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05-21-2013 City Council Study Session Packet City of Grand Island Tuesday, May 21, 2013 Study Session Packet City Council: Linna Dee Donaldson Scott Dugan John Gericke Peg Gilbert Chuck Haase Julie Hehnke Vaughn Minton Mitchell Nickerson Bob Niemann Mike Paulick Mayor: Jay Vavricek City Administrator: Mary Lou Brown City Clerk: RaNae Edwards 7:00 PM Council Chambers - City Hall 100 East 1st Street Grand Island Study Session - 5/21/2013 Page 1 / 37 City of Grand Island Tuesday, May 21, 2013 Call to Order This is an open meeting of the Grand Island City Council. The City of Grand Island abides by the Open Meetings Act in conducting business. A copy of the Open Meetings Act is displayed in the back of this room as required by state law. The City Council may vote to go into Closed Session on any agenda item as allowed by state law. Invocation Pledge of Allegiance Roll Call A - SUBMITTAL OF REQUESTS FOR FUTURE ITEMS Individuals who have appropriate items for City Council consideration should complete the Request for Future Agenda Items form located at the Information Booth. If the issue can be handled administratively without Council action, notification will be provided. If the item is scheduled for a meeting or study session, notification of the date will be given. B - RESERVE TIME TO SPEAK ON AGENDA ITEMS This is an opportunity for individuals wishing to provide input on any of tonight's agenda items to reserve time to speak. Please come forward, state your name and address, and the Agenda topic on which you will be speaking. Grand Island Study Session - 5/21/2013 Page 2 / 37 City of Grand Island Tuesday, May 21, 2013 Study Session Item -1 Discussion Concerning Grand Generation Center Staff Contact: Craig Lewis Grand Island Study Session - 5/21/2013 Page 3 / 37 BUILDING Brief History of Building Constructed in 1977-78 Addition 1987 Addition 2004 Roof Repairs 2007 Kitchen Addition 2010 Grand Generation Center 304 East 3 rd. Street Grand Island Study Session - 5/21/2013 Page 4 / 37 BUILDING Lease Agreement Lease Agreement will be renegotiated to better reflect actual operations and responsibilities Grand Island Study Session - 5/21/2013 Page 5 / 37 BUILDING Five Year Building Needs 1. Parking lot and alley drainage 2. Roof 3. Gutters and down spouts 4. Remodel Restrooms 5. Replace stall dividers 6. HVAC up-date 7. Ceiling tile 8. Sanitary drain repairs Grand Island Study Session - 5/21/2013 Page 6 / 37 BUILDING Estimate: $60,000 to $70,000 Grand Island Study Session - 5/21/2013 Page 7 / 37 BUILDING Roof Renovations and Repairs Request for Proposal has been issued and bids received Grand Island Study Session - 5/21/2013 Page 8 / 37 City of Grand Island Tuesday, May 21, 2013 Study Session Item -2 Discussion Concerning City Facilities Dominoes Staff Contact: Craig Lewis Grand Island Study Session - 5/21/2013 Page 9 / 37 BUILDING City Facilities Dominos I. 1306 W. 3rd. Street One- Stop II . 700 Bischeld St. Phelps Control Utilities Engineering Emergency Management/911 III. 100 E. 1 st. Street City Hall IV. 100 E. 1 st.Street City Hall Information Tech . Human Resource V. 100 E. `1 st Street City Hall VI. Financing Finance Expansion General 400 Funds VII. Long Term Renovations Grand Island Study Session - 5/21/2013 Page 10 / 37 BUILDING Grand Island Study Session - 5/21/2013 Page 11 / 37 Grand Island Study Session - 5/21/2013 Page 12 / 37 BUILDING I. 1306 W 3 rd. Street One Stop Utilities Engineering Replace carpet 14,000 square feet $20,000 Remodel cost 3,280 square feet $30,000 Grand Island Study Session - 5/21/2013 Page 13 / 37 BUILDING II. 700 Bischeld Phelps Control Emergency Management/911 EM increase in square footage 1,933 to 3,500 Equipment upgrade $533,050 Remodel cost 3,500 x $45 $157,500 Total $690,550 Grand Island Study Session - 5/21/2013 Page 14 / 37 BUILDING Emergency Mgt. – 911 Move to Phelps Grand Island Study Session - 5/21/2013 Page 15 / 37 BUILDING Current Situation All Hall County 911 and Emergency Mgt. Operations within City Hall Insufficient security for emergency 24 hour operations No Alternate Emergency Operations Center County EOC is insufficient for all City & County Depts. Limited Alternate 911 No true 911 functions (location, name, mapping) Administrative phones only No Recoding of phones or radio Limited connectivity for CAD Alarm Monitoring Equipment stored in a closet Grand Island Study Session - 5/21/2013 Page 16 / 37 BUILDING EM-911 Relocation Benefits Better coordination between 911 Dispatchers, EOC Staff and Phelps Electrical Dispatchers Provides geo-diverse 911 system for redundancy Larger work areas for 911 and EOC Provides a strong, fully functional alternate 911 Exceptional redundant power Improved security Grand Island Study Session - 5/21/2013 Page 17 / 37 BUILDING Dispatch EOC Policy Room Training Rm Office Office Office Radio/ Equip. Room Grand Island Study Session - 5/21/2013 Page 18 / 37 BUILDING City Hall Phelps Control Grand Island Study Session - 5/21/2013 Page 19 / 37 BUILDING Grand Island Study Session - 5/21/2013 Page 20 / 37 BUILDING Alternate 911 in City Hall Backroom equipment remains in City Hall Move 911 stations into IT Training Room Four (4) fully functional 911 stations True 911 capabilities Mapping CAD Radio Dispatching Alarm Panel Monitoring Grand Island Study Session - 5/21/2013 Page 21 / 37 BUILDING Community RoomMail & Copy Room GITV Alternate 911 Cafeteria Men’s Women’s IT Offices IT Training Room IT & GIS Offices Radio & 911 Equipment Grand Island Study Session - 5/21/2013 Page 22 / 37 BUILDING Financial Benefits of Phelps Relocation Redundant power exists Improved security at Phelps Minor remodeling needed Fiber already exists to tie Phelps and City Hall General Fund (400) will fund most of renovation and new equipment costs General Fund (400) funded by proposed sale of the old One-Stop to Utilities Grand Island Study Session - 5/21/2013 Page 23 / 37 BUILDING Costs & Challenges New radio system, equipment Geo-diverse 911 system Moving dispatch furniture Associated equipment (recorder, alarm monitor, etc.) Establish Alternate 911 at City Hall Increases in annual operational budget (E911 Fund) Annual Lease for Phelps - $50,000 Telephone lines, repairs, maintenance contracts - $30,000 Grand Island Study Session - 5/21/2013 Page 24 / 37 BUILDING Relocation Costs (one-time Costs)Cost Estimate Alternate 911 (Labor, etc)$ 45,100 Phone System $ 94,000 Radio Console System $ 203,700 Base Stations $ 48,000 UPS $ 13,000 Alarm System $ 12,000 Antenna & Line $ 34,000 Recorder $ 29,000 Watson Furniture Move $ 7,250 Office Phone System Moved & Upgraded $ 17,000 EOC Equipment/Furniture $ 30,000 Total Equipment $ 533,050 Renovation at Phelps $ 157,500 Total Relocation Cost Estimate for EM-911 $ 690,550 Funding Sources FY 2014 General Fund (400 Fund)$ 444,750 E911 Landline $ 200,800 E911 Wireless $ 45,000 Total Funding $ 690,550 Grand Island Study Session - 5/21/2013 Page 25 / 37 BUILDING Grant Potential Emergency Management Program Grant (EMPG) 50/50 cost match for eligible Emergency Mgt. related expenses Grants administered through NEMA CDBG Grants may be possible Grand Island Study Session - 5/21/2013 Page 26 / 37 BUILDING Functional Work Pods Grand Island Study Session - 5/21/2013 Page 27 / 37 BUILDING EOC Arrangement Grand Island Study Session - 5/21/2013 Page 28 / 37 BUILDING Break Out Rooms Grand Island Study Session - 5/21/2013 Page 29 / 37 BUILDING Head Officials Grand Island Study Session - 5/21/2013 Page 30 / 37 BUILDING Amateur Radio Grand Island Study Session - 5/21/2013 Page 31 / 37 BUILDING Conclusion No other option has shown similar benefits in Back up power Minor renovation Operational partnerships Equipment in current alternate can be transferred over Majority of costs covered by sale of One Stop Bldg Grand Island Study Session - 5/21/2013 Page 32 / 37 BUILDING III. 100 E. 1 st. Street City Hall Information Technology IT increase in square footage 840 to 1,933 Remodel cost 1,933 x $50 $96,650 $65 $125,645 Benefits: 1. Increase of square footage 2. Non-public area 3. Security 4. Emergency power Grand Island Study Session - 5/21/2013 Page 33 / 37 BUILDING IV. 100 E. 1 st. Street City Hall Human Resource Increase in square footage 1,040 to 1,392 Remodel cost 1,392 x $65 = $90,480 Benefits: 1. Increase in square footage 2. Privacy 3. Improved access to public Grand Island Study Session - 5/21/2013 Page 34 / 37 BUILDING V. 100 E. 1 st. Street City Hall Finance expansion & renovations Remodel cost $30,000 Benefits: 1. Increase in square footage 2. More efficient use of personnel and area Grand Island Study Session - 5/21/2013 Page 35 / 37 BUILDING VI. Cost & Financing *Utility purchase of 1306 W. 3 rd Street Appraised value to be determined $450,000 - $850,000 Costs  Funding Sources One Stop* $ 50,000 Phelps Control $ 690,550 General Fund – 400 Fund $ 740,875 City Hall: IT $ 125,645 E911 Landline – 215 Fund $ 200,800 City Hall: HR $ 90,480 E911 Wireless – 216 Fund $ 45,000 City Hall: Finance $ 30,000 Total Costs $ 986,675 Total Funding $ 986,675 Grand Island Study Session - 5/21/2013 Page 36 / 37 BUILDING Discussion Grand Island Study Session - 5/21/2013 Page 37 / 37