2003-1308-Minutes for Meeting October 02,2003 Recorded 10/8/2003COUNTY
TES
FICIAL
NANCYUBLANKENSHIP,PCOUNTY CLERKS Yd 1003'1308
COMMISSIONERS' JOURNAL 10/08/2003 04;53;52 PM
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2 1308
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.ora
MINUTES OF MEETING
SPACE PLANNING COMMITTEE
THURSDAY, OCTOBER 2, 2003
Hearing Room - Administration Building - 1130 NW Harriman St., Bend
Present were Susan Ross, Commissioners' Office; Debbie Legg, Personnel; Marty
Wynne, Carlie Chubb and David Lilley, Finance/Tax; Tana West and Scot
Langton, Assessor's Office; Carol O'Dell, Legal; and Nancy Blankenship and
Tiffany Westcott, Clerk's Office.
The meeting began at 9:00 a.m.
The primary purpose of the meeting was to distribute and review final drawings
and notebooks showing furniture layouts for the various departments.
Susan Ross said that the total cost shown is over the allocated amount for furniture.
She added, however, it is too soon to begin cutting back, as there could be
adjustments depending upon the product and the vendors' bids. She said that in
any case, necessary cuts would not be straight across, because of the specific needs
of the various departments.
She advised the group that it is appropriate to get firm proposals now. The lists
of furniture should be double-checked and revised as needed, and she should be
advised of any changes. She cautioned the group not to sign any agreements or
purchase orders at this time.
The final furniture lists need to be back to Ms. Ross no later than Monday,
December 1. This will allow some time to fine-tune the lists and to address any
necessary cuts so that orders can be placed during the first part of the year.
Minutes of Space Planning Committee Thursday, October 2, 2003
Page 1 of 3 Pages
Ms. Ross advised that the CAD drawings are available to provide to vendors. She
said if anyone wants a copy of the drawings to advise her of the appropriate e-mail
address, and she will make them available. She added that the inside walls are now
going in, and if employees or vendors want to do an on-site inspection of the space
to let her know and she will schedule these visits later in the month.
She said that the cost of installation must be included in the bids. Although
installation is not shown on the cost estimate, she anticipates greater discounts than
indicated on the spreadsheet since the current market for office furniture is weak
and good discounts are expected.
She then described the audio-visual equipment and sound system that will be
installed in the various meeting rooms. She also said that the divider walls in the
larger meeting space have been upgraded to top of the line to make sure the rooms
are as soundproof as possible.
At this time Ms. Ross asked the group for their opinion of how the card access
system might be utilized. She said that eventually all County buildings would have
a similar system to make access consistent throughout the County. Some
departments now use their cards as nametags. Since there will be many more people
in the building, as well as State employees and the public, there will be many
unfamiliar faces; so perhaps the employees of the new building should do the same.
The unanimous consensus of the group was that an ID/access type of badge would
be a good idea. It would not only help employees since not everyone is familiar
with other employees; it would assist customers as well. The group agreed that the
badges also should show the full name of the employee.
Marty Wynne observed that the system can be very specific, allowing access only
through certain doors and even limiting access to certain days or hours; and that
the system tracks usage as well. Also, should an ID card/badge be lost, or an
employee terminated, the card can immediately be disabled.
The group then discussed naming the building. After a brief discussion, the
group's unanimous opinion was that the best name would be the Deschutes
Services Building. The current Deschutes Services Building would be renamed
since the services provided in the building will drastically change.
Minutes of Space Planning Committee Thursday, October 2, 2003
Page 2 of 3 Pages
Ms. Ross stated that the warehouse building should be completed in March.
Therefore, it is important that departments make good progress on dealing with
records stored in the old warehouse/archives facility. Various department
personnel will be working with the archivist to prepare records for proper storage;
and boxes that do not fit the criteria for archiving will not be accepted at the new
building. By the first of February all records boxes need to be properly
prepared for storage so that the old building can be demolished for parking.
The parking committee has been dealing with the complicated process of
developing a parking plan, which should be ready soon. The vacant lot across the
street from the new building and adjacent to the new warehouse will likely be used
for parking at this point, and the City will require that it be paved.
Regarding the secondary Olney Street access,, an agreement has been reached with
the owners of the Deschutes Veterinary Clinic. They want improvements to the
median and to the traffic signal at Olney/Portland and Wall; this will help their
business. The plan is for the intersection to have a separate right turn lane off Wall
Street, and the City has indicated that they anticipate not having to cut back much,
if any, of the curb to make this possible. Employees will have full two-way access
at Olney, although left turns onto Olney will probably be discouraged. The site
plan will have to be amended, and a traffic study will be required as well.
Norton Avenue, which now accesses County property, will remain open; but will
become a right -in, right -out only access point. Appropriate traffic curbing will be
installed to help drivers to comply.
Being no further discussion or action taken, the meeting adjourned at 9:55 a.m.
Respectfully submitted,
Recording Secretary
Minutes of Space Planning Committee Thursday, October 2, 2003
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