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Approved Minutes - 2016-01-18 CITY OF LAKE OSWEGO Sustainability Advisory Board Minutes January 18, 2016 Call to Order / Roll Call Co-chair Gary Hanifan called the January 18, 2016 meeting of the Sustainability Advisory Board (SAB) to order at 6:30 p.m. in the Conference Room of the Main Fire Station, 300 B Avenue, Lake Oswego, Oregon. Members Present: Co-Chair Mary Ratcliff, Co-Chair Gary Hanifan, Richard Canaday, Paul Soper, Sebastian Marin-Quiroz, Eliot Metzger, Lisa Adatto, Priya Judge, Councilor Jon Gustafson, Councilor Joe Buck Members Excused/Absent Gabriel Key, Karl Friesen, Sasha Wallinger Staff: Jenny Slepian, Sustainability and Management Fellow; Anthony Hooper, Director of Public Works Public: Duke Castle, Jan Castle, Paul Boundy, Eric Eckfield Announcements from Board and Staff Jon Gustafson introduced Joe Buck as the new Council liaison to SAB. Joe stated that Council is working on improving communications between Council and Boards and Commissions and how time is used. Jenny informed the Board that residential composting will be discussed at Council’s February 2 meeting and they should consider attending (NB: this has since changed). Approval of Minutes The Board unanimously approved the December 21, 2015 meeting minutes. Public Comment None. Regular Business A. Review Agenda Co-Chair Hanifan reviewed the meeting agenda. B. City Council Update/City Council Goals Update Joe Buck updated the Board on the Council goal setting retreat. The goals are not yet formally adopted, but they will be at tomorrow’s Council meeting. Councilors had a long list of goals that they ranked from 1 to 5, resulting in seven main goals with sub goals underneath. Some of the goals Joe described included: maintaining and improving infrastructure; improving transportation system including human powered transportation and granting it a stable source of funding. The Board asked about the Willamette Shoreline Trail. Joe said that feasibility for that trail is very low as it is a legal quagmire and may not be possible. The Council will also work with neighborhoods on local improvement districts for small projects like crosswalks. Other Council goals include streamlining the City of Lake Oswego Sustainability Advisory Board Minutes January 18, 2016 Page 2 of 4 development code, exploring new or upgraded community facilities, a new home for the Arts Council, and mountain bike trails. Under Goal 1, the City will move ahead with the Ops Center and a Police/911 facility, as well as continue to explore a municipal fiber network. Council will also continue with a Lake Grove Urban Renewal Area and support development of the North Anchor and Boones Ferry areas. Council will also create a youth advisory council and a tourism task force. Other goals are to identify strategies to address PERS increase in 2017. Jon added that he suggested making sustainability coordinator a full time permanent position and that 4 councilors ranked it as lowest priority. Work to be done in convincing council that this is an important position. Up to Jenny to show where these sustainability efforts have fiscal benefits. Joe added that this would be very tough in an election year. Jon added that the community needs to let the Council know that this is important. Duke Castle explained that the Review is running a story called the LO Story Project based on sustainability on 1/28. Articles will be on a weekly basis. Duke encouraged everyone to write a story to try to raise the visibility of climate change in this community. Mary asked when Council will vote on the Stormwater Manual as she would like to testify at that particular meeting. That meeting will be February 2. Gary indicated that SAB will get back to Council with feedback on their goals. Jan asked Jon and Joe to look into environmental damage of mountain biking. Mary asked if anything else was coming up. Joe mentioned the SW Employment Area planning commission hearing on the 26th and Council hearing in April. The Board briefly discussed the broadband project. C. Ops Center Update The goal for tonight was to get a priority listing of what sustainability features to bring to Council to ask whether they would like to add these features to the scope of the project. Anthony listed items that have changed since the last meeting, including: • Easement that the City is taking takes about 15 feet out of total developable area • Went from 3 buildings to 2, combined office and shops building • Design change gave a little more flexibility to the project for future growth • Went from tilt-up buildings to concrete buildings, which results in less maintenance, a simpler roof, more flexibility for mechanical systems, and more durability in the buildings. Jon asked if there were any changes to programming due to building design change. Anthony answered that programming will not be affected. Gary asked how the space layout will work with staff numbers. Crew numbers are based on what they have now. No anticipated increase in staff numbers. Jan asked if there is a seismic advantage to concrete. Paul Boundy answered that it is easier to make concrete stronger. Both buildings will be Level 4. Jan also asked if any other buildings in the city are Level 4. At this stage, only the new water treatment plant will be a Leve 4 building. Fire Stations are not, though they have been retrofitted. New police station will be. City of Lake Oswego Sustainability Advisory Board Minutes January 18, 2016 Page 3 of 4 Jon asked if any operational sacrifices have been made. Anthony explained that the budget is approximately $13 million. Anthony feels confident that that amount is what we need. The sustainability features on the list would be above the $13 million, but Council would need to approve that amount. But from a functionality perspective, everything should fit within the budget. Jon asked whether the building will be constructed to the LEED standard as suggested by the HPB Policy. Anthony said it will be constructed to LEED Silver, we just haven’t opted to go for certification. Mary asked whether we should look at Earth Advantage certification instead. Paul said they just haven’t worked with Earth Advantage or Green Globes much. Mary also asked about putting in an EV station as it is much simpler and cheaper to do in the construction process. Paul also questioned the proposed cost of $10,000 to install an EV station. Anthony answered that these are rough costs, have not received any solid bids on any of these features. Gary suggested that the best way to approach prioritizing the list is to go through each line item. 1. Charging station- see above. Top priority item. 2. Public education signage- Gary asked what the level of interest is in this. Low visitor building, so not much need. Low priority item. 3. Rainwater harvesting- would be irrigation from the rooftops. Will be implementing practices from new stormwater manual. Rainwater harvest cistern would be between the two buildings and would only collect from the roofs. The collected water would not be used as greywater, but Ops does have a treatment vehicle. There is a 20% landscape requirement, irrigation could be used there. Minimal requirement for irrigation. Could be for emergency use as well. 4. Reuse of existing concrete and asphalt services- does cost more to do it. Has not yet been a detailed analysis of how much could be re-used. Not sure how much could be re-used, based on the poor condition of the asphalt. Expensive part is bringing equipment out to grind it up. Overall target is 95% recycling of all construction debris. 5. Solar Heated Domestic water: Best payback. Downside is not much hot water use onsite. Lots of tax credits available to bring the costs down. Would be a relatively simple system. Eliot suggested partnering with surrounding neighbors on solar hot water. 6. Skylights/Solatubes: Jon mentioned that previous design had more windows. Paul explained that new flat roof leaves more room for skylights and solatubes. Eric explained that solatubes would provide exterior lighting to interior areas 7. Pervious Asphalt Paving: Eric says it rarely works and then it clogs up. 8. Green roof area: Most of the board was more interested in doing this as part of North Anchor or other more urban project. 9. Increase Roof Insulation Levels: Marginal increase over current building code requirements. Don’t get much further energy savings above that. 1-2%. Paul asked Paul of the energy model will still be able to inform the design or if that ship has sailed. Paul said it will be used mostly to fine tune things. 10. Night Flush: office building will already be capable. The cost comes in in the motor pool system. Not great value for money. City of Lake Oswego Sustainability Advisory Board Minutes January 18, 2016 Page 4 of 4 11. LEED Silver certification: low priority. Paul S. stated that getting LEED Silver is pretty easy to get these days. Without the plaque, you can’t really show it off though. Mary asked about the effort involved to do the earth advantage test- Eric said it actually is quite a rigorous and an expensive test. 12. Vehicle storage seismic upgrade: low priority. 13. Increase extent of PV system: not totally worth it. 14. Geothermal Loop: for HVAC. Very expensive, doesn’t perform all that great. An investment. 15. Central Boiler Plant: Very expensive system for the amount of cooling that is needed, but it is incredibly efficient. The scale of this project does not seem appropriate for it. Could be gas or electric. 16. Variable Refrigerant Flow system: Anthony is in favor of it, good payback period and pays for itself. Rachael is in favor of doing this, and would like the City to move in this direction. Anthony is happy letting Rachael and facilities take the lead on that. Can isolate parts of the building that are not used as frequently. High priority item. Top choice “A” is an additional $160,000. Including the “B” is another $160,000. Jon suggested that Anthony make a package recommendation with all the top 4 “A” items, with the cost. Better than having Council sort through specific line items. Anthony gave a quick update on LED streetlights. Adjournment Co-chair Hanifan adjourned the meeting at 8:30 p.m. Respectfully submitted, Jenny Slepian Sustainability and Management Fellow