City Council Minutes

Pursuant to due call and posted notice thereof, the City Council Workshop of the Victoria City Council was called to order at 5:00 p.m. by Mayor Hershberger Thun in the Council Chambers at 7951 Rose.

Council Members Present: Mayor: Mary Hershberger Thun. Councilmembers: Tim Amundsen, Jim Paulsen, Kim Roden and Rick Tieden.

Absent: None.

Others Present: City Administrator Don Uram, Community Development Director Holly Kreft; Finance Director Jylan Johnson; City Attorney Mike Norton; Sue Orsen, Victoria Gazette; Unsie Zuege, The Chanhassen Villager; Field House Director, Ann Mahnke, Building Official Tom Gray; and Recording Secretary Tanya Schmieg.
 

Mr. Uram said that after the last meeting they contracted with Applied Environmental Sciences, Inc., to do a study on the environmental health which is included in the packet.

Kevin Cairns, CIH, provided an overview of the study. He said he talked with some of the employees on how they felt and talked about some of the responses. He said they also talked about potential odors. Mr. Cairns said there was some moisture intrusion in the building. He said they also did a visual examination and reviewed the findings listed in the packet. He explained that HVAC systems supply the air through underground air ducts and pictures were taken. He noted that moisture water flow has occurred in some of the air ducts. Mr. Cairns commented on the Men’s restroom and custodial room having fungal growth. He said they also collected moisture samples of the carpeting and elevated moisture levels were found under the mats.

Mr. Uram stated there were some specific recommendations made if the Council’s preferred option was to stay in this building. He said they would need to replace the HVAC system and remediate all the mold problems. He noted the costs are preliminary estimates. He said they would also have to replace the carpet. Mr. Uram said the total would be approximately $200,000.

Mr. Uram explained the other option being a temporary solution. He noted there is a total of about 5,000 square feet in the current building. He said the largest available space for lease in Victoria is about 1,400 square feet. Mr. Uram stated he looked at two modular building companies. He said his recommendation would be to secure a modular trailer and locate it at the Field House on the existing skate board site. He commented on the other locations they looked at and said the Field House already has existing parking and utilities. He noted the bid to extend the utilities would be about $3,000 for water and sanitary sewer. Mr. Uram said the quotes for a 24 month lease are about $3,000 to $4,000 a month for a building of up to 6,000 square feet. He said further they need to consider the timing for the demolition of this building. He stated he recommends taking it down in the spring.

Mayor Hershberger Thun clarified the recommendation would be to board up the current building until it is demolished in the spring. Mr. Uram said yes, it would be unavailable at a certain point. He also noted they are renting the air exchangers on a per day basis and the quicker they can be out the better it would be financially.

Mayor Hershberger Thun asked how fast the pods could be up. Mr. Uram said between 35 and 40 days. He said it can be designed to how they want.

Councilmember Paulsen asked about using the new community room at the Field House for meetings. Ms. Mahnke said that is about 1,000 square feet.

Councilmember Roden said she is interested in the timeline of having to be in the modular buildings. Mr. Uram said this would be a temporary fix. Councilmember Roden asked if the plan would be to lease space until a new city hall is finished. Mr. Uram said it would be better financially to be in a trailer versus leasing new office space.

Mayor Hershberger Thun stated they need to keep moving forward and focus on what they would want in a permanent City Hall. Mr. Uram said this will give time to think about what should be done. He said the new City Hall is still in the plan for 2011.

Councilmember Paulsen commented on the front end costs. Councilmember Roden asked about the budget for the front end and monthly costs and the plan to pay for this. Mr. Uram said they would amortize the up front costs and there is money set aside for the future long term City Hall that could be used.

Councilmember Roden asked about how staff felt. Mr. Uram said staff understands what the situation is. He noted there are some advantages to the temporary trailers having more windows and being cleaner.

Councilmember Roden questioned the screening. Mr. Uram showed the location and said he doesn’t see any impacts to anybody at this location.

Councilmember Tieden asked about the traffic assessments. Mr. Uram said it is mainly day time use with minimal traffic. He said there will on occasion be some traffic with the nightly meetings.

Councilmember Tieden asked where the skate board park would go. Mr. Uram said that Ms. Mahnke will take it to the Park and Recreation Commission to see what they should do with it.

Councilmember Roden questioned how easy it would be to add staff if they are there longer. Mr. Uram said the quote is for 6,000 square feet which is sufficient for additional staff members.

Mayor Hershberger Thun clarified the modular building would only be for staff usage.

Councilmember Roden asked about a warranty of the materials being used. Mr. Uram stated they will have to meet all building code requirements.

Councilmember Paulsen asked how many exits there would be. Mr. Gray responded two.

Councilmember Paulsen commented on the additional 2,000 square feet used for a few meetings a month. Mayor Hershberger Thun asked about the incremental costs. Mr. Uram said the incremental cost is minimal.

Councilmember Roden clarified that the contract will specify the monthly rate.

Mayor Hershberger Thun said they could talk to the same company that took down the Acorn House to see if anything could be salvaged.

Mr. Uram asked if the furniture and cube space would be safe to move. Mr. Cairns said that anything with a hard surface could be cleaned and used and the fabrics could use a HEPA vacuum.

Mayor Hershberger Thun said she would like to actively explore a new City Hall so staff can look forward to a place where the government does meet and function in the future.

Mayor Hershberger Thun clarified that there would be no guarantees these problems wouldn’t come back if remediated. Mr. Cairns said only if the moisture problems were solved.

Mayor Hershberger Thun stated she would like to keep the City Council Chambers with the City Hall. Councilmember Roden said she agrees that it makes sense to have it all in one place and said it would be more convenient for staff.

Councilmember Paulsen questioned the moving costs. Mr. Uram said they will have a detailed cost for everything they do before it happens and will do it as inexpensively as they can.

Mayor Hershberger Thun commented on the parking use if needed. Mr. Uram noted the current location would be the most logical place for a parking facility with a deck.
 

The Workshop adjourned at 5:46 p.m.
 

Respectfully submitted,

Tanya Schmieg
Recording Secretary
TimeSaver Off Site Secretarial, Inc.