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HomeMy WebLinkAbout12-09-2014 LES GOVE COMMUNITY CAMPUS COMMITTEE MEETING,A BURN VV A S, I � I N G"i'( ) ' I. CALL TO ORDER A. Roll Call B. Announcements C. Agenda Modifications II. CONSENT AGENDA A. Minutes -October 1, 2014* (Tate) III. DISCUSSION ITEMS Les Gove Community Campus December 9, 2014 - 3:30 PM Annex Conference Room 2 AGENDA A. Teen /Community Center Architectural Design Status (Dore) B. Les Gove Campus Master Plan* (Faber) Review the draft Request For Qualifications (RFQ) for the Les Gove Campus Master Plan 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 12 'Alu,BURN VVA,S p � I N G "i'( AGENDA BILL APPROVAL FORM Administrative Recommendation: Approve the Les Gove Community Campus October 1, 2014 minutes as written. Background Summary: Reviewed by Council Committees: Councilmember: Wagner Staff: Tate Meeting Date: December 9, 2014 Item Number: CA.A CA.A AUBURN * MORE THAN YOU IMAGINED Page 2 of 12 ,A BURN VVASM�N N G "() i ' CALL TO ORDER Les Gove Community Campus October 1, 2014 - 6:00 PM Annex Conference Room 2 MINUTES Chair Rich Wagner called the meeting to order at 6:00 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 Nancy Backus, Director of Administration Michael Hurst; Parks, Arts and Recreation Director Daryl Faber; Director of Community Development and Public Works Kevin Snyder; Finance Director Shelley Coleman, Network Communications Engineer Colin Schmalz; Assistant Chief of Police Bill Pierson; and Office Assistant Sue Van Slyke. Members of the audience were Gary Ponto from GP Marketing, Stan Lokting and Daniel Podoll from ARC Architects. B. Announcements There were no announcements C. Agenda Modifications It was requested that Item IV.A. be taken out of order and followed by Item III.A. CONSENT AGENDA A. Minutes - August 12, 2014 (Tate) Les Gove Community Campus Committee approved the minutes from the August 14, 2014 Les Gove Community Campus meeting with one change: III.A. Action Item - Resolution No. 5091 Motion was carried unanimously. 2 -0 Member Osborne moved and Vice -Chair Wales seconded to approve the minutes as corrected. Page 1 of 4 CA.A Page 3 of 12 III. ACTION A. Design and Construction Services Proposal for Auburn Youth & Community Center at Les Gove Community Campus (Snyder /Faber) Director of Community Development and Public Works Kevin Snyder presented Resolution No. 5104 to the Committee which would authorize the Mayor to negotiate and execute a professional services agreement with ARC Architects for architectural and engineering services for the Youth and Community Center at Les Gove Community Campus. Director Snyder introduced the representatives from ARC Architects, Stan Lokting and Daniel Podoll. Director Snyder explained that ARC Architects is the preferred provider for the provision of professional architectural and engineering services based on its and its assembled team's demonstrated experience in design and construction services for similar projects. Mr. Lokting and Mr. Podoll gave an overview of their firm explaining that ARC Architects has vast design experience for Parks and Recreation projects. A power point presentation was reviewed by the Committee, followed by a question and answer session. The Committee voiced items that they deem necessary to include in the design process. Member Osborne motioned and Vice -Chair Wales seconded to recommend City Council to approve proposed Resolution No. 5107 Motion carried unanimously. 3 -0 IV. DISCUSSION ITEMS A. Emergency Phone Poles (Pierson) Assistant Chief of Police Bill Pierson reported to the Committee on research conducted regarding emergency phone poles for the Les Gove Community Campus. Assistant Chief Pierson introduced Gary Ponto, Northwest Regional Manager of GP Marketing and representative of the Talkaphone company. Talkaphone is a leading manufacturer of security and life safety communication products, including the emergency towers that are being considered for the campus. Mr. Ponto informed the Committee on the various types of equipment and accessories that could potentially be added for campus security, explaining the options of customizing each device for various safety needs. Chair Wagner requested that Mr. Ponto provide the Committee with results of public surveys they have conducted regarding the perception of safety devises. The Committee has requested Mr. Ponto submit a proposal with costs, design of tower /wall mount devises and accessories, such as Page 2 of 4 CA.A Page 4 of 12 attached cameras. Chair Wagner requested Mayor Backus to coordinate with staff to develop a proposal to include the cost of these items for the December budget review. The Committee expressed their desire to include these devises as part of the master plan for the Les Gove Community Campus and Director Snyder was tasked to consider phase implementation. B. Campus Master Plan Status (Faber) Director Daryl Faber informed the Committee that a discussion is forthcoming with Finance regarding moving the Campus Master Plan budget to the current year. Two firms have been identified for the interview process; Barb Swift, who has considerable experience with urban master planning and a firm based in Seattle with experience designing a mix between campus and city life. The intent is to be able to negotiate a contract in the near future. Director Faber expressed that coordination with ARC Architects is necessary in order to align both the master plan and the Youth and Community Center projects. Director Faber informed the Committee that the Park, Arts and Recreation Department is able to produce preliminary work such as property analysis in order to expedite the project. The Committee expressed its desire to begin the master plan immediately and finish by next spring, which would be beneficial to ARC Architects in their design process. Chair Wagner requested that Director Faber compile a short overview of the master plan for the upcoming Monday, October 6, 2014 City Council meeting, focusing on how the master plan fits with the Youth and Community Center project. C. Citizen's Survey - Immediate Community (Hinman) Dana Hinman was unavailable to update the Committee on the citizen's survey. Mayor Backus explained that Ms. Hinman is currently working on the citizen's survey. Chair Wagner expressed that the task should be accomplished soon for ARC Architects and the master plan personnel to be able to use the information from the survey. Michael Hursh reminded the Committee that originally is was intended to conduct a couple neighborhood surveys in neighborhood meeting fashion. The consensus was to combine the need for this survey with other citizen gathering opportunities currently scheduled. Page 3 of 4 CA.A Page 5 of 12 D. Action Tracking Matrix (Wagner) Chair Wagner directed the Committee to review the Action Tracking Matrix and updating the items. Removed from the list due to completion are Items A, B, E and H. Item D: Next review date was changed to TBD. Item G: Michael Hurst was tasked to send a status update for insertion to the matrix Item I: Next review date was changed to TBD. Estimated completion date was added to be between 4/1/2015 and 6/1/2015. V. ADJOURNMENT There being no further business to come before the Committee, the meeting was adjourned at 7 :31 p.m. APPROVED THIS Rich Wagner, Chair day of ue Van Slyke, Office Assistant Page 4 of 4 CA.A Page 6 of 12 'Alu,BURN VVA,S I � I N G "i'(')N' Agenda Subject: Les Gove Campus Master Plan AGENDA BILL APPROVAL FORM Department: Attachments: Community Development & Draft RFQ Public Works Administrative Recommendation: For discussion only. Background Summary: See the attached draft Request for Qualifications (RFQ). Reviewed by Council Committees: Date: December 4, 2014 Budget Impact: $0 Councilmember: Wagner Staff: Faber Meeting Date: December 9, 2014 Item Number: DI.0 DI.0 AUBURN * MORE THAN YOU IMAGINED Page 7 of 12 cITYOF REQUEST FOR QUALIFICATIONS (RFQ) p URN Les Gove Park/Cam us �� WASHINGTON Vision and Master Plan CITY OF AUBURN REQUEST FOR QUALIFICATIONS (RFQ) Les Gove Park /Campus Vision and Master Plan The City of Auburn ( "City ") is requesting Statements of Qualifications (SOQ) from firms experienced in assisting the community through a vision /master plan process related to the Les Gove Park Campus and neighborhood. The purpose of this Request for Qualifications (RFQ) is to solicit responses from experienced consultants to vision and master plan an approximate area of the City of Auburn located between Auburn Way South to the west, "M" Street to the East, 12th Street to the South and 5th Street to the North. Background In 2011 the Auburn City Council formed a committee of councilmember's to further the Council's decision - making process related to the Les Gove Park Campus area and a future community /teen center. An important part of their effort has been to explore the impacts in which Community Parks and Recreation Services, Human Service and the physical Les Gove Park impact the area as well as how this area could be improved as "Auburns Central Park ". Internal discussions have derived numerous issues and opportunities that both positively and negatively impact the area. The beautiful 22 acre park and the surrounding properties will be the central focus of the study The study area includes Les Gove Park, Parks Arts &Recreation Administration building, Auburn Senior Center, King County Library, White River Valley Museum, Auburn Youth Resources as well as numerous vacated buildings. In 2015 construction of a Community and Teen Center will commence. A very preliminary series of conceptual scenarios have been discussed envisioning various ways in which the available properties, facilities and pathways — both current and future — could benefit the community at large. DI.0 Page 8 of 12 Objectives THE CITY WILL RETAIN A PLANNING CONSULTANT TO TAKE THE PROGRAM REQUIREMENTS AS WE KNOW THEM TODAY AND APPLY THEM TO A MASTER PLAN FOR THE AREA. RESULTS SHOULD ALSO INCLUDE ORDER OF MAGNITUDE COST ESTIMATES FOR IMPLEMENTATION OF THE PLAN THAT CAN LATER BE USED TO COMPARE FINANCING OPTIONS. On a parallel path, the master planning activity will host a series of community /neighborhood /stakeholder meetings. This activity would be focused on hearing from Auburn residents -with an emphasis on those in the Les Gove neighborhood. — about the various conceptual scenarios. Analysis will provide recommendations, tools, and strategies that will help achieve the recommended goals and outcomes related to: • Analysis of existing land use inventory and potential build out. • Transportation, Pedestrian needs and considerations • Les Gove Park Master Plan • Neighboring Impacts • Opportunities for Economic Development along Auburn Way. The master planning effort will be scoped and guided by a steering committee composed of representatives of vested community partners and property- owning organizations. RESPONSES The response to this RFQ should identify the firm's experience and qualifications to carry out urban planning work, specifically site master planning, with an emphasis on parks, as described above. The response should include a brief description of comparable research assignments for public and non - profit clients, including the actual research methods used. Please submit 15 copies of your written qualifications by 5:00 p.m. on Monday, January 12, 2015. Submissions should be as concise as possible and not exceed 10 pages. Please address submissions to: 2 DI.0 Page 9 of 12 The SOQ will present the review team with qualifications and must identify: • Areas of expertise and experience that the firm has in developing and implementing a community visioning process that achieves the above priorities; • An overview of the methods of communication and meeting formats that you have found to be effective for each of the above categories and why they were effective; • Primary team members' qualifications and roles in the project as well as relevant past experience; • Availability of team members; • A description of experience in working with public sector and elected officials, and any references to other jurisdictions; Ten (10) copies of the SOQ must be submitted by Monday January 12 2015 to the City of Auburn. The SOQ must be received by 5:00 P.M. on and shall be submitted, in a sealed envelope, to: Mailing Address: Mr. Daryl Faber Parks, Arts and Recreation Director City of Auburn 910 9t" Street SE Auburn, Washington 98002 Qualification statements received later than January 12, 2015, 5:00 P.M. will not be considered. No facsimile or emailed SOQ's will be accepted. Postmarks also will not be accepted. Questions regarding this RFQ should be directed to Daryl Faber, (253) 931 -3043 (faer auurnwaegov) at the City of Auburn. This RFQ is a first step toward selecting a consultant for the project. Based on responses to this RFQ, certain selected consultant teams may be interviewed. The City of Auburn reserves the right to reject any and all submittals or team members and to waive irregularities and informalities in the evaluation process. This RFQ does not obligate the City to pay any costs incurred by respondents in the preparation and submission of qualifications or subsequent proposals. This solicitation does not obligate the City of Auburn to accept or contract for any expressed or implied services. RFQ Issue Date: December 11, 2014 3 DI.0 Page 10 of 12 'Alu,BURN VVA,S I � I N G "i'(')N' Agenda Subject: Action Tracking Matrix AGENDA BILL APPROVAL FORM Department: Attachments: Community Development & AcrionTraddnq atrix Public Works Administrative Recommendation: For discussion only. Background Summary: See the attached Action Tracking Matrix. Reviewed by Council Committees: Councilmember: Wagner Meeting Date: December 9, 2014 Date: December 4, 2014 Budget Impact: $0 Staff: Wagner Item Number: DI.D DI.D AUBURN * MORE THAN YOU IMAGINED Page 11 of 12 Les Gove Community Campus Committee (LG3C) - Action Tracking Matrix C Les Gove Park neighborhood planning meeting. Faber TBD Meeting preparation and topics needed. D Campus security improvements Lee TBD Enhance safety measures. Set completion dates for after the community meeting. Review emergency call towers. F Citizens survey - Campus users *Faber TBD Survey people at major campus events, e.g.fourth of July. G Work toward development of the Veteran's and Human Services Center Hursh TBD The City continues to work with its key non - profit agency partners to collocate and improve collaboration for residents in need. Auburn has supported recent expansion efforts of agencies' presence adjacent to the Park as well as identifying key properties for a combined one -stop, Veterans & Human Services Center model. I Campus Master Plan Snyder 12/9/2014 4/1/2015 to 6/1/2015 DID Page 12 of 12