Agenda - Planning Commission - 12/04/2003

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create a board they have to follow both ordinance and City Charter language. There was no way the Council could appoint members to the Review Board without violating their own rules. Motion was withdrawn. Councilmember Pearson suggested that they include Councilmembers as non-voting members. Mayor Gamec replied that if a Councilmember is present some members may not speak up based on a Council's comment. Motion by Councilmember Elvig, seconded by Councitmember Cook, to direct staff to prepare an ordinance to establish a Town Center Review Board. Motion carried. Voting Yes: Mayor Gamec, and C°uncilmembers Elvig, Cook, Kurak, Pearson, and Strommen. Voting No: None. Case#5: Request Authorization to Enter Into Contract with Palen/KimbaH for Installation of Exhaust System for Fire Station #2 (City Hall) and to Purchase Workstations for Building Department Staff Assistant City Administrator Nelson stated that with the hiring of a new Building Official and Building Inspections Permit Technician, the Building Department function will be moved to the basement of City Hall. This change in operations will allow for greater coordination between the permit technician, building official, inspectors and proximity to files. In addition, there is no additional space to operate the building department in the upper level of City Hall. As staff'has worked through the challenges of having in-house staff located in the basement for 40+ hours per week, there are a couple of issues that need to be addressed in the near term. One of the issues is the ventilation in the fire station. Currently when fire trucks are started in the fire bay, the exhaust from those vehicles travels through the lower level of City Hall creating an unpleasant and potentially harmful work environment. Staff met with a representative of Palen/Kimball, the City's current HVAC system maintenance contractor, to analyze the problem and propose a short-term solution. In the analysis, it was determined that the lack Of proper exhaust fans in the fire station and the imbalance of pressure between City Hall and the fire station causes the exhaust to travel into the lower level of City Hall. To remedy this situation, two exhaust fans would need to be installed that would energize on the opening of the bay doors as well as fresh air dampers on opposing walls of the fans in order to properly ventilate the exhaust created by the fire trucks to the outside. Staff received two quotes for the specified work, both in the amount of $16,250. Staff recommended contracting with Palen/Kimball for the work due to the fact that they will be able, t0 complete the work within six weeks versus a two to three month lead-time with RICCAR. Staff recommended that additional revenues from building permits generated thus far in 2003 be used to cover the costs of the work. Secondly, the area currently occupied by the building inspectors, building official, and the environmental specialist needs to be reconfigured to allow for a service counter for building inspections, a workstation for the permit technician, and a plan review space for the building official and inspector. Staff has been working with WorkXite on reconfiguration plans for the building department. The cost for the workstations will be $20,000. Staff recommended that additional revenues from building permits generated thus far in 2003 be used to cover the costs of the work. City Council/November 10, 2003 Page 7 of 9 P43