Barton Hills Village, Michigan

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January 28, 2008

MINUTES OF SPECIAL BOARD MEETING

TRUSTEES OF BARTON HILLS VILLAGE

January 28, 2008

The special meeting of the Board of Trustees was called to order by President Laporte at 6:05 PM at the Village Hall. The purpose of the meeting was to discuss matters pertaining to the Village Administration Center Project.

ROLL CALL Present: Trustees Bogat, Butterwick, Langford, Laporte, Lindstrom and Wilkes. Absent: Trustees Al-Awar, Boddie and MacKrell.

Others attending: Atty. Reading, Asst. Treasurer Redies, Supt. Esch, BHMC President Bultman, architect Ed Wier, engineer Ken West and resident Georgia Lindstrom.

Mr. Lindstrom referred to the materials distributed prior to the meeting, stating that the purpose of the meeting was to review the plans for the Village Administration Center in order to move towards the bid process. Minor adjustments are expected but major changes to the plan after construction begins will be avoided by addressing concerns now. Mr. Lindstrom expressed appreciation for the excellent work contributed by all involved, then introduced civil engineer Ken West.

Mr. West distributed an updated version of page 1 of the drawings previously distributed, noting that a few details had been specified in the text on the drawing. He pointed out the main components of the plan:

--Entrance from the existing driveway off Barton Shore Drive will lead past the gas pumps to a 12-space parking area behind the maintenance building. An 8’ wide concrete walkway will lead to the main entrance of the administration building, with a 4’ walkway branching off to the side door. The main walkway will be 6” thick (side walkway 4” thick) with a broom finish to reduce slipping.

--Provision is made for the septic tank/field and a future drainfield site.

--The water main will be extended from the hydrant near the employee homes to the building and to a new hydrant that will service all the existing maintenance buildings as well as the new administration building. Easements may be needed from BHMC and Ann Arbor City for the portion crossing their properties. The galvanized line currently serving the maintenance area will be abandoned and replaced with copper line.

--BHV will arrange for gas, electric and telephone/cable service since commitments to pay for those services must be made. Cables will be buried.

--Order of work is expected to be 1) fencing around the oak tree, 2) silt fencing around the entire project, 3) excavate basement/pour foundation along with excavation of drain field, 4) installation of utilities and 5) construction of building.

--There is no specific timeline for completion of the project; bidders will be asked for a realistic proposed schedule but there are no penalties planned for going past a certain time. Bonds and insurance are included in [Mr. Wier’s] project manual for protection of the village.

--There is no specific landscape plan in regard to plantings; this will be done later. Mr. Lindstrom referred to Mr. Wier’s previous color rendition of the building, suggesting that the plantings will not be elaborate. Excavated topsoil will be stockpiled and available for later use.

Questions from the Trustees included:

--Will the 12 parking spaces be enough? Yes, with additional parking available in the maintenance area. The lot could easily be expanded in the future. It was noted that the meeting room is not intended to accommodate large groups.

--Will there be a retention pond? No. Sheet drainage will be used, meaning there will not be catch basins and tiles under the pavement but the area will be sloped to direct water out into the fields where there is ample sand.

There being no further questions for Mr. West, Mr. Lindstrom asked if there was support for the site plan; Trustees indicated agreement.

Motion Mr. Lindstrom moved that the site plan presented by Ken West be accepted as the site plan for the Village Administration Center. Mr. Wilkes seconded; the motion carried.

Mr. West was thanked for his presentation. Mr. Lindstrom then introduced architect Ed Wier who referred to the building plans previously distributed and led discussion on each page.

Front Sheet

--Code data includes business occupancy (not assembly occupancy) of less than 750 square feet (less than 50 person occupant load).

--Fire rating requirements are met or exceeded.

--Construction Type V(5) B indicates wood frame, commercial grade, no fire sprinklers.

A-2 (Main Floor)

--Double doors, covered porch entry with pass-through window to Clerk’s office on the left, coat rack and general interest display case in the lobby, meeting room to the right.

--Public notices will be displayed in an outdoor case under the porch to the left of the entry doors.

--Two bathrooms (single occupancy, ADA accessible), two-level drinking fountain, stairway to basement (mop sink on landing), door/hallway leading to three offices.

--Doorway to hall/offices for security; doors have small window.

--Side door for convenient access to Supt.’s office.

--Kitchenette is ADA accessible.

--All fire codes met or exceeded for drywall, ceilings, stairwell, storage room doors, etc.

--Casement windows; hinge markings indicate which ones open.

--No specific colors chosen—all will be standard neutral colors to coordinate with brick.

--Flooring: ceramic tile with etched pattern or commercial grade carpet.

--One 4’ coat rack; hooks in hallway for employees.

A-1 (Basement)

--Furnace in enclosed area with duct down the center ceiling, branch to rooms.

--Heat pump stated as an alternate to traditional A/C.

--Gas heat, tankless water heater, softener.

--Utility boxes along back wall.

--Soundproofing, insulation, fire code requirements met or exceeded.

--Two windows high in each end wall, galvanized exterior wells, windows can open.

--Sump pump in crock with battery back up.

A-3 Exterior Elevation

--Full 4” brick, cast stone sill around perimeter at window sill height.

--Wide roof overhang, 3/12 pitch roof in Prairie style.

--Windows open as indicated, fixed transoms above.

--Raked horizontal joints, flush vertical joints in brick to accentuate horizontal lines.

--Entry door bronze finish aluminum with side glass and transom.

--Aluminum fascia, gutters and downspouts.

--Brick pier/stone sill for porch columns.

A-4 Side Elevations/Building Sections

--Meeting room 13’ ceiling, 3 windows high on side wall.

--Office end steel door, windows on corner offices.

--9’ ceiling in office area and basement.

--Exterior door has no windows for security.

A-5 Roof

--3/12 pitch, 4’ overhang, gutters, vents, 40 year architectural asphalt shingles.

Discussion ensued about the roof material (shingles vs. metal). The committee investigated this previously and found that metal is significantly more expensive due to labor cost for installation. Could this be listed as an alternate on the bid to see if the cost is really out of reach? Metal roofs will most probably exceed their warranty (50 year roof may last much longer); asphalt shingles will likely not meet their warranty (40 year roof may need replacing after 20 years). Initial cost with metal is more but overall cost is less. The bid should not be cluttered with numerous alternates, but the heat pump is the only one so far. A metal roof may not be cost effective, especially to buy one that looks nice. Mr. Wier stated that either roof material would require the same type of structure so a change would not require new drawings but could be written as an alternate. Mr. Bultman stated that BHMC could review the project with the two roof possibilities. Motion Mr. Butterwick moved that a metal roof be added to the bid process as an alternate to the shingled roof. Mr. Wilkes seconded; the motion carried with Mr. Lindstrom voting no.

A-6 Wall Construction

--Wall construction, insulation.

--Aluminum soffit on exterior overhang.

--Beaded wood on ceiling of porch; recessed lighting.

A-7 Bathroom Detail

--ADA compliant.

--Awning windows (will open).

--VAC Committee looked at specifics of fixtures—nothing unusual.

A-8 Ceiling

--Drywall (considered drop/acoustic, went with drywall everywhere).

--Perimeter drop soffit in meeting room 10” drop; middle soffit 6” drop.

--Picture shown of hanging light fixtures in meeting room.

S-1 Structural Elements

--Steel beams, frame construction.

--Similar to a ranch-style house but floor has to be stronger; alternate joists doubled.

--Public use of building dictates some structural components, adds to cost.

E-1 – E-3 Electrical

Questions from the Trustees:

--Is there outdoor lighting, such as under the eaves? No, only at the two entrances. Security lighting was not added since the security system will be added later.

--Why is there an outlet in the ceiling of the meeting room? For future use if equipment, such as a projector, might be mounted on the ceiling.

--What about outlets in the center of the meeting room floor? They are very convenient.

Yes, and they can be added (by coming up through the floor from the basement) when the furniture arrangement is known and the best locations can be determined.

--Are all the fixtures fluorescent? Yes. The entry way has mounted versions of the same style as the hanging fixtures in the meeting room. The lighting from the perimeter soffit in the meeting room is directed upwards more than down.

--Is it intentional that the fixtures in the bathroom are not centered over the sink? No, that will be corrected.

--Is the fixture on the wall by the drinking fountain necessary--that is the only blank wall in the entryway? It just carries the theme of the other fixtures (general agreement to leave it in).

--Are there motion sensors in the offices (that turn off the lights after awhile if no one is there)? There are sensors in the bathrooms; they can be added to the offices (general agreement to do so).

M-1 – M-2 Mechanical/HVAC

--Heating/cooling is controlled in four separate zones: Meeting room, Supt.’s office, Treasurer’s office, and Clerk’s office/entry/bathrooms. This was done to allow flexibility for usage; it’s also expected that the end offices may heat up more in the sun.

The Trustees returned to open issues that needed more discussion/decision.

Floor Covering: An allowance of $35/square foot yard [amended 2/11/08] is included for carpet. Concern was expressed for difficulty in maintenance, i.e. spills and stains. Various types of flooring were discussed: wood (not pursued), vinyl (looks too much like a kitchen/hospital), linoleum (“green” but expensive), bamboo (not pursued), cork (easy to clean, quiet, warm) and carpet tiles (can be replaced if damaged). A motion to pursue alternatives to carpet was defeated in a tie vote. It was agreed that the tile in the hallway should continue into the Supt.’s office for easier cleaning. Motion Ms. Bogat moved that cork be included in the bid package as an alternate to carpet. Mr. Butterwick seconded; the motion carried.

Basement Windows: The windows provide light and ventilation; they are about 7 ½ feet up (just under the 9’ ceiling height). As specified they will open, although they could be fixed instead. A decorative grate could be added later for more security. The well will be galvanized metal; cement wells would last longer but be more expensive.  Motion Mr. Lindstrom moved to leave the basement windows as specified in the drawings. Mr. Wilkes seconded; the motion carried.

Exterior Generator: An outlet could be added to provide for an exterior generator in case of power failure. One that automatically switches over would be nice, although there isn’t much in the building that would suffer from being too cold or too warm for a short time. Generators vary in price, and can be easily added at a later time. Motion Ms. Bogat moved that nothing be added relating to an exterior generator. Mr. Lindstrom seconded; the motion carried.

Dimmers on Meeting Room Lights: Dimmers would add flexibility to the use of the room. It would be easiest to have the six hanging fixtures on dimmers by changing them to incandescent rather than fluorescent bulbs. The lights are on several separate switches so there is considerable variety in lighting in the plan. It was agreed not to make any changes in the lighting plans.

Other Concerns: The VAC Committee will look into security system questions. Mr. Wier will check to see if the microwave in the kitchenette can be mounted on the wall rather than using counter space and still be ADAcompliant.

Motion Mr. Lindstrom moved that the building plans submitted by architect Ed Wier as amended by the Trustees at this meeting be accepted and supported as the plans for the Village Administration Center. Mr. Wilkes seconded; the motion carried.

Motion Mr. Lindstrom moved that the Village Administration Center Committee be requested to seek review of the VAC project by Barton Hills Maintenance Corporation at the earliest opportunity. Mr. Butterwick seconded; the motion carried.

Motion Mr. Lindstrom moved that the Village Administration Center Committee be authorized to seek construction bids for the VAC project pending 1) approval of the project by Barton Hills Maintenance Corporation and 2) finalization of the bidding documents by Mr. Lindstrom, Ms. Laporte and Mr. Reading. Mr. Butterwick seconded; the motion carried.

Appreciation was expressed to the professionals, Mr. Lindstrom, the VAC Committee and the Trustees for their diligent efforts in bringing the project to this point. Mr. Lindstrom cautioned that there are still several tasks: obtaining a bid that’s acceptable, arranging financing and seeing the construction through to satisfactory completion. He also noted that the changes agreed to at this meeting will result in additional expense for Mr. Wier’s work in amending the plans.

Following expression of appreciation for the delicious cookies and brownies, the meeting was adjourned at 8:38 PM (Lindstrom/Butterwick/P).

Janice K. Esch, Deputy Clerk


  

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