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HomeMy WebLinkAbout12/09/2008 COW minutesMINUTES OF THE REGULAR MEETING OF THE MAYOR AND BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT December 9, 2008 I. CALL TO ORDER The meeting was called to order at 6:56 p.m. at 1400 W. Algonquin Road (at Linneman Road) by Mayor Irvana Wilks. II. ROLL CALL Present at the meeting were Mayor Irvana Wilks and Trustees Arlene Juracek, John Korn, John Matuszak, and Steven Polit. Staff Present was Village Manager Michael Janonis, Assistant Manager David Strahl, Fire Chief Michael Figolah, Deputy Fire Chief John Malcolm, Administrative Project Analyst Christina Park, Director of Public Works Glen Andler, Deputy Director of Public Works Sean Dorsey, Finance Director Dave Erb, and Police Chief John Dahlberg. Also present from SRBL Architects was Jake Davis as well as James Novak from Leopardo Companies. Resident Carol Tortorello, South Elmhurst Avenue, was present. III. FIRE STAT 14 AND EMERGENCY OPERATI CENTER (EOC) PROPOSED CONSTRUCTION WORKSHOP Village Manager Michael Janonis gave on overview of the purpose of the meeting. He stated that in order to keep the process moving, and take advantage of the current economy for bidding, staff was requesting approval from the Board to move into the Construction Document (CD) phase for the three proposed projects. He explained that it looks like the projects will go out to bid in late winter /early spring of 2009. Mr. Janonis also let the Board know that staff is planning to submit a Planning and Zoning application for the necessary variations for Fire Station 14 with Community Development this week. He stated that staff will prepare to hold a public meeting in regards to the station in early January. Fire Chief Michael Figolah gave an overview of the projects: • The Fire Station 14 design has changed minimally. What has changed is the hardening aspect of the building as staff and SRBL Architects have identified a measurable standard. • The budget from Leopardo for Fire Station 14 is currently carrying a 7% contingency. This contingency will decrease as the projects move farther along in the design process. The budgets for the Emergency Operations Center (EOC) and Public Works modifications will be ready from Leopardo within the next week. • Fire Station 14 is still expected to receive a gold level Leadership in Energy and Environmental Design (LEED) certification. • The Village has received bids from River Trails Park District for the construction of the athletic field at River Trails Middle School. The Park District is recommending hiring the lowest bidder for the project for approximately $137,000 with some small add -ons. This bid was much lower than the original estimates of over $200,000. • Leopardo is looking at staggering the bidding process for excavation and construction of all three projects to get an earlier start. Chief Figolah then asked Jake Davis of SRBL Architects to give an overview of the hardening standard for Station 14 and the EOC. Jake Davis, Project Manager for SRBL Architects, gave on overview of the building code standards that apply to the Fire Station and the EOC. He explained that the standard being proposed is called the "Miami -Dade Standard" as it was developed in Florida as a result of the hurricanes. Essentially, this standard means that the buildings are designed to withstand an F3 tornado and 158 mph winds. Trustee Arlene Juracek asked if this means the buildings are really designed to just withstand and not "move" somewhat to prevent damage. Mr. Davis said that the building can "move" to some extent, but is primarily designed to be a very strong and rigid structure. Trustee Steven Polit asked if the foundation will be reinforced in some manner with this hardening standard. Mr. Davis said that it will have more horizontal ties and thicker and larger footings. Mayor Irvana Wilks thanked Mr. Davis and SRBL Architects for their assistance in identifying this standard and finding a way to apply it to the buildings. Trustee John Matuszak asked if staff had considered using Fire Station 14 as an alternate EOC. Chief Figolah stated that it has been considered, especially using the basement of the station for sleeping areas for staff. He also stated that if the Village is able to obtain teleconferencing equipment the station could be linked to the EOC and some staff could work from the station during emergencies. Mr. Janonis also suggested that the station could act as a forward command post to the EOC during flooding incidents at the Des Plaines River. Trustee John Korn asked about the elevation of the new station in regards to the old one. Mr. Davis stated that new station will be approximately 3.5 feet higher. Trustee Juracek asked if Florida has been happy with the Miami -Dade Standard and whether the standard takes into account the possibility of an earthquake. Mr. Davis stated that be believes the standard has worked well. He also 2 explained that by code the station and the EOC have to be built with a 15 percent seismic importance factor. Deputy Chief John Malcolm shared with the Board discussions he had with staff in Palm Beach County who have been very pleased with the standard for their fire stations. Trustee Korn asked how far below grade the basement will be. Mr. Davis stated it will be 12 feet below grade. Jim Novak, Project Manager for Leopardo, gave an overview of the budget for Station 14 and talked about the current bidding environment. He emphasized the advantages to getting out an early bid after the new year. Trustee Juracek asked why the asphalt budget is so low. Mr. Novak explained that most of the pavement for the project is concrete, not asphalt. Mayor Wilks asked about the schedule for bringing the projects to the Planning and Zoning Commission. Mr. Janonis stated that the case will go before the Planning and Zoning Commission in January and then before the Village Board in February. He also mentioned that there is precedence for this case as several variations were necessary to build the current Public Safety Building. Christina Park, Administrative Project Analyst for the Fire Department, gave an overview of the four variations that will be necessary for Fire Station 14. Chief Figolah stated that an additional variation may be necessary for an antenna tower on the site. Trustee Polit asked whether staff had considered consolidating the Village's property with the Park District's to make the process simpler and some of the variations unnecessary. Ms. Park stated that the Park District did not wish to own more property and /or have more buildings to maintain. The Park District also could not sell the Village a portion of their property without going to referendum. Trustee Polit reiterated the fact that there is no other site east of the railroad tracks that would be suitable for the station. Trustee Matuszak asked how far along the Village is percentage wise with the projects. Mr. Davis said that in terms of the complete process the Village is at about 35 percent. In terms of how far along to bidding, however, the projects are at about 60 percent. Trustee Matuszak asked about the status of financing for the projects. Finance Director Dave Erb stated that he had met with a financial advisor and is expecting to receive a recommendation in late January/early February. The Village would then most likely receive the funds in March. Chief Figolah asked for the Board's permission to move from Schematic Design to the Construction Documents phase for Station 14. The Board unanimously approved moving forward to the next phase. Chief Figolah gave an overview of the current LEED checklist. Mr. Davis said that the project should receive a gold level certification, but that it can not lose 9 any more points. He also stated that if it is successful, it will be one of the first gold certified fire stations in the U.S. Trustee Korn stated that with all of the other requirements being placed on the building he felt good about the certification level. Trustee Polit asked if the project team had thought about contacting Randhurst for materials for the station. Mr. Davis and Mr. Novak both stated that it was a good idea and that they would look further into the possibility. Chief Figolah took the Board on a walk through of the EOC that staff had taped out. He explained the current design as well as some modifications from staff. The Trustees had an opportunity to ask questions in regards to the design. Mr. Janonis asked about the status of the EOC budget. Mr. Novak stated that the he was scheduled to meet with Mr. Davis tomorrow to review the budget and that it would be ready for staff to review by the end of the week. Trustee Juracek asked about the timing for the project funding. Mr. Erb stated that funds will come in 2009 from bond proceeds. Trustee Polit asked whether it will require a tax increase. Mr. Erb said that the increase will not go beyond the Board's parameters of 3 to 5 %. Mr. Janonis asked if there was consensus from the Board to move from Schematic Design to the Construction Documents phase for the EOC. - The Board unanimous consensus was to move forward to the next phase. IV. ADJOURNMENT Mayor Wilks adjourned the meeting at 8:35 p.m. G CHRISTINA PARK ADMINISTRATIVE PROJECT ANALYST 10