1990-02-27 Special Meeting
MINUTES OF SPECIAL MEETING, FEBRUARY 27, 1990
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ASSEMBLY
The New Hanover County Board of Commissioners met in a joint
session with the New Hanover County Airport Authority on Tuesday,
February 27, 1990, at 4:15 o'clock P.M. in the Airport Conference
Room, 1901 Hall Drive, Wilmington, North Carolina.
Members present were:
Commissioner E. L. Mathews, Jr.
Vice-Chairman W. Albert Corbett, Jr.
Chairman Fred Retchin
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Members absent were:
Commissioner Jonathan Barfield, Sr.
Commissioner Nolan O'Neal
Members present from the New Hanover County Airport
Authori ty were: Chairman John G. Ashby; Paul E. Gregory; H.
Thompson King III; Shirley T. McQueen; and William Schwartz.
Chairman Retchin called the meeting to order.
AIRPORT TERMINAL COMPLEX STATUS REPORT
Director of Engineering & Facilities, Ed Hilton, expressed
appreciation to the County Commissioners for touring the new
facility and stated the terminal should be opened and operational
by early fall. He presented an update on construction activities
and explained the following budget summary of the project:
AIRSIDE PROJECT
Apron Pavement Contract
Electrical Contract
Trans to Admin/Landside
2/23/90
$5,067,018
$ 72,095
$ 1,500
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LANDSIDE PROJECT
DOT Paving Contract
Proposed Paving Contract
Lighting
Landscaping
Signage
$ 655,200
$2,310,757
$ 344,975
$ 225,914
$ 272,000
TERMINAL BUILDING - PHASE 2
General Contract
HVAC Contract
Plumbing Contract
Electrical Contract
Loading Bridges
Design-Admin. Exp./Furnishings
Contingency
$3,293,299
$1,208,770
$ 418,851
$1,517,490
$ 247,497
$ 23,400
$ 241,097
*Project Contingency
$
43,600
10/24/89
$4,932,332
$ 66,325
$ 655,200
$2,864,800
$ 225,914
$ 272,000
$3,231,476
$1,210,500
$ 409,800
$1,416,050
$ 290,000
$ 183,510
$ 161,504
* The Airport is refunding $24,052 for Taxiway D improvements
which is included in the project contingency.
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Discussion was held on the apron paving/lighting projects,
the entry road project, and terminal building changes. Director
Hilton listed the following additional costs:
Original Cost
Apron Paving/Lighting $140,000
Increase in cost due to extra
edge lights, concrete handwork,
& additional underground service
pipework.
Project Cost
$171,942
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'84 (}UNUTES OF SPECIAL MEETING, FEBRUARY 27, 1990 (CONTINUED)
Terminal Building Changes to Date
as follows:
$170,584 broken down
CP&L required changes
Modifications to fit field conditions
Changes or clarifications to plans
Required Code Changes
Changes for the Airport or USAir
TOTAL
$ 9,450
7,190
33,536
46,872
73,536
$170,584
Estimates of Additional Building Changes Being Processed
Fit Field Changes
HNTB Changes
Code Required Changes
Airport
TOTAL
$ 1,107
11,326
72,281
159,146
$243,860
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Director Hilton stated anticipated additional costs are
expected for code requirements such as city required backflow
preventers, a fire alarm monitor for the building management/PSO
control room, additional concrete work around the electrical
transformer pad, and additional engineering fees for soil and
concrete testing by Bhate Engineering.
Discussion was held on the amount of additional costs due to
required code changes. Director Hilton stated building code
changes have occurred in 1982, 1985, and in Phase II, which
reclassified the building and did require additional engineering
and design services.
Mr. Steve Reiss, HNTB Project Consultant, presented the
following fee request and an explanation of additional costs:
Testing & Geo-Technical Services
compensation for Additional Services
Completion of Construction Monitoring
$74,000
41,500
51,500
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Services Provided by Bhate Engineering
(1) Unanticipated removal of 15,000 roots and stumps.
(2) An additional 2 1/2 months required by the contractor
for completion of the apron paving contract which
required additional time for Bhate Engineering since
they are responsible for inspection of the paving work.
(3) Approximately 14 hours per day for 12 months was
required in order to provide field inspection,
testing of paving, and removal of stumps which were pro-
jects being performed at the same time.
(4) Approval of a change in the concrete paving mix which
required additional testing.
(5) Due to inclement weather, the asphalt testing crew was
delayed.
Explanation of Adjustment to Design Fee for HNTB
(1) Significant changes in state and federal requirements
that have impacted on the project and HNTB Design Fee:
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a. FAA amended requirements for security systems
which have required considerable design work.
b. The building was constructed in two phases with
two different contractors for each phase. Root
leaders were placed a few inches off and holes
were mislocated in the slab; therefore, adjust-
ments had to be made by the present contractor.
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MINUTES OF SPECIAL MEETING, FEBRUARY 27, 1990 (CONTINUED)
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Chairman Retchin expressed concern for HNTB as the on-site
inspector allowing errors of this nature to occur and stressed
the importance of someone other than the County being held
responsible for the additional costs. Mr. Reiss stated on a
daily basis HNTB must make judgement calls as to whether work
should be ripped out when performed incorrectly or whether
modifications can be made to resolve the error at a minimum cost
and at the same time avoid a delay in construction. Director
Hilton stated additional construction costs for the modifications
are less than $8,300.
Vice-Chairman Corbett stated he understands that mistakes
occur in a project of this size; however, he strongly feels the
County should not bear any portion of the expense due to an
error.
Mr. Reiss commented on the 10% retainer fee stating this is
the County's security deposit which is not released until the end
of the project.
Director Hilton stated he would approach the original
contractors to negotiate recovery of the $8,300.
(2) Requested Adjustments by USAir
a. Baggage Service Room
b. VIP Room - (USAir just recently decided to have
a VIP Room which required design modifications.)
c. Installation of 20-ton air conditioning unit in
the restaurant area.
(3) Changes in State and Federal Codes
a. Change of building from a "mall" classification
to an "atrium" classification. (Significant
impact on the type of construction, existing
requirements, and smoke evacuation system.)
b. Minor changes to the rent-a-car area.
(4) Completion of the Project: The original plan called
for completion of the HNTB Work Authorization by
June 1. Due to additional items, such as the USAir
space not being completed, HNTB has proposed a fee
that will reduce the field staff to handle the
remainder of the project on an "as needed" basis with
payment for every hour worked.
A lengthy discussion was held on the changes in the state
code which reclassified the new terminal as an atrium. Mr. Reiss
stated if the building had been constructed in one phase, the
structure could have been grandfathered under the code changes;
however, the building did remain dormant for 1 1/2 years;
therefore, the adjustments and reclassification applied to the
structure.
Vice-Chairman Corbett questioned the original agreement with
HNTB stating he understood they would provide field services
until the completion of the project. Director Hilton stated the
original Work Authorization with HNTB established the date of
June 1; however, due to upgrading USAir space and additional
construction work involved with complying to the code
reclassification, Staff feels it would be in the best interest of
the Airport and County to extend the Work Authori~ation to have a
field inspector on site for a period of three months~
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~.If;t., O~:tfltrES OF SPECIAL MEETING, FEBRUARY 27, 1990 (CONTINUED)
Chairman Retchin asked if a specific contract price was
established with HNTB or was the price based on hours worked?
Director Hilton stated the contract was based on a "not to
exceed" amount for a certain period of time.
A lengthy discussion was held on funding. Director Hilton
advised the Commissioners that State funds of approximately
$2,000,000 would be received instead of $800,000 as originally
anticipated.
Airport Authority Chairman Ashby stated since the Airport [
Authority was responsible for obtaining additional funds,
hopefully the Commissioners will agree to apply a portion of the ~:
funds to the $3,800,0000 reconstruction of Runway 16-34.
After further discussion of additional costs and anticipated
costs projected, Director Hilton requested the Commissioners to
approve a Budget Amendment in the amount of $490,013 to transfer
interest earned on the money in the capital project and money in
last year's operation fund balance into the Capital Project
Account to be designated for the additional work items presented
by HNTB and proceed with the allocation of $90,000 for the
security system.
Motion: Vice-Chairman Corbett MOVED, SECONDED by Commissioner
Mathews to approve a Budget Amendment in the amount of $490,013
transferring last year's operation fund balance and the interest
earned on monies into the capital proj ect with funds to be
allocated for the security system, furnishings, and the following
disbursements:
Additional payment to Bhate Engineering
Additional design for HNTB
Additional HNTB cost for monitoring project
$74,000
$41,500
$51,500
Voting Aye: Commissioner Mathews
Vice-Chairman Corbett
Chairman Retchin
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Upon vote, the MOTION CARRIED AS FOLLOWS:
Absent:
Commissioner Barfield
Commissioner O'Neal
DISCUSSION OF INSTALLMENT FINANCING
County Attorney Pope stated during the last session of the
General Assembly the statutes were amended to allow local
governments to utilize installment financing. At present, the
county has utilized this form of financing and plans to fund the
USAir terminal project through this funding mechanism. County
Attorney Pope stated as of date there is pending litigation in
the State Court with reference to the constitutionally of this
financing and at this time no one knows the decision that will be
rendered on this matter. He stated the Commissioners will be
informed of any action taken.
Chairman
Director of
Commissioners,
next two weeks.
Retchin stated Mr. Ron Aycock, the Executive
the North Carolina Association of County
feels this matter should be resolved within the
DISCUSSION OF PARKING AREA IN NEW TERMINAL
Vice-Chairman Corbett inquired about the parking lot
arrangements at the new terminal.
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Airport Manager Kemp stated that a decision as to what
Republic Parking will provide will be received shortly at which
time final parking arrangements will be decided.
ADJOURNMENT
Vice-Chairman
Mathews to adjourn.
Corbett MOVED, SECONDED by Commissioner
Upon vote, the MOTION CARRIED AS FOLLOWS:
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MINUTES OF SPECIAL MEETING, FEBRUARY 27, 1990 (CONTINUED)
843
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Voting Aye: Commissioner Mathews
Vice-Chairman Corbett
Chairman Retchin
Absent: Commissioner Barfield
Commissioner O'Neal
Chairman Retchin adjourned the meeting at 5:55 o'clock P.M.
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~e pectfully submitted,
. v(~/ -
ucie F. ~
C rk to the Board
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