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2003-188-Minutes for Meeting March 06,2003 Recorded 3/20/2003COUNTY OFFICIAL TES NANCYUBLANKENSHIP, COUNTY CLERKDS Q 2003.188 COMMISSIONERS' JOURNAL 03/20/2003 01;48;50 PM II I I I II I I IIII II VIII I (II I I II I II III 2003-000388 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 GROUP THURSDAY, MARCH 6, 2003 Present from the County were Commissioner Dennis R. Luke; Laurie Craghead, Legal Counsel; Renee Warner and Tad Walker, Building Services; Dave Peterson, Kevin Furlong and Joe Sadony, Information Technologies; and Susan Ross, Commissioners' Office. Present from the State were Karen Colburn, Traci Pankey, Debbie Reed, Al Nelson, Michael Ryan, Vicki Fields and Don Davenport. Others in attendance were Mary Campbell of William Smith Properties; David Welsh and Bernadette Rubio, CIDA; Craig Horrell, Bussard Engineering; Steve Gist, RBLP; and Arland Keeton, Keeton -King Contractors. No members of the media or other citizens were present. The meeting began at 10:00 a.m. 1. Current Status of Project Arland Keeton advised that his crew is placing rebar and hopes to pour some concrete today. Fiber optics work will be done next week; first cable, and then television. The foundation permit is expected today, and the full building permit as soon as the water main is signed off, in approximately two or three weeks. He added that the State employees will be able to move in on March 1, 2004. He will have an updated schedule available within two weeks, which will be e- mailed to the group. Tenant improvement bids are underway. Meeting of County/State Building Project Group Page 1 of 5 Pages Thursday, March 6, 2003 2. Discussion regarding the Kidnastics Building David Welsh presented some sketches of the Kidnastics building showing improvements to the fagade. The sketches took into account the elements of the main building, with similar materials and colors. However, he voiced concerns about the cost benefit of keeping the building. The building is fairly unattractive, and it will take more than painting to cover all of the holes. Mr. Keeton added that it would take between $20,000 and $40,000 to bring it up to what it needs to be. Mr. Welsh observed that it is tough to justify the expense for storage purposes. Commissioner Luke stated that it is roughly 50 feet by 80 feet, plus a partial second story; he feels that this kind of storage in the downtown area should not be eliminated. Mr. Welsh said that the building creates some traffic flow problems, and a parking issue. It is in one of the worst possible locations when taking into account the parking lot and the access to Olney Avenue. Mary Campbell stated that once the Courthouse has been remodeled, there would not be enough overall parking. Mr. Welsh added that leaving the Kidnastics building eliminates about forty parking spots, because of the building itself and the reconfiguration of the parking lot. Commissioner Luke explained that the building is full, and much of the files stored in it belong to Community Development; they need to have access to the information several times a week. Susan Ross replied that the warehouse was built to accommodate a lot of records storage, and the archives portion of the warehouse will be easily accessible. There is assigned space for Community Development's records. Mr. Welsh explained that besides the cost of bringing the building up to speed, there will be demolition costs later of $20,000 to $30,000, including bringing the grade back up. He said he feels that leaving this building in place would have a negative impact on the overall site. Meeting of County/State Building Project Group Page 2 of 5 Pages Thursday, March 6, 2003 Commissioner Luke stated that he doesn't believe the Kidnastics building will necessarily have to be removed later. The City of Bend is building a parking structure downtown, and one may not be needed at this site. At this time, the group discussed when a decision needs to be made, as the timing is critical. 3. Site Construction Issues Arland Keeton said that since paving can't be done in the winter, the old warehouse building needs to be removed no later than September. Susan Ross explained that it was everyone's hope that the new warehouse building could be in place before the old warehouse is taken down, so the contents of the warehouse could be moved just once. Mr. Keeton said this might not be possible since the parking lot needs to be completed before the City will completely sign off. It was decided that if it appears that two moves are required, containers could be brought on site or local storage short-term storage could be obtained. It is hoped that before that time, much of the contents of the warehouse and the Kidnastics building can be eliminated as being unnecessary. 4. Entry Security Issues Joe Sadony explained that there is a long lead-time for the exterior door security system. The bid process is underway for a proximity card system. Don Davenport said that if a change order is necessary for the State to have this kind of system in place, they are unable to participate due to budget constraints. Commissioner Luke stated that they should participate, as the entire building should be the same. It was decided that the State portion of the building be constructed to accommodate the same system. Meeting of County/State Building Project Group Page 3 of 5 Pages Thursday, March 6, 2003 Susan Ross explained that a system for the entire building was budgeted, since the County owns the building and will want it to be consistent. There aren't that many doors to the State's area in any case. She will meet with Mr. Sadony to go over the specifics of the security system. This information will be indicated on the plans. 5. Phone and Data Wiring Arland Keeton said that the voice and data wiring needs to be decided as soon as possible. Those who are involved in this will meet to work out the details. Joe Sadony stated that the installation of the preferred I.P. system would cost between $70,000 and $90,000. Modifying the existing system would cost about $50,000. A decision of the Commissioners needs to be made as to their preferences in this regard. 6. Other Items A. Don Davenport said that the State Offices in Salem has informed him that his group is not to expect any new or additional furniture for the new building in the next biennium. B. Vicki Fields asked if the County is still planning to have a daycare center operating on site. Susan Ross told her yes, but that it will be one of the last things accomplished because it would occupy the Deschutes Services Building after the County departments have moved out and the building is remodeled as necessary. Ms. Fields said that this remains an important feature to the State employees. C. A brief discussion took place regarding the future of the current Administration building. It may be possible that the District Attorney's Office will not have to relocate from the Courthouse after the remodeling there has taken place; it is the District Attorney's preference that his department does not move. They would prefer to stay in the Courthouse area for convenience and for security issues. Meeting of County/State Building Project Group Thursday, March 6, 2003 Page 4 of 5 Pages Commissioner Luke observed that it is possible that other State offices, or perhaps even the Forest Service, could utilize part of the Administration building. Since the building is paid off, it could be leased out more easily than other public buildings. Susan Ross added that the State Employment Division, the Central Oregon Intergovernmental Council and similar types of agencies might consolidate into the building. This will be discussed further as the overall plan progresses. D. Mary Campbell asked that the group meet again in three weeks (on March 27), after the building permit has been issued. Being no further items brought before the group, the meeting adjourned at 10:50 p. m. Respectfully submitted, r-�"U��� Recording Secretary Meeting of County/State Building Project Group Page 5 of 5 Pages Thursday, March 6, 2003