5 Lower Level City Hall Remodel.5-'
CITYOF
CHANHASSEN
7700 Market Boulevard
PO Box 147
Chanhassen, MN 55317
Administration
Phone: 952.227.1100
Fax: 952.227.1110
Building Inspections
Phone: 952.227.1180
Fax! 952.227.1190
Engineering
Phone: 952.227.1160
Fax: 952.227.1170
Finance
Phone: 952.227.1140
Fax: 952.227.1110
Park & Recreation
Phone: 952.227.1120
Fax: 952.227.1110
Recreation Center
2310 Coulter Boulevard
Phone: 952.227.1400
Fax: 952.227.1404
Planning &
Natural Resources
Phone: 952.227.1130
Fax: 952.227.1110
Public Works
1591 Park Road
Phone: 952.227.1300
Fax: 952.227.1310
Senior Center
Phone: 952.227.1125
Fax: 952.227.1110
Web Site
www.ci.chanhassen.mn.us
TO:
FROM:
DATE:
SUBJECT:
Mayor
City Council
Bruce M. DeJong, Finance Director
June 17, 2003
Discussion of City Hall Lower Level Remodeling
The City Council needs to determine whether staff should proceed with
developing plans for the remodeling of the former library space and how to fund
those plans and the construction. I believe the remodeling is a very worthwhile
project, so the best course of action to make it occur soon is to amend the budget
to allow the use of general fund monies to pay for the,~chitect and construction
COSTS.
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The City of Chanhassen · A growing community with clean lakes, quality schools, a charming downtown, thriving businesses, winding trails, and beautiful parks. A great place Io live, work, and play.
Discussion of City Hall Lower Level Remodeling
June 17, 2003
Page 2
The remodeling can be paid for through borrowing from a bank, but what really is
occurring is that we have a private placement of a bond. We still need statutory
authority to issue the bond in the first place. That authority is contained in a new
law passed this year that allows cities to bond for public improvements. The
requirements are that you have a capital replacement plan which meets eight
criteria. I am unsure if our CIP meets those criteria completely. The process for
issuing debt under this authority requires publication, a public heating, and allows
for a reverse referendum upon a petition with 5% of the voters signatures. The
repayment is then outside levy limits. That requires a lot of costs for a separate
$100,000 expenditure and just commits us to paying a high effective rate of
interest to borrow against money that we actually have on hand.
We can't issue G.O. debt, which is outside of levy limits, for this type of
construction without having a referendum. The cost of a referendum is
prohibitive unless combined with a general election. That leaves us waiting until
September, 2004 when we may have a primary election.
These options are either not very appealing or cause unacceptable delays in
financing the project. Because of these issues, staff is asking the City Council to
amend the general fund budget to add $100,000 in the Administration Department
(Account Number 101-1120-4702) for the remodeling of the City Hall lower
level.
City Council Summary - June 23, 2003
Councilman Peterson moved, Councilman Lundquist seconded to amend condition number
3 to read as follows:
Staff will work with the appiic'ant to install a coniferous tree or shrub barrier that
acts as a substantially complete visual blockage of the deck from Highway 5.
All voted in favor, except Councilman Labatt who opposed, and the motion carries with a
vote of 4 to 1.
Councilman Labatt moved, Councilman Ayotte seconded to approve the request for a 13
foot front yard setback variance (VAR 03-9) for the construction of a 972 square foot deck
based upon the findings presented in the staff report with the following conditions:
The applicant should be aware that the proposed deck crosses over an existing private
storm sewer line. Care should be taken during construction to avoid damaging the storm
sewer.
2. No exterior audio system shall be permitted.
o
Staff will work with the applicant to install a coniferous tree or shrub barrier that acts as a
substantially complete visual blockage of the deck from Highway 5.
All voted in favor and the motion carried unanimously with a vote of 5 to 0.
Councilman Peterson moved, Councilman Ayotte seconded to approve the request to
amend the "licensed premises" of the Chanhassen American Legion Post 580 liquor license
to include all outdoor seating areas. All voted in favor and the motion carried unanimously
with a vote of 5 to 0.
DISCUSSION OF CITY HALL LOWER LEVEL REMODELING.
Bruce DeJong presented the staff report on this item asking the City Council to consider to amend
the budget $100,000 to remodel the space being vacated by the library, broken down as $11,000
in architectural fees and about $89,000 for actual construction and equipment. Councilman
Ayotte asked for clarification on how the $100,000 figure was arrived at and how the project
would be run. Councilman Peterson stated he would like to have a philosophical discussion on
the use of that space. Todd Gerhardt stated it had been discussed at a 'previous work session to
build two multi-purpose meetings rooms in that area with a hallway as the entrance into the senior
center, with a lobby space. There was discussion over the amount of funding to use and obtaining
quotes for the work to be done. Councilman Lundquist suggested looking into hiring a general
contractor outside of the city staff.
Councilman Peterson moved, Councilman Lundquist seconded to amend the 2003 budget to
include approximately $11,000 for specs for the City Hall lower level remodeling. All voted
in favor and the motion carried unanimously with a vote of 5 to 0.
DISCUSSION OF CITY CODE AMENDMENT TO ALLOW WINE IN CITY PARKS.
Todd Gerhardt recommended to direct the Park and Recreation Commission to discuss this item
and make a recommendation to the City Council on the issue of selling and allowing wine in city
4
Memorandum
KK
architects
Project Name:
Project Number:
To:
From:
Date:
Subject:
Chanhassen City Hall Remodel
KKE 0307.1220.01
Todd Hoffman
Matt Masica
8/14/03
Preliminary Construction Estimate
Dear Mr. Hoffman,
Based on the attached drawings and description of the Chanhassen City Hall Project
KKE would estimate the following breakout of packages and their estimated associated
costs. As a general note, the contractor for package No. 1 would be responsible for
the coordination of all three packages. Also the construction package costs are
provided as a preliminary budgeting tool and do not have a contingency built into them
at this time.
Package No. 1 - General Construction
Demolition/Dumpster
Drywall
General Carpentry
Doors/Frames/Hardware
Glass/Glazing
Final Cleaning
General Conditions
Overhead/Fee
Total
$ 5,760
$19 800
$13 9O0
$ 7 45O
$ 2 800
$ 1150
$10 060
$ 6150
$ 67 070
Package No. 2 - Mechanical, Electrical and Plumbing
HVAC/Plumbing
Electrical
Sprinkler
Total
$12,000
$16,4OO
$ 1,200
$ 29,600
expanding the vision
Todd Hoffman
8/14/03
KKE 0307.1220.01
Page 2
Package No. 3 - Finishes
Acoustical Ceiling
Millwork
Carpet/Base/VCT
Painting/Decorating
Folding Wall
Appliances
Projection Screens
Total
Total construction package cost
Other Costs:
Furniture
See attached Furniture Opinion of Probable Cost for breakdown
$ 5 600
$ 8 900
$19 750
$ 7190
$13 000
$ 2 800
$ 3 000
$ 60 240
$156 910
Architects Fees
Total $ 43,010
Total $ 10,300
Total Estimated Project Cost $ 210,220
KKE would also like to recommend the following suggestions/alternatives to alleviate
project costs due to budgetary concerns.
1. Examine alternative options for the folding wall (currently estimated at
$13,000). Options may include different folding wall options or a more
aesthetically pleasing cabinet and kitchenette equipment arrangement.
2. Examine the drywall ceiling in the conference room (currently budgeted at
approximately $11,500). KKE would recommend looking at an acoustical
ceiling tile with gypsum board soffeting at this time.
3. Examine the option of deleting the new carpet and paint in the existing senior
center (currently estimated at approximately $5,300)
4. Examine the option of scaling back the casework and appliances in the multi-
use room (currently estimated at approximately $6,000 combined). However,
KKE Architects feels that this would significantly change and or limit the use of
this space and would not recommend this option.
5. Examine the option of deleting the projection screens from the project (currently
estimated at $3,000). KKE Architects feels that this option also would effect the
use of the the space and therefore would not recommend this option.
The above mentioned options would allow for a reduction of $38,800 from the total
construction package listed above.
KKE Architects, Inc.
300 first awmue north
minneapolis, mn 55401
d12/339 4200
612/342 9267 fax
www kke
minneapolis
newport beach
Memorandum
architects
Project Name:
Project Number:
To:
From:
Date:
Subject:
Chanhassen City Hall Remodel
KKE 0307.1220.01
MJM
S. Weiner
14 August 03
Furniture Opinion of Probable Cost
This opinion is based on Drawing A-1 dated July 31, 03.
Description of Product Quan
MULTI USE ROOM
Stackable, upholstered, w/arms, metal leg
Caf6 table, laminate top 42"x 42"
CONFERENCE ROOM
Wood leg, stackable
Caster based chair, mid back
Conference Table (3 sections)
Desk for note taking
Sub total
10% contingency
TOTAL
Includes freight and installation.
Does not include tax.
32
12
12
17
1
1
Unit Price
$200/ea
525/ea
450lea
600lea
10,000
8OO
Extended
Cost
6,400.
6,300.
5,400
10,200.
10,000
8OO
$39,100.
3,910
$43,010
Copy to:
expanding the vision