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02/10/2003 - Minutes Library Steering Committee Meeting Notes February 10, 2003 Members Present: Margaret Barnes, Greg Berry, Gus Duenas, Jim Hendryx, Bill Monahan, Craig Prosser, and John Roy. Members Absent: None. Follow-Up: Gus stated that Skip will be coordinating the Business Energy Credit. Gus noted that the necessary information to fill out the application would be given to Craig mid to late March and that the application needs to be submitted the first week of April. Craig stated that this was not enough time given that he would be heavily involved in the budget process by then. Gus will follow-up with Skip to get the information to Craig earlier. The tax credit will be sold a private partner and the money received will go to the library project. Land Use Permitting Update and Schedule: Jim distributed a schedule for the library project's application. The application is currently incomplete because Clean Water Services (CWS) had not yet provided a service provider letter. The application cannot move forward in the process without this letter. Jim noted that his staff had provided CWS with the necessary information to complete the letter. Gus will talk to Geraldine about the status of the CWS letter and information. It appears that a DSL permit will be needed for an outpull (water quality site). Gus noted that this will most likely just be an administrative process and should not hold up the application. Jim stated that the public review process takes eight to nine weeks. The building plans can be submitted simultaneously. Bill asked if the construction start date of June 18th can still be met. Jim replied that meeting the deadline is dependant upon the completion of the application in a timely manner. The CWS letter is holding up the process. Also, the DSL permit could delay the process. Gus will follow-up with Charlie and Kurahashi regarding the DSL permit. Jim noted that all permit must be in hand before any building permits can be issued. At the next library steering committee meeting, in two weeks, Jim would have a better idea where the application was in the process. Jim stated that the Hearing's Officer has been scheduled for March 24, 2003. Design Development Costs: SRG and Hoffman are supposed to have costs this week. At the next Project Team meeting, the budget will be reconciled again now that the design stage is almost done. It is being projected that there will be some savings on the second floor staff area because the area will have drop ceilings. Also, the Team will review card lock, PA system and security needs. The lobby will have manual system windows to reduce costs. It was determined that it would be too costly to air condition the lobby. Screens will be needed on the windows. There will be other windows on the first and second floors that will be able to be opened by staff. A sensory system will detect open windows and shut down the air conditioning in that zone. Bill expressed concern about condensation forming in the lobby entrance. Gus and Jon did not feel that this would be a problem. John stated that a staff member from the school district, who is very knowledgeable about HVAC systems, is reviewing the library's HVAC plans. At this time, the staff person did not see any problems or areas of concern. Gus stated that work still needs to be done on the parking requirements. Currently, it is being planned that the new library will have 71 standard spots, 35 compact and 5 Handicap. Also, the new library will share 20 spots City Hall. The planned bus stop will help reduce the parking spot requirements. Brad Kilby will prepare a memo regarding the impact of a skate park at the library site on parking requirements. There was discussion about who will pay for the bus shelter that the City will be required to build to reduce the parking spot requirements. Gus will follow-up on this item. White House Update: Ed Wegner and Liz Newton have still not made a decision regarding the white house. Bill will invite Liz and John will invite Ed to the next steering committee meeting to get a decision about the house. No bids were received on the blue house, so it will be demolished. John stated that an asbestos survey is going to be done on the house on Thursday, February 13. Once report is received, the City will contract with a firm to remove any asbestos. After that, the house will be demolished. John noted that Terry Muralt is working on a memo regarding demo bids. The group discussed that it might be better to hold off on demolishing the blue house until a decision about the white house is made. It might be more cost effective to demolish both houses at the same time. The group directed John to add asbestos testing for the white house to Thursday's testing. Grants Update: Additional investigation into grant opportunities is needed. Once the park master plan is completed, there may be some grant opportunities. Most grants are program based, so it may be difficult to get grants for construction. Tom from SOJ gave some good ideas to Margaret and Gus at the last project team meeting. Weekly Project Team Meeting Update: Gus stated that the team discussed project estimates. The next big item the team will tackle is reconciliation of the budget. Other Issues: The second testing at the library site has been completed. Testing was focused on the building site. It appears that the contamination is confined to the old orchard area. Testing also occurred in the proposed courtyard site. The third testing will be completed in the next week or so. The purpose of this additional testing is to grid out 2 the contaminated area versus the non-contaminated area. The final report should tell how deep to dig and what needs to be done with the contaminated soil. The committee discussed how and when the testing information should be shared with Council, staff and the public. The information will first be presented to Council. Before a presentation is made, the test results and the estimated cost impacts will need to be known. It is desired that Council be advised of the testing results at the February 25th meeting, if that is not possible, then the March 11th meeting. Information will be needed on how to mitigate the soil. The soil will need to be disposed of by being dug up and removed or possibly buried under the new library building or possibly buried at the Durham Quarry site. Whichever method is chosen, the contractor hired to dispose of the soil will provide a letter stating that the soil was properly disposed of. Two of the wells will be abandoned. The third well, which is brick lined, will remain open for now. Murase will provide a report on how much water can be pumped from the third well and whether or not it should be abandoned. Howard Gregory and Rich Sattler are coordinating the filling and abandoning of the two wells. The wells will not be abandoned until the ground is drier due to the weight of the trucks. Agenda Building: • Soil test results 3