Quincy Reporter

Adams County Board met April 2.

Here are the minutes provided by the board:

The County Board of Adams County, Illinois met at the Courthouse, Quincy, Illinois, on Tuesday, April 2, 2024 at 6:00 P.M., pursuant to recess.

PRESENT: Kent Snider, Chairman

Ryan Niekamp, County Clerk

Chairman Snider called the meeting to order.

Mr. Mark Sorensen gave the invocation which was followed by the Pledge of Allegiance to the flag of the United States of America.

The County Clerk called the roll and the following members were present: Jon McCoy, Tim Finlay, Robert Reich, Brad Poulter, David McCleary, Joe Zanger, Todd Duesterhaus, Bret Austin, Keith Callaway, Mark Sorensen, Ryan Hinkamper, Dave Bellis, Marvin Kerkhoff,, Steve McQueen, Travis Cooley and Kent Snider.

Total Present: 16 Absent: 5

Absent were: Brad Poulter and Joe Zanger, both excused. Mark Dietrich Chairman Snider declared a quorum present.

Officeholders, department heads, and/or their representatives also present were: Gary Farha- States Attorney, Lori Geschwandner-Circuit Clerk, Anthony Foster- Director of Court Services, Amy Carothers-County Board Office Director, and Sheriff Anthony Grootens.

Barbara Fletcher came into the meeting at 6:03PM and Theresa Bockhold at 6:08pm

Transportation, Building & Technology

Mr. Bellis introduced Thomas Buchheitkeitt, Principal of RTMEC who conducted the “Replace HVAC System Study” conducted by RTM Engineering Consultants, LLC. Mr. Buchheitkeitt went over his past and past job history and connections he and his firm has had with the County of Adams. Mr. Buchheitkeitt stated that his background is in mechanical engineering with over 40 years of experience. Starting his presentation, Mr. Buchheitkeitt covered the temperature control issues of the Courthouse, Maintenance cost escalation and aged/aging equipment. It was reiterated the fact that what is presently in front of the board is not a plan, it’s a study.

Mr. Buchheitkeitt talked about the goals of an HVAC system. Creating a comfortable environment for all. Reducing energy consumption. Reliability and developing systems that are reliable and easy and accessible for maintenance. Life expectancy is another goal for the HVAC system and looking to get the best value for the taxpayer.

Talking about the existing building, Mr. Buchheitkeitt stated it is not uncommon to be looking at four or five different mechanical systems; however, a lot of times the structure itself will start to eliminate many of the different types of systems. While writing the study, Mr. Buchheitkeitt reviewed the original 1949 drawings along with the early 1990’s drawings so he could fully understand the building. The courthouse itself is a concrete structure building and pillars and that is not a common building practice in today’s. On the original structureal drawings, the concrete floors are anywhere from 20 inches to 36 inches thick which was surprising to Mr. Buchheitkeitt. Mr. Buchheitkeitt informed the Board that inside of the original drawings, there are openings within the structure for the mechanical and electrical system of the building. With knowing that, using a roof-top unit, the duct work would be problematic due to the size needed for the duct work and the county would lose space with this option. Looking further, reviewing room for equipment for an HVAC system, is done as well when designing a new system. The consultant went over five points:

- Reuse components: the original 1990s renovations design used steam-powered. Many of the systems were changed over to electric. Mr. Buchheitkeitt stated since many of the original steam-piping was used in the remodel, using those piping and looking at the insulation of the piping of one inch, to today’s standards of three to four inches with a lot of heat being transferred with our current system being lost. When discussing the issue of temperature control, Mr. Buchheitkeitt stated that Mr. Bower advised that the south portion of the building is the hardest to control. Mr. Buchheitkeitt stated that with the remodel, there was not a lot of changes made to the exterior wall insulation value and once the steam piping oversizing is mixed into the equations is radiating heat through the walls.

- Life Curve: In the 1990s renovations that the material used has a life expectancy of 20-25 years of life per industry standards and from Mr. Buchheitkeitt’s perspective, the equipment used in the courthouse are on their downside of their life.

- Energy Efficiency: Looking at the refrigerant flow is a very efficient system, according to Mr. Buchheitkeitt, and this system can be used to heat and cool at the same time. This option is appealing due to the positioning of the building and climate control issues between the north and south side of the building.

- Temperature Control: RFV system has very good temperature control. - Cost of Renovations: When looking over remodel compared to building a new system, has its equal issues with cost and disruptions. Mr. Buchheitkeitt stated that when a system is remodeled compared to building new, with a remodel system one would be on the opposite side of the equipment’s life expectancy.

Mr. Buchheitkeitt went over alternatives for and HVAC system. It was stated that any rooftop unit was eliminated naturally to the building with duct work size, etc. Once that model is eliminated, the VFR is reviewed or engineering a new variable volume unit such as is used now; however, it would not be steam fed – this would be a replication of what is currently used with using new means and methods. The cost is estimate of a new system which is a conservative budget and noted this is quoted, but an estimated cost which would hopefully be the high bidder on bid day. Mr. Buchheitkeitt used prices by outside construction firms to try to obtain the cost estimate. It was noted that what are code violations today, were not when the building was built so that must be considered during the conversation.

Mr. Buchheitkeitt talked about the future of energy and stated that he is reviewing and trying to stay up-to-date on the current market. His opinion is that natural gas is cheap much due to fracking. Electricity is higher than natural gas. When the Health Department was re built looking at one-million BTU’s energy consumption – VFR is an electrical system to pump throughout the building. With that, Mr. Buchheitkeitt noted that the walls’ insulation is a concern and supplemental heat pump may have to be installed fed by natural gas – the codes and guidelines throughout the country. The new refrigerant being used is slightly flammable and that is a concern of Mr. Buchheitkeitt but believes it’s manageable. These two different types of power sources are volatile and without designing the system currently, it would be a topic that would be looked at very closely. The VFR system has been around for 15-20 years.

When reviewing the two different systems, the cost is around $500,000 – what will matter will be the operating costs which would be looked at and provided.

Mr. Callaway asked a question regarding page seven of the study under “E” for conclusion with adding a radiator and/or heat exchanger. Mr. Buchheitkeitt stated that the heat exchanger would be in the second option – replicating the current system – it would be a steam water heat exchanger and the system would be moving it from steam to hot water. The size of the exchanger would be around two feet by four feet and weigh around a couple thousand pounds. Mr. Callaway asked if this unit could be installed in a remote area. Mr. Buchheitkeitt stated that it could, and there would not be any structural problems with the concrete framed building. Mr. Callaway asked about energy consumption. Mr. Buchheitkeitt guessed that would be around 80%. Mr. Callaway asked what the cost would be. Mr. Buchheitkeitt stated that it would be the piping could be reused would be around $10,000.

Mr. Hinkamper asked about the staged approached and how would the parts of the courthouse be effected and what could be expected out of comfort for the area. Mr. Buchheitkeitt stated that they are working on an issue similar at another project – the way it is completed, there might be temporarily heating source, or duct out a window. Nighttime work is a small premium compared to weekends and holidays from Mr. Buchheitkeitt’s experience. In the 1990s renovations, a lot of the new system was connected to the 70+ years old steam-pipes – the ceilings would need to come down and the current ceilings would be reused the best they could. The contractor would be told they have two weeks (for example) to get a piece of the project completed so business can be conducted. Mr. Buchheitkeitt stated that he does not believe it’s possible to move people to another area while the work is being done. Mr. Hinkamper followed up with what system would work best for the current climate. Mr. Buchheitkeitt stated that is a very good question and one that has to be studied well. At the extreme cold it is possible that supplemental heating source might be needed with the RFV. Mitsubishi has some options that are available, until a heating load is done it’s hard to decide where the county would be at with this. Mr. Hinkamper asked about a hybrid system. Mr. Buchheitkeitt stated that he does not know a lot about the hybrid system. Mr. Hinkamper asked about if the county did a phased approached – would that practice? Mr. Buchheitkeitt that it was another good question and he would have to think about that but believes it is something to think about.

Mr. Reich asked due to the climate, the engineering teams did not account for the climate here in Adams County. Mr. Buchheitkeitt noted that it was a good point of discussion which engineers always contemplate. There is an organization which studies climates throughout the United States and has a recommendation chart based off of the climate and described how the system works for the recommendations. A question to be asked when designing, one would look at how often the climate at the location goes to the extreme and how does the customer want to address them and how far would one want to go and invest the money in it. Mr. Buchheitkeitt stated that he has never been asked to design an HVAC system above and over the what the recommendations are.

Mr. Kerkhoff asked if this would be a hybrid system, or a variable flow system. Mr. Buchheitkeitt stated that the variable flow is a completely new system and everything currently used would be thrown out and a new system put in. Mr. Buchheitkeitt explained how he would replace the current system with a replicated system, everything should be replaced except the piping – copper pipe could be re-used, steel not so much. Mr. Kerkhoff asked about the different system life expectancy. Mr. Buchheitkeitt stated the VFR system has a 15-20 year life expectancy with some pieces of the system lasting 30-40 years. The VFR is a high pressure referent and the piping would last about two replacement cycles. To Mr. Buchheitkeitt the expectant life did not stand out either way to him when looking at the different systems.

Mr. Callaway asked about the duct work in the County Board Room and adding duct works above the windows. Mr. Buchheitkeitt stated that it is effective but not efficient and then looked at the window and base board heat. The original 1940’s drawings had a lot of windows and the 1990’s remodel about 30% of the windows were covered up and that was some efficiencies brought in by that – not a lot, but some. Mr. Buchheitkeitt does not know yet if he would recommend using the baseboard heat in the new system, or not.

Mr. McQueen thanked Mr. Buchheitkeitt for the study and stated it well written. A couple of items to Mr. McQueen that stuck out to him. Mr. McQueen asked what the marked up version of the cost estimate is that was present to the past board meeting – Mr. Bellis stated that it was a working cost estimate. Mr. McQueen asked about the pay-back and the clarifying that is something to look at. Mr. Buchheitkeitt stated that the project is a very expensive project. This project, due to the high cost along with the collateral impact, contractor’s delay, work hours, etc., the pay back would be 50 years, or so, which is longer than the expected life. Mr. Buchheitkeitt stated that it should not be viewed as a pay-back scenario instead but looking at life-cycle, maintenance costs, energy costs, etc., but also the cost of money. The energy savings of option A, is greater than option B; however, the cost of option A, takes half its cycle to come through. Mr. McQueen stated that is the reality and the cost of the project is the cost and he put in a VFR system at work a year and a half ago and the jury is still out on how it works. Mr. McQueen asked about units would be needed for the courthouse and then saw that it would be approximately 50 units and the ventilators could handle up to 50 units; however, the cost estimate has four listed. Mr. Buchheitkeitt answered that is code driven and he would want to make sure the air is very dry. Mr. Buchheitkeitt stated the reason he is also going with four units, the manufactures have a maximum length of piping and due to the length of the building, it has to be looked at very closely and he split the courthouse in four units. Mr. McQueen asked if two units would be feasible. Mr. Buchheitkeitt stated it could be – but no design work has been completed and four units would give better control of bringing oil back to the units based off his experience.

Mr. Bellis stated Mr. Buchheitkeitt’s rough estimate of numbers. Mr. Buchheitkeitt stated that his numbers he hopes is of the high bidder, not the low bidder.

Mr. Callaway asked what manufacture and their type of warranty and maintenance costs. Mr. Buchheitkeitt stated they are good questions but he doesn’t have an answer at this time. Mr. Buchheitkeitt stated that he generally requires a five-year warranty on compressors and on maintenance his hope is the system is simpler than what is used now. There would be a building automation system that maintenance could monitor. RTM would require different pressure testing on the piping from the manufacturer review. It is also recommend to look at a maintenance contract with the manufacture – the system would need to be learned along with how to use it and its design. Mr. Buchheitkeitt stated that he has seen many units die early because the operations do not know how to use it and maintain it.

Mr. Cooley asked Mr. Buchheitkeitt what the true numbers would be for the two different systems. Mr. Buchheitkeitt stated that he cannot do that as the number provided is his best educated guess. Mr. Cooley stated that is what he wanted to hear.

Mr. McQueen stated that in a nutshell, that is what his question was heading for too when he was looking at the rough estimated numbers. Mr. Buchheitkeitt stated that he had produced two estimates. The first one had full light and ceiling tiles replacement as that is normal in the business. The second document has those items removed and reflected.

Mr. Finlay thanked Mr. Buchheitkeitt for being present at the meeting and that he was appreciated the thoughts of presenting the best value. Mr. Buchheitkeitt went over useful life for current components. On the chiller use what is left. The pumps are about 30 years. The boilers, he would recommend replacing with high efficiency boilers and are estimated at 20 years old, current – but get rid of steam and got to hot water. The steam piping in the building, is tougher – his goal is to provide a something that would last 25-30 years – if the pipes are copper, his recommendation would be keep using it. Air handling units were put in the 1990s, for new units the life expectancy is 30 years – the fan units would not be recommended to keep. The Duct work is from 1940’s and his recommendation would be to replace due to insulation factors. The controls are variable due to software updates. The wiring for the controls are 50-70 years. The VRF system provides more energy efficiency than the current system. Mr. Finlay asked for an energy standpoint what that would look like. Mr. Buchheitkeitt believes it would be two times more efficient.

Mr. Hinkamper asked Mr. Bower what his preference is between the two systems. Mr. Bower stated that he does not like the fact there is water above everyone’s head and the VRF system would eliminate that. With the VRF the temperature control is a bid deal.

Mr. McClearly asked about VRF system piping. Mr. Buchheitkeitt stated the thoughts on removing the ceiling – it must be done regardless and the biggest problem with steam piping there is asbestos and other materials on it and his recommendation is pull it out and remove it and deal with it.

Chairman Snider stated that we have done a lot of work with Thomas’ group and they have done a great job for the county and has never let the county down.

Meeting ended at 7:35PM.

Executive Session

a. There was no execution session.

The April 2, 2024 meeting was recessed until Wednesday, April 10th, 2024.

https://www.adamscountyil.gov/home/showpublisheddocument/9521