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10/19/1993 - City Council Special 0(1343 MINUTES OF A SPECIAL MEETING OF EAGAN CITY COUNCIL Eagan, Minnesota October 19, 1993 A special City Council meeting was held on Tuesday, October 19, 1993 at 5:00 p.m., in the Eagan Municipal Center building. The purpose for the meeting was to provide the City Council with an opportunity to further consider information presented on preliminary conceptual floor plans developed by Thorbeck Architects illustrating the various alternates, and information regarding cost estimates for both remodeling, and renovation, expenses associated with relocation of the Eagan Police Department, and policy issues requiring future City Council Action. Those in attendance were Mayor Egan, and City Councilmembers Awada, Hunter, Masin, and Wachter. Also present were Director of Finance VanOverbeke, Community Development Director Reichert, Director of Parks and Recreation Vraa, Director of Public Works Colbert, Police Captain Jim Sewald, Chief of Fire Nelson, Fire Assistant, Assistant to the Administrator Hohenstein, Intern Pruitt, and City Administrator Hedges. Dodd Road Director of Public Works Colbert recollected that during the October 5 City Council Final Assessment Hearing for the Lakeview Trail Addition, all residents with assessable frontage on Dodd Road, objected to the watermain assessments at the public hearing. On Monday, October 11, Director of Public Works Colbert reported, a neighborhood meeting was held with all property owners objecting to the watermain assessment, as well one property owner outside the scope of the project, to discuss assessment options. He further reported property owners unanimously supported the assessment of all parcels at 50% of the cost as proposed, with record of payment in full, and no future obligation of lateral benefit from the trunk watermain. Director of Public Works Colbert presented his concern to the City Council that should they choose to lower the property owners assessments, the Council would be in effect setting precedence for future assessments to property owners. He further questioned how the City would rationalize a modification to the assessment policy in regard to property owners who had been assessed in the past. Mayor Egan thanked Director of Public Works Colbert for his presentation, and instructed Councilmembers that the issue would be addressed within the regular City Council meeting. Municipal Center/Public Safety Building Program Architect Thorbeck introduced two plans, 4A and 5A, generated from recommendations collected through meetings with the steering Committee and Police personnel. Due to the fact that relocating the Police Department proved impractical, Plan 4A was developed, allowing the Police Department to remain at the present location, until administrative additions could be built. Eagan City Council October 19, 1993 Page Two Alternate 4A, Architect Thorbeck explained, was essentially a mirror image of Alternate 4, allowing the Police Department to continue to operate within the existing Police Department location, throughout construction. He added, that the Police Department and City Hall would be built out until the year 2010, with an expansion of the current lobby area. Architect Thorbeck described the drawback of Alternate 4A as how the Municipal Building would relate to other buildings located on the campus. Alternate 5, Thorbeck recounted, included a municipal building connected with the Police Department, built out until the year 2010. Architect Thorbeck related that no new elevator was required, following an inspection of the current facility establishing the elevator to be in compliance, only necessitating minor alterations. Dewey Thorbeck described the layout arrangement of the departments within the municipal building for Alternate 5A. He depicted the ground level of the municipal center to accommodate Community Development, and Engineering Departments. The uppermost level, he described, would hold Administration and a potential Legal Department. The bottom level was reported by Architect Thorbeck to retain the Fire Department and a fitness center. An introduction of a courtyard area, Dewey Thorbeck suggested, would allow space and light to enter lower levels of the Municipal Building. Alternate 4A, Mike Stowe explained, reduced renovated space to $40/SF and raised the quantity of secured space to $120/SF. FFE, Furniture, fixtures, and equipment costs remained the same, as did design fees, reimbursements, and contingency fees. Mike Stowe provided projected construction and renovation costs associated with Alternate 4A, equal to $5,146,900. Architect Thorbeck added the land's grade changes caused the necessary excavation expenses. Alternate 5A, similar to original Alternate 2, calls for renovation to the existing municipal building, and the construction of a new Police facility, reported Mike Stowe. He notified the City Council the contingency fee was lowered to 5% for Police Department construction due to lowered associated risks. Within the municipal building, a new Council Chambers is planned for development. The chamber's Mike Stowe described, will require unique lighting requirements, glass, and open space. The total expense has been projected, for Alternate, 5A by Mr. Stowe, at $5,189,840. Councilmember Awada questioned why the cost for remodeling remained at $40/SF, when she observed no significant alterations were made to the current municipal building. Architect Thorbeck responded that in Alternate 5A, vital alterations to the municipal building included lengthening the existing lobby, moving restrooms, and upgrading areas to ADA, Americans with Disabilities Act, requirements. Councilmember Awada remarked that an option the City Eagan city council October 19, 1993 Page Three could choose to save funds, was not to remodel the entire top level of the municipal building. Architect Thorbeck noted that the existing entrance from the East of the Municipal building would remain the same in Alternate 5A. A second entrance, from the south, would be utilized by the Police Department. Essentially this portion of the design would remain the same as the present arrangement, described Architect Thorbeck. He noted a drawback related to Alternate 5A, as with a landscaping separation of the Police Department and the municipal center, the Police Department will appear as a lone building. Architect Thorbeck noted the proper signage that would be used for individuals accessing the Police Department and other departments. Councilmember Wachter noted that in Alternate 4A, there was better use of square footage. Mayor Egan requested clarification as to the type of windows that would be utilized with Alternate 5A. Architect Thorbeck explained they would be similar to those located within the break room in the existing municipal center. Councilmember Wachter discussed his support for Alternate 5A with minor variations. Councilmember Masin questioned how the police building would be secured if an emergency required the department to do so, and if the Police Department would prefer to be a separate building from the municipal center. Police Captain Sewald replied that if all options were possible, the Police Department would prefer a building with more of a physical separation for security purposes. The City Council, along with Architect Thorbeck, discussed how Alternate 4A provided adequate separation with the stairway and other accesses dividing the Police Department and other departments. Councilmember Awada commented that within Alternate 5A a basement should be constructed, even if it is not used immediately, for there will be a use in the future. The Council recollected that when the current basement was built, it was not utilized immediately, and presently, exceeds the maximum holding capacity. She also noted that if the projected Legal Department was not utilized in the future, additional space for departments would be secured. A field trip was arranged by City Administrator Hedges for next week. Architect Thorbeck and Mike Stowe agreed to discuss in depth on the field trip, various remodeling costs with associated remodeling and construction work. Summarizing the costs and associated fixtures for various types of construction/renovation work, $15/SF would include minimal demolition, re-use of existing walls, re-sue of existing lighting no skylights, no modifications to the lobby, no new windows, and a carpet allowance of only " a. Ragan city council October 19, 1993 Page Four $15/SY. For a $25-30/SF allowance, Mike Stowe's work computed that only limited demolition would be included, some new partitions would be allowed, standard lighting would be purchased, no skylights, new hollow metal windows, minor alterations to the lobby, and a carpet allowance of $18/SY. Mr. Stowe's final projections allowed for the expense of $40/SF, which would allow for extensive demolition, new walls, electronic ballast, high energy efficiency new lighting, new skylights and shaft, new aluminum windows/entrance, upgrading of the elevator, a new lobby, and a carpet allowance of $22/SY. There being no further discussion, the Special City Council meeting was adjourned at 6:26 p.m. (~4" . L October 19, 1993 Date City Clerk if you need this information in an alternate form such as large print, braille, audio taoes, etc., please contact the City of Eagan, 3830 Pilot Knob Road, Eagan, MN, 55122, 681-4600 (TDD Phone: 454-8535).