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01-08-2024 City Council Work Session MinutesCHANHASSEN CITY COUNCIL WORK SESSION MINUTES JANUARY 8, 2024 Mayor Ryan called the work session to order at 5:30 p.m. COUNCIL MEMBERS PRESENT: Mayor Ryan, Councilman McDonald, Councilman von Oven, Councilwoman Schubert, and Councilman Kimber. COUNCIL MEMBERS ABSENT: None. STAFF PRESENT: Laurie Hokkanen, City Manager; Matt Unmacht, Assistant City Manager; Charlie Howley, Public Works Director/City Engineer; Eric Maass, Planning Director; Jerry Ruegemer, Park and Recreation Director; Rick Rice, IT Manager; Kelly Grinnell, Finance Director; Ari Lyksett, Communications Manager; and Kim Meuwissen, City Clerk. PUBLIC PRESENT: Trace Jacques, BKV Group Paul Michell, BKV Group Mike Healy, BKV Group Dustin Phillips, Kraus-Anderson Dan Kjellberg, Kraus-Anderson Bryan Harjes, HKGi Judy Harder, 541 West 78th Street CIVIC CAMPUS UPDATE Dustin Phillips of Kraus-Anderson introduced the presentation and reviewed the agenda including a review of the design development budget, high-level design and development progress, next steps, and scheduling. Civic Campus Budget Mr. Phillips noted that the current project is $1.9 million over budget (approximately 5%), which is not uncommon in the industry at this stage. The elevator component was not included in the current design. Mr. Phillips presented options to mitigate the budget overage, including design and construction contingencies, interior and exterior finish options for the Park Pavilion building, potential use of fund balance and utility funds, and additional park dedication fees. Civic Campus Site Plan Design and Development Bryan Harjes of HKGi presented the entire Civic Campus project site plan. A question was asked about the drainage of the performance space turf area. Mr. Harjes responded that this area is a highly engineered system, similar to an athletic turf system. A question was asked about the seating that was previously proposed on the grassy hillside area north of the performance area. Mr. Harjes responded that, due to value engineering, the seating was removed; however, the lower ledge will remain for seating. This plan change resulted in a cost savings of $70,000. Park Pavilion Building, City Hall Design, and Council Chamber Design Trace Jacques of BKV Group reviewed the park pavilion building and the value engineering changes made by shortening the height of the building and reducing the square footage of the building. City Council Work Session Minutes – January 8, 2024 2 Mr. Jacques next reviewed design improvements to the city hall/senior center and the council chambers. Four council chamber design options were presented. Next Steps Dan Kjellberg of Kraus-Anderson reviewed the next steps and the recommended path. Bid Package 1 (site and structure) and Bid Package 2 (remaining items) schedules were presented, which would allow construction to begin in June. Questions Mr. Phillips asked for council questions and preferences. Mayor Ryan asked the council to provide their preference for the council chamber design. After discussion, the council agreed on Option 4 with the council dais (seven seats) on the north wall with staff located along the west window (six seats). In support of the option, City Manager Laurie Hokkanen added that staff should be viewable and grouped as a team, even if they aren’t presenting. The audience seating arrangements were discussed. Access from the conference room to the council chambers was reviewed and discussed, as well as security measures for the council. The consultant was directed to move forward with Option 4. Civic Campus Budget Discussion Mayor Ryan asked the council if they were comfortable with the $1.9 million budget overage or if a budget reduction should be sought. Councilman McDonald, Councilman von Oven, and Councilman Kimber were comfortable with the overage and wished to move forward with the design as presented due to the value of all the project elements. The $2.2 million design/construction contingencies were discussed. Councilwoman Schubert and Mayor Ryan had concerns about the overage. Mayor Ryan shared Councilwoman Schubert’s thoughts and inquired about the bonding amount. City Manager Laurie Hokkanen responded that the project costs were $33 million, and the bond issue limit was $35 million based on forecasting and the concept plan. She added that there are no scenarios where the tax levy would be impacted. The additional funding options were discussed. Council expressed concern about the number of available restrooms in the Park Pavilion and suggested that additional restrooms be added or possibly be phased in. Mr. Phillips reviewed the bidding climate, what is included in Bid Package 1, the schedule that would allow construction to start in June 2024, and strategic alternates. Mayor Ryan asked what direction is needed from the City Council today and if there would be enough time for the council to review the strategic alternates. Mr. Phillips responded that the strategic alternates were all related to Bid Package 2. They would like to receive direction from the City Council by the end of January. Mayor Ryan stated that the council is ready to move forward with Bid Package 1, but she would like to meet with staff to discuss alternate funding options; however, the council should be ready to provide further direction at the January 22, 2024, City Council work session. Public Works Director/City Engineer Charlie Howley stated that there is a goal to design a water reuse regional BMP as part of the upcoming Market Boulevard improvement project in order to receive stormwater credits that would eliminate the need for on-site ponding on the Civic Campus site, which would cost nearly $1 million. City Council Work Session Minutes – January 8, 2024 3 DISCUSS 2024 COUNCIL PRIORITIES Mayor Ryan reviewed the following 2024 City Council priorities: • Civic Campus • Chanhassen Bluffs Sports Complex • SAC/WAC Fees • Roads/Infrastructure • Downtown Development/Redevelopment • Internet Councilwoman Schubert added that we need a long-term plan with the Carver County Sheriff’s Office, review Fire Department staffing, and update the city code for improved clarity. DISCUSS 2024 LEGISLATIVE PRIORITIES Mayor Ryan asked the council if they had any feedback on the 2024 Legislative Priorities and there was none. Mayor Ryan also reminded the council that the strategic plan will expire next year. FUTURE WORK SESSION SCHEDULE January 22, 2024 • Gorra Property Discussion • Civic Campus Update • Chanhassen Bluffs Sports Complex Update • Discuss Development of Property located at 320 Lake Drive East February 12, 2024 • Downtown Traffic Study Update • Civic Campus Design Updates • Lake Ann Lifeguard Discussion February 26, 2024 • Commission Interviews • 82nd Street Design Team Presentation March 11, 2024 • Commission Interviews • Discuss Commission Appointments • Downtown Design Guidelines and Wayfinding Plan Review Mayor Ryan adjourned the work session at 6:55 p.m. Submitted by Laurie Hokkanen City Manager Prepared by Kim Meuwissen City Clerk