TO: Mayor & CouncilFROM: Park and Recreation Administration

BY: Tab Ray

MEETING: January 23, 2006 Study Session

PREPARED: January 17, 006

Review of Civic Center Space Study Master Plan

Summary: The City of Waverly contracted AHTS Architects, P.L.C., to perform a Space StudyAnalysis of the City Hall/Civic Center facility. AHTS Architects were the originalconsultant for the City Hall/Civic Center building project. They were asked toanalyze the current uses of the building and projected future needs and uses.They reviewed the current condition of the building and completed an assessmentof the existing systems. The Space Study was funded in the present fiscal yearbudget.

AHTS Architects has prepared a report with cost estimates and recommendationsfor making improvements and modifications to the building.

The original bonds for the City Hall/Civic Center will be retired in FY06-07. Thesebonds were financed through annual transfers from Waverly Light and Power.

A Civic Center project, if approved, would be financed with bonds by continuing touse the transfers from WLP.

Martin P. Hoist, AIA of AHTS Architects, P.L.C. will be present at the meeting toanswer questions.

Requested Council Action:

For review. No action at this time.

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January 10, 2006

Waverly Civic CenterMaster Plan Study

December 2005

A! 1-architeats

January 11, 2006

Dick Crayne, City AdministratorWaverly City Hall200 First St. NEWaverly, IA 50677

AndersenHoist

Trost

Svoboda

RE: WAVERLY CIVIC CENTER MASTER PLAN STUDYWAVERLY, IOWA

Dear Dick:

The Waverly Civic Center Master Plan Study was undertaken to analyze the current useof the facility and projected future uses, Schematic study of the existing building willprovide a plan for potential changes and upgrades to the facility to betteraccommodate the current and potential uses. The following sections are the finalsummary of the study:

Master Plan SummaryOutlines in conjunction with the master floor plan the proposed modifications andupgrades that resulted from the study.

Preliminary Cost Estimate Outlines the estimated costs for the proposed modifications and upgrades.

Space Needs and AnalysisThis section is a summary of the needs, wants and desires for improvements or changesto the facility that was gathered from the staff. This core information was analyzed andvalued to become the elements of this plan.

The building has generally served the city's needs very well. There have been changes inthe city operations since the building's original design which could benefit from somemodifications to the existing facility. The age of the building is now to the point thatcertain maintenance items, furnishings, finishes, etc., will likely be needing replacementand repair in the near future. Making changes or modifications that are desired at thesame time that regular maintenance needs are addressed will be a more cost effectiveapproach to making these proposed changes and upgrades to the facility.

Sincerely,

AHTS ARCHITECTS, P.L.C.

MPH/ams

327 East Fourth Street, Suite 204 Waterloo, IA 50703

319-233-1163 319-233-9863 fax

ARTSarchitects

•

December 21, 2005 Andersen

WAVERLY CIVIC CENTER MASTER PLAN STUDYWAVERLY, IOWAMASTER PLAN SUMMARY

CITY HALL

Parks and Recreation Department:New or modified furnishings in open office area to create four functional workstationsand storage in open office area, Door and window to lobby to be removed to createmore functional office space and transaction counter in hallway to be modified forbetter access for customer service. Existing office/storage space and a portion of theexisting office space to be used for new Mayor's office.

Hoist

Trost

Svoboda

City Administration:The existing Mayor's office to be used as the clerk's office. New or modified furnishing tobe provided in the open office area to create three workstations and required storage.

Mail/copy room space to be reorganized and casework to be added and modified touse space more efficiently and meet the needs of current functions.

New waiting area in recessed corridor area.

Accounting Department:New or modified workstations in the open office area in conjunction with newfurnishing/storage to accommodate some of the filing and storage currently being usedin the vault. Workstation in computer room to be located in open office area in modifiedoffice layout,

New sit-down transaction windows to be provided for utility bill transaction counters.

Computer room to function solely as a computer room and storage and to have a newseparate heating/cooling system to maintain proper environment for equipment.

Furniture replacement or modification in offices to better accommodate use.

Public Works Department:Technician's office area to be expanded to use print room space. Three new ormodified workstations to be provided with new or modified furnishings for efficientstorage and filing, Potential for fourth workstation in new space provided.

Reception area reconfigured for better access control to office. New or modifiedworkstation and filing area. New waiting area in recessed corridor area outside officedoor.

Door and sidelight modifications to offices to provide more useable office space andvisual control of office area.

327 East Fourth Street, Suite 204 Waterloo, IA 50703

319-233-1163 319-233-9863 fax

Break Room:Finish and furnishings upgrades.

Council Chambers:Audio and video upgrades. Three remotely operated cameras, speaker's podium withprojector, monitors for council/staff, permanent projector, new audio system. Dedicatedaudio/video control room to operate all the equipment.

Vault Storage:Space is adequate for the use. The space can be more efficiently used with differentshelving and storage equipment. Combined with some department's ability topotentially reduce some of their current storage in vault the vault should be able toaccommodate storage needs for the foreseeable future.

CIVIC CENTER

Civic Center:Audio system with multiple jacks for microphones, portable cameras and multiplecamera jack locations. Portable projection system. The new A/V system toaccommodate large meetings that the council chamber is not large enough to handle.

Reduce kitchen size and enlarged storage area with direct access to the meeting roomsfor larger and more efficient equipment set-up and storage. Should also reduce wearand tear on furnishings, finishes and doors.

New floor and wall finishes.

Replacement doors and door hardware upgrades.

GENERAL PUBLIC SPACES

Lobby and Corridors:Wall finishes are starting to show age and wear and would be replaced with newmaterials with acoustical characteristics to help dampen the acoustics in the spaces.Acoustical ceiling tile to be added to ceiling surfaces to also help dampen the acoustics.

Lobby:New information center/kiosk on wall just inside main doors to provide direction/locationin building, important public notices and information/brochures for the general public.

Public Restrooms:Worn out countertops throughout facility to be replaced with new solid surface materialcounters which should last longer and be more serviceable.

MECHANICAL AND ELECTRICAL SYSTEMS

Electrical:The existing electrical system appears to be in good working order.

The facility does not have a water softener for the chilled water system and domestic hotwater system and would be added in this master plan.

Plumbing:The existing plumbing system appears to be in good working order and is not discussed.

HVAC:The existing heating, ventilation and air conditioning consists of a hot water boiler, twoAHU's with self-contained compressors and modulating zone dampers.

The boiler appears to be in good working order and will reach the expected usefulequipment life within the next five (5) years.

The air handling unit (AHU) compressors and associated cooling tower appear to be ingood working order and will reach the expected useful equipment life in the next five (5)years.

The air handling unit (AHU) has cooling-only variable air volume (VAV) boxes serving thespaces. The AHU has a constant volume fan with bypass zone damper to vary the airflow to the VAV boxes. Some rooms have a separate VAV box with a dedicatedthermostat and some areas share a VAV box with only one thermostat.

The staff is experiencing heating and cooling swings and are having difficulty controllingthe space temperature in most of the spaces.

The following are some options to improve the control of the building specifications:

Option 1:Replace the existing cooling-only VAV boxes with VAV boxes with electric reheat coils.Add additional VAV boxes where multiple rooms are currently served by one VAV box.The existing AHU and ductwork will remain.Provide a VFD on the AHU.A new electric service will be required for the additional electrical demand.The temperature controls will also need to be updated.

The opinion of probable cost is $325,000.

Option 2: Replace the existing cooling-only VAV boxes with VAV boxes with hot water reheat coils.Add additional VAV Boxes where multiple rooms are currently served by one VAV box.The existing AHU and ductwork will remain.Provide a VFD on the AHU.The hot water to each VAV box will be extended from the existing heating hot watermains that currently service each AHU.The temperature controls will also need to be updated.

The opinion of probable cost is $330,000.

Both Option 1 and Option 2 require substantial work above the ceiling and would requiremultiple phases if occupied during construction. Option 2 would not require a newelectric service and would cause less disruption than Option 1. Option 2 isrecommended,

Option 3:A ground source geothermal heat pump system would require the entire existing systemto be replaced. Ceiling clearances would also pose a problem for the heat pumpinstallation. This option is cost prohibitive.

Option 4:A water source heat pump system could utilize the existing heating hot water boiler andchiller/cooling tower. New ventilation AHU's would be required. Heat pump pipingwould need to be installed.

Ceiling clearances would become a problem due to heat pump heights. This option iscost prohibitive.

Other low-level modifications that may yield some minor improvements in the control ofthe heating/cooling system can be contemplated if the substantial reworking of thesystem as described above is deemed not appropriate or feasible.

Electrical radiant heating can be added at the exterior walls in offices.

The opinion of probable cost for electric baseboard heat is $1,500/office.

Some minor reworking of air flows and thermostat locations is also possible to make somemarginal improvement in thermal comfort.

EXTERIOR

Limestone base cladding at the entries to be replaced/repaired.

South entry stairs to be replaced/repaired and additional handrails provided.

Limestone retaining walls are still functioning and are not recommended to be replacedat this time. The flaking off of the limestone is a maintenance item for the staff. Thediscolored surface is an aesthetic issue and the staff does clean with a power washer.Once cleaned an appropriate stone sealer can delay the discoloring process.

The estimated cost to replace the retaining walls with a split-faced concrete block wallretaining system is $30,000 to $35,000.

Some sidewalk repair/replacement will probably be necessary in the next several years.No cost for that work has been estimated as part of this master plan.

Exterior windows will leak in driving rains at some locations and will need to be addressedon a case-by-case basis with a window contractor. It may be advisable to inspect allwindows and recaulk windows and perimeters of windows at areas that are showingdeterioration of caulk at this time. No cost estimate has been provided in this study.

The balance of the roof and exterior have been well-maintained and are functioningappropriately.

AHTS ARCHITECTS, P.L.C.

All ISarchitects

December 20, 2005

WAVERLY CIVIC CENTER MASTER PLAN STUDYWAVERLY, IOWAProject #05-034

PRELIMINARY COST ESTIMATE

CIVIC CENTER:Kitchen Storage ModificationsA/V Control RoomCivic Center Meeting SpaceCorridor CeilingsCorridor WallsDoors and Hardware ReplacementLobby CeilingLobby WallsInformation Center/Kiosk

TOTAL:

CITY HALL:Parks and RecreationMayor's OfficePublic WorksCorridor Waiting AreasAccountingCopy/Main RoomAdministrationToilet CountersBreak RoomAudio/Video Upgrades:

Civic CenterCouncil Chambers

TOTAL:

MECHANICAL/ELECTRICAL:Water SoftenerBoilerCompressors and Cooling TowerComputer Room System

TOTAL:

AndersenHoist

Trost

Svoboda

Estimated Costs:

$24,000.00$ 2,000.00 - $ 4,000.00$16,000.00S 7,000.00$ 8,000.00$ 4,500.00 - $ 7,000.00$ 3,000.00$ 5,000.00$10,000.00 - $15,000.00

$79,500.00 - $89,000.00

$ 18,000.00 - S 25,000.00$ 7,000.00$ 29,000.00$ 5,000.00$ 35,000.00$ 5,000.00$ 20,000.00$ 5,000.00$ 2,000.00

$ 15,000.00$ 40,000.00 - $ 50,000.00

$181,000.00 - $198,000.00

$14,000.00$25,000.00$15,000.00$ 8,000.00 - $10,000.00

$62,000.00 - $64,000.00

327 East Fourth Street, Suite 204

Waterloo, IA 50703 319-233-1163

319-233-9863 fax

EXTERIOR:Stair replacement and railing upgrade $20,000.00

Limestone entry veneer repairand replacement $25,000.00 - $30,000.00

TOTAL: $45,000.00 - $50,000.00

SUBTOTAL: $367,500.00 - $401,000.00

ADDITIONAL COSTS:

ARCHITECTURAL COSTSArchitectural, Engineering andInterior Design Fees (8-10%)

$30,000.00 - $38,000.00

Contingency (10%)

TOTAL PRELIMINARY COST ESTIMATE:

Additional improvements not included inpreliminary cost estimate above:

$38,000.00

$435,500.00 - $447,000.00

HVAC system renovation - Option 2:(recommended approach if majorupgrade is to be done) $330,000.00

Electric base board heat at offices: $1,500.00 per office

Furniture for Riverside Lobby: $15,000.00

AH1SMIIMIN=111•111EM■M

architects

December 21, 2005

WAVERLY CIVIC CENTER MASTER PLAN STUDYWAVERLY, IOWASPACE NEEDS AND ANALYSIS

Parks and Recreation Department

AndersenHoist

Trost

Svoboda

Office and workstations:2 Offices, Director and Supervisor3 Workstations1 Intern workstationFuture Growth: no increase in staff is anticipated in the foreseeable future.

-Office 7 is not currently used as an office, used as storage.-Intern workstation that is within sight of transaction window is desired.-Supervisor Office could benefit from gaining the space that is currently a storage closet.

Furnishings and Equipment:-Need for additional files is anticipated in the future.-Copy machine is primary back to main copier in mail/workroom.-The under-mounted file drawers at workstations are not very useful.-Pencil drawers at workstations are knee knockers.-Work counter for assembling packets/agendas desired.

Functions and Comments:-Lobby counter is not used. It is also rattles.-Staff door and storage closet doors interfere and cause some problems.-Hall transaction counter is too high and too far to reach.-Location for storage of board-mounted plans is needed.-Visual control of Civic Center corridor from office is desired.-Waiting has been minimized with copier and files.-Possible option to have satellite office space for Brad.-Potential to raise interior windows to create more storage space?

City Administration

Office and workstations:2 Offices, City Administrator and Mayor3 Clerk Office or Workstations (two full time, two part time or intern ideal)Future Growth: no increase in staff is anticipated in the foreseeable future.

Furnishings and Equipment:-Workstation furniture does not function or is not as flexible as needed.-Wire management at workstations is an issue.-Four total files plus need for expansion (Probably two more).

Conference Room 25:Used about 25% of the time.Potential A/V screen.

327 East Fourth Street, Suite 204 Waterloo, IA 50703

319-233-1163 319-233-9863 fax

Mail/Copy Room:-Main copier for city hall, printer, binder, fax, postage machine.-Upper cabinets are used. Lower cabinets under utilized.-Mail pick up not located well/ does not function well.

Functions and Comments:-City clerk position may be created that would need a more private area.-Waiting area has been cramped to a very minimal space. Need increased waitingarea.-Offices work fine. The mayor's office is used as overflow conference room. Could causeconference issues if future mayor(s) use office more actively.-Administration could possibly reduce administration portion of vault storage by half.-More color in finishes and furnishing is desired by some.

Accounting Department

Office and workstations:2 Offices, Director, Administrator Coordinator/Supervisor4 Workstations plus 1 intern workstationFuture Growth: no increase in staff is anticipated in the foreseeable future.

Furnishings and Equipment:-Workstation furniture does not function well or is not as flexible as needed in many cases.Workstation chairs are not ergonomic.-The two service windows work well from a customer service standpoint but do notfunction ergonomically for the staff at those workstations.-Furnishings in the two offices are not flexible enough to accommodate preferredfurniture layouts. Supervisor should be oriented to view out to office area.-Computer equipment could be better organized and is complicated by the fact thatthe intern workstation is located in this room.-Waiting chairs are desired.-Storing files on a server in the future may reduce the storage area required in the office.

Functions and Comments:-First 3 isles in vault are used by accounting. Could possibly be consolidated to use lessspace.-Copy/Mail Room is not used much by accounting staff. Primarily use of the postagemachine.-Drop Box is used a lot. Could it be located at building somehow?

Public Works Department

Office and workstations:3 individual offices with three workstations.Open office with three workstations.Reception area with workstation.Future Growth: Potential to add one staff person long term.Return of building inspections to City offices would cause a space problem if thatwere to occur in the future.

Furnishings and Equipment:-Workstations for drafting technicians do not function well.-Flat files are stacked too high.-Have been adding about one fireproof file cabinet per year. File cabinets overflow intopublic area.

Functions and Comments:-Print room is used as storage, not needed.-Reception area is very tight.-Would like to have view from Office Manager office to secretary/reception area fortimes when the secretary is gone.-Would like possible access control options so public does not wander into office spaces,-Brochure dispensing shelves.-Interior windows from offices is desired.-Hanging files in vault are not efficient use of space.

Council Chambers

-Viewing of video screen is not ideal. Possible additional video monitors or locationswould be desirable.-Two cameras are used for video and are somewhat in the way. Three cameras wouldbe ideal with remote operation.-The size of the Council Chambers is generally adequate for typical meeting.-The audio/video control equipment is transported from storage in the Civic Center andconnected to wiring system in the City Hall corridor. Ideally there would be a dedicatedcontrol room for equipment.-It is possible that the information channel equipment may be moved to City Hall. This isa 2' x 2' x 7' high rack that would ideally be located with the other audio/videoequipment.

Civic Center

-Carpet is worn out.-Wall coverings and painting are in need of repair and replacement.-Chair rail of some kind would be good for protection of wall finishes.-Doors have taken a lot of abuse and probably should be replaced. Substantial kickplates should be used on door panels.-Tables need to be replaced. More storage is needed for table storage. Storage areacould be split up.-Coat racks are not used and could be eliminated.

Kitchen: Not used extensively and much bigger than needed. Stove not used and couldbe removed.

General Public Spaces and Items

General items:-A single receptionist and waiting for the entire City Hall may make some functionalsense and is worth considering if an appropriate physical layout can be achieved.-Loud acoustics in lobby and corridors.-Improved building and directional signage.-Window screens cannot be replaced. Windows leaking in driving rains.

Lobby:-Display case for information (Parks & Recreation).-Program information, brochures etc. (Parks & Recreation).-Larger bulletin board for public notices (Administration).-Potential additional uses to utilize the space more.

Staff Break Room:-Could be bigger and is a little cramped for typical use.-Cupboards are not very useable.-Furnishings are worn.-Acoustics from mechanical room is not desirable.

Public Restrooms:-Countertops are in need of replacement.-Drains are slow (this is because of the Handicap plumbing).-Grout in floors has been stained darker than other areas.

Support Spaces and Systems

HVAC System:-Heating and Cooling control issues are a concern or annoyance for many.-Fan speed of air delivery is not variable and causes moving air after heating stops thatcauses a comfort issue for some.-Cooling in the Computer Room 21 (accounting department) is not adequate.-People are cold near exterior the exterior walls.-Boiler update/controls.-Exhaust air restrictions.Maintenance Office, needs new tile floor.

Exterior

-South stair repair, long term solution.-Limestone base cladding at entries is deteriorated/damaged.-Limestone retaining walls flake off stone consistently. Appearance questioned.