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HomeMy WebLinkAbout2013 08-12 CCM Work Session MINUTES OF THE PROCEEDINGS OF THE CITY COUNCIL/ECONOMIC DEVELOPMENT AUTHORITY OF THE CITY OF BROOKLYN CENTER IN THE COUNTY OF HENNEPIN AND THE STATE OF MINNESOTA WORK SESSION AUGUST 12, 2013 CITY HALL—COUNCIL CHAMBERS CALL TO ORDER The Brooklyn Center City Council/Economic Development Authority (EDA) met in Work Session called to order by Mayor/President Tim Willson at 7:50 p.m. ROLL CALL Mayor/President Tim Willson and Councilmembers/Commissioners Carol Kleven, Kris Lawrence-Anderson, Lin Myszkowski, and Dan Ryan. Also present were City Manager Curt Boganey, Public Works Director/City Engineer Steve Lillehaug, Director of Business and Development Gary Eite1;Director of Community Activities, Recreation and Services Jim Glasoe, Assistant City Manager/Director of Building & Community Standards Vickie Schleuning, and Carla Wirth, TimeSaver Off Site Secretarial, Inc. COMPREHENSIVE OVERVIEW OF CAPITAL NEEDS AND DEBT FUNDING PLANS Cindy McCleary, Principle with Leo A Daly, continued presentation of their analysis of the Community Center/City Hall Campus including current space conditions. She explained there are a variety of considerations so they provided options along a scale that could be considered in phases, noting they provide a range of choice. She suggested the absolute key elements to be addressed are: introduction of an expanded lower level lobby; adequate public and meeting overflow space; clarity of space, efficient space flow, navigation ease to stairs; and, designate/separate public and staff spaces. Ms. McCleary presented Options 1 and 2 and explained how each addresses key elements. Mayor/President Willson referenced Option 2, upper floor, and asked if there is an elevator by the front door. Ms. McCleary described the location of the two elevators in City Hall. Mayor/President Willson asked how the front door area can be leveraged. He stated he likes the plan for the lower level but thinks the upper level public space can be better utilized. Ms. McCleary stated that is a good observation. She stated this was discussed but there is a concern with parking by the upper level front door and need for a visual connection with a staff person at the point of entry. In addition, the depth of the hallway is not much different than the lower level. 08/12/13 -1- Mayor/President Willson stated the upper floor conference room could be utilized as a welcoming counter so it is more appealing to those entering the building in addition to increasing security. Ms. McCleary continued presentation of Option 2, upper floor, and described the construction/reconstruction it would entail and modification to the Council Chambers Lobby Commons. She advised staff had indicated there are not enough conference room spaces and that copying/materials are not efficiently consolidated within the City Hall. In addition, Option 2 would resize office spaces and address work space inefficiency. Mayor/President Willson asked about the lunch room location. Ms. McCleary stated it is not currently located within a departmental zone and it had been mentioned that sometimes the public is found in the lunch room. Mayor/President Willson asked if an access would be opened from the courtyard garden in the front to a public space. Ms. McCleary stated that is an option and they tried to address how to create the existing green park into an amenity. Mayor/President Willson noted Option 2 results in extensive relocation of the restroom and counter spaces. Ms. McCleary stated that is correct but from a wayfinding standpoint, people recognize the counters as a point to receive service. Councilmember/Commissioner Ryan stated the reconfiguration options for the Council Chambers appear to be at 1,325 square feet and the other at 2,250 square feet. Ms. McCleary estimated the current Council Chambers at 2,500 square feet. She explained the space behind the current Chambers is ill configured,and used. Councilmember/Commissioner Ryan noted some reconfigurations may impact load bearing walls and result in significant costs. He asked about the square footage needs of staff. Ms. McCleary reviewed square footage spaces from other City Halls. Councilmember/Commissioner Ryan stated it seems the overall design of the building is "developmentally challenged," resulting in the question of spending too much money and "putting lipstick on a pig." Ms. McCleary agreed the building has challenges but following this process provides the information needed to determine which path to take. Mayor/President Willson noted in most of the options, the Council Chambers is not relocated. Ms. McCleary stated in the first two options, the Council Chambers remains in about the same space but the priorities of wayfinding, work flow, and security are addressed. She noted Option 3 utilizes a broader site and solves internal operational challenges to the best extent possible given existing conditions. Ms. McCleary described Option 3 elements, noting it relocates the Council Chambers into new space, addresses the current lack of connection between the Community Center and City Hall, and consolidates staff spaces. She noted this plan also creates a building within a park. 08/12/13 -2- Mayor/President Willson stated the City Hall is oddly shaped and asked if it would be possible to add building to the eastern side rather than create new Council Chamber space on the other side of the building. Ms. McCleary agreed that is an option and encouraged exploring all opportunities. Mayor/President Willson noted that would also utilize the front entrance space. He stated he is more inclined to not "hang pieces" giving the appearance of piecemeal but preferred to consider how to increase the building's square footage, make it look better, and still tie together the Community Center and City Hall. Ms. McCleary stated this option would allow the opportunity to rebrand the entire front face elevation Ms. McCleary continued presentation of a site master plan, noting it can provide greater identity to the street and modify the travel path around the building by creating a more generous curve to pull the drive aisle away from the building and provide a drop-off zone to address the safety challenge at the Community Center's front door. She described the location of gardens, landscaped areas, and walkways. Ms. McCleary then presented basic, moderate, and enhanced construction cost estimates for exterior wayfinding, site redevelopment, and City Hall options. Mayor/President Willson asked about going down rather than out or up, noting the Community Center has a stairway that could be used to tie the two buildings together instead of adding new space. Ms. McCleary stated they did not look at going below grade. Mayor/President Willson stated support for providing more office space, improving customer experience by leveraging the two entrance points, and squaring off the building to create more space. Ms. McCleary stated if the Council supports a mid-scale effort,they can provide a variety of options to capture priorities in the right order. Councilmember/Commissioner Ryan stated true stewardship is to envision and anticipate future needs of staff, the Council, and public. He stated the current building design has a lot of constraints but given the City's other capital needs, it is difficult. Mayor/President Willson stated this process will put that plan in place so options can be considered. He agreed the City has other pressing capital needs that may put this on the "back burner.» Councilmember/Commissioner Ryan stated should the existing structure be modified, the City may enjoy the same advantage as the Brooklyn Boulevard Corridor Plan where initial improvements can be put into place in the interest of better financial planning, addressing the issue of affordability. Ms. McCleary stated typically, when at a point of investing 60-70% of the building's cost of construction, you may find yourself outpricing the building at completion. At 30,000 square feet, excluding site costs, a City hall could run $185/square foot to $250/square foot or more depending on technology, putting it in the $6-7 Million range. She agreed that is a consideration if the project reaches the $5 Minion range. 08/12/13 -3- Mayor/President Willson stated another option is to demolish the building and use the site in a different fashion, such as a two-story building tied into the Community Center. That would also provide a temporary building,(existing City Hall) for staff to operate during construction of a new City Hall. Ms. McCleary described Community Center space conditions that resulted in issues with space allocation and lack of visibility. City Manager Curt Boganey stated the large community room space is the most intensively used within the Community Center. Director of Community Activities, Recreation and Services Jim Glasoe agreed it is used every day and uses include 18-20 exercise classes per week plus rentals, special events, and weekly church rental. Ms. McCleary advised of issues with humidity and moisture that has resulted in corrosion. She stated this is partly due to lack of air movement/recovery of heat, and use of chlorine chemicals with the swimming pool. She noted the McInstry preliminary report Community Center Facility Audit has been included, which addressed the significant maintenance needs in the short term and upcoming years. Mayor/President Willson stated if it is known the west wall needs to be replaced,he would ask if it provides opportunity to provide more office space or an improved building entrance. Ms. McCleary stated that is an option and conducting an assessment of programs to capture additional revenue to offset infrastructure costs may be a valuable undertaking. Ms. McCleary noted preliminary costs were estimated; however, Community Center costs range widely depending on the amenities included. She stated the information provided addressed what would be reasonable. Preliminary costs have been provided for the building envelope, mechanical/electrical/building space, and wayfinding. It was noted that program revenues were not defined. Mayor/President Willson raised the option of expanding the building to encompass the space between the City Hall and Community Center. He noted that would significantly change the front door entrance so the south or west side may be an option for the front entrance. In addition, this would not include a demolition, but a construction. Ms. McCleary pointed out that the location of the parking lots will remain and wherever the expansion occurs, the building needs to be secured appropriately. Councilmember/Commissioner Ryan stated if such a plan comes forward, the City Council could consider the investment breakpoint. He noted the City's residents have a healthy skepticism for large expenditures and the City Council needs to be cognizant of that situation. 08/12/13 4- Mayor/President Willson stated that is correct and occurred when the City Council considered construction of a new Police Station and Fire Station, which resulted in significant debate on whether they were needed and how they should be built. Councilmember/Commissioner Myszkowski stated a Community Center market feasibility study is important considering LA Fitness is coming to Brooklyn Center and offering lower introductory rates and longer hours. She noted the demographic did not consider the City's children, many of color and not American born. Councilmember/Commissioner Myszkowski stated she is aware of the perception when entering City Hall and found the pictures to clearly show the conditions. Mayor/President Willson stated LA Fitness is coming to Brooklyn Center and will be more convenient than Northwest Racquet and the Fridley LA Fitness. Councilmember/Commissioner Myszkowski asked if the pool is used on occasion exclusively by the Muslim community during a certain timeframe. Mr. Glasoe answered in the affirmative. Councilmember/Commissioner Kleven asked what would be the cost difference to demolish and construct a new Community Center and City Hall, with and without the swimming pool. Ms. McCleary stated swimming pools rarely pay for themselves as they are an expensive mechanical and maintenance endeavor. She stated looking at it from that view would yield a different answer than when considering the community amenity it provides. Ms. McCleary noted zero clearance pools are becoming attractive for children and seniors and the water temperature becomes an issue as certain temperatures may not be conducive for some activities such as water aerobics. Mayor/President Willson stated a sheet of ice has the same sort of economic considerations. He noted Brooklyn Park and others have sheets of ice; however in this area, only Brooklyn Center has an Olympic-sized pool. Ms. McCleary stated she will investigate the cost for swimming pool construction. Councilmember/Commissioner Kleven noted the City's demographics have drastically changed over the years and she does not know how much the pool is used. Mayor/President Willson stated it is being utilized and an amenity. Councilmember/Commissioner Ryan commented that since the City has made the Brooklyn Bridge/Brooklyn Alliance a priority, it needs to align its amenities with Brooklyn Park. He noted the City already has the swimming pool so the issue is preservation of the asset. Mayor/President Willson commented on the evolution of the City's population as aging residents move on and younger families move into the City. Public Works Director/City Engineer Steve Lillehaug presented the Street and Utility Reconstruction Plan and funding shortfall since the franchise fee does not generate enough to 08/12/13 -5- support street reconstruction. He advised of the impact should an alternate source of funding not be identified. Mr. Boganey presented the cash analysis, noting the bottom line indicates in 2014 the estimate is $671,840 less than needed to pay for the City's share of the Street Reconstruction Program. That deficit continues to increase and accumulates to $8.2 Million by 2021. He stated if the City wants to continue the Street Reconstruction Program and avoid the impact of delaying projects, a funding source for the shortfalls needs to be identified. Mr. Boganey stated options are to bond, use cash, or levy and these issues will be discussed at the next Work Session. Mayor/President Willson stated this is an important program so he would consider alternate funding options including bonding. He stated another option is bonding earlier in the process and to run larger projects to complete the program cycle earlier. Councilmember/Commissioner Ryan stated the City typically bonds every other year to save on bonding costs and maybe they could be dovetailed with other issues to address the cash shortfall for annual projects. Mayor/President Willson stated bonding requires spending on a specific project. Mr. Boganey stated the City is able to bond without a referendum, in this case, because part of the bond proceeds are being used to recover special assessment costs. However, there may be a limit to how much the City can bond within that classification of bond sales. He stated staff will research that option. Councilmember/Commissioner Kleven asked if MSA funds are used in the Street Reconstruction Program. Mr. Lillehaug stated MSA funds are used for certain streets. Councilmember/Commissioner Kleven asked how much the City receives in one year from special assessment payments. Mr. Lillehaug stated individually it is about $4,500. Mr.Boganey stated staff will research that annual figure. He explained that the special assessments collected pay off the bonds for the project. Mr. Lillehaug advised of the gap in funding for the Brooklyn Boulevard corridor project. He stated the next steps in the Brooklyn Boulevard Corridor Study are the implementation plan, partnership building, and to seek funding. Mr. Lillehaug described the impact without the City's leadership. He stated the City's participation, worse case, is estimated at approximately 20%, or $3.7 Million. He stated these projects are within the CIP contingent upon funding. Mr. Lillehaug explained if something is done with Highway 252, it is known that the City will need to participate. He reviewed the background, status, and benefits of this project as well as the impact of delays or taking no action. It was noted the project costs, funding, and schedule are yet to be determined but the City will move forward with the study. Mayor/President Willson stated if the City does not have a plan or participate in the process, the project may not be done. Mr. Lillehaug stated it may also be that the project is done in a manner 08/12/13 -6- the City does not support. Mr. Boganey stated if a collective vision comes about, there will be a funding gap. Mr. Glasoe presented the status of the Memorial Amphitheater, benefits of this improvement, and impact of delay. It was acknowledged the existing facility has exceeded its useful life. Assistant City Manager/Director of Building & Community Standards Vickie Schleuning described the status of the outdated Council Chambers audio/visual equipment. Mayor/President Willson asked about the capability of adding subtitles.. He indicated the State of Minnesota just started working with a new vendor thavputs in place, almost real time, subtitling for the hearing impaired. Ms. Schleuning stated that option had been researched several years ago and she will provide that information. Ms. Schleuning stated there is a dedicated fund for Council Chambers audio visual of$130,000 and quarterly revenue of approximately $7,000. It was noted the estimated cost range is up to $175,000. She described the benefits of equipment replacement and impact of delays or no actions. Mayor/President Willson stated he anticipates this process will result in identifying the highest priorities so action can then be taken to identify funding. Mr. Boganey agreed and stated staff will present funding alternatives at the next Work Session so the most important projects can be identified as well as how each can be paid. UPDATE REGARDING SISTER CITY VISIT TO VOINJAMA,LIBERIA Mr. Boganey asked the Council to provide direction regarding participating in the Sister City visit to Voinjama, Liberia. It was indicated that Mayor/President Willson, Councilmember/Commissioner Myszkowski, City Manager Boganey, and Monique Dryer will be participating. ADJOURNMENT Mayor/President Willson declared the City Council/Economic Development Authority Work Session adjourned at 10:10 p.m. 08/12/13 -7- STATE OF MINNESOTA) COUNTY OF HENNEPIN) ss. Certification of Minutes CITY OF BROOKLYN CENTER) The undersigned, being the duly qualified and appointed City Clerk of the City of Brooklyn Center, Minnesota, certifies: 1. That attached hereto is a full, true, and complete transcript of the minutes of a Work Session of the City Council of the City of Brooklyn Center held on August 12, 2013. 2. That said meeting was held pursuant to due call and notice thereof and was duly held at Brooklyn Center City Hall. 3. That the City Council adopted said minutes at its August 26, 2013, Regular Session. VtA-,%LA, A R r City Clerk Mayor 08/12/13 -8-