2002-1191-Minutes for Meeting September 12,2002 Recorded 9/25/2002COUNTY OFFICIAL
MARYHSUE SPENHOLLOW, COUNTYRCLERKS W 2002'1191
COMMISSIONERS' JOURNAL
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20020011017
DESCHUTES COUNTY CLERK
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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