The Will County Capital Improvements Committee met Jan. 17 to discuss weather days.
Here are the meeting's minutes, as provided by the committee:
"Meetings will be held in the County Board Committe Room in the Will County Office Building, 302 N. Chicago St., Joliet, IL. unless stated otherwise."
WILL COUNTY CAPITAL IMPROVEMENTS
COMMITTEE MEETING MINUTES
302 N. CHICAGO ST.
JOLIET, IL 60432
JANUARY 17, 2017
County Board Committee Room Regular Meeting 9:30 AM
Will County, Illinois Posted: 2/7/2017 Page 1
I. CALL TO ORDER / ROLL CALL
Chair Ragan Freitag called the meeting to order at 9:33 AM
Attendee Name Title Status Arrived
Ragan Freitag Chair Present
Mike Fricilone Vice Chair Present
Gloria Dollinger Member Present
Gretchen Fritz Member Present
Charles E. Maher Member Present
Donald A. Moran Member Absent
Beth Rice Member Present
Ray Tuminello Member Present
Denise E. Winfrey Member Present
Also Present: J. Moustis, H. Brooks, M. Johannsen.
Present from State's Attorney's Office: M. Tatroe.
II. PLEDGE OF ALLEGIANCE TO THE FLAG
Mrs. Dollinger led the Pledge of Allegiance to the Flag.
III. APPROVAL OF MINUTES
1. WC Capital Improvements Committee - Regular Meeting - Jan 3, 2017 11:00 AM
RESULT: APPROVED [UNANIMOUS]
MOVER: Ray Tuminello, Member
SECONDER: Gretchen Fritz, Member
AYES: Freitag, Fricilone, Dollinger, Fritz, Maher, Rice, Tuminello, Winfrey
ABSENT: Moran
2. Executive Session Minutes - Capital Improvements January 3, 2017
(Minutes)
Minutes Will County Capital Improvements Committee January 17, 2017
Will County, Illinois Posted: 2/7/2017 Page 2
RESULT: APPROVED [UNANIMOUS]
MOVER: Gretchen Fritz, Member
SECONDER: Charles E. Maher, Member
AYES: Freitag, Fricilone, Dollinger, Fritz, Maher, Rice, Tuminello, Winfrey
ABSENT: Moran
IV. OLD BUSINESS
1. Update from Will County Public Safety Complex Delivery Teams (Leopardo , DLR
and Farnsworth Group)
(Discussion)
Ms. Nicole McElroy reviewed the Bi-Weekly Report - January 17, 2017, attached.
Mr. Tkac stated the Area A is the dispatch center. I asked the ETSB leadership and
the Laraway Communication Center members to go out and review the work that
has been done with emphasis on where the conduit will be placed. They were out
there Friday before the concrete was poured.
Ms. McElroy continued with a review of the Bi-Weekly Report.
Mr. Tkac added the second floor slab has to be poured before the metal studs can
be erected.
Ms. McElroy explained the process for adding the elevated deck. We have
designed our temp so the tarps will be put in the inside. When the exterior studs
are put on they will not have to remove the tarps. This will help expedite building.
The subcontractors are on board with this. We have started the temp roof. We
had one weather day due to wind. The temp heating is being installed. The critical
path crews are working Saturdays. We had 20 weather days built into the
schedule and we have used 12 days. Once the building is tarped it reduces the
number of weather days.
Mr. Moustis asked when the building is tarped are all the weather days gone?
Ms. McElroy answered the enclosure will go in stages. The next milestone is
tarping with a temp roof. The next will be when the sheaving and the final will be
the skin and the permanent roof. You won't be weather complete for a few
months.
A discussion took place regarding the processes for adding weather days to a
building timeline.
Mr. Jake Davis stated we have been working on a fast track. We are working on
submittal reviews that we normally don't see at this stage because we are layering
activities. There are a number of things important to the project such as the
monument sign; we are working to design that with LED graphics. The financial
Minutes Will County Capital Improvements Committee January 17, 2017
Will County, Illinois Posted: 2/7/2017 Page 3
situation has allowed some items that were originally omitted to be pulled back
into the project. That does however, require a large amount of coordination. We
have been working with Farnsworth on the CDAK application.
Mr. Mike Wolf stated we are working with DLR to wrap up the constructability
comments. We are working on implementing the incentives provided by the
Illinois Department of Economic and Commerce. We are trying to get the largest
dollar incentive as possible. Commissioning is about quality control. We are
building check lists. We are taking Leopardo's quality control list and integrating it
within our system and filling in gaps. We are creating a range of checklists the
contractors will fill in when the equipment comes on site to ensure it is the right
equipment and correctly installed. We will verify that when we do our site visits.
We are trying to incorporate electronic data in our checklists; so at the end of the
project we will have the model and serial numbers with hundreds of entries that
will be transferred to the operations and maintenance system.
Ms. Freitag stated this report is essential for our operations and efficiencies
moving forward.
Mr. Wolf stated we are trying to build a framework the county can use across all
the facilities.
Mr. Fricilone asked does it make sense to do the site work for the SOG building as
the other site work is being done?
Mr. Tkac replied we have been cognizant of future requirements. The utilities
were roughed in to the doorstep of where this building would go. The location for
the SOG building is where we intended the permanent impound lot. We have
plans for the impound lot south of the shooting range; that has been combined
with the deceleration lane off of Laraway. Yes, now is the proper time to begin
thinking of the SOG building.
Mr. Fricilone continued other than building the SOG building is there anything else
we should be doing?
Ms. McElroy stated we looked at this early on; since we knew the SOB building
would be erected. DLR did design this so the utilities were put within 10 to 15 feet
from the location. Besides finalizing the design, you could start the site work when
you start to do the asphalt in the spring. Keep in mind there will be a Phase 2 as
we cannot do a portion of the site work until everyone is out of the existing
building.
Mr. Tkac added the radio tower will be relocated also.
Mr. Moustis asked can we have DLR do the design work for the SOG building?
Minutes Will County Capital Improvements Committee January 17, 2017
Will County, Illinois Posted: 2/7/2017 Page 4
Now would be the best time to bring that forward. Since it was not put in as an
alternate; if we decide to do it what would be the most efficient way? I think the
Committee should get a proposal from DLR to design the building. Basically we are
looking a large pole building; it is not a complicated building. Based on the
estimated costs; what is our ability to make a change order to the overall project?
The guidelines are usually 10% of the overall contract.
Mrs. Tatroe replied I need to look to see if this was part of the original scope.
Discussion took place regarding the vehicles that would be stored in this building.
Mr. Davis indicated DLR did programming at the same time as the Sheriff's
building.
Mrs. Tatroe will review whether this could be considered a past professional
relationship.
Mr. Moustis stated everything gets bid. Our relationship with Leopardo and DLR
are professional contracts. The building itself will all go to public bidding. I believe
we would have to renegotiate our contract with Leopardo, DLR and Farnsworth.
Ms. McElroy stated to make this the most economical you would want to do this
as a change order to the subcontractors. Once you add a different subcontractor
you will not get as much participation. If this is a pre-engineered building that is
the only subcontract you would have to bid out; as we do not have a preengineered
subcontractor on board.
Mr. Moustis stated the statute allows for 10% and this building will be much less
than $3 million.
Mr. Moustis asked Mrs. Johannsen to pull the current leases and amount of rent
paid for all vehicle storage. The rent payments will more than cover the debt
payments.
Ms. Winfrey stated there is a convenience of having all our equipment stored in
one place.
Ms. McElroy stated the programming portion was originally part of the contract;
they have done the programming and know what will be there.
Mr. Davis continued in addition to the programming, there was a conceptual plan
done for the SOG building as part of the original master plan. Since the impound
lot is moving, the site is being set up differently; there are approaches since this
building is for vehicle storage.
Minutes Will County Capital Improvements Committee January 17, 2017
Will County, Illinois Posted: 2/7/2017 Page 5
Ms. Freitag stated Mrs. Tatroe will be looking at what is included in our scope for
the SOG building and if that is considered a change order. We are going to gather
information regarding the current dollars we are paying for leased space. How
does having all the vehicles onsite benefit you?
Mr. Contro replied having all the vehicles onsite will reduce response time.
Mr. Moustis stated the work has to be done whether it is built or not. Can this
Committee direct Mr. Tkac to negotiate with DLR to do the design work.
Mrs. Tatroe responded Mr. Tkac can start negotiating in the event I come back
with a positive opinion.
Mr. Moustis stated we need to protect the area for a future building. I would ask
the Committee to ask Mr. Tkac to begin negotiations with DLR to start the design
work on the SOG building.
Mr. Tkac stated we have a Workforce bus stored at Caton Farm and the dental
van. We are looking at those two and the ops tank.
Mr. Fricilone added we also talked about moving the Radio Lab there also.
Mr. Moustis asked will that create additional design for the building to have a
more secure area with limited access?
Mr. Contro stated there is room for a pole barn near the Highway Department.
Mr. Moustis stated our plan is to be everything in one building with security.
Mr. Davis stated the important part of the design is the scope design and making
sure everyone agrees with the elements. The surrounding areas have been
established and defines to a certain degree what is available for the SOG building.
Mr. Tkac reminded everyone of the weekly meetings dates and times.
Motion to Direct Mr. Tkac to Negotiate with DLR for Deisgn Work on the SOG
Building at the Public Safety Complex
RESULT: APPROVED [UNANIMOUS]
MOVER: Denise E. Winfrey, Member
SECONDER: Mike Fricilone, Vice Chair
AYES: Freitag, Fricilone, Dollinger, Fritz, Maher, Rice, Tuminello, Winfrey
ABSENT: Moran
2. Update from Judicial Center Delivery Teams (Wight, Gilbane & Farnsworth)
(Discussion)
Mr. Jason Dwyer stated we are working toward a DD on February 3rd. We
continue to work with Gilbane to design to budget. We had a final meeting with
Minutes Will County Capital Improvements Committee January 17, 2017
Will County, Illinois Posted: 2/7/2017 Page 6
the Clerk's Office last week to wrap up the final details. We made a number of
changes to the staff arrangements. None of the changes impact the overall square
footage. It more of moving people within the office.
Mr. Tom Leonard stated we are continuing to vet the interior pricing. Last week
we met with Armstrong to discuss ceiling options. At the end of DD we had 75
value cost items to look at. We have been working with Wight and the trade
contractors to look at optional materials to keep the project within the budget.
Mr. Mike Wolf stated our focus is further developing the OPR document. Every
month we are having an OPR meeting and BOD meeting. We are trying to make
sure the owners requirements reflect where the design is currently at. The OPR
summarizes the high level success criteria for the project. That was split into five
key areas: sustainability, indoor environmental quality, operations and
maintenance, the owner program and resiliency and future expansion. Under each
category is a lot of detail. Part of this analysis includes what kind of deliverable will
the County get at the end of the project? Will it be an electronic PDF? Data that
can be imported into a program? Those discussions are happening right now. All
of this will affect how the contract are written and the spec requirements. We
want to make sure this is set into the OPR. When the 100% DD set comes out the
specs, drawings and basis of design are issued on February 3rd, the commissioning
responsibility is to verify all the documentation against the OPR and bring up
questions in areas where things may need more detail. We will put together our
questions and have follow up meetings with Wight.
Mr. Moustis asked for an update on the Facilities Manager job posting.
Mr. Tkac replied the job has not been posted. I will do everything I can to get it
posted this week.
Mr. Moustis stated it is probably too late for the Safety Complex; I think it is very
important the person be hired for the Courthouse and have a full understanding
of the systems.
V. OTHER OLD BUSINESS
VI. NEW BUSINESS
1. Quarterly PBC Report
(Joe Mikan)
Mr. Joe Mikan reviewed the attached PBC report in the agenda packet.
Mr. Mikan gave a history of the River Valley Center bonding and the 30 year lease
between PBC, Will and Kankakee Counties. The agreement included 20 years of
predetermined funding. There were three parts to the payment: debt, operation,
capital reserve/replacement. The PBC has spent $2 million remodeling all the
major capital components. Kankakee and Will County need to negotiate their rent
Minutes Will County Capital Improvements Committee January 17, 2017
Will County, Illinois Posted: 2/7/2017 Page 7
payments for the remaining 10 years of the lease. Will County has $4 million in
their account after the capital expenses have been incurred. Details of the recent
capital projects was given. As you negotiate, you need some reserve for the
remaining 10 years; but you could look at the dollars as a way to sustain and not
make any payments for a few years. Your current annual payments are $1.6 to
$1.7 million. Kankakee has a smaller account. Details of the percentages paid by
each county was given. You are taking such an active part in the projects you have
going on; you have to question the need for continuing the PBC going forward.
That would be a decision for after the new lease terms are negotiated.
Mr. Maher asked for a breakdown on the usage by each county.
Mr. Mikan responded Kankakee does not pay any portion toward the juvenile
courts.
Mr. Fricilone stated we need to look at the future of the PBC. Will we have a need
for the PBC in the future? Should it become dormant or go away entirely? We
need to look at the finances and see what obligations we have. We need to make
decisions this year about the future.
Mr. Mikan stated we no longer maintain balances as we did in the past.
Mr. Moustis stated when the Tax Limitation Act was put in place there were
questions on how to finance and whether the county would go over the tax cap.
That is not an issue today. In 1996 our bond council got legislation passed so the
PBC could do the financing and it would be considered outside the cap. The PBC
played a crucial role in construction and it was a good way to put money aside for
future projects and reserves for replacement. Part of the lease payment is for
replacement. I think we need to continue that fund. The PBC currently pays the
county to do the day-to-day maintenance and janitorial work at River Valley. That
was a change from the past. What this Committee is doing currently is what the
PBC did in the past. The difference is we asked the executive branch to do day-today
management on this. Construction is not day-to-day operations. I think we
have to question the future of the PBC. We reduced their levy from $5 million to
$500,000. All the funding has been taken away. PBC does maintain an office with 1
full time employee and 2 part time employees. We would allow those employees
to apply for jobs within the county. The PBC was put in place by a referendum. I
don't think we can just take it away. Legally, do we let it go dormant? Do you keep
a Board? Can you eliminate the levy 100%?
Mrs. Tatroe responded there is a statutory procedure for eliminating the PBC. The
other option is to keep a Board in place.
Mr. Moustis continued if you eliminate the PBC; reestablishing in the future could
be a challenge because it has to be done by referendum. There could be a time
Minutes Will County Capital Improvements Committee January 17, 2017
Will County, Illinois Posted: 2/7/2017 Page 8
when the PBC can play a purpose for the County. I am reluctant to eliminate it
totally. The PBC is made up of the City of Joliet and the County and it will take
action by both entities, although the City only used the PBC once; to build City
Hall.
Mrs. Tatroe indicated she would look at the statutory provisions.
Mr. Mikan stated of the five members on the Commission; the City of Joliet
appoints two. When the bonds were issued for River Valley; they were issued by
the County. In June Kankakee will pay off their portion of the bonds. We are
obligated to follow the bond document through June.
Discussion took place regarding the bond issue for River Valley.
Ms. Freitag read from the statute regarding dissolution of the PBC.
Mr. Moustis stated my concern is not about dissolution; it is about bringing it back
if needed. Once you get rid of it; you will need a referendum to bring it back. I
think the best way to proceed is to make it dormant.
Consensus was to make the PBC dormant versus dissolution.
Mr. Palmer stated I believe Kankakee made their final bond payment in 2016.
Does this Board want us to engage the Kankakee County Board to start the
discussion? This is a three party discussion.
Mr. Moustis stated Kankakee doesn't go away. The County would have to
negotiate with Kankakee for maintenance and replacement costs going forward.
They could use their current balance for a couple of years.
Mr. Palmer stated we discussed this with PBC and this Committee; until Kankakee
has satisfied their bonds you still have bond holders to deal with. When it was
created it was contemplated that you would renegotiate what the on-going
operations, maintenance and costs are. Kankakee wanted to sell off their share;
this Board was not interested in that option. As an alternative they wanted some
money back. They were given money back, but they still have a reserve at PBC in
case of an emergency.
Mr. Moustis stated the Commission gave them back a considerable amount of
their reserve. Under the direction of the State's Attorney's Office we went as far
as we could go to refund money. They wanted us to buy their share and we were
not interested in buying it back; they could give it to us. If you want to walk away,
walk away. We are not going to buy their portion of the facility. We still take their
kids and what would the cost be? That needs to be negotiated. Kankakee does
share in the revenue when beds are rented to other entities. At the time we built
Minutes Will County Capital Improvements Committee January 17, 2017
Will County, Illinois Posted: 2/7/2017 Page 9
River Valley; we had 100 beds; 75 for Will County and 25 for Kankakee County.
The attitude of the courts changed and we are house closer to 38 to 40. It is
grossly underutilized. We don't need the beds; why would we buy more than we
need? I think the Executive's Office and Commission should sit down and decide
how to negotiate with Kankakee.
Mr. Palmer stated we need to get the facts regarding our annual operating costs.
There has been a lot of investment in infrastructure; so there are not a lot of
pressing needs to address. Once we have those numbers we can decide a
sufficient revenue amount.
Mr. Moustis stated the biggest question is the actual operational cost. We were
over-staffed but that has been adjusted.
Mr. Palmer stated we are staffed accordingly.
Mr. Moustis added we do receive money from the State of Illinois for the staffing.
Kankakee has to pay their fair share of the operational costs.
Mr. Palmer stated capital was split 75/25; the operational was less than 25%
because we were operating the courts there also.
Mr. Moustis stated the correction officers and administration is the tougher part
of the negotiations. Decisions have to come from the Chief Judge. I think the
Judges liked having multiple jurisdictions working together. I think the
maintenance is easier to figure.
Mr. Tkac stated when we are talking about operations and maintenance, we are
talking about utilities, equipment, housekeeping; we are not talking about the
warden, bailiffs and the staff. The circuit court pays for the guards, food service
and teachers; that is not included in what we are talking about here.
Mr. Moustis stated you cannot negotiate one without the other.
Mr. Palmer suggested gathering information from the various Will County entities
and bringing it back to the Committee.
Mr. Moustis stated perhaps the Judicial Committee would be interested in the
operational side and its costs.
2. Authorizing Payment to Wight & Company for the Will County Judicial Complex
()
Minutes Will County Capital Improvements Committee January 17, 2017
Will County, Illinois Posted: 2/7/2017 Page 10
RESULT: APPROVED [UNANIMOUS]
MOVER: Charles E. Maher, Member
SECONDER: Mike Fricilone, Vice Chair
AYES: Freitag, Fricilone, Dollinger, Fritz, Maher, Rice, Tuminello, Winfrey
ABSENT: Moran
3. Authorizing Payment to Farnsworth Group for the Will County Judicial Complex
()
RESULT: APPROVED [UNANIMOUS]
MOVER: Charles E. Maher, Member
SECONDER: Mike Fricilone, Vice Chair
AYES: Freitag, Fricilone, Dollinger, Fritz, Maher, Rice, Tuminello, Winfrey
ABSENT: Moran
4. Authorizing Payment to Gilbane for the Will County Judicial Complex
()
RESULT: APPROVED [UNANIMOUS]
MOVER: Denise E. Winfrey, Member
SECONDER: Gretchen Fritz, Member
AYES: Freitag, Fricilone, Dollinger, Fritz, Maher, Rice, Tuminello, Winfrey
ABSENT: Moran
5. Authorizing Payment to Leopardo for the Will County Public Safety Complex
()
RESULT: APPROVED [UNANIMOUS]
MOVER: Denise E. Winfrey, Member
SECONDER: Gretchen Fritz, Member
AYES: Freitag, Fricilone, Dollinger, Fritz, Maher, Rice, Tuminello, Winfrey
ABSENT: Moran
6. Authorizing Payment to Farnsworth Group or the Will County Public Safety
Complex
()
RESULT: APPROVED [UNANIMOUS]
MOVER: Charles E. Maher, Member
SECONDER: Denise E. Winfrey, Member
AYES: Freitag, Fricilone, Dollinger, Fritz, Maher, Rice, Tuminello, Winfrey
ABSENT: Moran
7. Authorizing Payment to Burris West Building, LLC for the Will County Public
Safety Complex
()
Minutes Will County Capital Improvements Committee January 17, 2017
Will County, Illinois Posted: 2/7/2017 Page 11
RESULT: APPROVED [UNANIMOUS]
MOVER: Gretchen Fritz, Member
SECONDER: Denise E. Winfrey, Member
AYES: Freitag, Fricilone, Dollinger, Fritz, Maher, Rice, Tuminello, Winfrey
ABSENT: Moran
8. Authorizing Payment to Geocon Professional Services for the Will County Public
Safety Complex
()
RESULT: APPROVED [UNANIMOUS]
MOVER: Gloria Dollinger, Member
SECONDER: Ray Tuminello, Member
AYES: Freitag, Fricilone, Dollinger, Fritz, Maher, Rice, Tuminello, Winfrey
ABSENT: Moran
9. Authorizing Payment to HR Green for the Will County Public Safety Complex
()
A brief discussion took place regarding the invoice for Item #9 not being approved
by Mr. Tkac.
RESULT: APPROVED [UNANIMOUS]
MOVER: Ray Tuminello, Member
SECONDER: Mike Fricilone, Vice Chair
AYES: Freitag, Fricilone, Dollinger, Fritz, Maher, Rice, Tuminello, Winfrey
ABSENT: Moran
VII. OTHER NEW BUSINESS
VIII. PUBLIC COMMENT
IX. CHAIRMAN'S REPORT / ANNOUNCEMENTS
Ms. Freitag announced the State of the Courthouse address will be January 25th at 11:30
a.m.
X. EXECUTIVE SESSION
Motion to go into Executive Session at 10:55 AM for Discussion of Property
Negotiations
RESULT: APPROVED [UNANIMOUS]
MOVER: Charles E. Maher, Member
SECONDER: Mike Fricilone, Vice Chair
AYES: Freitag, Fricilone, Dollinger, Fritz, Maher, Rice, Tuminello, Winfrey
ABSENT: Moran
Motion to come out of Executive Session at 11:20 AM
Minutes Will County Capital Improvements Committee January 17, 2017
Will County, Illinois Posted: 2/7/2017 Page 12
RESULT: APPROVED [UNANIMOUS]
MOVER: Charles E. Maher, Member
SECONDER: Gretchen Fritz, Member
AYES: Freitag, Fricilone, Dollinger, Fritz, Maher, Rice, Tuminello, Winfrey
ABSENT: Moran
Motion to Concur with Recommendation Made During Executive Session.
RESULT: APPROVED [UNANIMOUS]
MOVER: Charles E. Maher, Member
SECONDER: Gloria Dollinger, Member
AYES: Freitag, Fricilone, Dollinger, Fritz, Maher, Rice, Tuminello, Winfrey
ABSENT: Moran
XI. ADJOURNMENT
1. Motion to Adjourn at 11:23 AM
RESULT: APPROVED [UNANIMOUS]
MOVER: Ray Tuminello, Member
SECONDER: Denise E. Winfrey, Member
AYES: Freitag, Fricilone, Dollinger, Fritz, Maher, Rice, Tuminello, Winfrey
ABSENT: Moran
NEXT MEETING - FEBRUARY 7, 2017
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