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Committee told roof work must proceed despite overrun; $500,000 budget plus $400,000 state grant insufficient
Summary
Staff reported the east apartment and strip-center roof replacement is over budget. The committee heard the project needs immediate work and that the city budgeted $500,000 and holds a $400,000 state capital grant for the strip-center portion.
Monroe — City staff told the committee March 11 that the planned roof replacement for the East Apartment and an adjacent strip center has come in over the budgeted amount, and staff recommended moving forward to avoid continued water damage to the building.
Staff said the capital budget included $500,000 in city funds for the project and that a $400,000 state capital grant is earmarked for the strip-center portion of the work. Staff emphasized that the facility is leaking during rain and needs a roof now; the presenter described the current proposal as “the final roof that can go onto that structure without major rehabilitation.”
Staff also described the procurement approach: the project was advertised through a cooperative bid process that produced multiple quotes; the low responsive bidder, a local firm, submitted the lowest price and has historically done roofing work for the city. Committee members asked where the overage would be covered; staff said the city has unspent capital funds carried forward from the prior year that could be appropriated by supplemental appropriation, but cautioned this would reduce carryover balance available for other future capital projects.
Why it matters: staff said deferring the roof would allow ongoing interior damage and operational impacts. Committee members pressed for clarity on the budgetary impact of using carryover funds and on whether the grant language covers both façade and roof work for the strip-center portion; staff confirmed grant language does list façade and roof among eligible improvements.
Decision and next steps: No formal vote was recorded in committee that night. Staff said executing the project would require a supplemental appropriation and would be brought forward for council appropriation if the committee and council choose to proceed.
Ending: Staff told the committee they will return with contract and appropriation details if council wishes to proceed.
