HomeMy WebLinkAbout2026-03-27 Special Meeting MIN ASHLAND CITY COUNCIL
SPECIAL MEETING MINUTES
Friday,March 27,2026
I. Special Meeting
Council Present: Mayor Graham and Councilors Sherrell, Bloom, Kaplan, DuQuenne,and Hansen.
Via Zoom: Dahle.
Staff Present:
Jordan Rooklyn Deputy City Manager
Carmel Zahran Assistant City Attorney
Cobi Glick Administrative Analyst
Graham called the meeting to order at 2:01 p.m.
a. Land Acknowledgement"
Graham read the land acknowledgement.
II. PLEDGE OF ALLEGIANCE
Graham led the pledge of allegiance.
III. ROLL CALL
IV. NEW BUSINESS
a. Update on City Hall Repair Requirements
Rooklyn presented an update on repair recommendations for City Hall. A summary was provided (see
agenda packet) that organized recommended repairs into: immediate concerns, primary concerns
(life safety but not precluding occupancy),and secondary concerns (non-life-safety items).
Immediate concerns included: a cracked roof rafter identified in a recent inspection, significant roof
leaks, a non-functioning water heater, exposed electrical wiring, HVAC replacement,and pest control.
Cost estimates derived from the inspection reports and adjusted for inflation were included as report-
based estimates rather than actual contractor bids.
Councilors discussed whether some repairs, such as electrical concerns,could be handled in-house
by City staff and sought clarification around repairs classified as life cycle issues. Completion of the
rafter repair was expected for some time in May after bids close on April 6,while other safety issues
still need to be addressed before full reoccupation. Rooklyn explained the order from the Fire Marshall
may be lifted after the rafter repair, but high-wind or snow events were identified as ongoing concerns
in the structural engineer report. Repair of the rafter would likely be covered by the facilities fund, and
a suggestion was made to prioritize the City Manager's report in council meetings to enhance
operational communication.
Public Comment Open
Several community members spoke on the history and importance of City Hall, highlighting its historic
and symbolic significance. Concerns were expressed about past attempts to renovate the building
and the need for the Council to honor it as an integral part of Ashland's heritage. Suggestions included
Special Meeting
March 27,2026
Page 1 of 3
utilizing vacant downtown spaces temporarily, and there was a strong sentiment that City Hall should
remain downtown and continue tn house government services.
Public Comment Closed
b Discussion on Use o/Community Center
Rooklyn provided context:the Ashland Community Center had been closed since 2019 and recently
underwent substantial renovation. Following the February 17,2026 discovery of a cracked rafter at City
Hall,the Community Center was identified on the most suitable location to co-locate displaced staff.
Three legal department staff relocated to the finance building near the YMCA,and the remaining
administrative staff were moved into the community center around mid-March.
Councilors discussed historic and recent Council policy decisions regarding the Community Center,
including the decision to close it due to safety concerns seven years prior,to invest over$2 million in
renovations,rejecting demolition recommendations, initiating community input through a �
Management Advisory Committee, lowering rental fees to enhance accessibility,and the decision to �
reopen. R*purponing the building for administrative use was discussed uoo Council policy matter,
and it was suggested that the Council c/orifvitaintand*due*� Brood�rqu�aiionavver� roiaedob�ut �
' �
the city's long-term facility strategy,revenue challenges,and community engagement in discussions �
to inform decisions was emphasized. �
It was noted that the City Manager had the responsibility and operational authority at the time of her
decision to relocate,and that there was not u policy in place that restricted administrative use ofthe
Community Center. Remote work or partnerships with |nom| institutions for office space were
suggested as interim solutions,ongoing capital maintenance challenges were discussed,and support
`
was expressed for clear policy guidance on Community Center use to align with community priorities.
Public Comment Open �
Six members of the public addressed the Council.Some supported the decision as a necessary safety
measure but emphasized the need for a long-term solution for City Hall and to eventually reopen the �
Community Center for public use. Remote work for administrative staff was suggested and concerns
were expressed that the relocation felt like a "takeover,"with inadequate communication and signage
that did not reflect Ashland's values.The Council was urged to prioritize public access due to its
significance in the community,and it was suggested that rental revenue from public use of the facility
would help offset the costs of obtaining alternative office space for administrative staff.
Public Comment Closed
Bloom moved that the Ashland City Council declare that the Ashland Community Center and
Pioneer Hall are to be reserved for public,civic,recreational,cultural,meeting,and other �
community-serving uses,and shall not be used for general administrative off ice occupancy by city
staff except in the event of a declared emergency;and further moved that staff return Ko Council
with anesoUutUon reflecting this policy by the May 5 business meeting.The motion was seconded by
DuQuenne.
Roll Call Vote:Kaplan,DuQuenne,Bloom,Dahle,Sherrell—Yes; Hanson —No.Motion passed.
Special Meeting
March 27,JooS
Page 2o/a
V. ADJOURNMENT
The meeting was adjourned at 3:27 p.m.
Depuy9ity Janager Jordan Rooklyn Mayor Tanya Graham
Special Meeting
March 27,2026
Page 3 of 3
SPEAKER REQUEST FORM
Firems'+ Submit this form to the meeting Secretary
prior to the discussion item.
1)You will be called forward when it is your turn to speak
2) State your name and speak clearly into the microphone
3) Limit your comments to the time allotted
4) Provide any written materials to the meeting Secretary
5) Speakers are solely responsible for the content of their statement
Date:
77Z2_
Name: (Please Print)
Ashlan esident:
ES NO City:
7
Agenda Topic/Item Number:
,4�� (
Public Forum Topic (Non-agenda Item):
Please respect the order of proceedings and strictly follow the
directions of the presiding officer. Behavior or actions which are loud
or disruptive are disrespectful and offenders will be requested to
leave.
Disclaimer: By submitting this request to address the Public Body, I
agree that I will refrain from the use of any obscene, vulgar, or
profane language. I understand that if I do not follow procedure my
speaking time may be terminated, and I may be requested to sit down
or leave the building.
SPEAKER REQUEST FORM
Submit this form to the meeting Secretary prior
to the discussion item.
1)You will be called forward when it is your turn to speak
2) State your name and speak clearly into the microphone
3) Limit your comments to the time allotted
4) Provide any written materials to the meeting Secretary
5) Speakers are solely responsible for the content of their statement
Date: _1 �2_-7 I 2-1
Name: (Please Print)
Ashland Resident:
Uj,Y-ES ❑ NO City:
Agenda Topic/Item Number:
Public Forum Topic (Non-agenda Item):
Please respect the order of proceedings and strictly follow the
directions of the presiding officer. Behavior or actions which are loud
or disruptive are disrespectful and offenders will be requested to leave.
Disclaimer: By submitting this request to address the Public Body, I
agree that I will refrain from the use of any obscene, vulgar, or
profane language. I understand that if I do not follow procedure my
speaking time may be terminated, and I may be requested to sit down
or leave the building.
SPEAKER REQUEST FORM
Submit this form to the meeting Secretary prior
F___-1
to the discussion item.
1)You will be called forward when it is your turn to speak
2) State your name and speak clearly into the microphone
3) Limit your comments to the time allotted
4) Provide any written materials to the meeting Secretary
5) Speakers are solely responsible for the content of their statement
Date:
�j2-,z04
Name: (Please Print)
�- (7AI'�7
Ashland Resident:
YES ❑ NO City:
Agenda Topic/Item Number:
61,rTY . (_
Public Forum Topic (Non-agenda Item):
Please respect the order of proceedings and strictly follow the
directions of the presiding officer. Behavior or actions which are loud
or disruptive are disrespectful and offenders will be requested to leave.
Disclaimer: By submitting this request to address the Public Body, I
agree that I will refrain from the use of any obscene, vulgar, or
profane language. I understand that if I do not follow procedure my
speaking time may be terminated, and I may be requested to sit down
or leave the building.
Fri
SPEAKER REQUEST FORM
Submit this form to the meeting Secretary prior
to the discussion item.
1)You will be called forward when it is your turn to speak
2) State your name and speak clearly into the microphone
3) Limit your comments to the time allotted
4) Provide any written materials to the meeting Secretary
5) Speakers are solely responsible for the content of their statement
Date:
��-6
Name: (Please Print)
v"6(om
Ashland Resident:
YES NO City:
Agenda Topic/Item Number:
Public Forum Topic (Non-agenda Item):
Please respect the order of proceedings and strictly follow the
directions of the presiding officer. Behavior or actions which are loud
or disruptive are disrespectful and offenders will be requested to leave.
Disclaimer: By submitting this request to address the Public Body, I
agree that I will refrain from the use of any obscene, vulgar, or
profane language. I understand that if I do not follow procedure my
speaking time may be terminated, and I may be requested to sit down
or leave the building.
SPEAKER REQUEST FORM
FrAl
Submit this form to the meeting Secretary
prior to the discussion item.
1)You will be called forward when it is your turn to speak
2) State your name and speak clearly into the microphone
3) Limit your comments to the time allotted
4) Provide any written materials to the meeting Secretary
5) Speakers are solely responsible for the content of their statement
Date:
D 3 a,�
Name: (Please Print)
co Rj
Ashland Resident:
[3-YES NO City:
Agenda Topic/Item Number:
Public Forum Topic (Non-agenda Item):
Please respect the order of proceedings and strictly follow the
directions of the presiding officer. Behavior or actions which are loud
or disruptive are disrespectful and offenders will be requested to
leave.
Disclaimer: By submitting this request to address the Public Body, I
agree that I will refrain from the use of any obscene, vulgar, or
profane language. I understand that if I do not follow procedure my
speaking time may be terminated, and I may be requested to sit down
or leave the building.
SPEAKER REQUEST FORM
Submit this form to the meeting Secretary prior
to the discussion item.
1)You will be called forward when it is your turn to speak
2) State your name and speak clearly into the microphone
3) Limit your comments to the time allotted
4) Provide any written materials to the meeting Secretary
5) Speakers are solely responsible for the content of their statement
Date:
3 - - a
Name: (Please Print)
Ashland Resident:
b YES NO City:
Agenda Topic/Item Number:
Public Forum Topic (Non-agenda Item):
Please respect the order of proceedings and strictly follow the
directions of the presiding officer. Behavior or actions which are loud
or disruptive are disrespectful and offenders will be requested to leave.
Disclaimer: By submitting this request to address the Public Body, I
agree that I will refrain from the use of any obscene, vulgar, or
profane language. I understand that if I do not follow procedure my
speaking time may be terminated, and I may be requested to sit down
or leave the building.
FirSPEAKER REQUEST FORM
'-'"` Submit this form to the meeting Secretary
prior to the discussion item.
1)You will be called forward when it is your turn to speak
2) state your name and speak clearly into the microphone
3) Limit your comments to the time allotted
4) Provide any written materials to the meeting Secretary
5) Speakers are solely responsible for the content of their statement
Date:
-�
Name: (Please Print)
Ashland Resident:
YES NO City:
Agenda Topic/Item Number:
Public Forum Topic (Non-agenda Item):
Please respect the order of proceedings and strictly follow the
directions of the presiding officer. Behavior or actions which are loud
or disruptive are disrespectful and offenders will be requested to
leave.
Disclaimer: By submitting this request to address the Public Body, I
agree that I will refrain from the use of any obscene, vulgar, or
profane language. I understand that if I do not follow procedure my
speaking time may be terminated, and I may be requested to sit down
or leave the building.
SPEAKER REQUEST FORM
Submit this form to the meeting Secretary prior
to the discussion item.
1)You will be called forward when it is your turn to speak
2) State your name and speak clearly into the microphone
3) Limit your comments to the time allotted
4) Provide any written materials to the meeting Secretary
5) Speakers are solely responsible for the content of their statement
Date:
2 /
Name: (Please Print)
Ashland Resident:
YES NO City:
Agenda Topic/Item Number:
Public Forum Topic (Non-agenda Item):
Please respect the order of proceedings and strictly follow the
directions of the presiding officer. Behavior or actions which are loud
or disruptive are disrespectful and offenders will be requested to leave.
Disclaimer: By submitting this request to address the Public Body, I
agree that I will refrain from the use of any obscene, vulgar, or
profane language. I understand that if I do not follow procedure my
speaking time may be terminated, and I may be requested to sit down
or leave the building.
SPEAKER REQUEST FORM
Submit this form to the meeting Secretary prior
to the discussion item.
1)You will be called forward when it is your turn to speak
2) State your name and speak clearly into the microphone
3) Limit your comments to the time allotted
4) Provide any written materials to the meeting Secretary
5) Speakers are solely responsible for the content of their statement
Date:
� Z7 Z6
Na e: (Please Print)
6#, d� s�
Ashland Resident:
YES ❑ NO City:
Agenda Topic/Item N mber:
Pubic Forum Topic( on-agenda Item):
Please respect the order of proceedings and strictly follow the
directions of the presiding officer. Behavior or actions which are loud
or disruptive are disrespectful and offenders will be requested to leave.
Disclaimer: By submitting this request to address the Public Body, I
agree that I will refrain from the use of any obscene, vulgar, or
profane language. I understand that if I do not follow procedure my
speaking time may be terminated, and I may be requested to sit down
or leave the building.
SPEAKER REQUEST FORM
Submit this form to the meeting Secretary
prior to the discussion item.
1)You will be called forward when it is your turn to speak
2) State your name and speak clearly into the microphone
3) Limit your comments to the time allotted
4) Provide any written materials to the meeting Secretary
5) Speakers are solely responsible for the content of their statement
Date:
Name: lease Print,
Ashland Resident:
t4 YES NO City:
gen a Topic/Item Number:
/�
Public Forum Topic (Non-agenda Item):
Please respect the order of proceedings and strictly follow the
directions of the presiding officer. Behavior or actions which are loud
or disruptive are disrespectful and offenders will be requested to
leave.
Disclaimer: By submitting this request to address the Public Body, I
agree that I will refrain from the use of any obscene, vulgar, or
profane language. I understand that if I do not follow procedure my
speaking time may be terminated, and I may be requested to sit down
or leave the building.
KQ
SPEAKER REQUEST FORM
W1 Submit this form to the meeting Secretary
prior to the discussion item.
1)You will be called forward when it is your turn to speak
2) State your name and speak clearly into the microphone
3) Limit your comments to the time allotted
4) Provide any written materials to the meeting Secretary
5) Speakers are solely responsible for the content of their statement
Date: } (�
Name: (Please Print)
tv
Ashland Resid nt:
0—YES NO City:
Agenda Topic/Item Number:
Public Forum Topic (Non-agenda Item):
Please respect the order of proceedings and strictly follow the
directions of the presiding officer. Behavior or actions which are loud
or disruptive are disrespectful and offenders will be requested to
leave.
Disclaimer: By submitting this request to address the Public Body, I
agree that I will refrain from the use of any obscene, vulgar, or
profane language. I understand that if I do not follow procedure my
speaking time may be terminated, and I may be requested to sit down
or leave the building.
SPEAKER REQUEST FORM
Submit this form to the meeting Secretary
prior to the discussion item.
1)You will be called forward when it is your turn to speak
2) State your name and speak clearly into the microphone
3) Limit your comments to the time allotted
4) Provide any written materials to the meeting Secretary
5) Speakers are solely responsible for the content of their statement
Date:
Name: (Plea e Print)
Ashland Resident:
4 YES ❑ NO City:
Agenda Topic/Item Number:
Public Forum Topic (Non-agenda Item).
Please respect the order of proceedings and strictly follow the
directions of the presiding officer. Behavior or actions which are loud
or disruptive are disrespectful and offenders will be requested to
leave.
Disclaimer: By submitting this request to address the Public Body, I
agree that I will refrain from the use of any obscene, vulgar, or
profane language. I understand that if I do not follow procedure my
speaking time may be terminated, and I may be requested to sit down
or leave the building.
Report to the Ad Hoc City Hall Space Needs Study Committee
March 16, 1994
Subject: Existing City Hall building
By: Rick& Gayle Vezie
RICHARD VEZIE &ASSOCIATES
94 Third Street,Ashland 488-1453
THE FOUR PRIMARY ISSUES:
1. Space requirements for City Offices currently housed in or near City Hall.
2.Addressing ADA and UBC chapter 31 accessibility requirements,
3. Seismic concerns.
4. The money.
SPACE:
The Committee seems to agree that the City Departments at City Hall need additional space.
Most of us agree that it makes sense for Public Works to move out to the East Main location.
This however, doesn't free up much space and we still have Engineering across the street
paying $1500 a month for a less than ideal location. In the mean time, the Department of
Community Development(DCD) is crammed in like sardines at. City Hall. The rest of the
people in the building seem to have at least a tolerable situation, as far as space is concerned.
Clearly, DCD has it the worst.
How a space is utilized can be every bit as important as how much there is of it.As with the
saying "a penny saved is a penny earned",using space efficiently is like acquiring additional
space for free.
The existing Main and Second Floors of City Hall don't allow for the efficient use of space
because they are so badly broken up. Essentially,the building is divided into two long tubes
on each floor because of the two story brick wall that runs the length of the building. The
tubes are further divided by various offices and compartments that were apparently fit into
or added to the existing structure over time in an effort to deal with changes in use or other
needs as they arose (see Fig. 1).
ACCESSIBILITY:
According to the ADA report by Darrel Ackerman, the City has a measure of "exposure"
under the ADA. The final paragraph of Sheet 011 of his Facility Evaluation reads:
NOTE:This second floor houses the primary activities of the city government and is not
accessible. This is discrimination under ADA Title 11 and is therefore your highest exposure
risk of litigation under the ADA. These executive offices must be located in an accessible
location.
No matter what we do to the City Hall building,we will incur some cost to make the
building accessible. The question is,how much?This will cause us to address some
interesting questions. Do we want to do just enough to past the law? Do we want to make
the building truly accessible?Do we want to arrive at some area in between?The only clear
way around the Accessibility issue is to sell the building. Maybe we could get around the
Helman Agreement with some legal slight of hand,but there is also the moral issue envolved
of honoring the intent of an agreement.
If we decide to hold to our agreement,keep the building, and start upgrading at some level
to comply with the ADA, the trail leads to the next issue,where not to be when the big one
hits.
SEISMIC CONCERNS:
Unreinforced masonry buildings are a seismic nightmare.We have additional problems with
the City Hall because of the additions. While some upgrading took place during the last
remodel, it didn't involve all of the building. Major areas are still just old non-seismically
retrofitted unreinforced masonry.A lot of it up pretty high. If you played with blocks as a
child,you know what that means. This brings to the table additional questions.What should
we do to try to protect the people who work in the building?What are the "reasonable"
expenditures?This leads to the next issue,there's never enough money.
THE MONEY.
Now that we're looking at spending some big money, we need to address both the cost of our
decisions, and what we might expect to get for our investments.
THE BEST ANSWERS:
If only we could open up the spaces in the building to allow flexibility in their uses. If there
was some way to remove a bunch of the interior walls, especially the big brick wall (see Fig.
2).
The City Administrator has said on several occasions "the existing City Hall building can't
support a third floor". This may be true. This led to the thinking that to try to impose a third
floor on the building is all wrong.A better and simpler solution is to construct a third floor
that would be mostly structurally independent of the existing building, but, along with it's
support structure,would actually help support and reinforce the existing building's two
floors and walls (see Fig. 3,Fig. 4, and Fig. 5). This could be done by using a system of steel
columns and beams A large beam would replace the interior two story brick wall. We would
also want to get rid of the two vaults which occupy and waste valuable space in the center of
the building. This work could be done with much of the existing floors in place. We would
have to install shear walls between some of the columns for bracing,but we would have
some flexibility in their placement. Some portions of the main floor would have to opened
up to pour footings.
The best configuration for a third floor is to incorporate it into the roof itself as suggested by
Brent Thompson,Marilyn Briggs, and others (see Fig. 5). This also provides a third floor
that causes minimal visual impact on the character of the building (see Fig. 6 and Fig. 7).
The elevator and stairs to the third floor pose no additional space penalty on the lower two
floors as they are needed for the second floor anyway. The third floor should be of light
weight construction(see Fig. 5).The roof trusses would help stabilize the existing exterior
walls without imposing any additional loading on them(as with the third floor cantilevered
floor trusses). We also pick up over 500 sq. ft. of storage space on the third floor at very
little additional cost. We should save what we can of the last remodel on the Finance side.
What will it all cost?unfortunately,the only way to find out is to have working plans drawn
up and put it out to bid. Keep in mind that we save the $1500 a month that Engineering
spends on rent, and we would have expenditures for seismic and ADA upgrades to the
building anyway(before we would pick up an inch of extra space). This plan provides the
space the city needs right in the bulls eye of the most valuable space we own and should
solve all of the issues. Of course additional time would be needed to work out the specific
Space Plans and professional engineering would be required to work out the specific design.
Maybe the best news is that this project could provide us with an unique opportunity. If we
were able to turn this into a "CAMPAIGN TO SAVE CITY HALL",we might be able to pull
in contributions from citizens and corporations. It could provide an opportunity for our local
government and it's citizens to work together. The real issue here has to do with ownership. I
think Ron Roth said it best("who is the City of Ashland?"). If we provide a chance for
people to help City Hall, maybe they'll think of it as theirs.
Existing Main Floor 4272 sq. ft.
Existing Second Floor 3169 sq. ft.
Total Existing 7441 sq. ft.
Proposed Second Floor Addition 863 sq. ft.
Proposed Third Floor Addition 2287 sq. ft.
Total Additions 3150 sq. ft.
Total Floor Area 10591 sq. ft.
Additional Internal Storage 529 sq. ft.
m
x
z
z
71
E--L
x ------
cn
z
G�
713
O � �
z
o �
a $ RICHARD VEZIE & ASSOCIATES
C 1-r( HALL 84 THIRD STREET
ASHLAND, OREGON 97520
541488-1453
7� 1 L —
O
0
m a 0 a a 0
R o o
O
713
lz
C)
Q a a a 0
M
O
z 0
71
0
o
1 H/ L L 94 HARDTHIRD
YEZIE ASSOCIATES
94 THIRD STREET
ASHLAND, OREGON 57520
541 488-1453
38' 9-112"
8 C FI
! ! S t
F 1 y t
C 11
! t ;
5TOP.AGE ;I
trt I
P i
d
Q ! 6 !I
zE
4 i HI
—{� I ,
�3
o M ; e
-� p i
o m t °r
i I 'k
! i ,t
m € Q H
I t m !
C
''77� I 74 ,t
1u 1 I y Hi
I 1 if
F I 1 F i C
j 6 Cv
i t ti
I d�
B E jI
9 V !!
1 iC
713
___
I
N
RICHARD VEZIE & ASSOCIATES
2 94
C[TY HALL AS THIRD STREET
ASHLAND, OREOON 97524
541 488-1453
rk.
V
O.J
C�
V T
1�f —
:.............................. .
..........
V+ _ .. .. .................�................... .......................,......s
RICHARD BEZIE & ASSOCIATES
C11Y HALL 94 THIRD STREET
ASHLAND, OREGON 97520
541 488-1453
CSC
713
O
C)
m
............ ..........................
.............
m
C) m
o >
m
........................
.................
-n ...................................... ..........................................
csl
RICHARD VEZIE & ASSOCIATES
-Y HALL 94 THIRD STREET
ASHLAND. OREGON 97580
Ez 541488-1463
Z
713
� z
713 M
`Tt �
Q 713
�
7Z �
> M
Q �
O L
z
C I� HALL L 94 HARDTHIRD
VEZIE ASSOCIATES
fa 94 THIRD STREET
ASHLAND, OREGON 97520
541488-1453
m
7
m
713
cn
iq
m
rn
RICHARD VEZIE & ASSOCIATES
C[1 Y HALL 94 THIRD STREET
ASHLAND, OREGON 97520
541488-1453