Loading...
HomeMy WebLinkAbout2004.0511.TCWSM.Minutes FOUNTAIN HILLS TOWN COUNCIL MINUTES OF THE WORK-STUDY SESSION May 11,2004 In the absence of Mayor Nichols, Vice Mayor Rick Melendez convened the work-study session at approximately 5:00 p.m. ROLL CALL—Present for the roll call were the following members of the Fountain Hills Town Council: Vice Mayor Rick Melendez; Councilmembers Michael Archambault, John Kavanagh, Susan Ralphe, and Leesa Stevens. (Mayor Wally Nichols and Councilwoman Kathleen Nicola were absent.) ALSO PRESENT: Andrew McGuire, Town Attorney; Tim Pickering, Town Manager; Bryan Perkins, SmithGroup; and Bev Bender,Town Clerk Vice Mayor Melendez informed the Council that the purpose of the work-study session was the presentation and discussion of the schematic design for the Civic Center Phase II Project. Town Manager Pickering indicated that the Town staff and the Exterior Design Committee had worked diligently on both the exterior and interior design of the Civic Center Phase II Project. The project is to be located at Avenue of the Fountains and La Montana, housing the Fountain Hills Senior Center, Sheriff s Department, Town Courts, Public Works, Parks & Recreation, and Administration Departments. The project was initiated as a cost-saving measure to discontinue yearly lease payments of approximately $600,000 on the current building. The current building consists of 42,000 square feet. The new building, at approximately 32,000 square feet, would be more space appropriate. Mr. Pickering advised that bonds would pay two-thirds of the project, and the additional third would be paid from the General Fund and the recently enacted revenue enhancements. tiow Mr. Pickering continued that the Town had undergone a very extensive selection process in choosing both the contractor and the architect in the design/build phase, and both had worked closely together. A guaranteed maximum price will be presented to the Council for approval in August after which the groundbreaking will commence. Councilwoman Stevens and Councilman Archambault were commended for their participation on the Design Committee. Mr. Pickering quoted Councilwoman Stevens as anticipating that the building would "ensure a timeless design". Architect Bryan Perkins, SmithGroup, presented a PowerPoint presentation. Mr. Perkins reviewed the plans from all angles and discussed department locations. He noted that an interactive process was conducted with staff to assure workability of the plan itself. Mr. Perkins indicated that the overall site plan included parking in addition to that available at the adjacent Community Center. A secured parking lot area would be located on the east side of the building adjacent to the Sheriff, DPS, and the court staff. That parking area would be comprised of a walled masonry/wrought iron area to be enhanced with landscaping/public art features. The anticipated landscape plan includes a general Xeriscape concept with low water use/native plants. Plaza areas would be developed at various areas of the complex. Mr. Perkins reviewed the various first floor locations such as: ➢ Senior Center ➢ Council Area ➢ Dividable Multi-Purpose Room ➢ First Floor Public Lobby ➢ Sheriff/DPS Area E:\BBender\Documents\Current Minutes 2004\Work-Study Session-5-I 1-04.doc Page 1 of 4 ➢ Courts ➢ Public Restrooms The second floor locations were highlighted as follows: ➢ Second Floor Public Lobby ➢ Public Works ➢ Parks &Recreation ➢ Administration ➢ Staff Restrooms ➢ Shared Storage Area(Archive, Copy/Work/Building Safety Storage) ➢ Staff Break Room w/Balcony ➢ Large Conference Room The height of the first floor was planned at approximately 16 feet "floor-to-floor", due to the location of Council chambers and the courtroom. The height of the second floor was planned at 14 feet"floor-to-roof'. A base of masonry (split-faced block) would be used for stability on the first floor. Above that, stucco would be used for more efficient insulation and ensuring cost savings. He stated that a courtyard trellis structure was planned, as well as two-story extrusions at the stair towers. Also suggested has been a fountain that would create an evaporative cooling effect in the courtyard. The building would be in Southwest architecture, fitting in with the context of the Community Center and the general character of the downtown area. Neutral colors will be chosen that blend into the landscaping. Mr. Perkins then offered to answer questions from Council. On behalf of the citizens of Fountain Hills, Vice Mayor Melendez also thanked Councilwoman Stevens and „is) Councilman Archambault for the time and effort they had devoted to the project. Following suit, Councilman Kavanagh expressed his appreciation to his colleagues and the architect for their efforts. Mr. Kavanagh then asked if the proposed plan dealt with future space needs. Mr. Perkins confirmed that the building accommodated spacing through approximately 2016 (via internal expansion) and the possibility existed that the Senior Center and/or Fountain Hills Sheriffs Department might vacate their space in Town Hall at some future date. Mr. Pickering also referred to the various locations on the plans where additional space could be utilized on the second floor, but he noted that there was little need for such flexibility on the first floor, as law enforcement personnel generally worked outside of the building. He continued that the plans took into consideration the long-term space needs of the Town. Vice Mayor Melendez asked if the designated attorney meeting rooms were specifically to be utilized for the court. Mr. Pickering responded that, during the court process, they had discovered that rooms needed to be available for discussion with both the prosecutor and the defender. He added that the size of the courtroom was also very adequate. Councilman Kavanagh asked if the windows would be sealed. Mr. Perkins responded that the windows would be sealed to assure energy efficiency. Councilman Kavanagh asked for the purpose of the ten chairs by the Council. Mr. Perkins responded that the chairs would be used for Council, Town Attorney, Town Manager, and Town Clerk. That platform, he continued, could be raised by 21". Councilman Kavanagh asked where the podium would be located. Mr. Perkins responded that it could be in the 401) center of the "well", or a movable podium could be integrated with the floor monitor. Also, an integration of the lights and screens could be stored and utilized when needed. He continued that the screens could be viewed into the ceiling on the side wall to allow maximum flexibility. Council members could view the presentation on flat screen monitors, and the screens would be available for public viewing. E:\BBender\Documents\Current Minutes 2004\Work-Study Session-5-I 1-04.doc Page 2 of 4 Regarding expansion, Mr. Perkins indicated that a small Sally Port had been included for detainees. and that area could be expanded if needed. The building could then be expanded along the Avenue of the Fountains, which would also create an urban fabric street-edge. Councilman Kavanagh asked if the mechanical design was sufficient for expansion. Mr. Perkins responded that an additional air handler would be needed if a substantial amount of space were added. Adding a chiller and cooling tower to the existing central plant could allow for additional expansion. He also added that there is "redundancy" built into the central plant, and if the power were to go out/up, there would be two (later three) backups available. Councilwoman Ralphe asked the location of parking in relation to the Senior Center. Mr. Perkins responded that there were approximately ten spaces along the Avenue of the Fountains as well as 20 courtyard side spaces that were adjacent to the Senior Center. Mr. Kavanagh asked if the landscaping, asphalt, and concrete would create a seamless parking lot appearance. Mr. Perkins responded that the appearance would be similar to that of Phase I. Vice Mayor Melendez asked if there would be proper lighting in the parking area, and Mr. Perkins indicated that they would use the code minimum, but their goal was to create continuity with the existing parking lot (Phase I). Regarding outside building lighting, Mr. Pickering indicated that code would be adhered to. Due to the presence of the Sheriff s Department, the night lighting would be such to assure individuals that the building was open and available if needed. Councilwoman Stevens suggested that the long, first floor hallway could be made more interesting by using gallery space. Mr. Perkins felt that at a width of five to six feet, the usage of gallery space would be a very appropriate idea. He continued that there were pockets that could be framed out for showcases on either side of the hallway. Vice Mayor Melendez thanked Mr. Perkins, Mr. Pickering, and his staff for the excellent presentation. Councilwoman Stevens asked what grants could be used in order to make the project "greener" and less P J expensive. Mr. Pickering indicated that staff had contacted the City of Tolleson, which was successful in obtaining those grants. Unfortunately, he continued, the grants for the energy-efficient buildings, etc. had been cut back severely. He added that staff was continuing to look for grant opportunities and suggested that the project would be a prime candidate for Prop 202 funding. Councilwoman Stevens expressed her disappointment and urged staff to continue to investigate other grant opportunities. She noted that Tolleson incurred the cost of only 25% of their $30 million project for their 120,000 square foot project. She continued that an additional staff member could have been effective in obtaining grant opportunities for the project and paid for their salary. Mr. Pickering agreed that a dedicated grant-writer could have been instrumental in exploring grant opportunities, however, the matter had been looked into by a variety of individuals. Those individuals simply did not have the time to follow up with the matter. Councilman Kavanagh suggested that Mr. Pickering contact larger cities for the names of full-time grant writers who had recently retired. They could be paid a small percentage for their efforts, and no further staff would be needed. Mr. Pickering responded that there were companies available to provide grant services, but he would look into the possibility of retirees. Mr. Pickering informed the Council that parking canopies had not yet been included in the plan, but staff was in the process of obtaining cost information. He added that shading automobiles would extend the life expectancy of the computers contained within the vehicles. Councilwoman Stevens MOVED to adjourn the meeting. The motion was SECONDED by Councilwoman Ralphe and PASSED unanimously. The meeting was adjourned at 5:45 p.m. E:\BBender\Documents\Current Minutes 2004\Work-Study Session-5-11-04.doc Page 3 of 4 TOWN OF FOUNTAIN HILLS By:i Wally Nich6ls; Mayor ATTEST AND o� PREPARED BY:, C ! �'�-/ .`f'C Bevelyn J. BendejTown Clerk CERTIFICATION: I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the Work-Study Meeting held by the Town Council of Fountain Hills on the 11th day of May 2004. I further certify that the meeting was duly called and that a quorum was present. DATED this 3rd day of June 2004. B Bevelyn J. Bender,1Town Clerk .11) E:\BBender\Documents\Current Minutes 2004\Work-Study Session-5-11-04.doc Page 4 of 4