2003-1460-Minutes for Meeting December 05,2003 Recorded 12/11/2003DESCHUTES COUNTY OFFICIAL
NANCY BLANKENSNIP, COUNTY
COMMISSIONERS' JOURNAL
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CLERKDS U 2003.1460
12/11/2003 11;02;52 AM
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 COUNTY/STATE BUILDING PROJECT GROUP
DESCHUTES COUNTY BOARD OF COMMISSIONERS
THURSDAY, DECEMBER 59 2003
Deschutes Services Building Meeting Room —1340 NW Wall St., Bend
From the County, present were Commissioners Dennis R. Luke and Tom De Wolf.
Also present were Mike Maier, County Administrator; Dave Peterson, Information
Technologies; Laurie Craghead, Legal Counsel; Dennis Perkins, Community
Development; Renee Warner, Building Services; and Susan Ross, Commissioners'
Office.
From the State, present were Vicki J. Fields, Joni Gallinger, Becky Lu Hummer, Traci
Rohde, Debbie Reed, Charlie Prade, Don Davenport, and Teresa Wilson. Others in
attendance were Bernadette Rubio and David Welsh, CIDA; Steve Gist and Mary
Campbell, William Smith Properties, Inc.; and Arland Keeton, Keeton -King
Construction, Inc. No representatives of the media or other citizens were present.
The meeting began at 10:05 a.m.
1. Tenant Improvement Changes.
Mary Campbell said that change directives for minor modifications have been
received and addressed as appropriate.
2. Scheduling for Finishes, Wiring and Other Items.
Ms. Campbell stated that the State's area would be sheetrocked beginning
December 15. She added that the wiring in the walls has been completed, but
some of the low voltage wiring in the ceilings and walls needs to be installed.
Also, natural gas for the gas heating was hooked up on December 4.
Minutes of County/State Building Project Group Thursday, December 5, 2003
Page 1 of 4 Pages
3. Brief Overview of Artwork for the Site.
Susan Ross gave a brief overview of the selections made by the art committee,
which will be consistent with the styling of the building and surroundings.
Wiring has been placed for the large fir tree located near the northeast corner of
the building, and holiday lighting will be put on the tree soon.
4. Exterior Signage Plans.
The main entrance sign on Wall Street is limited to 32 square feet in size due to
City requirements. All public entrances will be appropriately signed. The
flagpole, which can accommodate three flags, will be placed at the main
entrance.
5. Access and Parking Issues.
Susan Ross said that the parking committee took inventory of the users of the
facility and the anticipated traffic flow. Visitor parking will be located near the
building entrances, and other parking areas will be established as appropriate
for employees of both agencies, along with fenced fleet parking, car pool
vehicle parking and bicycle racks. Additional fleet parking will be established
across Lafayette Avenue for the use of the Community Development
Department and others. The various types of parking will be color -coded. A
suggestion was made that additional handicap parking be put into place for
those employees who need it, so as to not take away from the public handicap
parking.
A brief discussion took place regarding how parking will be enforced. The
Commissioners had previously indicated that hiring a parking enforcement firm
should be a last resort. After everyone has settled into the new building, it will
become apparent if there is going to be a problem, which can be addressed at
that time.
Regarding the Olney Street access, the City still needs to approve it as part of
the overall traffic changes. However, it is anticipated that full access will be
provided. The access will remain private property and will not be posted for
public use so as to keep the use of the access as low as possible. Other changes
to the Olney median and the Portland/Olney/Wall intersection are planned. The
Olney Street access should be open for employee use by March.
Minutes of County/State Building Project Group Thursday, December 5, 2003
Page 2 of 4 Pages
Commissioner DeWolf expressed concern about the lack of a right -only turn
from Wall Street onto Olney, and also the on -street parking that was recently
put in by the City. He said that this creates a stacking problem at the
intersection. Susan Ross will be working with the City on these issues.
Norton Avenue, which accesses the Deschutes Services Building, will become a
right -in, right -out only access so as to alleviate some of the intersection
problems.
The group then discussed the card access system. The County is installing a
proximity card access system, which will be combined with employee ID's.
This system will work in the building as well as for the fleet parking gates.
Mike Maier stated that a key access card would be issued to groups using the
County's downstairs meeting rooms, at a fee. He added that the County is
looking to make the system consistent throughout County buildings. Some of
the County's buildings already have the system in place, and it is hoped that
eventually all of them will have the same system.
Representatives of the State group will find out if this access system can be
combined with their identification cards. Susan Ross said that the system is
flexible and should be able to accommodate various graphics as required.
6. Other Construction Issues.
No one had any problems or concerns at this point.
7. Scheduling of Move -in Dates.
Mary Campbell stated that the State employees should be moving into their
portion of the building during the second week of March. The State
representatives said that they will be hiring professional movers, and will be
transitioning gradually since their offices will have to remain open during the
relocation.
Susan Ross stated that the County should be relocating in June at the latest; and
that the Warehouse/IT/Building Services/Archives building should be ready for
occupancy no later than April 1.
Minutes of County/State Building Project Group Thursday, December 5, 2003
Page 3 of 4 Pages
Being no further items brought before the group, the meeting adjourned at 10:45
a.m.
DATED this 5th Day of December 2003 for the Deschutes County Board
of Commissioners.
ATTEST:
Recording Secretary
erns R. Luke, Chair
Tom eWolf, C<dssloner
Minutes of County/State Building Project Group Thursday, December 5, 2003
Page 4 of 4 Pages