11/01/1994 - City Council SpecialAGENDA
SPECIAL CITY COUNCIL MEETING
Tuesday
November 1, 1994
5:00 p.m.
Eagan Municipal Center Lunchroom
I. ROLL CALL & ADOPTION OF AGENDA
II. POLICE FACILITY/MUNICIPAL CENTER PROJECT
III. YANKEE DOODLE ROAD MEDIAN
IV. CENTRAL AREA FRAMEWORK UPDATE
V. OTHER BUSINESS
VI. ADJOURNMENT
city of eagan
TO: HONORABLE MAYOR & CITY COUNCILMEMBERS
FROM: CITY ADMINISTRATOR HEDGES
DATE: OCTOBER 27, 1994
SUBJECT: SPECIAL CITY COUNCIL MEETING/TUESDAY, NOVEMBER 1, 1994
A Special City Council meeting was scheduled for Tuesday, November 1, 1994, at 5:00
p.m. for the purpose of reviewing: 1) Police Facility /Municipal Center Project and 2) a
status update on the central area framework (downtown /ring road study).
Police Facility /Municipal Center Project
The City Administrator has asked for an update /analysis on the Police Facility /Municipal
Center and site development phases that are currently under construction or in final
design for bidding, such as the Municipal Center remodeling. The Finance Department
has prepared an update that will be presented at the meeting on Tuesday.
The purpose of the update is to provide the City Council with the "big picture" budget for
the entire project that includes previous decisions, current status and overall knowledge/
information as a base for future decisions. A copy of a memo prepared by the Director
of Finance relating to this item is enclosed on pages 3 through /0 .
At the last special work session when the Municipal Center remodeling /expansion was
reviewed, the City Council requested additional information relative to the new City
Council Chambers and audio visual equipment. Dick Stewart of Electronic Interiors has
prepared study as requested by the City Council. A copy is enclosed on pagesll
through 7 . The study includes an executive summary that was written after staff
reviewed matrixes A and B. Also enclosed on pages 3Q through .3-f is a memo
prepared by Cable Coordinator Reardon that summarizes the type of equipment and
presentation capabilities other communitie h e installed in their City Council Chambers.
Finally, enclosed on pages3, through is a copy of a memo from the Director of
Parks & Recreation and Superintendent of Recreation outlining needs for the Municipal
Center Community Room. This memo addresses both present and future needs.
MEMO
SPECIAL CITY COUNCIL MEETING /NOV. 1
PAGE TWO
With the exception of internal training and community group needs, the quality of the
audio visual equipment that will exist in the new Council Chambers and existing
Community Room is for one constituent, the cable subscriber. The franchise fees
collected from the monthly bills from subscribers will be used to improve and fund the
electronic media system that is approved under one of the matrixes presented by the
City's consultant.
YANKEE DOODLE ROAD MEDIAN
The Director of Public Works and City Administrator need a few minutes to discuss
Yankee Doodle Road improvements east of Lexington Avenue to T.H. 149. Dakota
County is raising a question about the type of median design preferred by the City. It has
been staff's understanding that this portion of Yankee Doodle Road would include
medians with a grass surface, similar to Diffley Road east of 1 -35E, to allow for: 1)
permanent grass surface; 2) an option to place brick, concrete, etc. in the future; or 3)
to do some landscaping, such as trees, bushes, in the future.
CENTRAL AREA FRAMEWORK UPDATE
The Director of Community Development, Director of Public Works and City Administrator
have been meeting on a regular basis regarding the proposed central area framework
(four quadrant /downtown proposal). Meetings are continuing with the Opus Corporation
and staff would like the ability to keep the City Council informed of any and all progress/
issues pertaining to this project. This update will occur during the special workshop if
time permits; otherwise, it can follow the regular meeting if time permits.
OTHER BUSINESS
There are no items anticipated under Other Business.
/S/ Thomas L. Hedges
City Administrator
MEMO
city of eagan
TO: CITY ADMINISTRATOR HEDGES
FROM: FINANCE DIRECTOR /CITY CLERK VANOVERBEKE
DATE: OCTOBER 27, 1994
SUBJECT: MUNICIPAL CENTER /POLICE FACILITY EXPANSION
AND RELATED PROJECT BUDGETS
As you are aware, this project has gone through a number of alterations, including
expansion, contraction and continuous adjustment. With all of the activity that has been
taking place and with the different critical paths for decision- making related to both
planning and construction, it has been very difficult for both the staff and elected officials
to get a comprehensive look at the total project. What we sometimes refer to as one
project, actually turns out to be four (4) separate projects that need to be coordinated
and are all interrelated with one another. These four (4) projects include the Police
facility, the City Hall remodeling, the site work and the civic arena. A number of related
issues, such as the City Hall relocation to temporary quarters and telephone capacity
limitations, add to the complexity of the project.
While the work has proceeded and the City Council has been asked to review specific
items, it has become more and more difficult to determine what has been discussed, what
has been approved, what has not been approved and, finally, what has been considered
with no final decision having been made. Staff has recently spent a considerable amount
of time in reviewing and analyzing information with the goal of presenting a revised budget
to the City Council. This revised budget will hopefully put the overall project back into
perspective and allow for better decision- making as individual or specific changes are
considered. Making changes to the Police facility or to the site work, for example, in the
abstract and without reviewing the total project has the potential to spend the limited
resources on items that do not have the highest priority in total. At the same time, a
number of decisions are time - sensitive and there will be no realistic opportunity to
reconsider them at a later date. The generator screen wall is an example of that type of
opportunity or decision.
It has been very clear from the beginning of this project that the overriding goal is to build
appropriate, functional facilities that are not grandiose or extravagant.
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MEMO /MUNICIPAL CENTER /POLICE FACILITY EXPANSION
OCTOBER 27, 1994
PAGE TWO
would like to look at the individual projects from a historical perspective and then to
combine all of the projects into one comprehensive picture at the end.
Site Work
At the City Council meeting of February 15, 1994, a budget of $840,000 was
acknowledged to cover the site work. This number was extracted from the 1993 CIP and
results more from the preparation of that document than it does from a detailed review
of the amount of work necessary on this site. The budgeted number has since been
changed to a more realistic $1,100,000 with $160,000 then earmarked from the site
budget to the City Hall budget to allow the architect to complete the plaza. The change
from $840,000 to $1,100,000 has received discussion by the City Council and a full
explanation in one of your memos, but does not appear to have specific action to
approve. The numbers can be summarized as follows:
Budget
Committed Costs
(Phase I /Phase II & Miscellaneous)
Non - Committed Costs
Under Consideration:
Phase III
Trees and Shrubs
Signage
Irrigation
Median Upgrade
Additional Grading
Utility Hook -Ups to
Civic Arena Building
Portico
Deficit
$100,000
20,000
47,000
32,000
8,000
25,000
79.000
i'h'fhtere is some record of the City Council discussion to reduce this amount.
$1,100,000
(829,445)
(311,000)
($40,4451
In the isolation of looking at only this one project component, assuming that the
$1,100,000 is the acceptable budget, the Phase III items under consideration need to be
reduced by $40,445 to be at budget. That might already be done in the event the trees
and shrubs account has been formally reduced.
MEMO /MUNICIPAL CENTER /POLICE FACILITY EXPANSION
OCTOBER 27, 1994
PAGE THREE
Suggestions:
Police Facility
1. Formal approval of a $1,100,000 budget for site work be given. If this level
of budget is not agreeable, direction should be given as to which items and what
amount should be eliminated.
2. The original $840,000 budget was proposed to be financed $640,000 from
the Community Investment Fund and $200,000 from the Single Family Bond
Fund. The increase of $260,000 to the budget to the more realistic level is
proposed to be financed by the Community Investment Fund.
Again at the February 15, 1994 meeting, formal City Council approval was given to a
budget for the Police facility of $3,530,430 based on the original schematic designs. At
the time of bidding, a revised budget of $3,547,760 was assumed based on the actual
construction documents. Given the unfavorable bids, both the FF &E and contingency
components of the budget were then severely reduced. The total budget which reflects
approved contracts can now be summarized as follows:
Given the fact that the costs have been committed through previous action, there is really
little that can be done other than to identify the appropriate funding source to finance the
revised budget.
Suggestions:
Budget $3,715,421
Committed Costs f3.715.421)
Balance 0
1. Formal approval of the budget of $3,715,421 should be given. As noted, it
has been indirectly approved through the spending commitments which have
been made.
2. The contingency has already been used to the amount of $18,122 leaving a
balance of $51,878. This amount is probably unreasonably low and may require
additional action.
3. This project is proposed to be funded entirely from the Community Investment
Fund.
MEMO /MUNICIPAL CENTER /POLICE FACILITY EXPANSION
OCTOBER 27, 1994
PAGE FOUR
City Hall
The action at the February 15, 1994 meeting approved a budget of $2,316,300 based on
schematic designs. At the time of design and development, the estimated costs
increased to $2,647,623. After careful consideration of various options, $80,000 was
reduced from the project and a revised budget of $2,567,623 was considered and, I
believe, authorized but not formally approved. Included in the revised funding source is
a $15,000 contribution from the Cable TV franchise fees to finance the City Council dais.
The budget estimate at this point does not include the audio visual equipment for the new
City Council Chambers which is expected to be funded entirely from the franchise fees.
Suggestions:
Civic Arena
Other
1. Formal approval of the budget of $2,567,623 should be given. Again, this
was informally approved at the time of design and development.
2. This project has been proposed to be funded primarily from the Community
Investment Fund, plus the $15,000 currently identified from Cable TV franchise
fees. I am suggesting that additional cable - related expenditures be authorized to
be financed from the franchise fees, eg. certain lighting, in a flat dollar amount of
$50,000.
It has been assumed that the obligation of this overall project to the Civic Arena is to
provide all site preparation, including parking lot, landscaping, utility connections and
building pad. These costs are reflected in the site work project previously discussed.
Suggestions:
None
While not considered one of the four components of the overall project, there are
additional items which have an impact and require funding. No formal budget or funding
source has been considered for these specific items. Those identified to date include the
telephone system expansion to serve the new Police facility and remodeled City Hall.
Current estimates place that cost at $160,000.. $67,433 pertains to the new Police facility,
$65,433 to the City Hall and $27,134 shared. Again, these are estimated costs and the
items have not been bid. There is approximately $82,000 available from the previous
telephone system purchase dedicated to this project. Consequently, $78,000 additional
funding is required.
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MEMO /MUNICIPAL CENTER /POLICE FACILITY EXPANSION
OCTOBER 27, 1994
PAGE FIVE
A second area of cost known to exist but not specifically addressed to date includes the
expenses to relocate City Hall operations during the remodeling. These costs include
moving offices, furniture, etc. and related cabling for telephone and computers required
to conduct normal operations. We are proposing to include $10,000 in this revised
budget to cover these costs. It is my understanding that City forces will provide most of
the labor for the actual move. Relocating the Community Development and Public
Works/ Engineering Departments to the maintenance building is complicated because
there is no telephone capacity available for the employees moving to that location.
Current estimates are that it will cost approximately $20,000 to provide temporary
telephone service to house the additional employees at that facility. This gets somewhat
complicated because this money would probably be better spent if applied toward a
comprehensive upgrade to the total system at the maintenance facility. That approach
will increase the up -front costs; however, it will reduce operational costs over the long-
term and will enhance operations throughout. The costs on a five year present value
calculation range from $50,142 (just renting equipment) to $70,987 (the most
comprehensive improvements). The up -front costs range from $20,000 (renting) to
$66,535 (most comprehensive improvements). It is my suggestion that this budget be set
at $20,000 with any additional upgrades to be financed by the benefiting departments
through the CIP process if it is a priority expenditure to them.
Suggestions:
1. The suggested budget of $190,000 be given formal approval.
2. I would suggest the General Fund balance contribute the additional $108,000
necessary to finance this budget because of the long -term impact on operations.
3. The proposed upgrade arrangement should be pursued through the CIP
process by the benefiting departments.
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MEMO /MUNICIPAL CENTER /POLICE FACILITY EXPANSION
OCTOBER 27, 1994
PAGE SIX
Funding Sources
Assuming the budget revisions previously discussed are acceptable, the following table
illustrates the suggested additional funding:
proposed Component
Site Work
Police Facility
City Hall
Other
Notes:
Proposed
Budget
,_ource
Civic Arena All Costs Included in Site Work
Funding Source
Committed Proposed Additional
Amount Source Amount
$1,100,000 CIF $640,000 CIF $260,000
SF:BF $200,000
$3,716,000 CIF $3,530,430 CIF $185,570
$2,568,000 CIF $2,301,300 $201,700
Franchise $ 15,000 Franchise $ 50,000
Fees Fees
$ 190,000 N/A 0 Telephone $ 82,000
Balance
Gen. Fund
Fund Bal. $108,000
1. Includes $160,000 related to the plaza /portico that will be transferred to the
City Hall project for accounting purposes. The portico cost of $79,000 is included
in Phase III and may not be given specific approval.
2. Does not include any increase to the contingency account which for all
practical purposes is probably too small.
MEMO /MUNICIPAL CENTER /POLICE FACILITY EXPANSION
OCTOBER 27, 1994
PAGE SEVEN
Community Investment Fund
The Community Investment Fund has been identified from the beginning to be the major
funding source for this overall project. Given that understanding and the fact that I have
suggested that it also be the funding source for certain items not previously addressed, I
am providing a brief update on the proposed changes to the required amounts for funding
and the financial status of the fund.
Summary
3. Does not include specific audio visual equipment which is expected to be
financed 100% from Cable TV franchise fees at whatever spending level is
approved.
4. Does not include additional funds to be contributed if the benefitting
departments desire the long -term telephone improvements.
Original Budgeted Amounts - CIF
Site Work $ 640,000
Police Facility 3,530,430
City Hall Remodeling 2,301,300
Suggested Additions
Site Work 260,000
Police Facility 185,570
City Hall 201.700
Total Suggested Contribution $ 7.119.000
Cash Balance September 30, 1994 - CIF $ 8,749,169
Amount Advanced to Project Fund 2.000.000
Available Balance $ 10.749.169
Balance After Funding at Suggested Level $ 3,630,169
Assuming approval of the proposed revisions to the budgets and funding sources, the
comprehensive project is summarized as follows:
Proposed Budgets:
Site Work $1,100,000
Police Facility 3,716,000
City Hall 2,568,000
Other 190.000
Total $7,574.000
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MEMO /MUNICIPAL CENTER /POLICE FACILITY EXPANSION
OCTOBER 27, 1994
PAGE EIGHT
Proposed Funding Sources:
Community Investment Fund
General Fund Fund Balance
Cable TV Franchise Fees
Telephone Balance On Hand
Single Fam Mortgage Rev Bond Fund
Total
$7,119,000
108,000
65,000
82,000
200.000
$7.574.000
These totals do not include any audio visual equipment to be financed by additional Cable
TV franchise fees, nor do they include a long -term upgrade to the telephone system at the
maintenance facility to be financed through the CIP's in the benefiting departments.
The Community Investment Fund participation has become somewhat higher than
previously anticipated. The General Fund fund balance could be used to reduce some of
that burden if desired.
The individual worksheets and supporting documentation have not been included with this
memo. In the event more detail or explanation is desired, that material could be
provided.
Please let me know if you would like any additional information.
Finan 2 4/9 tor /City Clerk
EJV /vmd
/0
Sent: 10/28/94 14:24:37
f iflri' €' IEFde,.i
This document is in two parts. The first part is an options summary of the five configurations A -E giving
the general results of each option. This section gives a brief overview of the five configurations. The
second part of this document is a more detailed description of each of the five configurations including a
listing of differences between the five configuration options. The configuration options are as follows:
• Configuration A: Based on Originally Articulated Needs
• Configuration B: Based on First Level of Cuts
• Configuration C: Based on Second Level of Cuts
• Configuration D: Move all Equipment to Chamber /No Technology in
Community Room
• Configuration E: Do not move Chamber /Upgrade quality of existing system
to approximate Configuration C
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The cost estimates for systems outlined in this document do not include the following:
• Any general, electrical or mechanical construction In any area affected by media systems
• Any Chamber millwork including millwork or monitor cavities
• Any Chamber wall presentation areas
• Any Chamber furniture
• Any Chamber finishes or acoustic treatments
• Any portable or built in presentation or marker boards
• Any Chamber lighting fixtures or lighting control systems
• Special electrical requirements
It is vital to note that the impact of the other costs listed above that are not included in this report may
have substantial impacts on architectural, electrical and other non - equipment costs. These costs may
result in grand total savings or additional expenditures that may seem contrary to the appearance of
equipment pricing when studied alone.
Cost estimates have included the following adjustments:
• Labor at 23 to 28% depending on associated equipment Item
• Shipping estimates on new equipment
• 8% inflation rate from today's prices to bid opening date
• 6.5% sales tax on new materials
• 10% contingency
/ itg
60(7
Costs estimates are also based on the current technology available. It is probable that many components
will be replaced or updated by other items during actual bid document preparation that will directly affect
the system design and therefore the costs estimated.
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Electronic Media Systems Options Summary 10/27/94
Five scenarios of media technology for the Council Chamber and the Community Room have been
estimated. These are as follows:
Configuration A: Based on Originally Articulated Needs
1. Impact on Cable Audience:
• Very good quality camera and sound coverage of Council and staff
• Clear coverage of wall, table and computer presentation materials
• Clear view and good sound of participants in Community Room
• Supplemental programming provided via editing system
• Agenda and information provided via character generator
• ADA listening devices provided
2. Impact on Visiting Audience in the Council Chamber:
• Very good reinforcement of wall, table and computer presentation materials to 90% of the
seats
• Simple -to-use tools to present materials from small or large graphics or from computer
3. Impact on Visiting Audience in the Community Room:
• Good quality camera coverage of some small types of presentation materials at lectern
• Good reinforcement of wall and table presentation materials to 90% of the seats
• Acceptable reinforcement of computer presentations to 80% of the seats
• ADA listening devices provided
4. In Control Room:
• Relocate all existing equipment
• Add one character generator for creating titles
• Add one editing system
5. In Community Room:
• Install two-way afv connections to Council Chamber
• Leave one good quality graphics presentation station
• Leave two coverage cameras
• Leave all data monitors in dais
• Leave all microphones in dais, lectem and ceiling
• Leave speakers
• Leave ADA hearing impaired system
• Add one consumer VCR
6. In Council Chamber.
• Add three new coverage cameras
• Add three new graphics presentation areas
• Add all new data monitors at dais
• Add three new data monitors for audience
• Add one new data projector for audience
• Add one wireless control system
• Add ADA hearing impaired system
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Estimated Cost: $427,500.00
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Configuration B: Based on First Level of Cuts
Changes from Features found in Configuration A:
1. Impact on Cable Audience:
• No supplemental programming provided via an editing system
2. Impact on Visiting Audience in the Council Chamber:
• Very good reinforcement of wall and table presentation materials to 90% of the seats
• Marginal quality reinforcement of computer presentation materials to 80% of the seats
3. Impact on Visiting Audience in the Community Room:
• Acceptable quality camera coverage of some small types of presentation materials with
larger type at lectern
4. In Control Room:
• Omit editing system
5. In Community Room:
• Use lower quality graphics presentation station
• Leave only one coverage camera
• Remove all data monitors in dais and reuse in Chamber
• Leave only lectern and ceiling microphones
6. In Council Chamber.
• Reuse old data monitors at dais and add only a few extras
• Use three new video-only monitors instead of data monitors for audience
• Use one new video-only projector instead of data projector for audience
Configuration C: Based on Second Level of Cuts
Changes from features found in Configuration B:
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Estimated Cost: $268,000.00
1. Impact on Cable Audience:
• None
2. Impact on Visiting Audience in the Council Chamber:
• Shares single table top graphics presentation area with staff
• Very good reinforcement of wall and table presentation materials to 80% of the seats
• Marginal quality reinforcement of computer presentation materials to 65% of the seats
3. Impact on Visiting Audience in the Community Room:
• None
4. In Control Room:
• No change
5. In Community Room:
• No change
6. In Council Chamber.
• Add only two new graphics presentation areas (omit visitor - share with staff)
• Add only one new video -only monitor for audience
Estimated Cost: $218,000.00
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Configuration D: Move all Equipment to Chamber/No Technology in
Community Room
Changes from Features found in Configuration A:
1. Impact on Cable Audience:
• Marginal quality camera and acceptable sound coverage of Council and staff, camera
shots will be 3.5' wide and wider
• Marginal to poor coverage of wall presentation materials
• No view and or sound of Community Room
• No supplemental programming provided via editing system
• No agenda or information provided via character generator
2. Impact on Visiting Audience in the Council Chamber:
• Poor reinforcement of wall, table and computer presentation materials to 70% of the seats
• Re-use fixed location control tools to present materials from small or large graphic or from
computer from predetermined location, will require staff assistance
3. Impact on Visiting Audience in the Community Room:
• No equipment in Community Room, cannot be used for extension of Council Chamber
4. In Control Room:
• No change
• Omit character generator
• Omit editing system
5. In Community Room:
• Relocate all equipment - leave no technology
6. In Council Chamber.
• Reuse three coverage cameras and lenses, raise light level in faces on Council and staff
to compensate for less sensitive cameras
• Reuse two graphics presentation areas
• Add one new graphics presentation camera lens
• Add some new data monitors at dais
• Reuse two video monitors for partial audience coverage
• Omit new data projector for audience
• Omit wireless control system
• Reuse ADA hearing impaired system
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Estimated Cost: 686,600.00
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Configuration E: Do not move Chamber /Upgrade quality of existing system
to approximate Configuration C
Changes from features found in Configuration C:
1. Impact on Cable Audience:
• Presentation materials require more handling due to less physical area to work in, may
slow program agenda somewhat
2. Impact on Visiting Audience in the Council Chamber:
• No change other than to share the limited space for presentations
3. Impact on Visiting Audience in the Community Room:
• Not applicable, Community Room would be omitted from project
4. In Control Room:
• Relocate all existing equipment Into new control room, location TBD
5. In Community Room:
• Not applicable, Community Room would be omitted from project
6. In Council Chamber.
• Replace three new coverage cameras
• Replace four audience monitors with video /data monitors
),c
Estimated Cost: $182,000.00
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Configuration A: Based on Originally Articulated Needs
This configuration Is a summary of a technology Implementation level that is recommended by the
Consultant based on the following criteria:
• Value of existing equipment
• Cost of new equipment compared to the re- installation expenditures of existing equipment based on
the existing value
• Value of providing certain new features to the City that may be required within the life expectancy of
the equipment as compared to the relocation value of existing equipment
• Complexity of bid /contract documents
• Similarity of other municipal and county projects of similar scope and completion dates
• Providing a functional and maintainable system
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Configuration A includes the following major items that are not found in Configuration B:
• An allowance for a non - linear editing system
• Support of SVGA computer and video displays in the new Chamber
✓= Recommended in this configuration. See footnotes following configuration for number
references
Discarded/ New New New New
Existing Item in Chamber /Control Room other Council Community Control Chamber
Chamber Room Room Lobbies
Coverage camera over door 11
Coverage camera on side 2 13
Coverage camera behind dais 4 15
Graphics camera over front lectem 15 7
Graphics camera over staff area 15
Microphone at front lectem 1 e
Microphones at dais 1 10
Ceiling mounted microphones 111
Ceiling mounted loudspeakers 12 1 1a
Ceiling soffit 1
2 Monitors in ceiling soffit f 14
Main dais 15 1 is
Dais desk extensions 1
2 Monitors in dais desk extensions 1 17
Data/video monitors in main dais 18 1 19
Staff control panel 125
Lights for Council 21 1
Lectern assembly 1"
All existing Control Room electronics 1"
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Configuration A Footnotes:
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1. Will be relocated for reverse shot of standing /center presenting lectern which will be closer to new
camera location and provided with higher light levels than that which will be provided on the new
council areas.
2. Existing camera is not a good choice for use in the new Chamber for Council area coverage
compared to newer technology available which is more Tight sensitive.
3. Recommend keeping camera in Community Room for basic coverage of dais area if ever used for
meetings.
4. Existing camera is not a good choice for use in the new Chamber for Council area coverage
compared to newer technology available which Is more light sensitive.
5. Recommend keeping camera in Community Room for basic coverage of lectem and audience area
for overflow and support meetings.
6. The camera will be used as graphics coverage camera in new Chamber.
7. Existing lectem to be relocated to side of Community Room so no graphics camera is required at this
location in the Community Room.
8. Will be used to cover graphics materials over relocated lectern.
9. Will be required to cover any presentation made from the relocated lectern location.
10. To remain in this scheme for use of the dais in miscellaneous meetings. Microphones would be
necessary at this location if meetings are held within the room in order to provide sound to ADA
required listening assistive devices.
11.To remain to pick up audience comments during overflow usage.
12. Existing loudspeakers are not technically appropriate in new Chamber.
13. To remain to play sound back from new Chamber and other sources such as the local VCR, etc.
14.To remain to display new Chamber graphics presentations and coverage. One would be dedicated to
coverage cameras and the second would be dedicated to graphics presentation materials. These
monitors are not directly data compatible.
15.A new millwork system has been developed for the new Chamber.
16.The function of this unit in this scheme is used as a meeting desk and as a secondary overflow
seating space.
17. These monitors are not directly data compatible.
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18. New monitors capable of popular SVGA data display standard will be provided allowing entire room to
support SVGA. Monitors will be larger (14' vs. 10") than current monitors.
19. These serve as overflow/viewing monitors at the dais half of the room since there are no other
monitors other than the two in the soffit above facing the main audience area. These monitors are
also capable of only a VGA graphics standard. It is recommended that SVGA compatibility be
installed in the new Chamber.
20. Relocated to main dais area.
21. Existing Tight fixtures not appropriate fixture for new Council Chamber or in enough quantities.
22. Relocated to side of space to free center of room for more multi- purpose uses.
23. Some new equipment and housing will be required due to increased room areas, seats and addition
of Community Room requirements.
Major equipment items required to complete Configuration A:
• 3 new coverage cameras and lenses
• 1 new graphics camera
• Additional B &W monitors
• New monitors at main dais
• New microphones at main dais
• New microphones at audience ceiling
• Video projector and screen
• Single new monitor for side audience
• Two new monitors for front area audience
• Remote pan/tilt controls and interfaces
• Pan/tilts
• Wireless room and presentation control system
• New ADA listening system (1 to stay in Community Room)
• New non - linear editing system
• New character generator (Note: $5,700 was already allotted in the City's FY 1994 budget for this item
and has not been spent to date. The estimated cost of a new character generator has been included
In Configuration A)
Note: All audience displays in Configuration A are directly data compatible and support SVGA graphics
standards.
Estimated Cost:
Electronic kterion, Inc 10 of 20
Based on the exclusion listed above, the equipment only portion, labor to install the equipment, sales tax,
cost of moving existing equipment, and projected inflation only in Configuration A is estimated to cost:
9
/7
Estimated Cost: $427,600.00
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Electronic Interiors, he 11 of 20
Configuration B: Based on First Level of Cuts
This configuration is a summary of a technology implementation level that is recommended by the
Consultant based on the following criteria:
• Project expenditure
• Providing a functional and maintainable system
✓ = Recommended in this configuration. See footnotes following configuration for number
references
Existing Item in Chamber /Control Room Discarded/ New New New New
other Council Community Control Chamber
Chamber Room Room Lobbies
Coverage camera over door /1
Coverage camera on side 1 2 3
Coverage camera behind dais 4 16
Graphics camera over front lectem 16 7
Graphics camera over staff area 1 8 9
Microphone at front lectem 110
Microphones at dais 1 11 12
Ceiling mounted microphones 1 13
Ceiling mounted loudspeakers 14 f 15
Ceiling soffit 1
2 Monitors in ceiling soffit 1 1s
Main dais 17 1 1a
Dais desk extensions 1 /
2 Monitors in dais desk extensions r / 19
Data/video monitors in main dais 1 20 21
Staff control panel 1 22
Lights for Council 23
Lectem assembly 1 24
All existing Control Room electronics J 25
Configuration B Footnotes:
10
ao
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Electronic Interiors, Inc 12 of 20
1. Will be relocated for graphics materials overhead camera at new lectem location. The quality of this
camera is lower than the existing graphics cameras.
2. Will be relocated for reverse shot of standing /center presenting lectem which will be closer to new
camera location and provided with higher Tight levels than that which will be provided on the new
council areas.
3. Direct shot of relocated lectem will not be possible - will have to depend on camera from behind dais
to share audience and lectern shot.
4. Existing camera is not a good choice for use in the new Chamber for Council area coverage
compared to newer technology available which is more light sensitive.
5. Recommend keeping camera in Community Room for basic coverage of audience and lectern areas
if ever used for meetings or remote presentations. Single camera perspective cannot provide full
coverage of entire room on dais end.
6. The camera will be used as graphics coverage camera in new Chamber.
7. Existing lectem to be relocated to side of Community Room so no graphics camera Is required at this
location in the Community Room.
8. Higher quality camera to be relocated and used as graphics presentation camera.
9. Existing lectem to be relocated to side of Community Room with existing lower quality camera to be
relocated and used for graphics presentations.
10. Will be required to cover any presentation made from the relocated lectern location.
11. To be relocated in this scheme for use at the new dais.
12. Existing dais cannot be used to hold meetings if sound is required. Absence of microphones will
disable the ability to support meetings with ADA required listening devices.
13. To remain to pick up audience comments during overflow usage.
14. Existing loudspeakers are not technically appropriate in new Chamber.
15. To remain to play sound back from new Chamber and other sources such as the local VCR, etc.
16.To remain to display new Chamber graphics presentations and coverage. One would be dedicated to
coverage cameras and the second would be dedicated to graphics presentation materials. These
monitors are not directly data compatible.
17.A new millwork system has been developed for the new Chamber.
11
ai
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Electronic Interiors, be 13 or 20
18. The function of this unit in this scheme is used as a service and utility table only or if meetings do not
require ADA compliance for listening assistance since no microphones would be provided at this
location.
19. These monitors are not directly data compatible.
20. Reused in new Chamber but will result in a design limiting all data display capability in room to VGA
standards instead of more popular SVGA. Size Is also smaller than desired (10" vs. 14").
21. OnIy one end monitor near relocated Iectem will remain to display coverage cameras from new
Chamber (so Community Room lectern presenter can see Chamber coverage activities). Lack of
monitors at dais will prevent overflowNiewing at the dais half of the room since there are no other
monitors other than the two in the soffit above facing the main audience area and the one remaining
In the side, neither of which are visible from the main dais area.
22. Relocated to main dais area.
23. Not appropriate fixture for new Council Chamber or in enough quantities.
24. Relocated to side of space to free center of room for more multi - purpose uses.
25. Some new equipment and housing will be required due to increased room areas, seats and addition
of Community Room requirements.
12
as
11-93% 10 -27 -94 01:34PM P013 #49
Sent 10127/94 13:4&03
Major equipment items required to complete Configuration B:
Electronic Interiors, he 14 of 20
• 3 new coverage cameras and lenses
• Additional B &W monitors
• Some new monitors at main dais
• Some new microphones at main dais
• New microphones at audience ceiling
• Distribution of some VGA signals
• Video projector and screen
• Single new monitor for side audience
• Two new monitors for front area audience
• Remote pan/tilt controls and interfaces
• Pan/tilts
• New ADA listening system (1 to stay in Community Room)
• New character generator (Note: $5,700 was already allotted in the City's FY 1994 budget for this item
and has not been spent to date. The estimated cost of a new character generator has been included
In Configuration B)
Note: All audience displays in Configuration B are not directly data compatible. Data images will have to
be converted down to TV quality for display which is more difficult to read in a large audience area.
These displays are not upgradable in that they will have to be replaced and new processing electronics
will have to be installed to "upgrade" the audience area to display data images directly.
Estimated Cost:
Based on the exclusion listed above, the equipment only portion, labor to install the equipment, sales tax,
cost of moving existing equipment, and projected inflation only in Configuration B is estimated to cost:
13
a3
Estimated Cost: $268,000.00
R -93% 10 -27 -94 01:34PM P014 #49
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Electronic trteriors, Inc 15 of 20
Configuration C: Based on Second Level of Cuts
This configuration is a summary of a technology implementation level that is recommended by the
Consultant based on the following criteria:
• Project expenditure
• Providing a functional and maintainable system
✓= Recommended in this configuration. See footnotes following configuration for number references
Existing Item in Chamber /Control Room Discarded! New New New New
other Council Community Control Chamber
Chamber Room Room Lobbies
Coverage camera over door 1 1
Coverage camera on side 1 2 3
Coverage camera behind dais 4 15
Graphics camera over front lectem 1 s 7
Graphics camera over staff area 1 a 9
Microphone at front lectem 1 io
Microphones at dais 1 ii 12
Ceiling mounted microphones 1 13
Ceiling mounted loudspeakers 14 1 is
Ceiling soffit
2 Monitors in ceiling soffit 1 is
Main dais 17 ✓ is
Dais desk extensions
2 Monitors in dais desk extensions ✓ is
Data/video monitors in main dais 1 20 21
Staff control panel 1 22
Lights for Council 23
Lectem assembly 1 24
All existing Control Room electronics 125
Configuration C Footnotes:
1. Will be relocated for graphics materials overhead camera at new lectem location. The quality of this
camera is lower than the existing graphics cameras.
14
ay
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Beetroot Interiors, rte 16 of 20
2. Will be relocated for reverse shot of standing /center presenting lectern which will be closer to new
camera location and provided with higher light levels than that which will be provided on the new
council areas.
3. Direct shot of relocated lectem will not be possible - will have to depend on camera from behind dais
to share audience and lectern shot.
4. Existing camera is not a good choice for use in the new Chamber for Council area coverage
compared to newer technology available which is more light sensitive.
5. Recommend keeping camera in Community Room for basic coverage of audience and lectem areas
if ever used for meetings or remote presentations. Single camera perspective cannot provide full
coverage of entire room on dais end.
6. The camera will be used as a coverage camera over the room entry in new Chamber.
7. Existing lectem to be relocated to side of Community Room so no graphics camera is required at this
location in the Community Room.
B. The camera will be used as a coverage camera over the room entry in new Chamber.
9. Existing lectem to be relocated to side of Community Room with existing lower quality camera to be
relocated and used for graphics presentations.
10. Will be required to cover any presentation made from the relocated lectern location.
11. To be relocated in this scheme for use at the new dais.
12. Existing dais cannot be used to hold meetings if sound is required. Absence of microphones will
disable the ability to support meetings with ADA required listening devices.
13. To remain to pick up audience comments during overflow usage.
14. Existing loudspeakers are not technically appropriate in new Chamber.
15.To remain to play sound back from new Chamber and other sources such as the local VCR, etc.
16. To remain to display new Chamber graphics presentations and coverage. One would be dedicated to
coverage cameras and the second would be dedicated to graphics presentation materials. These
monitors are not directly data compatible.
17.A new millwork system has been developed for the new Chamber.
15
as
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Serf 1012719413:503
19. These monitors are not directly data compatible.
Ebctronic Interiors, Inc 17 of 20
18. The function of this unit in this scheme is used as a service and utility table only or if meetings do not
require ADA compliance for listening assistance since no microphones would be provided at this
location.
20. Reused in new Chamber but will result in a design limiting all data display capability in room to VGA
standards Instead of more popular SVGA. Size is also smaller than desired (10" vs. 14").
21. Only one end monitor near relocated lectem will remain to display coverage cameras from new
Chamber (so Community Room lectern presenter can see Chamber coverage activities). Lack of
monitors at dais will prevent overflow/viewing at the dais half of the room since there are no other
monitors other than the two in the soffit above facing the main audience area and the one remaining
in the side, neither of which are visible from the main dais area.
22. Relocated to main dais area.
23. Not appropriate fixture for new Council Chamber or in enough quantities.
24. Relocated to side of space to free center of room for more multi- purpose uses.
25. Some new equipment and housing will be required due to increased room areas, seats and addition
of Community Room requirements.
' a 6
R -93% 10 -27 -94 01:34PM P017 #49
Sent: 10J27194 13:51:43
Major equipment items required to complete Configuration C:
Electronic Interiors, he 18 of 20
• 1 new coverage camera and lens
• 2 new graphic presentation cameras and lenses
• Additional B&W monitors
• Some new monitors at main dais
• Some new microphones at main dais
• New microphones at audience ceiling
• Distribution of some VGA signals
• Video projector and screen
• Single new monitor for side audience
• Remote pan/tilt controls and interfaces
• Pan/tilts
• New ADA listening system (1 to stay in Community Room)
• New character generator (Note: $5,700 was already allotted in the City's FY 1994 budget for this item
and has not been spent to date. The estimated cost of a new character generator has been included
In Configuration C)
Note: All audience displays in Configuration C are not directly data compatible. Data images will have to
be converted down to TV quality for display which is more difficult to read in a large audience area.
These displays are not upgradable in that they will have to be replaced and new processing electronics
will have to be installed to "upgrade" the audience area to display data images directly.
Estimated Cost:
Based on the exclusion listed above, the equipment only portion, labor to install the equipment, sales tax,
cost of moving existing equipment, and projected inflation only in Configuration C is estimated to cost:
:
Estimated Cost: $218,000.00
R -93% 10 -27 -94 01:34PM P018 #49
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Electronic Irdetiors, Inc:
Configuration D: Move all Equipment to Chamber /No
Technology in Community Room
This configuration is a summary of a technology implementation level that is recommended by the
Consultant based on the following criteria:
• Least cost expenditure minimum necessary to move to new Chamber with only crucial elements
added
• Providing a functional and maintainable system
Major equipment items required to complete Configuration D:
• Add one new camera lens
• Some new monitors at main dais
• Some new microphones at main dais
• New microphones at audience ceiling
• One remote pan/tilt controls and Interfaces
• one pan/tilt
Note: All audience displays in Configuration D are not directly data compatible and support only VGA
graphics standards at the dais.
Estimated Cost:
Estimated Cost: $96,600.00
19ot20
Based on the exclusion listed above, the equipment only portion, labor to install the equipment, sales tax,
cost of moving existing equipment, and projected inflation only in Configuration A is estimated to cost:
R -93% 10 -27 -94 01:34PM P019 3149
Sent 1012716413:53:24
Electronic tteriors, Inc
This configuration is a summary of a technology implementation level that is recommended by the
Consultant based on the following criteria:
MaJoroquipment items required to complete Configuration E:
,
20 01 20
Configuration E: Do not move Chamber /Upgrade quality of
existing system to approximate Configuration C
• Least cost expenditure minimum necessary to upgrade the existing Chamber to a level comparable to
Configuration C with only crucial elements added
• Providing a functional and maintainable system
• Add three new coverage cameras and lenses
• Some new microphones processing electronics to improve feedback and intelligibility problem
• Four new video /data monitors for area audience
• Wireless room and presentation control system
• New character generator (Note: $5,700 was already allotted In the City's FY 1994 budget for this Item
and has not been spent to date. The estimated cost of a new character generator has been included
in Configuration E)
Note: All audience displays in Configuration E are directly data compatible and support SVGA graphics
standards in the audience area.
Estimated Cost:
Based on the exclusion listed above, the equipment only portion, labor to install the equipment, sales tax,
cost of moving existing equipment, and projected inflation only in Configuration E is estimated to cost:
19
ay
Estimated Cost: $182,000.00
R -93% 10 -27 -94 01:34PM P020 #49
MEMO TO: ASSISTANT TO THE CITY ADMINISTRATOR HOHENSTEIN
FROM: MIRE REARDON, CABLE COORDINATOR
DATE: OCTOBER 27, 1994
SUBJECT: STAFF RECOMMENDATIONS REGARDING NEW
COUNCIL CHAMBER'S MEDIA EQUIPMENT
BACKGROUND
This memorandum provides a report on staff's findings of other
public meeting facilities' media equipment capabilities and usage,
recommendations, and general comments.
STAFF REVIEW OF OTHER CITY HALLS' MEDIA EOUIPMENT
Staff has recently inspected the Cities of Crystal's, Eden
Prairie's, Hastings' and New Hope's public meetings media equipment
capabilities. Previously, staff has also inspected, and /or is
familiar with, the media systems of Bloomington, Burnsville,
Fridley, Hennepin County, Hopkins, Lakeville, Minnetonka and St.
Paul.
Staff's main purposes for the inspections were to review the
incorporation of computer capabilities into media systems, the
lighting and camera fixtures and operations, presentation and
display design and incorporation into the media system and the
media system's general operations.
Computer Systems Design and Incorporation
• The use of computer capabilities in public meeting presentations
is primarily a new concept. Most new systems, i.e. 2 -3 years,
have computer technology incorporated into the media system.
• Where there is staff with computer technical capabilities who are
involved in the public meeting presentations, i.e. City Manager,
Department Head, etc., the system's computer capabilities are
utilized. Where staff does not have this technology under-
standing and /or training, the use of the computer technology for
public meetings has been minimal.
• Based on discussions with other cities' staffs and their
experience with the use of computer technologies in the media
systems, it would appear that the City of Eagan's current public
meetings computer technologies are adequate for now. However, it
should be assumed as the City's staff becomes more familiar with
the use of the computer technologies at hand, they will be
utilized and probably expanded.
STAFF RECOMMENDATION: The City's new media equipment design should
anticipate future expansion of upgraded data capabilities by
building into the system now the conduit and physical dimensions
36
that would allow for future expansion, i.e. dias monitor cavities
sized larger than current demand so as to accommodate future
monitor requirements. The new system does not need to be upgraded
at this time.
Lighting Fixtures and Operations
• Each public meeting area has its own unique physical
considerations, i.e. ceiling height, room dimensions and
architectural design characteristics.
• The physical considerations affect lighting requirements,
lighting placement, and the types of lighting fixtures and
cameras.
• All of these considerations must then be balanced between the
production quality desired and the associated expenses. For
example, a larger room may require more lighting and more
expensive camera lenses than a smaller room.
• Where several different types of lighting fixtures have been
combined, i.e. fluorescent, incandescent, spot, etc., the overall
"blinding" lighting effect has been reduced.
STAFF RECOMMENDATION: If possible, given the existing limitations
of the new council chamber's room dimensions and architectural
design, consideration should be given to balancing the lighting
fixture combinations to reduce a reliance on direct spot lighting
with general full lighting of the dias and presentation areas.
Presentation /Display Design & Incorporation into Media System
• None of the public media systems inspected used separate,
dedicated cameras for staff and public presentations. One area
is used primarily by staff and, if necessary, by the public. A
separate public podium is provided, but does not contain camera
and presentation capabilities.
• According to the other cities' staffs, the majority of presenta-
tions are done by staff and when the public needs to have
material presented, it either gives it to staff for display or
the public is assisted by staff to display it. The sharing of
one presentation area has not caused any problems.
• As with our current council chambers, Electronic Interiors'
current council chamber design incorporates two presentation
areas, one for staff and one for public. Each display area
requires its own camera which would be adjacent to each other.
Based on other cities' media systems' experience, these areas
could be combined.
• In many of the newer public meeting media systems, the public or
audience monitors /screens are used only during presentation
displays; the assumption being that the chamber audience can see
3/
those speaking. Council and staff dias monitors are on
throughout the evening and incorporate all public meeting
situations.
• Some cities have been able to reduce a couple of monitors
required, i.e. front row monitors, with the audience expected to
view the other large presentation monitors in the room. In
several instances, a screen with an overhead television projector
is used that only comes down during presentation time and goes
back up when not in use.
• If there is to be a reliance on fewer audience monitors, the
remaining monitors must both be sufficiently large to allow for
viewing from all areas and be strategically located to ensure the
same.
STAFF RECOMMENDATION: Staff recommends: 1) that the currently
designed public presentation area be incorporated into the staff
presentation area, thus reducing the need for one presentation
camera, while at the same time, enlarging the display area; and 2)
that consideration be given to eliminating the two audience
monitors at the base of the dias as long as the remaining audience
monitors are sized and situated to provide sufficient viewing for
all audience members.
GENERAL OBSERVATIONS AND COMMENTS
• Electronic Interiors' October 27 report is based on numerous
discussions with staff, including those who currently use the
council chamber's media equipment during public meetings,
previous meetings with the City Council, the space dimensions and
architectural design of the new council chamber, and the firm's
experience with other public meeting facilities.
• It is my suggestion that it might assist the Council in its
consideration of the different configurations contained in the
Electronic Interiors' report, if the Council establish priorities
as to how it sees the media equipment being used. For example,
the following areas and /or activities may be prioritized, in no
particular order: cable television audience, public meeting
audience, City of Eagan's future programming activities,
community room use, staff training, and general room use.
• Given the expense associated with Electronic Interiors'
configurations, it is staff's assumption that an editing system
will not be included with the new control room design. It needs
to be noted that the elimination of an editing system greatly
reduces the ability to produce programming by staff. For
example, the new City Watch program is edited in Burnsville.
This may work on a temporary basis, but any expansion the City
desires for Eagan- specific programs does require editing
capabilities. Staff requests the Council consider that space and
design of the control room allow for expansion of editing by no
later than 1996, if not with the new design.
.3a
• At the Eagan City Council September 27 work session, several
Councilmembers noted their desire to incorporate character
generated titling during the public meeting. It should be noted
that titling was removed as an alternate bid from the 1992
equipment bid package by the City Council. Included in the 1994
City budget is $5,700 in funding to purchase titling equipment.
Staff has put this on hold until the entire design package for
the new council chamber has been determined to ensure that the
new titling equipment is compatible with any future equipment
considerations.
CLOSURE
It is my intent to be at the November 1 City Council work session
to address any concerns the Council may have regarding this
memorandum or any input they desire from me. Should you have any
questions prior to the meeting, please do not hesitate to contact
me.
MR /vmd
A
Cable coordinat'or
33
MEMO
city of eagan
DATE: OCTOBER 21, 1994
TO: TOM HEDGES, CITY ADMINISTRATOR
FROM: KEN VRAA, DIRECTOR OF PARKS & RECREATION
0 DOROTHY PETERSON, SUPERINTENDENT OF RECREATION
SUBJECT: MUNICIPAL CENTER COMMUNITY ROOM
The purpose of this memorandum is to provide information concerning the anticipated utilization of the
Municipal Center Community Room. The basic premise for this memorandum is that the new community
room will replace the space currently available in the Fire Administration Building.
Community Room Equipment Needs:
• Video equipment: VCR, TV monitors
Examples of uses:
—Staff training sessions
—NYSCA coaches certification clinics
—Fire department training
— Senior citizen programming
• Podium, TV camera, Microphone, ADA considerations
Examples of uses:
— Staff training sessions
— Interactive communication to council chambers for overflow audience
— Amplification for large group meetings
• Tables and chairs
Community Room Set -Up:
Experience with the Fire Administration Building community room has been that the most efficient basic
configuration is open space, stacked tables and chairs. Each user group sets up and takes down, based
on the planned activity.
Examples of user groups in various set up configurations:
• Tables and chairs
— Senior citizens pot luck lunches
—55 /Alive safe driving seminars
— Babysitting/latch key clinics
— Elections
—Small group meetings
—Fire Department training
3y
Page -2-
• Row seating
—NYSCA coaches clinics
—Adult athletic manager's meetings
—All employee meetings
— Police training seminars
— Neighborhood homeowner's association meetings
—Overflow seating for City CounciVCommission meetings
• Open space
— Recreation programs
Examples of inquiries from the public conceming community room space:
• Scout troops seeking weekly evening or after school meeting space at no cost
• Mission churches seeking long term meeting space
• Homeowners Associations, semi - annual meetings
• Garden Club — plant sale
• Medica Insurance and other businesses for informational meetings
• Political groups, regular meeting space
• Youth athletic association fund raisers
• Day care groups — parties
• Wedding; anniversary receptions
• Daycare provider group meetings
• Family reunion /social gatherings in an enclosed space
• Congressional town meetings
• Meetings by other units of government
Anticipated demand for use of the municipal center community room space:
• Activity currently held in the Fire Administration Building community room and informal meetings now
held in the council chambers on a space available basis will compete for access.
• Availability of the new council chambers as a meeting space for city departments official meetings is
important.
• Events such as the annual rabies clinic may need to be discontinued.
• Most, if not all, user groups seek access to kitchen facilities to brew coffee, prepare soft drinks for
children and to serve cookies, etc.
Summary:
The space needs include chairs, tables, VCR, TV monitors, TV interaction with the new council chambers
and microphone amplification.
It appears that the potential demand for access to use of the new municipal center community room will
be significant. Consolidation of current community room activity with current city hall meeting activity may
provide limited opportunity for the general public to use the space.
Staff recommends that in the near future a categorization and prioritization of user groups be prepared for
the new community room. This was done a number of years ago for the Fire Administration community
room. The city council's policies for use of the room would be reflected by the document.
DP:KV/lk
LIWCOMMROOM.USE
35