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11-02-2006 (City Council) Minutes Wylie City Council CITY OF WYLIE Minutes Wylie City Council Special Called Meeting Thursday, November 2, 2006 - 6:00 pm Wylie Municipal Complex - Council Chambers 2000 Highway 78 North CALL TO ORDER Announce the presence of a Quorum. Mayor Pro Tern Carter Porter called the meeting to order at 6:00 p.m. Council Members present were: Councilman Merrill Young, Councilman Rick White and Councilman Eric Hogue, and Councilman Red Byboth. Mayor Mandy arrived at 6:10 p.m. Councilman Earl Newsom was absent. Staff present were: City Manager, Mindy Manson; Assistant City Manager, Jeff Butters; Finance Director, Larry Williamson; Public Services Director, Mike Sferra; Planning Director, Renae' 011ie; City Engineer, Chris Hoisted; WEDC Executive Director, Sam Satterwhite; Public Information Officer, Mark Witter, City Secretary, Carole Ehrlich, and various support staff. INVOCATION & PLEDGE OF ALLEGIANCE Deacon Walter Gave representing the St. Anthony's Catholic Church gave the Invocation and Councilman Young led the Pledge of Allegiance. WORK SESSION • Presentation and discussion regarding confirmation of three building programs, selection of building site, review project cost and schedule analysis for the construction of the new Library, City Hall and Recreation Center. (ARCHITEXAS, Architect/Thomas. S. Byrne, Ltd, Construction Manager) City Manager Mindy Manson addressed Council stating that representatives from Architexas, Holzman Moss Architects, and Byrne Construction were present to present building sites, review costs associated with the proposed sites, and analysis for the scheduling of construction of the New Library, City Hall and Recreation Center. Those in attendance for the presentation were: Malcolm Holzman, FAIA, and Design Principal representing Holzman Moss; Craig Melde, Minutes— November 2, 2006 Special Called Meeting Wylie City Council Page 1 Architexas; David Chase, Project Manager for Architexas; Kenneth Heinzmann for Architexas; Ching-Wen Lin, Project Manager for Holzman Moss; Douglas Moss, Principal for Holzman Moss; Martin Lehman, Project Manager for Thomas S. Byrne, (Construction Managers-Cost Control), and Patrick White, Project Cost Estimator for Thomas S. Byrne. Mr. Holzman thanked Council and stated that the team had several options to present to Council regarding the placement of the buildings that were based on the first work session discussions. Mr. Holzman turned the presentation over to Douglas Moss. Mr. Moss gave an overview of the revisions to the proposed sites discussed at the October 12, 2006 Special Called Meeting. Schemes for A-1, A-2, A-3, B, and C were presented with estimates of additional costs for each scheme. Mr. Moss reported that if the buildings were constructed together, either as one large building or side by side, (A-1 thru A-3 and B) the cost would be less; due to shared parking and shared spaces. He proposed, that if the buildings were together, it would allow for an outdoor center for citizens to gather and hold events. He explained that the models, showing the building on the land were to scale and would show the amount of space each building would take within the land model. He explained that Scheme C would require a road to enter the east side of the property and drive from one site to another and in addition would need the relocation of utilities. These costs could add an additional 1.5 million to the projects. After some discussion and viewing of the sites, direction from Council was to remove Scheme B and C from consideration and look at Schemes A-1 thru A-3 both on the east side of the property and the west side of the property. Mr. Holzman explained that if the buildings were set together as in A-1, the buildings would present a very prominent vision on the property next to F.M. 1378. In A-2 and A-3, the buildings were set near the greenbelt and would not be as prominent a location but would have the view of the greenbelt. Representatives reviewed some of the costs associated with the schemes. Malcolm Holzman stated that if A-1 thru A-3 were considered, the cost associated would be similar. He presented a cost analysis which showed the bond amount for each building and the current estimated cost to build the facility; taking into consideration the projected construction increases and estimated construction time and suggesting that the City look at shared spaces with less shell space to generate the square footage needed while staying within the bond amount approved for each project. These included: Library: The cost to build the project with shared program spaces, shared parking, and without a shell for future growth is estimated at $10,011.573. The total project bond amount is $8,424,519. City Hall: The cost to build the project using shared program spaces and parking and without a shell for future growth is estimated at $15,513,726. The total project bond amount is $8,564,624. He explained that a portion of the increase is due to the estimated construction date of 2008-2009. He explained that if the construction date was moved up, some cost savings could be obtained. Recreation Center: The cost to build the project using shared program spaces, shared parking, and without a shell for future growth was estimated at $16,301,118 which also included a construction date of 2008-2009. Total project bond amount is $10,200,278. Mayor Mondy asked Martin Lehman (Project Manager, Holzman Moss) why the costs to build the projects were so high. Mr. Lehman stated that construction costs for copper and other materials have escalated over the past two years. He explained that the cost for materials has been estimated for inflation in the costs presented. He stated that he could not definitively say what the costs would be over the next two years, only estimate costs; using average cost increases over the past several years. Mr. Holzman explained that if the construction dates were moved forward for the City Hall and Recreation Center, the cost could be reduced. He used the example of the proposed date to build the Library, stating that if the Library construction did not stay on the proposed timeline; approximately $60,000 per month could be added to the cost of the construction. Mr. Holzman suggested that soft costs could be reviewed and possibly reduced as an additional cost savings. These costs include technology, furniture, fixtures, equipment, landscaping, and other miscellaneous costs. Minutes— November 2, 2006 Special Called Meeting Wylie City Council Page 2 Mr. Holzman suggested a third Work Session to review revisions to the soft costs along with other cost savings discussed and revisions to the proposed schemes on November 28, 2006. Some of the items to be reviewed and presented at the meeting will be: Tax implications for moving the construction of the City Hall and Recreation Center up, soft cost reviews, and cost for ground work required for A-1 thru A-3, cost to build the Library on a one storey structure, and revisions to A-2 and A-3 to show these schemes both on the east and west side of the property entering from Brown Street. Mayor Mondy convened into Regular Session at 7:47 p.m. REGULAR AGENDA 1. Consider, and act upon, approval of building sites within the Wells Property for the new Library, City Hall and Recreation Center. (M. Manson, City Manager) There was no action taken on Item#1. ADJOURNMENT With no further business before Council, Mayor Mondy adjourned the meeting at 7:50 p.m. Consensus of Council was to adjourn. Y r Jo Mon y, Mayor ATTEST: 0 F . L Caro e Ehrlich, Ci Secretary Minutes— November 2, 2006 Special Called Meeting Wylie City Council Page 3