HomeMy WebLinkAboutSpec Mtg. Minutes 10/4/1999i
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Minutes of the Special Meeting
October 4, 1999
VILLAGE OF CAYUGA HEIGHTS
BOARD OF TRUSTEES
Present: Mayor Anderson, Trustees, Fleming, Kira, Bisogni, Kusse, and Dunning,
Attorney Tyler, Treasurer Silber, Supt. of PW Cross, Fire Chief Day,
Clerk Kord.
Absent: Trustee Meinhardt, Police Chief Lansing
Others: Robert Mitchell, Architect; Assist. Fire Chief diVenti, 2 "d Fire Asst.
Evans; Volunteer Firemen Donner, Bolgiano, Randall, Glenna,
Siemienowicz, Wells, Grucela, and Pique.
Mayor Anderson called the meeting to order at 5:00 PM and announced that the
order of business on the agenda would be reversed.
There was a discussion of the Village's participation in the Cable Consortium.
Resolution 5141— Participation in the Cable Consortium
Motion by Trustee Fleming, seconded by Trustee Kira,
VOTED to Authorize the Village to participate in the Cable Consortium for one year
retroactive from May 31, 1999 until May 31, 2000. Trustees, Fleming, Kira, Bisogni,
Kusse, and Dunning voted YES.
.... ........ ....... ... ....... ............. ..............................I
Robert Mitchell of Mitchell -Ross Associates Architects gave an overview of the
proposed fire house expansion project and stressed the need to move ahead in order to
achieve cost benefits in the bidding, and to utilize the good weather when it is necessary
to keep the trucks and equipment out of doors during construction. He explained that the
initial project expanded after the Village Public Safety Committee indicated a desire the
there be more dorm, office and storage space available which increased the square
footage by 20% and increased the cost from 1.5 Million Dollars to 1.7 Million Dollars.
The or000sed budget includes:
Treasurer Silber asked a series of questions about the inclusions in the budget:
An Emergency generator, Built in desks, Data Wiring, SCBA room (no
compressor), Demolition disposal costs, Paving, Landscaping (grass), Signage,
Kitchen cabinets (no appliances) — upstairs will be included.
Includes
Low
High
Range +/-
General
Construction
Epoxy flooring system
Fume exhausts stem
$1,050,000
$1,124,500
$ 75,000
Plumbing
Labor reductions stems
$ 86,000
$ 106,000
$ 106,000
Mechanical
Mechanical devices /AC
$ 114,100
$ 204,000
$ 90,000
Electrical
$ 138,600
$ 173,000
$ 35,000
S rinkler
$ 30,000
$ 32,600
$ 2,600
Total
$1,418,700
$1,640,100
Contingency (a3
5%
$ 70,935
$ 82,005
$ 11,000
Total
$1,489,635
$1,722,105
Treasurer Silber asked a series of questions about the inclusions in the budget:
An Emergency generator, Built in desks, Data Wiring, SCBA room (no
compressor), Demolition disposal costs, Paving, Landscaping (grass), Signage,
Kitchen cabinets (no appliances) — upstairs will be included.
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A quick analysis of tiro station acquisition options.
Debt Servico Background
Projected Projected Projected Projected
FY . ' Outstanding Annual $1.25M $1.5M $1.75M $2M
1997 189,457
1998 656,000 188,449
1999 551,153 165,801
2000 407,000 173,611
2001 263,570 165,000 167,648 163,935 160,222 156'509
2002 131;000 145,000. 152,796 150;370 147,944 145F518.
2003 102,000 .13,326 124;085 147;400' 170,715 194f029 "
2004 64;000 9,062 119,821 143;136 166,451. 189;7,65
2005 26,000 6,930 117,689 141,004 164,319 187 „633.
20061+ 110,759 134,074 ' 157,389 180;7.03
Projection includes loss of interest income; increased operating expense,'and increased, town reimbursement
Protection doas.NOT. include the acquisition of any other equipment, and it should be presumed thatiregular
equipment replacement will continue.
Tax Impact
2001 0% 0% 0% -1,%
2002 1% 0% 0% 0. %.
2003 and. beyond -1% 0% 2% ?r•4%
Estimated Town Reimbursement Par Year
Cost
1.25M ., 25,000
1.5M .,: 30,000
1.75M '35,000
2.OM 40,000
Suggested Downpayment=$250,000, plus pre- funding'of debt service for FY01 and FY02,
.'Annual Incremental Cost
$1.25M ' $1.5M'. $1.75M $2.OM Mortgage';. Interest Loss Operation
2001 ' 27,648 28,935 30,222 31,509 .12500 10000
2002. 32,796 •35,370. 37.944 40,518 12500 10000
2003. 135,759• .164;074} 192(389,. !220,7103-.'
2004' 135;759,, 164,074 192,389;; :220,703.
2005' 135;759.. 164,074;,' 192;389; 220,703 .
2006 135,759 164,07.4 192;389 '220,703
2007.. 135,759 164;074 192;389 220,703
2008 135,759 164,074 192,389 220,703
2009 135;759 164,074, 192;389 220,703'
2010 135,759; 164,074' 192;389 220 ;7.03
20,11 135;759 164;074 192,389 220,703
20,12 135;759 164,074 192,389 220;703
20,13 135,759 164,074 192,389 220,703
2014 135,759 164,074 ' 192,389 220,703
2015 135,759 164,074 192,389 220,703
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Beds, Telephone switch, Community gear (antenna), Kitchen cabinets
1 (no appliances) — downstairs, Siren system, Fitness room equipment will not be
included.
The total building includes 16,310 square feet of space. There will be room for 18
bunkers, a new meeting space, and an elevator. Unit price per square foot is
approximately $100.00.
Treasurer Silber presented an analysis, which is on file, of fire station acquisition
options, including The Debt Service Background, the Tax Impact, the Estimated Town
Reimbursement per year, and Annual Incremental Cost. There was a discussion of the
financing of the project and it's impact on Village taxes.
It was noted that the bonding for the project would have to come to a permissive
referendum and that it would be necessary to allow the necessary time. Mr. Mitchell felt
that there was a need to get the drawings to the bidders by March 1, 1999.
The contract between Mitchell -Ross Associates and the Village calls for a total
commitment of $132,000; 28% Design Development, 38% Construction Drawings, 5%
Bidding, 28% Contract Administration. Mr. Cross asked a number of questions about the
proposed contract. It was established that there would be a cap of 5% or $6,600
reimbursable expenses for out of town travel. The set reimbursable expense for phones,
fax, blueprints etc, would be 5% or $6,600. The architectural firm will be reimbursed for
the cost of excess professional liability insurance if desired, beyond the $1 Million errors
and omissions policy coverage carried by the architecture firm. Attorney Tyler noted that
the limitation of liability to the Village by the architect contained in the draft contract was
not acceptable and he would ask it to be stricken from the final contract. A clause will be
added providing that if the construction period exceeds the anticipated 8 months,
Mitchell -Ross will be paid $4,000 per month for services. Mr. Cross will act as civil
engineer for the site development of the project, and has offered his services as Clerk -of-
the- Works. Trustee Dunning also offered the services of her husband as Clerk- of -the-
Works.
Trustee Kusse expressed the opinion that a project for 1.5 Million Dollars would
have little impact on future taxes and that the cost should be held at that level. He was
uncomfortable at the $2 Million level being proposed. Treasurer Silber agreed to look
into financing options. Trustee Kira noted that it is important to proceed with the project
since the costs escalate each year it is delayed. Mayor Anderson stressed the need for a
facility that will attract volunteers so that the Village does not have to go to the expense
of a paid fire department. Trustee Bisogni felt that it is important to spend at least 1.75
Million in order to make the building viable for a number of years. It was the general
sense of the Board to accept that the project should not exceed $2,000,000, $1,750,000
for the building, and $250,000 for contingencies and that work should begin for the bond
application. Trustee Kusse excused himself from the meeting at 7:15.
Resolution 5142 — Authorize contract with Mitchell -Ross Assoc.
Motion by Trustee Fleming, seconded by Trustee Kira,
VOTED to authorize the Mayor to sign the contract with Mitchell -Ross Associates
Architects, the base amount not to exceed $132,000, subject to approval by Village
Attorney, Village Treasurer, and Village Engineer. Trustees, Fleming, Kira, Bisogni and
Dunning voted YES.
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Motion by Trustee Kira, seconded by Trustee Bisogni,
VOTED to adjourn at 7:34 PM. Trustees Fleming, Kira, Bisogni, and Dunning voted
YES.
Elizabeth Kord
Village Clerk
IL-