HomeMy WebLinkAbout1997-0820 Study Session MIN MINUTES
CITY COUNCIL STUDY SESSION
August 20, 1997
CALL TO ORDER
Mayor Golden called the meeting to order at 12:37 pm.
In Attendance: Councilor Laws, Hauck, Hagen, Wheeldon and DeBoer (Reid was absent). Also present were staff
members Brian Almquist, Greg Scoles, Paula Brown, John MacLaughlin, Dick Wanderscheid, Fran Berteau, Derek
Severson, and Pete Lovrovich; architect Gary Afseth; Damon Fours of The Ashland Daily Tidings; and Planning
Commissioner Marilyn Briggs.
A. Plan for Dealing with Space Needs at City Hall
City Administrator Almquist began by mentioning the space needs study summary which was distributed to
councilors at the August 19th council meeting. This summary detailed the possibilities of expanding city hall with
a partial third story to allow current staffing there to continue while adding a new building at the Council Chambers
site on East Main to accommodate Public Works, Engineering and Computers. This summary also dealt with means
to finance this plan using available resources. Almquist then introduced Gary Afseth who has been working with
the various city departments since 1993 to deal with the space needs issue. Almquist stated that Afseth's work had
indicated that a third floor was necessary at city hall, and some of that project has begun with the addition of the
elevator to meet Americans with Disabilities Act (ADA) requirements. The elevator will be installed in such a
require the city offices to relocate out of city hall for approximately 9 months during construction, probably in 2003-
2004.
Architect Gary Afseth discussed the space planning process and explained how questionnaires had been used with
staff in 1993 to determine space requirements of 16,500-17,800 square feet. It was noted that this requirement
included space needed for Public Works & Engineering staff. City hall is approximately 7300 square feet. Now
in 1997, Afseth has again been asked to examine space needs but only for those departments currently housed in
city hall. This time, no questionnaire was used; instead meetings were conducted with staff and department heads
to review the 1993 report. Current space needs were now determined to be 10,900 square feet, meaning an
additional 3600 square feet of space are needed to efficiently house the staff currently in city hall. Afseth felt that
this much additional space was within the realm of possibility with the addition of a partial third floor.
Afseth went on to show various elevations of the proposed renovation, explaining what could be done to bring the
city hall building up to code, comply with ADA and stay within the requirements for maintaining the historical status
of the building while expanding to gain the needed space. He noted that these elevations were only conceptual
drawings and further meetings with department heads would be needed to get their input and work out complete
details. His plan called for removal of both current stairways, reducing the number of entrances to the building
to one (1) and making it more of a focal point; making a single "spine" corridor down the center of the building
connected to one stairway at either end and all tied into the elevator. The ground floor would house Finance,
Utilities and the City Recorder. The second floor would gain an additional 1000 square feet and contain Community
Development. The third floor, approximately 2200 square feet, would have the Mayor's office and the
Administrator and City Attorney. The roof structure, which is currently very deep (61/2' of dead space) would be
removed and replaced to better advantage of the space and allow for the third floor and shared elevator with OSF.
Explanation continued, noting the need to maintain the integrity of the historic structure while subordinating the
addition to the existing portion. Said the third floor would have a 51/2' setback and 42" railing with potential for
some garden space. Also said first floor storefront windows would be replaced with some that were more in
keeping with the second floor to give a consistent appearance and add some seismic/structural integrity.
(Ashland City Council Study Session Minutes/Space Needs 8/20/97) 1
the view was one of the great benefits of her office.
it not be presented in a way to encourage people to sit or loiter.
Councilor Laws questioned why, if the added space was to increase efficiency, had the plan continued use of a 1.5
efficiency multiplier. Afseth explained that this multiplier was the relationship of net area to gross area and
continued use of this index.
structure.
elevator exiting into open space, exposing those exiting the elevator to the weather. He noted that the city hall is
the heart of the city, and the appearance should be strengthened accordingly. Afseth suggested that the entry way
entrance, rather
the
of requirements for maintaining historic status.
into what kind of leeway the state might allow in terms of requirements for historic buildings.
Councilor DeBoer indicated that he disliked the idea of a third story, and suggested that he'd like a comparison of
floor.
the current
institutional.
B. Plan for Dealing with Space Needs at the Council Chambers Site
at the East Main Street Council Chambers site. This would be of the same design as discussed in 1993, but the
wing of offices previously proposed for city hall personnel has been removed.
(Ashland City Council Study Session Minutes/Space Needs 8/20/97) 2
C. Discussion of Financing Space Needs Plan
of city hall in
2003-2004. The new building would cost approximately $592,000 and the complete city hall renovation would be
approximately $1.25 million.
was indicated
on space rein for 271/2 N. Main should be included in calculations.
wing for anticipated later needs. Mayor Golden stated that she felt this wouldn't be seen as prudent as it would be
ADJOURNED
26th at 4pm to deal with the hiring of a new City Administrator. The meeting was adjourned at 1:50 pm.
(Ashland City Council Study Session Minutes/Space Needs 8/20/97) 3