Facilities Planning Committee Minutes:

Minutes are posted if the check box is checked
Agendas are posted if the date is not black
Meetings are scheduled if the date is black

						8/1/02
7/18/02	6/27/02	6/13/02	6/6/02	5/16/02	5/9/02	5/2/02
4/18/02	4/11/02	3/21/02	3/14/02	3/7/02	2/21/02	1/10/02

1. Meeting called to order at 7:00 pm
2. Only 4 present: Sue White, Roberta Morin, Tim Roehr, Jack Crites
3. Did some work with bubble diagrams:
   1. Looked at some of the bubble diagrams done a few weeks ago and briefly discussed them
   2. Tim brought out a good point about keeping those elements that:
      1. A lot of noise associated with its use, and or
      2. Heavy usage by youngsters grouped together
      3. Areas used primarily by adults or only minor usage by youngsters grouped together
   3. We briefly talked about working around railroad tracks. If we decided to have several structures, which would go east of tracks?
   4. Talked about parking:
      1. Angle parking probably the best from a space standpoint
      2. Talk about seeing whether a shared parking lot could be developed on south end of property. The share would be with properties developed south of the property
      3. Looked at possible traffic flow patterns
4. Sue felt we need to review the footages we were working with earlier and see if they need to be revised or go as they are
5. The ideal was brought up to get a larger scale flat map of property, then develop overlays of the various ideals (save on paper)
6. Needs:
   1. Larger scale flat map of property
   2. Sheets of plastic (mylar or something similar) for overlays
   3. Aerial photos of property
7. Meeting of 8/8/02 will be an hour earlier, 1700-1800

Adjourned 8:15 pm

1. Meeting called to order at 7:15 pm by Pam
2. Tim: Articles of Incorporation back approved.
   1. Next step filing for 501(c)3 status. Steve Clack said he would do paperwork. Cost $500 when it goes in
3. Pam: Talked a little about Board of Directors meeting held earlier and some of their thoughts
   1. Board's energy may recognize the committees
   2. Develop a better accountability system. Briefly kicked some ideas around
   3. Talked about meeting frequency for the Board. General no firm times yet
4. Sue: Invited Sandy McCollister to join. Told a little about her, that she thought she would be an asset
5. Joe Johnston & Joann Deyo talked about the new aquatic center in Pendleton, Oregon. They had a swim meet there. Picked up some good ideas
6. Jack: Told Pam that because of attrition in our ranks that the quorum had changed from 21 to 14
7. Bernice: Gave 2nd phase for Museum (see attached when it's available to post)
8. Paul:
   1. Soil mentioned last time not a firm commitment yet. Will not be available until later this fall anyway
   2. Engineering firm doing road work does do engineering work on things like the Complex. They do grant writing. They are willing to work with us

      Note: Be careful-one of the stipulations of letter of intent was that Simpsons' would do site prep, drainage, et c.

   3. Bernice said a letter can be written to outfit donating soil and amount. They will attach a value and return value to us for our use
   4. Will work on getting sign designed and put up
9. Started kicking ideas around for sign design

1. Call to order and introduction of guests
2. Review of agenda
3. Approval of minutes from previous meeting
4. Committee reports
5. New Business
   Discussion of general meeting
6. Old Business
   1. "Round Two” presentation of museum - Bernice Pullen
   2. Bubble Diagrams
7. Adjournment

1. Call to order.
2. Roll call for quorum.
3. Approval of last meeting minutes.
4. Treasurers Report.
5. Committee Reports.
6. Old business:
   1. Review list of prospective board of directors.
   2. Review Articles of Incorporation.
   3. Tickets for quilt sale.
7. New Business:
   1. Timber frame construction.
   2. Mitigation meeting.
   3. Date for adoption of New Corp. and board members.
   4. Problem resolution.
   5. Set next meeting date.
8. Adjournment.

6:00 pm @ proposed CCC site (behind the pharmacy)

1. Call to order and introduction of guests
2. Review of agenda
3. Approval of minutes from previous meeting
4. Committee reports
5. New Business
   1. "Rules of Engagement" for feedback
   2. Beginning Bubble Drawing - Sue White
6. Old Business
7. Adjournment

1. Meeting called to order at 6:05 pm by Pam McBride
2. Minutes of May 16, 2002 were accepted as read
3. Pam went over the meeting's agenda and asked if there were any additions, There were none.
4. Laura gave a report from the Bylaws Committee:
   1. Laura reminded everyone that representatives for Board of Directors are to be submitted by 6/20. She has received some but not all
   2. The question was posed "why not vote for Directors?". Laura said that John Swayne (lawyer) recommended that Directors not be voted for to avoid any chance of loading the Board toward one element over the others. Appointment would prevent this from happening
   3. Laura said the appointments could be temporary if necessary until a suitable selection can be made
   4. The question was asked about what commitment would be needed? Laura said the Board members would draw for term lengths. They would draw for a 1, 2 or 3 year term
5. Brief discussion of General Meeting notes
6. Joe Johnston began the discussion on the second phase of the Wellness Center
   Additional Notes:
   1. Want complete separation between wet and dry areas
   2. Some discussion whether to rent or not. Will discuss later, Board of Directors and facilities manager, et c.
7. Pam will reschedule Bernice Pullen to present phase 2 - Museum for next week
8. It was felt that we were ready to go with Bubblee Diagram. Pam will talk with Sue and Randy about getting started
9. Some discussion as to whether to continue meeting every week. Will discuss a little more later
10. Meeting was adjourned at 1900 hours

1. Meeting was called to order by Pam at 6:10 pm.
2. Minutes of 5/9/02 approved as written.
3. Joe Johnston and Roberta Morin gave the initial input for the Commons Area:
   1. Roberta defined and gave general overview of the Commons Area (see attachment #1)
   2. Joe Johnston gave the neat of their outline
      1. CLASSROOMS/MEETING ROOMS (see att. #1)
         1. Roberta suggested canvassing community to ascertain needs space wise.
         2. Discussion about sq ft. Joe said think about occupancy instead of sq ft. (Architect will come up with a figure when the time comes).
         3. This would be separate from performing Arts Element and conference center. Be able to divide into breakout rooms (see att. #2).
      2. ARTS AND CRAFTS ROOM--(see att. #2).
         1. Large multipurpose room with capability of dividing by using folding partitions.
      3. KITCHEN--(see att. #2).
         1. One large kitchen. Fran suggested that it be designed in such a manner, that it could be used for multiple functions at same time.
         2. Library, museum, et c. would have their own kitchenettes (microwave, small frig., sink))
         3. Should be located near Performing Arts Center.
      4. SNACK BAR/CONCESSIONS--(see att. #2).
         1. No large meals prepared--hot dogs maybe.
         2. Locate near more heavily used areas (Teen Center or Wellness Center)).
         3. Located so that it opens into the Wellness Center and Commons.
      5. BUSINESS OFFICES/RECEPTION--(see att. #2).
         1. Where people renting facilities would check in.
         2. Fran mentioned that there should be dedicated space for ticketing and leasing space (Sue mentioned that this was covered in the presentation on the Arts Element).
         3. Tim said that another entrance from outide may be needed for Wellness Center totally separate from rest of complex to protect carpeting.
      6. ATRIUM/LOUNGE AREA--(see att. #2).
      7. MALL/HALLWAYS
         Sue mentioned we will have to determine the number of people we want to handle here at one time.
4. General Meeting of 5/23/2002.
   
   Tim said his committee would like to discuss:
   1. Selection of Board Members.
   2. Articles of Incorporation.
   3. Lawyers' needs.
   4. Touch on bylaws.
5. No meeting on 5/30/02 because of graduation.
6. Round 2 of presentations of elements will begin 6/6/02. Prioritize segments of each element.
7. Meeting adjourned at 7:05 pm.

Meeting called to order @ 1800 hours

Jeanette Gorman, Susan White, Fran Ciarlo presented Art Center elements. Sue White goes over flyer of current available spaces in Orofino--please click here to view.

• Jeanette Gorman described needs and desires for new performing arts center. Click here to view
• Other ideas: runway, orchestra pit, trap doors, sound proof rooms, warm-up room
• Question--how many total square feet for seating
• Pam McBride gave--minutes on website.
• Jack Crites talked to John Swayne, who said he would be available by appointment for bylaws committee
• Jack needs articles from each subcommittee for the newspaper (Lewiston Tribune)
• Joe Johnston is president of swim team and is very frustrated without a pool
• Tim Roehr shared that we need to be more careful about what is published
• Pam McBride is uncomfortable--will write her own press releases
• Tim Roehr shared the latest newspaper articles and Mike Deitrick shared that he was pleased that it was a positive story about our community
• Next week we are doing commons. May 23--general meeting
• Tim discussed the strict order of grant receptions. Radio spot is going, but not accurate

Adjourned 7:15 pm

Present: Jack Crites, Bernice Pullen. Meeting opened at 6 pm by Pam McBride.

Jack Crites announced that Monday at the steering committee meeting that the Simpson's have closed on their property and will give us a letter of intent and the property will be changing hands when we officially create our organization.

Laura McConnell shared that the bylaws committee is progressing and will be talking to John Swayne, who recommended that Clayne Tyler of Chenoweth, Tyler and Snyder may work pro bono.

Board of Directors discussion from Kiwanis closely paralleled ours.

Mike Deitrick presented Tech Center information from Sharon Deitrick and Danielle Hardy. Click here to view the handout.

Add on thoughts:

• Plans of it being a disaster community/communication center with antennae and alternative energy sources.
• Emergency first aid stations.

Jeanette Gorman discussed overlapping of services with other entities.

Fran Ciarlo shared that realistically we will need to share resources. Asked about our current situation.

Pam McBride described current computer availability.

Outside access is a great idea with doors open to inside "mall" area.

Fran asked about funding for current center.

Mike said Danielle is gung ho about this being an LCSC center. But what about other schools?

Maybe we could get a technology company to pay for equipment, et c.

Pam McBride asked about Finance Committee progress. They are working on getting a director/coordinator.

Next week we will cover performing arts center and the following week will be commons.

Each entity will have their own outside areas.

Jeanette Gorman suggested that we may be nearing completion of our committee's task.

Others shared that the Finance Committee is waiting for us, but we should continue the production of our entities. We are not ready yet for our architect.

Once we are incorporated, the Finance Committee may be able to proceed.

Jeanette asked how we can tie it in with the fairgrounds.

Fran asked how we will be able to meld all the entities together.

Jeanette has never worked with an architect and how we will be able to bring it all together.

Joe responded how architects are able to bring everything together.

Schedule:

• May 9--performing arts
• May 16--commons
• May 23--General Meeting??
• May 30--General Meeting??
• June 6--pool. Pool and wellness may need another presentation, other entities too. Museum small time
• June 13--melding beginning

Sue White is looking for IOOF contact (Charles Brumley), Senior Citizen Center (Nellie Chase)

Adjourn at 7:15 pm.

6:00 PM Helgeson Hotel

1. Call to order and introduction of guests
2. Review of agenda
3. Approval of minutes from previous meeting
4. Committee reports
5. Old Business
   1. Presentation of youth center specifics -- Tim Roehr
   2. Feedback from youth representatives
6. New Business
   1. Prepare for general meeting, April 25
7. Adjournment

Meeting called to order 6:10 pm, 6 teens present, 13 members present. Meeting for March 21 minutes approved as read.

• Bernice has correction to the meetings: 15 hours per week October until May, then June to September 20 hours per week.
• Joe Johnston asked about screening room being added to museum.
• Jack Crites asked Joe Johnston for usage details for pool/wellness center.
• Jack Crites asked how long pool has been closed. Joanne Deyo answered this will be the third summer it will be closed.
• Tim reported on bylaws committee. Tim says they have concluded the articles of incorporation. Is there a local attorney who would review these? John Swayne's name was mentioned and Jack Crites volunteered to talk to him.
• Sue White shared from the General meeting. After we complete a segment, that person should write a story for the newspaper. Bumper stickers were passed out to be sold @ $1.00 each. Jo Moore's raffle will be held this weekend.
• Laura asked about why things aren't being put in the paper yet. Doug says he has only received 2 things.
• Guests representing swim team and teen alliance and maniac pride are introduced.
• Tim Roehr discussed the Community Center Youth Area. Nothing old to compare it to, so we can start from scratch.
• To view the Youth Area planning pages click here
• Tim researched other area youth center.
• After presentation, opened up for questions. Mindy Buckingham asked about having interim facility.
• Ann Riley talked about starting with bike/wheeled area could be started. The kids have already come up with plans and designed.
• It may be "a while" before we'll know for sure where each element goes.
• Kalie McConnell Soong said that teens would like separate soccer, basketball, et c. be separate from little kids.
• Roberta asked if there was any estimates for outside areas.
• Discussion continued on fencing in our area, liability for public usage.
• Joe Johnston asked about gong with Boys and Girls Club affiliation.
• Jack Crites asked if that would be a problem with more than one organizaton in the facility.
• Tim responded that it may work for everyone's benefits.
• Kalie asked how she can get more advertisement exposure at the high school.
• Clarkston Boys and Girls club is a good example to follow. They used a professional fundraiser.
• Laura suggested having a paid professional for publicity.

Meeting adjourned at 7:30 pm.

Meeting called to order by Pam McBride at 6:05 pm. There were no guests. Sue White recorded.

Minutes of the March 14, 2002 meeting were approved.

The agenda was reviewed. Old business discussed included a review of the scheduled dates for presentations. The current schedule is as follows -

• No meeting scheduled for April 4, due to Spring Break
• Tim Roehr, Youth Center: April 11
• Mike Dietrick, Technical Center: April 18
• General Meeting: April 25
• Performing Arts: May 2
• Common Areas: May 9

Clarification was made that input for Complex ideas will be requested of all youth, not just high school students.

A motion was made by Sue White to forward the committee presentation dates to the publicity committee for publication in the next issue of the Clearwater Tribune. The motion was discussed and then seconded by Joe Johnston. Jack Crites will forward the information.

Sue White agreed to provide a brief update on the Facilities group progress at the March 28th General Meeting.

The Bylaws committee continues to make progress

New Business for this meeting was a very well done presentation by Bernice Pullen. Bernice displayed the current layout and status of the Clearwater Historical Museum as well as the reasons for desired future improvements for the Museum. A packet of printed materials, 2-3 pages in length was distributed to the committee members. Contained herein is a synopsis of this packet:

Additional information presented by Bernice includes -

• The museum has an estimated visitor rate of 45/month during the winter and 100/month during the summer.
• Bernice is the only paid staff (15 hours/week Oct.- May, 25 hrs/week June - Sept.) for the museum. Volunteers are welcome. There are 7 members on the Museum Board. Funding comes from Clearwater County.
• The Annex is currently available for meetings at the rate of $15. The use rate is approximately 12 meetings per month. A 40 person meeting is a very packed meeting for the Annex.
• The current environment in the Museum is not climate controlled and loss of valuable historic materials is occurring over time. The environment of the new museum space should all be climate controlled so that materials out for viewing and well as materials being accessioned are properly cared for.
• The current workspace in the museum is inadequate for archival work, framing, research, display, and presentations.

Additional questions arose during and after Bernice's presentation that warrant further discussion and research. These include -

• What is the estimated value of the contents in the museum now?
• Do the estimates of future space needs reflect an anticipated increase in museum use when it becomes part of the complex?
• Do the estimates of future space needs reflect the additional space needed to meet the needs of individuals with disabilities?

The committee commended Bernice on her presentation and added suggestions for additional information and funding opportunities.

The meeting was adjourned at approximately 7:20 pm.

Meeting was called to order by Pam McBride at 6:10 P.M.

Presiding over the meeting was: Pam McBride, Facilitating
Jeanette Gorman, Recorder

Minutes for the meeting of 3-14-02 were approved.

The following schedule was approved:

1. March 21 -- Bernice Pullen -- Initial input for Museum
2. March 28 -- General Meeting
3. April 4 --- No Meeting; spring break
4. April 11 -- Mike Deitrick -- Initial input Tech Center
5. April 18 -- Tim Roehr -- Initial input for Youth Center
6. April 25 -- General Meeting
7. May 2 ----- Jeanette Gorman and Susan White -- Initial Input for the Performing Arts seg.
8. May 9 ----- Joe Johnston and Roberta Moran -- Initial input for the Commons.

There was some discussion about when to schedule an input meeting for the High School students. It was decided to invite them to be involved in the input sessions of April 11th and 18th. Laura McConnell will invite Helen Savage, and Tim Roehr will invite the Riley’s (CYA) to the April 11th meeting.

Report was given by the By-Laws Committee: They are in the process of gathering by-laws from similar organizations and federal/state guidelines. They will probably will have to be submitted to a lawyer before submission to IRS. Drafts will be brought before the general committee as they are devised.

Initial input session for the Library was conducted by Pam McBride:

1. A packet of printed materials, approximately 20 pages in length was distributed to the committee members. (Contents follow, except for the floor plan.) Contained herein is a synopsis of this packet:
   1. Description of the library and services currently offered.
   2. Rationale for new library space:
      1. current building constructed in 1905 with addition in 1975 and another in 1984. Almost 20 years since last remodeling.
      2. no reliable stats re: library usage statistics.
      3. staff has doubled in the past 2 years; 30 - 40 volunteers.
      4. number of computers have increased to 20.
   3. Current Floor Plan - not wheelchair accessible
      1. entryway not user friendly.
      2. entry not large enough for community resource information.
      3. adult book section cannot house both large and regular size print books.
      4. due to shelving shortage currently using top and bottom shelves, which are difficult to use especially from a wheelchair - all shelves should be at mid level.
      5. front desk is currently multi functional, but space is limited.
      6. need a reference desk, which useful for fielding patron questions.
      7. they keep magazines for 5 years- where they are kept is not user or staff friendly.
      8. various spaces in the library are not viewable from the front desk so monitoring is difficult.
      9. some story times have attracted 80 children-current space not adequate.
      10. homework area overcrowded.
      11. wiring in old building is an issue. Not adequate for future telecommunication needs.
      12. 6 foot wide storage area houses all library records, craft supplies, and summer reading program materials.
      13. most public libraries use approximately 50% of their floor space for nonpublic uses.
      14. computer area is also hallway to adult reading which can become congested- computers are in constant use - doesn’t accommodate confidentiality.
      15. rapidly running out of space for Pacific Northwest section which will interface with with the muesum.
      16. not enough seating room throughout the library.
      17. book discussion groups must meet elsewhere because the library will not accommodate the usual 30 attendees.
      18. library currently open 6 days/week; 3 evenings per week.
      19. need for quiet area.
   4. estimated future square footage needs to be 15,000 to 20,000 sq. ft.
   5. library is not a county or city library. It is one of three in the state that contract for services from the library district.

The meeting was adjourned at 7:30 P.M.

Call to Order: 6:07 P.M. by Co-Chairman Karen Johnson.
Attendance: 12

Presiding over meeting: Pam McBride, Facilitator, Karen Johnson, Recorder

Minutes for the meeting of 2-21-2002 were approved.

Initial input session for the Wellness Center was conducted by Joe Johnston with Pam facilitating when needed:

1. NEED FOR WELLNESS CENTER WAS DISCUSSED:
   1. Only 2 or 3 indoor competition pools located in the Idaho Panhandle.
   2. No place in area where a child can be taught to swim safely.
   3. No physical therapy pools in Clearwater County.
2. PRELIMINARY ESTIMATES OF USAGE:
   1. During meets there could be as many as 300 athletes and 500 - 1000 spectators.
      Question ---- Approximately how many meets could we get in Orofino if we have this facility?
      Approximately how much daily usage from community?
3. Facilities:
   1. Pools -- ( Kom est. 15,527 sq. ft.)
      1. Lap pool-- 25m. long x 25 yards wide.
         Question --- Do we want diving boards?
      2. P.T. Pool-- not much discussion.
         Questions ---
         1. What are the hospitals needs? Casey Uhling may be able to provide some assistance.
         2. What are the needs of the physical therapist needs?
      3. Children’s Pool -- there was no discussion.
         Question --- What are the particulars?
      4. Bleachers - Concrete and at least 36” wide with storage under them.
         Question --- How would storage be organized under the bleachers?
      5. Life guard Stations and Pool buoys
         Question -- How many and where located?
         Accessibility.
      6. Access to Pool - Security
         Question --- Define in greater detail.
         outdoors -------> pool
         inside complex --------> pool
         gymnasium via locker rooms ----> pool
   2. GYMNASIUM (Kom est. 12,325 sq. ft.
      1. Basketball backboards:
         Questions -------How many?
         Stationary, retractable, or combination?
      2. Bleachers:
         Questions------- How many to be seated at one time?
         Stationary or retractible?
      3. Capability to break into smaller segments: Questions ------- Have bleachers that double as divider similar to Walla Walla community College ( Tim Roehr).
         Have accordian style dividers?
      4. Indoor tennis courts - not discussed but should be.
         Question --- Do we want them? If so what are the spec.
      5. Indoor Track- elevated,do not extend into pool area
         Questions --- Elevated to what height?
         Want 1/5 mile or smaller track?
         Any special surfacing needed
   3. CLIMBING WALL
      Questions --- How big?
      What configuration?
      How technical? Varying degrees of difficulty?
   4. PHYSICAL THERAPY, AEROBIC, AND WEIGHTROOMS (Kom est. 12,800.
      1. P.T. Rooms - Private, massages, prep rooms, etc.
         Questions --- How many P.T. rooms?
         Private all the time or multipule users at times?
         One large room that could be divided with accordian style walls?
      2. Aerobic Exercise Rooms
         Questions --- How many? or
         One large room that could be divided with accordian style walls?
      3. Weight room - No lengthy discussion, except that it needs to be separate because of the need of supervision on equipment.
   5. LOCKER ROOMS (Kom est. 3,850 sq. ft.)
      1. Two large locker rooms with shower rooms and restrooms (not accessible to general public). App. 1,925 sq. ft. each.
      2. Multiple use (pool and gymnasium users).
         Question --- Security for valuables?
   6. RESTROOMS
      1. Those using the pool and or gymnasium the restrooms in the lockerrooms.
      2. General public and spectators use restrooms in commons.
   7. SUPPORT SPACES -- Each requires separate space.
      1. Room for chemicals.
      2. Room for pumps.
      3. Room for mechanical equipment.
   8. ELEVATOR - Not discussed in detail.
   9. COMMON AREA - Areas that may be shared with other facilities.
      1. Classrooms
      2. Restrooms for general public.
      3. Childcare
      4. Refreshment area, cafeteria.

Pam told Wellness Center work group to start Prioritizing - what is a must ----> least important.

Pam asked if everybody wanted to continue meeting every Thursday evening. It was unanimous yes.

Pam asked if we should continue meeting for only one hour. It felt that if something was being accomplished to go to 1 1/2 hours. All were in agreement.

Meeting was adjourned at 7:15 P.M.

Minutes have been emailed to each committee member, and will be posted here later.

12 members were present plus Dennis Harper of Funding Comm., Christine Frei and Eric Philips of CETA, David Shederey of NY, and Randy Steiner.

Dennis: Funding committee seeking a full time person to keep things coordinated, will fund through grants. Talked about need to have some preliminary footages for various facilities in complex.

Eric Philips, CETA: Seeking federal grant in specific blk grant for Wellness Center is the hardest to come by at the present. Going for a grant from the private sector or foundation would be best way to go. Also the community would bear a substantial part of the financial burden by going for blk grants. All in all Eric was very positive about the project and said it was "very do able" and was looking forward to helping. He told Dennis where there might be some funds available for a coordinator. He said one of our first steps in our master plan is to develop some preliminary architectural drawings and costs. He was asked about using the architechual schools at Moscow or Pullman and he recommended against it for various reasons: that he has never heard of anyone being successful using them, nor has he had any success using them. He said that he could probably line us up with one when we are ready for no cost.

Karen: The committee was divided into teams to develop content and sq. footages for various components due next meeting 1-17-02. General committee will be 1-24-02 at 6 pm in the Helg. basement.

Randy Steiner will be advising us on whether or not facilities meet requirements to meet the needs for the disabled.

Jack Crites: All committee minutes, et c. will be funneled through him for dissemination.