BOARD FACILITIES & LAND USE
PLANNING COMMITTEE
Peralta Communit y College District
Adopted MINUTES – September 21, 2005 Meeting
Meeting of the Board’s Facilities & Land Use Planning Committee
Wednesday, September 21,, 2005 from 5:00 pm to 6:30 pm
Chancellor’s Conference Room
District Administrative Center
333 E. 8th Street
Oakland, CA 94606
Attendees:
Sadiq B. Ikharo, Director of General Services
Trustee Bill Withrow
Atheria Smith, Consultant
Joseph Blenanski, Academic Senate
AGENDA ITEMS DISCUSSED
Item #1 – Consider Minutes of the last Board Facilities & Land Use Planning
Committee: Carol Reil took notes at the last meeting had an emergency today and had
to go home. Per Sadiq, minutes will be made available at next meeting including
discussion today.
Item #2 – Update and Review of the District Projects:
DAC Renovation: (Project Update by Sadiq B. Ikharo) – With the permission of the
Chancellor, Director Ikharo discussed with him that he was going to bring some
information about the District Administration Center Renovation Project. There are three
(3) renovations that Director Ikharo would like to bring to the Board’s attention. Director
Ikharo also presented these renovations to the District-wide Facility Committee (DWFC)
at their September 20, 2005 meeting.
The item in the package that Sadiq made available to the Board included:
1)
Facility Renewal Request from Margaret Haige, VC of Educational
Services. What they indicated was that some of the renovations they
would like to see in Educational Services and their letter of justification
for doing this.
Per Director Ikharo, from what he has gathered, from an historical perspective, was that
Ed Services use to be located on the right-hand side of the Administrative building and
when they were expanding the Senior Vice-Chancellor’s office area that is how Ed
Services relocated to the area where they are now. The space Ed Services currently
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9/21/05 – Minutes
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occupies now is cramped. They don’t have enough room to be able to work and store
materials that they need to store there and be able to do adequate movement around to get
that done. Right now Ed Services has around 9 staff members in that department and
they are looking at getting about 4 more individuals that could be working with them in
that space. Some of these individuals will come from the Colleges to work either as part
of assessment or part of one program or the other, as needed. Some of these individuals
would be in positions that are opened that they have not yet filled. So, the staff room
they currently have, over in that department, they want to compact the staff room to two
offices where some of those staff would be housed. As a result of that, they will need
some renovations to be done in that area.
During the Phase II part of construction it was the District’s intent to improve the
following items in Education Service:
1)
2)
3)
Alarm and Fire Safety System
Sound proofing the female restroom so that the noise and flushing from that
restroom would not disturb staff working on the other side of the wall, since they
were very close.
Work on one of the doors that leads to the office of the Vice Chancellor’s for Ed
Services.
Those are the only 3 items that were identified to be done during the Phase II part of
construction that is in progress right now; Phase II only.
The District does, however, anticipate that by the end of this month, September/ 2005,
that Phase II will be completed. The furniture is coming in this Friday (9/23/05).
Contractor will assemble them on Monday (9/26/05) making those office available for
Human Resources, Budget & Finance and Payroll departments to move back to those
renovated areas in the Administrative Building.
Part of the Facility Request proposal from Educational Services includes the following
improvements for their area:
1)
2)
3)
Partition the current conference room in Ed Services so that it would be divided
into two offices.
Change the carpet because the carpet they currently have has been there for quite
a long time and is worn, it looks really bad.
Light painting done to the walls.
Per Director Ikharo, page 3 of the Educational Services Facilities Request lists itemized
Architectural Costs to have Architectural work done for Phase III of this project, should
the District decide to have this work done. Total cost would be between $28,000 $40,000 for Architectural Services, if the District decides to do this work.
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Page 4 lists a breakdown of all the areas outlined on page 3. Those areas include:
1)
Ed Services - 2,500 sq. ft. @ $40/sq. ft.
2)
Atrium – As a result of the mechanical work that was done underneath this
building to secure it structurally, some of the floor tiles are breaking off., causing
a tripping hazard. The District wants to avoid liability, should someone get
injured as a result of these broken tiles. As a matter of fact, one of the Trustees,
Alona Clifton, tripped not too long ago. Plans are to redo the whole atrium floor
to avoid any further hazards.
3)
Legal Counsel Office – Because Legal Counsel has Interns that work in that
department from time to time, they currently have only two offices. One is for the
Paralegal, Larksmi Kerner, and the other for the General Counsel. The District
intends to use one of the rooms that Trustee Bill Riley currently uses to use and
close the door and reopen another door, from the Legal Counsel office so that
they can be able to use that place for storage of legal records that need to be on
site. This area will also be used to house the legal interns that might be working
with that department. At any given time that have about 1 or 2 interns that work
in that department. Plans are to utilize that room, change the carpet and also paint
the walls. Cost is estimated as $25, 000.
4)
District Admin Ctr. – Breakroom for staff. Anytime the District has an activity
for the staff, such as staff appreciation, or other staff functions that require food
preparation, the Breakroom is utilized. The District would like to bring it up to
code. Upgrades includes:
a)
Changing the carpet
b)
Painting the walls
c)
Removing and replacing the stove
d)
Add an additional sink with a compactor
e)
Create an area when staff can relax; a private area
Estimated cost could be about $290,000. Proposal was provide by Architect
(SPACE). This Architectural Company also worked on the Phase I and II of this
project. Architect did walkthrough of that area, interviewed staff to find out what
would work best for them and based on their finding prepared a proposal for the
District’s approval. This estimated is on the high-side, however, Director Ikharo
feels that with the competitive bidding progress expectation are that this figure
will come down much lower than what is estimated. Fund source will come from
Measure B Misc. funds.
Also, because the conference room in Ed Services will be eliminated and because
there are not a lot of rooms to meet in the District, Admin Center, plans are
(during Phase II construction period) to create a conference room over in the area
that was previously occupied by Duplication Services. The Duplication Services
has now moved to the newly renovated Purchasing Area (Phase I). Conference
room will be available to Ed Services and any other District-wide meetings that
come up in the future. This will be considered as an alternative conference room
that the District does not have currently.
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Item #3: Vista Permanent Facilities (Project Update by Director Ikharo):
Right now the District is working with Swinerton, Jeff Gees, VP President (Western
Region) along with S. J. Amoroso to see if we can be able to come to a workable solution
to be able to incorporate changes as part of the over all projects. They indicated that if
they did that there would be a project delays by another 2 months. Whereas this is
something that can be phased in, right now, while the work is ongoing. That is the
challenge that we have regarding those changes.
We have a DSA Inspector that is hired by the District. He is onsite everyday His name is
Doug Kirk and he reports to Director Ikharo and also is a liaison with Swinerton. Doug
is the one that goes through an RFI (Request for Information) to see if what they have
done is in compliance. When a job is finished he will need to inspect and sign-off that
they have met with the CBC and Title 24 codes requirements for DSA approval. If he has
exception where he disagrees with the contractors and they cannot resolve an issue then
Director Ikharo will get involved. Director Ikharo will write a letter `demanding that the
work be done and outline the consequence for delays. Usually demand letters are met
with positive responses. Director Ikharo has written about 4 demand letters since the
project started.
Otherwise, things are moving fine, in terms of construction and time. We are not
anticipating any major development. Most of the critical items for that project have been
put in place.
One item that will be brought to the Board on Tuesday is the storm drain item. The City
of Berkeley has decided that were not going to do the rain water storm drain to go into
the sewer. We will have to build our own because there wasn’t one provided. The
original size has been increased for 12 to 15 inches. A bid is out due to close on the 27th
of this month. The material will be brought to the Board and the public before the bid
opening. Architectural drawing have been done and this storm drain will run from the
building to the center of the street then go along the curb all the way through Milvia
Street, from Center Street to Milvia Street. The District is required to pay the costs, but
what the District is planning to do to recoup the money back is: Any builder that is
putting on a life building that is required to utilize this drain will have to reimburse
Peralta the cost of doing this.
Last week the District met with Seagate Properties. Seagate Properties are putting up a
building across the street from the New Vista Facilities. The District is negotiating an
agreement where they will pay some of the costs that we are using for that. Anybody that
wants to tie in that that storm drain, in the future will have to reimburse Peralta for the
use. It will always stay the District’s property, for now, except if other arrangements are
made. In fact, the agreement is going to include the City of Berkeley to be witness and
also agrees whoever ties into this will have to reimburse the District. The City of
Berkeley was present at the negotiation meeting, held last week.
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Questions and Director Ikharo’s Response:
1. How will that work, the payment part? Anybody that wants to tie into this drain will
pay a one-time reimburses cost to Peralta.
2. Will 15-inch then accommodate the whole new major structure, dumping water into
the storm line? Altogether the diameter of the pipe that they will lay is 15-ft, from
Center Street to Milvia Street.
3. The Skylight, when approximately will it be put in place? That was supposed to be
put in place in October/2005.
4. The Skylight - Will it come in pieces and then be assembled on site? It is being
manufactured in Boise, ID, they will be put together, shipped here and then installed
them once they arrive.
Item #4 Laney Library Leaks (Update by Director Ikharo)
There are some building leaks that have been at Laney to prevent water from coming into
the Library and classrooms or from going through the walls into the building. Project is
in progress.
Other Items:
Trustee Withrow asked: If we had other Trustees here would we have been voting on any
of these items?
Director’s Ikharo’s response: If other Trustees were here, under Phase III of the District
Renovation, we would want to recommend this to the full Board or recommend this as a
project to be done. The Chancellor will also be speaking to you and the Board about this
project. If he agrees with what we have here, this might be what we will put out to bid,
he might decide to scale back on some of it. But we will not be able to know that right
now because he has not seen these figures yet. These figures only came yesterday. I will
be running this part through him so you might see this again. The Chancellor is out and
is due to return on Monday.
Usually these meeting are conducted on the second Wednesday of the month however
since Trustee Linda Handy was not available on that day so it was rescheduling for
today. Trustee Withrow suggested that it would be better to conduct these meetings on
the week of the second Board meeting of the month, so that there would be more time in
between to go and do your own work. For example, right now, we have standards and
policy meetings on the 29th and then there are IT Technology meetings. Has IT and
Facilities meeting been collapsed into one? Per Director Ikharo, the projection was for us
to collapse IT and Facilities so that we could just come for one meeting and not have to
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do separate. But, the directive to collapse it has not come forward. That would need to
come from the Board through the Chancellor for staff to implement.
The next meeting is to be announced, possible the end of October.
Meeting Adjourned.