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JULY 15, 2013
AGENDA
Catawba County Board of Commissioners Meeting
Monday, July 15, 2013, 7:00 p.m.
Robert E. Hibbitts Meeting Room, 1924 Courthouse
30 North College Ave, Newton

1. Call to Order

2. Pledge of Allegiance to the Flag

3. Invocation

4. Approval of the minutes from the Board’s Regular Session of June 17, 2013

5. Recognition of Special Guests

6. Public Comment for Items Not on the Agenda

7. Presentation:


Government Finance Officers Association Certificate of Achievement for Excellence in Financial Reporting and Popular Annual Financial Report Award. Presented to Finance Director Rodney Miller, Assistant Finance Director Jeanne Jarrett and Internal Auditor Kenneth Maynor.

8. Appointments

9. Departmental Report


Library:
Bid Award – Construction of Sherrills Ford-Terrell Branch Library. Presented by Library Director Suzanne White and Purchasing Manager Debbie Anderson.

10. Other Items of Business

11. Attorneys’ Report

12. Manager’s Report

13. Adjournment

PERSONS WITH DISABILITIES: Individuals needing assistance should contact the County Clerk at 828-465-8990 within a reasonable time prior to the meeting. . Access to the 1924 Courthouse for individuals with disabilities is at the south side (“A” Street). The elevator is located at the north end of the building. Participation in public meetings is without regard to race, creed, religion, national origin, sex, age, color, or disability.

INFOTALK/INTERNET: The Catawba County Telephone Information System will allow you to use your touch tone telephone to obtain current information on Catawba County 24 hours a day. Information is updated on a regular basis. Dial 465-8468 and INFOTALK will direct your questions with easy to understand instructions. Reach Catawba County on the Internet at http://www.catawbacountync.gov.

CALENDAR: The August Board of Commissioners meetings will take place on Monday, August 5, 2013 at 9:30 a.m. and on Monday, August 19, 2013 at 7:00 p.m. in the 1924 Courthouse in Newton.


PREVIEW OF COUNTY COMMISSION AGENDA
MONDAY, JULY 15, 2013, 7 P.M.
ROBERT E. HIBBITTS MEETING ROOM
1924 COURTHOUSE, NEWTON, N.C.

The Catawba County Board of Commissioners will consider awarding a bid for construction of a new Sherrills Ford branch library, which will have ample public areas to provide quality library services to one of the fastest-growing populations in the county, with a children’s corner and outside area, public meeting space and an area designed to meet public service needs of local residents such as obtaining building permits, when the Board meets at 7 p.m. on Monday, July 15, 2013, at the 1924 Courthouse at 30 North College Avenue in Newton.

The Board will also present the Certificate of Achievement for Excellence in Financial Reporting and the Popular Annual Financial Reporting Award, both from the Government Finance Officers Association, to the County’s Finance staff.

PRESENTATION
The Board will present a Certificate of Achievement for Excellence in Financial Reporting and the Popular Annual Financial Reporting Award, presented by the Government Finance Officers Association (GFOA), to the County’s Finance Department. The Certificate of Achievement for Excellence in Financial Reporting is the highest form of recognition in the area of governmental accounting and financial reporting, and has been awarded to the County for 31 consecutive years. The award is presented to governmental units that the GFOA says "prepare and publish an easily readable, understandable comprehensive annual financial report covering all funds and financial transactions during the fiscal year." The Popular Annual Financial Reporting Award is presented to local governments that create a report which gives highlights of the County’s fiscal year in a summary format in a manner judged by peers as outstanding across several criteria.

DEPARTMENTAL REPORTS

LIBRARY
The Board will consider awarding a bid for the construction of the Sherrills Ford – Terrell Branch Library to David E. Looper & Company of Hickory, NC, in the amount of $2,358,100, and authorizing a budget transfer in the amount of $190,800 from another project to meet the estimated costs. The library is planned to be a Silver Certified Leadership in Energy and Environmental Design (LEED) building.

The current branch library in the Sherrills Ford community was built in 1980 and expanded in 1990 to a 2,675 square foot facility. The current library was planned to hold 8,500 items and does not include any space for library programs or public gatherings. It does not have sufficient space to add materials to meet the needs of the growing community. On October 17, 2011, the Board authorized staff to move forward with the design of a 10,000 square foot library (including a 1,000 square foot meeting room) at 9154 Sherrills Ford Road. Jenkins Peer Architects of Charlotte was selected as the design firm. Several meetings were conducted with staff and the public to review the conceptual design. During a Special Session held on January 14, 2013, the Board expressed desire for an all-brick exterior and enhanced canopy over the front entrance at an additional cost of $127,100. On January 30, 2013, Jenkins Peer Architects was authorized to move forward with this design.

Bid specifications included several alternates:

• An additional 14 parking spaces, including paving (49 spaces are included in the base bid.) With 14 additional parking spaces, the library will be able to better accommodate anticipated growth in the Sherrills Ford and Terrell communities, as well as periodic community events the library is expected to hold.

• Additional acoustical control. Provide acoustical wall panels and ceiling sound panels. The library reading room will accommodate a wide variety of users, from community members reading newspapers, to students doing research, to children listening to stories being read to them. Acoustical panels on the ceiling and walls will allow those uses to comfortably occur in the same space. The panels are designed to absorb sound and prevent it from reverberating throughout the space, keeping it quieter and more pleasant for all.

• Lobby display case and associated lighting. A lobby display case will provide secure gallery-like shelving and lighting for artwork and artifacts provided by community members and through partnerships with local art institutions.

• Energy Monitoring System. An energy monitoring system would allow building users to access real-time energy consumption data for mechanical systems, lighting and plug loads. With this information, the building’s performance may be monitored and compared to expectations. This system will also achieve three points towards the LEED green building rating system for “Measurement and Verification.”

• Condensate Drywells. Provide four drywells to enable drainage of mechanical condensate underground, which will help prevent water from collecting on the ground or sidewalks. Drywells will also protect pipes from being stopped up and are aesthetically preferable. They also help discourage mosquito reproduction, reduce maintenance on pipes and eliminate visible pipes that would otherwise come out of the wall above the grade.

• Site Pole Lighting on parking lot lighting fixtures. By providing site pole lighting, the library would retain control over the layout, fixture models and lighting efficiency of the parking lot lights. Without this, parking lot lights must be leased from Duke Energy, which will have limited options and would entail higher ongoing costs for the lease. Seven light poles will be required for the parking lot. The lease cost from Duke Energy would be approximately $178 per month plus installation.

• Exterior window finish. Provide thermo set polyester finish in lieu of Kynar 500 finish. The Kynar finish carries a twenty-year warranty against peeling, cracking, excessive chalking, fading or color change. The standard polyester finish carries a ten-year warranty against the same items. The Kynar finish would increase the life of the windows and reduce maintenance over time. (Note: staff does not recommend the use of the thermo set polyester window finish.)

Bid specifications also included four preferred alternates approved by the Board: Corbin Russwin H2 Locksets which are used throughout most County buildings; decorative Window Film by Solar Graphic to be used outside the youth area; Mohawk carpet products, used as the basis for interior design to help achieve LEED points, and high volume, low speed ceiling fans made by Delta T. Corporation.

Nine general contractors were pre-qualified and, on June 18, 2013, six bids were received. Monteith Construction of Charlotte, NC, submitted the lowest bid, however, it did not provide a cost for Alternate #4 (Energy Monitoring System). Since Alternate #4 is desired and needed for the project, the bid cannot be awarded to Monteith Construction since it did not provide a bid for this alternate.

David E. Looper & Company, Hickory is the lowest, responsible, responsive bidder. Staff requests including all alternates in the award, except for the deduct Alternate #7 (thermo set polyester window finish, rather than Kynar 500 finish). David E. Looper & Company included all preferred alternates in its base bid at no additional cost, except for Preferred Alternate #4 (Large Diameter Fans), which will be an additional cost of $3,800. Including all alternates, except for the deduct Alternate #7, the total bid award to David E. Looper & Company would be $2,358,100. The construction should take approximately 300 days.

Looking at the total project cost estimates including technology and furniture, David E. Looper & Company construction contract, a three percent construction contingency and material testing, there is a shortfall of approximately $210,661. The Board will consider authorizing a transfer of unspent funds originally planned for the Animal Shelter project to meet this shortfall. Any other funds needed for technology or furniture would come from Library Reinventing Funds. This bid award and funds transfer comes with the recommendation of the Board’s Finance and Personnel Subcommittee.

CONTACT: DAVE HARDIN, PUBLIC INFORMATION OFFICER 465-8464