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HomeMy WebLinkAboutITEM III-AC ~ DRAFT PLANNING & COMMUNITY DEVELOPMENT COMMITTEE * ~HIG~"OI June 22, 2010 MINUTES I. CALL TO ORDER Chair Lynn Norman called the meeting to order at 5:00 p.m. in Annex Conference Room 1 located on the second floor of One Main Building, 1 East Main Street, Auburn, WA. Committee members present were: Chair Lynn Norman, Vice Chair Nancy Backus and Member Rich Wagner. Councilmember Partridge was also in attendance as an audience member. Staff members present included: Mayor Pete Lewis, Deputy Mayor Singer, Planning Director Kevin Snyder, City Attorney Heid, Finance Director Coleman, Information Services Director Rempher, Public Works Director Dowdy, Planning Manager Chamberlain, Building Official Hopkins, Risk Manager Roscoe, Environmental Manager Anderson, and Administrative Support Clerk Kriss. II. ACTION There were no Action Items forthis agenda. III. DISCUSSION and INFORMATION A. EnvironmentallEconomic Development Initiatives and Planning Deputy Mayor Singer presented on ACCENT -Auburn Scientific Center for Emergent New Technologies. Deputy Mayor Singer explained she and Councilmember Wagner have been working on populating the Green Zone with environmentally friendly business, this being a City Vision 2016 goal. The original concept provided for: 1. Producing green collar jobs in the Puget Sound Region; 2. Connecting research universities to the private sector; 3. Providing incubation services to assist them to the commercialization by connecting them with Green River Community College Mayor Lewis asked if WSU's project was a sub program of ASCENT. Deputy Mayor Singer stated it is one of the members of the group - a project is a member of the group. Deputy Mayor Singer explained ACTIA, Alliance for Clean Technology Incubators and Accelerators is intended to provide regional support. Planning and Community Development Committee Minutes June 22, 2010 Mayor Lewis stated the 16 Challenge Grant is something that helps ACENT Phase 1, ACTIA and the Auburn Innovation Center Phase 2. Deputy Mayor Singer presented and discussed the five concurrent projects that are part of ASCENT: 1. WSU Sustainability Project; 2. ASCENT Incubator, Phase 1; 3. ACTIA Partnership; 4. $1M 16 Challenge Grant; 5. Auburn Innovation Center with Phase 2 of ASCENT Deputy Mayor Singer turned the report over to Councilmember Wagnerto present the WSU Sustainability Projects. Councilmember Wagner directed the attention of the committee to page 6, of the Project ASCENT Incubator handout and discussed the Washington State University Sustainability Projects. Councilmember Wagner referred to the map on page 6 pointing out Phase 1 and 2 in green and highlighting the blue Environmental Park District, Clean Tech Development Area. A proposed Transit-Oriented Multi-Family & Mixed-Use Commercial Area is highlighted in yellow. Deputy Mayor Singer directed the Committee's attention to page discussing the status and needs of Incubator ASCENT Phase 1. Members asked the size of the former Information Services building. Deputy Mayor Singer answered stating she believes it is approximately 1,100 square feet and only the current members of ASCENT would be housed in the building. All other virtual clients will not be tenants of the building but be served offsite. Members asked if the City would have liabilities with the virtual clients or connections it would coordinate. Deputy Mayor Singer did not feel there would be any legal liabilities due to legal agreements that would be executed between the City and anyone interested in incubation. Member Backus asked if the CBDG funds would be repaid and if we would receive more CBDG funds than the City received in the past from this fund. Deputy Mayor Singer replied the CBDG grant would be a separate economic development fund from years past with no match or loan, she stated she has been informed the City is eligible forthese funds. Deputy Mayor Singer explained it would cost less than $25,000 for Phase 1. Mayor Lewis explained the nanotech scientists will get 1M - $3M in federal grant starter money but need to take their product to the commercial level, and this would bean opportunity to seed an industry with a modest start. Deputy Mayor Singer directed attention to page 8 of the presentation, and specifically "What Clients Get" and discussed the networking services they would receive. Page 2 Planning and Community Development Committee Minutes June 22, 2010 Members asked who would be liable from any legal advice provided by ACTIA. Deputy Mayor Singer replied that ACTIA will have one of the largest patent attorneys in the region working with it that is willing to provide $20,000. in legal services up front to clients of ASCENT. She stated that an agreement would be signed by the attorneys and clients so the City would not be liable. Deputy Mayor Singer noted that because the patent attorneys would be part of the ACTIA network providers they would provide their service up front and expect to get paid in the next layer of funding. Deputy Mayor Singer directed the Committee's attention to page 9 of the presentation, and briefed Committee on "What Auburn Gets" in return for office space and services. Member Backus asked if ASCENT members would be required to sign an agreement keeping their business and manufacturing in the City of Auburn. Attorney Heid responded and suggested language that promotes or encourages members to do so could be placed in the agreements. Deputy Mayor Singer referred to page 12 of the presentation, showing a list of parties who have committed their support or desire to partnership with ACTIA and gave brief information about each party and discussed the specifics of ACTIA. Deputy Mayor Singer next discussed the I-6 Challenge Grant and explained to the Committee the money would go directly to the Small Business Assistance Center and the funding would be $37,500.00 with the additional $50,000.00. SBAC would be the project manager to get the Auburn Innovation Center built. Mayor Lewis suggested putting the Small Business Assistance Center grant funds in the City budget and hire a contract individual from the grant to do the work. Mayor Lewis stated the first task is performing the work Small Business Assistance Center already provides and the second task s having an individual carry us through Phase 2. Committee asked if there would be alteration costs for ventilation or tenant improvements at the IS building. Mayor Lewis answered stating if the building is altered by putting in fans, hoods or other items the cost of improvement would be shared by the ASCENT partnership but the improvements would stay with the City upon vacancy. ASCENT partnership would pay for alternations and/or all lab equipment, tabletops or other fixtures but would retain those items upon vacancy. Mayor Lewis explained this is a planning grant to position the City to plan to go forward and Mayor Deputy Singer would need the consensus of Council that it would be ok for the City to move forward with the grant. Council still has the ability to make a decision if any City funds are contemplated to be used. Members asked if the grant money could be used, planning occur over several years and than the City decides to not to move forward. Mayor Lewis responded yes. Page 3 Planning and Community Development Committee Minutes June 22, 2010 Committee asked if the City needed the IS building what would happen to the tenant. Deputy Mayor Singer stated the tenant would move and if another City facility was available the City could provide it. Mayor Lewis concurred. Mayor Lewis clarified that the idea is to go forward if Council is supportive of Phase 1, allowing ASCENT to use the former Information Services space in the Chamber building and apply forthe grant. If the grant is awarded ASCENT moves to the planning process for the next two years anticipating the use of the City land in the Environmental Park to build a facility without cost to the City, as long as Council is supportive. Mayor Lewis asked City Attorney Heid can the Committee give consensus. Mr. Heid stated the Committee can indicate individually how they are willing to proceed. Chair Norman requested items go through City Attorney Heid and Risk Manager Roscoe. Committee members asked what other staff support and oversight would be needed and would it be a full-time employee? Mayor Lewis clarified that the following was needed: 1. Consensus to move forward with Phase 1, the i6 Challenge Grant; and, 2. Consensus that moving forward with ASCENT as a program of the City. Mayor Lewis added administration would decide on the programs and staffing; PCDC first, and then Council would need to give consensus forthe Mayorto setup a program called ASCENT and work on appropriate staff support. Next, City Attorney Heid would draft appropriate legal agreements for the City to join ACTIA. City Attorney Heid explained either Mayor Lewis could recommend to City Council Deputy Mayor Singer's appointment to the Board of Directors of ACTIA or City Council would recommend the appointment depending on how it is set up. Committee members asked Deputy Mayor Singer if she is already on the board. Deputy Mayor replied yes. Mayor Lewis explained to the Committee that Deputy Mayor Singer would be acting as a private citizen on the board but is waiting on appointment. Chair Norman asked City Attorney Heid if he can work on a resolution that will work for both parties. Attorney Heid answered yes and he will meet with Deputy Mayor Singer. Member Wagner stated he would strongly support if the 16 Challenge Grant but only if the Committee is not making a commitment for $100,000 - $150,000 per year. Member Wagner stated he would like to address any financial commitment on behalf of the City at a later time. Member Backus stated she is supportive of going forward with the grant only, but based on the information provided tonight is not supportive of any financial Page 4 Planning and Community Development Committee Minutes June 22, 2010 commitment on the part of the City; she stated she is open to this being brought before Committee at a latertime. Member Wagner stated he is supportive of the potential use of City land in the Environmental Park for a future facility on a personal level but would like to have this brought before the Committee again at the end of the planning period to make the land available. Deputy Mayor Singer asked Member Wagner at what level of planning he would want to continue on this project. Member Wagner replied he is supportive going forward to apply with the 16 Challenge Grant and providing $50,000 per year if we get the 16 Grant. Members stated they would be willing to move forward with the grant application and if awarded, the City will, within two years, have more information and an idea of what this means to the City; the Committee anticipates that the City would be pursuing additional grant funding for this project also. Chair Norman asked if there are other comments and members stated there is a lot of information to digest to make a decision or commitment at this time. Mayor Lewis asked if the Committee had reached consensus on whether it would support the Mayor requesting Council approval to appoint Deputy Mayor Singerto the ACTIA board and also for Council support forthe Mayor to establish ASCENT as a City program and authorize the use of the former Information Services work space as work space for the group of clean tech scientists previously discussed. Committee members asked if Deputy Mayor Singerwould be a member on the ACTIA board on behalf of the City if the City is only partnering with ACTIA. Mayor Lewis answered the City will not be a member of ACTIA until ACTIA has a status which allows us to do so. Deputy Mayor Singerwould be appointed as a private citizen, and ACTIA could be a potential funding mechanism forAuburn's program. City Attorney Heid advised the Mayor that he can act within his authority, on a commitment that would not exceed $25,000. Mayor Lewis concurred stating it is within his authority to expend $25,000 as long as he does not exceed this amount. City Attorney Heid added Mayor Lewis could designate Deputy Mayor Singer as a liaison from the City to work with on this partnership and serve in a capacity compatible as directed by the separate nonprofit. Mayor Lewis asked if there was Committee consensus on an individual commitment by Deputy Mayor Singerto act a liaison from the City to ACTIA. Members all stated yes as long as it meets our legal criteria. Mayor Lewis added it is worthwhile to move forward to use the former Information Services space for the visiting scientists from WSU and the nanotech scientists as long as they commit to financially providing for any improvements. Mayor Lewis asked if Committee would commit to this. Committee Members stated yes. Page 5 Planning and Community Development Committee Minutes June 22, 2010 Member Backus stated as long as there is an understanding improvements made to the building will stay with the City if they vacate the building and they will not profit from those. Mayor Lewis stated he does not mind continuing working on the i6 Challenge Grant. The i6 Challenge grant is a planning grant and as long as the grant does not require the City to put up a building within the two years, he asked if the Committee would commit to continue working on the grant. Member Backus said she does not have a problem with a planning grant but could not commit at this present time any City funds if the grant is not awarded to this project. Mayor Lewis clarified the commitment is forthe use of the rectangular piece of land only and underthe condition the grant is awarded forthe project. Member Backus stated she is ok with the use of the land, not ownership. Mayor Lewis shared his appreciation for the consensus and stated the Committee can bring this back if the grant is not awarded to the project and see if the Committee is interested in putting forth the $100,000 - $150,000 per year at a later time. Chair Norman restated she is not prepared to answer this tonight because Committee can't make a financial decision until you know you have the money. Member Backus stated they have nothing from Finance telling us if this is feasible or what the funding source is and could not commit without that information. Mayor Lewis stated they were asked, separate from the other 3 things, if they would or would not commit to providing funds if the grant was not awarded to the project. Member Wagner stated he would be willing to consent to $50,000 but not $150,000 Member Backus stated she is not saying this isn't a great idea but feels she would still like to make a commitment with more solid financial information and a business a business plan or financial plan. Member Backus feels enough information was provided to give consensus for the other three items but wanted to go on record stating she didn't feel she had enough information to go forward with the financial portion and was concerned about the limited time to make the decision. Mayor Lewis asked staff if they felt there was enough consensus with the Committee members, directors and staff to carry out the use of the IS building, applying for the grant and going to Council forthe appointment and planning. City Attorney Heid stated yes he believes he can put together an agreement to accomplish his responsibility for legal documentation to support the City joining ACTIA. Page 6 Planning and Community Development Committee Minutes June 22, 2010 Mayor Lewis asked if there is enough information to go forward to accomplish what needs to be done without the financial commitment for additional funds. Members clarified as to whetherthey were being asked if they were just giving their opinion tonight. City Attorney Heid stated the Committee is not making a decision for the City Council. Mayor Lewis stated he felt Committee would be interested in bringing back the financial portion for discussion at a latertime, but this would need to include additional detailed information and clarification. Mayor Lewis explained he felt any commitment for funds in the amount of $100,000 - $150,000 as an alternative to the grant would be a discussion item at the retreat in the fall. Chair Norman emphasized her concern that major decisions were made from information provided for discussion and if the intent was all or nothing that would be a step too far for her. IV. ADJOURNMENT There being no further business to come before the Planning and Community Development Committee, Chair Norman adjourned the meeting at _6:54 p.m. APPROVED THIS DAY OF Lynn Norman, Chair Tina Kriss, Administrative Support Clerk Page 7