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11/15/2001 - Meeting Minutes MINUTES CITY&COUNTY BUILDING CONSERVANCY AND USE COMMITTEE Thursday, November 15,2001 -4:00 p.m. COMMITTEE MEMBERS PRESENT: Mary Lou Gottschall Susan Crook Larry Migliaccio Steve Oliver(Ex Officio) Dianna Karrenberg(Ex Officio) COMMITTEE MEMBERS EXCUSED: Don Hartley ABSENT: Richard Chong Mike Jackson Dick Young(Ex Officio) Steven Allred(Ex Officio) OTHERS PRESENT: Jeff Rowley John Spencer Lisa Romney Stephanie Duer I. The meeting was called to order. A motion was made and seconded to approve the minutes from the August 16,2001 meeting. There was not a quorum present, so a vote was not taken. II. Lisa Romney from the Mayor's Office presented a proposal to install bike racks in the disabled entrance. The city currently owns 4 bicycles that are kept at the City&County Building for employee use during business hours. The security guards currently keep the bikes secure at night. Lisa stated that after the Olympics,the administration would like to install bike racks on the grounds of Washington Square. It was suggested that the bike lockers be installs on the library block. A concern was voiced that the bike racks would take away from the historic site of Washington Square. The matter will be pursued further after the Olympics. III. Jeff Rowley,the Risk Manager for Salt Lake City presented a proposal to increase security at the City&County Building. The biggest challenge facing them is making the building safe and secure, while still maintaining the historic authenticity of the building and making it accessible to the public. For the emergency aspect,they would like to upgrade the fire alarm system. Currently there is an alarm with strobe lights. They hope to add a system that gives verbal messages, also. This would require a new panel in the security office and on the kiosk. The only structural change would be a small amount of additional wiring to the kiosk, requiring boring through the wall. Other security measures would be to install a card reader on the disabled entrance. Employees could access the building this way after hours and during lock downs. Larry Migilaccio stated that he would like to see the security monitors in a secure area rather that at the kiosk. If security is a real issue,why not hire more security officers? Steve Oliver pointed out that the real issue is not security cameras. It is whether the committee will allow holes to be bored in the building to run conduit and mount cameras. There is a need to make it a secure work place,but this won't accomplish it. If the administration is dedicated to really making the building secure, no cars should be allowed on Washington Square,mag and bag search should be at each door. What level of security do we really hope to achieve? It this just the first step? What will follow next? 1 Susan Crook voiced concern about making the building a fortress. Shouldn't the administration consider other options such as a bodyguard for the Mayor? A security system will have a major impact on the building and grounds. We need to do something"essential", not just something to prove that we are"doing something to improve security". The committee suggested that a broad based, well informed group needs to review and discuss a long term security plan. A security plan needs to be removed from the political hands so that it will be able to continue through future administrations. The committee feels that they should make a policy recommendation to the Mayor. They should be on record as to how much they feel the building can be impacted for safety and security issues. Jeff Rowley asked the committee to consider just the improvements to the EVAC system and installing cameras in the existing conduit. The committee viewed the kiosk where the wiring had been added. The TV monitor would be gone. The officers could view the cameras on the computer monitor. Mock up lens had been mounted on the walls facing the south doors. The lens size can be adjusted to get different images. It could focus on the doors or widen for the doors, stairs and halls. The committee felt that the lens on the wall was unobtrusive, if it were painted to match the walls. The committee feels that the EVAC system is important and should be done. Steve Oliver pointed out that there would be no view in the Treasurer's Office or Human Resources if the present system were eliminated. No resolution was made on this point. A motion was made to support the audio system for safety reasons, the installation of cameras where they were originally intended and to reconsider the position of the TVs. They want the administration to come back with a long term security study of the building and grounds. The motion was seconded. A quorum wasn't present, so the vote taken was 3 "aye" votes. A motion was made that the committee recommends a major study of security in keeping with the spirit of the building. They would like to have a broad analysis, in depth, long term professional security study done of the building. They would like to eliminate the security function at the kiosk, look at the possibility of moving the kiosk to another location or eliminating the kiosk totally. The motion was seconded. A quorum wasn't present, so the vote taken was 3 "aye" votes. IV. Stephanie Duer presented a proposal from Public Utilities for an efficiency study to see how we can better use water on the grounds of Washington Square. This will be an educational demo garden. It will be planted on the east side of the building on the horseshoe drive. The irrigation for this section can be separated from the other water circuits and will be easy to view because of the walkways. The design is a formal landscape to tie in with the architecture of the building, but the plants won't be placed formally. The plants are all drought tolerant, low water, low maintenance plants. They have all been selected for maintenance,fragrance, water and long season of bloom. There will be about 4 signs made of deep anodized metal and very unobtrusive. Brochures will be available for a walking tour and will be of an educational nature. They will cover all aspects of the garden. The plants that were chosen are available, but not prolific. They would be permanent plants, not replaced each season. The project is funded by a grant specifically for the City& County Building grounds. Water conservation will be studied on the entire block. There will be upgrades to the irrigation system on the block where necessary with a central control system. Each phase of the upgrade will need to be brought before this committee. Susan Crook voiced concern about whether this building is the right place to put a water conservation garden. Does it fit in with the grounds and building? Stephanie stated that she had 2 checked the ordinance and it doesn't state that the grounds design has to be from the same period as the building. Stephanie will send a drawing and plant list to all of the committee members. A motion was made to recommend approval of this project. The motion was seconded. A quorum wasn't present,so the vote taken was 3 "aye"votes. A motion was made that the committee would like to find an historical rendering of authentic plantings at the building. The motion was seconded. A quorum wasn't present, so the vote taken was 3 "aye"votes. V. Steve Oliver told the committee that a decision had been made about the outside lighting of the building during the Olympics. All of the lighting will be temporary and no permanent alterations will be done to the building. The lighting will be gone by mid-March. The meeting adjourned at 6:15 p.m. The next meeting is scheduled for Thursday,January 17, 2002 at 4:00 p.m. in Room 138, if there is an agenda to be discussed. If there are no issues,the next meeting will be held on Thursday, May 16,2002 at 4:00 p.m. in Room 138. Steve Oliver will contact all committee members to notify them. 3 CITY & COUNTY BUILDING CONSERVANCY AND USE COMMITTEE ADDENDUM TO MINUTES OF THURSDAY,NOVEMBER 15, 2001 MEETING Steve Oliver contacted Don Hartley and Mike Jackson regarding the motion to support the audio system for safety reasons, the installation of cameras where they were originally intended and to reconsider the position of the TVs. They want the administration to come back with a long term security study of the building and grounds. Both members voted in favor of this motion. The motion is now able to pass. Steve asked them to vote on the motion that the committee recommends a major study of security in keeping with the spirit of the building. They would like a broad analysis, in depth, long term professional security study done of the building. They would like to eliminate the security function at the kiosk, look at the possibility of moving the kiosk to another location or eliminating the kiosk totally. Both members voted in favor of this motion. The motion is now able to pass. They were also asked to vote on the proposed water conservation garden project on Washington Square. Both members voted in favor of this motion. The motion is now able to pass. The last motion to be vote on was the motion to find an historical rendering of authentic plantings at the building. Both members voted in favor of this motion. The motion is now able to pass. NOV 2 8 2001 CITY R