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HomeMy WebLinkAboutItem 08Primary Issues to Consider A.What is the background of the project The City of Lakeville has endeavored to find a civic use for the former Police Station facility which is consistent with civic campus concept that includes City Hall, fire station, library and other public civic uses. The 2006 Downtown Development Guide Plan makes reference to the critical importance of “forming a connection between downtown and the civic campus and the Heritage Commons commercial area.” The following is a succinct chronology of events and considerations: 2008 – City discusses repurposing potential with Dakota County Technical College February, 2009 – City initiates studies in response to possible ISD 194 consideration of the facility purchase. May, 2009 – Offer to sell presented to ISD 194. February, 2010 – ISD 194 rejected offer to purchase the facility. February, 2010 – City Council authorized staff to explore the concept of reuse as a Senior Center/Historical Society facility. Wold Architects worked with staff to complete a needs analysis of the current Senior Center and Historical Society facility. January, 2011 – City Council work session, staff presented the Wold findings regarding the former Police Station and its capabilities to meet the needs of the current Senior Center and Historical Society facility. Staff was directed to continue the analysis. Mar/Apr 2011 – Discussion with U.S. Postal representatives regarding space needs. The U.S. Postal representative rejected any relocation options. April, 2011 – City Council receives staff presentation of an update that included results of senior survey, site and building floor plans and a recently completed appraisal of the current senior facility. June, 2011 – Staff presented an update on activity to date, including a summary of a public information campaign, financing, operating cost of proposed facility and recommendations to move forward with the planning July 25, 2011 – City Council was presented with a detailed planning and construction schedule outlining all key elements associated with completing a successful project and associated timeline. B.What are the estimated project costs and financing The Senior Center/Historical Society Facility Project is estimated to cost $1.12 million. The preliminary cost estimates were provided in the June 22, 2011 correspondence to the City Council; the memorandum and supporting documentation are attached to this document. The estimated financial sources were also included in the June 22 documentation and are summarized below: The project costs and financing sources are estimates subject to change based on final specifications and actual bids. C.What are the estimated operational costs and financing From project inception, it has been assumed that any increased operational costs incurred for this project would be paid for by new or additional non-tax revenue sources. The projected operating budget for the repurposed police station is Exhibit A approximately $230,316 as shown on attached hereto. The new facility will cost approximately $22,296 more than if the existing facilities were operated as status quo. The following schedule summarizes the increased cost of the proposed facility compared to the status quo. Senior Center - Historical Society Facility Operating Costs Status Quo Existing Senior Center$ 186,136 Existing Historical Society$ 7,090 "Former" Police Station$ 14,794 Total208,020$ Proposed facility230,316$ Increased operating costs22,296$ Revenues to support the increased operating costs will be derived from a number of sources including, but not limited to, increased membership fees, fundraising and facility rental opportunities. The following is an overview of potential revenue sources. Membership Dues Proposal In recent years, the Senior Center has averaged about 1,000 members annually. Of the 1,000 members, approximately 60% are Lakeville residents and 40% are non-residents. In addition, approximately 40% of the resident members are couples. A map illustrating current Senior Center membership in Lakeville is Exhibit B attached as . City staff is recommending the following senior dues structure: Membership fee:CurrentProposed Resident single member: $9 $18 Resident couple $15 $34 Non-resident $15 $30 Staff believes it is reasonable to assume $14,000-$18,000 of new member revenue based on the proposed fee structure and conservative estimates of membership renewals. Annual Fundraising Activities Historical Society: The Historical Society will generate approximately $2,500 annually towards building operational expenses. Yellow Ribbon Organization: This organization has committed to providing $2,500 annually towards building operational expenses. Total annual fundraising to be applied to building operations: $5,000 Senior Center Annually, the Senior Center conducts 6-8 fundraising events. The fundraising activities generate approximately $8,000-$10,000, of which $2,000-$4,000 is appropriated to this project. Senior Center revenue from fundraising activities have been used to pay for producing the senior newsletter, postage to mail the newsletter, cost associated with special events, operational cost for fundraising activities and writing down the cost of major annual events. Facility Rental Revenue Proposal Upon completion of the facility renovation, staff is proposing the renovated facility be made available to accommodate private use events similar to the Lakeville Area Arts Center. We anticipate that private rentals would grow over time, but are estimating a conservative amount ($500-$1,000 per year) the first few years of the facility being open. The potential for new and increased revenues exceeds projected operating costs. D.What is the community input and participation program Community input and participation is key to this project and will be solicited as the project proceeds. The City will endeavor to maintain regular communications with Council, Senior Center, Historical Society and Yellow Ribbon through various media including, but not limited to, Messages, cable TV programs, newsletters and news releases. CITY OF LAKEVILLE RESOLUTION NO._________ RESOLUTION APPROVING THE RENOVATION OF THE FORMER POLICE STATION INTO A SENIOR CENTER/HISTORICAL SOCIETY FACILITY AND DIRECTING STAFF TO PROCEED WITH THE PLANNING AND CONSTRUCTION WHEREAS , a needs analysis to accommodate future needs of Lakeville seniors and the Lakeville Historical Society has been completed; and WHEREAS , a concept plan for the building and site have been developed; and WHEREAS , the City has conducted several public meetings, website survey and a public information campaign describing the proposed project thoroughly; and WHEREAS , staff has prepared an estimated construction budget, major fundraising plan of action, operating budget and an annual revenue proposal to offset increased operating costs; and NOW, THEREFORE, BE IT RESOLVED by the City Council of Lakeville that the Council does hereby approve the renovation of the former Police Station into a Senior Center/Historical Society facility and directing staff to proceed with the planning and construction. st DATED this 1 day of August, 2011. CITY OF LAKEVILLE ___________________________ Mark Bellows, Mayor ATTEST: _____________________________ Charlene Friedges, City Clerk AVEVIEW City of Lakeville Parks & Recreation 0HPRUDQGXP To: Mayor, City Council and City Administrator From: Steve Michaud, Parks & Recreation Director Date: July 22, 2011 Subject: Council Work Session Item: Senior Center Project Schedule At the June 27 City Council work session, staff was authorized by Council to proceed with planning for the renovation of the old Police Station into a Senior Center. As part of staff’s efforts, a planning and construction schedule has been prepared by our planning team for Council review. Authorization to move forward with the planning and construction schedule implies staff will proceed with: A. Necessary process to recommend an architect and construction manager and associated agreements. All agreements and contracts to be approved by City Council. B. The final design process followed by City Council approval of plans and specifications and authorizing taking of bids. C. Scheduling public hearings before Planning Commission to amend site zoning to accommodate sale of current Senior Center. City Council to approve final zoning recommendations. D. Develop and implement a marketing plan for the sale of the current Senior Center facility. E. Prepare all items under administrative category for Council review. F. Implement all fundraising initiatives including: Online auction in conjunction with the semi-annual Liquor Store auction utilizing Auction Masters’ services. Auction items to be solicited from the community and items received by Liquor Store from vendors with all proceeds going towards the renovation project. Senior Center, Historical Society and Yellow Ribbon membership capital campaign project. A direct solicitation requesting items for auction or cash donations towards the project. Community capital campaign requesting or offering residents through utility bill mailings to consider a cash contribution to the project. Yellow Ribbon Fundraising efforts: This organization has sponsored and will raise funds to cover the cost of the commercial kitchen. Quarterly roundup campaign at the three Liquor Stores with proceeds to the project. Planning a ceremonial kickoff event. Staff will be present to answer any questions concerning the schedule and the project. Please contact me if you have any questions prior to the work session. City of Lakeville Parks & Recreation 0HPRUDQGXP To: Mayor, City Council and City Administrator From: Steve Michaud, Parks & Recreation Director Date: July 22, 2011 Subject: Answers to Mayor’s Concerns At the June 27 City Council work session, the Mayor presented a list of concerns. Staff responses are below: 1.Ensure that the zoning and comp plan are in conformance to get the highest possible resale per the appraisal and to protect the interest of neighboring property owners before you proceed with the sale of the current Senior Center. The current senior center is located on four separate parcels of record owned by the Lakeville HRA/City of Lakeville and totaling 0.57 acres. The Comprehensive Land Use Plan designates the property for Medium Density Residential use and the property is currently zoned RM-1, Medium Density Residential District. The surrounding properties consist of senior housing to the north, single family homes to the south and east, and commercial across Holt Avenue to the west. Planning Department staff recommends rezoning the senior center property to O-R, Office Residential Transition District due to the stated purpose of the O-R District to provide an orderly and progressive transition in land use from business to residential development and to provide for the harmonious intermixing of such activities. The former police station is also currently zoned O-R District as are a number of properties in the city that are located adjacent to commercial and low to medium density residential uses. The O-R District would allow the re-use of the senior center for a bank or other financial institution, funeral home, instructional classes, office, on-site service business, or takeout restaurant as permitted uses. Conditional uses in the O-R District include accessory retail sales, community preschool or adult education facilities, day care, fitness centers less than 2,000 square feet, hotels, mixed use buildings, multiple family dwellings, nursing homes and residential care facilities, religious institutions, special event and catering restaurants, senior assisted living facilities, and veterinary clinics. Planning Department staff also recommends that the four separate parcels that make up the senior center property be combined into one PID in conjunction with the sale of the property. 2.Ensure that parking, which is currently a non-conforming use at the current center, is provided per city ordinance by the new owner. There are 31 parking spaces, including three handicapped parking spaces, at the current senior center. The Dakota County GIS indicates the current senior center has 4,991 finished square feet. The Zoning Ordinance requires 10 parking spaces plus 1 space per 300 square feet over 2,000 square feet of floor area for community centers. The parking requirement for the current senior center is 20 spaces. As such, the 31 parking spaces provided on site meets Zoning Ordinance requirements. If the senior center was sold for an office or retail use, the parking requirement would be 1 space for each 200 square feet of floor area or 25 spaces. The 31 parking spaces provided on site would meet Zoning Ordinance requirements for an office or retail use as well. 3.Sell the current Senior Center so that proceeds are guaranteed before proceeding with the new Senior Center. Sale of the Senior Center is covered in the project schedule. 4.Establish a transportation plan that identifies how seniors downtown are going to get to the new Senior Center especially during the winter. A transportation plan for the seniors is being studied and a proposal will be provided. 5.Address the issues of dues: a.We need a greater differential between resident and non-resident b.Increase dues to offset budget impact c.Establish a more business like approach and have dues come directly to the City A committee has been assigned to address all items and will be presented for Council review prior to opening the new facility. The items are covered in the senior project schedule. 6.Direct all Park Dedication fees from the Hosanna senior housing project to this project. Funding has been assigned to this project in the Park Dedication Fund. 7.Ensure that the $60,000 CDBG funding for repair and the $189,750 proceeds for the sale will be received. Staff is working with experts at the Dakota County Community Development Agency regarding HUD rules and regulations. The efforts are on-going. 8.Ensure that there will not be any Davis-Bacon requirements. If CBDG funding is used, City will be required by law to comply with Davis- Bacon requirements. 9.Receive a written recommendation from the LAAC board to demolish the facility currently used by the Historical Society. A copy of the approved July 14, 2011 LAAC board minutes is attached approving the removal of the Historical Society Building. 10.Identify the expanded programming and the staffing plan to operate the new facility. This is an ongoing process subject to change based on customers needs and desires. If Council members have any questions, please do not hesitate to contact me. Meeting Minutes of Lakeville Area Arts Center (LAAC) Advisory Board Thursday, July 14, 2011, 3:30 p.m. Lakeville Area Arts Center Item 1: Call to order Chair Kristina Murto called the meeting to order in the Lakeville Area Arts Center at 3:35 p.m. Item 2: Roll call Present: Beth Adams, Bob Erickson, Michelle Gensinger, Tim Murphy, and Kristina Murto. Absent: Anna Marie Johnson, Susan Landberg, Steve Porter, and Julie Speiker. Staff Present: Arts Center Manager Tom Barnard, and Recording Secretary Karla Hartmann. Item 3: Approval of minutes of LAAC Board meeting of April 14, 2011 11-05 MotionSecond by Erickson, by Gensinger to approve the April 14, 2011, minutes as written. Motion passed. Item 4: Staff Reports A.Board Member Introduction Newly appointed board members Beth Adams and Tim Murphy introduced themselves. The board welcomed Beth and Tim and gave a brief introduction of backgrounds. B.Tom Barnard provided a staff report on activities at the arts center and indicated that attendance has doubled since last year at this time. C.Bob Erickson provided an update on the tenth anniversary plans. The next committee meeting is scheduled for Wednesday, July 20. Item 5: Unfinished Business None Item 6: New business 11-06 Motion Second byMichelle Gensinger, by Erickson to recommend to the City Council that if the Historical Society building is vacated it be demolished with the following considerations: 1) That the brick and landscaping be saved if possible. 2) That the perennial plants be incorporated into landscaping to screen the HVAC system and create an artistic garden on the south side of the LAAC. 3) Sensitivity be given to the former All Saint’s Catholic Church members. Motion passed. Item 7: Announcements The next meeting will be October 13, 2011, at 3:30 p.m. Item 8: Adjournment The meeting adjourned at 4:45 p.m. G:\Administration\Senior Center\New Senior Center\7-14-11 LAAC Advisory Board Minutes.doc Respectfully submitted, Tom Barnard, Recording Secretary G:\Administration\Senior Center\New Senior Center\7-14-11 LAAC Advisory Board Minutes.doc