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HomeMy WebLinkAbout04271997 . . . PORT TOWNSEND CITY COUNCIL STUDY SESSION APRIL 23, 1997 7:00 PM The special study session of the Port Townsend City Council to continue discussing city-wide reorganization was called to order at 7 :08 pm by Mayor Julie McCulloch. Council members present at roll call were Camfield, Davidson, Jenks, Keith, Shoulberg and Welch. Perry-Thompson was excused. As part of the discussion, the need for additional office space was addressed first. City Administrator Michael Hildt presented the office space alternatives which have been researched (attachment A). Jenks asked if another alternative would be remodeling the police station after the police are installed in their interim facility. Hildt noted that it would be a matter of years before this could be done, whereas the listed alternatives could be accomplished within 3 weeks to 6 months time. The prospect of leasing space in the Waterman-Katz Building was found attractive, as a means of keeping city business downtown and supporting the remodeling of the building. This would take at least 6-8 months to accomplish, however. Camfield asked what an interim solution would be until this could be accomplished. Hildt replied that the primary immediate need was to find space for the City Clerk so that the Utility Billing office could move into the office currently housing the Clerk and Treasurer. Alternatives might include moving the clerk's office to the Bartlett Building, where the City Administrator and City Attorney are; moving the clerk to the Good Templars Hall, Jenks suggested that the discussion first center around whether or not Building & Community Development and Public Works should be away from the downtown area and whether or not they should be located in the same space. Camfield stated that on an even more basic level, we must decide whether or not we are willing to give up City Hall. A former council decided the city government needs to be part of the viability of the downtown; and if you do keep City Hall, doesn't it make sense that the rest of your employees are closer to it in proximity for efficiency? Jenks added that community perception was also a key element. Camfield stated the ideal solution would be to acquire property next store or build on and ultimately have all departments together downtown. Jenks agreed her goal would be to coalesce all these offices rather than spread them out. / . . . Hildt noted that until that can be accomplished, we need to temporarily move out in some manner. Keith noted that after studying the cost figures, renting one floor of the Waterman-Katz building would be approximately as cost effective as leasing the Kah Tai Professional Center. Jenks asked whether a bond approved in September would provide immediate funds. Hildt said it would. Jenks then asked if it wouldn't be better to see if funding will be available before we talk about larger investments; in other words, why move everyone around and prepare to renovate City Hall wltil we know whether or not City Hall can be renovated and other space can be obtained. Hildt said we wasting resources now and need to remove some of the offices in City Hall to another location. Jenks said it depends on whether we are looking at long or short term solutions - if we decide moving the Finance Dept. Is the immediate problem, use that as the focus. Camfield stated that getting ready to renovate city hall wouldn't be the reason to move forward on getting more space. It could be 3 or 4 years before a bond issue might pass; we can't continue to have people operating in the type of space confines they have now. Waterman-Katz appeals because it is an important project for downtown revitalization - having another historic building renovated would make the town more viable and it could be partly because the city government has made that commitment to downtown. Shoulberg noted that the only issue at present is space for the city clerk; before the next step is decided, other studies and cost comparisons should be done. Right now the most important thing is that finance doesn't collapse upon itself. Keith asked if it were corrected to assume that ifthe clerk's office is relocated, it would solve the problems of the finance department. Hildt noted that it would not be reasonable to think that would solve the problem; however, it is one thing we could do to make it through the next six months before an alternative plan could become effective. Jenks asked if we could assume the remodeling of the basement will go on no matter what solution is chosen. She also questioned whether there is empty space in the old CH2M Hill building - perhaps the water quality office could fit there. Hildt noted that if there were a place for BCD to move, remodeling the basement would not be necessary . Shoulberg estimated a cost of $240,000 over five years for the Waterman-Katz building. He asked ifthe money is available. Hildt replied that, if directed, he would have to do some financial work on that proposal. 2- . . . Shoulberg noted that if we can afford it, it would be a good solution. Davidson asked if the Waterman-Katz deal would go through if the city only committed to one floor. Hildt said he did not know - they may need a total commitment of at least one and one half floors. Welch noted that there is quite a bit of space in Council Chambers that might be used for offices. Council could meet at the Pope Marine Building, and cubicles could divide the council chambers. Kate noted again the commitment to find housing for the Police Department. Others noted that the effort to improve the office space situation for city hall employees in no way precluded the commitment to move forward with the Police Dept. Interim facility project. Shoulberg questioned whether the city was taking on too much at the same time; whether enough resources existed to do the engineering group, the police station, and city hall.. McCulloch noted that the cost might be the same or more to build onto city hall as to renovate the police station. Both these options go on to a long term list. She then noted that the City's greatest expense is our payroll and the need to use those resources well. Keith noted that he would like to forego discussion of this project displacing the work on the police facility. He stated that this is not an alternative to pursuing the police facility. Jenks replied that her point was that it will not displace the project, but that there are four or five concurrent planning projects going on, and the processes must be prioritized. She is concerned with how we spend our time and how efficiently we spend our planning time. If we appear to be displacing it, we must be able to say what our order is. Keith said it has been continually reiterated that the police facility is a high priority; this discussion does not take away any commitment from pursuing the police facility as efficiently as possible. Welch noted there are short and long term solutions and priorities. It seems there are expedient things we can do in the meantime, for example, meet in the Library Carnegie Room. McCulloch noted that that room would no longer be available for meetings. Welch speculated that the council chambers could accommodate the short term needs of BCD and Finance. Shoulberg asked about pursuing the idea of portable buildings. He also noted the need to look at the whole, larger, picture, and competing needs. Camfield then suggested that for interim needs, it may be possible to use Council Chambers and look ahead at a lease of the Waterman-Katz Building and council meetings held at the Pope Marine Park Building. If it is not always available, there may be some advantages to moving around. '3' . . . Hildt asked about remodeling the basement. Jenks asked for consensus about the Kah Tai Professional Center. Hildt noted it could be leased with a sublease clause; it is a good space for the price, and could be used as a backup plan. If we didn't move in, could sublease it. It was suggested then that a rough cut of the alternatives be made, with decisions about which proposals would be worth discussing further. It was agreed to cease discussion on the following options: Good Templars Hall (#2), Port Townsend Athletic Club (#4), Port Townsend Realty Property (#6), and Port Townsend Medical Clinic (#7). The next step was prioritization of the remaining items. Welch discussed discussing solutions first, and then what spaces would fit the solutions. For example, he could support pursuit of Waterman-Katz space, with the interim solution of converting council chambers to office use, remodeling the City Hall basement, and having Council meet in the Pope Marine Bldg., with a possible option on the Kah Tai Professional Center. Shoulberg again cautioned against making any decision until numbers on cost are supplied. A firm deadline for the decision on leasing WK should come through. Davidson expressed concern that ifthe Waterman-Katz scenario does not work out, it would be a black eye for the public perception of council decision making. He supported getting some more firm commitment from that deal before anything is done with the council space. He suggested modular buildings as a second choice. Shoulberg noted that the Waterman-Katz were not possible, the staff needs could be met through the modular buildings, with chambers returning to its original use. It was noted that the cost comparison between the Kah Tai Professional center and modular units was comparable. There was further talk about the benefits of less splitting up of staff for the interim solution, i.e. keeping at City Hall. It was also noted that the real alterative to Waterman- Katz space would be two modular units - as a real 2-5 year solution. It was noted that 5000 square feet of modular could cost up to $250,000. Welch reiterated that the use of chambers for office space is an emergency, temporary measure, not meant to last much more than six months. He also noted that the modular scenario would provide a "Solution B" ifthe Waterman-Katz lease falls through. Keith noted that considering the permits required, modular units can't be installed in less than six months. He also noted that moving offices into the council chambers space for three months is not worthwhile, but as a six month solution it is. He hopes it will send a message to the staff that the council is willing to sacrifice space to help them. Jenks asked whether the former CH2M Hill Offices on Tyler street not leased by the city have extra space in them. '7 . . . A straw vote was suggested on whether to move out of chambers right away, before getting a firm commitment on the Waterman Katz project. The package on the table asks whether to (1) make an immediate move, make temporary use of council chambers to accommodate the Finance Department, and begin negotiations with the potential buyers of the Waterman Katz Building, while also beginning the Conditional Use Permit process for modular buildings; (2) whether the move is held until there is a commitment by the Waterman Katz owners. Keith reiterated that under this option, in the even the Waterman Katz deal falls through, there is a second option that is not going to fall through and that can be accomplished without depending upon anyone else. He stated that we do not want to get ourselves into a position where we have moved out of the room and can't get back in because of no alternative space. Davidson stated he feels there is enough of an unknown about the Waterman Katz space so that if it does fall through, there is a potential for another "false start". He would feel more comfortable knowing that we can follow the plan through. A fall back plan is good, but makes us look like we don't know what we are doing as a decision making body. He noted that this must all be weighted against the emergency space need situation. Camfield stated her strong opinion that something needs to be done immediately about space problems; also that it will be important for public perception that we state the reasons for our decisions and actions clearly, i.e. why we pick first choice and second choice. She again strongly supported the lease and renovation of Waterman Katz and identified it as a viable solution. Jenks then asked to discuss any other rental possibilities in the downtown area. Welch then moved to direct the City Administrator to explore with the potential developer ofthe Waterman Katz Building the leasing of at least 4,000 square feet of space for a five year term, that as an emergency measure the council chambers be freed for use as temporary office space concurrent with pursing Historic Preservation Committee approval and Conditional use permits on two modular unit alternatives, with the intent that council chambers be put back to its present use in six months, if practicable. Camfield seconded. The straw vote motion carried with five in favor, Davidson opposed. The meeting was adjourned at 9:45. a~~~/'~ - Pamela Kolacy v ~---ð City Clerk ::>