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Approved Minutes - 2015-05-18 CITY OF LAKE OSWEGO Sustainability Advisory Board Minutes May 18, 2015 Call to Order / Roll Call Co-chair Gary Hanifan called the May 18, 2015 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 Gary Hanifan, Co-Chair Mary Ratcliff, Sarah Asby, Priya Judge, Meghana Mysore Members Excused/Absent Vidya Kale, Richard Canaday, Lisa Adatto, Councilor Gustafson Staff: Jenny Slepian, Sustainability and Management Fellow; Anthony Hooper, Support Services Supervisor, Operations Guest: Duke Castle, LOSN; Jan Castle, LOSN; Bruce Brown, LOSN; Nancy Niland, Library Advisory Board; Eric Eckfield, Day CPM; Sarah Shatskey, Public. Announcements from Board and Staff Jenny Slepian reminded the Board that volunteers are needed for Community Clean Up day on June 20. Approval of Minutes The Board did not approve the April 20, 2015 meetings as there were not enough members present for a quorum. Public Comment Nancy Niland informed the group that she was so inspired from her last attendance at an SAB meeting that she bought glasses and pitchers for water at meetings and has encouraged the Library Advisory Board to go paperless by using electronic resources. She said it’s all going very well. Regular Business A. Review Agenda Co-Chair Hanifan reviewed the meeting agenda and the Board agreed to strike item B from the agenda as Councilor Gustafson was not present. Items E and G were also stricken from the agenda due to low turnout and lack of a quorum. Item G will be discussed and approved via email over the next two weeks. B. City Council Update/City Council Goals Update Councilor Gustafson not present. Board would like an update on Sensitive Lands. Asked Jenny to review upcoming agenda. City of Lake Oswego Sustainability Advisory Board Minutes May 18, 2015 Page 2 of 3 C. Operation Center Update Anthony Hooper and Eric Eckfield gave an update on the new Operations Center project. Hooper told the group that no architectural engineering firm has been hired yet, but RFP is with legal and will hopefully be out this week. No design yet. Going to Council tomorrow to ask them to approve an alternative process –CMGC process which is the construction management general contractor model. Allows for more input and gets to construction earlier. Also guarantees a maximum price and caps it. Eckfield added that this process takes advantage of contractor’s knowledge and assures all players at the table together. The group reviewed the draft master schedule. Hanifan questioned when public comment will happen, which Eckfield stated will be during design development and contract documents stage. Hooper reviewed some proposed design details and square footages of buildings and hopes to have construction complete by 2017. Jan Castle asked when geotechnical engineering will occur. Eckfield replied that this is subject to a separate procurement policy and will occur separate from the architectural engineering process. The group discussed the proposed budget for the project and funding. Hanifan asked Hooper if a separate RFP had been issued for a lower budget option, which Hooper replied had not happened. Brown asked if the City will be seeking a LEED rating. Eckfield answered that LEED Silver would be pursued as it is neutral in cost. Ratcliff responded that the Board would recommend that the City only build to LEED standard buildings going forward as a future investment. Brown explained that in his experience, Gold has only cost 1-2% more with good integrative design and platinum is very achievable, typically about 6% over baseline. He highly urged that it’s not a hurdle to pursue LEED and that LCA and paybacks are rather short and allows for future proofing. Brown stated that he can’t think of a reason why they wouldn’t want to pursue LEED since they can still meet public expectations. Jan Castle asked if solar PVs will be able to be disconnected from the grid to maintain operations in case of an earthquake or disaster or be a source of community power in case of an emergency. Hooper stated that was not in the design, but was a good idea to consider. Duke Castle seconded Jan and Bruce’s comments and added that state legislature is looking more closely at community solar. He commented that Portland has some of the greenest architects in the world right now and recommended undertaking a charrette early in the process. He would lobby that the building be constructed to the highest earthquake standard. Hooper assured that this building plays a crucial role in supporting city operations after an earthquake and it will be built to support that. Castle suggested investing money in building a center that can last and not just save the last dollar. Ratcliff assured Hooper and Eckfield that the Board supports this project and will help make sure the project goes through. Hooper expressed gratitude to the Board for their support for this project and projects in the past and looks forward to continuing the dialog. Ratcliff then asked for an update on LED streetlights. Hooper stated that 168 have been put in and a new shipment is coming in June – amount of light will be a little brighter than what is in cobra heads, but glare will be softened. The City will get about $40,000 from Energy Trust of Oregon and the payback period will be about 4 years. The monthly energy bill for streetlights has gone from $27,000/month to about $15,000/month, part of that is no maintenance is needed on LEDs. Hanifan provided a summary of the presentation before closing the discussion. He reinforced that the Board love to continue dialogue and will support LEED certification for the building and operations and maintenance and ask that High Performance Building guidelines are included. City of Lake Oswego Sustainability Advisory Board Minutes May 18, 2015 Page 3 of 3 D. 2015 SAB Recruiting Slepian gave a quick update on recruiting for the 3 board vacancies. About 6 applications have been received so far. E. SAB 2015 Goals Update and Reports Removed from Agenda. F. Commute Challenge Update Slepian gave a presentation on the re-tooled commute challenge to take place in September. The Board voted on the name “LO Commute Challenge” for the event. Hanifan suggested that a passport program be part of the challenge and he would be willing to discuss business involvement with the Chamber. G. Review SAB letter to Council on Clean Wind Removed from Agenda. Hanifan asked Slepian to email letter to Board again and ask for Board comments and approvals by June 1. If no feedback is received, the Board will call for a vote. A brief discussion of the Urban Forestry Summit was initiated by Hanifan. He urged everyone to attend as the process is very democratic and you need to be there to be heard. Adjournment Co-chair Hanifan adjourned the meeting at 7:44 p.m. Respectfully submitted, Jenny Slepian Sustainability and Management Fellow