12/09/2002 - Minutes Library Steering Committee
Meeting Notes
December 9, 2002
Members Present: Margaret Barnes, Greg Berry, Gus Duenas, and John Roy.
Members Absent: Jim Hendryx, Bill Monahan, and Craig Prosser.
Schematic Design: Margaret had distributed copies to the group via inter-office mail.
Margaret will provide Michelle with copies.
Actual Budget v. Expenditures Summary: Charlie Bahlman sent this information to the
group via email.
Hahn & Associates Assessment: Gus stated that he and Hahn & Associates had
settled on the scope of work for the additional testing of the site that is needed. Phase
II of environmental assessment has been completed and submitted to the attorneys.
Hahn & Associates will be submitting a proposal for the additional testing. It will include
testing of the building site and floodplain area.
Gus noted that he had provided Hahn & Associates with the most current site plan.
Margaret requested a map that shows the property boundary and the most
current site plan. Gus will provide the map at the next meeting.
Tree Moving/Mitigation Decision: This item was held over until the December 16th
meeting as all necessary parties were not present. Group acknowledged that decisions
about the trees and houses must be made soon. Trees and houses must be removed
before the groundbreaking in the spring.
Abandoning of wells and Aquifer Storage: Gus stated that he had traded voicemails
with Dennis Koellermeier. Dennis' only concern was that the wells were closed
properly. The well closures should not impact the aquifer project.
John asked if the group wanted Public Works staff to close the wells. John had noted at
previous meetings that Public Works staff had closed three wells. If Public Works staff
does this work, the wells can be closed in the next few weeks. The group agreed that
Public Works staff should proceed with the closing of the wells.
John will talk to Dennis about the project, but will coordinate the project with
Rich Sattler. Rich has worked with the Water Master before when wells were
closed.
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John will also work with Tom lmdieke for tracking of costs.
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Gus will get appropriate account numbers to charge to from Tom and share them
--� with John.
IRS Code and Private Business in Library: This item was held over to the December
16 th meeting.
Business Tax Energy Credit: Gus stated that the credit will depend upon the findings of
the Earth Advantage study. There is not enough information at this time to proceed with
applying for the tax credit.
Weekly Project Meeting Update: Gus stated that the key task of the project team is to
get the construction back on budget. Currently, costs are being projected as being $1
million over budget. On-site costs, which include the parking lot, landscaping, etc, are
$600,000 over budget. Building costs are $400,000 over budget. However, the team is
working on cost saving options.
The Library Steering Committee members agreed that a break-down list of all on-site
costs is needed. Gus will get this list from Charlie.
Gus noted that the original City budget for on-site costs was $800,000. The City may
have to hold the Project team to this amount.
Margaret noted that on-site costs need to be reduced before building costs.
Public Information: The Community Meeting will be held on Wednesday, December 11.
Gus will attend the meeting.
Margaret stated that the October Community Meeting is still being aired on TVTV.
Margaret noted that patrons have commented that they have watched the show.
Margaret reminded the group that they could still vote for the People Choice Awards.
December 9t" is the last day for voting and the winners will be announced during the
December 11 t" meeting.
Margaret stated that Council will view the schematic designs next week.
Other Issues: Margaret asked the group to help identify grant possibilities for the
building construction. Margaret noted that these grants will be different and separate
from Park Master Plan grants.
John stated that he had never seen grant opportunities for building construction.
Margaret stated that she had seen one for lighting for new construction.
The group decided that specific projects first need to be identified. The specific projects
and description will then be passed on to Liz Newton for grant searches.
Gus will talk to SRG about possible grants or past grants received by other
agencies. Gus will report back to the group on December 16t".
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-� John will talk to Dan Plaza about coming back and updating the group on the Park
Master Plan on either January 6, 2003 or January 13, 2003.
Agenda Building_
• Cancel December 23rd meeting? (Group)
• ODOT Status (Gus)
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