capitol campus design advisory ommittee · washington state department of enterprise services page...

Washington State Department of Enterprise Services of 4

CAPITOL CAMPUS DESIGN ADVISORY COMMITTEE Dennis Haskell, Alex Rolluda, Daniel Miles

Secretary of State Kim Wyman Senator Sam Hunt, Senator Ann Rivers

Representative Vicki Kraft, and Representative Beth Doglio

Department of Enterprise Services 1500 Jefferson Street, Room 2208

Olympia, WA

NO V E M B E R 9 , 2017

DENNIS HASKELL, CCDAC CHAIR SPEAKING NOTES

10:00 AM Welcome and Announcements

Purpose: Information

Dennis Haskell Call the Capitol Campus Design Advisory Committee (CCDAC) meeting to order. Welcome the members and guests attending the November 9, 2017 CCDAC meeting. For the record, announce the following: • The CCDAC agenda was published in The Olympian newspaper. • State comments regarding items not on the agenda will be heard at the end

of the meeting, if time permits. • Introduce/Recognize any dignitaries present. For the record, announce the CCDAC members who are present, or who may join us: Alex Rolluda, CCDAC Vice Chair (2017) Secretary of State Kim Wyman, or

Mark Neary, Assistant Secretary of State, or Greg Lane, Deputy Secretary of State

Senator Sam Hunt Senator Ann Rivers Representative Vicki Kraft Representative Beth Doglio Daniel Miles, Architect For the record, excuse those members not present and acknowledge the Vacant Landscape Architect Position.

Dennis Haskell, CCDAC Chair November 9, 2017 – Speaking Notes


10:05 AM Dennis Haskell

Approval of Agenda Purpose: Action Request if there are any changes or additions to the agenda. Action: If quorum is present, request a motion for approval of the agenda.


Approval of the Minutes – September 14, 2017 CCDAC Meeting Purpose: Action Ask if there are any changes or additions to the September 14, 2017 meeting minutes. Request for Action: If quorum is present, request a motion for approval of the minutes.


Nomination of 2018 CCDAC Chair and Vice-Chair Purpose: Action Announcements: Request nominations by CCDAC members to identify committee members who may interested in serving as Chair and Vice-Chair during the calendar year 2018. The term of each appointment will be one year beginning on January 1st and ending on December 31st of 2018, and the nominations will be subject to final appointment by the Director of Enterprise Services. Request for Action: If quorum is present, request a single motion or individual motions for the nomination of CCDAC Chair and Vice-Chair to serve in 2018.


2018 CCDAC Meeting Calendar Purpose: Action Announcements: At the end of each calendar year, CCDAC establishes a meeting schedule to perform its business in advance of the following calendar year. This is done in accordance with RCW 42.30.075 – Open Public Meetings Act. Request the committee members to review calendars and note any conflicts with proposed CCDAC 2018 meeting dates as follows:

• Thursday, February 15, 2018 • Thursday, May 17, 2018 • Thursday, September 20, 2018 • Thursday, November 8, 2018

(continued on next page)



Meeting dates may be modified during the year as circumstances may dictate. Modifications would require action by the committee at a regularly scheduled meeting and proper public notification. Additional CCDAC meetings and work sessions may be called by the 2018 CCDAC Chair based on the business needs of CCDAC, State Capitol Committee (SCC) and Department of Enterprise Services. Request for Action: If quorum is present, request a motion to establish the Capital Campus Design Advisory Committee’s regular meeting schedule for 2018.

10:30 AM Dennis Haskell/ Bill Frare

CCDAC Membership Purpose: Informational & Feedback Announcements: As a reminder to the committee and those present, the membership of CCDAC is outlined in Washington State statue (RCW 43.34.080). The committee is to be comprised of the Secretary of State (or designee); 2 members of the House of Representatives (one from each caucus, appointed by House Speaker); 2 members of the Senate (one from each caucus, appointed by Senate President/Lieutenant Governor); and an additional 4 committee members, who represent the professional disciplines of architecture (2 members), landscape architecture (1 member), and urban planning (1 member). Currently, the additional members of CCADC represent the professional disciplines of urban planning and architecture. Recognize Bill Frare, Assistant Director of Enterprise Services to provide the committee with an update on the filling of the vacant Landscape Architect position. Informational/No Action required.


DES Organizational/Staffing Changes Purpose: Informational Recognize Bill Frare, Assistant Director of Enterprise Services. Bill will provide the committee with an overview of changes within Enterprise Services. These changes are intended to provide greater customer service and expertise to support DES’ mission to provide programs and planning for the design and maintenance of the state capitol facilities and grounds. Informational/No Action required.



10:55 AM Dennis Haskell/ Kevin Dragon

Master Planning Update Purpose: Informational & Feedback Recognize Kevin Dragon, Assistant Program Manager with Enterprise Services. Kevin will provide an update on master planning efforts. Informational/No Action required.


Construction Progress/Post-Construction Review Purpose: Information & Feedback Announcement: As one of CCDAC’s responsibilities, the committee will periodically review improvements projects planned and constructed on the State Capitol Campus at various project development/delivery stages, including planning, design, construction, and post-construction. The review is performed in the context of providing a long-term commitment toward a vision of an exceptional state capitol. The CCDAC’s Post-Construction Evaluation/Review specifically allows an opportunity for DES to inform CCDAC members of actual building and site improvements made on campus during the previous year. Each review offers an opportunity for CCDAC and DES to discuss actual “performance” versus planned “expectations” for the project. Recognize Bill Frare, Assistant Director of Enterprise Services. Bill will provide a general status of projects, which were planned and completed on the State Capitol Campus during the 2015-2017 fiscal year. Discussion (as warranted)/No Action Required.


Public and Closing Comments Purpose: Information Ask if any person would like to speak about an item, which may not be on the agenda, and recognize them now. Thank the committee members and others for attending today’s CCDAC meeting, and announce that the next CCDAC meeting is currently scheduled for:

Date: Thursday, February 15, 2018 (unless amended). Time: 10:00 AM - 12:00 PM Location: 1500 Jefferson Street, Olympia, WA

A notice will be published in advance of the meeting.

12:00 PM Adjourn CCDAC Meeting

Washington State Department of Enterprise Services

CAPITOL CAMPUS DESIGN ADVISORY COMMITTEE

Dennis Haskell, Alex Rolluda, Dan Miles, and Landscape Architect Position Vacant Secretary of State Kim Wyman, Senator Sam Hunt, Senator Ann Rivers,

Representative Vicki Kraft, Representative Beth Doglio

1500 Jefferson Street - Conference Room 2208 Olympia, Washington 98504

NOVEMBER 9, 2017

Agenda Items Purpose Time Presenter Desired Outcome Welcome & Announcements

Information 10:00 Dennis Haskell

Approval of Agenda & Minutes

Action 10:05 Dennis Haskell CCDAC approves agenda and September 14, 2017 minutes.

Nomination of 2018 CCDAC Chair and Vice-Chair

Action 10:10 Dennis Haskell CCDAC provides a nomination of the Committee Chair and Vice Chair to DES Director

2018 CCDAC Meeting Calendar

Action 10:20 Dennis Haskell CCDAC establishes 2018 meeting dates; and authorizes CCDAC Chair to reschedule meeting dates (as necessary).

CCDAC Membership

Information & Feedback

10:30 Bill Frare DES will report and answer questions on the appointment status of the vacant CCDAC Landscape Architect position.

DES Organizational/Staffing Changes in EA&S and Asset Management Programs

Information 10:40 Rose Hong/ Bill Frare

DES will report and answer questions on Organizational Changes within DES.

Master Planning Update Information & Feedback

10:55 Kevin Dragon DES will provide status update on efforts associated with Capitol Campus planning

Construction Progress/Post-Construction Review

Information & Feedback

11:10 Bill Frare DES will report and answer questions on the status for FY2015-17 Capitol Campus Projects.

Public and Closing Comments

Information 11:45 Dennis Haskell Public comments inform Committee

Adjourn 12:00 Dennis Haskell Close meeting

CAPITOL CAMPUS DESIGN ADVISORY COMMITTEE Regular Meeting

1500 Jefferson Street – Conference Room 2208 Olympia, Washington 98504

September 14, 2017

10:00 AM

Draft Minutes MEMBERS PRESENT MEMBERS ABSENT Dennis Haskell, Chair Alex Rolluda, Vice-Chair Senator Sam Hunt Senator Ann Rivers Representative Vicki Kraft Representative – Vacant Greg Lane for Secretary of State Kim Wyman Landscape Architect - Vacant Daniel Miles STAFF PRESENT

Bob Covington, Department of Enterprise Services Ann Larson, Department of Enterprise Services Kevin Dragon, Department of Enterprise Services Michael Van Gelder, Department of Enterprise Services Rose Hong, Department of Enterprise Services Robyn Hofstad, Department of Enterprise Services Lenore Miller, Department of Enterprise Services Chris Gizzi, Department of Enterprise Services OTHERS PRESENT Dan Miles, Bassetti Architects Tom Gow, Puget Sound Meeting Services Scott Perkins, Office of Financial Management Hunter Goodman, Office of the Senate

Welcome and Announcements Chair Dennis Haskell Rolluda called the Capitol Campus Design Advisory Committee (CCDAC) meeting to order at 10:10 a.m. A meeting quorum was attained. Chair Haskell introduced new committee member, Daniel Miles, Architect and Principal with Bassetti Architects in Seattle. Mr. Miles has diverse experience in master planning campuses, designing new structures, retrofitting, and repurposing older buildings and historic structures. Chair Haskell recognized Representative Vicki Kraft as a new member. The meeting agenda was published in The Olympian newspaper. Items not included on the agenda will be considered at the end of the meeting. Asset Manager Lenore Miller updated members on the status of recruitment for the vacant Landscape Architect position. The Department of Enterprise Services (DES) received two applications in response to the recruitment announcement. DES anticipates conducting interviews and selecting an applicant prior to the November meeting. Approval of Agenda & Minutes of November 10, 2016, February 16, 2017, & June 9, 2017 Senator Hunt moved, seconded by Representative Kraft, to approve the agenda as published. Motion carried unanimously. Senator Hunt moved, seconded by Representative Kraft, to approve the minutes of November 10, 2016, February 16, 2017, and June 9, 2017 as published. Motion carried unanimously.

CCDAC Minutes of Meeting September 14, 2017 Page 2 of 10

2017-19 Capital Budget – Current Status & Actions - Information Chair Haskell recognized Asset Management Program Manager Rose Hong. Manager Hong updated members on the status of the 2017-19 Capital Budget. Manager Hong referred members to information on the comparison of the DES Capital Budget Request, Senate Bill 5981, and DES Resubmittal on September 20, 2017. The Office of Financial Management (OFM) directed DES to resubmit its 2017 and 2019 capital budget requests. DES anticipates projects in the resubmittal to commence in July 2018. Manager Hong reviewed some of the priority project needs:

Project Requests DES Request (8/2016)

Senate Bill 5981

DES Resubmittal (9/2017)

Elevator Modernization – DES requested an increase to $5,336,000 because of the increase in frequency of entrapments and breakdowns of elevators. Since January 2016 through July 2017, the campus experienced 489 elevator service calls and entrapments. Representative Kraft asked how many of the entrapments occurred in the same elevator. Manager Hong offered to provide a breakdown of the failures. Deputy Director Covington added that the failures are evenly disbursed throughout the campus. Most elevators are past useful life and need replacement or be significantly upgraded. Representative Kraft asked about the average life of an elevator and the status of all elevator lifecycles. Manager Hong replied that the average useful life of an elevator is 20 years. Approximately 90% of the 73 elevators have exceeded useful life. Three elevators were installed in 1927, 19 elevators were installed in the 1960s, 8 elevators were installed in the 1970s, 13 elevators were installed in the 1980s, and 24 elevators were installed in the 1990s. DES plans to submit continuous budget requests to address all elevators. The original budget request included an assessment of all elevators to help prioritize and identify elevators to modernize, as well as establishing a rotation schedule.

$3,360,000 $550,000 $5,336,000

Tacoma Rhodes Elevator Modernization – Currently under design for modernization are three elevators installed in the 1960s. Two of the elevators require full modernization to become operational. The budget submittal of $2 million would restore elevator operations. Deputy Director Covington commented on the excellent work by the elevator maintenance contractor. The contractor has been on campus addressing elevator failures much more than in the past. Elevators posing a safety hazard are removed from service. DES needs to address the issue of elevators, which could require a number of years.

- $2,000,000 $2,139,000

Roof Replacement – Cherberg and Insurance – DES separated the project from the Building Envelope Repairs line item because of the importance of addressing both roofs quickly. Last winter, both buildings experienced multiple leaks in numerous locations. Repairs and temporary fixes have not solved the issue because of the difficulty in locating the source of leaks. Both roofs are past the useful life of 20 years. DES requested a complete roof replacement for both buildings.

- - $4,097,000


Tacoma Rhodes Envelope Repairs – This project was also separated from the Building Envelope Repairs project to address some urgency. The Broadway Building was built in 1889, the Market Building was built in 1910, and the Garage was constructed in 1960. The scope of the project addresses water infiltration issues and completion of a seismic study. The work includes roof replacement of the Broadway Building as roof seams have separated creating water infiltration into the building and into tenant spaces. The exterior siding for both buildings is of a stucco material. DES is considering another exterior building material, which increases the cost of the project. Senator Hunt asked about the percentage of state government tenants in the Market Building. Manager Hong said tenants are a combination of state, private, and federal agencies. The building occupancy is 61%. Senator Hunt asked whether the option of selling the building was considered. Manager Hong replied that selling the building was included in Senate Bill 5981. Deputy Director Covington said language in the Senate Bill directs the selling of the Market Building.

- - $7,754,000

Legislative Building Exterior Preservation - The project is a comprehensive exterior preservation project to prevent water infiltration into the building by repairing the masonry, repointing, and recaulking the exterior of the building. The project addresses repairs to gutters, roofs, plaza, windows, and doors. As the Legislative Building is an historic building, access to some of the areas is difficult. A comprehensive scope of work would identify all required work. The project also includes cleaning of the entire building exterior. Senator Hunt commented that the last cleaning of the building was not effective in maintaining the appearance of the building over the long-term as problems reappeared much sooner than forecasted. Deputy Director Covington acknowledged that the last cleaning was not as successful as envisioned. Staff is working closely with the Conservator to identify methods and approaches. Some methods include application of a sealer to maintain the appearance while experience has reflected that some sealers have created damage. Sealers may work to repel water but they also hold water. Working with the Conservator is underway to review best approaches and opportunities, such as the use of biocides to clean and extend the appearance. That research is part of the project along with consultation with the Conservator. Representative Kraft asked whether the budget estimate is completed by staff, a consultant, an architect, or was part of a bid process. Manager Hong said the estimate involves a collaborative process of consultation with the DES architect, contractors, and assessment of condition reports. Asset Manager Chris Gizzi added that staff reviewed the 2012 cleaning of the entire building and masonry repairs, completed over three project phases. The proposed budget forecasts costs similar to the previous because the scope is a cyclical process each time the building is cleaned. Obviously, different techniques would be used, such as the use of biocides that were not

- - $7,771,000


used in the prior cleaning. In consultation with the Conservator, staff understands the value of using biocides because it extends the life of the cleaning. Costs were derived from the previous process involving three different bid packages over a six-year period. Manager Hong said the study included in the budget identifies the scope of the work and whether the scope could be phased over several bienniums. Similar to the Building Envelope Repairs project, the first biennium involves studying the scope based on a study for exterior siding to develop estimates. The estimating process is continuous as all buildings are evaluated. Another capital budget request would be included in the next biennium for a different set of buildings. Campus Physical Security & Safety Improvements – Deputy Director Covington reported DES is submitting the project in the supplemental budget for both the operating and capital budgets to address some significant deficiencies in the campus security program. DES is building from Senate Bill 5981, which included approximately $550,000 for a study of campus security to include staffing and physical infrastructure needs, such as card keys, video, and other systems to integrate security on the campus. DES is modifying the amount included in the Senate Bill to include an organizational assessment to review the roles of agencies on the campus with respect to security, as well as several other components, such as a distributed antenna system to provide coverage to those facilities that lack radio and cellphone communication and reviewing the effectiveness of existing campus analog cameras. The operating budget has a relationship with the capital budget to ensure adequate funding is available for operation of the security system to include increases in staffing resources for Washington State Patrol and additional support for a campus card key technician for the campus card key system, a video technician, and a campus Emergency Management and Security Coordinator. The supplemental operating budget includes a campus emergency crisis management communication platform. Products under review are similar to those in use at major universities. Campus security is a top priority for DES.

$3,360,000 $550,000 $5,336,00

Capitol Lake Long-Term Management Planning – Deputy Director Covington reported DES is resubmitting a capital budget request for Capitol Lake and the funding necessary to complete a full Environmental Impact Statement of the lake.

$5,530,000 $2,500,000 $4,900,000

East Plaza – Water Infiltration & Elevator Repairs – Deputy Director Covington commented on the significant problems caused by water infiltration. DES is currently working on the Department of Natural Resource (DNR) Building Parking Garage to include resurfacing. The garage experienced water infiltration issues. The damage caused by water infiltration encroached electrical conduit causing corrosion and failures in the electrical system. DES and the contractor are working to address some of the failures of lights and the motion sensor system.

$8,472,000 $10,491,000 $12,411,000

Relocate Mural from GA to 1063 – Deputy Director Covington said the relocation of the mural was identified in the Senate Bill as a project until a decision was rendered regarding the disposition of the GA Building by the Legislature. The GA Building would be

- $275,000 $393,000


mothballed following relocation of the tenants to the new 1063 Building. Protection of the mural in a facility with heating is important.

Senator Hunt asked about the status of funds for beautification, restoration, and maintenance of Capitol Campus grounds. Deputy Director Covington advised that DES included no additional projects in the supplemental budget. DES was not successful in pursuing funds during the last session. However, the project would be included in the next biennial budget next summer. He offered to provide more information on the project’s budget proposal. Senator Hunt asked whether DES is tracking or monitoring impacts caused by the lack of a capital budget. Deputy Director Covington advised that all impacts are being documented. Senator Hunt asked staff to share the information such as the layoffs and the lack of architectural planning. He asked about the outcome should the Legislature pass the capital budget in December. Deputy Director Covington replied that the passage of the capital budget would benefit the state and help maximize and make up for the lost six months -recognizing that challenges would continue given the inability to maintain core DES staffing. Chair Haskell asked about the project identified as the Next Capitol Campus. Manager Hong reported the project is the replacement of the steam plant. Deputy Director Covington said the project also includes some resources for sustainability and conservation efforts to reduce energy usage. The powerhouse replacement would cost approximately $125 million with $250,000 identified for sustainability activities. Chair Haskell asked about the status of the project in terms of design and construction. Deputy Director Covington responded that no action has occurred at this time because of the lack of a capital budget. Additional studies are necessary to examine different options and alternatives. Chair Haskell referred to the committee’s previous concerns about the location of the site. Deputy Director Covington acknowledged the committee’s concerns surrounding the proposed location. Should funding become available, the design element and the location as a gateway to Capitol Campus would be critical components of emphasis. Planning for 2019-21 Capital Budget Submittal – Deliberate Process – Information & Feedback Chair Haskell recognized Kevin Dragon, Assistant Program Manager, Engineering and Architectural Services, DES. Assistant Manager Dragon shared information on his background. He has worked for state government for several years. Prior to working for the state, he worked for a local agency and was responsible for comprehensive planning on capital projects, budgets, and funding mechanisms. He joined DES in June. Staff is examining some of the negative impacts caused by the lack of a capital budget. One major impact is the reduction in staff and its affect on the overall mission of services. A major component of the budget submittal is conveyance of the conditions of all state assets to the Legislature to reflect the need in a way that demonstrates how funding is commensurate to those need. The 2019-21 DES budget request is approximately $185 million with $37 million allocated for capital improvements. It is important for DES to engage with and convey to the Legislature the importance of those needs to help legislators understand the situation. In some aspects, much of the focus driving the capital budget request was addressing emergent needs and critical failing functions resulting in a crisis mode rather than a preferred programmatic mode. DES is striving to achieve a programmatic approach to utilize funding more efficiently and address issues before they become a crisis. During his employment at DNR, staff collected data and conveyed that information to OFM for space utilization studies, facility conditions assessments, and tracking of work orders, etc. The goal was integrating the information to help drive the capital budget request, as well as


sharing that information with the Legislature. Discussions among staff have centered on how to integrate data and systems within the capital budget request for 2019-2021. The intent is developing a comprehensive planning process for preparing the capital budget request, as well as appropriately conveying the information in a sustainable and effective manner. Throughout the process, DES strives to receive funding for both emergent and long-term needs. Staff recognizes the need to complete a gap analysis of all plans and studies to develop an integrated picture of prioritized needs. Developing the capital budget involves an internal examination, a review of present conditions, identifying ways to move to a programmatic approach, and identifying methods for collecting data to communicate capital budget requirements to legislative budget committees. Deputy Director Covington noted that the role of the State Capitol Committee (SCC) and the CCDAC is a key component of the capital budget planning process. Much of the focus has only been on the long-term vision of the campus while actionable items have been lacking in terms of the SCC and the CCDAC ensuring the products are valuable and prompt policies and budgetary decisions. Today, a gap exists as DES has not worked in support of the SCC and the CCDAC in a fashion to achieve implementation of the desired outcomes. The master plan process includes long-term plans for various aspects of the campus, such as utilities, facilities infrastructure conditions assessment, and work orders. That information provided to the CCDAC and the SCC and the approach moving forward with the Capitol Master Plan depends on feedback and advice for creating a newer approach to bring value to the CCDAC, SCC, the House, the Senate, and the Executive Branch to enable decision makers make informed decisions moving forward. Representative Kraft commented on the importance of effectiveness in financing and planning in the long-term. One method of communicating could be development of a failure timeline demonstrating how prioritizing projects can graphically convey dates of anticipated failure if not funded. Information on the cost and the extended cost to replace or correct could be included to demonstrate the increase in cost because of delays. A failure timeline identifies the priorities that would fail by a specific date if action does not occur. A second graph could communicate planning timelines. Assistant Manager Dragon said DES is experiencing the unfortunate circumstance of having no capital budget while also providing some capacity as projects close out to assist in reviewing and collating data to develop graphic illustrations of campus conditions for future conversations with stakeholders and committees on priorities and important projects for the state moving forward. The Master Plan effort in concert with development of the capital budget are intertwined to ensure functionality of both efforts through the two-year budget cycle to create a programmatic visual of how the lack of funding at the biennial level consequentially impacts the 10-year plan, as well as the vision of the campus. Mr. Miles asked staff to describe staff capacity and the timeline for collating data and preparing graphics for legislative review. Assistant Manager Dragon said DES is working through staff changes as capacity will depend on staff transfers and shifting within the department. Staff discussed the importance of establishing a schedule for review by the CCDAC to establish more specificity in ways to address the planning process. One initial aspect identified was a stakeholder engagement plan. Another important stakeholder is the City of Olympia to help understand the City’s capacity to support any growth on campus. The plan should also document how the lack of a capital budget also affects the operating budget. Deputy Director Covington commented on the importance of achieving transparency in terms of how professional facility services staff recommendations and bridging actions help achieve the vision of the Master Plan while also providing data for policy decision makers. Master Plan Road Map – Revision of Master Plan’s Content and Structure - Information & Feedback


Chair Haskell acknowledged the existence of different master plans and the importance of synchronizing those plans especially when the focus of the plans is on the Capitol Campus. Many discussions have addressed maintenance, preservation, and upgrading of facilities. Those actions are necessary and likely involve some master planning efforts to establish priorities and identify failing elements, such as elevator failures and safety issues. Master plans also include a vision to direct action plans. He spoke in support of establishing a vision as the vision always leads to a series of actions of what, when, where, and why. Without a vision, all actions become non-directional. How those elements come together in a structure is important. The vision sets the direction, and to some degree, how to get there. Maintenance activities are typically a subdivision of the master plan as those activities are not visionary in a since that those activities are operational and required to continue operation of facilities. Obviously, both elements should mesh; however, the lack of any vision would not delay the repair of elevators or the provision of power to a parking garage. Assistant Manager Dragon acknowledged how staff is tracking many of the suggestions as the guiding document is dependent upon a vision; however, day-to-day actions should be in concert with the vision. Sometimes, master planning activities pursued independently without a comprehensive approach result in competing interests leading to crisis management or addressing urgencies on a daily basis rather than on a priority basis. Today, DES collects data on all systems and staff should be using that data as a planning tool to assist in establishing a capital budget. Chair Haskell agreed because maintaining or building a new structure speaks to the cost benefit. A good example is the GA Building and three separate studies documenting the inefficiency of maintaining the building. That information is important in planning decisions to avoid spending funds on maintaining an unusable building that could be the site of a new building. Deputy Director Covington said the issue is a good example of some of the gaps as the existing Master Plan should be updated to reflect the GA Building site as an opportunity site. Working with the CCDAC, SCC, and other stakeholders the opportunity exists as part of the master planning process to propose actions or sequencing priority actions. The current Master Plan lacks direction on any recommended actions for any of the opportunity sites. Updating the Master Plan could result in providing direction in a collaborative process involving the CCDAC, SCC, and other stakeholders. Chair Haskell acknowledged the comments as fair but noted that part of the problem is the lack of a program making it difficult to assign activities. The CCDAC reviewed the recommendations in the Schacht|Aslani Study and offered feedback on the actions and alternatives on each opportunity site the committee believed were important. The problem is the lack of any specific program identifying for instance, a specific number of square feet of office space. If that information was provided to a master planning effort, some decisions could be possible. Deputy Director Covington affirmed that it would be the next step. Assistant Manager Dragon added that OFM also requires a space utilization study for each agency, which is submitted by each agency each year. The issue is how that information is relayed to help determine the highest and best beneficial use of the current building prior to investing in a new building. It might make more economical sense to renovate an existing building, which creates the need for short-term swing space for tenants while the building is renovated that typically creates a lease-ownership issue. The intent is communicating those types of examples and practices in a comprehensive master planning process to help guide decisions over the long-term capital plan. Staff is assessing the extent of the update process in terms of data collection and analysis with a goal to present a Master Plan update schedule at the committee’s next meeting. The update would expand beyond the immediate update as a holistic and comprehensive effort to include identifying different ways to engage stakeholders to assist in developing an outline for review by the CCDAC.


Chair Haskell asked whether prior efforts to update the Master Plan were still valid or would be put aside for a different approach. Deputy Director Covington said prior update efforts remain valid as good work. The current effort entails forcing information into the old model or the former approach. Staff is reviewing ways to utilize work completed by the CCDAC and is incorporating that information. Chair Haskell said the work completed to date primarily involved contextual vision and identification of priority sites and ways those sites could be structured by priority to create the long-term campus vision. That defines the framework or the context for moving forward to accommodate programming uses and needs of state government. He added that he is unsure about the status of the committee’s work because it began to establish that framework, but it was never concluded. The framework is still lacking but it does not preclude the action items as the framework sets the context of the actionable items to attain the vision. Plans are typically updated every ten years. He suggested starting the update process by establishing a process that guides decisions on programs and accommodating needs today rather than establishing a context for future decisions. Assistant Manager Dragon commented that municipalities are mandated by the State Growth Management Act to have a comprehensive plan with elements that holistically establish the vision and include goals to achieve the vision. Water system planning follows a similar model by documenting existing infrastructure, existing demographics, future growth, and completing trend and gap analysis to support growth and identify future capital budget needs. The update of the Master Plan would use a similar approach to help attain the vision. Previous work completed as part of the Master Plan update is good visionary work that would be integrated. Deputy Director Covington referred to previous legislative member comments on the role of CCDAC in terms of connecting with the legislative bodies and ways to communicate CCDAC’s work and discussions to other members of the Legislature. Many opportunities exist to continue conversations about those connections and ways DES could support CCDAC to make that engagement effective to ensure visibility of the Master Plan and comprehension of the actionable items to achieve the success of the Master Plan vision versus putting the Master Plan on a shelf. Chair Haskell recalled that members engaged in that type of discussion and supported providing presentations to legislative bodies without relying on staff. He is unsure of the status of those discussions but it was a decision by the committee to provide presentations on the important work completed to date. He advocated for reinforcing the commitment as many members are new. He volunteered to participate and invited other members to consider participating as well. Representative Kraft commented that as an advisory to the SCC, the CCDAC with member expertise in design in particular, would ideally be situated to educate and share information with legislators versus members of the SCC. Deputy Director Covington pointed out that there is an opportunity to redefine an effective approach. Typically, the CCDAC reviews and forwards recommendations to the SCC that often are either accepted or minimally revised. Future opportunities could include engagements at other points before decisions are rendered because if a decision does not include effective stakeholder engagement and/or vetting, the recommendation would likely not be successful with the Legislature. He asked for feedback on ways to redefine the process by identifying opportunities or means to ensure the process moves positively down an appropriate path.


Assistant Manager Dragon cited examples of how some local planning efforts often include an advisory committee to help guide the process and assess decisions in the context of the vision to ensure decisions accomplish the targeted outcomes. Senator Hunt left the meeting. Public and Closing Comments – Information Chris Gizzi said he was recently appointed as the Capitol Campus Architect for DES. With respect to Representative Kraft’s request to create a visual representation of campus building conditions, staff is updating the Physical Inventory Conditions Assessment Program. The program is a good tool for capturing data on different building systems. The program produces a graphic representation. Overall, programmatic needs for the campus require a larger conversation that would need to address some of the physical limitations as the campus can expand only to a limited degree. Other limitations are the number of state employees on the campus because of parking capacity, which is one of the largest constraints facing the campus today. Another visioning aspect speaks to the last 20 years as there are an increasing number of agencies that have located headquarters to Tumwater or other locations. Some of those movements speak to the physical constraints of the campus preventing some agencies from remaining on the campus and because of the reduction in costs to relocate. Those actions affect the vision of the campus in the next 50 years in terms of growth and decentralization of agencies. Chair Haskell replied that the comments speak to the programming need for the campus as opposed to where and how it happens. Currently, CCDAC lacks information on future programming needs, which is lacking in the master planning process because of future uncertainties on the campus. The Master Plan’s approach has been as a physical framework for things to occur once those actions have been identified. Additionally, parking should not control what occurs on the campus. Both DES and the committee have been focused over the last several years on a comprehensive transportation plan for the campus. Parking convenience is not the only way to address campus congestion as there are other transportation modes for traveling to and on campus. Cars are outdated as most of the world is seeking other solutions. It is not logical to assume that cars on campus will be a future reality. Additionally, parking consumes many beautiful spaces on campus that could be utilized for other purposes. Parking should not be the controlling factor in master planning as the effort should consider other options. Representative Kraft mentioned the number of groups that visit the campus. Many of them are not inclined to use transit from Seattle or other areas. Although master planning should account for parking, the issue is how to comprehensively plan for that need. Assistant Manager Dragon remarked that the lack of parking on campus causes visitors and others to park in surrounding commercial and residential districts, which has created some controversy and inconsistencies in land use. The Intercity Transit bus system could change if parking was not provided. The master planning effort would need to include Intercity Transit in terms of how transit affects the plan in the future. Manager Miller announced that the meeting would be her last as she is retiring from DES. She has enjoyed working with and serving the committee since the early 1990s. Chair Haskell expressed his gratitude for her service as she has always been very helpful to him personally and to the committee. Next Meeting The next meeting is scheduled on Thursday, November 9, 2017 at 10 a.m.


Adjournment With there being no further business, Chair Haskell adjourned the meeting at 11:30 a.m. Immediately following the meeting, members and staff toured the 1063 Block Building. Prepared by Valerie Gow, Puget Sound Meeting Services, [email protected]

Capitol Campus Design Advisory Committee November 9, 2017 2018 Calendar Purpose: Action Dennis Haskell, CCDAC Chair, will solicit nominees and lead discussions by the CCDAC to provide two members to serve as committee chair and vice chair in 2018. The CCDAC will offer two respective member names to the Director of the Department of Enterprise Services (DES) for consideration. Background: At the end of each calendar year, the presiding CCDAC chair solicits nominees and leads discussions to identify CCDAC members interested in serving as chair and vice chair during the next calendar year. Pursuant to RCW 43.34, the Director of Enterprise Services formally appoints the chair and vice chair of CCDAC. The term of appointment is typically for one year beginning on January 1st and ending on December 31st of each calendar year. Recommended Action(s): Move to nominate “ADD Name” as Chair and “ADD Name” as Vice Chair for consideration by the Director of Enterprise Services when appointing these CCDAC positions for calendar year 2018.

Capitol Campus Design Advisory Committee November 9, 2017 2018 Calendar Purpose: Action The purpose of this item is to establish regularly-scheduled meeting dates of the Capitol Campus Design Advisory Committee (CCDAC) for 2018. Dennis Haskell, CCDAC Chair, will lead this discussion. Background: At the end of each calendar year, CCDAC establishes a meeting schedule to perform its business in advance of the following calendar year in accordance with RCW 42.30.075 – Open Public Meetings Act. Actual meeting dates may be modified by the CCDAC throughout the year as circumstances may dictate. Date modifications typically occur when a quorum of the CCDAC members is necessary for one or more action items to proceed or to provide adequate time to prepare and present matters of consideration so the CCDAC may properly advise the State Capitol Committee (SCC) or Director of Enterprise Services (or his/her designee). Additional CCDAC meetings and work sessions may be called at any time throughout the year by the CCDAC Chair based on the business needs of CCDAC, SCC, or Department of Enterprise Services (DES). All additional meetings must be noticed according to RCW 42.30.075 – Open Public Meetings Act, as applicable. Recommended Action(s): Move to establish the Capitol Campus Design Advisory Committee’s regular meeting schedule for 2018 on the following dates:

• Thursday, February 15, 2018 • Thursday, May 17, 2018 • Thursday, September 20, 2018 • Thursday, November 8, 2018

Move to authorize the CCDAC Chair to work with DES to reschedule and properly notice any modified meeting date, which may be necessary to fulfill the business needs of CCDAC, SCC, or DES.

Capitol Campus Design Advisory Committee November 9, 2017 CCDAC Membership Purpose: Action Bill Frare, Assistant Director of DES Facility Professional Services will provide CCDAC members an update on the recruitment and appointment of the Landscape Architect position on the Capitol Campus Design Advisory Committee (CCDAC). Background: The CCDAC is an advisory group to the State Capitol Committee (SCC) and the Director of Enterprise Services (Director). This advisory committee fulfills an important stewardship role in contributing to the attainment of architectural, aesthetic, functional, and environmental excellence by reviewing and making recommendations on state facility programs, planning, designs, and landscaping located on the State Capitol Campus and in neighboring communities. The committee is comprised of the Secretary of State (or designee); two members of the House of Representatives (one from each caucus); two members of the Senate (one from each caucus); and an additional 4 members, who represent the professional disciplines of architecture (2 members), landscape architecture (1 member), and urban planning (1 member). The Director of Enterprise Services is provided authority under Chapter 43.34 0.090(2) RCW to appoint additional professional discipline members. Currently, the Landscape Architect position is vacant. In June 2017, DES solicited interest from for a Landscape Architect individuals with education and experience in Landscape Architecture. DES received a total of 2 interested professional landscape architects. Interviews were held on November 2, 2017 at DES offices, 1500 Jefferson Street. An interview panel consisting of Bill Frare, CCDAC Chair Dennis Haskell, and Rose Hong, DES Asset Manager review the interests, education and professional experience of the applicants. The panel provided a recommendation for filling the Landscape Architect position has been forwarded to DES Director Chris Liu. Director Liu intends to interview the final applicant, and as appropriate, issue an appointment letter in mid-November 2017. Recommended Action(s): No action required.

Capitol Campus Design Advisory Committee November 9, 2017 DES Organizational/Staffing Changes Purpose: Informational Bill Frare, Assistant Director and Rose Hong, Property Management Manager of DES Facility Professional Services will provide CCDAC members with an overview of organization changes and staff assignments with DES FPS Asset Management Program. Background: In late September 2017, DES was required to reduce staff within its Engineering & Architectural Services (E&AS) Program. The E&AS program provides professional project management services to many state and local agencies, state colleges, and other client agencies in relation to planned capital construction and public works projects. The E&AS project managers include licensed professional engineers, registered architects, and experienced construction managers. The program is funded through an appropriation in the capital budget and through reimbursable interagency agreements for alternatively financed projects. The need for E&AS staff reductions provided an opportunity for DES to evaluate programmatic needs within both the Asset Management and E&AS programs. Several professional engineers and architects familiar with the capitol campus and experience necessary were reassigned from E&AS to DES’ Asset Management program. DES’ Asset Management Program, which is responsible for monitoring and managing state-owned buildings and grounds throughout the capitol campus and other state-wide facilities. An asset manager is assigned to each state-owned and operated facility under DES care and responsibility. Each asset manager works directly with tenant agency representatives and DES’ maintenance personnel to address a wide range of services in connection with providing safe, healthy and efficient work places. E&AS Staff reassignments will assist and enhance the services provided by Asset Management. An organization chart is provided for more information. Recommended Action(s): No action required. Attachment: Facility Professional Services, Organizational Chart, dated October 2017.

Rose HongProgram Manager

W: 360‐407‐7954

Employment SecurityChris Gizzi

Campus ArchitectW: 360‐407‐9304

InsuranceTemple of JusticeCarrie Martin

Asset ManagerW: 360‐407‐9323

Capitol Lake

Diana PeeplesAsset ManagerW: 360‐407‐7929

Capital Court Matt MiskovicProject ManagerW: 360‐407‐7951

D. McCuddenProject ManagerW: 360‐407‐9302

Kevin DragonMaster PlannerW: 360‐407‐7956

Marygrace GodduHistoric & Cultural

ResourcesW: 360‐407‐9328

Governor’s Mansion Art / Monuments Historical Furnishings WACS

Rafael UrenaFacility Services Coordinator

W: 360‐407‐7924

Debra DelzellProperty ManagerW: 360‐407‐8786

Caroline HansorProperty ManagerW: 360‐407‐9326

Darlena Heglund Property ManagerW: 360‐407‐9324

Sidney HuntProperty ManagerW: 360‐407‐9357

Marlene AnglemyerProperty ManagerW: 360‐407‐8023

Robyn Hofstad AA 3

W: 360‐407‐9414

Ron Major Resource Conservation

W: 360‐239‐4134

Michael Van Gelder

Property ManagerW: 360‐407‐9306

Legislative BuildingJ.A. CherbergJ.L. O‘BrienNewhousePrichardWashington Bldg.Visitor Center

On extended leave Expected return12‐18‐2017

At that time assignments will be adjusted to include:

Insurance Bldg.Temple of JusticeAyers/CarlyonCapital CourtEmployment Security

Highways & LicensingNatural ResourcesOffice Building 2TransportationArchivesAyers/Carlyon

Infrastructure:GroundsParksUtilitiesRoadsParking lotsParking GaragesConservatoryPowerhouseCapitol Lake DamGeneral Admin721 ColumbiaEcology PropertySigns/Wayfinding

Alaska St. Bldg.KelsoYakimaTacoma – BroadwayTacoma – MarketTacoma – GarageOld CapPerry StreetUnion AveProArts/ State Farm

Labor & IndustriesEdna L GoodrichIsabella BushModular Bldg.Dolliver

Katy StarkMA 3

W: 360‐407‐8243

DES ‐ Asset ManagementOrganizational Structure

Assignments and Contact informationOctober 23, 2017

Capitol Campus Design Advisory Committee November 9, 2017 Master Planning Update Purpose: Informational Kevin Dragon, Assistant Program Manager will provide a brief update on master planning efforts. Background: DES Asset Management Staff previously identified three important updates to the 2006 Master Plan, which include:

• Incorporation of a Capitol Campus Map and description- Approved by SCC on June 15. Staff continue to work on the two remaining plan updates:

• Development of a new “Governance” chapter – scheduled completion date: Sept 2018; and

• Inclusion of the “Development Opportunity Sites” Chapter – scheduled completion date Dec 2018

During these efforts, DES staff began assessing the 2006 Master Plan content, and determined there was a need to make this plan more “actionable” versus “visionary” for short and long-range decision making. Specifically, staff recognizes several limitations within the current Master Plan for the Capitol Campus Plan for addressing emergent needs, and missing connections to the 10YR Capital Facility Plan (CFP) and current and future biennial budget. The CFP and budget requests should directly relate to how DES might plan and manage the state-owned facilities in concert with the long-term vision for the Capitol Campus. DES has determined a need for a more comprehensive plan to address the existing and emerging needs on the Capitol Campus. Due to staffing changes and reassignments, staff continues planning efforts as follows: Reviewing notes and data for SCC, CCDAC and stakeholder meetings and workshops held

in 2014 and 2015.

Gathering and reviewing other state and local comprehensive plans, reports and studies (i.e. utilities, transportation, transit, parking, etc.) for concurrency, and meeting with local and state agencies.

Reviewing and assessing the planning approach – “2006 Master Plan Update” vs “Comprehensive Master Plan,” which is intended to be a living and working planning document.

Performing a deficiency or “gap” analysis of planning and development-related elements. For example, these might include:

Washington State Department of Enterprise Services

• Governance/Planning Process and Scope • West Campus, East Campus, and Other State-Owned Facilities • Open Public Space/Campus Security • Transportation/Parking/Pedestrian Corridors • Utility Infrastructure Conditions/Deficiencies • Existing Facility Conditions/Future Development Opportunities • Historic Preservation

Identifying and updating DES’ Capitol Campus Stakeholders List.

Developing a new Stakeholder’s Communication/Engagement Plan– This will be important

to engage and review validity of the information collected in 2014 and 2015 for use as part of future planning efforts.

Developing a conceptual outline of a Comprehensive Capitol Campus Plan based on

desired and required planning elements and need for concurrency with other state and local plans.

Developing of project schedule once scope and magnitude of planning efforts and related resources are better understood. A “Multi-Year Phased Approach by DES Staff” vs. “Major-Rewrite by Consultants” is likely due to a lack of available funding for planning efforts.

Recommended Action(s): No action required. Attachment: Facility Professional Services, Organizational Chart, dated October 2017.

Capitol Campus Design Advisory Committee November 9, 2017 Construction Progress/Post Construction Review Purpose: Informational/Feedback Bill Frare, Assistant Director of DES Facility Professional Services will provide a brief update on the status for FY2015-17 Capitol Campus Projects. Background: Working together with the Department of Enterprise Services (DES), CCDAC will review planned and constructed capital projects at varies stages of completion to foster design excellence and provide advice to the SCC and DES to ensure public resources are wisely and efficiently invested to safeguard the legacy of the State Capitol Campus. DES completed the following FY2015-17 projects or improvements on the capitol campus:

• Sundial Renovation/Improvements • Governor’s Mansion Balustrade Project • Tivoli Fountain Repair Project • Campus Exterior Lighting Project • Natural Resources Building Garage Fire Suppression Replacement Project • 1063 Block Replacement Project • West Campus Historic Buildings Exterior Repair Project

The purpose of CCDAC’s Post-Construction Evaluation/Review is to inform members of actual building and site improvements made on campus within the year and to offer opportunity for DES and CCDAC to review planning and design guidelines in relation to performance versus expectations. The following questions are intended to guide discussions in relation to post-construction evaluation/reviews: 1. Has the project met design objectives? 2. Is the end-result a positive addition to campus short and long-term? 3. Does the project meet the programmatic plan objectives? 4. Did the project meeting the objectives? If not what part of the process did not work? 5. Develop a checklist of issues to watch for in next project. 6. Did Master Plan provide sufficient direction? 7. Was the project management process successful? 8. Did the objective for Design Excellence become compromised through the project process? Recommended Action(s): No action required. Attachment: FY2015-17 Completed Capitol Campus Projects, dated October 2017.

capitol campus design advisory ommittee · washington state department of enterprise services page...

Documents