8/14/2023 - Meeting Minutes MEETING MINUTES
SALT LAKE CITY AND COUNTY BUILDING CONSERVANCY AND USE COMMITTEE
HYBRID MEETING HELD, AUGUST 14, 2023
COMMITTEE MEMBERS PRESENT 4 EX OFFICIO MEMBERS PRESENT
Steve Cornell, Committee Chair ��.�� ; ��,,, Jim Cleland, SLC Facilities
Rob Pett, Committee Member Sean Fyfe, SLC Engineering
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Catherine Tucker, Committee Memb r (ron5rrijawr,Mgt Committre Joan Swain, SLC Facilities
Kathy Davis, Committee Member ; r 7 1Aiden Lillie, SLC Planning
Barbara Murphy, Committee Mem r = ` �Jaysen Oldroyd, SLC Attorney's Office
Jennifer Hale, Committee Member t ~' Laura Marshall, SLC Facilities
Anne Oliver, Committee Member dDatr: September 11, 2023
COMMITTEE MEMBER ABSENT
John Kemp, Committee Vice Chair _-
Steve Cornell welcomed everyone to the Conservancy and Use Committee meeting this August 14, 2023. He began with a
role call as follows: Steve Cornell, Committee Chair; Rob Pett, Committee Member; Jenny Hale, Committee Member;
Catherine Tucker, Committee Member; Jim Cleland, Salt Lake City Facilities; Joan Swain, Salt Lake City Facilities; Laura
Marshall, Salt Lake City Facilities; Barbara Murphy, Committee Member; Aiden Lillie, Salt Lake City Planning; Kathy Davis,
Committee Member; Jaysen Oldroyd, Salt Lake City Attorney's Office; Sean Fyfe, Salt Lake City Engineering; Anne Oliver,
Committee Member.
Agenda Item 1: Review and Approval of Last Month's Meeting Minutes
Steve gave everyone a minute to review the minutes then asked if anyone had any comments or if someone would like to
motion to approve the minutes.
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 since our last meeting the contractor has mobilized. They have created a staging area on the West side of the
City and County Building,and they have begun Phase One of the repairs which is on the Third Floor in the Northwest corner
of the City Council's office area.This includes the Formal Council Chambers and part of the stairwells,which they will start
working on shortly.The sub-contractors are now on-site and have been doing preparation and will begin doing the actual
physical work starting tomorrow. Hopefully, it doesn't reveal more damage, but they have started the project and are going
full tilt on Phase One. Then Phase Two will start at the end of this month and that will be located on the Fifth Floor and
will including the Attorney's Office. In the next couple weeks, they are going to vacate their area and rent some space to
the East of the City and County Building. Then Phase Three, which is the Northeast corner of the Third Floor, will begin
October 19, 2023.We will have some coordination with the occupants to give them about 9 days to move from their areas,
which may make things a little tense. But that will be the project moving forward as planned. We have an email set up
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which I can share with anyone interested that is tied to this project and we are currently working to set up a project
webpage so that anyone such as the general public, building occupants, and this committee can receive updates.
Steve thanked Sean for the update.
Rob stated there will be a couple types of testing for the plaster in the building.There will be some adhesion testing along
with consolidation of material.There will be some onsite testing and subsequent testing offsite to confirm the knowledge
they are receiving onsite about the plaster.
Catherine asked is this testing of the new plaster material or the existing material that is there?
Rob said it is both.
Catherine asked, are we expecting the potential for more damage after the testing, because they do the pull test on the
existing plaster?
Rob said there may be. It could be destructive, perhaps.
Catherine said in my opinion it's good to do it proactively. My 4-year-old child walked into our house's 100-year-old entry
way and the entire ceiling came crashing down all at once. So, I think it's better to test it beforehand rather than find out
when someone is underneath it.
Sean stated we are expecting for more damage to be identified as the project moves along and will address them as things
come up.
Steve asked if there any other building project updates we need to be aware of?
Jim said we are getting started with putting the transformer project out to bid. City Finance has changed their software
which has caused major delays on permitting to another city department. But by the time we meet again, we should have
some permits and we should be good to go.
Agenda Item 3: Mayors Office Paint Color Change
Jim said Tracy Patillo was wanting to get the contact information for you,Steve.We gave it to her and she should've reached
out to you.Any information request would have gone to you, I haven't heard a word about it.
Steve said, I'll have to check my messages but otherwise I haven't heard anything.
Jim said, I sent them some background information from the 80's along with a copy of the Conservancy Guidelines book.
We also shared with them some pictures of the approved paint colors and the numbers along with some background on
the historical information and the architectural integrity discussions that took place when they were making all the
decisions.
Catherine stated, we all interpret history differently depending on the time period we're in. Were these paint colors
influenced by a 1980's/1990's interpretation of historical colors or were we careful to stay purist about it? In the future,
will we have to consider creating more of a 2023 interpretation of all of it.
Rob said, we went back to the restoration; they picked that period of time to restore the building to.
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Jim stated, Anne isn't here. But she's the one who did all of the research on it, when we wrote up the Conservancy and
Use Guidelines.According to the guidelines, it was based on the original designs as interpreted in 1989 with materials and
other things that were available at the time.
Rob said so much had changed in terms of plaster and chipboard that they had to recreate what they could.
Jim said, along with not using materials like lead paints.
Catherine asked,we didn't try to put a stylistic or impressionistic version on any of it, it was just straight recreation as close
as they could.
Rob said yes,they did their best with what they knew.
Barbara asked, am I correct that in the 1980s they did a lot of testing to go back and base the 1980's colors on the original
colors as best as they could?
Jim said, that is correct,they even scraped the paint off layer by layer to try to find the original paint colors.
Steve asked Jim, who was supposed to be calling me?
Jim said, her name is Tracy Patillo.She works for the Mayor's Office and was tasked with figuring this color thing out. I gave
her as much background information and knowledge as I could. Then told her that the Committee serves at the Mayor's
pleasure,just as I do, and gave her some contact information and I have not heard anything else since then.
Barbara asked, do you have a sense of the Mayor wanting to change the color?
Steve said, there is a trend towards pink as of late. So that may be something we will have to consider.
Joan asked, didn't somebody say they didn't like the green or something with one of the walls?
Jim said, there are many people, not necessarily the Mayor, that are offended by the green and red. I get it, what do you
do, when it's not always that popular a color? But it is what it is, and they did the research to know what color it was. So
much so, that they milled custom carpeting to match what it was like back then. I'm confident that in all of the research
that was done, for developing the Conservancy and Use Guidelines, that they are doing exactly as you guys would want
them to do.
Agenda Item 4: RDA Office Furniture Order
Joan said, I put them on the agenda because they had a large furniture order. Where they are redoing their whole office
and asked them if they wanted to send someone to discuss this with the Committee to ensure that the furniture ordered
would meet the Conservancy guidelines.
Jim said I received updates on that today, and they have decided to follow what the standard is for the building based on
the study and the guidelines. RDA went with the model which was chosen by the Committee which meets the standard.
So we're good.
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Agenda Item 5: Committee Elections
Steve said, we have our Chair and Vice Chair position up for election, do we have any other positions? I'm not aware of
any others.
Jim said no.
Rob asked, Steve and I are exempted from these because our terms are expiring, correct?
Jim said,you may still vote since you are committee members, but you can't take office for either position.
Catherine asked, it isn't impacted by member recruits because we wouldn't put them in the roles right away, right?
Rob said, they aren't even on board yet because we don't know if they'll even be here.
Steve said, I think that we have an adequate supply of qualified individuals in this room, so let's open the nominations for
Chair and Vice Chair.
Rob said, I'd like to nominate John Kemp for Chair of the Board.
Joan said, just as a reminder when he was nominated for Vice Chair, he said he'll always be down south near Orem for
meetings.
Rob asked, so availability may be an issue.
Joan said yes, in-person availability may be an issue.
Steve said I'd like to nominate Catherine Tucker. I think that she would be a great Chair for this Committee.
Barbara asked, do we think that John wants to go on as Vice Chair?
Rob said, he really stepped-up last time with our meeting when Steve was unavailable.
Barbara said, I think he'd be great. I just didn't know if he'd want to go on.
Jim said, well there's two nominations, so I guess we could vote on the Chair position.
Steve asked, are there any other nominations we want to make for Chair? If there is not, let's forward these two names
for a vote.
Steve said there are no other nominations so we will do a roll call vote for Chair.
The votes for John Kemp were as follows: Rob Pett, Barbara Murphy.
The votes for Catherine Tucker were as follows:Jenny Hale, Kathy Davis,and Steven Cornell.
Catherine chose to recuse herself from the vote.
Steve said Catherine Tucker has won by a vote of 3 to 2 for the Chair position.
Steve said we don't have a Vice Chair. Do we want to open nominations for a Vice Chair?
Rob said, I nominate Kathy Davis because she's always here.
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Kathy said, I'm going to decline because I travel a lot for business and probably will not be here all the time.
Rob said, okay I withdraw the nomination then.
Steve asked, are there any other nominations?
Catherine asked by default is it then John Kemp as the only one eligible to be nominated?
Jim said Jenny is eligible.
Jenny said, you could go back and forth, but I'm fine with keeping John Kemp as the Vice Chair.
Steve said, well that sounded like a ringing endorsement for John Kemp.
Jenny said Barbara made the original suggestion, correct?
Barbara said yeah let's go with John.
Steve said is there another nomination? If not, we'll just say that John got it unanimously.
There were no other nominations,so Steve put it to a vote.
The Committee voted unanimously for John Kemp to be the Vice Chair.
Steve said thanks everyone.
Steve said, now let's jump to potential committee members to replace just Rob and Steve, right?
Rob said, correct.
Catherine said, I have emailed some suggestions and I have come up with some other suggestions. Rob is also in the
community, as is Steve. I like the idea before we start formally nominating, could we just open it up for some discussion?
Catherine stated,the reasons I gave for nomination the two people I did is: One, Nathan Lovett is taking over the historical
North Capitol Office building and it seemed to me kind of following in the footsteps of the master plan set up at the North
Capitol and likewise that this is kind of in the same ilk of historical architecture.Two, Peggy McDonough is at the forefront
in the architectural community and has copious amounts of experience. But I don't even know if she has the time available.
Rob asked, have you spoken to them?
Catherine said I have not spoken with either of them because I didn't know protocol. Peggy is involved with a lot of church
design, temple design, and towards that end a lot of historical design.
Rob said and she's a nice person.
Catherine said I think they're both the type of person that won't try to forward a personal agenda as much and will do
what they believe to be correct. It seemed to me that a sense of measured responsibility would make a really good fit.
Anne said, I had talked to Matt Wallace, I've worked with him a lot he works with Method Studios.
Catherine said I'm familiar with Matt as well, he and I have worked together. I'm not saying anything negative about Matt
or anyone in the architectural community. But Matt doesn't have nearly the level of experience as some of the more senior
members of the community.That was my only take, but I think he's a great person.Sorry I didn't mean to cut you off Anne,
go ahead and tell us about your experience with him.
Anne said, I was just trying to come up with names,that's all. He and I have worked together a lot on preservation projects.
He is younger but younger is also good.
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Jenny said they usually have the time to serve so that's the tradeoff.
Anne said that's a good point. I have no agenda regarding this. I think Matt would be a great fit but so would others.
Joan said, Steve's position is representing the Historic Society. So will the recommendation have to come from someone
at the Historical Society?
Robb said yes.
Jim said we'll have to send out a letter to the Historic Society.
Steve said they've just got a new Executive Director over there so I can get you that contact information. Her name is
Brandy Strand and she's only been there about a week. She is brand new, but I think she is going to be a really good fit.
Jenny asked, in the email it says we need a licensed architect, was that for Steve's position?
Joan said, Rob's position is the licensed architect we'll need to replace. Steve's position is a representative from the Utah
Heritage Foundation.
Catherine asked does the Utah Heritage role need to be a licensed architect?
Jim said it can be whomever they select to represent them.
Steve said if you would like I can take this to the board at Preservation Utah and ask who would be available for such a
thing.
Jim said that would be wonderful, those kinds of introductions you can't get that easily.
Steve will reach out to the board.
Rob said I will throw Travis Shepherd with GSBS in the mix. I've been watching GSBS work with the exterior of the building
along with the work they've done on restoration of the Governor's Mansion. I asked him if he'd be interested.And he told
me he'd be very interested and would love to be on the committee. He'd be a great asset because he knows and loves the
building.
Catherine said that sounds like a perfect candidate because he's somebody that is interested and is already familiar with
the building.
Rob said I don't think there's a conflict of interest with him being on the committee as well as the architect overseeing the
current restoration work, right?
Jim said no, if it comes to voting he can just recuse himself if it has to do with GSBS in order to avoid any conflict of interest.
Catherine said I would move that we go with Rob's suggestion.
Joan said we typically send them out some information and call them to gauge interest and such.
Jim said, we will do this part here with nominees,then we get the first choice, second choice, and third choice, etc.
Rob asked, and they still must go to the Council, right?
Jim said yes.
Catherine asked how many choices do you need to approach the Council with?
Jim said just one.
Rob said I can't imagine the Council will have an issue.
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Jim said usually not,they do an interview right there in Council meeting. But they have the resume and everything else in
front of them so they can see what they'd need to know.
Joan said you all did it right?
Rob said yes, when I met with them one of the things that was helpful for me was having a background knowledge of the
building with it being on the landmarks along with the restoration of the exterior.
Jim said that's why they have it set up the way they do, because they want to preserve that. That's why they make these
appointments based on their professional backgrounds.
Barbara said, I assumed the Council already has the information on the candidates before we go before them.And if there
is a major problem they would be alerted.They wouldn't just take you out in the middle of the meeting.
Joan said typically what they're doing now is they have the committee manager, in our case Jim,would know who you guys
chose and then he would contact the nominee and get their resume.Then we review it, if we approve it,then we send the
information to the Mayor for her review. Then the Mayor sends the recommendation to the Council,who does the official
appointing.So if you know of two people,you will want to see if they're willing to do it, submit their information and then
just let us know.
Jim said if you know of any others just forward their contact information to us.
Catherine said I have others that are working on the same project with Nathan at VCBO. I think Karen Ferguson would also
be a great fit, I'm not sure if you've worked with her.
Rob said, oh yeah, I've worked with her on the Capitol restoration project and she is very good.
Catherine said, we have a number of names we could work with. I like Rob's suggestion for a number of reasons. If he's
already interested and he's familiar with the building and we know he's going to uphold the standards that need to be
upheld.Then it seems simple and straightforward to go with Rob's nomination.
Steve said, keep in mind we need two names because one is to replace me. I'm not sure if they have to be on the board?
Jim said no,theyjust need to be the board's designee,as outlined in their document. It used to be they had to be a member,
but I don't think they have to be a member anymore.
Catherine said, my guess is some of the names that we are floating could work for the nominee from Preservation Utah,
as well, but there is no need for us to have our hands in that.
Joan said the soonest you can get us that name the betterjust because it does take time to process. It'll probably go faster
because we're now reviewing everything and then sending the recommendation to the Mayor's office. But it still takes
time to get on the Council's calendar.
Jim said it takes about 6 weeks to get on the Council's calendar.
Steve said so the names I've heard are Karen Ferguson, Travis Shepherd, Matt Wallace, Peggy McDonough, and Nathan
Levitt. Should we contact all these individuals and gauge their interest on this?
Catherine said I know the two I put forward Peggy McDonough and Nathan Levitt are busy enough, so they'd probably be
thankful not to be nominated.
Jim said this Committee does have a level of commitment that is required here.
Rob said all I know is that every Monday at 2 o'clock Travis is meeting with the City and is often here. The nice thing about
that is he can bring everybody up to speed on what's happening, what we've found, etc.
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Catherine said it just makes good sense.
Agenda Item 6:Zoom and Virtual Meetings Beginning September 1, 2023
Laura said we were told in the Boards and Commissions meeting that effective as soon we can implement it, that we
needed to move to using Zoom for our meetings. I had got in touch with Jaysen to find out, if we had to hold the meeting
virtually only,to see if it is okay within the Bylaws of the Conservancy and Use Committee. Or if we need to continue to do
our meetings as currently done, as a hybrid set up, with some in attendance in the conference room and some attend
online. We are still researching that.Jaysen did you get a chance to get a hold of the Recorder?
Jaysen said I did talk with the Recorder's office. They're not certain as to where the Bylaws are located. Historically, if we
know where they're housed or kept, we can determine where that is or how that is we can check that out. But if need be,
if we're having a hard time finding things. I'd probably suggest that we look at amending the Bylaws to make sure we have
a current version that would allow us to do that.
Jim said I believe we have a copy of the old version of the Bylaws so we could start there.
Jaysen said if you happen to have that and it's easily accessible that'd be wonderful.
Jim said it's probably codified or archived so we can look it up based on the number and everything.
Laura said the reason we needed the Bylaws updated was due to this room won't be available after August 28. Because
they'll be moving everything out of this conference room for the remediation phase of the building.So we need to find an
alternative room or do hybrid virtual meetings due to the remediation of the building.So that's why we needed to find out
about the meeting requirements per the Bylaws to be able to do the Zoom meetings instead of Webex in the future.
Catherine asked, do we know if there's a different room we can meet in?Will they have a flexible meeting room during the
process?
Laura said we'll find out the details but with the remediation phasing we're not sure how it'll work. We'll try our best to
find something that's available.
Jim said that's our job to find something. If the worst comes, we can always do the meetings at the Facilities conference
room. We have the capabilities for Zoom and all of that.
Laura said as far as the phasing goes this room will be unavailable from August 28 through the end of November. But it
could get extended once they get started, so timelines are always in flux as far as that goes.
Jim said, Sean correct me if I'm wrong. But this next phase is one of the largest and most extensive phases.
Sean said yeah, one of several. But there are some larger ones which are down the line too.
Steve said, so we have completed all the agenda items.
Rob asked,just to clarify for next month's meeting Steve and I aren't invited?
Joan said no,you are invited until we find appointed replacements you will stay in your roles.
Jim said,Jaysen correct me if I'm wrong, but you will still retain your voting power until a replacement is found.
Jaysen said that is correct, until we have replacement in hand they can vote and participate.
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Joan said this will be my last meeting unless Laura needs me here because I am moving on to a new position with Facilities.
Laura will be the new manager for this Committee.
Jim announced his retirement from Salt Lake City Corporation as of September 29, 2023.
Steve Cornell asked for a motion to adjourn the meeting.
Kathy Davis motioned to adjourn.
Barbara Murphy Seconded the motion.
The Committee unanimously voted to adjourn.
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