STAFF REPORT

Operations Committee, December 6, 2007

Approval of the Program Plan for Cary Community Arts Center (PR08-11)
Consideration of approval of the Program Plan for Cary Community Arts Center (Old Cary Elementary)
Speaker:  Ms. Mary Henderson

From: Mary G. Henderson, Director, PRCR

Prepared by:  Doug McRainey, Parks Planning Manager
Approved by:  William B. Coleman, Jr., Town Manager
Approved by:  Benjamin T. Shivar, Assistant Town Manager

Introduction

The Parks, Recreation and Cultural Resources Department (PRCR) has completed the programming planning phase for the Cary Community Arts Center.  A Program Document Report (html) is attached to this staff report for Town Council review.  As previously approved by Council in 2006 with the Town Center Civic & Cultural Arts District Study, Old Cary Elementary School was recommended to be renovated into a community arts center.  The Civic & Cultural Arts Study provides the framework for implementing a cultural arts district within downtown Cary.  The purpose of the study was to build on the significant amount of work undertaken to date and to evaluate, plan and implement new civic and cultural arts facilities in downtown Cary, combining these facilities in such a way as to create an overall cultural district.  As previously listed in staff report PR07-27, the goals of the Cary Community Arts Center are to:

• Provide accessible and affordable performance, exhibition, rehearsal, education and work spaces to support the growth of local and regional arts organizations and cultural groups, as well as Town-sponsored programs.
• Provide a broad spectrum of activity that will encourage community participation as well as stimulate increased activity and interest in Downtown.
• Encourage educational programs, partnerships and activities for regional school children.
• Operate on a sound financial basis to ensure a sustainable annual funding requirement.

Public Input

In April 2007, Clearscapes, a Raleigh architectural firm specializing in renovation projects, was hired to complete the project.  The programming planning phase for Old Cary Elementary was officially begun in May 2007.  The initial inventory phase included a series of focus group meetings in June 2007, which included over 15 cultural arts-based user groups.  As recommended in the Civic and Cultural Arts District Study, the Cultural Arts Committee served as the project steering committee and reviewed the progress of the program plan during strategic points of the planning process.  At three different committee meetings the plan was presented to the committee for input and direction.  Also, two public meetings were held during the programming phase and were attended by over 150 citizens.  Input from the public and user groups forms the basis for the programming recommendations.  The following is a summary of input received:

• Provide classrooms and open studio space for visual arts instruction.
• Provide visual arts exhibit space.
• Allocate program by discipline vertically throughout the building.
• As far as practical match program and activities to existing room configurations.

• Provide rehearsal and performance spaces for theater, music, and dance. This was a major issue for all the groups and came up in all of the focus group meetings.  Not only is there a need for rehearsal space, but there is a need to accommodate multiple rehearsals at one time.
• Provide a professional-quality performance theater space with a full fly tower, great acoustics and sufficient flexibility to accommodate theater, music, dance, opera, film, speakers and other events.  Provide dressing rooms, green rooms, prop storage, and scene and costume shop space to support the theater and in close proximity to the stage/theater.  The dressing rooms should be sized appropriately to accommodate the projected use of the theatre for Applause!, the Town’s youth theatre, which has had shows that included as many as 50 performers.  The theatre should also have a loading dock, storage, marquee advertising space, sound booth and control in and out, and workable concession area.
• The two public meetings that were held provided interesting perspectives illustrating the significance of the building to Cary’s history and its continued relevance to downtown.  In the public’s view, character matters for this building.  This building is an important symbol for the Town of Cary and this project needs to reflect the unique history and character of this place. As such, the primary character description of the new renovation is to provide updated community arts facility steeped within the history of the original school.  Historic details from the school (possibly including some artifacts salvaged from it) should be incorporated into the design.

Proposed Program Plan for Old Cary Elementary

The existing Old Cary Elementary School building provides approximately 45,000 square feet of potential program space. The major areas/issues that were that were developed are outlined below and are covered in greater detail in the Executive Summary of the attached Program Document Report from Clearscapes.  These include the programmed space for the classroom portion of the existing building, recommend-ations for the new theatre space, issues related to the historic cupola, site and parking issues and incorporation of public art within the future Cary Community Arts Center.

Programmed Space

• Visual and performing arts classroom space will be provided on all three levels of the building while maintaining the double-loaded corridor layout of the original school.
• Storage needs are strategically located throughout the building.
• Significantly expanded lobby including opening the space to the second floor and incorporating a monumental staircase to connect all three levels of the building.  This lobby is designed to create space that will serve as an impressive entrance into the facility and provide space for audiences gathering for performances, art openings and general circulation for the facility.
• Throughout the building, space currently holding lockers will provide exhibit space, storage, seating or additional instructional space.
• Restroom facilities will be expanded on all three floors.

Theatre Space

• 399 fixed seats with the potential for an orchestra pit.
• Full fly tower to provide maximum multiple use opportunities for the space.
• Expand the stagehouse twelve feet to the southern property line.
• Improved sight-lines and handicapped accessibility.
• Loading dock to serve the theatre and the building as a whole.
• Dressing rooms and storage.

The ability to develop a professional theatre space presented the most difficult design challenges for the architect.  In order to minimally meet the theatre space requirements, it will be necessary to expand the building 12’ to the southern property line adjacent to the current Cary Elementary School.  This recommendation was included in the Civic and Cultural Arts District Study and planned for with the development of the new school (current Cary Elementary).    The renovation of the classrooms plus this expansion is considered Option 1.

Due to the Option 1 limitations of the stage house and lack of rehearsal space, several additional options were pursued and analyzed during the public input process.  An Option 2 was developed for consideration that meets the programming needs expressed both in previous plans and throughout the programming meetings.  Option 2 includes an approximately 5,000 square foot addition to the west side of the existing auditorium.  This addition would be on two levels corresponding to the lower and main levels of the current building.  It addresses several limitations not met with Option 1 as noted below:

• Provide for a larger stage including wing-space that will allow for full theatrical productions as well as mid-sized music ensembles and dance companies.
• Dressing rooms could be accommodated in the addition that would meet the space requirements for productions with a larger number of performers such is typical of Applause! Youth Theater and other community productions.
• Additional storage would be available for stage equipment and musical instruments.
• The lower level would allow for the construction of purpose-built rehearsal space with the characteristics suitable for music rehearsals (larger volume of space).  This type of space is not currently available and could also be used as multi-purpose space.
• Provide for loading dock space separate from direct loading onto the stage which improves efficiency of the building.
• Enhance building connectivity.  Without the addition the only connection between backstage and the rest of the building would be through the audience chamber.
• Allow for handicapped accessibility throughout the audience without sacrificing seating.

Cupola

Although never constructed, the original design for Old Cary Elementary School building (built in 1938) included a cupola to be constructed atop the roof. As designed, the cupola would be forty-seven feet in height.  While Clearscapes has provided a preliminary cost estimate for this feature, there has not been any substantive study done to determine a realistic figure or feasibility.  Public input produced a variety of opinions about whether or not the cupola, or some form representing a cupola, should be considered for construction as a part of this project.  Staff does not believe enough information has been gathered to make a realistic recommendation at this point and would like the opportunity to further study this option.  If it appears to be a realistic possibility then staff would bring back funding recommendations and options. Potential benefits of further consideration include:

• Would further enhance the building’s prominent position at the end of Academy Street and provide a dramatic visual termination point.
• Would provide an opportunity to bring daylight into the center of the building by opening the ceiling on the upper level directly to the cupola further highlighting the proposed two-story public entry lobby.
• Would provide a beacon for the facility at night.
• Potential public art project.

Site and Parking

Given the importance of the façade to the historic character of the community, the renovation of the existing building will include the repair and selective restoration of the exterior historic façade of the building as viewed from Academy Street, Dry Avenue, and Kildaire Farm Road. The building and site’s visual prominence as approached from Walnut and Academy Streets were noted. Exterior improvements will include:

• Repair and restore the historic façade including returning the columns to their original dimension.
• New handicapped accessibility from the front of the building while minimizing any visual intrusion on the historic façade.
• Maintain open space to the north and east for outdoor programming and public use.

The desire to preserve as much of the original site to the north and east (as described above) limits, however, the possibility of providing the required parking within the property boundary.  Additional parking will be accommodated along the streets around the new Town Square, along Kildaire Farm Road as well as the potential for sharing with the adjacent new Cary Elementary School during off hours.  Despite this, an additional parking lot will be required.  As proposed in the Civic and Cultural Arts District Study, both Clearscapes and staff recommend locating an additional temporary parking lot along the property to the eastern side of Town Square.  Additional study and investigation will be required during the Schematic Design Phase, particularly for compatibility with the Streetscapes Project. 

Public Art 

As previously approved, a public art master plan for the facility will be developed within the scope of this renovation as well. A team of three artists has been hired and is currently working with the design team to define a public art plan for the facility. Several opportunities for integrated art within the renovation work will be determined and implemented within the project scope. Providing this work within the construction of the renovation will allow for effective use of building resources to celebrate the mission of the facility.

Cost Estimates for the Renovation of Old Cary Elementary

Based on the Program Plan described above, two options along with cost estimates have been developed. Each of the cost estimates includes the expansion of the stagehouse. Option 2 includes the proposed addition to the west side of the building along with additional design fees.  The Program Plan Document includes more detailed cost estimates.  The cost of each option is outlined below:

Option 1 Total (Includes 12’ stagehouse  expansion)

• Classroom Building                                                                      $ 8,200,000

• Existing Auditorium House                                                           $ 1,375,000

• New Stage with Fly Loft                                                                $ 1,150,000

• Theater Systems                                                                          $ 1,167,000

• Site Development                                                                         $ 2,420,000

                                                                                   Subtotal       $ 14,312,000

Contracted Service Fees

• Current Design Fee                                                                         $ 843,875

• Construction Administration Fee                                                     $ 359,225

                                                                                   Subtotal         $ 1,203,100

                                                                             Grand Total       $ 15,515,100

Option 2 Total (Includes both stagehouse expansion and addition on west side)

• Classroom Building                                                                      $ 8,200,000

• Existing Auditorium House                                                           $ 1,375,000

• New Stage with Fly Loft                                                                $ 1,150,000

• New Two-Story Side Addition                                                       $ 1,250,000

• Theater Systems                                                                          $ 1,167,000

• Site Development                                                                         $ 2,420,000

                                                                                   Subtotal       $ 15,562,000

Contracted Service Fees

• Current Design Fee                                                                         $ 843,875

• Current Construction Administration Fee                                        $ 359,225

• Additional Services Fee                                                                   $ 129,000

                                                                                   Subtotal          $1,332,100

                                                                             Grand Total       $ 16,894,100

Advisory Boards Review

On October 16^th, 2007, a joint meeting was held between the Parks, Recreation and Cultural Resources Advisory Board and the Cultural Arts Committee.  Staff presented the proposed Program Plan and recommended the approval of Option 2 with a cost estimate of $16.8 million.  It was explained that other options for increasing programming space were considered, including excavation under the audience seating area, raising the roof over the audience area, creating rehearsal space under the new stage.  All of the options represented significantly higher construction costs.  Given that a modest addition significantly increases the building’s use and viability and it remains within the current total projected budget, it was believed that this approach provided the type of facility that will serve the community’s needs.  In addition, it was recommended that additional plans for off-site parking be considered as well as further analyzing the design and cost issues related to the cupola. Both the Cultural Arts Committee and the Advisory Board unanimously approved staff’s recommendations.

Fiscal Impact

Operating Impact:  Per the Town Center Civic and Cultural Arts Study approved in July 2006, the renovated Cary Elementary facility is estimated to generate $980,000 in program revenues and $1.3 million in operating costs yielding net operating cost estimates of $320,000.

Funding:  To date, a total of $1,300,000 has been appropriated for design costs associated with the renovation of Old Cary Elementary (PR1109)   The FY08 CIP included a recommended construction budget of $15.8 million for FY09. Total projected budget for the project is $17.1 million.

It is currently anticipated that the project will be put out for bid in December 2008.

Staff Recommendation:  Staff recommends the following:

• Approval of the Program Plan including Option 2 that provides for an approximately 5,000 sq. ft. addition on the west side of the building for theatre and rehearsal space as well as a 12’ expansion to the south;
• Approval to develop and design plans for additional off-site parking; and,
• That staff and Architect continue to review and analyze design and cost issues related to the installation of a cupola.