State Building Commission Meeting Minutes – January 15, 2014 Page 1 of 7 STATE BUILDING COMMISSION MEETING MINUTES – JANUARY 15, 2014

A meeting of the State Building Commission was held January 15, 2014, in Room B-63, Herschler Building. Governor Mead called the meeting to order at 8:00 a.m. Roll Call: Governor Matthew H. Mead Secretary of State Max Maxfield Auditor Cynthia Cloud Treasurer Mark Gordon Superintendent of Public Instruction Cindy Hill – via telephone Others in attendance: Senator Phil Nicholas Senator Jim Anderson Representative Dan Zwonitzer Representative Tim Stubson - Joined the meeting at 8:16 a.m. Mel Muldrow, Secretary of the Commission Kari Gray, Chief of Staff, Governor’s Office Tony Young, Deputy Chief of Staff, Governor’s Office John Masters, Instructional Leader, Office of the Superintendent of Public Instruction Joyce Hefenieder, Deputy Director, Department of Administration and Information Dean Fausset, Director, Department of Administration and Information Martin Hardsocg, Deputy Attorney General, Attorney General’s Office Brenda Yamaji, Assistant Attorney General, Attorney General’s Office Laura Gorny, Accounting Manager, Attorney General’s Office Sharon Garland, Deputy Treasurer, State Treasurer’s Office Kara Poppe, Accounting Analyst, State Auditor’s Office Dawn Agar, Senior Legislative Analyst, Legislative Service Office Michael Swank, Research Analyst, Legislative Service Office Don Richards, Budget and Fiscal Manager, Legislative Service Office Wendy Madsen, Legislative Information Officer, Legislative Service Office Pete Iloway, Task Force, Citizen Peter Laybourn, Citizen Tatiana Maxwell, Citizen Sue Wilson, State Representative Sue Wallis, State Representative Don Burkhart, State Representative Glenn Moniz, State Representative Bob Nicholas, State Representative Eli Bebout, State Senator Dan Dockstader, State Senator Drew Perkins, State Senator

State Building Commission Meeting Minutes – January 15, 2014 Page 2 of 7 Curt Meier, State Senator Ken Esquibel, State Representative Steve Harshman, State Representative John Hastert, State Senator Douglas Shope, Deputy Director, Wyoming Military Department Sara Needles, Cultural Resources Administrator, State Parks and Cultural Resources Darin Westby, Engineering Supervisor, State Parks and Historical Sites and Trails Domenic Bravo, State Parks and Historical Sites and Trails Lance Marrs, Staff Engineer, State Parks Melissa Robb, Cultural Resources Specialist, State Historic Preservation Office Bob Lampert, Director, Department of Corrections Trevor Brown, Wyoming Tribune-Eagle Thomas Whetstone, HDR Architecture George Skarmeas, Preservation Design Partnership Laura Lewis, Thomson Group Naomi Gowen, Citizen Vicki Winders, Citizen Justin Browning, Citizen Alex Kean, EAD Bret Jones, Administrator, Budget Division, A&I Lorraine Cole, Senior Accountant, A&I Accounting Jack Willmarth, Accounting Manager, A&I Accounting Russ Noel, Administrator, A&I General Services Division Joe McCord, Facilities Operations Manager, Department of Administration and Information Jim Chaput, Project Manager, A&I Construction Management Ian Catellier, Project Manager, A&I Construction Management Billy Holmes, Project Manager, A&I Construction Management Bob Kiser, Project Manager, A&I Construction Management Dennis Egge, Project Manager, A&I Construction Management Matt Kibbon, Project Manager, A&I Construction Management Suzanne Norton, Architect, A&I Construction Management Tamra Wales, Construction Project Clerk, A&I Construction Management Jaci Williams, Auto Cad Operator, A&I Construction Management Opal Hunt, Accounting Technician, A & I Construction Management Daniela Lucero, Recording Secretary of the Commission Request for Approval – Meeting Agenda State Building Commission (SBC) Secretary Muldrow suggested moving the Public Comments section of the Agenda immediately before the Executive Session. Commission members approved the change.

State Building Commission Meeting Minutes – January 15, 2014 Page 3 of 7

1.

Request for Approval of Previous Meeting Minutes

Secretary of State Maxfield made a motion to un-table the July 30, 2013, and September 25, 2013, meeting minutes and re-submit them for approval. Treasurer Gordon seconded the motion. The motion was voted on. Superintendent Hill voted no. Superintendent Hill commented that she would like to be able to further review the minutes with Mr. Muldrow as she still had some questions about them. For consideration at today’s meeting are the minutes for the July 30, 2013, September 25, 2013, October 15, 2013 and November 6, 2013, meetings. Mr. Maxfield asked whether procedurally changes to the minutes can be made after they have been accepted if a problem with the content is found. Governor Mead replied that objections can be raised when voting for approval or disapproval of the minutes; if an objection is raised later, it can be brought up for reconsideration. Ms. Hill stated for the record that she had asked on two occasions to review the minutes; however, she has not yet had the opportunity to do so with Mr. Muldrow; therefore, she will give no vote on each one of the minutes. Auditor Cloud asked whether the issue was with a particular meeting date or with all of the meeting dates. Superintendent Hill said that she does have specific concerns but will not take up the Commission time today. Mr. Maxfield asked when the minutes were dispersed to the elected officials. Mr. Muldrow replied they were included with the meeting packets that were delivered the latter part of the weel prior to the meeting. Mr. Muldrow met on Monday with all elected officials to review the packets and that is when he became aware of Superintendent Hill’s disagreement but since then he has not had an opportunity to discuss any possible changes to the minutes. Treasurer Gordon stated for the record that Commission members received audio transcripts of the meetings at the end of November or first part of December. Audio files of the minutes can also be provided upon request. Treasurer Gordon moved for approval of the July 30, 2013, minutes. The motion was seconded by Secretary of State Maxfield. Superintendent Hill and Auditor Cloud voted no. The motion carried. Treasurer Gordon moved for approval of the September 25, 2013, meeting minutes. Secretary of State Maxfield seconded the motion. The motion was voted on. Superintendent Hill and Auditor Cloud voted no. The motion carried. Secretary of State Maxfield moved for approval of the October 16, 2013, meeting minutes. Treasurer Gordon seconded the motion. The motion was voted on. The Governor did not vote as he was not present at that meeting. Superintendent Hill and Auditor Cloud voted no. This was a split vote, the motion did not pass. Treasurer Gordon moved for approval of the November 6, 2013, meeting minutes. Secretary of State Maxfield seconded the motion. The motion was voted on. Superintendent Hill and Auditor Cloud voted no. The motion carried.

State Building Commission Meeting Minutes – January 15, 2014 Page 4 of 7 2. Information Update – Financial Reports Mel Muldrow, Secretary of the Commission Mr. Muldrow updated the Commission on the SBC and Flex Contingency Accounts. The State Building Commission approved the financial reports as presented. 3. Information Update – Capital Construction and Major Maintenance Projects . Mel Muldrow, Secretary of the Commission Mr. Muldrow reported that the annual cost of leases in Cheyenne is approximately $5.3 million dollars. Senator Nicholas asked for a tally of the percentage of general funded agencies and federally funded agencies. Construction Management staff will provide same. A list of cap con and major maintenance projects under Construction Management supervision, as well as project updates from State Parks, Military Department and University of Wyoming were included in the packets. Senator Nicholas spoke about the issues at the Vet Lab in Laramie caused by the complexity of the control systems and the lack of properly trained personnel to maintain and operate these types of systems. Discussion followed on how to prevent this type of situation from happening again. Construction groups need to get together and develop policies to address some of these issues. There needs to be a post construction review process to evaluate the engineering firm and keep track as to improve the process. There needs to be defect training and implementation to get better facilities. Mr. Muldrow will take the lead with assistance from the Attorney General’s office, to develop policies and a process for post-construction review, training, involvement by the facility end user. Auditor Cloud stated that there needs to be a method in place for the transfer of ownership from state to owner upon project completion. 4. Information Update – Workforce Services/State Agency Space Analysis Ian Catellier, Project Manager, A&I Construction Management Mr. Catellier updated Commission members on the analysis of the Workforce Services space in Casper. Construction Management Division contracted services with Stateline 7 Architects to investigate the Casper agencies space requirements. Subsequently an RFP was advertised for a build to suit for lease building. The Governor asked if the new building would allow for future growth. Mr. Catellier said it will include a five percent growth. Senator Nicholas asked if consideration had been given to the purchase of a larger parcel of land where construction of a campus facility with potential for future growth could be realized. Mr. Catellier replied that because the agencies involved are primarily federally funded, the direction of the Commission was not to own the building. Having a central location accessible via public transportation routes was also a factor.

State Building Commission Meeting Minutes – January 15, 2014 Page 5 of 7 Treasurer Gordon stated the state needs to be wary of owning an asset that will depreciate. 5. Information Update – Capitol Building Rehabilitation and Restoration Suzanne Norton, Architect, A&I Construction Management Suzanne Norton presented this item. Currently the project is in the reconnaissance and feasibility phase of the Level I and Level II studies and comments are being gathered before the final reports along with the Herschler supplement are issued by the end of the month. Ms. Norton is also working on a Frequently Asked Questions document and on developing a communication plan to share information more efficiently. Tom Whetstone of HDR Architecture talked about the Herschler supplement. A&I was authorized to have a Level I and Level II study of the Herschler Building to determine if it holds any value in terms of the Capitol renovation. The Capitol has been looked at in great detail from outside and inside to identify the problems with the building, the impending needs of the building, esthetic considerations, and the history of the building. Currently the Capitol has 60,000 square feet of usable space; when restrooms and mechanical space is added, the usable space will be 50,000 square feet. The programming for each of the elected officials’ offices, the LSO needs and the needs of the Legislature, indicate the space needed will be 89,000 square feet, this includes committee rooms that are outside the building and a couple of the agencies that have space outside the building such as the Treasurer’s office and the Governor’s office. This leaves the state with a 40,000 square feet deficit. The Herschler Building does have that space available. It currently has 173,000 square feet which will increase to about 190,000 square feet by using the connector. In studying the building, space savings were found by right-sizing offices and also by not using any of the space for storage. If storage needs could be met outside, the square feet needed for offices would be reduced from 173,000 square feet to 111,000 square feet and in the end there would be a 40,000 square feet gain. The addition to the Herschler Building is referred to as Phase II and utilizing the existing foundations is instrumental in fixing the circulation issues and would add 56,000 net square feet making the total potential for this campus 96,000 square feet. Mr. Whetstone went on to outline the project schedule and cost estimates. Public Comments Department of Corrections’ Director Lampert took the podium to discuss an item that was not on the Agenda. Mr. Lampert informed Commission members of his intention to request approval from the Joint Appropriations Committee to repurpose and use unspent funds in the amount of $532,000 allocated in 2005 for expansion of the Wyoming Honor Farm, to provide new space needed for relocation of the essential functions of the old Admin Building at the Honor Farm which has substantial structural and environmental issues. The funds would be for

State Building Commission Meeting Minutes – January 15, 2014 Page 6 of 7 design of a temperature controlled metal building that would be built with inmate labor. The Governor and the Commission agreed that was a reasonable request. Tatiana Maxwell, a citizen, offered her comments on the value of the Capitol and on the importance of maintaining the beauty of the surrounding area. Secretary of State Maxfield advised that museum staff has a new Capitol guide for visitors and with Commission members’ approval would like to go forward with printing. Mr. Maxfield made a motion to accept the guide with the contingency that any comments should be forwarded to Ms. Needles, Cultural Resources Administrator with State Parks and Cultural Resources, by the end of the week. Treasurer Gordon seconded the motion. The motion was voted on. Superintendent Hill voted no. The motion carried. Treasurer Gordon thanked Construction Management staff for making their best effort on the meeting minutes and reminded that audio recordings are available and there is the option to amend the minutes if necessary. 6.

Executive Session – Real Estate Considerations Mel Muldrow, Secretary of the Commission

The Commission entered into Executive Session to discuss property transactions, negotiations and possible property acquisitions. At 11:18 a.m. Secretary of State Maxfield moved to go out of Executive Session. Auditor Cloud seconded the motion. The motion was voted on and carried. Former Liquor Commission Building – The direction of the Commission is to keep the status quo. If further negotiations take place, Construction Management staff will report back to the State Building Commission. The building may hold value for storage; therefore, there is no hurry on part of the State to dispose of it. Snowy Range Academy – The direction of the Commission is to: 1. Obtain an appraisal 2. Have a reassessment of the condition of the building 3. Complete negotiations 4. Find out if the leases cease in 2016; if they do cease in 2016, then proceed with steps 1 through 3. At 11:34 a.m. Superintendent Hill moved to return to Executive Session. Secretary of State Maxfield seconded the motion. It was voted and carried. At 11:44 a.m. Secretary of State Maxfield moved to go out of Executive Session. Auditor Cloud seconded the motion. It was voted on and carried.