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
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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
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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
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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.
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APPROVED THIS day of 12013
Rich Wa er, Ch it 6 6 4
Bobbie Hodg ins n, Planning Clerk O
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