10/21/2002 - Packet Library Steering Committee
Agenda
October 21, 2002
Summercreek Conference Rm, 3:OOpm
I. Review of meeting notes and follow-up
II. To Do List Review (Group)
III. Steering Committee Status (Group) — notes provided from previous
meeting
IV. Tree Moving (John)
V. Community Meeting Update (Margaret)
VI. LEED Energy Credit (Craig)
VII. Council Update
VIII. Hall and Wall St. alignments/issues (Gus)
IX. Weekly Project Meeting Update (Gus)
X. Public Information (Margaret)
XI. Other Issues
XII. Agenda Building
Library Steering Committee
Meeting Notes
October 14, 2002
Members Present: Margaret Barnes, Greg Berry, Gus Duenas, Jim Hendryx, Bill
Monahan, Craig Prosser and John Roy.
Review of meeting notes and follow-up: No comments.
To Do List Review: The site plan should include the buildings.
The Conditional Use permit will require a public hearing, as the building is a cultural
institution.
Gus stated that the projected completion date for the library has moved from late spring
2004 to August 2004. This is due to the anticipated project design completion date,
which affects the construction start date.
Bill asked how and why the completion date was pushed back when nothing has
changed. Bill stated that it is crucial that the library be completed on time and on
budget. He does not want changes being made now when the project hasn't even
really started. Decisions about postponement and schedule changes should occur as
issues arise and not prior.
Gus responded that the revised project time schedule was developed during the weekly
project team meetings. The project schedule needs to be somewhat flexible. The
document completion date will drive the construction schedule.
Gus distributed a revised project schedule. Gus noted that the design is being delayed
by two to three months, which pushes the construction start date back to June 2003.
The project schedule now gives the CM/GC a month for the subcontractor bid process.
Also, extending the subcontractor bid time frame should prevent phased construction.
Gus stated that the project team is trying to make the schedule work for all involved and
the revised project schedule is more realistic.
Jim noted that a good site plan is needed before the land use application can be
submitted.
Bill stated that he and Margaret need to meet with Skip, Charlie, Eric, and Gus to see if
the project schedule can be negotiated. Gus will coordinate the scheduling of the
meeting. Gus to try to schedule the meeting for October 15.
The partnering meeting is scheduled for October 23 from 8:30am to 1:30pm at Club
Sport in Tualatin. City staff to attend are John, Gus, Tom, Margaret, Dick, and Gary.
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Cash flow, which follows the project schedule, needs to be added to the To Do
list.
Biologist Report: Report had been distributed earlier.
LEED Energy Credit: Need an estimate of cost of certification versus tax credit. Gus
to send Allen Scott's email to Margaret. Margaret will share the email with Skip.
Need to achieve closure on this matter. Craig and Margaret to write a memo by
tomorrow afternoon.
Property Sale Closing: Craig reported that the bond money was now available to
purchase the land.
Code Amendment: Nothing to report at this time. There will be no appraisal in the
event the house is torn down.
Margaret Cam: Discontinued due to artistic differences.
Public Information: A lot has been done including a lobby display.
Other Issues: Deconstruction brochure
Someone asked if the little maple trees were gong to be moved. John will speak with
Dan Plaza and report back next week.
Agenda Building:
• Steering Committee Status — notes provided from previous meeting
• Project Schedule
• Tree moving
• Community Meeting Update
• LEED Certification/Tax Credit Update
• Council Update
• Hall and Wall St. alignments/issues
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Library Steering Committee
Meeting Notes
September 23, 2002
(Abstract)
Status and Role of Steering Committee: Craig asked if the Steering Committee is still
necessary now that the construction team has been hired. Bill responded that even
though Gus is the lead person for coordinating with construction team (project manager,
CM/GC, and architect), Margaret periodically meets with the architect, and Jim will be
involved in the whole process because of permits, the Committee is still necessary. Bill
stated that the Steering Committee should continue to meet weekly until at least ground
breaking. Also, the Committee should meet until all items have been accomplished on
the "To Do" list.
Bill noted that once construction has begun a decision making group will be formed.
This group will approve change orders, advise and make decisions regarding
construction. This group will be smaller than the Steering Committee and may be
comprised of some the Committee members.
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LIBRARY PROJECT
"TO DO" LIST
ESTIMATED
DATE RESPONSIBLE COMPLETION
ADDED ITEM PERSON DATE COMPLETED COMMENTS
Gus/Greg to get estimated completion date.
8/19/02 Environmental Assessment of proeerty Greg 10/21/02 No Re ort back findings on Oct. 7
W/0-2 H o ist G /16/02 Yes Contract has been, ' ned.
8/26/02 Site Plan Gus December No Gus will talk to architects about getting site plan
done before December.
8/26/02 Land Use Permit Schedule Jim/Greg ? No Dependant u on site plan.
Budget for library roect orn/ rai 19- yes
Obtain Dose e $from rt owner us 9 23/02 es ecelved. In a aret"s possession.
8x26. 2 Emailaddrses for Digging in the Dirt Group "UN12 Yes Group decided that this Item should be
completed.
9/€102 Clean up of property byPubllc Works crew Jahn October Yes can up is underway M MM be corn
by the second week of October.
9/2 /02 Tree Inventory MargareUMOU 9/30/02 Yes Matt sent a completed tree Inventory to , G
Stine
9/23/02 Wall St intersection - ODOT approval Greg November No reg 15 contact i eson for an
schedule.
9/23/02 Purchase of white house by citizen Margaret ? No Margaret will contact the woman once the City
decides what to do with the house.
9/23/02 LEED program/Green Building/Business Craig ? No Silver Certification cost prohibitive. Looking at
Energy Credit Business Energy Credit.
9f23/02 i r!
Greg 10118/02 Yes Greg distdbut+ad the Bib Ist R
9 /02 NotifyFields shout ha tat issues and Gus 10/7/02 Yes Gus left detailed voice mail a ac'for{Mr.
buffer !erns Wall St, Fields. Hadn't heard back et.
9130/ ` ccess to fibra fyde rom Mai-minimum Greg 1017/02 Yes Minimum distance needed for slapklng Isne is
distance 200 feet.
9130/02 ander eve cement on !tions o Gus/Jim 10/7/02 Yes. Zander devetopment will have to incorporate
Approval Wall St. alignment.
9/30/02 Surplus Real Property- code revision? Craig/Gus ? No Bill does not want to pay for appraisal. Wants
a code revision.
10/14/02 Cash Flow Craig/Gus ? No