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Minutes - 02/04/2002 Workshop COUNCIL WORKSHOP MEETING MINUTES FEBRUARY 4, 2002 TAPE READING 0001 DATE. COUNCIL CHAMBERS, CITY HALL, CITY OF WOODBURN, COUNTY OF MARION, STATE OF OREGON, FEBRUARY 4, 2002. CONVENED. The workshop convened at 7:00 p.m. with Mayor Jennings presiding. The purpose of the workshop was to meet with the Community Center Planning Committee and receive a update on the work relating to construction of a new Community Center and/or Performing Arts Center. 0020 ROLL CALL. Mayor Councilor Councilor Councilor Councilor Councilor Councilor Jennings Bjelland Chadwick Figley McCallum Nichols Sifuentez Present Present Present Present Present Present Absent Staff Present: City Administrator Brown, Recreation & Parks Director Westrick, City Recorder Tennant Community Center Planning Committee Members Present: Flurry Stone, Sharon Felix, Preston Tack, Joan Garren Also Present: Randy Saunders -RSS Architecture Tape 1 Side A Flurry Stone, Committee Chair, stated that this workshop will give the Council an opportunity to become familiar with the Committee's progress and to give the Committee further direction before a preliminary recommendation is presented to the Council. Director Westrick stated that the site plan design criteria consisted of developing a building footprint, identifying parking needs, and outdoor spaces. The Committee has continued to keep in mind the comments made by citizens in order to design a facility that the citizens will be proud of. The project consists of 2 phases with Phase I being a Community Center with a large multi-purpose room and Phase II being a Performing Arts Center. Phase I is a building footprint of 24, 164 square feet which includes a 7500 square foot divisible multi-purpose room, 2 classrooms, activity room, fitness center, and offices. T otalland requirement for Phase I, which includes parking and outdoor areas, is 4. 14 acres. Phase II would provide for a 800 seat theater and the total land requirement for this phase is 2.88 acres. If these facilities are located at the same location, there would be Page 1 - Council Workshop Meeting Minutes, February 4,2002 COUNCIL WORKSHOP MEETING MINUTES FEBRUARY 4, 2002 TAPE READING some savings in the land requirement since parking area could be combined. Director Westrick stated that the Committee has identified 3 site options for consideration. Those options are as follows: 1) Front & Oak Street just east of the Aquatic Center; 2) Centennial Park (also known as the Water Division property); and 3) property on the west border of Centennial Park. The site options 1 & 2 will only accommodate 1 of the Phases whereas site option 3, provided that the property could be purchased, would accommodate both Phases. In regards to the Front & Oak Street property, the tennis court would have to be relocated due to commitments made when the tennis courts were originally constructed. In regards to Site Option 2 (Water Division property), the City would have to purchase the property from the Water Division since system development funds were used to purchase the property. If this site is selected, Public Works will need to look for other available property for the future water treatment facility. In regards to Site Option 3 (west border of Centennial Park), the City will need to pursue acquisition of some property and it is unknown at this time if the City would need to purchase the full 25 acres or if they could purchase just a portion of the property. Current cost estimates for Phase I is $5.4 million for the building with some additional costs for property acquisition. Funding sources have been tentatively identified as a combination of grant funds, system development charges, sale from surplus property, fundraisers, and a general obligation bond. The bond amount is estimated at $3.5 million which equates to $.26 per $1,000 of assessed value or, for a $150,000 home, approximately $39.00 per year. In the event a bond issue is submitted to the voters in November 2002, the Committee has time to work on the funding details since the City has until late August to pass an ordinance calling for the election. Lengthy discussion was held on site location since Councilors were concerned about insufficient space, expansion, parking, and locating Phase I and II at either the same or different sites. Another site brought up for discussion was the former K-Mart building located on Mt. Hood Avenue. Committee members expressed concern regarding purchasing this property and renovating it to meet the needs of a Community Center. They felt that the building was substantially larger than what is needed (approximately 86,000 square feet) plus it would be taken out the of commercial zone and off of the City tax rolls. The Committee strongly recommended that the Council consider building a new building at a site location that will meet the needs of our community. Flurry Stone, Committee Chair, stated that the Committee is interested in utilizing available land in the downtown area. They felt that the Community Center would complement the Aquatic Center and provide a more centralized area for recreational facilities. The Committee is in agreement that the facility should be located centrally and the Performing Arts Center constructed at a different location at some date in the future. It was noted that placement of the Community Center at the sites adjacent to Centennial Park will increase the cost of the facility since there is no infrastructure currently serving that area. Page 2 - Council Workshop Meeting Minutes, February 4,2002 COUNCIL WORKSHOP MEETING MINUTES FEBRUARY 4, 2002 TAPE READING Side B Flurry Stone stated that the Committee will bring back more detailed information to the Council on the K-Mart option. He stated that the goal is to replace and existing Community Center and, beyond that, the Committee has looked at a Performing Arts Center. Other issues that could be addressed in the future are indoor basketball courts and skate parks, however, there is a cost to all of these projects and the Committee has been focusing on replacing the facility at an amount that would be acceptable to the taxpayers. Randy Saunders, RSS Arhitecture, stated that placing a Community Center in the K-Mart building can be done but it will be very difficult. Director Westrick stated that the proposed facility will serve as a Community Center for the next 40 years and, if another Center is needed, it can be located in another area of town. He reiterated that it is not uncommon for larger communities to have more than one Community Center. Flurry Stone stated that the proposed facility will be functional and well-designed. He complimented the Committee members on their contributions to develop a preliminary plan that includes not only the building footprint but outdoor spaces that will beautify the area. Randy Saunders presented the building footprint, building placement, and parking area that would be used at each site. Discussion was held regarding the parking needs if the facility is located at Front & Oak Street. It was noted that there will be parking spaces added to this site, however, there will be reliance on other parking locations such as the city parking lot across City Hall and off-street parking. Another option is to purchase some property in the area for parking purposes. The building footprint is designed to service a population of 50,000. If the Front & Oak Street site is selected, there is an opportunity to utilize the ground level for the mechanical room and outdoor play area. The building footprint will provide for a dividable multi-purpose room in order to maximize usage of the facility. Tape 2 Flurry Stone stated that the Committee designed the space needs based on the success other Community Centers had experienced. The Committee felt that the building footprint could support both service population and projected activity level. He stated that the Committee will continue to look at making general space available to the public for activities rather than making a space specifically designated for an activity that would be competing with private businesses. The Committee's next step will be to work on layout of costs and estimated dollar amounts associated with each funding method to pay for the facility construction. Based on discussion items at this meeting, the Committee will formulate a recommendation for Council consideration. Page 3 - Council Workshop Meeting Minutes, February 4,2002 TAPE READING COUNCIL WORKSHOP MEETING MINUTES FEBRUARY 4, 2002 The workshop concluded at 8:55 p.m. APPROVED~ RlC RD JENNIN , YOR ATIEST ~~ Mary Te t, Recorder City of Woodburn, OR Page 4 - Council Workshop Meeting Minutes, February 4,2002 , 11" 11" T