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HomeMy WebLinkAbout03-27-2013 3-27-2013 CITY of =. '' Les Gove Community Campus ARN March 27, 2013 - 5:00 PM JJ �J �,( �J Annex Conference Room 2 _._ MSHINGTON MINUTES I. CALL TO ORDER Chair Rich Wagner called the meeting to order at 5.11 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 were present. Staff members present were Mayor Pete Lewis; Advisor to the Mayor Michael Hursh; Parks, Arts and Recreation Director Daryl Faber; Planning and Development Director - Interim Jeff Tate; Project Construction Manager Steve Burke and Planning Clerk Bobbie Hodgkinson. Member of the public present was Scott Pondelick, Auburn resident. B. Announcements There were no announcements. C Agenda Modifications There were no agenda modifications. II. CONSENT AGENDA A. Minutes - February 6, 2013 (Tate) Vice-chair Largo Wales moved and Member Wayne Osborne seconded to approve the February 6, 2013 minutes as written. Motion carried unanimously. 3-0 III. DISCUSSION ITEMS A. Council Workshop - Community Center Project (Wagner) The Committee discussed the importance of the Council workshop to update and refamiliarize the Council with the project, especially on the New Market Tax Credits (NMTC) process and financing. It was Page 1 of 4 agreed that the meeting would be held mid-May at the Campus and would include a walking tour. The Committee expressed a desire to have a room that would look out onto the Park, preferably the Parks Building. Mayor Lewis will follow-up with Council Secretary Antoinette Manthey regarding preparation of the schedule and the meeting logistics. The Committee discussed visual aids for the meeting to include a campus map, the design of the Community Center, a rendering of the front of the building, and a floor plan. The Community Center footprint and parking lot and part of the middle of the road closed to vehicles will be chalked or defined in some manner to provide a visual sense of space. Chair Wagner stated that with input from the Committee he will prepare the overhead presentation for the Council paring down the "Les Gove Community Center Analysis & Recommendations" submitted by the National Development Council and Lorig Associates (NDC/Lorig) on February 6, 2013. The Committee reviewed the recommendations focusing on the key elements and any items NDC/Lorig may have missed. A bullet will be added to the Project Observations (Page 9) noting that the design will accept a remodel at a later date for an expanded 500- seating capacity. The Committee agreed to fold the three options from the March 14, 2013 NDC/Lorig Memo into the Financing - NMTC Status Update (Page 13) rather than presenting the memo as a separate item of discussion to the Council. Financing - Sources (Page 15) and the balloon payment due at the end of the loan period were discussed and how best to present this information to the Council. The Committee agreed with Advisor to the Mayor Hursh's suggestion to walk the Council around the Campus, get them excited, and then at another time when the Committee has more answers come back to discuss the more intricate details on how to finance this $11 million dollar project. The Committee reviewed the Operating Model (Page 16) noting that the cost to the City would be $54,000.00 per month. The Committee agreed to meet in April to review the presentation prepared by Chair Wagner prior to presenting it to the Council in May. B. National Development Council & Lorig Associates 3/14/13 Memo (Wagner) The Committee reviewed the March 14, 2013 NDC/Lorig memo outlining three optional project approaches for the Les Gove Page 2 of 4 Community Center and discussed the risks in NMTC funding and increased construction costs associated in delaying the project until 2014. The Committee discussed each option to determine those items that are critical to present to the Council. Option 1- in connection with the last bullet item, documents and permits reaching their maximum shelf life, Chair Wagner asked if staff had received an estimate of the costs. Assistant to the Mayor Hursh responded that he had asked for that information after the last Committee meeting and will follow-up. Option 2 -The Committee opposed reducing the project design, such as removing the office wing, and expressed concern that it would result in less use and functionality. The Committee discussed the vision for the Campus and the goal to maximize the number of people using the Campus versus a lower cost facility and how best to present that to the Council. The Committee also indicated that through prior scoping discussions the building had already been scaled back. Option 3 - The Committee expressed concern about repeating most of the $1 million dollars in design fees and reducing the size of the facility. The Committee will include Option 3 in the presentation to the Council and the reasons why they are not in favor of this option. C. Outline Committee Work Plan for the Next 12 Months (Wagner/Faber) The Committee agreed to devote the June meeting to the 12-Month Committee Work Plan, based on what is learned from the Council in May, and conduct the Neighborhood meetings in late summer or early fall. D. Operating and Maintenance Cost Minimization (Faber) Director Faber noted that the Preliminary Program Models of his handout material was informational. In reviewing the Specifics- Banquet Room page, Director Faber stated that he spoke with other municipalities (Mercer Island, Renton, Tukwila) for rate comparisons. Director Faber noted that he tried not to make adjustments to the rates on the small rooms for community multi-cultural activities, and added and raised some fees for staff time outside normal operating hours. He stated that most companies are now charging $4.00/table for linens and $200.00 fee for having alcohol. In the fee structure where Auburn residents and Auburn based non-profits receive a discount of 25% off the posted rates, all the other cities he compared had their resident rate as their posted rate and non-residents paid an additional fee. The previous non-resident rate on the banquet room was used as the new resident rate. He further stated that it bumped fees up about 10% but Page 3 of 4 looking at other agencies, Auburn is low on the big banquet room and really fair on the classrooms. In reviewing the revenues and expenditures, Director Faber stated that he was able to get the cost to $104,088.00 versus the earlier estimate of $130,000.00. He added this did not affect the rec programs and was based on adjusting revenues and adding more services viewing this as an event center as well as a community center. E. Director's Report (Tate) At the request of Chair Wagner, the Director's report will be excluded from future Agendas. F. LGCC Matrix (Tate) Chair Wagner and Planning Director - Interim Tate will revise and shorten the Matrix for presentation at a future meeting. IV. ADJOURNMENT There being no further business to come before the Committee, the meeting was adjourned at 6:38 p.m. 2 2-hd K APPROVED THIS day of 12013 Rich Wa er, Ch it 6 6 4 Bobbie Hodg ins n, Planning Clerk O Page 4 of 4