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09/09/2014 - City Council SpecialSPECIAL CITY COUNCIL MEETING TUESDAY SEPTEMBER 9, 2014 5:30 P.M. EAGAN ROOM —EAGAN MUNICIPAL CENTER AGENDA I. ROLL CALL AND ADOPTION OF THE AGENDA III�9&111 to] 3.111tel :111WIT'l lm III. DAKOTA ELECTRIC ECONOMIC DEVELOPMENT STRATEGIES IV. JOINT MEETING WITH THE AIRPORT RELATIONS COMMISSION a) Presentation by FAA, "Runways 101" b) Proposed 2014 -2015 ARC Work Plan V. REVIEW FUTURE OLD TOWN HALL OPTIONS VI. CENTRAL MAINTENANCE FACILITY EVALUATION VII. OTHER BUSINESS VIII. ADJOURNMENT Agenda Memo September 9, 2014 Special City Council Meeting III. DAKOTA ELECTRIC ECONOMIC DEVELOPMENT STRATEGIES Direction To Be Considered: To receive a presentation by Mark Lofthus of Dakota Electric Association about its strategies and programs to encourage economic development in the communities it serves. Facts: Dakota Electric Association provides electric power to residents and businesses in much of Dakota County. In addition to its distribution and service activities, DEA also manages programs that benefit customers by enhancing energy efficiency and conservation and it provides assistance of various kinds to existing businesses considering expanding in the communities it serves and prospective businesses considering locating here. ➢ While commercial customers make up a small percentage of the number of DEA customers, they represent nearly half of the utility's power demand. As a consequence, programs that assist current and prospective businesses in managing their power use and costs are an important part of DEA's service to customers. The company has a number of strategies and initiatives it applies in these areas. ➢ Mark Lofthus will be at Tuesday's meeting to provide an overview of DEA's economic development strategies. He has been the Economic Development Director at Dakota Electric Association since November, 2012. Before that, he was employed for 24 years at the Minnesota Department of Employment and Economic Development, in business and community development program management. Preceding his time with the state, he worked for six years in Marshall, Minnesota for a community development group. Mr. Lofthus' background and experience have made him a strong resource for business retention, expansion and attraction and support of local government efforts in DEA cities. Attachments: (0) Information to be presented at the meeting. Agenda Memo September 9, 2014 Special City Council Meeting IV. JOINT MEETING WITH THE AIRPORT RELATIONS COMMISSION a) Presentation by FAA, "Runways 101" b) Proposed 2014 -2015 ARC Work Plan Direction for Consideration: a) No formal action is needed as the FAA's presentation on runway use is intended for informational and discussion purposes only. b) Provide direction to the ARC on the proposed 2014 -2015 work plan. Pending Council's direction, the work plan will be included on a future regular City Council consent agenda for formal consideration. Facts: a) Presentation by FAA, "Runways 101" ➢ It is the City Council's practice to meet with each of their advisory commissions at least one time each year. ➢ In addition to presenting the annual ARC work plan, this year the FAA has been invited to the joint meeting to provide a presentation to the Council and ARC on how runways are selected for use at MSP Airport. ➢ Elaine Buckner, Manager of the Air Traffic Control Tower at MSP Airport, is prepared to respond to the following commonly asked questions /concerns voiced by Eagan residents. • I thought planes were supposed to fly down Cedar Avenue. Why do I have so many take offs over my house? • Why does it seem there are more planes over my home in the summer than winter? • I thought planes were supposed to follow the Eagan /Mendota Heights Corridor. Why are they "turning early" over my house? • I thought planes were supposed to be fanned. Why am I getting one plane after another over my house? • Why isn't the FAA sending more planes off the parallel runways rather than using Runway 17? Operation levels at MSP are down significantly since the peak years in the late 1990's, when Runway 17 didn't exist. Now that Runway 17 is operational, why is it being used for so many more departures than the parallels? ➢ The presentation is intended to bean opportunity for the Council and ARC to dialogue with the FAA and MAC. Residents will have an opportunity to raise questions and share aircraft noise concerns at the town hall meeting being hosted by the ARC on Thursday, November 6, 6:30 p.m. at the Eagan Community Center. ➢ John Nelson, MAC Manager- Noise, Environment & Planning, also will be in attendance at the workshop to respond to questions. b) Proposed 2014 -2015 ARC Work Plan ➢ The Airport Relations Commission (ARC) is prepared to dialogue with the Council about their proposed 2014 -2015 ARC Work Program. ➢ Chuck Thorkildson, Chair of the ARC, will present an overview of the proposed work plan. ➢ If so directed by the Council, formal action can be included on the September 16, 2014 City Council consent agenda to approve the 2014 -2015 ARC work program. Attachments: (1) IV. -1 Proposed 2014 -2015 ARC Work Plan DRAFT 2014 -2015 ARC Work Plan —For presentation to Council on 9 -9 -14 City of Ea�aR 2014 -2015 DRAFT Eagan Airport Relations Commission (ARC) Work Plan Work Plan Topic Presenters /Invited Schedule (tentative) Guests Joint Meeting with the City Council Elaine Buckner, FAA Tuesday, September 9, • Presentation of ARC 2014 -2015 Work Plan Air Traffic Manager 2014, 5:30 p.m. • Presentation by the FAA on Runway Use (wind, destination, Runway use System, Corridor, etc.) John Nelson, MAC Noise Program Mgr Metropolitan Airport Commission Meeting Monday, September 15, (The MAC hosts one of their regular commission meetings at 2014, 7pm an offsite location one time per year, and this year has Eagan Community selected the Eagan Community Center.) Center Town Hall Meeting (community -wide) Elaine Buckner, FAA Thursday, November 6 • Runway Use Air Traffic Manager (no regular NOV ARC • Future of RNAV at MSP mtg); 6:30 p.m. • Purpose of Remote Monitoring Towers John Nelson, MAC • Future trends in aviation, fleet mix, stage four noise Noise Program Mgr compliance, etc. Delta /Airline rep (TBD) Technology of Aircraft Noise Boeing /Airbus Tuesday, January 13, • Invite aviation engineer to speak to current representative 2015 ARC mtg efforts /developments to make planes quieter • Debrief from Town Hall Meeting Regular ARC Meeting Tuesday, March 10, 2015 • Monthly reports ARC mtg • Noise Oversight Committee Updates • Follow up on any issues identified via the Town Hall meeting State of the Airport Address (Joint mtg with the Mendota Jeff Hamiel, MAC Tuesday, May 12, 2015 Heights ARC) Executive Director (or ARC mtg • Review fleet mix, operation counts /trends, RNAV decision, designee) and get an update on 2020 Plan capital improvements • Review 2014 Actual Noise Contour Report Tammy Mencel, MAC Commissioner DRAFT 2014 -2015 ARC Work Plan —For presentation to Council on 9 -9 -14 Regular ARC meeting and 2015 -2016 Goals /Work Plan Workshop • Annual MSP Nighttime Operations Assessment 2013 -2014 Tuesday, July 14, 2015 ARC mtg Ongoing ARC Efforts Review at monthly ARC • Monthly review of MAC technical reports, including meetings in 2014 -2015 Corridor compliance, fleet mix, and runway usage • Receive feedback from the public on airport issues • Invite Jeff Davidman, Delta Lobbyist, to a future ARC mtg (Mr. Davidman offered to attend a meeting in the past, but was unable to make it in 2013) • Review and provide feedback on NOC initiatives and studies • Ongoing communication efforts about airport issues via Experience Eagan, City website, social media and cable TV • Participation in MAC aviation disaster drills • 2015 Streets Alive (biennial event) Agenda Memo September 9, 2014 Special City Council Meeting V. REVIEW FUTURE OLD TOWN HALL OPTIONS Direction For Consideration: Receive presentation from Mohagen Hansen Architectural Group and provide direction to staff on the next steps associated with Old Town Hall. Facts: (Items in bold represent new facts) ➢ Old Town Hall (0TH) was constructed in 1914. It served as Eagan's meeting space until 1965. In the late 1980s and early 1990s, the structure was refurbished. Since that time, it has served as a museum and storage facility maintained by the City and run primarily by the Eagan Historical Society. ➢ On September 8, 2013, an arsonist set fire to 0TH, causing substantial damage to the structure and contents. The roof trusses, south and west walls, flooring and contents were heavily damaged. The entire interior of the building suffered smoke and water damage. ➢ At the February 11, 2014 Council workshop, the Council gave direction to pursue proposals from architects seeking rough cost estimates and sketches of the following three options associated with relocating /reconstructing 0TH: • Build a stand -alone building on the municipal campus with functional space (e.g. bathrooms, office space, HVAC, etc.) • Reconstruct OTH as a building addition (bump out, breezeway, etc.) utilizing amenities of City Hall (e.g. HVAC, bathrooms, etc.) • Use of the former Fire Administration building (3795 Pilot Knob Road) in partnership with other arts /history /culture uses. ➢ On April 16, 2014, the Council approved a professional services agreement with Mohagen Hansen Architectural Group, in partnership with MacDonald & Mack Architects, who specialize in historic preservation and adaptive reuse. ➢ Mark Hansen and Steve Oliver of Mohagen Hansen, along with Stuart MacDonald of McDonald & Mack, led a 6 -week process with a staff steering committee to define options for the City Council's consideration. Members of the Eagan Historical Society also contributed to the process. ➢ At the City Council workshop on June 10, the Council reviewed the proposed options for the potential relocation and restoration of OTH. The Council directed staff to work with the architectural team on the option to relocate OTH to the Municipal Center campus as a standalone building, and provide cost estimates ranging from a structure - only with no modern services (seasonal use only) to a fully restored structure with HVAC, basement foundation, etc. ➢ The architects have worked with staff from several departments to ensure the proposed design options for the relocated OTH would meet City standards and Code requirements. ➢ During the staff review, it was noted that sanitary sewer and water main services (including a fire hydrant) are not readily available to the proposed site, and thus would need to be considered should the building be relocated. ➢ On September 9, the architectural team will present the options and projected costs associated with moving OTH to the Municipal Center campus for the Council's consideration. ➢ As noted during the 2015 budget presentation at the August 11 City Council workshop, a possible funding source for the relocation of OTH could include the General Fund Balance or the Community Investment Fund. Opportunities for fundraising also exist, particularly in light of 2014 serving as the 100th anniversary of OTH. Attachments: (4) V. -1 Mohagen I Hansen Restoration /Relocation Planning Cost Summary and Graphics V. -2 June 10, 2014 Special City Council Workshop Background Memo V. -3 Old Town Hall Restoration Study (as presented at the June 10, 2014 Council Workshop) V. -4 June 10, 2014 Special City Council minutes Memorandum 1000 Twelve Oaks Center Dr. Tel 952.426.7400 Suite 200 Fax 952.426.7440 Wayzata MN 55391 www.mohagenhansen.com Date: September 3, 2014 Memo To: Project Team From: Stephen M. Oliver, AIA, NCARB Project: Eagan Old Town Hall Restoration /Relocation Schematic Cost Summary Schematic Design Phase Mohagen Hansen Architectural Group The schematic exploration has included scenarios for relocating the existing Old Town Hall to the yard southeast of the existing city hall building, per the direction of the Administrative Leadership Team. Additionally, restoration of the existing Old Town Hall on its current site is included for comparison. The following provides pricing summaries for each of the scenarios. Definitions: 1. Smoke Abatement: Removal of smoke odors to the greatest extent via standard abatement processes. 2. Renovate /Restore: Fix the damage AND make it right to reflect the vintage of the building. 3. Energy Upgrades: Improvements to insulation and vapor barrier in the wall and roof planes. 4. Accessible Front Entry: Sloped paving at less than 1 :20 to a structured front stoop. 5. Fire Detection: Low voltage detection of fire and smoke events with remote monitoring. 6. Security: Low voltage detection of motion and position of windows and doors, with remote monitoring. 7. Electrical Upgrades: Concealment and code compliance at a minimum; new service & distribution at most. 8. Mechanical Upgrades: Replace existing equipment at a minimum; new forced air HVAC at most. Scenario A: Move /Renovate /Restore on new slab /foundation in city hall yard Includes: • Smoke Abatement • Restoration of Fire Damaged Materials (similar to option 2 from original report) • Energy Upgrades • Foundation with crawl space for HVAC routing* • New accessible front entry (integrated into site) • Site improvements • Electrical Service /Upgrades • Mechanical Services /Upgrades (heating & cooling) * ** • Fire Detection "' • Security Est. Construction Value: $563,000 - $619,300 Estimated Construction Schedule Est. Soft Costs (5 %): $ 28,150 - $ 31,000 4 -5 months design /documentation Est. A/E Fees (12 %): $ 67,550 - $ 74,300 5 -6 months construction Est. Project Value: $658,700 - $724,600 * ** 9 -11 months Total Duration ® Mohagen /Hansen Architectural Group ® City of Eagan Old Town Hall Restoration /Relocation Planning Schematic Cost Summary September 3, 2014 Page 2 of 3 Scenario B: Move /Renovate /Restore on new basement/foundation in city hall yard Includes: • Smoke Abatement • Restoration of Fire Damaged Materials (similar to option 2 from original report) • Energy Upgrades • New accessible front entry (integrated into site) • Site improvements • Basement Access for Service Personnel only — cellar door or stairwell ** • Electrical Service /Upgrades • Mechanical Services/Upgrades (heating & cooling) * ** Fire Detection * ** • Security Est. Construction Value: $661,000 — $727,000 Est. Soft Costs (5 %): $ 33,150 - $ 36,500 Est. A/E Fees (12 %): $ 79,350 - $ 87,300 Project Value: $773,500 - $850,800 * ** Scenario C: Renovate /Restore in Place Includes: Estimated Construction Schedule 4 -5 months design /documentation 5 -6 months construction 9 -11 months Total Duration • Smoke Abatement • Restoration of Fire Damaged Materials (per option 1 from original report) • Energy Upgrades • New accessible front entry (integrated into site) • Electrical Upgrades • Mechanical Upgrades - New Unit Heater • Fire Detection • Security Est. Construction Value: $327,000 - $359,700 Est. Soft Costs (5 %): $ 16,300 - $ 18,800 Est. A/E Fees (10 %): $ 32,700 - $ 39,000 Est. Project Value: $376,000 - $417,500 Estimated Construction Schedule 3 -4 months design /documentation 4 -5 months construction 7 -9 months Total Duration * HVAC equipment space could be designed as a remote, below grade vault, with underground ducts routed to a crawl space. Code implications need to be fully vetted. ** Basement access could be located remotely on the site with a buried tunnel connection to the basement HVAC space. The stair element could be secured and concealed within site features. Initial review by the code official allows for some flexibility. ** *Should there be a need for water or waste for any plumbing, HVAC or fire protection components, additional funds will be required - $25,000 to $30,000 for water and $25,000 to $30,000 for waste. ® Mohagen /Hansen Architectural Group ® City of Eagan Old Town Hall Restoration /Relocation Planning Schematic Cost Summary September 3, 2014 Page 3 of 3 As a Design Team, Mohagen I Hansen and MacDonald & Mack believe that Scenario B is the ideal solution for this unique situation. Although each scenario has its advantages, we believe Scenario B affords the following: • Best opportunity for making the building a focal element within the municipal campus. • Most ideal conditions for preserving the historical asset: - Increased security - Year -round tempering to preserve artifacts and interior building elements - Improved visibility - Enhanced site and support features • Creative options for concealing the building systems components so as to have the 1914 appearance remain undisturbed by obviously modern components. • Ability to enhance the landscape features within the municipal campus to support and reinforce the historical importance of the Old Town Hall as a learning center. • Opportunities for community involvement and sponsorship of associated features to enhance the surroundings of the Old Town Hall. Although the work to preserve the original building to the greatest extent possible is quite involved, achieving a successful final result is easily attainable and would provide the City of Eagan with a tremendous historic asset for generations to come. K: \ Jobs \ Eagan_Town_Hall_13479 \ 01_Admin \ Corres \ 13479_M_Cos t_Scenarios_090314. doc 0 Mohagen /Hansen Architectural Group iI cm LU LU LU f 5ii SU l LU Al" LU LN �t ot ON) bro Jo J U-8 i'T U-1 b0 S lit U o R" M"r Cie F— z LU oe I-w4, 1PA r) D Z 0 Cie 0 V) LU ae —j 'r Z 0 0 Z R z bo At x Cie LU V) r Cie 0 Z D F— V) Z O O LU Z 0 0 Z LU } (� 1 1 y tl �� IJ;A Get v W 1 p I Cie LU LU Z 0 0 V) LU ce r Z 0 0 z V LU IV- 9 Z C-4 IC C<Sl VI R Al LU cn cC CL cn LU 0 V) z 0 0 F— V) LU O 0 Z I..L Z W W `7 I r) D Z 0 L.G.. 0 V) W L.G. J J Q Z 0 r) J 0 Z Q V Q w T 4A s <N < V" W b0 S 3 W WU 8 ��R gq o= o f S � i Old Town Hall Restoration Study June 5, 2014 9-0, W i..�.1:J'1 a� r • Mohagen MACp0NALD & MACS. Hansen A R C H i T E C T S I Architecturai Group MohageniHansen Architectural gaup 1000 Twelve Oaks Center Drive, Suite 209 Wayzata, MN 55391 Tel 952.426.7400 Fax 952.426.7440 Contact: Mark L. Hansen, AIA MN Project Number 93470.00YE Ik City of Eapa. _ lt,, -o Restoration . Table of Contents Section Title Page Number 1.1 Introduction 1 -2 1.2 Study Objectives and Assumptions 2 -3 1.3 Background Information 3 1.4 Existing Conditions — Damage and Restoration 4 1.5 Existing Conditions — Property 5 1.6 Outline of Process 6 1.7 Executive Summary 7 -10 2.1 Site Selection — History and Criteria 10 -11 2.2 Considered Sites and Site Concepts 11 2.3 Cost Data 12 -15 2.4 Schedule Considerations 15 -17 3.1 Council Direction Setting 17 3.2 Continued Refinement, Execution Steps and Timeline 18 3.3 Closing 18 Appendices 19 Appendix A — PowerPoint, Work Session 1 Appendix B — Meeting Minutes, Work Sessions 1 & 2 Appendix C — Concept Plans, Work Session 2 Appendix D — Historic Findings Summary Appendix E — 0TH Restoration Cost Estimates Mehaagen ON Hansen MACDONALD Vii. MACK Group P a g e i i 411� City ofEapp Old Town Hall — Prior to 2013 Fire ! � N Restoration Stuam 1.1 Introduction In response to an RFP issued by the City of Eagan, the Mohagen l Hansen Architectural Group and MacDonald & Mack Architects, Ltd. team of architects and restoration specialists joined forces to submit a proposal to provide consulting services to the City of Eagan. Services required developing options for how to deal with the fire - damaged 1914 Old Town Hall (OTH) and how to address program requests for the Eagan Historical Society (EHS) at the same time. The consulting team includes a long time Eagan resident, Mark Hansen, and colleague, Steve Oliver, architect with Mohagen l Hansen for 11 years running. Stuart MacDonald of MacDonald & Mack has been an architect specializing in architectural restoration for decades and brings his passion and expertise to bear on this effort. Having been given some initial parameters on what options had re�,xY already been considered, the consulting team engaged city staff and representatives of the Eagan Historical Society in an initial work session and follow up discussions, developing viable options for the City Council to consider. The Steering Committee was comprised of representatives from the City and the Eagan Historic Society f i including: d Dave Osberg, City Administrator .. Dianne Miller, Assistant City Administrator Tom Garrison, Communications Director The mission of the Eagan Historical Joanna Foote, Communications Coordinator, Historical Society Society is to collect and preserve Eagan Juli Seydell Johnson, Parks & Recreation Director artifacts, images and information for Christina Scipioni, City Clerk display and research purposes for the Paul Graham, Parks Operation Supervisor good of the community and for future Lori Tripp, Eagan Historical Society generations. The Society maintains Mary Ellen Voracek, Eagan Historical Society interpretive displays at City facilities and at the 1914 Town Hall Museum.. The initial study was only to include the viable options revolving around what to do with the Old Town Hall, however, the study expanded to include questions about how to deal with the interface between the Eagan Historical Society and their most treasured artifact —the Old Town Hall. As a result, the Eagan Historical Society was asked by the City to provide input on what kind of space and program priorities they had that may be able to be addressed through the process of addressing the condition of the OTH. EHS was very appreciative of the opportunity to provide input and to relate the priorities held for telling the story of Eagan, past, present and future. The space requests put forth by EHS have been included in the concepts developed as part of this study and ranged between 2,500 SF to 3,500 SF of exhibit display and supporting spaces. Hansen sn iV ACDONALD r MACK Page ( 1 Cxratt� 411� City of Rap Definitions 1 — City Hall Addition 4— Tear Down + FAB — Municipal Campus 5 — ',Cedar Grove Outlet 3 — Existing Site +'FAB 6— Community Center Viable Sites Maha{gen Hansen MACDONALD x MACK C1.1 Restoration Study 1.1 Introduction (continued) Eagan Historical Society priorities include: • Additional exhibit space & supporting functions to display Eagan artifacts • Space for hosting groups for interpretive events • A location that would help at bringing in visitors • Accessibility —year -round access; ADA compliant 1.2 Study Objectives and Assumptions Initial direction from the City to the consulting team, via the RFP was to consider three options to address the condition of the OTH: • Option 1: Build a standalone building on the municipal campus with function space such as bathrooms, office space, HVAC system, etc. • Option 2: Reconstruct the Old Town Hall as a building addition to the existing City Hall, utilizing amenities of that building, including HVAC, bathrooms, etc. • Option 3: Use the former Fire Administration Building in partnership with other arts, historic and cultural uses. Among the options given, full restoration of the OTH to its 1914 (pre -fire) condition on its current site was excluded. Security concerns and potential for repeated vandalism were primary reasons for pursuing other sites for the building relocation. It was understood that the Eagan Historical Society was generally accepting of that, assuming some features of the building could be saved and put on display in a new EHS exhibit space elsewhere in the City of Eagan. From a true historic preservation standpoint, keeping a historic building on its original site is preferred. The consulting team believes that there are systems that can be put in place to minimize the risk of vandalism or another fire event and that keeping the OTH on its existing site is worth considering. Along with the basic information in hand, the consulting team reviewed with the Steering Committee 6 possible sites that were referenced by the City originally, some of which were essentially off the table. Those sites included: 1. Municipal Campus— building addition 2. Municipal Campus — free - standing relocation of OTH 3. Existing Old Town Hall Site 4. Fire Administration Building Site 5. Ce ---e--dar —Grove ------Outlet —Mall ---Site ---------------- 6. Eagan Community Center Site Page12 City of Eapi. Period Photo — Interior, Old Town Hall The Municipal Campus Long -Term Concept & Vision Plan from 2008 was helpful in the consideration of possible municipal campus sites for the Old Town Hall. Hansen MAc.DONALD 5 MACK 1.2 Study Objectives and Assumptions (continued) Sites 5 and 6 were removed from consideration quickly by the Steering Committee and the focus stayed on the remaining four sites. Although the information and assumptions initially excluded a full restoration of the Old Town Hall on its existing site, it became apparent through group discussion that if there was a way to do a full restoration of the OTH and develop 2,500 SF of space for EHS, that would be a good scenario, at least from an historical perspective. Options were developed that included that direction as well. When distilled, the objectives of the study were essentially to address the type and extent of restoration for the Old Town Hall and to address the program or space requests for Eagan Historical Society, in order create a joint solution. 1.3 Background information The City and historical society staff provide a number of background documents for the consulting team to reference, including the following: • Photo documentation of the Old Town Hall in a PowerPoint a Insurance quotes for "repairing" the Old Town Hall • Municipal Campus Long -Term Concept & Vision Plan, 2008 • Recommendation from Minnesota Historical Society • Fire Administration Building Sales Information Packet & Floor Plans • Summary of Salvageable Building Components ® Eagan Historical Society Priorities for Museum Space • 1995 City Hall Plans The documentation proved useful in gaining a quick understanding of the primary drivers and other factors that would limit or enhance one option or site location over another. Additional information about the Old Town Hall was available on the City of Eagan web site, history page as well as from a few news reports and articles found on -line. A summary of the historic findings and related historic information is included in the Appendices. Page (3 401� Civ of Rap Old Town Hall Exterior — Post Fire Old Town Hall Interior — Post Fire Old Town Hall Exterior— Protective Efforts Moragen Hansen I A DONALD & MACK WMIII.' 1.4 Existing Conditions — Damage and Restoration The consulting team was able to observe the condition of the fire damage on the Old Town Hall in person, enabling the team to consider ways to reclaim or restore what remains. As Stuart MacDonald stated, regarding the current condition, "I've seen worse." His observation was that, although the fire damage was severe and highly disheartening, he has been involved in restoration projects where there was much less to work with and where materials that did exist were in much worse condition to start with. The fact that there is so much to work with is testimony to the work of the Eagan Fire Department and others who responded so quickly and managed to save the building and many of the valuable artifacts. Considerations for full restoration would have to address four major aspects of the current condition: 1. Structural stability 2. Repair, replication and /or restoration of character defining features and artifacts. 3. Building upgrades to meet applicable codes and performance standard (HVAC, ADA, etc). 4. Smoke damage and lingering odors The smoke damage to the artifacts and the building itself will have to be dealt with to some level should any of the building be saved, salvaged or restored. Unfortunately, the nature of smoke damage is such that it difficult to determine what materials and artifacts can be adequately treated to eliminate the smell of smoke completely, if at all. Materials and artifacts will have to be worked with on a piece by piece basis to determine the level of success for each item. Due to excessive temperatures, the byproducts of the fire contained in the smoke are often fused with the finish on the materials that are exposed to the fire. As a result, treating the smoke issue typically results in a removal and replacement or encapsulation of the finish such that any aged appearance or natural patina is lost; materials take on a "like new" appearance instead once the smoke issue has been treated. Once a philosophical direction is established for the OTH as to what extent of restoration is desired, the consulting team can work with smoke restoration specialists to determine what materials and artifacts can successfully be treated. It is important to note that treating the artifacts for 100% removal of the smoke smell may not be possible and could influence the type of repair or restoration pursued for the OTH. Page 14 City ofEapa. Old Town Hall Aerial — Looking West Fire Administration Building Mahogen Opt Hansen MAcDONALD &MACK JifCtlihd;:FUr�ff V1 Cr Jp 1.5 Existing Conditions - Property Regarding the existing property that the Old Town Hall sits on, it has no specific historic elements that need to be preserved or recreated. Also, the building has been relocated within its current, original site due to improvements to the adjacent streets, making the existing configuration even less relevant. The outhouse structure is not considered of historic value and the consulting team does not recommend saving or replicating it. Other site elements include the "modern" parking lot, ADA entry ramp, private utility structure and monument sign, none of which specifically support the historicity of the site or 1914 building, except possibly the sign. In considering how the site could be repurposed, assuming the Old Town Hall was moved off the site, it was assumed that sale of the property for some other use was not viable based on marketability and development limitations for a site of that size and location -`and due to the presence of the private utility structure on the site. The site would best be utilized by the City as an amenity of some kind, including possible historic recognition as the Old Town Hall site. The consulting team also was able to visit and tour the fire Administration Building as they considered how that building might be utilized to support the program requests of the EHS. The building is a valuable resource to the city and at this point has not been sold on the open, commercial real estate market. The purpose -built nature of the building makes adaptive reuse a little more challenging than if it were a simple box. The multiple levels are relatively small and the garage space is not directly connected to any of the floors, other than by stairs, making it difficult to be used by the adjacent first floor occupant. The building might best be utilized by a number of smaller groups that can adapt well to the small footprints of space available and that have synergy as groups with a community focus. For additional background information, including a summary of historic facts and information about the 1914 OTH building, refer to the PowerPoint presentation and Historic Findings Summary in the Appendices. Page 15 4111� City of Eapit cif AN Olt) T04 W -11 F.ERORM[0? SWD . 51H co:af?i 4A Sample Planning Graphic N- 1.6 Outline of Process Following the notice to proceed with the work, the consulting team followed the following process schedule: Date Task 4 -16 -14 Notice to Proceed 4 -17 -14 to 5 -1 -14 Information Gathering, Site Visit 5 -2 -14 Work Session #1 5 -3 -14 to 5 -19 -14 Concept Development 5 -20 -14 Work Session #2 5 -21 -14 to 6 -2 -14 Concept Refinement and Budgeting 6 -3 -14 Work Session #3 6-5 -14 Final 'Report Submittal to City for distribution 6 -10 -14 City Council Workshop Presentation Work Session #1 included all members from the City and the Eagan Historical Society listed above. Work Session #2 and #3 included Limited city staff only, as noted on the meeting minutes included in the Appendices. The process and timeline did not allow for or call for in depth concept development with specific plans or building designs. Rather, concepts were developed in broad terms, with pros and cons and issues to be weighed. Once direction is given, more time and design effort can be spent reviewing the technical, programmatic and aesthetic details. Mohagen lHansen and MacDonald & Mack Architects are eager to continue the project development along with city staff into the subsequent design phases. Hansen . r MACDC3i` ALD x MACK Page 1 "Imldteaurit rl R C *; T F C - 5 Csfea�� - City of Eagan — Old Town Hall City of Eapa. Restoration Study 1.7 Executive Summary Having met the objectives of the study generally, and considered additional options and factors more directly, the group has come away with essentially 5 clear options for the City Council to consider. While there are shades of grey or subtle variations that can be considered and discussed, the group came to the conclusion that the 5 primary options captured the range of possibilities and provided a clear focus on options that could be supported on all fronts and pursued in future design efforts. In developing the 5 primary options, it was clear that there was a hierarchy of decision making that needed to be understood. The original 8 options had some subtle variations that could really be addressed in other options as a phased approach, or that certain options were only viable if there was a large push towards developing new relationships, such as with the county. Stripping some of those subtleties away, the decision making process came down to the following: 1. Objective for Historic Recognition of the 1914 0TH Building 2. 'Whole Building or Partial Restoration 3. Location 4. Physical Link between OTH and EHS Space Mohagen c. Hansen MACD0NALD & MACK aroup y Page 17 City of Eapo. Option 1 Option 2 Option 3 Option 4 MohaVen Hansen MACDONALD &MACK Ar fjlt=Wffl+ A a+p s � s t, s 1.7 Executive Summary (continued) Apart from the 5 options developed and presented herein, an original basic approach was to simply repair the OTH, as described on page 2 and in the insurance quote prepared by Superior Construction. The "Base Option" assumed that much of the building would remain but would be stripped down and rebuilt, incorporating new materials for certain portions of the building. As noted on the cost estimate, it did not include full restoration of the building to "period" conditions (pre- fire /1914). The 5 primary options being presented are as follows: Option 1: OTH Relocated I City Hall Addition w /Link Relocate the Old Town Hall to the municipal campus, restore it and physically. link it to a City Hall addition which contains support and program space for the historical society. Alternate: Repurpose the site as a city park with recognition of the historic site with a memorial element or structure. Option 2: OTH Relocated I City Hall Addition Relocate the Old Town Hall to the municipal campus as a freestanding, fully restored feature building in the landscape southeast of City Hall; create an addition to City Hall to house support and program spaces for the historical society; concept allows for creative phasing of the work. Alternate: Repurpose the site as a city park with recognition of the historic site with a memorial element or structure. Option 3: OTH Disassembled I City Hall Addition Relocate significant portions of the Old Town Hall to the municipal campus in an indoor EHS addition to City Hall which incorporates support and program space for the historical society. Alternate: Repurpose the site as a city park with recognition of the historic site with a memorial element or structure. Option 4: OTH Disassembled I FAB Renovation Relocate significant portions of the Old Town Hall to the Fire Administration Building in an indoor museum space created on level 2. Alternate: Repurpose the site as a city park with recognition of the historic site with a memorial element or structure. Page (g 401� City of Raba. Option 5 Municipal Campus —Open Areas n ohnen Hansen F MACDONALD 8 MACK AsVhttaEtdm? _� T £ w - s is`iC}tl�f7 Restoration Study 1.7 Executive Summary (continued) Option 5: OTH Restored I FAB Renovation Restore the Old Town Hall on its existing site, redeveloping landscape and site features to reinforce the historic character of the 1914 building; use 2,500 to 3,000 SF at the Fire Administration Building for historical society program and support space; find partnering agencies and organizations to share the building under the city's ownership. In each of the descriptions above, the terms "restored" or "restoration" are used to indicate full restoration as described on page 2 above. Options can be refined to reflect the desired level of historic recognition — restoration or repair. For options that propose the relocation of the Old Town Hall or the building of new space on the municipal site, it is assumed that such work would take place on the east or southeast side of the council chambers, in the open grass area there. While grades and physical connections back into the city hall public space are both challenging aspects of the these options, creative solutions can mitigate those factors and provide compelling space, variable access points and numerous options for featuring the 1914 0TH building or its historic features. Although there are other open areas within the municipal campus, such as the area south of the Police Administrative Building and the area to the west of the library, the space in the middle of the campus, just south and east of the City Hall, seems. most fitting to feature the building and to create new space for the historical society without compromising other future programs. Specifically, the space south of the Police Administrative Building is exceptional space for the expansion of the city hall complex and would be underutilized as a small exhibit addition or as the location for the 1914 building. That southeast portion of the city hall, adjacent to the immediately adjacent to the City Council chambers is a quirky area and would be difficult to add on to because of the nature of the spaces on the ground level — the council chambers and supporting spaces. On the upper level, a connection could more readily be established, possibly by repurposing the meeting room or reconfiguring the entry and ramped sidewalk, but existing mechanical intake and exhaust areas would have to be modified. Trying to add on to city hall for a unique function like historic exhibit space makes more sense at central green space as compared to using up the prime land area and simple connections that could be made at the southwest corner for the purposes of some other, more significant addition or official function. Page 19 =dui 3 c 0 r Z a � U O cC � U O Q N Z O Q Z � O O N QZQ � V CieJ J Q Z O J O Z Q V U� v �2 WAM "PI Z 0 0 D Z 0 Z 0 0 Z LU a 0 Ind I Z Z lo I U.- oz I\ .a M Z 0 F 0 V I Z 0 w'�Z ' 1 0- N wWw _ Ole J Q r Z 0 J' 0 z Q V Q W AA :j 0 0 v a U �i .a E y _ y y O Y� G <_ t �M G G v v oT co HE R C 0 O CZ L.0 LU HE R 11 Lr) Z 0 F 0- D V) Z 0 0 Vi LL.1 Z O ca LL 01 O. ICJ O O 5 - - 0 R or z 0 'n, ox 41r, City of Eap Restoration Study 1.7 Executive Summary (continued) In considering the open space west of the library, the discussion mostly surrounded the nature of a county /city partnership. While there are some significant advantages, and the changing nature of the library itself - creates new possibilities, the decision not to pursue - such a concept was solidified when the group took a look at where the city property lines occur, revealing the fact that most of the triangular portion of the site there belongs to the county, not the city. In the final concepts developed and_ proposed by the Steering Committee to the City Council, the objectives of the study and the desired outcome -for the historic society are addressed, to varying degrees. Each concept has its pros and cons_, its cost ramifications and a few philosophical questions that need-to be weighed by the- council in determining a direction. It is not the intent of .the - Steering Committee to recommend a specific-option, but rather, it:is intended- that- the City Council be adequately informed about -the options, be satisfied with the breadth of options considered, understand the- cost ramifications and have the ability to ask questions of the_Steering Committee and consulting team. We trust - the City Council will find this to be true. - 2.1. Site. Selection - -History.and Criteria In considering the best location to recognize and memorialize the 19140TH, a number of factors came to bear. Following the destruction by fire o'f the first town hall, located near Pilot Knob and Lone Oak Road, the 1914 OTH was constructed on its current site, nearest the center of -Eagan Township. Consideration was give to other sites that were - further away but EHS stressed that their preference was to keep the location near the municipal complex in - recognition of the - choosing of the original site in 1914. The synergy - --within the -municipal complex -and the level of activity there both support the - historic relevance of the intersection of Pilot Knob and Wescott as the choice location for the 1914 OTH Building and the­ ­ Eagan _ Eagan Historical Society. -- Old Town Hall 1976 Site Survey Mohagen Hansen " MAcDONALD F MACK ArdatastaW A x c Use of apparently available space within the municipal campus will have to be confirmed by the City Council and other supporting city departments, but the options proposed do attempt to factor in some of the big picture and long range considerations for the site. In the case of the existing OTH site, there is tremendous potential to thoughtfully recreate the setting in celebration of the 1914 history, but it would require a commitment by the city to fully restore the building, upgrade the site to better serve the community as a historic asset, and to allow the Fire Administration Building to be utilized by the historical society for the long term. Page (14 p 4 41� City of Eapit Hansen Z � MACDONALD & Mr1CK 'Mop Restoration 2.1 Site Selection — History and Criteria (continued) The Steering Committee discussed concerns that the space for the historical society in the Fire Administration Building could easily be overtaken if the city decided to sell or rent out the entire building at - a later date. The council will need to weigh the options of keeping the FAB as a long -term physical asset in order for options 4 and 5 to be viable. In determining a site's viability, the group factored in the 4 key decision points discussed above. If a particular site had characteristics that allowed each of these factors to be satisfied, -,to._ some -acceptable degree, then the site was considered valid. The_ next tier of consideration in winnowing down the -s_ite options was driven -by how well those objectives could be=satisfied and how the Steering Committee was. able to stand behind or justify one option over another while still .providing a breadth of-viable options. 2.2 Considered Sites and Site Concepts - As addressed in item 1.2-above, the sites- that remain under- consideration consideration include various locations that are within the Municipal Campus site, on the-original 19.14- site, or on the Fire Administration Building site. For the municipal° site options, -the - open space in the middle of the campus - remains the only area utilized in the options. The _following five site concepts-show the relationship of the Old Town Hall to new program space for the historical society,- with varying degrees of historic restoration-or recognition proposed, and with varying degrees of connection between_the -.Old Town Hall and - the program space. The pros and cons, or---discussion points; for each option are included - ow thelollowing=traph -its and cost acid schedule information follows. A summary graphic is provided as_ well that attempts to quickly summarize =the base option al.l 5 _ options and their related costs. Note that the plans are developed using an aerial photo of the properties at the intersection of Pilot Knob Road and Wescott Road, with graphic indicators that are scaled relative to the scale of the aerial photo and to the program areas listed and to the physical dimensions of the Old Town Hall. Where building areas are indicated on the graphics for the municipal campus options, the area shown graphically represents a single story building addition with a portion of the lower level being used for developing multi- level ADA access, mechanical spaces and possibly additional storage for the historic society or other city departments. The square footage given is the net area available for EHS programming. Page 111 411k City of Rap k . M, ,. i Z) oatk; ..tea.' .Early Budgeting Efforts MACK a ctateru,+ e v r C - lu 2.3 Cost Data In developing preliminary cost data for the different options, there were a few basic aspects to be considered that would impact the viability of any single option. Philosophically, the consulting team needed to consider how much restoration would be done in any of the scenarios as different approaches to that question would result in a wide range of costs, not to mention strategic and technical challenges. For the purposes of this pricing exercise, full restoration is assumed in each option. indicating restoration as part of the scope. Additionally, each_ option. includes- unique characteristics that also impact the final costs.--items such as,grading challenges, condition and capacity of existing infrastructure, access and parking, and move costs all play out differently across the options. On the historical side of things, the amount of restoration could play out in as simple a way or as complex a way as is deemed best. For example, it could be as simple as just peeling.off and reconstructing the front fagade of the building in another space, along with putting artifacts from the original building on display. On the complex side -of the spectrum, the building could be moved and fully restored down to the minutest detail, with full code and building system upgrades,:on top of it. Another way to look at the restoration is to consider- just "putting it back together", as the insurance quote describes. The insurance coverage on the building was for standard city property, not a historic building. As a- result, the insurance quote was-based only on a "put back" approach whereby standard, off the shelf materials,_ readily available in today's marketplace, would be used to make the building sound and whole today, with as much accuracy as is achievable without fabricating custom, period - accurate materials. The -insurance quote for that work was roughly $131,000; of which $25;000 was the city's deductable. In the consulting team's efforts a comparative budget was developed for a "repair only" scenario with the price for that work coming in at roughly $187,000, a delta of $56,000. The cost options prepared do attempt to address the specific costs associated with the construction related aspects of the project but do not include other costs that could be considered Owner's costs for set up of historical displays, hazardous materials testing and abatement, legal fees, regulatory fees, or any costs associated with long -term care and maintenance of any facilities. Where necessary, the historical society or other city departments would need to build separate budgets for items that fall into their purview. As a rule of thumb for each of the options, carrying an additional 15% to cover soft costs, fees, testing and a construction contingency is recommended and included. Page 112 Ciq of Eap. Old Town Hall °Saved Artifacts Old Town Hall - Damaged Ceiling Monagsn Hansen � MACDONALD :MACK � Auft am? ti. Restoration 2.3 Cost Data (continued) Due to the preliminary nature of this study, a design contingency of 10% is carried in the numbers provided with each element within each option and a 10% project contingency is carried for each option as well. For the purposes of this report, assumptions about smoke - related restoration have been factored in as a lump -sum budget value. Until smoke specialists have a chance to look at the artifacts and building elements in detail, it would be impossible to determine the cost for such work Developing those costs in a detailed manner can be addressed in the next stage of development, after a direction is more narrowly defined. We do believe there are sound methods to address many of the smoke issues, based on our limited research, but the next design phase will address that in more detail. Where old materials need to be removed or worked with, a hazardous materials abatement survey and abatement plan will be required. Reports from staff indicate that some hazardous materials testing. was done following the fire and showed less hazardous content than expected. Complete costs for this aspect of the work are unknown and will require that the City first engage a survey company to do full discovery on the project, including reviewing any original test results or reports that the city had prepared. A survey for a project of this size and age could run approximately $5,000. The survey, testing and report will define what work is required to eliminate hazardous materials from the scope of work, and then at that point, a budget can be established for the actual abatement efforts. The budget pricing information provided attempts to factor in all of this information-and present it in a -la -carte format so that each cost component can be clearly defined resulting in a comprehensive project budget number. Where net square footages for program area are indicated, a grossing factor of 1.2 is applied to get to the gross square footage of the building, factoring in circulation, structure and supporting utility functions. Base Option: Reaair in Place Building Repair $ 187,000 Site Improvements $ 15,000 Soft Costs (20 %) $ 40,000 Subtotal $ 242,000 Protect Contingency (10 %) $ 24,000 Base Option Total Project Value $ 266,000 Page113 City of Eap N A Restoration 2.3 Cost Data (continued) Option 1: OTH Relocated I Citv Hall Addition w /Link Building Move $ 20,000 Building Restoration (full w /services) note 1 & 2 $ 405,000 Building Addition (3,500 SF x 1.2 = 4,200) $ 840,000 Site Clearing (existing) $ 20,000 OTH Site Repurposing $ 100,000 Soft Cost Allowance (20 %) $ 277,000 Subtotal $1,662,000 Project Contingency (10 %) $ 166,000 Option 1 Total Project Value $1,828,000 Option 2: OTH Relocated I Citv Hall Addition Building Move $ 20,000 Building Restoration (full w /services) note 1 & 2 $ 405,000 Building-Addition (2,500 SF x 1.2 = 3,000) $ 600,000 Site Clearing (existing) $ 20,000 OTH Site Repurposing $ 100,000 Soft Cost Allowance (20 %) $ 230,000 Subtotal $1,375,000 Proiect Contingency (10 %) $ 135,000 Option 2 Total Project Value $1,510,000 Option 3: OTH Disassemble I Citv Hall Addition Salvage of Character Defining Features $ 70,000 Building Addition (6,500 SF x 1.2 = 7,800) $1,560,000 Site Clearing (existing) $ 20;000 OTH Site Repurposing $ 100,000 Soft Cost Allowance (20 %) $ 350,0-00 Subtotal $2,100,000 Project Contingency (10 %) $ 210,000 - Option 3 Total Project Value $2,310,000 E7 MACK ,. - 5 Option 4: OTH Disassemble I FAB Renovation Salvage of Character Defining Features $ 70,000 Building Renovation(_ FAB 3,900 SF) $ 254,000 Site Clearing (existing) $ 20,000 OTH Site Repurposing $ 100,000 Soft Cost Allowance (20 %) $ 89,000 Subtotal $ 533,000 Proiect Contingency (10 %) $ 53,000 Option 4 Total Project Value $ 586,000 Option 5: OTH Restored in Place I FAB Renovation Building Raise & Reset $ 10,000 Building Restoration (full w /services) note 1 & 2 $ 385,000 Building Renovation( FAB 3,900 SF) $ 254,000 Site Clearing (existing) $ 20,000 Site Improvements /Restoration $ 50,000 Soft Cost Allowance (20 %) $ 144,000 Subtotal $ 863,000 Proiect Contingency (10 %) $ 86,000 Option 5 Total Project Value $ 949,000 Page114 Ciq of Rap 9nfl � jj �., .... L� n< . Sample Project Schedule Old Town Hall After Fire mieha$en Hansen ACDONALD c MACK Cxrtu+p City of Eagan - Old Town Restoration r 2.3 Cost Data (continued) Note 1: Should it be determined that a full restoration of the 0TH is not required or desired, and the "repair" approach will be pursued, a deduction of $200,000 can be taken off the Total Project Value. Note 2: Should it be determined that a full basement with full services is not required or desired, a deduction of $75,000 can be taken off the Total Project Value. 2.4 Schedule Considerations In looking at the overall time line for any of the options, a number of factors come into .play. In all cases, design and documentation time on the front end. will _ 6ave to be- accommodated, and, depending on which option is being considered, the time frame for design could be anywhere from three to seven months, depending on what groups need to be - :involved and what the extent of restoration or historic.recognition will be. -. Also, creative phasing of the work could allow portions of the - project to move ahead more aggressively in order to meet critical calendar dates or seasonal time - frames (winter). Even with a creative phasing approach, the :design time for the first-phase alone - is likely a minimum of three-months,- For all of the options, there will be steps that must be followed in series, meaning that compressing the timeline by doing certain portions of the work at the same time will be difficult to do.- In -some cases; there may be opportunities to do a portion of the work in parallel with other portions, W. here -this is possible, such items are not an- asterisk ( *). The following timelines are established without phasing factored in and are developed in a linear /serial. manner, unless specifically - noted - -. otherwise. - Page115 Cite of Eapo Old Town Hall Preserving Eagan for the Future • s Restoration sll 2.4 Schedule Considerations (continued) Base Option: Reaair in Place Design, Research & Documentation 2 Months Repair of OTH 3 Months Site Improvements 1 Months Total Duration 6 Months Option 1: OTH Relocated I Citv Hall Addition w /Link Design, Research & Documentation 6 Months Construction of -Addition 4 Months Interior Build -Out 2 Months Restoration of OTH 4 Months* Repurposing Existing Site 2 Months Total Duration 18 Months *Restoration could overlap main: construction by 2 months. Option 2 : OTH 'Relocated I City Hall Addition Design, Research & Documentation Design, Research & Documentation Salvaging of Character Defining Features Construction of Addition Remodeling Construction Interior Build -Out 2 Months Restoration of OTH = 0 Months* Repurposing Existing Site 2 Months Total Duration 13 Months *Restoration and construction occur in parallel Option 3: OTH Disassemble l -City Hall Addition - Design, Research & Documentation 5 Months Construction of Addition 4 Months Interior Build -Out 2 Months Salvaging of Character Defining Features 1 Months* Repurposing Existing Site 2 Months Total Duration 14 Months *Salvage work could really start any time, once "designed ". Option 4: OTH Disassemble I FAB Renovation- Design, Research & Documentation 4 Months Salvaging of Character Defining Features 1 Months Remodeling Construction 3 Months* Repurposing Existing Site 2 Months Total Duration 10 Months *Salvaging and remodeling could occur in parallel. Option 5: OTH Restored in Place I FAB Renovation Design, Research & Documentation 4 Months Restoration of OTH 4 Months Remodeling Construction 0 Months* Site Improvements 2 Months Total Duration 10 Months *Restoration and construction could occur in parallel. Mohag3en Hansen M CDO NALD a MACK c,n Page 116 City of dap Fire Administration Building Hansen MACDONALD 8 MACK Group ► . Town Hall Study Restoration 2.4 Schedule Considerations (continued) Once a direction is defined and the scope of work is better understood, the consulting team can look at opportunities to compress the schedule and look at ways to phase the work appropriately. In all cases, it is assumed that abatement testing, planning and execution are done in parallel to the primary design efforts. Refer to the Appendices for additional detailed breakdowns for the cost of restorative /salvage work. 3.1 Council Direction Setting Based on the information contained in this report, it is expected that the City Council would consider the options presented, raise questions, and provide the Steering Committee with clear direction about options to pursue or other avenues to consider. In an ideal scenario, the City Council would select an option for the consulting team to execute, but the realities are that some questions will require deeper investigation before they can be adequately answered. The council may even chose to shake up the criteria and assumptions the group worked from to have the consultingteam considering a new direction altogether. If possible, the Steering Committee would like to at least see that the 4 major questions posed in section 1.6 would be answered as a means to narrow down the options to only those that address the council's priorities. 1., Objective for Historic Recognition of the 1914 OTH Building 2. Whole Building or Partial Restoration -3= Location 4. Physical Link between 0TH and EHS Space With the number of options narrowed down to one or two, the consulting team could then pursue those options with deeper design study and research (schematic design), to move towards a One of the questions that the City Council may be able to answer very directly is that of location, or, is the use of the Fire Administration Building fully in play. If not, then all scenarios that include the FAB can be taken off the table and the focus can shift to those options that are successful without it. Based on City Council discussion, questions and direction, the consulting team, Steering Committee and historical society representatives can proceed with the next steps as may be needed. Page117 41`11� City ofEapo Old Town Hall Interior — Pre Fire Monegent PN E �, Hansen tA [O ti T , ii ow Stu] Restoration 3.2 Continued Concept Refinement, Execution Steps and Timeline Should the Council be able to give direction to proceed with the investigation and development of one or two of the options, the consulting team proposes that a contract for Schematic Design services be developed as the first step to a full design and documentation process. Refinement of multiple options to a more in depth Schematic level would include the development of specific floor plans, in the case of any building additions, specific research of restoration elements (smoke issues, replication details, structural conditions) so that more specific pricing can be performed. During that effort, other specialists should be engaged as part of the design team or directly by the owner, including services for a topographic survey, as -built documentation of existing buildings and sites, hazardous materials surveys and abatement planning, soil borings, smoke restoration, civil engineering and - landscape - design. Depending on the city's ability to procure services in creative ways, a General Contractor and major mechanical, electrical, plumbing and fire protection subcontractors may be able to join the team to provide a full service package via a design - build delivery method. If the city is not able to creatively subcontract the work and public bidding is required, then mechanical, electrical, plumbing and fire protection consulting engineers will also need to be involved in the Schematic Design process. Once Schematic Design is complete and pricing is confirmed, the City can give final. direction to pursue a single concept through standard Design Development and Construction Documentation phases in preparation for bidding and construction, in whatever delivery method is chosen. Following the City Council meeting and direction setting, the consulting team and Steering Committee will need to reconvene to set critical time frames for the ongoing work, establish contractual arrangements, and to establish a list of "to do" items for each team member. Having a clear work plan and list of responsible parties will ensure that the project will progress efficiently and smoothly. Assuming this effort can happen immediately after the council meeting in June the design team could mobilize on the Schematic Design efforts within a few weeks and would be able to complete the Schematic Design Phase in about 8 weeks or 2 months. 3.3 Closing The consulting team considers it a privilege to have assisted the City and the Steering Committee in the development of this report and the information contained herein. We look forward to the opportunity to assist further in bringing about the desires of the Eagan City Council and Staff, the Eagan Historical Society and the residents of Eagan in the restoration of the Old Town City Hall Building. Page IIS 411� Mll ofVapn Old Town Hall Interior — Pre-Fire Appendices The following appendices one provided for the City Council to be able to track the planning process and discussion within the work sessions as well as to refer to the same historic and other project related information that was made available to the design team. Appendices include: A. PowerPoint Presentation —Work Session 1 B. Meeting Minutes —Work Session 1'2 C. Concept Plans — Work Session 2 D. Historic Findings Summary E. Cost Extimote — Repuirik Restoration Work «: ',Jobs Mohagen Hansen MAC DONALD MACK Poge1l9 1 Meeting Agenda G1tg rt�ri W Introduction a ; •'Project Goals and Objectives to .N .Historic Priorities —Functional Priorities C1 €gst�it6a City of Eagan 'Project Process and Understanding Restoration Old Town Hall Restoration Concepts w Schedule WorkSession9 • Work Plan May 2, 2014 ED Work Session 1 W Looking Forward -Concept Development ® Looking Abroad - Precedent Review Old Town Hail W Next Steps " Restoration Concepts Work Session 1 May z, 2014 1 Meeting Agenda G1tg rt�ri W Introduction a ; •'Project Goals and Objectives .N .Historic Priorities —Functional Priorities Old Town Hall 'Project Process and Understanding Restoration Concepts w Schedule WorkSession9 • Work Plan May 2, 2014 • Deliverables • Looking Back - Historic Status and Background W Looking Forward -Concept Development ® Looking Abroad - Precedent Review W Direction Setting W Next Steps " 1 Save and display artifacts that were on display before the fire Save and display character defining features of the 'building. * 1914 Fagade * Interior Features Recreate some interiorelements using salvaged materials. Actual vs. Replicated Old Town Hall Restoration Concepts Work Session 1 May 2, 2014 �a GitrtPiSs Old Town Hail Restoration Concepts Work Session 1 May 2, 2014 4AC�irn�m�n 2 MM UM Mliverables * Historical Findings * Process. Documentation Concept Options O'Concept Pricing 0 Final Report "TY Old Town Hall Restoration Concepts Work Session I May 2,2014 * 11990 Eagan Rotary renovates Old Town Hall * 2013 Fire damages Old Town Hall Np- 3 41 Historic Status & Background 4, - 1860 Eagan Township Established • 1893 Town Hall built at Lone Oak and Pilot Knob - 1914 Original Town Hall destroyed by fire - 1914 Town Hall built on new site (current location) Ha ll 'Restor Towatn ion 0 1965 Town Hall activities moved to new building c oncepts • 1980's Pilot Knob widened — OTH moved 6' Work Session I May 2, 2014 * 11990 Eagan Rotary renovates Old Town Hall * 2013 Fire damages Old Town Hall Np- 3 I Existing Property Old Town Hall Restoration Concepts Work Session I May 2, 2014 Nnncutt jxft�. dw 548I NI Old Town Hall Restoration Concepts . . ......... . ...... Work Session I May 2, 2014 m I - Cedar Grove nutlet -2 - Community Center - City Hall Addition Pros - Highly visible site -!Brings elements cif history to the new district Cans •'Ncit at the heart of the city • Not at the municipal campus ®:Isolated, limited. security •'No support buildings -'.Increased construction cost ®`Significant relocation cost • :Land revenue vs. city use `Loss of historic locale 1­ Cedar Grove 4 - Municipal Campus 5 - 'Existing Site + FAB 6 Tear Down + FAB 4% titgatt�ia� R Old Town Hart Restoration concepts Work Session 1 May 2, 2014 Old Town Flail Restoration Concepts Work Session 1 Ua 9 0- A V�kjiNpG� Hel£f69fl W .:Pros p !Reinforces sense of community •'Public facilities nearby Gans • Limited site areas :Not at the municipal campus Limited security; vandalism ­No support buildings ®'Increased construction cost :Significant relocation cost •!Loss of historic site 2 ,- Community Center Pros .On municipal campus =Fits with municipal 'zone • Access to support facilities, o Increased security • +Building addition pields new program opportunities Cons •'Building addition difficult s Challenging topography • lincreased construction cost far building addition .Loss of historic site 3 - City 'Hall ;Addition 2 V6._ Old Town Nail Restoration Concepts Work Session 1 May 2, 2014 oil Mist Old Town Nall Restoration Concepts Work Session 1 May 2, 2014 Uh v .w ; :ILEU, 6 Pros On municipal campus • Site has a good " "feel" a Topography is manageable - - Buildings relate well • Increased security • Ancillary support via existing . buildings, limiting cats •'Fits in municipal :zone Cons i elocation' costs • Limited new program space • I:oss.of historic site 4 Municipal Campus 4 - Municipal Campus: Site Improvement Plan U Restoration Concepts _ ......... .................... Work Session i May 2, 2014 qw N Old Town Hall Restoration Concepts Work Session 1 May 2, 2014 mot"' n Hansen 7 5 - Existing Site + FAB Pros ­Near municipal campus Visible to community • Less cost; restore In place • Maintain original site • Program opportunities at FAB Cons • Limited parking • Limited new program space • No support spaces adjacent Securitylssuesremain 6 - Tear down + FAB Old Town Hall Restoration Concepts Work Session I May 2, 2014 Ham.. Old Town Hall Restoration Concepts Work Session I May 2, 2014 M.ajmian Restored Ghost structure Old Town Hall Restoration Concepts Work Session I May 2, 2414 MY Of Dpi Old Town Mall Restoration Concepts Work Session I M-1 v. Old Town Hall Restoration Concepts Work Session I May 2, 2014 - MMUS Period Room Period Room EM �in transit Interpretive site Old Town Hall Restored I MOY2,ZU14 _ 10 Eagan Old Town Hall za. 6tgm(E�ta� Old Town Hall Restoration Concepts _ ...... - ....... _ ... —.. ..--- Work Session 1 May 2, 2014 3 � art, ,--, 11 Meeting Minutes Mohagen 1000 Twelve Oaks Center Dr. Tel 952.426.7400 Hansen Suite 200 Fax 952.426.7440 Architectural F6j HE Wayzata MN 55391 www.mohagenhansen.com Group Memo To: Project Team Date: May 8, 2014 From: Stephen M. Oliver, AIA, NCARB Meeting Date: May 2, 2014 Location: Eagan City Hall Project: Eagan Old Town Hall Restoration Mohagen I Hansen Paroj ect No.13479.00YE Attendees: Dave Osberg, Dianne Miller, Tom Garrison, Joanna Foote, Christina Scipioni, Juli Seydell Johnson, Paul Graham, City of Eagan Lori Tripp; Mary Ellen Voracek, Eagan Historic Society Mark L. Hansen, Mohagen I Hansen Ardiftectural Group Steve Oliver, Mohagen I Hansen Archftectural Group Stuart MacDonald, MacDonald & Mack Architects The following Memorandum is submitted as a representation of the information exchanged, actions agreed upon, and discussions that took place. If no exceptions are received by Mohagen /Hansen Architectural Group within five (5) working days of issuance of the Memorandum, it shall be deemed all are in agreement with the contents of the Memorandum. Item No. Item Action 1.1 Mohagen I Hansen presented a PowerPoint slide show as a basis for guiding discussion and to pose questions and options for consideration. 1.2 The understanding on the part of the design team was that certain options were possibly off the table, but the group discussed them to confirm the assumptions. Excluded from viable or desired options were the Cedar Grove Outlet site and Community Center site. 1:3- Although there were public reports indicating that full restoration of the building was not under consideration, the group did not specifically scratch that from the options. 1.4 Historic priorities for the Old Town Hall were discussed and included four tiers of preservation or restoration. a. Restore the building, in its entirety on its current site. b. Move the building to a new site; restore it in its entirety. C. Save large portions of the building, intact, and relocate them to another building for interpretive display. d. Exhibit smaller portions of the building in another building for interpretive display. 1.5 Stuart MacDonald, historic preservation specialist, indicated that, due to the fact the building was not on the National Historic Register or any other formal historic preservation list, grant money for restoration was not available. Some funding could come into play if there was a "museum" aspect to the project, as a display space for artifacts from the building and contents. Mohagen /Hansen Architectural Group Meeting Minutes Eagan Old Town Hall Restoration Concept Development Session 1 May 8, 2014 Page 2 of 7 1.6 Character defining features of the 1914 building include the fagade, shutters, trim, voting booths, corn cob in wall, wainscot, wood flooring, stove and benches. 1.7 The group discussed the idea of salvaging parts of the building in lieu full restoration. Generally everyone was open to that approach, as long as the feel of the original building could be adequately related to visitors by recreating interior elements from salvaged materials. 1.8 Preservation and -restoration is best achieved when existing materials are reused first and then matching materials are incorporated to replace materials that have been damaged beyond recovery or lost altogether. Stuart also indicated that this building is in better shape, post -fire, than some other buildings have been that he has restored. 1.9 The-ceiling material was assumed to be original. MacDonald & Mack can do field work, if needed, to confirm this and other aspects of the existing building (nail patterns and paint layers, for example). 1.10 Concerns remain over continued, possible vandalism or risk of fire. Whatever form the restoration takes, fire and vandalism prevention must be considered. Code upgrades will likely be required - aiid would address the fire issues generally, with a sprinkler system. 1.11 Location of a relocated building was discussed. The council indicated they were open to various locations as long as there was a sense of place coupled with the practical needs of EHS. The municipal campus idea is preferred over other remote sites because it is still "central to the township" and is visible from the current site. The group agreed that the existing parcel is no necessarily critical. EHS is generally concerned more with meeting long term needs as opposed to salvaging the building in its current location. Also, there is a varied spectrum of opinion just within the EHS. 1.12 _ _ Built, historic assets are very few in the community. Keeping as much of the OTH that people can readily see is desirable. 1.13 It was suggested that, should there be a new support building connected to the existing building, that the place where the fire did the most damage could be a logical connection point. 1.14 Humidity concerns will be challenging. Stuart discussed how artifacts and documents are best kept in an environment with 40% humidity while the building requires a much lower humidity level. It requires balance. 1.15 As an approach to dealing with humidity, the existing building could remain intact and uncontrolled with respect to humidity, but then historic artifacts could be kept in a separate, although potentially connected space that would be fully controlled (an archive room). A basement could be developed below the historic building as a way to incorporate HVAC and sprinkler systems, as well as other support spaces. 1.16 The current site actually has three structures on it. Should it remain as such and modifications be made, the ordinance may have to be reviewed with respect to multiple buildings on one site. Existing buildings include the Old Town Hall, Outhouse and the Utility Building. Mohagen/Hansen Architectural Group Meeting Minutes Eagan Old Town Hall Restoration Concept Development Session 1 May 8, 2014 Page 3 of 7 1.17 Eagan Historical Society does not believe the historic value would be lost if the building were moved from its current site. Recreating it would result in lost historic value. 1.18 In the case the building is moved off its current site, the remaining parcel could be repurposed as a commemorative site, redeveloped to include park amenities and could be set up to develop intentional viewpoints to the east to a new location for the historic building. 1.19 If the site is vacated, the remaining foundation could be reused to support a park structure or could have some other commemorative delineation applied. 1.20 As an idea, the new historic site and installation could reflect or tell the story of Eagan more broadly, including telling the story of Eagan clubs and companies and other forward- looking aspects of the city. The installation could blend the 1914 history of the OTH with other historic communication. Display should be changeable over time to accommodate history yet to be made. 1.21 In developing concepts for the new OTH location, the OTH could remain stand alone with a separate space or building created to house historic archives for the city at large. Or, the OTH could be co- located with the new space for historic display. EHS prefers the latter approach as there's programming synergy that comes from have the town hall as a historic feature to interact with. 1.22 The applicable building codes will be based around the "IBC for the Existing Buildings ". Generally the existing building will brought to code, including egress, ADA compliance and fire protection. 1.23 In 1965, a new town hall was built on the site of the current Fire Administration Building. The 1914 building was converted to a garage by one of the city's public works employees. Flooring and floor structure was removed and stored and a garage door was installed on one end. The 1990 renovation reversed those modifications. 1.24 Six concepts were presented in the PowerPoint. Concept 1 (Cedar Grove) and Concept 2 (Community Center) were scratched. Originally consideration for those options was based on the idea of "intercepting a crowd ". Negative aspects of these options far outweigh any exposure created in these other settings. 1.25 Concept 3 involves moving the OTH over near the existing City Hall, east of the lower level entry and council chambers. The OTH would be connected back to the City Hall building with a link. Support spaces in the City Hall would be utilized and the reception area could be repurposed for EHS functions. This location could impact future plans for expansion of the main building and grading challenges here could result in higher costs. 1.26 As a consideration, the new building location should result in visual identity from the surrounding area, such that the 1914 fagade is recognizable in part or in whole. 1.27 Concept 4 involves moving the OTH into the open green space southeast of City Hall, or possibly across the street in the green space closer to the library and the water park. If set closer to the water park, outdoor picnic areas and restrooms could be developed around the building as an amenity for the water park visitors (currently picnic areas for large groups are in short supply). The building could be set on new basement foundation to allow for extra MEP space and some support space for EHS programming. Mohagen/Hansen Architectural Group Meeting Minutes Eagan Old Town Hall Restoration Concept Development Session 1 May 8, 2014 Page 4 of 7 1.28 It was suggested that as a new site is considered for the 1914 building, that the location should be developed with an understanding of what the backdrop is — how the building is sited in order to create a look and feel that relates a strong and clear message — a quintessential Eagan photo. 1.29 EHS related concerns about a new site interior to the municipal campus being too far off the main road — buried among the other buildings and site features. 1.30 As a variation for concept 4, the OTH could be relocated as a standalone building, with no other buildings or support spaces, or, it could be relocated, restored in its entirety, with support spaces developed with it. 1.31 Concept 5 involves restoring the existing building in its existing location and using the FAB as the support space for EHS programs. Other partner agencies would be needed to fill out the balance of the existing FAB space not needed by EHS. Parking would have to be considered in detail. EHS likes this approach. 1.32 Renovation of the FAB for EHS and other community functions would be cheaper than building new space, as in concept 4. 1.33 The building value issue still remains a sticking point for the city council. The use of the FAB for non - revenue generating community partners and /or paying tenants would have to be considered by the council, with a commitment to maintaining the building as a community asset and amenity for the long term. 1.34 Concept 6 involves tearing down the 1914 building, relocating salvaged portions to a new EHS display area at the FAB, and repurposing the site. Additional EHS program space would be developed in the FAB and other partner agencies could use the balance of the space. Again, parking at the FAB would have to be reviewed in detail. - 1.35 The FAB is 13,500 GSF in size, consisting of 8,300 SF of office space, 1409 SF of garage space, e and 3,700 of storage space in the lower level. Using the building for assembly or classroom spaces would require more parking stalls that are currently available, per city ordinances. Currently there are about 50 stalls there. 1.36 As an exercise, the team could do a space needs assessment for EHS in more detail to determine how much of the FAB space would be needed for EHS functions as compared to being available for partner agencies or compatible tenants. Based on what remains vacant, the city could begin identifying compatible users. Initially EHS targeted 2,500 SF of space (1,000 SF like the 1914 space, 1,000 SF research /work space, 1,000 SF for increased archival display — the total of 3,000 SF was scaled back to 2,500 SF as a bare bones approach). On the high end, EHS could make use of approximately 5,000 SF. EHS to develop specific space needs and wants (not necessarily a bare bones approach). EHS 1.37 Renovation of the FAB could run in the range of $40 to $50 /SF (rough, ballpark). The existing building is relatively open in terms of structural elements. This helps. 1.38 The group referenced the Fire Safety Center history wall as a good example of how to tell the broader Eagan story. A site visit is recommended. MH /MM Mohagen /Hansen Architectural Group Meeting Minutes Eagan Old Town Hall Restoration Concept Development Session 1 May 8, 2014 Page 5 of 7 1.39 EHS has done some humidity testing of the FAB, with the thinking that it could be used for archival display. Reports show good humidity levels for such a use. Depending on final scope and archiving demands, some retrofitting of HVAC may be required in the FAB. Additionally, lighting upgrades, for energy and for use, would be worth looking into. 1.40 EHS related their concerns that sharing a building with other partners could leave them vulnerable to getting forced out by the needs of other tenants to grow in place. EHS would want a commitment from the city that protections would be in place under formal agreements to make sure EHS would not get displaced. 1.41 EHS also related their "deal breakers" as: - a. Not rebuilding or restoring in any way. _ b. Not having new space to increase program and improve operations. C. Total loss of 1914 look and feel. 1.42 Possible sponsoring partners could include Thompson - Rueters, Blue Cross & Blue Shield as donors whose history could be told as part of the museum display. Additionally, Dakota County Historical Society could be a participating partner and tenant. 1.43 Stuart discussed precedents to help the group understand how a historic structure could be restored, relocated or memorialized in part. The Bottineau House was an example of relocating a structure to a new basement foundation, with minimal tempering of the space, and full historic restoration. Other examples included the relocation of complete or partial structures with varying degrees of upgrades and restoration. One example was the Franklin House in Boston where a "ghost structure" commemorated the original building configuration. The Pine River Depot example showed full restoration of a relocated building, with full supporting system_ s and code upgrades incorporated into the project. 1.44 The question was raised as to whether or not the 1914 building could be put in the FAB in its entirety. This is not likely viable due to height restrictions, but certainly the main fagade would fit. Repurposing the fagade as an exterior portal is not recommended, from a technical side or a historic commemoration perspective. 1.45 The question was raised about co- locating the entire 1914 building on the FAB site, connecting the two with an all- weather link. While possible, this would require taking parking and access off line, creating more pressure on the existing parking. The existing OTH site could be reworked as a parking lot for the FAB site to try to offset the loss. 1.46 The suggestion was made that the 1914 building could be rotated on its current site so that it would face the FAB, where support space and programming would happen. Mohagen /Hansen Architectural Group Meeting Minutes Eagan Old Town Hall Restoration Concept Development Session 1 May 8, 2014 Page 6 of 7 1.47 Generally, the group was in agreement that relocating the OTH to the municipal site, with new program space for EHS, was a viable and attractive solution. Variations of that concept (concept 3) were discussed and included (see attached sketches): a. Move OTH to city hall green space; build addition to city hall to house EHS supporting functions; OTH to be fully restored as a freestanding building linked to the EHS addition. - b. Construct a new museum /cultural addition to the city hall building, using the green space to the southeast; OTH to be relocated to the INTERIOR of the museum addition, fully intact and restored. C. Construct a new museum /cultural addition to the city hall building, using the green space to the southeast; relocate portions of the 1914 building to an archival display space inside the new building. d. Move OTH to city hall green space; build a small addition to city hall to house some EHS supporting functions; repurpose the interior reception area inside the existing city hall for additional EHS support functions; OTH to be fully restored as a freestanding building linked or not linked to the EHS addition. 1.48 If the County was favorable, each of the above concepts could be developed at the Dakota County Library, using the open space to its west. 1.49 EHS holds that it is more important to bring real pieces of the OTH to a new location rather than building a whole new structure made to look old (replica). The building is the city's number one artifact. 1.50 From a staffing standpoint, it was recommended that new EHS program space be co- -- located with other existing functions that had staff that could assist in maintaining open access to the display. Goal at this time is to avoid adding FTE's. 1.51- -Possible program partners at the FAB could include Dakota County HS, Eagan City Visitor's Bureau, Chamber of Commerce, Arts programs and commercial tenants. 1.52 EHS does not intend for the new installation to be a full scale museum. 1.53 The FAB could be repurposed by the city for other functions, totally excluding EHS, so having viable options that do not rely on the FAB are important to develop. 1.54 Scenarios that do not provide new EHS space that it reasonably contiguous with the OTH building are not desired. For example, housing EHS in the FAB, but locating the OTH by city hall results in too much discontinuity. A stand alone OTH only works in the case that it is restored in its current location and support spaces are located in the FAB. Goal is for a one stop shop for EHS activities. 1.55 In considering options further, it should be expected that compromises will be required. It is possible that not all desires will be able to be satisfied in all options. 1.56 It was noted that the broker contract with Cassidy Turley expires in August. Outcome of this process could impact the decision to continue or discontinue that relationship. Mohagen /Hansen Architectural Group Meeting Minutes Eagan Old Town Hall Restoration Concept Development Session 1 May 8, 2014 Page 7 of 7 1.57 The design team will continue refining the concepts and documenting them for ongoing consideration. The goal is to prepare materials for the June 10th meeting that give the city council clear options and information from which they can give solid direction for execution. Options that will be developed further will include: a. Restoration of the OTH in place. No further EHS program space. b. Municipal site scenarios described above. C. Two FAB scenarios (concepts 5 and 6). 1.58 City staff will work on developing a list of possible partners to participate in the FAB concepts. COE 1.59 The city needs to consider two public policy questions: a. How much historical society programming does the city want if FAB is utilized? b. What can't we (EHS /city) do today that we (EHS /city) could do in new space? 1.60 Next meeting date is yet to be determined, but will be on May 16th or later. As of 5 -8, a meeting date of 5120 at 2 PM is under consideration. A third meeting will be held on or around the 30th of May. K: \ Jobs \ Eagan—Town—Hall-13479 \ 01 Admin \ Corres \ 13479_MM_Session_1_050814.docx Mohagen/Hansen Architectural Group Meeting Minutes 1000 Twelve Oaks Center Dr. Tel 952.426.7400 Suite 200 Fax 952.426.7440 Wayzata MN 55391 www.mohagenhansen.com Memo To: Project Team Date: May 27, 2014 From: Stephen M. Oliver, AIA, NCARB Meeting Date: May 20, 2014 Location: Eagan City Hall Project: Eagan Old Town Hall Restoration Mohagen I Hansen Project No. 13479.00YE Mohagen Hansen Architectural Group Attendees: Dave Osberg, Dianne Miller, Tom Garrison, Joanna Foote, Juli Seydell Johnson, City of Eagan Mark L. Hansen, Mohagen I Hansen Architectural Group Steve Oliver, Mohagen I Hansen Architectural Group Stuart MacDonald, MacDonald & Mack Architects The following Memorandum is submitted as a representation of the information exchanged, actions agreed upon, and discussions that took place. If no exceptions are received by Mohagen /Hansen Architectural Group within five (5) working days of issuance of the Memorandum, it shall be deemed all are in agreement with the contents of the Memorandum. Item No. Item Action 2.1 Mohagen I Hansen prepared color graphics that showed each of the 8 concepts within the context of the existing site conditions and to scale. Concepts were presented and discussed for their pros and cons. 2.2 The 8 concepts represent a continuum of construction intensity,_ restoration level and overall cost. At the most basic, one concept involves basic restoration of the building only, with no new space for EHS. On the opposite end of the continuum, a new EHS museum space could be developed and would include the OTH as part of the interpretive installation. 2.3 While specific cost information was not included in the discussion, M I H provided magnitude cost comparison for each of the concepts (number of dollar signs). It was noted that cost should not be a factor in eliminating an option. All viable and desired options needed to be presented to the council, with cost data, to allow them to discuss pros and cons. Depending on the scenario, there may be funding capacity in the community - public or private - that could make a more costly option more likely to be successful. 2.4 Stuart noted that, although not indicated in the concept graphics, the typical strategy in historic architecture would be to keep a building in its original orientation (compass direction) if moved to a new site. Future concepts will explore the idea relative to other goals of any relocation efforts. 2.5 The question was asked if the fire and the fact that it was a crime was an intriguing part of the history to be noted in the new OTH, or if it was not worth noting or should not be noted. Stuart's recommendation was to treat the fire event as part of the history, but not necessarily making the cause a big deal either way. Mohagen /Hansen Architectural Group Meeting Minutes Eagan Old Town Hall Restoration Concept Development Session 2 May 27, 2014 Page 2 of 5 2.6 Issues related to the smoke smell are under investigation and will be factored into the final concepts and pricing assumptions. 2.7 When considering the level of "restoration ", it will be necessary to determine if what the city desires is a "put back" approach (just using similar materials that are readily available to put it back together and make it usable) versus doing a full period restoration (conserving or restoring materials, using exact match, custom materials for missing items, aged finishes to replicate, etc). The former is what the insurance quote was based on. The latter is much more involved and can be done to different levels or varying degrees of authenticity based on the philosophical bent of the city. Stuart can provide additional guidance on what that entails. 2.8, _ Grant money would not likely be available because the building was not registered as historically significant. Museum funds could be available. Moving the building makes it even less likely to find grant funding. 2.9 EHS has determined that there's no desire to pursue a historic designation or registration. 2.10 Degrees of restoration can be explored, including the idea of including a basement as utility support space from which new HVAC and sprinkler systems could be fed. An alternate approach would be to make the building a seasonal destination only — not heating upgrades. 2.11 Conservation of the building could be done by creatively cutting away the damaged materials and then adding in new materials that are noticeably different by intent. This approach is done as a way to make it clear what elements are truly "historic" or original to the building. -2.12 With respect to _concept 5, keeping the public image of the OTH could be very important to the public — that the building could be seen and appreciated on a daily basis. 2.13 The group discussed the idea of altering the grade condition on the existing site to eliminate the handicapped ramp. It was noted that the building, as far as is known, has always been set slightly above grade with single slab step at the front. The understanding is that the building was slightly raised when it was moved back from the road. In a new arrangement or on a new foundation, the same relationship to grade should be maintained. Wheelchair access, currently accomplished through the front via a wood ramp, could be redone to eliminate the ramp or to bring folks in another way (less desirable from an equity standpoint). It was also noted that permanent or portable ramps could be integrated into the interior restoration to solve issues relative to the platform at the back of the space. 2.14 For concepts where the OTH is connected back to City Hall with a link or a building, physical connection to the OTH should be done so that the photogenic quality of the 1914 fagade is not compromised by the modern construction. 2.15 At the FAB, EHS could use some of the space for storage of larger historic items, as a restoration work area and for storage for the general collection. Mohagen /Hansen Architectural Group Meeting Minutes Eagan Old Town Hall Restoration Concept Development Session 2 May 27, 2014 Page 3 of 5 2.16 In considering how the FAB gets used, the idea of having some space on the same floor as the EHS is critical for keeping the exhibit space open without having to provide formal staffing of the space. Co- locating a good supporting function or agency would be ideal. 2.17 The idea of connecting the FAB garage to its lower level was discussed. This is likely not viable as the garage appears to be at a half level. It would take a lot of work to get the two connected properly. 2.18 Regarding concept 6, the idea of peeling off the 1914 fagade and overlaying it on the south end of the FAB was reviewed. Technical limitations would make it very difficult and costly to pull off. Philosophically, from a preservation /restoration perspective, it is not desirable. 2.19 An option, referred to as 6A, was discussed and entailed moving the OTH to the FAB property and placing it in the "yard" south of the building. It could then be connected -- - with a link or could be indirectly connected via sidewalks and stairs. Challenges with -the grades and half levels would make ADA access very difficult. Additionally, placing the entire OTH on the FAB site would render the FAB site unmarketable in the long term. The city would have to weigh the impact of that. 2.20 Another option was discussed that included doing option b as presented, but then doing a ghost structure on the existing site as a way to commemorate the original location. 2.21 The existing OTH site is not contemplated for sale. 2.22 A hybrid option was discussed whereby the OTH would be moved to the municipal campus and EHS space would be developed in the FAB. This had been discussed in the first work session, but was not desirable due to the lack of connection and the requirement to cross Pilot Knob Road to get to the OTH for actual presentations. -2.23 For concepts 5 and 6, the team will develop some ideas for what kind of tenants or partnering agencies would make sense for co- location in the FAB. From session 1, city staff was to provide a listing of possible groups or functions. MH /COE 2.24 Originally, city council sentiment was to vacate the existing OTH site — that restoration of the building in a different location was preferred. Not sure what the drivers were (possibly resale value or security issues). At the time, EHS assumed that if they wanted more space (2,500 SF), that it would have to include the 1,000 SF represented by the OTH, so working with the existing building ONLY, was not desired. hi looking at option 5 now, EHS would be more interested in keeping the OTH on its current site if the desired 2,500 SF of work and display space can be accommodated in the FAB. 2.25 When considering a restoration of the existing building (in situ or relocated), EHS views the maintenance and care required for a standalone building as a drawback. This would have to be worked out with the city for a long term approach that makes sense. 2.26 Juli indicated that there are a number of space utilization studies underway within city departments. It may work out that, through a few strategic moves, space could be created to accommodate the EHS work and display space without a building addition. Co- locating it with the final resting place for the OTH, in part or in whole would be critical to EHS operations. Mohagen/Hansen Architectural Group ® Meeting Minutes Eagan Old Town Hall Restoration Concept Development Session 2 May 27, 2014 Page 4 of 5 2.27 Burned remnants from the OTH could be extracted and put on display in EHS space (as described above), while the OTH would be erected somewhere on the municipal campus with a conservation /preservation approach as described it item 2.11 above. 2.28 For option 5, the OTH could be restored in place, or raised and set back down on a new foundation that could provide non - public support space. 2.29 Taking option 5 off the list was discussed. It would be assumed, then, that the OTH would be on the municipal campus. Drivers for eliminating option 5 would be: parking shortage, security /vandalism, lack of connectivity to other programming, crossing of Pilot Knob for access. Discussion concluded that option 5 would remain on the list. 2.30 2.31 2.32 In a final review of the options, 3B was eliminated, as was 4A (4A being a component of 3D accommodated by-phasing). 4B was also eliminated as there was no official direction to pursue a collaborative connection with Dakota County due to the complexity of the relationship and the county's ability to respond to a quick timeline. The final report will reference the options for working with the County in case the council would find it worth pursuing. With option 3D, EHS desires some kind of serious commitment from the council that finding good space for EHS near the OTH location would be accomplished. In looking at the concepts generally, there's a decision making matrix that needs to be understood. The decisions that can be made specific to the OTH and the EHS program needs can be played out on a number of different sites. The following diagram shows the decision making path and related optio r: «. �T Mohagen/Hansen Architectural Group Meeting Minutes Eagan Old Town Hall Restoration Concept Development Session 2 May 27, 2014 Page 5 of 5 2.33 EHS prefers that the new display and work space be physically connected to the restored OTH as an operational advantage. If the OTH is not physically connected back to an EHS space, then the OTH stands out as more of a photo op or feature building to be appreciated on its own. 2.34 With respect to heating of the OTH, EHS desires this as a way to increase use and access throughout the year. If not heated, the OTH would be a seasonal destination only. 2.35 It was stressed that the priorities for EHS are having the feel of the 1914 OTH with program space. The initial assumptions were that the OTH space (1,000 SF) would be part of the display space requested by EHS. The other program areas of 1,500 to 2,000 SF would be in addition to that. An alternate scenario would be to accommodate the 2,500 to 3,000 square foot request- independent of the OTH restoration. That scenario would be - - a "home run" scenario for EHS. Some of the concepts reflect such a scenario. 2.36 The question was asked, "What is the expectation of the public ?" This may need to be worked out through some public presentations to glean input and build consensus among interested citizens. 2.37 Final packets /reports will be submitted to Dianne, for distribution to the council, on the 51h of June. Final discussions and edits from the 6/2 meeting will be incorporated. The packet will provide all the background of the discussions and options considered but will not provide a recommendation. 2.38 The presentation at the council meeting will likely be a 20 minute walkthrough of the report, but focused mostly on the primary concepts that "rise to the top ". 2.39 Next meeting date is June 2nd at 1:00 PM. Refer to the attached concept plans for a record of what was presented, including some edits and comments incorporated after the meeting. 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N O Q Ll� _ J v LU O LLJ RIM, £ e�R WA-M WZ-A 0 Elul LU L) z 0 U Lu LU Cie- 0 Elul MACDONALD &MACK A R C H 1 T E C T S 40101 South Fourl h Sui I E -, 712 Minnt;apotis MIN 5541 f5 P 612,34 1,40,51 - F 612 337 5843 - www.mmorchUd.corn Stuori WiocDonald, AEA Robert Mack, FAIA Todd Grover, AIA APPENDIX D: EAGAN OLD TOWN HALL HISTORIC FINDINGS SUMMARY Investigations by the design team of the City of Ea gan's historic. 19..14 Old Town Hall included-a review of -available pictorial and written documentary materials ..and on-Site survey of the exterior and interior of the building to ascertain --- - provenance and physical condition. Findings -are summarized below: Documentary Materials Joanna Foote, Eagan's Communications- Coordinator and Historical Society Liaison, provided available materials wNch-primarily consisted of Nsf'oric photographs. Two, undated early images appear to. depict portions of -the building's original 1914 configuration-, both- exterior the interior --- -Additional 1965r_ -visions to the front fagqde; i .,photographs shown substantialca. e progress- c-a. 1990 front fa(;ade restoration- efforts ;-and the-8 Septemb-er-201 a fire and consequent damage. Unfortunately, detailed written clocumenfatio-n is virtually non- existent. Original 1914 materials, in particular, such as-construcfion drawings and specifications, pertinent City Council meetin -g minutes,-itemized construction payments., and - contemporary newspaper-accounts.haye not been found. , Based on.available documentation, an abbreviated historic-buildi-ng tim.eline is presented -below: .1914 -Eagan's Town Hall constructed fronting Pilot- Knob Road [southwest of the.-- current intersection of Pilot Knob- Road and Kingswood Pond Road/Wescott Road]. 1965 A new town hall was built immediately to the north of the Old Town Hall. Converted to house-sfree-f maintenance equipment, Old Town Hall changed substantially. A large overhead garage door replaced the door and windows of the front east-facing fagade and the inferior floor structure was removed. Reportedly, the door, windows, clapboard siding, flooring, and interior wainscot were salvaged and stored in the attic. 1988 A widening project for Pilot Knob Road forced relocation of Old Town Hall although it was placed near its original site. 1990 Old Town Hall was restored and repaired. The front facade returned to its 1914 configuration as did the interior. 2013 An arson fire on September 8th caused substantial damage to the building and its contents, including water and smoke damage. Stabilization and temporary weather - protection measures currently preserve the surviving building,- .buying needed time -as the City Council determines how best to proceed-. Building Description, Provenance &. Condition -Surviving substantial remodeling and fire, the 191 -4 Old Town Hall, fortunately, retains many of its historic character- defining architectural features. The modest, one story; hip-roofed,-vernacular wood- frame building dimensions 28 feet by 42 - feet in rectangular plan. 'Exterior cladding consists of narrow clapboard siding with cornerz.boards above a wood.foundation board, all topped by a simple cornice at-the eaves with crown :mould, fascia, narrow- board soffit and frieze board. The 28- foot - wide, east- facing front - facade is three -bay with a centered door flanked by tall shuttered windows. A "Town Hall" sign board-over the front door- -and a flag pole ornament the front. The north and south facades each feature three, symmetrically- spaced. shuttered windows. The rear, or west,_ facade is blank..- Cladding, trim, and cornice work mostly appear to date to 1914 with the notable exception- of_the -front fagade materials which _date to T990. _ - . Foundations could not- be�determinecl but,date to 1988 when the building was A. relocated._ Exterior wall fire - damage is concentrated at the southwest corner, --including wood -stud framing, wood sheathing and `one window and shutter assembly on the south wall. The 6 -in -12 -pitch hipped roof is clad with light- gray - colored composition shingles dating from 1990. Original shingling may have been asphalt or wood and possibly could be determined through physical research. A small brick chimney sets on the rear roof slope with a 2- brick -tall corbel, mortar or concrete wash, and clay the flue. Fire damage to roof shingles and felts is 100% and substantial to original wood roof trusses and board sheathing, especially in the vicinity of the southwest building corner. Temporary roof truss shoring at the interior now provides critical support following the fire. Chimney condition could not be determined. M The existing metal front door with a pressed panel design, the only means of access and egress to the building, dates from 1990. A paneled wood door was most likely in 1914. Wood- framed windows feature two - over- two -light hung sash, flat wood casing trim, and metal sheathed shutters with decorative flat- mounted hinges. All appear to date to 1914, excepting 1990 wood frames and trim boards at the front windows and recent shutter padlock hasps, and all are in need of moderate repair. The fire destroyed one south wall window and shutter assembly. White with green trim constitutes the exterior paint color palette. Although the white -color may be historically appropriate for 1914, the green color is suspect. All paint colors could be determined with a high degree of accuracy through on- site historic paint color analysis. Exterior finishes are due for extensive surface preparation and painting. The interior of the Old Town Hall consists of one, large, open undivided space with - the following primary _features: wood floor boards; tall, wood, bead -board wainscot with wood base and cap at all walls with wood battens -on- fiberboard - panels above; and identical batten -on- fiberboard ceiling. Wood floor boards require an estimated 1 /3rd replacement. The wainscot and associated trim - -- require general repair and specific replacement at the southwest corner due to - the fire. The fiberboard wall and ceiling material cannot be salvaged due to fire - ..damage. Additional interior architectural items include the following: door and window -wood casings with moulded head caps; book shelves above the wainscot between south wall windows; a raised floor platform with wood bead -board voting booths; and a wood corbel centered on the back wall above the wainscot supporting the brick chimney. A._round thimble connected the heating - stove's metal flue -to the chimney's clay file flue. All of these items require general - repair and specific replacement at the southwest corner due to the fire. One window, one booth, one bookcase, and a section of the platform were - lost. Interior finishes require 100 %redo as a result of the fire, including surface preparation and application of new paint and stain. Sanding, staining, and multiple polyurethane coats are in order for the wood flooring. Existing utility systems at the Old Town Hall minimally consist of the following: surface - mounted electrical conduit immediately north of the front door with few interior devices and metal -shade pendant lighting fixtures; and surface- mounted gas supply located on the exterior all along the base of the north fagade for a large interior unit heater adjacent to the rear wall near the ceiling. Code compliance of all utilities is mandatory, as well as providing for occupant and visitor functionality and comfort. Additional code compliance issues pertinent to possible reuse of the Old Town Hall include load- bearing capacity, access and egress, and ADA requirements. Existing load- bearing capacity of the floor system is unknown; however, should the space be used for assembly, such as conducting classes for school groups, a minimum live -load capacity of 100 pounds per square foot would be mandated. Confirming structural calculations and possible reinforcement of the floor system may be in order. Similarly, the existing load- bearing capacity of the roof system is unknown. Confirming structural calculations and possible reinforcement of the roof system to a minimum live -load capacity of 40 pounds per square foot may be in order. Regarding access and, in particular, egress, only one way in and out exists. Depending on the possible reuse of the building, two means of safe egress may be mandated and /or desirable. Although a compromise to the historic integrity of the building, a second door easily added at the southwest corner of the building during needed reconstruction due to fire damage may be prudent. Regarding ADA compliance, the existing accessible ramp added'to the front of the building is safe and functional but, also, is located on the principal fagade and, therefore, somewhat intrusive to historic character. Should -a second door be added to the southwest corner, grade could be modified and a much shorter, less intrusive accessible ramp installed. Lastly, the condition of the building, as well as artifacts housed within, due to the fire need to be mitigated, especially with regard to lingering smoke odor. This process is neither easy nor always straight- forward and requires comprehensive analysis and testing to arrive at suitable methods that are both effective and safe for historic materials. Mitigation standards for buildings and artifacts are outlined in the Restoration Industry Association's Guidelines for Fire and Smoke Damage Repair, Second Edition, June 2007, authored by RIA's technical advisor Martin L. King. Three suggested methods of deodorization involve the use of oxidizers, counteractants, and sealers. In general oxidizers eliminate fire odors, counteracts mask fire odors, and sealers encapsulate fire odors, and all have pros and cons for particular building applications. Similar methods are utilized for artifacts but often are more restrictive depending on the specific materials in question, such as wood, metals, papers, fabrics, and so forth. Again, analysis, testing, and caution is urged. E Agenda Memo June 10, 2014 Special City Council Meeting IV. REVIEW FUTURE OPTIONS FOR OLD TOWN HALL Direction For Consideration: Receive the presentation from Mohagen Hansen Architectural Group and provide direction on how best to proceed with Old Town Hall (see public policy questions below). Facts: ➢ Old Town Hall (0TH) was constructed in 1914. It served as Eagan's meeting space until 1965. In the late 1980s and early 1990s, the structure was refurbished. Since that time, it has served as a museum and storage facility maintained by the City and run primarily by the Eagan Historical Society. ➢ On September 8, 2013, an arsonist set fire to 0TH, causing substantial damage to the structure and contents. The roof trusses, south and west walls, flooring and contents were heavily damaged. The entire interior of the building suffered smoke and water damage. ➢ At the February 11, 2014 Council workshop, the Council gave direction to pursue proposals from architects seeking rough cost estimates and sketches of the following three options associated with relocating /reconstructing OTH: • Build a stand -alone building on the municipal campus with functional space (e.g. bathrooms, office space, HVAC, etc.) • Reconstruct 0TH as a building addition (bump out, breezeway, etc.) utilizing amenities of City Hall (e.g. HVAC, bathrooms, etc.) • Use of the former Fire Administration building (3795 Pilot Knob Road) in partnership with other arts /history /culture uses. ➢ On April 16, 2014, the Council approved a professional services agreement with Mohagen Hansen Architectural Group, in partnership with MacDonald & Mack Architects, who specialize in historic preservation and adaptive reuse. ➢ Mark Hansen and Steve Oliver of Mohagen Hansen, along with Stuart MacDonald of McDonald & Mack, led a 6 -week process with a staff steering committee to define options for the City Council's consideration. ➢ Eagan Historical Society (EHS) members Mary Ellen Voracek and Lori Tripp also attended the kickoff workshop with the architectural team and steering committee, and provided valuable input on the priorities of the EHS. ➢ Per the minutes of the December 6, 2013 EHS meeting, the EHS expressed three priorities with regard to the future of 0TH: 1.) Highly visible location, central to ongoing community activities; 2.) Secure location with blend of history and modern facilities; and, 3.) Single site for historical society functions that incorporates the 1914 OTH fagade and features. Financial Considerations ➢ The building and contents are insured by the League of Minnesota Cities Insurance Trust (LMCIT) for $85,915. This is the total coverage available to restore the building and its contents. To date, approximately $10,000 of that coverage has been spent to restore the building contents and winterize the structure. Thus, approximately $76,000 remains in unspent coverage for the building and contents. ➢ The City has a $25,000 per occurrence deductible. All of the options offered by the architect would require the City to incur $25,000 in costs before the LMCIT pays up to $85,915. If the City decides not to rebuild the structure or use in any fashion, the LMCIT would pay the City $85,915 for its loss. ➢ Prior to hiring the architectural team, the City received an estimate of $131,000 to reconstruct Old Town Hall using new materials. However, we have since learned from the architect, and will hear more during the presentation, that this estimate was very low as it did not include any restoration or use of salvaged materials. Likewise, the estimate did not include smoke removal or the cost to build a new foundation. In short, the estimate simply "put OTH back together ". ➢ A funding source has not yet been identified for any of the options being presented. Opportunities for fundraising do exist, particularly in light of 2014 serving as the 100th anniversary of OTH. If desired, fundraising options could be brought back to the City Council. Presentation of Options /Public Policy Questions ➢ Mark Hansen, on behalf of the architectural team, will present the six (6) options developed for the Council's review, which includes a base option of repairing the OTH on its current site using new materials for portions of the restoration and thus not returning the entire building to "period" 1914 conditions. ➢ The options intentionally represent a continuum of choices, many of which could be phased over several years if the Council so chooses. ➢ Should the Council wish to proceed ahead in restoring Old Town Hall, responses to the following public policy questions would be beneficial: 1. What is the Council's objective(s) for historic recognition of 0TH? 2. What level of restoration does the Council desire for 0TH —whole building or partial restoration? 3. Which location does the Council prefer (municipal campus, fire administration site, or the existing OTH site)? 4. What is the Council's preference between physically connecting the restored OTH to an existing building, versus having a stand - alone, disconnected 0TH? 5. Is there an option or two that the Council would like to pursue further in the form of specific building design sketches and more defined cost estimates? Attachments: (1) IV. -1 Mohagen Hansen Report Special City Council Minutes June 10, 2014 Page 2 The Maxfield /CDA Report's general estimates and projections of households and population generally align with those of City staff. Both are a lower level than those incorporated in the Metropolitan Council Thrive 2040 process. Mary Bujold gave a summary of the findings on the housing study. The Council and members of the Planning Commission discussed the housing study with Ms. Bujold and Mr. Ulfers. It was noted that Eagan is approaching full build out in its residential areas, meaning there are fewer opportunities to increase density except in some infill and redevelopment circumstances. Mr. Ulfers said that Eagan already has more diversity of housing types and values than many cities, but the City may still find opportunities for additional density if it is open to them. Mr. Ulfers also noted that the availability of resources will affect the number of future senior and workforce housing projects the CDA will be able to do in Eagan, while it invests in similar projects elsewhere in the County. Mayor Maguire thanked the Advisory Planning Commission for attending the meeting. REVIEW FUTURE OPTION FOR OLD TOWN HALL Mayor Maguire thanked members of the Eagan Historical Society for attending the meeting. City Administrator Osberg introduced Mark Hansen and Steve Oliver of Mohagen Hansen Architectural and Stewart MacDonald of MacDonald & Mack Architects. Osberg noted at the February 11, 2014 Council workshop, the Council gave direction to pursue proposals from architects seeking rough cost estimates and sketches of the following three options associated with relocating /reconstructing the Old Town Hall: build a stand -alone building on the municipal campus, reconstruct Old Town Hall as a building addition of City Hall, and to explore use of the former Fire Administration building. On April 16, 2014, the Council approved a professional services agreement with Mohagen Hansen Architectural Group, in partnership with MacDonald & Mack Architects, The Council is being asked to provide direction on how best to proceed with the Old Town Hall. Mark Hansen and Steve Oliver of Mohagen Hansen Architectural Group and Stuart MacDonald of MacDonald and Mack Architects provided a presentation to the City Council on options available for the future relocation and restoration of Old Town Hall. The City Council discussed the options and their preferences, noting their hope to restore the Old Town Hall structure. The Council directed staff to continue working with Mohagen Hansen to gather additional information on the option to relocate Old Town Hall to the Municipal Center Campus. The Council directed that no addition to City Hall be explored at this time as programming space for the Eagan Historical Society could be a consideration in the current space needs study underway for the Police Department and City Hall. The Council asked for additional research on costs to restore Old Town Hall, ranging from a structure -only with no services (seasonal use only) to a fully restored structure with HVAC, a basement foundation, etc. Mr. Hansen noted that additional information on a continuum of options for restoring Old Town Hall could be prepared. The Council also asked for limited options regarding the future of use of the current Old Town Hall site. The Council noted they support staff continuing to explore the possible use of the Fire Administration Building for municipal operations, which could include use by the EHS and arts programming, if the building does not sell on the private market. The Council also Special City Council Minutes June 10, 2014 Page 3 suggested that the relocation of Old Town Hall could happen in advance of any decisions being formalized with regard to space needs. The Council sought feedback from members of the EHS in the audience. EHS members expressed their hope that both the outside and inside of the Old Town Hall structure could be restored. Communications Coordinator Foote noted the space needs of the EHS, particularly as it relates to programming, file storage and maintaining documents from more recent history (e.g. 1960's- 1980's). The Council briefly discussed fundraising opportunities, and suggested that once an option is selected with regard to restoring Old Town Hall, the EHS could then consider fundraising for a specific aspect of the project (e.g. HVAC system, a monument on site, etc.) The Council directed that the options being prepared by Mohagen Hansen be brought back to a future City Council workshop. 2015 GENERAL FUND BUDGET CHECK IN City Administrator Osberg noted in late April, staff began the 2015 budget process. Department Directors are currently preparing 2015 budget proposals. The General Fund, Civic Arena and E -TV budget proposals were submitted on June 6t". Osberg noted the recommended budget is scheduled to be presented to the City Council for formal and detailed review at the August 11, 2014 Special City Council meeting. OTHER BUSINESS City Administrator Osberg confirmed with the Council that the Special Workshop is scheduled for Monday, August 11 and the Canvassing Board Meeting on Thursday, August 14 at 8:45 a.m. ADJOURNMENT Mayor Maguire moved, Councilmember Tilley seconded a motion to adjourn at 8:40 p.m. Aye:S Nay:O Date Mayor City Clerk Eagan City Council September 13, 2014 Mayor Mike Maguire Re: Old Town Hall - preserve and leave it where it is Dear Mayor and Council: Thank you for your consideration of the preservation of the Old Town Hall. Count us in on trying to preserve our heritage. We are writing only to express our views regarding what option should be used. We do not understand why there is any preference to move the building. It sits well on the property where it is -- a very suitable site that would not be well used for any other use. We live two doors down from the site and can't imagine how this property could be used in any other way without disrupting the neighborhood and traffic. Thanks for your attention to this and service to our community. S , X-11 Rick and atty Kleven 1408 Kingswood Ponds Road Eagan, MN 55122 612 844 7216 (day) 651 365 0683 (home) Agenda Memo September 9, 2014 Special Council Workshop VI. CENTRAL MAINTENANCE FACILITY EVALUATION Direction For Consideration: A review of the existing maintenance facilities and possible facility upgrades will be presented for informational purposes to update the Council on the next steps to address future upgrades of the maintenance facilities. Although no formal action is required at this time, staff is seeking feedback and direction from the Council. Facts: ➢ The Central Maintenance Facility (CMF) and the River Valley Acres (RVA) sites provide all of the service and storage needs for the City of Eagan's maintenance operations. However, the CMF and RVA no longer effectively function to meet current work demands and expectations. Site revisions for some routine operations would facilitate compliance with updated state and federal regulations. Facility improvements would increase efficiencies and accommodate industry changes. ➢ In 1985, the CMF was constructed. It was expanded in 1989 and a cold storage building was built in 1993. These expansions were part of a planned phased development for the City's operations and maintenance facility. The final phase of expansion is for additional heated vehicle storage and equipment bays, as well as another cold storage building. ➢ In Spring 2003, Blue Cross Blue Shield (BCBS) transferred 3.37 acres of land adjacent to the North Water Treatment Plant (NWTP) in exchange for the City constructing an access road (Hunt Drive) to BCBS property (including Terra Glenn Addition) to accommodate the ultimate anticipated expansion needs for the overall CMF. ➢ In Fall 2005, the expansion of the NWTP was completed, nearly doubling its ultimate capacity of daily water production. It also provided additional needed administrative offices and heated vehicle storage, allowing the Utilities Division of the Public Works Department to remove all but cold storage items from the CMF, which provided needed space for the City's other maintenance operations (Parks and Public Works- Streets). ➢ In 2014, City staff worked with a consulting architect to determine the most effective options for the final phase of expansion and required upgrades to the CMF. Comparisons of existing space for specific tasks were contrasted with industry standards to help determine realistic needs. City staff reviewed a number of proposed options to ensure practical operations and compliance with current regulations were included. The architect also facilitated discussion of plans for enhanced use of the RVA site. ➢ Cost estimates for the proposed improvements were completed for the recommended draft facility and campus upgrades. The proposed improvements include currently scheduled building maintenance needs and updated Americans with Disabilities Act (ADA) features. Without any upgrades, building maintenance needs would still have to be addressed. A summary of some of these maintenance needs follows: • Roof Replacement — $341,600 • HVAC /Water Heater /Entry Rehabilitation — $71,500 • ADA and Lighting — $95,000 to??? Agenda Memo September 9, 2014 Special Council Workshop ➢ Staff plan to proceed with schematic designs, transition plans, and schedule options in order to provide the Council with a more refined update in early 2015. Attachments: (1) VI. -1 Presentation Slides t i Vic, k N Q All, t Y Yid 'f C. -3 m OWN, t NIP Oil pox MEN 111. Won- v k � � Y Mai gyp ) A A ?.X m / 2 P ny OMNI u � D i 03 a any i �a IV 4 1 yc Aff _1 ffI ftpiw ji 3 rd aot £ � pp i g "g 3 dfr- TF F tag €' b f It � 1 i r Y Ak?i gg F Q (D CD -` C� �? CD D CD CD r Q (D CD -` C� �? 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