Subject:
Title
Annex Long-Term Use Study
Body
BACKGROUND SUMMARY:
The Town of Vienna has contracted with Kimmel Bogrette Architecture (KBA) & Kimley Horn to review the former Faith Baptist Church located at 301 Center Street, South, Vienna, Va. (Annex) and identify potential long-term uses for the property including robust community engagement. The long-term use study report will be used as a basis for discussion and decision making by legislators and key town staff. Town leadership made this purchase for both identified needs, and to strategically add to town resources for future projects and developments. Leadership and legislators want to determine the best use for this property in the near and not-so-near future.
Staff from the Parks and Recreation Department is managing this project, under the leadership from Town Council and with strong input from and collaboration with community stakeholders. The Town Council had initially communicated its goal of completing this study in June 2023.
At the May 8, 2023 Council conference session, KBA provided a high-level overview on the Vienna Annex public engagement strategy, the mission statement, core values and engagement activities conducted to date. The team provided an overview on feedback received from the questionnaire and community workshop and presented on key findings and emerging themes. After reviewing the community feedback, it was becoming apparent that a recreation pool and fitness center were becoming the front runners. In response to Town Council feedback to clearly understand the costs associated with the program, KBA suggested authorizing the additional service of Business Planning & Operational Costs Study performed by Ballard King & Associates at a cost of $23,500. Ballard King would perform a market and operational analysis that would highlight operating cost projections and revenue generation projections for each component of a pool, a fitness center and a third option.
At the June 5, 2023 Council meeting, there were two agenda items related to the Annex.
• Item #1 - Vienna Annex Long-Term Use Study - Future of Existing Annex Building - Council moved to demolish the Annex building.
• Item #2 - Request approval of additional spending with KBA for Business Planning & Operational Costs Study as part of the Annex Long-term Use Study - Council moved to postpone a contract increase of $23,500 with KBA for the Business Planning & Operational Costs Study until a more definitive timeline for the Parks Master Plan was determined. Director Herman provided an email to Council on June 30, 2023 with a memo from Kimley-Horn that their perspective on an appropriate timeline for a Town of Vienna Parks Master Plan is 12 -16 months. The memo also shared potential plan milestones and considerations for completing a Parks Master Plan in 8 months, 12 months and 16 months. (Attachment #2).
September 2023 - It was determined by the Town Manager that the Vienna Annex - Business Planning and Operational Cost Study agenda item would be moved to a Town Council Meeting in 2024 in order for the newly elected Council to be involved in the consensus of the options, i.e. pool, fitness center, etc., for the long-term use study of the Annex property and whether the final long-term plan for the Annex should await the completion of the Parks Master Plan.
October 23, 2023 - Council approved a contract with Kimley-Horn for a Parks System Master Plan. The Parks Master Plan began in December 2023 with a completion time frame of 12 - 16 months. (Attachment #4)
DATE(S) OF PRIOR COUNCIL CONSIDERATION OF THIS ISSUE:
• June 5, 2023 - Council Conference Session - Vienna Annex - Business Planning and Operational Costs Study
• May 8, 2023 - Council Conference Session - Vienna Annex Long-Term Use Study - Engagement Summary and Next Steps
• March 20, 2023 - Council Conference Session - Vienna Annex Long-Term Use Study
• Nov. 14, 2022 - Town Council Meeting - Request approval to conduct an Annex Long-Term Use Study with Kimmel Bogrette Architecture + Site
• Aug. 29, 2022 - Town Council Meeting - Steeple and Roof Project on the Annex property located at 130 Center Street
• June 13, 2022 - Long-term use for the Annex property located at 130 Center Street
• March 28, 2022 - Short term use for the Annex located at 130 Center Street
• Nov. 15, 2021 - Request approval to conduct a Condition Assessment with Whitman Requardt & Associates
OVERVIEW:
1) Staff is looking for guidance from Council on whether to conduct a Business Planning and Operational Costs Study for the long-term uses of the Annex. Information gathered will illustrate the magnitude of any of the options (aquatic center, fitness center, outdoor gathering space, any combination). The study will allow Council to determine if these options are in the realm of possibility. It will provide data to share with residents regarding their potential contribution to costs associated with maintenance of these options. (Attachment #1 & 5)
2) Staff is looking for guidance from Council on the options for the long-term uses of the Annex property. This decision will drive solutions/recommendations, cost estimates and final report. After reviewing community feedback, aquatic center, fitness center and outdoor gathering space were front runners.
3) Staff is looking for guidance from Council for additional spending with KBA:
a. KBA is requesting permission to submit a change order in the amount of $10,000 due to the project’s extended schedule and adjusted scoping requirements. While KBA’s billing has been consistent with the stages of the process, KBA’s fee has been dwindling due to the additional Council meetings to receive direction, and increased solutions requested from one “Long-Term-Use” solution to multiple existing/short term solutions, plus three long-term options to be developed. KBA has provided backup documentation to support the reasons. (Attachment #3).
b. Town staff neglected to include $6,000 for reimbursable expenses (printing, mail, photography, travel and presentation materials) at the November 14, 2022 Council meeting when originally requesting Council’s approval to conduct the Annex Long-Term Use Study with KBA. The amount of $6,000 was identified in the original proposal. (Attachment #6)
ATTACHMENTS
01 - Vienna Annex - KBA Recap Letter - 2.02.24
02 - Town of Vienna Parks Master Plan Information_2023-06-23_Kimley-Horn
03 - Vienna Annex - KBA Fee Increase - 2.02.2024
04 - Kimley-Horn Park Master Plan Proposal - 1 of 2
04 - Kimley-Horn Park Master Plan Proposal - 2 of 2
05 - Business Planning Operations Study Proposal - Ballard King
06 - Kimmel Bogrette Price Proposal - 10.06.2022
07 - Conference Session Presentation - 2.12.24
SUMMARY/STAFF IMPRESSIONS:
Staff looks forward to the discussion on areas of importance to the Town regarding the future use of the Annex property.
RECOMMENDATION:
Recommended Action