Full Document
OBERLIN CITY COUNCIL WORK SESSION October 6, 2025 Minutes of the Oberlin City Council Work Session Held in Council Chambers, 85 South Main Street Oberlin, Ohio October 6, 2025 Work Session -6:00 p.in. -Council Chambers Purpose: Hear a Planning Study and Feasibility Assessment Update for the Oberlin Enrichment and Activity Center from Glaus, Pyle, Schomer, Bums & Dehaven, Inc., dba GPD Group ofAkron, Ohio A work session of the Oberlin City Council was held on October 6, 2025, at Oberlin City Hall in Council Chambers, located at 85 S. Main Street, Oberlin, Ohio. The meeting was called to order at 6:00 p.in. by Presiding Officer Michael MCFarlin for the above-stated puapose. jzo// Ccr// wczs fcz4e73 crs/a//ows.. Council Members: Eboni Johnson Michael MCFarlin Ray English Libni Lopez Jessa New Joseph Waltzer Kristin Peterson Appointees: Belinda Anderson, Clerk of council Jon Clark, Law Director Greg Holcomb, City Manager Baumann remarked that the meeting has been scheduled to bring Council up to speed on what they have been doing on the Planning Study and Feasibility Assessment update for the Oberlin Enrichment and Activity Center, and to extend the conversation about what it is that they will choose to do. He introduced GPD lead designers Jason Nolde and Leanne Andrysco as tonight's presenters and thanked the members of the OEAC planning team for all their hard work. Nolde remarked that the presentation before the Council will review phase I of the Oberlin Eurichment Activity Center Planning Study and Feasibility Assessment. Phase I centers on collecting data and listening to the stakeholders, community, and gathering information about the building and the opportunities that we have to help us develop a successful master plan and long-term vision for this building. The presentation covered the following key points: • Provided a project overview • Recapped their stakeholder and community engagement process City Of Oberlin Printed on 10/29/2025 OBERLINCITYCOUNCIL WORKSESSION I October6,2025 • Reviewed the Facility Assessment • DiscussedNext steps (Clerk Note: A complete copy of the presentation is attached.) Following the presentation, New asked if the cost estimate provided would go up if the City decided to rebuild rather than renovate the building. Andrysco confirmed that it would. Nolde mentioned that this issue will be addressed in the next phase of the assessment. They may evaluate whether the buildings and the optimal square footage make it more practical to demolish and rebuild on a smaller scale, rather than attempting to fit the required spaces within the limitations of the existing building structure. He noted that this analysis is not complete but will be part of the next phase. New then asked if the design and owner contingencies were allocated for the functional requirements of each space. Nolde explained that the cost estimate includes not only construction costs but also total project costs, including fees, furniture, and other project components. The design and owner contingency is money set aside for unknown costs at this early planning stage. You may never need to use it, but it is something that we should budget for in case we do. New requested that the presenters provide Council with a copy of the presentation, and Nolde agreed. Waltzer asked for further explanation regarding the heating, ventilation, and air conditioning (IIVAC) component. Nolde clarified that the pricing included a conventional AC system suitable for the building's use. While it may be possible to find means to supplement the boiler system with a mechanical system, meehanical code requirements require proper ventilation and air changes, but there is no ductwork to provide that requirement culTently. Compliance will require the addition of ductwork, which will also enable heating and air conditioning. For budgeting purposes, a traditional rooftop unit with ductwork was assumed to comply with the energy code. Nolde noted that the current budget assumes a gas furnace system, so that you have an idea of where that stands. However, exploring the possibility of going allrelectric will be included in the next steps of master planning, but it is not part of Phase I. Aliza Weidenbaum, 99 South Cedar Street, asked whether quotes had been obtained for a geothermal renewable heating and air conditioning system for the entire Prospect facility. Nolde responded not yet, but could prepare the information for the Council' s review. The presenters thanked Council and the planning team for their time and stated they look forward to coming back to discuss the next project phase. Lopez asked if they had experience working with buildings of this size and what efforts had been made to identify grant funding to assist with the projeet. He expressed concern about spending nearly 8 million dollars to renovate the building and suggested that constructing a new facility might be preferable. Nolde replied that there are always opportunities to do innovative design within an existing structure. At the moment, no specific comparable projects come to mind. He mentioned that their team includes a staff member who specializes in grant opportunities, which they will explore in the next phase of the assessment. In the past, municipalities have utilized ARPA funding, and they will now look for the next round of funding opportunities that align with a project like this. Baumann emphasized that while the bottom-line number that the Council sees here is based on all the positive and excited feedback received from the community about the project's potential, it is essential to balance those aspirations with budget constraints. As the project approaches key decision points, he felt City Of Oberlin 2 Prihied on 10/29/2025 OBERLIN CITY COUNCIL WORK SESSION October 6, 2025 that it was important to bring these considerations to Council and the public to ensure shared and realistic expectations moving forward. Adjournment: Since there was no additional information to come before the Council the work session adjourned at 6:40 p.in. Attest: PRESIDENT OF COUNCIL POSTED: 10/21/2025 City Of Oberlin 3 Printed on 10/29/2025 R CITY OF OBERLIN CITY COUNCIL MEETING OCTOBER 6, 2025 ENRICHMENT AND ACTIVITY CENTER UPDATE OBERLIN ENRICHMENT AND ACTIVITY CENTER O Project Overview O Stakeholder & Community Engagement O Facility Assessment O Next Steps AGENDA “To be a welcoming and inclusive intergenerational city recreation and community enrichment hub where people of all ages, backgrounds, and abilities can come together to connect, grow and thrive.” -OEAC Vision Statement PROJECT OVERVIEW OBERLIN ENRICHMENT AND ACTIVITY CENTER Phase I Scope Overview • Stakeholder Engagement Meet with groups to determine space needs • Community Engagement Surveys, community events and ongoing updates • Facility Assessment Architecture and Engineering review and report • Programming Create spatial program based on stakeholder feedback • Master Planning Site and building design options based on program and community input OBERLIN ENRICHMENT AND ACTIVITY CENTER Project Timeline ESTABLISH PLANNING TEAM COLLECT DATA & ASSESS FACILITIES DESIGN PLANS (PHASE II) DEVELOP VISION Select Architect Planning Team Building Assessments Stakeholder Engagement OEAC Open House Community Survey Open Master Plan Options Assessment Report and Preliminary Budget Estimate Final Report October: City Council Presentation MAY JUNE JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER JANUARY FUTURE 2025 2026 GPD GROUP CITY OF OBERLIN Guiding Principals Final MP Accepted by Council Site Studies & Building Capacity Program of Requirements Preliminary Budget Estimate and Funding Strategies Community Survey Close Priority Identification Community Focus Groups January: City Council Presentation OBERLIN ENRICHMENT AND ACTIVITY CENTER Prospect School has sat at the northwest corner of Prospect and Elm Streets since 1887. The building that is currently constructed is the most recent iteration, originally constructed in 1950/1951. The 1960’s and 70’s brought a new library and classroom addition, with the gymnasium addition being finished in 1980. Occupancy Timeline: 1887- May 2021: Prospect Elementary School December 2021: Building acquired by City of Oberlin June 2022: City Recreation Office November 2022: Oberlin Kids January 2023: City Sustainability Office Spring 2023: Oberlin Seniors August 2025: City Planning Department 36 South Prospect Street OBERLIN ENRICHMENT AND ACTIVITY CENTER Floor Plans UP UP UP UP DN DN STAGE TO BOILER ROOM 3948 SF GYM 100 422 SF IT OFFICE 105 833 SF CONFERENCE ROOM 103 821 SF SENIORS 101 2607 SF MULTI-PURPOSE 8 817 SF SENIORS 102 668 SF CITY PLANNING OFFICE 104 479 SF CLASSROOM 117 1396 SF LIBRARY 12 164 SF SENIORS 118 574 SF CITY OF OBERLIN RECREATION 14 457 SF LIBRARY WORK RM 15 651 SF CLASSROOM 110 125 SF Room 17 740 SF CLASSROOM 111 897 SF CLASSROOM 112 341 SF CLASSROOM 113 1585 SF COURT YARD 21 204 SF TEACHER'S ROOM 22 739 SF SUSTAINABILITY COORDINATOR OFFICE 127 789 SF OBERLIN'S KIDS 107 789 SF CLASSROOM 108 2245 SF CAFETERIA 26 307 SF STAFF 27 272 SF CITY OF OBERLIN RECREATION 94 121 SF OFFICE 93 153 SF OFFICE 30 137 SF CLINIC 31 184 SF KITCHENETTE 32 191 SF MECH. 91 211 SF STORAGE 90 448 SF LOBBY 92 208 SF Room 36 159 SF BOY'S RR 37 153 SF GIRL'S RR 38 34 SF JAN 106 102 SF GIRL'S LOCKER ROOM 109 99 SF BOY'S LOCKER ROOM 114 74 SF VESTIBULE 115 FIRST FLOOR OBERLIN ENRICHMENT AND ACTIVITY CENTER Floor Plans DN DN UPPER GYMNASIUM 224 SF Room 116 861 SF CLASSROOM 119 863 SF CLASSROOM 120 829 SF CLASSROOM 121 828 SF CLASSSROOM 122 687 SF CLASSROOM 123 36 SF JAN 124 152 SF STAIRS 125 143 SF Room 126 173 SF BOY'S RR 128 383 SF CLASSROOM 130 SECOND FLOOR STAKEHOLDER AND COMMUNITY ENGAGEMENT OBERLIN ENRICHMENT AND ACTIVITY CENTER Stakeholder Engagement Planning Team Internal & Adjacent Stakeholder Outreach Recreation Department Seniors Oberlin Kids City Departments IT Sustainability Coordinator City Planning and Development Director Open Space and Visual Environment + Recreation Commissions Joint Meeting Oberlin Community Services Oberlin Public Library ESTABLISH PLANNING TEAM COLLECT DATA & ASSESS FACILITY MAY JUN JUL AUG OBERLIN ENRICHMENT AND ACTIVITY CENTER Community Engagement OEAC Open House YOUNG ADULT Mentorship Programs Summer Programming/Clubs Cooking Classes Apprenticeship Programs Hangout Space YOUTH Collaborate with OPL Oberlin Free Store Evening Open Space Hours Gardening Classes Winter Programming Renovate Playground + Accessibility OUTDOOR SPACE Story Walk Sculpture Garden Community Garden Meditation Space Updated Playground ADULT Fix-It Center Maker Space Second Hand Shop DIY Classes Artist Studio Spaces Family Fun Nights Public Space for Concerts SENIORS More Quilting Classes Line Dancing Karaoke/Open Mic Art Classes Variety of Group Fitness OBERLIN ENRICHMENT AND ACTIVITY CENTER Community Engagement Community Vision Survey Messaging • Mailers • Posters • Social Media • Physical Copies at OEAC + City Hall + Public Library • School District OBERLIN ENRICHMENT AND ACTIVITY CENTER Community Engagement Community Vision Survey Results: By the Numbers: • Open 76 days • 265+ Responses (digital + paper) • 21% Under 18 What We Heard: • 61% feel that addressing the interior spaces is most important • Interest in indoor gym space and group fitness studios for recreation • Requests for educational space including makers space and spaces for crafting • Meeting spaces and event spaces were the top responses for shared community space • It is important to address accessibility and the building maintenance needs • There is interest in a lot of different types of programming needs - flexibility and adaptability will be important About the building (cont.): What kinds of creative and educational spaces would your household use if available (ex. workshop space, maker space, etc.)? Are there any shared community spaces that would be useful as part of this building (ex. event spaces, conference rooms, etc.)? How often do you think you would use the center? O Daily O A few times a week O Weekly O Monthly O Rarely What times would you prefer access to the center? O Weekdays during the day O Weekday evenings O Weekends Are there any special needs or considerations that should be taken into account when planning this building? What is your biggest concern about the future use of this building? What is the most important use of space you’d like to see at the building? If you are interested in signing up for email updates about the future of the OEAC, please add your email address: Oberlin Enrichment and Activity Center Community Vision Survey The City of Oberlin is exploring how to best repurpose the former Prospect Street Elementary School into the Oberlin Enrichment and Activity Center (OEAC). Current uses for the Recreation Department and for Oberlin Seniors are expected to continue. We’d like your input on how to enhance these uses and on other compatible uses the City should consider incorporating into the OEAC. About you: 1. Age: O Under 18 O 18-24 O 25-44 O 45-64 O 65+ When visiting the building, what is your most common method of travel: O Walk O Car O Bicycle O E-Bus O LC Transit Connector O _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ About the building: What is the most important area of the building that you’d like to see addressed? O Exterior/Site O Interior O _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ What kinds of recreation and fitness spaces would your household use if available (ex. indoor gym space, outdoor fitness/open space, playground, etc.)? FACILITY ASSESSMENT OBERLIN ENRICHMENT AND ACTIVITY CENTER Playground: Equipment, fencing, and mulch recommended for replacement Drainage: Adjust to remove any site ponding. Clean out debris noted in catch basin or clean-outs Accessibility: Address issues of pavement slope (sidewalks) and ADA parking stalls Pavement and Sidewalks: Repair concrete walks & curbs that are cracking/ spalling. Add frost slabs to exterior doors. Repair asphalt if budget allows Site Assessment OBERLIN ENRICHMENT AND ACTIVITY CENTER Building Envelope: Windows and Doors: Original construction of windows, recommend replacement for energy efficiency and thermal comfort Exterior Walls: Cracking and loose mortar joints observed in exterior, non-structural masonry walls, recommend tuck pointing and minor repair Roofing: Significant water infiltration in the building, recommend replacement of roof insulation and membrane to comply with current energy code Building Assessment OBERLIN ENRICHMENT AND ACTIVITY CENTER HVAC: Existing boilers from 1920’s with water tube boilers installed in 1980 and various split systems & window units for localized air conditioning. Replace overall heating, ventilating and air conditioning system to achieve compliance with Ohio Building Code for Energy and ventilation (air changes) and to meet CAP goals where feasibile. Building Assessment OBERLIN ENRICHMENT AND ACTIVITY CENTER Building Assessment Plumbing: Upgrade plumbing fixtures and equipment in restrooms and kitchen to meet future uses, achieve ADA compliance and conserve resources. Existing water service to the building should be sufficient but will be evaluated once future building needs are determined. OBERLIN ENRICHMENT AND ACTIVITY CENTER Building Assessment Electrical: Continuing evaluation of electrical loads based on future uses as determined by the building master plan, CAP goals and existing equipment to remain. Upsizing the transformer, replacing the main switch gear and branch panels, and new wiring will be required should the building go all-electric. It is recommended to replace outdated electric panels and associated wiring to meet current code compliance. OBERLIN ENRICHMENT AND ACTIVITY CENTER Cost Estimate Breakdown Priority Level Costs (in today’s dollars) Costs with Inflation First (Immediate) $4,738,880 -- Second (5-10 Years) $2,503,890 $3,294,949 Third (10+ years) $1,045, 844 $1,674,430 Category % Cost/ SF System Costs Heating, Ventilating & A/C 20.46% $30.88 $1,219,653 Roofing 7.88% $11.90 $469,897 Electrical 7.47% $11.28 $445,537 Plumbing 2.82% $4.25 $168,030 Windows 6.76% $10.20 $403,093 Structure 2.37% $3.57 $141,000 General Finishes 6.35% $9.58 $378,383 General Lighting 6.51% $9.83 $388,200 Emergency/Egress Lighting 0.25% $0.38 $15,000 Fire Alarm 0.83% $1.25 $49,375 Handicap Access 1.28% $1.93 $76,420 Site Condition 6.11% $9.22 $364,081 Exterior Doors 0.79% $1.19 $47,150 Hazardous Materials (Allowance) 1.68% $2.53 $100,000 Non-Construction Costs 14.31% $21.60 853,164 Sub-Total $5,118,981 Contractor Fees & OH/P $842,516 Design & Owner Contingencies $2,032,274 $7,993,772 Building Area Costs (in today’s dollars) 1950 $2,105,490 1970 $810,615 1980 $2,832,980 General/Main/Shared $2,603,287 Overall Building Assessment Cost Breakdown Cost Breakdown By Priority Cost Breakdown By Building Addition NEXT STEPS OBERLIN ENRICHMENT AND ACTIVITY CENTER - Finalizing the Program of Requirements - Planning + zoning + code research - Programming Building and Site Right sizing the building - Phasing and prioritization - Assistance with potential funding opportunities - Final Report Next Steps Environment Economics Social Equity Q&A