HomeMy WebLinkAbout12/02/2013 Work SessionCity of Springfield
Work Session Meeting
MINUTES OF THE WORK SESSION MEETING OF
THE SPRINGFIELD CITY COUNCIL HELD
MONDAY, DECEMBER 2, 2013
The City of Springfield Council met in a work session in the Library M etng Room, 225 Fifth Street,
Springfield, Oregon, on Monday, December 2, 2013 at 6:00 p.m., with Mayor Lundberg presiding.
ATTENDANCE
Present were Mayor Lundberg and Councilors Wylie, Moore, Ralston, Woodrow and Brew. Also
present were City Manager Gino Grimaldi, Assistant City Manager Jeff Towery , City Attorney Lauren
King, City Recorder Amy Sowa and members of the staff.
Councilor VanGordon was absent (excused).
Downtown Plaza(s) and Library Design and Impacts
Senior Management Analyst Courtney Griesel and Project Manager Jim Polston presented the staff
report on this item. Staff were currently working on several key projects in the Downtown area;
Acquisition and development of Mill Plaza, research into the development of a new library facility,
and design and upgrades to the City Hall Plaza and entryway area. Additionally, during the April 22 "d
Council Work Session, Council asked staff to consider the addition of an open space park or plaza on
the site of the current Carter Building.
Tonight's discussion would attempt to assemble information specific to Mill Plaza, Library design
needs, a Carter Building area plaza and parking lot upgrades, and the City Hall Plaza and entry
upgrades including. Information will include discussions on: I
• Possible Carter Building Parking Lot Upgrades to Create Flexible Open Space
• Principles of a Successful Plaza & Mill Plaza
• Library Design & Timing
• Exploration of a Carter Building Area Plaza; Timing & Costs; nd
• Designs and Timing of City Hall Plaza & Entry Upgrades
Ms. Griesel provided a power point giving an overview of the different plaza ideas. Mill Plaza, Carter
Building Plaza, Library Design, Carter Building Parking Lot Upgrades, and City Hall Plaza would all
be discussed. Downtown plazas, as noted in the Downtown Urban Design Plan, were important as a
place for the community and helped create a family friendly downtown'. A plaza was also a way to
identify opportunities for retail and entertainment uses. She discussed what made a successful plaza
including being located in the center of the city or urban area, being surrounded by buildings with
active ground floor retail uses, usable by people of all ages, with large paved areas for holding public
events, and simple and elegant designs.
Ms. Griesel spoke regarding the Mill Plaza. The purpose was to have a plaza in the center of the city
or urban area and at a crossroads for retail pedestrians, auto and transit.) It would be surrounded by
buildings with active ground floor retail uses and would be a place for people of all ages, all seasons
and all hours of the day. The Mill Plaza could fit those criteria.
City of Springfield
Council Work Session Minutes
December 2, 2013
Page 2
Ms. Griesel said Council had discussed the possibility of using the Carter Building area for a Plaza so
staff looked into some possible options. The parameters staff kept within were that it needed to be
temporary or able to flex into the new library design. There could be costs involved including
demolition of the current building. The total to build a temporary facility ranged from $400,000-
$600,000. To fund that level of a plaza at that location would mean reprioritizing urban renewal
funds. Some concerns included determining the main use for this plazalarea and the development of a
potential library on that site in the future. Designs had been created by University of Oregon students
through the Sustainable City Year project over the last couple of years and staff would be bringing
some options to Council for a possible new library. Not knowing the specifics of the design of a new
library made it difficult to determine how to create the open space of a plaza at this location. She
referred to a chart showing the project timing of the City Hall Plaza & Entry, Carter Area Plaza,
Library Development and Mill Plaza. Earlier this year, Mr. Polston had come to Council with designs
for upgrading the current City Hall plaza and entry. Funds were available for that project and it was
ready to go once Council provided direction to move forward. Once directed to move forward, this
project could be completed by summer of 2014.
Ms. Griesel said when looking at the Carter Plaza concept, they took note of the empty parking space
adjacent to the building. That site could be improved for other uses such as food carts and other
gatherings and events. Some low -cost options could include places to Jiang lights and banners, a
slurry seal and some landscaping. It was possible to use urban renewal funds for those improvements
as well, but again projects may need to be reprioritized.
Councilor Woodrow said she didn't remember that they had talked about demolishing the Carter
Building, but only using the parking lot to make it more of a gathering place with park benches or
other things that could easily be removed if the Library were built. Since the parking lot on the other
side became paid parking, it had limited the amount of free parking available for people in that area.
That could limit the use of the Carter parking lot because it was an option for free parking. She would
like to see the parking lot upgraded for food carts, benches and landscaping so it was more usable, but
could also be easily taken down. She noted the City Hall plaza entry design. She had a concern about
the information boards on the entrance and that they might impede people gathering at that location or
affect access. I
Mr. Polston pointed out the location of the information signs and that they were meant to be out of the
way, but at a location where people could stop to look at them. One of,Council's ideas was to expand
the area and create a slightly elevated area to allow the existing wall to provide a variety of displays.
Further discussion was held about the location of the information boards and if they would cause an
obstruction for access and gathering. It was noted that perhaps next time the Council met on this
subject, they could go out to the entryway and look at it more closely.
Councilor Wylie said when the Farmer's Market was in the Museum Parking lot, no improvements
had been made yet it provided a good gathering spot for that use. That's what she had been thinking
about for the Carter parking lot. It could just be a place that was suitable for functions without going
to a lot of expense. The goal was not to spend a lot of money or demolish the building, just to clean it
up so it was more suitable. if they upgraded the City Hall Plaza, it would fit naturally for people to
move across the street to the parking lot for activities. I
Mr. Grimaldi asked if the alternative of sprucing up the parking lot fit their need.
City of Springfield
Council Work Session Minutes
December 2, 2013
Page 3
Councilor Wylie said they could start by just cleaning up the parking lot to allow gatherings, then look
at other amenities that might be added.
Councilor Moore said she didn't envision the building being demolished , but asked if the City could
paint the Carter building to make it look a little nicer. She did like the idea of doing something to the
parking lot. She asked if they had already agreed on the aesthetics of the City Hall Plaza and referred
to the turf.
Mr. Polston said he had presented two concepts to the Council and had gotten direction to decrease the
amount of concrete. The goal was to make the plaza as large and usable as possible, while not pushing
people out onto the sidewalks or street.
Mr. Grimaldi asked if Councilor Moore wanted further adjustments to the turf.
Councilor Moore said she did not care for turf and had seen turf that looked worn. She asked what the
advantages were in having turf and if there could be an alternative, such as a groundcover.
Mr. Polston said in order to provide green to the area, the turf was the best option. There were paver
blocks and stamped concrete that could also be used. A groundcover would require long term
maintenance and was less usable. The newer turf had been much improved and was of a better quality.
Ms. Griesel said the turf would be easy to replace if it was not working or wearing well. It had been an
innovative idea they had considered.
Councilor Moore said another option could be pavers with something planted in between that could
absorb water. She asked if they would be cutting down some trees.
Mr. Polston said some of the trees planted around the City Hall Plaza had reached their end of life and
would need to be removed or replaced. The idea was to create larger areas for the trees to give them a
better chance of surviving longer. He pointed out the existing trees on the diagram and where they
would be cutting out space. I
Councilor Ralston said he wasn't in favor of doing anything. He didn't
money on composite lumber or turf and was not excited about any upg
Councilor Wylie asked about the life of the artificial turf and how it wa
Mr. Polston said probably about 10 years with moderate use, conservat
through like real grass, although staff would need to clean it if trash or
Councilor Woodrow said she liked the idea of dressing up the entrance
class and exposure for downtown and went along with the other impro)
Mayor Lundberg said she liked the concept of upgrading the City Hall
artificial turf. She preferred the pavers with a ground cover growing bt
pervious. She was more supportive of living landscaping.
Mr. Polston noted that adding live plants would be difficult for staff to
a need to spend a lot of
maintained.
speaking. Water filtered
substances got on the turf.
City Hall. She felt it added
Tents for downtown.
but didn't like the
which would make them
City of Springfield
Council Work Session Minutes
December 2, 2013
Page 4
Mayor Lundberg asked staff to explore alternatives other than turf. Regarding the Carter parking lot,
she only wanted to clean the parking lot not tear down the building. There was a natural progression
from the Fountain Plaza across the street and then over to NEDCO. There were opportunities to use
that parking lot in the summer.
Ms. Griesel noted that NEDCO wasn't looking for more outdoor space.!
Mayor Lundberg asked about the purpose of the Mill Plaza.
Ms. Griesel said it would be used for community events and park
Mayor Lundberg said they could use the Carter parking lot for those 1y *s of activities as well. If they
could use the Carter space to give a sense of community and a gathering place, then they had
accomplished what was supposed to be done with the Mill Plaza.
Ms. Griesel said this could be an expansion of what NEDCO was doing and would be complimentary.
Mr. Grimaldi asked the Council if they had a cost limit for the modest improvements to the parking
lot.
Mayor Lundberg asked Councilor Brew if he would like to weigh in
r
Councilor Brew said no one wanted to take down the Carter Building, and he felt staff should consider
the Council's opinion. He had no opinion on the turf for the City Hall Plaza, but wanted to make sure
that whenever there was a change in surface, that it was not a tripping hazard.
Mr. Grimaldi apologized for any miscommunication. Staff's recommendation in the agenda packet
was the low -cost option, but they wanted to present all ideas to the Council.
Councilor Wylie said to determine a cost limit, it would be helpful if staff could provide a list of
different treatments and associated costs. Some of the treatments could include electrical outlets for
use during concerts or for vendors, benches, crack seal or slurry seal and paint for the outside of the
Carter Building.
Councilor Moore said it could be helpful to look at ten different things they could do in the plaza, such
as concrete tables with checkerboards on them. They could put together ideas of what could be done at
a low cost that would draw people to the City Hall Plaza area.
Councilor Brew said he would be hesitant to block the City Hall Plaza area since it was often used as
an amphitheater. He understood Councilor Ralston didn't want to spend any money, but felt some
improvements to the Carter parking lot would be positive and would shi w that the City was taking
care of the property they owned.
Mayor Lundberg noted that the architect that had designed City Hall, Don Lutes, had meant for the
steps to be an amphitheater. It was a great space for performances and adding activities across the
street would be a wonderful draw for people. They would have the gathering place they were looking
for and could possibly promote the concept of a new Library. It was also close to NEDCO.
City of Springfield
Council Work Session Minutes
December 2, 2013
Page 5
Mr. Grimaldi said staff would bring back a menu of low -cost options I
alternatives besides turf for the City Hall Plaza that would provide sor
children playing in that area, and would include a field trip to the City
Mayor Lundberg said she wanted to make sure there was an area for h
ADJOURNMENT
The meeting was adjourned at 6:51 p.m.
Minutes Recorder —Amy Sowa
Mayor
Attest:
Amy Sowa
City Recor e
L.
the Carter parking lot, look at
cushioning for young
all Plaza area.
community members.