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011408 CC WS MinCITY OF SHOREWOOD CITY COUNCIL WORK SESSION MONDAY, JANUARY 14, 2008 MINUTES 1. CONVENE CITY COUNCIL WORK SESSION Mayor Lizee called the meeting to order at 6:00 P.M. 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 6:00 P.M. Present. Mayor Lizee; Councihnembers Callies, Turgeon, Wellens and Woodruff; Administrator Dawson; Finance Director Burton; Planning Director Nielsen; Director of Public Works Brown; and Engineer Landini Absent: None Also present: Brian Lubben and Becky Sandbulte with Collaborative Design Group, Inc. A. Review Agenda Wellens moved, Woodruff seconded, Approving the Agenda as presented. Motion passed 5/0. 2. CITY HALL BUILDING Administrator Dawson stated the City had retained the architectural services of Collaborative Design Group, Inc., for the City Hall renovation project. He explained that as of this date Staff had participated in a couple of meetings with the firm regarding the project. Staff thought it was appropriate to review the design concepts that had been prepared to ensure the project team was moving forward in a direction consistent with the Council's desires. The purpose of the design concept was to determine how various spaces would fit within the footprint before addressing the specifics of the design. He stated the project had an ambitious timeline for completion -October 2008. Dawson then stated that Brian Lubben and Becky Sandbulte, with Collaborative Design Group, would review the three design concepts that had been developed. Mr. Lubben stated the building program was intended to address the City's current needs as well as those for the next 5 - 10 years. Mr. Lubben and Ms. Sandbulte then reviewed the design concept options at a high level. All three options included some level of reconfiguration of interior space to make more efficient use of the space. Also a new server room and a janitor's closet (located near the restrooms) would be included in all three options, and the restrooms and hallways would be made ADA compliant in all options. The major differences between the three options were then reviewed. - Option 1 -the exterior footprint of the City Hall would remain as is; meetings currently conducted in the Council Chamber would be conducted offsite under this option. - Option 2 -the footprint would be expanded to include a new Council Chamber on the north side of the building, the vestibule would be expanded and .redesigned, the lobby would be redesigned, and the reception area would be relocated. - Option 3 -the footprint would be expanded to include a new Council Chamber on the north side of the building, the restrooms would be relocated to a small addition on the south side of the building, the vestibule would be expanded and redesigned, the lobby CITY OF SHOREWOOD WORK SESSION MEETING MINUTES January 14, 2008 Page 2 of 4 would be redesigned and would be slightly larger than in Option 2, and the reception area would be relocated. The break room would also be slightly larger. The following additional comments or clarifications were made by Ms. Sandbulte and Mr. Lubben. - To add a Council Chamber to Option 1 at a later date would require some additional construction. internally. - Option 1 could be modified to include an expansion of the vestibule and increase the reception area. - An access to a small outdoor deck area could be added to the break room. - Several changes to existing walls were to accommodate a 5-foot corridor required by code. - In Option 1, the common wail between the two conference rooms could be made moveable; but, it would be somewhat more difficult because the rooms were different sizes. It would also be fairly expensive to make the moveable wall relatively soundproof. - In Options 2 and 3, there would be a window in the Server/Media room to view the Chambers area. - In Option 3, in order to make the roof line work with the expansion for the restrooms some of the roof would have to be removed. A crawl space would be added under the addition to house the plumbing for that area. - The new windows in the new Council Chambers would allow for some light in the area and would add some architectural character. - The additional skylights in the building would add some natural lighting; they were strategically placed to ensure the natural light would not be problematic. They would also add a little bit of character to the building. The skylights should not pose any type of maintenance problems. - Energy efficiency needs would be addressed in the next phase. Any new structure built would be more energy efficient than the existing structure. New windows would be more energy efficient. Some portion of the sheathing may be replaced and the building reinsulated. The newer HVAC units would be reused, and the older units would be replaced to help with energy efficiency. - The viability of the building's structure would be evaluated - a window could be taken out on the north and south sides of the building to assess the state of the structure. Because the exterior was direct-applied cedar there was probably not much behind it. It would not be possible to know the actual state of the structure until all of the struchire was exposed. - Because a large portion of the inside of the building would be redone and the exterior of the structure redone, it may be prudent to determine the incremental cost to rebuild the structure. The cost to rebuild would cost more, but all the problems could be corrected. If the problems with the existing structure were to be corrected, they could only be corrected within the confines that were allowed and not all of them in their entirety. - Rain gardens could be incorporated into the design. - If the basement was to be renovated such that it would be used for more than storage, ADA requirements would necessitate an elevator be installed for a cost of $75,000 - $100,000. The elevator would also consume some of the space on the main floor. - In Option 1, if the existing Council Chamber were kept, it could be made into a multi- function area but there would be a reduction in the amount of usable space in that area. - The size of proposed new Council Chamber requires there be two entrances/exits into the area. - The proposed Council Chamber was not much different in size than the existing area; it would just be shaped more squarely because of the constraints imposed by the sidewalk. CITY OF SHOREWOOD WORK SESSION MEETING MINUTES January 14, 2008 Page 3 of 4 - Additional excavation around the foundation and waterproofing would have to be done to reduce/eliminate the water infiltration issues. - If the building was replaced, the building would be constructed in a way that would allow the soil to shift without a negative impact on the building. There were some costly things that could be done to minimize the shifting problem of the existing building. The following additional. comments or clarifications were also made. - A survey for the City Hall property had not been located. A site plan which had been located indicated there was a minimum of a 12-foot setback. Therefore, an addition for the restrooms would not be a problem. - The structure of the building could be assessed by the architect in the near future. Whether some of the cedar panels would be removed or a bore scope would be used to drill into the area was yet to be determined. - There had been water infiltration that had occurred numerous times. There was still water entering the sump pump even with frost in the ground. - Improving the HVAC would be critical to improving the environmental conditions in the basement. - The foundation shifted between the winter and summer months which resulted in issues regarding the opening and closing of some of the doors. - There would not be an issue with glass cracking in the vestibule area. Mr. Lubben stated that the very high level estimated costs for all three options should be able to be accomplished for no more than $850,000, in part because construction costs were going down. He then stated the first major decision that Council must make was whether or not the Council Chamber should remain on site. Councilmember Wellens stated given the uncertainty of the Southshore Center, he could support Option 2. Councilmember Turgeon stated she could support either Option 2 or 3. Councilmember Callies stated from her vantage point it was important that the Co~mcil Chamber remain onsite. She questioned if the number of toilet and lavatory fixtures were sufficient. Mr. Lubben stated two toilets and two lavatory fixtures were sufficient for a building of the size proposed; it was possible to make one restroom unisex. Mayor Lizee stated she would prefer Option 3. She suggested there be access to the restrooms and break room from the area staff offices area without having to go through the lobby. There was agreement that a creative solution could be found. She stated she liked the direction the reception area faced in Option 3. Councilmember Woodruff stated he did not think it would be prudent to move office walls just to resize offices. He could support any option provided it could be done within the budget limitations. Dawson stated he understood there to be consensus to continue to refine Option 3 and assess whether it could be accomplished within the $850,000 construction cost estimate. Council was pleased with the proposed layouts of Options 2 and 3. CITY OF SHOREWOOD WORK SESSION MEETING MINUTES January 14, 2008 Page 4 of 4 3. OTHER There was no other business for discussion. 4. ADJOURN Wellens moved, Turgeon seconded, Adjourning the City Council Work Session Meeting of January 14, 2008, at 6:54 P.M. Motion passed 5/0. RESPECTFULLY SUBMITTED, Christine Freeman, Recorder ATTEST: ~,~ d ~~'" Craig `~1~. Na~vson, Ciiy Administrator/Clerk e ~ Christine Lizee, Mayor