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HomeMy WebLinkAbout10.E.1. Joint Facilities task Force Committee recommendation for Recreational, Social and Cultural Amenities 10. E. 1. SHAKOPEE TO: Mayor and City Council FROM: Mark McNeill, City Administrator DATE: 11/18/2014 SUBJECT: Joint Facilities Task Force Committee Recommendation for Recreational, Social, and Cultural Amenities Introduction Action Sought The Council should give direction as to moving forward with a feasibility study relating to the addition of facilities to meet athletic, social and cultural needs. Background On May 27, 2014 the City Council and the School Board held a joint work session meeting to discuss facilities needed for the community. The facilities discussed included a second sheet of ice, gymnastics space, senior needs, multi-sport turfed outdoor fields and multi-sport indoor turfed fields/field house. The group also discussed the use of the school pools and the plans for the Central Family Center, which is currently owned by ISD 720. The result of the work session was the appointment of a Joint Facilities Task Force to evaluate what facilities the community needs and wants, and look for ways for the facilities to be completed together. The task force consisted of City Council Members Kathi Mocol and Matt Lehman, and School Board Members Shawn Hallett and Mall McKeand. Task Force The Task Force met five times: June 16th- Discussed past Community Center upgrade efforts, financial options for the 2nd Sheet of Ice and other Community Center upgrades, and turf options on the City or School District Property. July 14th— School Board and Councilor Mocol toured the current sheet of ice. October 8th—Heard an update on the School District's process to determine the school facility needs. Further discussion was held on possible funding options October 27th—The Task Force was presented with potential plans for athletic facilities expansion at the Community Center, and an expansion of social and cultural amenities at the Central Family Center building. November 3rd—Potential Stakeholders were asked to attend a meeting about the plan presented on October 27th. Task Force Recommendation: At the November 3rd meeting, the Task Force recommended 3-1 (Councilor Lehman voting "no") that the City Council approve conducting a feasibility study for the improvements of a 2nd sheet of ice, turf bubble or field house, indoor/outdoor aquatic facility, improved fitness space and an indoor playground. Feasibility Study If this is to move ahead, the following questions will need to be addressed by a feasibility study: o Cost to Build o Cost to Operate &Maintain o Potential Revenue Generated o Financing & Repayment Options o Impacts on future Property Taxes &Fees Components & Scope of Feasibility Study It appears that at least five consultants will be needed: 1. Financial Consultant— Springsted a. What are our options for the raising the necessary upfront capital? b. What are our options for repaying that upfront capital? c. How much would the annual debt payments be? 2. Community Center Consultant a. Details of proposed improvements based on interviews with stakeholders (i.e. square footage of field house? Size of pool? Amenities?) b. Estimated operating and maintenance cost of proposed improvements. c. Estimated revenue potential of proposed improvements. 3. Community Center Architect What will it cost to build what we want? (based on information uncovered in 2a) a. Field House b. Enhanced Fitness Center c. Indoor Playground d. Indoor/Outdoor Pool e. Building Entrance & Overall Flow 4. 2nd Sheet of Ice Architect What will it cost to build the proposed second sheet of ice? 5. Central Family Center Consultant a. Identify specific needs of potential partners (Amount and type of space desired; Hours of the day space is needed, etc.) b. Identify partner's willingness/ability to share costs NOTE: Capital financing and architectural consulting will be needed for Central Family Center at a future date. TIMING: Note that the above has recommendations for three or five consultants that would anticipate being needed. One uncertainty is the architect for community center improvements. The City has used Ballard King (of Denver, Colorado) for operations studies previously, and that company has paired with a non-local architect with whom it is familiar. However, ice arenas are more of a specialty, and City staff recommends a company with whom Shakopee has had experience (the 292 group)to do that work. Central Family Center is proposed to be given by the School District to the City for a nominal fee. However, with the exception of the current board room and administrative offices, that building will likely not be available for re-purposing until after a new high school building or addition is built. That will likely be at least two years in the future. Therefore, unless the City Council directs an accelerated timing, staff sees the analysis of the Central Family Center building as a future phase, and not to be tied to the athletic facilities. Regarding the scheduling of the main part of the feasibility studies, a large unknown is the amount of public input that will be needed. Staff did telephone interviews with three prospective operational consultants; each of them asked about the timing anticipated. Staffs understanding is that a recommendation for the City Council is desired within 90 days. Depending on the amount of public input that would be needed, staff understood from the consultants that time line is doable (from the operational standpoint), but would be very tight, especially considering the normal end of year issues. Other consultant reports (especially bonding and future financing) may not be able to be completed until the operational review is completed. If additional timing is possible, it will likely result in a more accurate product, and perhaps not require a premium in terms of pay. Budget Impact The recommendation of the Task Force was that the City spend up to $50,000 for the feasibility studies to be done. However, that amount may not be adequate, given the scope of the project to be done. Note that the $50,000 estimate was based on what a previous study had cost, but that was additions only for the community center. It was more than likely that this would be in the $50,000 - $75,000 range. If it is above that amount, staff will advise Council. Action Required 1. Determine whether the Council wishes to proceed with a feasibility study. 2. Give staff the ability to hire consultants in the areas of expertise needed. 3. Give direction as to when the results of the feasibility study is needed. Attachments: