12/30/2002 - Minutes Library Steering Committee
Meeting Notes
December 30, 2002
Members Present: Margaret Barnes, Greg Berry, Gus Duenas, Tom Imdieke, and John
Roy.
Members Absent: Bill Monahan, Jim Hendryx, and Craig Prosser.
Utilities at the Houses: Greg spoke with Gary Smalling regarding the houses' utilities.
Gary stated that Loreen Mills intends to maintain the utilities and fence each house.
The group agreed that fencing the houses was costly and not necessary at this time.
Greg will speak to Loreen when she returns from vacation. Greg will
communicate the Committee's opinion that utilities be maintained and current
fencing be maintained until a resolution on disposition of the houses is achieved.
Houses' Future: John reported that the blue house will be auctioned off to the highest
bidder. Terry Muralt is currently working on the advertisement. John noted that Gus'
input is needed before the advertisement can be placed. It is estimated that by mid-
March the blue house will be gone, sold, or scheduled to be demolished.
No decision about the white house has been made. Ed and Liz will make the final
decision. The City will maintain the white house as City property, auction the house, or
demolish it.
The committee recommended that the houses be listed as separate items in the future.
Site Plan for Land Use Update: Gus stated that the site plan should be available in mid-
January. Gus will double check this time frame at the next Project Team meeting.
Abandoning of Wells Update: Gus reported that SRG is working with Greenworks to
determine if the wells could be used for Park irrigation purposes.
John noted that the wells are not registered with the Water Master. If the consultants
recommend keeping the wells, they will need to be registered with the Water Master.
Otherwise, the wells will be abandoned.
Greg stated that the wells had worked at one time, but have not been used since the
houses connected to City water. Greg noted that additional permits may be needed for
the wells if the City's intended usage of them exceeds the domestic usage limit.
Gus will check the consultants regarding the wells and their possible irrigation
use at the next Project Team meeting.
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Building Construction Grant Possibilities: Gus stated that he had contacted SRG, but
has not received any feedback yet. Gus will ask SRG about grant possibilities at
the next Project Team meeting.
ODOT Status -Wall Street: Gus stated that Vannie had met with ODOT. ODOT
indicated that they will approve the Wall Street intersection once plans are submitted.
However, the signal will need further justification. If the signal is approved, its approval
will follow the intersection approval. Also, ODOT will want the City to sign an IGA
stating that the City will be responsible for maintaining the signal.
If the signal is not approved prior to the commencement of construction, the signal will
be pulled from the Library construction budget and will be pursued as a separate
project.
Gus stated that the intersection should be approved in March 2003.
There was a brief discussion regarding the bus pullout. The City will have to work with
Tri-Met and ODOT, as Hall Blvd is a state highway, to get the pull out approved.
Margaret stated that the Mayor and Bill both want the pullout shown as part of the
library construction design. Not having a pullout is not an option.
The pullout construction will be paid for with library construction funds for off-site
construction costs. This is part of the required Hall and Wall improvements that were
budgeted.
Weekly Project Team Meeting_ A decision was made at the late meeting that the City
will continue with the design/construction process. The process will not be stopped to
go over original construction estimates. SRG has agreed that if the design needs to be
redone, SRG will not pass the cost onto the City.
SRG and Hoffman have committed to work closely to design and build the new library
on-time and on-budget.
Margaret noted that the interior of the new library is the most important as far as design.
The exterior design will be downgraded before the interior is modified. It is important
that the design not be "nickel and dimed".
Public Information: Margaret stated that new information and the schematic report have
been added to the website.
Council will be updated in January on the design. Monthly updates to Council will begin
in February.
The official groundbreaking will be on May 17, 2003. Construction will begin a month
-� later on June 18, 2003.
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It is still desired to have a webcam at the construction site. John noted that Entrance
Control (card lock company) has the ability to provide a webcam for the project. After
construction is completed, the webcam would be reused inside the library as part of the
planned security system.
Other Issues: It has been requested that the weekly meetings be moved to
4:OOpm. The group agreed and the next meeting (01/13/03) will be held at the new
time.
Tom had two issues regarding project costs. The blue and white house costs need to
be charged against land acquisition costs. The group agreed that any costs related to
the blue and white houses should be included in land acquisition costs. The amount
available from the Facility Fund for the current fiscal year is $1.4 million.
The group would like John to invite Dan Plaza to the 01/13/03 meeting to give an
update on Fanno Creek Park.
Agenda Building_
• Tree Disposition
• Fanno Creek Park (Dan Plaza)
• Zander Property/Wall Street Elevation (Gus)
• Access Driveway Placement (Jim/Gus)
• Design Development Update (Margaret)
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