HomeMy WebLinkAboutAugust 29, 2006 Work Session re Public Safety Building
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A Worksession of the Frederick County Board of Supervisors was held on Tuesday, August
29, 2006 at 11:00 A.M., in the Board of Supervisors' Meeting Room, County Administration
Building, 107 North Kent Street, Winchester, Virginia.
BOARD MEMBERS PRESENT
Vice-Chairman Bill M. Ewing; Charles S. DeHaven, Jf.; Gary W. Dove; Gene E. Fisher;
Philip A. Lemieux; and Barbara E. Van Osten.
ABSENT
Richard C. Shickle, Chairman (Arrived at 11:10 a.m.).
OTHERS PRESENT
County Administrator John R. Riley, Jf.; Assistant County Administrator Kris C. Tierney;
Deputy County Administrator Jay E. Tibbs; Public Works Director Harvey E. Strawsnyder, Jf.;
Sheriff Robert T. Williamson; Fire and Rescue Director Gary DuBrueler; Public Safety
Communications Director LeeAnna Pyles; Gary Ball, Howard Shockey & Sons, lnc,; and Public
Works Committee members George Ludwig; Whit Wagner; and James Wilson.
CALL TO ORDER
Vice-Chairman Ewing called the work session to order and turned the presentation over to
Administrator Riley.
STATUS
Administrator Riley stated the purpose of this meeting was to update the Board on the 95%
design review of the public safety building. He reviewed the various fees that have either been
waived by the County or for which a waiver has been requested. To date, the County has waived
building permit fees in the amount of$11 ,809.67. A request has been made to the Frederick County
Sanitation Authority that the Water/Sewer Availability fees in the amount of$l 03,456.50 be waived.
He then reviewed a list ofmiscellaneous costs, which were outside ofthe scope ofthe construction
contract. These items included furniture, fixtures, & equipment; conduit and trenching for electric
service, along with a cost differential for underground electric service versus overhead service; fiber
optic cabling; and incinerator and associated work. The total cost of these items is $912,320 and
will be paid out of the $1.3 million the Board had agreed to appropriate from Fund Balance for
furniture, fixtures, and equipment. Administrator Riley noted that the Sheriff and the Fire and
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Rescue Director had worked to decrease the original furniture and fixtures' budget from $1.3 million
to between $750,000-$800,000.
Supervisor Dove asked if this amount included furniture for rooms that would not be
occupied at the time the two departments move into the new building.
Director DuBrueler responded that the price did include furniture for some rooms that would
not be occupied, but furniture was not being purchased for all of the offices at this time.
(Chairman Shickle arrived.)
Chairman Shickle asked about signage for the building.
Administrator Riley advised there would be signage, but VDOT had not been contacted with
regard to the placement.
VALUE ENGINEERING & CONSTRUCTION
Gary Ball, Howard Shockey & Sons, Inc., appeared before the Board regarding this item.
He advised that he had asked Construction Control of Columbia, SC, to look at the project and
provide some value engineering. He stated that the firm had recommended some changes to the type
of tile to be used in the public areas, the epoxy flooring, and the epoxy paint in the holding areas.
Mf. Ball stated that the cost savings were minimal and he recommended using the materials
originally proposed, as they had a much longer life and were easier to maintain.
Mf. Wagner agreed with Mf. Ball's assessment as did Supervisor Fishef.
Supervisor Fisher suggested that Mr. Ball look at the controls proposed for the electrical and
mechanical systems for the building. He stated this facility would be a 24/7 operation and felt there
was no need to have set back controls.
Mr. Ball advised that the main building has been erected and the ancillary building is
presently under construction. He hoped to have final drawings by the end oftbe week so permits
could be issued. He went on to say that the road and parking lot should be finished by the end of
the yeaf. The proposed completion date is the end of April, 2007.
Mf. Wagner stated that he had visited the site and was impressed with the quality of the
construction and cleanliness of the site.
OPERATING ISSUES
Administrator Riley stated that there were issues relative to the operation and maintenance
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of this building which he would attempt to address in next year's budget cycle. He advised that the
addition of the new public safety building would mean the County would have over 200,000 square
feet of facilities to look after and maintain. He felt it would be beneficial to hire a maintenance
technician to assist in the maintenance of the buildings. Part of this rationale is that the school
system does not have the staff available to maintain their facilities and the County's. A potential
funding source could be the county's share of the Joint Judicial Center funding, which is
approximately $316,000 per year. Administrator Riley suggested the County reduce its contribution
once the office space currently occupied by the Sheriff and the Communications Center is vacated.
He believed a 50% reduction in this funding could facilitate the hiring of a maintenance technician
and custodial staff. He went on to say that the Sheriff and the Director of Fire and Rescue need to
discuss custodial services and whether or not these services should be done in-house or contracted.
Chairman Shickle suggested that the agreements regarding the Joint Judicial Center funding
be reviewed prior to any reduction. Chairman Shickle then asked what other agencies were
interested in occupying the vacated space.
Administrator Riley responded that the Clerk ofthe Court has expressed a desire to expand
into that space.
SherifIWilliamson advised that the City Sheriff, Juvenile Domestic Relations Court, and the
City Clerk of the Court have also expressed interest in the vacated space.
Supervisor Van Osten asked what percentage of the $316,000 was needed to maintain the
presence at the Joint Judicial Center.
Administrator Riley advised that he had planned to take about 50% to fund the proposed
maintenance positions.
Chairman Shickle suggested that Administrator Riley look at the square footage being
occupied to see what the reduction would be. He stated the County needs to meet its commitment
to the Joint Judicial Center and it should not neglect what it agreed to do in earlier days.
STATUS OF BOND PROCEEDS
Administrator Riley reviewed the draw down ofthe bond proceeds for the Animal Shelter,
Public Safety Building, and Cost ofIssuance and Capitalized Interest. The Bond proceeds expended
to date are:
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Animal Shelter - $1,855,039.19
Public Safety Building - $3,896,323.96
Cost ofIssuance - $99,038.69
At the conclusion of this presentation, Administrator Riley stated that staff was seeking
Board consensus to move forward with the project and final drawings.
The Board consensus was to move forward.
Chairman Shickle asked for an update on the animal shelter.
Director Strawsnyder advised that the shelter was behind schedule and staff was looking at
opening in mid-October. He stated that the contractor entered the penalty phase of the contract,
$500 per day, as of August 3, 2006.
Chairman Shickle asked if any arrangements had been made for dedication ceremonies for
each of these buildings.
Administrator Riley responded no, but staff could begin work on that and would appreciate
any input or suggestions the Board might have.
There being no further business, the meeting adjourned at 11 :55 P.M.
,
Jo~4
Clerk, Board of Supervisors
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\\~-.-Q C-6 C \j . --'
Richard C. Shickle
Chairman, Board of Supervisors
Minutes Prepared By: ~ f_ '--111,
JayE Tl bs
Deputy Clerk, Board of Supervisors
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