MINUTES

MINUTES

STATE OF NORTH CAROLINA	BOARD OF COMMISSIONERS
COUNTY OF HENDERSON	SEPTEMBER 8, 1999

The Henderson County Board of Commissioners met for a special called meeting at 3:00 p.m. in the Commissioners= Conference Room of the Henderson County Office Building at 100 North King Street, Hendersonville, North Carolina.

Those present were: Chairman Grady Hawkins, Vice-Chair Bill Moyer, Commissioner Renee Kumor, Commissioner Don Ward, Commissioner Marilyn Gordon, County Manager David E. Nicholson, and Clerk to the Board Elizabeth W. Corn.

Also present were: Finance Director J. Carey McLelland, Staff Attorney Jennifer O. Jackson, Risk Management Director Bill Byrnes, Sheriff George Erwin, and Captain Eddie Pruitt. Four representatives from the architectural firm of Grier-Fripp were also in attendance: Moshen Ghoreisho, Alan Baldwin, Glenn Ware, and Paul Bonsal.

CALL TO ORDER/WELCOME

Chairman Hawkins called the meeting to order and welcomed those in attendance.

PRESENTATION BY ARCHITECTS

Glenn Ware updated the Board on the status of the project. He stated that there was no final estimate of costs yet as the estimator was currently working on that. The package is just under $8 million which does not include the site preparation. They are currently completing documents which are 90% complete at this time. The documents will go to the printer this Friday and be ready for bidders next week.

He also informed the Board that the pre-bid conference is scheduled for September 24 with bid opening scheduled for October 8, 1999. They plan to include alternates in the bid documents for the contractors. Following the bid opening the Board will have to award the bid and then issue a notice to proceed.

Glenn stated that they anticipate beginning construction by the end of October 1999 with May of 2001 the target date for final completion and occupancy.

Paul Bonsal reviewed the architectural drawings with the Board.

1^st drawing - Back elevation, view of the building from along the railroad tracks.

2^nd drawing - Front elevation, view of building from Grove Street. This view showed a partial wall at the front of the building with signage which marks the entrance for the jail.

Commissioner Ward questioned the cost for the wall and the planned entrance. Paul explained that the cost is approx. $15,000 - $20,000.

3^rd drawing - First Avenue Elevation. This view showed some secure fencing and some ornamental fencing.

Commissioner Ward questioned the cost for the ornamental fencing. Paul explained that the planned ornamental fencing is approx. $40 per linear foot. He compared it to other options.

4^th drawing - Fourth Avenue Elevation.

Paul Bonsal showed on the drawings how they had incorporated some of the same finishes, colors, and lines of the Courthouse which will adjoin the facility.

PROJECT BUDGET

Carey McLelland distributed a one page hand-out of the project cost, as follows:

NEW DETENTION CENTER

PROJECT COST ESTIMATE

September 8, 1999

Project Cost:

Construction $7,503,055

Bid contingency (6%) 450,183

Subtotal 7,953,238

Add:

A & E fees (10%) 795,324

Furniture, fixtures, equipment 325,000

Project contingency (4%) 318,129

Financing costs 200,000

Subtotal $9,591,691

Less:

Project funds available (from last year) 825,418

Amount to be financed $8,766,273

Mr. McLelland reviewed this with the Board and answered questions.
PROJECT TIME SCHEDULE

David Nicholson reminded the Board that the form of financing for this project is Certificates of Participation (COPS), not bonds. The Board had created a non profit to flow the money through at the September 7 Board meeting. In case we need to fall back on another form of financing, BB & T is interested in working with Henderson County.

David informed the Board that he had planned that the Board would consider awarding the bid at the mid October Commissioners= meeting (October 20, 1999). September 24 will be the bid opening, here in this same room.

He discussed with the Board that this is non-appropriated money and talked about the possibility of needing to purchase bond insurance.

David and Carey will go to the Local Government Commission (LGC) on October 5 with this project.

David told the Board that the project is ready to go to bid.
DIRECTION TO STAFF

Chairman Hawkins made the motion to direct staff to proceed with bids on the project. All voted in favor and the motion carried.

There continued to be some discussion regarding the cost of the wall and other treatment proposed for the entrance to the jail, regarding costs and other options considered.

There being no further business to come before the Board, Chairman Hawkins adjourned the meeting at 4:00 p.m.

ATTEST:

Elisabeth W. Corn, Clerk Grady Hawkins, Chairman