061107 CC WS AgP
CITY OF SHOREWOOD
CITY COUNCIL WORK SESSION
JUNE 11,2007
5755 COUNTRY CLUB ROAD
COUNCIL CHAMBERS
5:30 P.M. or Immediately Following
Regular City Council Meeting
AGENDA
1. CONVENE CITY COUNCIL WORK SESSION
A. Roll Call
Mayor Lizee _
Woodruff
Turgeon _
Callies
Wellens
B. Review Agenda
2. CITY HALL BUILDING REMODELING/CONSTRUCTION (Att. - Administrator's
memorandum)
3. XCEL UNDERGROUNDING, SURCHARGE FOR COUNTY ROAD 19 PROJECT
4. WORK SESSIONS - CABLE CASTING
5. DEVELOPMENT INQUIRY
6. OTHER
7. ADJOURN
Dinner will he provided for Councilmemhers
CITY OF
SHOREWOOD
5755 COUNTRY CLUB ROAD. SHOREWOOD, MINNESOTA 55331-8927. (952) 474-3236
FAX (952) 474-0128. www.ci.shorewood.mn.us . cityhall@ci.shorewood.mn.us
MEMORANDUM
TO:
FROM:
DATE:
SUBJECT:
City Council It ~
Craig W. Dawson, City Administrator w->
June 7, 2007
Discussion on City Hall Building (Work Session Item)
The matter of what improvements, if any, should be made regarding City Hall has been on the City
Council's plate since 2003. That year, the City Council authorized the services of Boarman Kroos
Vogel Group ("BKV Group") to performance of the physical condition of the building, including
what deficiencies related to the Americans with Disabilities Act (ADA) needed to be addressed.
Major recommendations at that time included:
. The envelope of the building needs to be replaced. This includes siding, windows, and roof.
[Note: The roof was replaced in Fall 2003.]
. The water incursion in the basement needs to be mitigated and the mold abated. Further
investigation as to water table levels and proximity to foundation construction needs to be
evaluated to understand the long-term water issues. [Note: A subsequent investigation for
mold found it not to be present at harmful levels. ]
. Several ADA accessibility items should be corrected and upgraded with any substantial
modifications.
. The HV AC [heating, ventilation, and air conditioning] system should be replaced or
substantially over-hauled.
. The lower level of City Hall, though suitable for storage, is not supportive of a productive
work environment.
A March 2004 report from BKV Group identified four general concepts that might be considered.
1) "Short-term Maintenance", which were the minimum improvements to be done ifno further
changes were to be made to City Hall. A rough estimate of cost was $215,000.
2) "Bridge Concept", which would provide additional space until such time that a final decision
were made on the ultimate size and/or configuration of City Hall. A rough estimate of cost
was $730,000.
3) "Addition Concept", which would enlarge City Hall by 2,400 square feet and have significant
interior renovations. A rough estimate of cost was $1,355,000. [City Hall at present has
4,600 square feet on each of two levels, for a total of9,200 square feet.]
4) "New Building", which would demolish the existing City Hall and construct a new 12,000
square-foot building. A rough estimate of cost was $3,190,000.
The Council decided that either a building addition or a new building should be pursued.
4".
" t PRINTED ON RECYCLED PAPER
...
Discussion on City Hall Building
June 11,2007, City Council Meeting
Page 2
In March 2005, the City purchased the property at 5795 Country Club Road. Owning this adjacent
site would provide more flexibility in planning an addition to or replacement of City Hall, and the
soils on this site were better for construction than the soils on which the easterly half of City Hall
currently sits.
Further refinement of space needs assessment and conceptual layouts occurred over the summer.
They suggested a building with 11,000 gross square feet, and illustrative sketches showed the use of
the 5795 Country Club Road property. At a December 12,2005, work session, many on the Council
were indicating interest in a remodeling/addition onto City Hall, rather than replacing the current
building with a new one. That option showed additions totaling approximately 3,500 square feet to
the upper level of City Hall (and thus total City Hall space of 12,700 square feet), with an estimate of
cost of approximately $1,960,000. The other option, a new building with 11,000 square feet, had an
estimate of cost of $2,415,000. The cost estimates were based on expected 2006 construction prices.
The estimates did not include the cost of disruption or temporary structures to continue operations
during construction.
At a January 9, 2006, work session, the Council decided that the City should plan to have a City Hall
with 12,000 square feet. The Council did not indicate at that time whether it should be built to that
size with an addition or in a totally new building.
F or the June 11, 2007, work session, Council has asked that any updates to the space needs plan be
identified. With the possible exception of one or two work stations, no further reduction would be
anticipated.
Parking: Currently, 69 parking spaces exist in the parking lot serving City Hall and adjacent parts of
Badger Park. The number of parking spaces required for Badger Park alone is 50 (10 spaces per 1
acre of parkland). Under the formulae for determining the minimum number of parking spaces to be
provided, the following numbers for City Hall only result:
Add'l. Parking
Spaces Required
Current
Renovate/Add
Replace/New
@ 12,000 sq. ft.
9,200 sq. ft. 51 spaces
12,700 sq. ft. 67 spaces
11,000 sq. ft. 60 spaces
12,000 sq. ft. 64 spaces
16
9
13
(Gross sq. ft. less 10% = net sq. ft., less 1000 sq. ft. for large meeting rooms [Council
Chamber only, both current & concept Council Chambers], divided by 200 = number of
required parking spaces. Then add 1 space per 3 seats in meeting room; both current and
concept Council Chambers have 45 seats, thus add 15 parking spaces)
The 69-space shared parking arrangement for City Hall and Badger Park (and overflow for the
Southshore Center) has generally worked. Overlapping events or schedules for any of the facilities
have been few. Without the shared parking arrangement, the required parking currently for City Hall
and Badger Park is 101 spaces.
Any additional space in City Hall would require more land to be used to meet the parking
requirement, and the only land available would be in Badger Park or in 5795 Country Club Road.
BKV Group
Architects and Engineers
OWNER:
PROJ:
LOC.:
City of Shorewood
Concept Investigations
Shorewood, Minnesota
DATE_:
REV#_:
PROJ#_:
23-Nov-oS
TITLE:
Potential Cost Impacts
FILE#_
New Building Concept Construction Factor 12,000
LINE COST! BUILDING COST PERCENT
NO. DESCRIPTION BUILDING SF SF TOTAL
1 100 ADMINISTRATION 11,000 $ 2.15 0.98%
2 SITE SURVEYS AND TOPOGRAPHY $
3 GEOLOGICAL TESTING (SOIL BORINGS) $ 6,000
4 MATERIALS TESTING $ 1,500
5 PLAN REVIEW FEES $ 1,000
6 BUILDING PERMIT $ 2.000
7 BUILDERS RISK INSURANCE $ 2,000
8 MOVING EXPENSES $ 10,000
9 DOCUMENT PRINTING $ 800
10 MISCELLANEOUS $ 300
11
12
13
14 200 FEES 11,000 $ 18.43 8.38%
15 ARCHITECT I ENGINEER $ 197,200
16 ARCHITECT I ENGINEER REIMB. $ 3,500
17 ATTORNEY FEES $ 2,000
18 COMMISSIONING
19
20
21
22 300 CONSTRUCTION COSTS 11,000 $ 170.00 77.33%
23 SITEWORK & BUILDING CONSTRUCTION $ 1,870,000 11,000 $ 170.00
24
25
26
27 400 FURNISHINGS, FIXTURES & EQUIPMENT 11,000 $ 10.91 4.96%
28 FURNISHINGS $ 120,000
29
30
31
32 500 TECHNOLOGY 11,000 $ 9.09 4.14%
33 DATA I COMMUNICATIONS $ 100,000
34 AUDIO I VISUAL - COUNCIL CHAMBERS $
35
36
37 600 CONTINGENCY - estimating 11,000 $ 9.27 4.22%
38 CONTINGENCY (5%) $ 102,000
39
40
41
42 700 FINANCING $ 11,000 $ 0.00%
43
44
45
46
47 TOTAL 11,000 $ 100.00%
48 Note: Based on construction costs for ear 2006
Page 1
BKV Group
Architects and Engineers
OWNER:
PROJ:
LOC.:
City of Shorewood
Concept Investigations
Shorewood, Minnesota
DATE_:
REV#_:
PROJ#_:
23-Nov-05
TITLE:
Potential Cost Impacts
FILE#_:
Addition Concept Construction Factor 4,594
LINE COST! BUILDING COST PERCENT
NO. DESCRIPTION BUILDING SF SF TOTAL
1 100 ADMINISTRATION 12,200 $ 4.39 2.73%
2 SITE SURVEYS AND TOPOGRAPHY $
3 GEOLOGICAL TESTING (SOIL BORINGS) $ 6,000
4 MATERIALS TESTING $ 1,500
5 PLAN REVIEW FEES $ 1,000
6 BUILDING PERMIT $ 2,000
7 BUILDERS RISK INSURANCE $ 2,000
8 MOVING EXPENSES $ 40,000
9 DOCUMENT PRINTING $ 800
10 MISCELLANEOUS $ 300
11
12
13
14 200 FEES 12,200 $ 12.98 8.08%
15 ARCHITECT! ENGINEER $ 152,900
16 ARCHITECT! ENGINEER REIMB. $ 3,500
17 ATTORNEY FEES $ 2,000
18 COMMISSIONING
19
20
21
22 300 CONSTRUCTION COSTS 12,200 $ 111.03 69.09%
23 SITEWORK & BUILDING CONSTRUCTION $ 1,354,550 4,594 $ 185.00
24
25
26
27 400 FURNISHINGS, FIXTURES & EQUIPMENT 12,200 $ 9.84 6.12%
28 FURNISHINGS $ 120,000
29
30
31
32 500 TECHNOLOGY 12,200 $ 8.20 5.10%
33 DATA! COMMUNICATIONS $ 100,000
34 AUDIO! VISUAL - COUNCIL CHAMBERS $
35
36
37 600 CONTINGENCY 12,200 $ 8.880/.
38 CONTINGENCY10%) $ 174,000
39
40
41
42 700 FINANCING $ 12,200 $ 0.000/.
43
44
45
46
47 TOTAL 12,200 $ 100.0
48 Note: Based on construction costs for ear 2006
Page 1
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