AGENDA ITEM # 1. CITY COUNCIL COMMUNICATION FORM

AGENDA ITEM # 1. CITY COUNCIL COMMUNICATION FORM FROM: Joel Rae, Director of Public Safety (ext. 113) THROUGH: Deb Hinsvark, Interim City Manager (ext. 228) DATE: December 18, 2012 RE: Police and Fire Relocation Project. X X X DIRECTION INFORMATION MOTION I. REQUEST OR ISSUE: On October 30, 2012 City Council requested additional site options related to relocating police and fire facilities. Additional options are being presented at tonight s meeting. It is the request of staff working on this project for City Council to select a site for the police and fire facilities during tonight s meeting. II. RECOMMENDED ACTION/NEXT STEP: If City Council selects any of the options presented tonight as the location for either facility, staff recommends direction in the form of a motion. III. FISCAL IMPACTS: Proposed Expenditure: Funding Source: Up to $8,411,313 from Unassigned Reserves 840 Yampa Street building sale net proceeds Fire District (Capital Cost sharing formula) DOLA Grant Energy Impact Grant

IV. BACKGROUND INFORMATION: On October 30, 2012 City Council was presented a schematic design to build a combined Central Fire Station and Police Headquarters building at the Stockbridge Multi-Modal Transit Center. That schematic remains an option today for City Council s consideration along with three additional options: Small Central Fire at Stockbridge, Small Fire Near Steamboat II, Police at Federal Property on Hilltop Parkway Combined Police and Small Central Fire at Stockbridge, Small Fire Station Near Steamboat II Police Headquarters at City Hall, reduced Central Fire Station at Stockbridge and small fire station near Steamboat II/Heritage Park Police Headquarters and Large Central Fire at Stockbridge More than fourteen building sites were considered as staff narrowed our site selections to the four options listed above. Cost, Location, access to Hwy 40, call for service analysis, timing and even swaps for other City assets were determining factors in the site selection process. The sites that did not make the cut, in staff s opinion, are listed below along with the reasons they are not being recommended. Staff believes it is necessary to keep a Fire and EMS capability close to the downtown area. Staff also believes the best location for a police station should be near the center of police calls for service, which indicates our police station should be located at a location between the Stockbridge Transit Center and W. Pine Grove Road, with the center of activity, or best option, being near Hilltop Parkway and Lincoln Avenue. Staff initially investigated the properties listed below. As call for service analysis was researched in greater detail the cost of land and the expense of building remodels were factored into the project, it did not make any sense to add land costs of $750k-$1.7mm to the overall project when we owned parcels that fit our needs within a more desirable location. Based on all of the above, the following properties were placed into a tier II classification: 1. Yampa Valley Housing Authority Property (RCR 129/Hwy 40) o Deal Killers: Huge traffic backup and congestion issues on 129 Cost prohibitive to put a road in behind K-mar Plaza to bypass 129/Hwy 40 intersection

More land than we need & only ½ is buildable Land costs 2. TIC (RCR 129/Hwy 40) Private/Public partnership exists, but not identified o Deal Killers: Will not sell parcels separately Cost prohibitive to purchase entire acreage Significant remodel/retrofitting to meet functional needs 3. Klein Property (Hwy 40/County Shop Road) o Only 1/2 of land is buildable (Wetlands) 2.5 acres buildable o Deal Killers: Land Costs Intersection Issues (No planned full intersection traffic light) Long way to the mountain Costs 4. Moxie Property (Curve Court/Shield Drive) o Existing building can be retrofitted for police o Deal Killers: 2,000 SF shy of programming needs Significant remodel costs Try to build a 100 year building in a structure that already 20 years old 5. Windemere Property (Shield Drive/Loggers Lane) o Deal Killers: Grade issues onto Hwy 40 NEPA/CDOT Full intersection without a traffic light Soils report Land Costs 6. Worldwest, LTD- Hwy 40/Elk River Road (In front of Pilot and Today) o Deal Killer: Land Costs Too Far West 7. Metzler Property (Hwy 40/Curve Court)

o Deal Killers: NEPA/CDOT Full intersection without a traffic light Land Costs 8. Dike Property (Lincoln Avenue/13 th Street) o Deal Killers: Significant intersection realignment costs (up to $670k+) Iron Spring Concerns Price/Swap red tape and/or land costs One Fire Station vs. Two The opportunity to build a smaller Central Fire Station at Stockbridge along with an additional small fire station near Steamboat II is being presented as an option. Staff believes the re-allocation of these resources by dividing one large station into two smaller stations at two locations will accomplish three things: o Provide improved fire service and accomplish what the Fire District has desired for a number of years o Decrease the City s operational costs to provide fire suppression services o Maintain capital costs of this project You will see capital and operational costs broken down for each of these models in the attachments and they will be explained in greater detail this evening. We are able to accomplish all three of these objectives based on a proposed cost sharing model of: Operations Cost Sharing: 73% City/ 27% Fire District within the City 27% City/73% Fire District for the proposed fire station near Steamboat II. Capital cost Sharing: 67% City/33% Fire District for all capital built within the City 33%City/67% Fire District for the capital required to build the station near Steamboat II The cost sharing formulas proposed above for operations and capital outside the City limits and in the Fire District need to be negotiated and agreed upon in a new IGA. The Fire District Board unanimously supported the three station concept when they were presented the plan, however, two of the five board members were absent from the meeting. The cost sharing formulas for operations and capital are accurate and reflect what is currently in place under our existing IGA. The 73/27 formula is a six year average for operations (years 2006-2011). The capital is set at a 67/33 formula within the current

IGA. Site selection for West Station The two lots you will see depicted were deed restricted for the purpose of a fire station for two years when the Heritage Park sub-division was initially developed. The site location is only illustrated as an option, as the final site selection needs to be agreed upon with the Fire District. Several options are available in the vicinity of Heritage Park and Steamboat II. Police Services Temporary Space A site walk-through was conducted with City Staff on December 7 th at the TIC site. After careful considerations were made relating to locations, buildings and costs, it is Staff s opinion that the best temporary home to house police operations is the vacant Iron Horse Inn. Although TIC has a very nice building; costs, location and additional required snow plowing operations lead police administration to take a closer look at the Iron Horse Site. The lease at TIC was estimated at 10,000/month with the possibility of needing lease space for 18-36 months. Preliminary cost estimates indicate that some modifications can be made to the Iron Horse at a cost of approximately $113k in order to make it secure and functional for police operations. Most importantly, the Iron Horse does not come with a deadline or the risk of being evicted and can comfortably house police operations until a new Police Headquarters is completed. The City will also have the ability to keep police operations in the 840 Yampa Street Building for up to 90 days after closing by leasing the upper level from Big Agnes for $330/day. This will allow for Iron Horse modifications to be completed after the assurance of closing on the sale of our building. Downtown Fire Lease Agreement If the sale of the Downtown Public Safety Building to Big Agnes is approved, a lease will be approved prior to executing the sale contract so the City can lease back the fire bays within the building from Big Agnes for 18 months from the date of closing. This will allow fire operations to remain status quo. There will also be an option to lease (2) fire bays for an additional (6) months in the event a new station is not completed within the initial (18) month period. This will allow fire operations to continue to operate and function out of the Search and Rescue Building and the two leased bays for total of (24) months, if needed. V. LEGAL ISSUES: None VI. CONFLICTS OR ENVIRONMENTAL ISSUES:

None of which we are aware. VII. SUMMARY AND ALTERNATIVES: 1. Direct staff to pursue any of the listed options in the form of a motion and to bring back to Council in the form of an ordinance for project funding. 2. Direct staff to bring back this project for more discussion LIST OF ATTACHMENTS Attachment 1 - Power Point presentation, Public Safety Relocation.

Attachment 1 Police/Fire Relocation Fire District Board Meeting Community Meeting City Council Meeting December 10, 2012 December 13, 2012 December 18, 2012

Site Selection Analysis - Fire Site Needs 1-2 Acres 13k Square Feet Properly Re-allocating Resources to Serve Entire District 1 large central station 2 smaller stations: one central, one west

Cost Considerations Land Costs Capital Costs Operational Costs Site Selection Analysis - Fire

Location Considerations Hwy 40 Accessibility Provide Adequate Service for Downtown & West Areas ISO Standards/Ratings Flexibility, Response Times, Fire District Support Site Selection Analysis - Fire

Calls for Service Analysis - Fire Total 2011 Calls for Service within entire District = 1,842 District North 78 calls 4% Mutual 19 calls 1% District West 59 calls 3% District South/East 222 calls 12% City Central 517 calls 28% City West 130 calls 7% City South 817 calls 45%

Calls for Service Analysis - Fire Total 2011 Calls for Service within City = 1,464 City West 130 calls 9% City Central 517 calls 35% City South 817 calls 56%

Fire/EMS Zones District North City West City Central City South District West District South District East Calls for Service Analysis - Fire

Three Station Model Calls for Service Analysis - Fire

Operations Costs - Fire 2013 Operating Budget (24 Firefighters) 3 Station Operating Budget (27 Firefighters) City of Steamboat Springs Costs* $2,413,521 $2,140,967 Fire District Costs* $892,672 $1,571,693 Total Costs: $3,306,193 $3,712,660 *Operating Costs for (2) Stations within City: 73% City/27% District *Operating Costs for (1) station near Steamboat II: 27% City/73% District

Site Selection Analysis - Police Location Considerations Locate in Center of Activity/Service Needs Locate in Geographic Center of Community Costs Considerations Cost of land Operating Costs

Calls for Service Analysis - Police Total Calls for Service 3 rd Qtr 2012 = 4,659 % of 3 rd Qtr Calls for Service within 2 Mile Radius of Hilltop/Hwy 40 = 78%

Calls for Service Analysis - Police Total Calls for Service 3 rd Qtr 2012 = 4,659 % of 3 rd Qtr Calls for Service within 2 Mile Radius of Stockbridge = 57%

Calls for Service Analysis - Police Total Calls for Service 3 rd Qtr 2012 = 4,659 % of 3 rd Qtr Calls for Service within 2 Mile Radius of TIC Location = 50%

Tier 2 Locations Site Selection Analysis - Police

Option to Remodel Current Public Safety Building Architect Input: Too Many Obstacles Would Need Additional Underground Parking for Realigning Fire Engine Access & Police Parking Any Additional Underground Parking Requires Supporting Current Structure During Construction Grade on 9 th Street Creates Significant Challenge Accessing Underground Area Water Issues Remodel Costs Could Exceed Cost of New Building Does Not Advance the Yampa Street Vision Site Selection Analysis - Police

Other Location Options Site Selection Analysis - Police

Walton Property (Hilltop Pkwy/Hwy 40) Provides Great Central Location between Town & Mountain Wetlands, Drainage & Shape Creates Site Layout Concerns Price of Land Adds $1.6m to Project Paoli Property (Hwy 40/New Emerald Park Entrance) Wetlands & Fill Concerns Adds $1.5m to Project Costs or Trade for Iron Horse Site Selection Analysis - Police

Hilltop Parkway Federal Gov t Owned Parcel Site Selection Analysis - Police

Federal Gov t Property (Hwy 40/Hilltop Pkwy) Excellent Location for Police Best Option for Today & Future Trade is Being Pursued Length of Time to Complete a Swap is Estimated to Take Minimum of One Year No Land Cost 8 Acres of Land Large Enough to Accommodate Future City Assets Site Selection Analysis - Police

Selected Options Small Central Fire at Stockbridge, Small Fire Near Steamboat II, Police at Federal Property on Hilltop Parkway Combined Police and Small Central Fire at Stockbridge, Small Fire Station Near Steamboat II Small Central Fire at Stockbridge, Small Fire Near Steamboat II, Police Above City Hall Large Central Fire and Police Headquarters at Stockbridge Site Selection Analysis - Police

Police at Hilltop Parkway Site Selection Analysis - Police

Small Central Fire at Stockbridge Site Selection Analysis - Fire

Small Station Near Heritage Park Site Selection Analysis -Fire

Police Above City Hall Small Central Station/Police Combo here Site Selection Analysis - Police

Small Central Fire/Police Headquarters at Stockbridge Small Fire Near Steamboat II Site Selection Analysis Police and Fire

Police and Large Central Fire Campus at Stockbridge Here Site Selection Analysis Police and Fire

Cost Comparison

Cost Comparison

Cost Comparison

Cost Comparison

Total Project Cost Comparison

Next Steps Fire Lease From Big Agnes 18 Months from date of closing Police @ Iron Horse Inn for Temporary Operations Fire IGA/ Cost Sharing Agreement Operations Capital

Questions?