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Board of Directors’ Meeting

September 1, 2011

Members Present: Marc Monteleone, Chairman
                                Roy Smith
                                Mary Jo Klempa
                                Ron Spradling

Department of
     Donna Lipscomb

Others Present:    Micheal Evans, Department of Administration
                               Lloyd Miller, Lloyd W. Miller Architect PLLC
                               Wayne Pifer, Mountain Line Transit Authority (by phone)
                               Ronald May, Marshall University
                               Karen Kirtley, Marshall University
                               Jim Terry, Marshall University

Members Absent: Rodney Clay
                              Woody Thrasher



The meeting was called to order and a silent roll call was taken and it was determined that a quorum was present.

Approval of Minutes:

Roy Smith moved for the approval of minutes of the July 7, 2011, meeting. Motion seconded by Ron Spradling. All voted in favor and the motion passed and the minutes were approved.

New Business:

Presentation by Monongalia Urban Mass Transit Authority

Lloyd Miller advised the board that the Monongalia Urban Mass Transit Authority received four responses for the request for qualifications. On August 26, 2011, the technical review committee reviewed the responses and three of them scored over seventy points. Mr. Miller requested the authority to proceed with the project to move to the request for proposal phase.

Chairman Monteleone questioned Michael Evans, the Department of Administration representative on the Technical Review Committee, if he was in attendance during the scoring and how the evaluation went. Mr. Evans stated that he was present and that everything seemed to be in order.

Ms. Klempa, who participated by phone, questioned who the four teams were. Chairman Monteleone reviewed the scoring sheet and advised that they were G.A. Brown scoring 75, March Westin scoring 90, MTV Solar scoring 91 and Vanguard scoring 61. Mr. Miller indicated that Vanguard was not very responsive in their proposal.

Roy Smith moved to allow the project’s process to be advanced. Motion second by Mary Jo Klempa. All voted in favor and the motion passed. Chairman Monteleone asked Mr. Miller what the next steps were with his timeline. Mr. Miller advised they would be releasing the Request for Proposal tomorrow, they would have a pre-proposal meeting on September 13, 2011, and receive the responses to the proposal on October 4, 2011. They have scheduled a meeting to score those on October 12, 2011. They would then come back to the board for approval on October 20, 2011. Mr. Miller stated that they were on schedule to meet those dates.

Presentation by Marshall University

Lloyd Miller advised the board that he just recently started working with Marshall University on their design-build project that was approved by the board. He stated that when he looked at their schedule that was previously submitted to the board, he suggested that they modify the schedule to meet the current time frame that they are beginning the project. Karen Kirtley, a representative of Marshall University, explained that when they first came to the design-build board they thought that Marshall University did not fall under the 5G statute. Once they found out, they started the 5G process immediately to hire the criteria developer. It took them about eight weeks to complete the process so they are behind on their schedule. Ms. Kirtley explained that although they are behind, they still plan on having the parking garage completed by the time school starts next year. They originally planned on a July completion date and now it will be closer to early September.

Chairman Monteleone questioned whether they basically just want to change the entire schedule to move all dates back eight weeks. Mr. Miller indicated that was what they want to do. He stated that they are going to push really hard to get the project complete before that date.

Chairman Monteleone asked if the criteria developer was in place and they want to move on to the Request for Qualifications. Ms. Kirtley stated that was their plan. This should be released on September 16, 2011.

Roy Smith moved for approval of Marshall University’s revised schedule and allowing them to proceed with the project. Motion seconded by Ron Spradling. All voted in favor and the motion passed.

Old Business:
There was no old business to come before the board.


Other Business:

Lloyd Miller talked to the board regarding their planned meeting schedule and requested that an extra meeting be held to accommodate his Grant County Project so he would not have to wait until October 6, 2011, for the board to approve his cost scores. Chairman Monteleone advised that he was unwilling to have additional meetings. The board has two vacancies and they are struggling to get a quorum. They are already meeting twice a month and he advised Mr. Miller to plan his bid openings and meetings with clients around the board’s schedule. Mr. Miller agreed to go by the board’s schedule of meetings every first and third Thursday of the month.