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HomeMy WebLinkAbout1999-0603 Study Session PACKET CITY COUNCIL STUDY SESSION Thursday, June 3, 1999 at 12:00 p.m. Council Chambers I. Discussion regarding City Economic Development materials (postponed to June 17, 1999 study session) 2. Workshop regarding proposed new fire station. 8 City Council Study Session June 3, 1999 Ashland Fire Station Expansion Project HISTORY/BACKGROUND INFORMATION Study Session - June 17, 1998 Staff reviewed various alternatives for expansion of the fire station facilities. Staff agreed to update the project program (space needs), discuss property acquisition with adjacent property owners and to have conceptual drawing prepared which would help the council understand the need for acquisition of adjacent property. July. 1998 City hires Peck Smiley Ettlin Architects to prepare preliminary drawings for fire stations 1 &2. Study Session - October 6. 1998 Council reviewed preliminary drawings by Peck Smiley Ettlin Architects. Those plans clearly indicated that expansion of the facilities would require additional property. Fire Station No. 2 expansion could be accomplished by expansion into the adjacent park property and street right-of-way. Fire Station No. 1 will require the acquisition of the adjacent commercial property. December, 1998 The City has an appraisal prepared for 457 Siskiyou Boulevard-Blue Mountain Cafe. Estimated Real Property Market Value $380,000. Study Session - March 18, 1999 Council discussed the fires station planning effort and agreed to budget fire station No. 1 in the 99-00 budget and to work toward a November 1999 ballot measure. March 22, 1999 The City advertises a Request For Qualifications to solicit architectural firms for the design of the fire station. April 30, 1999 The City selects Peck Smiley Ettlin Architects to prepare pre-bond architectural services for Fire Station No. I. June 1, 1999 Council approves 99-00 budget which includes expansion of Fire Station No.1. 3-re qq MINUTES FOR THE SPECIAL STUDY SESSION ASHLAND CITY COUNCIL n� March 18, 1999 CALL TO ORDER ' ' Mayor Shaw called the meeting to order at 1:27 p.m. in the Civic Center Council Chambers. IN ATTENDANCE Councilors Laws,Hauck,Hanson,Wheeldon,and Fine were present. Staff present included:City Administrator Mike Freeman, Assistant City Administrator Greg Scoles, Public Works Director Paula Brown, Director of Community Development John McLau in;�e re Chief Keith Woodley. DISCUSSION 4STATIO ANNING EF FORT City Adminis an gave an update on the process that began last June. Began with a conceptual framework for starting the planning process,looking at alternatives for station siting,and updating the space needs study that had been done previously. Noted that discussions with owners of adjacent properties began, and conceptual drawings were prepared. From that,there are two basic architect's renderings. Explained that whatever option is chosen,it will not reduce the need to buy property adjacent to station#1,as even the smaller station design will not fit on the existing lot at station#1. Noted that the previous direction following Council discussion was to move ahead with stations to remain where they are,with an appraisal of the Blue Mountain Cafd to occur. The appraisal has been completed,and the property is valued at$380,000 to$400,000. Staff is now seeking direction of how to proceed from this point. Staff recommends that the draft budget,which will be completed within the next two weeks,include funds to begin the construction of station#1,under the assumption that there will be some sort of debt issuance. Reminded Council that the estimate for station #lwas $3.5-$4 million (including property acquisition, architectural fees, demolition, etc.) Station#2 is estimated at$2-$2.5 million as it is a smaller structure,and there is no land acquisition involved. Between now and the Council adoption of this year's budget,staff will look at all possible savings and bring back a figure for the total construction cost of station#1 for a bond issuance. Wheeldon asked for verification that the neighboring property is in fact available. Laws suggested that discussion should not occur about property matters at this point,as it might endanger negotiations. Emphasized that this differs from the library in that there is no question that the fire station is in the optimal location for the City,and that the Fire Department is a requirement for the safety of the citizens of Ashland. Condemnation is a possibility here where it would not be for a library. Stated that there is not a need to go into detail here. Scoles stated that conversations have occurred, and the property owners are aware of the situation, have allowed appraisers on the property,have been cooperative and have been willing to work with the City. Stated that there is no offer or deal on the table,but discussions have occurred with both the tenant and the owner. Noted the difficulty in negotiating when there has been no authorization to spend money. Freeman confirmed for Hauck that the issue should be on the ballot at some point in the next fiscal year. Emphasized however,that if bonds are to be issued,it must be in the budget to spend. Without consensus on the priority for moving forward with this project,there is no reason to put this in the budget and take it to the Budget Committee. This is the last opportunity before the draft budget is prepared to discuss the Council's desire to include this item in the Capital Improvement Plan. Council ex iressed their consensus to send t thp Bud et Committee. Laws confirmed that the figure for oth stations would likely be$5.5-$5.6 over two or three years. Freeman noted that this was dependent on the bond timing,as both stations could not be demolished and built at once. Suggested that station#2 could be brought back for bond issuance in two years, after station #I is complete. City Council Special Study Smion Minutes 03-18-1999 1 Woodley stated that he has not yet given thought to what will be done during construction. Recognized that it will be problematic to run a station during demolition and construction,but stated that he has not wanted to begin planning for this until there are more complete details available. Council discussion of where to put fire station #1 during construction, noting that there will be a need to look at many alternatives. Laws questioned the June 17, 1998 planning calendar which had suggested construction would begin this summer. Freeman stated that he feels that this project can move forward based on money in the current budget. Explained that Council had allotted $450,000 in the current budget for the fire station, and while some has already gone for the conceptual drawings there is money available to move forward. . Scoles noted for Wheeldon that while design details have not been chosen,the$3.544 million estimates given take into account the potential differences in materials costs, size, site preparation, cost of the adjacent property, any public facility work,traffic signals,and etc. Fine questioned whether staff was comfortable with the timef-ame for getting this matter on the ballot in September, noting that the deadline for filing with the County Clerk would be July 22nd. Staff indicated that the November ballot was a more realistic option,and the extra time would allow for more careful and professional planning. The meeting was adjourned to the continued meeting for a decision on the matter of expanding the library at 1:45 p.m. STRATEGIC PLANNING WRAP-UP The meeting was reconvened at 1:50 p.m. Freeman presented the department work plans for the next fiscal year as previously requested by Councilor Laws. Noted that the department heads have listed current projects, and grouped them into three categories: "Current Projects/Priorities That Will Continue into 1999-2000","Projects/Priorities Identified in the Draft Strategic Plan That Can be Accomplished',and"Projects/Priorities in the Draft Strategic Plan that are Low Priority to My Department and Should be Completed at a Later Time." Freeman suggested focusing on the items department heads believed could not be accomplished, and if Council disagrees with the stated priorities looking at how projects can be reorganized. Freeman noted that for Administration and Administrative Services, the only recommendation he felt was a lower priority was holding joint study sessions with other government agencies in the region. Stated that given the difficulty in finding available times that work for the Council to get together or City that presented themselves.It this oul wait until later. Emphasized,however,that he would take advantage of any opportunities For Finance,there were no recommendations that could not be accomplished over the next year. In Public Safety,the Police Department felt that investigating the need for the department to respond to high tech crimes could come at a later time. The Fire Department did not feel that there were any projects in the plan that could not be accomplished. Under the Electric Department,there were no items that could not be accomplished. Freeman stated that the two departments most significantly impacted by the Strategic Plan recommendations were Public Works/Engineering and Engineering. Public Works Director Paula Brown noted that her department is inundated with current projects,noting the Department Strategic and Training Plans, Wastewater Treatment Plant, Oak Street Traffic Calming, Airport Sewer Service,TID Agreement renegotiation,GIS System,RVTD Bus Shelters,Siskiyou Boulevard Improvements,Calle Guanajuato and Main Street Bridge improvements,and the Water Street Bridge. Stated that an implementation plan for the TAP intertie 2 City Council Special Study Session Minutes 03.18-1999 MINUTES FOR THE STUDY SESSION �lII 4 ASHLAND CITY COUNCIL October 6, 1998 CALL TO ORDER Council Chairperson Wheeldon called the meeting to order at 6:02 p.m. in the Civic Center Council Chambers. IN ATTENDANCE Councilors Laws, Reid, Wheeldon,and DeBoer were present. Councilor Hauck arrived late. Mayor Shaw was absent. Staff present included: City Administrator Mike Freeman, Assistant City Administrator Greg Scoles, City Attorney Paul Nolte d Ftr igf Keith Woodley. DISCUSSIO ' f FIRE'STATIO"'PLANNING EFFORTS_ Fire Chief Keith Woodley p nted Council with a Fire Station Construction Project History"handout and gave a brief overview of the fifteen year history of discussions concerning the number and locations of fire stations within the City and the need for new facilities. Woodley noted that when he accepted his position in 1991,he had recommended that a consultant be retained to look at the Fire Department's response times and the need for two stations. This study was based on a full build-out to the City's urban growth boundaries. The consultant determined that a single station configuration would not meet the City's response time criteria,which had been set at 97%of the citizenry receiving a response within three minutes,and the remaining 3%seeing responses within four minutes. Emphasized that in that study, it was indicated that the existing fire station locations were ideally situated to meet the response time criteria. Noted that architect Ted Malarc began a space needs study in September of 1995, looking at a thirty year planning horizon. At that time,the City began to consider expansion to other sites,and entered into discussions about acquiring property from the Elks,Safeway or the Post Office. It was determined that none of these properties were available. Explained that it is now a 1998 Council Goal to address fire station facility needs,and the Fire Department began to reassess the previous study,again using architect Ted Malaiz,and taking into account the additional factor that the City is now providing ambulance service. Malay determined that the existing lots were not large enough. The Portland firm of Peck Smiley, Ettlin Architects,which specializes in fire station planning,was hired to review the study,and they concur that additional land will need to be purchased to address space needs. Woodley emphasized that an architect has not been retained for station design,and no architectural drawings have been prepared. They have merely been looking at concepts,and preparing footprints that accommodate space needs on existing lots with additional adjacent lands that will be needed. Woodley noted the need to have access to arterial streets from the fire station,and the desire to maintain current response time standards. Also emphasized that they have looked into the orientation of the stations relative to the urban growth boundaries,and moving either of the stations to a different site could necessitate building a third,and possibly a fourth,station in order to maintain standards. Woodley introduced Hans Ettlin,an architect with Peck Smiley, Ettlin Architects. Ettlin noted that they have prepared a preliminary assessment of space needs for the Fire Department and reviewed previous materials, including the previous space needs study. Ettlin stated that his firms findings are very close to the previous study, and he complimented the initial study. Stated that the issue is to determine whether space needs can be accommodated at the existing sites. Stated that the existing lot on East Main is inadequate for either design Discussed possible orientation of a station on East Main,which would be laid out toward downtown with primary access off of Siskiyou. Woodley noted that they have discussed the need to improve the line of sight for drivers Ashland City Council Study Session Minutes 10-00&98 I turning from East Main onto Siskiyou, citing safety concerns raised by the Traffic Safety Commission and the occurrence of accidents at this location. Emphasized that this makes the tip of the property unusable. Also noted that the grade of the lot is a factor. Ettlin discussed the methodology used in determining the lay out and orientation illustrated in the footprints,based on space needs,site limitations,traffic,site grade,and other factors. Emphasized that the site dictates drive-through bays for apparatus,and that combined with the space available leaves few options. Discussed the need for daily meetings between both fire crews,and the fact that vehicles must stay with the crew.Currently,there is no space available for temporary garaging,but the design under consideration allows for temporary garaging without obstructing access to the response corridor. Emphasized that efforts have been made to look at designs which would allow expansion on the existing lot,but that it would not be possible,even with two stories,or the use of underground space,to meet program requirements.To meet space needs,the station would need to expand to adjacent properties. If this were done,there would be adequate space for meeting rooms that would be available for public use. Also noted that school children and families frequently visit the current station,and the present arrangement is not friendly to these visitors. Woodley noted that both architects who have looked at potential designs say that expansion of the current site is not the optimum solution,but that it would be workable for the 30 year timeframe being considered. Discussed Station 42 on Ashland Street,noting similar constraints. Explained that it would be possible to expand here if the City were to absorb fifty feet from the park and vacate the end of Sherwood Street. Emphasized that there are two other streets nearby to serve the neighborhood,and the vacation would quiet the area,lessen traffic, and give right of way for access to the proposed footprint. This would not affect the end of the park which is used by the public. Woodley stated that he has had informal conversations with Ken Mickelsen,Director of the Parks Department,and they are not opposed to this suggestion. Also stated that he had met with Director of Community Development John McLaughlin,and that McLaughlin indicated that Sherwood is overdeveloped for current traffic counts,and lessening it's size from the present boulevard status would be acceptable. Woodley confirmed for Wheeldon that the amount proposed to be taken from the park was fifty feet of grass,proceeding from the retaining wall,and that the north end of Sherwood Street would be vacated. The public would still have a turn-around. Discussed the operational issue of razing a building during operation. Woodley stated that it would be his hope to build next to the existing structures,moving operations and demolishing the older structures when the new structures were complete. Noted that this plan would,however,require acquisition of the Ross Johnson property for Station#2. Woodley noted that other cities have operated out of tents and motor homes during construction,but that this opportunity does not exist here due to space constraints. Emphasized the need to acquire additional land to keep to present standards,stating that the Fire Department could not maintain standards with only one station operational at a time. Stated that this would necessitate a modification of the standards by changing the ordinance. Councilor Reid questioned the presumption of absorbing private property adjacent to Station#1 and not near#2. Woodley confirmed that Reid's assessment was correct. Noted that both stations could operate during construction with no loss of efficiency if adjacent properties were acquired,and stated that he recommends, from an operational standpoint,building next to and moving in after complete in both cases. Councilor Reid stated that she is open to the vacation of Sherwood,but noted that in the past the Council has been against the creation of cul-de-sacs. Suggested that consultant look at moving Station#2 footprint eastward on the property rather than closing Sherwood. City Administrator Mike Freeman noted that there are different circumstances for each station. Explained that staff was attempting to keep the amount of property to be purchased to a minimum. Emphasized that this was not an attempt at pre-judgement or making a decision,but that it simply seemed logical to use the City's right-of-way where it was available, rather than seeking to purchase additional property.. Astdand City Council Study Session Minutes 10-06-98 2 Councilor Laws stated that Sherwood is one of the least-used streets in the City,and that the vacation should not create any problem. Stated that it was great that staff is seeking to minimize costs. Councilor Wheeldon emphasized that using the right-of-way in the case of Station #2 had created another option, as it is difficult to acquire real property when it is not for sale. Discussed the possibility of using three or four stories on the Station#I site. Ettlin stated that this had been looked at and discussed,and that even if they were to stack administrative functions,living spaces,and meeting rooms over the bays,just the need for the bays and required parking were too much for the site. Councilor DeBoer suggested parking underground off of East Main with four stories. Assistant City Administrator Greg Scoles explained that these options have been considered,but it was found to be impossible to place the eight bays needed given space limitations and site grade. Ettlin re-emphasized that just the bays and on-site parking by themselves would not fit the present site. Councilor Reid suggested that the City could wait to acquire the site adjacent to Station#1,rather than rushing to condemn. Councilor DeBoer stated that he is against condemnation. Councilor Reid suggested starting with Station #2 first and waiting for the other site adjacent to Station#1 to become available. Councilor Laws suggested moving administrative functions to Station#2,thus reducing the size needed for Station #1 and helping with footprint.Chief Woodley indicated that switching these functions would not work well operationally,citing delays in response time that would be created by daily meetings. Also cited the need to accommodate walk-in traffic at Station#1. Stated that parking and staffs daily commute to City Hall would also make this option unacceptable. Councilor Reid noted that she was opposed to the idea that walk-in traffic and staff commute time were determining factors in this planning effort,and suggested that it is more important to build looking to the future. Stated that build-out to the urban growth boundary will be on the south-end of town,and suggested that perhaps moving certain functions to Station#2 might be appropriate. Councilor Hauck stated that his understanding was that even if functions were switched,there was not sufficient room for the functions of either station on the East Main site. City Administrator Mike Freeman stated that he had hoped this meeting would serve to point out the space needs issues to be discussed,and to asked if it would be acceptable to bring an item back to the next regular meeting of the Council to authorize the City Administrator to explore the acquisition of adjacent properties with the property owners. Councilor DeBoer stated that staff should meet with all three property owners,including Ross Johnson. Councilor Laws stated that he would have no problem with condemnation if it were for public safety,and he favors bringing information back to the Council after meeting with property owners. Councilor Hauck concurred with Councilor Laws. Councilor DeBoer stated that he was opposed to any condemnation. Council Chairperson Wheeldon suggested starting discussions with property owners. Council consensus that staff should move ahead with discussions with property owners. Freeman clarified for Council that Station#I program requirements would not work given the site issues present. Even-with multi-stories,the bays alone must be 16'high,and a two-story building with these heights would be very high. Ettlin concurred,stated that underground parking would be difficult given the slope and orientation,and re- iterated that bays,support and parking would not fit by themselves, let alone in combination with other functions. ADJOURNED The meeting was adjourned at 6:56 p.m. Submitted by Derek Severson,Assistant to the City Recorder Ashland City Council Study Session Minutes 10-06-98 3 THE MARK ANTONY HOTEL City Administrator Mike Freeman noted the seven main issues outlined in his recent memo the Council. Recommended that the Councilors tour the Mark Antony, and suggested that he could schedule a time for such a tour in the next week. City Attorney Paul Nolte stated that he would make sure a tour by council was acceptable to the current owners. Stated that Councilors could contact Freeman for a tour time. Discussed the possibility of a 'video visit', and the City's responsibility with regard to safety issues. Emphasized that the Uniform Fire Protection Code needs to be enforced. THE ISSUE OF BANNERS IN THE CITY City Attorney Paul Nolte noted the types of banners that have been hung in the City, and stated that Council had been provided with copies of the "East Main Street Banner Instruction& Requirements" which are currently in use. Explained that the current issue involves a religious banner that individuals believed was City-sponsored. The issue involves whether the City has created a "limited public forum" which is "content neutral". Stated that the policy may not be "content neutral" if it prohibits advertising. Discussion of the possibility of crafting a policy that would meet constitutional requirements. Suggested tailoring a policy that limits banners to City-sponsored events, or possibly just events. Council discussion of what constitutes an "event". Nolte suggested that current policy continue until a new policy can be crafted and adopted. REVISIONS TO CITY CONTRACTS City Attorney Paul Nolte explained that the proposed Resolution to revise City contracts arose out of frustration over the City's having no control over the actions of its affiliates. Asked for direction from the Council on how they would like to proceed and how far they would like it to go. Explained that Resolution proposed would incorporate adherence to the Valdez Principles as a requirement to contracts entered into with the City. Noted that Section 2 is incomplete at present, as potential wording is still being looked into. Councilor Laws stated his feeling that this is a non-issue. Suggested that Council wait until the issue comes up before taking action. Stated that a Resolution of this nature opens up "a can of worms" because it is too broad and general, and could develop standards that could be challenged. Councilors concurred with Councilor Laws' comments. f Staff was directed to discontinue further action on this item. A DISCUSSION REGARDING F1RE ATION City Administrator Mike Freeman and ssistant City Administrator Greg Scoles noted the recent memo on Fire Station Planning which included a planned schedule for the construction of Fire Station#I. Ashland City Council Study Session Minutes 06-17-98 3 Freeman explained that item Nl, a meeting with property owners in the immediate vicinity, had been completed. Also noted that Council may be unaware that item N4, the update of space requirements analysis, has been completed. Noted that Scoles had been asked to coordinate space needs issues. Scoles explained the process involved in going out for an RFP. Noted that this process hinges upon how much property and space is going to be needed. Noted the constriction of space in both fire stations, and explained the areas where they are located. Noted the difficulties surrounding this issue. Councilor Hauck suggested looking at the possibility of reversing which Fire Station is considered the main station, so that Fire Station N1 would be switched to the present location of Fire Station N2. Scoles explained that the memo given to Councilors was for informational purposes only, to explain the processes underway. Emphasized that Council will be kept up to date and provided with additional information as it, becomes available. Councilor Laws stated that he was in favor of condemnation if necessary, and noted that the present site has been shown to be an ideal location. Councilor DeBoer suggested that conceptual drawings be provided first, and then proceeding with further design and construction details. Stated that this is the more cost effective approach. Council discussion regarding the possibility of a shared parking lot on lower Mountain Avenue with the Parks Department. Emphasized that this was just an idea to be explored. Councilor Reid stated that she likes leaving the issue open for ideas and concepts. Scoles noted that he would be visiting the new Fire Station just constructed in Corvallis and would bring back photos and blue prints for Council to review. TRAFFIC SAFETY ISSUE Councilor Hagen noted that development on lower Tolman Creek Road has created a hazardous traffic problem, and presented a video. Suggested that staff bring back recommendations. Noted that this is a county owned road, and asked that the electric box be moved and landscaped. An area property owner stated that even if the box and landscaping are removed from their present location the problem will not be resolved, and there is a safety issue involved. Discussion of whether a left turn lane is necessary. Councilor Hagen noted that if a five foot bicycle lane were installed, it might help with some of the safety concerns. ADJOURNED The meeting was adjourned at 2:35 p.m. Submitted by Barbara Christensen, City Recorder/Treasurer Ashland City Council Study Session Minutes 06-17-98 4 Fire Station Expansion Project PROPOSED SCHEDULE Thursday, June 3, 1999 STUDY SESSION Thursday, June 17, 1999 STUDY SESSION • Refined'Design Schemes • Revised Programming Wednesday, June 23, 1999 PUBLIC MEETING (Open House) At Fire Station No.1 7:00-9:00 PM Tuesday, July 6, 1999 PUBLIC HEARING , Tuesday, July 20, 1999 ADOPT RESOLUTION • Calling for Bond Election