MINUTES
AD HOC COURTHOUSE EXPANSION COMMITTEE
Meeting of January 25, 2012

Chairman Tobias called the meeting to order at 3:30pm.  The meeting was held in the Sycamore, Il offices of Gilbane Building Company at 119 North Maple Street directly west of the beautiful new addition to the historic DeKalb County Courthouse.  In addition to Chairman Tobias, committee members in attendance included Judge Kurt Klein, Circuit Clerk Maureen Josh, County Board Chairman Larry Anderson, county board members Ken Andersen and John Hulseberg. Also present were Tom Leonard and Gary Spivey of Gilbane, County Administrator Ray Bockman, Judge Tom Dougherty, Craig Mathey, and Matt Meives project architect from Dewberry.

It was moved by Larry Anderson, seconded by John Hulseberg and carried unanimously to approve the minutes of the meetings of the committee held on November 16 and December 28, 2011.

The committee asked Tom Leonard to update them on the scheduled completion date for the project.  Tom said that substantial completion is scheduled for the end of June with occupancy now scheduled for mid-July 2012. The project has not been able to recover from the 12-13 working days that were lost in April to weather conditions.

Judge Klein asked where we were with the generator issue?  (The unit delivered is white and this is not the color specified)  Matt Meives indicated that we are in the process of exploring and getting cost estimates on various solutions including enhanced landscape screening, field painting and replacement. Once the various costs are known a cost/benefit analysis will be done and the best solution will be implemented.

A discussion of the issues surrounding the Children’s waiting room was held. Their current space will be converted to a security/monitoring room and a temporary location needs to be identified so that they can continue operations in the courthouse until their new permanent location is finished. 

Judge Klein and Maureen Josh will work on a solution.  Lt. Klein will be contacted to discuss timing of the security office transition as well.

Maureen Josh reported that the furniture selection process is close to the original budget and is going well.

The committee discussed the possibility of adding back the employee shower facilities that were dropped earlier if it didn’t add too much cost.  Matt will look into this. Whether it gets added in now or provided for later it was agreed that it would be an appreciated addition.

Ray Bockman reported that the actual and estimated contingency fund expenditures are now at $320K. The $500K budget should be sufficient to finish the project but there will likely not be much room for any large additions going forward. The fund was recently hit for $50K for audio/visual additions in two of the new courtrooms.  This is half of the original estimate for those additions and will definitely improve courtroom performance and recording capabilities but has heightened the need to guard project reserves for future unknowns.

Ruth Anne and Maureen will reach out to Julia who was unable to attend today’s meeting to continue the subcommittee planning process for the official opening of the addition.

The committee toured the courthouse addition noting substantial progress since their last visit. They adjourned at 4:45 following the facility tour.

Minutes taken by:                                                      Signed:

Ray Bockman                                                            Ruth Anne Tobias

County Administrator                                                Chairman, Ad Hoc Courthouse
                                                                                    Expansion Committee