HomeMy WebLinkAbout1992-02-26 MinutesSPECIAL MEETING OF TEE CITY BOARD OF DIRECTORS
A special meeting of'the Fayetteville City Board of Directors was
held on February 26, 1992 at 8:30 a.m. in Room 326 of the City
Administration Building at 113 West Mountain Street, Fayetteville,
Arkansas.
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PRESENT: Assistant Mayor Mike Green; Directors Dan Coady,
Ann Henry,Shell Spivey,` and Bob Blackston; City
Manager Scott4Linebaugh; City Attorney Jerry Rose;
PubliccWorks¢ Director Kevin Crosson; Planning
Management Director Alett`Little; City Clerk Sherry
Thomas; members Of staff, press and audience.
ABSENT:
CALL TO ORDER
Mayor Fred Vorsanger�and .Director Julie Nash.
Assistant Mayor Green called the meeting to order and explained
that the purpose of -this special meeting was to consider a change
order on the construction contract._for the Walton Arts Center
parking lots.
WALTON ARTSo CENTER
Assistant Mayor Green explained the Board would be addressing and
voting on a change order on the construction contract for the
Walton Arts Center parking lots. He explained there was some
urgency in maintaining the continuity of construction;. therefore,
the need for a special meeting rather than waiting until the next
regular board meeting.
Public Works Director Kevin Crosson addressed the Board stating
there were three items being addressed on the change order relating
to the parking lot projects on the 400 block of Dickson and School
Avenue. He explained the work proposed in the change order needed
to be done before the actual parking lot construction could begin,
and in order to keep the project on schedule, the Board is being
asked to act on this change order.
Crosson stated that the first item related to changes in the
specifications to the asphalt pavement on the parking lot at the
400 block of Dickson changing from a gravel base and asphalt
surface to full depth asphalt pavement. This change is at no cost
to the City and will increase the strength of the paved surface and
can be installed faster than the original materials specified.
The second part to the construction change order is a change to the
undercut operations and removal of unsatisfactory fill material.
He explained that the original contract called for an estimate of
100 cubic yards at a cost of $6.50 per truck yard for all undercut
operations. There is a substantially larger amount of fill to be
removed to 4,650 truck yards with a negotiated price of $5.60 per
truck yard at a total estimated amount of $26,040.
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February 26, 1992
The next item called for drainage improvements behind Dickson
Street to intercept storm water flowing from underneath Josos
Restaurant under the 400 block of Dickson Street and causing
structural problems. He explained that the water will be diverted
from under the buildings, across the parking lot and tied in at
West Avenue, at a cost of $41,037.
The third item calls for replacing 800 sq. ft. of dry/wet section
on the sidewalk and curb at the School Avenue site at a cost of
$2,450.
In response to Director Blackston's question, Crosson stated that
the construction estimates on this parking project have been under -
budgeted; items one and three would come out of the contingency
fund designated for this project, and item two would come out of
miscellaneous drainage funds.
City Manager Linebaugh reported the City has had drainage problems
under the buildings on Dickson Street including cave-ins, and
this drainage improvement plan is the best way to divert the water
totally out from under the buildings and eliminate the problems.
Director Henry stated that this project helps the small businesses
that are trying to manage.
Linebaugh stated this project would have been necessary in the not
too distant future anyway, and they are simply moving it up.
Crosson stated the only feasible way to divert this drainage was
across the parking lot. Instead of tearing the parking lot up at
a later date, it was decided to integrate the drainage project with
the parking project.
Director Green reported when the Board toured this area, the
drainage was above ground and into buildings in some places and
desperately needs to be cleaned up.
Director Coody asked if there was to be a base or if the asphalt
would be poured directly over the red clay. Crosson responded
there would be a red clay compacted base.
Director Coody further asked if this method would hold up as well
as the SB2 method. Chuck Nickel, with McGoodwin, Williams & Yates,
responded the proposed method requires careful preparation of the
subgrade. He further explained the entire lot is rolled with heavy
equipment to locate developing cracks or soft spots which are
excavated and suitable clay or base is brought in and compacted
prior to application of full depth asphalt. This is the
recommended method for providing more strength.
Director Coody inquired whether this quicker method would cause
maintenance problems in the future. Nickel reiterated the proposed
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method provides a stronger material and'surface than the original
plan. He further reported that although this method is not seen
too much yet in Northwest Arkansas, It is a common method used in
larger cities, and the industry recommends this method. In
addition, the Street Superintendent has'reviewed this method with
the contractor and is supportive oftthis procedure.
In response to Director 'Henry's question regarding the third
change, Nickel verified this was necessary for pedestrian safety.
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Blackston, seconded by.Henry,`made a'.motion to approve the change
order. `" 4.
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Upon roll call, the resolution passedby a vote of 5 to 0.
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RESOLUTION 26-92 APPEARS ON PAGE
BOOK
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OF RESOLUTION AND ORDINANCE
PARKING LOT PRESENTATION
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City Manager Linebaugh introduced Chuck Nickel to give a
presentation on the progress of the Walton Arts Center landscaping
and design.
Chuck Nickel addressed the Board. illustrating the landscaping
detail of the three Walton Arts Center parking lots and plans for
developing the spring area. The Dickson Street lot features three
entrances and cross overs into Joses parking lot. Nickel explained
that the area would be landscaped with several trees selected by
the City Horticulturist, Patty Irwin, with zoysia sod and a
sprinkling system. The only large trees that were possible to save
were three on the parking lot close to Campbell Street.
In response to Director Coody, Cox stated that there were .119
parking spaces at the Dickson Street parking lot.
Kevin Crosson further reported that negotiations are underway with
the property owners to provide access by way of a pass-through into
the buildings. But at this point,.the City will not be involved in
the construction and maintenance of this project.
Chuck Nickel outlined the route of the storm water drainage that
currently runs under Joses which will have the size of pipe changed
from 15" to 48".
Nickel next discussed the School Avenue parking lot, left of the
Arts Center, features two entrances at different heights and
contains 60 parking spaces. He reported that many trees were being
saved from this lot and being transplanted. Additional plantings
and ground cover will be placed in the islands on the front and on
the banks.
February 26, 1992
Nickel further reported that all lots will be lighted with high
pressure sodium lights.
Director Coody asked whether the red maples were transplanted; to
which Nickel responded that they were transplanted on the same lot,
out of the parking area. He further reported that Patty Irwin has
met with the contractors moving the trees and performing the
landscaping and has been able to look at the health of the trees
and coordinate the transplanting.
Nickel finally reported on the third parking lot at West and Spring
that has an existing concrete area and two entrances with the
handicapped spaces located close to the entrance. It features the
spring incorporated into an island. The trees along West Avenue
were saved with some other fairly mature trees added. This lot is
also on a sprinkler system with an automatic timer which is
controlled from the lot. This will eliminate the City having to
hand water the shrubbery and trees.
Chuck Nickel next presented an illustration of the proposed Town
Creek Garden with a 900 square foot pavilion located across from
the westerly entrance to the Arts Center. He described the
construction of the pavilion out of tubular steel painted with a
roof to match the Arts Center. Nickel pointed out the trees that
were intended to be saved and the probable location of the spring
where an underground spring box had been constructed. The spring
can be operated either manually or on a timer and will pump the
water into a series of pools and then cascade down into a larger
pool. Nickel pointed out the site of the stonework arch which
would be reconstructed. Hidden step lights will be incorporated to
accent the pools, and the lighting inside the pavilion will be
indirect light off of the ceiling, and it will be the same light
color as the entrance to the Arts Center. The garden will also
contain recessed planters and an artificially constructed creek
bed. The sidewalks entering the pavilion will be handicapped
accessible and electrical outlets provided for microphone hookups
at the outdoor activities. Nickel reported they are a couple weeks
away from finalizing these plans and negotiating this change with
the contractor. It is hoped that this project can be completed by
the opening of the Arts Center on April 25.
Director Coody asked for verification on the budgeted amount that
they have to work with on this project. Cox responded there is a
$68,000 budget for the garden area. In addition, there is
approximately $100,000 in contingency funds from the construction
contracts.
In response to Director Coody's question, Mr. Nickel responded that
the dimensions of the reflected pool area are 30 x 90 and 30 x 100;
the depth of the water is approximately 6 feet.
„?February 26,; 1992;
Nickel stated that he`has been working with Bob Kelly of the Arts
Center to coordinate the finish and colors of the pavilion.
Kevin Crosson reported that he:and Alett Little had been working
closely with the Improvement District; and the staff at the Arts
Center in coordinating -the street project.
Assistant Mayor Green pointed out that these are not going to be
bare parking lots, and more•` landscaping is being put back into
these areas then was there to start with.
ADJOURNMENT
The meeting was adjourned at
MINUTES OF A RETREAT MEETING
OF THE CITY BOARD OF DIRECTORS
A Retreat Meeting of the Fayetteville City Board of Directors was
held on Wednesday, February 26, 1992 at 9:05 a.m. in Room 326 of
the City Administration Building at 113 West Mountain Street,
Fayetteville, Arkansas.
PRESENT:
ABSENT:
CALL TO ORDER
Assistant Mayor Mike Green; Directors Bob
Blackston, Dan Coody, Ann Henry, and Shell Spivey;
City Manager Scott Linebaugh; City Attorney Jerry
Rose; Administrative Services Director Ben Mayes;
Public Works Director Kevin Crosson; Planning
Management Director Alett Little; and City Clerk
Sherry Thomas; members of Staff,. press, and
audience. ,"
Mayor Fred Vorsanger.and Director Julie Nash
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The meeting was called to order by City Manager Linebaugh. He
explained the purpose of this presentation"was to update the Board
on the status of the renovation of the'SysteniaticsBuilding which
will house the operations of :the' Police Department, Municipal
Court, and Communications Division. He stated that•the Committee
is aware that no action or contract can be -awarded until the sales
tax matter is resolved. However, it is"believed that the Board
should be updated and provided with all_information so that action
on awarding the contract can be undertaken 'as soon as possible
after resolution of the sales tax matter. ' The offer and bid
deadline date is March 13, 1992. a
Harold Dahlinger, Facilities Superintendent, stated the type and
grade of materials specified for the renovationwould be of the
same quality as those used in the KHOG addition.: Helreported that
in December 1989, a Building Committee was formed to do a "space
need study" for the entire City..'At that time, a,recommendation
was made and the Board approved the purchase .of'the KHOG and
Systematics Buildings. A Renovation Committee,with members from
the Police, Municipal Court, Communications Division, and other
departments was appointed by the City Manager., ,After several
meetings, a recommendation was made to obtain the'services of Roth
& Shepherd, specialists in the police/public safety?area. Various
studies of the Police, Municipal Court, and Prosecutor's Office,
including staff projections, space needs and other requirements
were undertaken and results presented to the Board as well as
results from a previous study completed on the Communications
Division by the Hay Management Group and Hailey & Associates. All
studies indicated the need for additional space and critical areas
in the Police and Communication Divisions.'
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In June of 1991, the firm of Perry Butcher & Associates was
contracted as the architect for the Systematics project, who
subsequently retained the services of Roth & Shepherd, and in
January of 1992, bids were received. Dahlinger thanked Director
Green for his assistance to the Committee in reviewing the process
and stated his mechanical expertise and input as well as his "no
cost" fees were appreciated.
Steve Davis, Budget Coordinator, reported there were five qualified
bidders for the Systematics Project with bids ranging from $810,000
submitted by Marinoni Construction to $924,800 from Hickco, Inc.
The review received by Perry Butcher & Associates in November 1991
contained a request that deductive alternatives be developed as
part of the bid package. The architect developed a series of ten
alternate deductions which were ranked by functionality. Davis
reported that to comply with the purchasing requirements, if a
deductible alternate is taken, all preceding alternates must also
be taken.
Davis further reported that the construction estimate received by
Roth & Shepherd in July 1991 indicated a renovation cost of
$680,000. The estimate received by Perry Butcher & Associates in
November 1991 was for $903,000 with the final bid coming in at
$810,000. He explained that the bids were broken out into
mechanical, plumbing, electrical and all other renovation costs.
The Roth & Shepherd study indicated the cost of mechanical
renovation MPE portion at $87,500 contained a contingency "assuming
no hidden major repairs". Davis reported that major work was
required in the MPE portion, and the bid was $337,000. He further
reported that the Systematics project is in excess of its budget
amount by $199,000 which is a result of the upgrades required to
the MPE section of the project.
Perry Butcher, Butcher & Associates, presented the Board with the
new floor plan and model of the Systematics Building. Butcher
explained that they contracted with Roth & Shepherd to consult and
extend the information developed by them into the project so that
the end result would reflect their thinking and the cost invested.
He reported that Roth & Shepherd spent several days in consultation
with members of the Committee, Butcher & Associates, the Police
Department, 9-1-1, and the Municipal Judge project.
Butcher stated that with regard to the cost of the project, all
products were evaluated for cost, economy of use, maintenance,
durability, and security. He reported that the Systematics
Building received a good evaluation for earthquake design due to
its location and type of walls, so money was saved in this area.
Butcher further reported that ADA handicap access requirements have
also been addressed. He stated the recent increase in state wage
rates appears not to have affected the cost of this project. In
addition to the five bidders, there were numerous bids received by
electrical, mechanical, ceiling, and wall finishing sub-
contractors. Butcher reported, as requested in the bid contract,
that the bids are good until March 13, 1992.
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Butcher explained the limitations presented by confinement to the
existing walls and space, the proximity of the building to the
existing facilities, and the fact that the space needs projected by
Roth & Shepherd could all be accomplished with the Systematics
Building. Butcher made the quality/cost comparison that this same
building built in some other location, not counting land costs,
would cost $70-$75 per square foot; while the Systematics Building
renovation cost will run at $32 per square foot, plus the
investment in the land and building.
Delvin Nation, the architect on the project, illustrated the
Systematics Building floor plan with a two-story model showing two
public entries on the south side -and two secured entries on the
north side, as well as a connective corridor to the.existing police
building on the west side. Nation described external renovation to•
be done by opening up the south upper wall with windows into office
areas under a shading canopy; office areas opened up for Municipal
Court and lobby areas with glass and entries. 4A •metal covered
canopy was extended out from the,Municipal Court entry, as well as
the police lobby entry.
Nation described the floor plan as follows: 'a public lobby entry
for the police station containing a raised 'reception area with
security windows. A press room is located adjacent to the lobby
and records clerk area, and there is a securedilobby„through which
visitors are escorted to other areas of the building. The lobby
for the Municipal Court is located on the'south side, and there is
a conference room for attorneys and clients,. a bailiff room with
visual contact to the Court. The Municipal:Courtroom seats 120
people and has a secured area in which-the;CourtClerk can address
visitors' needs. The judge's quarters will be located off of a
secured hallway with a private entry, adjacent to the Court Clerk's
office. The administrative, transcribing, !lieutenant, records
clerk, computer areas, the police classroom/training rooms are
located on. the first floor as well as the evidence and property
room with prep area and uniform storage.
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The second floor is accessed by a stairway on the'north side and
center portion of the building. Nation described the second floor
as a semi -secured area 'which requires an escort, where the
detectives' interview rooms are located. The Police Chief's
waiting area/secretarial area, police and assistant police chief's
offices, and emergency operations center as well as a secured area
for the communications/dispatch office are located on the second
floor. An enclosed walkway leading off of the second floor
connects with the existing police building which will be used for
prisoners' secured transport to court or interview rooms. The
northeast corner of the building, off of a secured exit, will house
the narcotics department, ERT room, and cubical detective areas.
Nation explained the reuse of existing building components,
mechanical and electrical portions and discussed the economics of
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February 26, 1992
using existing equipment. Quality of construction was addressed
with inspections for earthquake code, compliance entailing pinning
the exterior walls to existing floor slab and steel structure
above. He described the interior walls as 5/8" vinyl covered gyp -
board on metal stud walls, vinyl tiled flooring, ceramic tile
walls/floors in shower areas off of men's and women's locker rooms.
Sound treatment to walls was required in certain areas requiring
extending the walls to ceiling or floor decks above, treatment with
sound insulation and double layered gyp -board. Windows were
installed into office areas. Due to the nature of the facility, at
points of entries for Court and Police Lobby areas, secured walls
with glazing was required to separate the public from the clerks.
Delvin Nation further addressed the ten deductive alternates which
lowered the $810,000 figure down to $690,000 which is in line with
the original budget of $688,000. He explained that additional
funds would provide a much more substantial building for the money.
In reviewing the alternates, Nation explained it would cost much
more to delete the alternatives and then come back later and add
them to the building. Even though it is possible to lower the cost
of the project down to $690,000, it is not in the City's best
interest to take all ten alternates at this time.
Director Coody commented that once again, it is cheaper to do it
correct the first time.
Steve Davis presented a financial review that in 1990 there was a
$600,000 budget for additional police space, the sales tax bond
fund added $69,000 to remodel the communications division in the
existing police facility, and $30,000 was added for CDC expansion
making a total of $689,000. In 1991, $190,000 was added to further
the project along, and in the current 1992 budget, an additional
$708,000 was added, for a grand total of $1,617,000. Davis
explained that these funds were a joint project between the KHOG
building expansion, which is $211,000 of the total, and the
additional police/courts facility. He reported that there was
$848,000 remaining, with $1,047,000 worth of work to complete,
representing a $200,000 budget shortfall. Davis stated that when
the contract is presented to the Board for approval, a budget
adjustment will also be presented.
Davis stated that in assessing the alternatives to renovate the
Systematics building, to arrive at the total over budget of
approximately $200,000, two contingencies were added in the amount
of $68,500 to the bid price of $810,000. The cost per square foot
using the $878,000 is $35.14. Davis compared this to the recent
contract awarded by the County to Heckathorn for renovation of the
third floor of the First South Building in the amount of $730,000
to renovate approximately 18,800 square feet, or a square foot cost
of $38.83. Davis reported that approximately $32.00 per square
foot was spent to renovate the KHOG building. Given the additional
work required for Systematics' renovation in demolition and
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February 26, 1992
police/courts' security measures, Davis stated that the $35 per
square foot is reasonable.
City Manager Linebaugh reiterated that no action can be taken by
the Board on this project because of funds tied up by Arvest.
Unless these funds are freed by March 13th, the City will not be
able to meet the deadline. Linebaugh stated that the purpose of
this meeting was to receive the Board's approval to continue with
the project, so that when the funds are available, they can proceed
immediately in presenting the contract to the Board.
Director Green stated that he believes the bids received are fair,
and the project is generally a,good deal for the City. Green
agreed that the alternatives listed are all needed and suggested
one way to reduce cost was to use City crews for some of the work,
but deleting a courtroom would ..be the "biggest bullet to bite".
Deleting bid alternates 1 through -8 would still leave them $75,000-
$85,000 short of their original budget. Green reported that there
were additional costs incurred with,itemssucti as asbestos removal.
Green stated that if the sales tax funding isfreed, the City
should proceed with this construction contract. Without exercising
alternates, negotiations can "still ,be 4Yaccomplished with the
contractor to reduce the cost. *`
Director Blackston stated given the location and}tie-in with the
existing city buildings and 'the' quality 4of the Systematics
building, he is in favor of proceedingowith the project as soon as
possible. 0.
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Director Coody asked whether the original understanding still
applied that with the KHOG and Systematic building renovation, no
further expansion of space would be required.for:20°years. Davis
responded there will be some unoccupied spaces in the Systematics
building. `s
Harold Dahiinger stated space will be available in the Interim City
Hall Building when the detective division is moved from there. In
addition, there are plans for the Prosecutor's office to be moved
into the location of the present police department.
Kevin Crosson stated the space will be freed in the existing City
Hall with the transfer of Court facilities.
ILLINOIS RIVERLAWSUIT
City Manager Linebaugh made the announcement that he had just
received word from Washington, D.C. that the City had won the
Illinois River lawsuit in the Supreme Court.
Director Henry stated this is a temporary win, and they need to
commit and continue to be concerned with environmental issues.
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February 26, 1992
ADJOURNMENT
The meeting adjourned at 10:18 a.m.
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