Community Liaison Council Meeting Minutes
October 20, 2005, 4:00–6:00 p.m.
Visitor Information Center, Building 45 (Natcher Building)
National Institutes of Health

HANDOUTS

• September 15, 2005, Community Liaison Council (CLC) meeting minutes
• October 2005—NIH News in Health
• Be Ready, Make a Plan
• NIH Emergency Pocket Guide
• Office of Research Facilities and Development and Operations brochure
  

WELCOME AND ANNOUNCEMENTS

By John T. Burklow, Acting Director, OCL, OD, NIH

Mr. Burklow mentioned that the position of OCL Director has been advertised and applications will be accepted until the 10th of November.

PRESENTATIONS

Gateway Center Construction
By Shah Saleh, Division of Capital Projects Management, ORF, OD, NIH

Mr. Saleh reviewed the project plan, noting that there is a Visitor Center for temporary badges, a visitor vehicle inspection center, and a parking garage with 350 spaces. He reviewed the new traffic pattern associated with the Gateway Center that will require vehicles to make a right turn into the center off of Wisconsin Avenue, with a right-turn-only exit from the campus. After processing, visitors can park in the two-level parking garage and proceed to their final destinations either on foot or via the shuttle.

Mr. Saleh noted that they are also working closely with the child care center on the south side of the project site. They have put peepholes in the barrier for children to look through and have taken every precaution to protect the children. The project is about 12% completed. Mr. Saleh noted that the State Highway Administration (SHA) permit for the new entrance off Wisconsin Avenue was good for one year. He informed the Council that because of safety concerns voiced by the community, the sidewalk along Wisconsin Avenue will not be closing down in the near term. They now intend to delay removing the sidewalk until next spring, but it must be completed before the permit expires.

Mr. Ralph Schofer expressed concern about how many vehicles would compete for the 350 available visitor parking spaces and about the turnover times. Mr. Ron Wilson said the traffic study had identified the number of vehicles expected during peak times in the morning and afternoon. He has arranged for a representative from the SHA to attend the November Council meeting to talk about traffic issues. He assured the Council that the SHA was aware of the potential traffic congestion problem.

A Council member asked if there would be a bus stop at the new Gateway Visitor Center parking garage. It was noted that the shuttle stop at the present temporary Visitor’s Center will serve the permanent center as well.

NIH Perimeter Fence Question and Answer Forum
By John Dattoli, Director, Security and Emergency Response, ORS, OD, NIH

Ms. Lesley Hildebrand asked about why the minimum age limit for teenagers to be allowed to enter the NIH campus (unaccompanied by an adult 18 or older) has been set at 16. She wondered what this had to do with the Amber Alert system as was suggested at the October meeting. Ms. Amy Blackburn explained that the Federal and State Amber Alert cutoff age is 17. NIH is trying to accommodate the community and had lowered the age to 16. Chief of NIH Police Al Hinton said there was concern that some parents might hold NIH responsible if the last known check-in for a child was the NIH campus. To clarify, the Amber Alert is only one of the reasons for the determination of 16 as the minimum age.

The NIH has also provided a perimeter shuttle service to help neighbors, including children under the minimum age, reach the Navy Medical Center transit facilities. Some Council members feel that due to its infrequent headways (every twenty minutes), it is not adequate and requires children to match their schedule to that of the shuttle service. NIH reminded the members that everyone’s safety is under more scrutiny, especially NIH employees’, as well as the surrounding community’s. Consequently, everyone has had to compromise under the new security policies. It was noted that some neighborhoods have created a neighborhood carpool to get their children to school. Mr. Burklow agreed to review the cutoff age.

Ms. Marilyn Mazuzan voiced her disappointment that the discussion of problems entering the campus at the last CLC meeting had not made the situation better. She felt it was worse; there had been only one vehicular screening lane open, and it had taken her more than 20 minutes to get onto campus. She pointed out that there were plenty of people, but they appeared to be milling around and arguing about how to deal with the line. Chief Hinton pointed out that next spring, the new commercial vehicle inspection station would eliminate much of the traffic since commercial vehicles would be screened at a different entrance than passenger vehicles. He recommended entering at an employee entrance because, with the badge, Council members need not mix with commercial traffic.

Data is being collected on how many pedestrian visitors are crossing the NIH campus from the west side to reach the Metro on the east. The information so far indicates between 50 and 75 people a day, at most. Another question concerned the huge backup at South Drive. Mr. Randy Schools pointed out that you cannot make a left turn there and that this is not NIH property, so the NIH can do nothing about it. Mr. Wilson replied that the County was aware of the problem, and they should be in a position to talk about it with the Council at the November meeting.

Some discussion followed about the most efficient way to inspect cars. Chief Hinton said they had tested various ways and were trying to do this as expeditiously as possible. But they were always looking at ways to be more efficient.

Dr. Harvey Eisen asked the Chief for an update on badges for the community. He explained that for neighborhood people who, like the CLC members, had regular business on campus, extended visitor badges could be issued. Otherwise, neighbors needed to sign in and obtain a visitor badge each time they wished to enter the NIH campus.

NIH Emergency Management/Continuity of Operations Program
By Michael Spillane, ORS, OD, NIH

Mr. Spillane compared the Bethesda campus to a small city, with its own infrastructure, fire department, police department, and, of necessity, its own security and emergency preparedness program. The NIH has formed partnerships with the Navy Medical Center, local police, local hospitals, and other organizations. Mr. Spillane’s office is responsible for emergency planning on campus, drills for the campus twice a year (during which buildings are emptied), and monthly drills for the child care centers. He is also responsible for the NIH’s Continuity of Operations Plan (COOP). To Mr. Spillane, emergencies are not just about terrorism. “Let’s prepare for things we know are going to happen,” he said. These include winter storms, tornadoes, and hurricanes. COOP has four levels of emergency initiatives. These range from an emergency that involves only a part of one building on the campus (Level I) all the way to an emergency that threatens the entire Bethesda campus or even the whole region (Level IV). At the first two levels, the response would be limited to NIH resources. At Level III, the response might require resources at the County level. In a Level IV emergency, resources could be needed from the entire region. Mr. Spillane pointed to the recent partial collapse of MLP-9 as an example of a situation that required COOP. Resources and a plan were already in place to handle the emergency. The recovery in this case had to be balanced with mission needs because the building was located near research facilities.

Mr. Spillane noted that nine Emergency Support Teams had been established to handle any contingency. He pointed out, for example, that Mr. Burklow headed up the Public Information Team. The Clinical Center Team has partnerships with Navy Medical Center and Suburban Hospital. The central idea of COOP is to draw resources from across campus, instead of duplicating emergency response efforts in each Institute and Center (IC). Each IC has a crisis response team, and all are linked to COOP. The structure allows reciprocal communication.

Mr. Spillane explained that for mass evacuation, the campus had been broken into quadrants. The center of campus must be kept open for emergency response vehicles if necessary. The evacuation plan is tied into Montgomery County and the Metropolitan Washington Council of Governments (COG). In an area-wide evacuation, the District would be evacuated first, and other parts of the region would follow.

“Emergency preparedness is not just an NIH function,” Mr. Spillane explained. “Remember on 9/11 when everyone tried to go home, and nobody went home. They sat on the freeways.” He urged the Council to read and study the handout “Be Ready, Make a Plan.” He urged that we learn from emergencies elsewhere—for example, the London bombing. The big problem was that with no power, there was no light in the tunnels. He suggested carrying a light stick or a small flashlight, but even light from a cell phone could help. He recommended use of the pocket guide, but pointed out the easy-to-download emergency preparedness handbook on the Web site.

Mr. Tom Robertson asked about the Metro station. Mr. Spillane answered that the Metro station would be the only entrance to campus in an emergency. Ms. Deborah Snead mentioned that on the Montgomery County Web site, residents could sign up for free text alerts on what was happening in an emergency. Mr. Schofer asked if Mr. Spillane’s office worked with Montgomery County. Mr. Spillane answered yes, and with COG. He attends COG meetings, and its emergency plan is laid out like the national plan, he explained.

Mr. Burklow pointed out that the trend was toward more specific announcements. Mr. Robertson noted that there are several different types of commuters, and people don’t know routes other than the one they usually use. Other options might exist, but people don’t know about them. He asked if there was a plan to communicate alternative routes to people. Mr. Spillane answered that people should do their own research. He strongly suggests that people must plan to be self-sufficient for 3 to 5 days in an emergency situation. Help might arrive eventually. People should do their own research and be ready. Mr. Spillane was emphatic in his urging: be ready to take care of yourselves. You hear information and know it contains good advice, but you decide to do it later. When an emergency occurs, it’s too late.

General Updates
By Ron Wilson, Acting Director, Division of Facilities Planning, ORF, OD, NIH

Noise Abatement

Mr. Kenny Floyd told the Council that the first meeting of the noise working group will be a week from today. He had checked on the contractors’ qualifications by requesting the resumes of the principals, both professionals in the field for some time. The name of the selected firm is Colin Gordon & Associates. Mr. Michael Gendreau and Mr. Todd Busch are the principals on the contract. Both are members of numerous acoustical engineering societies, including the Institute of Noise Control Engineering. Mr. Gendreau is board certified by the Institute. In response to the Council’s concern about who at NIH was qualified to oversee the contractor, he has found an expert at the National Institute for Occupational Safety and Health willing to review all contractor work, to supplement the oversight provided by NIH facilities staff.

Asked about the data, Mr. Floyd assured the Council that all information on noise would be available to members of the study group. Ms. Anita Linde said that a background data package was being assembled and would be provided to the noise study group members before their first meeting. Mr. Floyd said the study would require four to six months. At the same time, recommendations will be studied to find a contractor qualified to make the required fixes. Discussion ensued about the timing of final completion, and Mr. Floyd thought it would probably be resolved by next summer.

Mr. Wilson reported that the retrofitting of the Building 37 stacks was proceeding well. Of the 11 stacks, 4 were completed and a fifth was under way. Work could be done by the end of the month, depending on weather. Mr. Schofer wondered what would happen if the silencers did not work. Mr. Wilson replied that NIH understood well that noise was an important issue to the community. He also pointed out that they were already thinking about any possible problems the new Building 33 might present. Mr. Floyd assured the Council that Building 33 would be in operation by the time the campus noise study was performed, and that the contract covered everything on campus. Any noise produced by Building 33 would be found by the study. Mr. Wilson told the Council that the work on Building 35 was substantially done. Ms. Linde said the Council would receive an update on Building 33 at either the November or December meeting.

Mr. Wilson gave an update on the perimeter shuttle, reporting that some operational difficulties had been encountered but were now resolved. He said Tom Hayden’s office was committed to monitoring the shuttle to ensure its operation was smooth and timely. Mr. Hayden has directed operators to stop at all stops and open the door, whether anybody was there or not, hoping thereby to increase service.

Mr. Wilson also reported that work was proceeding on removing the temporary parking lots; they will be returned to green space given the opening of the new garage (MLP-9) near the NIH Clinical Center.

South Lawn Update
By Tony Clifford, Chief Engineer, ORF, OD, NIH

Mr. Clifford reported that the staging area near Building 41 (the old tennis courts) would be removed with the temporary parking lot. He also noted that the old low-level lights installed years ago on the pedestrian path were still not functioning as planned. His office is looking at a better system.

He reported that the South Lawn had been mowed and was being re-seeded and aerated. He will be meeting next week with Mr. Steve Sawicki, and they will keep the Council informed of their follow-up discussions. It is possible that some revision of the work will be done. The small fence will stay for the time being to allow the grass to grow. He mentioned that the lawn now is green, has been cut, and is starting to look attractive. A Council member asked about the cherry trees that have died along Wilson Drive. Mr. Floyd answered that they had not been maintained properly, and the contractor would plant new ones in the spring.

Dr. Lucy Ozarin asked if mechanized vehicles were allowed on the bicycle path. Chief Hinton said that if the CLC thought motorized vehicles should not be on the path, he would take appropriate action. It was the Council’s consensus that motorized vehicles used for recreational purposes should not be on the pathway.

NIH/OCL Progress Matrix
By John T. Burklow, Acting Director, OCL, NIH

Mr. Burklow deferred discussion of the matrix and asked Council members to please give comments to Ms. Blackburn. The matrix will be reviewed more fully at the November meeting.

CLC ROUND ROBIN

Mr. Burklow asked for any comments. Ms. Joan Kleinman, from Congressman Van Hollen’s Office, said the congressman was hosting a number of events, including a Medicare Drug Forum at the Rockville Senior Center. She will send information to the Council.

Mr. Burklow announced that minutes of the September meeting were being distributed and asked that Council members send their comments to Ms. Blackburn. Ms. Linde asked that all parking hanger forms be filled out and returned this evening.

ADJOURNMENT

The formal meeting ended at 6:10 p.m.

ACTION ITEMS

• CLC members will study the matrix and send comments to Ms. Blackburn.
• Mr. Burklow will look into and possibly re-review the cutoff age for unaccompanied minors on campus.

FUTURE MEETING TOPICS

• Edmond J. Safra Lodge (Family Inn)
• Building 33 Update
  

CLC Members Present
Amy J. Blackburn, OCL, OD, NIH
John Burklow, Acting Director, OCL, OD, NIH
Anthony Clifford, ORF, OD, NIH
Harvey Eisen, Ph.D., Edgewood Glenwood Citizens Association
Lesley Hildebrand, Huntington Terrace Citizens Association
Nancy Hoos, Sonoma Citizens Association
Darrell Lemke, Bethesda Parkview Citizens Association
Debra Liverpool, YMCA-Bethesda
Marilyn Mazuzan, Town of Oakmont
Lucy Ozarin, M.D., Whitehall Condominium Association
Tom Robertson, Parkwood Residents Association
Sharon Robinson, OCL, OD, NIH
Ralph Schofer, Maplewood Citizens Association
Randy Schools, Recreation and Welfare Association, NIH
Deborah Snead, Bethesda-Chevy Chase Regional Services Center
Ron Wilson, Acting Director, DFP, ORF, OD, NIH

Guests
Marin Allen, OCPL, OD, NIH
Pam Dressell, ORS, OD, NIH
Kenny Floyd, ORF, OD, NIH
Tom Hayden, ORF, OD, NIH
Al Hinton, Chief, NIH Police
Howard Hochman, DFP, ORF, OD, NIH
Joan Kleinman, Congressman Van Hollen’s Office
Anita Linde, OCPL, OD, NIH
Brad Moss, ORF, OD, NIH
Shah Saleh, Division of Capital Projects Management, ORF, OD, NIH
Michael Spillane, ORS, OD, NIH
Terry Taylor, Palladian Partners, Inc.
Chris Williams, Gazette News

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