PUBLIC MEETING NOTICE

MOSIER CITY & MOSIER FIRE DIST. AGENDA

August 17, 2018 at 3:30 P.M.

Mosier Senior Center at 500 Second Ave.

I 3:30pm Call to Order (Terry Moore) Roll Call

II Agenda corrections or addition, review of previous meetings, and decisions 10 min

III

PUBLIC COMMENT —This is for Mosier residents and anyone else to express concerns, needs, or opportunities. Please keep your comments succinct and under two minutes. You may bring in written materials for Committee and Staff to review. The Facilitator can assign the issue to a future Committee meeting, or to an appropriate Committee or staff member. Please realize that we cannot always offer a response immediately but will give the matter due consideration. We encourage the participation of all stakeholders in our community.

5 min

IV Approval of July 26th Committee Meeting Minutes (corrections)

V ACTION ITEMS REPORTS AND NEXT STEPS

1. 3:45 pm Draft work plan Draft work schedule Roles of the Board

45 min

2. 4:30 pm Presentation of the Signed Site Assessment Contract and Scope of Work (Colleen Coleman) Discussion

5 min

3. 4:25 pm Signed IGA (Mike Renault and Colleen Coleman), next steps 10 min

4. 4:40 pm Updates on any ongoing tasks or items (team: 5 mins each) 30 min

5. 5:10 pm Next Steps, Assignments, and Calendars (original mtg proposed to adjourn at 5:30)

5 min

VI 5:15-5:30 ish ADJOURN

DRAFT Sunday, August 5, 2018

Mosier Community Center Development

Skeleton Project Plan The Mosier Community Center Project is a joint effort carried out by the City of

Mosier and the Mosier Fire District. This plan is intended to guide the City and Fire District (“Parties”), and specifically the Community Center Committee in its activities to bring the project to fruition.

This initial plan is based on available information and work by the Parties and the

Committee to date and is expected to be refined and amended as work proceeds through four principle project phases: Site Analysis and Selection; Fund Raising; Design; and Construction. It is a skeleton plan that identifies known work products to be developed. The text herein describes the overall tasks of each phase, as well as key subtasks, committee members and other resource providers assigned to develop plan components such as cost estimates, refined schedules and milestones and other pertinent information necessary to accomplish the task.

Subcommittee/Teams will take on the responsibility to provide additional information

for each phase and oversee or otherwise be engaged in the phase effort. Further details, including revised time projections and tasks and subtasks are anticipated as each an individual plan for each phase, which is developed, initiated and carried out.

Figure 1, Major Activities and Milestones, summarizes the Committee’s best

estimate of key elements of each phase and major decision milestones in this early stage of the project.

A. Site Analysis and Site Selection Task - Develop information appropriate and of adequate detail to provide basis for

building site selection. Background - Two sites are under consideration for the Community Center:

UPRR site along Highway 30; and, existing City Hall/Fire Station 12 at Third and Washington Streets (“Existing site”).

Subtasks -

1) Prepare cost estimate/budget for accomplishing tasks in Site Analysis/Selection phase1 2) Complete Environmental Site Assessment Phase II effort for UPRR site. 3) Develop scope of work and award contract for Existing Site comparable comparison to UPRR site feasibility analysis.

1 Each phase cost estimate will include materials and estimated staff time, contract staff costs, and any other contracted work (IGA 5. A.)

DRAFT Sunday, August 5, 2018

4) Develop and document principle selection criteria, and relevant decision factors on which the sites will be evaluated.

5) Evaluate sites against criteria and prepare Consumer Reports type comparison matrix.

6) Prepare and execute a plan for community engagement on site selection. 7) Site selection decision 8) Schedule with milestones2 for decision by the Parties. 9) UPRR deed transfer 10) Potential land acquisition

Subcommittee/Team Members - TBD

B. Fund Raising Task - Carry out a campaign to raise funds for the project. Background –The City and Fire District have a total of $1million set aside for the

Joint Use Community Center building. Cost estimates from the 2015 Feasibility Assessment (Hennebery Eddy) estimated construction costs between $2.5 and $4 million, depending on size and final programming of the building.

Subtasks -

1) Prepare fund raising plan and cost estimate for accomplishing tasks in this phase.

2) Develop community center rendering and other associated marketing materials necessary to carry out the plan.

Subcommittee/Team Members - TBD

C. Building Design Task - Prepare building design and construction contract specifications. Subtasks -

1) Determine fundamental building program requirements to include primary and secondary uses of the building for fire district, city hall and community spaces.

2) Determine building size and major design features (note: UPRR site feasibility study has addressed this and can be refined/reinforced).

3) Determine contract mechanism (design-bid-build or design-build) and associated method of procurement.

4) Prepare procurement documents, timeline and selection criteria

2 Final decisions to be made by the Parties will be identified in each phase.

DRAFT Sunday, August 5, 2018

5) Once architect/engineer design team is selected, prepare project scope of work with design team lead.

6) Prepare public engagement plan, e.g. 30/60/90 percent design review as necessary.

7) Develop cost estimate for construction. 8) Prepare construction management plan. 9) Develop cost estimate/budget to accomplish tasks in this phase. 10) Prepare ownership and maintenance framework to serve post-

construction (IGA 5.C.) Subcommittee/Team Members - TBD

D. Construction Task - Complete building construction. Background – Final design and specification plan prepared by the selected

architect/engineer team will identify all site preparation and exterior and interior building materials and finishes. It should also specify interior furnishings and equipment, using a list of items already identified by city and fire district council/board members and staff.

Subtasks -

1) Select/confirm construction contractor, review contract and budget and schedule for tasks in this phase 2) Construction management – Oversee site preparation and building construction, facilitate change orders. 3) Determine means of construction management - in house, contracted?

Subcommittee/Team Members -

E. Ongoing Tasks

1) Develop agenda, schedule and convene public meetings with JUF committee 2) Funds management; reporting to DAS and other funders 3) Reporting to City Council and Fire Board 4) Yearly budget reporting to OR Dept of Revenue

F. References

• Intergovernmental Agreement as Amended • Site alternatives paper • UPRR site feasibility study • Committee minutes

Community Center (JUF) July 26th, 2018

3:00-5:00

Mosier Senior Center

500 2nd Ave.

Meeting called by: Terry Moore Type of meeting: Committee (Public)

Facilitator: Terry Moore Note taker: Jayme Bennett

Timekeeper: Jayme Bennett

Attendees: Terry Moore, Chairman, Emily Reed, President, City Council, City of Mosier, Barb Ayres, Mosier Fire Board, Joanne Rubin, Mosier Fire Board, Witt Anderson, City Council, City of Mosier, Carrie Connelly, Attorney, Mosier Fire, Laura Westmeyer, Attorney, City of Mosier, Jayme Bennett, City Recorder, City of Mosier, Colleen Coleman, City Manager, City of Mosier, Mike Renault, Fire Chief, Mosier Fire

Please read: All relevant historical documentation, settlement agreements, minutes, memos, environmental reports, feasibility studies, and Intergovernmental Agreements.

Please bring: Your schedules and calendars to coordinate next mtg quickly

Minutes

Agenda item: Roll call, approval of minutes, recap last mtg for those absent, public comment.

Presenter: Terry Moore

Discussion:

Public Comment: Jan Leininger, from the community of Mosier: Inquiry regarding the opportunity to include Mosier Community School along with the library, and other Civic programs to create a larger campus of services. The school has recently adopted strategic plan.

Terry Moore: At time of derailment (and prior to), there were discussions, the school was less interested in co-mingling.

Conclusions:

Terry Moore will take note and speak with the Executive Director for current position and interest level, and report back to the Community Center (formally Joint Use Facility) Committee.

Action items Person responsible Deadline

✓ Roll call Terry Moore n/a

✓ Approval of minutes Joanne Rubin motion, Witt Anderson seconds, all approve

n/a

✓ Agenda additions or corrections Terry Moore: (none) n/a

Agenda item: Amended Intergovernmental Agreement (IGA) Presenter: Laura Westmeyer and Carrie Connelly

Discussion:

It is noted that Carrie Connelly is on speaker phone, and she cannot hear unless Laura Westmeyer speaks directly to her, and the Committee can not hear Carrie Connelly. Topic: Independent funds in separate accounts. Committee formed to engage in agreement and decided to move forward with a decision for approval. The original IGA was amended to include spending authority. Laura: There is only one element of the IGA (proposed revised) that has two options to consider, and one item on the form that is blank. The first option (option A) for consideration: the funds for the project and the associated interest accrued will be marked/tracked or uniquely identified in a separate fund for each entity.

2

Option B: the funds for the project and the associated interest accrued will be marked/tracked or uniquely identified as appropriate in a single shared account.

Either option, there will be a joint operating account with a contribution from both entities (City and Fire) This account will have limited spending authority, and a signature required from each entity for all transactions.

Additional changes to the language to be incorporated in the IGA are proposed by Witt Anderson. These changes are listed in the memo document. Also included is phase and allocation language, specifically, cost allocation of 50/50 split through site selection and design.

Conclusions:

Option A is selected by the Committee after discussion and clarification. Witt’s language is to be incorporated into final agreement, and spending authority of Committee established on per phase basis, outlined in IGA. Spending authority established on joint operating account.

Action items Person responsible Deadline

✓ Motion to propose “Option A” Emily Reed makes a motion, Barb Ayers seconds, all in favor

n/a

✓ Motion to set 10k limit per phase to be outlined Emily Reed makes a motion, Joanne Rubin seconds, all in favor

n/a

✓ Motion to modify/include language as proposed by Witt Anderson, drafted and incorporated into final IGA

Emily Reed makes a motion, Joanne Rubin seconds, all in favor

n/a

Agenda item: Site Planning and Alternatives Investigation Presenter: Terry Moore, Colleen Coleman, Witt Anderson

Discussion:

Site alternative analysis study via Hennebery Eddy: agreement to move forward with a reduced scope of work, and the Committee members assuming the responsibility of the topography (rough estimated calculations based on GIS data and standard slope calcs).

Conclusions:

The Committee members to meet respective boards for scope of work and IGA approval on August 1st, and August 9th with the IGA reflecting all agreed changes, and the scope of work for the site alternative analysis for $5,000.00 not to exceed $8,500.00

Action items Person responsible Deadline

✓ Motion to approve scope of work 5k Barb Ayers makes a motion, Emily Reed seconds, all in favor

n/a

Other Information

CIS Insurance Presentation:

Mike Courtney, The Stratton Agency, (also provider of CIS insurance for both the City and Fire) is here to assist with the risk management and early planning for the IGA and operations going forward. Mr. Courtney suggested specific language for all contracts, procedures for fiscal policy, best practice, and declarations that provide immunity, and highest protection for all parties. CIS provides extensive Risk Management training, education, materials and support. City Recorder to follow up with Mr. Courtney for support and edification with documenting and implementing best practices.

City Recorder to provide Committee with current City procurement policy, Barb Ayers to also provide Committee with the procurement policy of the Fire Dist.

Colleen Coleman to draft initial/early work plan and schedule of phases document.

Adjourn: 5:15