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HomeMy WebLinkAbout042511 CITY OF PORT TOWNSEND MINUTES OF THE REGULAR SESSION OF APRIL 25, 2011 CALL TO ORDER AND PLEDGE OF ALLEGIANCE The City Council of the City of Port Townsend met in regular session the 25th day of April 2011 in the Council Chambers, Mayor Michelle Sandoval presiding. The meeting was called to order at 6:30 p.m. ROLL CALL Councilmembers present at roll call were David King, Laurie Medlicott, George Randels, Catharine Robinson, Michelle Sandoval, and Mark Welch with Kris Nelson excused. Staff members present were City Manager David Timmons, City Attorney John Watts, Public Works Director Ken Clow, Library Director Theresa Percy, and Deputy City Clerk Joanna Sanders. RESOLUTION 11-008 AUTHORIZING THE CITY MANAGER TO APPLY FOR THE NATIONAL ENDOWMENT FOR THE HUMANITIES CHALLENGE GRANT FOR THE PORT TOWNSEND LIBRARY EXPANSION PROJECT Staff presentation Library Director Theresa Percy gave the staff presentation. She noted this grant is for the capital expansion project for the library and specifically for expansion of the humanities collection. Matching funds would be privately collected. Any state funds received could also be classified as matching funds. City Manager David Timmons said this action authorizes application submission. He and Ms. Percy responded to Council questions about the timelines for raising matching dollars and for expending grant funds. It was noted that any state funds received could also be considered matching funds. Public comment David Goldman asked whether this grant request is for a specific project and whether drawings or plans would be submitted with the application. Julie Jaman spoke about the required three to one grant match. Ms. Percy responded by explaining that the National Endowment for the Humanities challenge grant funds would be for the library expansion and renovation project, including expansion of the humanities collection. Matching funds would primarily come from the capital campaign. Although no specific expansion plans would be submitted with the application, this grant could help fund the additional space needed to expand the collection. City Council Business Meeting April 25, 2011 Page 1 of 5 Council deliberation and action There were questions and discussion about this capacity-building grant being tied to support of the library expansion project. It was recognized that some members of the public have concerns about the broader library expansion project. There was also a question about the timeline for receiving the grant. Mr. Timmons explained that the intent is to leverage private donations to assist with the capital campaign. How to proceed has yet to be discussed such as whether to take the project in phases. If the grant is awarded, then Council would have to act again to accept the grant; however, money could be raised in advance of receiving the grant application. Ms. Percy responded that approximately $500,000 has been raised. Motion: Catharine Robinson moved to approve Resolution 11-008 authorizing the City Manager to Apply for the National Endowment for the Humanities Challenge Grant for the Port Townsend Library Expansion Project. George Randels seconded. Vote: motion carried, 5-1 by voice vote, Laurie Medlicott opposed. LIBRARY SEISMIC UPGRADE/EXPANSION PROJECT UPDATE AND PINK HOUSE PROJECT AUTHORIZATION Staff presentation Library Director Theresa Percy gave the staff presentation with background on the current design direction and the FEMA grant award. James Carey (architectural services on the library expansion) provided a project update since the last report to Council in July 2010. He reviewed the existing site plans, floor plans and renderings of the proposed redesign. Detailed explanations and drawings were given of the first and second floor plans. The proposed remodeling plans of the Pink House would provide a meeting space in the building that could be operated as adjacent program spaces and as part of the Library campus. The proposal includes removing the fireplace to create a larger meeting room which would look out onto the existing library. The upstairs would largely remain unchanged outside of the removal of the fireplace. Public Works Director Ken Clow reviewed the project cost estimate of $9.6 million (design, construction, permitting, contingency, and City administrative overhead on capital projects). He noted that the cost for the pre-design phase reported in 2007 was $4.5 million (construction only). This amount did not include design, overhead, permitting, tax, and relocation fees. The scope at that time was also for two floors. Subsequent discussions with the Library staff resulted in adding a basement. The construction cost estimate went from $4.5 to $5.5 million for this additional space and construction costs have increased from $5.5 to $5.? million accounting for increases in the cost of steel and concrete. He then distributed an updated construction schedule, noting that we are currently in the fundraising phase. He explained the proposal to separate the Pink House from the rest of the library project for reasons of needed City Council Business Meeting April 25, 2011 Page 2 of 5 space, to aid fundraising efforts by showing the City is committed to the library improvements, and to increase the possibility of local contractors bidding on the smaller project. The project cost of $120,000-$140,000 for the reconfiguration is to be paid for by the Library Foundation. Related to impacts of historic review, he reviewed the section 106 process conducted by the state. He noted the Pink House would not be part of the seismic retrofit. Mr. Clow then further explained the FEMA grant and what would be obtained in the design phase -- from schematic to design development. Mr. Carey provided a detailed explanation of these steps. Mr. Timmons noted that he worked closely with the Library Director to not duplicate or compete with plans by other public agencies such as the School District or County Library. He also explained efforts to network collections and coordinate programs. Ms. Percy summarized fundraising efforts and strategies emphasizing the public/private partnership. Private funding commitments total $2.5 million, with $1 million from individuals and $1.5 million from corporations and foundations. Public funding opportunities include a FEMA grant, a capital bond for the design, State Heritage Capital Projects funding, and the reapplication for a USDA Rural Development community facilities project grant. Staff agreed to return to Council with a more definite funding plan. Mr. Timmons announced the State House of Representatives supported funding the City Library with a $365,000 Heritage Capital Projects grant, but the project fell to tenth on a list of nine funded projects by the Senate. He talked about the disadvantages to a phased approach on the Carnegie library and highlighted advantages of using the basement as a hub for internet services, providing a direct fiber connection and better protection in the event of a natural disaster. Mr. Clow and Mr. Timmons responded to questions about construction costs for the seismic upgrade versus library addition. Construction costs are $1.2 million for Phase 1 and the remainder of $4.5 million is for the expansion, whereas other project expenses are common to both. There was further discussion about the schedule, potential delays in the capital campaign, a possible FEMA grant extension, and temporary relocation during these upgrades. Responding to questions about operating costs after build out, Mr. Clow said striving for a LEED certification would hopefully reduce heating and lighting costs, but caring for more space is a factor. Mr. Timmons reviewed the City's share and structure of financing. USDA was offering a $1 million grant with a $2 million loan. The desire is to take out a bond only for the amount needed to close the project out. If all projections are met, $2 million would be the amount necessary to close the project out. Funding options are either a Councilmanic bond (dependant on cash flow/property valuation) or a voted levy bond. The timing of a levy bond would largely depend on the capital campaign. We would want to be 80% complete with the capital campaign before going out for a levy. Mr. Claw corrected the construction cost mentioned earlier. For Phase 1, $1.2 million is the total project cost for seismic upgrades and the construction cost for Phase /I is $5.2 million for a total cost of $5.7 million. City Council Business Meeting April 25, 2011 Page 3 of 5 The question of the amount of bond was discussed as were the upcoming decision points. Following tonight's recommendation, Mr. Timmons said Council would need to decide whether to combine or split the project into phases. Much depends on FEMA's feedback related to the timeline. Mayor Sandoval declared a recess at 8: 19 p. m. for the purpose of a break. The meeting was reconvened at 8:31 p.m. Public comment Bill Maxwell provided historical context of the project and spoke in favor of Council's action on this item. Cameron McPherson, President of the Library Foundation board, spoke about fundraising and urged Council action to begin work on the Pink House to help their fundraising efforts. Mirandy Cook expressed her interest in library growth. Laura Reutter spoke about her opposition to the planned demolition of the Pink House fireplace. Margaret Lee spoke about the Historic Preservation Act 106 review process. She referenced a March 17 letter to the City from the Department of Archeology stating the house would be damaged upon removal of the fireplace. Julie Jaman expressed concerns about the proposed reconfiguration of the Pink House and about the cost and potential operating budget for an expanded facility. Bill Tennent spoke in favor of historic preservation in the City. He also expressed concern about jeopardizing the NEH grant if the state does not rescind its decision on the damaging effects of removing the fireplace. Mr. Timmons explained the current proposal, which came from the design development process and discussions. He talked about the decision to separate the main building from the Pink House. The City is prepared to address and respect the 106 process and mitigate any concerns. Council deliberation and action Several council members expressed support for the library expansion project and for the renovation of the Pink House as part of the library complex. Councilmembers were impressed \t\lith the fundraising efforts to date. There was concern about the proposed configuration involving the removal of the fireplace as it was presented. Given the City's support for maintaining historic structures, there was a desire for an historic preservation office review. Another commented about the need for balancing City Council Business Meeting April 25, 2011 Page 4 of 5 community needs. Ms. Sandoval expressed her appreciation for the passion of those participating as proponents and opponents. She was distressed that there has been a perception that there has not been enough public process. She is proud of the efforts of the Advisory Board and the Friends of the Library. Motion: Catharine Robinson moved to approve the design development recommendations for the Library Capital Project. George Randels seconded. Vote: motion carried unanimously, 6-0 by voice vote. Mr. Timmons suggested Council give him authorization to sign contracts for the completion of the Pink House design in preparation of construction documents within the project budget. Following review and comment by the state on a reconfiguration of the Pink House, he would come back to Council to bid and award the contracts. Motion: George Randels moved to authorize the City Manager to sign contracts for the completion of the Pink House design, in compliance with historic preservation guidelines (equivalent of the 106 review process), in preparation of construction documents within the project budget. Catharine Robinson seconded. Vote: motion carried unanimously, 6-0 by voice vote. ADJOURN The meeting adjourned at 9:25 p.m. Minutes prepared by Deputy City Clerk Joanna Sanders. Attest: Pamela Kolacy, MMC City Clerk City Council Business Meeting April 25, 2011 Page 5 of 5