January 17, 2012 Facilities Committee Meeting Minutes

APPROVAL TO LOWER CONTINGENCY FOR THE CDB SLOPE MAINTENANCE PROJECT

Three bids were received for the Capital Development Board (CDB) slope stabilization project.  The highest bid was $177,800 and the lowest bid was $101,900 from Len Trovero Construction.  If the base bid, the two alternates, and the ten percent contingency were accepted, the College would exceed the amount available for construction ($114,800) by $4,693.  The funds are available through the Capital Renewal Funds.  Reducing the contingency to five percent allows the College to complete all of the parts of this project.  If the project goes over the five percent contingency, IVCC would make up the difference from its operating funds.  This item was presented to the Board at its December meeting; but because it was not on the agenda, the Board was in consensus to send a letter to CDB to move forward with the project with the low bidder and lower the contingency from ten percent to five percent.  The Board will formally approve it at the January meeting.

PRIORITIZATION OF THE SLOPE MAINTENANCE PROJECT

Gary Johnson, Director of Facilities, and Dan Adrian of Chamlin & Associates toured the slopes and ravings to the north and west of the campus buildings.  Due to projects connected with the Community Technology Center and the above CDB project, the engineer does not believe erosion in the north ravine should be a future concern.  In regard to the west ravine, two priorities were identified.  The first priority was repairing the dam and the second priority was constructing an access road for construction and future maintenance purposes and placing rock ditch checks at intervals along the bottom of the ravine channel.  Two options were given for repairing the dam for the west ravine.  The first option is for a dry bottom detention and to remove the entire dam, construct a keyway, and replace the earthen dam.  If soil boring information supported not removing and replacing the existing dam, the cost would be much less.  The second option is to restore the lake by removing trees and clearing the former lake area, removing the entire dam, constructing a keyway, and replacing the earthen dam.  If soil boring information supported not removing and replacing the existing dam, the cost again would be much less.  Storage capacity calculations need to be done before a decision is made.  If the College has a lake, Department of Natural Resources would have to make inspections.  Advantages of having a lake include an educational opportunity for students to take water samples and there is a habitat advantage.  It would not necessarily have to be deep or large.  It was the consensus of the committee to move forward with soil borings.

POTENTIAL CAPITAL IMPROVEMENT PROJECTS LIST

The administration prepared a list of potential capital improvement projects.  The top five Protection, Health, and Safety (PHS) projects on the list were approved for the tax year 2011 levy.  The next project was elevators for buildings A, C, and E.  This project will be on hold until after the administration sees how the funding ends up with Community Instructional Center project.  In the end, this project could be funded by PHS funds.  The list is not a list of recommendations; it is a list that needs to be monitored each year.  The project to add the lift station and city lift station to an emergency generator is to alleviate problems when the College loses power.  The project to secure courtyard ramp entrances/exists could be a problem if a student exited a building after hours and the courtyard was locked.  It was suggested to install call buttons at the gates that would be connected to security or tie the call button to the fire alarm system.  The thermographic and energy study project will not be in the modification for the new building.  This is in Phase III of the project.  It is on hold and the administration will pursue grant funding at a later date.  It was suggested the addition of proximity readers and re-keying projects be done at the same time to save costs.  It was also suggested to do the replacement of the underground water fire lines and hydrants with the sprinkler system, using the same contractor and possibly cutting costs. The exit signs are on hold until the signage is complete for the new building.   The non-PHS capital projects are prioritized by the number of students impacted and how large of a security issue.  Enclosing the Learning Commons is securing the equipment and the students and employees in the Learning Commons.  When it is time for the Board to approve the PHS projects, there will be an updated list.

RECOGNITION FOR PETER MILLER

Adding Peter Miller’s name to the Community Technology Center’s east entrance will constitute a change order.  The Capital Development Board will have to consider if the price should be included in the cost of the building.  Mr. Basalay requested the IVCC administration send an email to him requesting the sign be changed and he will put together drawings with the name to be added and any electrical requirements needed.  He will then request a price from the contractor.  A bronze plaque will be hung at the front entrance with both names, Peter Miller, Jr. and Peter Miller III with a picture of each and a few lines about them.  The administration will work with Paul Basalay on the proper recognition.