The URL can be used to link to this page

Home My WebLink About12-11-2012 Agenda Les Gove Community Campus December 11, 2012 - 4:00 PM Annex Conference Room 2 AGENDA I.CALL TO ORDER A.Roll Call B.Announcements C.Agenda Modifications II.CONSENT AGENDA A. Minutes - November 1, 2012 and November 7, 2012* (Snyder) III.DISCUSSION ITEMS A. Operations of Auburn Community Center at Les Gove Community Campus* (Faber) Committee and staff to continue review and discussion of anticipated maintenance and operations costs of the proposed Les Gove Community Center with a focus on fees, charges and pricing. B. Les Gove Community Campus Public Art (Faber) Les Gove Community Campus Public Art relative to NDC Community Center value engineering, to the new Auburn Library parking lot, and to the potential purchase of sculpture from the Downtown Gallery. IV.ADJOURNMENT Agendas and minutes are available to the public at the City Clerk's Office, on the City website (http://www.auburnwa.gov), and via e-mail. Complete agenda packets are available for review at the City Clerk's Office. *Denotes attachments included in the agenda packet. Page 1 of 17 AGENDA BILL APPROVAL FORM Agenda Subject: Minutes - November 1, 2012 and November 7, 2012 Date: December 5, 2012 Department: Planning and Development Attachments: Minutes - November 1, 2012 Special Meeting Minutes - 11.07.12 Budget Impact: $0 Administrative Recommendation: For information only. See attached minutes. Background Summary: Reviewed by Council Committees: Councilmember:Wagner Staff:Snyder Meeting Date:December 11, 2012 Item Number:CA.A AUBURN * MORE THAN YOU IMAGINEDCA.A Page 2 of 17 Les Gove Community Campus November 1, 2012 - 5:00 PM Annex Conference Room 2 MINUTES I. CALL TO ORDER Chair Rich Wagner called the meeting to order at 5:05 p.m. in Annex Conference Room 2 located on the second floor of the One Main Professional Plaza, One East Main Street, Auburn, Washington. A. Roll Call Chair Rich Wagner, Vice-Chair Largo Wales and Member Wayne Osborne. Staff members present were Mayor Pete Lewis; Advisor to the Mayor Michael Hursh; Parks, Arts and Recreation Director Daryl Faber; Finance Director Shelley Coleman; Planning and Development Director Kevin Snyder; Project/Construction Manager Steve Burke, and Planning Clerk Bobbie Hodgkinson. Members of the public present were NDC-HEDC Senior Director John Finke; NDC-HEDC Director Misty Baskett; and Lorig Associates Project Manager Meredith Messmer. B. Announcements There were no announcements. C. Agenda Modifications There were no agenda modifications. II. CONSENT AGENDA Vice-Chair Wales moved and Councilmember Osborne seconded to approve the September 26, 2012 minutes as written. Motion carried unanimously. 3-0 A. Minutes - September 26, 2012 (Snyder) III. DISCUSSION ITEMS A. Auburn Community Center at Les Gove Community Campus (Snyder/Hursh) To assist in the discussion, Planning Director Snyder handed out a copy of the Scope of Work items from the City's contract with NDC- Page 1 of 4 CA.A Page 3 of 17 HEDC and noted that we are in Pre-development Phase, Stage 1. National Development Council Senior Director, John Finke, explained that the contract between the City of Auburn and NDC-HEDC is currently in their New York office to be signed. Mr. Finke stated the first task in the contract is to bring in a developer to look at the City's current plans. Lorig has agreed to coordinate working with a general contractor to assist in this process and working with NDC would come up with the most efficient cost of building plans. Then the second step is to recommend to the degree that the general contractor and the developer can make recommendations of opportunities to save costs and then look at financing structures. Mr. Finke stated he prefers a developer driven model where they engage a developer to oversee and manage the relationship of the architect and contractor. It brings an efficiency to get them to work together and to manage costs more efficiently. Mr. Finke further added that with this model he has done 24 projects in the State of Washington for $2 Billion Dollars and has yet to have a dollar of cost overrun or a day late. Meredith Messmer, Lorig Project Manager, distributed a Draft Conceptual Schedule for the Auburn Community Center. Ms. Messmer stated that the first thing would be to assemble the team and thinks they have narrowed down a contractor to recommend and is confident that they can get a detailed cost estimate at no cost. Ms. Messmer indicated she was hoping for confirmation of the Committee's desire to continue with the same design team. Mr. Finke commented that it makes sense to work with the current architect for this stage of the work since we have this architect's set of plans. Planning Director Snyder, having received Mayor Lewis' approval, will initiate a conversation with BLRB to see if they would provide a bid on their cost to complete the design without charging the City. Ms. Messmer noted that currently they have just a PDF of the drawings sheets and suggested receipt of an AutoCAD set of plans and a specifications book would be useful. Chair Wagner stated we have bid information that can be provided from the 12 different bids received 2 1/2 years ago when the Community Center and the Activity Center were bid at the same time and the Activity Center was chosen; he noted that construction bids ranged from $6,000,186 to $7,000,008. Director Faber will provide the bid information to Ms. Baskett. The Committee discussed various financing and fund raising opportunities. Mr. Finke described New Market Tax Credits (NMTC) and stated this would be a very good way of approaching financing. Page 2 of 4 CA.A Page 4 of 17 He explained NMTC is a program that has been around for 10 years and is dependent on Congressional action. The U.S. Treasury has invited entities to submit applications for allocations with the expectation that Congress will set up the 11th year, but that won't be known until March. Mr. Finke indicated that King County Housing Authority and Kitsap Housing Authority have the City of Auburn's application listed, so the City is in good shape if there is an allocation. Mr. Finke added that if there is a round, he is very confident that they will find an allocation; however, to obtain an allocation will require a project that is ready to go. If the project is redesigned, it would not be ready to be in the coming round. Chair Wagner asked if the 63-20 Bonds financing option is off the table. Misty Baskett explained that for a project this size it would probably be too expensive. Mr. Finke stated he will explore the possibility of bank qualified bonds instead of bond issue, something like a 63-20. Misty Baskett stated that they would need to know more about the operating budget, which will become part of the on-going costs. Director Snyder stated that there are a couple of tasks in the Scope of Work that didn't get into the Gant Chart because Meredith worked on this from a construction perspective, but they will be part and parcel. Director Snyder stated staff will be looking at the operation costs and at the structure of what a lease agreement would look like. Chair Wagner requested Ms. Baskett to make a formatting change (extension lines for each item) to the draft schedule. In closing, Mr. Finke commented that NDC-HEDC has committed to do this portion of the project under its mission at no cost. Lorig has also agreed to conduct work at no cost for a period of time while the financing and overall approach to the project are figured out. He further stated that once they get to a decision point where they need to engage serious value engineering or redesign, NDC will continue until financing is figured out but will need to determine a way to actually pay for others to do the needed work. Director Snyder clarified that the contract has a section that recognizes this situation and agrees that when that point comes, the City will be provided with additional information that will detail those costs. He noted that staff has committed to having the conversation but has not committed to any execution of funds without more information and City Council approval. The Committee agreed to conduct a special meeting on Wednesday, November 7, 2012, at 3:00 p.m. to review and discuss anticipated maintenance and operations costs for the Community Center. Page 3 of 4 CA.A Page 5 of 17 IV. ADJOURNMENT There being no further business to come before the Committee, the meeting was adjourned at 6:25 p.m. APPROVED THIS ________ day of ______________, 2012 _____________________________ Rich Wagner, Chair _____________________________ Bobbie Hodgkinson, Planning Clerk Page 4 of 4 CA.A Page 6 of 17 Special Les Gove Community Campus November 7, 2012 - 3:00 PM Annex Conference Room 2 MINUTES I. CALL TO ORDER Chair Rich Wagner called the meeting to order at 3:02 p.m. in Annex Conference Room 2 located on the second floor of the One Main Professional Plaza, One East Main Street, Auburn, Washington. A. Roll Call Chair Rich Wagner, Vice-Chair Largo Wales, and Member Wayne Osborne. Staff members present were Mayor Pete Lewis; Advisor to the Mayor Michael Hursh; Parks, Arts and Recreation Director Daryl Faber; Finance Director Shelley Coleman; Financial Analyst Consuelo Rogel; Financial Analyst Amy Campbell; Planning and Development Director Kevin Snyder; Facilities Manager Lisa Moore; and Planning Secretary Tina Kriss. B. Announcements There were no announcements. C. Agenda Modifications There were no agenda modifications. II. CONSENT AGENDA III. DISCUSSION ITEMS A. Auburn Community Center at Les Gove Community Campus (Snyder/Faber) The Committee reviewed the Community Center floor plan and discussed the number of rooms and restrooms that would be available. Director Faber highlighted the uses for each of the spaces described in the Preliminary Programs Model for the Community Center. In reviewing the Auburn Community Center Projected Operating Budget, Director Faber stated that the concept is to move full-time staff from their existing building to the new Community Center, excluding teen staff. He does not anticipate adding new full-time employees. He added there will be some part-time increases for the front counter for Page 1 of 3 CA.A Page 7 of 17 evening hours, private rentals, etc., and a second attendant would be added to help out with private rentals of 300-400 or more people. Director Faber stated with increased programming and rentals, a rental coordinator position may be created which would perhaps better market the building. On the revenue side, Director Faber stated the numbers are conservative for classes, programs and rental rooms. The Committee discussed charging rent to the Parks and Recreation Department for use of the Community Center and concurred that a future discussion should take place with consideration given to a cost center model. The Committee reviewed and discussed the Auburn Community Center Operating Pro-Forma and rental rates for the banquet room. In connection with pricing philosophy, Director Faber noted that a lot of the philosophy comes down to is what we decide to give away. If you take these numbers over 10 years starting at the $135,000 cost to the City with having some inflators on both ends, it is going to stay fairly consistent because revenues will increase as will expenses increase. The real revenue in this building is in the large banquet hall, especially if it is operated as a business with preferred caterers and fees. Mayor Lewis stated that similar to how the City conducts engineering costs and bids, a similar model would work very well if we do not introduce social engineering to reduce rates for some groups over others. The Committee discussed whether the City should allow funded agencies only an annual one time use of the facility at no cost. Currently, there are 3 premier agencies that have received some of the City's highest funding and use Grace Community at no charge; Valley Cities, Auburn Youth Resources, and the Auburn Food Bank. Chair Wagner stated he would prefer that all groups would receive the one time per year subsidy and asked Director Faber to provide a better picture of all the choices to include the smaller groups. Chair Wager stated he sees the first few years as a community gain over income and the need to build expectations and traffic. In response, Mayor Lewis suggested the Committee consider establishing a 2-year marketing start-up plan that calls for the reduced costs and in the marketing plan put into effect the permanent cost model to use for this facility. The Committee wanted to know what additional costs would be incurred besides rent, and staff clarified somewhere between $100 to$150 for janitorial and early arrival of an employee. The Committee would like to know what potential new programming Page 2 of 3 CA.A Page 8 of 17 might be added and the associated revenues and costs. Finance Director Coleman expressed concern that in marketing the Community Center we may be cannibalizing rentals at other City facilities. Director Faber will provide a list showing potential expanded programming and expenses and a matrix showing new programs not currently operating and other City rental facilities. The Committee agreed to reschedule the December 28, 2012, Les Gove Community Campus Committee meeting tentatively to December 7, 2012 at 3:00 p.m. and continue the discussion on the proposed Community Center maintenance and operation expenses. IV. ADJOURNMENT There being no further business to come before the Committee, the meeting was adjourned at 3:59 p.m. APPROVED this ________ day of ________________, 2012. ____________________________ Rich Wagner, Chair _____________________________ Bobbie Hodgkinson, Planning Clerk Page 3 of 3 CA.A Page 9 of 17 AGENDA BILL APPROVAL FORM Agenda Subject: Operations of Auburn Community Center at Les Gove Community Campus Date: November 30, 2012 Department: Planning and Development Attachments: Auburn Community Center Draft Programming Plan Budget Impact: $0 Administrative Recommendation: For discussion only. Background Summary: Reviewed by Council Committees: Councilmember:Wagner Staff:Faber Meeting Date:December 11, 2012 Item Number:DI.A AUBURN * MORE THAN YOU IMAGINEDDI.A Page 10 of 17 A Auburn Community Center DRAFT Programming Plan December 2012 DI.A Page 11 of 17 A Auburn Community Center The Auburn Community Center will be approximately 16,750 SF. The Community Center will include: educational, cultural, social activity, and large non-programmed community meeting spaces. The facility will feature a spacious and welcoming lobby and a large community gathering space for up to 350 persons. It will feature a large patio area opening up to the park. The facility will also provide space for the Parks, Arts & Recreation administrative offices. DI.A Page 12 of 17 A Community Gathering Area (Approx 7,000 sq feet – 3-bay dividable space) Rentals: • Service club events and programs • Meetings and corporate events • Conferences and campus wide conferences • Community events, gatherings, debates, and other special meetings • Trade Shows and campus wide trade shows • Wedding Receptions • Special Events • Parties and special celebrations • Birthday Party Packages • Other Rentals Programming: • Programs and events for families with a focus on multi-generational activities • Drop-in Playground for toddlers and pre-school • Fitness and Wellness Classes – offered at various times (a.m., noon, p.m.) • Preschool and Youth Classes • Various Dance Classes • Music programs • Cooking • Art • Community Interest • Community Education Classes Cultural Opportunities: • Through a joint effort between Community Services and Parks, Arts & Recreation, coordinate cultural meetings and events • Increase recreation and enrichment programs to increase service to culturally diverse population. DI.A Page 13 of 17 A Programming for Activity Rooms (Approx 1,000 sq feet each): Preschool & Youth Programs • Parent Participation • Arts & Crafts • Movement & Dance • Mini Sports • Music • Drama • Fitness • Wellness • Cooking • Computer Classes • Specialty Workshops • Camps • Options for Home Schooled Youth • Family Programs Adult Programs • Fitness • Wellness • Cooking • Gardening/Composting • Art • Music • Dance • Computer Training • Community Interest • Community Community Education Classes • Programs and events for families with a focus on multi-generational activities DI.A Page 14 of 17 A Core Operating Hours | 8:00 a.m. – 9:00 p.m., Monday through Friday Rental Hours may vary Community Center Fee Schedule Resident Non- Resident Auburn Non-Profit Other Non-Profit Approved Auburn Cultural Groups (providing free public activity) Auburn Senior Activity Center (resident) Veterans Bldg. (resident rate) Full Banquet Friday: 5pm-11pm Saturday: 9am-11pm (full facility from 12pm-closing) Sunday: 9am-11pm $120/hour $150/hour $90/hour $120/hour $90/hour $80/hour N/A 1/3 Banquet M-F: 8am-9pm Sat/Sun: 9am-11pm (available within 30 days or less) $50/hour $65/hour $38/hour $50/hour $38/hour $20/hour $30/hour Activity Rooms (can be booked up to six months in advance) Mon-Thurs: 8am-9pm Fridays: 5pm-11pm Saturday: 12pm-11pm Sunday: 9am-11pm $25/hour per room $40/hour both rooms $30/hour per room $45/hour both rooms $20/hour per room $35/hour both rooms $25/hour per room $40/hour both rooms $20/hour per room $35/hour both rooms $15/hour N/A Conference Room $15/hour $15/hour $15/hour $15/hour $15/hour DI.A Page 15 of 17 A Comparison Rates Community Center Capacity Rates Puyallup Pavilion (8,600 sf) 400 Banquet 558 Conference $260 per hour/first 6 hours (Fri-Sun) $150 per add'l hour (Fri-Sun) $215 per hour/first 4 hours (Mon-Thurs) $150 per add'l hour (Mon-Thurs) Federal Way Community Center* (4,230 sf) 256 Banquet 320 Conference $375 per hour/first 3 hours (Mon-Sun) $165 per hour/hours 4-8 $140 per add’l hour Mercer Island Community Center* (3,300 sf) 225 Banquet 300 Conference $120 per hour (Mon-Sun) Renton Community Center* (3,000 sf) 230 Banquet 300 Conference $130 per hour (Fri & Sat) $85 per hour (Mon-Thurs) N/A Sun Tukwilla Community Center* (3,000 sf) 200 Banquet 324 Conference $90 per hour (Fri-Sun) $75 per hour (Mon-Thurs) Muckleshoot Casino (5,042 sf) 300 Banquet 450 Conference $25-38 per person + gratuity If food and beverage minimums are not met, a room rental fee may be required Emerals Downs (6,600 sf) 400 Banquet $4,000 Banquet/$2,500 Wedding (Sun-Fri) $5,000 Banquet/$5,000 Wedding (Sat) $1,200 Trade Show (Mon-Sun) The food and beverage minimum is the lowest dollar amount before tax and service charge that must be spent on food and hosted beverages to secure the room for an evening ($26-35 per person + tax and gratuity) *Federal Way, Mercer Island, Renton and Tukwila also charge non-resident rates ranging from anywhere from 10-25% above the resident rate. The resident rate is the rate listed. DI.A Page 16 of 17 AGENDA BILL APPROVAL FORM Agenda Subject: Les Gove Community Campus Public Art Date: December 5, 2012 Department: Planning and Development Attachments: No Attachments Available Budget Impact: $0 Administrative Recommendation: For discussion only. Background Summary: Reviewed by Council Committees: Councilmember:Wagner Staff:Faber Meeting Date:December 11, 2012 Item Number:DI.B AUBURN * MORE THAN YOU IMAGINEDDI.B Page 17 of 17