ASHLAND TOWN HALL May 10, 2016

Ashland Town Hall  Dedicated April 12, 1955  Plan for the next 50+ years  Strategic Plan:  Initiative – Develop the Town Hall campus as a center for community gatherings, discussion and events.  Initiative – Promote interdepartmental collaboration to improve the customer experience.

Timeline  March 1, 2016 – Council Work Session  Background and tour of the facility  May 10, 2016 – RFP Work Session  Review survey results and draft RFP  NLT July 1, 2016 – Advertise RFP

Survey Feedback  Support:  Consolidate functions as economically beneficial  Retain the exterior façade (or facsimile)  Size and layout of chambers  Single customer entry/service area  Flexible meeting space for staff & community  Split decision:  Keeping offices and chambers in the same building  Create interior / exterior community space  Create space for non-Town services  Little/No support:  Relocating outside of downtown  Consolidate APD to Town Hall

Survey Feedback  If decision was today:  Renovate Town Hall and construct administrative offices at 121 Thompson St (2.5 votes)  Construct a new Town Hall on the same site (1.5 votes)

RFP Highlights – Phase I.A.  Evaluation of the existing TH and Annex  Functional uses and available space  Condition and future usefulness of HVAC, structure, etc.  Recommendation of changes and improvements  Evaluation of required space by function (Admin, Planning, PW)  Deliverables:  Preliminary layout sketches and cost estimates for modifications/renovation to existing structures

RFP Highlights – Phase I.B.  Evaluation of constructing a new facility at 101/121 Thompson St  Evaluation of constructing a new facility at a different location downtown  Town owned property or commercial property?  Feasibility of including non-Town services  DMV, county, commercial space, etc.  Deliverables:  Preliminary layout sketches and cost estimates for new construction at 101/121 Thompson St  Preliminary layout sketches and cost estimates for new construction at a location TBD  Summary of non-Town options to possibly be included

RFP Highlights – Phase I.C.  Conduct at minimum 3 public input sessions  Provide results from Phases I.A. and I.B.  Research similar projects completed within the last 15 years  Site visits  Deliverables:  Results from public input sessions with ranking  Summary of similar projects

RFP Highlights – Phase II  Upon a decision by Council:  Architectural and engineering drawings  Specifications  Material samples  Detailed cost estimate

Town Hall Committee (ad hoc)  Public support will be difficult compared to the pool and theater  Two Councilmembers, two staff members & one citizen  Committee to meet through the RFP process and Phase I  Dissolve once a solution is chosen by Council based on the study (Phase II)

Proposal  May 10, 2016 – RFP Work Session  Review survey results and draft RFP  Assign members to ad hoc committee  May – June 2016 – Committee reviews RFP  NLT July 1, 2016 – Advertise RFP  August 2016 – Review bids w/committee and conduct interviews  September 2016 – Present recommended bid to Council for approval  9-12 months – Awardee completes Phases I and II