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7/10/2023 - Meeting Minutes MEETING MINUTES SALT LAKE CITY AND COUNTY BUILDING CONSERVANCY AND USE COMMITTEE HYBRID MEETING HELD,JULY 10, 2023 COMMITTEE MEMBERS PRESENT t' EX OFFICIO MEMBERS PRESENT John Kemp, Committee Vice Chair %00 Jim Cleland, SLC Facilities Rob Pett, Committee Member ,ttt�.tl;r�itv& Countn1uitDinq can Fyfe, SLC Engineering Catherine Tucker, Committee Memb r 4Eon5erban[p&Nse Comutiltee J an Swain, SLC Facilities Kathy Davis, Committee Member Aden Lillie, SLC Planning Barbara Murphy, Committee Mem erg` Ja sen Oldroyd, SLC Attorneys Office Jennifer Hale, Committee Member ; f ~ D vid Gibson, SLC Engineering Anne Oliver Committee Member >I M A�1. aura Marshall SLC Facilities COMMITTEE MEMBER ABSENT ' Steve Cornell, Committee Chair —/ John Kemp welcomed everyone to the conservancy and use committee meeting this July 10, 2023. He began with a roll call as follows: Rob Pett, Committee Member; David Gibson, Salt Lake City Engineering; Sean Fyfe, Salt Lake City Engineering;Jenny Hale, Committee Member;Jim Cleland, Salt Lake City Facilities; Laura Marshall, Salt Lake City Facilities;Joan Swain, Salt Lake City Facilities; Catherine Tucker, Committee Member;Aiden Lillie, Salt Lake City Planning; Jaysen Oldroyd, Salt Lake City Attorney's Office; Kathy Davis, Committee Member; Barbara Murphy, Committee Member; Anne Oliver, Committee Member;John Kemp, Committee Member. Agenda Item 1: Review and Approval of Last Month's Meeting Minutes John gave everyone a moment to review the minutes then asked if there were any comments or if someone would like to motion to approve the minutes. Jenny said that Aiden Lillie's name was spelled as "Alden Little" and will need to be corrected to "Lillie". Rob Pett motioned to approve the minutes. Kathy Davis Seconded the motion. The committee unanimously voted to approve the minutes. Agenda Item 2: Earthquake Remediation Updates Sean said today we issued our notice to proceed to Paulsen.They are going to mobilize on Wednesday and start what we call Phase 1 which will include the west stairs and the restrooms off the west stairs for all of the levels. On level 3 it will include the west half of the city council offices and the formal council chambers.That work is expected to be completed around the end of August.Then Phase 2 will be the fifth floor in its entirety which should take about 6 weeks or so. Then the contractor will move back down to the third level to do half of the mayor's office as part of Phase 3A which will take a couple months.Then Phase 3B is the other half of the mayor's office. There should be 10 Phases in all. We have run into some bumps during Phase 1, we've tried to keep the occupants informed but there have been some surprises as reality has set in. Rob asked has the issues with the mayor's office been resolved, as far as, using an alternate space? Sean said yes, we're making arrangements for an alternate meeting space for the mayor's office. As we originally planned in the bid, the mayor's office would have been part of Phase 1. But at the request of the mayor's office, we'll be splitting it into two phases which will start in about December. We have accommodated that request which has resulted in a small change order with the contractor, but it was nothing major so we're proceeding with that plan. I think we've learned a lot of lessons here in the first phase, which we will take into account for moving forward, all of which apply to the occupants and getting them out of the way. John asked if we are putting up barriers? Sean said yes, we are. Dust barriers as well as physical barriers will be put up to keep people out.There is just a lot of stuff in the way that we thought would be easier to move but turns out is more difficult. We are working with Paulsen to hire a subcontractor to help get everything out of the way. Rob asked when we'll have boots on the ground and when things will be getting under way. Sean said they're mobilizing Wednesday and the actual work will start about a week later in the council chambers. Rob asked, are there any events coming up that will affect the construction? Joan said no,there are some things nearby at Library Square and on 200 East, but they won't interfere with the construction. Kathy asked about how the events on the grounds will be affected. Sean said next season we will need to coordinate with those events. But the contractor will have to react to the event, it won't be the other way around. Jim said we're in a really good position because we just completed the event season, so there are no more scheduled events on the grounds of Washington Square. When the next season begins, the contractor should be well on their way with construction. The contractor will coordinate directly with the event coordinators to make sure we avoid each other as much as we can. This is similar to what we did with the stone project, things will work out like it did then and we'll coordinate the heck out of it. Joan said the main concern is the pride festival because they have expanded all the way across the square from State Street to 200 East. Sean said when it comes, we can coordinate it and if we must have the contractor pause,then so be it. Agenda Item 3: Other Building Project Updates Jim said, I can update on the transformer project. We haven't made much ground yet because we're still waiting for the permitting and public utilities reviews. Rob asked so the permits haven't been issued yet, and they're still in review? Jim said yes, it's building codes and public utilities and they are still in review. Sean said, I would suggest we follow up on that, and I can help Cameron with that if needed. Jim said he'll be in tomorrow. We're also working with MOCA to get the contract finalized for project management. Sean said the idea is, because they are working on the earthquake repairs, we'll also have them work on the transformer because there is some coordination that will go on between the two projects. Events may be something that we'll have to be sure about, because the vault is in the event area. Jim said as soon as we have the proposal from MOCA, and it's been reviewed by Engineering and Facilities we'll issue a notice to proceed. Rob said in the minutes from last time, there was discussion of Archiplex involvement? Jim said Archiplex is the architect on record for the project. Rob asked, and they'll remain the architect for the project? Jim said yes, and they'll help with the construction administration as well. We have a change order in their project for it. As soon as we have those contracts,then MOCA will put that out to bid as well. What we're trying to do is pull some relief for Sean and his folks at Engineering because Parks has them buried. Rob asked,will a lot of this transformer work happen on the library site? Jim said yes,there's a lot that we can do as far as the architectural kind of development on both sides of the boiler plant side and the Washington Square side. In the meantime, when events and things that disrupt the Library Square happen, we will be able to work around it. We still have Rocky Mountain Power telling us that they're changing the power, so we're on notice and moving forward. Sean said I saw an article saying that transformers have incredibly long lead times right now. Jim explained we could wait for a year or longer but the good thing is we're upgrading to a more modern standard instead of placing a special order for the old type so that should help with order time. Jim said as far as other projects go,we are nearing completion for the bulletproof glass project. It should be done by the end of August. Rob said I ran into the gentlemen working on it, they are working on the fourth floor now and they told me they have 100 more doors to do. But they are doing a really nice job. Jim explained it's a tedious process because they must do very fine work on the wood and then color match it.The bulletproof glass film has been applied from the first floor to the third floor. But now there's just some spots left to do on the fourth floor and fifth floor. But they have told me it should be done by the end of August. Rob asked during the construction is there a point in time where the contractor for the earthquake mitigation is using the old cafe space for their office space? Sean said no that's not happening anymore. Jim said they leased the space to a new vendor who will be doing an automat food type of deal, so it won't be available. Agenda item 4: Rob Pett and Steve Cornell Second Term Expiring in September Joan said I wanted to put this reminder out there so we can get some recommendations to fill these positions. Jim explained, folks like you are the pipeline source for the experts to come work with us. We don't really have those pipelines for experts unless they already work for the city. So, we are relying on your recommendations and your suggestions. Joan said we're looking for names of experts. We are looking for sure for an architect and for other experts for these positions.The city is working on diversity, so consider that as you think of recommendations. John asked when would you like those recommendations? Joan said as soon as possible so we can send them a letter to see if they're interested and work through the application process. Hopefully, it won't take as long as it did before but then again everyone is new in all these departments, so some people may need more help going through the process. Rob asked when Steve's term has ended, his chairmanship will end as well, correct? Jim said right, we'll need to have training from Jaysen about the public meeting training. Jenny asked if the chair vote is supposed to happen in August every year? Joan said we'll include that election on the agenda for the next meeting in August. Jim explained the thing that happens in August is a lot of times people are at family reunions and vacations and things like that. We'll take a straw poll to see if we'll have enough interest to have a meeting in August. John said we can ask that question now, who would be available for a meeting on August 14? The following said they'd be available: Kathy, Rob, Barbara,John, Catherine,Jenny. Barbara asked if we haven't found someone to fill these positions does Rob and Steve fill them until new people are found or are we down two people? Joan said yes,they have the option to stay until we get someone to fill the spot. Catherine asked if for example I have a recommendation for the architect role, how do I submit that recommendation? Jim said send an email to Joan and she'll forward it on and I'll work on it. Rob asked, were you wondering how to describe them? Catherine said no, I'm just wondering about the process to send in the recommendation. Jim explained, I think what we'll do is have Laura send out the list of specified positions that we'll need to fill so we keep the categories we need, then you can just reply to her email. John asked, I assume when a recommendation is made that the person has been communicated to and has been told the responsibilities before the recommendation is made? Jim said yes, that's always best if you can sell it to the individual for us first. Joan said you can explain what the committee does,then typically Jim contacts them and then I send out a letter to them that tells them what the committee is, what it does, policies, etc. Jim explained,you guys have done such good work on the conservancy and use guidelines. We have people asking us for all kinds of crazy stuff but now we can just go to the reference in the guide and use it as our argument instead of having to put anyone on the spot. I've had this job for the last 12 years and that guide has been one of the best things that has come from this group. It really helps to hold the integrity of the building. Rob said, on that note, we should track any issues that come under the guidelines. If an issue doesn't fit whatever solution was come to should be added so we have a history. Sean said we had discussed it being a living document in the past. Jim said I think that future committees will be able to review that document and update it as necessary and that's a great benefit to the city. John thanked everyone for that discussion. John Kemp asked for a motion to adjourn the meeting. Barbara Murphy motioned to adjourn. Jenny Hale seconded the motion. The Committee unanimously voted to adjourn.