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HomeMy WebLinkAbout10-23-2013 LES GOVE COMMUNITY CAMPUS COMMITTEE AGENDA Les Gove Community Campus October 23, 2013 - 5:00 PM Annex Conference Room 2 AGENDA I.CALL TO ORDER A.Roll Call B.Announcements C.Agenda Modifications II.CONSENT AGENDA A. Minutes - October 10, 2013* (Welch) III.DISCUSSION ITEMS A. Operating and Financial Plan* (Faber/Coleman) B. Flag Pavilion Planning Committee* (Faber) C. Action Tracking Matrix* (Wagner) 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 25 AGENDA BILL APPROVAL FORM Agenda Subject: Minutes - October 10, 2013 Date: October 16, 2013 Department: Planning and Development Attachments: Minutes - October 10, 2013 Budget Impact: $0 Administrative Recommendation: Background Summary: Reviewed by Council Committees: Councilmember:Wagner Staff:Welch Meeting Date:October 23, 2013 Item Number:CA.A AUBURN * MORE THAN YOU IMAGINEDCA.A Page 2 of 25 Les Gove Community Campus October 10, 2013 - 3:30 PM Annex Conference Room 2 MINUTES I. CALL TO ORDER Chair Rich Wagner called the meeting to order at 3:35 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 and Member Wayne Osborne were present. Member Largo Wales was excused. Staff members present were Advisor to the Mayor Michael Hursh; Planning and Development Director Nancy Welch; Parks, Arts, and Recreation Director Daryl Faber; Finance Director Shelley Coleman and Office Assistant Sue Van Slyke. Audience members present: Councilmember John Partridge and Joe Borden of Lorig Associates. B. Announcements There were no announcements. C. Agenda Modifications There were no agenda modifications. II. CONSENT AGENDA A. Minutes - August 28, 2013 (Welch) Member Osborne moved and Chair Wagner seconded to approve the August 28, 2013 minutes as written. Motion carried unanimously. 2-0 III. DISCUSSION ITEMS A. Business Plan Update (Faber/Coleman) Parks, Arts, and Recreation Director Daryl Faber distributed the draft Business Operations Plan. The Committee discussed the updates that were made to the plan since the last meeting. Page 1 of 3 CA.A Page 3 of 25 After a review of the draft Business Plan, the Committee provided the following recommendations: A. Page 3 - Executive Summary - Benefits of the Project · The Committee would like to provide additional examples and clarification of the diversity population (i.e., age, faith, economic classes) to be served by the Community Center. Chair Wagner will draft the bullet and Director Wagner and Ms. McKnight, Parks, Arts and Recreation Arts Coordinator, will refine the definition. · Chair Wagner will review the “benefits of the community” center as previously noted by Jodi Riker Yap. The Committee would like to emphasize and add the statement that the City of Auburn is an “inclusive” community in this section. B. Page 5 · Director Faber will explore additional categories for the Demographic Diversity section such as religion, age, education level, and family household income. C. Page 6 · Add bullet for “Events” that will state the variety of anticipated event usage in the community center (trade shows, wedding receptions, organizational events, etc.) D. Page 7 · Director Faber will have BLRB Architects change Area Summary into two categories: “Wall Thickness” and “Internal Circulation”. E. Page 8 · The Committee will include separate rates for businesses and citizens. Fees and Charges manual to include a “not to exceed” or a range. F. Page 10 · The Committee suggested that when code updates are made by BLRB Architects for re-bidding the Community Center, the building infrastructure that would be necessary for installing solar electric power panels should be investigated. G. Page 11 · Director Faber presented the Proforma to the Committee. · Chair Wagner will meet with Director Faber to eliminate line items in this section and add an “assumption” legend with footnotes. H. Page 12 Page 2 of 3 CA.A Page 4 of 25 · The Committee will add a very low cost/no cost availability option for citizens and research a possible bartering option. I. Page 13 · Director Coleman and Director Faber will review and update the Estimated Projected Cost page. The Committee will update the Business Plan draft for the October 23, 2013 LGCC meeting. B. Flag Pavilion Planning Committee (Faber) The Committee determined that a design review committee will be formed for the Flag Pavilion and may include Greg Watson and Nancy Colson from the Arts Commission, Chair Wagner, Maija McKnight, and a community member. Chair Wagner will solicit Ms. McKnight to prepare information for the next LGCC meeting. C. Action Tracking Matrix (Wagner) Committee reviewed the draft Action Track Matrix. Item F · Director Coleman will contact Director Dowdy for information and input on the traffic analysis (motorized and non-motorized pedestrian traffic on Deals Way) and check to see if the estimated completion date is accurate. Item I · Director Faber will collaborate with Public Affairs and Marketing Manager Dana Hinman on the city-wide and parks citizens’ survey and will change the estimated completion date. IV. ADJOURNMENT There being no further business to come before the Committee, the meeting was adjourned at 4:27 p.m. APPROVED THIS _______ day of ________________, 2013. _______________________________ Rich Wagner, Chair ______________________________ Sue Van Slyke, Office Assistant Page 3 of 3 CA.A Page 5 of 25 AGENDA BILL APPROVAL FORM Agenda Subject: Operating and Financial Plan Date: October 16, 2013 Department: Planning and Development Attachments: Operating and Financial Plan Budget Impact: $0 Administrative Recommendation: Background Summary: Please see the attached Operating and Financial Plan. Reviewed by Council Committees: Other: Planning Councilmember:Wagner Staff:Faber/Coleman Meeting Date:October 23, 2013 Item Number:DI.A AUBURN * MORE THAN YOU IMAGINEDDI.A Page 6 of 25 1 Auburn Community and Event Center DRAFT Operating and Financial Plan October 2013 DI.A Page 7 of 25 2 INTRODUCTION The purpose of the draft operations/business plan is to outline a strategy for the successful development, construction and operation of the Auburn Community and Event Center. For over 20 years various committees have been exploring the feasibility of designing, building and maintaining a Community Center that would both bring the diverse community together as well as create revenues to assist in offsetting the cost of operations in an effort to meet the needs of our changing population. The Community Center Business Operation Plan lays out an action plan to which goals are identified and matched with specified resources. DI.A Page 8 of 25 3 EXECUTIVE SUMMARY Project Description The City of Auburn is without a dedicated gathering space for a population of over 73,000 people. According to the 2005 Auburn Parks, Recreation and Open Space Plan, the City of Auburn should have one Community Center available per 40,000 people and is deficient in this type of facility. The new Community Center will serve the entire community and be open year-round. It would be used for various health and wellness programs; multi-generational and multi-cultural events; special events; family programs; art, craft and music; community education and specialty classes; expanded youth and pre-school programs; meetings and corporate events; and wedding receptions. The Auburn Community Center will be approximately 21,750 sf. The facility will feature a spacious and welcoming lobby and a large community gathering space for up to 450 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. In addition the City would partner with various non-profits such as Veterans Services to provide programmable meeting space to meet the communities needs. Community Center will: • Contribute to community pride and foster a sense of community – create a community gathering place for neighbors, family and friends to meet • Offer a broad range of activities promoting social interaction, especially with new residents of Auburn • Provide a facility that is financially feasible, affordable for participants, and can generate revenue to offset a portion of operating costs · Create a sense of belonging and respect in the community for all people, regardless of any difference. LES GOVE PARK IS A CENTRAL GATHERING POINT IN AUBURN DI.A Page 9 of 25 4 HISTORY Studied for over 30 years Concepts of what should be built have been modified due to other facilities built in the last years. In 1989 a bond issue to construct a community center received a 58% favorable vote but failed to gain the super majority needed. Subsequent to the vote, the city constructed the Senior Center and the Auburn Library in the Les Gove Campus. In 2001 a Citizen committee (chaired by Councilperson Lynn Norman and Gary Masterjohn) again discussed the need for a community center. Conclusions included 1. Auburn lacks adequate community facilities to serve current and future needs. 2. there is significant community need, interest and support for exploring the development of a community center 3. there exists strong citizen support for using public funds to build a community center The City partnered with the YMCA in 2001 to assist in meeting the health and fitness needs of the community. In 2004 a new task force was formed facilitated by ARC Architects. Again the lack of a “large gathering place” and activities for Teens were the prime unmet need voiced by the citizen group. In 2005 a citizen survey of 400 homes was conducted by Leisure Vision. Construction of a Community Center as well as improvements to neighborhood parks where the two highest ranked priorities from the survey. Based on years of studies, the designs of the facility and key components to be included were developed and the firm of BLRB was hired to provide design services. Tours of numerous community centers have occurred and the best features of each have been recommended for this project. In 2010, the Community Center, designed by BLRB was put out to bid. Bids were opened and it was determined that due to the financial position of the City as well as the economic situation of the region the project would be postponed. In 2011, a Les Gove Community Campus Committee was formed to continue the vision of completing the Les Gove Campus to include a Community Center DI.A Page 10 of 25 5 Les Gove Park and Community Campus – Uniting a Diverse Population The Les Gove Community Campus is located in the area between 9th Street SE and 12th Street SE in Auburn, WA. It is a central gathering point in the community. At nearly 21 acres, Les Gove Park is a recreational and educational campus serving the entire community. The cluster of amenities in this campus includes the King County library, Parks and Recreation Administration Building, Senior Activity Center and White River Valley Museum. The campus also includes the popular Rotary Spray Park, Discover Playground, public art, bocce courts, and two softball fields. A half-mile paved trail encircles an attractive bermed and treed area. The City of Auburn offers a diverse population of 73,000 residents. The Les Gove neighborhood is an area with a diversity of land uses and a diversity of people. The area adjacent to the Community Center includes single-family neighborhoods, multi- family areas, and a retail (commercial) area. Population Demographic Diversity (2010 Census) 1952: 7,000 13% Hispanic/Latino 1982: 28,000 66% White (77% in 2000) 2012: 73,000 10% Asian/Pacific Islander 2040: 100,000 5% Black/African American 3% Native American 3% Other DI.A Page 11 of 25 6 DI.A Page 12 of 25 7 Auburn Community and Event Center Preliminary Program Models · Community/Multi-purpose Room A large 3-bay community room (multi-purpose space) designed to accommodate events for approximately 384 people (banquet seating) 550 (theater seating) will address some of the need for meeting and banquet space in Auburn. Space will feature modern technology for training and workshops intended for Community, Veteran and Human Service advancement in the community. Physical support spaces include storage as well as a catering kitchen which is sized relative to the meeting room space. Will also be used for recreation/enrichment classes. · Classrooms 2 multi-use and program specific classrooms are included in the facility design based on existing programs, anticipated programming space needs. Classrooms will accommodate lecture space for up to 30 participants, recreation, education and enrichment classes, martial arts, birthday parties, senior classes, and also will be available for rental. Examples of classroom activities include: Aerobics, Pilates, Yoga; Tai Chi and Karate; Dance and Movement classes; Art and Music; Community Education/Specialty Classes; Parent/Child (Baby) classes and community rental opportunities. · Facility Rentals for Large Gathering Area & Classrooms: · 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 · Other Rentals · Programming for Large Gathering Area & Classrooms · Expanded pre-school programs: Arts, Dance, Tumbling, Crafts · Computer Training · Art & Craft classes: Watercolor, Painting, Pottery, Specialized crafts · Community Education Classes § real estate, foreign language, sales skills, financial planning, etc. · Enrichment Classes: Cooking, fitness, art, music, dance, etc. · Options for homeschooled youth: physical education, art, music, band, etc. · Programs and events for families with a focus on multi-generational activities · Cultural Programming for Large Gathering Area & Classrooms · Through a joint effort between Community Services and Parks, Arts & Recreation, coordinate cultural meetings and events · Providing cart space for cultural groups and service groups who use the facility as an on-going meeting space. · Increase recreation and enrichment programs to increase service to culturally diverse population. · Lobby/Lounge Area The lobby/lounge area will serve all populations for social gathering, informal activities, waiting for transportation as well as registering for seminars, training, activities and rentals. · Friendship/Storage Area The Friendship area will be set-up to allow for outside organizations to set-up and develop their events/activities in a dedicated/secure classroom/storage area. · Office Space The majority of the Recreation and Arts staff currently located at the Parks and Recreation Administration Building will operate out of the new Community Center. This will allow for the development of a renovated Teen Center in the existing Administration Building. In addition office space may be available for internal and external Community and Human Service organizations. DI.A Page 13 of 25 8 AREA SUMMARY - COMMUNITY CENTER Space Description Square Feet Parks and Recreation Office Suite incl. circulation & walls 4,263 Large Gathering (450 people x approx.18 sf/person) (3 subdivisions, 36 x 76) 8,208 General Storage 280 Table and Chair Storage 220 (2) Meeting Rooms with storage & sinks (900 sf ea.) 1,800 (1) Friendship materials storage 900 Public Lobby and Reception Desk (casual seating for 8-12) 1,350 Warming Kitchen 400 Mechanical - Fire riser room - electrical MDF room 600 Custodial/Central Receiving 300 Public Restrooms - near gathering 580 Walls 713 Internal Circulation 2,138 TOTAL - COMMUNITY CENTER 21,752 DI.A Page 14 of 25 9 APPENDIX II Projected Income Area Revenue Opportunities Projected Revenue Basis of Projection Activity Rooms 1 & 2 Preschool Classes $11,200 320 participants @ $35 each e.g. Nutritious & Delicious, Come Learn With Me, Tiny Stars Preschool Workshops $2,560 128 Participants @ $20 each e.g. Storybook Theater, At the Hop Youth Classes $6,400 128 participants @ $50 each e.g. LEGO Fundamentals,Canvas Painting, Young Ladies & Gentlemen Adult Classes $11,500 192 participants @ $60 each e.g. Watercolor, Home Food Preserving, Creative Writing Specialized Recreation Classes $3,060 255 participants @ $12 each e.g. Nifty Knitters, Fitness Fun Fridays, What’s Cooking?, Square Dancing Specialized Recreation YGC $3,000 600 participants @ $5 each e.g. Dine Out, Dances, Talent Shows Family Instructional Classes $2,560 128 participants @ $20 each e.g. Guitar Lessons, Theater Activity Rooms 1 & 2 Totals $40,280 Banquet Rooms 1, 2 & 3 Preschool Dance & Gymnastic Classes $11,840 320 participants @ $35 each e.g. Ballerina Enchantment,Tumbling Preschool PeeWee Sports Classes $4,480 128 participants @ $35 each e.g. Let’s Play Sports, Pee Wee Sports Youth Dance & Gymnastic Classes $9,600 192 participants @ $50 each e.g. Baton, Tumbling, Gotta Dance Adult Fitness Classes $15,360 256 participants @ $60 each e.g. Noon Time Fitness, Boot Camp Adult Wellness Classes $15,360 256 participants @ $60 each e.g. Pilates, Yoga, Tai Chi DI.A Page 15 of 25 10 Adult Dance Classes $3,840 64 participants @ $60 each e.g. Bellydance, Country Western Breakfast With Santa $1,800 300 participatns @ $6 each Daddy Daughter Date Night $5,600 140 participants @ $40 each Ladies & Lil Gents $2,500 100 participants @ $25 each Banquet Rooms 1, 2 & 3 Totals $70,380 Grand Total for all Rooms $110,660 x 80% = $88,530 Includes an industry standard rate of 20% cancelation rate DI.A Page 16 of 25 11 Auburn Community and Events Center Maintenance/Operations Expenses (20,000 sq. ft.) Type of Expense Service Expense Amount Direct Contracted Janitorial ($3,000 mo.) $36,000 Utilities-Electricity, Gas, Water, Sewer ($1.97 ft.) $39,400 Shared Cost-Facilites/Maintenance/Repairs Building Supplies & Services ($2.40 ft.) $48,000 Total Direct Expenses: Indirect Property Insurance $7,000,000 @ .1575 $11,025 Grand Total: Direct & Indirect Expenses: $134,425 DI.A Page 17 of 25 12 DI.A Page 18 of 25 13 DRAFT Community Center & Event Center Fee Schedule Core Operating Hours 8:00 a.m. – 9:00 p.m., Monday through Friday Rental Hours may vary Non- Resident Non- Auburn Business Resident Auburn Business Other Non- Profit Auburn Non-Profit Approved Auburn Cultural Group* (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 $150/hour $120/hour $120/hour $90/hour $90/hour $80/hour 1/3 Banquet M-F: 8am-9pm Sat/Sun: 9am-11pm (available within 30 days or less) $65/hour $50/hour $50/hour $38/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 $30/per room $45/both rooms $25/per room $40/both rooms $25/per room $40/both rooms $20/per room $35/both rooms $20/per room $35/both rooms $15/hour *Cultural groups may apply for a fee waiver per Auburn City Code 3.68.030 - Waiver of fees for individuals or groups. REVENUE Activity Room 1 Friday 32 weeks x 3 hrs x $25 per hour = $2,400 Saturday 32 weeks x 8 hrs x $25 per hour = $6,400 Sunday 32 weeks x 6 hrs x $25 per hour = $4,800 Total $13,600 Activity Room 2 Friday 32 weeks x 3 hrs x $25 per hour = $2,400 Saturday 32 weeks x 8 hrs x $25 per hour = $6,400 Sunday 32 weeks x 6 hrs x $25 per hour = $4,800 Total $13,600 Full Banquet Friday 16 weeks x 3 hrs x $120 per hour = $5,760 Saturday 16 weeks x 8 hrs x $120 per hour = $15,360 Sunday 12 weeks x 6 hrs x $120 per hour = $8,640 Total $29,760 1/3 Banquet Friday 16 weeks x 3 hrs x $50 per hour = $3,600 Saturday 16 weeks x 8 hrs x $50 per hour = $6,400 Sunday 16 weeks x 6 hrs x $50 per hour = $4,800 Total $14,800 Grand Total $71,760 DI.A Page 19 of 25 14 ESTIMATED PROJECTED COST o Construction Cost Estimate: Community Center Building Area: 20,250 SF 2009 Bid Result 2014 Building Construction Cost: Community Center: [20,250 SF x $250/SF] .............. $5,062,500 $6,075,000 2013 estimate [20,250 SF x 300/SF factor of 20%] Site Development Costs Community Center Site Work [i.e., earthwork, utilities, parking lots, sidewalks, plazas, landscaping, lighting, etc.] ........................................ $750,000 $862,500 Off-Site Improvements Allowance [frontage improvements on 12th Street S.E.] ................................. $175,000 $192,500 ACTUAL BID PRICE APRIL 16, 2009 $6,002,445 $7,130,000 o Project Development (Soft) Cost Estimate: Architectural/Engineering Fees Architectural Programming ....................................... 35,000.00 complete Basic Serv. per WA State Fee Sch (8.0%)BLRB ...... 699,000.00 ($200,000 Civil Engineering ....................................................... 78,000.00 Const. admin.) Landscape Architect ................................................. 40,000.00 complete Acoustical Engineer .................................................. 30,000.00 complete Food Service Consultant .......................................... 8,000.00 complete Cost Estimating ......................................................... 30,000.00 complete Hazardous Material Abatement ................................ 30,000.00 complete Traffic Engineering Consultant ................................. 12,000.00 complete Supplemental Construction Admin Services ............ 110,000.00 complete Geotechnical Engineering ............................................... 15,000.00 complete Site Survey ...................................................................... 35,000.00 complete Commissioning Consultant .............................................. 30,000.00 $30,000 Additional Consultant Fees (Allowance) ......................... 70,000.00 $50,000 City of Auburn Project Management Costs (.5FTE) 100,000.00 $50,000 Printing/Reproduction Costs............................................ 75,000.00 complete Permitting Fees ............................................................... 100,000.00 Waived by COA Construction Inspection and Testing (BLRB)RRR 50,000.00 $40,000 Phone System/Fiber Optics. ............................................ 50,000.00 $40,000 Construction Contingency ($7,130,000 x 5%) ................. 525,000.00 $356,500 F. F. & E. Budget (Lorig Estimate) .................................. 437,000.00 $225,000 Staff Planning & Moving Costs ........................................ 25,000.00 $25,000 WA State Sales Tax ($7,130,000 x 9.5%) ....................... 769,000 $677,350 Overall Project Contingency (BLRB) ............................... 150,000.00 $100,000 PROJECT DEVELOPMENT (SOFT) COST TOTAL $1,793,850 o TOTAL PROJECT COST ------------------------------------------------------------------- $8,923,850 DI.A Page 20 of 25 15 Auburn City Code 3.68 (pending approval) 3.68.030 Waiver of fees for individuals or groups.. A. The Director may waive or reduce an entry, use or program fee for an organization, association, group of individuals, or an individual, and authorize the supervisor of a facility to do so, irrespective of any special promotion or event whenever: 1. Such a waiver vindicates a constitutional right guaranteed by the First Amendment to the United States Constitution through its Fourteenth Amendment or Article I, Section 3 of the Washington Constitution; 2. The user provides services or assistance to the Department in lieu of the fee that would otherwise apply, or provides in-kind services or leaves improvements to the facility that offset the reduced fee revenue; 3. The user is poor or infirm or is a charitable organization assisting the poor or infirm, and charging the fee would have the effect of depriving the user or its clients of reasonable access to the facility or of opportunity to participate in a public event, and would cause hardship or directly reduce the assistance such organization provides to the poor or infirm; 4. The user is an organization serving the public or the community, lacks its own facility as a result of a calamity or other temporary distress, and the temporary use of the City’s facility would allow the organization to continue providing service to the public or community. Such temporary use shall not exceed 90 days without further authorization from the City Council; 5. Another government requests use of the facility for a public purpose; or the use is granted under a reciprocal use of facilities agreement with another municipal government; 6. Free admission to the facility furthers a departmental purpose, e.g., the person is a volunteer for a department-sponsored or co-sponsored event, participates in an athletic event for public spectators, or enters in connection with a work assignment or to assist a concessionaire or as a parent or guardian to assist the Department in the instruction or care of a minor or ward or; B. In determining whether a fee should be waived or reduced, the Director shall be guided by the benefit to the public and the Department when granting the request, the frequency and amount of usage requested, the effect on and fairness to other users, its consistency with policies underlying the fee schedule and this chapter, and the consequences of denying the request.. (Ord. 4406 § 3, 1990.) DI.A Page 21 of 25 AGENDA BILL APPROVAL FORM Agenda Subject: Flag Pavilion Planning Committee Date: October 16, 2013 Department: Planning and Development Attachments: Flag Pavilion Design Budget Impact: $0 Administrative Recommendation: Background Summary: Reviewed by Council Committees: Other: Planning Councilmember:Wagner Staff:Faber Meeting Date:October 23, 2013 Item Number:DI.B AUBURN * MORE THAN YOU IMAGINEDDI.B Page 22 of 25 DI.B Page 23 of 25 AGENDA BILL APPROVAL FORM Agenda Subject: Action Tracking Matrix Date: October 16, 2013 Department: Planning and Development Attachments: Action Tracking Matrix Budget Impact: $0 Administrative Recommendation: Background Summary: Reviewed by Council Committees: Other: Planning Councilmember:Wagner Staff:Wagner Meeting Date:October 23, 2013 Item Number:DI.C AUBURN * MORE THAN YOU IMAGINEDDI.C Page 24 of 25 DI.C Page 25 of 25