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2005-04-05 CC Minutes Workshop . ~ Bonestroo _ _ Rosene ~ Anderlik & . \J. Associates Engineers & Architects WORKSHOP MEETING MINUTES Albertville City Hall Albertville, MN File No. 1028-05-100 April 5, 2005 6:00 PM ATTENDEES Don Peterson Tom Fay Ron Klecker LeRoy Berning John Vetsch Larry Kruse Mark Forbes Michelle Lease Mayor Council Member Council Member Council Member Council Member City Administrator Bonestroo Rosene Anderlik & Associates Bonestroo Rosene Anderlik & Associates . Mark began by reviewing a packet of information with the City Council that included building elevations, floor plans, and a site plan for a one and two-story building with a basement. . 1. Materials: Mark stated that the design reflects a variety of materials all of which are no maintenance. Materials include brick, architectural precast concrete and pre finished metal panels. The mix of materials is important for the aesthetic of the building, giving it a significant/prominent appearance from all four sides. 2. 3D Site Plan: Mark referred to the site plan and the circular drop-off area that has been designed. In addition, Mark noted that proposed sky lights above the lobby would bring natural light into the building. The site plan also shows a trash enclosure situated off of the circular drop off area for ease of movement for larger refuse trucks. The Council liked the circular drop off area. 3. Building Size: Mark indicated that the schematic sketches are still rough. Exact building square footage and room dimensions will be refined along with the development of the schematic drawings. The rough building square footage is 2,000 sq. ft. for the basement, 11,800 sq. ft. for the first floor and 2,800 sq. ft. for the second floor. 4. Council Feedback on Elevations and building Materials: · Mayor Peterson said that it is important that all four sides of the building are attractive. He would also like to see the clock on the east and north sides of the building. · Council Member Berning questioned the longevity of the metal panels and was concerned that they would age and become ratty and faded. Mark stated that the panels are substantial and have a plastic core sandwiched between two layers of aluminum. The panels are 'l'4-inch thick, very durable, and a 20-year warranty may be obtained. The name of the proposed product is "Alucabond" and it is used frequently on higher end buildings. Workshop Meeting . . Council Member Klecker wanted to verify that the architectural precast concrete was available in a range of colors and cost less than brick. Mark confirmed that the Council will select the precast color and that the cost per square foot was less than brick. . Council Member Vetsch would like to see different colors of masonry on the building. He was not interested in the metal panels and wanted a more durable product. Mark agreed to provide samples of the metal panels as well as the precast and brick and also provide a listing of local buildings to which the metal panels have been installed. . Council Member Berning wanted to see a little less metal panel and more precast and brick. Mark agreed to reduce the amount of metal panels as the schematic design is refined. . Council Member Klecker likes the skylight but was concerned that the panels may be a maintenance problem for the City. Mark explained the type of skylight used in Delano ("Kalwell") which is a translucent, thermally resistant, double insulated panel. The alternative is "vision glass" which Mark is not recommending. It is more expensive, transparent (which will result in more maintenance), more expensive and less thermally resistant. The Council elected to include the skylight. Mark will include the skylight as an alternate. S. Staircase: Council Member Berning suggested that the east stair be open to the lobby at the first floor to enlarge the feel of the space. Mark agreed to look at this option for the staircase. 6. Clock: The Council Members decided to include the clocks as an alternate on the north and east sides of the building. 7. Size of Lobby off of Council Chambers: Council Member Berning discussed making the lobby area smaller and the Council Chambers larger. Mark and Administrator Kruse discussed the importance of maintaining the size of the lobby for when larger group are entering and exiting the Council Chambers. This is a normal design feature in public buildings and the size of the lobby should not be made much smaller. 8. Entry doors to Council Chambers: Council Member Berning suggested that the entrance to the Council Chambers be moved to the west so that if people were walking into a meeting late would not disrupt the meeting. Mark will look at moving the door further from the dais as the floor plan is refined. This may involve moving the A V room or coat closet. 9. Office off of Council Chambers: There was a discussion on the purpose and the need for this room. After some discussion, it was determined that this room should be kept for the Council to meet with citizens as well as for consultants to step out of a council meeting to privately speak with a resident or developer. This room is used today off of the existing council chambers and the consensus was that it will be needed in the future. 11. Shape of Council Dias and Use of Council Chambers: Council member Berning discussed the shape of the council dais and the need to minimize the amount of space it occupies in the council chambers. He suggested the dais to be a straight desk or with a small L-shape so that when the dais is closed off the remaining space can be maximized. The consensus was to make the dais a shape that allows Council Members to see each other when they are talking. Mark to minimize the amount of space that the dais occupies in the room. The plans will also include a partition door immediately in front of the dais or follow the line of the dais. Mark will work through this detail as schematic plans develop. The City needs to confirm the exact number of people to be seated at the dais and those who can sit at moveable tables alongside the dais. . . M:\Public Data\City Counci1\Council Minutes\2005 Minutes\M 04-05-05 Workshop Fina1.doc Page 2 of 4 Workshop Meeting . 12. Conference Rooms: Council Member Berning questioned the number of conference rooms, the use of the conference rooms, the location of the conference rooms, and the size of the conference rooms. After some discussion, it was determined that the number of conference rooms would remain the same as shown on the plan and detailed in S.E.H.'s program. As schematic design proceeds and the plans are refined, Mark will work to maximize the size of the conference rooms without enlarging the building footprint. The City suggested that building storage space at the west end may need to be reduced slightly to accommodate larger conference areas. 13. Council Chambers/Expansion Area Capacity: Council Member Berning wanted assurance that the Chambers and Expansion space had the capacity to accommodate 200 people sitting at tables. Mark assured the Council that he would design the room to accommodate 200 people and will work with Administrator Kruse to make sure that the room works for elections. If desired by the City, Mark can do a sketch ofthe space for Election Day use. 14. Basement Plan: Mark reviewed his plan for the basement with the City Council. The elevator and east stairs are in fixed locations to work with the second floor plan. The electrical, mechanical and storage spaces can move to reduce the area if desired. The Council approved the addition of a basement at approximately 2,000 square feet and the layout as shown on the plan. The basement will be included in the base building plan if the soils report identifies no problems with the water table. 15. Open Office Area: The Council discussed the open office area, specifically the 4 cubes shown on the plan. Administrator Krause said that he envisions the two cubes facing the lobby to be occupied by current staff and the area of the remaining two cubes to be used as document scanning station. 16. Conference Room bv the Kitchen: The Council requested a small sink and cabinet added. Enough space needs to be allowed for a coffee pot as well. This space was identified as future expansion area for the kitchen. 17. Handicap Entrances: Mark explained to the Council that both entrances will be handicap accessible with push button automatic door operators. 18. Moveable Kiosk in Lobby Area: At an earlier meeting the consensus was that the Kiosk was eliminated in lieu of a built-in information display area within the lobby. 19. Vending Machine Location: While not shown on the plans, Mark indicated where he planned to fit vending machines in the lobby or vestibule. Mark will show on schematic plans. 20. Elevator: The Council approved an elevator with three stops (basement, first and second floor) as part of the base project. The estimated cost of the elevator is $55,000. 21. Second Floor Plan: The Council approved the addition of a second story of approximately 2,800 square feet. The Council determined that it would like to have the second floor "shelled out" only. Mark explained that the exterior walls could be dry-walled, but not taped or painted. The elevator stop will be included, along with wire hung temporary light fixtures, minimum mechanical HV AC roughed-in so that the system can be retrofitted in the future. Electrical power will be provided at the perimeter along with conduit for voice and data cabling for the future. The bathrooms will be the only finished space at the second floor. 22. Second Floor Expansion: As part of the base bid, the Council requests provision for expanding the second floor in the future. The roof of the expansion area will be precast concrete plank as the structure for the future floor. Insulation and membrane roofing will be installed on top. At the time of the addition the roofing would be sacrificed and removed. 2-inch concrete topping would be added to the plank along with the second story walls and a new roof. In addition, a fire egress stair will be required at the west end of the future addition. . . M:\Public Data\City Council\Council Minutes\2005 Minutes\M 04-05-05 Workshop Final.doc Page 3 of 4 Workshop Meeting . 23. Rooftop Condensing Unit: Mark explained that the only mechanical equipment scheduled for the roof would be a condensing unit. The unit would be located as close to the center of the roof as possible and will be screened. Roof access will be provided by a man door near the elevator at the second floor. 24. Increase in Building Size and Design Fee: Included in the 3/21/05 meeting minutes, Mark had provided the City with an estimated construction cost of $720,280 to add the basement, the second floor, and an elevator. In a letter to Larry Kruse on 3/29/05 Bonestroo requested additional design fees of $68,200 to cover the extra design costs associated with a larger more complex building. This fee is based on 9.5% of the estimated increase in construction cost. Council Member Berning questioned if Bonestroo's fee would be reduced if the second floor were only shelled out and not finished. Mark explained that most of the costs for design of the additional spaces are related to the more complex structure of a 2-story building, the addition of two stairs, and the 3-stop elevator. Design fees could be reduced slightly if Bonestroo does not design an alternate to finish out the second floor space. The Council requested that Mark revise the construction estimate based on the approved Basement Floor Plan (item 14) and the approved Second Floor Plan (item 21) above. Mark is also to revise the associated design fee and submit both for formal consideration at the next City Council Meeting. Mark clarified that the design fee for the additional spaces is a fixed-fee. If construction costs come in higher we will not be asking the City for additional compensation. 25. Site Plan: The Council prefers the site plan with two entry/access drives from Main Avenue. 26. Parcel to the South: Council Member Berning suggested the City work with the property owner to the south to clean up his property and possibly partner in a shared parking lot. Mark explained that currently the gravel parking lot extends about 12 feet on to the City property and about 50 feet on to the R.R. property. To provide enough space for a vehicle access aisle and a reasonable number parking stalls on the small parcel, the new city hall building would need to move north. This is not only because of the small size but the triangular shape of the lot. Moving the building north will likely result in a net loss of parking; losing more parking on the north side to create a few stalls on the south side. Mark will sketch up a plan for the Council to consider. . The above represents the authors understanding of items discussed and conclusion made. Please report any discrepancies to the author in a timely manner. Q~;L:czt~ - Don Peterson, Mayor Copies: all attendees . GFU, MTR, JIM, MTF, JWM, SLA Mike Woehrle - NRA M:\Public Data\City CounciJ\Council Minutes\2005 Minutes\M 04-05-05 Workshop FinaJ.doc Page 4 of 4