Special Board Meeting Minutes

Clear Lake Area Community Center Special Board Meeting

October 1, 2025

Present: Board members: Tim Wyss,  Bert Petersen, Ray Cress, Virginia Cahow, Doug Cahow, Sue Anderson, Wendy Schoggins, Muriel Nelson. Advisory Member: Jay Matson

President Tim Wyss convened a special board meeting on Wednesday, October 1 at 11:15 am.

The purpose of the meeting was to act on two issues presented by Apex Engineering/Cedar Corporation regarding design plans for Air Handling Unit (AHU)/HVAC upgrade for the gymnasium wing.

Issue One:  Proposal from Apex Engineering: 

Gymnasium (Multipurpose Room):

• A new outdoor mounted (either on the garage roof or grade mounted next to the garage) Package Natural gas heating/DX cooling unit.

• This unit would be sized to heat and cool the space as required without the need to reconfigure the perimeter radiation in the gym.

• This allows for the steam system to be removed from the perimeter of the gym and eliminate having water in that area in the event of leaks.

• Ductwork would be modified in the gym area to better distribute the air throughout the gym area.

• This may be a couple of either fabric or metal spiral duct runs down the length of the gym.

• The supply and return ductwork for this would run through the storage room where the existing AHU is located and out the end wall where the existing intake louver is.

• This unit will need a full economizer mode (100% outside air during free cooling periods) which will all be handled at the unit exterior to the space. This would allow for the elimination of the large relief fan in the southeast corner of the gym.

Entry Vestibule (Gym lobby):

• A new heat pump style mini split system to serve heating and cooling in the entry vestibule.

• New electric heating in the restrooms (cove heaters or baseboard)

Existing Locker Room Area :

• Replace existing unit ventilator with a new heat pump style unit ventilator with electric back up heat.

• A new exhaust fan to ensure that we are able to exhaust the fresh air coming into the space and not over pressurize.

Apex Engineering also mentioned that “when we were on site, we discussed a new boiler system to serve hot water coils in new air handlers and try to reconfigure the existing perimeter heating in the gymnasium. That type of a system would have a much higher install cost than what I have laid out above [later estimated at 1.75 to 2 times the cost]. It also comes with controllability issues for pumping the systems. Going forward with a system that does not involve hot water for the heating source will simplify those controllability issues, removes circulating water from the gym area and is still a great overall system.”

A walk-through of the gymnasium area verified that the lights hanging from the gym ceiling are lower than the proposed hang-down of the duct work. The proposed clearance between the ductwork and floor is 18’7”. It was estimated that the ducts would be positioned at the 3^rd beam of the ceiling on each side of the peak. It was later learned that the duct diameter ranges from approximately 26 inches to 14 inches at the far end.

There was a discussion comparing a hot water/boiler-based system versus a forced air system as proposed by Apex.  Installation of the hot water system would be up to 2 times more expensive because none of the current parts (pipes, etc.) should be used in the new set-up due to their age (70 plus years of use). Adding air conditioning is an ‘add on’ to a forced air system but would be an entire new installation to a hot water system. Maintenance of a forced air system is expected to be much easier. A definite positive for a hot water system is the operational cost is projected to be lower. Also, a positive is that the hot water system would be piped into most of the ancillary areas, i.e., the bathrooms, gym lobby and backpack room.

Doug made a motion to authorize Apex/Cedar Corporation to complete the design plan as described above for the Gymnasium, Entry Vestibule and Existing Locker Room Area so that the project can advance to securing bids. Sue seconded the motion.  Motion carried.

Issue Two: Intended use of the shop currently rented by Doug Cahow and formerly the wrestling room.

Apex needs to know if the design for this room should be for heated storage use or for garage use that requires heat plus adequate ventilation. The cost estimate is $3,000 for heated space and $9,000 for a garage environment. It was mentioned that additional work is needed in that area to meet fire regulations if it remains a garage.

Subsequent discussion led the group to feel that it would be advantageous to have it designed as a garage and if resulting bids proved the plan too costly, it could be outfitted as a heated space.

Muriel made the motion to ask Apex to design the space as a garage area with the possibility that it could be reallocated as a heated space once bids were obtained.  Doug seconded the motion.  Motion carried.

Tim will inform Apex Engineering of today’s decisions.

Meeting was adjourned at 1:10 pm.