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050196 CC Reg Min . . . CITY OF SHOREWOOD CITY COUNCIL SPECIAL MEETING WEDNESDA Y, MAY 1, 1996 PUBLIC WORKS FACILITY 24200 SMITHTOWN RD. 7:00 P.M. MINUTES 1. CONVENE SPECIAL CITY COUNCIL MEETING Mayor Bean called the meeting to order at 7:05 p.m. A. Roll Call Present: Mayor Bean; Councilmembers Benson, McCarty, Stover and Shaw; City Administrator Hurm, City Engineer Brown. None. Absent: B. Review Agenda Hurm requested that two items be added to the agenda. The first is to establish May 28 at 7:45 p.m. as a Public Hearing on the Lease Purchase Agreement (to be Agenda Item #3). The other is to approve the temporary transfer of funds in order to meet terms of the Contractual Agreement (to be Agenda Item #4). McCarty moved, Shaw seconded to approve the agenda for May 1, 1996 as amended. Motion passed 5/0. C. Proclamation - Older Americans' Month The Proclamation to declare the Month of May 1996 as Older Americans Month was briefly explained and recommended by Mayor Bean. He will read the proclamation at the next regular meeting of the City Council. Stover moved, Shaw seconded to make the Proclamation for Older Americans Month. Motion passed 5/0. 2. CONSIDERATION OF A MOTION TO ADOPT A RESOLUTION APPROVING PLANS AND SPECIFICA TIONS AND AUTHORIZING ADVERTISEMENT OF BIDS FOR THE SOUTHSHORE SENIOR COMMUNITY CENTER Larry Brown distributed a breakdown of costs showing estimates for both the cost of off site improvements and the on site costs for the Senior Community Center itself. He introduced TSP/EOS architects, Nick Reuhl and Rick Wesling who presented the information in detail. Mr. Reuhl commended the Council and Staff for their determination and demonstration of strong leadership throughout the three-year process of planning for this project. He explained that the project is being delivered as conceived, but the budget is . . . ~ - 4 CITY OF SHOREWOOD - SPECIAL MEETING MINUTES May 1, 1996 - PAGE 2 challenged. While the design and function have not changed, three factors have driven costs upward from the 1994 estimates. 1 . Inflation and bidding activity have affected pricing in that the budget was prepared for 1995 construction. 2. Site difficulties have been discovered through additional soil borings for the parking lot area, requiring increased support. 3 . Changes were recommended from the original plan for the mechanical system which was determined to be functionally inadequate. A new plan has been looked at by several advisors and is approved. This portion shows an increase of about $30,000 to $40,000 from the 1994 cost estimates. He added that the building plans have been carefully scrutinized and they would be uncomfortable with reducing any further. There are also increases in the offsite costs totaling about $88,000. It was noted that the Watershed District is requiring the creation of a pond because of the increase in impervious surface. Also the access road, storm sewer extension, demolition of an existing building and changes in the adjoining park are part of the offsite expenses. Brown added that after three days of "value engineering", nothing more can be squeezed out. Hurm stated that the Council needs to be willing to accept the offsite costs as Shorewood's expense. Reuhl added that the Council should be prepared for all possibilities as other activity during the bidding period can also affect costs. Wesling recommended flexibility on the due date of bids, which would require an addendum to extend the bid date. Stover explained that she wants to see the project go ahead and have Shorewood pick up needed costs if the funds are available. Hurm said that funds are available in the appropriate accounts. McCarty and Benson voiced agreement and there was overall consensus that other cities which have indicated they do not intend to contribute more toward construction should not be asked to add to their financial commitments. There was additional discussion about offsite costs, many of which could be considered as independent of this project. Brown added that the access road and trunk storm sewer are consistent with other projects. The access road is considered off-site because it falls outside of the legal description assigned to the Senior Center itself. J an Gray of the Friends of the Southshore Senior Community Center indicated that they are on the final stretch of fundraising with about $3,000 left before reaching the $100,000 goal and added that it is not realistic to see any further fund raising at this time. She complimented the building plan for having a great balance of form and function, noting a wish to not compromise from that plan. She specifically stated that the canopy is not an option for cost-cutting since it was featured as part of the fund raising goal. Bob Gagne added his thanks to City Council, past and present, for their 3 1/2 years of hard work toward this end. He and Jan Gray noted that they would like to be included in allfuture related meetings. There was additional discussion about particulars related to design of the driveway and kitchen access options. Benson moved, Stover seconded to adopt a Resolution approving plans and specifications and authorizing advertisement of bids for the Southshore Senior Community Center. The motion passed 5/0. . CITY OF SHOREWOOD - SPECIAL MEETING MINUTES iVIay 1, 1996 - PAGE 3 3. SET ADMINISTRATIVE HEARING ON THE ISSUANCE OF THE LEASE PURCHASE AGREEMENT FOR MAY 28, 1996 AT 7:45 PM . Bean stated that the amount the City was initially looking to borrow of $311,000 should be increased to an amount not to exceed $385,000. He would like to put Norwest Bank on notice that the $311,000 figure may increase and that a loan amount will be determined after bids are in. McCarty moved, Stover seconded to establish a Public Hearing date of May 28, 1996 at 7:45 p.m. to consider the Lease Purchase Agreement for the Senior Community Center. Motion passed 5/0. 4. CONSIDER THE TEMPORARY TRANSFER OF GENERAL FUNDS TO THE CENTER CONSTRUCTION FUND UNTIL LEASEIPURCHASE FUNDS ARE A V AILABLE. Hurm stated that there will be about a four week wait for the release of funds and that in order to comply with the Contractual Agreement with the other cities, the Council is being asked for the authority to transfer $311,000 of reserve General funds to the Senior Community Center Construction Fund to be replaced by the bond funds within a month. He added that this would not create a cash flow problem nor would it cost additional interest. . Stover moved, McCarty seconded that Council give the Staff the authority to transfer $311,000 of reserve General funds to the Senior Community Center Construction Fund, to be replaced by the Bond funds within one month. Motion passed 5/0. 5. ADJOURNMENT Shaw moved, Benson seconded to adjourn the Special Meeting at 8:20 p.m. Motion passed 5/0. RESPECTFULL Y SUBMITTED, Connie Bastyr Recording Secretary City of Shorewood ATTEST: ~I~f) ...: LC~~. .1~-eOtL- ROBERT B. BEAN, MAYOR . JAiVI