HomeMy WebLinkAboutAugust 20, 2007 Work Session ~'~n\'llr
CITY OF COLUMBIA HEIGHTS
Cuuncilmembels
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Columbia Heights, ~[N 55421-3878 (763)706-3600 TDD (763) 706-3692
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ADMINISTRATION
NOTICE OF CITY COUNCIL 1~IEETING
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to be held in the
CITY OF COLUMBIA HEIGHTS
as, foil ows:
Meeting of: COLUMBIA HEIGHTS CITY COUNCIL
Date of Meeting: AUGUST 20, 2007
Time of Meeting: 5:30 - 7:00 P.M.
Location of Meeting: CONFERENCE ROOM 1
Purpose of Meeting: WORK SESSION
AGENDA
Review of park master plans and authorization to proceed with construction plans
for Sullivan Lake Park and Silver Lake Beach
2. Liquor Store change orders and store signage (info. to be presented @ meeting)
The City of Columbia Heights does not discriminate on the basis of disability in the admission or access to,
or treatment or employment in, its services, programs, or activities. Upon request, accommodation will be
provided to allow individuals with disabilities to participate in all City of Columbia Heights' services,
programs, and activities. Auxiliary aids for handicapped persons are available upon request when the
request is made at least 96 hours in advance. Please call the City Council Secretary at 706-3611, to make
at-rangements. (TDD/706-3692 for deaf or hearing impaired only)
CITY COUNCIL LETTER
Meeting oi~: 8/20/07
,~CENDA SECTION: WORK SESSION
No:
I"CEI\~I: REVIEW OF PARK MASTER PLANS AND
AUTHORIZATION TO PROCEED WITH
CONSTRUCTION PLANS FOR SULLIVAN LAKE PARK
AND SILVER LAKE BEACH
ORIGINATING llEPARTNIi~:A`"1': CITY 1'IAN:~GI~:R
PUBLIC WORKS '
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BY: K. Hansen B1': ~~ .f' ~`!/~
DATE: 8/15/0 llATE: ~
Bxcl:ground:
fhe City Council authorized staff to seek bids for the Silver Lake Beach picnic shuchue at the May 29`x' regular meeting. "fhe. Z00?
Parks Capital Improvement Budget has S' 15,000 established for Sullivan Lake Par]< for various improvements. -fwo regular Karl:
and Recreation Commission meetings were held, one at Sullivan Lake Park in May and one at Silver Lake Beach in April u~
review potential park improvements and develop au overall park plan. The Park Planning firm of Brauer and Associates has
prepared park redevelopment plans for each park with improvements identified For review. Input from area residents was also
requested and public continent has been included iu the plans developed. A sununary sheet of the public input is attached.
Analysis/Conclusions:
laisting conditions have been detailed that include aged facilities, poor spatial planning, poor spatial orientation and cohesiveness.
ADA issues, not inviting, safety, vandalism, limited use struch~res, meeting demographic needs, lack passive use-age related
leahu•es (shelters, trails, green space), limited or no parking, drainage issues.
"fhe master plan goal is to create inviting and inspiring park settings, well-planned layout, meet demographic needs (age & ethnic).
meet ADA requirements in new facilities and thorough planning, facility replacement/updating, improve saich~ and security.
develop funding alternatives. asset evaluation ,improve drainage and surface water quality, and earl: landscaping.
:Attached are two concept plans for each park that were developed Collowing resident public meetings with the Park and Rccrcatiun
C~~nunission. These plans were made available on the City web site and at the City Library. They include the ti~llowin~~ key
elrmcnts:
Sullivan Lake Park uroposed reconmlendations:
:- Playground equipment replacement
Picnic shelter rehabilitation to address: complete roof replacement, concrete floor condition, roof height, steel beam
support colunm differential movement and aesthetics, shelter lighting, and shelter amenities; OR
Shelter Replacement
Remove pergolas/arbors
Create a Sullivan Lake view shed
Provide a trail shift west
Y Tennis court surface condition
~- Parking Lot location and size
Pathway and park lighting issues: fixtures, securitylsafeh'
y Landscaping
v Park signage/Ordinance signage
COUNCIL ACTION:
CITY COUNCIL LCTTER
Meeting of: 8/20/07
:AGENDA SECTION: WORK S1/SSION ORIGINATING DEPAI2TNIENT; CI"f l' MANAGER
NO: PUBLIC R'OI2KS
I CENT: REVI1/VV OF PARK MASTER PLANS AND BY: K. Ilansen 131:
AU1~IIORIIATION TO PROCEC•D VVl-fH DATE: 8'15/07 DA'1'1?:
CONS"I~RUCTION PLANS FOR SULI_IVAN 1_AK1 PARK
:AND SILVER I_AKF BEACII
Parl: A~Iaster Plans for Sullivan Lake Park and Silver Lake Park
Page 2
Silver Lake Beach proposed reconuneudations:
Picnic shelter replacement
- Reduce the Size of beach/ improve access
- Silver Lake water quality/rain garden
`.= Size of parking lotiaccess off cul-de-sac
r Trail access to Stinson and Silver Wood
- Improve Lighting/security
:> Volleyball area
- Landscaping
Play equipment replacement
Maintain existing Concession building.
The attached Master Plan for each park considers conmients from the public, Park and Recreation Commission, along with staff.
Based upon a recommendation of the Parl: and Recreation Conunission, staff had an independent evaluation performed on the
Sullivan Lake Picnic Shelter, a copy of the report is attached. Buetow evaluated the existing condition and provided options that
looked at evaluating the existing structure vs the cost of anew structture of similar capacity. The current strictlu e, along with the
playground equipment, is located in what is now the narrowest portion of the park. Based upon the condition analysis and spatial
orientation, stafF is rccomm~ending a new Pavillion with salvaging the glu-lam timber beams lbr another shelter.
fhe 2007 Park Capital Improvement Budget has $215,000 established for Sullivan Lake Park Sih~er Lake has 530,000 established
in 2007 for the replacement of the Picnic Shelter. The 2008 proposed Park Capital Improvement budget has 5185,000 budgeted fir
Ramsdell Park (Not reviewed or adopted by the City Council). To accomplish the reconnnended improvement from the Silver Lake
flan, staff is requesting the consideration of the following:
o Master Plan Ramsdell Park in 2008.
o Reallocate 2008 Parks Capital Improvements for Silver Lake Park.
\pproximately $800,000 is available in 2007 in Fund 412: Parks Capital Improvements. If authorised by the City Council.
]mprovcments could begin 2007 with a completion date of Ivlay 2008.
RI?COMMENDED MOTION: Move to accept the Master Plan(s) and order the preparation of construction plans and
specifications for Sullivan Lake Park and Silver Lake Park.
COUNCIL ACTION:
City of Columbia Heights
Sullivan Lake Park Public Comments, with
Park & Recreation Commission & Staff Comments
Sullivan Lake Park (emails 8~ phone comments)
Playground Equipment Replacement -what types and ADA access (#1 consistent request)
Picnic Shelter Replacement -
Reference Condition Report by Buetow Architects
Remove Pergolas /Arbors: Strong Support
Create View shed with Trail shift: Strong Support for opening area near lake and moving trail.
Trail: Why isn't the south trail proposed to be repaired? (vertical sheeting is failing, narrow width)
Parking Lot: Strong Opposition to number of parking spaces (50 is excessive was a general
comment). Support to move the parking to access off 51S', but reduce parking to 20 - 30 spaces.
Tennis Court Condition: What will be done to improve the court surface? Will the fencing be
replaced or corrected?
Landscaping: What trees would remain? Desire trees 8 landscaping.
Volleyball: Why Volleyball, never discussed previously......
Police Department: 1. Driveable trail from 515'to 53`d. 2. Clear out "party area" near lake.
Comm/Staff: Recommend combination of both concept plans:
o Shift trail along water.
o Show Pier overlook as a `future improvement.' No boardwalk.
o Recommend new shelter. See Buetow report.
o How does playground and shelter location work with existing bathrooms in restroom bldg
location?
o Remove current access drive and integrate trail access to accommodate service vehicle
(10' width), with turnaround at existing building.
o How can tennis courts be rehabilitated?
o Like parking in concept 1. Based upon public comments, show with 20 - 30 spaces, and
indicate future expansion to west.
o Support Brauer design of portable restroom enclosure.
o Provide landscape screening of existing townhomes to east.
Slly~ ~i` !.,ake Beach (Only 2 emails combined with Comm/Staff)
r'~ ;nd combination of elements of both concept plans:
o i'icnic Shelter Replacement: already ordered by Council
o Size of Beach: reduce size, create green space
~ Silver Lake water Quality /Rain Garden: Must have, Rice Creek Watershed req'mnt.
o Size of Parking Lot /access off cul-de-sac: Staff favor circular drive access in concept 1.
Commission questioned size and impact in Park, relative to overall size of park.
o Trail: Commission liked trail in concept 2 - in lieu of straight access down to beach. Would
this provide any type of walking opportunity?
o Sliding Hill: Important to maintain. Trail should not interfere with sliding hill, support
providing access to Stinson on both sides. Do not like steps.
o Lighting /Security: Provide additional lighting.
o Volleyball: Supported -Include in final plan
o Landscaping: Supported -Include in final plan
o Play equipment replacement: Include, keep at a minimum.
o Concession Building use /need: Desired for restrooms, Commission direction is to
maintain.
o Silverwood -coordinating programming /facilities: Continue to explore connection/access.
o Police Department: Support Circular Drive
PROJECT #07-22
DATE: JULY 19, 2007
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BRAUER & ASSOCIATES, LTD.
IAND USE PLANNING AND DESIGN
PROJECT #07-22
DATE: JULY 19,2D07
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Concept One Overview:
Cul•de•sac is removed with one•way traffic though the
parkhtg lot that is centered around a water treatment area.
"The trash enclosure is placed off of the parkhrglot. -~
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Cul•de•sac is left in place with a parkhtg lot located
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LAND USE PLANNING AND DESIGN
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DATE:AUGUST 20, 2007
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BRAUER & ASSOCIATES, LTD.
LAND USE PLANNING AND CESIGN
C ~ ~UETOW & ASSOCIATES
C -A R C H I T E C T S
Columbia ~ Heights
City of
Columbia Heights,
Minnesota
Sullivan Lake Park
Picnic Shelter Evaluation
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August 13, 2007
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2345 RICE STREET SUITE 210 ST. PAUL MINNESOTA 55113 TELEPHONE (651) 483-6701
BUETOW AND ASSOCIATES INC
AN ARCHITECTURAL SERVICES COMPANY
2345 Rice Street Suite 210
St. Paul, Minnesota 55113
August 13, 2007
City of Columbia Heights
637 - 38th Avenue N.E.
Columbia Heights, MN 55421
Attn: Kevin Hansen, Director of Public Works
City Engineer
Re: Sullivan Lake Park Picnic Shelter Evaluation
and Recommendations
BA #0724
Dear Kevin:
The following is a summary of our findings and recommendations for the existing shelter. We
thank-you for this opportunity to work with you and staff on this exciting project. We look
forward to its successful completion.
Please call with any questions you may have.
Sincerely,
BUETOW & ASSOCIATES, INC.
Modris M. Feders, AIA
Project Architect
tel 651 483-6701 fax 651 483-2574 www.buetowarchitects.com
EXISTING CONDITIONS
The existing shelter was constructed in 1980 and is 27 years old. It has some associated
trellis/arbor stntctures with casual seating. The shelter and arbor surround an old recessed in the
ground play stntcture. The shelter has eight tables.
Structure
The shelter has an asymmetrically shaped roof. Steel 'H' shape columns hold up wood laminated
arch lams. These wood beams create the low sloping 3/12 roof profile. Stnlcttu•al wood decking
spans the 10' to 12' space between the arch lams. The roofing material is asphalt shingles. The
interior of the shelter is painted a chocolate brown color. Lighting under the roof, including the
conduit, is surface mounted. The concrete floor, which is very panelized, is distressed, especially
around the steel columns. The picnic tables are bolted down and have a few barbeque grilles
between them under the roof.
Condition of Structure
There appears to be some movement of the steel columns. This is evident in the uneven concrete
floor surface and roof edge. The wood arch lam beams appear to be in good condition except at
the exposed ends. These have deteriorated with weather and movement at the thru bolting to the
steel columns. The wood deck that spans from beam to beam has rotted through in many areas.
The deck is in poor condition and could not even be covered with plywood since good anchorage
of the new roof deck could not be achieved. The shingles are also m poor condition as they have
lost their surface and are cupping or have come off.
If the shelter is renovated new structural decking would be required. Part of the reason for the
deterioration is the lower profile roof slope and roof edge that is low to the ground. The low roof
slope will hold snow longer and the roof edge allows easier access to vandals to climb up and tear
off shingles.
If the shelter were to be renovated, it was discussed that an extension to the top of the arch lams
could raise the height of the roof edge and increase the steepness of the roof.
The concrete slab has deteriorated over the years from movement of the columns and poor drainage
in and around the structure. There ai-e many trip hazards. The only way to correct this would be
total removal and a new slab.
Function
The existing layout could be improved. The barbecue grilles should be moved to outside the
footprint of the shelter. This would allow for additional tables. Many of the new shelters being
built today include amenities such as a serving counter area with electrical outlets. These ai-e used
for large gatherings (such as a Medtronic picnic) to plug-in crock pots or coffee urns. Other
receptacles are also installed with all of them being controlled by breakers that would allow Parks
staff to control them. Access to a drinking fountain with a jug filler and hose bib would also help
staff in cleaning of the area. Many times a focal area is developed in plan that serves as an outdoor
'stage', speaker area, or ceremonial space. The existing shelter is in close proximity to the
housing. This may be undesirable for the neighbors to have such a gathering space right next to
their homes.
Appearance
As you approach the shelter you may notice the roof which is badly deteriorated and has a very thin
roof edge (the thickness of the roof deck). In a reconstniction this would want to become more
substantial to add some interest. The low profile roof and dark interior color is not very
welcoming. In combination with the maze like appearing arbor/trellis areas, it may not feel very
safe since there are many areas to hide behind.
Accessibility and ADA
The existing surface, because of its condition, is not very accessible for shelter users. Also, the
play area, which is depressed, is not accessible. Anew surface is necessary and this surface could
also add some interest since it could incorporate elements of stamped concrete and stain colors.
Proposed New Master Plan Concepts
The Brauer and Associates concept Number 1 would eliminate some of the issues associated with
the existing configuration. The shelter would be further from the neighbors and would have a
better view and relationship with the lake. The drainage problems around the building could be
resolved. Also, it would be safer since it would be in a more open area that is still in close
proximity to the parking.
Maintenance
The existing structure has some conditions that can no longer be remedied with maintenance. A
renovation or new structure should consider items such as a standing seam metal roof and finishes
that are conducive to cleaning.
Cost
Option 1
Renovation of Existing Shelter
Selective demolition would have to occur if this option is selected. This is different and much
more costly than razing/demolishing the entire structure. There may be some hidden conditions or
unknowns (such as the top of the arch lams) that may require remedial work. A contingency
would certainly have to be included in the budget. Also, some issues possibly could never be
corrected, such as heave and movement at the existing columns.
Renovation would include:
- Selective demolition
- New concrete slab
- Repair arch lam to steel column junctures
- Change roof slope and roof edge
- New structural roof deck
- New roofing (architectural shake like shingles)
- New paint scheme
- New light fixtures (same location)
- Grading around structure to correct drainage
Anticipated Bid Cost $140,000 - $160,000 range
Option 2
New Shelter
A new shelter as indicated in Brauer Concept No. 1 could be added to in the future or expanded
with the use of a tent as suggested in the site plan to meet larger group needs. The existing wood
arch lath beams would be salvaged for reuse at Silver Lake.
The staff desires a maintenance free, mostly steel structure and this new shelter could give them the
features they would select (based on a package 'off the shelf park shelter).
Anticipated Bid Cost $100,000 - $125,000 range *
* The cost of the new shelter does not include demolition and regrading landscaping at the
existing shelter. This cost could vary from $15,000 to $30,000 depending on if the City staff
salvages the arch lams for reuse and does additional demo.
Evaluation (X-represents a better value)
Renovate Existing New Shelter
Structure X
Function/Location X
Appearance X
Accessibility X
Maintenance X
Recommendations
The goal of staff is to have a more desirable and better functioning park. The Brauer Concept No.
1 scheme places the shelter in the best location in the Park. It would be seen from the street and
have excellent views of the lake and proposed pier overlook. The shelter would have easy access
to parking and be further away from adjacent residential. Good visibility of the shelter would
reinforce a safe environment and deter vandalism.
In all categories analyzed, a new shelter would represent a better value for dollars spent by the
City. If a new shelter is built, the old arch lams could be recycled for new smaller shelters as
suggested by staff and the steel columns could also be recycled. Staff could do some minor
demolition work such as remove the existing play equipment.
We recommend building a new shelter in the location shown in Brauer Concept No. 1.
Schedule
Possible Construction Schedule
• Design and approvals -start as soon as possible to allow staff review time 1 month.
• Public bidding/Award Contract - 1 month +.
• Foundation work -late fall 2007 or early spring 2008.
• Completion -Memorial day 2008.
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CITY OF COLUMBIA HEIGHTS
DATE: AUGUST 17, 2007
TO: WALT FEHST
CITY MANAGER
FROM: WILLIAM ELRITE
FINANCE DIRECTOR
RE: LIQUOR STORE PROJECT CHANGE ORDERS (Page 1 of 2)
To date we have received eight change authorization requests from Copeland Building Corporation
and one from Oertel Architects. The change order for Oertel Architects is an addition to their contract
of $27,000. This is for architectural work that they did in adding the basement and elevator to the
liquor store design for the store on 50`h and Central.
There are eight change authorizations for Copeland Building Corporation at this time. It should be
noted that change authorizations #1 and #3 are for items that were originally part of the development
agreement with Comforts of Home. However, as that project has not progressed on schedule, it was
necessary for us to look at other alternatives for these items. The following is an explanation of the
change authorizations.
The first change authorization is in the amount of $9,207 for costs associated with the
demolition of cun•ent curbs and installation of new curb cuts and driveway entrances along with
some stump and tree removal. Kevin Hansen, City Engineer, is reviewing other alternatives to
accomplish this work. Subsequently, with the exception of the stump removal for $350.00, we
are not presenting this item to the council for authorization at this time.
2. This change is for $39,049.51 and is for soil cor•ection work at the 50°' and Central site. While
performing the excavation for the footings and basement some contaminated soil and large,
buried refuse-type items were discovered at the site that needed to be removed. Oertel
Architects has reviewed this change order and reduced it to $38,491.31.
3. This change authorization is for silt fencing around the worksite on 37`h Avenue. It was not
included in the request for bids as it was anticipated this work would be done as part of the
Comforts of Home development per the development agreement we had with them. However,
as the Comforts of Home project is behind schedule, our contractor had to install the silt
fencing at a cost of $1,333.20. It should be noted that this is not an additional expense; it is
just being paid to our contractor rather than Comforts of Home's contractor.
4. This is for waterproofing the elevator pit. This is strongly recommended by the elevator
company and the price is very reasonable for this additional safe cut. The amount of this
change is $833.25. It was felt that this is a very good price and well worth the investment.
5. The permit fee for the MPCA fee of $444.40. The request for bids indicated that all pei7nit fees
and costs are to be paid by the owner; therefore, this is more of an infornatioual item rather
than a needed change request.
Page Two
6. Change authorization #6 is for cooler modifications. The cooler for the store at 50`x' and
Central is over the basement area. Subsequently, it is essential to have an insulated floor in the
cooler. The original bid spec called for an insulated wood frame floor. This change
authorization changes the floor to an insulated concrete floor, which will have a much longer
life than the wood frame floor and is also more economical to install. This change reduces the
cost for the cooler floor by $6,619.54. There are still some slight modifications that need to be
made to the change order, such as adding mesh reinforcement to the concrete, which will lower
this reduction a little further.
7. These plumbing and utility changes are required by the State of Minnesota as part of their
approval of the plumbing design. The amounts for the State required plumbing and utility
changes are $1,747.01 for Store #1 and $375.00 for Store #2. At this tune Oertel Architects is
still negotiating the changes for store #1.
8. This is for soil corrections at the 37`h Avenue site. While excavating the area for the footings
on the building a significant amount of heavy clay was discovered. The clay material was
unsuitable for the footings and foundation and needed to be removed and replaced with proper
soil. The requested change for this work is $16,391.39. The engineer and Oertel Architects are
still reviewing this change order.
The total of these eight change authorizations is $62,761.22. However, staff is recommending that
we seek other altei7latives for change authorization #1 (except for the stump removal of $350) and
that it not be approved at this time. Subsequently, the net amount of the change orders is
$53,346.02. I will be submitting a council letter for these changes, for the change to the Oertel
Architect contract, and to request authorization from the City Council to waive the City of
Columbia Heights building permit fees at the City Council meeting of August 27. Change requests
6, 7, and 8 are still being reviewed and may have some small changes to the dollar amounts before
they are presented to the City Council for approval. If you require additional information regarding
the above, please let ine know.
WE:snls
o~osi~acouNCi~
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OertelChangeAuthSu OertelRequest.pdf
AttaC1ll11et1tS: mmary.xis
City of Columbia Heights Municipal Liquor Stores
Change Authorization Summary
Updated S/16/07
CA RFI PR STORE CONTENT REQUESTED COMMENTS APPROVED
1 1 2 New entrances; removal of stump $9,207.00 Owner will do all but stump $350.00
2 1 Soils corrections $39,049.51 Approved except for 4 additional days $38,491.31
3 2 Silt fencing $1,333.20 Approved $1,333.20
4 ] Waterproofing at Elevator Pit $833 25 Approved $833.25
5 1 MPCA Perniit Fee $444.40 $400 Fee to be reimbursed by Owner $444.40
6 1 1 Insulated cooler floor revision -$6,619.54 More detailed back-up is requested Pemding
7 2 1 R. 2 Plumbing /utility revisions per state $2,122.01 Store #2 approved; Store #1 deferred $375.00
8 2 Soils corrections $16,391.39 Awaiting back-up Pending
$62,76122
/~~
OERTEL ARCHITECTS
1795 SAINT CLAIR AVENUE, SAINT PAUL, MN 55105
TEL: 61/696-186 FAY: 61/696-188
July 19, 2007
Mr. Walter Fehst
Mr. William Elt•ite
City of Columbia Heights
590 40`" Avenue NE
Columbia Heights, MN 55421
RE: Columbia Heights Liquor Store Project
Request for Additional Services
Walt and Bill,
On April 25, we sent you the attached request for additional services for this project. Based on
recent conversations, we understand that you agree that efforts associated with the basement,
elevator and recessed loading area at Store #1 constitute an additional service, based on the
original RFP and our proposal. In response to your request for detailed information regarding
the time and cost associated with this additional scope of work, we offer the attached
breakdown. The hours allocated for drawings include design time as well as production time.
Requested additional fees for drawings and specifications are e;~penses that we have already
incurred. Requested additional fee for shop drawings is an estimate based on previous
experience.
Based on the attached breakdown; out• original estimate fot• these additional services was
somewhat conservative. We hope that this additional information will enable you to process our
original request for additional compensation of $27,000.00 with confidence that it is warranted.
Please call if you have any questions. Thank you.
Sincerely,
Oertel Architects
Jeffrey L. Oertel
Diane H. Trout-Oertel
CITY OF COLUMBIA HEIGHTS
DATE: AUGUST 20, 2007
TO: WALT FEHST
CITY MANAGER
FROM: WILLIAM ELRITE
FINANCE DIRECTOR
RE: SIGNAGE FOR NEW LIQUOR STORES
Attached are the signage options that we have reviewed. There are currently two options for the sign.
The first option is a full inonutnent sign with a solid base and Top Valu Liquor across the top. The
second option is what is referred to as a doughnut sign. It is slightly lower in profile and the center
portion of the sign has an open-air rectangular space. I have attached schematics showing the signs
alone and as they would appear in proportion to the building. Lai-~y and I have reviewed these and feel
that the doughnut sign style, option B, is the most desirable. It takes up less space and the square
footage of the sign material and base is closer to meeting our current sign design guidelines. We feel
that it blends in very well with the store and creates the same rich, high-class appearance that we are
hying to achieve in the overall architectural design. It is my desire to put this on the August 27 council
agenda for city council approval. If you would like any additional information, please let me know.
WE:sms
o~oszoicN~
Attachments: "Store Monument "Store Monument "Monument "Monument "Specs Monument
Sign-optA.pdf' Sign-optB.pdf' SignA.pdf' Sign-optB.pdf' Sign-optB.pdf'
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