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HomeMy WebLinkAbout03-23-2022 Special City Council Meeting MinutesSPECIAL CITY COUNCIL MEETING City Hall —Council Chambers, 590 40th Ave NE Wednesday, March 23, 2022 3:00 PM MINUTES Mayor Amado Mdrquez Simulo Councilmembers John Murzyn, Jr. Connie Buesgens Nick Novitsky KtJocobs City Manager Kelli Bourgeois The following are the minutes for the Special City Council Meeting held at 3:00 pm on Wednesday, March 23, 2022, in the City Council Chambers, City Hall, 590 401" Avenue NE, Columbia Heights, Minnesota. CALL TO ORDER/ROLL CALL The Special City Council Meeting was called to order at 3:00 pm. Present: Mayor Marquez Simula, Councilmembers Buesgens, Jacobs, Murzyn, Jr., and Novitsky Also Present: Kelli Bourgeois, City Manager; Aaron Chirpich, Community Development Director; Kevin Hansen, Public Works Director; Sara Ion, City Clerk; Joe Kloiber, Finance Director. ITEMS FOR CONSIDERATION 1. City Hall Floorplan, Design, and Snow Melt Overview. Director Chirpich lead the review of the floor plan and design items for City Hall. At the City Council Meeting of November 30, 2020 the City Council approved the floorplan for the new City Hall as prepared by architects, Leo A Daly. Since that time, the City has continued to refine the plans and make decisions on color pallet, IT, furniture, and other design elements; we have refined and expanded the scope of the snow melt system; and we now have 100% complete construction drawings and material and design selections made for the new space, and are ready to go to bid on the project. Director Chirpich reviewed the floor plan in detail, along with some of the design options and choices (with samples of fabrics, tiles, and other surfaces in Council Chambers for review). Mayor Marquez Simula inquired about council seating. Director Chirpich stated that there are exampled of seating in the conference room and that we have asked for larger fabric samples as well. City Manager Bourgeois confirmed that there are also guest seating chairs available for review. Councilmember Buesgens stated that she is looking forward to reviewing materials and seating. Councilmember Jacobs stated that she is grateful for the staff time and energy and that it was great work. City of Columbia Heights MINUTES March 23, 2022 Special City Council Meeting Page 2 Director Chirpich and Director Hansen then gave an update of the progress related to the Snow Melt plan for the main entrance to City Hall on Central. There have been several updates to the scope of the plan and ability to apply for and receive grant funding. The cost for this project is estimated to be at about $185,000 and the current plan is to review plans with the Watershed District and evaluate what additional funding and grants there are for this project. Councilmember Jacobs inquired about the scope and continuity of the project. She wanted to make sure that the system is similar to what is used at the library and that there are temperature and moisture sensors that are utilized from the fall to the spring. Director Chirpich confirmed that the whole area would be covered by the Snow Melt system. Alatus will be covering the area off of Gould and the balance of what the City is not covering on 40tn Mayor Marquez Simula inquired about how large the conference room would be on the Northwest corner. She also wanted to know about the flat surfaces in Chambers. She stated that she has recently toured a new St. Louis Park facility and there was a water vapor display instead of a gas fireplace. She felt it was a cool idea and was not using natural resources. Overall, she was very excited about the updates. Director Hansen stated that the Conference Room at the Northwest Corner is much wider and the room is longer and able to accommodate more than 8 people if needed. He also confirmed that the flat surfaces in Council Chambers will be quartz. Director Chirpich confirmed that the conference room would have space for 16 to 18 people. The fireplace would not be always used. Overall, the space will be more flexible and modern, and there will be more space for staff to collaborate. City Hall Budget Update, Approval of Plans and Specifications, Ordering Advertisement for Bids, and City Manager Spending Authority Adjustments. Director Hansen gave an overview of the City Hall Budget Update. Following receipt of the CD plan set by Leo A. Daly, staff forwarded the completed plans to the City's construction management partner Doran for review. As part of their review, Doran has completed an updated budget for the project based on the complete CD plan set. Staff felt that it was necessary to review the budget prior to bidding due to expected price increases related to inflation, pandemic induced supply chain disruptions, and labor shortages that are now impacting construction projects nationwide. At the time of the November 2020 project budget approval, the estimate for the base construction costs for the City Hall condo space was $5,171,000. Based on the complete bidding plan set finished in 2022, Doran has estimated the total project cost for base construction at $5,998,044, a difference of approximately $827,044. The base buildout costs include the following primary elements: City of Columbia Heights MINUTES March 23, 2022 Special City Council Meeting Page 3 General Interior Construction Back-up generator Snow melt system for the exterior sidewalk In addition to the base condominium construction costs, the new City Hall budget includes the following cost categories: Permitting Professional Services Furniture Technology Contingency The November 2020 budget total for these items was $1,491,056. Since that time, staff have secured more refined budget numbers for these cost categories, and the revised estimate is $2,170,584, or a difference of $679,528. The final (prior to bidding) budget estimate for all City Hall condominium costs is now $8,168,628. A more detailed budget breakdown for the entire project was reviewed. While the estimated cost has increased, the funding has remained essentially the same and still funding the project. Overall the final plans and specifications for the City Hall condominium buildout are substantially complete. The advertisement for bids is scheduled to be published on April 1st, and the bid opening is scheduled for April 26th. Council award for contracts is expected to take place on May 9th. City Manager Bourgeois stated that in addition to Resolution 2022-42 there is also Resolution 2022-43 to increase the spending authorization that the City Manager has related to this project only. The increase is not required but would allow for the project to progress in a more rapid manner if authorizations are needed that impact the moving pieces of the projects. Finance Director Kloiber stated that this resolution has the potential to save the City money as we will need to adjust and update as change orders occur. Having this ability will allow for the contractor to balance out issues and keep the project moving along. Councilmember Murzyn stated that he feels that this is the perfect way to go. Kelly has a good head on her shoulders, and we should give her the authority to do what she needs. Councilmember Buesgens and Novitsky agreed. Motion by Councilmember Jacobs, seconded by Councilmember Buesgens to waive the reading of Resolution 2022-42, there being ample copies available to the public. All Ayes, Motion Carried 5-0. Motion by Councilmember Jacobs, seconded by Councilmember Buesgens to adopt Resolution 2022-42 approving plans and specifications and ordering advertisement for bids City of Columbia Heights MINUTES March 23, 2022 Special City Council Meeting Page 4 for the buildout of the City Hall Condominium at 3989 Central Avenue NE, City Project #1911. All Ayes, Motion Carried 5-0. Motion by Councilmember Buesgens, seconded by Councilmember Murzyn Jr., to waive the reading of Resolution 2022-43, there being ample copies available to the public. All Ayes, Motion Carried 5-0. Motion by Councilmember Buesgens, seconded by Councilmember Jacobs to adopt Resolution 2022-43 amending Resolution 2003-43 delegating authority to the City Manager to award certain contracts and purchases for the City Hall project. 3. Schedule City Hall Site Visit. City Manager Kelli Bourgeois inquired with the Council if there was a date at the end of April that will work well for a site visit. It was decided that April 27t" would work well for everyone if the site visit would occur before 4:30 pm. The EDA Commission will also be invited to the walk through. ADJOURNMENT The meeting was adjourned at 4:04pm Respectfully Submitted, Sara Ion, City Clerk