2002-1240-Minutes for Meeting September 26,2002 Recorded 10/8/2002DESCHUTES COUNTY OFFICIAL RECORDS rf
MARY SUE PENHOLLOW, COUNTY CLERK 1�J BONN
COMMISSIONERS' JOURNAL
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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 GOVERNMENT BUILDING PROJECT GROUP
THURSDAY, SEPTEMBER 26, 2002
Commissioners' Hearing Room - Administration Building
1130 NW Harriman St., Bend
Present were Commissioner Dennis R. Luke; County Administrator Mike Maier;
Susan Ross, Commissioners' Office; Joe Sadony, Information Technologies; Marty
Wynne, Finance Director; and Laurie Craghead, Legal Counsel. Others in
attendance, representing the State and the developers, were Terry Angle, David
Welch, Tara Lund, Steve Gist, Arland Keeton, Bernadette Rubio, and Mary Campbell.
The meeting began at 10:00 a.m.
Mary Campbell said that notices for the public hearing have gone out, and she has
only been contacted by one individual. The hearing is scheduled for October 10,
followed by this group's regular meeting.
Bernadette Rubio is working on the space planning. There has been a change to
the main entrance in response to a request from the County; it will now be about
one-third of the way down. Another entrance has been added to handle increased
citizen visits during tax season. There will be an L-shaped corridor, and two
elevators to address ADA requirements.
At this time the group discussed parking needs, the various entries, and client
needs such as drop-off points. The various phases of development were discussed,
including Phase I, with the warehouse still in place; Phase II, with the warehouse
gone; and Phase III, with a parking structure.
Minutes of Government Building Group Thursday, September 26, 2002
Page 1 of 3 Pages
Preparations will be put into place for future development, including a three-story
building. Phase IV would include adding a parking structure, and another building
of about 35,000 square feet at the corner of Lafayette and Wall.
Mike Maier discussed the potential purchase of other properties that are adjacent to
the Parkway for a new warehouse, archives, and possibly information technologies
facilities. These are being looked into at this time.
The group then discussed possible changes in traffic flow, and the potential
necessity of a signal at the main entrance, and perhaps at Hill and Greenwood and
other locations. Marshall, Norton and Hill could be vacated, and perhaps
eventually Harriman as well.
Discussion then occurred about the 2040 plan, which would include an addition to
the justice center. Mike Maier said that the County had previously negotiated with
the owners of the church and Johnson Brothers' store at the corner of Lafayette and
Wall. He added that if the Federal government decides to have a facility in Bend,
they would want a location amenable to underground parking.
The group then discussed the facade of the building, which will be changed to
comply with the City's requirements for no flat -appearing roofs. Drawings that
showed the addition of structures on the roof were then viewed. The structures
would shelter HVAC equipment, and the elevator shaft that may need to go to that
point to be ready for the addition of a third floor. Mike Maier encouraged the
group to go forward with whatever can be done now, including venting and the
floor structure.
Bernadette Rubio said that she hopes to have the space planning wrapped up by the
end of October.
Mike Maier said that he is working on the relocation of the manufactured homes.
Since these were involved in a grant to the County, one of them may be given to
Crook County for a use similar to the current use. He also said that a public
hearing has been set regarding the exchange of lands with ODOT.
Terry Angle stated that test pits are being done, and the 10 -inch water line will
work, so there's no need to go out to Wall Street. An easement will be needed for
the billboard that is in place at this time. A survey is in process.
Minutes of Government Building Group Thursday, September 26, 2002
Page 2 of 3 Pages
He also explained that the phone lines require a 14 -foot clearance midway through
the parking lot. Joe Sadony said there is a fiber optic cable in the ground, under
the walkway to the Deschutes Services Building, so preplanning is needed. A
discussion then took place regarding burying the phone lines. The general
consensus was that, even if it adds some to the cost, it would be wise to bury the
lines rather than have above -ground poles and lines next to a building project of
this scope.
Mary Campbell stated that on October 16 there's a meeting with the City's
transportation people in regard to a license to use the alley space. Traffic counts
are being compiled at the current Department of Human Services offices, and this
should be done within two weeks.
Mike Maier said that a cost estimate is needed as soon as possible for the bond
sale. Marty Wynne added at the market is good for this now, but a complete
project description is needed.
Being no further discussion, the meeting adjourned at 11:05 a.m.
Respectfully submitted,
Recording Secretary
Minutes of Government Building Group Thursday, September 26, 2002
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