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HomeMy WebLinkAbout1990 BUILDING & GROUNDS COMMITTEE MINUTES November 5, 1990 6: 20 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. Larry P. Burger, Clerk/Auditor, presented a proposed extension of the Occupancy Agreement with the Public Employees Credit Union which occupies the lower level of City Hall. Currently, the City is in the middle of a two year contract which expires on October 25, 1991. The Credit Union desires to install computer lines specifically designed for the current location and wishes to reassure that their lease will remain in affect for several years after the installation of the equipment and thus is recommending the extension of the lease through October 1, 1992. It was reported that the Credit Union currently pays $200 per month for rent, in addition to telephone services. The City provides the utilities. Councilperson Brown questioned whether the City is subsidizing the operation of the Credit Union anyway. Cost comparisons of other downtown spaces were discussed. It was moved by Budak, seconded by Wright that the Building & Grounds Committee recommend that said occupancy agreement be extended through October 1, 1992. Motion carried. With no further business before the Committee, the meeting was adjourned at 6:25 p.m. Larry P. Burger City Clerk/Auditor BUILDING & GROUNDS COMMITTEE October 22, 1990 5 : 00 p.m. Five Sullivan Brothers Convention Center Members present: Chairperson Wright. Wright declared that a quorum of the Committee was not present but asked that we proceed with the information of the meeting. Larry P. Burger, Clerk/Auditor, reported that the Committee consisting of Dean Myhr, Director of Recreation and Arts Center, Bea Cannon, Manager of Holiday Inn Convention Center, Michelle Temeyer, Deputy City Clerk/Auditor, and himself have been working with INTRA and have prepared a renovation plan, cost estimate and priority listing of those Convention Center improvements. He introduced Paula Holdiman of INTRA to present details of the plan. The priority phasing and budget estimates were presented as follows: Total Cost Priority I--Wall Treatment $ 55, 500 Priority II--Carpet and Base 70, 270 Priority III--Upper Level Design Improvements 13 , 000 Priority IV--Folding Chairs 74 , 580 Priority V--Window Treatment & Misc. Furnishings 24 , 360 Priority VI--Signage 18 ,850 Priority VII--Lower Level Design Improvements 21, 000 SUBTOTAL $277, 560 INTERIOR DESIGN SERVICES (ESTIMATED) 22,205 GRAND TOTAL $299,765 10o Contingency 29, 977 Optional Items 10, 300 It was the recommendation of the Committee that the first phase of the improvement include wall treatment and carpet. With money on hand from the renovation bond fund and proposed bond proceeds from next year 's sale, this phase could be completed. Staging of successive improvements would depend upon funding. Discussion was heard concerning the phasing. It was suggested that perhaps certain areas of the convention enter could be totally renovated rather than the suggested phasing by project type. It was also suggested by the Committee that consideration be given to recovering approximately 500 chairs immediately. This project would be coordinated and completed at the same time as the wall treatment and carpet which would allow at least one room to be appropriately decorated. Brown now present at 5: 07 p.m. (a quorum is now present) . Committee members expressed the need for the convention center to also be concerned with the outside appearance of the building including landscaping and weed control. Mayor McKinley reported that City staff will be working to address this problem. After discussion, it was moved by Brown, seconded by Wright that the Design Committee be given authorization to proceed with the priorities suggested including recovering 500 chairs as a part of Phase I and that phasing of the project be commenced and completed as funding is available. Motion carried. With no further business before the Committee, the meeting was adjourned at 5: 50 p.m. Larry P. Burger City Clerk/Auditor BUILDING & GROUNDS COMMITTEE October 15, 1990 6: 00 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. Bev Lind, Director of the Waterloo Public Library, presented a remodeling plan for the audiovisual area of the Library. This plan has been approved by the Library Board of Trustees and will be financed with available funds in the Library' s Gift and Bequests Fund. Approximate cost of the renovation is $15 ,000 and will include the removal of the interior walls and other minor changes to enlarge and enhance this area of the Library. It was moved by Budak, seconded by Brown that authorization be given to proceed with bids and plans for said remodeling project. Motion carried. Don Temeyer, Planning and Development Director, reported that a final cost estimate has been received for the renovation of the former East Side Library. The preliminary estimate was $363 ,840. The revised estimate is now $453 , 000. The increased cost is due to the anticipated rise in construction costs and the installation of a sewer injector pump. This pump will hopefully eliminate any flooding problems that the basement, which will be a records storage area, may experience. The additional costs could mean that the project costs would be spread over a longer period of time in the City' s general obligation bond sales. The proposed schedule is as follows: November 5, 1990 Release plans December 3 , 1990 Receive bids - 4: 00 p.m. Open bids at 7:00 p.m. City Council meeting December 10, 1990 Council approval December 11 , 1990 Notice to proceed Chief Koehrsen reiterated his support for the remodeling plans to allow for the expansion into the second floor of City Hall for Police Department personnel. Plans are proceeding on space needs for the Department as well as modifying the location of the City Council Chambers. Discussion was heard on the permanent location for the Human Rights Commission office. Councilperson Wright stated that it was imperative that an alternative site be located for the Human Rights office. This relocation will be discussed as plans for the second floor of City Hall are finalized with the Council in the months ahead. It was moved by Brown, seconded by Budak that the Planning and Development Division be given authorization to proceed with the proposed schedule of renovation of the former East Side Library. Motion carried. With no further business before the Committee, the meeting was adjourned. Larry P. Burger City Clerk/Auditor BUILDING & GROUNDS COMMITTEE October 8, 1990 5: 45 p.m. Large Conference Room Members present: Chairperson Wright, Brown and Budak. It was moved by Brown, seconded by Hudak that the Agenda, as proposed, be approved. Motion carried. Discussion was heard on treating the trees at the Five Sullivan Brothers Convention Center and Public Library with Roost No More. Dave Van Dee, Executive Director of the Waterloo Redevelopment Authority, explained that AABLE Pest Control, Inc. had previously treated the trees at a cost of $5 , 550 and has been successful in eliminating the bird problems in the area. It is anticipated that this will be a twice yearly process until the birds completely remove themselves from the area. It was moved by Brown, seconded by Wright that authorization be given to proceed with said pest control measure. Motion carried. The request of the Cable Commission for authorization to seek bids for equipment was reviewed. Larry P. Burger, Clerk/Auditor, explained that the City Council had approved a $26 , 000 allocation for use by the Cable Commission for purchasing equipment to televise City Council meetings. Chuck Angel, Chairperson of the Commission, has reviewed the equipment proposal presented by Electronic Communication Systems of Davenport and with the Commission' s approval is recommending the purchase of two cameras. The equipment will be placed in the Council Chambers to allow live broadcast of the Council meetings as well as a tape delay. Mr. Angel has indicated that volunteers will be used to run the equipment. Mr. Burger expressed a concern that these volunteers may be sufficient in the beginning but as time passes, part-time staff may be needed to run the equipment. After discussion, it was moved by Brown, seconded by Budak that authorization be given to proceed with bidding said equipment. Motion carried. The request of the Board of Directors of Fairview Cemetery for City participation of roadway improvement costs within the facility was reviewed. Jim Redden, a member of the Board of Directors, reported that the cemetery has depleted its operating revenue and due to its age little income is derived from the facility making it difficult to make improvements that are necessary. Most of the approximate 5 mile roadway within the cemetery is graveled and due to the recent rains this summer, has washed away. John Meyer, Public Works Director, has been working with the Association to determine costs of roadway repair in terms of grading and gravelling and unclogging the storm sewer outlets. Including labor and materials, Mr. Meyer' s estimates that the cost would be $3 ,000. Mayor McKinley indicated that the State Code of Iowa states that if a cemetery no longer has the necessary funds to maintain itself that the property becomes the responsibility of the municipality. With this in mind, he urged the Committee to make these improvements to allow the continuation of the private care and maintenance of the facility. It was moved by Brown, seconded by Budak that authorization be given to the Public Works Director to proceed with the necessary roadway and storm sewer improvements at a cost not to exceed $3,000. Motion carried. With no further business before the Committee, the meeting was adjourned. Larry P. Burger City Clerk/Auditor BUILDING & GROUNDS COMMITTEE MINUTES August 27, 1990 5 : 00 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. Deb Collett, Director of the Waterloo Housing Authority, presented proposed regulation changes initiated by the Department of Housing and Urban Development relating to the Procurement Policy for the Public Housing Development located at 225 W. Ridgeway Avenue. The proposed policy has been reviewed by the Assistant City Attorney, Donna Lesyshen. She highlighted changes in the policy which include, but are not limited to raising from $250 to $25,000 the threshold for obtaining price quotations in writing. The policy now also contains a code of standards or conduct which is a new procedure. It also specifies an informal hearing process if bids are contested. The current Procurement Policy was developed in 1978. It was moved by Brown, seconded by Budak that the Building and Grounds Committee recommend that the full council approve said policy changes. Motion carried. Ms. Collett presented a video on the Tenant Integrity Program. The intended use of the film is to eliminate potential defrauding of federal housing programs. No official action was taken but was provided merely for informational purposes. Ms. Collett also explained that the five year modernization plan for Ridgeway Towers has been submitted for approval but we have not yet received final word. Approval is expected soon. She also indicated that the May application for 50 more units of Section 8 Housing has not yet been approved. In response to questions, Ms. Collett reported that the City currently has 188 vouchers and 379 certificates in the program. Compared to other cities of our size, additional units should be awarded although award is not based upon need. Ms. Collett was thanked for her information and presentation. It was moved by Budak, seconded by Brown that the above information be received and placed on file. Motion carried. With no further business before the Committee, the meeting was adjourned. Larry P. Burger City Clerk/Auditor BUILDING & GROUNDS COMMITTEE MINUTES June 18, 1990 4: 00 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. The bid of H-S Industries Lighting and Sound Specialists for retrofitting the electrical circuits at The Five Sullivan Brothers Convention Center was reviewed. Building Maintenance Supervisor, Leonard Zmolek, has reviewed the 15-year old electrical circuitry system at the Center which was been developing problems in the dimmer system. Instead of an entirely new system, Mr. Zmolek is recommending that a retrofitted system at a cost of $7, 690 be approved. It was mentioned that the sound system was recently bid and a recommendation will be brought to the Committee soon. It was moved by Brown, seconded by Budak that authorization be given to complete the lighting retrofitting system at The Five Sullivan Brother Convention Center at an approximate cost of $7, 690. Motion carried. The quotes for an automatic lawn sprinkler system for the City Hall was reviewed. Larry P. Burger, Clerk/Auditor, presented the following quotations: Turf King Lawns $4,500. 00 P.T. & B. Enterprises $3 , 374 . 00 It was the recommendation of the Building Maintenance Supervisor that the total system quoted by P.T. & B. Enterprises at an approximate cost of $3 , 374. 00 be approved. Rick Tagtow, Director of Parks and Forestry, asked that the Park Department be authorized to review the proposed bids since the Park Department is responsible for maintenance of the City Hall lawn. Councilperson Budak stated that there are higher priorities in the City than sprinkling the City Hall lawn. The decision of the Building and Grounds Committee to proceed with the purchase of a sprinkler system is a policy decision that may have implications for all City public building structures. Councilperson Wright stated that if the City is requiring landscaping and improvements along the U.S. Hwy. 218 Corridor, the City should follow the lead in maintaining its own property properly. It was moved by Brown, seconded by Budak that action on this item be tabled to allow the Park Department to review the bids. Motion carried. The request of the Clerk/Auditor for authorization to seek proposals for overseeing the renovation of The Five Sullivan Brothers Convention Center was reviewed. Funds for said improvements will be derived from the sale of General Obligation Bonds. With this contract, a designer would oversee all of the renovation work including carpet replacement, new signage, new color scheme, new chair coverings, etc. It was moved by Brown, seconded by Budak that authorization be given to proceed with said proposals. Motion carried. With iio fuither business before the Committee, the meeting was adjourned. Larry P. Burger City Clerk/Auditor BUILDING & GROUNDS COMMITTEE MINUTE.; May 7, 1990 6 : 25 p.m. Large Cor;.ference Room Members present: Chairperson Wright, Brown and Budak. The agenda as proposed was approved. It was moved by Brown, seconded by Wright that the Director of the Waterloo Public Library be given authorization tc:o seek bid& to correct a water Leakage problem at the Waterloo Public Library. Motion carried. With no further business before the Committee, the meeting was adjourned. Larry P. Burger City Clerk/Auditor 1,( .t et a- , i 1 ! k 1 1 h, ! { i i C ii;' 1 BUILDING & GROUNDS COMMITTEE MINUTES April 16, 1990 6: 25 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 Community Development Administrator for authorization to purchase an overhead door for the incubator facility at 607 Dearborn Avenue was reviewed. The current tenant, Auto Tech, has outgrown the building and will be moving to a new location on Center Street. A small pallet manufacturer, Iowa Crating, will be moving into the building. The existing door is in very poor condition and should be replaced. Two bids were received for this item, with a low bid of $2, 255 . It was moved by Brown, seconded by Budak that the Building & Grounds Committee recommend that the Finance Committee approve said purchase. Motion carried. With no further business before the Committee, the meeting was adjourned. Larry P. Burger City Clerk/Auditor BUILDING & GROUNDS COMMITTEE MINUTES March 12, 1990 5:15 p.m. Large Conference Room Members present: Chairperson Wright, Brown and Fox. It was moved by Brown, seconded by Fox that the agenda, as proposed, be approved. Motion carried. Jim Rodemeyer, Personnel Director, reviewed the proposed changes in the City Hall Smoking Policy. Basically, the revised policy would ban smoking in all areas of the City Council Chambers, including the front and rear portions. The newly remodeled First Floor Conference Room would be a no smoking area. The area formerly known as the First Floor Women's Lounge would be stricken from the policy since this area no longer exists. Councilperson Wright questioned the need for policy changes. It was reported by the Mayor that he has received many complaints from persons in the rear of the Council Chambers and that he was recommending these changes. It was reported that smoking is allowed in the stairwells of the City Hall and the First Floor Restrooms. Also individual offices may be designated as smoking areas as determined by the individual involved. If multiple numbers of persons are in an office, the non-smokers' desires prevail. Mr. Rodemeyer indicated that any revisions to the City Hall Smoking Policy will require approval by the City Council. It was moved by Brown, seconded by Fox that the proposed revisions as presented be received, placed on file and referred to the City Council for approval. Motion carried. With no further business before the Committee, the meeting was adjourned. Larry P. Burger City Clerk/Auditor BUILDING & GROUNDS COMMITTEE January 22 , 1990 4 : 15 p.m. Large Conference Room Members present: Chairperson Wright, Brown and Fox. It was moved by Fox, seconded by Brown, that the agenda, as proposed, be approved. Motion carried. The renovation of the former East Side Library and the renovation of City Hall for the Police Department was reviewed by Planning and Development Director, Don Temeyer. Costs estimates have been prepared by Flinn, Saito, Anderson & DeVoe Architects. The library interior cost is estimated at $463,840. 00 and the City Hall renovation at $134,000 . 00 for a total of $497,840 .00 plus architect fees. The project must be programmed into the Capital Improvements Program over a two-year period. Mr. Temeyer presented an overview of the renovation plans for the former East Side Library. The library renovation will not provide enough space for the Human Rights Commission and Community Development Department; therefore, it is anticipated that these offices could remain on the second floor of the City Hall. Councilperson Wright reiterated her support of finding space outside of City Hall for the Human Rights Department. It was agreed to that once space could be found for the Human Rights Department outside of City Hall, it would be moved to that location. She felt that it was necessary that this promise be kept. If it is the decision of the Council to move the Human Rights Department out of City Hall, other space is available in the downtown area. The possibility of using federal dollars for the renovation was discussed; however, the costs of conforming to federal standards would greatly overshadow any savings the City may realize. The anticipated renovation of the Library would allow for bid taking in the spring with renovation during the summer months. The Planning and Development Division would then move to the Library which would then allow for the renovation of City Hall for the Police Department. It is anticipated that a hardwire connect will be required for communication to the City Hall computer network. Police Chief Roger Shook summarized the renovation plans for the Police Department. Basically, the renovation would allow for better utilization of space and personnel. It was moved by Brown, seconded by Fox that the above renovation plans be received and placed on file and that the Planning and Development staff be authorized to pursue a method of financing for said improvements. Motion carried. With no further business before the Committee, the meeting was adjourned. Larry P. Burger City Clerk/Auditor BUILDING AND GROUNDS COMMITTEE January 16 , 1990 5 : 00 p.m. Large Conference Room Members present: Chairperson Wright, Brown and Fox. Also present: Mayor McKinley, Buck and Dell. It was moved by Brown, seconded by Fox that the agenda, as proposed, be approved. Motion carried. Authorization to seeks bids on exterior renovation to the former East Side Library was discussed. In September, 1989, similar repairs were bid but no bids were received. Minimal work was completed by Vernon Bascom Company including masonry and main entry step repair and cleaning. The plans and specifications have been revised and the project is now estimated at $50, 000. It was moved by Brown, seconded by Fox that authorization be given to seek bids on said project with the recommendation of approval forwarded to the City Council to set a date of public hearing and receipt bids as of February 2nd. Motion carried. The request of the Planning and Development Director for authorization to purchase carpet for the Planning and Development Division was reviewed. The floor tiles are the originals installed at the time City Hall was constructed. Estimated cost of the new flooring is $3 , 200 . It was moved by Brown, seconded by Fox, that authorization be given to proceed with the purchase of said carpet. Motion carried. In response to a question from Chairperson Wright, an update was given on the interior renovation of the former East Side Library. Depending on available financing, it is anticipated that bid letting and renovation will commence in fall, 1990, with construction during the winter of 1990-1991. It is anticipated that the Division would be relocated by the spring of 1991 . The request of the Clerk/Auditor for authorization to purchase and refurbish furniture for first floor City Hall Remodeling Project was reviewed. Larry P. Burger, Clerk/Auditor, explained that with the renovation currently underway in the Mayor and Clerk' s office, it is necessary that various pieces of furniture be updated and refurbished. The Mayor' s desk, credenza, bookcase and conference table will be replaced. His existing furniture will be utilized in other City offices. Chairs in the Mayor ' s conference room are also in need of recovering. It was moved by Brown, seconded by Fox, that authorization be given to seek bids for the purchase of new and re-upholstered furniture in conjunction with City Hall First Floor Renovation. Motion carried. Proposals were reviewed from Platt ' s Garden Shop and Waterloo Implement Company for purchase of a snow blade for the John Deere tractor utilized by the Five Sullivan Brothers Convention Center. It was the recommendation of the Clerk/Auditor ' s office to purchase a snow blade Model 54 in the amount of $717 . 85 from Platt ' s Garden Shop. It was moved by Fox, seconded by Brown, that said recommendation be approved. 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