HomeMy WebLinkAbout2016-1017 Study Session MINCity Council Study Session
October 17, 2016
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MINUTES FOR THE STUDY SESSION
ASHLAND CITY COUNCIL
Monday October 17, 2016
Siskiyou Room, 51 Winburn Way
Mayor Stromberg called the meeting to order at 5:31 p.m. in the Siskiyou Room.
Councilor Rosenthal, Morris, Marsh, Seffinger, and Voisin were present. Councilor Lemhouse was absent.
1. Public Input
Huelz Gutcheon/2253 Highway 99/Spoke on financing solar panels and timeliness for panel installation.
2. Look Ahead review
City Administrator Dave Kanner reviewed items on the Look Ahead.
3. Status update on the feasibility study for the replacement of city hall
Public Works Project Manager Kaylea Kathol introduced Dana Ing-Crawford from Ogden Roemer
Wilkerson Architecture (ORW) who provided a feasibility study on replacing City Hall. ORW looked at
three sites, the current location of City Hall, the Community Development Building, and the parking lot on
Lithia Way and North Pioneer Street. They created five design options, gathered public input and developed
cost models. A presentation included:
Space Needs for City Hall and Community Development:
Year 2021: 23,017 square feet
Year 2031: 23,472 square feet
Option 1: City Hall Expansion: New Construction - DETERMINED NOT FEASIBLE
Consolidate functions of City Hall and Community Development at City Hill site, all new
construction
Option 2: City Hall Expansion: Preserving Historic Features - DETERMINED NOT FEASIBLE
Consolidate functions of City Hall and Community Development at City Hall site, mostly new
construction and preserve majority of north and west historic walls
Option 3: Community Development Expansion - FEASIBLE
Consolidate functions ofCity Hall and Community Development at Community Development site,
2 level vertical expansion on top of original Hillah Temple structure
Considerations:
o Area needed: approx. 23,500 SF
o Area available: approx. 22,070 SF
o Maintain existing first floor plus 2 new levels
o Consolidation enhances public convenience & governmental efficiency
o Larger floor plate increases usable space & flexibility
o Maintain location of Community Development functions
o Maintain existing off-street parking & recycling area
o Maintain existing public access to Alice Peil Walkway & public restrooms
o Move City Hall functions to Community Development site
o Relinquish City Hall Building to original owners or maintain for alternate City use
o Requires temporary staff relocation during construction
o Community Development within Hosler Dam inundation zone
o Inadequate parking for public visitors and staff
Option 4(a): City Hall Expansion + Community Development Reconfiguration - FEASIBLE
Maintain majority of city hall functions at City hall in an expanded 3 story building + moderate
reconfiguration of Community Development Building
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Considerations:
o Area needed: approx. 23,500 SF
o Area available: approx. 24,500 SF
o At City Hall provide basement plus 3 levels, can be new construction or preserve historic walls
o Provide minor reconfiguration of Community Development for future growth
o Maintains dispersed city services, not as efficient for staff productivity
o Maintains ownership of both buildings
o Maintains location of City Hall & Community Development functions
o Relocate large meeting room, leased storage spaces, and Community Development archives to
City Hall
o Only City Hall requires temporary staff relocation during construction
o Downtown construction may impact tourism and traffic flow
o City Hall and Community Development are within Hosler Dam inundation zone
o Inadequate parking for public visitors & staff
Option 4(b): City hall Expansion + Community Development Reconfiguration - FEASIBLE
Maintain majority of City Hall functions at City hall in an expanded 3 story building + moderate
reconfiguration of Community Development Building
Considerations:
o Area needed: approx. 23,500 SF
o Area available: approx. 24,500 SF
o At City Hall provide basement plus 3 levels, can be new construction or preserve historic walls
o Provide minor reconfiguration of Community Development for future growth
o Maintains dispersed city services, not as efficient for staff productivity
o Maintains ownership of both buildings
o Maintains location of City Hall & Community Development functions
o Relocate large meeting room, leased storage spaces, and Community Development archives to
City Hall
o Only City Hall requires temporary staff relocation during construction
o Downtown construction may impact tourism and traffic flow
o City Hall and Community Development are within Hosler Dam inundation zone
o Inadequate parking for public visitors & staff
Option 5: New Construction at Lithia Way & North Pioneer - FEASIBLE
Consolidate functions of City Hall and Community Development at Lithia Way and North Pioneer
parking lot
Considerations:
o Area needed: approx. 23,500 SF
o Area available: approx. 26,135 SF
o New 2 level building w/ 2 levels of underground parking
o Consolidation enhances public convenience & governmental efficiency
o Largest floorplate increases useable space & flexibility
o Maintains existing public parking
o Reduces downtown parking demand by providing code required parking for new building
o Access easement to adjacent property
o Relinquish City Hall Building to original owners or maintain for alternate City use
o Sell Community Development Building to offset project costs
o Eliminates temporary staff relocation during construction
o Site outside of Hosler Dam inundation zone
Public Involvement - Process
Advertising:
City Council Announcements
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JPR spots
Open City Hall (City of Ashland Website)
Flyers at City Hall, Plaza kiosk, Community Development, Ashland Co-op
Open City Hall Input:
140 visitors, 28 responses
Major issues presented include:
o Building Safety (seismic upgrades)
o Some feel a new building is unnecessary
o Energy Efficiency
Open House Input:
65 participants
Presentation and dot exercise on priorities and cost
Major issues presented include:
o Location (inside or outside of downtown)
o Parking
o Sustainability
o Address other City priorities
Public Involvement - Priority Input
Building Safety -City Hall will be designed to comply with current structural codes to safeguardstaffandthepublic
Public Access -The design will provide convenient, universal access to core customer services for
the public
Centralized Services -The design will consolidate the numerous departments customers access
most frequently for public convenience and staff efficiency
Parking Availability -City Hall will incorporate some timed parking spaces to accommodate
public customers
Energy Efficient -The design will meet the industry standard for Leadership in Energy and
Environmental Design (LEED) and consider additional green building measures
Historic Preservation -Reconstruction of the current City Hall will preserve and/or restore
historically significant architectural features
Workplace Efficiency-City Hall workspace will be designed for staffproductivity, flexibility and
customer service
Aesthetically Pleasing-The design ofCity Hall will make a positive contribution to the streetscape
and maintain the sense of place that is distinctly Ashland
Priority Boards & Dot Summary
Energy Efficiency - 14
Locate Downtown - 12.5
Locate Out of Downtown - 12.5
Public Access - 12
Aesthetically Pleasing - 9
Historic Preservation - 8
Not a Priority - 7
Centralized Services - 5
Building Safety - 4
Parking Availability - 4
Workplace Efficiency - 3
Priority Ranking - Cost Boards & Dot Summary
1. My priority ranking would not change due to costs - 15
2. My priority ranking should be balanced based on cost - 4
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3. Cost should trump my rankings - 3
Cost Model - Design Assumptions
1. Exterior materials of brick veneer, some storefront and curtain wall, moderate civic features (e.g.wood soffit), solar panels on roof
2. Structure for standard options is steel, complying with OSSC standard building code (not EssentialFacility). Structural alternate includes surcharge for upgrading to essential facility3. Interior materials similar to class A office space4. For option 5 underground parking, can be fireproofed steel or concrete, and ventilated5. Assume 2000 SF of compact storage
Council was interested in the cost on reinforcing the Community Development building seismically andreinforcementcoststoaddafloor. Ms. Ing-Crawford would find out if Community Developmentemployeesneededtorelocateduringconstruction. Other Council comment thought Council shoulddeterminehowmuchtheywantedtocombinestafffunctionsfirstthendesigntheprojects.
City Administrator Dave Kanner initially understood tearing down City Hall and rebuilding would cost lessthanaseismicretrofit, and the study proved that was not the case. Council needed to think about the optionsandresumediscussioninthefutureonnextsteps. The seismic retrofit was less expensive at $4,500,000 to5,000,000 but did not improve efficiencies.
Mr. Kanner went on to address objections received from Council members regarding his recruitment of anAssistantCityAdministrator/Finance Director instead of an Administrative Services Director/FinanceDirector. He noted an email he had received from former Council member Dennis Slattery and of whichhadbeensenttoCouncil, which adamantly stated hiring an Assistant City Administrator (ACA) should be
a Council decision. Mr. Kanner explained City code made it clear the City Administrator had the authoritytocreateandclassifypositionsasanadministrativefunction. However, he had no desire to engage in an
argument if Council majority disagreed with this authority.
Mr. Kanner clarified he was not implementing the reorganization plan he had presented to Council earlierthisyearduringtheCouncilGoalSession.
Council commented that having the authority to make unilateral decisions did not necessarily mean the CityAdministratorshouldmakethemwithoutdiscussingthematterfirstwithCouncil. Other commentsincludedquestionsonhiringanACAwhentheCitycurrentlyhadtheknowledgeandexpertiseinotherdepartmentheads. It was said that it would be problematic from an organizational and cultural point ofview. Majority of council voiced their desire to keep the Finance Director and ACA positions separate.
Council directed staff to keep to the recruitment of hiring an Administrative Services Director/FinanceDirectorinsteadofAssistantCityAdministrator/Finance Director.
Meeting adjourned at 7:19 p.m.
Respectfully submitted,
Dana Smith
Assistant to the City Recorder
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