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5a Roundhouse RestrorationCITYOF CHANHASSEN 7700 Market Boulevard PO Box 147 Chanhassen, MN 55317 Administration Phone: 952.227.1100 Fax: 952.227.1110 Building Inspections P,,~n~. 952.227.1180 Fax: 952.227.1190 Engineering Phone: 952.227.t 160 Fax: 952.227.1170 Finance Phone: 952.227.1140 Fax: 952.227.1110 Park & Recreation ~.~r,, ,. 952.227.1120 Fax: 952227.1110 Recreation Center 2310 Coulter Boulevard Phone: 952.227.1400 Fo, x: 952.227.! 404 Planning & Natural Resources Phone: 952.227.1130 Fa~: 952.227.1110 Public Works 1591 Park Road Phon~: 952.227.1300 Fax: 952.227.1310 MEMORANDUM TO: FROM: Park and Recreation Commission Todd Hoffman, Park and Recreation Director DATE: November 20, 2002 SUB J: Roundhouse Restoration, Roundhouse Park On Monday, October 28, 2002, the City Council received a report from Deana Bunkelman concerning the Roundhouse Restoration (see attached). Upon receiving the report and hearing from Ms. Bunkelman, the.City Council directed staff to repair the roof and paint the structure under a city contract not to exceed $25,000. Thereafter the building would be turned over to the neighborhood group for additional improvement. g:\park\th\roundhouserestorationmemo Senior Center Phone: 952.227.1125 Fax: 952.227.11t0 Web Site www.ci.chanhassen .mn .us 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 to live, work, and play. Roundhouse Renovation Highlights October 2002 We're here to give you an update on what we've been up to this past year in regards to the Roundhouse. It's been a roller coaster of a year, with upswings and downswings, at times almost to the point of giving up. In December, we received the contract from the City which had several variations from the conversation I had with the City attorney and Todd, those being the completion date of October 2002 when our plans had stated October 2003 (assumed a typo and made Todd aware) and $25,000 of funds or in kind materials needing to be raised prior to any work commencing on site (and those funds needing to be raised by March, which was not feasible given the turn in the economy). Other members of taskforce were also very concerned about the clause of being held 'harmless'. At this point, we were still in the process of filing to be a non-profit, but had not yet finalized it. Over the next several months, we had contacted insurance agents, lawyers, state agencies, and other non-profit groups for advice on how to proceed in light of the 'harmless' clause. The message was unanimous that it did not make sense to setup a non-profit for a short term project such as this and that we should pursue other sponsorship. We then contacted the Minnesota and Carver County Historical Society for sponsorship. We worked with them for several months in the Spring/Early Summer with conclusion that the structure is not historical since it has been moved. We continued looking for ideas for sponsorship and did very limited fundraising. We were pursuing several large donors, one being a large corporation with lfisto, ry with the railroads, but once we learned the true history of the structure, we no longer pursued that company. Chuck Lane, the son of Ben Lane, who helped put the structure in place, contacted me over the summer. The structure was actually a suspended water tower for the town of Wood Lake. It was not a water tower along the railroads. Chuck plans to send pictures, more information and an article from the Minneapolis paper which featured the building. We also started to rethink how the building should be renovated to lower costs of renovation. Some of the main decisions are: Not to do any plumbing or put a restroom in at this time. Do not install the upper row of windows under the roofline. Keep the second floor to lower the costs of renovating and make the building more usable. At this point, community education art classes are being planned and yes, we already have the instructor. He was amazed when he looked out on Lake Minnewashta from the second floor and found how inspiring it could be for art classes. The second floor would be locked at the bottom of the staircase except for community education classes or other predetermined needs for safety/supervision reasons. Another decision is not to fill the basement, it was rechecked and is in good sound condition so will remain. It can be used for storage (picnic tables, etc), but will not be heated. A few other key decisions ........ The building will remain locked except when in use as a warming house under supervision, being used for a community education class, or rented for personal use. The upper level will have a locked door which will remain locked except for specified community education classes, such as art classes We'd like to start a tradition call Roundhouse Days and plan around when Chuck Lane is in town, if possible. Would be a fundraiser event with pony rides, games & prizes, food, potentially a silent auction, etc. We'd love to have the building presentable to hold this next summer. Our recommendation on a liability/safety plan would be that the ....... City would contract for all larger, higher risk items (asbestos/lead paint removal, roofing, electrical, removal and disposal of roof, leveling of first floor, and any other item deemed to be too high risk for volunteers). All volunteers that will be on site will need to sign a liability waiver similar to many other volunteer activities (such as Habitat for Humanity). At the time the volunteers are on site, a City employee may need to be present which could either be volunteered or paid time (cost would be covered under contingent expenses if paid time). Expenses/Donations (attachment) - need to meet and decide on how to proceed on some items. Depending on decisions, we may have received donations in cash and in kind materials to cover over half the funds. There are still may untapped opportunities for us to receive more in-kind material contributions as noted as 'potential' under the 'Donation' column. If the decision is to continue our efforts, I'd like to suggest that we schedule ongoing updates to the City via bi-monthly meetings with the City Manager, Todd Gerhardt, and Todd Hoffman so more timely updates are given. You'll find other miscellaneous updates throughout the planning document that will be highlighted as underscore text. Feel free to read and contact me either via email or phone. Jan or Ed, do you have anything to add? Roundhouse Renovation Planning Document PREPARED BY: Deanna Bunkelman (bunk4~att.net, 952-401-8083) DATE CREATED: November 2001 DATE LAST UPDATED: October 2002 PROJECT SCOPE: Renovate the Roundhouse, located at the intersection of Minnewashta Parkway and Kings Road overlooking Lake Minnewashta, into a usable buildin~ in the most economical means possible. COMMUNITY IMPACT: · Upgrade a standing unique landmark well known throughout the community making it presentable in appearance and usable beyond its current state. · 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 warming house and/or gathering spot for family (reunions, picnics, etc) and community events, including community education classes. · Give long-term recognition by creating a memorial 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. PROPOSED COMPLETION DATE: · Exterior - Spring 2003 (weather permitting, this would also include the removal of the lead/asbestos containing material both inside and outside of the buildin~ which the City is planning to contract). Note that this was planned for Spring 2002 until the contract was presented which stated that work on the site could not commence until $25,000 in funds or in kind materials were collected by the neighborhood taskforce. · Interior - Summer 2003 (was Spring 2003, is dependent on the asbestos/lead paint removal) MINIMUM REQUIREMENTS TO COMPLETE PROJECT: I · 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, however we are making changes to the original plans developed by Locus, which are documented later in this document). · 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: Restroom, plumbing, upper row of windows. RISK FACTORS: · Unable to raise sufficient funds to completely renovate the structure (perceived risk is low). · 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. Would like to have these scheduled in advance from this point forward. · Taskforce is fully accountable and empowered to make decisions on the structure and the firms we'll utilize to help renovate it. Open to having the City contract with firms. · Taskforce is able to manage the funding and contributions made to the project. Since we have decided not to establish a non-profit corporation, would prefer all donations by handled through both parties. · 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. OPEN · Ongoing maintenance of the structure will 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 warming house during the winter months. · All donations for this project are tax deductible. 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. Decision - current basement was rechecked and is in ~ood sound condition so will remain. Can be used for storage (picnic tables, etc), but will not be heated. · Can the current plumbing leading up to the structure be utilized or does it need to be redone? Has the plumbing been 'capped'? Yes, the plumbing has been capped, but to keep costs low, no plumbing will be done at this point. · 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? The buildin~ will remain locked except when in use as a warming house under supervision, being used for a community education class, or rented for personal use. The upper level will have a locked door which will remain locked except for specified community education classes, such as art classes. · Is the structure considered an historical building and if so, would funding be available from the State? No, since the building was moved from it's 'original home', it is not considered historical. (We waited many months to ~et to this simple answer). · What is the complete history of the structure? Chuck Lane, the son of Ben Lane, who helped put the structure in place, contacted Deanna over the summer. The structure was a suspended water tower for the town of Wood Lake. It was not a water tower along the railroads. Chuck plans to send pictures, more information and an article from the Minneapolis paper which featured the building. · Will the exterior of the building be painted or stained? This will depend on the estimates we receive back from the certified lead abatement firms. We can do either. The less expensive option would be to paint (see estimate from lead/asbestos firm). · Should a security system be installed or at least 'appear' to be installed to help protect the building from vandals? Appropriate lighting should be installed around the outside. PROJECT TEAM MEMBERS: Coordinators - Deanna Bunkelman, Ed Kling, and Jan Carlson Accountant/Bookkeeper - Loft Kling Excavator (if needed) - Lowell Carlson Rendering - Nate Josephs Webmaster - Deanna Bunkelman, Steve Maas Fundraiser Committee Chair = Ed Kling History Committee Chair = Kathy Endres Interior Committee Chair (plumbing, electrical, heating, etc) - No longer necessary, all decisions made. Exterior Committee Chair (roofing, windows, landscaping, etc) - No longer necessary, all decisions made. CONTACT LIST: (Due to personal information noted below (emails/phone numbers), the following should not be republished in a public manner unless the emails/phone numbers of individuals are removed). Reconstruction/Renovationfirm - firm that comes in and 'deconstructs' for free and then splits the profit of items that are recoverable and sold. Since we have decided to keep the upper level and most of the inside is already gutted, we will not pursue this option. Boy Scout Troops - 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 University of Minnesota - Environmental Health & Safety, Mike Buckner, 612-626-6002 Sustainable Resource Center - volunteer organization that performs a variety of lead paint removal related activities. Dan 612-870-4255 Minnesota Depart~nent of Health - Bruce Lange, 651-215-0904 (lead/asbestos contact) Asbestos/Lead Abatement Firms - (only listed those that already contacted) Kellington Environmental, Scott, 763-416-3375 or Chris, 612-282-7831; Veit Environmental, A1 Pikarski, apikarski(b,,veitcompanies.com, fax 763-428-3574 Andersen Windows- Libby Johnston, Public Relations Director, oversees contributions/donations made to community projects, 651-264-2000, libby. Johnston~andersencorp.com This Old House/HomeTime- interest in project, although will not hold up schedule/progress waiting for response. (http://www.hometime.com/) No response after several attempts. Minnesota Historical Society - Preservation of structure from historical perspective Worked with for several months in the Spring/Early Summer with conclusion that the structure is not historical since it has been moved, but will be contactine them once again as we receive further information from Chuck. However, this will not impact the progress or outcome of the project. Chaska Courthouse- Potentially additional history of property/structure. Files not available. Lyman Lumber- Sales manager, Matt Lennartson, 952-470-4803 (or Tim Leister) Marvin Windows- Greta Carlson, 952-474-7140, gretacarl9~aol.com A-to-Z Rental, Eden Prairie- Jim and Jean Way Paint Supplies - at cost, Satum Painting Plumbing Supplies - at cost, Gary Carlson No longer needed. Excavation - Lowell Carlson BFI- disposal of unwanted material, Rich Hirstein, 952-470-6393 Dave Headla- limited history of Roundhouse from 1950's on, 952-474-7269 Neighborhood/Community Contacts- Ann Osborne, Red Cedar Point (952-474-4463); Emily Blovdek (952-445-0168) or merytamun~hotmail.com; JoAnn Hallgren joannh~visi.com; Linda Scott Linda Scott~entegris.com Chuck Lane - helped put the structure in place in the 1940's. annette-chuck~juno.com BUDGET: (See expense/donation document attached) Expenses - 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, November 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 Funding- $40,000 from the City, $15,000 of which has already been spent on the initial plans and specs for renovation. Donations - Rendering drawing, donated by Nate Josephs ($200 value) Other contributions are noted in the expense/donation document attached. HIGH LEVEL WORK PLAN: (The following are estimated dates to complete items and are contingent on firms and resources used to complete each one). November 2001 - Distribution of flyers to Minnewashta Elementary and surrounding neighborhood. Estimates provided by Home Depot, Victoria Lumberyard, and Veit 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 from expense side. COMPLETED December 2001 - Website (www.roundhousepark.com) launched. Contact local newspapers for highlight story about the renovation (Villager (Melissa Gilman), Sun Sailor, Excelsior Times, etc). Start forming committees- fundraiser, history, interior and exterior. Met with Todd and City attorney to discuss contract. Received contract and noted several variations from conversation ..... completion date of October 2002 when our plans had stated October 2003 (assumed a typo and made Todd aware) and $25,000 of funds or in kind materials needing to be raised prior to any work commencine on site. Other members of taskforce were very concerned about the clause of being held 'harmless'. At this point, we were in the process of filing to be a non-profit, but had not yet finalized it. Over the next several months, we had contacted insurance agents, lawyers, state agencies, and other non-profit groups for advice on how to proceed in light of the 'harmless' clause. The message was unanimous that it did not make sense to setup a non-profit for a short term project such as this and that we should pursue other sponsorship. We then ~ contacted the Minnesota Historical Society and after quite some time learned that we could not count on sponsorship. In the meantime, we were pursuing several large donors, one being a large corporation with history with the railroads. Once Chuck called and let us know the true history, we no longer pursued that company. We then decided to wait on askine for donations until Chuck could send us more information. We also started to rethink how the building should be renovated (see below). January 2002 - Lead/asbestos removal done (weather permitting) at least from interior of building. Finalize committees and assign activities with completion dates. Make decision on basement (fill or no-fill), heating, plumbing and electrical. Per the contract, the City will be contracting the lead/asbestos removal once $25,000 in funds or in-kind material contributions is made. Decisions made include, not filling the basement, heating to be done with baseboard heaters, no plumbing, electrical to be contracted (can use current electrical panel which City had updated in 2000 or so). February 2002 - Give progress update to the City Council. Fix or remove first floor boards depending on decision made on basement. Work on basement, either filling or renovating. No progress due to lead/asbestos removal not takin~ place. March 2002 - Start removal of second floor and other material not needed from interior (assuming asbestos/lead paint has been removed from inside). A decision to keep the second floor was made to lower the costs of renovating and make the building more usable. At this point, community education art classes are being planned and yes, we already have the instructor. He was amazed when he looked out on Lake Minnewashta from the second floor and found how inspiring it could be for art classes. The second floor would be locked at the bottom of the staircase except for community education classes or other predetermined needs for safety/supervision reasons. No prom'ess on interior due to lead/asbestos removal not taking place. 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. No progress on interior due to lead/asbestos removal not taking place. Again, City will be contracting for the removal of the lead/asbestos paint. Decided not to have plumbing for economical reasons. May 2002 - Give progress update to the City Council. Start work on interior walls - stripping, staining, painting, etc. Paint or stain exterior of building. Touch base updates given to Todd via email/phone calls. Should have these scheduled in advance. June 2002 - Continue effort on interior walls. Work on plumbing within building. No progress on interior due to lead/asbestos removal not taking place. Decided not to have plumbing for economical reasons. July 2002- Build bathroom and finish up plumbing. Work on electrical both within and outside building. No progress on interior due to lead/asbestos removal not taking place. Decided not to have plumbing for economical reasons. August 2002 - Give progress update to the City Council. Start work on windows, door and roof. No progress on interior or exterior due to lead/asbestos removal not taking place. September 2002 - Continue windows and roofing. Finalize electrical. No progress on interior due to lead/asbestos removal not taking place. October 2002 - Continue working on interior- light fixtures, plumbing fixtures, etc Update to City Council. November or December 2002- Give progress update to the City Council. Leave open contingent on any delays of items above. Lead/asbestos removal done (weather permitting) at least from interior ofbuildine, exterior of building as well, if feasible. December 2002 - Leave open contingent on any delays of items above. Fix or remove first floor boards, if lead/asbestos paint removed, or complete by early January. Remove unneeded material fi'om basement and interior. Work on electrical both within and outside buildine. January 2003 - Leave open contingent on any delays of items above. Start work on windows, doors and roof. February 2003 - Give progress update to the City Council. Install fan and heating. Start work on interior walls and ceilines- stripping, staining, painting, etc. Continue windows and roofing. Finalize electrical including installation of baseboard heaters and fan. March 2003 - Decorate interior, including many historical pictures of the building. Leave open contingent on any delays of items above. April 2003- Install proper outside lighting and security system (if sufficient funding). Paint or stain exterior of building (weather permitting). Build interior benches. May 2003 - Give progress update to the City Council. Pour cement steps: Landscape around building including recognition of contributors. Leave open contingent on any delays of items above. Pour cement steps. Landscape. Summer 2003- Grand opening celebration. Change to Fall 2003. Hold 1 st Annual Roundhouse Days. Plan around when Chuck Lane is'in town, if possible. Would be a fundraiser event with pony fides, games & prizes, food, potentially a silent auction, etc Winter 2003 - First use of Roundhouse as a warming house. Maior Structural Plan Chanees Do not add row of windows under roofline Do not remove second floor Liability/Safety Plan City would contract fOr all larger, higher risk items (asbestos/lead paint removal, roofing, electrical, removal and disposal of roof, leveling of first floor, and any other item deemed to be too high risk for volunteers). All volunteers that will be on site will need to sign a liability waiver similar to many other volunteer activities (such as Habitat for Humanity). At the time the volunteers are on site, a City employee may need to be present which could either be volunteered or paid time (cost would be covered under contingent expenses if paid time). Roundhouse Expenses/Donations (Note that all expenses below were received as estimates, quotes or actual bids. Cost includes labor and material unless specified otherwise). Description of Item Cost Donation Net Expense Asbestos/lead paint $6000 - No $6000 - removal $10,500 $10,500 Roof $3000- Supplies $3000- $7500 $7500 potentially Sheet Rock (ceilings $700 - Supplies $700 - $1000 on both levels) $1000 potentially Electrical $2000 Supplies $2000 potentially Baseboard Heaters $600 Potentially $600 Ceiling Fan $250 Potentially $250 Windows - clear $2000 - Potentially $2000 - $7000 Notes Cost dependent on stabilization (lower cost) or removal (higher cost) of exterior lead paint. Contracted Cost dependent on type of roof, steel or flat roof lower cost, cedar shake roof higher cost Contracted Cost dependent on installation, low end volunteer installs sheetrock (does not include taping/spraying), high end contracted Includes lights, outlets, and wiring only for baseboard heaters (2 on lower level and 1 on upper level) and ceiling fan (lower level only) Contracted Home Depot submission reviewed January/February timeframe, contact other local heating companies Home Depot submission reviewed January/February timeframe, contact other local companies Cost is for 10 Windows - stained glass Painting of exterior and interior Removal and disposal of roof Leveling of first. floor boards Doors Cement step Mats Landscaping Bench Building Material Cash Rendering drawing Wrought iron table (for interior) Misc costs (building permits, etc) TOTALS $7000 $3000 - $6OO0 $2000 $1500 $500 $600 $500 $500 $1000 $600 $2500 $27,250 - $44,550 $3000 - $6000 $1500 $1500 $500 Potentially Potentially Potentially $750 Potentially $2500 - $5000 $4000 $200 $350 Supplies and man hours potentially $14,300 - $19,800 $50O 0 0 $600 $500 $500 $250 $600 ($2500- $5000) ($4000) $2500 $13,500 - $25,300 windows and is dependent on installation, low end volunteer, high end contracted Cost range depends on number of windows done ($1500/window), planned for upper level Able to get supplies and equipment at cost. Not contracted Contracted at no cost Contracted at no cost 2 exterior doors and 1 interior door Exterior When used as a warming house Labor donated as well as some plants, potential to get them all donated On the interior for sitting Able to get at cost and/or donated, will be dependent on final material list at time of request Donations to date Donated Donated Contingency costs