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HomeMy WebLinkAbout03-23-2015 Work SessionCITY I c � COLUMBIA ' TS HEIGHTS Mayor Go Peterson Counci cilmembers Robert A. Willia ns 590 40th Avenue NH, Columbia Heights, AIN 55421 -3878 (763)706 -3600 TDD (763) 706 -3692 Bruce Nanrocbi Visit our website at: www.ei.colttitibia-lieiZlits.mn.us John, Jr; a Schin Donna Schmitt City Manager Walter R. Fehst Meeting of: Columbia Heights City Council Date of Meeting: Monday March 23, 2015 Time of Meeting: 6:00 PM Location of Meeting: City Hall, Conference Room 1 Purpose of Meeting: Work Session Presentation by HGA regarding the schematic of the Library 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 Clerk at 763 - 706 -3611 to make arrangements. (TDD /706 -3692 for deaf or hearing impaired only). AGENDA SECTION: WORKSESSION ORIGINATING DEPARTMENT: CITY MANAGER'S Library APPROVAL ITEM: Schematic Design process for BY: Renee Dougherty BY: New Library DATE: March 19, 2015 DATE: NO: Background On January 12, 2015, the City Council appointed eleven citizens to a Library Design Task Force (LDTF) to provide public input throughout design of a new library. The LDTF began work immediately by reviewing and evaluating the four proposals submitted in response to the City's request for proposals for architectural design services. Task Force members participated in the January 23, 2015, interviews of architectural firms and provided evaluative ratings of each. Based upon the recommendation of the LDTF and City staff, the Council authorized entering into contract with Hammel, Green and Abrahamson (HGA) for architectural design services for a new library on January 26, 2015. On February 4, 2015, City staff met for the first time with staff from HGA, Braun Intertec, and ICS Consulting. The purpose of the kick -off meeting was to review project goals, establish a project schedule, and discuss the preliminary survey, site preparation, and geotechnical work necessary to construct a library at the Central Avenue location selected by the Council. The Library Design Task Force met on February 18, 2015. They introduced themselves; selected a chair; reviewed their role in the design process; received an overview of work done to date by the previous Task Force and Leo A. Daly architects; reviewed the 2012 public survey; and learned about the overall schedule and budget for the new library. See attached agenda and meeting notes for additional details of the discussion at this meeting. Factors Influencing the Design Process HGA began the design process by considering the nature of the landscape as documented in the ALTA survey map of the parcels. The survey revealed a 9 -foot variation in elevation from the south to the north end. The overall building orientation, location of entrances, and location of storm water retention was influenced by the elevation change on the site. Because water seeks the lowest level, the bio- retention area was located in the northeast corner. The primary building entrances must be at grade to provide accessibility so were planned for the highest part of the property on the south end. This entry location minimizes the need for excavation and removal of contaminated soil and, thus, the site preparation costs. The size and characteristics of the building were drawn from the 2013 recommendation of the Library Task Force which called for a single -story building between 20,500 and 24,000 square feet. Additional building features articulated in the recommendation were natural daylighting, comfortable spaces for all ages, flexibility in technology infrastructure to adapt to changing needs, small and large public learning spaces, and efficient staff workspace. Library staff, mindful of budget and ongoing maintenance and operational costs, has requested efficient heating, lighting, and technology /security systems to insure that operational costs are similar to those in the current smaller, but less efficient, building. Community development staff provided input on planning and zoning considerations. Specifically, feedback on building orientation and dimensions, window and door placement, lighting, signage, facade materials, parking, and building access was provided from the Central Business District Design Guidelines. The new library design adheres to the goals for redevelopment of the area and will share parking, storm water retention, and greenspace amenities with future business and /or residential development on the remainder of the site. Ongoing Involvement of Library Task Force On February 25, 2015, the LDTF met with HGA to review the pros and cons of three prospective building orientations. The group reviewed site circulation, building entry locations, book drop location, parking area and capacity, location of mechanicals and trash, storm water retention, and future development options for the remainder of the site. They began discussion of interior layout and exterior building finish options. Those attending the meeting preferred the Plaza Entry site option. The Plaza Entry option was also preferred by the Library Board, the Library Foundation, and City staff and was affirmed by the Council at the work session on March 2, 2015. See the February 25, 2015, LDTF meeting agenda and minutes attached for additional detail of the discussion. On March 11, 2015, the LDTF and HGA staff met again to further refine site planning and building development. This meeting included a review of site grades, building orientation, entry options, materials return locations, and additional site features. Eight members of the LDTF provided feedback on floor plans, restroom locations, exterior greenspace, pedestrian /bicycle access, and exterior facade materials. The group also began planning for the public open house scheduled for March 26, 2015. See agenda and minutes attached. Upcoming Events Architects and engineers from HGA will present schematic design documents at the work session on March 23, 2015. On March 26, 2015, the LDTF will host a public Open House to share information about the project and to enable public contribution to its success. The LDTF will collect public comments received at the event to inform future design decision - making. Library Design Task Force February 18, 2015 6:30 -7:30 p.m. Library Board Room Agenda 1. Introductions 2. Overview of work of Task Force a. Community Survey —July 2012 b. Summary of Public Input Sessions c. Area Library Tours d. Recommendation to Council - 3/4/2013 3. Roles a. LDTF i. Advisory to City Council 1. Reflect community desires /interests 2. Conduit for public input a. Publicly advertise contacts for individuals or group? 3. Digest /Share Opinion of Library Designs (Exterior, Interior, Material Selection, Colors ) ii. Host Open Houses b. Staff i. Manage Process ii. Attend to sustainability, ergonomics, asethetics c. Architects i. Design /Schedule ii. Samples and Palettes 4. Upcoming Meetings a. Meeting with HGA : Building Planning Options— T.B.D. b. Public Open House: Design Options — 3/26/2015 LIBRARY DESIGN TASK FORCE Mtg w/ Project Architect HGA Offices — downtown Minneapolis 420 5`h Street North Wednesday, February 25, 2015 1:30 PM A. New Business: 1. Library Site Plan / Building Orientation / Site Circulation i. Entr)T /Access to Site ii. Building Entry iii. Book Drop iv. Parking v. Staff entry vi. Delivers- vii. Service _areas: Nlechanical and trash viii. Storm Water ix. Shared Parking 2. Future Site Development 3. Decision Needed: Determination of preferred Library Site Plan 4. Development of Floor Plan 5. Preliminary Interior Finish (discussion) 6. Public Open House: 3/26/2015, 6:00 — 8:00 (tentative) B. Adjourn LIBRARY DESIGN TASK FORCE Meeting Agenda Mtg 2 w/ Project Architect HGA Offices — downtown Minneapolis 420 5`h Street North Wednesday, March 11, 2015 5:00 PM Item 1. Site plan • Site grades • Building orientation • Building entry • Site features 2. Building plan • EntrP o Recognition area • Large meeting room • Library features • Floor plan • Interior Finishes • Building systems • HVAC / automation • technology 3. Exterior material discussion 4. Project Budget 5. Public Open House — March 26th 6:00 p.m. — 8:00 p.m. • At Public Safety Building Training Room LDTF MEETING NOTES 02/18/2015 Brief Summary of February 18, 2015 Library Design Task Force Meeting: 1. Members present:Kevin Hansen, Renee Dourgherty, Adrian Durand, Catherine Vesley, Tom Letness, David Larson, Emily Spiteri, Jennifer Blake, Tami Diehm, Rachel Schwanki Absent: Tricia Conway, William Hugo, Charlie Oribamise 2. Everyone was introduced, and Kevin gave an overview of the general project. He handed out copies of the 20123 Community survey, Summaries of the Public input Sessions, and the Library Task Force Recommendations to the council (3/4/2013. He also presented the 2/17/2015 Municipal Library Planning document. Members of the committee were then brought up to date on recent developments. The bonds were discussed (2.58 % for 20 years) this was better than expected with $180,000 going back into the project. Unfortunately, the site costs (remediation) are higher than expected. It was a former landfill /brownfield and a WRAP (remedial action plan) will have be filed with the State. This will affect the buildings foundations, and possibly the buildings site.The City has a relatively small contingency fund for this project, so Kevin will be watching the budget very closely. The budget will be handled by ICS (Blaine based division of the Kraus Anderson construction firm). The budget is 7 million with 3.2 million cash on hand. Questions came up about the square footage in relation to the existing building, and also regarding the City,s plans for that structure. (There are none at this time) 3. Cost Factors: a. Getting out of the ground. This is not yet known b. We are using 2014 numbers. 2015 will see a 4 -6% escalation. Building costs are up but materials are down or at least steady. Since structural steel is a major factor it may be bid separately. c. There is a possibility of about $300,000 from Anoka Co. for site cleanup. 4. Function of the LDTF: We are advisory to the City Council. We should provide a conduit for community input on the project.We are to look a building design issues with HGA, and help with the proposed open house at Murzyn when the project will be presented to the City residents and other interested parties. This is planned for March 26th. 5. The City and Library staff will manage the process. The goals are Sustainability (Not 133 -this was explained) within acceptable costs, ergonomics, good visuals, and aesthetics. 6. The architects will do design,schedule, materials, palettes etc... 7. Site: The group had a good discussion about the placement of the building on the site. Kevin brought in the tabletop plan of the area and the HGA models for placement. Tom Letness discussed the old alley, snow removable, and parking issues. The fate of Heights Rental was explored (Tammi indicated that the City had an option on the property) Possible uses for the remaining portion of the site were discussed, as was the water feature that will have to take up the back area. The idea is to do a project there in conjunction with the school on a natural pond. Most people seemed to favor a long frontage on Central with extensive glass, so that interior activity would be visible.Exits and entrances on Central and in back of the site were discussed. A possible cut in on the existing curb for busses was also a possibility. This frontage, would also use the best part of the ground, and be in line with the design guidelines. Ample parking would be available in back, and a connection with the existing alley could be maintained. It remains for the City Council to site the building, and it was understood that the City would be interested in reserving a usable area on Central for future development.The hoped for coffee shop was mentioned. Sister Cities sent a letter to Dave hoping for cases in the new building that could showcase some of their collections. The Columbia Heights Historical materials will also need a home. Adrian noted that there was a great deal of information presented and that very important decisions were going to have to be made with few meetings on a fast timeline. He was hoping for a slower pace but Kevin did not see that as feasible. There will be a meeting down at HGA in two weeks that Kevin will let everyone know about. Any mistakes /errors in this short summary are mine. Catherine Vesley: Chair of the LDTF r. Architecture i Engineering I Planning M e e t i n g M i n u t e s PROJECT: Columbia Heights Library HGA Commission Number 3624 -001 -00 FROM: Jennifer McMaster DATE: February 27, 2015 MEETING Purpose: Schematic Design Meeting Date: February 25, 2015 Location: HGA W'RITER'S DIRECT DIAL 612 - 758 -4325 Time: 1:30 — 3:30 p.m. PRESENT: City of Columbia Heights Braun Intertec HGA \Valter Fehst Jane Dedering Kevin Hansen Jennifer McMaster Joseph Hogeboom ICS Paul Neuhaus Gary Peterson Brett Bald>y Columbia Heights Library LDTF Renee Dougherty Tom Letness Catherine Vesley Tami Diehm COPIES: Those Present Item Action 1. The meeting was to review (3) site plans and select a final option to move forward. 2. Bioretention pond is not a pond but a landscape amenity for the site. 1 The site is higher on the south than the north. 4. Site is approximately just over 3 acres. 5. The parking lot should have 50 — 55 parking spaces. Shared parking is encouraged. 6. The large meeting room is shown on the plans so that it can be used after hours without having the whole library open. Parking Entry Scheme 7. Only scheme with left turn in from Central Avenue. 8. Not as amenable to outdoor space. 9. Entry is approximately 30' back from sidewalk and could be obscured is another building were to be added to the site on the south. 10. Staff entry is the same as the delivery entry. 11. Future parking is dashed in Hammel, Green and Abrahamson, Inc. HGA Architects and Engineers, LLC HGA Architects and Engineers, LLP HGA Architecture and Engineering, PC HGA Mid - Atlantic, Inc. 420 5th Street North • Suite 100 • Minneapolis, Minnesota USA 55401 -2338 Telephone 612.758.4000 Facsimile 612.758.4199 Visit our Website: hga.com Columbia Heights Library Februaiy 25, 2015 Page 2 Item Action North Double Entry 12. Has the library shown along Central Avenue. The entry is pulled back from the sidewalk to give space from the street. The entry is on the north side of the building. With the entry on the north, the south side of the building would be a couple of feet into grade, making the building appear shorter. 13. Entry to the site is shown from Central Avenue and 39" Avenue. 14. Any future development will happen in the back of the site. 15. The turn lane at the north end of the site may cause confusion for library and theater patrons since the entries are so close together. 16. Trees could be planted at north edge of site. There are a few existing trees near the north edge. These trees would need to be removed for construction. 17. This option is generally liked for having a large amount of frontage on the street. North Regional Library was noted as another building with a lot of street frontage that was successful. 18. Having the meeting room at the entry is convenient for families running late for story times. 19. It may be desirable to have Childrens have access to exterior program area. Because of security this is typically accomplished by going out through the main door. Another option is a fenced in Childrens garden. Plaza Entry 20. Libran7 building has the same amount of frontage along Central Avenue as the previous, however, the entry is on the south side of the building which is advantageous since grade is higher at the south end and would situate the entire building above grade. 21. Scheme has good outdoor plaza space for outdoor programming. 22. The plaza scheme creates a landscaped area at the entry of the building. 23. A walking path is shown across the bioretention area to connect to the Theater and DQ. 24. The main desk is moved closer to the entry to help with supervision of the toilet rooms and entry into the large meeting room. 25. The meeting room could possibly be used by the Theater. It is not a big driver, however, since it has not been a big missing element for the theater. 26. Windows should be placed to create a sense of place and highlight the activity in the library. 27. The library lobby could be used as prefunction space for the meeting room. 28. The book drop needs to be a drive up book drop. The idea of a walk up book drop was dismissed. The parking lot will need to be reconfigured to make the drive up book drop work. 29. The plaza entry scheme was selected as the preferred option. Interior Finishes Benchmarking 30. Several images of libraries were shown in order to discuss different materials, use of color, etc. 31. Carpet tile should be used for the main library area. 32. The community has said that they don't like "modern" or "industrial ". 33. The design team should investigate including a fireplace. Columbia Heights Library February 25, 2015 Page 3 Item 34. Interior finishes that were liked: • Wood ceiling • \Vindow benches • Variety of comfortable seating • Shorter shelving ranges • Polished concrete — good durable, does not require resealing, may have hairline cracks over time, could add rug, if needed • Window frit for sun control in lieu of shades • Places for families to read together Action The foregoing represents HGA's understanding of the discussions and decisions made during this meeting. If anyone has any changes or comments, please notify the author within seven days of the date of this document. s:A3600 \3624 \001 -00 \1. general communications \meeting minutes \2015_0225- columbia heights library meeting minutes.docx; jmb �R. Architecture I Engineering i Planning M e e t i n g M i n u t e s PROJECT: Columbia Heights Library HGA Commission Number 3624- 001 -00 FROM: Jennifer IvIcMaster DATE: March 18, 2015 WRITER'S DIRECT DI.-1L 612- 758 -4325 MEETING Purpose: Schematic Design meeting with LDTF Date: March 11, 2015 Time: 5:00 — 7:00 p.m. Location: HGA PRESENT: City of Columbia Heights Kelli Bourgeois Kevin Hansen ICS Brett Baldry COPIES: Those Present Columbia Heights Library Renee Dougherty LDTF Jennifer Blake Tricia Conway Tami Diehn Adrian Durand Tom Letness Rachel Schwankel Emily Spiteri Catherine Vesley Item Site Plan 1. Early building planning and Site Plan diagrams were presented to the group to illustrate the decision making process for the orientation of the building. 2. The meeting room is shown south of the lobby separated from the main part of the library to be able to use the meeting room when the library is closed. 3. The planning reserves land to the south and east on the site for future development. 4. The best exposure is along Central to have the most presence and reinforce the pedestrian - friendly goals of the city in the CBD. 5. The library will have a drive -up book drop accessible in the parking lot. Harnmel, Green and Abrahamson, Inc. HGA Architects and Engineers, LLC HGA Architects and Engineers, LL HGA Architecture and Engineering, PC HGA Mid - Atlantic, Inc. HGA Mia Blanchett Erica Christenson Erik Hansen Amanda Henderson Jennifer McMaster Paul Neuhaus Action 420 5th Street North • Suite 100 • Minneapolis, Minnesota USA 55401 -2338 Telephone 612.758.4000 Facsimile 612.758.4199 Visit our Website: hga.com Columbia Heights Library March 18, 2015 Page 2 Item Action 6. The library form narrows at the entry and creates a canopy at both the east and west entries. This provides shelter at the entries, and a transition between interior and exterior, which is open and inviting. 7. A bio- retention area is shown on the north east corner of the site. This is the lowest area of the site so it is a natural area to collect stormwater. 8. The bio - rentention area is a combination of plantings and soils that collects, temporarily retains and filters water. It will be part of the MWMO education piece. It will have surface water during a storm event but will be dry most of the time. 9. The bio - retention area will require maintenance especially as the plantings in the area get established. Kevin noted that the city uses a company to maintain landscape areas. 10. Plantings for the bio- retention area will be determined at a later time but will be hearty species. Cardinal or red twig dogwoods were noted as a favorite of some of the LDTF. 11. Snow cannot be plowed into the bio - retention area. It was noted that the city hauls snow out of sites as a regular practice. 12. The left turn in along Central Avenue will be removed but there will be right in and right out as well as access from 39"'. 13. There is room for outdoor program space near the large meeting room on the east side. 14. There will be a bus stop in the area. The city has had good luck working with MTC to locate '/place the bus shelter in a good location relative to buildings. A bus shelter in front of the building immediately in front of the library is not desired. 15. Bike parking is shown on the east side of the building. The bike racks would be easily accessible off of a main path and be on paving. Floor Plan 16. Two versions of Interior Library Floor Plan layouts were discussed. 17. The lobby has doors to both the east and the west and may be open for pre- function activities before a meeting. 18. The main restrooms are in the lobby to be easily accessible to the meeting room. 19. Just inside the main library is an area called "Marketplace ". This area consists of displays to promote new materials and themes, reserves and self- checks. 20. The Community area is a space to have community announcements, printer, distribute community newspapers, etc. 21. The Sister Cities have requested a space for display. There was discussion about how much space is appropriate and is it a rotating display or location. 22. There was an interest expressed in providing display cases near the entry to accommodate Sister Cities or historical displays. 23. Story time would be located in the large meeting room. 24. The children's area to have places for parents and children to read. There are quite a few English learners in the community that come to the library to read but not to check out books. 25. The plan showed one family restroom. There was concern about having Columbia Heights Library March 18, 2015 Page 3 Item Action enough restrooms near children. The team will look at providing a second family restroom near the children's area. 26. The stacks in both versions of the plans may be up to approximately 66" tall. 27. Option 2 of the plan was preferred as it had a good pathway through the building. One member suggested a window at the north end of the main aisle. 28. There is a door shown out of the children's area. This door is for exit emergency only as required by code. The main entry of the library will be used as the main access point with security in order to minimize material loss. 29. The group looked at examples of exterior building materials: different sized and colors of brick, metal panels, rood for soffits and limestone for accents etc. 30. The brick may be in the lighter brick range to compliment the Heights Theater, but may well not strive to match exactly. 31. Limestone could be used in brick form and size and be used in a random pattern within the brick coursing. 32. The LDTF liked the amount of glass shown in the rendering. This would allow for good visibility along Central .avenue. 33. Members of the LDTF liked the laptop bar. 34. One member of the LDTF suggested signage in Spanish, Arabic and Somali in addition to English. 35. There was a request for lighting and electrical outlets in the floor to be flexible for different furniture and stack arrangements. The foregoing represents HGA's understanding of the discussions and decisions made during this meeting. If anyone has any changes or comments, please notify the author within seven days of the date of this document, s:A3600 \3624 \001 -00 \1. general communications \meetnlg mn7utes \2015_0311- columbia heights hbrary meeting muiutcs.docx;jmb