Public Notice-Rescheduled Meeting

Transcription

1 Public Notice-Rescheduled Meeting The Special Council Meeting to discuss the Town s Building Utilization Strategy (BUS), originally scheduled for August 20 has been rescheduled to August 30. Be advised that the River Bend Town Council will meet in Special Session on August 30, 2018 at 6 p.m. in Town Hall at 45 Shoreline Drive. The purpose of the meeting is to conduct the next Building Utilization Strategy (BUS) meeting. Doors will open to the public at 5:30 p.m.

2 River Bend Town Council Agenda BUS Special Meeting August 30, 2018 River Bend Town Hall 6:00 P.M. 1. Call to Order Mayor A. See Attached Minutes of June 25, 2018 BUS Meeting B. Overview Town Manager 2. Discussion A. Questions for Walker Group Beth Walker 3. Public Comments 4. Adjournment

3 River Bend Town Council BUS Special Meeting June 25, 2018 River Bend Town Hall 5:00 p.m. Present Council Members: Town Manager: Town Clerk: Police Chief: Mayor John Kirkland Gene Bauer Bill Camp Buddy Sheffield Irving Van Slyke Bill Wanamaker Delane Jackson Ann Katsuyoshi Sean Joll DRAFT MULTI-PURPOSE BUILDING PLANS Town Manager Delane Jackson reminded the Council that they had requested that draft plans for a multi-purpose building be developed. The Council met on March 15 to discuss those plans. Since that meeting, the Walker Group has developed a cost estimate for those plans. He began the meeting by presenting a power point presentation that showed the current BUS plans for a police and multi-purpose building. He specifically pointed out that there seemed to be some confusion about the proposed use of large multi-purpose room. He explained that while the last plan had the word library on it, it was never intended to be exclusively used by the library. It just indicated where a library could be located. He explained that basically the only thing that had changed since the last BUS meeting is that a price estimate had been developed by the architects. Beth Walker of Walker Architects said that the current draft provides for 1,250 square feet for the Police Department, 948 square feet for a large meeting room and 585 square feet for a small meeting room. The total estimated cost including a contingency of $52,000 is $572,700 or $160 per square foot. This does not include furniture, IT or security. They are estimated to be $30,000. The Manager emphasized that this is only an estimate. The final cost will not be known until bids are let and received. Beth noted that in new construction there is less likely a need for using contingency since all of the construction is new and you do not have the unknowns associated with mixing new construction with old construction. Ms. Walker also pointed out that during the construction, all of the conduits needed for IT would be placed in the walls to facilitate instillation. The Manager explained that he had been discussing IT and security needs with our current supplier, VC3. Councilman Van Slyke noted how loud community groups can get when using meeting rooms for their activities. He asked if there would be some type of soundproofing between the Police side of the building and the meeting side. Ms. Walker said that could certainly be added. Councilman Wanamaker asked if these plans include a security lobby that the Police can access to allow the Police to buzz someone into the Police lobby if they were in imminent danger as they can at the Trent Wood Town Hall. The Manager said that this is part of the IT plan.

4 River Bend Town BUS Meeting June 25, 2018 Page 2 of 3 pages DISCUSSION Councilman Wanamaker said that Council does not have the authority under NC statutes to appropriate money to a library unless it is a public library, which would necessitate compliance with NC Public Library Standards. Mr. Jackson said that this is a large multi-purpose room and it is not solely designated for use by the Library. He referenced a slide in his power point that noted that. The large room would help to relieve the current demands for the Council meeting room. Councilman Camp pointed out that, if the Town did not want to use the new space for the Library, then the current Police Department space could be leased to them for a nominal fee after it is vacated. Councilman Wanamaker also stated that he is concerned about the need for storage space including for document storage and thought that was a major reason for needing more space. Councilman Sheffield suggested eliminating the small multi-purpose room as a compromise. The Manager reiterated that it was planned to be used by the Police Department for training and it could also be used for advisory board meeting. The Manger said that compared to the FEDS plan of about 8,000 sf and $2,000,000, the current BUS plan was a big compromise. He also stated that the town typically runs a surplus of revenues over expenditures each year and that the fiscal year will be closing soon and he expects there to also be a surplus this year, which would probably be enough to pay for the small room. With that information, Councilman Sheffield decided it was a good idea to keep the small room in the plan along with the large room. After further discussion, Councilman Sheffield moved to approve this building plan as presented, in principle, with the addition of sound abatement between the Police Department space and the meeting space. The motion passed with three ayes (Sheffield, Van Slyke and Camp) and two nays (Wanamaker and Bauer). PUBLIC COMMENT Betty Bakker, 419 Gatewood, said that the Town needs this space and that the Library is one of the things that attracted them to this Town. Barbara Maurer, 300 Shoreline, pointed out that the Library is an integral part of River Bend and space should be provided for it. Christopher Organ, 103 Randomwood, said that the Police Department is in need of this space. Ben Merrill, 299 Shoreline, also said that the Library was one of the things that attracted them to River Bend. Buck Irwin, 102 Outrigger, said that the Town needs these upgrades to its buildings. Brian Leonard, 106 Knotline, said that we have talked about this long enough. It is time to do something. Hazel Campesi, 219 Pinewood Drive, said that the Library is an important activity to many River Bend Residents Linda Klopf, 103 Randomwood, thinks that the Library adds a great deal to the quality of life in the Town.

5 River Bend Town BUS Meeting June 25, 2018 Page 3 of 3 pages Janet Wern, 213 Lakemere, said that we provide special interest activities for other groups such as the Dog Park and the Basketball Court. Why is the Red Caboose Library different? Ellen Serra, 310 Shoreline, said that she would not like to be the person who destroyed a 40 year old River Bend institution, which is the Red Caboose Library. ADJOURNMENT/RECESS There being no further business, Councilman Sheffield moved to adjourn. The meeting adjourned at 8:15 p.m. Ann Katsuyoshi Town Clerk

6 ATTENTION Anyone who is not on the agenda and wants to address the Council, MUST sign up to do so. The sign up sheet is posted by the door. After the Council has completed its discussion of the agenda items, the Mayor will collect the sheet and recognize individuals in the order that they signed up. A time limit will be determined based on the number of people that have signed up. The town s public comment policy will be followed. 1

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8 Building Utilization Strategy August 30, 2018 Which way is our BUS going? This is BUS stop (meeting) # 8 3

9 What has not happened.. 1. No final decision has been made 2. No design has been approved 3. No cost has been determined 4. No location has been selected 5. No size, shape, color, etc. has been approved 6. No possible impact on taxes has been determined 7. No funding options have been approved 8. No floor plan has been approved 9. No timeline has been established 10.No use for any space has been approved- ( except PD) 4

10 What has happened.. 1. At the Council s request, draft plans for a multipurpose building were developed 2. The Council met on June 25 to discuss those plans 3. The Walker Group (TWG) presented a cost estimate for the June 25 DRAFT plans 4. The Council voted to proceed with the June 25 plan 5. July 17- an alternative plan was presented by Councilman Bauer 6. TWG has revised the June 25 plan based on the alternative plan and suggested another plan 7. The Council has agreed to meet tonight to further discuss the BUS plan 5

11 What we will do tonight.. 1. Look at 3 plans for a multi-purpose building. Those 3 plans will be referred to in the PowerPoint as: O-1:Original plan, as was agreed upon on June 25 A-1: Alternate plan as was submitted by Councilman Bauer A-2: Alternate plan as suggested by TWG 2. Discuss the revised plans for Town Hall, referred to as TH-2 6

12 O-1 conceptual drawing as presented June 25 7

13 O-1 floor plans by usage as presented June 25 8

14 Becomes patio area A-1 floor plan by usage 470 sf less than O1 9

15 Becomes patio area Becomes open space A-1 floor plan by usage, but without conference room 10

16 A-1 conceptual drawing 11

17 As part of A-1, existing Police Department becomes Library and receives a bathroom 12

18 The bathrooms in O-1 become storage space This space increases vs. O-1 The small meeting room in O-1 becomes bathroom/break area 371 sf less than O-1 99 sf more than A-1 A-2 floor plan by usage 13

19 A-2 conceptual drawing 14

20 Comparison based on SF cost of $ Plan Total SF SF+/- vs. O-1 Cost $+/- vs. O-1 O-1 3,256 0 $520,960 0 A-1( both versions) 2, $445,760 - $75,200 A-2 2, $461,600 - $59,360 *FEDS 8, $1,304,960 -$784,000 Note- all of these options will have additional costs for IT, security, design, site prep, permits, inspections, contingencies, etc. These are only buildings costs * SF estimate was $ for construction of new building alone, the plan included other components and had a total cost of $2,055,284 including equipment, contingencies, design, construction management For the fiscal year just ended ( ), the unaudited amount of retained earnings, which is surplus of revenues over expenditures for that one year alone, is $196,466. This amount will be added to the existing fund balance. Some of this surplus ( $46,884) has been/will be carried over to the current fiscal year to fund carry over projects from last year. That leaves a surplus of $149,582 from last fiscal year alone. 15

21 Side-by-Side comparison of room size between plans O-1 A-1 A-2 31 SF-775 SF-702 SF x Each version of the plan for the new building contains a multi-purpose room. The shape/dimensions of that room varies in each proposed plan. The approximate SF amount stated above does NOT include office, vestibule or storage space in each room. It represents only the main meeting area. 16

22 Side-by-Side comparison of room size between plans 20 SF Small room in plan O-1 Existing Town Hall 31 This room is larger than any in the BUS plans. Any of those rooms would easily fit in this space SF-1178 Council Meeting Room 38 8 Council Seating Area Small Conference Room SF

23 The previous slides were all related to variations of the proposed new building. Now, we will discuss the revised plans for the bathroom project at Town Hall. Again, these options were submitted by Councilman Bauer. Prior to negotiating changes to lower the costs, I need some direction from the Council. 18

24 Room we are in now Water Manager Finance kitchen Mayor Clerk Conference room Overview of TH-2 Existing Town Hall 19

25 Sewer Line New Entry to Bathrooms New Steps Covered Porch With A-frame roof New Entry to Conference Room New Lobby/Hall Tie into Existing septic tank New ADA Bathrooms in existing space 20

26 This is the front elevation view of the Town Hall after reduced renovations. Note- no new office/storage space is created and existing bathrooms remain in the same space as they are today, creating no additional office/storage space. 21

27 Questions from the Council for the Architect, Beth Walker 22

28 Next step? 23