City Council - Workshop Meetings

City Council Workshop Meeting February 22, 2023 | Ash North and South Conference Rooms Following City Council Meeting Approximately 8:15 p.m. This City Council Workshop meeting is taking place virtually and at Woodbury City Hall in the Ash North and South Conference Room. Members of the public may attend the meeting in person and may also join the meeting using a computer, tablet or smartphone and accessing the virtual meeting link at woodburymn.gov/VirtualMeetings Watch the Live Meeting Public comments will be accepted during the meeting both in person and virtually. Virtual questions should be submitted via the online Q&A feature within the virtual meeting link. Questions regarding the meeting will be also taken between the hours of 8:00 a.m. to 4:30 p.m. at 651-714-3524 or at council@woodburymn.gov. Questions received after 4:30 p.m. will be responded to in the next three to seven business days. Please note that all agenda times are estimates. Workshop Agenda 8:15 p.m. 1. Central Park Renovation Project: Design Development Update 23-54 Seeking Feedback and Design Direction on Park/Gathering Space, West Entrance, and South Patio 9:05 p.m. 2. Administrator Comments and Updates1 9:10 p.m. 3. Mayor and City Council Comments and Commission Liaison Updates1 9:15 p.m. 4. Adjournment 1 Items under comments and updates are intended to be informational or of brief inquiry. More substantial discussion of matters under comments and updates should be scheduled for a future agenda. The City of Woodbury is subject to Title II of the Americans with Disabilities Act which prohibits discrimination on the basis of disability by public entities. The City is committed to full implementation of the Act to our services, programs, and activities. Information regarding the provision of the Americans with Disabilities Act is available from the City Administrator's office at (651) 714-3523. Auxiliary aids for disabled persons are available upon request at least 72 hours in advance of an event. Please call the ADA Coordinator, Clinton P. Gridley, at (651) 714-3523 (TDD (651) 714-3568)) to make arrangements.  1 City of Woodbury, Minnesota Office of City Administrator Council Workshop Letter 23-54 February 22, 2023 To: The Honorable Mayor and Members of the City Council From: Clinton P. Gridley, City Administrator Subject: Central Park Renovation Project: Design Development Update Seeking Feedback and Design Direction on Park/Gathering Space, West Entrance, and South Patio Summary The Central Park project is in the middle of the design development phase. The design options presented to the Council for consideration are based on input from previous needs studies, a comprehensive public engagement process, direction from City Council, and the needs of our project partners: Washington County, Independent School District 833 (ISD 833), the Woodbury YMCA and the South Washington County Telecommunications Commission (SWCTC.) The Central Park park/gathering space is the heart of the facility, and Council, staff, and the community have shown a particular passion and enthusiasm for this area. Achieving the right balance of aesthetics, gathering space, and functionality will be crucial to how the community receives the project. The design elements of the park and gathering space, along with the main (west) entrance, and south patio, impacts many other areas of the addition and renovation are critical path items. Council design direction on these areas are vital to moving the project forward in the design development and future cost estimating, construction documents, and to meet the prime bidding window of Q1 2024. Recommendation 1. Council review and consideration of the designs and options for three of the facility spaces: Park/gathering space, west entrance and south patio, and provide clear feedback regarding your preferences, consensus design direction, and any other design considerations. a. Park/Gathering Space Seeking design consensus direction and general feedback i. Option 1 - Focus on maximum preservation of the original park. ii. Option 2 (staff recommended) - Focus on maximizing gathering space and supporting hub concept. b. West/Main Entrance Affirm design direction c. South Patio-seeking Affirm design direction Council Workshop Letter 23-54 February, 22, 2023 Page 2 Next Steps Date Item Date Review Design Development - Multi-purpose space, March 15, 2023 lower level circulation, Lookout Ridge, east entrance and updated designs for gathering space, main entrance, and south patio Review Design Development final project scope and May 17, 2023 2023 updated cost estimating, review preliminary capital funding plan with variables, direct staff to move to Construction document phase Review of operational and capital funding plan July 19, 2023 Final project review, direct staff to advertise for bid August 16, 2023 Bid award and ISD833 and SWCTC Lease agreements Q4/Q1 2024 will be considered by the Council 2024 Construction Commences Bond Issuance 2025 Grand Re-opening Q3-Q4 2025 Subject to change based on project progress. Governance Mode Generative - Identifying key questions, anticipating future challenges, framing issues, and developing of options. Problem framing. What to pay attention to, what it means, and what to do about it? How does it fit with our mission, vision, and values? Fiscal Implications Capital - The project cost estimate through the schematic design phase was approximately $37 million, with approximately $26-$28 million as the city portion of the project. After the design development phase, the design being considered will undergo another cost-estimating process. In May, staff will present a final design, updated cost estimating, and preliminary capital funding options with variables being considered for review by the Council. It is important to remember that these early schematic design cost estimates are subject to further refinement, effects from inflation and supply chain issues, and final design decisions. The Washington County contribution was established as $4.7 million. Funding questions, and commitments by ISD 833, Woodbury YMCA, and the scope of the lease build out by SWCTC, will need to be resolved prior to the award of construction contracts. State participation levels will be determined during this legislative season and included in the funding plan as soon as possible. Should the project receive state bonding support, an additional $2 milllion should be added to the budget to comply with B3 Guidelines (Buildings, Benchmarks & Beyond) and other required elements. Policy Critical Success Factor, Quality of Life - Welcoming and Inclusive Community Council Workshop Letter 23-54 February, 22, 2023 Page 3 Public Process This project has had an opportunity to engage the public over the last several years with multiple touchpoints with the Council, stakeholders, and the community, as shown below. Staff engagement with the public in January 2023, centered on recreation programming in the specific spaces. Learning how programming desires can further shape the specific space designs. Staff anticipates additional engagement specific to Lookout Ridge Indoor Playground this spring. November 2014 Council directed staff to complete an analysis of Central Park 2015 - 2016 Public Process, Facility Partnerships, Central Park User Surveys 2017 Contracted former Eagan City Manager, Tom Hedges, and RSP Dreambox – Identify opportunities for collaboration and shared partnership vision Fall of 2019 Authorized cooperative funding agreement and consulting design services for scope and needs study Fall of 2020 Market Survey – Lookout Ridge Indoor Playground November 2020 City Council Workshop May 2021 City Council Workshop December 8, 2021 Authorized professional consulting services for design and construction administration April 2-22, 2022 Schematic design public engagement included: (2) stakeholder meetings, (4) pop-up events, online survey and Social Pinpoint April 2, 2022 Community Expo at East Ridge High School April 12, 2022 Public Open House May 18, 2022 City Council Workshop July 20, 2022 City Council Workshop August 24, 2022 City Council Workshop November 9, 2022 Authorize Professional Design and Construction Administration Consulting Services; Consultant Selections; Amend 2022 Budget, Authorize partner funding agreements and MOU’s January 10- Design Development and programming public engagement included: (2) February 3, 2023 community and stakeholder workshops, (1) pop-up event focused on teens, (2) virtual workshops, online questionnaire/Social Pinpoint February 22, 2023 City Council Workshop Spring 2023 Upcoming-Engagement specific to Lookout Ridge Indoor Playground Background Central Park and Lookout Ridge are significant and unique because they hold one of the state's busiest libraries, have regional school programming, and host the only YMCA in central and southern Washington County. Staff has identified the "regional overburden" Woodbury is bearing to support the existing and improved facility. Central Park is a multi-use indoor park constructed in 2002, and provides a focal point that establishes the City Centre area as the heart of Woodbury. The park links to the Washington County R.H. Stafford Branch Library, Lookout Ridge Indoor Playground, the YMCA, ISD 833 Early Childhood Family Education, and the Great Rivers Adult Education Consortium. Additionally, there is a well-used skyway link to the Stonecrest Community Living facility. Council Workshop Letter 23-54 February, 22, 2023 Page 4 Over 20 years have passed without a significant update since Central Park opened in 2002. As the community ages and diversifies, there is an increasing need to address deferred maintenance concerns and to reinvest through an addition to this popular and well-used gathering facility. We are working on remodeling and improving the Central Park facility in order to accomplish the following goals: • Enhance the welcoming park environment and add communal gathering space for users; • Enhance the wayfinding, safety, and security throughout the facility; • Address significant deferred maintenance; • Update ADA standards, add single-use restrooms and mothers' room; • Increase energy efficiency; • Renovate the Lookout Ridge Indoor playground; and • Add multi-purpose space capacity for increasing need to host larger events, meetings, and more recreational program opportunities. Written By: Michelle Okada, Parks and Recreation Director Chris Hartzell, Engineering Director Approved By: Clinton P. Gridley, City Administrator Attachment: PowerPoint Presentation  Central Park Renovation Project Update Design Development Phase Check-in February 22, 2023  Agenda 1. Review themes from recent public engagement 2. Design direction from Council • Park/gathering space — Design direction needed 1. Option 1: Focus on maximum preservation of the original park 2. Option 2: Focus on maximizing gathering space and supporting hub concept • West/main entrance – Affirm design direction • South Patio – Affirm design direction January/February 2023 Engagement Themes • Programming that incorporates multiple generations, entertainment, movies, etc., 278 education, movement, games, retail Online Respondents 85% markets/fairs and rental opportunities Woodbury • Passive activities-hanging out with friends, Residents flexible workspaces, walks, reading a book • More evening programming opportunities ~100 Guests at • Seating, gathering and work spaces Engagement  Variety of furniture types Events January/February 2023 Engagement Themes – continued • Equity, accessibility and affordability  Single use restrooms, accessible seating, access to free spaces/activities in the building • Sound control and space separation throughout the building • Access to Wi-Fi and outlets • Density of indoor plantings, a water feature, natural light and unique feel of Central Park • Access to natural light and views/connection to the exterior  Current Central Park Floor Plan Unoccupiable Green Space Gathering Space for People Existing Area: 10,500 square feet Planted Area: 2,885 square feet (27.5% of total) Gathering Area: 1,121 square feet (10.7% of total) Park/Gathering Space Option 1 Focus on preservation of the original park  Option 1 Central Park Floor Plan Unoccupiable Green Space Gathering Space for People Existing Area: 10,500 square feet Planted Area: 2,575 square feet (24.5% of total) Gathering Area: 1,875 square feet (17.8% of total)  Option 1 Lower Level Plan Most of rock cropping to remain New gathering space (existing stair/elevator to Replace water feature be relocated) at upper pond location Unoccupied New gathering Existing rooms Multi-purpose space (existing to remain inside Lower Level lower pond to amphitheater be removed)  Option 1 Main Level Plan Main Entry East Lookout Reception Entry Partial demolition of rocks Ridge required for construction of Below Central new stair & amphitheater lid Park Amphitheater Amphitheater South lid above Plaza Multi-purpose Addition  Option 1 Tree Preservation Preserve • Preserve in place • Healthy enough to transplant Remove • Short remaining lifespan • Declining or poor condition • Conflicts with construction Option 1 Pros • Majority of park stays intact • Ability to maintain more existing trees in park space  Approximately 15 trees; three more than Option 2 • Park and rock formations stay generally intact • Consistent with cost estimate for this space • Water feature generally stays in the same location Option 1 Cons • Unresolved accessibility issues on lower level • Winding path is only ADA route from elevator to amphitheater • Deviation from “hub” concept goal  Multi-purpose (MP) addition entry on west side off secondary hallway  Wayfinding becomes less clear/intuitive; main event space access will feel “back of house” for a featured space of this size; shared with catering and delivery access • MP hallway width does not accommodate adequate pre-function space; hallway includes views of YMCA • Lack of visibility from hallway into MP addition • Increase of gathering space in park limited • Rock outcroppings look dated, limiting the feel of updating  Park/Gathering Space Option 2 Focus on maximizing gathering space & supporting hub concept  Option 2 Central Park Floor Plan Unoccupiable Green Space Gathering Space for People Existing Area: 10,500 square feet Planted Area: 2,100 square feet (20% of total) Gathering Area: 2,600 square feet (24.8% of total)  Option 2 Lower Level Plan New gathering space New ramp provides more (existing stair/elevator direct accessible route to to be relocated) amphitheater Rock outcropping New vertical adjusted for new water feature plantings & gathering spaces Minor adjustments New support spaces (dressing to existing park rooms, restrooms with access to paths & grading both park and amphitheater) New vestibule to the South Patio, and support rooms/storage could be included in MP lower level Option 2 Main Level Plan Main Entry East Lookout Entry Concourse to MP Ridge addition aligns with Below Central central hub concept Park Amphitheater Amphitheater South lid above Plaza Pre-function space to Multi-purpose accommodate Addition standing tables, seating & gathering access to south patio  Option 2 Tree Preservation Preserve • Preserve in place • Healthy enough to transplant Remove • Short remaining lifespan • Declining or poor condition • Conflicts with construction Option 2 Pros • Supports goal of wayfinding-hub concept • Supports goal of increased visibility/security • Maximizes goal of increased gathering options in park space • Better flow to support spaces • Allows access to single-use restrooms in park area • Better pre-function space for programs and events in MP space • Provides additional/needed storage to support building and programming • Better all season access to South Patio Option 2 Cons • More impact to original park space • Slight cost increase to estimate for that space  Approximately $150K-$350K • Saves approximately 3 fewer trees than Option 1  Park Space Comparison Metrics Metrics Existing Option 1 Option 2 Park Green Space 2,885 SF 2,575 SF 2,100 SF Park Gathering 1,121 SF 1,875 SF 2,600 SF Space Park Seat Count ~ 50 ~ 92 ~ 136 Water Feature Waterfalls with New Water New Vertical Water Description Upper + Lower Feature in Place Feature at East Side of Ponds of Existing Park Upper Pond West/Main Entry South Patio DESIGN ALTERNATE STUDY – WALK & ENCLOSED STAIR  Agenda 1. Review themes from recent public engagement 2. Design direction from Council • Park/gathering space — Design direction needed 1. Option 1: Focus on maximum preservation of the original park 2. Option 2: Focus on maximizing gathering space and supporting hub concept • West/main entrance – Affirm design direction • South Patio – Affirm design direction