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11/8/2021 - Meeting Minutes (2)1 MEETING MINUTES SALT LAKE CITY AND COUNTY BUILDING CONSERVANCY AND USE COMMITTEE ELECTRONIC MEETING HELD, MONDAY NOVEMBER 8, 2021 COMMITTEE MEMBERS PRESENT EX OFFICIO MEMBERS PRESENT Jennifer Hale, Chairperson Jim Cleland, SLC Facilities Joan Swain, SLC Facilities Rob Pett, Committee Member Jaysen Oldroyd, SLC Attorney’s Barbara Murphy, Committee Member Office Steve Cornell, Committee Member Anne Oliver, Committee Member John Kemp, Committee Member Kathy Davis, Committee Member December 13, 2021 COMMITTEE MEMBERS ABSENT Mark Thimm, Vice Chairperson Jennifer Hale, Chairperson, welcomed everyone to the Monday November 8, 2021 meeting. Members in attendance: Jennifer Hale, Chairperson; Rob Pett, Committee Member; Barbara Murphy, Committee Member; Anne Oliver, Committee Member; Steve Cornell, Committee Member; Kathy Davis, Committee Member; John Kemp, Committee Member; Jim Cleland, SLC Facilities; Jaysen Oldroyd, SLC Attorney’s Office; Joan Swain, SLC Facilities Agenda Item 1: Reading of the Electronic Meeting Letter – Jennifer Hale I, Jennifer Hale, Chair of the Salt Lake City and County Building Conservancy and Use Committee, hereby determined that conducting public meetings at an anchor location presents a substantial risk to the health and safety of those who may be present at the anchor location. Due to the Center for Disease Control and Prevention social distancing requirements, I find that conducting a meeting at the anchor location constitutes a substantial risk to the health and safety of those who may be present at the location. In accordance with this amendment meetings will be held on an MS Teams video meeting on November 8, 2021 at 4:00 pm. For future meetings, notifications will be sent out with the minutes of the meeting and will be as determined by the level of risk at the time. Thank you for your cooperation and willingness to serve. Agenda Item 2: Review and Approval of Meeting Minutes for September 13, 2021 and October 11, 2021 Jennifer Hale stated that it was time to review and approve minutes from September 13, 2021; and October 11, 2021. She gave committee members several minutes to read through the minutes. Robert Pett made a motion to approve the meeting minutes of September 13, 2021 of the Conservancy and Use Committee meeting. Jennifer Hale thanked Rob and asked if there anyone who will second. Anne Oliver seconded the motion. 2 Jennifer Hale asked everyone in favor of approving the meeting minutes for September 13th, 2021 say aye. The Committee voted unanimously to approve the September 13th, 2021 minutes. Jennifer Hale asked if anyone wanted to make a motion to approve the October 11th, 2021 minutes. Robert Pett made a motion to approve the meeting minutes of October 11th, 2021 of the Salt Lake City and County Building Conservancy and Use Committee. Jennifer Hale asked if anyone was willing to second the motion. Barbara Murphy commented that some committee members were not at the meeting. Steve Cornell suggested the Committee could still vote to accept the minutes. Robert Pett suggested that if the Committee trusted him, he would motion to accept the minutes. Steve Cornell motioned to trust Rob and seconded the motion Jennifer Hale called for a vote, asking all those in favor of approving the meeting minutes to say aye. The Committee voted unanimously to approve the October 11th, 2021 minutes. Agenda Item 3: Update of the City and County Building Interior and Exterior Repairs – Jim Cleland Jim Cleland, Facilities Director, was asked by Sean Fyfe of the Engineering Department to give a formal update on the City and County Building repairs. Jim explained that the East and West stairs are complete, and they are waiting for the covers that go over the expansion joint. The color is ready for the horizontal plate that covers the expansion joint, and they are just waiting on the texture then they will go to the powder coaters. As far as the design work for the interior repairs, they have the final scope of work and it was all approved by a FM global. So, they'll be proceeding with that and they should be under contract with GSBS by the end of November. Hopefully they'll be advertising for bids in late May. Assuming that the bids are within budget they'll start construction in late June. It should take about 12 to 18 months to complete all the repairs in the City and County building. Committee Member Robert Pett explained the exterior stairs, as Jim is mentioned, they are complete on the East and West. They’re doing final sealing and joint prep and sealing of the stairs. The seismic covers themselves were switched from what was presented early in the process and it is now going to be a 3 design as proposed by GSBS. This was going to be a manufactured product from a company but as the project progressed, it was determined that there was no way to do a one size fits all for the four cheek walls. GSBS will design a system that will more closely address each individual cheek wall. It also required them to do some additional tooling of the of the stone to help the appearance. I think that they have done a nice job. I think it's going to work. Right now, they're just waiting for specifications to be submitted for the powder coating and, as Jim mentioned, the texture to be approved for the horizontal plates on both sides. Additionally, Robert Pett recommended replacing the light shades for the light fixtures near the entrance. The current globes have yellowed, and he recommended replacing them with clear globes or something similar shades on nearby fixtures. Other committee members asked for an investigation into if the shades are composed of plastic or glass and if more information could be provided on why the committee in the 80’s made the decision to choose the current shades. Agenda Item 4: City and County Building Opening Update – Jim Cleland Until recently we have had signs on easels all over the City and County Building. Now we have created a welcome center with a security guard and a host for people who come in the building. We have put up Marlin boards that repeat all the signage that was on the easels, walls, and people’s windows. The Marlin boards are on a big 65-inch television screen on a rolling cart. As soon as patrons come in the building, they go down the ramp by the ADA entrance and they'll be met with the Marlin board that gives them all the instructions for COVID policies and how the building is operating. In September you had the opportunity to hear about the sign in iPad. We added a new City and County Building type pedestal to hold the iPad. When visitors come in the building, they need to sign in. We are requiring everyone to wear their security badges now, so everybody is either wearing a security badge or they sign in and then they get a little paper tag. The building is open to the public now, therefore, I imagine, we will start having our meetings in person. We will try to maintain spacing so we're at least 6 feet apart, we'll wear masks if necessary, and take all precautions. We would like to try our next meeting in person in the Cutler Room. The building is slowly opening back up and city employees are coming back to work in the building. Members of the public are doing business with city departments, paying their traffic citations and some of the council meetings are at least partially being held there. It's nice to have the stairs to completion so that we can look like we're back in business. The earthquake repairs are going to be interesting to complete with the occupied building and it will pose some challenges, but I think we will continue to find ways to make it work. They also wanted to look at some security measures that will mostly not be noticed by the public, but it'll be electronic more than anything. They are adding more and better cameras with security doing more rounds with some automatic operators on doors. It won't be any more noticeable than what they have now. An example would be the locks on the on the Cutler room. You swipe your badge on the actual lock set and it lets you in. It was suggested that because many of the Committee Members were not in attendance at the October meeting when Kathy Davis was introduced, all Committee Members Present should introduce themselves. 4 Kathy Davis, Committee Member: I'm Kathy Davis and I'm a member on the Arts Council board and the so I'm the required member for your board from the Arts Council. I'm at an attorney for the attorney general 's office for the state of Utah. Jennifer Hale, Chairperson: I'm a landscape architect so I represent that part and I'm about 15 years into my career and have done mostly public work. Barbara Murphy, Committee Member: Hi, I'm Barbara Murphy. I'm retired but I spent my career with the state preservation office working with programs like the National Register of Historic Places and tax credits for rehabbing historic buildings and so I think I come to it with that background. I'm in my 5th year on this board. Anne Oliver, Committee Member: I’m kind of related to Barb, but on the consulting side. I’m Anne Oliver and I have been working in consulting in historic preservation for a long time now. Currently, I work with SWC environmental consultants. Rob Pett, Committee Member: I'm Rob and I'm an architect. Steve Cornell, Committee Member: I'm an architect here in Salt Lake and I've been basically doing historic preservation work for about 15 years. John Kemp, Committee Member: I'm John Camp and I work for big D construction. Jaysen Oldroyd, SLC Attorney’s Office: I'm Jaysen Oldroyd, I’m with the city attorney 's office and I can provide legal counsel advice to the committee. Jim Cleland, SLC Facilities: I’m Jim Cleland in a facility director for the city and I'm the facilitator. Joan Swain, SLC Facilities: I'm Joan Swain with facilities and I do the minutes and keep everything in order and to keep all of you notified of changes. Jennifer Hale asked for a motion to adjourn. Barbara Murphy motioned to adjourn the meeting. Robert Pett seconded the motion. Jennifer Hale thanked Rob and suggest all in favor of adjourning today's meeting to say “Aye”. The Committee Members voted unanimously to adjourn.