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HomeMy WebLinkAbout[09] Community Center Council Agenda Item 9 MEETING DATE: October 4, 2012 AGENDA ITEM: Community Center SUBMITTED BY: Administration BOARD/COMMISSION/COMMITTEE RECOMMENDATION: Representatives from the Facility Committee conducted an open house on the proposed community center. They will be presenting the summary of the meeting. PREVIOUS COUNCIL ACTION: See attached history of Council actions BACKGROUND INFORMATION: The City Council has hired and retained two consultants, Hagemeister Mack (Architect) and RA Morton (Construction Manager) to facilitate the proposed design and construction of a community center. The facility committee has met with the consultants and they are in the process of reviewing land and building potentials. The concept of utilizing Kennedy has once again arisen and before considerable efforts are spent planning the existing site or vacant sites, the Council should determine if they want to explore Kennedy in greater detail. In discussing the process with Murray Mack, he indicated that it would take about 3 weeks to evaluate (surface evaluation) the additional site and increase the current contract no more than $ 5,000. One of the issues the City has to resolve is the money that was bonded for the improvements to the existing HVAC and roofing system. Staff does not want to authorize the work without determination if the site will be expanded. The amount bonded for the repairs is approximately $ 200,000 and must be spent by the end of 2013. It does not seem fiscally responsible to move forward with the repairs if it is uncertain if the building will be expanded. BUDGET/FISCAL IMPACT: ATTACHMENTS: Request for Council Action History of Council Actions regarding the community center REQUESTED COUNCIL ACTION: Direction for the hired consultants and facility committee This page intentionally left blank Historical review of Council discussion regarding community Center Minutes – April 5, 2007 Kennedv School Site: Carlbom reported that the School Board has accepted the letter regarding the City securing a first right of refusal for the Kennedy School Site. He stated that he will be meeting with District 742 Superintendent Bruce Watkins to discuss the matter further. Frank stated that before this goes too far, the City needs to hold meetings with the residents to get their input as to what they want for the City. He added that it is important to have a vision before making a bid. Wick stated that the first step is to begin discussions with the School Board and then to look at the pros and cons of renovating another facility. He questioned whether that park would be used as a City Park. Rassier stated that the 17 acres that come with the school is the big benefit to purchasing this property. Wick and Frank both believe in holding town meetings to discuss this further. According to Weyrens, the first step would be to inquire about the costs for purchasing the property and then secondly to look at the costs for possibly renovating the site. Carlbom stated that one big question is whether or not City Hall should move. He stated that he received several phone calls regarding a possible community center in St. Joseph. According to Rassier, there are a lot of options for the City to look at. He did state his concern for taking this property off of the tax roll as it would be a government center. Before making too many decisions, Weyrens stated that it would be best for Carlbom to first meet with Mr. Watkins and get the information. She added that the City is not looking to make a bid at this time. Minutes – August 21, 2008 Space Needs Study: Weyrens stated that, previously, the Council considered a proposal from SEH to conduct a space needs study to help determine the needs for future City space. At that time, there were some questions relating to what was included. Based on the input from the last meeting, a revised proposal has been submitted listing options of services the Council could consider. Weyrens stated that since the last Council meeting she has had an opportunity to meet with an architect who performed an analysis of all District 742 facilities including Kennedy School. The analysis included a detail review of the physical space and condition of each facility. Weyrens stated that she has contacted a representative from District 742 to see if the City could secure a copy of the study. Frank asked for clarification of whether or not the funds that have been received from the ½ cent sales tax have been moved from the fund designated for a community center and put in another fund. Weyrens stated that all funds received from the sales tax are placed in a special revenue fund and can only be used for uses allowed through the Legislation. Rassier questioned the Council as to whether or not they want to spend the estimated $5,000 to conduct such a study. Wick questioned where these funds would come from to which Weyrens stated that there are funds available in the Capital Improvement Fund for Facility Planning. Schultz stated that he feels the scope of the study should be separated into the following:  Space needs study which would include looking at what the City owns, what is operated from each facility as well as a needs assessment for current staff. Weyrens stated that City staff can provide that information.  Inspection of Kennedy School and whether or not it fits the needs of the City. Sabart stated that the information that Schultz is requesting would require a more critical analysis than what was proposed. He advised the Council that they could provide the City with a more detailed analysis 1 | Page Historical review of Council discussion regarding community Center if it were requested. Schultz stated that he believes it is wrong to focus solely on Kennedy as there may be other options. Rassier questioned whether Kennedy is the ideal space. Frank stated that he would like to see staff envision different growth scenarios when looking at the future growth of the City. Wick questioned the timeline for SEH to complete such a study to which Sabart stated the process can begin immediately and dependent upon availability of staff and resources the study could be completed in a short period of time. Schultz stated that the driving factor for doing this study is to look at a community center. Weyrens suggested that the Sales Tax Committee help define what a community center means to the residents of St. Joseph. Schultz stated that the Council should provide them with direction as to what they see as a community center. Frank agreed that the City needs to come up with a common definition for such. Sabart stated that they have done this type of study for various other cities. Wick suggested that the City Council and Sales Tax Committee hold a town hall meeting to see exactly what the City wants in a community center. Sabart questioned whether the following five bullets capture what the City is looking for:  Provide an Architect’s review of the building including cursory inspections of the roof and shell for weather tightness, and of the structural, mechanical, and electrical systems. This review will not be in-depth, but it will identify items that we observe that might be of concern.  Analyze the building for Building Code concerns in the area of Life Safety and Accessibility.  Interview staff to determine the current and future programs for the City regarding its use for the building. How much space do those functions require?  Determine that the building has spaces that are suitable for those programs.  Provide other communities experiences at using excess spaces to generate income. Schultz stated that in his opinion the first two items are secondary to the determination of need. Wick stated that he would like to see the Community Center definition move forward and be included in part of the needs assessment. . Wick made a motion to accept the proposal of SEH for a space needs study with the addition of a community center to be combined with item 4 and to direct the Sales Tax Committee to conduct public input sessions on the definition of a community center. The motion was seconded by Symanietz and passed unanimously. Minutes – November 6, 2008 Sales Tax Committee, Survey Request: Weyrens advised the Council that the Sales Tax Committee would like to do a mailing/survey to get input from the Community on components residents would like to see in a Community Center. In addition to the survey, SEH will be hosting an open house for residents to discuss the components on November 18. The Sales Tax Committee has recommended mailing a post card survey to the residents, explaining the process and inviting them to the open house. . Rassier made a motion accepting the recommendation of the Sales Tax Committee, mailing a survey to all residents requesting information on the definition of a Community Center. The motion was seconded by Symanietz. Discussion: Frank made the following comments relating to the survey: 1. There is likely to be little response. 2. Surveys will be coming in for a long time. 3. By sending it to the property owners, as listed in utility billing, renters, the Sisters, and students living in the dorms will be left out. (Weyrens stated that the survey will be made available to the Monastery and students) The motion passed unanimously. 2 | Page Historical review of Council discussion regarding community Center Minutes – December 18, 2008 Facility Study: Weyrens stated that previously the City Council authorized SEH to completion a Facility Study. Since that time, SEH has met with all the departments and had an opportunity to meet with City Staff and the Sales Tax Committee. In addition, City staff prepared and mailed 1334 surveys regarding the communities’ idea of a Community Center. The City received 534 responses of which the summary has been included in the Facility report. . Duane Day, SEH, approached the Council to give a summary of the facility study. This is a Christmas wish list and now it needs to be determined what is practical for the City. There were two goals: 1. What is the City going to need in terms of community space from now and 15 years from now? What types of spaces and how big do they need to be? 2. How might the old Kennedy School satisfy some of those needs? To determine the general requirements, they interviewed elected officials, City Administration and City Staff. There was a citizen survey and an open house. He commended the residents and stated that there were a large number of surveys received. They also met with the sales tax committee and they have determined, ideally, in a perfect world, what the City needs for its civic functions. When the new Kennedy School was designed, it was designed to help with some of the community space needs for the City. He spoke with the Kennedy Principal, Diane Moeller, and they have some spaces that will be available for public use. Those include:  Meeting Rooms  Exercise Area  Theatre Based on state law or school policy, the following would not be available for public use:  Kitchen  Library  Gymnasium (because of vast amount of use already receiving) They looked at the spaces that were determined to be needed and then put together a cost estimate based on the square footages. If all of those spaces that were identified were constructed, it would cost the City over $20 million. He suggested a building committee to look at what is practical for the City at this point. They looked at the Old Kennedy School and reviewed the building assessment and final conclusion of value. He stated that that must be taken in context as it was completed on February 25, 2008. Day stated that the building was assessed at 3,500,000. He stated that the site is almost 17 acres with a gross building area of 54,600 square feet. The Sales Tax Committee toured the facility with El Haus and he provided them with the floor plans for the building as well as a Maintenance Schedule starting in 2005 and ending in 2020. He stated that there were four major items that were listed on the Maintenance Schedule. 1. Re-roofing the entire building 2. Replace boilers 3. Add air conditioning 4. Bring the building into ADA compliance According to Day, the estimated cost of repairs is $1,200,000. That figure; however, does not include any renovations or additions to the building. He mentioned that the old school site could satisfy a large portion of the needs identified in the survey and by staff. SEH would recommend that the City form a building committee made up of citizens, administration and TAC member to prioritize those spaces. Once those spaces are identified, they could put together a floor plan with interior and exterior renderings to help 3 | Page Historical review of Council discussion regarding community Center explain to the community what may be furnished. Frank clarified that they did not look at the maintenance facility or the fire hall. According to Day, the Fire Department has a place available for public use. Frank questioned whether or not there is space to rent at the new WTP. Weyrens stated that staff uses that meeting room; however, it isn’t large enough for public space. He also advised the Council that the Old Kennedy site was appraised at $3.5 million. According to Day, house valuations have decreased and he is sure that this value has decreased as well. If the City was to decide to use the building for a City facility, they would need to revamp the inside. According to Rassier, the biggest plus for this site is the 17 acres that it sits on. On behalf of the Sales Tax Committee, Weyrens stated that ideally this is not the best spot, but is the most practical as it meets all the needs except the pool. She added that if the City were to move forward with this site, we would have a new appraisal done. The $3.5 million is not a solid number. Frank stated that as we move into the second wave of foreclosures, there may be some impact. Day agreed. Wick questioned the 54,600 feet included the temporary rooms as well. Day stated that yes, they were included and they were approximately 2,000 square feet each. The School owns the two remaining temporary buildings and would like to sell them along with the building. Without the temporary structures, there would be 50,000 square feet. Weyrens stated that, currently, the City hall is approximately 9,000 square feet. Frank made a motion to accept the report. The motion was seconded by Schultz. Discussion: Schultz questioned if the City were to build the building from scratch would it be similar to the cost associated with building a new facility. Day stated that the City could not purchase that much square footage for that cost. Schultz stated he would have liked to see a comparison of what Kennedy has to offer and what could be built and the costs associated with such. Day stated it would be irresponsible to build a building that could not be added on to. Weyrens stated that, if the Old Kennedy were to be used for the gymnasium, it could be used right away. The motion passed unanimously. Minutes – July 16, 2009 Sales Tax Committee Report: Weyrens reported that the Sales Tax Committee met on July 1 to discuss the amount of money in the fund, the questions found on the ballot as well what types of projects they would like to see funded and how to determine how the funds should be distributed to each project. They determined that, based on the ballot questions, the costs should be distributed as follows: Transportation 65% Community Facility 22% Parks and Trails 13% When the ballot question was prepared, 23 Million dollars were identified as needs in three categories. Based on the collected revenues, the City will actually receive only 3 million in proceeds. The Sales Tax Committee discussed objectives methods for distribution of funds and since the voters were asked to vote on separate categories it seemed reasonable to apportion the funds based on the amounts listed on the ballot. Any project funded with sales tax revenue would still need to be approved separately. Frank expressed concern that using the proposed formula of the Sales Tax Committee the largest portion of the proceeds would fund transportation. Weyrens stated that transportation does not only mean th pavement but can include trails, bridges, buses, etc. The southerly extension from CR121 to 20 Avenue (Field Street) will require a large funding contribution on the City’s part. If Sales Tax funds are not used, 4 | Page Historical review of Council discussion regarding community Center the City will have to use a tax levy for payment. Weyrens stated that the Park Board will be submitting a request to the Council for funding for Centennial Park playground equipment. Loso suggested that the City hold a public hearing to discuss the use of these funds. Frank added that the City should hold forums, conduct informal surveys and work with the Newsleader to lay all of this out. The Council was then reminded that this must be used for regional projects. According to Frank, the Sales Tax Committee did a good job so far; however, he feels that it should now be left up to elected officials to determine how the funds are distributed. Symanietz questioned why the ballot included the potential Field Street in the Transportation portion. According to Weyrens, this is a real cost to the City and State or Federal Funding is unlikely. If the City does not use Sales Tax Funds the tax payers will be charged via a tax levy. Frank suggested that a building study be conducted of the Old Kennedy School site and the entire amount be used for that facility as a community center. Weyrens stated that she would check the legalities of using all the funds for one of the three ballot questions. She reminded the Council that the Sales Tax Committee conducted a survey on the Community Center and it was mailed to all property owners in the City of St. Joseph. In addition they conducted a public forum to which only five or six residents attended. Frank acknowledged the attempts of the City and stated the he did attend the forum and confirmed the small attendance. Wick questioned whether the purchasing of park equipment or the construction of roads would be acceptable as they are part of other city plans such as the Park Plan and the Transportation Plan. Weyrens stated that, because they are part of another plan, they would rank higher. Wick suggested that the policy for distribution of funds require that any funding must be part of a planned document of the City. Frank questioned when the Sales Tax Committee became a permanent committee. In his opinion, they have done good work so far. He has attended their meetings. If this is to remain as a committee, he would like to see new members rather than the same members as every other committee. Symanietz stated that the City accepted applications for the Sales Tax Committee and the members were selected like any other board. Wick suggested that as requests are received, he would like to see a running balance in the account to show what is left. Weyrens stated that the trail alignment along CR2 connecting to the Wobegon Trail would be an optional project. It is a big ticket item, approximately $150,000. It is a regional project and could be related to either transportation or parks. She added that there are some upcoming projects and she asked that the Council look at the big picture to see how the money should be spent. Frank again stated that he would like to address the possibility of a community center at the Old Kennedy School site. Weyrens advised the Council that they should set up a meeting to discuss capital items. Minutes – October 17, 2011 Facilities: Wick and Symanietz updated the City Council on the facilities committee and stated that they have met twice and requested additional direction from the City Council. The Committee indicated that if the goal was to create a community campus to include a community center, the current City Hall site would not be sufficient. If the goal was to create a community center that would be a separate facility, then additional land would need to be purchased. The Committee looked at the location of rental units in the downtown area to identify possible locations, but before further discussion requested clarification. Loso stated that the St. Joseph Church is considering constructing a community center and questioned if space would be available for community use. Wick stated that space the parish is looking at is relatively small, and would have a different purpose. The Council discussed the possibility of adding on to the current facility, utilizing additional space at the fire hall, and the existing space occupied by the Historical Society and Food Shelf. 5 | Page Historical review of Council discussion regarding community Center Schultz stated that the City needs to look to the future and determine the footprint for the City. The City has been collecting the one-cent sales tax funds and a community center is a voter approved project. If the City does not have a plan in place, they why should we continue to collect the sales tax? Symanietz stated that the sales tax revenue can be used for more than just a community center. In fact, the City has already utilized funding for park projects. Wick and Symanietz stated that the committee reviewed the downtown area and potential areas for redevelopment to include the El Paso site and groupings of rental homes. The Council agreed that taking property of the tax rolls is not the first choice, but a community center could add revenue to the City. Loso expressed concern with the operation cost of operating a community center. Schultz reiterated that the Council needs to plan for the future and ask ourselves, where do we want to be in three to five years. Frank stated that the Council needs to first determine if the goal of the City is have a downtown presence, and if the answer is yes, then it becomes a matter of looking at available options. Frank stated that he does believe that the City Hall should be included in the downtown landscape. Schultz stated that as the City grows, there could be an advantage to locating in a growth area. Minutes – November 17, 2011 Purchase of Property – 35 College Avenue N: Weyens reported that the City was successful in coming to terms with the Credit Union to purchase the building at 35 College Avenue North. The Credit Union agreed to pay the assessments with the City agreeing to pay $110,000 plus half of the closing costs. . Schultz made a motion to authorize the purchase of the property at 35 College Avenue North in the amount of $110,000 plus closing costs. The motion was seconded by Loso. Discussion: Frank stated because of the necessity of closed meetings regarding this purchase, he would like to have a brief discussion of what might occur with this property. Wick stated the facility committee met a couple of times to talk about what this building can be used for. A community center and city offices are an option that has been considered. The Council decided the City Hall should be downtown. The City has a designated fund whereby those funds can only be used for the design of a community center. It is the recommendation of the facilities committee that the City authorize the solicitation of bids for architectural design services. The RFP would request vendors to provide a concept of how they would utilize the property knowing that the components need to include the current City functions and a community center to seat between 200-300 people. Schultz stated that the City could consider leasing the space until the time at which the City is ready to move forward with a construction project. Frank thanked Schultz, Wick, Symanietz, Weyrens and Bartlett for doing a great job obtaining this property. He stated originally the offer to the city was for a couple hundred thousand, and then the original bid price was $130,000. With the purchase of the building the city gets all the contents, there are no clauses so the city can lease the building, or use it for other opportunities. Frank states he believes that they did a great job looking down the road and looking towards the needs and opportunities of the future at a very good purchase price. Weyrens clarified that purchase of the facility will be funded with Sales Tax revenue as a community center was one of the eligible expenditures. If for some reason the property owned by the City, including the existing property, is not designed to include a community center the sales tax funds will be restored. The motion passed unanimously. 6 | Page Historical review of Council discussion regarding community Center Loso made a motion to authorize the Facility Committee to solicit RFP’s for design services of a City campus center to include a community center, interviewing the same and providing a recommendation for hire to the City Council. The design services will be funded through the special Recreation Fund. The motion was seconded by Frank and passed unanimously. 7 | Page Historical review of Council discussion regarding community Center This page intentionally left blank 8 | Page What is your vision of a Community Center in St. Joseph? 313 Meeting Space 246 Banquet Facility (w/ kitchen facilities) 294 Gym 238 Event Center 262 Pool 62 City Offices/Police Facility 206 Library In your opinion, is a Community Center an appropriate use of sales tag funds? 372 Yes 94 No If yes, what percent of sales tax revenue? 54% If St. Joseph had a Community Center, what are the two most important factors? 150 Creating a space for community gathering 208 Provide programming/activity for the youth of the community 144 Provide programming/activity for the seniors of the community 116 Creating a facility that would not be reliant on the tax base for operation 117 Provide a branch library in St. Joseph 123 Provide a place for local organizations, clubs, non-profit groups to meet 95 Provide a venue for special events or catering/banquets 242 Provide recreation or exercise area, including pool 520 Total surveys received ~~ - NEWS ~1~~ ~~ . . Community Center Survey ~~ .~ ~~~ In 2006 St. Joseph voters passed the referendum to become part of the regional half cent sales tax district. The voters also approved spending the revenue on three specific categories: 1) Parks; 2) Community Center; 3) Transportation. Beginning January 1, 2007, the City starting receiving proceeds from the regional half cent sales tax, which is held as a designated revenue fund. As such the proceeds can only be used for the categories listed above. In July of 2008 the St. Joseph City Council established a Sales Tax Committee to oversee the collection and distribution of the regional sales tax, assuring that the proceeds are spent according to the enabling Legislation. The Sales Tax Committee is looking for your help. One of the items listed as eligible for sales tax disbursement is that of a Community Center. The Sales Tax Committee is requesting your help in completing the short survey included in this mailing. In addition, the City will be hosting an open house on November 18, 2008 between 6:00 and 8:00 to solicit discussion and input from the Community. The information gathered will then be presented to the City Council for review. Please note that this survey is only for data collection only. The Sales Tax Committee is not suggesting disbursing all the funds for a community center, but are trying to gain a better understanding of the voter's intent. The other categories approved by the voters are self described and do not require research to gain a better understanding of intent. Sales Tax Committee Members include: _. . Q Mike McDonald, Community Representative (mmmcdonald@charter.net ) Cory Ehlert, Community Representative (cehlert@edinarealty.com) Greg Reinhart, St. Joseph Chamber Representative (~reinhart@fsbstjoseph.com ) Bruce Berghorst, St. Joseph Park Board Representative Judy Weyrens, City Administrator (jweyrens@cityofstioseph.com ) Please feel free to contact any or all of the members listed above if you have any additional ideas or questions. t~~~ . What is your vision of a Community Center in St. Joseph? (Check all that apply) Meeting Space Banquet Facility (with Kitchen facilities) Gym Event Center Pool City Offices/Police Facility Library Other Other In your opinion is a Community Center an appropriate use of sales tax funds? Yes No If Yes, what percent of sales tax revenue If St. Joseph had a Community Center what are the two most important factors? Creating a space for community gathering Provide programming/activity for the youth of the Community Provide programming/activity for the seniors of the Community Creating a facility that would be not reliant on the tax base for operation Provide a branch library in St. Joseph Provide a place for volunteer committees to meet Provide a venue for special events or catering/banquets Provide recreation or exercise area, including pool crr~ a~ s~: ac~e~:pH Council Agenda Item MEETING DATE: November 6, 2008 AGENDA ITEM: Sales Tax Committee -Survey SUBMITTED BY: Administration BOARD/COMMISSION/COMMITTEE RECOMMENDATION: The Sales Tax Committee is requesting approval to mail a short survey to residents of St. Joseph to help determine what the Community visions when the term Community Center is used. PREVIOUS COUNCIL ACTION: In July of 2008 the City Council established a Sales Tax Committee comprising of two members from the Community (Mike McDonald, Cory Ehlert), one member from the St. Joseph Chamber of Commerce (Greg Reinhart) and one member from the Park Board (Bruce Berghorst). BACKGROUND INFORMATION: The City Council requested the Sales Tax Committee solicit information from the Community as to what a Community Center includes. At the same time, the City Council authorized the completion of a space needs study that includes a Community Center component. The study will be completed by SEN and the scope of work includes a public input session whereby the public is invited to share their ideas about a community center. In addition to the open forum for residents, the Sales Tax Committee discussed how to further solicit community input and decided that a short survey should also be completed. The survey should be mailed before the public input session. The survey would be a preface to the meeting and also serve as notification and encouragement for residents to attend. The Committee decided that the survey needed to be short and cost effective. Therefore, the Committee is recommending that a letter explaining the survey and a postcard survey be mailed to each utility customer. The purpose of the survey is to simply find out what residents vision a Community Center to be. If approved by the Council, the survey could be mailed on November 7, 2008 with responses due by November 15, 2008. The public input meeting could be scheduled for November 18, 2008 and the consultant could have the survey information available for that meeting. In addition, the Sales Tax Committee would meet on the morning of November 20 to discuss the results. The schedule for the Study has the Council receiving completed space needs study on December 4, 2008 at their regular Council meeting. While the timing seems condensed, consideration was given to the effectiveness of each portion. BUDGET/FISCAL IMPACT: $ 1,000 to $ 1,100 which can be covered through the postage portion of the budget. Sufficient funds remain to cover this cost. ATTACHMENTS: Proposed letter for the survey, survey REQUESTED COUNCIL ACTION: Authorize the mailing to utility bill customers regarding the vision of a community center.