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Home My WebLink About03-013RESOLUTION NO. 03-013 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORT TOWNSEND, WASHINGTON APPROVING IMPLEMENTATION OF A CITY HALL RESTORATION AND CITY HALL ANNEX CONCEPTUAL PLAN, AND AUTHORIZING THE CITY MANAGER TO PROCEED WITH PREPARATION OF DETAILED DESIGN AND BID DOCUMENTS WHEREAS, the City has had an identified need to develop a long-term solution for its office space needs dating back to at least 1968; and WHEREAS, on November 6, 2000, the City Council adopted Resolution 00-059 endorsing the recommendation of the Capital Facilities Committee of the City Council with respect to City Hall, endorsing the concept of the Jefferson County Historical Society proposal to restore City Hall in parmership wi.bb.' the City, with initial City funding established at a level of $92,000 seed financing, and authorizing the Manager to proceed with steps for planning and construction of a City Hall Annex; and WHEREAS, on February 20, 2001, the City Council adopted Resolution 01-009 authorizing the City Manager to negotiate and execute design and technical support professional services contracts within the available funding and approved budget for the City Hall Annex Project; and WHEREAS, on April 16, 2001, the City Council adopted Resolution 01-021 authorizing the City Manager to enter into contracts with Jefferson County Historical Society for fund raising, architectural services, project management, and marketing materials, not to exceed $92,000, in connection with the proposed City Hall Restoration and Rehabilitation Project; and WHEREAS, on February 21, 2002, the City Council considered several options for a City Hall Annex: Option A being a purchase of Waterman & Katz Building; Option B being the construction of a building in the existing parking lot behind City Hall; Option C being the construction of a building next to the existing City Hall on property currently owned by the American Legion. The City Manager recommended Option B. The City Council approved Site Plan B by a vote of 5-0; and WHEREAS, a City Hall Annex Advisory Task Force, formed to advise the City on project design and options design, recommended proceeding with plans for City Hall restoration and construction of a City Hall Annex consistent with Option B; and WHEREAS, on June 26, 2002, the City Council reviewed issues concerning the potential linking of a City Hall Annex project to the restoration of City Hall; and 1 Resolution No. 03-013 WHEREAS, on July 1, 2002, City Council discussed proposed Ordinance 2812 providing for a Councilmanic bond of $2.865M for construction of a new City Hall Annex and improvements to City Hall, with $2.8M earmarked for Annex construction; and WHEREAS, on July 8, 2002, the City Council held a workshop on a City Hall and City Hall Annex Project, which included cost analysis summary, overall project schedule, and City Hall Annex budget as well as the cost of City Hall restoration budget and a City space needs overview; and WHEREAS, on July 10 and 12, 2002, City Council reviewed additional materials and conducted further review; and WHEREAS, on July 15, 2002, the City Council adopted a motion in favor of a combined City Hall restoration and Annex project. The motion provided for City administrative space and restoration of City Hall in a manner that addresses a variety of issues: maintains a City administrative presence in City Hall consistent with the City's comprehensive plan and waterfront plan, meets identified City Administrative needs in a reduced Annex by utilizing City Hall space, preserves local property tax base (property tax from Waterman & Katz would be eliminated on a City purchase), provides for City assumption of fundraising and management of City Hall preservation and restoration; and WHEREAS, on September 16, 2002, the City Council adopted Ordinance 2812 providing for the issuance and sale of limited tax general obligation bonds of the City in the aggregate principal amount of $3,465,000 to finance the renovation of an historical City Hall and construction of a new City Hall Annex, and various capital improvements; and WHEREAS, on January 13, 2003, the City Council adopted Resolution 03-004 endorsing the City Hall Annex schematic design and the City Hall pre-design report and directed staff to move forward with the preparation of design drawings; and WHEREAS, based on City Council direction provided February 3, 2003, the City staff undertook a 90 day citizen comment period, held two open houses (March 27 and May 5), reviewed project accounting methods and financing, met with JCHS to determine status of fund raising, determined updated cost estimates of City Hall repairs, and evaluated a Waterman & Katz purchase alternative; and WHEREAS, on May 5, 2003, the Council reviewed information on project accounting methods and financing, status of fund raising and that JCHS is not likely to raise the full funds needed for City Hall upgrade and that it is in the City's best interest to take care of most critical needs; updated cost estimates of City hall repairs, and the need to prioritize City Hall renovation costs: Critical (Envelope Repairs, including brick and mortar repairs, window repair, roof, downspouts (rot, moisture damage, basic structural upgrades, and fire suppression, at a $1,900,000 estimated cost); desirable (heating, ventilating, plumbing, at a $ 500,000 estimated cost); deferrable (electrical, interior repairs, restoration, sky bridge at a $1,000,000 estimated cost); longer term (Third Floor, at a $2,200,000 estimated cost); and 2 Resolution No. 03-013 WHEREAS, on May 5, 2003, the Council reviewed the City Manager's recommendation for implementation of Council Resolution 03-004 (January 13, 2003) which endorsed a new Annex and City Hall restoration, with the following features: · Combine Phase I and II of Original Plan for a total budget of $5,400,000 · Proceed with adopted Annex plan -Same size and funding as approved by City Council in January, 2003 · Proceed with critical City Hall envelope repairs -Cost of deferral is a liability to the City · Financial Plan to close the $1.5M Liability -Combine Phase I and II to reduce project costs by 10% -Continue fund raising over the next two years · Initiate new organizational strategy: clarify roles and responsibilities; provide for a stronger financial oversight by City Council, with JCHS no longer acting as a lead agency for City Hall fundraising, and City no longer contracts for JCHS for project services; · Review tenant agreement with JCHS · Defers interior repairs and third floor addition; and WHEREAS, on May 19, 2003, the Council reviewed proposed Resolution 03- 013 and requested changes to reflect reduction in the total budget from $5,400,000 to $4,750,000 and reduction in the scope of the Annex to achieve the cost reduction of $250,000; and WHEREAS, the Annex and City Hall restoration plan, as presented to the Council on May 5, 2003 is consistent with Council Resolution 03-004 (January 13, 2003) which endorsed a new Annex and City Hall restoration, and achieves the following outcomes: *Gets the City out of Waterman & Katz lease on schedule .Meets all of City Administration space needs *Achieves maximum return on investment ,Locates City offices in the civic district consistent with the City's comprehensive plan and waterfront plan .Addresses critical City Hall preservation needs; and WHEREAS, the JCHS endorses the implementing plan set forth above for restoration of City Hall, and City representatives and JCHS representatives have reached preliminary agreement on terms for City Hall restoration affecting JCHS, and the Council has reviewed the terms of the preliminary agreement and approved them by separate Resolution on May 19, 2003; and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Port Townsend as follows: 3 Resolution No. 03-013 1. The City Council determines to proceed with the City Hall Annex and City Hall restoration previously approved in Resolution 03-004 (January 13, 2003), and in a manner consistent with the City Manager's recommendations made to the City Council on May 5, 2003, and revised by the City Council on May 19, 2003, with the following key features: Combine Phase I and II of Original Plan for a total budget of $4,750,000 Proceed with adopted Annex plan · Proceed with critical City Hall envelope repairs · Financial Plan to close the $1.5M liability -Combine Phase I and II to reduce project costs by 10% -Continue fund raising over the next two years -Reduce the scope of the Annex to achieve cost reduction of $250,000 · Initiate new organizational strategy: clarify roles and responsibilities; provide for a stronger financial oversight by City Council, with JCHS no longer acting as a lead agency for City Hall fundraising, and City no longer contracts for JCHS for project services; · Review tenant agreement with JCHS · Defer interior repairs and third floor addition 2. The City Manager is authorized to enter into necessary agreements to proceed with preparation of detailed design and bid documents consistent with this Resolution. 3. This Resolution supercedes and repeals all prior Resolutions which are inconsistent with the terms of this Resolution; unless superceded and repealed by this Resolution, the prior Resolution otherwise remains in full force and effect. Attest: ADOPTED by the City Council of the City of Port Townsend at a regular meeting thereof, held this second day of June, 2003. - 'lff, May~'~ ~' P~nela Kolacy, CMC d City Clerk Approved as to form: John P. Watts City Attorney 4 Resolution No. 03-013