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3.e Warming house - Cycling Scandia gathering place costs To: Mayor City Council From: Adam Hawkinson, Director of Public Works Date: June 5th , 2019 Re: Wojtowicz Warming house use in the summer: Background: The Wojtowicz warming house building on the City’s Community Center grounds is extensively used during the winter months for the users of the hockey rink and open rink. The PRC has had discussions in the past to make more use of the asset and add some amenities to the building to enhance the use and offer food and beverages. Last year the City Council agreed that the building be used as a gather place for cyclists at the request of the Cycling Scandia Club. The access to the building was not part of the agreement due to security reasons and the community’s wish to keep the buildings integrity intact. During the recent tourism study, it was suggested that the City improve restroom accessibility and other amenities to create a more welcoming atmosphere for visitors. Issue: Staff has been asked to research the costs associated with opening the building further to the public. Security modifications to the building are recommended. Proposal: Staff requested that the PRC consider the options for opening the building to the public during daylight hours. The lock timers would be set to open at 7am and lock down at 6 pm as of the first week of April each year. The pm lock time will be increased to 8 pm at the end of May and remain through August. The timer will then be set back to 6 pm for September through October each year. Any months not mentioned the warming house locks would be set to be open during normal business hours. The users would include and not limited to; cyclists, skateboarders, tennis and pickle ball players, playground users, and event attendees. Extra costs for keeping the building open and available are noted in the financial impact section. Costs are estimates and the true costs will not be known until the building is open. The building would provide shelter, water, restrooms, and seating for the users. The PCR recommended researching the costs associated with running Ethernet to the building to supply direct communication to the system and provide better WIFI to the building for users. The additional cost of this addition is an option noted below. Fiscal Impact: The Parks budget does have enough funds in the other services account and misc. contractual to purchase and pay for the extra services and products noted. The total cost to initially open the building to daylight hour activities is $ 2,142.00. (Note: $1000.00 for the cost of the dock lock equipment is covered by the SHIP grant.) Monthly expenses would be about $150.00. At the 5-21-19 Council meeting Adam Hawkinson was asked to investigate any costs or ramifications involving liability or insurance related to having the warming house open for the summer months. The Security State Agency, per jane our representative stated; “ They heard back from the Underwriter, it is not a problem to have it open, no additional premium, it is already covered for property damage and won’t charge anymore for liability. Door lock timers: $672.00 ($1,672 total - $1,000.00 covered by SHIP grant) Camera system: $1,470.00 Electricity: $15.00 Sewer / Water: $25.00 Cleaning: $75.00 Unaccounted for maintenance: $1,200.00 for spring, summer, fall. Optional to add Ethernet to the warming house is: Copper Run; Underground Flood Rated Cat6 wire, Long Span Amplifier, 1 > Switch, Labor. $3500 Fiber Run; Underground Rated OM3 2 Strand Fiber, LC Ends, 2 Switches > with SFP Uplink, Labor. $4500. Options: 1. Accept the proposal to open the Warming House shelter with the $2,142.00 initial investment, Improvements to the building, and additional monthly costs of an estimated $150.00 2. Accept the proposal with council modifications 3. Reject the proposal Staff Recommendation: Option #1