Presented with their first cost tracking sheet, Commissioners have been assured a more detailed tracking of expenditures related to the Lyon County jail project will be forthcoming in the future.

Project Manager Donette Baretto presented a cost billing to date of $61,131.000.  These costs relate to the recently completed assessment study of the jail site by Harris & Associates, including hours spent.  Baretto said there are still some outstanding yet to be submitted costs.

Debate was spurred by an agenda request from Commissioner Chuck Roberts for greater fiscal transparency.  Roberts said his request was based on his meeting with considerable resistance when seeking more detailed cost information from staff. 

“I requested quite awhile ago, in anticipation of the arrival of this document......some estimated projections and some more timely cost accounting and I met with extreme resistance, at least until the last couple of days in getting that information, which is why it is on the agenda today,” Roberts said. 

Roberts said in light of cost overruns and time delays on past County projects, “I think it is imperative we keep a handle on costs of this project.   I really think we need to employ a system that allows us to see these projects before they occur.”

He noted that at the recommendation of staff, no cap was placed on the assessment study; and, including that study and other related costs, he had roughly estimated the initial billing to the county would be in the $35,000 to $40,000 range.  The actual costs to date are $61, 131.00.

“Dollar wise it is not much, but percentage wise it is.  If we carry this through the whole project we will be spending money, arguably, that will surprise us or we don’t need to spend.  I think it is important the commission join together and demand a more highly detailed accounting for this process.  I think it is very important we are responsible and accountable to the taxpayers on this project.”

Roberts emphasized he was not being critical of the costs to date, but of the accounting process.

The rest of board agreed.

Commissioner Larry McPherson said he was very concerned with the costs, stating, “To me the costs look like everyone is planning for a big safety complex out here.  Just because the comptroller says we have $12 million and can bond for $11 million doesn’t we are gonna spend that, I guarantee you.”

Commissioner Phyllis Hunewill pointed out the original objective of the request from commissioners for the regular meeting updates was intended to keep them informed of the whole project and criticized the lack of detail on the bill from Harris & Associates.

“The Harris & Associates bill says ‘building assessment - $42,998.99’.  That is not transparency.  In other words, if we have a bill coming in we need to know what it is for.  That could have very easily done.  That was the main reason the commissioners wanted to see what was happening and not be surprised,”  Hunewill said. “We are handling taxpayers dollars and we just want to make sure we do that well.”

Commissioner Joe Mortensen agreed the board needed to stay on top of the issues relating to the project.

“I don’t want to be faced with a lot of change orders coming up.  That just makes the taxpayers furious.  Not one of the five of us are willing to put up with that,” he said.

Baretto explained that in starting a major project such as this, a scope of the process had to be developed in the first few months and in going forward expenses will be easier to project and that a much better record will be easier to provide.   She assured the board more detail will be included in future billings.

Roberts commended the job she has been doing to this point.

County Manager Dennis Stark said the process has been good so far and just needed to be refined.  He said staff could do whatever the board wanted done in regards to the billings.

“I think this is a good discussion here.  I don’t agree with information is lacking or not forthcoming,” Stark said.  “We just sometimes wonder what you want as far as assessing what is going on.  We can give you all, a little, or whatever you decide upon.  It is just a matter we are not resistant to giving you that.”

Stark said the financial report should show the total picture, not just the expenditure portion “So anyone on the street can pick it up and say here is what’s proposed, here is what we’ve spent and here’s what we are looking at and, eventually, what is being paid out according to what we are looking at.”

He stated he did not believe Harris & Associates had billed for any unnecessary expenditures.  It was also suggested such information could be made accessible on the county website and made available for publication.

Following the update, the Commissioner voted 5-0 to approve pursuing the architectural firm of Clemons, Rutherford & Associates (CRA Architects) out of Tallahassee, Florida.  Five firms were interviewed by a select committee consisting of Sheriff’s Department staff, Commissioner Chuck Roberts, County Manager Dennis Stark, County Engineer Dick Faber and Project Manager Donette Baretto.

Baretto said the firm has a history of submitting no change orders on projects they have completed.

If an agreement on terms/fees cannot be arranged with the selected firm, Baretto suggested reopening the process.