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08/26/2002 - Minutes Library Steering Committee Meeting Notes August 26, 2002 Members Present: Margaret Barnes, Gus Duenas, Greg Berry, Jim Hendryx, and Craig Prosser. Members Absent: Tom Imdieke, Bill Monahan, and John Roy Review of meeting notes and follow-up: Gus stated that he is still working on the CM/GC addendum, but will have it out to the group tomorrow, August 27, 2002. Jim stated that he didn't have the memo on the Wetland Grant as Duane Roberts is on vacation. Jim will have the memo at the September 9, 2002 meeting. Jim noted that the grant is not a feasible avenue to pursue. Greg sent a memo to the group regarding his follow-up items. A discussion regarding the biologist and his visit occurred. After much discussion, it was decided that a biologist needs to be hired, but will be hired by the City attorney's office for confidentiality purposes. The following timeline was developed. • Define scope of project for biologist. Biologist will work only on the library project and road issues. Wall St. will be handled as a separate issue. Gus will have scope for the September 9, 2002 meeting. • Hire the biologist. Gus will contact the City attorneys to start the process. Biologist needs to be hired by September 16. Biologist report will be on the library project only. • Road/Site Plan layout. This will take sometime as the site plan cannot be done until the architects determine where the building, parking lot, etc will be placed. Site plan cannot be started until after September 10. Gus will have an update at September 16 meeting and hopefully a preliminary site plan for the September 23 meeting. Margaret stated that she had some concerns about the car not being removed from the property. Greg stated that there were no advantages to removing the car and that the removal of the car could require some environmental permits. Margaret stated that the car is a possible safety hazard. Greg will identify the exact location of the car and will come up with some reasonable solutions, besides removing the car, that address safety and stewardship issues. This needs to be done immediately as the current property owner should have to deal with the car before the City takes ownership. 1 Update on Land Use Consultants: Jim stated that the consultant, Tom Wright, has been hired by the City attorneys and that Jim is trying to set up a meeting between planning staff, the consultant and the City attorneys sometime in the next two weeks. This will be a pre, pre-app meeting and a time for all the members working on the project to get together as a team. The following people will be attending the meeting: Jim Hendryx, Dick Bewersdorff, Brad Kilby, Brian Rager, Gus Duenas, Skip (architect), Tom Wright (consultant), Tim Ramis (attorney) and possibly Gary Firestone (attorney). Jim noted that he has instructed his staff that they must follow all regulatory rules in regards to the project. Jim stated that the consultant can do some preliminary work, but cannot set up a permit timeline until the site plan has been completed. Jim will provide a progress update on land use permits at the September 16 meeting. Margaret stated that she needs to schedule the planned public involvement meeting and would like to have the meeting sometime in late October. Margaret cannot schedule this event until the site plan, biologist report and preliminary permit schedule has been completed. Update on Project Schedule: Greg stated that nothing has changed with the schedule and that copies are available. Greg noted that the project manager will take over the project schedule once the firm is hired. Shiels Obletz Johnsen was selected to provide project management services. Update on Budget: Craig filled in for Tom as Tom was out sick. Craig stated that a firm budget needs to be set. Gus stated that he will work with Tom to have the budget for the September 9 meeting. Gus stated that he and Tom will circulate the budget in advance of the meeting. Status on property/tenant move-out: Gus stated that the tenant moved out of the white house as of last week. The tenant in the blue house has moved out, but still has some items stored on the property. The horses are to be removed from the property by the end of the month. Margaret stated that she needs a set of keys for the white house and permission to enter, so the Friends and TAHPA visit can be scheduled. Greg will contact the property owner to get keys for the white and blue houses and verify that the horses will be removed from the property by August 31, 2002. Gus will contact the City attorneys regarding the property condition, clean up, and removal of any junk/items before the City takes ownership. The City attorney will be responsible for contacting the property owner regarding this matter. 2 Update on A/E and Owner's Rep. Selection: Gus stated that SRG has been selected as the architect. Council will award the contract at the August 27, 2002 meeting. Gus noted that SRG has not yet signed the agreement and that the contract is still being negotiated. Gus stated that Shiels Obletz Johnsen was selected to provide project management services and City Council will award the contract on September 10, 2002. Gus noted that the CM/GC RFP is due on August 28, 2002. The short list group will meet on September 4 to review and discuss the RFP's. Gus noted that Diane Jelderks will deliver copies of the RFP's to all short list group members. The short list group is comprised of the following people: Margaret Barnes, Gus Duenas, Greg Berry, Jim Hendryx, Craig Prosser, Bill Monahan, John Roy, Daryl Jones, Charlie Bahlman (project manager), and Larry Eisenberg (WACO). Charlie and Larry will both attend the short list meeting. Gus stated that he wants Charlie Bahlman to be on the interview panel, so Daryl Jones was removed. The interview panel is comprised of the following people: Gus, Bill, Margaret, Larry and Charlie. Gus stated that he will advise Diane of all short list group members and make sure everyone gets copies. It was noted that John Roy needs his copies on August 29, 2002 as he is going on vacation. Environmental Education Grants from Metro: Liz Newton had sent an email to the Steering Committee advising them of a possible grant for the library project. The deadline for the grant is September 25, 2002. Jim stated that he would contact John Roy and ask him to discuss the grant with Dan Plaza and Duane Roberts. Dan and Duane will be responsible for reviewing and assessing the City's eligibility for the grant. John will update the group on this issue at the September 9 meeting. Other Issues: Margaret expressed her concern with the coordinating of major press release events. Margaret stated that on the August 27 Council Agenda there is the OECDD library bond and the awarding of the A/E contract. It is not possible to combine the two press releases into one and that the press will most likely not pick up both press releases. Margaret requested that in the future that everyone keep in mind press releases when scheduling important items for Council. Craig noted that Exec Staff reviews future council agenda items, so those Steering Committee members who are also part of Exec Staff should keep in mind the project schedule when reviewing. Margaret will bring an updated public information calendar to the September 9 meeting. 3 Craig noted that OECDD also issues press releases and will be issuing a press release on the OECDD library bond. Craig will forward a copy of the press release on to Paula when he receives it. Margaret stated that she still needed names for the "Digging in the Dirt" email group. This group will receive updates on the library project. The Committee should supply names and email addresses of key people in the community, committees, and interested people who would like to or should receive these updates. Craig asked that the Budget Committee be added to the group. Steering Committee members will bring the names and email addresses to the September 9 meeting. Craig noted that he has been receiving calls about the purchasing of the library bonds. Craig sent out an email to the Steering Committee and other key City staff about the selling and purchasing of the bonds. Craig encouraged everyone to share the email with counter staff. Craig stated that bond-purchasing questions can be referred to him or people should reference the email information. Craig confirmed that OECDD will have the funds to the City on October 15, 2002. Margaret will email the "Question of the Week" to Exec Staff, so they can forward it on to interested staff. Margaret asked if the questions for the CM/GC interview had been established. Gus stated that he will be requesting possible questions from Skip and Larry and from the short list group. Gus requested that the Committee send him sample questions. Jim stated that he will ask Daryl Jones to submit questions also. Gus will compile the questions and send them out for everyone to review before the interviews on September 12. Agenda Building_ All the items that are due for the September 9 meeting listed above. Margaret stated that Public Information should become a standing agenda item. 4