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6.3. SR 06-23-2003MEMORANDUM Item 6.3. TO: Mayor and City Council FROM: Pat Klaers, City Administrator DATE: June 23, 2003 SUBJECT: Consider Shooting/Gun Range Request Over the last few City Council meetings most everything to say about completing the shooting/gun range has been said. Attached for your information are my June 16 and June 9 memos, the June 12 memo from the Sheriff, and a January 9 memo from the then Assistant Chief Beahen (this memo was in the January 13, 2003, City Council packet). The decision to do the shooting/gun range as part of the Public Safety facility was made a long time ago when the building plans for the project were approved. Due to financial concerns about the entire project, only the gun range shell was included in the project and it xvas understood that the gun range would be completed depending upon available funding. Funding is now available for the mechanical system by way of the project contingency fund and the internal structure can be financed with liquor store funds. In fact, if the City Council wants to, the entire remaining expenses associated with the gun range (estimated at under $240,000) could be funded with liquor store reserves. The payback for the gun range is lengthy but this was understood at the time that the gun range component of the project was discussed and considered. This is not much different than the payback timeframe issue associated with the geothermal part of the Public Safety facility. The gun range is before the City Council tonight for two reasons: (1) the Council, in January, indicated that it wanted to revisit the issue toward the end of the project, and (2) the bid for the mechanical part of the project from SentraSota is still valid. If the City Council desires to wait on completing the gun range, then we will simply have to re-bid both the mechanical and the structural part of the gun range whenever the Council deems it appropriate. At this time I support completing the gun range in its entirety as the shell is already built, funds are available to complete the project, and the sooner we can start saving operating expenses (employee overtime for training) the better. S:\COUNCIL\Pat\2003\gunrange0623.doc TO: FROM: DATE: SUBJECT: MEMORANDUM Mayor and City Council Pat Klaers, City Admi~T~t. rator June 16, 2003 Gun/Shooting Range Item 4.5. At the last City Council meeting, I didn't feel that I responded as well or as completely as I should have to some gun range questions. Accordingly, I am going to give it another try. I have been advised by Kraus-Anderson that the low bid for the mechanical component of the gun range is still acceptable to the contractor. A small amount (under $4,000) of work was required by this contractor regardless whether or not the entire system gets installed. There is about $93,200 worth of work left on this contract with SentraSota. Additionally, there are a few smaller items from other contractors that need to be accomplished in order for the mechanical system to be completely installed. The total remaining expenditure for the mechanical system would be under $100,000. The mechanical system is the heating, ventilation, and air conditioning (HVAC) system, although no air conditioning is needed in the gun range. The gun range mechanical system is independent from the rest of the building. Associated with this gun range HVAC system is the typical supply and return duct work. The most expensive part of the mechanical system relates to air circulation and removing from the building the lead remnants (that ends up in the air) that is generated from the shooting activities. As noted last week, if the mechanical system is not installed then it is likely best to just lock the door and not use the space. The city would have to spend upwards to $20,000 for such things as fire sprinkler, hghting, and possibly some ceiling in order to make the area meet code and for it to be usable (mainly for storage). The type of storage that comes to mind would be for items that are typically in the impound lot, such as bicycles, which are very bulky and take up a lot of space. Another possibility is if the police department needs to store a large amount of evidence in a secure location. This type of situation happens occasionally but it is impossible to pre&ct. I have recendy been advised that even if the gun/shooting range is locked up and not used until a later date, there will still be some work necessary in and under the floor as it relates to securing the facility. In terms of the structure or "guts" of the gun range, this system looks very much like what you would see on a tv cop show. The gun range structure is a system of rods that go the length of the gun range for each of the shooting stalls and attached to each rod is a set of chains that allow the targets to be moved forxvard and back and at angles. Caswell has this part of the gun range bid. The most knowledgeable gun range person at the city is the Police Chief Jeff Beahen. Jeff was involved in the installation of the gun range in Anoka and also served as their fire arms instructor. Chief Beahen has advised me that he has been in contact with some neighboring communities and these communities have expressed an interest in renting time or leasing space within our gun range once it's completed. The communities contacted include Big Lake and Ramsey. Also, the Chief has indicated that while he is not interested in having the gun range opened up to the public for use on a fee basis, he is willing to look at the training of citizens now that the conceal and carry bill has been signed into law. (Training is part of the requirements in order to obtain a permit.) Training in this regard could generate some revenue and the actual shooting in the range ~vould be minimal for this program as compared to leasing out the facility to other law enforcement agencies. Chief Beahen and I have both recently, on separate occasions, talked to Sheriff Anderson regarding his interest in being a partner with the city in our gun range. For a variety of reasons, a partnership ~vith the Sheriff seems unlikely. However, the Sheriff did indicate that until they have a facility of their own that the possibility of renting time at the city shooting range is an option that they would consider. According to the Sheriff, the shooting range and training needs for the Sheriff's Department exceed our gun range capacity and the Sheriff believes it is in their best interest in the long-term to have their own facility. Sheriff Anderson has had a conversation with Councilmember Dietz on this subject and I believe that Councilmember Dietz will be providing an update on this topic on Monday evening, June 16, 2003. S:~COUNCIL~Pat~2003\gunrange.doc Item # 7.3. TO: FROM: DATE: SUBJECT: MEMORANDUM Mayor and City Council Pat Klaers, City Administr~~ June 9, 2003 - Public Safety/City Hall/Utilities Project Update The last Council update on the building construction project ,,vas on May 12, 2003. Over the last four weeks a lot has happened as the Public Safety Facility and Utilities building near completion. One of the most visible activities and one of the ~vork areas of most concern as it relates to access and safety is the reconstruction of the parking lot. At this time, there is a bituminous surface in and around the current Police Station and this has been signed for public parking. Since May 12, the files from the upstairs of City Hall have all been relocated to the basement of the Utilities building. Furniture is currendy being installed in the Utilities building. City staff will be moving its offices into the Utilities building on Friday, June 13, 2003, and we will be open for business with a ne~v telephone number on Monday, June 16, 2003. The front sidewalk at the City Hall entrance has been removed. The City Hall public entrance is signed for the Attorney/Cable Tv door. A public entrance to City Hall needs to remain open until after the Police move. The public safery furniture was approved on May 19. The Police are scheduled to move beginning on June 24, 2003. Once the Police have relocated, then all accesses to the former City Hall/Police Station will be closed. Entrance to City Hall for the next 8-9 months will be the Utilities front door. Remodeling of the City Hail/Police Stadon is scheduled to begin on July 1, 2003. The last City Council meeting in the Council Chambers is scheduled for Monday, June 16, 2003. All furore meetings of the City Council, HRz'5, EDA, Planning Commission, and Park and Recreation Commission will be held in Lions Park Center. The Public Safety project summary, has not changed substantially since the May 12, 2003 update. The project summary as of May 6, 2003 showed a project contingency balance of just under $160,000 being available. There has been some adjustments and change orders since May 12, but the total available project contingency is still in the $150,000 range. In January 2003, the Ci~ Council discussed completing part of the gun range using project contingency funds. At that Ume, it was the consensus of the Council to not pursue any of the gun range expenditures but to bring the issue back to the Council near the end of the project. We are now near the end of the project and we should discuss the gun range again. The gun range estimate is about $210,000. In January, the request was to do the range "guts" or "structure" for about $108,000 and to hold off on the mechanical equipment (approximately $102,000). At this dine, the request for the Council to consider is just the opposite; we would like the City Council to consider installing the mechanical equipment and to hold off on the balance of the gun range. By spending about $100,000 now, we can be prepared for when funding becomes available for the balance of the project and the space then does not need any additional expenditures in order to make it usable for non-gun range activities. If neither the mechanical equipment is installed nor some improvements made in order to make the area meet code for access and usability, then the other opdon is to simply lock the door of the gun range. For all the same reasons that have been discussed in the past, it is important for the gun range to get completed in the not-to-distant future. By spending half of the funds for the gun range now we are then in a better position to complete the project'in the future. (Plus, this space is then useful for alternative activities uno the gun range is completed.) In the meantime, the city can look for parmers in the gun range project and may even find some donations. A last alternative would be to take some money from the liquor store enterprise fund for the completion of this project. As you all know, the liquor store is doing frae financially and could afford this contribution if necessary. Recommendation Assuming that the bid for the mechanical system are still acceptable by the contractor, it is recommended that the City Council authorize spending approximately $100,000 from the project contingency for the completion of the mechanical system associated with the gun range; if the bids are not still acceptable, it is recommended that the city go out for gun range mechanical bids. S:\CO UNCIL~Pat~UpdatesNPublicSafew, .doc June 12, 2003 Sherbu~ SHERIFF )~t BRUCE M. ANDERSON ~-- TO: FROM: RE: Councilman Jolma Deitz Eli RJ vet City Council SJlcrifCBruce M. Anderson G ON I>,ANGE In this letter I weald like to detail some history regarding the gun range proposal. I'm hoping backgrou 'id i~ tformation will answer questions you and other city council members may hi ,~e. Some years ago our office and other agencies were involved in discussions concerning a training facility proje ct. When I approached Chief Zerwas specifically on the possibility of locating such a. facility on the west end of the county, he felt that the needs of the Elk River Police DeFt: could not be served unless the facility were to be built on the east end of the county. C~hief Zerwas then decided to propose to the city council that a small range be built un~ler'tt[e police department building as an addition to the law enforcement center. I told Chief 2.erwas that if in his judgment building this gun. range was warranted, I would support his decision. During this past yea~: I discussed with the county board the possibility of utilizing the Elk River Sportsmar~'s Club range, or, perhaps looking at utilizing the Becker property for a training facility. At this present time, a possible expansion of the jail is being reviewed; therefore, a law enforcement tra]vlin$' facility is being considered as part of the proposed expansion. This training facility Would include a firing range, firing range classroom, armory, fitness room, locker rooms, all purpose classroom/conference moms, and a replica of a cell block to be utilized for corrections staff/law enforcement use of force training. This training facility would be utilized 7/24, and the gtm range would be available to local law enforcement agencies free of charge for firearms training. We are also considering utilizing this gtlq raj ge for civilian training purposes pertaining to the new carry/conceal handgun law. ;HERIFF'S DEPARTMENT 3OUNTY GOVERNMENT CENTI~ :~ 3880 Highway 10 :.lk River, MN 55330-4609 ~rea Toll Free Numbers: .:lk River- (763) 241-2500 :ax - (763) 441-7303 )ther - 1-800-433-5245 [0 '8 ~O£LIF~OL 'ON XW~ MIW3HS A&O 3N~DS~3HS NF 6~:0[ NOW EOO~-9I-NflF Councilman Joh, De itz page two With the variety of t~ aining needs and expected heavy use of this type of facility, it would not be feasible to pm tner with Elk River on building a gm~ range only. In past discussions with Chi ~'f Zerwas, he pointed out that Elk River would not be able to accommodate the~tra ining needs of our department; therefore, this course of action was never pursued ~tth 1.he Elk River Police Dept. Revenue from the ja'd is the reason our agency is able to fund this proposed facility. As you know, this ~,ve~ rue has benefited the citizens of Sherbume County in a variety of ways, and this lP~)pc sed jail expansion/training facili, ty is just one of those benefits. John, if you or ~ay other city council members have further questions or concerns regarding this i~ue, I would be happy to meet with you. Sheriff Bruce M. Anderson BMA/do Police Depc~rtment MEMORANDUM TO: Pat Klaers FROM: Jeff Beahen DATE: 1-9-03 SUBJECT: Gun Range Savings I have put together some figures concerning the training we do each year for our yearly mandated weapons qualifications. Each officer is required to shoot at a mimmum four different times a year under the statutory guidelines. The SWAT team trams each month. Half of those sessions involve weapon training. We currendy use the Anoka County Range to train at. Their cost in 2003 is $800 a day. We typically have to use two days to tram all our officers. That means that at a minimum, our costs just to rent the range in 2003 will be $6,400. SWAT typically rents the range two additional days adding another $1,600 to the budget. We do have the option to use the Elk River Sportsman Club, but we are restricted there - not being able to use rifles or semi-automatic weapons. We can also use the gravel pits but of late these have been heavily used and not available for our range use. When we conduct a shoot, there would be five patrol officers on duty the fzrst shoot day as well as our office or admimstrative staff. The second day shoot would allow five more on- duty officers to train. That means that 11 officers would be on overtime during the training session. In the course of a year, ~ve would pay (on average) $7,480 in overtime to have these officers trained. If we cut the shoots down to 2-hours we could reduce the overtime to $3,740. Because of the drive time to Anoka, we have found that this is not feasible. With our own indoor range, we can conduct all but the inclement training here, on-duty and without the payment of either the range fees or the overtime. That equates to a savings of $15,480 a year. It should be noted that because of training budget shortfalls last year, we did not lease any range dine. We are currently overdue for our annual training and plan to conduct that at the indoor Maple Grove Training Center in the next 30 days. That range is $150 per hour or $1,200 a day. In addition to the illustrated savings, we could potentially rent out the range to outside departments. Normal rental rates run from $75 -$150 per hour. We would have to have a range officer present while this occurs, so there is a cost to having departments train at our facility. Additionally, the more training in the facility - the more wear and tear you have on the equipment. If you overuse the range, you life expectancy of the interior range equipment is dimimshed. It is a check and balance approach - finding the right number of rental hours that creates revenue without impacting the longevity of the equipment. The other associated costs with operating a gun range rather than leasing don't change much. We are required to purchase ammunition from the range when we go to Maple Grove or Annandale. These costs are slighdy more; perhaps $200 total a year. They supply cardboard target backings - we would have to supply our own. That cost is around $400 a year. There is also maintenance associated with the range, although our range officers can do most of that. In the long term, we will deal with some costs as items ~vear out or need replacement. Those costs would not occur for 5-10 years. The life of the range itself is 20-25 years and can be extended by routine maintenance and upgrades as needed. Last, the private property, surrounding the Anoka County Outdoor Range at Bunker Hills has been sold and a residential development is being built adjacent to that facility. This will result in the closing of that t_rammg facility. Anoka is currently looking at an indoor range on the eastern edge of their County. Our only other training locations are then Annandale, St. Cloud and the indoor range in Maple Grove.