HomeMy WebLinkAbout2019-0603 Study Session MIN ' CITY OF
ASH LAN D
CITY COUNCIL STUDY SESSION
MINUTES
Monday, June 3, 2019
Council Chambers, 1175 E. Main Street
Mayor Stromberg called the meeting to order at 5:35 PM.
Councilors' Slattery, Graham, Akins, Seffinger,Rosenthal and Jensen were present.
I. Public Input(15 minutes, maximum) -
Huelz Gutcheon—Ashland—Discussed carbons. He spoke that building codes need to be
upgraded. He spoke regarding climate change.
Marilyn Briggs -Ashland—Read a statement into the record regarding a new City Hall (see
attached).
II. Cameras Discussion
City Administrator Kelly Madding gave a Staff report.
Council discussed the pros and cons of having cameras.
Council gave consensus to bring this item back with policy template.
III. City Hall Seismic Retrofit Conceptual Design, Conceptual Costs
Public Works Director Paula Brown and ORW representative Dana Crawford presented a
PowerPoint presentation (see attached).
Items discussed were:
• 2018 Concept Design Process.
• 2019 Direction and Process.
• Seismic Strategies for Historic Buildings.
• Existing City Hall information.
• Building Upgrades.
• Entrance options.
• Concept Design.
• Costs.
• Timeline.
Council gave Staff direction to bring this item back to Council. '
The Study Session was adjourned at 7:05 PM.
Respectfully submitted by:
City Recorder Melissa Huhtala
Attest
Mayor Stromberg
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this
meeting, please contact the City Administrator's office at(541) 488-6002(TTY phone number 1-800-735-
2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to
ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title I).
Page 1 of 2
1 RESOLUTION NO. 2019-20
2 A RESOLUTION AMENDINGING THE EXISTING SURCHARGE TO
WATER METERS FOR THE PURPOSE OF GENERATING AND
3 DEDICATING GENERAL FUND RESOURCES FOR ADDITIONAL
4 WORK AS PART OF ASHLAND FOREST RESILIENCY AND WILDFIRE
5 SAFETY PROGRAMS
Recitals:
6
A. The City of Ashland operates Ashland Water Utility to provide potable water to
' customers within the City limits of Ashland and to certain customers outside of these
8 boundaries.
B. The City of Ashland also manages a Wildfire Division that is charged with doing work to
9 protect the watershed and community. The Ashland Forest Resiliency(AFR) and AFR
10 All-lands Program is part of that division's oversight,performed by the Fire Department
in the General Fund.
11
C. The AFR program's success in the watershed and wildland urban interface requires
12 additional funding estimated at$377,500 per year to further and maintain the work done
to date across federal, private, and municipal properties strategic to the City's water
13 utility, and life and property safety mission.
14 D. Protection of the watershed and community has a direct relationship to the City's ability
to provide potable water to customers in the amounts needed in sufficient quantities
15 allowed by the size and use of the water meter.
16 E. Increasing the existing surcharge on water utility customer meters is a reasonable means
17 of funding increased, ongoing AFR and related Wildfire Division work in that the
funding source is rationally related to the goal of ensuring water quality and continuity
18 for the City.
19 F. The City Council intends to only use the funds generated by this surcharge for AFR and
wildfire safety program activity in the General Fund.
20 THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
21 SECTION 1. A$3.00 per equivalent 3/4"meter surcharge on each water meter per Exhibit A
22 shall be added monthly to the bill of each Ashland water utility customer to provide a funding
resource directly to the General Fund, Fire Department, and Wildfire Division for the purpose of
23 added Ashland Forest Resiliency and related wildfire safety work of$377,500 per year effective
July 1, 2019.
24
SECTION 2. The surcharge revenue is not subject to any franchise fee calculation and is to be
25 directly deposited to the General Fund and accounted for separately.
26 SECTION 3. Water meters for City and Parks department are exempted from this surcharge
since levying this charge would only require passing the impact on to customers through other
27 rates and fees.
28
Resolution No.2019-20 Page 1 of 2
Page 2 of 2
1
This resolution was duly PASSED and ADOPTED this 18th day of June, 2019, and takes effect
2 upon signing by the Mayor.
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5 _ v
Melissa Huhtala, City Recorder
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SIGNED and APPROVED this 18th day of June, 2019.
8
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10 �V � � V� ♦ - :
11 J.hn Stro berg, Mayor
Reviewed as to form:
12
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15 David Lohman, City Attorney
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Resolution No.2019-20 Page 2 of 2
April 22, 2019 (original proposal) June 3 (slightly corrected)
To Ashland City Representatives: A FRESH CITY HALL PROPOSAL
The City Hall discussions have gone on for twenty-some years without an accepted solution
because the given options have not yet met"rightness". The following is a entirely fresh
proposal based on new realities.
Recently the existing Ashland Community Center closed because of hazardous structural
conditions. That site is contiguous with Pioneer Hall to the south which also is a small failing
structure. Why not demolish these single story outmoded structures and better utilize their
highly valuable sites for a new City Hall of 2 or 3 stories? If the Planners are willing to put
aside the "perpetual"lease agreement with the pioneer land donor for the existing City Hall,
this new proposal does incorporate past criteria, improved street reconfiguration, and (sigh),
increased parking spaces. Expected opposition will certainly cite"saving" the historical
buildings as well as every inch of our beloved Lithia parkland, and, proclaim the current dire
City budget has no capacity for ANY City Hall expenditures.
•
Proposed considerations for this fresh site including a sketch overlaid on Plaza area map:
Avoids costly/wasteful remodeling to failing structures, or,renting off-site office space
during construction if current City Hall was again remuddeled. Instead, it employs safe,
modern energy efficient construction with appropriate adjacencies.
Utilizes downtown central location fulfilling universal "pattern"for civic building sites,
and is conveniently adjacent to Ashland Planning/Engineering Department building.
Potentially includes rental income space allocated to public uses previously provided in
the now defective buildings.
Parking possibilities might include street level spaces with offices above to mitigate
flooding concerns. Perhaps acquire "air-rights"by building above the existing privately
owned parking lot to the north. And, widen Winburn Way a bit into Lithia Park for
diagonal parking on both sides.
After completed construction, demolish existin g `unsafe City hHall
, and recyle the
bricks as flood water control walls. Use that site corner to streamline the awkward
street configuration from a sharp right angle turn onto East Main to a gentle curve,
providing even more diagonal parking. ( See included map)
Respectfully submitted
Marilyn Bri
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2018 Concept Design Process 2019 Direction and Process
Steering Committee Involvement Explore scaled-down concept at City Hall
Site Analysis for 3 sites Identify upgrades for 100-Year building
Concept Exploration for each site Verify Miller Engineering seismic upgrade
approach (KPFF validated ME concept)
Decision Considerations / Criteria
Cost Modeling
Cost Modeling
Council Input
Renderings
Council Input
Concept Design Approach 100-Year Building Upgrades
Holistic solution (address seismic, safety, Seismic upgrade
energy, accessibility, functionality needs)
Remove interior demising wall
Maintain existing exterior walls and historic
features of City Hall New roof
Flexible, efficient configuration in existing New windows and doors
footprint, expand into mechanical well
New mechanical, electrical, plumbing
Accommodate departments currently in City Hall systems
Strengthen relationship to Plaza Improve safety & security
Improve accessibility (circulation, elevator)
Equitable access to light and views
CITY HALL CONTEXT
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CITY HALL CONTEXT
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Cost Modeling
Construction Costs
Unit Area Build Move Total Construction Solar Cost Project Project Total
Cost SF Time Time Time Cost (1.5%) Conting'y Conting'y Construct'n
Location/Building (mo.) (mo.) (mo.) (%) ($) Cost
City Hall Site
New City Hall Building $450 8,600 14 2 16 $3,870,000 $61,000 15% $581,000 $4,512,000
City Hall Site $40 4,000 0 0 1 $160,000 $0 10% $16,000 $176,000
City Hall Totals 16 $4,688,000
Soft + Total Costs
Unit Total Temp Moving Other Soft Other Soft Total Cost Total Cost Total
Cost Construct'n Space (out+in) Costs (%) Costs ($) 2019 2024 Cost/SF
Location/Building Cost (rent) 2019
City Hall Site
New City Hall Building $450 $4,512,000 $192,000 $20,000 25% $1,129,000 $5,853,000 $7,650,000 $681
City Hall Site $40— $0 $0 20% $36,000 $212,000 $278,000 j
City Hall Totals $4,688,000 $1,165,000 $6,065,001 $7,928,000
Thank y ou !
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ARCHITECTURE