5.6. SR 03-11-2002Item 5.6,
MEMORANDUM
TO:
FROM:
DATE:
SUBJECT:
Mayor and City Council
ei~r~ia~ii'2~ ii2Y A~atOr
Public Safety Facility and City Hall Project Update
The City Council last discussed the public safety facility, city hall expansion/remodeling, and
utilities project on January 28, 2002. Since that time the expansion committee has met twice.
Topics discussed include the geothermal heating/cooling system, security systems, parking
lot and street layout, the FFE items and budget, the furniture layout for offices, the lowest
possible floor elevation for the basement, and which building code is going to be in affect
for this project. Additionally, each department has met with the architects to discuss their
individual office layouts, FFE items, and building materials. These individual departmental
meetings will continue throughout March.
Geothermal System
One of the key issues that has been addressed in February is whether or not to proceed with
the geothermal heating/cooling system. The last part of the February 27 committee meeting
was spent taking a tour of the Connexus facility, which has a geothermal heating/cooling
system. At this point we are continuing to move forward with the geothermal
heating/cooling system in the public safety facility. The geothermal system will cost more
initially but will also cost less to operate. The additional capital cost is already in the building
construction budget. The initial capital ouday will be up to an additional $200,000 over a
conventional system but the payback for this capital investment is somewhere in a seven to
nine year time period. Details on these two figures are expected soon. Key issues with the
geothermal system relates to having the system properly designed, installed, and maintained.
The committee believes that this can be done and that the system will operate efficiently.
Maintenance will be an issue that the city needs to address in the 2003 municipal budget.
The city will have to add employees to the building maintenance and cleaning program and
will need to consider whether or not this operation should become an independent city
department.
March I I, 2002
Public SafetylCity Hall
Page 2 of 2
Basement Elevation
After the geothermal issue, the next most significant topic of discussion has been the lowest
possible elevation for the basement floor. We are planning to error on the side of caution
when looking at a possible wet basement verses a short ramp to connect the utilities addition
to city hall. Additional soil boring tests were done in order to have a ground water modeling
report completed. We wanted more information to see if we can build the addition without
having a ramp. At this point we are following the architects recommendation on the floor
elevation for the basement and this elevation makes it questionable as to whether or not we
can get by without a ramp. Currently, a short ramp is planned in the vicinity of the building
department entrance. This ramp will include a handrail and will be half the width of the
hallway. The other half of the hallway will have two steps in order to accommodate the
elevation change. Details are still being worked out and we hope to avoid a ramp situation,
but this may not be possible.
Project Review
On March 12, 2002, the Utilities Commission is scheduled to review the building proposal
and to set the budget for their project. This budget amount is needed in order for the total
amount of the lease-purchase bond to be established.
The conditional use permit (CUP) for the government building being constructed in a
residential zone is going to the Planning Commission on March 26, 2002, and is scheduled
to go the City Council on April 15, 2002. With this proposal, the City Council and Planning
Commission will be looking at the typical CUP items, such as building setbacks, parking lot
layout and lighting, entrance/exits onto roadways, building materials, landscaping, noise
from emergency sirens, etc. No variances are needed with this request. This will be the first
public hearing on the proposal and even though we are talking about the building
construction issues, we are likely to get some public comments about the financing for the
project.
On April 8, 2002, the EDA and City Council are each going to hold a public hearing on the
financing for the public safety and utilities buildings. The project is moving forward as a
lease-purchase option with the EDA being the owner of the facilities until the bonds are
completely paid.
Construction Schedule
Attached is the latest update of the project schedule. We hope to go out for bids and have
them accepted by the City Council in May. The schedule calls for construction of the public
safety facility, utilities addition, and the city hall addition to begin in June 2002. Additionally
the plan calls for the construction projects to be completed within a year. Once the utilities
addition is completed, all of the city hall staff will move into this office (including the
basement area). After the remodeling of the city hall and police station is completed
(approximately six months), then the city staff will move back into this newly remodeled area
and the utilities area will be "touched up." Utilities staff will move in somewhere around late
winter or early spring 2004.
ELK RIVER CITY HALL COMPLEX EXPANSION
ELK RIVER, MINNESOTA
PROJECT SCHEDULE
CRITICAL DATES
JANUARY 2, 2002
REVISED MARCH 1, 2002
T U S H I E
MONTGOMERY
ARCHITECTS
Requires Completion
City, EDA, Date
ACTIVITY Utility
Commission
Action
City Council determines size and scope of project · CC January 14, 2002
Complete Preliminary Project Design January 28, 2002
Select Construction Manager ·CC January 28, 2002
City Council authorizes TMA to proceed with design development ·CC January 28, 2002
and construction documents Utility
Submit design drawings to Planning Commission for public review February, 2002
and approval
Submit design drawings to City Council for public review and final · CC March, 2002
design approval
Complete design development documents February 28, 2002
Complete construction documents for Public Safety April 30, 2002
Start bond proceeds for Public Safety Building · EDA May 10, 2002
Complete public bidding process and award construction contracts · EDA May 13, 2002
for Public Safety
Start Construction of Public Safety Building June 1,2002
Complete construction documents for Utility Building addition April 30, 2002
Complete public bidding process and award construction contracts · May 13, 2002
For Utility Building addition Utility
Start construction of Utility Building addition June 1,2002
Complete construction documents for City Hall renovation and April 30, 2002
expansion
Complete public bidding process and award construction contracts · CC May 13, 2002
For City Hall work (additions)
Start const'ruction of City Hall Building additions June 1,2002,
Remove existing City Hall furniture to be renovated for Public March 28, 2003
Safety
Have rental furniture for City Hall in place - existing space only March 30, 2003
Complete construction of Public Safety Building May 30, 2003
Owner move-in to Public Safety Building June 1 - 16, 2003
City Hall move-in to Utility and Attorney additions June 1 - 16, 2003
Complete construction of Utility Building addition May 30, 2003
Start construction on renovation of existing City Hall space June 17, 2003
Purchase new furniture for City Hall space · CC October 13, 2003
Complete construction of renovated Public Safety City Hall space December 31,2003
Owner move-in to renovated Public Safety and City Hall space January 2 - 16, 2004
Freshen up Utility Building space after City vacates Jan 17 - Feb 14, 2002
Owner move-in to Utility addition space Feb 15 - 28, 2004