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1c. Chan City Hall Expansion, Confirm Request, Chan Library Bd CITY OF Nio CHANHASSEN 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 (612) 937-1900 MEMORANDUM tTO: Mayor and City Council FROM: Don Ashworth, City Manager DATE: January 23, 1989 SUBJ: Chanhassen City Hall Expansion, Confirm Expansion Request from the Carver County Library Board Background In 1978 a community needs building committee proposed the sale of $2.5 million in bonds to build the City Hall/Public Works building/Satellite Fire Station. The construction was estimated to meet needs through 1995 . An earlier referendum for $800 ,000 ' had been rejected by the voters and, accordingly, the City Council felt that $1 .5 million should be the maximum sale. Accordingly, the City Hall and Public Works buildings were 11 Satellite by one-third and the pumpers were deleted from the Satellite Fire Station. Those reductions also reduced potential expansion time frame by one-third. When City Hall was occupied, all offices had at least one person occupying that space. During, ' the past 10 years, the City has seen continuous growth and with that, increased pressure for space needs for new personnel . The City was in the enviable position of having major funding sources available which were intended for special projects versus operating revenue reductions, i .e. federal revenue sharing, CBDG, etc. Those monies were set aside and have provided the means by which the expansions to Public Works and City Hall were carried out. Monies available for the new additions was minimal and, accordingly, the new construction simply puts us back to where we were in 1979, i .e. there will not be any offices empty. Existing closets will be returned for usage as closets, we will recapture the second conference room, and the filing space now being used for offices for engineering and recreation will be returned to ' their original purpose. Assuming our growth continues over the next ten year period of time, again, a similar crunch will occur. As we see our total utility accounts increase from 3 ,000 to 5 , 000 to 7 ,000, we will see the need for an additional utility clerk, ' meter reader, etc. Options which are likely to be open at that point in time would include the sale of bonds in the form of a "15 to 20 year lease" ( this is the option chosen by Chaska for I Mayor and City Council January 23 , 1989 Page 2 their $3.8 million City Hall) , or placing the item as a referendum 1 item. An option to place money aside for future additions is probably not feasible, i .e. revenue sharing was disbanded and Community Development Block Grant rules were modified to exclude those types of projects . The option to remodel the lower area for office use may provide some interim relief, but will not accommodate the total needs anticipated to exist in 10 years . The library' s needs will also increase during that time frame and, logically, they would either request the entire lower level or be forced to move all of their operations if expansion by the City in the lower area was to be considered. In the current proposal, the library is requesting permission to expand into a portion of the lower level ( see attached sketch) . My discussions with them have attempted to relay that one of the City' s major needs for the lower level was storage. We would, at a minimum, need to retain a portion of the lower level for storage, custodian equipment/storage, as well as to insure that interim growth problems did not reach the same level of magnitude as currently exists. I also relayed my beliefs that, within ten years, the City may very well be seeking agreement from the library for either taking over all of the library space, or to move into the third phase of City Hall expansion. They agree that any interim space expansion being considered at this time would be exactly that and that within ten years that they would probably need to take over the entire area or move to another facility. The area proposed for potential expansion for the library would be relatively inexpensive to finish off, i .e. rough plumbing/ electrical is in place, walls include insulation, furring strips, ' and plaster board, etc. Installation of a drop ceiling, car- peting, and painting walls should not be that expensive. Although not included in the 1989 budget, one time projects like this have typically been looked at when end of year reports were presented, i .e. typically, actual revenue is slightly more than budgeted and, similarly, expense is typically less than budgeted expense. Without final numbers being complete, I cannot give an exact number as to the amount of surplus which will exist. [Note: End of year figures include receivables and payables and items such as the County' s short settlement will not be received until the end of January or first part of February. ] However, I am confident that such will be greater than the proposed remo- deling project. Final numbers will be available as a part of our year end closing/transfer process. Again, it is generally been during this time frame that final findings for one time construc- tion projects has been considered. The attached request from Carver County was included in the packets for the three budget worksessions held in 1988. It was also included in the final packet as a part of when the budget 11 Mayor and City Council January 23 , 1989 Page 3 was approved. Unfortunately, one of the worksessions was can- celled, one occurred so late in the agenda as to be non- productive, and the third touched on so many issues as to not permit specific discussion of this item. As no discussion occurred, this office could reasonably take the position that silence translates to approval. However , this assumption would not be fair to Carver County in that they will be making a com- mitment to make their budget request in 1989 with ordering/ stocking occurring in early 1990. They do not want to go through that process if there is any question as to the City' s intentions/agreement. Also being a factor is the fact that the three new Councilmembers have not had input on this item. ' i apologize for the length of this memorandum, but I felt a full background of all issues regarding the City Hall expansion should be brought out. I have placed this item under the consent agenda as there may not be discussion and as stated, the silence noted could represent agreement. If that is not the case, discussion of the item can occur relatively early in the meeting and thus allow members of the Library Board to speak without a long wait. Mary Heiges and Al Klingelhutz are anticipated to be present as well as other members of the Library Board. cl:i I 1 ,r, I I I [r61 CARVER COUNTY LIBRARY SYSTEM 4 City Hall Plaza, Chaska,MN 55318 1 Phone: (612)448-9395 BRANCH LIBRARIES: Chanhassen, Chaska, Waconia,Watertown,Young America I 1 July 14, 1988 City of Chanhassen 1 660 Coulter Drive Chanhassen, MN 55317 Attn: Don Ashworth ' City Administrator I The Carver County Library Board reviewed plans for an expansion to the ground floor of the Chanhassen City Hall/Library building. The library requests that the City of Chanhassen set aside space in this area for an expansion of the Chanhassen Library. The Chanhassen Library has seen an 85% increase in items checked ' out and a 98% increase in users in its first 6 years of opera- tion. The Library Board is requesting additional staff hours from the County Board in 1989 in order to cope with these in- creases. However, current space is also no longer adequate for • Chanhassen' s continuing population growth. Space in the new area of the City Hall would help alleviate this problem. 1 The Library Board hopes the City of Chanhassen will grant this request for additional space. ' Sincerely, Carver County Library Board 14Aq Mary 'J. Heiges Director J U L 15 1988 t,1 FY OF CHANhASSEN I I RAL NOTES 317• .. liOR WALL TYPES 1\ -7.. sn..sItES 124"O.C.WI 5/8"GYP.B0.EACH SIDE (B 0") . r//% ////// I STIRS I 21"0.C. W/ 5/8" TYPE 'X"GYP.B0.EACH SIDE, , ,,, ' ii/vs-TYPE "X"GYPSUM BOARD ONE SIDE - .[STL. EBSiE OF STRUCTURE. M/s/8•TYPE•X•GYPSUM BOARD EACH SCE -METAL FLFRNG CHANNELS 0 24"O.C. WI 5/8"GYP. 80. (S'0") SA..STUDS' 561RNTROOM/287 TO UNDERS MEN EDCK SCE, .s1 W!3-1/2"BRIT INSULRTCN IN WALLS RNO 48"WIDE m ,( ''S1.LATCN CENTERED ABOVE WALLS AT CELING is �, BACK VENEER, 1/2"AIR SPACE,1/2" GYP. SHEATHING, �'METAL STUDS (I8 GR.)0 16"O.C., 5/8" GYP. 80.BACK VENEER,6"CONC.BLOCK 2" ROC NSULATION,0 24"O.C., 1'2"GYP. SHEATHING, 4"FACE I. '�iii�//%//////////. j//////—% I FACE BRICK VENEER B"CONC. BLOCK, 7/8"FURRING • ,� S,6/8" GYP. 9D BACK,8"CONC.BLOCK, 4" FACE BRICK I . . ARE TYPE 1 UNLESS OTHERWISE NOTED • ri... ' 1 RESISTANT GYP.B0. IN ROOM 207 I TYPE"X'WALLS TO UNDERSIDE OF DECK rj • ROOMS 1206, 215, 216 & 220. 0-1/41 UNEXCRVRTED 1 I V di #C: I %1 I p. 2 © i� t - / !l „1 16/x' I it 2-1/8" mr 4! CLEAN EXIST. BLOCK _ ,p �/ _ _�.04r //.Vx/////////////////���4 �������� our_./���<�� PM FARCE BRtpC /' t(� '1, iii ','' 1 ---^_ S211 1'110 � MECH � �IIR STORAGE %■ ./~�1�'• � �, .. 1 103 ELEC I r EX.CPA ,. 1 208 "I- O i g T O�p�L (102 ® EXT. O B"1 103 I I '104 ' 1.9" 157 7/8" c/g, © Well 9-1/4" ' /' IE 12'8.. © 4 0" [. 8'6 S/8" I: — acs—,—�.��,� KNOCK OUT ao tagazzA��m c _ PANEL m i� ���r © L�ji ©'— �� \'�� • .' ►- �- I I L�, ice. _ /� t 2'8"' : 2'B II OI I ©� © FIRE EX.CRB. 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