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05-16-1991 CC MIN - SPECIAL It e e MEETING OF THE ELK RIVER CITY COUNCIL FACILITIES WORKSESSION HELD AT THE ELK RIVER CITY HALL MAY 16, 1991 Members Present: Mayor Tralle, Councilmembers Schuldt, Holmgren, Kropuenske and Dietz Members Absent: None Staff Present: Pat Klaers, City Administrator; Brad Rolfe, Police Sergeant; Tom Zerwas, Chief of Police; Lori Johnson, Finance Director Others Present: Zack Johnson, Terry Maurer and George Zabee 1. Call Meetin~ to Order Pursuant to due call and notice thereof, the meeting was called to order at 7:15 p.m. by Mayor Tralle. 2. Consider 5/16/91 A~enda ('A)UNCILMEMBER HOLMGREN MOVED TO APPROVE THE 5/16/91 PRESENTED. COUNCILMEMBER KROPUENSKE SECONDED THE MOTION. CARRIED 5-0. AGENDA AS THE MOTION 3. Discussion Zack Johnson briefly gave an overview of the Design Committee's facilities tour. Some issues that were discussed were the lack of storage space in several of the faci] i ties and the need to include adequate storage space in the new facility; the use of audio visual systems in all of the facilities which were toured; whether or not a wellness area should be included; how much multi-purpose meeting room space was enough and what the purpose of these rooms would be. Relating to police facilities there were comments regarding the traini.ng room and vehicle storage areas. The office sizes were discussed with concern that they be made large enough to be comfortable. It was also noted that expansion capabilities are very important; therefore, the building should include knock-out walls for future expansion. 4. Committee Duties and Responsibilities Pat Klaers asked for a definition of what the Council thinks the Design Commi ttee parameters should be. Council member Kropuenske indicated that the Committee should work with the architect on the design and layout, within dollar amounts set by the City Council. When the Design Committee has developed a proposal, the proposal should be presented to the City Council for approval. Council member Holmgren concurred with this idea, further indicating that the Council needs only updates from the Committee. \; City Council Facilites Worksession May 16, 1991 Page 2 e Roger Holmgren indicated that he would like a site manager hired to help keep the project on schedule and on budget. Pat Klaers indicated that this will need to be refined based on the contract that is agreed to with the architect and also the availability of Phil Hals' time as Phil may be called upon to help oversee this project. Mayor TraDe felt it was too early at this time to decide whether or not a site manager needs to be hired. George Zabee indicated that for most of the school projects, a site manager was not hired to monitor construction of the school buildings, rather there was an agreement with the archi teet indicating the level of supervision that would be required during construction plus school officials did walk throughs as necessary. Counc il member Kropuenske agreed with thi s concept. Mayor Tralle requested that Zack Johnson include this in his proposal. 5. Gospodor Site The Gospodor site was discussed along with the appraisal from Mr. Lawrence. The Council expressed no concerns over the land values as identi fied in the appraisal. The Counci 1 concurred that staff should work closely with Mr. Gospodor's attorney on the acquisition of this site. e Possible relocation of the Orono Road was discussed. Terry Maurer indicated that moving the road to the extreme south of the site would eliminate the use of MSA funds. However, Council was concerned that steps be taken so that this does not become a collector or high usage/speed road. Terry Maurer and Zack Johnson will update the City Council on this item at the next meeting. COUNCILMEMBER KROPUENSKE MOVED TO ACCEPT THE APPRAISAL AS PREPARED BY HOWARD LAWRENCE APPRAISALS, INC. AND FURTHER THAT IT WILL BE SENT TO MR. GOSPODOR'S ATTORNEY FOR REVIEW. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. 6. Utility Improvements The financing and timing of the utility improvements to the Gospodor site was discussed. Terry Maurer indicated that the cost for the water tower could be eliminated at this time as this improvement could be added later. He further indicated that the well treatment and pump house would be paid by Elk River Municipal Utili ties and that the road may be fundable by MSA Funds. The Council indicated that the RDF tax increment money could be used if necessary. Staff was directed to evaluate road and utility expenses and options. 7. Financing e The Council reviewed the financing information included in the City Administrator's memo and agreed with the information. It was Council consensus that the construction of the Police and City Hall facilities be financed internally. The Council also concurred that a minimum of $2,000,000 is available for this project. The Council further concurred that it preferred a quality building instead of a large building of a. lesser quality. e e e City Council Facilites Worksession May 16, 1991 Page 3 8. Upcomin~ Meetin~s lack Johnson indicated that prior to final word on the acquisition of the Gospodor site, there were several items which could be completed including fine tuning the space allocation program and determining the level of quality of the building. The budget could also be refined and the components of the facility could be prioritized. lack indicated that the design work needs to be started by July. lack suggested that he meet with staff first to work on the space allocation program and then with the Design Committee. The next City Council facilities worksession is to be scheduled for Tuesday, June 25. The Council would like word from Mr. Gospodor at that meeting on what his intentions are for his property. COUNCILMEMBER HOLMGREN MOVED THAT THE JUNE 24 COUNCIL MEETING BE CANCELLED AND RESCHEDULED AS A COUNCIL WORKSESSION ON JUNE 25, 7:00 P.M. AT CITY HALL. COUNCILMEMBER KROPUENSKE SECONDED THE MOTION. THE MOTION CARRIED 5-0. 9. Other Business lack distributed some background information on EOS Architecture's qualifications and stated that a proposal, which will include the scope and fees, will be presented at the next meeting. 10. Ad,iournment COUNCILMEMBER HOLMGREN MOVED TO ADJOURN THE FACILITIES WORKSESSION MEETING. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 5-0. The meeting of the Elk River City Council Facilities Worksession adjourned at 9:15 p.m. Respectfully submitted, 't1~L).-)~ Lori Johnson Finance Director