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12/16/2002 - Minutes Library Steering Committee Meeting Notes December 16, 2002 Members Present: Margaret Barnes, Greg Berry, Jim Hendryx, and Craig Prosser. Members Absent: Gus Duenas, Bill Monahan, and John Roy. Boundary Site Map: Gus was not present, so there was no map. Greg stated that he would try to get a map for the group that includes the Library site plan, property boundary, Wall Street, and the Field's easement. Greg sent out a map to the group on Wednesday, December 18. Tree Moving/Mitigation Decision: Margaret stated that Jim and Ed Wegner had met with SRG to look at trees that could be stored at a temporary, on-site nursery and which trees need to be removed. Tree mitigation funds will not be used to move the trees. Margaret noted that the groundbreaking will occur at the O'Mara gate area and not anywhere near the blue house as some trees may not have been removed prior to the groundbreaking. The group agreed that Bill and Public Works need to decide what should happen with the houses. John Roy was assigned the task of finding out what will happen with the houses. Abandoning of Wells Update: John was not present, so this item will be carried over to the next meeting. Greg noted that Dennis Koellermeier suggested that one of the wells could be used for irrigation. Greg stated that he had sent a map showing the location of the wells to John. IRS Code and Private Business in the Library: Craig stated that he owes Margaret a memo regarding this issue. Craig noted that the IRS limits private business to 10%, which includes the inside and outside of the Library. This means the Field's easement, coffee bar lease and revenues, and any preferential room reservation would count toward the 10% limit. Room reservations on a first come, first serve basis, and the Friend's book sale would not be include in the 10% private business use limit. Margaret noted that the City can receive a percentage of revenues from the coffee bar. Margaret stated that Nadine Robinson sent a memo to the Commission for the Blind regarding operation of the coffee bar and that the City would charge a monthly lease and receive a percentage of the revenues. Also, the City wants a national vendor. --� Margaret stated that a vendor needs to be chosen by March 2003 or June 2003 at the very latest. The vendor would be able to assist with the design of the coffee bar. 1 Margaret noted that she and Nadine will need assistance in developing a RFP. Purchasing staff will need to work with Greg and Margaret to schedule the RFP into the construction schedule. The group discussed the possibility of getting other local jurisdictions' contracts with coffee vendors. Washington County has a contract with a local coffee vendor. Greg will contact his friend, Acker, for vendor contract information. Building Construction Grant Possibilities: This item was held over until the next meeting as Gus was absent. ODOT Status —Wall Street: This item was held over until the next meeting as Gus was absent. Greg stated that he would check with Vannie as she is lead on this project. Weekly Project Meeting Update: Greg stated that the team had discussed cost saving options. The proposed construction budget is now only $138,000 over budget. The team needs to finalize target amounts. At the next meeting, the team will align the budget. The budget needs to be finalized before the detailed schematic design can be completed. Greg noted that at the Wednesday meeting, the team will discuss mechanical, electrical, and computer wiring needs. They will also talk to John and Arnie regarding building locks to maintain consistency with current City locks. �.. Public Information: Margaret stated that the Community Meeting went great and that there were over fifty attendees. Most of the attendees were new and did not attend the last meeting. The meeting was filmed and will be broadcast on TVTV. Most people liked the new library design. There were several questions about Hall/Wall intersection, the floodplain, park trails, and the half street improvements. Margaret noted that the design received several compliments. Also, the winners of the art contest were presented with a certificate and their pictures were taken. December 23rd Meeting: The group agreed to cancel the December 23rd meeting. The next meeting will be on Monday, December 30tH Other Issues: The issue of the utilities being on at the white house has still not been resolved. Greg will follow-up with Loreen regarding risk issues/attractive nuisance. There have been many questions from the public as to why the lights are being left on. Need Loreen to determine which is the greater risk of exposure to the_City - having utilities on or off? Margaret asked Greg to provide Loreen with a set of the new library site plans, so Loreen could review them from a risk perspective. Greg or Gus will report back to the group on December 30th regarding the house ... utilities. 2 A review of the To Do list showed that an estimated completion date had still not been set for the site plans for land use purposes. Jim will ask Skip when a site plan that can be used for land use purposes will be available. Jim will report back to the group at the December 30th meeting. Greg stated that the Environmental Assessment Phase II has been completed. Hahn & Associates is recommending two more rounds of testing. The next testing will cost $5,600 and testing will be done on the building site only. The second recommended testing site is in the floodplain. The group discussed whether or not the floodplain testing should be paid for by the library project. The Park Master Plan project may need to pay for it. The group agreed that a more detailed map showing the points of sampling in relation to the building site and floodplain is needed. Greg stated that the next testing will include two test pits. The purpose of the testing is to know the contamination level/depth in a three-dimensional format. This information will assist in the development of the grading plan. Greg noted that the contamination is not at hazardous materials levels, so the soil can be disposed of locally or be buried or capped. The City Attorney has already been told to proceed with this testing. The floodplain testing needs to be discussed more before proceeding. The group needs to determine if the testing is necessary and who should pay for it. Agenda Building: Nothing added. 3