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					Approved 11/15/07
Keego Harbor Special Council Meeting Monday 7:00 P.M., October 29, 2007 Roosevelt Elementary School 2065 CASS LAKE ROAD, KEEGO HARBOR, MI 48320 CALL TO ORDER: Mayor Kline Called the meeting to order at 7:00 p.m. ROLL CALL: PRESENT Mayor Barbara Kline, Mayor Pro Tem Sidney Rubin, Council Members: Glenn Rogers and Joel Yoder

ABSENT: Council Member: Edwin Lowe STAFF PRESENT: City Manager Dale Stuart, City Clerk Linda Voll, Community Development Director John Baczynski PLEDGE OF ALLEGIANCE REGULAR AGENDA Selection of a design/build firm for the New City Hall/Police Station Building with reconstruction of the DPW Building. Manager Stuart indicated numerous questions were asked and answered from the Special meeting conducted on October 24, 2007. Process of elimination starts with the information Council received with general discussion to eliminate 3 to 4 design build teams. From the remaining design build teams Council would need to decide which design build team is best to build the New City Hall/Police Department with reconstruction to the DPW building. Manager Stuart listed all the design build teams. Monahan Company/Stucky Vital Architects, Ronnisch Construction/Biddison Architecture, Synergy/Partners in Architecture, Garrison Company/TPA Planning, Reliant Building/Harmala Architecture, Consolidated Development Company, Case Construction/Ted Hu Associates. He indicated that all are excellent firms with excellent credentials Council will have a difficult decision. Enough time has been allotted for Council to view all seven design build team proposals and offer a motion to reduce the seven by the process of elimination. Council Members voiced how thankful they were for all that turned in a proposal, with the numerous hours staff has spent on retrieving all the necessary information so Council can make a decision on which company will be the design build team will be. This is a very difficult decision. Open to the floor for public comment:

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Approved 11/15/07 Eric Gubka - 2066 Maddy Lane, Walter Sands – 2249 Maddy Lane, Mary Anne Lisac – 1746 Beechcroft, like Garrison’s proposal. Fred Atto - 2014 Willow Beach, Walter Sands – 2249 Maddy Lane, one plan should be approved then have companies bid on that specific plan. Ralph Behler – 1798 Cass Lake Front, impressed with Garrison but not enough square footage. Amy McWilliams – 1829 Maddy Lane, needs the right design for the community and office space. Karen Meabrod – 2255 Maddy Lane, discrepancy in the total square footage for the building is her concern. John Fletcher – 2306 Hester Court, was impressed with Monahan and Garrison design builds. Closed to the floor for public comment Motion by Council Member Yoder second by Mayor Pro Tem Rubin for a five (5) minute recess at 7:35 p.m. Ayes: 4 Motion Carried Council reconvened at 7:42 p.m. Manager Stuart explained the first elimination process. The original bidders were eliminated on their budget figures, being over budgeted or extremely below budget with no consideration to the DPW building. Part of the elimination depended on how the questions were answered with two to three design build teams standing above the rest. Council Members mentioned due to this elimination process Council has a better idea of which design build team they would consider for the New City Hall/Police Station, DPW reconstruction project. Council will consideration the growth of the City, activities that will be held at the City to provide an adequate building with ample space and needs. Open to the floor for public comment John Nichols - 2018 Willow Beach, asked about square footage. Rosemary Sands – 2249 Maddy Lane, in agreement with the elimination process. Walter Sands – 2249 Maddy Lane, he hopes the square footage of Garrison, Inc. proposal of the inadequate space allowance would not be held against them. Nays: 0 Absent: 1

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Approved 11/15/07

Closed to the floor for public comment Motion by Mayor Pro Tem Rubin seconded by Council Member Rogers for the elimination of design build teams Consolidated Development Corp., Ronnish Construction/Biddison Architecture and Case Construction/Ted Hu Associates. Ayes: 4 Motion Carried Nays: 0 Absent: 1 Lowe

Manager Stuart indicated the design build teams that are still being considered for the project are Monahan Company/Stucky Vitale Architects, Synergy/Partners in Architecture, Garrison Company/TPA Planning and Reliant Building/Harmala Architecture. Monahan Company/Vitale Architects Council directed general questions to the design team/developers of the proposed bidders for the new City Hall/Police Department, DPW Buildings - size of the building, exterior materials for the building, roof, parking and alternative parking were discussed, size of council chambers and community room, irrigation and landscaping, carillon, Rose Sortor Park, contingency, bonding, generator, crawl space, pricing and additional square footage with price, contingency amount, soil testing, DPW building to be re-skinned and footings and if a block wall would be added, price to include City Hall/Police Department and DPW building, generators included in the price, site plan for DPW building, signage, interior layout, energy, ADA unisex handicapped bathrooms and foundation. Open to the floor for public comment Mary Anne Lisac – 1746 Beechcroft, Rosemary Sands – 2249 Maddy Lane, Walter Sands – 2249 Maddy Lane, Karen Meabrod – 2255 Maddy Lane, Mr. Atto – 1024 Willow Beach, John Nichol – 2018 Willow Beach, Val Green – 3039 Kenrick, John Fletcher – 2306 Hester Court, Leslie Clark – 2086 Moss Amy McWilliams – 1829 Maddy Lane asked general question about site plans, elevations, parking, utilities, roof, generators, size of the Council Chambers, driveways, curbs and gutter and drainage provided, DPW elevations, outdoor lighting, paper storage, record vault preservation, importance of our City Hall to staff on the ability of doing their jobs adequately with staff growth, would like to see the elevation on Beechmont, has concerns with allowances to make sure that all the allowances are looked at closely, concerned about Rose Sortor Park, concerned about bonding, concerned about what heat and lighting cost would be for a new building. Closed to the floor for public comment Questions were answered by Mike Blanack – Monahan Motion for an eight (8) minute recess by Council Member Rogers seconded b Council Member Yoder at 9:29 p.m. Special Meeting October 29, 2007 3

Approved 11/15/07

Ayes: 4 Motion Carried

Nays: 0

Absent: 1 Lowe

Council Member reconvened at 9:38 p.m. Synergy/Partners in Architecture Council asked general questions of the design team/developers for the new City Hall/Police Department, DPW Buildings - size of the building, exterior and interior materials for the building, roof, parking and alternative parking were discussed, size of council chambers and community room, irrigation and landscaping, carillon, Rose Sortor Park, contingency, bonding, generator, crawl space, pricing and additional square footage with price, contingency amount, soil testing, DPW building to be re-skinned and footings to be added with block wall, price to include City Hall/Police Department and DPW building, generators included in the price, site plan for DPW building, signage, interior layout, energy, ADA unisex handicapped bathrooms, foundation. Open to the floor for public comment Karen Meabrod- 2255 Maddy Lane, Walter Sands likes the floor plan and exterior of the building, likes the look of the building, has concerns about restrooms, record vault, council chambers and foundation. Closed to the floor for public comment Reliant Building/Harmala Architecture Council asked general questions of the design team/developers for the new City Hall/Police Department, DPW Buildings - size of the building, exterior and interior materials for the building, roof, parking and alternative parking were discussed, size of council chambers and community room, irrigation and landscaping, carillon, Rose Sortor Park, contingency, bonding, generator, crawl space, pricing and additional square footage with price, contingency amount, soil testing, DPW building to be re-skinned and footings to be added with block wall, price to include City Hall/Police Department and DPW building, generators included in the price, site plan for DPW building, signage, interior layout, energy, ADA unisex handicapped bathrooms, foundation. Open to the floor for public comment John Fletcher – Hester Court, Walter Sands – 2249 Maddy Lane has concerns on this project when material is cheaper and the higher quality material is the same amount of money, conflict of interest would not be an issue with Mr. Harmala, footprint of old City Hall building, close to the street, concerned on reusing the existing parking lot. Council Chambers is a concern.

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Approved 11/15/07 Closed to the floor for public comment Garrison Company/TPA Planning Council asked general questions of the design team/developers for the new City Hall/Police Department, DPW Buildings - size of the building, exterior and interior materials for the building, roof, parking and alternative parking were discussed, size of council chambers and community room, irrigation and landscaping, carillon, Rose Sortor Park, contingency, bonding, generator, crawl space, pricing and additional square footage with price, contingency amount, soil testing, DPW building to be re-skinned and footings to be added with block wall, price to include City Hall/Police Department and DPW building, generators included in the price, site plan for DPW building, signage, interior layout, energy, ADA unisex handicapped bathrooms, foundation. Open to the floor for public comment Walter Sands – 2249 Maddy Lane, proposer should come up with an alternate for the Council Chambers that would need to be examined. This is a dramatic change for the city. Closed to the floor for public comment Each design team answered the questions asked of them by City Council. Motion by Council Member Rogers seconded by Mayor Pro Tem Rubin for a six (6) minute recess at 11:09 p.m. Ayes: 4 Motion Carried Council reconvened at 11:15 p.m. Each Council Member made their general comments about each design build team. Open to the floor for public comment Walter Sands – 2249 Maddy Lane, indicated the process is very sound but disappointed with the Garrison group not being the appropriate size, impressed with Synergy’s proposal. On the right track and fully supports the decision Council will make tonight. John Fletcher – 2306 Hester Court, agree with council on the approach Council is taking on choosing a design build team. Closed to the floor for public comment Nays: 0 Absent: 1 Lowe

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Approved 11/15/07 Motion by Mayor Pro Tem Rubin seconded by Mayor Kline authorizing the City Manager to proceed with Monahan Company to design the City Hall building and renovating DPW building. Ayes: 2 ` Motion Failed Nays: 2 Rogers Yoder Absent: 1

Motion by Council Member Yoder seconded by Council Member Rogers to authorize staff to negotiate and enter into a contract with Synergy on the design build for the New City Hall/Police Department and reconstruction of the DPW Building. Ayes: 3 Motion Carried Nays: 1 Kline Absent: 1

General comments were given by council members
ADJOURNMENT

Motion by Council Member Rogers seconded by Council Member Yoder to adjourn the meeting. Being no further business Mayor Kline adjourned the Special Council Meeting at 12:04 a.m.

___________________________ Sidney Rubin City of Keego Harbor its Mayor

_____________________________ Linda Voll City of Keego Harbor its City Clerk

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