The URL can be used to link to this page

Item 1. Public Works & City Hall Facility StudyCity of Otsego│13400 90th Street NE, Otsego, MN 55330│Tel. (763) 441‐4414 Fax (763) 441‐9163 TO: Mayor and City Council FROM: Adam Flaherty, City Administrator & Finance Director DATE: October 25, 2021 SUBJECT: City Hall and Public Works Space Needs Study The City’s 2020 Strategic Plan (the Plan) included a strategic direction of Positioning for Growth. Within the Plan, a specific action item to budget for a facilities planning study was included. To support this action, the City Council authorized funding from Fund 439 – City Buildings and Property Maintenance. In the fall of 2020, the City Council authorized a Request for Proposals (RFP), with the City receiving a total of 16 proposals. City completed a comprehensive evaluation of the proposals, recommending two firms for interviews to the City Council. The interviews were conducted at the January 25, 2021 meeting, where the City Council unanimously agreed to move forward with Wold Architects and Engineers (Wold), with a contract being approved by the City Council at the March 8, 2021 meeting. A Core Planning Group (CPG) was established, including certain members of the Public Works Subcommittee and representatives from Wold. To date, the CPG has held a total of 10 meetings and conducted tours of numerous City Hall and Public Works facilities in other cities. The work of the CPG was then translated into a presentation to the full City Council, of which Monday will be the fourth such progress report On Monday, Council will be joined by representatives of Wold, who will present the final report. Materials for Review and Discussion 1)PowerPoint Slides for Meeting Discussion 2)Executive Summary 3)Final Report In addition, City staff will have certain information to review to help illustrate the financial impacts of the projects outlined in the Space Needs Study. The City Council may provide direction to City staff on how to proceed; however, no formal action is necessary at this meeting. Item 1. CITY HALL AND PUBLIC WORKS SPACE PLANNING COUNCIL WORKSHOP OCTOBER 25, 2021 CITY OF OTSEGO Agenda CITY OF OTSEGO INFORMATION GATHERING Guiding Principles Facility & Operational Analysis Population Analysis SPACE PLANNING Space Standards Space Program Summary Tours & Takeaways OPTIONS & RECOMMENDATIONS Goals & Objectives Options Summary & Recommendations INFORMATION GATHERING 1. Create phased solutions that anticipate the needs for the next twenty years, but are adaptable and allow flexibility in future programming. Solutions should also embody the overall vision for the City Campus. 2. Provide safe and effective spaces that protect both city staff and property but still creates an open and engaging climate to serve the public. 3. Organize departments and workspaces in a logical manner to encourage flexibility, efficiency, and collaboration. 4. Integrate technology and sustainability practices that enhance workflows and building functionality. 5. Develop solutions that foster Otsego’s identity and promote professionalism and continual development. Guiding Principles CITY OF OTSEGO BUILDING INFORMATION •Originally constructed in 2006 as a Public Works Facility. •Renovated in 2012 to build out City Hall office spaces. OPERATIONS INFORMATION •15 FTE between Administration, Finance, HR, Planning, and Building Permits and Inspections. •Prairie Center is utilized for additional meeting space and also houses the City Council dais. PROJECTIONS •2030 Staffing: 27 FTE •2040 Staffing: 35 FTE Facility & Operational Analysis – City Hall CITY OF OTSEGO FUNCTIONAL AND OPERATIONAL DEFICIENCIES •Building condition is fairly typical for its age – recommended upgrades include mechanical and electrical systems replacement, re-roofing, and exterior tuck- pointing and control joint installation for water-tight skin. •Public services are split between two levels – inefficient for customer access, department collaboration, and space utilization. •Lack of adequate lobby and waiting space for the public. •Currently no secure boundaries between publicly-accessible areas and staff offices. •Staff support spaces (conference rooms, break rooms, work room) are shared with Public Works and require expansion to accommodate future staffing and service needs. •Better space delineation is required to maximize utilization of storage spaces and account for the creation/expansion of departments not currently housed in the building. Facility & Operational Analysis – City Hall CITY OF OTSEGO BUILDING INFORMATION •Originally constructed in 2006 as a Public Works Facility. •Renovated in 2012 to build out City Hall office spaces. OPERATIONS INFORMATION •8 FTE (excluding seasonal staff) •Equipment on hand includes plows, pick-up trucks, trailers, loaders, graders, UTVs, and various small equipment and attachments. •Cold Storage Building, near Original Township Hall, is utilized for overflow and seasonal storage. PROJECTIONS •2030 Staffing: 14 FTE (excludes seasonal staff) •2040 Staffing: 18 FTE (excludes seasonal staff) •17 new pieces of equipment expected in next 10-15 years (non-replacement) Facility & Operational Analysis – Public Works CITY OF OTSEGO FUNCTIONAL AND OPERATIONAL DEFICIENCIES •Building condition is fairly typical for its age – recommended upgrades include mechanical and electrical systems replacement, re-roofing, and exterior tuck- pointing and control joint installation for water-tight skin. •Corrosion of concrete slab in vehicle storage space due to lack of sealer and presence of salt/harsh chemicals. •All spaces utilized by Public Works (staff offices, locker rooms, parts/tool storage, break room, mechanics space, vehicle storage) are at capacity and cannot accommodate the projected staffing, equipment, and service needs. •Brine mixing operations are currently located in the Wash Bay and should be located in its own isolated location. •Office capacities are reliant on the presence of City Hall in the building. •The cold storage building is only sufficient for use as overflow or seasonal storage. Adequate lighting and temperature control would be needed for staff use. Facility & Operational Analysis – Public Works CITY OF OTSEGO BUILDING INFORMATION •Originally constructed in the 1990s. •Interior renovation in the 2010s. OPERATIONS INFORMATION •5 FTE (excluding seasonal staff) •Equipment on hand includes plows, pick-up trucks, tractors, trailers, UTVs, and various small equipment and attachments. •Offices are centrally located in Prairie Center; Parks Maintenance utilizes the Public Works vehicle storage garage and the Cold Storage building for workshop/storage needs. PROJECTIONS •2030: 9 FTE (excluding seasonal staff) •2040: 13 FTE (excluding seasonal staff) •7 new pieces of equipment expected in next 10-15 years (non-replacement) Facility & Operational Analysis – Parks & Recreation CITY OF OTSEGO FUNCTIONAL AND OPERATIONAL DEFICIENCIES •Building is generally in good condition – recommended improvements include window, skylight and door replacement, in addition to the replacement of electrical systems nearing the end of its usable life. •Office spaces will not accommodate future staffing projections and need to be expanded. •Staff support spaces (locker rooms, conference rooms) are shared with City Hall and Public Works. Expansion will be needed to accommodate projected growth. •Additional equipment storage and workshop space are needed to improve staff efficiency and accommodate future acquisitions/service needs. Existing space in vehicle storage garage and Cold Storage are shared with Public Works. •Recreation storage is spread between various locations and should be consolidated to one or two spaces to maximize staff efficiency. Facility & Operational Analysis – Parks & Recreation CITY OF OTSEGO Population Analysis & Staffing Projections CITY OF OTSEGO MODEL 1 – SURVEYS 2010 Current (2020) 2030 2040 Annual Growth % City Hall 11.5 15 27 35 Public Works 7 8 14 18 Parks & Recreation 0 5 9 13 Total 18.5 28 50 66 8.5% MODEL 2 – POPULATION ALIGNMENT 2010 Current (2020) 2030 2040 Annual Growth % City of Otsego 13,571 19,040 28,000 38,000 6% City Hall 11 15 24 33 Public Works 7 8 13 18 Parks & Recreation 0 5 8 11 Total 18.5 28 45 62 SPACE PLANNING The following are suggested Space Standards based on job classification: Administrator Office 225 sq. ft. to 250 sq. ft. (20’ x 12’) Department Head Office 150 sq. ft. to180 sq. ft. (15’ x 12’) Supervisor Office 120 sq. ft. (12’ x 10’) Regular Administrative 7’x6’ – 8’-6’ work station Technical/ Engineering 8’x8’ work station Flexible/ Intern/ Seasonal 6’x6’ work station Small Meeting Room 150 sq. ft. (3-4 people) Medium Meeting Room 250 sq. ft. (5-8 people) Large Meeting Room 500 sq. ft. (10-15 people) Training Room 1,500 sq. ft. to 2,000 sq. ft. (50-90 people) Storage and Work Areas Sized as needed Space Standards CITY OF OTSEGO Space Program Summary – City Hall CITY OF OTSEGO Space Program Staff Program Staff Program Staff Program Department Summary City Hall 1.100 Lobby & Other 4,098 s.f. 5,687 s.f. 6,387 s.f. 1.200 Administration 4 778 s.f. 5 1,109 s.f. 5 1,109 s.f. 1.300 Finance 4 354 s.f. 8 1,039 s.f. 10 1,098 s.f. 1.400 Community Development & Building Inspections 7 684 s.f. 14 2,094 s.f. 20 2,752 s.f. 1.500 Shared Space 4,405 s.f. 6,202 s.f. 6,874 s.f. 1.600 Garage 200 s.f. 1,000 s.f. 2,000 s.f. Total City Hall Usable Square Footage 10,519 s.f. 17,131 s.f. 20,220 s.f. Usable to Gross Factor x 1.9 x 1.2 x 1.2 Total City Hall Gross Square Footage 15 19,578 s.f.27 20,557 s.f.35 24,264 s.f. Existing Utilization Proposed Need Proposed Need (2030 Program)(2040 Program) Space Program Summary – Public Works CITY OF OTSEGO Space Program Staff Program Staff Program Staff Program Department Summary Public Works 2.100 Public Spaces 621 s.f. 1 995 s.f. 1 995 s.f. 2.200 Staff Spaces 1 3,024 s.f. 11 3,901 s.f. 14 4,674 s.f. 2.300 Support 5 2,900 s.f. 5,754 s.f. 5,754 s.f. 2.400 Mechanics Suite 2 6,912 s.f. 2 15,752 s.f. 3 16,676 s.f. 2.500 Cold Storage 4,600 s.f. 8,008 s.f. 8,008 s.f. 2.600 Heated Storage 15,675 s.f. 21,308 s.f. 22,876 s.f. Total Public Works Gross Square Footage 8 33,732 s.f.14 55,717 s.f.18 58,982 s.f. Existing Utilization Proposed Need Proposed Need (2030 Program)(2040 Program) Space Program Summary – Parks & Recreation CITY OF OTSEGO Space Program Staff Program Staff Program Staff Program Department Summary Parks & Recreation 3.100 Public Spaces 3,382 s.f. 2,268 s.f. 2,268 s.f. 3.200 Staff Spaces 5 1,732 s.f. 9 3,730 s.f. 13 4,388 s.f. 3.300 Support 1,206 s.f. 3,360 s.f. 5,040 s.f. 3.400 Workshop 500 s.f. 2,016 s.f. 2,016 s.f. 3.500 Cold Storage 2,300 s.f. 3,013 s.f. 3,013 s.f. 3.600 Heated Storage 3,919 s.f. 7,588 s.f. 8,316 s.f. Total Parks & Rec Gross Square Footage 5 13,039 s.f.9 21,974 s.f.13 25,041 s.f. Existing Utilization Proposed Need Proposed Need (2030 Program)(2040 Program) Facility Tours CITY OF OTSEGO NEW HOPE CITY HALL CARVER CITY HALL SHAKOPEE PUBLIC WORKS WOODBURY PUBLIC WORKS BROOKLYN PARK PUBLIC WORKS FRIDLEY PUBLIC WORKS FRIDLEY CITY HALL SHAKOPEE CITY HALL WOODBURY CITY HALL Facility Tours Takeaways CITY OF OTSEGO •Campus setting integrating existing Prairie Park facilities and that maintains a reasonable separation between community-accessible spaces and internal, public works vehicles and operations. •Security measures implemented throughout the campus in terms of site and staff spaces. •Prioritization of customer service with easily accessible reception counters and conference rooms located just off the lobby. •Staff spaces that promote collaboration and integrate daylighting techniques. •Formal council chambers that facilitate public participation and viewing while still providing adequate dais space with security measures for council members and staff. •Vehicle and equipment storage spaces that allow for optimal circulation patterns and efficiently utilize wall space for storage. •Mechanics spaces that provide adequate working space and accommodate future fleet acquisitions. OPTIONS & RECOMMENDATIONS Goals & Objectives CITY OF OTSEGO CITY HALL NEW CONSTRUCTION: City Hall PUBLIC WORKS NEW CONSTRUCTION: Cold Storage* ADDITION: Warm Vehicle Storage & Workshop ADDITION: Mechanics Space RENOVATION: Staff Support MISC. IMPROVEMENTS: Deferred Maintenance, Site Upgrades PARKS & RECREATION RENOVATION: Staff Support** MISC. IMPROVEMENTS: Deferred Maintenance *Cold Storage includes uninsulated metal building with concrete slab and power capabilities. ** Parks & Recreation staff support renovation includes locker room and crew room build out, in addition to office space expansion to accommodate future staff. Option A –Phasing CITY OF OTSEGO CITY HALL NEW CONSTRUCTION: City Hall PUBLIC WORKS NEW CONSTRUCTION: Cold Storage PARKS & RECREATION MISC. IMPROVEMENTS: Deferred Maintenance PUBLIC WORKS ADDITION: Warm Vehicle Storage & Workshop RENOVATION: Staff Support MISC. IMPROVEMENTS: Deferred Maintenance, Site Upgrades PARKS & RECREATION RENOVATION: Staff Support PUBLIC WORKS ADDITION: Mechanics Bays Total Construction Cost: $26.8 M Total Project Cost: $34 M Option A – Short Term CITY OF OTSEGO Option A – Mid Term CITY OF OTSEGO Option A – Long Term CITY OF OTSEGO Option A – Proposed Budget CITY OF OTSEGO Option A – Analysis CITY OF OTSEGO •Relocating City Hall right away immediately creates separate and distinct public and private zones within the campus – increases security for staff and public, protects city assets, opportunity to establish distinct Otsego identity. •Consolidating City Hall functions maximizes workflow efficiency and improves public access. •Vacating City Hall operations from Public Works facility and Prairie Center streamlines future construction projects, provides schedule flexibility, and minimizes investing in upgrading or renovating spaces more than once. •Immediate need for additional equipment and vehicle storage is addressed. •Minimization of site disruptions with immediate vacation of City Hall from current location. •Need for vehicle and equipment storage is only partially addressed in the immediate future. Related space needs will become more critical closer to the mid-term project phase. •Deviates from initial project priorities and goals with proposed construction of City Hall first. PROS CONS Option B – Priorities & Phasing CITY OF OTSEGO PUBLIC WORKS ADDITION: Warm Vehicle Storage & Workshop MISC. IMPROVEMENTS: Deferred Maintenance, Site Upgrades CITY HALL REMODEL: Office Spaces PARKS & RECREATION MISC. IMPROVEMENTS: Deferred Maintenance CITY HALL NEW CONSTRUCTION: City Hall PUBLIC WORKS RENOVATION: Staff Support NEW CONSTRUCTION: Cold Storage PUBLIC WORKS ADDITION: Mechanics Bays PARKS & RECREATION RENOVATION: Staff Support Total Construction Cost: $26.8 M Total Project Cost: $34.1 M Option B – Short Term CITY OF OTSEGO Option B – Short Term City Hall Solutions CITY OF OTSEGO * Assumes 2030 staffing projections. MAIN LEVEL UPPER LEVEL Option B – Mid Term CITY OF OTSEGO Option B – Long Term CITY OF OTSEGO Option B – Proposed Budget CITY OF OTSEGO Option B – Analysis CITY OF OTSEGO •Fully addresses immediate need for vehicle and equipment storage – aligns with the initial goals and outcomes for the project. •Little opportunity in the short term phase to expand departmental staff support spaces, shared conference and meeting spaces. Public Works and Parks and Recreation cannot expand until City Hall vacates current space – space needs will become more critical into the mid-term phase. Renovations only accommodate incoming staff, does not improve current space deficiencies. •Disruption of current City Hall and Public Works site operations in all three phases. Public access will need to be maintained during PW construction, requiring strategic construction staging. •Potential financial inefficiency with the current City Hall office space being renovated in both the short term and mid- term phases – repeated financial investment. PROS CONS Option C – Priorities & Phasing CITY OF OTSEGO PUBLIC WORKS ADDITION: Warm Vehicle Storage & Workshop MISC. IMPROVEMENTS: Deferred Maintenance, Site Upgrades CITY HALL REMODEL: Office Spaces PARKS & RECREATION MISC. IMPROVEMENTS: Deferred Maintenance CITY HALL BUILD OUT: Office Spaces PUBLIC WORKS ADDITION: Mechanics Bays NEW CONSTRUCTION: Cold Storage CITY HALL NEW CONSTRUCTION: City Hall PARKS & RECREATION RENOVATION: Staff Support PUBLIC WORKS RENOVATION: Staff Support Total Construction Cost: $30.3 M Total Project Cost: $38.7 M Option C – Short Term CITY OF OTSEGO Option C – Short Term City Hall Solutions CITY OF OTSEGO * Assumes 2030 staffing projections. MAIN LEVEL UPPER LEVEL Option C – Mid Term CITY OF OTSEGO Option C – Mid Term City Hall Solutions CITY OF OTSEGO * Assumes 2040 staffing projections. MAIN LEVEL UPPER LEVEL Option C – Long Term CITY OF OTSEGO Option C – Proposed Budget CITY OF OTSEGO Option C – Analysis CITY OF OTSEGO •Fully addresses immediate need for vehicle and equipment storage – aligns with the initial goals and outcomes for the project. •Financial inefficiency with proposed multiple renovations of the City Hall space to accommodate expected staff growth and eventual needs of Public Works. •Little opportunity in the short and mid-term phases to expand departmental staff support spaces or shared conference and meeting spaces. Space needs for Public Works and Parks and Recreation cannot be accommodated until City Hall is vacated – critical space needs into long term phase. Renovation only accommodates incoming staff, not space deficiencies. •Relied use of Prairie Center to support need for meeting spaces. •Disruption of current City Hall and Public Works site operations in all three construction phases. Public access would need to be maintained on the site, requiring strategic staging. Site congestion is likely. PROS CONS Options Summary CITY OF OTSEGO SHORT MID LONG CITY HALL COLD STORAGE PC DM WARM STORAGE PW/CH DM CITY HALL RENO PC DM WARM STORAGE PW/CH DM CITY HALL RENO PC DM WARM STORAGE STAFF RENOVATION PW/CH DM MECH ADDITION STAFF RENOVATION CITY HALL STAFF RENOVATION COLD STORAGE MECH ADDITION STAFF RENOVATION CH BUILD OUT COLD STORAGE MECH ADDITION CITY HALL STAFF RENOVATION STAFF RENOVATION PUBLIC WORKSCITY HALL PARKS & RECDEPARTMENT KEY: NEW CONSTRUCTION 1. Create phased solutions that anticipate the needs for the next twenty years, but are adaptable and allow flexibility in future programming. Solutions should also embody the overall vision for the City Campus. 2. Provide safe and effective spaces that protect both city staff and property but still creates an open and engaging climate to serve the public. 3. Organize departments and workspaces in a logical manner to encourage flexibility, efficiency, and collaboration. 4. Integrate technology and sustainability practices that enhance workflows and building functionality. 5. Develop solutions that foster Otsego’s identity and promote professionalism and continual development. Options Analysis CITY OF OTSEGO Options Analysis CITY OF OTSEGO OPTION 1ADAPTABLE & FLEXIBLE2OPEN & ENGAGING3EFFICIENCY & COLLABORATION4TECHNOLOGY & SUSTAINABILITY5PROFESSIONALISMNOTES A Construct new City Hall and PW Cold Storage in the short term phase followed by Parks and PW renovations and additions in the mid to long term phases. Prioritizing City Hall in the short term phase enables the City of Otsego to re- align departmental workflows, establish a customer-focused service model, and to be flexible with future project planning. B Construct new PW vehicle storage in the short term phase followed by new City Hall construction and Parks/PW renovations and additions in the mid to long term phases. Prioritizing vehicle and equipment storage for Parks and PW in the short term phase allows flexibility and efficiency on the operations front but hinders the development of departmental workflows and the customer-service role of the City. C Construct new PW vehicle storage in the short and mid-term phases followed by construction of new City Hall and Parks/PW renovations in the long term phase. Continuing to locate City Hall on the current site prohibits flexibility in the construction schedule, creates significant obstacles to maintaining customer service, and hinders the development of departmental workflows. Options Analysis CITY OF OTSEGO OPTION 1ADAPTABLE & FLEXIBLE2OPEN & ENGAGING3EFFICIENCY & COLLABORATION4TECHNOLOGY & SUSTAINABILITY5PROFESSIONALISMNOTES A Construct new City Hall and PW Cold Storage in the short term phase followed by Parks and PW renovations and additions in the mid to long term phases. Prioritizing City Hall in the short term phase enables the City of Otsego to re- align departmental workflows, establish a customer-focused service model, and to be flexible with future project planning. B Construct new PW vehicle storage in the short term phase followed by new City Hall construction and Parks/PW renovations and additions in the mid to long term phases. Prioritizing vehicle and equipment storage for Parks and PW in the short term phase allows flexibility and efficiency on the operations front but hinders the development of departmental workflows and the customer-service role of the City. C Construct new PW vehicle storage in the short and mid-term phases followed by construction of new City Hall and Parks/PW renovations in the long term phase. Continuing to locate City Hall on the current site prohibits flexibility in the construction schedule, creates significant obstacles to maintaining customer service, and hinders the development of departmental workflows. Phasing Recommendation – Option A CITY OF OTSEGO CITY HALL NEW CONSTRUCTION: City Hall PUBLIC WORKS NEW CONSTRUCTION: Cold Storage PARKS & RECREATION MISC. IMPROVEMENTS: Deferred Maintenance PUBLIC WORKS ADDITION: Warm Vehicle Storage & Workshop RENOVATION: Staff Support MISC. IMPROVEMENTS: Deferred Maintenance, Site Upgrades PARKS & RECREATION RENOVATION: Staff Support PUBLIC WORKS ADDITION: Mechanics Bays Total Construction Cost: $26.8 M Total Project Cost: $34 M Master Plan Recommendation CITY OF OTSEGO 90th STREET EXPANSION 85th STREET EXPANSION QUESTIONS? City of Otsego City Hall and Public Works Space Needs Study Executive Summary October 2021 City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 1 Commission No. 212039 TABLE OF CONTENTS Study Participants 2 Introduction 3 Executive Summary 4 Guiding Principles 5 Space Program Summary 6 Space Study Recommendations 8 Option A: Diagrams, Costs, and Analysis 10 Conclusion: Recommendations Summary and Conclusion 16 City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 2 Commission No. 212039 STUDY PARTICIPANTS City of Otsego 13400 90th Street NE Otsego, MN 55330 Jeff Dahl, City Council Member Tom Darkenwald, City Council Member Adam Flaherty, City Administrator & Finance Director Kevin Lamson, Street Operations Manager Ross Demant, Parks and Recreation Director Daniel Licht, City Planner (The Planning Company) Wold Architects and Engineers 332 Minnesota Street W2000 St. Paul, MN 55101 Jonathan Loose, Principal-in-Charge Jake Wollensak, Project Manager Jordan Medeiros, Project Lead Connor Duffy, Mechanical Engineer Obsa Abdi, Electrical Engineer City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 3 Commission No. 212039 INTRODUCTION Wold Architects and Engineers, in partnership with the City of Otsego, has prepared this Space Needs Study to assist in future planning of the City of Otsego’s City Hall and Public Works facilities. The study was completed with the involvement and ownership of the City’s Public Works Subcommittee consisting of a group of current council members and department heads. The content put forth in this executive summary and associated report is based on several meetings and site visits with City staff and Wold Architects and Engineers to gather information related to the operations of the City Hall, Public Works, and Parks and Recreation departments and the existing infrastructure currently in place to support those operations. The purpose of this study was to determine long-term space needs for city operations and to address department service delivery for the next twenty years. In addition to evaluating space and service delivery, an analysis of existing facilities and projected growth rates was performed. From this analysis, long-term solutions were developed that would improve city operations, staff and public safety and security, and determine appropriate space usage to maximize efficiency. This analysis and subsequent solution development is intended as a tool for the City Council to make long-term decisions regarding the maintenance, renovation, and future use of existing facilities and the reorganization or relocation of the various city departments. It is important to note that one major event was ongoing throughout the duration of this study and during the publishing of this report – the COVID-19 pandemic. The evolving nature of implications from this event has led to unpredictability of the construction market, remote working protocols, and public engagement. Due to the preliminary nature of the study, cost estimates for each option aim to capture the instability of construction costs due to potential ongoing labor and material shortages. Additionally, as much of the City’s workforce has maintained in-office working protocols, the space needs programs assume the continuation of city operations and services through a pre-pandemic model. At the time of implementation, it is advised that the cost estimates and space programs are evaluated as needed based on the state of pandemic conditions. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 4 Commission No. 212039 EXECUTIVE SUMMARY To better determine the space needs for the City of Otsego’s City Hall, Public Works, and Parks and Recreation departments, Wold Architects & Engineers and the Public Works Subcommittee conducted a thorough information gathering phase consisting of department surveys, staff interviews, facility tours, and growth analyses. Through these sessions, the group determined that the existing facilities were in fair condition from a maintenance viewpoint, but were generally undersized and laid out poorly, contributing significantly to workflow inefficiency throughout all departments. While city staff have been successful in maintaining operations to date, it became clear that the existing facilities would require expansion and remodel to provide adequate space for staff and public access to critical services in the future. A full explanation of the current space deficiencies and projected needs are highlighted in the full space needs study report. After understanding the current space deficiencies and projected needs, the group created a space program summary that identified the current space utilization of all departments, in addition to the needs required over the next twenty years for continued successful operations. Utilizing the space programs developed for each department, a series of building improvements and construction projects were outlined, aiming to achieve all the needs identified over the next twenty years. The improvements should be used as guidelines for long-term city improvements and developments. After evaluating three potential phasing options, the Public Works Subcommittee and Wold Architects & Engineers determined that Option A would be the most successful in achieving the long-term needs and vision for the City of Otsego in a logical and efficient manner. Furthermore, this option simultaneously maintains the most continuous and seamless customer service approach for the immediate future. Further analysis of the considered phasing options can be found in the full space needs study report. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 5 Commission No. 212039 GUIDING PRINCIPLES Wold worked with the Public Works Subcommittee to develop a list of guiding principles based on best practices in government as well as the expressed desires and priorities of the group, which was made up of city council members and department heads. These principles informed the rest of the study and would also be considered during the eventual design process for a future project to address the needs of the city. 1. Create phased solutions that anticipate the needs for the next twenty years, but are adaptable and allow flexibility in future programming. Solutions should also embody the overall vision for the city campus. 2. Provide safe and effective spaces that protect both city staff and property but still create an open and engaging climate to serve the public. 3. Organize departments and workspaces in a logical manner to encourage flexibility, efficiency, and collaboration. 4. Integrate technology and sustainability practices that enhance workflows and building functionality. 5. Develop solutions that foster Otsego’s identity and promote professionalism and continual development. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 6 Commission No. 212039 SPACE PROGRAM SUMMARY The following page presents in a tabular format a summary of the existing space occupied by the City of Otsego as well as the projected space programs for the ten and twenty year milestones. The proposed square footages are not confined to the existing building footprint but were determined by staff surveys, departmental interviews, and understanding future operational needs. In conjunction with the information gathered, the space program will be used to determine recommendations for locating future departments and the work scope required to achieve the outlined program. A full detailed breakout of the space program for each department can be found in the full space needs study report. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 7 Commission No. 212039 Space Program Staff Program Staff Program Staff Program Department Summary City Hall 1.100 Lobby & Other 4,098 s.f. 5,687 s.f. 6,387 s.f. 1.200 Administration 4 778 s.f. 5 1,109 s.f. 5 1,109 s.f. 1.300 Finance 4 354 s.f. 8 1,039 s.f. 10 1,098 s.f. 1.400 Community Development & Building Inspections 7 684 s.f. 14 2,094 s.f. 20 2,752 s.f. 1.500 Shared Space 4,405 s.f. 6,202 s.f. 6,874 s.f. 1.600 Garage 200 s.f. 1,000 s.f. 2,000 s.f. Total City Hall Usable Square Footage 10,519 s.f. 17,131 s.f. 20,220 s.f. Usable to Gross Factor x 1.9 x 1.2 x 1.2 Total City Hall Gross Square Footage 15 19,578 s.f.27 20,557 s.f.35 24,264 s.f. Department Summary Public Works 2.100 Public Spaces 621 s.f. 1 995 s.f. 1 995 s.f. 2.200 Staff Spaces 1 3,024 s.f. 11 3,901 s.f. 14 4,674 s.f. 2.300 Support 5 2,900 s.f. 5,754 s.f. 5,754 s.f. 2.400 Mechanics Suite 2 6,912 s.f. 2 15,752 s.f. 3 16,676 s.f. 2.500 Cold Storage 4,600 s.f. 8,008 s.f. 8,008 s.f. 2.600 Heated Storage 15,675 s.f.21,308 s.f.22,876 s.f. Total Public Works Gross Square Footage 8 33,732 s.f.14 55,717 s.f.18 58,982 s.f. Department Summary Parks & Recreation 3.100 Public Spaces 3,382 s.f. 2,268 s.f. 2,268 s.f. 3.200 Staff Spaces 5 1,732 s.f. 9 3,730 s.f. 13 4,388 s.f. 3.300 Support 1,206 s.f. 3,360 s.f. 5,040 s.f. 3.400 Workshop 500 s.f. 2,016 s.f. 2,016 s.f. 3.500 Cold Storage 2,300 s.f. 3,013 s.f. 3,013 s.f. 3.600 Heated Storage 3,919 s.f.7,588 s.f.8,316 s.f. Total Parks & Rec Gross Square Footage 5 13,039 s.f.9 21,974 s.f.13 25,041 s.f. (2040 Program) Proposed Need Existing Utilization Proposed Need (2030 Program) City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 8 Commission No. 212039 SPACE STUDY RECOMMENDATIONS Utilizing the information gathered through department interviews, surveys, and facility tours, Wold Architects & Engineers and the Public Works Subcommittee analyzed the space program to develop recommended solutions that aim to address identified space needs and building deficiencies. The following solutions should be used as guidelines for long-term city improvements and developments. City Hall 1. Construct a new City Hall consolidating all departments to one location and independent from Public Works operations. The new building would accommodate current and future staffing needs, enable a customer-forward service approach, provide added security for staff and the public, and improve workflow efficiencies with added support space and logical department adjacencies. Public Works 1. Construct a new cold storage building north of the existing Public Works facility for seasonal storage and future acquisitions. 2. Expand the warm vehicle storage to accommodate current and future fleet vehicles for Public Works and Parks and Recreation. A workshop space, equipment storage, and brine mixing room should also be incorporated into the addition. 3. Expand the mechanics space to include at least one additional drive through repair bay sized to accommodate larger vehicles and added parts and tool storage. 4. Renovate the staff support area to accommodate future Public Works department growth including added offices and workstations, upsized locker rooms, a dedicated reception space, and staff crew room. 5. Complete miscellaneous building improvements including deferred maintenance items identified in the facility analysis and site upgrades. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 9 Commission No. 212039 Parks & Recreation 1. Renovate the staff support area to accommodate future department growth including added offices and workstations, upsized locker rooms, a dedicated crew room, and storage. 2. Complete miscellaneous building improvements including deferred maintenance items identified in the facility analysis. After establishing the above recommendations, the Public Works Subcommittee and Wold Architects & Engineers explored three construction phasing timelines outlining the completion of the above projects over the next ten years. In each option, the priorities differ and ultimately dictate the sequencing of work. Option A prioritizes the construction of a new City Hall first in order to vacate all City Hall departments from the Public Works site. Subsequent developments for Public Works and Parks and Recreation are then streamlined with the reduction of city staff and public visitors present on site. Option B prioritizes the originally identified need of expanding Public Works for additional vehicle and equipment storage. Construction of the new City Hall is delayed until the mid-term phase, pushing back the renovation of staff support spaces for Public Works and Parks and Recreation to the mid and long term phases. Option C prioritizes the originally identified need of expanding Public Works for additional vehicle and equipment storage. In this option, the existing city-owned facilities are used as long as possible and the construction of the new City Hall is postponed until the long term improvements phase. In the full report, each option includes graphics communicating the sequence of construction, a cost estimate, and analysis of each timeline. Project costs include the cost of construction as well as soft costs, including but not limited to professional design fees, testing, printing, fixtures, furnishing & equipment, technology, equipment, and project contingency. In the following pages, Option A is presented as the recommended phasing timeline for achieving the improvements outlined above. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 10 Commission No. 212039 OPTION A PHASING SHORT TERM IMPROVEMENTS CITY HALL NEW CONSTRUCTION: City Hall PUBLIC WORKS NEW CONSTRUCTION: Cold Storage* PARKS & RECREATION MISC. IMPROVEMENTS: Deferred Maintenance MID TERM IMPROVEMENTS PUBLIC WORKS ADDITION: Warm Vehicle Storage & Workshop PUBLIC WORKS RENOVATION: Staff Support PUBLIC WORKS MISC. IMPROVEMENTS: Deferred Maintenance & Site Upgrades LONG TERM IMPROVEMENTS PUBLIC WORKS ADDITION: Mechanics Bays PARKS & RECREATION RENOVATION: Staff Support** * Cold Storage includes uninsulated metal building with concrete slab and power capabilities. ** Parks and Recreation staff support renovation includes locker room and crew room build out, in addition to office space expansion to accommodate future staff. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 11 Commission No. 212039 OPTION A SITE DIAGRAM: SHORT TERM IMPROVEMENTS City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 12 Commission No. 212039 OPTION A SITE DIAGRAM: MID TERM IMPROVEMENTS City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 13 Commission No. 212039 OPTION A SITE DIAGRAM: LONG TERM IMPROVEMENTS City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 14 Commission No. 212039 OPTION A PROPOSED BUDGET City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 15 Commission No. 212039 OPTION A ANALYSIS Pros: · Moving City Hall away from the Public Works site immediately creates separate and distinct public and private zones within the city campus. Separating residents accessing public services and the city’s fleet and maintenance vehicles is important for the safety of all persons on site as well as protecting city-owned assets. · Prioritizes consolidation of City Hall functions to one location to maximize workflow efficiency, improve workplace security, address future space needs, and improve public access to City staff, City Council and advisory commission meeting spaces. · Vacating City Hall operations from the Public Works facility and Prairie Center streamlines future construction projects planned for those locations and minimizes investing in upgrading or renovating spaces more than once. Additionally, once City Hall is relocated, the construction schedule for Public Works and Prairie Center can be more flexible with opportunities to phase projects as needed without significant department or service disruption. · The immediate need for additional equipment and vehicle storage is addressed through the proposed cold storage building. Simultaneously, the development of the overall city campus is also moved to the forefront with the construction of an independent City Hall. Cons: · The need for additional vehicle and equipment storage is only partially addressed in the immediate future. Related space needs will likely become more critical closer to the mid-term project phase. · Constructing a City Hall in the short term phase deviates from the initial expected project priorities and goals. Other Considerations: · While the equipment and storage need for Public Works is only partially addressed in the immediate phase, the Public Works Subcommittee has confirmed that the proposed cold storage building will likely be sufficient for the next few years. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 16 Commission No. 212039 CONCLUSION RECOMMENDATIONS SUMMARY SHORT TERM (1-3 YEARS) MID TERM (4-6 YEARS) LONG TERM (7-10 YEARS) PROJECT COSTS OPTION A CITY HALL WARM STORAGE MECH ADDITION $33,911,750 COLD STORAGE STAFF RENOVATION STAFF RENOVATION PC DM PW/CH DM $13,665,000 $14,316,750 $5,930,000 OPTION B WARM STORAGE CITY HALL MECH ADDITION $34,103,750 PW/CH DM STAFF RENOVATION STAFF RENOVATION CITY HALL RENO COLD STORAGE PC DM $11,615,000 $16,558,750 $5,930,000 OPTION C WARM STORAGE CH BUILD OUT CITY HALL $38,658,1000 PW/CH DM COLD STORAGE STAFF RENOVATION CITY HALL RENO MECH ADDITION STAFF RENOVATION PC DM $11,615,000 $4,356,800 $22,686,300 DEPARTMENT KEY CITY HALL PUBLIC WORKS PARKS & RECREATION NEW CONSTRUCTION City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 17 Commission No. 212039 MASTER PLAN RECOMMENDATION While there are many different avenues for achieving the final result, the masterplan diagrams below illustrate two potential solutions that have gained consensus by the Public Works Subcommittee and Wold Architects & Engineers. At the time of publishing this report, the final City Hall location has not been determined, but will be investigated with the Core Planning Group in a subsequent site selection survey. Master Plan A: 90th Street Expansion Master Plan B: 85th Street Expansion City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 18 Commission No. 212039 CONCLUSION After establishing the space needs objectives and evaluating all phasing options, the Public Works Subcommittee and Wold Architects & Engineers are recommending City Council approval of Option A for the development of City Hall, Public Works, and Parks and Recreation. The proposed phasing sequence not only achieves the long-term needs and vision for the City of Otsego in a logical and efficient manner, but simultaneously maintains the most continuous and seamless customer service approach for the immediate future. While Options B and C achieve the same end result as Option A, they are the least flexible in providing workable space solutions for city staff in the short and mid-term phases. In both cases, many of the staff support and shared meeting areas are forced to remain as-is until City Hall operations are vacated from the current location. Furthermore, as construction progresses into the later phases, consolidation of City Hall and Public Works operations on a single site will pose to be a problem as public and staff access will need to be maintained amidst construction staging and operations, creating an environment unfriendly to customer service functions. Lastly, Options B and C pose financial inefficiency with the need to renovate City Hall office spaces in the immediate future to accommodate City Hall functions and again in later project phases to accommodate eventual Public Works functions. Remodeling these spaces more than once add scope to the overall project scheduling and will require duplicated investments into the current building. Prior to beginning the project planning phases once a phasing sequence is accepted by City Council, a site selection survey will be conducted with the Public Works Subcommittee to determine the recommended location for the proposed new City Hall. The process will evaluate both site options in relation to construction feasibility, site access, operations impact, and expansion capability. In subsequent project planning phases, the design team will work with the individual departments to establish design criteria based on user-input meetings, tours, and the space needs identified in this study. The design criteria will challenge city staff to consider all facets of their workflow and operations, including but not limited to department adjacencies, customer interaction, types of workspaces, and support needs. As project planning progresses, the design criteria will then be used to inform the final building design specific to the City of Otsego and the needs of its staff and residents. City of Otsego City Hall and Public Works Space Needs Study October 2021 City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 1 Commission No. 212039 TABLE OF CONTENTS Study Participants 2 Introduction 3 Executive Summary 4 Study Methodology 9 Guiding Principles 10 Existing Facility Evaluation: Condition and Functional Assessment 11 Needs Planning: Department Surveys and Growth Projections 14 Space Standards & Space Program Summary 17 Facility Tours and Takeaways 33 Space Study Recommendations 35 Option A: Diagrams, Costs, and Analysis 37 Option B: Diagrams, Costs, and Analysis 43 Option C: Diagrams, Costs, and Analysis 51 Conclusion: Recommendations Summary, Analysis, and Conclusion 60 Appendix A: Existing Utilization Diagrams 65 Appendix B: Facility Analysis 70 Appendix C: Department Surveys 113 Appendix D: Meeting Minutes 146 Appendix E: Site Selection Survey 175 City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 2 Commission No. 212039 STUDY PARTICIPANTS City of Otsego 13400 90th Street NE Otsego, MN 55330 Jeff Dahl, City Council Member Tom Darkenwald, City Council Member Adam Flaherty, City Administrator & Finance Director Kevin Lamson, Street Operations Manager Ross Demant, Parks and Recreation Director Daniel Licht, City Planner (The Planning Company) Wold Architects and Engineers 332 Minnesota Street W2000 St. Paul, MN 55101 Jonathan Loose, Principal-in-Charge Jake Wollensak, Project Manager Jordan Medeiros, Project Lead Connor Duffy, Mechanical Engineer Obsa Abdi, Electrical Engineer City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 3 Commission No. 212039 INTRODUCTION Wold Architects and Engineers, in partnership with the City of Otsego, has prepared this Space Needs Study to assist in future planning of the City of Otsego’s City Hall and Public Works facilities. The study was completed with the involvement and ownership of the City’s Public Works Subcommittee consisting of a group of current council members and department heads. The content put forth in this report is based on several meetings and site visits with City staff and Wold Architects and Engineers to gather information related to the operations of the City Hall, Public Works, and Parks and Recreation departments and the existing infrastructure currently in place to support those operations. The purpose of this study was to determine long-term space needs for city operations and to address department service delivery for the next twenty years. In addition to evaluating space and service delivery, an analysis of existing facilities and projected growth rates was performed. From this analysis, long-term solutions were developed that would improve city operations, staff and public safety and security, and determine appropriate space usage to maximize efficiency. This analysis and subsequent solution development is intended as a tool for the City Council to make long-term decisions regarding the maintenance, renovation, and future use of existing facilities and the reorganization or relocation of the various city departments. It is important to note that one major event was ongoing throughout the duration of this study and during the publishing of this report – the COVID-19 pandemic. The evolving nature of implications from this event has led to unpredictability of the construction market, remote working protocols, and public engagement. Due to the preliminary nature of the study, cost estimates for each option aim to capture the instability of construction costs due to potential ongoing labor and material shortages. Additionally, as much of the City’s workforce has maintained in-office working protocols, the space needs programs assume the continuation of city operations and services through a pre-pandemic model. At the time of implementation, it is advised that the cost estimates and space programs are evaluated as needed based on the state of pandemic conditions. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 4 Commission No. 212039 EXECUTIVE SUMMARY To better determine the space needs for the City of Otsego’s City Hall, Public Works, and Parks and Recreation departments, Wold Architects & Engineers and the Public Works Subcommittee conducted a thorough information gathering phase consisting of department surveys, staff interviews, facility tours, and growth analyses. Through these sessions, the group determined that the existing facilities were in fair condition from a maintenance viewpoint, but were generally undersized and laid out poorly, contributing significantly to workflow inefficiency throughout all departments. While city staff have been successful in maintaining operations to date, it became clear that the existing facilities would require expansion and remodel to provide adequate space for staff and public access to critical services in the future. After understanding the current space deficiencies and projected needs, the group created a space program summary that identified the current space utilization of all departments, in addition to the needs required over the next twenty years for continued successful operations. Detailed breakouts of the following space program summary can be found in the ‘Space Standards & Space Program Summary’ section. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 5 Commission No. 212039 Space Program Staff Program Staff Program Staff Program Department Summary City Hall 1.100 Lobby & Other 4,098 s.f. 5,687 s.f. 6,387 s.f. 1.200 Administration 4 778 s.f. 5 1,109 s.f. 5 1,109 s.f. 1.300 Finance 4 354 s.f. 8 1,039 s.f. 10 1,098 s.f. 1.400 Community Development & Building Inspections 7 684 s.f. 14 2,094 s.f. 20 2,752 s.f. 1.500 Shared Space 4,405 s.f. 6,202 s.f. 6,874 s.f. 1.600 Garage 200 s.f. 1,000 s.f. 2,000 s.f. Total City Hall Usable Square Footage 10,519 s.f. 17,131 s.f. 20,220 s.f. Usable to Gross Factor x 1.9 x 1.2 x 1.2 Total City Hall Gross Square Footage 15 19,578 s.f.27 20,557 s.f.35 24,264 s.f. Department Summary Public Works 2.100 Public Spaces 621 s.f. 1 995 s.f. 1 995 s.f. 2.200 Staff Spaces 1 3,024 s.f. 11 3,901 s.f. 14 4,674 s.f. 2.300 Support 5 2,900 s.f. 5,754 s.f. 5,754 s.f. 2.400 Mechanics Suite 2 6,912 s.f. 2 15,752 s.f. 3 16,676 s.f. 2.500 Cold Storage 4,600 s.f. 8,008 s.f. 8,008 s.f. 2.600 Heated Storage 15,675 s.f.21,308 s.f.22,876 s.f. Total Public Works Gross Square Footage 8 33,732 s.f.14 55,717 s.f.18 58,982 s.f. Department Summary Parks & Recreation 3.100 Public Spaces 3,382 s.f. 2,268 s.f. 2,268 s.f. 3.200 Staff Spaces 5 1,732 s.f. 9 3,730 s.f. 13 4,388 s.f. 3.300 Support 1,206 s.f. 3,360 s.f. 5,040 s.f. 3.400 Workshop 500 s.f. 2,016 s.f. 2,016 s.f. 3.500 Cold Storage 2,300 s.f. 3,013 s.f. 3,013 s.f. 3.600 Heated Storage 3,919 s.f.7,588 s.f.8,316 s.f. Total Parks & Rec Gross Square Footage 5 13,039 s.f.9 21,974 s.f.13 25,041 s.f. (2040 Program) Proposed Need Existing Utilization Proposed Need (2030 Program) City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 6 Commission No. 212039 Utilizing the space programs developed for each department, a series of building improvements and construction projects were outlined, aiming to achieve all the needs identified over the next twenty years. The following solutions should be used as guidelines for long-term city improvements and developments. City Hall 1. Construct a new City Hall consolidating all departments to one location and independent from Public Works operations. The new building would accommodate current and future staffing needs, enable a customer-forward service approach, provide added security for staff and the public, and improve workflow efficiencies with added support space and logical department adjacencies. Public Works 1. Construct a new cold storage building north of the existing Public Works facility for seasonal storage and future acquisitions. 2. Expand the warm vehicle storage to accommodate current and future fleet vehicles for Public Works and Parks and Recreation. A workshop space, equipment storage, and brine mixing room should also be incorporated into the addition. 3. Expand the mechanics space to include at least one additional drive through repair bay sized to accommodate larger vehicles and added parts and tool storage. 4. Renovate the staff support area to accommodate future Public Works department growth including added offices and workstations, upsized locker rooms, a dedicated reception space, and staff crew room. 5. Complete miscellaneous building improvements including deferred maintenance items identified in the facility analysis and site upgrades. Parks & Recreation 1. Renovate the staff support area to accommodate future department growth including added offices and workstations, upsized locker rooms, a dedicated crew room, and storage. 2. Complete miscellaneous building improvements including deferred maintenance items identified in the facility analysis. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 7 Commission No. 212039 After evaluating three potential phasing options, the Public Works Subcommittee and Wold Architects & Engineers determined that Option A would be the most successful in achieving the long-term needs and vision for the City of Otsego in a logical and efficient manner. Furthermore, this option simultaneously maintains the most continuous and seamless customer service approach for the immediate future. Further analysis of the considered phasing options can be found in later sections of this report. Option A proposes the following phasing of the recommended improvements with a total project cost of $33.9 million. SHORT TERM IMPROVEMENTS CITY HALL NEW CONSTRUCTION: City Hall PUBLIC WORKS NEW CONSTRUCTION: Cold Storage* PARKS & RECREATION MISC. IMPROVEMENTS: Deferred Maintenance MID TERM IMPROVEMENTS PUBLIC WORKS ADDITION: Warm Vehicle Storage & Workshop PUBLIC WORKS RENOVATION: Staff Support PUBLIC WORKS MISC. IMPROVEMENTS: Deferred Maintenance & Site Upgrades LONG TERM IMPROVEMENTS PUBLIC WORKS ADDITION: Mechanics Bays PARKS & RECREATION RENOVATION: Staff Support** * Cold Storage includes uninsulated metal building with concrete slab and power capabilities. ** Parks and Recreation staff support renovation includes locker room and crew room build out, in addition to office space expansion to accommodate future staff. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 8 Commission No. 212039 City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 9 Commission No. 212039 STUDY METHODOLOGY To arrive at the recommendations included in this report, extensive meetings and discussions occurred between the Wold Architects & Engineers team and the Public Works Subcommittee, including City Council members and department heads. This effort included departmental surveys, staff interviews, facility tours, and information gathering. Additionally, as part of the interview and survey process, an analysis of staffing needs was done. We asked each department head to review historic staffing numbers and to project the number of staff needed to effectively and efficiently provide service to the City in the future. To assist in determining operational efficiency and future need, the Core Planning Group studied the following: Current and Future Operations · Analysis of current operations · Department surveys and interviews · Projection of operational opportunities Growth Needs Analysis · Review and approval of projected growth needs · Exploration of space deficiencies Program · Development of a program of spaces · Refinement of basic program needs · Discussion of standardizing workstation and office sizes City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 10 Commission No. 212039 GUIDING PRINCIPLES Wold worked with the Public Works Subcommittee to develop a list of guiding principles based on best practices in government as well as the expressed desires and priorities of the group, which was made up of city council members and department heads. These principles informed the rest of the study and would also be considered during the eventual design process for a future project to address the needs of the city. 1. Create phased solutions that anticipate the needs for the next twenty years, but are adaptable and allow flexibility in future programming. Solutions should also embody the overall vision for the city campus. 2. Provide safe and effective spaces that protect both city staff and property but still create an open and engaging climate to serve the public. 3. Organize departments and workspaces in a logical manner to encourage flexibility, efficiency, and collaboration. 4. Integrate technology and sustainability practices that enhance workflows and building functionality. 5. Develop solutions that foster Otsego’s identity and promote professionalism and continual development. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 11 Commission No. 212039 EXISITING FACILITY EVALUATION In 2021, the City of Otsego hired Wold Architects & Engineers to perform a space needs study that consists of a condition and functional assessment of buildings occupied by City Hall, Public Works, and Parks and Recreation. The study examined all city-owned facilities related to the specified departments in order to identify facility maintenance needs, current space deficiencies, inefficiencies in existing space usage, and provide a road map for long-term facilities planning. CONDITION ASSESSMENT The Condition Assessment is an evaluation of the physical infrastructure of the existing facilities. Each building’s systems are evaluated in order to create a report of items that need to be replaced or upgraded to maintain the buildings as a city asset into the future. The report that was created represents a twenty-year outlook for all facilities. The Public Works Subcommittee reviewed the items in the report to gain consensus on the actual needs and prioritization. The following are major takeaways from each building that was evaluated. City Hall and Public Works Facility The City Hall and Public Works Facility was completed in 2006 with a major office remodel completed in 2012. Nearing twenty years old, the building condition is fairly typical of its age and requires various upgrades to maintain its continued use. Exterior improvements, such as replacing the roof system and tuck-pointing mortar joints, are required to maintain a water-tight system. With a building that experiences high public and vehicle traffic, flooring repairs and replacement are recommended to address signs of age and corrosion. Many of the mechanical and electrical systems are nearing the recommended end of useful life and therefore require upgrades to maintain equipment performance, energy efficiency, and user comfort. Prairie Center Prairie Center was originally built in the 1990s and was recently remodeled in the last decade. In general, the building structure and systems are in good condition and typical long term maintenance items should be planned for to maintain its viability. Recommended repairs include rust removal at exposed lintels and replacement of windows, skylights, and doors. Electrical equipment and systems are nearing the end of its City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 12 Commission No. 212039 recommended usable life and should be planned for replacement. With the public frequently accessing the building, accessibility improvements to the toilet rooms and kitchen are recommended. Cold Storage The City’s cold storage is currently housed adjacent to the Original Township Hall. The exterior metal panel and roof were recently replaced to maintain a watertight exterior. Many of the mechanical and electrical systems are outdated and replacement is recommended if the City were to use the facility beyond solely equipment and vehicle storage. FUNCTIONAL ASSESSMENT The Functional Assessment is an evaluation of the adequacy of space sizes and arrangements in supporting the operations of each department function, both currently and projected into the future. An ideal utilization of space that is needed to support city operations is the outcome of this assessment. The following are the major takeaways from each function that was evaluated. City Hall and Public Works Facility The building currently serves all City Hall functions, Public Works operations, and Parks storage and maintenance. City Hall’s public services are currently split on two levels and are not efficient for customer service or department efficiency. The service areas lack waiting space and do not provide secure barriers for staff. The split levels also contributes to the inefficient use of office space. Public Works occupies the majority of the building, however, many of its office functions are heavily reliant on City Hall resources. Many of the staff support spaces and equipment storage and maintenance areas are at capacity and will need to be expanded to continue to serve city operations and future growth/acquisitions. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 13 Commission No. 212039 The parks maintenance division of Parks and Recreation also utilizes the equipment storage areas shared with Public Works. Additional equipment storage and workshop space are needed to improve staff efficiency and accommodate future growth. Many of the building support areas, such as the break room, training room, and conference rooms, are used by all city entities. These spaces are unable to support the current staff numbers and will require expansion for continued use. Prairie Center Prairie Center is a multi-purpose facility accommodating the Parks & Recreation office and programming functions while also serving the City Council and residents as a rentable facility. Increased office space is needed for Parks and Recreation in order to continue serving the department as it expands. Storage space is also lacking for parks programming equipment. For City Council functions, Prairie Center currently lacks an accessible dais and council chambers. Cold Storage The Cold Storage building is sufficient for its use as an overflow storage space for seasonal equipment and vehicles. Due to lack of sufficient space at the primary Public Works facility, at times city staff utilize this location as a workshop space. In that capacity, the building lacks adequate lighting and temperature control for working conditions. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 14 Commission No. 212039 NEEDS PLANNING In addition to the condition and functional assessment of the city-owned property, Wold Architects & Engineers and the Public Works Subcommittee completed a series of department interviews and surveys to better understand the long-term operational and staffing goals for each department. The intent was to conceptualize operations beyond the physical space in order to adequately plan for potential personnel growth and service expansion. DEPARTMENTAL SURVEYS & INTERVIEWS City Hall City Hall is comprised of the following departments/groups: City Council, Administration, Finance, IT, Building Safety, and Community Development (Planning & Engineering). Additional subgroups include the Sheriff’s Office, the Historic Preservation Commission Office, and a future Fire Department. In 2012, the Public Works facility shell space was built out to accommodate City Hall functions. Since then, the group and its services have expanded significantly, requiring the partial occupation of Prairie Center as well. Staffing is expected to continue increasing, and the main desire for City Hall is to consolidate all services and departments to one location to optimize workflow efficiency, ease the customer service experience for residents, and ultimately establish a unique identity for the City of Otsego as an entity. Public Works Programmatically, the existing Public Works facility already has the ability to accommodate many of the department’s current and future operations. However, as identified in the functional assessment section, the majority of the support spaces require expansion in order to align with staffing growth and operational efficiency. Throughout interviews, a few key operational modifications were identified and should be considered for future building renovations. A larger maintenance bay is required to provide flexibility in servicing future fleet acquisitions and improve overall safety for mechanics. A designated wood shop and separate brine mixing City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 15 Commission No. 212039 room should also be considered to better accommodate expanding department responsibilities. Lastly, consolidating all equipment and vehicles to one location will prove to be critical in maximizing staff efficiency and protecting city-owned assets. Parks & Recreation Throughout interviews and surveys, it was recognized that a critical goal for the Parks & Recreation department is to continue operating as one unified entity, therefore, locating the staff offices for parks maintenance and recreation programming in one location should be prioritized. Similar to Public Works, consolidation of vehicles, equipment, and recreation storage will also benefit the department in the long run. Creating designated work space and intentional storage will streamline organization methods and ultimately workflow efficiency. GROWTH PROJECTIONS The departmental surveys also tasked department heads with providing staffing projections for the next twenty years to better inform the space needs and program. These projections are dependent on many different factors including population growth, building/housing development, funding, and historical trends. The following staff counts were established with Wold Architects & Engineers and the Public Works Subcommittee. Across all departments, an 8.5% average annual growth rate is seen through this model. STAFFING PROJECTIONS – DEPARTMENT SURVEYS 2010 2020 2030 2040 City Hall 11.5 15 27 35 Public Works 7 8 14 18 Parks & Recreation 0 5 9 13 Total 18.5 28 50 66 City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 16 Commission No. 212039 To verify the projections provided in the departmental surveys, staffing was also evaluated in relation to the City’s projected population growth over the next twenty years. With population models supplied by the Public Works Subcommittee, the following staffing model was developed, assuming an average annual growth rate of 6%. STAFFING PROJECTIONS – POPULATION GROWTH 2010 2020 2030 2040 City of Otsego 13,571 19,966 28,000 38,000 City Hall 11 15 24 33 Public Works 7 8 13 18 Parks & Recreation 0 5 8 11 Total 18.5 28 45 62 Comparison of both staffing projection models highlights the slightly higher average annual growth rate resulting from the numbers provided in the departmental overviews. One factor contributing to the higher average growth rate is the establishment of departments that currently do not formally exist within City Hall or are contracted out through third-party vendors. With City Council input, the Public Works Subcommittee and Wold Architects & Engineers decided to proceed with designing for the former option to optimize flexibility and longevity in the space program and eventual building design. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 17 Commission No. 212039 SPACE STANDARDS As a tool for building the space needs program, space standards were established with Wold Architects & Engineers and the Public Works Subcommittee, outlining recommended sizes for offices, workspaces, and meeting rooms. These square footages are based on industry standards, existing office sizes, and the needs required for each function. Offices Administrator Office 225 sq. ft. to 250 sq. ft. (20’-0” x 12’-0”) Department Head Office 150 sq. ft. to 180 sq. ft. (15’-0” x 12’-0”) Supervisor Office 120 sq. ft. (12’-0” x 10’-0”) Workstations Administrative 42 sq. ft. to 48 sq. ft. (7’-0” x 6’-0”, 8’-0” x 6’-0”) Technical or Engineering 64 sq. ft. (8’-0” x 8’-0”) Flexible, Intern or Seasonal 36 sq. ft. (6’-0” x 6’-0”) Meeting Rooms Small 150 sq. ft. (3-4 people) Medium 250 sq. ft. (5-8 people) Large 500 sq. ft. (10-15 people) Training Room 1,500 sq. ft. to 2,000 sq. ft. (50-90 people) Other Storage and Work Areas Sized as needed City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 18 Commission No. 212039 SPACE PROGRAM SUMMARY The following pages present in a tabular format the existing space occupied by the City of Otsego as well as the projected space programs for the ten and twenty year milestones. The proposed square footages are not confined to the existing building footprint but were determined by staff surveys, departmental interviews, and understanding future operational needs. In conjunction with the information gathered, the space program will be used to determine recommendations for locating future departments and the work scope required to achieve the outlined program. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 19 Commission No. 212039 SPACE PROGRAM SUMMARY: CITY HALL Staff Program Staff Program Staff Program 1.100 Lobby & Other 1.101 PW/CH Lobby 406 s.f. 800 s.f. 800 s.f. 1.102 Council Space 1.102a Council Dais 345 s.f. 600 s.f. 600 s.f. 1.102b Meeting Room A 1,180 s.f. 1,180 s.f. 1,180 s.f. 1.102c Meeting Room B 1,010 s.f. 1,010 s.f. 1,010 s.f. 1.102d Storage 154 s.f. 150 s.f. 150 s.f. 1.102e Kitchen 265 s.f. 250 s.f. 250 s.f. 1.103 EOC 578 s.f. 1.104 Sheriff 160 s.f. 1.105 Council Chambers 500 s.f. 1.106 Flex Workstations (1 @ 36 s.f.)72 s.f. 72 s.f. Net Subtotal Lobby & Other 4,098 s.f. 4,062 s.f. 4,562 s.f. Net to Usable Factor x 1.4 x 1.4 Total Usable Square Footage Lobby & Other 5,687 s.f.6,387 s.f. 1.200 Administration 1.201 City Administrator/Finance Director Office 1 154 s.f. 1 200 s.f. 1 200 s.f. 1.202 Assist. City Administrator Office 1 107 s.f. 1 150 s.f. 1 150 s.f. 1.203 City Clerk Office 1 107 s.f. 1 100 s.f. 1 100 s.f. 1.204 Deputy Clerk Workstation 1 50 s.f. 1 42 s.f. 1 42 s.f. 1.205 Office (Unoccupied)180 s.f. 1.206 Conference Room 180 s.f. 150 s.f. 150 s.f. 1.207 HR Specialist Office 1 150 s.f. 1 150 s.f. Subtotal Administration 4 778 s.f. 5 792 s.f. 5 792 s.f. Net to Usable Factor x 1.4 x 1.4 Total Usable Square Footage Administration 1,109 s.f. 1,109 s.f. (2030 Program) Existing Utilization Proposed Need Proposed Need (2040 Program) City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 20 Commission No. 212039 1.300 Finance 1.301 Accountant Office (to Workstation) 1 100 s.f. 1 48 s.f. 1 48 s.f. 1.302 Utility Billing Clerk Workstation 1 50 s.f. 1 42 s.f. 1 42 s.f. 1.303 Utility Billing Clerk Workstation 1 50 s.f. 1 42 s.f. 1 42 s.f. 1.304 IT Specialist Office & Work Area 1 50 s.f. 1 250 s.f. 2 250 s.f. 1.305 Office (Unoccupied)104 s.f. 1.306 Finance Director Office 1 150 s.f. 1 150 s.f. 1.307 Assistant Finance Director Office 1 120 s.f. 1 120 s.f. 1.308 Accountant Workstation 1 48 s.f. 1 48 s.f. 1.309 Finance Clerk Workstation 1 42 s.f. 1 42 s.f. 1.310 Utility Billing Clerk Workstation 1 42 s.f. Subtotal Finance 4 354 s.f. 8 742 s.f. 10 784 s.f. Net to Usable Factor x 1.4 x 1.4 Total Usable Square Footage Finance 1,039 s.f. 1,098 s.f. 1.400 Community Development & Building Safety 1.401 Administrative Assistant Workstation 2 84 s.f. 2 96 s.f. 2 96 s.f. 1.402 Building Official Workstation (Contract) 2 84 s.f. 1.403 Building Inspector Workstation (Contract) 1 50 s.f. 1.404 Building Permit Technician Workstation 1 42 s.f.1 64 s.f. 1 64 s.f. 1.405 City Planner Workstation (Contract) 1 64 s.f. 1.406 Historic Preservation Comission Office (State) 360 s.f. 360 s.f. 360 s.f. 1.407 Building Official Office 2 200 s.f. 2 200 s.f. 1.408 Building Official Office (Future)1 100 s.f. 1.409 Building Inspector Workstation 1 64 s.f. 1 64 s.f. 1.410 Building Inspector Workstation (Future) 2 128 s.f. 3 192 s.f. 1.411 Building Permit Technician Workstation (Future) 1 64 s.f. 2 128 s.f. 1.412 Receptionist Workstation (Future)1 42 s.f. 1.413 Community Development Director (Future) 1 120 s.f. 1 120 s.f. 1.414 City Planner Office (Future)1 100 s.f. 1 100 s.f. 1.415 City Planning Workstations (Future)1 64 s.f. 2 128 s.f. 1.416 City Engineer 1 100 s.f. 1 100 s.f. 1.417 Engineering Workstations (Future)1 64 s.f. 2 128 s.f. 1.428 Flex Workstations (1 @ 36 s.f.)72 s.f. 144 s.f. Net Subtotal Comm. Develop. 7 684 s.f. 14 1,496 s.f. 20 1,966 s.f. Net to Usable Factor x 1.4 x 1.4 Total Usable Square Footage Comm. Develop. 2,094 s.f. 2,752 s.f. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 21 Commission No. 212039 1.500 Shared Space 1.501 Conference Room (ML)215 s.f. 1.502 Support/Work Room 155 s.f. 200 s.f. 200 s.f. 1.503 Multi-Purpose Room 745 s.f. 1.504 Kitchen 148 s.f. 250 s.f. 250 s.f. 1.505 Conference Room (UL)348 s.f. 1.506 Work Area 160 s.f. 150 s.f. 150 s.f. 1.507 Storage (File Storage/Printer) 356 s.f. 1.508 Storage (Elections/Building Safety) 1,102 s.f. 1,100 s.f. 1,100 s.f. 1.509 Large Conference Room (Seniors, Prairie Center) 588 s.f. 1.510 Conference Room (Prairie Center) 374 s.f. 1.511 Elections Storage (Prairie Center) 214 s.f. 250 s.f. 250 s.f. 1.512 Training Room 1,000 s.f. 1,000 s.f. 1.513 Large Conference Room 500 s.f. 500 s.f. 1.514 Medium Conference Room 250 s.f. 500 s.f. 1.515 Small Conference Room/Flex Space 150 s.f. 300 s.f. 1.516 Quiet Room 80 s.f. 160 s.f. 1.517 Break Room 500 s.f. 500 s.f. Subtotal Shared Space 4,405 s.f. 4,430 s.f. 4,910 s.f. Net to Usable Factor x 1.4 x 1.4 Total Usable Square Footage Shared Space 6,202 s.f.6,874 s.f. 1.600 Garage 1.601 FORD ESCAPE - Inspector Vehicle 100 s.f. 100 s.f. 100 s.f. 1.602 FORD EXPLORER - Inspector Vehicle 100 s.f. 100 s.f.100 s.f. 1.603 Inspector Vehicles (1 @ 100 sf)(2020, 2025)200 s.f. 400 s.f. 1.604 City Hall Transit Vehicle (1 @ 100 sf) (2022)100 s.f. 400 s.f. Subtotal Garage 200 s.f. 500 s.f. 1,000 s.f. Net to Usable Factor x 2.0 x 2.0 Total Usable Square Footage Garage 1,000 s.f. 2,000 s.f. Total City Hall Usable Square Footage 10,519 s.f. 17,131 s.f. 20,220 s.f. Usable to Gross Factor x 1.9 x 1.2 x 1.2 Total City Hall Gross Square Footage 19,578 s.f. 20,557 s.f. 24,264 s.f. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 22 Commission No. 212039 SPACE PROGRAM SUMMARY: PUBLIC WORKS Staff Program Staff Program Staff Program 2.100 Public Spaces 2.101 Lobby 406 s.f. 400 s.f. 400 s.f. 2.102 Conference Room 215 s.f. 150 s.f. 150 s.f. 2.103 Receptionist Workstation 1 42 s.f. 1 42 s.f. Subtotal Public Spaces 621 s.f. 1 592 s.f. 1 592 s.f. Net to Usable Factor 1.4 x 1.4 Total Usable Square Footage Public Spaces 829 s.f. 829 s.f. Usable to Gross Factor x 1.2 x 1.2 Total Gross Square Footage Public Spaces 995 s.f. 995 s.f. (2030 Program) Existing Utilization Proposed Need Proposed Need (2040 Program) City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 23 Commission No. 212039 2.200 Staff Spaces 2.201 Streets Operation Manager 1 155 s.f.1 150 s.f.1 150 s.f. 2.202 Support/Work Room 155 s.f. 150 s.f. 150 s.f. 2.203 Men's Locker Room (20 Lckrs @ 10sf, 2 4-stack @ 10 sf)483 s.f. 160 s.f. 220 s.f. 2.204 Toilets 250 s.f. 250 s.f. 2.205 Vestibule 44 s.f. 44 s.f. 2.206 Shower 72 s.f. 32 s.f. 32 s.f. 2.207 Women's Locker Room (5 Lckrs @ 10sf, 1 4-stack @ 10sf)200 s.f. 60 s.f. 60 s.f. 2.208 Toilets 120 s.f. 120 s.f. 2.209 Vestibule 44 s.f. 44 s.f. 2.210 Shower 32 s.f. 32 s.f. 2.211 Kitchen 148 s.f. 150 s.f. 200 s.f. 2.212 Streets Foreperson Office (Shared)1 100 s.f.2 150 s.f. 2.213 Maintenance I Office (Shared)4 200 s.f.5 250 s.f. 2.214 Crew/Lunch Room (w/ seasonal)5 750 s.f.6 1,000 s.f. 2.215 Quiet Room 80 s.f. 80 s.f. Subtotal Staff Spaces 1 1,213 s.f. 11 2,322 s.f. 14 2,782 s.f. Net to Usable Factor x 1.4 x 1.4 Total Usable Square Footage Staff Spaces 3,251 s.f. 3,895 s.f. Usable to Gross Factor x 1.2 x 1.2 Total Gross Square Footage Staff Spaces 3,024 s.f. 3,901 s.f. 4,674 s.f. 2.300 Support 2.301 Sign Shop 5 528 s.f. 550 s.f. 550 s.f. 2.302 Lube Room 198 s.f. 200 s.f. 200 s.f. 2.303 Tool Crib 698 s.f. 1,000 s.f. 1,000 s.f. 2.304 Parts Room 290 s.f. 600 s.f. 600 s.f. 2.305 Mezzanine (Vehicle Storage) 440 s.f. 925 s.f. 925 s.f. 2.306 Wash Room (?)150 s.f. 150 s.f. Subtotal Support 5 2,154 s.f. 3,425 s.f. 3,425 s.f. Net to Usable Factor x 1.4 x 1.4 Total Usable Square Footage Support 4,795 s.f. 4,795 s.f. Usable to Gross Factor x 1.2 x 1.2 Total Gross Square Footage Support 2,900 s.f. 5,754 s.f. 5,754 s.f. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 24 Commission No. 212039 2.400 Mechanics Suite 2.401 Mechanics Office (Shared) 2 152 s.f. 2 100 s.f.3 250 s.f. 2.402 Storage (Mech Suite Mezzanine) 640 s.f. 700 s.f. 1,100 s.f. 2.403 Maintenance Bays (x3)2,320 s.f. 3,970 s.f. 3,970 s.f. 2.404 IN-FLOOR LIFT incl incl incl 2.405 CRANE & HOIST incl incl incl 2.406 PORTABLE LIFTS (x4)incl incl incl 2.407 FLUID REELS (x2)incl incl incl 2.408 EXHAUST HOSES (x2)incl incl incl 2.409 IN-FLOOR DRIVE ON HOIST incl incl 2.410 Fabrication Bay 1,206 s.f. 1,206 s.f. 1,206 s.f. 2.411 WELDER incl incl incl 2.412 Wash Bay 1,650 s.f. 2,000 s.f. 2,000 s.f. 2.413 POWER WASHER incl incl incl 2.414 Wood Shop 500 s.f. 600 s.f. 600 s.f. 2.415 Brine Mixing Room 800 s.f. 800 s.f. 2.416 BRINE TANK (2 @ 64 sf each) incl incl incl Subtotal Mechanics Suite 2 6,468 s.f. 2 9,376 s.f. 3 9,926 s.f. Net to Usable Factor x 1.4 x 1.4 Total Usable Square Footage Mechanics Suite 13,126 s.f. 13,896 s.f. Usable to Gross Factor x 1.2 x 1.2 Total Gross Square Footage Mechanics Suite 6,912 s.f. 15,752 s.f. 16,676 s.f. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 25 Commission No. 212039 2.500 Cold Storage 2.501 TANDEM AXLE SKID STEER TRAILER CH (OUT) 120 s.f. 120 s.f. 2.502 ROAD PACKER CH (OUT) 100 s.f. 100 s.f. 2.503 TANDEM AXLE AIR BRAKE TRAILER CH (OUT) 120 s.f. 120 s.f. 2.504 SINGLE AXLE UTILITY TRAILER CH (OUT) 80 s.f. 80 s.f. 2.505 SINGLE AXLE TILT BED TRAILER CH (OUT) 100 s.f. 100 s.f. 2.506 STREET SWEEPER CH/OS 180 s.f. 180 s.f. 2.507 UTILITY VEHICLE (KUBOTA) CH/OS 60 s.f. 60 s.f. 2.508 ROAD GRADER (CAT) CH/OS 320 s.f. 320 s.f. 2.509 MINI TRACK HOE CH/OS 100 s.f. 100 s.f. 2.510 ASPHALT ROLLER CH/OS 100 s.f. 100 s.f. 2.511 SIGN BOARD TRAILER CH/OS 80 s.f. 80 s.f. 2.512 AIR COMPRESSOR TRAILER CH/OS 80 s.f. 80 s.f. 2.513 SNOW BLOWER (LARUE) CH/OS 100 s.f. 100 s.f. 2.514 SPEED WAGON TRAILER CH/OS 80 s.f. 80 s.f. 2.515 WOOD CHIPPER TRAILER CH/OS 80 s.f. 80 s.f. 2.516 90" FLAIL MOWER CH/OS 40 s.f. 40 s.f. 2.517 ASPHALT HOT BOX CH/OS 80 s.f. 80 s.f. 2.518 TACK TRAILER CH/OS 80 s.f. 80 s.f. 2.519 CONCRETE MIXER TRAILER CH/OS 100 s.f. 100 s.f. 2.520 SHOULDERING DISC CH/OS 50 s.f. 50 s.f. 2.521 TAILGATE SPREADER CH/OS 30 s.f. 30 s.f. 2.522 TRACTOR-MTD SNOW BLOWER CH/OS 50 s.f. 50 s.f. 2.523 Pallet Racking (4 sections, 8'x4' each) 128 s.f. 150 s.f. 150 s.f. 2.524 92" TRACTOR MTD SNOW BLOWER (2021)50 s.f. 50 s.f. 2.525 TRAFFIC MGMT SIGN TRAILER (2022)80 s.f. 80 s.f. 2.526 LOADER-MTD SNOW BLOWER (2026)50 s.f. 50 s.f. 2.527 ASPHALT PAVER (2030)250 s.f. 250 s.f. 2.528 ASPHALT ROLLER (2030)150 s.f. 150 s.f. Subtotal Cold Storage 2,860 s.f. 2,860 s.f. Net to Gross Factor x 2.80 x 2.80 Total Gross Square Footage Cold Storage 4,600 s.f. 8,008 s.f. 8,008 s.f. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 26 Commission No. 212039 2.600 Heated Storage 2.601 F350 1-TON DUMP TRUCK CH 200 s.f. 200 s.f. 2.602 F350 PLOW TRUCK CH 260 s.f. 260 s.f. 2.603 MACK TANDEM AXLE PLOW TRUCK CH 300 s.f. 300 s.f. 2.604 STRLG SINGLE AXLE PLOW TRUCK CH 300 s.f. 300 s.f. 2.605 F250 MECHANICS PICK UP CH 150 s.f. 150 s.f. 2.606 MACK SINGLE AXLE HOOK PLOW CH 300 s.f. 300 s.f. 2.607 STRLG SINGLE AXLE PLOW TRUCK CH 300 s.f. 300 s.f. 2.608 STRLG SINGLE AXLE PLOW TRUCK CH 300 s.f. 300 s.f. 2.609 MACK TANDEM AXLE PLOW TRUCK CH 300 s.f. 300 s.f. 2.610 VACCON/JET TRUCK (UTILITIES) CH 330 s.f. 330 s.f. 2.611 F150 STREETS LEAD PICK UP CH 140 s.f. 140 s.f. 2.612 F350 1-TON DUMP/PLOW TRUCK CH 200 s.f. 200 s.f. 2.613 F550 SIGN/BUCKET TRUCK CH 180 s.f. 180 s.f. 2.614 F250 STREETS DEPT. HEAD PICK UP CH 150 s.f. 150 s.f. 2.615 MACK SINGLE AXLE PLOW TRUCK CH 300 s.f. 300 s.f. 2.616 MACK SINGLE AXLE PLOW/HOOK CH 300 s.f. 300 s.f. 2.617 WHEELED LOADER CH 380 s.f. 380 s.f. 2.618 SMALL WHEELED LOADER CH 300 s.f. 300 s.f. 2.619 TRCTR SWPR/FLAIL MWR/SNW BLD CH 180 s.f. 180 s.f. 2.620 FLOOR SCRUBBER CH 10 s.f. 10 s.f. 2.621 Pallet Racking (14 sections, 8'x4' each) 448 s.f. 500 s.f. 500 s.f. 2.622 TANDEM AXLE PLOW TRUCK (2021, 2032) 300 s.f. 600 s.f. 2.623 MATERIAL SCREENER (2022)80 s.f. 80 s.f. 2.624 3/4 T. PICK UP W/ PLOW (2023, 2028, 2031) 520 s.f. 780 s.f. 2.625 STREET SWEEPER (2023)180 s.f. 180 s.f. 2.626 FORK LIFT (2024)120 s.f. 120 s.f. 2.627 TANDEM AXLE WATER TRUCK (2024)280 s.f. 280 s.f. 2.628 926M CAT LOADER W/ PLOW (2027)380 s.f. 380 s.f. 2.629 KUBOTA UTV W/ PLOW (2028)70 s.f. 70 s.f. 2.630 SINGLE AXLE PLOW TRUCK (2029)300 s.f. 300 s.f. Subtotal Heated Storage 7,610 s.f. 8,170 s.f. Net to Gross Factor x 2.80 x 2.80 Total Gross Square Footage Heated Storage 15,675 s.f. 21,308 s.f. 22,876 s.f. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 27 Commission No. 212039 Public Works Summary 2.100 Public Spaces 621 s.f. 995 s.f. 995 s.f. 2.200 Staff Spaces 3,024 s.f. 3,901 s.f. 4,674 s.f. 2.300 Support 2,900 s.f. 5,754 s.f. 5,754 s.f. 2.400 Mechanics Suite 6,912 s.f. 15,752 s.f. 16,676 s.f. 2.500 Cold Storage 4,600 s.f. 8,008 s.f. 8,008 s.f. 2.600 Heated Storage 15,675 s.f. 21,308 s.f. 22,876 s.f. Public Works Total Gross Square Footage 33,732 s.f. 55,717 s.f. 58,982 s.f. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 28 Commission No. 212039 SPACE PROGRAM SUMMARY: PARKS AND RECREATION Staff Program Staff Program Staff Program 3.100 Public Spaces 3.101 Lobby 450 s.f. 450 s.f. 450 s.f. 3.102 Large Conference Room (Seniors) 588 s.f. 600 s.f. 600 s.f. 3.103 Rec Space (Mtg Room A) 1,180 s.f. 3.104 Rec Space (Mtg Room B) 1,010 s.f. 3.105 Table & Chair Storage 154 s.f. 300 s.f. 300 s.f. 3.106 Rec Space (Flex/Fieldhouse) Subtotal Public Spaces 3,382 s.f. 1,350 s.f. 1,350 s.f. Net to Usable Factor 1.4 x 1.4 Total Usable Square Footage Public Spaces 1,890 s.f. 1,890 s.f. Usable to Gross Factor x 1.2 x 1.2 Total Gross Square Footage Public Spaces 2,268 s.f. 2,268 s.f. Existing Utilization Proposed Need Proposed Need (2030 Program)(2040 Program) City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 29 Commission No. 212039 3.200 Staff Spaces 3.201 Parks & Rec Director Office 1 160 s.f.1 150 s.f.1 150 s.f. 3.202 Recreation Coordinator WS 1 64 s.f.1 42 s.f.1 42 s.f. 3.203 Parks & Rec Operations Coordinator WS 1 16 s.f. 1 42 s.f. 1 42 s.f. 3.204 Park Maintenance I WS 1 16 s.f.1 36 s.f.1 36 s.f. 3.205 Lead Park Maintenance WS 1 16 s.f. 1 36 s.f. 1 36 s.f. 3.206 Men's Locker Room (15 Lckrs @ 10sf, 5 4-stacks @ 10 sf) 483 s.f. 130 s.f. 200 s.f. 3.207 Toilets 250 s.f. 250 s.f. 3.208 Vestibule 44 s.f. 44 s.f. 3.209 Shower 72 s.f. 32 s.f. 32 s.f. 3.210 Conference Room 374 s.f. 250 s.f. 250 s.f. 3.211 Kitchen 265 s.f. 300 s.f. 300 s.f. 3.212 Recereation Coordinator WS 1 42 s.f.1 42 s.f. 3.213 Parks & Rec Operations Coordinator WS 1 42 s.f.1 42 s.f. 3.214 Administrative Assistant/Receptionist WS 1 42 s.f.1 42 s.f. 3.215 Lead Park Maintenance WS 1 36 s.f. 3.216 Park Maintenance Drop Stations (Shared)1 36 s.f.4 72 s.f. 3.217 Women's Locker Room 50 s.f. 50 s.f. 3.218 Toilets 120 s.f. 120 s.f. 3.219 Vestibule 44 s.f. 44 s.f. 3.220 Shower 32 s.f. 32 s.f. 3.212 Crew Room (Seasonal)500 s.f. 750 s.f. Subtotal Staff Spaces 5 1,466 s.f. 9 2,220 s.f.13 2,612 s.f. Net to Usable Factor x 1.4 x 1.4 Total Usable Square Footage Staff Spaces 3,108 s.f. 3,657 s.f. Usable to Gross Factor x 1.2 x 1.2 Total Gross Square Footage Staff Spaces 1,732 s.f. 3,730 s.f. 4,388 s.f. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 30 Commission No. 212039 3.300 Support 3.301 Storage (Prairie Center Office) 180 s.f. 3.302 Storage (Prairie Center Council) 146 s.f. 3.303 Storage (PW Mezzanine)480 s.f. 3.304 Storage (10x40 Trailer)400 s.f. 3.305 Recreation Storage 1,000 s.f. 1,500 s.f. 3.306 Seasonal Storage 1,000 s.f. 1,500 s.f. Subtotal Support 1,206 s.f. 2,000 s.f. 3,000 s.f. Net to Usable Factor x 1.4 x 1.4 Total Usable Square Footage Support 2,800 s.f. 4,200 s.f. Usable to Gross Factor x 1.2 x 1.2 Total Gross Square Footage Support 3,360 s.f. 5,040 s.f. 3.400 Workshop 3.401 Wood Shop 500 s.f. 600 s.f. 600 s.f. 3.402 Workshop (w/ wash station)600 s.f. 600 s.f. Subtotal Mechanics Suite 500 s.f. 1,200 s.f. 1,200 s.f. Net to Usable Factor x 1.4 x 1.4 Total Usable Square Footage Mechanics Suite 1,680 s.f. 1,680 s.f. Usable to Gross Factor x 1.2 x 1.2 Total Gross Square Footage Mechanics Suite 2,016 s.f. 2,016 s.f. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 31 Commission No. 212039 3.500 Cold Storage 3.501 TANDEM AXLE TILT BED TRAILER CH (OUT) 100 s.f. 100 s.f. 3.502 TANDEM AXLE MOWER TRAILER CH (OUT) 100 s.f. 100 s.f. 3.503 DUMP TRAILER CH (OUT) 100 s.f. 100 s.f. 3.504 TANDEM AXLE MOWER TRAILER CH (OUT) 100 s.f. 100 s.f. 3.505 SINGLE AXLE ENCLOSED TRAILER CH (OUT) 100 s.f. 100 s.f. 3.506 ZERO TURN MOWER CH/OS 50 s.f. 50 s.f. 3.507 WIDE AREA MOWER CH/OS 50 s.f. 50 s.f. 3.508 ZERO TURN MOWER (DEERE) CH/OS 50 s.f. 50 s.f. 3.509 FIELD STRIPER CH/OS 8 s.f. 8 s.f. 3.510 DEBRIS BLOWER CH/OS 18 s.f. 18 s.f. 3.511 Pallet Racking (4 sections, 8'x4' each) 128 s.f. 150 s.f. 150 s.f. 3.512 SINGLE AXLE ENCLOSED TRAILER (2020)100 s.f. 100 s.f. 3.513 TANDEM AXLE MOWER TRAILER (2020)100 s.f. 100 s.f. 3.514 TORO 4010 MOWER (2027)50 s.f. 50 s.f. Subtotal Cold Storage 1,076 s.f. 1,076 s.f. Net to Gross Factor x 2.80 x 2.80 Total Gross Square Footage Cold Storage 2,300 s.f. 3,013 s.f. 3,013 s.f. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 32 Commission No. 212039 3.600 Heated Storage 3.601 F150 PARKS DEPT LEAD TRUCK CH 140 s.f. 140 s.f. 3.602 GMC3500 PARKS PICK UP/PLOW CH 260 s.f. 260 s.f. 3.603 F250 PARKS LEAD PICK UP/PLOW CH 200 s.f. 200 s.f. 3.604 F250 PARKS CREW CAB PICK UP CH 150 s.f. 150 s.f. 3.605 F350 PARKS 1-TON DUMP TRUCK CH 200 s.f. 200 s.f. 3.606 TRACKED SKID STEER CH 100 s.f. 100 s.f. 3.607 COMPACT UTILITY TRACTOR CH 50 s.f. 50 s.f. 3.608 COMPACT TRACTOR (VENTRAC) CH 50 s.f. 50 s.f. 3.609 GATOR (DEERE) CH 50 s.f. 50 s.f. 3.610 TOOLCAT UTV CH 50 s.f. 50 s.f. 3.611 Pallet Racking (14 sections, 8'x4' each) 448 s.f. 500 s.f. 500 s.f. 3.612 BOBCAT TOOLCAT UTV (2021, 2028)100 s.f. 100 s.f. 3.613 3/4 T. PICK UP/PLOW (2023, 2026, 2030, 2035) 780 s.f. 1,040 s.f. 3.614 500S DEERE TRACTOR (2025)80 s.f. 80 s.f. Subtotal Heated Storage 2,710 s.f. 2,970 s.f. Net to Gross Factor x 2.80 x 2.80 Total Gross Square Footage Heated Storage 3,919 s.f. 7,588 s.f. 8,316 s.f. Parks & Rec Summary 3.100 Public Spaces 3,382 s.f. 2,268 s.f. 2,268 s.f. 3.200 Staff Spaces 1,732 s.f. 3,730 s.f. 4,388 s.f. 3.300 Support 1,206 s.f. 3,360 s.f. 5,040 s.f. 3.400 Workshop 500 s.f. 2,016 s.f. 2,016 s.f. 3.500 Cold Storage 2,300 s.f. 3,013 s.f. 3,013 s.f. 3.600 Heated Storage 3,919 s.f. 7,588 s.f. 8,316 s.f. Parks & Rec Total Gross Square Footage 13,039 s.f. 21,974 s.f. 25,041 s.f. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 33 Commission No. 212039 FACILITY TOURS AND TAKEAWAYS Transitioning from the information gathering phase into the solution development phase, Wold Architects & Engineers and the Public Works Subcommittee conducted tours of various City Hall and Public Works facilities in the metro area. During the pre-design phase, the purpose of the tours is to examine varying operational and service models that could potentially be adopted within the City of Otsego. Through this process, the Public Works Subcommittee is also able to gain insight into the construction process and design elements that may be considered during the project development phases. City Hall Tour Locations · Carver City Hall – 316 Broadway Street, Carver, MN 55315 · Fridley City Hall – 7071 University Avenue NE, Fridley, MN 55432 · New Hope City Hall – 4401 Xylon Avenue N, New Hope, MN 55428 · Shakopee City Hall – 485 Gorman Street, Shakopee, MN 55379 · Woodbury City Hall – 8301 Valley Creek Road, Woodbury, MN 55128 Public Works Tour Locations · Brooklyn Park Operations – 8300 Noble Avenue N, Brooklyn Park, MN 55443 · Fridley Public Works – 400 71st Avenue NE, Fridley, MN 55432 · Shakopee Public Works – 400 Gorman Street, Shakopee, MN 55379 · Woodbury Public Works – 2301 Tower Drive, Woodbury, MN 55128 TOUR TAKEAWAYS After completing the facility tours, the Core Planning Group compiled the following takeaways regarding spatial relationships and design considerations. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 34 Commission No. 212039 General · A campus feel is desired with closely located buildings, pedestrian walkways, and outdoor amenities that integrate with Prairie Park and the existing amenities. · Site circulation and access will be critical civil design considerations to improve traffic efficiency and site security. City Hall · A central reception area is desired close to the public entrance with ample waiting space. The lobby space should also include multi-purpose conference rooms that can be accessed both by city staff and the public. · A secure boundary between publicly-accessed spaces and staff work areas should be implemented. Some strategies for achieving a distinct public zone include strategic programmatic adjacencies and designing the service counters to include barriers (glass, slats, and pass through). · Collaborative work areas with clear department organization and daylighting strategies is desired for the staff work areas. · Strategies for improving the council chambers include providing overflow space adjacent to the main chambers, implementing proper safety protocols to protect staff (including accessible escape routes), and sizing the dais to accommodate council members and city staff. · Generally, a one-story building seems more conducive for staff efficiency and inter-departmental collaboration. Public Works · Spatial hierarchy of private offices for department heads and workstations for staff should be implemented in administrative spaces. Flexible work stations and collaboration areas should also be incorporated into the design. · Equipment storage spaces should be well-lit and incorporate efficient use of storage without compromising vehicle circulation. · Drive through maintenance bays provide staff with the most flexibility. Sufficient space to work around and above vehicles will create a safer work environment for staff. · All finishes should be durable and low maintenance. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 35 Commission No. 212039 SPACE STUDY RECOMMENDATIONS Utilizing the information gathered through department interviews, surveys, and facility tours, Wold Architects & Engineers and the Public Works Subcommittee analyzed the space program to develop recommended solutions that aim to address identified space needs and building deficiencies. The following solutions should be used as guidelines for long-term city improvements and developments. City Hall 2. Construct a new City Hall consolidating all departments to one location and independent from Public Works operations. The new building would accommodate current and future staffing needs, enable a customer-forward service approach, provide added security for staff and the public, and improve workflow efficiencies with added support space and logical department adjacencies. Public Works 6. Construct a new cold storage building north of the existing Public Works facility for seasonal storage and future acquisitions. 7. Expand the warm vehicle storage to accommodate current and future fleet vehicles for Public Works and Parks and Recreation. A workshop space, equipment storage, and brine mixing room should also be incorporated into the addition. 8. Expand the mechanics space to include at least one additional drive through repair bay sized to accommodate larger vehicles and added parts and tool storage. 9. Renovate the staff support area to accommodate future Public Works department growth including added offices and workstations, upsized locker rooms, a dedicated reception space, and staff crew room. 10. Complete miscellaneous building improvements including deferred maintenance items identified in the facility analysis and site upgrades. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 36 Commission No. 212039 Parks & Recreation 3. Renovate the staff support area to accommodate future department growth including added offices and workstations, upsized locker rooms, a dedicated crew room, and storage. 4. Complete miscellaneous building improvements including deferred maintenance items identified in the facility analysis. The following options explore three construction phasing timelines that outline completion of the above recommendations over the next ten years. In each option, the priorities differ and ultimately dictate the sequencing of work. Each option includes graphics communicating the sequence of construction, a cost estimate, and analysis of each timeline. Project costs include the cost of construction as well as soft costs, including but not limited to professional design fees, testing, printing, fixtures, furnishing & equipment, technology, equipment, and project contingency. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 37 Commission No. 212039 OPTION A Option A prioritizes the construction of a new City Hall first in order to vacate all City Hall departments from the Public Works site. Subsequent developments for Public Works and Parks and Recreation are then streamlined with the reduction of city staff and public visitors present on site. PHASING SHORT TERM IMPROVEMENTS CITY HALL NEW CONSTRUCTION: City Hall PUBLIC WORKS NEW CONSTRUCTION: Cold Storage* PARKS & RECREATION MISC. IMPROVEMENTS: Deferred Maintenance MID TERM IMPROVEMENTS PUBLIC WORKS ADDITION: Warm Vehicle Storage & Workshop PUBLIC WORKS RENOVATION: Staff Support PUBLIC WORKS MISC. IMPROVEMENTS: Deferred Maintenance & Site Upgrades LONG TERM IMPROVEMENTS PUBLIC WORKS ADDITION: Mechanics Bays PARKS & RECREATION RENOVATION: Staff Support** * Cold Storage includes uninsulated metal building with concrete slab and power capabilities. ** Parks and Recreation staff support renovation includes locker room and crew room build out, in addition to office space expansion to accommodate future staff. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 38 Commission No. 212039 OPTION A SITE DIAGRAM: SHORT TERM IMPROVEMENTS City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 39 Commission No. 212039 OPTION A SITE DIAGRAM: MID TERM IMPROVEMENTS City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 40 Commission No. 212039 OPTION A SITE DIAGRAM: LONG TERM IMPROVEMENTS City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 41 Commission No. 212039 OPTION A PROPOSED BUDGET City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 42 Commission No. 212039 OPTION A ANALYSIS Pros: · Moving City Hall away from the Public Works site immediately creates separate and distinct public and private zones within the city campus. Separating residents accessing public services and the city’s fleet and maintenance vehicles is important for the safety of all persons on site as well as protecting city-owned assets. · Prioritizes consolidation of City Hall functions to one location to maximize workflow efficiency, improve workplace security, address future space needs, and improve public access to City staff, City Council and advisory commission meeting spaces. · Vacating City Hall operations from the Public Works facility and Prairie Center streamlines future construction projects planned for those locations and minimizes investing in upgrading or renovating spaces more than once. Additionally, once City Hall is relocated, the construction schedule for Public Works and Prairie Center can be more flexible with opportunities to phase projects as needed without significant department or service disruption. · The immediate need for additional equipment and vehicle storage is addressed through the proposed cold storage building. Simultaneously, the development of the overall city campus is also moved to the forefront with the construction of an independent City Hall. Cons: · The need for additional vehicle and equipment storage is only partially addressed in the immediate future. Related space needs will likely become more critical closer to the mid-term project phase. · Constructing a City Hall in the short term phase deviates from the initial expected project priorities and goals. Other Considerations: · While the equipment and storage need for Public Works is only partially addressed in the immediate phase, the Public Works Subcommittee has confirmed that the proposed cold storage building will likely be sufficient for the next few years. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 43 Commission No. 212039 OPTION B Option B prioritizes the originally identified need of expanding Public Works for additional vehicle and equipment storage. Construction of the new City Hall is delayed until the mid-term phase, pushing back the renovation of staff support spaces for Public Works and Parks and Recreation to the mid and long term phases. PHASING SHORT TERM IMPROVEMENTS PUBLIC WORKS ADDITION: Warm Vehicle Storage & Workshop PUBLIC WORKS MISC. IMPROVEMENTS: Deferred Maintenance & Site Upgrades CITY HALL REMODEL: Office Spaces (Optional) PARKS & RECREATION MISC. IMPROVEMENTS: Deferred Maintenance MID TERM IMPROVEMENTS CITY HALL NEW CONSTRUCTION: City Hall PUBLIC WORKS RENOVATION: Staff Support PUBLIC WORKS NEW CONSTRUCTION: Cold Storage* LONG TERM IMPROVEMENTS PUBLIC WORKS ADDITION: Mechanics Bays PARKS & RECREATION RENOVATION: Staff Support** * Cold Storage includes uninsulated metal building with concrete slab and power capabilities. ** Parks and Recreation staff support renovation includes locker room and crew room build out, in addition to office space expansion to accommodate future staff. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 44 Commission No. 212039 OPTION B SITE DIAGRAM: SHORT TERM IMPROVEMENTS City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 45 Commission No. 212039 OPTION B FLOOR PLAN: SHORT TERM CITY HALL SOLUTIONS City Hall Main Level Floor Plan City Hall Upper Level Floor Plan City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 46 Commission No. 212039 OPTION B SITE DIAGRAM: MID TERM IMPROVEMENTS City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 47 Commission No. 212039 OPTION B SITE DIAGRAM: LONG TERM IMPROVEMENTS City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 48 Commission No. 212039 OPTION B PROPOSED BUDGET City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 49 Commission No. 212039 OPTION B ANALYSIS Pros: · In the short term phase, the original goal of providing additional warm vehicle storage for Public Works and Parks is addressed fully. This is in alignment with initial project goals and expected outcomes. Cons: · With City Hall continuing to co-locate with Public Works and Parks and Recreation into the mid-term phase, there is little opportunity in the short term phase to expand other departmental staff support spaces or shared conference and meeting spaces. All city entities will continue to rely on the continued use of Prairie Center to support the need for additional meeting spaces. Furthermore, the need for additional staff support space in Public Works and Parks and Recreation will become more critical into the mid-term phase as staffing counts also rise. · Site operations for the shared City Hall and Public Works facility would be interrupted in all three phases with this proposed schedule due to proposed building additions, construction traffic, and required construction staging space. In the short term phase, it will be critical to maintain public access to the site for continued City Hall operations. Temporary facilities and site staging spaces will need to be considered in order to maintain workflows. · Financial inefficiency with the current City Hall office space being repeatedly remodeled in both the short term and mid-term phases. Immediate remodel is needed to accommodate the short term needs, however, these needs differ from the eventual long term needs of the department, meaning repeated investment is needed. · With the prioritization of vehicle and equipment storage in the short term phase, this option does not fully address workflow inefficiencies, staff security, or public access concerns currently present in the existing facilities. The proposed office renovations are only able to accommodate the additional space required for incoming staff and do not improve the conditions of the current shared and support spaces. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 50 Commission No. 212039 Other Considerations: · In the short term phase, Wold Architects & Engineers has laid out a potential office/workstation configuration to accommodate City Hall staff through its 2030 staffing projections. While the mid-term phase is slated to begin prior to 2030, this diagram considers a scenario where staffing may increase dramatically and/or construction of the new City Hall is delayed. Relatively little work would be needed to accommodate the proposed staffing layout, however, the scope could be modified as desired by the Public Works Subcommittee and city staff to better suit the space for the department’s needs. This remodeling would not significantly improve the overcrowded staff support spaces or lacking customer service model and solely addresses the need for added staff offices and workstations. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 51 Commission No. 212039 OPTION C Option C prioritizes the originally identified need of expanding Public Works for additional vehicle and equipment storage. In this option, the existing city-owned facilities are used as long as possible and the construction of the new City Hall is postponed until the long term improvements phase. PHASING SHORT TERM IMPROVEMENTS PUBLIC WORKS ADDITION: Warm Vehicle Storage & Workshop PUBLIC WORKS MISC. IMPROVEMENTS: Deferred Maintenance & Site Upgrades CITY HALL REMODEL: Office Spaces (Optional) PARKS & RECREATION MISC. IMPROVEMENTS: Deferred Maintenance MID TERM IMPROVEMENTS CITY HALL BUILD OUT: Office Spaces PUBLIC WORKS ADDITION: Mechanics Bays PUBLIC WORKS NEW CONSTRUCTION: Cold Storage* LONG TERM IMPROVEMENTS CITY HALL NEW CONSTRUCTION: City Hall PUBLIC WORKS RENOVATION: Staff Support PARKS & RECREATION RENOVATION: Staff Support** * Cold Storage includes uninsulated metal building with concrete slab and power capabilities. ** Parks and Recreation staff support renovation includes locker room and crew room build out, in addition to office space expansion to accommodate future staff. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 52 Commission No. 212039 OPTION C SITE DIAGRAM: SHORT TERM IMPROVEMENTS City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 53 Commission No. 212039 OPTION C FLOOR PLAN: SHORT TERM CITY HALL SOLUTIONS City Hall Main Level Floor Plan City Hall Upper Level Floor Plan City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 54 Commission No. 212039 OPTION C SITE DIAGRAM: MID TERM IMPROVEMENTS City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 55 Commission No. 212039 OPTION C FLOOR PLAN: MID TERM CITY HALL SOLUTIONS City Hall Main Level Floor Plan City Hall Upper Level Floor Plan City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 56 Commission No. 212039 OPTION C SITE DIAGRAM: LONG TERM IMPROVEMENTS City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 57 Commission No. 212039 OPTION C PROPOSED BUDGET City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 58 Commission No. 212039 OPTION C ANALYSIS Pros: · In the short term phase, the original goal of providing additional warm vehicle storage for Public Works and Parks is addressed fully. This is in alignment with initial project goals and expected outcomes. Cons: · With City Hall continuing to co-locate with Public Works and Parks and Recreation into the long-term phase, there is little opportunity in the short and mid-term phases to expand other departmental staff support spaces or shared conference and meeting spaces. All city entities will continue to rely on the continued use of Prairie Center to support the need for additional meeting spaces. Furthermore, the need for additional staff support space in Public Works and Parks and Recreation will become more critical into the long-term phase as staffing counts also rise. · Site operations for the shared City Hall and Public Works facility would be interrupted in all three phases with this proposed schedule. Throughout construction, public access to City Hall services would need to be maintained. With planned expansions, equipment and vehicle circulation, and parking needs to support staff and the public, the current site will likely become strained and congested. Construction staging will need to be strategic and could be more costly with the need to maintain public access. · Financial inefficiency with the current City Hall office space being repeatedly remodeled in both the short term and mid-term phases. Immediate remodel is needed to accommodate the short term needs, however, these needs differ from the eventual long term needs of the department, meaning repeated investment is needed. · With the prioritization of vehicle and equipment storage in the short term phase, this option does not fully address workflow inefficiencies, staff security, or public access concerns currently present in the existing facilities. The proposed office renovations are only able to accommodate the additional space required for incoming staff and do not improve the conditions of the current shared and support spaces. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 59 Commission No. 212039 Other Considerations: · In the short and mid-term phases, Wold Architects & Engineers has laid out potential office/workstation configurations to accommodate City Hall staff through its 2030 and 2040 staffing projections. While the new City Hall construction is planned for prior to 2040, these diagrams considers a scenario where staffing may increase dramatically and/or construction of the new City Hall is delayed. Relatively little work would be needed to accommodate the proposed staffing layout in the short term phase. However, in the mid-term phase, City Hall operations would take over a shelled space encompassed within the Public Works warm storage expansion. In the final long term phase, this space would then be converted to fit the needs of Public Works once City Hall has vacated the site. This remodeling would not significantly improve the overcrowded staff support spaces or lacking customer service model and solely addresses the need for added staff offices and workstations. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 60 Commission No. 212039 CONCLUSION RECOMMENDATIONS SUMMARY SHORT TERM (1-3 YEARS) MID TERM (4-6 YEARS) LONG TERM (7-10 YEARS) PROJECT COSTS OPTION A CITY HALL WARM STORAGE MECH ADDITION $33,911,750 COLD STORAGE STAFF RENOVATION STAFF RENOVATION PC DM PW/CH DM $13,665,000 $14,316,750 $5,930,000 OPTION B WARM STORAGE CITY HALL MECH ADDITION $34,103,750 PW/CH DM STAFF RENOVATION STAFF RENOVATION CITY HALL RENO COLD STORAGE PC DM $11,615,000 $16,558,750 $5,930,000 OPTION C WARM STORAGE CH BUILD OUT CITY HALL $38,658,1000 PW/CH DM COLD STORAGE STAFF RENOVATION CITY HALL RENO MECH ADDITION STAFF RENOVATION PC DM $11,615,000 $4,356,800 $22,686,300 DEPARTMENT KEY CITY HALL PUBLIC WORKS PARKS & RECREATION NEW CONSTRUCTION City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 61 Commission No. 212039 MASTER PLAN RECOMMENDATION While there are many different avenues for achieving the final result, the masterplan diagrams below illustrate two potential solutions that have gained consensus by the Public Works Subcommittee and Wold Architects & Engineers. At the time of publishing this report, the final City Hall location has not been determined, but will be investigated with the Core Planning Group in a subsequent site selection survey. Master Plan A: 90th Street Expansion Master Plan B: 85th Street Expansion City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 62 Commission No. 212039 GUIDING PRINCIPLES EVALUATION 1. Create phased solutions that anticipate the needs for the next twenty years, but are adaptable and allow flexibility in future programming. Solutions should also embody the overall vision for the city campus. All three options are successful in providing the City with a set of phased solutions that account for the needs over the next twenty years. However, Option A is the most adaptable and provides flexibility in programming across City Hall, Public Works, and Parks and Recreation. Creating independent facilities for each department in the short-term phase not only provides opportunities for staffing growth but also has the potential to contribute to operational improvements to help boost service, productivity, and collaboration. Additionally, while both Options A and B facilitate development for an overall city campus, Option A prioritizes this as a goal in the short term phase while also satisfying the critical storage needs identified for Public Works. 2. Provide safe and effective spaces that protect both city staff and property but still create an open and engaging climate to serve the public. Option A satisfies this principle most effectively by prioritizing the independence of each department in the short term project phase. Constructing a new City Hall first not only provides an opportunity to redevelop the customer service experience, but it also helps to prevent congestion of the current City Hall and Public Works site. As identified in the analysis for Options B and C, site security may be jeopardized due to the increased volume of public and staff traffic, vehicle traffic, and occupation of building additions and related construction staging on the site. 3. Organize departments and workspaces in a logical manner to encourage flexibility, efficiency, and collaboration. Option A is the most effective at achieving this organization in a timely and comprehensive manner by providing opportunities for not only increased vehicle and equipment storage, but also allows the City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 63 Commission No. 212039 reorganization of staff work spaces to take place for all three departments. Option B would also be relatively successful in achieving this goal when evaluated from the stance of equipment and vehicle organization. By initially expanding the warm vehicle storage, this provides Public Works and Parks and Recreation with the ability to work more effectively and efficiently by having better access to their fleet. Option C is the least conducive to satisfying this goal and continuing to locate City Hall in its current location prohibits the needed expansion of Public Works staff support spaces. 4. Integrate technology and sustainability practices that enhance workflows and building functionality. All three options have the potential to integrate new technology and sustainable practices during the design process. The recommended deferred maintenance items have been incorporated into each of the proposed timelines and provide the city with an opportunity to improve existing systems and optimize building functionality. 5. Develop solutions that foster Otsego’s identity and promote professionalism and continual development. While all three options work toward fostering a unique identity for the City of Otsego with the eventual goal of a city campus, Option A would likely satisfy the call for professionalism and continual development the most. In Options B and C, the continued disruption of the City Hall and Public Works site would likely diminish the customer experience and professionalism goals. Furthermore, the financial inefficiency of investing in a given space more than once could work against the benchmark of continual development. Option B does have some minor financial inefficiency, however, it achieves the overall campus development in a much timelier manner than Option C. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 64 Commission No. 212039 CONCLUSION After establishing the space needs objectives and evaluating all phasing options, the Public Works Subcommittee and Wold Architects & Engineers are recommending City Council approval of Option A for the development of City Hall, Public Works, and Parks and Recreation. The proposed phasing sequence not only achieves the long-term needs and vision for the City of Otsego in a logical and efficient manner, but simultaneously maintains the most continuous and seamless customer service approach for the immediate future. Prior to beginning the project planning phases, a site selection survey will be conducted with the Public Works Subcommittee to determine the recommended location for the proposed new City Hall. The process will evaluate both site options in relation to construction feasibility, site access, operations impact, and expansion capability. In subsequent project planning phases, the design team will work with the individual departments to establish design criteria based on user-input meetings, tours, and the space needs identified in this study. The design criteria will challenge city staff to consider all facets of their workflow and operations, including but not limited to department adjacencies, customer interaction, types of workspaces, and support needs. As project planning progresses, the design criteria will then be used to inform the final building design specific to the City of Otsego and the needs of its staff and residents. City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 65 Commission No. 212039 APPENDIX A: EXISTING UTILIZATION DIAGRAMS CITY HALL & PUBLIC WORKS FACILITY – SITE City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 66 Commission No. 212039 CITY HALL & PUBLIC WORKS FACILITY – MAIN LEVEL City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 67 Commission No. 212039 CITY HALL & PUBLIC WORKS FACILITY – UPPER LEVEL City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 68 Commission No. 212039 PRAIRIE CENTER City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 69 Commission No. 212039 COLD STORAGE City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 70 Commission No. 212039 APPENDIX B: FACILITY ANALYSIS WOLD ARCHITECTS AND ENGINEERS 332 MINNESOTA STREET, SUITE w2000 SAINT PAUL, MINNESOTA 55101 FAX: 651-233-5646 TEL: 651-227-7773 Facility Analysis For City Hall and Public Works Facilities Space Needs Study City of Otsego W OLD ARCHITECTS AND ENGINEERS Project No. 212039 City Hall and Public Works Facility City of Otsego Address:13400 90th Street Northeast 2006 Otsego, Minnesota 55330 Contact: Phone: Adam Flaherty 763-441-4414 Year(s) Built: Gross Area: Site Area: Parking: 39,820 S.F. 29.62 acres 58 Page 1 Comm. No. 212039Bldg: 01 Printed: 10/20/2021 Executive Summary City of Otsego City Hall and Public Works Facility City Hall and Public Works Facility SITE $452,400Provide seal coat at existing parking lot and re-stripe.Priority: 31 $65,000Install secure fencing and gates at southern portion of site adjacent to the building.Priority: 22 EXTERIOR $15,600Remove and replace (6) exterior hollow metal door frames (reuse existing doors).Priority: 31 $572Reset and repoint mortar at masonry joints of 5% of 2,220 SF of exterior glazed block façade.Priority: 22 $28,000Install approximately 14 control joints in glazed block throughout exterior façade. Alternatively, for a Priority: 23 $6,630Pressure wash and clean approximately 1,700 SF of exterior wall surfaces.Priority: 54 $800,800Remove and replace existing roof with new membrane and ballast roof system.Priority: 35 $54,600Reseal membrane and install new flashing around (14) existing skylights.Priority: 36 INTERIOR $520Grind down areas of exposed rebar and provide self-leveling concrete to align with the adjacent Priority: 11 $29,315Seal concrete slab in the vehicle storage and maintenance bays with salt-inhibiting sealer.Priority: 12 $312Reseal approximately 120 LF of concrete slab control joints.Priority: 43 $1,778Repolish and seal approximately 684 SF of concrete slab in the men's and women's locker rooms.Priority: 44 $4,446Remove and replace existing carpet and vinyl base with new carpet and base.Priority: 25 ACCESSIBILITY $10,400Remove, replace, and lower a section of existing countertop and casework as required to provide an Priority: 21 $5,200Remove and replace a section of existing countertop and casework as required to provide an accessible Priority: 22 $6,500Modify toilet accessories (grab bars, hand dryers/paper towel dispensers, vanity countertop, mirros) as Priority: 23 $5,200Replace doors and hardware as required to meet accessibility guidelines.Priority: 24 MECHANICAL SYSTEMS $624,000Provide solar array over existing building roof.Priority: 41 $455,000Provide geothermal power supplies on site.Priority: 52 $97,500Incoroporate 2 separate ERVs into existing HVAC systems.Priority: 43 MECHANICAL SYSTEMS $198,900Evaluate HVAC equiment adequacy and zoning. Replace air handler and terminal boxes as necessary.Priority: 21 $117,000Replace rooftop make up air units serving public works with like kind.Priority: 22 $416,000Provide new building autiomation systems control package.Priority: 43 $32,500Remove evaporator unit from data room and replace with new dedicated split system for the data room. Priority: 24 $25,350Install destratification fans in mechanics bay and fabrication bay.Priority: 25 MECHANICAL SYSTEMS $270,000Install water recycling system for wash bay to limit the frequency of septic tank draining.Priority: 31 $78,000Expand/upgrade existing domestic (well) water system to accommodate new building additions.Priority: 32 $260,000Install additional trench drains in the mechanics bay and fabrication bay for improved drainage.Priority: 23 ELECTRICAL SYSTEMS $6,500Replace lighting control panel.Priority: 31 Page 2Comm. No. 212039 Printed: 10/20/2021 PrintReportSelector Executive Summary City of Otsego City Hall and Public Works Facility $93,577Replace pole-mounted parking area/lights with energy efficient LED lights.Priority: 22 $35,721Replace exterior wall packs with energy efficient LED lights.Priority: 23 ELECTRICAL SYSTEMS $67,860Replace fire alarm control panel with new model.Priority: 11 Page 3Comm. No. 212039 Printed: 10/20/2021 PrintReportSelector Accessibility City Hall and Public Works Facility  Exterior Interior Electrical Systems Hazardous Materials Life Safety Mechanical Systems ProgramSite Technology City of Otsego Expandibility Analysis 1The concrete walkways are in good condition. 2The bituminous asphalt parking lot is in fair condition, but it will need a new seal coat in the next 7-10 years. 3The current site lacks secure fencing or gates to protect city-owned assets. Issues 1 Priority: 3 Cost: $452,400 Provide seal coat at existing parking lot and re-stripe. 2 Priority: 2 Cost: $65,000 Install secure fencing and gates at southern portion of site adjacent to the building. Page 4 Comm. No. 212039Bldg: 01 Printed: 10/20/2021 Accessibility City Hall and Public Works Facility  Exterior Interior Electrical Systems Hazardous Materials Life Safety Mechanical Systems ProgramSite Technology City of Otsego Expandibility Analysis 1The existing hollow metal door frames in the precast wall panels are rusting at the head of the frames and should be replaced. 2Several areas of the exterior glazed block are cracking, and mortar joints are deteriorating. 3The precast concrete and glazed block walls are discolored in areas near downspouts and should be cleaned. 4The existing membrane and ballast roof system is 15 years old and will need to be replaced in the next 10 years. 5The existing skylights are not watertight and leak into the vehicle storage area. 6The exterior glazed block walls lack control joints, contributing to the areas of cracking seen near the corners of the building. Issues 1 Priority: 3 Cost: $15,600 Remove and replace (6) exterior hollow metal door frames (reuse existing doors). 2 Priority: 2 Cost: $572 Reset and repoint mortar at masonry joints of 5% of 2,220 SF of exterior glazed block façade. 3 Priority: 2 Cost: $28,000 Install approximately 14 control joints in glazed block throughout exterior façade. Alternatively, for a total cost of $130,000, re-clad exterior with rainscreen alum composite metal panel system. 4 Priority: 5 Cost: $6,630 Pressure wash and clean approximately 1,700 SF of exterior wall surfaces. Page 5 Comm. No. 212039Bldg: 01 Printed: 10/20/2021 Accessibility City Hall and Public Works Facility  Exterior Interior Electrical Systems Hazardous Materials Life Safety Mechanical Systems ProgramSite Technology City of Otsego Issues Expandibility 5 Priority: 3 Cost: $800,800 Remove and replace existing roof with new membrane and ballast roof system. 6 Priority: 3 Cost: $54,600 Reseal membrane and install new flashing around (14) existing skylights. Page 6 Comm. No. 212039Bldg: 01 Printed: 10/20/2021 Accessibility City Hall and Public Works Facility  Exterior Interior Electrical Systems Hazardous Materials Life Safety Mechanical Systems ProgramSite Technology City of Otsego Expandibility Analysis 1In the vehicle storage garage, rebar is becoming exposed in the concrete slab due to salt exposure and a shallow concrete topping. 2The concrete slab in the garage and maintenance areas do not have a salt-inhibiting sealer to protect the finished surface. 3The concrete slab sealant in the locker rooms is deterorating and should be replaced to avoid further chipping at the joints. 4The concrete slab in the locker rooms is showing minor wear likely due to salt and chemical exposure. 5The original multi-color carpet is showing signs of wear and should be replaced soon. Issues 1 Priority: 1 Cost: $520 Grind down areas of exposed rebar and provide self-leveling concrete to align with the adjacent concrete slab. 2 Priority: 1 Cost: $29,315 Seal concrete slab in the vehicle storage and maintenance bays with salt-inhibiting sealer. 3 Priority: 4 Cost: $312 Reseal approximately 120 LF of concrete slab control joints. 4 Priority: 4 Cost: $1,778 Repolish and seal approximately 684 SF of concrete slab in the men's and women's locker rooms. 5 Priority: 2 Cost: $4,446 Remove and replace existing carpet and vinyl base with new carpet and base. Page 7 Comm. No. 212039Bldg: 01 Printed: 10/20/2021 Accessibility City Hall and Public Works Facility  Exterior Interior Electrical Systems Hazardous Materials Life Safety Mechanical Systems ProgramSite Technology City of Otsego Expandibility Analysis 1The sink in the upper level kitchenette does not meet the ADA guidelines for accessibility. 2The sink in the main level kitchen meets the ADA guidelines for accessibility, however, it is recommended to install a sloped accessible sink panel. 3The toilet accessories in the locker rooms and toilet rooms do not have the required clerances to meet the ADA guidelines for accessibility. 4A couple of existing doors have closers whose opening force exceed the recommended 5 pounds opening force. Issues 1 Priority: 2 Cost: $10,400 Remove, replace, and lower a section of existing countertop and casework as required to provide an accessible sink in the upper level kitchenette. 2 Priority: 2 Cost: $5,200 Remove and replace a section of existing countertop and casework as required to provide an accessible sink panel in the main level ktichen. 3 Priority: 2 Cost: $6,500 Modify toilet accessories (grab bars, hand dryers/paper towel dispensers, vanity countertop, mirros) as required to meet current accessibility guidelines. 4 Priority: 2 Cost: $5,200 Replace doors and hardware as required to meet accessibility guidelines. Page 8 Comm. No. 212039Bldg: 01 Printed: 10/20/2021 Accessibility City Hall and Public Works Facility  Exterior Interior Electrical Systems Hazardous Materials Life Safety Mechanical Systems ProgramSite Technology City of Otsego Expandibility Analysis 1Based on conversations with city staff and the original construction date, there is no evidence of existing hazardous materials on site or within the building. Page 9 Comm. No. 212039Bldg: 01 Printed: 10/20/2021 Accessibility City Hall and Public Works Facility  Exterior Interior Electrical Systems Hazardous Materials Life Safety Mechanical Systems ProgramSite Technology City of Otsego Expandibility Analysis 1Solar PV could be considered for current building or for building expansion. Solar arrays, especially larger arrays, will require structural analysis. 2Future geothermal options could be considered. 3Energy recovery on HVAC systems could be considered for current building or for building expansion. Latest code may require the use of energy receovery in HVAC systems. Heating and Ventilation 1City Hall space temperatures can be uncomfortable and inconsistent. Trane VAV RTU with indirect fired heating and packaged DX cooling is from 2006 and is nearing end of life according to ASHRAE. 2Public Works' Titan indirect fired make up air units are from 2006 and nearing end of life according to ASHRAE. 3Building has no BAS (building automation system) which results in minimal temperature control and system/equipment monitoring capabilities.. 42-ton Friedrich split system serving data room and elevator room is only rated to 0F. Unit cuts out at lower temperatures. 5Two sets of modular high efficiency Knight boilers are adequate for current facility. Each set, serving City Hall and Public Works respectively, are from 2006. Hot water for each boiler system is distributed via a pair of inline pumps. For a building expansion, this boiler plant will need to be evaluated for expansion. 6Air in mechanics bay and fabrication bay can be very stagnant. Plumbing 1Current wash bay system requires frequenting emptying of the two 2,500 gallon septic tanks. Page 10 Comm. No. 212039Bldg: 01 Printed: 10/20/2021 Accessibility City Hall and Public Works Facility  Exterior Interior Electrical Systems Hazardous Materials Life Safety Mechanical Systems ProgramSite Technology City of Otsego Analysis Expandibility Plumbing 2Current pressure tank and domestic water pump is adequate for building. If building expansion is pursued, the domestic (well) water system would need to be evaluated and potentially upgraded to accommodate the new addition needs. 3Floor drains in mechanics bay and fabrication bay have improper sloping to them and lead to pooling water. Fire Protection 1Current fire protection system includes 10,000 gallon underground storage tank and 500 gpm pump. If building expansion is pursued, the fire protection system would need to be evaluated based on the building expansion size and classification. Issues 1 Priority: 4 Cost: $624,000 Provide solar array over existing building roof. 2 Priority: 5 Cost: $455,000 Provide geothermal power supplies on site. 3 Priority: 4 Cost: $97,500 Incoroporate 2 separate ERVs into existing HVAC systems. Heating and Ventilation 1 Priority: 2 Cost: $198,900 Evaluate HVAC equiment adequacy and zoning. Replace air handler and terminal boxes as necessary. 2 Priority: 2 Cost: $117,000 Replace rooftop make up air units serving public works with like kind. 3 Priority: 4 Cost: $416,000 Provide new building autiomation systems control package. Page 11 Comm. No. 212039Bldg: 01 Printed: 10/20/2021 Accessibility City Hall and Public Works Facility  Exterior Interior Electrical Systems Hazardous Materials Life Safety Mechanical Systems ProgramSite Technology City of Otsego Issues Expandibility Heating and Ventilation 4 Priority: 2 Cost: $32,500 Remove evaporator unit from data room and replace with new dedicated split system for the data room. Determine if elevator room needs cooling during winter, and if necessary install new dedicated split system for elevator room. 5 Priority: 2 Cost: $25,350 Install destratification fans in mechanics bay and fabrication bay. Plumbing 1 Priority: 3 Cost: $270,000 Install water recycling system for wash bay to limit the frequency of septic tank draining. 2 Priority: 3 Cost: $78,000 Expand/upgrade existing domestic (well) water system to accommodate new building additions. 3 Priority: 2 Cost: $260,000 Install additional trench drains in the mechanics bay and fabrication bay for improved drainage. Page 12 Comm. No. 212039Bldg: 01 Printed: 10/20/2021 Accessibility City Hall and Public Works Facility  Exterior Interior Electrical Systems Hazardous Materials Life Safety Mechanical Systems ProgramSite Technology City of Otsego Expandibility Analysis Service and Distribution 1Building power is 120/208v, 3ph, 4Wire 2Main Service Entrance Switchboard: 120/208V, 3ph, 4wire, 1200Amps, 5-section fusible switchboard. The equipment is within its recommended usable life cycle. Switchboard is located on the 2nd floor main electrical room. 3Panelboards: All panelboards are in good condition. 4Automatic Transfer Switch (ATS): ASCO 3000 Series. 5There are (2) 400amp spares available for future expansion. The peak power demand for the building in August 2020 was 74KW. There is enough power capacity available for future expansion. 6Kohler Generator: 155KW with 600amp circuit breaker, installed outdoors. There is minor rusting visible on exterior housing that is expected of outdoor generator. Replacement is not required at this time. 7The generator backs up the entire building. It is not used for emergency egress lighting, however, it is used for peak demand shaving. Lighting 1Existing interior lights are 2x4 and use 4' long T8s have been retrofitted with T8 LED lamps. Replacement not required. 2Highbay lighting in Vehicle Storage have been retro-fitted with LED lamps. Replacement not required. 3Emergency lighting is through battery packs in the fixtures. Replacement not required. 4There is a lighting relay control panel. This appears original to the building. It has a life expectancy of 20-25 years. Page 13 Comm. No. 212039Bldg: 01 Printed: 10/20/2021 Accessibility City Hall and Public Works Facility  Exterior Interior Electrical Systems Hazardous Materials Life Safety Mechanical Systems ProgramSite Technology City of Otsego Analysis Expandibility Lighting 5Pole mounted parking/area lights: 350W, (2)head HID . 6Wall Packs: 250Watt HID. Systems/ Technology 1Simplex 4010 Fire Alarm Control Panel. Building meets code requirements. The fire alarm control panel has been discontinured and replaced by a new model. Parts for this panel are not readily available. 2Internet to the building is through copper cables and not fiber optic cables. Fiber optic cable service to the building was slower and more expensive. 3Cat 5E cables used. 4PA System is Simplex 5120-9180 Building Communication system. 5Interlogix TruPortal Access control System: TP-SYS-2D2R model. This is a current model. 6Card reader system could be expanded for additional building security, approximately $2,500/door. 7CCTV: Interlogix TruVission NVR 10S. Per site discussion with the city's staff, this was installed about 5 years ago 8There are (6) exterior and (1) interior cameras. Issues Lighting 1 Priority: 3 Cost: $6,500 Replace lighting control panel. 2 Priority: 2 Cost: $93,577 Replace pole-mounted parking area/lights with energy efficient LED lights. Page 14 Comm. No. 212039Bldg: 01 Printed: 10/20/2021 Accessibility City Hall and Public Works Facility  Exterior Interior Electrical Systems Hazardous Materials Life Safety Mechanical Systems ProgramSite Technology City of Otsego Issues Expandibility Lighting 3 Priority: 2 Cost: $35,721 Replace exterior wall packs with energy efficient LED lights. Systems/ Technology 1 Priority: 1 Cost: $67,860 Replace fire alarm control panel with new model. Page 15 Comm. No. 212039Bldg: 01 Printed: 10/20/2021 City Hall and Public Works Facility City of Otsego SITE $517,400.00 EXTERIOR $906,202.00 INTERIOR $36,371.00 ACCESSIBILITY $27,300.00 MECHANICAL SYSTEMS $2,574,250.00 ELECTRICAL SYSTEMS $203,658.00 Total Cost $4,265,181.00 Page 16Comm. No. 212039 Bldg: 01 Printed: 10/20/2021 Prairie Center City of Otsego Address:8899 Nashua Avenue Northeast 1990's Otsego, Minnesota 55330 Contact: Phone: Ross Demant 763-235-3155 Year(s) Built: Gross Area: Site Area: Parking: 8,760 S.F. 5.418 acres 134 Page 17 Comm. No. 212039Bldg: 02 Printed: 10/20/2021 Executive Summary City of Otsego Prairie Center Prairie Center SITE $1,300Replace existing splashblocks with shorter versions to allow drainage onto the green space.Priority: 31 $293,592Provide seal coat at existing parking lot and re-stripe.Priority: 32 EXTERIOR $35Prime and paint to refinish existing lintel and prevent further deterioration.Priority: 21 $10,400Remove and replace (4) hollow metal doors (existing frame to remain).Priority: 22 $37,440Remove and replace (12) windows with new frame, glazing, sills, and flashing.Priority: 23 $10,400Remove and replace skylight with new frame, glazing, and flashing at roof.Priority: 24 INTERIOR $1,872Remove and replace 40 acoustic ceiling tiles throughout the building.Priority: 51 $3,900Patch gypsum board as needed and touch up and/or paint roughly 2,000 square feet of paint at walls Priority: 52 $31,200Remove and replace (21) wood doors and hardware (existing frame to remain).Priority: 23 ACCESSIBILITY $13,000Remove and replace section of existing countertop and backsplash as required to lower the service Priority: 21 $65,000Create an accessible ramp to access the council dais and modify the casework as needed to install ramp.Priority: 22 $65,000Remove existing casework and reinstall new casework and appliances that meet current ADA Priority: 23 $6,500Modify toilet accessories (grab bars, toilet partitions) and storage closet (men's locker room) as Priority: 24 $749Relocate drinking fountain or build out wing walls to minimze protrusion into circulation space.Priority: 25 HAZARDOUS MATERIALS $3,000With any major alterations for the buiding, it is recommended that the city hire a testing firm to develop Priority: 51 MECHANICAL SYSTEMS $379,408Install solar array over existing roof area.Priority: 41 MECHANICAL SYSTEMS $13,000Install and wire heat tape to each roof drain.Priority: 21 ELECTRICAL SYSTEMS $5,200Replace main disconnect switch.Priority: 21 $23,093Replace electrical panelboards.Priority: 22 $11,333Replace automatic transfer switch.Priority: 23 $75,361Replace outdoor generator.Priority: 24 ELECTRICAL SYSTEMS $20,795Replace pole-mounted parking area lights with energy efficient LED lights.Priority: 21 ELECTRICAL SYSTEMS $44,031Replace fire alarm control panel with new model.Priority: 11 Page 18Comm. No. 212039 Printed: 10/20/2021 PrintReportSelector Accessibility Prairie Center  Exterior Interior Electrical Systems Hazardous Materials Life Safety Mechanical Systems ProgramSite Technology City of Otsego Expandibility Analysis 1The concrete splashblocks extend from the building to the sidewalk and create a slip hazard in winter conditions. 2The bituminous asphalt parking lot is in fair condition, but it will need a new seal coat in the next 7-10 years. 3The concrete walkways are in good condition. Issues 1 Priority: 3 Cost: $1,300 Replace existing splashblocks with shorter versions to allow drainage onto the green space. 2 Priority: 3 Cost: $293,592 Provide seal coat at existing parking lot and re-stripe. Page 19 Comm. No. 212039Bldg: 02 Printed: 10/20/2021 Accessibility Prairie Center  Exterior Interior Electrical Systems Hazardous Materials Life Safety Mechanical Systems ProgramSite Technology City of Otsego Expandibility Analysis 1The lintel on the north side of the building is showing signs of rust and deterioration. 2The exterior hollow metal doors are original to the building and should be replaced. 3The windows are reaching the end of their recommended lifespan and should be replaced. 4The skylight is reaching the end of its recommended lifespan and should be replaced. Issues 1 Priority: 2 Cost: $35 Prime and paint to refinish existing lintel and prevent further deterioration. 2 Priority: 2 Cost: $10,400 Remove and replace (4) hollow metal doors (existing frame to remain). 3 Priority: 2 Cost: $37,440 Remove and replace (12) windows with new frame, glazing, sills, and flashing. 4 Priority: 2 Cost: $10,400 Remove and replace skylight with new frame, glazing, and flashing at roof. Page 20 Comm. No. 212039Bldg: 02 Printed: 10/20/2021 Accessibility Prairie Center  Exterior Interior Electrical Systems Hazardous Materials Life Safety Mechanical Systems ProgramSite Technology City of Otsego Expandibility Analysis 1There are several ceiling tiles thorughout the building that are stained/broken and in need of replacement. 2There are several walls throughout the building that are in need of minor patching repairs and painting (touch-ups or fresh coat). 3The interior wood doors are reaching the end of their recommended lifespan and should be replaced. Issues 1 Priority: 5 Cost: $1,872 Remove and replace 40 acoustic ceiling tiles throughout the building. 2 Priority: 5 Cost: $3,900 Patch gypsum board as needed and touch up and/or paint roughly 2,000 square feet of paint at walls throughout the building. 3 Priority: 2 Cost: $31,200 Remove and replace (21) wood doors and hardware (existing frame to remain). Page 21 Comm. No. 212039Bldg: 02 Printed: 10/20/2021 Accessibility Prairie Center  Exterior Interior Electrical Systems Hazardous Materials Life Safety Mechanical Systems ProgramSite Technology City of Otsego Expandibility Analysis 1The service counter at the kitchen does not meet ADA guidelines for accessibility with a sill height of 42". 2The council dais is elevated from the finished floor by about 8" and no accessible route is provided to access this space. 3The kitchen does not meet current guidelines for accessibility with insufficient turning radiuses, sink approaches, work surfaces and inaccessible appliance controls. 4The toilet accessories in the toilet rooms do not have the required clerances to meet the ADA guidelines for accessibility. 5The drinking fountain protrudes into the circulation space and creates an accessibility concern. Issues 1 Priority: 2 Cost: $13,000 Remove and replace section of existing countertop and backsplash as required to lower the service counter height to 34". 2 Priority: 2 Cost: $65,000 Create an accessible ramp to access the council dais and modify the casework as needed to install ramp. 3 Priority: 2 Cost: $65,000 Remove existing casework and reinstall new casework and appliances that meet current ADA guidelines (minimize casework quanitity in space). 4 Priority: 2 Cost: $6,500 Modify toilet accessories (grab bars, toilet partitions) and storage closet (men's locker room) as required to meet current accessibility guidelines. Page 22 Comm. No. 212039Bldg: 02 Printed: 10/20/2021 Accessibility Prairie Center  Exterior Interior Electrical Systems Hazardous Materials Life Safety Mechanical Systems ProgramSite Technology City of Otsego Issues Expandibility 5 Priority: 2 Cost: $749 Relocate drinking fountain or build out wing walls to minimze protrusion into circulation space. Page 23 Comm. No. 212039Bldg: 02 Printed: 10/20/2021 Accessibility Prairie Center  Exterior Interior Electrical Systems Hazardous Materials Life Safety Mechanical Systems ProgramSite Technology City of Otsego Expandibility Analysis 1The current building does not require a fire protection system due to occupancy. Depending on future building plans, a fire protection system could be needed. Page 24 Comm. No. 212039Bldg: 02 Printed: 10/20/2021 Accessibility Prairie Center  Exterior Interior Electrical Systems Hazardous Materials Life Safety Mechanical Systems ProgramSite Technology City of Otsego Expandibility Analysis 1Based on conversations with city staff and the original construction date, there is no evidence of existing hazardous materials on site or within the buidling. Issues 1 Priority: 5 Cost: $3,000 With any major alterations for the buiding, it is recommended that the city hire a testing firm to develop a hazardous material report. Page 25 Comm. No. 212039Bldg: 02 Printed: 10/20/2021 Accessibility Prairie Center  Exterior Interior Electrical Systems Hazardous Materials Life Safety Mechanical Systems ProgramSite Technology City of Otsego Expandibility Analysis 1Solar PV could be considered for current building or for building expansion. Solar arrays, especially larger arrays, will require structural analysis. Heating and Ventilation 1Current HVAC system is adequate. System is very basic with no BAS (building automation system) control. If building expansion were pursued, the existing HVAC plant would be evaluated for expansion. Plumbing 1Current pressure tank and domestic water pump is adequate for building. If building expansion were pursued, domestic (well) water system will need to be evaluated for expansion. 2Roof drains experience freezing issues. Fire Protection 1Current building does not require fire protection system due to occupancy. Depending on future building plans or owner's desire, a fire protection system could be evaluated. Issues 1 Priority: 4 Cost: $379,408 Install solar array over existing roof area. Plumbing 1 Priority: 2 Cost: $13,000 Install and wire heat tape to each roof drain. Page 26 Comm. No. 212039Bldg: 02 Printed: 10/20/2021 Accessibility Prairie Center  Exterior Interior Electrical Systems Hazardous Materials Life Safety Mechanical Systems ProgramSite Technology City of Otsego Expandibility Analysis Service and Distribution 1Main building power system is a 120/208V, 3ph, 4wire. 2There is 400amp main disconnect switch. Installation appears to be original to the building. There is no visible wear and tear on the disconnect switch. This is reaching the end of its recommended use. 3Panelboards: There are no visible signs of wear and tear. Power Distribution equipment systems have a 30-40 year life expectancy. This is reaching the end of its recommended use. 4Automatic Transfer Switch (ATS): ASCO 3000 Series, 120/208v, 3pole. The ATS appears to be original to the building. There is no visible wear and tear. This is reaching the end of its recommended use. 5There is enough capacity for future expansion. Additional panelboards maybe required. 6Generac Generator: The generator is outdoors. The generator housing doors were locked and name plate information was not optained. Generators have a life expectancy of 30-40 years. There is minor discoloration on exterior housing that is expected of outdoor generator. This is reaching the end of its recommended use. 7The generator backs up the entire building. It is not used for emergency egress lighting. Lighting 1Existing interior lights are 2x4 and use 4' long T8s have been retrofitted with T8 LED lamps. 2Stand-alone, battery backed up emergency lights are used for emergency egress lighting. 3Pole mounted parking/area light. 350W, (2)head HID. Systems/ Technology Page 27 Comm. No. 212039Bldg: 02 Printed: 10/20/2021 Accessibility Prairie Center  Exterior Interior Electrical Systems Hazardous Materials Life Safety Mechanical Systems ProgramSite Technology City of Otsego Analysis Expandibility Systems/ Technology 1Simplex 4001 Fire Alarm Control Panel (FACP). Building meets code requirements. The fire alarm control panel has been discontinued and replaced by a new model. Parts for this panel are not readily available. 2Internet to the building is through copper cables and not fiber optic cables. Fiber optic cable service to the building was slower and more expensive. 3Cat 5E cables used. 4Interlogix TruPortal Access control System: TP-SYS-2D2R model. This is a current model. 5Card reader system could be expanded for additional building security, approximately $2,500/door. 6There are currently two security monitoring systems. City staff expressed the desire to consolidate security systems to one overall system. More information regarding cameras and software license is needed. Issues Service and Distribution 1 Priority: 2 Cost: $5,200 Replace main disconnect switch. 2 Priority: 2 Cost: $23,093 Replace electrical panelboards. 3 Priority: 2 Cost: $11,333 Replace automatic transfer switch. 4 Priority: 2 Cost: $75,361 Replace outdoor generator. Lighting Page 28 Comm. No. 212039Bldg: 02 Printed: 10/20/2021 Accessibility Prairie Center  Exterior Interior Electrical Systems Hazardous Materials Life Safety Mechanical Systems ProgramSite Technology City of Otsego Issues Expandibility Lighting 1 Priority: 2 Cost: $20,795 Replace pole-mounted parking area lights with energy efficient LED lights. Systems/ Technology 1 Priority: 1 Cost: $44,031 Replace fire alarm control panel with new model. Page 29 Comm. No. 212039Bldg: 02 Printed: 10/20/2021 Prairie Center City of Otsego SITE $294,892.00 EXTERIOR $58,275.00 INTERIOR $36,972.00 ACCESSIBILITY $150,249.00 HAZARDOUS MATERIALS $3,000.00 MECHANICAL SYSTEMS $392,408.00 ELECTRICAL SYSTEMS $179,813.00 Total Cost $1,115,609.00 Page 30Comm. No. 212039 Bldg: 02 Printed: 10/20/2021 Cold Storage City of Otsego Address:County Road 39 NE and Nashua Avenue NE Otsego, Minnesota 55330 Contact: Phone: Kevin Lamson 763-235-3174 Year(s) Built: Gross Area: Site Area: Parking: 4,600 S.F. 2.901 acres Page 31 Comm. No. 212039Bldg: 03 Printed: 10/20/2021 Executive Summary City of Otsego Cold Storage Cold Storage SITE $97,240Provide seal coat at existing parking lot.Priority: 31 ACCESSIBILITY $5,200Modify the door hardware on (2) exterior doors as required to meet current accessibility guidelines.Priority: 11 HAZARDOUS MATERIALS $3,000With any major alterations to the building, it is recomennded that the city hire a testing firm to develop Priority: 51 ELECTRICAL SYSTEMS $9,100Replace panelboards.Priority: 21 ELECTRICAL SYSTEMS $66,856Replace existing T12 lamps with LED lights.Priority: 21 Page 32Comm. No. 212039 Printed: 10/20/2021 PrintReportSelector Accessibility Cold Storage  Exterior Interior Electrical Systems Hazardous Materials Life Safety Mechanical Systems ProgramSite Technology City of Otsego Expandibility Analysis 1The bituminous asphalt parking lot is in fair condition, but it will need a new seal coat in the next 7-10 years. Issues 1 Priority: 3 Cost: $97,240 Provide seal coat at existing parking lot. Page 33 Comm. No. 212039Bldg: 03 Printed: 10/20/2021 Accessibility Cold Storage  Exterior Interior Electrical Systems Hazardous Materials Life Safety Mechanical Systems ProgramSite Technology City of Otsego Expandibility Analysis 1The two exterior man doors have hardware that do not meet the ADA guidelines for accessibility Issues 1 Priority: 1 Cost: $5,200 Modify the door hardware on (2) exterior doors as required to meet current accessibility guidelines. Page 34 Comm. No. 212039Bldg: 03 Printed: 10/20/2021 Accessibility Cold Storage  Exterior Interior Electrical Systems Hazardous Materials Life Safety Mechanical Systems ProgramSite Technology City of Otsego Expandibility Analysis 1The building does not have a fire suppression system. Depending on future building plans, a fire protection system could be needed. Page 35 Comm. No. 212039Bldg: 03 Printed: 10/20/2021 Accessibility Cold Storage  Exterior Interior Electrical Systems Hazardous Materials Life Safety Mechanical Systems ProgramSite Technology City of Otsego Expandibility Analysis 1Based on conversations with city staff, there is no evidence of existing hazardous materials on site or within the building. Issues 1 Priority: 5 Cost: $3,000 With any major alterations to the building, it is recomennded that the city hire a testing firm to develop a hazardous material report. Page 36 Comm. No. 212039Bldg: 03 Printed: 10/20/2021 Accessibility Cold Storage  Exterior Interior Electrical Systems Hazardous Materials Life Safety Mechanical Systems ProgramSite Technology City of Otsego Expandibility Analysis Heating and Ventilation 1Storage building has unit heater and radiant ceiling heat. Heating is not required for the current building use. Systems could be replaced if the building use is changed. Plumbing 1Storage facility does not have domestic water supply. Fire Protection 1Current building does not require fire protection system due to occupancy. Page 37 Comm. No. 212039Bldg: 03 Printed: 10/20/2021 Accessibility Cold Storage  Exterior Interior Electrical Systems Hazardous Materials Life Safety Mechanical Systems ProgramSite Technology City of Otsego Expandibility Analysis Service and Distribution 1Main building power system is a 120/208V, 3ph, 4wire. The building is fed from pole mounted utility transformer. 2There are (2) panelboards that serve the building. They appear to be past their expected life. Lighting 1Existing lights use T12 lamps. These lamps are phased out. Systems/ Technology 1No fire alarm system for this building. Not required per code. Issues Service and Distribution 1 Priority: 2 Cost: $9,100 Replace panelboards. Lighting 1 Priority: 2 Cost: $66,856 Replace existing T12 lamps with LED lights. Page 38 Comm. No. 212039Bldg: 03 Printed: 10/20/2021 Cold Storage City of Otsego SITE $97,240.00 ACCESSIBILITY $5,200.00 HAZARDOUS MATERIALS $3,000.00 ELECTRICAL SYSTEMS $75,956.00 Total Cost $181,396.00 Page 39Comm. No. 212039 Bldg: 03 Printed: 10/20/2021 Cost Analysis By Priority-All Buildings BUILDING: Priority 1: Priority 2: Priority 3: Priority 4: Priority 5: Not Prioritized Total City of Otsego Priority 6: $97,695 $888,366 $1,677,900 $1,139,590 $461,630 $0 $4,265,181City Hall and Public Works Facility $0 $44,031 $388,506 $294,892 $379,408 $8,772 $0 $1,115,609Prairie Center $0 $5,200 $75,956 $97,240 $0 $3,000 $0 $181,396Cold Storage $0 $146,926Totals:$1,352,828 $2,070,032 $1,518,998 $473,402 $0 $5,562,186$0 Page 40Comm. No. 212039 Printed: 10/20/2021 Facility:Totals:SiteBuildingExteriorBuildingInteriorAccessibilityLife SafetyHazardousMaterialsMechanical SystemsElectrical SystemsProgramTechnologyTotals By Facility Analysis Categories$4,265,181City Hall and Public Works Facility$517,400$906,202$36,371$27,300$0$0$2,574,250$203,658$0$0$1,115,609Prairie Center$294,892$58,275$36,972$150,249$0$3,000$392,408$179,813$0$0$181,396Cold Storage$97,240$0$0$5,200$0$3,000$0$75,956$0$0Category Totals:$5,562,186$909,532 $964,477 $73,343 $182,749 $0 $6,000 $2,966,658 $459,427 $0 $0 City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 113 Commission No. 212039 APPENDIX C: DEPARTMENT SURVEYS City of Otsego City Hall & Public Works Space Needs Study Space Survey Instrument Page 1 Commission No. 212039 Department Name Name/Title of Person Completing Survey Division Name Telephone Email Address Date 1. FUNCTIONAL DESCRIPTION Please describe the mission of your functional area. 2. SERVICES AND/OR FUNCTIONS PROVIDED Please indicate the extent to which the services and/or functions in your area required the following: FREQUENT / EXTENSIVE MODERATE MINIMAL NONE Face-to-Face Interaction with Other Departments Face-to-Face Interaction with the Public Paper Storage / File Maintenance Voice / Telephone Communication Estimate the total number of people who come in contact in person with your office every day Estimate the largest number of visitors at one time. 3. INTERACTION WITH OTHER DEPARTMENTS/DIVISIONS Please list the departments/divisions/sections/units that require frequent face-to-face interaction with your functional area. City of Otsego City Hall & Public Works Space Needs Study Space Survey Instrument Page 2 Commission No. 212039 4. REASONS FOR CURRENT LOCATION OF YOUR OPERATION (check all that apply) Need for proximity to neighboring department(s)/division(s)/section(s)/ unit(s). (Please specify below) Easy public access Current location meets space requirements Long-term location; relocation never considered Remotely located; independent operation No particular reason for current location Other (Please specify below) 5. CURRENT SPACE OCCUPANTS Please indicate the following for all funded positions/people who physically occupy space and need an assigned work space in your functional area. Indicate workspace type: Price Office = P and Open Cubicle = C DEPARTMENT STAFF BY JOB TITLE (PERMANENT FTE) NUMBER OF STAFF WORKSPACE TYPE COMMENTS Non-Department Staff Located in Your Area Do any staff work after hours or weekends? If so, please describe: City of Otsego City Hall & Public Works Space Needs Study Space Survey Instrument Page 3 Commission No. 212039 6. HISTORICAL AND ANTICIPATED STAFF Please indicate the number of full-time equivalent (FTEs) personnel in your area for the following fiscal years: HISTORICAL 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 For future years, provide your best estimate of the total number of FTE personnel you may need. FUTURE NEED 2025 2030 2035 2040 Please describe types of positions that may be added in the future: 7. WORKLOAD INDICATORS From the list below, please indicate the factors that you feel will have the greatest impact on personnel growth (or reduction) in your area over the next 10 years. Please identify any other significant factors (i.e., caseload, number of permits, etc.) that are not included in the list provided. Growth in Population (Up or Down) Technology (Up or Down) Legislation (Up or Down) Contracts/increase in contract staff (Up or Down) Funding (Up or Down) Other (specify below) (Up or Down) (Up or Down) Do you track annual statistics for any “other” factor identified? If yes, please name and provide annual historical workload data for up to two “Other” workload indicator(s). Attach information or list below: INDICATOR 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 8. TYPES OF SUPPORT SPACES Please carefully review the list of support spaces types provided and respond indicated Yes (Y), No (N) and Not Applicable (NA). Use space at the end of the survey instrument if necessary to list additional spaces. TYPE OF SPACE CURRENTLY PROVIDED SPACE ADEQUATE SPACE REQUIRED COMMENTS Reception/Waiting Counter Area Cashier Area Storage/Supply Room/Copy Room Active File Storage Inactive File Storage Large Format Printer/Plotter Computer/Server Room City of Otsego City Hall & Public Works Space Needs Study Space Survey Instrument Page 4 Commission No. 212039 TYPE OF SPACE (Continued) CURRENTLY PROVIDED SPACE ADEQUATE SPACE REQUIRED COMMENTS Equipment Room Conference Room Meeting/Training Room Interview Room Breakroom Maintenance/Loading Dock Area Other Other 9. TECHNOLOGY/OFFICE EQUIPMENT/STORAGE Please indicate current and future technology, office equipment and storage needs for your department as indicated below TECHNOLOGY/OFFICE EQUIPMENT/STORAGE CURRENT NUMBER SIZE LOCATION FUTURE NEEDS Copier (Table Top) Copier (Floor) Computer (Desktop/Laptop) Printer Plotter Facsimile Scanner Safe Shredder Computer Server Mailing Equipment Vertical File Cabinet Lateral File Cabinet Supply Cabinet High Density Moveable File Cabinet Shelving Units Other Technology/Equipment/Storage Please describe current and future use of technology/automation, not identified above, that would impact your area City of Otsego City Hall & Public Works Space Needs Study Space Survey Instrument Page 5 Commission No. 212039 10. CURRENT SPACE DEFICIENCIES Please identify current space deficiencies of your functional area. 11. UNIQUE SPACE REQUIREMENTS Please identify any unique space requirements for your functional area (ex. washbay, material testing lab, mudroom, etc.) 12. SPECIALIZED DEPARTMENTAL NEEDS City of Otsego City Hall & Public Works Space Needs Study Space Survey Instrument Page 6 Commission No. 212039 13. SECURITY Please identify any security requirements as listed below. PERSONNEL PROTECTION ACCESS CONTROL Ballistic protected glass? Yes No Electronic Lock Monitors? Yes No Physical Attack Rated Glass? Yes No Electronic Access (i.e. card, biometric, or touchpad?) Yes No Metal Detectors? Yes No Delayed Emergency Egress? Yes No Camera Monitoring? Yes No Intercom to Door Control? Yes No Intercom to Security? Yes No Distress Alarm Actuation? Yes No Other personnel protection Yes No Other access control features? Yes No If yes, please list below If yes, please list below PRIVACY AND SOUND CONTROL OTHER SECURITY REQUIREMENTS? Need for Sound Isolated Rooms? Yes No If yes, please list: Acoustic Control within the space? Yes No Other privacy and sound control features? Yes No If yes, please list below 14. PARKING How many staff drive their own automobiles to work every day? __________ Please list City vehicles used by your department by type (pick-up, flow truck, grader, etc.) and quantity. Include vehicles sizes as available. VEHICLE TYPE # VEHICLES City of Otsego City Hall & Public Works Space Needs Study Space Survey Instrument Page 7 Commission No. 212039 Are there any plans for electrifying the fleet? If so, how many EV charging stations should be anticipated? 15. MISCELLANEOUS Please offer any additional comments that you feel are important regarding the operational and space requirements of your functional area: ADDITIONAL INFORMATION If available, please provide the following items for your functional are. - Organization Chart City of Otsego City Hall & Public Works Space Needs Study Space Survey Instrument Page 1 Commission No. 212039 Department Name Name/Title of Person Completing Survey Division Name Telephone Sub-Division Name (If Applicable) Email Address Date 1. FUNCTIONAL DESCRIPTION Please describe the mission of your functional area. 2. SERVICES AND/OR FUNCTIONS PROVIDED Please indicate the extent to which the services and/or functions in your area required the following: FREQUENT / EXTENSIVE MODERATE MINIMAL NONE Face-to-Face Interaction with Other Departments Face-to-Face Interaction with the Public Paper Storage / File Maintenance Voice / Telephone Communication Estimate the total number of people who come in contact in person with your office every day Estimate the largest number of visitors at one time. 3. INTERACTION WITH OTHER DEPARTMENTS/DIVISIONS Please list the departments/divisions/sections/units that require frequent face-to-face interaction with your functional area. City of Otsego City Hall & Public Works Space Needs Study Space Survey Instrument Page 2 Commission No. 212039 4. REASONS FOR CURRENT LOCATION OF YOUR OPERATION (check all that apply) Need for proximity to neighboring department(s)/division(s)/section(s) / unit(s). (Please specify below) Need for proximity to city/town or outside agency. (Please specify below) Easy public access Current location meets space requirements Long-term location; relocation never considered Remotely located; independent operation No particular reason for current location Other (Please specify below) 5. CURRENT SPACE OCCUPANTS Please indicate the following for all funded positions/people who physically occupy space and need an assigned work space in your functional area. Indicate workspace type: Price Office = P and Open Cubicle = C DEPARTMENT STAFF BY JOB TITLE (PERMANENT FTE) NUMBER OF STAFF WORKSPACE TYPE COMMENTS Non-Department Staff Located in Your Area Do any staff work after hours or weekends? If so, please describe: City of Otsego City Hall & Public Works Space Needs Study Space Survey Instrument Page 3 Commission No. 212039 6. HISTORICAL AND ANTICIPATED STAFF Please indicate the number of full-time equivalent (FTEs) personnel in your area for the following fiscal years: HISTORICAL 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 For future years, provide your best estimate of the total number of FTE personnel you may need. FUTURE NEED 2025 2030 2035 2040 Please describe types of positions that may be added in the future: 7. WORKLOAD INDICATORS From the list below, please indicate the factors that you feel will have the greatest impact on personnel growth (or reduction) in your area over the next 10 years. Please identify any other significant factors (i.e., caseload, number of permits, etc.) that are not included in the list provided. Growth in Population (Up or Down) Technology (Up or Down) Demographics (Up or Down) Contracts/increase in contract staff (Up or Down) Funding (Up or Down) Other (specify below) Permits (Up or Down) (Up or Down) (Up or Down) Do you track annual statistics for any “other” factor identified? If yes, please name and provide annual historical workload data for up to two “Other” workload indicator(s). Attach information or list below: INDICATOR 2010 2011 2015 2013 2014 2015 2016 2017 2018 2019 2020 8. TYPES OF SUPPORT SPACES Please carefully review the list of support spaces types provided and respond indicated Yes (Y), No (N) and Not Applicable (NA). Use space at the end of the survey instrument if necessary to list additional spaces. TYPE OF SPACE CURRENTLY PROVIDED SPACE ADEQUATE SPACE REQUIRED COMMENTS Reception/Waiting Counter Area Public Viewing Area Cashier Area Storage/Supply Room Duplication/Copy Room Active File Storage Inactive File Storage City of Otsego City Hall & Public Works Space Needs Study Space Survey Instrument Page 4 Commission No. 212039 TYPE OF SPACE (Continued) CURRENTLY PROVIDED SPACE ADEQUATE SPACE REQUIRED COMMENTS Computer/Server Room Safe/Cash Handling Room Mail Room Equipment Room Conference Room Meeting/Training Room Interview Room Maintenance/Loading Dock Area Other Other 9. TECHNOLOGY/OFFICE EQUIPMENT/STORAGE Please indicate current and future technology, office equipment and storage needs for your department as indicated below TECHNOLOGY/OFFICE EQUIPMENT/STORAGE CURRENT NUMBER SIZE LOCATION FUTURE NEEDS Copier (Table Top) Copier (Floor) Computer (Desktop/Laptop) Printer Plotter Facsimile Scanner Microfilm Viewer/Printer Safe Shredder Computer Server Mailing Equipment Vertical File Cabinet Lateral File Cabinet Supply Cabinet High Density Moveable File Cabinet Shelving Units Other Technology/Equipment/Storage Please describe current and future use of technology/automation, not identified above, that would impact your area City of Otsego City Hall & Public Works Space Needs Study Space Survey Instrument Page 5 Commission No. 212039 10. CURRENT SPACE DEFICIENCIES Please identify current space deficiencies of your functional area. 11. UNIQUE SPACE REQUIREMENTS Please identify any unique space requirements for your functional area (ex. Urinalysis lab, evidence storage, meditation/arbitration area, etc.) City of Otsego City Hall & Public Works Space Needs Study Space Survey Instrument Page 6 Commission No. 212039 12. SECURITY Please identify any security requirements as listed below. PERSONNEL PROTECTION ACCESS CONTROL Ballistic protected glass? Yes No Electronic Lock Monitors? Yes No Physical Attack Rated Glass? Yes No Electronic Access (i.e. card or touchpad?) Yes No Camera Monitoring? Yes No Other access control features? Yes No Distress Alarm Actuation? Yes No If yes, please list below Other personnel protection Yes No If yes, please list below OTHER SECURITY REQUIREMENTS? 13. MISCELLANEOUS Please offer any additional comments that you feel are important regarding the operational and space requirements of your functional area: ADDITIONAL INFORMATION If available, please provide the following items for your functional are. - Organization Chart City of Otsego City Hall & Public Works Space Needs Study Space Survey Instrument Page 1 Commission No. 212039 Department Name Name/Title of Person Completing Survey Division Name Telephone Email Address Date 1. FUNCTIONAL DESCRIPTION Please describe the mission of your functional area. 2. SERVICES AND/OR FUNCTIONS PROVIDED Please indicate the extent to which the services and/or functions in your area required the following: FREQUENT / EXTENSIVE MODERATE MINIMAL NONE Face-to-Face Interaction with Other Departments Face-to-Face Interaction with the Public Paper Storage / File Maintenance Voice / Telephone Communication Estimate the total number of people who come in contact in person with your office every day Estimate the largest number of visitors at one time. 3. INTERACTION WITH OTHER DEPARTMENTS/DIVISIONS Please list the departments/divisions/sections/units that require frequent face-to-face interaction with your functional area. City of Otsego City Hall & Public Works Space Needs Study Space Survey Instrument Page 2 Commission No. 212039 4. REASONS FOR CURRENT LOCATION OF YOUR OPERATION (check all that apply) Need for proximity to neighboring department(s)/division(s)/section(s)/ unit(s). (Please specify below) Easy public access Current location meets space requirements Long-term location; relocation never considered Remotely located; independent operation No particular reason for current location Other (Please specify below) 5. CURRENT SPACE OCCUPANTS Please indicate the following for all funded positions/people who physically occupy space and need an assigned work space in your functional area. Indicate workspace type: Price Office = P and Open Cubicle = C DEPARTMENT STAFF BY JOB TITLE (PERMANENT FTE) NUMBER OF STAFF WORKSPACE TYPE COMMENTS Non-Department Staff Located in Your Area Do any staff work after hours or weekends? If so, please describe: City of Otsego City Hall & Public Works Space Needs Study Space Survey Instrument Page 3 Commission No. 212039 6. HISTORICAL AND ANTICIPATED STAFF Please indicate the number of full-time equivalent (FTEs) personnel in your area for the following fiscal years: HISTORICAL 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 For future years, provide your best estimate of the total number of FTE personnel you may need. FUTURE NEED 2025 2030 2035 2040 Please describe types of positions that may be added in the future: 7. WORKLOAD INDICATORS From the list below, please indicate the factors that you feel will have the greatest impact on personnel growth (or reduction) in your area over the next 10 years. Please identify any other significant factors (i.e., caseload, number of permits, etc.) that are not included in the list provided. Growth in Population (Up or Down) Technology (Up or Down) Legislation (Up or Down) Contracts/increase in contract staff (Up or Down) Funding (Up or Down) Other (specify below) (Up or Down) (Up or Down) Do you track annual statistics for any “other” factor identified? If yes, please name and provide annual historical workload data for up to two “Other” workload indicator(s). Attach information or list below: INDICATOR 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 8. TYPES OF SUPPORT SPACES Please carefully review the list of support spaces types provided and respond indicated Yes (Y), No (N) and Not Applicable (NA). Use space at the end of the survey instrument if necessary to list additional spaces. TYPE OF SPACE CURRENTLY PROVIDED SPACE ADEQUATE SPACE REQUIRED COMMENTS Reception/Waiting Counter Area Cashier Area Storage/Supply Room/Copy Room Active File Storage Inactive File Storage Large Format Printer/Plotter Computer/Server Room City of Otsego City Hall & Public Works Space Needs Study Space Survey Instrument Page 4 Commission No. 212039 TYPE OF SPACE (Continued) CURRENTLY PROVIDED SPACE ADEQUATE SPACE REQUIRED COMMENTS Equipment Room Conference Room Meeting/Training Room Interview Room Breakroom Maintenance/Loading Dock Area Other Other 9. TECHNOLOGY/OFFICE EQUIPMENT/STORAGE Please indicate current and future technology, office equipment and storage needs for your department as indicated below TECHNOLOGY/OFFICE EQUIPMENT/STORAGE CURRENT NUMBER SIZE LOCATION FUTURE NEEDS Copier (Table Top) Copier (Floor) Computer (Desktop/Laptop) Printer Plotter Facsimile Scanner Safe Shredder Computer Server Mailing Equipment Vertical File Cabinet Lateral File Cabinet Supply Cabinet High Density Moveable File Cabinet Shelving Units Other Technology/Equipment/Storage Please describe current and future use of technology/automation, not identified above, that would impact your area City of Otsego City Hall & Public Works Space Needs Study Space Survey Instrument Page 5 Commission No. 212039 10. CURRENT SPACE DEFICIENCIES Please identify current space deficiencies of your functional area. 11. UNIQUE SPACE REQUIREMENTS Please identify any unique space requirements for your functional area (ex. washbay, material testing lab, mudroom, etc.) 12. SPECIALIZED DEPARTMENTAL NEEDS City of Otsego City Hall & Public Works Space Needs Study Space Survey Instrument Page 6 Commission No. 212039 13. SECURITY Please identify any security requirements as listed below. PERSONNEL PROTECTION ACCESS CONTROL Ballistic protected glass? Yes No Electronic Lock Monitors? Yes No Physical Attack Rated Glass? Yes No Electronic Access (i.e. card, biometric, or touchpad?) Yes No Metal Detectors? Yes No Delayed Emergency Egress? Yes No Camera Monitoring? Yes No Intercom to Door Control? Yes No Intercom to Security? Yes No Distress Alarm Actuation? Yes No Other personnel protection Yes No Other access control features? Yes No If yes, please list below If yes, please list below PRIVACY AND SOUND CONTROL OTHER SECURITY REQUIREMENTS? Need for Sound Isolated Rooms? Yes No If yes, please list: Acoustic Control within the space? Yes No Other privacy and sound control features? Yes No If yes, please list below 14. PARKING How many staff drive their own automobiles to work every day? __________ Please list City vehicles used by your department by type (pick-up, flow truck, grader, etc.) and quantity. Include vehicles sizes as available. VEHICLE TYPE # VEHICLES City of Otsego City Hall & Public Works Space Needs Study Space Survey Instrument Page 7 Commission No. 212039 Are there any plans for electrifying the fleet? If so, how many EV charging stations should be anticipated? 15. MISCELLANEOUS Please offer any additional comments that you feel are important regarding the operational and space requirements of your functional area: ADDITIONAL INFORMATION If available, please provide the following items for your functional are. - Organization Chart City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 146 Commission No. 212039 APPENDIX D: MEETING MINUTES MEMORANDUM To: Attendees From: Jordan Medeiros | JM Date: February 10, 2021 Comm. No: 9999 Subject: City of Otsego City Hall and Public Work Masterplan Kick-Off Meeting February 8, 2021 Meeting Minutes Attendees: Adam Flaherty, City of Otsego aflaherty@ci.otsego.mn.us Daniel Licht, City of Otsego ddl@planningco.com Kevin Lamson, City of Otsego klamson@ci.otsego.mn.us Ross Demant, City of Otsego rdemant@ci.otsego.mn.us Jonathan Loose, Wold Architects and Engineers jloose@woldae.com Jake Wollensak, Wold Architects and Engineers jwollensak@woldae.com Jordan Medeiros, Wold Architects and Engineers jmedeiros@woldae.com A kick-off meeting was held to introduce key project members, review the Core Planning Group responsibilities, and discuss high level goals for the project. Discussion Topics: A. Wold reviewed the master planning process and core planning group responsibilities with the team. 1. In addition to those present, the Core Planning Group will also include two Council Members and be integrated with the established Public Works Subcommittee. 2. Together the group will work to conduct a holistic needs assessment including department surveys and facility analyses. These will be evaluated based on the Core Group’s guiding principles and citywide growth trajectories to create a program and options matrix for future development. 3. The facility analysis should include but not be limited to the following buildings: Prairie Center, Otsego City Hall and Public Works, outshops/shed storage spaces. 4. The City highlighted the importance of leaving flexibility for future planning and expansion, including site usage, traffic patterns, and programmatic elements. In the future, the City Campus could include a community center, composting site, and water treatment facility. MEMORANDUM Page 2 of 2 B. Schedule: 1. Department Meetings and Facility Analyses: February 2021. 2. Planning Concepts: March 2021. 3. Council Feedback: March 2021. 4. Revise and Update Concepts: April 2021. 5. Council Approval: May 2021. 6. Core Planning Group will meet bi-monthly/monthly throughout the process. C. Next Steps: 1. CPG 2 Meeting: February 17, 2021 at 9:00 a.m. a. Agenda: Establish project objectives and guiding principles. 2. Distribute needs assessments surveys and schedule facility assessment walkthroughs. 3. The City will provide Wold with existing building drawings and any relevant studies. LW/Promo/CI_Otsego/min/2.8.21 MEMORANDUM To: Attendees From: Jordan Medeiros | JM Date: February 18, 2021 Comm. No: 212039 Subject: City of Otsego City Hall and Public Works Masterplan Core Planning Meeting #2 February 18, 2021 Meeting Minutes Attendees: Adam Flaherty, City of Otsego aflaherty@ci.otsego.mn.us Daniel Licht, City of Otsego ddl@planningco.com Jeffrey Dahl, City of Otsego dahl@ci.otsego.mn.us Kevin Lamson, City of Otsego klamson@ci.otsego.mn.us Ross Demant, City of Otsego rdemant@ci.otsego.mn.us Tom Darkenwald, City of Otsego tdarkenwald@ci.otsego.mn.us Jonathan Loose, Wold Architects and Engineers jloose@woldae.com Connor Duffy, Wold Architects and Engineers cduffy@woldae.com Jordan Medeiros, Wold Architects and Engineers jmedeiros@woldae.com A meeting was held with the Core Planning Group to review the master planning process and establish project goals and objectives as a foundation for the study’s guiding principles. Discussion Topics: A. Wold briefly reviewed the planning process and Core Planning Group responsibilities with new members, highlighting the importance of collaboration and consensus amongst all involved parties. B. The group discussed high level project goals and objectives to set the foundation for the study and its guiding principles. 1. What does success look like for this master facilities planning process? a. Longevity in the planning process, 15-20 years in the future that account for projected population growth. b. Efficient solutions that accommodate staff workflows and operations. c. Providing equipment storage for Public Works that protect the City’s investments, estimated increase of 16 vehicles in the next four years. d. Evaluating opportunities for improving operations, i.e. salt brine facilities. e. Locating departments in logical ‘homes’. MEMORANDUM Page 2 of 3 f. Financial observation that allows for continual yet incremental change. g. Developing a long-term vision for not only City Hall but also the campus as a whole (building locations, site access, traffic patterns, etc.). h. Maintenance upgrades that not only address outgoing equipment, but also looks to incorporate sustainable practices. 2. What will be the biggest barrier to achieving this success? a. Gaining a consensus of needs within the group and community. b. Dealing with the notion of scarcity (land, funds, space). c. Establishing objectivity and clear timeline of upgrades. d. Projecting and planning for perceived future needs. e. Mitigating preconceived notions of needs. f. Initial financial investments that will ultimately lead to long-term savings and improvements. 3. What do you believe are the goals and objectives for the Public Works and City Hall Facility? a. Provide efficient and long-term solutions that enhance the employee and customer experience. b. Protect the City’s investments with proper equipment storage and security protocols in place. c. Create a seamless and cohesive City Hall program that considers all existing facilities (City Hall, Prairie Center). d. Evaluate inter-department operations and potentially modernize how operations are handled (online services to the public). e. Create solutions that allow for future flexibility. f. Implement solutions in phases for financial stability. 4. What do you see as the Public Works and City Hall Facility needs? a. Proactive space solutions rather than reactive solutions. b. Logical department adjacencies that benefit employee workflows. c. A professional, public-facing image that residents can rely on and be proud of, but still is open and accessible. d. Public Works: Upgrade security protocols and evaluate opportunities for operations adjustments. e. City Hall: 1) Space expansion to accommodate future needs and improve customer accessibility of services. 2) Distinct department zones that provide security and separation from the public. 3) Variety of meeting spaces. 5. What will the community support? a. Civic developments, i.e. Fire Station, Community Center. b. Improvements that allow for better space utilization and prolong the lifespan of investments. c. Improvements with transparent goals and justifications that allow for community members to be proud of the end result. d. Developments that solidify the ‘Otsego identity’ and provide a distinguishing element. e. Phased improvements that are financially considerate and provide tax-impact information to residents upfront. MEMORANDUM Page 3 of 3 f. Developments that allow a continued service to the public. g. Technology integration (with services) that improve efficiency and service. h. One challenge may be investing in developments that lack an immediate benefit, but will be beneficial and provide cost-savings in the long run. C. Aside from the City Hall campus, the City also owns the following properties: 1. Former City Hall: Located about a half mile north in the scenic district. The building can be maintained, however, major additions or exterior modifications cannot occur. 2. Roughly 20 acres parceled for the future Fire Station and other development opportunities. 3. Miscellaneous water tower and wastewater facilities spread throughout the City. D. Schedule: 1. Department Meetings and Facility Analyses: February - March 2021. 2. Planning Concepts: March 2021. 3. Council Feedback: March 2021. 4. Revise and Update Concepts: April 2021. a. The group expressed interest in touring facilities within cities or counties that currently have or have experienced similar growth rates, i.e. Wright County or Scott County. 5. Council Approval: May 2021. 6. Core planning group will meet bi-monthly/monthly throughout the process. E. Next Steps: 1. CPG 3 Meeting: March 17, 2021 at 9:00 a.m. a. Agenda: Finalize guiding principles and review preliminary findings from the employee surveys and department interviews. 2. Distribute needs assessments surveys and schedule facility assessment walkthroughs. 3. The City will provide Wold with existing building drawings and any relevant studies. 4. Core Group Members will draft guiding principles (roughly 3-10) that the group will finalize at the next meeting. Sample principles can be found in the presentation. Attachment: Presentation cc: Jake Wollensak, Wold jwollensak@woldae.com SS/CI_Otsego/212039/min/2.17.21 CPG MEMORANDUM To: Attendees From: Jordan Medeiros | JM Date: March 15, 2021 Comm. No: 212039 Subject: City of Otsego City Hall and Public Works Space Needs Study Department Interviews March 11, 2021 Meeting Minutes Attendees: Adam Flaherty, City of Otsego aflaherty@ci.otsego.mn.us Kevin Lamson, City of Otsego klamson@ci.otsego.mn.us Ross Demant, City of Otsego rdemant@ci.otsego.mn.us Jake Wollensak, Wold Architects and Engineers jwollensak@woldae.com Reed Paitich, Wold Architects and Engineers rpaitich@woldae.com Connor Duffy, Wold Architects and Engineers cduffy@woldae.com Jordan Medeiros, Wold Architects and Engineers jmedeiros@woldae.com Department interviews were held with City Hall, Public Works, and Parks and Recreation to discuss the completed space needs surveys. Discussion Topics: A. City Hall: Reception, Building Safety, Utility Billing, Finance, Administration: 1. The City currently holds third-party contracts for the following functions: Planner, Engineer, Building Safety (officials), Assessor (Wright County), IT: a. The City previously had an in-house model for Building Safety, but then transitioned to a contracted model. In the future, this could move back to internal positions. b. Prior to COVID-19, the Wright County assessors worked in the building a few days a week, primarily in the front conference room reviewing new building plans. 2. Reception and Building Safety: a. Staffing: Two Administrative Assistants, one Building Permit Technician and three contracted Building Officials/Inspectors. Future positions include building permit technicians and a dedicated receptionist. Seven full-time employees are expected by 2040. b. Reception/Waiting Area: This space is currently within the building’s circulation path. There is a need for a designated waiting/service area for the public. MEMORANDUM Page 2 of 5 c. Service Counters: The current counters are too shallow to both accommodate workstations and servicing functions. Additionally, the counters are not ideal for receiving/reviewing full-size construction documents. A drop space for in-progress permits would be ideal for staff. d. Acoustics are an issue in the current space with many functions overlapping in the same space (circulation, reception, storage, workstations, copy/printing). Creating separate zones would improve the working environment. e. The front conference room is typically utilized as overflow office space for Building Officials to review plans. The multi-purpose/lunch room is typically used for bi-weekly city hall staff meetings. Additionally, this space is also utilized for safety program trainings, Public Works/Parks morning check-ins (pre-COVID), pre-construction meetings, bid openings, and early voting. f. A small receiving area would be ideal to accept deliveries (mail and water meters). 3. Utility Billing, Finance and Administration: a. Staffing: One City Administrator/Finance Director, one Accountant, two Utility Billing staff, one City Clerk, one Deputy Clerk, one future HR/Assistant Administrator, and one contracted City Planner. Fifteen full-time employees are expected by 2040. Potential positions include Assistant Finance Director, Accountants, Finance Clerk, City Planner (in-house), and Community Development Director. b. Reception/Waiting Area: Similar to the main level, the current service space is within the circulation area. A designated waiting and service area is needed. c. A designated storage and testing space for elections equipment would be ideal as the City continues to grow. Equipment is currently stored on the upper level. This past year, early voting occurred in the multi-purpose/lunch room, however, voting typically occurs at the Prairie Center. d. The upper level work and storage areas are generally underutilized as much of the equipment is located on the main level. e. Drop spaces are available to accommodate contracted City Planning and IT positions. In the future, additional drop stations should be considered for a Sheriff Deputy and Fire. f. The current data room is reaching its capacity and will need to be upsized with future growth. g. Recently, the meeting spaces in the Prairie Center have been utilized for City Hall meetings. 4. The City Council dais is currently located at the Prairie Center. Council chambers/a dedicated council space would be ideal for meetings and security. B. Public Works: 1. Staffing: One Street Operations Manager, one Streets Foreperson, two Maintenance I staff, three Maintenance II staff, one Fleet Maintenance Technician. By 2040, eighteen full-time employees are expected, including Maintenance I/II staff, fleet maintenance technicians, and potentially another foreperson: a. Staffing projections will be impacted by future Fire Department developments. If the vehicles are owned by the City, they will likely be serviced by Public Works. 2. For office-related needs, Public Works is heavily reliant on City Hall’s equipment. If the two functions separate, much of this equipment would need to be duplicated. 3. The men’s locker room is at capacity. Parks utilize four to five lockers currently. MEMORANDUM Page 3 of 5 4. Parts and tool storage are at capacity. These would ideally be doubled to accommodate future growth. 5. The sign shop currently doubles as break room and offices (Streets Foreperson, Maintenance staff). As a sign shop, the space would be adequate. There is a need for a separate staff room that can accommodate morning check-ins, computer stations, and a kitchenette/break space. 6. The lube room space is sufficient. Fluid drums are dropped off quarterly. 7. Building deliveries typically come to the vehicle maintenance area. Ideally this would be handled at the front office vestibule if space were available. 8. The following improvements in the vehicle maintenance bays would benefit the department: a. An in-floor drive on hoist for larger equipment, including fire apparatuses and plow trucks. The existing large bay may be too small to accommodate a ladder truck for future fire. The existing slab capacity with in-floor heat would need to be evaluated to see if a hoist could be installed. 1) The portable lifts cannot accommodate a fully-loaded plow truck with wings. 2) One option would be to retrofit the wash bay to a larger mechanics bay with a scissor lift. b. Additional 3/8” air reels located on reels. c. Floor drainage system (trench drains). d. Overhead fans to circulate air, especially in the summer. e. Taller overhead doors. Existing doors are 10’-0” AFF. f. Extend overhead crane to the fabrication bay. 9. The fabrication bay is using for welding fabrication, torching, painting, paint mixing, secondary maintenance bay, storage, and overflow parking. A larger opening between the fabrication bay and the vehicle maintenance bays would improve space usage/flexibility. 10. No sanitary is available on-site. Four holding tanks are utilized to contain vehicle storage and wash bay drainage. The wash bay tanks are inadequately sized and are pumped weekly at times. 11. Wood working functions currently take place in the cold storage building, however, lighting and temperature controls are not ideal. Moving this space to the public works building would be desirable. 12. The department is looking to expand its functions to include brine blending and storage. The storage tanks are currently located in the wash bay (seasonally). Ideally, it would be desirable to have a larger wash bay space that could also accommodate brine blending equipment and functions. 13. Public Works’ storage is beyond capacity. Equipment and vehicles are being stored in various locations: vehicle storage, mezzanine spaces, cold storage, outdoors (on site). Non- department vehicles and equipment are also occupying the vehicle storage area (Parks, Building Safety): a. The current vehicle storage space cannot accommodate vehicles with loaded trailers. b. Trailers and equipment are rotated seasonally between the main garage and cold storage. c. Pallet racking storage on the north side of the garage is not easily acceptable with vehicle parking. MEMORANDUM Page 4 of 5 14. The following improvements in the vehicle storage area should be considered: a. Additional water drops within the space. b. Electric charging stations (department head vehicles). c. Refinishing and patching of the concrete slab to address the exposed rebar. 15. The cold storage will likely remain as storage. Vehicle access from the site is not ideal with trailers/oversize vehicles entering on the busy street. 16. The west side of the fuel island is too narrow for vehicles to approach when entering the parking lot. Site elements could be improved to better functionality. 17. Water pressure issued may need to be addressed. The well is used to help fill the irrigation pond that serves the nearby soccer field. At times, the building experiences little to no water pressure due to the shared well use. 18. Campus security should be addressed, including secure gates, loop systems, and cameras. 19. Additional parking will be needed on-site with department growth. The staff parking area is also utilized for sheriff’s vehicles, overflow parking during voting, and ice rink/soccer parking. C. Parks and Recreation: 1. Staffing: One Parks and Recreation Director, one Recreation Coordinator, one Parks and Recreation Operations Coordinator, one Park Maintenance I, one Lead Park Maintenance. During the summer, there are roughly ten to twelve seasonal staff. By 2040, the department foresees a total of thirteen full-time employees, including additional recreation programming and park maintenance staff. Seasonal employees should also be planned for, roughly double the full-time employees. 2. Currently the Parks and Recreation offices are housed in the Prairie Center. Parks equipment and work space is located at the City Hall/Public Works Building. Moving forward, it will be important to keep both office functions in the same space: a. The department could potentially be located in a Community Center in the future. 3. A multi-purpose space with a kitchenette, workstations and meeting space would be sufficient to accommodate seasonal staff. 4. A dedicated service counter and receptionist will likely be needed in the future. 5. Recreation needs include the following: a. Equipment storage. The department currently utilizes two to three rooms in the Prairie Center for equipment. b. Gymnasium-like program space. A rented gym space is currently used for adult league programming. Prairie Park is utilized during the summer months. The council meeting space is used for a variety of programs, including pickle ball and tumbling. 6. The following functions are also housed of the Prairie Center: a. Council space and kitchen are available for rentals, typically used a few times a month. b. The meeting room off the council space also serves as the EOC. c. The Sheriff office is used as a drop space for breaks and report writing. d. The historic preservation committee utilized an office in the building. e. The front meeting rooms are used for city meetings, classroom-type programming, and senior events. MEMORANDUM Page 5 of 5 7. The northeast corner of the Public Works’ vehicle storage space is designated for Parks. This is utilized as equipment/vehicle storage and workshop space. In the future, it would be ideal to have a designated parks space with a built-out workshop (including woodworking) with separate equipment/vehicle storage: a. Parking in front of the pallet storage limits efficient use of the space. b. Chemical filling typically occurs in the wash bay (water availability). c. Overflow/seasonal parks equipment is stored on the mezzanine in the vehicle storage area. d. There is a 10x40 unit stored on-site for seasonal and holiday equipment/storage. 8. An exterior wash station would be ideal to prevent material from entering the facility/wash bay. The volume of water available would be more important than high pressure. This could also be utilized for herbicide filling. D. Schedule: 1. Department Meetings and Facility Analyses: March 2021. 2. Planning Concepts: March 2021. 3. Council Feedback: April 2021. 4. Revise and Update Concepts: April 2021. 5. Council Approval: May 2021. E. Next Steps: 1. Core Planning Group #3 Meeting: March 17, 2021 at 9:00 a.m.: a. Agenda: Finalize guiding principles, review preliminary findings from the facility walkthroughs and department interviews, and discuss facility tours. cc: Daniel Licht, City of Otsego ddl@planningco.com Jeffrey Dahl, City of Otsego jdahl@ci.otsego.mn.us Tom Darkenwald, City of Otsego tdarkenwald@ci.otsego.mn.us Jonathan Loose, Wold Architects & Engineers jloose@woldae.com TD/CI_Otsego/212039/mins/3.11.21 MEMORANDUM To: Attendees From: Jordan Medeiros | JM Date: March 17, 2021 Comm. No: 212039 Subject: City of Otsego City Hall & Public Works Space Needs Study Core Planning Meeting #3 March 17, 2021 Meeting Minutes Attendees: Adam Flaherty, City of Otsego aflaherty@ci.otsego.mn.us Daniel Licht, City of Otsego ddl@planningco.com Jeffrey Dahl, City of Otsego jdahl@ci.otsego.mn.us Kevin Lamson, City of Otsego klamson@ci.otsego.mn.us Ross Demant, City of Otsego rdemant@ci.otsego.mn.us Tom Darkenwald, City of Otsego tdarkenwald@ci.otsego.mn.us Jonathan Loose, Wold Architects and Engineers jloose@woldae.com Jake Wollensak, Wold Architects and Engineers jwollensak@woldae.com Jordan Medeiros, Wold Architects and Engineers jmedeiros@woldae.com A meeting was held with the Core Planning Group to establish the project’s guiding principles, discuss space standards for program planning, and review the high level takeaways from the department surveys and interviews. Discussion Topics: A. Wold presented five guiding principles summarizing those put together by the Core Planning Group. The group agreed that these could be utilized moving forward, understanding that these can be modified as needed throughout the planning process. The principles are as follows: 1. Create phased solutions that anticipate the needs for the next twenty years, but are adaptable and allow flexibility in future programming. Solutions should also embody the overall vision for the City Campus. 2. Provide safe and effective spaces that protect both city staff and property but still creates an open and engaging climate to serve the public. 3. Organize departments and workspaces in a logical manner to encourage flexibility, efficiency, and collaboration. 4. Integrate technology and sustainability practices that enhance workflows and building functionality. 5. Develop solutions that foster Otsego’s identity and promote professionalism and continual development. MEMORANDUM Page 2 of 2 B. Department surveys and interviews were conducted with city staff on March 11, 2021. A high level summary of the department needs and space deficiencies were presented to the group. An in-depth summary can be found in the previously distributed March 11th meeting minutes. With the exception of a few minor changes, the group felt this was representative of the overall department needs. 1. In City Hall, designated spaces for contracted staff and/or future in-house departments need to be identified and planned for. 2. For Public Works, future Fire developments will impact maintenance and equipment more than staffing. This will be clarified for future presentations. 3. The Prairie Center currently has two security systems. These should be consolidated to one system. Additionally, more card readers should be installed throughout the facility. C. Wold presented typical standards utilized for space programming, noting that the City’s current spaces are generally in alignment with our proposed standards. These will be referenced further in the process as the new program is developed. 1. The City does not foresee transitioning to a remote workforce after going through COVID- 19. 2. Incorporating open offices with hoteling stations or multi-use collaborative spaces could potentially be a good fit for all three departments in the future. D. A preliminary space program based on the department interviews was presented to the group. Follow up meetings with each department to refine the program will occur the week of March 22, 2021. E. Schedule: 1. Planning Concepts: March-April 2021. 2. Council Feedback: April 2021. 3. Revise and Update Concepts: April 2021. a. Facility tours. 4. Council Approval: May 2021. F. Next Steps: 1. Program Development Meeting: TBD, Week of March 22, 2021. a. Agenda: Refine proposed space program for each department and review high-level facility analysis findings. 2. Council Update Workshop: April 12, 2021; time to be confirmed. a. Agenda: Present high-level summary of space needs and deficiencies. cc: Connor Duffy, Wold SS/CI_Otsego/212039/min/3.17.21 MEMORANDUM To: Attendees From: Jordan Medeiros | JM Date: April 22, 2021 Comm. No: 212039 Subject: City of Otsego City Hall and Public Works Space Needs Study Core Planning Meeting #4 April 21, 2021 Meeting Minutes Attendees: Adam Flaherty, City of Otsego aflaherty@ci.otsego.mn.us Daniel Licht, City of Otsego ddl@planningco.com Jeffrey Dahl, City of Otsego jdahl@ci.otsego.mn.us Ross Demant, City of Otsego rdemant@ci.otsego.mn.us Tom Darkenwald, City of Otsego tdarkenwald@ci.otsego.mn.us Jonathan Loose, Wold Architects and Engineers jloose@woldae.com Jake Wollensak, Wold Architects and Engineers jwollensak@woldae.com Jordan Medeiros, Wold Architects and Engineers jmedeiros@woldae.com A meeting was held with the Core Planning Group to review the space program and staffing projections, discuss space planning criteria, and begin discussions regarding facility tours. Discussion Topics: A. The group discussed takeaways from the April 19, 2021 walkthrough of the City Hall/Public Works Building with the City Council. 1. The existing glazed block is showing signs of deterioration and cracking due to lack of control joints. Wold has presented a primary fix of installing contr ol joints and tuckpointing in the facility analysis. An alternate solution of cladding the glazed block in an alternate material (potentially metal panel) will be added to the facility analysis for review. 2. Lack of temperature control in the office spaces is a continual source of discomfort for staff and contributes to the underutilization of offices/conference rooms on the south side of the building. Wold believes that this could be resolved through HVAC conditioning and also the installation of a building automation system. Prairie Center currently utilizes a fairly simple Honeywell system for controls. 3. The leaking skylights were discussed during the site visit. Potential solutions include either re-flashing and sealing around the skylights or removing them completely. The existing roof system likely needs to be replaced in the next seven to ten years, so it would be advantageous to address the skylights at that point. MEMORANDUM Page 2 of 3 B. Wold presented the department program summaries with both the exiting utilization and the projected 2030 and 2040 space needs. Staffing counts have been added to the program at the Council’s request. 1. The Parks and Recreation field house will be listed as a separate line item. The main goal of this project is to consider the office and workshop/maintenance spaces in relation to the City Hall and Public Works departments. 2. The staffing projections were analyzed both from the dep artment surveys and also the City’s population growth estimates. The surveys indicate a 7.3% annual growth rate while the population aligned analysis indicates a 4.8% annual growth rate. a. Both models should also include an analysis of 2010 data. Wold will work with the City to acquire historical staffing records. b. Public Works growth will need to be analyzed in terms of road miles serviced. c. While the department surveys indicate higher staffing counts than the alternate model, it is important to see that the City is planning for flexible yet continual growth. C. Schematic bubble diagrams showing a potential Public Works expansion and City Hall location were presented to the group. 1. Public Works site logistics and program adjacencies will be discussed further wi th Kevin Lamson. 2. The proposed Public Works expansion implies a potential relocation of the salt storage structure, which is original to the 2006 building. 3. There is an advantage to considering additional cold storage on the site to increase staff efficiency and equipment protection. 4. It is important to consider the need for future additions 20+ years into the future. 5. The adjacency of Parks with Recreation is more important to maintain than the Parks and Streets connection. 6. The ideal goal for the City’s campus is to create a unified campus and City Hall that is easily navigated by residents and the public. The relocation of City Hall to the Public Works Facility was completed as a short-term solution to their existing space needs/growth. 7. A new City Hall building has been considered at the corner of 90th Street Northeast and Nashua Avenue Northeast. The City also recently acquired the plot of land southwest of the Prairie Center parks. This site could also be considered for City Hall as it has east-west connectivity within the City. 8. Wold will continue to further the space planning diagrams with this criteria in mind. Site factors such as parking, topography, and utilities will be considered. For a 25,000 square foot building, approximately 125 stalls are needed (one stall per 200SF). 9. City Hall site and space parameters should also account for voting needs. 10. Temporary City Hall renovations in the existing space could be considered to accommodate project phasing. D. Wold presented lists of potential facilities that the group can tour, both in terms of cities with similar populations and those with organizations/facilities that could be a good fit. MEMORANDUM Page 3 of 3 E. Schedule: 1. Planning Concepts: April-May 2021. 2. Council Feedback: May 24, 2021. 3. Revise and Update Concepts: May-June 2021. 4. Council Approval: June 2021. F. Next Steps: 1. Public Works Space Planning Criteria, Week of April 19, 2021. a. Agenda: Determine program adjacencies and site criteria for a potential Public Works expansion. 2. Core Planning Meeting 5, Week of May 3, 2021. a. Agenda: Develop space planning diagrams and discuss phasing and budget. 3. Facility Tours, Date TBD. Attachment cc: Kevin Lamson, City of Otsego klamson@ci.otsego.mn.us Connor Duffy, Wold cduffy@woldae.com LW/CI_Otsego/212039/min/4.21.21 CPG MEMORANDUM To: Attendees From: Jordan Medeiros | JM Date: April 26, 2021 Comm. No: 212039 Subject: City of Otsego City Hall and Public Works Space Needs Study Public Works Criteria April 22, 2021 Meeting Minutes Attendees: Kevin Lamson, City of Otsego klamson@ci.otsego.mn.us Jonathan Loose, Wold Architects and Engineers jloose@woldae.com Jake Wollensak, Wold Architects and Engineers jwollensak@woldae.com Jordan Medeiros, Wold Architects and Engineers jmedeiros@woldae.com A meeting was held to review the space planning criteria for the Public Works department. Discussion Topics: A. Space Planning Criteria: 1. It is more important to maintain an efficient site/traffic flow than to maintain truck maintenance sequencing (i.e. washing, salt filling, etc.). 2. In general, trucks will refuel when returning from events, so having the garage entrance on the west side of the building is ideal. 3. Washing generally occurs the following day after a weather event. It is not critical to maintain a direct flow from the wash bay into the vehicle storage space. 4. Plow trucks are typically kept empty when stored in the garage and will fill up on salt/material when leaving for an event. Trucks will exit the garage from the east and circle around the north to access the salt storage. 5. The building addition could extent as far north as the existing fence line. It is critical to maintain the existing retention pond for irrigating the soccer fields to the west. 6. A designated space for an advanced brine mixing set up should be planned for, ideally in its own contained space. Generally, the industry is transitioning to a liquid-based system rather than a solid treatment. 7. Potential expansion configurations discussed include a parallel drive lane addition to the north of vehicle storage and an L-shaped perpendicular addition to the west of vehicle storage. It will be important to consider the potential for future additions twenty plus years in the future. MEMORANDUM Page 2 of 2 8. The repair bays could be expanded north into the existing vehicle storage area. Parts storage should remain adjacent to the repair bays, however, tool storage could move elsewhere. 9. Efficient utilization of the upper level office space will be important if/when Public Works takes over the space. 10. The salt shed was built in 2006 with the main building. It is in good condition with the exception of a few minor tears in the canvas. Relocation of the salt shed is a possibility, but costs should be evaluated in relation to a larger project. 11. Material pile storage is currently located to the north of the retention pond. In the future, this may move to a city-owned composting site. 12. It would be ideal to have both a covered cold storage (lean-to) and enclosed cold storage building on site. The enclosed cold storage is not extremely necessary as the existing metal building near village hall can still be utilized for seasonal storage. Trailers will likely be stored in a covered cold storage structure. 13. With any building addition, the existing well capacity and fire suppression system will be evaluated. B. Schedule: 1. Planning Concepts: April-May 2021. 2. Council Feedback: May 24, 2021. 3. Revise and Update Concepts: May-June 2021. 4. Council Approval: June 2021. C. Next Steps: 1. Core Planning Meeting #5, Week of May 3, 2021. a. Agenda: Develop space planning diagrams and discuss phasing and budget. 2. Facility Tours, Date TBD. cc: Adam Flaherty, City of Otsego aflaherty@ci.otsego.mn.us Daniel Licht, City of Otsego ddl@planningco.com Jeffrey Dahl, City of Otsego jdahl@ci.otsego.mn.us Ross Demant, City of Otsego rdemant@ci.otsego.mn.us Tom Darkenwald, City of Otsego tdarkenwald@ci.otsego.mn.us SS/CI_Otsego/212039/mins/4.22.21 MEMORANDUM To: Attendees From: Jordan Medeiros | JM Date: May 10, 2021 Comm. No: 212039 Subject: City of Otsego City Hall and Public Works Space Needs Study Core Planning Meeting #5 May 6, 2021 Meeting Minutes Attendees: Adam Flaherty, City of Otsego aflaherty@ci.otsego.mn.us Jeffrey Dahl, City of Otsego jdahl@ci.otsego.mn.us Kevin Lamson, City of Otsego klamson@ci.otsego.mn.us Ross Demant, City of Otsego rdemant@ci.otsego.mn.us Jonathan Loose, Wold Architects and Engineers jloose@woldae.com Jake Wollensak, Wold Architects and Engineers jwollensak@woldae.com Jordan Medeiros, Wold Architects and Engineers jmedeiros@woldae.com A meeting was held to review and discuss the space planning diagrams for City Hall and Public Works. Discussion Topics: A. Public Works Diagrams: 1. Option 1 – North Addition: a. Preference to keep the wash bay and brine mixing room close in proximity, but still physically separated. b. The curb along the fuel island could be pushed further to the west to allow for increased fuel island accessibility and turning radius into the garage spaces. c. The wash bay and brine mixing room could potentially be detached from the mai n building. The proposed location of the wash bay expansion is not ideal as the existing generator would need to be relocated. d. It is not critical to have the overhead crane extend into the existing wash bay space if it were to be converted to a maintenance bay. e. A drive through wash bay with direct access into the vehicle storage space would be the ideal operations layout. 2. Option 2 – West Addition: a. The security gate shown near the crew room could be removed if drive through access was removed. The drive lane could be replaced with grass/landscaping to create designated public and private zones. MEMORANDUM Page 2 of 3 b. In this scenario, the salt shed would need to be relocated. Relocation of the existing structure with new concrete foundations and slab is estimated at about $200,000 - $300,000. The City mentioned that estimates for re-tarping the salt shed were about $50,000. c. The west curb line could be pushed further towards the soccer fields to create an access road for deliveries. 3. Option 3 – East Addition: a. This option is ideal in centralizing all shop spaces at the south portion of the main building. Woodworking functions can easily be accessed. The brine mixing room, shown to the north of the pump room, is in an ideal location for loading plow trucks. b. This option has the potential to be combined with Option 2 for long-term phasing. c. The trees currently to the north of the hockey rink are an invasive species and could be removed for the building addition. d. The site layout to accommodate Public Works and potential connection to Nashua Avenue would need to be evaluated. It is likely that Nashua Avenue would become a county road in the future. e. The hockey rink could be relocated to the north side of Prairie Park. B. City Hall Diagrams: 1. Options 1 and 2 – 90th Street: a. Option 1 shows a two-story facility adjacent to Public Works while Option 2 shows a single-story facility to the north of Prairie Center. b. Both options pose traffic concerns with Nashua Avenue and 90th Street. As the city continues to grow, exiting onto Nashua could become even more difficult. In the future, Nashua could expand to have two lanes of traffic in each direction with a central diving median. c. Option 2 does provide the most flexibility for f uture expansion with available land. 2. Option 3 – Eighth Street: a. This option is the most ideal with providing opportunities for future expansion/development and would allow the City to create more of a campus setting. b. The land is currently privately owned. c. The proposed future street would help mitigate much of the traffic concerns that were seen in the first two options. C. Schedule: 1. Planning Concepts: April-May 2021. 2. Council Feedback: May 24, 2021. 3. Revise and Update Concepts: May-June 2021. 4. Council Approval: June 2021. MEMORANDUM Page 3 of 3 D. Next Steps: 1. Facility Tours, May 11 and 13, 2021. 2. Core Planning Meeting 6: May 19, 2021 at 9:00 a.m. a. Agenda: Review overall campus diagrams with two phasing tracks and prepare for council presentation. cc: Daniel Licht, City of Otsego ddl@planningco.com Tom Darkenwald, City of Otsego tdarkenwald@ci.otsego.mn.us LW/CI_Otsego/212039/mins/5.6.21 CPG MEMORANDUM To: Attendees From: Jordan Medeiros | JM Date: May 19, 2021 Comm. No: 212039 Subject: City of Otsego City Hall and Public Works Space Needs Study Core Planning Meeting #6 May 19, 2021 Meeting Minutes Attendees: Adam Flaherty, City of Otsego aflaherty@ci.otsego.mn.us Daniel Licht, City of Otsego ddl@planningco.com Jeffrey Dahl, City of Otsego jdahl@ci.otsego.mn.us Kevin Lamson, City of Otsego klamson@ci.otsego.mn.us Ross Demant, City of Otsego rdemant@ci.otsego.mn.us Jonathan Loose, Wold Architects and Engineers jloose@woldae.com Jake Wollensak, Wold Architects and Engineers jwollensak@woldae.com Jordan Medeiros, Wold Architects and Engineers jmedeiros@woldae.com A meeting was held to debrief the facility tours and discuss the space planning diagrams for City Hall and Public Works. Discussion Topics: A. Facility Tours Review: See combined tour notes attached. B. Space Planning Diagrams: 1. City Hall Diagrams: a. Four options for future City Hall buildings were shown: north of 90th Street adjacent to Public Works, south of 90th Street, along 85th Street, and at the future Fire site. 1) The north side of 90th Street option can be eliminated as it minimizes the future expansion opportunities for both City Hall and Public Works. 2) The option with City Hall on the south side of 90th Street means that the existing soccer fields would need to be relocated. There are no major concerns with finding additional space on the campus or within the City for these functions. 3) The option with City Hall on the south side of 90th Street creates an advantageous opportunity to tie into the existing parks and recreation functions, essentially creating a park plaza within the campus. 4) A drive lane connection between the Prairie Center parking lot and the proposed City Hall lot on the 90th Street south option could be considered to help alleviate traffic concerns. 5) Co-locating City Hall with the Future fire department can be eliminated as it completely separates from the campus feel that Otsego would like to aim for. MEMORANDUM Page 2 of 2 b. Roundabouts could be implemented to help control traffic along 90th Street and Nashua Avenue and at the future street shown on the 85th Street option. c. Additional considerations for the City Campus: 1) Location of future compositing site. 2) Potential location for a water treatment facility. 3) Location of potential future community center. 2. Public Works Diagram: a. There is an eventual need for a mechanics bay addition/expansion, however, this need may not be as immediate as the need for heated vehicle storage. The group discussed potentially converting the existing mechanics suite into workshop and storage space and building a new suite on the site. Potential locations include perpendicular to the existing shorter repair bays or to the east of the proposed wood shop addition. b. Drive through stalls in the heated storage are desirable for flexibility in vehicle storage. Expanding the proposed north addition may be needed to accommodate the deeper vehicle stalls. c. Creating a larger cold storage building on-site would allow for more flexibility in the quantity of vehicles and equipment that need to be stored in heated storage year-round. d. This site layout in this option is much more streamlined with distinct public and private access points. C. Schedule: 1. Planning Concepts: April-May 2021. 2. Council Feedback: June 2021. 3. Revise and Update Concepts: June 2021. 4. Council Approval: June 2021. D. Next Steps: 1. Core Planning Meeting 7: Date and time TBD. a. Agenda: Review phasing options and cost estimates for proposed improvements and prepare for Council update. cc: Tom Darkenwald, City of Otsego tdarkenwald@ci.otsego.mn.us SS/CI_Otsego/212039/mins/5.19.21 CPG MEMORANDUM To: Attendees From: Jordan Medeiros | JM Date: June 29, 2021 Comm. No: 212039 Subject: City of Otsego City Hall and Public Works Space Needs Study Core Planning Meeting #8 June 29, 2021 Meeting Minutes Attendees: Adam Flaherty, City of Otsego aflaherty@ci.otsego.mn.us Daniel Licht, City of Otsego ddl@planningco.com Jeffrey Dahl, City of Otsego jdahl@ci.otsego.mn.us Kevin Lamson, City of Otsego klamson@ci.otsego.mn.us Ross Demant, City of Otsego rdemant@ci.otsego.mn.us Tom Darkenwald, City of Otsego tdarkenwald@ci.otsego.mn.us Jonathan Loose, Wold Architects and Engineers jloose@woldae.com Jake Wollensak, Wold Architects and Engineers jwollensak@woldae.com Jordan Medeiros, Wold Architects and Engineers jmedeiros@woldae.com A meeting was held to discuss potential project phasing options based on feedback received at June’s City Council Workshop. Discussion Topics: A. Phasing Options: 1. General Notes: a. Projected costs will be updated to include three-tier phasing, and will also build in inflation based on the discussed timelines. b. A mechanics space addition should be prioritized prior to 2030, due to safety concerns with equipment and bay depth. c. Land acquisition of the property along 85th Street is currently being considered for Parks expansion. d. The group agreed that the eventual construction of a new City Hall, separate from Public Works, would be an ideal goal for this project. e. The financial impact of these projects would need to be evaluated in light of other investments and improvements the City has planned for the future. MEMORANDUM Page 2 of 2 2. Option A prioritizes the construction of a new City Hall first, with the renovation and expansion of Public Works and Parks and Recreation to follow. a. City Hall new construction and Public Works Cold Storage expansion will be phased for short-term goals. Mid-term goals for Public Works warm storage expansion and office renovation will be shown. Long-term goals will remain as shown. 3. Option B.1 prioritizes the critical vehicle storage need of Public Works first then phases the construction of a new City Hall with subsequent Public Works and Parks and Recreation renovations to follow. a. Public Works renovation will be moved to mid-term goals, and can be sequenced following new City Hall construction. b. Mid-term goals will be phased for the next three to five years. Long-term goals will be considered for the next five to ten years. 4. Option B.2 prioritizes the critical vehicle storage need of Public Works, then phases the renovation of existing buildings to accommodate staffing growth for the ten plus years. A shared Public Works and City Hall addition is shown to accommodate future space needs, however, the eventual goal would be to build a new City Hall building potentially fifteen plus years into the future. a. The proposed City Hall addition and Public Works Mechanics addition will be prioritized as mid-term goals with a long-term goal of a new City Hall shown. B. Next Steps: 1. Core Planning Meeting #9: Date and time TBD. 2. Council Workshop Update: August 9, 2021. Attachment: Meeting Presentation TD/CI_Otsego/212039/mins/6.29.21 CPG MEMORANDUM To: Attendees From: Jordan Medeiros |J.M. Date: July 26, 2021 Comm. No: 212039 Subject: City of Otsego City Hall and Public Works Space Needs Study Core Planning Meeting #9 July 22, 2021 Meeting Minutes Attendees: Adam Flaherty, City of Otsego aflaherty@ci.otsego.mn.us Daniel Licht, City of Otsego ddl@planningco.com Jeffrey Dahl, City of Otsego jdahl@ci.otsego.mn.us Kevin Lamson, City of Otsego klamson@ci.otsego.mn.us Ross Demant, City of Otsego rdemant@ci.otsego.mn.us Tom Darkenwald, City of Otsego tdarkenwald@ci.otsego.mn.us Jonathan Loose, Wold Architects and Engineers jloose@woldae.com Jordan Medeiros, Wold Architects and Engineers jmedeiros@woldae.com A meeting was held to review the potential project phasing options in preparation for the August 9, 2021 Council Workshop. Discussion Topics: A. Phasing Options: 1. General Notes: a. The master plan recommendation graphics will be moved to the end of the presentation. In its place, the group agreed to list master plan objectives that will correlate to the following options presented. b. A parks masterplan expansion note will be added to the 90th Street Expansion option to better inform city acquisition comparisons. c. In the overall project overview, new construction or addition projects will be bolded to differentiate from renovation or maintenance projects. 2. Option A: a. Kevin confirmed that providing a cold storage in the short term phase of Option A would be sufficient until additional storage is provided in the mid-term phase. b. Fire developments would likely occur in conjunction to the mid-term project phase. c. The mechanics space addition will likely require more discussion during design to finalize location on the site and functionality, i.e. addition or separate building. MEMORANDUM Page 2 of 2 3. Option B: a. City Hall test fit diagrams confirm that the existing space can accommodate 2030 staffing projects, however, other effects of this occupation should be noted as well, such as lack of PW expansion, lack of conference room/multi-purpose room expansion, site congestion, etc. 4. Option C a. City Hall test fit diagrams with the shell space build out should be maintained for the Council workshop to provide a thorough evaluation of all options. While not ideal, the build out proposition provides a talking point for why this solution is not ideal or preferred for construction sequencing or by staff. b. Similar to Option B, effects of City Hall occupation should be identified more clearly. B. Next Steps: 1. Council Workshop Update: August 9, 2021. cc: Jake Wollensak, Wold jwollensak@woldae.com MM/CI_Otsego/212039/mins/7.22.21 CPG MEMORANDUM To: Attendees From: Jordan Medeiros | JM Date: October 6, 2021 Comm. No: 212039 Subject: City of Otsego City Hall and Public Works Space Needs Study Core Planning Meeting #10 October 4, 2021 Meeting Minutes Attendees: Adam Flaherty, City of Otsego aflaherty@ci.otsego.mn.us Daniel Licht, City of Otsego ddl@planningco.com Jeffrey Dahl, City of Otsego jdahl@ci.otsego.mn.us Kevin Lamson, City of Otsego klamson@ci.otsego.mn.us Ross Demant, City of Otsego rdemant@ci.otsego.mn.us Tom Darkenwald, City of Otsego Jessica Green, Northland Securities tdarkenwald@ci.otsego.mn.us jgreen@northlandsecurities.com Jonathan Loose, Wold Architects and Engineers jloose@woldae.com Jordan Medeiros, Wold Architects and Engineers jmedeiros@woldae.com A meeting was held to review the draft council presentation and final report in preparation for the final Council Workshop in late October 2021. Discussion Topics: A. Draft Council Presentation and Report Comments: 1.An executive summary will be incorporated into the final report. Additionally, the summary will be created as a standalone document to summarize the entire study and the primary recommendation in a few pages. 2.There was consensus amongst the group that Option A was the solution that should be recommended to Council. 3.The cost estimates will be revised to include year ranges in lieu of the specific year. 4.In the options analysis, the cost inefficiencies will be moved to the top to highlight their impact over the staff space needs. 5.A preliminary cost impact analysis was presented by Northland. Adam will provide further direction to Wold if the financial component should be incorporated into the final report or council presentation. MEMORANDUM Page 2 of 2 B.Next Steps: 1.Wold will distribute the updated final report, executive summary and council presentation to the Core Planning Group during the week of October 11, 2021. 2.Tentative Council Meeting: October 25, 2021. cc: Jake Wollensak, Wold KK/CI_Otsego/212039/mins/10.4.21 CPG City of Otsego City Hall and Public Works Space Needs Study October 2021 Page 175 Commission No. 212039 APPENDIX E: SITE SELECTION SURVEY