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HomeMy WebLinkAbout1999-0617.SS.MINMINUTES FOR THE STUDY SESSION ASHLAND CITY COUNCIL June 17, 1999 CALL TO ORDER The meeting was called to order at 12:10 p.m. by city councilor Cameron Hanson at the Civic Center Council Chambers. IN ATTENDANCE: Councilors Cameron Hanson, Susan Reid, and David Fine were present. Councilor Carole Wheeldon arrived at 12:15 p.m. Mayor Cathy Shaw arrived at 12:17 p.m., Councilors Don Laws and Steve Hauck were absent. Staff present included: City Administrator Mike Freeman, Administrative Services Director Dick Wanderscheid, Fire Chief Keith Woodley, Director of Public Works Paula Brown, Assistant City Administrator Greg Stoles, Finance Director Jill Turner. Also present was architect Hans Ettlin. I. Fire Station Greg Scoles explained the site plans in detail with regard to the fire station expansion project, and pointed out various modifications. Architect Hans Ettlin explained that the fire station plans presented at this study session are modified and clarified for Councilor Reid that the plans would be shared with fire department personnel. Parking has increased with the new plans, and there is also the possibility of a tie-in with the library with regard to shared parking. Councilor Reid questioned the curve of the bays and ramp areas, and Ettlin explained that a 10% slope would not cause a problem for fire trucks exiting on the ramp. Freeman said it was his impression that there were four bays and Ettlin affirmed that there are four bays and this will help the grade problem, although icy conditions might present some difficulties for the apparatus bays, and a simple slab heater might be considered. Ettlin pointed out the apparatus bays are pointed in the direction between Main and Siskiyou and where originally there were three apparatus bays, now there are four. He explained that they had decreased the entire volume of the station from 15,600 square feet down to 13,000 square feet by tightening up the types and sizes of spaces. He also said it is possible to come from the parking area into the building directly with easier access, with a double door vestibule for controlling drafts. A smaller entry space has been planned, with public restrooms, and a small place at the end of the building to house the antique fire truck and display the public history of the fire department and other historical elements. He explained that the whole area could be blocked off if necessary and used by other groups as desired, with access to the entry way, bathroom and kitchen facilities. Enlin pointed out the chiefs office on the plan and how it would be larger in order to have small conferences if necessary, and gave a brief explanation on the other improvements planned for the station. He also explained that the upstairs is strictly used for living quarters for the firefighters. Ettlin said that elevation studies have not been prepared yet, and there are many solutions as to how the station can look. Fire Chief Woodley said that one of the areas reduced in size was the dormitories, and in the interests of efficiency and by practicing "hotbedding," meaning the offgoing shift strips their beds and the oncoming shift uses the same beds, they decided the size of the dormitories could be downsized. He explained that the scheme on the plan is designed for eight, and that additional room is needed for college students who ride with the Fire Department as practicums. Woodley explained that under ASA agreement all of the ASA providers in the Rogue Valley are obligated to take paramedic interns from Rogue Community College to ride with the Fire Department for hands-on experience. This is an ongoing program while school is in session and typically about 10 or 12 students are assigned to the Ashland Fire & Rescue Department. Ashland City Council Study Session Minutes 06-17-99 1 Councilor Reid inquired how many fire fighters are hotbedded now. Woodley replied that there are currently more beds than necessary, although not enough for all employees to have their own bed and some share in rotation. Councilor Reid inquired whether hotbedding took place in Medford. Woodley replied that it is considered standard practice in the industry. Councilor Fine inquired whether it is standard and safe to have a 2% gradient on equipment floor so conceivably equipment could roll if the brakes came off. Ettlin replied it is more typical to have a 1% gradient but that it could be done with a 2% gradient. Woodley replied that typically you don't sde flat apparatus bases so water can drain. Councilor Fine questioned the antique fire engine bump out at the front, and would that effect vehicular safety with the problem intersection because it does not meet traffic engineering standards. Ettlin said there is some discrepancy with the existing building and whether it may be built over the property line. He said the whole new structure would be built entirely over the property line which would clear up more vision area. Scoles pointed out on the plans the property lines and the protrusion of the building. The Mayor inquired if a second floor was eliminated, and the station became a one-story building, would the savings pay for the acquisition of the Blue Mountain and adjoining property. She felt a two-stoW building would be more attractive, but costs should be examined for alternatives. Ettlin replied that the cost difference is about 8 - 10% more for a second story for an entire building. He added with the triangular shape of the station it would be hard to get efficiency with one story and it would be better to have two floors. He said he thought one reason to acquire additional property may be if you wanted to explore shared parking with the fire station and the library. Ettlin continned for Councilor Wheeldon that reducing square footage would lower the price. Councilor Reid said it was her understanding that site preparation would be $32,000, and Ettlin said that wouldn't change because regardless of what is being built on the site it would still have to be stripped and plateaued. He said some of the costs are different on this site because of the temporary relocation costs for the firefighters which would have to be addressed. Councilor Fine added that $50,000 could be saved on a traffic signal item as ODOT is planning to resignal that intersection and willing to address that intersection out of their budget. Scoles replied that if the City had to redo the signal then $50,000 would probably not be enough, but $50,000 was put in the budget as a number to work with, and this issue should be explored. He said that about $4 million has been budgeted for the project, well within the anticipated budget and is pleased that the number is closer to $3 million than $4 million. Woodley addressed the furnishings budget and said part of the new building provides for back up dispatch, and there is a need to upgrade some of the old equipment. He said that the transmitters are $12,000 apiece. 2 Ashland City Council Study Session Minutes 06-17-99 Councdor Wheeldon enquired whether the equipment to be replaced was under the furnishings budget. Ettlin replied it would be under a different line item (11). Freeman said it would be reasonable to wrap the equipment in with the bond costs. Councilor Fine inquired as to the money that is on everyones' phone bill as a 9-1-1 service charge and asked whether it went into a common pool that could be tapped with an ability to take it out of the citizen bonds. Woodley replied that the surcharge is for a telephone tax. Freeman asked if this is something that council would want to look at again and Councilor Wheeldon replied she would. Freeman inquired where the back up dispatch would be located. Ettlin replied there would be a room available off the multi-purpose room so a console would be available in a disaster and temporary tables and chairs set up along with phones for volunteers. Councilor Fine inquired as to whether there would be full electro magnetic grounding for the building and Ettlin replied that is standard, along with emergency generation standby power. Ettlin clarified for Councilor Fine that the radio communications will be buried and 10 foot stainless steel rods will make a ring around the entire apparatus bay. Scoles announced that on Tuesday, June 22 from 7:00 to 9:00 p.m. at Fire Station Number One there will be a public meeting to talk about various issues, the design and that maybe the elevations studies would be available at that time. He added that according to the schedule a hearing on the proposal would be back before council on July 6. Freeman asked that the elevation drawings be made accessible to council as available. Councilor Wheeldon said that if additional property is to be acquired this would be the time to do it. She felt that with the ongoing library project, and continuing concerns about parking, it may be a good idea to explore the possibility of incorporating a larger municipal parking lot within the fire station. Councilor Reid said she would like to hear from people who have designed and/or worked in fire stations as to that idea, and asked whether it may create a conflict to have municipal parking in with exiting emergency vehicles. Ettlin relied that the two functions would be separated. He added that parking could be mixed without a problem and the City of Corvallis has mixed parking, about 2/3 of the parking area is for tagged monthly parking and 1/3 of the site reserved for firefighters. He felt that the number of parking spaces needed would be the staff on duty times two, because of the shift change, plus whatever administrative staff are on duty, which in Ashland's case would mean 11 spaces to be dedicated to the fire department as a minimum. He said that an,vthing else could be shared and would not interfere with the fire department's function. Mayor Shaw said that in her opinion the lot she is talking about which is currently on the market is not in a good position for solving potential parking problems for downtown or the library. It has a historic building on it, and she is concerned about further eroding the Railroad District neighborhood, even though this is on the outskirts. Her feeling is if more parking is needed for downtown, we should continue in the same vein as with the Elks lot which is already set up for parking, and to see if additional space could be negotiated there, or be shared. Her recollection was that when a comparative analysis of our downtown and the Rogue Valley Mall Ashland City Council Study Session Minutes 06-17-99 3 was surveyed, not only was downtown the same physical distance around as the mall, but our downtown also provided the same number of parking places as the mall. She explained the most pressure for parking in Ashland is in the Railroad District and if we were to share parking in the middle areas, some of the pressure would be pulled off the adjacent neighborhoods. Councilor Wheeldon feels this is a good opportunity to look at other parking issues, and possibly more property can be gained. Ettlin said the site could accommodate about 20 - 22 parking spaces. Councilor Reid said she would not like to demolish the house on the adjacent property for additional parking spaces. Mayor Shaw inquired of council whether the design of the building should be opened up to look at keeping it one floor or would they be content with a double story. Councilor Wheeldon said she thinks it is best left the way it is as it gives more options. Freeman said Community Development is undertaking an assessment study this summer to find out how many people are here, how many parking spaces are being utilized, vacancy rates, and other things that will help determine how to proceed with these issues. Woodley said he would not propose to enlarge the parking lot, but is an advocate for the purchase of the adjoining property, considering the entire life span of the building. He said the owners of the property have contacted him in the last few months and asked if the City would buy the property. His support for purchasing the property is two-fold, to screen the parking lot which will be an issue for the planning commission, and also to provide some space that could be absorbed in the future if an additional bay was added to the back of the fire station. The fire station has been designed so this can be accomplished in the future, given the additional property. Mayor Shaw feels that the property should be acquired for future expansion, and for the present, continue to rent it and keep the existing house on it. Given the cost of building and land increasing in Ashland, it would be a good decision, especially if there is some chance that the fire station may be expanded in years to come. She felt that the cost of acquiring the additional property should be rolled into the bond. Mayor Shaw inquired of Ettlin that if the Blue Mountain property was not acquired if the fire station programs would fit, and Ettlin replied that neither program would fit in. Freeman said these plans are really contingent on being able to acquire the property. Councilor Fine questioned whether the multi purpose room could be shifted to a different location so that if necessary, curtains could be utilized between the multi-purpose room, dining room and conference room so a large room would be available for community purposes, or all the CERT teams. Ettlin replied it is easily doable and partition walls, although expensive, could be inserted if necessary. Woodley replied that the room is programed for 30 which means that 99.9% of the needs of the fire department are met. If meeting space is needed for 150 people a room would be rented at the Ashland Hills Inn because they have parking facilities. Councilor Fine suggested instead that permanent walls be used but if needed, the non load-bearing walls could 4 Ashland City Council Study Session Minutes 06-17-99 be removed to put in currained walls. It was agreed that it would be advantageous to have the kitchen located next to the community room. Freeman said he wanted to make sure there was consensus that the costs of the back up 9-1-1 center, which is around $20,000, be wrapped into the bond. Mayor Shaw agreed with this suggestion. The adjoining property was discussed among council and Councilor Reid felt this issue should be discussed when other property is being acquired. Mayor Shaw felt that additional inquiries should not be made regarding the property as it is already on the market for a certain price. She suggested that council should move in an executive session to discuss the acquisition of this property along with other property. II Debriefing of 1999-2000 Budget Process, Strategic Planning Process, and Discussion of Developing a Mission, Roles and Responsibilities for the Budget Committee Mike Freeman distributed memos for Mayor and Council to read regarding the Proposed Strategic Planning Process 1999-2000. Councilor Carole Wheeldon left the study session at 1:07 p.m. Freeman pointed out that one of the three major comments he got from feedback, and one not noted on the memo, was that people got the sense the City didn't get much beyond the here-and-now in terms of the plan, and there should be more focus as to what was planned for the next year. He felt this could be a lengthy discussion and should be addressed at the workshop later this year in the fall. Mayor Shaw felt that as this is the City' s first strategic plan it is more common to focus on the here-and- now. Freeman asked how the council felt the presentations went to the budget committee this year. Mayor Shaw said that before she was Mayor, the budget committee used to meet in a large group, and she felt this year's approach was very helpful, with attendance up than in previous years. She added that the staff input was good because staff like to talk about their various departments, and she would not want to minimize staff having the opportunity to give presentations. Councilor Reid felt that the budget meetings could be more precise and compact. She thinks that everyone should have a chance to say something or to pass, and the process works better than the debate system where some are excluded and don't get to have their say. She feels it can be frustrating if the chair tries to encompass everyone and not focus on the issues, and that is why you need a strong chair. Mayor Shaw feels that we should continue with subcommittees such as CDBG, Human Services, and Economic Development where they can properly focus on the issues. Councilor Hanson agreed that the subcommittees were effective as details had already been discussed before the issues came before the budget committee. Hanson added that he served on the Social Services subcommittee and a lot of presentations were made by people wanting money, and he didn't feel that should go before the whole budget committee as the subcommittee process seemed to work so well. Freeman felt it should be given another go this year with the larger groups and see if the presentations can be trimmed down in time. Ashland City Council Study Session Minutes 06-17-99 5 Councilor Fine inquired about a biennial budgeting process, with a budget each year to meet state requirements but the actual budgeting process held every second year which would amount to less executive staff time and fewer meetings. Mayor Shaw explained that in previous years department heads rotated each year to present their department' s needs and over a two-year period, all departments were reviewed. Turner explained that Grants Pass has gone to a two-year budget process but because of State law cities must have an annual budget. Freeman explained that the impact would lie with departments who have to prepare the detailed budgets so they would do it for a two-year span. Council decided that it would not be necessary to change the charter, but it was discussed that in terms of the budget committee, members terms may have to be changed. Freeman said he had a chance to meet with all the citizen members and invariably what came up in the discussions was they were uncomfortable with their role in the budget process and he felt this is an issue the council should address. Mayor Shaw commented that commission members really like to have a packet put together of what their various jobs and responsibilities are. She feels we should look at some kind of "job description" for every board and commission and a packet that goes with it to avoid confusion as to what their role is. Councilor Fine said that if members' job descriptions are amended it should be consistent with the Municipal Code. Councilor Reid said that boards and commissions vary greatly and she wouldn't want to homogenize the process. She felt that currently, some commissioners are used to dealing with big budgets and she would not like it changed so they had less power. Mayor Shaw stressed the importance of lay people and their value on the committees as they are so involved in the community. Councilor Hansen added that different job descriptions would be necessary for each commission. Freeman inquired of council whether they liked the idea of getting a group of council members together to discuss some points raised on the budget committee. After discussion it would come back to the entire council. He said that July would be a good time to discuss this. It was decided that he would think about who on council he wanted to work with and put a group together. Freeman discussed briefly the process to follow for strategic planning this year, and he hoped to get ideas for employees to get involved in the budget process and strategic planning, and their roles and responsibilities, which will start later this summer. He would like to see public input and use citizen members as part of the apparatus for gathering public input. He made a suggestion that sometime in September set up about five neighborhood meetings in the elementary schools as a way to provide people with an opportunity for input. Councilor Fine felt the budget committee members should not be used for this purpose as our state statute says we have municipal budget committees for the sole purpose of achieving economy, efficiency and expenditure. He l~lt that the role of the budget committee member is not to establish priorities and policies, and that council 6 Ashland City Council Study Session Minutes 06-17-99 members are responsible for establishing policy, as they are responsible to the electorate. Freeman said the idea is to present an approach to provide an opportunity for public input in strategic planning. Advertisements would be placed in the Tidings and Tribune, with write-ins and that would be the basis for the public meetings and workshops in October. Councilor Reid wanted to confirm that the October workshop will take the place of the workshop/goal setting usually held at the beginning of the year. Freeman said the budget needs to be started in January, so the council priorities should be ready and understood by then. III. Discussion of Resolution on City Spending from Budget Committee Councilor Fine explained that the budget committee passed a resolution unanimously at the last meeting recommending that the city council identify possible funding implications, where taxes should be raised, what other programs may have to be cut, etc. and also whenever council introduces a program. He asked City Attorney Paul Nolte to draft an ordinance to come back at a council meeting in the future. Councilor Hanson agreed that this is an interesting concept and would like it brought up at first meeting in July. The meeting was adjourned at 1:45 p.m. Respectfully submitted, Fran Berteau Executive Secretary Ashland City Council Study Session Minutes 06-17-99 7