CLC Meeting Minutes: May 2006

Community Liaison Council Meeting Minutes
September 21, 2006, 4:00–6:00 p.m.
Visitor Information Center, Building 45 (Natcher Building)
National Institutes of Health

HANDOUTS

September 2006 NIH News in Health
Updated NIH Community Liaison Council (CLC) Member List (As of Sept. 15, 2006)
September 8, 2006 NIH Record
Montgomery County Hazardous Waste Services

Household Hazardous Waste Collections Information
Directions to Solid Waste Transfer Station and Recycling Center

Resume of Dennis R. Coleman
Office of Community Liaison Director’s Message for 9/21/06 Meeting
CLC Participation History
NIH Institutes of Potential Community Interest

INTRODUCTION OF OCL DIRECTOR

By: John T. Burklow, Associate Director, OCPL, NIH

Mr. John Burklow called the meeting to order and introduced Mr. Dennis Coleman, the new Director of the Office of Community Liaison. Mr. Burklow expressed his gratitude for having served as the Acting Director for 18 months and for having the opportunity to participate in the CLC, saying it has helped him to better understand the concerns of the community and aspects of the NIH physical plant. Mr. Burklow assured the CLC that he would periodically attend future meetings.

Before introducing Mr. Coleman, Mr. Burklow thanked Amy Blackburn, Sharon Robinson, and Marin Allen for their help during his 18-month tenure. He stressed the importance of CLC’s counsel to NIH and the need to continue to bolster good neighbor relations. He underscored NIH’s commitment to the CLC by hiring a dedicated, full-time leader for OCL.

A member of CLC asked about Mr. Coleman’s relationship with and accessibility to Dr. Elias Zerhouni, the NIH Director. Mr. Burklow said that issues raised by Mr. Coleman could be taken directly to Dr. Zerhouni within hours or days depending on the circumstance. He also said that the CLC is a high priority for Dr. Zerhouni.

WELCOMING REMARKS TO COUNCIL

By: Dennis R. Coleman, Director, OCL, NIH
Mr. Coleman greeted the CLC and provided a brief summary of his background. In the early 70’s and 80’s, he lived in Rockville, MD and Vienna, VA, respectively. He most recently served as an elected City Councilman and Mayor in Half Moon Bay, CA. Prior to that, Mr. Coleman worked nine years in marketing communications for large computer companies (including Technology Marketing Center and Control Data Corporation) and 10 years in engineering Research & Development for both government and industry (including Idaho National Engineering Laboratory, Getty Oil Company, and Westinghouse Electric Corporation). He said his work experience has allowed him to learn about technical issues and how to communicate technical information to buyers, prospects, and the general public. He further said that his political career strengthened his communications skills to groups and government agencies.

Mr. Coleman received a bachelor’s degree in Liberal Arts from Duquesne University, completed a graduate studies program in Mechanical and Nuclear Engineering from the University of Idaho, and a Juris Doctorate degree with an emphasis on public interest law from Santa Clara University School of Law.

As the newly hired OCL manager, Mr. Coleman said he plans to continue NIH’s commitment to being a good neighbor and to foster an environment of information sharing, open dialogue, and collaboration. Since the system seems to be working well, Mr. Coleman would like to maintain it while refining and supplementing the current process. He will continue to work with key NIH staff who devote significant time and resources to supporting the Council and expressed his appreciation for the Council members who have faithfully shown their interest and dedication by attending CLC meetings over the years.

His priorities are to:

Understand the CLC and the communities they serve. An analysis of the past 18 months of CLC meeting minutes was presented covering the 55 issues discussed and who raised them. Mr. Coleman also asked the community association representatives to inform him of when and where each association and board meets. If invited, he will make every effort to attend. However, he noted that if meetings are not held, he would still like to learn more about how communities get information on CLC’s activities.

Explore whether the CLC can empower itself by more effectively expressing its position. From review of the past meeting minutes, Mr. Coleman observed that several CLC members wished the group had more clout, were more empowered, and had more of a role in decision-making. He suggested reaching out to organizations that have authority over the issues raised and discussed by the CLC, such as the County, State Highway Administration, and Maryland-National Capital Park and Planning Commission. These external organizations have more authority than NIH over issues including land use, traffic, storm drainage from adjacent land, and environmental review.
Develop a more systemic way to monitor Master Plan implementation. This is the vision or blueprint for land use. A more formal, systematic process is needed to monitor progress. The CLC already participated in two Master Plan cycles and asked for several reviews of the Master Plan to learn about updates on reforestation, campus population growth, and noise levels. Mr. Coleman would like to develop a more formal written report to not only inform NIH on what may be off track but also to allow the CLC to have more of a substantive role in the review of issues it cares about. Using evaluation criteria to measure reality against what was planned can indicate where action is needed. Examples of evaluation criteria include: campus population growth; congestion management; buffer zone land use; the adequacy of screening; parking; noise and light controls; and the usability of land outside the fence by the community.

Educating CLC and communities about what individual NIH institutes do. In the past, some CLC members have said that they would like to know more about NIH and its Institutes. Mr. Coleman prepared a list of 12 of the 27 Institutes whose research programs generate information about common health concerns like cancer, heart disease, stroke, diabetes, allergies, arthritis, and aging. He asked the CLC to review this list and select the top five health concerns that are of most interest to them. To not interfere with the regular CLC agenda, Mr. Coleman would like to arrange for content experts to come one hour before meetings to address these concerns. Additional representatives from other nearby communities will be invited as well. NIH would benefit from increased awareness in the public, which might translate to more neighbors participating in NIH’s volunteer programs.

In closing, Mr. Coleman said that because the research activities of NIH and the residential and commercial activities surrounding NIH are fundamentally different, he does not expect a complete convergence of interests on every issue addressed by the CLC. He encouraged members to always express their opinions, however, as the dialogue has tremendous value and is a tradition he pledges to continue.

PRESENTATIONS

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

Mr. Ron Wilson addressed several concerns raised by the CLC regarding the status of some of the projects outlined in the Master Plan including the temporary parking lots, Commercial Vehicle Inspection (CVI) Facility, Gateway Center, and the Building 36 Demolition.

Mr. Wilson provided updates on the following areas:

T-17 (by Wilson Drive and Rockville Pike) – The parking lots have been restored back to grass.
T-16 (by South Drive and the Metro stop) – This area will remain as is until the Gateway Center is completed. It is in a poor state right now.
T-38 (by Center Drive and National Library of Medicine) – This area has been restored to open space.
T-45 (by Natcher Building) – This area has been restored.
T-41C (by southern end of campus) – This has been restored to open space.
Staging area, which used to be a tennis area – The fence has been removed and now is much greener and the gravel is gone.
31-B (by West Cedar Lane) – This area is in the process of being restored to grass.
Temporary Mock-Up Building by Building 33 – The building has been removed and NIH is working to restore the area to open space with ornamental trees based on approved plans.
Building 36 Demolition (by Old Georgetown Road and Lincoln Drive) – The building was demolished and NIH is currently using equipment to remove the remaining debris. The area will then be regraded and restored to grass. Due to funding issues, this project may take more time than originally expected to complete. In the interim, the space will be left as grass.
CVI Facility – This project has been delayed and is estimated to not be open until early next year.
Gateway Center – This building was estimated to be completed in the spring of 2007 but it will be delayed until the end of the summer.

Mr. Wilson received a question about when there will be further changes to the Master Plan. NIH is required to update the plan every five years. Since the last update was in 2005, the next one will occur in 2010. However, in 2008, NIH will look at whether or not the conditions have changed and if there is a need to modify or change the plan before 2010.

In response to a past request, Mr. Wilson compiled a sheet of existing building uses on campus, which provided general information about the type of facility (e.g., research center, offices, fitness center, parking facility, etc.).

A Council member asked if additional work would be done to the south lawn. Mr. Wilson told the group that there would be a special report on the south lawn later in the agenda.

A Council member asked about and update on the restoration of the 41-C temporary lot on the south side of the campus. The question posed was an inquiry as to why a portion of the area has been left as gravel, while the rest of the temporary lot has been returned to green space. Mr. Wilson responded that he would look into this issue and respond to the Council member.

Mr. Coleman asked Mr. Wilson if there had been any further complaints on lights being on at night in Building 35. He had read in past minutes that the building managers sent a note to the occupants asking them to turn the lights off. Mr. Wilson said that they had not received additional e-mails about the problem.

Transportation Update
By: Thomas Hayden, Director, Division of Travel and Transportation Services, ORS, OD, NIH

Mr. Thomas Hayden reported that NIH is still reviewing complaints about lights along Rockville Pike. He pointed to three areas on a campus map referencing areas between Cedar Lane and South Drive, Cedar Lane and North Drive, and Wilson and South Drive. Mr. Hayden reported that the area around Cedar Lane and North Drive was poorly lit. Since this section is by the CVI facility, NIH will address this problem immediately by looking into refurbished asphalt that contains glass beading to throw off glare.

Mr. Hayden informed the Council that a project officer has been assigned to address the lighting issues around Rockville Pike between Wilson and South Drive. He has a meeting with the stated officer next week and will provide a more comprehensive report at the next Council meeting.

A summary of perimeter shuttle use was given covering January to August 2006. The year started with 1,812 riders in January and increased to almost 4,000 in August. Mr. Hayden attributed the increase to the summer heat and increased awareness of the shuttles. He estimated that there were 200 riders per business day. NIH has committed to funding the shuttle through 2007.

Mr. Coleman asked how many riders would need to use the shuttle to break even from a cost perspective. Mr. Hayden reported that it currently costs NIH about $11 to $12 per shuttle rider per trip and used the Metro as a point of comparison, which costs $1.25 per trip. However, he noted that NIH is looking at this from a service versus money standpoint.
Joan Kleinman, District Director for Congressman Chris Van Hollen’s Office, reminded the Council that should funding for the Perimeter Shuttle ever become an issue there will likely be strong support from Congress to continue the Perimeter Shuttle service.

Mr. Hayden reported that the weekend of Sept. 23rd there will be a road closure at South Drive and Rockville Pike. The road entrance has been identified as a safety concern due to deterioration by the pedestrian sidewalk. Mr. Hayden reported that NIH is collaborating with local agencies to address it. A road cut was done and covered by steel plates. NIH is not sure who performed the cut. There is speculation that there is water underneath the cut and plates, however, the weekend’s work will guide the restoration process.

From 6 a.m. to 6 p.m., Metro buses will stop along Rockville Pike. The Metro station and the Old Georgetown Road and Center Drive entrance will remain open.

A Council member asked what NIH was going to do to light the path from the Metro, which cannot be seen because of car headlights. Mr. Hayden said that in the short term they are taking steps to fix the problem by using light towers in areas of concern and putting light strips on the asphalt.

Mr. Hayden also discussed the Multi-Level Parking Lot 10 by North Drive, which exits onto Rockville Pike. NIH worked with the State Highway Administration to put in barriers to make it right turn only onto Rockville Pike to prevent employees from making unsafe, illegal turns both north and southbound. Other exits off campus and Wilson Drive are now being used more frequently. It is a permanent median and curbing. NIH worked with the police chief to remove some jersey barriers to clean up the entrance. Mr. Hayden noted that the barriers allow for more queuing distance.

Another Council member reported that there is no opening to the Metro by Center Drive across from Jones Bridge Road and the Metro. She recently had to climb over a jersey barrier to get to the Metro. She requested that when closing the sidewalks, NIH leave an opening by the Metro. Mr. Hayden said that he would look into this request.

Environmental Update
By: Kenny Floyd, Director, Division of Environmental Protection, ORF, OD, NIH

Mr. Kenny Floyd provided an update on the noise study. He outlined how the study originated as a result of CLC members raising noise concerns. NIH responded by agreeing to perform a campus wide noise study to identify potential for improvements. The initial completion date for the modeling project was August 2006, which was extended.

Mr. Floyd reported that NIH started the noise sampling in November and December 2005 and worked with community members to identify the sampling locations. The first draft reports with data were received in late February 2006. The contractor suggested exploring potential quick fixes, which were presented to the NIH Tiger Team of engineers in May 2006 for consideration. Many concerns were raised over the lack of complete information on the implications for implementing the quick fixes. For example, could equipment be replaced in kind? What effects on building operations would be seen? They had a number of concerns and were not ready to move forward until more complete information was provided. A decision was made to suspend implementation until the modeling phase of the noise study was complete.

Mr. Floyd provided an outline of activities conducted since May 2006:

A key employee who was leading the noise study left Collin Gordon & Associates, the noise contractor.
A review of the preliminary reports identified missing requirements.
A meeting with the NIH project officer and contracting officer was held to reestablish clear direction.
An updated schedule and revised draft report were requested.

A proposed updated schedule was presented and included the following action items:

Resubmit updated draft Phase I reports by September 2006.
Complete Noise Modeling by October 2006.
Provide Noise Model results with conclusions by December 2006.

Mr. Floyd said that results should identify the factors that effect noise over time and identify the worst-case scenarios that can be addressed. NIH will then determine projects to be funded in 2007 based on recommendations from the Tiger Team.

A CLC Council and Noise Committee member expressed her disappointment in not being kept informed of recent events to share with her community. She stated that the noise problem has been an issue for five years.

Mr. Floyd apologized for the miscommunication and vowed to pass along new information at the next meeting.

Another Council member stated her concern about the high cost of the study and the amount of progress it has yielded. Mr. Floyd reiterated that NIH has made progress by collecting the data but that solutions would take time to uncover. He said that it doesn’t mean that NIH is not working on it. As he stated when NIH began the process, he did not expect solutions until early next year.

He shared that NIH did try a quick fix that was not effective. NIH is committed to fixing the problem the right way, which it believes is through the modeling process. Mr. Floyd acknowledged that the modeling is time-intensive. He suggested having the contractor present at the next CLC meeting to provide an update, explain the complexity of the situation, and answer Council Member questions.

Mr. Floyd addressed two other issues including the County’s hazardous waste collection program and the Stony Creek pond. Information on solid waste services and locations of the solid waste transfer station and recycling center were provided. In addition, Mr. Floyd informed the Council that representatives from the County would provide an update on the status of the Stony Creek Pond. The county is planning to start construction in the spring of next year.

Special Projects Update
By: Tony Clifford, Chief Engineer, NIH, OD, ORF

Mr. Tony Clifford discussed updates on the south part of campus including the low bollard lights along the Maple Ridge path getting knocked over. To fix this problem, Mr. Clifford submitted a request to replace the lights. The request and proposed budget were accepted and a contractor has been hired. In October, another update with photos will be provided.

Mr. Coleman asked how long it took from when he learned of a problem and when it was fixed. Mr. Clifford estimated that it may have been a year and stressed that it took time to find a solution, submit the work request, receive approval, and process the chontract. Mr. Coleman added that there is a lot of competition for NIH resources.

A Council member inquired about an open area enclosed with yellow tape by the security fence and when it might be available for the neighborhood children to use. Mr. Clifford checked with grounds maintenance about removing the tape and now it is open as a play area for kids.

Mr. Clifford informed the Council that he hired a new consultant for the south lawn. In July, they walked the field and noted issues that should be addressed. From that meeting, the consultant prepared a draft report that is being reviewed by NIH. The recommendations were shared with the Council Committee.

One major issue identified in this report was a Montgomery County storm water outfall. The problem is a 21-inch storm water drainpipe that drains approximately 8 acres of the Glenbrook Subdivision and empties onto a small plot of County property that is located adjacent to NIH property. The water has nowhere to go except to flood the NIH fence line then fast flow on to the South Lawn causing erosion. The water needs to be piped via a closed storm water system to the interceptor storm drain located at the end of the North Brook Lane cul-de-sac. To accomplish that, NIH is working with Montgomery County and has a meeting planned for next week. NIH feels that it is a County problem and they need to propose a solution. NIH wants to work as a partner with the County to solve this problem.

Mr. Clifford will provide a revised schedule and update at the next meeting. In response to a question from a resident just south of the South Lawn related to storm water runoff from the town homes, he added that it might be advisable to include several storm water inlets to capture that additional surface runoff when a solution is devised for the County runoff.

Mr. Clifford encouraged the Council to continue to inform him of community problems and be patient with him as he works to solve these issues.

CLC ROUND ROBIN

A Council member asked how many neighbors cross the NIH campus to access the Metro. NIH estimates around 80 to 85 people.

There were no additional comments from NIH staff or Council members.

ADJOURNMENT

The formal meeting ended at 5:53 p.m.

ACTION ITEMS

CLC members will select five top health concerns from the handout, NIH Institutes of Potential Community Interest and also inform OCL of when and where their future association meetings are scheduled. The OCL Director will periodically attend neighboring association meetings to better understand the constituency of the CLC members.
Mr. Coleman will then arrange for NIH content experts to speak to the CLC.
Mr. Hayden will meet with the project officer about lighting issues around Rockville Pike between Wilson and South Drive and report back to the CLC.
Mr. Floyd will arrange for the noise contracting company to present to the CLC at the next meeting and provide updates on progress.
Mr. Floyd will also coordinate with County officials about speaking to the CLC about the status of Stony Creek Pond.
Mr. Clifford will notify the CLC about light replacements along Mapleridge path.
Mr. Clifford will meet with County officials to discuss the drainpipe problem along the fence line of NIH and report developments to the CLC.

FUTURE MEETING TOPICS

Campus Tour to include

Edmond J. Safra Lodge (Family Inn)
Commercial Vehicle Inspection Facility

CLC Members Present
Willie Antman, West Bethesda Park Association
Amy Blackburn, OCL, OD, NIH
Marian Bradford, Camelot Mews Citizens Association
John Burklow, Director, OCPL, OD, NIH
Anthony Clifford, ORF, OD, NIH
Dennis Coleman, Director, OCL, OD, NIH
Harvey Eisen, Edgewood Glenwood Citizens Association
Nancy Hoos, Sonoma Citizens Association
Darrell Lemke, Bethesda Parkview Citizens Association
Debra Liverpook, YMCA Bethesda
Marilyn Mazuzan, Town of Oakmont
Deborah Michaels, Glenbrook Village Homeowners Association
Lucy Ozarin, M.D., Whitehall Condominium Association
Eleanor Rice, Locust Hill Civic Assocation
Ralph Schofer, Maplewood Citizens Association
Deborah Snead, Bethesda-Chevy Chase Regional Services Center
Ronald Wilson, ORFDO, NIH

Guests
Kenny Floyd, ORF, OD, NIH
Tom Hayden, ORS, OD, NIH
Howard Hochman, ORF, OD, NIH
Joan Kleinman, Congressman Van Hollen’s Office
Brad Moss, ORS, OD, NIH
Shelly Pollard, OCPL
Chris Williams, Gazette News

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