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HomeMy WebLinkAbout1998-1006.SS.MINMINUTES FOR THE STUDY SESSION ASHLAND CITY COUNCIL October 6, 1998 CALL TO ORDER Council Chairperson Wheeldon called the meeting to order at 6:02 p.m. in the Civic Center Council Chambers. IN ATTENDANCE Councilors Laws, Reid, Wheeldon, and DeBoer were present. Councilor Hauck arrived late. Mayor Shaw was absent. Staff present included: City Administrator Mike Freeman, Assistant City Administrator Greg Scoles, City Attorney Paul Nolte, and Fire Chief Keith Woodley. DISCUSSION OF FIRE STATION PLANNING EFFORTS Fire Chief Keith Woodley presented Council with a "Fire Station Construction Project History"handout, and gave a brief overview of the fifteen year history of discussions concerning the number and locations of fire stations within the City and the need for new facilities. Woodley noted that when he accepted his position in 1991, he had recommended that a consultant be retained to look at the Fire Department's response times and the need for two stations. This study was based on a full build-out to the City's urban growth boundaries. The consultant determined that a single station configuration would not meet the City's response time criteria, which had been set at 97% of the citizenry receiving a response within three minutes, and the remaining 3% seeing responses within four minutes. Emphasized that in that study, it was indicated that the existing fire station locations were ideally situated to meet the response time criteria. Noted that architect Ted Malarz began a space needs study in September of 1995, looking at a thirty year planning horizon. At that time, the City began to consider expansion to other sites, and entered into discussions about acquiring property from the Elks, Safeway or the Post Office. It was determined that none of these properties were available. Explained that it is now a 1998 Council Goal to address fire station facility needs, and the Fire Department began to reassess the previous study, again using architect Ted Malarz, and taking into account the additional factor that the City is now providing ambulance service. Malarz determined that the existing lots were not large enough. The Portland firm of Peck. Smi/<v, Ettlin Architects, which specializes in fire station planning, was hired to review the study, and they concur that additional land will need to be purchased to address space needs. Woodley emphasized that an architect has not been retained for station design, and no architectural drawings have been prepared. They have merely been looking at concepts, and preparing footprints that accommodate space needs on existing lots with additional adjacent lands that will be needed. Woodley noted the need to have access to arterial streets from the fire station, and the desire to maintain current response time standards. Also emphasized that they have looked into the orientation of the stations relative to the urban growth boundaries, and moving either of the stations to a different site could necessitate building a third, and possibly a fourth, station in order to maintain standards. Woodley introduced Hans Ettlin, an architect with Peck, Smiley, Ettlin Architects. Ettlin noted that they have prepared a preliminary assessment of space needs for the Fire Department and reviewed previous materials, including the previous space needs study. Ettlin stated that his firms findings are very close to the previous study, and he complimented the initial study. Stated that the issue is to determine whether space needs can be accommodated at the existing sites. Stated that the existing lot on East Main is inadequate for either design Discussed possible orientation of a station on East Main, which would be laid out toward downtown with primary access off of Siskiyou. Woodley noted that they have discussed the need to improve the line of sight for drivers Ashland City Council Study Session Minutes 10-06-98 turning from East Main onto Siskiyou, citing safety concerns raised by the Traffic Safety Commission and the occurrence of accidents at this location. Emphasized that this makes the tip of the property unusable. Also noted that the grade of the lot is a factor. Ettlin discussed the methodology used in determining the lay out and orientation illustrated in the footprints, based on space needs, site limitations, traffic, site grade, and other factors. Emphasized that the site dictates drive-through bays for apparatus, and that combined with the space available leaves few options. Discussed the need for daily meetings between both fire crews, and the fact that vehicles must stay with the crew. Currently, there is no space available for temporary garaging, but the design under consideration allows for temporary garaging without obstructing access to the response corridor. Emphasized that efforts have been made to look at designs which would allow expansion on the existing lot, but that it would not be possible, even with two stories, or the use of underground space, to meet program requirements. To meet space needs, the station would need to expand to adjacent properties. If this were done, there would be adequate space for meeting rooms that would be available for public use. Also noted that school children and families frequently visit the current station, and the present arrangement is not friendly to these visitors. Woodley noted that both architects who have looked at potential designs say that expansion of the current site is not the optimum solution, but that it would be workable for the 30 year timeframe being considered. Discussed Station #2 on Ashland Street, noting similar constraints. Explained that it would be possible to expand here if the City were to absorb fifty feet from the park and vacate the end of Sherwood Street. Emphasized that there are two other streets nearby to serve the neighborhood, and the vacation would quiet the area, lessen traffic, and give right of way for access to the proposed footprint. This would not affect the end of the park which is used by the public. Woodley stated that he has had informal conversations with Ken Mickelsen, Director of the Parks Department, and they are not opposed to this suggestion. Also stated that he had met with Director of Community Development John McLaughlin, and that McLaughlin indicated that Sherwood is overdeveloped for current traffic counts, and lessening it's size from the present boulevard status would be acceptable. Woodley confirmed for Wheeldon that the amount proposed to be taken from the park was fifty feet of grass, proceeding from the retaining wall, and that the north end of Sherwood Street would be vacated. The public would still have a turn-around. Discussed the operational issue of razing a building during operation. Woodley stated that it would be his hope to build next to the existing structures, moving operations and demolishing the older structures when the new structures were complete. Noted that this plan would, however, require acquisition of the Ross Johnson property for Station #2. Woodley noted that other cities have operated out of tents and motor homes during construction, but that this opportunity does not exist here due to space constraints. Emphasized the need to acquire additional land to keep to present standards, stating that the Fire Department could not maintain standards with only one station operational at a time. Stated that this would necessitate a modification of the standards by changing the ordinance. Councilor Reid questioned the presumption of absorbing private property adjacent to Station # 1 and not near//2. Woodley continned that Reid's assessment was correct. Noted that both stations could operate during construction with no loss of efficiency if adjacent properties were acquired, and stated that he recommends, from an operational standpoint, building next to and moving in after complete in both cases. Councilor Reid stated that she is open to the vacation of Sherwood, but noted that in the past the Council has been against the creation of cul-de-sacs. Suggested that consultant look at moving Station #2 footprint eastward on the property rather than closing Sherwood. City Administrator Mike Freeman noted that there are different circumstances for each station. Explained that staff was attempting to keep the amount of property to be purchased to a minimum. Emphasized that this was not an attempt at pre-judgement or making a decision, but that it simply seemed logical to use the City's right-of-way where it was available, rather than seeking to purchase additional property.. Ashland City Council Study Session Minutes 10-06-98 Councilor Laws stated that Sherwood is one of the least-used streets in the City, and that the vacation should not create any problem. Stated that it was great that staff is seeking to minimize costs. Councilor Wheeldon emphasized that using the right-of-way in the case of Station #2 had created another option, as it is difficult to acquire real property when it is not for sale. Discussed the possibility of using three or four stories on the Station #1 site. Ettlin stated that this had been looked at and discussed, and that even if they were to stack administrative functions, living spaces, and meeting rooms over the bays, just the need for the bays and required parking were too much for the site. Councilor DeBoer suggested parking underground off of East Main with four stories. Assistant City Administrator Greg Scoles explained that these options have been considered, but it was found to be impossible to place the eight bays needed given space limitations and site grade. Ettlin re-emphasized that just the bays and on-site parking by themselves would not fit the present site. Councilor Reid suggested that the City could wait to acquire the site adjacent to Station #1, rather than rushing to condemn. Councilor DeBoer stated that he is against condemnation. Councilor Reid suggested starting with Station #2 first and waiting for the other site adjacent to Station #1 to become available. Councilor Laws suggested moving administrative functions to Station #2, thus reducing the size needed for Station #1 and helping with footprint. Chief Woodley indicated that switching these functions would not work well operationally, citing delays in response time that would be created by daily meetings. Also cited the need to accommodate walk-in traffic at Station #1. Stated that parking and staff,s daily commute to City Hall would also make this option unacceptable. Councilor Reid noted that she was opposed to the idea that walk-in traffic and staff commute time were determining factors in this planning effort, and suggested that it is more important to build looking to the future. Stated that build-out to the urban growth boundary will be on the south-end of town, and suggested that perhaps moving certain functions to Station #2 might be appropriate. Councilor Hauck stated that his understanding was that even if functions were switched, there was not sufficient room for the functions of either station on the East Main site. City Administrator Mike Freeman stated that he had hoped this meeting would serve to point out the space needs issues to be discussed, and to asked if it would be acceptable to bring an item back to the next regular meeting of the Council to authorize the City Administrator to explore the acquisition of adjacent properties with the property owners. Councilor DeBoer stated that staff should meet with all three property owners, including Ross Johnson. Councilor Laws stated that he would have no problem with condemnation if it were for public safety, and he favors bringing inlbrmation back to the Council after meeting with property owners. Councilor Hauck concurred with Councilor Laws. Councilor DeBoer stated that he was opposed to any condemnation. Council Chairperson Wheeldon suggested starting discussions with property owners. Council consensus that staff should move ahead with discussions with property owners. Freeman clarified for Council that Station #1 program requirements would not work given the site issues present. Even with multi-stories, the bays alone must be 16' high, and a two-story building with these heights would be very high. Ettlin concurred, stated that underground parking would be difficult given the slope and orientation, and re- iterated that bays, support and parking would not fit by themselves, let alone in combination with other functions. ADJOURNED The meeting was adjourned at 6:56 p.m. a/~,,~lgubmitted by Derek Severson, Assistant to the CiO' Recorder Ashland City Council Study Session Minutes 10-06-98