Community Liaison Council Meeting Minutes
November 20, 2008, 4:00–6:00 p.m.
Visitor Information Center, Building 45 (Natcher Building)
Conference Room D
National Institutes of Health

ANNOUNCEMENTS—Dennis Coleman, Co-Chair; Ginny Miller, Co-Chair

• Every 2 years, NIH publishes “The Almanac,” which summarizes NIH's history, accomplishments and current biomedical research activities. Mr. Coleman distributed CD copies of the current (2008-2009) Almanac. It includes hyper-links to relevant Web sites for those seeking more detailed information.

• Today, Ron Wilson, Planning Director, Office of Research Facilities (ORF), received a Director’s Merit Award in recognition of the time spent doing essentially double duty as Acting Director of ORF and NIH master planner.

• Tom Hayden, Director, Amenities & Transportation Services Division, Office of Research Services (ORS), also received a Director's Merit Award as part of the group that organized this year's “Big 8 Health Ministers’ Meeting”.

• The Bethesda Fine Arts Commission is sponsoring a local art contest which features a significant $10,000 first prize. Applicants submit a slide of their art creation; preliminary judges pick those most suitable for exhibit at a local gallery; final judges pick the winner including consideration of public response to the various entries. Mr. Coleman has entry forms if anyone is interested.

• Bethesda’s central business district will be hosting its annual Winter Wonderland activities December 5 and 6. Seasonal music, exhibits and food offerings are posted on the Bethesda Urban Partnership web site (www.Bethesda.org)

• Those wishing to voice comments, complaints or compliments about the current construction activities at the Navy base should note that the BRAC (Base Realignment & Closure) hot line number is 301-319-BRAC (i.e. 301-319-2722).

• NIH’s tobacco-free campus policy has been in effect for 2 months. Assuming that ~10% of NIH’s staff smoke means that ~1700 people may now be going outside the fence to do so. Neighborhood feedback indicates that some smokers are discarding cigarette waste outside certain pedestrian gates where smokers gather. Ms. Blackburn said that a contractor will be periodically sweeping up this waste. NIH neighbors may also note that yellow waste receptacles have been placed outside the affected gates. Mr. Coleman predicted that the onset of winter is likely to further reduce the number of staff willing to stand outside and smoke while shivering.

• A resident on the south side of the campus asked whether an unusual vibrating noise heard on November 10 was coming from the power plant. Plant operations staff investigated but didn't think the plant was the source. It could have been another case of a safety relief valve opening on the roof of a nearby lab building, which is what such valves are designed to occasionally do.

• A resident on Roosevelt Street became concerned about a pool of standing water that was seen on NIH property after a rain storm. It was expanding towards his backyard. Grounds keeping staff investigated, found that an NIH drain was blocked by grass clippings, and cleared it.

• Mr. Coleman showed Ms. Michaels’ recent photograph of a brick wall around her townhouse subdivision. It had been knocked down by a speeding truck on Wisconsin Avenue. This prompted Ms. Michaels to contact the State Highway Administration (SHA) and oppose the increased speed limit that was under consideration and which has now been tabled. Mr. Coleman complimented Ms. Michaels on her safety awareness and the effectiveness of her communication to SHA.

• Montgomery County's Public Works Department is having a meeting tonight (November 20) at 7:00 at the Kensington Parkwood Elementary School. Public input is sought concerning a project to rehabilitate the bridge over the Beltway on Cedar Lane. Significant traffic impact is expected since Cedar & Wisconsin is a congested local intersection, even without construction underway.

• The County is developing a playground on a strip of vacant public land in the Locust Hills subdivision. This will enable use by the public and not only by those whose backyards adjoin it. Mr. Coleman acknowledged the efforts of Ms. Volz, who had promoted this outcome with the County.

FACILITIES

Parking & Driveway Projects near Gateway Center & Building 45—Shah Saleh, Project Officer, OFRDO
Mr. Saleh was the Project Officer for Gateway Center as well as the parking and driveway projects adjacent to it, the Child Care Center and Building 45. The parking and drive way projects were intended to rehabilitate the parking lot surface, separate Gateway and Child Care Center traffic, and improve truck and emergency vehicle access to the area between Building 45 and the Child Care Center. When the need for this project arose about a year ago, the work was coordinated with ORF planning staff. Tree loss was minimal and all required permits were obtained from the state environmental department. New trees have been planted along the driveway.

Installing the 10-foot-wide driveway was part of a package to improve the Child Care parking lot (another entrance also had to be added) and at the same time prevent Gateway traffic from entering or cutting across the child care parking lot. This driveway is used a few times a year for 18 wheelers to deliver supplies to Natcher. The previously widened sidewalk was not a satisfactory solution since large trucks would run over shrubs and crack it, so it was eventually widened to 10 feet and replaced with reinforced concrete.

The result is permanent construction, which will be used by pedestrians 98% of the time, so bollards would normally block vehicular traffic (thus eliminating the need for pedestrian safety measures where the standard sidewalk and driveway intersect). When necessary, large trucks will now be able to access Building 45 without damaging anything, and in addition the new driveway improves emergency vehicle access. Both Child Care Center and Building 45 surface parking lots have also been renovated and restriped. Construction is complete and landscaping is being restored.

Discussion
Mr. Schofer confirmed the need to widen the path to 10 feet because that is a minimum width for trucks.

Mr. Oberlander felt that if this is a permanent roadway, the Master Plan should have been amended. Mr. Coleman deferred discussion of this issue until the arrival of Susan Hinton, who is on the agenda to explain exactly his point; namely, the criteria which trigger master plan amendment.

Ms. Blackburn said that ORF was informed that the sidewalk would be widened and participated in some planning meetings about the project. Mr. Saleh repeated that the new surface may look like a sidewalk, but it's actually a driveway made of foot-thick reinforced concrete.

Ms. Michaels said that there should have been more consideration of or at least notice to neighboring residents about jack-hammering and loud beeping (from equipment backing up) at night. This was very annoying for a few days and in one case lasted until almost 11 pm. Mr. Saleh apologized, explaining that they could not touch the parking lot during business hours because it's normally occupied until after 6:00 P

Master Plan Framework and Modification Criteria—Susan Hilton, ORF
No written NIH guidance specifically defines what level of change requires master plan amendment. It's clear from the HHS Facilities Program Manual however, that the Master Plan purpose is to provide a overall land use vision or at most, guidelines for what has been envisioned. In no case does a master plan get down to the level of detailed specification or facility design.

The National Capital Planning Commission (NCPC) reviews and approves master planning of federal property in the DC region. Their web site addresses master plan modifications in a general sense. Once a master plan is approved, a revision becomes necessary if the NCPC executive director decides that there was a significant change in the purpose or use of property or facilities on the property. Consistent with the HHS manual, NCPC views a master plan as a framework or outline to guide the purpose and direction of future land use, not a blueprint of exactly what, where and when specific elements will take shape.

As for the 10-foot roadway, its general purpose, use and location are consistent with the Master Plan vision of the affected area of the campus. For example, there are sidewalks in that area already connecting Gateway, Daycare Center and Building 45. These have historically been used by vehicles and crews for occasional landscaping, maintenance and delivery of supplies. This is not a new commuter access road or any other type of road for daily use. Nor will the numbers of staff, visitors or children using the affected facilities be different. The access path widening only became a more significant project from a physical and duration perspective because the path had to be strengthened due to the cracking of previous access paths. In addition, there are no off-site impacts associated with simply having a more robust path. Therefore this is not a Master Plan issue.

Discussion
Mr. Oberlander commented that NCPC must have changed their previous interpretation of what requires master plan revision from the simpler (temporary vs. permanent change) criterion used when he worked there to a more involved use/intensity/impact driven criterion.

Mr. Coleman observed that the construction was actually more impactful to the master plan than the final result. In fact, he felt that no one would have even noticed the project had it occurred somewhere else on campus. As it was, neighbors noticed the heavy equipment, landscape disturbance and 3 month duration since it happened essentially on NIH's front porch, which they regularly cross for community meetings. He thanked the presenters for addressing the issue.

TRANSPORTATION—Brad Moss, Communications Officer, ORS

Gateway Visitors’ Garage MLP-11— Tom Hayden, ORS
The Gateway Visitors’ Garage opened August 25, 2008. Hours of operation are 6:00 AM to 11:00 PM. The driveway striping was re-done for free because the original result had been confusing to many users. Signage was revised September 30 to be more visible, which has reduced drivers’ confusion when entering the garage. Despite increasing usage, Rockville Pike traffic is so far unaffected by turning movements or backups.

The charge to park is $12/day or $2/hour, which is a little more than Metro charges for its parking lots. $17,000 in user fees were collected last month. Installation of flashing walk/don’t walk lights is planned for North Drive, the Gateway entrance, and Lincoln Drive as soon as funding has been secured.

Mr. Hayden contacted the State Highway Administration (SHA) and asked that someone give a presentation on the planning and scheduling of projects at 4 local intersections slated for improvement in partial mitigation of BRAC traffic impacts. These are Route 355 & Cedar Lane, Route 187 (Old Georgetown Road) & Cedar Lane, Route 355 & Jones Bridge Road, and Route 185 (Connecticut Ave.) & Jones Bridge Road.

How local circulation will work with thousands of additional BRAC vehicle trips, new facilities on Rockville Pike (CVIF, Gateway, Metro kiss & ride restoration), current U-turn requirements, extended turn lanes and a new signal at N. Wood Road, and planned construction (retention pond, metro access, pedestrian crossing, etc) is of keen interest to the community since the local intersections already operate at congested levels (LoS E & F).

Mr. Coleman reported that at the County's recent BIC (BRAC Implementation Cmte) meeting, SHA indicated that they could be ready to present a 30% (concept) design of the 4 intersections to the public during 1Q 2009.

Discussion
So far, traffic back-ups caused by the Visitors’ Center traffic have not been seen, although, Ms. Michaels pointed out that just outside the fence, the pedestrian crosswalk doesn't always feel safe since drivers tend to be looking around for directions on where to go or park.

Mr. Oberlander said that the revised signs can have too many words for confused, lost or illiterate people to read, especially while they are driving.

Ms. Kleinman related her harrowing experience getting to today's meeting when someone was exiting the garage in the same lane she was using to enter.

Mr. Oberlander agreed that the exit signage in the garage remains unclear and reiterated that the signs can be too long for some drivers to read.

Along Rockville Pike, there is a problem with people using the deceleration lane to drop people off and pick them up. Montgomery County is putting up "No Stopping" signs, but Mr. Oberlander thought that the presence of a police officer would be needed to enforce them.

Commuter Access to Metro—Brad Moss, Communication Officer, ORS
The good news is that, at least for this fiscal year, the West Gateway pedestrian only access on Old Georgetown Road will remain open Monday through Friday, 6 AM to noon, and the perimeter shuttle will continue on its current schedule. Last month’s discussion of budget shortfalls had led to anticipation that West Gateway would close and off-peak hour shuttle service would be curtailed. Perimeter shuttle ridership has remained stable at 2500 to 3000 per month, which is equivalent to 60-70 commuters each weekday morning and evening.

Discussion
Mr. Moss reported that the problem with the locked exterior door at Natcher tonight was caused by a mechanical problem, which will be fixed immediately. Mr. Schofer complimented the Office of Research Services on their quick response. Notified by telephone, ORS had verified the problem and quickly deduced the cause.

Ms. Hoos brought up an issue of pedestrian safety and convenience. At the South Drive vehicle exit on Old Georgetown Road, the sidewalk ends inside the gate and restarts on the other side of the gate. When the West Gateway, non-employee pedestrian only access is closed, non-employee pedestrians must walk through the gate on the road to regain the sidewalk on the other side. Someone has to unlock the gate, but police do not like to do that and neither do they allow pedestrians to walk on the road, so if a pedestrian does not have an employee pass, and West Gateway is closed, he or she cannot exit at South Drive.

Mr. Moss had not heard that this was a problem, but will raise the issue with Officer Ritch. It may be just a matter of communicating that pedestrians should be allowed to walk through this gate on the road.

ENVIRONMENT

Energy & Water Conservation at NIH—Greg Leifer, DPM, ORF
In 2001 (before completion of NIH's expansion), NIH spent about $40,000,000 on utilities. That amount has increased to almost $100,000,000 (electricity $37 million, natural gas $16 million, water $6.8 million, fuel oil $6.5 million, co-generation $32 million). To compare this with typical usage for residential consumption, it equals the equivalent of 35,000 homes’ worth of electricity, 65,000 homes’ worth of natural gas and 12,000 homes' worth of water. The driver of increased utility cost is expanded NIH facilities and activities (primarily Buildings 37, 40, 50 and the new Clinical Center), not to mention price inflation.

Meanwhile, laws and executive orders are encouraging conservation, e.g., Energy Policy Act (2005), Executive Order 13423, Energy Independence and Security Act (2007). To save money and conserve natural resources, NIH’s goal is to reduce energy consumption by 3% annually and to reduce water consumption per square foot by 2% annually.

To do this, the Division of Property Management (DPM) has embarked on a public outreach and education campaign. Audience members (and staff certainly) have seen evidence of this in the form of NEMS (NIH Environmental Mgmt System) posters around campus, environmental awareness training, Green Serve to solicit employees’ ideas, Green Office Challenges, Earth Week activities, Recycling Day, and Energy Awareness Month. DPM is also finding ways to conserve energy with operations and maintenance in power plant systems, heating and cooling systems, thermostats, and lighting. DPM is also studying, designing, and constructing energy and water conservation projects, which can be financed with what is saved on utility bills.

Given NIH's biomedical research mission, this can be a challenge. At least some lighting is on in almost all 70 main campus buildings almost all the time. Since the Gateway Center opened, the CVIF has been open 24 hours per day, and many buildings have emergency lighting, which must remain on 24 hours per day. But, some lights can be programmed to turn off when activity is not sensed by means of motion or sound.

To conserve energy and water regardless of the mission, NIH facilities are increasing use of high-efficiency lighting fixtures and bulbs, high-efficiency motors, variable-frequency drives, automated building management systems, HVAC (heating, ventilating, and air conditioning) modifications, steam traps, water-conserving fixtures (toilets and faucets), process water conservation (sterilizers, stills), electric/fluid metering, and automatic PC/LAN screensaver and other shutdown opportunities.

To accomplish all this, DPM has let several contracts, such as the GSA Area-wide Contract or DOE Energy Savings Performance Contract . With these vehicles, NIH can pay for projects directly or can pay over time. Since 2001, some 20 projects have been undertaken, which has achieved the cumulative energy savings of $5 million annually. Additional projects will soon begin at Children’s Inn, Family Lodge, and Parking Garages.

Discussion
Ms. Lueders reported that her former office had a motion sensor, but not the lab. Mr. Leifer said while NIH does have motion sensors in labs, motion sensors in labs can be problematic and/or risky for those who work with chemicals and misc samples. Each opportunity must be addressed in a case by case basis, and depends on existing conditions, wiring, switch locations, as well as occupant and/or lab/safety group’s general sensitivity.

Mr. Sawicki asked about green technology for new buildings. Mr. Leifer said NIH has for years implemented green construction for new buildings such as Gateway Center. Moreover, green roofs will be installed in some legacy buildings. In this region however, solar power is generally not economical because the amount of unclouded sunlight is marginal, the equipment is costly, large systems with any significant yield can take up acres of land.

Participants asked Mr. Leifer to put on the agenda of the next DPM or NEMS status meeting the issue of asking all building managers to come up with plans to turn off more building lights at night when no one is using them. The public understands that NIH operates a hospital, but NIH conservation efforts may not be fully appreciated since so much campus lighting in so many non-hospital, non-lab buildings and multiple floors of buildings is visible at night. Mr. Leifer said that he is willing to bring that up.

Ms. Lueders wanted to add the issue of how many lights at the CVIF must be kept on all night. Given the intensity of those lights, a lot of energy could be saved if only 1 of the 3 vehicle inspection lane was lighted, and 3 lanes are not needed 24/7. Mr. Leifer said each building is considered case by case, depending on usage and how the building was wired, and he will investigate the CVIF's off-hour lighting.

SPECIAL PROJECTS—Dennis Coleman, OCL Director and Co-Chair (for Tony Clifford)

South Lawn Drainage Improvement; Contract Kickoff— Tony Clifford, Chief Engineer, ORF
There is good news about the South Lawn. When Dan Wheeland got involved, he suggested a way to partner with the county so that NIH pays for a drainage line on NIH property, and Montgomery County pays to connect to it. Bruce Johnson, Montgomery County’s head of capital projects, has identified senior engineer Mitchell Michael to work with NIH. NIH contractor, A. Morton Thomas & Associates, Inc., has finished the field survey of the South Lawn and is awaiting the AutoCAD drawings. Landscape architects are also on board.

The utility lines were buried on an easement NIH gave the public utility company. Now, the next step is to exactly locate those lines, which include both electric and gas lines. A task force is needed to document their depth and horizontal location along the entire 470 foot extent of the NIH trench. A test pit will be dug within the next couple of weeks. The pipe has been laid out as well as possible without digging, but Mr. Clifford wants to actually see the utility lines rather than rely on historic drawings.

The complete proof-of-concept plan could not be done until the county was on board because NIH needs to know the exact elevation at which its pipe will connect with the County's system at either end. With those 2 elevations, A. Morton Thomas can complete the design. Also, the county has to budget for connecting to the NIH pipe. NIH has design and construction money in the current budget. Plans now show an intermediate manhole in the middle of the 470 foot run in addition to one at each end. NIH is also thinking about a catchment basin to direct rainwater from the roofs of nearby houses to this pipe. Likewise, the consultant will determine whether a 24-inch or smaller pipe is necessary, which could save material cost.

The landscaping plan addresses the swale, which we may no longer need. Excavation for the 24-inch pipe will produce dirt, which can be used to fill in the swale. To deter mosquitoes, they are piping water from drain to drain, landscaping with plants that soak up water, and modifying the swale so it will not be continually wet.

After the county is on board and they know how much it costs, the CLC may be helpful is getting them to dedicate those funds. Mr. Clifford will ask a consultant to present the proof-of-concept plan to the CLC.

INFORMATION FORUM— Dennis Coleman, OCL Director and Co-Chair

No topic this month

ROUND ROBIN—Ginny Miller, CLC Co-Chair

Comments and Concerns

• Mr. Schools reported that the Children’s Inn purchased the building at 8300 Woodmont, a former mansion with 7 bedrooms and 5 bathrooms. It will be converted to temporary living space for up to 5 families, some of whom have to be at NIH for as long as a year for treatments infrequent enough that they don't need to use premium space at the Childrens' Inn. Parking is on site and operation should not affect traffic or the neighborhood.

• Mr. Schools also reported that once a year, NIH hosts a holiday party with the Hyatt Hotel and Rescue Squad for people undergoing financial hardships. He asked CLC members to notify him if they know of people who may be foreclosed on or are otherwise in need.

• Some 52 associations are working together with the Department of the Navy to provide needed hobby, pastime and reading materials to recovering soldiers returning from Afghanistan and Iraq.

• Mr. Coleman asked Mr. Schools to return for the holiday meeting on 12/18/08 for a more extensive presentation of R&W charitable and community programs. This will be a light business meeting with NIH's snow removal program and surprise holiday entertainment already on the agenda.

• Mr. Moss will send a message to employees asking for donations to “Toys for Tots” for Children’s Inn occupants.

ADJOURNMENT

Meeting adjourned at 6:12 p.m.
Next meeting: December 18, 2008

PARTICIPANTS

CLC Members
Marian Bradford, Camelot Mews
Harvey Eisen, Edgewood Glenwood
Jean Harnish, Whitehall
Nancy Hoos, Sonoma
Darrell Lemke, Parkview
Marilyn Mazuzan, Oakmont
Deborah Michaels, Glenbrook Village
George Milne, Stoneridge School
George Oberlander, Huntington Parkway
Lucy Ozarin, MD, Whitehall
Steve Sawicki, Edgewood Glenwood
Ralph Schofer, Maplewood
Beth Volz, Locust Hill

Liaison Representatives
Kira Lueders, NIH Alumni Association
Joan Kleinman, Rep. Van Hollen’s office
Randy Schools, R&W Association

NIH Staff
Amy Blackburn, ORF
Tony Clifford, ORF
Dennis Coleman, OCL
Tom Hayden, ORS
Susan Hinton, ORF
Greg Leifer, ORF
Brad Moss, ORS
Sharon Robinson, OCL
Winfield Swanson, Audio Associates

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