11/04/2002 - Packet Library Steering Committee
Meeting Notes
November 4, 2002
Members Present: Margaret Barnes, Greg Berry, Gus Duenas, Jim Hendryx, and Craig
Prosser.
Members Absent: Bill Monahan and John Roy
Review of meeting notes and follow-up: Gus or Greg to provide a map showing
contaminated areas and a Wall Street alignment map at the November 18 meeting.
To Do List Review: Environmental Assessment is due November 18. Cash flow is due
November 18. A code amendment for surplus of real property is not needed, so that
item can be shown as done.
Gus stated that Library project was being registered with LEED. Gus signed an
agreement with PGE to assist with developing a model for their Earth Advantage
program. PGE will work with SRG to develop the model. There are no costs as of yet.
Gus will talk to Skip about providing Craig with information for the Business Tax
Credit.
Tree Moving: This item was held over to the November 18 meeting as John was not
present. Margaret noted that she, Bill and Ed had walked the property and took photos
of trees that Matt had tagged to move to other parks. Library funds will not be used for
tree mitigation. Any costs for moving trees to another park would have to be paid for
using tree replacement funds.
Property closure has been delayed until further notice. Closure is being delayed due to
Mr. Field's east property access concerns.
LEED Energy Credit Registration: Already discussed above.
Wall Street Credit: Gus stated that the Library would not pay twice for Wall Street
improvements. The Library is responsible for extending the road to the final access
point/entry. The Library will have to do this whether or not Wall Street LID takes place.
The Library will be required to build a 3/ street improvement if Wall Street LID doesn't
go through. Construction will be contingent on approval of permits.
Partnering Meeting Recap: Gus stated that the meeting went well. It provided a good
opportunity for all involved to meet and get to know each other. The group came up
with some concepts and determined that the new library would open in "late summer'.
Weekly Project Meeting Update: The team went through outstanding issues. Nothing
significant was discussed. The team signed off on the project schedule. SRG will work
directly with DeHaas in regards to the Wall Street LID.
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SRG will provide additional landscape schematics for the Library.
Gus will send project meeting notes to Michelle, so she can distribute them to the
Steering Committee.
Public Information: Margaret stated that a new site map for the Library has been posted
on the web. The Library is sponsoring an art contest for young people to draw a new
library. The contest is just for fun and their drawings will not be incorporated into the
design of the new library.
Wednesday, December 11th is the next community meeting.
Margaret noted that staff had difficulties sending out email updates, Digging in the Dirt,
due to the City's email problems.
The October community meeting will be broadcast on TVTV on November 16.
Other Issues: Margaret stated that the Library is applying for a grant for arts in the
library. Bill agreed to have $5,000 transferred from contingency for the match.
Craig noted that any budget adjustment that requires a transfer from contingency needs
to be approved by Bill in memo format. This approval memo will be passed on to Tom.
Agenda Building:
• Houses
• Trees
• Schematic designs, base elevation and actual placement of building
• Ownership of property
• Coordination/update of park planning (John to contact Dan)
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LIBRARY PROJECT
"TO DO" LIST
ESTIMATED
DATE RESPONSIBLE COMPLETION
ADDED ITEM PERSON DATE COMPLETED COMMENTS
8/19/02 Environmental Assessment of property Greg 11/18/02 No Gus/Greg to get estimated completion date.
Report back findings on Oct. 7
8/26/02 Hire Biologist Greg 9/16/02 Yes Contract has been signed.
8/26/02 Site Plan Gus December No Gus will talk to architects about getting site plan
done before December.
8/26/02 Land Use Permit Schedule Jim/Greg ? No Dependant upon site plan.
8/26/02 Budget for library project Tom/Craig 9/9/02 Yes
8/26/02 Obtain house keys from property owner Gus 9/23/02 Yes Received. In Margaret's possession.
8/26/02 Email addresses for Digging in the Dirt Group 9/9/02 Yes Group decided that this item should be
completed.
9/9/02 Clean up of property by Public Works crew John October Yes Clean up is underway and Should be completed
by the second week of October.
9/23/02 Tree Inventory Margaret/Matt 9/30/02 Yes Matt sent a completed tree inventory to SRG
Stine
9/23/02 Wall St intersection-ODOT approval Greg 11/30/02 No Greg to contact Kittleson for an ODOT
schedule.
9/23/02 Purchase of white house by citizen Bill/Craig ? No Margaret will contact the woman once the City
decides what to do with the house.
9/23/02 LEED Business Energy Credit Craig ? No Silver Certification cost prohibitive. Looking at
11/4/02 LEED -Green building project/registration Gus ? No Project has been registered. Contracted with
PGE to create a model.
9/23/02 Biologist Report Greg 10/18/02 Yes Greg distributed the Biologist Report.
9/23/02 Notify Mr. Fields about habitat issues and Gus 10/7/02 Yes Gus left detailed voice mail messgae for Mr.
buffer problems-Wall St Fields. Hadn't heard back yet.
9/30/02 Access to Library Site from Wall-minimum Greg 10/7/02 Yes Minimum distance needed for stacking lane is
distance 200 feet.
9/30/02 Zander Development Conditions of Gus/Jim 10/7/02 Yes Zander development will have to incorporate
Approval Wall St. alignment.
9/30/02 Surplus Real Property-code revision Craig/Gus 11/4/02 Yes It was determined that a code amendment
would not be required to dispose of the houses.
10/14/02 Cash Flow Craig/Gus 11/18/02 No Need to develop cash flow schedule, now that
l� the project schedule has been finalized.
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