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HomeMy WebLinkAbout1994-0419 Council Mtg PACKET m ort nt: Any citizen attending Council meetings may speak on any item on the agenda, unless it is the subject of a public hearing which has been the If you wish to speak, please fill out the Speaker Request form located near the entrance to the Council Chambers. The Chair will recognize you and inform you as to the amount of time allotted to you. The time granted will be dependent to some extent on the nature of the item under discussion, the number of people who wish to be heard, d the length of the agenda. - s AGENDA FOR THE REGULAR MEETING ASHLAND CITY COUNCIL April 19, 1994 I. LEDGE OF ALLEGIANCE: 7:00 p.m. , Civic Center Council Chambers IZ. ROLL CALL III• APPROVAL OF MINUTES: Regular Meeting of April 5, 1994. IV. SPECIAL PRESENTATIONS AND AWARDS: 1. Proclamation of "Volunteer Recognition Week" for April 17- 23, 1994. 2. Presentation of James M. Ragland Memorial "Volunteer Spirit" Community Service Award. r i V. CONSENT AGENDA: 1. Minutes of boards, commissions and committees. 2 . Monthly departmental reports - February, March, 1994. 3. Set public hearing on the proposed vacation of a portion of Clark Street for May 17, 1994. 4. Memorandum from Finance Director regarding update of Capital Improvement Plan. 5. Memorandum from Director of Public Works on Update of Wastewater Plant Sludge Disposal/Facility Plan. 6. Liquor license application from Joanne and Donald Anderson I� dba/Ashland Hills Star Mart for an establishment located at I 2495 Ashland Street. VI• PUBLIC FORUM: Business from the audience not included on the agenda (limited to 3 minutes per speaker and 15 minutes total) . I VII. NEW AND MISCELLANEOUS BUSINESS: 1. Confirmation of Mayor's appointments to Boards, Commissions and Committees. 2. Letter from Oregon Shakespeare Festival requesting renewal of lease for 25 years. 3. Request by Councillor Acklin to discuss the merit of an advisory vote on sewage treatment upgrade options. 4 . Report from Ad Hoc Space Needs Committee. VIII. OTHER BUSINESS FROM COUNCIL MEMBERS IX. ADJOURNMENT PRESS RELEASE In order to recognize the contribution of volunteers, and encourage public service, the City of Ashland Mayor and City Council are presenting a community service award annually to a deserving local individual. This award is in memory of James M. Ragland who, through his involvement in numerous volunteer efforts, contributed significantly to the physical and social fabric of the community that we enjoy today. A committee of the Mayor and Council judged the nominations submitted for the first annual award. Criteria was based on the individual's volunteer services performed, length of service, and absence of adequate recognition in the past. Consideration was also given to people who volunteer hours beyond their regular work day to perform a service that benefits the community. The recipient of the first annual James M. Ragland Memorial "Volunteer Spirit" community service award is J. Frank d'Entremont. Frank has been the Director of the Community Service Volunteers program since its inception over 20 years ago. This program has been very successful in providing hard work and donating hundreds of hours in all facets of our community. Frank works on providing volunteer service to city departments as well as staffing city programs with volunteers. He also provides volunteer service and staffing for other service programs that may be national or regional with services provided to members of our community. Frank d'Entremont has donated upwards of 20 hours per week to the efforts of coordinating and administering the Community Service Volunteers department. Frank was also a recipient of the Oregon Spirit Award for 1992 sponsored by KTVL. Recognition of Frank's contributions to the City of Ashland is not only appropriate, but also timely as the week of April 17 through 23 is National Volunteer Recognition Week. The Community Service Volunteer program reported 16,229 hours of volunteer service for 1993. While Frank d'Entremont was quick to point out in his annual report that he is `...proud of the work these Volunteers are doing and proud to be a part of it', presenting the James M. Ragland Memorial "Volunteer Spirit" Community Service Award to Frank is our chance to say we are proud of the work Frank is doing and proud to be a part of it, too. -30- MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL April 5, 1994 CALLED TO ORDER Meeting was galled to order by Mayor Catherine M. Golden at 7:00 p.m. in the Council .Chambers. APPROVAL OF MINUTES Minutes-of Regular meeting of_March, 15, 1994 were accepted as presented: SPECIAL PRESENTATIONS AND AWARDS ; 1. _Presentation;of d",Distinguished Budget Presentation Award" from Government Finance Officers' Association for 19 9 3-9 4 �budget. (Presented by Joanne Stumpf, Finance Director of Grants Pass.) The GFOA's "Distinguished Budget Presentation,Award" was ., presented to Finannce Director Jill Turner by Joanne: Stumpf, Finance Director of Grants Pass for the 1993-94 budget`document. City of -Ashland has received this -award for the last five years. Only 25-cities in'"the state have received th s:Award. -,.,,. J CONSENT AGENDA -_ �; 1. -Minutes of boards, commissions -and- committees. , 2. Monthly departmental reports ,- January; Febn'ary„March, 1994: 3. City, Administrato'r's monthly. report - .March, 1994. - 4. . Confirmation of Mayor's appointment .of Sarada to Bikeway . Commission for term expiring April 30, 1996. 5. Confirmation of Mayor's appointment .of Ron Cue as Judge Pro Tempore for April 9, 1994 only. 6. Request for sewer connection at 2901 'East Main Street for property outside city limits. 7. Letter from League of Oregon Cities regarding regional meeting in Grants Pass on April 19. 8. Memo from Public Works Director on .update of sludge disposal. 9. Liquor license change of ownership application (Hung Fai Chan, Ut Lai Chan, Amart Khachitphet dba/Jade, Dragon Restaurant lgcated at 2270 Highway 66) . Councillor Reid requested .item #8 be moved to New Business. Councillor Arnold requested item #4 be changed to "Bicycle Commission". . Councillors Hauck/Acklin m/s approval of items 1 - 7 and 9. voice vote all AYES. (r.MmvmnN.S-%.mm-Pagel) . PUBLIC FORUM: Business from the audience not included on the ' agenda (limited to 3 minutes per speaker and 15 minutes total) . None. NEW AND MISCELLANEOUS BUSINESS , 1. Letter from Ken Hagen of Recycling Task Force regarding garbage rates. Letter was read by City Administrator Brian Almquist. Ken Hagen asked that Council consider supporting these structured rates to encourage conservation of disposable solid waste. Councillors Winthrop/Hauck m/s.to direct staff to draft a letter requesting Ashland 'sanitary Service explore these options: Voice vote all AYES. __ _ ,,, . , _ . . Consent Agenda 18. Memo from Public Works Director on update of sludge disposal: Director of 'Public Works Steve-'Hall will review memo at April -19 meeting when report has been 'completed. `` ORDINANCES. RESOLUTIONS AND CONTRACTS: . - - 1. Second reading by title'only -of "An Ordinance amending the local improvements and special assessments chapter of the Municipal Code to revise process when estimated assessment is,increased, or when project exceeds estimated cost, by more than ten percent. " Councillors Acklin/Winthrop m/s approval of Ordinance 2731. Roll call vote: Laws, Reid, Hauck, Acklin, Winthrop and Arnold all YES. 2. . Reading by title only of "A Resolution setting a -public . hearing of assessments to be charged against lots within the Tolman Creek Signal Assessment District No. 66. 11 . Councillors Arnold/Hauck m/s adoption of Resolution 94-18. Roll call vote: Laws, Reid, Hauck, 'Acklin, Winthrop and Arnold all YES. , 3. Reading by title only of "A Resolution revising rates for electric service connections pursuant to Ashland Municipal Code Section 14. 16.030 and other miscellaneous fees, and amending .Schedule 90 of Resolution No. 93-23 . " Councillors Acklin/Winthrop m/s adoption of Resolution 94-19. Roll call vote: Laws, Reid, Hauck, Acklin, Winthrop and Arnold all YES. (r.Mmwuu3-94.mm-me 2)- 4. Reading by title only of "A Resolution revising cemetery fees pursuant to Ashland Municipal Code Chapter' 2.64 and repealing Resolution No. 91-13 . " Councillors Acklin/Hauck m/s adoption of Resolution 94-20. Roll call vote: Laws, Reid, Hauck, Acklin, Winthrop and Arnold all YES. 5. Reading by title only of "A Resolution adopting the City of Ashland's rules for screening and selection of persons to perform personal services." Councillors,,Hauck/Winthrop m/s adoption of resolution. Councillor Winthrop presented amendments to the Resolution. Councillor Laws/Acklin m/s adoption of amendments. Voice vote on amendment: . all AYES. Roll call vote on Resolution 94-21: Laws, Reid, Hauck, Acklin, Winthrop and Arnold all YES. 6. Reading by title only of "A Resolution setting a public hearing for assessments for a public park to be charged against lots within the Railroad Park local assessment district formed by Ordinance 2963, to be included in Assessment District No. 66. The City is the only owner to be assessed for the Railroad Park." Councillors Acklin/Hauck m/s adoption of Resolution 94-22. Roll call vote: Laws, Reid, Hauck, Acklin, Winthrop and Arnold all YES. OTHER BUSINESS FROM COUNCIL MEMBERS 1. Susan Reid requested policy regarding street names in Ashland. She would like to see it in Resolution form at next Council meeting. 2. Director of Public Works Steve Hall reported that the water testing process counting the particle content of our treated water had counted at !12" per millimeter. This is an excellent rating. 3. Rob Winthrop noted that RVCOG Board has agreed to coordinate lobbying at Legislature. 4. Rob Winthrop reported on his recent visit to Sarlat, France. OSFA and Sarlat Festival will be working together to further sister city relationship. 5. Rob Winthrop reported Rogue Valley Watershed Council will be meeting on Friday, April 8, in Grants Pass. He will attend with Steve Hall to represent Ashland. (r.MmmaW-5-94.mm-page 3) i ; 6. Phil Arnold announced OSFA has voted to become a participant in all future celebrations of Martin Luther King, Jr., Day. 7. Phil Arnold reviewed plans for TransPlan. neighborhood meetings being scheduled to forecast needs of Siskiyou Boulevard. First -meeting is scheduled. for Monday, April 11. 8. Mayor Golden advised Council Phil Arnold had been selected 'A.-by Governor -Roberts to serve on. the Forestry Board. ADJOURNMENT Meeting was adjourned at 7:45 p.m. ' _ ... _ .. _: .,.. . .. _ is .... .. .. Y` (r.MmuovW.5.91.mm-Pao 4 il � �'?�\ i 1,'7�' n} 2•, /x A c I l�`3 f v x/11 !F 1F\� y�//��r\\ 1 •�+i�/�.\0 1 i--�� q\h E '. .- .._ �f�`J/\\h t 4 1 /Q�f ~lJr n�x ' L �(�� I-�S ->t!a \- (�1 M Sit"i� y rr + �\ I'•V \ t , �Fi/ np .,,,-.i' 'A`�i u�. Ar'S. •1f �" r I` I WHEREAS, the Ashland Community munity Service Volunteers Jl contributed over 15, 297 hours Suring the year 1993 to the Ashland community; and 1 . 1w S�rk� WHEREAS, their volunteer activities encompass service torn•„ l >:� students in the remedial reading s1�Jli, % I local schools offering clerica assistance tor our Municipal Court and Police Department and administering the Community Service Volunteer / (' �+ office• and sYai�y;?. WHEREAS s;E}Jj the Forest Service attributes the lack of fires in � R4'z� 3 the watershed to the volunteers who patrol the 35- .. r: mile circuit and provide a lot of goodwill by r=_== making the public aware of the restrictions in w f ; that area and WHEREAS, many of our senior citizens are assisted by � ' . - .;ljlov$ volunteers transportation providing assistance with sho s' —� shopping, home visits, household ` s`' upkeep, income tax preparation, and assistance to ��IQJ`tl those seniors in nursing homes; and �� lo, WHEREAS, these volunteers also perform other vital services such as the influenza innoculation clinic blood you;='I pressure clinic, Meals-on-Wheels, Loaves & Fishes €e/ / mail courier for cit departments, ;e=•r.: in the Block Home Program, Neighborhood Watch, Vacation House Check Program and the Adult •`r;,�I Crossing Guard Program, as well as many others. NOW, THEREFORE, I, Catherine M. Golden, Mayor of the City of _ rl Ashland; do hereby proclaim April 17 through 23, 1994 as >' I VOLUNTEER RECOGNITION WEER ” el in Ashland and ask that all citizens recognize these special people who w.daJJ)?• P P give their time, energy and resources in ,�'=`-° z`= I assisting others, thereby making our community a nicer lace in which to live. y p JsN? 'iijil) i Dated this 19th day of April, 1994 . Nan E• Franklin, Recorder Catherine M. Golden, Mayor � 1+��`^y '�\�����/ I e-r \ �b ' � 4LIJ r \ iti / •i. t�(a�ir J l ' ^ , ; a A ✓r� i`�. £ ^ M ✓ o\. ��Aj Hr' a �' BUJ - _ - J :mow• f :4\.�' l / VP� 1 . :-1 ASHLAND PLANNING COMMISSION REGULAR MEETING MINUTES FEBRUARY 8, 1994 CALL TO ORDER The meeting was called to order by Chairperson Barbara Jarvis at 7:05 p.m. Other Commissioners present were Thompson, Powell, Cloer, Medinger, Carr, Armitage, and Hibbert. Staff present were McLaughlin, Molnar, Knox, and Yates. APPROVAL OF MINUTES AND FINDINGS The Minutes of the January 11, 1994 meeting were approved. PUBLIC FORUM Paula Brown of Rogue Valley Council of Governments passed around a handout on growth management tools and spoke about the grants with DLCD and ODOT. Ashland and Jacksonville are working jointly on one grant since they have similar areas right off their downtowns with some of the same growth pressures. Both cities are looking at traffic calming and mixed uses. The other grant Ashland is applying for is the Ashland Street plan. It is RVCOG's job to bring the grant applications together and present them as one package. It would be helpful for the Commission to agree to write letters of support for the two projects. The Commissioners unanimously agreed to write letters favoring the two projects. Ken Hagen will be speaking after the Type II Planning Action. TYPE If PLANNING ACTIONS PLANNING ACTION 94-020 REQUEST FOR A CONDITIONAL USE PERMIT TO ALLOW AN EXISTING NON- RESIDENTIAL BUILDING TO BE USED AS OFFICES AT 78 AND 84 FOURTH STREET. A VARIANCE IS ALSO BEING REQUESTED TO REDUCE THE PARKING REQUIREMENT BY ONE SPACE. APPLICANT: ROGUE ENVIRONMENTAL INCORPORATED Site Visits and Ex Parte Contacts Site visits were made by all but Medinger. STAFF REPORT Molnar referred to the criteria for approval of a Conditional Use Permit and a Variance. The site is presently housing the Waldorf School and their administrative offices. A parking variance had been granted at the time of the Waldorf's approval. The number of employees was limited to six. The present proposal would allow Rogue Environmental Inc. (REI) to utilize that corner of the building for their organization. They employ seven people during regular business hours. They have some evening meetings. The applicants are asking for a parking requirement reduction from 11 spaces to 10 spaces. The building is a non-residential on a small lot and was never built for residential purposes. The applicants feel the use they are requesting is compatible with the neighborhood. The applicants would like a CUP for two years and Staff concurs as long as a Condition is added that approval is for this specific application. Staff has recommended approval with the nine attached Conditions. PUBLIC HEARING JOHN STAHMER, staff member of Headwaters (newly formed corporation of REI) said he had one concern about limiting approval just to Headwaters and that is the difficulty in projecting two years into the future. It might be necessary for financial purposes to rent out two classrooms in the building to a non-profit organization or CPA or someone else. The applicants would rather not have this Condition 2 as it seems too restrictive. Stahmer wondered about removing the curb--when does that have to happen and would it be convenient to do when they move? Jarvis is concerned there is a violation going at the Waldorf School right now. She is concerned with parking in that area. Stahmer said Headwaters would not have a need for playground space. Jarvis wondered if any additional space could be provided on site. Stahmer said if the house is converted to residential, there would be very little backyard left if a portion is converted to parking. They will do that, if need be. JOE KNOTTS stated that the Historic Commission pointed out that the use of the building on the corner did not have parking. Only recently were there parking requirements. There are two separate tax lots involved and two separate historic uses. He is concerned that the house be residential with a yard and no parking in the backyard. Staff Comments When Staff was assessing the level of impact for this application, they took a conservative stance. Staff could agree to eliminate Condition 2. STAHMER, in rebuttal, felt the parking issue was cloudy. In order to use the buildings, they have to attach it to the neighboring property. ASHLAND PLANNING COMMISSION 2 REGULAR MEETING MINUTES FEBRUARY R,1994 UHTOFF, 633 Roca, stated as a representative of Southern Oregon Land Conservancy that they would like to have a small place for their things. He thought there should be some way of limiting parking for certain uses, but other groups can use the building without impacting the parking that much. COMMISSIONERS DISCUSSION AND MOTION There was considerable discussion among the Commissioners regarding whether to specify the uses on this site. It was suggested the approval be for non-profit organizations or non-medical uses or non-intensive office use. Thompson moved to approve with the attached nine Conditions and revising Condition 2 t state: "That the approval be limited to the permitted uses in the R-2 zone office uses with the exception of medical and dental Molnar suggested the approval be specifically for uses outlined in 18.24.030(E) excluding doctor, dental or any other practitioner of the healing arts. Hibbert did not think the proposal was sufficient for approval. If the lots need to be separated, then separate them, and if they do not need to be separated, then combine them. He said parking is a nightmare on B Street. Armitage felt the applicants had resolved everything except for one parking space. Thompson amended his motion to add Condition 10 that an access be made through 78 B Street to the parking lot. Condition 2 is changed and complies with the R-2 zoning (18.24.030 E) with the elimination of the medical professions. Any other similar use listed are acceptable. Carr seconded the amended motion. The motion carried with Hibbert voting "no". PUBLIC FORUM KEN HAGEN, reiterated what was stated in the letter he submitted to the Planning Commission. Hagen believes a development plan for the hillside areas should be a priority at this time. He would like to see the zoning change or development standards change and done on a point by point process so there is not more bad development. He has listed some standards in his letter. Most of the Commissioners agreed this was an area of concern. DANA KNOKE, 1030 Ashland Street, supports Hagen's ideas. SUSAN HUNT, 220 Nutley, said she was told hillside ordinances would come out of ASHLAND PLANNING COMMISSION 3 REGULAR MEETING MINUTES FEBRUARY 8,1994 the Strawberry Neighborhood Plan. She believes this needs to be done prior to the Historic Ordinance. OTHER PLANNING COMMISSION TOUR - February 26, 1994 ADJOURNMENT The meeting was adjourned at 9:25 p.m. ASHLAND PLANNING COMMISSION ; REGULAR MEETING MINUTES FEBRUARY 8,1994 ASHLAND PLANNING COMMISSION HEARINGS BOARD MINUTES FEBRUARY 8, 1994 CALL.TO ORDER The meeting was called to order by Jenifer Carr at 1:40 p.m. Other Commissioners present were Cloer and Thompson. Staff present were Molnar, Knox and Yates. APPROVAL OF MINUTES AND FINDINGS Cloer moved to approve the Minutes of the January 11, 1994 Hearings Board. Thompson seconded the motion and the Minutes were approved. Thompson moved to approve the Findings of the January 11, 1994 Hearings Board. Cloer seconded the motion and the Findings were approved. TYPE I PLANNING ACTIONS PLANNING ACTION 94-016 REQUEST FOR AN EXTENSION OF A MODIFICATION OF A PREVIOUSLY APPROVED SITE REVIEW TO CONSTRUCT COMMERCIAL RENTAL SPACE AND SHOP SPACE FOR THE PROPERTY LOCATED AT 260 HERSEY STREET. APPLICANT: ERV TONEY This application was approved. PLANNING ACTION 94-019 REQUEST FOR A MINOR LAND PARTITION TO DIVIDE 5.10 ACRES INTO THREE LOTS CONSISTING OF 1.79 ACRES, 2.77 ACRES, AND .54 ACRES. THE PROPERTY IS LOCATED AT 2895 HIGHWAY 66. APPLICANT: JOHN & FEATHER KING This application was approved. ASHLAND PLANNING COMMISSION 1 HEARINGS BOARD MINUTES FEBRUARY 8,1994 PLANNING ACTION 94-021 REQUEST FOR A MINOR LAND PARTITION TO DIVIDE A PARCEL INTO TWO LOTS AT 855 N. MOUNTAIN AVENUE. ALSO A REQUEST FOR A VARIANCE TO ALLOW FOR THE PARTITIONING OF THE LOT PRIOR TO THE AVAILABILITY OF CITY SEWER SERVICE. APPLICANT: HILL ASSOCIATES, INC. This application was approved. PLANNING ACTION 94-022 REQUEST FOR FINAL PLAN APPROVAL OF A 26-LOT SUBDIVISION UNDER THE PERFORMANCE STANDARDS OPTIONS TO BE LOCATED AT 133 ORANGE STREET. APPLICANT: QUALITY HOUSING ENVIRONMENTS This application was approved. PLANNING ACTION 94-023 REQUEST FOR A SITE REVIEW APPROVAL AND SOLAR VARIANCE TO CONSTRUCT A 2,000 SQUARE FOOT BUILDING LOCATED BEHIND 693 WASHINGTON STREET. APPLICANT: TIM RICHARDS Add a Condition that the Tree Commission review the construction plans and note the effects on Hamilton Creek. This action was approved. PLANNING ACTION 94-025 REQUEST FOR MODIFICATION OF A PREVIOUSLY APPROVED BUILDING ENVELOPE, REDUCING THE SIDEYARD SETBACK FROM A 9 FEET TO A 6 FEET SIDE YARD SETBACK FROM CLEAR CREEK AS SUBMITTED IN THE FINAL SURVEY. APPLICANT: MEDINGER SIMS CONSTRUCTION COMPANY, INC. This action was approved. ASHLAND PLANNING COMMISSION 2 HEARINGS BOARD MINUTES FEBRUARY T{,1994 _ PLANNING ACTION 94-028 REQUEST FOR FINAL PLAN APPROVAL OF A 24-LOT SUBDIVISION UNDER THE PERFORMANCE STANDARDS OPTIONS TO BE LOCATED AT 604 AND 606 OAK STREET (ACROSS FROM POPLAR PLACE SUBDIVISION ON PATTERSON STREET). APPLICANT: POPLAR PLACE ASSOC. & ROGUE VALLEY COMMUNITY DEVELOPMENT This action was approved. PLANNING ACTION 94-029 REQUEST FOR MODIFICATION OF A PREVIOUSLY APPROVED SITE REVIEW FOR THE PROPERTY LOCATED AT 351 WALKER AVENUE. APPLICANT: SOUTHERN OREGON STATE COLLEGE This action was approved. ADJOURNMENT The meeting was adjourned at 2:15 p.m. ASHLAND PLANNING COMMISSION 3 HEARINGS BOARD MINUTES' FEBRUARY 8,1994 ASHLAND PLANNING COMMISSION REGULAR MEETING MINUTES MARCH 8, 1994 CALL TO ORDER The meeting was called to order at 7:05 p.m. by Chairperson Barbara Jarvis. Other Commissioners present were Cloer, Hibbert, Armitage, and Bingham. Staff present were McLaughlin, Molnar, Knox, and Yates. APPROVAL OF MINUTES AND FINDINGS Hibbert moved to approve the Minutes of the March 8, 1994 Regular Meeting. Armitage seconded the motion and the Minutes were approved. The Findings of the March 8, 1994 Regular Meeting were approved. PUBLIC FORUM No one came forth to speak. TYPE II PLANNING ACTIONS PLANNING ACTION 94-035 REQUEST FOR A CONDITIONAL USE.PERMIT AND SITE REVIEW FOR THE CONSTRUCTION OF A 72-UNIT MOTEL BUILDING AT THE REAR OF THE PROPERTY LOCATED AT 2525 ASHLAND STREET (WINDMILL ASHLAND HILLS INN). AN ADMINISTRATIVE VARIANCE FROM THE CITY'S SITE DESIGN AND USE STANDARDS IS REQUESTED TO ALLOW FOR A COMBINED CONTIGUOUS BUILDING LENGTH IN EXCESS OF 300 FEET. Site Visit or Ex Parte Contacts All Commissioners had a site visit. STAFF REPORT Staff reported that this application does not in fact require a Variance. It does comply with the Site Design Standards because no one face of the building is over 300 feet in length. The proposal involves the Ashland Hills Inn site. There are two buildings on the property now. The applicant proposes to construct a three-story building housing 72 units, just under 45,000 square feet. There will be an additional 71 parking spaces provided. A central courtyard has been incorporated and there will be a connecting walkway system for the entire Ashland Hills Inn campus. The applicant has shown how the proposed construction would be similar to the target use of the zone, that lot coverage is less than the 85 percent allowed and the landscaping is twice the required area. The Planning Commission has the ability to require transit facilities as part of the application. Staff has been working with the applicant to locate a new bus stop along the frontage in conjunction with the Dept. of Transportation and RVTD. Work is also being done for a model transit stop that would be designed specifically for Ashland and the applicant has been willing to incorporate that design as part of their proposal. A sidewalk will be installed along approximately 50 percent of the frontage, leading from the transit stop going west toward the Texaco station. Staff is recommending approval and feel the applicant has done a good job with regards to large scale development, and the proposal fits into the goals of the economic element of the Comprehensive Plan. There six Conditions attached. The wording of Conditions 2 and 3 have been changed as follows: Condition 3 - Delete the first sentence. That a final sidewalk construction plan indicating location and design to be reviewed by the Staff Advisor prior to the issuance of a building permit. (Staff wants to sit down with the applicant before the building permit is issued to know exactly where the sidewalk is going to be located and what will be involved in constructing it.) Condition 2 - The beginning of the second sentence -- Construction drawings indicating final location design, etc. be approved prior to building permit for the transit stop location also. Add Condition 7 - That 15 bicycle spaces, eight of which are sheltered, be installed in accordance with the design standards outlined in 18.92, prior to the issuance of a certificate of occupancy. Location and design of the spaces to be included as part of the building permit. Armitage asked for a clarification of public space. The 6,500 square feet proposed is all new space, in addition to what is already there. Jarvis asked why there are 71 parking spaces for 72 units. Molnar said there is more than adequate parking at this time. ASHLAND PLANNING COMMISSION - 2 REGULAR MEETING MINUTES MARCH 8,1994 PUBLIC HEARING PARI PEDERSEN, 409 Pine Street, Klamath Falls, OR 97601, addressed the architectural features of this project. She explained that 72 units work well for staffing purposes. The rooms can be grouped in units of 12. There are nine disabled accessible units that will be up to ADA standards. Pedersen had to work around significant topographic changes in designing the building. She paid particular attention to the public space. Landscaping will use drought resistant plants and should be easily maintained. She tried to break up the building enough to give it some human scale. The suites are large enough to encourage business people to conduct business at their suites which should decrease vehicle trips per day. They will be incorporating the bus stop designs done by Tom Giordano when he is finished. There will be 15 bicycle parking spaces. Ashland Hills Inn already encourage visitors to use bikes. They also have a shuttle to downtown. Jarvis noticed that all the handicap parking is in one place, as though it is segregated. Pedersen responded that those spaces are placed between two handicap accessible routes. They cannot cross any vehicular traffic areas. They are meeting the ADA guidelines and that is the reason this type of segregated situation is created. All handicap units are on one side. Bingham asked if they anticipated attracting conventions and if so, how will this impact the parking. GEORGE FARMAKIS, 2525 Ashland Street, General Manager of Ashland Hills Inn, replied that the hotel is turning down conventions at this time. People are wanting 200 rooms plus. Customers do not always drive to the hotel, but fly into Medford or Ashland. He does not see a large parking impact. They have three shuttles and are looking at getting two more. COMMISSIONERS DISCUSSION AND MOTION Bingham's only concern is that he knows there are those times during conventions that every single parking space is filled, especially if the convention would draw Ashland/Medford residents. Since this only happens a few times a year, he does not feel it would adversely impact this application. He sees it as a needed addition. Bingham moved to approve PA94-035 with the attached Conditions as amended by Staff. Hibbert seconded the motion and it carried unanimously. ASHLAND PLANNING COMMISSION 9 REGULAR MEETING MINUTES MARCH B, 1994 PLANNING ACTION 94-043 REQUEST FOR A SITE REVIEW FOR THE CONSTRUCTION OF A 2,450 SQUARE FOOT SECOND FLOOR ADDITION TO THE PROFESSIONAL OFFICES LOCATED AT 362, 366, AND 370 LITHIA WAY. APPLICANT: DON GREENE Site Visits and Ex Parte Contacts All Commissioners had a site.visit. Jarvis had an ex parte contact with Larry Medinger. He wanted Jarvis to tell the Commission that he is very concerned about the existing building's ability to support weight. STAFF REPORT The applicant is requesting a Site Review. The parcel is triangular, just over 6,000 square feet with the existing single story building about 2,400 square feet. It is a concrete block building with aluminum sliders. There are eight parking spaces on the property located off the abutting public alley. The proposal is to construct a second story. One change to the existing footprint is to build out to incorporate an internal stairwell. The first floor will remain mostly unchanged. There is a colored elevation shown tonight. The windows will be recessed. In order to break up the massing, the applicant has proposed a roofline cornice and a stucco band, thus drawing a distinction between the first and second floor. The texture on the second story will be stucco. The landscaping plan has been provided and a planter bench similar to those in the downtown will be installed. The applicant will put in a glass storefront door with a wood type trim instead of aluminum. A sign program will be drawn up for the building. With buildings with multiple jogs and the potential for several tenants, usually the first tenants get the best choice of signs. Staff would request that as part of the Planning Action, the applicant meet and review with Staff specifically where, how many, and size of signs for the building. Staff and the Historic Commission would approve for materials and size. This should avoid confusion in the future. The applicants are in agreement with this plan. Overall, this application has met the criteria for Site Review approval. Infill of buildings and use of second and third floors are encouraged in the downtown. Staff has recommended approval with the attached seven Conditions. Condition 8 - 'That the existing first floor doors be replaced with full glass store front doors with wood trim. Final door style to be reviewed by the Historic Commission and approved by the Staff Advisor." ASHLAND PLANNING COMMISSION 4 REGULAR MEETING MINUTES MARCH 8,1994 Even though no bike parking is required downtown, Armitage would encourage the applicant to locate some. Cloer wondered how the Building Department deals with earthquake standards for existing structures. McLaughlin responded that the building will have to be fully engineered and will have to comply with Oregon standards. He thought the applicant had already discussed these issues with Mike Broomfield, Building Official. Bingham is concerned with parking. He understands there is no off-street parking requirements, but parking could be a potential problem. 'McLaughlin said the Commission may want to look at parking in the future if the trend continues to add second stories to buildings. Rather than providing parking on-site, the City could require an applicant pay into a fund that would allow for development of additional parking downtown. Armitage thought the design looked like a turn-of-the century building on top of a contemporary building. Molnar said that was the original concern of the Historic Commission. Molnar read the letter from J. David Fine into the record. PUBLIC HEARING DON GREENE, 375 Normal Avenue, is the applicant representing the owners, Irvin and Vivian Korn. The existing businesses in the building have outgrown the space they are in and they decided to build a story. Greene had many meetings with the Historic Commission to come up with a design that is compatible. The major change will be in the color scheme and this should help mask the many windows. They worked on a sense of entry. The design is similar to the old Co-op building. With regard to engineering and seismic requirements of the building, an engineer has already done testing of the structure and foundation and he has found there are adequate footings and steel for the second floor. As discussed in the meetings with the Building Official, Greene said the building will be designed to meet all of the standards. They will be adding a handicap parking space and accessibility route. There will be some minor remodeling downstairs to meet ADA requirements. There will be a new bathroom and employee lounge that will be handicap accessible. They have looked at ways for accommodating bike parking but have not found a place. If anyone has a solution, let Greene know. ASHLAND PLANNING COMMISSION 5 REGULAR MEETING MINUTES MARCH 8, 1994 r Greene sees the parking problem as a regional issue, not an individual issue. In meeting with Mike Broomfield, the applicant is faced with adding a second exit to meet fire and life safety. If the Commission would approve, they would like an open permanent stairway facing the U. S. Bank parking lot. COMMISSIONERS DISCUSSION AND MOTION Cloer moved to approve PA94-M with the attached Conditions. Hibbert seconded the motion and it was carried unanimously. PLANNING ACTION 94-044 REQUEST FOR A CONDITIONAL USE PERMIT AND SITE REVIEW TO EXPAND AN EXISTING HOTEL (ENDERS HOUSE) FROM FOUR UNITS TO NINE UNITS. THE PROPOSAL INVOLVES THE CONSTRUCTION OF A THIRD STORY ONTO THE BUILDING. APPLICANT: MICHAEL AND LAURIE GIBBS Site Visits or Ex Parte Contacts All Commissioners had a site visit. Armitage observed there was no roof on the building. Jarvis had a note from Larry Medinger. Medinger had talked with Terry Skibby and Skibby said the Enders House had already been expanded before the Historic Commission reviewed the proposal. Jarvis also noted a potential conflict of interest. On occasion, Michael Gibbs calls her to perform marriages at the Winchester House. The City Attorney said that since it would only remotely bring more people to the Inn that would get married, there would be a remote possibility that she would have any financial gain. STAFF REPORT This application is subject to a Conditional Use Permit and Site Review approval. The Staff Report contains the history of this application. The proposal is to expand the Enders House by adding a third story with the original feeling of the building. The Historic Commission reviewed the Minutes and they are included in the packet. They recommended approval. This use would be encouraged in the downtown. Staff has recommended approval with the attached five Conditions. Cloer asked how the applicant could begin construction before the hearing. McLaughlin said the project was currently red tagged until the Building Official can ASHLAND PLANNING COMMISSION 6 REGULAR MEETING MINUTES MARCH 8, 1994 review the situation. If the applicants were remodeling, they could to so without a planning action. They made the choice to move ahead with the risk that the planning action would be approved. Staff is concerned with the design and want the building to conform to standards.. Cloer inquired about earthquake standards, but Staff was unsure where this stood with the Building Official. PUBLIC HEARING MICHAEL GIBBS, 536 Ashland Street, thought that the removal of roof was somewhat of a misunderstanding. He did not want to imply that they are taking anything for granted. It is imperative they hit the summer season. If they miss it, there could have significant financial ramifications. Their goal is to enhance and retain the historical -- significance of the building. They are addressing seismic issues. DARRELL BOLDT, 1950 Tamarack Place, North Pacific Builders, stated that he has discussed with Mike Broomfield all seismic requirements. Also, with regard to ADA, they will be converting one handicap space to make it accessible to the building. Boldt has also worked with the Historic Commission during design of the project. COMMISSIONERS DISCUSSION AND MOTION Armitage moved to approve PA94-044 with the attached Conditions. Bingham seconded the motion and it carried unanimously. OTHER A letter was received from Alan DeBoer regarding parking at the Apple Cellar. A letter was received from Joan Spear regarding scale of accessory units. She wanted the Planning Commission to be more aware of this in future approvals. The Planning Commission received an article from Public Management concerning tourist towns. Cloer announced a workshop on May 4, 1994 put on by the Oregon Progress Board entitled "Livable Communities - Partnerships for our Regional Future". The workshop will be held in the Rogue Valley. He thought the Planning Director and Planning Commission Chair should be invited. For more ASHLAND PLANNING COMMISSION 7 REGULAR MEETING MINUTES MARCH 8, 1994 information, call Roi Crouch, 772-7288. y Armitage wanted to schedule a review of the proposed rules of the Planning Commission. The subcommittee is recommending election of the Chair to occur in January because May is a time when new Commissioners are coming on board and they would not be as informed at that point. y Jarvis announced that the Southern Oregon Land Conservancy will be meeting on Friday, March 11, 1994 at C. K. Tiffens. The subject of the meeting will be conservation easements. The speaker will discuss land trusts in Napa County where there are 24 conservation easements covering 6,500 acres of land. There was some discussion of the resolution concerning ending the meetings at 10:00 p.m. with motions to continue no later than 11:00 p.m. The Planning Commission needs to be alert to the 120 day rule-on-planning actions. McLaughlin said there may be an opportunity for a presentation about growth management from the Metro area. It would possibly be an afternoon presentation on March 24th or 25th, if anyone is interested. ADJOURNMENT The meeting was adjourned at 9:15 p.m. ASHLAND PLANNING COMMISSION 8 REGULAR MEETING MINUTES < MARCH 8, 1994 April 6, 1994 Dear Dave, I was able to qualify the house at 495 Waterline Road for Super Good Cents. Please find enclosed: 1. A copy of the Wattsun computer run showing "Proposed Design Components" (highlighted) . , This describes the type(s) of floor, windows, doors, walls, and ceiling that I used to qualify your building. IF THIS DESCRIPTION IS NOT ACCURATE OR THERE ARE CHANGES YOU WISH TO MAKE, PLEASE LET ME KNOW 80 THAT I CAN DETERMINE IF THE BUILDING WILL STILL QUALIFY. 2. An "Incentive Worksheet" showing the amount of incentive you will receive for meeting SGC requirements. 3 . An "Incentive Agreement" for you to sign and return to me. 4. If you haven't already completed one, a tax i.d. form to return to me. PLEASE TAKE A FEW MINUTES TO READ THE "COMPONENT CHECKLIST" THAT IS ATTACHED TO THE WATTSUN REPORT. This is the checklist I use during my inspections and is a useful summary of the SGC requirements that must be met to qualify for the incentive. If you have question about any of the items on this list, please call me at 488-5306. Sincerely, Cathy Cartmill Energy Analyst/Inspector Dept. of Community Development ASHLAND PLANNING COMMISSION HEARINGS BOARD MINUTES MARCH 8, 1994 CALL TO ORDER The meeting was called to order by Jenifer Carr at 1:35 p.m. Other Commissioners present were Jarvis and Cloer. Staff present were Molnar, Knox and Yates. APPROVAL OF MINUTES Cloer moved and Carr seconded approval of the Minutes of the February 8, 1994 Hearings Board. The Minutes were approved. TYPE 11 PLANNING ACTIONS PLANNING ACTION 94-018 REQUEST FOR A SITE REVIEW FOR THE OPERATION OF A 32 SEAT RESTAURANT TO BE LOCATED AT 438 N. MAIN STREET. APPLICANT: MARILYN M. EVANS Site Visits and Ex Parte Contacts Cloer had a site visit and he talked to owner, Al Carver, of Big AI's. Cloer inquired about combined parking and Carver said he would have no problem with that. His business revolves mostly around the noon hour. Carver had already talked to the applicant to work out parking. Cloer also said he was positively influenced by the meals he had eaten at the applicant's restaurant but he was also well aware of the parking and circulation of traffic on the site. Jarvis and Carr had a site visit. STAFF REPORT Knox reported the history of this site. At last week's Historic Commission meeting, Staff was recommending denial of this application based on the location of parking stalls 1, 2, 12, and 13. The Historic Commission reviewed the project and they agreed the applicant needed to revise their parking plans and the applicant came up with those appropriate changes. The Staff is favorable to this application with some additional Conditions of approval. The minor land partition request has been withdrawn. Staff is requesting the hours of operation to be specified. The added Conditions are: 8) That rock boulders are added along the landscaped areas along Lori Lane and the rear of the lot adjacent to the alley. Placement shall occur within 60 days of final approval. 9) That a shared parking agreement be recorded between the lot owners 5DA 2800 and 5DA 2900, allowing each other usage for one parking space for no more than two hours in a given day. Such agreement shall identify the business hours of operation for each business. The agreement shall be approved by the Community Development Director and recorded within sixty days of final approval. 10) That all parking spaces identified on the attached Exhibit dated 3/3/94, be striped in accordance with Section 18.92 of the Ashland Municipal Code and be completed /within sixty days of final approval. 11) That the restaurant be limited to 28 seats and the hotel to three rooms. The applicants are planning to add shrubbery (to be irrigated) creating a screening along the alley side, leaving an opening for the garage entrance and a laurel hedge along Lori Lane. The applicants have reduced the seating to 28, therefore bringing the parking requirements to ten spaces. There will be no parking behind the garage. Carr wondered if the handicap parking space in the circular drive would impede the traffic flow through the circular drive. Knox felt there would be adequate passing room and the front parking space would be delineated. He suggested an arrow on the pavement to direct the traffic flow and a sign in front indicating parking in the rear. Cloer reiterated the need for a small appropriate sign for parking in the rear because the parking areas in the vicinity are very ambiguous for a first time visitor. PUBLIC HEARING MARILYN EVANS, 438 N. Main Street, said the agreement with Big Al is that they use Evans' parking lot during the day and Evans' use their parking lot at night. They will provide signs indicating "parking after 6:00 p.m. in the side rear or at Big AI's or Colwell Chiropractic". The sign should eliminate any parking confusion. Jarvis asked Evans why they were operating in violation. Evans said they had been paying $250 a year for four years for a restaurant license. She thought everything was in place. She was not told to stop operating. Knox verified Evans' statement and Molnar explained that Evans took the appropriate steps to apply for a legal operation. ASHLAND PLANNING COMMISSION 2 HEARINGS BOARD MINUTES MARCH 8,1994 COMMISSIONERS DISCUSSION AND MOTION Jarvis wondered how Staff would know if the restaurant was operating in violation--32 seats instead of the allowed 28. Molnar said the operation is based on the parking requirement of one space for four seats. If there is a violation, it would probably be brought to Staff's attention by a neighboring property owner. The applicant is in the process of obtaining an agreement with Big AI's and if they can get another space their operation could go to 32 seats. Jarvis wondered if there would be room for bicycle parking on the revised plan. Molnar said.they will need to find a place for it in order to meet the design standards. Cloer thought it was very appropriate that Big Al and Evans share parking and would also like to have a sign showing the hours of parking. Knox suggested wording a Condition 12 "That a small parking sign identifying additional parking in the rear shall be located in the front yard and such sign shall not exceed two square feet in the area nor higher than two and one-half feet in height and be approved by the Community Development Director". Jarvis thought there should be reciprocal signs at Big AI's and at Evans. Cloer moved to approve PA94-018 with the attached Conditions and the above- proposed Conditions. Jarvis seconded the motion and it carried unanimously. TYPE 1 PLANNING ACTIONS PLANNING ACTION 94-031 REQUEST FOR A CONDITIONAL USE PERMIT TO STRUCTURALLY ALTER A NON-CONFORMING STRUCTURE (GARAGE) LOCATED AT 758 "B" STREET AT THE REAR OF THE PARCEL. PROPOSAL INVOLVES THE CONVERSION OF AN EXISTING GARAGE TO A GUEST HOUSE. APPLICANT: PHILIP LANG/RUTH MILLER This action was approved. ASHLAND PLANNING COMMISSION 9 HEARINGS BOARD MINUTES MARCH 8, 1994 PLANNING ACTION 94-032 REQUEST FOR A MINOR LAND PARTITION TO DIVIDE A PARCEL INTO THREE LOTS LOCATED AT 1632 ROSS LANE. TWO OF THE PARCELS WILL BE ACCESSED FROM PEACHEY ROAD. A 1.5 FOOT.(APPROXIMATELY) LOT WIDTH VARIANCE IS ALSO BEING REQUESTED TO ALLOW A LOT WITH A WIDTH LESS THAN 75 FEET. RICHARD LUCAS This action was called up for a public hearing. PLANNING ACTION 94-034 REQUEST FOR A CONDITIONAL USE PERMIT TO ALLOW THE EXISTING GUEST COTTAGE AT THE REAR OF THE LOT, AT 868 'W' STREET, TO BE USED AS A ONE-UNIT MOTEL DURING THE SUMMER MONTHS. APPLICANT: BETTY CAMNER This action was approved. PLANNING ACTION 94-036 REQUEST FOR A MINOR LAND PARTITION TO DIVIDE AN EXISTING PARCEL INTO THREE LOTS FOR THE PROPERTY LOCATED AT 1380 E. MAIN STREET. APPLICANT: NEAL KINZIE This action was approved. PLANNING ACTION 94-037 REQUEST FOR A TRANSFER OF OWNERSHIP FOR A THREE-UNIT TRAVELER'S ACCOMMODATION LOCATED AT 117 NORTH MAIN STREET. ALSO A . REQUEST FOR A SOLAR WAIVER (VARIANCE) TO.ALLOW A SHADOW TO BE CAST, FROM A PROPOSED REMODEL OF THE SECOND STORY, IN EXCESS OF THAT ALLOWED BY CITY ORDINANCE ONTO THE PROPERTY LOCATED AT 125 N. MAIN STREET. APPLICANT: GAIL BARHAM This action was approved. PLANNING ACTION 94-038 REQUEST FOR SITE REVIEW FOR AN ADDITION TO A EXISTING MEDICAL OFFICE AND VARIANCE TO.REDUCE THE REAR YARD SETBACK REQUIREMENT FROM 10 FEET TO 7 FEET FOR A REAR ADDITION TO THE MEDICAL OFFICE BUILDING LOCATED AT 246 CATALINA DRIVE. APPLICANT: MARK REITINGER ASHLAND PLANNING COMMISSION 4 HEARINGS BOARD MINUTES' MARCH 8,1994 Jarvis is not comfortable with this Variance. There is such a dramatic drop-off on this property and she wondered why it did not bother Staff. Molnar said this is a medical building with large setbacks in all directions. The office can only be added onto in the rear and given the location of the health services zone and usability of rear yard it seemed to be the most efficient use right now. This action was approved. PLANNING ACTION 94-040 REQUEST FOR A TRANSFER OF OWNERSHIP FOR THE TRAVELLER'S ACCOMMODATION LOCATED AT 298 WEST HERSEY STREET. APPLICANT: RAY AND SANDY SPALDING This action was approved. PLANNING ACTION 94-041 REQUEST FOR A SITE REVIEW TO CONVERT THE EXISTING 2700 SO. FT. BUILDING (OLD RAILROAD DEPOT BUILDING) TO GENERAL RETAIL AND PROFESSIONAL OFFICE SPACE, FOR THE PROPERTY LOCATED AT 624 A STREET. APPLICANT: JAMES LEWIS This action was approved. Revise Condition 7 (recommended by the Historic Commission) that the applicant be required to sign in favor of future improvements to the alley prior to issuance of a building permit. The Commissioners concurred. PLANNING ACTION 94-042 REQUEST FOR AN EXTENSION OF A PREVIOUSLY APPROVED CONDITIONAL USE PERMIT AND SITE REVIEW FOR A 12-UNIT MOTEL (BARD'S INN) LOCATED ON THE VACANT CORNER OF HELMAN AND LITHIA WAY (CURRENTLY JONATHAN'S PARKING LOT). APPLICANT: JONATHAN WARREN The Commissioners noticed the Historic Commission did not approve this application . as per their memo. Carr noticed that the corner is a mess and it is a very visual corner. Staff explained that the applicant will be required to make improvements through Conditions 3, 4, 5, and 6. ASHLAND PLANNING COMMISSION 5 HEARINGS BOARD MINUTES MARCH 8, 1994 Cloer thought it would be polite to respond to the Historic Commission's unanimous memo with a memo from the Hearings Board with reasons why the Commission made a decision to approve. The first two points of the Historic Commission did not apply to the Planning Commission's decision. PLANNING ACTION 94-045 REQUEST FOR SITE REVIEW FOR THE CONSTRUCTION OF A SEPARATE OWNER'S UNIT FOR THE PREVIOUSLY APPROVED 4-UNIT TRAVELLER'S ACCOMMODATION, FOR THE PROPERTY LOCATED AT 407 SCENIC DRIVE. APPLICANT: RICHARD & DOROTHY DAVIS This action was approved. PLANNING ACTION 94-046 REQUEST FOR A SITE REVIEW FOR THE CONSTRUCTION OF A SECOND STORY ADDITION TO THE STRUCTURE LOCATED AT 8 "B" STREET. APPLICANT: PHYLLIS SANDERSON/CAROLINE MOHAGEN This action was approved with Commissioners requesting the following added Conditions. Add Condition 5 that the applicants not expand the commercial floor space, consisting of approximately 400 square feet, without site review approval. Add Condition 6 that the applicants work with the Historic Commission Review Board to offset massing (add articulation to the side facing the City parking lot), prior to issuance of a building. ADJOURNMENT The meeting was adjourned at 2:40 p.m. ASHLAND PLANNING COMMISSION 6 HEARINGS BOARD MINUTES MARCH 8, 1994 Monthly Building Activity Report: 03/94 Page 1 # Units Value SINGLE/MULTI-FAMILY & TOURIST ACCOMODATIONS: Building: ADDENDUM 1 0 ADDENDUM/RETAINING WALL 1 1, 000 ADDITION 2 67, 000 ADDITION OF WINDOWS 1 1, 001 CONV GARAGE TO GUEST HSE 1 12,000 DECK 2 8,700 DECKS & INTERIOR DEMOLISH 1 0 ENTRY VOIDING 9402010 -1 -300 FENCE 4 3 ,700 FIRE SPRINKLER SYSTEM 1 845 FOUNDATION 1 11, 000 GARAGE 3 16,969 GAS WTR HTR & ENCLOSURE 1 300 GAZEBO 1 2, 000 GRADING 1 1,500 INTERIOR REMODEL/DECK 1 8, 000 KITCHEN REMODEL 1 7, 000 MAIL BOX BLDG 1 4, 000 MUSIC STUDIO 1 15, 000 POOL 1 18, 000 REMODEL 3 201, 300 REMODEL & ADDITION 3 144, 000 RETAINING WALL 1 2 , 500 SFR 4 566, 920 TRELLIS/NEW WINDOW 1 1, 100 Subtotal: $ 1,093 , 535 Electrical: 1 BR CIR FOR A/C 1 300 1 BR CIR FOR GAS FURN 2 250 1 BR CIR FOR HOT TUB 1 380 10 BRANCH CIRCUITS 1 1,700 2 BRANCH CIRCUITS 1 375 3 BRANCH CIRCUITS 1 1,000 5 BRANCH CIRCUITS 1 850 ADD ONE FEEDER 1 0 ALARM SYSTEM 1 300 NEW FEEDER TO OUTBUILDING 1 500 REPLACE SERVICE 1 750 SERVICE + 6 BR CIR 1 11800 Monthly Building Activity Report: 03/94 Page 2 # Units Value SINGLE/MULTI-FAMILY & TOURIST ACCOMODATIONS: Electrical: SERVICE CHANGE 1 1, 200 Subtotal: $ 9,405 Mechanical: 4 GAS LINES/WATER HEATER 1 600 GAS FURN ONLY 1 3,373 GAS FURN/ 1 BR CIR 1 4,421 GAS HOT WTR HTR/GAS LINE 1 350 GAS LINE/DUCT/VENT 1 150 GAS LINE/FURN/1 BR CIR 2 5,705 GAS LINE/FURN/A/C 1 3 ,841 GAS LINE/FURN/NO ELECT 1 2,500 GAS LINE/GAS FURN/BR CIR 1 4,289 GAS LINE/GAS WTR HTR 1 250 GAS LINE/GFAU/RANGE 1 5, 361 GAS WATER HEATER 2 780 GFAU VENT 1 3,284 INSTALL GAS WALL FURNACE 1 1,350 MOVING DUCT WORK 1 600 PELLET STOVE 1 2,400 REPLACE OIL FURN W/ GAS 1 2 , 615 VENT/FAN/HOOD 1 475 WOODSTOVE INSERT 1 1,845 Subtotal: $ 44, 189 Plumbing: BACKFLOW DEVICE 1 200 DISHWSR/W HTR/WASHER/DISP 1 1,300 ELECT WTR HTR/REBATE 1 445 REPLACE ELEC WATER HTR 1 250 SOLAR WATER HEATER 1 2,700 SPRINKLER SYSTEM 2 13,200 Subtotal: $ 18, 095 ***Total: $ 1,165,224 COMMERCIAL: Building: ADDITION 1 10, 000 Monthly Building Activity Report: 03/94 Page 3 # Units Value COMMERCIAL: Building: ADDITION TO MC DONALDS 1 6, 000 COMMERCIAL BLDG + 2 RES 2 269, 439 COMMERCIAL BUILDING 1 73 , 370 COMMERICAL BLDG + 1 RES 1 60,952 FENCE 1 5,000 INSTALL ATM MACHINE 1 8,500 INTERIOR BATH ADDITION 1 1, 350 INTERIOR REMODEL 2 55, 000 NEW WAREHOUSE 1 70,771 ODOR CONTROL FACILITY 1 , 206, 647 RANGE- HOOD 1 5, 000 REMODEL 2 42, 000 RESID HALLS, STOR, MAINT 1 918, 000 Subtotal: $ 1,732, 030 Electrical: 2 BRANCH CIRCUITS 1 150 ELECTRICAL FOR FUEL TANKS 1 10, 000 RELOCATE SERVICE 1 250 REWIRE FROM FIRE DAMAGE 1 850 TEMP OUTLETS ON EXIST SER 1 1, 000 Subtotal: $ 12, 250 ***Total: $ 1,744,280 Total this month: 102 $ 2, 909,504 Total this month last year: 105 $ 5, 326 899 Total year to date: 831 $13,207,863 Total last year: 870 $16,255,496 This month This month This year last year Total Fees: 28,496 42,856 172, 654 Total Inspections: 561 547 5054 NEW CONSTRUCTION: 3/94 RESIDENTIAL PAGE NO. 1 04/06/94 ADDRESS #UNITS CONTRACTOR VALUATION ** GARAGE 1348 MILL POND RD MEDINGER CONST. CO. INC. 6793. 00 ** Subtotal ** 6793.00 ** MUSIC STUDIO 415 HERSEY ST E OWNER 15000.00 ** Subtotal ** 15000. 00 ** SFR 462 JENNIFER ST GOLDEN/FIELDS 120000.00 CONSTRUCTION 1240 KIRK LN CIRCLE T CONSTRUCTION 104000.00 1372 MILL POND RD MEDINGER CONST. CO. INC. 90380.00 495 WATERLINE RD OWNER 252540. 15 ** Subtotal ** 566920. 15 *** Total *** 588713 . 15 NEW CONSTRUCTION: 3/94 COMMERCIAL PAGE NO. 1 04/06/94 ADDRESS #UNITS CONTRACTOR VALUATION ** COMMERCIAL BLDG + 2 RES 621 A ST625 2 STURLEE CONSTRUCTION 269439.81 ** Subtotal ** 269439.81 ** COMMERCIAL BUILDING 691 WASHINGTON ST OWNER 73370.00 ** Subtotal ** 73370. 00 ** COMMERICAL BLDG + 1 RES 629 A ST STURLEE CONSTRUCTION 60952 .83 ** Subtotal ** 60952.83 ** NEW WAREHOUSE 37 SHAMROCK IN SANDERSON, EUGENE 70771.20 ** Subtotal ** 70771.20 ** ODOR CONTROL FACILITY 1195 OAK ST INTERWEST CONSTRUCTION CO 206647. 00 INC ** Subtotal ** 206647 . 00 ** RESID HALLS, STOR, MAINT 351 WALKER AV OWNER 918000. 00 ** Subtotal ** 918000.00 *** Total *** 1599180.84 �4 of gSH4y memorandum �4E6Ut� April 10, 1994 �Q- Mayor and City Council 1 �rQI11. Steven M. Hall, Director of Public Works Monthly Reports Enclosed are the monthly reports for the Public Works department for the month of March, 1994 . Enclosures (c9Pw\morpt.nl m) - ENGINEERING DIVISION MONTHLY REPORT FOR: MARCH 1994 1. Issued 24 Street.Excavation Permits. 2. Issued 5 miscellaneous construction permits. 3. Issued 3 address change or assignment forms. 4. Responded to 12 Certificate of Occupancy reviews. s. . 5. Completed 13 pre-applications for planning actions. 6. Completed 11 "One-Stop" permit forms. 7. Performed field and office checks on 4 partition plats. 8. Performed the following work on the Airport Improvement Project: a. acquired data and material specifications. b. completed topography survey. C. continued mapping and designing facilities. d. prepared D.B.E. program. e. continued drafting plans. 9. Notified surveyors and developers of increase in development & permit fees.' 10. Attended Autocad training seminar. 11. Prepared a report to council for a request for sewer service to property outside the city limits. (2901 E. Main Street) 12. Attended local Emergency Action Plan Committee meetings. 13. Operated traffic counters at several locations. 14. Met with property owner regarding the acquisition of a right-of-way extension on Westwood Street. 15. Review plans for the proposed Diane's Hill subdivision. 16. Scanned existing flood inundation maps and loaded data into the computer. 17. Continued digitizing tax lot maps into the computer. IHO:misuffipt.msr sufmmt.m<r Engineering Division Monthly Report for March Page 2 18. Performed the following work on the N. Mountain Avenue Sanitary Sewer Improvement L.I.D.: a. distributed bid documents to bidders. b. prepared bid advertisement and published. C. held pre-bid conference. d. reviewed pump station submittals. e. prepared and distributed addendum no. 1. 19. Prepared estimation and petition for the improvement of Ann St. and acquired signatures. 20. Negotiated with property owner for additional right-of-way on Ann Street. 21. Met with engineers regarding proposals for water line construction. 22. Researched water rights to a spring on Lithia Way. 23. Continued design and plan preparation for the Railroad Village Subdivision Improvement Project. 24. Performed the following work concerning the relocation of Highway 66 along Oak Knoll Golf Course: a. met with parks and golf course operators. b. prepared map of proposed changes to be made. C. met with parks and O.D.O.T. regarding right-of-way acquisitions. 25. Attended bicycle technical advisory meeting regarding proposed N. Main St.--Siskiyou Blvd. bikeways. 26. Prepared memo requesting name change for Madrona Place. 27. Performed the following work on the Odor Control Facility: a. inspected work performed by contractors. b. approved change order no. 1. 28. Reviewed survey plat on the BPA substation land partition. 29. Continued design of slide gate at the water filtration plant. 30. Began design of water settling ponds at the water filtration plant. 1HO:nlsUffmLnur stafmmt.mer WATER QUALITY MONTHLY REPORT: March 1994 Water: Repaired 2 leaks in City owned water mains. Repaired 12 leaks in customer service and or meter. Responded to 5 dirty water calls. Changed out 42 3/4" water meters and 1- 1 1/2" meter. Installed 12 new 3/4" water meters with hand valves. Raised 4 valve boots in various areas. Adjusted 6 meter boxes to grade. Installed 2 customer hand valves. Installed 1 2" water service to new Railroad Park on A Street. Installed 3/4" water service at Hargadine. Repaired 3 fire hydrants. Removed an old fire hydrant from the system and installed one new hydrant to take it's place. Repaired 3 water services damaged by Street department installing their storm drain, and relocated one service in their way. Installed piping in the street crossing of the TID ditch at Starlite, filled in the ends with slurry. Turned on all the fountains and repaired them as needed. Replaced the fountain heads at Iron Mike. Pre-paved Terrace, Indiana and 8th Streets for copper services. Tied in the water mains on Hargadine at Pioneer, 1st Street both sides of Hargadine, fire lines and water services. Poured sidewalks and got water line up and feeding the area. Made 6" tap and ran 6" fire line at 335 Williamson Way. Sewer: Replaced 3 sewer laterals. Repaired 1 sewer lateral. Responded to 2 main line plugs in City sewer mains. Repaired 1 main line problem. Installed 1 new 4" 'sewer lateral. Rodded 25, 373 ' of City sewer mains using 37,'500 gallons of water. Rodded 1383 ' of mains using the mechanical rodder. TV'ed 1117' of City sewer mains. Miscellaneous: There were 107 requests for Utility locate calls. There was 67 . 051 million gallons of water treated at the Water Treatment Plant and 51.81 million gallons of water treated at the Waste Water Treatment Plant. Used 75 yards of 3/4" minus rock at various jobsites. , 1 ,^ ' City of Ashland Street Division March 1994 Report SWEEPER: - Swept 448 miles of streets. Collected 175 yards of debris. p Responded to 132 utility location requests. Graded several streets and alleys. ,I Patched pot-holes and .sunken services. Stripped one snow removal unit. Added 15 bales of straw at the granite pit for erosion control . Completed Hydro=Seeding at the granite pit. This completes this phase of erosion control at the pit. Hauled the D-3 Cat from the g'ran.ite pit back to the yard . 'i Rolled in crushed asphalt placed on sewage treatment plant road off of Oak St. . " Removed 10 ft, of curb and gutter in front of 143 8th St. and 12 ft. on 8th St. along side of 928 B St. .Formed" and poured back both sections. Hooked up 2 snow removal units for predicted storm. Took man-hole, valve boot, etc . location .ties on 8th St, between A St. and E. Main for re-surfacing. _Lowered sewer, man-hole on 8th. below B St. for re-surfacing . Saw-cut and removed 20 ft. of asphalt and prepared it. for new curb and gutter. Had a contractor. pour the curb and gutter.. Stripped 969 ft. of storm drain main ditch and 120 ft. of cross-over ditches to 4 in . depth. Patched back entire dig out with first lift of _ inches using 72. 58 tons of 3/4 in . hot mix asphalt. Swept and flushed 8th St. for- patching lift . Hauled 325 .yards of newly crushed old asphalt (re-cycled ) from Hrdesty' s on Oak St. to B St. yard . Set up a new barrel of tack-coat and filled the tack-coat sprayer., _ STORM DRAINS: Flushed and/or rodded several storm drain systems. Cleaned out catch basins. Cleaned off catch basin grates. Cleared several drainage problems. during heavy rain . Completed major storm drain project on 8th St. from E. Main to A Sts. (See Febr-uary' s report for details) . We hauled all of the odd , rusted out pipe (1085 ft) , to Sesslers Steel, in White City to be re-cycled. We made R 188.75 for our efforts, but feel real good about it.4 Built and installed new grate for catch basin on Strawberry Ln . at Granite St. . IkeplAced 8O ft, of 12 in . PVC storm dr. ain off of ( upige. Repaired broken storm drain floor on Mountain Ave. below Siskiyou. Job required removing and replacing a large section of the floor using 2 1/2. yards of concrete and back filling with 4 yards of slurry. Airport drainage project: with the grader, re-sloped and provided 1000 -Feet of ditch around the hangars. Installed i22 ft, qf,j" in. PVQ storm drain from {� St, to tho fi/R ditch ! ' for the r1gW Park . Installed 50 ft. of 18 in. PVC and a curb inlet catch basin on Oak Knoll at Hiway 66: _..�, Pat-holed (exposed al.l ptilities) on 6th St. from ' C' thru ' B' Sts. for up-coming storm drain project. j SIGNS and PAINT: I Began preparing paint. machine for up-coming spring and summer painting Re-set, on a new post, the 20 MPH curve sign across from 311 No. Mtn . . Re-located Stop Ahead sign on Hersey east of Oak St. . Replace Stop sign on Wightman at. R/R tracks. Fie-se=t Stop sign an 8th .at E. Main . Re--painted the "11 FT. '! clearance warning on the Water St. R/R bridge. RO--installed "RECYCLABLE" signs at the recycle center on Water St. . Had to send them back due to mis-spelling . Repaired street signs an Frances at Oregon and Frances at Windsor. MISC. : Ci_it blacl.berries and brush on Scenic between Nutley and Strawberry Ln . for grader clearance. Puss- up sweeper pile. Hauled 12.08 tons of sand and gravel mix from LTM to H St. yard. Picked up trash and garbage from the granite pit. Removed- graffiti from several locations. Hauled concrete from B St. yard to concrete pit off Glenview Dr. . Hauled asphalt from B St. yard to asphalt. pit on Glenview Dr. . Cleaned up front yard on Henry St. from storm. drain project. Hauled several loads. of trash from B St. yard to the dump. Hauled 10 yards of top soil from DeYoungs in Talent to Lu ie Picked up .wood stove from 108. So. Pioneer for Conservation nepproject . Cleaned up broken glass from Siskiyou at Palm due to accident. Helped chop when needed. Cleaned, up equipment and facilities on a weekly basis. Held monthly safety meeting. Special guest: Larry Carpender from Neilson Research on chemicals and how they are identified . Very educational. t c i j City of Ashland Fleet Maintenance March 1994 Report. ... 3 mechanics completed Work 'an'.'156' work orders on various types of .City equipment and vehicles. With the new numbering system in effect, work orders will no longer be reported on an individual department or division basis. The emergency generators at City Hall and the Civic . Center were. manually tested on `a weekly- basis'., I and M certificates issued 'for- the Month":' 0 1 ASHLAND POLICE DEPARTMENT MONTHLY REPORT March, 1994 Whip out the umbrellas o TRAINING: The / because it looks like . Department received / rain!!!Shorts, a total of 353 hours barbecues, and yard of training for the i work one week, turned month of March into coats, sweaters, and some of the and snow skiing the highlights were: next. (At least at my house!) Spring has finally arrived with a bang!! o All sworn officers and dispatchers completed a 4 hour recertification on Haz In looking over the monthly Mat. statistics Part 1 offenses (major crimes and thefts) were up o Officer Buddy Grove assisted BPSST at the 1.4%for the month of March. Police Academy by providing two days of This increase is due to a firearm instruction to new recruits. increase in reports of residential burglaries(20 reported this year-to-date compared to 15 o Chief Woodley presented the final segment reported during the same time in 1993), of Incident Management System. The class however, there has been a decrease in has been presented to all sworn officers and commercial burglaries.There has been a dispatchers. 8 people attended this class. noticeable increase in bicycle thefts (27 reported this year-to-date compared to 14 o CSO Svaren attended a seminar in Grants reported last year). An overall increase of Pass that covered new laws and procedures +3.9% is noted in Parts I and II crime pertaining to unclaimed property. statistics. o Executive Secretary Barbara Hansson The following "property crimes"rejected a attended a conference presented by U.S. West decrease:Forgery,Stolen Property, Credit Communications security manager, Jill Card Fraud, and Trespass. There has also Groves. The class covered procedural changes been an increase in arrest of DUII's: 28 on subscriber information, non published reported this year-to-date compared to 22 information, court orders, subpoenas, tracing reported last year. threatening calls, and hostage situations. 1 o Sergeant Pryorpresented bike training on o Rich Walsh also attended "The Reid various days to seven officers. Technique" on interviewing and interrogation put on in Monmouth at the police academy. o Officer Brown attended the Region 5 The course covered nine steps of interrogation. training committee meeting. o Officer Walsh obtained an arrest warrant o Tarry Myers, Teri Desilva, and Lynn for a felony theft that occurred at the college Parlette attended a Micro Dynamics computer back in late November. He is also working an word perfect class. embezzlement case that is still under investigation. o Gary Brown was asked to instruct at the Oregon Executive Development Institute at Menucha Retreat Center. It is a course for police executives. COMMUNICA77ONS: Statistics: INVES77GA77ONS: FebNY Marek o Detective Lynn Calls For Service 578 724 Parlette traveled to Medical Runs 43 59 Bend to question a Fire Runs 20 23 possible suspect in the ALS Runs 47 45 avionics thefts from the airport. That Auto Aid 1 5 investigation is still under investigation. Phone Statistics: o While he was in Bend, Lynn Parlette attended Attorney General's organized crime MW Mardi' conference. Day Shift 758 833 Swing Shift 1052 1287 o Detective Parlette entered four subjects that Graveyard 524 506 he previously arrested into "VICAP" which is a Front Desk 2908 . 3379 U.S. Justice Department run nationwide 911 Calls 445 490 tracking system for serial murders and rapists. Total Calls 5687 6495 o Detective Parlette did two crime stoppers The Communications Department is interviews for Channel 12 in connection with continuing with it public education program the Ed Krahel homicide case which is and is receiving very good feed back from the currently still under investigation. community. During March the CIRCLE OF FRIENDS 911 program was presented to a o Detective Rich Walsh attended a three day philanthropic organization (P.E.O.), the advanced investigators school presented in Masonic Temple, the new National History Portland by the National Law Enforcement Museum and a chapter of Beta Sigma Phi in Institute, Inc. Phoenix. Karol Williams is currently working 2 with Barb Hansson to expand the education was held in one location to permit parents program with more emphasis school age from all three schools to attend at once. children and young adults. The Communications Department is delighted with Officer Bailey is currently working with the success and growth of this program. Sergeant Rich Rose from Talent Pd in his effort to develop a "Youth and the Law" curriculum for their local middle school. EXPLORERS ° No report submitted. RESERVES: The Reserves put in a total of 275.5 volunteer hours this month. CRIME PREVENTION. Training for the volunteer staff at 6j�J the new Pacific Northwest Museum of Natural History began this month. Officer Janet Bailey and Communications Specialist Barbara Hansson gave a presentation to more than 300 volunteers on topics such as dealing with crowds and disruptive persons, There are application of law, and emergency services. the highlights for the month Officer Janet Bailey was a guest for a 30- of Mardi!!!!!! minute public affairs program on KYJC Radio, providing an update on DARE in Jackson County. On March 15, Janet was presented with a Resolution by the Ashland City Council, in recognition of the DARE Officer of the Year ) award. 1A Also, a meeting was held for parents of this > term's DARE students, and, for the first time, 3 ASHLAND POLICE DEPARTMENT PLCIOOIR CREATED: CONSOLIDATED INCIDENT REPORT 4106i?4 8:46;24 MARCH 1 994 CLASSIFICATION t REPORTED OFFENSES t t CASES CLEARED t t CLEARENCE RATES t t NO. OF ARREST CHARGES t OF OFFENSES ACTUAL ACTUAL ACTUAL % CHANGE THIS THIS LAST YEA'" TO THIS THIS LAST THIS THIS LAST THIS MONTH YEAR TO DATE MONTH YTD YTD DATE MONTH 'YTD YTD MONTH YTD YTD JU'V ADULT TOTAL JUV ADULT PART 1 CRIMINAL HOMICIDE MURDER i - 100.0 NANSLAUGHTER RAPE 1 100.0 % ROBBERY ! 3 - 66.7 100.0;1 AGGRAVATED ASLT 2 1 + 100.0 % 2 10010% 3 BURGLARY 2 1 3 2 4 RESIDENCE 9 20 15 + 33.3 % 1 2 3 12.51; 1010% 20.0% NON-RESIDENCE 1 7 13 - 46.2 » 1 1 1 100.0% 14.3% 7.7% LARCENYITHEFT 25 b 31 44 32 SHOPLIFTING 20 36 20 + 20.0 % 17 28 22 85.0% 77.8% 73.3% THEFT FROM MV ? 37 29. + 27.6 % 1 3 11.1% 8.1% MV PARTS-ACCESS 2 14 !1 + 27.3 % 2 3 2 100.0% 21.4% 18.2% BIC'Y'CLE THEFT 5 27 14 + 72.7 % 2 7.4% THEFT FROM BLDG 8 27 17 + 42.1 % 6 1 22.2% 5.3% OTHER THEFTS 15 37 65 - 43.1 % 4 12 3 26.7% 32.4% 4.6% MOTOR VEH THEFT 3 b 10 - 44.0 % 2 2 2 66.7,", 33.3% 20.0% 2 2 2 ARSON 3 2 + 50.0 % i 33.3% 1 I PART I TDTAL ;! 211 214 + 1.4 % 28 62 37 3 9.4% 28.6% j7.3% 2? 7 35 49 40 ?ART II SIMPLE ASSAULTS `s 20 21 4.8 % 4 14 10 80.0% 70.0.% 47.6% 2 3 5 4 16 FORGE COUNTEP.FEIT i 5 7 44.5 % 1 1 20.0% il.l% 1 FRAUD 2 2 4 CHECKS 2 22 16 + 37.5 % 4 25.0% CREDIT CARDS 3 100.0 % 3 100.0% OTHER FRAUD 1 ? 17 47.1 .% 1 2 2 100.0% 22.2% 11.2.1 EMBEZZLEMENT I 1 1 10031% STOLEN PROPERTY 2 6 66.7 % 1 1 50.0% 16.7..% 1 1 2 7 'V'ANDAALISM 45 12l 95 + 21.4 % 8 25 7 17.9% 20.7% 7.4% 5 5 i0 29 i4 WEAPONS OFFENSES 4 2510 % 3 100.06 75.0% 1 1 1 3 PROSTITUTION SEX CRIMES 7 5 + 40.0 % 1 4 14.3% 80.0% NARCOTICIDRUGS 8 22 12 + 83.3 % 8 22 ? 104.0% 140.0% 75.0% 2 6 10 5 47 GAMBLING OFF AGNST FAMILY 3 3 3 1 1 33.3; 33.3.% 1 1 1 DRIV UNDER INFLNC 8 28 22 + 27.3 % 8 28 21 100.0% 100.0% ?5.5% 9 8 28 LIQUOR LAWS 4 13 31 - 59.1 % 3 11 24 75.0% 84.6% 77.4% 1 6 7 13 25 DISORDER CONDUCT 12 33 29 + 13.8 % 2 5 6 16.70 15.2% 20.7% 5 1 6 7 22 h:IDNAP TRESPASS 13 37 5tt - 2210 % 8 11 20.5% 22.0% 2 2 3 14 ESCAPE ALL OTHER 46 126 101 + 24.8 % 15 40 20 32.6% 31.7% 1 9.8% 12 5 17 21 23 THREATS 1 3 1 + 200.0 % 1 33.3% 2 CURFEWILOITERING 2 7 6 + 16.7 % 1 3 6 50.0% 42.9% 100.0% 4 4 25 RUNAWAY 3U'd 6 ? 18 - 50.0 % 2 3 2 33.3% 33.3% 11.1% 1 1 2 PART 11 TOTAL 158 473 450 + 5.1 0 53 170 134 33.5% 35.9% 2 9.8% 33 42 75 112 207 FART I S PART 11 20? 690 664 + 3.7 X 81 232 171 35.49 33.6% 25.30% 62 49 111 161 247 ASHLAND POLICE DEPARTMENT FLCIOOIR CREATED: CONSOLIDATED INCIDENT REPORT 4106/94 8:46:24 MARCH 1994 CLASSIFICATION REPORTED OFFENSES CASES CLEARED e E CLEARENCE RATES + # NO. OF ARREST CHARGES OF OFFENSES ACTUAL ACTUAL ACTUAL % CHANGE THIS THIS LAST YEAR TO THIS THIS LAST THIS +HIS LAST THIS MONTH YEAR TO DATE MONTH YTD YTO DATE MONTH YTD YTD MONTH YTD YTD JUV ADULT TOTAL JUV ADULT PART III TRAFFIC CRIME HIT S RUN 11 31 22 + 40,9 % 2 7 3 18.2% 22.6% 13.664 3 3 6 RECKLESS DRIV 2 - 100.0 .% 2 100.0% i i i I ELUDING 1 1 2 1 1 DR. WHILE S 5P 3 3 - 40.0 X 3 3 5 100.0% 100.0% 100.0% 2 4 FT DISP DRV LIC TRAFF ACC.-FATAL TRAFF ACC.-INJURY 4 15 16 r 50.0 1 1 1 25.0% 6.71 10.0% TRAFF ACC-PRP DAM it 39 48 18.8 % 1 2.1% FISH S GAME MARINE VIOLATIONS ILLEGAL ALIEN CUSTODY 2 100.0 % WARRANTS 2 ? li 18.2 % 2 11 100.0% 100.0% 100.0% 5 5 14 MV RECVRD OTHER 1 2 50.0 X 1 50.0% PROP kEC'JRD OTHER - 66.7 % 1 33.3% FUGITIVES 3 31 16 r 93.8 ;; G 30 16 100.0:4 96.8% 100.01A 3 16 19 8 43 MISSING PERSONS I 1 SUDDEN DEATH/BODY 2 3 33.3 % SUICIDE-ATMPT 1 2 50.0 % OTHER ACCIDENTS ANIMAL PROBLEMS 34 87 96 7.4 % 1 1,04 PROPERTY L/F!C 41 95 88 + 8,0 % ABANDONED AUTO 31 71 65 + ?.2 % LOCATE ONLY AUTO IMPOUND AUTO 6 100.0 ASSIST. RENDERED 9e 255 207 + 23.2 % 1 5% DOMESTIC PROBLEMS 3 10 26 61.5 INSECURE PREMISES 8 18 i9 5.3 % SUSP PER/CIRC 42 116 124 6.5 % PUBLIC SAFETY 6 21 17 + 23.5 % DISTURBANCE/NOISE 67 162 125 + 29.6 % i 1 1.5% 64 SICK CARED FOR 22 54 49 + 10.2 % 1 2.0% MARINE ACT1VIiFE5 TRAFFIC/ROADS 35 90 112 19.7 % CIVIL COMPLAINTS to 24 it + 118.2 % 1 4.2% VEH DISPOSITION ALARMS SOUNDING CONFIRMED 1 FALSE 26 62 57 + 3.8 % ACCIDENTAL 2 FAULTY 1 2 - 50.0 % OTHER SUBPOENAS ASSLT AS OFFICERS 1 1 100.0% OTHER MISC B 26 33 - 21.2 % 1 3.0% 'ART III TOTAL 468 1230 1165 + 5.6 1 17 53 45 3.6% 4.3% 3.9% 5 27 32 10 69 GRAND TOTAL 697 1920 1229 + 5,0 X 96 285 216 14.1% 14.8% 11.8% 67 76 143 171 316 CITY OF ASHLAND CITY HALL ASHLAND,OREGON 97520 telephone (Code 507) 482-3211 TO: Honorable Mayor and City Council a� FROM: Al Williams , Director of Electric Utilities SUBJECT: Electric Department Activities for MARCH 1994 THE FOLLOWING IS A CONDENSED REPORT OF THE ELECTRICAL DEPARTMENT ACTIVITIES FOR MARCH 1994. INSTALLED 7 NEW UNDERGROUND SERVICES AND 5 ALTERED SERVICE. INSTALLED 880 FEET OF CONDUIT AND 1430 FEET OF CONDUCTOR . 1 NEW TRANSFORMER WAS INSTALLED FOR A TOTAL OF 150 KVA AND 1 WAS REMOVED FOR A NET GAIN OF 125 KVA ON THE SYSTEM. RESPONDED TO 105 REQUESTS FOR CABLE LOCATES . HAD 309 CONNECT ORDERS AND 198 DISCONNECTS FOR A TOTAL OF 507 . THERE WERE 599 DELINQUENT ACCOUNT NOTICES WORKED AND 128 DELINQUENT ACCOUNTS WERE DISCONNECTED. FOUR 45 ' POLES, ONE 35 ' POLE AND FOUR 30 ' POLES WERE CHANGED OUT IN CONJUNCTION WITH OUR POLE REPLACEMENT PROGRAM. TWO 45 ' POLES WERE INSTALLED UNDER NEW CONSTRUCTION. NO NEW STREET LIGHTS WERE ADDED TO THE SYSTEM, 4 STREET LIGHTS WERE REPAIRED. EMPLOYEES ATTENDED MONTHLY SAFETY MEETING. MONTHLY EMF READINGS WERE TAKEN. e4;oFAS;;4y memorandum oaEGGd , 23 February 1994 Brian Almquist, Steve Hall, John McLaughlin, Gary Brown, Keith Woodley, Al Williams, Ken Michelsen, Dennis Barnts, Jerry Glossop Q: rnm: James H. Olson, Assistant City Engineer 10 ,�$1tbjttt: Proposed Vacation of a Portion of Clark Avenue A petition has recently been presented by Don Greene and Mark Kelly for the vacation of a portion of Clarke Avenue, as shown on the attached maps. Clarke Avenue currently exists with two right-of-way widths. The street is 70 feet wide east of Garden Way and 47 feet wide west of that street. The requested action will, locate a section of the 70 foot street approximately 23 feet by 140 feet. The right-of-way line established after the vacation would be in line with the existing right-of-way to the west. As shown on the attached map, several easements will be required over the vacated parcel, including a storm drain easement and public utility easement. A four lot subdivision has been planned by Don Greene and Mark Kelly for lot 8,300 (Bento Express). The vacation of the right-of-way on Clarke Avenue should be coordinated with the development, of the subdivision to ensure that all necessary easements are provided for. Can you foresee any reason why the city might oppose this proposed vacation? If you have any concerns regarding the vacation, please let me know. JHO:m\g�e IYUV-. 0-17 nti•wrrl rmui cawaras surveying lu 4Gti5311 P.03 ^ m rn , _ + 1— >C o — — U3 V 1 I I � O 1 ^w 1 1 l 0 1 m ^ I ^ o g I o CCb I m r In Cb ci NZ Vol Ch Z-5 O O N �Y � �� 7J�8• �� �`��SO `.a p2 aL. S• �" �`a. \ \ 0 v i a c m N�o \ v N u � � m 0 o \ \ \ m \0 _ M, O z r ai 000Op o0 000 -000 0000'Ooo epc C D ° 0 yo a rz gt1 " o ' ° O v 00 1Q may_ O tQ, d +`O O PP O o �. m f\1 . c cDio rry g m - n o -.o - 8 0 , i o Co Ul z ° 0 o a o \ >• � >d D HAR cm O J�1 ° i o to \O ' p ••�y • \°a So ood o- 101 t o �0, 000 l� o ae0000 07 � \ : \\\\111111111 llfgfl W •m ? � +, p oo m v Edwards Surveying & Land Planning Inc. 816 West 8th Sa=t 223 SW"I"Sa=t Medford,OR 97501 Grants Pass.OR 97526 Tel.: (503)776-2313 Tel.: (503)471-7059 FAX: (503)776-9978 FqX (503)471-7809 SURVEYING ENGINEERING • PLANNING EXHIBIT "A" Proposed vacation of a portion of Clark Avenue= Beginning at the Southeast corner of Lot 7, Block 1 of GARDEN HOMES TRACT in the City of Ashland, Jackson County, Oregon; thence South 0 ' 05 ' 33" West, along the Southerly extension of the East line of said Lot 7 , 9. 99 feet; ,thence along the arc of a 17 .14 foot radius curve to the left , being concave to the Southeast and having a long chord which bears South 48 ' 26 ' 50" West 7 .38 feet , a distance of 7 . 44 feet ; thence along the arc of a 6. 78 foot radius curve to the right , being concave to the Northwest and having a long chord which bears South 72 ' 36' 59" West 9.78 feet, a distance of 10 . 92 feet ; thence North 56" 03 ' 28" West , parallel with the Southerly line of said Block 1, 132 . 15 feet to the Southeast corner of that portion of Clark Avenue previously vacated as recorded in Volume 501, Pages 6 and 7 , Deed Records for said County and State; thence North 0 ' 06 ' 17" East 27.80 feet to the Southwest corner of Lot 6 in said Block 1; thence South 56- 03 ' 28" East 150 .03 feet to the point of beginning. NOTE : A 10 . 00 foot wide P.U.E. and a 10 .00 foot wide storm drain easement shall be dedicated on the final plat of a planned community currently in progress, which lies adjacent to the herein described area. REGISTERED PROFESSIONAL LAND SURVEYOR OREGON luau g o DAVID a EDWA= 2339 DATE FILED: PETTI'ION We, the undersigned property owners, residing on or near Clark Avenue do hereby petition the City Council to initiate proceedings to vacate the above mentioned public right-of-way, being further described as follows: (See Exhibit 'A') We do further warrant that the signatures below represent 100% of the properties abutting the proposed vacation, and at least 66 2/3% of the affected area which lies within 200 feet on either side and 400 feet from the ends of the public right-of-way proposed for vacation. N ADDRESS TAX LOT NO. 1 � 1 ,13o 51.4 ory X3oa 2 " /c✓G /� lG3r S/SI�1 ya ys V a / , j 5. 6. 7. 8. 9. 10. County of Jackson ) State of Oregon ) I, bU N L . C 2 LZFAJ t�' being one of the principal proponents of the proposed vacation do hereby subscribe and swear that the above sign tures w e n in my presence and are the signatures of the persons owning property abutting or within e ar a by the proposed vacation. Signature (NY ub is Commission-expi74 �/� OFPiCIAISEAL PATRICIA GRAY - NOTARY PUBLIC-OREGON ` COMMISSION NO.015970 !AY COMMISStO!J EXPIRES JUNE 2T,1996 r` DATE FILED: - b PETITION We, the undersigned property owners, residing on or near Clark Avenue do hereby petition the City Council to initiate proceedings to vacate the above mentioned public right-of-way, being further described as follows: (See Exhibit W) We do further warrant that the signatures below represent 100% of the properties abutting the proposed vacation, and at least 66 2/3% of the affected area which lies within 200 feet on either side and 400 feet from the ends of the public right-of-way proposed for vacation. NAME ADDRESS TAX LOT NO. S: ' k. o� J I')A ?;Soo 3. Fr+ �. 72o ft e s. 6. 7. 8. 9. d 10. County of Jackson ) State of Oregon ) h S L being one of the principal p onents of the proposed vacation do hereby subscribe and swear that the above sign tures re n in my presence and are the signatures of the persons owning property abutting or within ear affect by the proposed vacation. Signature tary Public y Commission expir s: 7 OFF'— ICIIA PATRICIA GRAY ' NOTARY PUBLIC-OREGON COMMISSION NO.015970 MY COMMISSION EXPIRES JUNE 27.1996 �:. FEB r 5 11994 DATE FILED: PETITION We, the undersigned property owners, residing on or near Clark Avenue do hereby petition the City Council to initiate proceedings to vacate the above mentioned public right-of-way, being further described as follows: (See Exhibit 'A') We do further warrant that the signatures below represent 100% of the properties abutting the proposed vacation, and at least 66 2/3% of the affected area which lies within 200 feet on either side and 400 feet from the ends of the public right-of-way proposed for vacation. NAME ADDRESS TAX LOT NO. 1. ) C rat E 2. F l� 3 �2CPi P 16 6 z g1d 0 4. / 7 –,C ° 1 �r �• s v . 4t csr� GeFSI�'�E Ci/i�csf p0 � Sod i 6. 7 F/0 r / L a ° 67 1 8. 9. 10. County of Jackson ) State of Oregon ) I, D64 LCktgWg —, being one of the principal proponents of the proposed vacation do hereby subscribe and swear that the above sig atures were in my presence and are the signatures of the persons owning property abutting or withi the ar f by the proposed vacation. Signature C No Public Commission ex tress J -JAG. OFFICIAL SEAL PATRICIA GRAY NOTARY PUBLIC-CREGCN COMMISS!ON NO.015970 MY COMMISSION EXPIRES JUNE 27,1996 �S,FasAf, ° Pmarttn � nm �RE60a April 4 , 1994 ��• Mayor and City Council r rum: Jill Turner, Director of Finance p�ll�ljEtt: Capital Improvement Plan I am in the process of updating the Capital Improvements Plan. Staff will also be updating SDCs this summer. My goal is to have a revised 1995-96 through 1999-2000 plan available this summer. Please review the attached rating sheet. I will assume that if I do not hear from you by April 22 the criteria sheet is okay. If you wish to nominate projects which are not included in the present plan please contact the appropriate department head or myself. Any comments'or suggestions for improvement in the current document are always welcome. What should be included: All Capital Improvements should be included in the plan. For purposes of this plan, all projects in excess of $30,000 with a useful life of more than one year are considered Capital Improvements. Equipment purchases should be included if they are not set aside in the Equipment Fund. Quill\wp\cipkinswct I NgOWT12AT10N 3 2 1 0 M R T 1. Public 1laelth 6 Project needed to alleviam Project needed to allavina Project would promote or No health or safety impact 3 Safaty existing health or safety potential health or safety maintain healuNsafety. associated with project. hazard. hazard. 2.External Project is required by law. Project is recalred by Project to be ccmducted in Project ls City oNy arc net 3 Ree hearnenla regulation,or mandate. agreement with other conjunction with that externally required. jurisdictions. Iurish'ti... 3. Protostlon of Project is critical to save Project will repair system. Project will improve facility, No existing facility involved. 3 Capital struetuall integrity of important fo facility appearance or dater future Fsuigtles existing City facility o operation. expwditune. repair significant structural deterioration. 4. Operating Project will r.Of in Project will have minimal or Project will hay.some Project will require 3 Budget decreased oosrating costa, no operating sad additional operating costa significant additions in maintenmce cost.. and/sir personnel additions. personnel W other operating cast.. S.Public Support Public has clearly City staff reports that the Public has net expressed• 3 demonstrated a significant project is desired by the specific preference for IN. desire to have the City community W project. undertake the project by nephborhaad to be way of survey.,petitions. .wyed. W otMr data indicters. 6.EnvironmenW Project will improve Project may improve Project will have no affect 3 Oue iry environmental quality of environmental quality of the an the environmental quality the City and it.neighbors. City. of the City. T. Life Meets the needs of the Meat.reads of.."eerily Mats reeds of Meets needs of commuity 2 6upsemNCy.of community for next 20 Iw neat 16 to 16 year.. ..mV ly f W next 10 f. fur less than 10 yen. project yews or more. 14...rat S.Raletlan to - Project is included in• Project is included in Project is included in Project is not induced in 2 Adopted Nam formal plan which has written plans accrued by• written plans of City staff. any,written plans. Mayor/Council approval. City bowdlcommis.ion. S.Aymlebllity,of Project revenues will Non-oty revenues have Potential for.,City No financing arrangements 2 Rmndng suwpwt Wajact axperei bean identified and soPliec nivieves exists. turrantly exist. for. 10.Bens6t b Cost Return on iNweatment for Return on investment Raturn on investment is 2 Rs1. the W.fact can ba Cannot be madily Negative. computed and is positive. computed. 11.fxoNwNNJC Project will ancourpe 2 Development capital investment, increase tax base,improve job opportunities, attract Customers,do produce Public W Private revenues. 12.Tknallivai Project will allow tad City External influences do not 2 FxtafNW to take advantage of s affect the timeliness of this fsvoraWe currant situation, project. such a.tie purchase of land w materials at /avorable Prices. 13.Prerequisite Project requires completion Project ehrald be Project has m Werequiskea. 2 before implementation of• completed before related Project. implementation of a related project. 14.%of 60%or more served. 26%to 46%served. 10%to 24%served. Leas than 10%served. 1 Popwrion Barved bit Project 16. Project most.a community - TN.project does not mac[ 1 Special Naed obligation to serve a Particular made,of•spacial special mead of a segment population. of the City's population such se low income.Goad. mimrities. 16. Exam/fil Project will reduce amount Project will rWulre ate project will require minimal Project will require 1 Consumption of ever"Baler increase in chose-si .ter iarease in anergY/wa[w aWS[anlial inuesaea. consumed. consumptim. censurertion. Mmmuldplier Riv Rndng T Rating x M14tlplier Total Spoea 64 . ~ .< � Pmorttn � ixm A '•.�REGO April 11, 1994 �-• Brian Almquist, City Administrator �r rom: Steven Hall, Public Works Director, --s (YDjELt: Update-Wastewater Plant Sludge Disposal/Facility Plan ACTION REQUESTED None, information only REPORT GENERAL With the renovated anaerobic digester functioning, the plant is operating extremely well. The new anaerobic digest process has mgnoved the prong beyond our expeditions. Dick Marshall noted he has had no odor complaints since the sludge was cleared from the plant and the anaerobic digester began operation. Currently the aerobic digester is approximately 85% full which is normal for this time of year. With the increased efficiency of the anaerobic digester and the"soon-to-be" sludge thickening unit, the plant should function far better than it has for many years. DISPOSAL SITES We are beginning to have some success in finding sludge disposal sites. * An agreement has been signed with Mr. Kechoian for a 41 acre site to haul sludge from October 1 to March 31. The property is also available on an owner approval basis during the other months. * We have been hauling to Mr. Millets property on Dead Indian Memorial Road. The land available is approximately 25 acres. During the winter months he has two fields, totalling 65 acres, that we use. * Property owned by Mr. Foster is available on a reasonably steady basis. This is property that was not used for several years, but may be opened again. It contains 32 acres. * The Billings property is still available(42 acres)but,will only be used on a last resort because of the issue with Quiet Village residents. i * A new sight (23 acres) on Valley View Road should be approved by DEQ in about two weeks. While Dick Marshall was talking to the property owner, a neighbor who owns 50-60 acres expressed interest in having sludge applied to their land. * A 40 acre site in Talent is being investigated. The potential looks very good. SLUDGE MARKETING Dennis Barnts, Dick Marshall and I will be working on an advertisement to see if we can't find additional sites in the area. The advertisement will be in the local newspapers the week of April 18th. ODOR CONTROL PROJECT The contract has been awarded on the sludge thickener project. A change order reduced the contract by $9,663. The contractor has started, and as of today (4/11/94), the building is nearly completed. The most time consuming portion of the project is the sludge pump. John Holroyd is working with the contractor to see if the delivery can be expedited. The completion date is 90 days from start date or June 1st. Once the sludge thickener is operational, we will be able to remove all of the sludge from the aerobic (open) digester. At the same time, the aerobic digester should not have to be used unless emergencies arise. This should substantially reduce our power consumption at the plant. SLUDGE COMPOSTING Susan Reid has asked if sludge composting was being considered for the long term improvements to the wastewater treatment plant. Dick Marshall is working with a local firm investigating a test for conversion of sludge to mulch. The test will allow us to evaluate the potential of composting on a practical basis. As this progresses, I will present you with updates. No details are available other than the process has been used in other areas such as the Redwood District near Grants Pass. They have experienced odor problems, but are working with a consultant and seemed to have resolved the odor issue. I have included some information from an EPA report for your reference. Dennis Barnts, Dick Marshall and I have been looking at sludge dewatering as a viable option and are beginning to consider it as a leading candidate to help minimize our sludge disposal problems. Our new sludge drier will increase the percent of solids from 2 to between 5 and 12 percent. There is equipment in use that can produce 95 to 98 percent solids which would reduce our sludge handling to virtually none. The material could be used as a soil conditioner on almost any crop or park area. With tertiary filtration that is proposed in the facility plan, sludge volumes will increase about 3 fold! We will keep you informed of these issues as they progress. FACILITY PLAN Rob Winthrop and I have been working with John Davis and Bob Gearheart to provide better information on the performance of soil treatment systems. This information has been received and will be presented to the City Council within the next few weeks. It is anticipated that the multi-agency study group will meet in April, May or June. If the work is finalized at that meeting, I will be presenting a report and recommendation to you for the selection of a preferred alternative for the wastewater treatment plant. cc: Jim Olson, Assistant City Engineer Dennis Barnts, Water Quality Superintendent Dick Marshall, Wastewater Plant Supervisor Nancy Abelle, Clean Air Coalition Enc: EPA Composting Report (in part) o .hlnnb lJoXtce Pepartmen# 2P� of ° O P 1175 E. MAIN ST. ASHLAND, OREGON 97520 Phone (503) 482-5211 0 m m Z OFp 9 55 ARTME ` April 12 , 1994 GARY E.BROWN Chief of Police TO: Mayor and Council FROM: Gary E . Brown, Chief of Police SUBJECT: Liquor License Application Application has been received from JOANNE AND DONALD ANDERSON dba\ ASHLAND HILLS STAR MART for a LIQUOR license, for an ESTABLISHMENT located at 2495 ASHLAND STREET, ASHLAND. A background investigation has been completed on the applicant and approval of this application is recommended. GARY E . R WN CHIEF O OLICE MC:kmh Metnaranduin April 15, 1994 VI II: Council Members rIIm: Catherine M. Golden, Mayor '�UbjCd.- Annual Appointments/Reappointments Process After reviewing your recommendations, I am requesting your approval of the following gpointrmenWreappointments to the vw1ow Boards, Committees, Comnwmm at the April 19 Council meeting. The positions being filled expire April 30, 1994. AIRPORT COMMISSIO Staff Liaison: Public Works (Pam Barlow) Members (3-year terms) '94 Alan DeBoer - Reappointment 194 Laura Craven - New appointment 194 Lyle Smith - Reappointment BIICE COMMISSION Staff Liaison: Public Works (Pam Barlow) Members (3 year terms) '94 Mark McInteer - Reappointment 194 Jack Hendricks -- New appointment / CABLE ACCESS COMMISSION Staff Liaison: Administration (Brian Almquist) Members (3 year terms) '94 Dennis Slattery, C of C '94 Jack Sabin - Reappointment '94 Arnie Abrams, SOSC Council Members page 2 - Appointments/Reappointments April 15, 1994 FOREST LANDS COMMISSION Staff Liaison: Public Works (Pam Barlow); Police (Gary Brown); Community Development (John McLaughlin); Parks (Ken Mickelsen); Fire (Keith Woodley). Members (3 year terms) 194 Isaac Walker - New appointment '94 Pete Seda - Reappointment '94 (Vacant) HISTORIC COMMISSION Staff Liaison: Community Development (Bill Molnar) Members (3 year terms) '94 Chloe Winston - Reappointment '94 Larry Cardinale - New appointment '94 Bill Harriff- New appointment PLANNING COMMISSION Staff Liaison: Community Development (John McLaughlin) Members (4 year terms) '94 Barbara Jarvis - Reappointment '94 Tom Giordano SENIOR PROGRAM BOARD Staff Liaison: Senior Program (Sharon Laws) Members (3 year terms) '94 May Lou Stewart - Reappointment '94 Lillian Catranides - New appointment Council Members page 3 - Appointments/Reappointments April 15, 1994 TRAMC SAFETY COMMISSIO Staff Liaison: Public Works (Pam Barlow) Members (3 year terms) '94 Lindsay Heard - Reappointment '94 Ken Hagen - New appointment TREE CONEWSSION Staff Liaison: Community Development (Bill Molnar) .. embe (3 year terms) '94 David Jacquat - New appointment '94 Mark Jenne - Reappointment '94 Donn Todt - Reappointment Thanks very much for your assistance. Oregonyhakespearefestival Post Office Box x58 Ashland,Oregon 975zo Business 503 482-2111 Box Office 503 481-4331 Cqualalmo 88-� March 30, 1994 (� ASR 011994 ) Ashland City Council .... ----------------- Ashland OR 97520 Dear Council Members: As you are no doubt aware, the Oregon Shakespeare Festival entered into a lease agreement with the City of Ashland on the 29th of August 1969, whereby the Festival leased the Angus Bowmer Theatre, Elizabethan Theatre, Black Swan Theatre, Administration Building and the Hargadine Street Parking Lot together with the Brick Courtyard between the theatres. The lease provided for one 25 year term and a second 25 year term "provided that the lessee shall give notice in writing to lessor at least ninety (90) days prior to the expiration of the [first] term. . .of lessee's intention to continue this lease for such additional period" . At its meeting on March 18, the Festival Board of Directors passed a motion agreeing to exercise the option to extend the lease. Accordingly, please take this letter as the formal notice in writing that we wish to continue the present lease for a further 25 years. Shortly before August 2019, we will be back in touch with you again to discuss our future use of these facilities! Sincerely, Orep hakes"p�eare Festival Paul E. Nicholson General Manager PEN/pll 0FASH4'a A emorandum April 11, 1994 Q: Mayor and Council (29 rQtw. Councillor Pat Acklin Subj9Ct: Sewage Treatment Options It was at my request that this was placed on the agenda for the April 19 mee ing to begin the discussions I feel are necessary on this most important issue. As was stated in the Srst paragraph of my commentary/guest editorial that is attached, "I believe this decision is quite likely one of the most important decisions affecting the City of Ashland in many, many years." It is my hope that you will offer your support to beginning the process to hold an advisory election for the citizenry to inform us about the treatment options they favor. (r.C�awckhS on ) s Attachment Very soon the Ashland City Council will need to select a sewage treatment option to bring the treated effluent discharged into Bear Creek up to the very strict_standards required for this water quality limited stream This decision is quite likely one of the most important decisions affecting the City of Ashland in many, many years. All of the proposed treatment options will have some impact on our local environment and all of them will alter significantly the future financial situation of the city. The time for arguing over the DEQ and EPA requirement that our treated sewage effluent should contain less phosphorous than rain water in the Willamette Valley is over. The time to choose the treatment option that can achieve this high standard is upon us. The bonds that will be required to be sold to finance and construct the chosen option will preclude the city selling similar bonds for any other project for years to come. This situation can be likened to the plight of the business or homeowner that finds that their debt has prevented them from qualifying for loans for business expansion or home improvements. ,. In the recent past the City Council has selected options for such items as open space fimding, location of an electrical substation and location of a municipal office building. In these instances, and on many other occasions in the past,those options that were not selected have been used by to "fight"the selected option. Bitter disputes have erupted leaving our community with a sense of deep division. It is my sincere hope that this less than satisfactory scenario will not be the result of a Council choice of sewage treatment option. The briefly stated reasons cited above have contributed to my sense that before the Council makes this very important choice there should be a thorough discussion of the many issues surrounding future sewage treatment options. The discussion should NOT be limited to those special interest groups appearing at City Council meetings or to the emotional campaign literature produced to sway opinion during heated elections. The discussion SHOULD take place throughout our community- at dinner tables, at service club and church meetings, in workplaces, in neighborhood conversations, in grocery store aisles, etc. And the discussion should not be limited to the choice made by the City Council after the lobbying blitz made by a few interested parties. I would propose that the Council hold an advisory election where a choice is made by our citizenry between the two presently favored treatment options. Information about the choices would be debated in the context of this election rather than in a heated debate around funding an option selected by the Council and easily "second guessed" by those unhappy with the Council's choice. It is true than any choice, even one made by our citizens, is likely to be challenged in an election. It simply seems that we will be better off having held a community discussion of the trade-offs involved in selecting an option and informing ourselves in advance of a bond($) election for the chosen treatment option. It is also true that there are other mechanisms that can result in advice to the Council on the selection of a treatment option,eg. scientific polls, informal mail-in balloting, public forums, etc., but none of these will inspire the quality of debate we have the potential to achieve through an advisory election. THE CITY OF ASHLAND AD HOC SPACE NEEDS STUDY COMMITTEE REPORT TO THE CITY COUNCIL April 13, 1994 The City of Ashland Ad Hoc Space Needs Study Committee has concluded that additional space in needed for certain downtown offices for the following reasons: 1. The Department of Community Development is currently working in overcrowded conditions in a substandard building. 2. The Engineering Department is currently housed in a rented space that is inadequate for it's needs. Additionally: A) The historic location of City Hall functions are on the plaza B) In our comprehensive plan we repeatedly emphasize the need to make the urban core of downtown more dense. In our transportation goals we are attempting to develop modal equity. The only way to reinforce this is to keep city services in the urban center. C) Establish an increased visibility in our civic buildings. We want our architecture to reflect our civic commitment. D) Public officials must be accountable to the public. It is symbolic to remove the public governing body to aremote location outside of the urban core. We want to increase the visibility of our government Given these conclusions, this committee makes the following recommendations to the City Council: 1. All funds currently earmarked for the construction of the proposed city building at the East Main Civic Center be earmarked for a fund to acquire,maximize and improve space for city offices in the downtown core as defined in the Downtown Plan. 2. That the City of Ashland commit to the acquisition of the Hillah Temple as soon as possible. 3. That the City of Ashland commit to the rehabilitation of the existing City Hall building as soon as possible. This rehabilitation to include as aminimum, complete compliance with all current applicable codes ordinances and energy conservation standards. 4. In the event the acquisition of the Hillah Temple is delayed,the rehabilitation of the existing City Hall building may include the addition of a third floor and expansion of the second floor to accommodate all current downtown city employees with the possible exception of the Department of Public Works Administration, 5. That the City of Ashland hire an engineer as outlined by OAR 137-35-000 through 137-35-080,Model Rules for Public Contracting Agency Screening and Selection of Persons to Perform Architectural and Engineering Personal Services Contracts,for the purpose of evaluating the existing City Hall building and making recommendations regarding cost and methods to accomplish recommendations 3. and 4. above. 6. The city council shall hold a special public hearing devoted solely to this issue. April 12, 19')4 MEMO TO: CI"1'Y S1'A('1? NPa?IJS ('OA1i111'I r'�1; FROM: DON LAWS 5110JF,CT: TWO KEY Q1IFSTIONS We have done a good job of examining the advantages and disadvantages of our various options, hill hefore ive can chomc iutelIikeully between them, we thus( confront and answer two vital questions. One is 11mv omch space xvc really need, and the other is how much the City can afford to pay. The departmcn(s on which we Lave concentrated (City hall and Engineering) currently have 9,1110 sq. ft. We know Some of Ihal is crowded, some inaccessible to the handicapped, and it cannot accomod:lle several :uiticipaied nciv employers. Additionally,space is needed for Computer Sor-r ices 1110 Fire Deparimcnl Administration. Cary A Lsetli determined Mat file ('ilv needed shout 10,1100 additional sq. ft. I think he was overly liberal, but my be:a guc:s is that t%a need at least 6,000 additional sq. ft., even if we Ilse existing Cily Ilall space wilb maximum efficiency. I think we,as a Committee, need to try to reach soutc auso el Io this question before xve make our recommendations. The question of how much "e cau afford is not an easy one, but I think there are some facts that will help us. We have $500,11110 on hand in the 1994-95 budget. '['here is no other money available except by borrowing. We can borrow two ways: externally and internally. External borrowing is done by issuing general obligation bonds that will be paid by increased properly taxes. The Cily Council has recently approved $2,000,000 worth of bonds for improving the Wafer'f'realinent Plant, in the next year we expect to ask the people to approve at least $24,000,000 in bonds for a new Sewage Treatment System, and we are facing major remodeling or replacement of both fire stations which will probably requre several hundreds of thousands more dollars which can only be financed by bonds. Under these circumstances, it is highly unlikely that the people would approve bonds for increased City office space. That leaves us with internal borrowing. The City has several hundred thousand dollars in reserve and trust funds that can be borrowed if there is a guarantee that they be paid back. If we borrow this money, vve will pay approximately 7% interest,according to Finance Director Jill 'Turner. -fill has advised that we can borrow a maximum of $500,000 without jeapordiring the City's credit rating, making it more difficult and more expensive to sell the bonds we will need for the other purposes mentioned above. To borrow $400,000 for five years at 7% would cost S85,000 in interest. Annual principal and interest payments on Si400,000 would be$97,0011. The maximum 1 can find ill file budget for annual payments is $102,500 from the folloeving soorces: $14,400 from :annual savings on Engineering rent, $28,500 from annual note payments fit the City for land sold, $60,000 from annual facililies charges assessed against city departments. Unless we borrow externally or find a new source of revenue beyond my or.lill Turner's abilities to find, we are limited to the resources at hand plus approximately$400,000 dollars borrowed infernally. In light of the City's uncertain financial future, to finance this project for more than five years would be irresponsible. The final alternative is to build what we can with money on hand, and build the rest incrementally of a pay-as-you-go basis will, file $1112,5110 annual revenue. This can be done, for ecatuple, if we remodel Cify (fall over a period of lime. This would cost more than doing it aft at once, but probably no more Ilan line 7% interest on a loan. Given these constraints, bow do the alternatives stack up? I have done my best to make the following figures as accurate as the iufo•mation at hand permits. Crry I1AI.I, AUUrnoi.lAL CosTOr R 10I)(1,1W; 'TOTAL COPAL COSTPL•'R ACITiRNATIVE SQ. I'1'. AI51 HIONS t'Os'I' Sp. rr. ('O(,'r SQ. I-F. VcsicPlmt 3,291 zl I)9125 0 10,591 $1,128,225 .'5107 Veme Plait Plus"' 4,797 1,:97,369 0 12,097 1,279,869 107 ArntatyNan 10,000 7503100 5781,000` 17,3110 1,531,1UU 89 Afsedi Plan(Revised) 9,100 751,528 781,(100+ 16,.!n0 1,532,528 93 S(alf111m 7,800 830,000 781,000 • 15,100 1,611,100 107 Ilillah Plan 6,500 1,013,550 781,(700" 13,800 1,794,650 130 • City-I Intl renwdclling am be dour and paid ror over a period of Gore. ••the vcvic Plan flue includes adding two stories on the'jnir aren and adding three new stories on the space beside it. �( @Vpnn, 4/6/94 n APR 111994 ;`! CITY OFFICE SPACE NEEDS COMMITTEE WORKSHEET We currently have seven options to consider for city office space. There are probably other options available. We need to make a report to the Council before the April 19, 1994 meeting. Please indicate your first , second and third choice on this worksheet . 1 . Civic Center site-1175 East Main 2. Downtown City Hall-extensive remodeling including 3rd floor 3. New Building Lithia Way parking lot across from Copeland, Lumber 4 . Hillah Temple 5. Haines Property on Water Street 6. Downtown City Hall (abbreviated-second floor) 7. Armory basement 8 . Other? List your first three choices below: 1 . (4-,(_ CeA"r 2 . AV` 0-, (O� . �OdSC r�►A\ �I �u i1c\ti MJ C � MCw2 QV dr`��n� t�Ow ` Uzi. a.Q1 (SQ- V%4AA04� G} IGJ�U` 1 51 n istk`A r-C F �l.� r „n ."' r�...M �Qu.1 }tS '. co 1�\� A0 \Q�J1 \ r` t ` 1 .A ...�IbAfd�iu� ! \.kc' C3) NIDV�a 10 �f ,oCt.Tio.w Cos - Ooo r�co� 0 6 1 wd��d /�11 nn s l „Jo ! hr� {� t c os �c W` o� L � GviC Cam,tr locd`im� lU 5 v cul N^I r � I I- 0 L Of A5N4�o Pmorandnm REG .. April 8, 1994 Z U• City Hall Space Needs Committee runt: Brian Almquist, Steven Hall, John McLaughlin C�$AjCd-' Suggested Alternative for Meeting Space Needs We have given careful consideration to the concerns of the Committee and would fike to suggest an alternative that we believe meets many of the Committee's, and our, concerns. It is very clear that a majority of the Committee feels strongly the need to preserve a major City presence in the Downtown as a sign of commitment to the City's visibility and accessibility. Maintaining oertain functions in City Hall will provide the commitment of the City policy makers to be in regular interaction with downtown problems and concerns. We understand that the Committee feels particularly strongly that die Mayor, City Administrator and Community Development officials should be a major player in One interaction with the Downtown. The Committee also wishes to keep City Hall as a centerpiece for One Plaza and Downtown. This commitment will require City Hall to meet American Disability Act, and current earthquake, standards. We want to honor these concerns as fully as possible. We also have concerns that we would like to see interwoven into any plan proposed to the City Council. Perhaps foremost in our minds is the desire to solve our space problems expeditiously. Our staffs need to know what is going to happen to them and we need more space very soon to provide for additional staff in Planning, Conservation and Finance. Un-cluttering all of Planning and getting Engineering into safer and more accessible space is not something we want to see delayed while a long debate takes place over alteratives. We worry that if the Committee chooses an alternative that cannot be funded with existing resources, the necessary community support might not exist and the whole problem could be prolonged indefinitely. We desire to maintain the working relationships between various administrative units in the most efficient manner possible and are conoemed that the Committee is considering alternatives contrary to our best judgement as your professional administrators. We realize drat we all have biases and the solution we are proposing is a compromise that none of us will consider perfect. Another staff concern is how any plan we pursue 4nipts the normal activities of City government and how long that disruption extends. F There are three other areas needing additional space. The recently completed Fire Department facility plan indicates the two existing Fire Stations are ideally located but the space is inadequate. The Computer Division occupies the Judges office at the Council Chamber Building. The staff for Fire Department Administration and Computer Services totals 5. An additional person will be added to the Computer Division in fiscal year 1994- 1995 bringing the total to G. Our proposal will accomplish the following Committee and staff goals: * Keep most of Community Development in City Hall permanently. * Unite the entire Public Works Department in one location. * Provide adequate space for Fire Administration, Energy, Computer Services and the Municipal Court. * Bring City Hall up to ADA standards and make significant strides towards making City Hall earthquake-proof. * Stay within the existing budget. * Allow rapid implementation. * Cause minimal disruption of City services while it is carried out. Our proposal includes the following elements: * Rebuild the rear portion of City Hall and add a second floor providing an additional 330 square fe of floor space. * Extend the rebuilt portion to the east (ABC Cafe) adding two floors, an additional 540 square feet. The elevator would possibly be within this addition. * Bring City Hall up to ADA standards. * Begin provisions for meeting earthquake standards. * Move the Conservation Department to Winburn Hall south meeting room and adjacent office (now used for storage) providing about 700 square feet of space compared to approximately 340 square feet utilized at City Hall. * Construction of a down scaled building at East Main Street to house Public Works, Engineering, Fire Administration and Computer Services. The proposed building will be reduced by approximately 2000 square feet. * Additional savings could be realized by reversing the building from east to west and allowing the future expansion to the east (towards Mountain Avenue). This would delay the need to move an existing storm drain and sanitary sewer until a future phase is needed. The proposal would also allow a "green space" for the offices on the west side of the building. This proposal will maintain Planning and Building in City Hall with increased space. It unites all of Public Works at the Civic Center and relieves the crowding in Planning, Building, Finance, Fire Administration, Computer Services and Municipal Court. Substantial improvements will be made towards conformance with earthquake standards and adds space for conference rooms in City Hall. Engineering will$eWnoved out of its non-handicapped-accessible firetrap. Safe storage will be provided for valuable engineering r0cords and drawing The proposal also brings Fire Administration and the Police Department in close proximity to each other and the Emergency Operation Center in the Council Chambers. The project can be done within the existing budget. There are disadvantages, but we think they are far outweighed by the positive aspects. One disadvantage is increasing the distance between Community Development and Engineering. The main time these departments get. together is during planning action staff reviews and preapplication conferences. Adequate meeting space will be provided at City Hall for these important meetings. A second disadvantage is the separation of Conservation fro the rest of Community Development. Admittedly, this will cause some minor inconveniences, but we think they can be overcome without a serious loss of efficiency. We recognize that Bonneville Power Administration financing of our conservation program is in serious jeopardy and there is a strong possibility that our program w be cut back drastically in the near future. Because of this uncertainty, it seems best for this unit to be separated from its home department if any unit must be split apart. Lastly, we realize that phasing in the meeting of earthquake standards may cost more in the long run than by doing it all at once. We believe that the extra cost is outweighed by being able to get the major portion of this proposal achieved within the existing budget and by minimizing the disruli6on of City services during implementation. The future of the Hillah Temple is not addressed by this proposal. We also prefer to see that building under City control. We are requesting the Committee to recommend to the City Council a separate effort to deal with the Hillah Temple acquisition in the near future. We sincerely appreciate the many hours that all Committee members have devoted to this project and Ron's great coffee and rolls! Brian and Steve (Mac was quieter) would like to apologize if we have seemed a wee bit "testy" at times. We want you to know that this does not reflect negatively on our appreciation for your efforts and ideas. We think the Committee has helped bring all of us closer to a solution that will be acceptable to all interested parties. We hope that you will seriously consider our proposal as a way to bring about a consensus than will work for all of us. Attached is an analysis of this proposal for your reference. If the figures aren't exact or conform totally with this memorandum, please accept our apologies. Short time frames sometimes cause this to happen. Enc: Plan-East Main Building Plan-Revised East Main Building Cost/Space Analysis F . . ^ CITY OF ASHLAND � SPACE NEEDS ANALYSIS 04/oR/94 S. M. Hall BUILDING/ ACTIVITY ORIGINAL AREA VALUE DEPARTMENT AREA CHANGE City Hall Existing City Hall 73w 0 $� City Hall Expansion 0 700 $71, 000 City Hall Elevator 0 .24() $8o, 000 Energy Move to Community Center 0 7()0 Energy Area Opened at City Hall 0 34o E Main Bldg Original 9100 0 $752, 000 E Main Bldg Reduction in Floor Area 0 -2000 ($166, 0()0) Engineering Existing Rental 0 -18()0 * PW Admin Area Opened at City Hall 0 35() $o _______________________________________________________________________ SUBTOTAL 16400 `1910 $7Z7, 000. 00 _______________________________________________________________________ Relocate Generator $5,000 Architect/Engineer Fees $30, ()00 Contingencies $58, 000 TOTAL ESTIMATED COSTS $830, 000 ----------------------------------------------- ----------------------- FUNDS AVAILABLE Capital Improvement $75(),()00 CDBG Rehab Loan Repaym' ts $80, 000 _______________________________________________________________________ TOTAL FUNDS AVAILABLE $830, 000 _______________________________________________________________________ BALANCE OF FUNDS $0 * Value of Engineering space @ rental 64 $1200/month, 20 years and 5% inflation is $496, 500. � � -4 7- I do acknowledge the survey that I sent around to City employees and realize that of the 36 respondents, 20 strongly preferred that Community Development, Engineering and Public works move to E. Main while 13 strongly disliked or disliked that plan, however,. I feel I need to express the way I personally feel. I have been grappling with the different options that have been presented to this committee, and in doing so, have tried to find some concrete information on which to base my "gut feelings". First of all, you must understand that I have worked in the Planning Department for people whom I consider extremely talented and intelligent individuals. The things they have taught me prevent me from considering the East Main site for relocation of the Dept. of Community Development, Engineering and possibly Public Works. The first time I heard that Community Development was scheduled to move out to E. Main was while John Fregonese was still employed as the Planning Director. John never hid the fact that he thought it was vital that Community Development remain in the downtown. For clarification, I will use the term "downtown" as defined on page 13 of the Ashland Downtown Plan. . . "The center and heart of Ashland, the downtown, lies in this small area of 55 acres" . Why is .it so important to keep these departments downtown? I believe removing them to E. Main would isolate these functions of government that need to be highly visible to the public. I have taken several ideas from a book entitled "A Pattern Language" -- The book describes the detailed patterns for towns and neighborhoods. The patterns described are problems that occur over and over again in our environment, and then it describes the solutions to those problems. This book has been used by architects, builders and planners. As quoted from A Pattern Language. . . "Thereare ways in which the physical environment. . . . .promotes and sustains the separation between citizens and their government" . One is that. . . . "government is invisible, physically located out of the realm of most citizens' daily lives. Unless this condition is altered, political alienation is not likely to be overcome". Further, it sates: "For this purpose, local forums must be situated in highly visible and accessible places. They could, for instance, be located in the most active marketplace of each community. . . " 11 . . .since the provision of a political "heart, " a political center of gravity, is an essential part of a political community. " I think I can say with some accuracy that the Dept. of Community Development is frequently a political arena. In it's present location, I have observed the planners, and I might add, each person employed in Community Development, interacting with the public day in and day out. My contacts and theirs do not begin and end in our office--I am stopped on the street and asked questions about this project or that. While shopping downtown, I talk with shop owners and clerks about a myriad of things that pertain to planning--why the sidewalks are being torn up or what did I think of that last Planning Commission meeting or whether or not they need a building permit for a project. You could say I feel like an ambassador for the City. My co-worker, Sonja .Akerman, knows the downtown and Historic District like the back of her hand because she walks everyday in these areas, familiarizing herself with different projects coming up before the Historic Commission. Because so many people . downtown see her on her "daily walks" , they become familiar with her and seek her out for answers to their questions. I'm sure most of you in this room have stopped to talk to at least one of our planners while making your way through the downtown. I could give you numerous examples of this constant interaction with the public. I believe this visibility is absolutely critical to our trying to keep in touch with the concerns of the people. I DO NOT envision this type of interaction happening on E. Main Street, which brings me to another excerpt from A Pattern Language: "A local town hall. . . . is a community territory for the group it serves; it is made in a way which invites people in for service, spontaneously, to debate policy, and the open space around the building is shaped to sustain people gathering and lingering. And, it is located at the heart of the local community and is within walking distance of everyone it serves. " I have heard some discussion about moving the Conservation and Building Depts. to E. Main. I would strongly urge you to veto this idea. Our functions overlap as do our files. Agreeing to a split would be the worst of all possible actions. In addition to high visibility in the heart of the city, the 24 employees that would be moving to E. Main will have some economic impact on the downtown. Many of us shop and eat downtown and unfortunately, I don't see many ways for us to spend our money at the E. Main site unless we would drive to the downtown. Another issue that has been argued is the parking in downtown. I was interested to find a chapter in A Pattern Language devoted to parking. In summary, the authors say 30 parking spaces per acre is a good rule of thumb. If downtown Ashland is 55 acres, then the downtown requires 1650 parking spaces. According to the Downtown Plan, we have approximately 1630. I don't know what that number is today, but A Pattern Language continues: "Very simply--when the area devoted to parking is too great, it destroys the land. " I believe it is also significant that our office is a place where tourists can gather information about our City and it should be important that we be accessible to them as well as our local citizens. The Downtown Plan probably best summarizes how I feel about being downtown. "Downtown Ashland provides street corners where business can be discussed, ideas exchanged, and problems resolved. The downtown functions as our collective living room and expresses us and our city as can no other section of Ashland. " Now, the next question--if I feel it is so important to stay downtown, where are we going to find space for Community Development and Engineering and possibly Public Works? I have given my likes and dislikes on the survey. I have concluded that the addition of the 2nd floor space at City Hall and acquisition of Hillah Temple and remodeling of those facilities would be the best solution for the City's space needs. The upgrading of City Hall will no doubt have to happen anyway and Hillah Temple is still in close proximity to City Hall, making it practically still one location for City Hall. I sincerely hope that the committee will unanimously decide to make a commitment to making sure that as many functions as possible remain in the downtown. MINUTES CTTY SPACE NEEDS CONBET 'EE April 6, 1994 Meeting called to order at 8:07. Susan: (Reported on results of questionnaire.) Ron: Steve handed out a letter to each of us. Steve,would it be possible for Engineering to keep a log of actural contacts for a period of time? Steve: It would be very difficult with their present workload Rick: Do you interact more with Engineering or crew chiefs? Steve: It is not just the number or duration of contacts,it is their importance. The greatest importance to me is with Engineering. Ron: We will go around the table and give each person five minutes to summarize their present views. John F.: The East Main location is the most logical strictly in terms of budget. But our conclusions are based on our starting philosophy. The Comprehensive Plan and the Transportation Element call for high urban density. The East Main location would pull energy out and put it in a remote location. The closer we are to the center,the more we will be on target. We need to get our vision straight as to where we are going. Hillah Temple has a lot of potemiaL• A cohesive plan is necessary for the long term. Cathy: Steve is very mobile and can be located anywhere. Downtown is the heart and soul of the city. East Main has serious traffic problems,especially at its intersection with Lithia Way. I favor building on the City's Lithia Way property as in interim solution while we modestly renovate City Hall and keep an eye on Hillah Temple. Don: My concern is that the Committee was established in response to citizens who were opposed to building a new building on East Main for two reasons: cost at a time we had so many other pressing financial needs,and concern about the downtown_ I think the people holding the first view are by far the larger. If this Committee makes a proposal that is going to cost considerably more than the original solution,I fear that these people will be really alienated The Council will have to go to the people for authority for the larger expenditure,and it will be defeated soundly. At that point we are left with no new space,.or the Council could proceed with the East Main location,and everyone would be relieved that it was going to cost less than the Big Plan. !hose who were concerned about the downtown would have had there supgur�cut out from under them with the lost vote. Rick: By and large,I agree with Don We have come up with some pretty gL ideas. We should rehab City Hall and try for the Hillah Temple. If we can't get Hillah,we should put third floor on City Hall. If we can't afford it now, let's scale down our government and wait. We need to do what is most cost effective in the long term. Susan: (Read statement.) My planning knowledge leads me to oppose the East Main location It would isolate functions that need to be highly visible to the public., Govemment,must be visible to prevent isolating the public from its public servants. Planning is an important part;of the government When I am downtown,I talk to many people about downtown problem—, e worst solution would be dividing Community Development into two locations. In my experience downtown parking is not a serious problem. The downtown location is accessible to tourists:who drop by. I personally favor City Hall and the Hillah Temple. Michael: If we had lots of money,I would prefer the maximum rehabilitation of City Hall. With the money we do have,the only logical solution is Fast Main. Who should go there? Planning should stay downtown, and Community Developmenf should not be divided. Finance should be moved to East Main. It was there before for a period of time and did fine. Jim: Downtown is the historical heart of the City. Fast Main could be even cheaper with modular prefabs,but that gets away from my philosophy. Hillah Temple could be very cost effective. A modest rehab of City Hall must be done. Together they would give us all the space we need. The Old Armory would be acceptable. Gregg: Most of you are tied to Community Development in one way or another. I have a true outside perspective. rm concerned about the morale of city employees. From cost view East Main is best. Hillah costs too much. The Old Armory downstairs is not a desirable location. Ron: It is fiscally irresponsible to live in Ashland, so why do we do it? The answer is location. I feel we need to stay downtown,but I am not committed to a particular location. Hillah would be best,but we don't have all the figures yet. City Hall could be done in increments. There are other needs such as a new Fire Station,Library,and Teen Center that could go to East Main better than Community Development. Some people on this Committee don't like the initative process because it gets in their way. Why not ask the people if they want out there or downtown? Russ Dale: I own ten buildings in Medford and would like to provide Hillah Temple with space in one of them. I would not want to sell any of my sites at this time,but could help to find a ' site to build Ron Thuman: I was not a member of the Downtown Committee,and represent no one. Joe Eckhardt: The Committee will not present a viable solution until it asks for a vote of the people on its preference between East Main and Downtown. The Old Armory location has been grossly neglected and should be looked at. It has many advantages. Marilyn Briggs: Susan's statement was excellent. I favor rennovating the existing City Hall. It can be made affordable. I disagree with Brian's figures. It is extremely important to acquire Hillah Temple. I am disappointed that the Committee has largely ignored my idea for Chateauqua Walk,and I want my proposal included in the record for the future. Michael Donovan: I agree that the downtown core must be kept vital. But the Council will have to operate within financial constraints. The Downtown is not the only core of our city. All of our city,unlike large cities where the downtown is distant from other parts, is easily accessible. The X-factor of need for Planning to stay downtown to maintain downtown vitality borders on political dogma. We will not alenate our citizens by moving to East Main. Gail Vesey: What about the need to fix up City Hall—seismic needs,etef Skibby: East Main would be a bad investment. I favor Downtown and the MIlah Temple. We haven't discussed moving the Council Chambers downtown. This would releate space at East Main for other offices. Bruce Thompson: Parking downtown will eventually have to go up(two or more stories). Buy Hillah Temple and do the amount of rennovation possible. We don't need parking on the Plaza—we can walk a block or two. We may need to rent some space until our plans can be developed. Lance Pugh: I favor a police substation and resttnoms on the Plaza. I think a deal could be made to keep Old Armory costs under$750,000. In a grander sense,the Armory could serve many city government needs. Meeting adjourned at 9:35. Don Laws, Secretary Proposition: To relocate Engineering, Public Works and Community Development in the 10,500 sq. ft. daylight lower level of the Historic Ashland Armory, including 10 off- street parking spaces. Lease/lease option rate: $.70 to $.85 per sq. ft. Sale price: $750,000 to $800,000, depending on City Requirements. Advantages: 1. Large enough to meet City needs, now and in the future. 2. 3 minute walk from City Hall. 3. Adequate off-street parking. 4. Reduces vehicular congestion on the Plaza. 5. Building permit process complete, including engineering. b. Allows for bathrooms and a police sub-station on the Plaza. 7. American Disabilities Act compliant. 8. Steel reinforced concrete construction. 9. First right of refusal on balance of building (15,000 sq. ft.) is possible. 10. Will contribute to the revitalization of the Railroad District. 11. Recycles an existing Historic Building. 12. Fits into existing budget. Does not require the liquidation of other assets. 13. Move-in accommodated sooner than alternatives. 14. Only one move for the City. 15. Lease with option to buy upon conversion to condominium status. 16. Attractive new offsite pedestrian amenities. C:4,RMORY\LLEV EL\CITY.DOC y . C I T Y O F A S H L A N D G-I-T'=Y H A L L ( � ,ASHLAND;OREGON 97520 lelerhonc(code 503)482-9211 April 4, 1994 _Ron.Roth;C-hairmafi City Hall Space Needs Committee r 6950 Old 99 South Ashland, Oregon 97520 Re: Public Works, Administration & Engineering Dear Ron: I wish to thank you and the Committee for listening to my "pitch" for Public Works and the interworkings of our Department. The following comments are in response to two points of discussion at your last meeting: * At your March 31st meeting, one of the Committee asked me if the Engineering Division spends more time with the Planning or the divisions at the Service Center. My hesitating answer was "with Planning". I believe I need to expand a little on my comment. As usual, hindsight is always better.- This is such a variable that it is not easy to say that the Engineering Division always spends more time with Planning or the Water, Sewer and Street Divisions. There are times when the Water, Sewer or Street Divisions are working on projects where the times of contact with Engineering increase dramatically. The records in Engineering are important to the Water, Sewer and Street Divisions. These divisions interact, at minimum, on a weekly basis and sometimes a daily basis. My contact with the Engineering Division is constant, at least once per.day and often several times each day. The contacts generally require face-to-face contact using technical drawings or specifications. The more critical point is that Public Works Administration and Engineering be kept as a unit. PAGE I u:rwlw *n.laa ' Rick Vesie's suggested report indicates the Engineering Department +* new and adequate space and also notes that all employees should remain i-i the downtown area with the "possible exception of the Department of Public Works Administration:" If I am reading Rick's recommendation to mean that Engineering would remain downtown and Administration would be moved to the Seiviee Center Site, I must register a strong concern if my interpretation is correct. The splitting of Engineering and Administration would totally fragment the Public Works Division. As I noted previously, the interaction between my office and Engineering is extremely important to the reasonable and efficient operation of the two divisions. As previously, if you wish me to attend your April 6th meeting, please let me know. Thank you for considering my comments and concerns. Sincerely yours, Sn P.E. Public Works Director SMH/cd cc: Brian Almquist, City Administrator Committee Members Jim Olson, Assistant City Engineer PAGE'-'2-gpwujwe Nu.uo 1 I :-'TA, T NLI--DS C )MML'II'f:l; MINUFFS March 30, 1994 Callcd In order a[ 8:pt,. Slew I loll: (Read letter to Conuniticc.) I need to he together with all my employees. Moving oil of Cily I fall will break snnlewhet my relationship with Cilv Administrator and Finance and Administrative Sc:rviccs. Dirco'tor. Rill. (R.ad IdICr lit It'sp)IISC.) I agtice Sleve should go to Civic Center. R1Ck: lIC`,'l:: ,LI "I I; 1 ! PPIIICCI'i,l,, Inl,'1':1•'I, n`( r':' V:1111 !'! Ilpug Gilt] Buildillf! or N ith Public Works crclss and adu,iui:.unliuu% Sk:vc' will) t•t`n1munw. Ilt-velot'llIclll. Roll: ! :;tivg1 cs1 1'0C lakC Roll: ( ,!III lvf• Il,t,a���lll•7 lI!vjl '101on I.,r a couple of weeks'? (Colnm it tee agreed.) ljil ll::'-i. L. C:; du il,l .ji r...:ifU1111:111'C :1t Mollie :md bring It to the next meeting. Brian: I hired 'I out 1 ficson to estimate costs of various proposals we are considering> Estinsuc on City I lull ions uo[ Maude cost of mcniug slaff out of City Hall while remodeling; is done. I csuueuc. [his would beat Icasl '$15(1,01)0. Rick: Did YOU C11lsidCl InUdllhll buildings for lemporary use? Brian. 11W t Iidail i clultic would have to trc almost completely re-built. Shell is not iusulalcd or up to scisntic, sl:uulsuds Rick: V✓,� cYnnli >.. I ;.1 Ir:ra 17-19 parking!, places that are worth a minimum of$5.000 each. Brian: I?stinialc on ::i:i. (•tiler building does not include$47,000 for final building phuts, hnt Ihose costs arc not iW111,Mcd ill estimates for ofhcr adternalives, either. Joe lichhardt: Ail yuii musiduring iuccmvenicu" of travel to all East Main localion? Lance Pugh: We have 10.000 sq. H. in bottom ol't.old Arnmry that could he built to suit and sold to Citv for $750,000-$$110,000. It is in historic center of town and was used in the past for major mcclings of all sorts. If is a 3-minute walk from City Ball. Jim: What is your rate fin renting`? Lance: 75-90 cents per sq. If. Ron: Does it 111ccl al F:nlic saanclard°" Lance: It is steel rcinlhrced concrete. My engineer says it would be the last building in to`.vn fin' fall in :oI ,'111hl to lkC. DULL: I.;IIIA:c i-- lc'n' :II uIV n•tplt.•PI nol oil his own initiative. Ron: Lel's have all inl•rr"I,,tl ne!`lF„ rx Inllr his building. (Committee and Lance agreed oil 9 a.m. WCdn(sday.) Cnthy: On 13rlian'': mill„'1 ,v1 !fillah 'I'emple costs; I think, based on my experience looking fin ;;pace for Planned Paio;iUlw;,d, that costs in Medford may be quite :t bit less for a replacement building. John F.: l lillah could gel :flung with possibly 4,500 sq. It. Some of present space is not used. (tick: We could sell I.ilhia IVay property fill- $75,000-100,000 to go to Hillalt 'fentple purchase, and lost parking places would he replaced. P. Fick: (I landed oat hi: plopored report to Council.) Ron: 'i;uulcfu't 111111 it ac all )1 Uj;;!f d I:ricl crittcn proposals,. 1)tgr 1 think Nriliur. compronwc more diff!cull. I su{+gcst ��•<� all fill in yuc:aiouuaires, add :uu!u.:, :;h _;n.;;;.,.:_ and mail to ;;usau 1) Prida� so we can have rc.ulls h%' ncxt Wedilesdav's nweline. DOWNTOWN CITY HALL EMPLOYEES SURVEY 44 Surveys Distributed 36 Surveys Returned 1) CIVIC CENTER LOCATION 6- Strongly Dislike 7 - Dislike 1 -Somewhat Prefer 2- Prefer 20- Strongly Prefer COMMENTS: Dislike plans for building currently shown. Disadvantage- it is not downtown. Depts. are crowded and need more space. Would remove some departments from the central area of town. By moving employees to E. Main site, would use all available parking, leaving none for citizens. Increased traffic congestion on E. Main with opening of museum, possible forensics lab expansion, proximity to the high school and middle school. Those moving to E. Main site would not shop in downtown Ashland because it would be out of the way. It makes sense to move Pubic Works to E. Main to be closer to Water, Street, & Electric Depts.,...maybe even Engineering. It does not make sense to move Community Development out to this site, as so .much the departments are involved In directly relate to the core area of Ashland, which is downtown—not E. Main site. Advantage-Adjacent to other City departments. The City owns the property. Would not take away taxable lots from the downtown. For Public Works & Engineering,this is highly recommended. The split functions require many vehicle trips/day & lost time. Contractors/builders do not take time out to shop downtown when attending business. People that are coming to Engineering, Community Development, Public Works rarely walk. They drive usually larger vehicles and make the traffic worse. Least cost for the most space. Better security. Makes the most sensell Big Town Hero does deliver. Close to Garfield Park, future railroad bike path, walk to downtown or to parks. 1 Easier access to.Council Chambers meetings. Now driving from downtown. 2) DOWNTOWN CITY HALL- EXTENSIVE REMODEL 13 - Strongly Dislike 10 - Dislike 6- Somewhat Prefer 3 - Prefer 4- Strongly Prefer COMMENTS: Would disrupt services during construction for too long a period as employees would have to be relocated for nearly,a year. What costs involved in relocation? And where? Building is old and some depts. are experiencing sinking areas in the floor. Boards have to be placed under file cabinets to level them out, chairs roll away from the desk areas, people trip on uneven floorl Would be a good option except for cost Cost is prohibitive, especially considering what has been recently spent on City Hall, which would be 'down the drain". Leave the outside of City Hail structure unchanged. It fits in now with the Plaza. Every remodel has cost more than estimated due to structural problems. Gains in space seem inadequate for now, let alone future needs. Too dose to flood plain. Space, ADA, and seismic Issues could be resolved with adding a full third floor to accommodate present and future space requirements. City Hall needs to be remodeled (seismic retrofitted) anyway and there is space available which could be used for the addition. 3) LITHIA WAY 17- Strongly Dislike 6- Dislike 4-Somewhat Prefer 4.- Prefer 5- Strongly Prefer COMMENTS: Poor policy to build a public building without adequate parking. Will not benefit Engineering. Why, when we have the property and space on E. Main site? Taking away parking is a problem. City staff would use up the spaces in the Pioneer Street parking lot which was paid for in part by downtown businesses as their amenity. 2 Would cause reaction from businesses who paid for the parking lot We would be committed to replacing the parking someplace else—but where? And now we would have 3 city halisll Would only create more separation between departments. Increased traffic on Lithia Way. Advantage- located in the downtown. This would keep Community Development and Engineering in the downtown area for approximately the same cost as the E. Main site. A plus because It Is In the downtown. Best Idea. . Keeps 'appropriate' departments together, looks cost effective, in the downtown area, will be able to meet ADA/Seismic, and could be attractive and economically uplifting for the immediate area. 4) HILLAH TEMPLE 9- Strongly Dislike 6- Dislike 8- Somewhat Prefer 9- Prefer 3 -Strongly Prefer 1 - No Comment COMMENTS: ' Cost would be greater than what we have on E. Main. Does not meet the long-term need of 9-10,000 sq. ft. Not enough space for the money. Would allow for future expansion as needed and close enough to be functional and gain parking. Would keep Community Development downtown, but the extra work of relocating the Hillah Temple may not be worth It. Wasn't aware this was an option. Might be a good idea. Good location with a parking lot for City cars. No impact on existing offices whge this is under construction. Does not address ADA Issues for City Hall. 3 5) HAINES PROPERTY 9- Strongly Dislike 8 - Dislike 6- Somewhat Prefer 9 - Prefer 3- Strongly Prefer 1 - No Comment COMMENTS: Expensive. Out of the question!! Scatters different departments all over the city. $750,000 to$1 million will only purchase the property. What about building costs? Too dose to flood plain. What*about plans that Haines has for this area? Depends on which depts./relationships of relevant staff/depts. Some advantages to new construction. Doesn't seem like that much more money when location and parking are considered. Like proximity to downtown. Don't know where this site is. Parking availability could be a plus. OK If all of City Hall moves. Would take property off the tax rolls. 6) DOWNTOWN CITY HALL (ABBREVIATED REMODEL) 17- Strongly Dislike 11 - Dislike 7-Somewhat Prefer 1 - Prefer 0-Strongly Prefer COMMENTS: What about an elevator? Can't be bulit for that amount Doesn't begin to meet need for space. Would provide very little floor area. Waste of time and money. Let's do it right-oncel This would only work If it would address the actual space needs. 4 ADDITIONAL COMMENTS WITH REGARD TO PRESENCE OF CITY HALL IN DOWNTOWN. It Is very important to keep City Hall downtown and at the same time, keep the Community Development Dept. downtown and in an accessible location. This seems to be what the general public also wants. I feel it's very crucial to keep City Hall in the 'heart' of downtown! City Hall is now in the downtown and will always be in the downtown. It is an important presence and necessary to maintain that presence. Just as necessary is the need for more space for City Hall offices and it doesn't appear practical that space will be available at the present City Hall—adding office space on E. Main will not remove City Hall from downtown—ft will merely relocate some staff to another location and give staff left behind more needed space and give the staff that moves more needed space, too. More space Is needed. Perhaps Just the Planning staff (6 people) could remain and Building/Conservation/Engineering could move. . The traditional 'City Hall' functions (Mayor, City Administrator, City Attorney, Finance, City Recorder, etc.) would remain in this building. get a lot of complaints on how difficult it is to park when people need to come here for visits—poor accessibility for elderly and handicapped. We take a lot of parking away from downtown (Plaza) businesses. It's great to be so dose to L.ithia Park and downtown restaurants but I'd prefer a better working area. The location in the Immediate downtown area is most Important to me. In a tourist town, where residents feel displaced from their downtown, I feel City Hall all of it downtown is extremely Important. I think some functions should remain in downtown. I have worked In cities in both situations—saw no difference. The local residents will be more willing to come downtown to pay their utilities, go to the Mayor, City Administrator, City Recorder or Finance Departments if they did not have to vie for a parking space or contend with the traffic that departments proposed to move now generate. 1 believe We very Important to stay as centrally located as possible and convenient for the people we serve. The E. Main location is still a part of downtown Ashland when you look at downtown extending from Bard's Inn all the way to BI-Martl The Space Needs Committee has only proven that marry people have many different Ideas, different agendas. Let's go back to the original plan of building at 1175 E. Main. Thank you for letting employees comment. Through this whole process we've been Ignored. 5 PLEASE RETURN BEFORE THE END OF TUESDAY TO SUSAN - THANKS!! TO: CITY HALL EMPLOYEES FROM: SUSAN YATES RE: SPACE NEEDS - HELP!! HELP!! As some of you may know, I am a member of the Ad Hoc Space Needs Study Committee. Wednesday, March 30th, we will be putting together a recommendation that will be presented to the City Council and I want to share with you what choices are being considered. After reviewing the brief descriptions and the attached table, 1 would appreciate it if you would take a moment to rank each choice and add any comments you would want me to share with the committee. Any written comments will be kept confidential. I will compile the results and give a report to the committee based on this survey. Thank you for letting me represent you. Rankings: 1 Strongly Dislike 2 Dislike 3 Somewhat Prefer 4 Prefer 5 Strongly Prefer 1) Civic Center Site - 1175 East Main Street Proposal: To construct a new building to house Engineering, Public Works and Community Development. 1 2 3 4 5 Comments: 2) Downtown City Hall Proposal: To extensively remodel existing City Hall. Add floor space to the roof area next to Finance Dept. and add partial third floor for storage. 1 2 3 4 5 Comments: 3) Lithia Way parking lot-across from Copeland Lumber (behind Harrison Auto Parts) Proposal: To build a two-story office building to house-Community Development, Engineering and Public Works. 1 2 3 4 5 Comments: 4) Hillah Temple (entrance to Lithia Park) Proposal: Purchase existing building and convert to office space to house Community Development, Engineering and Public Works. 1 2 3 4 5 Comments: 5) Haines Property on Water Street Proposal: To build a new City Hall that would house most City Departments. 1 2 3 4 5 Comments: 6) Downtown City Hall (Abbreviated) Proposal: Build out on roof area next to Finance Dept. 1 2 3 4 5 Comments: If you wish to comment on the presence of City Hall in the downtown, please feel free to do so below: Location Sq. Ft. Cost Parking ADA Seismic Civic 9,086 $770,000 Ample Build to Build to Center New Construction Required Required Standards Standards Downtown Existing: 7441 $1,131,375 No Change To Be Met To Be Met City Hail Proposed: 3150 3 Floor: 529 Lithia Way 10,000 $750,000 No New Build to Build to New Construction Parking Required Required Standards Standards Loss of 10+ Hillah Temple 6,480 Purchase 20 Spaces To Be Met To Be Met Price: $620,000 Remodel: $295,000 Haines 10,000 + $750,000 to Unknown To Be Met To Be Met Property New Construction $1 million Downtown 1,044 sq. ft $135,600 No Change To Be Met To Be Met City Hall (Abbreviated) Fram:Tuo Olmmn To: BRIAN ALMQINGT halo:320101 Time:11:21:17 Page 5 of 5 Memo To: Brian Almquist From: Tom Giesen Date: March 29,.1994 Re: City Hall Options I have used a cost/sf in the analysis of the options sent to you today.That cost/sf is$82.70. It is based on the idea that the City has already weighed the issues regarding quality levels and inclusions/exclusions in an office building in the design of the East Main building.With structural fill,that building costs$82.70 per square foot.A major pad of that cost is lighting and other electrical and mechanical accommodations for the electronic devices that will be in use in the office. It is possible to check that cost per square foot against average costs for offices adjusted to the Ashland market area. I have done that using the Marshall Valuation Service which is an appraisers guide to replacement values for a huge variety of buildings. In that guide, I find a basic wood-framed office building at about$67.17/sf (that is one times the"excellent'cost/sf, plus four times the"good"oost/sf, divided by 5). Using the Marshall tables for current and geographic adjustments(1.07 and 1.09 as multipliers)the result is 67.17 times 1.07 times 1.09, or$78.34/sf. To that I add fire sprinklers at$1.50 and a premium of $3.50 for additional electrical related to computer accommodations(electrical at East Main is about $12/ sQ. The total is$83.34, and that agrees well with the$82.70 used in my estimates. Please call with any questions you may have about this analysis. Tom Giesen Tom Giesen Consultant, Inc. 440 Charnelton Suite 214 Eugene,OR 97401 (503)485-1382 Fran:Tom Glows To: BRIAN ALMGUIST Dete:320814 Time:11:22:28 Noe 2 of 5 ESTIMATE WORKSHEET JOB: ASHLAND CITY HALL OPTIONS Date: 03/29/94 Assume no asbestos or other hazardous materials Estimates for:City of Ashland ITEM: Unit Aml Cost/ Subtula Item NOTE:THE FOLLOWING ANALYSIS IS BASED ON A NEW OFFICE BUILDING COST/SF OF 583/SF.SEE ATTACHED ANALYSIS FOR VERIFICATION OF THIS INFORMATION. OPTION ONE:REBUILD IN SHELL OF EXISTING LITT DING(SAVE NORTH AND WEST WALLS ONLY). NEW BUILDING(WOOD FRAMED) SF 1 $83.00 $82.70 D PREMIUM FOR STEEL FRAMING SF I 56.00 $6.00 ADD:SHORE EXISTING EXT WALLS-TWO SIDES REPLACES PART OF EXT WALL COST ADD;REPLACE 2ND FLOOR WINDOWS REPLACES PART OF ENT WALL COST DEMO EXISTING FLOORS/WALLS/ROOF STRUCTURES SF 1 55.00 55.00 ll SHEAR WALLS SF 1 56.75 $0.75 TIE EXISTING EXT WALLS TO NEW FRAMING @ T OC EA WAY SF 1 55.00 $5.00 (INCLUDES TUBE FRAME AND ANCHORS) 50.00 CONSTRUCT'EXT.'WALL AROUND TUBING/ANCHORS REPLACES PART OF EXT WALL COST ADD PREMIUM FOR TIGHT QUARTERS(HOISTG/PRODUCTIVETY SF 1 $2.00 $2.00 D ELEVATOR,Prr,SflAFI',OVERTRAVEL AREA @ ROOF SF I 56.00 $6.00 SUBTOTAL-COST/SF SF 1 5107.45 COST FOR ENTIRE AREA SF 10500 5107.45 SIA28,22 NOT INCLUDED:TEMPORARY RELOCATION COSTS OPTION TlVO:RENOVATE HILLAH TEMPLE GUT INTERIOR SF 1 $2.00 52.00 REINFORCE CMU WALLS(FURRING AND PLYWOOD) SF 1 $3.50 $3.50 INSULATE CMU WALLS SF - 1 50.90 50.90 REPLACE WINDOWS SF I 53.50 53.50 SEISMICALLY REINFORCEROOF/WALL CONNECTION SF 1 50.50 $0.50 ADD INSULATION ATCEILING LINE - - SF I 50.80 $0.80 P.ARTMONING,T)OORS SF 1 $7.50 $7.50 From:Tom Olewn To: ORIAN ALMOUIST Dab:MAM Prue:112325 Pepe 3 of 6 FLOURING SF I S2.0U S2.W CEILINGS SF 1 $2.00 $2.00 , CABINETS AND SPECIALTIES SF 1 $7.INl $7.00 PLUMBING SF 1 $4.50 54.50 Ar•S Sr 1 51.50 $1.50 HVAC SF 1 $8.50 $8.50 ELECTRICAL SF 1 $10.00 $10.00 RENOVATION CONTINGENCY SF 1 $2.50 $2.50 SUBTOTAL-COST/SF SF 1 $56.70 COST FOR ENTIRE AREA SF 6500 $56.70 6$3 8.550 NOT INCLUDED: PURCHASE PRICE FOR BUILDING NEW REPLACEMENT BUILDING ITEM 6500 $75.00 5487,500 PARKING•• EA 15 $2,500.00 $37,500 SITE PURCHASE•' SF 15000 $8.00 $120,000 •• INFORMATION FROM CITY OF ASI(LAND APPROX TOTAL FOR 6500 SF GAIN SF 6500 $155.93 51.013.550 OPTION TWO-A:ADD TO CITY HALL. ADDITION AT SECOND FLOOK SF 434 5150.00 $65,100.W TWO STORY ADDITION AT SOUTH END(IN PLACE.OF"JAII.") SF 696 $100.00 $69,600.00 RELATZDDEMOLITION SF 348 53.00 51,044.00 COST FOR ENTIRE AREA SF 1130 5120.13 S�5,744 From:Tom Glaa To: BRIM!MMQUIST Data:312=4 Time:14:24:07 Page 4 of 5 OPTION 131REE,NEW 10,000 SF BUILDING ON PARKING 1 NEW BUILDING(WOOD FRAMED) SF 1 $82.70 $82.70 U EAST AND WEST FUZE WALLS SF I S1.00 51.00 ADD FOR TWO STORY SF I 50.50 50.50 ADD ELEVATOR,PIT,SHAFI,OVERTRAVEL AREA @ ROOF SF 1 56.00 $6.00 SUBTOTAL.-COST/SF SF 1 $90.20 COST FOR ENTIRE AREA SF 10000 $90.20 $902,000 REPLACE PARKING LUT: SF 6000 513.00 $78,0U.f1U TOTAL SF 10000 $98.02 $980,180 OMON FOUR-EAba MAIN STREET OFFICE BUILDING ESTIMATE FINAL DESIGN,PLUS$30,000 FOR STRUCTURAL FILL SF 9087 $82.70 $751,528.001 BUILDING ONLY COST FOR ENTIRE AREA SF 9057 $82.70 $751.528 ITOM GIESEN CONSULTANT, INC (503)485-1382 CITY HALL REMODELING 1982/83 PLANNING $ 148, 394 1986-87 FINANCE 9/86 730 10/86 500 12/86 2, 701 1/87 8, 597 2/87 6,972 3/87 10 4/87 2, 051 5/87 1, 658 7/87 3, 589 8/87 1, 389 9/87 1,798 10/87 156 30, 151 1991-92 UTILITIES 160, 808 1993-94 LIGHTING 4 , 014 TOTAL $ 343 , 367 .tu9h n,v.W � + Em I J. _At_. 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"'. ✓X'Li_ dS4( .�-�• • _ �'.�--r-ern..___ ' ' on MAR 2 9 19 P.O.BOX 190 ASHLAND,OREGON 97520 JIM RIPKA KEITH SMITH TELEPHONE(503)482-2256 Illustrious Potentate FAX(503)4829456 Recorder 803 Main Street,Suite 202 750 Spring Street#118 Klamath Falls,Oregon 97601 Medford,Oregon 97504 Office'(503)8840621 Office:(503)482-2256 Res:(503)783-2786 Res.(503)779-7908 March 28, 1994 Bryan Almquist Ashland City Hall 20 East Main Ashland, OR 97520 Dear Sir: After hearing the presentation on March 4 , 1994 , Hillah Temple would be interested in looking at any offers by the City of Ashland on the purchase or exchange of Hillah Temple properties. These offers would not obligate Hillah Temple until agreeable by both parties. Hillah Temple is looking forward to working for the best interest of Hillah Temple and the City of Ashland. S "ncerely , J es R. Ripka Re order Hi lah Temple GEORGE EBERT RON CROUSE AL LETSCH ROBERT PHARISS G.E.*Buzz'FISH Chief Rabban Asst.Rabban High Priest&Prophet Oriental Guide Treasurer JOE GRIGGS F.SCOTT IVERS WARREN FLAG KEN PAETZ GALEN TARTER 1st Ceremonial 2nd Ceremonial Dir.Ceremonials Dir.Units Marshal Master Master ARNIE ELLIS JIM WESTERFIELD EMERICK HULTIN JERRY PEACORE GEORGE THOMAS Executive Aide Chaplain Outer Guard Cap.of Guard Temple Aide i f �f v r 44 yy{ EV[i{ v f I ♦. r F _.:t J trtl rho {kn~n sRZ �FiZ, aS .. t. r•'•.— ,� D� r* � t ,�. 3•men .rN �4!-i Report to the Ad Hoc City Hall Space Needs Study Committee March 16, 1994 Subject: Existing City Hall building By: Rick&Gayle Vezie RICHARD VEZ[E&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 apemry 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). ACCESSIBILYI'Y: 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 (he 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 Holman Agreement with some legal slight ofhand,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 A.DA, the trail leads to the next issue,where not to be when the big one hits. SEISMIC CONCERNS: Unreinfbrced 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 strucUmally 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 theme, Existing Main Floor 4272 sq. fl. Existing Second Floor 3169 sq. ft Total Existing 7441 sq. ft. Proposed Second Floor Addition 863 sq. A Proposed Third Floor Addition 2287 sq. ft. Total Additions 3150 sq. A Total Floor Area 10591 sq, ft Additional Internal Storage 529 sq. fl. TaFT LJ3 S �l FL- EXISTING SECOND FLOOR 0 EXISTING MAIN FLOOR FIG . 1 . ❑ ❑ ❑ 0 PROPOSED SECOND FLOOR o ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ o PROPOSED MAIN FLOOR FIG . 2 IN 33' 6" - I r7 I -------- ----- -- -----i it I it I i O li i I O i I I LL I j I L LJ �I I U) I� w j I O I , ¢ t I CL II 0 I I o O II I I w o I ii i I o I II I I o II I I C-) w II STORAGE I I, I 38' 9-1/2" (n z r J OCD LL- U U) Q W x m LL- r: - Z O U W cn z ... .,.r; LC) CD ...................... .... ....................... w U n cn W U L� O ....................... .... .......... 0 ....................... .... .......... — U W w C� Q O cn CD LL- III cD o � LL- o o � City of Ashland Space Needs Committee for New City Hall. From: John Fields 3116194 845 Oak Street Ashland, Oregon 97520 (503) 482-8442 I sent the attached letter to the Hillah Temple board of directors, and followed up with a presentation. Jim Lewis was present, and I believe that they will send a response stating that they will consider an of(er and would be willing to negotiate. I said that we merely represented a citizen's advisory group, and that any negotiation or offer would be considered by the City Council and probably be tendered by Brian Almquist. This was merely a query as to their willingness to participate. I made an half hour presentation that opened the door and established what they considered necessary to create a deal. I) They have the building paid for and are actually facing a steadily declining Membership and have no need for additional space, but would consider a new building that better suited their needs such as: additional parking, more energy efficiency and the simple de- light of having something brand new. 2) They would be willing to move to Medford. It is something they have considered in past, but they never actually bought a piece of property. They don't have an objection to staying in Ashland, but I suggested that the real value in their property is its location, and the property trade old for new would involve ac- cepting land that would be of less in value. 3) The key point to making this deal happen is for the City to take the initiative and work with them to identify a property, facilitate the design process as well as the bidding process, and follow through with the financing. We will have to create a turnkey offer that will draw them into the process, and physically pick them up and move them out. This procedure requires a united commitment to proceed. The negotiation must move forward on a Win/Win basis. It is of the utmost importance that our representative act with conviction, and move the proposition forward. I am convinced that this could be done. It would probably take 6 months to establish the deal (at least), 6 months of planning, to iron out he details for con-struction, and another 6 months for completing their new building. That's 18 months to receive the building and another 1 to 6 months to take occupancy. Not having a solid accepted offer leaves the whole opportunity up in the air. It requires more time to put together the appropriate package. I believe that this property is an important property to the viability of maintaining City Hall downtown. It gives us additional parking spaces downtown. It gives us 6800 sq.ft. of building that would act as an anchor in terms of the City having property with an adjacent to LithiaPark and our other public buildings on Winbum Way. The City should control this property. The following things are a viable scenario for moving forward in developing a plan to satisfy space needs: 1 believe that we could buy an acre in the Medford area for around $100.000. Build a 6,000 sq. ft. building for$60.00/sq. ft. and receive that property for approximately $460,000. For $50,000 we could do a minimal remodel of the 5000sq./ft. that is already habitable and buy some time, make due and invest the money in an agreed upon strategy in solving our other space needs requirements. I would suggest evaluating how we are going to maintain or expand 20 E. Main. Look at the opportunity of renting more appropriate office space downtown, with the possibility of a joint venture with a building or property owner on a 5 year lease basis. To sum up my position, the downtown will continue to become more expensive and if we do not position ourselves now we will have lost the opportunity. If we do not commit ourselves to preserving the historic City Hall we are by default"orphaning" it by not providing a viable plan for it to survive. If we do not allow room for expansion it will become less and less viable in terms of the overall size of the City's bureaucracy. This is a preliminary summation of how I feel the task put before us is unfolding. I am sorry that I am unable to attend the March 16th meeting. Thank you for your consideration, John Fields 3-2-94 To the Board of Directors Hillah-Freemasons: Dear Sirs; I represent a committee that has been appointed by the City council to explore the possibilities of expanding the needed City Hall facility to a location other than the ex-isiting East Main St. complex. We are appealing to your civic responsibility and to your upstanding moral character in considering this appeal in earnest. We would like you to seriously consider selling your present building to the City of Ashland. As you may know the City sold you the property in 1962 for Ten dollars. They did this in acknowledgement of your benevolent contri- butions to the community. Much has changed in our City. We feel that it is imperative that we keep City administration and services in arliacent properties. In order to maintain a presence in our downtown we have been searching for properties that would serve our purpose. Your building is the ideal solution to our crisis. We would like you to consider negotiating with the City in a sale. We have heard that you own property in Medford and have been considering constructing a new building. We are anticipating major remodel of your property. This could provide you with an opportunity of creating a building that better suits your needs and your membership. If you are considering remaining in Ashland we could facilitate a property trade. The timing of your mbve, as well as the terms would be developed in a manner to suit your needs. I would like to attend your board meeting that is approaching March 11, 1994., and further discuss this opportunity. Thank you for your consideration. Sincerely, John Fields Member, Ad hoc-City Hall Space Needs Committee 845 Oak Street Ashland, Oregon 97520 482-8442 \11N11 fI::S r 't I �;' �I'�c 'I : NI[I?D,ti t 'uMMI'I`I I•:Ii March 16, 1994 Meeting called to ordui :u � fill Jim: Met Friday %61h t!usicc group from I lillah Kemple. They own no property elsewhere. I lave no groat nerd to ,novc, bill would be willing to consider a new building somewhere else. Don't ncad to be in Ashland and will listen to an offer. Want more parking and cheaper utility expenses. We recommend arranging for Citv to build a building for them and trading if for the cxilsting building Don: Any recommendation on I lillah needs to be contingent on a thorough analysis of what it will take to make the building useable for City and appropriately attractive. Rick: 'Chore are future costs in City I fall regardless of whether we build anew building. Present space for Connnuni1v Development is really cramped space. Upstairs is adequate. Would be more adequate it Public Works Administration was moved to Last Main. Accessibility to disabled is highest exposure risk for litigation under ADA. Seismic needs are enormous. 'third flour would compound problem. We need third floor with its own support system that would also support the existing structure. Most internal watts could then be removed leaving unlimited ways or arranging space. Space can be gained on second flour and third floor. Shakespeare's loss of windows would fie compensated liar by their ability to lie their building to Cite Roll's new ]rune fur scismic pndec•tion. Cathy: Ilov. 1111n:i1 "ould n i Rick: Dcpcuds on how 1%,• approach it. If we do business as usual, my best guess is less than Fasl Main buildiult. But v;e need to put "ownership" back into the hands of the people. We should ask Ihcm to help "oaf c ( ,;It, I tall " For examplet we could sell bricks from existing building fir donations. Brian: Would cost at leas! S 150 per sq. li. Rick: Juhu F. and 1 believe lic cost would be between$500,000 and$1,000;000. Susan: Where would Stcvc I fall Po al East Main? Rick: I Lhink we could figure it out. Gregg: Fund raising, is dif Iienll. i oppose the aesthetic loss by adding a third floor. Ron: (handed out oulliuc fi)r('onttnillce discussion purposes. Wen through outline.) Michacl Donovan: Space needs haver been seen for along time. Downtown Planning Advisory Committee was 'cry c :!rcli,l to preserve and create as much parking as possible. I want careful consideration before givin1? up the I I parking spacc8 on L ithia Way for a new building. Businesses arc still paying li,, !h. !a •:p:!rr>:. Downtown still needs parking. L urge you to consider fhc pradicaliir and legality of ii 11 ryas paid partly by a stale grant. Lce Book: I agree with Michacl. Parking was extremely important in downtown plan discussions. These 1 I spaces arc impurlaut. Cathy: What if C'ily huilt building on top of parking? Thjis area looks like Medford's used car lot row. Marilvn Gibbons: I never have trouble finding parking, Jack Nicholson. Cit) nccds to consider dowusizing city staff so they don't need new space. Should privatize utilities. Commit ce should recommend to Council that they look at downsizing before taking oil a major Ill -, , : ,j'::I I•o gar!l nco: space. Marilyn Briggs: CouuniI!c•.; docsu'I ucid to deride 11hu hill be where. It nce(Ls to consider local space uc(Ids. Sho III ll 'gill :f If)'+i lnluler ( haleitqua Walk for Archives and a couple people. Consider btlildiut. iul:, :dlCl. I{.cisliug builclim, can loot: belt,r--docsti t have to look like it (toes now. Roll I hurucr. Conucil has made conscious commilntcttl to hale parking beside Copeland for parking spaces accioss sued 11 chamcs ;Ire to he made in down!own plan, they ought to go to thC, Docvlllown 19a III iu,; A(kic(,l\ ( ' allntiIICe G.or Coll nlcnl. I'hcre is no lalliuld , in public building. meeting ADA standards when being remodeled. We should dcflmiwl.. :,eel fall ADA and �cisnlic standards. I oppose changing intcnrd walls Mid addinit it ihini 11(m, w Cily I fall witho it mceliug national historic building rehabililation standards. ll is not III,; ptlo ic%, of IhC Committee to decide who wants to work with who iu City govelmilent. Bob Ras.ernusscu: l,idlia Way lot rills ;t public n,:cd. It lCas not intended lilr a short-kiln investment. 'icily `%kill!)_ : t I`.r,::r 11111.111 i C:nlplc option and rcillodeling, C'ih hall. Joe I'.ckhai'dc �:Ilell Y,l l' hl[Itii`.! m wpi-Cscilling !h:: Illl`.'1'rc!° 01,111C whold Cim t olli1m11Ce"; rrconuurnClaliuns nnc;l bC C,;u::i,',:r..a b1 Il;� t+uulic. Don Laws, Secretary March 15 , 1994 To : Ashland City Government Space Needs Committee From: Ron Roth This is an outline for committee discussion purposes . 1 . There is a need for more space for city offices . I was somewhat skeptical until our tour of existing Community' Development and Engineering offices , but the city does need more space . 2 . The space needs fund should be officially earmarked as such by the council , even though the city has other projects that need funding. 31. -_ .It. is .. my _.apinion _that _.the.., new office space should remain ...... ..... downtown . At this point there are at least three very viable options : a . Purchase and remodel the Hillah Temple Building b . Build a two story building on the Lithia Way Lot that is already owned by the city c . Major remodel , including addition of third story to the existing City Hall at 20 East Main In addition , in my personal opinion , the purchase of all or part of the Water Street property currently owned by Lloyd Haines should be seriously considered and the possibility of a joint purchase with the Parks Department should be explored. 4 . The Council should hold a special Public Hearing devoted solely to this project . 5 . The possibility of an advisory vote by the citizens of Ashland should remain a possibility. ( 'I'IY SI'MA; Nl{I{1)S ('()MMI'1"Ilil March S, 1 994 Meeting called to order al S:OS Minutes cfispet:ecd and read. No corrections. Ron: 1 met with Ho'yd I laines. ile is open to negotiations, butt difficult to read. Cotild bring his price down a little (about $1 million). Ken Mickelson says it is up to the Parks Commission how they approach the grecnnway aspect of it. John F.: I filially I'cmplc leaders are meeting Friday. Jim and I will attend. Jim: John P. and 1Irenl 'I hompson and i got tour of Masonic Lodge building. They want to least first floor to pay 16r au elevator, etc. Not realistic for City because first floor will be open to commercial use. Masons want "as muds as Ihcy can get." Lots of remodeling headaches. Rick: Any remodeling would require meeting seismic standards. John Me.: Depends on nature and extent of remodeling whether seismic standards must be met. Bill l mcrson: (Yresented conuniffec with plans for City Hall expansion thast were developed with John Frcgoucsc.) I IIccc plans show hvo alternatives for elevator and additional offices. (COnllnittee looked al plans and atrial photograph and discussed them.) The expense of moving electrical and aircouditiouinL ;rod heating equipment must be addressed. Jolut Me.: (Discussed reporl oil Lithia Way site.) Phis alternative would cost about $70 per Sol. fl. Ron: This would be a good invcstntcm for the City financially. Brian: Merchants arc paying for this parking lot with Local Improvement District money. Cathy: This lot was planned ti,r commercial development eventually. This gives us a chance to start it right. Ron: What if City sold site to a builder who could build to City specifications and lease4 it back to City for 10 years? Does anyone disagree with idea that the Conunittee will only consider recommending a downtown or Civic Center site'? (No disagreement.) What about old Community Store? Brian: They have given Cill• a proposal. Don: I think Committee should not consider any third location more than a comfortable 5 minute walk from City Half. Rick: We will have a fairly complete preliminary report on City Hall next week. Ron Tburman: l low far should we ,no to avoid moving away from City Hall? If more than One building, it exaccrbalcs parking, problem. Ifparking removed, it will not enhance pedestrian use of downtown. Lithia Wav site would have a hard time meeting A.D.A. standards because of the high curb in front. hill Lnnerson: in cousidctiug costs, costs for A.I).A., seismic, etc. that have to be spent anyway, they should be dcduct('(I froln comparative Costs. Don laws, Secretary SITE ON Lf17IIA WAY ACROSS FROM COPELAND LUMBER Caihv Golden Don Laws John McLaughlin March '.). 1994 FEASIBILITY: The land is owned by the City and has no zoning or other land use problems. Two or three authorized parking places could be exchanged from outside Citv Ball to the lot across the street (beside Copeland) for essential parking. ]..and is relatively level and easy to build on. Lot is 7,400 sq. it, and could easily accommodate a I O,000 sq. ft. two-story building. ADVANTAGES: A new building could be consuucted io accord:ncc with the exact needs of the using departments. At the same time, the budding could be constructed so it would be easv to convert into a commercial building in the future. It could provide temporary space for all the city's dcvelopt icntal services while lone-term planning and financing was arranged for any alternative that may prove feasible on the Playa. This area.on Lithia Wax, is going to develop eventually as part of the downtown, and the project would help get that development started. It would provide impetus to the plan to turn the alley into a pedestrian amenity. It is an easy five minute walk to City Hall, so personal contacts would be possible between people in the two buildings without undue hardship. DISADVANTAGES: Would result in loss of 10 or 11 parking spaces (depending on how many spaces could be put out the street in front of the building,6ehere the driveway into the parking lot is now). Although this site was not included in the Downtown Plan as permanent parking, loss of the spaces could irritate some merchants. It would get the Developmental Services together, but the Director of Public Works would still be separated from the Water Quality and Street Divisions. COST: There is a slight slope and an elevator would be required, but the City would not have to do the extensive excavating anticipated at the Civic Center site. Overall, we think a 10,000 sq. ft. building could be constructed here for about the same cost as at the Civic Center. It should be possible to do it with existing funds. Mm= Ci fY SPACE NFF)S COMMI'1"173-F, Februan 23. 1994 Meeting called to order at 8:11 a.m. Committee read the minutes: no changes ,.vere requested. Ron: I will meet with Lloyd Ilaines today and report the results at the next meeting. Jolty F.: I hope to make a tentative proposal to Hillah Temple. Cathy: It mighl be wise to suggest to :hem that this may be their last opportunity to sell iheir property for other than residential use. Ron: It is vital that the City get control of Hillah Temple property to prc• ent something really ugly from going there. John Me.: A decent non-residential proposal would probably be granted a zone change. Susan: How much space is in the Hiliah Temple building? John F.: 6.800 sq. ti. Marilyn Briggs: (I landed out composite picture of proposed changes to Chateauqua Way.) We could put a 40' X 20'room under here. Rick: (On City FIall) i woti t be ready to report for another week or so. Michael: We still don't know who owns allev behind C itv Hall. Brian: There is also the question of access to the area for existing users. Michael: ABC: doesn't need vehicular access. (7:1111. : We ]teed 10 look a! Maybe Clly]-tail doesn't offer coou,;'a Sp:tl'L 10 . ire worth the costs. Rick: We might consider prioritizing cite departments in terms of who should stay in the City's most vahwble spar;. Cathy: This may be micro-managing. Who goes next to whom is a matter for management, not for this committee. We need to consider renovation of existing building for interim use while city develops long-term solution. Rick: We need to have a long-term plan before we take temporary steps if we want to avoid extra costs. John F.: There Ntill be a tour of the Masonic Temple for the committee tomorrow at 10 a.m. John Me.: The city-owned lot on Lithia Way(across from Copeland Lumber) is 7,500 sq. ft. Cathy: We could build there for temporary City use, then sell it for retail use later. John Me.: How would merchants feel about converting the parking lot to a building so soon when they are paying for downtown plan parking? Don: Let's appoint subcommittees to research the major alternatives. (Committee agreed. Subcommittees were appointed.) Marilyn Briggs: My study of expanding City Hall shows we could add 692 sq. ft. on the lower level, 1,900 sq. ft. on the second level, and 1,000 sq. ft. under Chateauqua Way, for a total of 3,600 additional sq. ft. The bell tower on the third level would be extra. Joe Eckhardt: If committee has subcommittees and doesn't meet next wweek, the continuity or flow of citizen participation will be broken. (Committee agreed to meet next on March 9.) Meeting adjourned 2 MayoA, City Councit Membeu Committee bon City Hatt Space A6htand, Oh. 97520 Dean. Panel Membeu. A new city halt seems to be a need o6 the city " expressed by the depantmenta o6 the city and their requinementa box more apace. Any money epent on a new city hall 6houtd see an improvement oven the existing .6 ituati,on. That .improvement would be: to have att departments o6 the city undeA one Aoo6. The but location 6oA the city haft would appear to be in downtown A6htand ib only one Aeaaon - to support .the downtown. - - City peuonnet and theix cuatomena provide a daity support to the me&chant6 o6 downtown Ashland. Can we 1u6ti6y taking that economy bnom the heart o6 our community? An opportunity ex.ista boit a beauti6ut city haft on property adjacent to Ashland Cheek, on the conneA 06 North Main and Netman St. (Naine6 propehty) Th.i6 land pnovidea enough apace Jot the public wonky department and theik vehicte6. Funding: Land along the creek could be purchased with open apace bunch and 6und6 donated to the city ob Ashland 6nom the Shakespeare Feativat (that gl6t ahoutd be commemorated in some way by the city). The Aemaining property could be punahased by ewment 6und6 saved 6oA city haft purposes. (400,000?) Funding Jot const&u tion o6 the city haft pozzibty could come Wm 1) community devetopment 6und6, 2) vKuticipat bonds, 3) bale o6 bu.itddngs vacated downtown. An additional .idea would be to have a city .ice.-skating rink on part o6 the property. The neaAeat .ice-skating rink " in Eugene. The skating rink could be a year-round att4action to Abhtand. It could pwv.ide oppontunitiea 6oA the youth o6 A6htand and the Rogue Va.ttey bor inteAmu at .ice hockey teams, tree skating. Thexe ha6 been a need 6oA a youth-oriented eenteA. An .ice-skating Rink could be a Jun addition to the downtown. Thank you. Carol No " 488-1932 Box 3039 A6htand, OR 97520 r O n � � D � J� C ➢ � z r r 3 v D Z p n a � z z t.1�RT�1 M P--Im I MINUTES CITY SPACE NEEDS CONUvffFME February 16, 1994 Meeting called to order at 8:09 am. Minutes corrected. Barbara Allen: Hillah Temple building is zoned R1-7.5(residential), and the existing use is grandfathered in, so property cannot be used for any other purpose except residential without a zone change. I think City Hall is the heart of the city and Hillah Temple would be a good extension of it. I am willing to help. There is a wide cross-section of costs for downtown buildings. The City should make an offer based on its needs first,then get a response. I suggest about$350,000. Hillah Temple people would probably like out of their present location because of the summer parking situation. Masons also want out of their space,but want to lease it for long-ierm income. Don: What is the per sq. ft. price for property downtown? Barbara: $85 up. John F.: I would like to make a proposal to Hillah Temple at their March meeting. Cathy: Some questions need answering before we make offers such as do we need space? How much? Ron: Who will attend? (Michael and John F. volunteered.) Cathy: Wong's don't want to sell their building. Rick: Gayle and I are researching potential use of space in City Hall. (Passed out research agenda) The reason for ranking Community Development above Finance(ranking of importance in staying in City Hall) is that all Community Development employees have extensive contacts with the public. We are required(both legally and morally)to remodel City Hall to meet the American Disabilities Act requirements, and if we remodel it for that purpose, we are also required to come up to seismic requirements. For funding we can make City Hall a"cause." We might be able to get grants as well as donations. Bottom line is we have to deal with it whether we want to or not Don: Lloyd Haines will sell the 6,000 sq. ft. building he is constructing on land between Lithia Way,Holman, and Water Streets for$850,000;will lease the building for$1.25/sq.ft.; or will sell lower half of the property(about 1.5 acres)for$12/sq.ft. These, of course, are starting figures. Also I have a report from Susan that Engineering needs 1100 sq. ft. for storage. Ron: We have consensus on the following: 1. The City needs more space. 2. The City needs to retain a presence downtown. 3. We want to explore any possible areas that are near City Hall. 4. Engineering and Public Works Administration need to remain in close proximity. 5. Finance and City Administrator need to remain in close proximity. 6. "Development Services" (Planning, Conservation,Building,Engineering, and Public Works Administration)should remain in close proximity. Brent Thompson: The Masons want to lease long-term, and the space next door to them is available also. They know the building needs an elevator. Cathy: Could we meet our needs with 7,000 sq. ft.? Ron: "Too early to say. John F.: We need at least 4,000 sq. ft. Michael: There is a possibility of Masonic Temple selling one floor. There is also strong support from many downtown businesses for a permanent police presence on or near the Plaza. Marilyn Briggs: The alley behind City Hall is 10' wide. If we leave 4' for access to ABC's dumpster, we can pick up 438 sq. ft. on the first level. On second floor, by adding above first floor, we can gain 1,261 sq. ft. A tower on a third level on alley side could be used for mechanical equipment. If an elevator is added in rear,we would pick up area where present stairway is located. And by excavating under Chataqua Walk we can gain a total of 3,000 sq. ft. on property already owned by City. I agree that the City should control the Mllah Temple space. What about selling the Lithia Way property for funds to buy Hillah? Bill Eckhart: I am the "Unknown" in last week's minutes. I think this Committee's report must be turned over to the citizens as well as to the Council. Kay Nollenberger: What would it cost to retrofit the present City Hall for seismic considerations? I don't want city employees hurt in an earthquake. Rick: That ties into other remodeling needs. Meeting adjourned at 9:11 a.m. Don Laws, Secretary MINUTES CITY SPACE NEEDS COMMI-1'I'EI February 9, 1994 Meeting called to order by Chairperson Ron. Minutes of previous meeting approved. Don: I haven't gotten hold of Lloyed Ilaines about his property yet. Ron: I took copy of Haines'proposal to a couple people on the Parks Commission. They pointed out that part of it is in the flood plain. We need more than one downtown option so we can be in a better bargaining poisilion. John F.: I looked at Ilillah 'Temple with Brent'Thompson. Barbara Allen offered to help us make a deal. Building is structurally sound and amenable to remodeling. If we could move Council Chamber there, it would have some real nice features. Rick: Some problem with leaks in roof, but we might redo roof and pick up some space. Would building be up to 1994 building code? John F.: Might be weak in some respects, but could be remediated easily. Rick: Ilow do we want to proceed? Ron: Russ Dale said building would be worth at least$600,000. Don: Building not good for Council meetings because of Summer parking problems. Cathy: Could be easily solved by holding meetings on Mondays. (Brief discursion into philosophy.) Cathy: I talked to Bill Patton. Shakespeare originally wanted Hillah Temple, but the Hillah people couldn't make up their minds. There is no way that Shakespeare will give up any of its new space upstairs next to City Hall. Sam Wong needs to talk to his family about his building. Michael triggered an idea last week: we need to re-read the downtown plan. On page 28 the map shows a location for a new building on the parking lot across from Copeland Lumber. This is property owned by the City and is 10,000 sq. ft. John Mc.: I don't think it's that big. Brian: A bandaid approach would be to temporarily relocate Community Development to Pioneer Hall. We don't have any ongoing contracts with present users of the hall. John Mc.: Suitability would depend on how it was remodeled. Not the best building. Cathy: I'm concerned about using a temporary solution that will make Community Development move twice. Don: Not worth worrying about until after we decide the long-term solution. Brian: Any building downtown will cost$85/sq.11. and$110/sq.ft. to remodel. It is not reasonable to buy an old building and remodel it . o� 20 n�� Ron: It would cost only$1 per citizen per ear more i a solution cost$400,000 more than the Civic Center proposal. Brian: Costs for a downtown solution would be more than that. It would require a bond issue election which would have no chance. Rick: We need to consider this as an investment. Gregg: We should respond to the letter from Carleton about downsizing. This is not our committee's mission. We are to provide City with a proposal for meeting needs of present staff. Cathy: We have a problem that the "stall" is not in our court. People would rather spend a million dollars downtown than$500,000 at Civic Center. Don: We camtot expect to win ally election on a new building. Ron: We shouldn't be adverse to elections. Perhaps an advisory vote on "if we need space, where should it be?" Don: That could be disastrous. If people vote for downtown,but then won't pay for it, you are precluded from the Civic Center as a backup. You could end up with nothing. Marilyn Briggs: Can Rick get measurements of alley behind City Hall and future possible spacer Terry Skibby: Many merchants are worr ied about energy shifting from the downtown. Unknown: People should have a say on this issue. Meeting adjourned. Don laws, Secretary 2/4/94 Mayor Kathy Golden FEB 0 7 1994 City Hall Ashland , Oregon Dear Mrs . Golden: I am writing to you and the other members of the committee studying the City Hall move to suggest a possible alternative solution. This suggestion, which might be considered shocking to some of you, is that the existing staff be downsized (GASP) so that the present facility can comfortably accommodate the remaining staff. Really such a suggestion shouldn ' t be too shocking considering that federal ,state and county governments are undergoing a similar process when they find their resources are inadequate to their needs . There is no reason that Ashland shoud be immune . Oh yes, I understand that there is a resource set aside for this move, but i question whether or not this assignment has been properly considered from a priority standpoint. For example could not the funds be better used to getting a start to do something about the odor in Quiet Village or at least committing them to this end so that the future cost to the taxpayer will be lessened? After all, a lot more citizens are inconvenienced there than city employees are inconvenienced at their present location . Other possibilities? How about taking immediate adequate steps to improve fire control in the watershed? The recent fire experience in Los Angeles should clearly establish this as the highest priority project to be funded against any available resources. Also, might the money be used to help the schools with their shortfall? . Legal problems? The city council has proved itself masterfull in dealing with this issue when it wants to. Now I have no way of knowing whether or not the present staff of the divisions involved operate effectively relative to its essential workload . On the other hand I cannot recall in the thirteen years I have been a resident any major coups on their part . ( Please do not mention the Plaza renovation or parking relief in this category . ) In any case I believe that some questions need to be asked before any move is considered.These include: 1 . When were staff additions made which caused the present facility to become inadequate? 2. What was the nature of the projects involved and . have these projects been completed? 3 . What kind of projects. replaced those which were re- sponsible for the initial staff additions and were these projects really necessary or just something to do for the staff which had become available? 4 .'What are the current projects now underway which justify current staffing levels , and are these projects really necessary? 5 .Could the really essential projects be spread out over time so that fewer staff could complete them? 6. What is the nature of future projects on hand , and are they really necessary to the point of maintaining staffing levels? 3 am sure that more questions of this type could be asked , but what x am getting at is that a zero base project budget needs to be developed before committing the available funds to the projected move. If such a budget does seem to justify the move then it should be placed in the hopper with other city needs in a priorization process . Sincerely, Carlton R. Merrifield 684 Leonard Ashland , Oregon 97520 cc: RiCk Vezie John Fields Michael Bingham Jim Lewis Rob Winthrop Don Laws Greg Williams ?on Roth f�4 Of AsAf O*EGO�,, February 1, 1994 ��- Ad Hoc City Hall Space Needs Subcommittee rom: Brian L. Almquist, City Administra r 06uhj9d-' Response to Mayor's Memo of January 26, 1994 I cannot support moving the Public Works Director/City Engirneer, Administrative Secretary and Administrative Assistant to the Service Center as suggested. First, the Service Center offices are fully utilized. Likewise, the warehouse areas are set aside for storage of materials, equipment and supplies, and commandeering that space for futon:needs would be a step backwards in providing for the future needs of our utility functions. Second, separating the Public Works Director from the Engineering Staff would be an unwise move from an operations standpoint. The communications between the Director and staff is a daily "hands on" situation involving numerous ongoing projects which require the Director's personal review of plans and specifications. Third, the amount of space gained would not improve overcrowding in City Hall. The area now utilized by Pam Barlow and Bob Nelson is a one-person office at best(and one without air circulation or natural light). The area that would be vacated by Administrative Secretary C..aralyn Dusenberry is where I had planned on moving the City Attorney's Administrative Secretary Sharlene Stephens since this outer office area is adequate for no more than two clerical persons. Steve Hall's office is only 125 square feet, which would be the only net gain in City Hall. The 5 Utility Billing and Collection employees on the first floor of City Hall are all cnoss4mined and all work the front counter, as well as the EDP and mail machines on the first floor. Most of the daily public contacts by citizens are with drew employees. A smaller percentage use the public counter in Community Development; most of whom are builders and subcontractors seeking information on permits. Finally, with regards to the possibility of adding space in the existing City Hall; there are two small areas that could be considered. One is die area next to the hallway to Funarnoe of 420 sq. R and the second is the 335 sq. fL desk just outside the mar exit from Finarnoe. The gross total of 755 sq. ft. would be reduced by about 200 sq. R for the planned elevator (10 x 10 per floor) for a net of 555 sq. ft. The gross need for added space for Community Development alone is 2,024-2,443 sq. I and thus, this 555 sq. ft. of added space would only meet 259 of the need. It would only serve tc)perhaps provide a confer=mom on the second floor and relieve some socond floor overcrowding;but would do nothing to relieve the crowded conditions in Community Development or deal with the abysmal conditions in the Engineering Department. (r.SpcNde.mcm) . �{`ofws,y4ya � � mUXM � � � m ',,.too January 26, 1994 �L10- Ad Hoc City Hall . Space Needs Subcommittee ruin: Catherine M. Golden, Mayor &$arr_jert: Assessing Needs at City Hall While we are not exactly stuck, I think we are on our way. I have a few suggestions that might help move us to better assessing the needs at City Hall, and then eventually how to solve those needs. _ It is clear that more space is needed for Planning. Immediately, they have one additional person coming on board followed by two more. Mike Broomfield, who was not at his desk during the tour, has indicated that his current work situation is untenable. This means that at the very least, we need additional space for four more desks. . .and that is just in Planning. An immediate solution might be to move the Public Works staff, which includes Director of Public Works Steve Hall, Administrative Assistant Pam Barlow and Administrative Secretary Caralyn Dusenberry out to the Service Center. This leaves us still to consider if, logistically, more of Finance can move. upstairs to accomodate the growth in Planning, and if we can get a conference room somewhere in the downtown. What will remain untouched is the Engineering Division. We should consider that at a future meeting. It is also important that this be done within a realistic budget. To move us along, I have asked that Susan contact each of the department heads and determine how much space they might require for their needs now and, let's say, five plus years into the future. This is different from asking how much space they'd like, or how little with which they can manage. Susan's charge is to work with Brian so that we are not working against ourselves. The idea of this approach is to 1) look at our current needs; 2) consider maximizing space in the downtown before considering a new building at the annex; 3) set up a time line for future expansion at the annex, if necessary. I have also included an agenda for us to use for the next meeting on Wednesday, February 2, 1994 at 8:00 a.m. at the Plaza Cafe. See you there! ... (r.MayorlSpcNada.me� Attachment - 1 MINUTES CITY SPACE NEEDS COMMITTEE January 26, 1994 Meeting called to order at 8:09. All present except Ron. Darrell has been forced to resign for medical reasons. Rick: (Handed out revised cost estimates of new building and remodeled City Hall) John Fields and I prepared this. We think our estimates are very conservative. Brian: No way we will need$40,000 for new computers.. No new computer costs or computer wiring will be needed. Discussion of costs for City in-kind labor. Michael: Let's line-out the$40,000 for computers and the$20,000 moving costs. Don: Let's put items that are in-kind costs in a seperate category. Gregg: Let's get on with the real task of our committee. Brian: The$64,000 for landscaping is ridiculous. Cathy: If we decide we need new space for city workers,we will have to pay for it regardless of the costs. Brian: I have no plans for remodeling City Hall. No money at all is planned to be spent on City Hall except perhaps for a lift. Gregg: We need to focus in on space needs. Bill Emerson: Old buildings can be "protected" from earthquakes,etc. Brian: That is not related to space needs. Bill: It would be necessary to relocate computer and telephone equipment if people were moved around in City Hall. This would be a cost. Michael: What would cost of landscaping be? Brian: I can't give you that today. Susan: I thought we only had$750,000 for whatever we do. Brian: We also have some rehab money for the City Hall lift. Jim: We don't know how much increased efficiecy we would get from increased space. Rick: We can't give a figure to that with present knowledge. We should stick to items we can give good figures to. Gregg: Cathy,do you need 50%more space? Cathy: If my office stayed the same size, the world would not come to an end. Brian: Eight to ten people crowd into Cathy's office at times. It needs to be bigger. Cathy: What we need is a conference room. Rick: We need to work on procedures for our meetings. Was this meeting noticed? Susan: The Tidings was informed, but no notice was in the paper. Rick: We need to get public input. Michael: We might be able to move my building and City Hall back into alley if done simultaneously. Shakespeare is concerned about loss of light if city fills in between existing buildings and about"canyon effect"between Pioneer Building/City Hall and the Bowmer Theater. John Me.: We need to decide if we are going to concentrate on staying downtown or consider moving to a new location. Committee then took a tour of Civic Center facilities. Don Laws, Secretary -pAM/)'(Zy Or nVft5i�; S�Slt� ' ?/&lICS FINANCE DEPARTMENT Offices are located upstairs and downstairs. Jill Turner said the downstairs offices were designed especially for their needs. The counter is custom made for the billing clerks and the mail room was built to specifications for the equipment it houses. Space Needs Karen Huckins, Supervisor of Finance, needs her own office, immediately. She is the only supervisor in the city who does not have her own office. Office needed for accounting technician. Conference Room (shared) Finance needs a space for the auditors for three weeks of the year. This space could be shared with other departments. Storage space is adequate. Added Personnel Money has been budgeted for a new position but there is no place to put anyone. Comments from Jill Turner: There are five utility personnel located in the downstairs of City Hall. These five people have to stay together. It is not possible to leave two billing people at the counter and move everyone else upstairs. These people have cross-trained and they back each other up on a continual basis. It would be inappropriate to move the entire staff of five upstairs. This would mean the public would have to go upstairs to pay their utility bill. The only way it would be feasible to split the department and locate personnel in another location would be to hire another supervisor. Jill mentioned that the most popular drop box for utility bills is Ashland Shopping Center, but she felt to locate some offices there and some on East Main and some downtown would be a bad situation. Jill is entering budget season and has 11 scheduled meetings in the next two weeks with Brian. This does not count any unscheduled meetings. She needs to have a close working relationship with Brian and she could not do her job effectively if Finance were to be located away from.Administration. CITY RECORDER REMINDER: THIS JOB IS AN ELECTED POSITION AND THEREFORE CITIZENS RELY AND TRUST 'THEIR" OFFICIAL THE POSITION SHOULD BE CONSIDERED INDEPENDENT OF ANY OTHER DEPARTMENT. Five to seven year projection Personnel Clerk: Part-time (16-20 hrs.) per week. Nan has to borrow someone from Finance to fill in when she is on vacation and that is not always convenient for Finance. It would be more efficient to have a back-up part-time person. This position should also be independent of other City departments. Possible Alternative: City Recorder can choose the hours he/she works, therefore if the Recorder chose to work three full days and two half days, a clerk could work two half days, therefore perhaps sharing some of the same space. The City Recorder cannot take on any more duties. Some of the duties are shipped to other departments at this time such as code updates. If a clerk could be employed to assist the Recorder, the efficiency in his/her job would increase. Space Recorder needs private space to meet with the public.THIS IS A MUST4I Clerk would need a separate space—he/she could monitor the vault space or public viewing area. Public viewing area would need to be a place for the public to sit and review records on a computer and at a desk. Storage: Nan indicated the State is mandating more regulations for storage of records (fireproof, floodproof, etc.) that the.City will have to .. comply with. The City's records are safe but not easily accessible. If the existing vault was open just for storage of the Recorder's records, there would be enough space for the next five years. PUBLIC WORKS Steve Hall suggested the Committee refer to Gary Afseth's space study for explanation of his space needs. There are no plans to add any.personnel in Public Works at the downtown location. More space is needed for files. Safety of records currently being stored in Engineering is of grave concern. Steve needs to have access to these records on a regular basis. If Steve had the choice between moving out to the warehouse with his two Public Works people or staying where he is in crowded conditions, he would stay where he is. It is essential he is close to Jim Olson. He meets with Jim 5 to 15 times a week and the personal contact is vital. Steve meets with Dennis Barnts (water & sewer) and Jerry Glossop (streets) daily. d COMMUNITY DEVELOPMENT Personnel By 3/1 - two work stations are needed. Hiring Affordable Housing/Planning person Need a space for Mark (planner) Over next five years add............ One building inspector One conservation person Mtlyr'51= 1-w'c- Space Conference Room (shared) to hold 10 people If Community Development stays downstairs, could have a conference room close by or upstairs. Upstairs would not be as convenient, but could make it work. Storage needs are growing Convenient accessibility for files and.plans 'L60 9s Will require additional 50 sq. ft. ° a fia1 �r0 FOOTNOTE: If the committee should recommend maximizing the existing space by redesign, different furnishings, shelving and partitions might be required. Please consider any major disruption for remodeling. ADDITIONAL NOTES The downstairs remodel that was done a couple of years ago was budgeted for .$150,000, including HVAC. (HVAC was not done, therefore budget was $100,000.) The amount spent came to$160,000 and only ventilation was done. (With HVAC, cost would have brought the price to $210,000.) (For detailed analysis of the cost of the remodel, call Patrick in Finance at 482- 3211.) PHONES: Is anything being planned to upgrade the existing phone system? If Finance and Community Development locate in different places, consideration should be given to who will handle the'switchboard and how would the mail be handled. SOME OF THE NEED FOR ADDITIONAL SPACE IS IMMEDIATE!! City Hall is 7,327 sq. ft., not including Engineering. Community Development occupies 2,745 sq. ft. of the existing City Hall. According to the space needs study and discussions with Mac, Community Development needs another 2,000 to 2,500 sq. ft. Question: Can 2,000 sq. ft. be added to the existing City Hall to accommodate only Community Development? of AS ,.`G h� . Memorandum GREGOA ' 25 January 1994 r,7f Mayor Golden, and members of the Space Needs Committee rQm: James H. Olson, Assistant City Engineer ,�$ubjPd-- Engineering Division Facilities Thank you for your time and the interest you have shown in addressing the Engineering Division's working conditions. Your visit on Wednesday was appreciated; however, there are a number of conditions and deficiencies that I feel were not fully addressed in the short time that was available. I would briefly like to summarize and emphasize some of the problems that the Engineering Division faces in our present building. Some of these items were brought up at the time of your visit, others you may not yet be aware of. Our problems and concerns are as follows: 1. Electrical Overloading Much of the wiring in the Wong building is early 1900's vintage "post and wire" type. This wiring is very substandard and most often does not carry a grounded leg with the circuit. The insulation on the wire is very old and brittle and can easily be broken loose from the wiring causing an obviously hazardous conditions which can easily ignite a fire. The engineering offices operates 6 computer work stations, 2 large scale plotters, 4 printers, 1 large format engineering copier, 1 blueprint machine, 1 xerox copier, 2 lettering machines, 1 light table, 4 electric heaters, 2 air conditioners, and numerous other small electrical appliances such as electric erasers, calculators, adding machines, drafting lamps and pencil sharpeners. The combined amperage of just a few of these items operating at the same time is much more than the building's wiring can tolerate. We must be constantly aware of what electrical appliance is operating before any new draw is added. Blown fuses are very common. 2. Fire Hazard As discussed last Wednesday, the danger of fire is our foremost concern. A number of factors combine to make this building a very poor choice to archive old and valuable records or to store expensive survey equipment. Mayor Golden and members of the Space Needs Committee -- Engineering Division Facilities 25 January 1994 ' Page 2 Because of the construction practices used when the buildings on the plaza were built and with subsequent remodels, the common walls between individual buildings can in no way be considered adequate fire walls. A fire in any adjacent building would also present a hazard to the Wong building. Restaurants are often high contributors to structural fires. Not only is there a restaurant located directly below the engineering offices, there are 8 more restaurants located within the same block. During the time that we have been in this building there have been 2 fires which started in the space directly below us. The first was a result of a fire in the kitchen of the Dahlia. Restaurant and the second was an arson attempt at the rear of the building where flammable material was stacked below the gas meter and set on fire. In the first instance our office damage was limited to smoke damage only thanks to the quick response of the Fire Department. The second fire was extinguished by the engineering staff before any damage could occur. Both instances could have had far more serious consequences. The attached memo from Fire Marshal, Don Paul outlines some of his concerns with the building. 3. Phone Service The telephone line capacity in this portion of the building is extremely substandard. We are limited to only one outside line and one extension line. Because of a serious deficiency in the low voltage capacity of the system, only 2 of our 5 phones can carry the #66 extension line. As soon as a third phone is connected to the #66 extension.the entire system shuts down. We do not have the capacity to provide a fax line nor can we add additional lines or extensions for the various work stations and offices that we have. If for instance, a call comes in for Everett Swain, the clerk must walk to office 'B' at the back of the building and alert him of the call. Everett must then go to another office to answer the phone. 4. Building Heating The offices are heated by natural gas space heaters located in each office space. The heaters are mostly 1930's and 40's vintage and several are vented into a common flue. The flue size is not adequate for the discharge of exhaust from several heaters at one time and we are therefore, again, required to operate the heaters selectively. There is no ventilation or forced air movement in the offices. Mayor Golden and members of the Space Needs Committee -- Engineering Division Facilities 25 January 1994 Page 3 5. Rest Room Facilities The rest rooms that are available to our offices are shared by all those renting office space in the upper floor of the Wong building. The rest rooms (2) are on the interior of the building and offer no windows, no ventilation, no heat and no air conditioning. 6. A.D.A. Requirements The A.D.A. requirements are also a major consideration. It is impossible to meet A.D.A. requirements for a second floor public building without an elevator. Eventually we may be forced out of this building solely on an A.D.A. access issue. 7. Conclusion We have been charged with the safeguarding of all of the city's historical records pertaining to the early surveying, platting and construction in Ashland. In the over 200 maps, 245 field books and hundreds of files that have been placed in our care, we maintain records and data on nearly every public works construction project and on nearly every right-of-way and privately owned parcel of property in the city. Our records date to the early 1870's and most of the older material which was hand lettered on linen material, are considered to be irreplaceable legal documentation of boundaries, right-of-ways and ownership records of Ashland. Even though these records are thoroughly microfilmed, there is no substitute for the original document — and they must be preserved. Although many of the problems we face in this building can be cured, we have been reluctant to spend the large sums of money which would be necessary on such a temporary facility which is not owned by the city. The building is substandard in so many aspects any renovation would be a major one. We would appreciate any input you might offer that might help us provide a better service to the public. JHO:rs\otdbu8.md ASHLAND FIRE DEPARTMENT MEMORANDUM January 24 , 1994 TO Jim Olson, Engineering FROM Don Paul, Fire Marshal SUBJECT Building Evaluation, 27 1/2 North Main Street I recently visited the work site of the Ashland Engineering Department. My intent was to evaluate the present condition of the building with regards to fire and life safety. Several concerns comes to mind when we are dealing with a building built in 1885. As are several of the buildings in the downtown business district the likelihood of rapid fire spread is quite real. It would be difficult to measure the total impact of losing one of our historical buildings in the downtown area. The building your offices are in totals 10, 544 square feet. It has a tax appraisal of over $500,000. The businesses at your location including the City offices are classified as group B, Division 2 occupancies. The only exception would be the one existing apartment. That occupancy does not automatically require fire sprinkler systems. However, an automatic fire sprinkler system is sound advise that provides a high level of security for a building of that age. The exiting meets the minimum requirements but also could use sprinkler protection to provide a wider margin of safety for those exiting the building during an emergency. The largest concern for the building involves the electrical system. While several updates have occurred over the years there still exist many ungrounded circuits in the building. In some cases extension cords are being used to compensate for the lack of adequate grounded receptacles. This is in direct violation of Uniform Fire Code section 85. 106. While I cannot clearly find an issue that would preclude your continued occupancy of the building, my opinion is that a ground floor office space with a modern electrical system and an automatic fire sprinkler system would provide a much superior life safety situation for you. MINUTES ('I I'1' SI'A( I?. NI-A."'IM COMMITI.Ti1.? Jauruy 19, 1994 Meeting called to order. Minutes distributedt and everyone read them. No corrections. Brian introduced Gary Alseth, .0 chilect who did original city space needs study last year. Gary: I did a similar study at Dear Creek Coil). In doing the Ashland study I had department heads, in consultation with their stall's, answer a questionnaire. Then I did a follow-up With emphasis on equipment nocdod. 'Iben 1 did a tour of departments. Rough draft was then reviewed my those involved betin-c llte final draft was prepared. We did a 1 O-year projection of space needs, reviewed special needs of each department for storage, conference room needs, etc. these were added to spaces required for work stations. Considered equipment, furniture, etc. Used multiplier of 1.25-1.35,which is a recommended multiplier lbr office buildings "out of the planting book" (for hallways etc.). Existing City 1-tall has a nndtiplicr of 1.5. We then looked for nnisafiglnnent problems where supervisors were seper:ned 1Fonn stalFor depalntcnts that work together from each other. Once study was completed it was clear the existing City Hall did not have adequate space. Cathy: Mayor's and ltecorder's ollices.in study cu-e recommended to be much larger. Ilow did you come up Willi these:' Gay: 71nat is not a plan drawing; it is just a suggested area based on the questionnaires including special needs such as storage. It shows space needed for halls, walls, and other things besides whin is intended fi)r tile, ollice per se. Some organizations have space standards that give space allotments for each type of position. Bottom line is that you need to know what equipment each worker needs. 11tis may show needs different from such a space standards list. Rick: 'lltc concerns of the Our Town Committee are closely related to costs. I think we need to nuke a final report that includes all the true costs. Gary: I worked with a professional cost estimator to come up with costs in study. Cathy: If Rick IMs costs ;lre inaccurate, he should get together with the cost estimator. Gay: '1110 costs ill the report come from a cost projection book. Rick: Phone system additional computer equipment, excavation, architect fees, moving expenses, employee downtime are omitted or seem unrealistically low in the cost-estimate data I got from Brim. Gay: City has decided to do some work such as excavation in-house. Rick: But this is it cost, mud I will insist that the total real costs be in any report from this cotmnittee. Cost estimates for remodeling City Hall are too low: $25 per sq. ft. to $60. Briar 'Iltose are loo low. Last remodeling of City Hall cost$109/sq. fL John M.: We need to know what the committee thinks space needs are before we worry about costs. John F: We have to remodel City Hall regardless of costs. Rick: We need to have some idea of what we can afford and adapt our plats to fit costs. The two need to be interrelated throughout. Jim: 1 see, based on the questionnaires, that administration,finance, and community development are a basic unit. Gregg: Jim, can all this go into City Hall? Jim: Let's decide first what we want to stay downtown. Cathy: We have not yet determined how we can maximize space in City Hall. Don: C;ety, il'we had asked what is the minimum space ablolutely requited to operate elliciently, would result have been signilicanily di0crent'? G:uy: I don't think so. John NI.: Ike really squec;xd in the second phase ofthe sludv. We agreed on space- sharing, etc. in order to cut down costs wherever we could. We crone near minimum needed for efficient operation in the final repots. Marilyn Briggs: Ale committee is too rigid. It needs to get more creative. Ron: We have only met three times. I only became convinced of the neeed for more space during our tour last week. We need time to develop ideas. (Ile passed out a letter given to him olTeriog the Cily space is the Ashland Shopping Center. Cathy: Can some mcnthcrs ofour committee conic up with some cost estimates of their own? Rick, Ron, and.lohn IC a<_'rccd to work on it. Cathy: Next week we will mccl at Civic Center tlgain. Don Laws, Secrelaty LLOYD M. ISAINES ATTORNEY AT LAW 125Y SIS nIVOU BLV O. SUITE 232 ASHLAND. OREGON 97620 (SO]( 402.9300 January 18, 1994 Ad Hoc Space Needs Committee City Hall 20 E Main Ashland, OR 97520 RE: Newbry Site Ladies and Gentlemen: I have been approached regarding a potential lease and/or sale of certain property that I own in downtown Ashland, known as the Newbry property. The retail/office building on the "C" Street portion of the property is under construction and will consist of approximately 6,000 square feet. It will have an elevator. The parking for that building is located on the intersection of Water Street and Central Avenue under the structure which is labeled "tennis court. I am totally flexible as to whether i complete the office building and lease space to the City, sell the building to the City, or sell that portion of the undeveloped real property which is marked in red. I .would be willing to accommodate the needs of the City as long as it did not render the remainder of the property unusable. In the event the City purchased all or a portion of the undeveloped property marked in red, it would be my intention to -develop the Helman Street portion of the property some time in the future. If you have any questions, feel free to contact me. I remain, Very truly yours, Lloyd M. Haines LMH:sm o V�.plf I uur 1 r I'V"sl1�: I�is��luwi�ILTd I. nul I �L�I+nt � �% R'/ � Ili l�hm��l �l�llrl .+ .;F, • �� oQD Mcaw�` �! 1 wwAA 0 _p Il it tali � 00 1� 1 IASHLA]ND HOPCEN P.O. Box 3030 Ashland. Oregon 97520 • (503) 499-5627 January 17, 1994 Mr. Ron Roth Geppetto's Cafe 345 East Main Street Ashland, OR 97520 Dear Ron: i As you know the Thrifty space in the Ashland Shopping Center has been vacant for more than one year. In an effort to help both the community and myself, I would like to offer the 17,190 s.f. of vacant space located in the Ashland Shopping Center to the City of Ashland for relocating the City's offices. I would be willing to lease this space to the City on the following basis: 1. Monthly rent of .501 per square foot. j 2. The City would be responsible for 19% of the common area maintenance expenses, real property taxes, and insurance costs of the Center. 3. No rent or common area maintenance charges for the first year. 4. A minimum tern of 5 years with additional years or options to renew which could be negotiated. 5. 1he City would be responsible for all utilities. 6. The City would be responsible for renovating the space to meet the City's- needs. Mr. Ron Roth ' January 17, 1994 Page 2 7. The City could rent less than the whole space providing a dividing wall was constructed at City's expense. ! 8. 1 believe this proposal would be very good for the City as it would: a. Give the City a good lease Willi one year's free rent. b. Alleviate the need to spend $650,000 for relocation of the City's offices. This money could then be utilized for more important City needs. C. 1 his would help relieve the stress on the parking downtown. d. the location offers access by bus and bike and convenient parking. e. 1 he location would also be convenient for employees because of the other services offered at the Center, including food, shopping, mail services and exercise facilities. Please let me know if there is any interest. I would be happy to discuss the matter further Willi you or any other interested parties. Sincerely, Michael Rydbom Toy y M4e,- 4XP0m - } � h� rlJvAr2 f�1 I#hC� ��,U�'plhvf �h7�0r hq5 S tid S�f,-1,'�� v>��►�� 5��� r .i ASI;� � iry, �v �j^� pa�� ct wr-� h ,-bx/�e5q rj vN►' Lo 4t /dpi,^5 uls5 , My ,(f/�7_ ��,�>a/ fOL� (1� I I\ (S li�i//�r �\S � d� �! • � e/l�J� ( j�f2�' 15 /� MINUTES CITY SPACE NEEDS COMMITTEE January 12, 1994 Meeting called to order at 8:06. All present except Gregg. Rob has been replaced by Darrell Boldt. Rick: Raised question about plans for remodeling City Hall with addition to upstairs. Michael: Was police and fire chiefs'suggestions about moving ofifces part of final plan? Don: No. Ron: What is the multiple factor added to all spaces specified? Brian: That was to include halls, common areas, etc. Discussion of duct work, air conditioing , etc. in the area proposed for the addition to City Hall. Rick: When will we hear from Gary Afseth? Cathy: Next week. Rick: What about costs of blinds, drapes, new furniture for any new space? Can Gary give its costs for these? Brian: I would have to do that. Unknown: What is relationship between City Recorder and engineering? Rick: The questionnaires showed many units ranking their relationship to Community development quite high. Cathy: We will meet next week in Council Chamber. After presentation by Afseth, we will tour Civic Center. Broke for tour of Engineering and City Hall. Jim Olson(Engineering): Biggest problem is not space; it is security of records. No room for or structural strength for an adequate vault. Also pointed out electrical wiring problems. Jolty M: This area(engineering)is a real problem from point of view of compliance with A. D. A. Ron: Is building structurally sound enough to remodel? Jim Olson: We don't know. Moved on to City Hall. John M: Biggest problem for Community Development is space. People are crowded and no place for storage. Big problem with A.D.A. compliance. Discussion of microfilming, commuter scanning as ways to resolve record storage problems. John M. and Jill Turner(Finance and Administrative Services)thought this would work for some records but not be cost effective for others. Dick Wanderscheid(Conservation): We want to start a new conservation program, but cannot because of inadequate space for new employee. Jill Turner: We have an open position in Finance(Budget Analyst)that we have not filled because of lack of space. Looked at space between buildings upstairs, Attorney's office, and the Administrator- Mayor-Public Works-Assistant City Administrator "suite." Meeting came to an indefinite end as Committee members gradually dispersed to pursue other demands on their time. Don Iaws, Secretary ..:".:i of _':rG �R=l.'1C j.C_ C_L:' _ll is .,fi_ yy((�� �O witn n— original. aothiF: / to worry a o as I see l�' i , ' ` its 4a11 anpears to have ;-een bu`_lt on the enlarged portion of the Plaza. a-iSgs. D ed from JOHN R. HELMAN Abp WIFE TO THE _-ORPORATION OF Tae. TOZI OF AS?..AND: Phis Indenture, made this 20th day of August, 1884, between J. R. Hainan and Mary Heiman, his wife, the Parties of the first part, and the corporation of the Town. of Ashland, Jackson County, Oregon, the Party of the Second Part, therein, WITNc33ETH: Whereas the Parties of the First Part are desirous that the following described premises shall be and remain the property of the Boole ofthe Town of Ashland to have, and to enjoy, and used in com,;on by the Tonle of said Town as a Public Square or Plaza, and also for the erection of a Town Hall and Jai therein, Now this Indenture Witnesseth: That the Parties of the First Part for the purpose of carrying outt an- the securin the objects aforsaid, and in consideration of the sam of One Dollar to them paid, doth by these ;,resents do b,rgain, sell, convey and quitclaim unto the Corporation of the urea of Ashland, Jackson County, D-egon, t e follo:aiag described ;xe:erses land, (provided, that the said fol_oa: ns a'-scribed land be used by tae said corporation of the Town of Ashland for tae purposes aforesaid, and in case of the possession of the land herein aescri':ed from the purposes :fi)rsaid, by said corporation of said Town of Ashland or by any person or persons claiming under them, it is hereby expressly stipulated that the land gereinafter --scribed- shall revert .to,_and again become Vested in the: Parties of tae First' :art as though these ;_ had never beer. nade, to-wit: all that place and parcel If land situated in the Town -of Ashland, Jackson County, State or Oregon, and "Kno*rr, on the official maps of said Torm as the P ;Z4, and bounded oy Blocks ONE, T:10 AND Tr EE and the Flouring 1�,�sil Let. TO T�*r-- A-D T.: t e said cmrecises upon the conditions aforesaid, wit' the an:alrte nances, •.into the said el oraorrtion of the Town of Ashland, forever. inT-%ROOF, we have hereunto set our he '.s and seals this 20th day or AuEac A.D. 153 •. Done in ?:esence of: :.._. R. J. E. J. Farlow 7. D°oaatt ?y A. D. H ,:•.AN, Ti. A.tor: et' in - a]t. itckno-.;Isd_:::---nt before E. DePaatt, County Judgee . _ cac'.<son County f ila' And raccrded in $ Volume 11, Papa 481 jac�'.. __ ..J1:"i Ore g0^ D-e= R°COrdS. on Au='::5 t 21st, 133'+. - ''ot'__e .i,=t `-e deed covers more land t%:an inch:=d in the city hall. You may have t, dig oat so-e old a:a,s to fully un9ers c-• . ,s deed. _1L °3w.S >o �; rldCwr.L'.�`si�lASiitt� V.l(, P. ayi •_vr,, -1.•_!164ti.>•t� F,�.. I 1)/,../..i.a_.w,..La/.w..[..�,�.L.�..t.✓p.rry6:l.:.f QJG✓....«FaO...y�G./.:.... � � A.•�••r,(.f..,��,/%._.e�.M1zt:.:.oir.:�irl:r.,l.....,Ll a_'..,.I_....lr h<_�l (/�.!w./F..L. r XI/... :/✓...ln/./w»��..»...�..r._.r/..:..Y ..../,:rl.'....1.}/.�.�� . /rrf/yt✓T.L y/..ade..i.n....�.,../ /./.i....6�.N..../...:.Al./A�e f...q na.L!..........r iR�:.:e v..,�.�'/.,e.<::..• lf.i4.`.,�f.✓..o%.o9n.l7.O....r.i�sG..t �..J.L:...n�....:an:.'!L!G /,, 1rr n�/....l.r/,�R.;//.:.:w:....../�.1./!r'>�...... ..ea.lG7•ffF.c.W.!'w.f i• ' /.�(l,: ../..... .:_�.-/>/..wa77...:v. .....6.IF>;./.....�.2e...r/l_..•._7:.t..pf.` ..�'.✓...e./... '!./i...w.:7nrC.<y....T..0 2/n.zl;f.�....�r!_2... 1 SUGGESTED AGENDA rrEMS FOR crry SPACE NEEDS COMMUTES 1. Guided tour by department heads of offices in City Hall and Engineering. Talk to employees at random about their space needs. 2. Description of city department activities with emphasis on how they interact within departments and between departments, and upon future expansion plans. Brian Almquist- General Administration Steve Hall-Public Works John McLoughlin-Community Development Jill Turner-Finance and Administration Paul Nolte-Legal Nan Franklin-City Recorder Cathy Golden-Mayor 3. Explanation by Cary Afseth of methodology used to arrive at amount of space needed by various units. 4. Deliberation and decision by Committee concerning amount of space needed(if any), urgency, and timing. 5. Review of possible locations and their pros, cons, and costs. 6. Deliberation and consensus-building by Committee on recommendation or recommendations to make to City Council. MINUTES SPACE NEEDS COMMIT FEF, January 5, 1993 All members present. Meeting convened by Mayor Cathy Golden. Cathy: She and Brian suggest the following committee activities: 1. Meeting with Gary Afseth about methodology in determining space needs, including his employee survey. 2. 'four of facilities. 3. Meeting with realtors concerning what space is available downtown. Don: We should divide our task in two: (1)What are our space needs? (2)How should they be met. Rob: We need to be clear on who are the voting members of the Committee. ' Michael: There.is a difference in the perceptions of those of us who are "in"city government and people in the general public. The latter are especially concerned about costs and demand that any expenditures for new space be fully justified. Rick: We must look at resources of city to see what can be done. We are coming on harder times, and there is much alienation on part of the people. We need to promote as much public participation as possible. This Committee and the general public have the capacity to solve the problem. Don: Handed out suggested agenda items(enclosed). John: Would be nice if we had some preliminary background. Might be good to start with Afseth's report. Ron: We don't need to be in a hurry. Meetings every other week would be frequent enough if we really focussed. We should be as public as possible and consider all alternatives. Whether this Committee has any clout is questionable. What about problem of a 5-5 tie since committee has 10 members? Every member should come to our next meeting with proposals for Committee agenda. Jim: We must realize that we are starting with an entity(City)that is currently working successfully in present space. Terrv: We must consider interaction between departments and the community as well as between the departments themselves. Cathy: Rods concern about tie vote on committee would reflect split in community. Don: Realistically, a broad consensus on this committee is necessary or this matter will end up on the ballot anyway. Cathy: We need to submit bi-monthly guest editorials to the Tidings reporting the progress of this Committee. Vote was taken on whether to have weekly meetings. Committe agreed 7-2. Discussion of"guided tour." Rick: We need a number of items: 1. A set of blue prints of present City Hall 2. The A. D. A. study done for the City. 3. Structural engineering drawings of City Hall. 4.Possibly, blue prints of present Police and Council Chamber buildings. Greg: We need to concentrate first on determining the extent of our needs. Looking at drawings, etc. can come later. Cathy: Before next meeting we need copies of Space Needs Report and copy of Afseth's employee questionnairre. We will review that material next Wednesday at the beginning of the meeting,then tour City facilities. Brian agreed to have materials available at his office after 1 p.m. Friday the 7th. Meeting adjourned approximately 9 a.m. RESOLUTION NO. A RESOLUTION OF THE CTI'Y OF ASHLAND ESTABLISHING AN AD HOC CITY SPACE NEEDS STUDY COMMITTEE WHEREAS, the City Council believes there are present and future city government space needs; and WHEREAS, the City Council believes it is in the best interest of the City to secure widespread support for any proposal to meet these needs, NOW THEREFORE BE IT RESOLVED BY THE CITY OF ASHLAND AS FOLLOWS: SECTION 1. That the City Council agrees to postpone any action on the proposed new city office building from the date of adoption of this resolution until such matter can be properly resolved through an ad hoc committee process as outlined below. SECTION 2. That the City Council authorizes the Mayor to appoint an ad hoc committee to examine the space needs of the City, propose the best feasible solutions to any space needs, and to recommend how and when the solutions should be implemented. In addition to the Mayor the committee may consist of but not necessarily be limited to one or more individuals from the Planning Commission, Historic Commission, the Our Town Committee, Friends of Ashland, city employees, the City Council, and citizens at large. .. SECTION 3. That if the City Council does not adopt the committee's report, the City Council will place on the ballot at the next election date authorized by state law the Our Town Committee's proposed initiative measure. SECTION 4. That the City Council withdraws the City's application for a site review for a building located at 1175 East Main Street. The foregoing Resolution was READ and DULY ADOPTED on the 30th day of November, 1993. Nan E. Franklin, City Recorder SIGNED and APPROVED this _day of 11993. Catherine M. Golden, Mayor THE CITY OF ASHLAND AD HOC SPACE NEEDS STUDY COMMITTEE MINORITY REPORT TO THE CITY COUNCIL April 17 , 1.994 While we concur with the majority in that the need for additional space for city offices is acute , the minority feel that the report to the City Council is flared in several key areas : 1 ) By rejecting all of the proposals that would have included a new building on East Main, the committee has sacrificed the benefits and efficiencies inherent in new construction . The estimated cost of the aquis- ition and remodeling of the Hillah Temple building would exceed $150 per sq . ft . By contrast , a new building on East Main could have been built for around $82 per sq . ft . , with the additional advantage of being able to design exactly the kind of space needed for maximum efficiency . 2 ) The need for additional space for the Department of Community Development is immediate . Because the majority report recommendations could not possibly be im- plemented with the $800, 000 currently available , Commun- ity Development will continue to suffer until a way is found to raise additional monies . Unfortunately, no temp- orary solution to this departments space dilemma was considered or recommended . 3) The committee never seriously faced the issue of cost . The majority recommendation would require the expenditure of more than double the $800 ,000 available for this project . The report contains no hint as to how this rather sizable obstacle is to be overcome , but does suggest that its recommendations be carried out "as soon as possible" . Considering the current post-ballot- measure-5 political climate, this "as soon as possible may become a very long time . 4 ) The committee never came to an agreement on Just how much additional space the city really needs . The afseth study suggests that an additional 10, 000 sq . ft . is needed while some on the committee feel that 6000 sq . _ft . would suffice . This question should have been settled before anv recommendations were made to the Council . S) The minority concurs with the committee recommend- ations that the city engage an engineer to determine what needs to be done to bring the existing City Hall to current A .D .A. and seismic standards . Further , the minority suggests that the Council consider placing the various options on a. ballot and submitting them for voter scrutiny . It is our opinion that the committee ' s view in regard to an expenditure far in excess of the budgeted amount , is at variance with the feelings of the community . Michael Bingham Greg Williams CORRECTION TO"BACKGROUND INFORMATION" Don Laws Apr. 19 The figures for the Staff Plan on the Summary of Costs are incorrect. The Figures should be $630,000 for Remodeling City Hall (Some remodeling is done with the Initial Cost of$830,000), and the Total Cost should be$1,460,000. This brings the Cost Per Sq. Ft. to $97. i Of H e Emorttndum .04E00�, ' ^ April 18, 1994 �Ia: Brian Almquist, City Administrator Tam: Steven Hall, Public Works Directo> ,�$labjttt: RVTD Update Doug Pi!ant,Senior Planner for RVTD,passed some managing news to me about the remarturing of the mutes saving Ashk d. One of the problems they have had with the high demand for transit in Ashland is meeting the Ashland-Medford Route times. As of July 5th, the following changes will be made to Ashland routes: * Route 10(Ashland-Medford)will conclude its route by turning on 2nd street and returning to Medford. * Route 5(amendy in-Ashland 15 minute headway route)will continue the route through Ashland, out Sisldyou Boulevard, Tolman Creels Road, Ashland Street to Ashland FM Inn and return m Ashland Sheet, to Srld Bou� to downtown. Tire schedule is to arrive 2-3 minutes ahead of Route 10. * Route 6 will be added. Route 6 will also provide 15 minute headway in Ashland and will nm the revere of Route 5. This will provide two way bus traffic on the AshI d/TdrrmVSWdyou potion of the in-Ashland system. Route 6 will arrive 15 minutes before Route 10. The mute will cost RVTD an additional$75,000 per year. * Doug is curmuly investing an additional route which would save the howknotel areas and the Pact&Mrffr st Museum of T, h may. His repot will be preset-imd to the RVTD Board of Directors early in 1995. Doug also noted that RVTD had ran an article about the"Ashland Experiment"in a transit trade magazine and has had many inquiries from all over the United States. It is great to have some simoesses. Now, if only we can convince the Feds that our successful experiment could be funded then ..................... if! cc: Pam Barlow, Administrative Assistant Doug Pilant, Senior Planner, RVTD Traffic Safety Commission Transportation Planning Advisory Committee (c:l&W\r ldit amm) of ASIj, �REGO .. April 15, 1994 Q: Brian Almquist, City Administrator ram: Steven Hall, Public Works Direct.A .1 1I�IjEtt: Water Status Update Attached are graphs for Reeder Reservoir and Ashland Creek. Reeder Reservoir will be full by the June 1st target date. The flows in Ashland creek have again dropped below the 1992 levels. This is a cause for some concern for our supply through the summer. With the warming trends,the flow in Ashland Creek will increase. After the snowpack is melted, a better evaluation of the impact on water supply for this summer can be made. I will keep you apprised of the situation at each City Council meeting. cc: Jim Olson, Assistant City Engineer Dennis Barnts, Water Quality Superintendent Keith Woodley, Fire Chief Enc: Reeder Graph Ashland Creek Graph REEDER RESERVOIR VOLUME MARCH 1994 THROUGH FEBRUARY 1995 100%0 e i .... _ .......... U- - : ___._.__._s. ..._.— _.__._—._ ._._._....__.. .._...-----...__.._ ._....---._._......._.a _ w 40%---;................ _...............---'- __...... ---..- ._... - — -- -._._ ._.. -- - - - w 30% . ._........-._ .....- -.........- -.._._...._ --------------------. ...................-.------................._....- .............. ..-..-._......................... _ 20% ._..._. .-----..... - ---- - -- -.....-------_..... _ ..........._...- - -- ........_......_ ............. ........................-.._.._...I-- — - ......- -.._ _ ..........._..-- ._.._...--.._..._ ._... - .. .....--..i. 0% 3/01 04/20 06/10 07/30 09/20 11/10 12/30 02/20 DATE -� - Theoretical Actual i CITY OF ASHLAND ASHLAND CREEK FLOWS 1 Q 2 >; € 10 ........ ..._._.._._... --..-.-- - -...-- - ---- -- ........................_........._--------------------------- z9 ------+- --- - -...- --- - - - -*- -....._.-...----.......... .... ........_........._............................... O ........._......-.._.j......................................j._...__----------------- Q7 ....._.i-.....--..__.__. -a_- ..-i-...__...-......._.._ -......-......................i......................................i....._................. Z 6` .-.... ...' ._.._.-i-.....___..._.._._....:--------__------_--...._..._ ...................._.......i-.................................... i......................-. - O 4 ..._. ! ..... ------- ` ._. ..-......-.... ._.. - - ...................... .......---------........................ ...................... Z 3 ---------- - - - -..T - - _.... ! _.._._..._._...._..... .... ............... - ... ........ ........ .............._.. ..Avg thru 4/149 O UL 1 JAN MAR MAY JUL SEP NOV DATE -�- AVG 1976-1993 +- 1994 - - 1992 April I3, 1994 MEMO TO: COUNCIL .FROM: DON LAWS SUII.IFCT. REACTING TO CI'! Y SPACI; NEEDS CON N1ITTLE' RETORT The Council did %r!.ai :i i:::: £: ;al:eu ii auiborized the appointment of the City Space Needs Commitlee last year. We were faced with an initiative measure which n'erdd have seriously tied the hands of councils into the inde.fnile future. Our only hope to avoid Ihat contingency was to persuade the people behind the initiative that these •.vas a halter alternative. For that reasor. I Lelieved that 1F.csc. ic:lividnald had is he .. !! r::pi<senfed oil the committee, :!nd Ihev we-e. After considerirw marry alternatives, thev still believe the n:atediately o.eded ofi¢s space should ire in the downtown. kitote 1kal souse of us will react very negatively to this lintitaiion, bui I don't think that this reaction is very prodnctive. The foot is that we must accept the committee's recommendations or put tile original initiative petition back on the ballot.- Instead of recriminations, lei's make file most orwhat is left open to us. The committee actually produced souse iaferesiiug and C'.ra: .:: tdcas that stay l:c hcilifu: t❑ our c! o:t W sole Out' space problems. The committee confirms that the space in Planning is much too crowded, that 9 is ir. a tic:n-ha:idi¢ai>ped-accessible. firetrap, and that there is uo space left for anv new employees. It calls for its to use the 5800,000 set aside for a new building "to acquire, improve, and maximize space for city offices in the downtown cote". It specifically rec:Onamends that Cify Hall be brought up Io handicapped,seismic, and energy conservation standards "as soon as possible"; that the City acquire. the Hilial: Tetaple "as soon as possible"; and that the Council hire an engineer to recommend how to accomplish these recommendations. I believe we all agree that bringing City Ball up to standards as expeditiously as possible is a good idea. 'We are already committed to bringing it up to handicapped standards next year,and the rest should come in a reasonable time-span,anyway. Ouc of the options considered by the committee calls for rennovating and expanding t'itp Hall. It would actually cost less than both building at Fast Main and bringing Citv Hall up fo sla::dards. Its drawi:ack is lhal it doesn-'t provide as much total space and it does not allow us to consolidate all of Public works in one location. I think we can work with this proposal. R will pre:yi c: ar, addii Ona! 1,800 sq. ft. and make the existing space much more flexible. With careful designing. 1 think it would meet all our immediate space needs and perhaps meet some of our future need&. A rough estimate of the cost is 51,300,000(not including temporary moving costs during construction which Arian estimates at 5150,000.) This would require us to do some internal borrowing to add to the budgeted 58011,000. Jill au: i ha. i !ci;fi�cd $102,400 of auuual revenues which could very logically he earmarked for repaving the Ivan. It consists orS60,000 included in lice city departments' annual Central Sciti-ices assessnu:nt for "facility charges", the Si14,400 annual savings on rental space for Engineering*, and the 528,500 from annua! note payments from the A St. and Croman :which are projected in the proposed budget for the Capital Improvement Fund. With these revenues, we would he able to pay back the borrowed funds within five or six years at '7% interest.. -1c advantages of this w—oposal are. that it gets us the maximum possii;ie. space is the. don nfown, can be. financed with "existing" funds, and.it would immediately bring_ t'ity 1i:311 Up to aii existing standards (hopefully setting an examplee for the rest of the I recommend that we !tire an engineer as required, situ t!tat %sc also lii:e. desipnerfarchiteef to recommend how we can maximize our snare utilization. Let's gel the space we call ac,thou as wc. can. Obviousiw. we, wiil have to delay doing anytiling about the t?it!s4 • opine nronerty until morn feinds hernme available. but if that becomes possible. we will have more than adequate space for expansion for some. time to come. This is a reasonable solution,and it is the best.solution open to us. Maybe it is even file hest solution. Q BACKGROUND INFORMATION ON OPTIONS CONSIDERED BY CITY SPACE NEEDS COMMITTEE Compiled 11aslily by Don Laws April 14, 1994 ALTERNATIATS REJECTED DURING EARLY DF.IdBERATIONS: 1. ],eased space iu Ashland Shopping Center. Reason: Would divide City operations into three widely separated locations. Highly inefficient. 2. Old Community Store. building. Reason: Same as 1. 3. Haines properly between Helman and Water Streets. Reason: Cost was too high and :c;catii;n slightly too far fruit C lit !!";In s:,u:::d dcnrn:uwn :naiiiun. 4. marking lot North of t,ast Alain across frwu Plaz.i. Reasou: Not ioi sale. i. New building on Lithia Way across from Copeland Lumber. Reason: Would result in loss of 11 parking places which arc part of the Downtown Plan and related opposition by dowutowa businesses. ..L:t;RNi>.'i IVES (;I:n'I'. ;i6:l�iO];S C.ONSIDF,R "PION: 0. Abieth Fiau. i his is the uelc?,10v sy. :.. .,,...;aag oil East Main that the Council originally approved. Majority of committee opposed because it took too much of city }+,i>1'lU7i uleiit alti Sy from dolvutown. 7. armory Plan. Purchase of tiie daylight basement in the Old Armory. Would consiki of-approximately 10,0110 sq. ft. and would be built to City specifications. Majority of coinuiittee opposed largely because they did not think it has the proper "auora" for city offices. Several city employees expressed opposition to being "underground." R. Hillah Temple Plan. Purchase and remodel of Hillah Temple. Hillah Board agreed to negotiate,and.said what they wanted in payment was a new building at a new location, possibly in Medford. Some members of Committee felt it could be partially paid for by sale of the City's parking lot across from Copeland Lumber on Lithia Way. Eleven parking places would be made tip by spaces at Hillah location. Committee virtually unanimous in believing it would be desirable for the City to eventually control this proper).. 9. Staff Pii:i:. A 7,100 sq. ft. building at East Alain,a small addition at the rear of City Hall (including an elevator), and the relocation of the Conservation Division to the Community Building across from Lithia Park. Majority of committee opposed because they felt it was not enough of a commitment to the. duwntowo. 10. Vesie Plan. Major reconstruction of City Hall. Build a steel frame, gut and replace most of internal walls, rill in the space between the m•esent building and file ABC/Shakespeare building, and add a partial third floor. Would add about 3,300 sq. ft. to present City nail. Most of Committee were favora tile to idea of immediate renovation of .. .r;. .,.. ..... ahi;ut the limited additfuaal space and agreed that other space elsewhere world be required. 11_ Vesie Pins Plan. Same as Vesie Plan except expand City Hall in rear between "Jail area" and the ABC Building and include second and tflird flours above new extensions. Would avid &9,011 sn. rl, in City Hall, Was not discnssrd in detail by file Commiltep. SUMMARY OF COST AND AIN10UN'r OF SPACE ACIIILVED !\:"!":.,.L RE?AQll!7 itiG 'FOT.41. TOTAL. C05'C.o!S3 . I. Af eth t'lan(Remised) 9,100 57511,528 s781,000 Y 16.400 c1.532,528 $93 �c^Ot!0 731.00!1' 17300 , <,l 1n�, go ,;iiiaii T'i:;:: ,ii0 - l,0l3,�i% 751,1100= Is Si10 93,650 13t; Hiltah Plan 6,500 1,1113,550 781,000' 13,800 1,794.650 130 st;ill'Plar, 7,800 530,000 781,000 15,1:!0 1,Gi i,i"m 107 "vesiePlan 3,291 1,128,225 U io,59i 1,128,225 107 Vcste flan Plus" 4,797 1,297,869 0 12,097 1279,869 107 •City Hall remodelling can he done and paid for over n period.,f rope "The Vesie Plan Plus includes adding two stories on the"jail"area end adding three new stories on the space beside it. Includins existin¢ON Hall.