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HomeMy WebLinkAbout8C - City Space Needs Analysis CITY COUNCIL AGENDA REPORT December 2, 2002 8C PREPARED BY: Frank Boyles, City Manager AGENDA ITEM: PRESENTATION ON 2002 POLICE STATION I CITY HALL I COMMUNITY CENTER SPACE NEEDS ANALYSIS (David Kroos) DISCUSSION: History: In 1993, nine years ago, the Prior Lake City Council and staff initiated a Comprehensive Space Needs Analysis. That analysis was initiated because it had become apparent to City officials that, even then, the existing facilities were not adequate to serve the City's needs, and certainly would be insufficient to serve a community whose ultimate population could be in the range of 40,000 persons. Both because an objective study was desired, and because the necessary expertise was not available on staff, the Boarman, Kroos, Vogel Group was retained to conduct the Space Needs Analysis. The conclusions of that study were that the City's existing facilities were inadequate to serve our growing City. The Study recommended the construction of four facilities in the following order: Fire Station, Maintenance Center, Public Library and Police Station / City Hall. Since the completion of that study, the community has proceeded to upgrade key City facilities. In 1995, Fire Station No. 1 was built following a successful referendum. In 1997, the Maintenance Center was constructed, financed through a combination of reserve funds, and the issuance of water revenue bonds. In 1999, the Library Resource Center was completed through financing provided by the 1997 Park and Library Bond Referendum. As predicted by the 1993 Space Needs Study, and obvious to any observer, Prior Lake continues to grow at an escalating rate. Scott County is the 12th fastest growing county in the nation, and the fastest in the northern tier. The growth in Prior Lake is analogous. Current Circumstances: Recognizing that this decade old need for a new Police Station / City Hall is only becoming greater with time, and in response to the May 2002 direction from the Long-Range Planning Committee to build a new Police Station / City Hall and Community Center meeting rooms, the staff asked the Boarman, Kroos, Vogel Group to update the ~pace Needs analysis for2002. The 2002 Space Needs Analysis was shared with the City Council earlier this year. Attached is a Prior Lake American article on the subject. The revised Space Needs Analysis (see attached) confirms the need for a building space of 48,000 square feet, including 20,000 square feet for City Hall, 20,000 square feet for a Police facility, and 8,000 square feet for community center meeting rooms. 16200 Eagle Creek Ave. S.L Prior Lake. Minnesota 55372-1714 / Ph. (952) 447-4230 / Fax (952) 447-4245 1:\COUNCIL\AGNRPTS\2002\CITY HALL.DOG-N EQUAL OPPORTUNITY EMPLOYER Conclusion: At the November 18, 2002 meeting, the City Council approved a process which would address the major issues associated with such a project while providing the opportunity for the public to have input in the City Council's final decision. That schedule calls for a presentation of the space needs analysis to the City Council and general public tonight. David Kroos of Boarman, Kroos, Vogel Group will make a presentation to the Council about the ten year history of the Police Station / City Hall / Community Center project. He will focus on the findings about the existing City Hall and Annex, the standards used to prepare the study and the recommendations to fulfill long-term Police Station / City Hall / Community Center needs. Next, Police Chief Bill O'Rourke will review some photographs of the existing facilities and the comments made by City employees about the current facilities (see attached). ALTERNATIVES: (1) (2) Hear the Report and take no action. Hear the Report and direct the staff to prepare additional information. RECOMMENDED MOTION: As the Council deems appropriate. Regardless of the Council's action on this matter, a site analysis report is being prepared by Boarman, Kroos, Vogel Group for presentation at the January 6, 2002 meeting. 1:\COUNCIL\AGNRPTS\2002\CITY HALL.DOC CITY OF PRIOR LAKE NEEDS ASSESSMENT STUDY Q:\proj\ 1244.11 \pro\space-needs-assessment.xls ADMINISTRATION 1,399 1,278 1,278 1,278 FINANCE 461 1,010 1,010 1,010 PARKS & RECREATION 2,830 1,828 1,828 1,828 BUlWING INSPECTION 1,245 1,342 1,342 1,342 PLANNING 3,447 2,275 2,275 2,429 ENGINEERING 2,313 1,734 1,734 1,814 POLICE 10,861 11,739 11,739 13,607 SHARED AREAS 9,936 7,500 7,500 7,500 Subtotal Net SF Efficiency Factor 30% Total Gross Occupiable 28,706 12,303 41,009 28.706 12,303 41,009 30,808 13,203 44,011 TOTA.l.P~q PQSEDUSABLE......... . . . . . 41 '009 . ;:::;::::::.< :;." .:: 41,009< .. 44,011 (O)Office (W)Workstation (R)Room (A)Area (C)Conf. (L)Lobby (SW)Shared Workstation (M)Millwork CITY OF PRIOR LAKE NEEDS ASSESSMENT STUDY Q:\proj\ 1244.11 \pro\space-needs-assessment.xls ADMINISTRA TION CITY MANAGER- FRANK BOYLES 0 231 0-1 255 255 255 ASSISTANT CITY MANAGER- SUSAN WALSH 0 138 0-4 168 168 168 EXEC.SEC./DEPUTY CLERK- KELLY MEYER W 84 W-11 128 128 128 RECEPTIONIST (M,TU,W)- LORI DRABANT W 124 A-? 124 124 124 RECEPTIONIST (M,TU,w)- ALICE BAKER SW SHARED SW SHARED SHARED SHARED FUTURE ASSISTANT / COMMUNICATIONS- FUTURE 0 W-11 128 128 128 RISK MANAGEMENT DIRECTOR- FUTURE SUPPORT AREAS CONFERENCE ROOM C 146 R-1 196 196 196 CENTRAL FILES A A-2 50 50 50 COAT CLOSET A A-3 30 30 30 PRINTER AREA A A-15 31 31 31 CABLE CASTING ROOM R 0 168 168 168 Subtotal Net SF Efficiency Factor 30% Gross Usable SF 723 1,278 548 1,826 1,278 548 1,826 1,278 548 1,826 rOTALPRQPOSEDUSABLE .1~825 1,826 1,826 (O)Office (W)Workstation (R)Room (A)Area (C)Conf. (L)Lobby (SW)Shared Workstation (M)Millwork CITY OF PRIOR LAKE NEEDS ASSESSMENT STUDY Q:\proj\ 1244.11 \pro\space-needs-assessment.xls FINANCE FINANCE DIRECTOR- RALPH TESCHNER 0 140 O-? 168 168 168 ACCOUNTING SUPERVISOR- ANE GILB 0 125 0-2 125 125 125 ACCOUNTING CLERK- JANET RINGBERG W 68 W-3 68 68 68 FUTURE 'UTILlTY BILLING COORDINATOR- FUTURE 0 W-3 68 68 68 'UTILlTY BILLING CLERK- FUTURE 0 W-4 48 48 48 'SHARED WORK STATION- FUTURE 0 W-4 48 48 48 SUPPORT AREAS PRINTER AREA A 31 A-15 31 31 31 STORAGE ROOM 0 R-3 52 52 52 CENTRAL FILING AREA A 96 A-6 96 96 96 FRONT COUNTER A 48 A-5 66 66 66 VAULT A 35 R-15 240 240 240 Subtotal Net SF Efficiency Factor 30% Gross Usable SF 543 1,010 433 1 .443 1,010 433 1,443 1,010 433 1.443 TOTALPRO?O$EDUSABLE> . :>h443:: .. 1,443 1,443 (O)Office (W)Workstation (R)Room (A)Area (C)Conf. (L)Lobby (SW)Shared Workstation (M)Millwork CITY OF PRIOR LAKE NEEDS ASSESSMENT STUDY Q:\proj\ 1244.11 \pro\space-needs-assessment.xls PARKS & REC RECREATION SUPERVISOR- CHRIS ESSER 0 168 0-3 168 168 168 PARKS SECRETARY- NANCY MCGILL W 48 W-5 48 48 48 PARK & REC SECRETARY- LORI/ALICE W SEE ADMIN SEE ADMIN SEE ADMIN SEE ADMIN SEE ADMIN (LORI & ALICE ALSO LISTED UNDER ADMIN) W SEE ADMIN SEE ADMIN SEE ADMIN SEE ADMIN SEE ADMIN FUTURE PARKS & REC DIRECTOR- FUTURE 0 0-3 168 168 168 RECREATION SUPERVISOR 0 O-? 120 120 120 RECREATION PROGRAM COORDINATOR/ASST. 0 O-? 120 120 120 SHARED OFFICE/(3)SEASONAL STAFF R R-? 240 240 240 SUPPORT AREAS REGISTRATION AREAlREC. RECEPTION- 0 A-9 109 109 109 CENTRAL FILE ROOM 0 R-4 195 195 195 EQUIPMENT STORAGE R 200 R-6 360 360 360 PRINTiWORK ROOM(SEE PLANNING) SHARED SHARED SHARED SHARED SHARED CONFERENCE ROOM 0 R-5 270 270 270 COAT CLOSET 0 A-3 30 30 30 Subtotal Net SF Efficiency Factor 30% Gross Usable SF 416 1,828 783 2,611 1,828 783 2,611 1,828 783 2,611 TOTAL PRQPOSEDUSABLE<. >2;611 '..<>Z,611 2,611 (O)Office (W)Workstation (R)Room (A)Area (C)Conf. (L)Lobby (SW)Shared Workstation (M)Millwork CITY OF PRIOR LAKE NEEDS ASSESSMENT STUDY Q:\proj\ 1244.11 \pro\space-needs-assessment.xls BUILDING BUILDING OFFICIAL- ROBERT HUTCHINS 0 ? 0-4 168 168 168 BUILDING INSPECTOR- BRUCE V ANG W W-5 64 64 64 BUILDING INSPECTOR- BERNIE FElDT W W-5 64 64 64 BUILDING INSPECTOR. PAUL BAUMGARTNER W W-5 64 64 64 BUILDING SECRETARY- LYNDA ALLEN W W-6 90 90 90 BUILDING SECRETARY. (PART TIME) SHARED SHARED SHARED SHARED SHARED SHARED FUTURE FIRE INSPECTOR (PART TIME) . FUTURE 0 W-5 48 48 48 BUILDING INSPECTOR- FUTURE 0 W-5 48 48 48 BUILDING INSPECTOR- FUTURE 0 W-5 48 48 48 SUPPORT AREAS SERVICE COUNTER A 64 A-9 109 109 109 LA YOUTIWORKROOM 0 R-42 98 98 98 CENTRAL FILES A ? R-12 149 149 149 SMALL CONF. ROOM-PUBLIC USE 0 R-1 196 196 196 PLAN ROOM 0 ? 196 196 196 Subtotal Net SF Efficiency Factor 30% Gross Usable SF 64 1,342 575 1,917 1,342 575 1,917 1,342 575 1.917 TOTAL PROPOSED USABLE . 1;917 .>1;917 (W)WORKSTATION (R)ROOM (A)AREA (C)CONF. (SW)SHARED WORKSTATION (L)LOBBY '-~'~--'--'''''_.''-'~~-'-''.'-'-'.''''-'--'''~''~'"~'-''-',-~-,,-.-~~_ 't -~~~",-~~,,~,.^~.~,--"~^.,._~"._._~.-......~~.__...___~__..,._'4_~".",-~~__,,,,_,,_,_ CITY OF PRIOR LAKE NEEDS ASSESSMENT STUDY Q:\proj\ 1244.11 \pro\space-needs-assessment.xls PLANNING PLANNING DIRECTOR- DON RYE 0 150 0-4 168 168 168 PLANNING COORDINATOR- JANE KANSIER 0 119 0-5 154 154 154 PLANNING SECRETARY- CONNIE CARLSON W 90 W-6 90 90 90 ZONING ADMINISTOR- STEVE HORSMAN 0 ? 0-5 154 154 154 FUTURE ASSISTANT/INTERN- FUTURE 0 W-4 48 48 48 GIS PERSON (PLANNING INSP/ENGENERING) 0 0-5 154 154 154 ASSOCIATE PLANNER 0 0-5 0 0 154 SUPPORT AREAS STORAGE ROOM/SEASONAL STAFF 0 R-B 124 124 124 SHARED DRAFTING TABLE STATION 0 W-9 42 42 42 LAYOUTIWORK ROOM 0 R-9 140 140 140 PRINTIWORK ROOM (SHARED W/PARK & REC) A 273 R-10 642 642 642 SERVICE COUNTER/PUBLIC ACCESS COUNTER 0 A-9 109 109 109 CENTRAL FILES A 114 A-11 114 114 114 CONFERENCE ROOM- 0 R-5 216 216 216 LIBRARY 0 A-12 120 120 120 CENTRAL VAULT (SEE FINANCE) 0 SHARED SHARED SHARED SHARED Subtotal Net SF Efficiency Factor 30% Gross Usable SF 746 2,275 975 3,250 2,275 975 3,250 2,429 1,041 3,470 TOTAL PROPOSED. USABLE 3,250 3;470 (O)OFFICE (W)WORKSTATION (R)ROOM (A)AREA (C)CONF. (L)LOBBY (SW) SHARED WORKSTATION CITY OF PRIOR LAKE NEEDS ASSESSMENT STUDY Q:\proj\ 1244.11 \pro\space-needs-assessment.xls ENGINEERING CITY ENGINEER- SUE MCDERMOTT 0 198 0-4 168 168 168 CIVIL ENGINEER- JENNIFER WITTKOPF 0 154 0-5 154 154 154 WATER RESOURCES COORDINATOR- ? 121? W-7 121 121 121 LANI LEICHTY ENGINEERING TECH 1- WALTER EHRESMANN W 80 W-8 80 80 80 ENGINEERING TECH 11- NATHAN BRIESE W 80 W-8 80 80 80 ENGINEERING TECH 111- KEVIN KLEIST W 80 W-8 80 80 80 ENGINEERING SECRETARY- JUDY PINT W 90 W-6 90 90 90 FUTURE ENGINEERING TECHNICIAN -FUTURE 0 W-8 0 0 80 ENGINEERING TECHNICIAN (INTERN)-FUTURE 0 W-8 80 80 80 SUPPORT AREAS PRINT/WORK ROOM A 215 R-7 272 272 272 SERVICE COUNTER- FUTURE 0 A-9 109 109 109 STORAGE ROOM/EQUIPMENT CLOSET R 124 R-8 124 124 124 CONFERENCE ROOM/PLAN REVIEW ROOM C 100 R-1 196 196 196 MUD ROOM (SHARED WITH BUILDING INSPECTIONS) 0 R-? 96 96 96 FILE AREA A 84 A-? 84 84 84 Subtotal Net SF Efficiency Factor 30% Gross Usable SF 1.205 1.734 743 2,477 1,734 743 2,477 1,814 777 2.591 TOTAL. PROPQSEOU SABLE... <<2;477 ... .>2;477 2,591 (O)OFFICE (W)WORKSTATION (R)ROOM (A)AREA (C)CONF (L)LOBBY (SW) SHARED WORKSTATION '~-"'--<'''--"~~----,"...~..".-,..........,~--~--_...~--~_._._--~-""_-'-_'_"''''-'_~_'--''_-"~'_~~,~--,,--- CITY OF PRIOR LAKE NEEDS ASSESSMENT STUDY Q:\proj\ 1244.11 \pro\space-needs-assessment.xls POLICE POLICE CHIEF- BILL O'ROURKE POLICE L1EUTENANT- RANDY HOFSTAD 216 130 ADMINISTRA TION SECRETARY- SECRETARY- SECRETARY- SECRETARY- SECRETARY- SONORA BRETTINGEN CINDY KLINE CHERYL OSTLlE LYNN REINHARDT FUTURE 72 72 72 72 o SERGEANTS SERGEANT- SERGEANT- SERGEANT- SERGEANT- ROB BOE TOM KAHLERT GREG ZOLLNER FUTURE (PATROL) 192 SHARED 192 SHARED DECTIVES DECTIVE- DECTIVE- DECTIVE. CHRIS OLSON JON MCHANEY FUTURE 120 120 o OFFICERS OFFICER- RICK DENMARK OFFICER- ROB FREIBERG OFFICER- OUANE GOLDAMMER OFFICER- TODD HANSON OFFICER- SCOTT JOHNSON OFFICER- MAUREEN O'HEHIR OFFICER- LEAH PATTERSON OFFICER: KATIE QUINN OFFICER- RORY RICHARDS OFFICER- JOSHUA ROZGA OFFICER. JOHN STANGER OFFICER- MARK TABONE (SCLO) OFFICER- DARCY WHITE OFFICER- JOAN HEISE (COMMUNITY SERVICES) Subtotal Net SF Efficiency Factor 30% Gross Usable SF o 1,258 539 1,797 TOTAL PROPOSED USABLE. 216 130 72 72 72 72 o 192 SHARED 192 SHARED 120 120 o 1,258 539 1,797 1,797. .... . .>1~797 216 130 72 72 72 72 72 192 SHARED 192 SHARED 120 120 120 1,450 621 2,071 2;071 TOTAL PROPOSEU.USABLE,..SUPPORTAREAS 16;564 . <17,113 ..19,507: (O)Office (W)Workstation (R)Room (A)Area (Cleon!. (L)Lobby (SW)Shared Workstation (M)Millwork CITY OF PRIOR LAKE NEEDS ASSESSMENT STUDY Q:\proj\ 1244.11 \pro\space-needs-assessment.xls SUPPORT AREAS ROLL CALUTRAINING ROOM 480 480 480 DETENTION/BOOKING AREA (5 CELLS) 840 840 840 HARD INTERVIEW ROOM 113 113 113 SOFT INTERVIEW ROOM 136 136 136 EVIDENCE AND PROPERTY ROOM 680 680 680 MEN'S AND WOMENS TOILETS AND LOCKERS 1,350 1,350 1,350 SALLY PORT AN[)-EY.Jg~~CE_9-'~!3AG_E 1,200 1,200 1,200 CENTRAL FILES AND RECORDS 320 320 320 ARCHIVED RECORDS 400 400 400 COPY/MAIL ROOM 200 200 200 COMPUTER ROOM 168 168 168 CONFERENCE/CASE MANAGEMENT ROOM 290 290 290 CONFERENCE ROOM 216 216 216 RECEPTION/LOBBY 225 225 225 FRONT DESK 200 200 200 REPORT WRITING ROOM 216 216 216 RESOURCE/TRAINING LIBRARY 280 280 280 PUBLIC REST ROOMS 220 220 220 CRIME PREVENTION/DARE STORAGE 120 120 120 SPECIAL TEAMS STORAGE/DECONTAMINATION 268 268 268 SUPPLY AND GENERAL STORAGE 324 324 324 BREAK/LUNCH ROOM 275 275 275 STAFF QUIET ROOM 120 120 120 ARMORY 80 80 80 MEDICAL SUPPLIES 80 80 80 MECHANICAL ROOM 1,200 1,200 1,200 ELECTRICAL ROOM 480 480 480 OTHER OPTIONS i BICYCLE/LARGE PROPERTY STORAGE 0 0 1,376 _.u._._.._._.........__..____... (3) STALL FIRING RANGE 0 0 300 I Subtotal Net SF EHiciency Factor 30% Gross Usable SF o 10,481 4,492 14,973 10,481 4,492 14,973 12,157 5,210 17,367 TOTAL PROPOSED USABLE.......... .. 14,,973.14;913 ... >17,367 (O)OFFICE (W) WORKSTATION (R)ROOM (A)AREA (SW) SHARED WORKSTATION (C)CONF. (L)LOBBY CITY OF PRIOR LAKE NEEDS ASSESSMENT STUDY Q:\proj\ 1244.11 \pro\space-needs-assessment.xls MECHANICAL AREAS MECHANICAUELETRICAL ROOM 1000 1000 1000 ELEVATOR (UPPER & LOWER LEVELS) 112 112 112 PHONE ROOM 58 58 58 JAITORS ROOM W/WORK STATION 75 75 75 PUBLIC RESTROOMS MEN'S & WOMEN'S PUBLIC RESTROOMS (Lower Level) 217 217 217 MEN'S & WOMEN'S PUBLIC RESTROOMS (Upper Level) 217 217 217 STORAGE AREAS PERMANENT RECORDS STORAGE 298 298 298 STORAGE (Upper Level) 80 80 80 STORAGE (Lower Level) 80 80 80 CENTRAL COPY/MAIL ROOM 600 600 600 COPY/STORAGE ROOM 104 104 104 COPY/STORAGE ROOM 104 104 104 RECEIVING AREA 80 80 80 IT COMPUTER ROOM 120 120 120 CONFERENCE/MEETING SPACE COUNCIL CHAMBERS 2496 2496 2496 LARGE CONFERENCE ROOMfTRAINING ROOM 700 700 700 SMALL CONFERENCE ROOMS (IN DEPARTMENTS) 0 0 0- INFORMATION DESK 59 59 59 RECEPTION SEATING 60 60 60 LOBBY SPACE 400 400 400 LUNCH ROOM 520 520 520 SICK ROOM 120 120 120 Subtotal Net SF Efficiency Factor 30% Gross Usable SF o 7,500 3,214 10,714 7,500 3.214 10,714 7,500 3.214 10,714 TOTAL PROPOSe:DLlSABlE 10,714 10,714 10;714 (O)Otfice (W)Workstation (R)Room (A)Area (C)Conf. (L)Lobby (SW)Shared Workstation (M)Millwork PROBLEMS WITH EXISTING CITY HALL I POLICE FACILITY · Conference rooms are accessed through work areas, which creates significant interruptions. · There are too few conference rooms to provide adequate privacy for the number of meetings conducted. · Conference rooms are getting converted to offices. · Fire hazards exist in storage areas because of exposed wiring. (Annex) · Restrooms and kitchen are located too close to work stations. · Air handling is inadequate. Air is stagnant and smells, heating and cooling are not uniform. · No secure room for short-term prisoner retention. · Police suspects enter through public entrance to City Hall. · Insufficient interview rooms for police. · No room for intoxilizer machine. · Insufficient police officer office/storage space. · Insufficient lockers and changing facilities for police officers. · Insufficient space to view full=size plans in planning, building and engineering. · Lunchroom capacity is 4 persons. · Lunchroom next to restrooms. · Insufficient number of public and employee restrooms. · Police support staff area too small for administrative employees. · Lack of file space throughout building. · Receptionist subject to heat/cold based upon weather conditions. · Phone system separate from each building. Can't transfer calls to maintenance center. · Insecure door locks. · Safety glass has talking port which is ineffective and defeat security intent. · No privacy for police officer work stations. · Only 1 office for 20 officers to use. · Insufficient Police Officer storage space. · No private area to dictate a police report. · Indoor and outdoor parking inadequate for City vehicles and employee vehicles. · At least 4 departments where support staff and other department employees are housed in different areas making communication difficult and inefficient. · Pipes, roof and walls leak causing mold and odor. · Bugs are present despite treatment. · More seating / waiting- rooms needed for customers. · Furniture in disrepair, carpets stained and cut beyond correction. · Peeling wallpaper, missing ceiling tiles · Three sergeants share one office · Inadequate and poorly located storage space for business supplies and records. · Insufficient and insecure evidence locker. · Antiquated interview equipment. · Additional room needed for copy / fax projects and supply storage. · No effective training room for employees · Poor building security because of design. · Conference room sizes do not meet needs. · One conference room has no walls. · Offices too close to general traffic areas. · Building incapable of accommodating future growth. . Garbage / Recycling storage badly located and inadequate. . No closed conference room on first floor. . Insufficient storage facilities for legal and financial documents. . Computer room leaks, is insufficient in size, poorly placed and insecure. . No confidential interview rooms for Finance / Human Resources. . Finance is separated from Sewer and Water billing employees because of space limitations. . File storage kept in 3 separate buildings because of space limitations. . Service counters too small. . Insufficient parking for customers. . No City Council member offices. . Council Chambers separated for City Hall building. . No cable access studio. . Shortage of Public meetings rooms . Council Chambers doubles as Fire Training rooms . Council Chambers not citizen friendly. . Buildings do not comply with Americans with Disability Act requirements. . No personal storage room for employees or guests (coat room). . Building layout confusing to customers. . Buildings are energy inefficient. . Buildings are not adaptable to future trends - i.e. public computer kiosks, drive-through services, etc.