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04-17-1991 CC MIN e e e CITY FACILITIES WORKSHOP MEETING HELD AT THE ELK RIVER CITY HALL WEDNESDAY, APRIL 17, 1991 Members Present: Mayor Tralle, Councilmembers Schuldt, Kropuenske, Holmgren and Dietz Members Absent: None Staff Present: Tom Zerwas, Chief of Police; Pat Klaers, City Administrator; Lori Johnson, Finance Director Also Present: Zack Johnson and Kevin Conley, EOS Architecture Pursuant to due call and notice thereof, the Mayor called the meeting to order at 7:00 p.m. The City Council acknowledged the resignation of Jim Simpson from the Utilities Commission. The Council concurred that a letter be sent to Mr. Simpson asking him to reevaluate his decision. Pat Klaers rescheduled. stated that the joint meeting with Otsego needed to The Council suggested that the meeting be held on May 28. be A joint meeting with the Planning Commission was scheduled for April 29 at 7:00 p.m. at City Hall. Zack Johnson distributed a Project Proposal for a City Hall and Police Station. He indicated that some of the Community Center Task Force numbers have been included in this proposal, that additional office space had been added to City Hall, and the meeting room had been downsized to 250 people, as was discussed at the last meeting. The six proposed sites were discussed starting with the County Administration building. It was noted that the cost to acquire and renovate this structure would be close to $1,500,000 or approximately $75 per square foot which is equivalent or greater than construction of a new facility on a per square foot basis. Zack further indicated that the County Administration building would meet only 70% of the City Hall and Police Department needs for the next 10 years' and not any of the meeting room needs. The next site discussed was the creamery site. Zack indicated that a two story police station and one story garage fit on the site but there would not be adequate space for City Hall. The downtown site was discussed. Zack indicated that to include the police station, City Hall and meeting rooms would require a three story building with parking underneath and that space would be tight to accommodate all of these needs. Zack further indicated that if the northeast site is sold, this site then becomes even more unusable. Zack indicated that there were no constraints on the Gospodor property. The Houlton and Morrell sites could accommodate both a City Facilities Workshop Meeting April 17, 1991 Page 2 e police station and Ci ty Hall. Both of these could also be constructed on just the Morrell site. Zack indicated that he leaned heavily toward the Gospodor site because it accommodates the Police Department, City Hall and community center. The current proposal shows a three phase development. The first phase would consist of mainly basic City Hall and Police Department space needs plus a 250 seat meeting banquet facility's total square footage, 27,531 with an estimated cost of $1.9 million. The second phase includes additional communi ty center components plus completion of the police station needs. Phase II consists of 51,157 square feet at a cost of $3.5 million. Phase J II includes the remainder of the community center components, addi tional City Hall and Police Station space for a total of 49,188 square feet and a cost of $5.1 million. Four percent inflation is included when figuring the cost for Phase II and Phase III. Zack made the Council aware that this phasing plan is just a proposal to determine if the project works and fits on this site. The Council will need to change the phasing to meet their desires. There was discussion regarding savings of having a combined City Hall/Police Station versus having stand alone facilities. It was noted that there was no large savings in the first phase; however, larger savings are realized when all phases are completed. e There were some unknowns regarding the Gospodor site which need to be addressed including the cost of extending water and sewer and the acquisition of the property. The Council directed staff to communicate with Mr. Gospodor making him aware of the Council's proposal. Zack Johnson further indicated that the Community Center Task Force supports the selection of the Gospodor site for a possible community center. The Council recessed at 8:35 and reconvened at 8:55. Pat Klaers summarized the Council's conclusions and that a letter indicating the findings of fact be sent to the owners of the Anderson properties and the County Administration building. Secondly, that a letter be sent to Mr. Gospodor indicating the City's interest and proposal for a City Hall/Police Station complex on his property. The Council concurred with both of these items. The Council also directed staff to get more information on the Morrell and Houlton sites in regard to acquisition costs. The Council concurred that it preferred a campus setting and that the three sites being considered would be the Gospodor property, the Houlton/Morrell property, and as a third option the creamery site for a police station only with City Hall remaining at its current location. The next Community Facilities meeting was scheduled for May 16 at 7:00 p.m. There was discussion regarding the Design Committee and Zack indicated that a list of sites is available for the Design Committee to tour. Pat Klaers indicated that the Design Committee would make recommendations on what e should be included in each facility and phase. ROGER HOLMGREN MOVED TO FORM A SEVEN MEMBER DESIGN COMMITTEE INCLUDING DUANE KROPUENSKE AND GENE SCHULDT AS COUNCIL REPRESENTATIVES ,TWO POLICE e It e. City Facilities Workshop Meeting April 17, 1991 Page 3 DEPARTMENT REPRESENTATIVES, TWO CITY HALL REPRESENTATIVES AND ONE CITIZEN. JOHN DIETZ SECONDED THE MOTION. THE MOTION CARRIED 5-0. Pat Klaers indicated that Tom Zerwas and another officer will represent the Police Department, Pat Klaers and Lori Johnson will represent City Hall. The Council suggested that George Zabee be included as a citizen representati ve because of his background working with school construction and also his knowledge of police activities and administration acti vi ties. Dave Bosshardt was also suggested as a citizen representative. Pat Klaers indicated that at some point architects would need to be selected. He stated that staff is comfortable working with Zack and feels Zack's knowledge of the community is helpful. The Council concurred that Zack should present a proposal which includes a list of projects and references. ROGER HOLMGREN MOVED TO ADJOURN THE COMMUNITY FACILITIES MEETING. KROPUENSKE SECONDED THE MOTION. THE MOTION CARRIED 5-0. DUANE The Community Facilities meeting adjourned at 9:25 p.m. Respectfully submitted, 7f(~ Lori Johnson Finance Director