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121205 CC WS Min CITY OF SHOREWOOD CITY COUNCIL WORK SESSION MONDAY, DECEMBER 12, 2005 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 5:30 P.M. MINUTES 1. CONVENE CITY COUNCIL WORK SESSION Mayor Love called the meeting to order at 5:45 P.M. A. Roll Call Present: Mayor Love; Councilmembers Callies, Lizee, Turgeon, and Wellens; Administrator Dawson; Director of Public Works Brown; Finance Director Burton and Planning Director Nielsen Absent: None B. Review Agenda Without objection from Council, Mayor Love proceeded with the Agenda for the meeting. 2. REVIEW SPACE NEEDS STUDY Administrator Dawson stated at the November 28, 2005, City Council Work Session Meeting Council requested a review of the revised space needs study details. Bill Baxley from BKV Group and Staff would review the summary space analysis and possible space configurations distributed to Council prior to the meeting. He went on to state the meeting would be one of several meetings required to resolve how City Hall improvements would be made; not necessarily when they would be made. Mayor Love asked Mr. Baxley to provide an overview. Mr. Baxley stated the majority of the information had been presented to Council previously, and he had selected representative items for Council review. He reviewed departmental space summary needs and total City Hall space needs. He also reviewed possible office layouts with furniture and shared space layouts. He explained the functional requirements had been prepared with Staff input, and the space needs study would serve as a benchmark for planning. He then reviewed a very preliminary building layout used to provide a very rough estimate of costs; the preliminary layout was not intended to be a design for City Hall. Mayor Love stated he was pleased to see Mr. Baxley had addressed Council's request for multi-use areas. In response to a question from Mayor Love, Mr. Baxley stated office sizes were determined by functional requirements. He stated the layouts presented were starting points and would probably be refined. In response to a second question from Mayor Love, Mr. Baxley stated the proposed audio visual room specific requirements had not been identified to-date; the proposed A V room was included to ensure adequate space would be available to satisfY requirements. Mayor Love asked Mr. Baxley if any discoveries, either workable or unworkable, were made during the preliminary building layout process. CITY OF SHOREWOOD WORK SESSION MEETING DECEMBER 12, 2005 PAGE 2 OF 4 Mr. Baxley stated he felt the current building was esthetically challenged; an addition on the front of City Hall would be a good way to reposition City Hall for the future. He went on to explain the rationale for the preliminary building layout, and the layout was done without input from Council and Staff. In response to a question from Councilmember Callies, Mr. Baxley stated Staff workspace sizes were determined by assessing how Staff work was performed and what types of equipment and storage were required, and by using BKV Group's professional experience with doing space needs assessments. In response to a comment from Councilmember Wellens regarding his concern with the replacement of two-year old shingles on City Hall, Administrator Dawson stated re-shingling of City Hall at that time was critical. Director Brown concurred; he stated repairs to siding and windows had been postponed because of the possible City Hall expansion/replacement. Mr. Baxley stated approximately 30% of the re- shingled roof may be salvageable. Councilmember Turgeon questioned the possibility of adding on to the back of City Hall rather than the front. Councilmember Turgeon stated the space needs assessment done in 1987 by EOS resulted in a 1500 square foot addition to City Hall, and that addition was to accommodate Staff growth to 12 people and a City population of 12,000. She stated the current population is 7,700 and did not foresee the population growing to 12,000. She wondered if anyone had insight into why the space needs study done in 1987 did not adequately satisfY today's needs; had the work standards changed that much since 1987? Mr. Baxley stated a Staff of 12 can work in the current environment, but improvements to the Staff work environment would contribute to increased job performance and increased service to the public. Councilmember Turgeon agreed there were issues with the current Staff work environment. Mr. Baxley went on to state the 1987 space needs study was not reviewed as part of the recent space needs study; current and future work requirements were assessed. Councilmember Callies stated the discussion should focus on future needs, and she did not have the necessary experience to determine office sizes; BKV Group was hired to provide that expertise. She stated the proposed space was in the middle when compared to other Cities. She also stated the City was not in a financial crisis, but Council did need to be concerned with costs. Mayor Love stated he accepted the existing space was inadequate, and all Department Directors had expressed a need for additional space. He explained the original City Hall building was small and had been expanded by building an addition. He also stated a lot had changed with work requirements in 20 years. Counci1member Lizee stated the building had physical obsolescence (e.g. leaky windows, mold, water issues, insulation, etc.) as well as technological obsolescence. She stated Council should decide whether or not it was willing to make a commitment to either expanding or replacing City Hall. She personally would commit to move forward with satisfYing Staff space needs. She stated she was comfortable with building an addition on to the front of City Hall, and grading issues in the back of City Hall could prohibit an addition there. CITY OF SHOREWOOD WORK SESSION MEETING DECEMBER 12, 2005 PAGE 3 OF 4 Mr. Baxley stated there are grade issues in the back of the lot. He also stated if the addition were added on to the back of the building would require a basement in order to match floor lines; an addition to the front of the building would only require a slab. Councilmember Turgeon stated Council needed to decide either: 1) how much square footage to add to City Hall; or 2) how much money was it willing to spend to increase the size of City Hall. Mayor Love expressed space requirements should be the starting point. If satisfying those requirements was too costly the project would have to be postponed. He stated when project requirements aren't satisfied because of a decision to save money, expansion projects can be inadequate. Councilmember Wellens stated the space needs assessment was subjective, as did Councilmember Turgeon. Discussion ensured regarding the difference in stated space requirements between the 2005 space needs study and the 1987 space needs study, both of which were done for a Staff size of 12; and the amount of additional space required in the 2005 study. There was also ensuing discussion regarding the relevance of the 1987 study today. Councilmember Turgeon asked for explanation of the different space requirements for the Secretary/Receptionist and Part-time Secretary/Receptionist under Administration and Engineering. Director Brown stated when Engineering tasks were performed they required more storage space than when performing Administrative tasks. Councilmember Lizee stated Staff space needs must be addressed. Mayor Love added the needs should be scrutinized, but addressed. Mayor Love stated Council needed to: 1) agree on a relative amount the space needed to increase; 2) identify the costs for providing that additional space; and 3) determine the affordability of providing the additional space. He went on to state he did not see excess space requirements for Staff. He questioned Council whether or not they saw superfluous space requested in the space needs study. Councilmember Wellens, in response to a question from Mayor Love, stated he had questioned the overall percentage increase for space at the November 28,2005, City Council Work Session. Discussion ensued regarding Council Chambers, a multi-use area that would utilize sliding doors to partition off part of the Council Chambers for a conference room when necessary. Mr. Baxley stated, from his professional opinion, the addition of 3,500 square feet of space was a reasonable number to start with, noting efficiencies would be in constant pursuit. Councilmember Callies stated the requirement for 3,500 additional square feet of space has been consistently conveyed. In response to Councilmember Wellens question, Mr. Baxley stated costs for ADA compliance, maintenance, etc., were approximated at a high level in the space needs study. He stated from his perspective Council had the information necessary to make a decision. He cautioned Council to remember the cost numbers were estimates; firm costs would be provided after a detailed plan was CITY OF SHOREWOOD WORK SESSION MEETING DECEMBER 12, 2005 PAGE 4 OF4 approved. He noted small projects pay premium costs and this was a small project; overhead costs are comparable between small and large projects. He also stated working with the confines of the existing building increased costs. Mayor Love stated the first question is that of space. He stated he could not conceptually challenge the identified Staff space needs. Councilmember Lizee agreed. Councilmember Wellens wanted to clarify agreement with the overall space Increase did not mean agreement with the size of specific work areas. Mr. Baxley stated the detailed plan would ensure the highest efficiency possible; it would be likely to reconfigure some of the building layout. Major Love stated off-site Council meetings would not serve Staff or the public well. Mr. Baxley stated building Council Chambers first would eliminate the need for Council to hold their meetings off-site during construction. He again cautioned Council and Staff not to underestimate the impact construction will have on the day-to-day City Hall operations. Quality planning is a requirement. Councilmember Wellens read a copy of his "letter to the editor" published to the Sailor regarding Shorewood City Hall expansion or replacement. Discussion ensued regarding the "letter". Mayor Love again stated he agreed with the Staff work space requirements. He did question the Council Chambers area. He went on to state there would be ramifications if Council would meet at Southshore Center. He again stated Staff space requirements should be satisfied. Council concurred the overall space needs approval decision would be added to the agenda for a January 9,2005, City Council Regular Meeting. 3. ADJOURN Lizee moved, Wellens seconded, Adjourning the Work Session Meeting of December 12, 2005, at 6:50 P.M. Motion passed 5/0. f1 RESPECTFULLY SUBMITTED, Christine Freeman, Recorder Woody Love, Mayor