Minutes

REPORT OF THE FINANCE COMMITTEE

JANUARY 2, 2019

A meeting of the Finance Committee was held on Wednesday, January 2, 2019, at 7:00 p.m. in the Aldermanic
Chamber.

Mayor Jim Donchess, Chairman, presided.

Members of the Committee present: Alderman Michael B. O’Brien, Vice Chair
Alderwoman-at-Large Shoshanna Kelly
Alderman Patricia Klee
Alderman June M. Caron
Alderman Linda Harriott-Gathright

Members not in Attendance: Alderman-at-Large Brandon Michael Laws

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Alderman Klee

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REMARKS BY THE ALDERMEN

Alderman O’Brien

| want to thank Alderman Caron, | don’t want you to think | was against you there. | was trying to come up with
a way with a compromise for the situation because | think as the people voted, they do support the Performing
Arts Center, | know a lot of us do. So just trying to look for the best way; but | think you were prudent in
coming up —| think the tax payers would like to see a clear dollar amount. So it was my pleasure to support
you with that. Thank you.

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Mayor Donchess

So the amendment passes so the motion is now before us to approve the contract with a not to exceed number
of $400,000.00. Is there any further discussion?

MOTION CARRIED

From: Dan Kooken, Purchasing Manager

Re: Architectural Manager Services Contract for 201 Main Street — Performing Arts Center (“PAC”)
(Value: $TBD)

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE, AND AWARD THE CONTRACT TO

ICON ARCHITECTURE, INC. SOURCE OF FUNDING IS DEPARTMENT 183, ECONOMIC

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Mr. Cummings

Yes with the explicit understanding that we may need to, if the money comes in less, repurpose those funds
into another place in the project.

Mayor Donchess

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Alderwoman Kelly

| didn’t move. Do we want to move to amend?

Mayor Donchess

Well | just wanted to get going. Why don’t we make a motion to approve it and then entertain motions to
amend?

MOTION BY ALDERWOMAN KELLY TO ACCEPT, PLACE ON FILE, AND AWARD THE CONTRACT TO
HARVEY CONSTRUCTION. FUNDS ARE AVAILABLE IN DEPARTMENT 183, ECONOMIC
DEVELOPMENT; PERFORMING ARTS CENTER BOND

ON THE QUESTION

Mayor Donchess

So motions to amend are in order.

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Mr. Griffin

Correct.

Mayor Donchess

Unless it was less than whatever the amount of whatever the floor or the ceiling is, whether it is $10,000.00 or
$25,000.00 or whatever we do, if it is less than that, the Committee could simply be informed. But if it
exceeded whatever the requirement is at that time, we would need to come back.

Mr. Griffin
Correct.
Alderman O’Brien

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Alderman Klee

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Mr. Cummings

If | may Mr. Mayor — | think we have a pretty good understanding of projected estimates right, so we know that
per the bond resolution $15.5 million has been authorized. We are anticipating somewhere in the vicinity of a
little over a $1 million dollars of design. But | would not want to be held to that number explicitly because you
do have that other rule which is you have to come back for every $10,000.00 increment changes and that is
tough type of contract to manage.

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Mayor Donchess

This will have to go to the full Board as well?

Mr. Cummings

It may not. Definitely the architect will.

Mayor Donchess

Anything over a million, but | guess 2.9% is not. Ok, alright so the proposal is for Harvey Construction;
obviously the City has dealt with Harvey many times. Are there any discussion/questions, anything about the
contract?

Alderman O’Brien

Thank you Mr. Mayor. Mr. Cummings, is what you say, because | have never really seen a to-be-determined