Minutes - Public Works Committee - 07/15/2008

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Building Maintenance Supervisor Bray stated that the most critical component where familiarity with what already exists is with the HV AC and electrical because the original contractors will know their locations and how the plans would effect them He noted that the City had 3D/I look over the quote and they felt that the costs were similar to what the City would get with outside contractors. City Administrator Ulrich stated that if the City did opt to get new bids for this project, the City would need to make sure that there weren't any warranties voided as a result. Vice-Chair Dehen noted that if the City went out for new bids, now those entities would be aware of the quote already given. He stated that this isn't a terribly expensive project, but he anguishes about just going to one contractor and asking them to tell us what they can do. He stated that, personally, he wouldn't take this approach because he would want to check the costs against somebody else. City Administrator Ulrich stated that part of the reason for going with the original contractor was so the City would get the original quality of workmanship, but noted that he is open to checking out other options. He stated that the main question is whether the Committee agreed with the concept and whether money should be spent on creating the medium sized meeting room. Vice-Chair Dehen noted that he agreed with the concept and suggested that the Committee take a break and look at the current spaces. Vice-Chair Dehen recessed the Public Works Committee meeting at 6:28 p.m. and reconvened at 6:38 p.m. Vice-Chair Dehen asked, if there is a new community center in the next few years, whether it made sense to spend money now for additional meeting rooms. He stated that he was also concerned about future staff space needs and whether this meeting room would hinder future staff growth. He asked whether there was an immediate need for this room. City Administrator Ulrich stated that a new community center is at least 2 years away and noted that he believes that the current space will be suitable for staff for about 10 years. Councilmember Olson stated that the recent Ramsey3 meetings pointed out the need for this kind of room. She stated that if you look at other public spaces, they are being changed all the time. Motion by Councilmember Olson to recommend to the City Council that authorization be given to staff to work with contractors to expand the Lake Itasca Conference Room at a cost not to exceed $28,000. Further Discussion: Councilmember Olson stated that she is comfortable with the quote presented and does not feel additional bids would be necessary. Councilmember Look stated that funding appears to be from the original bond and asked City Administrator Ulrich to explain. City Administrator Ulrich stated that there is a fund balance left over from the original bond, which would be used for this project. Councilmember Look confirmed that the City was paying Public Works Committee / July 15,2008 Page 7 of 13