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Home My WebLink About04-08-08 Council PacketCITY COUNCIL JOINT WORKSESSION WITH CITY HALL CITIZEN'S ADVISORY COMMITTEE TUESDAY, APRIL 8, 2008 5:00 P.M. 1. City Hall Final Report and Recommendation II. Adjourn CITY OF OAK PARK HEIGHTS 2008 Board of Appeal and Equalization The Oak Park Heights City Council will be holding the 2008 Board of Appeal and Equalization from 6:00 pm to 7:00 pm, Tuesday April 8 2008 at the Oak Park Heights City Hall. 7:10 p.m. III. Visitors /Public Comment 7:20 p.m. V. Public Hearings None 7:20 p.ln. VI. Old Business 7:45 p.m. VII. New Business None 7:45 p.m. VIII. Adjournment CITY OF OAK PARK HEIGHTS TUESDAY, APRIL 8, 2008 CITY COUNCIL MEETING AGENDA 7:00 P.M. 7:00 p.m. I. Call to Order /Pledge of Allegiance /Approval of Agenda Estimated tunes 7:05 p.m. H. Department /Council Liaison Reports A. Planning Commission B. Parks Commission C. Cable Commission D. Water Management Organizations E. Other Liaison /Staff reports Recycling Award (1) This is an opportunity for the public to address the Council with questions or concerns on issues not part of the regular agenda. (Please limit comments to 3 minutes in length.) 7:15 p.m. IV. Consent Agenda (Roll Call Vote) A. Approve Bills & Investments B. Approve City Council Minutes — March 25, 2008 (2) C. Disposal of Building Official Vehicle — 2000 Ford Expedition (3) A. City Hall Facility — Citizen's Advisory Committee -- Final Report and Findings (4) B. City I -Iall Facility — Discussion of 13481 60 Street N. (Montenari Building) (5) C. Discuss and Potentially Respond to Rep. Michelle Bachmann's 3/11/08 Correspondence (6) This Page is Left Intentionally Blank. Meeting Date April 8, 2008 4.) Oak Park Heights Request for Council Action Agenda Item Recycling Award Time Required o Agenda Placement Visitors /Public Comment Originating Department / Requestor Administration /Jennifer Thoen Requester's Signature Action Requested Receive Information Background /Justification (Please indicate any previous action has been taken or if other public bodies have been advised). April 3, 2008 Richard and Ina Meyer 5710 Newberry Ave. N. Oak Park Heights, MN 55082 Dear Mr. and Mrs. Meyer: Thank you for participating in the City's recycling program. As an incentive to recycle and to increase fire prevention awareness, the City rewards two residents each month with their choice of an award of $25.00 or a fire extinguisher and /or smoke detector(s). Your residence was checked on Thursday, April 3, 2008 to determine if you had your recycling bin out with your regular garbage. Your recycling was out and ready for collection; therefore, you are one of this month's winners. Please contact me at 439 -4439 at your convenience to arrange for delivery of the reward of your choice. On behalf of the Oak Park Heights City Council, thank you for participating in the City's recycling program. Congratulations! CITY OF OAK PARK HEIGHTS 14168 Oak Park Boulevard No. • P.O. Box 2007 • Oak Park Heights, MN 55082 -2007 • Phone: 651/439 -4439 • Fax: 651/439 -0574 Jennifer Thoen Administrative Secretary /Deputy Clerk Tree City U.S.A. April 3, 2008 CITY OF OAK PARK HEIGHTS 14168 Oak Park Boulevard No. • P.O. Box 2007 • Oak Park Heights, MN 55082 -2007 • Phone: 651/439 -4439 • Fax: 651/439 -0574 George Hoeppner 6175 Paris Ave. N. Oak Park Heights, MN 55082 Dear Mr. Hoeppner: Thank you for participating in the City's recycling program. As an incentive to recycle and to increase fire prevention awareness, the City rewards two residents each month with their choice of an award of $25.00 or a fire extinguisher and /or smoke detector(s). Your residence was checked on Thursday, April 3, 2008 to determine if you had your recycling bin out with your regular garbage. Your recycling was out and ready for collection; therefore, you are one of this month's winners. Please contact me at 439 -4439 at your convenience to arrange for delivery of the reward of your choice. On behalf of the Oak Park Heights City Council, thank you for participating in the City's recycling program. Congratulations! Jennifer Thoen Administrative Secretary /Deputy Clerk Tree City U.S.A. This Page Is Left Intentionally Blank. Meeting Date April 8, 2008 Requester's Signature 4r A Oak Park Heights Request for Council Action Agenda Item Approve City Council Minutes — March 25, 2008 Time Required o Agenda Placement Consent Originating Department / Requestor Administration /Jennifer Thoen l Action Requested Approve Background /Justification (Please indicate any previous action has been taken or if other public bodies have been advised). CITY OF OAK PARK HEIGHTS 7:00 P.M. TUESDAY, MARCH 25, 2008 CITY COUNCIL MEETING MINUTES 1. Call to Order /Pledge of Allegiance /Approval of Agenda: The meeting was called to order at 7:00 p.m. by Mayor Beaudet. Present: Councilmembers Abrahamson, Doerr, Swenson and McComber. Staff present: Administrator Johnson, City Attorney Vierling and City Engineer Postler. Absent: City Planner Richards Councilmember McComber, seconded by Councilmember Doerr, moved to approve the Agenda. Carried 5 -0. 1l. Department /Council Liaison Reports: A. Planning Commission: Councilmember Abrahamson reported that the Planning Commission failed to have a quorum for the last meeting. He stated that the Public Hearing for the Comprehensive Plan will take place at the next meeting. B. Parks Commission: Councilmember McComber reported that the Parks Commission met on March 10. She reported that the commission appointed Chuck Dougherty as Chair and Beth Nelson as Vice Chair. McComber reported that the next meeting will be on April 21 at 6:30 p.m. at City Hall. C. Cable Commission: Councilmember Doerr reported that the next scheduled commission meeting is April 16' He stated that it will commence with the annual meeting with the regular meeting following. D. Water Management Organizations /Middle St. Croix: Mayor Beaudet reported that the Middle St. Croix WMO's next meeting is on Thursday, April 10, 2008 at 7:00 p.m. at the Washington Conservation District Office. E. Other Liaison /Staff Reports: Councilmember McComber reported that she attended the CVB meeting on that date and that they worked on a strategic plan for timelines. She stated that she will provide a copy to be placed in weekly notes for the council to review. Councilmember Doerr reported that a resident wanted him to pass on to the Parks Commission and the Public Works Department that they have done a great job on the parks and the ice rinks. III. Visitors /Public Comment: Pamela Wicklund of 5643 O'Brien carne forward and read a letter she sent to the City opposing an expansion of City Hall and the parking lot. Her main concerns were the possibilities of losing the green space and access to the trail system. A. Recycling Award: Administrative Secretary Thoen reported that Jim and Char Bonse of 14775 Upper 55` Street North were chosen as the recycling award winners. B. Foreclosure Prevention /Counseling — Presentation by 1 -IRA Deputy Director Rich Malloy: Mr. Malloy provided a PowerPoint presentation. He stated that their program is designed to help people before the foreclosure sign goes on the door. He stated that they received grants which allowed them to hire two certified mortgage counselors to assist people who are going into foreclosure. IV. Consent Agenda: City Council Meeting Minutes March 25, 2008 Page 2 of 5 Councilmember McComber suggested that the HRA phone number be placed on the City's website. City Administrator Johnson reported that Mr. Malloy prepared an insert for the City newsletter that will be mailed to each residence in Oak Park heights. A. Approve Bills & Investments B. Approve City Council Minutes — February 26, 2008 C. Wal -Mart Donation to Police Dept. D. G 0 Improvement Bonds of 1998 — 1. Approve Source for Retirement of Bonds; 2. Approve closing of Bond Fund; 3. Approve Transfer of Assessment Roll from Bond Fund to Capital Revolving Fund E. Schedule Worksession for April 22, 2008 at 6:30 p.m. to review the 2007 Annual Financial Report F. Approve New /Transfer of On -Sale and On -Sale Sunday Intoxicating Liquor Licenses far Applebee's Restaurants North LLC dba Applebee's Neighborhood Grill & Bar G. 2008 Board of Review Meeting — Televising Status H. Appoint Mr. Eric Eaton to the Oak Park Heights Internship Program I. Purchase 2008 Ford Focus — New Building Inspection Vehicle Councilmember McComber requested that Item E be pulled for discussion. Councilmember McComber, seconded by Councilmember Doerr, moved to approve the Consent Agenda. Roll call vote taken. Carried 5 -0. City Council Meeting Minutes March 25, 2008 Page 3 of 5 Councilmember McComber stated that she will not be able to attend the worksession on April 22. She requested that the worksession be rescheduled to another date. Mayor Beaudet stated that staff can check with Dave Mol to see if he can appear prior to the first council meeting in May, and if not, the worksession will stay on April 22. V. Public Hearings: None Vl. Old Business: A. City Hall Facility — Discuss /Set Worksession with the City Hall Citizen's Advisory Committee: Mayor Beaudet, seconded by Councilmember Swenson, moved to schedule a worksession with the City Hall Citizen's Advisory Committee and the City Council for 5:00 p.m. on April 8, 2008. Carried 5 -0. The worksession will be televised. B. STI -I 36 Frontage Roads: City Administrator Johnson stated that he received a draft agreement from MnDOT regarding the frontage road. Councilmember McComber requested that MnDOT expand on the agreement to provide more of a description of "minor" and to clarify what maintenance is expected to be done by the City. Mayor Beaudet stated that he would like more information on how Stillwater and Oak Park Heights would work together on snow plowing the frontage roads. Beaudet also stated that he would like to see an end date on the agreement. Councilmember Abrahamson stated that he was confused on why the City should have to enter into any agreement to maintain a road that is owned by the state. City Administrator Johnson confirmed that the council essentially will only agree to take over sanding and snow plowing. Mayor Beaudet stated that the City Administrator should have continued conversations with MnDOT. C. 5502 Osgood Ave Property: City Administrator Johnson stated that he provided draft RFPs in the City Council packet for that evening. Councilmember McComber stated that a 90 -day timeline on the RFP is reasonable in order for the home to be removed prior to next winter. City Administrator Johnson reported that he spoke with an asbestos investigator and he stated it would be approximately $ 1,650 to do an asbestos site review on the property. City Administrator Johnson stated that he also provided the council with a rough estimate on what a vacant lot would sell for in Oak Park Heights should the council decide to sell a parcel of the property. He stated that a vacant 1/3 — 1/4 acre lot would sell for approximately $1 00,000 to City Council Meeting Minutes March 25, 2008 Page 4 of 5 $150,000 based on comparison to vacant lots in Stillwater and Bayport and a vacant lot within the City of Oak Park Heights. Mayor Beaudet, seconded by Councilmember Swenson, moved to approve the RFP for removal, the RFP for demolition if necessary, and to approve up to $2,000 for an asbestos investigation. Carried 5 -0. Councilmember Abrahamson questioned whether the funds would come out of the park fund. Councilmember McComber questioned whether the cost for demolition would come out of the park fund as well. City Administrator Johnson stated that they both would come from the park fund. D. Rental Registration and Inspection Program: City Administrator Johnson stated that staff was not seeking approval of the documents that evening; rather they wanted council to review them. He stated that staff will be seeking written comments from landlords who may be affected by the program. VII. New Business: A. Discuss and Potentially Respond to Rep. Michelle Bachmann's 3/11/08 Correspondence: Councilmember Doerr stated that he placed this item on the agenda to see what council thought about applying for the grants stated in the letter. He said that he has since learned from Mayor Beaudet that there is a good chance that Rep. Bachmann will be attending a City Council meeting in May. Mayor Beaudet stated that Bachmann will confirm whether she will attend by the next City Council meeting. Councilmember Doerr, seconded by Councilmember McComber, moved to postpone this agenda item to the April 8 meeting. Carried 5 -0. B. Discussion of Park & Trail Improvements Park Recommendations: Councilmember McComber stated that the Parks Commission requested feedback on why the council did not follow the commission's recommendation. Beth Nelson, Parks Commission Council Representative, came forward and stated that they based their recommendations on a survey that was sent out. She stated that the survey results showed that the tennis courts were a low priority. Councilmember Swenson stated that he felt the tennis courts would get more use if they were in better shape. Mayor Beaudet stated that the list of projects could come back to the Parks Commission for further review and recommendation once the bids come back. He stated that there is approximately $300,000 for budgeted projects so the projects would not come out of park funds. City Council Meeting Minutes March 25, 2008 Page 5 of 5 C. Authorize City Participation in the U.S. Mayor's Climate Protection Agreement: City Administrator Johnson stated that the agreement outlines various targets and policies that a city should consider as it reviews purchases, land use and other typical issues faced by local governments. Councilmember Abrahamson questioned whether there would be any costs to the City to participate. City Administrator Johnson stated that there is no fee to join. Councilmember Abrahamson noted that there may be costs associated with meeting the Kyoto Protocol targets suggested in the agreement. Councilmember McComber suggested that the City would strive to sleet the targets; however it is not a requirement. City Administrator Johnson noted that the City already follows many of the items in the agreement. Councilmember McComber, seconded by Councilmember Swenson, moved that the City participate in the U.S. Mayors Climate Protection Agreement. Carried 5 -0. D. OPH — Washington County Agreement on Road Limits and Reconstruction of 62 Street and Oxboro Ave.: City Administrator Johnson stated that an agreement has been drafted that allows the County to exceed the road limits on 62 Street and Oxboro Avenue in exchange for the County's commitment to reconstruct those streets not later than December 31, 2011. VIII. Adjournment: Councilmember Abrahamson, seconded by Councilmember McComber, moved to authorize the City Administrator and the City Attorney to negotiate an acceptable agreement between the City and Washington County and to authorize the Mayor and Administrator to execute such document once negotiations are finalized. Carried 5 -0. Councilmember Abrahamson, seconded by Mayor Beaudet, moved to adjourn at 8:05 p.m. Carried 5 -0. Respectfully submitted, Approved as to Content and Form, Jennifer Thoen David Beaudet Administrative Secretary /Deputy Clerk Mayor Meeting Date April 8 2008 Time Required: 1 Minute Oak Park Heights Request for Council Action Agenda Item Title: Disposal of Building Official Vehicle - 2000 Ford Expedition. Agenda Placement Consent Agendas Originating Department/Requestoi;'" ,;uric Johnson City Administrator Requester's Signature Action Requested Authorize Staff to dispose of Building Inspector Vehicle — Ford Expedition via auction. Background /Justification (Please indicate if any previous action has been taken or if other public bodies have advised): The City has contacted Joe Peltier from St. Croix Specialties in Stillwater regarding the auction of the 2000 Ford Expedition. This is the same firm that the Police Dept. uses to sell police vehicles. St. Croix Specialties will list the vehicle on Crash Toys .com. A minimum bid can be set on the vehicle and the new fee schedule for listing and selling the vehicle is a $200.00 flat fee as opposed to a percentage. Lastly, upon the sale these funds would be returned to the City's general fund. (This firm has been excellent to work with and bids have come back very favorable, we anticipate, although it is speculative better than $2.500.00) This Page is Left Intentionally Blank. Please review the enclosed: Oak Park Heights Request for Council Action Meeting Date April 8th, 2008 Time Required: 10 Minutes Agenda Item Title: City Hall Facility — Citizen's Advisory Committee — Final Report and Findings. Agenda Placement Old Business •, Originating Department/ estor Eric Johnson, City Administrator Requester's Signature Action Requested Discussion, Possible Action Background/Justification (Please indicate if any previous action has been taken or if other public bodies have advised): 1. Citizen's Advisory Committee - Final Report and Recommendations. 2. Final Report from Architect Randy Engel — 4/1/08 w/ Revisions. This item is to be discussed at the 5pm Worksession preceding the April 8th meeting. Four Citizen Members: City of Oak Park Heights Citizen's Advisory Committee -- Oak Park Heights City Hall Final Report and Recommendations: In January 2008, the City Council for the City of Oak Park Heights appointed a Citizen's Advisory Committee to explore and investigate the issues and solutions related to the future of the Oak Park Heights City Hall and possible building replacement/updating options. This group, consisting of 7 members, (two City council members, one planning commissioner, one park commissioner and four public members), met on six (6) occasions and discussed numerous options and issues related to possible investments into a potential project. The Citizen Advisory Committee was comprised of the following persons: Two City Council Members: Mayor David Beaudet Councilmember Mark Swenson One Planning Commissioner: Mr. Mike Runk One Parks Commissioner: Ms. Gina Zeuli Mr. Dan Eder Mr. Martin Hauble Mr. Allan Stevens Mr. Chris Zeuli These meetings also included input from the Architect Randy Engel and Financial Consultant Steve Mattson. The Committee engaged in the examination of building and facility needs of the City by considering what investments would be adequate to provide a facility for a fifty (50) year perspective. The Committee created priority listings, reviewed and compared various building layouts, space calculations, as well as information from other communities and possible property tax implications to all levels of projects. In summary, City Hall Citizen's Advisory Committee does conclude in the discussion of five (5) key elements (Findings) and are listed herein along with the related vote tallies. It should be noted that the listed Findings were all approved, except for Finding #5. The Finding #5 section is included in this summary document to demonstrate that such an alternative was discussed, despite its ultimate non - support by the Committee. Finding #1 — Acknowledgement of Need Upon the review of the Space Needs and Facility Study and related follow -up information, at this time the Citizen's Advisory Committee does concur with City Council that the City is in need of addressing several building and space issues including: 1. Providing additional and adequate space for public works, police and administrative branches of the City to adequately and efficiently serve the public, 2. Ensuring compliance with the American Disabilities Act and the provision of facilities that are Gender Equitable, 3. Ensuring compliance with the Current Energy Code, 4. Ensuring compliance with City zoning requirements, (parking, outside storage), 5. Ensure that the City has addressed reasonable life- safety issues such as fire protection and indoor air quality, 6. Ensure that the City provides a safe and secure environment for its employees, volunteers, elected officials and the general public, 7. Ensure that the access /driveways are properly addressed to achieve a safe flow of traffic: to, from and around the facility, 8. Economical and responsible replacement of exterior surfaces, HVAC systems and roofing systems. Following several meetings and reviewing data from other cities with similar issues and experiences, the Committee does recommend that the City Council take affirmative steps in the relative near future to find comprehensive solutions to these issues and that such actions must, 1. wisely invest taxpayer dollars for best, Tong -term value, 2. achieve economic and efficient use of energy resources and available lands, 3. be cognizant to implement actions that do not overburden current or future citizens with deficient systems and/or facilities. The Cttiz tally 8 -0) es made tlese,<fndings;as abode (vote Finding #2 — Option A.1 - Renovation and Major Expansion — $5.1 Million Option A.1 is the investment of an estimated $5.1 million into the renovation and expansion of the current 15,300 square foot City Hall facility and which would add an additional 7,400 +1- square feet of police space, 550 square feet of administration space and approximately 1,080 square feet of garage /public works space. The final total square footage would be approximately 24,330 square feet. While Option A.1 is estimated to be a potential middle ground between an entirely new facility and a internal rehabilitation of the current building; a modest additional investment totaling $6.3 million for a new facility and which would be without the limited space and layout restraints is a more economical choice. While Option A.1 does address a battery of the building's deficiencies and is less expensive than E.1, Option A.1 does still result in: 1. Continued inefficient building layout, 2. Exposed sprinkler heads and ductwork, 3. No new or expanded public spaces, 4. Lessened capacity to install energy saving HVAC systems, 5. Requires a setback variance from the east side, recommend the fu he pu rsuit of Option (A 1)(vote tally 8-0) Finding #3 — Option A -- Renovation and Minor Expansion - $2.8 Million The investment of an estimated $2.8 million into a general rehabilitation / retrofitting of the current facility would add 1,080 square feet to the public works facility would provide for improved ADA compliance, gender equity and would correct major components of the current building, including an update and replacement of HVAC systems, roof, exterior siding as well as providing a walled storage for public works and impound yard. mttee:' vote tally 8 -0) Findinq #4 - Option E.1- Construction of a New Facility - $6.3 Million Via the construction of an entirely new facility Option El does generally provide global solutions to all foreseeable building and space deficiencies as generally contemplated in the Space Needs and Facility Use Study completed in Spring 2007 mattee ages recd mend the farther purl it of O tion {E.' )(vote tally 7 -1 Supporting Finding #4 as above - (supporting the construction of a new facility)(Stevens opposed) City of Oak Park Heights City Han Facia :ly Savings 'L' YEAR Year Year Year Year 4 Year 5 Year 8 Year 7 Year 9 Year 9 Year 10 Year 11 Year 12 Year 1`3 Year 14 Year 15 Year 17 Year 10 Year 10 Year 20 Year 21 Year 22 Yeas 23 Year 24 Year 25 Finding #5 — OPTION X - Fund New Facility Via Savings An alternative proposal would be the establishment of a savings based funding mechanism to construct a new City Hall Facility in the future as opposed to construction today via borrowing. This approach entails the levying and allocation of tax revenues into a City Hall Facility Fund until such time as dollars are available to fully fund construction. This approach must account for inflation of construction costs as well as for compounded earned interest on dollars saved into a City Hall Facility Fund. Steps required to achieve adequate funding, assuming a $6.3 Million facility (in 2008 dollars) include the initial tax levy of $500,000 in year one and which would then increase annual each year by an amount not less than a relevant Construction Cost Index. While the City would earn 3 to 4 percent on dollars placed in this fund, the City would need to levy and save at this indexed rate for approximately 16 years +1- ($871,000 +1- per year average) in order to collect adequate funds to pay for a new facility, at which time the cost of the facility would be greater than $18,000,000, if a 7% Cost Index is assumed. As part of the pursuit of this Savings Plan, the City would additionally incur building costs associated with the upkeep and maintenance of the current facility as well as have some risk exposure with continued building deficiencies related to ADA compliance, gender equity issues as well as continued space deficiencies. siderr recon'1me' would be equivalent if trot larger than ' &I payment unde a born) issuance scen ario for „a rnew faciiity (vote tally 5 -2 - this vote means that the Committee does NOT Support the pursuit of Finding #5 — Option X)(Beaudet & Stevens opposed) Admenate Savinn8 Required Annual [year Esrd1 W;lnterest 1 4avinds Earnfnps oil saving 9 1 518.322 $ S 851,50E 4.58. 5 1 r.28 KR, 2 388 5 ie 2_ g4£ 49.3 4 5 50,910 9,811,x$2 $ 5,024 0 27 7 i 848•,288 2 118,5913 2 4,034 ', 488,731 • wl 623.5 X287: $ Year 18.;;; t 97459 $ 17348513 $ 17,381,899 3 1.475.092 3 1,570439 5 1 .990.958 3 1 .939.234 5 1.924.942 3 2.870.251 3 2.215.201 $ 2.370.285 S 2.508.183 Average (yr 1 to 164 5 _ 9,759,33 1 <; e02 9 _ 385e402 9 2989€,535 5 - 33.255,443 9 32 3?i28' 3 35 62 5 33138.5`22 5 42- 535.934 Construction Cost index Rate .:atria;{ Ina: ent rate onf S ei n s Cost of Bul1dii s S 5,705.0•8 S 8 74 7212.970 7,717771 S 9.255.015 S 5E25.075 S 3.454. S 10.118.423 S 10.824.575 $ 11.592.2933 $ 12 293.5.54 S 13,280.55? S 14.196.68? $ 15.192.024 $ 18.244 755 S 19.538.832 S 10.008.578 5 2,283,573 5 22.794,125 5 24.370.012 5 29.085,5443 5 27.011.521 3 20.885.375 $ 51.955,812 7.90% +- -- -._— insert nvmtrs dras1 ex `orm di 3.00na rt— inSe!1 C8S imust DE , 1 .3L `ormat! $550,000,000 15.C90.00Lt 10 $a5,COD,"00 $30,CtO 100 $25,C'O3,010 $20,coc.JV0 $1_,CO0,000 $10,090,000 &5,000.000 S- 11 a.en4t! no save ro new City F4s 3 Fa N -,e City ir roiernen:sFindin0Forir. ssnion 111111 11 ty by 'inc. s. ,b,tre. year a'cttt•o� Ulf C ty wot, t na savtd adequate in a1pror, year 18 *as III1111 a soars a sa. r.£;s rate of 3% and a cons•rs•Mrn Y'Wr II ra.e of ; 111 .11 1111111111`111111111 111111111111111111111M 111 1111111111111111 11113111111111 1111111 1111111M 111 111111111111 D r1 j. b t t 4 C l ♦' ( (� 4 --Retryleri Anr"ia- Savirvas Sa:inas rytiar Eno) YP: nl :eses- E vrrnis cc, saving Cosy 8,t ding inattNISIV April 1, 2008 Mr. Eric A. Johnson, AICP, City Administrator City of Oak Park Heights 14168 Oak Park Boulevard North Oak Park Heights, Minnesota 55082 RE: City of Oak Park Heights Space Needs and Facility Use Study Citizens Advisory Committee BA #0707A Mr. Johnson: BUETOW AND ASSOf AT S :r AN ARCHITECTURAL. SERV`CES COMPANY 2345 Rice Street Suite 210 St. Paul, Minnesota 55113 Attached is our Final Report dated April I , 2008 for your review and comment. The firm of Buetow and Associates was retained to develop three of the various Options presented in the original Study of May 17, 2007 (i.e., Option A, Option A.1 and Option E.1). These three newly developed Options are each oriented toward the long- -term improvement of the Oak Park Heights City Hall Building. Thank you for your assistance in the preparation and development of this Report by providing our firm with relevant data, pertinent background information and critical comments. Please convey our gratitude to the City Council, various department heads, staff leaders and to the participating citizens for their comments and insights. Their assistance was invaluable. The primary objectives of this Report are: (1) To examine alternative space use concepts and facility improvement programs that could resolve important existing City Hall Building issues of: space use, obsolete facility operational infrastructure and deficient building conditions. (2) To develop Facility Development Options that could address the aforementioned space use, facility infrastructure and building conditions issues: on behalf of a renovated existing City Hall, on behalf of a renovated and expanded existing City Hall or on behalf of a new City Hall. (3) To develop an individual project budget for each of the Facility Development Options that are presented in this Report. (4) To provide sufficient information so as to enable the City of Oak Park Heights to select one of these three Facility Development Options. We believe that, after reviewing the attached document, you will agree that those primary objectives were achieved. Thank you for allowing us to continue serve the City of Oak Park Heights. Sincerely, BUETOW & ASSOCIATES, INC. Randy L. En el, RA,AS Vice President tel 651 483 -6701 fax 651 483 -2574 www.buetowarchitects.com City of Oak Park Heights Space Needs and Facility Use Study Citizens Advisory Committee BA #0707A Executive Summary Summary of Recommendations Priority List (Revised) Facility Development Options Option A (Deferred Maintenance /Code Compliance) Preliminary Cost Projections Option A Facility Development Options Option A.1 (Deferred Maintenance /Code Compliance/Expansion) Preliminary Cost Projections Option A.1 Facility Development Options Option E.1 (New Building) Preliminary Cost Projections Option E.1 Excerpts from the Space Needs and Facility Use Study Preliminary Space Program Administration Department Police Department Public Works Department Existing City Hall Evaluation Site Analysis Building Conditions Analysis Mechanical /Electrical Systems Evaluation Building Code Compliance Drawings A -1 A -2 A -3 A.1 -1 A.1 -2 E.1 -1 Table of Contents Site Plan: Option A Floor Plan: Option A Building Elevations: Option A Site Plan: Option A.1 Floor Plan: Option A.1 Site Plan /Floor Plans /Elevation: Option E.1 Final Report April 1, 2008 I3uetow and Associates, Inc. St. Paul, Minnesota Revised April 1, 2008 City of Oak Park Heights Space Needs and Facility Use Study Citizens Advisory Committee BA #0707A Executive Summary (page 1) Option A (Deferred Maintenance /Code Compliance)(Prelirninary Project Budget: $2,860,000) • Existing City Hall will remain in place. • Existing 15,300 SF City Hall will be modified so as to provide: improved exterior durability, accessibility, gender equity, energy code compliance, life safety compliance, improved HVAC and electrical systems, updated interior finishes and reduced operating costs. • Existing Public Works Garage and Water Treatment Area of City Hall will remain in place. • 1,080 SF addition to Public Works Garage is planned. • Square feet space requirements identified in Space Needs Study cannot be met. • Current floor plan inefficiencies do not meet current design and use standards for a City Hall — refer to the Summary of Recommendations for a description. • Vehicle Impound Area and Public Works Storage Yard with perimeter masonry walls are planned. • No change in parking stall locations but an improvement in safe traffic movements. • 50 year life of primary building components. • Existing trail must be modified /use will be disrupted. • Construction site working area is limited. • Much of building will be closed for a period of time during the construction period. • Estimated cost (in 2008 dollars): $2,860,000. (Cost would be reduced if Vehicle Impound Area and /or Public Works Storage Yard are enclosed with a fence instead of with a masonry wall). (Cost would be increased if Vehicle Impound Area and /or Public Works Storage Yard are roofed). (Cost would also be increased if Fire Department Apparatus Bay is added to this project). Option A.1 (Deferred Maintenance /Code Compliance /Expansion )(Preliminary Project Budget: $5,150,000) • Existing City Hall will remain in place. • Existing 15,300 SF City Hall will be modified so as to provide: improved exterior durability, accessibility, gender equity, energy code compliance, life safety compliance, improved HVAC and electrical systems, updated interior finishes and reduced operating costs. • Existing Public Works Garage and Water Treatment Area of City Hall will remain in place. • 1,080 SF addition to Public Works Garage is planned. • Square feet space requirements identified in Space Needs Study will be met. • Despite of an expansion to the City Hall, current floor plan inefficiencies do not meet current design and use standards for a City Hall — refer to the Summary of Recommendations for a description. • Vehicle Impound Area and Public Works Storage Yard with perimeter masonry walls are planned. • No change in parking stall locations but an improvement in safe traffic movements. • 50 year life of primary building components. • Existing trail must be modified /use will be disrupted. • Construction site working area is limited. • Much of building will be closed for a period of time during the construction period. • Estimated cost (in 2008 dollars): $5,150,000. (Cost would be reduced if Vehicle Impound Area and /or Public Works Storage Yard are enclosed with a fence instead of with a masonry wall). (Cost would be increased if Vehicle Impound Area and /or Public Works Storage Yard are roofed). (Cost would also be increased if Fire Department Apparatus Bay is added to this project). (continued) Final Report April 1, 2008 Buetow and Associates, Inc. St. Paul, Minnesota Revised April 1, 2008 City of Oak Park Heights Space Needs and Facility Use Study Citizens Advisory Committee BA /10707A Executive Summary (page 2) Final Report April 1, 2008 Buetow and Associates, Inc. St. Paul, Minnesota Revised April 1, 2008 Option E.1 (New City HaII)( Preliminary Project Budget: $6,3000,000) • Existing City Hall Building will be demolished. • New 20,000 square foot 2 -story plus basement City Hall is planned. • Existing Public Works Garage and Water Treatment Area of City Hall will remain in place. • 1,080 SF Addition to Public Works Garage is planned. • Square foot space requirements identified in Space Needs Study will be met. • Vehicle Impound Area and Public Works Storage Yard with perimeter masonry walls are planned. • A total of 62 parking stalls and an improvement in safe traffic movements. • 50 year life of primary building components. • Existing trail must be modified /use will be disrupted. • Construction Site working area is limited. • Existing City Hall would function during new construction, although disruptions are likely. • Estimated project cost (in 2008 dollars) = $6,300,000. (Cost would be reduced if Vehicle Impound Area and/or Public Works Storage Yard are enclosed with a fence instead of with a masonry wall). (Cost would be increased if Vehicle Impound Area and/or Public Works Storage Yard are roofed). (Cost would also be increased if Fire Department Apparatus Bay is added to this project). City of Oak Park Heights Space Needs and Facility Use Study Citizens Advisory Committee BA #0707A A. The City of Oak Park Heights retained Buetow and Associates to review existing space usage in the existing City Hall Building. Buetow was asked to provide recommendations that would: Allocate and re-allocate departmental space use within these facilities so as to improve functioning and so as to provide sufficient space twenty (20) years into the future. Develop departmental adjacencies and contiguities so as to allow for effective and efficient operations. Foresee the availability of sufficient floor area to each department into the near future. Recommend how to achieve the above: either through building additions or building replacement. Provide for future expansion: material and external (depending upon option). (1 (2) (3) (4) (5) B. The steps that were undertaken to achieve the above include: Reviews of department functioning and existing space use within these facilities. Interviews with department heads. Alternative recommendations for new and/or relocated spaces and staff locations. Presentation of Existing Space Use Floor Plans (Drawings El, E2 and E3). Preparation of Proposed Options (Drawings E1A through E1D plus revised drawings for Options A, A.1 and E.1). Achievement of institutional consensus as to the most appropriate Options. Review and consideration whether the existing City Hall Building should be retained and improved or, if it is considered to be a non- viable structure, should it be demolished. (8) Preparation of final recommendations plus Proposed Site Plan and Floor Plan for each option. (6) ( (3) Summary of Recommendations (page 1) (continued) Final Report April 1, 2008 Buetow and Associates, Inc. Si. Paul, Minnesota Revised April 1, 2008 C. Our recommendations are based on the provision of improvements in organizational functions. Improvements in or anizational functions can be achieved by: (1) The integration of departmental operations: achieved by the placement of a specific department's representative(s) adjacent to or within the precinct of another department or by sharing of spaces. (2) The physical repositionin of de artments and uses within a new or existing facility: utilized to provide more floor area, greater departmental visibility and /or consolidation of staff into one area. internal Reconfiguration of work areas: utilized to achieve staff operational efficiencies and to fit staff into a designated floor area. (4) The addition of floor area to an existing building. Examples of the above include the following: common -use training or conference rooms, centralized facility storage centers, common -use break or lunch rooms, shared work rooms, central lobby and waiting areas. D. It is apparent that the need for continued improvements and efficiencies in the provision of public services are important factors here. But, there are deficiencies in the current quantities and arrangements of space present in the existing City Hall building. Furthermore, the existing City Hall is not in compliance with current applicable building, energy, accessibility and life safety codes. E. We find that the existing City Hall building does lend itself to improvements that will allow it to better serve its constituency. Such improvements, however, would not offer long -term effectiveness especially since both short -term and lonb term space needs would not be accommodated and the appearance of a remodeling effort would be obvious. Also, the existing City Hall building would not properly function even with the remodeling of ortions of the existing building and /or with ex ansion to the existin building. The City Hall floor plan does not allow the facility to properly function by today's standards: (1) Wayfinding for visitors is difficult and confusing, (2) Council Chambers are slightly small and are located adjacent to noisy water treatment functions, (3) Police Department facilities are undersized and cannot offer gender - equity functions, (4) .building Code Enforcement does not have sufficient nor proximate document storage space, (5) Public Works Work Area is situated among an open office area, (6) there exists insufficient space for Police Department operations and Public Works Garage functions, (7) long -term storage facilities for documents and records are limited, (8) departmental expansion space is non- existent and (9) building security is difficult to assure - unauthorized individuals can penetrate deep into the City Hall. City of Oak Park Heights Space Needs and Facility Use Study Citizens Advisory Committee BA #0707A Summary of Recommendations (page 2) Final Report April 1, 2008 Buetow and Associates, Inc. St. Paul, Minnesota Revised April 1, 2008 F. Note that current planning compromises and functional inefficiencies may be exacerbated with the execution of an expansion to the existing building. Option A.1 was prepared, is enclosed in this Final Report and is a demonstration of that fact. Thus, existing inefficiencies would be magnified (i.e., the proposed new Police Department area would be situated further away from other departments than it currently is and travel paths to the Police Department area would be no less difficult to find and understand as the current situation. G. Nine (9) options were developed for this Study (Options A, A.1, B, B2, B.3, C, D, E and E.1). They each share many of the following attributes: • Potential for internal expansion into available space within a limited site area. • A one -bay drive - through building addition to the Public Works Garage. • New open -air, masonry perimeter wall or roofed enclosures for a Vehicle Impound Area and for a Public Works Storage Yard. • Improvements to existing HVAC, Life Safety and Electrical Systems (where partial or entire existing buildings remain). • Compliance with Building Codes (Accessibility, Energy, HVAC and Electrical). • Provision of gender- equity type spaces within the building especially for the Police Department. • Increase in off - street paved vehicle parking stalls. • Probable Improvement in on -site traffic flow and safety. H. Thus, we recommend the following: review the final three options presented in this Study and decide which of these three Options best suit the long -term and short -term goals and objectives of the City of Oak Park Heights. City of Oak Park Heights Space Needs and Facility Use Study: Citizens Advisory Committee BA #0707A First Priority PRIORITY LIST (REVISED) Try To Extend Life of Existing Building by 50 Years (Deferred Maintenance /Code Compliance: Option A and Option Ad) Citizens Advisory Committee (page 1) (Included in Deferred Maintenance Program) •Extterior: Exterior Facade Materials (Replacement with Face Brick and Insulation): $300,000 Roofing, Insulation, Roof Edge and Drainage (Replacement): $200,000 Windows (Replacement): $60,000 Main Entrances (Replacement of frames, doors, hardware): $16,000 Entrances (Replacement of frames, doors, hardware): $8,000 Garage Doors (Replacement of Doors, Tracks, Controls and Operators): $25,000 Paving, Curbs and Gutters (Additions and Replacements): $10,000 to $20,000 Site Grading (Repairs): $10,000 to $20,000 •Interior: Accessibility Provisions (Entry Provisions, New Toilet Rooms, Room Access and Finish Hardware): $100,000 Gender Equity Provisions (Separate Male and Female Police Department Locker Rooms) Finishes at New and Remodeled Spaces (Floors, Base, Walls, Ceilings): $50,000 Remodeling and patching to conceal/accommodate new HVAC, Plumbing and Electrical Work: $50,000 •Systems: Fire Suppression System (including new service and exposed piping): $100,000 HVAC (Hot Water Boilers, Compressors, Air Handlers, Chiller, Condensing Units, Fans and VAV Boxes): $230,000 Plumbing (Replacement: Fixtures, Water Heaters, Sensors, Piping, Insulation): $80,000 Energy Management System: $20,000 Electrical Power Upgrade (Transformer and Switch Gear): $30,000 Lighting Fixtures (Replacement): $100,000 Voice /Data Provisions (Replacement): $30,000 Fire Alarm (New): $30,000 Security /Card Access and Cameras (New): $30,000 *Includes 1,080 SF Addition to Public Works Garage •Includes 3,000 SF Open -Air with Perimeter Masonry Wall Public Works Storage Yard Includes earthwork, concrete slab and lighting: $180,000 •Includes 6,300 SF Open -Air with Perimeter Masonry Wall Enclosure For 18 Impounded Vehicles Includes earthwork, concrete slab, masonry walls, fencing, security system, guardrail barriers, lighting and monitoring cameras): $400,000 *Optional 6,300 SF Cold Storage Roofed Enclosure For 18 Impounded Vehicles Includes earthwork, concrete slab, masonry walls, security doors, guardrail barriers, lighting, exhaust grilles, security system and cameras): $800,000 ($650,000 if a metal structure) *Optional 2,000 SF Fire Apparatus Bay Building Addition to Public Works Garage (including storage and locker room) (2,000 SF): $300,000 (continued) Final Report April 1, 2008 I3uetow and Associates, Inc. St. Paul, Minnesota Revised April 1, 2008 City of Oak Park Heights Space Needs and Facility Use Study: Citizens Advisory Committee BA #0707A PRIORITY LIST (REVISED) Try To Extend Life of Existing Building by 50 Years (Deferred Maintenance /Code Compliance: Option A) Citizens Advisory Committee (page 2) Second Priority (Optional To Deferred Maintenance Program -Extra Cost) Final Report April 1, 2008 Buetow and Associates, Inc. St. Paul, Minnesota 'Exterior: Signage, Building Letters, Plaques and Directories (Replacement): $20,000 Plantings, Sod and Landscaping Materials (Replacement): $20,000 Flagpoles and Site Lighting (Replacements): $6,000 •Interior: Finishes at Existing Remaining Spaces (Floors, Base, Walls, Ceilings): $200,000 Millwork and Casework (Replacement): 840,000 'Systems: Emergency Generator (Replacement): $100,000 Public Address (New): $10,000 Office Equipment (Replacement): $30,000 to $G0,000 High Density Filing Systems (Replacement): $10,000 to $20,000 Conditions For Which Improvements Would be Difficult To Be Achieved or Not Probable Unknown Conditions Hidden Damage and Deterioration Interior Floor Plan /Layout Exposed Conduit in remodeled spaces Exposed Fire Suppression System in remodeled spaces Water Pumping Station Operations Presence of Hazardous Materials (such as asbestos) Note #l.: Primary Building Components are those that, typically, last 50 years include dense, heavy and inert materials that compose: foundations, structural systems, exterior walls, interior bearing walls, concrete floor slabs, precast concrete mezzanines, precast concrete and steel roof structures, openings (i.e., frames, doors and finish hardware), cabinetry, millwork, casework, underground utility services, plumbing fixtures, lighting fixtures and certain types of electrical switch gear. Several of these elements will encounter technical and functional obsolescence which will reduce their respective useable lives. Secondary Building Components are those that, that require periodic replacements include nondurable items such as: roofing systems, interior finishes (i.e., at floors, walls and ceilings), sealants, mortar joints, applied window films, tile grout, gaskets, controls, equipment with moving parts (i.e., motors, pumps, valves and compressors), security systems and communications systems. Note #2: To arrive at a project cost, add to the above the costs of: building additions, demolitions and removals; abatement of hazardous materials; temporary space needs; project phasing costs; temporary provisions for communication, lighting and power; relocation costs; replacement furniture, equipment and telephone systems; professional fees; special testing and inspections; financing; and contingency costs. Note #3: The Police Garage and Impounded Vehicle Building proposed in the original Study (under Option A and Option E) limited parking quantity to 16 total vehicles. A quantity of 18 vehicles is now shown. (continued) City of Oak Park Heights Space Needs and Facility Use Study: Citizens Advisory Committee 13A #0707A Note #4: PRIORITY LIST (REVISED) Try To Extend Life of Existing Building by 50 Years (Deferred Maintenance /Code Compliance: Option A) Citizens Advisory Committee (page 3) Final Report April 1, 2008 I3uetow and Associates, Inc. St. Paul, Minnesota I. These preliminary construction cost projections are based on calendar year 2008 dollars and do not include adjustments for: inflation beyond 2008, public bidding climate, nor do they include adjustments for possible winter construction condition costs. 2. Preliminary construction cost projections do not include land acquisition costs. 3. Costs may vary depending on the design alternatives that will actually be selected. 4. Construction costs listed above are not based on a specific building design but upon average square foot costs for this type of work and upon buildings of this size, type and quality. 5.Tlie square foot floor area totals listed above may be subject to further review, analysis and modification during the Schematic Design Phase. City of Oak Park Heights Space Needs and Facility Use Study Citizens Advisory Committee BA #0707A Facility Development Options Option A (Deferred Maintenance /Code Compliance) Final Report April 1, 2008 Buetow and Associates, Inc. St. Paul, Minnesota Revised April 1, 2008 Summary of Option A (Preliminary Project Budget: $2,860,000) Exterior Envelope Repairs and Replacements, Interior Remodeling, achievement of previously deferred maintenance items within the Existing City Hall Building plus an addition for Public Works and an optional Fire Department Apparatus Bay. Much of the space use and floor plan layout of the existing 15,300 SF City Hall Building is planned to remain as it currently exists. Remodeling is recommended to provide for accessibility, gender equity, mechanical system improvements, electrical system improvements, provision of a fire suppression system and accompanying interior, wall and ceiling modifications to accommodate those improvements. Remodeling is also required to accommodate the proposed building addition discussed below. The overall area is proposed as follows: • Existing City Hall Building (Remodeled): 15,300 S.F. • Public Works Garage Addition: 1,080 S.F. Total 15,300 S.F. + 1,080 S.F. = 16,380 S.F. Possible but, optional, is the addition of a 2,000 SF Fire Department Apparatus Bay. Also planned is the addition of an open -air with perimeter masonry walls 6,300 SF Vehicle Impound Area. Also planned is the addition of an open -air with perimeter masonry walls 3,000 Public Works Storage Yard. Selective remodeling of the building's interior would accompany modifications required to comply with the current Building Code as regards: life safety, accessibility, energy, ventilation, plumbing, electrical service and indoor air quality. Also included is the provision of gender equity facility improvements. The proposed scope of remodeling within the building is generally as follows: • Infrastructure upgrades for purposes of extending the building's life and to provide energy efficiency improvements (exterior walls, windows, doors, sealants, foundation waterproofing, roofing replacement, exterior aluminum and glass curtainwall replacement and added thermal insulation; Main Lobby and public corridor cosmetic improvements; general interior finish material upgrades and improvements. • Other planned modifications include: cosmetic improvements to interior spaces. • ADA compliance remodeling includes: new interior signage, remodeled existing toilet rooms for accessibility; and the replacement of finish hardware at door openings. • Gender equity provisions are in the form of separate male and female locker rooms for the Police Department. • Upgrades to and replacements of existing heating, ventilating, air conditioning and temperature control equipment to correct current operating and distribution patterns, a fire suppression system and accompanying interior wall and ceiling modifications to accommodate these improvements. Staff would have to be temporarily relocated to another building during construction activities. The existing south vehicle parking area is not proposed to be expanded unless required by the City. Vehicular movement through the site is proposed to be modified and improved for safety purposes. Additional expansion of the City Hall Building beyond what is presented herein is proposed as Option A.1 so as to provide the types of space and floor area proposed in the Space Needs Study. Limitations of the existing site and building configuration, however, result in a less - than -fully efficient plan and in an increase in estimated costs that approaches those of the new building proposed in Option E.1. Modifications to this Facility Development Option are possible. Refer to the Summary of Recommendations for a discussion of the City Hall's Current floor plan deficiencies. City of Oak Park Heights Space Needs and Facility Use Study Citizens Advisory Committee BA 410707A Final Report April 1, 2008 Buetow and Associates, Inc. St. Paul, Minnesota Revised April 1, 2008 Preliminary Cost Projections Option A (Deferred Maintenance /Code Compliance) (Project includes upgrades to exterior envelope, interior infrastructure, interior remodeling, ADA compliance remodeling, plus mechanical and electrical modifications of /to the Existing City Hall plus a Public Works Garage Addition) • Site Construction Costs (Building Addition only) $ 30,000 • I3uildina Construction Costs $ 2,030,000 (Existing City Hall Building of 15,300 SF and Public Works Garage Addition of 1,080 SF) (City Hall floor area would now total 16,380 SF) (Addition of a 6,300 SF Open -Air with perimeter masonry walls Vehicle Impound Area (masonry walls and concrete slab) includes $400,000) ) (includes site construction costs) (Addition of a 3,000 S.F. Open -Air with perimeter masonry walls Public Works Storage Yard (masonry walls and concrete slab) includes $180,000)) (includes site construction costs) • Possible Soft Costs (priorities not determined) $ 800,000 Furniture, Fixtures, TVITelecomm and Equipment (FFE) Allowance : $ 70,000 Telecommunications /AV Systems $ 70,000 Professional fees @ 9% of Site, Building, TVITelecomm and FFE .... $ 200,000 Evaluations, Reimbursables, Special Inspections, Testing, Soil Borings and Surveys $ 40,000 Hazardous Materials Abatement (Refer to Note 8. below) $ 200,000 (estimated) 'T'emporary Quarters and Conditions $ 80,000 Project Contingency (5 %) $ 140,000 Total Preliminary Project Budget $ 2,860,000 Notes 1. These preliminary construction cost projections are based on calendar year 2008 dollars and do not include adjustments for: inflation beyond 2008, public bidding climate, nor do they include adjustments for possible winter construction condition costs. 2. Preliminary construction cost projections do not include land acquisition costs. 3. Costs may vary depending on the design alternatives that will actually be selected. 4. Construction costs listed above are not based on a specific building design but upon an average square foot cost for buildings of this size, type and quality. 5. Remodeling of the Existing City Hall building includes: selected interior space modifications for Administration, Finance, Public Works and Police Department; ADA compliance upgrades; replacement of existing overhead doors, windows and doors; replacement of exterior wall finishes, introduction of additional insulation into exterior walls; execution of tuckpointing and cleaning of exterior masonry wall systems; replacement of roofing systems, provision of upgrades /replacements to the existing mechanical and electrical systems: replacements of selected interior finishes primarily to accommodate changes to mechanical systems and electrical systems; installation of an automatic fire suppression system; installation of an energy management system, and upgrades to security, lighting, power, fire alarm, egress lighting and interior voice /data communication systems. 6. Total floor area will be increased with proposed 1,080 SF Addition to Public Works Garage. 7. The floor area for an optional 2,000 SF Fire Department Apparatus Bay is not included in the floor area quantity nor in the costs listed above: budget an additional $300,000 plus Soft Costs of $75,000. 8. Hazardous Materials Abatement and Indoor Air Quality Studies are highly recommended. Abatement costs unknown: budget an estimated additional $200,000 as listed above. 9. Costs for the vehicle Impound Area and the Public Works Storage Yard enclosures could be reduced, respectively, to $150,000 and to $75,000 if fencing were to be used instead of masonry walls. City of Oak Park Heights Space Needs and Facility Use Study Citizens Advisory Committee BA #0707A Final Report April 1, 2008 Buetow and Associates, Inc. St. Paul, Minnesota Revised April 1, 2008 10. The square foot floor area totals listed above may be subject to further review, analysis and modification during the Schematic Design Phase. City of Oak Park Heights Space Needs and Facility Use Study Citizens Advisory Committee 13A #0707A The overall area is proposed as follows: Facility Development Options Option A.1 (Deferred Maintenance /Code Compliance /Expansion) Final Report April 1, 2008 Buetow and Associates, Inc. St. Paul, Minnesota Revised April 1, 2008 Summary of Option A.1 (Preliminary Project Budget: $5,150,000) Exterior Envelope Repairs and Replacements, Interior Remodeling, Deferred Maintenance of Existing City Hall Building plus separate Additions for Public Works, City Hall, Police Department and optional for Fire Department. Much of the space use and floor plan layout of the existing 15,300 SF City Hall Building is planned to remain as it currently exists. Remodeling is recommended to provide for accessibility, mechanical system improvements, electrical system improvements and accompanying interior, wall and ceiling modifications to accommodate those improvements. Remodeling is also required to accommodate the proposed building additions discussed below. • Existing City Hall Building (Remodeled): 15,300 S.F. • Police Department and City Hall Addition: 7,400 S.F. • City Hall Addition: 550 S.F. • Public Works Garage Addition: 1.080 S.F. Total 15,300 S.F. a- 9,030 ST.= 24,330 S.F. Possible but, optional, is the addition of a 2 ,000 SF Fire Department Apparatus Bay. Also planned is the addition of an open -air fenced -in 6,300 Impounded Vehicle Area. Selective remodeling of the building's interior would accompany modifications required to comply with the current Building Code as regards: life safety, accessibility, energy, ventilation, plumbing electrical service and indoor air quality. Also included is the provision of gender equity facility improvements. The proposed scope of remodeling within the building is generally as follows: • Infrastructure upgrades for purposes of extending the building's life and to provide energy efficiency improvements (exterior walls, windows, doors, sealants, foundation waterproofing, roofing replacement, exterior aluminum and glass curtainwall replacement and added thermal insulation; Main Lobby and public corridor cosmetic improvements; general interior finish material upgrades and improvements. • Other planned modifications include: cosmetic improvements to interior spaces. • ADA compliance remodeling includes: new interior signage, remodeled existing toilet rooms for accessibility; and the replacement of finish hardware at door openings. :r Gender equity provisions in the form of separate male and female locker rooms for the Police Department. • Upgrades to and replacements of existing heating, ventilating, air conditioning and temperature control equipment to correct current operating and distribution patterns and accompanying interior wall and ceiling modifications to accommodate these improvements. Staff would have to be temporarily relocated to another building during construction activities. The existing south vehicle parking area is not proposed to be expanded unless required by the City. Vehicular movement through the site is proposed to be modified and improved. Additional expansion of the City Hall Building beyond what is presented herein is not proposed nor readily feasible. Modifications to this Facility Development Option are possible. Refer to the Summary of Recommendations for a discussion of the City Hall's current floor plan deficiencies. City of Oak Park Heights Space Needs and Facility Use Study Citizens Advisory Committee BA #0707A Final Report April 1, 2008 l3uetow and Associates, Inc. St. Paul, Minnesota Revised April 1, 2008 Preliminary Cost Projections Option A.1 (City Hall) (Deferred Maintenance /Code Compliance/Expansion) (Project includes upgrades to exterior envelope, interior infrastructure, interior remodeling, ADA compliance remodeling, plus mechanical and electrical modifications of /to the Existing City Hall plus Public Works Garage Addition and City Hall /Police Department Addition) • Site Construction Costs $ 30,000 • Building Construction Costs $ 4,030,000 (Existing City Hall Building of 15,300 SF and Public Works Garage Addition of 1,080 SF) (Addition of a 7,950 City Hall and Police Department Addition would cost $2,000,000) (City Hall floor area would now total 24,330 SF) (Addition of a 6,300 SF open -air Fenced -in Vehicle Impound Area would add $400,000) (Addition of a Fenced -In Public Works Storage Yard would add $180,000) • Possible Soft Costs (priorities not determined) $ 1,090,000 Furniture, Fixtures,TV /Telecomm and Equipment (FFE) Allowance , $ 80,000 Telecommunications /AV Systems $ 70,000 Professional fees @ 9% of Site, Building, TVITelecomm and FFE .... $ 380,000 Evaluations, Reimbursables and Special Inspections and Surveys $ 30,000 Hazardous Materials Abatement (Refer to Note 8. below) $ 200,000 (estimated) Temporary Quarters and Conditions $ 80,000 Project Contingency (5 %) $ 250,000 Total Preliminary Project Budget $ 5,150,000 Notes 1. These preliminary construction cost projections are based on calendar year 2008 dollars and do not include adjustments for: inflation beyond 2008, public bidding climate, nor do they include adjustments for possible winter construction condition costs. 2. Preliminary construction cost projections do not include land acquisition costs. 3. Costs may vary depending on the design alternatives that will actually be selected. 4. Construction costs listed above are not based on a specific building design but upon an average square foot cost for buildings of this size, type and quality. 5. Remodeling of the Existing City Hall building includes: selected interior space modifications for Administration, Finance, Public Works and Police Department; ADA compliance upgrades; replacement of existing overhead doors, windows and doors; replacement of exterior wall finishes, introduction of additional insulation into exterior walls; execution of tuckpointing and cleaning of exterior masonry wall systems; replacement of roofing systems, provision of upgrades /replacements to the existing mechanical and electrical systems: replacements of selected interior finishes primarily to accommodate changes to mechanical systems and electrical systems; installation of an automatic fire sprinkling system; installation of an energy management system, and upgrades to security, lighting, power, fire alarm, egress lighting and interior voice /data communication systems. 6. Total floor area will be increased with proposed 1,080 SF Addition to Public Works Garage. 7. The floor area for an optional 2,000 SF Fire Department Apparatus Bay is not included in the floor area quantity nor in the costs listed above: budget an additional $300,000 plus Soft Costs of $75,000. 8. Hazardous Materials Abatement and Indoor Air Quality Studies are highly recommended. Abatement costs unknown: budget an estimated additional $200,000 as listed above. 9. The square foot floor area totals listed above may be subject to further review, analysis and modification during the Schematic Design Phase. City of Oak Park Heights Space Needs and Facility Use Study Citizens Advisory Committee BA #0707A Facility Development Options Option E.1 (New City Hall) Final Report April 1, 2008 Buetow and Associates, Inc. St. Paul, Minnesota Summary of Option E.1 (Preliminary Project Budget: $6,300,000) A new City Hall is planned to be located north of the existing City Hall Building. Included are Shop and Garage Additions for Public Works and an optional Fire Department Apparatus Bay. Paved surfaces for approximately 62 vehicles would be located south of the new building including 4 vehicles planned to be Iocated adjacent to the new City Hall Building's entrance. Most of the existing 15,300 S.I. City Hall Building is planned to be demolished with exception of the existing Public Works Garage and the remaining Existing Water Treatment areas of the existing City Hall. A new two -story (plus basement level) City Hall building is planned. A Police Vehicle Garage is planned to be placed in the City Hall Basement. The overall area is proposed as follows: • New City Hall First Floor : 8,000 S.F. • New City Hall Second Floor: 8,000 S.F. • New Basement Police Garage: 4,000 S.F. • Existing Public Works Garage (Remodeled): 2,485 S.F. • Existing City Water Treatment (Remodeled): 380 S.F • Public Works Shop Addition: 1,000 S .F. • Public Works Garage Addition: 1 ,080 S.F. Total 2,865 S.F. + 22,080 S.F. = 24,945 S.F. Possible but, optional, is the addition of a 2,000 SF Fire Department Apparatus Bay. Also planned is the addition of an Open -Air with perimeter masonry walls 6,300 SF Vehicle Impound Area. Also planned is the addition of an Open -Air with perimeter masonry walls 3,000 Public Works Storage Yard. The existing City Hall Building could be occupied by the City's staff during the construction of the new City Hall. A new north vehicle parking area with 30 parking stalls is proposed on the site of the removed City Hall Building. The existing south vehicle parking area is not proposed to be expanded unless required by the City. Vehicular movement through the site is proposed to be modified and unproved for safety purposes. The new City Hall will be planned for future internal expansion and external expansion. Modifications to this Facility Development Option are possible. The elements of Option E.1 comply with the requirements and objectives stated in The Summary of Recommendations City of Oak Park Heights Space Needs and Facility Use Study Citizens Advisory Committee BA #0707A Preliminary Cost Projections Option E.1 (New City Hall) (page 1) (Project includes a new building planned to house the City Administration, Finance, City Council, Public Works and Police Department) • Site Construction Costs (New Buildings Only) $ 400,000 • Existing Building Demolition Costs $ 70,000 (not including hazardous material abatement costs) • 1uilding Construction Costs $ 4,600,000 (New City Hall Construction of 20,000 SF, Remodeling of Existing Buildings of 2,865 SF and Additions of 2,080 SF) {City Hall floor area would now total 24 ,945 SF) (Includes a 6,300 SF Open -Air with perimeter masonry walls Vehicle Impound Area (masonry walls and concrete slab) adds $400,000)) (includes site construction costs) (Includes a 3,000 S.F. Open -Air with perimeter masonry walls Public Works Storage Yard (masonry walls and concrete slab) adds $180,000) (includes site construction costs) • Possible Soft Costs (priorities not determined) $ 1,230,000 Furniture, Fixtures, TVITelecomin and Equipment (FFE) Allowance . $ 100,000 Telecommunications /AV Systems $ 70,000 Professional fees @ 9% of Site, Building, TVITelecomm and FFE $ 500,000 Evaluations, Reimbursables, Special Inspections, Testing, Soil Borings and Surveys $ 50,000 Hazardous Materials Abatement (Refer to Note 8. below) $ 200,000 (estimated) Project Contingency (5%) $ 310,000 Total Preliminary Project Budget $ 6,300,000 Notes 1. These preliminary construction cost projections are based on calendar year 2008 dollars and do not include adjustments for: inflation beyond 2008, public bidding climate, nor do they include adjustments for possible winter construction condition costs. 2. Preliminary construction cost projections do not include land acquisition costs. 3. Costs may vary depending on the design alternatives that will actually be selected. 4. Construction costs listed above are not based on a specific building design but upon an average square foot cost for buildings of this size, type and quality. 5. City Hall New Construction totals 20,000 square feet for a two -story plus basement building and Public Works Additions of 2,080 SF and Remodeling of Existing Buildings of 2,865 SF. 6. Remodeling of the remaining portion of the Existing Public Works Building and the remaining Water Treatment Area of the City Hall includes: replacement of existing overhead doors and doors; replacement of exterior wall finishes, execution of tuckpointing and cleaning of exterior masonry wall systems; replacement of roofing systems, provision of upgrades /replacements to the existing mechanical and electrical systems: replacements of selected interior finishes primarily due to changes in mechanical systems and electrical systems; installation of an automatic fire suppression system; installation of an energy management system, and upgrades to security, lighting, power, fire alarm, egress lighting and interior voice /data communication systems. 7. Future internal building expansion is planned. 8. The floor area for an optional 2,000 SF Fire Department Apparatus Bay is not included in the floor area quantity nor in the costs listed above: budget an additional $300,000 plus Soft Costs of $75,000. (continued) Final Report April 1, 2008 Buetow and Associates, Inc. St. Paul, Minnesota Revised April I, 2008 City of Oak Park Heights Space Needs and Facility Use Study Citizens Advisory Committee BA #0707A Preliminary Cost Projections Option E.1 (New City Hall) (page 2 ) Final Report April 1, 2008 Buetow and Associates, Inc. St. Paul, Minnesota Revised April 1, 2008 9. A Hazardous Materials Abatement Study is highly recommended. Abatement is required prior to building demolition. Abatement costs unknown: budget an additional $200,000 as listed above. 10. Costs for the Vehicle Impound Area and the Public Works Storage Yard enclosures could be reduced, respectively, to $150,000 and to $75,000 if fencing were to be used instead of masonry walls. 11. The square foot floor area totals listed above may be subject to further review, analysis and modification during the Schematic Design Phase. City of Oak Park Heights Space Needs and Facility Use Study Citizens Advisory Committee BA /10707A Excerpts from the Space Needs and Facility Use Study Final Report April I, 2008 Buetow and Associates, Inc. St. Paul, Minnesota City of Oak Park Heights Space Needs and Facility Use Study PRELIMINARY SPACE PROGRAM ADMINISTRATION DEPARTMENT May 17, 2007 Spaces Vestibule Reception Council Chambers Conference Room Administrator Finance Director Senior Accountant Utility Billing Accountant Finance Office Building Official Filed Documents Room Community Development Director Administrative Secretary Administrative Intern *Clerical Large Conference Room Auditor Engineer Legal Counsel Copy /Server Break Room Pump Room Chlorine Records Cage Vault Large Toilet Room Mechanical /Electrical Men Women Furnace (Janitor) Storage BUETOW & ASSOCIATES Existing Staff 1 1 1 1 1 1 1 (PT) 0 0 0 0 Existing Space (s.f.) 80 430 850 245 240 130 130 80 420 175 0 160 80 80 0 425 0 0 0 225 260 240 140 210 220 195 335 85 85 90 65 Probable 2007 Staff 1 1 1 1 l 1 1 (PT) 0 0 0 Probable Space (s.f.) 80 500 1000 250 240 180 140 80 500 160 200 160 80 80 80 500 400 100 100 200 Proposed Comments/Notes Office Office Office WS within Finance Department Open Office Office with 2 WS but with insufficient space for Filed Documents Storage Office WS WS WS Shared with Police Department and Public Works 0 Off -Site Consultant 240 Disruptive to Council Chamber 0 Off -Site Consultant 0 Off -Site Consultant 250 Shared with Police Department 260 Shared with Police Department and Public Works 140 600 Includes Building Official Files and Finance Records 300 100 Unisex Oversized Planned to be Accessible - Provide 2 separate rooms Shared with Police Department and Public Works Primarily Public Use (multiple users) Primarily Public Use (multiple users) Shared with Police Department and Public Works 200 Contains Voting Machines AN ARCHITECTURAL SERVICE COMPANY 2345 RICE STREET SUITE 210 ST. PAUL MINNESOTA 55113 TELEPHONE (651) 483.6701 Note: WS = Work Station ( "Open Office ") = Possible future staff position PT= Part -Time Position BUETOW & ASSOCIATES AN ARCHITECTURAL SERVICE COMPANY _ 2345 RICE STREET SUITE 210 ST. PAUL MINNESOTA 55113 TELEPHONE 16511 483 -6701 Walls, Structure and Hallways 340 1480 Totals For Administration 7 (Plus 1 PT) 6015 8 (Plus 1 PT) 8600 Several Options Proposed (Deferred Maintenance Option, Demolition and Replacement Options and New Building Option) Note: WS = Work Station ( "Open Office ") = Possible future staff position PT= Part -Time Position BUETOW & ASSOCIATES AN ARCHITECTURAL SERVICE COMPANY _ 2345 RICE STREET SUITE 210 ST. PAUL MINNESOTA 55113 TELEPHONE 16511 483 -6701 Spaces Existing Staff Existing Space (s.f.) Probable 2007 Staff Probable Space (s.f.) Comments/Notes Lobby 0 300 Vestibule 35 80 Dispatch 1 170 1 250 Office Chief 1 240 - - - 230 Office Patrol Sergeant _ 1 1 230 170 Office Sergeant 0 170 Office (currently shares office with Patrol Sergeant) School Liaison Officer 1 100 1 140 Office Investigator 1 100 2 280 Office Squad Room 4 280 4 -5 400 -500 WS (4 -5) Interview Rooms 0 300 Copy /Server /Work 0 200 Records 150 300 Locker Room (Men) 0 600 Locker Room (Women) 0 300 Break Room Currently shared with Administration and Public Works Evidence 240 460 Evidence Receiving 100 300 Vehicle Storage Garage 1210 2400 Increase from 4 to 6 Squad Cars Large Conference Room Shared with Administration and Public Works Storage 390 600 Armory 60 100 Toilet Room /Shower 100 0 Replaced by Locker Rooms Furnace (Janitor) Shared with Administration and Public Works Mechanical /Electrical Shared with Administration and Public Works Walls, structure and hallways 1495 1920 Totals for Police Department 10 4900 11 -12 9600 Several Options Proposed (refer to Administration Department Preliminary Space Program for details) City of Oak Park Heights Space Needs and Facility Use Study PRELIMINARY SPACE PROGRAM POLICE DEPARTMENT May 17, 2007 Note: WS = Work Station ( "Open Office ") SUETOW & ASSOCIATES 2345 RICE STREET SUITE 210 ST. PAUL MINNESOTA 55113 TELEPHONE (6511 48 AN ARCHITECTURAL SERVICE COMPANY 3 -6701 Spaces Existing Staff Existing Space (s.f.) Probable 2007 Staff Probable Space (s.f.) Comments/Notes Public Works Director 1 175 1 180 Office Open Office /Work /Storage 3 960 *4 1200 WS (currently, 1 Foreman and 2 Operators) Arborist 1 115 1 120 Office located within Finance Dept. Records Cage Used by Administration Pump Room 240 240 Chlorine 140 140 Copy /Work Room 160 160 Large Conference Room Shared with Administration and Police Break Room Shared with Administration and Police Toilet Room /Shower Shared with Police Department Impounded Vehicles ** Propose new open -air wall enclosure Public Works Garage 2285 *3400 Currently has 2 double -deep drive - in /back -out vehicle bays. Propose adding 1 double -deep drive - through vehicle bay. Furnace (Janitor) Shared with Administration and Police Parts Storage 0 260 Currently in Public Works Garage Mechanical /Electrical Shared with Administration and Police Walls, structure and hallways 310 400 Totals For Public Works 5 4385 *6 6100 *Propose building addition to house 1 drive - through bay, parts storage, wash area and work area. City of Oak Park Heights Space Needs and Facility Use Study PRELIMINARY SPACE PROGRAM PUBLIC WORKS DEPARTMENT Note: WS Work Station ( "Open Office ") *Assumes continued use of contract vendors for street plowing, repairs and construction /maintenance projects. ** Exterior on -site area BUETOW & ASSOCIATES AN ARCHITECTURAL SERVICE COMPANY _ 2345 RICE STREET SUITE 210 ST. PAUL MINNESOTA 55113 TELEPHONE (6511 483 -6701 _ City of Oak Park Heights Space Needs and Facility Use Study BA #0707 Existing City Hall Site Analysis May 17, 2007 Location This existing municipal building is located in the central portion of the city and its address is 14168 Oak Park Boulevard North. The City Hall Building is located east of Oakgreen Avenue on a large irregularly- shaped plot, most of which is undeveloped. Existing privately -owned residential properties abut the City Hall property. Building Use This building is comprised of a City Hall, Police Department, Public Works Garage and Water Tower and is utilized: for administration of the municipality; as a public safety facility; for storage of official municipal records; for public meetings, for meetings of private organizations and of political caucuses; and as the site of one of the City's water supply towers. The City contracts for fire protection services with the City of Bayport and for snowplowing and road maintenance with private vendors. Size The site proximate to this building gradually slopes up from south to north and is abutted on three sides by a combination of residential buildings, a municipally- -owned automobile parking area, a nature trail, lawns and paving for vehicular traffic. The existing footprint of the City Hall Building on its site comprises approximately 15,300 square feet. Zoning This building is located within Zone 0 (Open Space). It is an approved use within the 0 Zone. Surrounding zoning is also R -1. The east building setback is not in compliance with the current zoning ordinance but, apparently, was originally allowed. Parking Current parking standards require a total of eighty -two (82) off - street parking stalls (79 standard and 3 accessible stalls). Parking is available on the street and within the site's off - street south parking area where approximately fifty -two (52) standard and two 2 accessible stalls are available. Signage A building's name is prominently incorporated on a ground - mounted sign located adjacent to the building's main entrance. Utilities Currently in place are underground utility services as follows: a water main and a sanitary sewer line. Fire hydrants are proximate to the building on the north, west and south. Paved Areas There are on -site adjacent and proximate bituminous paving areas to the east, south and west of the building. This south paved area serves as a staff and public parking area. The west paved area is primarily for Public Works vehicle maneuvering. The east paved area is primarily for use by Police Department vehicles. The site is also surrounded on two sides by unpaved public access trails (north and west sides). (continued) City of Oak Park Heights Space Needs and Facility Use Study 13A #0707 May 17, 2007 Image This low -rise municipal administrative /operations building is unique in appearance as compared to the gable- roofed residential buildings in the immediate area. That is, it is a relatively moderate -sized building, straightforward in appearance and is presented as a formal and somewhat symmetrical statement of modern, unadorned architecture popular at the time it was designed. Future Expansion Future horizontal expansion of this building as well as earthwork that would be required to achieve that expansion is very limited. Such expansion could only be achieved to the north from the City Hall and to the west from the Public Works Garage. A functional floor plan, however, would be difficult to achieve since the current building's organization and concept consists of extended narrow hallways to link departments, services and functions. Vertical expansion is not probable nor practical due to: limitations of the existing structural system and the high cost required relative to the amount of floor area to be gained. Potential Site Work The scope of any site work would include the restoration of damage, disruption and modifications that would be caused to existing site conditions as a result of planned upgrades and building expansion, as well as a result of sequenced and phased construction activities. City of Oak Park Heights Space Needs and Facility Use Study BA #0707 Existing City Hall Building Conditions Analysis (continued) May 17, 2007 The existing City Hall Building was constructed in various stages over a long period of tune. Municipal documents show that this building was initially constructed in or about 1967, expanded in or about 1980 and 1989 and was remodeled internally in or about 1998. The one -story City Hall Building contains spaces for Administrative, Meeting, Police, Utility and ceremonial functions; includes an attached Publi6 Works Vehicle Garage; and for water treatment distribution and storage activities. The City Hall Building, for its individual type of construction, appears to have a remaining service life. That is because it was constructed as a weather - resistant enclosure that, if the enclosure and operating systems are fortified or repaired, can be expected to effectively and functionally continue to serve its constituency some years into the future. Many portions of the elements of this enclosure require repair and replacement since observed conditions indicate that they are approaching or have exceeded their useful and operational lives. Also, the equipment housed within the facility's walls requires periodic repairs of and frequent attention to various operating components. Those repairs and that attention are expected to prolong the operational life of this building. Thus, the City Hall Building appears - on the surface - to have a number of years of service remaining. Extensive repairs, modifications and replacements of specific existing materials and systems will, however, be necessary to achieve that. Spatial Organization The City Hall Building is compact and access is easy for constituents and visitors but confusing to negotiate within. However, it does allow nonauthorized persons to penetrate deeply into the building without the knowledge of City staff. Furthermore, it does not fully provide access for those with disabilities in accordance with State and Federal Laws, does not easily allow departments to function or to efficiently communicate between departments and is short of space required for executive Operations. Future expansion of this facility is limited due to a constricted site and due to its current spatial and corridor arrangements. Thus, this building has reached the limits of its workability as a relatively small public organization. Expansion of floor area and reorganization of space is essential to improve the already continued provisions of accommodations for gender equity insofar as toilet/locker facilities is recommended. The site environs immediately adjacent to the City Hall Building include such elements as: concrete sidewalks, bituminous paving, landscaped planting areas, stormwater drainage surfaces /piping and grass lawns. The City Hall Building is situated somewhat lower in elevation than desired for the effective and rapid removal of surface water from its perimeter and surrounding yards. Water appears to have entered portions of its foundation walls and beneath surfaces that surround the building. Repairs to and replacement of these elements is essential for both aesthetic and functional purposes. A critical problem to resolve is the efficient and effective removal of roof stormwater for the area that immediately surrounds the Building. Current efforts extend the outflow of surface water beyond the building's perimeter with piping that extends from outflow points. City of Oak Park Heights Space Needs and Facility Use Study BA #0707 (continued) May 17, 2007 Building Exterior Our observations have been directed toward immediately visible exterior conditions including evident material and product deterioration that is (are) probably due to intensive utilization, long -term period of service and /or water infiltration. Those observed deteriorated conditions currently do or could allow some water penetration into the various wall and roof substrates. The following exterior conditions were observed: 1. EIFS and Concrete Masonry Unit Surfaces: Masonry joints require tuckpointing of mortar and reapplication of sealants, as applicable. Peeling paint observed indicates penetration by water through exterior wall system as well as too long of a duration in place. Settlement cracks in exterior walls required application of sealants. The EIFS (Exterior Insulation and Finish System) wall cladding assembly requires repairs and in some cases, replacement. Instances of surface weathering and loss of adhesion to wall surfaces are evident. 2. Door, Storefront and Fixed Glazing Units: The existing aluminum and glass exterior window assemblies exhibit little water and air leakage and are somewhat energy inefficient. That is because technological improvements have been made that render the current installation obsolete. Door sealants at fixed glazing units have - at various locations - receded, cracked and deformed and have exceeded their respective operational lives. Replacements and modifications are necessary recommended for both windows and doors. Several of the original upward - acting doors at the Public Works Garage are in need of adjustment, repair, refinishing or replacement, plus the provision of electronically actuated safety stop -and- retract features. 3. Wall and Roof Insulation: Initial and subsequent placements of insulation materials will require modification and or replacement due to the probability of the following: •Damage and deterioration over time due to possible air, vapor and water infiltration. •Itrsufficient quantities that do not comply with the current Minnesota State Building Code. •The provision of any additions to and remodeling of the existing building as part of a capital improvement program. Building Interior Our observations have been directed toward immediately visible interior conditions including evident material and product deterioration and failure that is (are) probably due to excessive use, intensive utilization, long -term period of service and /or water infiltration. General exterior and interior cleanliness of the. facility was maintained. Repair of deterioration and a cosmetic overhaul are recommended. The following interior conditions were observed: 1. Floor Finishes: Vinyl tile, carpeting and ceramic tile surfaces area exhibit years of wear but are maintained. Concrete floor in vehicle storage areas are stained with some cracks and exhibit some shrinkage cracking. 2. Wall Finishes: Painted gypsum. board, painted concrete block and ceramic floor/base /wall tiles are presentable but faded, color -dated and require repairs and joint replacements in most interior areas. 3. Doors and Frames: Color- stained wood doors, painted metal doors and painted metal frames are serviceable, exhibit chips and scratches and are color- dated. Security and access here is outdated or not present. City of Oak Park Heights Space Needs and Facility Use Study BA #0707 May 17, 2007 4. Structural System: A preliminary review of the building's structural systems was achieved by a limited field review Construction Drawings of the original building are available. Most existing structural systems were concealed from view. It is assumed that there is some available support capacity in the floor and roof structural system for additional loads such as additional major ductwork, mechanical equipment mezzanines or heavy electrical cables. The addition of lateral support bridging to the existing floor and roof structure may be required to bolster the required support capacity if such items are to be added. It is not apparent at this time if the snow drift conditions that develop where the City Hall roof adjoins the Public Works roof are properly resisted and in compliance with current Building Code. The provision of a horizontally- attached building addition is, however, possible. Mechanical and Electrical Systems Refer to the attached report prepared. by M & E Engineers, Inc. M &E ENGINEERING, Inc. Consulting Engineers MECHANICAL AND ELECTRICAL BUILDING EVALUATION OAK PARK HEIGHTS FACILITIES — CITY HALL, POLICE, PUBLIC WORKS Date: April 2, 2007 Commission No.: 05207 Original Building 1967 1980 Addition Public Works 1989 Addition and Remodel Police, Public Works 1998 City Hall Remodeling MECHANICAL EXISTING CONDITIONS 1967 ORIGINAL BUILDING 1300 Corporate Center Curve, Suite 101 Office: 651- 405 -0912 Eagan, Minnesota 55121 Fax: 651- 405 -0929 E -mail: engineering @ MandE- inc.com 1. Heat was from gas fired boiler and fin tube radiation and C.U.H. in the vestibule. 2. Garage had gas fired unit heaters. 3. Air conditioning was with 3 ton, 1200 CFM unit on the roof. Unit fed large room to' the west of the center area. 4, Water from meter in the Chlorine Room. S. Outside intake for exhaust in the garage and the Office /Chamber area. 1980 ADDITION 1, New Toilet Rooms on each side of the Boiler Room. Boiler feeds exist fin tube radiation. 2. Office addition to the north and remodeled garage to office served by heating /cooling RTU with single thermostat. ' 3, Existing cooling only RTU continues to feed Council Chambers. T -stats for boiler and RTU unit moved into the Council Chambers. 4. Exhaust fan installed in the Conference Room. 5, New garage on west side served by gas fired unit heaters relocated from existing garage. Exhaust and outside air intake on manual switch. 6. North Toilet Rooms and offices served by same RTU as the east offices and center portion of the building. 1 of 5 1989 EXPANSION AND REMODELING 1. Existing boiler and fin tube remains. 2. The police area is added and the heating and cooling is by a furnace unit (90,000 BTUHT heating, 3 ton AC unit on the roof). 3. Existing exhaust fan for the Conference Room still operates from manual switch (unit is noisy). 4. The Finance area (converted garage) is served by a furnace and 2 ton A.C. unit on the roof. 5. The police garage is served by a gas fired unit heater. 6. The Police Evidence and Storage areas are served by a gas fired duct heater with ductwork to 5 rooms. No A.C. in these rooms. Duct heater replaced and outside air added in 2007. 7, The Public Works office and storage area to the east of the existing garage has gas unit heaters for heat. There is no A.C. and no exhaust or ventilation in this area. 8. There is outside air to both furnace units. 9. There is electrical baseboard in rooms with exterior exposures. 1998 REMODEL 1. Existing cooling only RTU serving the Council Chambers and front Lobby is replaced with new cooling only unit with minimum outside air (5 ton cooling, 1700 CFM) and economizer. 2. New heating /cooling RTU for Finance area (5 ton cooling, 1850 CFM). Ductwork serving this area from existing furnace is removed. IIVAC — EXISTING CONDITIONS - 2007 1. RTU for Council Chambers — 8 years old, 7 -12 years of useful life remaining. 2. RTU for Finance area -w 8 years old, 7 -12 years of useful life remaining. 3. Public Works and Police furnace and condensing units — 18 years old. Near the end of their useful life. 4. RTU for City Hall office area is 26 years old, past its useful life. This unit serves exterior zones and interior zones with one stat. Most areas lack comfort and several plug -in electric heaters are required. 2 of 5 5. The boiler is original (40 years old) and is well past it's normal life. This unit feeds very few pieces of fin tube radiation and these could be replaced with electric fin tube or smaller, high efficiency, boiler could replace the existing unit. 6. The Public Works garage exhaust is not controlled by CO detectors. 7. The Police garage has no exhaust or ventilation. PLUMBING 1. There is a 1 %" water service (1" meter) in the Public Works garage. This service feeds the Police Toilet Room and garage. It also feeds the (2) Toilet Rooms built in 1980. The original 1 '.4" service in the Chlorine Room still serves the original Toilet Rooms. 2. The plumbing fixtures are predominately not handicapped. Such as lays, EWC's and spacing for water closets. 3. The hose bib in the Police garage did not have a vacuum breaker. FIRE PROTECTION 1. There is no fire protection in this building. A new 6" service would be required. PUMP ROOM AND CHLORINE ROOM 1. Chlorine and humidity have made it necessary to replace domestic water and ductwork in these rooms. CONCLUSION 1. The City Hall/Police needs more zone control not just one RTU. if the RTU is to remain, radiation should be added, either electric or hot water (new boiler for hot water radiation), in the City Hall area, Option for new system is one rooftop with VAV boxes for zoning or multiple RTU's. 2. Revise, or add, ventilation in the Garages and add CO detectors for control. 3. New heat, ventilation and plumbing in Pump and Chlorine Room. 4. Plumbing fixtures and trim to be updated in most cases. Option: City may have enough open land to look at ground water heat pump option. 3 of 5 ELECTRICAL EXISTING CONDITIONS 1967 ORIGINAL BUILDING 1. Service at 277/480 volts, 3 phase, 4 wire. The service serves water pump, booster pump, and rooftop A/C unit at 480 volts. Also services a 25 KVA transformer with 120/240 volts single phase secondary. The transformer serves a panelboard used for wiring the remainder of the building electrical toads (lighting, receptacles, motors, etc.). 2. Lighting is incandescent throughout except fluorescent in the Meeting Room and Secretarial area. 3. Receptacles are provided throughout. 1980 ADDITION 1. Electric service is expanded by adding another 25 KVA single phase transformer with 120/240 volts secondary serving another panelboard. This is used to serve the added building area electrical Ioads(lighting, receptacles, motors, etc.). 2. Portions of the original building are revised by adding receptacles and telephone outlets and by revising all the lighting except in the Meeting Room, Chlorine Room, and Pump Room. All lights are fluorescent except Entry and Vestibule are revised to incandescent. 3. Receptacles are provided throughout. 1989 EXPANSION 1. New electric service provided at 277/480 volts, 3 phase, 4 wire. The original service is re -fed and two 50 KVA single phase 120/240 volts secondary transformer are provided, each serving a panelboard. A separate 5 KVA transformer is provided to serve exit sign lights. 2. Lighting is fluorescent. 3. Receptacles are provided throughout. 1998 REMODEL 1. The Public Works office area is remodeled. UNDOCUMENTED WORK 1. Fire Alarm: A fire alarm system was added throughout the facility. There are smoke detectors throughout, heat detectors in mechanical spaces, manual pull stations at exit doors, combination horn/strobes throughout corridors, and strobes in the restrooms. 4 of 5 2. Optional Standby Power Generator: A generator was added which can power the entire facility. Some loads may have to be turned off to not overload the generator. The generator is a portable unit. 3. Battery powered emergency egress lights were provided in corridors throughout the facility. ELECTRICAL SUMMARY I. Electrical systems are in good working condition. 2. Additional battery powered emergency egress lighting should be added in the corridors. 3. The Meeting Room fluorescent light fixture could be upgraded to T8 lamps and electronic ballasts for energy savings. 4. The Entry and Vestibule lighting could be upgraded to fluorescent High Intensity Discharge (HID) lighting for energy savings. 5. Equipment is stored in front of the electrical service and distribution equipment in the garage. These items should be moved to allow clear access to the electrical equipment. END OF MECHANICAL AND ELECTRICAL BUILDING EVALUATION 5 of 5 City of Oak Park Heights Space Needs and Facility Use Study BA #0707 1.0 Project Description The existing City Hall Building was constructed in various stages over a long period of time. Municipal documents show that this building was initially constructed in or about 1967, expanded in or about 1980 and 1989 and was remodeled internally in or about 1998. The one -story City Hall Building contains spaces for Administrative, Meeting, Police, Utility and ceremonial functions; includes an attached Public Works Vehicle Garage; and for water treatment distribution and storage activities. It is an existing structure that is not fully compliant with current building codes but may have been in compliance with then - current codes at the time of its construction. Current occupancy is acceptable as is even though there may be building -wide noncompliance with accessibility, energy and life safety provisions of the current State Building Code. New construction will be required to comply with the current State Building Code. Extensive interior remodeling and /or building additions will trigger the requirement for code compliance updates to the existing building. The provision of an automatic fire suppression system may, however, be one alternative to reduce the extent of code compliance up grades. 2.0 Current Buildin and Life Safet Code 2003 Minnesota State Building Code (MSBC) which includes: Chapter 1305: which adopts the 2000 International Building Code (IBC) as amended; Chapter 7510: 2003 Minnesota Uniform Fire Code (MUFC) which adopts by reference the 2000 International Fire Code (IFC); Chapter 1315: which adopts by reference the 1991 National Electrical Code; Chapter 1341: Facilities for the Handicapped which makes reference to the 1992 CABO /ANSI A117.1; Chapter 1346: Minnesota Uniform. Mechanical Code (MUMC) which adopts by reference the 2000 International Mechanical Code (IMC). Chapter 4715: Minnesota Plumbing Code (MPC). Approval of the 2003 MPC is pending; and Chapters 7670, 7674, 7676 and 7678: Minnesota Energy Code. The Fire Marshal's Office enforces the Life Safety Code (NFPA 101). 3.0 Current Applicable Project Building Code Characteristics Applied 3.1 Existing Floor Area (Gross SF): City Hall Vehicle Storage Garage Building First Floor Level 10,915 SF 4.385 SF Total 10,915 SF + 4,385 SF = 15,300 SF 3.2 Existing Number of Stories: 3.3 Occupancy Groups: 3.4 Construction Type: 3.5 Location on Property: 3.6 Allowable Floor Area: Complies 3.7 Allowable Height: Complies Existing City Hall Building Code Compliance Separation on two (2) sides 23,000 SF (B Occupancy) (without sprinklers) 26,000 SF (S2 Occupancy) (without sprinklers) 9,500 SF (A3 Occupancy) (without sprinklers) Four Stories (B and S -2) Two Stories (A -3) (continued) May 17, 2007 1 (Vehicle Storage at Public Works Garage) S -2 (Public Works Garages), B (Offices) and A -3 (Assembly) (Meetings, Vehicle Storage, Mechanical, Storage, Council Chambers, Toilets and Offices are present in the building) B Occupancy occupies the greatest amount of floor area. II -B (Vehicle Storage) and I1 -B (City Hall) (reasonably assumed) City of Oak Park Heights Space Needs and Facility Use Study BA #0707 (continued) May 17, 2007 3.8 Assumed Existing Type II -B Fire Resistive Characteristics (in hours): Type III B Complies Exterior Walls 2 Interior Bearing Walls 0 Structural Frame 0 Partitions (Permanent) 0 Shaft Enclosures 0 Floors /Ceilings 0 Roof /Ceilings 0 3.9 Area or Occupancy Separations Required: Occupancy Separations: 2 Hours (A -3: B) 2 Hours (B: S -2). The addition of a fire suppression system may, in certain cases, reduce or eliminate the requirement for occupancy separations. Does not comply - modifications to achieve compliance are difficult to achieve. 3.10 Corridor Wall and Stair Shaft Construction: Certain existing corridor walls separating the Office, Assembly and Vehicle Storage Occupancies must be constructed for fire -rated construction per codes in force at the respective periods of construction. They should have fire -rated openings and fire -rated glazing wall openings. A new building, in certain cases, would not require fire -rated corridor walls. Does not comply - modifications to achieve compliance are difficult to achieve. 3.11 Fire Resistive Standards (Compliance is assumed but unsprinkled): Enclosed Vertical Exit Ways: (not applicable) Other Exit Ways: B (B & S -2) A (A -3) Rooms or Areas: C (A -3, B & S -2) May or may not comply - modifications to achieve compliance are difficult to achieve. 3.12 Accessibility /Facilities for the Handicapped: Accessibility for disabled building users should be improved so as to allow full access into this building through the provision of: automatic power controls at all entrances. Accessibility for disabled building users can be improved within this building through the provision of: new accessible unisex toilet rooms, accessible room en_ trances (36" wide doors with appropriate hardware) at existing rooms (where possible) and replacement finish hardware on existing doors. Does not comply - modifications to achieve compliance are not difficult to achieve. 3.13 Fire Extinguishing Systems: An automatic sprinkler system does not exist throughout the building but would be required in a new building. Provision of an automatic sprinkler system could reduce certain types of code compliance upgrades throughout the facility (one hour fire -rated corridors walls, fire /smoke dampers in ductwork, fire -rated openings and certain construction assembly ratings). Provision of a building addition and /or extensive renovations would require introduction of an automatic sprinkler system. City of Oak Park Heights Space Needs and Facility Use Study BA #0707 3.14 Plurnbin• Fixtures RE•UIRED in a new buildin• Per Grou b Occupancy Standards) *Occ. Load Men Women Unisex Totals 3.15 Plumbing Fixtures EXISTING 'Occ. WC UR LAY DF SHWR SS Load Men Women - Unisex Totals 1 1 1 160 3 2 2 3 2 1 3 160 5 3 5 2 1 3 KEY WC = Water Closet Occ. = Occupant UR = Urinal DF = Drinking Fountain LAV = Lavatory SHWR = Shower (* Fixture requirements are based upon 50% men and 50% women) Plumbing fixture quantities comply. ** icy Council Chamber Large Conference Room Conference Room WC UR LAV DF SHWR SS 1 1 0 1 0 3.16 Exits: • Total Occupant Load: 207 (1210/300 =5) (4385/300 =15 (8385/100=84 *(850/15 = 57 **(425/15 = 57 ***(245/15 = 17 0 2 0 1 1 2 2 0 1 (continued) SS = Service Sink May 17, 2007 @ Police Vehicle Storage Area) @ Public Works Vehicle Storage Areas) @ Office Areas) @ Assembly Area) @ Assembly Area) @ Assembly Area) • No. of Primary Exits Required: 2 from each occupancy Two (2) separate exits are provided at each applicable location where required • Minimum Total Exit Width Required: 39' (Separately allocated) Total of 15.0' exit width is provided from Administration/Police and 9.0' from Public Works Garage (at least 2.67' of clear width is provided at each exit door) Code - compliant finish hardware and signage is required at each exit. • Separation of Exits: The existing exits are properly separated from each other • Swing of Exit Doors: Exits serving 30 occupants or greater must swing in the direction of anticipated exiting Modification of existing exterior exit doors to swing in the proper direction not required • Maximum Allowable Distance to Exits: 150' plus 100' allowed within a complying fire -rated corridor Exit distances are less than the 150' maximum and comply. City of Oak Park Heights Space Needs and Facility Use Study BA #0707 May 17, 2007 • Exits Through Adjoining Rooms (intervening spaces): Exit pathways from various spaces exit through intervening spaces but when the total occupant load of the space through which exiting occurs equals 10, exiting continues through only one additional intervening room and is, thus, acceptable • Dead End Corridors: 20' Maximum Length (50' in new building): One dead end corridor at Police Department's noncom./ ina exit into Police Vehicle must be modified. ara • e • Existing complies with exception of cases that may not be able to be modified. 3.17 Energy Code Compliance City Hall Building is not in compliance with current Energy Code. 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AJN.MOJ 6]J'A $3 3 mn1 1∎1 OtN & S31V130SSV '8 Moi na. iE nun k104•14 4.d K +O OV11wwn, AlO <APV vVOXII1� RPdISs fl Noaa g G011111a l clllbloll IJed BOO L'V NOI1dO INV1d 3115 1N33Y1V31.11 L31VM A s a a w�oiniu�l no 4 3, u1 s y;i��siii 11N.NO� 53]NI S )AnIJ3111ouv NV s3.LViossV a Mo.iana oa]I .. AS n S r9p ooudS n so1111!.ti3 14a1DH )l+nd MW 17V NOLIA0 NVld b00 P 40W N 131 I LI I I NOLLICOv DDV80 Vfll :411.11.1.14 ft ,C0/11, Apr-q.s .pooN uotwoud IOH v.1 , 1 0 0 'rz" ca VR H01.110 2011V1l1/7 SIIIrld T4 '3AV N3kkB.0 This Page Is Left Intentionally Blank. Oak Park Heights Request for Council Action Please see attached map and County Tax statements. Meeting Date April 8th, 2008 Time Required: 10 minutes Agenda Item Title: City Hall Facility - Discussion of 13481 60th Street N. (Montenari Building Agenda Placement Old Business Originating Department /Requestor Councilmember Abrahamson Requester's Signature Action Requested Discussion, Possible Action Background /Justification (Please indicate if any previous action has been taken or if other public bodies have advised): The City has been contacted by Elk River Bank indicating that they have now assumed full control and rights of the property at 134816oth Street North, (the Montenari Building), via foreclosure and they are now actively marketing the facility. Mr. Jim Gessert of Elk River Bank has indicated that the sale price at this time could range from $2.0 to $2.6 Million and that they may be able to offer certain financing tools. There would also likely be some building modification costs. The outstanding debt to Elk River is unknown, but Mr. Gessert has indicated that the building is beyond the redemption period. The City may wish to revisit the possibility of acquiring this building for the purposes of general administration and police facilities. 92 0 -4- (I) - 6.5 1 CD 0 . CD 03 CO -0 .-- 1 CO CD C 0 I.1 (.0 ( 0 --J 0 a) 1.6 0 _ 0) ,..c. a ,-- 0 -: 0 o 0 76 - a - >? CV v U) 1fi ( i3 cf.) LL 0 .. 0 u) '0 N. :s7 -c: 0- . .z a o 0 L.: D c 12 S as (f) ziE '5L '6" c 03 1 co 2? C) , •-,::,.- p -- (Ti "-' ' (V (NI -.1' CD CO CD .6 (...) ,- co co - 0 - 5 `.4€-.Zgebrclir Washington County Tax Statement 2007 Tax Slalenl[; 11 Back, cl tax SSUlemun; Washington ,County Department of Property Records and Taxpayer Services 14949 62nd Street North PO Box 200 Stillwater, MN 55982 -0200 {651) 430 -6175 wv,w_co-washinglon. mn. us PROPERTY ID: R 05.029 20.21.0012 TAX DESCRIPTION: RLS 957 LOT -00A LOT A BEING THE WLY 33FT TAXPAYER: 109169 Bill 43095 PAYABLE 2007 PAYABLE 2008 BARTJ MONTANARI ur Proporty.Tax_Voi l00 Arsd clasaifloatt.a.11 13481 60TH ST N Improvements STILLWATER MN 55082 Excluded: New Improvements/ Expired Exclusions: Estimate Market Value: 86,100 91,300 Taxable Markel Value: 86,100 91,300 Property Class: COMM COMM 1. Use this amount on Form M -1 PR to see if you're eligible for a property tax refund. File by August, 15. If this box is checked, you owe delinquent faxes and are not eligible, 2. Use this amount for the special properly tax refund on schedule 1 of Form M- 1PR. Your Property Tax And How It Is Reduced fly ThoState 3- Your property fax before reduction by state -paid aids and credits 4. Aid paid by the stale of Minnesota to reduce your property Sax 5. Credits paid by the stale of Minnesota A. Homestead and Agricultural Credits 130 to reduce your properly B. Other Credits 6. Your property tax after reduction by state -paid aids and credits Property. Fab, by,J.u. risdiction. 7. Washington County 8. City or Town: OAK PARK HEIGHTS 9. State General Tax 10. School Dialed: 0834 A Voter Approved Levies B. Other Local Levies 11. Special Taxing Districts 12. Non - School voter approved referenda levies 13. Total properly fax before special assessments $peeiel.AAoesamaotsor) Vou 14 Special Assessments Yn A. County 8, COUNTY RRA A. Metropolitan Special Taxing Districts B. Other Special Taxing Districts C. Tax Increment D. Fiscal Disparity 15. YOUR TOTAL PROPERTY TAX AND SPECIAL ASSESSMENTS You may be eligible for one or even two refunds to reduce your property tax. Read the back of this statement to find out how to apply. TAXPAYER COPY SAVE THIS COPY FOR FUTURE REFERENCE STATEMENT OF PROPERTY TAXES PAYABLE IN 2008 $ 3.90021 $ 4,094.33 $ 1,334.21 0 1,424.33 $ 2,566.00 $ 2,670.00 5345.55 $360.40 S 1 -09 S 482.04 i $ 516.80 �-F 0 827.11 5 039.03 $174.81 5171.85 5180.80 6190.16 534.35 536.18 S 74.38 S 78.73 S 445.85 5 467.76 $2,566.00 $2,670.00 S 2,566.00 $ 2,670.00 FIRST HALF DUE MAY 19 51,335.00 SECOND HALF 0VE OCTOBER 15 91 ,335.00 Page 1 of 1 "7 'y / `C f Washington County Tax Statement Page 1 of 1 2007 'Fir,: Sin 3rsu<: of'1a >:5:tatemein WashiWashi Department of ngton Records and C ounty Taxpayer Services 14949 62nd Street North PO Box 200 Stillwater, MN 55082.0200 (651) 430 -6175 wwv. co. wa shi nglo n. mn. u s 1. Use this amount on Form M -1PR to see if you're eligible for a property tax refund. File by August, 15- If This box is checked, you owe delinquent taxes and are not eligible. 2. Use this amount for the special properly lax refund on schedule 1 of Form M- 1PR. Your Property 7ax..And. How.1..t ,.Ls.Redu.cud. By. The,S.tate 3- Your property tax before loSuction by state -paid aids and credits 4. Aid paid Sy the slate of Minnesota to reduce your property lax 5. Credits paid by the slate of Minnesota A. Homestead and Agricultural Credits lax 10 reduce your properly B. Other Credits 6. Your property tax after reduction by state -paid aids and credits P.ropurty Tao. by.J.utiadictio.n 7. Washington County 8. City or Town: OAK PARK HEIGHTS. 9. Slate General Tax 10. School District: 0834 A. Voter Approved Levies B. Other Local Levies 11, Special Taxing Districts 12, Non - School voter approved referenda levies 13. Total property tax before special assessments 0Paelal A8SeSSrrl9Rte onYOUrPIPP810Y 14, Special Assessments rn A. County B. COUNTY RRA A. Metropolitan Special Taxing Districts B. Other Special Taxing Districts C. Tax Increment D. Fiscal Disparity 15. YOUR TOTAL PROPERTY TAX AND SPECIAL ASSESSMENTS You may be eligible for one or even two refunds 10 reduce your properly tax. Read the back of this statement to find Out how to apply. TAXPAYER COPY SAVE THIS COPY FOR FUTURE REFERENCE STATEMENT OF PROPERTY TAXES PAYABLE IN 2008 PROPERTY ID: R 05 029 20- 21.0011 TAX DESCRIPTION: RLS 857 LOT -00A LOT A EXC WLY 3351 THEREOF TAXPAYER', 154018 Bill #43093 PAYABLE 2007 PAYABLE 2008 BANK OF ELK RIVER You.T.P.r9pyJ1Y..T.dx V5Iuo. S,a9d, C1a9Sittee3I0R 630 MAIN ST improvements ELK RIVER MN 55330 Excluded: New improvements! Expired Exclusions: Estimate Market Value: 715.300 1.204500 Taxable Market Value' 715,300 1,204,500 Property Class: 000M COMM 3 30,751.19 5 52,385.90 $ 10,503 -19 S 18,205.90 5 20,248.00 034,180 -00 3 2,726.70 54,714.81 5_8.71 3 14.00 53.795 -92) 56,606.43 5 6,511.22 ` $ 10,724.50 $ 1,414.84 52,230.91 5 1,428.48 5 2,435.71 $ 270.57 5 462.03 5585.75 31,006.34 3 3,505.61 S 5,976.67 .3 20,248.00 034,180.00 $ 20, 248.00 $ 34,180.00 FIRST HALF OUE MAY 15 $17,090,00 5000ND HALF OUE OCTOBER 15 317,090.00 Meeting Date March 25 2008 yy Oak Park Heights Request for Council Action Time Required: 5 Minutes Agenda Item Title: Discuss and Potentially Respond to Re . Michelle Bachmann's 3/11/08 Correspondence Agenda Placement New Business Originating Department/Requestor Councihnember Doerr Requester's Signature Action Requested Discussion and Possible Action Discuss the March le 2008 letter received from Rep. Bachmann; possibly consider requesting funding for certain elements of the ST1136 / Bridge Crossing Project. Background/Justification (Please indicate if any previous action has been taken or if other public bodies have advised): MICHELE BACI -IMANN Gil; Oi 311¢;1', M.NNEism COMMi11lil: s: FINANCIAL SERVICES HOUSE= REPUBLICAN POLICY COMMITTEE: ASSISTANT R01 UPI - EII' Jack Doerr Councilman 14168 Oak Park Boulevard Stillwater, MN 55082 -6476 Dear Jack, Cong e55 of. the Lriteb ~ tateg L ou ?5e of itkepreerttatiimS a i assfiiltgton, 20515 --2306 March 11, 2008 As elected officials, we share a sacred duty to our constituents to work diligently on their behalf and to continually seek ways to improve their lives. And, I am always looking for new and innovative ways to not only serve my constituents, but to work with you in federal -local partnerships for the benefit of our shared constituents. You may have heard recently that I have joined several of my colleagues on both sides of aisle in a moratorium on earmarks, often known to our constituents as pork barrel spending. As part of the pledge that I have taken, 1 will not be submitting earmark requests to the House Appropriations Committee for Fiscal Year 2009. I would like to take this opportunity to explain to you how that pledge will impact you and your community and how my office can continue to work with you t.o access federal funds for important local projects. It is critical that you realize that my pledge does not mean that my office will not continue to work with you on your important projects. In fact, 1 will continue to fight for Minnesota taxpayers! Members of Congress know their districts better than any bureaucrat in the federal executive branch agencies. And, believing in the better angels of man's nature, 1 like to believe that elected Members of Congress should have the ability to discern which projects have the appropriate federal nexus to make them worthy of federal tax dollars. Regrettably, money and raw politics are far more often in control and the system has become broken beyond repair. Our constituents' tax dollars are raided year after year in larger and larger amounts by a few well - placed Members of Congress who dole out gifts to their colleagues --- often to their own benefit more than anyone else's. The enclosed graph is illustrative. In Fiscal Year 2008, the average member of the House Appropriations Committee secured nearly $30,000,000 in earmarks for his or her district ($28,630,000). In comparison, the average Democrat Member of Congress brought home just over $10 million ($10,300,000). The average Republican Member of Congress brought home even less ($8,700,000). Some appropriators really outdid their colleagues. Congressman Jack Murtha, Chairman of the Defense Appropriations Subcommittee, secured a whopping $166,500,000 in pork, according to Congressional Quarterly. And, according to Roll Call newspaper, every one of those earmark recipients was a Murtha campaign contributor. As you can see, earmarked funding no longer bears any connection to the merits of a project or even to how a project supports the national interest. It is all about politics. And, Ibis does not serve our constituents well at all. Lest we become jaded --- these numbers are in the millions and represent the averages of the 435 Members of the House of Representatives. Imagine how that appears to the average Minnesotan taxpayer, who according to an analysis by 417, CANNON! Mouse Q :u i 13un.i7nac n■Fi1N01 {JC 3051,1 {207) 225 -2331 (1043 fi01)::0N RCAO, Sl i1; 330 Wonuounr, W41;5125 (1351} 731 -5400 110 2ND S 1r1@P.1 S, Sum': 232 WAI'n: E'AIlK, MN 50357 (320) 253 -5031 www.bochtnean.housa.f ew the Northeast- Midwest Institute in 2006, got only 73 cents back for every dollar sent to Washington. That's second to the worst return on tax dollars nationwide. In comparison, the people of Alaska, New Mexico, and West Virginia — all of whom are represented by an Appropriations Committee member -- got nearly two dollars back for every dollar sent to Washington. In 2005, in fact, Alaska enjoyed more pork per capita than any other state -- $984.85 per person. Tay way of comparison, the national per capita average was $33.03; Minnesotans got $17.47. If that's not enough proof that the system is broken beyond repair, take a look at the budget process of Fiscal Year 2007. In that election year, politics literally put the appropriations bills on hold. All across the country, communities like yours waited to see if their projects would get the federal funding Appropriations Subcommittees had approved — often federal funding that their local budgets counted on — when the final appropriations bills made it to the President's desk for his signature into law. That year, earmarks were erased and communities large and small were left to scramble to fill holes in their budgets. In the past several years, as public cynicism about pork barrel projects has skyrocketed, Congress has tinkered around the edges to increase transparency of earmarking, and these are good changes. Regrettably, they represent the lowest common denominator of action. These are the changes that all Members — Republican, Democrat, and appropriator --- can agree to in an effort to look responsive to the American public. In reality, however, they do nothing to change the flow of dollars from hard- working taxpayers to politically - connected lobbyists and their clients. Something must change. And, the pledge that my colleagues and I have taken is an effort to begin that change. Enclosed you will find a federal funding force that your community can use to request my assistance in securing federal funds for worthy local projects. My staff will work with federal agency officials to locate appropriate co n.etitive rant •ro.rams for our ro "ects and to. eg t you. ineetin_s where ou can make the case that our •ro'ect should be funded. We'll also help you find private grant funding that may meet your needs. I will write letter's of support for your projects, as well, and will do all T can to ensure that your community's project gets the attention it deserves here in Washington. The public trust is something I take very seriously, as I am certain you do as well. And, I hope that you will work with me to ensure that Minnesota's taxpayers get the most of their tax dollars without losing their hard - earned income to Washington's bottomless bureaucracy. If you have any questions or thoughts on this matter, I invite you to share them with me and with my Legislative Director, Jessica Taylor, at 202 -225 -2331, who will be the staff lead on these important projects. Thank you and I look forward to working with you. Sincerely, Enclosures Michele Bachmann Member of Congress Page 95 of 112 $30,000,000.00 $25,000,000.00 $20,000,000.00 $15,000,000.00 $10,000,000.00 $5,000,000.00 Average Average Average Republican Democrat Appropriator Project Name (include town, county e.g. St. Cloud Community Center) Project Summary (Provide a brief paragraph description of the project Graft Opportunity Title Government Agency (e.g. USDA) Grant Funding Number (e.g. VA- GRANTS - 2008 -555) What percentage of any funding received will go to +Administrative costs? +Operations /mainten ance? +Construction/enh ancements? +Equipinent? +Research /development? What percentage of any funding received will be used: +Locally? +State -wide? +Nationally? CONGRESSWOMAN MICHELE BACHMANN (MN.O6) FISCAL YEAR 2009 FEDERAL FUNDING REQUESTS PLEASE COMPLETE THE FOLLOWING TABLE PLEASE SUBMIT ELECTRONICALLY TO JESSICA TAYLOR IN REP. BACHMANN'S OFFICE ,IESSXCA.TA VLOR @MAIL.HOUSI .GOV FEEL FRED TO CALL 202.225 -2331 WITH ANY QUESTIONS 1 If different from above, lobbyist (or organization inakin re nest : Lobbyist Contact: Lobbyist Address: Lobbyist Office Telephone: Lobbyist Mobile Telephone: Lobbyist Fax Nurnber: Lobbyist Email Address: Recipient Contact: Recipient Address: Recipient Office Telephone: Recipient Mobile Telephone: Recipient Fax Number: Recipient Email Address: HOW will NS project benefit:__ + Local residents? +- Citizens of MN? Amount of your request: Is this funding new or recurring? If recurring, please list past amounts received by year Is this a project that will require ongoing funding or reach a completion date? Other er relevant information: Recipient (organization receiving funding): 2