09/09/2002 - Packet Library Steering Committee
-� Meeting Notes
September 9, 2002
Members Present: Margaret Barnes, Gus Duenas, Greg Berry, Jim Hendryx,
Tom Imdieke, Bill Monahan and John Roy.
Members Absent: Craig Prosser
Review of meeting notes and follow-up: In the August 26, 2002 notes, it was
written that Margaret would be emailing Exec Staff with the "Question of the
Week", it will actually be Paula Walker.
Greg updated the group on the tenant move-out. Tenants are out of both homes.
The white house is unlocked. Greg has yet to receive keys for either of the
homes. Greg and John toured the white house and it is in very poor condition
and the furnace doesn't work. It will most likely cost as much to renovate as it
would to build a new building.
Margaret and Bill will tour the white house on September 10, 2002 after Exec
Staff meeting. Margaret will be contacting the Friends and TAHPA to schedule a
--. tour of the home. It was recommended that the tour happen soon, so the white
house can be locked or boarded up to prevent unauthorized people from
entering.
Gus noted that he had reviewed the purchase agreement and it states that the
City will receive the property "as is". The City will have to clean up the debris and
rubbish left by the tenants.
Engineering will contact the owner regarding keys for both houses and the
lock up of the white house.
Greg distributed a memo regarding the submerged car. Greg and Mike Mills
examined the car that is above water and the surrounding wetland area. It
appears that removal would require excavation of the surrounding bank and
erosion protection. Leaving the car still seems to be the best solution.
Jim stated that he had spoken with Kendra Smith at Clean Water Services
(CWS) regarding the car. CWS would like to establish a water quality test area
on the library site. They would be willing to do some enhancements to the site
such as removing non-native plants and replanting with native vegetation. Jim
asked the group if they wanted CWS to view the site and provide input. It was
decided that now was not the time to involve another agency as Tigard is still in
--� the preliminary stages of the project.
i
Also, a clear distinction between the library project and the next phase for the
land needs to be maintained. The car is located in a buffer area that is not part
of the library project. The car can remain and not affect the library project.
Margaret stated that she would need some information on the future plans for the
land and stream quality for the community information meeting as citizens may
have questions.
Greg stated that the car is not easily accessible or easily seen. At this time, it
does not appear to be an attractive nuisance.
Wetland Grants Memo/Environmental Education Grant Update: John distributed
a memo from Duane Roberts regarding possible grants. The first grant was
listed in a Randall newsletter and the second was forwarded via email from Liz
Newton. It would be premature to apply for grants at this time. No actual
projects have bee identified or developed. Duane and Dan Plaza will continue to
monitor possible grants as projects are developed.
John stated that there was a private company that provides educational
programs that the City could possibly partner with for future grants. John will
contact City of Gresham as they contract with this company. John will
report back on 9/16/02. Bill stated that he would rather the City partner with a
non-profit or educational institute.
Scope of Project: Greg stated that he had sent a letter to Dr. Paul Adamus
requesting the Dr. Adamus submit a fee proposal to prepare a statement of
findings and recommendations regarding the wetland area. Greg noted that a
biologist, that toured the property as a favor and not officially, stated that the
property provides fair habitat for the turtles and frogs. Michelle will send out
the letter to all group members by 09/11/02.
The full scope of the project has still not been developed. Also, the biologist
needs to be hired through the City attorney. The projected hire date was
9/16/02, this date needs to be moved back as Greg is still waiting to hear back
from the biologist. Greg will call the biologist if necessary and report back to
the group on 9/16/02.
Margaret asked if the biologist's report would be done by December 1St, as she
would like to schedule a public meeting in January 2003.
Budget: Tom distributed a final budget for the library project. Margaret, Gus,
and Tom finalized the figures. Tom asked if the project budget amount for land
acquisition was the amount in the actual land purchase contract. The $2.2
million is the actual purchase price, so Tom will move the amount to the
encumbered/contracted amount column.
2
Tom noted that of the total costs of the project so far, $47,515.26 cannot be
reimbursed by the bond. These costs were incurred before the reimbursement
resolution was approved on May 22, 2001. Total project costs so far are
$184,117.67 with $116,027.41 being eligible for reimbursement.
Jim distributed an analysis of possible total CM/GC fees that was created by
Daryl Jones. Daryl took the monthly GC (general conditions) plus the percentage
of the GMP. The totals ranged from a low of$522,000 to a high of$747,360.
These amounts are considerably higher than the budgeted amount of$342,000
for the CM/GC contract.
Gus explained that the budgeted CM/GC fee is for the percentage of the GMP
and that the general conditions are included in the building construction budget of
$6,391,105.
GMP = GC (general conditions) + construction costs (includes
contingency)
Construction costs = everything, but cost to manage the project
The general conditions must be closely monitored since they are part of the
building construction budget. It is possible that money could be taken from
actual construction costs (bricks and mortar) to cover higher GC costs.
John pointed out that the Recap by Vendor—Total Project does not balance
against Total Project costs. Tom will review and fix the error.
CM/GC Questions and Interviews: Gus distributed the letter and written
questions that he sent to CM/GC interviewees. The candidates will have to
submit their answers to the written questions at the interview. The candidates
will also answer oral questions.
Gus noted that the figures provided by Daryl's analysis would be a good tool to
compare against. Charlie Bahlman (project manager) agrees with Daryl's
methods, but not necessarily his numbers as some costs were left out and
certain assumptions were made.
Jim asked if and how the group wanted Daryl involved in the interview process.
Did they want Daryl to review the written responses?
It was decided that Gus, Daryl, Charlie, Larry, and Greg would review and award
points on the written questions.
Gus, Charlie, Larry, Margaret, and Bill would review and award points on the oral
interview questions.
3
The written and oral responses will both receive 50% of the total points. The
-� total amount of points has yet to be determined. It will be either 100 or 200
points.
The interview group will meet on September 17 after 3:OOpm to review the
scoring of the written answers, oral answers and then make a selection. Once a
selection is made, reference checks will need to done. The final decision must
be made by September 20, as Council will be awarding the contract on
September 24.
Gus will schedule a meeting room for September 17 and email Charlie and
Larry with timeline.
Gus distributed his list of potential interview questions. The group quickly looked
through the questions and gave their comments and suggestions on additional
questions or rewriting of questions. The group needs to email additional
questions or suggestions to Gus by 5:OOpm on September 10.
Gus will scale down the interview questions to only ten.
One question that the group thought should be added was asking the interviewee
to reference a client within the last 5 years who was most dissatisfied with their
work and request permission to contact that client.
Public Information Update: Margaret distributed an updated public information
calendar.
Margaret again requested that the group submit names for the "Digging in the
Dirt" email group. The group needs to bring names and email addresses to
the next meeting, September 16.
On October 14, there will be a public, Community Design meeting in the Water
Auditorium. The public will be able to give their input on the design of the new
library.
On September 9, the New Tigard Library Resource Team met.
John requested that he be included on any interior design meetings. Margaret
responded that she would invite him when the discussion became more detailed
and that right now they were working on floor plans.
Other Issues: It was suggested that Public Works staff attend the next property
site visit to evaluate the amount of rubbish and debris that will need to be
removed.
4
John will report on the Public Works crew availability for clean up of the
property at the September 16 meeting. Before any work can be started, the
City will need to get the property owner's permission to access the site.
Gus will contact the property owner regarding debris removal and get the
okay to lock or board up the white house. Gus will need to get the Public
Works schedule before he contacts the property owner. Gus will report back
on the status at the September 23 meeting.
Jim stated that he and City staff had met with Group McKenzie regarding land
use permits and the scheduling of the permits. At the meeting, the group
strategized how best to disconnect the library project from the road project.
Jim noted that the Anderson property owner will be submitting a land use
application soon.
Jim stated that Group McKenzie cannot proceed with the land use planning until
they receive a site plan. Jim will have Group McKenzie get in contact with Skip
from SRG.
Gus stated that he had spoken with Skip and the site plan will not be completed
until after the schematic is done. It is estimated that the site plan will not be
completed until December. The group agreed that the site plan needs to be
completed sooner, especially where the road is going. Once the road placement
is set than the ODOT and environmental permits can be applied for.
Gus stated that the Wall Street project approval will occur on September 10,
2002.
Gus noted that he has a meeting with ODOT on September 18 regarding a
possible traffic signal at the entrance to the new library and road. The
intersection alignment has the highest priority at this time.
Bill asked where the expenses for Group McKenzie were located in the library
construction budget. The expenses are located in the Pre-Design category
under miscellaneous services. Group McKenzie cannot give a full cost and time
estimate until the permits needed are identified.
Agenda Building_
• Road Entrance
• Debris Removal
5
August 29, 2002
Dr. Paul Adamus, Consulting Wildlife Biologist
Western Pond Turtle Working Group
6028 NW Burgundy Dr.
Corvallis OR 97330
Subject: Proposed City of Tigard library
Dear Dr. Adamus:
You are invited to propose a fee to prepare a statement of findings and recommendations
concerning the effect, if any, of the proposed library project upon the Painted and Western Pond
.� Turtles and the Northern Red-legged Frog populations and habitat along the adjacent portion of
Fanno Creek. The recommendations will be incorporated into the proposed site plan that is
currently being developed.
Enclosed is a topographic map with a wetland delineation of the site for your use. Please note
that there will be a twenty-five foot wide buffer along the creek and wetlands as we discussed.
There may be a need for a proposed access road along the southern property line to encroach the
wetland buffer strip. Should this be required, it will be subject to a joint Corps/DSL permit.
Otherwise, the wetland and associated stream will not be altered.
(Also enclosed is a Business Tax Application that must accompany your request for payment). If
you have questions or require additional information,please call.
Sincerely,
Greg N. Berry
Utilities Engineer