St. Charles Committee Approves Next Phase for Council Chamber Renovation

Introduction

On March 12, 2024, the Government Operations Committee reviewed proposed renovations to the Council Chamber, Council Committee Room, and Den. The project aims to address long-standing issues with technology, acoustics, aesthetics, and room layout, enhancing staff workflow, public accessibility, and virtual participation.

The committee approved moving forward to the construction documents phase, allowing staff and architects to finalize detailed plans and cost estimates.

Proposed Upgrades

Council Chamber

• Furniture reconfiguration: Creates a dedicated staff zone and increases public seating to ~96 seats.

• Technology enhancements: New podiums, microphones, LED wall system, conference monitors, and improved ceiling speakers.

• Acoustic improvements: Dropped ceiling, wall panels, and HVAC modifications to reduce sound reverberation.

• Aesthetic updates: New paint, carpet tiles, and lighting.

Council Committee Room

• New conference table and chairs.

• AV and microphone upgrades to support virtual meetings.

Den

• Converted into a flexible, single space for larger meetings or training.

• Kitchenette relocated to hallway for shared access.

• Flexible furniture arrangement.

Project Schedule and Budget

• Construction Documents Phase: 5 months.

• Bidding and Permitting: ~2 months.

• Construction Duration: 6-7 months; meetings may be temporarily relocated (police station or intergovernmental spaces considered).

• Estimated Cost: $1.276–$1.425 million, with $1.5 million already allocated in the FY24/25 budget.

• Technology portion: ~1/3 of total cost, considered critical for improved functionality.

Committee Feedback

• General appreciation for technology upgrades and aesthetic improvements.

• Concerns raised over overall project cost, prioritizing “needs” vs. “wants,” and ensuring value.

• Requested detailed cost breakdowns by room and AV component to guide prioritization.

• Discussed microphone options, including cost-saving lapel microphones.

• Questions about sound quality for remote participants and impact of exterior noise, with clarifications provided.

• Emphasis on staff workflow, security, and virtual meeting functionality as key project drivers.

Next Steps / Action Items

• FGM Architects and city staff to continue developing construction documents incorporating committee feedback.

• Prepare detailed cost breakdowns for each component.

• Explore alternative meeting locations during construction.

• Investigate microphone system options and confirm desired functionality with Council.

Conclusion

The approval to advance the renovation project ensures that St. Charles will have modernized, accessible, and functional meeting spaces while providing staff and council members with detailed cost data for informed final decisions. The improvements aim to enhance community engagement, virtual participation, and operational efficiency across the city’s central meeting facilities.