September 11, Radnor Township Board of Commissioners Presentation. The Willows Mansion

Transcription

1 September 11, 2017 Radnor Township Board of Commissioners Presentation The Willows Mansion

2 Our Team Architects and Planners Mark Evans AICP PP AIA Principal Community & Economic Development Consultants Jim Hartling Partner Engineering & Environmental Services Steve Gabriel PP Community Development Manager

3 Guiding Principles for the Willows Mansion Business & Operational Plan Public Land for Public Use Owned by the Township for Radnor Township residents Right Sized Events Maximum of 150 guests Low impact Focus on the First Floor Celebrate the Views Economic Sustainability Engage the Community Site Connectivity Build Upon Previous Studies Create a Township Wide Destination Holistic Vision

4 Use of the Mansion - consistent with historic uses Average Number of Events Per Year & 2011 Arts/ Craft Shows 62 Community / Civic Use 31 Fundraisers 7 Parties/ Celebrations 17 Corporate 21 School District/ Recreation Dept 80 Weddings 25

5 Events at the Mansion from 1997 to Willows Mansion Total Number of Events Per Year

6 Proposed Improvements & Phasing Alternatives

7 Existing Conditions Challenges: 107 year old building 15,000 SF and +/-3 acres Electrical/ HVAC/ plumbing systems need a complete overhaul Roof is at least 75 years old Rooms with peeling paint Driveway is too narrow 15 Inadequate parking No pathway from parking to mansion No exterior lighting No accessible parking No loading area for deliveries

8 Existing Conditions Challenges: Need a new stair Corridor near kitchen too narrow for accessibility requirements Need more bathrooms Billiards/ Living/ Dining Rooms currently limited to 50 people at tables per room with no visibility to other rooms - need to remove walls for open concept plan for larger events

9 Phase 1: Stabilization/ Life-Safety/ Community Use Phase 2: Open Concept First Floor & New Event Terrace Phase 3: Full Renovation of Public Spaces and New Pond View Room New stairs & life safety Rehabilitate building systems Community use space Widen roadway/ path/ lighting Open concept First Floor New event Terrace Expand parking lot Rain garden for stormwater New Pond View Room at same level as community space Enhance the Entry Courtyard

10 Phase 1 New lighted walkway to parking lot Rain Garden/ Stormwater management Raise terrace to first floor level New accessible parking New loading area

11 Phase 1 Raise & rebuild existing terrace to match community room elevation Add accessible parking Add loading area and pathway to upper terrace Paint fountain wall

12 Phase 1 First Floor Entry Hall Reception Hall Solarium Grand Stair Catering Kitchen New Bathrooms New Stair Second Floor New stair Paint & refinish corridor & stairs

13 Phase 2 Expand Parking Lot from 57 to 100 spaces Expanded terraces Open Concept Plan at First Floor Community Space

14 Phase 3 Pond View Room Pond View Terrace Pervious Courtyard

15 The Plan for a reimagined & restored Willows Mansion

16 The Willows A Public Park for Public Use Willows Cottage Picnic Grove The Willows Pond Mansion Community Gardens

17 Willows Park Pond Celebrate the Views while Connecting the Mansion, Pond & Park Terraces Mansion

18 View To Pond Lower Terrace Event Terrace A Welcoming Landscape Pond View Terrace Raise Existing Terrace Lighted Pathway Pond View Room Loading Area Accessible Parking To Parking Lot Lighted Pathway Entry Courtyard Fountain Garden Accessible Entrance Wishing Well

19 View To Pond Lower Terrace Terrace Pond View Terraces Pond View Terrace Raise Existing Terrace Lighted Pathway Pond View Room To Parking Lot Lighted Pathway New Terraces Views to the Pond, Gardens & Park Direct access to first floor Community Spaces Community Events for up to 150 guests

20 Pond View Terraces

21 Public Access to Pond View Room & Community Room Lower Terrace View To Pond Terrace Pond View Terrace Raise Existing Terrace Goal: Public access whenever Willows Park is open during daylight hours Pond View Room Community Room Bathroom Entry Courtyard

22 The Pond View Room New Pond View Room Community Space

23 Hall Grand Stair Entry Hall & Grand Stair

24 Community Space Community Space

25 Community Space Community Space

26 Estimated Costs Willows Mansion Estimated Costs from Becker & Frondorf & Avison Young Phase 1 Phase 2 Phase 3 Total Open Concept First Floor and New Event Terrace Stabilization/ Life Safety Improvements/ Community Use Full Renovation of Public Spaces and New Pond View Room Building Renovation $1,273,550 $120,720 $362,810 $1,757,080 Site $156,430 $475,340 $80,400 $712,170 Utilities $150,000 $0 $0 $150,000 Subtotal $1,579,980 $596,060 $443,210 $2,619,250 General Conditions/ O.H. & P. 14% $221,020 $83,940 $61,790 $366,750 Bond 1% $18,000 $7,000 $5,000 $30,000 Construction Contingency 15% $273,000 $103,000 $77,000 $453,000 Design Fees 8% $168,000 $64,000 $47,000 $279,000 Total Estimated Cost $2,260,000 $854,000 $634,000 $3,748,000 Add Alternate: Elevator (not lift) $106,000 Add Alternate: Second Floor Upgrades $80,000

27 What changed from 2016 Cost Estimate? The October 2016 Cost Estimate did not include: Parking lot expansion from 57 to 100 spaces Widening the existing driveway by 9 feet to accommodate 2-way traffic New pathway & lighting to connect parking lot to mansion Stormwater management upgrades Loading area for deliveries New water main to support sprinkler system & increased water demand Adequate funds for new terraces, walls & ramps for outdoor events A new 3-story stair to provide a second means of egress from 2 nd & 3 rd floors Widening the corridor and exterior walls near the kitchen and existing stairs to address required accessibility & life safety upgrades Structural & interior finish upgrades to 1st floor for open concept community space New Pond View Room Design fees or a 15% construction contingency

28 Business Plan Alternatives

29 Factors for Revenue Analysis Level of Facility Investment: Phase 1: Stabilization/Life & Safety Improvements Phase 2: Open Concept First Floor/New Event Terrace Phase 3: Full Renovation/Pond View Room Intensity of Use: 20 to 30 Larger Weddings and/or Other Events Permitted Annually (up to 150 attendees) Discount for Radnor Residents and Organizations: None 30% Estimated Extent of Radnor Usage: Larger Weddings and/or Other Events 80% Weekday Weddings/Corporate Events 50% Civic Use 80%

30 We evaluated Competitive Venues to guide revenue projections Appleford Greystone Hall Merion Tribute House Hilltop House Saturday Club

31 Fee Schedule Based On Improvements Fee Schedule--Post Renovation Phase 1: Phase 2: Phase 3: Stabilization/ Open Concept First Floor/ Full Renovation/ Life & Safety Improvements New Event Terrace Pond View Room Larger Weekend Weddings/Corporate Events Friday Saturday Sunday Friday Saturday Sunday Friday Saturday Sunday Peak Season: May, June, September, October $4,600 $5,300 $5,300 $5,700 $6,500 $6,500 $6,800 $7,700 $7,700 Shoulder Season: April, July, August, November $3,400 $4,300 $3,600 $4,200 $5,200 $4,400 $5,000 $6,200 $5,300 Off-Season: December thru March $2,500 $2,500 $2,500 $2,500 $2,500 $2,500 $2,500 $2,500 $2,500 Weekday Use: Weddings $2,500 $2,500 $2,500 Corporate Events (50 people average) $1,200 $1,500 $1,700 Civic Use: More Than 50 Participants $ 500 $ 500 $ to 50 Participants $ 300 $ 300 $ 300 Small Group Meeting (Less Than 15) $ 50 $ 50 $ 50 Other Facility-Based Revenue: Photo Shoots $100 to $1,000 $100 to $1,000 $100 to $1,000

32 Base-Case Revenue Analysis 25 Large Weddings/Events Phase 1: Phase 2: Phase 3: No Radnor Discount Stabilization/Life & Open Concept First Floor/ Full Renovation/ Safety Improvements New Event Terrace Pond View Room Large Weddings/Events--Peak Season $129,700 $159,300 $188,900 Weekday Use $51,800 $64,000 $75,600 Civic Use $14,100 $16,900 $20,500 Total Events Revenue $195,600 $240,200 $285,000 Other Revenue $15,000 $15,000 $17,000 Total Revenue $210,600 $255,200 $302,000 Total Events

33 Revenue Impacts of Policy Variations Phase 1: Phase 2: Phase 3: Stabilization/Life & Open Concept First Floor/ Full Renovation/ Safety Improvements New Event Terrace Pond View Room Limit of 20 Large Weddings/Events ($25,100) ($30,900) ($35,800) Limit of 30 Large Weddings/Events $25,100 $30,900 $36,700 30% Radnor Resident/Group Discount ($42,300) ($51,900) ($61,600)

34 Optional Approaches To Operations: Option 1: Township Operates Facility Option 2: Township Retains Ownership & Establishes Operational Policies Non-Profit Willows Park Preserve Undertakes Operations

35 Factors Common To Both Approaches: Continuation of Township s Current Responsibilities 1. Retains ownership 2. Insures the property and Township liabilities in the building 3. Maintains roadways and parking including snow removal 4. Provides basic maintenance of the grounds including trees. 5. Provides trash hauling. 6. Pays utilities. Additional Township Responsibilities 1. Makes capital investments. 2. Board of Commissioners establishes/oversees rules for level of activity frequency; size of event; etc.

36 Additional Township Responsibilities Option 1: Township Operates Facility 1. Hires staff coordinator to manage the facility. 2. Markets and schedules the facility. 3. Secures live-in custodian to provides staffing during events and other uses. 4. Cleans the interior and immediate exterior grounds. 5. Collects all revenues from users. 6. Establishes and contributes funds annually (from facility receipts) to a reserve for facility repair and replacement of finishes and furnishings.

37 Anticipated Operating Expense: Township Alone Expense Category Township Expense (Current) Additional Township Expense Property Insurance $4,900 Staff Trash Hauling, Snow Removal, Grounds Maintenance & Trees $3,400 Facility Management Coordinator Electricity & Water $19,200 Salary $60,000 Fire Protection Inspection/Security Alarm $1,000 Fringes $24,000 Pest Control/Gutters/Planting Maintenance $2,400 Live-In Custodian/Day-Of Coordinating/Cleaning Salary* $28,000 Total Current Township Expense $30,900 Fringes $16,000 Fill-In Custodian/Day-Of Coordinating (Hourly) $10,000-$13,000 Contracted Services HVAC Maintenance $12,000 Cleaning--Weddings/Corporate Events $14,000-$20,000 Minor Repairs $6,000-$9,000 Supplies & Materials/Telephone/Internet $3,600 Marketing Costs $5,000 Additional Insurance & Legal $5,000 Annual Contribution to Reserve for Repair & Replacement $40,000-$55,000 * Additional value of live-in residence valued at $12,000 Total Additional Township Expense $223,600-$250,600

38 Option 2: Non-Profit Willows Park Preserve Operates Facility Additional Township Responsibilities 1. Enters into an operational agreement with Non-Profit Willows Park Preserve. 2. Supports pre-opening marketing costs & covers any Non-Profit Willows Park Preserve operating losses until sustainability. 3. Monitors fiscal operations of Non-Profit Willows Park Preserve. Non-Profit Willows Park Preserve Responsibilities 1. Markets and schedules the facility.. 2. Hires staff and contract services to operate facility, including staffing during use. 3. Cleans the interior and immediate exterior grounds. 4. Collects all revenues from users. 5. Allocates funds annually to reserve for facility repair & replacement of finishes & furnishings. 6. Receives philanthropic contributions to support facility.

39 Anticipated Operating Expense: Township & Non-Profit Expense Category Township Expense (Current) Non-Profit Willows Park Trust Expense Property Insurance $4,900 Staff Trash Hauling, Snow Removal, Grounds Maintenance & Trees $3,400 Executive Director Facility Management Coordinator Electricity & Water $19,200 Salary $75,000 Fire Protection Inspection/Security Alarm $1,000 Fringes $21,000 Pest Control/Gutters/Planting Maintenance $2,400 Live-In Custodian/Day-Of Coordinating/Cleaning Salary* $28,000 Total Current Township Expense $30,900 Fringes $11,200 Fill-In Custodian/Day-Of Coordinating (Hourly) $5,000-$8,000 Contracted Services HVAC Maintenance $12,000 Cleaning--Weddings/Corporate Events $14,000-$20,000 Minor Repairs $6,000-$9,000 Supplies & Materials/Telephone/Internet $3,600 Marketing Costs $5,000 Additional Facility Insurance & Legal $5,000 Organizational Expenses: Accounting & Audit/Legal $7,000 Organizational Insurance $3,000 Annual Contribution to Reserve for Repair & Replacement $40,000-$55,000 * Additional value of live-in residence valued at $12,000 Total Non-Profit Willows Park Trust Expense $235,800-$262,800

40 Interim/Pre-Opening Requirements Either Option Pre-opening staff required for marketing and scheduling probably one year in advance. Expenditures for marketing needed one year in advance. On-site custodian must be identified and placed on-site several months prior to opening. Allowance for likely first year operating shortfalls must be programmed.

41 Development Requirements Non-Profit Willows Park Preserve Create appropriate legal organization. Establish strong board/committee structure: --Diligent supervision of operations --Fundraising capacity --On-going community relations Hire Executive Director Negotiate operating agreement with Township.

42 Decisions & Next Steps

43 Decisions & Next Steps Improvements Plan Phasing Intensity of Use Radnor Resident Discount Operational Approach

44 September 11, 2017 Radnor Township Board of Commissioners Presentation The Willows Mansion