08/12/2024 - Meeting Minutes MEETING MINUTES
SALT LAKE CITYAND COUNTY BUILDING CONSERVANCYAND USE COMMITTEE
HYBRID MEETING HELD,AUGUST 12, 2024
COMMITTEE MEMBERS PRESENT EX OFFICIO MEMBERS PRESENT
Catherine Tucker, Committee Chair Laura Marshall,SLC Facilities
Kathy Davis,Committee Member Josh Lander,SLC Facilities
Travis Sheppard, Committee Member Galt lake City&Cotinty i1inibing Sean Fyfe,SLC Engineering
Karen Ferguson,Committee Member Conoerbantp&Mge Conitnittee Jaysen Oldroyd,SLC Attorney's Office
Robyn Taylor-Granda, Committee Member ZIMIKO(ele
Caitlyn Barhorst,Committee Member
Mark Morris,Committee Member
Mate: September 9, 2024
COMMITTEE MEMBER ABSENT
John Kemp,Committee Vice Chair
Catherine Tucker welcomed everyone to today's Conservancy and Use Committee meeting. She began by taking a role call as
follows: Travis Sheppard, Committee Member; Mark Morris, Committee Member;Caitlyn Barhorst,Committee Member;Josh
Lander,Salt Lake City&County Building Administrator; Laura Marshall,Salt Lake City Facilities; Kathy Davis, Committee Member;
Karen Ferguson, Committee Member;Catherine Tucker,Committee Chair;Sean Fyfe,Salt Lake City Engineering;Jaysen Oldroyd,Salt
Lake City Attorney's Office;and Robyn Taylor-Granda,Committee Member.
Agenda Item 1: Review and Approval of Last Month's Meeting Minutes
Catherine gave everyone a moment to review the meeting minutes for June 10, 2024. Then asked if anyone had any comments or
corrections to the minutes. If not,can I have a motion to approve the meeting minutes.
Travis Sheppard motioned to approve the meeting minutes.
Karen Ferguson Seconded the motion.
Catherine asked all those in favor. Or any opposed.
The Committee unanimously voted to approve the minutes.
Agenda Item 2: Earthquake Remediation Update
Sean stated we're getting very close to completion on that project.We are targeting for the end of this month. Were currently in
Phase 10,that is the north side of the first floor.There is a little bit of review left on the south side of the hallway, reviewing some
painting. But other than that,we are very close. There is a little bit of plaster repair ongoing currently.This weather has maybe
caused a little bit of the delay in the curing of the plaster, but it's manageable within our schedule.We're hoping to wrap up by the
end of the month.There could be a couple items that extend beyond that. But we're still reviewing those. It is exciting to get to the
end of this project.
Catherine said that is exciting Sean,congratulations.Sean stated you should also congratulate Travis. Catherine said absolutely and
the whole team at Paulsen Construction.Travis and Sean concurred Paulsen has been very good to work with. Catherine asked does
anyone have any questions for Sean. There were no questions.
Agenda Item 3:Washington Square Improvements Project Update
Sean stated on this project if you recall,we have a rather large committee of stakeholders on this project.The stakeholders are from
many different departments within the city as well as one member from this committee. We met last month, and we finalized what
1
we considered to be the threats to the sites in the building.After the meeting our consultant are going back and looking at the
potential remedies to those threats.
Our expectation is we'll have a preliminary list,as well as preliminary cost of those recommendations this week. Once we receive
those, Engineering is going to do a quick review of those.And then, if there's any items that need attention,we'll work with the
consultant on those.Shortly thereafter,we'll schedule another meeting with the same stakeholder group and go over the findings.
I'm sure there'll be a discussion on potential remedies for certain items.All of that is in preparation for what we call the budget
amendment,where we will submit to the council for funding for this project.This will include the remainder of the design,the costs
of construction,contingencies,and other things like that.So that's the end goal of this initial study.
Catherine asked so at this point is the current contract and the consultant team are they on board to just do the master planning and
schematics for this. Then will it be opened up for bids to procure other design firms,that will actually implement the designs.
Sean stated that is essentially correct.The consultants really are not providing schematic design with this initial effort. It's higher
level than that, more of a concept is what I would call it.Once there's funding available, because right now Nathan Kobs has some
funding but not enough to fund the entire project.Then the next step would be to secure the services of a consultant. Given the
anticipated size of this project,we're probably going to have to go the RFQ route.So,we'll request qualifications publicly for that and
make a qualification-based selection.
Catherine asked so in the interest of our committee members.What are the major significant impacts that are being discussed
through this project that would impact Washington Square.
Sean said looking at the whole square,there are some threats that involve vehicles.And the mitigation to those would have the most
impact visually on the site. And controlling the horseshoe parking area is also part of the solution for that.Which could lead to
potentially a guard station out by Second East. That I think is maybe the most notable of the threats.There may be others,too.
Catherine said thanks for keeping us in the loop. Does anybody else have any other questions for Sean.There were no other
questions.
Agenda Item 4: Review Proposed Lactation Pod Mother's Room
Josh said will share the final version of the lactation pod on screen. Here's some background on how this project came about.And I
wanted to say that it's not proposed anymore,this is happening. Currently,the building has what we call the mother's room on the
1st floor in Economic Development. It's a separate room that has lactation stations where mothers can sit and do what they need to
do. During the phases of the earthquake remediation, repairs were made to this area,and the Economic Development management
reviewed the area and decided they wanted to utilize this room and make it into a conference room.The request went up the chain,
and Economic Development's wish was granted.
So, I was tasked with finding an alternative space,which really there isn't any in this building. I checked on a room that was used
previously as a mother's room, but it was not ideal.This room has electrical panels that the facilities maintenance crew accesses
often, so it's not a real private area.And the CBI Security Supervisor is now using this room as his office.We could displace him if we
had to, but we did give him the okay to use it.
So,the lactation pod was suggested.There are a few manufacturers of these pods and one of the bigger is Mamava.You may have
seen these pods in the older areas of the Salt Lake Airport or at the University of Utah. They are a big white oval shaped pod. I
gathered some information and quotes on these to try and find the best fit for the building. And I ultimately chose the steel case Air
Pod 3.
What's nice about this pod is it's ADA compliant with the big sliding glass door on the front. Which opens and allows good
accessibility which is needed for the occupants. The pod's roof has louvers that are tied into a smoke alarm system. The louvers can
open when it detects smoke or if it detects sprinklers which allows fixed firefighting sprinkler systems to penetrate inside the pod.
And it's the only pod that has this. It's also big enough to put a mini refrigerator in.So,this pod has been ordered and it's 8 weeks
out for delivery.
The area that we have proposed putting this pod is on the 4t" Floor hallway.There's a large unoccupied corner below the stairwell
and the pod will fit well there.This location is right outside room 442.There's a picture provided of the pod in the hallway.This pod
will not be for public use,only city employees. Each person who needs to use the pod will be assigned a key administered by me.And
2
they can have the key as long as needed. I will set up a booking system,either through outlook or add some other options.The pod
will be in a nice quiet area on the 4th floor with minimal public use and right across from the CBI Security Supervisor's office.
The pod rendering shows there's no frosted glass,and it doesn't come with frosted glass. The decision makers in the building do not
want to be able to see any silhouette from inside the pod. So,we are doing a 100%total light blocking white film on the glass.White
will make the area feel brighter for the person inside. The pod has a light inside,a fan for ventilation,a chair with a side table and
mini fridge.
Josh brought color swatches to show to the committee.The outside of the pod there is glass on 2 sides and the 2 ends have fabric
material with 2 different colors. The city colors are white and blue,obviously white would not hold up well,so we went with the
pewter gray and blue as shown on the screen &swatches. For the chair inside we went with a manufactured vinyl leather look that is
hospital grade that can be wiped down and cleaned.And the side table we went with a European oak veneer laminate. Robyn asked
does it have power inside. Josh said yes, it will have electrical outlets that can power the lights,appliances,and ventilation.
Catherine said one of the biggest considerations is noise and having some kind of sound isolation. I noticed on the cut sheet it says
that it is sound isolating, but with the louvers, I am not sure about that. Josh said the louvers will remain closed unless it detects fire
or sprinkler action. I think the specs say there's a 30-decibel reduction in sound inside the pod. Catherine mentioned you may want
to conduct a little survey after a few weeks of use to see if everyone is comfortable with the noise properties.And if you needed add
a noise machine.Josh said it will have a white noise machine available in the pod.
Josh stated that the pod is not permanently affix to the building,so it is portable and can be moved if needed.And as time goes by,
we may find a better area to put it. But for now,this is the best location we have. Catherine asked so structurally it's not required to
be anchored to the floor. It's just like a piece of furniture freestanding by itself.Josh said correct and the pod doesn't have a floor,so
we will put a rug inside the pod over the tile flooring. The pod is basically a sound dampening shell with ventilation and lights.
Travis said I just did a quick search on the internet on lactation rooms and one of the requirements was a sink with running water,so
that the pumps could be rinsed.Josh mentioned it is very close to a restroom. I don't know that it's required inside because I
inquired about this with 4 different manufacturers of lactation pods and none of them had a sink.Catherine said I think the idea is
that you wouldn't prepare your own meal in a restroom,so why would you be preparing your baby's meal there. So, putting the
lactation pod next to a break room sink would be better.
Josh said well another option might be to put the pod in the cafe which is being turned into an employee lounge. But that's not ideal
either, because where we would need to put it wouldn't be ADA compliant.And the cafe wouldn't be relaxing or quiet with TV's,
vending machines and people coming and going. Catherine asked is there a breakroom on the 41"floor or any space there.Josh said
no matter where we put it and even our old mother's room didn't have running water.Travis asked isn't the 51"floor going to have a
break room. Josh said yeah but I don't know when that breakroom is going to be ready. Because it hasn't been funded yet and I
don't know what the projection date is. Caitlyn asked that is something that could be considered.Josh said yeah as I mentioned,the
pod could be moved very easily.We can fine tune the location as needed and I'm open to suggestions.Travis adds my suggestion
would be to move the pod to someplace where there could be a rinse area other than a restroom.Josh said I agree but really the
only place available would be on the 15t floor,which is not ideal with so many people coming and going on that floor.
Caitlyn asked is the name mother's room set. Josh said no, it's just what the building has always called it. Caitlyn added I would
propose you look at something more inclusive of identities, more neutral. Josh said like lactation pod. Caitlyn said yes exactly.
Catherine added and you don't even need to have a big sign on the door. In the interest of privacy, I would recommend no signage.
So,that a person can go in and out without anyone knowing why they're in there. Josh confirmed there won't be a sign on the pod.
Josh added currently there are 7 mothers in the building use the mother's room.There is some demand but obviously that changes
over time.We went from having 4 stations to 2 and now we are down to one.So, if this works out,there may be another pod put
somewhere else.Josh said I think the number of people needing this is going to vary and the highest I've seen is 7. Mark asked did
you survey the 7 to find out their opinions on the proximity to a sink, or closer to a breakroom,or up on a quieter higher floor. Josh
said I have not, it's something to consider. Catherine said I think a lot of this is code dictated towards privacy needs. I know I
probably wouldn't want to be interviewed about it.They should just have an expectation that we are doing our best to meet code.
Catherine added so I think in conclusion having this function in the building,we all understand this historic building needs to adapt to
meet the needs of its employees.Then the question would be Josh,can we get it accessible to a culinary space with water, like a
breakroom. And in the future, look forward to perhaps relocating it to a more suitable location.Josh said yeah,that's the beauty of
3
this pod,we can move it around. Because of the rushed to get this done, I tried to do my due diligence to get the best product I
could.Travis said you did, it's a reputable company.Well fitted. It's a good solution,especially for something that looks like furniture.
Travis asked so the colors have already been chosen.Josh said yes,they are not ideal for the building, but it's supposed to just be a
dedicated space.Travis added it would have been nice if we could have matched the reds and wood tones of the building. But if it's
already approved and purchased.
Catherine added so since this pod is already purchased. I just want to give a little bit of background, because we have new people
here today.Typically, in this kind of a situation, our role for this committee is to provide guidance as to our guidelines for the use of
the building. If this were to be a built-in installation, permanently anchored,we would typically require that we at least get to have a
vote on it. But at the same point in time,there's a sense of practicality,where we have movable furniture.We're not necessarily
going to vote every single time somebody buys a new office chair, right.Since this has already been purchased,since it's filling a
good, required need, and a human need.And considering that this is a movable piece of furniture, I'm not sure that our committee
has any ability to object to it being installed, even if we did want to do that. I don't know if anybody else wants to weigh in on that.
But I think right now,what I would encourage Josh to do, is when the building has openings in existing rooms throughout the
building. Rooms that are considered our lower priority, less historically. That you consider moving the pod into one of those areas, if
it's at all feasible. Josh said I agree. Catherine asked does anybody else have anything else they want to talk about on this. If not,we
will move onto our next agenda item.
Agenda Item 5: Discuss Progress of Potential Committee Member Recruits
Laura said for our last open committee member I received a candidate nominee named Steven Burt. He completed the application
for the open Member At Large position.We've received his application which was submitted to the Facilities Director for review.
The Director submitted a letter of recommendation to the mayor's office.The mayor's office has reviewed the letter and submitted
their recommendation for approval to the City Council.And I'm just waiting to hear when the City Council interview date is
scheduled. I'm hoping to hear about this soon. I think it got delayed a little bit because the City Council and Mayor has had a lot on
their schedule recently with the announcement of the Olympics coming to Salt Lake,and they have been working on several
downtown projects.So, I think I'll probably hear something within the next couple of weeks on the interview date with the City
Council, and hopefully then we'll have all our committee members in place.
Catherine said that'll be great.And so just some background on this potential committee member.Was he recommended by John
Kemp. Laura said yes, I contacted John,and he said that Travis's recommendation of Steven Burt sounded good to him. He didn't
have anyone else he wanted to recommend.So, I contacted Travis who provided Steven Burt's contact information.Then I sent an
email to Steven with the web link for the application form to be complete.
Catherine said sounds great.Travis is this somebody in the construction industry, because I think that's who we were trying to find
to fill this seat. Travis said yes, I'm trying to remember his role there. He may still be President at Entelen Construction.They do a lot
of historic renovation in Salt Lake. I know him from doing work with them on the Governor's Mansion. But they've also done quite a
bit of work at the State Capitol,as well. Catherine said spectacular, sounds like a great fit.
Agenda Item 6:Other Building Proiects or Updates
Catherine asked are there any other building projects or updates to talk about. Okay,then I have only one that I wanted to mention
quickly. For our October meeting,we're going to be doing our walk of Washington Square grounds and as I understand it,Josh,
you're going to be helping us set that up to make sure that we have the right Salt Lake City people for the tour.Josh asked okay who
do you prefer,someone from parks. Laura said yes, urban forestry or parks,or both. Catherine said I think after speaking with our
recently retired committee members,we wanted both of those departments,so we can get their different perspectives on the
grounds.Josh said okay I'll arrange it.
Travis asked Sean,what's the schedule for the exterior security project.Sean said for the Safety Enhancement Project,we're hoping
to get that initial list this week and then hopefully get the committee convened again by the end of the month. I don't know though,
there's a large committee,so that may be a challenge.
Travis asked could there possibly be anything we could review by October.Sean said no, I don't think so, because it needs to get
wrapped up and it's really a request for funding more than anything else.So that is the key piece of information. Because we'll take
that construction estimate and then engineering will put together a total project budget that will be requested from the Council. But
there's one other thing I forgot to mention,another important part of this project, is we will include a cultural landscape report.This
4
committee will be very much in tune with that effort. I'm sorry for forgetting that earlier. So that's really a significant item that
we've been needing on this site for a long time. Mark asked Sean do you know who's preparing that CLR. Sean said no,we haven't
even gotten that far.We're just including money within our budget for it and then it'll probably be an RFQ. It may not have to be
depending on the size of the award. It could be something that we hire directly. But the important thing is,we're going to do that as
part of this project,which I think is great. Mark agreed,that is great.
Josh said I think that Jenny was representing the committee for the landscape side on this project. He asked Mark,are you're going
to do it now for the stakeholders meeting. Mark said yeah, I can do it now. Catherine said Mark, I think what we'll want to do is
make certain that we're both considering the landscape,as well as the architecture of the building.And of course I would suggest
relying heavily on Jenny's expertise,to see how all the new security modifications are going to work.And then as quickly as possible,
if we can see preliminary ideas and plans so that the committee can have input on this,that would be my preference.
Travis asked Sean are you anticipating modifications to the building.Sean said not as part of this project.There could be mitigation
items presented by the consultant this week. But we are not anticipating funding those as part of this project.This project will be
site focused for Washington Square only.Travis said that's what I understood as well. I was wondering if there has been a historic
structures report done for this building.Sean said I believe so. Catherine said I'm just thinking through even site elements.Say for
example,that you needed to have a post done for some sort of bollard for security purpose. Making sure that it's in the right style
historically.We have the addition of the equivalent of a something like a newel post.That's something that we're going to want to
have some architectural consideration on. Sean said sure, but I guess that's site own. But yes,you're right on all this. I should maybe
just put the Committee at ease,that throughout the design process the Committee will be involved.There will be presentations to
this Committee and eventually there will be a request for an approval to proceed.
Catherine asked are there any other items that anyone wants to bring to the attention of the committee. If not, may I please have a
motion to adjourn the meeting.
Travis Sheppard motioned to adjourn the meeting.
Robyn Taylor-Granda Seconded the motion.
The Committee unanimously voted to adjourn.
5