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Minutes - 10/15/2001 Workshop 8A COUNCIL WORKSHOP MEETING MINUTES OCTOBER 15, 2001 TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, OCTOBER 15, 2001. CONVENED. The workshop convened at 7:00 p.m. with Mayor Jennings presiding. The purpose of the workshop was to discuss policy issues associated with the planning, siting, financing, and construction of a new community center. 0020 ROLL CALL. Mayor Councilor Councilor Councilor Councilor Councilor Councilor Jennings Bjelland Chadwick Figley McCallum Nichols Sifuentez Present Present Present Present Present Present Present Staff Present: City Administrator Brown, City Attorney Shields, Recreation & Parks Director Westrick, Community Development Director Mulder, City Recorder Tennant Community Center Planning Committee Members Present: David Vancil, Patty Eammons, Sharon Felix, Butch Flomer, Preston Tack, Joan Garren Also Present: Randy Saunders -RSS Architecture Mayor Jennings stated that the Council's initial direction to the Committee was to look at sites already owned by the City and, as a result, placed restrictions on the Committee during the initial planning stages for a new Center. He stated that this workshop was called for the purpose of discussing policy issues that may affect the decisions made by the Committee. Plannin~: Discussion was held regarding the population base to utilize since this figure will determine the size of the facility to meet community needs for a specified period of time. Patty Eammons stated that the Committee first looked at what size of Center the community would be able to support at the population level which now exists. She stated that larger cities have more than one Center and it may mean that in the future, as Woodburn grows, a second Center will be needed to serve the community. Councilor Figley stated that her concern is that this project needs to be a Center that will absorb some additional growth and, in her opinion, needs to be more expansive than the original concept outlined by Committee Chair Flurry Stone and yet less than the total Page 1 - Council Workshop Meeting Minutes, October 15,2001 8A COUNCIL WORKSHOP MEETING MINUTES OCTOBER 15, 2001 TAPE READING picture which involves all 3 phases. Discussion was held on the various phases with Phase I being an activity center with similar uses to what the existing center has done in the past, Phase II being a pavilion which would provide an area large enough to include a gym, and Phase III being a Performing Arts Center. It was noted that Phase I is the only portion of this total project that is being proposed at this time. Design of the new facility may allow for the Center to be used on a regional basis but ultimately it will be a City facility as the population of the City grows. In regards to a Performing Arts Center, the concern is constructing a facility prior to the time in which it will be used regularly and, in the meantime, utilize the High Schoollectorium for special events since that facility will hold 350 persons. It was the consensus ofthe group to plan a facility that would meet the City's needs to the year 2020 with a population of 40,000. Facility Components: Mayor Jennings stated that there are 9 gyms throughout the City, therefore, the new facility does not need to include another gym. He did not object to a pavilion or mini- conference center to accommodate a multitude of activities. He stated that the City needs to continue working with the School District to make their gym and outdoor spaces available for recreation programs. Further discussion was held on a Performing Arts Center and it was noted that the Committee is interested in pursuing this Phase at a later date when the need for a Performing Arts Center has been demonstrated. It was noted that the location of a Performing Arts Center does not need to be at the same site as a Community Center. In regards to the types of uses to be included in the Community Center, it was consensus to include an area for visual arts (such as art shows and exhibit space), temporary museum space to showcase specific exhibits, a senior meal site area with a commercial kitchen in an addition to a mini-kitchen for smaller functions, open space for a conference that would have break-out rooms (estimated capacity of 400 persons), classrooms and offices. Side B Administrator Brown stated that the tentative plan is to move the Recreation and Parks offices to the Community Center since there is limited space in City Hall in which 2 employees now have office space and it would be beneficial to centralize the offices to house administration and leisure services. It was suggested that the City contribute some budgetary funds to offset costs associated with the floor space required for staff offices. It was felt that a contribution from the City would be a positive marketing tool in order to get the voters to approve a bond issue. Page 2 - Council Workshop Meeting Minutes, October 15,2001 8A COUNCIL WORKSHOP MEETING MINUTES OCTOBER 15, 2001 TAPE READING Parking Requirements: Mayor Jennings expressed concern regarding the parking requirements of a building the size being contemplated by the Committee. He stated that the Committee is being given the authority to look at sites not currently owned by the City for the purpose of locating a site that meet building and parking requirements. Committee member Flomer stated that the City property within Settlemier Park abutting S. Front Street seems to be a good location for the facility since it would tie in the Aquatic Center, improve the Front Street area, and bring Recreation and Parks management in one central location. Brief discussion was held regarding potential purchase of property in the vicinity of Settlemier Park. Additionally, the suggested site location is on the corner of Front Street and Oak Street and there would be no changes to the existing park area and ballfield. The tennis court would need to be removed, however, it would be replaced at a different location. Brief discussion was also held on the neighborhood impact. Staff is in the process of obtaining appraisals on unused and under-used city property. Funds from the sale of any property could be used toward the cost of a new Center. It was noted that landscaping design is imperative to attract visitors and, if it is located in the downtown area, there may be a way to work this project into the Urban Renewal program if it is approved. Further discussion was held on (I) the land use requirements of Phases I and II combined and on the land use requirements if all 3 phases were placed on the site, and (2) alternatives available for future construction of a Performing Arts Center. It was the consensus of the Council and Committee members that only Phase I and II (activity center and pavilion) will be considered at this time and the Committee will bring back information to the Council on the footprints and estimated cost for each phase. It was noted that once plans are decided upon, the next step will be to determine financing options. Tape 2 Councilor Figley stated that the Council was concerned that the Committee was given some specific direction that limited their ability to look at the overall picture and select a site that would accommodate a facility that the Committee felt was needed for Woodburn. Committee member Vancil suggested that a compromise for those citizens who are interested in a Performing Arts Center would be to include funds in the bond issue that would purchase a site for the Performing Arts Center. It was agreed that this suggestion would be an option for the Committee to consider when making a recommendation to the Council on financing issues. Further discussion was held on potential site locations for the new Center. Councilor Chadwick questioned if the K-Mart site had been considered for the Community Center. Page 3 - Council Workshop Meeting Minutes, October 15,2001 8A COUNCIL WORKSHOP MEETING MINUTES OCTOBER 15, 2001 TAPE READING Committee member Vancil stated that the K-Mart building was 86,000 square feet which is substantially larger than what would be needed for a Center. Additionally, the cost of the facility is $6 million and it is not as accessible to the public since it is located in a commercial area along a busy major highway. In summary, the Committee will (1) combine Phase I and II into a new Phase I, (2) the Performing Arts Center (formerly Phase III) will now become Phase II, (3) look at constructing Phase I and Phase II at different sites, (4) look at constructing Phase I and Phase II at the same site, and (5) provide footprints, costs, and recommendations to the Council. The workshop concluded at 8:46 p.m.. APPROVED~ RICH RD JENN S, YOR ArrEST fYla~ Mary Te t, Recorder City of Wood bum, Oregon Page 4 - Council Workshop Meeting Minutes, October 15, 2001