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 IIIIIIIII IIIIIIIIIIIIIIIIIIII II III 2003-000101 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.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. Minutes of Meeting i nursaay, ,i anuary w, ww 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. Minutes of Meeting Thursday, January 30, 2003 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 County, City and Others - Building Project Page 5 of 5 Pages