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5 Roundhouse ParkCITYOF CHANHASSEN 7700 Market Boulevard PO Box 147 ,..,,,~n ,,,;sen. t,aN 55317 Administration Phc, ne: 952.227.1100 Fa;,:: 952.227.1 i10 Building Inspections ~.,nzn~: 952.227.1180 F..z.,: 952.227.i190 Engineering shsne: 952.227.1160 Fax: 952.227.1170 Finance Fax: 952.227.11i0 Park & Recreation r~sse: 9.52.227.1120 Fax: 952.227.1!10 ~'=:r~.~;iq5 Center 2~.10 CQJ'.ter Bsu!e,'ard Pnane: 952.227.!400 Fax: 952.227.1404 Planning & Natural Resources ?':one: 952.227.1130 Fz'< 952.227.II10 Public Works 159i ~a4: Road P~cne: 952.227.130,3 Fzx: 952.227.13i0 Senior Center P'~cne: 952.227.1125 Fa>:: 952.227.11i0 Web Site ,',,',v,.ci.ch?.rhassen.mn.us MEMORANDUM TO: FROM DATE: Todd Gerhardt, City Manager Todd Hoffman, Park and Recreation Director October 17, 2002 SUB J: The Roundhouse, Roundhouse Park The City acquired Roundhouse Park in 1995. Initial development of the park including site grading, construction of the parking lot, playground, trails, beach and skat. ing area was completed in 1997 and 1998. Multiple structures were razed on the property to accommodate development of the park. By recommendation of the Park and Recreation Commission the Roundhouse was spared from this fate due to its unique character and relative significance as a local landmark. The park was later named "Roundhouse Park" in recognition of this landmark. Since that time there has been multiple proposals to renovate the structure. Sewer and water service was disconnected from the structure. (It had served as a residence up to the City's acquisition.) A new electrical service was installed as a means of powering a skating rink light and a winter warming house. The light is mounted to the outside of the structure and a portable trailer is parked next to the roundhouse in the winter serving as a warming house. The interior of the building has more or less been gutted. A temporary waterproof membrane has been installed on the roof to halt water infiltration. The cost of renovating the structure has been the primary deterrent to seeing a project approved. Estimates have ranged from a low of $10,000 or $20,000 to paint and roof the exterior, board up the windows and "mothball" the interior to $120,000 for a complete restoration. The City advertised for bids on a complete restoration in the summer of 2000. The low bid of $119,372 by M-CON, Inc. was rejected by the City Council. The Council then directed staff to meet with the Park and Recreation Commission and the neighborhood to investigate alternatives to the publicly bid project. This meeting was held in February of 2001 with the idea of utilizing a neighborhood work force and budgeted City dollars being the most popular alternative to the bid project. Deanna Bunkelman, 4191 Red Oak Lane, stepped forward at the April 23,2001 City Council meeting as a volunteer willing to coordinate this effort. That evening Councilman Ayotte moved with a second from Councilman Labatt to approve option 4 for renovation of the Roundhouse building at Roundhouse Park with the following conditions: The City of Chanhassen · A arov,'inc community v,,ith clean lakes, euality schools, a charminc] own thriving businesses, win g trails, and Jtiful ~,. A geat place to live work. and play. Todd Gerhardt, City Manager October 17, 2002 Page 2 o The total amount of the money allocated for the project shall not exceed $40,000, including monies already spent to date. . A safety plan, a QA plan and a plan to meet all the constraints normally associated with a building project such as this shall be submitted prior to construction. 3. Professional trade supervision shall be provided on the site. On September 25, 2001 the Park and Recreation Commission was info~xned that the neighborhood initiative to renovate the Roundhouse had not resulted in significant progress. Deanna Bunketman presented a follow up report to the City Council on October 8, 2001. That evening the neighborhood project coordinators were granted an extension with the following conditions: o Work Platt: A work plan should be provided that details the scope of the project from start to completion. The plan should include budget, materials, subcontractor list, building permits, etc. o Project Schedule: The project schedule should include a month-to-month account of the work to be completed. o Commitment: Each project team volunteer should state their commitment to the project and its completion. . Deadline: All of the information must be submitted to the City Council by November 12. If not, staff should be directed to prepare the site for demolition by the end of November 2001. On November 13, 2001, Ms. Janet Carlson, 4141 Kings Road, and Mr. Ed Kling, 4169 Red Oak Lane, presented the neighborhood's Roundhouse Renovation Planning Document to the City Council. The City Council reviewed these documents and directed staff to prepare a contract for the renovation of the Roundhouse with Roundhouse Renovation, Inc. Staff and the City Attorney's office met with the neighborhood representatives on November 30, 2001 to forge the contents of this contract. A contract was subsequently drafted and delivered to Ms. Bunkelman. The contract specifies that work would commence on or about March 1, 2002 and be completed by October 31, 2002. Roundhouse Renovation, Inc. never executed this contract. To my knowledge this non-profit corporation was never fo~Tned. Staff anticipates that Ms. Bunkelman and other members of the Roundhouse Park neighborhood will be present at the October 28th City Council meeting to update the Council on their efforts. Deanna Bunketman, 4191 Red Oak Lane Janet Carlson, 4141 Kings Road Ed Kling, 4169 Red Oak Lane City Council Meeting - April 23, 2001 Mayor Jansen: Okay, thank you. Any other questions from council? Comments? Okay. Thank you very much. Keep us posted. Beth Hoiseth: You're welcome. Councilman Labatt: Thanks Beth. ROUNDHOUSE PAVILION RENOVATION, ROUNDHOUSE PARK Public Present: Name Address Jan Lash 7001 Tecumseh Lane Fred Berg 6910 Chaparral Lane Rod Franks 8694 Mary Jane Circle David Moes 6241 Near Mountain Blvd. Linda Scott 4031 Kings Road Michael & Connor Howe 2169 Stone Creek Drive Deanna Bunkelman 4191 Red Oak Lane Ed Kling 4169 Red Oak Lane Jody & Greta Carlson 4041 Leslee Curve Janet Carlson 4141 Kings Road Jim Manders 6791 Chaparral Lane Todd Hoffman: Madam Mayor, members of the City Council. It's my pleasure to be here this evening again to talk about the round house with the City Council. This past February you directed staff to coordinate a neighborhood meeting between the Park and Recreation Commission and the neighborhood to discuss alternative methods of renovating the round house. And if you recall at that time we were talking about a public bid project of approximately $125,000 to complete this work. On Tuesday, April lffh the commission conducted this neighborhood meeting. Approximately 20 to 25 residents attended representing both sides of the issue. Those sides being tear it down, and either just leave the hole or fill it and plant grass or put an alternative shelter up, and those residents supporting the renovation or saving the round house. The meeting lasted approximately 2 hours. Upon conclusion of the discussion that evening Commissioner Franks recommended the City Council move forward with Option #4. And that option in brief is, have the City invest approximately $50,000, or up to $50,000 in the project. Then have a neighborhood group or neighborhood committee with a chairperson work with local contractors and local building suppliers to complete the project as a neighborhood initiative. And that would lead to an adaptive re-use of the round house as a park shelter and that the commission would review the progress to that end at their September meeting. And if a consensus of the commission at that time is that progress is not satisfactory, that the commission would then entertain demolition of the round house at that time. The motion was clarified to specify that a neighborhood coordinator and committee would form to retain and work directly with a local contractor to complete the renovation. Commissioner Berg seconded the motion which passed in a vote of 5 to 1. In the audience this evening we have Deanna Bunkelman who has volunteered to serve as the neighborhood coordinator, or at least play out that role if another member were identified. And then there's members of the neighborhood here as well this evening. In addition we have all members of the Park and Recreation Commission in the audience this evening here to answer questions, or offer assistance to the City Council. City Council Meeting - April 23,2001 Councilman Ayotte: None of them have an opinion though, do they'?. Todd Hoffman: I believe they may have an opinion, sure. If you'd like to hear those. With that, I'm excited about the process. I think this is what, sometimes we're criticized for...that certainly takes some element of risk on the part of the City and the City Council, but I think it's a project that is worthwhile. One thing that I noted at the meeting was that it took some bravery to stand up in fi'ont of those neighbors that opposed the project and say that we support it and we're willing to take it on if the City gives us a chance. I think there's a good deal of neighborhood peer pressure in the area that will push these people to make the project a reality. That's the end of my report. Mayor Jansen: Okay, thank you. Any questions for staff at this point? Councihnan Peterson: Todd, is the design that was presented in February and the design that is essentially is there today, is it substantially different? It was a hundred and some thousand by having an architect drawing and an outside contractor doing it. Is the building still essentially the same or has it changed substantially? Todd Hoffman: The project I would think would be relatively the same with the exception of probably the clear story or the glass glazing would go away from the top. It's an expensive element. Some of the structural steel that was identified in the project may go away as a part of a neighborhood project. But the neat thing about it is that plans that were developed and the city paid for would be utilized by the contractor and the committee to make use of in their project so we are getting some value out of those plans. Councilman Petersort: We also authorized a certain amount of money to be spent in February to stop the deterioration. Was there any money spent at all or? Todd Hoffn'tan: Not to date, no. The roof membrane which has been placed over it is still in good condition and holding water out of the structure so it has dried out. We have not placed a temporary fence around it at this time. Councilman Peterson: Lastly, we talk about a $50,000 investment from the City. How confident are we, and I don't know whether or not it's appropriate for you to answer this. I'll leave it up to you. If we get down the road and realize it's still going to cost more, there's a, are we going to be caught between a rock and a hard place if we end up spending 45. Get down to September and we need another 25 to finish it, I mean what are the odds that that might happen you think? Todd Hoffman: There's some risks listed under here and one of those, as is stated directly in the staff report, is that the possibility that the money may run out prior to the completion of the project. But I think if we're clear to this committee that the reason that $50,000 has been identified is that's the limit for, that a city can invest in a project such as this without going out to public bidding and so that's a pretty clear message to that organization that you'd better budget wisely. Get an upfr0nt plan. Make sure you ~know who you're getting donations from and where your labor's coming from and plan accordingly because nobody wants, is interested in getting ~A of the road down the project or halfway down and running out of money. Councilman Peterson: Okay, thank you. City Council Meeting - April 23, 2001 Councilman Ayotte: First off, I did some checking last week and I got the answers today. A number of residents e-mailed me inquiring about safety issues. Safety issues in terms of improving the facility and people using it inappropriately. That sort of thing. I got a hold of Bud Olson. He had some people check it out and they do not see that as a viable safety issue, which surprised me. So he changed my mind. Not just because he's the sheriff, but because he had some good, credible information associated with this so just as a matter of public record, I want that to be known. With respect to liability for folks working on the project. How do you couch liability for the volunteers? Todd Hoffman: There are certain segments of the project which will have to be subcontracted and the one that I know of today is the removal, if the paint is removed on the outside, of that lead-in paint. And so the group would need to work with a licensed contractor in that area, if they want to strip it. If they want to paint over or encapsulate that paint, they would be perfectly fine doing that work. Councilman Ayotte: Does the commission or anyone else view any potential liability areas outside of the Hazmat? Crawling up on the second floor scaffolding. Things along that, and how do we protect the City? Todd Hoffman: There's risks in that area. I'm not sure if Roger would like to comment on that but anytime you have people working with a project such as this, it's a two story project. There's demolition involved. Councilman Ayotte: How are we protected? Roger Knutson: Liability normally attaches based on negligence and a lot of other theories. It depends on what we have these people doing, and whether the conditions are safe and if we have them doing things that only skilled people should be doing and we allow them to do it, we could have some liability. Of course we are insured. So it'd be whatever deductibles we'd have. That's little comfort if a person is injured. Scott Botcher: Without the city exercising direct supervision of the activities and the volunteers, we have liability. Roger Knutson: Again, depending on what you're doing. Scott Botcher: Absolutely. Roger Knutson: If you're up on a scaffold and you have a 16 year old child working on a scaffold, there's a problem. Councilman Ayotte: I'm just voicing a concern. I'm hoping that it's addressed properly and that the supervisory issues are there. That the QA issues are there and that possibly we inform folks of the risk and liability associated with the project before we do a go forward. That is a concern of mine. Mayor Jansen: Okay. Councilman Labatt: I had the same concerns with liability so Bob bnce again answered them for me. As I look at this building, every time I drive by it, it's a building that definitely is an eyesore but I think with what. 10 City Council Meeting - April 23,2001 Mayor Jansen: I think that was agreement. Councilman Labatt: And I look back to what the folks in Excelsior did with the Minehaha steamer and how they used a group of volunteers over a long period of time to restore that. And I think that this option 4 gives us that option so I'll leave it at that. Mayor Jansen: Okay. This is in fact not a public hearing and we certainly have extensive minutes from the Park and Recreation Commission meeting. I'm sure everyone did read tb2'ough those and we appreciate every one who did come in and speak at that hearing. The individual that, if council wouldn't mind my asking her to approach the microphone and speak to her supervising the project, would be Deanna Bunkehnan. If she, did I understand she's here this evening? If you wouldn't mind coming forward to the microphone and if you wouldn't mind stating your name and address for the record. Deanna Bunkelman: Deanna Bunkehnan, 4191 Red Oak Lane. Mayor Jansen: Thanks for joining us tonight. We appreciate it and for stepping up and volunteering to organize this effort. We appreciate it. Deanna Bunkelman: I'm not sure, I had sent you a separate e-mail. Were you able to read that? Mayor Jansen: Yes. Appreciate that. Deanna Bunkelman: Okay. One thing I did want to let you know is I did find a co-coordinator so that we can definitely have the time and resources available to do this because I think it would be a lot for one person, since I do have a full time job. And he's here tonight as well and I don't know if you want him to speak. He wasn't able to coine to the commission meeting but he would be willing to say a few words. Mayor Jansen: I'm sure w6 wouldn't mind meeting him as well. Deanna Bunkelman: Ed Kling. And I pretty much, if you've read my e-mail, I pretty much said everything I needed to say so I don't know if you have any specific questions for me. Mayor Jansen: Well, some of the issues that I'm hearing, and maybe if you wouldn't mind potentially addressing, the one that came up as far as the city's contribution and we haven't established yet as a council what that contribution amount will be. But it inevitably will take more financial wherewithal to get this accomplished. Deanna Bunkelman: We are hoping to get as many donations as possible fi'om local businesses. I just found out tonight, we were hoping to hit some major window manufacturers because we really liked the design of the building with the windows up above. You know right under the cone of the roof, and I just found out tonight we have a great connection with Marvin Windows so we're hoping to get all the windows donated. We'll be going to other local building manufacturers to see what type of building material we can get donated, such as all the roofing materials, the cedar shakes. We also have connections with some local builders so we're hoping that they can donate whatever they can donate, so at least the materials. Labor, we have many neighbors in the neighborhood that are willing to offer their time and labor so again we're hoping to do as much as we can. Ed has connections with, he has with painting you know so hopefully the varnish and all of the painting type materials we can also have donated. So we're just going to go out and try to solicit more volunteers and try to solicit as many donations as xve can. And what we're hoping to do with that is actually similar to Excelsior. They have 11 City Council Meeting - April 23,2001 that playground next to the lake down, right on the main lake there in Excelsior. And you can see everybody that donated like Norwest Bank and stuff. They actually have plaques there to show that they donated so we' re kind of thinking maybe we would do something similar. Just to recognize them for their donations. You might be aware that on Lake Minnewashta, I don't know how many years they've been doing it because I' ve only been in the neighborhood for a couple years, but they actually go around to get donations for fireworks, to do their own fireworks on Lake Minnewashta so we're thinking that if they can do that, that we should be able to get donations even from people that live on the lake and from the neighborhood as well so. Mayor Jansen: Okay, thank you for addressing that. Do you know in reference to some of the volunteers in the neighborhood, what kind of a skill level you're going to be able to bring in? I'm hearing our liability issue as far as our ending up with some of, you know if you were to put me up on a roof we would definitely have a liability issue. Deanna Bunkelman: I don't know if they're professionally licensed. You know I'm sure the builder would be, and his contractors would be if we can get any time from them. My husband built on a third car garage on our previous home. Put on cedar shakes, did things like that. He's not a licensed contractor but he's done a lot of work like that. I know Ed, in his previous home built a gazebo and did all the construction on that so, I don't know as far as licensed but I do know we have a lot of people in the neighborhood. They build their own decks. They do a lot of things around the home. You know they're handyman type people so as far as truly skilled and that's their profession, I'm not sure. Councilman Ayotte: One of the things I would request is if we could, and when a motion is made I might throw in the thought of having a QA plan and a safety plan integrated into Option 4. That it may not be a bad idea that when the plan is put together that there'd be really heavy staff review by our city engineer to ensure that if there is potential issue or potential concern with some of the things that are going on, that they can introduce some of the safety parameters so we're not causing ourselves a problem. I'll probably throw that out when we' re ask to vote on this so, but would you be receptive to working in that kind of constraint to have the plan reviewed by city engineers to make sure you haven't had any hiccups. Deanna Bunkehnan: If they're not going to charge us. Councilman Ayotte: She set me up. Mayor Jansen: Any other questions? Councilman Ayotte: Heck no, geez. Deanna Bunkelman: And I definitely wanted to give Ed an opportunity... Mayor Jansen: Sure, thank you. Ed Kling: Hello, I'm glad to be here tonight. Thank you for inviting me up. Mayor Jansen: If you could state your name and address just for the record please. Ed Kling: Okay my name's Edward Kling, 4169 Red Oak Lane. Mayor Jansen: Thank you. 12 City Council Meeting - April 23, 2001 Ed Kling: I think you know when we look at the building and what it has to offer and also the support that we're getting from our people in the neighborhood, and then also the opportunity to have businesses contribute to this building, I think what we have, or what we really need to look at is, when we see communities, some of the small towns that surround the Twin Cities are surviving on the fact that they have an appeal, an aesthetic that you can't get by building a new building. And some of these small towns are surviving only on the fact that they have bed and breakfast to bring people in and now they're stmoting to thrive on that. And by looking at this building we can rebuild this building and have something that we couldn't get by building a new building. And I see as we go forward we have more and more support and there is a lot of excitement and there are a lot of options that we have to cut costs and to get this building built. I don't think that's a problem. Concerning the liability, I don't know if there's any way that we can maybe draw up a liability waiver for those that are going to be involved, and then whenever we do go forward to do any construction on the building, make sure that there is someone from our local neighborhood committee on site to make sure that if there is anybody there, that we have the liabilities signed and we have everybody accounted for. If that is an option. Mayor Jansen: That's an interesting question. If we could maybe have Roger speak to that. Roger Knutson: Mayor, I think what I'm hearing tonight is kind of a concept for a project. You'll need to have professional supervision of anyone working in that building, whether that's staff or a hired consultant, contractor, whoever, you'll need someone who's responsible to the city to do that and you'll need a project budget and you'll need to kmow exactly how much money you're spending and all that before you actually go over there and start working, I would assume. So yeah, all these things you'll need and waivers aren't that effective. Scott Botcher: They're not worth the paper they're written on. Mayor Jansen: Okay, Roger Knutson' I wouldn't go quite that... Scott Botcher: Save the trees, don't even write them. Ed Kling: Okay, that's all I have. Mayor Jansen: Appreciate it. And appreciate your stepping up to co-chair. Ed Kling: Thank you and I have, you know this if my first time tonight but I have committed to seeing to it that if there is something that needs to be taken care of to spearhead any issues that would become our responsibility, and give as much time as I possibly can to make sure that things get done. Okay? Mayor Jansen: Okay, thank you very much. Bringing this back to council, I'm watching our city manager agitatedly fidgeting over here as he's going to explain to us all of the impracticalities of what we're trying to accomplish, which is why we have hired professional staff. And I guess before he takes a crack at it, I know all of us are sitting up here looking at the practicalities of the project and trying to weigh that with the emotional side of it and I'm intrigued that apparently every time this project has been debated, it's been the same thing. You've got 50/50 and the e-mails that we have gotten in opposition to our renovating this have been just as adamant and practical as the ones who want to save it and renovate it. It's good arguments on both sides. And I think what you're going to be hearing our city manager 13 City Council Meeting - April 23,2001 explaining to us that in order to do a project like this, there are going to be some significant issues that as a city we may have to come up with some answers for them. As Councilman Ayotte was pointing out, the whole liability issue on the city's part. I think everyone here as residents can certainly appreciate that you don't want to see the city put in a worse financial position than we are currently because we got all warm and fuzzy about the round house and put our necks on the line and everyone's tax dollars on the line in order to do something with it. So there may be some issues that you're going to hear us having to address in order to actually put this together. And I'm hearing from our city attorney that we may have to have a more concrete plan in place if in fact we do choose to go forward with this project. So with that I'm going to turn the practical aspects over to. Scott Botcher: Dr. No. Mayor Jansen: Dr. No. Scott Botcher: That was a great movie. He had those gloves, remember that? I thought you were Dr. No Bob? Sorry to take your thunder. I'm just, I'm perplexed by this. Not being the emotional guy, although I told Todd Gerhardt I'm going to be Alan Alda the last month just to see how it feels. Todd, how much have we spent on design so far of this, I mean the drawing of the specs for this thing? Todd Hoffman: Approximately $15,000 with the testing. Materials testing. Scott Botcher: So we ultimately could have 65 grand sunk into this thing and not know if we're going to have anything when we' re done. Is that correct? Yes, it is correct. So my question is,: is there anything else in the entire city that you would spend $65,000 on and now know that you're going to get anything for it? I mean I think that's just a fundamental issue. I mean we've worked so hard to deal with financial issues and it's a passion of mine, I admit. And Bruce is gone. And certainly the volunteerism aspect that Todd has mentioned is good, but you can have that same level of volunteerism on other things absent the exposure that the city could potentially undertake if Option 4 were to be followed. The numbers that are in this recommendation are_significantly different, and I'm not sure where they came from. I know Todd got them from the $50,000 or less but you all were pretty clear I thought in your last motion what you wanted to do. And I'm admittedly a little confused as to how we got from where that motion was back in, was it March, February, to where we are now. Just reading you all. Mayor Jansen: Well and we haven't discussed the dollars yet. Scott Botcher: Understood. Mayor Jansen: So, you're correct. Scott Botcher: And you're right. The e-mails that I got, and I've got copied on I think almost every e- mail you all got, Linda' s right. There' s a significant number of people in that neighbor also who have said geez, you know we'd really like to have the money invested into something perhaps with more utility. More functionality. Something we can use. I still question, even at $65,000 the cost per square foot of this thing and the functional utility of what you're going to have when you're done if it gets pulled off. Councilman Ayotte: What would be the cost per square foot at $50,000? 14 City Council Meeting - April 23,2001 Scott Botcher: Well it's at 65. At 100, well I'm just roughing it out. At a hundred and a quarter, it was about 275, if I remember from last time. So cut it in half roughly. That's a significant amount. I mean again, the library's out there at a hundred and a half. Mayor Jansen: And just let me add, council's original motion at the February 12a~ meeting was that the project cost had begun and had been budgeted at $40,000, because the referendum money went over and above. So we were at 40 and the motion was to then take out of the 40, the 15,000 that's already been spent. So then it would be in fact 25,000 so the city had a cap originally of 40. Now as it's come back up through the public hearing process, if council wants to consider the cap 50, it's whether you consider it 50 or 40 but. Scott Botcher: Well, that's what came out of the Park and Rec Commission. Mayor Jansen: Correct. Scott Botcher: I mean it's up to the council. Mayor Jansen: Yeah, but the original motion was 40 tess the 15. Councihnan Ayotte: And it's 600 square feet. 600 square feet? Todd Hoffman: I don't recall what the total square footage was? Councilman Ayotte: 600 square feet? Todd Hofflnan: I don't recall. Mayor Jansen: He doesn't remember. Councilman Ayotte: Does anybody? Mayor Jansen: But I wasn't meaning to cut you off, but I'm agreeing on the dollars. That we had a discrepancy on the dollars. Scott Botcher: I mean I just again, trying to watch what we do with our budget. And looking at the expenditures and tax dollars as an investment for the future of our community, this is one that quite frankly fl'om the beginning, I've been very open about it. I simply don't get and I think we're simply struggling with the emotions of it and that's why we can't just say you know, because I think cognitively each one of you looking at this on a sheet of paper, if you didn't know what it was for, would say there's no way in god's green earth we'll spend the taxpayers money on this type of project. But it's up to you. That's why you get the big bucks. Mayor Jansen: Yep. And you're right. Councilman Peterson: One more question. Todd, do you recall what the demolition cost is going to be? Todd Hoffman: Again the demolition costs were just an estimate but. Councilman Ayotte: Just under 20,000 I thought. 15 City Council Meeting - April 23,2001 Todd Hoffman: Yeah. 15 to 20,000, depending on the landfill costs. Those are the biggest costs. The landfill. The lead in paint material and the exterior. Councilman Peterson: Okay, good. Councilman Ayotte: You bring up a good point. If we have $20,000 on the table and if we have the opportunity of turning into a functional facility for a little bit more, that's a reasonable consideration. But I'm not about to feel good about spending 100 plus dollars per square foot. That's my hard point, but I think there is a, if we can figure out a way to get the material, and it sounds like you've got a handle on, which is your biggest cost. And if you get free labor, and if there was a set aside to offset the cost of demo, given a timeline, that might be doable. The 50K, Mr. Botcher's got a very, very good point, even though he doesn't have a tie on tonight. Scott Botcher: Steve took it. Councilman Ayotte: Well you trade off. Last time you didn't have a tie on. Playing the Steve McQueen look, but I'd be receptive to looking hard at Option 4 if we could lower the threshold a bit. - Mayor Jansen: If we lowered the threshold a bit? Councilman Peterson: Cost expenditure? Councilman Ayotte: Yeah. Mayor Jansen: Okay. Scott Botcher: You know maybe the way to do it, if you want to do this, since I'm the only one who's Dr. No. I think Bob's point of having a budget plan is excellent. And safety plan, absolutely. Because we have, our butt's in the sling out there. But I think, you know if a budget could be put together, we need to confirm the demolition cost because frankly we haven't done that. It's a wag. We don't know what it is. We need to confirm that amount and maybe the way to do it is to have, you know a dollar for dollar match with the volunteer contribution or in kind sort of stuff so we're not just handing a check over for 50 grand and we say okay, folks go do your thing and they come back and they say we've got the windows. We' ve got whatever and we' ve got in kind labor in the amount of, estimated amount, fill in the blank. We then can budget from. that. Measure against that then a more firm demolition cost because again we still have some internal debates as to is lead really in that paint to the extent that it's preported to be by a single individual, which we then need to confirm. We need to confirm the handling of that stuff. But if you really wanted to do it, you really want to spend the taxpayers money, that's what I would do. Councilman Peterson: I'd spin that a different way. I'd say let's find out what demolition cost is and I'd be willing to spend that towards the project, nothing more. Scott Botcher: And you could do that as well. Councihnan Ayotte: That would be a reasonable thing to do. Do you follow that? Ms. Lash is looking. 16 City Council Meeting - April 23, 2001 Mayor Jansen: Well I guess what I'm looking at is what we said on February 12th we would approve, and this went back to the Park and Rec Commission with the understanding that this was our motion. You ~know 40,000 was the budget. We'll deduct whatever's been spent from that. The 15,000. It did go back for the public input and they stepped forward. You know 50% against, 50% for, but we have a couple of individuals who are willing to organize this and maybe go out for the contributions and part of our motion or part of the direction and summary that we gave was that there would be additional funding and volunteer work coming from the community. So I do appreciate the city manager's suggestion that we do roll up a budget and see what in fact those numbers could conceivably come to, and the residents then will see what we need in kind and conceivably then also in a financial contribution, and we know before we get started, that we can accomplish the project. Because the other concern I'm hearing is we don't want to get partially into renovation and be coming back for more dollars or having this delayed for a year or two as we try to come up with more contributions to get it accomplished. I think we need to get it accomplished in a timely manner. Scott Botcher: And I think to roll up the budget though, you're going to need to have the input from the neighborhood as to what volunteer contribution, in kind contribution they can come up with. I don't think it can go the other way. You have to identify what is really out there non-cash and then roll it back. That's going to take time. Yeah, materials and in kind labor and that's going to take some time and that probably means, unless they really move fast, and they might be able to, you know it may mean this thing doesn't get started right away this spring because I practically don't see it happening. It's going to take time to do that networking to see what you can dig up. But if ultimately the goal is, on the part of the supporters to save the building, then it would seem to me that that commitment of time is a good investment if ultimately they can save the building that they want to save. Councihnan Ayotte: Is there a horizon date though that we have to put on it where we have to face the reality of dealing, take the building down? Can we wait until your roll up budget showing the material in kind and so forth, to what point? How far out before the building starts to degradate? We have more lead base paint flaking and 'is there a problem in waiting too long? Todd Hoffman: I don't think so. Not in the time frame people were talking about. Mayor Jansen: I don't think a few months, con'ect? Scott Botcher: It's fully depreciated Bob. Councilman Labatt: So let's try to recap what's here. So you're going to deduct the $15,000 already spend off the 40 that we' ye set the budget for back in January? Whenever the last meeting was. Mayor Jansen: Yep, that's what we said on February 12th. Councihnan Labatt: Is that almost water over the bridge or under the bridge that's already been spent a year ago before? Mayor Jansen: It was just spent. It was just now spent on the engineering, in order to get to the documents for the $125,000 bill. Scott Botcher: Second half of last year probably. Councilman Labatt: Second half of last 5,ear, 2000. 17 City Council Meeting - April 23,2001 Mayor Jansen: As a part of this whole planning process and budget process on the building. Scott Botcher: Part of the capital budget. Councilman Labatt: Okay. So then, if I'm hearing it right, we may be willing to match in kind contributions, right? Up to and exceed not a certain amount or is it the up to the demolition cost? Mayor Jansen: Councilman Peterson had mentioned the demolition cost. Are you comfortable with... Councilman Peterson: I suspect it's pretty close so I don't think we have an issue. I think the answer would be yes. Mayor Jansen: Okay. So it'd be that 40,000 that we'd be looking at as the match. Councilman Peterson: Minus the 15. Councilman Labatt: Minus the 15. Councilman Peterson: So you've got 35 you're dealing with. Councilman Labatt: 25. Mayor Jansen: 25. We will totally have 40,000 into the project. Councilman Peterson: Exactly. Mayor Jansen: In taxpayer dollars. Councilman Labatt: Okay. So this group of residents is going to be empowered here. They're going to go out there and work their behinds off and come up with in kind of contributions along with maybe some monetary contributions from certain corporation. What are we going to do about that? Are we willing to match that? If they come up with 15, 18, $20,000 in in-kind contributions and they go out and get monetary contributions of 10, 12,000, 15,000, whatever they can come up with, are we going to put our mouth behind those contributions too? Councihnan Peterson: No we can't. We can't go up over $50,000 so. Mayor Jansen: The city contribution cannot be above 50. Scott Botcher: Without applying for bidding. Mayor Jansen: Would be the maximum. I'm saying I'm comfortable having the city's contribution of taxpayer dollars into this project being the original 40,000. They will then yep, they will roll up the plans as to what this is going to take now to put this together and the residents will know what they need to come up with in either in-kind or the balance of the financial in order to get it done. Councihnan Labatt: So the balance this group only has to work with is 25,000? 18 City Council Meeting - April 23,2001 Mayor Jansen: Correct, because we've already spent 15. Councilman Labatt: Okay. I just want to make sure that that's clear to them. Councilman Peterson: And we also have to consider, I think a lot of that 25 that's left is going to be spent on supervising. Mayor Jansen: That's what I'm hearing. Councilman Peterson: ...requirement of the project from the city perspective. Scott Botcher: Well and if that's an option the city wants us to pursue, we can poke around and try to come up with some other options but there certainly will be some expense to that. How usable are the existing plans going to be if, and I think you mentioned Todd, maybe the windows on the top come out. Are the plans still functional if you start deviating from them with any significance? Councilman Peterson: You don't have construction plans yet, do you? All you have is design plans. Todd Hoffman: Design and bidding plans. What Deanna said is they're hoping to keep that clear story glass. I would think that the plans would be very functional for use as a part of the project. If I could, I ~know you're talking about a $40,000 budget. The original allocation from the CIP was $40,000. Then the study was undertaken by Locus about what it would take and that's when the cost went up to around 80. Previous councils did allocate an additional $40,000 out of the CIP for an expenditure approved at that time of up to $80,000 for the project. And then that's where the recon-unendation to increase it to 120 came to the City Council so to date on the books we have an $80,000 allocation for the project. Mayor Jansen: As I understood it, $40,000 was fi'om the original park and trail referendum, which was over spent and that's where we lost then the 40,000. It would have been council's prerogative to decide to pull that 40,000 then additionally out of CIP, but what I'm hearing this council say again, and they said on February 12th, the $40,000 was the project budget that this council was comfortable working from. And that xvas part of our summary statement that we had made as this was going back. Councilman Ayotte: And the large part of that is, going back to the cost per square foot. I keep going back to that. Mayor Jansen: Thank you. Councilman Ayotte: You know it would be inappropriate for us to set a cost per square foot at the levels we had originally. Just not acceptable. Mayor Jansen: The other part of what I want to make sure everyone understands is this goes back into the planning process. Is as I read through the minutes, there still seems to be some confusion over what the final building is going to provide for the neighborhood. I'm still seeing some people even in the e- mails thinking that there are going to be restrooms and not port-a-potties. That this building's going to amount to more than we're actually accomplishing so if we can make sure that part of the communication as this goes forward includes the fact that this is not going to be a functioning facilities building. So everyone's clear. Does anyone want to take a crack at a motion? I can call off a couple of the points that I heard mentioned. The supervisory responsibility. Making sure that the city has a qualified supervisor 19 City Council Meeting- April 23, 2001 on site during the project. Quality assurance plan that Councilman Ayotte brought up. The safety considerations with the liability aspect and getting that addressed. Councilman Ayotte: Let me give it a shot. I make a motion to approve Option 4 with the following caveats. That the total value of the project from a bottom's up budget would not exceed $40,000 and would include as a minimum a safety plan, a QA plan and meet all the constraints normally exposed, that a building's normally exposed to for a project under the supervision of the city engineer and planner. Did I miss anything? Scott Botcher: How do we account for the salaries of those 2 individuals? Are they part of the budget? Mayor Jansen: It all has to come out of the budget. Scott Botcher: Are they part of this budget? It's a question, so we know because those two costs. Councilman Labatt: How are we applying it to like the library or another similar building? Mayor Jansen: Is it a staff person that's on site that you're thinking can supervise? I mean you're talking. Scott Botcher: I'm just responding to his motion. Whatever those costs would be a staff person, how do we account those against that budget? Mayor Jansen: Okay, we've got a motion on the table. We need a second so that we can go to discussion, if we want to discuss the motion. Councihnan Labatt: Second. Mayor Jansen: Okay, I have a second. Not to inten'upt the discussion but now if we can discuss the motion. Councihnan Peterson: I don't see it as a city person. Staff person as much as you know a licensed contractor is fine, and they may get that volunteered. They may not. But we have to be, the project plan has to have the appropriate, the supervision, the city or otherwise in there. So I don't think It has to be a city person. Councilman Ayotte: Doesn't the staff however have to review that project? As any other project, and won't that consume x number of man hours? I think Scott brings up a point there. Mayor Jansen: Yeah, I think the review of the project, I would be okay with that. Just coming on. Councilman Peterson: Yeah, I don't see it as an issue. We're talking about a building project's provision that I'm concerned about. Mayor Jansen: Which is more intense as far as the amount of time. Legally, do we need to have this supervisor be a staff representative or a city representative versus just a licensed contractor? Roger Knutson: No, but what I was, what Scott and I were talking about. When you're actually, during construction, if you have volunteers there, you're going to want to have a professional. A real, honest to 20 City Council Meeting - April 23,2001 goodness contractor, someone to supervise the volunteers on staff any time a volunteer is there unless they're, as I said, cutting the grass or planting flowers. You don't need that, but if they're in the building, if they're up on a ladder, I think you're going to want someone knowledgeable in the trades. Someone there to supervise it to make sure it's the proper safety precautions are taken and kids aren't up on the ladders with their parents and things are being handled properly. So I think that, I don't know. I'll venture a guess, I bet you don't have anyone on the staff that has that time available to do that so I'd assume you're going to have to hire someone. Mayor Jansen: Okay. So staff will need to take that into consideration when they're putting the budget plan together on the building. Councilman Ayotte: So amend the motion to include professional trade supervision on job site. Mayor Jansen: Do I have a second of the amendment? Councihnan Labatt: Second. Mayor Jansen: Are there any other issues with. Scott Botcher: And that service could be donated as well Bob. I mean understand if there's a professional trades person who has the abilities to provide supervisory services and they wish to donate the services, that would be great. That we can do that. Mayor Jansen: As part of your motion when you noted the 40,000 as the not to exceed, is that less the already spent t5,000. Councilman Ayotte: Spent 15,000. Mayor Jansen: Okay. Just as clarification. Any other questions or comn'tents on the motion? Councilman Ayotte: I hope not. Councilman Ayotte moved, Councihnan Labatt to approve Option 4 for renovation of the round house building at Roundhouse Park with the following conditions: . The total amount of money allocated for the project shall not exceed $40,000, including monies already spent to date. . A safety plan, a QA plau and a plan to meet all the constraints normally associated with a building project such as this shall be submitted prior to construction. 3. Professional trade supervision shall be provided on the site. All voted in favor and the motion carried unanimously 4 to 0. Mayor Jansen: Thank you neighborhood and we're going to wish you luck and obviously to move this project forward, parks and rec commission, as well as park and rec staff, coordinating with the 21 City Council Meeting - April 23, 2001 neighborhood in order to pull the plan together and get all the specifications and good luck to all of you working on the project. It should be a wonderful endeavor. Thank you. REQUEST FOR PRELIMINARY PLAT TO SUBDIVIDE LOT 2, BLOCK 2, CHANHASSEN ESTATES 2Nr~ ADDITION INTO TWO LOTS WITH VARIANCES FOR AN EXISTING DUPLEX~ 8004 AND 8006 DAKOTA AVENUE~ ROBERT PAULSEN. Julie Hoium: Thank you Madam Mayor, councilmembers. I'm just going to give a brief background of how we got to this point in the subdivision request. Staff met with the applicants who owned the duplex. They are requesting to split their property. Mayor Jansen: Julie, not to interrupt. Could you pull the microphone a titch closer? Julie Hoium: Sure. Is that better? Scott Botcher: Yeah. Mayor Jansen: Thank you. Julie Hoium: They currently occupy the duplex. They live in one half and rent the other half. They wish to split the duplex down the center so they can sell one unit with the property. One-half of the property. This property is zoned residential single family. This requires a minimum lot area of 15,000 square feet, with a minimum frontage of 90 feet. This district also permits a single family detached homes with 2 enclosed parking structures. What we have in this case is a duplex that is a non-conforming use, and a subdivision of this duplex would create two lots with non-conforming lot areas, non-conforming frontages, non-conforming parking requirements and possibly some non-conforming setbacks. Initially, when this application came through, staff considered several different options to subdivide this property. Any option would require variances of the previous stated requirements. On March 20th the Planning Commission reviewed the, and tabled this request so that the additional information could be provided. Staff went back and looked at the entire subdivision where this duplex is located, Chanhassen Estates. It appears that this subdivision was initially created as a planned unit development. Staff believes that this subdivision was referenced as a P-i, planned residential development in the 1972 zoning ordinance. However there is no record. Staff has not been able to find any record of a rezoning to residential single family. From everything we've found it's always been R-1 on the records. When looking at the characteristics of Chanhassen Estates staff also discovered that a majority of the lots within the subdivision are non-conforming with the residential single family district requirements. Several of the single family lots are, have small lot sizes. Approximately 95 of the 130 lots within this subdivision do not meet the 15,000 square feet requirement. Approximately 62 do not meet the frontage requirements. This is just some examples that show this subdivision does have legal non-conforming lots within it. And what this means is that any exterior expansion, modification or addition to these, any structures on these lots would require a variance and for this, one remedy that we suggested was to consider rezoning Chanhassen Estates to a planned unit development and in addition the 5 duplexes that are located near the applicant's to planned unit development. The ordinance does state that no variances are required for non-conforming lots if they meet a 75% of the minimum requirements. Within Chanhassen Estates 16 of the 130 lots would not meet the 75% for the lot area, and approximately 20 for the frontage would not meet the fi'ontage 75% rule. In some cases the same lot does not meet both of them. If Chanhassen Estates was rezoned to a planned unit development, some of the advantages would be that a majority of the lots would then be conforming lots and would not require variances for any additions. Approximately 7 would remain legal non-conforming lots. However they would meet the 75% rule. It 22 CITYOF CHANHASSEN 690 Ci5, Ce, re;' D;'ilv PO Box ~,(~,~;;J;,~sxe;:. illim;e:or,~ 553!5 952 93 2 I900 Get, ertl Fax E,gi,eeri,g Departme, t 952.93LQ152 952.93~,2524 T~'b Site 3 MEMORANDUM TO: FROM: DATE: Todd Gerhardt, City Manager Todd Hoffman, Park & Recreation Director September 26,2001 SUB J: Park and Recreation Commission Recommendation; Roundhouse Neighborhood Restoration Project The Commission was info~w~ed on September 25th that the neighborhood initiative to restore the roundhouse did not get off the gi'ound this past summer. Deanna Bunkleman, the project leader, experienced an extended family health issue over the summer and was unable to put everything together. Anticipating that Ms. Bunkleman will be asking the City Council for a time extension to complete the work, the Commission made the following recommendation: Park and Recreation Commissioner Karlovich moved that the Park and Recreation Commissiott recommend that the City Council consider granting a one-year extension on the Roundhouse renovation project, affording Deanna Bunkleman the necessary time to mobilize her group and neighborhood in order to complete the work. Commissioner Howe seconded the motion and it passed 6 to 1, with Commissioner Moes voting against. Manager's Comments: If the City Council is considering granting Ms. Bunkelman an extension, [ would recommend that you request the following information prior to granting the extension' . Work Plan: A work plan should be provided that details the scope of the project fi'om start to completion. The plan should include budget, materials, subcontractor list, building permits, etc. 2. Project Schedule: The project schedule should include a month-to- month account of the work to be completed. 3. Commitment: Each project team volunteer should state their commitment to the project and its completion. 4~ Deadline' All of the information must be submitted to the City Council by November 12. If not, staff should be directed to prepare the site for demolition by the end of November 2001. TG (10-4-01) c' Park and Recreation Commission City Council Meeting - October 8,2001 Receive Commission Minutes: - Planning Commission Minutes dated September 18, 2001 j. Approval of Designating Southern LRT Trail as a Snowmobile Trail. All voted in favor and the motion carried unanimously 3 to 0. VISITOR PRESENTATIONS: UPDATE ON ROUNDHOUSE RENOVATION PROJECT, DEANNA BUNKLEMAN. Public Present: Name Address Michael Howe Ed Kling Deanna Bunkelman 2169 Stone Creek Trail 4169 Red Oak Lane 4191 Red Oak Lane Deanna Bunkelman: Hi. Deanna Bunkelman, 4191 Red Oak Lane. Mayor Jansen: Thanks for joining us. Deanna Bunkelman: Thank you. Here to give an update on the round house restoration project. And I have too prepared comments because I have a lot to say so I just want to make sure I say it all. Although I'd rather not talk about this, I feel I need to state it for the record. When I was here in late April my mother-in-law was on the upswing once again with her ongoing 7 year battle with cancer. She had just been released from the hospital after a one month stay, and this time was worst than others. They actually had read her her last words and had started to prepare her for her last days but once again she pulled through. She's been battling it for 7 years so. However, in early May she went downhill again and was put in hospice care until her death in July. Mayor Jansen: We're sorry to hear that. Deanna Bunkelman: Thank you. And then closer to home my 4 year old son was battling an illness that started with whooping cough symptoms to double ear infections, a sinus infection and an awful cough that made us afraid to go to bed at night not knowing if we'd make it through the night. And this lasted for the month of July and August until he was actually diagnosed with serious allergies and asthma that we now have under control. So as you can see I did not have the opportunity to devote a lot of time to the round house this past summer as I had hoped, although it was on my mind a lot. Mayor Jansen: You've had a rough summer. Deanna Bunkelman: Yes. So I just want it for the record to let you guys know. Mayor Jansen: Thank you. Deanna Bunkelman: I had definitely intended when I left the meeting in April to devote time to it but unfortunately I didn't have the opportunity. But I do want to let you know what we have done, because City Council Meeting - October 8, 2001 we have done some stuff. We' ve had a rendering drawing done according to the original restoration plans from the architect. And I don't know if other than putting it right here for you to see, This is actually what the round house currently looks like. Mayor Jansen: We actually have our monitors so you would be able to set it down, although the big screen isn't working. Deanna Bunkelman: Can you get it in? Oh, in your monitors. Mayor Jansen: Yes, and it would be broadcast also, though the audience can't see it. Deanna Bunkehnan: Okay. This is what the round house looks like today, as I'm sure you're well aware. And everybody can see that? Mayor Jansen: Yes. Deanna Bunkeh-nan: Okay. Mayor Jansen: And you're certainly welcome to pass those around if you'd like for the audience. Deanna Bunkeh-nan: I apologize for getting them rnore smaller. I thought it would be. Mayor Jansen: No, no, that's okay. Deanna Bunkelman: And can you guys see this one okay? Mayor Jansen: Certainly, yep. Deanna Bunkehnan: This is actually according to the plans that were drawn by the architect. This is a rendering drawing that is showing what the round house would look like according to those plans and what we would like to carry forward and have the opportunity to restore it to. If you have any questions about that, by all means you can let me know. Todd Hoffman: Someone in your group prepared these for you? Deanna Bunkehnan: Actually someone in our neighborhood does this for a living and so he has done this for us free of charge. Councilman Ayotte: And did it flee? Deanna Bunkehnan: And did it flee of charge. Yes. And actually I have two copies of this, just to kind of give you a feel. There's actually going to be cedar shakes on the roof and so this would show what the cedar shakes would look like at probably after a year or two because as you 'know cedar shakes, they do change color. This is more what the roof would look like. It has the cedar shakes on and what the original plan was to actually restore the siding to just do a natural finish. It is I think Douglas Fir or Norway Fir so we weren't sure exactly what it would look like. So this is just showing you again exact same building structure, just different color. City Council Meeting - October 8, 2001 Mayor Jansen: Well it's wonderful someone was able to prepare those for you. Thank you for sharing those. Deanna Bunkelman: Yep. We've started to also make contact with the local universities, technical colleges, contractors, architects and carpenters to check into their volunteer programs and at this point there have been no cost to the city. Everything we've done has been free of charge. I feel that I left the City Council meeting a bit naive last time, but optimistic and I'm hoping to leave this meeting still optimistic but not quite so naYve. I feel that Chanhassen should feel blessed that Ben Lane brought this wonderful and interesting piece of... The City has sat on this for the past 6 years but now expects a group of volunteers to turn it around within less than a year. If given ample time and the opportunity we're looking for minimal money from the city in hopes for donations from local businesses and people, but this takes time. Over the surmner I had 3 colleagues visit me from the Maple Grove, Plymouth and Buffalo area. They're all similar in age to myself. Without any prompting or discussion about the round house, they all wanted to know the history and background of the building. They were very enthusiastic and curious about the structure, only for me to tell them the little that I know so that's just showing you how people, they come to the area and they're just curious about what the building is all about. Everyone looks at the round house through different eyes. Some see the dollars signs and what it's going to cost to make it presentable. Others just see what they call an eyesore, and others like myself see an opportunity to restore history. I'm very curious about it's origin. What railroad did it serve because it actually was a water tower on a railroad? Was it here in Minnesota, the Midwest? Where actually was it? This thing was put up in the late 1940's here in Chanhassen. At this point we don't know where it originally came from and I think given the opportunity it would be fascinating to find that out. I personally really have no ties to the round house. I've only lived in the Chanhassen area for the last 3 ½ years so I'm not doing this because I've lived in the area and grew up. I'm just doing it because I just find it fascinating and just the history behind it and I think it would just be a big asset for Chanhassen to have. To recap, all we would like is ample time and the opportunity to restore the round house. We see it as an opportunity to not only make the building functional for our city but also as a way to restore history. We would also like an explanation of the perceived urgency we feel in doing so since we do not see any financial burden to the city in it's current state. Thanks for the opportunity to once again address you with this effort. Mayor Jansen: Thank you. Appreciate that. Any questions for Deanna while we have her at the podium council? Councilman Ayotte: With respect to, the only thing that I think is of immediate concern. We had lead based paint. It's chipping. I understand that the internal degradation has been stopped. We got a cover on the roof and so forth so is it true that the only thing that we have a concern about is the continued chipping of lead based paint on the exterior? Mayor Jansen: I think that's probably more a staff question versus. Councilman Ayotte: Whoever. Deanna Bunkelman: I believe so but... Mayor Jansen: Well, you're looking for a technical versus the volunteer aspect. Todd Hoffman: The report we had talked about the lead in paint on the exterior of the building...I believe we talked about the possibility of putting a fence around it to guard against any ingestion. It's a long shot to think that we would have that occurring, but it is a park and a playground so you know in the City Council Meeting - October 8,2001 short term here to put a fence up around it I think would be something that the council should consider. The inside has been dried out. We put a tarp on the top of it and it's really not hurting anything. Mayor Jansen: Okay. Answer to your question councilman? Councilman Ayotte: Not really but I'll deal with staff after the fact. With respect to actually starting to get some activities going, our manager has made some comments. Work plan. Project Schedule. So on and so forth. Can you talk towards that on what's going to happen when and obviously with the winter coming upon us, I suspect you won't see any actual activity on the round house until the spring? Deanna Bunkelman: Yeah, our number one goal at this point, especially over the winter months would be contacting the businesses to get donations. What our goal is to try to do this with minimal dollars from the city. You ~know whatever donations we can get, we're going to try to get. I know in April I had talked about the park that was built in Excelsior. In the Excelsior Commons area. We do have the contact of the person that actually led that effort. That was completely by donations and volunteer so we're going to try to get that individual on board. We also have names of other individuals that they go out and get a lot of donations so we're hoping that that's what we're going to do over the summer months. So as far as a budget, I don't know if we'd be able to come with a budget by November 12°~. We can definitely come with a project plan with deadlines and things that we're going to try to hit as far as the different contacts we're going to make and have a target date for all the different contacts and donations. But again budget wise I'm not sure if we'll have that by November 12th. Mayor Jansen: So as far as the different items that the city manager listed, do you feel that you could sit down with staff and work through this as far as giving them a better idea, realizing that you lost your summer as far as doing some of this preparation. It's really just the minimal planning, I would say that they're looking for to see what kind of an effort you can actually bring together. Obviously you're going to need a tremendous amount of labor and whether or not you'll be able to mount that effort fi'om out of the neighborhood. Do you feel that at this point you would have the time to be able to dedicate to that to provide that information by the 12~? Deanna Bunkelman: So just come up with a work plan or what are you referring to? Mayor Jansen: Do you have the staff report by any chance? Okay. Deanna Bunkelman: I forgot to bring it up. Mayor Jansen: That's okay. Deanna Bunkelman: Yeah, the work plan with the details of the scope fi'om the start to completion. Part of the work plan I believe we can do. As far as the budget, I'm not sure, or the subcontractor list because again we're trying to contact people to find out how many people we can get as a volunteer. Mayor Jansen: Sure. Do you have a...of the materials that, do you have a feel for the materials that you need yet? Deanna Bunkeh-nan: As far as the materials we need, yes. But as far as whether they're going to be completely donated, no. Mayor Jansen: Okay. City Council Meeting - October 8, 2001 Deanna Bunkelman: We do have contacts at some of the window manufacturers and we do plan to try to get donations for the windows. And we do have contacts with some of the local lumber companies. Mayor Jansen: Okay. Deanna Bunkelman: So if anything we could probably contact them and maybe get a rough estimate. Mayor Jansen: Okay. Deanna Bunkelman: The project schedule, we could probably do something with that. The commitment, we can definitely list out a bunch of project team volunteers because we do have quite a few volunteers already. And then the deadline, we can work towards some of this but I can't promise that we'd have it all done because again I don't feel like I could give you a good budget at this point without knowing how many donations we're going to raise and who's going to do what. Mayor Jansen: Okay. Because I think largely the concern is that as you stated in your opening, the project has really been under consideration by the city back and forth for 6 years. And our wanting to just at least bring it to some sort of, if not conclusion, more definite planning so that as you've got your schedule put together and people, and we can see the commitment coming together, then at least we can see that there's some progress that's being made. We hear looking for another year extension and is it feasible? I don't think we're convinced yet that it's feasible and that's what you'll initially be getting your arms around and we had hoped to maybe be able to take a look at by now is whether or not it is. And I'm sure we all understand the difficulties that you had as far as this obviously not being a priority. It couldn't be but we certainly recognize that you care about it enough and you're coming back to it and wanting to put that commitment in. I'm curious, when you were here previously you had a co- coordinator. Do you still have the co-coordinator? Deanna Bunkelman: Yes. He's here tonight. Mayor Jansen: Okay. Okay, great. That's Ed Kling correct? Ed Kling: Yes. Mayor Jansen: Okay, great. So just Ioo 'king to see that you can actually maybe pull some of this information together I think would be a positive to all of us. At this point we don't have anything to take a look at as far as whether or not the project is feasible to continue to move it forward, let alone give it a year extension. Deanna Bunkelman: Okay. Now what is the, do you have budget planning in November and December that is that why the November 12th date is there? I guess I'm not sure the November 12th date. Mayor Jansen: Mr. Gerhardt. Todd Gerhardt: Picked out of the air. Deanna Bunkelman: Oh, I don't like those air things. City Council Meeting - October 8, 2001 Todd Gerhardt: I just wanted to try to get some closure on it before winter came is why I picked the November first. Deanna Bunkelman: And why? Todd Gerhardt: Why? I just wanted to make sure that we had some direction on this before winter came. Deanna Bunkelman: But I guess I'm trying to understand why before winter. What's magical about winter? Mayor Jansen: I would venture to say that if anything it's more in response to the council wanting to have a better feel for whether or not this is feasible. I'm hearing that there's flexibility in that date, but we would like to put some sort of an end date or an expectation date on there for you. Deanna Bunkehnan: And exactly, I'm fine with the target date. I just wondered, you know it's a month out and you know depending on what your expectations are, I can give you something by November 12~h but I'm not sure it's going to be to the extent of what you want. So we can leave that November 12~h there and I can give you what I have by that point. It's just that, it might not be quite as extensive as you might be looking for. Especially around the budget. That's the bigger piece. Councih-nan Ayotte: Well what would be an appropriate date where you would have a rougher manager budget? Deanna Bunkelman: ...going to be interesting because the budget to me, I said the budget is going to be interesting because the whole budget, I suppose we can scope it out and figure out how much it's going to cost but for how much we are expecting the city to pay it really going to be based on the donations that we receive so. Councilman Ayotte: That's fine. If based on your, I personally would like to see, based on the approach that you would like to see, what you believe it would cost and what are the assumptions that you go into the project with. Deanna Bunkelman: Okay, that's fair. Councilman Ayotte: If we can see numbers and then fi'om that standpoint if you could put some reference as to what you think is realistically attainable by the cormnunity, at least it gives us an idea of what we have to go towards for at least a budgetary. I mean we've got to have something. What would be a date then? Deanna Bunkehnan: Okay. If we work this, and I do this at work all the time so I'm assuming that I'm just coming up with a high level estimate. It's somewhat, some of it's going to be pulling out of the air because that's what we do. Then that's fair. Mayor Jansen: But as far as the budget goes, and as far as the city's concerned, we've already designated the dollar amount that the city will contribute to and that total was $40,000 and we've spent 15 so we're at the 25. As far as the budget number, I think more the concern is that you have a handle on exactly what this project is really going to amount to and again coming back to you really need to see if it's feasible. City Council Meeting - October 8, 2001 Deanna Bunkelman: Ohexactly. Mayor Jansen: And if anything, what Mr. Gerhardt has outlined here is the same information that we would move forward with on any project and it would help you then in analyzing whether this is the type of project that can actually be achieved in a volunteer effort. Deanna Bunkelrnan: Right, that's fair. Todd Gerhardt: I guess I was using that this work was supposed to be done this summer so I would have assumed that you had estimates and everything else completed. I mean you should be able to compile this information fairly quickly. And if you haven't, that would give you a good indication if this is a project that you still want to try to tackle. With the constraints that the council's put on your financially, have you looked at seeing can you raise that money in the neighborhood or through donations or through brick sales or whatever or however you're trying to decide how you're going to fund this thing. I mean to think that you' re just going to start thinking about that now is really kind of late in the game I would say. Deanna Bunkelman: And we've been thinking about it all along. Todd Gerhardt: Okay. Deanna Bunkelman: That's why we've been contacting the universities and the colleges and just all the resources that are out there as far as the different programs that they have. Mayor Jansen: I think maybe summarizing some of that effort would be helpful for staff to be able to see exactly the progress that you are making. And maybe be able to give some input to that but then as you're pulling together your materials and being able to see if you can get some of that donated, I think is also an important step. Councilman Peterson, did you have any questions or comments for Deanna? Councilman Peterson: No. I think the real issue is already summarized. You have to really look inside yourself and your group, can you raise enough money because we're already formally said we're only going to spend this much money so if you can tell us that chances are we can't raise that money, then it's better for the community to take it down. So I mean that's why part of the reason why we're pushing you a little bit harder because it is better that if there's a 2% chance that you can get the money then we should take it down and move ahead with other alternatives for that site. So again we're optimistic we want to make it happen, but within those parameters. Deanna Bunkelman: Yep. Mayor Jansen: And we don't want to send you away discouraged. We certainly understand that you need time to pull these things together and it will take you time, but I think just maybe being able to come in and share with the city manager, Mr. Gerhardt what progress you have made and what the plans are and again it can be more of a joint effort to see if everybody is on track as to where we're going and what we can accomplish. Deanna Bunkelman: Okay. Mayor Jansen: Any other questions for us? Deanna Bunkelman: I don't think so. Do you have Ed? No. City Council Meeting - October 8,2001 Mayor Jansen: Okay. Councilman Ayotte: Thanks a lot. Councilman Peterson: Thank you. Mayor Jansen: Appreciate that. Is there anyone else, while we're talking about this that would like to make any conm-~ents? I would just ask that we maybe hold those to 5 minutes or less. I would certainly be willing to open up the microphone. Okay. Otherwise I'll bring this back to council. Comments and direction on this project. Councilman Peterson: I think the city manager's reconmaendation is succinct. Mayor Jansen: Okay. Councihnan Ayotte? Councilman Ayotte: No other comments Mayor. Mayor Jansen: Okay. I too would support the manager's recommendation on this and just ask that the community volunteers pull together that information. Again Deanna we certainly appreciate the effort that you're putting in and thank you for bringing in those renditions. It's encouraging to see what that building could potentially look like were the project to be able to go ahead as you would like to see this happen, so thank you. With that, Mr. Gerhardt do you need a motion on this or do you have clear direction? Todd Gerhardt: No, Mayor Jansen: Okay. Thank you. So moving on on the agenda. Under public hearings we have vacation of a driveway easement. Conrad FisM~ess: Could I make visitor presentation? Mayor Jansen: Oh, I'm sorry. Certainly. Conrad Fiskness: Mayor Jansen, Council members. I'm Conrad Fiskness representing the Riley- Purgatory-Bluff Creek Watershed District here tonight of which I'm president and also the representative for Carver County. Mayor Jansen: Welcome. Conrad Fiskness: Thank you. Mayor Jansen: Sorry I moved ahead so quickly. Conrad Fiskness: You've got work to do. Following up with the discussion I had with Mr. Gerhardt and Ms. Haak at the tour last month I promised him that I would do what it took to start getting the petition that the city submitted to us for the basic water management project that came out of the Bluff Creek Task Force. And just to recap for I think some of the people here, or probably any of you weren't even around when that all transpired. That corridor stud}, took place in the mid 90's and there was a petition City Council Meeting - November 13, 2001 our downtown and our core and this proposal is certainly one that I think our community would be able to embrace and I certainly hope that everything will come to fruition as you've projected or that at least one of your options will come through. You' ve certainly done some nice things in the community. The Lake Susan Apartments being Kraus-Anderson and we certainly appreciate your coming into Chanhassen and proposing another project. With that if I could have a motion please. Councilman Boyle: I'd like to make a motion that we approve the purchase agreement with Kraus- Anderson for the sale of Lots 2 and 3, Block 1, Crossroads Plaza 3rd Addition. Mayor Jansen: And a second? Councilman Peterson: Second. Councilman Boyle moved, Councilman Peterson seconded to approve the purchase agreement with Kraus-Anderson for the sale of Lots 2 and 3, Block 1, Crossroads Plaza 3rd Addition. All voted in favor and the motion carried unanimously 5 to 0. UPDATE ON ROUNDHOUSE RENOVATION PROJECT. Public Present: Name Address Janet Carlson Ed Kling 4141 Kings Road 4169 Red Oak Lane Mayor Jansen: Staff report please, and then I'm sure we have Deanna Bunkelman with us here this evening, correct? Or no. Ed Kling: She actually couldn't make it tonight... Mayor Jansen: Okay. Thank you. Todd Gerhardt: Council members, I received Deana's renovation working plan today and I want to compliment Deana on her efforts here the past month. It's a very detailed project. I am a little curious on how the bids came in from the 2 different contractors. I think you were going to get some quotes on the lumber and some of the other materials on the project. What I would ask the City Council to do is to direct staff to sit down with Deana and Todd Hoffman when he comes back to go through the work plan and delineate out what's staff role in this project would be. What Deana's role would be in there. And put together kind of a joint powers agreement. This is an unusual project where you have a group of residents that are actively out soliciting money for a capital improvement project and then taking the lead on this. My concerns are our liability from the city's standpoint and also that we have somebody coordinating the project from a city level too. And so from that staff would like direction from the council to work with Deana and the city attorney in drafting a joint powers agreement. Mayor Jansen: Okay. Thank you. Council, any questions for staff at this point? Councihnan Peterson: How much time do you think you'll need? 20 City Council Meeting - November 13,2001 Todd Gerhardt: I would hope that Deana or the group is available, that we should be able to get this back on our next council meeting. Councilman Peterson: Do you still want to demolish if you don't. If you don't end that meeting with a confidence level that it can be executed, do we still want to demolish this year? Todd Gerhardt: Well again I think the big thing in that is how some of these costs come in and the group's effort to raise money. It was my belief that the neighborhood was the fund raising group for this project. That they would go out and solicit funds and have a say in how the building was going to be designed and used, and that the city would then ultimately maintain it. My only concerns in that is a liability that we have a group of residents working on a city project and they're kind of taking the lead on it so I want to make sure that it's clear and that we have the liability side of this project covered. Mayor Jansen: Okay, so in that joint powers agreement it would be more sitting down with the residents and making sure that everyone's roles are well defined and we know exactly how the project would proceed if it does proceed under their ability to finance and fund raise to finance the project. Con'ect? Todd Gerhardt: Yeah, I wanted to make it just clear that, you know what everybody's roles are as a part of this project and that the city's general liability insurance would .cover the construction if anybody got injured or hurt out on the project. Even the fund raising effort of this. Who takes the responsibility for that and if there's money short or missing or whatever there nfight be, I mean there could be a lot of issues involved in this so. This is a unique project. I don't think the city's ever been involved in one where a neighborhood has come in and built us a building before. The closest project I can come in with is when the Lion's I think came in and built the pavilion out at Lake Ann. I believe it was the Lion's, correct Jerry? That built the pavilion. Jerry Ruegemer: Who built it or paid for it? Todd Gerhardt: Built it. Jerry Ruegemer: I think that was. Councilman Boyle: American Legion. Todd Gerhardt: Legion? Okay. Jerry Ruegemer: That was quite a while ago. Before my time. Todd Gerhardt: Okay. Mayor Jansen: So it's just hammering out the specifics at this point so that all parties are clear as to where we're going, because actually and again to piggy back what Mr. Gerhardt said, I was very impressed with the document that Deana pulled together for us. Raised numerous issues as far as some assumptions, as well as just some questions in general as to what the scope of the project would actually be, and so then allowing staff and the residents to sit down and maybe really be able to discuss all of these issues and questions and make sure that the project is moving forward with everyone on the same page I think is an excellent opportunity to make sure we' ye got everything coordinated properly. Any other questions for Mr. Gerhardt? 21 City Council Meeting - November 13, 2001 Councilman Ayotte: Yeah Todd, if you could also, one of the concerns I have, and she brought it up. Deana brought it up under questions and issues but maybe it should be an assumption. The laterals, water and sewer and all that business. Now if we go ahead and do a good job and the residents take, do a good job of taking care of the round house, and then we incur a significant expense because of utility that, that's an known at this point and that really has to be addressed. The other places too with respect to tax deduction. That's a pretty big assumption there. Can you shed any light on that particular point? Todd Gerhardt: Yeah, that one's, that's the easiest one out of all this. I've talked with Deana twice about it. She can either establish her 5013C and that's the IRS regulation for. Councilman Ayotte: The residents would be involved with the establishment of the. Todd Gerhardt: Yeah, they would establish their own 5013C for tax deductions, and that's an administrative responsibility that would fall back on the neighborhood. Or the other option is Bruce has agreed to establish a round house fund here at the city, and it would be a tax deduction if somebody wanted to donate money towards the project to the city of Chanhassen and they would get that benefit of the write-off. So, and I' ve talked with Deana. Have not heard back from her on which of those two options she was going to go through. I think she told me that she had an accountant that lived in the neighborhood that might be able to put the paperwork together and so those are some of the things that I think we need to tie up and get a better handle on and who's just coordinating what. Mayor Jansen: Okay, great. I think we do have a couple of the coordinators here this evening and I want to afford you the opportunity to make any comment that you would like to. Though you may be hearing what you needed to hear this evening as far as our moving this to staff and asking you to come in and work with them on really hammering out the specifics at this point. But if there are any comments you'd like to share with us, certainly step forward and approach the podium. Ed Kling: Good evening. My name is Ed Kling. I live at 4169 Red Oak Lane. Mayor Jansen: Welcome. Ed Kling: Thank you. Some of the, obviously Deana has done quite a bit of work on this and I've been trying to keep up with her on this. She's been moving pretty quickly. Really what we wanted to do tonight was to come to you with a plan that we feel is a workable plan with the amount of time we've spent on it. We' ve seen quite a bit of response from our community. People who are willing to donate time and money. We do have individuals who have already suggested avenues to gaining access tO funds through individuals that live in the community if they can see a workable plan and I think we have that here. What we really want to do today is show you that we've got a workable plan and move this project forward. We did have a couple of questions that we did want to have answered. One is, at some point we'd like to find out is the electricity still connected to the building? And is the sewer still connected? Those would be two things that if they are, then that would be items that we.would not have to fund. But our main goal is, in this project is to secure the asbestos paint on the outside. Do that as soon as possible. We are getting, in the process right now of getting bids back. One was due today. As well as Mr. Gerhardt's awareness of the lumber bids and window bids. Those are items that are on our way right now. We're expecting those either yesterday or today. So the first thing we want to do is secure the building of any hazardous materials, and then to correct the outward appearance of the building and that seems to be the biggest thorn in anybody's side as far as the neighborhood goes. I don't think anybody's really too disappointed in the fact that if the building looked good, I think we wouldn't have any 22 City Council Meeting - November 13,2001 complaints right now and if it was a functional building I think people would be, you know we have to look into the future a little bit to see what this building can be. So what we really want to do is secure the outside of the building and then we can have time to work on the inside. We feel we have a workable plan. Our goal we feel is measurable, attainable and, measurable, achievable and realistic and that's the 3 elements of a working goal. So at this point if we can get an opportunity to meet again and really hammer out some of those details I think we'll have some progress. I know we'll have some progress as far as getting this project off the ground but the idea of liability is one that we need to discuss. And then coordinating at a city level, that's what we also want to discuss as well. So at this point we'd just like to request to move the project forward and have another opportunity to take the project forward. I guess at this point, is there anybody who is, is there any reason that we can't go forward with the project? Mayor Jansen: Well at this point I guess what staff is suggesting is that now that we have all of this detail in hand, and there are numerous questions and issues that we need to resolve and make sure that everyone's on the same page with the, as you mentioned, the liability and the legal issues so I'm hearing that we will probably move this to staff and your group to meet and really hammer out those issues so that we can be sure that we do have a project that is going to move forward and everyone's coordinated in that effort and knows exactly what needs to be done and achieved and a joint powers agreement certainly would make sure that we' ve got a clear definition of everyone's roles and the liabilities and expectations. So certainly appreciate all of your efforts on this. I -know you mentioned that Deana has certainly been out on a lead on this but I think you' ve attended every meeting here at the council and we certainly appreciate that. Knowing that there is a co-coordinator working on this. It's a big project. Ed Kling: Well I have a feeling that seeing the work that she's done so far, I have a feeling I'm going to have a little bit more involvement in the, she's more the brains. I'm more of the brawn. I might be able to come I' ill sure. Mayor Jansen: This wi'fl take some brawn. Ed Kling: I've been involved in different projects and I've worked on projects like this doing renovating. I worked with a friend who's a remodeler and so I' ve been involved in a lot of, get your fingers in the dirt and do the job. I've done work on my own and remodeled my home. Built a deck on the back so it's the type of thing that, it doesn't scare me so I don't see this being a very, a project that we can't handle. I've been involved with a friend of mine who's a painter for about 20 years so I' ve been involved in a lot of these projects so I'm very confident we can do this. Mayor Jansen: Very good. Excellent. Any questions or comments for Mr. Kling council. Okay. Thank you again for coming this evening. Ed Kling: Thank you. Councilman Ayotte: Thanks a lot, Mayor Jansen: Mr. Gerhardt, do you need a motion to have this directed back to you or just a consensus? Todd Gerhardt: No. Mayor Jansen: Everyone conzfortable having staff meet xvith the residents at this point to hammer out the specifics? Okay. Great. Thank you. If you'll coordinate that with Deana and her group for as soon as you can possibly arrange to get that accomplished. 23 City Council Meeting - November 13, 2001 Todd Gerhardt: And we'll get you a tentative budget too on this with their numbers that come in. Mayor Jansen: Excellent, thank you. Thanks for being here this evening. CONSIDER AMENDMENT TO CITY CODE TO PERMIT ONE DRIVEWAY ACCESS PER LOT. Public Present: Name Address Therese Berquist 7107 Frontier Trail Sharmin A1-Jaff: Madam Mayor, members of the City Council. On October 22nd the City Council tabled item on this action and directed staff to prepare language dealing with the location of the driveway on the property as it relates to side property lines. The main change in this ordinance in summary is, the first 20 feet of the driveway will have to maintain a 5 foot setback unless the property owner enters into an encroachment agreement. The rest of the ordinance remains the same as before. Earlier there were some questions raised regarding the driveways, and at this point I would like to turn it over to Teresa to answer those questions. Mayor Jansen: Alright, thank you. Thank you for staying Teresa. Teresa Burgess: The issues, and I tried to take notes. I apologize if I missed them but the issues that were raised were specific to the beachlot in Sunrise Hills. Just to give the council a little bit of background. In the spring of this year we had an incident on that beachlot where we needed access to a lift station that was malfunctioning. Our equipment is relatively large. We made very deep ruts and so following that, and since NSP had done it the previous year, we thought that it would be reasonable to acquire easement and try to do something to avoid that continuous maintenance cost of repairing 3 foot deep ruts. Our proposal to that neighborhood was to go in and do what's called grass pave, and you heard Therese Berquist mention that product. That's a very expensive product but we felt it was reasonable if we could get the easement donated. We are still in negotiations with that neighborhood. We have not made any progress so we have gone back to a standard easement acquisition. We had tried to do it a little bit out of the norm. We are going to a standard easement acquisition. We have had a surveyor draft up the easement that we would like to acquire. We will make an offer. However, we're still open to the idea of grass pave if we can work with the neighborhood and I know that Councilmember Boyle had called earlier today. He's been getting some information from the neighborhood as well, so if the council members have more interest in that, I'd certainly be happy to share it with you, but we are just trying to acquire an easement for access to a lift station so that we don't have this continuous maintenance cost of repairing the ruts in the beachlot itself. As for the issues that were raised on the actual amendments, this amendment was not intended to be directed towards the beachlot. The separate driveways serving utility facilities, the intent of that section is to eliminate or reduce any hardships to the property owners. We do not want to end up with a situation where a property owner cannot have an addition, cannot have a driveway because we already have a utility easement access, or that we have to use their driveway and so we're driving up close to their home when they prefer us to be further away on a large lot. It's really intended for the property owners. We acquire those easements. We can't be in an area without that easement, and so we need to have the flexibility if the driveway doesn't work, we need to be able to move to where we can get into a utility access without telling the property owner you have 24 Roundhouse Renovation Planning Document PREPARED BY: Deanna Bunkelman DATE CREATED: November 2001 PROJECT SCOPE: Renovate the Roundhouse, located at the intersection of Minnewashta Parkway and Kings Road overlooking Lake Minnewashta, into a usable building. COMMUNITY IMPACT: · Upgrade a standing unique landmark well known throughout the community making it presentable in appearance and usable beyond its current state. o Maintain the building that originally gave the Roundhouse Park its name. · Display the historical information about the building for educational purposes and continued pride in our heritage. · Create a usable building which would be utilized as a warining house and/or gathering spot for family (reunions, picnics, etc) and community events. The building may include a restroom, if funding is sufficient. ¢ Give long-term recognition by creating a lnemorial for those who donated their time, money, and/or material to the project creating lasting community ownership and pride in our results. · Foster community involvement and cooperation by creating the opportunity for individuals to be involved and contribute to this project. · Allow the Scouting troops in the area to fulfill their community service needs by getting involved by doing either a fundraiser or contributing their time. · Eliminate the occasional current complaints the City is receiving about the appearance of the structure to allow them to concentrate on other matters benefiting our community. , Improve the lighting around the structure and park to create a safer neighborhood environment. · Create a handicap accessible building and restroom. PROPOSED COMPLETION DATE: · Exterior - Spring 2002 (weather permitting, this would also include the removal of the lead/asbestos containing material both inside and outside of the building). · Interior - Spring 2003 (ktlly functional, including restroom, if funding available). MINIMUM REQUIREMENTS TO COMPLETE PROJECT: · Buy-in and support from the City Council; continued support from the Park and Recreation Commission. · Funding from the City of $25,000 (initial proposed funding has decreased considerably; current amount stands at $40,000; $15,000 of which has been spent on the building plans and Specs/Detail book produced created by Locus Architecture) · Specs developed by Locus Architecture are found to be sound and usable. · Specs for the lead/asbestos testing are found to be reliable and usable. · Ability to raise donations to help fund a complete renovation beyond appearance (which at this point, without our bids being in, we feel is not a concern). · Community and neighborhood continued support and involvement (we're continually finding many people interested in helping with the project even prior to our mass distribution of flyers announcing it). · Consulting with other accomplished project volunteers for ideas and planning. OUT OF SCOPE: None identified at this time. RISK FACTORS: · Unable to raise sufficient funds to completely renovate the structure (perceived risk is lox,`,). · City revokes and/or decreases current funding. · Neighborhood and/or community lose interest in the project (perceived risk is low). ASSUMPTIONS: · Neighborhood taskforce is able to move forward with quarterly updates to the City on progress. · Taskforce is fully accountable and empowered to make decisions on the structure and the firms we'll utilize to help renovate it. · Taskforce is able to manage the funding and contributions made to the project. · City contact will continue to be Todd Hoffman. · City will reduce costs or contribute to the project wherever possible and feasible (permits, inspections, etc). · City will not reconsider the destruction of the Roundhouse unless no progress is made by Fall 2002. · Current electrical wiring can be utilized, but may need to be moved. · We're able to link our website to the City's site. · Ongoing maintenance of the structure ',,,,ill be done by the City in the same manner as other park buildings throughout the City. · Eliminate the need to bring in the trailer used for a wam~ing house during the winter months. · _All donations for this project are tax deductible. OPEN ISSUES/QUESTIONS: · Should the basement of the structure be filled in? This will impact the decision on the flooring, heating and plumbing for the structure which could impact cost and time of completion. · Can the current plumbing leading up to the structure be utilized or does it need to be redone? Has the plumbing been 'capped'? · What are the handicap accessible standards/guidelines for this type of building? · Should the building be locked once completely renovated? What should the hours of the building be? Should it always have a caretaker when unlocked? What are the operating procedures/guidelines for other park buildings in our community? · Is the structure considered an historical building and if so, would funding be available from the State? ,~ What is the COlnplete history of the structure? ~ Will the exterior of the building be painted or stained? This will depend on the estimates we receive back from the certified lead abatement firrns. ~ Should a security system be installed or at least 'appear' to be installed to help protect the building from vandals? PROJECT TEAM MEMBERS: Coordino~ors- Deanna Bunkelman, Ed Kling, and Jan Carlson ,4cco~ml~m~/Bookkeel)er- Dan Wattenhofer. Lori Kling Excavraor (if needed) - Lowell Carlson Rendering -Nate Josephs IFeb,~(~.s'ter- Deanna Bunkelman, Steve Maas Funch'cd.s'er Comt;~iltee Chair- TBD History Committee Ch~dr - TBD h~terior Committee Choir (plumbing, electrical, heating, etc) - TBD Exteriot' Committee Clmir (roofing, windows, landscaping, etc) - TBD CONTACT LIST: (Due ~o personcd information noted belo~, (emails/phone numbers), the follou'ing should not be republished in o public m~mner unless the emoils/phone numbers qf individuols (,'o removed). Reconx[rt~clioJ~/Ronovcaionfir,~ - firm that comes in and 'deconstructs' for flee and then splits the profit of items that are recoverable and sold. Boy Scout D'oops - for fundraising events or community service. Will be contacting local troops' Pack 301 (Chanhassen), 330 (Chanhassen), 589 (Chaska), 327 (Jordan), 337 (Waconia), 429 (Excelsior), 428 (Excelsior), 409 (Excelsior), 424 (Excelsior), 330 (Chanhassen), 589 (Victoria/Jonathan), 409 (Excelsior), 337 (Chanhassen/Chaska). Main contact - Julie Terpstra - Assistant District Commissioner for Lake Minnetonka District. South Hennepin Technical College (carpentry) - Bill Joos, 952-944-2222, M - Th after 2:00 PM UniversiO,, of Minnesota - Environmental Health & Safety, Mike BucM~er, 612-626-6002 Sustainable Resource Center- volunteer organization that performs a variety of lead paint removal related activities. Dan (out of office until November 12), 612-870-4255 Minnesota Department of Health - Bruce Lange, 651-215-0904 (lead/asbestos contact) Asbestos/LeadAbatemen! Firms - (only listed those that already contacted) Kellington Environmental, Scott, 763-416-3375 or Chris, 612-282-7831; Veit Envirmm~ental, A1 Pikarski, .apikarsl<i~!vcitcompanics.com, fax 763-428-3574 Andersen ll'indows - Libby Johnston, Public Relations Director, oversees contributions/donations made to community projects, 651-264-2000, libby. Johnston~andersencorp.com This Old House/HomeTi, te - interest in project, although will not hold up schedule/l>rogress'waiting for response. (http://www.hometime.com/) ?~,/innesola Historical SocieO, - Preservation of structure from historical perspective Chaska Com'lhouse - Potentially additional history of property/structure. L)'man Lumber- Sales manager, Matt Lennartson. 952-470-4803 (or Tim Leister) Marvin I'Findo~vs - Greta Carlson, 952-474-7140, m'etacarl 9:~aol.com A4o-Z Rema/, Eden Prairie - Jim and Jean Way Paint &q;plies - at cost, Saturn Painting Plumbing Supplies - at cost, Gary Carlson Excavation - Lowell Carlson BFI- disposal of unwanted material, Rich Hirstein, 952-470-6393 Dave Head/a- limited history of Roundhouse fi'om 1950's on, 952-474-7269 NeiglTborhood/Co,TmzmiO' Contacts - A~m Osborne. Red Cedar Point (952-474-4463); Emily Blovdek (952-445-0168) or mervtamun~!hotmail.com; JoAnn Hallgren joannh,SP:visi.com; Linda Scott Linda Scott,~entearis.com BUDGET' Expe,ses- A more detailed budget will be submitted once additional information is provided. The building plans were submitted to both Home Depot and the Victoria Lumberyard the week of November 4th and are expected back on Tuesday, Noven'tber 13. This will give us an itemized list of all of the building materials needed for the project. We're still getting bids from the Lead/Asbestos Abatement firms. Veit Environmental, Inc. will be assessing the structure and providing an estimate the week of November 11. Additional bids will be done with at least two other firms. The estimates will be broken down by what 'by law' needs to be done by an abatement firm vs volunteers and the abatement firm completing all of the lead/asbestos removal. F~mdi~Tg - $40,000 fi'om the Git3;, $15.000 of which has ah'eady been spent oi1 the initial plans and specs for renovation. Rendering drawing, donated by Nate Josephs ($200 value) ItlGH LEVEL WORK PLAN: (The fo/lo~ri~g are esEmafed da/es fo com/)/efe i/ems are c'o~?fi~ge~ff o~? fir,~.s' a~d reso~,'cex ~sed fo coral)/ere each o~Te). A'ove,~ber 2001 - Distribution of flyers to Minnewashta Elementary and surrounding neighborhood. Estimates provided by Home Depot, Victoria Lumberyard, and Vdt Environmental. Account set-up at bank for tax-deductible contributions. PO Box number setup at Post Office for receipt of contributions. Final decision from City Council on whether to proceed with project. Proposed budget 75% complete fi'om expense side. December 2001 - \Vebsite (.xx ww.roulqdlaousepark.con2) launched. Contact local newspapers for highligtat story about the renovation (Villager (Melissa Gilman), Sun Sailor. Excelsior Times. etc). Start forming committees - fundraiser, history, interior and exterior. dam~ao' 2002 - Lead/asbestos removal done (weather permitting) at least fi'om interior of building. Finalize committees and assign activities with completion dates. Make decision on basement (fill or no-fill), heating, plumbing and electrical. Febr~ao' 2002 - Give progress update to the City Council. Fix or remove first floor boards depending on decision made on basement. \Vork on basement, either filling or renovating. 5 March 2002 - Start removal of second floor and other material not needed from interior (assuming asbestos/lead paint has been removed from inside). April 2002 - Continue work on removal of unneeded material from interior. Complete asbestos/lead paint removal (from exterior of building). Excavate for plumbing leading up to building. May 2002 - Give progress update to the City Council. Start work on interior walls - stripping, staining, painting, etc. Paint or stain exterior of building. dune 2002 - Continue effort on interior ,,vails. Work on plumbing within building. duly 2002 - Build batN'oom and finish up plumbing. Work on electrical both within and outside building. ,4ugus! 2002 - Give progress update to the City Council. Start work on windows, door and roof. September 2002 - Continue xvindows and roofing. Finalize electrical. October 2002 - Continue working on interior - light fixtures, plumbing fixtures, etc ?xrovember 2002 - Give progress update to the Git5, Council. Leave open contingent on any delays of items above. December 2002 - Leave open contingent on any delays of items above. danuar), 2003 - Leave open contingent on any delays of items above. February 2003 - Give progress update to the City Council. Install fan and heating. March 2003 - Decorate interior, including many historical pictures of the building. gt,'i/2003 - Install proper outside lighting and security system (if sufficient funding). May 2003 - Give progress update to the City Council. Pour cement steps, walkway, and ramp. Landscape around building including recognition of contributors. &onmer 2003 - Grand opening celebration. If'inter 2003 - First use of Roundhouse as a ,,',.'arming house. oundhouse Renovatiot A neighborhood taskforce has been put together to restore the Roundhouse on the shores of Lake Minnewashta and we need your help!!!! We have limited funds from the city so we' re trying to accomplish this with donations. Please contact us if you are able to contribute any of the following: · History of the Roundhouse - we do know it was reconstructed at it's current location in the late 1940's, but would like to get more information about its' history as a water tower along the railroads. · Time - any time that you could donate to this project, whether it be labor, delivering flyers, or making phone calls. , Money- tax deductible contributions can be made to the 'City of Chanhassen- Roundhouse Renovation' and sent directly to the City of Chanhassen, P.O. Box 147, Chanhassen, MN 55317. · Materials - connections to obtain them inexpensively or as a donation- we'll need items such as windows, stain, indoor/outdoor lighting, a door, fan, lumber, plumbing fixtures (yes, we do plan to have an indoor restroom), cedar shakes, cement, etc. For those that contribute a 'yet to be determined' alnount of time, money, or materials, we do plan to have an 'onsite' recognition (some ideas we have are plaques, pictures, or tiles in the walkway). Current view of the Roundhouse Future view of the Roundhouse Contacts: Deanna Bunkelman (952-401-8083) or via email bunk4~att.net Ed Kling (952-380-1550) or via email edwardkling~aol.com *** Watch for our upcoming website .... www.roundhousepark, com for more details City Council Meeting - November 26, 2001 Resolution #2001-84: Councilman Boyle ~noved, Councilmau Peterson seconded to adopt the resolution for the final assessment roll dated November 19, 2001 for the Dogwood Sanitary Sewer Improvement Project Number 00-01-1 be adopted at a term of 8 years and an interest rate of 6.5%. All voted in favor, except Councilman Ayotte who opposed, and the motion carried with a vote of 3 to 1. Mayor Jansen: Moving on, we have deleted agenda item number 4. The public hearing for the Kings Road street and utility improvements so we will move on. UPDATE ON ROUNDHOUSE RENOVATION PROJECT Todd Hoffinan: Mayor and City Council members. Per the direction of the City Manager I'm worNng on, currently working on the establishment of a joint powers agreement between the Roundhouse Renovation Committee and the City. Tom Scott fi'om the attorney's office and Deanna Bunkelman representing the committee and I will meet this Friday. Councillnan Ayotte' Will or will not? Todd Hoffman' Will, meet this Friday to discuss those particulars about who will be responsible for what in that project and then we'll bring that back to the council for your approval. Mayor Jansen: Okay, great. At this point, you're still in the process of really accomplishing what we had talked about ill tile last meeting so we appreciate the update. And what, anticipate hearin~ back fi'om you then at the next meeting in December or? '- Todd Gerhardt: First meeting itl December and included in that will be some budget estimates. How money will be spent and who's going to be in charge of what as the project moves ahead. Mayor Jansen: Okay. Any questions for staff at this point? Okay. Appreciate it. Thank you. We'll get more information at tile next meeting. UPDATE ON RENTAL PROPERTY LICENSING TASK PLAN Public Present: Name Address Cec Meistel 174 Lakeview Road East Beth Hoiseth: Good evening Mayor and council members. Actually I'm here to give you an update on the conduct on premise status. The research I've been doing. I've reviewed ordinances and spoken with city representatives from 8 communities, and the cities...they're in various stages... For instance 3 of the communities are very new with the program. They've just adopted the ordinance this year, and what I found by reviewing these ordinances are, they're very similar. In fact most of the communities have modeled their ordinance after Minneapolis in the ones that I've talked to. And the Minneapolis ordinance pretty much states that a licensee or the property owner is legally responsible for criminal behavior, nuisance issues on rental property. And if there have been more than 3 police responses within a yea,"s time, that license could be revoked or suspended. And as I stated in my report, there are some distinctions fi'om the numerous cities. One of the communities doesn't license their rental properties but 8 CONTRACT FOR RENOVATION OF ROUNDHOUSE AGREEMENT m~de this day of CHANHASSEN, a naunicipal corporation ("City"), INC., a 3[innesc, ta non-profit corporation ("Contractor"). , 2001, l)etxveen the CITY OF al~d ROUNDHOUSE RENOVATION, RECITALS 'I'he CiD~ oxvns a structure referred to 'as the ILoundhouse located in l{oundlnouse Park at the intersection of 2x[innexvashm P'arkxvav mid [<ings Road. group of neighborhood residents xvant to renovate thc building for use by the ciu, as a i~:.u-l< Facility. 'l'lac Cit~-is-ng~'ecnble to coi~tracdng with ](oundhousc ]Lenovadon, llnc. to perform tine renovation v:ork i~ accordnnce xvitln the terms >'tnd conditions of One contract. IN CONSIDERATION OF THE MUTUAL UNDERTAIGNGS HEREIN CONTAINED, THE PARTIES AGREE AS FOLLOWS: 1. CONTRACT DOCUMENTS. The folloxving documents sln'all be refferrcd to :is the "Contr:icv 1)ocunicnts". nil of xvlaich shall l>e t:Tkcn together as :l whole as the contract l)e~veen dae 2"lais document entitled "Contract for ]{enova~on of Roundhouse" 13. ](oundhouse Specifications; d'atcd Novcmbcr 8, 2000 2. OBLIGATIONS OF THE CONTRACTOR. The Contractor will renovate the Roundhouse building in accordance xvifl~ dae terms of fl~e Contract Documents. 3. OBLIGATIONS OF THE CITY. The Ciw will conwibute S25,000 toward flae '~'hc Ch-v will contrc~cv and pay for fine removal of asbestos :.u:d lead paint; b. The b~ce of the .~25,000, after payment of asbestos and lead p~nt removal, will be p~d to Contractor to be used for other renovation costs; and C. The City will not pay out any of flae 225,000 nor will work commence on the site until the Contractor has received :$25,000 in c~h or in-kind material contributions. 4. ASSIGNMENT. Neither party may assign, sublet, or transfer any interest or obligation in this Contract without the prior written consent of the other partT, and then only upon such terms and conditions as both p~qrties may agree to ~md set forfl~ in writing. 5. TIME OF PERFORMANCE. The work will commence on or ~bout ~l~arch 1, 2002 and shall be completed by October 31, 2002. No work shall start until the City authorizes commencement of the project in writing. 6. INDEPENDENT CONTRACTOR. Contractor is an independent contractor and sh~l determine the means and methods of performing the contract and shall be in control of the site. The City or its authorized representative shall observe the construction from time to time to insure compliance with the Roundhouse specifications and ~1 applicable laws and regulations. The Contractor guarantees theft all new equipment wm-ranties specified within the bid shall be in Full force and transferred to the Cia,' upon payment by the Cit3,,. The Contractor sh~l make sure the work is done in a good and worlm~:.mlike manner. 7. INDEMNITY. The Contractor agrees to indemnih? and hold the City harmless fi'om any cl:~im m:~dc by third parties as a result of the renovation work perf~)rmed by it. 8. INSURANCE. Prior to commencing the work, Contractor sh~l Furnish the City a certificate or-insurance. Conm~ctor sh~l ~rnish ~d m;~ntain during fl~e project such public liabi~i~, and propet'D~ damage insurance as sh~l protect Contractor ~d any, subcon~actors performing work covered l)v this Conu'act fi'om cl~ms For &~ages by Worker's Compensation Statute, ~d fi'om cl;fims For property damages or personal injuD~ which may, arise from operations under fl~is Cona'ach whefl~er such operations are by Contractor or by ~y subcontractor or ;mvone, directly, or indirectly, employed by either of flaem or on flae site as a volunteer and the amounts of such insurance sh~l be as follows: \Vorker's Compensation - as provided in the applicable law. b) Conaprehensive Public: Liabilit3; - Personal InjutT - S500,000.00 Property Dmmge - .S' 100,000.00 9. The CiD, is the owner of the Roundhouse. Contractor will be in control o£ the site for the purpose of performing the renovation work during the contract period. Upon completion of the project and acceptance by the City, control of the site will revert back to the City. 10. ENTIRE AGREEMENT. This Contract represents fl~e entire agreement of the p~t~ies and is a Ga,q], complete, and all inclusive statement of the terms thereof, and supersedes and tcrminntcs any prior agreement(s), understandings, or written or verbal representations made between the pm-ties with respect tlnereto. 97743 IN WITNESS WHEREOF, the parties have signed this Contract as of the date ~d ye~r first above written. CITY OF CttANHASSEN ROUNDItOUSE RENOVATION, INC. BT: I3T: ].ind:~ C. J.~msen, ~avor Todd G erh~xrdt. City h [:.ur.~o'er