2002-1191-Minutes for Meeting September 12,2002 Recorded 9/25/2002COUNTY OFFICIAL MARYHSUE SPENHOLLOW, COUNTYRCLERKS W 2002'1191 COMMISSIONERS' JOURNAL 111111111111111 111110IM111111 101 MIN 09/25/2002 04:28:00 PM 20020011017 DESCHUTES COUNTY CLERK CERTIFICATE PAGE This page must be included if document is re-recorded. Do Not remove from original document. Deschutes County Board of Commissioners 1130 NW Harriman St., Bend, OR 97701-1947 (541) 388-6570 - Fax (541) 388-4752 - www.deschutes.org MINUTES OF MEETING STATE/COUNTY BUILDING PROJECT GROUP THURSDAY, SEPTEMBER 12, 2002 Present were County representatives Mike Maier, County Administrator; Marty Wynne, Finance; Rick Isham, Laurie Craghead and Mark Amberg, Legal Counsel; and Susan Ross, Commissioners' Office. Representing the State were Don Davenport, Joni Gallinger, Joe Pickens, Vicki Fields, Ron Parsus and Karren Ruesing. Also present were Bernadette Rubio, Tara Lund and David Welsh, CIDA; Ken Hobson, Bend Development Board; Heidi Kennedy and Deborah McMahon, City of Bend; Bill Smith and Mary Campbell, William Smith Properties; Craig Horrell, Bussard Engineering; Steve Gist, Millsite Management; and Arland Keeton, Keeton -King Construction, Inc. Mike Maier opened the meeting at 10:00 a.m. Mike Maier told the group that Bonnie Baker, the Board's Recording Secretary, would be taking minutes of the various meetings relating to the State/County building project to as to have a continuous, complete record of theses meetings. Mary Campbell explained that although the plan was for the group to meet weekly, that plan has become impractical to many of the individuals who are involved in the project, so the group will be meeting once a month, with separate smaller meetings scheduled as necessary. Bill Smith said that there are a lot of subtle issues that are affected by this project. The Bend Development Board has funding and influence in the community. This is really a community project, which brings a lot of entities together to change the complexion of Bend, and especially downtown Bend. (At this point he distributed site plan drawings to the group) Minutes of State/County Building Project Group Thursday, September 5, 2002 Don Davenport of the State proposed some changes in parking, such as more parking closer to the Parkway. The State requires 200 spaces, and the County must meets its parking requirements as well. The biggest change would be street access; perhaps the entry should be flipped to the west side. It originally was to face east, towards the Parkway. The group then discussed the details of access into the parking areas and the building, how the entry should be sheltered, and the fact that the plan is to have the walkway heated for safety purposes. There would be parking in the front, with the employee parking further out; access points for employees are being worked out. Mike Maier stressed that snow plowing is a concern, so they should avoid having stop bars if possible, as those can damage snow equipment and workers, and they are especially difficult to see after a big snowfall and during hours of darkness. Rick Isham added that the stop bars are also a trip hazard, especially in winter; and that center dividers should be clear except at the ends. Mike Maier explained that there needs to be a place to pile snow that is out of the way; and that the parking lot and the snow storage area should be graded to allow for proper drainage so that the parking lot doesn't end up becoming a skating rink. Also discussed were environmental aspects of parking lot drainage, and that the Department of Environmental Quality requires curb breakouts. It was explained that typically a 2% grade is adequate to address drainage issues. Bill Smith said that he will work closely with the contractors to make sure this issue is adequately addressed. Deborah McMahon of the City stressed that there need to be services for special access at the entry area. Dan Davenport said that there will be drop-off areas, but this needs to be better developed, as a certain level of parking is needed. A brief discussion then took place regarding the entry being easily accessed and sheltered from the weather. Susan Ross asked if the group had given any consideration to the daycare center and the possibility of a cafeteria. Most of the group said they had not yet discussed these options at length. Ms. Ross stressed that with the addition of a daycare center, traffic would increase. Rick Isham suggested that Norton Street and Hill Street, as well as Marshall Avenue, be closed. Minutes of State/County Building Project Group Thursday, September 5, 2002 Susan Ross said that the Deschutes Services Building, should it remain in place, would likely house the daycare center, the Commission on Children & Families, and other family-oriented agencies; and that the Water Resources Department has indicated it would like to remain in the building. This building could provide the separate entrances that the groups wish to have. Also discussed was the fact that the sewer lines will have to be relocated in some areas, and the City is going to study water needs issues. A water line will likely have to be extended from Portland Avenue. Mike Maier said that it appears the warehouse will not have to be demolished to construct the new building. The plan is to build a new warehouse, probably to the far northeast corner of the property. It was explained that parking will be analyzed in phases, with Phase I being around the building (220 spaces); Phase II (200 and 140 spaces); and Phase III, build out (resulting in 435 total spaces). Mike Maier added that the County has to move the two manufactured homes that house "Park Place". They will be temporarily moved, probably to a far corner of the land, until a better situation can be found. They may likely not be needed at all once the Crisis Center is constructed near St. Charles Medical Center. At this time the group decided that the big issues outside of the building itself are transportation drop-off areas, snow removal considerations, and access off of Wall Street. Deborah McMahon said that turns onto Norton are already a problem due to its proximity to the Portland/Olney/Wall intersection, so should be vacated. The main entrance will be a boulevard type entrance where the old Veterans' Services building now stands, and this entrance may be signaled. The City would also like to widen Wall Street where it now narrows down into one northbound lane, but the Deschutes Services Building is really in the way of that process. Also discussed were the distinct possibility that the current access to and from the Parkway via Lafayette Avenue may be blocked off, as it is already hazardous for drivers to enter the Parkway off Lafayette, and it will be a problem when people leaving the Parkway turn onto Lafayette once there is more traffic around the new building. Also suggested was eventually placing a signal at the intersection of Greenwood and Hill Street to provide safer access to the government core area. Minutes of State/County Building Project Group Thursday, September 5, 2002 Bill Smith said that there are some title problems with Norton and Marshall, as it appears these were not platted years ago, but these can be worked out. Representatives of the State said they have twenty-five publicly owned vehicles that will require secure parking. Mike Maier suggested that the State and County share a fenced and gated yard with card access. The group seemed agreeable to this suggestion. Susan Ross asked Ken Hobson of the Bend Development Board about plans for pedestrian access to the downtown area. Mr. Hobson said he did not have any specific numbers at this time, but that he has been invited to sit in on the other meetings with the City, County and State to review this issue. The State then discussed their plans for the first floor of the building. They will be meeting with the space planner to work out the details of what they need, and hope to have this process complete within a few weeks. The County is also involved in its space planning process. The group also discussed the situation regarding restrooms; the State requires two sets of restrooms, and the preference is to have one for the public and one for employees only, for security reasons. Also discussed was having more than one elevator; Mike Maier pointed out that the addition of another elevator would add $45,000 to the cost, not to mention ongoing maintenance expenses. Bill Smith said that the building would be constructed of steel and concrete; it will be a type 2 building, and fully sprinklered. There was a general discussion at this time regarding the use of shared areas, and whether there should be a cafe or coffee bar in the lower level. No conclusions were reached in this regard. Security issues were then addressed, including a proximity recognition system, card keys and other suggestions. Mike Maier stressed that the County has some major security issues to deal with, such as financial records and elections information. Mike Maier asked if the building could be constructed to be expanded upwards to accommodate a third story; that it would be a good idea to plan for that now. Even though it would cost more now, it could save major expenses in the future. Minutes of State/County Building Project Group Thursday, September 5, 2002 Deborah McMahon pointed out that the drawings show a fairly flat roof, which is no longer allowed. At the very least, the fagade should be changed, even though most of the existing buildings in the area do have flat roofs. She said that perhaps the Bend Development Board could help the developer in this regard. Others indicated that the drawings look stark and industrial, but the developer said that the drawings do not give a proper perspective of how the building will actually look since the drawings are one-dimensional. Brick will be at the corners to break up the institutional look, there will be sunscreens and slopes, and the heating and air conditioning equipment on the roof will be screened. There are some substantative issues to address in government buildings. There will be nine -foot ceilings wherever possible. The developer also suggested operable windows, but the group did not support this suggestion since windows that open can cause a lot of problems with the air conditioning system. Having at least one balcony off the second floor was discussed. This would allow second floor workers access to fresh air, and would break up the institutional look of the building. It was pointed out that there would be artwork in the lobby, and possibly throughout the entire building, as required and for a friendly working environment. A matrix of the work plan and schedule will soon be on a website for those in the group to access. The State and County are both working on their space needs and other issues. The goals at this time are to have the preliminary space plans done by October 10; there will then be a design meeting and other meetings conducted as needed. Space planning should be done by November 1; and it's critical for determinations to be made regarding the sewer and water lines. By November 1 the site development permit needs to be obtained; and groundwork is to start on December 9. In mid-December applications for interior permits should be submitted. Any necessary demolition and construction of the shell of the building should begin in early November. Mike Maier said that the County needs to move the manufactured homes and complete the purchase of properties, and this will occur at the earliest in the first part of November. Minutes of State/County Building Project Group Thursday, September 5, 2002 Bill Smith is working with Marty Wynne regarding the cash flow issues. Mike Maier pointed out that the County's Information Technologies group should be very involved as well; and others pointed out that the State has specific wiring requirements that will need to be addressed. Mike Maier said that a neighborhood meeting is planned for October 10, with notice going out 500 feet. Most of the individuals who will be noticed are already in negotiations with the County, so the public turnout isn't expected to be that great. The group adjourned at approximately 11:45 a.m. Respectfully submitted, Recording Secretary Minutes of State/County Building Project Group Thursday, September 5, 2002