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HomeMy WebLinkAbout1991 BUILDING & GROUNDS COMMITTEE November 25, 1991 5 : 45 p.m. Large Conference Room Members present: Chairperson Wright, Brown and Budak. It was moved by Brown, seconded by Wright that the Agenda, as proposed, be approved. Motion carried. Bob Stevenson, City Planner, presented to the Council a proposal to purchase five parcels of property in the vicinity of the Cedar River and the Cedar Lakes Project. The property is presently owned by the State of Iowa and is generally located in the Sherwood Park area. Mr. Stevenson continued that two of the parcels of property are along the Cedar River adjacent to West Washington Street or relocated Highway 218 . The parcels that would be purchased in this area could provide access to the Cedar River. The purchase price for the 4 . 8 acres that the City is purchasing from the State is $4,851 . Several of the properties do contain some debris and the State has agreed to clean them up in the spring. Mr. Stevenson stated that if the City were to purchase the property they would then be designated as open spaces. It was moved by Brown, seconded by Budak that the proposal presented for the purchase of five properties containing 4 . 8 acres of ground at a cost of $4, 851 be approved. Motion carried. With no further business before the Committee, the meeting was adjourned at 5 : 55 p.m. Larry P. Burger City Clerk/Auditor BUILDING & GROUNDS COMMITTEE November 18, 1991 6 : 15 p.m. Large Conference Room Members present: Chairperson Wright, Brown and Budak. It was moved by Budak, seconded by Brown that the Agenda, as proposed, be approved. Motion carried. The request of the Police Chief for authorization to proceed with furniture and floor covering for the Police Department Renovation Project was discussed. Specifically, he requested authorization to seek bids for the repainting and topping of existing desks, to purchase new furniture which includes computer desks, and to utilize the existing bid for carpeting in additional areas of the Department. The price per square yard would be the same as originally bid. Total cost of said improvements would be approximately $25,000. Funds for these items would be generated from the Police Department general fund. It was moved by Brown, seconded by Budak that the Building & Grounds Committee recommend that the Finance Committee approve said request. Motion carried. The request of the Personnel Department for authorization to replace the carpet in their office, utilizing the carpet bid for the Police Department Renovation was reviewed. Total estimated cost is $1,691. It was moved by Budak, seconded by Brown that said purchase be recommended to the Finance Committee for approval. Motion carried. With no further business before the Committee, the meeting was adjourned at 6: 24 p.m. Larry P. Burger City Clerk/Auditor BUILDING & GROUNDS COMMITTEE November 4, 1991 6 : 15 p.m. Large Conference Room Members present: Chairperson Wright, Brown and Budak. It was moved by Budak, seconded by Brown that the Agenda, as proposed, be approved. Motion carried. The request of the Police Chief for authorization to purchase equipment and make repairs in the City Jail prior to utilization by the Black Hawk County Sheriff ' s Department was reviewed. Chief Koehrsen stated that one stainless steel combination sink/toilet fixture must be purchased at a cost of approximately $1200 . Installation costs will be approximately $500 . Also three cell doors must be moved, possibly re-welded, and installed at an approximate cost of $300 . Also, a fire alarm system must be inspected and activated at a cost not to exceed $100 . He explained that these repairs and installations will conclude the City' s responsibility for preparing the jail for prisoners. Any additional repairs or equipment will be the sole responsibility of the Sheriff ' s Department. Expenditures for these items will be through the Department' s general fund budget and will be reimbursed with monthly revenues of $15 per prisoner per day. It was moved by Brown, seconded by Budak that authorization be given to proceed with the purchase of said items. Motion carried. The bid of Michael Painting & Decorating Company in the amount of $1823 for exterior painting at the 5 Sullivan Brothers Convention Center was discussed. Larry P. Burger, Clerk/Auditor, stated that the exterior of the door frames and overhead doors at the Convention Center was an original part of the exterior patio bids but was deleted due to the high cost. The interior painting of the Convention Center was bid and subsequently awarded to Michael Painting & Decorating. They were offered an opportunity to bid the exterior painting and have provided the above quote. It was recommended to proceed with this bid and authorize the painting as originally planned. Councilperson Budak asked whether this work should be bid. Mr. Burger explained that Michael Painting & Decorating had competitively bid the interior portion and the architect feels that this is a fair price for the stated work. It was moved by Budak, seconded by Brown that authorization be given to proceed with said exterior painting. Motion carried. Larry P. Burger, Clerk/Auditor, stated that today Aable Pest Control spotted some damage to the netting at the Convention Center caused by the recent snow and ice storm. It was the recommendation of Aable Pest Control that several repairs be made to the Park Avenue side by placing cables to assure its protection from wind in an amount not to exceed $1600. It was the recommendation of the Clerk/Auditor that we proceed with said repairs. It was moved by Brown, seconded by Budak that authorization be given to proceed with said repairs in an amount not to exceed $1600 . Motion carried. Larry P. Burger, Clerk/Auditor, stated that the Clerk of Court has contacted the City Clerk' s Office concerning the use of the City Hall Council Chambers for use as a courtroom on Tuesdays, Wednesdays, Thursdays and Fridays. They would be willing to reimburse for expenses and work around scheduled meetings in the Chambers. No official action was taken. With no further business before the Committee, the meeting was adjourned at 6 : 30 p.m. Larry P. Burger City Clerk/Auditor BUILDING & GROUNDS COMMITTEE October 28, 1991 5 : 45 p.m. Large Conference Room Members present: Chairperson Wright, Brown and Budak. It was moved by Brown, seconded by Budak that the Agenda, as proposed, be approved. Motion carried. The request of the Clerk/Auditor for authorization to take bids to install an access door into the mail room area was reviewed. Larry P. Burger, Clerk/Auditor, stated that traffic generated into the mail room soils the carpet and has required the rental of rugs at an approximate cost of $30 per month. The anticipated cost of the door is equal to one-year' s rental of rugs. It was moved by Brown, seconded by Wright that authorization be given to proceed with informal bid solicitation to construct said access door. Motion carried. Change Order No. 6 for a net increase of $582 in conjunction with the renovation of the Police and Planning and Development Division was reviewed. This Change Order is to allow the electrical contractor to ground all plug ins for the computers. Discussion was heard on the number and amount of change orders that have been proposed and approved for this project. It was moved by Brown, seconded by Budak that this item be referred to the City Council for approval. Motion carried. With no further business before the Committee, the meeting was adjourned at 6: 00 p.m. Larry P. Burger City Clerk/Auditor BUILDING & GROUNDS COMMITTEE October 7, 1991 6 : 25 p.m. Large Conference Room Members present: Chairperson Wright, Brown and Budak. The Agenda, as proposed, was approved. The request of the City Engineer for authorization to seek bids for office furniture was reviewed. Additional staff for the local option sales tax projects is being hired and additional office furniture is necessary. These items will not be paid for with local option sales tax revenues but will be paid out of the City Hall Remodeling account. Total estimated cost of the furniture is $3500. It was moved by Budak, seconded by Brown that authorization be given to proceed with said bid taking. Motion carried. The request of the Public Employees Credit Union for use of the First Floor Conference Room in City Hall for Board meetings was reviewed. The Credit Union has offered to pay $25 per meeting for the use of this room in addition to their monthly occupancy fee of $200. Most generally, meetings are after 5: 00 p.m. when the room is not in use. It was moved by Brown, seconded by Wright that the Building & Grounds Committee recommend to the City Council approval of an amendment to the lease agreement with the Public Employees Credit Union for usage of said room. Motion carried. Larry P. Burger, Clerk/Auditor, reported that Deaf Services Commission of Iowa wishes to vacate the office space in the basement of City Hall. Due to state budget cutbacks, this office will no longer be located in Waterloo. It was moved by Brown, seconded by Wright that the Building & Grounds Committee recommend to the City Council the termination of said occupancy agreement. Motion carried. With no further business before the Committee, it was moved by Brown, seconded by Wright that the meeting be adjourned at 6 : 32 p.m. Motion carried. Larry P. Burger City Clerk/Auditor BUILDING & GROUNDS COMMITTEE September 9, 1991 5 : 30 p.m. Large Conference Room Members present: Chairperson Wright, Brown and Budak. It was moved by Budak, seconded by Wright that the Agenda, as proposed, be approved. Motion carried. The request of James D. Miller for authorization to use the top level of the East Park Avenue parking ramp on Friday and Saturday evenings between the hours of 6 : 00 p.m. and 11 : 00 p.m. was reviewed. This would allow the patrons of a new live entertainment program to utilize the ramp. Larry P. Burger, Clerk/Auditor, stated that this item was brought to the Building & Grounds Committee to advise them of the request since this could not be done administratively. It was pointed out that there are no enforcement personnel available any day after 5 : 00 p.m. except Police Officers who could be called on occasion to write complaint tickets. It was pointed out that the reserved stalls in the ramp allow their users to occupy the spaces 24 hours per day. Since the request is for a non-reserved area, this should not pose a problem although the City must be careful not to authorize free parking. It was moved by Brown, seconded by Budak that authorization be given to James D. Miller to use said premises and that a letter be drafted to him explaining that although no enforcement is most generally available during the times requested the City cannot authorize free parking in the ramp. Motion carried. Discussion on the purchase of property at 1428 East Fourth Street was heard. Councilperson Brown stated that he had requested the Council to table this action to allow an opportunity to review the purchase ( see CCR 98145 of City Council Minutes of September 3 , 1991) . With the help of Joy Lowe, President of the NAACP, and Chief Koehrsen, the Committee will develop a more comprehensive plan to present to the Council outlining the proposed uses of the building. It was moved by Brown, seconded by Budak that action on this item be tabled for two weeks. Motion carried. Phase I of the interior renovation of the 5 Sullivan Brothers Convention Center was reviewed. Larry P. Burger, Clerk/Auditor, stated the City will proceed with Phase I of the improvements. Following discussions with the hotel owners, the agreement between the City and the hotel will be revised to reflect that the hotel will be responsible for the purchase of the carpeting. Also as a part of the negotiations with the hotel, the City will receive 4 . 5% of the gross sales instead of the current 2 . 5% which will result in additional funds that will be earmarked for improvements. The agreement will be rewritten and presented to the council identifying each party' s responsibilities. Mr. Burger also reported that the hotel has agreed to a plan whereby the maintenance of the Civic Center will be under the auspices of the City with the hotel reimbursing the City for a portion of the City employee ' s time. This allows the City direct supervision of maintenance personnel. Councilperson Buck stated that he has been in the past highly critical of the building' s appearance and hoped that this renegotiation will provide a better looking facility. Mr. Burger reported that improvements will be made to the curbing and cement work at each of the entrances . 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Aq panozddP azaM subTsap asagy •uoT4Pnoua1 pasodozd agq. zO3 ubTsap pup saTdurrs gadzpo 'saoTogo oTagpg 'awagos zoToo aqq paquasazd buTquasazdaz 'uPuITpTog prnpd •abpquaozad S ,A4T3 ago buTgnduroo Jo sasodznd zog saTPs ssoz6 agq. auTurzagap og Tagoq alp go squawa4P4s TPTouPUTJ pa4Tpnp Z a6Pd T66T '6 zagwa dag aa4gTunuo3 spunozo ' buTpTTng BUILDING & GROUNDS COMMITTEE August 19, 1991 5 : 45 p.m. Large Conference Room Members present: Chairperson Wright, Brown and Budak. It was moved by Budak, seconded by Brown that the Agenda, as proposed, be approved. Motion carried. The purpose of the meeting was to discuss the closing of the Police Department' s main entrance during building renovation. Remodeling is expected to begin on Thursday, August 22, 1991, necessitating that the first floor lobby entrance of the Police Department be closed to allow for asbestos removal and appropriate renovation. It was the recommendation of the Police Chief that entrance to the Police Department be allowed through the basement level of the building between the hours of 7 : 00 a.m. - 11 : 00 p.m. Monday through Friday. From 11 : 00 p.m. - 7 : 00 a.m Monday through Friday the counter will be closed to the general public. He also recommended that the City Hall entrances be closed and locked between 11 : 00 p.m. - 7 : 00 a.m. Monday through Friday, on all weekends, and all holidays until the renovation is completed which is expected to be three to four months. It was moved by Brown, seconded by Budak that said recommendations on closure of the Police Department ' s main entrance during renovation be approved. Motion carried. With no further business before the Committee, the meeting was adjourned at 5 : 55 p.m. Larry P. Burger 1 City Clerk/Auditor BUILDING & GROUNDS COMMITTEE August 12, 1991 5 : 25 p.m. Large Conference Room Members present: Chairperson Wright, Brown. Members absent: Budak. It was moved by Brown, seconded by Wright that the Agenda, as proposed, be approved. Motion carried. It was moved by Brown, seconded by Wright that authorization be given to the Engineering Department to move the Engineering Lab from the 6th Street City Hall Annex to the basement of the Carnegie Annex. Motion carried. With no further business before the Committee, it was moved by Brown, seconded by Wright that the meeting be adjourned at 5 : 27 p.m. Larry P. Burger City Clerk/Auditor BUILDING AND GROUNDS COMMITTEE MINUTES March 4, 1991 6 : 00 p.m. Large Conference Room Members present: Chairperson Wright, Brown and Budak. It was moved by Budak, seconded by Wright that the Agenda, as proposed, be approved. Motion carried. Chief Koehrsen presented space utilization plans for City Hall and the newer annex portion of the East Side Library. The plan is part of the enlargement of the Police Department space inside City Hall and the proposed relocation of Community Development and Human Rights to the newer portion of the former East Side Library. It will also allow for an expanded area for the Planning and Development Division. Project I ( annex of the newer East Side Library) would allow the Human Rights ' office to occupy the first floor and Community Development to occupy the second floor. The possibility of a shared secretary/receptionist station was discussed. The estimated cost of the improvement is $29,750 with approximately $6, 000 - $8, 000' of this cost for handicapped accessibility. Handicapped improvements would be eligible for federal community development funding. Project II (City Hall renovations) is divided into five separate phases. The first phase would provide a Police open reception and records clerk area on the first floor of the City Hall at an estimated cost of $25,000. Phase two would allow the consolidation of the Police Support services branch on the second floor and provide open clerical and receptionist space directly in line with the master plan. The estimated cost of this phase is $25, 000. Phase three would provide an additional four offices and reception area and allow the Transportation Department to move and relieve the Engineering technicians of their over crowded conditions . Estimated cost of this phase is $22 , 000 . Phase four includes the redesigning of the reception area and expanding the Building Inspection office in the Planning and Development Division at an estimated cost of $25, 000. The final phase would provide reception, clerical and investigators computer model furnishings in the Police Department at an estimated cost of $22 ,000. The total cost of the City Hall phase is $114, 500 . With the remaining $40, 000 currently available in the capital improvement City Hall bond fund and an additional $75,000 scheduled for inclusion in the upcoming bond sale, a total of $115,000 is available for this phase. The Chief pointed out that the changes being proposed very closely follow the master plan for the department. In response to questions from Committee members, it was reported that space still would remain for the Waterloo Housing Authority should it be moved to the annex. No portion of the Carnegie section of the library has been renovated or is being used. It was moved by Budak, seconded by Brown that the Building & Grounds Committee recommend that the Council authorize the solicitation of informal bids for the annex of the former East Side Library. Motion carried. With no further business before the Committee, the meeting was adjourned at 6 : 20 p.m. Larry P. Burger City Clerk/Auditor BUILDING & GROUNDS COMMITTEE January 22, 1991 6: 15 p.m. Large Conference Room Members present: Chairperson Wright, Brown and Budak. It was moved by Budak, seconded by Wright that the Agenda, as proposed, be approved. Motion carried. The request of the City Engineer for authorization to relocate the Second Floor Small Conference Room in City Hall from the present location, near the top of the stairway, to the old jury room was brought to the floor for discussion. The jury room is currently being used for office space for the technicians. It is a long distance from the major office area and phone service is not available. Moving the technicians to the Small Conference Room would make a phone available to them as well as closer proximity to the major office area. It was moved by Budak, seconded by Wright that authorization be given to said request. Motion carried. The request of the Building Maintenance Supervisor for authorization to re-bid the City Hall janitorial contract was reviewed. It was moved by Budak, seconded by Wright that authorization be given as requested. Motion carried. With no further business before the Committee, the meeting was adjourned at 6: 35 p.m. Larry P. Burger City Clerk/Auditor