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Home My WebLink AboutItem A: City Hall ECC UGENE ITY OUNCIL AIS GENDA TEM UMMARY Work Session: Next Steps for City Hall Meeting Date: March 16, 2011 Agenda Item Number: A Department: Central Services Staff Contact: Mike Penwell www.eugene-or.gov Contact Telephone Number: 541-682-5547 ISSUE STATEMENT The purpose of this work session is to provide further policy direction regarding planning efforts for non-police functions currently located at City Hall. BACKGROUND Almost 12 years ago, the council began to address the issue of renovation or replacement of City Hall. Since then, several planning efforts have included numerous public involvement opportunities for the community to provide input. The City Hall Master Plan process in particular gathered a substantial amount of public input that has informed staff and council decision-making both during and after the completion of that process nearly four years ago. Among the outcomes of this comprehensive planning effort were:  A vision for a new City Hall as a model of sustainability, reflecting the values and priorities of Eugene.  A flexible design concept to allow for incrementally moving forward as the City is ready and funding is available.  A guide for finding innovative ways to solve the space, safety and mechanical challenges facing the existing City Hall.  A timeline for making decisions about the future of City Hall by early 2011 in order to respond to Eugene Water & Electric Board’s (EWEB) shut-down of the distributed steam heat system by June 2012. Since the first planning efforts began in 1999, a number of projects have been undertaken to achieve the goal of relocating public safety functions out of City Hall:  In 2000, the 9-1-1 Center was relocated from City Hall to a new building at the 2nd and Chambers Emergency Services Complex.  In September 2001, the council directed that relocation of Eugene Police Department (EPD) personnel from the basement of City Hall and relocation of Fire Station #1 should be the first priority projects in the Downtown Space Plan.  The Police property and forensics building on North Garfield was completed in 2004 using Facility Reserve funds. th  The Downtown Fire Station at 13 and Willamette, funded with General Obligation bonds approved by voters, was occupied in 2005. \\Cesrv500\cc support\CMO\2011 Council Agendas\M110316\S110316A.doc The replacement of City Hall has been the next project priority. In July 2007, the council directed that the existing site be used for the construction of a new City Hall. Since that time, the council has made a couple of other key decisions to address space issues at City Hall. Specifically, on July 29, 2009, the council authorized the City Manager to:  Negotiate and sign a Purchase and Sale Agreement for the acquisition, design, and construction and move-in of police services at the 300 Country Club site. The City Manager completed this negotiation and purchase in June 2010.  Plan for a future work session with the council to address moving remaining non-police services out of City Hall. Because the Police Department was the most difficult piece of the City Hall puzzle to solve, and because EPD occupies over half the useable area in the building, relocating all police functions to the Country Club Road facility makes it much easier to plan for relocating the remaining functions from City Hall either temporarily or on a longer-term basis. Simultaneously, there are opportunities to partner with new downtown development projects (as in the City’s commitment to lease space in the Bennett building on Willamette Street) and to benefit from vacant office space downtown. This provides for a variety of potential options for planning and phasing of a new City Hall. Although the council previously decided that a new City Hall should be built on the existing site, the council also subsequently expressed interest in considering the current EWEB Headquarters as the new location for City Hall. In May 2009, the council directed staff to send a letter to EWEB to notify them that City officials wish to have first right of refusal for this site if EWEB decides to sell. To date the City has not received any notification from EWEB regarding their intent to sell the facility. In September 2010, the council directed that City staff work with EWEB staff to evaluate the feasibility of relocating City Hall functions to the EWEB headquarters property. EWEB and City staff met four times—including a tour of the site—and shared information on space needs and functional requirements. In considering the viability of this site, staff evaluated the physical layout of the buildings, costs to address building deficiencies and necessary tenant improvements, public accessibility to the facility, and proximity to other City facilities. A summary analysis is included as Attachment A and a summary construction cost estimate as Attachment B. The cost for acquiring and renovating the EWEB headquarters site to accommodate City Hall functions is estimated to be at least $30 million. Resources and Timing The functional, structural, and safety issues at City Hall have been well-documented over the past dozen years. In addition to the seismic vulnerability and deteriorating state of the facility, the approaching deadline for termination of EWEB steam heat requires the development of a short-term plan and timeline to address these problems. The City could have approximately $8 - 10 million available in one-time resources to accommodate relocation of services currently located at City Hall and building the first phase of a new City Hall. Staff has begun preliminary planning to vacate City Hall and relocate in temporary space until a permanent City Hall solution is approved and built. This would address safety and cost concerns \\Cesrv500\cc support\CMO\2011 Council Agendas\M110316\S110316A.doc while addressing a permanent plan for the site. The City Manager is seeking council direction to develop and implement a transition plan for moving all remaining City services out of City Hall by June 30, 2012, and to pursue Phase 1 of a multi-phased City Hall at the existing site utilizing available existing resources. RELATED CITY POLICIES The City Hall planning process relates to the council goals of an effective, accountable municipal government, a safe community, and sustainable community growth and change. COUNCIL OPTIONS The purpose of this work session is to provide direction to the City Manager to proceed with developing a phased plan for building a new City Hall on the existing site utilizing one-time funding for the project. CITY MANAGER’S RECOMMENDATION The City Manager recommends approval of the proposed motion. SUGGESTED MOTIONS 1.I move to direct the City Manager to develop and implement a transition plan for moving all remaining City services out of City Hall by June 30, 2012, and to develop a phased approach to building a new City Hall at the current site utilizing available resources. 2.I move to direct the City Manager to return with a funding plan for the project. ATTACHMENTS A. EWEB Headquarters Analysis B. EWEB Headquarters Cost Estimate FOR MORE INFORMATION Staff Contact: Mike Penwell Telephone: 541-682-5547 Staff E-Mail: michael.j.penwell@ci.eugene.or.us \\Cesrv500\cc support\CMO\2011 Council Agendas\M110316\S110316A.doc Attachment A ÛÉÛÞ Ø»¿¼¯«¿®¬»® ß²¿´§· Ûª¿´«¿¬·±² ·²½´«¼» ®»ª·»© ±º ÛÉÛÞ Ø»¿¼¯«¿®¬»® øÒ±®¬¸ ¿²¼ Í±«¬¸ Þ«·´¼·²¹÷ úÃ±ÃY£ªkÉ3+,, ×«»Ü»½®·°¬·±²Ý±¬ ø·º ¿°°´·½¿¾´»÷ Þ¿»¼ ±² ¬©± ¿°°®¿·¿´ °®»°¿®»¼ ·² îððì ¿²¼ ®»½»²¬ ½±³°¿®¿¾´» °®±°»®¬·»ô Ú¿½·´·¬§ Ý±¬ Ý·¬§ ¬¿ºº »¬·³¿¬» ¬¸» Ø»¿¼¯«¿®¬»® °®±°»®¬§ ©±«´¼ ¸¿ª» ¿² ¿°°®¿·»¼ ª¿´«» ±º üïëôðððôððð o ¿°°®±¨·³¿¬»´§ üïë ³·´´·±²ò Ü«®·²¹ ¬¸» Ý·¬§ Ø¿´´ Ó¿¬»® Ð´¿²²·²¹ °®±½» ¬¸» °®»º»®®»¼ ·¬» ·¼»²¬·º·»¼ ¾§ ½±«²½·´ ¿²¼ ¬¸» ³¿¶±®·¬§ ±º °«¾´·½ ·²ª±´ª»³»²¬ °¿®¬·½·°¿²¬ ©¿ ¬¸» »¨·¬·²¹ Ý·¬§ Ø¿´´ ·¬»ò Ì¸» ÛÉÛÞ ·¬» · ´±½¿¬»¼ ±² ¬¸» ®·ª»®º®±²¬ ¿²¼ ±«¬·¼» ±º ¬¸» ¼±©²ó Í·¬» Ô±½¿¬·±² ¬±©² ½±®» ¿®»¿ ¿ ¼»º·²»¼ ¾§ ¬¸» Û«¹»²» Ü±©²¬±©² Ð´¿²ô ½®»¿¬·²¹ »ª»² ¹®»¿¬»® ¼·°»®»³»²¬ ±º Ý·¬§ »®ª·½» ¬¸¿² ½«®®»²¬´§ »¨·¬ò Ó±ª·²¹ ½·¬§ ¸¿´´ ±«¬ ±º ¬¸» ¼±©²¬±©² ½±®» ¿´± ¼·³·²·¸» »¿§ ¿½½» ¬± ±¬¸»® °«¾´·½ ¿¹»²½§ °¿®¬²»® ø»ò¹òô ÔÝÑÙ ¿²¼ Ô¿²» Ý±«²¬§÷ò ÛÉÛÞ ¸»¿¼¯«¿®¬»® · ¿°°®±¨·³¿¬»´§ ïððôððð ¯«¿®» º»»¬æ Ò±®¬¸ Þ«·´¼·²¹ · ïëôððð ¯ º¬ ¿²¼ Í±«¬¸ Þ«·´¼·²¹ · èëôððð ¯ º¬ò Ñª»®¿´´ ¯«¿®» º±±¬¿¹» · ßª¿·´¿¾´» Í¯«¿®» ¿¼»¯«¿¬» º±® ½±®» ½·¬§ ¸¿´´ º«²½¬·±²ô ¾«¬ ¬¸» ½«®®»²¬ °¿½» ½±²º·¹«®¿¬·±² · Ú±±¬¿¹» ¿²¼ °»½·º·½¿´´§ ¼»·¹²»¼ ¬± ³»»¬ ÛÉÛÞù ¾«·²» ²»»¼ò Ó±¬ ±º ¬¸» Í±«¬¸ ¾«·´¼·²¹ ½±«´¼ ¾» ³±¼·º·»¼ ¬± ¿½½±³³±¼¿¬» ½·¬§ º«²½¬·±²ô ¾«¬ ¬¸» Ò±®¬¸ Ý±²º·¹«®¿¬·±² ¾«·´¼·²¹ °®»»²¬ ±³» ½¸¿´´»²¹» º±® »ºº·½·»²¬ «¬·´·¦¿¬·±² ±º °¿½» ¿²¼ ¹±±¼ °«¾´·½ ¿½½»ò Ý·¬§ ¬¿ºº ®»ª·»©»¼ ¿² ¿²¿´§· ±º ®»²±ª¿¬·±² ±°¬·±² ¿²¼ ½±¬ ½±³³··±²»¼ ¾§ ÛÉÛÞ ·² îððç ¬¸¿¬ »¬·³¿¬»¼ ¬¸» ½±¬ ±º ®»²±ª¿¬·²¹ ¬¸» ØÏ ¾«·´¼·²¹ ¿¬ ¿°°®±¨·³¿¬»´§ üïî ³·´´·±² øÍ»» ß¬¬¿½¸³»²¬ Þ º±® ³±®» ¼»¬¿·´÷ò ß¼¼·²¹ ¿±½·¿¬»¼ ±º¬ ½±¬ ©±«´¼ §·»´¼ ¿ ¬±¬¿´ °®±¶»½¬ ½±¬ ±º üïëóïê ³·´´·±²ò Ì¸· Þ«·´¼·²¹ ¿²¿´§· «»¼ »»²¬·¿´´§ ¬¸» ¿³» ¿«³°¬·±² ¿ ¬¸±» «»¼ ¾§ ¬¸» Ý·¬§ù Ü»º·½·»²½·» ½±²«´¬¿²¬ ·² ¿²¿´§¦·²¹ Ý·¬§ Ø¿´´æ ®»²±ª¿¬·²¹ ¬± ¿ ÔÛÛÜ Ù±´¼ ¬¿²¼¿®¼ ø±® ¸·¹¸»®÷ üïëôðððôððð õ ¿²¼ Ì»²¿²¬ ¿²¼ ¿¼¼®»·²¹ º«²½¬·±²¿´ ¿²¼ ½±²¼·¬·±² ¼»º·½·»²½·» º±® ½±²¬·²«»¼ ´±²¹ó¬»®³ ×³°®±ª»³»²¬ ±½½«°¿²½§ò ×¬ ©±«´¼ ´·µ»´§ ½±¬ »ª»² ³±®» ¬± ®»²±ª¿¬» ÛÉÛÞ ¿ ¿ ½·¬§ ¸¿´´ ·² ±®¼»® ¬± ³»»¬ ¬¸» Ý·¬§ù °»½·º·½ º«²½¬·±²¿´ ²»»¼ò Ú±® »¨¿³°´»ô ¬¸» «°°»® ´»ª»´ ±º ¬¸» Ò±®¬¸ Þ«·´¼·²¹ ©±«´¼ ´·µ»´§ ¾» ½±²ª»®¬»¼ ¬± ¿ Ý±«²½·´ Ý¸¿³¾»® ±® Ó«²·½·°¿´ Ý±«®¬ ®¿¬¸»® ¬¸¿² ¾» ®»¬¿·²»¼ ¿ ¿ ½¿º»¬»®·¿ò Ì¸» ·¬» ¸¿ ¹±±¼ ¿«¬±³±¾·´» ¿²¼ ¾·½§½´» ¿½»ò Ì¸» ²»¿®»¬ ¾« »®ª·½» · ¿¬ Ì®¿²°±®¬¿¬·±² í®¼ ¿²¼ Ø·¹¸ò Ð»¼»¬®·¿² ¿½½» · ½¸¿´´»²¹·²¹ º®±³ ¬¸» ¼±©²¬±©² ½±®»ô ¬¸±«¹¸ ß½½» ½±²²»½¬·±² ¼± »¨·¬ò Ð¿®µ·²¹ Ì¸»®» · ¿¼»¯«¿¬» °¿®µ·²¹ ±² ¬¸» ¸»¿¼¯«¿®¬»® ·¬» ¬± »®ª» ¿ ½·¬§ ¸¿´´ò ÌÞÔ ß²¿´§·æ Î»´¿¬·ª»´§ ¸·¹¸ ½±¬ ¬± ·³°´»³»²¬å »¨½»»¼ ¿ª¿·´¿¾´» ®»±«®½»ò Ü»¬®¿½¬ º®±³ ó Û½±²±³·½ ¼±©²¬±©² ª·¬¿´·¬§ñ»½±²±³·½ ¼»ª»´±°³»²¬ò Ý·¬§ Ø¿´´ ³¿§ ²±¬ «°°±®¬ ¼»ª»´±°ó ³»²¬ ¹±¿´ ±º ®·ª»®º®±²¬ ³¿¬»® °´¿²ò Í«°°±®¬ ¸±®¬ó¬»®³ «¬¿·²¿¾·´·¬§ ¾§ ®»ó«» ±º »¨·¬·²¹ ¾«·´¼·²¹ô ¾«¬ »¨·¬·²¹ ½·¬§ ¸¿´´ ·¬» ¸¿ ¸·¹¸»® ´±²¹ó¬»®³ «¬¿·²¿¾·´·¬§ °±¬»²¬·¿´ ¾»½¿«» ±º ¬¸» ±°°±®¬«²·¬§ ó Û²ª·®±²³»²¬¿´ ¬± ·²½±®°±®¿¬» ³±®» ¹®»»² ¾«·´¼·²¹ º»¿¬«®»ò Ü±©²¬±©² ¾»¬¬»® «°°±®¬ ³«´ó ¬·°´» ¿´¬ ³±¼» ±º ¬®¿²°±®¬¿¬·±²å ÛÉÛÞ ·¬» »²½±«®¿¹» ³±®» ¿«¬±³±¾·´» «»ò Ô±½¿¬·±² ¼±» ²±¬ °®±³±¬» °»¼»¬®·¿² ¿²¼ ³¿ ¬®¿²·¬ ¿½½»ò Ü·ºº·½«´¬ ¬± º«´´§ ó Í±½·¿´ Û¯«·¬§ ·³°´»³»²¬ «²·ª»®¿´ ¼»·¹² ·² Ò±®¬¸ Þ«·´¼·²¹ò Ð®±³±¬» ¿ ¿º» ¿²¼ ¸»¿´¬¸§ ©±®µ »²ª·®±²³»²¬ º±® Ý·¬§ »³°´±§»» ¿²¼ °«¾´·½ ©¸± ©±«´¼ «» ¬¸» ¾«·´¼·²¹ò Attachment B ¬ôk£Ã« Æ«£±ZÃÃªÐôkkÃ±ÃªÐ£_ª£_ª Âk««Y£ø£ªÃ±¬ñ«£`«ª ÝÑÒÍÌÎËÝÌ×ÑÒ Ý±²¬ò Û¬·³¿¬» ÝßÌÛÙÑÎÇøÜ·®»½¬ Ý±¬÷ Ü»½®·°¬·±² Ü»³±´·¬·±² üìððôððð®Ã_£´¢`Ã£k¡ ®Ã±ÃªÐËø±££ÃªÐËË£«_±±Ë££øÃªÐ Í·¬» üëððôððð®ÃÃ«£`«ª ®`Ã´kÐ´ÃªÐ±£±ÃÐÆÃªÐ ®kÃ±£kÆ´ÃªÐ±£Ëª_øªÃªÐËÐ ®ÆªÐ£±ªÃªÐ Í¬®«½¬«®» üïððôððð®Zª«ÆªÃ±££« ®ª_Ã´´ÃªÐkk Û¨¬»®·±® É¿´´ õ üìððôððð®±Ð±TÃªÐ£ªÂøË´YÃÐ Ù´¿¦·²¹ ®®k±´_Ãª£_Y« ®ªk±`ªÃ±Ã£ª¢±£k`Ë£ª£±¡ ®Ãª±±ª_££Ãª´YÃÐ Î±±º·²¹ üìëðôððð®±££ø¢11Ë444ø¡ ®£±Æ£_ª± ®kÐ±kª´`¢2044ø¡ ×²¬»®·±® üîôëððôððð®ÃªÃ£«£±Ë`Ã£k±£Ã£ª ®±Ëø±££ÃªÐªÃªÆ£kÐÆ£k ®ª_±ÃªÆ£kÐÆ£k ®økÃÆ££« Û´»ª¿¬±® üïððôððð®Ã´kÐ±`£ ØÊßÝ üïôêððôððð®Ãª±±ª_ÐøÃ£ªªÃªÐ£Ã± ®kÃ±´±ZÃÃªÐ_k« ®±`±`Ë£ª£±Ê±ªY« ®±ÃÆª±ÃªÐkÃ«ª ®kkÃ±ÃªÐ£ª£±Y« Ð´«³¾·²¹ üîëðôððð®ª_±k«ÃªÐøÃZkÃª££«´Æ£_ ®Ã´±ÃÃªÐª ®ª_ÐÃÃªÐ Ú·®» Í°®·²µ´»® üïððôððð®±£Ë±Ãª´±Æ¢`Ã£k¡ Û´»½¬®·½¿´ üîôìððôððð®±±ÃÐÆÃªÐË£ª£±Æ£kÐÆ£k ®±£«ÐªYÐª£ ®±ÃÃkÃ£ªª± ®ª_ªÆ_ÃÃªÐø£«£± ®ª_«ÆªÃ±_ÃÃªÐ ®±øÃ±«Y« Í«¾¬±¬¿´üèôèððôððð Ý±²¬·²¹»²½§üïôíîðôððð®ÃÐªªÃ«ÃªÐ£ªÃªÐªY3/ç Ù»²»®¿´ Ý±²¼·¬·±²üëéîôððð®£ª£Ðª±£ªÃÃ£ª.È/ç Ð®±º·¬ ú Ñª»®¸»¿¼üëîèôððð®£ª££øÃª£`Æ.ç Þ±²¼üïíîôððð®£ª£ø£«ªªY«ª£ª3È/ç Û½¿´¿¬·±²üëêéôêðð®£ªkÃ£ª£±Ã£ª/ç Ì±¬¿´ Ý±²¬ò Ý±¬üïïôçïçôêðð ß±½ò Í±º¬ Ý±¬üíôëéëôèèð®£Ã£·£ø£2/®11ç Ì±¬¿´ Ð®±¶»½¬ Ý±¬üïëôìçëôìèð¢2432£±±¡