11/14/1985 - City Council SpecialSPECIAL CITY COUNCIL MEETING
THURSDAY
NOVEMBER 14, 1985
7:00 P.M.
I. Proposed Public Works Garage Addition
II. Proposed 1986 Public Utilities Budget
III. Personnel Items
IV. Other
V. Adjournment
MEMO TO: HONORABLE MAYOR & CITY COUNCILMEMBERS
FROM: CITY ADMINISTRATOR HEDGES
DATE: NOVEMBER 12, 1985
SUBJECT: SPECIAL CITY COUNCIL MEETING
Proposed Public Works Garage Addition
The Director of Public Works, Director of Parks & Recreation and
City Administrator have met on various occasions with the City's
architect, Mr. Jack Boarman, to discuss and review several schemes
that address the remodeling and proposed addition to our existing
Public Works Garage. The Public Works Committee, its Chairman,
Councilmember Wachter, and City Councilmember Thomas, met on
Thursday, November 7, to review three (3) schemes that were
presented by the architect. Those schemes vary in cost from
$600,000 to $1,383,200. An item that was not included in any of
the schemes presented is the salt and sand storage area. The
architect was directed by the Public Works Committee to review
those needs and present the cost estimate for consideration at the
special City Council meeting.
The Public Works Committee and City Staff are recommending Scheme
C. At the meeting on Thursday, the City Administrator, Director
of Public Works and members of the Public Works Committee will
provide reasons for consideration of Scheme C in addition to a
method of financing for this capital improvement project. Attached
is a copy of a letter from Jack Boarman outlining all three of the
schemes along with some additional information that may be helpful
to each of you in preparing for the work session on Thursday.
Final action and direction to the architect should be delayed
until our regular City Council meeting due to the proposed public
expenditure.
Proposed 1986 Public Utilities Budget
The computer printout and final narrative concerning the public
enterprise budget will be distributed on Wednesday for City Council
review. Because the City Council is receiving the budget informa-
tion the day before the first budget meeting, I will share certain
proposed expenditures at this time.
The Director of Public Works is not proposing a full-time position
for either water or sewer in 1986. There is a request for approx-
imately 2,080 hours consisting of four temporary maintenance
personnel each being assigned three months of routine maintenance.
These persons would be hired at the discretion of the Director of
Public Works during seasonal peak periods. More than likely, most
of these personnel hours will be utilized during the summertime which
HONORABLE MAYOR & CITY COUNCILMEMBERS
NOVEMBER 12, 1985
PAGE TWO
is historically the busiest time for all full-time personnel
with construction activities requiring final inspections, new
meter installation set and seals and other related activities.
The departments are also requesting three (3) vehicles. The
first vehicle is an additional 1/2 -ton pickup truck that is
needed for increased operations and maintenance personnel, especial-
ly during the summer when temporary personnel is hired. The
second vehicle is a trailer mounted "Vac -All". As the number
of miles of sewer increase, the amount of dirt, sludge and material
accumulation in downstream lines is increasing to the point
where manual removal of this material is becoming time consuming
to the• existing personnel. The third vehicle is an additional
high capacity truck mounted sewer jetter. The present trailer
mounted sewer jetter is too small for the large- collector lines
(12" diameter or larger). As such, the department is unable
to effectively clean these lines on a routine basis as required.
As the number of miles of sewer increases, it is becoming necessary
to acquire a second jetter to keep up with the required maintenance
schedule of all lines.
Included in the capital outlay proposal is a $50,000 expenditure
in the Water Department and an equal amount in the Sewer Department
for the proposed Public Works Garage addition. All other capital
improvements and operating expenses are related to ongoing opera-
tions. Since the City has several months of experience with
the operation of the Water Treatment Plant, there will be some
increases within the Water Department budget that reflect chemical
treatment, electrical rates and other expenses that have not
appeared in previous budgets due to expenses incurred through
the operation of this Plant. As a side note, the City has received
one or two utility bill payments with a note on the bill expressing
thanks for the Water Treatment Plant, further stating that the
water has improved for drinking, wash and other purposes.
Personnel Items
The City Administrator and Director of Public Works wish to
discuss the position of Equipment Maintenance Operator at the
meeting on Thursday. This position was budgeted in 1984-1985,
and to date the position has not been filled. Reasons for not
advertising in filling this position relate directly to the
lack of garage space to conduct an ongoing vehicular maintenance
program and, secondly, the equipment necessary such as a floor
hoist, overhead crane to conduct both preventative maintenance
and mechanical repair. The Director of Public Works is planning
to proceed with an advertisement for the position since the
Public Works Garage improvements .are proposed during 1986. The
Director of Public Works and City Administrator have also proposed
to the Public Works Committee, and would like to discuss the
same with the City Council, a slight upgrading of the position
to that of a working shop foreman. It seems appropriate to
HONORABLE MAYOR & CITY COUNCILMEMBERS
NOVEMBER 12, 1985
PAGE THREE
both the Public Works Director and City Administrator that with
the size of the City's vehicular fleet, that 1) careful planning
must be exercised for the development of a vehicular maintenance
facility, 2) scheduling for both mechanical repairs and preventa-
tive maintenance will help market the success of the program and,
3) experience for coordinating a vehicular maintenance program is
essential to the position. It seems appropriate to hire someone
at a cost to the City of approximately $2,500 more than the
approved position who has some supervisory experience and can take
charge and organize the entire vehicular maintenance department at
this time. This individual will be responsible for all on -hand
maintenance as well as the supervisory task. The City Administrator
and Director of Public Works will provide more background on this
matter at the meeting on Thursday.
The City Administrator is also planning to briefly review the
union demands that have been submitted by clerical, dispatchers
and public works for 1986.
Other
There are no additional items proposed at this time for the
special City Council meeting agenda.
City Administrato
TLH/jj
Attachment
BOARMAN ARCHITECTS INC.
.l
1 ( 710 Chamber of Commerce Building, 15 South Fifth Street
Minneapolis, Minnesota 55402, 612 339-3752
November 11, 1985
Mr. Tom Hedges
City Administrator
City of Eagan
3830 Pilot Knob Road
P.O. Box 21199
Eagan, MN 55121
RE: Maintenance Garage Facility
.Eagan, Minnesota
Dear Tom:
We have prepared for the City of Eagan three project schemes
representing specific budgets and illustrating what can be
built within the restraints of each.
SCHEME "A"
The initial budget of $600,000.00, as represented in Scheme A, was
based on an early study, done independently, prior to the involvement
of Boarman Architects. As illustrated this budget is inadequate to fill
the current needs of the city.
Only half of the vehicle storage need is met.
No shops are provided.
Areas of proposed remodeling would again have to be redone
once the building is expanded. Only a small portion of the
existing building would be remodeled.
Only very basic sitework is provided.
No maintenance equipment is provided.
SCHEME "B"
Scheme B represents the increased budget of $925,000.00 and
illustrates a significant improvement in some areas of the project,
while other areas still fall short of the current need.
The administrative need is met.
The lunch rm./locker area need is met.
The central receiving and storage area is adequate.
The gas system would be installed.
The vehicle storage area, though increased, is still
inadequate.
BOARMAN ARCHITECTS INC.
No shops are provided.
Only a small portion of the existing building is remodeled;
none of the existing building would be insulated; painted, or
retrofited for elec./mech.
The vehicle repair area would be equipped with a hydraulic
floor hoist, but would still require the lubrication system and
overhead crane.
Sidewalks would be provided along with the basic sitework, but
there are no provisions for landscaping and screening.
SCHEME "C"
The Scheme C budget represents the project needs met through the year
1990.
The administrative area is complete.
The lunch room, locker room, and storage requirements are met.
The vehicle storage area will accommodate 35 vehicles.
Wood, equipment, welding, and sign shops have all been
included..
The vehicle repair area is fully equipped.
The existing building is completely remodeled including
insulation, painting, electrical and HVAC retrofitting.
The sitework includes an increased area for bituminous
surfacing and also an allowance for landscaping and screening.
We would also like to make you aware of the costs of several public
works facilities in the area that have either just been built or are
currently under construction. At Inver Grove Heights, a 35,750 S.F.
facility was just completed last January for $1,586,000. At Chaska a
26,000 S.F. facility is under construction for $1,150,000.
The Eagan facility in its completed form (Scheme C), will involve
38,200 S.F. of new construction and 10,300 S.F. of existing remodeled
space within a budget of $1,400,000. Though each.project is unique,
we feel the comparisons are relevent in that they can help us gauge
and determine accurate costs for specific elements common to most
public works facilities.
We are seeking as part of the schematic design approval, a definition
of the budget. The plan that satisfies the needs of the city is in
excess of the current budget of $925,000. A -decision must be made as
to whether the budget can be increased or the schematic plan modified
to be within the existing budget before we proceed into design
development.
Si rely,
,X 1
David R. Kroos
Project Manager
DK: tjn
cc: Tom Colbert - Director of Public Works
SPECIAL CITY COUNCIL MEETING
THURSDAY
NOVEMBER 14, 1985
7:00 P.M.
I. Proposed Public Works Garage Addition
II. Proposed 1986 Public Utilities Budget
III. Personnel Items
IV. Other
V. Adjournment
MEMO TO: HONORABLE MAYOR & CITY COUNCILMEMBERS
FROM: CITY ADMINISTRATOR HEDGES
DATE: NOVEMBER 12, 1985
SUBJECT: SPECIAL CITY COUNCIL MEETING
Proposed Public Works Garage Addition
The Director of Public Works, Director of Parks & Recreation and
City Administrator have met on various occasions with the City's
architect, Mr. Jack Boarman, to discuss and review several schemes
that address the remodeling and proposed addition to our existing
Public Works Garage. The Public Works Committee, its Chairman,
Councilmember Wachter, and City Councilmember Thomas, met on
Thursday, November 7, to review three (3) schemes that were
presented by the architect. Those schemes vary in cost from
$600,000 to $1,383,200. An item that was not included in any of
the schemes presented is the salt and sand storage area. The
architect was directed by the Public Works Committee to review
those needs and present the cost estimate for consideration at the
special City Council meeting.
The Public Works Committee and City Staff are recommending Scheme
C. At the meeting on Thursday, the City Administrator, Director
of Public Works and members of the Public Works Committee will
provide reasons for consideration of Scheme C in addition to a
method of financing for this capital improvement project. Attached
is a copy of a letter from Jack Boarman outlining all three of the
schemes along with some additional information that may be helpful
to each of you in preparing for the work session on Thursday.
Final action and direction to the architect should be delayed
until our regular City Council meeting due to the proposed public
expenditure.
Proposed 1986 Public Utilities Budget
The computer printout and final narrative concerning the public
enterprise budget will be distributed on Wednesday for City Council
review. Because the City Council is receiving the budget informa-
tion the day before the first budget meeting, I will share certain
proposed expenditures at this time.
The Director of Public Works is not proposing a full-time position
for either water or sewer in 1986. There is a request for approx-
imately 2,080 hours consisting of four temporary maintenance
personnel each being assigned three months of routine maintenance.
These persons would be hired at the discretion of the Director of
Public Works during seasonal peak periods. More than likely, most
of these personnel hours will be utilized during the summertime which
HONORABLE MAYOR & CITY COUNCILMEMBERS
NOVEMBER 12, 1985
PAGE TWO
is historically the busiest time for all full-time personnel
with construction activities requiring final inspections, new
meter installation set and seals and other related activities.
The departments are also requesting three (3) vehicles. The
first vehicle is an additional 1/2 -ton pickup truck that is
needed for increased operations and maintenance personnel, especial-
ly during the summer when temporary personnel is hired. The
second vehicle is a trailer mounted "Vac -All". As the number
of miles of sewer increase, the amount of dirt, sludge and material
accumulation in downstream lines is increasing to the point
where manual removal of this material is becoming time consuming
to the• existing personnel. The third vehicle is an additional
high capacity truck mounted sewer jetter. The present trailer
mounted sewer jetter is too small for the large- collector lines
(12" diameter or larger). As such, the department is unable
to effectively clean these lines on a routine basis as required.
As the number of miles of sewer increases, it is becoming necessary
to acquire a second jetter to keep up with the required maintenance
schedule of all lines.
Included in the capital outlay proposal is a $50,000 expenditure
in the Water Department and an equal amount in the Sewer Department
for the proposed Public Works Garage addition. All other capital
improvements and operating expenses are related to ongoing opera-
tions. Since the City has several months of experience with
the operation of the Water Treatment Plant, there will be some
increases within the Water Department budget that reflect chemical
treatment, electrical rates and other expenses that have not
appeared in previous budgets due to expenses incurred through
the operation of this Plant. As a side note, the City has received
one or two utility bill payments with a note on the bill expressing
thanks for the Water Treatment Plant, further stating that the
water has improved for drinking, wash and other purposes.
Personnel Items
The City Administrator and Director of Public Works wish to
discuss the position of Equipment Maintenance Operator at the
meeting on Thursday. This position was budgeted in 1984-1985,
and to date the position has not been filled. Reasons for not
advertising in filling this position relate directly to the
lack of garage space to conduct an ongoing vehicular maintenance
program and, secondly, the equipment necessary such as a floor
hoist, overhead crane to conduct both preventative maintenance
and mechanical repair. The Director of Public Works is planning
to proceed with an advertisement for the position since the
Public Works Garage improvements .are proposed during 1986. The
Director of Public Works and City Administrator have also proposed
to the Public Works Committee, and would like to discuss the
same with the City Council, a slight upgrading of the position
to that of a working shop foreman. It seems appropriate to
HONORABLE MAYOR & CITY COUNCILMEMBERS
NOVEMBER 12, 1985
PAGE THREE
both the Public Works Director and City Administrator that with
the size of the City's vehicular fleet, that 1) careful planning
must be exercised for the development of a vehicular maintenance
facility, 2) scheduling for both mechanical repairs and preventa-
tive maintenance will help market the success of the program and,
3) experience for coordinating a vehicular maintenance program is
essential to the position. It seems appropriate to hire someone
at a cost to the City of approximately $2,500 more than the
approved position who has some supervisory experience and can take
charge and organize the entire vehicular maintenance department at
this time. This individual will be responsible for all on -hand
maintenance as well as the supervisory task. The City Administrator
and Director of Public Works will provide more background on this
matter at the meeting on Thursday.
The City Administrator is also planning to briefly review the
union demands that have been submitted by clerical, dispatchers
and public works for 1986.
Other
There are no additional items proposed at this time for the
special City Council meeting agenda.
City Administrato
TLH/jj
Attachment
BOARMAN ARCHITECTS INC.
.l
1 ( 710 Chamber of Commerce Building, 15 South Fifth Street
Minneapolis, Minnesota 55402, 612 339-3752
November 11, 1985
Mr. Tom Hedges
City Administrator
City of Eagan
3830 Pilot Knob Road
P.O. Box 21199
Eagan, MN 55121
RE: Maintenance Garage Facility
.Eagan, Minnesota
Dear Tom:
We have prepared for the City of Eagan three project schemes
representing specific budgets and illustrating what can be
built within the restraints of each.
SCHEME "A"
The initial budget of $600,000.00, as represented in Scheme A, was
based on an early study, done independently, prior to the involvement
of Boarman Architects. As illustrated this budget is inadequate to fill
the current needs of the city.
Only half of the vehicle storage need is met.
No shops are provided.
Areas of proposed remodeling would again have to be redone
once the building is expanded. Only a small portion of the
existing building would be remodeled.
Only very basic sitework is provided.
No maintenance equipment is provided.
SCHEME "B"
Scheme B represents the increased budget of $925,000.00 and
illustrates a significant improvement in some areas of the project,
while other areas still fall short of the current need.
The administrative need is met.
The lunch rm./locker area need is met.
The central receiving and storage area is adequate.
The gas system would be installed.
The vehicle storage area, though increased, is still
inadequate.
BOARMAN ARCHITECTS INC.
No shops are provided.
Only a small portion of the existing building is remodeled;
none of the existing building would be insulated; painted, or
retrofited for elec./mech.
The vehicle repair area would be equipped with a hydraulic
floor hoist, but would still require the lubrication system and
overhead crane.
Sidewalks would be provided along with the basic sitework, but
there are no provisions for landscaping and screening.
SCHEME "C"
The Scheme C budget represents the project needs met through the year
1990.
The administrative area is complete.
The lunch room, locker room, and storage requirements are met.
The vehicle storage area will accommodate 35 vehicles.
Wood, equipment, welding, and sign shops have all been
included..
The vehicle repair area is fully equipped.
The existing building is completely remodeled including
insulation, painting, electrical and HVAC retrofitting.
The sitework includes an increased area for bituminous
surfacing and also an allowance for landscaping and screening.
We would also like to make you aware of the costs of several public
works facilities in the area that have either just been built or are
currently under construction. At Inver Grove Heights, a 35,750 S.F.
facility was just completed last January for $1,586,000. At Chaska a
26,000 S.F. facility is under construction for $1,150,000.
The Eagan facility in its completed form (Scheme C), will involve
38,200 S.F. of new construction and 10,300 S.F. of existing remodeled
space within a budget of $1,400,000. Though each.project is unique,
we feel the comparisons are relevent in that they can help us gauge
and determine accurate costs for specific elements common to most
public works facilities.
We are seeking as part of the schematic design approval, a definition
of the budget. The plan that satisfies the needs of the city is in
excess of the current budget of $925,000. A -decision must be made as
to whether the budget can be increased or the schematic plan modified
to be within the existing budget before we proceed into design
development.
Si rely,
,X 1
David R. Kroos
Project Manager
DK: tjn
cc: Tom Colbert - Director of Public Works