Village Manager s Office, Community Development, and PW - Facilities Division

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1 Village Manager s Office, Community Development, and PW - Facilities Division SUBJECT: Village Hall Update Board Room Partitions AGENDA ITEM: 5.a MEETING DATE: November 18, 2014 VILLAGE BOARD REPORT TO: Village President and Board of Trustees FROM: Don Owen, Deputy Village Manager, (847) Jerry Aulisio, Owner s Representative, AT Group, (312) Tim Schwister, Facilities Manager, (847) Brent Troxell, Management Analyst, (847) THROUGH: Todd Hileman, Village Manager PURPOSE AND ACTION REQUESTED: Staff will brief the Board of Trustees regarding the Board Room of the Village Hall project, specifically focusing on the alternative of adding a folding partition to protect the dais area from the rest of the Board Room when members of the public are using the room without Village staff supervision. BACKGROUND/DISCUSSION: The new Board Room has been designed with a flat main floor and raised dais area to eliminate the need for stadium-type seating and provide more flexibility in how the room can be used (refer to Attachment A Board Room Views). At the September 16, 2014 Village Board Meeting, the Board considered the following two alternates to partition the newly designed Board Room into smaller meeting spaces for staff and public use: Skyfold Partition: Mechanically operated, vertically-raised sound partition that will separate the back third of the room from the front, creating an area that can be used for smaller meetings on a regular basis. This alternate was approved. Dais Partition: Manually operated, horizontal folding partition to separate the dais area from the rest of the Board Room when not in use for Board or Commission functions. This alternate was referred back to staff to review additional construction and maintenance cost information. Dais Partition Goals Protect dais area from potential damage during unsupervised public use of the space Provide added security for the administrative spaces immediately behind the dais Note: A dais partition is not required to provide additional meeting space for the public 1

2 Partition Layout Referring to Attachment B, the approved Skyfold Partition will be available to separate the Board Room into two smaller meeting rooms of approximately 1000 sf and 600 sf by closing off the back third of the room. A concern has been voiced by a member of the Board of Trustees that non-supervised, public meetings in the larger 1000 sf part of the room would allow access to the dais area and the administrative areas behind the dais and could result in damage to the dais area or security breaches to the facility. Referring to Attachment C, the Dais Partition would isolate the dais area from the rest of the room and create a smaller space of approximately 800 sf that could also be used for outside, non-supervised public meetings. Due to the ceiling configuration and the exiting requirements for the room, the Dais Partition would be located approximately 15 feet from the dais area to include a required exit from the dais space and be stored along the north wall of the Board Room (refer to Attachment D). The operation of the partition requires an overhead track that would run along the front of the room and continue back along to the north wall. BUDGET: Potential budget impacts are in two areas: (1) partition construction and maintenance costs, and (2) FF&E repair and replacement costs. Partition Construction and Maintenance Costs Partition Cost: The Skyfold Partition alternative was approved at a budget of $250K and is included in the current Guaranteed Maximum Price (GMP) for the project. The cost for the Dais Partition alternative shown below is $30,849. This has not been approved and is not in the current GMP. Partition (furnished and installed) $ 16,780 Structural Framing $ 12,600 CM Overhead, Fee & Insurance $ 1,469 Total Add $ 30,849 Partition Maintenance: It is anticipated that the maintenance of the partition will be increased from that experienced for the current Board Room due the need for weekly, if not daily, deployment of the partition. The partition is specified with a two year, parts and labor warranty Estimated maintenance cost $1,000 per year Expected partition life 12 years Total Maintenance Costs $12,000 Total construction and maintenance costs over the life of the Dais Partition are estimated at $42,849. These costs can be expected to be repeated on a 12-year cycle. FF&E Repair and Replacement Due to the formal nature of Board and Commission meetings, the furniture, fixtures, and equipment (FF&E) in the dais area will be higher quality than other areas in the building. The most susceptible finish in the area is the millwork. The costs for the dais and other finishes in the dais area are estimated at approximately $75,000. Assuming the millwork was damaged, and depending on the location and amount of damage, it would not be uncommon to have to replace an entire face of the dais. In this case, the repair of the millwork and other finishes in the space would be estimated at $40,000. The dais chairs could also be damaged and are valued at $3,300. Technology on the dais and in the dais area (computer, microphones and document cameras) is also susceptible to damage. The cost to replace this equipment is estimated at $4,750. The potential repair/replacement costs to the dais millwork, chairs, and technology are estimated as follows: Millwork and Finishes $ 40,000 Chairs $ 3,300 Technology $ 4,750 $ 48,050 2

3 Current security plans include cameras within the Board Room and meeting spaces with monitoring by Dispatch, which is located on the second floor of the new addition and manned 24/7. Estimates for additional security could be added to the dais area: Gate at ramp $ 750 Keycard access for the adjoining conference room $ 4,000 RECOMMENDATION: The location of this space is in the Police facility, which should act as a significant deterrent to individuals considering damaging the dais area. Also, with Dispatch remotely monitoring the space, a police officer could be quickly called to respond to unwanted activity in the dais area. If additional security for the dais area is desired, a cost-effective ramp and/or keycard system could be installed for approximately $5,000. Lastly, a Dais Partition at an initial construction cost of $30,849 would provide the greatest level of protection for the area and equipment. ATTACHMENTS A. Board Room perspective views B. Board Room showing approved Skyfold Partition C. Board Room showing both partitions D. Board Room showing Dais Partition in storage position 3

4 ATTACHMENT A 4

5 Village Hall Board Room Perspective Views 5

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7 ATTACHMENT B 7

8 Village Hall Board Room Skyfold Partition Location 8

9 ATTACHMENT C 9

10 Village Hall Board Room Skyfold Partition and Dais Partition Locations 10

11 ATTACHMENT D 11

12 Village Hall Board Room Dais Partition Storage Location 12