MINUTES OF THE PEORIA CITY COUNCIL CITY OF PEORIA, ARIZONA PINE ROOM, CITY HALL October 17, 2006 A Study Session Meeting of the City Council of the City of Peoria, Arizona was convened at 8401 West Monroe Street in open and public session at 5:03 p.m. Following a moment of silence, Councilmember Hickson led the Pledge of Allegiance. Members Present: Vice Mayor Vicki Hunt; and Councilmembers Cathy Carlat, Patricia Dennis, Joan Evans, Patrick Hickson and Carlo Leone. Members Absent: Mayor John Keegan Other Municipal Officials Present: Terrence Ellis, City Manager; Carl Swenson, Deputy City Manager; Susan Thorpe, Deputy City Manager; John Wenderski, Deputy City Manager; Steve Kemp, City Attorney; Mary Jo Kief, City Clerk; Stephen Bontrager, William Emerson, Larry Fudurich, J.P. de la Montaigne, Glen Van Nimwegen, Steve Prokopek and Constance Copeland. Audience: Approximately ten individuals. Subject for Discussion only: 1. Oldtown Project Update Terry Ellis, City Manager, explained that the City has been planning for the revitalization of Oldtown for about ten years. Mr. Ellis introduced James Mason, Economic Development Specialist, who presented an overview of the Oldtown redevelopment projects. Mr. Mason explained that Staff looked at the potential for growth and development of the City as demands on the City will continue to change. The theme of the City is going to remain the same: understanding our history, heritage, and our Oldtown. The City’s goal is to create a center of activity that all Peoria residents may be proud of. The project area includes property surrounding 83rd Avenue and Peoria Avenue to Monroe Avenue. The key project area is Grand Avenue to 84th Avenue and from Peoria Avenue to Washington Street. Mr. Mason presented a chronology of the projects. There are eight projects including landscape, pedestrian crossings and improvements to the railroad crossings which involve both State and Federal Government funds. There will also be a right turn lane as Peoria southbound turns onto Grand Avenue and that median will continue across 84th Avenue. The last element of this project is expected to be completed by early Spring 2007. Discussion ensued regarding the maintaining the same features of lighting and benches to develop a unique downtown district. These criteria will also be used for future projects in the area. The Community Theater will seat 250 and includes a black box theatre and orchestra pit. The Theater will feature different venues which will bring new people downtown. The City will start to look at other developments in this area to capitalize on the Theater so that activity in the downtown may be expanded. Mr. Mason explained that there are a number of utility easements in the area. One issue to be resolved is an old 1930’s irrigation pipe that needs to be replaced. The City plans to resolve the issues in January when SRP institutes a dry-up period. The City will also work with APS to consolidate overhead power lines for a better continuous space for retail and park development. In response to questions from Councilmember Dennis, Mr. Mason advised that the SRP easement runs through downtown. The Pioneer Memorial is located across the street from Osuna Park at 83rd Avenue and Washington Street. The Memorial will be a point of pride for Peoria and a key entrance into the downtown. The Park reflects the historic element of the City. The Memorial will be completed in early 2007. A consultant is working with the Community Services Department to develop streetscape improvements for 83rd Avenue and Washington Street. This will insure continuity between the Memorial and landscape within the Osuna Park and improve coordination between the contractors and the City. Brenda Rehnke, Recreation Manager, summarized plans for the Historic Jail, Peoria Women’s Club and the Historic Square master plan. Ms. Rehnke advised that the City contracted with Michael Baker Corporation to do a study of the downtown area for the Historic Downtown Square. Two different committees were formed and asked to participate. Ms. Rehnke introduced committee members who were present including: Priscilla Cook, Tom Gyder, Ann Whitney, Samitchi Goya, Greg Realwright and Ron Taylor. In addition, a Staff Committee was formed to provide input; members included: Karen Flores, David Nakagawara, Chad Daines, and Walt Begley. John Dominguez, architect with Michael Baker Jr. Engineer in Architecture, presented an overview of the historic master plan. He explained that their firm was commissioned to do a study looking at the Historic Square as it currently exists with the potential of relocating the Women’s Club and the old jail building to this location. The consultants reviewed what was feasible and at what cost. Three options were identified: Scheme 1 is estimated to cost $845,332 and included architectural and engineering fees and all the associated improvements excluding such items as asbestos testing, lead paint testing, and as-built documentation. Scheme 1 proposed locating the Women’s Club on the southwest corner of the site. One disadvantage to this option was losing approximately 25 parking stalls by placing it in the corner. This building is used as the child daycare facility in addition for Women’s Club meetings and related activities. The consultants considered locating the playground area to the north incorporating it closer to the community center and away from the intersection. However, it is more expensive to bring the utilities to that building. Some of the existing farm equipment would be relocated between the auxiliary buildings on a concrete pad and would be surrounded by a rod iron fence. Scheme 2 is estimated to cost approximately $800,000 and proposes moving the Women’s Club on the northwest corner with the playground closer to the intersection. This allows the utilities and infrastructures to service the building and to be closer to the Community Center. The farm equipment would be moved on either side of the entrance to the Central School Museum at the southeast corner. It would serve as a focal point leading into the museum. Discussion ensued regarding the placement of the farm equipment and the size of the pads for the equipment. The equipment not on display would be relocated at the discretion of the Historic Preservation Committee. Ms. Rehnke advised that the Historic Committee may interchange the equipment. Ms. Rehnke advised that both Scheme 1 and Scheme 3 provide more space for the equipment. Discussion ensued regarding the advisability of moving buildings of this age. Mr. Dominquez advised that the Women’s Club building is primarily a wood frame structure in a T-shape. Based on the contractor’s recommendation, the movement of that particular building would be relatively easy. The cost is approximately $35,000 to move that building from that location to either scheme location. It would cost a little more if Scheme 2 was selected because it is further away. The jail is primarily all concrete, eight inches thick on the ceiling and walls, and appears to be all one structure. The jail will be very expensive to move. It is underdetermined right now whether or not the slab is a part of that whole structure. In order to move the building, it would be necessary to dig a trench all the way around the building, bring in I- beams, and lift it up. The cost for that was $110,000. Because of its current condition, there is a potential that it would crack or fall apart on the move to the Historic Square. The recommendation is to leave the jail at its current location until further analysis. In response to questions from Council, Ms.Rehnke advised that the Women’s Club is a very functional building and is used every day for a preschool program. The Women’s Club uses it twice a month. It is also used for classes, and the space is also rented out. Terry Ellis, City Manager, advised that it is costly to relocate and improve the building but that is the price of preserving the building. The conclusion is that it has value and people want that building preserved. Mr. Ellis explained that if the park is not improved, plans for Grand Avenue commercial development is affected. Because the building is still functional, moving it and updating it makes sense. It is a lot of money, but the City will get a 2,000 square foot usable building as a result. The alternatives are not good. Staff recommends that we move it and pay the price. Scheme 3 is estimated to be a little over $800,000. This is the preferred scheme for a number of reasons. The Women’s Club is primarily in the same location; however, the locations are switched. The playground will be off the corner. This allows us to get the front of the building so that it accesses the Community Center. There is a lot of interaction between the seniors that use the facility and the children. The City will be able to utilize the existing utility infrastructure located along Jefferson Street. The designers incorporated a new landscape feature in the center along 83rd Avenue which would incorporate various types of low maintenance plant material, new seating areas and benches. We are introducing the location of the historic equipment between the school buildings, similar to Scheme 2. Discussion ensued regarding irrigation of the property. J.P. de la Montaigne, Community Services Director, advised that the City has received the Water Conservation Grant. The City will introduce some portion of turf and irrigation, sprinklers, and then combine that with xeroscape landscaping. In response to questions from Council regarding the use of the modular building, Ms. Rehnke advised that both City Staff and Solacito, a non-profit organization, use the modular building. Solacito stores hospital supplies and it also used for the City lunch program. Mr. Dominquez reviewed the project schedule and duration period. The Notice to Proceed to perform the construction documentation will take possibly three months; City Council approval two months; construction startup up to substantial completion will take approximately eight months; the final completion and closeout documentation will take one month. This adds up to just a little over a year. Discussion ensued regarding the next approval process. Ms. Rehnke advised that the recommendation of both Committees is to proceed with either Scheme 1 or 3 if that is what Council wishes to do. She asked for guidance from Council and advised that Staff will go out for bid for a contractor to carry out the plans. Ms. Rehnke explained that with Scheme 3, the City would not lose an entrance into the parking lot. Scheme 3 seems to work the best for access to the Community Center and the Women’s Club. In addition, the safety of the wrought iron fence and the landscaping make it a better plan. Ms. Rehnke explained the urgency of proceeding to move the Women’s Club. She advised that the Club meetings could be located at other City facilities during the year the Club would be dislodged. Terry Ellis, City Manager, explained that staff was looking for some direction from the Council on selection of the alternatives. The preference of the Committee and the Staff was Scheme 3. Mr. Ellis advised that no action could be taken during the Study Session. Staff will bring the item back for a formal vote. Discussion ensued regarding the options with all individual Councilmembers commenting that Scheme 3 was the best option. Ms. Rehnke explained the need to remove the Women’s Club as soon as possible. Councilmember Evans asked if signs could be added to the farm equipment to explain the purpose of the equipment. Councilmember Leone asked if signs on the equipment could be added to recognize those who had donated the equipment to the City. Ms. Rehnke stated that Staff would explore those suggestions. Mr. Mason presented an overview on the alternatives for the development of retail businesses on the historic site. He explained that Staff considered public safety, traffic circulation, ingress/egress and utility infrastructure. The developer suggests 80% of the available retail space to be restaurants, and a total of 11,000 square feet of retail, single story and multi-sided. The retail center will be street- facing with service in the back. All sides of the development will have a face on it and some will have pass-through entrance and exits so individuals will be able to walk through. This creates a pedestrian environment 360 degrees around those sites. Completion is scheduled for Spring 2008 to take advantage of other local venues such as the theater season and spring training. Discussion ensued regarding placement of the retail center in conjunction with Grand Avenue. Mr. Mason explained the need for a buffer from Grand Avenue. Mr. Mason also noted that there will also be a great opportunity for outdoor dining overlooking the Theatre Plaza and the park. In response to questions from Council regarding parking, Mr. Mason explained that there will be a significant amount of on-street parking along 83rdAvenue, along Washington Avenue, and at the Park-&-Ride lot. Mr. Mason reported that the Community Services Department is working to get the retail element defined and the park design that complements the plaza for the Community Theatre. It will create a space from the theatre door through the park to the retail center giving it an element of continuity and makes sense for all uses. Completion of the Retail Center is planned for Spring 2008. Mr. Mason reported that the Arizona Department of Transportation’s (ADOT’s) next phase will be to widen Grand Avenue to three lanes in each direction and add a median from Loop 101 down to between 84th and 85th Avenue. This will increase Peoria’s visibility and bring more people to downtown Peoria and Oldtown. Mr. Mason described Phase II of the retail development that is the Washington Street side: the old fire station, Fire Administration building and Lighthouse Church building. This is approximately 20,000 square feet of mixed-use, two-story development. This is planned for a year after the opening of the Osuna Park retail center. Another major element is 84th Avenue streetscape which is scheduled for completion late 2009. This will provide an entrance corridor into our City Hall complex and also another key entrance into the Oldtown area. Mr. Mason reported that at a recent Historic Preservation Commission meeting initiated plans for the Madison Street Historical District. The Commission discussed ways to identify historical elements. Many original buildings alone Washington Avenue have been covered up with stucco, some of the historical elements have been removed or lost. Thirty seven properties within this area have specific architectural elements and styles that can be emphasized as development, redevelopment, and the restoration of projects are expanded within Oldtown. The Madison Street District includes the Presbyterian Church and the Central School. Discussion ensued regarding the guidelines or age of the building that will be used to qualify as part of the historic downtown. Mr. Mason reported that the first step will be to speak to residents about the possibility of forming a Historic District. Over half of the residents must agree to the concept in order to establish a Historic District, and the City will develop specific guidelines for residents to qualify the buildings. Federal Renovation Grants may be available for homeowners that qualify. If there is not enough interest in a District, Staff will try to identify the issues and concerns and address them. Mr. Mason discussed the timeline for the projects. The SRP easement has to be completed before buildings or any type of improvements can be constructed in the downtown. The Women’s Club needs to be moved to accommodate parking and park renovation. City Departments and City Staff will work closely with the outside consultants and developers to get this done. In response to questions from Council, Mr. Mason advised that all the projects discussed today were budgeted in the Capital Improvement Project (CIP). He noted that some details outside of the projects such as unforeseen expenses would not be covered. Mr. Ellis commented that there are a number of projects in the downtown vicinity that will affect the development plans. Wal-Mart is coming to the area and another 100 acre high-quality mixed-use project east of City Hall and across from the Municipal Court is developing. Those projects are going to happen in the same general timeframe and they are going to have a huge effect on this area: more rooftops, residents and shoppers. It is going to create a lot of synergy. These developments are going to have a real beneficial effect on this area. Adjournment: Being no further business to come before the Council, the meeting was duly adjourned at 6:10 p.m. ____ __________________________________ John C. Keegan, Mayor ATTEST: ________________________________ Mary Jo Kief, City Clerk CERTIFICATION I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the Study Session Meeting of the City Council of Peoria, Arizona held on 17th day of October, 2006. I further certify that the meeting was duly called and held and that a quorum was present. Dated this 12th day of December, 2006. (Seal) Mary Jo Kief, City Clerk