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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