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HomeMy WebLinkAboutCouncil Workshop Minutes 01.14.2003 MINUTES COUNCIL WORKSHOP JANUARY 14, 2003 6:30 P.M. COUNCIL CHAMBERS A Council Workshop was held in the Council Chambers and called to order by Mayor Bud Johnson at 6:30 p.m. on January 14, 2003. COUNCIL MEMBERS PRESENT: x Lauren Van Roekel _x_ Doug Poehls x Ken Olson x Mark Mace _x_ Gay Easton _x_ Daniel Dart x Dan Mears x John Oakes OTHERS PRESENT: Larry Tanglen Scott Atwood Gary Colley Matt Erekson Dave Zimmerman Jan Faught Mike Zuhoski Larry McCaun FAP building - Scott Atwood · Estimates of building expansion - Fire Department - approximately $70.00/sq. ft. · In twenty years, the building facility will be inadequate. · Gary Colley stated that Laurel's future growth should be considered. · Copies of Preliminary Submittal of Findings for the Laurel Public Safety Complex prepared by Myhre & Atwood were distributed to mayor and council; copy is attached to file minutes. Report and review of Police Procedure & Policy Manual - Mike Zuhoski · Last updated in 1993 · Two-year project · First 10 policies were fine-tuned to fit Laurel's needs from model policies received from MMIA · Policies were reviewed by MMIA and the Attorney General · Police Department trains employees to this policy · Copies of the manual were distributed to mayor and council prior to this meeting. Wastewater Facilities Plan · No discussion Resolution of intent to raise water rates · 10-million gallons/day capacity design; includes 3 million gallon overage · 20-acre/feet water reservation · Proposed water rate increase information is attached to these minutes. Parliamentary, procedure · No discussion Council attendance · No discussion Agenda discussion · No discussion Announcements · No discussion Ci.ty Attorney position · Structure of City Attorney position o Two attorneys - allows more resource o Matt - talk to another attorney o Discussion regarding situations Matt has mn into · This week is unusual due to circumstances of 60 hours. · Matt needs more money. · Matt is spending more time; however, he is not able to collect monetarily. o Civil attorney abilities are hard to find. Other items · Ken Olson stated need to hold open public comment on sign ordinance. · South Pond not yet annexed. o Resolution of Intent to annex was done in May 2000. o Resolution of annexation is on January 21, 2003 council agenda. · Council workshops o No council workshops scheduled past January 14, 2003. o Ken stated that workshops are of value. o Dan Dart stated that workshops provide an opportunity for receipt of information. · Council Retreat o Scheduled for Saturday, January 18th at the Super 8 Motel. o Breakfast starts at 7:30 a.m.; workshop begins at 8:00 a.m. The council workshop adjourned at 9:00 p.m. d~n, Mayor :T is' meeting' is open to the public. This meeting is for information and discussion by the Council. Timeline Laurel WRF Intake Project City Council Meetings: January 2003: 7th 21st February 2003: 4th 18th March 2003: 4th 18th April 2003 8th 22na January 7th -- Council adopts Commitment Agreement by Resolution and Reimbursement ResOlution; construction starts : January 14th - Presentation to Council on Project Scope of Work and process for work on user rates and charges January 21st - Council adopts Resolution of Intention to Increase Rates and Charges January 29th - Publication of rate information in local newspapers February 5th - Publication of rate information in local newspapers and mailing of rates and charges increase notices to all users of the system and MT Consumer Council February 12th - Publication of rate information in local newspapers February 18th - Public Heating on rates March 4th - Adoption of resolution approving rates and charges increase and copy of revised rate schedule filed with the city clerk/treasurer and PSC March 12th - On or before this date: Certificate prepared by Bond Counsel executed by a consultant (presumably the auditor) that the additional bonds test (Section 8.2 of the Original Bond Resolution) is met. Also Certificate by the mayor and fiscal officer that Section 8.2 is met (this will also be prepared by Bond Counsel). March !Sth - Adoption of Bond Resolution April 10th - Distribution of Closing Documents April 21st - Estimated Closing and Funding date of second loan Proposed Water Rate Structure 2003 Present Rates 2003 rates at 10% 2004 rates at 6% 2005 rates at 6 % Meter Size Residential Commerical Inches Base rate Base Rate 3/4 $20.70 $20.70 $22.77 $2.4.1,~ $25.56 I $25.60 $25.60 $28.16 $29.8~ $31.~ I 1/4 $37.36 $37.36 $41.10 $43.5~ $46.1~ I 1/2 $60.10 $60.10 $65.11 $58.43 $61,93 2 $79.50 $79.50 $67.45 $92.7~ $58.2{~ 3 $148.10 $148.10 $162.91; $172.68 $183.08 4 $246.10 $246.t0 $270.71 $286.98 $304.17 6 $491.10 $540.21 $572.6~ $606.98 8 $785.10 $863.61 $915.43 $970.36 10 $1,177.10 $1,294.81 $1,372.5{~ $1,454,86 12 $1,561.10 $1,717.21 $1,820.24 $1,929.46 14 $1,961.10 $2,167.21 $2,286.64 $2,423.84 Present Consumption Rate 2003 Consumption 2004 Consumption ~006 Consumptior per 700 cubic feet $1.10 $1.21 $1.28 $1.36 All customers are billed one unit. minumum water bill $21.80 $23.98 $25.42 $26.94 Average Water Bill for residential customer based on average consumption $28.40 $32.46 $34.40 $36.46 Raw water rata is per 1000 gallons 0.26 0.31 0.33 0.36 New Service Fee - System Development Present Fee 5/8-314" line $1,000.00 $1,100.00 $1,166.00 $1,236.0 1" line $1,500.00 $1,650,00 $1,749.00 $1,864.0 1.28" line $1,879o00 $2,062.60 $2,186.00 $2,318.0 1.5" line $2,260.00 $2,475.00 $2,624.00 $2,782.0 2" line $3,000.00 $3,300.00 $3,498.00 $3,708.0 3" line $4,500.00 $4,950.00 $5,247.00 $6,662.0 4" line $6,000.00 $6,600.00 $6,996.00 $7,416.0 First Major Rate Increase · Reaction to Mandate from the State · Chlodne contact time before 1~ customer · Project cost 4,200,000.00 Project New Contact Basin New 18 inch lines to City Clean and Paint Reservoir Cover o~d reservoir Events that Set the Stage · 1996 Ice jam ruptured intake lines - $2161000.00 · 1996/199?flood deposited 15000 cu. Yards of gravel upstream from the intake Construction Costs Issues · $2,636,600.00 · Single Bid · Plans reviewed for cost · Reviewers - U.S. Andy Corps - Mon~sen Maierie - DEQ - Stillwater Engineering Studies and Outside Funds · U.S. Army Corps Section 22 Grant $35,000 - Evaluation of Sediment problems · Project Impact Grant $37,500 - MitJgaUon Study · Water Resources Development Grant $400,000 - Engineering - Temporary Wa~er - Pumps · Loan Balance fl'om existing SRF Loan $700,000 Loan to Fund Construction Costs · SRF Loan Payment - $36,00(3.00 Loan - $43,000.00 Operation and Maintenanoe · Tatal Funding Need $144,000.00 3 Future · Facilities plan - Request for proposals due February 2003 Where Are We 5 Laurel Public ~afety Complex Preliminary Submittal of Findings Proposed Additions/Remodeling/New Construction January 14, 2003 :~,At~9oa I A~rchimcts and Planners !301 Division Street Billings~ Montant~;5910L: INDEX Existing Facility Floor Plan Site Layout Summaries of Space Requirements - Written and Graphic Ambulance Fire Department Police Department Projected Cost Estimates Base projections of S.F needs Ambulance Fire Department Police DeparUnent Options Basic Addition?? Expanded Addition?? New Consmaction Relocation of Fire Department ?? Other Possibilities?? 5, Support Information Existing Facility Summary of Space Requirements Written and Graphic SPACE NEEDS TABULATIONS AMBULANCE DEPARTMENT Training Room (20 people) 20'x36' 720 s.f. Offices (2) Crew Manager 12'x12' 12'x14' 144 s.f. 168 s.f. Bathrooms with Showers (2) Mens Women's 10'xl 1' 10'xl I' 110 s.f. I10 s.f. Lockers and Storage 12'x15' 180 s.f. Dorm Room. (on call - 2 per shift) Bay Space (vehicular) access to sides of vehicles Emergency shower 13'x15' 16'x32' 4'x4' 195 s.f. 512 s.f. 16 s.f. Laundry 7'x8' 56 s.£ SPACE NEEDS TABULATIONS FIRE DEPARTMENT Training Room (35 people) 20'x42' 840 s.£. Of'flees (2) Office I 12'x12' 144 s.f. Office 2 12'x14' 168 s.f. Lockers and Storage 15'x20' 300 s.f. Vehicle Bays (4 additional - includes Maintance Bay) 16'x36' (x4) 2,304 s.f. SPACE NEEDS TABULATIONS POLICE DEPARTMENT Training Room (20 people) 20'x36' 720 s.f. Offices (3) Office 1 12,x12, 144 s.f. Office 2 12'x14' 168 s.f. Office 3 12'x12' 144 s.f. Dispatch 15'x17' 255 s.f. Lockers and Storage 12'x 15' (Non-identified - recommended space) 180 s.f. Projected Cost Estimates ] 2 ^ i B Ambulance Department January 10, 2003 Project Name: Laurel Safety Complex Study Preliminary Estimate of Probable Costs C D Project No. 2002-39 Cost Estimate #1 14 15 These numbers har,~ NOT been researched with any Contrac[ors and represent our best jud~lment of possible costs based on our knowied~e of the Project and the Owner's goals at this time. Training Room General Area 720 AMOUNT Offices Crew $55.00 $39,600.00 $11,520.00 $13,440.00 J 22 Men's Showers) Women's 24 ! 26 JLockers and Storage I' 27 General Area I 28 / i 30 ,IDo,-m Room $80.00 ~1oI $~o.oo 110 $~10.00 $12,100.00, $12,100.00 180 $65.00 $11,700.00 ¸ 39 I47 48 49 General Area 195 $80.00 $15,600.00 General Area 512 $50.00 $25~600.00 GeneralArea TOTAL ESTIMA~P-U CONSTRUCTION 5( $80.00 $4~480.00 $146,140.00 RECOMMENDED CONTINGENCY 15% AT THIS TIME $211921.00 Sub-Total 16 17 ,I 18 I 23 ~ 24 25 26 ~ 30 34 35 30 38 40 A B Fire Department January 10, 2003 Project Name: Laurel Safety Complex Study C Preliminary Estimate of Probable Costs These numbers have NOT been researched with any Contractors and represent our best judgment of possible costs based on our knowledge of the Pr~ect and the Own~s goals at this time. AREA TOTAL S.F. i Trainin~l Room General Area 840 ~Offices DOLLAPJS.F. D Project No. 2002-39 ~Cost Estimate ~ AMOUNT $55.00 $46,200.00 Office 1 Office 2 ~64~ $80.00 J $'11,520.00 $80.00 $~3,~40.00 Lockers and Storage General Area Vehicle Bay Space 300 $65.00 $19,500.00 General Area 2304 $50.00 $115,200.00 TOTAL ESTIMA I ~-L) CONSTRUCTION $205,860.00 RECOMMENDED CONTINGENCY 15% AT THIS TIME $30,879.00 2 3 ~ 6 , 7 8 i 13 A B C Police Department January 10~ 2003 Project Name: Laurel Safety Complex Study Preliminary Estimate of Probable Cos~ These numbers have NOT been researched with any Contractors and represent our best judgment of possible costs based on our knowledge of the Preject and the OwneYs goals at this time. AREA TOTAL S.F. t DOLLAR/S.F. / Training Room Offices ~ Office 1 18 Office 2 I 19 Office 3 Dispatch 23 i 25 29 30 31 34 3s Project No. 2002°39 Cost Estimate #3 AMOUNT General Area 720 $55.00 $39,600.00 $80.00 I $13,440.00 $80.00 $111520.00 General Area 255 $95.00 $24,225.00 Lockers and Storage General Area 180 $60.00 $10,800.00 TOTAL ESTIMATED CONSTRUCTION $111,105.00 RECOMMENDED CONTINGENCY 15% ATTHISTIME $16,665.75 - 3~876'' Sub-Total Possible Options OPTION 1 BASIC ADDITION It is apparent from the square footage projections that a basic addition (under 600 s.l) will only make a dent in the identified space requirements for the 3 agencies operating out of the building. It is the opinion of the architect that a basic addition would not be an effective use of construction dollars because so little is gained by such an addition. The location of the addition onto the existing building is so limited that only one agency would realistically benefit from it.....most likely the Ambulance Department because of proximity to the the existing office/drive through vehicle area. OPTION 2 EXPANDED ADDITION An expanded addition (estimated at 2,500 s.f.) will certainly address more of the brute square footage needs of the 3 agencies, but because of the site limitations, the proposed addition would only benefit the Ambulance and Fire Dements. In addition, the location of the addition will almost certainly only allow the space to be used for vehicle/equipment needs.....completely overlooking the staffneeds of the Departments. The location of the proposed addition would require adjUStment to the vehicle parking arrangement and most likely would require modification to the existing building to accomodate the ladder truck's large size. Lastly, it should be noted that an addition does not provide relief for the parking needs of 35 volunteers as they respond to a situation. zI OPTION 3 NEW CONSTRUCTION/RELOCATION As one considers relocating one of the agencies to provide additional square footage for the remaining 2 agencies, it becomes apparent that the Fire Department is the most likely candidate because of their large square footage needs in terms of vehicles.....both in terms of indoor storage and outdoors parking for volunteers. Fire Department construction is generally considered the least expensive construction (of the 3 agencies) because the ratio of large relatively unfinished spaces to smaller, more expensive office spaces is high. While relocation of the Ambulance Department certainly would require a smaller facility, its removal would not provide much usable square footage for either the Fire or Police Departments. OPTION 4 BRAINSTORMING OF OTHER ALTERNATIVES At tiffs early stage of the study we have not held any brainstorming sessions for alternative solutions to investigate. We would be happy to meet with Department heads again to document the findings of such a meeting. Support Information 915-1015 36-40 Typing Table Hgt Or Wall Min Space To Use Desk 36 Large Intimate Personal Distant Personal Space Public Space 36 Avg Copyright © t 996 Architectural GRAPHIC Standards CD-ROM John Wiley & Sons, Inc. New York, NY OFFICE space ALLOWANCE GUIDE (SF). Top execul]ve 400 -600 Managers 150 -200 Assismnt managers 100-125 Supervisors 80-100 Operator( 60 inch desk) 50 - 60 Operator( 55 inch desk) 5;0- 55 Operator( 50 Inch Desk ) 45 Standard letter file 6 Standard legal file 7 Letter lateral file 6.5 Legal lateral file 7.5 Video studio 900 Meeting room ( over 200 people ) 2000 Copyright © t996 Architectural GRAPHIC Standards CD-ROM John Wiley & Sons, Inc. New York, NY CC)RRYHII~ BI='RT CORP. Copyright © 1996 Architectural GRAPHIC Standards CD-ROM John Wiley & Sons, Inc. New York, NY ~'I,.E:VA'I'I ON Dr'~K: BINGLE OR DOUBL£ Copyright © 1996 Architectural GRAPHIC Standards CD-ROM John Wiley & Sons,/nc. New York, NY