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HomeMy WebLinkAboutMinutes 2006-2008• CITY OF EVANSTON, ILLINOIS Civic Center Committee February 28, 2006 AGENDA SUMMARY 7:30 Roll Call: Aldermen Bernstein, Tisdahl, Rainey, JVynn, Moran, Wollin, Jean —Baptiste, Holmes, And Hansen. Staff Present: David Cook, 1tlar Rubin, hlayor Morton, Julia Carroll, Trace Norfleet, Carlos Ruiz, Gavin Morgan and Mary Rodino US Equities: Martin Stern, Yolande Valle 1. Review of Meeting Minutes:10/19/2005 Reserved 2. Mr. Marty Stern Mr. Stern stated that the scheduled provided a year ago there have been delays bringing things together and making a decision but we are showing a date of November 30'h, to get things done. He also stated that things could be speeded up depending on decisions that are made with regard to the individual sites that are under consideration. We do have a longer lead time with the consultants that are ready for hire. We were also short cutted by the discussion of whether we had the right to hire the consultants and I think that's been resolved and we are ready to move forward on engaging the program and experts. Alderman Bernstein Let's address the threshold question: Cart or Horse Do we see what we ate going to get out of this land to make a determination about what we have to spend? Do we go acquire property then back into? To hire a consultant without the knowledge of geography for space sounds difficult to me. Marty Stern The consultant is really the programmer who will confirm the amount of space needed. Once we have a specific location/locations the programmer will then take a look and test these locations and it will fit into the amount of space needed getting the program now is very critical. So far will have been working with a programmer who has been very good and satisfactory to date. Based on -what has been prepared we need a programmer that will make sure that space is adequate and efficient, That's necessary no matter if we stay here on move. A true updated program is needed that's the goal to hire a programmer and get this program. We are also looking into hiring an efficiently study expert to take a took at how the city handles money and make sure that space is being utilized properly. . Julia Carroll Give us some direction on where to go C•Tm utteau and Sminps tauiucll 1 ocal 5ctiinps=Tem;w r Inwma Filcs'oLK 10 Committee .% inutts 2.28-06.dw �,; Alderman Rainey The efficient part of the study I support. I think it is important to bet the study and ifa good job is done with that you can pretty much establish tlic parameters of the type of building is needed along with the size requirements of space. Alderman Moran In terms ofthc program study space utilization study we should go forward with that. I think that a key aspect of what we need to do. What we need to know is what space is needed. I think that there are a lot of permationations that we can look at in terms of understanding where we can go. As long as we know what space is needed that keys everything else and I don't think it's geographic. Once amount of space is determined then we can key off whatever we are looking at.. I also think we need to get to the idea of focusing on where we should be looking. %Vhere are our prime locations? A lot of discussion over the course of time has been prominxty to public transportation, central location, near parking. There is a whole range of important considerations we need to think about and look at. we need to be efficient in how we move forward. But until we hire someone who can come in and study on things and tell us what we need, how much we need its going to be hard. Alderman Baptiste If I understand correctly we are proposing a program study to determine what we might need in the new Civic Center Alderman Bernstein What we will need, how it's going to fit together, maybe what can excluded and what we can bring back in. Alderman Baptiste I would be opposed to doing that before we identify go after a site and have that site. Because I think until we have that having this study this thought as to what the relationship of one department would be to the next. How they sit next to one another and what programs we will have in the building would be in the abstract, it would not be there would be no site and no place to put ideas. It seems to me it would be totally premature lets talk about how much space is needed, location that can be accommodated parking go after you can very well have a great program study and sit on it for five years. I think we can make a general estimate in the amount of space needed and go after particular site can we in pack a certain area if the Civic Center is put there therefore go after that area. I would not think it would be wise to do a whole program study. Alderman Rainey So you see us first as identifying a site then do a program. Alderman Baptiste I'm talking about sequence. Site, program study you might find a site that will not accommodate the space .What is it that you need that you don't have now in term of promatic Alderman Wynne A couple of things I agree with Ann it would be foolish to move into a site without a program and an example of that is at the library where children's section money was not allocated. My first question would be is: How long would the program study take. Why wouldn't we engage this go forward. C:Owumen(s W Sntinrs esutwell 1 tx:A ."wi t icmp"D fmcmict rttr 019 1A ('mnmmcv S1mutra 2.284)(i dor �i� u - - ._ �, 4� ,t,r�1'�• ..ins �__{.-r _�;1S.Rw��L�1 4 Marty Stern 2.3 months Alderman Baptiste If the study took 2-3 months to me it would more effective study once we close on a site. Marty Stern To do this in sequence the fact of the matter is you don't want to start drawing until you have a program. You want to know who will be where. The data will be useful wherever we go Alderman ,Moran I move that we go forward in finding a consultant that will do this study for us. I make a motion that the City should issue the RFP work with US Equities in terms of targeting and fashioning the consultants that come back. The Doyle report is eight years old and a lot has changed over those years and I think we should start fresh. Alderman Bernstein Second the motion Alderman Baptiste I just want to say to the committee members whom have not made up their minds That the expenditure for the study you can't get back money to wait and do the study once we have closed on a certain building. Alderman Bernstein If the motion is passed a check will not be written tonight. We will find someone to do the study and the same time find a site. Alderman Baptiste Do you intend to have the two work together? Alderman Bernstein Yes, I'm just expressing my since of urgency in this. Alderman Wollin I agree with Julia and Marty that the Program statement is needed and go with applications in house. Alderman Rainey I would just ask that the CM be involved in your selection Marty Stern Absolutely Alderman Bernstein Motion made to have CM work in conjunction with US Equities not to duplicate 3. David Cook On February 9, 2006 the Civic Center was placed on the Nation Register of Historic Places, there are no ramifications. Alderman Rainey May we have something in writing about the implications of this building? Alderman Bernstein Pro and cons in writing. What are the implications" C ki unnent+ aril ". 6n=s vautMett I oral ."Iinp, fem[kwuy (ntennet I sks N K In 0anmuav Atjnutn l-IM, tItV Mr. Kennedy Four Developers came in and looked at the building. Two developers found that the current plan isn't ready for development. He made a point that the City of Evanston should be ready to say that they are ready to sell the building. He has asked Alderman Bernstein for a break down on how the City of Evanston will come up with the 20k funds needed. He wants to save the building. Alderman Bernstein We had developers come in and we have determined what will and will not be here We talk about set back, green space. You want us to design a project and have developers come in and buy the project. I don't think that's the best way and we have gone through that. Mr. Kennedy I want to save the building Alderman Bernstein We have never negotiated against ourselves 1%1" Stern I want to point out to everyone that at the time we go out to bid on this property we should accept proposals and give pre access to everybody who wants to redevelop this building. Get proposals compare all and council should decide what it wants to take. You will have concrete proposals that you can choose and evaluate one against the other. Alderman Bernstein Finally let me say that our desire, responsibility is not only to save the building but to preserve the neighborhood. We have worked long time with the neighbors to address their concerns and needs and those are the perimeters that we have adopted two years ago. I motion to go into executive session. Alderman Moran I would like to say one quick thing. John if these people are so hot on us they should come forward with a plan. I have not yet seen a situation in this town where someone is anxious to move forward on a development plan they don't come and tell us what they would like to do and how their project will work. I will tell you I don't think it's our job to convince them there's a buyable project here it's their job to come and convince us that they will pursue a buyable project. I think you have the shoe on the wrong foot I just want to make that clear. Adjourn to Executive Session to discuss Real Estate Issues Adjournment CeDocummu and Settinps taut% -ON ocal SMtinplTemporary Intemrt Files'OLK 1 d,Cornmince :klinutcs 2.29-O&doc CITY OF EVANSTON, ILLINOIS Civic Center Committee MY 27, 2006 AGENDA SUMMARY 5:40 Roll Call: Aldermen Bernstein. Tisdahl. Raine}, 16,nn, Aforan, Wollin, Holmes, Staff Present: David Cook, Afar Rubin, Afgyor A-forton, Julia Carroll, Review of Meeting Minutes: 03/24/06 Approved Julia Carroll introduced Jaime Velez and Diane Schurccht consultants from Skidmore, Owings and Merrill LLP, firm hired by the City of Evanston. Council members in return introduced themselves Diane opened up a discussion with various topics to Council members such as what did they see in the future for Evanston how they project that the city will change. Alderman Bernstein stated that they are hoping that the city doesn't change and we are changing to stay the same. He gave them a brief dcscription/history of Evanston Julia will give SOM detailed data on Evanston. Alderman gave their indi%idual opinions on the identity and the reputation of Evanston. They also gave their opinion as well as what they think is the resident's opinion on the Ci%7c Center, They want to be accessible; extending customer service is important as well as giving a welcoming feeling to the community. Overall input was given what people foresee the future needs for the new Civic Center as well as other issues. A discussion of other entities move into the new building. Such as ECMC. Assessor and the Township, housing them into the new building and «•hat their needs would be. Julia expressed what her vision is for the organization. Question was raised to Jamie what percentage working with older buildings changing it around, renovation and brought it up to meeting the expectations of the community. Jamie stated that there arc quit a few and gave the names several sites that his firm has done work for. Adjourn to Executive Session to discuss Real Estate issues Adjournment C.Ooctmwnts and Settinecautx&Lacal Settiz glcmpwary Internet Files OIJUO'Committee Minutes 7-27-06.doe Civic Center Committee 1/10/07 Roll Call Present: Mayor Morton, Aldermen Baptiste, Moran, Rainey, Wollin, Tisdale. Holmes, Hansen, Bernstein, Wynne Staff. Julia Carroll, Rolanda Russell, Judy Aiello, Herb Hill, Dave Cook, Dave Jennings, Jim Wolinski The meeting minutes from 8128106 were approved Dave Cook reported that the architectural firm of Skidmore Owings and Merrille (SOM) had received the bulk of the Space Needs Suney Responses from the departments and divisions located within the Civic Center. He further reported that he anticipated that a final report should be ready within two months. Opened up for public commentary: Walter Kihm requested that the Committee take a serious look at the Westside site Anna R. Ross stated that she along with other members on the Westside feel that it would be beneficial and a strong investment to the Westside Mayor Morton gave a brief history on the Westside how improvements have been made and how the Westside is growing and continuing. Lonnie Wilson staters that a lot has been done within the last year but in the past a lot of nothing was done and believes that a positive action should be made. Alderman Rainey objected and challenged the comments made that insinuated that the City doesn't care about the Westside. Alderman Hanson stated Council shouldn't discount feelings and comments made and what the participation is of some of the residents on the Westside An unidentified neighbor of present Civic Center site asked that the Council reconsider the economics of putting high density housing on the current location. He along with other neighbors would like to see R 1, R2 zoning A second unidentified resident of south Evanston stated that she knows how the Westside residents felt. She stated that south end residents felt that the residents on the north end of Evanston were considered more important and had their issues addressed first. Meeting adjourned to Executive Session @ 7:00 l ::>:r:±, a' ; + a:... .-: I , :..' •, i'll ; t ; I :'i, r d e:'- , { ,p, %Itttit c, J,X: Civic Center Committee 2/20/07 Roll Call 6:10pm Present: Mayor Morton, Aldermen Baptiste, Moran, Rainey, Wollin, Tisdahl, Holmes. Hansen, Bernstein, Wynne Staff. Julia Carroll, Da%id Jennings, Max Rubin Minutes from 1/10/07 read and two (2) modifications were made Public Comments: Brian Becharis, 619 Oakton, renovates buildings as a hobby and stated he has heard a lot about Civic Center issue. He's urging the citizens not to do anything rash. The numbers given seem to be pricey compared to his experience. The council should be thoughtful in this regard. John Kennedy,1119 Hinman, spoke and made these points (Provided in writing by Mr. Kennedy): 1. Our intention is to enter into a rational dialogue with the city staff, the council and of coarse the residents of Ev. There should not be 'opinions' on the cost of firing the roof or gutting and rehabbing the basement. Let's get some real estimates on these itents that come fron real contractors and engineers. That is what our group will try to accomplish going fonvard. Furthermore, since many in our group are architects, engineers, contractors and designers, we stand ready to aid the city in this task. Z The reason we have shifted our position from 'preserve the building' to 'stay in the building' is purely economic. IN le the concept of getting S 20,tf from the sale of T100 Ridge and that would pqy for a nnLn%, Civic Center may have been tnue 4 rears ago, we believe that it is not true today. {Pith a depressed housing market and the cost of building new escalated, the S 20Usivap no lounger irorks. And if Mott are going to pull the difference (that may be as touch as SIOM) out of taxpayers, then star nti-hererou are and don't take another 3 or 4 acres of commercial land off the tar roles. 3. The S31A1 quoted in the council 's referendum is iva'v over the top. 1171ile the cite provided a breakout of the core components, (see below), the per sq foot cost of rehab is way off the charts. Afallinckrodt vas just rehabbed at a cost of 5130/Sgft., whereas the cities estimate (compensating for the loss of space due to the demolition of the older portion of the building (the eastAvest wing)) is 5300, more than twice a figure of a rehab that had to put in multiple bathrooms, kitchens and other amenities that go along with a luxury apartment. I urged the council not to wage their campaign based on inflated and unreal figures — it will only make this process difficult. or The components of the S20 million: Temporary relocation 53.10 million Demo of the 1909 portion 50,23 million Constriction costs 519.90 million FF&-E 51.35 million Parking structure 56.30 million Total 530.96 million Note -- the city's memo explains that the parking structure is there only to accommodate the sale of the air rights over the parking lot, and that if they did not sell the air rights, no structure is needed. Also, the}, did not count the revenue against this figure from the sale of the air rights. (11'e figure that if they did and TIF'ed the project, the city could get S8- IOAL) Please give us ? months to get to a common set of numbers. There are experts in Evanston available to work with us. Me should shift our approach. Originally there was a $20 million sivap, TIF options and a Developer. It ntay have been tree then but not today. the value here is not the same and the developer nay not be here anymore. Building costs have gone up. It should take S10 to 15 million stay and not to take land off tar rolls. Roger Parris, 2130 Greenbay Road; has land here in Evanston and is willing to sell for just compensation. Two parcels, approximately 6 acres in all, not specifically calculated. If the City is interested, do not go for a condemnation of purchase for just compensation. Alderman Bernstein received a letter from Jonathan Wertheimer, regarding the property. Todd Smith 2033 Darrow; Relocate to 5`h Ward. It will provide a major impact and empower the people in the area. Opening businesses in the area will make a positive impact. Referendum Discussion: A cost of S31 million including a parking deck for a S6 million; need to sell off the property in order to afford it. Julia Carroll: possible to tear down 1909 section, net cost S 10 million based on density of development. Alderman Bernstein: Promises were made to the neighbors of the Civic Center that the City would maintain the setback on the property. The park space is inviolate. We need to minimize any new construction and try to maintain the setback. The building is used six days a week and is a busy area. Alderman Rainey: we need to visualize in order to understand the use of the space. Alderman Bernstein: said that in reference to the referendum, the numbers are the costs to rehab and no others are; the maximum costs should be reflected. David Jennings: The existing lot is now 225 spaces and we could pick up an additional 75 for S150,000. We would need to move north only a couple feet and our aisles are way oversized; the islands need to be eliminated. Alderman Tisdahl: felt as if it's too much for parking, rehab while we stay here although it may not be pleasant. Alderman Holmes: the type of rehab would dictate the level of impact. Julia Carroll: in respect to rehabbing the building in phases, with the old heating systems we have, it would require operating two systems running at the same time. There would be considerable disruption as we relocated the elevator cores, replace the bathrooms while the general public comes here to interact with government. The right path would be to move out. Then we rehabilitate the building and move back in. Alderman Bernstein: we're trying to be truthful. The additional referendum was in concern for the citizens to allow them to have a fiscal reference. Alderman Moran: for the education of the public, we have a rough cut analysis and we have not decided on our approach. Therefore it is not quantifiable. People need to understand that this is an estimate of things that have not been decided. Alderman Baptiste: we need to get the information out that the range could be higher or tower. Alderman Rainey: we have a list of public concerns from the past. Alderman Bernstein: we have an idea of what the cost is going to be. We have been presented with the Manchester property today. When we originally started it was S20 million and they were townhouses in the dravvings. Alderman Baptiste: how do we educate the people' Alderman Bernstein: it is now more appropriate that we are in the budget process. We only spend S7 million year on C1P projects; «-e could not stop doing everything else and just spend money for the Civic Center. We do not have definitive numbers from a developer. We need to market our position in respect to the referendum. Alderman Rainey: people should vote on proper information. 1. There is no opportunity for revenues here. 2. If we sell, we generate revenue in the ongoing tax increment could be used to pay off the bonds. 3. The City Council set priority to developers who wish to save the site. 4. The green space stays. The main issue is we stay and pay, or we go somewhere else. John Kennedy requested permission to address the council. The friends ofthe Civic Center have examined scenarios to pay for this. Sell the air rights and TIF the space above the parking area. Possibly make SIO million and a renovate some of the space at the Civic Center. There is a group of architects within the front of the Civic Center with a view on this renovation. The airspace may support ?O to 30town homes. Alderman Bernstein wants the architects back in to discuss that issue Alderman Rainey: If the market is soft it may not be good to have parking underneath the town homes. Alderman Holmes: early on, the developers came and spoke about 90 town homes and 65 feet with a rise in the first level. Possibly double deck. Alderman Baptiste: Friends of the Civic Center want to preserve the Civic Center; so does the council. The current location does not accommodate us and the systems need replacement. We need to get a developer for the site and find another site for the Civic Center Next step is to explore costs and possibilities of design and ideas and options. The replacement of the cooling tower reiterates our systems issue. We need to get on the same page on location if it doesn't make sense financially. Ken Cox of the Law Department pro%ided information regarding regulations that apply to the referendum. The council is prohibited from taking an official position on the referendum when acting in the official capacity of their office. They are permitted to write a letter to the press as an individual but not as a city council member or committee person. Public information regarding the referendum is permitted but no formal position is permitted. Attorney Cox reiterated no advocacy -only in certain circumstances may council members attend meetings that the position is discussed. It may not be on City time. City time is considered when you are here for a meeting; officially declared meetings where City resources are being used. Answering questions does not necessarily indicate advocacy. Alderman Bernstein requested information regarding any penalties should it occur. In response to Alderman Bernstein's question on how the information will be put out to public, Julia Carroll responded that we will gather the information and make it available to the public, —FAAr-_ ... _. _ ,�. _i• '''.. stir.��,--cdt,:7._3?;.ai.r-a�*':z:•rs'at-�'_v:'}i�;sat4.,, i Alderman Bernstein stated that the program study needs to be updated. The needs analysis currently being done by Skidmore Owings and Merrill should be finished in four weeks. The meeting was adjourned to go into executive session at 7:03pm Civic Center Committee 4/16/07 Roll Call 6:1 Opm Present: Mayor Morton, Aldermen Baptiste, Moran, Rainey, Wollin, Tisdahl, Holmes. Hansen, Bernstein, Wynne Staff. Julia Carroll, Judy Aiello, Rolanda Russell. David Jennings, David Cook, Ann Poole SOM introduced team members working on the project: Diane Schurecht, Catherine Butler and Randy Von Ryan SOM presented a detailed Space Study Summary Report based on the information received from the Visioning Session held last summer and the Program Survey conducted last fall. The report contained a summary of projected space requirements that will include ECMC and Township Offices. The report also contains space impact recommendations for further evaluation composed from a list of items on the survey that impact space needs. Julia Carroll stated the next logical step should be to conduct test fits with different scenarios such as a new building versus a rehab. Council gave authorization to move forward with an RFP for the test fits. Julia Carroll wanted clarification as to what Council was looking for with regard to the test fit for the existing site. She wanted clarification as to the previously discussed Developer Guidelines with respect to a potential new building to be located on this land. The City Manager also requested guidance as to what density should be considered when conducting the test fits, or if density should be considered at all at this time. Alderman Rainey stated she doesn't feel confident about voting on something like this now More information is needed before a decision can be made Julia Carroll questioned Council on two issues: 1) If they «anted to do a comparison cost analysis on the test fit 2) Does the City need to have a real estate consultant at some point. She stated that while a real estate consultant didn't have to be included with the new RFP, but if it is not included now, when should this component be looked at that? Alderman Moran stated that the City should include it now. ■II .-��f ;, '• ., ,. :, ..., • _.. ._.. .:," ., - - �- ._ ... .. _ . - "'r+. S�. =4tiG ',;%`?'-:i'6,a::i�}v�, _- Apt . _ ��rg - �� �;!'xe�r;? a i !i,y��: `�'x;C++'. 'Ki�`�' :i��.:Y �,:ttiti... '� : TL•Ti. r Alderman Bernstein questioned what a real estate consultant will do for the City at this point. Julia Carroll explained the reasoning for the Mallinckrodt Cost Analysis on the agenda was strictly for discussion. A Citizen stated that as a citizen he hoped that the space can be maintained and developed into something that everyone can be proud of. Motion to go into Executive Session Motion Carried. OR Civic Center Committee 7/10/07 Present: Aldermen Baptiste, Moran, Rainey, Wollin, Tisdahl, Holmes. Hansen, Bernstein Staff Julia Carroll, Rolanda Russell. David Jennings, David Cook Minutes approved from 4/16/07 meeting Julia Carroll recommended the hiring of Ross Barney She stated that it would be 8-10 weeks for a complete report from them Alderman Moran motion to accept Ross Barney Motion Carried Citizen questioned the cost of the consulting firm Julia Carroll also recommends the roof to be repaired David Cook went into detail the condition of the roof and what he believes to be the most problem areas that need to be addressed. He stated that it would cost $20,000 and asked Council for approval on moving forward with the repairs. Motion moved and carried to spend the money Members Present: Staff Present: Others Present: MINUTES CIVIC CENTER COMMITTEE Meeting of September 25, 2007 Aldermen Bernstein (Chair) Jean Baptiste, Moran, Rainey, Wollin, Tisdahl, Holmes, Hansen, Wynne. Julia, Carroll, David Cook, Judy Aiello, Rolanda Russell, James Wolinski Carol Ross Barney, Roxanne Hendry, Kim Sagami all of Carol Ross Barney Architects. John Kennedy; Chairman Friends of the Civic Center Committee. SUMMARY OF ACTION Aid. Bernstein called the meeting to order at 5:44 p.m. APPROVAL OF MINUTES A motion was introduced for the approval of the minutes of the previous Civic Center Committee meeting held on July 10, 2007. This motion was seconded, and approved with a voice vote. r MS FOR CONSIDERATION Presentation by Carol Ross Barney Proiect Status Carol Ross Barney (CRB) outlined the overall Fit Test Project and highlighted significant project milestones. She made it clear that the consulting team felt that the previous studies and reports were useful. Much of the knowledge contained in the previous reports/studies will be used in forming the new report. She outlined the 4 basic scenarios would be investigated as part of the study; Gut and re-hab the existing building Build an addition on to the existing building Build another building on the existing site with or without the existing building Relocate to another site altogether RB showed a proposal of an energy efficient three story building with three levels of underground parking with relocation of the park. Other sites were looked at, ones that are city owned and ones that are not. The Police Station was looked at and the advantage of this site is the opportunity to put all the city services would be at one location. RB looked at the previous study of the Library site and suggested that Council take another look at it. The current consulting team believes that it has high potential to develop and connect with the Library. A sub consultant, Valerie Kretchmar is looking for other sites. Council requested that they look into the Board of Pension. � �t r. + . i.i. �• ;7•. .i^�`:' lI s!'�c.. .. x.F,.,i �;r it 7 E�.y�li�+P . Proiect Develonment Criteria RB led a discussion as to the importance of project design criteria. The existing criteria was presented and discussed. Finally a distillation of the design criteria in the form of 8 items was presented and discussed. RB stressed to council that their input was needed on the criteria and schemes. Council gave their inputlopinions on the following 8 criteria: Provide the greatest economic benefit for the City Develop an environmentally conscious facility Minimize operational disruption Optimize real estate Preserve the existing park space Support community activities Reinforce identity of the building and site as a strong civic presence Preserve the historic character and economic viability of the existing building and site. These criteria are presented as it was understood that they ranked in importance by the council members present. Citizen Comment John Kennedy suggested rehabbing the building one section at a time as being cheaper. The meeting was adjoumed at 6:50 p.m. without establishing the date for a subsequent meeting. Respectfully submitted, David F. Cook Assistant Director, Facilities Management MINUTES CIVIC CENTER COMMITTEE March 25, 2008 6:00 P.,Nl. Members Present: Aldermen Bernstein (Chair) Jean Baptiste, Moran, Rainey, Wollin, Tisdahl, Holmes, Hansen Staff Present: Julia, Carroll, David Cook, Rolanda Russell, John Burke Others Present: Carol Ross Barney, Roxanne Henry, Kim Sagami all of Carol Ross Barney Architects, Valerie Kretchmar of Valerie S.Kretchmer Associates, Inc., Tishman Construction SUMMARY OF ACTION Aid. Berstein called the meeting to order at 6:15 p.m. APPROVAL OF MINUTES A motion was introduced for the approval of the minutes of the previous Civic Center Committee meeting held on September 25, 2007. This motion was seconded, and approved with a voice vote, Julia Carroll stated the purpose of the meeting was for the consultants to present a report on the four options that turned into seven and to get direction from Council on the next steps to be taken. Report by Carol Ross Barney Carol Ross Barney gave an overall report presenting figures for the following four options presented at the September 25, 2007, meeting along with three options added by the team.. CRB illustrated cost comparisons on all options with a Budget Summary and a Cost Summary from Tishman Construction. Option 1 Renovation of Existing Building with R3 Zoning Development Option 2 Renovation of Existing Building with an Addition with R3 Zoning Development Option 3 New Building on existing site with R3/R4 Zoning Development Option 4a New Building on New site with R3/R4 Development with Condo Conversion of existing building Option 4b New Building on New site R3/R4 Development and Demolish existing building Option 5 Renovation of Existing building in 3 Phases with no Real Estate Development Option 6 New building on a new site with remote parking and R3/R4 Development Demolishing existing building David Cook stated that the report will be available for public access on the City Website in a few days after the error has been corrected. �I I ei - _ .,, ..:.ga«. ,_-, _ -. .., �.�,,_..,, �i:- `: E:.' qry .o a,�f E::4���L•}z.;i....t`a.. v Citizen Comments John Kennedy feels as if renovation of the building is the way to go Elliot Dudnik stated that the city pledged to some of the developers that they could offset the parking by using the garage. Now the city would be doing the same thing the question is whose tracking this. Valerie Kretchmar clarified the figures for Option 6 Council agreed to let the public see the figures and meet again on April 23, 2008 at 6:00 p.m. Motion made and passed to go into Executive Session to Discuss Land Acquisition The meeting was adjourned at 7:30 p.m. Respectfully submitted, David F. Cook Facilities Management ' _ . - seas �. •rj w��.-.?,a; r''y:�t:.;�� .a ��.a�7.� r CIVIC CENTER COMMITTEE MINUTES April 23, 2008 6:00 P.M. Members Present: Aldermen Bernstein (Chair) Jean Baptiste, Moran, Rainey, Wollin, Tisdahl, Holmes, Hansen, Wynne Staff Present: Julia Carroll, David Cook, Rolanda Russell, Doug Gaynor, Steve Drazner Others Present: Carol Ross Barney, Roxanne Henry, Kim Sagami all of Carol Ross Barney Architects, Valerie Kretchmar of Valerie S.Kretchmer Associates, Inc., Tishman Construction SUMMARY OF ACTION Aid. Bernstein called the meeting to order at 6:15 p.m. APPROVAL OF MINUTES A motion was introduced for the approval of the minutes of the previous Civic Center Committee meeting held on March 25, 2008. This motion was seconded, and approved with a voice vote. Due to a lack of funds Aid. Tisdahl proposed that David Cook give Council a report/numbers on what it would take to make the Civic Center a healthy and safe environment for the employees for a stop gap/short term measure. Aid. Moran raised the questions of what was the time frame for short term and what the health risk is during the mold removal and was told that health risks would be controlled, Aid. Jean Baptiste stated he feels as if the committee had no reasonable option at this point and time but to stay here and rehab the building Aid. Holmes feels that Council has a responsibility to employees/citizens the make the building a safe and healthy environment_ She supports Aid. Tishdahl's proposal with the recommendation of not going higher that S10 million. Aid. Rainey voiced her concerns of safety of staff remaining on site during the repairs Aid Wynne agrees with Aid Tisdahl proposal and she feels that Council still should discuss this matter David Cook briefly went into detail what steps have been taken so far in making the building a healthy work place such as the roof being repaired in crucial areas. He indicated that mold was found in several of the offices but not dangerous and he has relocated one employee to another office. He also stated that once the building has some tuck pointing along with repair/replacement of the roof, the removal of the mold should be effective. Aid Bernstein firmly believes that the worst possible thing to do is stay in this building and has no faith in the numbers he's seen over the years. He wants to really stop the bleeding and make a decision. ]N Julia Carroll clarified that she asked David Cook to put some figures together just in case someone asked what would it take to do a stop gap measure and he came up some numbers without professional fees/ construction contingency the numbers are about S4.5 million. This figure would include the roof, tuck pointing. ADA compliances, plumbing and some mechanical work. David Cook gave an explanation of the comparison report presented by Ross Barney and Bumidgc Cassell Aid Wynne questioned the Bond rating Julia Carroll briefly gave a breakdown on the bonds that were sold and will submit a copy of the written report that she received today. Valerie Kretchmer gave a report on the different options/scenarios that Council requested she look at. Aid Tisdahl motion made/passed to stay in the building and for staff to give a report on the building along with numbers to make it a safe environment. Citizen Comments John Kennedy congratulated Council with the motion; he then went on to talk about Green Buildings Motion made and passed to go into Executive Session to Discuss Land Acquisition The meeting was adjourned at 7:30 p.m. Respectfully submitted, David F. Cook Facilities Management Members Present: CIVIC CENTER COMMITTEE MINUTES August 6, 2008 5:30 P.M. Aldermen Bernstein (Chair), Moran, Rainey, Wollin, Holmes, Wynne Staff Present: Mayor Morton, Rolanda Russell, Douglas Gaynor, David Cook, Anil Khatkhate, Brian Barnes, Walter Hallen, Carl Caneva, Alan Berkowsky SUMMARY OF ACTION Ald. Bernstein called the meeting to order at 5:40 p.m. APPROVAL OF MINUTES Due to not having a quorum minutes from the previous Civic Center Committee meeting on April 23, 2008 were held for approval until the next meeting. Rolanda Russell explained what was in the analysis that is to be presented. Mayor Morton commended staff on the report. She than asked if there was a separate code for new construction as oppose to renovation. She also asked if any attention had been given to rearrange current office space. Doug Gaynor introduced the staff team that worked together to prepare the analysis as directed by the Committee on April 23, 2008. He presented a scope of work floor by floor along with estimate costs that would make the Civic Center Safe, Healthy and Code Compliant. Alderman Moran questioned if there was any health risk undergoing now by staff and has a report been prepared. Doug Gaynor stated that an Environmental Consulted did some testing in areas within the building and some levels of mold were found however they considered it not to be a concern. Walter Hallen and Alan Berko;sky gave an explanation of the Building and Fire Codes. Alderman Holmes questioned the codes and where does the city stand within these codes. Aldermen Wollin/Rainey questioned the ADA compliances for entrance specifically the front entrance. Alderman Rainey requested a count of people using the front entrance before a decision is made on this entrance. Doug Gaynor stated that information could be provided Alderman Rainey questioned the issue of mold in the building which lead to this report. ttt p�. Doug Gaynor reiterated what the consulted found. Alderman Rainey stated that she would like a breakdown of expenditures such as architectural, engineering, etc. Doug Gaynor stated that information could be broken down and given to Council. Alderman Holmes questioned the additional work listed in the report with regard to moving staff. In particular, what was keeping staff from relocation or increasing office space at this time. Doug Gaynor responded stating funding was a big issue. He indicated that some staff will be moved around but the question is how it's going to be done without spending a lot of money if in fact we are going to move from this location. Alderman Wollin questioned as to where the proposed additional parking was to be located. Doug Gaynor pointed out the areas that would give the additional parking spaces. Alderman Rainey raised a question of priorities of the work to be done. Doug Gaynor stated there's a timeline in the packet. He stated that the roof, tuck pointing ' and gutters would be first. Alderman Holmes stated she felt it was necessary to replace the roof on the building. Alderman Moran stated he felt the money spent here for cosmetic reasons is not a good idea. Alderman Bernstein questioned what would be the next step. Alderman Wynne suggested if we stay here the building must be water tight. Alderman Rainey stated she wanted to vote for this however she would like information on how the Council will hire contractor and open up the bidding to everyone. Doug Gaynor will devclop a plan and submit it to Council Alderman Wollin suggested that Council go back to the roofers that were used in the past. She stated that they have_ the building information and we have their estimates. David Cook gave a brief explanation on the structure of the roof and why a full replacement is needed. Motion moved and second to make a recommendation to be begin the process to replace the roof, gutters, tuck pointing and to revisit the timeline. The motion was passed. au .i .. _. - .. ... - _ ....- .. 'Y i'f - i'rti.. - .. .. .-'.'f;i._ .•yryrims}'"_5,;�?;,. s^.a-r.; �;J;,ti Citizen Comment John Kennedy congratulated staff and Council for the presentation and moving on in this direction and stated the Friends of the Civic Center are supportive. The meeting was adjourned at 7:00 p.m. Respectfully submitted, David F. Cook Facilities Management