09/08/2015 Meeting Minutes - Laserfiche WebLink

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Minutes of the Special Meeting of Council Tuesday, September 8, 2015 Page 2 Ed Parker fi~oin ThenDesign was in the audience. Mr. Saponaro asked, Ed, if you just want to highlight it. You don't have to go into all the details. The information you provided, coupled with the memo Diane provided was very good. Frl Parker ThenDesign We went out to bid for the Community Room and the first bid came back over the projected budget. The budget listed was not necessarily the real budget of the building. As we were designing, a lot of things came up that were good ideas and made sense to do now and not wait until later. A couple of the items are, site lighting. When we were first hired, it was to renovate the existing Community Room. It was a good budget but at that cost we could get a new building and highlight the town square idea. We went through the process of renovation versus a new building. The only reason'I bring that up is that when we budgeted the new building, we were doing an apples to apples comparison of here is the existing building, here is the new building with everything the existing building could have but not the site lighting for example or soiree of the exterior site improvements. Over the course of about a year, we went through the process of designing the site and the building. There was some extensive research done to the traffic to see exactly how we could be good neighbors with Center School and really share the site as far as vehicular access being of a peak at different times. Through that process, we have developed the site plan. We are going to be eliminating one of the access drives off of SOM Center which should help the flow for both the Community Room and Center School. As we were designing, ideas were brought up that were part of the Village's visions such as pervious paving and being green. When I said the budget of $1.75 million was kind of a published budget, there was a little bit of an understanding that every time we added something, saying that's not in the budget. As we had the discussion, it made sense to still figure out exactly how much this was going to cost because it's never cheaper to build and then come back and build again. When we started site planning, Jim McKnight shared with us the overall vision of accessing the nodes. You have already started phase 1 of it, which is done now. That was pervious paving; sidewalks that would connect to the community center across the street. We included all of the suggestions that made sense into our first bid package. The bids came in over the published budget by about 22%. Because of the timeline of the school's having to be complete with the full project by next August to not disrupt the school, we just went right back out to bid. We raised the budget so that the published budget would fall within the 10% of what we anticipated. We didn't just raise the budget. We also cut back some of the design and explored where we could save some money. It's called value engineering. We looked at the interior