Facilities Committee  — Charleston, WV
Date: 2020-02-03
Time: 17:00

CITY OF CHARLESTON
 West Virginia
 Council Member – AT LARGE

Jennifer Pharr Facilities Committee, Chair
3 Lambert Place Unit #3 Urban Renewal Committee
 Charleston, WV 25314 Planning, Streets and Traffic Committee
Telephone: 304‐615‐7574
jennifer.pharr@cityofcharleston.org




TO: Facilities Committee
FROM: Jennifer Pharr, Chair
RE: Committee Meeting


 There will be a Committee meeting of Facilities on February 3, 2020 – 5:00 PM
 in the A/V Conference Room, City Hall, Room 308.

The agenda will be as follows:

Approval of Previous Minutes

 1. 1‐21‐2020

Continued Discussion of Municipal Auditorium

Adjournment




 *Meetings may be recorded and broadcast via internet https://charlestonwv.civicclerk.com

JP/ns




 City Council | 501 Virginia Street, East | Post Office Box 2749 | Charleston, West Virginia 25330
 www.charlestonwv.gov | 304.348.8179 | 304.348.8038 fax

CITY OF CHARLESTON
 West Virginia
 Council Member – AT LARGE

Jennifer Pharr Facilities Committee, Chair
3 Lambert Place Unit #3 Urban Renewal Committee
 Charleston, WV 25314 Planning, Streets and Traffic Committee
Telephone: 304‐615‐7574
jennifer.pharr@cityofcharleston.org




TO: Facilities Committee
FROM: Jennifer Pharr, Chair
RE: Committee Meeting


 There will be a Committee meeting of Facilities on February 3, 2020 – 5:00 PM
 in the A/V Conference Room, City Hall, Room 308.

The agenda will be as follows:

Approval of Previous Minutes

 1. 1‐21‐2020

Continued Discussion of Municipal Auditorium

Adjournment




 *Meetings may be recorded and broadcast via internet https://charlestonwv.civicclerk.com

JP/ns




 City Council | 501 Virginia Street, East | Post Office Box 2749 | Charleston, West Virginia 25330
 www.charlestonwv.gov | 304.348.8179 | 304.348.8038 fax

 Page | 1 of
 MINUTES
 FACILITIES COMMITTEE MEETING

 5:00 P. M., JANUARY 21, 2020

 A/V CONFERENCE ROOM

Jennifer Pharr, Chairperson, called the meeting of the Charleston City Council
Committee on Facilities to order at 5:00p.m., JANUARY 21, 2020, in the Audio/Visual
Room in City Hall.

Committee Members Present:
Jennifer Pharr, Chair
Ben Adams
Adam Knauff
Shannon Snodgrass



The Chairperson called the meeting to order.



 1. Approval of Previous Minutes –
Councilmember Knauff moved to approve the minutes of the previous meeting on 10-
21-2019. Councilmember Snodgrass seconded. There was no objection and the
minutes were approved.


 2. PRESENTATION FROM THE STATE HISTORIC PRESERVATION OFFICE –
Councilmember Pharr introduced Susan Pierce and Jennifer Brennan. Pierce stated
that since the Municipal Auditorium is listed in the Historic National Register, there are a
variety of programs that may be available, such as the Survey and Planning Grant and
the Development Grant. The City would be eligible for a 70/30 matching grant.

Brennan stated that the City could receive up to a 45% tax credit on eligible projects, so
they could receive $45,000 in tax credits for every $100,000 spent. Eligible projects
include: repairs to roof or foundation, painting, plumbing, electrical etc. There have been
some instances in which cities have entered into a partnership in which the partner
receives the tax credits. Tax credits and grants can be combined. All projects must
comply with the Secretary of the Interior’s Standards for Registration and SHOP
National Register Guidelines. Each project is assigned a monitor to work closely with
the property owners. Grants are typically given for projects involving roofs, foundations,
electrical updates, plaster repair, et. Pierce also informed the Committee of a grant
program specifically for cultural facilities for HVAC updates, seating, etc.


 October 21, 2019

 Page | 2 of
Councilmember Snodgrass asked, given the magnitude of the scope of work that it is
needed for the Municipal Auditorium, what options does the City have since it is on the
National Historic Registry. Pierce replied that the options of repairing, selling, donating,
etc. were all available to the City. The only restriction would be if CDBG funds were
used for a project, which would require a review. Any demolition of a building on the
Historic Registry would require a review from the Historic Landmark Commission.

Councilmember Pharr asked what elements of the Municipal Auditorium are historic and
need to be preserved. Pierce answered that mostly the front façade and the lobby
railings would be considered historic. Backstage areas and seat configuration for ADA
compliance would be allowed.

Councilmember Pharr asked what some of the larger matching grants were that have
been awarded. Pierce and Brennan answered that the top is typically $80,000 which
would depend greatly on the scope of the project. If a project can be broken up into
smaller sections to be done over a period of time, then that will most likely be their
recommendation. They noted that federal grants can not be used to match each other.

Pierce recommended an addition to the rear of the building to increase space for the
performers. Pharr confirmed that additional bathrooms with ADA compliance were also
possible. Mayor Goodwin added that when Harry Connick Jr. played at the Municipal
Auditorium, he noted that the acoustics and sound were the best, but the
backstage/shower area was not desirable. Brennan also mentioned that their office is
available for site visits with property owners who are considering applying.

Snodgrass asked if there had ever been a cost survey on the repairs needed for the
Municipal Auditorium. Acting Director of the Charleston Coliseum & Convention Center,
Jim Smith, answered that they had developed a Master Facility Plan with priorities. The
Roof repair estimate was around $800,000. Councilmember Knauff asked if they had a
wish list beyond the list of priorities given to the Committee. Smith answered that it
would basically be everything in the Master Facility Plan.


 3. DISCUSSION: MUNICIPAL AUDITORIUM –

City Manager, Jonathan Storage, added that the operation of the Municipal Auditorium
is run through the General Fund. According to City Code, a portion of every tax sale
goes into a special Capital Improvement Fund for both the Coliseum and Convention
Center and the Municipal Auditorium. Currently, that fund is around $162,000. The
Administration proposed that the top priority should be the replacement of the fire alarm
system. The current system is not in compliance with current City code, so added fire
staff/equipment are needed during events to ensure proper fire safety. The estimated
cost of $144,750 would fit within the available funds. The other proposed priorities of
sidewalks, building management system, roof system, interior walls, will likely be long-
term projects depending on the determined purpose of the building. Councilmember
Snodgrass asked what is the current overall operational cost of the building versus the



 October 21, 2019

 Page | 3 of
revenue. Smith offered to create a document for the Committee that will show accurate
numbers.
Storage added that the Municipal Auditorium will be an ongoing discussion for the
Committee. He encouraged the Committee to consider the recommendation that the fire
system upgrades be immediately done. While the purchase would ultimately go to the
Finance Committee, it would do so with the approval of the Facilities Committee and the
Coliseum and Convention Center Board. Councilmember Knauff confirmed that the Fire
Department supports the upgrades.

Councilmember Snodgrass asked how the Board viewed the Auditorium. The President
of the Board, Carrie Fenwick, said that their attitude is similar to those expressed in the
meeting. Personally, she thought that if the Municipal Auditorium was closed, there
should be a partnership with the Clay Center. She did agree that the fire system was an
immediate need to be addressed. Councilmember Jenkins confirmed with Smith that at
least a year would be needed if the Auditorium was to be closed. He added that the City
is put into a liability situation without the fire system upgrades.

Councilmember Pharr proposed to take continue the Municipal Auditorium at the next
regularly scheduled meeting.




Councilmember Snodgrass motioned to adjourn the meeting. Councilmember Minardi
seconded.




 October 21, 2019

 Page | 4 of
Meeting adjourned.




 October 21, 2019

 Page | 5 of

MINUTES
 FACILITIES COMMITTEE MEETING

 5:00 P. M., FEBRUARY 3, 2020

 A/V CONFERENCE ROOM

Jennifer Pharr, Chairperson, called the meeting of the Charleston City Council
Committee on Facilities to order at 5:00p.m., FEBRUARY 3, 2020, in the Audio/Visual
Room in City Hall.

Committee Members Present:
Jennifer Pharr, Chair
Ben Adams
Brady Campbell
Adam Knauff
Sam Minardi
Shannon Snodgrass



 1. Approval of Previous Minutes –
Councilmember Snodgrass moved to approve the minutes of the previous meeting on
1-21-2020. Councilmember Campbell seconded. There was no objection and the
minutes were approved.




 2. Continued Discussion of the Municipal Auditorium –
Councilmember Pharr stated that during their last meeting, the Committee was
discussing what repairs needed to be done to the facility. She introduced Acting Director
of the Charleston Coliseum and Convention Center, Jim Smith, who distributed a
financial report to the Committee. Smith explained that the report contained revenues
versus expenses for the facility over the past 2 years, which is typically how they
forecast upcoming and projected revenues and expenses. He added that, if it was
decided to close the Municipal Auditorium, the 3 full-time employees would need to be
absorbed into the Convention Center Budget. With those employees included, over the
past 2 fiscal years, the revenue versus operating expenditure difference is about
$192,000. Without those employees, that number is about $28,000. Smith added that
the 80 days of usage for the facility is mostly during April, May and June. He asked the
CVB to examine the economic impact of the Auditorium for 4 of the larger live shows,
that number was determined to be $743,293.



 February 3, 2020
Tim Brady, of the CVB, added that their conservative impact calculations were based on
the number of tickets sold and assumptions that include out of town versus local visitors
and what they are likely to spend on hotels, restaurants, etc. He also mentioned an
ongoing discussion of bringing in a 3rd party booking and marketing agency that may be
able to give them a better idea of what they would be able to book for the Municipal
Auditorium.

Snodgrass asked how the 3 employees assigned to the Auditorium are utilized when
events are not occupying the facility. Smith answered that the staff is shared with the
Convention Center. Snodgrass stated that, based on those numbers, the return of
investment for improvements to the Municipal Auditorium would be slow if ever. Smith
added that the Master Plan developed by the Director of Planning, Dan Vriendt, had a
5-year plan of addressing priorities. Snodgrass asked if the events could be absorbed
by the Convention Center. Smith answered they would have to find a way, primarily
because of the economic impact of those events. This would most likely involve
partnering with smaller venues such as the Little Theatre and the Clay Center. Smith
added that, based on projections, this would be a record setting year for the Municipal
Auditorium.

Councilmember Adams confirmed with Smith that the Auditorium operates 80 days/year
and the Convention Center roughly 120-180 day/year. Councilmember Adams
expressed concern over potentially missing out on larger shows by absorbing the
smaller ones from the Auditorium. Smith added that the Municipal Auditorium has
optimum seating for these groups that may not want to move to a larger venue like the
Convention Center. Snodgrass asked what the seating capacity for the facilities were.
The Clay Center is 1,850, 3,500 for the Municipal Auditorium and the Cultural Center is
72,000.

Smith added that when they began to explore renovating the former Civic Center, they
considered eliminating the Little Theater. They were advised by their consultant to keep
it, because to build a similar property from scratch would be an exorbitant cost. It also
helps to make the Convention Center a unique property that is a convention center,
arena and performing arts facility.

Councilmember Snodgrass asked if the Convention Center Board had formed an
opinion over what should be done with the Municipal Auditorium. Mayor Goodwin
answered that the discussion is not new. Moving forward, she would like to see what a
3rd party booking and marketing agency would have to say if the Board should approve
that. The return on investment must be for more than 80 days. Brady added that he
believed that 2 companies will be interested in making presentations to the Board. He
believed that the Committee should consider their opinion on what they will be able to
do with the Municipal Auditorium. As a member of the Board, Councilmember Minardi
added that the companies will give their bids and a presentation on the total scope of
what they can do with the 2 facilities. They will likely have a better opinion on what to do
late spring/early summer.




 February 3, 2020
Councilmember Pharr stated that during the last meeting, the Committee also discussed
the fire safety upgrades for the Municipal Auditorium. She confirmed with Smith that the
estimated cost will be $144,000. City Manager, Jonathan Storage added that it is the
least costly of the major, significant safety repairs. Councilmember Pharr asked how
long that repair is projected to take. Dan Brown, Facilities Superintendent, answered
that they would need to first get bids which would include a time frame. Councilmember
Minardi asked what kind of economic impact a 2-week basketball tournament would
provide. Brady answered that 2 weeks of high school basketball is 10 million in
economic impact.

Storage added that whatever the results come back from the 3rd party agencies, there
should be significant community engagement and education. Councilmember Pharr
expressed concern over having an operational facility with sub-optimal fire safety
equipment. Chief of Staff, Matt Sutton added that the Fire Department and Fire Marshall
are comfortable with the current situation, otherwise they would shut it down.

Councilmember Pharr suggested having Mountain Stage tour the Auditorium for their
input and see if they would be interested in moving their shows. Sutton responded that
he would guess they would rather keep their shows in a smaller, more intimate setting.
From the audience, Councilmember Bays added that she has spoken with them, and
one of the biggest concerns is that everything is do-it-yourself, in that the performers are
responsible for ticketing, merchandise, etc. They suggested that the Committee speak
with the Stagehand Union for their opinion on what could be done to the facility.
Councilmember Knauff confirmed with Smith that this opinion would be of interest to him
and his staff since the union already works independently in all of their facilities.
Councilmember Snodgrass and Smith discussed the fact that the list of improvements
put before the Committee didn’t include things that would obviously attract acts such as
improved acoustics, ADA compliant bathrooms and an updated point of sale system.

Councilmember Bays asked Smith about the rental fees for the Auditorium. Smith
answered that typically the rent is capped at $4,200 which would include expenses such
as stagehands and extra fire safety personnel. Deals also vary depending on capacity
of the show, the guarantee for the artist, etc. Knauff confirmed with Brady that, in his
opinion, any consultant would give an honest opinion on what they think could be done
with the Municipal Auditorium.

 3. Miscellaneous
Mayor Goodwin told the Committee that the Administration will be asking them to give
their input on some other City-owned buildings. She reminded them that since the City
is responsible for those buildings’ upkeep, such as replacing HVAC systems and paying
gas and electric bills. Councilmember Pharr asked how many maintenance repair
requests were received in 2019. Storage said the number of requests is staggering. He
added that the buildings are a huge financial burden to the City. For example, in March
of 2019, the natural gas bill for Roosevelt Community Center was $15,000.
Councilmember Snodgrass asked the Administration to give the Committee a list of the
10/15 top buildings they felt had viable alternate options.



 February 3, 2020
Councilmember Knauff motioned to adjourn the meeting. Councilmember Minardi
seconded.

Meeting adjourned.




 February 3, 2020