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09/06/1994 - City Council Special O(.2O MINUTES OF A SPECIAL MEETING OF THE EAGAN CITY COUNCIL Eagan, Minnesota September 6, 1994 A Special City Council meeting was held on Tuesday, September 6, 1994 at 5:00 p.m. In the lunchroom of the Eagan Municipal Center. Those in attendance were Mayor Egan and City Councilmembers Awada, Hunter, Masin and Wachter. Also present were Parks and Recreation Director Ken Vraa, Finance Director Gene VanOverbeke, Police Chief Pat Geagan, Community Development Director Peggy Reichert, and City Administrator Tom Hedges. REVIEW PLANS & SPECIFICATIONS/CIVIC ARENA PROJECT REVIEW RESULTS OF REVENUE VERIFICATION FOR THE EAGAN CIVIC ARENA CAMPAIGN Administrator Hedges gave a brief introduction, explaining that the Council subcommittee formed to review the design and development plans for the Civic Arena met on August 30 and reviewed with the architect a variety of alternatives to be considered to stay within the $1.9 million budget. He also noted that the verification of the Civic Arena Fundraising pledges has been completed. He stated there are several policy decisions that need to be made, one of which Is whether the architect fee reduction of $34,000 should be Included as part of the fundraising goal. Councilmember Hunter noted that the Council needs to acknowledge the successful completion of the fundraising verification. He noted that the report is very thorough, and he feels the Finance Department did an excellent job of verifying pledges and evaluating the various risks. Administrator Hedges added that once the Council acknowledges the fundraising goal, the Civic Arena Fundraising Committee can start to collect pledges. Parks and Recreation Director Vraa reviewed the reductions that were already made at the schematic phase, and possible additional items that can be bid as alternates to allow maximum flexibility and still stay within the budget amount. Paul Dahlberg, of ACC, showed slides of various building exteriors. After some discussion, Councilmember Wachter stated he feels the City should go ahead with competitive bidding. Other Council members concurred. Mr. Dahlberg then reviewed the plans, and explained how they can slightly reduce the size of the building to reduce costs. By taking three feet off of the building, a youth locker room would be eliminated, along with the storage area for one of the locker rooms. The seating capacity would be reduced to 500. Councilmember Awada asked whether the elevator Is necessary for ADA regulations. Hunter concurred, inquiring why an elevator would be needed If adequate facilities are provided on the lower level. Mr. Dahlberg indicated that ADA regulations recommend an elevator; however, he feels it will be made a requirement In the near future. The plans call for the elevator shaft, and space for mechanical equipment; the actual elevator could be added later. It would be much more expensive to add an elevator later if space Is not provided at this stage. Hunter suggested the shaft be put in, and Install the elevator at a later date. Wachter concurred, noting he received a call from Mike Gresser Indicating he would like to take the place of E & V as construction manager. Administrator Hedges noted that Mr. Gresser couldn't be both the construction manager and a bidder. Some discussion followed. Councilmember Wachter asked why the architect is proposing to make the building smaller. Mr. Dahlberg stated he feels the larger project may not stay within the budget. He doesn't think the smaller design will jeopardize the use of the facility. 00f Z a I EAGAN SPECIAL CITY COUNCIL MINUTES; SEPTEMBER 6, 1994 PAGE 2 Mr. Dahlberg reviewed some of the things that could be done to reduce costs. Some of those Included using block Instead of ceramic tile In the restrooms; pouring the concrete for the seating, but not installing the benches until a later date; changing the roof to a long span steel joist roof; leaving out Installation of the elevator to a later date; reducing the size of the building by three feet; and eliminating the scoreboards, but install the electrical for them. That would bring the budget to approximately $1,895,500. Mayor Egan asked what the insulation value difference Is between the two types of roofs. Mr. Dahlberg responded the Insulation factor is the same with either roof. A preliminary budget was distributed and discussed, along with a discussion on the alternates. Mayor Egan noted there Is nothing in the budget for equipment for offices and concession areas. Wachter stated he doesn't feel the concessions should be eliminated. He feels concessions could play a large role In whether the project Is successful. Some discussion followed on the type of equipment that would be needed for concessions. Councilmember Awada suggested that used restaurant equipment be used. Mr. Dahlberg reviewed the project schedule. Administrator Hedges noted that the design services reduction by ACC In the amount of $34,000 was Included by the Civic Arena Fundraising Committee as part of the money raised. The committee also included the reduced amounts of prospective bidders. It Is unknown whether these companies will bid, and whether they will be the low bidder. The Council needs to decide whether these amounts can be included in the fundraising goal of the committee. Councilmember Hunter stated he feels the City needs to proceed based on the successful completion of the audit. He feels the committee has done their job, and the amount exceeds their goal. He feels that the reduced bid amounts are part of a work package, noting that if a bid comes in high, the committee is not responsible for the overage, so they shouldn't be able to claim bid reductions either. He then suggested that the Council declare the $34,000 savings disallowed from the fundraising toals. Awada and Egan concurred. Wachter stated he feels competitive bidding will take care of the reductions. If someone else wants to bid lower than that proposed by these companiess, the community will be even better off. Masin concurred. Hunter reiterated that the audit was very thorough, and the Finance Department did an excellent job of analyzing these pledges. Administrator Hedges referred to the discrepancy In the audit relating to Coca-Cola's pledge derived from concession sales. Brad Schmidt of the Civic Arena Fundraising Committee indicated they have made attempts to clarify that pledge, but haven't been able to confirm it yet. The meeting adjourned at 6:30 p.m. DLP September 6, 1994 64ruLIA 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). The City of Eagan is committed to the policy that all persons have equal access to its programs, services, activities, facilities and employment without regard to race, color, creed, religion, national origin, sex, disability, age, marital status or status with regard to public assistance.