Clyde A. Haulman, Mayor September 20, 2013 Paul T. Freiling, Vice-Mayor. D. Scott Foster Municipal Building

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1 Clyde A. Haulman, Mayor September 20, 2013 Paul T. Freiling, Vice-Mayor Friday Judith N. Knudson 2:00 p.m. D. Scott Foster Municipal Building Douglas G. Pons 401 Lafayette St. 3 rd Floor Conference Room CITY COUNCIL CITY OF WILLIAMSBURG WORK SESSION AGENDA 1. Roll Call 2. Stryker Center Project 3. Adjournment

2 September 2013 Revision 4-9/18/13 Stryker Center Concept Critical Conceptual Program Elements Site Program Elements Locate building on existing Stryker site. Give primary consideration to fronting on the City Square Green and Library Plaza and creating an urban edge along N. Boundary Street unless compelling alternative design is developed. If facing Green, align main (grand) entrance on axis with main entry of the Library across the square. If not, provide compelling rationale for entrance location. Ensure all public entrances to building are clearly evident and inviting. Site building to conserve as much of the site as possible for future expansion toward Lafayette Street. Show how building could relate to future expansion of this building, the police building, or the construction of other city building(s). Provide vehicular access to building on existing streets and driveways. Pedestrian access to the building must work easily from the adjacent parking lot and from the Parking Terrace, including integrated handicap access. Improve upon existing stormwater detention on site for a net environmental upgrade. Landscape and hardscape the site seamlessly with existing City Square landscaping and hardscape. Provide select areas that allow enhanced plantings. Consider all or part of the walk across the Library Plaza under cover. Facilitate easy movement and visual connection from outside spaces into the interior of the building to create an openness and sense of welcome. Exterior Program Elements Provide high performance building envelope which will give excellent thermal performance for high comfort and low operating cost. Favor pitched vs. flat roofs for long term maintenance/reduced maintenance. Use high quality exterior and roofing materials and finishes as befitting a major public building and that minimize maintenance costs. Evaluate accommodating possible future expansion upwards as well as outwards. 1

3 To the extent possible, consider ways to support events like Occasion for the Arts in the siting of the building and the design of the exterior. Incorporate covered outdoor areas to provide areas of respite from the weather. Exterior Design Elements Develop a philosophy of exterior design with the architect that: Makes this building a focal point of City Square. How does the building contribute to the look and feel of City Square and of downtown? Ensures the mass and scale of the building is appropriate for City Square. Maintains the tradition of Williamsburg sensitive contemporary design present in City Square. Distinguishes this building from the city's suburban periphery and from the Historic Area and Merchants Square. Emphasizes the importance of a design that will stand the test of time. The building design inside and out should not look like a bank or an office building, but have a distinctly municipal/public building aesthetic. The building design should respect the history of the existing site. Interior Foyer/Exhibition Space Program Elements Join main entrance directly to a large Foyer/Exhibition/pre-function space. Foyer/Exhibition space should be easily visible, attractive, and inviting from the outside. Foyer/Exhibition space should double as a flexible, changeable library/city exhibit space, and as a reception area. It should serve as a hub of the building. Natural light during day and dramatic lighting at night should be a key feature. Provide sufficient Exhibition and Reception space to accommodate the types of exhibitions the Library hopes to attract. Allow direct and visually open access from Foyer/Exhibition space into the Council Chamber. Make the approach to the Council Chamber open and welcoming. Allow direct and visually open access from Foyer/Exhibition space into other meeting rooms. Provide station on the Foyer/Exhibition space from which Library program services staff can monitor activities in that space. (covered in library program) Provide pre-function space for activities that may be taking place in the main building function spaces. 2

4 Provide space to accommodate the City s desire to tell the story of the more recent history of the City of Williamsburg. Acoustics should be carefully considered in this space to enhance usability. Interior Council Chamber/Auditorium Space Program Elements Design Council Chamber as the focal point and signature space of the building, specifically designed for use by the Williamsburg City Council, but also by bodies such as the School Board and Planning Commission. Careful attention must be given to many design features necessary for effective interaction at local governing body public meetings (acoustics, visibility, video production and broadcasting, graphic and PowerPoint presentations, wifi access, speaker (open forum and staff presentations) orientation, awards presentations, public ingress and egress during meetings). The entrance to the Council Chamber should celebrate its function as the hub of representative City government. Provide City Council Chamber with permanent seats, plus perimeter space for additional temporary seating or standing room. Strike right balance so that lightly attended meetings are not lost in the space. Design Council Chamber to accommodate, enable, and encourage other community uses (lectures, panel discussions, concerts, etc.). Design Council Chamber to ensure capability to broadcast on Channel 48/46 any City and community uses of the space. Acoustics should be carefully considered in this space to enhance usability. Interior Council/Board Work Room Program Elements Provide a broadcast and video equipped City Council work session room (also for use by PC, ARB, School Board, etc.) with direct access to both Council Chamber and to the Foyer/Exhibition space. Provide monitors so this space can serve as overflow space from Council Chambers. Allow community use when not scheduled for governmental use. Provide presentation technology and broadcast capability sensitive to speaker and audience needs. 3

5 Interior Library Meeting Space Program Elements Create a seating hierarchy of meeting/presentation/auditorium space in the Municipal Center: Library Large Auditorium 267 seats Stryker Center Council Chamber seats Provide, in addition to Council Chamber and Council Work Session space, three additional, well-appointed and acoustically sound, public meeting rooms of various sizes with easy access to the Foyer/Exhibition space. Equip for video presentation and occasional video broadcast. Create a square footage hierarchy of flexible public meeting space in the Municipal Center: Community Building- Combined 2525 Large Room 2150 Stryker Center- Foyer & Large Room 3000 Foyer 1650 (Stryker square Large Room 1350 footage for Council Work Room 800 discussion) Medium Room 650 Small Room 350 Though not within the scope of this project to provide the technology itself, provide the means to facilitate installation of new broadcast technology in existing Library auditorium for better connection that will integrate with what is to be provided in the new Stryker Center. Interior Library Office Space Program Elements Provide Library with office space and work room for five Regional Library staff: Director, Deputy Director, Finance Director, Finance Coordinator, and Admin Services Coordinator. Provide sufficient office space for Regional Library administrative staff growth (10-20 years). Incorporate small meeting space in library office space, but also with access for public use. Provide a workstation facing onto the Foyer from which Library program services staff can manage activities in the building. 4

6 Ensure Library Administrative Staff are an important element of the life of the building greeters, gatekeepers, and that they can effectively visually monitor activity within the building. Interior Support Space Program Elements Provide supporting restrooms, kitchen, storage, coat closets, mechanical room, and video/audio control room. Provide excellent HVAC system which is efficient and compatible with other city systems, and that is tied into (and controlled by) the city s control system. HVAC system should give individual control over the major program spaces within the building to facilitate flexibility in the use of the building as well as energy savings. System should also be able to easily adjust to varying sizes of occupant loads for each of these spaces. HVAC system should be designed to minimize air noise in major program spaces to assure effective space use unimpeded by disruptive air noise. While museum level humidity control is not required, the HVAC system should be able to accommodate the wide variety of people loads and building uses while maintaining humidity within an acceptable range. Lighting within the major program spaces should be designed for flexibility of use and should include dimmable lighting controls. General Interior Space Program Elements Achieve LEED certification. Provide high quality durable finishes throughout. Consider the ability of building facilities to support events like Occasion for the Arts. Other Program Elements Any future expansion should be organized in such a way that it will function in an integrated way with the first portion of the building, and not feel like an addition. Should other interior space be included leased space, etc. (covered elsewhere) Role of existing Stryker Building. 5

7 Excerpt from City Council Minutes of the September 12, 2013 Meeting ADJOURNMENT There being no additional business before the Council, at 3:26 p.m. Mr. Foster moved and Ms. Knudson seconded the motion to adjourn the City Council meeting of September 12, 2013 at this location and at 3:45 p.m. to reconvene the meeting to continue the discussion in the Third Floor Conference Room at the Municipal Building. The motion carried by unanimous roll call vote. WILLIAMSBURG CITY COUNCIL RECONVENES September 12, 2013, at 3:45 p.m. the Williamsburg City Council reconvened the meeting, which had adjourned from the Stryker Building Council Chambers, to the Third Floor Conference Room in the Municipal Building at 401 Lafayette Street, Williamsburg, Virginia. The purpose of the meeting was to further refine the Stryker Center project program elements. ATTENDANCE Present were Mayor Clyde A. Haulman, Vice-Mayor Paul T. Freiling and Council members Ms. Judith N. Knudson, and Messrs. D. Scott Foster, Jr. and Douglas G. Pons. Also present were City Manager Jack Tuttle, City Attorney Christina Shelton and Council Clerk Donna Scott. Staff Attending: Assistant City Manager Jodi Miller, Planning Director Reed Nester and Public Works & Utilities Director Dan Clayton. Williamsburg Regional Library Director John Moorman and Deputy Director Genevieve Owens were also present. Mr. Tom Tingle, Tingle Guernsey Architects, introduced the Henderson-Guernsey Tingle architectural team: Andy Cronan, vice-president of Guernsey Tingle Architects, project manager and LEED expert; Al Davis with Henderson, estimator; and Leslie Schultz, LEED AP and vice-president of Henderson. Mr. Tingle also introduced local artist Kyra Cook was has provided the team with artistic input on functionality needs for the project. He noted that although Ms. Cook works for the Community Health Foundation and serves on the Library Board, she has recused herself from comments on their behalf. Mr. Tingle reviewed critical program elements noting that the meeting this afternoon will probably be the first of at least two more such meetings. He suggested that today s discussion focus on function with the focus on design at the next session. Comments made by Council members and members of the Henderson-Guernsey Tingle architectural team (H-GT Team) included: The building must respect the site and the history of the site. Consider how people approach the building; it needs to be a welcoming invitation. Opportunity for expansion needs to be created. Building needs to be planned with the next 50 years in mind Sheltering spaces need to be incorporated to protect from inclement weather. Creating a covered walk across the library plaza would be challenging

8 Consider security issues. Will there be key card access? It needs to feel approachable and warm, yet secure. Security control needs to be flexible and programmable. Use of glass provides a secure transparency. Consider sight lines and security. Most secure buildings are ones with the most people in them and not a lot of dark corners. The central area is almost like a living room. Need pictures depicting the history of Williamsburg, not just Colonial Williamsburg. There has been conversation for a long time about a museum or some kind of exhibition space for articles of the City of Williamsburg s history. It should be flexible with flexible lighting and not overwhelm other items on display; maybe have a regular City of Williamsburg history display that is movable. Maybe a City of Williamsburg time line displayed along the back walls of the Council Chambers. We need to recognize the history and respect the old Stryker Building; it represents a significant amount of our history. The Cooke Building was noted as an example of how recognition of the history of the building could be accomplished. Also plaques placed on the trellis might honor the history. Expansion and how this would be put together was discussed. If a second floor is not included today, future needs and the potential for expansion need to be considered so it can be accomplished seamlessly in the future. Linkage between the Stryker Center and the Police Station was discussed. Currently the Police Station is adequate for the space needs, especially since the dispatchers were moved out of the building. Expansion may be required in ten to twenty years. The underground parking at the building was noted as nice to have because it enables police officers and detectives to have ready access to their cars. The building was constructed in the mid-1970s and with the low ceilings and narrow hallways, combining it in some way with the new Stryker Center vision of warm openness and lots of glass does not fit; it s a nice vision for the Stryker Center but not for a Police Station. It was reiterated that space needs in years need to be taken into account. Care also needs to be taken to avoid installing HVAC equipment, stormwater management infrastructure, etc. where there may be expansion in the future. More pervious surface should be included to reduce runoff. An area to drive up and drop someone off is fine but not to actually park for a short period of time. Landscape is important; continue City Square with grass, trees, shrubs, pots of flowers, brick walkways. It needs to fit but also want people to say Wow! Create the City s boardwalk, ocean front. There needs to be a seamless flow of activities with this building an integral part of the City Square. The foyer needs to be enough of a blank canvas. Display elements need to be storable so a lot of storage space is necessary. Flexible lighting, the importance of acoustics and storage space were the three items Ms. Cook suggested be given appropriate attention and consideration. Mr. Pons said we need to avoid the appearance of a doctor s office or a bank in the design; avoid an institutional look. Ease of maintenance was noted with lighting fixtures included as needed to be easily maintained and standardized.

9 Mr. Foster said the functionality of the building is first priority to him and whatever the function is it needs to keep the building flowing with activity, vibrancy. Mayor Haulman agreed that it should be a building where there is always something happening. Mr. Freiling said he is worried that we want it to be too many things. Mr. Pons reiterated that the primary function is to be City Council s Chambers where democracy happens. It was noted that the Community Building is used primarily for private functions and the foyer in the Stryker Center will permit a flow-thru space that will be used a lot for a gathering place and exhibit area. It needs to be clear where a person is to go from the entry point; transparency. Needs to fit with the community character. Second floor. Mr. Tingle said it would be a challenge with the relatively small footprint and it would change the mass of the building. Although it is possible, the cost would be about $200/square foot. In response to the need for expansion in the future, Ms. Knudson said we can t know what will be needed and Mr. Tingle added that vertical expansion in the future would be very disruptive. Mr. Pons pointed out that a second floor could help with desired downtown vibrancy and currently there is little desirable office space in the downtown area. Mayor Haulman said the appropriate role of government should be considered also. Consider if a second floor space fits in this building; the role of government should not compete with the private sector. Mayor Haulman said that if it is decided to have a second floor he thinks it should be built now. Build up and out; extension could enhance or destroy. Mr. Foster noted that with retail space going for $25/sq. ft. it wouldn t take long to make the $200/sq. ft. pay for itself. Mr. Freiling said he is not enamored with the idea of leasing space and is not sure this should be a function of the building. He added that we already have the perception that there is shortage of parking. Mr. Tingle said a lot of entrepreneurs don t need office space but flex space where the facility and amenities could be shared. He suggested someone could be brought in to help answer questions and understand the economics and general market conditions of a work/share space. Council consensus was that this information would be helpful. Ms. Knudson said she is aware of the work/share space not working elsewhere; Mr. Foster said he is aware of it working in the Charlottesville area. Council scheduled another work session to be held prior to their next retreat on October 5. The work session was scheduled for Friday, September 20, 2013 at 2:00 p.m. At 5:55 p.m. Ms. Knudson moved that the meeting be adjourned. Mr. Freiling seconded the motion which carried unanimously.