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11-28-2006 (City Council) Minutes Wylie City Council CITY OF WYLIE Minutes Special Called Meeting Wylie City Council Tuesday, November 28, 2006 — 6:00 pm Wylie Municipal Complex— Council Chambers 2000 Highway 78 North CALL TO ORDER Announce the presence of a Quorum. Mayor Mondy called the meeting to order at 6:00 p.m. Council Members present were: Mayor Pro Tern Carter Porter, Councilman Merrill Young, Councilman Rick White and Councilman M. G. "Red" Byboth. Councilman Earl Newsom and Councilman Eric Hogue were absent. Staff present were: City Manager, Mindy Manson; Assistant City Manager, Jeff Butters; Finance Director, Larry Williamson; City Engineer, Chris Hoisted; Interim Fire Chief, Noe Flores; Library Director, Rachael Orozco; Assistant Parks Superintendent Robert Diaz, Public Information Officer, Mark Witter, and Acting City Secretary, Gayle Walton. INVOCATION & PLEDGE OF ALLEGIANCE Councilman M. G. "Red" Byboth gave the Invocation and Councilman White led the Pledge of Allegiance. WORK SESSION • Presentation and discussion regarding the items listed below for the construction of the new Library, City Hall and Recreation Center: (ARCHITEXAS, Architect/Thomas. S. Byrne, Ltd. Construction Manager) ▪ Shared Program Spaces and Parking Spaces • Review Traffic Requirements—Schedule for New FM 1378 • Review Site Alternatives—4 Site Schemes • Review CM's Cost Analysis for Site Developments ▪ Review CM's Evaluations of Current Market Conditions and Escalation Rates—Project Cost Data Comparison • Review CM's Cost Analysis for All Three Project Developments • Review CM's Analysis for Project Schedules and Phasing • Review CM's Drawdown Plans Minutes—November 28, 2006 Wylie City Council Page 1 Directives to Proceed: Select Preferred Building Site Confirm Shared Program Spaces and Parking Spaces Confirm Total Building Square Footages(finish-out and shell space) Approve Construction Costs and Total Project Costs for All Three Project Developments Approve Preferred Project Schedule and Drawdown Plan Review Potential Date for Next City Council Meeting Mr. Craig Melde representing ARCHITEXAS and the Principal in Charge of the projects introduced the team from ARCHITEXAS, Holzman Moss and Byrne Construction that would be working on the new Library, City Hall and Recreation Center projects. Introduced were: Douglas Moss and Ching-Wen Lin, Project Manager of Holzman Moss; David Chase, Project Manager of ARCHITEXAS; Martin Lehman, Project Manager and Patrick White, Project Cost Estimator of Thomas S. Byrne. Mr. Meade stated that several items were to be discussed: (1) Shared Spaces, (2) Selection of preferred building site, (3) Confirming square footage of building, (4) Approval of construction cost approval, (5) Approval of preferred project schedule and drawdown plan approval, and (6) Approval to proceed with all of the designs. Mr. Moss addressed Council stating their goal is to show how to achieve the target budget on the original bond package, but noted that things will have to be changed to meet that budget and to build the three buildings on the budget that we have. The cost per square foot and the number of square feet that we can actually build will be shown along with their impact. Mr. Melde presented spread sheets to Council which proposed and reviewed the following: • Program numbers/program need for each building and the proposed square footage for City Hall, Library and Recreation Center. • Simplification of the professional offices by reducing the offices from eight standardized sizes to five standardized sizes. • Work stations reduced to two workable size work station areas—6x6 and 6x8. • Storage areas and meeting rooms reduced in footage but still functional. • Reduction of square footage for the City Hall, Library and Recreation Center. The proposed square footage for City Hall was 47,389 reduced to 43,551. The proposed square footage for the Library was 48,910 reduced to 47,460 square feet. The proposed square footage for the Recreation Center was not reduced very much, due to its specialized areas. It was noted that the number of departments have not changed. Discussion followed regarding shared spaces of meeting/conference rooms within the Recreation Center and the Library. The Council Chambers was also discussed as being multi-functional. Councilman Hogue arrived at 7:20 p.m. Site plans were also discussed with Council. Based on earlier conversations with Council, four (4) options were presented to Council for consideration. The site schemes were considered with their correlation of existing landscape. Site schemes were identified as Site Scheme A-1 which consisted of clustering the three new facilities together halfway up the proposed new FM 1378. Site Scheme A-2 grouped all three new facilities together near the edge of the proposed new FM 1378 but tucked in the corner where there is a lot of existing trees. Site Scheme A-3 is located on the west side of FM 1378 which groups the City Hall and Library together facing existing landscape and the Recreation Center closer to Brown Street and to connect closely to the recreation fields; if they are built in the future. Site Scheme A-4 puts all three buildings at Minutes—November 28, 2006 Wylie City Council Page 2 the very northern end of the property; almost on access with Brown Street and on the highest point of the property. Discussion followed regarding the new FM 1378 development in relation to the location of the new facility sites, in particular to Site Scheme A-2. Mr. Moss noted that this site scheme has a lot of viewpoint benefits. It was also noted that when the proposed FM 1378 is completed, there will be easy access to all three facilities, and major entry and exit into parking. In terms of view, the existing FM 1378, when it is realigned, will be an allay of trees that have been formed because of the roadway. It was noted that until the new City Hall is built, the library will be the first building seen as you drive along FM 1378. The view of all three new facilities will be seen southbound on FM 1378. Mayor Mondy asked Chris Hoisted, City Engineer about the completion of FM 1378. Mr. Hoisted stated that TxDot anticipates starting on FM 1378 in August 2007 with construction to start in October 2007. It was noted that as the trail system begins to develop, it can potentially tie into the Recreation Center very easily from different places. Councilman Young asked if the old FM 1378 could be used as the primary or secondary entrance. Mr. Moss explained that he was unsure if there would be an advantage to the use of the road or if it could be used as a city road. Site Scheme A-3, noted the location of the new facilities on this site. It was noted that this site would be more costly. He explained that the construction and accessibility of the proposed new FM 1378 is to be considered in regards to the location of the new facilities. However, we can not wait to construct the new facilities. Mr. Moss reminded Council that every month of delay constitutes a cost of $60,000.00 per month. He explained that all three facilities can be started with site scheme A-2, A-3, and A-4. He also explained that the construction of the Library is anticipated to start in December 2008. Site Scheme A-4 was discussed. This scheme would be built on the west side of the property. The site scheme creates a new entry at the corner of FM 1378 and Brown. It extends to the edge of the current property line and is at the highest peak of the property; the new facilities would not be nestled among trees as the other site schemes except for a portion of the New City Hall. Councilman Byboth asked if Brown Street will be extended. City Manager Manson stated that it was not planned for extension. Discussion followed regarding the difference of the four site schemes as far as site work costs, etc. Patrick White of Thomas Byrne stated that Site Scheme A-3 would be a little more costly in this regard due to the site work cost involved. Councilman Young stated that Site Scheme A-1 and A-3 seemed more costly and suggested that Council not consider these site schemes. Mr. Moss noted their recommendation from an architectural point of view, were based on the following: cost considerations, unknowns about the development and the schedule of FM 1378, not wanting to build a temporary road, and making sure that the City is going to having something that is going to represent this community in a very position, extraordinary way. Site Scheme A-2 is the one that is recommended by the firms. Mr. Moss presented charts to Council related to modification of square footage, cost adjustment issues which is anticipated to result in reduction of construction costs. Discussion followed. Mr. Patrick White regarding construction cost of the Library. He explained that this was reduced an estimated 12 percent. It was noted that instead of a two story Library, the Library will be a one story building. Mayor Mondy suggested going forward with the construction of the Library and schedule a town hall meeting in January, February, and March of 2007. Construction costs of similar facilities at other cities were presented to Council as a cost comparison. Mr. Moss further explained cost charts in regards to alternatives for the new facilities. Mayor Mondy asked the floor for any Minutes—November 28, 2006 Wylie City Council Page 3 questions that the Council or the Architects could answer. Questions were addressed regarding the location of the new facilities, square footage and costs. It was noted that construction was to be in two different time periods. Construction start of the new facilities were initially set as the Library starting January 2008 and ending January 2009; City Hall starting February 2009 and finishing April 2010; Recreation Center starting April 2009 and finishing at June 2010. Larry Williamson, Finance Director provided a debt analysis chart to Council and explained its impact. Mr. Williamson discussed design costs and program costs of each facility. Mayor Mondy convened into open/regular session at 7:42 p.m. REGULAR AGENDA 1. Consider, and act upon, approval of building sites within the Wells Property for the new Library, City Hall and Recreation Center. (M. Manson, City Manager) Council Action A motion was made by Mayor Pro Tern Porter, seconded by Councilman Byboth to accept site scheme A-2 as the building site of the new Library, City Hall, and Recreation Center. A vote was taken and passed 6-0 with Councilman Newsom absent. 2. Consider, and act upon, direction to staff and consultants regarding project costs and scheduling. (M. Manson, City Manager) Council Action Consensus of Council was to have ARCHITEXAS complete design schematics for City Hall, Library, and the Recreation Center. Council also asked that funding options for early construction of the new facilities be prepared for their review. ADJOURNMENT Council Action With no further business before Council, consensus of Council was to adjourn. Council adjourned at 8:05 p.m. SEAL • = Joh Mond , Ma or ATTEST. / ..... c�<X ``a`: Car le Ehrlich, City Secretary '�',,/E1jp1 0- Minutes—November 28, 2006 Wylie City Council Page 4