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HomeMy WebLinkAboutagenda.council.worksession.20230206AGENDA CITY COUNCIL WORK SESSION February 6, 2023 4:00 PM, City Council Chambers 427 Rio Grande Place, Aspen I.Work Session I.A Armory Update I.B Old Powerhouse Update Zoom Meeting Instructions Join from a PC, Mac, iPad, iPhone or Android device: Please click this URL to join: https://us06web.zoom.us/j/88906771440? pwd=S1Rya2dwSjRSbTdKcE93TUlOU3pYZz09 Passcode: 81611 Or join by phone: Dial: US: +1 346 248 7799 Webinar ID: 889 0677 1440 Passcode: 81611 International numbers available: https://us06web.zoom.us/u/kcd2K5BqP Armory Hall work session memo_2.06.23.docx Memo_Old_Powerhouse_Programming_Options__2-6- 2023_Worksession_Final_Final.docx Exhibit I-Programming Option 1-Public Space Option.pdf Exhibit II-Programming Option 2-Office Space Option.pdf 1 11 Page 1 of 5 MEMORANDUM TO:Mayor Torre and Aspen City Council FROM:Jen Phelan, Development Manager THROUGH:Scott Miller, Public Works Director MEETING DATE:February 06, 2023 RE:City facilities remodel and use plan -Armory REQUEST OF COUNCIL:Staff is providing an update on the Armory and is requesting confirmation on proposed next steps for the building. SUMMARY AND BACKGROUND: At the September 12, 2022,work session, City Council discussed the status of the Armory building regarding its interim use,preferred level of remodel,and funding options to undertake the work.Council requested staff return with updates after the November election to: 1)provide a status update on lease negotiations with ACRA and any temporary or permanent needs the City has for the building, 2) see what ballot initiatives passed that may assist in funding the project, 3)review the feasibility of leasing more of the building, and 4)determine a longer-term plan for the building. Staff has the following information for Council to consider. ACRA and city staff space needs.City staff is currently negotiating with ACRA on lease conditions for office space. The terms being discussed include the continued use of ACRA’s present location within the Old Powerhouse and anticipated relocation to the ground floor of the Armory. Specifically, the City is looking at guaranteeing space for ACRA for up to five years. ACRA is presently estimating a need for approximately 3,200 sq. ft. of the total +/-5,500 sq. ft.of the Armory ground floor. This proposal would include a welcome center and office space with intermittent use of the basement meeting rooms.Discussion with the USFS is ongoing, with their proposed footprint amounting to an additional 200 sq. ft..Subtracting +/-1,620 sq. ft.of common circulation on the ground floor,ACRA’s and the USFS’space needs,there is 480 sq. ft. of unprogrammed space remaining on the ground floor of the Armory. The IT department has relocated from the ground to the second floor of the Armory. Additionally, the former clerks office on the second floor is being used for record storage and scanning needs. Utility Billing 22 Page 2 of 5 is currently on the ground floor and will need to relocate prior to any move by ACRA. Temporary relocation of both the Special Events and Asset Management departments will be necessary pending a remodel of the Main Street cabin and the Old Powerhouse. Remodel of the Main Street cabin is anticipated to begin in 2024 while work on the Old Powerhouse is forecasted with a similar timeline. It is estimated that the temporary relocations will be for about 12-18 months. November ballot results. The November ballot initiative on Short Term Rentals (STRs) was approved by the electorate and it is estimated that the tax will generate $8-9 million dollars annually. Council may commit up to 30% of those funds towards environmental initiatives and capital maintenance and repair, or about $2-3 million, which can free up some existing resources in the Asset Management Plan Fund being used for maintenance and repair efforts (roughly $800-$900K annually), but Council will need to weigh additional demands on those funds before any allocation decision is made to leverage these new sources to support the Armory remodel effort. Outside of these new resources, the City has at least $12 million on hand in the General Fund Reserve that could be prioritized towards remodel of the Armory, with the balance of the remodel cost being financed via debt issuance. Long term planning for the Armory. After meeting with Council and confirming guiding principles for the project (Exhibit A), staff solicited public input in the spring of 2022 and direction from City Council at a work session in May 2022. Feedback indicated a strong preference for the building to function as a community hub.Community outreach was undertaken using a variety of techniques, including two online questionnaires, an open house, and two focus group meetings to solicit community feedback. Staff heard comments that the community needs a place to gather, that the Armory should be the heart of town, a community living room with the ability to eat, experience entertainment, shop or just hang out. Top uses for the building included: casual dining, community center, multi- purpose space, non-profit services, and lower price point retail. The range of remodel options included a ‘Light Touch’1 to ‘The Works’.2 The preferred ‘Somewhere in the Middle’option provides a ground floor addition to the Armory along the alley, with a full basement underneath. The head height of the new basement would match that of the existing basement and allow for 1 ‘A light Touch’:This option would maintain the existing footprint, floors, and square footage while incorporating improved ADA access (especially the second floor), an overhaul of building systems as needed such as electrical, heating/cooling, and some repair and restoration of the exterior shell are included. $11 - $16 million. 2 ‘The Works’:This option is essentially a duplicate of ‘Somewhere in the Middle’, except for the basement. The existing basement would be expanded along the perimeter to existing walls and the depth would be increased overall in the basement providing for greater floor to ceiling heights. $21.5 – $26.5 million. 33 Page 3 of 5 connectivity. To increase head height on the ground floor of the Armory andrestore it closer to its original form, the second story would be removed. All new systems would be installed in the building.The remodel is estimated at $18 - $23 million. STAFF DISCUSSION:Staff would like to confirm next steps for the use and remodel of the Armory with City Council. Staff is anticipating a five-year timeline to plan, design and fund the Armory remodel with construction forecasted to be undertaken in 2028. Feedback is requested in the following areas: Plan and design for a ‘Somewhere in the Middle’ remodel.Based on the public outreachand direction from City Council, staff is anticipating furthering the programming and design of the remodel. Staff will emphasize the need for the end productto be an accessible community gathering space, providing as much community access as possible. A program will need to be developed that does not duplicate programming that is or will be available (for example, the potential community space at the Old Powerhouse)and provides for unmet needs of the community. Additionally, staff will work on a design that lands in the ‘Somewhere in the Middle’ with an estimated cost of $18 – 23 million. Staff is requesting that Council confirm the preferred design concept is still ‘Somewhere in the Middle’. Funding of the remodel. As mentioned previously, the City has at least $12 million on hand within the General Fund reserve to fund the project and can look at taking on additional debt to fund the balance. Staff recognizes that City Council has competing interests for limited funds but is requesting confirmation that funding the remodel is a Council priority. If funding is a priority, staff can return later with a more concrete plan to fund the remodel. Most respondents of the public outreach considered the Armory a high or somewhat high priority that should receive additional funds if necessary. Interim Use of the Armory. Besides the anticipated housing of ACRA, the IT department, Utility billing and the Clerks storage/scanning needs, City staff is anticipating temporary relocation of other departments within the Armory during the remodel of the Main Street cabin and the Old Powerhouse. Most of the ground floor will be occupied by ACRA and the second floor with the city departments just mentioned. This leaves the third floor for temporary relocation of Special Events and Asset Management while the Main Street cabin and Old Powerhouse are remodeled. Considering the need to provide access control into and throughout the building, adding more potential users may not justifythe expenditure of funds prior to any extensiveremodel.Staff is seeking confirmation that the ground floor, second and third floors will be maintained for ACRA or City use prior to a remodel of the building. Courtesy of Aspen Historical Society 44 Page 4 of 5 Timeline of the Remodel. Staff is looking at a five-year timeline to plan, design and fund the remodel of the Armory, with construction to begin in 2028.At this point staff is estimating a two-year remodel for the building (Table 1). The timeframe will allow for the programming, design, entitlement, permittingand funding of the project to be developed as well as any temporary landing space for City departments affected by the remodel of both the Main Street cabin and the Old Powerhouse. Although this will take time to complete, a majority of respondentsto the public outreachsaid to take the time, if needed, for a more thorough renovation.Staff is seeking confirmation thatthe proposed timeline is supported by City Council. Table 1: Redevelopment Timeline RECOMMENDED ACTION: Staff requests confirmation/direction on the remodel concept, funding component, interim use of the Armory and remodel timeline as noted above. ATTACHMENTS: Exhibit A – Armory Guiding Principles 55 Page 5 of 5 Exhibit A Adopted ‘Guiding Principles’ for the remodel and programming of the Armory. The programming at the Armory should focus on unmet needs within the community. The uses within the Armory should provide meaningful and affordable participation in programs and offerings. The remodel will respect the historic context and contribute to Aspen’s small-town character. The building remodel will incorporate sustainable systems showing a commitment to the environment. The Armory should be able to be used by a diverse range of people. The operational structure of the Armory should limit the public financial burden of operating and maintaining the building. The programming of the Armory should contribute to a lively and diverse downtown. 66 Page 1 of 5 MEMORANDUM TO:Mayor Torre and Aspen City Council FROM:Evan Pletcher, Capital Asset Project Manager THROUGH:Rob Schober, Capital Asset Director Scott Miller, Public Works Director MEMO DATE:January 30, 2023 MEETING DATE:February 6, 2023 RE:Old Powerhouse Programming Options REQUEST OF COUNCIL: The Old Powerhouse (OPH) design team requests direction from Council on the future programming for the facility. PROJECT BACKGROUND: Upon completion of City Hall, the conversation about the future use of the OPH and Armory was revisited. Council initially directed Staff to take steps necessary to perform a comprehensive remodel of the facility for office use that was in line with the City’s Facility Master Plan (FMP). That plan anticipated the building to be used as city offices. Besides office use, Council direction included a focus on preservation of the building’s historic nature, sustainability, and exploring options for potential activation of the lawn space for public use. In 2022, based on internal dialogue, Staff evaluated whether the facility could house a public meeting space in addition to office space. Staff has confirmed office and storage requirements can be met, and the existing downstairs, currently leased to ACRA, could serve as a public gathering area. Given the original and most recent Council requests for the facility, Staff has subsequently created two programming options for Council’s consideration: A public/office space option, and an all-office space option. Staff has also detailed what will be included in the base project scope. 77 Page 2 of 5 BASE PROJECT SCOPE: Regardless of the programming option chosen, the base project will address all deficiencies noted in the FMP and bring the facility up to current ADA and energy efficiency standards. The base scope of this project will address: Accessibility throughout the facility, including adding an elevator, and ADA compliant bathrooms. Preservation of the existing masonry envelope including replacement of spalled and cracked bricks, repointing and waterproofing improvements. Reroofing with historically compatible materials and other waterproofing and thermal improvements. Code required structural roof framing upgrades to accommodate current snow loading requirements. Installation of new gutters, downspouts, snow fences and heat trace to better manage roof moisture and runoff. Replacement of non-historic windows to improve thermal performance. Enclosing the existing porch at the parking lot to provide an additional 180 SF of floor area. Improvements to maximize the functionality of the shop attic storage area. Selected tree removal to eliminate future damage to building foundations and roof eaves. Completion of the historic wood window refurbishment. (8 of 10 windows were previously restored in 2017.) Install sustainable and high performance mechanical and electrical systems. Replacement of building sewer service line. Resurfacing of the existing parking lot. BASE PROJECT BUDGET: This project will be funded by the Asset Management Plan Fund (000) in project 51420 – Old Powerhouse Preservation. In 2022, $350,000 was appropriated for design and pre-construction services. There is currently $4,095,000 million budgeted for construction in 2024. The original scope of the project was to renovate the space to be City offices only. Staff will provide an updated total project cost estimate once a programming decision has been made and the design has progressed. 88 Page 3 of 5 PROGRAMMING OPTION 1: Option 1, or the “Public Space Option”, detailed in Exhibit I, would utilize the upstairs of the OPH for Staff office space, and use most of the lower level as a large public meeting space. In addition to the base scope, this programming option includes: Creating a public gathering space at the OPH. Creating a new opening in the south gable end wall for a glazed operable door that permits direct circulation between the community room and the landscape. Improve visual and physical connections to the adjacent park and river landscape. Landscape improvements to enhance the community use of the building. Adding a catering kitchen and public space storage areas. Adding a new shed dormer to the east side to improve lighting, functionality, and ventilation in the upper-level workspaces. Providing a separate free-standing storage and trash structure east of the building. Exposing some of the historic masonry in interior community spaces. Providing educational opportunities with historic photos/story board of the facility. Pros: The facility is available for public use and may relive pressure for meeting space in the Armory. The lawn space is activated. This beautiful historic building can be enjoyed and experienced by everyone. The functionality of the upstairs office space is maximized with the addition of the dormer. The downstairs workshop will meet Staff needs. The Main St Cabin can be vacated by City Staff and redeveloped as employee housing. Council could explore the possibility of moving Sister Cities to the OPH, freeing up the existing City Hall space for other uses. The historic brick that is removed to create the opening for the roll door can be used to replace exterior brick that is beyond repair. Cons: The Utility Billing, IT, and Transportation departments will have to remain in the Armory or another location. This option costs more than Option 2 or the “Office Space Option”. 99 Page 4 of 5 PROGRAMMING OPTION 2: Option 2, or the “Office Space Option”, detailed in Exhibit II, would utilize the entire facility as City Staff office, workshop, and storage space. In this scenario, the Special Events, IT, and Capital Asset Departments would occupy the building. Additionally, a large conference room and flex office/meeting area would be available for City use on the lower level. In addition to the base scope, This programming option includes: Creation of additional secure storage and a new kitchenette. Adding a new shed dormer to the east side to improve lighting, functionality, and ventilation in the upper-level workspaces. Providing a separate free-standing storage and trash structure east of the building. Landscape improvements to aid in activating the outdoor space. Pros: Creates City office space that is in line with the verified program and FMP The Main St Cabin can be vacated by City Staff and redeveloped as employee housing The Armory can be fully vacated by City Staff The functionality of the upstairs office space is maximized with the addition of the dormer This option costs less than Option 1, or the “Public Space Option”. Cons: The facility is not available to the public It may be challenging activating the lawn space ENVIRONMENTAL IMPACTS: The design team will closely evaluate the existing mechanical systems and building envelope in search of efficiencies to be gained in building operation and functionality. They will use knowledge gained from the pandemic and existing City office spaces to ensure they create a healthy and productive office environment. ALTERNATIVES: Staff could perform only the base project scope and continue using the facility as City offices. 1010 Page 5 of 5 RECOMMENDATIONS: Please review and select either Option 1, the “Public Space Option”, or Option 2, the “Office Space Option”. CITY MANAGER COMMENTS: ATTACHMENTS: Exhibit I:Programming Option 1 “Public Space Option” Exhibit II: Programming Option 2 “Office Space Option” 1111 GILBERT SANCHEZ ARCHITECT PLLC300 South Spring Street #202 Aspen, CO 81611P: 970.948.0597 E: grsanchezaia@gmail.com OLD POWERHOUSE REMODELCONCEPTUAL DESIGNNovember 28, 2022 E1EXISTING MAIN LEVEL PLAN MECH SHOP WOMEN MEN LOBBY STORAGE ACRA CONFERENCE ENTRY SHOPSHOP OFFICE OFFICE FILES MEETING WS WS WS WSWSWS 1212 GILBERT SANCHEZ ARCHITECT PLLC300 South Spring Street #202 Aspen, CO 81611P: 970.948.0597 E: grsanchezaia@gmail.com OLD POWERHOUSE REMODELCONCEPTUAL DESIGNNovember 28, 2022 1MECH SHOP WOMEN MEN LOBBY CATERING KITCHEN STORAGE COMMUNITY ROOM ENTRY CONCEPTUAL MAIN LEVEL PLAN 1313 GILBERT SANCHEZ ARCHITECT PLLC300 South Spring Street #202 Aspen, CO 81611P: 970.948.0597 E: grsanchezaia@gmail.com OLD POWERHOUSE REMODELCONCEPTUAL DESIGNNovember 28, 2022 E2EXISTING UPPER LEVEL PLAN LOBBY MECH.STORAGE MEETING OFFICE OFFICE OFFICE OFFICE OFFICE 1414 GILBERT SANCHEZ ARCHITECT PLLC300 South Spring Street #202 Aspen, CO 81611P: 970.948.0597 E: grsanchezaia@gmail.com OLD POWERHOUSE REMODELCONCEPTUAL DESIGNNovember 28, 2022 KITCHEN MEETING PO-1 PO-1 FILES + STORAGE PO-2 PO-2PO-2 PO-2MECH WS WS WS WS WS WS 2COPIER MEETING CONCEPTUAL UPPER LEVEL PLAN 1515 1616 GILBERT SANCHEZ ARCHITECT PLLC300 South Spring Street #202 Aspen, CO 81611P: 970.948.0597 E: grsanchezaia@gmail.com OLD POWERHOUSE REMODELCONCEPTUAL DESIGNNovember 28, 2022 4AERIAL VIEW SOUTHWEST VIEW 1717 GILBERT SANCHEZ ARCHITECT PLLC300 South Spring Street #202 Aspen, CO 81611P: 970.948.0597 E: grsanchezaia@gmail.com OLD POWERHOUSE REMODELCONCEPTUAL DESIGNNovember 28, 2022 5SOUTH VIEW SOUTHEAST VIEW 1818 GILBERT SANCHEZ ARCHITECT PLLC300 South Spring Street #202 Aspen, CO 81611P: 970.948.0597 E: grsanchezaia@gmail.com OLD POWERHOUSE REMODELCONCEPTUAL DESIGNNovember 28, 2022 3NORTH VIEW NORTHWEST VIEW 1919 GILBERT SANCHEZ ARCHITECT PLLC300 South Spring Street #202 Aspen, CO 81611P: 970.948.0597 E: grsanchezaia@gmail.com OLD POWERHOUSE REMODELCONCEPTUAL DESIGNNovember 28, 2022 E1EXISTING MAIN LEVEL PLAN MECH SHOP WOMEN MEN LOBBY STORAGE ACRA CONFERENCE ENTRY SHOPSHOP OFFICE OFFICE FILES MEETING WS WS WS WSWSWS 2020 GILBERT SANCHEZ ARCHITECT PLLC300 South Spring Street #202 Aspen, CO 81611P: 970.948.0597 E: grsanchezaia@gmail.com OLD POWERHOUSE REMODELCONCEPTUAL DESIGNNovember 28, 2022 1aCONFERENCE ROOM OFFICE CONCEPTUAL MAIN LEVEL PLAN MECH SHOP WOMEN MEN LOBBY KITCHEN STORAGE ENTRY WS WS WS WS WS WS FLEX WS FLEX WS WORKROOM MEETING PO-1 2121 GILBERT SANCHEZ ARCHITECT PLLC300 South Spring Street #202 Aspen, CO 81611P: 970.948.0597 E: grsanchezaia@gmail.com OLD POWERHOUSE REMODELCONCEPTUAL DESIGNNovember 28, 2022 E2EXISTING UPPER LEVEL PLAN LOBBY MECH.STORAGE MEETING OFFICE OFFICE OFFICE OFFICE OFFICE 2222 GILBERT SANCHEZ ARCHITECT PLLC300 South Spring Street #202 Aspen, CO 81611P: 970.948.0597 E: grsanchezaia@gmail.com OLD POWERHOUSE REMODELCONCEPTUAL DESIGNNovember 28, 2022 KITCHEN MEETING PO-1 PO-1 FILES + STORAGE PO-2 PO-2PO-2 PO-2MECH WS WS WS WS WS WS 2COPIER MEETING CONCEPTUAL UPPER LEVEL PLAN 2323 GILBERT SANCHEZ ARCHITECT PLLC300 South Spring Street #202 Aspen, CO 81611P: 970.948.0597 E: grsanchezaia@gmail.com OLD POWERHOUSE REMODELCONCEPTUAL DESIGNNovember 28, 2022 3NORTH VIEW NORTHWEST VIEW 2424