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Home My WebLink About2018-09-13 Council Work Session Agenda Packet CITY OF CORCORAN Council Work Session Agenda September 13, 2018 - 5:45pm 1. Call to Order / Roll Call 2. City Hall Remodel* 3. Unscheduled Items 4. Adjournment *Includes Materials - Materials relating to these agenda items can be found in the House Agenda Packet by Door. CITY OF CORCORAN 1 MEMO Meeting Date: September 13, 2018 To: City Council From: Brad Martens, City Administrator Re: City Hall Remodel ______________________________________________________________________ In January staff discussed the need for a potential remodel of City Hall to accommodate the growing number of staff/services and to more efficiently utilize space at City Hall. The following recaps the need for the remodel. Administration: • Storage is very limited in our current location. The City is required to maintain certain documents permanently and each agenda packet, audit, and budget document will be kept. By 2020 it is projected that the City will need an additional precinct for voting and there is not sufficient room for additional voting booths, pollbooks, and ballot counter. • In addition to a lack of storage, there is limited space for current and future staffing needs. When the City Engineer, Planner and Recreation Coordinator are all present the conference room must be utilized removing important space for meetings to take place. The desk shared by the Planner and Recreation Coordinator is also the scanning station for Laserfiche which is utilized by other staff to scan in large batches of documents. Currently only Mondays are available for staff to utilize that equipment. As budgeted in 2018, staff will be looking at another position or consultant for assistance on proactive code enforcement. There will not be a space for this position to sit in the main office space if any other consultants are in. Additionally the City is growing in population and will overtime have additional staffing needs to support the services required by the residents. • Safety is a concern for staff members in the Administration Department. There is easy access to the office space with a half door that leads into the offices should someone want to gain access. No bulletproofing exists in the Council Chambers or other safety measures in case of an active shooter. • The space in City Hall could be more functional. The main lobby area is not well utilized. Other than election day and a rare gathering for Council, the lobby space could be used for a conference room. The copier area, has cabinets that are underutilized but are not large enough to store bankers boxes of records or most election equipment. The current front desk space is not secured, which requires CITY OF CORCORAN 2 the administrative staff to not utilize the desk space to house a staff member. There is no break room for staff members to eat lunch. The Council Chambers and Police Conference Room act as a lunch room should multiple staff members decided to have lunch together. • The current City Hall customer service experience is lacking. With no person sitting at the front desk, there can be a perception that no one is at City Hall. Staff is responsive when customers are in the lobby but something is lost when there is no one to direct those initial customer interactions. Police: • The police department has managed its portion of the facility over the last 10 years by using creative solutions to adapt to the available space and reconfiguring space where possible (like adding a storage mezzanine in the garage or previously hosting officer lockers in the meeting room). The existing space has been reconfigured as much as possible but it is apparent that structural adjustments and expansion will be necessary for their continued operations. • Over the past several years the police department has worked to maximize as much operating space as possible. This includes scanning over six file cabinets full of documents into digital storage, regular destruction and removal of old evidence, and temporarily moving North Memorial’s ambulance crew staging space out of the facility to accommodate a private changing area for the officers. • Existing space conflicts include: insufficient space for secure evidence storage, no space for victim or witness interviews, no space for suspect interviews or observation, the Public Works Director is occupying one of the few police department offices, there is currently no office space available for the Police Detective, North Memorial no longer has ambulance crew staging space, the Police Lieutenant’s Office lacks sufficient space for meeting with two officers (for example a trainee and his/her trainer), there is insufficient storage space for event supplies and training equipment, they have been forced to add a temporary workstation in the training/meeting/conference room, and existing administrative support workspace is not compliant with FBI, BCA, or CJDN network rules. Public Works: • The Public Works Director’s office is undersized and currently located in the Police Department. There is significant coordination required between all departments in terms of planning, engineering, accounting, and permitting to maintain efficient management of the many infrastructure and housing projects taking place. In addition to an office for the Public Works Director, additional meeting space is required to allow for the many overlapping groups to keep services moving forward. CITY OF CORCORAN 3 Overall: • The building as it exists today is at capacity. Achieved growth requires improvements to City Hall to accommodate the new needs of the City. Anticipated growth will require additional staff that cannot be accommodated without improvements. After discussion at the January meeting, the Council authorized staff to engage an architect for review of existing conditions, needs analysis, preliminary plans, and a draft budget. After interviewing firms, Wold Architects and Engineers was hired for the project. Over the last several months multiple meetings have taken place for the needs analysis to be completed and is attached to this report. The document includes meeting minutes as well as a draft plan and budget for a potential remodel to accommodate the needs of the City for now and into the future. The proposed plan is broken down into two phases. Phase one includes a fairly significant remodel which would accommodate the needs of the City for the next several years. It includes relocating the Council Chambers to the community room to allow for additional work stations to be moved into the existing Council chambers. This is much more affordable than adding square foot to the building. Phase one would also allow for work stations for interns and part-time staff which would allow for incremental staffing transitions as the City grows. Phase two assumes that the Police Department transitions out of the existing City Hall building into a new building. The main goal when working through phase one was to ensure that nearly all improvements would work within phase two. Finance: Page 25 of the needs study estimates the cost of phase one at between $1,001,000 - $1,168,000. This is a rough number and includes a fairly significant “miscellaneous project costs” at 25%. It is anticipated that this is on the high end of what a project could actually cost. The goal to finance the remodel would be to use revenue from the growth to pay the project as growth is what is causing the demand. The following is a plausible scenario for financing the remodel: Cash in-hand now or in 2019 • 2018-2019 CIP Allocation $125,000 • Long Range Planning Fund: $300,000 • 2018 Building Permit Surplus $50,000 • 2019 Allocation of Transfer $120,000 Sub-total $595,000 CITY OF CORCORAN 4 The remainder would need to come from an inter-fund loan from either the sewer fund or park dedication fund. Assuming the gap is $405,000 (for a project at $1,000,000) a six year loan at $67,500/year plus interest could pay for the remainder. This could be funded through building permit revenue. It should be noted that the finance plan is very draft and would need further vetting. It is requested that the City Council discuss the proposed remodel and provide direction to staff on next steps which could include the following: 1. Formalize and refine finance plan 2. Obtain quote to proceed with plans and specifications; refine plans 3. Draft bidding documents 4. Bid project; select contractor 5. Begin remodel Staff recommends proceeding with items 1 and 2 as outlined above. Staff from Wold Architects and Engineers will be available at the meeting to present the findings. It is requested that City Councilmembers find time to tour City Hall in advance of the meeting. Attachments: 1. Space Needs Study Commission No. 182066 Space Needs Study: Corcoran City Hall & Police Department Space Needs and Facility Analysis City of Corcoran 8200 County Rd 116 Corcoran, Minnesota 55340 Draft: September 13, 2018 City of Corcoran Space Needs and Facility Analysis September 13, 2018 Page 2 Commission No. 182066 Table of Contents Introduction 3 Committee Members 4 Study Methodology 5 Space Needs Committee Meeting Schedule 6 Facility Analysis 7-12 Program – Existing & Proposed 13-17 Options Analysis 18 Recommendation 19 Recommendation Analysis and Diagrams 20-23 Budget Projections 24-25 Appendix A – Meeting Minutes 26-45 City of Corcoran Space Needs and Facility Analysis September 13, 2018 Page 3 Commission No. 182066 INTRODUCTION Wold Architects and Engineers and the City of Corcoran Space Needs Committee are pleased to submit to the Corcoran City Council, this Space Needs Analysis and Recommendation. The Space Needs Committee wishes to thank the City Council for authorizing the formation of this Committee, and to City staff for their efforts in providing the Committee with the information necessary to aide their study and advance the development of their recommendation. Thank you for the consideration of this project recommendation. Joel Dunning, AIA, LEED AP Wold Architects and Engineers City of Corcoran Space Needs and Facility Analysis September 13, 2018 Page 4 Commission No. 182066 SPACE NEEDS COMMITTEE Brad Martens, City Administrator Jessica Beise, City Clerk/Administrative Services Coordinator Matt Gottschalk, Director of Public Safety Kevin Mattson, Public Works Director WOLD ARCHITECTS AND ENGINEERS Joel Dunning Jonathan Loose Derek Gallagher Zachary Battaglia City of Corcoran Space Needs and Facility Analysis September 13, 2018 Page 5 Commission No. 182066 STUDY METHODOLOGY To arrive at the conclusions in this report, meetings and discussions occurred among the Wold team, the Space Needs Committee, and City of Corcoran and Corcoran Police Department staff. This effort included an analysis of existing facilities and space needs, as well as a study of future growth. Existing Space Use Documentation The Space Needs Committee toured the existing City Hall/Police Department facility with Wold to gather information about current space use. Wold interviewed staff about current deficiencies and future needs. Facility and Building Systems Analysis In addition to space use and needs, Wold reviewed and documented the existing facility to aid in planning for future upgrade and replacement projects that could be planned in conjunction with or between major project phases. This included a review of mechanical and electrical systems, the condition of existing finishes, and accessibility. Programming and Phasing Information gathered during facility tours and staff interviews was organized into a space program, a document that records how existing space is allocated to certain functions by department. Future staffing projections were used to establish a future space program which was organized into phases. Project Option Development Using the future space program, Wold developed options for future space use. Project options included diagrams representing a remodeling and expansion of the existing facility. Options also included a proposed new Police Department Facility in the long term at an undetermined site. Wold developed these options with the Space Needs Committee over the course of several iterations through meetings and correspondence. Through this process, the Space Needs Committee refined the future space program and the proposed project phases. Budget Projections After refining the proposed project phases, Wold developed projected budgets for the two project phases that were established by the Space Needs Committee. Budget projections were produced for a range of project start dates to aid the city in planning for project schedules and funding. City of Corcoran Space Needs and Facility Analysis September 13, 2018 Page 6 Commission No. 182066 SPACE NEEDS COMMITTEE MEETING SCHEDULE Meeting #1 February 8, 2018 Kickoff Meeting Introductions Example Project Review Project Goals/Expectations Establish Guiding Principals Review Programmatic Deficiencies Meeting #2 February 14, 2018 Staff Interviews Document Corcoran City Hall Document Corcoran Police Department Discuss Current Deficiencies Discuss Projected Staff Growth Meeting #3 February 28, 2018 Programming Review Existing Space Program Establish Phased Future Space Program Tour Corcoran Public Works Facility Meeting #4 March 28, 2018 Project Options Discuss Future Project Options Refine Space Needs Refine Project Phases Meeting #5 May 9, 2018 Project Budgets Updated Project Options Review Projected Project Budgets Meeting #6 June 8, 2018 Building Systems Analysis Document Mechanical/Electrical Systems Meeting #7 -TBD- City Council Presentation City of Corcoran Space Needs and Facility Analysis September 13, 2018 Page 7 Commission No. 182066 FACILITY ANALYSIS Wold Architects and Engineers toured through the existing City Hall and Police facility to assess the major building systems and components the following is a summary of the findings: ARCHITECTURAL ANALYSIS Architectural Issues • Public toilet facilities in City Hall do not meet current accessibility code and finishes show signs of wear. • The asphalt shingle roof on the City Hall portion of the building is likely over 20 years into a 30 year life. The shingles show signs of staining, but little sign of damage. Based on current conditions, reroofing is not required in the short-term, though the long-term projects planned for the facility should take replacement into account. • A portion of the masonry wall on the north side of the building shows signs of settling. This has led to cracking and separation of brick mortar joints in the affected area which could lead to water infiltration. Additionally, a portion of the adjacent sidewalk is separating from the wall which indicates that the problem is likely caused by a problem with the foundation. Recommendations: • Replace damaged brick, excavate and correct foundation. o Priority: 1 • Renovate public City Hall toilet facilities. o Priority: 2 • Replace asphalt shingle roof at City Hall. o Priority: 3 City of Corcoran Space Needs and Facility Analysis September 13, 2018 Page 8 Commission No. 182066 ELECTRICAL SYSTEMS ANALYSIS Electrical Distribution System: • 1994 and 2004 Construction • Electrical service is original to the building. The service is 600A, 240/120V utility service made up of three separate disconnects feeding electrical panels. The service does not need upgrading at this time and could accommodate the proposed remodel. • All panels are original to the building and in good condition. There are some spare breakers to accommodate additional circuits. The building panels are within their life expectancy and upgrading is not recommended at this time, but they should be replaced in the next 10 years. Additional panels may be required to handle additional building loads. • There is an existing generator located at the exterior of the building’s electrical service. This is original to the building and is in good condition. Replacement is not recommended at this time. • There is one transfer switch to back up the entire building. This is original to the building and not recommended for replacement at this time. Interior Lighting: • The building fixtures are fluorescent parabolics and lensed troffers. The police fixtures were updated during the 2004 remodel and the city hall side fixtures are original to the building. It is recommended that these be upgraded to LED fixtures at the next remodel requiring ceiling reconfiguration. Dimmed fixtures use less energy than fixtures on at 100 percent. Maintenance cost for LED fixtures is reduced compared to fluorescents due to LED fixtures not requiring lamp replacement. o The council chambers lighting is made up of CFL/incandescent fixtures and it is recommended that they be upgraded to LED at next remodel of council chambers space. • The interior of the building is manual only controls via toggle switches. It is recommended to add automatic occupancy controls at the next lighting fixture upgrade to reduce energy use. • Exit lights are original, but in good condition, and are located in all paths of egress. Upgrading is not recommended at this time. City of Corcoran Space Needs and Facility Analysis September 13, 2018 Page 9 Commission No. 182066 Site Lighting: • All pole mounted parking lights are LED. • Building mounted lights are fluorescent floods on motion sensors. It is recommended to upgrade these to LED. • Exterior canopy and downlights are compact fluorescent. It is recommended that these be upgraded to LED. • Exterior lights are controlled via time clock. All exterior areas are well lit according to the owner. Fire Alarm: • Fire alarm system is in good condition and the owner noted no issues. Replacement is not recommended at this time. • System provides coverage in all code required location. Telecom/Data: • Category 5e cabling used throughout the building. Recommendations: • Replace original panels within 10 years when they are past their life expectancy. o Priority: 2 • Upgrade Telecom/Data cabling to Category 6a throughout the building. o Priority: 2 • Upgrade interior fixtures to LED lighting to allow for dimming control of fixtures. (Fixtures in spaces untouched by other construction) o Priority: 3 • Upgrade exterior building mounted lights to LED. o Priority: 2 City of Corcoran Space Needs and Facility Analysis September 13, 2018 Page 10 Commission No. 182066 MECHANICAL SYSTEMS ANALYSIS Heating and Ventilation: • Existing construction 1994, 2004, 2009 • The building is primarily heated and ventilated through eight(8) packaged central geothermal units with overhead distribution and underground return ductwork. They are connected to a ground- source closed-loop well-field. The units are a legacy product manufactured by GeoComfort installed around 2009. There are two(2) separate internal geothermal loops for each set of four(4) units. The circulating pumps utilize VFD technology. In general the units are in good condition and will reach their life expectancy in the next 10 years. The underground distribution ductwork has been recently cleaned. There have been no major signs of deterioration, but regular inspections are recommended. • Venmar plate-and-frame energy recovery units provide tempered fresh air for the geothermal units. • The garage space includes gas-fired unit heaters for heating as well as an exhaust fan with an electronic damper wall louver for ventilation. • The lobby space is a large volume space with vaulted ceilings that could benefit from destratification fans. • The building includes NG service and a local LP back-up tank for the garage space. • The kitchen includes a type 1 hood and exhaust fan that appears to have the proper chemical suppression systems and ductwork construction. It was noted that the range top/oven is an older open pilot-light model. • The exhaust fans in toilet rooms are in need of replacement and may not comply with current code. Temperature Control: • Each geothermal unit utilizes its own 7-day programmable thermostat. A combination of this controls strategy along with the use of existing ductwork in place from the original construction and the zones being larger, there are common complaints regarding the varying space temperatures. As a separate item, a more central building automation system could be considered. • Air Conditioning: • Cooling for the building is through the geothermal units. As noted in the TC description, the combination of several rooms to a single unit does create disparate temperatures during certain weather conditions. • The primary server rack for the building is placed in an open storage room with no dedicated cooling system. City of Corcoran Space Needs and Facility Analysis September 13, 2018 Page 11 Commission No. 182066 Plumbing: • The building includes three localized water heaters. Two being electric, the other propane. All of them are at or near their life expectancy. The atmospheric propane-fired heater does not appear to have proper fresh air intake infrastructure for combustion air. • A single tank electromechanical softener treats the buildings’ domestic water distribution system. • The building plumbing fixtures are beginning to show signs of age and eventual scale build-up. Major renovations should consider replacement with new fixtures utilizing more low-flow options. Fire Protection: • The building is not sprinklered. Recommendations: • Provide destratification fans for the lobby space. o Priority: 1 • Replace toilet room exhaust fans. o Priority: 1 • Replace plumbing fixtures; utilize low flow fixtures where feasible with flow and pressure (This item accounts for replacement of fixtures not included in the accessibility upgrades to the public toilet rooms.) o Priority: 2 • Provide split-system computer room cooling unit for the server area and create separate room. o Priority 3 City of Corcoran Space Needs and Facility Analysis September 13, 2018 Page 12 Commission No. 182066 COST SUMMARY Deferred Maintenance Construction Costs – Phase 1 • Replace damaged brick, excavate and correct foundation. o Priority: 1 (Phase 1)……………………………………………………. $18,000 • Renovate public City Hall toilet facilities. o Priority: 2 (Phase 1)……………………………………………………. $52,000 • Replace original electrical panels. o Priority: 2 (Phase 1)……………………………………………………. $30,000 • Upgrade Telecom/Data cabling to Category 6a throughout the building. o Priority: 2 (Phase 1)……………………………………………………. $22,000 • Replace remaining plumbing fixtures throughout building. o Priority: 2 (Phase 1)................................................................................. $10,000 • Replace toilet room exhaust fans. o Priority: 1 (Phase 1)…………………………………………………… $15,000 • Provide split-system computer room cooling. o Priority: 2 (Phase 1)……………………………………………………. $30,000 • Provide destratification fans for the lobby space. o Priority: 2 (Phase 1)……………………………………………………. $5,000 TOTAL PHASE 1: $182,000 Deferred Maintenance Construction Costs – Phase 2 • Replace asphalt shingle roof at City Hall. o Priority: 3 (Phase 2)……………………………………………………. $60,000 • Upgrade interior fixtures to LED. (Fixtures untouched by other construction) o Priority: 3 (Phase 2)……………………………………………………. $36,000 • Upgrade exterior building mounted lights to LED. o Priority: 2 (Phase 2)…………………………………………………… $11,000 TOTAL PHASE 2: $107,000 City of Corcoran Space Needs and Facility Analysis September 13, 2018 Page 13 Commission No. 182066 PROGRAM – EXISTING & PROPOSED Wold Architects and Engineers reviewed existing building plans with City Hall and Police Department staff to determine how existing spaces are used. This information was used to produce an Existing Building Program which was organized by department. Staff also informed Wold about existing spatial deficiencies and future staff projections. This information was used to generate a Proposed Program. This program was further refined into two phases through an iterative process of developing layout options. The Existing Building Program and the final two-phase Proposed Program can be found in the following pages. City of Corcoran Space Needs and Facility Analysis September 13, 2018 Space Program Summary Existing Building Program Proposed Program Phase 1 Departmental Summary EXISTING NEW 1.10 Council/Community 4,970 s.f.3,635 s.f.3,995 s.f. 2.10 City Hall Shared 724 s.f.922 s.f.1,651 s.f. 2.20 City Admin 474 s.f.597 s.f.833 s.f. 2.30 Building and Inspections 95 s.f.3,635 s.f.3,995 s.f. 2.40 Planning 64 s.f.25 s.f.201 s.f. 2.50 Public Works 64 s.f.135 s.f.135 s.f. 2.60 Code Enforcement 0 s.f.56 s.f.56 s.f. 2.70 Finance 64 s.f.56 s.f.313 s.f. 3.10 Police Administration 615 s.f.984 s.f.2,442 s.f. 3.20 Investigations 0 s.f.120 s.f.770 s.f. 3.30 Patrol 190 s.f.25 s.f.1,148 s.f. 3.40 Booking 80 s.f.80 s.f.1,400 s.f. 3.50 Evidence 100 s.f.210 s.f.1,680 s.f. 3.60 Police Support Spaces 500 s.f.715 s.f.4,466 s.f. 3.70 Police Squad Garage 970 s.f.970 s.f.11,228 s.f. 4.00 Ambulance 245 s.f.120 s.f.245 s.f. Total USF 9,155 s.f.12,285 s.f.11,179 s.f.23,133 s.f. x 1.20 Total GSF 12,520 s.f.12,520 s.f.12,520 s.f.28,000 s.f. 1.00 PUBLIC 1.10 Council/Community Council Chamber 865 s.f.-- Community Room/Council Chamber 2,140 s.f.2,140 s.f.2,140 s.f. Dais Storage --140 s.f. A/V Equipment Room -60 s.f.60 s.f. Conference Room 360 s.f.190 s.f.360 s.f. Coats 130 s.f.70 s.f.70 s.f. Table Storage 180 s.f.180 s.f.180 s.f. Kitchen 235 s.f.235 s.f.235 s.f. Storage (Elections)140 s.f.140 s.f.190 s.f. Lobby 920 s.f.620 s.f.620 s.f. Council/Community Net Area Total:4,970 s.f.3,635 s.f.3,995 s.f. Net to Usable SF Factor Council/Community USF Needed 2.00 CITY HALL 2.10 City Hall Shared Drop-in Workstation 64 s.f.56 s.f.56 s.f. Drop-in Workstation --56 s.f. Contract Drop-in (IT)-25 s.f.25 s.f. Reception Workstation 270 s.f.56 s.f.56 s.f. Copy 135 s.f.135 s.f.60 s.f. Kitchen/Break Room 80 s.f.140 s.f.340 s.f. Storage 175 s.f.200 s.f.200 s.f. Lobby Conference Room -250 s.f.250 s.f. Large Conference Room --380 s.f. Secondary Conference Room --64 s.f. Supplies Storage --100 s.f. Quiet Room -60 s.f.64 s.f. City Hall Shared Net Area Total:724 s.f.922 s.f.1,651 s.f. Net to Usable SF Factor City Hall USF Needed 2.20 City Admin City Administrator Brad Martens 230 s.f.180 s.f.180 s.f. Assistant City Administrator 140 s.f.180 s.f. Proposed Program Phase 2 s:/Ci-Stillwater/Police/122219/Stillwater Police Space Program.xlsx Comm. No. 182066 City of Corcoran Space Needs and Facility Analysis September 13, 2018 Space Program Summary Existing Building Program Proposed Program Phase 1 Proposed Program Phase 2 City Clerk Jessica Beise 180 s.f.140 s.f.140 s.f. Administrative Assistant Michelle Friedrich 64 s.f.56 s.f.56 s.f. Recreation Coordinator -56 s.f.56 s.f. Part-Time Admin Assistant -25 s.f.25 s.f. Administrative Services Director --140 s.f. Management Analysis --56 s.f. City Admin Net Area Total:474 s.f.597 s.f.833 s.f. Net to Usable SF Factor City Admin USF Needed 2.30 Building and Inspections Zoning/Code Compliance Mike Pritchard 70 s.f.56 s.f.56 s.f. Building Inspections (Contract)-25 s.f.25 s.f. Address Files 25 s.f.-- Building and Inspections Net Area Total:95 s.f.81 s.f.81 s.f. Net to Usable SF Factor Building and Inspections USF Needed 2.40 Planning Planning (Contract)Kendra 64 s.f.25 s.f.25 s.f. City Planner --56 s.f. Community Development Coordinator --120 s.f. Planning Net Area Total:64 s.f.25 s.f.201 s.f. Net to Usable SF Factor Planning USF Needed 2.50 Public Works Public Works Director Kevin Mattson 64 s.f.135 s.f.135 s.f. Public Works Net Area Total:64 s.f.135 s.f.135 s.f. Net to Usable SF Factor Public Works USF Needed 2.60 Code Enforcement Part-time Employee Wk Stn -56 s.f.56 s.f. Code Enforcement Net Area Total:0 s.f.56 s.f.56 s.f. Net to Usable SF Factor Code Enforcement USF Needed 2.70 Finance Finance Director --145 s.f. Deputy Clerk/Accountant Joe Rotz 64 s.f.56 s.f.56 s.f. Accountant --56 s.f. Utility Billing Employee --56 s.f. Finance Net Area Total:64 s.f.56 s.f.313 s.f. Net to Usable SF Factor Finance USF Needed 3.00 POLICE 3.10 Police Administration Public Lobby 60 s.f.60 s.f.300 s.f. Police Reception Work Area Paula Steelman 145 s.f.150 s.f.240 s.f. Copy/Work Area 80 s.f.64 s.f.120 s.f. Supplies/File Storage --80 s.f. Public Safety Director Matt Cottschalk 230 s.f.220 s.f.230 s.f. Police Lieutenant Ryan Burns 100 s.f.180 s.f.150 s.f. Community Service Officer Space -80 s.f.64 s.f. Interview/Safe Room -150 s.f.180 s.f. Conf/Secure Interview Room -80 s.f.80 s.f. Conference Room (14-15)--300 s.f. s:/Ci-Stillwater/Police/122219/Stillwater Police Space Program.xlsx Comm. No. 182066 City of Corcoran Space Needs and Facility Analysis September 13, 2018 Space Program Summary Existing Building Program Proposed Program Phase 1 Proposed Program Phase 2 Police Administration Net Area Total:615 s.f.984 s.f.1,744 s.f. Net to Usable SF Factor x 1.40 Police Administration USF Needed 2,442 s.f. 3.20 Investigations Drug Taskforce Agent --100 s.f. Detective (& Case MGMT & Drug Taskforce in short/midterm)-120 s.f.100 s.f. Detective --100 s.f. Forensic Office --100 s.f. Case Management Room --150 s.f. Investigations Net Area Total:0 s.f.120 s.f.550 s.f. Net to Usable SF Factor x 1.40 Investigations USF Needed 770 s.f. 3.30 Patrol Squad Room (Combined w/ EOC)190 s.f.-360 s.f. Report Writing Room (Combined w/ EOC)--180 s.f. Reserves Equipment -25 s.f.140 s.f. Patrol Sergeant Office (Shared by 2)--140 s.f. Patrol Net Area Total:190 s.f.25 s.f.820 s.f. Net to Usable SF Factor x 1.40 Patrol USF Needed 1,148 s.f. 3.40 Booking Vehicle Sally Port --600 s.f. Booking / Intoxilizer 80 s.f.80 s.f.240 s.f. Holding Cells (2)--160 s.f. Booking Net Area Total:80 s.f.80 s.f.1,000 s.f. Net to Usable SF Factor x 1.40 Booking USF Needed 1,400 s.f. 3.50 Evidence Evidence Storage Room 100 s.f.110 s.f.800 s.f. Evidence Processing -100 s.f.100 s.f. Crime Lab --200 s.f. Technology Evidence Room 100 s.f. Evidence Net Area Total:100 s.f.210 s.f.1,200 s.f. Net to Usable SF Factor x 1.40 Evidence USF Needed 1,680 s.f. 3.60 Police Support Spaces EOC 370 s.f.425 s.f.400 s.f. Training Room --600 s.f. Equipment Room --250 s.f. Armory/Ammo Storage --80 s.f. Weapon Cleaning 50 s.f.50 s.f.110 s.f. Lockers/Changing 80 s.f.170 s.f.750 s.f. Police Toilet/Shower 70 s.f.70 s.f. Fitness Facility --600 s.f. Quiet Room --80 s.f. Lunchroom --250 s.f. Police Support Spaces Net Area Total:500 s.f.715 s.f.3,190 s.f. Net to Usable SF Factor x 1.40 Police Support Spaces USF Needed 4,466 s.f. 3.70 Police Squad Garage Vehicle Storage 840 s.f.840 s.f.2,000 s.f. Squad Supplies 130 s.f.130 s.f.130 s.f. Specialty Vehicle Storage --2,260 s.f. s:/Ci-Stillwater/Police/122219/Stillwater Police Space Program.xlsx Comm. No. 182066 City of Corcoran Space Needs and Facility Analysis September 13, 2018 Space Program Summary Existing Building Program Proposed Program Phase 1 Proposed Program Phase 2 Evidence Vehicle Storage --500 s.f. K9 Unit Kennel --100 s.f. Police Squad Garage Net Area Total:970 s.f.970 s.f.4,990 s.f. Net to Usable SF Factor x 2.25 Police Squad Garage USF Needed 11,228 s.f. 4.00 Ambulance Ambulance Lounge 175 s.f.120 s.f.175 s.f. Ambulace Toilet/Shower 70 s.f.-70 s.f. Ambulance Net Area Total:245 s.f.120 s.f.245 s.f. Net to Usable SF Factor Ambulance USF Needed s:/Ci-Stillwater/Police/122219/Stillwater Police Space Program.xlsx Comm. No. 182066 City of Corcoran Space Needs and Facility Analysis September 13, 2018 Page 18 Commission No. 182066 OPTIONS ANALYSIS The Space Needs Committee reviewed several rounds of options. Diagrams for these options are included with the meeting minutes in Appendix A of this report. Key features of these options, as well as the rationale behind their elimination are listed below: • Additions to the existing Police Department to meet long-term space needs. This option is not recommended as the site is constrained on the south side by an existing septic field. • Conversion of the police department garage to other Police Department functions to meet mid-term space needs. This option is not recommended as the it would require a complicated renovation as well as construction of a new police garage that would face the same space constraints mentioned previously. • A three-phase project approach. This option is not recommended as it would be inefficient from a budget standpoint and would subject stakeholders to prolonged construction. Additional information about the options reviewed and feedback given by the committee can be found in the meeting minutes included in Appendix A of this report. City of Corcoran Space Needs and Facility Analysis September 13, 2018 Page 19 Commission No. 182066 RECOMMENDATION The Space Needs Committee was formed to objectively review space needs and facility options of the current Corcoran City Hall and Police Station facility. The committee held six meetings over the course of several months. Wold Architects and Engineers facilitated these meetings to aid in developing goals, review spatial and maintenance deficiencies of the existing facility, and study future space use options. The Space Needs Committee recommendation is based on the following rationale: 1. The existing facility is undersized and lacking in essential resources for current Police Department functions, posing security risks and liabilities for all facility stakeholders. 2. Similarities between the space needs for the Council Chamber and Community Room allow these functions to be combined. 3. A remodeling project better aligns with mid-term funding resources. 4. Expanding Police Department functions into the City Hall side of the facility could address some Police Department space needs in the mid-term without the need for construction of additions or a new facility. 5. Long-term City Hall space needs and staffing projections will fill the existing City Hall/Police Department facility. 6. Due to the specialized nature of police facilities, the existing building is better suited to City Hall functions in the long term. 7. Mid-term modifications should incorporate into the long-term use of the existing facility. Based on the reasons above, the Space Needs Committee recommends the following: 1. Phase 1: a. A remodeling project of the existing facility addressing current deficiencies by the following measures: i. Relocate the Council Chamber, combining it with the Community Room to free space for other functions in the facility. ii. Expand City Hall functions into the existing Council Chamber. iii. Expand Police Department functions into the City Hall side of the facility while maintaining a clear lockdown point between the two functions. 2. Phase 2: a. A new Police Department facility at either an adjacent or remote site to the existing facility. b. A remodeling project which converts the entire existing facility to City Hall functions. City of Corcoran Space Needs and Facility Analysis September 13, 2018 Page 20 Commission No. 182066 RECOMMENDATION ANALYSIS The Space Needs Committee developed its recommendation through discussions around floor plan diagrams developed by Wold in conjunction with the space program included in this report. A final draft of the diagrams are included in the following pages. Included with these diagrams is a floor plan documentation of the existing facility based on existing drawings, site observations, and staff interviews conducted by Wold. VE H I C L E ST O R A G E (8 0 0 S F ) AM B U L A N C E LO U N G E (1 7 5 S F ) AM B U L A N C E TO I L E T (7 0 S F ) ME C H (5 0 S F ) EO C (3 7 0 S F ) CO P Y (8 0 S F ) PO L I C E LI E U T E N A N T (1 0 0 S F ) BO O K I N G / IN T O X I L I Z E R (8 0 S F ) PU B L I C S A F E T Y DI R E C T O R (2 3 0 S F ) PU B L I C LO B B Y (6 0 S F ) PO L I C E RE C E P T I O N (1 3 5 S F ) PU B L I C WO R K S DI R E C T O R (6 4 S F ) TO I L E T (6 4 S F ) SQ U A D RO O M (1 9 0 S F ) CH A N G I N G RO O M (8 0 S F ) EV I D E N C E ST O R A G E (1 0 0 S F ) CI T Y AD M I N I S T R A T O R (2 3 0 S F ) ME C H (1 0 5 S F ) ST O R (1 7 5 S F ) KI T C H E N E T T E (8 0 S F ) CO P Y (1 3 5 S F ) CI T Y CL E R K (1 8 0 S F ) CO U N C I L CH A M B E R S (8 6 5 S F ) RE C E P T I O N (2 7 0 S F ) LO B B Y (9 2 0 S F ) JAN (15 SF)MEN'S TOILET (170 SF)WOMEN'S TOILET (200 SF)COATS (130 SF)CONFERENCE (360 SF)TABLE STOR (180 SF)KITCHEN (235 SF)COMMUNITY ROOM (2,140 SF)STOR (140 SF)MECH (140 SF) AC C O U N T A N T (6 4 S F ) DR O P - I N (6 4 S F ) ZO N I N G / CO D E C O M P L I A N C E / BU I L D I N G IN S P E C T I O N S (6 4 S F ) PL A N N I N G (6 4 S F ) AD M I N I S T R A T I V E AS S I S T A N T (6 4 S F ) AD D R E S S F I L E S (2 5 S F ) SQ U A D SU P P L I E S (1 3 0 S F ) EX I S T I N G F L O O R P L A N EX I S T I N G P O L I C E D E P A R T M E N T S P A C E S EX I S T I N G C I T Y H A L L S P A C E S CO L O R K E Y MA I N EN T R Y C: \ U s e r s \ d g a l l a g h e r \ D o c u m e n t s \ C o r c o r a n C i t y H a l l & Po l i c e ( C e n t r a l ) _ d g a l l a g h e r . r v t 9/ 6 / 2 0 1 8 1 2 : 1 1 : 5 6 P M City of Corcoran Space Needs and Facility Analysis September 13, 2018 Comm No: 182066 \\ W a e - s r v - m n . w o l d a e . c o m \ S t P a u l \ C I - C o r c o r a n \ C i t y H a l l- P o l i c e \ C o r c o r a n C i t y H a l l & P o l i c e ( C e n t r a l ) . r v t EXISTING Pa g e 2 1 VE H I C L E ST O R A G E (8 0 0 S F ) SQ U A D SU P P L I E S (1 3 0 S F ) PO L I C E LO C K E R S (1 7 0 S F ) PO L I C E TO I L E T (7 0 S F ) ME C H (5 0 S F ) EO C / S Q U A D / RE P O R T R O O M (4 2 5 S F ) PO L I C E LI E U T E N A N T (1 8 0 S F ) BO O K I N G / IN T O X I L I Z E R (8 0 S F ) PU B L I C LO B B Y (6 0 S F ) PO L I C E RE C E P T I O N (1 5 0 S F ) TO I L E T (6 4 S F ) ST O R / AD D R E S S FI L E S (2 0 0 S F ) CI T Y AD M I N I S T R A T O R (1 8 0 S F ) ME C H (1 0 5 S F ) LU N C H A R E A (1 4 0 S F ) JAN (15 SF)MEN'S TOILET RENOVATIONS (170 SF)WOMEN'S TOILET RENOVATIONS (200 SF)CONFERENCE (190 SF)TABLE STOR (180 SF)KITCHEN (235 SF)COUNCIL CHAMBERS/COMMUNITY ROOM (2,140 SF)ELECTIONS STORAGE (140 SF)MECH (140 SF) IN T E R V I E W / SA F E R O O M (1 5 0 S F ) CO P Y / WK R M (6 4 S F ) CO N F / SE C U R E IN T E R V I E W RO O M (8 0 S F ) EV I D E N C E PR O C E S S I N G (1 0 0 S F ) EV I D E N C E ST O R A G E (1 9 0 S F ) LO B B Y (6 2 0 S F ) PU B L I C SA F E T Y DI R E C T O R (2 2 0 S F ) CO N F E R E N C E (2 5 0 S F ) WK S T N (5 6 S F ) WK S T N (5 6 S F ) WK S T N (5 6 S F ) RE S E R V E S EQ U I P (2 5 S F ) CS O / RE S E R V E S AR E A (8 0 S F ) DEMOUNTABLE DAIS AND PLATFORM WK S T N (5 6 S F ) DE T E C T I V E / CA S E M G M T / DR U G TA S K F O R C E (1 2 0 S F ) UNLABELED WORKSTATIONS (9):-ACCOUNTANT -BUILDING INSPECTIONS -CITY PLANNER -CODE COMPLIANCE -DROP-IN -DROP-IN -RECREATION COORDINATOR -UTILITY BILLING -ZONING/BUILDING INSPECTIONS CO P Y / WK R M (1 3 5 S F ) WK S T N (5 6 S F ) WK S T N (5 6 S F ) WK S T N (5 6 S F ) WK S T N (5 6 S F ) AS S I S T A N T C I T Y AD M I N I S T R A T O R (1 4 0 S F ) (2 ) C O N T R A C T (5 0 S F ) PU B L I C WO R K S DI R E C T O R (1 3 5 S F ) CI T Y CL E R K (1 4 0 S F ) QU I E T RO O M (6 0 S F ) AD M I N I S T R A T I V E AS S I S T A N T (5 6 S F ) PA R T - T I M E A D M I N AS S I S T A N T (2 5 S F ) (1 ) C O N T R A C T (2 5 S F ) WE A P O N S CL E A N I N G (5 0 S F ) WK S T N (5 6 S F ) AMBULANCE LOUNGE (120 SF)COATS (70 SF)A/V EQUIP ROOM (60 SF) PR O P O S E D F L O O R P L A N - P H A S E 1 EX I S T I N G A N D / O R R E P R O G R A M M E D P O L I C E DE P A R T M E N T S P A C E S R E Q U I R I N G N O C O N S T R U C T I O N EX I S T I N G A N D / O R R E P R O G R A M M E D C I T Y H A L L SP A C E S R E Q U I R I N G N O C O N S T R U C T I O N CO L O R K E Y RE N O V A T E D P O L I C E D E P A R T M E N T SP A C E S O R N E W F U R N I S H I N G S RE N O V A T E D C I T Y H A L L S P A C E S OR N E W F U R N I S H I N G S MA I N EN T R Y C: \ U s e r s \ d g a l l a g h e r \ D o c u m e n t s \ C o r c o r a n C i t y H a l l & Po l i c e ( C e n t r a l ) _ d g a l l a g h e r . r v t 9/ 6 / 2 0 1 8 1 2 : 1 1 : 5 7 P M City of Corcoran Space Needs and Facility Analysis September 13, 2018 Comm No: 182066 \\ W a e - s r v - m n . w o l d a e . c o m \ S t P a u l \ C I - C o r c o r a n \ C i t y H a l l- P o l i c e \ C o r c o r a n C i t y H a l l & P o l i c e ( C e n t r a l ) . r v t PHASE 1 Pa g e 2 2 ST O R / AD D R E S S FI L E S (2 0 0 S F ) ME C H (1 0 5 S F ) BR E A K RO O M (3 4 0 S F ) JAN (15 SF)MEN'S TOILET (170 SF)WOMEN'S TOILET (200 SF)COATS (70 SF)CONFERENCE (360 SF)TABLE STOR (180 SF)KITCHEN (235 SF)COUNCIL CHAMBERS/COMMUNITY ROOM (2,140 SF)DAIS STORAGE (140 SF)MECH (140 SF) LO B B Y (6 2 0 S F ) CO N F E R E N C E (2 5 0 S F ) AD M I N I S T R A T I V E AS S I S T A N T (5 6 S F ) WK S T N (5 6 S F ) WK S T N (5 6 S F ) WK S T N (5 6 S F ) PA R T - T I M E A D M I N AS S I S T A N T (2 5 S F ) AM B U L A N C E LO U N G E (1 7 5 S F ) DEMOUNTABLE DAIS AND PLATFORM (2 ) C O N T R A C T (5 0 S F ) WK S T N (5 6 S F ) CO P Y / WO R K AR E A (6 0 S F ) WK S T N (5 6 S F ) WK S T N (5 6 S F ) WK S T N (5 6 S F ) WK S T N (5 6 S F ) WK S T N (5 6 S F ) A/V EQUIP ROOM (60 SF) AD M I N SE R V I C E S DI R E C T O R (1 4 0 S F ) CO M M D E V CO O R D I N A T O R (1 2 0 S F ) EL E C T I O N S ST O R (1 9 0 S F ) CO N F E R E N C E (3 8 0 S F ) SU P P L I E S (1 0 0 S F ) FI N A N C E DI R E C T O R (1 5 0 S F ) WK S T N (5 6 S F ) WK S T N (5 6 S F ) UNLABELED WORKSTATIONS (11):-ACCOUNTANT -ACCOUNTANT -BUILDING INSPECTIONS -CITY PLANNER -CODE COMPLIANCE -DROP-IN -DROP-IN -MANAGEMENT ANALYSIS -RECREATION COORDINATOR -UTILITY BILLING -ZONING/BUILDING INSPECTIONS AS S I S T A N T C I T Y AD M I N I S T R A T O R (1 8 0 S F ) (1 ) C O N T R A C T (2 5 S F ) CI T Y AD M I N I S T R A T O R (1 8 0 S F ) PU B L I C WO R K S DI R E C T O R (1 3 5 S F ) CI T Y CL E R K (1 4 0 S F ) AM B U L A N C E TO I L E T (7 0 S F ) EQ U I P M E N T LO C K E R S (8 0 S F ) CI T Y V E H I C L E / MI S C S T O R A G E (1 , 2 5 0 S F ) OT H E R C O N S T R U C T I O N : NE W P O L I C E S T A T I O N 2 8 , 0 0 0 S F ME C H (5 0 S F ) TO I L E T (6 4 S F ) QU I E T RO O M (6 4 S F ) CO N F E R E N C E (8 0 S F ) EX I T VE S T (6 0 S F ) PR O P O S E D F L O O R P L A N - P H A S E 2 EX I S T I N G A N D / O R R E P R O G R A M M E D C I T Y H A L L S P A C E S RE Q U I R I N G N O C O N S T R U C T I O N CO L O R K E Y RE N O V A T E D C I T Y H A L L S P A C E S OR N E W F U R N I S H I N G S MA I N EN T R Y C: \ U s e r s \ d g a l l a g h e r \ D o c u m e n t s \ C o r c o r a n C i t y H a l l & Po l i c e ( C e n t r a l ) _ d g a l l a g h e r . r v t 9/ 6 / 2 0 1 8 1 2 : 1 1 : 5 7 P M City of Corcoran Space Needs and Facility Analysis September 13, 2018 Comm No: 182066 \\ W a e - s r v - m n . w o l d a e . c o m \ S t P a u l \ C I - C o r c o r a n \ C i t y H a l l- P o l i c e \ C o r c o r a n C i t y H a l l & P o l i c e ( C e n t r a l ) . r v t PHASE 2 Pa g e 2 3 City of Corcoran Space Needs and Facility Analysis September 13, 2018 Page 24 Commission No. 182066 BUDGET PROJECTIONS The Space Needs Committee reviewed budget projections developed by Wold. An explanation of how these budgets were produced follows below. The complete report is included in the following pages. Budget information reflects the two recommended project phases. Project total costs are given for each phase followed by the projected cost over a range of potential construction years accounting for inflation. These projections are intended as tools to assist in establishing funding goals for future projects, rather than detailed project estimates. Projects will undergo a rigorous estimation process during project design phases should the City proceed with them. Renovations and New Construction Renovation of the existing building is projected on a cost per square foot basis. This includes costs for selective demolition, new construction, mechanical and electrical modifications resulting from new construction, and security upgrades. Low and high cost projections are provided for renovations as this type of project is inherently less predictable than new construction. The new building construction cost for the proposed new Police Station was generated using the required square footage identified in the Proposed Building Program along with a square foot cost based on recent new police station projects designed by Wold. Deferred Maintenance These costs are broken out as a separate line item for each phase. These represent building systems upgrades and building maintenance costs identified and recommended by the Facility Analysis included in this report. Miscellaneous Project Costs This multiplier represents additional costs incurred outside of the cost of construction. This includes design fees, contractor fees, testing fees, permit fees, and contingency. Phase 2 miscellaneous costs also include furniture and equipment for both the new police station and the renovations to City Hall. Furniture Phase 1 includes a significant redesign of the open office in City Hall as well as a number of new and reconfigured private offices. New furniture will be required to accommodate more compact workspaces throughout. As there is a significant furniture package required for Phase 1, it is represented by a separate line item in the budget projection. Furnishing costs for Phase 2 are included in Miscellaneous Project Costs. City of Corcoran Space Needs and Facility Analysis September 13, 2018 1.0 Phase 1 1.1 City Hall Renovations LowHigh Light Renovations 3,600 s.f.x $ 60 /s.f. - $ 80 /s.f. $ 216,000 $ 288,000 Medium Renovations 2,100 s.f.x $ 90 /s.f. - $ 110 /s.f. $ 189,000 $ 231,000 Heavy Renovations 980 s.f.x $ 120 /s.f. - $ 140 /s.f. $ 118,000 $ 137,000 Deferred Maintenance -------------- $ 182,000 $ 182,000 Subtotal 705,000$ 838,000$ Miscellaneous Project Costs25% $ 176,000 $ 210,000 Furniture 120,000$ 120,000$ Project Total Cost (2019 Midpoint of Construction)1,001,000$ 1,168,000$ LowHigh 1,041,000$ 1,215,000$ Projected Budget with an Average Annual 1,083,000$ 1,264,000$ Construction Inflation Rate of 4%1,126,000$ 1,315,000$ 1,171,000$ 1,368,000$ 1,218,000$ 1,423,000$ 2.0 Phase 2 2.1 New Police Station New Building Construction Cost 28,000 s.f.x $ 275 -- 7,700,000$ Miscellaneous Project Costs35% -- 2,695,000$ Project Total Cost (2019 Midpoint of Construction) -- 10,395,000$ -- 10,811,000$ -- 11,243,000$ -- 11,693,000$ -- 12,161,000$ -- 12,647,000$ Projected Budget with an Average Annual -- 13,153,000$ Construction Inflation Rate of 4% -- 13,679,000$ -- 14,226,000$ -- 14,795,000$ -- 15,387,000$ 2.2 City Hall Renovations LowHigh Light Renovations 800 s.f.x $ 60 /s.f. - $ 80 /s.f. $ 48,000 64,000$ Medium Renovations 800 s.f.x $ 90 /s.f. - $ 110 /s.f. $ 72,000 88,000$ Heavy Renovations 130 s.f.x $ 120 /s.f. - $ 140 /s.f. $ 16,000 18,000$ Deferred Maintenance -------------- $ 107,000 107,000$ Subtotal 243,000$ 277,000$ Miscellaneous Project Costs35%85,000$ 97,000$ Project Total Cost (2019 Midpoint of Construction)328,000$ 374,000$ LowHigh 341,000$ 389,000$ 355,000$ 405,000$ 369,000$ 421,000$ 384,000$ 438,000$ 399,000$ 456,000$ 415,000$ 474,000$ Projected Budget with an Average Annual 432,000$ 493,000$ Construction Inflation Rate of 4%449,000$ 513,000$ 467,000$ 534,000$ 486,000$ 555,000$ 505,000$ 577,000$ 2025 Projected Budget 2028 2020 2030 2026 2027 2020 2021 2022 2023 2024 2026 2027 2029 Year at Midpoint 2021 of Construction of Construction Year at Midpoint 2020 of Construction 2025 LowHigh LowHigh Projected Budget 2022 2023 2024 2028 2029 2021 2022 2023 2024 Year at Midpoint Projected Budget s:/Ci-Stillwater/Police/122219/Stillwater Police Space Program.xlsx Page 25 Comm. No. 182066 City of Corcoran Space Needs and Facility Analysis September 13, 2018 Page 26 Commission No. 182066 APPENDIX A – MEETING MINUTES MEMORANDUM To: Attendees From: Derek Gallagher | DG Date: February 9, 2018 Comm. No: 9999 Subject: City of Corcoran Space Needs Study Kick-Off Meeting February 7, 2018 Meeting Minutes bmartens@ci.corcoran.mn.us jbeise@ci.corcoran.mn.us kmattson@ci.corcoran.mn.us mgottschalk@ci.corcoran.mn.us jdunning@woldae.com Attendees: Brad Martens, City of Corcoran Jessica Beise, City of Corcoran Kevin Mattson, City of Corcoran Matt Gottschalk, City of Corcoran Joel Dunning, Wold Architects and Engineers Derek Gallagher, Wold Architects and Engineers dgallagher@woldae.com The Core Group from the City of Corcoran met with Wold to discuss the Space Needs Study process and establish preliminary guiding principles. Discussion Topics: A.Wold introduced the Space Needs Study Process. 1.Tasks: a.Organizational Meeting b.Tour Similar Facilities (Optional) c.Analysis of Current and Future Requirements d.Analysis of Existing Buildings e.Creation of a Square Footage Program f.Options Analysis g.Gain Approvals 2.Phases: a.Needs Assessment (One month Timeframe): 1)Finding Facts – Projection and Needs Determination 2)Review of Resources – Condition of Facilities 3)Criteria – Planning for an Ideal Operational Model b.Options Development (Timeframe determined by Core Group) MEMORANDUM Page 2 of 3 3. Role of the Core Group: a. High Level Collaboration – Involve all stakeholders. b. Inclusive Planning Process – Planning needs room by room. c. Ownership of Decisions – Addressing functional and operational needs. d. The group will be tasked with consensus building and identifying wants versus needs. e. Establishing Guiding Principles: The primary goals and objectives of the project. 4. The Facility Analysis Process explores conditions and deficiencies in the following areas: a. Site b. Exterior c. Interior d. Accessibility e. Life Safety f. Hazardous Materials g. Mechanical Systems h. Electrical Systems i. Space Summary j. Technology k. Expandability B. The group reviewed a number of example projects to foster conversation about Guiding Principles: 1. Cottage Grove City Hall/Police 2. Richfield City Hall/Police/Fire 3. River Falls Police C. In addition to the City’s established Mission Statement, Vision Statement, and Values Statements, the group discussed a preliminary list of Guiding Principles: 1. Reinforce role as the ‘Gateway to Town Center’. 2. Highlight rural/natural setting. 3. Balance rural character with the needs of a growing community. 4. Prioritize staff approachability but not at the expense of safety. 5. Consider long-term goals with any short-term solutions to space needs. 6. Provide modern staff support spaces. 7. Encourage interaction between departments. 8. Technological efficiency. 9. Provide functional EOC services/facility for community. 10. Address changing support at the county level. 11. Providing facilities for community use (i.e. a community room) was discussed. The group will discuss this with other stakeholders to determine whether this is an ongoing priority. D. The group discussed a number of items that could become Criteria later in the process: 1. Meet the needs of a staff that is projected to grow by an average of one full time employee per year. 2. Indoor parking facilities are a long-term priority. 3. Expanded evidence storage. MEMORANDUM Page 3 of 3 4. Police locker and changing facilities. 5. Improve flow and efficiency for interface between police department and the public. 6. Police interview spaces. 7. Provide city staff support spaces. 8. Security improvements for city administration facilities. 9. Long-term solution to storage deficiency (Expanded, offsite, or digital archives). 10. Balance space sizes with needs of users (e.g. office sizes). 11. Joel explained that some facility improvements such as improved accessibility, life safety upgrades, lactation rooms, energy efficiency etc. would be required by building code or OSHA. Wold can provide guidance in planning for these items. E. The group determined that touring other facilities in the area would be beneficial. F. Next Steps: 1. Wednesday, February 14, 2018, 1:00 p.m. – Wold will conduct walk-throughs with the City Staff and Police Departments and gather programming information. 2. Wednesday, February 28, 2018 – Core Group Meeting. 3. Wold will facilitate a time for the engineering team to meet with Public Works supervisor. 4. Wold will determine appropriate facilities for the group to tour in early March. cc: Andrew Dahlquist, Wold CM/MN/Promo/CI_Corcoran/min/2.7.18 MEMORANDUM To: Attendees From: Derek Gallagher | DG Date: February 20, 2018 Revised February 21, 2018 Comm. No: 9999 Subject: City of Corcoran Space Needs Committee Programming Meeting February 14, 2018 Meeting Minutes bmartens@ci.corcoran.mn.us jbeise@ci.corcoran.mn.us mgottschalk@ci.corcoran.mn.us jdunning@woldae.com Attendees: Brad Martens, City of Corcoran Jessica Beise, City of Corcoran Matt Gottschalk, City of Corcoran Joel Dunning, Wold Architects and Engineers Derek Gallagher, Wold Architects and Engineers dgallagher@woldae.com Representatives from the City of Corcoran met with Wold to tour the City Hall/Police facility and discuss existing space uses and needs. Discussion Topics: A.Police Department 1.The group toured the police department. Wold documented the existing spaces and determined current program usage. 2.Short and mid-term needs/changes (1-3 years): a.The Public Works Director is currently housed in the Police Department. The recently hired Detective will require this office space. b.More Evidence Storage. c.Evidence Processing space. d.Private Locker/Changing Room. e.Shower adjacent to Changing Room. f.Garage is short by two (2) stalls for current vehicle fleet. g.Kennel Space for K9 Unit. h.Interview Room off Lobby. i.Community Service Officers space (storage and small workspace). 3.Mid-term Needs/Changes (3-5 years): a.Adding a Drug Task Force Agent. b.Case Management Room. MEMORANDUM Page 2 of 3 c. One (1) additional Full-time Police Officer. d. Large Conference Room for 15-20 people quarterly meetings. e. Dedicated Equipment Room. f. Lunchroom. g. Plan for three to five (3-5) additional part-time Patrol Officers. h. Plan for two (2) additional full-time Patrol Officers. 4. Long-term Needs/Changes (5+ years): a. Space for three (3) full-time employees at front counter. b. Office space for two (2) full-time Patrol Sergeants. c. Sally port. d. Two (2) Holding Cells. e. Crime Lab space (depending on changes at county level). f. Locker Room with properly sized lockers. g. Armory with space for weapon cleaning/maintenance. h. Space for extended fleet currently housed at Public Works. i. Training Room. j. Fitness Facility. B. City Hall 1. The group toured City Hall. Wold documented the existing spaces and determined current program usage. 2. Short and mid-term needs/changes (1-3 years): a. Space for Public Works Director (moving from Police Department). b. Adding part-time code enforcement employee. c. Reconfigure permanent record storage and plan for additional future storage. d. Another Conference Room. e. Panic button at front desk. f. Quiet Room. g. It was noted that some workstations could be located in the reception area if security is addressed. h. A small window for reception to provide more direct customer service to public. i. It was noted that more functions could be shifted to open office configurations. j. Accessibility improvements. k. Security improvements to Dias. l. Adding Recreation Coordinator. 3. Mid-term Needs/Changes (3-5 years): a. Adding City Planner. b. Adding Utility Billing employee. c. Adding part-time Administrative Assistant. 4. Long-term Needs/Changes (5+ years): a. Adding Administrative Services Director. b. Adding part-time Management Analysis employee. c. Adding Community Development Coordinator. d. Additional A/V Equipment in City Council Chambers. e. Staff Lunchroom. MEMORANDUM Page 3 of 3 C. Next Steps: 1. The Space Needs Committee will meet on Wednesday, February 28, 2018 to review the existing program and discuss future needs. cc: Kevin Mattson, City of Corcoran kmattson@ci.corcoran.mn.us Andrew Dahlquist, Wold adahlquist@woldae.com MF/Promo/CI_Corcoran/min/2.14.18 MEMORANDUM To: Attendees From: Derek Gallagher | DG Date: March 6, 2018 Comm. No: 9999 Subject: City of Corcoran Space Needs Committee Programming Meeting February 28, 2018 Meeting Minutes bmartens@ci.corcoran.mn.us jbeise@ci.corcoran.mn.us mgottschalk@ci.corcoran.mn.us kmattson@ci.corcoran.mn.us jdunning@woldae.com Attendees: Brad Martens, City of Corcoran Jessica Beise, City of Corcoran Matt Gottschalk, City of Corcoran Kevin Mattson, City of Corcoran Joel Dunning, Wold Architects and Engineers Derek Gallagher, Wold Architects and Engineers dgallagher@woldae.com Representatives from the City of Corcoran met with Wold to tour the City Hall/Police facility and discuss existing space uses and needs. Discussion Topics: A.The group discussed a space program of the existing City Hall and Police Department as well as draft versions of future space needs in the short term (1 year), mid-term (3 years), and long term (5-10 years). B.The group discussed City Council/Community space needs: 1.The Council Chamber could be combined with the Community Room. 2.The Lobby does not need to be as large as it is currently. 3.Elections Storage is adequately sized. 4.There is a need for a public Coats Room, thought the flow would ideally be reworked. 5.The program should include increased Data Room sizes and a separate A/V Equipment Room. C.The group discussed City Hall space needs: 1.City Hall Shared: a.There will likely be two (2) people who need access to the Reception Desk in the mid-term, though the Reception Area could still be reduced in size. b.Add two (2) Contract Drop-in Workstations at 25 SF each. c.Add another 64 SF Drop-in Workstation for future. 2.City Admin: a.The City Administrator Office could be reduced to 180 SF. MEMORANDUM Page 2 of 3 b. The City Clerk Office could be reduced to 150 SF. c. The Administrative Services Director Office should be 150 SF. 3. Building and Inspections 4. Planning 5. Public Works: a. The Public Works Director should have a larger office. 6. Code Enforcement 7. Finance: a. It was noted that staff organization will eventually include a Finance Department and that Utility Billing should be reclassified under this department. D. The group discussed Police Department space needs: 1. Police Administration: a. The current Copy/Work Area is undersized for booklet-making needs. b. A Files and Supplies Storage Room should be added adjacent to the Copy/Work Area. c. Should plan long-term for a second Interview Room. d. The Police Lieutenant’s office should increase in size in the mid to late-term program. e. The Director of Public Safety Office would ideally be larger, though this could be supplemented by a conference room. 2. Investigations: a. Two (2) Detective’s Offices will be required long-term. b. A Forensic Office will be added to the late-term space needs. c. The Interview Room(s) should be located near the investigators. 3. Patrol: a. The program calls for 180 SF for the Report Writing Room which is enough space for four (4) to six (6) carrels. b. The Reserves Room should be increased to 140 SF. c. A single 140 SF office is sufficient for both future Patrol Sergeants. 4. Booking 5. Evidence: a. The Evidence Processing and Crime Lab spaces should be combined into one (1) 200-250 SF space. 6. Police Support Spaces: a. It was noted that the EOC is not adequate in size. The EOC and Training Room would ideally be adjacent and could be combined into one (1) large space potentially with a movable partition. b. It was noted that with the correct technology there is often not a need for a dedicated Video Viewing Room for the Interview Room or an A/V Room for the EOC. The program should reflect more space for Data though. c. The short to mid-term Lockers/Changing space listed at 200 SF would allow for lockers in an enclosed room, but would not be large enough for showers and toilets. MEMORANDUM Page 3 of 3 7. Police Squad Garage: a. The Specialty Vehicle Storage should be increased to also allow for the two (2) existing 42-foot trailers. E. Ambulance: 1. There is no space need for Ambulance Parking in the Police Garage. 2. The existing Ambulance spaces are sufficient as-is. F. Next Steps: 1. The Space Needs Committee will meet on Tuesday, March 13, 2018 at 10:00 a.m. to review the updated program and preliminary floor plan diagrams. cc: Andrew Dahlquist, Wold MV/Promo/CI_Corcoran/min/2.28.18 MEMORANDUM To: Attendees From: Derek Gallagher | DG Date: March 15, 2018 Comm. No: 182066 Subject: City of Corcoran Space Needs Committee Meeting March 13, 2018 Meeting Minutes bmartens@ci.corcoran.mn.us mgottschalk@ci.corcoran.mn.us kmattson@ci.corcoran.mn.us jdunning@woldae.com Attendees: Brad Martens, City of Corcoran Matt Gottschalk, City of Corcoran Kevin Mattson, City of Corcoran Joel Dunning, Wold Architects and Engineers Derek Gallagher, Wold Architects and Engineers dgallagher@woldae.com Representatives from the City of Corcoran met with Wold to discuss draft space use options. Discussion Topics: A.The group reviewed draft floor plans for each of the three (3) space needs phases discussed previously. These phases are described generally below and are also attached to these minutes. 1.Short Term: a.Council Chambers combined with Community Room. b.Open workstations relocated to former Council Chambers. c.Former City Administrator office converted to Kitchen / Breakroom. d.New Conference Room in City Hall Lobby. e.Police Department offices and lockers located in former City Hall spaces. f.Added Interview / Safe Room and modified Public Safety Director Office. g.Squad Room converted to Evidence Storage. 2.Mid Term: a.Vehicle Storage relocated to garage addition to the south. b.Several new and existing Police Department spaces relocated to expanded former Police Garage. c.City Hall expanded west to allow for more office space. 3.Long Term: a.Police Department functions removed from City Hall side of building. b.Former Police Department replace with new structure between existing City Hall and Police Garage from mid-term phase. MEMORANDUM Page 2 of 2 B. The group reviewed the options and discussed several items. 1. It was noted that the Council Chambers A/V Equipment Room could be shifted to a later phase. 2. It was noted that an open Conference Room in the City Hall Lobby might be more feasible due to the vaulted ceiling and need for access to the adjacent gardens. 3. The group discussed potential options to improve the flow to the City Hall Copy Room. 4. Access to the Mechanical Room and coordination with the existing equipment layout will need to be considered. Wold will explore other options, potentially with offices located in the former Council Chamber. 5. Ideally, staff would not have to pass the City Manager’s office to access the Breakroom. 6. The kennel will need to be relocated in order to maintain a space for weapons cleaning in the Police Garage. 7. It would be preferable to enlarge the Public Safety Director’s Office rather than add a small conference room. It was also noted that the new orientation would require new furniture. 8. The current lockers / changing area should be allocated for Reserves Equipment. 9. The CSO Area and Police Copy Work Area should be swapped. Some basic copy functions should be added to Police Reception as well. The CSO Area should be open to the EOC / Squad Room. 10. The group discussed the possibility of using the existing Ambulance Lounge as a Police Department Locker Room and relocating the Ambulance lounge. Wold will explore options. 11. It was noted that expanding to the South might not be ideal due to the location of the Septic Drain Field. 12. Two (2) construction phases are probably more feasible than the current three (3) phase plan. Ideally, all major construction (e.g. additions or a new building) would take place in a single phase. C. Next Steps: 1. The group will further review the options presented at the meeting and provide additional feedback about the ideal number and scope of construction phases before the next meeting. 2. The group will note any missing / extra workstations currently shown on the plans. 3. Wold will refine the short-term floor plan diagram based on feedback given at the meeting and will incorporate feedback about the mid and long term space needs as it becomes available. 4. The group will meet again on Wednesday, March 28, 2018 at 1:00 p.m. to discuss revised drawings. cc: Andrew Dahlquist, Wold CM/MN/CI_Corcoran/182066/min/3.13.18 MEMORANDUM To: Attendees From: Derek Gallagher | DG Date: May 15, 2018 Comm. No: 182066 Subject: City of Corcoran Space Needs Committee Meeting May 9, 2018 Meeting Minutes bmartens@ci.corcoran.mn.us mgottschalk@ci.corcoran.mn.us kmattson@ci.corcoran.mn.us Attendees: Brad Martens, City of Corcoran Matt Gottschalk, City of Corcoran Kevin Mattson, City of Corcoran Joel Dunning, Wold Architects and Engineers jdunning@woldae.com Derek Gallagher, Wold Architects and Engineers dgallagher@woldae.com Representatives from the City of Corcoran met with Wold to review updated bubble diagrams and discuss preliminary budget projections. Discussion Topics: A.The group reviewed bubble diagrams for the two proposed project phases. The diagrams have been updated to reflect the feedback below and are attached to these minutes. 1.The Drug Taskforce Agent should be at a drop-in workstation in the Detective Office/Case Management Room in order to provide the Police Lieutenant Office with enough space. 2.The group discussed the possibility of shifting the Interview Room south to align with the reception area and create a more usable Conference Room in the second construction phase. This option is reflected on the attac hed plans, though the exact layout of this space can be determined in more detail during design. B.Wold will conduct a cursory Building Analysis to determine whether any building systems should be updated along with the proposed construction. C.It was noted that there is no fire suppression in the existing building. However, code requirements for exiting are unlikely to change significantly since the proposed project would eliminate some assembly space in the building. The group would like to reach out to the Fire Marshal about the proposed changes. D.The building will be occupied during construction, which will affect cost and will require phasing coordination. This will occur later in the process. MEMORANDUM Page 2 of 2 E. The group discussed preliminary budget projections, which are attached to these minutes. 1. It was noted that the numbers presented are based on average cost per square foot for similar projects, and therefore, represent conservative budget numbers as opposed to detailed estimates. 2. Wold could conduct a more detailed analysis or have an in-depth estimate conducted by a third party if the group determines this in necessary. 3. A discussion among city staff is required to determine if scope could be reduced or shifted to a later phase before the group reports to City Council. 4. It was noted that a decision will need to be made about modifying/adding utility services with the proposed projects. 5. The first construction phase should include renovations of the public toilet rooms including new partitions and sinks at a minimum. Next Steps: A. Wold’s engineers will conduct a cursory building analysis. B. City staff will reach out to the Fire Marshal with information about the project. C. City staff will discuss potential scope and phasing changes as well as determine whether additional budget projections/estimates are necessary. D. Brad Martens will determine whether additional existing construction documents are available and send them to Derek at Wold. Attachments cc: Andrew Dahlquist, Wold CM/CI_Corcoran/182066/min/5.9.18