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HomeMy WebLinkAbout1996-0814 SPEC MTG MINMINUTES FOR SPECIAL MEETING ASHLAND CITY COUNCIL ~ugust 14, 1996 Mayor Golden called meeting to order at 7:30 p.m. in the Council Chambers. SPECIAL ~GEND~ ITEM - CITY SPACE NEEDS In attendance: Council Members Laws, Reid, Hauck, Hagen and Wheeldon; Staff: Almquist, Nolte, Clements, Woodley, McLaughlin and Scoles; local media. Mayor Golden read for public information the report to the Council from the Ad Hoc Space Needs Study Committee. The report concluded that additional space is needed for certain downtown offices. Several reasons were stated which included overcrowded conditions and the current situation of housing the Engineering Department in a rented space. The Committee submitted six recommendations: 1) Acquire, maximize and improve space for city offices with funds currently earmarked for proposed city building construction at East Main Civic Center; 2) Commit to the acquisition of Hillah Temple; 3) Commit to the rehabilitation of the existing City Hall building; 4) Planning Director John McLaughlin updated council on current office space needs and acquisition of the Hillah Temple. He reported that after several attempts of negotiation with Hillah Temple there was no agreement on sale price. PUBLIC FORUM OPEN Fred Robert/143 Nutley/Spoke regarding the cost involved with the Hillah Temple. Opposes considering acquiring Hillah Temple because of the cost involved. Does not agree with rental of office space for Public Works and belong at the East Main Civic Center. Cannot justify putting a third story on City Hall because of the age of the building, does believe City Hall should remain downtown. Look at city department staff and functions and determine if necessary. Noted section three in resolution regarding city establishing an Ad Hoc City Space Needs Study Committee. Dean Phelps/1383 Oregon Street/Commented that City Hall is function not a building. Noted that prior council made a decision to purchase the East Main property with the intention to move some city departments to this location. The reason the decision was made was that the function of the city could function properly, efficiently and cost effective. Cited parking and traffic problems in the downtown area. Felt choices include Council special Meeting "Space Needs" 9-24-96 1 cost and relieving external problems. utilize the space available. Stated that we should John Fields/S45 Oak/Spoke regarding how City Hall buildings are viewed. Commented that the Planning Department is better accessed through downtown. Has spoken to Hillah Temple and would like to have another opportunity to open negotiations. Feels preserving City Hall is a tradition and symbol for the future. Bill Emerson/90 Fifth St/Commented on the cost of rental for the Engineering. Suggested renting Hillah Temple for city office space. Concerned if proposed addition will support third floor. Bob Taylor/233 Fourth St/Commented that other cities have moved their city offices and suffered because of it. Stated that City Hall should not be moved without the vote of the citizens. Felt that the traffic problem needs to be solved rather than moved away from. Commented on how Ashland is a sustainable city. Greg Williams/744 Helman/Commented that the Ad Hoc City Space Needs Study committee was extremely biased. Suggested that there be wide-based committee that is more open minded. Stated that East Main Civic Center is in the middle of town. Need to look at the cost. Pat Acklin/3ZZ Bridge/Commented that East Main Civic Center is in the middle of town. Stated that prior council did commit to leaving a presence in the downtown area. Commented on the uniqueness of the downtown location. Noted the costs involved and efficient use of public funds. Michael Donovan/189 Logan Drive/Believes move of Public Works and Engineering to new proposed site would be in the best interest of the city. Commented that current staff space in City Hall is extremely inadequate. Feels that city staff will better serve the city in a more adequate work environment. Quoted from 1988 report from council that stated there would remain a function of City Hall downtown, but that some functions may need to be moved. Noted that current cost for additional space proposed is higher. Rob Winthrop/347 Guthrie/Commented that current council has to live with decisions that prior council made. Felt that a portion of proposal to build at East Main Civic Center is correct. Noted that prior council did not do a good job of informing public with the Our Town report and so the Ad Hoc City Space Needs Study Committee happened. Stated that council had not adopted the recommendations of the Ad Hoc Committee and the council needs to honor their commitment. Feels that if council is not willing to accept the recommendations then it should be submitted to a vote to the people. council special Meeting "Space Needs" 9-24-96 2 Ron Roth/6950 Old 99S/Spoke regarding process, transportation and location. Will not support building at East Main Civic Center until there is a bus stop in front of the building. Suggested possible City owned bus service. Felt that the East Main location is good for other services, not good for restaurants and questioned whether it is a good location for City Services. Supports moving forward on making a decision. Commented on if the community would be willing to spend more for the Hillah Temple versus the savings of cost by moving to the East Main Civic Center location. Encourage that council put initiative on ballot regarding leaving City Hall downtown. Darlyn Adams/189 Westwood/Questioned when council dropped Out Town committee. Commented that council has allowed too much time to make a decision. Urged council to put initiative on ballot. Fred Binnervies/1009 Onedia/Suggest alternative to Hillah Temple in the use of the old armory. Barbara Ryberg/373 Vista/Read letter from Marilyn Briggs which encouraged relocating office space for city business. Suggested adding a third story to City Hall and accepting the recommendations of the Ad Hoc Committee. Jack Blackburn/805 Oak/Commented that the council should be true to their commitment to the Ad Hoc Committee. Does not believe city will be successful with the purchase of Hillah Temple. Felt that the decision should made on efficiency. Rick Vezie/446 Walker/Spoke on three options: 1) East Main Civic Center; 2) Remodeling downtown building as required by law for ADA building compliance and current code requirements; 3) Modular buildings; and 4) Adding third story to City Hall and meet all current code requirements. Suggested maximizing space currently have. Submitted cost analysis for East Main option, modular building option and third floor option. A1 Alsing/970 Walker/Questioned why staff that had been proposed to be moved had not been asked for input. He offered comments as a former city employee and Director of Public Works. Commented on the loss of communication by departments when departments were moved away from each other. Felt that city employees should be used more efficiently. Stated that the Public Works Director should constantly involved with staff on a closer basis. Commented on security for Engineering. Urges council to put departments together. Cate Hartzell/881 E Main/Received verification that there was no revisions from the original plans for proposed building at East Main location. Questioned current council changing decisions by prior councils. Questioned why it is taking 2 1/2 years to make a decision. Council special Meeting "Space Needs" 9-24-96 3 Jim Lewis/640 A Street/Felt that Planning should be left in the downtown area, but that Public Works and Engineering should be allowed to move to the East Main location. Commented that plans for additions to the existing building would need to be approved by the Historic Commission. Council discussion regarding item 5 from the report to City Council from the Ad Hoc Committee. Rick Vezie explained that this dealt with the cost involved with hiring these outside services. Item 5 dealt with hiring engineer for evaluating the existing City Hall building. Commented that item 5 has been accomplished. Golden commented that by not being able to commit to the acquisition of the Hillah Temple did not reflect on the spirit of commitment to the Ad Hoc Committee. It was clarified for council that there is proposed remodel of City Hall for an elevator and additional office space on the second story. The cost for this expansion is in the current budget. Council discussed two options to take back for Council decision at a regular scheduled meeting: 1) Commitment to place on the ballot the Our Town Committee's proposed initiative measure or 2) Adopt findings from Ad Hoc Committee. Discussion regarding the unknowns surrounding the proposed options. It was suggested that council be provided with additional information regarding the third floor option with cost estimates. Discussion regarding efficient use of office space and restructuring of existing building space. Council placed the decision for Space Needs on the October 1, 1996 council agenda. Meeting Adjourned: 9:48 p.m. Barbara Christensen, Recorder Council Special Meeting "Space Needs" 9-24-96 4