HomeMy WebLinkAbout06/24/2002 VB minutes workshop EVISED 7/17/02
VILLAGE BOARD WORKSHOP
JUNE 24, 2002
MINUTES
The meeting was convened at 6:10 p.m. at the Police and Fire Headquarters by Mayor
Fadey. Present at the meeting were Trustees Timothy Corcoran, Paul Hoefert, Richard
Lohrstorfer, Irvana Wilks and Michael Zadel. Trustee Michaele Skowron arrived at
6:20 p.m. Staff present included: Assistant Village Manager David Strahl, Community
Development Director William Cooney, Deputy Finance Director Carol Widmer,
Production Coordinator Ross Rowe and MIS Coordinator Joan Middleton. There were
representatives present from W. B. Olson and DLK Architects.
Assistant Village Manager Strahl provided a general summary of the discussions by
staff and the architect in formulating the general floor plans of the Village Hall and noted
that the original floor plan programs included standardized offices based on furniture
needs. However, after the preliminary plan was completed, staff felt that the building
was too large based on the available budget and previous discussion with the Village
Board regarding a building programming space of 47,000 square feet which included an
unfinished basement. The projected cost for such a structure was estimated at
$8.1 million which is higher than the original staff estimate at $6.5 million which was
drafted approximately two years ago. He stated the previous estimate did not include
fully programmed space or future expansion space within the various Departments.
Staff attempted to utilize the $8.1 million figure as the base line and requested the
architects reduce the overall building footprint in order to make the $8.1 million figure.
He stated the overall footprint has been reduced and the total square footage for
programmed space is still approximately 47,000 square feet with the overall building
footprint that includes the walls width footprint totaling slightly above the 47,000. He
stated the construction cost has been estimated to range from $161 to $183 a square
foot but staff has committed to stay within the $8.1 million amount.
He stated the discussion this evening is to focus on the floor plan and any finishes
regarding the public areas that the Village Board would like to have considered as part
of the budget discussions. He also stated that there has been a landscape budget
established at approximately $300,000 and that is part of the overall building cost. He
also stated that a furniture budget of $350,000 has been established and that amount is
not part of the overall building cost estimate.
Villaqe Hall Plan
Assistant Village Manager Strahl reviewed each floor and Department and highlighted
the future expansion areas and the various operational changes that the new building is
attempting to address. Three main suggestions were submitted by the Board for
consideration for the overall footprint of the building.
1. Determine whether wells can be created to allow light into the basement
workspace.
Board members felt this could enhance the working environment.
Review the necessity for the glass partition between the lobby area from the
service windows to determine whether the glass is necessary for fire rating
purposes and review other options including complete removal of such
separation.
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Review filing opportunities to maximize filing space that has been designated
and determine whether alternative filing opportunities exist to maximize the
space and determine whether the currently designated filing space could be
used for other purposes as needs dictate. There was also direction to staff to
ensure that adequate file management procedures are in place so that the
amount of space designated for filing does not compromise space allotted for
programming and employees.
There were general comments regarding various office spaces throughout the various
floors including some programming questions regarding interaction between various
employees. Village Board members also requested staff take a look at several options
for finishes to determine what opportunities exist for cost considerations.
Landscape Discussion
Charlie Krump from DLK provided a summary of the two landscaped areas; one
designated as "Keystone Plaza" which faces Route 83 and Busse Avenue, and a
"Founders' Plaza" area which faces Emerson Street and Busse. He highlighted the
inlaid "Keystone" concept with the brick sidewalks emanating from the keystone to the
entrance to the building from the Route 83 side. He also detailed the landscaping of the
Founders' area and what his ideas are to highlight the long-term and founding
community members.
There was a discussion regarding the placement of the necessary flagpoles in order to
depict the main entrance to the Village building. The consensus was to put the
flagpoles on the Emerson side of the building,
here was also discussion regarding a possible water feature on the Route 83 side of
the building. There was consensus to consider water feature options for
discussion purposes and cost estimates only.
Mayor Farley left the meeting at this point.
Village Board directed staff to bring back budget figures for the next meeting for
discussion purposes.
The meeting adjourned at 8:38 p.m.
DS/mc
Respectfully submitted,
DAVID STRAHL
Assistant Village Manager