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
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2003-000026
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.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