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HomeMy WebLinkAbout01132003CITY OF PORT TOWNSEND MINUTES OF THE SPECIAL SESSION OF JANUARY 13, 2003 The City Council of the City of Port Townsend met in special session this thirteenth day of January, 2003, at 6:30 p.m. in the Port Townsend Council Chambers of City Hall, Mayor Kees Kolff presiding. ROLL CALL PLEDGE OF ALLEGIANCE Councilmembers present at roll call were Freida Fenn, Joe Finnie, Kees Kolff, Geoff Masci, Catharine Robinson, Michelle Sandoval, and Alan Youse. Staff members present were City Manager David Timmons, City Attorney John Watts, Public Works Director Ken Clow, City Engineer Dave Peterson, and City Clerk Pam Kolacy. PUBLIC COMMENT (non-agenda items) Laurie Medlicott: stated that Council members should not further their own belief systems by imposing them on the community. She added that the economy and tax base are in total disarray and she urged the Councilors to focus on these issues rather than on seating arrangements, etc. She urged them to work toward positive solutions which will benefit us all. RESOLUTION 03-004 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORT TOWNSEND, WASHINGTON, ENDORSING THE CITY HALL ANNEX SCHEMATIC DESIGN AND THE CITY HALL PRE-DESIGN REPORT AND DIRECTING STAFF TO MOVE FORWARD WITH THE PREPARATION OF DESIGN DRAWINGS City Manager Timmons thanked the citizen advisory task force for their diligent work on the issue. He introduced City Engineer Dave Peterson and David Rutherford of ARC, the contract architectural firm. He gave an overview of the work done on the project since the last presentation to the council. In summarizing the recommendation of the citizen group, he stated they agreed that the city needs to think long term when designing and project, not build it too small and come back in a few years to say more space is needed. He stated that this will bring Phase I of the process to a close, with a modest amendment to the program goals. That recommendation is to increase the maximum program space for the Annex by 1000 to 2000 square feet to the extent funding is available. This will allow for more public space and more flexibility for current and future needs. City Council Special Business Meeting Page 1 January 13, 2003 Mr. Timmons also noted that another member has been added to the architectural team. Kate Johnson of Kate Johnson Architecture and Historic Presentation who is part of the consultant team for the project; she will work on defining the historic elements of Old City Hall. Mr. Peterson then introduced Cindy Thayer of the Advisory Committee who spoke briefly on the recommendation. Mr. Peterson then presented a detailed description o the process to date, the options considered, and the recommendation as stated by Mr. Timmons. The floor was opened to clarifying questions from Council members. Ms. Sandoval asked what the additional requested space would be used for. Mr. Timmons stated that it would primarily be used for meeting rooms and spaces for conducting business with the public; the additional square footage would also allow more flexibility in overall design. Ms. Sandoval asked if there is still a minimum 15% contingency built in to the project funding. Mr. Timmons replied there is. Ms. Sandoval then asked about the Farmers Market space and whether that has been discussed as part of the project. Mr. Timmons noted the design will be consistent with the Waterfront Plan and there has been preliminary discussion of the design elements and historic district design requirements. He stated the critical element is to have underground utilities in place and that there is access to other funds and programs for the street design. Eventually all the projects currently underWay and projected will join together in a unified plan although they are currently underWay on separate tracks. Ms. Thayer elaborated on the space recommendation, stating that the task force was thinking that for much less money per square foot, we could add much more office space to the building. Mr. Masci inquird about whether the city can put a local hiring percentage into the bid document. Mr. Timmons stated that state law prohibits that but it is intended that the facility design will not preclude local trades. Mr. Masci stated he would like to see a statement of qualifications for Kate Johnson. City Council Special Business Meeting Page 2 January 13, 2003 In answer to further questions, Mr. Timmons stated that the $300,000 originally designated for furnishings has been removed and will be transferred to department operating budgets over the next three or four years. Ms. Fenn asked about the percentage of public space vs. staff space. Mr. Rutherford stated at this time the public space is approximately 35% of the project. Ms. Fenn asked about the strategy for expansion for future needs; she stated her concern that there is not enough space for growth. Mr. Timmons noted that the staff took the original program which looked at 20 year needs and looked at the staffing plan and projected growth. Most of the staffing growth is projected to be at the base of the organization; for example, Fire and Police officers and Public Works field workers. The design would allow for eventual growth of the building, either by adding another floor or expanding. Mr. Youse asked about the square foot needs currently versus 15 years from now. Mr. Timmons stated that there are about 11,000 square feet of space now projected, which includes meeting space, storage space, and public space that is currently lacking. He stated this is a conservative estimate of the need. Mr. Youse asked about the ratio of staff to conference areas. Mr. Timmons stated it is not high now in the projected building. The space now occupied in Waterman & Katz is just under 8,000 square feet. The expanded amount of space in the new building is not for staff but for providing a public lobby and meeting rooms which will be more accommodating to the public. Ms. Robinson asked how the proposed extra space of the building would affect the public plaza area. She also asked whether the increase would increase the need for provision of parking spaces. Mr. Timmons stated the figures haven't been worked on, but the additional space would mean elimination of perhaps 15% of the plaza; the parking needs may increase by about two spaces. Ms. Robinson asked about the proposed "open house" for the public to comment on the design. Mr. Timmons said that a more refined plan was needed so there would be enough substance for comments to be made and that is still part of the overall process. Public Comment Karen Gates Hildt: stated the Council should be aware of the gravity and importance of the decision and not let fear and the petty politics or cynicism of an election year detract from the vision the Council had 100 years ago when City Hall was constructed. She asked that the Council view the decision tonight in the light of 100 years into the future and in the context of carrying on the sacred vision of the city. City Council Special Business Meeting Page 3 January 13, 2003 Scott Walker, a task force member, stated that he still has concems about the public plaza which is now on the Northwest side of the building where the cold winds come from; he strongly recommended that a more usable plan would be to have the plaza on Madison Street, as an indentation, or outdoor room that leads to an indoor lobby for the public. He stated that the task force kept running up against the size limitations of the building, and had particular concern about enough conference room area. Bill Wool., another member of the committee, stated he reinforces what other committee members said, also has some concerns about enough room for the plaza. RECESS At 8:30, the meeting was recessed for the purpose of a break. RECONVENE The meeting was reconvened at 8:45 p.m. Mr. Masci proposed changes to Resolution 03-004 as follows: Paragraph A: change "renovation" to "restoration" Paragraph B: add "of City Hall" in the first sentence after "preservation costs" Paragraph E. add language at the end of the sentence to indicate that any additional funding may also be used to reduce public indebtedness on the project Paragraph F: eliminate everything after "Historic District" Ms. Fenn spoke in favor of the changes to paragraph "E" and "F." Mr. Finnie asked for the meaning of the phrase "feasibility of alterations to Washington Street." Mr. Timmons replied this would apply to street closings for festivals and would affect only the block of Washington abutting City Hall. Ms. Fenn then asked Mr. Rutherford whether, in his opinion, the current resolution provided enough space for excellent design and planning options. Mr. Rutherford replied that even at 14,000 square feet, it will be tight. He stated that it is not a generous space allowance and the places that are losing out are the graciousness, civic attitude and presence that a public building ought to have. Motion: Mr. Finnie moved for approval of Resolution 03-004, amended to incorporate Mr. Masci's suggestions. Mr. Masci seconded. Mr. Finnie stated he was pleased with the work and the work product. He stated he has a remaining concern that now the project has been integrated with the Historical Society to an extent that if the JCHS does not raise their share of the funding, it will come back to haunt the city. He encouraged passage of the resolution. City Council Special Business Meeting Page 4 January 13, 2003 Motion to amend: Ms. Fenn proposed an amendment to the text on page 1 in paragraph (1.) to change "12, 500" to "14, 000" square feet (second line). Ms. Sandoval seconded. Ms. Robinson asked whether the 1% for art is factored into this project. Mr. Timmons replied it is. After brief discussion about the relationship of funding available to allowable square footage, Ms. Fenn noted that her motion to amend was intentionally directed toward the size and not toward an increase in the projected budget. Vote: motion to amend carried, 6-1, by voice vote, with Youse opposed. Mr. Masci stated he has mixed feelings about the project and has been uncomfortable with the rising cost estimates and particularly with the partnership with the Jefferson County Historical Society. Mr. Youse stated he will not support the resolution and is on record many times as stating that City Hall should not be in the downtown district. Ms. Fenn spoke favorably about the demonstration that reinforcement of the shear wall and other improvements which will increase the annex budget but will save money on the City Hall restoration side. Mr. Finnie again encouraged the Council to proceed. He noted he has been involved in these discussions since he served on a capital facilities committee in 1996; costs are going up every year. Ms. Robinson stated she will support the motion although she has remaining concerns about the potential of rising costs. Vote on the main motion as amended: motion Carried, 5-2, by voice vote, with Youse and Masci opposed. ADJOURN There being no further business, the meeting was adjourned at 9:20 p.m. Attest: Pamela Kolacy, CMC City Clerk City Council Special Business Meeting Page 5 January 13, 2003