Title
Facility Planning
History
BACKGROUND
In 2008, the Village conducted a Space Needs Assessment completed by Gilfillan Callahan Nelson Architects (now Studio GCN) that addressed a many of the Village-owned facilities in an attempt to better define a plan for the future use of these buildings. Not all Village facilities were included as they were ostensibly functioning at capacity. The study determined there are significant inefficiencies that the Village faces in the Parks/Facilities and Recreation operations due to the facility and space limitations. A discussion of the future long-term goals for Village facilities will determine utilization and the next steps in completing facility projects.
In summary, the completed Space Needs;
• documented the present operation and facilities (including a clear understanding of the building types and physical characteristics of each space)
• defined the current and future activities of the Recreation and Parks/Facilities Departments meeting with key stakeholders
• identified activity relationships to see where efficiencies could be maximized
• determined square footage requirements for programming, office, work space, etc.
• inventoried square footage requirements for equipment and vehicles
• modeled the existing plan layouts and provided recommendations for future plan layout
On November 15, 2010 the Committee described the following items:
It is of great importance that a plan be put in place in the coming years as budgets continue to be tighter and employee efficiency and performance are key factors in accomplishing what needs to be done. Prior to beginning the interior renovation at 14600 Ravinia Avenue, the use of this facility space should be confirmed.
The two most significant inefficiencies identified in the Space Needs Analysis are
1. The overall wide-spread locations of the Parks/Facilities Maintenance staff and their equipment/vehicle storage and
2. The multiple locations of the Recreation Preschool Program and the storage of the supplies/resources required for this very large program
To address these issues, the following recommendations listed below are being brought forward for consideration.
A. 14600 Ravinia (former Police Station)
Phase I -
Renovation of the Exterior - COMPLETED FY2010 Project Budget: $ 518,093
Actual Final Exterior Rehab Project Expenditure: -$ 333,605
Additional Expense: Security System for building -$ 22,362
Remaining Funds - rolled-over to FY11 for the Phase $ 162,125
Phase II - Renovation of the Interior - PLAN Winter 2010/11
It is important the next steps be achievable and affordable plan to meet the Village’s needs. By using in-house staff for some of the interior work and focusing on the upper level only for FY11.
Provision for the upper level for:
• The Recording for the Blind and Dyslexic - (¾ south side of upper level) Nov 2010-Jan 2011. Renovation work is fully provided and funded by the RFBD.
• The Recreation Administration group
(north side of upper level and ¼ of south side of upper level)
Upon review by Nancy Flores and Frank Stec, it was determined that Recreation Administration could be fit into the existing Upper Level space with little reconfiguration to the walls in this area. (The original Space Needs analysis recommended movement of almost all interior walls on the north side of the building which significantly increased cost to create additional offices.) The lower level lunch room, restrooms and a storage area would also be included in this work.
Cost estimates provided by Village staff for Upper Level renovation are as follows:
• Carpet (installed by contractor) - $30,000
• Paint $1500 (plus in-house labor)
• Minor door/wall replacements $5000 (in-house)
• Signage (interior $2500 and exterior $8000) *provided by architect
• Mechanical, electrical and plumbing $25,000 *provided by architect
• Other miscellaneous supplies $8000
The total of approximately $80,000 is well within the funds still available for this facility renovation. Actual bids for larger items/supplies would be brought to the Committee and Village Board as the work progresses.
The lower level of this facility includes concrete-block walls and a great deal of unnecessary plumbing associated with the former use as jail cells. Reconfiguration of this area will be more labor intensive and thus more expensive to renovate. The Space Needs suggested an option to create a new enhanced public entryway on the south side of the building and cross-connection of the parking lots thus creating a more connected campus feel. The Recreation registration group would be re-located to a portion of the lower level at this new entrance. The ESDA group also plans to relocate to half of the north side of the lower level at their own expense.
B. Franklin Loebe Center - 14650 Ravinia Avenue
Renovation of the interior - Staff recommends scaling back the plans identified in the Space Needs to include two additional classrooms to accommodate the entire Preschool Program within the existing footprint of this facility. Both classrooms currently located at the Robert Davidson Center would be relocated to FLC. In addition, the programming and storage at the Old Village Hall would be relocated to FLC. Frank Stec has indicated that the Village staff would be able to renovate this facility in the winter months and during inclement weather days in a future year (possibly 2012 or 2013).
C. Old Village Hall -
It was previously the desire of the Board to vacate this building and sell the front half of the lot as a single-family home site. Given the market, it may make sense to hold-off on the sale of the property continuing to use the building. According to staff, there is very little maintenance needed on this facility in the coming years. It could provide adequate workspace for the Building Maintenance group until a more permanent facility can be identified for this department to be consolidated. Frank Stec has indicated that if ESDA and the Recreation Department move out of the building, additional storage space and indoor workspace could be obtained through opening a single wall next to the existing workshop as well as utilization of the existing garage building currently occupied by ESDA.
D. Robert Davidson Center -
This facility could be vacated with the movement described in letter B. Due to the potential for very high maintenance costs in the not-so-distant future, this facility was recommended in the Space Needs Analysis to be taken off-line and razed. The maintenance staff has noted that the following future costs are imminent:
• Replace LL concrete and install under-drain to the sewer line (This will prevent lifting in the winter time which has created significant trip hazards at the rear entrance.)
• Remove concrete overhang on west side of the building
• Replace both staircases with proper concrete footings
• Remove and install new fascia and soffit on entire building
• Replace exterior doors and windows on west side of the building
• Replace roof and downspouts
• Replace rooftop HVAC units
Should the Committee and Board concur and recommend proceeding in this direction; the Building Maintenance staff would begin work on the next phase at the Upper Level of 14600 Ravinia.
As previously, on November 15, 2010, this item was reviewed and recommended for approval by the Parks, Recreation & Environmental Initatives Committee and referred to the Board for approval
Financial Impact
Approximately $80,000 of the $160,000 remaining funds designated for the construction at 14600 Ravinia Avenue is budgeted in 054-0000-499-70.10.
Recommended Action/Motion
I move to approve advancing the first phase of the Interior Renovation at the Village-owned facility located at 14600 Ravinia Avenue.