Questions and Answers - October 15, 2002 Question and Answers Tigard Facility Remodel
October 15, 2002
What is the condition of the roof and the building itself for the Library and City Hall?
John Roy: Roof relatively new re-roofed within the last five to eight years. Library roof is newer than
City Hall roof.
Any other issues about the building? How about the foundation? Any settling?
John Roy: If you are facing the building, City Hall, the right rear corner, I believe the SW Corner has
cracks in the foundation, there is some signs of settling showing in that one location. There have been
roof leakages where the City Hall meets the Police Department. John can provide detailed information
at a later date. Leakage problems around windows have been fixed as well as the roof.
When you redid windows what did you do?
John Roy-Windows were taken completely out and replaced. No dry rot around the entire exterior of
the building.
When did the building begin showing signs of leakage?
John Roy - Signs of leakage appeared within five years.
John Roy introduced. Sandy Zodrow, HR; Jim Hendryx, Community Development; Nadine Robinson,
Office Services (represents staff located in City Hall and in the water building); Curtis Young,
representing Network Services.
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Jim Hendryx - Has approximately 30 employees in the Department and it is important to be close to
Engineering Department. Employees are constantly coming and going, working together, sharing
information. Counter is a high priority and a good customer service area is needed, plus areas the staff
can work together with citizens or other staff. Currently it is difficult to look at plans as a group or to
review large plans on the counter.
Are people assigned to the Counter? Jim Hendryx -Yes two full time staff for Building, a permit
coordinator, and one plus for Engineering Planning Division. Space is also needed for meetings with a
customer that is close to the counter?
Do you have any security concerns for the counter?Jim Hendryx - Not until you said it. There is a
need for an informal conference room. Some property owners don't like to discuss their business in
front of others and privacy is needed for those individuals. Currently we have security badges to get
pass the counter.
Sandy Zodrow—There are different levels of security for entering specific buildings - employees only
have access to the building that they need to have access to.
How about panic alarms or recording of activity?
Nadine Robinson - Court currently has wide counters and windows that close which is nice. Security
still could be an issue if someone wanted to get to them and they couldn't close the window quickly.
What is biggest issue for Community Development?
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Jim Hendryx— Getting staff closer together, currently staff is located in City Hall as well as the modular
behind City Hal. Would like to avoid all the walking that has to be done now. A place to lay plans that
everyone can look at. Now, when court is in session the noise level increases.
Nadine Robinson — Difficult with court being held at the opposite end of the Hall from where the
counter is located, creates noise and congestion in the lobby directly in front of the planning and
engineering counters.
Is court functions a part of this study? Nadine Robinson —Yes
Jim Hendryx— Everything to the outside world everything comes to niche, which is where most of
network services is located.
How are cables pulled? Curtis Young — Up above.
...Voice over IP - No New system is capable not using — Library will Voice over IP— going to at new
library— Redo for old library...
...Hub off the back of the phone? Yes to
Computer Phone Stuff?- Curtis Young— Everything is in the NICHE, the cost of moving everything is
important.
25 pair cable.
Does not appear to be a lot of Fire Protection available in the NICHE? Do we want to look at
Suppression Systems or Protection Systems? Curtis Young - hadn't thought about it. John Roy
suggested including information in the estimate.
Is there a budget proposed for this project?
John Roy- No defined budget for this project we are looking to Consultants to provide information in
order to build information into next years budget. Do you have budget for schematic phase? John
Roy- Yes.
Jim Hendryx -Would like to see a couple of different ways to access the building (Existing Library)
possibly an access through the Puiett Room would be a workable solution. Using existing main
entrance as an employee entrance.
Do we do due diligence in finding deficiencies?
John Roy- Looking for both pieces of information. What is problematic and what changes could be
easily made.
Is the space being designed to meet the current needs of City or for the future needs? Have we
identified employees needs for next 20 years?
Sandy Zodrow - Each Department has been asked to project out as far as 20 years giving their best
estimates for what they need in terms of FTEs.
Does network services want to remain in the niche?
Curtis Young - Network services goal is to remain in the niche. Network services needs justification by
cost to warrant leaving network services in the niche.
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Nadine Robinson — pointed out that finance department has staff located in the water building that will
be moving to City Hall. They have 24 staff plus they both have counter service needs and workspace
needs. Court needs easy access to Town Hall for Court. Had thought of putting a door from to City
Hall to Town Hall Room to eliminate having to walk through a meeting room to hold court in Town Hall.
Utility Billing needs access for customer services who come in to order water meters and pay their bills.
Will personal in water building remain? Nadine Robinson - They will move.
Jim Hendryx— Currently Community Development is in City Hall — Park Reservations is down on Ash,
water meters permits are issued in the water building. Looking to having everyone together for a one
stop service.
Is Police Department included in this remodel? John Roy- No.
Sandy Zodrow - Human Resources has four staff whose main issue is confidentiality —They do not
want to be heard by others. Need to have some sense of privacy. Sound proofing or something to
allow discussion between staff and other employees that need to be kept confidential. The need to be
away from where people can see who is coming and going from personal.
You need to be private From each other and other groups? Sandy Zodrow—Yes that would be idea',
since much of the information on employees needs to be kept from view of public and other employees.
That is their biggest challenge. They also need a place for public to come to see what jobs are posted
and to pick up applications as well as a place to fill out an application.
Would the counter in genoral purpose area work for you? Sandy Zodrow - Yes that would work,
having it as a self-service area would be best.
Are there any security issues for HR?—Sandy Zodrow, not really an issue. Badges issued several
years ago because of the increase of violence in the workplace seem sufficient. Security may become
an issue if someone is not hired for a position they feel they should have gotten.
John Roy asked staff if anyone had any expectation of what the layout should look like.
Jim Hendryx - Intent is to get rid of modules, get workgroups together. Under consideration is using
modules for secured storage for PD.
Nadine Robinson - Finance and Administration is looking to being together. This includes Office
Services, Municipal Court, Finance, City Administration, and even network services.
Are we Implementing standard spaces? Amount of space for employees to work? John Roy-- Nothing
has been established.
Jim Hendryx Each department did go through and determine how much space they would like to have
for each employee as well as share space areas they need.
Have the Existing panels been inventoried? Will they be used?
Sandy Zodrow—Committee did not discuss. Cost may be the issue for new panels.
John Roy, Terry Muralt, Greg Berry- Do we have an inventory of panels. We do not. We would
provide inventory of quantities.
Gus Duenas arrived...
Terry Muralt add that she was told by vendor—still make our existing panels—we could add too —
instead of getting all new—would like an approximate cost of a new system — plus cost for using
existing.
Does this system have wire way in bottom? -Terry Mural -yes.
What is the City's position on a seismic upgrade?Are we looking into upgrading now?
Gus Duenas - not looking for that now since this is an interior redesign to meet staffing needs.
John Roy- Building maintenance— have had evaluations done for City Hall — Library - John Roy will
provide information —will make decision later. Done about three years ago.
Gus Duenas -We want to keep the cost down. We need to report to the public what we spend and we
need to carve out office spaces from what is existing.
Are we designing to meet Silver LEEDS? Gus Duenas - City is designing to meet Silver LEEDS
Are we looking to keep open ceilings?- John R— looking at most the cost efficient way to make
changes. Gus Duenas - Drop ceiling in the Library— use moveable partitions as much as possible. If
we need a new panel or if we need to add walls the committee will have to look at total cost. Staff will
need some private offices—the number is still to be determined.
Where do the inspectors park? In Back of City Hall - If in Library— would that change? Jim — Has
no problem with inspectors walking across the parking lost. Currently employee drive cars to where
they pick up their city vehicles, then they are parked behind City hall. Does not want inspectors walking
through public area to get to their parking area.
HVAC system ??? Gus/John Depends on the recommendation. It is not a part of the design.
Any chance of taking this design team on to the next stage of the project? John Roy- not sure...
Gus Duenas - It is usually written into the RFP, didn't believe it was included in the RFP.
Gus Duenas -New Library is scheduled for completion in 2004— remodeling work would be after
Library moves out? HVAC needs to be redone, question is when?
Submit Proposal on October 28