HomeMy WebLinkAboutItem A: City Hall Complex Strategic Issues Workshop
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City Hall Complex Strategic Issues Workshop
Meeting Date: October 19, 2005 Agenda Item Number: A
Department: Central Services Staff Contact: Mike Penwell
www.eugene-or.gov Contact Telephone Number: 682-5547
ISSUE STATEMENT
The purpose of the October 19, 2005, City Council workshop is to explore strategic issues that will
guide the Eugene City Hall Complex Master Plan, and provide the consultant team with an
understanding of the council’s preliminary leanings on these issues prior to the development of the
public involvement process. The results of this workshop will be used as the basis for developing
specific options for the approach to and cost of the master planning and public involvement
process for the City Hall Complex, which will be brought back to council for specific direction at
the November 23, 2005 work session.
BACKGROUND
On May 25, 2005, the council approved the City Hall/Police Building Priority Issue Action Plan
which identified the major policy issues to be addressed, the overall description of project phasing,
the nature of work to be accomplished, resource needs and proposed project outcomes. The first
phase of the action plan is identified as the Policy Advisement Phase which will culminate with the
council workshop. The council approved the allocation of up to $50,000 from the Facility
Replacement Reserve to implement Phase 1 of the action plan.
On September 12, 2005, a public hearing was held to give the citizens of Eugene an opportunity to
offer suggestions on a master planning process related to City Hall and associated City facilities,
and identify issues to be addressed as the City plans for its future downtown facilities needs.
Several people addressed the council at the hearing and several more people have subsequently
submitted written comments on the subject of City Hall master planning. Both oral and written
comments have been forwarded to the consultant team for consideration throughout the master
planning process.
RELATED CITY POLICIES
The City Hall Complex master planning and public participation process relates to the council
goals of an effective, accountable municipal government, a safe community, and sustainable
community growth and change. In addition, the City Hall/Police Building action plan identifies
ten key issues that must be addressed as the action plan moves forward.
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COUNCIL OPTIONS
The council is asked to provide general direction on the strategic issues related to City Hall
complex master planning, and on preferences for the public involvement process. While it is not
anticipated that any formal motions will be introduced during this workshop, there will be
numerous opportunities to indicate preferences or “leanings” on the issues related to the City Hall
Complex. In general, councilors will be asked to group these policy issues according to the
following three categories: 1) those issues for which the council has clear agreement and is ready
to provide explicit direction; 2) those issues for which the council wants public input prior to
making a decision; and 3) those issues for which more technical data is required before making a
decision. The City Manager is scheduled to return to the council on November 23 to seek
direction on specific approaches and costs for the Development Plan Phase (Phase 2) of the City
Hall Complex Action Plan.
CITY MANAGER’S RECOMMENDATION
There are no specific recommendations for this agenda item.
SUGGESTED MOTION
There are no suggested motions related to this agenda item.
ATTACHMENTS
A. Council Action History on Downtown Space Plan
FOR MORE INFORMATION
Staff Contact: Mike Penwell, Facilities Design and Construction Manager
Telephone: 682-5547
Staff E-Mail: michael.j.penwell@ci.eugene.or.us
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ATTACHMENT A
COUNCIL ACTION HISTORY ON DOWNTOWN SPACE PLAN
On April 11, 2001, council was presented with the concept of developing a long-range plan for replacing
downtown office space. The plan included both potential short-term and long-term actions. Council directed
staff to research a variety of ways to procure City buildings, including design-build, and report back to council
before the planning phase begins for the next new City building.
On April 25, 2001, council was offered several potential short-term actions to create a safer, more efficient
environment for staff located in City Hall. Council directed the City Manager to (i) develop programming,
space needs, and site requirements for relocating certain police functions; (ii) develop a long-term master plan
for future use of the property in Roosevelt Yards by the Police and Public Works Departments and a financial
plan for implementation, including consideration of redevelopment options for more efficient land use; (iii)
dedicate the proceeds from the sale of four surplus properties to the Facility Replacement Reserve; and
(iv) identify and recommend an appropriate downtown site for purchase for Fire Station #1, with a report back
to council with final site selection prior to purchase.
On May 16, 2001, council directed the City Manager to develop a financial strategy and implementation plan for
replacing City Hall and other downtown City office space with new buildings. The council’s direction included:
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consideration of possible joint development with other agencies; consolidation; locations along 8 Avenue from
Oak Street to the river as well as possible sites for joint development with other agencies; and, potential for use
of some of the warehouse and historic structures east of Mill.
The 2001-2002 Council Goals included an action priority to “Develop a strategy and implementation plan for
City downtown office and public safety facilities.” One of the three work items was to adopt a policy
framework for long range plans to help guide decisions on reinvestment in existing City buildings downtown. A
policy for the maintenance and preservation of City Hall and the Public Works Building was presented to
council on July 5, 2001. This policy reduced the level of reinvestment to provide for an expected 8 to 10 years
of continued use.
On September 19, 2001, council addressed near-term and long-term projects by directing that relocation of
Special Operations and EPD personnel in the basement of City Hall, and relocation of Fire Station #1 should be
the first priority of projects in the Downtown Space Plan. Construction of a new Police Services building and
City Hall were the next projects, with design for the Police Services building projected to begin in FY05, and a
replacement of City Hall was targeted to begin design in FY08.
The September 19, 2001, council item on the Downtown Space Plan included a description of internal and
external funding sources to implement the eventual replacement of City Hall with new buildings. Council
approved the staff recommendation that the projected funding gap be met with a combination of the dedication
of additional General Fund resources and General Obligation Bonds. One of the proposed internal mechanisms,
the payment of market based “rent” by services that would be located in new downtown buildings, was the topic
of a work session on November 26, 2001. The “market rent” concept was incorporated as an on-going City
practice beginning in the adopted FY03 Budget.
On February 25, 2002, council approved a resolution to fund the construction of the new Fire Station #1 through
General Obligation Bonds, with City resources funding non-bond eligible capital costs.
At a May 22, 2002, work session, council approved the location of the Roosevelt Police Facility, a financing
plan over two fiscal years using City resources from the Facility Reserve, and the use of a Construction
Manager/General Contractor (CM/GC) form of construction management. Council adopted funding for the
Roosevelt Police Facility on FY02 SB #3 and on FY03 SB #1.
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On October 29, 2003, council held a work session on the Downtown Space Plan, focusing specifically on the
need for a new Police services building. Council directed staff to bring recommendations back on the
preliminary planning, cost and financing of a new Police Services building. Several councilors asked for more
information on how a new Police building would fit with future plans to replace City Hall, and for development
of a more general “civic center” concept.
On November 17, 2003, staff presented the Multi-Year Financial Plan to the Budget Committee. This plan
identified both the capital and operating needs for the entire organization over a six-year period. The police
building was listed as a high priority need in the MYFP, and replacement of City Hall was also included as a
future project.
On November 19, 2003, council held a work session on sequencing of financial measures to be presented to the
voters. The staff materials indicated that a bond measure for a police building would be the next potential item
to be presented to voters in November 2004. Council discussed the materials, but did not provide any direction
or make any decisions at the work session.
On February 25, 2004, council held an informational work session on the Civic Center Design Charrette and the
Mayor’s Civic Facilities Visioning Committee. On April 28, 2004, a work session was held to update council
on the Mayor’s Civic Facilities Visioning Committee and on financing plan options, borrowing methods and
construction methods that could be applied to a new police facility. On June 16, 2004, council reviewed the
report of the Mayor’s committee and asked that a public hearing be held on the proposed policy principles that
would guide future Civic Center development. A public information session was held on July 8 and the public
hearing on July 12.
On July 14, 2004, council held a work session on the Civic Facilities Visioning Committee Report and adopted a
revised set of Civic Center policy principles. They also determined that a City Hall and Police Building would
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be located on City-owned property on 8 Avenue.
On July 21, 2004, council continued discussion of a potential bond measure for the November 2004 ballot. The
council directed the City Manager to develop a resolution to place a measure on the ballot based on an option
that would combine near-term space needs with modest Civic Center amenities. On July 26, 2004 council
placed a $6.79 million bond measure on the November 2004 ballot. The measure was to fund social service
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agency space, police expansion space, improvements to the parks blocks, and improvements to make 8 Avenue
a “Civic Street”. On November 2, 2004, voters rejected ballot measure 20-88 by a margin of 60% to 40%.
On November 22, 2004, council approved the transfer of $15.4 million into the Facility Replacement Reserve
and agreed, in concept, to move forward with a master planning and public participation process for the purpose
of informing future decisions related to City Hall and/or a Public Safety Building. On SB #1 on December 8,
council approved the budget actions to make these transfers.
On May 25, 2005, council approved the City Hall/Police Building Priority Issue Action Plan which identified
the major policy issues to be addressed, the overall description of project phasing, the nature of work to be
accomplished, resource needs and proposed project outcomes. Council approved the allocation of up to $50,000
from the Facility Replacement Reserve to implement Phase One of the action plan.
On September 12, 2005, a public hearing was held to give the citizens of Eugene an opportunity to offer sugges-
tions on a master planning process related to City Hall and associated City facilities, and identify issues to be
addressed as the City plans for its future downtown facilities needs. Several people addressed the council at the
hearing and several more people have subsequently submitted written comments on the subject of City Hall
master planning.
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