06/05/1984 - Minutes TIGARD CIVIC CENTER
PROJECT ADVISORY COMMITTEE
MINUTES OF JUNE 5, 1984 - 6:00 P.M.
CITY HALL
1. Call To Order: Tuesday, 7:30 P.M. at City Hall
Roll Call Members present: Valerie Johnson (Chairperson), Bob Carn,
Carolyn Eadon, Craig Hopkins, Susan Mueller, Edward Duffield and
Dennis Derby. Staff present: Joy Martin. Visitors:
Approve Minutes: The minutes for the May 24 meeting were approved.
Introductions: Members shared their backgrounds and interests in the
Tigard Civic Center while having sandwiches.
2. Brief Background Report: New members were briefed by the original
members, using the information shared at the previous meeting. questions
were raised and addressed on cost factors for "open-office space,"
possible adjustments to space allocations for computers and communications
equipment. The Committee agreed specific space requirements should be
dealt with at a later date due to (a) insufficient information at this
time, and (b) the more immediate need of outlining the overall space
allocations.
3. Review Project Timeline: The committee agreed to try to meet the proposed
timeline, noting that the schedule is tightest for the final design. The
Committee discussed the need to increase involvement by interested
citizens. The schedule will be placed on the local cable reader board, in
the Times, and in the city newsletter, All About Town by staff. Staff
will also try to schedule meetings in places other than City Hall.
Carolyn Eadon will prepare a letter to be sent to those which may be
interested. The committee will prepare press releases to go to the Times
and the Oregonian. The goal of the committee is to gain from the
involvement in building a Civic Center for the community, and is not to
become fractured or divided by the input.
RECESS
The remainder of the meeting is continued on the next page.
(JM/dc:1695A)
CIVIC CENTER ADVISORY COMMITTEE MINUTES - JUNE 5, 1984
After the recess, Valerie Johnson was unanimously elected to serve as
Chairperson. Carolyn Eadon was also elected to the position of
Secretary/Vice-Chairperson.
It was decided to have the Secretary compose a letter from the Committee
to be sent to the NPO's, Library and Park Boards, Tigard Senior Center and any
other appropriate persons informing them of the Committee's purpose and
encouraging their attendance at our meetings.
The projected timeline was discussed. The members all agree we must
remain flexible - if the architect needs more time than allotted in order to
do a quality job we will have to adjust the schedules. All present agreed
that the project shouldn't be compromised just to stick to the proposed time
schedules.
Staff was reminded that representatives from Library, Police and City Hall
need to have their presentations ready for our meeting next week.
It was suggested that the scheduled meeting June 11 between Executive
Staff and the architect finalists be re-scheduled to be combined with our
meeting with the finalists on June 12. It was felt that this would be more
effective from a communication standpoint and also more time efficient for the
architects.
Staff is going to check everyone's schedules and advise us if this is
possible.
Discussion of the Project Management Options was continued from the last
meeting. The general feeling at that time was that Option 3; Project
Manager/General Contractor was the best suited. However, after further
discussion tonight, Committee members felt we were still not at a point to
make a firm recommendation until after reviewing the RFQ's. This matter was
tabled until a later meeting.
It was mentioned by staff that Mr. Santee, Mr. DeBernardis and Mr. Reese
have offered their expertise to the Committee as consultants.
Committee member Bob Carn developed a rating review form as a guide for
the RFQ process. The Committee thanks Bob for his time in developing this
outline and is most appreciative of his advice.
The outline was unanimously adopted as a tool for ranking the RFQ's.
Committee members began process of individual reading and rating the RFQ's
- group discussion will follow at a later meeting.
Staff relayed a request from Mr. Zaik that he be allowed to submit his RFQ
late because the printed announcement had not included a cut off date for
filings. Staff was asked to check into this situation and to advise the
Committee of their findings.
Next meeting is set for June 6, 1984, 7:00 PM at City Hall.
Chairperson Valerie Johnson adjourned the meeting at 9:35 PM.
Respectfully submitted,
Carolyn Eadon/Secretary
(CE:pl/1695A)