11/25/2002 - Minutes Library Steering Committee
Meeting Notes
November 25, 2002
Members Present: Margaret Barnes, Greg Berry, Gus Duenas, Jim Hendryx, Craig
Prosser, and John Roy.
Members Absent: Bill Monahan
Park Planning: Dan Plaza, Park Manager, gave an overview of the Park Master Plan
schedule. On December 10, 2002, Council will award the Park Master Plan contract to
Murase & Associates. The tentative timeline for meetings is as follows:
➢ Mid-December through January— staff meetings between Dan and
Murase Project Manager. Margaret will be included in some of these
meetings.
➢ Mid-February to March —first community meeting
➢ Late March to April — second community meeting; will provide two or three
alternatives for park design for community to view and respond.
➢ Late April to May —third community meeting; will show park design plan
with changes recommended from last community meeting.
➢ May 31 st— project completion date
Dan noted that the park planning is being somewhat fast-tracked. Dan agreed with the
group that the library design group will need to meet with the park design group.
Dan stated that the goal of the park plan is to blend the library site with the park area.
The focus of the park will be the view from inside the library looking north.
Margaret stated that there needs to be a clear and agreed upon line between where the
library space ends and the park area begins. The transition area needs to undetectable
to citizens. Both groups need to understand who is responsible for planning certain
areas. Do not want to double plan/design for the same area.
Dan noted that the fee for Murase & Associates is $26,397 and the project manager is
Dan Jenkins.
Gus stated that he is meeting with Hahn & Associates on Wednesday and he will find
out from them what needs to be done with the contaminated area.
Dan stated that he would notify Gus and Margaret of the park meetings with Murase.
Review of meeting notes and follow-up: Margaret did not have copies of schematic
designs, but she will bring them next week.
To Do List: The Environmental Assessment report has still not been completed. Gus
will get a schedule from Hahn & Associates when he meets with them on Wednesday.
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Actual Budget v. Expenditures Summary: Gus had emailed out the budget summary
compiled by Charlie. In the future, all budget summary worksheets will come from
Charlie instead of Tom. Tom will continue to track the charges internally and feed the
information to Charlie.
Since not everyone had Charlie's budget summary, this item was held over to next
week, December 2. Gus will make sure that Charlie sends out the most current
budget summary to the group.
Tree Moving/Mitigation Code: Jim distributed a memo regarding the use of the tree
mitigation funds. Jim stated that the answer to the question of using tree mitigation
funds to move the trees is no. However, Bill's input is needed before the answer can be
finalized. It is possible that this issue may be negotiated and reviewed.
Jim noted that the issue would be "cleaner' if the City had an obligation to mitigate. The
trees that the City plans on moving are smaller than the minimum size that requires
mitigation.
Jim stated that the purpose of the tree mitigation fund is to pay for planting of trees.
However, Jim noted that moving of trees can be part of mitigation with Community
Development Director approval.
-� The group agreed that a decision about moving the trees needs to be made soon as
now is the best time to move trees. Also, the trees need to be gone before
groundbreaking.
The group agreed that this issue needs to be discussed again at the next
meeting.
Abandoning of wells and Aquifer Storage: Gus had nothing to report since he did not
have the opportunity to speak with Dennis Koellermeier about this issue. Gus will
contact Dennis and report back any information at next week's meeting.
Schematic Design Copies: Margaret did not have copies of the schematic designs.
She will bring black and white copies of all sheets to next week's meeting.
Weekly Project Meeting_ Gus stated that the key issue discussed at the last Project
Team meeting was the removal of all Wall Street and off-site improvement costs from
the Library's construction budget. Wall Street and the improvements on Hall Blvd will
be listed as a City project and paid for with funds from the library project, Zander project
and TIF funds.
The reasons for the removing the costs are to minimize coordination problems and
avoid additional costs in the library project. By removing the Wall Street and off-site
--� projects, the library's cost for Wall Street will be held at $568,000. If the projects
remained as part of the library project, it is possible that the library's costs would be
higher.
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Craig asked if the change was going to reduce the library project's total cost. Gus
responded that the Gross Maximum Price (GMP) will be reduced and contracts will
have to be renegotiated, but there will most likely not be any major cost reductions. The
library project will still be responsible for paying the $568,000 as budgeted. The main
reason for the change was to avoid additional costs and better coordination.
Gus noted that the Wall Street project contract will be written, so that access is provided
for the library construction project.
Gus stated that on Thursday, November 21, the Team had met with some City staff to
discuss cost saving options for mechanical, electrical, and site. The Team prioritized
the options from what they are willing to give up now to what they will not ever give up.
Those items that will not be given up are items that would have long-term ramifications
on building design and operations.
Gus noted that this is still a work in progress and nothing has been finalized.
Public Information: Margaret stated that they are planning and promoting the December
11 Community Meeting. SRG made a presentation to Council on November 19.
The group discussed the possibility of moving the sign near the white house into the
--� yard area of the white house, so it can be seen better. John will talk to Howard about
moving the sign into the white house's yard and angling it so south bound traffic
can see it.
Jim noted that the front counter staff had received several questions from citizens about
the City's ability to post the signs. The citizens were mainly people who had their signs
removed out of the public right-of-way. The counter staff had to explain that the City's
signs are posted on City property and not in the public right-of-way.
Other Issues: The issue of the houses' security was discussed. Margaret stated that
the light bulb in the white house has burned out and asked that it be replaced. This
prompted discussion about whether or not the City should disconnect electricity and
water service to the houses and weatherize them for winter. If the water is left on, but
there is no heat, the pipes may freeze and break. Also, if the house has utilities and
heat, it may become an attractive nuisance during the cold winter months.
The group agreed that the utilities should be disconnected. Gus will discuss the
matter with Bill and notify John of Bill's decision. Also, Gus will talk to Loreen
about possible Risk issues if the electricity and/or water are left on.
Margaret stated that a small group is exploring the possibility of having a coffee bar in
the library. Jim noted that the coffee bar is allowable if it meets certain standards set by
code.
Craig reminded the group that the IRS restricts private business to only 10% of square
footage and/or revenues.
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Margaret stated that the group had been looking at having a lease agreement with a
vendor and receiving a percentage of the revenues. Craig responded that the City
cannot receive a percentage of revenues. The IRS requires that a lease be a fixed
amount and that the City sign a qualified management contract with a vendor for a
minimum of two years and a maximum of three years.
Craig will review the IRS code and report back at next week's meeting.
No outside signs of any kind advertising the coffee bar will be allowed.
Margaret noted that the Friends of the Library will have a small book sale area in the
new library. This should not be an IRS code problem, since the Friends is a non-profit
agency and exists to support the library.
John stated that Loreen had expressed concerns about the possibility of mold in the
new building to him. She wants to make sure that a "healthy" building is constructed.
The possibility of mold will be addressed during the design process especially since the
building will be near a water source. Gus stated that since the library will not have a
basement and with new construction designs; mold should not be an issue.
John stated that during last Thursday's meeting, he was asked to make decisions about
which HVAC system to install in the new library. John stated that he cannot make a
decision about which HVAC unit to purchase until the building design has been
completed. John stated that he would like to meet with PAE (construction subcontractor
doing mechanical/electrical/etc) to discuss HVAC issues. Also, John would like to bring
a representative from the Tigard/Tualatin School District who knows a lot about HVAC
systems. Gus will talk to Charlie about arranging this meeting.
Agenda Building_
Craig asked that someone update and tell him what needs to be done with Business
Energy Credit. Gus will talk to Charlie and report back at next week's meeting.
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