HomeMy WebLinkAbout2026-01-14 Special Study Session MIN ASHLAND CITY COUNCIL
SPECIAL STUDY SESSION MINUTES
Wednesday,January 14,2026
Mayor Graham called the meeting to order at 3:02 p.m.
Council Present: Mayor Graham,Councilors Dahle, DuQuenne, Kaplan,and Sherrell
Council Absent: Councilors Bloom and Hansen
Staff Present:
Sabrina Cotta City Manager
Alissa Kolodzinski City Recorder
Scott Fleury Public Works Director
Jordan Rooklyn Deputy City Manager
I. Call to Order
II. Reports and Presentations
a. Facility Planning Study Overview
Cotta introduced item as a topic that was not discussed at the retreat due to lack of time.The request
of council is to provide direction on next steps. Fleury provided a presentation (included in the agenda
packet).
Fleury presented the Facility Planning Study,consisting of a facility condition assessment and a space
needs optimization planning study prepared by ORW Architecture with McKinstry as a subcontractor.
The last facility plan for the City of Ashland was completed in 2008 and since then,there have been
significant changes including structural, operational, staffing, and facility changes. Funds were
appropriated in the last budget biennium to undertake a facility space needs planning study and a
full facility condition assessment.
Fleury explained that the facility condition assessment evaluated all city facilities and equipment,
itemizing capital maintenance costs for a 30-year window. McKinstry assigned each facility a
condition rating on a scale of 1-5 (1 being good, 5 being very poor) and provided maintenance cost
projections for 5 and 10-year periods.This data is being incorporated into the city's asset
management system called Cartograph,which helps staff track maintenance schedules through QR
codes and automated reminders.
The assessment revealed that many city buildings have fire life safety issues,ADA compliance
problems, and general maintenance needs. In response to questioning, Fleury clarified that the
current cost estimates are based on in-kind replacement of equipment and don't yet account for the
city's policy to shift from natural gas to electric systems. He noted that recommendations have been
included for examining electrical systems in anticipation of this shift.
The facility space needs planning study considered how city operations could be reorganized for
greater efficiency. Fleury presented two viable options developed by the consultants:
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January 14,2026
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1. Briscoe School Option: Convert Briscoe School into a centralized campus for administrative
functions, requiring significant structural modifications and a multi-level parking structure.This
option would still require maintaining the service center on North Mountain for electric,water,
and some operational staff.
2. Civic Center Campus Option (90 North Mountain):Create a consolidated civic complex at the
current service center location by modifying existing buildings and constructing some new
ones.This was the staff's recommended option as it would allow most city staff to be in one
location and offer the greatest efficiency.
Both options would involve multiple phases over 5-10 years and will require significant investment.
Each option included relocating the B Street Yard operations to the Hardisty property,which would
open opportunities to either sell the B Street property or redevelop it for another city function.
Cotta emphasized that the city has reached a critical point with its facilities, noting that some
buildings have serious safety issues affecting staff, including a staff member experiencing seizures
due to poor electrical wiring in City Hall. Regardless of which direction Council chooses, significant
funding will be required, likely through a bond measure.Fleury highlighted the deteriorating condition
of numerous city buildings stemming from outdated infrastructure.The necessity for action was
underscored, emphasizing that current facilities are not sustainable in their present state without
considerable improvements. The Council was urged to prioritize and provide a vision for the city's
future, regarding either maintaining the status quo or consolidating operations.
Council members expressed concerns about making decisions without more detailed cost estimates
and questioned the economic development assumptions about divesting downtown city buildings.
Caution was expressed about removing civic anchors from downtown that bring activity.These
perspectives emphasized the trade-off between consolidating city operations for greater efficiency
and maintaining downtown vibrancy to meet economic needs.They highlighted the necessity for a
balanced approach informed by comprehensive data, community engagement,and strategic
analysis.
Rooklyn addressed economic development considerations, noting that according to the city's
economic opportunity analysis, commercial downtown square footage is in high demand and low
supply. City-owned buildings in prime downtown locations could potentially better serve the
community if they were available for retail or high-access office space.
The Council discussed the need for:
• Better understanding of the cost of the status quo vs. consolidation options
• Appraised values of city properties that might be divested
• Community engagement to determine priorities and values
• Creating a dedicated facilities fund with proceeds from property sales
• Balancing operational efficiency with downtown vibrancy
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January 14,2026
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No formal action was taken, but Cotta requested direction from Council by the next budget season
(July-August) and will work with Finance to create a facilities fund with appropriate financial policies
and develop a project page to share information with the public.
III. Adjournment of Study Session.
The meeting was adjourned at 5:00 pm.
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City Recorder Alissa Kolodzinski Mayor Tonya Graham
City Council Study Session
January 14,2026
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