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09/14/2015 - Minutes MINUTES CITY&COUNTY BUILDING CONSERVANCY AND USE COMMITTEE Monday, September 14, 2015 Committee Members Present: Committee Members Absent: Jerod Johnson, Chairman John Phillips Steven Cornell Anne Oliver ip°It/Mae thin$C°°°tu Mark Vlasic, Vice Chairman `°°°"'""`P& C°°'°""` Ex-Officio Members Present: salaim®wele Terry Wright Jim Cleland, SLC Facilities 10/12/2015 Jaysen Oldroyd, SLC Attorney's Office Interested Guests and Visitors Jeff Sokol, SLC Engineering Preston Croxford, Archiplex Group Tony Gliot, SLC Urban Forestry Ralph Stanislaw, Archiplex Group Troy Baker, SLC Parks Jerod Johnson welcomed everyone to today's meeting and called for roll: Jerod Johnson, Chairman; Steven Cornell;Anne Oliver; Ralph Stanslaw, Archiplex Group;Jeff Sokol, SLC Engineering;Tony Gliot, SLC Urban Forestry;Troy Baker, SLC Parks;Jaysen Oldroyd, SLC Attorney's Office; Mark Vlasic, Vice Chairman;Terry Wright Agenda Item 1: Review and Approval of August, 10, 2015 Minutes. Jerod announced that we have a quorum present and can vote on the agenda items. Jerod reported that the previous meeting had a very lengthy discussion. He indicated he had skimmed through the 17 pages of notes and did not see anything objectionable or up for discussion. Terry Wright noted that he had found some typos on page four; on the fourth bullet point down "stowl" needs to be changed to "stile". Terry asked Alexis to make note of the change. Terry Wright motioned to accept the minutes for August, 10, 2015 with the correction as noted. Jerod Johnson seconded the motion. Jerod asked, "All in favor?" The committee unanimously approved the motion. Agenda Item 2: Ordinance Change update—Jaysen Oldroyd Jerod introduced Jason Oldroyd to give an update on the ordinance change. Jason explained that we have been discussing the potential for amending the city ordinance with regard to the composition of the committee and noting the problem being that it has been really difficult to get enough committee members present to make a quorum. Jason explained that Section 2.39.020 currently states that a committee will consist of eight members and specifically requires that those members be members of other organizations such as; the Utah Heritage Foundation, Salt Lake City Arts Council, and Utah Historical Society. He also explained that in the past it has been somewhat difficult to get members of these other organizations to fill these positions . He proposed changing to nine appointed members, three of which would be "at large" members and instead of having the requirement that they are members of the various organizations; have the individuals designated by that particular foundation so if we can't find a member of the foundation they can appoint an individual to represent them. 1 The other issue we have is that in the meeting portion, Section 2.39.080, it specifies that five members of the committee are required to constitute a quorum. He proposes changing that to fifty percent of the committee's appointed voting members so that if there is ever an instance where we have less than nine members, then as long as we have the majority present there can still be a vote. Comments, Questions, and Answers: • What would happen if there were 8 members? o There would have to be more than 50% so it would have to be five. • Would it be 50%of the filled positions? o He confirmed it would be 50%of the filled positions. • Terry asked if Jason thought this would help. o Jason said he thinks it would, by expanding the committee by one. In the past we have had a hard time finding a member who was both a member of one of the organizations and had time available to be on the committee. • Jerod added that this would address the issues we had with John McCarthy. He was a member of the committee and had stepped down from his position with the Arts Council, so he was no longer eligible for this committee. o Jason agreed and said that was one specific reason for the change. Jason said he can send it to Jim and get some folks working on it and see if we can get it approved by the Council. He also noted that this is often a pretty lengthy process so it would make sense to get it in as soon as possible. Terry Wright asked if it was worth a motion. Jerod agreed it would be worth a motion to approve the changes Jason has suggested. Terry made a motion to approve the ordinance changes as Jason suggested. Jerod seconded the motion. Jerod asked for a vote from the Committee.The committee agreed unanimously to approve the motion. Agenda Item 3: Rail Marker Quote. Jerod mentioned that he had not received the correct file for the quote. Alexis replied that the original email had the wrong file.Terry asked if we had the correct file now. Alexis passed the correct document to Terry. Comments, Questions, and Answers: • Would it be appropriate to include the name of the person making the quote? • Multiple members agreed that it would seem appropriate • Jerod agreed that it would be appropriate to have John G. Fackler's name and the date added. • Anne asked if it would be added at the end. Jerod asked if there was a motion to accept the quote with the changes as discussed. Terry motioned to accept the proposed quote with the request to have the name and date be added at the end of the quote. Steve Cornell seconded the motion. Jerod called for a vote. The committee voted unanimously to accept the motion. The motion was passed. 2 Agenda Item 4: Pedestrian Lighting Proposal for Washington Square—Jeff Sokol, SLC Engineering. Jeff introduced Preston Croxford and Ralph Stanislaw with Archiplex Group and explained that they are the architects we have chosen to help on this lighting project.Jeff further explained that the problem we are having with exterior lighting is that the bases are rotting on many of the posts. One fell last year and injured a citizen. They are made of a cast iron base and in order to have them repaired, we actually have to braise the metal in order to do the repair.This can only be done in a braising oven, it is quite expensive and time consuming. We can't simply replace a part. Jeff pulled up an image on the presentation screen. The image on the left is the existing pole. One of the things that Facilities has asked us to address is to attempt to put it on a base that would keep it out of the irrigation water and above the ground. That is what is causing the damage to the poles, due to the composition of the metal.The other item that will happen on the project which we will probably bring back for review once we have the design is that the poles that are near the parking spaces are going to be moved back, so that cars and trucks can't easily back into them. Jeff asked Preston and Ralph to go over the two proposed designs. Preston explained that the image in the middle is what we view as a more contemporary interpretation of Jeff Sokol's picture. As you can see, it has eliminated the lens portion from the fixture so it's got a more modern structure.The overall proportions and shapes are similar to the original picture, but we eliminated the lens. Preston explained some of the advantages as far as maintenance is concerned. All of the pictures are done with LED bulbs in them so you won't actually see a light bulb up there. This is a pretty common type of fixture for this type of lighting.The version on the right has a similar LED fixture but it is housed with a more traditional looking acorn lens so that it looks closer to what is there. As Jeff has discussed, both fixtures would be put on a concrete base and outside of that base would be an additional 6 inches to help prevent damage during landscaping. Comments, Questions, and Answers: • Would you see the LED? o No, you would see the LED housing but you don't see the actual light.There is a diffuser that goes under the light, but there is no lens in this acorn shape. The actual lens would have been used to protect the bulbs in the old ones. • Is the proposal to replace all of the light posts on Washington Square? o Yes, about two thirds of the funding is in place and the other third will be added in a couple of weeks. We are hoping to get started in early winter. • Are you going to do a one for one replacement or are you doing them according to lighting needs? Because there are different lighting characteristics for LED lighting. o The design is to replace one for one. There will be some slight shifting in placement depending on driveways and sidewalks. • Do they have different lighting characteristics? o They do have some;we are relying on our electrical engineers for figuring that out.They are also looking at modifying the new lights to have an occupancy sensor so they can turn on and off as needed. ■ Or they have a high/low ambient level as needed. So they would light up as someone walks within a certain distance to the light. • What are these posts made out of? 3 o They are made of aluminum. We did this with the intent that we could purchase sufficient extra. So that as there is maintenance needed, we can replace them quickly. o Another feature is that a power outlet will be placed up high on the pole to prevent easy access and damage from irrigation. • On each pole? o Yes • Is this for events? o Yes, that way only someone with a ladder can access the outlet. • What do we know about the history of the poles? • Is there any historic information on record or any images of the poles? o Jim responded, yes but you would be disappointed with what we had. ■ Terry asked if it was gas lanterns or torches? ■ Jim indicated that we didn't even have that. ■ Anne asked if there was anything from the historic period. ■ There wasn't lighting until 1989. If there was, it was very minimal. ■ It wasn't really considered a public plaza until 1989 when it became Washington Square Park. ■ So the one's we have are from 1989? ■ Yes. ■ So there is nothing particularly historical about them. o The old poles are cast iron and the new ones are cast aluminum, so they won't rust and will last a lot longer. • What would be done in order to get them to be the right color? Will they be anodized? o We were planning to powder coat them. • Would it be possible to put the coloring in the casting instead?The powder coat is the issue we have now. It always gets chipped and is not easy to repair. So I would suggest putting the coloring in the metal instead. o I am not sure if that is something they can offer. o That could be a more costly design. • Mark mentioned that he had some comments. Are we sure that the original design did not come from a previous model? It was my understanding that the poles were made from an original mold that was sent back to a foundry in Georgia to be made. o We still have a casting mold and that we can buy replacements but that is exactly what we have now. Mark noted that the point was that they were originally trying to match the light fixtures to the fountains in the park as well as trying to attempt to get the as historically accurate as the fountains. If we had the master plan we would be able to reference that. But we have been operating blindly for so long. ■ Preston asked if we had a plan that they could reference. Mark said that we are supposed to and mentioned that he spoke to Jan who verified that there was a multi volume master plan made. He reported that Jan told him that is should be in Rick Graham's office, but they could not find it. • Mark's second point was that the bases are stumpy. It shortens the length of the light and they look squatty. 4 o They are a sitting target right now. Any truck backing up over the stall can easily hit them with their bumper or tail gate. o The style of that base is very popular throughout the downtown area. But they can restyle the base, as well as change the length of the pole. o The irrigation hits the poles and ruins them. It's just that it is our duty to preserve the integrity of the site, although the conditions are difficult. o It was agreed that the image on the screen did look a little stumpy but when looking at the image on the computer screen it doesn't look quite as squatty. ■ In the initial design they were representing the actual lights height. But it would make sense to put a 15 foot pole on the base and make the lights 18 feet high. We aren't sure how the lighting characteristics would be affected by raising the light, but we could look into that. o Could the shape of the base be changed to look better? o Maybe it would look better if it was covered in stone. • Mark's third comment was on the LED lights. How much brighter will the lights look? Because LED's have a tendency to be a lot brighter and more of a white light. It would be nice to see a mock up on site and see what the real affect is. • Anne mentioned that she had found an image of Washington Square in the historic period. It has a light post that was clearly visible. It was similar to what was done in 1989. It had a tall column rather than a tapered column, with a clear globe on top. It would be worth researching. o We have no way to protect the lights on top from the sky and other elements. o It would be easy to design and interior cover to protect it. • The City Capitol was able to keep their work historically accurate and maybe we could use that site as a reference for light poles. o There should be more research done to make these look more historically accurate and the City Capitol might be a good reference. • What is the timeline for this project? o The CIP budget will be available in October and we were hoping to get started as soon as possible. The problem we have is that several of the poles are already broken and need to be replaced. o The goal was to finish the installation before construction began on Washington Square. o If we give direction today, could they come back with a new design by the next meeting? • When City Creek used the same type of lights, the LED's were so bright that they eventually had to turn every other one off. That is why he is concerned about the lighting characteristics of the LED's. If they are anything like the one's at City Creek,that is something to be considered.That would be a major concern;that we get the right look of lighting for the park. o The LED's can be adjusted to different ambient levels and using occupancy sensors would also help with that. o One of the main reasons we are switching to LED's is to conserve energy as part of the Mayor's agenda. o We also have a huge difference in the warm and cool tone of the lighting to consider. I think it is a good idea; it is just something to consider. o Do you think the historical ones with round bulbs are more attractive? ■ Yes, they are more attractive than the ones they are proposing. o I don't even know what they were thinking when they installed the lights in 1989. But I think they are more attractive with the bulbs as well. 5 • Terry asked Anne what era the picture she found was from. o They look period, around 1912. I am sure the Historical Society has more pictures that could be found with a little research. I found at least one photo of the building with that kind of lighting. It can be confirmed because you can see the fountain in the background. And the tree next to the light clearly indicates that it is an early photo of the building based on its size. It would be worth looking into. I found this photo on Wikipedia, so it would be easy to at least look into. • As far as the idea of lifting them on a pedestal is understandable. I have seen it in many parks. I am wondering about increasing the width of the base instead. o They can be designed in many different ways. We can add different textures on them and they can be cast in different colors.They don't get poured in place, they are a cast product. o Could we put a 3 foot square with a curb around it instead of the one footer that was proposed? o That would not stop the water from damaging the poles and irrigation would be a problem. o The issue is that the sidewalks were put in before the irrigation and installing such large curbs would require them to redo all of the irrigation. • Anne said that she found one image of a light that was on a raised block but it was just a basic rectangular block. o We will have to put a mow strip around in anyways even if we do have a block, in order to make it easy to maintain the park. • Is it still necessary to raise them as high if they are moving them off of the curb? o They are only moving them ten inches away from the curb and a truck could still easily back into them. o They get damaged all the time from larger trucks during in and out construction. Especially near the loading zone where they have to parallel park.They back into the posts all the time. o It seems like they would have to try really hard to hit the pole if it was that far from the curb. ■ It definitely is not. • Preston added that he has been hearing a lot of suggestions and he can investigate them and present other options. • The problem is not only the parking but the irrigation. o Why don't we correct the irrigation and make it so the poles can be moved in more? o It would be huge expense to change the irrigation. • It would be nice to see what the base would look like if it was simpler and not make it look like it is something from the past and just let it be concrete. Both in that shape and maybe just a square shape. o We can mock up some different bases. o Whatever you can find that looks more like the correct time period. o Ralph asked if the decision would only be made after seeing an actual mock up or would a picture of it be enough. o It is a huge commitment, but would it fit into the budget? I think it would be worth working up a scaled model. o It is likely that a manufacturer would be willing to supply a pole if we were planning to order 75 of them. 6 o I am not sure if we even need a pole but a way to see how the light looks at the height of the pole.The lighting I am aware of would need to be diffused because it still shines so directly. o So the light should be enclosed to help diffuse the light. o It would help to have it enclosed and something on top to help prevent light pollution. o That would be an easy target for rocks and vandalism. o If the top of the globe is open, you run into issues with birds nesting in them. Jerod suggested to put-forth a motion for a recommendation. He asked Anne to summarize all of their recommendations. Anne motioned that based on the direction provided the Committee recommends that they do further research into constructing the poles to look more like their historical period. Jerod asked if we have a second to the motion before us. Terry had a question on the motion. He asked if the top and based need to be designed according to the historical period. Anne replied that we would like to see that in the design. Jerod clarified that it would need to include an alternative base and bulb based on the historical research. Terry seconded the motion. Jerod called for a vote. The committee unanimously voted in favor of the motion. Jerod thanked Jeff, Preston and Ralph for coming. Ralph proposed to bring the new designs to the next meeting. Jim reminded them that the next meeting would be October 12tn Agenda Item 5:Tree Pruning and Removal at Washington Square—Tony Gliot Jerod introduced Tony Gliot to discuss the pruning and removal. Tony explained that during our walk about of Washington Square he would identify the 5 trees that need to be removed by the end of this month or beginning of October. He explained that these trees are all declining and unhealthy so we will want to take them out. In addition, they will be spending a couple of weekends, two Saturdays, at the end of this month and beginning of October to remove deadwood and prune. They will not get to all of the trees so it will be a two year project to get all of the trees pruned on the site to an appropriate level.Tony explained that his direction to the contractor and the park supervisor is to make it look like they haven't been there, but that the trees don't need work done. That is a challenge, but he feels it is a challenge that they are going to be able to make work.The trees are actually in fairly good shape, but there is some noticeable deadwood that will be removed and there will be raising and trimming done on the smaller trees.This is what we are looking to take care of. Saturdays will work because it is hard to take that much work crew during the work week and it will give them more space to work. We are out of our event season, so now is the time to do it. We would like to do the same thing either in the spring of next year or in the fall. Jerod noted this sounds good and asked if he would be joining us for the walk to give a running narrative. Tony said he would be joining us. 7 Agenda Item 6: Proposal to Parks to begin working toward funding to create a Master Plan for Washington Square. Jerod opened the discussion of the proposal for parks to develop a master plan for the site explaining that the committee thinks this is a good idea and something that is much needed and commented that this would help guide discussions like the light pole discussion. Jerod asked what needs to happen in order to further this discussion. Jim replied that we need to provide direction from the committee, tell them what we would want to propose to the administration. Jerod asked if he meant a recommendation to put out and RFP. Jim recommended putting out an RFP and a study that would include guidelines and ultimately come up with a master plan. Jerod asked if we have found any guidelines to go off of. Jim responded that he had looked through all of his stuff and he doesn't have any, but, it has got to be out there somewhere. A comment was made that there might be something in the engineering archives. Mark mentioned that Jan thought there was one in Rick or Alden's office and it was thought to be 20 volumes, but nobody has been able to find anything. Jim said there was a maintenance manual that he had seen, but it didn't have anything involving landscaping. Maybe it is with Parks. Anne said it would be great if we could find the plan. Mark suggested that we first do some more research in finding the original Master Plan, which would be such a help. Jim commented that it would be good to exhaust our internal resources first and see what we find. Anne agreed it would be great to do that before we propose to develop a new plan. It might be something that could just be modified. Mark added that we may want to reach out to some of the key players in designing the master plan. He mentioned one person that he was not sure is still alive and another person who was a project manager that had been on the committee in the more recent past. Jim said we can all do a departmental search. Jerod added it would be good to talk to Charles Sheppard as well. 8 Jerod recommended that it would be a good idea to defer a recommendation on developing a plan proposal until we find the original that we developed in 1986 to next month's meeting and see what turns up. Jim agreed and said that it may take a few months to look for the original. It was mentioned that it was intended to be proposed by the first of the year so that we would be able to include it as a normal budget item. Troy agreed that there is much interest in getting the proposal by the first of the year because developing the Master Plan will also be benefitting other parks such as Liberty Park. Finding the original Master plan would be a good starting point for developing plans for the other parks as well. Jerod concluded that we would wait to make a recommendation until we have done more research to find the original master plan. Agenda Item 7:Annual Washington Square Walk-About. Jerod invited everyone to head out to the park.The meeting would be recorded with a handheld device. Troy started to lead the group to the northwest corner of the park. He offered to have Tony point out the changes that would be made. Troy pointed out the benches and reminded us that about a year ago it was decided that we would replace some of the benches, But we could afford to replace all of them because that walk cost upwards of$70,000.00. Jim said that we could use some of the deferred maintenance to cover what is over the budget for that. Troy said we could start by labeling the benches that need work first and start powder coating them. But we will need to get some paint samples. This will be hard to match because the benches are so old and faded. Tony directed the group to the tree on the northwest corner that will be removed. Troy asked if there was still an ongoing discussion about the corners and Jim replied that it has been approved and we are just waiting for budget. Tony led the group over to the North side of the park and pointed out the other trees that we being removed in the area. He also explained why tree rings are very important for the health of the tree. Troy said that for certain sizes of trees the tree rings are great.They protect the trees from lawn mowers. Someone asked Troy if the mulch ring was supposed to be twice the circumference of the base of the tree.Troy said yes, but sometimes that is unrealistic. It does help to let the root system grow but it is mostly important to protect from lawn equipment. And you can protect the tree with about 18 inches in circumference. Mark mentioned that he had seen many trees at the University of Utah with significant tree rings and mulch. It was mainly with pine trees and evergreen trees but it looks great. Tony agreed that he liked the look but that is more common with evergreen trees and pine trees because of the way they grow. Adding this point of discussion might be good for the master plan, would we want that kind of look?And perhaps decide what trees we would want excluded from it. Tony led the discussion to the east side of the park and pointed out the remaining trees that would be removed and replaced. He explained that you can see the tree is dying by the discoloration in the leaves. Troy pointed out that the buckets all over the park are covering the electrical portion of the poles that have been removed. It is a safety hazard and one big reason to get the new poles installed as soon as possible. 9 Tony pointed out the cedars that were being removed and said that they will probably recommend replacing them with more cedars because it will complete the look. Jim asked what caused the trees to die and tony said that it could be a multitude of reasons, but it was probably that they were planted too deep. Tony said that the Sequoia's have not been doing well over the last couple of years but they seem to be recovering.Troy mentioned that because the Council approved to hire more full time people, parks has been able to hire a full time grounds keeper for the park. It has made a huge difference in the recovery of the park after events. Tony explained that we had to remove on the south park strip and will probably have to remove more in the future. Mark asked what kind of tree it was. Tony said it was a Norway Maple. Terry asked if it was just age or if it was environment. Tony said he thinks it is because they are so close to a park strip. Troy asked who would be giving recommendations for historical trees. Mark said he would like to defer to parks because they are more educated on what will thrive in the park. Terry said as long as there are a variety of trees that keep giving it the same look we will be satisfied. Tony said he would like to continue to use a variety of trees because it already has so much diversity. The park strip will probably keep the same kind of tree just because it is along the park strip and it looks nicer. Tony mentioned that he would still like to create some continuity when replanting trees so that it still looks well planned. Mark said that it would be nice to see if there was a landscaping plan in the past to reference. Tony agreed but said that the nice thing about landscaping is that it can evolve and not ruin the historic integrity of the park. Anne agreed and said that we just need to choose a plan so that we can be consistent with direction we give parks. That way we don't have to guess. Anne asked if we are replacing the lights along the streets which are much more elaborate. Jim said no, only the posts within the park. Mark asked why the bases of the larger posts were not an issue. Jim said that they are fake; the bases are fiber glass that can be replaced. Troy mentioned that a lot of areas are now being updated with LED lighting. If we were interested in seeing how they light a park we could look at Rio Grande and Liberty Park to see how the lighting looks. They are the same lights that we will be using here. The group ended on the south west side of the square. Terry motioned to adjourn. Jerrod seconded the motion and asked all in favor. The motion to adjourn was passed unanimously. 10