HomeMy WebLinkAbout2025-07-16 City Council Special Meeting Minutes
COTTAGE GROVE CITY COUNCILJuly 16, 2025
12800 RAVINE PARKWAY SOUTH
COTTAGE GROVE, MN 55016
TRAINING ROOM-6:00 P.M
1.CALL TO ORDER
The City Council of the City of Cottage Grove, Washington County, Minnesota, held aSpecial Workshop Meeting on
July 16, 2025, at Cottage Grove City Hall, 12800 RavineParkway.Mayor Bailey called the meeting to order at
6:00 p.m.
2.WORKSHOP - OPEN TO PUBLIC
Facility Assessment Report Workshop
Staff Recommendation: Receive information from Kraus-Anderson regarding their facility assessment/capital improvement estimates for City Hall/Public Safety Building and the Central
Fire Station.
Mayor Bailey said this workshop is for the Facility Assessment report. Mauri Solomon and Megan Livgard are here, so welcome, and I guess we’ll kick this over to you.
Ryan Burfeind, Public Works Director, said while Mauri gets up there, I’ll do a little bit of background real quick. They’re both from Kraus-Anderson and they did a Facility Assessment
for this building and the Central Fire Station. A similar assessment was done recently, maybe last year, at the HERO Center, and that went really well. They’re really important planning
tools right now, and we’re here to talk about the results of that. It’s really looking out actually 20 years for both buildings. They’re obviously very expensive facilities, and we’ve
kind of been living in that nice grace period of being really new buildings and pretty low maintenance costs, but we want to plan appropriately for bigger expenses down the road. They’ll
talk about this, like I said we’ve got this 20-year plan; it doesn’t mean we would do everything exactly when that shows, but we have to start thinking about these bigger costs to make
sure we’re prepared when we have those. Certainly, tonight is more about what did we find, what are the results, what’s the data, and then of course we have budget discussions the next
two Wednesdays and a CIP discussion the Wednesday after that. So, there’s a lot more discussion to come on this topic. With that, I’ll turn it over to Mauri for the presentation.
Mauri said thank you all for having me here, as well as Megan, we’re very appreciative. It’s been a pleasure to work with theCity’s team. This was really a great opportunity because
normally we don’t get the opportunity to be proactive in our facility assessment approaches; a lot of the times when we’re doing facility assessments, cities and counties, municipalities
that we work with are in a position of almost panic mode, we don’t have a plan, and we are beyond our plans, we’ve got urgencies. So, kudos to the team that they’re doing a proactive
approach. Really this is talking about that 20-year plan, and we’re really going through what your roadway over the next 20 years is going to look like. Feel free to stop me at any time
if you have questions, we don’t need to be super formal here.
So, the agenda for tonight:
Executive Summary: We’ll do a high-level view of the costs and what we found
Facility Condition Index (FCI): We’ll talk about what that is, where it came from, and why we use it
Expected 20-Year Annual Maintenance Plan and Capital Improvement Plan: We’re going to touch on the fact that there is some inhouse and roadway items that are in the plan that actually
you guys will perform, do inhouse; we wanted to break that out just so we’re clear on certain scope of items there. We’ll talk about the 20-year plan in terms of the divisions of construction;
so, we’ll talk about what those biggest pieces of pie are, so HVAC or roofs, things like that, you’ll see where that money needs to be going towards.
Condition/Criticality Breakdown, by Facility
High Level Facility Condition Assessment: Overview of just the two facilities that we saw
Conclusion/Next Steps
We completed a Facility Condition Assessment (FCA) on two facilities, about 100,000 SF of space, which is comprised of the Central Fire Station and the City Hall/Public Safety building.
We found about $18M that you’ll need over the next 20 years, that’s about $1M a year. We’ll talk about what that means further on in here.
This is a “Do Nothing Plan,” so, this is you continue to function as you are and you kind of go with the flow on this plan. So, it’s obviously a flexible plan, this is recommended, and
we’ve worked with the team on this, but things are moving, and we’ll talk about that when we talk about conditions and criticalities.
Overall, both facilities have been really well maintained. For this 2012 building, you’re right on track, and about 20 years is when you start seeing things kind of gradually grow in
terms of needing repairs or replacement. They will require maintenance and capital spend to continue with the upkeep especially with the Central Fire Station being as new as it is.
Facility Condition Index (FCI): This was developed by ICMA so it is an industry standard, and it is basically what I would call a health check of your facilities. So, it’ll give you
an overview of where are we at, cost comparisons, taking that deferred maintenance cost against a modernday replacement cost. So, if we were going to rebuild this facility today, like
for like, the same square footage, what is that compared to what your deferred maintenance costs are? That’s how we get that FCI, this beautiful rainbow chart up here, but it is a percentage.
You can see here you’re looking really, really good into the next 5, 10 years. And obviously, the Central Fire Station you’re looking really good up until about 20, which makes sense,
that’s usually what we see. So, you can start to see, we don’t normally show this, but I think it’s a really good graphic in terms of that roadway of your facilities. You can see it
starts to kind of gradually shift in terms of where that condition is: Excellent is obviously in that green, you can see you’re really good right there. The Public Safety/City Hall is
getting into that Fair, where you get into that 10 years; obviously, you know that facility was built in 2012, so you’re getting into that 15-20 year mark here. Any questions so far
on that; does that make sense, how we use that and why?
Council Member Olsen said so I would have to imagine replacement cost is astronomical.
Maura replied yep, you can see in that field right there, the City Hall/Public Safety right now we’re thinking like $40M. Obviously, that doesn’t take into account any tariffs or
any inflationary that we don’t know about, so that could be even bigger. So, in reality, you’re looking really, really good. I know $13.5M is a lot of money, but in comparison to building
a new facility, you’re really good. So, look at your Central Fire Station: That’s where you want to be, and that’s why we’re being proactive with this whole condition assessment is we’re
looking for positive things, and it’s a tool for you guys to see the point for it. I was a facility manager once, and I wish I would have had this, to be honest.
20-Year Maintenance Roadmap: This is 20 years worth of data in terms of where you’re going to be at, right now we’ve rebalanced that. So we’re looking at about $1M a year up until 2041;
this is when your generator for this building will potentially be due for replacement, so it’s a pretty big cost. Obviously, year after year, we do a 4% inflationary on our facility
assessments. So, if you move something out, you’re going to get that 4% additional cost off there, so we make sure that we’re capturing potential changes in cost. Does that make sense?
We worked with the Admin team on this to rebalance this, this is not what it looked like right out of the gate. Obviously, it was way higher for City Hall and stuff like the space heat
in that first 10 years, but they managed to kind of level it out a little bit. So, it’s not usually this even, it doesn’t come out that way, but it was awesome to work together to get
this to where it is now so it’s a little bit more manageable. So, just touching on this, we worked with Adam and team on what are those items within the facility assessment that potentially
could be brought inhouse. It’s mainly like parking lots, things of that nature, so about $315K of that $18M can be brought inhouse. There may be more things that you may be able to do,
but it’s not at a high level right now, that’s what will come out of that $18M;well, not out of, but it’s still accounted for. You can see on this graphic that obviously this building
is the biggest piece of the pie, 75% of it in that 20 years is this building, which makes sense as its a very large facility, its got the most amount of mechanical equipment and critical
equipment here. So, it kind of jives with what we’re seeing.
Council Member Olsen asked do you guys do an assessment on the mechanical, like a professional assessment?
Mauri replied we do a visual assessment in our assessment, and then we do have mechanical engineers on staff and we can bring them in to look at things even further.
Council Member Olsen said the reason I asked that question is you mentioned earlier, and I couldn’t agree more, the team has really done an amazing job of preventive maintenance
and ongoing maintenance. I know that’s been a significant focus, and having been around when this building was actually built, it seems unbelievable to me that it was that long ago.
Yeah, talk about making a guy feel old, but it feels to me like that PM has really helped extend the useful life of some of that equipment. So, I was just curious if there was any measurable,
other than just anecdotal, way of identifying that.
Mauri replied we do have trade standards otherwise, you know, for useful life. So, we do look at it visually and audibly and then we talk to the team that runs these facilities
and know issues, but otherwise, we do use our trade standards of what it’s supposed to be. Is it 100% accurate? Oh, I wish it were because I wouldn’t be a facility manager, I would be
a millionaire, but it is, it has a little bit of flexibility. Obviously, with critical equipment like generators and HVAC, you don’t want to push it too far past that life expectancy,
it’ll make you pay for it.
Council Member Olsen said trust me, I just had to fix my air conditioner fan motor this past weekend, and I do preventive maintenance on it regularly every year, but my house is
22 years old and it’s going to eventually need to be replaced. I get it completely, it’ll nickle and dime you if you let it.
Mauri said yeah, and you may think 2012 wasn’t that long ago and it feels like it wasn’t, but when you start to really put pen to paper and start really looking at everything, you’ll
start to see that age come creeping in. So, it’s really smart that you guys did this proactively, so you weren’t in the pickle of gosh, we’ve got to do something now. So, that’s kudos
to you guys for being so smart about it.
So, this is just a breakdown of the 20-year plan in terms of divisions of construction, so this is how we walk through a facility. We put everything into a division of construction,
whether its roofs, HVAC, plumbing, electrical; so, all of this is comprised of all of the things that we found in terms of what is in your 20-year plan. You can see roofs are 15%, interior
construction 18%. Obviously, interior construction, that’s one of those low-hanging fruits: Is carpet going to keep your facility from operating? No. Does somebody have an opinion that
its ugly? Sure, but you can still run the facility. When you’re talking about roofs, if your roofs leak, if you’ve got failures with mechanical, then you’ve got operational challenges
and problems; sometimes you’re going to have to send people home or bring in supplemental cooling or heating. So, we kind of put this into criticality condition, you’ll see that on the
next slide, but this is a good graphic in terms of okay, what are our big pieces of pie? Obviously, HVAC is your biggest one, which makes sense because you’ve got a lot of equipment
here.
All right, so when we do a facility assessment, we break things down by condition and also by criticality. So condition is driven not only by the visual but also by the age of the
piece of equipment that we’re looking at. So, you can see this big yellow right here, a little over $10M, that’s the Fair category, so kind of midrange in terms of age and condition.
You’ve got a large amount that’s going to come due and that’s in that 20-year mark here. So, you can see that you have very little for Poor and Critical, so that means things are in
really good shape around here right now. Obviously, these things can start to slide, but this is just kind of capturing time of right now, a couple months ago.
Criticality: We give everything a criticality wave in terms of okay, what is going to stop your facility from operating where you’re going to need that supplemental cooling or heating?
So, everything’s net, every piece of equipment or every asset you have gets a criticality rating. So, these red are obviously your High, that’s going to be mechanical, electrical, plumbing,
things of that nature; so, you’ve got about $6.5M in that 20-year plan for City Hall/Public Safety. The Medium is going to be more like your doors, windows, exterior closure, like tuckpointing,
window replacement, door replacement; those yellows can shift into red if you’ve got issues with doors hanging open, roofs that are leaking substantially, things of that nature. The
green is going to be your interior, so it’s going to be your low-hanging fruit, that’s stuff that’s not going to impact anybody in terms of doing their job.
Central Fire Station: This facility is in great condition. There are a few minor things, some minor tuckpointing things that are happening there, nothing critical at all at this facility.
Obviously, when we did a 10-year plan, that cuts it off 3 years shy of the 20-year mark, so that’s why we kind of extended it to 20 so it really captures what that looks like; so, it
really does tip the scale where you can start to see that 20-year mark where it’s at 2% there. Overall, you’re in really good shape for the next 20 years. Any questions on this so far?
Overall, there’s really not much to talk about with the Central Fire Station at this moment, there’s just a few minor things.
This is an overview of things that are going to come up in your plan, obviously continued maintenance on your parking lots, sealcoating, restriping, keeping that asphalt fresh, that’s
just part of running a facility, which I think you can potentially do inhouse. Very minor tuckpointing on the CMU and brick façade, nothing major at all. Again, part of just regular
maintenance is recaulking of windows and replacing the seals on the doors. Again, keeping the firemen comfortable, got to give them new mattresses within that plan, making sure their
appliances are working, you know, they like to eat a whole lot because they have to do a lot of heavy lifting, so that’s in the plan. Typical maintenance, the oil separators, irrigation
system blowout, things like that are all in there. The drain grates in your App Bay. All of these are very minor and typical things that you’ll see in a facility. Replacements: Dehumidifier
and destratification fan equipment. The VFDs are going to be like the first thing that you’re going to have to do, that’s not even really major, but it’s a major component of your HVAC;
we only get about 15 years on those before they unfortunately crap out. The Building Automation Software (BAS) you guys continue to keep that up to date, so things like that are included
in the planso you have a good visual on where that is. So, there’s a lot going on, but again, nothing critical right now; so, this is all in the raceway to that 20-year mark. I think
the biggest thing that we talked about was building automation, it’s just recalibrating the building automation, getting that recertified and getting set points set in the building so
it’s more comfortable. Otherwise, you’ve got your typical things, your roof replacement, HVAC replacement, window replacements, and with windows, you can get 30 years; could you get
more? Sure. Is it efficient? Not necessarily, but you could make it work. Windows are not a threat to your facility, for example, but they are a big spend in terms of replacement, but
this is all purely recommendations. So, you can see kind of this interior closure, $2.2M we’ll call it, that’s a lot of window replacement, there are a lot of windows on this building.
Just some minor things around the building that should be addressed more quickly than the rest: There’s a lot of trip hazards, and we get a lot of heaving in sidewalks, nothing
new around here. So, that’s the most I saw, obviously at the amphitheater, the limestone brick out there is starting to completely crumble, I think we found that at the HERO Center as
well, but again, typical things. Recaulking of the windows and the skylights, making sure your building is watertight, doing some tuckpointing as there’s a little bit of water intrusion
on the one side of the building. Again, anything super major that’s going to keep this building from functioning? No. So, again, all of this is planned, mindful replacement. Fire panels:
You get about 20 years out of your fire panel before it needs to be replaced. Interior finishes: Again, we usually put it off about 20 years on interior finishes, could it be longer?
Absolutely, especially if you have a good janitorial service that keeps your facility nice and clean. Any questions?
Council Member Olsen said with regard to the systems, 2012 to today, there’s probably been some fairly significant technology advancements. I know one of the things Council Member Thiede
reminds us of regularly, especially during budget, is there are often efficiencies you can find when you utilize more modern technology vs. older technology. I wondered if any of that
conversation came up with regard to any of the systems in the building, here specifically, I guess, but are there any technology things that we may want to consider implementing that
we don’t already have or modernizing?
Mauri replied so, awesome question, that’s a wonderful question. Council Member Olsen said well, it’s actually Dave who thinks about it all the time so I just copied him. Mauri
said well that is awesome, Dave. So, recommissioning the building automation is going to be a huge benefit to you. Right now, I think there’s banding within the heating and cooling system,
those units are fighting each other, you’ve got the cold in the hot areas and there’s a lot of access that’s been given to the building automation to be quite honest. I think that will
be brought back to a standard where you’ve got setpoints in place for both your heating and cooling, and it’s all back to factory settings the way it was intended and designed for. Because
once you start getting more people into it and stuff like that, it gets wildly uncontrolled and the inefficiencies start to increase then, if that makes sense. So, I think recommissioning
your building automation system, which is included in this plan, is probably your number one thing that I would do right away for this building. We do have a sustainability manager,
who could come in and start looking at pieces of equipment more directly, in terms of sustainability, so there is an opportunity for that as well.
Council Member Olsen said and then I assume those efficiencies would help with cost containment as well.
Mauri replied yes, so we would look at your toilets, what their flushing capacity is, we would look at all of that in the work done.
Council Member Olsen said thanks, Dave, great recommendation.
Council Member Garza asked what is the ballpark cost of just fixing that portion of the automation?
Megan replied $14K, I think, I can’t remember, I’m sorry. Director Burfeind replied yeah, I want to say the recommission is $14K for that. Finance Director Brenda Malinowski said
first, we have to update the software for $20K, and then $14K for the fix.
Mauri said so, it’s really, when you think about it, it is kind of a drop in the bucket at this level. I would take that money and do a lot with it myself, personally, but.
Council Member Olsen asked would you add the zeroes at the end there? What are we talking about, thousands?Director Burfeind replied thousands.
Council Member Garza said yeah, $40K. Council Member Olsen said well, yeah, that’s nothing. Council Member Garza said especially to get back the efficiency. Council Member Olsen
said when I first heard $14, I’m like wait, what?
Council Member Thiede said well, the other thing that you obviously take a look at; there’s a lot of things that just the software, you have to ensure that the company, where we
got the software from now, you know, you add sensors in different places and it can start. Software is much better at learning it and making decisions based on the condition of the sensors
and things like that in different places. So, you know, if you just look at your basic upgrade, it could be just that of the software, but if you look at some of the possibilities, then
you’ve got to weigh it; say well, I’ve got to pay a little bit more for this, but then is this going to help here or extend the life or tell us hey, this is going bad a little quicker
than average or something like that, such that we can be ready to take care of it sooner, before it totally craps out or something like that.
Mauri said and I think the other thing that just crosses my mind is LED, upgrading the lighting across the building to LED. There are great rebates, obviously, and you would look at
your utility bills first, you know, start really doing calculations of what those financial savings would provide, so that is another opportunity as well.
Council Member Garza asked is there a timeline for those rebates, or are those?
Mauri replied I think it depends on your provider, your energy provider, it’s usually not quarterly. When we’re working with an electrician or we’ll work with guys to really find,
you know, when to pull the trigger and what those rebates will be.
Mauri asked Council Member Olsen did that answer your questions, I hope? Council Member Olsen replied absolutely. Mauri said they were great questions. Council Member Olsen said
and I knew he would know more about it than me, so I’m glad he talked about it.
Council Member Clausen said I have a quick question on an acronym, what is a VFD in the electrical section?
Mauri replied so, it’s a Variable Fan Drive, and what it does is it regulates your HVAC equipment, so it helps kind of regulate those motors, both on the supply and return side.
So, let’s say you have a power loss, it’s going to likely take down your facility’s pieces of equipment, for example, but it’s not going to do a hard shutdown.
Council Member Clausen asked and a hard start, correct?
Mauri replied yes, it’s going to be protecting your equipment essentially, in my opinion. I’m not a mechanical engineer, but I’m trying to make it so you guys understand because obviously
I talk in mechanical talk sometimes. So, did that help? Its a very valuable piece of equipment. I would have it on every piece of equipment you can possibly put it on because it is kind
of an insurance coverage on your equipment.
Summary: Mauri said all right, to sum it up, great job keeping your facilities at a really high standard here, they’re in really great shape. Over the next 20 years, are you going to
see things that are going to need to be replaced? Absolutely, you know, buildings are living, breathing things that need to be maintained. You’re going to have about $18M in these over
20 years, which again, is it a lot? Yes, but if you start to really plan mindfully, it’s something that can be maintained over the years, so it’s not discretionary. Obviously, we didn’t
really account for any adequacy/space needs, but I don’t think you have any space issues currently right now, which is good. Any questions?
Mayor Bailey said yeah, I don't know if this is for you or it might be for Jennifer or Ryan or Adam. So, the first one might be for you. So, the roof if I remember right looking at the
number, I think the roof for this building was like $8M, it was a significant number for that, right? Based on your projections, how many more years do you believe before we need to
replace the roof, do you remember?
Mauri replied so it should be, so the TPL should be 20 years, I believe.
City Administrator Jennifer Levitt said if you can go back to your slide you had, I think it had it spread out over. Council Member Olsen said ‘32 is what I saw. Mayor Bailey asked
is it on there? Administrator Levitt said no, if you actually go back to the screen with all the bar charts, way back, it’s probably going to be easier to speak to that, right at the
beginning.
Mauri replied let’s go back, here.
Mayor Bailey said okay, so is that the big one? Mauri replied no, this is your generator, so a lot of backup power. I believe it’s right here, this guy right here.
Mayor Bailey said my question maybe just in a general sense for staff is as we get a little closer to; well, first of all, I know that you want to try to start putting money aside
to buffer it, right? The other question will be and you mentioned space inadequacyat this moment; my question is more like if we get to 2032, do we have an idea like do we need to expand
the police garage? Do we need to add more space? And the reason I’m saying this, as Dave’s freaking out, is because if you’re going to do that kind of work, you do it altogether, right?
You would. Believe me, when people put additions on buildings and then you don’t put a new roof on the existing, there’s that, you know what I mean? No matter what, you could have a
new one, but if you add on, there’s always that crease or something that water gets in. Maybe that wouldn’t be here, but I’m just; as an example for you, for down the road a ways, I
know we’ve already known that at some point we may have to add on another bay or two at the Central Fire Station, right?
Council Member Thiede replied there is a provision potentially for that; Mayor Bailey said yes. Council Member Olsen said it’s already built into the plan. Mayor Bailey said that’s
what I’m saying, I’m just looking, okay, if there’s this point that we think hey, I’m going to have to do that, does it make sense at that point to go okay, at that same time we’re going
to do some major maintenance that needs to get done, whether it’s the roof or whatever else? And that’s the only reason I bring it up on this case, is there going to be a point where
you go, and I just use the police garage as an example because I know part of our whole take-home squad thing is a little bit due to the fact that we’re space constrained downstairs.
What does it look like in the future? When we built this building, I don’t remember at this point how far out we thought we could use this.
Council Member Thiede replied we had potential expansion with that; Mayor Bailey said yes, I agree, but I’m just curious from a space standpoint, is there a point where you go okay,
we are going to need this many more offices for Public Safety or we need this more? At some point, when is that, and is there a way to tie some of these things together from a budgetary
standpoint?
Administrator Levitt said well, I think Brenda can speak more of what we can bond for and what we can’t, but one of the concerns as you can see is to start to build the levy for it,
right? Because the last payment for this building is made in 2031, and so then we do have that capacity of the payment, which is $350K, but it’s important to start looking at the levy
and how we do that. And, Brenda, do you want to talk about bonding for maintenance vs. new?
Brendareplied well, yeah, it would have to be part of a big expansion, it would have to; you know, we do Equipment Certificates and the equipment has to last longer than the bond.
And, so, I don't know that I would think that we would want to bond for a roof replacement.
Council Member Olsen said but you would for a building expansion; Brenda replied exactly.
Mayor Bailey said yeah, but would you and can you even tie that all together?
Administrator Levitt asked would the roof be able to be paid off?
Mayor Bailey said that was my question is like if you decided at some point you’re going to need to put an addition on, can you wrap all that together?
Brenda replied you could, I think you could at that point, yes.
Mayor Bailey said I’m just looking at the most expensive things, you know, is there?
Mauri repliedthat’s the part, that’s an absolutely great question, and we see that a lot with other municipalities that we work with, and they are State constrained. They’re doing Master
Planning exercises, that’s why that SBA is such an important part of doing planning exercises. It’s to show like, okay, here are the things that you’re still going to need to do, whether
you do anything or not, and whether we can tie that into a major expansion remodel or, you know, brand new facility. That’s something that you need to be aware of and, you know, we need
to tie that in, and obviously, there are, you know, pricing differentials when you start to do those bigger projects.
Council Member Olsen said well, and we’re big on planning here, as you can tell. Mauri replied well, I love it. Council Member Olsen said so that’s why we’re talking about this.
Mauri said my daytime personality is I love the proactiveness. Usually, it’s a lot more, there’s a lot more tension in the room because it’s, oh, my gosh, we have a huge potential
client and we are not prepared. So, you are prepared now for what you’re going to see in the future.
Mayor Bailey said real quick, you mentioned it a little bit earlier and I think you brought it up about rebates and such things like that. Maybe also a callout to our staff is as we
look out to these years, whether it’s Fire or whether it’s our Public Safety building here, if there ever are those opportunities for grants or things like that that we can use to help
fund some of this stuff, maybe it’s energy efficiency. Maybe, and I’m just making this up, but maybe it’s a new roof or whatever; I think the rain garden thing in which we recycle the
water, I’m thinking okay, that could be an opportunity instead of us paying it out of pocket, so it might be the Watershed or something like that,that might be able to do something.
So, I just shared that with you guys if you haven’t already thought of it, you probably did, but anything we can do to take some of those costs away from some of the big stuff.
Council Member Garza asked so, I’m sure we’re already saving for the maintenance and other things for these buildings, correct?
Council Member Olsen replied not to the degree we should; Mauri said absolutely, yeah.
Council Member Garza said so this is pretty eye opening. I wanted to know how far we are away, but I’ll let that be, thank you.
Administrator Levitt replied you’ll find out next week.
Council Member Garza said yeah, that’s right, I know budget planning is on the table. I was just hoping that maybe it’s going to be a small amount, but.
Council Member Olsen said well, we timed it right in terms of starting the process now, so that’s the good part. Council Member Garza replied yeah, definitely.
Administrator Levitt said and obviously you saw a very high level overview in your packet, we did put the detailed spreadsheets, and it’s clear that, mayor, you went through that line
item spreadsheet, calling out these items, and so there’s a lot of detail and all the matrixes behind it in the spreadsheet. We gave you just the high level overview, but it was critical
like for the FOC for the HERO Center; we used that to establish the budget going forward about how much money to set aside, and so that way we’re setting aside $90K per year at the HERO
Center to be able to offset any future spikes that we’re going to anticipate. So, thinking about it as we go into budget, how do we offset some of these spikes and start to build that
levy in the coming years to offset some of those maintenance costs.
Mayor Bailey said and we did include this other fire station because we’re not sure what we’re doing with that, correct? Administrator Levitt replied exactly. Mayor Bailey said or Public
Works. Director Burfeind said yeah, you wouldn’t have liked the bar on that.
Mayor Bailey said well, I’m sure at some point the new Utilities Building will have to be incorporated; Director Burfeind replied yep, to keep on the cycle of having good planning.
Mayor Bailey asked did you say you also did the HERO Center, though?
Mauri replied I didn’t personally, but Kraus-Anderson did, about a year ago, maybe.
Mayor Bailey said so they have kind of their plan over there, similar to what we’re dealing with here, okay.
Administrator Levitt said but what’s really nice is it’s a very sophisticated dashboard system. So, as we do maintenance, we can put it into the system so then you’re always monitoring
and it makes the adjustments. Mayor Bailey replied perfect.
Mauri said and you can have an active plan going forward now.
Administrator Levitt said so that’s really critical, right, as we look at our planning and then Council will be able to tell us how much maintenance we’ve done and what and how
that’s affected the budget.
Council Member Olsen said so, Adam, for you, would it make sense to have a more robust, in-depth mechanical review done on the building? Is that even necessary or do we have a pretty
good handle on it?
Adam replied I think it would be beneficial just from the fact that we do have some issues on our Condenser #2, as far as the size goes. We have a lot of issues on that one, compared
to the other two.
Council Member Olsen said right, so that would be worthwhile, and would you do that as part of this sort of recommissioning process, or is that a separate process? How does that
work?Adam replied it would be separate.
Council Member Olsen said okay, any clue what that would cost us to do?
Mauri replied I will have to get with our people and see if I can get that.
Adam said well, we can definitely use that.
Council Member Olsen said for me, personally, I think I’d like to know what that would cost; again, that ounce of prevention vs. pound of cure thing, it just is I think so important
for us to remember. So, if we can cost it out, that’d be helpful from where I sit.
Mayor Bailey asked would that be an external company coming in to do those? Because you made a comment the condenser does, too. Oh, my god, Dave’s rubbing off on me now. Do you
have, like I know you’ve been doing it for the trucks and such like that, where you kind of keep a maintenance log; do we know how much money we’re spending on Condenser 2?
Adam replied I do not have it in front of me, but I have it.
Mayor Bailey said so we still have it, that’s what I was curious about.
Mayor Bailey said I’ve dealt with so many of those HVAC units in stores that got deferred maintenance, deferred maintenance, and then all of a sudden we don’t have any air. Well, today
isn’t so bad, but.
Director Burfeind said well, it’s always on the hottest day, though. Mayor Bailey replied well, of course.
Director Burfeind said you can ask Jennifer, she knows what days they were.
Mayor Bailey asked did we make sure that one’s right above her office? Director Burfeind replied yeah, that’s usually the one that always goes out.
Administrator Levitt said I think it seems like it’s around budget time. The Public Safety side is frigid like ice cream. Director Koerner said I like to go over and tell her it’s so
cold over here, I need to warm up, Jennifer! Mayor Bailey said that’s why you come to her office; Director Koerner replied, yeah, I have to warm up on this side.
Council Member Olsen said so, then we’ll get that so we can pursue that. Good, thank you. This was great. Mayor Bailey said yeah, thank you for giving this presentation.
Mauri replied well, thank you guys for having us. It was really fun. Council Member Olsen said yeah, a lot of really good stuff. Mauri replied thank you for all of the wonderful
questions. All right, thank you guys, I’m done.3.ADJOURNMENT
The meeting ended at 6:40 p.m.
Minutes prepared by Judy Graf and reviewed by Tamara Anderson, City Clerk