National Institutes of Health
Office of Community Liaison
Meeting Minutes February 17, 2000

    Community Liaison Council Meeting Minutes

        4:00 p.m., February 17, 2000

       Building 1, Room 151

  Draft

WELCOME

 Ms. Hedetniemi welcomed members, guests, and speakers.

 HANDOUTS

Agenda

November Community Liaison Council (CLC) minutes

CLC member roster

Member contact information form

Bethesda 8 Shuttle flyer and card

January and February issues of the OCL Update

“A National Resource for Information on Clinical Trials” article by Dr. Alexa McCray

National Environmental Policy Act (NEPA) Review Process chart

DHHS Categorical Exclusion Criteria Checklist (as of 4/17/96)

“Establishment by the National Institutes of Health of Categorical Exclusions Under the National Environmental Policy Act” article in the Federal Register (as of 1/19/00)

NIH Environmental Assessment Criteria (as of 6/1/94)

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ANNOUNCEMENTS/REPORTS

NIH Office of Community Liaison (OCL) Web Page

Ms. Hedetniemi told the council members that the OCL’s new Web site is now up and running, and the address is http://ocl.od.nih.gov.  She also told the meeting participants that they will soon receive a post card about the site, and passed around the newly printed post card for their perusal.  More information about the site and what it has to offer is included in the March issue of the OCL Update, which will be published soon.  Ms. Hedetniemi also mentioned that she thanked all of those that were involved in putting the Web site together in the March issue of the OCL Update.

CLC Meeting Time Change

Ms. Hedetniemi asked members of the CLC if they would be willing to attend the CLC meetings if they began at 5 p.m. instead of 4 p.m., periodically, to accommodate some of the CLC members that are unable to leave work early.  Most CLC members seemed agreeable to this proposal as long as the meeting ended around 6 or 6:30 p.m. 

Other

Ms. Hedetniemi said that Stella Serras-Fiotes was not able to attend the meeting because she slipped on some ice and broke her ankle.  She also congratulated Ralph Schofer of Maplewood Citizens Association for becoming a new grandfather.

Randy Schools of the Recreation and Welfare Association said on April 2, they would be sponsoring a “Salute to Past Generations” at the Natcher Conference Center.  The event will salute Montgomery County veterans from the Korean War and from WWII.  He also said that an NIH patient has written a book about what it is like to be a patient at NIH, entitled, Welcome to My Heart. 

Ted Rice said that he brought materials reflecting a change in the route of the free Bethesda 8 Shuttle to give to Frank O’Rourke.  Ms. Hedetniemi said that she would give them to him.

Ms. Hedetniemi encouraged CLC members who were not at the holiday party to take an NIH Camera Club calendar.

PRESENTATIONS

Usability Test, ClinicalTrials.gov System

by Anna Harbourt and Heather Wilder of the National Library of Medicine, NIH

Anna Harbourt of the National Library of Medicine briefly told the CLC members about the new clinical trials information system that will soon be released at http://clinicaltrials.gov.  The system will provide the public with easy access to clinical trials information, including studies that are currently recruiting patients, where they are taking place, the criteria for participation, and the purpose of the research studies.

She gave everyone a detailed article written by Dr. Alexa McCray on the new clinical trials database.  The article outlined the purpose of the system, how the process will work, explained the legislative history, and showed how people will be able to use the system. 

Once the system is available, Ms. Harbourt explained that the National Library of Medicine will conduct a usability test to provide feedback from the public on how the system can be improved and made more useful.  To explain the usability test, she introduced Heather Wilder, an NLM associate fellow, who will be conducting the test.

Ms. Wilder told CLC members that the usability test would help answer some critical questions:

•  How usable is the interface to the database?

• How easy is it to find information?

To do this, NLM will gather a group of five to nine volunteers, provide them with five health situations, and ask them to search for information and clinical trials about the cases.  NLM staff will ask the volunteers questions throughout the process and will record their computer screens and mouse movements.  Volunteers will be asked to provide approximately one hour of their time.  The usability test will take place at NLM during the end of March and is the first phase of a series of steps to ensure the usefulness of the Web site.

Ms. Hedetniemi asked the CLC if anyone was immediately interested in participating in the project.  Some members asked questions, but no members immediately agreed.  Ms. Hedetniemi said that interested community members should contact her office about the study.  She also announced that information about the study would be published in the OCL Update, on the OCL Web page, and in the meeting minutes.

Update of the Master Utility Plan

by Mehryar Ebrahimi, Project Officer, Power Plant Expansion Program, Division of Engineering Services, NIH

Mehryar Ebrahimi told CLC members that NIH revisited its Master Utility Plan (MUP) to ensure that it was on the right course and has since updated its plan as of February 2000.  The Updated Master Utility Plan (UMUP), as it is called, goes to 2020 and its goal is to improve and expand the capacity and the flexibility of the central utility systems; improve the reliability and maintainability of these systems; improve efficiency; and incorporate any program changes and their impact on the utility system.

Mr. Ebrahimi explained that the following program changes resulted in increased utility requirements that had not been accounted for in the original MUP:

• Changes in hospital indoor air quality requirements resulting in 100 percent outside air with no return air;

• Construction of the Building 10 Essential Maintenance and Safety project, increasing air supply to the Building 10 complex; and

• Changes to laboratory requirements and continued upgrade of the facilities.

One of the meeting participants asked what the difference was between the NIH Master Plan and the MUP.  Mr. Ebrahimi said that the master plan lays out the square footage requirements needed to plan for future staffing, and the MUP tries to match the central utility requirements to the master plan to ensure coordination.

Trying to provide some background, Mr. Ebrahimi said that the first MUP was based upon the master plan concepts of 1991.  Its predictions were made up to 2012, and it identified the demand of additional buildings after 2012 under the Maximum Growth Alternative (MGA).  He explained that it projected a total building area of 8.5 million gross square feet (not including the parking structures) with a potential for growth beyond 2012 of 2.8 million square feet, allowing for a total growth of 11.3 million square feet.  The MUP was completed in 1992.

Upon completion of the NIH Master Plan in 1995, which identified a total building area of approximately 10 million square feet up to 2015, NIH staff wanted to ensure that the utility plan stayed in line with these projections.  As a result, they drafted the UMUP, which outlined a total building area in 2015 of approximately 10.08 million square feet.

Mr. Ebrahimi said that every time there are changes in assumptions, NIH must ensure that the central utility systems are provided in response to those changes.  Advance planning is particularly important for the campus distribution systems as they are designed for a 50-year life.  It is also important due to the need to minimize future excavation and construction around the campus.

He then briefly discussed the components of the original MUP.  It addressed the need for improvements in chilled water, steam generation, and distribution systems, such as chilled water, steam, potable water, electrical, telecommunication, sanitary sewer, storm sewer, compressed air, and natural gas.

Project Status

Mr. Ebrahimi outlined the status of several projects which were undertaken after the completion of the original MUP:     

Utility Tunnel Expansion and Miscellaneous Distribution Improvements	Completed
Installation of Four High Efficiency Chillers	Completed
Installation of Boiler #5	Completed
Upgrades of Boilers #1-4 to Natural Gas	1, 2, 3 completed; 4 under construction
Expansion of Central Heating and Cooling and Secondary Pumping Station	Under construction
Installation of Cogeneration System	In design

Steam

Mr. Ebrahimi said that NIH revisits its systems to ensure that current technology is being used.  For example, NIH is using state-of-the-art electronic microprocessor-based combustion control for its steam generation.  Major components of the system include air and fuel flow control to regulate the combustion process and other controls to minimize carbon monoxide emissions.

Chilled Water

He went on to discuss NIH’s chilled water generation.  NIH’s chilled water is currently housed in Building 11 and 34 and is distributed throughout the campus.  Nine of NIH’s old chillers, which used an ozone-depleting refrigerant, have been replaced.  Use of NIH’s four remaining chillers, which still use ozone-depleting refrigerant, is limited to emergency conditions.  All new and future chillers use ozone-friendly refrigerant and are equipped with the most up-to-date chiller control technology.  In addition, the new chiller building is equipped with special acoustical louvers to reduce noise and save energy.  Mr. Ebrahimi also noted that a complete refrigerant leak detection system has also been installed. 

Mr Ebrahimi added that NIH has tried to address the concerns of its neighbors with regard to noise.  Not only has it installed the low noise generating equipment on the cooling towers, but it also has redesigned the building to conceal the units, aiding in the noise reduction.

Utility Tunnel and Distribution System

Mr. Ebrahimi said that the utility tunnel project is now completed, and community members can walk the tunnel route if they are interested.  The goal of the tunnel was to strategically locate valve vaults and manholes to serve existing and future buildings based upon the master plan, so that future excavating would not be necessary as new buildings are added.  Highlights of the major utilities installed in the  tunnel include 1.8 miles of chilled water piping, 2.9 miles of steam/condensate piping, .85 miles of domestic water piping, and over 30 miles of miscellaneous small piping and electrical conduits.

Mr. Ebrahimi showed CLC members a map which outlined the route of the utility distribution system.  He explained that the system forms a complete loop around the campus, providing chilled water, steam, and water.  He said that this was important in terms of reliability because it provides flexibility of shutting down any of the major distribution headers without impacting NIH operations.  He also showed the meeting participants a drawing of the pumping station, which is being changed from a constant speed primary system to a variable speed primary/secondary system.  Mr. Ebrahimi explained that the conversion to a secondary pumping system allows for a more efficient distribution of chilled water, ultimately saving money.

UMUP Findings and Recommendations

Mr. Ebrahimi outlined the UMUP recommendations:

• Continue expansion of the central plant steam and chilled water generation in concert with the building expansion program;

• Verify campus load predictions by building energy metering;

• Chilled water and steam distribution systems are adequately-sized for future building growth; and

• Develop the south distribution system.

Mr. Ebrahimi then showed a series of graphs to the CLC.  The first table compared the 1995 master plan projections in terms of gross square footage with the UMUP projections from 1995 to 2015.  The second graph compared NIH’s steam demand to its capacity over a 10-year period.  He explained that NIH’s firm capacity (what remains if you were to take NIH’s largest boiler off-line) must be above its steam demand.  The third graph showed NIH’s cooling demand versus its capacity over the same 10-year period.

Mr. Ebrahimi also showed council members a picture of the power plant expansion project (Building 11) and indicated where the future expansion would occur.

Electrical Distribution

Mr. Ebrahimi discussed NIH’s plans for electrical distribution.  NIH will add a North Substation, will transfer building loads from the West Substation to the North Substation, and will feed the new chillers (22-27) from the West Substation.

Ralph Schofer of Maplewood Citizens Association asked where NIH dumps its chemicals from boiler waste.  Mr. Ebrahimi explained that the boiler blow down goes to the sanitary system.

Morton Goldman, Sc.D., of Luxmanor Citizens Association asked if NIH has been able to verify the amount of gas that it will need to handle its future loads.  Mr. Ebrahimi indicated the information is available and will be discussed in the meeting scheduled for next week.  Mr. Ebrahimi said that NIH is working with all of the utilities, including Washington Gas, Potomac Electric Power Company (PEPCO), Washington Suburban Sanitary Commission (WSSC), etc.,  regarding its future utility needs.

Robyn Des Roches of Edgewood Glenwood Citizens Association said that she was glad that NIH is addressing her community’s noise concerns.  Mr. Ebrahimi added that Building 34, which houses the old chillers, will only be used during peak demand.  He also explained that construction on the acoustical wall on Building 11 will begin in the next four to five months.

Ralph Nossal of the Battery Park Association confirmed with Mr. Ebrahimi that the boilers will be concealed.  Mr. Ebrahimi explained that NIH currently is using temporary boilers.  Mr. Nossal also asked if there are some times that are noisier than others.  Mr. Ebrahimi said the atmosphere, temperature, direction of the wind, and air moisture all play a role making some times noisier than others.

Other community members asked about noise bouncing from building to building.  Mr. Ebrahimi explained that the low frequency noise would have a tendency of bouncing off of the buildings.  He added that NIH has worked with consultants during the design of the power plant expansion and during the development of master plan to test the noise levels and evaluate means of minimizing their impact.

Ms. Hedetniemi said that Whitehall, Battery Park, and Edgewood Glenwood Citizen Associations would be most affected by this construction and asked Mr. Ebrahimi if he could present master utility plans in the future.  He agreed and said that he could produce the UMUP by next Friday.  Ms. Hedetniemi added that this document would be added to the Environmental Reading Room.

Anthony Clifford of the NIH Division of Engineering Services, Office of Research Services (ORS) told CLC members that NIH’s North Substation won the 1999 Health and Human Services Award.  He also added that Mr. Ebrahimi has been invited to speak at a conference on March 14, 2000.

Discussion of the National Environmental Policy Act (NEPA) Process

by Dr. Robert McKinney, Director, Division of Safety, ORS, NIH, and by Terry Christensen, Senior Environmental Engineer, Division of Engineering Services, ORS, NIH

In her introduction of the speakers, Ms. Hedetniemi provided the CLC members with some background on the issue.  She explained that back in October when NIH was addressing the gas line route, NIH anticipated that the NEPA process was applicable.  Since then, it has been determined that it does apply.  Ms. Hedetniemi added that Dr. Goldman would speak about the formation of the Working Group on the Pipeline and its relationship to this process.

Dr. Robert McKinney began by explaining to the CLC members that NIH has not made any decisions, and said that by law, it will follow the NEPA process.  Dr. McKinney distributed a chart outlining the NEPA process.  He explained that the first stage of the process involves completing the categorical exclusion and NIH environmental checklists.  (Both of these checklists were also distributed to the meeting participants for their review.)  He said that the categorical exclusion checklist basically is a series of questions designed to prevent frivolous actions against federal agencies.  If any of the questions are answered with a “yes,” then the action may be excluded from further NEPA review.

However, Dr. McKinney said that if it is determined that it is not categorically excluded, then NIH will proceed to the next stage, which is to conduct an environmental assessment (EA) or to prepare an environmental impact statement (EIS).  He said that if NIH follows the EA route, they will modify the process so that the public will have an opportunity to help NIH develop the scope of the EA.  This process usually takes a couple of months.  If it is determined that NIH will need to develop an EIS, then the process may take as long as two years.

Regardless of which route is chosen, NIH intends to give the public sufficient notice and input on the process, he said.

Terry Christensen clarified the handouts for the meeting participants.  He said that Federal Register notice which outlined categorical exclusions for NIH, was an update to the checklist dated as of 1996.  He also said that the NEPA process forces NIH to go through the checklist.  If there is no significant impact within the scope, then NIH will be able to go the shorter route.

Pat Southerland of Huntington Parkway Citizens Association said that he wanted to make sure that the process is not short-circuited.  Dr. Goldman explained that every federal agency has categorical exclusions to prevent trivial actions under it.

Dr. McKinney added that NIH can not proceed until potential routes are established.  Mr. Christensen added that NIH may need to broaden its scope to look outside the campus to involve the community’s concerns.  Dr. McKinney said that NIH wants the community’s input to help with the process.

Discussion and Formation of the Council Working Group on the Pipeline

by Janyce Hedetniemi, Director, OCL, NIH, and Mort Goldman, Sc.D., Luxmanor Citizens Association

Ms. Hedetniemi said that Washington Gas is holding its Route Advisory Committee Meeting tonight at the Bethesda Hyatt.  She also said that NIH will hold a forum on NIH’s steam demand projections at 6:30 p.m. on Wednesday, February 23, 2000 in Conference Room F of the Natcher Conference Center (Building 45) on the NIH campus.  She added that NIH will provide food for those that attend the meeting since it will be during the dinner hour.

Ms. Hedetniemi said that the five members of BASIC will participate, as well as Mr. Schofer (Maplewood), Jim Ward (Ayrlawn), Ginny Miller (Wyngate), Dr. Goldman (Luxmanor), and Carolyn Revelle Hufbauer (M-NCPPC).  She also invited the meeting participants as well as any members of their communities.

Dr. Goldman told the CLC members that he had suggested to NIH that it include the community in defining the scope of work for the environmental assessment.  He said that since this was an off-campus project, the community must be able to provide its questions about the project.   He added that gathering the community’s views is the best way for it to contribute and to be continually involved in the NEPA process. 

Dr. Goldman said that the Working Group on the Pipeline’s first step would be to help NIH identify the questions to be answered in the EA.  Mr. Schofer suggested that NIH should consult the people who oppose it to get their input.

Mr. Southerland said that the CLC only involves the immediate community and that many people are still unaware that a pipeline may be coming through their neighborhood.  Ms. Hedetniemi said that this was not true, stating that there are people on the CLC as far away as Chevy Chase and N. Bethesda/Rockville.  Mr. Southerland said if NIH really wanted community input, it should use broader media than the Federal Register.  Dr. McKinney said that the NEPA process requires that a notice be put in the Federal Register to satisfy the law, but he agreed that NIH would indeed publish notices in the local media to reach the broader community.  Ms. Hedetniemi added that for past environmental issues, NIH has published in the local papers, such as the Montgomery Gazette, the Bethesda Gazette, and the Sentinel.

Robert Resnik of Huntington Terrace Citizens Association said that Ms. Hedetniemi sent letters to approximately 75 local community organizations, inviting them to participate on the CLC.  He said that the CLC simply represents that fraction of the invited communities that have chosen to participate.

Ms. Hedetniemi reiterated that NIH will not proceed along the process without involving the community.  Dr. McKinney said that any individual in this area will have the opportunity to express his or her concerns.  He added that the scoping process will include everyone’s concerns, not just the local community or the CLC.  Ms. Hedetniemi clarified that the CLC is simply taking the lead in this process to help organize it.

Jeanne Goldstein of the Montgomery County Civic Federation said that Mr. Southerland was confusing the role of the CLC with that of Washington Gas’.  She said that Washington Gas chooses the route of the pipeline, not NIH.  Mr. Southerland said that he disagreed on this point.

Ms. Goldstein also said that there have been several articles in the paper about this issue, so that the community should be aware of what is happening.  She also added that NIH can only do so much in terms of outreach.

Discussion of the Working Meeting on the Pipeline, February 23, 2000, 6:30 p.m.

 by Janyce Hedetniemi, Director, OCL, NIH, Tony Clifford, Director, Division of Engineering Services, ORS, NIH, and George Williams, Assistant Director, Design, Construction, and Alterations Branch, ORS, NIH

George Williams asked the meeting participants for their input as to what issues are important so that NIH can be sure to address them.  Dr. Goldman suggested that NIH find a way to develop a working draft version of the EA for the community to revise and change.  Ms. Hedetniemi added that this draft version could be publicized by adding it to the OCL Web site, including it as an attachment to the OCL Update, making it available in the Davis and Bethesda libraries, and by putting it in the Environmental Reading Room.

Steve Ficca of ORS stated that the meeting on February 23^rd is not about the pipeline, but rather about sharing the data on NIH’s increased power needs.  NIH must have its power needs met somehow, he explained, and Washington Gas may not be the supplier.  He said that when Washington Gas submitted its proposal to NIH, no routes had been selected.  Mr. Ficca said that the potential supplier must meet NIH’s additional power needs as well as meet the needs of the community.  Therefore, he said, in a way, NIH and Washington Gas may both select the route of the pipeline.

He further explained that this process is an open negotiation because the costs will vary based upon the route selected.  NIH may need to consider other gas suppliers if Washington Gas can not come up with a satisfactory proposal.

Ms. Hedetniemi said that NIH will begin a procedure for scoping out issues that are of importance to the community in the EA.  She also reminded community members about the community forum next week and encouraged more participation.  She also said that since the meeting will be devoted to the data, it may be very technical.

Dr. Goldman said that the next step of the working group after reviewing the demand data will be to start developing the list of questions.  He suggested that much of this could be done via e-mail, conference calls, etc.  Once the working draft is developed, he recommended that a meeting should be convened to review and discuss the draft.  He added that justification of the additional power needs/demand will be an important component of the EA.

Ms. Hedetniemi said that the involvement of the CLC in this process is not new to NIH and has become standard practice.  She reminded the CLC that a similar process was followed to address the soil testing issue.

Ms. Hufbauer asked if the working group or if Washington Gas will address the pipeline route.  Dr. Goldman said that this may be a question that the community will want to include in the EA. 

Mr. Ficca said that if the process gets to the EIS stage, NIH may need to consider alternatives to gas power.  Mr. Schofer wanted clarification with regard to how the pipeline routes would be addressed in the EIS.  Mr. Ficca explained that NIH could review additional routes proposed by other companies.

SUMMARY

Ms. Hedetniemi briefly recapped the evening.  She said that NIH will host a meeting next week in order to review the data explaining NIH’s additional power needs.  This data, she said, would be placed in the Environmental Reading Room.  This meeting will help answer the questions that came up during the December 15^th meeting.  NIH will develop a draft EA and distribute it to the community as broadly as possible.

NEXT MEETING

The next meeting will be held on Thursday, March 16, 2000, at 4 p.m. in Conference Room D of the Natcher Conference Center (Building 45) on the NIH campus.

Attendees:

Janyce N. Hedetniemi, OCL, NIH                                                     

Ginny Miller, Wyngate Citizens Association

Anthony Clifford, Division of Engineering Services, ORS, NIH

W. David Dabney, Bethesda Urban Partnership

Lou D’Addio, East Bethesda Citizens Association

Robyn Des Roches, Edgewood Glenwood Citizens Association

Steve Ficca, Office of Research Services, NIH

Morton Goldman, Sc.D., Luxmanor Citizens Association

Jeanne Goldstein, Montgomery County Civic Federation

Carolyn Revelle Hufbauer, M-NCPPC

Robert McKinney, Division of Safety, ORS, NIH

Gail Nachman, Bethesda-Chevy Chase Services Center

 Ralph Nossal, Battery Park Association

 Robert Resnik, Huntington Terrace Citizens Association

 Ted Rice for Eleanor Rice, Locust Hill Citizens Association

 Ralph Schofer, Maplewood Citizens Association

 Randy Schools, Recreation & Welfare Association

Guests:

Terry Christensen, Division of Engineering Services, ORS, NIH

Mehryar Ebrahimi, Division of Engineering Services, ORS, NIH

Anna Harbourt, National Library of Medicine, NIH

David Lankford, Office of the Genereal Counsel, NIH

Pat Southerland, Huntington Parkway Resident

Heather Wilder, National Library of Medicine, NIH

George Williams, Design, Alterations, and Construction Branch, ORS, NIH

 

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