2003-101-Minutes for Meeting January 30,2003 Recorded 2/13/2003DESCHUTES COUNTY OFFICIAL RECORDS Q 20030101
NANCY BLANKENSHIP, COUNTY CLERK 1rJ i
COMMISSIONERS' JOURNAL 02113/2003 02;39;43 PM
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2003-000101
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
THURSDAY, JANUARY 309 2003
Administration Building
1130 NW Harriman St., Bend
Present from the County were Commissioners Tom DeWolf, Michael M. Daly and
Dennis R. Luke. Also present were Mike Maier, County Administrator; Susan Ross
and Anna Johnson, Commissioners' Office; Rick Isham and Laurie Craghead,
Legal Counsel; Renee Warner, Building Services; Dave Peterson and Kevin
Furlong, Information Technologies; and George Read and Dennis Perkins,
Community Development.
Other present were Arland Keeton of Keeton King; David Welsh and Tara Lund of
CIDA, Inc.; Mary Campbell of William Smith Properties; Terry Angle, Bussard
Engineering.
The meeting began at 10: 00 a. m.
1. General Update
Mary Campbell explained that:
a) The City of Bend site plan decision was released on January 24, 2003. The
last four pages of the document spell out the conditions of approval.
b) The County/City intergovernmental agreement relating to building
inspections has been signed by both parties.
c) Engineering plans have been submitted to the City for approval; the results
of the review of the plans are expected by February 5.
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County, City and Others - Building Project Page 1 of 5 Pages
d) The contractor expects the building permit to be issued by February 14.
e) The City conducted the second reading and approved the street vacations on
January 15. This action is to be finalized on February 15.
f) The required lot consolidation process is underway.
g) The tenant interior space construction documents are being produced, and
will be submitted to the County by the end of February.
2. Construction/Engineering Issues
a) Terry Angle gave an overview of issues relating to Bend Cable and Qwest
cabling. An agreement has been worked out with Qwest; the cost should be
less than $10,000, which is much less than originally indicated. Dave
Peterson added that Information Technologies can use the same trench for
fiber optics communications. Commissioner Luke suggested that they lay an
extra conduit now for possible future use, as it would add very little cost to
the project. Dave Peterson will provide the appropriate plans to Mr. Angle.
David Welsh added that he has met with Steele and Associates, and have a
general idea of the layout.
b) Bend Cable wants $3,000 to install a temporary line, plus $600 per month
during that time frame. Terry Angle recommended an order be placed with
Bend Cable now, as it takes about a month for them to take action. Arland
Keeton said the grade of the ground will be changing, and there is a risk if
the line isn't moved as soon as possible.
Terry Angle stated that Qwest insists it has an easement from Norton to
Lafayette, which may go back to platting done in 1911; or to an easement
granted in 1907 to Deschutes Telephone Company. He added that Qwest
wants $35,000, which they said is their cost to removed one pole. Rick
Isham said that he would be happy to look at any documents. Mr. Angle
explained that he also has AmeriTitle investigating the claim as well;
signatures are needed on the plans next week.
c) A discussion then took place regarding the Kidnastics building. Mike Maier
asked if they are able to work around it. There are no issues relating to
parking, as even if the building remained in place, according to the City's
requirements there would be adequate parking.
Minutes of Meeting Thursday, January 30, 2003
County, City and Others - Building Project Page 2 of 5 Pages
Commissioner Luke added that the building would be good for storage, but
it is not an attractive building; he asked if there is some way to
inexpensively update the fagade. Rick Isham explained that engineers have
said the trusses are tied in, and it needs seismic upgrades. The architect
indicated that this isn't necessary unless the occupancy is changed. Mike
Maier reiterated that he'd like to see it used for storage, for items such as the
voter box on wheels, seasonal equipment, and similar items.
Commissioner Luke and Mike Maier suggested that the developer find out if
the easement now being used by the Dreyer trucks that ties into Olney
Avenue would be a part of the County's property. They would like to see
that easement become an alternate route for employees to use to access the
parking lot. It appears that if the Kidnastics building remains, the route to
Olney can still be put in. This would take some of the traffic off the main
entrance on Wall Street and the alternate access off Lafayette Avenue, which
the City would probably like to see happen. Mary Campbell said she'd do
some investigating and will report back in a week.
The contractor stated that additional fill might be need on site. He was
advised to contact Timm Schimke at the Solid Waste Department, as a great
deal of rock is now being removed at the landfill for the next cell, and some
of it could possibly be used for this project.
d) Mike Maier stressed than the construction of the new warehouse and the
demolition of the old warehouse needs to be coordinated very closely, as he
doesn't want to see them having to move twice. He suggested that Steele &
Associates be urged to get this particular project coordinated as soon as
possible. He added that the various departments who will be moving and
also those that have items stored in the archives area of the old warehouse
will be advised to start going through their records and other belongings.
3. Master Building Plan
At this time the group reviewed the updated building master plan and utility
cabling plan. Information Technologies personnel will be meeting with the
developer and engineer to fine-tune utility cabling plans.
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County, City and Others - Building Project Page 3 of 5 Pages
4. Other Building Issues.
a) At this time the group discussed building security systems. Three vendors
have been contacted, and the best option seems to be a proximity key card
system. A total door count is now needed so that wiring can be incorporated
where appropriate. The cost per door is between $2,500 and $3,000. Arland
Keeton asked for further details on the inside doors that need the system in
place. Mary Campbell said that the State has indicated it doesn't need a
security system on its doors. Commissioner DeWolf instructed that the
security of the entire building is an issue, and that the same system needs to
be installed throughout. Even if the State chooses not to use it, it needs to be
in place for any future users.
b) The cost of interior cabling has been estimated at $120,000. The exact
amount will not be known until it is decided where people will actually be
sitting. The architect said that cabling would be accessed from underneath
for the second floor, and that the final plan is close to completion.
Commissioners Luke and Daly instructed that cable television lines be
brought into the building. Commissioner Daly added that it is important for
the Commissioners to be able to turn on a television in the event of a state or
national emergency so they can be up to date on the issues.
Dave Peterson stated that the State is doing its own internal communications
and computer system cabling work; the County is just bringing the wiring
into the building.
c) The architect explained that sliding doors are required by State law. Bi -part
types of doors would be used in the main public access area.
d) A discussion then took place regarding the exterior canopy areas that will be
located on the west side where the public would normally enter the building.
They will go fifteen feet past the door, but not all the way to the curb.
Rick Isham said that he is concerned about the curbing plan, as this could be a
real problem for snowplows. He added that curbing should be configured low
and further back, and in somewhat of straighter line. This would help the
maintenance crew and the public running into the curbs.
Minutes of Meeting Thursday, January 30, 2003
County, City and Others - Building Project Page 4 of 5 Pages
The architect explained that this plan was developed to make the area more
pedestrian friendly. He'll work with Renee Warner to determine how the curbing
can be improved for maintenance purposes but so that it would remain as
pedestrian friendly as possible. Ms. Warner suggested that stop signs be placed
at the locations where the main access meets the parking areas; this would
enhance safety for pedestrians as well as drivers.
Being no further items brought before the group, the meeting adjourned at
11:35 a.m.
Respectfully submitted,
Recording Secretary
Minutes of Meeting Thursday, January 30, 2003
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