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03/10/2015 - City Council Special
SPECIAL CITY COUNCIL MEETING TUESDAY MARCH 10, 2015 5:30 P.M. EAGAN ROOM -EAGAN MUNICIPAL CENTER AGENDA I. ROLL CALL AND ADOPTION OF THE AGENDA II. VISITORS TO BE HEARD III. DISCUSSION OF COMPREHENSIVE GUIDE PLAN AMENDMENT APPLICATION FOR GATES OF EAGAN -STEVE LIEFSCHULTZ IV. CITY HALL /POLICE DEPARTMENT SPACE NEEDS ANALYSIS V. OTHER BUSINESS VI. ADJOURNMENT Agenda Information Memo March 10, 2015 Special City Council Meeting III. Gates Of Eagan- Comprehensive Plan Amendment Direction To Be Considered: To provide direction to staff and the applicant regarding next steps for the pending application. Facts: ➢ The Comprehensive Guide Plan Amendment request was before the City Council at their regular meeting on January 20, 2015. ➢ Following discussion between the City Council and the applicant there was consensus that the item be tabled and brought to the March 10 Council Work Session and that the applicant provide additional background including past marketing efforts for the site. ➢ The applicant provided the overview of property information and conceptual elevations of the proposed buildings that are attached. As noted, some of the marketing efforts involved interaction with the City and some were efforts the applicant pursued, but did not bring forward. ➢ The Advisory Planning Commission held a Public Hearing and recommended approval of the land use change on December 18, 20144 Attachments: (3) III -1 Background information provided by the applicant III -2 December 18, 2014 APC Minutes III -3 Staff Report The Remade Company 5900 Green Oak Drive Suite 100 Minnetonka, MN 55343 952- 908 -0811 To: City of Eagan From; Steven B, Liefschultz Regarding: Nichols Park, LLC proposed "Gates of Eagan" Date; February 17, 2015 History of 8.04 gross acres LNichols Park, LLC signed for in 1995 and closed on in 1996 (20 years); Brokers used 1996 - 2001: a. Reliance Real Estate Services (Charles Heinrich). b. Realty Development (Lee Stedman).. c. Kaml, Inc. (Gonzalo Medina). d. RayConnelieyRealty e. Lucius Fowler (Americ Inn). Outcome: One offer (James Flannery) from an owner of several hotels but city would not agree on amount of parcel could be used as they required at least approximately 1.85 acres be used for storm water storage and an additional donation of approximately % acred,pond by the seller. Hence the two motels plus restaurant offer died. See attachment. I 2002 -2007: City eliminated "road side business" as -a category and substituted "NB" My attorneys worked out a five year extension where we could apply for a PUD• within "Roadside" parameters or "NB ". Outcome: Only offer was a 2004 offer from Ryland Homes for owned Row Houses. The city denied their application, III. 200742011: Brokerage community produced no offers within zoning, :My partner died in 2008. In 2009, using KKE architects and MFRA Engineering,, I submitted a conceptual site plan for 110 apartment units and 10,000 square feet of retail, hoping "mixed use" would help with the city (see, attached site plan). City staff reviewed the concept plan In a favorable way, but we could find no retail developer due to nature of location of the site and the recession. 1V. 2012 -2013: Listed property with .Cushman /Wakefield Northmarq site was shown to dozens of potential buyers ranging from KWIK Trip to institutional multi- family developers. No offers. Reasons ranged from lack of access to Diffley (for retail, convenience store and other commercial) to too small a site (not 200 plus units) for multifamily. The Remada Company 5900 Green Oak Drive Suite 100 Minnetonka, MN 55343 952 -908 -0811 ve 2014: Retained Lowell Lankford as a hotel broker /consultant to find one or more hotel buyers, He is the same consultant Eagan used when analyzing Cedar Grove feasibility for a hotel. He could find no users since extended stay /low service was the highest and best use, and the hotel going in next to the Paragon Mall exhausted the demand, VL Mid 2014: had extensive feasibility studies done by Maxfield Research to determine the success of a 140 -150 unit complex with attached heated parking, All buildings to have the same exterior of "Kasota" stone and like color hardy board with all buildings having same roof design and chimneys, interior also to have class A finishes (see pictures), A similar apartment building has not been built in Eagan in roughly twenty years, I took the Eagan city planner to tour a similar project ofmine finished In 2070 in Woodbury, Rents would range from $1,139 for a one bedroom to approximately $1,450 fora two bedroom and approximately $1,650 for a three bedroom. All these rents are approximately $ 200 per month less than Cedar Flats rents and are meant to provide ran upscale rental housing option to recent college graduates /young professionals and the "retail sector" positions arlsingfrom Twin Cities Premium Outlets Mall In Cedar Grove, (see colored site plan). The City has again asked if we could contribute land (for increased storm management) and we have agreed in principal and submitted a proposed site:and grading plan, Thank you for your consideration, Attachments: Advisory Planning Commission December 18, 2014 Page 12 of 16 CO The Gates of Eagan Apartments Applicant Name: Steve Liefschultz, Nichols Park, LLC Location: South of Diffley Rd off of Nicols Rd Application: Comprehensive Guide Plan Amendment A Comprehensive Guide Plan Amendment from R /C, Retail Commercial to HD High Density Residential. File Number: 30- CG- 04 -11 -14 Planner Thomas introduced Sagstetter stated he this item and highlighted the information presented in the City Staff report dated December 11, 2014, revised December 16, 2014. Steve Liefschultz, owner, provided some personal and property background and stated he was available for questions. Chair Filipi opened the public hearing. Earl Johnson, 4215 Nicols Road, asked what development would occur behind his building. There being no further public comment, Chair Filipi closed the public hearing and turned the discussion back to the Commission. The conceptual Site Plan was displayed and staff clarified that the Site Plan was not being acted upon but that level of detail would be provided with a future application that would also be noticed and require a new Public Hearing. Member Sagstetter stated he had questions about the HD use given the site's proximity to Highway 77 and pedestrian access to the neighborhood parks in the vicinity. Mr. Liefschultz stated he has developed apartment projects with similar locations and that he had not prepared a response regarding pedestrian access to the neighborhood parks but that his development would include a full indoor fitness center as well as the outdoor tot lot and wading pool. Vice Chair Vanderpoel stated she believed the Guide Plan Amendment was warranted. Vice Chair Vanderpoel moved, Secretary Piper seconded a motion to recommend approval of a Comprehensive Guide Plan Amendment to change the land use designation from Retail Commercial, to High Density, upon approximately 8 acres, generally located south of Diffley Road west of Nicols Road. All voted in favor. Motion carried 5 -0. PLANNING REPORT CITY OF EAGAN REPORT DATE: December 11, 2014 (revised December 16, 2014) APPLICANT: Nichols Park, LLC PROPERTY OWNER: Same REQUEST: Comprehensive Guide Plan Amendment CASE: 30- CG- 04 -11 -14 HEARING DATE: December 18, 2014 APPLICATION DATE: Nov. 12, 2014 PREPARED BY: Sarah Thomas LOCATION: SW corner of Nicols Rd and Diffley Rd COMPREHENSIVE PLAN: RC, Retail Commercial ZONING: PD, Planned Development SUMMARY OF REQUEST The applicant is requesting a Comprehensive Guide Plan Amendment to change the land use designation from Retail Commercial, to High Density, upon approximately 8 acres located at the SW corner of Nicols Road and Diffley Road, AUTHORITY FOR REVIEW The city's Comprehensive Guide Plan was prepared pursuant to Minnesota Statutes, Section 473.864. As defined by statute, the Land Use Plan is a guide and may be amended from time to time as conditions change. The city's Guide Plan is to be implemented by official controls such as zoning and other fiscal devices. The creation of land use districts and zoning is a formulation of public policy and a legislative act. As such, the classification of land uses must reasonably relate to promoting the public health, safety, morals and general welfare. When a change to a city's Comprehensive Guide Plan is requested, it is the city's responsibility to determine if the change is in the best long -range interests of the city. The standard of review of a city's action in approving or denying a Comprehensive Guide Plan amendment is whether there exists a rational basis. A rational basis standard has been described to mean having legally sufficient reasons supportable by the facts which promote the general health, safety and welfare of the city. BACKGROUND/HISTORY The subject property is zoned PD (Planned Development), is unplatted and vacant. The PD was approved in 2002 following a revision to Chapter 11 of the City Code when the former zoning district, RB (Roadside Business) was eliminated. The property owner, at that time, expressed a Planning Report — Gates of Eagan Apartments CGA December 18, 2014 Paae 2 strong desire to retain the allowable uses within the RB Zoning district. The property owner and City staff determined the best way to achieve that goal was to rezone the property to PD which incorporated the former RB provisions into a Planned Development Agreement, EXISTING CONDITIONS The site is accessed from the east via Nicols Road. The subject site is vacant and unplatted. SURROUNDING USES The following existing uses, zoning, and comprehensive guide plan designations surround the subject property: EVALUATION OF REQUEST PROPOSAL The applicant has submitted a conceptual development plan for the site which calls for the construction of a 148 -unit apartment building as well as a tot lot and swimming pool. The concept plan includes covered parking in addition to surface parking. The Concept Plan shows access from Nicols Rd. The applicant's narrative states the intent is to "maximize the use of the parcel while still maintaining important physical features of the site, namely, the existing wetland which sits on the eastern edge of the parcel and that changing the site to High Density Residential... would create a buffer between the medium density and low density neighborhoods to the east and Highway 77 to the west." ENVIRONMENTAL IMPACTS Topography /Grading — The eastern half of the site, with the exception of the wetland, is heavily wooded. The reminder of the site is generally open. The entire site will be disturbed for construction of the apartment building and parking. The high point is located at the southwest corner of the site, and the property slopes to the wetland in the eastern central portion of the site. Existing Use Zoning Land Use Designation North Commercial NB, Neighborhood Business RC, Retail Commercial South Peace Church PF, Public Facility QP, Quasi Public East Townhomes R -3, Residential Townhouse MD, Medium Density West I Hwy 77 /Cedar Ave N/A I N/A EVALUATION OF REQUEST PROPOSAL The applicant has submitted a conceptual development plan for the site which calls for the construction of a 148 -unit apartment building as well as a tot lot and swimming pool. The concept plan includes covered parking in addition to surface parking. The Concept Plan shows access from Nicols Rd. The applicant's narrative states the intent is to "maximize the use of the parcel while still maintaining important physical features of the site, namely, the existing wetland which sits on the eastern edge of the parcel and that changing the site to High Density Residential... would create a buffer between the medium density and low density neighborhoods to the east and Highway 77 to the west." ENVIRONMENTAL IMPACTS Topography /Grading — The eastern half of the site, with the exception of the wetland, is heavily wooded. The reminder of the site is generally open. The entire site will be disturbed for construction of the apartment building and parking. The high point is located at the southwest corner of the site, and the property slopes to the wetland in the eastern central portion of the site. Planning Report — Gates of Eagan Apartments CGA December 18, 2014 Paee 3 An earthen berm is located along the entire west property line. Everything west slopes to the Cedar Avenue off -ramp for Diffley Road. Elevations range from approximately 869 to 895. Storm Drainage — The entire site lies within Drainage District A (as designated in the City Storm Water Management Plan — 2007). The entire site currently drains to the wetland (AP -8) located in the central eastern portion of the site. The site plan shows an additional storm water feature to be constructed south of the wetland. There is an existing 48" storm sewer along Nicols Road that reduces to a 33" pipe in front of this property. Use of the wetland for temporary storm water storage is identified in the city's Stormwater Management Plan to assist with issues associated with the undersized pipe along Nicols Road. The amount of storage required will determine the amount of area to be required for ponding. The stormwater ultimately flows north to the Minnesota River through the City's trunk storm sewer system. The development of this property will be subject to the codified post- construction storm water requirements for storm water volume and pollutant control, and to MN Department of Transportation storm water permit requirements for any discharge to TH 77 right -of -way. Trees/Vegetation — The City's Tree Preservation Ordinance sets the allowable removal for this type of development at 30 %. Based on the concept plan submitted, it appears that the proposed development would result in nearly 100% removal of significant vegetation and mitigation would be required. A detailed tree inventory, Tree Preservation Plan and Tree Mitigation Plan will be required at the time of development. Wetlands — There is at least one wetland on site. In accordance with City Code §11.67, a Certified Wetland Delineator will need to prepare a delineation and assessment (via MNRAM) report for the wetland. Any development will need to be in accordance with the State Wetlands Conservation Act, will be subject to the codified post- construction storm water requirements for storm water volume and pollutant control. INFRASTRUCTURE IMPACTS Streets /Access /Transportation — Access to the site will be provided from Nicols Road. Nicols Road is a 44 foot wide collector roadway. The site plan shows two access locations, however, one may need to be eliminated depending on the size of the ponding area required at the wetland. There is a public trail along the east side of Nicols Road. Pedestrians should cross Nicols Road at the traffic signal at the Nicols Road intersection with Diffley Road; however, there is no trail system on the west side of the road that connects to the intersection. Since the site is adjacent to an existing State right -of -way, MnDot will require a review of the future Plat. The Concept Plan shows a sidewalk around the perimeter of the outer edge of the majority of the parking lot. Easements /Permits /Right -of -Way — A roadway easement over this property currently exists for Nicols Road. Development of this property will require the easement to be dedicated as public road right -of -way. The west boulevard of Nicols Road is currently approximately 10' to 12' wide. Planning Report — Gates of Eagan Apartments CGA December 18, 2014 Page 4 Additional right -of -way will likely be required to provide a 17' to 20' boulevard if a trail is to be constructed in the future, depending on the location. Noise Abatement — The site is located along a freeway which generates high volumes of noise. City Code requires properties such as these to prepare a plan to provide noise abatement at time of plat. The proposed development will need to address the requirement through building techniques and architectural site design. As stated in the applicant's narrative, the proposed four -story building will provide a noise buffer to the townhomes and single family homes east of Nicols. Airport Compatibility — The site is located within Airport Noise Policy Zone 4 one -mile Buffer. Sec. 11.64, Aircraft Noise Zone Overlay District, applies to new construction within this area. Within the Buffer Zone, multi- family residential uses with shared entrance are considered compatible. Sanitary Sewer — Lateral sanitary sewer of sufficient size, depth, and capacity is available at the northern end of the parcel for connection with development of the property. Sanitary sewer District CG (as designated in the City's Comprehensive Sanitary Sewer Plan) serves the entire site. Water Main /Supply — Trunk water main of sufficient size and capacity is available along the west side of Nicols Road for connection and extension with development of the property. Water QgAih — Any development will need to comply with Post Construction Requirements (City Code §4.33) for stormwater management and surface water quality. These regulations include: design standards for volume control and reduction; total phosphorus control; total suspended solids control; oil and grease control$ and runoff rate control — performance standards. They also provide for: minimization of impervious surface area and maximization of infiltration and retention; acceptable complementary stormwater treatments; pond requirements; regional ponding; and maintenance of private stormwater facilities. COMPREHENSIVE LAND USE IMPACTS Land Use Designations — HD, High Density, is a general land use category which provides areas for attached housing units, including townhomes, condominiums and apartments. The Comprehensive Guide Plan specifies which zoning districts are considered consistent and compatible with each land use designation. Agricultural, Townhomes (R -3) and Multiple Family (R -4) are compatible zoning districts. The concept plan identifies a multiple family development. Density — The Comprehensive Plan states that allowable gross densities within HD include those greater than 12 units per acre, including common areas. As previously mentioned, the applicant proposes up to 148 units, which would result in a density of 19.32 units per acre. Compatibility — The proposed HD land use designation is generally compatible with lower density residential uses, with appropriate buffering. High density residential is also generally compatible Planning Report — Gates of Eagan Apartments CGA December 18, 2014 Paae 5 with more intense commercial, given appropriate scale, buffering and design treatments. In some situations, high density residential uses may serve as a buffer between lower density residential and higher intensity commercial areas. Access Needs — Access needs vary with the size of the development. Developments with a large number of units should have direct access to arterial and collector roadways. In addition, close proximity to transit service is desirable. As previously mentioned, the site would gain access from Nicols Rd, a Major Collector, which connects to Diffley Road (north), a Minor Arterial and Cliff Road (south), a Principal Arterial (in this location). The site is approximately 0.5 miles from the Cedar Grove Transit Station wish is located to the north, across Diffley Road. Physical Suitability — The Comprehensive Plan states high density developments may be particularly suited to properties with severe development limitations (e.g. steep slopes, trees, wetlands) because attached dwellings are well suited to clustering techniques. In addition, use of underground parking can minimize the size of the structure footprint and impervious surface area. As shown on the Concept Plan, a wetland is located along the central eastern portion of the site. Land Supply — Overall, 419 acres (1.9 %) in the City have the High Density Residential land use designation, and 539 acres (2.5 %) have the Retail Commercial designation. Thus, the proposed High Density designation would increase availability of land for density housing while slightly reducing the land available for Retail Commercial use. Comprehensive Guide Plan Goals and Policies — Housing is the most significant form of development in Eagan. More than one -third of Eagan's 2030 Land Use Map is devoted to residential land uses. The Comprehensive Plan establishes several goals and policies intended to guide housing development. The following are considered relevant to this application: ➢ Promote and maintain a well- balanced community with a diverse mix of housing types and values in the community to accommodate the housing needs of persons of all incomes and all stages of life. ➢ Ensure redevelopment occurs in an orderly manner and is compatible with existing surrounding uses. ➢ Encourage quality residential development through its requirements for landscaping; development of compatible architecture; preservation or provision of lakes, parks and vegetation; and other amenities. ➢ Support higher density residential development in areas adequately served by municipal services; in close proximity to parks, schools, shopping and transit; and where existing environmental conditions can be protected. Life cycle housing is one aspect of a balanced housing supply. One of the objectives of life cycle housing is to provide housing options for all points in a person's life. One of the housing types typical to life cycle housing includes rental housing for young adults without the interest or financial capacity for ownership. The concept plan depicts the project as this type of use. Planning Report — Gates of Eagan Apartments CGA December 18, 2014 Paae 6 PARKS AND RECREATION SYSTEM The subject parcel is located on the fringe of Park Service Area 18. Due to the predominance of commercial and retail service development in this location, this portion of the Service Area does not contain a developed park feature though it does reside within the service area of Cedar Pond Park. Cedar Pond Park is located on Diffley Road, approximately 2 blocks northeast of the site Additional open space is available for public use at Cedar School also located approximately 2 blocks northeast of the site and at the Rahn Park Athletic Complex located on Nicols Road approximately 2 blocks south of the site. The immediate area of the site is void of sidewalks and trails as it was planned for commercial and retail service development. There are trail segments within 2 blocks of the site that connect with the City wide trail system. A controlled pedestrian crossing of Nicols and Diffley Roads is located approximately 1 block to the north of the site. SUMMARY OF FINDINGS General Considerations • The applicant is requesting a change in land use designation from RC, Retail Commercial to HD, High Density, for approximately 8 acres of property currently zoned Planned Development and located south of Diffley Road on Nicols Road. • The property has long been guided for retail commercial uses but remains vacant and unplatted. • The property is surrounded by a variety of uses including commercial, residential and quasi - public. • Zoning and associated bulk standards will be addressed with a future rezoning application. Environmental Impacts There is at least one wetland on the eastern central portion of the property. • Elevations range from approximately 869 to 895 with the high point being located at the southwest corner of the site as the property slopes toward the wetland. • The eastern half of the site, with the exception of the wetland, is heavily wooded. Development of the site is subject to the City's Tree Preservation Ordinance (Sec. 11.70, Subd. 12.1). Planning Report — Gates of Eagan Apartments CGA December 18, 2014 Page 7 Infrastructure Impacts • Street access is available to the site via Nicols which connects to Diffley Road, an arterial roadway and Cliff Road, a principal arterial in this location. Sanitary sewer and water main are available to serve the site. • Development will need to comply with Post Construction Requirements (City Code §4.33) for stormwater management and surface water quality. • The proposal is consistent with Airport Noise Policy Zone 4 one -mile Buffer, with the contemplated shared entry multi- family residential use subject to sound attenuation construction standards. • A noise abatement plan will be required with platting of the property. Comprehensive Land Use Impacts • HD, High Density, is a general land use category which provides areas for attached housing units, including townhomes, condominiums and apartments. • The submitted concept plan and narrative propose a high density attached residential use with a tot lot and swimming pool. The proposed use would expand the options for young adults without the interest or financial capacity for ownership. • The proposal appears generally compatible to the surrounding developed properties with appropriate access and takes the physical limitations of the site into accountability. Parks and Recreation System • Due to the predominance of industrial /commercial development in this location a developed park feature is not nearby. • The nearest developed neighborhood park, Cedar Pond Park, is approximately two blocks NE of the site. Additional open space is also available at the Rahn Park Athletic Complex located two blocks to the south. The immediate area is void of sidewalk and trail connections and crossings. ACTION TO BE CONSIDERED To recommend approval of a Comprehensive Guide Plan Amendment to change the land use designation from Retail Commercial to High Density upon approximately 8 acres located at the SW corner of Nicols Road and Diffley Road. i r saga a L VN inn V7 7 N d }d QhS u it 4w Dill AAk All `f ary Cit ', °� .> Oct e�"!•}}'f ! 1 i t 73.13.- 63.x_ } AV i <:',Qs * cs` { ' {tf _ N M � y E {p fan�40,1'MQW N lw r V n a L l Oil- ie V L Dv Di dill, y Sri 'may Ce -k5r. cr ,e tol S s,hti + 4NY lo ps zzz ° ( ` _y/ ^ FE3 4 — t.—.�. �Q F3:,�• �/ y t icy OR �4N j I All s { ip +j •d LO @an7iYl' rl e pil l' l' F -alt �fl� �i� - 8S t $3.=i k 8F . (`4r' Y y Y 3 N � A-s-1� z• _ .n • F .i f .. w �n�]:/j��a. a //��)eer��+ =hM ,' °^2>st•R'': T" t t Y i c 3 t-- ,;{y x { - -• L 3 a.0 3 k. °.r mss':.: Y y DID �ij It , { x S l x -- .1 T!i to ynr J:: poi 4 j TD 111 lx eel ITT V pa ° 3 DDy .k .. 5' , N O'�Y1lt§'H llW DDlF_- x lll' Nis v < ISLIN 44 J Y �2 D; ikrrp; !' Dl lvl gl rr i -fin Tx A. lit zo lo 5; t 32s Current Land Use Map Proposed Land Use Map City of Eap LAND USE MAP Land Use Designations -2030 O /S- Office/Service r MU -Mixed Use Municipal Boundary 9Parcels LD -Low Density - RC- Retail Commercial _ .- P- Parks, Open Space & Recreation ' 1 MD- Medium Density MO -Major Office QP- Public/Quasi- Public t Water HD -High Density BP- Business Park ,` Private Recreation IND- Limited Industrial N Comprehensive Guide Plan Amendment Feet The Gates of Eagan Apartments 0 500 10000 2,000 W � e o Ag og s Q .YY V 1= s Qi W '® e_ a ® Q : Q L u 1w u O. Z J W U Na 0 c YO Y� O n W m !_ V O. dza .® 0 a wt rr rt Wt0 nor 77a7a� 11111 Wt N � #4"' Q lz 2 1� Nm�N V mrI, `y Q R M M 00 m o uj G.b LU LU Q !�F G _ °`^3"`x y #r" • ti#- e'�'t� s,,,Zp}''„y ikS#'j 'kSt i� �i. arz Y yl #z5+'r YYA A� &- 52xv -E�` `' 3 3 4 h 5L a.iS;XK.". ,x'-+ mk- Z.6st1aF.t°iC .kr"rY <'y }y+KY�`FS`ii'"`r LU. ® d sS = � �. 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S z >rYv p s i WkF s t ?`9g >< 'tr"m,.F :�r; Y r' tax r'rcc S+.M sr8 'S- [.N.{`4x `{t�v`,es "l Rig r 1�? �5 2& < �•' N d x e. t s t }� a [ .>T F 3k1, +�t ¢ x r w nt� <avfl"x. <, K z ! 3y �ir 1LL i s"3 a z:,'s sp 1k {tx 7A ti s 5-`ik ebs F ya `4 1 i ro'Fwf i` s r `5- 7f 17 rks y �sehS.4r$. yi 2iQ <`1+- r`' /s. g'' 2x'VU es c k E ♦ { F t, W L ?F'r`3. t4 ax �r .. �•k'"`,�y"<<r� x ti is ' r- ; "I I 's X15 1 i jE k. ,J- 4 h L ` §S {x�,+` 91 Engineering I Surveying I Planning I Environmental Memorandum DATE, Monday, November 10, 2014 TO: Michael Ridley, AICP FROM: Swish Samba, PE SUBJECT, Re; Gates of Eagan — Comprehensive Guide Plan Amendment Narrative The Remada Company is proposing a high - density residential Planned Development on a vacant 8.04 acre parcel at the southwest corner of Diffley Road and Nicols Road in Eagan; PID 10- 03000- 27 -011. The proposed Gates of Eagan Development will have 148 residential units, attached and heated parking and open parking, an outdoor pool and a "Tot Lot" for residents. As a Planned Development, the Gates of Egan Development was designed to maximize the use of the parcel while still maintaining important physical features of the site, namely, the existing wetland which sits on the eastern edge of the parcel. The development of the Gates of Eagan requires an amendment to the City's Comprehensive Guide Plan as well as rezoning for the site to allow residential uses. The existing Comprehensive Guide Plan designates the site as Retail - Commercial. We believe that amending the designation to High Density Residential would still be fitting within the overall goals of the Comprehensive Guide Plan, as well as be compatible with existing and future surrounding land uses. According to the Comprehensive Guide Plan, "high density residential uses may serve as a buffer between lower density residential and higher intensity commercial and industrial uses." In this case, changing the site to High Density Residential future land use would create a buffer between the medium density and low density neighborhoods to the east and Highway 77 to the west. The proposed development also fits well with other surrounding land uses. The wetland on the east side of the site creates a sizable buffer between the apartments and the Single Family Residential and Townhouse Residential neighborhoods to the east, To the south is a church, zoned as a Public Facility, Similarly, to the west, across Highway 77, is the Junior High School. Adjacent to the property on the north side is a neighborhood commercial center, with a gas station. A designation of IIigh Density Residential also complies with the Comprehensive Guide Plan's goal increasing transit opportunities for residents. Both Diffley Road and Nicols Road are served by various MVTA bus Routes, and the Cedar Grove Transit Station is less than a mile away, connecting residents to the Metro Transit Red Line. Page 2 of 2 The proposed development site is currently zoned Planned Development (Commercial), The parcel would need to be rezoned to Planned Development (Residential). We believe that the rezoning will be appropriate for the growth of the City, as the site has not been able to be developed for the last two decades with current zoning. The owner purchased the parcel in 1995. At that time, it was zoned "Roadside" for a truck stop and motel, Then it was rezoned to Commercial. Over 14 years the owner attempted to develop and /or sell the site for Office, Retail, Hotel, Motel, and Single Family uses. Most recently, the owner had plans to use six acres for Multi- Family and two acres for a limited service hotel. However, the hotel was lost due to the one being built at the new outlet mall. It is hoped that the proposed use would help spur development of the land to the north of the site. Rezoning the parcel to Planned Development (Residential) and designating the site for High Density Residential through the Comprehensive Guide Plan amendment will allow for the development of the site without conflicting with nearby land uses. It would also allow for flexibility of site design to maintain the existing wetlands as well as optimize parking on site, We will apply for rezoning with the City along with this Comprehensive Guide Plan amendment, Agenda Information Memo March 10, 2015 Special City Council Meeting Iv. City Hall /Police Department Space Needs Analysis Direction for Consideration: Receive presentation by CNH Architects on the analysis prepared to address space needs at the Eagan Municipal Center and Police Department Facts: ➢ In 1995, the Municipal Center underwent a major renovation, which remodeled the City Hall portion of the building and added a new facility for the Police Department. At that time, it was forecasted that the newly built and remodeled facility would serve the needs of City operations and the Police Department until 2014 (20 years). ➢ Due to the age of the facility, along with changes in staffing levels, responsibilities and operations, there is a need to reevaluate the existing structures on the campus to determine if operational needs are being met presently and into the future. ➢ On March 18, 2014, the Council authorized staff to seek proposals for a space needs analysis. Four proposals were subsequently received. ➢ On June 17, 2014, the Council authorized a professional services agreement with CNH architects to conduct the space needs analysis for City Hall and the Police Department. ➢ CNH has completed their study, which evaluates the space needs for Police and City operations, the facility's compliance with current accessibility and building code requirements, and the facility's existing mechanical systems. While there are security benefits to the changes proposed, particularly within the Police Department, the study as a whole did not seek to address additional building security measures. ➢ In addition to reviewing opportunities for renovation at the Municipal Center, CNH also reviewed if and how the former Fire Administration building could be used for City operations, public meeting space, etc. ➢ As a reminder, from August 1, 2013 -July 31, 2014 the City retained Cassidy Turley as the broker to market the former Fire Administration building, with a list price of $1,575,000. The Council chose not to renew the broker's services in the summer of 2014, and thus the building is not being actively marketed for sale. The City has continued to respond to any inquiries into the building and has remained open to considering purchase offers. ➢ Quinn Hutson, Principal Architect with CNH, will present a summary of the space needs study and the proposed conceptual improvements for consideration. ➢ Per the direction of the Council at the December 9, 2014 Council workshop, it is anticipated that Dave MacGillivray, Financial Advisor with Springsted, will be invited to the June 9, 2015 Council workshop to present a proposed financing plan consistent with direction offered by Council at the December workshop. The financing plan would address the proposed Municipal Center /Police Campus improvements, Central Maintenance Facility renovations, and the consolidated fire station. Attachments: (2) ➢ IV -1 Facility Space Needs Analysis (Prepared by CNH Architects) ➢ IV -2 CNH Power Point Presentation for 3 -10 -15 Council Workshop n QUINN HUTSON, AIA PRINCIPAL ARCHITECT CNH ARCHITECTS 7300 WEST 147TH STREET SUITE 504 APPLE VALLEY, MN 55124 (952)431 -4433 www.cnharch.com 2/27/2015 14018 Of n QUINN HUTSON, AIA PRINCIPAL ARCHITECT CNH ARCHITECTS 7300 WEST 147TH STREET SUITE 504 APPLE VALLEY, MN 55124 (952)431 -4433 www.cnharch.com 2/27/2015 14018 ExecutiveSummary,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, 2 Space Needs Program ...................................... ............................... 8 Architectural Considerations..................................................... .............................10 Weighted Area Calculations...................................................... .............................16 SchematicDesign losses ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,18 OverallPlans .......................................................................... ............................... 20 A - First Floor Garage Addition ................................................. .............................24 B - Second Floor Police / City Hall Shared Addition (Option A) ............................ 26 B - Second Floor Police Addition / Fire Administration Offices (Option B) ........... 28 C - Lower Level Police / City Hall Renovation & Building Accessibility ................. 30 D - First Floor Police Renovation ............ ............................... 32 Enlarged Plan- Police Locker Rooms ........................ 34 Enlarged Plan - Police Entry/ Reception .................... ............................... 35 E - Second Floor Police Renovation ...................................... ................I..,,,......... 36 F - Second Floor City Hall Renovation ................................... ................I ........ ,0,,,, 38 H - Exterior Site - Police Parking Lot Expansion ................... 40 J, K - Systems Furniture ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,42 L - Moving of Communications Equipment ,,,,,,,,,,,,,,,,,,,,,,,,,,,, ,,,,,,,,,,,,,,,,,,,,,,,,,,,tote 44 Preliminary Budget Estimate .................... ............................... 46 Expanded Campus Facility (Option B),,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,47 Appendices ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, ,,,,,,,,,,,,,,,,,,,,,3,,,...... 48 Existing Architectural Photo Assessment Report ,,,,,,,,,,,,,,,,,,,,, ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,51 Existing Facility & Site Review ....................................... .............................52 Accessibility Review ..................... ............................... 60 Existing Electrical Systems Photo Assessment Report............ .............................71 Existing Mechanical Systems Photo Assessment Report ..... 77 Ice Arena Heat Recovery Assessment .................................. ............................... 93 I HEREBY CERTIFY THAT THIS PLAN, SPECIFICATION, OR REPORT WAS PREPARED BY ME OR UNDER MY DIRECT SUPERVISION AND THAT I AM A DULY LICENSED ARCHITECT UNDER THE LAWS OF THE STATE OF MINNESOTA PRINT NAME: QUINN HUTSON SIGNATURE: DATE: 2/27/15 LICENSE NO: 21234 The Eagan Police Department and City Hall building last underwent a major renovation and expansion in 1995. While the facility has functioned well for the city in the past 20 years, the City Council and staff determined that it would be appropriate to analyze the current condition of the building along with operational needs of staff and public uses to determine how best to position the building to serve the community for the next 20 years. With this goal in mind, the City of Eagan contracted with CNH Architects to provide this detailed Police / City Hall Campus Facility Space Needs Analysis. The goal of this study is to provide evidence based recommendations to address the needs of the physical building as well as the operational needs for each department, City Council, and the citizens of Eagan for the coming decades. Process Over the past months, CNH Architects and our consulting team performed a detailed study and analysis of the Police / City Hall Facility. The analysis begins with an assessment of existing conditions and gathering building and site specific data that provided the backdrop to the current physical condition of the building including structure, mechanical and electrical systems, accessibility compliance and interior finishes. Photo archives of existing building and site features document the observations made at the time of this study. Similar facilities are looked to as case studies and comparisons made to create metrics for gauging appropriate scope of work. Above and beyond research of existing data, however, the most critical component to this analysis process is City staff input. At numerous meetings, representatives from both Police and City Hall have come to the table to share history, concerns, and departmental goals, They provided valuable insight into the current facility shortcomings as well as departments with expected staffing growth or change in processes that either required additional space or allowed for consolidation of functions. Combining existing data and owner input, a Space Needs Program was developed to cumulatively summarize facility operational needs that were identified by both City staff and our consulting team. From extensive research and sourcing expertise on all levels, an analysis was formed that defines project scope, Information procured from this analysis was then used by our design team to develop several concept design options that proposed realistic solutions for the goals defined in the Space Needs Program. After review and input from the staff department heads, the proposed concept design options were then refined to a single preliminary design that best positions the Police / City Hall Facility to serve the staff and public for the future. This preliminary design also focused on the essential balance of addressing important goals while providing for flexibility, efficiency and economy. Since facility expansion was identified as a necessary component of the design, options were developed to provide all of the expansion needs at the current facility or to meet some of the additional space needs off -site at the adjacent former Fire Administration Building. The final step was to have Professional Project Management (PPM), CNH Architects' professional cost consultant, provide a detailed cost estimate of the proposed renovation and expansion work. This cost estimate grouped the proposed work into nine upgrade categories for evaluation and understanding of the cost impact of the different program goals. 2 City o> Eag art Police I City Hall Campus € acility Space Weds Analysis Key Space Needs Findings The Space Needs Analysis process resulted in many detailed facility and operational goals which are documented in depth in the Space Needs Program section of this study. The following are some of the key findings that formed the structure of the concept design response, The Eagan Police Department has steadily grown over the past decades as the population of Eagan has increased. The current Police Department portion of the facility has reached its capacity in multiple areas including a shortage of detective offices, male and female locker rooms both at or just under the number of lockers to meet current force size, a training room that is undersized for current staff meeting attendance levels, as well as an undersized evidence processing space that is unable to accommodate technical equipment that was not anticipated when the facility was built. In addition to these Police Department space shortages, there is a significant need for improvements to address several officer and staff safety concerns or police vehicle security considerations. Most notably there has been multiple incidents of police personnel being approached by individuals, including predatory offenders, when walking to or from the police facility in the open parking lot at the north side of the building. These officers and staff are often unarmed at the beginning or end of their shifts creating a vulnerable environment for city personnel, Police squad cars have also been vandalized in this open parking lot as there is little protection or security monitoring the area. POLICE SPACE SUMMARY First Floor Addition Remodel Enclosed Vehicle Garage -31 squad stalls, SWAT vehicle and trailer 16,900 SF Front Lobby / Sally Port - Increase Security 210 SF Renovate Evidence Intake Lab and Evidence Storage 360 SF Renovate Men's and Women's Locker Rooms 21200 SF Relocate Tactical Team Room / Renovate Garage #7 335 SF Enlarge Computer Forensics Office Area 80 SF Reduce Number of Holding Cells to Increase Storage 400 SF Sub -Total First Floor 16,900 SF 31585 SF Second Floor Addition Remodel Police Office Expansion 31485 SF Add Investigations Meeting Room 380 SF Renovate Records Storage Area 170 SF Enlarge Existing Conference Room 11000 SF Add 2 Administrative Offices at existing Break Room 400 SF Sub -Total Second Floor Total Proposed Police Space 31485 SF 20,385 SF 11950 SF 51535 SF 3 Within the City Hall portion of the facility there were likewise several items that rose above the rest as essential in allowing the City Hall to meet the current and near -term needs of staff operations and public functions. The first floor departments of Community Development and Engineering did not anticipate any significant changes in staffing quantities or total space in the foreseeable future and will continue to change their operations to meet the needs of a maturing city. In contrast, the second floor functions particularly within the Administration department and its subset are experiencing more acute growing pains with a moderate number of additional staff projected in the near term, anticipating a noticeable shortage of open office space and a deficiency in additional private office space. There is also a marked need for an a additional mid -sized meeting room that is accessed directly off the public corridor. Currently, public meetings are held in meeting rooms that are located within staff office areas. There are many evening occasions where staff offices are left unlocked, and the security concern of public access to these spaces is potentially consequential. Another major opportunity that needs to be addressed is the modernization of the open office furniture systems throughout both floors of City Hall. The current system is a patched together, maze -like collection of different panel and cubicle arrangements that fails to create a welcoming atmosphere to citizens served by City Staff nor does it succeed in providing an efficient, organized environment for employees. There are also significant ergonomic improvements to be considered in contemporary furniture system designs to improve the health and comfort of the user. A few other key items within the City Hall portion of the building include a need to open up the first floor lobby near the Council Chambers, provide locations to expand the Historical Society's display space, improve wayfinding signage to clarify guests' directional needs, provide expanded secure file storage, as well as improve heating and cooling operations in a few specific areas where comfort is often not achieved. CITY HALL SPACE SUMMARY Lower Level Addition Remodel Historic Preservation Work Room 320 SF Sub -Total Lower Level 320 SF First Floor Addition Remodel Main Lobby /Waiting Area - Historical Society Display 350 SF Enlarge Council Chambers Media Room 25 SF Renovate Wachter Conference Room to Storage & Hall 25 SF Renovate Open Office Space 61000 SF Sub -Total First Floor 6,510 SF Second Floor Addition Remodel Expand Open Office Area 675 SF Community Conference Room 425 SF Relocate offices displaced by new Community 415 SF City Hall Office Expansion 31415 SF Renovate Open Office Space 3,800 SF Sub -Total Second Floor Total Proposed City Hall Space 31415 SF 3,415 SF 51315 SF 12,145 SF 4 City k f Eagan Police l City Hell Campus r"<acility Space Nppm AnxalyRi� Schematic Design Recommendations Based on the findings articulated in the Space Needs Program, multiple options for addressing the identified goals were developed including both renovation of portions of the Police Department and City Hall as well as facility expansions serving each. The following is a brief overview of the Schematic Design recommendations. Please refer to the body of this report to review the Schematic Design plans both in overall layouts as well as detailed enlarged floor plans for a more visual understanding of the project, On the main level, to meet the parking safety goals identified for the Police facility, a 37 stall enclosed parking garage expansion would be located tucked into the northwest corner of the existing PD / City Hall facility in the area where the Police Department's surface parking currently exists. This garage would hold police vehicles including squad cars as well as the SWAT vehicle and trailer. There would be a surface parking lot added to the south of the Police Department building to support staff personal vehicle parking and short term squad parking, Renovation on the first floor of the Police Department would consist of relocating the Tactical Team room to allow expansion of both Men's and Women's Locker Rooms to meet the additional locker space needed, A separate Intake PreProcessing room would be developed and the Evidence Intake Lab would be expanded and upgraded. There would also be some renovations within the Detention area to improve officer safety and make better use of some underutilized cells. The first floor of the City Hall requires only minor renovation work mostly centered around opening up the Main Lobby and Council Chamber Lobby and adding Historical Society Display areas, The most significant change identified for this level of the City Hall building is to replace the open office system furniture with a redesigned layout using modern systems. The new system would create a more open and welcoming feel, utilize fewer variations in cubicles layouts, and improve ergonomics for staff, There would also be HVAC system upgrades, new carpet tile flooring, and general interior finish maintenance. Expansion of Police Department space would also be provided for administrative personnel on the second floor level with additional Detective and Leadership office additions located over a portion of the first floor garage addition, addressing the shortage of offices identified in the Space Needs Program, This location was determined to be the most cost effective as it positioned all the expansion work in a single new construction area. There would be some second floor Police Department renovation expanding the Conference Room to meet the identified occupant quantity. This work would also include remodeling a reduced Records Storage space to create an Investigations Meeting Room allowing for a space to be dedicated to major ongoing investigations as needed. For the second floor of City Hall, about 3,000 square feet of additional office space is needed, The Schematic Design developed two approaches for this additional space. Option A would provide for the office expansion over the new parking garage and adjacent to the second floor Police Department expansion. This location would allow the department on second floor to expand to meet their current and near -term project growth needs while remaining connected in the same building, Option B provides for the relocation of 8 to 12 staff members to the first floor of the former Fire Administration Building which would provide a similar 3,000 square foot area meeting the total needs of these departmental personnel. Specific staff or departments have not been determined for this alternate arrangement, but a careful review would be done to determine the best fit both for staff operations and for serving the citizens should this option be selected, Option A and Option B would meet the expansion needs identified for the City Hall departments but there are a variety of other factors involved in what is ultimately a value judgment on what combination best serves the City of Eagan. The following is a bullet point listing of some of the key elements impacting the 61 final decision. Each of these is expanded upon in the following study, Option A — City Hall Expansion • This option allows for all departments to remain at the current City Hall campus facility, • Operational and utility costs would be significantly minimized due to no added exterior envelope and installation of highly energy efficient HVAC and lighting systems. • This expansion is all new construction, minimizing maintenance for an extended period. Option B — Fire Administration Use • There would be significant additional space that could provide benefit to City Staff and the public including basement storage, two -stall garage storage, and an upper level room suitable for meetings, training seminars, events, arts or public exhibits. • Maintenance items currently deferred would need to be addressed including replacement of second floor HVAC unit, reroofing of membrane roof sections, replacement of first floor wood windows and some exterior maintenance particularly around the limestone facade. • Sustainability upgrades done at City Hall would need to be implemented at this facility, primarily lighting and control replacement with energy efficient systems. • This option would use an existing City -owned facility without the need to sell it. • Moving some portion of the current City Hall staff to this building could cause some inefficiencies in current operations due to the added physical separation. • Overall cost savings over 20 years is projected to be $635,000, Regardless of whether Option A or Option B is selected for the expansion at City Hall, there would be some second floor renovation creating more Administration department. The design also creates a Community Conferer main hallway at the east upper level entrance providing the added meeting Needs Program. This room would not require unlocking the open staff office with the current use of Conference Rooms A and B. of second floor departments open office areas within the ce Room accessed off of the space identified in the Space areas after hours as required Similar to the first floor, the most significant change identified for this level of City Hall is to replace the open office system furniture with a redesigned layout using modern systems. Again the system would create a more open and welcoming feel, utilize fewer variations in cubicles layouts, and improve ergonomics for staff. There would also be HVAC system upgrades, new carpet tile flooring, and general interior finish maintenance, The cost estimates for the Schematic Design approach shown is broken into nine separate line items shown in the budget section of the following study to provide a full understanding of the different major program goals and how they impact the total construction budget. If the identified Police Department and City Hall space needs are addressed, the total current construction costs would range between $8,018,000 and $8,653,000. This range includes both hard and soft costs associated with the work and assumes that all work would be done in a single - phased project. The costs also represent current construction values as a projected implementation timeline has not been determined. 6 City ty'Eagan ue € €c.e f City Hall Campus r ad0ty Space Need:; Analpis Y zz I w j t �t SITE IMPROVEMENTS Campus security • Provide new security cameras and monitoring system • Provide a minimum of 24 new parking stalls for employee parking and make up for any existing surface stalls that will be lost due to the Garage Addition Site Accessibility • Add one (1) handicap parking stall in north lot • Widen 5ft wide accessible aisles to required 8ft width • Add handrail at north entrance ramp POLICE DEPARTMENT PROGRAM FIRST FLOOR ADDITION • Provide covered parking for a minimum of 30 squad vehicles with large parking stalls for SWAT vehicle and trailer in order to provide improved security for police vehicles and personnel as well as eliminate the need for extended vehicle idling during winter months to save fuel costs FIRST FLOOR REMODELING Front Lobby / Sally Port- Increase security • Revise layout of existing inmate release Sally Port to provide for better supervised secured release into Lobby while improving officer safety during this operation Renovate Evidence Intake Lab and Evidence Storage • Add an additional Intake Pre - Process Room that is secure and sanitized for evidence pre- processing that is separate from the Intake and Evidence Storage rooms. • Upgrade existing Intake Lab to have laboratory grade finishes • Improve Existing Evidence Storage lockers to have more storage options for smaller evidence items as well as replace lockers that are deteriorated and partially unusable creating potential concerns for evidence chain -of- custody regulations Renovate Men's and Women's Locker Rooms • Replace existing lockers at Men's & Women's Locker Rooms with new "Law Enforcement" style units with more storage and better ventilation • Improve Shower and Toilet areas with new finishes and replace locker room carpeting at non -wet areas • Enlarge Men's Locker Room to allow for more lockers to meet the anticipated department staffing needs and add an additional sink and urinal • Add additional lockers to Women's Locker Room to meet the anticipated department staffing needs • Improve existing HVAC for better ventilation and temperature control as well as meeting current building code standards Computer Forensics Office Area • Enlarge Computer Forensic Office Area and improve existing HVAC for better ventilation and temperature control Reduce Number of Holding Cells • Reduce number of holding cells to increase storage SECOND FLOOR ADDITION Police Office Expansion • Provide for additional Administrative and Detective's Offices and a small Conference Room • Provide new larger Break Room and Roof Patio 12 City of Eagan Police I City Hall Campus Facility space= Needs Analpis SECOND FLOOR REMODELING New Investigations Meeting Room • Renovate existing Records Storage Room into a new Investigation's Meeting Room and provide a new smaller Records Storage Room Enlarge Existing Conference Room • Enlarge existing Conference Room to be 1000 Square Feet New Investigations Meeting Room • Renovate existing Break Room into 2 new Administrative Offices ACCESSIBILITY • Relocate obstructions at access points to provide required clearances • Relocate toilet accessories to provide required accessible route clearances • Revise restroom layout to provide required stall clearances • Provide accessible counters where required but not provided or insufficient • Revise drinking fountain to provide required clearances CITY HALL PROGRAM FIRST FLOOR REMODELING — Entry Lobby Main Lobby/ Waiting Area • Remove existing reception desk to allow for a permanent Historical Society Display area and more open feeling to lobby outside of Council Chambers • Provide a small alcove for short impromptu media interviews • Provide new way finding directional signage throughout the building Council Chambers • Enlarge Media Room and replace the existing Wachter Conference Room with a new Storage Room and a Hallway for staff to leave the Chambers FIRST FLOOR REMODELING — Community Development and Engineering Inner Lobby • Provide a new computer kiosk for public access to property records, etc Office Area Renovations • New Systems Furniture • Provide throughout with an ergonomic work surface feature at each workstation • Partition design to allow for a more open, inviting and collaborative workplace atmosphere, while balancing acoustical concerns • Add Team / Breakout spaces for impromptu meetings • Provide more staff workstations adjacent to the Service Counter to allow for better Customer Service • Provide shared workstations for hoteled, temporary and part -time staff • Provide a new Employee Resource Room for 1 -2 people • Provide a new Nursing Room • General Image Upgrades - Paint all Office areas (Note; office carpet replacement is currently included in an upcoming maintenance budget cycle) SECOND FLOOR REMODELING — Administration and Parks and Recreation Inner Lobby • Provide a new computer kiosk for public access to utility bill payment and recreation program sign -up Office Area Renovations • New Systems Furniture • Provide throughout with an ergonomic work surface feature at each workstation • Partition design to allow for a more open, inviting and collaborative workplace atmosphere, while balancing acoustical concerns Add Team / Breakout spaces for impromptu meetings • Provide more staff workstations adjacent to the Service Counter to allow for better Customer Service • Provide shared workstations for hoteled, temporary and part -time staff • Provide a new enlarged mail processing area • Provide 2 small readily accessible storage areas for Parks & Recreation for small items (golf, tennis balls, etc) • Enlarge Open Office area - Remove and relocate 4 existing hard walled offices at the west side of the existing office area to allow for open office expansion; there is a particular need for additional open office space for Finance, HR and IT staff • Provide a new medium sized Community Conference Room that is accessible to the public and be secure from the adjoining Office Area • Renovate existing Open Office Area in northwest corner to relocate the 2 offices that are displaced by the new Communicty Conference Room • Provide an Employee Resource Room for 1 to 2 people � 9.M.kY/M/YlSDYiY/ �'S.Y /C/ /�YN 14 f W tapn P?iic Uy Ha[i Camx a F'adlity Spau I+iatedc dinlysis • Provide an IT staging area for computer and communications equipment setup • Provide new roof skylights to allow for increased natural daylighting • General Image Upgrades - Paint all Office areas (Note: office carpet replacement is currently included in an upcoming maintenance budget cycle) • Improve existing HVAC at Eagan Community Room for better ventilation and temperature control SECOND FLOOR ADDITION City Hall Offices Expansion • Option A: Provide additional City Office expansion including a mix of hard walled and open office areas (Note: some of the new hard walled offices would be used by staff needing to be relocated due to the hard walled offices being removed at the west side of the existing Second Floor Office area) • Option B: Relocate 8 to 15 personnel to Fire Administration building or other city facility instead of providing space for these staff at City Hall — this would allow for the remodeling expansion needs shown above without constructing additional second floor City Hall office space; specific departments or staff groups have not been identified Secured Storage Provide new Secured Storage space for sensitive items that are required to be kept indefinitely LOWER LEVEL REMODELING Existing Storage Areas • Move all departmental sensitive items into new Secured Storage Room in Second Floor Addition; use freed up space for Storage expansion & future needs • Provide space for Election equipment storage Historic Preservation Work Room • Provide a new Historic Preservation Work Room to be used for display layout and artifact storage • Possibly relocate existing Lower Level IT Equip Room to First or Second Floors Police Workout Room Improve existing HVAC for better ventilation and temperature control ACCESSIBILITY • Relocate obstructions at access points to provide required clearances • Update handrail lengths and mounting heights as required • Adjust toilet fixture and accessory heights as required • Revise restroom layout to provide required stall clearances • Provide accessible counters where required but not provided or insufficient • Provide required clearances at sink in Second Floor Kitchenette Weighted Factor Gross Area Eagan 64,206 Bloomin>?ton 82,893 N• Weighted Area 26,867 SF 71,644 SF Administration 91847 SF 15,056 SF Officer Support 10,646 SF 91698 SF Detention 31080 SF 51306 SF Vehicle Garage 11100 SF 20,099 SF Vehicle Garage 3 stalls 58 stalls Council Chambers 21086 SF 2,256 SF Gross Area Total 24,673 50,159 Weighted Area 36,645 SF 103,129 SF Parks & Recreation 21225 SF 81033 SF Community Development 31300 SF 51801 SF Engineering 2,123 SF 10,319 SF Administration 31332 SF 10,704 SF Storage 31052 SF 21700 SF Council Chambers 21086 SF 2,256 SF Conference /Meeting Rooms 21641 SF 41427 SF Entry Lobby 21442 SF 41543 SF Total 21,201 48,784 imsx %e.�vix ara :aa�o� 16 City of Eagan Police; Ci9:y Nall Campum t- adlity Space l mlc', Analya;S Rosemount 21,874 2.9 Weighted Area 43,571 SF 7,062 SF 4,306 SF 6,058 SF 14,022 SF 11 stalls 31,448 Weighted Area Weighted Area Calculations Valley == The Weighting Coefficient adjusts square footage numbers 50,259 to reflect size of areas in comparative campuses (referred in this chart as Weighted Areas) should population totals 13 for these comparison cities be the same as that of Eagan. Weighted Area 40,147 SF 6,215 SF 9,052 SF 3,784 SF 0 SF 0 stalls 19,051 Weighted Area 36,908 SF 59,165 SF 0 SF 0 SF 0 SF 51229 SF 0 SF 0 SF 15,313 SF 71190 SF 31132 SF 5,014 SF 41714 SF 6,504 SF 11203 SF 11961 SF 2,583 SF 21372 SF 26,946 28,270 Formula for Weighted Area: Case study population Eagan population _ Weighting Coefficient The weighted area calculations are not a definitive means for determining the appropriate size and scale of Eagan's remodeling needs, particularly considering many other factors can influence how and why departmental allocations are established. However, this information can be helpful in guiding the space needs program with a larger perspective that acknowledges the external factor of city population and growth and how that impacts the operational capacity of a municipal campus. From the chart to the left, we can see that Apple Valley's somewhat smaller population results in a 1.3 coefficient. This coefficient then adjusted Apple Valley's actual square footage into a weighted area for comparison of each department reviewed. For example, the weighted area of Apple Valley's total for their City Hall space (shown at the bottom of the chart) is 28,270 square feet which is 33% larger than Eagan's actual area of 21,201 square feet. Similarly, the other two comparison cities likewise have a larger City Hall weighted area indicating that in relationship to the comparison cities, Eagan has a smaller City Hall facility, For the Police Department, a similar smaller than average size is noted except for Apple Valley where they have no garage vehicle stalls. It is not surprising that Eagan's Police Department I City Hall facility is smaller than comparison facilities given Eagan's growth in population and therefor service needs in the 20 years since the current facility was built. Y #N9 /�XrT�E.'SSO /Lf'/H.Jbki �ffiY. .C(WL' The Concept Plans shown in the following pages discuss the recommended renovations and additions for Police and City Hall spaces based on findings gathered from building assessment work and issues raised and discussed during meetings with Police and City Hall representatives. The expansion needs in the program are based on a long -term projection of staff and facility growth which is generally proportional to city population growth. The extent of expansion is gauged by internal considerations checked against weighted areas of neighboring cities as calculated in the preceding spreadsheet. Weighted areas are used only as informational guides, with primary decision factors generated from specific needs within the Department. Police Department: From gathering feedback on what changes are sought in this project, it quickly became clear that the Police Department required considerable expansion to address security of police department personnel and vehicles which would be addressed by an enclosed parking garage as noted in the space needs analysis. Between the north and south side of the existing Police Department, the north parking lot offered the best opportunity to connect the new garage to existing garage spaces. The departments office and support function space needs also would result in building expansion needs. This study looked at two second floor expansion location options, one over the existing first floor office space on the west and the other over the proposed parking garage addition on the north. The existing roof above the first floor of the Police Department on the west side of the building appears to have been designed to accommodate a second floor expansion. Due to code changes since the original design verification of the existing roof construction would be required to determine the capability to handle a new 2nd floor. However with the proposed construction of the new Garage Addition it was determined that it would be more cost effective for 2nd Floor Police Department expansion to take place above this addition. Police Department needs also will include remodeling of portions of each floor to meet the department's growth and revised operational needs. While the north garage addition supports police vehicle parking, employee parking will be reduced due to the garage expansion. Adding a staff parking lot to the south of the PD addresses this parking need as well as allowing for short term police vehicle parking near the Police lobby entrance. This is described in further detail under "First Floor Garage Addition" and "Exterior Site - Police Parking Lot Expansion ". City Hall: The space needs analysis also determined that the City Hall portion of the existing facility along with remodeling the existing departments also required additional space to meet current and not to mention anticipated future needs. During the schematic design phase, two possible scenarios were identified to meet the City Hall expansion needs. Option A would be to provide additional second floor office space adjacent to the Police Department office expansion above the new parking garage. This location has benefits in its long term ability to easily adjust the boundary line between City Hall and Police Department space if needs change over time. This option also provides for direct connection of this expanded space to the existing City Hall staff and facilities. Option B would be to relocate some staff from City Hall to the former Fire Administration Building across Pilot Knob Road. This option would somewhat reduce the construction costs involved in providing additional space by reducing the amount of new expansion space needed to be built at City Hall. Additional advantages with relocating to the Fire Administration Building include several significant amenities that would otherwise not be available in the renovated or new areas of the current facilities, such as 2 large garage spaces, a conference room, kitchenette, expansive basement storage space, and a large second floor public assembly room. At the same time there are trade -offs of this option including increased operational costs and no potential sale of the building. The Schematic Design analysis to follow will explore both options in more detail including layouts as wells as cost impacts — savings, added costs, operational costs over time as well as opportunity costs. 20 City et Eagan Police i City Hall Campuo Facilltyr Space Needs Analysis I I I vl Q O IY I-- O J W E S C O T T R O A D Setback 1TM11 17117 Mill Suil�ng Setback .... I ...L ....... Iffi , ]I I 1 13 i 1 . Existing City Hall' "LC IVIC CENTER D R I V _ .... __ .... __..___......................................................... GRAPHIC SCALE in FEET c 39 60 9a 120 Site Data: Total Site Area within Property Lines = 271,471 SF Impervious Area = 157,315 SF Impervious Area Percentage = 157,315SF/271,471SF =58% Overall Site Plan Pervious (Green Space) = 100% - 58% = 42% Building Coverage = 49,703 SF EXISTING Building Coverage Percentage = 49,703 SF / 271,471 SF = 18% POLICE "Note: Property Lines on South and East were approximated using a Parking POLICE Setback of 20'. North and West Property Lines were derived from 1994 drawings. ADDITION EXISTING CITY HALL CITY HALL �;. ADDITION ftivs 21 'r 1301 -4" GRAPHIC SCALE in FEET 16 32 48 64 22 wih €at Eagan Pcaiice I c it, X13 Car piw, Fae.; iiity Spa,w, NveCis AflM tlis Overall First Floor Plan EXISTING EXISTING POLICE CITY HALL POLICE CITY HALL RENOVATION RENOVATION POLICE CITY HALL ADDITION ADDITION NONE ME ME � iii mo Overall Second Floor Plan EXISTING POLICE POLICE RENOVATION POLICE ADDITION araa.»r uz wi �»wAx>w.awima,�.w,w,wi EXISTING CITY HALL CITY HALL RENOVATION CITY HALL ADDITION A. FIRST FLOOR POLICE GARAGE ADDITION To address the recurring safety concerns related to police department staff and vehicles the Eagan Police Department identified a vehicle garage addition as a high priority. The new garage will house 37 squad vehicles, one SWAT vehicle and SWAT trailer. The parking stalls are designed to be 10 feet wide by 20 feet long to allow ample room for access to and maneuverability around each vehicle. Locating the garage addition on the first floor of the north side of the existing Police Department allows for the existing garage and sally port to connect internally. Vehicle circulation is a simple U- shaped turnaround, with the main entrance on the east side and exit on the north. Positioning the entrance door on the east allows the longer SWAT vehicle and trailer to park directly into in the center aisle, which would utilize the east door for both entering and exiting. Snow plow, mower, and other maintenance tools and equipment items can be stored in the garage and will have overhead doors on both ends for ease of access and storage. A secondary benefit of the enclosed police vehicle parking garage is the elimination of extra fuel each vehicles uses to warm engines up winter and the extended idling during these colder months. With the more temperate climate inside the garage, each vehicle and its electronic accessories are immediately ready for use and batteries within all are not impacted by cold temperatures. Another benefit with covered parking is that vehicles will endure less weather related wear and any risk of hail damage while not in use. The Garage will be provided with a gas detection system to monitor carbon monoxide (CO) and nitrogen oxides (NOx) present in vehicle exhaust. When the CO and /or NOx concentration exceeds acceptable levels the detection system will energize an exhaust fan and gas -fired makeup air unit to provide ventilation air for the space. General heating in the Garage will be provided by gas fired radiant heating units and /or unit heaters vented through the roof. The existing fire protection sprinkler system will be extended to serve the new Garage Addition. New LED high -bay lighting that is controlled via occupancy sensors will be provided in the Garage Addition. The space will include a new 600 -amp, 3 -phase electrical switchboard and connections to mechanical equipment and overhead doors, including electrical receptacle connections for (20) cars, Wi -Fi for data and communications, and exterior lighting and security cameras at the doors with access controls to enter the space. O bL�H4.�YN//uY/ 2HA y(/KGAMTX%/M/ta' GRAPHIC SCALE in FEET 8 16 24 32 Second Floor Police / City Hall Shared Addition (Option Aj EXISTING EXISTING POLICE CITY HALL POLICE CITY HALL RENOVATION RENOVATION 26 wi .i: o Pagan E°'ok ",& I Mly H'al -1 Cp*aitFi:1 * "'Xi >Miy Space 39ee.d A€' €alv%i B. SECOND FLOOR POLICE I CITY HALL SHARED ADDITION (Option A) In the Proposed Project (Option A) the addition on the second floor above the garage will house expansion areas for both the Police Department and City Hall staff, Office spaces for Administrative Police and Investigations staff are located here, with a larger Secured Storage room that replaces the existing storage space in the basement of the existing City Hall building. A new Secured Storage room accommodates sensitive items that are required to be stored indefinitely. The Break Room is slightly larger than the existing one that is being replaced, and a rooftop patio is proposed on the west side of the addition in close proximity from the west access door to the Break Room. The layout of rooms on this floor was designed to maximize the number of offices that have access to daylight and exterior views. To achieve this, the Break Room is situated away from exterior walls, along with the new mechanical room and secured storage room. The investigations offices will also occupy the interior core. These offices relocate one existing office from the first floor and adds four new rooms to serve an expanding investigations department, The open office area on the northwest corner introduces an opportunity similar to the southwest corner of the existing second floor Police Department, drawing plenty of daylight deep into the building and creating a unique exterior design element that can increase visibility traveling south on Pilot Knob. There is a particular need for additional open office space for City Hall Finance, HR and IT staff and this section of the addition will accommodate the anticipated expansion. Connections between existing and new Police Administration are provided through doors at the end of existing corridors. A single secured door at the end of a hallway connects the new Police and City Hall areas. No other access points exist to the Police Addition. With this level of separation required for security purposes, access to the new mechanical room which serves both Police and City Hall spaces is purposefully positioned from the existing City Hall building. There are several additional benefits of this shared second floor addition. First, by having the Police office space and the City Hall office space adjacent and designed in a somewhat contiguous manner, the security division walls I doors between these departments can be relatively easily moved with minor remodeling allowing the flexibility to easily adjust to changes in space needs, Secondly, by combining the additions for both Police and City Hall in one second floor area over the garage addition, the construction cost is reduced and staff disruption minimized compared to separate additions. Space heating, ventilation and air conditioning (HVAC) in the second floor police addition will be provided by a new variable air volume (VAV) indoor air handler located in the mechanical room. The air handler will be furnished with a direct expansion (DX) refrigeration coil for cooling and a hot water coil for heating. A roof - mounted air cooled condensing unit will provide heat rejection for the air handler DX coil. The air handler will be ducted to VAV terminal units with hydronic heating duct coils. The VAV terminal units will be ducted in turn to ceiling mounted diffusers, Air handler economizer dampers will be provided so that outdoor air can be used for space cooling during favorable weather conditions. Hydronic fin tube baseboard may be provided for perimeter zones having large window areas. It should be noted that the space heating and cooling system described above is very similar to existing systems serving the police building, The existing fire protection sprinkler system will be extended to serve the new Second Floor Police Addition. New LED lighting, power and data, and Wi -Fi connections will be provided throughout the space. Access control will be installed as needed. arrorw�rer GRAPHIC SCALE in FEET 8 16 24 32 Second Floor Police Addition (Option B� EXISTING POLICE POLICE RENOVATION POLICE ADDITION 28 City of Eagan Fecal' €ce t City Hall Campus Facility Space Npedf4 A says is EXISTING CITY HALL CITY HALL RENOVATION CITY HALL ADDITION B. SECOND FLOOR POLICE ADDITION / FIRE ADMINISTRATION OFFICES (OPTION B) In the Option B approach the Police Department addition is of similar size with an adjusted layout to address the elimination of any City Hall addition at this location. The one significant difference is the added rooms with exterior windows for daylight access. The additional office space needed by City Hall staff would be addressed in this option by relocation 8 to 12 staff members to the first floor of the former Fire Administration Building. A specific department or staff group has not been reviewed or identified as the best fit for this option, but any group currently on second floor of the City Hall would work to create the needed room without expansion at City Hall. There would need to be some amount of remodeling of the first floor of Fire Administration for whatever staff is relocated to this building. This remodeling is indicated as part of the cost of this approach. There are additional benefits of using the former Fire Administration Building for City Hall staff as it would only use the former office portion of first floor leaving the other portions of the building as additional space for city department use including the 2 stall garage on first floor and the basement storage cages.. Further, the second floorformer training room and kitchenette could be used multiple forms of meeting and assembly functions including staff training, public meetings, small art performances or other stand -along functions of the size that would fit into this space, There are also added costs in the decision to keep the former Fire Administration Building instead of selling the facility. There are initial costs to keep this facility including reroofing the building which was within the planned maintenance in past years but removed from the budget with the possibility of the sale of the facility. As a 16 year old building, there would also be annual building maintenance at a higher level than that required in the new addition approach in in the base projected project (Option A). Finally, the utility costs of operating the Fire Administration Building would be almost totally in addition to the cost of utilities in Option A. GRAPHIC SCALE In FEET E. YQ 24 _ _452 Fire Administration Offices (Option BJ CITY HALL RENOVATION GRAPHIC SCALE in FEET .. 8 16 24 32 Lower Level Police / City Hall Renovation EXISTING EXISTING POLICE CITY HALL CITY HALL RENOVATION 30 City of EaLl n Mic& Cats; °'iO Ct1f11 m, '"afNN: Mty raj€ a("f Ki36;m. ', AC€s lut,'s15 C. LOWER LEVEL POLICE I CITY HALL RENOVATION & BUILDING ACCESSIBILITY Lower Level Police I City Hall Renovation Storage — Secure and General There is a shortage of secure storage (Storage A) in this level which is indicated to be addressed in the secure storage being added to the second floor of City Hall. The general storage (Storage B) needs are mostly in decline as more items are being stored or transferred to electronic storage. There is also a general consensus that many items currently in this area can be reviewed and discarded as well as better organized both resulting in the opening up of additional space. Historical Society Accommodations The Eagan Historical Society has long been in need of a workspace to layout and fabricate community history displays, Currently this is done in an open area on this level that is also shared with facility maintenance of causing disruption to the Historical Society projects. With the reduction and organization of the existing Storage Room on the Lower Level, it is possible to build a Historic Preservation Work Room in a portion of the area providing this desired workspace along with ample room for artifact storage. Additional modifications on this floor include repurposing the rest of the freed up storage space to accommodate election equipment and other future needs, Infrastructure Upgrades Ductwork serving the Police Workout Room will be modified to provide improved ventilation and temperature control, Existing power, ductwork and ire protection sprinkler piping will be modified to serve the new occupancies on this level. New lighting, data, and security will also be provided. Building Accessibility Upgrades to interior and exterior accessibility are required by law in primary areas to provide barrier -free routes and clearances for the disabled as stated in the Americans with Disabilities Act (ADA) guidelines. The Accessibility Review Photo Assessment Report included in the Appendices describes in further detail the various issues throughout the existing campus that are recommended for consideration to be included in the renovation work. GRAPHIC SCALE in FEET 16 32 48 64 .aazrci.:�zxzroar�mimsw w�•.. i ��c 32 City € f Eagan Police 1 City Hall Campus Facility Space Neeft Anal pis ADDITION EXISTING CITY HALL �r in N D. FIRST FLOOR POLICE RENOVATION The existing Computer Forensic Office area is enlarged to accommodate the increasing demand for processing of evidence related to electronic devices including computers, tablets and smart phones. Because the expanded Computer Forensics space was originally part of the trailer garage, additional power will be added to this space to serve the increase of equipment requirements, A dual channel surface mounted raceway for power and data will also be added above the desk, A dedicated split system will address the cooling load created by computer equipment located in the space. The condensing unit portion of the split system can be located on the roof. This space will continue to be provided with outside ventilation air delivered by the existing air handler serving the Police Building, The new Tactical Team space replaces the trailer garage that was originally dedicated to the SWAT vehicle. Because this space is being remodeled for office use, the existing duct system will be modified and VAV terminal units added to accommodate the new occupancy. Updates to the existing Evidence Intake Lab and Evidence Storage areas are needed and include new laboratory grade millwork with stainless steel countertops, a new lockable refrigerator and replacement of existing evidence storage lockers to provide more storage options for smaller evidence items as well as increased chain -of- custody controls to improve evidence storage options. A separate Intake Pre - Processing Lab room where evidence is initially dropped off and analyzed that is secure and sanitized is being planned for across the hall from the Intake Lab. Across the hall from the Intake Lab, the new Intake Pre - Processing Lab serves as an initial access point where evidence can be securely dropped off and sanitized for analysis. This room will have laboratory grade millwork with stainless steel countertops and a fume hood for evidence testing, Separation from the existing Intake Lab reduces opportunities for cross - contamination and affords larger workspaces for growing department with increasing assignments. The Evidence Intake Lab and Pre - Process Rooms will be served by the existing Police Building air handler. The duct system serving these areas will be modified to accommodate the new layout, Additional exhaust fans and ductwork for lab hoods, general exhaust and Evidence Vault ventilation will be provided. Modifications will also be made to the present HVAC system serving the holding cells, should three of the cells be converted to a storage room. The ventilation requirements for storage are less intensive than those required for detention cells. The K -9 room is frequently used as a temporary storage room due to its proximity to the incoming and outgoing traffic from the garage. A dedicated space for duty bag storage and other items will be created in the adjacent garage to allow the K -9 room to be free of obstructions. Lighting in the Vehicle Sally Port shall be upgraded to LED and controlled via occupancy sensor. The existing HVAC duct systems serving the Sally Port, Sally Port Supervision Room and Duty Bag Storage spaces will be modified as needed to accommodate the new layout. There are currently 6 short term Inmate Holding Cells in which all are rarely occupied at the same time, Inmates are typically either released or transferred to another facility within 48 hours. Due to the view that some of this space could be better used for storage, it is being recommended that 3 of these cells be renovated into a new Storage area that would be accessible from the Garage Addition. Existing fire protection sprinkler piping will be modified to accommodate the First Floor Renovation work. 33 GRAPHIC SCALE in FEET ::. .. 8 16 24 32 Enlarged Plan Police Locker Rooms EXISTING POLICE POLICE RENOVATION EXPANDED LOCKER AREA Expanding the Men's Locker room is made possible with the relocation of the Tactical Team room. Because the Garage Addition houses the SWAT vehicle and trailer, the existing SWAT garage will be occupied by the Tactical Team, which then frees up space for expanding the Men's Locker room with 21 additional lockers and an additional sink and urinal. Additional lockers would be added to the Women's Locker Room as well. Each new locker is 24" wide by 24" deep and 90" tall with a built -in bench and drawer below. They will be "law enforcement style" lockers that provide storage and power for charging devices and allow for improved ventilation for drying boots and vests. All existing lockers will be replaced with these "law enforcement style" lockers. Additional power and receptacles will also be added in the new Locker Rooms for charging of equipment. Expansion of both locker rooms is needed to meet the anticipated growth in the police force in future years. Shower and toilet areas in both Locker Rooms will receive new finishes including slip resistant tile, sink countertops and accessories, and locker room carpeting will be replaced in non -wet areas. The existing HVAC system for both Locker Rooms is also in need of improvements to provide for better ventilation and temperature control. Expansion of the locker rooms captures the space currently occupied by the Tactical Team. Existing building plans provided by City staff indicate that this area already has exhaust provisions, The existing exhaust systems will be modified for the expanded locker room occupancy. In a similar manner the existing heating and cooling duct system will be modified to accommodate the new layout. New plumbing fixtures will be provided for the shower and toilet room areas adjacent to the locker rooms. 34 Cft, W Eapp Czw }ii:?^ CK 'Nlcil C,Iwlnnfs zl%-A 11y;3racc mw %AnzdyE%a GRAPHIC SCALE in FEET 8 16 24 32 Enlarged Plan Police Entry / Reception EXISTING POLICE POLICE RENOVATION Currently the release of inmates into the front lobby requires an officer to accompany an inmate into an enclosed Sally Port which then leads into the Lobby. For a brief moment, the officer is essentially inside an enclosed room with an inmate, unarmed, and unsupervised by other personnel. The officer is also put at risk in the current nighttime release approach as they enter the lobby with the inmate as well as unchecked public occupants there to pick up the inmate, The officer is still unarmed as required when exiting from the detention area. To remove officers from this vulnerable environment, the fingerprinting and interview rooms which are located adjacent to the Sally Port are being replaced with a new Sally Port Supervision Room and a vault for secured storage within the Evidence Room. These two rooms have been underutilized, and the need for their reallocation is negligible. With the new configuration the officer can enter a separate room after leading the inmate into the Sally Port, secure the door behind, and release the inmate into the Lobby. Security windows allow the officer to supervise the inmate's release throughout the process, including observation of the inmate in the public Lobby space. Lighting in the high ceiling space in the Police Entry Lobby over the main staircase will be upgraded to LED to offer longer lamp life for energy savings and reduced maintenance. C lVJil(: .G/ MMMFMM HUUI I IUN GRAPHIC SCALE in FEET EXISTING 3 16 24 32 CITY HALL CITY HALL RENOVATION 36 City of Fagan police 1 City Hall Campus Facility Space Nee cis Anaiy;ai> E. SECOND FLOOR POLICE RENOVATION There is an ongoing need for additional office and meeting space for Administrative and Investigations staff in the Police Department's second floor area. Five Investigations offices are located on the Second Floor Addition, 3 of which are relocated from the existing second floor Department space. Two of those relocated offices give way to a larger Conference Room on the existing second floor. The third relocated Investigations office is replaced by a smaller Records Storage room. The Police Department does not foresee requiring much storage space going forward for paper records because most new documents are created electronically and most existing documents are able to be scanned and then discarded. For this reason, the amount of space needed for records storage can be reduced in size. The existing hallway alcove is under - utilized and contributes towards the smaller Records Storage space. With Records Storage space reduced and moved, the existing Records Storage room is converted into a new Investigation's Meeting Room. The existing Conference Room expands over 25% in size for a total area of approximately 1,000 square feet with two storage closet facing the hallway. These closets store officer uniforms and are simply relocated spaces to make way for the larger Conference Room. Two new Administrative offices replace the existing Break Room on the northeast corner of this floor. Doors at the end of the two existing hallways connect the existing building with the new second floor addition. In this way, continuity of Police Department offices is preserved and Police area remain separated and secured from City Hall spaces.. The existing VAV air handler serving the Police Building will continue to provide space heating, cooling and ventilation to the second floor. Modifications to the duct system will be made to accommodate the enlarged Conference Room, the new Investigation Meeting Room, Offices and Record Storage spaces. Additional VAV terminal units with duct heating coils will be added to the duct system if needed. The existing fire protection sprinkler piping will be modified to accommodate the second floor renovation work. New LED lighting, power and communications will be provided throughout the Second Floor Police Department. The lighting in the meeting rooms will be flexible to meet the needs of the space. wi �sumzwa�xr .vu ,aruzzj�m. 38 Ch us t: pff Pdicxv r Ily Hali Campo(," ° adlitt ;gpac; fiestalysiy G. SECOND FLOOR CITY HALL RENOVATION The second floor of City Hall is currently very congested housing the different departments within Administration as well as a portion of Park and Recreation. Additionally, these departments are projecting a growth of seven staff positions in the next 5 to 10 years. To address this shortage of space we have identified the two previous expansion approaches, Option A of expanding the second floor office space in an addition and Option B of relocating up to 12 employees to the former Fire Administration Building. Under both of these options there would be relatively similar renovation required in the existing second floor areas. A new medium -sized Community Conference Room is accessible to the public from the main public corridor and secure from the adjoining office area, providing an additional room for after -hours meetings without the security risk of allowing access to staff office space after closing hours. At 425 square feet, it is approximately half the size of the existing Eagan Community Room. This new conference room benefits from an existing skylight and will enjoy the effects of natural daylight. The proposed Community Conference Room to the east and the new Open Office space on the west would be equipped with new lighting, power and communications. New skylights will provide more natural daylight on the second floor office area. New systems furniture will be designed and laid out to locate for more staff adjacent to the existing service counters to allow for better customer service. Additional space planning improvements include a larger mail processing area and shared workstations for hoteled, temporary and part -time staff. Breakout spaces for impromptu meetings will be provided in several areas to encourage cross- pollination of ideas in between formal meetings. Other spaces that will be defined upon further development of the new system furniture layout are an Employee Resource Room for 1 to 2 people, a Nursing Room, 2 small readily accessible storage areas for the Parks & Recreation Department to store small items such as golf equipment and tennis balls, and an IT staging area for computer and communications equipment setup. Second floor staff restrooms will undergo renovation to comply with accessibility requirements. A new computer kiosk for public access to utility bill payment and recreation program sign -up is planned in the inner lobby space. General image upgrades including painting would occur at all office areas. Carpet replacement is currently being planned for in an upcoming budget cycle. The existing HVAC system for the Eagan Community Room will be improved for better ventilation and temperature control. The proposed Community Conference Room to the east and the new Open Office space on the west would continue to be heated and cooled by the existing systems. The ductwork will be modified where needed in these areas to accommodate the new use. Existing fire protection sprinkler piping will be modified to accommodate the Second Floor Renovation work. 0 Q O m O z Y I-- O J Exterior Site - Police Parking Lot Expansion EXISTING POLICE 40 City of Fagan Police! City Hall Campus Facility apace Nsects Analy eis H. EXTERIOR SITE - POLICE PARKING LOT EXPANSION A new surface parking lot is shown on the southwest corner of the site containing 46 new stalls to accommodate Police Department employee personal vehicles. This lot also helps recover lost stalls from the new building addition that will be built over the existing surface parking on the northwest corner of the site. This location would also provide space for a few squad cars for short term parking for officers making quick stops to enter the Police lobby adjacent to this new lot. This lot would connect directly to Civic Center Drive with a separate access drive from the public parking in front of the City Hall / Police Department building. Other upgrades around the site would include several other potential items such as new security cameras and monitoring system to increase Municipal Center Campus security. New low energy use LED parking lot lighting will replace existing energy inefficient HID light sources while keeping existing pole and wiring. Also, there would be upgrades to the landscaping around the facility particularly as related to the new parking lot and the building addition. Green Space The proposed changes to the Eagan Police Department and City Hall campus changes the landscape of the site to reflect a total of 42% green space and 19% building coverage. The campus is located in the Public Facilities (PF) Zoning District. There are no green space or maximum building coverage requirements for this type of zoning district in the current City Zoning Code; however, requirements in similar districts can be looked to for reference and guidance. Two types of zoning districts most closely aligns with the character of use of the Police Department and City Hall campus: General Business (GB) District and Business Park (BP) District. The GB District has a minimum green space requirement of 30% and a maximum building coverage requirement of 35 %; the BP District has a minimum green space requirement of 25% and a maximum building coverage of 40 %. Even after implementing the new building addition, the Police Department and City Hall campus preserves the landscape from overdevelopment above and beyond both the comparative GB and BP District zoning restrictions. TYPICAL WORKSTATION STEELCASE, ANSWER OPTION ONE DECEMBER 22. ?014 42" h PAN( POWER PI ADJUSTAE WORKSUF OPEN STC BELOW TASK SEA CLOSED S AT SIDE TYPICAI STEELCASE OPTION TV DECEMBEF 48" h PANELS POWER POD ADJUSTABLE WORKSURFA( LATERAL FILE SHARED WORKSURFAC TASK SEATING STORAGE BEL BUDGET PRICE PER WORKSTATION: $3,937 WORKSTATION BUDGET PRICE INCLUDES ALL ACES50RIES (T P.SKLIG H T, MONITOR ARM, SLAT RAIL +'!COLS, ETC.) WORK5'i'T,TION' BUDGET PRICE DOES NOT INCLUDE TASK SEATING TASK SEATIN {, Bl1itGET PRI:'E. (A`i SHOWNI): ^.SIB WORKSSIATION BUDGET PRICE DOES NOT INCLUDE DELIVERY OR INSTALLATION COSTS BUDGET PRICE PER WORKSTATION: $3,960 WORKSTAT ION BUDGET PRICE INCLUDES ALL ACCESSORIES (TASKLIGHT, MONITOR ARM, STORAGE, ETC.) WORKSTATION BUDGET PRICE' DOES NOT INCLUDE TASK SEATING TASK SEATING BUDGET PRICE IAS SFIOWN): $518 MIORRITA II rIN 81011:rT URIiT. rlllPG NOT INY'I I IIYr. nri IVPRY (1R IPIC'f411 G'19rIN f'!I<T4 SLAT RAIL &. TOOLS 12" h FRAMELESS GLASS ALL SIDES MONITOR ARM TASK LIGHTING ZRH •* A Eli 12 "h FRAMELESS GLASS ALL SIDES TASK LIGHTING a.:xsm¢xazre�zr[xaz ai znz 42 \. € €} o� Eagan �C€(t i Tall {><Iflli „14 acliiiis SpacL Naewi ainaiv,:is J,K, SYSTEMS FURNITURE The current system furniture cubicles throughout all open office areas of City Hall were identified by virtually all departments as a priority for improvement. The current cubicles are outdated in design and operation. Whether it is the maze layouts, the closed and unwelcoming image presented to the public , the mix and match nature of the current conditions, or the ergonomic shortcomings; these systems are no longer serving the city well. Systems furniture in First Floor and Second Floor City Hall renovation areas and Second Floor Police and City Hall expansion areas seek to achieve several improvements to the current offerings. The typical workstation options shown at the left are a concept sketch of two potential layouts that could be incorporated in an updated open office design. While some customization might be needed for space or functional needs, minimizing variations would be recommended to create a more uniform installation of two or three standard open office spaces designs, The existing forest of tall panel partitions and high storage cabinets create a top -heavy maze -like environment, literally cutting off visual and spatial and connections between staff members and departmental common areas. Partition panel heights of new workstations are lower to allow for a more open, inviting and collaborative workplace atmosphere. As visual barriers are reduced, some acoustical separation and privacy is preserved with transparent glass panels that simultaneously grant daylight passage across individual workspaces, Ergonomic improvements include an electric adjustable desk at each workstation. One can customize the desk height and choose to sit or stand with a gentle push of a button. Research studies including those from the Centers for Disease Control and Prevention and the American Cancer Society show significant health benefits related to the reduction of prolonged durations of sitting at the workplace. The chairs shown in the conceptual options on the opposite page are ergonomically designed and engineered to conform to the body and move as one changes postures. Immediate comfort can be attained as it features an advanced weight- activated seat. It is easy to use, and manually adjustable for additional customization, Storage areas are demonstrated differently in the two options shown. Option One proposes a more open and customizable slat system at the center panels between workstations above standard lateral cabinets. A continuous surface above the storage cabinets unifies and opens up the area between two stations and provides additional space to store documents and other items. Panel heights in Option One are slightly lower than Option Two. Option Two introduces a shared worksurface between 2 stations to promote impromptu meetings and foster team collaboration. An open area underneath allows for task seating to be tucked away while a staff member is standing at the adjustable work surface. Both options feature frameless glass panels on all sides, at least 2 lateral cabinets per station, and an open storage area in the bottom corner for stowing personal belongings. Adjustable swinging monitor arms, task lighting, and power pods for convenient tabletop access to outlets are all included in the budget price estimate provided, u�,,.Y •,, . ; .# _.� .2.^^ uS �� L. MOVING OF COMMUNICATIONS EQUIPMENT Radio tower and antennae located just outside the northwest corner of the campus will need to be relocated in order to make way for the proposed building expansion. Pending further study, the tower and antennae are slated to move to the new rooftop of the Garage Addition. The proposed Schematic Design drawings and program narrative was used to develop cost estimates for each of the areas of work listed in this study. These estimates were prepared where possible by unit cost take -offs or, where Schematic Design level information required,by square footage allowances. The estimates represent pricing as of November 2014, as prepared by Professional Project Management (PPM). When a specific construction timeline is determined the cost estimates should be updated to represent the pricing anticipated at that time; however, these estimates provide the general scope of the costs involved for the construction or renovation indicated. The numbers below highlight the costs related to proposed changes shown in the Schematic Design plans, and include general conditions, contractor overhead and profit, as well as an estimate for anticipated Owner soft cost such as AIE fees, attorney fees, moving costs, IT costs, and construction contingency. PROPOSED PROJECT (Option A) D I First Floor Police Renovation 1 $312,000 E ISecond Floor Police Renovation 1 $205,000 Sub -total 1 $1,352,0001 $7,30 Total Estimated Cost (Option A)l $8,6531000 As the table indicates, the Police Department and City Hall facility upgrades to meet the goals identified in this Space Needs Analysis would require significant work at a cost in current dollars of a little over $8.6 million. This investment in the Campus will position the facility to meet the current and projected needs of the City staff and the citizens they serve for the next 20 years. a 46 witi' W Eagan Police (.Ity °Ni ('Al lhhffS Y. <S lll`y sp s. We em, A €tm4%is Cost Impacts of Utilizing Fire Administration Building (Option B) During the process of conducting this study it was decided to evaluate the cost impact of utilizing the former Fire Administration Building as an optional resource to meet some of the City Hall space shortage needs. The following items were listed as being impacts, benefits as well as costs, of this expanded campus facility approach (Option B); • The new building expansion on the second floor at the PD / City Hall facility could be reduced in size lowering the projected construction cost. • The Fire Administration Building would need to have some renovation to meet the needs of the staff relocated to this building. • Further, the Fire Administration Building would need to have maintenance done that has currently been deferred during the marketing period to sell the property. • As a larger building with significantly more exterior envelope than the corresponding City Hall expansion, the Fire Administration Building is estimated to cost approximately $22,000 more each year for utilities than the base Option A approach. The table below lists the reduced costs and additional costs that would be associated with utilizing the Fire Administration Building, Proposed Proiect Reduced City Hall Expansion Remodeling and Deferred Maintenance of Fire Administration Building re Haministration over 20 years ($22,000 more annually) Total Estimated Cost (Option B) EXPANDED CAMPUS (Option B) $8,653,000 -$115181000 $443,000 $440,000 $8,018,000 As indicated, there is a $1,075,000 initial cost savings for Option B to move some staff to the main floor of the former Fire Administration Building, but this is reduced to a $635,000 projected cost savings over 20 years when factoring in increased utility costs. Of course there are other nonmonetary factors that should also be weighed in this decision including the following: • Additional space available in basement for City storage • Use of the second floor multi- function meeting space for city and public functions • Potential operational inefficiencies of splitting staff from City Hall to this building • Loss of income from potential sale of property 50 City r e aqu PAce i Cit. rtsii Camps F`milit` ;~i€ aci ivsads Analysis Existing Architectural Photo Assessment E A 1 £ e z 1 G ,:'♦ cNM 6 \ < d zU� .��� The area in front of the Council Chambers is narrow and tight. The new layout offers a more generous holding area outside the Chamber doors, including an alcove that is appropriately located to make room for media coverage so as not to block Chamber access, An oversized and under - utilized reception desk in shadow off to the side has an unwelcoming appeal to visitors as they enter a brightly lit entrance lobby with a 2 -story high ceiling. Waiting area seating is located even deeper into the cavernous reception area, Workstations are dark, tall, and ergonomically outdated. New industry standards offer a healthier work environment, which has lower partition heights and adjustable desks. New colors will also brighten up the interiors. qwm "'I The accessibility review identifies conditions in the existing building that require immediate attention and rectification should the building undergo major renovation. depending on the situation, solutions to fulfill federal guidelines and requirements can be costly. Having familiarity with alternative solutions commonly used and finding creative ways to provide equal or improved accessibility features can greatly reduce the burden otherwise incurred by the Owner. Accessibility guidelines do not provide the ideal condition for all disabled persons nor do they apply to every condition in or surrounding a building. However, the goal is to allow unrestrained primary and common access for building residents and visitors such that the facilities can be enjoyed more equitably, s s si 5 accessible parking stalls are provided. A minimum of 6 accessible stalls are required. s, , Accessible aisles are only 5 feet wide. A minimum width of 8 feet is required. 60 City of Eagan Police I City Hall Csas pui� %idity Space l eoft. Analysis t� {t II. fi is z x� A0 62 City esf Eagaan Police! City Hall amvwu <a:;iiityt `pww e N lexrm Anaafn,'ia •as 10 i- iI ,: Toilet seat was measured to be 19 3/4 inches high to the top of the seat. Toilet seats are required to be installed 17 to 19 inches from finished floor, City Hall First Floor , Horizontal grab bar is 37 inches to the top of the bar. A maximum of 36 inches is allowed from finished floor. City Hall (All levels) Many violations were found throughout the building where large heavy furniture has been placed at door clearances and cubicle areas. Accessible clearances are required at all paths identified along accessible routes and work areas. cIV 64 City cat Eagan Police f City Hall Campus Facility Space Naft ft Amilybis . � - a. Accessible countertops at the public service counters are currently between 32 and 34 inches wide. A minimum width of 36 inches is required. ti 144MIROINA01101 Kitchenette The sink countertop is slightly higher than the required 34 inches maximum from finished floor. Sufficient knee clearance is also not provided at the sink, Pull -side clearance at the kitchen door was measured at 8 inches to face of fridge. This door has both a closer and a latch, so a minimum clearance of 12 inches is required. . .0 The pull side clearance from the Payroll Specialist's Office's door latch is required to be 18 inches. The existing clearance is only 4 inches. a `L. •s s' Clearance between wall and side of sink counter was measured at 34 inches, A minimum clearance of 60 inches is required. Clearance of 26 -1/2 inches was measured to the bottom of the sink counter. A minimum clearance of 27 inches is required to finished floor, The vertical grab bar is only 12 inches long. A minimum length of 18 inches is required. � � � � � }� « 2; � � � \ � � §� < � � � � / � � � « Q., m� � {� (� � � «» \\ � � � � . � � � � � }� « 2; \� � �� � � � � . . . � « Q., m� � {� (� � � «» � � . � � � � .� v.����© ° � / §� }� � » � � �� \ /������\ :�� �� °�.�� \ < \? \« «< \ � � � � � d: . ����� /.. °���� " IIA ^ "as Counter height at public corridor side is 36 "AFF (34 "H max required) RM O Counter height 35 "AFF (34" max required) Pass - through suggests meeting ADA guidelines but perhaps auxiliary counter is sufficient and onlv reach reauirements apply here e, IM Countertop height is slightly higher than the 34 inches required above finished floor. Accessible counter width is 32 inches. A minimum width of 36 inches is required. : A M"! #1' 1 Drinking fountain protrudes too far into the public corridor. A 4 inch maximum protrusion is allowed along an accessible route. Service counter width is too narrow. A minimum width of 36 inches is required, i�. zra, �xaxue »x,rsxa��rm:.wr.�a�xmrsmsw, razor': zwn: ryaw. w. a�xssr�s' m '�rcro�,uova�.sms'm;:cu�xaxwxs �, 70 City r f agan Poke I City Hall Campus Fuci(aty ;pace;° Pose is A naiysi� Existing Electrical Systems Photo Assessment � � � � � � ����� � \ \�. \ � � � � ƒ� � � � � � ����� . ^� �� � � � \ y� � � � � » � � � � � � � � \ \ � � , c1►M Ny 76 wily r ~ c uiiz City Hall s €� € 4 <ae:ilat }° Space ive fart (y i Existing Mechanical Systems Photo Assessment �� 44�' " %_: y ,. »!m � I cNhl k j�n3 FJ< CI -N C/�jy %\ w User Interface The 1995 electronic temperature control system represents the first generation of building automation systems. This control system has exceeded the median service life of similar systems installed across the country. Facility operations staff cannot access the system remotely and must make many manual adjustments to address calibration and reliability issues. Although the system was state- of -the- art in 1995 it has very limited capability compared to today's systems and is a strong candidate for replacement. Space temperature control in the second floor staff lunchroom is challenging due to the large south and west facing glass exposure. Temperature control in the second floor Conference Room 2A is also difficult due to the old style pneumatic controls serving the area. The Eagan Community Room on the second floor is often too cool for good comfort during the air conditioning season. '• rss< The Police Fitness Room in the lower level of the Police Building is served by only one diffuser, The heating, ventilation and air conditioning system serving this space was not designed for the present occupancy, The Police 'SWAT Room is also not well ventilated. This space has lockers as well as equipment storage areas. ���, f . �_ ;. A�t; `: d�� •�� � d_43 u � u*.ess+ "� @_ .7, ii 0, WIN: Will ''imIIIIIIIIIi illid Ili MIMIMZMEEM� 92 trip o° <sz s Fa:iicr: i, rsl;3zarr s . €s G °a iiit }isaz.€ Itic dtn(f;;i» Based on past projects done by CNH Architects and Engineering Design Initiative (EDI) where excess winter heat from municipal ice arenas was used to significantly reduce other campus heating needs, this option was reviewed as part of the PD /City Hall Campus study. The Eagan City Hall and Police buildings are located directly north of the Eagan Civic Arena, In the ice making process, heat energy is taken form the ice and rejected to the atmosphere outside the arena. As part of the City Hall /Police facility space needs analysis, EDI identified an opportunity for capturing a portion of this heat energy during winter months to help heat the nearby City Hall /Police building. Significant modifications would be required at the Civic Arena to capture the heat energy and pipe it to the City Hall /Police Building. Major changes to the existing heating system in the City Hall /Police Building would also be required to utilize the captured heat energy in existing portions of the facility. New mechanical equipment would be needed to use the captured energy for the proposed building additions. Piping would need to be laid between the Civic Arena and the City Hall /Police Building to move the heat energy from one building to the other. The heat energy recovery opportunity would be much more feasible for a newly constructed facility than the proposed building renovation and addition project, Heating equipment in the new facility could be specifically designed to operate with the relatively low temperature heat available from the Civic Arena rather than replacing the existing heating equipment originally designed to operate at higher temperatures. In conclusion, while there would be energy usage reductions in implementing this approach, the cost for replacement of existing systems along with the addition of the fluid piping connecting the buildings would not likely provide a financial payback at current energy rates. Architect CNH Architects 7300 W. 147th Street, Suite 504 Apple Valley, Minnesota 55124 (952) 431 -4433 www,cnharch.com Mechanical & Electrical Engineers Engineering Design Initiative, Ltd. 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