City Council Minutes 2002 08-30-02 (special cc) Pagel of 3
UNITED CITY OF YORKVILLE
WORKSHOP WITH CITY COUNCIL ON OFFICE SPACE
MAY 30,2002
7:00 P.M.
U;
MEMBERS PRESENT:
Mayor Art Prochaska Alderman Larry Kot
Alderman Paul James Alderwoman Rose Spears `� �'a`�•U
Alderman Richard Sticka Alderman Mike Anderson(until 8:00)
City Clerk Jackie Milschewski
CITY STAFF PRESENT:
Finance Director Traci Pleckham Police Chief Harold Martin
City Administrator Tony Graff(arrived at 7:47)
GUESTS:
Mark Bushhouse, Williams Architects,Ltd.
David McEachern, Williams Architects,Ltd.
OFFICE LAYOUT AND PROJECTED COST ESTIMATE
Mayor Prochaska reported that Williams Architects, Ltd. had presented information of phases and
options for the office space. He turned the floor over to Mark Bushhouse who explained that he
and Mr. McEachern have been working with the staff on space needs. They have developed
sketches and costs to help the city solve its immediate space needs. He stated that they have also
addressed long-term issues for the city and have some ideas to present. He hoped that the City
would consider two ideas. The first is the immediate space needs and secondly an action plan for
the future.
He turned the floor over to Mr. McEachern who went over Phase One,Schemes A,B,and C.
The difference between Scheme"A"and`B"is the location of the City Council Chambers.
Scheme"A"keeps the chamber in its current location with the possibility of expansion and
Scheme`B"locates the chamber on the lower level. They have indicated the cost for the addition
to the chamber separate from the other costs in the budget. Scheme"A"allows for the buildout
of the basement for the City staff as well as the Police Department(PD)and it represents a forty-
eight month plan. Mr. Bushhouse added that with this scheme the basement area will be finished
out and the Building and Engineering Departments relocated to the new area. This utilizes the
space available without adding anything.
Alderman Kot expressed his concern about the limited natural light in the lower level. Mr.
Bushhouse commented that the Building Department is an outside firm contracted to the City.
Their employees spend much of the day out of the office and this is a good location for them and
they approve of it. The Engineering Department are City employees and spend time at their desk.
He indicated that he was not comfortable placing them in the lower level and they expressed this
concern also. Mayor Prochaska asked why,if this was a concern,the engineers were placed in
the back without windows and the Building Dept. in front with windows. Mr. Bushhouse stated
that this could be switched around.
Mayor Prochaska expressed concerns about securing the stairwell. He pointed out that there was
no way to watch the stairwell from the first floor offices. They discussed options such as close
circuit television or fireproof glass in the wall to the stairwell,which would be visible from the
reception desk. Also discussed was the idea of having a reception counter at the lower level.
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Scheme"C"was discussed. Mr. McEachern stated that this scheme represents comments
received from the staff after presenting Schemes A&B. It shows phases,which indicate an
addition to the Chambers and only the Building Dept. in the basement with the remaining space
being for storage. This also indicates a future plan for the administration offices of the City
taking over the whole building.
He explained that Phase I of Scheme"C"builds out the lower level for the PD and moves the
Building Dept. downstairs. It keeps the Engineering Dept. upstairs. If in the future the PD moves
to their own building,the Engineering Dept. would move to their side of the building. This is a
twenty-four month scheme. The group discussed the reconfiguration of the reception area in
indicated in Phase I. This is to help eliminate congestion in the area and create a waiting room.
Another reception window is created downstairs for the Building Dept.
They went over the floor plan and Mrs. Pleckham noted that there wasn't space allocated for the
accounting clerk. Mr. McEachern stated he would add this. City Clerk Milschewski also
suggested eliminating the space allocated for the City Clerk. She explained that the City and
Deputy Clerks work together, accessing the same information. It would be more efficient to
combine the areas. Mayor Prochaska suggested that the Mayor's office be the office closest to
the entrance with two access doors. He stated that this works better when the mayor uses his
office after hours. Alderwoman Spears noted that the Administrator's Assistant should be closer
to the reception area as she oversees the receptionist. City Clerk Milschewski agreed with this
and relayed Deputy Clerk Liz D'Anna's concern with having the clerks area close to the
reception area. She stated the Ms.D'Anna was concerned that she would become backup for the
receptionist and this would interfere with her duties.
Mr. McEachern stated that funds budgeted to the first floor will be used to work with the existing
half walls and creating new walls in an effort to creating areas of more privacy. Alderman Kot
questioned if the ventilation system would support the area with walls. Mr.Bushhouse stated that
due to budgetary constraints,they did not suggest improvements to the heating,ventilation and air
conditioning(HVAC)system. If the Chamber is expanded,there will need to be changes to the
HVAC system.
Alderman Sticka asked which scheme the architects recommended and Mr. Bushhouse stated that
they feel Scheme"C"does the best job for providing for the City's short-term needs.
There was further discussion concerning the lower level. Mr. Bushhouse stated that people can
work downstairs with decent lighting and HVAC system but they usually would not choose to
work below grade. He stated that the lower level could be made into a quality area. Mayor
Prochaska suggested the creation of landscaped window wells outside the building. Mr.
Bushhouse stated that this would have a positive effect on making the lower level better. They
discussed that this would be an additional cost. Everyone agreed placing the Engineering Dept.
in the lower level best utilized the current space.
Alderman James commented that he felt that Phase I should not include any building expansion
but work with the existing structure. The size of the Council Chamber was discussed. It was
stated that it is very seldom filled to capacity and in the event more space is needed such as when
there is a public hearing,the Beecher Center could be used. Mayor Prochaska stated that
increasing the size of the Council Chambers may be a necessary in the future when the population
creates the need for more aldermen and he agreed with Alderman James that the current focus
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should be on the existing building. Alderman Kot recommended spending the funds to ensure
that the ventilation is proper for that application.
The expansion of the parking lot was discussed. Mr. Bushhouse recommended that if funding is
available,the parking lot should be expanded behind the building. The drive into the school lot
was discussed and Mayor Prochaska suggested that the drive remain one way. School traffic
issues and parking were discussed along with different options to prevent conflicts. Mr. Graff
suggested that the back lot could be employee parking. Configurations for the lot were reviewed
and Chief Martin addressed the PD's parking needs.
Mr. Bushhouse summed up the discussion by stating that they would take the Council's
suggestions and revise the plan by moving the Engineering Dept.to the lower level,moving the
chamber expansion to Phase II; adding parking that connects to the north and doesn't interfere
with the PD. They would also get an estimate for the window wells and HVAC improvements
for the upper level.
Mayor Prochaska noted that since it has been agreed to move the engineers to the lower level,the
space allocated for them upstairs could be used for the City and Deputy Clerk and the half walls
could be maintained. Alderman Kot also reiterated that the Mayor's office should be the office
next to the entrance.
Mr. Bushhouse discussed cost estimates,which they did with their construction estimator group.
He indicated that they are aware that the city discussed a budget of about$300,000.00 for the
project however their estimated costs are higher. The elimination of the chamber expansion will
have a positive impact but there will be costs involved with developing the parking lot,the
window wells and the HVAC improvements. The current estimate is in the$600,000.00 to
$800,000.00 range. He stated that if this range is unacceptable,they will address it. If the range
is acceptable,they will move ahead. Mayor Prochaska noted that the window wells and parking
lot could be optional. Alderman Sticka commented that to do the project economically,the
concentration should be on completing the lower level and moving the employees around.
Mr. Bushhouse presented some long-term ideas. He discussed future needs for archive areas,
larger PD with lock-up area,public work garages,recreation department staff and a city pool. He
stated that the first phase of reconfiguring the office space should provide adequate space for
approximately four years. Buy adding to the existing building down the line,this could be
extended to fifteen or twenty years. He felt that eventually the current building would not be
large enough to house the City's administration offices and the PD. The PD will probably need
space for lockup areas and gun range. He suggested to the Council that they start a planning
process for the long-term needs for the City's facilities. He recommended a study be initiated to
consider the future needs and identify sites. He felt that now is the time,before the City sees any
more growth, for the City to obtain property for future expansion. The Council discussed this
recommendation. Mayor Prochaska suggested that as developers come into the City,the city
work with them to acquire land for future use.
There were no further comments or questions. The Council thanked Mr. Bushhouse and Mr.
McEachern for their work and presentation.
The meeting was adjourned at 8:30 P.M.
Minutes respectfully submitted by:
Jackie Milschewski, City Clerk