HomeMy WebLinkAbout2010-05-19 PACKET 04.K.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA
MEETING ITEM #
DATE 5/19/2010
PREPARED BY Administration Ryan Schroeder
ORIGINATING DEPARTMENT DEPARTMENT HEAD
COUNCIL ACTION REQUEST
Receive space needs study.
STAFF RECOMMENDATION
Receive report.
SUPPORTING DOCUMENTS
® MEMO /LETTER: Memo from Ryan Schroeder.
❑ RESOLUTION:
❑ ORDINANCE:
❑ ENGINEERING RECOMMENDATION:
❑ LEGAL RECOMMENDATION:
® OTHER: Attachments.
ADMINISTRATORS COMMENTS
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aityAdministrator Date
Document1
Subject: Space Needs Study Update
At the January 23, 2010 Strategic Planning session Council directed that staff update the 2006
Public Safety /General Government space needs study by May 2010. The departments of
Finance, Community Development, and Public Safety each submitted independent reviews of
the 2006 document. These reviews are enclosed for your edification. Staff has not yet had the
opportunity to reconcile variances between the initial document and these reviews. However,
the largest open question (beyond site options) is whether or not the building includes
apparatus space for fire vehicles. The answer to that issue is site dependent but in 2006 the
Council direction was that any apparatus space would likely be limited.
At this point (absent the apparatus question) it is believed that we can proceed under the 2006
study parameters from a conceptual building size perspective. That building is projected at
42,531 square feet with 15,309 square feet of enclosed squad parking (26,650 SF Public
Safety, 14,881 SF General Government and 1,000 SF flex space; this is project option #4 from
the 2006 Space Needs). That project size is very similar in scope and scale to more recent
projects in cities that have a planning horizon similar to Cottage Grove. In our case the project
is estimated to readily meet the needs of the community to a population of 66,000 (2040
estimate) and beyond.
We have provided project cost estimates for budget/financing purposes to complete this
project. However, it should be noted that, as directed, staff is currently working with potential
project partners (St. Paul YMCA, Washington County Library system and Presbyterian
Homes). Inclusion of any of these partners in a project will have timing, scope, scale and cost
implications. It is expected that in most, but not all, possible scenario's partnered projects
would have an opportunity for scale and project efficiencies.
Budget estimates for the project concept are as follows:
1. Construction @ $197.18/SF
2. Site Improvements @ $7.71/SF (6 acres)
3. FIFE estimated at $515,000 based upon the work station schedule
4. Professional Services @ 9% of construction
5. Land acquisition @ $5 /SF
6. Contingency @ 6.4% of construction
Each of these costs should be within reasonable parameters of reality with the possible
exception of land which could vary dramatically in this market; so a middle of the road number
is being used here.
Included in your packet is a memorandum that discusses the need for a new building. It
should be noted that the need is not due to deficiencies of the current structure other than
those that would normally exist in a 42 year old building as property maintenance has been an
ongoing activity within the current City Hall. More important is that we have outgrown this
building which housed 47 staff 20 years after it was built, about 70 staff currently with
projections for between 125 and 142 staff by 2040. The building just cannot hold that staffing
complement, which, as Council is aware has been and continues to be at staffing levels
significantly below most of its peer communities. Mean staffing levels for our peer
communities within public safety and general government are at 2.54 staff / thousand. The 15
most efficiently staffed communities from within that peer group are staffed at a mean level of
2.1 staff /thousand. For our 2040 staffing projections for this project we are targeting 2.152
staff /thousand which is slightly greater than our current staffing levels (at about 2.05).
Within the 2006 study there was space allocated toward an engineering function in City Hall,
which, with circulation space totaled 440 SF. It is assumed at this point that the engineering
function would continue to operate out of Public Works. Alternatively, the construction and ffe
cost associated with that space in this project would approximate $145,000 plus soft costs.
Next Steps
Council has directed that we identify and work with potential partners on a joint project. That
process has begun but at this point we are uncertain of what path that will follow. Absent that
directive we would be prepared to enter the schematic design phase which is directed to be
complete by year's end. While we believe we would not be using resources efficiently on that
portion of the project should we begin that today we will begin meeting with architectural firms
in an attempt to develop a short list of firms that may meet our needs. At the point where
Council determines if we are following a joint project or not we then would be prepared to enter
that next stage expeditiously.
Stages: Given that we are working to put together joint project options our potential schedule
could be impacted dramatically. As a solo project we believe the following completion dates
are possible. An expanded scope to include partners would need to consider partner funding
opportunities and timelines. A desire to pursue third party funding would also impact the
schedule.
A. Preliminary Programming Determination: July
B. Project Path Decisions (CM, GC, et al): July
C. Professional Services Decisions: August
D. Project Scope /Partner Decisions: September
E. Site Decisions: October to December
F. Programming /Schematic Design: December
G. Final Design: March 2011
H. Bid Award: May 2011
I. Occupancy: June 2012 to October 2012 (depending on winter construction schedule)
Council Action:
Receive Report
2006 Space Needs Estimates
42,531 SF Office
15,309 SF Garage (approx. 35 spaces up from 15)
57,840 SF Total
Construction:
(blended construction est of $197.18/SF)
Site Improvements /FFE:
Professional Services:
Land @ 6 acres /$5 /SF:
Contingency:
Total:
$11,405,000
$ 2,530,000
$ 1,026,500
$ 1,306,800
$ 731,700
$17,000,000
2006 Space Needs Study
Current and Projected square footage needs by year
Current
2010 2020
2040
General Government
9,292
14,881 14,881
14,881
Police
8,376
17,988 16,973
20,671
Fire ( #2)
7,239
3,155 3,155
3,155
PS Shared Space
NA
4,055 4,055
3,824
Subtotal PS
15,615
25,198 24,183
26,650
Police Garage
6,480
9,525 14,731
15,309
Fire Bay
6,768
20,663 20,663
20,663
Subtotal garage
13,248
30,188 35,394
35,972
Total Office
24,907
40,079 39,064
41,531
Total w/ garage /by
38,155
70,267 74,458
78,503
Note: current City Hall is 24,148 square feet
including the garage
Costs For 2040 Project
General Government
@ $165/SF = $2,455,365
+ 20% cont. = $2,946,438
Police
@ $198/SF = $4,092,858 + 20% cont. = $4,911,430
Fire
@ $185/SF = $
583,675 + 20% cont. = $
700,410
PS Shared
@ $192/SF = $
734,208 + 20% cont. = $
881,050
PD Garage
@ $198/SF = $3,031,182
+ 20% cont. = $3,637,418
Fire Garage
@ $185/SF = $3,822,655
+ 20% cont. = $4,587,186
SUBTOTAL
$17,663,932
Additional Costs
Parking: $3,520 /space (range of $390,000 to $620,000)
FFE: $20 /square foot of office space (range of $555,000 to $850,000)
Site Work: $250,000 per acre of site ($1,250,000 for 5 acres)
Extras: environmental and architectural (7% to 9% of project costs), tech systems,
signage, moving
Space Needs Project Options:
1. 27,650 SF Public Safety minus garage :$ 5,674,000+
2. 34,130 SF Public Safety w/ 6,480 SF garage :$ 7,004,000+
3. 49,011 SF PS /City Hall w/ 6,480 SF garage :$ 9,593,000+
4. 57,840 SF PS /City Hall w/ 15,309 SF garage :$11,405,000+
5. 64,077 SF PS /City Hall w/ 15,309 SF garage + 6,768 SF Bay :$12,716,000+
6. 78,502 SF PS /City Hall w/ 15,309 SF garage + 20,663 SF Bay:$15,409,000+
Note: " +" includes site, ffe, parking etc. plus professional services
Project 1. Extras = $1,805,000 plus professional services and land acquisition
Project 2. Extras = $1,735,000 plus professional services and land acquisition
Project 3. Extras = $2,620,000 plus professional services and land acquisition
Project 4. Extras = $2,530,000 plus professional services and land acquisition
Project 5 or 6. Extras = $2,710,000 plus professional services and land acquisition
City Hall and Police Square Footage Space Comparisons
(from 2005 IGH Space Needs Study)
General Government/City Hall
Police
Golden Valley
1958
25,500 SF
Blaine
2001
30,000 SF
Shakopee
1993
20,000 SF
Edina
2003
42,500 SF
Ramsey
2006
25,000 SF
Plymouth
2005
43,000 SF
Lakeville
1991
25,000 SF
Minnetonka
1989
23,000 SF
St. Louis Park
1963
30,000 SF
Ramsey
2006
38,000 SF
Woodbury*
1990
28,370 SF
Burnsville
1989
26,500 SF
Burnsville
1989
34,748 SF
Eagan
1995
28,000 SF
Plymouth
1979
30,000 SF
Brooklyn Cntr
1999
31,000 SF
Shakopee
2003
32,000 SF
*Expanded since
St. Louis Park
1993
26,000 SF
Ave.
27,327 SF
Ave.
32,000 SF
Proposed IGH Project: 20,936 SF 29,146 SF
(plus 7,971 SF of shared and circulation space for total project of 58,052 SF)
Cottage Grove 1968 9,292 SF Cottage Grove 1968 14,856 SF
Proposed 15,000 SF 35,000 SF
Depending on site there could be a Fire component at 24,000 SF
CITY OF COTTAGE GROVE
MINNESOTA
TO: Ryan Schroeder
FROM: Howard Blin
DATE: May 12, 2010
RE: Space Need Study
The following are comments on the March26, 2006 Space Needs analysis prepared by
Hay Dobbs. These comments build upon a previous review of the study by Community
Development staff.
General
Lobby - 1800 sf. appears too large. There should be a relationship between the
size of the Council Chambers and the size and location of the lobby, with the lobby
serving as overflow from the Chambers. It is assumed that Community
Development staff will continue to perform most receptionist duties. The entrance
area and how building users interact with staff should be carefully considered
during preliminary design.
Filing /Storage - With the transition to the Laserfiche imaging system, the amount of
space allocated for document storage may be reduced.
Conference Rooms. The number and location of conference rooms requires more
work. They should be located in front of the building for ease of public access.
There should also be a range of sizes, with one room large enough to
accommodate 20 -30 people. Some cities have also set up this large room as an
emergency operations center. Also affecting the amount of space needed for
conference rooms are the number of small informal meeting areas and whether
office spaces for managers are sized to accommodate small meeting areas.
® Bathrooms —Whether separate public and employee bathrooms are provided
should be considered.
Page 2 of 2
Community Development Space
The space needs listed below are independent of needs for the engineering function. The
only items discussed are proposed changes to the Hay Dobbs report. All other items in
that report appear correct.
• Counter Space —A dedicated CD counter is necessary, a minimum of 15 feet wide.
While this specific detail may be accounted for in general space, it is an important
item which should not be lost in the process.
• Conference Room — A 160 sf. room should be located adjacent to the front counter.
• Director's Office— The 198 sf. indicated by Hay Dobbs can be reduced to 143 sf. as
previously proposed.
• Building inspectors Offices— Inspectors need space for plan review which is
adjacent to a computer and a telephone. Space for the code enforcement position
should be increased to 64 sf.
• Flex Space — 120 sf. will be needed for interns and other temporary uses. This
space will need telephone and computer connections and should be configured to
be used for other purposes.
• Plotter /Scanner— 80 sf. is needed. This space would be shared with Engineering.
It should also be combined with other space for records storage. To minimize noise,
this should be enclosed space.
• Copier/Printer /Fax — 30 sf.
• Hanging files — 32 sf.
• Planning /Building Files —120 sf.
• Off Site Dead Storage — If we continue to store plans and records off site, and do
not move to scanned digital storage, we will need 140 sf of new space in addition
to the existing 160 sf., for a total of 300 sf.
Date: April 6, 2010
Subject: Space Needs Study
My staff and I have had the chance to review and discuss the 2006 Space Needs Study which
was done by Hay Dobbs P.A. The following comments reflect our thoughts on the Finance
area, common areas and technology requirements pertinent to a "new" City Hall facility.
• The staffing level proposed and the spaces allotted for private offices (140 sq ft and 100
sq ft) and workstations (64 sq ft each) seem appropriate. The conference room space
identified for Finance /Administration would be wonderful for our auditor's once a year.
• Under our current set up, confidential matters are sometimes discussed with the payroll
clerk and in consideration of that (assuming that clerk retains the same responsibilities)
a more private workstation would be desirable.
• Also, having the payroll clerk in closer proximity to HR staff would be helpful.
• "It would be nice to keep the Finance Department together rather than having staff in
two separate rooms."
• There is significant appeal in having a "decent" size lunchroom with kitchen facilities so
that employees could "get away" from their desks for a period of time to eat lunch and /or
take a break. The study identifies roughly 685 sq ft for these two spaces combined with
an additional 85 sq ft for vending. This would seem adequate.
• A central "one stop" reception desk would be efficient for utility billing questions and /or
payment receipting along with (perhaps) building permit issuance and /or dog license
sales. A work/mail room adjacent to this desk could increase its efficiency.
• Space outlined in the study for technology (IT) should be reconsidered. Although the
study has a 200 sq ft computer work room /storage area identified, the 90 sq ft identified
is not adequate space for the City's servers (currently at 13 counting police, phones &
voicemail). Roughly 180 sq ft of 'server' room would suffice; enough to set up the
servers and switching equipment so both the fronts and backs of the devices are
accessible. Such a 'server room' would need to be adjacent to the phone company's
demarcation point (usually on an exterior wall). Other special requirements of a server
room would include:
• Physical security (locking door and /or card reader access which keeps entry/exit
records)
• Fire suppression system (NOT water based)
• Windowless and carpet -less. With a raised floor or over head cable
management system.
o Significantly increased power requirements (from 'average' office space) —with
dedicated circuits
o Dedicated air cooling /dehumidification system for that space.
• Use of Laserfiche technology should significantly reduce the amount of file storage
space necessary, not just for the finance department but for all departments.
• Although we can try to imagine what differences the future might bring (outsourcing,
working from home etc.) we do not want to plan for a reduction in functionality from what
our current needs are.
This memo probably contains more detail than necessary at this time (regarding IT) however it
is best to err on the side of planning rather than not. Like it or not, technology drives an
incredible amount of our operations in all departments today and we do not see that
decreasing into the future.
Please let me know if you have any questions.
City of Cottage Grove
Public Safety Memo
To: City Administrator Ryan Schroeder
Director of Public Safety Craig Woolery
From: Deputy Director of Public Safety Peter Koerner
Date: March 22, 2010
Subject: PUBLIC SAFETY COMMENT ON FACILITY NEEDS
First, I would like to thank you for the opportunity to provide feedback on the space
needs study. During this process, I revisited the comments made in 2005. 1 solicited
the input from many of the staff that provided input in 2005 and much of those
comments remain the same today. I asked them to review the facility needs comments
that were provided at that time and asked them to revisit those comments. I also
expanded the groups to additional sergeants and their crews for additional comments.
Many of the issues and comments remain the same so much of the information is being
regurgitated. I will attempt to summarize comments received from various work groups
in Public Safety on future facility needs estimated on projected staffing levels in the year
2040. Office needs were presented to the work groups based in the City of
Bloomington's city hall office templates.
Administration-
Director — 1
Private Office A (11'x18)
Should have secure file storage for private personnel documents. 2 -4 lateral
drawers.
Overhead storage cabinets, or book shelves needed
Deputy Directors — 3
Panel Office L (10'x12')
- Deputy Directors deal frequently with private, confidential personnel matters and
need a secure office, not panel dividers.
- Plan calls for one lateral 36" file; we currently have a mix of 2 -4 lateral files, 2 -4
drawer files that are full. This is considerably less storage.
- Overhead storage cabinets or book shelves needed
Fire Chief, Deputy Chief and EMS Coordinator
Panel Office L (10'12')
Need for securable office with walls for work with private personnel data.
Overhead storage cabinets or bookshelves needed.
Fire Captains — 4 -8
Panel Office G (7'x8')
- Need room for computer, file storage and phones for their performance of
assigned duties and programs
Sergeants — 11
Panel Office G (7'x8')
- Need secured file storage. Deal with private and confidential personnel matters.
- This office space is smaller than what they are currently operating in. A sergeant
supervises around 6 -9 officers and must secure paperwork in lockable areas.
Sergeants have many additional duties such as firearms, training, and over site
of many programs that require space to store materials.
Investigations — 5
Panel Office G (7'x8')
- Investigative sergeant should have a larger enclosed office area, not panel.
Private personnel matters should ensure confidentiality. Office area should be
lockable for the same reason.
- Investigators frequently interview, speak with citizens on a formal and informal
basis. Two chairs needed. File storage again is a concern.
- Panel office does not allow for privacy in performance of their duties that may be
of confidential nature. We have spoken with investigative units (such as
Woodbury) that use a panel office and they have many of the same concerns.
Investigative Aide
Panel Office G (7'x8')
- The FTE projections do not include the investigative aide.
- The Investigative Aide needs additional secure storage for forfeiture files.
- Need additional secure storage room for squad camera media and server.
Needs to be treated as evidence and there is limited access to only a few.
"Soft" interview room
- Locate in non - secure, non - threatening environment for victims of child abuse to
be interviewed.
- With new technology, need to be able to wire cameras and audio recording
equipment to squad camera server.
Clerical — Investigations
Open Office E (6'x7')
- There is a need for a clerical staff assigned to this division
Clerical Staff — 8
Open Office E (6'x7')
Clerical staff is very concerned with the limited space in this proposal and believe
that 64 BSF is completely inadequate.
Clerical staff felt office space H (7'x9') was more practical.
Concerns over space for computers, printers, scanner etc.
Concerns over privacy, side panels recommended
Support Staff supervisor needs secure office for many of the reasons listed
above with police sergeants.
Support Staff supervisor to be near clerical staff.
Need for shared workspace and document storage, which should be lockable,
retention periods of 7 -10 years are a factor. Large counter spaces needed.
Personnel records need to be in a secure area.
Shared use areas -
- Restrooms in the clerical area.
Closets for coats. Currently do not have a locker or place to store coats.
Supply room for office supplies, department forms and equipment
Small sink, counter and cabinet for coffee pot etc.
Media area to include copier, fax, paper shredder and large counter tops for work
Central area for employee mailboxes
Access to conference room (6 -8 chairs for meetings)
Records — 2
- Open office area E (6'x7')
- Records uses scanner for documents that is S wide and would not fit
- Needs close proximately to copier, shredder, fax (or have a separate unit)
- Security of documents in a lockable room (i.e. ambulance runs sheets)
Patrol Officers — 62
Squad Room
- Patrol Officers should be provided a mailbox and a lockable file drawer for
storage and security.
- Platoon work stations, Shakopee PD has 4 large work stations in an open area
that have approximately 10' of L shaped counter space along with computer, file
storage etc. For reporting and workstations.
- Officers now maintain their own training records which was previously done by
the MN POST Board
- Officers have many additional duties (multi - family officer, instructors, alcohol and
tobacco compliance, reserve liaison) and need additional space.
Roll Call /Training Room
- There is currently 6 tables and 12 chairs in the roll call room
- 12 tables, 28 chairs for shifts coming and going. Can also double as a training
room.
- Computers, LCD projector, dry erase boards, bulletin boards for postings
- Large LCD monitor for electronic roll call and training presentations and videos
Booking Room /Detention area
- This area must be accessible from a secure sally port garage for prisoner
handling.
- Needs to follow DOC rules and guidelines
- Receiving room for pat down, search with counter tops, computer work station,
interview room, intoxilyzer testing room, blood draw area
- Two recorded interview rooms in secure area
- Evaluate the need for holding cells (currently 4 hour holds) and separate juvenile
holding rooms
- Shower for decontamination
- Cameras for all areas in secured facility
- Janitorial storage for jail supplies, mops, blankets, first aid, bibles etc.
- Restroom for prisoner (large enough for officer and suspect for DWI urine
collections and DNA samples)
- Cabinets for prisoner scrubs, forms and paperwork and drug testing supplies.
- Sink and countertop area.
Garage
- The current garage has 15 parking spaces for 21 department vehicles utilized by
39 sworn officers
- The 2040 projection would make the fleet total around 45 vehicles.
- The new garage should have 45 -50 parking spaces
Areas to consider
- Secure property area for large items or vehicle (needs to be secured in fenced in
area)
- Bicycle storage (typically 20 -50 being held prior to disposition)
- Room for ATV's and trailer
- Room for police bikes (8)
- Armory room for ammunition, fire extinguishers, targets.
- Storage shelves for paramedic gear and officers' duty gear bags.
- Equipment room for radios, rifles, radars, Tasers, cameras and other issued
equipment.
- Workbenches for light repair of equipment.
- Wash bay
- Evidence processing bay, lighted, shelves and accessible to bring a vehicle in
with a two truck
- SRT bay for 14' trailer and lockers for 10 people
Sally Port
- Need two sally ports
- Difficult to give a percentage of how often there are multiple arrests (records
system and multiple agencies)
- At least four agencies use our booking facility on a regular basis (Cottage Grove,
MN State Patrol, Newport, St. Paul Park)
When there is two or more people in custody between all agencies, officers need
to walk prisoners through common areas and unsecured areas.
Even with one person in custody, we frequently have one officer making an
arrest and another officer or CSO transporting. It is more efficient to have a two
space sally port where the transporting officer can also pull in.
When we need to make detox placement we do have to move squads to allow
the detox transport into the sally port.
Fire Department Garage needs -
- 8 bays with drive through capability for fire, ambulance and command vehicle.
- Separate from police garage.
- Storage areas for EMS supplies, fire supplies, extra hose and foam as well as
cleaning and maintenance areas.
Laundry area.
2 -3 breakout rooms for training scenarios in EMS and Fire to handle smaller
groups of 10 people.
Property and Evidence Room
- The current property room (30'x18') is grossly undersized. It is completely full
and overflowing, offsite storage at fire halls has been added and rental space has
been utilized.
- The property room itself should be twice the existing size, it should have a large
processing area to package, weigh, photograph and enter property. The
processing room needs evidence lockers, outlets, computer station and supplies
cabinet.
- Area for hanging and drying evidence.
- Look at sliding shelf units on tracks that can compress together to save space.
- Processing room to have vented hood for fuming.
- Proper ventilation.
- The lockers currently used are 12" wide, very small. Locker availability is at near
capacity.
- Lockers should be 24 " -30" wide and have an interior electrical outlet for charging
of equipment (radios, flashlights).
- For police sworn and civilian personnel, it would be estimated the need of 30
female lockers and 70 male lockers.
- Separate restroom and shower areas for each gender that are attached to the
locker rooms.
Fire Department lockers
- Fire department estimates the need for 15+ lockers, not specified how many
male or female.
Report Writing Room
- There are currently five workstations for 26 officers in the existing report room
which is Tx16'.
- There may not be a specific need for a separate report writing room if a shared
workstation system could be employed.
- If a report room is needed, there needs to be at least 8 -10 workstations.
Support Services
- Community Service Officers and Reserve Officers
- One shared office space such as open space C (5'x6')
- Community Affairs Officer /Neighborhood Watch Coordinator
- There should be 2 -3 open office areas such as open space C (5'x6') that could
be utilized for volunteer services. Recently implemented the Volunteers in
Policing program, which will use citizen volunteers.
Community Room /Training Room /Emergency Operations Center
- Located outside of public safety and city hall administration
- Should be an area that can be utilized by the public after hours or during
business hours without interfering with daily operations.
- Should accommodate 80+ people with a small kitchen facility off to side as well
as storage for AV equipment.
- The room needs floor plates and table outlets for phone, computer and electrical
for EOC use.
- LCD Projector and LCD monitors
- Public Restrooms in main entrance nearby.
Exercise room-
- Should be large enough to accommodate personnel from all city departments
- Free weights, universal equipment, stationary bicycles. Treadmills and room for
aerobics and defensive tactics training with mats.
- Near locker rooms and showers, access from employee entrance and not main
entrance.
- Consider room for police simulator training (i.e. laser shot)
Other areas-
- Consider installation of a water softener for the building, saves on hard water in
this area that causes liming of utilities, appliances as well as shower facilities.
- Zoned controlled heating
- Use of natural lighting to conserve energy usage
- Placement of smaller conference rooms in work group areas
- Share space work areas, large counter tops
- K9 Kennel
- Temporary holding area for impounded cats and dogs
Shared lunchroom facilitates with refrigerator, stove, dishwasher and vending
machines
Adjacent outdoor patio, lunch area for employees
Make use of views and access to Ravine Park trails
Facilitate public use community rooms for meetings, elections and other groups
to use
Small public rooms with furniture from main lobby t have families to wait in crisis
events, reports to officers from citizens who walk in (currently have to walk and
though unsecured areas)
Wall space and glass cabinets to display awards, elected officials, honors and
awards of merit and memorials.
In conclusion, you can see that a majority of the information remains the same from
when the work group first looked at the study five years ago. Each person that
presented their ideas was given the opportunity to look at their past input and offer new
ideas.
s
1.0 Pre-design Summary Statement
1.1 Introduction
1.2 Executive Summary
2.0 Findings and Analysis
2.1
Background
2.2
Project Approach
2.3
Summary of Needs Analysis
2.4
Demographics
2.5
Benchmarking
3.0 Financial Capital Expenditures
3.1 Project Costs
3.2 Construction Costs Breakdown
3.3 Budget and Schedule Considerations
4.0 Program Description
4.1 Program Summary
4.1 .1 Definitions
4.1.2 Space Standards
4.1.3 Space Summary
4.1.4 Recommendations
4.1.5 Revised Space Summary
4.1.6.1 Adjacency Diagram Option A
4.1.6.2 Adjacency Diagram Option B
4.1.6.3 Adjacency Diagram Option C
4.2 Design Intent
4.2.1 Site Considerations and Building Placement
4.2.2 Building Design
5.0 Appendices
5.1 Department Summaries
5.2 Existing Floor Plans
5.3 Space Standards Drawings
City of Cottage Grove Space Needs "bidy Page 2 3/23/06
HD 06006.001 Fier¢ 514/06
1.0 Pre- design Summary Statement
1.1 Introduction
This document is the Municipal Center Space Needs Study Report. It compiles and
summarizes information that identifies and responds to the overall project needs. This report
is a summary of architectural and programmatic issues that have been investigated, evaluated
through various methods to explore alternatives, and are being recommended for
implementation.
These recommendations will be a guideline for concepts of building and systems sizing,
arrangement, performance and relationships for architects and engineers during schematic
design, design development, detailed design and subsequent contract documentation. Actual
final sizes and configuration of rooms, equipment and furnishings may change with continued
development of more detailed architectural layout, building envelope design, site specific
context response and more specific engineering. However, overall concepts should remain
consistent with these recommendations.
1.2 Executive Summary
The City of Cottage Grove Space Needs Study has determined that the existing City Hall,
which currently houses City Administration, Finance, Community Development, Council
Chambers and the Police Department, is inadequate to serve the City's growing population.
Cottage Grove is the second largest city in Washington County behind Woodbury. According
to the Metropolitan Council, the current population of approximately 31,800 is anticipated to
grow to 43,700 by 2020 and 53,000 by 2030. This growth of approximately 160% will require
the city to expand its capacity to provide municipal administration, police and fire department
services.
Other similar municipalities and public facilities have been investigated. These cities are
similar in location, culture, and sized to the projected benchmarks in population of the City of
Cottage Grove.
1.3 Issues and Considerations that affect the City of Cottage Grove Facilities
• Increasing population demands expanded services.
• Decreasing budgets demand more of current staff and more efficient operations.
• Disconnections in department floor plans, adjacencies and locations have diminished
staff efficiencies as well as public use.
• The existing building and site offer very little strategic expansion possibilities.
• The City Council of Cottage Grove has voted to migrate dispatch to Washington
County. Only two dispatchers will remain and be re- titled "Office Manager' and
Records and Information Systems Coordinator ".
• Given the physical limitations of the current building, it becomes impossible to
consolidate, centralize and share common spaces such as showers, fitness center,
lunchrooms, copy /work rooms and storage areas.
City of Cottage Grove Space Needs Study Page 3 3/23/06
HD 06006.001 Rev 5/4106
• Changes in technology offer opportunities to consolidate and increase efficiencies but
will demand a more progressive plan.
• Changes in technology also impact methods of contact between staff, departments
and public.
1.0 Pre- design Summary Statement
• Lack of security, especially in the detention area of the police department has potential
judicial ramifications.
• The rapid increase in illegal methamphetamine use has created a heavy burden on the
police staff and detention facilities.
• Parking, both secure for police, fire, and city hall staff and public parking needs to be
addressed.
• Community use of the municipal facilities indicates the need for multi -use and multi -
functional friendly citizen spaces.
• Impact of a safe and healthy work place on staff and public.
• Emergency management and preparedness and the need for enhance security and
safety has more burdens on staff and facilities.
1.4 Goals
The goal of this Space Needs Study is to provide the necessary information to plan for future
facilities for the City of Cottage Grove. These facilities should support the functions and
programs required to service their public and staff, accommodating known space needs,
projected space needs and flexible and adaptable space for the next 35 years.
City of Cottage Grove Space Needs Study Page 4 3/23/06
FID 06006.001 Rev 514/06
2.0 Findings and Analysis
2.1 Background
The City Municipal Center Space Needs Study seeks to establish the feasibility, size and cost
of developing a new facility to house future municipal administration, public safety (police) and
emergency services (fire and ambulance) needs. The study makes a determination of the
projected space requirements needed to meet a 35 year projection for municipal office,
council, police, fire and community support facilities to service this growing community. This
includes current department needs, additional department and space needs required, and
unforeseen future programs that will be supported by this new facility.
The site currently under consideration and accepted as the preferred future site is at the
intersection of 85` Street where it connects to County Road 19. This is a site indicated in the
Washington County Space Planning exercise conducted by Washington County. This location
would have immediate access to County Road 19 for Public Safety to rapidly access areas
south of Highway 61 along with the northern reaches of the community in the east half of
town. The site is approximately 5 acres and the city expects the site to be used to consolidate
the Police Department, Fire Station #2 and the City Hall.
2.2 Project Approach
The City Municipal Center Space Needs Study reflects a shared vision for an efficient and
comprehensive public facility for the City of Cottage Grove, Minnesota. Critical to achieving
"The Vision" for a future facility is the process for attaining consensus, setting direction and
gaining approvals for the study and its recommendations. This was achieved by listening to
staff ideas, researching trends and legislative directives, gathering data and transforming this
information into realistic spatial, functional and aesthetic requirements. These requirements
will set the groundwork for the site and building design and project implementation. It is the
intent of this study to create an indispensable tool which, when used properly, will result in an
enduring addition to the City of Cottage Grove.
The study process was undertaken with an understanding of the goals and aspirations of
those involved in the project along with a strong sense of fiscal responsibility. Research,
dialog, analysis and professional synthesis have all informed the recommendations contained
herein.
2.3 Summary of Needs Analysis
The facility utilization study and future staffing projections have identified a need for additional
square footage to accommodate additional staffing and support needs. In general the project
provides needed consolidated and expanded space for:
Governance
City Council
Council Chambers
City of Cottage Grove Space Needs Study
HD 06006.001
Administration, Finance, Human
Resources,
Community Development
Page 5 3/23/06
Rev 5/4/06
2.0 Findings and Analysis
Public Spaces
Community Rooms
Access to the city Government
Public Safety (Police Department)
Administrative and Investigative Offices
Communications, Records, Evidence
Roll Call Duty Room
Detention and Booking
Interview Rooms
Holding Cells
Sally Ports
Juvenile Area
Proprietary Toilets
Storage and Supplies
Kennel
Squad Car Garage
Shared Spaces
Meeting Rooms
Training Rooms
Central Mail, Storage
Lunch Room
Kitchen
Locker Rooms
Toilet Rooms
Fitness /Exercise Room
Mechanical, Support and Circulation
Emergency Services (Fire Department)
Apparatus Bays (including ambulance)
Maintenance Area (including SCBA)
Gear Lockers
Dispatch and Administrative Offices
Day Room,
Kitchen / Break
Decontamination Area, Proprietary
Toilets
Hazardous Material Storage
Hose Storage /Drying
General Storage
2.4 Demographics
The League of Minnesota Cities currently lists the population of Cottage Grove at 31,774.
Cottage Grove is the second largest city in Washington County behind Woodbury,
population 50,050. According to the Metropolitan Council, the current population of
approximately 31,800 is anticipated to grow to 43,700 by 2020 and 53,000 by 2030. This is
growth of approximately 160 %. If we reasonably extrapolate even further then we can
assume that the city will exceed a population of 60,000 by 2040.
Washington County's current population of approximately 218,000 is predicted to blossom to
342,620 by 2030. This is growth of about 157 %.
Employment forecasts for the county also indicate strong growth from the current number of
approximately 72,000 jobs to over 128,000 jobs in 2030. This is a 178% rate of growth.
Clearly, this anticipated growth of approximately 160% over the next 24 years will require
the city to expand its capacity to provide municipal administration, police and fire department
staffing, services and space to support these services.
City of Cottage Grove Space Needs Study Page 6 3/23/06
HD 06006.001 Rev 5/4106
2.0 Findings and Analysis
2.5 Benchmarking
In addition to proprietary operational needs specific to the city of Cottage Grove, it is
important to understand perceived needs and space in comparison to other municipalities.
This benchmarking activity provides sound data for a comparative analysis and subsequent
recommendations for actions. All statistics are derived from the Metropolitan Council and
League of Minnesota Cities research and statistics.
Fire Departments:
City
2004
Size
Fire
Total
Apparatus
Apparatus
Approx.
Approx. Annual
Patrol
Population
(sq. mi.)
Stations
Apparatus
Bays per
Bays per
Annual Call
Call Volume per
Patrol
Staff per
Cars per
Parking
Bays
1000 pop.
sq. mi.
Volume
1000 pop.
NNEENEWNEW
:Lakeville
46,285
36.2
4
10
0.216
0.276
600
13
Maple Grove
54,000
32.9.
5
12
0.222
0.365
900
17
Maplewood
35,600
17.3
5
15
0.421
0.867
2900
81
Plymouth
67,824
33.0
3
9
0.133
0.273
1300
19
St. Louis Park
44,744
10.7
2
6
0.134
0,561
3600
80
Woodbury
49,170
35.0
4
14
0.285
0.400
2400
49
"
"
30
- , 4 "'
"" "`
, A.0235
�, =x -0457,x,.
Plymouth
4_3
Cottage Grove
31,600
37.9
4
14
0.443
0.369
2000
63
Projections by
66,000
37.9
4
19
0.288
0.501
4000
61
Cottage Grove for
8.000
Woodbury
49,170
35.0
$62,088,463
$678
68
15
2040
1.383
0.305
0.000
Average
27 5,
. $fit 316 099
Cottage Grove
66,000
37.9
4
19
0.288
0.501
4000
61
Projections
determined by city
Cottage Grove
31,600
37.9
$24,938;008
$605
58
22
averages for 2040
1.835
0.443
16.000
Projections by
66,000
37.9
Police Departments:
City
2004
Size
2005 Tax
Household
Total
Total
Marked
Police
Patrol
Indoor
Population
(sq.
Base
Per Capita
Police
Police
Patrol
Staff per
Cars per
Parking
mi.)
Tax Base
Staff
Vehicles
Cars
1000
1000
Stalls
p opulation
population
`Lakeville
46,285
36.2
$48,222,710
$669
75
25
16
1.620
0.346
4.000
Maple Grove
54,000
32.9
$70,737,637
$945
85
19
19
1.574
0.352
35.000
Maplewood
35,600
17.3
$39,527,271
$962
67
30
17
1.882
0.478
6.000
Plymouth
67,824
33.0
$95,548,005
$852
84
40
18
1.238
0.265
53.000
St. Louis Park '-
44,744
107
$51,772,509
$779
70
10
10
1.564
0.223
8.000
Woodbury
49,170
35.0
$62,088,463
$678
68
15
15
1.383
0.305
0.000
Average
27 5,
. $fit 316 099
0 328
17 667
.�..
E
-
Cottage Grove
31,600
37.9
$24,938;008
$605
58
22
14
1.835
0.443
16.000
Projections by
66,000
37.9
107
44
28
1.621
0.424
32.000
Cottage Grove
for 2040
Cottage Grove
66,000
37.9
101
44
22
1.530
0.333
32.000
Projections
determined by
city averages
for 2040
L__
City of Cottage Grove Space Needs Study Page 7 3/23/06
HD 06006.001 Rev 5/4/06
3.1
3.0
3.2
Financial Capital Expenditures
Total Project Costs Include the Following:
Construction Costs
Professional Services: Architectural, Engineering,
Surveys, Soils and Environmental Reports
Site Acquisition and Improvements, Public Access
Amenities
Furnishings and Equipment
Technology
Moving and Relocation
Legal, Accounting, Testing
Site Utilities, Additional Site
Construction and Professional Fee Estimate of Probable Costs Breakdown
GSF
Low
Medium
Hi
h
2040 Build Out
rate
$
rate
$
rate
$
14,881
gsf
$94
/gsf
$1,398,814
$103
/gsf
$1,532,743
$124
/gsf
$
1,845,244
Contractor
O &P
25%
$349,704
25%
$383,186
25%
$
461,311
Basic Arch
Fees
7.97%
$111,485
7.96%
$122,006
7.97%
$
147,066
Sub Total
$125
/gsf
$1,860,003
$137
J sf
$2,037,935
$165
/gsf
$
2,453,621
35,728
gsf
$109
/gsf
$3,894,352
$121
/gsf
$4,323,088
$150
/gsf
$
5,359,200
Contractor
O &P
25%
$973,588
25%
$1,080,772
25%
$
1,339,800
Basic Arch
Fees
7.34%
$285,84.5
7.34%
$317,315
7.33%
$
392,829
Sub Total
$144
/gsf
$5.153,785
$160
/gsf
$5,721,175
$198
/ sf
$
7,091,829
23,818
gsf
$104
/gsf
$2,477,072
$111
/gsf
$ 2,643,798
$139
/gsf
$
.3,310,702
Contractor
O &P
25%
$619,268
25%
$660,950
25%
$
827,676
Basic Arch
Fees
7.74%
$191,725
7.74%
$204,630
7.78%
$
257,573
Sub Total
$138
/gsf
$3,288,065
$147
/gsf
$3,509,377
$185
$4,395,950
..
74,427
2sf
$136
f sf
$10,301,854
$148
/ sf
$11.268,487
$183
/g sf
$13,941,400
r «
20%
$2,060,371
$2.253,697
$
2,788,280
$12,362,225
$13,522,185
$16,729,681
City Hall
Police
Fire
Total
Contingency
Total
Fees include Architectural and Engineering professional services.
This estimate does not include site acquisition and improvements; surveys, soils and
environmental reports; furniture, fixtures and equipment; technology systems, wayfinding,
signage, artwork, moving and relocation.
City of Cottage Grove Space Needs Study Page 8
HD 06006.001
3/23/06
Rev 5/4/06
3.0 Financial Capital Expenditures
3.3 Budget and Schedule Considerations
• Estimated construction costs are based on current (2006) rates. The inflation
rate overall is projected to be 2.2 to 3.5 % per year for 30 years* baring any
natural or otherwise disaster. However, construction cost have risen at a much
faster rate have surpassed this.
• Inflation rate per year estimate for construction: 10 %.
• `This is an inflation calculator for adjusting costs from one year to another
using the Gross Domestic Product (GDP) Deflator inflation index. This
inflation calculator is based on the inflation rate during the US Government
Fiscal Year.
• Schedule, start date and end date will affect the estimate of probable costs
cited.
3.4 Phasing Opportunities
The full project to consolidate and build to the 2040 year projected capacity at
current estimated costs is approximately $12, 300,000.00 to $16,700,000.00.
This plan would provide the desired consolidation taking advantage of volume
pricing and today's cost values. Any redundancies in program space would
be avoided completely.
Because this project is made up of 3 separate city government functions, it is
feasible to build this facility in phases. Building the Police and the Fire
department allows the advantage of building the shared use spaces for them
and avoids redundancy. Building for the Police and Fire Departments and
the core to year 2040 capacity is approximately 63,300 square feet at
approximately $10,128,000.00 to $13,800,000.00.
A third option for the city to consider is to build the Public Safety Building to
year 2025 capacity. This would be approximately 57,500 square feet and a
cost of $9,468,000.00 to $12,694,000. The large training and EOC Rooms
would remain at the current location until a future time and 6 apparatus bays
would be constructed, the remaining bays to be added at a future date.
To 2040 Capacity. Police Station and Fire Station with all 10 apparatus bays and the core:
Approximate SF Total 63,300 SF Low $10,128,000.00
Medium $11,076,000.00
High $13,800,000_00
To 2030 Capacity. Police Station and Fire Station with 6 apparatus bays and the core
minus the large training center:
Approximate SF Total 57,500 SF Low $9,468,000.00
Medium $10,243,200.00
High $12,694,000.00
These estimates do include 20% contingency. They do not include site acquisition and
Improvements; surveys, soils and environmental reports; furniture, fixtures and equipment;
technology systems, wayfinding, signage, artwork, moving and relocation.
City of Cottage Grove Space Needs Study Page 9 3/23/06
HD 06006.001 Rev 5/4/06
4.0 Program Description, Recommendations and Summary
4.1.1 Definitions of Programmed Space
Base Area is the individual space allocated for an office, workstation or equipment needs. It
is measured from the centerline of normal office partitions and the interior surface of exterior
walls. Workstations are measured as interior clear space.
Net Area is the result of the multiplying base area by an appropriate factor for internal
circulation within the department areas. Net Square Footage is designated as "NSF ".
Gross Area is the total area of a building including exterior walls, circulation between
departments, mechanical and electrical spaces, and vertical circulation (if any). Gross
Square Footage is designated as "GSF ". The Net -to -Gross Factor includes: Mechanical/
Electrical and Communications at 12% of the net area; the structure (columns) and
thickness of exterior walls at 9% of the net area; and general circulation at 6% of the net
area.
4.1.2 Space Standards
City of Cottage Grove Space Standards include standards for private offices and
workstations. During the information gathering process, special accommodations were
identified, responded to and incorporated as deemed necessary.
The following is a list of the office space standards. The coding used is the Cottage Grove
coding:
Private Offices: Current Standard
Proposed Standard
Private Office Typical A: 198 SF
144 SF
Community Development Director
Director of Public Safety
City Administrator
Director of Finance
Private Office Typical B: 143 SF
120 SF
Deputy Public Safety Director
Deputy Chief
Engineer
Chief Bldg Official
Fire Marshall
Private Office Typical C: 120 SF
100 SF
Fire EMC Coordinator
Emergency Operations Coordinator
Human Resource Manager
Finance Manager
City Clerk/Risk Manager
Comm Dev Planner
Private Office Typical C1 100 SF
80 SF
Police Investigators
City of Cottage Grove Space Needs Study Page 10 3/23/06
HD 06006.001 Rene 614/06
4.0 Program Description, Recommendations and Summary
Open Offices
Workstation Typical D: 36 SF 36 SF
Interns, Temporary, Part Time
CSO Workstations
Code Enforcement
Suited for positions that require a touch down space, much of the time is
spent out of the building.
Workstation Typical E: 42 SF 48 SF
Visitor Work Station
Fire Dept Captain
Fire Fighters Coordinator
Patrol Sergeants
Suited for positions that require a touch down space, much of the time is
spent out of the building.
Workstation Typical H: 63 SF 64 SF
This size station is most commonly suited for majority of positions. By
providing options in work surface sizes, filing, storage and other amenities,
this size station can be "customized" to the job description.
Workstation Typical L: 120 SF 64 SF
Workstation Typical N: 88 SF 64 SF
See Appendix 5.3 for suggested private office, workstation, other floor plans and options.
4.1.3 Space Summary
The following Summary is based on traditional space standards and dedicated spaces
Population Projections
32,500
42,700
47,800
66,000
Subtotal Summaries
EAstm -
2006 Needs
2010 Needs
2020 Needs
2040 Needs
Public Safety Police
27%
27%
27%
27%
NSF:
8,376'
NSF:
13,503
NSF:
14,427
NSF:
14,686
NSF:
16,671
Gross Factor
SF:
'Inch
SF:
3,646
SF:
3,896
SF:
3,965
SF:
' 4,501
Public Safety Police Gara
:NSF:
6,480.
NSF:
13,699
'NSF:
14,390
NSF:
21,410
-NSF:
26,753
Gross Factor
SF:'
GSF
Ind:
14,856
SF:
GSF
3,699
34,546
SF:
GSF'
3,885
36,597 1
SF:
GSF
5,781
45,841
-SF:
GSF
7
55,148
Public Safety Fire
Department
NSF:
7,239
NSF:
2,010
NSF:
2,010
NSF:
1 2,010
NSF:
2,010
Gross Factor
GSF:
Incl.
SF
543
SF:
543':
SF:
543
SF:
543
Public Safety Fire Apparatus
NSF:
6,768
NSF:
16,270
'NSF:
16,270':
NSF:
16,270
NSF:
16,270
Gross Factor
SF:
Ind - '
SF:
4,393
SF:
4,393
SF:
4,393
SF:
4,393
aG .... ,..
GSF
14,007 i
GSF
23,216
GSF
.23,216
GSF
23,216
GSF
23,218`
Police /Fire Shared
(Including Gross Factor )
GSF
4,827
4,827
4,827
"4,609
-GSF
28;863 -'.
GSF
57,762
'GSF
59;813
GSF
89,057
-GSF
82;973
27%
✓ :.
City Hall
':NSF:
9,292..
NSF:
14,745
:NSF:
15,138
NSF:
15,302
! NSF:
.15,383
Gross Factor
Q1aI CF9tGSF
.1'ota <C. ll'/,F1re/P4ftCe GS
$F:
GSF:
GSF:
inclu
9,292 -
38,155
SF:
GSF:
GSF:
3
18,726
76,488
SF:
GSF:
GSF:
4,087'
19,225
79,038
SF:
GSF:
GSF:
4,131
19,433
88,490
'SF:"
GSF:
GSF:
4,154
19,537
102;510
City of Cottage Grove Space Needs Study Page 11 3/23/06
HD 06006.001 Rev 5/4/06
4.0 Program Description, Recommendations and Summary
4.1.4 Space Program Recommendations
The following recommendations seek to provide overall cost saving opportunities by
increasing efficiencies long and short term:
Reduced Individual Work Spaces:
Reduce amount of storage and equipment in personal workspaces:
• Pull out all items stored and equipment in the individual workspace that needs to be
shared with others. The concept of reducing sizes of individual workspaces does not
reduce program space. Its goal is provide access to shared materials and equipment,
reducing redundancy.
Job Needs:
• Size workstations and private offices to the job description, including time spent in the
office, duties performed and amount of dedicated storage needed.
Staff Amenities:
• Provide space for staff amenities, specifically small varied break out and casual
meeting /working areas that will relieve the rigidity of the workstation. Studies have
shown these areas are important for muscle and eyestrain relief.
• Provide small beverage stations, places for personal phone conversations, and more
interaction with each other.
• Further individual amenities include use of day - lighting, quality indoor lighting, quality air,
some personal control of environment, color, and textures. Studies have indicated fewer
insurance claims initiated, less turn over and fewer sick days.
Shared Usage and Multiuse Spaces:
In order to use the most of space without eliminating program space, it is determined that the
following spaces can be shared by the City Administration, the Police Department and the Fire
Department:
Lunch Rooms and Kitchens:
• Provide one common eating area for City Hall staff, Police and Fire Departments: Large
enough to seat 32. Locate 2 spaces of 250 square feet of Conference /Case
Management adjacent with moveable partitions to be able to expand to 985 square feet
of meeting and or dining space.
• Provide one shared kitchen with oven, cook top, microwave ovens, full refrigerator,
dishwasher, storage, and counter top adjacent to lunchroom.
• Provide a common vending area of 4 to 5 vending machines adjacent to the lunch room
• This area is to be available all hours and days for the police and fire departments and
secured from public use.
Conference, Training, and Meeting Spaces:
• Provide one large training room 1,200 square feet divisible into 3 smaller training
rooms /conference rooms to be shared by the police and fire departments. Provide a
secure storage area adjacent to this room for EOC equipment. This room will also
double as the EOC Room seating up to 80 people if needed.
• Provide Council Chambers to accommodate 54 audience members. This room is to be
able to be divided up into 3 sections with 2 sections to allow for meeting of 24 to 25
people each.
• Provide one conference room each, seating 10 to 12 people, in the city administration
area, the police administration and the fire administration.
City of Cottage Grove Space Needs Study Page 12 3/23/06
HD 06006.001 Rev 5/4/06
4.0 Program Description, Recommendations and Summary
® This concept will provide: 2 conference rooms of 250 SF, 3 meeting rooms of 400 SF, 2
sections of 480 SF, 3 conference rooms of 240 SF OR 1 conference room of 500 SF, 1
conference room of 1,200 SF, council chambers of 850 SF, 3 conference rooms of 240
SF Total seating in both cases is 190 to 200 people at one time.
Showers and Toilets:
• Provide two staff ADA compliant toilet room for staff only use in each city administration
area, the police administration and the fire administration.
• Provide Men's and Women's Toilets /Shower suite to be shared by the Police and the
Fire Department.. Decontamination showers are additional to these.
Records Management:
• Develop a strategic plan for both on -site and off site storage needs. Investigate
electronic and traditional storage, space requirements, impact on staff and legal
requirements.
Central Mail, Work and General Office Storage
• Consolidate all incoming and outgoing mail process, general office supplies storage and
workrooms. In this area consolidate large copying projects and mailings. Provide small
copy /fax/printer satellites in strategic areas for immediate use by staff.
41.5 Revised Space Summary:
The following Space Needs Summary is based on the recommendations sited above:
Population Projections
32,500
c- 42,700
47,800
- 66,000 -
Subtotal Summaries E)d tinq
2006 Needs
2010 Needs <
2020 Needs
2040 Needs
Public Safety Police NSF: i'
8,376
NSF:
12,284
NSF:
14
NSF:
13,295
NSF:
:16,206
Gross Factor 27% SF:
Incl :-
SF:
3,317
SF:
'3,606
SF:
3,590
SF:
4,376
Public Safe Police Garage NSF:
6,480
NSF:
7,684
NSF:
17,372 `
NSF:
11,470
NSF:
11,926
Gross Factor 27% SF:
Ind -
SF:
2,075
SF:
1,990
SF:
3,097
SR
3,220
G$ GSF
14,856
GSF
25,359
GSF
27,262
GSF
31,452
GSF
35,728
Public Safety Fire Department NSF:
7,239
NSF:
1 2,484
NSF:
1 2,484
NSF:
2,484
NSF:
2,484
Gross Factor 27% SF:
[nc]
SF:
671
SF:
i 671 i
SF:
671
SF:
671
Public Safety Fire Apparatus NSF:
6,768:.:
NSF:
16,270
NSF:
::16,270:
NSF:
16,270
NSF:
16,270.
Gross Factor 27% SF
- Incl
SF:
4,393
SF:
X4,393
SF:
4,393
SF:
4,393
eta a
GSF
74,007
GSF
23,818
GSF
23,818
GSF
23,818
GSF
23,818
Police /Fire Shared (including
Gross Factor )
GSF
4,005
4,005
4,005
3,824-
Off GSF <
28,663
GSF
53,182
GSF
55,085 -
GSF
59,275
GSF
63,370
City Hall NSF.
9,292 `.
NSF:
10,947
NSF:
11,549
NSF:
11,549
NSF:
11,549`
Factor 27% SF: "
inclu
SF:
2,956
SF:
=3,118 -
SF:
3,118
SF:
>3,118'
{ G�ross
�,gc6�.,C GSF:
9,292
GSF:
73,902
GSF:
14,668 !
GSF:
14,668
GSF:
.74,668
r
1 to '. 8 r -ice
GS�. . GSF
38,155
GSF:
67,085
GSF:
69,753
GSF:
73,942
GSF:
78,037
Further options for consideration include
• Reduce the number of Patrol Car indoor parking stalls to 20 8,000 GSF
• Reduce Holding time of prisoners and eliminate one sallyport 420 GSF
• Eliminate Fitness Center 550 GSF
Eliminate Hose Drying Tower in deference for hose dryer
City of Cottage Grove Space Needs Study Page 13 3/23/06
HD 06006.001 Rev 514106
4.0 Program Description, Recommendations and Summary
4.1.6.1 Adjacency Diagram Option A
This diagram illustrates the adjacencies required, public control, staff access, special access of
police and fire, placement of shared areas and directions of expansion. This is not a building
plan, nor does it relate to a selected site.
City of Cottage Grove Space Needs Study Page 14 3/23106
HD 06006.001 Rev 5/4/06
4.0 Program Description and Summary
�y 4.1.6.2 Adjacency Diagram Option B
Option B shows possible phasing p The City Offices, 2 apparatus bays and part cf the core
isk later construction project. Staff would bu impacted bv the inconvenience Uf two sites, some
redundancy would occur in the core and costs of the second phase of construction would be
City of Cottage Grove Space Needs Study Page 15 2/23/06
HD 06006.001 Rev 514/06
This diagram illustrates possible phasing scenarios.
4.0 Program Description and Summary
4.1.6.3 Adjacency Diagram Option C
This diagram illustrates the adjacencies required, public control, staff access, special access of
police and fire, placement of shared areas and directions of expansion. This is not a building
plan, nor does it relate to a selected site.
City of Cottage Grove Space Needs Study Page 16 3/23/06
HD 06006.001 Rev 514106
4.2 Design Intent
4.2.1 Site Considerations and Building Placement
During the process of Design the size of the site should be more thoroughly investigated.
The size of the facility, the type of occupancy and the possibilities of a one to two story
building will all affect the proper sizing of the site.
Access and from to the building is critical and of different functions:
• Public access needs to be controlled, ideally with one main access point, visible
recognizable, with convenient parking and access from the street. It should also
be inviting.
• Assess by general city office staff can be at several locations if a security system
is in place. This also allows for parking to be divided up.
• Emergency Apparatus: Quick and safe existing from the facility is key.
Placement with regards to the surrounding area needs to be considered as well
as traffic and pedestrian control needs at the times of existing and entering.
Drive- through bays are required.
• Police Officer access to their vehicles, exiting and entering should be separate
from public.
• Police bringing detainees in: Separate, secure, safe access to the salleyport,
separate from all other entrances and exists.
• Site upgrading should consider the waste water run off, snow removal and heat
contributors. Provide for pedestrian traffic, bicycle and motorized vehicles.
• Design needs to take into consideration of the cost of up -keep of vegetation, pervious
and impervious materials used.
• Building should be orientated to take advantage of prevailing winds and natural sunlight.
• Parking and Green Space are important considerations.
4.2.2 Building Design
Current public facilities that are being constructed and completed are built to last and sensitive
to operated costs. Completed in 2006, buildings for the Minnesota Department of
Agriculture /Health and the Minnesota Department of Human Services have been built to last
100 years and building systems to last 25 years. The design is flexible, adaptable and sensitive
to changing use, technology and energy consumption. Public and private facilities are being
constructed to avoid the pitfalls of poor air quality, expensive operating costs and trendiness.
Responsibly designed environments prove to increase staff productivity and public acceptance.
By planning early, these concepts will reduce initial and long -term costs and benefit the staff
and the city.
The interior spaces of the city facilities provide numerous opportunities for flexibility. Design
and materials are at the heart of these opportunities, but only in the context of anticipating and
meeting staff and public needs. The facility needs to be sophisticated in an effort to
accommodate numerous pressures including public support, image, optimum facility utilization,
various levels of security, accessibility, changes in legislation, changes in equipment, changes
in technology, initial and operating costs, record management, and partnering with the
Washington County and the state.
City of Cottage Grove Space Needs Study Page 17 3/23/06
HD 06006.001 Rev 514/06
4.2 Design Intent
4.2.2 Building Design, continued
Flexibility and Adaptability
The city facilities must have flexible spaces. This implies that the building should be designed
to meet the demands of new technology and external forces. That systems and constructs
should be flexible and adaptable to avoid obsolescence. The facility should be
programmed to meet multiuse requirements and adapt to accommodate changing staff and
public needs, technology and legislative directives. Non - dedicated areas within the building
should invite staff and local residents to use the facility as part of a partnering effort that builds a
strong sense of community.
Smart Working Environment and Design
Office, meeting and training and support venues should be enabled to plug into the digital
communications infrastructure and talk to each other. These spaces should become
electronically mediated places that are simultaneously imbedded in and sustained by systems of
physical, visual and acoustic communication, and remote interconnection. The best designed of
these spaces should contain qualities that are typically expected in a physical work place
together with startling new opportunities provided by widely available, inexpensive electronic
intelligence and telecommunications.
The cost of building a new municipal facility is minor in comparison with the staffing. Through
smart design, creating critical site lines and adjacencies as well as shortening travel distances,
efficiencies re gained and the necessity of hiring more staff can be avoided. This is especially
affective in the design of the processing and detention area of the police department and the
support areas of the fire department.
Technology
Telecommunications services, virtual meeting places, on -line data bases, research and search
engines and services, along with a host of other digital and telecom systems are all changing
the way we disperse information, catalog data and interact. Council meetings are being
televised to the citizens in their own home. Much of public access is on -line. Documents that
used to be required by law to be kept in paper form can be scanned and electronically stored.
Dispatch services and access to county and state help are more and more efficient allowing less
time for response. Patrol officers are equipped to do searches and follow -up reports in their
own vehicles. Staff is able to connect to the workplace from remote locations by cell phone and
on -line. Much training can be done on -line individually, remotely and /or as a group. All of this
and more has a direct impact on space and equipment needs. Effort should be invested into
wiring up the facility to create a "smart place" where information flows abundantly, both in the
physical and digital worlds.
® Building Materials
Consider initial and long term costs when selecting materials. This includes replacement and
general maintenance.
Consider use of materials found locally, including the locations of manufacturers of brick,
windows, roofing materials, etc. This will not only support the local economy, but also save on
shipping expenses.
Consider materials that will support heat and cold reflectivity.
City of Cottage Grove Space Needs Study Page 18 3/23/06
HD 06006.001 Rev 514/06
4.2 Design Intent
4.2.2 Building Design, continued
Support Systems
Lighting: Provide indirect lighting supplemented by task lighting where required to reduce
eyestrain and glare on computers. Provide appropriate lighting levels in multi- activity spaces.
This will also reduce energy costs.
Power. Power supplies should be designed to enable users to plug in multiple locations. Power
to recharge equipment used by officers and fire fighters needs to be convenient, in their
designated lockers.
Data: Data jack and /or wireless solutions should be provided to enable users to connect to
supporting networks, intranets, extranets, the Internet, and other sources and systems.
Presentation Systems: Information delivery systems should be enhanced and supplemented
beyond the white board to more capable systems of conveyance and retention. Records
management with roll call needyto be integrated. The interconnection of data systems and pre -
wire for 800 MHz needs to be initiated.
Building Control Systems: Building Control Systems that control power, heating, cooling,
security and communications should be incorporated to increase comfort, safety, reliability and
reduce energy consumption costs. Areas to consider are motion and temperature sensors to
reduce energy consumption in spaces not in use. Commissioning of building systems will
provide optimized energy efficiency, indoor air quality and occupant comfort by verifying the
delivery of the building systems incorporated.
Furniture Systems: Furniture for open office and private offices that are ergonomically sound,
adjustable and efficient for the individual, provide options, support technology, economical, non -
obsolescent, interchangeable, and easily managed are required. The design should allow
required site lines and allow day - lighting to penetrate deep into the workspaces.
Waytinding: Wayfinding systems are those systems that enable users to better understand
access, circulation and arrival. These systems should work together to provide direct and
indirect cues to create a legible exterior and interior holistic facility and grounds wayfinding
system. Building Signage, Ground Plane Surfaces, Wall Plane Surfaces, Orientation Points and
Naming or Mnemonic Devices should be coordinated for the municipal facility. This system
should take into account the users' ability to extract the needed information.
City of Cottage Grove Space Needs Study Page 19 3/23/06
HD 06006.001 Rev 5/4/06
5.0 Appendices
5.1 Department Summaries
5.2 Existing Floor Plans
5.3 Space Standards Drawings
City of Cottage Grove Space Needs Study Page 20 3/23/06
H6 06006.001 Rev 5/4/06
RECOMMENDED SPACE NEEDS SUMMARY
. . ° TMEN 3' « ' `
'<
1.00 PS - Police Administration NSF
Staff Spaces
`Exist Space:
"Staff I NSF I
Spaces
2,525
2006 Needs
Staff I NSF
Space
2,663
2010 Needs
Staff I NSF
Space _
3,313
2020 Needs
Staff NSF
Spaces
3,444
2040
Staff
Spaces
s"
Needs
NSF
:'3,444
10,
121
19
19
2.00 PS - Police Patrol NSF
Staff Spaces
1
2,169
2,232
2,295
`-
2,484
- 51
5
0
6
0
71
0
!' 10
3.00 PS - Police Investigations NSF
Staff Spaces
763
865
969
969
1,284
4F
51
6
6
9
4.00 PS - Police Evidence NSF
Staff Spaces
414
2,261
2,261
2,261
"2,261.
5.00 PS - Police Evidence Garage NSF
Staff Spaces
'840
1,688
.1.,688
1,668
::
2,102
6.00 PS - Police Detention /Booking NSF
Staff Spaces
1..
1,894
1.,894
1,894
3,309
7.00 PS - Police Vehicle Detention NSF
Staff Spaces
'.467
497
994
994
'. 994
'.
8.00 PS - Police Armory NSF
Staff Spaces'i
261
403
403
I 403
403
-
9.00 PS -Police Garage NSF
Staff Spaces
4,872
5,499
5,683
8,768
-.
..9,823
10.00 PS - Police Support NSF
Staff Spaces
' .906
1,923
1;923
1,923
"
.1.,923
_
11.00 PS - Police Dog Kennels NSF
Staff Spaces
0
106
106
706
` 106
12.00 PS - Police Communications Ctr NSF
Staff Spaces
- 488
0
`, 0
0
0
0
_
0
_
0
13.00 PS - Fire Dept Administration NSF
Staff Spaces
1,524
1,524
1,524
'
1,524
18
'. 19
20
20
14.00 PS - Fire Department Garage NSF
Staff Spaces
0
16,270
..16,270
16,270
-
16,270
0'�
'- 0
0'
0
"
15.00 PS - Fire Department Support NSF
Staff Spaces
960
960
960
960
0
"01
I
0
0
16.00 PS - Shared NSF
Staff Spaces
3,011
3,011
:
3,071.
_�
0'
`0
07
�3 ,0011
0
17.00 CH - Finance/Administrative Srvs NSF
Staff Spaces
[E2,98�6
3,022
3,457
3,457
'I
".3,457
171
201
0
20
20
0.
18.00 CH- Community Development NSF
Staff Spaces
_
19
2
0
:21
2,599
r0
_
211
2, 599
0
21
2,599
19,00 CHI - Shared Space NSF
Staff Spaces
3,216
5,661
5,661
5,661
: 5,661:
0 T_
1
_"
,tQ At1 F S
Exist
Staff,
1. 36
NSF:
SF
GSF:
Space''
NSF''.
23,737
6,409
30,146
2006
Staff
77
NSF:
SF:
GSF:
Needs
NSF
52,848
14,269
67,117
"2010
Staff
91
NSF:
SF:
GSF:
Needs ;:
NSF
54,949
14,836
69,785
2020
Staff
94
NSF:
SF:
GSF:
Needs
NSF
58,248
15,727
73,975
;. 2040.
Staff
100
NSF:
SR
GSF:
Needs.°
' NSF
'61,614
16,636
78,250
BSF: Base Square Feet is the individual space square feet
"Net Factor" is the square footage allowance for circulation, wall thicknesses and panel thicknesses within the department.
NSF: Net Square Feet includes the Net Factor Allowance within the department
- - -- "Gross Factor" is the square footage allowance for circulation between departments, vertical circulation (if any), mechanical and electrical
GSF includes to the square footage between departments, vertical circulation (if any), mechanical and electrical rooms, thickness of exterior
Net -to- Gross: Mech/Elec /Comm: 12 %; Structure /Walls: 9 %; General Circulation: 6
"Total amount of the existing space is located in this Space Summary Sheet
City of Cottage Grove Space Needs Study 3/23/06
Rev 5/4/06
RECOMMENDED SPACE NEEDS SUMMARY
Population Projections
32,500
.:42,700
47,800
66,000
Subtotal Summaries
Existing
2006 Needs
2010 Needs
2020 Needs
" 2040 Needs
Eliminating separate report writing /watch office in the Fire Department
Public Safety Police
27%
27%
27%
27%
Factor)
27%
'
NSF:
8,376
NSF:
12,284
NSF;
14;095
NSF:
13,295
NSF:
16,206
Gross Factor
SFi.
Incli
SF:
3,317
SF:,
3,806
SF:
3,590
SR
"' 4,376.
Public Safety Police Garage
NSF:
6,480.
NSF:
7,684
NSF:
7,372
NSF:
11,470
NSF:
'11,926
Gross Factor
SF:
GSF
Mcl
14;855
SF:
GSF
2,075
25,359
SR <.
GSF-
` 1,990
27,262
SF:
GSF
3,097
31,452
SR
GSF
` 3,220
35,728
Public Safety Fire Department
NSF:
7,239.
NSF:
2,484
NSF:':'
2,484
NSF:
2,484
NSF:
' -2,464
Gross Factor
SF.:
Inch`:'.
SF:
671
SF: i.
671
SF:
671
SF:
- 671
Public Safety Fire Apparatus
NSF:
6,768
NSF:
16,270
NSF:
16,270
NSF:
16,270
.NSF:
516,270
Gross Factor
=�Ii wdv� „ r1 r ' "
SF
GSF
Incl
74;007.
SF:
GSF
4,393
23,818
SR -
GSF:,
4,393
23,818
SF:
GSF
4,393
23,878
SF:
GSF
04,393
23,818
Police /Fire Shared (including Gross
p _4 __ :: $.,; _
GSF
' -.
28,863
GSF
GSF
4,005:
53,762
GSF-
4,005
55,085
GSF
4,005
59,275
"'•.
GSF
'3,824
63,370
City Hall
NSF:
9,292
NSF:
11,114
NSF-
11,717
NSF:
11,717
NSF:
11,717
Gross Factor
u
` •, a,
SR ,
GSF:
.inclu i
9;292
38,155
SF:
GSF:
GSF:
3 001
10.,115
67,298
SF: :
G$FP
GSF.!
3,164
74,857
69,966
SF:
GSF:
GSF:
3,164
14,881
74,155
SF. �
GSF:
GSF:
..3,164
"14,687
78,250
Options include: Smaller Private Offices and Workstation.
Combining mail /fax/copier /workroom /storage into one shared. Provide satillite copy /storage areas
Provide one story Lobby at City Hall.
Engineering Archive Storage to be off site
Police Archive Storage to be off site.
Further Options Reduce number of Patrol Car Indoor Parking stalls to 20
4,140
Eliminating separate report writing /watch office in the Fire Department
420
Dispatch4G- ge- te- Gsunty-Sacvis .
Reduce Holding time of prisoners, eliminate one sallyport
420
Eliminate Fitness Center
460
Eliminate Drying Tower
Subtotal
4,980
Total City Hall /Fire /Police GSF GSF: 73,270
City of Cottage Grove Space Needs Study 3/23/06
Rev 5/4/06
DEPARTMENT SUMMARY
1.00 Public Safety - Police Administration
Be
1.01
1.02
iRfB
gdSl
N
11 NET
f'
PR IVATE OFFICE
Existing Space
Unit Qty of Extend
BSF Spaces Unit BSF
Pfopo , 2006 Needs 2010 Needs 2020 Needs 2040 Needs
Umt F Qty of Exend Qty of Extend Qty of Extend Qty of Extend
4 '. Spaces Unit BSF Spaces Unit BSF Spaces Unit BSF Spaces Unit BSF
Director of Public Safety
216
1
216
14 4
1
'1 144
7
144
1
144
1
_ 144
Captain
145
2
290
100
2
" 200
21
200
3"
;. 300
3:
300
Command Staff Position
0
'`'0
100
0
'0
1
100
' ' 1
100
1
100
WORKSTATION
Records Manager'
143
" 1
143
64
2
128
2
128
2
128
2
128
Admin Assistant
118
2
; i237
_
64
21
128
2
128
2
r 128
2
128
Clerical
90
; 4
:360
64
, 41
256
7'
448
7
448
7
448
Reception - Records
0
: -0
140
01
0
1
140
1
.' 140
1
140
Management Analyst
0
'F '0
64
' o -
- ':0
11
64
1
"64
_ 1
64_
Office Manage
64
1
"64:
—
1
64
1
` 64
1
64
i
TOTAL STAFF SPA
! 10
12
19
-:
19
DEPT SHARED SP ACE
Files & Records
11
1
144
300
1
4 '300
1
3 00
1
.300
1
300
Soft Interview
0
0
1+:`0
120
1
120
1
120
1
120
1,
120
Hard Interview
154
1
' 154
80
1
80
1.
80
1=
'80
1�
80
Copy /Fax/Ptr Satellite
72
:' 1
:. 72
48
1
48
1
48
1
: - 48
1
48
IT S taff & work Bench
Staff Toilet Women
332
1
2
332
.169
64
1
- 64
_
1!
_-
64
1
64
1
64
Staff Toilet Men
64
1
- -64
1
64
1
; 64
_ 1
64
Janitor
170
-. 1
> 170
50
1
' '50
1
50
1
-: `. 50
1
_ 50
Bev Station Satelli
01
0
25
1
is `25
_
11
25
1
' 25
1
25
Coats
0
:.0
6
1
6
1.
__
6
1:
'6
_ 1I }
6
Special Duty WkSt
0
: '0
36
3
'i .106.
31
108
3
z 106
3j
108
Neighborhood Watch
Cant Room for 10 to 12
01
!' 0
48
200
1f
1
48
200
1
1
48
200
1
1
? 48
200
11
1
48
200
._
ft
SfiEB£{Qi�
BSF: 2,287
SF: -
NSF 2,525.
,,�'x
.L
._ `NSF:
BSF: 'r 2,033
SF: 630.
2,663
BSF: 2,529
SF: 784
NSF: 3,313
BSF: : 2,629
SF: 815:
NSF: 3,444
BSF: 2,629
SF: 815
NSF: 3,444
BSF: Base Square Feet is the individual space square feet
"Net Factor' is the square footage allowance for circulation, wall thicknesses and panel thicknesses within the department.
NSF: Net Square Feet includes the Net Factor Allowance within the department
ADJACENCY REQUIREMENTS
Close to rest of the department. Soft and hard interview rooms to be close to entrance.
SPECIAL REQUIREMENTS
Soft interview is for child/wife abuse victims. Provide lounge type furniture enough for family.
Central Mail: See City Hall Section 20 CH Shared Space
This positions are as a result of the dispatch responsibilies being transferred to Washington County,
Existing Men and Women Toilets Square footage is combined,
City of Cottage Grove Space Needs Study 3/23/06
HD 06006.001 Rev 5/4/06
DEPARTMENT SUMMARY
2.00 Public Safey - Police Patrol
2010 Needs 1 ,. 2020 Needs 2040
d Qty of Extend Qty of Extend Qty of Ex
3F Spaces Unit BSF Spaces Unit BSF Spaces Unit
2.01 PRIVATE OFFICE 4
Patrol Officers
48
BA5 S l+REA SfJ6I ' A
BSF. 1,208 BSF. :1,656 BSF: 1 704 BSF:'. t1 ,752 BSF:
NE7}if= _; SF:SF: i:: :.513 SF: 528 SF: 543 SF:
6,
NE TA NSF: 1,008 ; NSF, f 2,169 NSF: 2,232 NSF; '' 2,295 NSF:
BSF: Base Square Feet is the individual space square feet
"Net Factor" is the square footage allowance for circulation, wall thicknesses and panel thicknesses within the department.
NSF: Net Square Feet includes the Net Factor Allowance within the department
ADJACENCY REQUIREMENTS
Needs Direct access to exit and patrol car
SPECIAL REQUIREMENTS
Report W ritiing Stations area shared. Number not expected to go up because much more is being done in the patrol car.
Roll Call to be dedicatd use and at police staff entrance. This will also serve as a conference room for the Police staff.
Reserves Storage and Animal control storage can be combined.
The Sergeants need to be located next to the department conference room
City of Cottage Grove Space Needs Study 3/23/06
HD 06006.001 Rev 514/06
i
TOTAL STAFF SPACES
5
"
' 5
6,
" 7
10
DEPT SHARED SPACE
Report Writing (24 patrol)
'12
. 12
. 144
48
5
240.
5
240
5,
240
Reserves /Reserves Stor
150
1
150
:: 1,
150
1�
150
CSO Animal Control Stor
`_0
15 0
i 1
.150
1
150
1
150
CSO Workstations
_ _
36
? 2
72
2
72
2'
72
Visitor W orkstation
131'.
48
" '= 2'-
:96
, - -- 2`96
_ 2
96
Rotl Cail for 30`
'418
600
1
600
r2721
1
600
1
600
File Storage
Special D uty WkSt
0
4 0
36
" 3
108
3
708
_ 3
108
BA5 S l+REA SfJ6I ' A
BSF. 1,208 BSF. :1,656 BSF: 1 704 BSF:'. t1 ,752 BSF:
NE7}if= _; SF:SF: i:: :.513 SF: 528 SF: 543 SF:
6,
NE TA NSF: 1,008 ; NSF, f 2,169 NSF: 2,232 NSF; '' 2,295 NSF:
BSF: Base Square Feet is the individual space square feet
"Net Factor" is the square footage allowance for circulation, wall thicknesses and panel thicknesses within the department.
NSF: Net Square Feet includes the Net Factor Allowance within the department
ADJACENCY REQUIREMENTS
Needs Direct access to exit and patrol car
SPECIAL REQUIREMENTS
Report W ritiing Stations area shared. Number not expected to go up because much more is being done in the patrol car.
Roll Call to be dedicatd use and at police staff entrance. This will also serve as a conference room for the Police staff.
Reserves Storage and Animal control storage can be combined.
The Sergeants need to be located next to the department conference room
City of Cottage Grove Space Needs Study 3/23/06
HD 06006.001 Rev 514/06
DEPARTMENT SUMMARY
3.00 Public Safety - Police Investigations
" .'Existing Space; Pwpbso 2006 Needs 2010 Needs 2020 Needs 1 2040 Needs
r" Existing t; Qty of Extend Unit BSF Qtyof Extend Qty of Ex[end Qty of Extend ` Qty of Exter
Unit BSF Spaces Unit BSF ?; '> Spaces Unit BS Spaces Unit BSF Space's Unit BSF Spaces Unit B
3.01 PR IVATEOFFIC E
Investigative Sergeant
140
1
140
100
1
100
1
_100
1
10o
1
1
Investigators
130
2
261
80
3
240
3
240
4
320
5
4
Investigative Aid
21.
1
21!
80
`. 1
BO
2
160
'1
80
3
e
3.02
WORKSTATION
TO STAFF SPACES
4
- 5
61
6
9
3.03
DEPT SHARED SPACE
I
Case Management Rm
0
0
0'.
0
0
0
0
0
Forensic Computer Lab
1
_70
120
' 1
� 120
1
120
- !1
120
11
1
Invest Stor /Electr Equip
120
fi
120
1
1201,
1
120
11
1
_
ti/{SN�Sf'!a}7�P�..bUC}V:i ". nar: 2tl4 a oar.: oou 5 oar.
SF: < 153 ,, SF_ ' 20 SF: 229 S F; ? 229 SF:
iJEiLS�# t�B NSF' 763 NSF:' >865NSF: 9691NSR 969 NSf
BSF: Base Square Feet is the individual space square feet
"Net Factor" is the square footage allowance for circulation, wall thicknesses and panel thicknesses within the department.
NSF: Net Square Feet includes the Net Factor Allowance within the department
ADJACENCY REQUIREMENTS
Next to Patrol
SPECIAL REQUIREMENTS
Forensic Computer Lab needs to be secure and clean, environmentiy controlled
Invesigation Storage /electronic equipment needs to be highly secure and not easily accessable by others,
Case Management . room is included in Section 20 City Hall - Shared Spaces. This space needs to be acousticall, °—
1
Cottage Grove Space Needs Study 3/23/06
HD 06006.001 Rev 5/4/06
DEPARTMENT SUMMARY
4.00 Public Safety - Police Evidence
ids 2010 Needs 2620 Needs 2040 Needs
Rend Qt of Extend Q of Extend City of I Eder
it BSFJ Spaces I Unit BSFj Spaces'. Unit BSF, Spaces Unit B
PRIVATE OFFICE
I
WORKSTATION
TOTAL STAFF SPA
4.03 DEPT SHARED SPACE
Evidenc Entry/Proc
Evidence Prep room
Physical Evidence Lab
Evidenc Tech Rm _
Hazard Ma terial Storage
Evidence Storage
Vault Stor (weapo
Workstation for Invest Ai
3601 1
i
1
7
1
7 1
11_
7�
BSF: Base Square Feet is the individual space square feet
"Net Factor" is the square footage allowance for circulation, wall thicknesses and panel thicknesses within the department.
NSF: Net Square Feet includes the Net Factor Allowance within the department
ADJACENCY REQUIREMENTS
Next to Garage Sallyport
SPECIAL REQUIREMENTS
Evidense Prep Room requires lockers, stainless steel table, vents for chemicals.
Evidense Process, Prep Room, Lab Tech Room, and all storage rooms are to have limited access.
Cottage Grove Space Needs Study
HD 06006.001
11
1
�I
l 1
7 I
1�
3/23/06
DEPARTMENT SUMMARY
5.00 Public Safety - Police Evidence Garage
6 2006 Needs 2010 Needs 1 2020 Needs 2040 Nee(
aty of Spaces Unit Q of I
BSF; Spaces Unit BSF pa es unit BSF Spaces Unit
5.01
TE OFFICE
ATION
TOTAL STAFF SPACES
DEPT SHARED SPACE
0 0
Fenced Stall 17'x 30'
420 496 1
496
_ 1
496:
1'
496
1
496
Fenced Stall 10' w x 18 long
180 2
360
2,
360
2
360
2
720
Special Response
Vehicle Stall W I V Q
420 '1
420
1
420
'1
420
1
420
dA F kF#EAmi413 01AL" B9 840', ,' BSF, I 1;468 BSF: I 1,468 BSF: 1;468 BSF: 1,828
)/B "'y SF:�34 SF: 220 SF: 220 SF: 220 SF: 274
�YES�a?IJ89 NSF: 840 „ r NSF:' 1;688 NSF: 1,688 NSF 1;688 NSF: 2,102
BSF: Base Square Feet is the individual space square feet
"Net Factor" is the square footage allowance for circulation, wall thicknesses and panel thicknesses within the department.
NSF: Net Square Feet includes the Net Factor Allowance within the department
ADJACENCY REQUIREMENTS
SPECIAL REQUIREMENTS
Fenced stalls are for impounded vehicles, clearance of 5' all around.
Cottage Grove Space Needs Study 3/23/06
HD 06006.001 Rev 5/4/06
DEPARTMENT SUMMARY
6.00 Public Safety - Police Dentention /Booking
a
k
`. y o f Needs 2010 Needs f Ne _ 2040
Qty of Extentl '. Qty of 1 Extend Qt Y of Extend I Qty of
Spaces Unit BSF Spaces 1 Unit BSF Spaces Unit BSFj Spaces
PRIVATE OFFICE
11 1001
Detenti Room -
nP } ?f$IOn RYYI -.l
1
Repor
Report - writing -
0
42
l; 0
42
1l
0
1
42
0
42
-
Jail Supply
0
50
1
'- 50
„ i
L, 50
1
50
1
50
Jani Supply
83
so
i
50
1
50
1
5
1
5
WORKSTATION
FQRFP4U13'a;OfiA
:a
BSF: 746
-
0
:,
BSF:i'. 1
^ 0
0
0
O
TOTAL STAFF SPACES
0
-.
`ll 0
0
i. 0
-
0
i
DEPT SHARED SPACE
Pre- Booking/Suspect
0
100
' 1
' 10 C
1.
100
1
100
1
100
Waiting
Rnnkinn Intoxvlizer
;327
300
? Ir
300
1j
3001
11
11
300
11 1001
Detenti Room -
nP } ?f$IOn RYYI -.l
1
Repor
Report - writing -
42
1
42
1l
42
1
42
1
42
-
Jail Supply
50
1
'- 50
„ i
L, 50
1
50
1
50
Jani Supply
83
so
i
50
1
50
1
5
1
5
FQRFP4U13'a;OfiA
:a
BSF: 746
-
' BSF:dV 1,446
BSF. 1 446
BSF:i'. 1
BSF: 2,526
,5 [i�A�i3ftfff. T}i I- _ , I NSF: 1,189 .. KW,. 1,8941NSF: 1,8941NSF: 1,1
BSF: Base Square Feet is the individual space square feet
'Net Factor" is the square footage allowance for circulation, wall thicknesses and panel thicknesses within the department.
NSF: Net Square Feet includes the Net Factor Allowance within the department
ADJACENCY REQUIREMENTS
Next to garage, garage sally port
SPECIAL REQUIREMENTS
Dentention maintains 16 hour holding.
Not staffed full time, observed at Communications Center.
Locate Report Writing close to intoxylizer.
Interview Rooms must be sound proofed.
Provide one -way mirrof into Prisoner Viewing.
Provide shelving in Jail and Janitorial Supply Rooms.
Provide gun lockers at entrances.
Cottage Grove Space Needs Study
HD 06006.001 3/23/06
DEPARTMENT SUMMARY
7.00 Public Safety - Police Vehicle Detention
Existing Space o 2005 Needs 2010 Needs r 2020 Needs 2040 Needs
Existing "Oily of Extend Qty df Extend Qty of Extend Qty of Extend Qty of Extei
Unit BSF Spaces Unit BSF Spaces Unit BSF Spaces Unit BSF Spaces Unit BSF Spaces Unit B
7.01 PRIVATE OFFICE _
1
—_
7.02 WORKSTATION _
TOTAL STAFF SPACES 01 1 1 0 1 1 01 1 0
7.03 DEPT SHARED SPACE i
Sallyport stall 1 .467 432 1 . 432 2 864 21 8
'BSF: "467'�''� `° BSF: '.. 1432 BSF: 864 BSF: .. E
(JV?j<Tl3 SF:` SF.' 65 SF: 30 SF:
S W NSF: `.467 -, m. r NSF: 497 NSF: 994 NSF:
BSF: Base Square Feet is the individual space square feet
"Net Factor" is the square footage allowance for circulation, wall thicknesses and panel thicknesses within the department.
NSF: Net Square Feet includes the Net Factor Allowance within the department
ADJACENCY REQUIREMENTS
Next to perpetrators' entrance
SPECIAL REQUIREMENTS
Locate in garage at entrance to Detention /Booking.
Sallyport Stall to be 16' wide x 27' long
Cottage Grove Space Needs Study
HD 06006.001
BSF:
SF:
NSF:
3/23/06
DEPARTMENT SUMMARY
8.00 Public Safety - Police Armory
WE
NOW .2005 Needs 2010 Needs 2020 Needs 2040 Needs
Extend Qty of S; Extend Qty of Extend Qty of Extend - Qty of Extend
Unit BSFSpaces Unit BSF Spaces I Unit BSF Spaces Unit BSF Spaces Unit BSF
BSF: Base Square Feet is the individual space square feet
"Net Factor" is the square footage allowance for circulation, wall thicknesses and panel thicknesses within the department.
NSF: Net Square Feet includes the Net Factor Allowance within the department
ADJACENCY REQUIREMENTS
Next to entrance, secure from prisoners and public.
SPECIAL REQUIREMENTS
Armor's work area to have bench, storage and be vented. Room to be secure with limited access.
Storage to be secure with limited access and special reatment for hazardous material.
Provide lockers for amo and targets in armor work area.
Cottage Grove Space Needs Study
HD 06006.001
3/23/06
DEPARTMENT SUMMARY
9.00 Public Safety - Police Garage
2005
9.011 PRIVATE OFFICE
WORKSTATION 1 1' I : ' : I I `,I
2010 Needs 1 2020 Needs 2040 Nee(
ty of Extend Qty of Extend Qty of EX
aces I Unit BSF Spaces Unit BSF Spaces I Unit
TOTAL STAFF SPACES
0
`.0
0
0
0
DEPT SHARED SPACE
Police car parking stall
377,:
15
15,656
180
20
3,600
20
3,600
35
6,300
40
7,200
Wash bay
1
i 345
2721
272
1
272
1
272
1
272
Patrol storage
!. 750
750
1
750
1
750
'1
750
1
750
Storage for gear bags
160
160
. ,1.
160
320
.2
320
2
320
—
r
!
N"+4,fy',`(�.. ` SF:5 %: SF: : 717 SF: 741 SL 11
IiIE]'uk„`£AFI; NSF: 4,872 NSF: 5,499 NSF: 5,683 NSF: 8,7
BSF: Base Square Feet is the individual space square feet
"Net Factor" is the square footage allowance for circulation, wall thicknesses and panel thicknesses within the department.
NSF: Net Square Feet includes the Net Factor Allowance within the department
ADJACENCY REQUIREMENTS
Next to patrol entrance, away for public
SPECIAL REQUIREMENTS
Police car parking stall to be 10'x 18'
Wash bay to be 16'x 17' for wash and squad decontamination. This can be used by others.
Patrol storage to be 25' x 30'
Storage for gear bags is 20" x 20" x 20 ", open, 5 high.
BSF:
Cottage Grove Space Needs Study
HD 06006.001 3/23/06
I
OFFICE
TION
10.03 DEPT SHARED SPACE
Mens Locker/foilet/Shw
Women Locker/TolleU:
Men's Locker Rm (70)
Men's Vestibule
Women's Locker Rm (31
W omen's Vestibule _
Archive Storage
Supply /g eneral Storage
Staff Quiet Room
Break/Lunch Room
Existing Space"
!sting Qty of I - Extend'.
tit BSF Spaces Unit BSF
0
DEPARTMENTAL SUMMARY
10.00 Public Safety - Police Support
Bads 2010 Needs 2020 Needs '1 2040 Neer
Extend Qty of I xtend I Qty of I Extend Qty of Ext
Jnit BSF'. Spaces Unit BSF Spaces Unit BSF; Spaces I Unit
0
i
i
^ a
J
0
^ J
u
8401
i I
BSF: 870 _ BSF: 1;658 BSF: 1,658 BSF: 1,658 BSF: 7,658
SF: s 98 ;G�%s� SF: ( '265 SF: 265 SF: S 265 SF: 266
NEx 'SF f`t , NSF: 906 , . NSF: -] ".1,923 NSF: 1,923 NSR '- 1.,923 NSF: 1,923
BSF: Base Square Feet is the individual space square feet
"Net Factor" is the square footage allowance for circulation, wall thicknesses and panel thicknesses within the department.
NSF: Net Square Feet includes the Net Factor Allowance within the department
ADJACENCY REQUIREMENTS
Central, easy access
SPECIAL REQUIREMENTS
Mens and Womens Lockers/Tollets /Showers: See Section 16 PS Shared Spaces. Police to have own locker Rooms. Toilets and showers can
be shared with Fire Department.
Archive storage will not increase due to electronic filing.
Staff Quiet Room and Lunch /Break Room can be shared with Building staff, not, however with public. See Section 16 PS Shared Spaces.
Move Archive Storage off site.
City of Cottage Grove Space Needs Study
3/23106
12
70
-
44
1
,
12
30
44
1
i
i
^ a
J
0
^ J
u
8401
i I
BSF: 870 _ BSF: 1;658 BSF: 1,658 BSF: 1,658 BSF: 7,658
SF: s 98 ;G�%s� SF: ( '265 SF: 265 SF: S 265 SF: 266
NEx 'SF f`t , NSF: 906 , . NSF: -] ".1,923 NSF: 1,923 NSR '- 1.,923 NSF: 1,923
BSF: Base Square Feet is the individual space square feet
"Net Factor" is the square footage allowance for circulation, wall thicknesses and panel thicknesses within the department.
NSF: Net Square Feet includes the Net Factor Allowance within the department
ADJACENCY REQUIREMENTS
Central, easy access
SPECIAL REQUIREMENTS
Mens and Womens Lockers/Tollets /Showers: See Section 16 PS Shared Spaces. Police to have own locker Rooms. Toilets and showers can
be shared with Fire Department.
Archive storage will not increase due to electronic filing.
Staff Quiet Room and Lunch /Break Room can be shared with Building staff, not, however with public. See Section 16 PS Shared Spaces.
Move Archive Storage off site.
City of Cottage Grove Space Needs Study
3/23106
11.01 [PRIVATE OFFICE
DEPARTMENT SUMMARY
11.00 Public Safety - Police Dog Kennels
)05 Needs 2070 Needs 2020 nEend 2040 Needs
of - Extend Qty of I Extend Qty of Qty of Extend
:es Unit BSF. Spaces Unit BSF Spaces Spaces Unit BS F
BASY+RAU;EO3i.: OF: 0 BSF. 96 BSF: 96 BSF: 96 BSF:
E�FCOt3 _,.v SF: � � G%6 SF: 10 SF: 10 SF: �10 SF:
N�-8M . U%4T T. + NSF: T WINSF: 106 NSF: 106 NSF: 1 106 NSF: 1
BSF: Base Square Feet is the individual space square feet
'Net Factor" is the square footage allowance for circulation, wall thicknesses and panel thicknesses within the department.
NSF: Net Square Feet includes the Net Factor Allowance within the department
ADJACENCY REQUIREMENTS
Close to patrol parking and patrol entrance.
SPECIAL REQUIREMENTS
This dog kennel is to handle officers' dogs while officer is in training, maximum 4 hours. Space should be protected and somewhat heated and
cooled.
Cottage Grove Space Needs Study
HD 06006.001 3/23/06
DEPARTMENT SUMMARY
12.00 Public Safety - Police Communications Center
-:Existing, 2005: Needs 2010 Needs 2020 Needs r 2040. Needs
. Existing ;Qty of Extend Qty of Extend -:: Qty of Extend Qty of Extend " Qty of Extend
Unit BSF .Spaces Unit BSF Spaces. Unit BSF Spaces Unit BSF Spaces. I Unit BSF Spaces I Unit BSF
12.01 PRIVATE OFFICE �.
Communications Sup'vr 1 156 100 0' 0 0_ 0 0 0: 0 0
i
12.02 W ORKSTATIO N
Dispatcher 7 0' 0 0 _ 0 0 0 0 0
TOTAL STAFF SPACES 8 0 0 0 0
12.03 DEPT SHARED SPACE
Com munications Center 390 1 390 440 0 0 01 0 0 0 0 0
Kitchen 50 0 0 01 0 0 0. 0 0
Lockers - 12 B@ 24" 9 ,:0 01
Oj ___ 0 0 0 O
;
B'A &ESARE'atlk`�DA BSR i 390 ,BSF. ,0 BSF: 0 BSF. 0 BS(
% `rp„ % SF: ;.6', SF.. 0 SF: 0 SF: ° >0 SF:
NSF: = 488 I ' NSF: 0 NSF: 0 NSF: ' '0 NSI
BSF: Base Square Feet is the individual space square feet
"Net Factor" is the square footage allowance for circulation, wall thicknesses and panel thicknesses within the department.
NSF: Net Square Feet includes the Net Factor Allowance within the department
ADJACENCY REQUIREMENTS
Away from public acess
SPECIAL REQUIREMENTS
Redundant power and communications
This function is being transferred to Washington County
Cottage Grove Space Needs Study
HD 06006.001
3/23/06
Rev 5/4/06
Existing
Existing Qty of
Unit BSF Spaces
13.01 P RIVATE OFFICE
DEPARTMENT SUMMARY
13.00 Public Safety - Fire Department Administration
o"o ' °' &d 2005 Needs 2010 Needs 2020 Needs , 2040 Needs
Extend 'Extend ,_ Ory of Extend Qty of Extend j Qty of Extend
Unit. BSF` .h Spaces Unit BSF Spaces Unit BSF Spaces: Unit BSF Spaces Unit BSF
_
Deputy Public Safety Director.
1
120
` 1
120
1
120
1
"120
1
120
Deputy Chief
3
120
2
is 240.
2
240
3
360
_ 3
360
EMC Cordinato
1
100
1
"- 100
1
100
1.
". 100
1
100
Fire Marshall
1
100
1
100
1
1"
100
1
100
Emergency Ops Coord
1
100
1
! 100.
1
_1001
1 00F
1 ".
100
1
100
13.02
WORKSTATION
Captain
4
48
4.
". 192
51
240
5''
240
5
240
Secretary
1
64
1
64
1'
64
1..
64
1
64
Fire Fighters' Coord
1
48
1.;
48
1
48
1
11
48
Fire Fighters
36
5
-. 180
5
180
5.'
5
180
Lieutenant
48
1,?
48
1
48
1I.
!'48
1
48
TOTAL STAFF SPACES
13
18
`,
19
20: x .
201
--
13.03
DEPT SHARED SPACE
It
Files
326
1
'326
15
201
300
20
300
20!
300
20
300
Copier /Ptr /Fax Satellite
42
142
48
148
1
48
1i
48
1l
48
Cent Room for 10 to 12
-
.'`228
200
1
'I - 200
1
200
' 1
". 200
1
200
Work a rea for Fighters
5
36
5T
7.80
5 1
180
5'.
.180
5
180
Beverage Station Satellite
0
D
25
1
" 25
IF
25
1
' x :25.
1
25
Janitorial
50
1 "'
50
1
50
1'
- 50
i"
_
50
St aff Toilet Women
64
1
64
1
64
1
64
1
64
Staff Toi Men
1 -
64
1`:
64
1
_
64
1"
64
11
64
Dining Room
` .215
Kitchen
:180
Lounge
305
Bunk
645
_
_
Toilet
- -_
Reception
' : -175
Watch
'232
232
1
232
1
232
1;
232
1
232
M en's Locker /Sh/Toi
X300
Women's Locker /Sh/Toi
"220
_
_
Storage
:.i
T raining
7,138
F itness
BSF: BSF. 1,153 BSF: r 1,163 BSF: ,' 1,163 BSF:
SF: i°,,6, SF: 361 SF: 361 SF: 361 SF:
NE'{.SFib' W NSF: „, NSF:. ;' 1,524 NSF: 1,524 NSF: 1,524 NSF:
BSF: Base Square Feet is the individual space square feet ”
"Net Factor" is the square footage allowance for circulation, wall thicknesses and panel thicknesses within the department.
NSF: Net Square Feet includes the Net Factor Allowance within the department
ADJACENCY REQUIREMENTS
Next to publice entrance with service counter. Fire Fighters work area closer to fire department support spaces.
SPECIAL REQUIREMENTS
Files include training files, records /file maintainence, supply orders, burning permits
Secreatry provides admin duties for chief, deputy chiefs, Emergency Management, and assists public. Also provide accounting for the
department.
Emergency Opserations Coordinator Office to house 3 people.
`Total amount of the existing space is located in the Space Summary Sheet
Cottage Grove Space Needs Study 3/23/06
HD 06006.001 Rev 5/4/06
1,163
361
1.524
DEPARTMENT SUMMARY
14.00 Public Safety - Fire Department Garage
14.01
� - .'Existing
Existing Oty of
Unit BSF ;Spaces
PRIVATE OFFICE
Extend
Unit BSF
.. •
2005
Spices Q f
,
Needs f
Extend
Unit BSF;
2010
Qty of
Spaces
Needs
Extend
Unit BS=
2020
Qtv of
,Spaces I
Needs.
Extend'.
Unit BSF
2040
Qty of
Spaces
Needs
Exter
Unit B
0
0
0
14.02
WORKSTATION
TOTAL STAFF SPACES
0
0
1
00
0
14.03
DEPT SHARED SPACE
SCBA Storage /Fill Stati
_
233
1
233
1
233.
1
233
1
Maintenance, repair, 1
cle aning supply
288
600
1
600
11
600
1
600
1
f
Hose washer, dryer, storage
120
f
120:
1
120
` ; 1
120
1
1
I
Medical Supplies
1
600
JT
600
1
600
1
f
_600
Emergency Operations .. 1_
Center /CPR S torage
204
200
'1
, 200
11
200
_. 1
200.
1
`<
Ham Radio Room
128
1
' 12 6
1
128
11
128
1
I?
Fire Apparatus Bays 51
6,380
1,050
10
10,500
10'
10,500
10
10,500
10
10,:
Mezzanine Storage - 11
384
_
R rnunrl Stnrana
2.000
1
2,000
1'
2 000
":1
2,000
1
2,(
Ambulance _
<i I
Bp�E,g A tAT t F BSF: , BSF. i 14,148 BSF: 14,148 BSF ( 14,748 BSF: 14,14-
_. ., .. v�
1yT#dt�7 ", SF: SF: :2,122 SF: 2,122 SF: ii 2;122 SF: 2,72
°S� _ NSF: :7,256 NSF: 16,270 NSF: 16,270 NSF: 16,270 NSF: 16,27
BSF: Base Square Feet is the individual space square feet
"Net Factor" is the square footage allowance for circulation, wall thicknesses and panel thicknesses within the department.
NSF: Net Square Feet includes the Net Factor Allowance within the department
ADJACENCY REQUIREMENTS
SPECIAL REQUIREMENTS
SCBA Storage /Fill Station: Workspace, compressor, fill station, spare bottle storage, O two bottles, outside wall, fresh air
Maintenance, repair, cleaning supplies: Washer /dryer Qumpsuits and towel), washer (bunker gear), cleaning supplies, flammable liquid storage, oil
Hose Drying Storage: Drying tower, winch method
Medical Supplies: Locker part for drugs, sink, water, mass casualty equipment storage, spare back board storage
Emergency Operations Center/ CPR Storage: CPR training materials and equipment, EMS education and training material
Ham Radio: Secondary Backup to Communications Center
Fire Bays : Ten total, 5 on each side; 50' wide x 106' long x 30' high each, drive through. Includes handling /quality management (OSHA), ability to
be on top of fire apparatus, vehicle maintenance, ceiling lights /fans, fixture spacing, light dispersion
Ground Storage could be mezzanine
Cottage Grove Space Needs Study 3/23/06
HD 06006.001 Rev 5/4/06
DEPARTMENT SUMMARY
15.00 Public Safety - Fire Department Support
I �L
" ' Exsting ,g 2005 Needs 2010 Needs 2020 Needs 2040 Needs
„` µ .. ; Existing Qty of Extend_ .; Qty of - Extend Qty of Extend Qty of Extend ' Qty of Extend
4 _,:, Unit BSF' Spaces Ur3it 8SF x 'Spaces Unit _BSF Spaces Unit BSF Spaces Unit BSF Spaces Unit BSF
15.01 PRIVATE OFFICE
0
0
0
--
0
_..
-
0:
--
0
0
0
15.02
WORKSTATION
_
i
TOTAL STAFF SPACES
0
`
0'
0
D
0
15.03
DEPT SHARED SPACE
_
Mans Loc ker/Toilet/Shw
11%
's 250
Womens Lockedfoilet/Shw '
1
'' 200'
9ayreem
Procurement Storage
200
1
200
11
200
1
200
11
200
Men's Locker Rm (25)
12
: 25
300
25
300
2S
300
25
j 300
Men's Vestibule
44
1
44
1
44
;:1
44
1
44
Women's Looker Rm (15)
"'
12
" " =18
180
15
180
15
180
15
- so
Wo men's Vestibule
44
'''.1
44
t
44
"1
''44
1
44
Decontamination Shower
30
-2
60.
2
60
,2
':60:
21
60
I
B7\S S(9A, iE SLjJ3, Q',1'::: x BSF: ` BSF: +628 BSF: 828 BSF: -828 BSF: E
1A137Q' SF: -S ' SF: 132 SF: 32 SF: 132 SF:
NE SF'AAE 'S b C3Tft NSF PPWW., INSF: 960 NSF' 960 NSF: r' - ' 96 0 NSF: f
BSF: Base Square Feet is the individual space square feet
"Net Factor" is the square footage allowance for circulation, wall thicknesses and panel thicknesses within the department.
NSF: Net Square Feet includes the Net Factor Allowance within the department
ADJACENCY REQUIREMENTS
Mens and Womens Lockers/Toilets /Showers: See Section 16 PS Shared Spaces. Fire Department to have own locker Rooms. Toilets and
showers can be shared with Police Department.
Qayfeem -we be4esat bay
SPECIAL REQUIREMENTS
Flay eea;- te- se�ae�;s rasa., dad= tra;:.ing- reem,�iopa' ' �et-t4o"i ,4QPG4- wtitFR9:
Kitchen: See Section 16 Public Safety Shared Spaces.
'Total amount of the existing space is located in the Space Summary Sheet
Cottage Grove Space Needs Study 3/23/06
HD 06006.001 Rev 5/4/06
DEPARTMENT SUMMARY
16.00 Public Safety - Shared
2006 Needs 2010 Needs
Qty of Extend I Qty of EMei
;paces Unit BSF Spaces Unit E
16.011PRIVATE OFFICE
_STAF SPACES
SHARED SPACE
/_Pt /Fax/Mail Rm
Toilet/Shower
n's Toilet/Shower-
5 Center
rg Rm /EOC
e Rm
0 01
— �0-
0 0
;paces Unit BSF Spaces Unit BSF
0 0 0
0. 0 0. 0
488
11
4881
11
48BI
11
4 88
11
38B
1
388
1�
388
'1
368
i'
400
1
400
11
400
-1
400
1
1,200
1
1,2001
1,200
'1
1,200
1,
1
120
1
12bl
1
120
1
120
t
'; SF: ,�u SF. 01 415. SFS: : 415 S NSF F: 0 41 1 5 SF: 415
`; NSF: ' NSF: 8,1 NF 3,011 : > 8,1 NSF: 3,011
BSF: Base Square Feet is the individual space square feet
'Net Factor" is the square footage allowance for circulation, wall thicknesses and panel thicknesses within the department.
NSF: Net Square Feet includes the Net Factor Allowance within the department
ADJACENCY REQUIREMENTS
Locker rooms for police and fire department to be located with shared men's and women's shared toilet/shower faciity.
SPECIAL REQUIREMENTS
Provide benches in locker rooms.
Lockers to be 24" w x 15" d. Lockers to have outlets for charging equipment.
Men's Toilet/Shower to have 9 showers, 1 HC Shower, 5 water closets, 2 urinals, 6 lays.
Women's Toilet/Shower to have 5 showers, 1 HC Shower, 5 water closets, 5 lays.
Fitness Center to have two universal gyms, bike, treadmil, lifts, eliptical machine, open space for jump rope, etc.
Fitness center available to all.
Kitchenette can be located between the Fire Dayroom and the Police breakroom to serve both.
Kitchen to have cabinets, of unsecured rehab needs, used for meals, special occasions, serving window to dayroom and shared with Police.
Copier /Ptr /Fax/Mail Rm to be centralized. See Section 20, City Hall Shared Spaces
Training Room needs to be 1,200 sf for training up to 50 to 60 people. This is to have the ability to divide up into 3 separate rooms for small training
sessions of 20 people each or meeting rooms of 20 pople each. This area will also serve as the EOC Room when needed.
"Total amount of the existing space is located in the Space Summary Sheet
Cottage Grove Space Needs Study
HD 06006.001 3/23/06
DEPARTMENT SUMMARY
17.00 City Hall - Finance and Administrative Services
17.01 PRIVATE OFFICE
City Administrator
Finance /A.S. Direc
HR Manager
Finance Manger
City Clerk/Risk M(
17.02 WORKSTATION
HR Coordinator
Deputy City Clerk
Accountant
Accounting Clerk
;pacesjI Unit BSFI Spaces I Unit BSFj Spaces I Unit BSFi Spaces Unit BSF
1 144 1 144 1 ` 144 1 144
1 144 1 -_— 144 1 14411 1 144
1 100 1 100. 1 100 1 100
1 100 11 1001 1 100' f i 100
1 100 7 T 1 ooF 00. 11 100
1
1
0
Temp PT's
73
21
146
'; 64
11
64
0
1: 0
1
TOTAL STAFF SPACES'[
17
: 64
17.03
DEPT SHARED SPACE
1i
! 64.
1
64
Conf Rm f 10 to 12 --
64
1
, 64
3
Interview Rm (2 -3)
4
_ 256
4
S. 256.
Staff Toilet Women
256
2
'. 128.
3
Staff Toilet Men
-.
-.. 192
3
192
Financial Files - Secure
60
1
200
1
HR Files Secure
1
64
11
25
City Clerk Files
25
1
'. 64.
1
Copy /Ptr /Fax Satellite
142
.342
Office Stor Cabinets
"64
1'
64
Records
W 12ai
'79E
72
_
Scanner
72
Server Rm
EK
Computer Work/storage
11
20
Hospitality Station Satellite
0
f
;pacesjI Unit BSFI Spaces I Unit BSFj Spaces I Unit BSFi Spaces Unit BSF
1 144 1 144 1 ` 144 1 144
1 144 1 -_— 144 1 14411 1 144
1 100 1 100. 1 100 1 100
1 100 11 1001 1 100' f i 100
1 100 7 T 1 ooF 00. 11 100
1
1
0
-: - -0
1
64
1
'; 64
11
64
0
1: 0
1
64
1
: 64
1
64
1i
! 64.
1
64
r ill
64
1
, 64
3
I: 192
4
_ 256
4
S. 256.
4
256
2
'. 128.
3
192
3
-.. 192
3
192
1
60
1
200
1
64
1
64
11
25
1
25
1
'. 64.
1
64
1
"64
1'
64
W 12ai
2.1
72
2
72
20
20
1
200
11
200
1
.200
_1
200
{..
.80
_
1
60
1
S 80
1
_ 60
1
f. 64
1
64
1
' -64
1
64
1
,:" 64
11
64
1
'64
11
64
t
1
1
48
1'
48
_ 1
' 48
1
2
' 26
2
26
2
i 26
2,
1:
` 120
1
120
1
,' 120
1
1
1
48
- -- 11
48
1
48
1
90
11
90
1
`90
1
60
1
200
11
200
— 1'
11
25
1
25
1
25
1�
BSF. 2,835 - E - BSF: I: ^2,309 BSF: 2,639 65F: 2;639 BSF: 2,E
Nt`FJgit',','3,}'•i , _,#:;F,kv'. E SF: o SF: 715 SF: 818 SF: 818 SR E
NSF: '3;802 _ NSF: 3 022 NSF: 3,457 NSF: 3,457 NSF: 3
BSF: Base Square Feet is the individual space square feet
"Net Factor" is the square footage allowance for circulation, wall thicknesses and panel thicknesses within the department.
NSF: Net Square Feet includes the Net Factor Allowance within the department
ADJACENCY REQUIREMENTS
SPECIAL REQUIREMENTS
Interview Room is to be located close to the front entrance for use by HR and small meetings
Cottage Grove Space Needs Study 3/23/06
HD 06006.001 Rev 5/4/06
' Existing Sp
Existing ( Qty of Extend
Unit BSF Spaces Unit BSF.
18.01 PRIVATE OFFICE
DEPARTMENT SUMMARY
18.00 City Hall - Community Development
Option B
2006,Needs 2010 Needs 2020 Needs 1 2040 Needs
Qty of- Extend'. Qty of Extend Qty of Extend Qty of Extend
Spaces Unit BSF.. Spaces Unit BSF Spaces Unit BSF Spaces Unit BSF
Comm Develop Dir
210
' 1
210
144
.1
144
1
144
1
144
1
144
Planner
225
-: 3'
675
___
120
3
360
3
360
' <3
36031
360
Engineer
240
` 1
240
120
9
720
1
120
!1
120
1
120
Chief Building Official
210-
1
210
120
1
120
1
120
1
120:
1
120
Fire Marshal
_
120
1
120
1
120
`:' 1
120
_ 1
120
18.02
WORKSTATION
Asst. Engineer
89.!
1
. 89
64
1
64.
1
64
' 1
64
1
64
Engineer Tech
89
1.
89.
64
2
128
4
256.
41
256
4
256
GIS Technician
89
1
89
64
1
, 64
1
64
1
64.
1
64
Building Inspector
89'.
3
267
64
3
192
_ 3
192
-. 3
192
3
192
Code Enforcement
89`
1
89
36
°2
72
2
721
'2
72
2
72
Secretary
89
1
89
64
3
'192
3
792
3
192
3
192
TOTAL STAFF SPACES
14
19
21
'21
21
18.03
DEPT SHARED SPACE
Copier /Ptr /Fax Satelite
30
'1
30
1
30
1 1
30
1
30
Files
1
150
1
150
1
150
(:1
150
1
150
Lay Out Space
100
1
" 100
11
100
1
100
1 1
100
Break / Goof
196
1
'. -'196
_
— —
BAS a AI E 54.18Tfl1' BSF: , 2,268 „BSF. i 1,856 BSF: 1,984 BSF ' 1,984 BSF:
nly` . ¢,'Q(j '., g SF: _ SF: " 575 SF: 615 SF: '.. 615 SF:
NSF: '2,986 NSF: 2,431 NSF: 2,699 NSFs. 2;599 NSF:
BSF: Base Square Feet is the individual space square feet
"Net Factor" is the square footage allowance for circulation, wall thicknesses and panel thicknesses within the department.
NSF: Net Square Feet includes the Net Factor Allowance within the department
ADJACENCY REQUIREMENTS
SPECIAL REQUIREMENTS
The spaces for the staff in the existing "W orkStation" column are an average.
1,984
615
2,599
Cottage Grove Space Needs Study 3/23/06
HD 06006.001 Rev 5/4/06
DEPARTMENT SUMMARY
19.00 City Hall - Shared Space
19.01
19.02
PRIVATE OFFICE
WORKSTATION
Existing Space
Existing
Unit BSF
Qty of
Spaces
!
Extend
Unit BSF
Proposed
Unit BSF
' 2005
Qty of
Spaces
Needs -
Extend.
Unit BSF.
2010
Qty of
Spaces
Needs
Extend
Unit BSF
' 2020.Needs
Qty of I
Spaces
. :'
Extend
Unit BSF
2040
Qty of
Spaces
Needs
Extend
Unit BSF
TOTAL STAFF SPACES
0
"'0
0
0
0
19.03
DEPT SHARED_ SPACE
i
Lobby
11,
701
900
1
" 900
1
900
`:1
900
1
900
Public Toilets
4
, i 36B
200
2
400
2
400
2
400
21
400
Council Chambers Seati
908
11,
' 908
850
1'
850
1
850
1
850
1
850
Council Members' Table
405
11
405
200
1
200
1'
200
":. 1
200
1
i 200
Council Work Area
120
::1
120
1
120
1
120
_ 1
120
Coats
100
1
100
1
100
1
100
1
100
Central Work/Mail Rm
240
!:1
240
1
240
1
240
1
240
Vending
17
5J'
85'
5
85
` 5
-85
5
85
Kitchen
200
1
"" 200
1
200
1
.200
1
200
Lunch Room
- 484
485
1
485
1
485
:: 1
2
1
485
Community /Case Mgt
350.
500...
_ 1
" ... " 500'
1
500
,; 1
500
_ 1
500
Conf Storage Room
150
,1
150
1.---
150
'' 1
150
1
150
Custodian
;.
50
-1
50
1
50
1
50
1!
50
Receiving /Dock
300.
1
:300
11
300
. 1
300---
1
300
Storage
300
"1
300
1
300
1
`. 30011
300
3dS'S,Aft,,;?`Sf-1BT0T'X,C
.`
BSF: -° 3,216
SF:
,=
. 6.46`
BSF: :4;880
SF: . 781
BSF: 4,880
SF: 781
BSF:- 4
SF: r: + 781
BSF: 4,880
SF: 781
NEI`S 1R_ 0 TQA 1NSF: INSF: 5661 NSF' 5661 NSF: 5661(N6I-: Sbtit
BSF: Base Square Feet is the individual space square feet
"Net Factor" is the square footage allowance for circulation, wall thicknesses and panel thicknesses within the department.
NSF: Net Square Feet includes the Net Factor Allowance within the department
ADJACENCY REQUIREMENTS
Centrally located, accessible by public without going through city offices. Accessible by staff.
SPECIAL REQUIREMENTS
Service Windows to be visible to public from lobby. Provide kiosk for announcements.
Public toilets to be off public lobby.
Council Chambers to accommodate 54 audience members. Room to be able to be divided up into 3 sections with 2 sections to allow for meeting
of 24 to 25 people each.
Council table to accommodate 4 council members, mayor, city administrator, secretary, City Attorney, one extra. Provide monitors in table.
Provide technology for closed circuit TV, satellite connections, Plasma TV, Overhead projector, lecture with connections for lap top, presentation.
Kitchenette to serve council chambers and community rooms.
Conf. Storage room to store folding tables, chairs, mats. -
Dock to accommodate mail truck, FedEx, delivery of supplies, etc., staging area. Storage room off dock to be secure.
Central Work/Mail room to accommodate all incoming and out going mail, large copy projects, office supplies, and counters.
Provide storage (closets) in conference rooms.
Provide extra outlets for power, phones and data in room to sure as EOC. Provide redundant power, communications.
Lobby to be one story and provide over flow for Council Chambers.
Locate Community /Case Management as part of the lunch room and provide acoustic floor to ceiling movable partition to divide up
Community /Case Management into tow meeting rooms at 12 to 13 people each and allow this space to be able to combine with the Lunchroom
allowing for a room to hold meetings of 45 to 55 people.
*Total amount of the existing space is located in the Space Summary Sheet
Cottage Grove Space Needs Study
HD 06006.001 3/23/06
Projected General Government and Public Safety Staffing
to 2030 and 2040 (preliminary; April 12, 2005, updated 5/2010)
58,000 66,000 /1,000
Dept. /position 2030 FTE's 2040 FTE's Office Style Target
Public Safety
Director
1
1
A
Deputy Director
4
4
L
Sergeant
11
11
H
Investigator
4
5
H
Paramedic /Patrol
36
42
Squad Rm.
Patrol
16
20
Squad Rm.
Subtotal
72 (67)
83(76)
14
Fire Marshall
I
1
H
Firefighter
4
5
E
Subtotal
5(5)
6 (6)
H
Mgmt Analyst
2
2
H
Clerical
7
8
H
Records
2
2
lI
Investigative Aid
2
2
H
Subtotal
13 (12)
14 (13)
Subtotal
90 (84)
103 (95)
Part-Time
Fire Fighters
80 (79) 91(90)
Clerical 2 2 E
CSO 5 6 E
Subtotal 7 (7) 8 (8)
Finance and Administrative Services
City Administrator
1
1
A
Fin. Dir.
1
1
B
HR Manager
1
1
L
AFD
1
1
L
HR Coordinator
1
1
H
City Clerk/ Risk Mgr
1
1
L
Dep. City Clerk
I
1
14
Accountant
1
1
H
Acct. Clerk
4
4
H
MIS
2
2
H
Mgmt. Analyst
3
4
H
Secretary
1
2
H
1.15/
.09/
.20/
1.37/
.122
Receptionist 1 1 H
Subtotal 19 22
Community Development
CD Director
1
1
B
Planner
3
3
L
GIS Technician
1
1
H
Engineer
NA
NA
L
Asst. Engineer
NA
NA
N
Eng. Tech
NA
NA
M
Chief Bldg Official
1
1
J
Bldg Inspection
3
3
M
Code Enforcement
1
1
E
Secretary
3
3
H
Subtotal
14
1.7
Subtotal GG
33 (34)
39 (39)
Total* 130 (125) +POC 150 (142) +PQC
Room Sizes CONFIRM
A: 198 SF. Enclosed w/ 4 person table
B: 1.43 SF. Enclosed w/ 2 person table
C: 30 SF. Open
D: 36 SF. Open
E: 42 SF. Open
G: 56 SF. Open w/ 2 guest chairs
H: 63 SF. Open
J: 140 SF. Open w/ plan storage/ 2 guest chairs
K: 100 SF. Open w/ drafting table / 1 guest chair
L: 120 SF. Enclosed or Open w/ 2 guest chairs
M: 81 SF. Open with plan storage / drafting table
N: 88 SF. Open with plan storage / drafting table
Plus squad room
Total
Design and set up services/ mist.
.59/
a
2 total
$ 20,OOC
2 total
$ 1O,00C
0($3,500/)
0 total
($3,800/)
12 total
$ 54,000
0 total
($5,0001)
47 total
$235,000
1 total
$ 9,000
0($8,500/)
10 total
$ 90,000
3 total
$ 9,000
0 total
($3,500/)
76 total
$427,000
18
$ 54,000
$481,000
$ 34,000
Total Budget: $515,000
12' -0"
0
F 17
I
'A' PRIVATE OFFICE 144 SF
20' of Worksurface
20" x 60" Table
6 Chairs
12' of Shelving
12' of Shelving
10' -0
0
17
J
'C' PRIVATE OFFICE 100 SF
13' — "6" of Worksurface
36" dia Table
4 Chairs
13' -6" of Shelving
13' -6" of Shelving
!A DOBBS CITY OF COTTAGE GROVE
MINNESOTA
2
2
. . . a
220 S. Sixty St, Suite 165 65 SPACE NEEDS STUDY
Ml ones Pe tts MN SPACE STANDARDS
5 5 4 0 2 - 2 9 2 9
Tet.612.338.4590
www „,.ones, 9�
Gan Pia 4042
'B' PRIVATE OFFICE 120 SF
20' of Worksurface
48" dia Table
5 Chairs
10' of Shelving
1.0' of Shelving
10' -0"
i_.
I.
'C' PRIVATE OFFICE 100 SF
18' of Worksurface
36" dia ?able
4 Chairs
10' of Shelving
10' of Shelvina
R - -n
Cl' PRIVA
OFFICE 80 SF
16' of
Worksurface
D
I I
I
I
I
—
I
10 of
Cl' PRIVA
OFFICE 80 SF
16' of
Worksurface
36" dia
Table
2 Chairs,
Pad Ped
10 of
Shelving
10' of
Shelving
I
I
'H1'WORK STATION 64 SF
16' of Worksurface
6' @ 30" deep
File, Dian Storage
1 Chair, Pad Ped
8' of Shelving
'E' WORK STATION 48 SF
14' of Worksurface
File
1 Chair, Pad Ped
8' of Shelving
D' WORK STATION 36 SF
10' of Worksurface
FI Ie.
Chair
6' of Shelving
S CITY OF COTTAGE GROVE Date: 23 MARCH 200
MiNNesorn Proj No: 06006.001 1
/
U. S. SIZth Sk, SUlte165 SPACE NEEDS STUDY Scale: 1/4" = 1' -0"
Minne xpolls, MN SPACE STANDARDS
55402 -2929
TH 12.33 ®.4590
Fex. 61
2 .3 3 T. 8042
'H ''L ' N' WORK STATiON 64 SF
14 of Worksurface
2 Files
1 Chair, Pad Ped
8' of Shelving
HARD INTERVIEW 80 SF
-0"
0
0
I�
CD
SOFT ! NTERVIEW 120 SF
T
Seating
Presenter
L C OUNCIL MEMBERS' BOARD TABLE AREA
i
COUNCIL MEMBERS' Seating
WORK AREA t)-X' A
i
H A D ou
� `�
CIIY OF COTTAGE GROVE
MINNESOTA
Date:
MARCH 200
U
i
HARD INTERVIEW 80 SF
-0"
0
0
I�
CD
SOFT ! NTERVIEW 120 SF
T
Seating
Presenter
L C OUNCIL MEMBERS' BOARD TABLE AREA
i
COUNCIL MEMBERS' Seating
WORK AREA t)-X' A
i
H A D ou
� `�
CIIY OF COTTAGE GROVE
MINNESOTA
Date:
MARCH 200
Proj No: o:
06006.001 1
" " "' " " ° ° ° ° ' "` ° "
220sai:msi,,,irsi6 ° s
SPACE NEEDS STUDY
Scale:
1/4" = 1 ° -0"
Mi°°eep 011 x, MN
SPACE STANDARDS
55402 -2929
Tel. 612. 338. 4590
F._612.33T.4042
To: Mayor and City Council
From: Ryan R. Schroeder
CC: Department Directors
Date: _ D,
Re: Future Facility Cost Scenarios / Project Options
On May 17, 2006 the Hay -Dobbs Architectural firm presented a Preliminary Space Needs
study which projected a 2040 need to increase our current general government, police and
fire space allocations of 38,155 square feet at City Hall and Fire Station #2 to 78,502 square
feet at a consolidated facility proposed fore the City controlled site at W , Street and County
Road 19. The purpose of this workshop is to review the project options and to attempt to
narrow the project scope choices for further analysis.
There are various project options available for City Council consideration. We have identified
seven (7) construction options plus five (5) subset options that suggest sale of either the
current City Hall or Fire Station #2 or both. The attached spreadsheet identifies subset (sale)
options as 3A, 4A, 5A, 6A, and 6B. Each of these subsets would include sale of the City Hall
and assume a market value of $1,951,440 for this property (this is based upon a square foot
value estimate not an actual appraisal). The project cost for option 6B assumes sale of Fire
Station #2 at $1,009,302 (based on similar square foot values to City Hall). Option 5A would
provide the opportunity to also consider sale or reuse of Fire Station #2 but the resulting
proceeds from such a sale is not assumed in the project cost numbers (which, again would
be reduced by the $1,009,302 estimated market value).
In December, 2005 we projected a project cost range up to $14,732,500 for a 70,991 square
foot project. The Hay -Dobbs space needs study estimates a project cost range from
$12,405,846 to $16,789,705 for a 74,679 square foot project (plus site, FFE and other costs
which staff projects at $2,705,000 for the largest of the project options). Our staff estimates
for purposes of this workshop include a maximum projected project cost of $18,113,971 for a
78,502 square foot project (including site and FFE). The variance in project size between
Hay -Dobbs and this staff estimate results from shared public safety (police and fire) space
being dropped from the project estimating in error in the Hay -Dobbs report (but included in
the programmed space). The difference in pricing results from the staff inclusion of site and
FFE costs outside of the Hay -Dobbs study scope. (The net is that there is very little
difference in project scope and pricing between staff and Hay -Dobbs after adjusting for site
and similar considerations).
We are not proposing that Council pursue the largest of the project scenarios at this time. In
fact, the scenario choices identified to date range from $3,962,771 up to the larger project at
$18,113,971. Further, at this point in time we have not attempted to pursue any changes in
projected space square footages within the office area of the potential projects and certainly
there is opportunity for that to occur. However, at this point we are suggesting that Council
review the project scenario options pointed toward the year 2040 space needs for the most
part (we are suggesting that garage and apparatus space can easily be exceptions to that
statement as readily expandable space in the future, which is not the case for actual office
areas).
We have included the following exhibits:
1. Spreadsheet entitled "City Facilities Sample Project Scenarios" which identifies potential
projects noted above ranging from a 14,881 square foot general government building up
to a 78,502 square foot multi - departmental building.
2. Narrative entitled "June 2006 City Facilities Sample Project Scenarios" which provides
the assumptions used in project estimating and also provides short descriptions of each
of the primary project options.
3. Memo from Director of Public Safety Zurbey dated May 25, 2006 entitled "Space Needs
Study — Input on Phasing" which recommends design to a phasing plan, construction of
shell space which is not built out within an initial phase, and elimination of the Fire
apparatus bays in favor of a northern tier Fire station at some point in the future (while at
the same time allowing for Fire administrative personnel to be included in the Public
Safety portion of this project in the initial phase).
4. A memo from Finance and Administrative Services Director Ron Hedberg regarding
funding options and fiscal ability of the City to conduct various sized construction projects
5. A copy of the May 12, 2006 Hay -Dobbs Space Needs Analysis Report.
While there are seven base options identified for your consideration at this time we are
suggesting that you refine the choices to some smaller number. Staff would take that
direction to further refine project scope choices and financing projections. We would suggest
that project scenarios 7, 1, 2, and 3A could reasonably be pursued at this stage (from a fiscal
perspective). While we do not believe the other options are within a comfortable funding
range we would request any direction you may suggest on those larger projects from a long
term planning perspective (i.e. should we continue to provide for site and phasing to allow
those projects to occur at some point in the future but discard them from a near term
construction perspective ?). A final option, of course, would be to delay consideration of the
project until such time as we are able to provide additional funding capacity.
Council Action: Based upon discussion.
Space Needs Options JUne2006
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J� 'a I
To: Mayor and City Council
From:Ryan R. Schroeder
Date: May 6, 2005
Re: City Facilities
At an April 20, 2005 workshop the City Council reviewed various materials relating to
potential City facilities including a general government building including City Hall,
police, and fire uses, an ice arena expansion, and a community center to include,
perhaps an aquatic center /pool. At the workshop consensus appeared to be to strive
toward construction of a general government building with any future projects
contingent upon voter referendum approval.
Staff reads the direction therefore to concentrate on the general government project.
We would not anticipate concentrated efforts on any of the other noted projects
absent additional council action /direction or a change in events /circumstances such
as an opportunity for a collaborative project with a third party (i.e. school district,
private sector).
The current City Hall was built in 1968. At that time the population of the community
was approximately 12,200. There was an addition put on the building in 1973. In
that year the population of the community was approximately 15,300. The police
garage was added in 1985 (population of 20,800). Our current population
projections are:
2008: 37,000
2020: 51,000
2030: 58,000
2040: 66,000
Our staffing within general government and public safety is projected to rise with the
population as follows:
Department
2005
2030
2040
Finance /Administration
13.83
19
22
Community Development
8.5
17*
20*
Public Safety
56.48
107
122
Total Full Time Equivalents
78.81
143
164
* includes an allocation for engineering
staff
Paid On Call Fire
55
80
91
When the present day City Hall was constructed Cottage Grove was a relatively
young and small City (and organization) probably with limited ability to provide for the
growth of staff and facilities needs of the next three decades on the front end (which
resulted in a building addition just five years after initial construction). Just eight
years prior to taking on the City Hall construction project in 1968 the population of the
community had been at 4,851 (1960 census). Today Cottage Grove is the 19
largest metro area suburb and the 24 largest City in the state with a population at
about 33,000 to 34,000.
In 1969 the total market value of the community was $8.6 million. In today's dollars
that is an equivalent of about $70 million (@ 6% annual appreciation). In 2005 the
community's market value is roughly $2 billion. We are currently able to retrieve
staffing records back to 1988 at which time there were 14 general government and
33 police department personnel (sworn and non - sworn) operating out of this building.
Projecting backwards there were likely 25 City employees within this building at the
time of construction (up to 75 currently without the addition of fire personnel). We
know that the community will continue its historical growth pattern. We know,
therefore, that there will be necessitated staffing growth to support this population
base. As noted above, that staffing growth is projected to settle in 2040 at just over
twice the present day staffing complement. This staffing growth is projected to be at
a somewhat lesser rate than has occurred over the past 30 years due to efficiencies
gained within the operation. Nonetheless, as Council has appropriately identified it
should not be expected that the present City Hall facility can provide for that level of
staffing.
The current City Hall /Public Safety building is approximately 28,000 square feet of
which 6,480 square feet is dedicated to garage space (leaving about 21,500 square
feet to office uses, common space, and Council chambers (8400 of which is
allocated to the police department)). Staff has begun the process of needs analysis
for future building space. However, as reported on April 20 initial projections to
house this operation adequately for a 2030/40 population are:
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General Government:
Public Safety:
Garage and Apparatus Bays
16,000 to 20,000 square feet
19,000 to 25,000 square feet*
15,000 square feet **
** includes relocation of Fire Department Station Two personnel to the public safety
portion of this building
Washington County will begin construction of its 60,000 square foot South Service
Center at 90 Street and County Road 19 within the 2005/2006 timeframe. In order
to effectively provide for that project we anticipate construction of a leg of the East
Ravine Parkway beginning at a realignment of 90 Street at the intersection with
County Road 19 and thence east and north through the South Service Center site
with a termination near the northern portion of the 22 -acre site controlled by the City.
The City, in agreements with Washington County and the Metropolitan Council, has
until 2015 to utilize this site, presently Ravine Park property, for government center
uses. In turn, that 22 acres will be replaced by attachment of additional property to
the Ravine Park which land has a character and amenity value more in keeping with
the balance of the Ravine Park than does this 22 -acre parcel. However, it is
expected that the South Service Center site and the City site will jointly serve as a
Park entrance and Trail Hub for the Ravine Park.
We are currently working on a project scope for design /engineering /construction of
the portion of the East Ravine Parkway relevant to these facilities projects.
From the Council workshop discussion we believe the project schedule would
reasonably expected to be:
2005 2006 2007 2008 2009
1. In -house space needs analysis x
2. Master planning 22 -acre site x
3. Architectural preprogramming x
4. Schematic Design x
5. Final Design x
7. Occupancy
x
x x
x x
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If the above is a reasonable schedule we would need to allocate resources within
this budget year. Those resources would be an expenditure of staff time along with
$20,000 from the Building Replacement Fund for outside consulting architectural
assistance. Additionally, within the 2006 budget year we would need to identify a
source for $90,000 for schematic design along with some portion of the cost of final
design (total cost of final design estimated at $490,000).
Our project management team would include:
A. City Administrator
B. Director of Finance and Administrative Services
C. Public Safety Director
D. Community Development Director
E. Chief Building Official
F. City Engineer
This team would be charged with insuring that the project parameters are followed,
the project remains on schedule and on budget, and that staff buy -in of the vision
and parameters occurs. Within each department there would be additional
committee structure to review various project aspects such as technology needs.
These departmental committees would be most important on the front end of this
process.
We would propose an oversight committee of the City Council and perhaps City
Commissioners. That committee would ensure that the project management team
understands and addresses the project vision and to parlay that vision to the
community. This project is proposed to meet the needs of this community for the
next thirty years or longer. A portion of the individuals working on this project may
not ever be housed within the resulting building(s). It is important to remind the
public of this fact and that this project is being proposed to meet the needs of the
community (not existing City staff) over the long term. We would request direction on
oversight committee membership and size.
The project as noted above is estimated to include 45,000 square feet of office and
15,000 square feet of apparatus and police garage space. Construction cost for that
project size is estimated at $8 million with a total project cost of $12 million (including
architectural, site work, furniture fixtures and equipment, and the like). Project
funding is proposed from resale of existing land and facilities and use of the building
replacement fund and other fund reserves. As noted in the April workshop sale of
existing City parcels could substantially contribute toward the capital cost of the
project; this land sale and use of reserves, however, would not be expected to cover
project costs in total. Therefore, in addition to the above sources a bond issue and
resulting debt levy would be required. The exact size of that issue and resulting levy
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would be dependant upon year of construction, final project cost, and extent of use of
reserves and other funds. As part of the review of the Capital Improvements Plan for
2006 we will need to revisit the above noted project timeline within our expected
available resources. Within the 2005 -2009 Capital Improvements program the City
Hall /Police Station is noted as a $9 million levy / referendum project in 2009. That
same year notes a $12 million Community Center and $1.2 million athletic facility
land purchase. In order to move this project up to 2007/8 it would be expected that
those projects would be delayed further. At the Council budget workshop of May 4,
2005 staff was directed to provide an analysis of potential debt levy capacity. A
preliminary analysis is attached for your review.
At this point it is requested that Council confirm the above conceptual project scope
and timeline. We also are requesting that Council allocate $20,000 from the Building
Replacement Fund to provide for consulting services to more accurately define the
project scope /scale and therefore to confirm or alter our understanding of potential
project costs.
Council Action: By motion direct staff to provide additional analysis of a projected
2007 -2008 police /fire /general government allocating $20,000 from the Building
Replacement Fund for that purpose.
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