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HomeMy WebLinkAbout2010-07-07 PACKET 08.A.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM # DATE 7/7/10 PREPARED BY: Administration — Ryan Schroeder ORIGINATING DEPARTMENT DEPARTMENT HEAD COUNCIL ACTION REQUEST: Review new Public Safety/City Hall building Communication Plan STAFF RECOMMENDATION: approve communication plan ACTUAL AMOUNT APPROVED DENIED ❑ ❑ F ❑ F F F ❑ F ❑ BUDGETED AMOUNT ADVISORY COMMISSION ACTION: ❑ PLANNING ❑ PUBLIC SAFETY F PUBLIC WORKS ❑ PARKS AND RECREATION ❑ HUMAN SERVICES/RIGHTS F ECONOMIC DEV. AUTHORITY 0 SUPPORTING DOCUMENTS: ley- A1 1111131 REVIEWED El El El El 11 El El ❑ MEMO/LETTER: ❑ RESOLUTION: F ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: F OTHER: communication plan ADMINISTRATORS COMMENTS: 4 hr City Administrator Date COUNCIL ACTION TAKEN: APPROVED F DENIED E]OTHER http://l 56,142.9.3/intranat/Administration Forms/City Council Action Form - Read Only.doc From: Gail Griffith and Kenneth Smith Date: July 2, 2010 Subject: Communications Plan for Public Safety /City Hall building project The Communications Committee for the Public Safety /City Hall building project has been selected. Below is the communications plan we have developed. Committee Members Gail Griffith - Chair Ken Smith — Co -Chair Mike McCormick Matt Foucault Patti Dillon Joanne Bixby The City of Cottage Grove is a complex organization which serves over 34,000 residents, businesses and visitors. Sharing information with City employees and the public regarding the size, scope and impact of any new city construction project is necessary in order for departments and the public to adequately plan for potential disruptions to their operations and their use of the public safety building infrastructure. The level of public communication provided should be proportional to the size of a project and the potential level of disruption. There shall be internal communication and external communications based on the scope and size of a given construction related activity. All communications should be made by Gail Griffith, Ryan Schroeder, Mayor Bailey or Ken Smith. Communications Communicating our message will be handled through press releases, social media, cable, and newsletter, community meetings, media interview, tours and marketing videos. Goal Our goal is to always communicate a clear message starting with what we are doing, why we are doing it, how the community will benefit, what partners (if any) we are working with, what estimated costs are, timelines and locations. Our message will be clear and concise. Our goal is to have a consistent message, understanding that changes may occur throughout the course of the project which will need to be communicated. Budget Our anticipated budget for communication materials is ( +) or ( -) $1,000 Communication Topics History of current building Planning process • History of remodel • 2005 Space needs study • Building fund • Financing — impact on taxpayers Site selection • Location of new complex • What complex consists of (i.e. YMCA, Library, Community Center, etc.) Construction • Identify Contractors and their qualifications • Timeline • Road closures • Soil removal • Technologies available in the new building • Green messages /innovation in products and technology • Update information on our web page (construction camera) Community tours of existing facility Scheduled visits for school age children to visit building under construction Location of complex model for citizen viewing Resident opinions • Testimonials from public • Open house upon project completion What is Our Message /Mission The City of Cottage Grove is in the planning stages for a new Public Safety /City Hall building to replace the current Public Safety /City Hall Building. The current building was built in 1968 and expanded in 1973. In 1985 the Public Safety garage was added and remodeling occurred again in 1995. The current building houses the Divisions of Police, Finance, Administration, Planning and Inspections. A 2006 Space Needs Study was updated earlier this year as an aid in planning for a building that would provide for the needs of this community into 2040 and beyond. At the time of the last expansion of the current building, 1985, the population of Cottage Grove was 20,800. The current population is just over 34,000 and is expected to top 53,000 by 2030. Despite these population projections it is the City's intention to maintain the same quality of service in all areas of Public Safety, Parks and Recreation, Public Works and General Government. It follows that with increasing populations comes increases in City service demand which will be beyond the capacity of this building to support. The Cottage Grove City Council met on June 2, 2010 to provide direction toward replacement of the current building with an approximate 58,000 square foot Public Safety /City Hall project about 15,000 square foot of which is necessary for secure, temperature controlled squad parking. The construction estimate for this project is $11,405,000. The budget also includes $2,015,085 for site improvements, $515,000 for furniture, fixtures and equipment, $1,026,450 for environmental, site evaluation, architectural services and other professional services, $1,306,800 for land acquisition and related costs and $731,665 for contingency items for a total project cost of $17,000,000. At its June 16, 2010 meeting the Cottage Grove City Council reconfirmed the East Ravine site off 85 Street and Keats Avenue which had been selected by a prior City Council in 2005 for the location of the new Public Safety /City Hall building. Future decisions as they relate to the design, construction and expenditures of funds for this new building will be made by the City Council whose meetings are open to the public and are held on the first and third Wednesday of every month in City Hall. Why Build a Public Safety /City Hall Facility Now? 1. T he Cottage Grove Police Department has outgrown its current space 2. The prisoner holding areas are not in compliance with BCA Standards 3. There is inadequate space between personnel and suspects 4. CJIS security standards not currently met Inability to hard wire new technologies due to space limitations and electrical setups 6. Opportunity to consolidate the Fire Division and EMS coordination with the Police Division 7. Expectation of favorable bidding environment; cost for construction materials are lower now than they have been in over a decade 8. Financing costs currently favorable (AA+ / AA1 bond rating) 9. Have set aside cash sufficient to provide minimal taxpayer impact 13. The option to build on the East Ravine site runs out in a few years 14. Partner projects provide opportunities to plan for larger campus 15. Space Planning began in 2005; occupancy in 2012; planning has been deliberate allowing for a sound financial plan How Do We Communicate Our Message It is imperative that the public be well informed about this project. Communication tools will include: 1. City's Newsletter which is published the 15 of every month 2. Press Releases which can immediately proceed or follow milestones for time sensitive information 3. Social Media (City's Web Page, Facebook, Nixle). The City's web page will be the main collection point of information. All communications should direct readers and listeners to our web page for comprehensive and up to date information 4. Cable TV which is broadcast every day for an entire month with features about the construction and or public service announcements 5. Encourage residents to attend Community Meetings /Council Meetings where details about the project will be discussed 6. Media Interviews with designated City officials and designated construction personnel 7. Flyers for local businesses, schools and community events 8. Create video tour of current facilities highlighting inadequacies which can be shown on cable, in the City Hall lobby kiosks, at community events and placed on the internet and you tube 9. Conduct routine tours of our current space 10. Communications Committee will meet with local media to outline communication plan 11. Update City staff by Monday news and Third Thursday events encouraging them to follow construction progress and provide a uniform message to residents 12. Display architectural model, construction drawings, conceptual drawings, and other visual -based media for public viewing in central locations When Do We Communicate Our Message • Daily, weekly and monthly depending upon when relevant project thresholds are approached and or met. We have a tentative schedule for design and construction. It is our intention to release brief statements concerning key phases associated with this schedule. • The Communications Committee will use the various methods of communication depending upon the announcement. Facebook and Nixie give us the opportunity to post construction related events any time of the day or night and receive instant feedback. • The Newsletter lets us blanket the community with schedules and key long term project information. The Newsletter is ideal for information about site selection, contractors, environmental efforts, new technologies, road closures and timelines. • Once we have this information the public and our partners should know who is doing the design, how many firms bid on the project, what the bidding process involved, who was chosen and how close they came to the engineering estimate. Representatives from architecture and construction firms should be on hand at all community events to answer questions and share pictures of their work from other locations. When it is safe for the public to enter the building we should hold "hard hat' tours. • Our City leaders and construction partners will welcome the opportunity to talk to community groups and will bring information to civic, business, senior and community organizations as we reach significant milestones in design and construction. • Include officials from other governments/ agencies to participate in tours, along with former members of Council and current City Commissioners and volunteers On 7/7/10 Council will adopt the communication plan which highlights what our message will be, who shall receive it, how they will receive it and when they will receive it. Communication will be external and internal and receive budget documentation. On 7/13/10 the City is expecting architectural RFP's from three firms. The deadline is noon. The City directed the firms to address the design areas of sustainability, construction that makes a statement of stability, success and strength, operating efficiencies, accessible to technology changes and expandable. The City has scheduled architectural interviews for 7/21/10. Each interview should last about one hour with a 30 minute break in between. Interviews will be conducted by Mayor Myron Bailey, Council Member Pat Rice and the members of the Project Team. During the week of 8/9/10 the City will initiate a final review of the space needs update prior to the arrival of the architects. At the 8/11/10 City Council meeting the City Council will approve the contract with the chosen architectural firm. On 8/17/10 the Public Safety Commission will review the project plan and schedule On 9/15/10 the staff will update the City Council on the schematic design and adopt the programming plan On 9/15/10 the City Council will authorize acquisition of the selected site and the phase one environmental review of the selected site and approve the deed transfer process On 9/21/10 the Public Safety Commission will review project information to date On 9/27/10 the Planning Commission will review the site for CUPNariances On 10/1/10 property closing On 10/4/10 the site engineering process will begin On 10/19/10 there will be a SWWD Board review of the Droiect On 10/20/10 there will be Council update of the schematic design On 10/25/10 if needed there will be an alternate Planning Commission Review of the design On 11 /10/10 is anticipated that the Schematic Design will be completed On 11/17/10 the City Council will accept the schematic design /pricing /direct final design On 8/10/11 the City will approve the plans and specs and set a bid date On 9/15/11 the bids will be received On 9/21/11 the bid will be awarded On 10/3/11 notice will be given to the contractor to proceed and break ground