HomeMy WebLinkAboutResolution (2) RESOLUTION 07-11-62
• A Resolution Approving the Capital Improvement Plan Documents Related To and
Necessary For the Future Issuance of Capital Improvement Bonds as Permitted
Under MN STAT. 475.521, to Fund Proposed Improvements or Replacement of the
Current City Hall Facility.
Whereas, the City of Oak Park Heights currently coordinates the majority of its
municipal operations from the City Hall Facility (hereafter referred to as the "Facility ")
located at 14168 Oak Park Blvd and which houses general administrative operations and
ti c law enforcement operations and significant public meeting space, all a en public works n p g p
activities, and;
Whereas, part of the current Facility was initially constructed in 1968 with additions in
1980, and 1989, bringing the current Facility to 15,000 ± /- square feet, and;
Whereas, considering the age and configuration of the Facility, the City will soon be
required invest significant funds to maintain the current Facility, including replacement
of HVAC systems, roof replacements, ADA compliance initiative and other code
compliance improvements, and;
Whereas, the investment of significant dollars to bring the aged Facility into significant
code compliance and efficient operability may not an be an economical long -term
investment as compared to a major renovation or the construction of a new building, and;
Whereas, the City Council has invested considerable time and dollars in the discussion
and investigation of numerous options for possible replacement and /or renovation of the
Facility, including but not limited to the following:
• Dec 12 2006, At CC Meeting: `Discussion of Break Room
Improvements'
• Jan 23 "', 2007 At CC Meeting: `Planning for City Hall's Future' - Issue
Architectural RFPs — City Hall Facilities Space Needs and Facilities Study.
• Feb 6 2007 City Council Worksession: — Narrow Down RFP
Submissions for City Hall's Future.
• Feb 6 2007 At CC Meeting: `City Hall Improvements' — Request RFP
Respondents to Submit Additional Information.
• Feb 27 2007 At CC Meeting: `City Hall Improvements' - Award RFP to
Buetow and Associates for $9,600 to review current Facility and provide cost
estimates for rehab /expansion or a new building.
• May 22", 2007 At CC Meeting: `City Hall Facilities Needs and
' Engel of
Assessment Report' — Current Facilities Report given by Randy En Buetow
B
p p g Y Y g
& Assoc.
• City's Municipal Facility was discussed as part of the City's 2008 Budget
Discussions
• Aug 28 2007 At CC Meeting: `Accept Final Report from Buetow and
Associates' Approving a resolution concluding and accepting the initial RFP
study for Space Needs and Facilities Use Study.
• Sep 12 2007 City Council Work session - City Hall Facility Space
• Needs and 2008 Budget' — Additional layout options were examined with the
Architect and cost estimates reviewed. Additional discussion was held with Steve
Mattson of Northland Securities about timing of possible bond financing.
• Sep 12 2007 At CC Meeting: `New Building Update' - City Council set
• the necessary public hearing date as part of the legal requirements for possible
bonding — Date set for October 23, 2007.
• Sept, 2007 City published the Fall 2007 Newsletter with a full —
discussion of the Facility issues. This notice also referenced the City's website
where the public hearing information was placed and building site renderings.
• Sep 25 2007 At CC Meeting: `City Hall Facility' — City Administrator
reported that the Architect may provide more detailed plans of layouts at $4,200
per option, Council approved up to $10,000 for additional layout refinement.
• Oct 9 2007 `City Council Work session' — City Hall Facility discussion
i cussion of financing.
ent of possible building options s g
— refinement p g Lions and d p
• Oct 9 2007 At CC Y
Meeting: 'City Hall Facility' — City Council directed
staff to have the Architect provide additional refinements with certain criteria and
which will be ultimately presented at the Public Hearing on Oct 23 2007
• Oct 23 2007 At CC Meeting: `City Hall Facility' -City Council Held a
Public Hearing on the issuance of up to $7.5 Million Capital Improvement Bonds
to fund a new Municipal the update to the CIP — necessary al Facility or a p
p
Rehabilitated and Expanded Facility. City Council continued the public hearing to
Nov 7 2007 and mailed out Public Hearing notice cards to all residents.
• Nov 7 2007 At CC Meeting: `City Hall Facility' - Following additional
direct public notice to City residents, the City Council continued the public
hearing as initiated on October 23 2007 in an effort to encourage additional
public input, and;
• Whereas, the City has not received material adverse public comment on the proposed
improvement options.
Now, Therefore, Be It Resolved that the City has determined that there is a need to
address the long -term condition of the City Hall Facility and does hereby adopt the Five -
Year Capital Improvement Plan (Attached as `Exhibit A') being necessary for the
issuance of Capital Improvement Bonds up to $7,500,000 to fund a possible renovation
or replacement of the current City Hall Facility.
Passed by the City Council of the City of Oak Park Heights this 7th day of
November, 2007.
I ,
4
vid Beaudet, Mayor
Attes r
1 �c J nson, City Administrator
•
`Exhibit A'
As Attached to Resolution 07 -- 6 2
2008 through 2012
Capital Improvement Plan 10/16/07
City Hall Facility
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•
2008 through 2012
Five -Year Capital Improvement Plan for
City of Oak Park heights, Minnesota
10/16/07
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Prepared by:
Eric Johnson, City Administrator
City of Oak Park Heights, MN
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Table of Contents
I. Introduction - 2
II. Purpose 2
III. The Capital Improvement Planning Process 3
IV. Project Summary 4
V. Financing the Capital Improvement Plan 5
Project Costs Appendix A
Proposed CIP Bond Issue Appendix B
Pre -Sale Schedule . Appendix C
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CITY OF OAK PARK HEIGHTS
FIVE -YEAR CAPITAL IMPROVEMENT PLAN
2008 THROUGH 2012
I. INTRODUCTION
In 2003, the Minnesota State Legislature adopted a statute that generally exempts
City bonds issued under a capital improvement program from the referendum
requirements usually required for city halls, town halls, public works, libraries and
public safety facilities.
II. PURPOSE
A capital improvement is a major expenditure of City funds for the acquisition or
betterment to public lands, buildings, or other improvements used as a City Hall,
town hall, public safety, or public works facility, which has a useful live of five years
or more.
For the purposes of Minnesota Statutes, Section 475.521, capital improvements do
• not include light rail transit or related activities, parks, road /bridges, administrative
buildings other than City Hall or town hall or land for those facilities. A Capital
Improvement Plan (CIP) is a document designed to anticipate capital improvement
expenditures and schedule them over a five -year period so that they may be
purchased in the most efficient and cost effective method possible. A CIP allows the
matching of expenditures with anticipated income. As potential expenditures are
reviewed, the City considers the benefits, costs, alternatives and impact on operating
expenditures.
The City of Oak Park Heights, Minnesota (the "City ") believes the capital
improvement process is an important element of responsible fiscal management.
Major capital expenditures can be anticipated and coordinated so as to minimize
potentially adverse financial impacts caused by the timing and magnitude of capital
outlays. This coordination of capital expenditures is important to the City in
achieving its goals of adequate physical assets and sound fiscal management. In these
financially difficult times, good planning is essential for the wise use of limited
financial resources.
The CIP is designed to be updated on an annual basis. In this manner, it becomes an
ongoing fiscal planning tool that continually anticipates future capital expenditures
and funding sources.
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III. THE CAPITAL IMPROVEMENT PLANNING PROCESS
The capital improvement planning process is as follows: the City Council authorizes
the preparation of the CIP. City staff is instructed to assemble the capital
expenditures to be undertaken within the next five years. The City Council then
reviews the expenditures according to their priority, fiscal impact, and available
funding. From this information, a preliminary capital improvement plan is prepared.
Changes are made based on that input and a final project list is established.
The City Council then prepares a plan based on the available funding sources. If
general obligation bonding is necessary, the City works with its financial advisor to
prepare a bond sale and repayment schedule. Over the life of the CIP, once the
funding, including proceeds from the bond sales becomes available; the individual
capital expenditures can be made.
In subsequent years, the process is repeated as expenditures are completed and new
needs arise. Capital improvement planning looks five years into the future.
For a City to use its authority to finance expenditures under Section 475.521, it must
meet the requirements provided therein. Specifically, the City Council must approve
the sale of capital improvement bonds by a three -fifth majority of its membership. In
addition, it must hold a public hearing for public input. Notice of such hearing must
be published in the official newspaper of the City at least fourteen, but not more than
twenty -eight days prior to the date of the public hearing. The City Council approves
the CIP following the public hearing.
Although a referendum is not required, a reverse referendum is allowable. If a
petition bearing the signatures of at least five percent of the votes cast in the last
general election requesting a vote on the issuance of bonds is received by the
municipal clerk within thirty days after the public hearing, a referendum vote on the
issuance of the bonds shall be called (if a vote is taken and the referendum passes, the
taxes would be levied on market value rather than tax capacity).
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IV. PROJECT SUMMARY
The expenditures to be undertaken with this C1P are limited to those listed below. All
other foreseeable capital expenditures within the City government will come through
other means. The following expenditures have been submitted for inclusion in this
CIP:
Rehabilitation and /or Replacement of the City Hall Facility, including the Police
Department and Public Works Areas
There are not other projects constituting a capital improvement within the meaning of
Minnesota Statutes Section 475.521 contemplated at this time.
To be undertaken
within the next 5 years. The statute has established certain criteria that must be met.
Under these criteria, the City has considered the following eight points:
1. Condition of the City's infrastructure and need for the project.
2. Demand for the improvement.
3. Cost of the improvement.
4. Availability of public resources.
5. Level of overlapping debt.
6. Cost/benefits of alternative uses of funds.
7. Operating costs of the proposed improvements.
• 8. Options for shared facilities with other cities or local governments.
The CIP is composed of projects that will allow the City's departments more space in
an expanded area. The City has analyzed the eight points required per statute for each
project on an individual basis and as a whole. Their findings are as follows:
PROJECT: Rehabilitation and /or Replacement of the City Hall Facility
Conditions of City Infrastructure and Need for the Project
J
The current City Hall Facility, hereafter referred to as the "Facility" is in average
condition and large approximately 35 years old with major updates in 1980 and 1989
However, due to continued growth in the area, additional space is needed to house
personnel, equipment and supplies necessary to continue to provide adequate public
services for the next 50 years. (please see Exhibit A)
Demand for Project
As mentioned above the current Facility does not provide adequate space for
personnel, equipment and supplies. Moreover, in the next few years, the current
Facility will need major repairs to its roof, HVAC systems, compliance with
Americans with Disabilities Act and other improvements to bring the City facilities
into compliance with its own zoning codes.
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Estimated Cost of the Project
The project is estimated to cost of the project ranges between $7.5 Million for a new
Facility to approximately $1.75 million for a rehabilitation and expansion of the
Current Facility.
Availability of Public Resources
The City's portion of the project may be funded by a combination of general property
tax levy and available resources on hand.
Relative Costs and Benefits of Alternative Uses of the Funds
The need for additional space and pending building repairs has been discussed for
several years. The space limitations with the current Facility make this project
necessary for the City. There are no significant alternatives for funds designated for
this project.
Operating Costs of the Proposed Improvements
.
A larger Facility will likely require higher maintenance costs, but it is hoped that
through the application of LEED certified building elements, these cost differential
will be minimal. The current Facility is not economical nor energy efficient by
I • current standards.
Options for Shared Facilities with Other Cities or Local Government
The Facility is and will be entirely owned by the City.
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Level of Overlapping Debt
• The City does not have any other capital improvement bonds outstanding.
Indirect Debt*
2006/2007
2006/2007 Tax
Tax Capacity Percentage Taxpayers'
Capacity Value Applicable Share
Issuer Value(') in City( in City Net Debt of Debt
Washington County $ 273,358,492 $7,356,523 2.69% $ 54,295,000( $ 1,460,536
ISD No. 834, Stillwater 85,874,241 7,356,523 8.57 65,563,464( 5,618,789
NMISD No. 916 261,805,893 7,356,523 2.81 12,320,000( 346,192
Metropolitan Council 3,038,442,757 7,356,523 .24 8,673,927( 20,817
Metro Transit 2,583,170,505 7,356,523 .28 122,283,681( 342,394
Net Indirect Debt: $ 7,788728
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Only those jurisdictions with outstanding bond indebtedness are shown above.
( Tax Capacity Values are after tax increment, 10% of 200kV transmission line, and fiscal disparity contribution adjustments
and before fiscal disparity distribution adjustment.
( Washington County has bond indebtedness of $54,295,000 as of December 31, 2006.
( ISD No. 834, Stillwater, has bond indebtedness of $74,990,000 and sinking funds of $9,426,536 as of June 30, 2007.
( Northeast Metro Intermediate School District No. 916, reported bond indebtedness of $12,320,000 as of December 31, 2006.
( Deductions: (A) $882,480,000 Metropolitan Waste Control Commission Debt as of March 15, 2007.
Note 1: Debt Service on (A) above is 100% self supported from revenues of the Metro Sanitary Sewer System, although
the bonds are full faith and credit bonds. Sinking funds of $10,639,920 and escrow funds of $8,016,458 have
not been deducted because said funds are attributable to (A) above. Sinking fund /escrow balances are as of
December 31, 2006.
Note 2: The only tax supported bond indebtedness is $18,775,000 as of March 15, 2007 and sinking funds of
$10,101,073 as of December 31, 2006.
(6 ) Metro Transit has bond indebtedness of $162,505,000 as of March 15, 2007 as well as sinking funds of $16,281,784 and
escrow funds of $16,629,535 as of December 31, 2006. This debt is issued by the Metropolitan Council for all public transit
operations in the transit district, of which Metro Transit is the Largest public transit provider, and is payable from ad valorem
taxes levied on all taxable property within the Metropolitan Transit District.
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V. FINANCING THE CAPITAL IMRPOVEMENT PLAN
The total amount of requested expenditures under the CIP is $7,358,000. If these
expenditures are to be funded, that amount of money is anticipated to be generated
through the tax levy and the sale of $7,500,000 in bonds over the five -year period.
In the financing of the CIP, two statutory limitations apply. Under Chapter 475, with
few exceptions, cities cannot incur debt in excess of 2% of the assessor's Taxable
Market Value (TMV) for the City. In the City, the TMV is $579,089,800. Therefore,
the total amount of outstanding debt cannot exceed $11,581,796. As of October 23,
2007, the City had no debt subject to the legal debt limit.
Another limitation on bonding under the CIP Statute (475.521) is that without
referendum, the total amount of principal and interest in any one year for CIP debt
cannot exceed 0.16% of the TMV for the City. Far the City of Oak Park Heights, the
amount is $926,544 ($579,089,800 x .0016).
The principal and interest payments for the City portion of the debt are estimated to
be approximately $657,500 in collection year 2008, gradually increasing to $820,000
in collection year 2022 (this amount takes into account the required 105% debt
service coverage for the City's portion of the bonds).
• Under the CIP, the City will secure $7,500,000 in 20 -year general obligation bonds in
the year 2007 to finance the Municipal Government Center. The par amount of the
Bond Issue is based on the amounts listed in Appendix A. The City's proposed
general obligation capital improvement bonds (including issuance costs) are shown in
Appendix B.
Continuation of the Capital Improvement Plan
This CIP should be reviewed annually by the City Council using the process outlined
in this plan. The City Council should review proposed expenditures, make priority
decisions and seek funding for those expenditures it deems necessary for the City. If
deemed appropriate, the City Council should prepare an update to this plan.
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APPENDIX A
PROJECT COSTS
(Capital Expenditures to be Funded with Bond Proceeds)
2008 Expenditures
Estimated Hard Cost of New City Hall Facility $ 7,358,000
Estimated Soft Costs 253,900
Less: Estimated Construction Interest Draw ( 111,900)
Total Uses of Funds: $....2.51110011
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APPENDIX B
PROPOSED CIP BOND ISSUE
2007 General Obligation CIP Issue
Net Debt Service Schedule
EST. TOTAL.
(12 -1) INTEREST DEBT
YEAR PRINCIPAL RATES INTEREST SERVICE
2007
2008 $340,000.00 3.55% 286,087.50 626,087.50
2009 350,000.00 3.55% 274,017.50 624,017.50
2010 365,000.00 3.55% 261,592.50 626,592.50
2011 385,000.00 3.60% 248,635.00 633,635.00
2012 400,000.00 3.60% 234,775.00 634,775.00
2013 425,000.00 3.60% 220,375.00 645,375.00
2014 440,000.00 3.65% 205,075.00 645,075.00
2015 475,000.00 3.75% 189,015.00 664,015.00
2016 500,000.00 3.80% 171,202.50 671,202.50
2017 540,000.00 3.85% 152,202.50 692,202.50
• 2018 575,000.00 3.90% 131,412.50 706,412.50
2019 615,000.00 3.95% 108,987.50 723,987.50
2020 650,000.00 4.00% 84,695.00 734,695.00
2021 690,000.00 4.05% 58,695.00 748,695.00
2022 750,000.00 4.10% 30,750.00 780,750.00
2023 0.00 0.00% 0.00 0.00
2024 0,00 0.00% 0.00 0.00
2025 0.00 0.00% 0.00 0.00
2026 0.00 0.00% 0.00 0.00
2027 0.00 0.00% 0.00 0.00
7,500,000.00 2,657,517.50 10,157,517.50
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APPENDIX C
5 -Year City Capital Improvement Plan Bond Issuance
City of Oak Park Fleigbts, Minnesota
The City Council must take the following actions before bonds can be issued:
• City Council directs preparation of a 5 -year Capital Improvement Plan
• City Council conducts a Public Hearing on issuance of bonds and Capital Improvement Plan
• City Council approves bonds and Capital Improvement Plan by at least a three -fifths vote of the
Council membership
The table below lists the steps in issuing process:
9/12/07: City Council adopts Resolution Calling for Public Hearing on Issuance of Bonds
and on Capital improvement Plan.
9/28/07: Close date to get Notice of Public Hearing on Issuance of Bonds and on Capital
Improvement Plan to official newspaper for publication.
10/4/07: Publish Notice of Public Hearing on Issuance of Bonds and on Capital
Improvement Plan (publication no more than 28 days and no less than 14 days
prior to hearing date).
10/23/07 ( 7:00 p.m.: City Council holds Public Hearing on Bonds and on Capital Improvement Plan
and adopts resolution giving preliminary approval for their issuance and
0 approving Capital Improvement Plan by at least a three - fifths vote of the Council
membership.
11/22/07: Reverse referendum period ends (within 30 days of the public hearing).
12/10/07: City Council accepts offer for bonds and adopts resolution approving sale of
bonds.
1/8/08: Tentative closing /receipt of funds.
Net 1)cbt Limit
Assessor's Taxable Market Value $ 579,089,800
Multiply by 2% 0.02 ,
Statutory Debt Limit 11,581,796
Less Debt Paid Solely from Taxes 0
Unused Debt Limit $ 11,581,796
Annual Levy Limit per County Value
Assessor's Taxable Market Value $ 579,089,800
Multiply by .16% 0.0016
Statutory Levy Limit 926,544
Less City Debt Issued under CIP 0
Unused Levy Limit $ 926,544
el
• RESOLUTION 07-1 1- 6 3
RESOLUTION GIVING PRELIMINARY APPROVAL FOR THE ISSUANCE
OF GENERAL OBLIGATION CAPITAL IMPROVEMENT PLAN BONDS
IN AN AMOUNT NOT TO EXCEED $7,500,000 FOR PURPOSES STATED
IN THE ADOPTED , 2008 -2012 ANTICIPATED FIVE -YEAR CAPITAL
IMPROVEMENT PLAN AS ADOPTED ON NOVEMBER 7 2007.
WHEREAS, the City Council of the City of Oak Park Heights, Minnesota (the
"City ") proposes to issue general obligation capital improvement plan bonds (the
"Bonds") and has adopted the City of Oak Park Heights, Minnesota, 2008 -2012
Anticipated Five -Year Capital Improvement Plan (the "Plan ") on November 7
2007; and
WHEREAS, the City has caused notice of the public hearing on the intention to issue
the Bonds and on the adoption of the Plan to be published pursuant to and in
accordance with Minnesota Statutes, Section 475.521; and
WHEREAS, a public hearing on the intention to issue the Bonds and on the Plan has
been held on this October 23' 2007 and continued to November 7 2007, following
published notice of the public hearing as required by law; and
WHEREAS, in approving the Plan, the City Council considered for each project and
for the overall Plan:
1. The condition of the City's existing infrastructure, including the
projected need for
repair and replacement;
2. The likely demand for the improvement;
3. The estimated cost of the improvement;
4. The available public resources;
5. The level of overlapping debt in the City;
6. The relative benefits and costs of alternative uses of the funds;
7. Operating costs of the proposed improvements; and
8. Alternatives for providing services more efficiently through shared
facilities with other
local governmental units; and
WHEREAS, the City Council has determined that the issuance of general obligation
capital improvement plan bonds in the aggregate principal amount not to exceed
•
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• $7,500,000 is the best way to finance those portions of Plan eligible under Minnesota
Statutes, Section 475.521.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Oak
Park Heights, Minnesota, that the City hereby authorizes its bond counsel to prepare
paperwork and obtain a credit rating for the City Council to review, facilitating the
future issuance of up to $7,500,000 aggregate principal amount of general obligation
capital improvement plan bonds and is consistent with the Plan.
Passed by the City Council for the City of 0 .. �,. , is this 27 d . of 440"
0 ,0„. November, 1 07. ' ip
fr D ' Beaudet, Mayor
ri Johnson, City Administrator
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RESOLUTION 08 -05 -19
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A RESOLUTION AUTHORIZING THE CONSTRUCTION OF A NEW CITY
HALL FACILITY
Whereas, the City of Oak Park Heights currently conducts the majority of its municipal
operations from the City Hall Facility (hereafter referred to as the "Facility ") located at
14168 Oak Park Blvd and which houses general administrative operations, finance,
public meeting space, all law enforcement operations and significant public works
activities, and;
Whereas, part of the current Facility was initially constructed in 1968 with additions in
1980, and 1989, bringing the current Facility to 15,000 + /- square feet, and;
Whereas, considering the age and configuration of the Facility, the City will be required
invest significant funds to maintain the current Facility for continued use, including
replacement of HVAC systems, roof replacements, ADA compliance initiatives and other
code compliance improvements, and;
Whereas, the City Council has invested considerable time and resources in the
discussion and investigation of numerous options for possible replacement and/or
renovation of the Facility, including the formation of a Citizen's Advisory Committee to
study the options in more detail; and,
o has received the Final Report from the Citizen's Advisory
Whereas the City f e p
Committee that recommended the construction of a new facility as opposed to a major
renovation or a facility expansion as the investment of significant dollars to expand the
current Facility and to ensure significant code compliance, future spacing needs and
efficient operability is not an economical long -term investment as compared to
construction of a new building, and;
Whereas, market conditions are opportune for the advancement of a new facility, with
historic lows for bond interest rates, the City maintaining no current debt service and that
the current commercial- residential make -up of the City's tax base would fairly balance
debt service revenues sources, and;
Whereas, if the City proceeded with a $6.3 million project, it is estimated that single -
family residential property valued at $200,000 would incur a tax impact of approximately
$77.86 per year based on a twenty -year bond repayment schedule as attached and
incorporated into this Resolution.
NOW, THEREFORE, BE IT RESOLVED that the City Council for the City of Oak
Park Heights does hereby deem that it is necessary and vital for the future
operations and services to the City's residents that it construct a new City Hall
Facility estimated at $63 million dollars and that this option will provide the most
•
cost - effective investment for the City for both useable square footage and long -term
• durability.
BE IT FURTHER RESOLVED that the City Council does direct the preparation
and immediate issuance of up to $6.3 million in General Obligation Capital
Improvement Bonds necessary to fully fund a new City Hall Facility and in such
increments that best preserve fmancial flexibility for the City, and
BE IT FURTHER RESOLVED that the City Council does hereby direct that The
City shall enter into a contract as prepared by the City Attorney's office with
Buetow and Associates to prepare schematic designs and provide design
development services for a new City Hall Facility at a price not exceed $160,000.00.
BE IT FURTHER RESOLVED that the City shall enter into a contract as prepared
by the City Attorney's office with Buetow and Associates to oversee and manage all
aspects of the project including but not limited to, providing final design, providing
construction specifications and documents, prepare fmal bid forms, analyze and
direct contract award, providing subsequent construction oversight to include at a
minimum, weekly site visits and progress reports and satisfactory close -out of the
project, all at a price not to exceed 9 % of the fmal awarded base bid and all
approved alternates. The amounts due under this percentage shall be reduced for
amounts already paid for schematic designs and design development services.
• Passed by the City Council of the City of Oak Park Heights this 13 day of May, 2008.
r.40
o de.
David Beaudet, Mayor
//y .T
41/
hnson
ity Administrator
1 ,"
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