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HomeMy WebLinkAboutSP February 23, 1995 CITY of ANDOVER Special City Council Workshop - February 23, 1995 1. Call to Order - 7:00 p.m. 2. New City Hall Discussion 3. Adjournment I '~ CITY of ANDOVER 1685 CROSSTOWN BOULEVARD NW. . ANDOVER, MINNESOTA 55304. (612) 755-5100 SPECIAL CITY COUNCIL MEETING - FEBRUARY 23, 1995 MINUTES A Special Meeting of the Andover City Council was called to order by Mayor Jack McKelvey on February 23, 1995, 7:05 p.m., at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota, to discuss plans for a new City Hall. Councilmembers present: Dehn, Jacobson, Knight (arrived at 7:20 p.m. ), Kunza Councilmembers absent: None Also present: City HaIl Committee member, Larry Dalien City Administrator, Richard Fursman Others The Council first walked through the City Hall offices to view the arrangements of the various departments and familiarize themselves with the special needs and operations at the present time. (Councilmember Knight arrived at this time, 7:20p.m.) David Kroos and Paul Mickelberg represented the firm of Boarman Kroos Pfister Rudin & Associates. Mr. Kroos reviewed the study process to date, their assessment of the City Hall space needs, the Seniors area space needs and the space needs of a potential future police facility. They did review the existing facilities and found if the building were to remain, it would be very labor intensive and almost cost prohibitive. To try to do anything with the building, it would basically have to be gutted, with the electrical and mechanical redone, insulation brought up to code, plus the water and air quality addressed. plus there is still the same space limitations. Mr. Mickelberg reviewed the site analysis to locate a new City Hall facility, Senior Center and future police facility on the existing site. They looked at the existing site at the direction of the Staff, plus it is land already owned by the City so there would be no land costs involved in the project. Another desire was to centralize the municipal functions in one location versus scattered throughout the community. The suggestion is to construct the City Hall facilities in the southeast corner of the existing parcel, which will allow the City to utilize the remaining parcel for recreational facilities in conjunction with the schools to the north and to the south. A pathway could link the recreational complex to the public buildings. Also, there is room for additional expansion in the future if needed. The question is where does the community want to be in the next 10, 20, 40 years, because what is designed now will impact that. This location also has easy access from two county roads running through the City. In specifically locating the new building, the key issue was to avoid the existing building. That way the City offices can continue to function without relocation expenses during the construction of the new facility. Because there will be no access from Hanson Boulevard, the access will have to take place to the south of the site. fY\ ~ ~,__ '3}1/9-> -~.- -~--------- ,- 0 Special Andover City Council Meeting Minutes - February 23, 1995 Page 2 Mr. Mickelberg then reviewed three options for a City Hall facility with a Senior center. Being cognizant of the power lines and the school structures to the north and to the south, they suggested focusing on the Council chambers, that the facility would take on the appearance of a municipal government as opposed to the other two public buildings. In discussing long-term needs for office space and a police department, Mr. Carlberg noted the Metropolitan Council has projected an ultimate population in Andover of 38,000 to 40,000. Mr. Kroos stated the size of a police department is not always based on population. It can depend on the community itself, as bedroom communities do not need as much staffing as those with a lot of commercial areas. Mr. Mickelberg when on· to explain that Option A is a two-story, which allows for additional space and would be the easiest to expand in the future without utilizing more land area. Option B and Option Care one- level facilities. Mr. Kroos explained a two-story structure is not necessarily less expensive than a one story because of the need for an elevator, stairs and the mechanical distribution. In the conceptual project budget, they did not address the difference of a one- versus two-story facility. Constructing a basement will provide additional storage space, and the cost will depend on how the basement is finished. Even with a basement, an elevator is needed. In discussing the funding for a Senior center, Mr. Carlberg stated CDBG funds were used to construct the existing Senior center. He would have to research as to whether CDBG funding would be available to construct another one. The concern of the Council was if CDBG funds are used, the Council is unable to use the facility for City meetings. Discussion also noted that with the expanded proposal of Option A, the one ball diamond would be removed and either abandoned or located elsewhere in the City. It was pointed out that it is not a full-sized field, that it is nonconforming. The hockey and skating rinks would also have to be relocated, though they could still remain on site. Mr. Mickelberg then reviewed the expanded development of Option A and the potential layouts of the various departments, meeting rooms, entry, Council chambers, etc. Engineering and Building, which has the most public contact, would be on the main level. Administration would be on the second level. A basement is suggested for added storage. Mr. Fursman noted the Needs Assessment Study shows an estimated increase in Office Staff by another one-third as the City grows. He felt they are understaffed now, and they would try to upgrade their ability to use technology to be more productive. Staffing will depend on whether the City will continue to contract some of its functions or decide to do them in-house. Mr. Mickelberg also explained that storage needs can also be addressed with more efficiency with the use of efficient work stations, microfiche, etc. That is also part of the reason to look at constructing a basement. He noted there are other options for the location of the receptionist, but a large lobby area is needed outside of the Council chambers to accommodate those coming to the facility. Mr. Kroos then reviewed the conceptual project budget. I Special Andover City Council Meeting Minutes - February 23, 1995 Page 3 The Council then discussed various aspects of the proposed project. Councilmember Jacobson wondered if the City shouldn't be constructing the City Hall in the commercial area off of Bunker Lake Boulevard since it will be acquiring some of the land there. Mr. Carlberg explained the Comprehensive Plan talks about a center-city concept, to create a focal point at this location which includes the municipal buildings, park development and other public facilities. That was before the school district approached the City to purchase a portion of the City's property immediately south of Crosstown Boulevard. That is why Staff directed the firm to look at the existing site. Mr. Fursman also pointed out the discussions of the previous Councilmembers on the committee also was to look at this site first. Mr. Fursman explained the financing was discussed with the Council before beginning this process. The proposal is to construct a new facility with little impact on the present tax structure. The assessments for the extension of the sewer pipe from its existing location at the southern line of City Hall Complex #2 north to the northern property line of the City Hall site will amount to over $1 million. The actual cost will be about half that amount. The City is proposing to use TIF funds to pay its share of the assessment. The school district will be assessed the rate, which will amount to approximately $565,000. That money will go directly to the City, plus the school district will be purchasing the City's property immediately south of Crosstown Boulevard for approximately $175,000. The proposal is to use the over $700,000 as a cash payment down on the building or to hold it for payments on the bond. The suggestion is to have the EDA bond and pay for the building, then lease it back to the City for monthly payments over 10, 15, or 20 years. That $700,000 could be used to make those monthly payments over the first five years. After that, the recent Fire Department bond will be paid off; and the money collected for that bond could be shifted to pay for the building with minimal impact on the tax capacity rate. At the end of the lease period, the EDA would probably sell the building to the City for $1. Council then discussed a "community center" as opposed to a Senior center, several expressing the need to provide additional meeting space, additional activities, a focal point of the community. After some discussion, direction was given to BKPR that the Senior center should be more of a community center, that there should be flexibility for additional meeting rooms, possibly making that portion of the facility larger. Adding other public facilities such as a library or post office to the community center should also be considered. The Council also felt additional meeting rooms are needed in the City Hall and asked that BKPR look at making the Council chambers more flexible to allow fOr more than one meeting to be held at the same time. Generally the Council preferred the building to be located as shown in the southeast corner where it would be the most visible to the residents. They also agreed to Option A for the facility, two stories with a basement. The two story was preferred because it is unique in comparison with the schools on either side, it utilizes less land space which in turn can be used fOr recreation, it is the easiest to expand in the future, and there is an energy saving in a multi-level facility. The importance of a high- quality facility was stressed. --- --._.~-- -- ------ --. ----.---- Special Andover City Council Meeting Minutes - February 23, 1995 Page 4 Mr. Kroos stated they have enough direction to continue working with Staff to fine-tune the proposal, give further consideration of specific space needed, and develop a scale model for residents to view during the public hearings. He predicted a time table of Spring, 1996, construction, though they were comfortable with speeding up the process. Mayor McKelvey suggested if fall construction is being considered, the public hearings should be held in April or May before school is dismissed. The majority of the Council preferred to hold the public hearing(s) at the City Hall so residents can see the existing facilities. They also preferred to have a special newsletter mailed to the residents to inform them of the proposal and the public hearing date or dates. Another suggestion was to mail a flyer with the utility billing in the urban area. The public hearing(s) would be held the second or third week in April. Mr. Kroos agreed, stating they will work with Staff and have one more meeting with the Council before the public hearing. MOTION by Dehn, Seconded by Knight, to adjourn. Motion carried unanimously. The meeting was adjourned at 9:43 p.m. Respectfully s~~!~_~ . 'l~~c~~~- rUC/L Recording Secretary - --. - -- ._- --- -- --------- -