01-10-2022 City Council Work Session MinutesCHANHASSEN CITY COUNCIL
WORK SESSION
MINUTES
JANUARY 10, 2022
Mayor Ryan called the work session to order at 5:32 p.m.
COUNCIL MEMBERS PRESENT: Mayor Ryan, Councilwoman Rehm (via Zoom),
Councilman Campion (via Zoom), Councilman McDonald (via Zoom), and Councilwoman
Schubert (via Zoom).
COUNCIL MEMBERS ABSENT: None
STAFF PRESENT: Laurie Hokkanen, City Manager; Matt Unmacht, Assistant City Manager;
Kate Aanenson, Community Development Director; Charlie Howley, Public Works
Director/City Engineer; Kelly Strey, Finance Director; Jerry Ruegemer, Park and Recreation
Director; Rick Rice, IT Manager; Don Johnson, Fire Chief; and Kim Meuwissen, City Clerk.
PUBLIC PRESENT:
James Howarth, Snow Kreilich Architects
Tim Kitella, Kraus-Anderson
FACILITIES STUDY PRESENTATION AND DISCUSSION
Public Works Director/City Engineer Charlie Howley introduced James Howard of Snow
Kreilich Architects and Tim Kitella of Kraus-Anderson. Mr. Howard introduced and presented
the facilities study PowerPoint. The presentation agenda included an Executive Summary,
Review of Facility Assessment Process, Summary of Information for each facility, Next Steps,
and Questions/Discussion. A team process and timeline slide was presented which included two
phases: Inventory and Assess Needs; and Synthesis and Concept Tasks.
Mayor Ryan asked for clarification of the evaluation process. What is included? HVAC system,
roof, structural integrity of the roof, etc?
Howarth stated practical and physical components of all of the facilities, user engagement
surveys of City Council, Staff and City Partners that work in the facilities, identify perceptions of
how people think about the buildings and how that is compared to the Facility Condition Index
(FCI) rating.
Tim Kitella provided an overview of results. Details can be found online. For the next 10 years it
is about an $8 million investment for all five facilities. The facilities are structurally sound and
adequately maintained. He reviewed the results for each of the five facilities:
• City hall has considerable adequacy issues that may complicatereinvestment for its
intended use based on the original design.
• The Recreation Center is unable to meet the growing demand andshifts of current
recreational needs for the city population.
• Fire station #1 has limitations for space, but overall facility in fair condition.
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• Fire Station #2 may no longer serve the city in a beneficial manner for its intended
purposes
• Old Village Hall: Limited investment, serves current needs.
The facility assessment process included work completed September-December of 2021,
identified deferred maintenance items, transferred knowledge, and developed 10-year plans for
all five properties. A detailed review of each facility was presented which included site
overview, building/interior, user comfort/operational efficiency, space utilization/layout,
projected growth, and projected expenditures. Mr. Howarth explained the deferred maintenance
costs of each facility in 5 and 10 years. A summary comparison and review of all five facilities
was presented which included priorities in present day dollars. The master plan process and next
steps include the following:
• Evaluate current and potential alternate locations for Facilities
• Explore options to accommodate future needs and changing demographics
• Identify City goals for sustainability and operational efficiency
• Generate cost estimates for alternatives that can be compared with Facility Assessment
cost data to inform City long term financial planning and investments
Phase two will occur during January-March of 2022 which include synthess and concept tasks
with a summary of the results available in March/April, 2022.
The City Council asked the following questions:
• Why was the Public Works building, Library and water treatment plants not included in
the study? Howley responded that these buildings are fairly new and there is no need for
space planning. These facilities were specifically not included in request for proposals
(RFP).
• Who is the Public Works committee? Howley replied that the committee consisted of
department heads.
• How much of deferred maintenance is in the CIP? When will feedback come? Howley
replied that five items have already been identified in the CIP. The operating budget
covers ongoing maintenance. Deferred maintenance outlined in the study is not covered
in the CIP. We will learn as we move forward and adjust future budgets. Finance Director
Strey provided information on future budgeted amounts for building maintenance. A plan
will be made in the 2023 budget process.
• Next phase is to evaluate what’s currently in CIP, what’s worth making the investment
versus doing something entirely different on a larger scale? Howley replied that it
depends on decisions to be made about each facility, i.e. do we need to keep Fire Station
2? If not, then it will not need to be included in the CIP. At the Strategic Planning Session
scheduled for January 31, 2022, facilities will be reviewed and discussed. There will be
another check-in with Council in the future before finalizing the document.
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FUTURE WORK SESSION SCHEDULE
01/24/2022 – Discuss Assessment Policy Updates, Discuss Commission Vacancies
01/31/2922 – Strategic Planning Session
02/14/2022 – Active Shooter Training Presentation, Electric Vehicle Charging Station Proposal
02/28/2022 – Commission interviews
03/14/2022 – Commission interviews and City Manager performance review
03/21/2022 – Facilities Study discussion
04/11/2022 – ARPA Discussion
04/25/2022 – Public Safety Staffing Update
The meeting adjourned at 6:51 p.m.
Submitted by Laurie Hokkanen
City Manager
Prepared by Kim Meuwissen
City Clerk