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Home My WebLink About04.30.03 City Hall Task Force Packet Agenda for City Council/City Hall Task Force Meeting April 30, 2003, 6:00 p.m. (Dinner will be provided) Central Maintenance Facility— 195th St. and Pilot Knob Road 1. Introductions 2. Review of Final Report Presentation—Jim Gerster, Chair, City Hall Task Force 3. Issues •Need •Options •Finance •Reuse of the existing city hall facility •Timetable 4. Next Steps 5. Other Business 6. Adjournment(Must adjourn by 8 p.m. as the City Council has another workshop scheduled with the Planning Commission and HRA) � r CITY OF FARMINGTON, MINNESOTA CITY HALL TASK FORCE FINAL REPORT: FINDINGS AND RECOMMENDATIONS MARCH 2O03 TABLE OF CONTENTS I. Letter of Transmittal......................................................................................3 II. Introduction....................................................................................................4 III. Membership and Representation....................................................................5 N. Task Force Meetings......................................................................................6 V. Review of Existing Facility and Space Needs...............................................7 VI. Task Force Findings A. Space Needs.......................................................................................8 B. Site Options........................................................................................8 C. Methods of Financing........................................................................12 VII. Summary A. Conclusions/Recommendations.........................................................15 B. Acknowledgements............................................................................17 VIII. Appendix A. Program Summary.............................................................................18 B. CHTF Letter of Endorsement and Support........................................22 C. Meeting Minutes................................................................................24 2 City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.c i.farm ington.mn.us March 3, 2003 Mayor and City Council City of Farmington 325 Oak Street Farmington, MN 55024 Re: City Hall Task Force—Final Report Dear Mayor Ristow and Councilmembers: On behalf of the City of Farmington City Hall Task Force, I hereby transmit the final report on space needs requirements for Farmington City Hall. The report reviews the existing facility and projects current and future space needs as identified by the Task Force. The Task Force is planning to present the report at the regular City Council meeting of March 3, 2003. We ask that you review the report prior to that date. Representatives of the Task Force will be present at that meeting to answer questions, discuss comments and suggestions and to receive further direction from the City Council as you deem appropriate. The Task Force has spent many hours analyzing this subject. It has reached the conclusion that a new city hall would be in the best interests of all Farmington residents. As you read the report, we believe that you will reach the same conclusion. Thank you for the opportunity to serve on the Task Force. I have enjoyed meeting new people, learning about the services provided within the city hall building and understanding space need requirements of professionally competent city staff that provide the residents of Farmington critical municipal services at the lowest possible cost. We look forward to working with the City Council to further educate you on the importance of a new government center for the City of Farmington. If you have any questions, please do not hesitate to contact me or any member of the City Hall Task Force. Sincerely, Jim rster,'Jr , Chair City of Farmington City Hall Task Force Missioat Statement Through teamwork and cooperation, the City of Farmington provides quality services that preserve our proud past and foster a promising filture. INTRODUCTION In 1999, the City of Farmington directed that a citizen's task force be assembled to perform an independent study of City public facility needs. Public facilities, under study by the task force, included a central maintenance facility, law enforcement center, fire satellite station, outdoor athletic complex and city hall offices. Upon completion of the 1999 study, it was recommended that the immediate priorities were to construct new facilities for central maintenance and law enforcement. Subsequently, those projects were implemented and the City of Farmington now has two new "state of the art" facilities for central maintenance and police. In the fall of 2001, City staff began holding discussions about the immediate, short-term and long-term needs of city hall. An assortment of future alternatives were discussed but the consistent theme running through these discussions was centralization v. decentralization of city hall facilities. Should City Hall be located in the downtown area at its present site? Should City Hall be located in the downtown area at a different site? Should City Hall be located elsewhere in the city? This subject matter was presented to the City Council in a workshop held February 20, 2002. The City Council agreed with the information presented and directed the staff to assemble a task force to conduct a feasibility study regarding the space needs of a city hall facility. The feasibility study would include analyzing our various needs and would formulate recommendations that would be brought back to the City Council for further discussion and direction. We also discussed engaging the services of an architect to assist the task force in completing the feasibility study. At a subsequent regular City Council meeting, WOLD Architects and Engineers, St. Paul, Minnesota, was authorized to work with the citizen's task force to assist in the feasibility study to develop plans, provide estimated costs, etc. The City Council did not predetermine the work of the task force. The only thing they requested from the task force is that the location of a city hall must remain in the downtown area. At the first meeting of the City Hall Task Force (CHTF), goals and objectives for the CHTF were identified: • Voice to Citizens • Preservation and/or Image • Preservation of City Functions • Long Range Plan Beyond 20 Years • Purpose of"City Hall" • Cost Appropriate • Appropriate Sites • Strengthen Downtown Neighborhood 4 MEMBERSHIP AND REPRESENTATION The City Hall Task Force (CHTF) was assembled with the idea that a cross section of community leaders, downtown businesses and citizens at large would be represented on the CHTF. In addition, City Management Team members also participated on the CHTF. The following is a list of voting and non-voting CHTF members: Jerry Ristow, Mayor, City of Farmington. Mayor Ristow has been the Mayor of the City of Farmington since 1997. Mayor Ristow serves as a representative from the City Council. Kevan Soderberg, Councilmember, City of Farmington. Councilmember Soderberg has been on the City Council since 1999. Mr. Soderberg serves as representative from the City Council. Jim Gerster, Jr., Downtown Business. Mr. Gerster is part owner in Gerster Jewelers located in downtown Farmington. Mr. Gerster serves as a representative from the Farmington business community and is Chair of the CHTF. Sarah Miller, Chamber of Commerce. Ms. Miller is employed at Anchor Bank, downtown Farmington. Ms. Miller serves as a representative from the Chamber of Commerce and is Vice- Chair of the CHTF. Ben Barker, Planning Commission. Mr. Barker serves as a representative from the City of Farmington Planning Commission. Cleota Epps, Interested Citizen. Ms. Epps represents the community at large. Darlene Grabowski, Interested Citizen. Ms. Grabowski represents the community at large. Jeff Krueger, Water Board. Mr. Krueger serves as representative from the City of Farmington Water Board. Wayne Lankford, Interested Citizen. Mr. Lankford represents the community at large. Randy Oswald, Park and Recreation Commission. Mr. Oswald serves as a representative from the City of Farmington Park and Recreation Commission. Tim Rice, Heritage Preservation Commission. Mr. Rice serves as representative from the City of Farmington Heritage Preservation Commission. Ron Thelen, Former Downtown Business Owner. Mr. Thelen formerly owned a downtown Farmington business and is now retired. Tuffy Westenberg, Former Downtown Business Owner. Mr. Westenberg formerly owned a downtown Farmington business and is now retired. 5 Michael Cox, WOLD Architects and Engineers. Mr. Cox is an architectural consultant to the CHTF. John McNamara, WOLD Architects and Engineers. Mr. McNamara is an architectural consultant to the CHTF. Brendan Stuckey, WOLD Architects and Engineers. Ed Shukle, City Administrator, City of Farmington. Robin Roland, Finance Director, City of Farmington. Kevin Carroll, Community Development Director, City of Farmington. Lee Mann, Director of Public Works/City Engineer, City of Farmington. Dan Siebenaler, Police Chief, City of Farmington. Jim Bell, Director of Parks and Recreation, City of Farmington. Karen Finstuen, Former Administrative Services Director, City of Farmington. Lisa Shadick, Administrative Services Director, City of Farmington. Brenda Wendlandt, Human Resources Director, City of Farmington. Cindy Muller, Executive Assistant, City of Farmington. TASK FORCE MEETINGS June 12, 2002: Organizational structure of committee determined Future growth of city presented Existing facility deficiencies/tour July 22, 2002: Deficiencies of building mechanical and electrical systems presented Present and future staff growth presented August 26, 2002: Future personnel reviewed Space needs presented Parking needs presented Agreement on need by CHTF Site objectives discussed and finalized by CHTF Potential tours determined September 24, 2002: Existing site analyzed 6 New sites analyzed October 9, 2002: Tour of Lakeville City Hall October 15, 2002: Cost of options presented Financing methods presented November 19, 2002: Advantages and disadvantages of options Compare benefits of each option Project recommendation— Site option and financing method December 3, 2002: Preliminary draft of final report reviewed Final report approved for presentation to City Council Continued involvement by CHTF in project REVIEW OF EXISTING FACILITY AND SPACE NEEDS The 1999 Public Facilities Task Force identified several issues regarding the existing city hall facility: • City Council Chambers lacks adequate space for public meetings i.e., congested presentation area, lack of seating space for public and staff, etc. • Insufficient storage for on-site records, supplies and materials • Inadequate ventilation, circulation and support areas for users • Lack of adequate conference/community rooms • Inadequate parking for customers, staff and city vehicles • Inadequate office and work space for city staff • Lack of adequate security control mechanisms due to physical structure limitations • Department areas lack separation and customer reception space The current CHTF agreed that the above issues are still applicable and has identified additional problems with the existing city hall facility: • Unable to display community projects in public lobby due to lack of space • Fragmentation of departments and staff from managers • Lack of secure space for sensitive files • Not enough space for expected growth • Office cubicle panel height does not provide sound barriers nor do they encourage teamwork • Copy room is too small • Noisy department reception areas • Electrical capacity inadequate The CHTF also identified problems associated with the current city hall site—limited expansion possibilities and confusing entry and parking configuration. 7 Based upon the above deficiencies, the CHTF determined a need for a city hall improvement project. It was the desire of the CHTF to further investigate options regarding an addition/expansion project or to consider a new building for city hall. Thus, the CHTF requested that the architect develop options that would address the above issues and concerns. TASK FORCE FINDINGS Space Needs In order to adequately address the deficiencies listed above, the architect, in conjunction with the city's Management Team, presented information indicating the number of personnel currently operating within the existing city hall facility and projected staff increases for the year 2020. This line of thinking was based upon a population projection of 27,000 or 2020, whichever was to occur first. This was the same rationale that was used in the planning of the new Police Department facility located at 195th Street and Pilot Knob Road. It was determined that the city of Farmington's personnel would increase to 52 full-time employees from its present 33 that work in city hall. It was then suggested that in order to house the increased number of employees, the facility would have to be expanded to 26,450 square feet. Currently, the total square footage of city hall is 12,650. (See Appendix A, Program Summary dated August 20, 2002). Site Options As a result of this discussion, several alternatives were reviewed and considered by the CHTF but only three were identified for further study: Facility Option #1 —Addition to the existing city hall and site at 325 Oak Street Facility Option#2 —New building on the existing site at 325 Oak Street Facility Option#3 —New building at Third Street and Spruce Street (HRA property, formerly the location of the Dakota County Tribune) 8 Site Option Advantages / Disadvantages Option #1 - Addition to the Existing Building - -, Lam; r � Elm St. / CSAH 50 ACQUIRED LAND BUILDING �i 1 ADDITION J , I cn I I Oak St. EXISTING CITY HALL 7777) Advantages: • Re-uses existing materials and resources. • Site allows good access from three different streets. • Promotes good neighbor relationships by minimizing expansive parking areas. Disadvantages: • Significant effort for potentially compromised functionality. • Further site and building expansion is constrained. • Existing building that would remain lacks a strong first impression/City Hall image. • Services and staff would be disrupted during construction. • Acquisition of additional sites includes an operating business. 9 Option #2 — Construct a New building on the Existing Site .I...� .. - S .._ t' Elm St. / CSAH 50 �ACQUIRED LOT . ._ .,. .......... :. I in i ......_.. vn Y t f I i ..... ------------- INEW 2-STORY jCITY H LL ..... I Oak St. DEMO EXISTING • _ CITY HALL ""m �....» .. Advantages: • New construction allows for a high degree of functionality. • Potential for a strong first impression/City Hall image. • Site allows good access from three different streets. • Adequate visitor and staff parking. Disadvantages: • Services and staff need to be relocated during construction. • This option is slightly more costly. • Acquisition of additional sites includes an operating business. 10 Option #3 — New Building at Third and Spruce Streets I MUNICIPAL PARKING LOT F i I Oak St. EXISTING CITY HALL ...;r. i i I ..... IE - r� , -- . �- - NEW 2-STORY Spruce St. CITY HALL a .. . Advantages: • New construction allows for a high degree of functionality. • Location would strengthen the downtown core. • Adjacency to the senior center and public library is beneficial. • Has a user-friendly orientation. • Options for a strong first impression/City Hall image. • Service and staff would not be disrupted during construction. • Adjacency to the existing Municipal parking lot would be beneficial. • Slightly less cost than other options. Disadvantages: • Proximity to the railroad tracks. • Future expansion may be limited. • On-site parking is more limited than the other options. 11 COST SUMMARY Construction Costs Facility Facility Facility Option #1 Option #2 Option #3 Addition to Existing New Building, New Building, Existing Site Third&Spruce New Construction Area 13,850 SF 26,450 SF 26,450 SF Cost per sq.ft. $190/SF $160/SF $160/SF Subtotal New Construction $2,631,500 $4,232,000 $4,232,000 Renovation Area 12,650 $120/SF Subtotal Renovation $1,518,000 Total Construction Cost $4,149,500 $4,232,000 $4,232,000 Project Costs Architectural Fees $290,465 $296,240 $296,240 Arch Reimbursables $20,000 $20,000 $20,000 Bid Set Printing $25,000 $25,000 $25,000 Construction Contingency $414,950 $423,200 $423,200 Geotechnical $10,000 $10,000 $10,000 Survey $8,000 $8,000 $8,000 Special Testing $15,000 $15,000 $15,000 Furniture $370,000 $370,000 $370,000 Equipment $100,000 $100,000 $100,000 Builders Risk Insurance $15,000 $15,000 $15,000 Site Development $100,000 $100,000 $100,000 Subtotal Project Cost $1,368,415 $1,382,440 $1,382,440 Total Project Cost $5,517,915 $5,614,440 $5,614,440 Project Cost Factor 1.32 1.32 1.32 Cost per square foot $208.62 $212.27 $212.27 12 Facility Facility Facility Option #1 Option #2 Option #3 Addition to New Building, New Building, Existing Existing Site Third&Spruce Assumed Miscellaneous Costs Land Acquisition Assumptions $300,000 $300,000 $250,000 Building Demolition Estimate $140,000 $290,000 $130,000 Temporary Occupancy Costs $216,000 $216,000 Moving Costs $40,000 $40,000 $20,000 Total Cost (Including above) $6,213,915 $6,460,440 $6,014,440 Adjusted cost per square foot $234.93 $244.25 $227.39 Program Option 1 Cost to add a 2,000 SF Additional Space: New Construction Area 2,000 2,000 2,000 Cost per SF $208.62 $212.26 $212.26 Subtotal Option Cost $417,240 $424,520 $424,520 Total Project Cost- $6,631,155 $6,884,960 $6,438,960 Program Option One Program Option 2 Cost to add a 3,000 SF Additional Space: New Construction Area 3,000 3,000 3,000 Cost per SF $208.62 $212.26 $212.26 Subtotal Option Cost $625,860 $636,780 $636,780 Total Project Cost- $6,839,775 $7,097,220 $6,651,220 Program Option Two 13 Facility Facility Facility Option #1 Option #2 Option #3 Addition to New Building, New Building, Existing Existing Site Third&Spruce Program Option 3 Cost to add a 6,000 SF Additional Space: New Construction Area 6,000 6,000 6,000 Cost per SF $208.62 $212.26 $212.26 Subtotal Option Cost $1,251,720 $1,273,560 $1,273,560 Total Project Cost - $7,465,635 $7,734,000 $7,288,000 Program Option Three Methods of Financing Financing the construction of a new city hall facility would be achieved by the issuance of debt (municipal bonds). Municipal debt options are controlled by State Statute. For a facility of this type, the two available options are: 1)Voter approved General Obligation Bonds or 2) Lease Revenue Bonds. Voter approved General Obligation (GO) Bonds require that an election be held and voters approve the issuance of the bonds to construct the project. At issuance, GO Bonds normally command lower interest rates than Lease Revenue Bonds due to the perceived amount of risk. However, the difference in rates is normally no more than .25%. Once issued, the debt is repaid by an annual tax levy based upon the market value of the properties in the community. The result is the shift of the tax burden to residential properties. Lease Revenue Bonds are issued by the Housing and Redevelopment Authority(HRA). The HRA then "owns" the building and leases it to the City. The City must annually appropriate funds (tax levy) to pay the lease (debt service payment). This tax levy is based upon the tax capacity valuation and does not shift the burden to residential properties. Lease Revenue bond regulations require a debt service reserve be maintained by the authority. This reserve must be equal to the amount of the final year of debt service on the bonds. The reserve is normally held in an interest bearing account by a third party trustee. Minnesota Statutes Section 475.53 regulates the amount of debt a City can incur. Several types of debt are exempt from consideration under this statute, but both GO and Lease Revenue Bonds would be included in the City's debt limit. The limit is determined by computing 2% of the taxable market value of all property in the City. Currently, the City of Farmington's debt limit 14 (2003) is $17,197,488. The amount of outstanding debt subject to the limit is currently $6,763,371, leaving $10,434,117 in debt capacity for the issuance of bonds for a new city hall. The statutory debt limit changes each year as debt is retired and/or issued and as market value increases. Ample debt capacity currently exists to issue bonds in the amount necessary for the proposed facility. Over the past 10 years, Lease Revenue Bonds have become the most common tool for financing construction of essential city facilities. Information from Ehlers and Associates, Inc., reflects this trend on their listing of bonds issued for similar city projects: 81 issues of Lease Revenue Bonds to 29 issues of voter approved GO Bonds. SUMMARY As discussed in the Introduction to this report, the process for reviewing the needs for city facilities began in 1999 when a task force was authorized by the City Council to perform an independent study of the city's central maintenance, law enforcement, fire satellite station, outdoor athletic complex and city hall offices. As discussed the central maintenance facility and law enforcement facilities were directed to move forward and subsequent implementation was completed in early Fall, 2002. In late 2001, discussions began on the immediate, short-term and long-term needs of city hall. The City Council agreed that another task force be created to study this subject and to bring back recommendations in late 2002 or early 2003. The CHTF began meeting in the summer of 2002 and held monthly meetings. A listing of those meetings and what was discussed was detailed earlier in this report. The CHTF also had a tour of Lakeville City Hall to gain a further understanding of what to consider in planning for a city hall facility. The basic format for the CHTF to follow was an "options based planning" effort aimed at agreeing on needs, knowing the facts, developing a consensus on an appropriate solution(s) and presenting that information to the City Council for deliberation and subsequent action. The CHTF concluded its meeting schedule in December, 2002 with this final report which contains the findings and recommendations of the CHTF. Conclusions/Recommendations The study and planning process addressed two basic options: 1) Remodeling and expanding existing City Hall and 2) Building a new facility at the existing site or at another downtown location. The CHTF concluded that there are too many deficiencies with the existing city hall facility to do nothing. They concluded that there is a definite need for a city hall project. They further concluded that based upon the continued growth of the city of Farmington, the projected increases in staff until the Year 2020 to address the increased level of services and the total 15 project cost of making such improvements, remodeling and expanding the existing City Hall is not the appropriate solution. Therefore, the CHTF focused its analysis on building a new facility either at the existing site or at another downtown location. As discussed earlier, Facility Option#2 and#3 detailed several advantages and disadvantages. Although Facility Option #2 had some great advantages, the need for additional property(acquisition and relocation of a major downtown business) to accomplish the ideal layout and design of the facility would be cost prohibitive. The CHTF was particularly intrigued by Facility Option#3. The City, through its HRA, currently owns the parcel of land at the corner of Third Street and Spruce Street. This option does call for the purchase of some additional property to the west but not as costly as what is anticipated within Facility Option #2. Facility Option#3 allows city hall to be in more of a central location within the downtown area i.e., close distance to the public library, senior citizens center, etc. With such a relocation, the existing city hall becomes a possible business opportunity for office and/or retail space. It is also the least costly of all three options considered. In conclusion, the CHTF has determined that Facility Option #3 is the most appropriate option to pursue in the implementation of a new city hall facility project. Officially, the CHTF, at its meeting of November 19, 2002, adopted the following as its recommendation to the City Council regarding the city hall facility project: MOTION by Oswald, second by Grabowski, to choose Facility Option #3 as it enables the City Hall to remain stable during construction and acts as an anchor for the downtown area, puts all government services together—the City Hall, Senior Center and library and allows for the redevelopment of the current City Hall. APIF, MOTION CARRIED. With regard to the financing options for a city hall project, the CHTF did review both Voter Approved General Obligation Bonds and Lease Revenue Bonds. The CHTF adopted the following as its recommendation regarding financing of a new City Hall: MOTION by Westenberg, second by Oswald, to recommend lease revenue bonds. APIF, MOTION CARRIED. Letter of Endorsement and Support The CHTF believes that it is important that it formalize its endorsement and support for a new city hall project. Please refer to Appendix B for a letter signed by the members of the CHTF which reaffirms the above conclusions and recommendations. 16 Acknowledgments The CHTF thanks the City Council for allowing them to serve on this very important task force. They are also grateful to the Management Team and WOLD Architects and Engineers for all of its technical assistance and guidance through the study process. The CHTF is interested in continuing its involvement in future phases of the project. They wish to continue to meet periodically to allow for input and to be informed of the project's progress. By doing so, the CHTF hopes to assure continued community input and involvement. As a final note, the CHTF believes that a new city hall, in terms of architectural design, should include a history of Farmington. 17 APPENDIX A City of Farmington Wold Architects and Engineers Program Summary August 20, 2002 Present Staff Staff 2020 Administration City Administrator 1 1 Administrative Services Manager 1 1 Executive Assistant 1 1 Secretary 1 1 Receptionist (Shared Space) 2 3 Public Communications 0 1 Administrative Assistant 0 1 Administration Staff 6 9 Finance Finance Director 1 1 Utility Billing Clerk 1 1 Accounts Payable 1 1 Accountant 1 1 Assistant Finance Director 0 1 Payroll 0 1 Finance Staff 4 6 Human Resources Human Resources 1 1 Human Resources Assistant 0 1 MIS staff 0 2 Human Resources Staff 1 4 Parks and Recreation Parks and Recreation Director 1 1 Recreation Supervisor 1 2 Recreation Programmer 1 1/2 4 Receptionist 1/2 1 Multi-Purpose Room 0 0 Natural Resources Staff 0 1 Parks and Recreation Staff 4 9 Community Development Planning and Zoning 2 4 Community Development 1 1 Building Inspection Services 3 4 Support Staff 2 2 Fire Marshal 1 1 Community Development Staff Staff 9 12 Engineering City Engineer 1 1 Assistant City Engineer 1 1 Civil Engineer 2 2 Technician 1 3 Administrative Assistant 1 1 Interns 3 3 Secretary 0 1 Engineering Staff 9 12 Total Staff 33 52 Page18 City of Farmington Wold Architects and Enqineers Program Summary August 20, 2002 Present Existing Staff Program Staff Area 2020 2020 Administration City Administrator 1 210 SF` 1 250 SF" Administrative Services Manager 1 102 SF" 1 150 SF" Executive Assistant 1 55 SF 1 80 SF Secretary 1 55 SF 1 64 SF Receptionist (Shared Space) 2 112 SF 3 200 SF Public Communications 0 0 SF 1 64 SF Administrative Assistant 0 0 SF 1 64 SF File Storage 0 10 SF 0 180 SF Copy Room (Shared w/ Finance & HR) 0 68 SF' 0 200 SF' Conference Roam 0 0 SF 0 350 SF' Subtotal Administration 6 612 SF 9 1,602 SF Department Net to Gross Factor x 1.6 x 1.4 Total Gross Square Footage Administration 979 SF 2,243 SF Finance Finance Director 1 102 SF' 1 150 SF' Utility Billing Clerk 1 80 SF 1 64 SF Accounts Payable 1 80 SF 1 64 SF Accountant 1 80 SF 1 64 SF Assistant Finance Director 0 0 SF 1 80 SF Payroll 0 0 SF 1 64 SF File Storage 0 10 SF 0 180 Sr, Conference Room 0 0 SF 0 350 SF' Subtotal Finance 4 352 SF 6 1016 SF Department Net to Gross Factor x 1.6 x 1.4 Total Gross Square Footage Finance 563 SF 1,422 SF Human Resources Human Resources 1 102 SF` 1 150 SF' Human Resources Assistant 0 0 SF 1 80 SF MIS staff(2@ 80SF) 0 0 SF 2 160 SF Computer Room/ Set-Up 0 40 SF 0 150 SF' Conference Room 0 0 SF 0 350 SF' File Storage 0 0 SF 0 180 SF Subtotal Human Resources 1 142 SF 4 1,070 SF Department Net to Gross Factor x 1.2 x 1.4 Toatl Gross Square Footage Human Resources 170 SF 1,498 SF Parks and Recreation Parks and Recreation Director 1 96 SF' 1 150 SF' Recreation Supervisor(2@ 100SF) Existing: 1@ 96SF 1 96 SF' 2 200 SF" Recreation Programmer (4@ 64SF) 1 1/2 0 SF 4 256 SF Receptionist 1/2 0 SF 1 64 SF Equipment Storage 0 0 SF 0 150 SF' Multi-Purpose Room 0 0 SF 0 350 SF' Natural Resources Staff 0 0 SF 1 64 SF Parks and Recreation Storage 0 350 SF' 0 350 SF' Subtotal Parks and Recreation 4 542 SF 9 1,584 SF Department Net to Gross Factor x 1.2 x 1.4 Total Gross Square Footage Parks and Recreation 650 SF 2,218 SF Page19 City of Farmington Wold Architects and Engineers Program Summary August 20, 2002 Present Existing Staff Program Staff Area 2020 2020 Community Development Planning and Zoning (2@ 120SF) Existing:(2@ 112SF) 2 224 SF 2 240 SF* Planning and Zoning (2@ 120SF) 0 0 SF 2 240 SF Community Development 1 180 SF* 1 180 SF* Building Inspection Services (4.@ 64SF) Existing 3@ 60SF) 3 180 SF 4 256 SF Support Staff(2@ 803F) Existing 2 share 125SF 2 125 SF 2 160 SF Fire Marshal 1 60 SF 1 64 SF File/Work Space 0 30 SF 0 200 SF Conference Room 0 0 SF 0 350 SF* Mud Room/Changing Room 0 0 SF 0 120 SF* Subtotal Community Development 9 799 SF 12 1,810 SF Department Net to Gross Factor x 1.2 x 1.4 Total Gross Square Footage Community Development 959 SF 2,534 SF Engineering City Engineer 1 180 SF* 1 180 SF* Assistant City Engineer 1 85 SF* 1 120 SF* Civil Engineer(2@ 120SF) Existing: 2@ 112SF 2 224 SF 2 240 SF* Technician (3@ 120SF) Existing: 1@ 49SF 1 49 SF 3 360 SF Administrative Assistant 1 49 SF 1 80 SF Interns 3 0 SF 3 120 SF Secretary 0 0 SF 1 64 SF Storage 0 130 SF 0 250 SF File/Work Space 0 30 SF 0 200 SF Copy/Work Room (Shared w/ P/R and P/Z) 0 125 SF 0 200 SF* Conference Room 0 0 SF 0 350 SF* Subtotal Engineering 9 872 SF 12 2,164 SF Department Net to Gross Factor x 1.4 x 1.4 Total Gross Square Footage Engineering 1,221 SF 3,030 SF Shared Spaces Conference Room "A" 0 306 SF* 0 350 SF* Confernece Room "B" 0 180 SF* 0 350 SF* Council Room 0 643 SF* 0 2,500 SF* Kitchen/ Lunch Room 0 279 SF* 0 600 SF* Public Lobby 0 124 SF* 0 1,500 SF* Lactation/Quiet/Soft Conference Room 0 0 SF 0 120 SF* Public Restrooms (2@ 330SF) 0 211 SF* 0 660 SF* Staff Restrooms (2@ 120SF) 0 228 SF* 0 240 SF* Police Station 0 2,642 SF* 0 0 SF Video Control Room 0 80 SF* 0 180 SF* Subtotal Shared Spaces 0 4,613 SF 0 6,500 SF Department Net to Gross Factor x 1.3 x 1.4 Total Gross Square Footage Shared Spaces 5,997 SF 9,100 SF Building Subtotal 33 10,540 SF 52 22,044 SF Net to Gross Factor(Circulation and Mechanical) x 1.2 x 1.2 Total Gross Square Footage 12,648 SF 26,453 SF Paget 0 City of Farmington Wold Architects and Engineers Program Summary August 20, 2002 Present Existing Staff Program Staff Area 2020 2020 Option 1: Production Studio Sound Room 0 0 SF 0 300 SF* Studio 0 0 SF 0 500 SF* Subtotal Option 1 0 0 SF 0 800 SF Department Net to Gross Factor 0 1.4 Total Gross Square Footage Option 1 0 SF 1,120 SF Option 2: Future Space Future Space 0 0 SF ? 2,000 SF* Subtotal Option 2 0 0 SF ? 2,000 SF* Department Net to Gross Factor 0 1.4 Total Gross Square Footage Option 2 0 SF 2,800 SF* Building Total Gross Square Footage 33 12,648 SF 52 26,453 SF Option1 Total Gross Square Footage 0 SF 1,120 SF Option 2 Total Gross Square Footage 0 SF 2,800 SF 12,648 SF 30,373 SF Page 21 City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.c i.farm i ngton.m n.us March 3, 2003 Mayor and City Council City of Farmington 325 Oak Street Farmington, MN 55024 Re: Letter of Endorsement and Support—City Hall Project Dear Mayor Ristow and Councilmembers: The City Hall Task Force (CHTF) wishes to convey to you its endorsement and support for a new City Hall. After many hours of meetings, review and examination of the issues surrounding this project, the CHTF has reached the conclusion that there is a need for a new City Hall. The CHTF agrees with the City Council that City Hall remain in Fannington's downtown area. Preserving a community's heritage by keeping its local government center in the heart of the community is of utmost importance. Based upon the continued growth of the city, it is very apparent that the number of staff needed to service this growth must increase. The current facility is not capable of providing for the many offices and people that will be required. Other deficiencies that are mentioned within our report demonstrate that our city needs a new municipal center. We firmly believe that we have identified the need for a new city hall facility. Moreover, we believe that we have identified a facility option that will meet the needs of our community for the next 20-25 years. We appreciate the opportunity to serve on the CHTF. Please review and consider our findings, conclusions and recommendations. We hope you will agree that this project is needed and will begin the process of implementation as soon as possible. Sincerely, Members of the City Hall Task Force City of Farmington, Minnesota Mission Statement Through teamwork and cooperation, the City of Farmington provides quality services that preserve our proud past and foster a promising future. City Hall Task Force Minutes June 12, 2002 Mayor Ristow called the meeting to order at 7:00 p.m. Present: Mayor Ristow; Councilmember Soderberg; Tim Rice, Heritage Preservation Commission; Randy Oswald, Parks and Recreation Commission; Ben Barker, Planning Commission; Sarah Miller, Chamber of Commerce; Jim Gerster, Jr., Gersters Jewelry; Tuffy Westenberg, former downtown business owner; Ron Thelen, former downtown business owner; Cleota Epps, interested citizen; Darlene Grabowski, interested citizen; Wayne Lankford, interested citizen; Michael Cox, Wold Architects; John McNamara, Wold Architects; Ed Shukle, City Administrator; Robin Roland, Finance Director; Kevin Carroll, Community Development Director; Dan Siebenaler, Police Chief, Jim Bell, Parks and Recreation Director; Lee Mann, City Engineer; Karen Finstuen, Administrative Services Manager; Brenda Wendlandt, Human Resources Manager; Cynthia Muller, Executive Assistant Absent: Jeff Krueger, Water Board Sarah Miller was elected as Chair, and Jim Gerster as Vice-Chair. Ed Shukle discussed the mission of the Task Force, which is to review the immediate, short-term and long-term needs of the city hall facility. One parameter that everyone agreed on is that the city hall should remain in the downtown area. Wold Architects will be assisting the Task Force. Once the Task Force has completed its duties, a final report will be prepared for the City Council. Michael Cox discussed the objectives of the study, which include determining the amount of future staff, improvements to the current building, other sites, costs of options, criteria, create a vision for the future building, and other uses of the building. The Task Force will need to reach an agreement on options and therefore have a sense of ownership in the project. The Task Force will need to look for expansion for the long-term. A concern of the Heritage Preservation Commission is the aesthetics of a new building. It will be up to the city to determine how far the task force will go with this project. The task force will not be actually designing a building, but will do a diagram, decide how a building will fit on a particular site, and how the building will function. The task force decided on the following goals and objectives: 1. Preservation and/or image 2. Understanding of city functions 3. Long range plan beyond 20 years 4. Consider flood plain 5. Purpose of"City Hall" 6. Voice to the citizens 7. Cost appropriate 8. What are appropriate sites? 9. What option benefits city's downtown? Financing options and site options were discussed. Suggestions for site options included 3 d and Spruce Street, area towards old Tom Thumb on Hwy 50, old Post Office, current block of city hall location using open space by Gossips for parking. Future meeting dates are as follows: Monday, July 22 Monday, August 26 Tuesday, September 24 Meetings will be held at 7 p.m. at City Hall. The Task Force toured City Hall and adjourned at approximately 8:45 p.m. Respectfully submitted, L Cynthia Muller Executive Assistant City Hall Task Force Minutes July 22, 2002 1. Call to Order Chairperson Sarah Miller called the meeting to order at 7:00 p.m. Present: Mayor Ristow, Councilmember Soderberg, Jim Gerster, Jr., Sarah Miller, Ben Barker, Darlene Grabowski, Jeff Krueger, Wayne Lankford, Tim Rice, Ron Thelen, Tuffy Westenberg, Michael Cox, John McNamara, Denise Steinberg, Ed Shukle, Robin Roland, Kevin Carroll, Lee Mann, Jim Bell, Karen Finstuen, Brenda Wendlandt, Cynthia Muller Absent: Cleota Epps, Randy Oswald, Dan Siebenaler 2. Appointment of Jim Gerster, Jr. as Chair and Sarah Miller as Vice-Chair MOTION by Westenberg, second by Thelen to appoint Jim Gerster, Jr. as Chair and Sarah Miller as Vice-Chair. APIF, MOTION CARRIED. 3. Approve Minutes MOTION by Barker, second by Grabowski approving the minutes of the June 12, 2002 meeting. APIF, MOTION CARRIED. 4. Review of Goals and Objectives Michael Cox reviewed the goals and objectives established at the last meeting. 5. Further Discussion of Goals and Objectives There were no additions or deletions to the goals and objectives. 6. Existing City Hall Facility Tour Review - Michael Cox presented a list of deficiencies for the facility and the current site. The task force requested numbers be assigned to the deficiencies, such as current square footage and amount needed, future number of employees, and the amount of space available on the site. The task force needs to look at deficiencies and future growth; they go hand in hand. The task force should concentrate on the existing site for now. Mayor Ristow asked if the current site has enough square footage? Mr. Cox stated there is potential, however the city would have to acquire neighboring properties. The task force asked if there were any departments that would be better suited to be located outside of City Hall, such as the Police facility and Central Maintenance facility. Staff replied everyone that is currently located in City Hall needs to stay in City Hall. Mechanical and Electrical Analysis - John McNamara had reviewed the mechanical and electrical systems of the current City Hall. It was built in 1968, and has been remodeled since that time. The mechanical system has been modified minimally to handle the remodeling. The site is located downtown with limited parking, and is overcrowded for handling meetings. The parking lots have been patched and overlayed and are in need of replacing. The building is in compliance with the handicap accessibility code. The carpet needs replacing, but overall the building is in good shape. Life Safety Analysis - The current City Hall does need a better fire alarm system. The mechanical systems are the original systems and need to be replaced. Current building codes must meet air quality standards. The electrical system is ok for now. If the building is expanded, the electrical system would also need to be expanded. Options are to bring in a new system for the expansion or replace the system entirely. There is no sprinkling system. The building does contain a small generator. The light fixtures are not energy efficient, and should be replaced. The building is adequate for today. Staff Growth - There are currently 33 employees located in City Hall. By 2020 it is estimated this will increase to 52 employees. The breakdown is as follows: Administration - from 6 to 9 employees, adding a receptionist, public communications and an administrative assistant Finance - from 4 to 6 employees, adding an assistant finance director and payroll clerk Human Resources - from 1 to 4 employees, adding a human resources assistant and MIS staff Parks and Recreation - from 4 to 9 employees, adding a recreation supervisor, recreation programmer, receptionist, and natural resources staff Community Development - from 9 to 12 employees, adding support staff and a building inspector Engineering - from 9 to 12 employees, adding technicians and a secretary These numbers are from staff s best estimate for 20 years out. The estimated population in 2020 is 27,000. Staff looked at what staffing will be needed to serve this size population. At times, employees have requested equipment to enhance their work, rather than adding employees. When estimating these numbers, management considered service needs for turnaround time, and were very conservative with the staff numbers. 7. Other Business City Administrator Shukle asked if the task force would like to tour other City Hall facilities. Staff suggested Prior Lake, Cottage Grove, and White Bear Lake as these cities would also have an estimated population of 27,000. Some task force members agreed a tour would be helpful, and others would rather see plans and numbers on paper. Michael Cox stated the task force is charged with directing a process and informing Council. It would be helpful to tour one or two facilities. A layout with square footage of the facility prior to the tour would be helpful. Michael Cox will obtain a case history of facilities to be toured. 8. Next Meeting - At the next meeting the case history of other cities will be reviewed. Wold will supply the square footage of Farmington's existing City Hall for comparison. The September 24 meeting will be held at the Police facility. 9. Adjourn MOTION by Thelen, second by Westenberg to adjourn at 8:15 p.m. APIF, MOTION CARRIED. Respectfully submitted � 2 ynthia Muller Executive Assistant City Hall Task Force Minutes August 26, 2002 1. Call to Order Vice-Chair Jim Gerster, Jr. called the meeting to order at 7:00 p.m. Present: Councilmember Soderberg, Jim Gerster, Jr., Ben Barker, Cleota Epps, Jeff Krueger, Wayne Lankford, Randy Oswald, Tim Rice, Ron Thelen, Tuffy Westenberg, Michael Cox, John McNamara, Ed Shukle, Robin Roland, Kevin Carroll, Lee Mann, Dan Siebenaler, Jim Bell, Karen Finstuen, Brenda Wendlandt, Cynthia Muller Absent: Mayor Ristow, Sarah Miller, Darlene Grabowski 2. Approve Minutes MOTION by Thelen, second by Lankford approving the minutes of the July 22, 2002 meeting. APIF, MOTION CARRIED. 3. Review Goals and Objectives The Task Force agreed to remove Consider Flood Plain from the goals and objectives. It was suggested to keep City Hall in the downtown area and in it's current building, as it was felt there were not many options in the downtown area. 4. Review Meeting Summaries Michael Cox reviewed the meeting summaries, which serves as an outline of where the Task Force has been and topics for future meetings. 5. August Meeting Items Future personnel - There is currently personnel for 6 major departments occupying City Hall. The current staff is 33 and is projected at 52 employees for 2020 or a population of 27,000. Space needs - The Task Force reviewed current staff space and the amount of space needed for future staff, storage, conference rooms, and council room. Each department head explained how their additional space would be used. It was agreed to add space for a visitor's office to be used by staff from other facilities, or Council. In addition to shared spaces listed, it was discussed to add a community room to be used by residents and civic groups. This would increase amount of space and need a suburban site rather than a downtown site. Staffing would also have to be considered. The lobby could be made smaller to allow space for a community room, or some conference room space could be used. It was also brought up that the school district has auditoriums that could be used for meetings, rather than providing space in City Hall. Regarding the size of the Council room, it was suggested to arrange a conference room and the lobby to open up for extra council room space. More restroom space was suggested. The need for a production studio is being reviewed. The Task Force agreed with the architect's space numbers. 6. Site Planning Objectives Following are the site planning objectives: - Strengthen downtown neighborhood - Good neighbor relationship(s) - Good access - Orientation for user friendly usage - Adequate visitor and staff parking - Future need considerations - First impressions - Appropriate image Site large enough for City Hall Potential to create a highly functional City Hall Ease of acquisition Parking is based on the number of staff plus 1 stall for each 250 sf. of building area, which comes to 180-185 parking stalls. On-street parking would need to be considered for a downtown site. Suggestions for staff parking included the 2nd Street parking lot or a parking ramp. Acquiring neighboring lots was discussed, and whether Hwy 50 would be expanded to 4 lanes. Future routes such as 1081h Street to Pilot Knob could alleviate some traffic on Hwy 50. Potential tours - September 17 and October 9 were suggested dates for touring other facilities, as these dates would be one week prior to the next meeting. Suggested locations included Apple Valley and Lakeville. Comments were as follows: - Hard to compare Farmington with Apple Valley. - Apple Valley would be shown because of the building's features. - Some features could be used from each facility that is toured. - It would be helpful to see plans of the building before the tour. - The Farmington Police facility could be reviewed during the September 24 meeting, and tour Lakeville in October. - Members would like to see a city hall that has been remodeled. 7. Establish Meeting Schedule September 24, 7:00 p.m., Farmington Police Facility October 9, tour Lakeville facility(tentative) October 15, 7:00 p.m., Farmington City Hall November 19, 7:00 p.m., Farmington City Hall 8. Adjourn MOTION by Epps, second by Thelen, to adjourn at 9:15 p.m. APIF, MOTION CARRIED. Respectfully submitted, �thiauller Executive Assistant City Hall Task Force Minutes September 24, 2002 1. Call to Order Chair Jim Gerster, Jr. called the meeting to order at 7:00 p.m. Present: Jim Gerster, Jr., Councilmember Soderberg, Darlene Grabowski, Jeff Krueger, Wayne Lankford, Randy Oswald, Tim Rice, Ron Thelen, Michael Cox, Ed Shukle, Robin Roland, Kevin Carroll, Lee Mann, Dan Siebenaler, Jim Bell, Karen Finstuen, Cynthia Muller Absent: Mayor Ristow, Sarah Miller, Ben Barker, Cleota Epps, Tuffy Westenberg, John McNamara, Brenda Wendlandt 2. Approve Minutes MOTION by Oswald, second by Lankford approving the minutes of the August 26, 2002 meeting. APIF, MOTION CARRIED. A question was raised regarding the Community Room and if included in City Hall, how it would affect the site location. The room would be used for overflow for larger meetings. It was suggested there is no need for a Community Room as there is available space at the library, schools, etc. Currently the Boy Scouts, AA, and MADD use city facilities for meetings. If included in the plans, the Community Room would have a separate outside entrance for other organizations. 3. Review Goals and Objectives Site planning objectives were discussed and how City Hall will function. If a single-level building is proposed, the necessary areas would be a public lobby, Administration, Finance, Human Resources, Parks and Recreation, Engineering, Community Development, Council Room, and shared spaces. If a multi-level building is proposed, it was suggested the main level include a public lobby, Administration, Finance, Human Resources, Parks and Recreation, Council Room and shared spaces. The upper level could include a public lobby, Engineering, Community Development, and shared spaces. 4. Review Possible Sites Wold Architects presented 5 options for site locations and designs. 1. Renovate existing building by adding 2 additions, which would add 13,000 sf, for a total of 26,450 sf. There would be enough room for 94 parking stalls. The goal for the number of parking spaces would be 110 stalls - 1 stall per employee (53) plus 57 visitor parking stalls. According to code, any additional parking is not required, however, there would be parking available on Oak Street and the 2nd Street parking lot for evening meetings. Acquiring Farmington Printing and the corner house should be considered for additional parking space. If a renovation is done, it would need to be decided whether to do it in sections, or temporarily move City Hall to the Police and Maintenance facilities during construction. 2. Demolish the current City Hall for parking and build a new 2-story building where Farmington Printing and a house are located. This would provide 137 parking stalls. 3. Demolish the current City Hall, build a new 2-story building in the current location, and acquire Farmington Printing and the house for additional parking. It was suggested the building be turned to face Oak Street with parking in the back. This would provide 123 parking stalls. 4. Build a new 2-story building at the corner of 3Td and Spruce Street. This site would have curb appeal with the building being built out to the curb and Tarking in back. This would provide 91 parking stalls, but is very close to the 2° Street parking lot. The current City Hall would be sold for retail/commercial use. It was suggested to build a ramp next to the current location for additional parking as a selling incentive. 5. Demolish the current City Hall, and build a new 2-story City Hall and 2-story parking ramp in the current location. A parking ramp would provide 128 parking stalls at a cost of$12,000/stall vs. $3,000/stall in a parking lot. Farmington Printing and the house could be acquired for future building expansion or additional parking. If Farmington Printing were acquired, they could move to the current HRA site on 3`d Street next to Gossips. The cost to the city would be to relocate the homeowner. Building on the corner of 3rd and Spruce would cause less disruption for relocating employees. The site is close to the library and senior center and could be viewed as a public service area. The Task Force decided to keep options 1, 3, and 4, use option 5 as an extra, and toss out option 2. If the current site is used the issue of the well would need to be addressed. It could become part of a parking ramp. 5. Costs New construction costs are $145 - $160/sf. Renovation costs may differ. The shell of the current building is worth 20% of the building. Project costs are 1.3 times construction costs. Project costs include design fees, contingency, soil testing, furniture, equipment, and bonding. The total project cost would be $4,985,000 - $5,500,000 plus land acquisition and building demolition. Costs for options: Ramp +$1,500,000 - $2,250,000 Studio +$210,000 - $235,000 Future space +$525,000 - $585,000 6. Input/Comments on Options The issue of soil conditions was raised. The soil in the downtown area would be more sandy than the soil at the Police and Maintenance facilities, which was clay. There is the possibility of an oil pollutant at the downtown site. There was a Phase 1 environmental site report conducted for the downtown area which indicates there does not appear to be any soil contamination. Additional testing is needed to determine if there is contaminated water further below the site. At the 3rd and Spruce Street site, additional parking could be located at the grain elevator site. There is also space for future parking behind the library. It was suggested to consider a park or plaza area for seniors. Current plaza areas at the senior housing facilities are not used because residents like to be in front of the building where people are and close to the building for safety. Another item to consider is to include motor vehicle registration in City Hall. 7. Lakeville City Hall Tour A tour of Lakeville City Hall has been scheduled for October 9, at 7:00 p.m. Members should meet there. The tour is optional. 8. Other Business Police Chief Siebenaler took interested members on a tour of the Police facility. 9. Next Meeting The next meeting will be Tuesday, October 15, 7:00 p.m. at the Maintenance facility. Future meetings: November 19, 7:00 p.m., at City Hall 10. Adjourn MOTION by Thelen, second by Lankford to adjourn at 8:45 p.m. APIF, MOTION CARRIED. Respectfully submitted, �a .ytG 2 `Cynthia Muller Executive Assistant City Hall Task Force Minutes October 15, 2002 1. Call to Order Chair Jim Gerster, Jr. called the meeting to order at 7:00 p.m. Present: Jim Gerster, Jr., Sarah Miller, Ben Barker, Darlene Grabowski, Jeff Krueger, Randy Oswald, Tuffy Westenberg, Michael Cox, Ed Shukle, Robin Roland, Jim Bell, Karen Finstuen, Brenda Wendlandt, Cynthia Muller Absent: Mayor Ristow, Councilmember Soderberg, Cleota Epps, Wayne Lankford, Tim Rice, Ron Thelen, John McNamara, Kevin Carroll, Lee Mann, Dan Siebenaler Also Present: Shelley Eldridge, Ehlers and Associates 2. Approve Minutes MOTION by Krueger, second by Grabowski approving the minutes of September 24, 2002. APIF, MOTION CARRIED. 3. Reviewed Goals and Objectives Task Force members asked how the public is being informed. An article appeared in the newspaper when the task force was first established. Members discussed whether and when to inform the public on the progress of the task force. The article could contain where the task force is in the process, goals and objectives, and a timeline. A news release could be placed in the newspaper, newsletter, and the website. The task force was still in agreement on the goals and objectives. 4. Site Options - Cost Summary #1 - Current City Hall addition. The City would have to acquire additional property (Farmington Printing and a house). #2 - Tear down the current City Hall, buy Farmington Printing and the house, and build a 2-story City Hall. Both of these sites would involve moving employees to a temporary location. #3 - Building a 2-story building at 3rd and Spruce Street with additional parking. The 2nd Street parking lot and the library parking lot could be used for overflow parking. The City would acquire Blaha's. Site Option 1 Site Option 2 Site Option 3 Construction Cost $4,149,500 $4,232,000 $4,232,000 Project Cost $5,492,915 $5,589,440 $5,589,440 Total Cost $6,148,915 $6,280,440 $5,929,440 There have been preliminary discussions with surrounding property owners. A discussion followed whether or not to contact property owners again. A discussion regarding price could potentially lock the city into the property. An option with site no. 3 is that the city does not have to negotiate with Mr. Feely now. Once there is a recommendation from the task force to the Council, negotiations would start at that point. Administrator Shukle and Councilmember Soderberg have had a preliminary discussion with Farmington Printing. Shelley Eldridge, of Ehlers, presented financing options as follows: 1. Voter approved G.O. bond - an election is required. An advantage is the interest rates are lower than lease revenue bonds. A disadvantage is that it might not be approved in an election. 2. Lease revenue bonds - the HRA owns the building, the city owns the land. The HRA would lease the building to the city. An advantage is that an election is not required, and it is not subject to a levy limit. A disadvantage is it affects the debt limit. Financing of a new City Hall will not put a strain on taxpayers due to growth. The impact on residents, including other debts, would be considered in choosing a financing option. 5. Other Business Wold should bring a summary of all 3 sites to the November meeting. Administrator Shukle will talk with private property owners impacted by any of the three options. It should be stressed, in the report to the City Council that there is a need for a new facility. During the December meeting, the task force will review a draft of the final report to the City Council. The report will be presented to the City Council January 21, 2003. 6. Next Meeting - Tuesday, November 19, 2002, 7 p.m., City Hall Future Meeting - Tuesday, December 3, 2002, 7 p.m., City Hall 7. Adjourn MOTION by Westenberg, second by Oswald to adjourn at 9:25 p.m. APIF, MOTION CARRIED. Respectfully submitted, ynthia Muller Executive Assistant City Hall Task Force Minutes November 19, 2002 1. Call to Order Chair Jim Gerster, Jr. called the meeting to order at 7:00 p.m. Present: Jim Gerster, Jr., Sarah Miller, Darlene Grabowski, Wayne Lankford, Randy Oswald, Tim Rice, Tuffy Westenberg, Michael Cox, Ed Shukle, Robin Roland, Kevin Carroll, Lee Mann, Dan Siebenaler, Jim Bell, Lisa Shadick, Brenda Wendlandt, Cindy Muller Absent: Mayor Ristow, Councilmember Soderberg, Ben Barker, Cleota Epps, Jeff Krueger, Ron Thelen, John McNamara Also Present: Mike Heinzerling 2. Approve Minutes MOTION by Oswald, second by Miller, to approve the minutes of October 15, 2002. APIF, MOTION CARRIED. 3. Review Goals and Objectives The Task Force reviewed the goals and objectives and there were no changes. 4. Review Need for New Facility The Task Force will be submitting a letter to the Council in support of a new City Hall. It was agreed there should be one letter signed by all the Task Force members. The letter will indicate the following: - There is a need for a new City Hall. - The downtown area is a very viable need. - The amount of staff will double in the future and the current facility is not capable of providing for that many offices and people. - The current building is not sufficient in size to hold large public meetings. - Site capabilities - does the current facility meet present and future needs? - Include a bio of the Task Force members - Discussions over the last several months will be compiled. - Include minutes - Include a list of items voted on. Staff will compose the report for delivery to the members on November 27. This will give the members time to review it prior to the December 3 meeting. Jim Gerster, Jr. will present the report to the Council at the January 21, 2003 Council Meeting. 5. Site Options Cost Summary/Site Option Preferred Site Option 1 This option would be to make the existing building functional and add a 2"d story. The current building is 12,000 sf. An additional 13,000 sf, would need to be added. There needs to be enough parking for staff plus 57 visitors, which would require a total of 110 parking stalls. This option provides for 94 stalls, and acquiring Farmington Printing and a house, and demolishing the parks garage. Cost is $6,100,000 including acquisition. Site Option 2 This option demolishes the current building and builds a new 2-story building on the same site. The area for the parking lot is not in character with the rest of the downtown. Number of parking stalls is the same as option 1. Cost is $6,400,000. Site Option 3 This location is at the corner of Spruce and 3 d Street. It is across from the Library and the Senior Center. Parking is in the back and makes use of the 2"d Street parking lot. The site provides space for 91 parking stalls. The Library parking lot is not included in this figure. The structure would be a 2-story building with room for expansion into parking areas. Cost is $5,900,000. It was noted that the sale of the current building was not included in the cost for option 3. Staff explained that the current building will still exist, and the money from the sale of the building would be a bonus. The city is not counting on the sale of the building to pay the bond, however when the building is sold, the money would be applied towards the bond. For site option 3, staff has spoken with Blaha's regarding redevelopment of the site. He is willing to sell the property. The city will obtain an appraisal, and the purchase price upon completion. For site options 1 or 2, Farmington Printing prefers to stay in their current building as they own the property. MOTION by Oswald, second by Grabowski, to choose site option 3. It enables the City Hall to remain stable during construction, and acts as an anchor for the downtown area. It puts all government services together - the City Hall, Senior Center, and library. This option also allows for redevelopment of the current City Hall. APIF, MOTION CARRIED. 6. Financing Options/Financing Option Preferred The state determines the amount of debt a city can occur. The current debt limit is $17,197,488. There is $10 million in debt capacity. The outstanding debt for the current two new facilities is $6.7 million. There are two types of bonds: 1. Voter Approved General Obligation Bonds An election is required for approval of this bond. The tax levy is based on the market value and not tax capacity, placing the burden on residential property. The interest rates are lower than lease revenue bonds. 2. Lease Revenue Bonds These are issued by the HRA and secured by a lease with the city. The city must annually appropriate funds to pay the lease. The tax levy is based on the tax capacity value, therefore residential properties do not bear more of the tax burden. A debt service reserve equal to last year's debt service payment is required. This bond is the most common tool for construction of city facilities. Upon Council approval of construction of a new City Hall, staff recommended the lease revenue bonds. The term of the bond is for 20 years. MOTION by Westenberg, second by Oswald to recommend lease revenue bonds. APIF, MOTION CARRIED. 7. Remaining Work City staff will draft a report by November 27. Jim Gerster will present the report at the January 21 Council Meeting. A consensus was reached to have one letter prepared with all task force signatures. 8. Other Business The Task Force members asked if there would be an opportunity for them to provide input in future phases of the project. As far as the architectural design, all agreed it should include a history of Farmington. They also recommended continuous input from the community. It was suggested the Task Force meet periodically to allow for input and to be informed of progress. 9. Next Meeting Tuesday, December 3, 2002, 7:00 p.m., City Hall 10. Adjourn MOTION by Westenberg, second by Rice to adjourn at 8:42 p.m. APIF, MOTION CARRIED. Respectfully submitted, �G Cynthia Muller Executive Assistant e, City Hall Task Force Minutes December 3, 2002 1. Call to Order Chair Jim Gerster, Jr. called the meeting to order at 7:00p.m. Present: Jim Gerster, Jr., Sarah Miller, Mayor Ristow, Councilmember Soderberg, Cleota Epps, Darlene Grabowski, Jeff Krueger, Randy Oswald, Tuffy Westenberg, Brendan Steukie, Ed Shukle, Robin Roland, Kevin Carroll, Lee Mann, Dan Siebenaler, Lisa Shadick, Brenda Wendlandt, Cynthia Muller Absent: Ben Barker, Wayne Lankford, Tim Rice, Ron Thelen, Michael Cox, John McNamara, Jim Bell 2. Approve Minutes MOTION by Westenberg, second by Grabowski, to approve the minutes of November 19, 2002. APIF, MOTION CARRIED. 3. Review of Draft Report, Comments and Suggestions to the Report It was suggested to do a presentation to the City Council showing the highlights of the report. The Task Force reviewed each section of the report and made the following comments: Introduction - The 1999 Task Force had a projected date for a new city hall. Members would like that date included in the introduction. Cost Summary - Under Option 3, Mayor Ristow would like a contingency amount shown for soil clean-up costs due to possible oil contamination. The area where the actual building would be constructed is already cleaned-up. The Task Force discussed the possibility of having to do soil clean-up under the parking area. Clean-up of possible asbestos in the Blaha building is included in the demolition cost. Prior to signing a Purchase Agreement, it would be agreed as to what clean-up needs to be done and who would pay for it. There was some concern about dust coming from the elevator and any maintenance problems that might cause. Some maintenance should be expected on any rooftop equipment. It was suggested the elevator might be able to do something to alleviate any dust from its operation. It was also requested to add a footnote under option 3 showing the appraisal value of the current City Hall building. This amount could be used for any soil corrections if necessary. Grant funds are also available for soil clean- up. Phase 1 environmental testing has been done on the site. Phase 2 testing, which would include soil testing, would cost $3-5,000. At one point it was discussed to include a license bureau in the new city hall. The Lakeville license bureau is 15 miles away, and to have one in Farmington would be too close according to state statute. The Task Force discussed options for expansion in 15-20 years. It was suggested to have I" right of refusal on the property located at the corner of 2"d and Oak Street owned by Feely Elevator, should it become available. Review of Existing Facility - Amend 2"d paragraph. . . above issues are still applicable. . Chair Gerster asked the Task Force several times if everyone agreed on the need for a new facility. Each time, all members agreed. Mayor Ristow stated his signature on the letter of endorsement would be contingent on a discussion with Finance Director Roland regarding exact costs and contingencies. Chair Gerster would like to meet with staff in January to review the presentation. 3. Adoption of Final Report Draft MOTION by Epps, second by Miller, to approve the Final Report with the above changes. APIF, MOTION CARRIED. 4. Adjourn MOTION by Westenberg, second by Grabowski, to adjourn at 8:37 p.m. APIF, MOTION CARRIED. Respectfully submitted, /i yn thia Muller Executive Assistant