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HomeMy WebLinkAboutAgenda Packet - 2025-01-30AGENDA South Shore Fire Station Task Force Thursday, January 30, 2025 6:00pm – 8:00pm 17680 Pilkington Rd Lake Oswego, OR 97034 Staff Contact: Quin Brunner, qbrunner@lakeoswego.city 503-675-2543 1880 SOUTH SHORE BLVD LAKE OSWEGO, OR 97034 WWW.LAKEOSWEGO.CITY Virtual Access This meeting will be held in person. To participate remotely, please follow the link below: us06web.zoom.us/j/87962775926?pwd=s FNpabcWokpG3QqwLPkV6A80nG3EL5.1 ADA Accommodation Requests lakeoswego.city/accommodation 503-635-0282; Relay 711 Please allow four business days to process your request. Translation Services Traducción o interpretación 翻译或传译 통역혹은번역 503-534-5738 1. CALL TO ORDER 2. APPROVAL OF MINUTES January 9, 2025 3. ESTIMATED ANNUAL COST PER HOUSEHOLD (10 mins) Shawn Cross, Finance Director 4. COMMUNITY ENGAGEMENT STRATEGY OVERVIEW & EXERCISE (45 mins) Madison Thesing, Assistant to the City Manager Prep: What strategies/communication channels can the City use to elevate the findings of the Task Force? 5. PREVIEW OF DRAFT RECOMMENDATION REPORT (15 mins) Quin Brunner 6. PREVIEW OF NEXT MEETING & BEYOND (15 mins) Chair Chris Durkee 7. ADJOURNMENT Next Meeting: February 20, 2025 from 6:00pm to 8:00pm at the Public Works Building South Shore Fire Station Task Force DRAFT Minutes January 9, 2025 Page 1 of 5 CITY OF LAKE OSWEGO South Shore Fire Station Task Force Minutes January 9, 2025 DRAFT Members Present: Chris Durkee, Aidan Shannon, Buzz Chandler, Carrie Love, Christian Manz, Dashel Hinrichs, Ellen Steel, Ginny Perelson, Jeff Gudman, Jon Harrell, Karen Sampson, Kianna Angelo, Liza Parker, Mignon Reynolds, Patrick Cechini, Councilor Trudy Corrigan, Lieutenant Jonathan Isbell Members Excused/Absent: Gabriella Tuna Garamvolgyi G. Roman Staff: Don Johnson, Kristine Artman, Amanda Creek, Quin Brunner CALL TO ORDER Chair Chris Durkee called the meeting to order at 6:00 PM. Kristine Artman provided an overview of the ongoing Southern California fires. She shared that there are five fires burning over 30,000 acres, with minimal containment progress. Clackamas County sent one task force of five Type 3 fire engines. Lake Oswego sent Battalion Chief Greg Barnum to act as a task force leader aide, handling logistics. Locally, Chief Artman shared that the LOFD offers free Wildland-Urban Interface (WUI) Home Assessments. Residents can contact the fire department for assessments, emergency preparedness advice, and basic information. She also recommended that people sign up for Clackamas County emergency alerts to receive real-time updates. APPROVAL OF MINUTES Chair Chris Durkee asked if anyone would like to move that the minutes from the meeting on December 5, 2024 be approved: ● Motion to approve the minutes as submitted: Jon Harrell ● Second: Christian Manz ● In favor: Chris Durkee, Aidan Shannon, Buzz Chandler, Carrie Love, Christian Manz, Dashel Hinrichs, Ellen Steel, Ginny Perelson, Jeff Gudman, Jon Harrell, Karen Sampson, Kianna Angelo, Liza Parker, Mignon Reynolds, Patrick Cechini ● Opposed: None ● Abstention: None REVIEW OF DELIVERABLES Quin Brunner discussed the process overview in the broader context and what happens following task force meetings. He shared the graphic below and talked through where we are in the process and what phase ii, post-Task Force, looks like. South Shore Fire Station Task Force DRAFT Minutes January 9, 2025 Page 2 of 5 DISCUSSION - RENOVATION V. REBUILD Chair Chris Durkee facilitated a conversation on the advantages and disadvantages of both renovating and rebuilding the current station. Key points included: Advantages of Renovating ● Renovation may be easier since work starts with the existing structure. ● It might be exempt from certain setback requirements. ● Operations could continue during renovations, with equipment still stored on-site. ● Renovation could have a smaller impact than new construction. Disadvantages of Renovating ● Integrating old materials with modern building standards could be difficult from an engineering and planning perspective. ● The current building’s layout is inefficient, requiring demolition of multiple rooms. ● Unforeseen renovation costs could arise. ● Concerns about the feasibility of seismic upgrades, given the building’s age (50 years). Advantages of Rebuilding ● The existing building can be dismantled, and construction can proceed without disruption. ● All materials, appliances, plumbing, and electrical systems would be modernized. Disadvantage of Rebuilding ● Transition costs would be higher. ● There is a question of how to cover the area during the transition when the fire station is temporarily displaced. Both renovation and rebuilding options could lead to increased traffic from material deliveries and construction activities. Members of the Task Force unanimously agreed that rebuilding was the only viable path forward. CITY BUDGET 101, FUNDING OPTIONS Jeff Gudman presented an overview of the funding options for this project. ● Internal Funding ○ The City has a series of financial management practices that have set it up for long-term health; these include: a two-year budget cycle, treating departments as “enterprises,” allowing departments to save for long-term priorities, and including “speed bumps” for taking on existing debt. South Shore Fire Station Task Force DRAFT Minutes January 9, 2025 Page 3 of 5 ○ The City’s Maintenance Center was rebuilt using existing funds, with contributions from various departments. ○ Internal funding is not a viable option for this project, as it would require raiding the department continencies, leaving the City vulnerable to future unforeseen expenses and undermining the responsible financial management practices/culture. ● Debt ○ Voter-approved debt could finance the rebuild, similar to how the Lake Oswego School District is funding their projects. ○ Federal-backed debt options (e.g., WIFIA) are not available for this project. ● External Funding ○ Some projects serve multiple stakeholders, allowing us to leverage funding from external sources. ○ A model like the Lake Oswego Recreation and Aquatic Center, which combined tax increases and district contributions, is not considered a viable option, as the constituency for this project is clearly defined. ○ Grants are a possible supplemental revenue stream but are unlikely to cover the entire cost of the project. Overall, debt – in the form of a general obligation bond – is considered the most feasible funding option. PRELIMINARY COST ESTIMATES Quin Brunner reviewed the preliminary cost estimates (Phase 1) for the fire station project, based on 15 comparable regional projects. Estimates include: 1. Hard Costs: $850 - 900/sf (Cost/SF Range of Comparable Projects) 2. Softs Costs: $255 - $270/sf (Approximately 30% of hard costs) 3. Escalation: 3-5% annually Quin provided his calculations and the method he used to generate them. ● Base Cost Estimate ○ Total Cost/SF in 2027 $s: $1,218 - $1,290/sf ○ Square Footage Estimate: 12,084 - 14,252sf ● Total Project Estimate: $14.7M - $18.4M Quin briefly reviewed other potential costs that could be expected for the project. ● Land Acquisition: $1M ○ Potential purchase of land for expansion needed for the project. ● Transition Costs: $250k - $1.25M ○ Maintaining operations, maintaining service while construction is happening, etc. ● LOPD Evidence Storage: $500k ○ Bring back the evidence storage within the city limits where we can manage it Quin noted that due to further conversation, the square footage estimate was revised to reflect an increase of the minimum bay requirement from 2.5 bays to 3 bays. ● Square Footage Estimate ○ Apparatus Bay subtotal: 5,772 (Min), 6,542 (Max) ■ Minimum revised from 5,082 South Shore Fire Station Task Force DRAFT Minutes January 9, 2025 Page 4 of 5 ○ Living Area subtotal: 4,798 (Min), 6,121 (Max) ○ Public Area subtotal: 1,515 (Min), 1,588 (Max) ○ Total: 12, 084 (Min), 14,252 (Max) ■ Minimum revised from 11,394 DISCUSSION OF PROJECT OPTIONS Quin Brunner presented three options for the new fire station, detailing the expected size, costs, and projected functions of each: ● Option One - 20yr Fire Station ○ Size: 12,084sf ○ Base Cost: $14.7M - $15.6M ○ Additional Costs: $250k - $1.25M transition costs ○ Addresses all facility deficiencies and projected needs ■ “Minimum responsible facility” ○ Design for current service level: No room for upstaffing or service expansion, fits 1 company ○ Fits on current site (35,000sf) ■ One story (good for response time) ■ Three double bays (you can park 2 apparatus deep) ■ Four dorms ■ Multi-purpose room ● Option Two - 30yr Fire Station ○ Size: 13,684sf ○ Base Cost: $16.7M - $17.7M ○ Additional Costs: $250k - $1.25M transition costs ○ Addresses all facility deficiencies and projected needs ■ “Best facility on existing site” ○ Designed to enable upstaffing in disasters and moderate service expansion: Fits 2 companies ○ Fits on current site (35,000sf): ■ Two stories: Second floor due to limited foot space; Effects response times ■ Three-and-a-half double bays: Can house other company vehicles if needed or other apparatuses we need to temporarily rehouse ■ Six dorms ■ Multi-purpose room ● Option One - 50yr Fire Station ○ Size: 14,252sf ○ Base Cost: $17.4M - $18.4M ○ Additional Costs: $250k - $1.25M transition costs; $1M land acquisition; $500k LOPD evidence storage ○ Address all facility deficiencies and projected needs ■ “Best possible facility” ○ Designed to enable maximum disaster upstaffing, service expansion, and support of partner agencies (LOPD, AMR, TVF&R) ○ Current site + neighboring lot (50,000sf): Land acquisition needed South Shore Fire Station Task Force DRAFT Minutes January 9, 2025 Page 5 of 5 ■ One story ■ Three-and-a-half double bays ■ Eight dorms: Fits 2 companies and some; maximize service out of this station ■ Multipurpose room ○ Addresses additional LOFD & LOPD needs ■ On-site equipment decon ■ Backup fuel station ■ Training elements ■ LOPD evidence storage Chair Durkee then opened the floor for discussion, asking Task Force members to rank the three options. Voting for rank in priority of project options: ● Motion to recommend Option 3 as preferred, Option 2 as acceptable, and Option 1 as inadequate: ○ Moved by: Jeff Gudman ○ Second: Aidan Shannon ○ In favor: Chris Durkee, Aidan Shannon, Buzz Chandler, Carrie Love, Christian Manz, Dashel Hinrichs, Ellen Steel, Ginny Perelson, Jeff Gudman, Jon Harrell, Karen Sampson, Kianna Angelo, Liza Parker, Mignon Reynolds, Patrick Cechini ○ Opposed: None ○ Abstention: None PREVIEW OF NEXT MEETING Chair Durkee noted that the main topics of discussion for the next meeting are: ● Outline of Task Force Report: Quin will provide this for review; it will be finalized in the last meeting of February and then will go to the city council. ● Community Engagement: Brainstorm more outlets for pushing information through, including rooms we can show up in, events we can attend, people we can talk to, more articles, etc. The next meeting is on January 30, 2025 from 6:00pm to 8:00pm at the Public Works building. Meeting adjourned around 7:50 pm.