4/10/2023 - Meeting Minutes MEETING MINUTES
SALT LAKE CITY AND COUNTY BUILDING CONSERVANCY AND USE COMMITTEE
HYBRID MEETING HELD, APRIL 10, 2023
COMMITTEE MEMBERS PRESENT EX OFFICIO MEMBERS PRESENT
Rob Pett, Committee Member Jim Cleland, SLC Facilities
Barbara Murphy, Committee Memrer -:--
Mays "��. Joan Swain SLC Facilities
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Steve Cornell, Committee Chairilakecito tramitn$111(biig can Fyfe, SLC Engineering
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Jennifer Hale, Committee MemberFa iden Little SLC Planning
Anne Oliver, Committee Member �tPP Qn��e13 J ysen Oldroyd, SLC Attorney's Office
Catherine Tucker, Committee Mem 8, 2023
COMMITTEE MEMBER ABSENT OTHER VISITORS ANDGUESTS
John Kemp, Committee Vice Chair Vivian Saumure, SLC Attorney's Office
Kathy Davis, Committee Member
Steve welcomed everyone to the Conservancy and Use Committee Meeting this Monday, April 10, 2023. He
asked for a roll call for those participating as follows: Catherine Tucker, Committee Member; Anne Oliver,
Committee Member; Barbara Murphy, Committee Member; Aiden Lillie, Salt Lake City Planning; Jaysen
Oldroyd, Salt Lake City Attorney's Office; Joan Swain, Salt Lake City Facilities; Steve Cornel, Committee Chair;
Rob Pett, Committee member; Sean Fyfe, Salt Lake City Engineering; Jenny Hale, Committee Member; Jim
Cleland, Salt Lake City Facilities; Vivian Saumure, Salt Lake City Attorney's Office.
Agenda Item 1: Review and Approval of Meeting Minutes for March 13, 2023
Steve gave everyone a moment to review the minutes, then said if someone has a motion to approve the
minutes then we will entertain that at this point.
Rob commented that there was quite a discussion on the end point for the Salt Lake City marathon, the
discussion represented in the minutes was accurate. But following the minutes, Ryan Schlegel sent a follow up
diagram to the committee for the marathon's activities showing that the event would be set up according to
the direction given by the council to use only the hardscape.
Joan Swain corrected him, saying it was Steve Bingham-Hawk the marathon owner, who sent the new diagram
and as she looked it over, it looked like it represented the changes the council asked him to make.
The council reviewed Jenny's motion to trust that Steve would make the changes they asked him to make, and
all agreed that the new diagram satisfied their request.
Steve asked if there were any other comments or discussions?Then, asked for a motion to approve the
minutes for March 13, 2023.
Rob motioned to approve the minutes.
Jenny seconded the motion.
The council voted unanimously to approve the minutes.
Agenda Item 2: 5th Floor Breakroom Discussion —Vivian Saumure, SLC Attorney's Office
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Jim started the discussion by stating Vivian came to us with a request from the Attorney's office to make
alterations to the small room by the bathroom to turn it into a breakroom for the employees on the floor.
Jim handed the time to Vivian. She opened a PowerPoint presentation and said We currently don't have any
breakroom facilities on this floor. There are a few break areas in the building, there's a small space on the
fourth floor underneath the stairs and there's the main employee break room on the third floor. But currently
the attorney's office does all their dish washing in the nearby bathroom.
Vivian then showed a slide displaying what the current space looks like. She says, right now it is not being
used for anything. The space was added, I believe, during the seismic retrofit so there is not a lot of
architectural detail that would be damaged from any modifications. I've been here for 15 years, and we've
tried a lot of things in that space, we've tried having several employees work over there but it's too far
removed from other workspace. There is no door so there's no privacy which means it does not work well for
a conference space and there are no windows, so it feels really dark and small without the natural light.
Their Wishlist for the space includes:
• A kitchen sink so they no longer must clean dishes in the bathroom. (This would be ideal thanks to the
proximity to the men's room pipes that are already in place.)
• A space to eat that's away from our desk.
• Dedicated food prep space
• Seating and storage
• Energy efficient refrigerator
She then showed a mockup of the potential layout for the room which made space for a fridge in the corner, a
corner sink, some counter space, and potentially some small 3-foot cafe tables. They hope to hire Design West
to help plan for the best use of the space.
Jim commented that they should look at the mayor's breakroom to help see a proper color/material design to
make sure the space matches the rest of the building.
Vivian moved to her next slide which gave details on how they would move forward with the project if the
committee approved it. They sent a $55,000 request for the FY23-24 budget which would cover the payment
to Design West, materials, and the construction. They would bring the final plans to the committee for
approval before beginning construction.
Rob asked Jim how this would fold into the current project going on at the building.
Jim said it would probably be its own separate project and wouldn't have to be involved with other the other
plans.
Rob asked if you are submitting a proposal for the financial side for this fall.
Vivian said yes, it is part of our budget request, so we are hoping to get approval from that and get moving
forward in July. We have submitted it to the mayor, so if she approves it and passes it on to the council, we're
very hopeful to begin in July. Plus, we do have some budget savings from this fiscal year which we could use to
get started with Design West.
Jim said Facilities has no exceptions to the proposal and thinks it is a good idea.
Rob asked what we need to do today.
Steve said I think we are looking for a motion to proceed with the design once the funding is available.
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Vivian said we're hoping to get the committee's approval to move forward with Design West and then get a
proper design which we will bring to the Committee.
Anne asked for clarification saying according to the design, treatment, and use guidelines this is a low priority
space, correct?
Jim said yes.
Anne asked if it would require any venting that would go into a public hallway or any alterations to a higher
priority space?
Jim said they are not asking for a stove so that would not require any changes and with it being the 5th floor
anything that had come from the microwave would escape up and out of the attic.
Rob motioned to allow the petitioner of the Salt Lake City Attorney's Office to move forward with the design
of the break room on the fifth floor then the committee would require subsequent formal submittal of the
design once funding is approved to be sent to the committee for final approval.
Barbara seconded the motion.
The council voted unanimously to approve the motion.
Agenda Item 3: Other Building Project Updates
Sean said he reviewed the minutes from the last meeting and since then we have received funding from the
insurance claim, and we have a cost center. There is an additional $2.65 million of funding to help cover the
entire scope of the base bid for construction so we do not need to have any alternatives. As of today, we have
advertised for bid.
Steve asked how long is that open for?
Sean said it is open for about three and a half weeks, from now until May 3rd. The Prebid is a week from
tomorrow (April 11) and questions are open until about 7 days before bid opening. We have two prequalified
contractors so I can state their names now. It is Entelen and Paulsen. They are mentioned in the bid package
as approved contractors. There is still an option for other interested contractors to submit qualifications for
consideration. Do not hold me to this but I believe the deadline for that information is April 19th.We will see if
there are others, if there are, we will work with Rob and the previous selection committee to review those and
if there are any approved, we will issue an addendum to let them know.
Steve asked when the selection committee will meet after the bids are received.
Sean said let us assume there are no other contractors, it is a low bid situation. We will approve the lowest
bidder that we consider the most responsible. We have done some verification but there is not anything the
committee needed at that point.
Rob asked if there were no scheduled interviews.
Steve said by the next meeting we will know.
Sean said in theory we will have our bids, and we will know next meeting unless we must extend things by a
week for some reason but by next meeting, we should have the low bidder identified and that's public
information that can be shared so that's great news.
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The other project to review was the transformer replacement. That is still in permit review, but we do have an
initial wave of comments that we are working through, and they do not appear to be major. I want to verify
with our architect to be sure, but I think we're going to get ready to bid that soon.
Jim said the impact to that structure is not much but around the grounds will have a little bit of disruption
mostly around the pavement, and library square will have quite a bit of disruption.
Sean said hopefully by the next meeting that will be on the street as well, but I doubt we will have bids in hand
by the next meeting.
Steve asked if transformers for that have been ordered yet?
Sean said no it will be one of those submittals to order a whole bunch of equipment that will not take a year
hopefully but will take several months.
Jim said that is why we want to try to get those contracts as quickly as we can so we can order things and have
them hit around construction season.
Sean concluded by saying those are the two projects I have updates for.
Jim said I have nothing more other than the equity at restrooms project, there is really nothing moving there
so far.
Sean said Carolyn is doing a high-level code analysis of the fixture count in the building to see if it is even
allowable by code to allow a reduction, I think we would lose two or three fixtures on that floor. But she's just
starting that as a high-level thing to see if we're in the ballpark, and if we are then we'll take it to the next
step.
Rob asked that's on the second floor, right?
Jim said it is yes, right behind the security kiosk on the men's side.
Rob asked will that fold into the seismic project, or will it be different?
Sean said that is yet to be determined, it could be a change order potentially.
Jim said once we have a contractor on contract it will make it a little easier to move forward on that.
Steve asked if there were any other questions.
There were none so Steve thanked everyone for being there and asked if there was a motion to adjourn.
Catherine motioned to adjourn.
Anne seconded the motion.
The council voted unanimously to adjourn.
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