City Council - Workshop Meetings

City Council Workshop Meeting Ash Conference Rooms January 22, 2025 | 5:30 PM This City Council Workshop meeting is taking place virtually and at Woodbury City Hall in the Ash Conference Rooms. 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 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. Unfinished workshop items will be carried over to the end of the Council meeting. 5:00 p.m. Dinner – Birch Conference Room The intent of the workshop session is to provide a forum for City Council and City staff to discuss more in-depth Council items, exchanging viewpoints and visions prior to the item being set for Council action at a regular meeting of the City Council. Workshop sessions are neither a public hearing nor an open microphone session. No formal votes will be taken and any direction from Council will be in consensus format. The workshop session is not recorded. Workshop Agenda 1. Workshop Discussion Items - 5:30 p.m. 1A. Public Safety Campus Improvements - Proposed Schematic Design 25-12 Elements 1B. Training on City Council Roles and Responsibilities During an Emergency 25-13 2. Administrator Comments and Updates* - 7:00 p.m. 3. Mayor and City Council Comments and Commission Liaison Updates* - 7:05 p.m. 4. Adjournment - 7:15 p.m.  Woodbury City Council Agenda January 22, 2025 | 5:30 PM  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 714- 3568) to make arrangements.  1A City of Woodbury, Minnesota Office of City Administrator Council Workshop Letter 25-12 January 22, 2025 To: The Honorable Mayor and Members of the City Council From: Clinton P. Gridley, City Administrator Subject: Public Safety Campus Improvements - Proposed Schematic Design Elements Summary City staff, in collaboration with architect Wold and construction manager Kraus-Anderson, have invested significant effort into developing the schematic design for this project. The design process has focused on addressing several complex and interrelated factors, including:  Site Constraints: Carefully evaluating the physical characteristics of the site, such as its size, topography, zoning requirements, wetland buffers, drainage and stormwater requirements, and access points, to ensure optimal use of the available space.  Departmental Needs: Forecasting and accommodating the functional requirements of various departments for the next 20 years, ensuring the design supports long- term growth and operational efficiency.  Accessibility: Ensuring the site and building designs facilitate ease of access for all users, including the public, staff, and service vehicles, while meeting regulatory accessibility standards.  Programming of Spaces: Strategically allocating and organizing interior and exterior spaces to support intended activities and operations effectively.  Architectural Inspiration and Materials: Selecting design precedents, material palettes, and aesthetic elements that are not only visually appealing but also practical, durable, and aligned with the community's identity.  Parking and Traffic Flow: Incorporating adequate parking solutions and efficient traffic flow patterns to minimize congestion and enhance usability.  Budget Considerations: Balancing ambitious design aspirations with the project's financial constraints, ensuring all elements remain within the established budget. The design team has gone through multiple iterations, striving to achieve the best possible balance between these factors within the $60 million project budget. This iterative process has been critical in refining the design to meet the project’s goals without compromising on Council Workshop Letter 25-12 January 22, 2025 Page 2 quality or functionality. On January 22, 2025, staff will present a high-level overview of the project’s progress to date. This presentation will include draft site designs and floor plans, inspiration imagery, material palettes, massing and exterior studies, an updated budget, and the current project schedule. The goal is to receive Council input and feedback on the proposed schematic design elements. With Council’s feedback, the project will quickly transition into the design development phase. This stage will further refine the schematic concept, adding technical details such as mechanical, electrical, and plumbing systems, fire protection plans, and civil and landscape architecture drawings. The refined design will provide greater clarity and precision, enabling detailed cost estimates and the eventual creation of construction documents for bidding. Recommendation Plan materials will be available the night of the meeting. Staff recommends the Council provide input and feedback on precedent imagery, aesthetic design material palettes, and general site and building layouts. Governance Mode1 Generative - Identifying key questions, anticipating future challenges, framing of issues, development 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 The 2024 and 2025 Adopted Annual Budget and 2025 – 2029 Capital Improvement Plan totals $60 million from a combination of Local Option Sales Tax ($50M plus bond issuance costs), $5 million for the Capital Improvement Fund and $5 million from other sources (e.g. grants, interests earnings, other funds). 1 Items marked “fiduciary” are primarily business-oriented topics; “strategic” items are primarily related to long-term strategies or goals; and “generative” items are primarily meant to produce new thoughts or ideas. Council Workshop Letter 25-12 January 22, 2025 Page 3 Policy/Laws This project is in accordance with the City’s Critical Success Factors – Safety. Public Process City staff has provided updates to Council at the January 24, 2024, April 24, 2024, and November 6, 2024, Council Workshop. The following is the anticipated schedule to complete the project: Three prior City Council Workshops, tour with the Mayor, 2024 State of the City, Community Expo, Night to Unite, Woodbury Days, etc. Finalize schematic design January 22, 2025 Public Safety Campus – Council Update Workshop April 2, 2025 - Site and building layout – Elevations and renderings - Cost estimates - Phasing and staff relocation Finalize design development Q2 2025 Public Safety Campus – Council Update Workshop October 8, 2025 - Schedule update - Bid day cost estimates - Finalize any remaining details Finalize construction documents Q3 2025 Bid advertisement Q4 2025 Award of Bid Q1 2026 Begin Construction Q2 2026 Complete Construction Q4 2027 Background The Public Safety building located at the corner of Valley Creek Road and Radio Drive no longer meets the needs of the growing department and community. In 2023, the State of Minnesota authorized the City to pursue a local option sales tax for the Public Safety Campus project. The City Council acted and accepted the authorization to move forward with the November 2024 Referendum. As approved by the voters, a local option sales tax will go into effect in April 2025. On April 24, 2024, the Council provided feedback and direction to move forward with schematic design in 2024 for a facility with a 20+ year design life that addressed site safety, Council Workshop Letter 25-12 January 22, 2025 Page 4 flexibility for long-term growth, focusing on function and operations, keeping divisions in one facility, inclusion of sustainability elements. The Public Safety Campus project will result in benefits to both the residents and businesses of the City of Woodbury and to regional nonresident visitors and businesses. Funding the project with a local sales tax will more closely distribute the cost of the project to the users of the facilities. Written By: Peter Selb, Engineering Project Coordinator Chris Hartzell, Engineering Director Approved through: Clinton P. Gridley, City Administrator Attachments: None  1B City of Woodbury, Minnesota Office of City Administrator Council Workshop Letter 25-13 January 22, 2025 To: The Honorable Mayor and Members of the City Council From: Clinton P. Gridley, City Administrator Subject: Training on City Council Roles and Responsibilities during an Emergency Summary City of Woodbury’s Emergency Services Coordinator will walk City Council Members and Leadership through a brief training describing the roles and responsibilities of elected officials during an emergency. This will set a baseline of knowledge for City Council to prepare for a tabletop exercise that will be facilitated in February. Since this is a training session, and on emergency management, this session will not be virtually broadcasted. Recommendation No action required Governance Mode1 Generative - Identifying key questions, anticipating future challenges, framing of issues, development 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 There are no fiscal implications for this training. Policy This training is in support with both AD-ADMFIN-1.19 City of Woodbury’s Emergency Plan, as well as our City of Woodbury Emergency Operations Plan. Public Process This is the first public process for this item. 1 Items marked “fiduciary” are primarily business-oriented topics; “strategic” items are primarily related to long- term strategies or goals; and “generative” items are primarily meant to produce new thoughts or ideas. Council Workshop Letter 25-13 January 22, 2025 Page 2 Background Local elected officials play a critical role in the continuity of government during an emergency or disaster. Elected officials have distinct roles before, during, and after disasters which allow the jurisdiction to prepare, respond, and recover from disasters. This training will focus on Emergency Preparedness within Woodbury, and how elected officials can advocate for disaster resilience before an emergency. Additionally, this training will touch on the elected official’s role during the disaster, and how they can focus on community resilience and recovery after a disaster. Leaving the training, City Council Members should have an understanding of their roles and responsibilities which will allow us to expand on this during a facilitated exercise in February 2025. Written By: Kyra Crepin, Emergency Services Coordinator Approved Through: Jason Posel, Public Safety Director/Chief Attachments: None