Date of Meeting: December 10, 2012

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BOARD OF SUPERVISORS FINANCE/GOVERNMENT SERVICES AND OPERATIONS COMMITTEE

ACTION ITEM

SUBJECT: Lovettsville Community Center Renovation: Public Input Report

ELECTION DISTRICT(s): Catoctin STAFF CONTACT: Paul Brown, Acting Director, DCWM Diane Ryburn, Director, PRCS RECOMMENDATION: STAFF: Staff recommends the Finance/Government Services and Operations Committee (FGSOC) recommend that the Board of Supervisors endorse the new construction option as the plan for the Lovettsville Community Center. Staff further recommends the Finance/Government Services and Operations Committee recommend that the Board of Supervisors consider the use of $5,380,000 in FY 2012 fund balance to replace the general obligation bond financing to fund this project. BACKGROUND: A bond referendum passed in November 2007 authorizing general obligation bond financing to renovate five (5) community centers. To date, three (3) community center renovations are completed, the Loudoun Valley Community Center, the Bluemont Community Center and the Lucketts Community Center. The next community center to be renovated is the Lovettsville Community Center. The Lovettsville Community Center The Department of Construction and Waste Management hired a Task Order Design Firm, Louviere, Stratton & Yokel, LLC (LSY) to complete a facility assessment survey of the Lovettsville Community Center. The Lovettsville Community Center is a multipurpose county facility that provides recreational, educational and community services to the Town of Lovettsville. The existing building presents access and service challenges as it has five different levels in its interior. The goal of the community center renovation projects is to address ADA access issues, building code issues and any life/safety issues in the facilities. Based on their analysis, LSY has provided two renovation options for the existing building and a third option that recommends constructing a new facility on the same site that would provide all services on one-level. The County needs to share the results of the Lovettsville Community Center facility assessment and gather input from the Lovettsville Town Council and Lovettsville community regarding the

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Board of Supervisors Finance/Government Services and Operations Committee Action Item #5: Lovettsville Community Center Renovation: Public Input Report December 10, 2012 Page 2 three options presented by LSY. The third option, to construct a new facility, is an option that requires public input to determine whether the community supports new construction or whether they have an investment in renovating and keeping the current community center building. In addition, new construction was not an option that the referendum financing considered. The referendum financing was specific to a renovation of the existing building. At its October 22, 2012 meeting, the Finance/Government Services and Operations Committee directed staff to release publically the Lovettsville Community Center Facility Assessment Survey and to conduct a briefing with the Lovettsville Town Council and a public input meeting in the Lovettsville Community regarding the options for the Lovettsville Community Center Renovation capital project. Staff was directed to report back to the committee the results of the public input session. County staff met with the Lovettsville Town Council on October 25, 2012 and provided a briefing and copies of the Lovettsville Community Center facility Assessment Survey. It was agreed that follow-up meetings would occur between Town and County staff to review the land use issues with the proposed options and to provide periodic updates to the Town Council regarding the status of the project. County staff held a Public Input Meeting on November 29, 2012 at the Lovettsville Community Center to gather public input on the facility options. Approximately twenty-five (25) citizens participated in the meeting. County staff provided a form for attendees to provide written feedback on whether the renovation or the new construction option was preferred. Eighteen (18) attendees responded with 100% preferring the new construction option. A summary of the meeting and written feedback is provided in Attachment 1 to this item. Department of Construction and Waste Management and Department of Parks, Recreation and Community Services staff have evaluated the three options and determined there is merit to considering the new building construction option for the Lovettsville Community Center. This option provides the best solution for ADA access, improvements for vehicular and pedestrian traffic, parking, and maintaining community center operations during construction. Staff recommends the new construction option to the Finance/Government Services and Operations Committee as the preferred option for the Lovettsville Community Center renovation. FISCAL IMPACT: There is sufficient funding from the November 2007 Referendum to fund either of the renovation options of the existing Lovettsville Community Center. Should the new construction option be recommended, the use of Fund Balance would be required to replace the debt financing for the project. The approved general obligation bond financing may not be used for new construction. The use of Fund Balance for a new Lovettsville Community Center building would reduce the debt issuance of general obligation bonds. A cost comparison of all

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Board of Supervisors Finance/Government Services and Operations Committee Action Item #5: Lovettsville Community Center Renovation: Public Input Report December 10, 2012 Page 3 three options is provided in Attachment 2 to guide the committee’s final recommendation to the Board of Supervisors. DRAFT MOTION(S):

1. I move the Finance/Government Services and Operations Committee recommend that the Board of Supervisors endorse the new construction option as the plan for the Lovettsville Community Center. I further move the Board of Supervisors consider the use of $5,380,000 in FY 2012 fund balance to replace the general obligation bond financing to fund this project. -Or-

2. I move the Finance/Government Services and Operations Committee recommend that the Board of Supervisors endorse the renovation option as the plan for the Lovettsville Community Center as adopted in the Capital Improvement Program. -Or-

3. I move an alternate motion…..

Attachment 1: Lovettsville Community Meeting Summary Attachment 2: Cost Comparison Chart

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Attachment 1

Lovettsville Community Meeting

Lovettsville Community Center Renovation Options

Presentation and Stakeholders Q&A

Packets with concept plans for 2 renovation options and one new construction option was distributed before the meeting began along with the agenda and feedback form.

The purpose of the Lovettsville community meeting was to present the design options for the community center renovation. Julie Grandfield kicked off the meeting with the welcome and introductions. Supervisor Higgins spoke of the concept options and how the funding was achieved. He stated that a bond referendum was approved for the renovation of the Community Center but if the desire of the community is to have new construction, then cash funding would have to be decided by and approved the Board of Supervisors. In the renovation scenario, the building would be costly but if the decision is to do new construction then the day care and other programs could continue without interruption.

Diane Ryburn was then introduced and she spoke of the other Community Center renovations that were just completed for the Bluemont Community Center and the Lucketts Community Center. The Lucketts Community Center would be opening sometime the first of the year. Diane also stated that the County is committed to do as the community wishes.

Paul Brown was then introduced and he gave some history. He said that in 2007 there was a Bond Referendum to do renovations to Community Centers. There have so far been 4 renovations. Paul then further explained that what are being presented are ideas/concepts for the Lovettsville Community Center. After the decision is made to have either renovations or new construction the next step would be gathered at a public input sessions regarding what might be included in the building, such as how many classrooms, etc. Also included in the renovation options would be to correct ADA and accessibility issues. He stated that the architect firm, LSY Architect and Laboratory Planners has provided what is needed to correct these ADA, HVAC, etc. issues if doing renovations. He also stated that this is the architect firm doing the design plans for the Lovettsville Park and they are incorporating the pedestrian flow from the park to the Community Center in the park plans. Paul requested the citizens complete the survey provided with the handouts to express their choice of renovation or new construction and any comments.

The firm has given a concept of how the new construction might be designed but also stated that the source of funding is currently just for the renovation of the community center. Paul did state that the county has learned from other renovations that programs will be reduced because trailers would be set up for some programs/classes to continue but that the trailers could not handle all programs currently offered. When considering the renovation cost we need to also add in the cost of staging the temporary facilities and that these added cost to the renovation could be close to the same as the new

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construction costs. The County felt it is worth talking to the community to see what their desire is for the Community Center.

Heather Johnson, from LSY Architect firm, was then introduced to go over Option 1, Option 1A and Option 2 and go over the pros and cons of both.

A Loudoun County resident then asked the question of what happens to the bond referendum funds if it is decided to do new construction. Paul Brown stated that the funds would go to the next project to renovate the Sterling Community Center. That same resident asked if the funds could be used for the Lovettsville Park planning and the answer was no.

Another question was asked regarding how long the of How long it would the project would be delayed ifs new and when would the funding be allotted. Paul Brown stated that in March the BOS would have to decide to fund the new construction with another source of funding. It might be possible that the BOS would approve the use of fund balance funds to cover the new construction. But the final decision would be with the BOS.

The question was asked of how long it would be before the start of the project and Paul stated that it usually takes 12 months for the design process and then possibly break ground in the spring of 2014. Construction usually takes up to 18 months.

Heather Johnson then reviewed sample floor plans under both options. Option 1 would bring the building up to code, newly align the community center entrance road with the park, reroute the parking and bring up to code, build one central front entrance and make new administrative office changes with a visual security point of view. In addition, they are proposing putting in an elevator by reducing the size of the stairs and put in a balcony over the gymnasium to connect the levels. ADA restrooms would also be installed and in the lower level the kitchen would be upgraded and storage added.

In Option 1A, the same ADA accommodations would be made and tweaked for more efficiency. In the lower level, the kitchen would be new addition along with storage and two proper restrooms would be installed.

Option 2 new construction would replace the building and by doing that could be an identity for the town and it would all be on 1 level which would make the maximum usage of space more efficient.

There is one thing that would change in all options and that is that the Memorial Garden would have to be relocated. The ball field would also be lost but the park will have ball fields.

After Heather and Paul were finished with the review of the options, the floor was optened for questions.

Question: Why wasn’t the pool house considered as part the renovation project?

Answer: The pool house was not included in the bond referendum. But if some renovations are needed for the pool house then it can go through the Capital Asset Preservation Project fund.

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Question: Do we have elevation drawings?

Answer: Not yet, these are only conceptual drawings and that will come later once the decision is made to renovate or build.

Question: Can the new Community Center become an emergency shelter?

Answer: Schools are usually used as emergency shelters, not the community centers.

Question: What is the LEED certification for this project?

Answer: Silver

Question: What is the cost of the options?

Answer: Renovation would be approximately 3.7 million and new construction would be 4.2 million. The budget is for 4.8 million for the renovation.

Question: Why can’t the Memorial Garden stay?

Answer: Staff and architects can look at it again.

Citizen Comment: No longer using the space as a Memorial Garden.

Question: How will it look if the the back of the building facing Broadway Street?

Answer: Architects will try to achieve that the building won’t look like the back of the building but be pleasing to the eye. The design will be looked at during the public input sessions.

Question: Can more classroom or multipurpose rooms be added to the new construction concept?

Answer: Will have to look at what the gross footage would be allowed according to zoning regulations and architects were putting back into the new construction what is currently in the existing building.

Question: Any discussion on the path to the park?

Answer: Yes, it is in the site plan. Also included is that there will be a three way stop at the intersection.

Question: Any thought to putting the new building in the park?

Answer: No, the park is a separate project.

Question: If the square footage is less in the new construction, can the placement of the kitchen be moved?

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Answer: The design process will be conducted and will include public input sessions. The item may go to the BOS in January or February and after the BOS adopts, then will plan another community meeting.

Question: What are the earth fill squares and can that space be used to build on a classroom?

Answer: The earth fill squares are Un-excavated space. If wanted to use that space, would have to dig it out.

Question: If we renovate, we would only have childcare available but what about the preschool program?

Answer: If new is chosen, all programs would remain in the current building. If renovation is chosen, then trailers would be brought in and some of the programs would have to be reduced due to space constraints. But staff would look at the numbers enrolled in the program and make determinations after decision is made on new construction or renovation.

Comment: People need to be made aware of this because it would have an impact on their daily lives.

Comment from staff: The department found options for all the renovations that have taken place so far and the department is committed to providing as much of the same services as possible.

The meeting ended with a wrap up from Paul Brown and requested that those citizens in attendance put down their choice on the survey form.

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Lovettsville Community Center Feedback Form

Lovettsville Community Center Public Input – Options Meeting on Thursday, November 29, 2012

Number Submitted Surveys

(0) I support the renovation of the existing community center building.

(18) I support the new construction option for the community center.

Comments Submitted

1. I don’t feel the elevators would be cost efficient (break downs). I feel the impact on the community would be difficult if programs were halted during a renovation.

2. Best long term plan is to rebuild. 3. At the risk of sounding greedy, I’d love to see a new 2-story building. It would meet the needs of our

ever growing community. 4. A fitness room would be beneficial so that the main gym doesn’t have to be used for classes of 5-10

people. 5. Would like to see a work-out gym in the community center. Would also like to see lights for the

basketball court. Curious how long construction would take and what the hours of construction would be. I live across the street.

6. Love the new building design. Great place to rent for parties and events. Classrooms also are much improved and well designed. Like the idea of it being close to road with windows facing road and a garden arbor. As to the memorial garden I think a new building would honor the memory of the people named in the garden as they are being honored for their service to the people of this community. People are ultimately more important than things. I also agree with moving the garden and re-dedicating. I am concerned that in choosing to renovate the building vs. building new the community would be negatively impacted. The community center is a hub for this town and provides vital services not fully provided elsewhere in town, the most important being the preschool classes, daycare and after school programs. Everyone in town relies on them and they need to keep running in full capacity. The parking lot will go right behind my house, please make sure the lighting is low and goes out at a reasonable hour.

7. Programmatically, it supports moving forward in so many ways! It improves the value of the property. It’s exciting!

8. I liked Mayor Walker’s suggestion of moving the community center to the park because I think it is extremely inefficient to have the two spaces separated by a major road with safety concerns. Conversely. It is no secret I believe the park should be moved behind the community center and

Library are contiguous which would allow a middle and high school to be co-located with the elementary school on the current park site. Waiting a year or two is an investment worth making to facilitate the community meeting all needs of schools and park.

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ATTACHMENT 2Lovettsville CC - Option Cost ComparisonEstimate in FY 2013 Costs 12-3-12Estimate of Probable Costs: Option 1-Renovation Option 1A-Renovation Option 2 - NewBase Bid $3,605,291 $3,694,152 $4,579,419Alternate #1 - EPDM Roof $123,500 $123,462Alternate #2 - Gym Sprung Floor $66,487 $66,487Atlernate #3 - Gym Backboards, Scoreboard $21,600 $21,600

Alernate #1 - Pool House $91,320Alternate #2 - Geothermal Roof Top Units $247,200Alternate #3 - VRF System $125,280Alernate #4 - Fire Pump Room $120,000

Design and Owner Costs $955,000 $955,000 $800,000Temporary Trailer Facilities - Reduced PRCS Program $500,000 $500,000 *n/a

TOTAL WITHOUT ALTERNATES: $5,060,291 $5,149,152 $5,379,419TOTAL WITH ALTERNATES: $5,271,878 $5,360,701 $5,963,219

*The new construction option permits the current center building to remain open and operational. No temporary facilities required

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