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City Council - 03/21/2023 - Workshop APPROVED MINUTES CITY COUNCIL WORKSHOP & OPEN PODIUM TUESDAY, MARCH 21, 2023 CITY CENTER 5:00 – 6:25 PM, HERITAGE ROOMS 6:30 – 7:00 PM, COUNCIL CHAMBER CITY COUNCIL: Mayor Ron Case, Council Members Kathy Nelson, Mark Freiberg, PG Narayanan, and Lisa Toomey CITY STAFF: City Manager Rick Getschow, Police Chief Matt Sackett, Fire Chief Scott Gerber, Public Works Director Robert Ellis, Community Development Director Julie Klima, Parks and Recreation Director Jay Lotthammer, Administrative Services/HR Director Alecia Rose, Communications Manager Joyce Lorenz, City Attorney Maggie Neuville, and Recorder Kelsey Engelen Workshop - Heritage Rooms I and II (5:30) A. POLICE DEPARTMENT/CITY CENTER REMODEL City Manager Rick Getschow began by explaining that the proposed project would affect the building that the Police Department (PD) as well as the rest of the City Government currently occupies. Getschow also explained that, while the project has been part of the City’s Capital Improvement Plan for seven to eight years, it is being timed so that it might be initiated when other City debt runs out. Police Chief Matt Sackett introduced Joel Dunning and Melissa Stein, consultants from Wold Architects and Engineers architecture firm which focuses on public sector. Sackett explained the presentation would present findings from their investigation of the Police Department’s building needs, and to discuss options and concepts for a remodel. Dunning and Stein delivered a presentation to provide insights surrounding the PD remodel project. They offered a description of their process, then moved into proposed program review, development options, budget discussions, schedule overview, and next steps. Beginning with a high-level overview of the robust planning process, Dunning outlined the preliminary steps of looking at organizational structure, existing utilization, analysis of current and future requirements, and analysis of existing buildings. Armed with the results of their background analysis and examination, Wold would determine the best investment of the proposed 2025 $13 million project which would identify current facility deficiencies; project future facility needs; City Council Workshop Minutes March 21, 2023 Page 2 incorporate desired operational changes; develop a menu of prioritized solutions; and find resolution with a consensus approach. Dunning and Stein shared the eight statements which Eden Prairie Police Department established as guiding principles for the project. The principles incorporated departmental growth and future operations; ability to maintain high levels of service; budget; sustainability; a welcoming environment for the community; better organization as it relates to safety and security processes; enclosed vehicle storage; and enhanced layout and access. Next, Stein and Dunning pointed out the extensive feedback from departmental meetings and outlined the major takeaways from Patrol, Investigations, Command Staff, Dispatch, Records, Evidence, and Support Services. Dunning offered a synopsis of space standards, broken down to the level of specific closed offices, open office staff areas, meeting and training rooms, and storage and other work areas. The space standards were then put into a detailed summary table which incorporated existing and pre-design space for all the necessary areas for the department. The existing building occupied 26,667 usable square feet (usable square footage is multiplied by 1.15 to factor in 15% for hallways, wall thickness, stairs, electrical rooms, etc. This number becomes our gross square footage) and found that the department’s need is around 63,575 usable square feet. Dunning added that 28,000 square feet of that difference is garage space for fleet vehicles and special response unit vehicles. Stein mentioned that Wold and Eden Prairie PD also learned through touring other new facilities or renovated Police Departments in Brooklyn Park, Crystal, New Hope, Minnetonka, Burnsville, and Eagan. Stein and Dunning provided an overview of several different concepts. Concept A involves a renovation of the existing PD building with a small interior expansion and addition of a small parking ramp with parking deck on the east side of the building. New construction of a parking garage takes up a large chunk of the budget and only allows for minimal reconfiguration of the remainder of PD. This concept did not meet five of the eight guiding principles laid out for the project. Concept B includes renovation of the east side of the city building which includes providing garage space within the interior of the existing building. This concept does not meet the same five of the eight guiding principles as Concept A. Concept C involves renovation to the west lower level of the existing with a parking addition on the northwest side. While this option is an improvement from the first City Council Workshop Minutes March 21, 2023 Page 3 two, it still does not meet the garage space requirements, and maintains separation from the rest of the City Center and lacks a welcoming and accessible environment for the community. Concept D, attempting to enhance the connection between the City Center and PD, looks at renovation of upper-level middle section of the building for PD functions. This option renovates the lower-level west side to become an interior garage and incorporates a special response unit addition. Three of the eight guiding principles are not met through this option; and it exhibits major security issues due to the structure of the current atrium and causes parking constraints. Finally, Stein presented the Core Planning Group’s (CPG) Recommended Option, which is believed to present the best solution. This concept includes a west side renovation with proposed police secure parking and staff entry on the northwest corner. This allows PD enhanced accessibility via Technology Drive and a separate public entry on the south side where the current UNFI main entrance is located. The lower-level west side would become a spacious vehicle garage as well as a potential addition for special response unit garage, an evidence garage, and detention—which allows release of in-custody persons in a separate area that the public entry. The upper level would take up the entire west side of building, with thoughtful layout of division offices to provide optimal operational function. Dunning followed up by providing a cost analysis with breakdown by areas and their cost per square foot. The total construction cost of the CPG Recommended Option, with a 30% cushion built in for fees, testing, furnishings, contingency for unknowns, etc. is $12.9 million. In addition to the building option at the City Center, the possibility of a Special Response Unit Addition which is currently located at building 51, costs an additional $2.8 million beyond the main project. This option would remain available over time if it is something that the City decided to do in the future. Stein and Dunning went on to provide an additional alternative where all city hall functions would move to a reconfigured upper level, opening the lower level to maximize potential leasing space. This would also offer enhanced accessibility for all city hall functions and increased security. This upper-level interior remodeling would be a $5 million project. Another area that Wold investigated was the cost of Electric Vehicle (EV) charging, provided the importance of this topic for Eden Prairie. These costs were not built into the previously discussed project. The recommendation suggested the Police EV Fleet have its own separate service at a cost of $45,000 for service only of level 2 charging City Council Workshop Minutes March 21, 2023 Page 4 with some level 3. Pricing was laid out for EV charging for 28-, 35-, and 68 stalls at Level 2 which is $14,000 per stall; and Level 3 which is $28,000 per stall. Discussion ensued regarding current and future needs for number of EV stalls and charging levels. Getschow pointed out that the city will have options to look at state funding on the EV charging project. Next, Stein offered an overview of the schedule of the process, in which EPPD could occupy the remodeled building in the fall of 2025. Mayor Case inquired where the $13 million budget comes from, assuming it is due to the bonds expiring, and what options might be available for spending more now for a full remodel project. Case inquired about lower-level leasing options, state and federal funding, and other possibilities. Getschow clarified that Case’s assumption was correct. Getschow discussed various options with costs of up to $17 million, explaining that there are options for funding from the federal and state government. Getschow explained that the $13 million budget, which has been in the Capital Improvement Plan for around eight years, is based on the debt that expires in 2025. Getschow detailed the changes to the debt levy for spending $13-, $15-, and $17 million on the project, displaying the long-term benefits of increasing the budget for the project. Getschow asked for Council’s feedback on the CPG’s recommended option, and thoughts about looking into raising the budget for the project. Case stated the $13 million project appears to be a minimum. He expressed support for taking the extra step to include EV charging, under the assumption that the additions can be made as PD’s electric fleet grows. Case also expressed that he thought the Special Response Unit garage addition could be a project for the future while PD continues utilizing Building 51 for the time being. In conclusion, Case declared his view that increasing the budget for a $15-$17 million project feels reasonable. Councilmember Toomey inquired how long PD has been occupying the current space and how many officers and other PD staff the City had at that time. Sackett responded that the current building has been occupied by EPPD since 1993, 30 years; and the staff at that time was around 40 compared to the current 74 officers and 36 professional staff. Open Podium - Council Chamber (6:30) I. OPEN PODIUM City Council Workshop Minutes March 21, 2023 Page 5 A. STEVE WAGNER – CREEKWOOD PARK Steve Wagner, 9325 Wilderness Cove, began by pointing out his past appearances at open podium on the same topic. Wagner mentioned the response by Police Chief Matt Sacket and Parks and Recreation Director Jay Lotthammer who walked the park grounds this winter to understand which issues they may have the capacity to moderate. Wagner reiterated concerns focused on littering and loud, profane music, and inquired about installation of signage that might assist in mitigating the issues. Lotthammer responded that he will follow up on the signage. III. ADJOURNMENT