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4 Former Library SpaceCITYOF CHANHASSEN 7700 Man<et Boulevard PO Box 147 6hanhassel Mfla 55317 Administration Phone 952 227'1100 Fax: 952 2271110 Building Inspeclions Pllcqs: 9522271180 Fax: 952 227 1190 Phone: 952 2271160 Fax 952 2271170 Finance Fax: 9522271110 Park & Recreation Phone: 9522271120 Fax: 952227 1110 Recreation Oenter 2310 Coulter Bodevard Pf~one: 9522271400 Fax: 952.2271404 Planning & Natural Resources Phone: 952 2271130 Fax 952227 1110 Public Works 1591 Park Road Pnor e: 952227 1300 Fax: 952227 1310 Senior Center Phone: 9522271125 Fax 9522271110 Web Site ,,win c cI~ar~r~ass{'n mn us MEMORANDUM TO: Todd Gerhardt, City Manager FROM: Todd Hoffman, Park and Recreation Director DATE: August 15, 2003 Subject: Consider Approval of Budget for Former Library Space and Authorize Construction On June 23, 2003, the City Council approved a contract with KKE Architects, Inc. in the amount of $10,300 to perform basic design and construction services for the remodeling of the former library space. To that end the following activities have occurred. Kick-Off Meeting, July 1, 2003 Present: Matt Masica- KKE Architects Glenn Guager- KKE Architects Steve Torell- City of Chanhassen Justin Miller- City of Chanhassen Todd Hoffman- City of Chanhassen Meeting minutes attached. > Schematic Design Review and Comment, July 10, 2003 A series of three separate meetings between the architect and different stakeholder groups representing City interests were conducted. The interest groups included community development/inspections, administration/MIS and senior commission/park and recreation. Meeting minutes attached. Based on the information from these meetings, KKE prepared the attached submittal for City Council consideration. The configuration and lay-out of the "new" space works well, resulting in the creation of a conference room and multi-use room. The estimated construction costs, based on an actual walk through and submittal by a contractor, are higher than staff hoped for. However, we must acknowledge that the original number of $100,000 was simply a placeholder inserted in this year's budget and did not include furniture. A list of potential deducts has been included in KKE's final report for consideration. Senior Commission Review, August 15, 2003 Members of the Chanhassen Senior Commission reviewed the proposed The City of Chanhassen · A gro,~mg community with clean lakes quality schools a charming downtown thriving businesses winding traiis arid beautifui parks A great place to live work and play Mr. Todd Gerhardt August 15, 2003 Page 2 plan at their regularly scheduled meeting. The commission approved the design concept, but offered one addition. The inclusion of a dishwasher in the appliance area of the multi-purpose room. It is recommended that the City Council approve the following suggestions: Do not include a folding wall for the kitchenette area Replace drywall ceiling option to an acoustical ceiling tile Delete new carpet and paint in the existing Senior Center Subtotal KKE's total construction estimate Staff's recommended cuts Total KKE' s furniture estimate In today's market I believe we can see a 20% reduction in the furniture estimate Total -$13,000 -$6,000 -$5,300 $24,300 $156,910 -$24,300 $132,610 $43,010 -$8,600 $34,410 Recommendation Staff recommends a not to exceed construction budget of $132,610, $34,410 for furniture, and an architect's fee of $10,300. Total estimated project cost is $177,320. Attachments 1. Meeting minutes dated July 10, 2003. 2. Meeting minutes dated July 1, 2003. 3. Memo from Bruce DeJong dated June 17, 2003. 4. City Council minutes dated June 23, 2003. 5. KKE's Construction/Furniture Estimates Meeting Minutes Project Name: Project Number: To: From: Date: Subject: Present: Chanhassen City Hall Remodel KKE 0307.1220.01 File, All Present Matt Masica 7/O 1/03 Kick-off meeting - preliminary program Todd Hoffman - City of Chanhassen Justin Miller - City of Chanhassen Steven Torell - City of Chanhassen Glenn Gauger - KKE Architects Matt Masica - KKE Architects Number Item 1 A preliminary program of the space was outlined as follows: Action Conference Room · Room to be used as a pre-meeting space for council members and staff. · Room size to be similar in size or bigger than the current room used for this function. · Room shall have sufficient space for a table that would seat 12-16 people comfortably. (Council members, staff, & others) · Counter space for food service shall be provided · Audio/Visual screen for Power Point · Room shall be provided with network capability · View & sightlines shall be of importance in room layout · Dry erase marker board shall be provided · Phone system shall be required Multi-Use Room · Room to be used for meals, cards/games, choir activities, public meetings, etc... · Access to this space would be desirable from the lower East parking lot. · An area for coat storage shall be provided · A display space similar to the existing space is desirable in this space Kick-off meeting - preliminary program 7/O 1/O3 KKE 0307.1220.01 Page 2 Number Item · An area for tables used for food service shall be provided in this space A storage area for serving tables adjacent to this area is desirable If a corridor is provided alongside the Multi-Use area, views into that room should be addressed Kitchenette · A kitchenette area similar to the kitchenette in the existing space shall be adjacent to the Multi-Use room. · Items to be included in this area shall be a coffee area, a hot water dispenser, a sink, and counter space for a microwave. Senior Coordinator Office · A Senior Coordinator office of similar size as the existing office shall be located adjacent to the Multi-use space · The existing office shall be considered for storage use with 5' to 6' of cabinet storage to be provided and interior window would possibly be removed Tech Closet · The existing tech closet shall be expanded as more space is currently needed · If existing door to corridor to this area is to be kept, a sidelight shall be installed Disc, Items · All wiring to be included · Blinds in existing Library space could possibly be salvaged · No furniture (FFE) is to be included in this project · Carpeting shall be used generally throughout with exception of a possibility of tile in the corridors · Book drop should be removed from existing library space Action Please review the above for errors and omissions. Notify this office immediately with any comments or corrections. After 10 days of receipt, these minutes will become part of the KKE main file. Copy to: Meeting Minutes Project Name: Project Number: To: From: Date: Subject: Present: Chanhassen City Hall Remodel KKE 0307.1220.01 File, All Present Matt Masica 7/10/03 Schematic Design Review and Comment Kate Aanenson - City of Chanhassen Sharmeen AI-Jaff - City of Chanhassen Todd Hoffman - City of Chanhassen Todd Gerhardt - City of Chanhassen Justin Miller - City of Chanhassen Albin Olsen - City of Chanhassen Rick Rice - City of Chanhassen Steven Torell - City of Chanhassen Glenn Gauger - KKE Architects Matt Masica - KKE Architects Number item First session Attendees: Kate Aanenson, Steve Torell, Glenn Gauger, Matt Masica Comments: · Concerned about the expansion of city council chambers. Determined that if expansion were to occur it would be part of a different construction package. · Senior coordinator should be located near the main entry. · Sink location would be okay in the conference room with a possible sink in the multi-use area. · Plan should provide a queing space for the conference room. · Signage was discussed as wayfinding means between council chambers and senior center. · Potential contractors were dicussed. Action Second session Attendees: Todd Gerhardt, Justin Miller, Rick Rice, Glenn Gauger, Matt Masica Schematic Design Review and Comment 7/10/O3 KKE 0307.1220.01 Page 2 Number Item Comments: · Additional ventilation required in the Tech Room. Heat build up problem in existing room. Conference room fixed projector discussed. T.V. / V.C.R. to be on a cart to be used in multiple rooms. Under counter storage needed in conference room. Action Third session Attendees: Sharmeen Al-Jaff, Todd Hoffman, Albin ©lsen, Glenn Gauger, Matt Masica Comments: · Monthly dinners to be catered into the multi-use room. · Additional senior storage needed · Carpet only in multi-use area · PA system outlet neede at column in multi use area. Space for a projection screen should be provided · Additional uses for the multi-use room were discussed (55 Alive, Scouting, Weight Watchers, etc...) Please review the above for errors and omissions. Notify this office immediately with any comments or corrections. After 10 days of receipt, these minutes will become part of the KKE main file. Copy to: