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HomeMy WebLinkAbout03-27-15 Ad Hoc Health Center Construction Minutes MEETING MINUTES AD HOC HEALTH CENTER CONSTRUCTION COMMITTEE March 27, 2015 9:00 AM County Board Room-Government Center County Board Room - 1101 Carmichael Road, Hudson, Wisconsin CALL TO ORDER Chair Peterson called the meeting to order at 9:00 a.m. ROLL CALL Attendee Name Organization Title Status Arrived David Peterson St. Croix County Supervisor Present Agnes Ring St. Croix County Supervisor Present 9:15 AM 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: County Board Supervisors Roger Larson, Dr. Christopher Babbit and Scott Nelson, County Administrator Pat Thompson, Facilities Director Jim Elsbury, Health Center Administrator Sandy Hackenmueller, Corporation Counsel Scott Cox, Management Analyst Kristen Ziliak, Assistant Finance Director Bob Mittet and Recording Secretary Monica Lucht. GUESTS PRESENT: Representatives from Horty Elving, Rick Moore and Tu-Anh Johnson. Representatives from Market & Johnson, Kevin Renley. APPROVAL OF MINUTES 1. Tuesday, February 24, 2015 PUBLIC COMMENTS Sjoberg handed out article from the State Journal on WI official ramp up efforts to add solar power to Government Buildings. BUSINESS ITEMS 1. Design to Date by Horty Elving Rick Moore from Horty Elving, presented the project design details to date. Updates on the site plan included adjustments to the parking and not paving the north loop to save money. The new building will remain at the existing grade of elevation. Also included is a proposed location for the therapy pool which is currently identified as a project alternate. A walking path was also added. The existing entrance to the current Health Center needs to be deconstructed to accommodate the planned new construction. A new temporary entrance will be created on the lower level. Pricing for the temporary entrance is being estimated. Dimensions and connection points have also been added to the site plan. Meetings with the State regarding the renovations in the CBRF indicate corridors will be allowed to be left open and approval of the proposed bathroom design. Barn red is recommended as the best exterior color but colors will coordinated with the existing building's exterior colors. Interior features were reviewed with discussion regarding pocket doors versus barn doors and handles. Moore reviewed the projects sustainability planning efforts with Focus on Energy's, White Group, including type of lighting, condensing boilers, heat recovery, high efficiency units and walls; all are described in the documents and there are many choices. Market & Johnson has estimated the cost of geothermal at $640,000. The White Group estimates a 20 year pay back depending on soil conductivity. To obtain an more accurate pay back of geothermal, soil borings need to be done at a cost of approximately $15,000. Discussion about geothermal and solar hot water versus photovoltaic and responsibility for environmental issues. Motion by Achterhof, 2nd by Hansen to go ahead with the soil borings for the possibility of using geothermal heat for an approximate cost of $15,000. Motion carried. RESULT: DISCUSSED 2. Budget to Date by Market & Johnson Kevin Renley of Market & Johnson, presented the design development budget to date. Bid categories will be divided up based on the work categories. HVAC costs will change if geothermal is chosen. The list of items removed/cut was reviewed. Roofing costs rose between the schematic and design development phase because a new roof is needed on the existing building. Contingency line items are for unanticipated changes and unknowns. The Construction contingency cannot be reduced pre-construction. Soil boring costs could be accounted for out of the $100,000 testing line item. Focus on energy is an estimated value at this time, and sales tax savings numbers are based on history. Total cost of the project is just over $20 million. Renley reviewed the cost estimates for the items identified as alternates. Hackenmueller will check into the pay back for adult daycare. Market and Johnson staff are working on pricing for solar hot water, but estimate the cost currently at about $21,000. Sjoberg requested consideration and pricing for solar electric as well. Thompson asked for a motion approving the design and budget to date. The current budget overage is a small percentage and can likely be absorbed by contingency savings. Discussion continued on designing to an institutional code and what is meant by that given the State' recent criteria. Motion by Hansen, 2nd by Van Mele to approve the budget and design with the understanding that it will be shaved down to the parameters set by the County Board's $20 million budget. Motion amended by Sjoberg, 2nd by Van Mele to include that solar electric would be included in the parameters. Moore stated that the $20 million does not include solar, geothermal, adult daycare or the therapy pool. The cost for these alternates would be in addition to the $20 million. To include them, something else has to be eliminated. Sjoberg requested that the County Board should be shown the cost benefits of the alternates and discussion should take place at a future date on adding geothermal and solar. Market and Johnson staff will have soil boring results and revised estimates for geothermal by the next meeting. Ard called the question, requiring a 2/3 vote to end discussion. Peterson, Van Mele and Ard voted yes; Ring, Sjoberg, Leibfried, Achterhof, Rasmussen and Hansen voted no. Thompson reviewed the agenda for the March 31st COTW meeting. On April 14th the Health and Human Services Board will review the design and budget to date and on April 15th the Administration Committee will consider approving the design and budget to date followed by consideration of the County Board on May 5th. The bonding resolution will be presented for consideration at May 5th Administration Committee and County Board meetings. Thompson stated the motion on the floor is appropriate and gives good direction. Motion carried. RESULT: DISCUSSED 3. Regulatory Requirement Update Hackenmueller met with the Department of Health in Madison, WI to discuss the new regulatory requirements. Recommendations were given to contact an attorney and work on proving that the new Nursing Home meets the requirements. An agreement for legal services was signed with Brian Purtell of DeWitt, Ross & Stevens to represent St. Croix County with regard to its proposed development of a Community Based Residential Facility and seeking clarification/determination that the proposed CBRF will be recognized as a "home and community based setting" for future participation in Wisconsin Medicaid waiver programs, along with general corporate matters associated with the pending development. Ring asked if the attorney indicated a likelihood of obtaining the waiver. Hackenmueller thought Purtell was optimistic. It makes a significant difference that the facility integrates with the community. RESULT: DISCUSSED 4. Community Development Block Grant Update Staff conducted conference calls with Lynn Nelson, Executive Director of West Central Wisconsin Regional Planning Commission (WCWRPC) for review of the process to apply for a CDBG. For 2015, applications are due May 22nd with awards announced the week of August 7th. The maximum award is $500,000. Bidding and actual work on the application component selected cannot begin until the award is granted and additional State required environmental assessments are completed. Based on this restriction and the current project timeline, the application would likely be completed using the renovation of the existing building project component. Separating the bidding of the project components would delay the bidding of the renovation component to the Spring of 2016. The cost to have WCWRPC process the application would be $5,000 and to assist the County with the monitoring requirements would be $20,000. Thompson stated that the decision is before the committee if the additional cost is worth the possibility of receiving the grant. Thompson stated that grant application could instead be made for the adult daycare and therapy pool alternates. Hansen averaged out the cost versus the grant money that would be received, and determined the cost outweighed the return. Other options will need to be explored. RESULT: DISCUSSED 5. Project Public Relations Thompson stated that there would just be a general discussion on this item with no action required. The project is generating discussion in the community and Thompson asked if members of the committee would assist with the public relations efforts to provide factual information to the public. Motion by Hansen, 2nd by Sjoberg to form a public relations subcommittee of the Ad-Hoc consisting of members that the Chairman will recruit. Motion carried. Chair Peterson appointed Ard, Sjoberg (who agreed to serve as staff review), Hansen, Leibfried, Babbitt (who will assist with speaking), Van Mele, Ring (who will assist but not as a member of the subcommittee), and Larson. RESULT: DISCUSSED ANNOUNCEMENTS & CORRESPONDENCE ADJOURN The meeting adjourned at 11:38 a.m. DATE OF NEXT MEETING - APRIL 28, 2015 AT 2:30 PM IN HUDSON