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09/16/2002 - Minutes Library Steering Committee Meeting Notes September 16, 2002 Members Present: Gus Duenas, Greg Berry, Jim Hendryx, John Roy, Craig Prosser and Paula Walker (for Margaret Barnes). Members Absent: Bill Monahan Review of meeting notes and follow-up: A revised budget was distributed. Gus stated that he had spoken with the property owner and has received verbal permission for the City to put City locks on the white house and board up the windows. Gus noted that some of the windows have been stolen out of the white house already. Police has been requested to periodically check the house and look for lights in the house at night. John stated that the Public Works crew is available to clean up the site. John asked what account numbers he should charge the work to. Craig responded that he would send an email with the account numbers to John. --� Gus will send an email to John stating that the owner has given verbal permission to board up the house and change locks. Gus will create a permission letter for the property owner to sign, which states that the property owner gives his permission for the City to change the locks, board up the house, and clean up the site. This letter must be signed and returned before any work can be started. Gus stated that the keys for the blue house have been mailed. Gus will turn the keys over to John once Gus receives them. Bill and Margaret toured the white house as well as Gus and Mike Mills. Gus stated that the house needs a tremendous amount of work and that it would be better to tear it down. John stated that he has not had the opportunity to contact City of Gresham regarding the private, environmental education company. John noted that he was incorrect about the Gresham being the contracted city. The city is actually Wildwood. John noted that Steve Martin is in the process of contacting Oregon Recreation and Park Association (ORPA) regarding the company as ORPA was the agency that set up a tour last year. John will be attending an ORPA conference in the beginning of October and will make inquiries regarding non-profit and private educational companies. John will report back to the group on October 14. Greg stated that the City Attorney has been requested to hire the biologist. The biologist submitted his proposal and the cost would be $180.00 plus the cost of a business tax. No one except for Craig, who gave budget committee names earlier, had names and/or email addresses for the Digging in the Dirt email group. Everyone was requested to bring contacts to the next meeting. Paula stated that she currently has 50 to 60 names, however, the majority are library volunteers. Paula requested that the group sends names and email addresses via email or paper. John stated that the Public Works crew is ready to go on clean up of the site, but needs written permission first. If written permission is received before Friday, September 20, then Gus should email John. If written permission is received after Friday, September 20, then Gus should email Howard Gregory, as John will be gone for the next three weeks. Craig reported that Matt Stine had made a suggestion at the time he, Craig, Margaret, Bill, Gus, and Greg toured the site. Matt suggested that a for-profit company might be willing to move trees around the site in exchange for the company being able to take some of the trees for themselves. Craig asked John if the Parks Department would be interested in harvesting any of the trees for use in the parks. John stated that he would speak with Matt Stine about the moving and/or removal of trees. John will report back ,.� his findings to Michelle via email before he leaves for his vacation. Update on Road/Site Plan: Gus stated that a consultant has been hired and that they have been put in contact with Hoffman. It appears that the Wall St. and Hall St. intersection will take up 35 feet of the library property and 35 feet of the Zander property. Gus noted that he would be meeting with ODOT on September 18 to discuss the streetlights and the intersection. The alignment has not been set up, however, the appropriate people are working on it. Gus will give another update on road/site plan on September 30. Update on Land Use Permits Schedule: Jim had nothing to report as this was discussed at last weeks meeting. Update on CM/GC interviews and selection: Gus stated that most of the interviews went well. A select group reviewed the written responses on September 16. This group came up with two top firms during the review process. The Selection Committee will meet on September 17 to go over the written responses top candidates and the interview top candidates and then make a final selection. Public Information Update: Paula stated that the first issue of Digging in the Dirt would be sent this week. Paula has completed a successful test run on sending out the email. --� Paula noted that there is still plenty of time to add names to the list. l Publicity for the October 16 public meeting has been started. The Library has developed a traveling display to promote the library construction project. The information and pictures are velcroed-on, so the display can be updated throughout the construction process. An ant carrying blue prints is being used as a logo for the project. John asked if Paula wanted pictures of the clean up of the site. Paula responded that she would like pictures as she plans on documenting the entire project. Two citizens have expressed interest in assisting with energy conservation projects in the new library. Both citizens are employees at energy agencies. Are there any volunteer opportunities for these two people? Gus stated that PGE would be running the energy model. However, Gus will ask the architects if there is a way to involve these two citizens. It was noted that the citizens would not be included in the design process portion of the project. Other Issues: Craig stated that he has signed all the OECDD papers and will be sending them back by the end of the week. However, the City attorney opinion is still needed. It is anticipated that the City should receive the funds the first week of October. Paula requested that Craig provide her with the actual date, once known, so she can include it in public information mediums. Craig stated that OECDD requires that funds be spent down every 6 months. Craig needs to meet with Gus to set up a "spend down" schedule. Paula asked if the statement "Funds provided in part by OECDD" needs to be put on all public information flyers, letters, displays, etc. Craig stated that it should be included on major forms of public information including the website. Paula will verify that it is included on the website. A concern regarding the State's financial situation impacting the OECDD bond rating was expressed. It is most likely that OECDD bond rating will not be affected, as OECDD will purchase bond insurance, which gives it a good bond rating. Agenda Building: • Status and role of Steering Committee — a discussion (Bill) • Partnering Session —who's involved? (Bill) • Public Information (Margaret) • Tree Removal Email (John via Michelle) • ODOT meeting (Greg)