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2005-03-17 CC Minutes Special WorkshopA�lbcrtvillc r City of Albertville City Council Minutes March 17, 2005 Albertville City Hall 6:30 PM PRESENT: Mayor Don Peterson, Council members John Vetsch, Ron Klecker, LeRoy Berning and Tom Fay and City Administrator Larry Kruse. Also present: Mark Forbes and Michelle Lease of Bonestroo Rosene Anderlik & Associates. Mayor Peterson called the special workshop to order at 6:30 p.m. The purpose of the meeting was to discuss the schematic design for the new City Hall project. Architect Mark Forbes began by reviewing the meeting agenda with the City Council. Discussion topics include reviewing the site plan, floor plans, building elevations, perspective rendering, Council Chamber and expansion area seating layouts, project costs and project schedule. Site Plan: Mark reviewed the two options indicating parking count, circulation, trash enclosure, building location and setbacks, and water retention. In addition, the Council stated that they are still working with the owner of the triangular parcel to the south to determine future ownership and use of the parcel. Mark informed the City Council that they will need to seek a construction easement to construct the building along the south property line. This is due to the excavation requirements for the basement space. The City Council preferred scheme B and asked that the building be shifted a minimum of 2 feet from the south property line. Actions: Mark to revise the site plan in the Design Development phase to shift the building north 2 feet from the south property line. Bonestroo will provide the City with the legal description of the temporary construction easement if the south triangular parcel is not acquired by the City. Larry to provide Bonestroo with direction on how much storm water retention to accommodate on site. 2. Floor Plans: Mark reviewed the floor plans for the first floor, basement and second floor of the building. The spaces shaded in red on the first floor were added to the program during schematic design. When combined with the two stairs and elevator shaft space, the first floor has grown to 12,300 sq. ft. Mark reviewed changes to the basement layout and square footage and described how the third floor would be finished. Seating Layouts: Mark handed out copies of the maximum seating layout for a City Council meeting and a dining event such as a pancake breakfast. An estimated 378 chairs can be accommodated for meeting scenario in the Council Chambers and Expansion Space.108 chairs in the Chambers only. The Chambers and Expansion Space can accommodate approximately 200 people seated at tables placed end -to -end. The Council was pleased with the seating layouts. 4. Building Elevations and Building Materials: Mark presented schematic elevations of the building as well as a perspective drawing. The Council discussed the amount of brick on the building and was provided with samples of the prefinished metal panels proposed for the building. Council Member Berning requested that the skylight not be visible from the south elevation (Main Avenue) if it is more cost effective to hide it. Overall, the Council was pleased with the elevations. Mark to provide a listing of local buildings in which the metal panels have been applied Project Cost Summary: Mark handed out a Project Cost Summary estimating project costs to date which include a contingency of 10%. Several items listed as "project soft costs" such as the security system, voice and data wiring, furniture, phone system, AV system, permits, soil borings, survey, and special testing, need to be coordinated and budgeted for outside of the building construction cost. Based on the total estimated project costs, Mark presented a reduced area floor plan to the City Council which includes eliminating the Activity/Sheriff space, a storage room, reducing the size of a conference room, and eliminating the ability to expand the kitchen in the future. The reduced plan identified 1,328 square feet of space that was eliminated saving approximately $263,000. The Council approved the direction of reducing space from the first floor plan. Actions: The Council directed Mark to work with Larry to refine the reduced space plan and submit a final set of plans and cost estimate for approval prior to the start of design development. Next Steps: Mark will revise and submit the floor plans and Project Cost Summary to the Council for approval. 2. Larry will work with the City Planner and City Engineer to determine how much water retention needs to be accommodated on site. 3. Mark will provide the City with a listing of local buildings in which the metal panels have been applied. 4. Michelle will provide Larry with some suggested vendors to contact for FFE. 5. Mark will provide Larry with the names of kitchen equipment supply vendors to talk about the use of the kitchen and equipment to purchase. MOTION BY Council member Fay, seconded by Council member Klecker to adjourn the workshop. Motion carried unanimously. Meeting adjourned at 9:00 p.m.