2003-26-Minutes for Meeting January 09,2003 Recorded 1/16/2003DESCHUTES COUNTY OFFICIAL RECORDS NANCY BLANKENSHIP, COUNTY CLERK vu ` COMMISSIONERS' JOURNAL 01/1612003 01:55:24 PM 1111111111111111 loll lill I 1111111111 2003-000026 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.deschLItes.org MINUTES OF MEETING COUNTY/STATE BUILDING PROJECT THURSDAY, JANUARY 9, 2003 Administration Building 1130 NW Harriman St., Bend Present from the County were Commissioners Tom De Wolf, Michael M. Daly and Dennis R. Luke. Also present were Mike Maier, County Administrator; Susan Ross, Commissioners' Office; Rick Isham and Mark Amberg, Legal Counsel; Renee Warner and Tad Walker, Building Services; Joe Sadony and Kevin Furlong, Information Technologies; George Read and Dennis Perkins, Community Development; and Marty Wynne, Finance Department. Present from the City of Bend were Deborah McMahon, Mike Elmore and Heidi Kennedy. Other present were Arland Keeton of Keeton King; Steve Gist of R.B.L.P; David Welsh of CIDA, Inc.; Mary Campbell and Bill Smith of William Smith Properties; Bob Bryant of the Oregon Department of Transportation; and Terry Angle, Century Engineering. The meeting began at 10:00 a.m. 1. Discussion of Access off Lafayette Avenue. David Welsh explained that there have been discussions between CIDA, the City and ODOT regarding access into the building's parking lot off the entrance that was planned on the eastern end of Lafayette Avenue, close to the Parkway off ramp. When the Parkway was built, one requirement was that access points on streets with ramps off the Parkway would be a minimum of 300 feet away from the Parkway. This would help to eliminate any backups onto the Parkway itself. Minutes of Meeting Thursday, January 9, 2003 County, City and Others - Building Project Page 1 of 5 Pages Some of the ideas presented to deal with the entrance in question were to make the entrance right -in and right -out only; extend the median so that no U-turns could be made; to make the access right -out only; or to close off the entrance altogether, except for emergency vehicles. Deborah McMahon said that the City would be satisfied with a right -in, right -out only scenario, with monitoring to see how it works. Bob Bryant stated that a right -in is a problem for ODOT, as a he doesn't feel it is compatible with the Parkway off ramp. He further explained that there was a lot of time spent on developing the access management plan prior to the construction of the Parkway, and he does not feel it is appropriate for him to make any decisions other than what has already been put into place. He added that ODOT has an obligation to monitor the intersection; if there is a problem, the choices would be to modify the access after the fact, or close the Lafayette Avenue off ramp altogether. He said that it is a city street, and the City and County could seek an exception to the comp plan. Commissioner Luke stated that he doesn't think is right -in is necessary, but that definitely a right -out only should be put into place for emergency purposes. Bob Bryant said that a right -out would not cause a problem for the Parkway unless there was an accident on Lafayette and vehicles stacked up. However, he expressed concern about there not being a lot of sight distance. Commissioner Luke stated that an extended median would be a problem for the owner of a residence across Lafayette, who would not be able to back out of her driveway. A brief discussion took place about this issue; it was decided options for access would be examined, and Commissioner Luke will talk with the property owner's nephew. Bill Smith explained that he feels the State needs to take some responsibility, and that ODOT received notice when everyone else did. He said that Peter Russell has been kept informed of the plans, and the State is driving the timeline. Other layouts were considered, and it was decided this would be the best option. Commissioner DeWolf stated that they all want people to be safe, and it's believed that a right -out with an extended median will work. Bob Bryant said that there should be an amendment to the agreement that it will be closed if there is a problem. Commissioner DeWolf asked how such a problem would be defined; Mr. Bryant replied that representatives could be brought in to review and make the decision as necessary. Minutes of Meeting Thursday, January 9, 2003 County, City and Others - Building Project Page 2 of 5 Pages Heidi Kennedy confirmed that agreement seems to be that there will be a right - only exit, except for emergencies, and that the median will be extended to prevent U-turns. This was the general consensus of the group. 2. Balcony Options David Welsh said they have come up with several options for the balcony. ■ Install a 15 x 15 foot balcony, with the appropriate membrane and flashing at critical points, and pavers on top for access. Install an enclosed balcony; however, it would have to be treated as a part of the interior of the building, and heat build-up could be a problem. ■ Install opening windows in this location, and eliminate the balcony. There was a discussion regarding the type of doors to be used and how the decking area would be kept clear of snow. Commissioner DeWolf suggested that if snow is a problem, the area could be closed off to use during that time. He added that tables with umbrellas would make the area more user-friendly when the weather is warm. Split vote: DEWOLF: Yes on the first option, a 15 x 15 foot open balcony. DALY: I agree. LUKE: I do not feel a balcony is necessary, and vote no. I Security Systems Joe Sadony explained that the company that installed the scramble pad system in other buildings no longer wishes to sell them. They are also now the most expensive option, and there are better products. Commissioner Luke said that the passcard system seems to be in use almost everywhere. Mr. Sadony added that the combination swipe and proximity system requires a small card that could be carried in a pocket, and it works from close proximity. He said there are five doors requiring the system, at a cost of about $3,000 per door; the cards cost about $2.00 each, and can be handled from one or two work stations in the building. Minutes of Meeting Thursday, January 9, 2003 County, City and Others - Building Project Page 3 of 5 Pages Marty Wynne said that Marion County uses this system; Mr. Sadony added that there are more vendors available who sell them. He stated that the Human Services building's scramble keypad system has been a problem. Mike Maier said he'd eventually like to see all buildings the same for consistency. Mr. Sadony stated that he would have some examples and numbers in a couple of weeks. Mr. Maier asked that he work with the architect and the developer on this issue. Arland Keeton added that they could go out for bids on this once the specs are decided. 4. Other Details Mary Campbell said that Heidi Kennedy would issue the review and preparation of the site plan this week. George Read stated that an agreement between the County and the City regarding the County's inspection duties. Ms. Campbell said that they have the numbers for the SDC's and permits. Mr. Read indicated the City is working on the indemnification language. Dennis Perkins asked about the lot consolidation. Ms. Campbell replied that the vacations are needed first; the lot consolidation will happen with the placement of the building. Susan Ross stated that if they can identify the lots, the County would pursue this. Mary Campbell said that no comments have been received from the public regarding the project. She added that the address of the building would be 1300 NW Wall Street. Steve Gist explained that they still need to locate the fiber optics lines so they can be relocated. Joe Sadony said he would have them marked by Monday, January 13. He added that there are two poles in question, as Bend Cable doesn't want to put their line, a primary feed, underground. Bill Smith added that the City needs to demand that it be buried; this applies to the Qwest phone line as well. Commissioner DeWolf said he would talk with City representatives about this problem. Arland Keeton stated that this must be agreed upon by the end of the month so that the trench work can be coordinated. Minutes of Meeting Thursday, January 9, 2003 County, City and Others - Building Project Page 4 of 5 Pages Commissioner DeWolf stated that he wants to make sure there are enough skylights, and that relighting options are okay with him if necessary. Susan Ross explained that each department has identified where they wish to have skylights placed. Being no further items brought before the group, the meeting adjourned at 11:40 a.m. Respectfully submitted, Recording Secretary Minutes of Meeting Thursday, January 9, 2003 County, City and Others - Building Project Page 5 of 5 Pages