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10/05/1993 - City Council Special 00 J MINUTES OF A SPECIAL MEETING OF EAGAN CITY COUNCIL Eagan, Minnesota October 5, 1993 A Special City Council meeting was held on Thursday, October 5, 1993 at 4:00 p.m., in the Eagan Municipal Center Building. The purpose of the meeting was for City Council to consider an update on the negotiations with police dispatchers that took place on Friday, October 1, and a general discussion regarding building plans for the Municipal Center/Public Safety Building Project. Those in attendance were Mayor Egan and City Councilmembers Awada, Hunter, Masin, and Wachter. Also present were Chief of Police Geagan, Director of Public Works Colbert, Director of Finance Overbeke, Chief Building Official Doug Reid, Director of Parks Vraa, Fire Battalion Chief Craig Jensen, Assistant to the Administrator Duffy, Assistant to the Administrator Hohenstein, Director of Parks Vraa, Administrative Intern Pruitt, and City Administrator Hedges. POLICE DISPATCHER NEGOTIATIONS Police dispatcher negotiations were held in Executive Session. Both the City's representative and dispatcher negotiating committee agreed that the total dollar allocation for wages and benefits, as determined by the City Council for 1993 and 1994, would not be exceeded. However, dollar allocations would be rearranged by lowering the clothing allowance, freezing certain steps, granting a 2.5% increase to other steps for 1993, and increasing the rotating shift differential at the 8 year level. The compensation rates, excluding shift differentials, remain at 2.5% for 1994. Language issues were determined by the City Council. MUNICIPAL CENTER/PUBLIC SAFETY BUILDING PROJECT DISCUSSION City Administrator Hedges introduced Mike Stowe, with E.V. Construction, and briefed Councilmembers that the purpose of the presentation was to introduce various building options regarding current and projected space needs. Mike Stowe, of E & V Construction, initially passed out a space requirements sheet, stating that the city hall space will require requires 18,350 gross square feet. He further stated that the total gross space requirements for 1993 will necessitate 30,581 square feet. Public Safety currently possesses 19,108 gross square feet. For 1993, space needs dictate 38,559 gross square feet. The combined total of both city hall and public safety total gross square footage for 1993 is calculated as 64,140. Currently, the municipal center and fire station possess 37,458 gross square feet. Councilmember Wachter questioned what data the needs analysis was based on. City Administrator Hedges stated the data was taken from a previously completed BRW Report. Mike Stowe proceeded on to present several options the building could be remodeled with. 4(?• e EAGAN CITY COUNCIL OCTOBER 5, 1993 PAGE TWO Councilmember Awada clarified whether the common space allowed 150 square feet per person. Dan Weatherman, a representative of Thorbeck Associates, explained that in order to compute open space, a multiplier of 1.35 was used. However, some individuals may need more or less space, depending of the functions of their tasks. Mr. Weatherman described that areas requiring plan review tend to inflate the average square foot per person. Councilmember Awada requested how the common area figure was computed. The Representative Weatherman from Thorbeck Architects explained there are at least 60 employees that require additional space, which can inflate the common area total square footage requirement. Councilmember Hunter discussed the need for adequate restroom facilities proximate to the Council Chambers for citizen use during council meetings. Thorbeck Representative Dan Weatherman reported that the issue of adequate restroom location had been addressed in the building design alternatives. Councilmember Hunter also inquired as to how the City could operate currently, with limited space available. Thorbeck Architect's Representative Dan Weatherman commented that the City staff is currently squeezed, and the building plans allow for future build out. Councilmember Awada asserted she agreed with the foresight in the plan to allow for build out, and that she was comfortable with the square footage calculations provided. She added that she had concerns over the square footage costs provided. Councilmember Hunter agreed that the phased growth approach was much more palatable. He expressed concerns at spending all the community funds at one time. Councilmember Awada explained she would like to see creative plans that did not include remodeling. Thorbeck Representative Dan Weatherman recounted how the building construction, addition, or remodeling, was designed with long term interests and interdependencies of all departments to each other. He asserted that although the budget is important, accessibility in serving Eagan citizens is as well. According to Mike Stowe, the current arrangement of the service counter located in front and all departments directly behind, the accessibility to citizens is extremely limited. Mr. Stowe further described how an enlarged service lobby, and service windows to each department would facilitate dealings with citizens in the future. Mr. Stowe added Councilmembers would need to determine whether provision of on-site or off-site fitness centers are desired, and if police safety holding areas are to continue to be 16 hour or increase to 72 hour facilities. Councilmember Wachter discussed his vision of building a new 0032 EAGAN CITY COUNCIL OCTOBER 5, 1993 PAGE THREE adjoining police building. He stated that his plan called for no remodeling of the existing hallway on second floor. Councilmember Awada agreed she liked the idea of having all departments on one floor. Chief of Police Geagan cited Assistant to the Administrator Hohenstein's 1992 Study that outlined issues in moving the police department to another building while renovating. To move the police department off site while the area is being renovated, would cost approximately $150,000. To move the computer control center would be an additional $50,000. Councilmember Awada questioned why the police station would necessitate being moved during renovations. Mike Stowe explained removal of the police department to another site while alterations are being completed is necessary due to security reasons. Mike Stowe presented the Alternate Four design plan. This design, very similar to Councilmember Wachter's description, included the existing building with an addition off of the second level. The police Department would occupy the lower level, and other departments would be located on above levels. The fire department would reside where it is presently, and would be projected to move onto the campus at a later date. A new public entryway would be designed for both police and other departments to share. A new police parking lot was planned. Councilmember Wachter commented he liked Alternate Four for it was contiguous, encouraging staff in various departments to flow freely. The Mayor reminded the architect that the City Council has made a conscious choice to have both the police and fire within the municipal building. Councilmember Wachter contended he would like to see pads on the plat for future buildings, like the ice arena and community room, to be placed. He also asserted that the Police Department should be the first requisite to look at regarding operational impacts. Administrator Hedges suggested Mike Stowe draft the risks and advantages associated with three or four concept plans. He also maintained that many inefficiencies have been created due to the fact that the municipal center had been built over the police station. Spacial relationship-s to various departments have been discussed between Department Heads, Dewey Thorbeck, Mike Stowe, and the Steering Committee. Remodeling by incorporating relationships among departments that require proximity to one another and allow for easy access for the public to departments, can. improve City service delivery. Councilmember Awada questioned whether the building could keep the existing elevator. Mike Stowe and Chief Building Official Reid 0C223 EAGAN CITY COUNCIL OCTOBER 5, 1993 PAGE FOUR replied that the elevator needs remodeling to meet ADA, Americans with Disabilities, requirements. Councilmember Hunter remarked he liked the fact that all departments have access to each other as well as the public in the Alternate #4 Plan. He added he was in favor of a symmetrical foyer. Mike Stowe commented the current accessibility of the public to departments could be corrected through remodeling the existing lobby. Mike Stowe questioned whether the Council supported police and city hall functions combined. Mayor Egan and Councilmembers were in agreement that, if possible, all departments should be located in one central municipal building. Councilmember Hunter commented that all costs being equal, he supported the combining of police and city hall functions in a single municipal center. Councilmembers questioned Chief Geagan on 16 hour holding cells versus 72 hours holding cells. Mike Stowe reminded Councilmembers that the municipal center budget reflects 72 hour holding cell expense projections. He instructed Councilmembers that he would bring options on 16 hour and 72 hour holding cells for the next special city council meeting. Councilmember Awada expressed concern with the price of $40 per square foot for remodeling. Mike Stowe explained that the figure included gutting various areas, creating windows and additions, replacing the ceiling, being in compliance with the new energy code for October, ADA requirements, landscaping, wall materials, as well as other various quality building issues. Administrator Hedges expressed his appreciation for staff, Thorbeck's Representative Dan Weatherman, Mike Stowe, and the Council's attendance of the meeting. OTHER BUSINESS There being no further business, the meeting was adjourned at 6:20 p.m. October S, 199 Date City Clerk If you need this information in an alternate form such as large print, braille, audio tapes, etc., please contact the City of Eagan, 3830 Pilot Knob Road, Eagan, MN, 55122, 681-4600, (TDD phone: 454-8535).