2006 10-16 CC PACKET - Laserfiche WebLink

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Magnuson suggested that the project move forward with the building site itself as if the second property did not exist. It was also noted that with regard to the extension of Goose Lake Road, the County is only vaguely interested and will not have the funds until 2011, and that they only agreed to discuss it ten days ago. Magnuson stated that he likes the idea of the possibility of acquiring the land in the future and also of the road extension, for long range planning. Emeott reported that Ramsey County has indicated a willingness to allow use of the unused right-of-way to construct a second entrance. Weisenburger stated that he feels that Kelly should proceed with a Joint Powers Agreement to address both the Town's and the City's concerns. Rasmussen asked about Gem Lake simply retaining ownership of the building and the Township retaining ownership of the land, thereby each having their own asset. Kelly explained the valuation aspects of the land and valuation of the building. He stated that he believes something can be structured in the JPA to protect both entities. It was explained that there is a need to proceed with engineering and architectural services in order to obtain better cost estimates. Kelly suggested the possibility of hiring a construction manager to help pin down the cost to fit the parameters of the project, and to manage the project. He stated that one of the concerns will be cost overruns, and that a construction manager can manage this and work with the architect. He noted that it must be determined who would pay the cost for the construction manager. Magnuson stated that a building design is needed, and that moving the Town Hall building is a separate project, but is somewhat tied into the Heritage Hall building. He questioned if there should be one single project or two separate projects (one for the building and one for the Town Hall relocation). He explained that the Gem Lake City Council will be meeting in two weeks, at which time they could consider moving forward on architectural services. He stated that on October 2"d an RFP can be initiated. Rafferty stated that they can be prepared to mail out the RFP after that meeting, and that the process will take a minimum of 2 — 3 weeks. He stated that he thinks there is value in putting both projects together because the consultant will be aware of both issues and working toward a solution for one that is timely for the other. He stated that he did not think that it makes sense to combine the bidding packages, noting that there will most likely be two contractors. Magnuson stated that they could adjust their October meeting schedule to add multiple meetings, if necessary. Sand stated that he did not believe that the asset issue is a big issue for the Town, and that the Township can work with Gem Lake on joint ownership, whether it is joint ownership of the land and building, or separate ownerships. He noted that the joint ownership will serve both communities well. He stated that the Township is more sensitive to the political implications of a boundary adjustment, whether it is a land trade off, or whether Gem Lake can legally accommodate having City Council meetings outside of their political boundaries. He stated that the Attorney will need to resolve these issues. Magnuson asked where the responsibility rests regarding the timeline, noting that as part of the contract the deadline needs to be identified. Short noted that there will be performance requirements and that each contract will have deadlines. Sweet suggested that a few people from the City and Township get together to prepare the RFP with the architect. He stated that he is a contractor and he offered his expertise, as long as there is no conflict of interest. Short noted that both the City and the Township are meeting in two weeks, at which time, they could authorize the Request for Proposal. Magnuson asked if an RFP could be prepared to be sent in the meeting packet for City Council review. Rafferty stated that one could be ready. Kelly explained that what is needed now is a conceptual agreement to work on an overall goal, and then the general JPA can be formulated in concept. Magnuson stated that the RFP and JPA could be added to their October 2"d meeting, and that it will be published as a decision based meeting, rather than a workshop. Page 4 of 5