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HomeMy WebLinkAbout10-28-2014 Ad Hoc Health Center Construction Committee Minutes MINUTES AD HOC HEALTH CENTER CONSTRUCTION COMMITTEE October 28, 2014 2:30 PM County Board Room - Government Center 1101 Carmichael Road, Hudson, Wisconsin CALL TO ORDER The meeting was called to order at 2:30 p.m. ROLL CALL Attendee Name Organization Title Status Arrived David Peterson St. Croix County Supervisor Present Agnes Ring St. Croix County Supervisor Present 2:35 PM Deb Rasmussen St. Croix County Citizen Present Roy Sjoberg St. Croix County Supervisor Present Daniel Hansen St. Croix County Supervisor Present Judy Achterhof St. Croix County Supervisor Present Shaela Leibfried St. Croix County Supervisor Present Suzanne Van Mele St. Croix County Citizen Present Scottie Ard St. Croix County Citizen Present OTHERS PRESENT: Supervisor Dave Ostness, County Administrator Pat Thompson, Facilities Director Jim Elsbury, Nursing Home Administrator Sandy Hackenmueller, Finance Director Tabatha Hansen, Human Resources Director Tammy Funk, Senior Management Analyst Kristen Ziliak and Recording Secretary Monica Lucht. GUESTS PRESENT: Architect Rick Moore from Horty Elving. APPROVAL OF MINUTES No minutes to approve. PUBLIC COMMENTS None BUSINESS ITEMS 1. Introductions Each person present introduced themselves and gave their position and title. RESULT: DISCUSSED 2. Elect Chair and Vice Chair Thompson opened up the nominations to elect a Chairperson for the committee. Hansen nominated Peterson, 2nd by Achterhof. Thompson closed the nominations. Motion carried. Thompson opened up the nominations too elect a Vice Chairperson for the committee. Van Mele nominated Leibfried, 2nd by Peterson. Thompson closed the nominations. Motion carried. Thompson turned the meeting over to Chair Peterson. RESULT: DISCUSSED 3. Roles and Responsibilities - Committee, Staff, Construction Manager, Architect Thompson began by explaining what some of the roles and responsibilities would be for the Ad Hoc Committee. Duties include hiring a Construction Manager (CM), establishing a monthly Ad Hoc Committee meeting schedule, attending stakeholder meetings and bid opening meetings, approving design and budget decisions and communication back to the HHS Board and County Board. The committee discussed ensuring the construction project is a transparent process. Discussion took place on different avenues of social media to use along with posting FAQ's and the answers. Architect Moore suggested each individual Ad Hoc member take on a particular role or responsibility Moore's role will be more of a gatekeeper as to what ideas will work and what will not based on the budget and needs. RESULT: DISCUSSED 4. Project Plan and Schedule to Date Thompson explained the proforma and business modeling that was done years ago to bring us to this point. Moore explained periodic meetings will occur to include stakeholders as part of the process. Stakeholders include staff residents, families and the public. The committee suggested the use of a Microsoft product called Milestone to show progression and map out the progress of construction. Moore explained that the first approval of this Ad Hoc committee will have to be the budget, and then the schematic design. The committee stated that they are looking to Horty Elving for education and guidance on what is needed in this building. Further discussion took place on the $15 million budgeted for the project. Ziliak clarified that the amount is for the total project and explained that several factors went into the amount. The accounting firm, WIPFLI, has also done assessments and a financial forecast of the Nursing Home can afford. Sjoberg asked for more clarification of what the committee should oversee for the next meeting. Moore suggested a few areas of categories that each person could oversee. Sjoberg also suggested that, through Chair Peterson, a monthly progress report should be given to the full County Board. Ring asked if a standard agenda could be provided at each project meeting along with a simple map of the design process that shows where we are headed and what is next. The committee wants to insure that consistent answers are given through posted FAQ's. RESULT: DISCUSSED 5. State of WI Nursing Home Construction Requirements Discussion took place on the State of WI Nursing Home Construction Requirements. Ard felt that based on WI Stat DHS 83.50, certain construction materials are not an option and stated it is the committees due diligence to build something that will last. Moore explained the different materials and costs involved. The committee was encouraged to read through the statutes. RESULT: DISCUSSED 6. Construction Manager Selection Thompson recommended that the committee consider hiring a Construction Manager to work with the Architect Horty Elving. He explained that staff has developed criteria for a Construction Manager and consulted with Horty Elving for thoughts on hiring. Staff has spoken with five firms and narrowed the selection down to three firms: Samuels Group, Market & Johnson, and Weis. The intent is to have the committee meet on November 4, 2014 to interview the three firms. Ziliak handed out the schedule of interviews and the format. Some questions have been sent to the firms ahead of time and responses are due prior to the actual interview. Those responses will be shared with the committee. Ziliak asked the committee for input they might have on the questions to be asked at the interview. Discussion took place on how the selection was narrowed down. Ziliak explained how the Construction Manager is a professional service and not required by the State of WI to go out for bid. Moore explained the value of having a Construction Manager in place, and explained the process of a Construction Manager at Risk. Ziliak stated that the county will use the AIA documents, which will be modified for the contract. Corporation Counsel will review and have the final word on the contract. The committee had several questions on the process, risks and differences of Construction Managers, which were all discussed. Motion by Sjoberg, 2nd by Hansen to move forward with interviews for the three recommended firms that have been identified as Construction Manager at Risk. Motion amended by Van Mele, 2nd by Ard that a caution be added in the contract to include that the Construction Manager only gains a monetary award from the county and no other party involved. Discussion. A vote was taken on the amendment: 5 to 4. Motion carried. A vote was taken on the original motion with the amendment. Motion carried. RESULT: DISCUSSED ANNOUNCEMENTS & CORRESPONDENCE Ziliak handed out a packet of information to each Ad Hoc committee member in preparation for the November 4, 2014 Construction Manager interviews. ADJOURN The meeting adjourned at 4:28 p.m. DATE OF NEXT MEETING - NOVEMBER 4, 2014 AT 9:00 AM IN HUDSON