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Community Liaison Council Meeting
Minutes
September 15, 2005, 4:00–6:00 p.m.
Visitor Information Center, Building 45 (Natcher Building)
National Institutes of Health
HANDOUTS
- July 21, 2005 Community Liaison Council (CLC) meeting
minutes
- September 2005—NIH News in Health
- Gateway Visitor Center Site Plan
- NIH Progress Matrix
- PSS Activation Recap and Update
WELCOME AND ANNOUNCEMENTS
By John T. Burklow, Acting Director, OCL, NIH
Mr. John Burklow welcomed everyone and introduced a new member,
Ms. Janice Marks, from the Ayrlawn Community Association.
Mr. Ron Wilson, will now be the Acting Director for the Division
of Facilities Planning, replacing Ms. Stella Serras-Fiotes
who recently moved to a position at NOAA. Mr. Burklow asked
Council members to submit any changes or corrections to the
July minutes to Ms. Amy Blackburn of the OCL.
Update on the NIH Response to Hurricane Katrina
Mr. Burklow reported that one-hundred beds had been made available
in the NIH Clinical Center for medical evacuees from the disaster
area, but none had been required. A team of about 50 volunteers
from NIH and Duke University was dispatched to the disaster
area to start a tertiary care field hospital. NIH participated
in a later send off of approximately five-hundred staff volunteers
and six-hundred additional volunteers from the community.
Mr. Randy Schools pointed out that the local business community
had also responded to the Katrina devastation with a number
of outreach initiatives. Area hotels donated rooms, cash donations
were made, and there was a vast outpouring of social services.
Mr. Burklow thanked Ms. Blackburn and Ms. Robinson for all
their efforts and their efficient handling of a wide range
of community issues. Mr. Burklow also thanked the CLC Agenda
Subcommittee for all of their contributions. Mr. Burklow reminded
Council members to share CLC meeting minutes with their association
members. Mr. Burklow mentioned that the advertisement for
the new OCL Director will be posted soon.
PRESENTATIONS
NIH Perimeter Fence
By John Dattoli, Director, Security and Emergency Response,
ORS, OD, NIH
The Perimeter Security System (PSS) began with system testing
and procedural practices approximately two weeks prior to
the August 29th implementation date. This two-week period
gave NIH staff an opportunity to test the passage-point software
that scans the badges and makes the entrances functional.
As a result of this user testing period, minor adjustments
were made to the PSS, which made for a smooth transition.
During the first two days of the PSS, volunteers were strategically
placed at all campus entry points from 5 a.m. to 9 p.m. to
assist employees and visitors. Since implementation of the
PSS, the number of visitor badges issued to non-employees
has averaged 2,300 per day. These numbers are preliminary
at this time, and Mr. Dattoli will provide more statistics
in his next report to the CLC. Mr. Dattoli stated that since
the PSS is new, improvements to security procedures and their
efficiency will be ongoing.
Certain forms of identification, such as a driver’s
license, are easier to scan through the system, while other
forms of identification, including other government ID cards/badges,
are not as easily scanned. NIH is researching possible ways
to issue qualified visitors a non-technology badge, but we
would need to build into the badge a way to scan it, perhaps
a bar code. Any system different from the present would require
new software, hardware, and additional funding. NIH will continue
to gather and analyze data to identify the needs of such a
system and financial viability. If this does become a part
of security practices, these visitors will still be required
to undergo the screening process.
Ms. Miller expressed her frustration with the system. She
felt the present vehicular screening procedure is not efficient
and that the staff appeared insensitive to visitors. Ms. Debra
Liverpool suggested that customer service might be the real
issue. Mr. Dattoli appreciated hearing the concerns and he
will address them with his staff.
Ms. Marilyn Mazuzan reported that she had attempted to enter
a pedestrian portal with her badge, but could not get through
the second door. She walked to another entrance where she
was permitted to enter, but was informed that location was
for exits only. In response, Mr. Dattoli explained that with
the portals, the first door needs to close before the second
door can open. In addition, Mr. Dattoli noted that pedestrians
can use any vehicular entrance. Ms. Mazuzan asked if NIH has
a way to know whether the person using the badge is actually
the person to whom the badge was issued. NIH’s security
system is not just a card reading system, and it is capable
of identifying if a badge user is the correct person. Security
personnel can also view any point on the campus, including
the portals, through CCTV technology. When a pedestrian enters
the campus through a portal, or other means, he or she is
seen and monitored.
Mr. Steve Sawicki stated that he has had good experiences
entering the campus, under the new system. Mr. Sawicki suggested
that NIH look into ways to make the screening process for
business guests entering the campus via automobile more efficient.
Visitor and even employee cars that do not have a valid NIH
parking hanger cannot enter the campus unscreened, even if
the individual has a badge.
Mr. Dattoli explained that because so many trucks are coming
into the campus during certain hours of the day, more lanes
are reserved for incoming vehicles. Consequently, exiting
vehicles are directed to certain defined exits. The operating
hours for each entrance/exit are available on the NIH web
site. The hours of operation of the gates and the perimeter
shuttle have been determined by need. Ridership of the shuttle
service is sporadic throughout the day, with the majority
of it in the morning and afternoon rush hours.
Ms. Lesley Hildebrand asked why children age 16 and younger
who use the Metro are unable to access the campus without
an adult. Mr. Dattoli said the cutoff had to do with legal
requirements related to the Amber alert system. With appropriate
timing, a student under the age of 16 could use the shuttle
system or walk around the perimeter of the campus. Ms. Hildebrand
noted that Metro runs about every two minutes during rush
hour traffic, but the wait for the shuttle is much longer.
She did not think the shuttle was a viable substitute for
being able to walk across the campus.
Mr. Dattoli next discussed community concerns about radiation
safety, and the safety of the screening equipment. All packages
are X-rayed and pedestrians are scanned for metal objects
using a device called a magnetometer. One member asked if
the amount of radiation exposure is harmful if they are exposed
to it every day. According to NIH radiation safety experts,
the exposure is approximately 1/19th of what is incurred during
a 5-hour plane ride. The X-ray dose is too minimal to affect
any items passing through the scanner, including food. There
is no residual radiation in the exposed material or any associated
risks for users. NIH only uses maintained, calibrated, and
certified screening equipment designed for use on and around
humans.
Mr. Dattoli added, in response to a question from the July
meeting, that emergency blue light phones for the southern
perimeter walkway have been surveyed and a price is being
obtained.
Gateway Center Construction
By Shah Saleh, Division of Capital Projects Management, ORF,
OD, NIH
The Gateway project will have a visitor’s center for
registration and temporary badging, an underground parking
garage that accommodates 350 vehicles, and a visitor vehicle
inspection station. Mr. Saleh noted that since Metro is very
close, the construction will not use blasting as a method
of digging out the framework for the underground parking facility.
There was very close coordination with Metro, and all decisions
were approved by Metro, including the blasting and digging
operations. The proximity of the underground construction
to the Metro station is twenty-five feet.
Safety measures are also being implemented for the Child
Care Center to ensure there is no danger to the children.
Mr. Saleh reported that he had just received the state highway
permit for the new entrance on Wisconsin Avenue. The permit
contained no clear language on how to handle sidewalk closure.
He noted that he realized the neighborhood was unhappy with
the prospect of the sidewalk closing, forcing pedestrians
to cross Wisconsin to access the Metro Plaza. The solution
now planned is to construct a solid fence five feet away from
the existing fence and running parallel with the walkway.
Mr. Saleh explained that the new sidewalk would be located
essentially where the current sidewalk is on Wisconsin Avenue,
and the existing sidewalk will continue as is for the time
being.
Mr. Sawicki asked if NIH had any numbers regarding how much
traffic was anticipated to exit NIH northbound at the new
entrance. Presently, about 90 percent of NIH traffic arrives
from north of the campus. Mr. Saleh stated that since visitors
leave the campus throughout all hours of the day, traffic
should not be as bad as the community is anticipating. Mr.
Saleh will provide vehicle data at a later time. Mr. Wilson
stated that a traffic study had been prepared and given to
the state with the original NIH permit application. The state
is aware of the projected traffic flow associated with the
visitor center and parking facility. A condition of the permit
request states that vehicles will only be able to make a right
turn into the visitor parking and a right turn out of the
new parking entrance. Mr. Saleh stated that it would take
three to four months to test everything once construction
was completed, and then the new system will be fully operational
by midsummer of 2007.
Mr. Wilson said that an issue had arisen with obeying the
flagmen during construction. He asked the Council to please
pass on a reminder to obey the flagmen to their constituents.
Ms. Mazuzan said she had seen no flagmen, and trucks were
coming through the entrance at high speed with no warning.
Council members asked NIH to caution the construction companies
to alert their truck drivers to pedestrian safety.
General Updates
By Ron Wilson, Acting Director, Division of Facilities Planning,
ORF, OD, NIH
At the June 2005 meeting, Ms. Serras-Fiotes reported that
work was projected to start in the fall on correcting the
noise problem from Building 37. Mr. Wilson advised that work
is planned to start next week on retrofitting of the stacks
on Building 37. This process will require some custom fabrication,
and it is expected that the entire project will take four
to five weeks to complete. At completion, follow-up noise
measurements will be taken to assess what level of abatement
has occurred. Mr. Schofer requested a report on the modeling
of the noise.
Mr. Kenny Floyd, Director, Division of Environmental Protection,
announced that the campus-wide noise study would begin in
the next few weeks. This study will give a baseline assessment
for the entire campus, including the power plant and not solely
Building 37. All campus buildings would be studied, and then
monitored after any mitigation efforts. A California firm
with extensive experience has been contracted to aid NIH.
Council volunteers will be contacted for the working group
as soon as the contract has been finalized. According to the
Project Officer for Building 35, the noise mitigation is essentially
done, except for some possible exhaust fan work and follow-up
measurements. Everything possible has been done at this time,
although once the campus-wide noise study is done there may
be some additional work related to these findings.
Mr. Schofer asked who on the NIH staff had the knowledge
to monitor the contractor. Ms. Hildebrand asked why a complete
campus study had not been done a year ago. She observed that
there seemed to be more noise than ever. Mr. Floyd answered
that sound could be bouncing off another building and that
is why a more complete study is needed. Mr. Wilson commented
that the problems are very complex and technical. One issue
being studied was how to make the needed acoustical adjustments
and still satisfy such technical needs as HVAC and exhaust
velocities. Very likely, custom fabrication would be required.
South Lawn Project Update
By Tony Clifford, Chief Engineer, ORF, OD, NIH
Mr. Clifford reported that there were issues with the project
that need to be addressed. First, the summer was dry and the
result was much difficulty in getting the grass to grow. The
chain link fence can now be removed, except near the construction
entrance where grass needs to be established. Second, after
meeting with his staff and consultants, it has become apparent
that there have been performance problems with the contractor.
The contracting officer was performing a survey to uncover
the issues with what happened versus what was supposed to
happen. At present, there was a pronounced swale west and
south and a pronounced dip to the west on the South Lawn.
The plans had called for the swale only on the south end.
A task group of qualified people, including the head of grounds
and maintenance, a civil engineer, and a representative of
the CLC, will identify next steps. Mr. Clifford suggested
that Mr. Sawicki work with him as the CLC representative once
the contractual problems are resolved internally. Mr. Clifford
explained that the Maryland Department of the Environment
(MDE) had not dictated the construction of the swale. Rather,
it was part of the design for water flow around the field
and it is needed to handle the water runoff. The swale is
part of the solution, and it cannot be put further out because
of other utilities. Mr. Clifford assured the Council that
NIH was trying to remedy the situation and it may take until
late-October or longer. Before the project can be finalized,
the fences must be removed, and the field must be acceptable
for people to use before the area can be opened up.
Mr. Sawicki asked if the temporary parking lots could be
turned back into green space at this time. Mr. Clifford replied
that the work needed to be done in good faith and as soon
as possible since there are only another six weeks to get
seed in before it would be too late for this year. Mr. Clifford
thanked the Council for understanding the South Lawn problem.
He also reported he had received phone calls about burnt-out
lights on the pathway and that the problem had been fixed.
He asked the Council to please let his office know if light
fixtures were out, and he would get the electrical people
on it the same day.
NIH/OCL Progress Matrix
By John T. Burklow, Acting Director, OCL, NIH
Mr. Burklow asked members to review the document and to please
send comments to Ms. Blackburn. We will facilitate a full
discussion at an upcoming meeting.
CLC ROUND ROBIN
Ms. Miller reported that Suburban Hospital was inviting all
interested groups to discuss the hospital’s intended
expansion. Suburban is turning to the community for information
and thoughts since they are land-bound and may have difficulty
in expanding. There will be five meetings and if anyone is
interested, please contact Ms. Miller.
One Council member asked if NIH has money allocated for the
noise abatement project. Mr. Clifford answered that NIH has
a repair and improvement fund. When problems are found and
the solutions identified, they can become a project and that
project is then considered for funding by the Repair and Improvements
(R&I) Board.
Ms. Liverpool announced that to aid in Katrina relief efforts,
her office was accepting gift cards and sending them to Katrina
victims. All kinds of gift certificates are acceptable and
they will be forwarded to victims. Mr. Schools expressed his
thanks to the Council for their help with Katrina relief efforts.
To date, close to $50,000 has been raised. There will be a
free benefit performance at Strathmore by City Dance and if
you are interested in obtaining tickets, please contact him
for information.
Mr. Burklow asked the group to forward any questions for
the State Highway Administration (SHA) to Ms. Blackburn for
future discussion with an SHA representative. In conclusion,
the next CLC meeting will be held on October 20, 2005.
ADJOURNMENT
The formal meeting ended at 6:05 p.m.
ACTION ITEMS
- Mr. John Dattoli will continue to collect data on visitor
access in compliance with security.
- Mr. Shah Saleh/Tom Hayden will present projected traffic
estimates at a future CLC meeting.
- Mr. Tony Clifford and a team of ORF staff will proceed
with seeking solutions to the South Lawn problem. Mr. Steve
Sawicki will serve as a representative of the community.
- CLC members will study the NIH Progress Matrix and send
comments to Ms. Blackburn.
- CLC members will send Ms. Blackburn proposed questions
on traffic impacts for MD SHA.
CLC Members Present
Amy Blackburn, OCL, OD, NIH
John Burklow, Acting Director, OCL, OD, NIH
Anthony Clifford, ORF, OD, NIH
Lesley Hildebrand, Huntington Terrace Citizens Association
Nancy Hoos, Sonoma Citizens Association
Darrell Lemke, Bethesda Parkview Citizens Association
Debra Liverpool, YMCA-Bethesda Chevy Chase
Janice Marks, Ayrlawn Community Association
Marilyn Mazuzan, Town of Oakmont
Debbie Michaels, Glenbrook Village Home Owners Association
Ginny Miller, Wyngate Citizens Association
Lucy Ozarin, M.D., Whitehall Condominium Association
Sharon Robinson, OCL, OD, NIH
Steve Sawicki, Edgewood Glenwood Citizens Association
Ralph Schofer, Maplewood Citizens Association
Randy Schools, Recreation & Welfare Association, NIH
J. Paul Van Nevel, NIH Alumni Association
Ron Wilson, Acting Director, DFP, ORF, OD, NIH
Guests
Marin Allen, OCPL, OD, NIH
John Dattoli, SER, ORS, OD, NIH
Kenny Floyd, ORF, OD, NIH
Joan Kleinman, Congressman Van Hollen’s Office
Anita Linde, OCPL, OD, NIH
Ms. McCallister, Sonoma Citizens Association
Stella Serras-Fiotes, Former Director, DFP, ORFDO, OD, NIH
Terry Taylor, Palladian Partners, Inc.
Chris Williams, Gazette News
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