01/27/2003 - Minutes Library Steering Committee
Meeting Notes
'� January 27, 2003
Members Present: Margaret Barnes, Greg Berry, Gus Duenas, Jim Hendryx, Bill
Monahan and Craig Prosser.
Members Absent: John Roy.
Follow-Up: Gus stated that a grant meeting had been scheduled for Wednesday,
January 29th at 11:30am.
Gus stated that the Library can either be addressed on Hall Blvd or Wall St. Gus
provided two addresses to choose from: 13560 SW Wall St. or 13360 SW Hall Blvd.
Under standard addressing, the Library should be addressed on Wall St. A decision
about the address was not made. However, the decision will need to be made soon as
AT&T needs it prior to installing cable lines.
Land Use Update: The land use application was submitted on January 21St. Planning
staff reviewed the application in two days even though code allows thirty days. There
are a couple of outstanding issues, which are due by Wednesday, January 29th. Clean
Water Services needs to provide a letter.
The Site Plan is still being revised to lessen impacts on water quality.
Jim will bring a land use permit schedule to the next meeting, February 10th. The
schedule will cover through the land use decision.
Weekly Project Meeting Update: Gus reported that at the meeting they concentrated on
the land use and coordination of other meetings. It was discovered that an additional
conduit (fiber) will need to be ran from the Police building across Hall Blvd to the new
library. This conduit was not budgeted for and will need to done as part of a street
project. A permit from ODOT will be needed to cross Hall. Gus stated that the group
still needs to determine the best was to handle the project and who should pay for it.
Craig stated that the library project should pay for it as the conduit is needed for the new
library.
Gus noted that it is most likely that the wells will need to be abandoned and closed.
Greenworks has stated that the wells will not be needed and that it would be too costly
to get them up to a usable level. If it is decided that wells will be abandoned, someone
needs to notify John Roy so he can get the process going.
Design Development (DD) is due today, January 27th. A limited set of plans were
distributed due to their cost.
Public Information: Margaret stated that on January 28th Council will be shown black
and white floor plans and site plans, which includes the bus pull-out.
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The New Library Resource Team will meet on February 10tH
On March 3rd, the website will be updated with new renderings, plans, etc.
Official groundbreaking will be held on May 17tH. Margaret asked the group to provide
her with names of people that should be invited to the groundbreaking. The
groundbreaking will not be as large of an event as the grand opening ceremony.
Other Issues: Craig requested that he receive a list of dates for when items are due for
the business tax credit. He also needs a list of what costs are to be included on the
application. The application needs to be submitted in early April 2003 before the GMP
contract is signed with Hoffman. The City has a year from when the State certifies the
application to find a tax credit partner.
Gus will follow-up on the business tax credit application and date at the next
Project meeting. He will share the information with Craig.
The Energy Report should assist Craig in the application process as it gave energy
saving recommendations that will most likely be implemented. Margaret will give her
copy of the Energy Report to Craig.
The Blue House bid opening will be on January 28tH. Margaret noted that someone had
removed all the glass doorknobs from within the house. Margaret stated that she had
instructed Building Maintenance staff to remove some nice light fixtures and knobs from
both the blue and white houses.
There is still no decision about the white house.
Greg stated that he had received results from the most recent soil tests. One test pit
near the proposed building site had higher levels than first test as the soil test went
deeper to about 9 inches or more. This test site has the highest level of contamination.
Due to the levels, the soil will need to be removed from the site. It can be disposed of at
a site in Washington County. It may be possible to use the soil as fill under the
foundation. The group agreed that additional testing needs to be done in the area
where the proposed courtyard will be because of future landscaping and soil
disturbance. The group also agreed that this information will eventually need to be
shared with staff and the public.
Agenda Building:
• Land Use Permitting
• Update on Land Use Application
• Design Development Costs
• White House Update
• Grants Update
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