Facilities Committee

Regular Meeting

Charleston, WV · October 21, 2019

Minutes

MINUTES FACILITIES COMMITTEE MEETING 5:00 P. M., OCTOBER 21, 2019 A/V CONFERENCE ROOM Jennifer Pharr, Chairperson, called the meeting of the Charleston City Council Committee on Facilities to order at 5:00p.m., OCTOBER 21, 2019, in the Audio/Visual Room in City Hall. Committee Members Present: Jennifer Pharr, Chair Ben Adams Brady Campbell Sam Minardi Shannon Snodgrass The Chairperson called the meeting to order. 1. Approval of Previous Minutes – Councilmember Adams moved to approve the minutes of the previous meeting on 9-16- 2019. Councilmember Campbell seconded. There was no objection and the minutes were approved. 2. UPDATE ON BASKETBALL TOURNAMENT 10-13-2019 – The Tournament was held at the Charleston Athletic Facility. Athletes from 7 states attended with 121 kids present. The Vice President of Big Shots said it was best event they had done all this fall, and immediately asked for a tour of the Convention Center. They then signed a letter of intent to hold 8 tournaments there over the next 3 years. 3. UPCOMING TOURNAMENT – MAY 2-3, 2020 – This will be the first Big Shots Tournament. They anticipate having 3-6 courts. Councilmember Minardi confirmed that the Board will still need to purchase the rims and floor. October 21, 2019 4. SAMANTHA CARNEY- SHAWNEE SOCCER COMPLEX PRESENTATION - Highlights of her presentation included:  Formally with the CVB, she has been with Shawnee since opening, July 10, 2017.  The complex can host softball, Little League baseball, baseball, football and soccer.  The have a staff of 5 full-time employees and 10 part-time.  They are beating last year’s hours booked (2,000 hours) with well over 3,600 hours.  Fields can be individually booked online at $45/hour.  They have usage agreements with middle and high schools. Councilmember Minardi asked if the Complex keeps the concession profits. Carney answered that it depends on the tournament, but in general, they keep the majority. Councilmember Snodgrass confirmed that the annual budget is $600,000 assuming no construction. 5. DISCUSSION Concerning Bill No. 7844, which will go to Council later in the evening, Councilmember Pharr stated that it would make processes more streamlined to be able to have more authority over the Convention Center. Mayor Goodwin added that the proposed bill will hold the Convention Center accountable to the Administration and Council. Councilmember Snodgrass motioned to adjourn the meeting. Councilmember Minardi seconded. Meeting adjourned. October 21, 2019

Agenda

Packet

CITY OF CHARLESTON West Virginia Council Member – AT LARGE Jennifer Pharr Facilities Committee, Chair PO BOX 1171 Charleston, WV 25324 Urban Renewal Committee Telephone: 304‐615‐7574 Planning, Streets and Traffic Committee jennifer.pharr@cityofcharleston.org TO: Facilities Committee FROM: Jennifer Pharr, Chair RE: Committee Meeting There will be a Committee meeting of Facilities on October 21, 2019 – 5:00 PM in the A/V Conference Room, City Hall, Room 308. The agenda will be as follows: APPROVAL OF PREVIOUS MINUTES 1. 9/16/2019 UPDATE ON BASKETBALL TOURNAMENT 10/13/2019 UPCOMING TOURNAMENT ‐ May 2‐3, 2019 at Coliseum & Convention Center SAMANTHA CARNEY ‐ Shawnee Soccer Complex Presentation About Their Operation *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., SEPTEMBER 16, 2019 A/V CONFERENCE ROOM Jennifer Pharr, Chairperson, called the meeting of the Charleston City Council Committee on Facilities to order at 5:00p.m., SEPTEMBER 16, 2019, in the Audio/Visual Room in City Hall. Committee Members Present: Jennifer Pharr, Chair Ben Adams Brady Campbell Shannon Snodgrass The Chairperson called the meeting to order. 1. Approval of Previous Minutes – Councilmember Campbell moved to approve the minutes of the previous meeting on 5-20-2019. There was no objection and the minutes were approved. 2. WV State Arts Office – Grant Opportunities/Application Process – Councilmember Pharr introduced Jenna Green who is the Cultural Facilities and Accessibility Coordinator. Green explained the Cultural Facilities and Capital Resource Grant, stating that it is a matching grant program for facilities that are used for arts/history. Examples would be a seat replacement project and construction/new building renovations. The Committee members received an example of an approved grant application to review. The applications are reviewed and scored by a panel of building experts. Based on the amount of funding available, the applications are usually funded from the top scoring down. An additional option is a Phase Project, where a project is funded over a 3-year period. These funds are awarded on July 1. An additional program is the Fast Track Program, which can be used for emergency repairs and ADA facility upgrades. It is a matching program with a $10,000 cap that can be applied for at any time. Councilmember Campbell asked for tips on high scoring applications. The Committee Chair has previously sat on a scoring panel. The application also has an explanation of the scoring categories. Councilmember Snodgrass asked if the City has ever applied to any of these grants. Green replied the City has not as far as she could find. From the audience, Councilmember Bays asked if there was a wait period for additional applications. Green answered that if the grant is under $100,000, there is no waiting September 16, 2019 Page | 2 of period. Otherwise, depending on how much over $100,00 the grant is for, the maximum wait time is 2 years. Councilmember Adams confirmed that the cap for the Phase Project is $750,000 over the 3 years. Councilmember Adams asked how many applications they receive. Green answered that last year they received about 20 with 8 being funded. 3. Discussion of Convention Center and Municipal Auditorium Tour The Committee agreed that the tours were immensely helpful. Councilmember Snodgrass stated that the Municipal Auditorium is in desperate need of repairs/upgrades. Councilmember Pharr suggested they might want to conduct a feasibility study of how the facility could best be used given its historical restrictions. Mayor Goodwin stated that there is a report that the Administration can share with the Committee. Councilmember Pharr stated that she thought the Committee should tour Cato Park. Councilmember Snodgrass suggested that they request a list from the Administration of properties they would like the Committee to examine. Councilmember Campbell suggested that the Committee have a standing meeting to visit one of these properties. Councilmember Snodgrass motioned to adjourn the meeting. Councilmember Campbell seconded. Meeting adjourned. September 16, 2019 Page | 3 of