Medford City Council Study Session Minutes
June 12, 2014
The meeting was called to order at 12:05 p.m. at Medford City Hall, Medford Room, 411 W. 8th Street with the following members present:
Mayor Gary Wheeler; Councilmembers Daniel Bunn, Chris Corcoran, John Michaels*, Eli Matthews, Tim Jackle, Dick Gordon
City Manager Eric Swanson; Deputy City Manager Bill Hoke; City Attorney John Huttl; Deputy City Recorder Karen Spoonts; Parks Project Manager Greg McKown; Police Chief Tim George; Deputy Police Chief Randy Sparacino
David Wilkerson of ORW Architecture; Tom Walker of Adroit Construction
Councilmember Bob Strosser was absent.
Councilmember Matthews stated that Councilmember Karen Blair passed away last night at 6:30 p.m. and commented on how much she loved being on council. He also noted that he would keep council updated on her memorial service.
Public Safety Project Update – Police Station
City Manager Swanson stated that this was a priority for Councilmember Blair. He provided information on upcoming meetings and remarked that this study session is a general overview pertaining to the aesthetic qualities of the project.
Greg McKown, City Project Manager for the new Police Station, talked about sustainability and overall design of the project.
David Wilkerson with ORW Architecture briefed council on this facility. The goal is that the public will be able to easily find the Police Station as well as the entrance.
*Councilmember Michaels arrived.
Councilmember Corcoran stated that because the mental health building was designed by ORW, he requested a balance on function over form and that he would rely on the Police Department to provide input on their needs. He commented that there are lessons learned from the remodel of this building. Mr. Corcoran would like our citizens to feel a sense of pride in the building and appreciate it.
Councilmember Michaels had listed many practical suggestions, such as pass-thru for cable, a faraday cage in the server room, improvements in the heating and air, the placement of the generator, and requested a building that complements the design of the neighborhood.
Councilmember Bunn requested spare conduit that would go to City Hall and the Lausmann Annex. He also requested a traditional exterior design that would not go out of style.
Mayor Wheeler requested a comfortable and inviting first floor for the public. He requested a sally port at another location. Other issues for Police are locker rooms and showers. He would also like to see a media room which would be wired for TV, sound, a close circuit system and would connect to the outside. He stated he would reserve the outside design to them.
Councilmember Gordon questioned how he would allocate space; Mr. Wilkerson stated that they are in the program verification phase and described how that works. He commented that they are designing for 20 years from now and the comments presented so far have been addressed. Mr. Gordon requested that he not compromise the security of the building and that any new potential new technical issues be addressed that could help future remodels. Mr. Wilkerson noted that there will be cable trays in the building for ease and future remodels. Mr. Gordon questioned what is on the horizon for future police buildings and also requested accommodation for a helicopter port. Mr. Wilkerson noted that there is a police station architect on their team that knows what other cities are doing.
Mr. Swanson commented on lessons learned in Roseburg; he stated that they used recycled lumber in the entry provided by Roseburg Forest Products. They also created a multi-purpose room to be used for regional training, media room, etc. Because it had to be earthquake proof they were able to move Technology Services to that location. Areas that could have been improved on were solar panels, a roof that can take heavier weight, and cameras. He requested that Mr. Wilkerson provide information on LEED Silver Certification.
Mr. Wilkerson addressed Mr. Swanson’s comments and many of what Mr. Swanson brought up has been addressed already, such as a multi-purpose room. Solar panels are something that would be looked at although shading is an issue, even the shade from a flag pole. Pertaining to LEED Certification, many concerns will be addressed due to requirements because of the size of the building, location, etc. Other items that will be included in the plan are a bicycle facility, green vehicles, charging stations, rain water management, heat island reduction, light pollution reduction as much as possible, and water use reduction both in the building and with landscaping.
Mr. Swanson addressed the public meeting space and the use of it by others outside of government. Mr. Wilkerson noted that the public meeting room would be separated from the other portions of the building. He also noted that there has been talk about an inviting entry. ODW’s design team will make sure that all controls will work as seen in the design phase.
Mr. Michaels questioned if we have room for geothermal; Mr. Wilkerson noted that it would have to go on the garage side and space is limited. He noted that they did this for the public safety building in Grants Pass and it worked out well as there are no costs to run the building. Mr. Michaels questioned if the HVAC had to go on the roof as he would like to see energy usage there instead. Mr. Wilkerson provided information on how heating is done now vs. in the past. Tom Walker of Adroit Construction noted that it is more cost effective to put the HVAC on the roof vs. another location.
Mr. Matthews stated that he was at the Arts Commission and heard that Mr. Wilkerson would meet with them; he requested an artistic flare somewhere, such as in signage.
Mr. Corcoran questioned gender facilities. Police Chief George noted that they have met with staff for eight hours requesting their input on the facility. Mr. Corcoran questioned billable hours as there are many entities looking at this; Mr. Walker noted that they are meeting together to keep costs down and that there are huge benefits of everyone working together so that you get the product you wanted at the beginning. Construction Manager-General Manager (CM-GC) vs. low bid was discussed and how profitable and important it was to have this type of contract.
Mayor Wheeler questioned communications and the new building. Chief George noted that there are already issues because of the new building and stated that the city of Canby had issues on a new building because of the type of building. Mr. Wheeler questioned if there were cell phones that only worked for the police; Mr. Wilkerson did not believe so but will address his concerns in their study.
Mr. Wilkerson noted that you get credit for recycled content and an indoor environment with no off-gassing is important.
Chief George commented that Roseburg’s police entry is impressive and it reflects Roseburg. Mr. Corcoran questioned the safety of the building; Chief George noted that it will be protected; Mr. Swanson suggested he check out the Roseburg station.
Mr. Michaels questioned if we are going with two or three factor doors; Deputy Police Chief Sparacino noted that it depends on the security needs for the each area and provided information on safety requirements for new buildings. Mr. Michaels questioned if Technology Services (TS) had any issues; TS Director Doug Townsend stated that in all of his years of service, this was the first time he was ever included in the initial design of the building and appreciated that he was included.
Mr. Swanson questioned local materials; Mr. Wilkerson noted that LEED looks at what has been harvested locally and unfortunately most manufacturing of products is done in the eastern United States. The LEED range is from Portland to parts of California. It comes down to where the components are from, such as lime.
Mr. Michaels questioned when we would see the next design; staff provided information on upcoming events. On July 31 two designs will be provided to show to the project team and council. The difference between the designs will be more on the outside vs. the inside of the building.
Mr. Gordon questioned if the parking structure or police building would be built first; Mr. Walker noted that both will be built at the same time. He commented that the terminology “garage” is not used at this location; it is called a secure vehicle circulation. The height of the parking structure and ramps were discussed to provide space for all police vehicles. An entrance known as a sally port will be located on the second floor of the parking garage to admit suspects and keep them away from the public.
The meeting adjourned at 1:20 p.m.
Karen M. Spoonts, MMC
Deputy City Recorder