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07/19/1994 - City Council Special O IErr E MINUTES OF A SPECIAL MEETING OF THE EAGAN CITY COUNCIL Eagan, Minnesota July 19, 1994 A Special City Council meeting was held on Tuesday, July 19, 1994 at 5:00 p.m. In the lunchroom of the Eagan Municipal Center. Those in attendance were Mayor Egan and City Councilmembers Awada, Masin and Wachter. (Hunter arrived at 5:15 p.m.) Also present were Director of Public Works Colbert, Director of Community Development Reichert, Chief Building Official Doug Reid, Police Chief Pat Geagan, Asst. to the Administrator Hohenstein, Mike Stowe of E & V Construction, Architect Dewey Thorbeck, and Administrator Hedges. REVIEW BUDGET FOR REMODELING AND EXPANSION OF MUNICIPAL CENTER/ REVIEW BUDGET FOR PHASE II SITE DEVELOPMENT Administrator Hedges Introduced Mike Stowe, construction manager for the project, and Dewey Thorbeck, the architect, and noted that there are two items to be reviewed. The first item is to prepare the final design cost for the Municipal Center remodeling and direct Mr. Thorbeck to prepare final bid specifications. They expect to do the bidding sometime In October. The second item that needs to be discussed is site development for the project. Administrator Hedges noted that the design development estimate for the Municipal Center remodeling and expansion is $2,316,000, which is $331,623 over the original estimate. He noted that a major portion of the Increase related to the Heating, Ventilating & Air Conditioning (HVAC) system due to the system sizing necessary to accommodate the north addition. He stated that the level of review at schematic design had not identified the scope of the additional capacity necessary. Another significant item was the additional renovation of the basement. The Steering Committee looked at ways to reduce the budget. (Councilmember Hunter arrived at this time.) He reviewed the items the Steering Committee recommended which would reduce the budget by $95,000. He also reviewed other items the committee discussed but decided not to pursue. Councilmember Awada asked what VAV boxes are and whether this is an area that could be reduced. Mike Stowe explained that they are used to regulate the HVAC system and explained how they work. Administrator Hedges added that there have been many problems in the current building because it probably wasn't properly sized when the building was built. Councilmember Wachter stressed the importance of having these designed correctly. He indicated he would not support any cuts In the HVAC area. Councilmember Masin indicated a concern about the costs involved in making all of these revisions. She felt that a lot of money was being spent trying to reach an acceptable figure. Mike Stowe noted that they are paid on a lump sum basis and that these revisions are not costing the city anything extra. He went on to note that $180,000 of the overage consisted of mechanical and electrical equipment associated with the HVAC. Another significant item was the additional renovation to the basement which wasn't originally planned. Now significant work will be necessary to accommodate the Drug Task Force. He added that the proposed building Is very economically designed. All of the materials and finishes are very basic, but durable. The public areas have some extra features that make them more Inviting and warmer. Administrator Hedges added that they wanted the building to be user friendly, but not grandiose. Mike Stowe explained the reasons he felt the curtain wall on the north side of the building should not be deleted. He noted that the design of the building is such that without the curtain wall, the approach from Pilot Knob Road looks like the back of the building. Dewey Thorbeck further explained the different OC A types of brick and stone proposed for the building and the building materials proposed. He does not recommend that the stone be deleted. It blends In to the Police Department building and gives it a more uniform look. Mayor Egan suggested that this item be bid both ways and see how the bids come in. He asked about the elimination of the Drug Task Force area. Police Chief Geagan indicated that the Drug Task Force area will be relocated from the original plan. It will affect them in the short term, but doesn't see it as a problem. Administrator Hedges noted that it has been a tremendous benefit having the Drug Task Force here; however, feels the renovation can be done at significantly less than $25,000. Mike Stowe added that when the decision was made to connect the second floor of the Police Department to the second floor of City Hall, it took a lot of space and it became necessary to eliminate the space allocated for the drug task force. They are proposing that it be located In the basement, which accounts for the additional cost for renovation of the basement. Administrator Hedges and Chief Geagan will explore alternatives in this regard. Councilmember Hunter asked for more Information on the VAV boxes. After further discussion, Councilmember Awada asked for more information regarding the cost of these boxes, and the difference If they were reduced. Mike Stowe Indicated he will get this Information for her. Councilmember Wachter reiterated the Importance of having a good HVAC system. This Is for employees who work here every day. Administrator Hedges asked for an explanation of the curtain wall. Dewey Thorbeck suggested that If the Council decides to take the curtain wall out of the plans for city hail, they should consider taking it out of the police facility also for uniformity. Wachter moved, Masin seconded a motion to leave the VAV boxes as proposed. Aye: 3 Nay: 2 (Hunter, Awada opposed.) Wachter moved, Masin seconded a motion to install wood panelling In the public space areas as originally proposed. Aye: 4 Nay: 1 (Awada opposed.) It was the consensus of the Council to bid the doors in the Council Chamber and Inner lobbies both as glass doors, and as wood doors with glass panels. It was also the consensus of the council to install the curtain wall on the north side of the building as originally proposed. Administrator Hedges reviewed the site development plan, which includes plans for a civic arena, wading pool, a roadway connection to the Wescott Ubrary, with future plans for the development of a park and festival area. He noted that this Is above the Initial estimate as well, with the total being $1,082,623. He said that the feasibility report for the site work proposed with the 1989 Community Center referendum totalled $1.1 million. Site development was cut back to $800,000 In the 1991 Capital Improvement Program, and considering a 4% annual Inflation adjustment, it could reach $900,000. He noted that soil borings did not indicate the extent of the soil corrections that were needed on the site. He reviewed the landscaping proposed for the site, noting that the amount assumes no city nursery stock will be used. If it is decided to use smaller trees, perhaps nursery stock could be used. After discussion concerning the size of trees to be used, it was the consensus of the Council that some smaller trees should be used. Wachter requested that space be reserved next to the civic arena for a wading pool. After further discussion concerning the colonnade and plaza, and the lighting proposed for the site, the meeting adjourned at 6:29 p.m. UP July 19, 1994 16 Date City Clerk If you need these minutes in an alternative form such as large print, braille, audio tape, etc., please contact the City of Eagan, 3830 Pilot Knob Road, Eagan, MN 55122, (612) 681-4600, (TDD phone: (612) 454-8535). 2