Facilities Committee  — Charleston, WV
Date: 2022-04-12
Time: 17:00

CITY OF CHARLESTON
 West Virginia
 Council Member – 16th WARD

Samuel Minardi Facilities Committee, Chair
526 Bedford Road Planning, Streets and Traffic Committee
Charleston, WV 25314
Telephone: 304.343.4045
E-mail: sam.minardi@gmail.com




TO: Facilities Committee
FROM: Sam Minardi, Chair
RE: Committee Meeting

 THIS MEETING WILL TAKE PLACE AND CAN BE ATTENDED IN PERSON AND CAN BE VIEWED LIVE VIA ZOOM (audio only)
 AV Room #308, City Hall
 Charleston, WV

 There will be a Committee meeting of the Facilities Committee on April 12, 2022 – 5:00 PM

*Join via internet:
https://us02web.zoom.us/j/83696264326?pwd=M3N5bmp6L2x3Snhka0prUlhqRFE1Zz09
Passcode: 626119
*Join via Telephone: (312) 626-6799 or (929) 436-2866
Webinar ID: 836 9626 4326

The agenda will be as follows:

 APPROVAL OF PREVIOUS MINUTES
 1. 12-6-2021

 DISCUSSION
 1. Discuss the Kanawha City Community Center HVAC replacement project and determine whether
 the project scope should be expanded and redefined to make the facility highly energy efficient.

 ADJOURN



SM/ns




 City Council | 501 Virginia Street, East | Post Office Box 2749 | Charleston, West Virginia 25330
 www.charlestonwv.gov | 304.348.8179 | 304.348.8038 fax

CITY OF CHARLESTON
 West Virginia
 Council Member – 16th WARD

Samuel Minardi Facilities Committee, Chair
526 Bedford Road Planning, Streets and Traffic Committee
Charleston, WV 25314
Telephone: 304.343.4045
E-mail: sam.minardi@gmail.com




TO: Facilities Committee
FROM: Sam Minardi, Chair
RE: Committee Meeting

 THIS MEETING WILL TAKE PLACE AND CAN BE ATTENDED IN PERSON AND CAN BE VIEWED LIVE VIA ZOOM (audio only)
 AV Room #308, City Hall
 Charleston, WV

 There will be a Committee meeting of the Facilities Committee on April 12, 2022 – 5:00 PM

*Join via internet:
https://us02web.zoom.us/j/83696264326?pwd=M3N5bmp6L2x3Snhka0prUlhqRFE1Zz09
Passcode: 626119
*Join via Telephone: (312) 626-6799 or (929) 436-2866
Webinar ID: 836 9626 4326

The agenda will be as follows:

 APPROVAL OF PREVIOUS MINUTES
 1. 12-6-2021

 DISCUSSION
 1. Discuss the Kanawha City Community Center HVAC replacement project and determine whether
 the project scope should be expanded and redefined to make the facility highly energy efficient.

 ADJOURN



SM/ns




 City Council | 501 Virginia Street, East | Post Office Box 2749 | Charleston, West Virginia 25330
 www.charlestonwv.gov | 304.348.8179 | 304.348.8038 fax

 Page | 1 of
 MINUTES
 FACILITIES COMMITTEE MEETING

 5:00 P. M., DECEMBER 6, 2021

THE MEETING OF THE FACILITIES COMMITTEE WAS HELD IN COUNCIL
CHAMBERS IN CITY HALL, AND WAS ALSO MADE AVALIABLE TO THE PUBLIC AS A
LIVE STREAM VIA CIVICCLERK (PER THE AGENDA).

Jennifer Pharr, Chair, called the meeting of the Charleston City Council Committee on
Facilities to order at 5:00p.m., DECEMBER 6, 2021.

Committee Members Present:
Jennifer Pharr, Chair
Naomi Bays
Bobby Brown
Pat Jones
Sam Minardi (arrived at 5:08, after approval of minutes)
Shannon Snodgrass

Committee Members Absent:
Jeanine Faegre


Other Councilmembers Present:




 1. Approval of Previous Minutes – Councilmember Jones moved to approve the
 minutes of the previous meeting on 8-16-2021. There was no objection, and the
 minutes were approved.




December 6, 2021

 Page | 2 of
 2. Resolution No. 563-21 - Authorizing the Mayor or City Manager to order the
 demolition of the former fire station located at 502 26th Street, and to contract
 with the City’s on-call demolitions contractor, West Virginia Demolition, Inc., to
 perform the demolition work.

City Manager, Jonathan Storage, added that the structure is a former fire station that
was built in 1954. Until recently, it was being used as a recreational facility by the Fire
Department until he became aware of some maintenance needs and structural issues.
Upon review, it was determined that the floor was at risk of collapsing. The facility was
closed, and heavy exercise equipment removed. ZMM conducted a full assessment of
the building, and discovered other major problems. The Administration is recommending
that the building be demolished as the cost to renovate it would be too expensive,
especially given that the building is in a flood zone. They are currently looking for a
suitable alternative for the Fire Department.

A representative of ZMM added, that extensive improvements to the basement would
be needed in order to fix the first level. He added that the building is 10-feet into the
flood plain, adding that there is major water damage. The cost to fully renovate the
building would likely be $200/sq foot, which is an excessive amount to salvage the
building. He added that any future buildings on that site would have to be significantly
raised to just above the current main level.

Councilmember Snodgrass asked what the City would do with the property. Storage
replied that they might possibly use it as a storage facility.

Councilmember Brown added that the property would be difficult to sell since it was in a
flood zone.

Councilmember Bays motioned to approve Resolution No. 563-21. Councilmember
Snodgrass seconded. With the members being present having voted in the unanimously
as affirmative, the Chair declared Resolution No. 563-21 as approved.




December 6, 2021

 Page | 3 of
 3. Discuss project for purchasing a new voting and telecommunications system for
 Council Chambers –

City Manager, Jonathan Storage, added that the voting and telecom systems used in
Council Chambers are outdated in such a way that they cannot be replaced or serviced.
The Administration recommends that a new voting system with display boards be used
where votes can be tallied in real time. City Attorney, Kevin Baker, facilitated a meeting
with IS staff and the Clerk’s Office and the State Clerk and their IT team.

Nikki Smith, from the Clerk’s Office, added they were given a tour of the technology
used by the Senate and House, as well as a Committee room. The technology used is a
voting box on desk with Yea, Nay and request to speak buttons, along with a
microphone. The Clerk and the Presiding Officer have monitors that show all this
activity, so it does not require that Members raise their hands or vote out loud. The
monitors facing the public will show the individual votes and the results.

Director of IS, Adam Cottrell, added that if there were going to be panels for showing
votes, they might also need to upgrade the camera set up for visibility for the stream.

Storage added that the Administration wanted to see if this was something that the
Committee was interested in exploring further. The Committee expressed interest in
this, as well as other upgrade in Council Chambers.

Councilmember Bays added that they should definitely look into upgrading the camera
being used.




Councilmember Bays motioned to adjourn the meeting. Meeting adjourned.




December 6, 2021

 Page | 4 of
 CITY OF CHARLESTON
 OFFICE OF THE CITY MANAGER


 MEMORANDUM


TO: Facilities Committee Members

FROM: Jonathan T. Storage, City Manager

DATE: April 7, 2022

SUBJECT: Kanawha City Community Center HVAC Project


On November 29, 2021, the City issued a solicitation for expressions of interest to perform HVAC
replacement design and contract administration services for the Kanawha City Community
Center. The City received responses from Thrasher, CMTA, and Pickering Associates. On January
13, 2022, an evaluation committee comprised of the City Manager, Director of Parks &
Recreation, Building Commissioner, Director of MOECD, and Director of General Services scored
each of the responding firms. Pickering Associates received the highest score. Following the
scoring process, the Administration negotiated a service contract price of $14,000.

After the scoring process was completed, the Administration received inquirers from Councilman
Pepper regarding the scope of the project. Specifically, Councilman Pepper desires the scope of
the project to be expanded to include retrofitting the entire facility to be highly energy efficient,
as well as replacing the HVAC system.

The project is now temporarily stopped so that that the Facilities Committee may examine the
project and offer its guidance on the desired project scope.




 City Hall | 501 Virginia Street, East | Post Office Box 2749 | Charleston, West Virginia 25330
 charlestonwv.gov | 304.348.8014 | 304.348.8157 fax

 Page | 5 of

MINUTES
 FACILITIES COMMITTEE MEETING

 5:00 P. M., APRIL 12, 2022


Sam Minardi, Chair, called the meeting of the Charleston City Council Committee on
Facilities to order at 5:00p.m., DECEMBER 6, 2021 IN THE AV ROOM #301 OF CITY HALL.

Committee Members Present:
Sam Minardi, Chair
Naomi Bays
Bobby Brown
Jeanine Faegre (over Zoom)

Committee Members Absent:
Caitlin Cook
Pat Jones
Shannon Snodgrass



Other Councilmembers Present:
Emmett Pepper
Chad Robinson




 1. Approval of Previous Minutes – Councilmember Bays moved to approve the
 minutes of the previous meeting on 12-6-2021. Councilmember Brown approved.
 There was no objection, and the minutes were approved.




April 12, 2022
 2. Discuss the Kanawha City Community Center HVAC replacement project and
 determine whether the project scope should be expanded and redefined to make
 the facility highly energy efficient.

Councilmember Minardi stated that Councilmember Pepper had requested that the
project be discussed in this manner.

City Manager, Jonathan Storage, added that the purpose is to have discussions on how
the project may progress, and to possibly recalibrate. The City put out an Expression of
Interest in November for a complete redesign and replacement of the HVAC system at
the Kanawha City Community Center. Something similar had already been done at the
North Charleston and MLK Centers. Unlike the latter Centers, Kanawha City did not
qualify for CDBG funding. Pickering and Associates was chosen as the design
consultant. Shawn Simon was present to represent the company. The contract did not
go before Council as the total was under $25,000. Storage added that around January,
Councilmember Pepper had asked about high energy efficiency retrofits for all of the
projects. The scope of the work does not currently include that, so Storage thought that
it would be best for the Facilities Committee to discuss it to provide direction as to how
the Administration should proceed with the project.

Councilmember Minardi asked if the recently passed energy benchmarking bill was for
all new construction. Storage replied that there is a set point in time to be used as the
benchmark (2019), and a reduction of a certain percentage (possibly 10-15%) must be
reached by 2030.

From the audience, Councilmember Pepper added that if the purchase of a large HVAC
unit is wrong for the space, not much money will be saved. So, if they do improvements
to the building later, (like insulation, upgrading windows) the unit they purchase now will
not be the correct one for the space, and vice versa. The Energy Use Intensity for a
typical building is 56 btu, and the building is currently at 84. Doing the improvements in
a realistic way would allow the City to see savings while still adding AC to the gym. He
added that the Green Initiatives fund could also be used. Pepper added that this type of
project would be perfect for such a public facing building.

Storage added that he had asked the consultant, Simon, to consider Councilmember
Pepper’s suggestions on how it could be approached. How Capital Outlay funds can be
spent depends on the goal on the project.

Simon added that the design is based on incremental work. The problem is if HVAC
equipment is sized for the outcome (of using less energy), there will be output problems
if the project isn’t completed quickly. Either way, the building could be under or over
served for multiple years. He added that these types of block buildings were not meant
to be insulated, rather they were built to be durable. Foam could be sprayed in between
the bricks (which is still not optimal efficiency). To insulate the outside (which is what is
recommended) also means that there needs to be a new exterior to protect it. He
additionally recommended that the R Value of the roof be improved through insulation



April 12, 2022
as well as window and door improvements. He advised that the first step would be to
decide how much to improve the building (in terms of efficiency), then plan the remodel
around that with each change incrementally getting to the goal number (whether that be
50 or 10% reduction, etc.). Simon added that a significant reduction like from 80 to 50,
would probably require changes to doors, windows, roof and exterior.

Councilmember Minardi asked if they would have to put out a bid for a full audit. Simon
replied that they would need to cancel the current contract with Pickering and resolicit
for a new scope of work to include design services to get the desired energy rating. It
would be important to factor in the difference that the new AC unit will create as well.

Councilmember Pepper asked if there was a cost-effective way to significantly increase
energy efficiency. Simon replied that it is more difficult due to how the building was built.
He advised that they first look at doors and windows. Lighting is the highest energy use,
and would reduce the electric bill and some heat (but not significantly). He added that
people generate the most heat. Councilmember Brown added that kids constantly go
through the doors. Councilmember Bays suggested adding a double door system, etc.

Storage asked how similar situations had been handled, such as with schools. Simon
replied that schools almost always started with upgrading their HVAC system.

Councilmember Faegre confirmed that the Kanawha Rec Center was about 50 years
old. Councilmember Minardi asked when the last significant investment to the Center.
From the audience, Councilmember Robinson replied that he thought the roof had been
replaced, or significantly repaired, 6-8 years ago.

Councilmember Bays stated that the dilemma was which kind of HVAC system to order.
Storage added that the designer would need to know the goal of energy efficiency in
order to create a cost-estimate and options. Storage asked what side of the project was
best to do the HVAC (with the current energy output or the estimated goal but knowing
that the goal won’t be reached for possibly years). Simon replied that typically the unit
would be sized for the end goal. If the City picks a unit that fits the current needs of the
building, and then makes major enhancements that significantly change the energy
output, then the unit will be oversized. He added that an oversized unit cycles by kicking
on and off constantly, which will lead to humidity issues.

Councilmember Brown asked if the current unit was sufficient enough. Simon replied
that the current unit was unreliable.

Councilmember Faegre asked about the duct work. Simon replied that after the unit was
sized, they would look at the duct work, and maybe make changes to make them more
efficient. Councilmember Faegre asked about the maintenance of the systems. Simon
replied that his company would look at units similar to what City workers were already
familiar with.

Councilmember Minardi added that he was concerned further delays would lead to



April 12, 2022
increased costs due to supply chain issues.

Councilmember Bays asked what the pros and cons would be for installing the HVAC
until in the winter. Simon replied that the AC would not be connected until the
Spring/Summer.

Councilmember Faegre confirmed with Simon that freon would not be used. Over the
life of the building the HVAC units have been changed a few times, but the consensus
of the Committee was that the doors and windows were original.

Councilmember Robinson stated that he would hate for the project to have another
delay. He would recommend they discuss energy efficiency later. Councilmember
Faegre agreed.

Councilmember Pepper confirmed with Simon that the project would likely be delayed
past the spring if they went for a 25% change in energy efficiency. This is largely due to
the availability of materials and components. Councilmember Pepper added that his
intention was not to delay the project for another summer.

Simon added that upgrading the two windows in the front office would benefit the entire
building.

Councilmember Bays added that the Committee could pick a subject to look at
comprehensively to find the thing that will save the most money (for example, changing
all lights to LED). She added she would like to see a comprehensive list of all City
facilities (maintenance, age, etc.). Councilmember Bays added that she would like to
see a 2-year plan.

Councilmember Pepper added that he appreciated that the Committee took a hard look
at the issue.

Storage added that the design of the HVAC system will proceed as planned. Simon
added that they will put out bids and make a recommendation to the City for
construction which they will administer. Storage added that they will continue to work
with Councilmember Pepper concerning benchmarking plans.




Councilmember Bays motioned to adjourn the meeting. Councilmember Brown
seconded. Meeting adjourned.



April 12, 2022