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HomeMy WebLinkAbout09-09-08Minutes of the Called Town Council meeting held September 9, 2008 at 6:00 p.m. in the Council Chambers of the Municipal Building at 42 First Street, NW. There were present: Mayor Jeffrey S. Worrell Council: David L. Clark, Larry G. Clevinger, II, H. M. Kidd, Joel S. Burchett, Jr., Robert A. Bopp, Morgan P. Welker Staff: John J. Hawley, Town Manager Patricia Cruise, Clerk of Council John White, Economic Development David N. Quesenberry, Asst. to the Town Manager Others: P. Sean O’Neal Jennifer White James Holliday Mickey Seagle Jane Amburn Charles Wade Carol Wade Clark Payne Becki Gunn Pam Kirkner Fannie Collins Judy Ison Elrica Graham Janie Hurd Akers Robert A. Strenz Sheila D. Nelson Wally Brockmeyer Milton Brockmeyer Betty L. Kirkner Debbie Brown Betty Quesenberry Bob McKinney Jessica McKinney Melinda Williams, Press Mayor Worrell called the meeting to order at 6:00 p.m. Following roll call, Mayor Worrell advised that this was a Called Council meeting to discuss the Raymond F. Ratcliffe Museum. No other topics would be discussed. He added that while there would be two presentations, there was no Public Hearing. The Mayor advised that a long history was involved with the Raymond F. Ratcliffe Museum and the Fine Arts Center and the associated funding. He felt that in order to know how to proceed with the proposed expansion of the Museum, Council needed to know the history from its beginning to date. He asked Mr. Hawley to review the history. Mr. Hawley advised that part of the selection criteria from the last T-21 grant that was submitted in November of 2006 had been included in the packet. He reviewed some of the information in the packet including that a T-21 grant can only fund a Transportation Museum. The Museum addition will house many transportation related artifacts including Dr. Brockmeyer’s twenty foot by eighty foot model train and layout of the Town circa 1955, and a 1917 La France and a 1909 International fire engine. Additionally, a private collector may donate a fully restored 1936 Ford hearse/ambulance to the Town. The addition will create a venue for the preservation of critical artifacts of Pulaski’s role in transportation and its attendant development of manufacturing. The project promises to have a great impact on tourism in Pulaski and the New River Valley. Mr. Hawley advised that the site for the proposed Museum is adjacent to the Town’s historic district, near the renovated Railway Station and is on the Town’s walking tour. It is the one half acre out parcel that the Town retained in the sale of the Maple Shade Center. He advised that the five options for the Museum were stated in the copy of a report from October 19, 2006 included in the packet. Additionally included in the packet were Pulaski Museum Concepts drawn up by Wiley and Wilson Engineers. He summarized the financial aspects of completing the project including that a 20% match was required for the T-21 funds. Mayor Worrell inquired how much, if any of the 20% match could be in-kind services? Mr. Hawley advised that he would have to work with VDOT on that. In the past, the Town’s Engineering work had counted as in-kind services. He hoped that if the Town designed the project themselves or the County worked on the design, that it might be counted as a match. Next, Ty Kirkner addressed Council providing an update and overview of the project and showing a video of Dr. Brockmeyer’s basement and train mock up of the Town to be placed in the Museum. He advised that the building design would be simple and easy to maintain and energy efficient. (A copy of the power point presentation is included in the official minutes). Mr. Kirkner offered his services to the project as a licensed contractor, and in drawing preparation, bid packages, and any other way that he could help cut down on the time and funds that the Town would have to commit. He hoped that his work would count toward in-kind services. He opined that the cost to finish the project was approximately $640,000 for a 10,000 square foot building. Mayor Worrell inquired how Dr. Brockmeyer’s train display could be removed from his basement if Council went forward with the project. Mr. Kirkner explained the process. Mayor Worrell inquired whether the train display could withstand being moved twice if that needed to be done? Mr. Kirkner advised that it could be, however, he expressed concern for the plaster of paris sections and the fragile nature of some of the buildings. It would require some study before that decision could be made. Councilman Clevinger inquired whether the museum had acquired a 501c3 status? Mrs. Kirkner responded that it had been acquired. Next, Mayor Worrell called on Judy Ison, Executive Director for the Fine Arts Center to address Council. Mrs. Ison proposed that the Museum be located in the Rutherford building that the Fine Arts Center was renovating and work together to fund one building rather than have two separate facilities competing for funding. She reminded Council that she had played a major role in the transportation enhancement applications for the grants awarded to the Town for the Museum. Councilman Burchett arrived at 6:44 p.m. Next, Mr. Hawley summarized the available funding, noting that approximately $600,000 was available for construction. He noted that the T-21 grant requires a 20% match. Councilman Bopp inquired whether the state funding of $156,000 would have to be returned to the state if Council did not move forward with the project? Mr. Hawley was not sure what the state would require. He added that the Town received a letter dated August 12, 08 from Wade Chenault of the T-21 program advising that since there had been no financial draw downs since November 2001, the Town had to make a decision to either move forward on the project or release the funds within 45 days of receipt of the letter. Mayor Worrell inquired what would be involved in transferring the T-21 funds to the Fine Arts Center project and could it be accomplished within the 45 day time frame mandated by the state if that was what Council decided? Mr. Hawley advised that he felt the design of the project would have to go back to the original concept, where the Museum and the Fine Arts Center shared a building. He did not know if it was possible to complete the paperwork involved within the time limit. He had spoken with VDOT and they were expecting a detailed time line and costs by the deadline. Mayor Worrell interjected that he had been contacted by Pulaski County last week and they offered their assistance with the project. Additionally, Mayor Worrell inquired whether it was possible to do the building in stages? For example to finish the exterior of the building and then request grants to complete the interior? Mr. Hawley advised that he felt that according to the estimate provided by Ty Kirkner, he felt the project could be submitted by the end of the month. However, Council had to decide whether to go with Mr. Kirkner’s proposal or combine with the Fine Arts Center. A decision was needed by the next Council meeting. Mayor Worrell asked Mrs. Ison for the cost of her proposal? Mrs. Ison answered that their project was $1.1 million. Mayor Worrell noted that that price did not include the Museum. Mr. White was asked for any input he had. He responded that the Museum did have approximately $15,000 in an account to be used for operating. Additionally, funds would be coming to the Museum as a result of book sales for the Arcadia volume. He added that he felt both projects were excellent for the community and if the resources were available, both would be completed to the fullest extent. He did feel there was some urgency to make a decision and complete the project. He felt that there was some private funding available, but the citizens needed a decision from Council to serve as a signal that the project would be completed and it was a good time to make donations. Councilman Clark inquired whether the Fine Arts Center was going forward with their project whether the Museum project was included or not? Mrs. Ison responded yes. Councilman Clark confirmed with Mr. Hawley that a tremendous number of hoops would have to be jumped through in a short period of time to meet VDOT’s deadline. Mr. Hawley answered that it would be easier to complete the free standing building and still meet the VDOT deadline than it would be to try to combine the projects. However, if the projects were combined, Fine Arts Center staff would be available to cover both projects once they were completed. Mayor Worrell commented that he thought both of the projects are doable and were doable without becoming a burden on the citizens. But to be thorough, he pointed out that the other option was not to expand the Museum and not take the grant money. Mrs. Ison interjected that Mr. Hancock was available to go to Richmond and meet with VDOT and legislators and others in Richmond to help complete the project. Councilman Welker confirmed that the current cost for the Fine Arts Center project by itself was 1.1 million dollars. Mrs. Ison confirmed that figure, but added that the current project could be scaled back if the Museum project was joined with the Fine Arts Center project. She felt the price would then go up from 1.1 million dollars, but did not think it would be a lot. She added that they were not too far along with their plans that changes could not be made. Following more discussion, Councilman Bopp commented that he felt the Transportation Museum needed to be located as close to the current Train Station as possible. He inquired about maintaining the Train Station for the Museum and only building a free standing building large enough to display the Brockmeyer train set and the fire truck. Mayor Worrell said that was the original concept for the Museum and basically what was being discussed now with a little bit of variance. If Council decided on the free standing building, a future decision would be needed on what to do with the Train Station and the Museum that is there now. He added that could be decided later. Councilman Welker commented that it was important to save the train set and the transportation equipment and he hoped that Council could decide today. Councilman Clark felt it was imperative to preserve this heritage for the Town without burdening the citizens of the Town. Councilman Burchett apologized for arriving late to the meeting, but inquired how much money was required to finish the free standing building? Mr. Hawley advised that if the Town could meet the time line mandated by VDOT, and the bids came in as expected, the funding is available for the free standing building. Following more discussion, the Councilmen decided as follows: Councilman Burchett advised that he was leaning toward the outparcel project. Councilman Clevinger - preferred the joint building concept and liked the idea that people would need to walk across Town from the Train Station to view the Museum. They would see more of the downtown area that way. However, in this case, speed was needed to retain the grant, and it was more economically feasible to complete the project on the outparcel Councilman Clark, Councilman Kidd, Councilman Bopp, Councilman Welker and Mayor Worrell all wished to complete the project on the outparcel. Mrs. Ison inquired how the Town would compensate her for her work on the grant writing. Mayor Worrell acknowledged that the Fine Arts Center wrote the grants. However, at that time, the Town and the Fine Arts Center were working toward a joint project. He did not wish to speak for Council but thought that the Town would find ways to help with the Fine Arts Center project. Councilman Burchett interjected that perhaps, with the new County grant writer and the County’s offer to assist with the project, help in that area could be given to the Fine Arts Center in the future. Councilman Burchett moved to direct staff to proceed with the 10,000 square foot, free standing building on the Town out parcel. Councilman Clark seconded the motion and so carried on the following recorded vote: David L. Clark - Aye Joel B. Burchett, Jr. - Aye Larry G. Clevinger, II, - Aye Robert A. Bopp - Aye H. M. Kidd - Aye Morgan P. Welker - Aye At 7:30 p.m., Councilman Clevinger moved to adjourn, seconded by Councilman Clark and carried on voice vote.