Madison, WI
Milwaukee, WI
Sheboygan, WI
UWEC STEERING COMMITTEE MEETING MINUTES
Project:
University of Wisconsin Eau Claire Davies Center Redevelopment
Project No.:
07E2D
Meeting Date: Thursday, December 3, 2009
Location:
S202
Time:
2:00 a.m. – 5:00 p.m.
Present:
Design Team:
Ashraf Sadek, Bray Architects
Owner:
Russ Van Gilder, Beth Hellwig, Charles Farrell, Rick Gonzales, Terry
Classen, Jeff Kosloske, Michael Umhoefer, Susan Harrison, and Kate
Sullivan.
Reported By:
Ashraf Sadek, PE, IAIA
Amy Hobbs, UWEC
Purpose of Meeting: ADDITIONAL OPTION(S) TO RESTART THE PROJECT TO RESOLVE
THE ISSUE OF THE COUNCIL OAK TREE
DISCUSSION/ACTION
A. WELCOME AND INTRODUCTION:
1. Introductions were completed. A physical model of the building was presented to the
committee.
2. Dr. Hellwig explained the Approval of the previous Minutes will be done
electronically via email
B. KATE SULIVAN – CLARIFICATIONS ON OTHER SITE / BUILDING OPTIONS
1. Campus needs to see two sketches from Design Team that honors the 160 feet distance
from Phillips at the next meeting in December
UWEC NEW STUDENT UNION
Project No.:07E2D
Steering Committee Meeting
Thursday, December 3, 2009
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2. Campus needs to analyze the option that was discussed at our last meeting where building
is 60 feet from Phillips (can we still use loading dock at current Davies Student Center if
there is only 60 feet, need to have more space between new Student Union and the
Council Oak tree)
C.
BUDGET DISCUSSION -where are we on budget exactly? Have Jeff Kosloske
and Rick Gonzales been involved in the discussion to analyze our current
budget?
1. Russ Van Gilder explained they have a construction budget for the current design. Russ felt
that the project is in a comfortable overage; well within 10%. He doesn’t have too many
budget concerns. Russ promised to involve Jeff Kosloske and Rick Gonzales in the process
of controlling the budget as soon as the campus approves one of the redesign options.
2. Ash Sadek explained that the team was instructed to perform a cost estimate per square
foot for each program space and in addition to that, three detailed cost estimates were
completed by the following:
i) Concord Group, cost estimators – Illinois & Wisconsin
ii) The Samuels Group, contractors - Wausau, Wisconsin
iii) Market & Johnson, contractors - Eau Claire, Wisconsin
3. Ash Sadek indicated that all received estimates were over budget but the local, Market and
Johnson was the closest one to the design report budget. There is a possibility to perform
Value Engineering (VE) to maintain the cost within the budget, e.g. Kitchen Equipment over
$4 M.
4. Michael Umhoefer was pleased that these estimates address one of the requirements of
the students’ resolution.
D.
LEED Certification-has this been built into the budget at this time?
1. Dr. Hellwig stated that the building is currently very close to a gold standard. The students
voted to not go with certification due to cost. Depending on where we are in the budget, is
this an option? Do we have to go back to the student government? Tim Lauer felt the
committee needs to reach an agreement before going back to the students. The
Chancellor and David Miller had a conversation about this and should be brought back into
the discussion if this issue comes forth again. The inclusion of sustainable features is now
included in the contract. Certification (paperwork and documentation) is not a “central
service” but needs to start now if pursuing LEED certification. Michael Umhoefer felt the
file should be opened at the cost of $450 (registration fees) and re-examine the budget
when the final cost comes out.
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UWEC NEW STUDENT UNION
Project No.:07E2D
Steering Committee Meeting
Thursday, December 3, 2009
Page 3
2. Russ Van Gilder stated that the DSF guidelines and the original program is set for an
equivalent LEED Silver without the certification. When the redesign is approved and the
building is back on track, the budget can be reassessed and consider the possibility of the
certification. However, filing / registering the project with USGBC will not cost a significant
amount of money at this time. Bray will prepare a proposal for the required fees to
document the LEED requirements during the design.
E.
PARKING - what impact will each of the design options have on parking-is it a
wash for all three, or is there one option that will have less of an impact than
the others?
1. It was stressed that in all options, there will be a need to see existing parking on any
drawings to assess how it will be affected.
2. What impact on parking will be part of the comparison between the site/building design
options.
F.
REDESIGN SITE / BUILDING OPTIONS SCOPE
1. Parameters of site – UWEC asked the design team to consider the following:
i) NORTH - Keep Little Niagara 35 feet from building.
ii) EAST - 160 feet from the Phillips in one option and enough distance for accessing
Davies and pedestrian path during construction (>60 feet).
iii) WEST – 40-50 feet from the Council Oak tree.
iv) SOUTH - Maintain 26 feet fire lane north of the Putnam Park edge.
v) Height of building – the committee agreed not to go higher than the current design.
2. Re-Design Considerations
i) The committee agreed that the design team is requested to submit ONLY two
design options:
(1) Option 1 – Revised option #1 to move the building east and within the site
parameters above and modifications to the east side of the building to maximize
the distance between Philips and the east side of the building. Also, attempt to
save some of the ADA parking adjacent to Philips.
(2) Option 2 – new building option incorporating current program spaces into a
building that maintains the 160 feet west of Philips and all the other parameters
above. There must be adjacency diagrams to test fit the program areas in this
option and show entry points, loading, bus drop off, turning radius, and parking.
(3) Both options will be on floor plans and not 3D or facades
(4) Indicate in both options the lost number of parking stalls
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UWEC NEW STUDENT UNION
Project No.:07E2D
Steering Committee Meeting
Thursday, December 3, 2009
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(5) The design team will email the two options on Monday December 14, 2009 for
the committee members to review and comment. All comments need to be
returned to the design team on the same day in order for revisions to be made
and resubmitted to the Chancellor for approval by December 17, 2009
ii) The required massing design sketches need to be completed quickly with a minimal
amount of cost.
iii) Russ Van Gilder explained what the two options are for the design team to
complete. Footprint options will include moving the building 50 feet from the
Council Oak tree keeping with the Phillips building limits and the other would be 50
feet from the Council Oak tree and without consideration of the Phillips building
expansion restriction.
iv) A Discussion on shifting the building and just calling it good. The question would be
why didn’t the committee direct the design team to do that first?
v) Kate Sullivan showed a sketch representing her request for bubble diagrams
drawing, using an existing drawing showing how she thought the diagrams listed in
Item 2 above should look.
vi) The designs need to show how the issue of the tree was resolved, similarly, the
response to Nursing school complaints and the impact on parking.
vii) Ash Sadek demonstrated the current footprint of the building and the restriction
lines on all sides (see attached images). He then used diagrams to show a possible
future footprint of a new building. These diagrams illustrated the difficulty of
finding enough space for bus drop off and turning radius without encroaching into
the 160’ limitation on the east side. He indicated some of the reasons of selecting
the current linear building design that is responding to daylighting, views, energy
efficiency by directing the building East-West and we might lose most of these by
creating a “square” building with the limitation of 160 feet for Philips expansion.
viii) The committee expressed many concerns with the potential loss of parking and the
Phillips limitations.
ix) Russ Van Gilder stressed that whatever gets done needs to maintain as much of the
current design as possible. He explained that the current building design is actually
over 50% complete specifically the engineering systems.
x) Rick Gonzales expressed his concerns that the committee must explore every
option to ensure that when presenting the building to the community again, the
building will be accepted.
xi) The committee does agree on the concept for the west side of the building.
xii) Dr. Hellwig agreed that both options need to reflect the impact on parking and the
costs.
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UWEC NEW STUDENT UNION
Project No.:07E2D
Steering Committee Meeting
Thursday, December 3, 2009
Page 5
xiii) Discussion on true boundaries of Putnam Park. Terry Classen will talk to Ayres
Associates about the boundaries.
xiv) Michael Umhoefer felt the road in front of Nursing should be kept. He also would
like the diagrams not to affect the amount of programmable space.
xv) When will the diagrams be available? The committee would like them before
December 17 so the Chancellor can make a decision.
3. Ash Sadek stated if the design team had to completely redesign the building the cost would
be between $800,000 and $900,000. It would also take about 16 weeks for the design
plans to come up to the same level of the current plans as per DSF guidelines.
i) If full redesign, we will not make the February Board of Regents meeting
A.
OTHER DISCUSSIONS
1. Michael Umhoefer wants to know if the Chancellor’s decision to allow building within the
160 feet from Philips is enough to move the project forward or would we still need an
executive decision from the UW System? Kate Sullivan explained that it is not an executive
decision; the Chancellor has been in close touch with UW System regarding this matter.
2. Dr. Hellwig asked if students need to be more involved at this point. Michael Umhoefer
and Tim Lauer both thought it might be a little premature to involve them at this stage.
3. Because the Cabin serves alcohol, should it be in front of the Council Oak tree? Discussion
on the purpose of the Cabin and how to prevent possible over indulgence in alcohol
affecting the tree. Landscaping and other things can be done to protect the tree.
4. Russ Van Gilder stated that he never have an issue with a state construction zone except
for violating the construction boundaries in some incidents.
5. Winter break – Michael Umhoefer will be available the Monday after New Years, but not
on Fridays.
6. The need for meetings of the committee will decrease after approval by the Board of
Regents.
7. The geothermal heating for the Cabin will be under the parking lot.
8. The committee felt whatever decision is reached should be communicated before
graduation.
9. No bids have been received yet for cutting down the trees. Terry Classen will get an
estimate tomorrow. He is hoping for three estimates before choosing a vendor. One
option is to sell the wood and buy locally when wood is needed.
10. Terry Classen will dig up the Kent State plaque in the spring and keep it in his office.
11. Cancel the meetings for the week of Christmas and the week in between Christmas and
New Years.
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UWEC NEW STUDENT UNION
Project No.:07E2D
Steering Committee Meeting
Thursday, December 3, 2009
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12. On December 17 the committee will talk about the option that the Chancellor picks. All
that is requested is a set of diagrams not a formal presentation. The design team is not
required to be in Eau Claire for December 17.
13. The design team has all the responses to Volume 1 but is waiting for the final design
option. It was agreed to send responses immediately to UWEC.
14. Everyone should look at Volume 2.
15. Dr. Hellwig explained the building committee’s purpose to Russ Van Gilder. Another
meeting needs to be held at the beginning of the year with this group.
16. Meeting adjourned.
The above information is the interpretation of the meeting activities and comments; and should
be reviewed by all attendees. Please comment on any discrepancies and inform the writer as soon
as possible of any changes required. Date issued: December 4, 2009
Bray Associates Architects, Inc.
Ashraf Sadek, PE
cc:
All Present
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