032805 CC WS Min
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CITY OF SHOREWOOD
CITY COUNCIL WORK SESSION
MONDAY, MARCH 28,2005
5755 COUNTRY CLUB ROAD
COUNCIL CHAMBERS
Immediately following Regular City Council
Meeting
MINUTES
1. CONVENE CITY COUNCIL WORK SESSION
Mayor Love called the meeting to order at 8:34 P.M.
A.
Roll Call
Present:
Mayor Love; Councilmembers Lizee, Turgeon, Wellens, Callies; Administrator Dawson,
Planning Director Nielsen, Engineer Brown, and Finance Director Burton.
Absent:
None
B.
Review Agenda
Without objection from the Council, Mayor Love proceeded with the Agenda for the evening.
2. SHOREWOOD CITY HALL BUILDING
Administrator Dawson reported that Council wanted all members to be present for continued discussions
regarding the City Hall building. Administrator Dawson invited Bill Baxley, the Project Manager from
Boarman Kroos Vogel (BKV) , to attend the meeting to review and address any questions regarding the
work that BKV did for the City about one year ago.
Love clarified that the information provided by BKV represented the full costs associated with each of
the scenarios outlined.
Bill Baxley stated that BKV was hired to conduct a needs assessment and feasibility of the City Hall
building for its current use and anticipated ultimate function, as well as how to approach the use or reuse
of the building or other alternative to the site. These were summarized as four different scenarios, short-
term to long-term.
Mayor Love stated that he would like to define a process to compare an addition versus new structure
and get feedback regarding the direction Council would like to pursue.
Councilmember Wellens asked if other similar-sized cityies' facilities were compared.
Bill Baxley stated that they looked at several similar sized cities, and the information obtained can be
used as a benchmark.
Mayor Love noted that the use of consultants versus Staff would have an impact with facility space
needed.
Administrator Dawson agreed that was a valid criterion to examine because the use of consultants would
impact the space needed.
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CITY OF SHOREWOOD COUNCIL WORK SESSION
March 28, 2005
Page 2 of2
Mayor Love stated that part of the process would be to find the areas where Council agrees and learn
whether there is a need to increase the number of City Staff.
Administrator Dawson responded that he does not see much of an increase in the staff size, and noted
that it does take time and staffto manage consultants.
Mayor Love stated that once Council agrees on a process and lays out the options for discussion, it will
be helpful to get Council's individual feedback about the options to be brought forward.
Regarding timelines, Administrator Dawson suggested to continue working with BKV Group over the
next several months to develop concepts further, along with Staff doing some comparative work relating
to building, planning and soil issues and the advantages and disadvantages of various scenarios. Dawson
suggested blending the alternatives to consider if they would be appropriate now that there is additional
flexibility with the site, which did not exist a year ago.
Administrator Dawson stated that he would like to continue to work with BKV Group and get a proposal
to take everyone through the work that has been done, and layout additional alternatives to see where
efforts can be focused and better understand the options.
Council was supportive of a full investigation of all options to narrow a recommendation.
3.
COMMUNICATION TO STATE OFFICIALS
Administrator Dawson requested clarification from Council regarding Staff sending letters to State
Officials on behalf of the City.
Mayor Love suggested an informal practice whereby letters regarding policies were sent by Staff to all
Councilmembers. If anyone Councilmember called to express concern regarding said letter, that the
Mayor be contacted to determine whether it is appropriate to call a special meeting, or place the matter
on the next Council meeting.
4. ADJOURN
Wellens moved, Turgeon seconded, Adjourning the March 28,2005, Work Session Meeting at 9:52
P.M. Motion passed 5/0.
RESPECTFULLY SUBMITTED,
Shelley Souers, Recording Secretary
Woody Love, Mayor