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HomeMy WebLinkAbout2011-09-29 Public Safety Bond Committee Minutes9/16/24, 2:46 PM Public Safety Bond Commitee - Public Safety Bond Committee - City of Ashland, Oregon Learn about the City's plan to construct and move the water treatment plant - Clean drinking water is an essential right Agendas and Minutes City of Ashland Public Safety Bond Committee (viewAll) Public Safety Bond Commitee Agenda Thursday, September 29, 2011 Minutes Public Safety Bond Committee September 29, 2011, 8:00 a.m. Siskiyou Room, 51 Winburn Way Attendance Committee Members: Bolt, Custodio, Fields, Kenefick, Kramer, Modesitt, Walters Staff. Holderness, Falls, Shiplet Guest: Dave Straus (architect) Absent Daugherty, Slattery, Stebbins Call to Order The meeting was called to order at 8:05 a.m. Approval of Minutes The minutes were approved with minor corrections. v https://old.ashland.or.us/Agendas.asp?AMID=4682&Display=Minutes 1/6 9/16/24, 2:46 PM Public Safety Bond Commitee - Public Safety Bond Committee - City of Ashland, Oregon Review of Questions and Answers from Dave Straus Architect Dave Straus reviewed the answers to the questions previously submitted by the Committee: 1. If the existing Police Station and the Grove Building were built/remodeled as proposed, how would they rate using FEMA 154 assessment methodology? The answer to this is difficult to completely assess. The updated buildings would be up to code, but will never be fully up to current code for "essential facilities", as we are still dealing with the basic foundation which is older. A newer foundation would be able to meet that code. However, even not meeting current essential facility code fully remodeling would significantly improve the safety and building survivability. No remodel would ever be able to fully match a new building. 2. What is the cost of a brand new station build from the ground up? The cost estimate submitted has a wide range because it would be based on the difficulty of the land, access to utilities, and things like how high value we want to go with materials. Police Chief Holderness stated that he had met with Lee Tuneberg and discussed available city -owned lands and the space behind the current police station had already been identified as a location for future city - building. It would be easy to build there, and cheaper as utilities are already essentially in -place. Group discussed the challenges of presenting such a high dollar figure to the voters, especially when costs for a remodel is so much less. 3. What is the cost per square foot of both proposals. - Dave Straus explained the wide cost difference between phase I and phase 11 of the existing station remodel, in that new square footage would be lower cost but the phase 2 remodel of existing space is challenging due to some of the structural materials already in place and therefore more expensive. The higher cost of remodeling the Grove is simply because of the type of building it currently is. 4. What is the cost estimate for each option if it is pushed out 3 or 4 years. Mr. Straus explained that in coming up with the numbers he essentially did a 3% increase compound year to year. The group discussed the overall timeline - how long would each phase take? Mr. Straus estimated 6 - 8 months per phase. The group discussed how long from voter approval until the remodeling could start. If as much work as possible could be done prior to the vote, the timeframe would be less than 6 months. If we have to wait until after the vote to start in on plans and permits, it could take more than 6 months. 5. What level ofLEED standard is each option? Group discussed LEED certification and how certification would add an extra 10 - 15 percent to the total job costs (which is not currently figured into the cost estimates), they would rather do what they can to build to LEED standards but not actually go for certification. Group agreed that they can make the case that this remodel would meet or exceed sustainability standards/goals even without official LEED certification. 6. Copy of a more detailed cost breakdown between existing station remodel and the Grove remodel. Mr. Straus explained that he built in a 15 % contingency amount to deal with design changes and or bidding challenges. https://old.ashland.or.us/Agendas.asp?AMID=4682&Display=Minutes 2/6 9/16/24, 2:46 PM Public Safety Bond Commitee - Public Safety Bond Committee - City of Ashland, Oregon Group discussed whether of not the vote and bond would cover both phases or if we would have to go out to vote twice. They agreed that their recommendation to Council with have to determine this and that they want to ask Finance Director, Lee Tuneberg, when he attends next meeting if there is a financial impact one way or the other. Holderness was asked and answered questions regarding possible general fund impacts if the group were to recommend using forfeiture funds to pay for some of the architecture and permit costs. Committee asked if there had been consideration regarding altering the design in phase 11 to eliminate the extra bathrooms and lobby? Group discussed whether there is a need, due to that being the new location of the EOC for separation. Holderness explained about FEMA requirements for EOC and how not meeting those affects our ability to receive funds. Straus also explained that the cost of new bathrooms is less than it would be to remodel or increase the number in the existing facility. Group discussed alternate locations for EOC but determined that there would be too many additional costs incurred with any other location to consider that at this time. Group asked if estimated costs submitted included all costs. Straus stated they were for building only - they do not include "soft costs" (permits, plans, moving costs, etc.). He suggested the group add 25% to the total cost for each estimate to get a more accurate number. He agreed to have more solid numbers of the total costs ready for the next meeting. Review of Memo from staff re: Civic Center Group agreed that the memo answered their questions and that the most helpful statement was that there is no "master plan" for the space. Review of Funding Options Group discussed the concern that if too much is done prior to the bond, it might send a wrong impression to the voters. However, there does need to be real work done to get more accurate and specific numbers in order to know exactly what the City should be asking of the voters. They also discussed some concerns with how the timeline would go. The group does not want to have this on the ballot in November of 2012 for political reasons. The question then becomes can the City meet all deadlines for a March or May 2012 ballot or should the committee suggest holding off until 2013? Group decided they would like to hear more from Lee Tuneberg as to whether or not waiting has any advantage or disadvantage in regards to the sale of bonds before they discuss further at the next meeting. General Discussion Group discussed whether or not they can now eliminate any of the options currently on the table. Kenefick/Kramer m/s to not consider recommending a new facility. Kramer requested an amendment to the motion to add the statement, "because it is the least cost effective option." Kenefick agreed to the amendment. Motion now reads, "Move to not consider recommending a new facility because it is the least cost effective option." Voice Vote: All Ayes, Motion Passed. https://old.ashland.or.us/Agendas.asp?AMID=4682&Display=Minutes 3/6 9/16/24, 2:46 PM Public Safety Bond Commitee - Public Safety Bond Committee - City of Ashland, Oregon Kenefick/Modesitt m/s to not consider the Grove as a viable option. Voice Vote. All Ayes. Motion Passes. Kenefick put forward a motion that the bond include both phases I and II. No second was made so motion failed. Group decided they can't make this decision until they have heard from Lee Tuneberg at the next meeting. They requested that Mr. Tuneberg come prepared with the rough costs for an average household if a bond were approved. Next Steps At the next meeting the group would like to discuss funding options, the total costs for the remodel (including "soft" costs), and if there are any material choices which can be made to reduce costs. Straus let the group know that he and Chief Holderness had previously talked about materials and so he has already made an effort to use the most cost effective and least showy materials possibly but that he would bring information for the group to discuss at the next meeting. Group discussed what meetings they still need to have. It was detennined that they would meet on October 61h and come up with as much of a recommendation as they can. They will also meet briefly on October 20th to make the final recommendation to Council because they feel it is important that the full committee be in attendance and give a solid, all ayes, vote on the recommendation. The group also briefly discussed the actions they would be required to take if the Council puts their recommendation on the ballot, as the City and the Council have to remain neutral on the subject. Meeting Adjourned at 9:46 a.m. Respectfully submitted by Diana Shiplet, Executive Secretary https://old.ashland.or.us/Agendas.asp?AMID=4682&Display=Minutes 4/6 9/16/24, 2:46 PM Public Safety Bond Commitee - Public Safety Bond Committee - City of Ashland, Oregon Online City Services Email Updates Sign up to receive local important News & Events. A """ Unsubscribe Subscribe Home Water Advisory Mayor/Council Taxes Departments Codes Commissions Archived City Records Web Links https://old.ashland.or.us/Agendas.asp?AMID=4682&Display=Minutes 5/6 9/16/24, 2:46 PM Public Safety Bond Commitee - Public Safety Bond Committee - City of Ashland, Oregon Emergency Contact Info Police & Fire, Water, Electric, Red Cross, Jackson County Health, Recology Ashland Sanitary... 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