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HomeMy WebLinkAbout042213 CITY OF PORT TOWNSEND MINUTES OF THE REGULAR SESSION OF APRIL 22, 2013 CALL TO ORDER AND PLEDGE OF ALLEGIANCE The Port Townsend City Council met in regular session the 22nd day of April 2013 in the City Council Chambers at 540 Water Street. Mayor David King called the meeting to order at 7:00 p.m. ROLL CALL Councilmembers present at roll call were Robert Gray, David King, Kris Nelson, Catharine Robinson, Michelle Sandoval, Deborah Stinson, and Mark Welch. Staff members present were City Manager David Timmons, City Attorney John Watts, Public Works Director Ken Clow, Public Services Director Rick Sepler, and Library Director Theresa Percy. CONSENT AGENDA Bills, Claims and Warrants: None Approval of Minutes: None Resolution 13-016, Authorizing the City Manager to Award and Sign All Contracts for the Construction of the Waterfront Esplanade Project, Final Phase City Engineer David Peterson distributed additional information (a capital projects report and Esplanade Final Phase project estimate). Mr. Gray urged that any savings from this project be used for the development of Parkside Park. Mr. Timmons noted the unknown factors of the esplanade project could affect project costs. Mr. Peterson responded to Council questions. There was no public comment on consent agenda items. Authorization for the City Manager to award the bid and execute a contract with Lakeside Industries of Port Angeles, WA in the amount of $37,992.00 for the SR20 Road Repair project Motion: Catharine Robinson moved to approve the consent agenda. Kris Nelson seconded. Vote: motion carried unanimously, 7-0 by voice vote. SPECIAL BUSINESS City Council Business Meeting April 22, 2013 Page 1 of 5 Library Expansion - Foundation Agreement City Manager David Timmons explained the recent work with the Library Foundation to come up with a set of principles in order to move forward with an agreement on how to cap the costs, provide guidance to the architect on an alternative design approach, create a ballot measure that would be binding on future Councils, and include ordinance language that states that the bonds cannot be sold unless funding is available. He noted the Council would need to approve the Bond Ordinance by May 10 in order to meet the August ballot deadline. Another issue is that the Foundation must verify that pledges and donations to date would still be honored with a revised project. He talked further about the initial project design and changes to the original scope. Council is encouraged to provide direction on how to proceed. April 25 and April 29 are scheduled as follow up meetings. Public Services Director Rick Sepler reviewed that this meeting was preceded by an open house where the architect gave a presentation on a preferred alternative followed by a question and answer session. He explained how public comment on the alternatives contributed to arriving at a preferred alternative. Architect Jim Cary reviewed the design elements of a preferred design alternative as presented at the open house. The project budget for this alternative is $4.2 million. He and the Public Works Director also worked to develop a construction budget of $2.8-2.9 million. He explained that his firm's interpretation of a "preferred alternative" is one that balances library goals and the hopes and aspirations of the project with the reality of the budget. The main principles for this alternative include reducing the site design scope, increasing accessible parking on site, completing an inside restoration of the Carnegie building, a two-story addition with increased public spaces (including seating and collection shelving), combining all library functions at one site, and adding the possibility for future expansion on site. Library Director Theresa Percy talked about her enthusiasm regarding the collaboration and work toward a preferred alternative. She reviewed how the design would address current and future needs at the Library -- more flexible space, a 62% increase in square footage for public services and collections, grant and job centers, a 57 percent increase in linear shelving, and restoration of the Carnegie Building for public use all of which would result in improved customer service/assistance. She also spoke about unmet needs. Chelcie Liu, President of the Library Foundation, talked about the Foundation's part in arriving at a preferred alternative. The design goals that the Foundation wanted to see are included. He noted there is space designed in that fulfills the conditions of the NEH grant (reading room, children's area, and collections space). He recapped financial support for this project by the Foundation. They spent a total of $159,000 for the Pink House (Construction $134,000 and furnishings of $25,000). They have available cash of just $405,000 and pledges owed of just over $100,000. Of this amount, $55,000 is pledged for furnishings. City Council Business Meeting April 22, 2013 Page 2 of 5 With $450,000 available for construction, together with the $500,000 from the NEH grant, they have $950,000 total. There is also a $140,000 grant from the Heritage Capital Preservation Fund. With a project budget of$4.2 million, they have a $100,000 shortfall, but as soon as Council authorizes the project, the Foundation can begin raising money. He encouraged Council to put forth a ballot measure so that they can continue to raise money for the project and assist with getting the bond issue passed. He said just under 200 people have commented to date. To validate the election, 2,537 votes must be cast. The number of Yes votes needed to pass a measure is 60% or 1,523. Clarifying questions from Council that Mr. Cary and staff addressed were about leveraging existing design money on the new design; seeking cost effective heating and water systems; whether mechanical operating costs would be less expensive; parking changes; and the timing of a bond sale. If Council agrees now, there would be time for the Foundation to raise money in early fall. Staff would then work to finalize an agreement with the Foundation. There was some question of the need for a sunset clause. Staff responded to the following clarifying questions: how many people turned out for the last primary; impacts of waiting for the November versus August ballot; staff confidence with project and construction cost estimates; per square foot construction costs; furniture, fixtures and equipment costs not part of construction budget; parking requirements, LEED certification requirements, effect of taxation on community; flexible fuel options; costs of moving back into facility if bond is unsuccessful and where funds are budgeted; additional operational cost with expanded facility and how long would previous levy sustain operational costs; and ballot expenses. The following public commented was received. Julie Jaman commented on scaling back certain elements. Margaret Lee spoke about outside work and an increase in ADA parking. City Manager Timmons responded about needed site work and City liability. Marcy Jaffe spoke against a bond measure without first providing the public with good information. Susan Hargleroad spoke about the National Endowment for Humanities grant -- the possible need to request an extension that could result in possible forfeiture of the grant. Geralynn Rackowski commented on the workability of the new design. Jim Todd spoke about the library alternative and his concerns about the large space for programming and the NEH Grant. Stan Goddard spoke about need for more meeting space for discussions. City Council Business Meeting April 22, 2013 Page 3 of 5 Todd Wexman spoke about Library design and cost. At 8:40 p.m., the meeting recessed for the purposes of a break. At 8:51 p.m., the meeting resumed. Mr. King noted his desire to make a ballot measure contingent on availability of funding. If Council approved the ballot measure, citizens would have time to consider other community issues (such as utility cost increases) before voting. There was Council discussion of project goals listed on the previous list of alternatives and concern about sacrificing the project goals (downsizing the functional and staff spaces, basement storage and server space). Questions were whether the second floor could be an expansion option in lieu of keeping the basement and whether a USDA loan could help restore these goals. Staff responded about the availability of USDA funds. Another suggestion was to expand wireless access in the City versus providing additional space for computers in the Library. Given other underutilized facilities, a concern was adding additional programming space. It was suggested that $4.4-4.5 may be a more realistic cost. Another question was whether there is any flexibility in design allowing a more open floor plan and using movable walls instead of fixed rooms. There were additional comments on the design, parking requirements, and the goal of reducing the carbon footprint. There were several positive comments about the design. Concerns were expressed about this initiative conflicting with community partners also wanting to get their initiatives on the ballot. There was also concern about other City budget challenges which led to a discussion about the operational budget and whether the City could afford ongoing operations and maintenance. Significant discussion ensued about operational budget impacts and there was a desire to see funding options and estimated budgetary consequences if the library took on debt service. There was also concern about tapping into the operational levy for construction expenses. Mr. Timmons responded with an explanation of debt service. Mr. King said his goal with a ballot proposition is to find reasonable capital cost to protect the investment already made with the library levy. Council did its due diligence by refining the design based on responses to date and he is in favor of now taking the issue to the community. Mr. Timmons said $15,000 was allocated in the 2013 budget toward debt service (that portion of councilmanic debt). Payment would default to some portion of the debt service being met by current budget operational funds, but in the event additional Operations funds could be raised that would then be relieved. City Council Business Meeting April 22, 2013 Page 4 of 5 Mr. Timmons said the questions by Council are reasonable and will take time to answer and cost money to complete the analysis required. He said it is going to be difficult to meet a November ballot with the current information. Council would have to work within the current constraints. Staff was recommending an all or nothing proposition. This is the budget and if the City does not obtain approval by the citizens, then the project would not go forward. Another problem is that the questions being asked cost more money -- paying architects and engineers. Motion: Catharine Robinson moved to approve Staff preparing a draft ballot resolution and a draft Library Foundation agreement that covers key elements related to the expansion project. Michelle Sandoval seconded. There was some reluctance about moving forward with a motion at this time, but support for continuing the discussion at the next meeting. It was suggested that agreement on a ballot measure might be contingent on having information about language on bond repayment. There was also interest in what debt service would look like. Vote: motion carried, 6-1 by voice vote, Robert Gray opposed. ADJOURN There being no further business, the meeting adjourned at 10:01 p.m. Attest: r Pamela Kolacy, MMC City Clerk City Council Business Meeting April 22, 2013 Page 5 of 5