Carlton Civic Building

Resources:

Please see the Supporting Files section below for additional project resources.

Schedule:

2021

February 27, 2021:

Established as a high priority project during the 2021 City Council goal setting

July 6, 2021:

At its July 6, 2021 meeting, the consensus of the City Council was to proceed with Option 3: New Construction of a functional and safe municipal building.  City Council asked staff to provide more information on alternative locations to 191 E. Main Street, other applications that could be incorporated into the building such as retail, community uses (training classes), green infrastructure, façade improvements, and financial information including bonds v. conventional financing and interest rates and amortization payments.

August 3, 2021:

At its August 3, 2021 meeting the Council discussed and reviewed the additional information provided by staff and decided:

• That 191 E. Main Street was the only viable location available and voted to proceed with option 3 at the 191 E. Main St.,
• To hear from an advocacy firm at its September 2021 Work Session to hear about how a firm might assist in identifying, drafting applications, advocate for and secure grant funding,
• To develop and send out a survey from the City’s website to obtain citizen input about what they would like to see in a civic center/mixed use space, and
• To have HOLST architecture provide options for 1 building v. 2 separate buildings on the same site, as well as incorporate façade details similar to the Log Cabin restaurant.

September 7, 2021:

At its September 7, 2021 meeting the Council requested time to review the community survey information and the site options presented by HOLST at the request of Council at their August 3, 2021 meeting.  Council also requested information on financing.

October 12, 2021:

At its October 12, 2021 meeting the Council ran out of time to discuss the financial aspects of this goals; however, it authorized a not to exceed contract for HOLST architecture to assist in a space needs analysis for staffing needs 20-30 years in the future.  

November 2, 2021:

At its November 2, 2021 meeting, Council received financial information regarding interest rates and payments on the budgeted $5 million dollar capital improvement project.  The Council also received information on whether there was a cost benefit from one building versus two buildings due to seismic requirements, as well as, interest rates and financing estimates, construction costs, timeline estimates, and expiring debt service obligations.   

Council discussed that design needs to be completed to apply for grants, private funding, and state and federal monies.  Councilors agreed that private donations would be a helpful addition as well as getting the community involved and have ownership in the project. 

December 7, 2021:

At its December 7, 2021 meeting, Council received the staffing analysis and square footage options needed for the next 30 years. Council agreed to a middle square footage that would support staff growth to provide services to the community for the next 30 years. Council agreed to proceed and authorized the additional costs to HOLST to proceed.

2022

January 8, 2022

At a special work session Council viewed an revised interior layout and suggestions for exterior finishes.  Council asked for further consideration of the following 13 items after discussion: 

1.EVALUATE CORNICE LINE TO HIGHLIGHT ROOF, 

2. INVESTIGATE BRICK DETAILING AROUND WINDOWS AND SILLS, 

3. PREFERRED USE OF LARGER WINDOWS AT COMMUNITY ROOM LIKE OPTION 3,

4. PREFERRED ENTRY SEQUENCE OF OPTION 2, 

5. CONSIDER TALLER SILL ALONG GROUND FLOOR, 

6. INVESTIGATE PRIVACY OPTIONS OR WINDOW COVERINGS AT COMMUNITY ROOM, 

7. SHOW CANOPY OPTIONS ALONG ENTIRE SOUTH FACADE, MAYBE EAST FACADE AS WELL

8. EVALUATE BRICK COLOR OPTIONS AT BANDING, 

9. SHOW OPTIONS FOR BRICK PATTERNING AT NE CORNER,SIMPLE VS ABSTRACT IMAGE FEEDBACK FROM PRIOR WORK SESSION, 

10. SHOW CLIMBING VINES ALONG WEST FACADE, AT PUBLIC SAFETY BLANK FACADE (MAYBE USE MURAL), 

11. INVESTIGATE SIGNAGE OPTIONS (READER BOARD?), 

12. PROVIDE FOR SOLAR PANELS AT ROOF, 

13. EVALUATE COMMERCIAL HOOD AT KITCHEN

January 22, 2022

In a special work session Council reviewed the modifications following their January 8 work session.  Council decided to move forward with obtaining cost estimates and will review those in a special work session on March 5, 2022.

An open house was held from 12-3PM.  Notices for the open house went out via email and in two community updates.

January 24, 2022

An online opportunity for public comment was sent out via email.

Summary of Previous Efforts

Expenditures to Date:                       

$395,060.16 - Inclusive of surveys, architects, engineers, planning fees, seismic, RFP and community meeting.  This does not include staff time or the purchase of two buildings Council intended to be used for municipal expansion “around the block.”

$320,611.52 – In addition to costs above, purchase of two buildings Council intended to be used for municipal expansion “around the block.”

1st & Monroe Property:          Purchased for $145,000

Property sold and will close by June 30, 2021.  After repayment of debt, net proceeds of approximately $196,000 will go towards the municipal building project as decided by City Council.

Building next to existing City Hall (police location): Purchased for $175,611.52

Municipal Building Work to Date - (for more details, please see City Hall timeline):

1912 – 1942:   (30 years) Municipal building serves as city hall until the building burns.
1942 – 1974:   (32 years) Municipal building services delivered out of Kutch St. building.
1974 – 2003:   (29 years) In 2003, Citizen group request drafting of new city hall. Cost $10,000. Action: Only roof replacement completed.
2008:               Council decision: Extend life of current building due to loan
2010:                Council decision: City hall has safety & security vulnerabilities
2011:                 Council decision: City hall has “no more room”.
2012:                Council & Community produce a Needs Assessment Report. 

                                                Action 1: Report conclusion – expansion needed.

                                                Action 2: Funding Plan created for expansion.

2016:               Council decision: Architect hired (Marsia Mikesh Architecture).

Action: Proceed with construction because remodel costs too high (remodel costs estimated at $1 million)

2017:               Council decision: Architect Hired (FFA)

 Action 1: Accept citizen advisory group recommendation to go to out for bond for part of the cost due to rising cost of construction (estimated costs from FFA).

Action 2: May 15, 2018 Election Bond question: Shall the city issue a bond not exceeding $2.3 million for construction of the public safety part of the city hall and finance the remainder.

Result: 745 total votes.  450 voted No.

2018:               Council decision: Collaboration with George Fox & Community. 

FFA advises that project cost has increased from 6 million to over 7 million.

2019:               Council decision: Architect Hired (Holst Architecture). Public presentations to Council and community.

2020:               Geotech Reports: Building does not meet current seismic code for safety.

2022:              City Council approved and awarded the bid to Haworth Inc. December 6, 2022.

2023:              The groundbreaking ceremony took place at the past, and future, site for the Carlton Civic Center March 10th 2023.