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2003-170-Minutes for Meeting February 20,2003 Recorded 3/11/2003COUNTY OFFICIAL TES NANCYUBLANKENSHIP, COUNTY CLERKDS CJ 7003�1�0 `OMMISSIONERV i1il)[I I 9piiiiiiiuinuii �,,,,�o3�2Bo1oM DESCHUTES COUNTY CLERK CERTIFICATE PAGE This page must be included if document is re-recorded. Do Not remove from original document. C Deschutes County Board of Commissioners H 30 NW I Jarriman St., Bend, OR 97701-1947 (541) 388-6570 - Fax (541) 388-47.52 ����-��.dcschutcs.ort MINUTES OF MEETING. COUNTY/STATE PROJIiTT GROUP THURSDAY, FEBRUARY 20, 2003 Present ivere ConmrissionerDennis R. Luke, Tom Delll'olf an(I ]Michael M. Da/y. Also present.fi-om the County were Susan Ross, Comntissione►S' Qfficc; Mike Maier, Count), Administrator; Dave Peterson, Joe Sadon), and Kevin ]Furlong, Information 7i,chnologies; Renee learner and lad Walker, Building Services; and Dennis Perkins, Community Development. Ulhers present ivere A9a/:y Campbell and Steve Gist, William Smith Properties; Arland Keeton, Keeton -King Construction; David Welsh, CIDA; Mike Gorman, Steele Associates Architects; and Terry Angle, Bussard Engineering. 711e meeting began at 10:00 a.m. 1. General Update. Mary Campbell said that Don Davenport of the State was invited to attend, but apparently was unable to do so. "lie stated that the City permit should be ready by Monday, February 24. Arland Keeton told the group that the sidewalk along 11111 Street would need to be removed soon. l le asked if a temporary walkway should be installed for the convenience of employees going between buildings. After a brief discussion, he was instructed to proceed with his work without worrying about employee access from that side of Worrell Park, since employees are all well aware of the construction and can go around the construction area, which should remain taped off for safety reasons. Minutes of Mecting, 'I'hurday, l"ehMilly 20, 2003 county/State Pioieel enoup Page I of4 Pages 'ferry Angle and Mr. Keeton then discussed where conduits arc required. Commissioner- DeWolf asked that they be sure to install empty conduit for possible future uses. Discussions with Qwest and fiend Cable have taken place, and the wort: needed to move their lines is in process. The engineers will meet Nvith Intormalion Technologies personnel regarding the specifics of running the required Conduit. Commissioner Daly said for them to be sure to have cable television lines installed in the building to his office and to the upstairs Commissioners' meeting room so the Commissioners can stay informed if there is breaking news In other areas. Because Mr. Davenport from the State had not arrived, the discussion regarding a door locking system for the State was postponed. 2. Kidnastics Building & Parking; Issues. Mary Campbell asked if the Board still wanted to keep the old Kidnastics building in place, as grading and other improvements would have to be changed to allow far It to relnalll. Mike Maier said that Mr. Keeton had already been instructed to work on ideas to possibly improve the facade of the building to make it more visually appealing. Mr. Keeton asked if the County intended 10 keep it long-term. Mr. Maier replied that it would probably be useful for five to ten years, at which time a parking structure may be built; storage could then be incorporated into that structure if necessary. A discussion then took place regarding the loss of parking spaces if the building remains. Approximately 17 to 20 spaces could be lost; however, even with the reduced numbers, the total amount of parking in the general area would meet what the City requires. The Building Services/Archives facility will have 25 spaces, as is required (lite to its square footage. however, that many spaces will not be needed for its intended uses. Mike Gorman said that the Courthouse remodel would remove some parking. Mr. Kccton explained that he believes there will be excess parking overall. Commissioner DeWolf asked that something official from the City needs to be obtained that shows the parking lost by keeping the Kidnastics building won't be a factor in the overall parking situation. This information is needed as soon as possible so that a final decision regarding the Kidnastics building can be made. Minutes of Mccting, Thurday, l"ehruary 20, 2003 County/state Piojcct Group Paige 2 of 4 Pagcs Commissioner Luke emphasized that storage of this type is important to have in the core area of the City, and the building should be kept if at all possible. It can Douse the portable voting booths, seasonal equipment and other items from various departments. Ile added that storing equipment at the Road Department is often very inconvenient because of the distance from downtown. 3. Zoning Issues. Susan Ross then brought up the issue of zoning. The comprehensive plan designation for the area where the new building will be is Ply - public facilities. CB - Commercial Business District - zoning is also possible. The Courthouse already falls under CL - Commercial Limited zoning. ('11 zoning does not have height or parking conditions attached, nor does it require design review. Currently this Zoning is south ofl,afayettc to Greenwood. I lowcver, per Mr. Gorman, C'13 zoning requires a fee per parking space of about $00 for each space. Ms. Ross suggested that instead of changing the Zoning on specific properties, perhaps the entire area could be rezoned. She added that there are issues regardinf, height and setbacks for the Justice Building. Variances for some of the buildings may be necessary. Mr. Keeton said that it would be to the County's advantage for it to be zoned ('13, which allows the flexibility to go higher. The consensus of the Commissioners was to work on rezoning the entire area at one time instead of working at this in a piecemeal fashion. Duc to the different zoning overlays in the area, the rezoning question is very complicated. Also, time is getting tight for construction to begin on some of the buildings, and County Counsel has too much work to do already without taking on this project. As a result of this situation, the Commissioners decided that outside counsel should be hired to handle the zoning issue for the County. After a brief discussion, the Commissioners directed that Nancy Craven, who is very experienced in zoning issues, be contacted to find out if she is willing to take on this project. If so, a services contract would be developed by County Legal Counscl to address the specifics. Commissioner DeWolf asl<ed if the sidewalks would match the sidewalks required by the City in other downtown areas. Mr. Keeton said that lie believes this is mandatory. The Board indicated he should make sure this is accomplished. Minutes of, Meeting Thurday, February 20, 2003 County/State Project Group Page 3 of'4 Pages 4. Vehicle Access Alternative. Also discussed was progress made on pursuing access from the County's property to Olney. It was felt that this would relieve traffic on Wall Street, and would also address the City's concerns about leaving Norton Avenue open. The City fully supports the Olney Avenue access idea. The consensus was that this is going to happen even if condemnation is required. 5. Other Details. Mr. Keeton said that the construction documents are nearly completed. Ms. Ross added that the County's interior plans are virtually complete. Mr. Keeton stated that he doesn't have the final interior plans from the State yet, but will ask them to confirm that what he already has is final. They are evidently not requiring much interior detail such as solid walls, as moveable cubicles will take up most of the area. The only big issue is the wiring. Commissioner DeWolf explained that several meetings have been conducted regarding interior and exterior artwork. Information on the chosen artwork will be provided to the builder as soon as possible so that proper planning can be done in that regard. Commissioner Luke asked when the manufactured home that is to be placed on O.B. Riley Road would be relocated. Mr. Keeton stated that the new site is staked, and the site plan has gone to the County for review and approval. There may be a setback issue, so work is being done on determining where the front door will be located in order to comply with setback requirements. Being no further items brought before the group, the meeting adjourned at 11:15 p.m. Respectfully submitted, * V, v�- (P,,) r,' k Recording Secretary Minutes of Meeting Thurday, February 20, 2003 County/State Project Group Page 4 of 4 Pages