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01/05/1984 - Minutes MINUTES LIBRARY BOARD - SPACE NEEDS III REVIEW COMMITTEE JANUARY 5, 1984 DURHAM TREATMENT PLANT HALL BOULEVARD AND DURHAM ROAD TIGARD, OREGON 97223 Call to Order - 7:05 P.M. Members present: Dick Bendixsen, Susan Mueller, Jane Miller, Walt Munhall, Peggy Ober. Absent: Madalyn Utz, Dorene Thomas (illness). Chairman Munhall announced that the meeting would be different than planned in that the Architect, Saul Zaik, would not hand over his findings and recommendations regarding the Space Needs III proposals at this meeting. Zaik had asked for more time, as well as a chance to get more information from the Board and members of the public. Zaik's job is to evaluate the proposals on a 5 to 10 to 20 year program from an Architect's viewpoint. Zaik reviewed his involvement to date and the fact that he needed more time. He also expressed a desire to have more information from any proponents of a particular proposal who might be in the audience. He presented 8 plans which had evolved from the 13 original submittals. I. Currie (Ash Street) - evolved from discussion of other plans; involves trade or purchase of land (Crow) and realignment of Ash Street to allow building new Civic Center with Public Works on same site. 2. Sundeleaf - build a new 46,000 square foot Civic Center on Public Works site, using present police site and adjacent lot for parking. Zaik commented that in discussing this site, moving Public Works to another site had been considered. 3. R.A. Gray - Air King - 2 acres with new building for Civic Center, add 1 acre later for a free standing library. 4. GTE - rental or lease/purchase; police and city administration in 12,000 square feet; new library on police site or on the Ruff and Davis lots on Burnham Street. 5. 72nd Avenue - locate city administration, police and Public Works; build library on police site; sell Public Works property. 6. Sturgis - at Hall Boulevard and Burnham; 5 acres; purchase site and build Civic Center. Minutes - Library Board - Space Needs III Review Committee - 1/5/84 Page - 2 - 7. Crow/Bishop - purchase Crow site; remodel 27,000 square feet; rent out first floor of present area being occupied. 8. Crow/Weigel - same plan as Bishop except that it would be on a lease-purchase. Zaik observed that city administration, police and library presently occupy 13,000 square feet. He pointed out that growth actually needs to occur in first ten years, with an immediate need for 23,000 square feet and in ten years the balance (for a total of 46,000 square feet). Zaik also pointed out that basic, hard costs occur up front, e.g. , storage, bathroom facilities and other aspects required by law, and that expansion can come later. He emphasized that building in phases is not incremental, that the largest growth is up front. Anthony Maksym, audience, asked whether Zaik had taken into consideration, when evaluating the space required, what the citizens of Tigard are willing to pay for, what they have voted against and the present climate (of feelings toward this amount of space). Zaik replied that his job was to evaluate the proposals submitted. Frank Tepedino, audience, asked Zaik to summarize his approach regarding criteria and to explain the 1 through 8 priority. Zaik and members of the Board assured Tepedino that the numbering was only random, not a ranking system. Zaik further explained that these were the relevant, viable options which had emerged from the original 13 proposals. He also explained that he had done some analysis, but was not finished and was here to gather more information. J.B. Bishop, audience, requested further explanation of Currie plan #1. Discussion ensued regarding the possible land acquisition from Crow and Bishop's adjacent ownership. Munhall explained that the Currie plan was a result of receiving various information from all the proposals and then brainstorming to come up with a new option There was also discussion regarding street improvements. Frank Currie, Director of Public Works, pointed out that all proposals included money for street improvements. He expanded on various possibilities for siting Ash Street. Zaik commented that he had not studied this particular site as yet. Some discussion also centered on acreage available in Ruff and Davis lots. Hiliary MacKenzie, representative of Sundeleaf, Architect, gave an overview of the Sundeleaf proposal which would build a 46,000 square foot Civic Center on present Public Works site with Public Works. She recommended centralization as most economical for the City. MacKenzie estimated $45 per square foot as a "no frills" building cost. She pointed out that though more money is required up front, it is most economical to build all space at once since first costs are greatest. She also recommended leasing surplus space until the City requires usage. Frank Currie, Director of Public Works, pointed out that Public Works could not stay on the site for a long term and that present plans include expansion to Summerlake and Cook Park. He estimated that Public Works could remain on site for 5 years. MacKenzie estimated that project would cost $2.2 million, with $11,000 for demolition and removal of the structure from public works site and site between police and public works. The MacKenzie-proposed building would be three-storied. Discussion centered on usability, with concensus on Minutes - Library Board - Space Needs III Review Committee - 1/5/84 Page - 3 - practicability of such a plan. Zaik pointed out that growth of employee force would probably require 150 parking spaces, instead of 100 proposed in Sundeleaf plan. In discussing plan #2 (Sundeleaf), Zaik proposed moving Public Works to the 72nd site and utilizing the present Public Works site for a city administration, library and police facility. This would preclude buying the small adjacent lot, and the present police site could be sold. Discussion centered on whether or not Public Works would be able to fully utilize the space on 72nd. Currie affirmed that they could make good use of the office space and that the other features, i.e. , truck bays, fuel tanks would be ideal for Public Works. There was also discussion regarding the initial costs for new building, as well as purchasing the 72nd site for Public Works. Bendixsen pointed out that the initial cost for the new building could be controlled by building only for first requirements. Zaik agreed, pointing out that there was room for expansion. Munhall introduced and briefly reviewed the R.A. Gray proposal in the absence of a spokesperson. Discussion focused on securing the third acre for a library in the first phase, rather than waiting and perhaps inflating the price. The Board also discussed the desirability of building away from the "point" of the property at Hall and Burnham. Munhall expressed concern over noise from railroad, access from Hall Boulevard and the industrial area across Hall Boulevard. Discussion also included questions regarding street improvements and traffic signals. Currie indicated that the same criteria would apply as in any other project and would require improvement on Hall and Burnham. He also indicated that a traffic study would be required to determine need for a signal. If project were moved further west on Burnham (away from the "point":), only frontage on Burnham would have to have street improvement and a traffic study would be done because of increased capacity. Other sites on Burnham (away from Hall) would not require a signal. Bendixsen pointed out that the proposal included lease an/or purchase. The GTE proposal was reviewed by Saul Zaik. He commented on need for an elevator and the fact that installing an elevator in an old building is more expensive than in a new building - $40,000 minimum with perhaps other code safety requirements. He also emphasized that this would be a decentralized plan and only good for five years. There were questions regarding the solution, i.e. , moving the police or city administration in five years. Police Chief Adams pointed out that satisfying the needs for a police station would be an expensive remodel cost and, therefore, it would probably be cheaper to move city administration in five years. In answer to questions, Zaik estimated the cost per square foot at $60. Also, additional parking space would need to be leased. Zaik pointed out that the ultimate cost for Gray site is $70 per square foot - GTE is $79 - almost the same as downtown Portland. J.B. Bishop, audience, pointed out that the average cost for suburban space similar to this is $50 to $65. Jane Miller asked Chief Adams how the location would serve the police. Adams said that it would serve well Minutes - Library Board - Space Needs III Review Committee - 1/5/84 Page - 4 - and was on a par with the present location. Bendixsen asked whether the present police site and adjacent lot were sufficient for a 10,000 square foot library with parking. Zaik said he would check, but doubted it. Munhall suggested that Zaik should look at the Ruff and Davis sites in connection with this proposal. Munhall briefly reviewed the 72nd proposal which would place police, city administration and Public Works on that site, sell present Public Works property and build the library on the police site. Miller suggested selling the police site and building the library on Public Works site and increasing the park area where the flood plain lies. Munhall questioned whether the 72nd site was adequate for all three city departments. In response to a question regarding the location for police, Adams indicated that he felt the location was undesirable for administration, as well as police, in that both needed a central site. Munhall invited Anthony Maksym, sponsor of the proposal, to comment. Maksym reviewed how Tigard had secured space by starting out in the old City Hall, then moving the police (in 1973) to the 1600 square feet it presently occupies, and subsequently moving city administration to its present rented space in the Crow building. He maintained that the 72nd proposal fits in with the program Tigard has been living with - "controlled growth". He stated that he believed that the police should be established and built to standards with adequate room for expansion, saying that he "would underline adequate". He felt that it was practical to have the police and Public Works in proximity because of the automobile servicing which Public Works handles for the police. He characterized city administration as being more "transient" and not too hard to find space for. He suggested as an interim measure placing certain departments of administration in the old City Hall building (on Main Street). He said that the 72nd site fit Tigard's controlled growth, was affordable and offered options. He felt that police and Public Works could be "matched" at 72nd for a long time, with additional parking being available from the adjacent Ford (automobile) delivery yard. He also suggested that future equipment storage could be found at the Washington County gravel pit "just down the street". He felt that "we" cannot afford $3.50 - $4.00 per square foot for land which Public Works occupies and that something else should be done with it. He proposed using the 3rd floor (72nd site) for police with an elevator, claiming that the installation of an elevator in that building still made his proposal cost less than any of the others. He felt that the site would serve well for 10 years and be in line with Tigard's past patterns. He suggested that in 20 years there would be no Tigard, Tualatin and Sherwood, but some sort of consolidation of all services, suggesting that it will become impossible to maintain all of the separate facilities. He again proposed moving part of city administration back into old City Hall, and in response to questioning affirmed his belief in a decentralized plan with provision first for the expensive components such as police and Public Works. He reiterated his belief that the 72nd site was the most economical and the proposal most likely to appeal to the Tigard voter. He reiterated his stand that the library should be a separate community facility, detached from politics and something people could get behind. He believed that people are interested in the library but not enough to support a Civic Center unless it makes sense. Minutes - Library Board - Space Needs III Review Committee - 1/5/84 Page - 5 - Munhall pointed out that dollars could not be the sole determining factor. Discussion followed regarding access to police with Maksym maintaining that the access is better than present location by using network of highways, i.e. , Scholls Ferry, Highway 217, I-5, 72nd. Zaik pointed out that by placing the three city departments in the one location, that it would cost a lot of money and still not afford more space. Maksym maintained that it had not been established that the space proposed was actually needed. Miller asked whether or not costs were greatly increased through decentralization because of duplication of common features such as rest rooms, computers, utilities. Ober felt that putting the City's office away from the center of town was a detraction from Tigard and an inconvenience to citizens. Adams mentioned that railroads would be a factor in Police response time. Maksym felt that response time was not a factor in the location of the station house. He also said that his proposal was not the perfect answer, but that it fit the pocket books of Tigard. Zaik asked about assuming that the library should go on the Ruff/Davis properties under this proposal and the Board said yes. Dick Sturgis, architect, representing his mother's property (on Hall Boulevard) commended the Board and urged the Board to take an approach that would reflect the same pride in our community which the school facilities project - "Tigard cares". He urged that cost not be sole consideration and pointed out that eminent domain can establish a fair price. He also stressed that a fragmented approach causes additional costs that go on and on. He urged one location and spoke about the advantages of park frontage. Sturgis reviewed plans for Phase I in an initial "foot print" depicting one story buildings for police, city hall and library with room for expansion on the same level. There is room for a future separate meeting hall. The three main buildings would be tied together with a common covered entry. Ingress and egress would be off of Burnham as well as Hall, easements being available on Burnham. He suggested damming Fanno Creek to create . a water view from the site. Sturgis felt that prior proposals had not excited people, but that this one would. Discussion over costs followed with Sturgis pointing out that their plan was available as an outright purchase of land, a ground lease or build to suit. He used $45 per square foot for library costs, $35 per square foot for police and $40 per square foot for administration, planning 9,000 square feet for library, 6,000 for police and 8,000 for administration. The land was proposed at $4.50 per square foot for a land purchase price of $784,080 and $100,000 for site improvements. There were some discrepancies in Sturgis' figures and he was to correct them and submit later to Zaik. Parking was also discussed and considered adequate. Kay Bates, audience, former resident (member of Sturgis family) , urged the Board to offer the community something to be proud of. Recounted embarrassment in showing library to a real estate client. Said Tigard had "grown like Topay" and regardless of which plan the Board chose, it should be something people could get behind and that she felt it was important to plan well for the future. Minutes - Library Board - Space Needs III Review Committee - 1/5/84 Page - 6 - Further discussion concerned flood plain and plans for the park. Currie explained that plans for park development would begin in the summer of 1984 and be developed as a passive park, left mainly in the natural state with trails. The HUD grant funds being used provide for development between Ash Street and Hall Boulevard. Board members were also concerned about facilities across Hall now and in the future, regarding parking. Rod Kamamoto, audience, said that the parking ratio was very good. Flood plain will preclude further development across Hall. Munhall reviewed the Bishop/Crow proposal in the absence of a sponsor. He noted that the public meeting space had been reduced by 1000 square feet and assigned to the library as work area and that the second floor over the administration had been eliminated. The total price is $2 million. The mezzanine would be built over the library but not utilized in the first phase. Bendixsen noted that expansion inside the building was adequate. Ed Duffield, audience, noted that in the Sundeleaf plan, "you would be building what you want instead of a remodel" plus having the 72nd site for Public Works. Munhall noted that one advantage to the Crow site was the mall approach to city government with access to city operations. Munhall assured Maksym that each proposal would be appraised before being submitted to Council. Maksym maintained that Crow has not validated the $1 million price for property. Board members maintained that there was an appraisal available which was reliable for purposes of comparison. Bendixsen averred that Maksym underestimated the people of Tigard in that the recent bond election was close enough to indicate that cost was not the sole factor. Zaik pointed out that none of the prices were fixed and firm, "prices were as good as the paper they were printed on". Munhall explained that the Crow/Weigel proposal was the same as the Bishop proposal except for financing in that it was a lease/purchase. Munhall and Zaik reviewed the role of Zaik in coming up with comparable costs for all proposals. Zaik also explained the varying amounts of information which he had received. Zaik suggested that he would establish an average cost and project it through the various proposals. In response to a question from Tepedino, Zaik replied that his task was to produce a cost package for each proposal, with some recommendations regarding space, esthetics. The Board said that they would consider subjective factors. Munhall announced that the Board would use Zaik's figures in evaluating on Monday night. He also announced that Rebecca Marshall would do the long-term finance report, that the Board would receive the financial report on January 12 and make final recommendations on the 19th. Munhall stressed that all meetings were public. Miller commented that she felt that it was important to present something people could be proud of and support. The meeting adjourned at 9:35 P.M. Irene 'E'. Ertell IEE/pn (0165p)