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Home My WebLink About2017-07-19 City Hall PACKETAgenda ad hoc City Hall Advisory Committee July 19, 2017 Methodist Church, 175 North Main 1:30 p.m. 1. Call to order 2. Approval of minutes 3. Review and refine DRAFT criteria provided by staff a. Use ballot and dot process 4. Discussion 5. Public Input 6. Adjourn Next meeting Wednesday, August 2 Future Agenda Items • GO Bond impact on property taxes over 20 years. • What are the pros and cons of each proposed option? • Discussion, final recommendation. Purpose of Committee The purpose of this committee is to: • Identify the best option for improving/replacing City Hall (meets the work space needs through 2031 and provides reasonable degree of seismic safety for employees) • Determine the amount needed for the identified option • Determine whether or not the City should seek voter approval of a General Election Bond (or series of bonds) to fund the identified option and phase 2 of the Police Station • If a GO Bond is recommended which election date is recommended • If a GO Bond is not recommended identify options funding sources • Provide a recommendation to the Council and the committee’s rational for the recommendation by early September Development of Criteria for Selection of City Hall Replacement Recommendation Alternatives The list below represents alternatives that remain tenable as of 7/12/17. Some alternatives previously discussed, including the railroad property and the Elks property, have been removed from the list, as information relating to property acquisition is not available. Alternative Cost Estimate Timeline (months) • Seismic Retrofit on Existing City Hall* $ 6.5 M unknown • ComDev: Expand & Consolidate $ 9.5 M 11 • Right-Size City Hall + Keep ComDev $ 8.5 M 16 • Right-Size/Keep Stucco City Hall + Keep ComDev $ 9.7 M 16 • New @ Pioneer Parking & 50 UG Stall $ 16.1 M 17 • New @ Pioneer Parking & 100 UG Stall $ 19.6 M 19 • New @ Civic Center + Consolidate** $ 12.9 M 17 • New @ Civic Center + Keep Com Dev** $ 11 M 16 • Briscoe School + Consolidate** $ 8.1 M 16 Requirements • Must meets 2030 space needs. • Must be seismically sound. Criteria Ideas The list below represents a compilation of criteria, including items that are important to the City and items that have been voiced by the community during public outreach events, letters, and phone calls. 1. Provides centralized services 2. Provides off-street parking for employees and customers (reduces competition for existing public stalls) 3. Potential to increase public parking (space is available to provide additional public stalls) 4. Retains downtown presence 5. Preserves historic façade 6. Outside Hosler Dam inundation zone 7. Built to LEED standards 8. Construction timeline * Initial study conducted by Miller Engineering (Portland). Occurred prior to the Feasibility Study. **Alternatives developed by City after ORW completed Feasibility Study. Costs and timelines were estimated by staff, based on construction assumptions used in the Feasibility Study Memo TO: City Hall Ad-hoc Advisory Committee FROM: Kaylea Kathol DATE: 7/12/2017 RE: Cost Estimates for Improvements at Briscoe School In 2005, Ashland School District commissioned a facilities report and seismic evaluation of Briscoe School to develop a cost estimate for necessary upgrades and repairs. Briscoe has been closed since 2004, so the facilities report naturally evaluated conditions through the lens of school operations. The study evaluated architectural, mechanical and plumbing systems, electrical systems, and structural (seismic) conditions. Total costs to implement all improvements was $6.5 million. It should be noted that costs included the addition of some parking (approximately 18 or 19 spaces). The City has updated the construction costs to 2016 values based on the actual national average Historical Cost Index1 . Most items originally evaluated by the District were included in the City’s updated estimate, with the exception of a line item for expanding the kitchen and replacing its equipment. The total 2016 estimate was approximately $8 million (including $2.5 million in seismic retrofits). The 2016 estimate was then escalated by 5.5 percent per year for five years to provide a cost estimate of $10.6 million in 2021. If the City sells the Community Development building for $2.5 million2, proceeds could be applied toward the project for a total cost of $8.1 million. Costs are broken down by line item and by year in the table that follows. 1 http://info.thegordiangroup.com/RSMeans.html. City used actual 2005 cost index (151.6) and actual 2016 cost index (207.3). 2 Real Market Value in 2016, Jackson County Property Data Online Calculations for Memo RE: Cost Estimates for Improvements at Briscoe School Improvement Category Description Cost Estimates* 2005 2016 2021 High Priority Replace Windows 489,042$ 668,800$ 874,100$ ADA Upgrades 324,981$ 444,400$ 580,900$ Add site lighting 28,168$ 38,600$ 50,500$ Add parking 318,709$ 435,900$ 569,800$ Replace VCT 37,742$ 51,700$ 67,600$ Total Cost 1,198,642$ 1,639,400$ 2,142,900$ Moderate Priority Expand kitchen/ replace equipment 544,059$ -$ -$ Expand and remodel administration 237,423$ 324,700$ 424,400$ Replace marker boards 16,740$ 22,900$ 30,000$ Replace ceiling tile at stage 3,220$ 4,500$ 5,900$ Repair roof 295,357$ 403,900$ 527,900$ Expand and remodel library 446,677$ 610,800$ 798,300$ Total Cost 1,543,476$ 1,366,800$ 1,786,500$ Lower Priority Replace Cabinets 382,870$ 523,600$ 684,400$ Total Cost 382,870$ 523,600$ 684,400$ Replace domestic hot and cold water piping 259,803$ 355,300$ 464,400$ Replace boilers 169,012$ 231,200$ 302,200$ Install fire sprinkler system 161,354$ 220,700$ 288,500$ Upgrade controls to DDC 164,088$ 224,400$ 293,300$ Upgrade receptacles and add for tech 109,390$ 149,600$ 195,600$ Upgrade lighting throughout 218,784$ 299,200$ 391,100$ Add emergency lighting 109,390$ 149,600$ 195,600$ Upgrade fire alarm system -$ -$ -$ Upgrade electrical service 246,131$ 336,600$ 440,000$ Replace panelboards 109,390$ 149,600$ 195,600$ Total Cost 1,547,342$ 2,116,200$ 2,766,300$ Seismic retrofit 1,810,029$ 2,475,100$ 3,234,900$ Total Cost 1,810,029$ 2,475,100$ 3,234,900$ Total for all recommended improvements 6,482,359$ 8,121,100$ 10,615,000$ Offset - Sale of Community Development N/A N/A 8,115,000$ Mechanical, Plumbing, Electrical High Priority Structural *Cost Notes 2005 estimates developed for Ashland School District by Dull Olson Weekes Architects, Inc. 2016 estimates developed from the RSMeans® Historical Cost Indexes provided by the Gordian Group, where the national actual cost index was 151.6 in 2005 and 207.3 in 2016 2021 estimates developed by escallation of 2016 costs by 5.5 percent per year, consistant with the excallation value used in the Feasibility Study