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City Council Workshop

Regular Meeting

Oakdale, MN · July 29, 2025

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Minutes

SPECIAL WORKSHOP MINUTES OAKDALE CITY COUNCIL JULY 29, 2025 The City Council held a Special Workshop on Tuesday, July 29, 2025 at Oakdale City Hall, 1584 Hadley Avenue North, Oakdale, Minnesota. The meeting began at 5:00 PM. Present: Mayor Kevin Zabel Council Members: Kari Moore Andy Morcomb Gary Severson City Staff Members: Christina Volkers, City Administrator Jake Foster, Assistant City Administrator Nick Newton, Police Chief Ryan Stuart, Police Captain Others Present: Michael Healy, BKV Group Paul Michel, BKV Group Kelly Naylor, BKV Group Dustin Phillips, Kraus-Anderson Mike Prosser, Parks and Recreation Commissioner Don Theisen, Owner’s Representative, Don Theisen Consulting POLICE DEPARTMENT EXPANSION AND REMODEL + CITY HALL REMODEL SITE PLAN OPTIONS City Administrator Chris Volkers began by setting the background for the design options being presented. She stated that a Space Needs Analysis was completed and the project is currently in the Concept Design stage. The project team is considering impacts to Walton Park, existing parking lots, disruption to the public and City staff during construction, future operational efficiencies, and the budget, as planning continues. Tonight, the project architects will walk through the different design options and the preferred design option. Based on the Council’s input, the project team will move to the Schematic Design phase to work out further details. Paul Michel with BKV Group went through the overarching project goals and the specific goals for both City Hall and the Police Department. Kelly Naylor with BKV Group discussed the staff survey results for both City Hall and the Police Department. In response to Council Member Morcomb’s question about a soft interview room, Mr. Michel stated it is a more informal room to have a dignified conversation with children, witnesses, victims, etc. Mayor Zabel inquired about gathering public input to be incorporated into the design phase especially as it relates to the impact to Walton Park and the potential for a community room, among other things. SPECIAL WORKSHOP MINUTES JULY 29, 2025 PAGE TWO Michael Healy with BKV Group went over the summary of space needs for both City Hall, the Police Department, and shared areas. In response to a question about the breakdown of the current existing building gross square footage (30,820), BKV offered to send that information to Council through the City Administrator. Next, the master planning was discussed such as lessons learned from the 2018 concept plan. Mayor Zabel asked about the project cost and timeline if staff were relocated during construction. Dustin Phillips with Kraus-Anderson stated that 3-4 months could be shaved off the project timeline as well as a rough estimated cost savings of $500,000 minus relocation costs and lease fees for additional staff space. Mr. Healy reviewed the master planning options to be reviewed – eight in total, and he identified pros and cons of each. The recommended approach was shared in detail including a very preliminary level 1 and level 2 concept plan. Mr. Phillips shared the initial project budget, the concept phase cost estimate broken down between City Hall and the Police Department, and a couple alternate options. In response to several of Council Member Morcomb’s questions, the following information was provided: • The original brick on the outside of City Hall needs minor repairs, but overall the masonry should last another 50 years. The windows will need to be replaced. • The covered Police Department parking is adequate for future needs. • The secure parking area for Police Department, Building Inspections, and Code Enforcement staff is for their protection as well as for the security of their personal and City vehicles. Mayor Zabel raised a question about certain employee groups having access to the secure parking over others. Police Chief Nick Newton shared that the proposal is data-driven given the majority of incidents involve a Police Department staff member or vehicle. Council Member Morcomb encouraged as many windows and natural light as possible to make the building inviting. He also was concerned about the exit onto 15th St N and the proximity to Walton Park open space. Police Captain Ryan Stuart noted that individuals do not tend to utilize the space near this exit. Additionally, the officers will use caution when exiting as they currently do when heading onto Hadley Ave N. Mayor Zabel focused on utilizing the entirety of the current building footprint (and the area closest to 15th St N and Hadley Ave N) and the interior square footage. He was intrigued by the possible public access off of 15th St N and the possibility of shifting the secured parking lot to the northeast lot of the building. Continuing on, he shared concerns about losing up to forty percent of Walton Park's open space, by his calculations. SPECIAL WORKSHOP MINUTES JULY 29, 2025 PAGE THREE Council Member Severson brought up the possibility of a single public entrance that may allow for reconfiguration of the various parking lots. Mr. Michel noted that a singular entrance was considered, but ultimately was not conducive to the operational flow of foot traffic. Captain Stuart asked Mayor Zabel to elaborate on the possible public access off of 15th St N. Mayor Zabel referred to Option F within the presentation slide deck where the public entrance is on the south side of the building with approximately 25 public parking spots which the Council agreed is sufficient. In response to Council Member Severson’s question about the summary of space needs, Ms. Naylor indicated the 2025 numbers reflect the current needs. Council Member Moore indicated that staff efficiency is her top priority when it comes to building layout and design. She expressed support for a welcoming environment and appearance, and was hesitant about the look of fencing around the proposed secure parking lot. Her preference would be to not base this project design around its effect on Summerfest. Council Member Severson asked for clarity on the soil contamination to the north of the current building. Owner’s Representative Don Theisen explained that the area to the north used to be a City dump so it is unclear how contaminated the soil might be without disturbing it. Mayor Zabel reiterated building functionality into the design by maximizing the space especially of the current footprint, like shown in Option G within the presentation slide deck. Chief Newton indicated that the second-story addition on the Police Department would cause inefficient operational issues as only the records team would be on the first floor with all police officers on the second floor. Ms. Volkers floated the idea of all City Hall staff utilizing the second floor with all Police Department staff on the first floor of both the current building remodel and new building. This will be considered. In response to a question from Council Member Morcomb about redoing irrigation systems around the building, Captain Stuart stated that would consist of a very small portion of the project budget. The Council was open to moving the location of the current public entrance and current Council Chambers. Ms. Volkers reminded the group that the total project budget maximum discussed one year ago was $30 million with most of the soft costs coming out of the Municipal Building Fund. Captain Stuart mentioned that the Development Review Committee (DRC) compared the recommended approach to the proposals to Walton Park within the Park System Plan and was favorable to that design. SPECIAL WORKSHOP MINUTES JULY 29, 2025 PAGE FOUR Mayor Zabel’s preference was to utilize more land on the south side near 15th St N versus on the west side toward Walton Park. His preferred design was Option G. Council Member Morcomb’s preferred design was the recommended approach, but he was open to reconfiguring the secure parking lot. WORKSHOP RECESSED AT 6:21 PM. WORKSHOP RECONVENED AT 7:00 PM. CITY COUNCIL VACANCY APPLICANT INTERVIEWS The City Council interviewed all 13 applicants as listed in the Council Memorandum. ADJOURNMENT The workshop was adjourned at 10:15 PM. Respectfully submitted, Sara Ludwig, City Clerk

Agenda

AGENDA City Council Special City Council Workshop July 29, 2025 Hadley Conference Room 5:00 PM 5:00 PM Police Department Expansion and Remodel + City Hall Remodel Site Plan Options 7:00 PM City Council Vacancy Applicant Interviews COUNCIL MEMORANDUM To: Honorable Mayor and City Council From: Christina M. Volkers, City Administrator Don Theisen, Owner’s Representative Police and City Hall Capital Project Date: July 29, 2025 Subject: Police and City Hall Capital Project Concept Design BACKGROUND The City’s Capital Improvement Plan (CIP) includes a remodel and expansion of the Police Department and a remodel of City Hall. The City Council approved a contract with BKV Group on April 22, 2025 to provide architectural services for these projects. A contract was also approved on June 10, 2025, with Kraus-Anderson Construction Company to serve as the project Construction Manager at Risk. These firms along with City and Police Department leadership comprise the project team. The project team conducted an employee survey, developed project goals, completed a Space Needs Analysis, and developed Concept Designs to meet the goals and needs. Through this effort a preferred option was developed. The project team presented this material to the City of Oakdale Development Review Committee (DRC) on July 2, 2025. The project team will present project information to the City Council at this Workshop for feedback on the preferred option for Concept Design (CD). This will allow the design work to be further developed into finalized Schematic Design (SD) and next towards Design Development (DD). FINANCIAL CONSIDERATIONS Initial project cost information is outlined in the presentation attached. COUNCIL DIRECTION REQUESTED The intent of this Workshop is to review the history/process to date and to get Council intent on the concept design preferred option. Attachment Presentation Slides City of Oakdale CITY HALL & POLICE STATION RENOVATION + EXPANSION Council Work Session July 29, 2025 City of Oakdale | City Hall & Police Station Renovation + Expansion BKV GROUP | July 29, 2025 AGENDA PROJECT GOALS STAFF SURVEY RESULTS SPACE NEEDS MASTER PLANNING RECOMMENDATION COST ESTIMATE NEXT STEPS City of Oakdale | City Hall & Police Station Renovation + Expansion BKV GROUP | July 29, 2025 PROJECT GOALS City of Oakdale | City Hall & Police Station Renovation + Expansion BKV GROUP | July 29, 2025 PROJECT GOALS | OVERARCHING • Meet 2045 City and Police Department Space Needs: Design and construct facilities that will adequately serve the police department and city operations for the next 20 years, accommodating anticipated growth in population, staff, and service demands. • Enhance Public Safety and Services: Provide a modern and efficient environment for the Police Department to better serve the community, including improved spaces for operations, training, and victim support. • Improve City Hall Resident Experience: Provide centralized, welcoming, and accessible City Hall spaces to enhance customer service, and accommodate evolving city service delivery. • Improve City Staff Collaboration and Functionality: Modernize and design staff spaces to create open, seamless, and collaborative work environment and promote functionality between departments. • Cost-Effective and Responsible Development: Undertake the project within the allocated budget, exploring cost-effective improvements and renovations while maximizing the value of existing infrastructure, while minimizing the use of Richard Walton Park. • Minimize Disruption: Stage construction to minimize disruption to the public and city/police staff during the project. • Staff Health & Safety: Improve overall facility security and provide dedicated spaces to support staff health and wellness. City of Oakdale | City Hall & Police Station Renovation + Expansion BKV GROUP | July 29, 2025 PROJECT GOALS | CITY HALL • Improved Employee Spaces: Deliver workspaces that reflect and respect the professional work being performed by staff that will improve recruitment and retention of staff. • Shared Multi-use Space: Create shared multi-use space for city staff training, and meetings; including a flexible City Council room. • Enhanced Customer Service: Improve the flow and design of public-facing areas to better serve residents while maintaining security for staff. • Modernization and Aesthetics: Update and refresh interior spaces (carpet, wall coverings, lighting) that have reached the end of their useful life. Address deferred maintenance items with the exterior envelope and modernize architectural aesthetics to provide a welcoming entrance. • Improved Space Allocation: Reallocate and redesign spaces to reflect current staffing changes and departmental needs. • Infrastructure Assessment and Upgrades: Assess and analyze existing City Hall infrastructure (HVAC system, plumbing, electrical, elevator) for cost-effective improvements or replacement. City of Oakdale | City Hall & Police Station Renovation + Expansion BKV GROUP | July 29, 2025 PROJECT GOALS | POLICE • Public Experience: Provide welcoming and dedicated public entrance to the police department. • Operational Space Needs: Include space to address the 20-year operational needs for the Department. Create organized and sufficient storage for police equipment, records, and evidence, consolidating currently disparate storage locations. • Secure Parking: Provide a parking garage for the police fleet and a secure parking area for police staff. • Modern Locker Rooms: Provide adequate and updated locker rooms for officers. • Shared Fitness Room: Include a City staff shared fitness room with separate, secure access for police staff. • Improved Security: Enhance the safety and security of the overall police facility. • Dedicated Specialized Spaces: Create dedicated spaces for specialized functions, such as computer crimes, evidence intake/processing areas, and Emergency Operations Center (EOC). • Police Training Functions: Provide dedicated training functions that support the department’s training goals. City of Oakdale | City Hall & Police Station Renovation + Expansion BKV GROUP | July 29, 2025 STAFF SURVEY RESULTS City of Oakdale | City Hall & Police Station Renovation + Expansion BKV GROUP | July 29, 2025 STAFF SURVEY RESULTS| CITY HALL Themes: • Centrally located breakroom-private from public • Improved acoustics with better spaces for focus • Additional meeting rooms of various sizes • Improved connectivity between floors • Additional storage • Space for future growth • Lighting on occupancy sensors • Efficient and functional mechanical systems • Improved wayfinding for the public • Renewed interior finishes/colors • Collaboration space for staff • Improved daylighting • Improved security • Outdoor amenities- break space/workspace • Employee amenities- fitness/bike storage/showers/lockers/staff restrooms City of Oakdale | City Hall & Police Station Renovation + Expansion BKV GROUP | July 29, 2025 STAFF SURVEY RESULTS| POLICE DEPARTMENT Themes: • Improved security • Improved acoustics in office space • Properly located and designed soft interview rooms • Dedicated police break room • Improved workflow/adjacencies • Secure parking for staff • Garage for squad vehicles • Address current space needs with room for growth • Additional storage for equipment/supplies • Efficient and functional mechanical systems • Modern finishes/colors/design • Collaboration space for staff • Adequate locker rooms with rightsized lockers • Private outdoor break space • Employee amenities- restrooms/fitness/training functions City of Oakdale | City Hall & Police Station Renovation + Expansion BKV GROUP | July 29, 2025 SPACE NEEDS City of Oakdale | City Hall & Police Station Renovation + Expansion BKV GROUP | July 29, 2025 SUMMARY OF SPACE NEEDS 2025 Current Need 2035 Space Need 2045 Space Need City Hall 15,226 sf 15,454 sf 16,046 sf Police Department 33,031 sf 36,485 sf 39,391 sf Shared Area 9,143 sf 9,143 sf 9,143 sf Subtotal: 57,441 sf 61,081 sf 64,580 sf Building Envelope Factor: 6,893 sf 7,330 sf 7,750 sf Total Proposed Need (gsf): 64,333 68,411 72,330 1. The Space Needs Analysis with City staff and leadership identified an overall combined need of an additional 41,510 GSF for the city hall and police departments. 2. The existing building is 30,820 GSF. City of Oakdale | City Hall & Police Station Renovation + Expansion BKV GROUP | July 29, 2025 MASTER PLANNING City of Oakdale | City Hall & Police Station Renovation + Expansion BKV GROUP | July 29, 2025 MASTER PLANNING SUMMARY Lessons Learned: • 2018 Concept plan did not fully address immediate nor long -term operational needs for the police department, space need has grown. City hall operational needs were not considered. • Building addition can not extend too far north without entering potentially contaminated soils • Ideal approach allows for building to be occupied during construction to reduce project costs • It is ideal to keep the building addition positioned south of the existing site access road to maximize visual connections to the park from the public parking lot • Police program areas are best located within the new construction areas which can be structurally designed specifically for their intended specialized use • Wayfinding to the city hall and police department is an important consideration both inside and outside the building • A welcoming approach for city hall and the police department is important • Attempt to minimize impact to park greenspace and public parking that serves the park City of Oakdale | City Hall & Police Station Renovation + Expansion BKV GROUP | July 29, 2025 SUMMARY OF MASTER PLANNING OPTIONS EXPLORED OPTION A OPTION B OPTION C OPTION D OPTION E OPTION F OPTION G OPTION H City of Oakdale | City Hall & Police Station Renovation + Expansion BKV GROUP | July 29, 2025 PREVIOUS 2018 CONCEPT • Did not address full operational space needs of the Oakdale Police Department nor future needs • Police garage entrance is front & center to public parking • City Hall improvements not addressed City of Oakdale | City Hall & Police Station Renovation + Expansion BKV GROUP | July 29, 2025 Pros: OPTION A • Both city hall and police public entrances face east for easy wayfinding and creates a balanced building frontage Cons: • Main level of city hall on west side has limited access to daylight • Secure parking on the north reduces public parking serving the park; secure parking area is more exposed to public view • Police is more distant and disconnected from city hall entrance/lobby City of Oakdale | City Hall & Police Station Renovation + Expansion BKV GROUP | July 29, 2025 Pros: OPTION B • Park greenspace is maximized Cons: • Building is encroaching into area of contaminated soils to North • City hall and police public entrances/lobbies are not connected internally • City hall public entrance is hidden by building addition • Building addition and secure parking lot impacts the park public parking area • The park is mostly hidden public parking lot, feels disconnected City of Oakdale | City Hall & Police Station Renovation + Expansion BKV GROUP | July 29, 2025 Pros: OPTION C • Building addition to West screens garage rooftop from road Cons: • City hall areas potentially bisected by police functions • Police lobby is remote within building in lieu of having dedicated entrance • Partial demolition of existing building adds cost • Western side of public concourse abuts police garage wall; no views to outdoors • Secure parking area is adjacent to main city hall public entrance City of Oakdale | City Hall & Police Station Renovation + Expansion BKV GROUP | July 29, 2025 OPTION D Pros: • New singular public entrance for facility at north Cons: • Demolition of large portions of existing building adding cost • Existing building would need to be vacated during construction adding cost • Secure parking lot reduces public parking area serving the park and is visible at building entrance • Secure parking lot reduces visibility and connection to the park City of Oakdale | City Hall & Police Station Renovation + Expansion BKV GROUP | July 29, 2025 OPTION E Pros: • Both city hall and police public entrances face east for easy wayfinding Cons: • Secure parking lot does not have an efficient flow • Narrow strip of building addition at the north is not efficient • Building access/egress will be more complicated during construction due to north addition, likely requires multiple phases City of Oakdale | City Hall & Police Station Renovation + Expansion BKV GROUP | July 29, 2025 OPTION F Pros: • Creates a new public entrance to the south Cons: • Separate public entrance at east and south may cause confusion and difficult wayfinding • Two disconnected public parking lots may be confusing • New south parking lot likely has grading issues and may not be feasible • T h e n e w e a s t c u r b c u t a t 1 5 th S T N i s c l o s e t o t h e i n t e r s e c t i o n a n d n o t i d e a l City of Oakdale | City Hall & Police Station Renovation + Expansion BKV GROUP | July 29, 2025 Pros: OPTION G • Condensed footprint maximizing build-out over police garage • Both city hall and police public entrances face east for easy wayfinding Cons: • Most of police functions are located at upper level causing operational issues • Secure parking lot reduces public parking area serving the park and is visible at building public front • Secure parking area block visible connections to the park City of Oakdale | City Hall & Police Station Renovation + Expansion BKV GROUP | July 29, 2025 Pros: OPTION H • Condensed footprint maximizes park area and existing public parking • Police secure parking area is screened by building • New singular public entrance for facility at north Cons: • Majority of existing building is demolished; highest cost & does not fit within current project budget • Existing building will need to be vacated during construction adding relocation costs • Secure parking area is remote from police operations; less efficient operational flow City of Oakdale | City Hall & Police Station Renovation + Expansion BKV GROUP | July 29, 2025 RECOMMENDATION City of Oakdale | City Hall & Police Station Renovation + Expansion BKV GROUP | July 29, 2025 RECOMMENDED APPROACH Pros: • Minimal impact to north public parking area serving the park • Pedestrian connection from city hall to park & supports park master plan • Secured parking is screened from public parking & building entrance • “Clean” defined western boundary between building area and park • Efficient operational flow for city hall & police departments • Construction can be phased while building is occupied minimizing cost • Existing building can be expanded to the north in the future (community room or office space) Cons: • Some impact to park greenspace City of Oakdale | City Hall & Police Station Renovation + Expansion BKV GROUP | July 29, 2025 RECOMMENDED APPROACH City of Oakdale | City Hall & Police Station Renovation + Expansion BKV GROUP | July 29, 2025 RECOMMENDED APPROACH • Building addition to the west for police functions and the squad garage INSERT CONCEPT PLAN IMAGE • Existing building renovated for city hall and LEVEL 2 shared functions • Existing council chambers renovated to be a multi-purpose room to function also as a training room with dais secured after-hours • Clear wayfinding for the public between city hall and police functions Level 2 Concept Plan • New public concourse connects existing east building entrance with the new entrance facing north adjacent to the police lobby • Renovated building entrance tower to modernize architectural design INSERT CONCEPT PLAN IMAGE LEVEL 1 Level 1 Concept Plan City of Oakdale | City Hall & Police Station Renovation + Expansion BKV GROUP | July 29, 2025 COST ESTIMATE City of Oakdale | City Hall & Police Station Renovation + Expansion BKV GROUP | July 29, 2025 INITIAL PROJECT BUDGET CITY HALL RENOVATION Levy Funding: $8,000,000 POLICE RENOVATION & EXPANSION LOST Funding: $18,000,000 Levy Funding: $2,000,000 TOTAL PROJECT BUDGET: $28,000,000 City of Oakdale | City Hall & Police Station Renovation + Expansion BKV GROUP | July 29, 2025 CONCEPT PHASE COST ESTIMATE CITY HALL RENOVATION & EXPANSION Construction Costs: $8,704,170 Soft Costs: $1,355,919 Project Total: $10,060,089 POLICE RENOVATION & EXPANSION Construction Costs: $20,309,730 Soft Costs: $3,163,812 Project Total: $23,473,542 TOTAL PROJECT: $33,533,631 Cost estimates include construction and design contingency. Soft costs include costs not directly tied to the physical construction of the building; they include- Inspections, Permits, A/E fees, Furniture, etc. City of Oakdale | City Hall & Police Station Renovation + Expansion BKV GROUP | July 29, 2025 ALTERNATE | COMMUNITY ROOM • Cost estimate for new community room addition as part of recommended expansion option TOTAL PROJECT: $1,000,000 Cost estimates include construction and design contingency. Soft costs include costs not directly tied to the physical construction of the building; they include- Inspections, Permits, A/E fees, Furniture, etc. Level 1 Concept Plan City of Oakdale | City Hall & Police Station Renovation + Expansion BKV GROUP | July 29, 2025 ALTERNATE | FULL REPLACEMENT • Cost estimate for full-replacement of city hall & police station TOTAL PROJECT: $46,600,000 Further discussions are required regarding staff relocation during construction, as these costs can vary significantly. Cost estimates include construction and design contingency. Soft costs include costs not directly tied to the physical construction of the building; they include- Inspections, Permits, A/E fees, Furniture, etc. City of Oakdale | City Hall & Police Station Renovation + Expansion BKV GROUP | July 29, 2025 NEXT STEPS City of Oakdale | City Hall & Police Station Renovation + Expansion BKV GROUP | July 29, 2025 NEXT STEPS Confirm Planning Approach Confirm Project Budget Proceed with Schematic Design DESIGN SCHEDULE Programming & Concept Planning April – June 2025 Schematic Design July – Sept 2025 Design Development Oct – Jan 2026 Construction Documents Feb – Mar 2026 Bidding April – May 2026 Construction June 2026 - TBD City of Oakdale | City Hall & Police Station Renovation + Expansion BKV GROUP | July 29, 2025 Thank you. SUMMERFEST City of Oakdale | City Hall & Police Station Renovation + Expansion BKV GROUP | July 29, 2025 COUNCIL MEMORANDUM To: Honorable Mayor and City Council From: Christina M. Volkers, City Administrator Date: July 29, 2025 Subject: City Council Vacancy Applicant Interviews BACKGROUND At the May 27, 2025 regular City Council meeting, the Council accepted the resignation of Council Member Willenbring and declared a vacancy on the City Council to be filled by appointment. The application period was open mid-June, and remained open for 2.5 weeks. Thirteen applications were received. At the July 8, 2025 Workshop, the Council agreed that all 13 applicants will be interviewed. Interview Schedule 7:00 PM – Sharon Mule 7:10 PM – Brett Berfeldt 7:20 PM – Terry Ray 7:30 PM – Break 7:40 PM – Christopher Thewis 7:50 PM – Mike Prosser 8:00 PM – Colleen Swedberg 8:10 PM – Break 8:20 PM – Thomas Willenbring 8:30 PM – Abinadab Tesfahnen 8:40 PM – Break 8:50 PM – Jennifer Kimlinger 9:00 PM – Martin Jurgensen 9:10 PM – Chang Yang 9:20 PM – Brandon Nelson 9:30 PM – Laura Kittel 9:40 PM – Wrap-up

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