2002-1351-Minutes for Meeting November 26,2002 Recorded 12/5/2002DESCHUTES ES COUNTY OFFICIAL RECORDS
CJ 1441'1351
COMMISSIONERS' JOUMARY SUE RNALUNTY 12/05/2002 04:33:39 PM
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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
COUNTY/STATE BUILDING PROJECT
TUESDAY, NOVEMBER 26, 2002
Community Development Conference Room
117 NW Lafayette Avenue, Bend
Present from the County were Commissioners Tom De Wolf and Dennis R. Luke;
Commissioner Michael M. Daly was unable to attend. Also present were Mike
Maier, County Administrator; Susan Ross, Commissioners' Office; Laurie
Craghead, Legal Counsel; and Marty Wynne, Finance Department.
Present from the State were Renata Beck, Vicki Fields, Jonie Gallinger, Patty
Geraghty, Michael Ryan and Don Davenport, Department of Human Services.
Other present were Arland Keeton and Ray Bennett of Keeton King; Steve Gist of
R.B.L.P.; Craig Horrell of Bussard Engineering; Heidi Kennedy, City of Bend;
Bernadette Rubio, Tara Lund and David Welsh of CIDA, Inc.; and Mary Campbell
and Bill Smith of William Smith Properties.
The meeting began at 10:30 a.m
Mary Campbell stated that Peter Russell of ODOT has objected to the exit from the
new building parking lot onto Lafayette Avenue, due to its proximity to the
Parkway. A discussion took place regarding possible options, including widening
Lafayette Avenue or extending the median to prevent U-turns from that exit.
Ms. Campbell also discussed the signage plan; a directory at the main entrance is
planned, to give the area a campus feel. Signage will also be placed at the east side
of the building.
Minutes of Meeting Tuesday, November 26, 2002
County, State and Others - Building Project Page 1 of 4 Pages
Heidi Kennedy of the City of Bend said there is still a comment period on the
project. Steve Jorgensen is working with Robin Lewis and Debra McMann on
traffic issues. It is anticipated that turn -around will be in a few weeks. Building
permits should be submitted by mid-December. The County will be handling the
plan and building inspections in order to save some time.
Ms. Kennedy gave an update on road vacations. These will be Council -initiated by
February 15. At the same time, lot consolidations will be considered. It may not
be possible to consolidate all of the lots due to signage issues. Conditions
regarding lot setbacks will be granted variances as appropriate.
Signage on the east side of the building is being worked out with ODOT. There
will be a corner sign at Hill and Lafayette. At this time, a discussion took place
regarding other possible signage locations.
The group asked about the address to be used for the building. It was suggested
that Wall Street might be a more appropriate address, instead of Lafayette, since
the main entrance will be off Wall Street. It was indicated that Barbara Connell at
the City will be following up on this.
Susan Ross asked for ideas for the name of the complex. Some names have been
suggested, but the name cannot really contain "Deschutes" because services
beyond those of the County will be offered.
At this point, the group discussed traffic issues. It was pointed out that turns onto
Wall Street are already difficult. It appears no signal lights will be added to the
area affected by the traffic generated by the additional employees and clients;
however, Wall Street will become a single lane each direction with a center turn
lane. It was pointed out that the problem lies with getting a break in traffic flow to
be able to turn either direction. Also discussed was potential traffic on Greenwood
Avenue, and increased traffic going on and off the Parkway at Lafayette. The
group will know more about these ramifications once the traffic report has been
reviewed.
The architect then asked for more details regarding drop boxes. The State will not
need them, but the County has asked for drop boxes for Personnel, the Clerk,
Finance, and Administration. Commissioner Luke expressed concern about
dangerous items being placed in the drop boxes.
Minutes of Meeting Tuesday, November 26, 2002
County, State and Others - Building Project Page 2 of 4 Pages
The group then discussed the handling of mail. The State takes delivery directly
into their offices; however, the County's mail is delivered to one location - the
Building Services facility - and then distributed to the various departments and
buildings. There was a discussion about possibly having both the County's and the
State's mail sorted at the new Building Services location. Mary Campbell said she
would check with the Post Office to see if this is feasible.
Commissioner Luke added that there needs to be power available for the elections
trailer when it is put into place in the corner of the parking lot.
David Welsh then brought up security systems. He said the consensus seems to be
that an electronic key pad or card slide system makes the most sense. He then
went over some of the benefits of these types of systems.
Craig Horrell explained that the preliminary plan for utilities is about 75%
completed. Comments from the City Engineer are still needed.
Susan Ross brought up the idea of a covered drop-off area; she indicated that this
issue has been raised several times but she still does not see it on the plans. David
Welsh said there is an area where the passenger would be covered while exiting a
vehicle, but that it would not cover the vehicle completely.
Commissioner DeWolf explained that what is needed is a sheltered that would
completely cover a vehicle so that the driver and passenger are able to exit and
enter a vehicle without being in the rain or snow. Mr. Welsh stressed that if the
wind is blowing, they would still get wet. Commissioner DeWolf again explained
that in most cases that wouldn't be the case. He added that hotels and other
buildings manage to have a sheltered area for their customers. Since both agencies
are working for the public, it makes sense to provide shelter from the rain, snow
and sun to these clients.
The group then discussed where the heated sidewalks would extend, to keep ice
from forming on the walkways.
Mary Campbell then distributed a sheet detailing the schedule of activities. (A
copy is attached as Exhibit A.) The sheet shows final occupancy of the County by
April 1, 2004.
She then explained that space planning for both agencies has nearly been
completed. There will be no joint meeting necessary in December.
Minutes of Meeting Tuesday, November 26, 2002
County, State and Others - Building Project Page 3 of 4 Pages
The next meeting, probably to be held on January 9, will address the site plan and
traffic issues, security systems and the addition of a covered drop-off area.
Being no further items brought before the group, the meeting adjourned at
11:50 a.m.
DATED this 26th Day of November 2002 for the Deschutes County
Board of Commissioners.
To eeW , Chair
Dennis R. Luke, Commissioner
ATTEST:
r
Recording Secretary
Minutes of Meeting Tuesday, November 26, 2002
County, State and Others - Building Project Page 4 of 4 Pages
111ac,10 Z_
DESCHUTES COUNTY ADMINISTRATION BUILDING
Schedule of Activities
OCCUPANCY
Punch List / Building Final 2/1/2004 2/27/2004
State Move - In 3/1/2004
County Move -In 4/1/2004
Start
End
DOCUMENTS
Base Site Design
10/1/2002
11/15/2002
Site Development
11/1/2002
12/15/2002
Site Construction Documents
11/1/2002
1/7/2003
Shell Design
10/1/2002
12/10/2002
Shell Development & Construction Docs
11/1/2002
1/17/2003
Tenant Space Planning / Development
11/1/2002
1/17/2003
Tenant Space Construction Docs
12/1/2002
2/28/2003
PERMITS
Site Plan / Design Review
11/15/2002
1/15/2003
Demolition Permit
12/9/2002
Off Site Utility Permits
12/20/2002
1/31/2003
Site Grading Permits
12/20/2002
1/31/2003
Site Utility Permits
1/31/2003
Foundation Permit
12/20/2002
1/31/2003
Building Permit - Shell
12/20/2002
2/14/2003
Building Permit - Interior
1/24/2003
2/28/2003
CONSTRUCTION
Demolition
12/10/2002
1/10/2003
Move Mobile Homes
12/15/2002
1/10/2003
Off Site Utilities
1/3/2003
2/28/2003
On Site Grading
2/3/2003
3/31/2003
Foundation
3/3/2003
4/30/2003
Building Shell
3/31/2003
10/15/2003
Tenant Improvements
9/1/2003
1/31/2004
OCCUPANCY
Punch List / Building Final 2/1/2004 2/27/2004
State Move - In 3/1/2004
County Move -In 4/1/2004