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10/07/2002 - Minutes Library Steering Committee Meeting Notes October 7, 2002 Members Present: Greg Berry, Gus Duenas, Jim Hendryx, Bill Monahan and Paula Walker (for Margaret Barnes). Members Absent: Craig Prosser and John Roy. Review of meeting notes and follow-up: No comments. To Do List Review: Reviewed items. Greg stated that the Biologist Report would be completed by October 18 and the Environmental Assessment Phase II would be completed by October 21. The Phase II report includes refined testing for Arsenic. Gus stated that he had left a detailed message for Mr. Fields regarding the wetland and habitat issues that surround the Wall St. LID. LEED memo and discussion: Michelle distributed a memo that Margaret had received --� from the architect last week. The memo summarized the City's options regarding the LEED certification. Since, Craig and Margaret were both absent. Discussion of the LEED certification was postponed until the next meeting. Minimum standard distance—Wall St/Zander Conditions of Approval: Greg stated that the interim access into the library could go in about 200 feet and still avoid the wetland areas. This is a workable option. Greg noted that he had supplied the architect with a copy of road/access map. Jim stated that Zander has submitted a completed land use application for an apartment complex. Jim noted that the project team met last week to discuss the Zander development's impact on the library project. Jim distributed a memo. The goal of the library project is to minimize impact on the wetlands, which includes minimizing the initial construction of Wall Street. However, a preliminary site plan for the library is needed to initiate the land use process. The library site plan is dependent upon the alignment of Wall Street. Jim noted that the City does have the authority to set the alignment for Wall Street in regards to the Zander development. Wall Street will be shared equally between the Zander property and the library. Wall Street will not be allowed to veer on to the library property as shown in the Zander development plans. 1 c A neighborhood meeting, which is part of the land use process, will be held in conjunction with the community meeting on October 16. The neighborhood meeting will �.. include an initial review of the land use components. Jim stated that the land use decisions for Zander must recognize the Wall St. alignment. Zander's site plans will need to be revised to reflect an alignment that equally impacts the both Zander and the library properties. Since the permanent access for the Zander property will be off of Wall St., the City will be able to require dedications and certain improvements. However, the Dolan analysis must be used. The City has a legal basis to have Wall St. run down the dividing line between the library and Zander properties. Jim noted that Wall St. would impact the wetlands and Fanno Creek floodplain. Jim stated that the Wall St. LID would be responsible for completing the right-of-way, alignment and street improvements. When the LID is finished, the interim library access off of Wall St. will be closed and a permanent access will be constructed further down on Wall St. A discussion regarding the existing site conditions ensued. There was some confusion regarding who was responsible, De Haas or the City. It was determined that the City is responsible for providing information to De Haas so they can finalize the site map plan. The map needs to show the wetland buffers, test pits, wells, etc. Greg will review the current De Haas plan and determine if anything is missing. Greg will have this done and report back on October 14. ➢ Greg's responsibilities— make a checklist of all items that need to be on map. Will give checklist to De Haas. ➢ De Haas'responsibilities—will update and finalize map. Map will include a legend detailing items shown. Will give map to the land use consultant and the architect. Jim stated that he wants to submit the land use application in November if at all possible. The land use application is dependent upon other projects being finalized. Bill asked about the access on Hall and whether or not ODOT would approve it. Gus responded that it would be difficult to get ODOT's approval; however, nothing is definitive yet. Gus stated that he wanted to get approval for the Hall/Wall intersection first and then make a case for the Hall access. Gus noted that ODOT is presently opposed to the Hall access. Bill asked how ODOT could deny a Hall St. access when one already exists at the white house. Bill asked if there was a way to preserve the right of access for the white house, 2 so it can be utilized later. Gus will investigate the possibility of preserving the white house access on Hall St. Meeting with architect: Bill asked how the meeting with the architect went. Paula responded that the architects had a map showing the placement of the library building and trees to be preserved. Paula noted that the building appeared to be place partially in the floodplain, which is contrary to the decision that the building be far away from the floodplain. Paula stated that the three main concerns expressed during the campaign were 1.) traffic and O'Mara St.; 2.) why the City wasn't expanding the current library; and 3.) the wetlands. It is very important that the wetland areas and boundaries shown on the map are verified and accurate. Greg noted that he gave the architect an updated map. White house: Bill stated that the City would not pay for an appraisal of the house. From the point of view of the City, the house has no value. Bill stated that the code language needs to be changed. Possible new code language would be "for those circumstances where the appraisal exceeds the value of the house, an appraisal will not be required". Craig will work on changing the code. Bill noted that the City would retain the house for as long as possible, if the house preserves the Hall St. access. Public Information: Paula stated that the Library has been focusing on advertising the community meeting. Ads have been sent to TVTV. Bookmarks advertising the meeting have been placed at Barnes & Nobles and flyers have been placed at businesses around town. Paula has been talking with Tigard High School to have the community meeting advertised on their reader board. She also spoke with St. Anthony's about advertising the meeting on their signboard. St. Anthony's said they would try. Another Digging in the Dirt email will be sent out this week. There are approximately 60 to 65 people on the email list. Paula noted that the list is continually evolving and that the group can submit names to her at any time. Bill asked if the current signs at the new library site could be changed or modified to promote the community meeting. The "Thank You Tigard" banner could be removed to make room for the meeting information. Jim responded that the City doesn't regulate the words on the sign once the signs have been approved, therefore, the City could change the wording on the signs. Paula stated that she would check into this matter. Paula stated that she has spoken with Victor and Nancy about developing a ,.� construction website. The website will look very different from the rest of the City's sites. Hopefully, the City will be able to obtain a construction cam, which will relay 3 pictures to the website. Also, the site will include the Question of the Week, construction schedule, etc. Paula noted that an outside webcam would cost more than a webcam that could be housed within the construction trailer. A recommendation was made to place a webcam in Margaret's office. The group agreed this idea should be pursued further at the next meeting. Other Issues: There will be a meeting with the architects at 3pm on Monday, October 14, so the Steering Committee meeting will be pushed back to 4pm. Agenda Building: • Margaret Cam • LEED Energy Credit • Property sale closing • Code amendment 4