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HomeMy WebLinkAbout[08] Facility Committee Report engineering planning environmental construction 701 Xenia Avenue South Suite 300 Minneapolis, MN 55416 Tel: 763-541-4800 Fax: 763-541-1700 CITY OF ST. JOSEPH MEMORANDUM To: Judy Weyrens, City Administrator From: Phil Barnes, St. Joseph Facilities Community Taskforce Facilitator Date: February 20, 2015 WSB Project No. 02845-000 Request: Facilities Taskforce Results RECOMMENDATION The taskforce believes the best solution is to move forward with a project that shows how money is being used for enter needs first. The taskforce also recommends that the city be efficient as possible managing less visible, high-level needs . The taskforce wants to ensure public safety in the community, and all government functions work effectively. If the City sees that there is budget for all identified needs while still being fiscally responsible and not apital Improvement Project (CIP) priorities, it may be possible to fulfill all community and governing needs addressed by the taskforce. Taskforce Recommendation 1. The taskforce believes the best solution is to move forward first with a , that shows value to the community. A phased approach may be needed to meet all needs. If affordable after budget and risk analysis, the City can consider moving needs forward A. There is overwhelming support for a gym that could be used for multiple purposes. This is defined as an open space for basketball, volleyball, walking around a track, etc. and there are currently no good options for this healthy community function.The taskforce considers not having a gym facility as a large problem for young families and the diverse community of St. Joseph. B. -purpose room for community gatherings that includes a limited kitchen and functions for Lectures, Dances, Classes, . Fraternal Clubs, Small Concerts, and other purposesThis space is needed to enhance community interactions. C. include space for a formal connection to Great River Regional Library system. This space may be included in the Multi-purpose room Equal Opportunity Employer wsbeng.com C:\\Users\\Pbarnes\\Desktop\\Case Files\\St. Joseph Facilities\\Final Report\\Memo Report 021915 Draft #3.doc Ms. Judy Weyrens February 20, 2015 Page 2 and should not require full-time staffing. The taskforce is concerned about not having a library function within the community. D. congregate. This includes space for pre-teens and teens, and space for children under the age of 8. This will provide greater usage of the facility and allow adults that have young families to more easily use the facilities. All ages should be able to enjoy the community space. Because the taskforce has an interest in meeting the needs of young families, a day care function with supervision would enhance usability. E. those with disabilities and without motor vehicles. The taskforce would like the community center and government services to be accessible from multiple modes of transportation, including walking on trails and sidewalks. F.There is interest in having a small area outside with picnic tables for limited outdoor gatherings. Taskforce Recommendation - The taskforce considers the inadequate facilities for the police 2. department as a high-level concern and these facilities should be moved forward as a second . An upgraded facility will enhance interaction between citizens and government. Recommendations fo include: A.The police need evidence space, interview space, a changing room, storage space for vehicles and property, a safe environment for victims, and will likely need more staff in the future. The taskforce recommends that the city be efficient as possible managing less visible, high-level needs like the Police Facility. B.City Administration needs are also recognized, however are currently a lower priority for the taskforce. The taskforce recommends meeting the City Administration needs after an assessment for affordability and meeting Community Center and Public Safety needs. Taskforce Recommendation - The taskforce recommends sound financial decisions and 3. plans for fulfilling all facility needs. The taskforce wants to ensure that plans and budget assessments are made public and presented in a transparent way (no jargon).Other recommendations include: A.The taskforce recommends the investigation of utilizing existing buildings for government services when feasible. B.The taskforce is concerned about the impacts of building new community facilities on other projects in the CIP. Any facility decisions should identify the impact on the CIP. C.All cost estimates for proposed facilities should be made public and include detailed impacts to City operational expenses, the CIP, and current tax levy levels. Ms. Judy Weyrens February 20, 2015 Page 3 D.Property taxes and the half cent sales tax revenues should be used effectively. Property taxes may be used on a variety of projects; however the half cent sales tax revenue can only be used on projects of regional significance. Utilize the half cent sales tax revenue l service that will be provided. The property tax should be used on projects that are local in nature, and can be used in meeting local government service needs. E.Based on expert testimony on government efficiency, the taskforce prefers that government administration and public safety departments are co-located in the same facility, with separate access for police and administration functions. If less expensive options exist that include renovating existing buildings or building a separate building for public safety, then the co-location preference should not move forward. F.Avoid adding functions that are expensive or compete with other options in the community. For example, exercise equipment is expensive, would compete with the private sector, and requires ongoing expenses for operations. Pools are very expensive and are consequently not a priority at this time. Other water amenities, like the splash pad concept, should continue to be investigated by existing collaboration groups. G.The city should consider a phased appr and whether all facilities can be completed at this time of life is not exposed to undue risk due to overspending. The City should complete a budget and risk analysis that helps the community understand the affordability of meeting Taskforce Recommendation Special attention must be paid to the aesthetics of any new 4. facilities. The taskforce recommends a public process that engages community stakeholders in a collaborative fashion. ********************* Ms. Judy Weyrens February 20, 2015 Page 4 APPENDIX GENERAL BACKGROUND INFORMATION For approximately two years, the City of St. Joseph has been in the process of planning and discussing architect and construction contractor on options to remodel or rebuild the existing City Hall building. Additionally, a five-member citizen- appointed by the Council to research a stand-alone Community Center that could be used for active recreation of various types, special events, and other community activities. A series of public meetings and Council discussions have occurred regarding these City facilities, which -rata share of a regional half- cent local option sales tax and state capital investment bond funds.Throughout these discussions, there have been varying opinions regarding specific facility needs, priorities and a common long- term City facility vision. At the May 15, 2014 City Council meeting, a citizen petition of 997 residents was presented requesting that the existing City Hall building be kept. After some discussion, a Council motion was approved at this meeting to not proceed with plans to rebuild a new City Hall/Government Center on the existing site, and to instead, explore a different option that better meets the needs of City residents.At a June 24, 2014 meeting of the St. Joseph City Council, a Council motion was passed to solicit Request for Proposals (RFPs) for citizen participation and professional facilitation services for the City Hall/Government Center building and the Community Center building. Shortly after WSB and Associates was hired. Working with local citizens and stakeholders to build agreement around key public decisions can be challenging work, especially when there are competing interests. Stakeholders and citizens often come to the table with firmly entrenched positions and little information. Decisions that taken into account. The general issues that typically stall public projects include: Confusion about local benefits, impacts, and costs. Not defining and engaging relevant citizens groups and stakeholders. Perceived illegitimacy of the project. Ideological issues. Despite the challenges associated with engaging residents of the St. Joseph area, the City initiated a community collaboration process. A goal for the process was to have parties who disagree come to understand why o greatly help the journey toward common ground from which solutions are more easily attained. The collaboration process had the aim to define the communities mutual interests, define alternatives, and then look at the concerns and strategies associated. Ms. Judy Weyrens February 20, 2015 Page 5 TASKFORCE PROCESS RULES, ASSUMPTIONS, AND AGREEMENTS The collaboration process and the identification of potential concerns occurred in an open and transparent manner to ensure awareness. The taskforce made assumptions to create a common vision about the c future. The rules, assumptions, and agreements that developed included: 1.The taskforce agreed upon a vision for a successful decision for St. Joseph facilities. ey support a growing and diverse community and tax base, while providing an engaging, sustainable, and affordable way to enhance community interaction and communications between citizens and 2.t with the process through allowing the government and citizens to collaborate in a safe environment. It was made clear that Phil would consider the process successful if the taskforce could - recommendation. The facilitator also created a ground rule about being neutral, and asked the taskforce to help enforce this rule. 3.Ground rules were developed that included: Participate with openness and transparency Trust and participate with integrity Respect each other Have patience with each other Use expert knowledge effectively Ensure we are not one-sided, ensure all sides are discussed Be good listeners 4.There was a facilities committee that was working on options to remodel or rebuild the existing City Hall. There was also a Community Center Committee that was working on options of a stand-along community center. Several public meetings and Council discussions were held. Varying opinions of needs, priorities, and a vision for success included 23 variations developed by the facilities committee and presented at a Special Session. The eventual preferred option included demolishing the current City Hall and rebuilding on the ommunity Room 5.Time will be given for non-taskforce comments agenda.The setup of the room and broad distribution of taskforce members around the room resulted in some non-taskforce members participating respectfully. Ms. Judy Weyrens February 20, 2015 Page 6 6.Taskforce Participants included: Phil Barnes, Taskforce Facilitator Bob Lyon, Resident Bridget Cummings, Resident Daniel Aschnewitz, Resident Derek Larson, Resident Emily Jensen, Resident Frank Osendorf, Resident Jason Pekarek, Resident Jen Warnert, Resident Jim Graeve, Resident Judy Weyrens, City Administrator Kathrine Tillman, Resident Kathy Doyle, Resident Katie Spoden, Resident Linda Butenhoff, Resident Matt Loehlein , Resident Michael McDonald, Resident Noreen Loso, Resident Renee Symanietz, Council Member Rick Schultz, Mayor Steve Olson, Resident Tom Gustafson, Resident Ellen Wahlstrom, Resident Lori Barlett, Finance Director Joel Klein, Police Chief