Village of Northbrook Committee of the Whole met May 23.
Here are the minutes provided by the committee:
1. ROLL CALL
| Attendee Name | Title | Status | Arrived |
| Kathryn Ciesla | Village President | Present | |
| Bob Israel | Trustee | Present | |
| Muriel Collison | Trustee | Present | |
| Heather Ross | Trustee | Present | |
| Johannah Hebl | Trustee | Present | |
| Dan Pepoon | Trustee | Present | |
| Joy Ebhomielen | Trustee | Present |
2. MINUTES APPROVAL
A. Board of Trustees - Committee of the Whole - May 9, 2023 6:00 PM
| RESULT: ACCEPTED [5 TO 0]
MOVER: Heather Ross, Trustee SECONDER: Bob Israel, Trustee AYES: Israel, Ross, Hebl, Pepoon, Ebhomielen ABSTAIN: Ciesla AWAY: Collison |
B. Board of Trustees - Special Committee of the Whole - May 17, 2023 5:00 PM
| RESULT: ACCEPTED [5 TO 0]
MOVER: Heather Ross, Trustee SECONDER: Bob Israel, Trustee AYES: Israel, Ross, Hebl, Pepoon, Ebhomielen ABSTAIN: Ciesla AWAY: Collison |
3. PUBLIC COMMENT TIME
None
4. DISCUSSION TOPICS
A. Facilities Plan Discussion: Police Department Site
Director of Public Works Kelly Hamill stated tonight’s meeting would focus on the current Police Station, site selection, and a review of the existing options on the current site versus choosing a new location. Director Hamill introduced Leopardo Senior Vice President, Leigh McMillen and FGM Architect, Louise Kowalczyk. Director Hamill noted the site selection space must be flexible for present and future needs. The Village is past the Verification of Space and is now in the Solution Design phase of the project which includes the site selection for the Police Station.
The current building was built in 1974 and has had very little work done to it. The current facility has 45,115 square feet and is on 3.5 acres. New Police Station identified needs require an 85,773 square foot building and 5.63 acres, thus a shortage of 40,000 square feet and 2 plus acres.
New construction on the existing site without purchasing additional property is an option. It would necessitate a complete demolition. A new building would be constructed that would be approximately 30 feet in height and would expand out the footprint of the parking and building to the maximum buildable area. The cell tower would have to be removed. The new plan calls for a lower-level basement, roughly 28,273 square feet, first floor with 39,000 square feet and second floor with 16,500 feet. A ramp would lead to lower-level/basement parking for police vehicles. The basement would also hold the firing range. The sally port would be on the first level. Split staff parking would be on the east and south sides of the building. A small storm runoff area would be on the right-hand or east side of the property.
Important functions would be on the first floor. Customer facing and the community area would be on the first floor. Administration offices would be located on the second floor. Trustee Collison asked if most Police Stations are multi-story. Ms. Kowalczyk answered that it is a mix.
President Ciesla asked if all the important amenities are able to fit on the first floor of the design. She was told yes in response. President Ciesla stated that Mt. Prospect and Skokie have very modern looking designed Police Stations. President Ciesla was told that any change from a flat roof design will add construction dollars. President Ciesla’s vision is that the Police Station should fit in with the character of the area.
Trustee Israel disagreed. He believes the Police Station should make a statement, with a sense of strength.
Trustee Ebhomielen stated she did not want a building that sticks out.
Director Hamill explained there are associated construction costs with the construction on the existing site. They include underground storm water detention, lower-level excavation and construction costs to install the lower level, the underground parking includes drain tile and pumping, training range, additional elevator stops and an additional elevator. The larger second floor will require additional circulation costs.
In addition to the total construction cost, the following are added costs: $1.5 million for a storm trap vault, if there is no room for an outdoor water basin; $500,000 premium for structural work on a two story structure; $500,000 to haul basement material away; $500,000 for additional the second structural ; $160,000 to backfill the basement area with stone; $140,000 for waterproofing, extra drain tiles and sump pump; $220,000 in second floor costs associated with stairs circulation and new elevator and 4 elevator stops. The approximate total is $3.6 million and does not take into consideration moving out and moving back in expenses for relocation during construction.
Trustee Pepoon asked if other locations would require a basement. In response, it was stated the intention would be to have everything on one grade.
President Ciesla asked about ongoing maintenance costs and how to consider the operations long term. It was stated there would be additional smaller HVAC units versus a couple of larger ones. This design also requires an additional elevator.
Director Hamill spoke of the additional costs incurred for a short-term lease at another location. Approximately 32,000 square feet is needed. Estimated costs are determined if the space is already built out or not. The Police Department has special needs. A two-year lease, with a build out of space, moving costs, and then returning the area to its original design at the end of the lease are all cost factors.
Police Chief Kennedy said that a move would be a challenging experience and completely changes operations. It could also affect morale. It would be extremely difficult for the officers to train at a temporary police facility.
Ms. McMillen stated that rental rates for 32,000 square feet, at $50 a square foot, comes to approximately $1.6 million for a two-year lease. Building out the facility, at a cost of $175 a square foot, to meet the recommended needs would cost $5.6 million. $128,000 is the estimated cost to bring the space back to its original condition, figuring $4 per square foot. Total approximate cost is $11.1 million for the temporary police station relocation and the additional site construction considerations. Ms. McMillen said that this is only a range. All costs escalate over time. The cost of money keeps going up at approximately 10% per year. The premium would be $11.1 million for keeping the Police Station on the same site.
President Ciesla asked about the opportunity of renting training space and range time at other area Police Stations. Manager Pavlicek answered that the loss of time, plus overtime costs and the limitation on schedule times for training does not make this a desirable option. President Ciesla inquired as to where the 911 calls would go. The answer is that an agreement with Wheeling or Glenview would be necessary. There are no costs currently but it is a big part of the picture.
Items for consideration are the limitations of the current site for new construction, the impact on police operations, and the cost for a temporary site during construction.
A motion was made and seconded to close the public portion of the COW May 22, 2023 meeting at 6:50 p.m. The motion passed by voice vote.
5. REMARKS FOR THE GOOD OF THE ORDER
6. CLOSED SESSION
Trustee Ross moved, seconded by Trustee Israel to go into closed session under the following under the Open Meetings Act, 5 ILCS 120/: 2(c)(21) Closed Session Minutes, 2(c)(5) Purchase or Lease of Real Estate Property, 2(c)(2) Collective Bargaining, and 2(c)(11) Litigation. On voice vote, all were in favor. Committee of the Whole resumed at 7:35p.m.
7. ADJOURN
Trustee Collison moved, seconded by Trustee Pepoon to adjourn the COW meeting at 7:35 p.m. The motion passed by unanimous voice vote.
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