Community Liaison Council Meeting Minutes

February 19, 2009; 4:00 to 6:00 p.m
Visitor Information Center, Building 45 (Natcher Building)
Conference Room D
National Institutes of Health

ANNOUNCEMENTS—Dennis Colman, Co-Chair

• Mr. Coleman explained that staff choose the agenda topics from those CLC members suggest based on readiness. 

• A $1,000 literary prize will be awarded in a Bethesda literary contest.  Contact Mr. Coleman for further information.

• Maryland Senator Ben Cardin will be at the Bethesda-Chevy Chase service center on Friday, March 6, at 2 p.m.

• Mr. Coleman still considers the most unusual request from members of the public to be a request to move the Medical Center Metro station to provide more convenient parking; a recent request may be a close second:  providing a middle school and high school inside the peripheral fence for protection and access to scientists to be teachers. 

• Lynn Mueller, head of NIH landscaping until recently, provided Mr. Coleman with the following information regarding a Gazette newspaper article in which CLC member Ginny Miller was quoted as saying that NIH had not planted enough trees to improve the campus:  last year NIH planted 59 evergreens, 151 flowering shrubs, and 21 tall trees (with the latter costing $21,000). 

• Two recent types of scams to be aware of include one targeting senior citizens, claiming that there is a water leak next door so your property needs to be checked, and another one claiming that you need to buy a water filter (after the scammer “checks” the purity of your water).

• Montgomery County is offering matching “beautification” grants to nonprofit community associations, which can provide labor (rated at $7 per hour) to do the matching.  Contact phone number is 240-777-7155. 

• Jim Davis, newly in charge of landscaping (as was reported at the January 2009 meeting) responded promptly to the CLC report that the outdoor cigarette containers outside the NIH fence kept disappearing.  These containers cost $60 each and will now be chained down. 

• The split tree that Mr. Eisen reported earlier as down on the NIH grounds was removed today. 

• Responding to a CLC question about who the public can call at NIH to answer questions, Mr. Coleman said that only the NIH police are available around the clock.  The non-emergency phone number for the police is 301-496-5685.  The switchboard (at 301-496-4000) is available during business hours. 

• Noting that Jan Clark, director of government and community affairs at the Uniformed Services University of the Health Sciences, attends CLC meetings sometimes, Mr. Coleman reported that she recently accomplished the task of finding gowns for the January inaugural events for all the requesting wives of wounded warriors. 

• The U.S. 2010 census is currently recruiting workers at hourly rates of $15 to $20 per hour.  Mr. Coleman has additional information. 

• When noise was cited as an issue on the NIH campus, NIH consultants measured and advised on modifications.  Now this knowledge is being used to help an NIH Gaithersburg facility also dealing with noise. 

• At the CLC’s next meeting on Thursday, March 19, one major topic will be crime prevention; both NIH and Montgomery County police will be represented.  The topic was proposed after the CLC agenda committee requested this topic, and Ms. Robinson and Mr. Coleman reviewed local crime data.  No homicides took place within two miles of NIH, but Maryland has the fifth highest rate of fraud crimes among the 50 states (and is much lower than fifth in population size). 

FACILITIES

NIH Comments on NNMC Master & Trans. Mgmt. Plans—Susan Hinton, Master Planner, ORF
Ms. Hinton reported that a few weeks after Montgomery County considered the Navy property’s construction projects, the topic also was addressed at a February 5 hearing by the Maryland-National Capital Park and Planning Commission.  NIH had provided the M-NCPPC with copies of its responses to the environmental impact statement in writing as well as some additional NIH comments on different proposals.  Copies of these reports are in today’s CLC briefing packets. 

One CLC member voiced concern about not having had these reports earlier to look at before this meeting.  Ms. Hinton mentioned, for future reference, that one can often obtain such reports from the M-NCPPC website (www.mncppc.org).  Mr. Coleman noted that NIH had written on 25 concerns, and that neighbors had sent 1,200 copies on the environmental impact statement to the National Naval Medical Center. 

NNMC told M-NCPPC that its work is focused inside the base, and that the Metro system and county have responsibility outside (despite their having no funding.)  Consequently, mitigation of area problems will be quite limited.  Mr. Coleman said that not much attention was paid to the NIH and county comments.  Traffic in the area is already rated at level F, which is the worst congestion rating. 

Ms. Michaels suggested that CLC members, once they have had time to review the information in their packets, send any questions for Ms. Hinton to Mr. Coleman. 

ENVIRONMENT
Retention Pond Status Report—John Hollister, Montgomery County
Mr. Kim introduced Mr. Hollister, the county project engineer for the retention pond, which is a joint NIH-county project in the stormwater retrofit program.  Mr. Hollister noted that while the outfall will be at NIH near Woodmont Avenue, the drainage area extends all the way to Old Georgetown Road, including the old restaurant district.  When completed, the wet pond area will normally be one acre, with expansion in storms to three acres. 

At this point all reviews have been completed.  The county expects to be able to advertise the project in April, and construction could begin by September.  A lot of coordinating with utility companies will be necessary.  After considering state highway guidelines and reviewing potential traffic impacts with the county Department of Transportation, Mr. Hollister estimates a rate of five trucks per hour entering and leaving the construction area, using a construction access that will be off the exit ramp of Woodmont Avenue.  This will be an asphalt driveway. 

All trails will be maintained, with detours as appropriate, and there is also a requirement to keep the NIH perimeter path open at all times.  When asked about closure of a lane from 9:30 a.m. to 3:30 p.m., Mr. Hollister said that this will be necessary only during the set-up period for construction, which will probably last only one to two days.  The excavation work is expected to take one and a half months. 

Discussion.  A homeowner across the street has asked that truck drivers not use “J-braking” when entering.  Mr. Hollister said that this kind of requirement can be built into the specifications, and that Mr. Kim’s group will have an opportunity to review the county’s specs.  Trucks leaving the construction site will need to turn south on Woodmont Avenue (then turning at Battery Lane if wishing to go north instead.)

Mr. Coleman told Mr. Hollister how the CLC agenda committee is concerned about other projects happening at the same time in the same area, resulting in combined impacts—although possibly the construction work for the pond will be completed before the other projects begin.  Mr. Schofer pointed out that he is aware of two earlier projects that were approved in accordance with Maryland State Highway Administration guidelines that did not work out well.  Mr. Hollister responded that that is why he has been talking with others in the area; he particularly cited a Mr. Ken Hartman, but Mr. Schofer commented that Ken Hartman is not a traffic engineer. 

Kira Lueders asked if the retention pond’s perimeter would be flooded when storms filled the pond, Mr. Hollister responded “no” and indicated that a 100-year flood plain was delineated.   However, there is one place where the water might come to the edge.  He added that the existing spillway will not be changed.  Another CLC member expressed concern about geese coming to the pond; Mr. Hollister said that there will be a wire fence around the pond.  Tall grass will also be planted, which geese do not like to move through and which can hide their predators.  Of course some geese may fly over and land in the water, but in general they are grazers. 

Mosquitoes should not be a concern either because the first ten feet of the pond will be shallow, only one foot deep, so mosquitoes will not be isolated from their predators.  In addition, the pond will not be stagnant because there will be a regular base flow.  The discharge pipe will be 42 inches in size.  The pond will be six feet deep at its deepest point, and its soil is pervious.

There will be liners on Woodmont Avenue to collect trash and silt during construction but not inside the pond.  Some caking of soil is likely during construction.  A clay liner was considered but decided against.  As it is a purpose of the pond to collect dirt and silt; at regular intervals the pond, once constructed, will need to be drained and pumped out.  Plans do include funding for stocking the pond with fish and useful insects. 

Mr. Coleman iterated the CLC’s concern about coordination and informed Mr. Hollister of a count of 10 area projects between now and 2010.  Mr. Coleman also said that he would send Mr. Hollister a copy of this list by e-mail, and Mr. Hollister stated that he would arrange to contact individuals involved with each project.  Mr. Coleman then thanked Mr. Kim and Mr. Hollister for their assistance today. 

SPECIAL PROJECTS
Nighttime Projects (description, timing, rationale, mitigation)—Phil Neuberg, ORF
Mr. Coleman reviewed that neighbors complaining about nighttime noises had particularly asked if the noise of beepers could be softened.  Observing that the perimeter buffer has strengths and weaknesses, Mr. Neuberg, an architect and project officer for ORF, provided details concerning several projects with potential noise impacts.  He first noted that the Building 31 tower project is winding down, with completion expected in the spring.  The noisy period involved pile driving.  Currently the building is being faced with brick. 

South Lawn drainage project.  No extra noise or light is expected from this project, but the entrance to it will be through a neighborhood. 

Steam line replacement.  When the steam line is replaced along Lincoln Avenue, this could involve both night and weekend work.  (Details are not available yet.)  Typically, NIH tries to keep one lane open for traffic.  The amount of noise should be similar to what occurred during last year’s work there. 

Building 38A.  To replace air-handling units near the library, work will be done on weekends and will involve a crane and a narrow intake shaft.  The project officer is trying to arrange for installation of a temporary unit on Memorial Day weekend and replacement with the permanent unit during the July 4 weekend.  Mr. Neuberg hopes to be able to update the CLC on this next month.  The guideline for noise for this is 45 decibels. 

False risers and electrical upgrades.  This is the topic that put nighttime projects on today’s CLC agenda.  More than one area is involved.  Replacing a concrete pad between 7 a.m. and 4 p.m. is not expected to contribute any additional noise.  For the intersection south of Building 10, where a form is up now, the contractor has been told to stop work between 11 p.m. and 4 a.m., as of February 18, 2009. 

Mr. Schofer pointed out that 4 a.m.—and 5 a.m. as well—is far too early for noise.  Mr. Clifford announced that he had an update today from Nate Adams, the project officer, who has certainly made the contractor aware that the noise from dump trucks travels much too far at night; the shutdown schedule is now from 11 p.m. to 6 a.m.  Mr. Schofer then stated firmly that 6 a.m. is still too early, that the county code requires that construction noise start no sooner than 7 a.m., and that the contractor needs to be informed of this. 

A clarification was made that the area in question is near parking lot 41 where the tennis courts used to be.  Reference was also made to an excavation area between Buildings 10 and 13. 

Possible acceleration of construction projects.  Mr. Neuberg mentioned that NIH anticipates receiving additional construction funds from federal legislation aimed at stimulating the economy.  Mr. Clifford indicated that once more details are known, ORF staff will arrange to brief the CLC. 

When Mr. Schofer proposed that problems could be resolved in advance by inclusion of a “no noise at night” clause in contracts, Mr. Neuberg said this is a good idea.  Mr. Coleman identified the resurfacing of a parking lot at midnight as the cause of the noise that bothered Mrs. Michaels, and
Ms. Hinton mentioned that this was a last-minute job.  Scheduling such work on weekends would generally be much more expensive since labor rates go up to time and a half. 

Mr. Coleman thanked staff and CLC members for this discussion. 

TRANSPORTATION
DATS Overview (function, organization, staff)—Tom Hayden, Director, DATS, ORS
Before providing an overview of the division he now directs, the Division of Amenities and Transportation Services, Mr. Hayden covered two specific transportation issues:  (1) the shuttle bus driver who was reported to have almost hit Ms. Hildebrand in a crosswalk has been identified; (2) we have received information that the Commuter Subsidy language does apply and DATS is ramping up for the increase from “up to $120” to the new “up to $230” per month in subsidy.  These funds are provided for individuals who surrender their NIH parking privileges and use public transportation (Metro, Bus, Vanpool, etc.).

DAIT responsibilities.  NIH amenities under DAIT’s jurisdiction include banking, child care centers, fitness centers, food concessions, interpreters, and retail shops.  DAIT transportation categories include the shuttle buses, parking, and commuter alternatives.  Travel categories include travel contracts, liaison, and the Omega World Travel contract.  Mr. Hayden has six key personnel overseeing designated areas.  For transportation, Joe Cox interacts with the county, and Louise Davis looks after parking and transit.  Currently, there are three child-care facilities—the largest (capacity of 200) is on Executive Boulevard, and the other two (for 100 and 50) are on the NIH campus.  The waiting list is long, and Mr. Hayden hopes to be able to add a northwest facility for another 200 children. 

Eurest holds contracts for most of the 13 dining centers under food service.  Others are run as Maryland business enterprises for the blind.  Most of the complaints that DAIT receives are about the food service.  There are two years remaining on Eurest’s current contract, which includes a five-year option that NIH will probably agree to.  During the last contract round, Eurest was the only vendor that applied.  The Building 10 dining center is the busiest.  One potential near-future project is to designate an all-organic cafeteria. 

Retail services include the R&W (Recreation and Welfare Association) outlets, financial institutions, and fitness facilities.  R&W has seven locations where items for dry cleaning can be dropped off for two-day service.  Recycling is encouraged. 

Commuter options include mass transportation, car pooling, van pooling, NIH shuttle bus, biking, walking, and ride-sharing.  DAIT is responsible for running the transhare/Metrocheck program; the monetary benefit can now be added to commuters’ “SmartCards” (currently $120 per month).  If anyone is found to be collecting transhare monies without really using mass transit, not only is the transhare funding to the person suspended, but also his or her access to parking. 

Each summer the students increase the number of transhare participants to 7,000.  The carpool program has capacity to increase; 459 spaces are available, but currently only 198 carpools are registered, with a total of 429 participants.  One possibility to increase participation would be to reserve carpool spaces for larger carpools (three or more individuals) till later in the morning than for smaller carpools.  The 10 vanpools, which are subsidized, have 150 members, a figure that has not changed very much since their startup. 

The total of 3,166 contractors is down from last year.  There are 7,642 general parking spaces, 2,468 red (reserved) ones, and 2,830 off campus.  While the bulk of employees are Montgomery County residents, DAIT has not yet looked to see if there is a particular patterns as to where employees live.  Responding to a question, Mr. Hayden said that NIH has about 30,000 staff members vs. 6,000 parking spaces. 

The shuttle bus has both employee and patient routes.  The recent combining of the Executive Plaza and Mid-Pike Plaza shuttles for certain times of day is creating cost-savings.  Efforts are underway to “green” the shuttles.  A guideline calls for each bus to be less than five years old.  Lower-sulfur and biodiesel fuels are used.  Shuttle routes are designed to promote right turns rather than left turns; this helps fuel economy.  Shuttle engines are now turned off when the buses are idling, except when the passengers need some heat. 

Mr. Hayden concluded by providing his contact information and inviting CLC members to get in touch:  Tom Hayden, building 31/rm 3B23; 301-402-8981; haydent@mail.nih.gov. 

INFORMATION FORUM—Dennis Coleman, OCL Director, CLC Co-Chair
OCL Presentation to CDC Conference of Biolab Mgrs (interfacing with the public on high containment issues)
Mr. Coleman reported on his recent participation in a meeting at the Centers for Disease Control and Prevention that 300 germ lab directors attended.  He had been invited because NIH is rare as a federal agency that meets regularly with the public.  For the lab directors representing the military or security units, this concept was highly controversial, but the 95% of attendees who were scientists were enthusiastic about the concept of talking with the public. 

ROUND ROBIN—Dennis Coleman, OCL Director, CLC Co-Chair
Some news.  News about prior NIH staff in community liaison positions includes that Dr. Thomas Gallagher is currently hospitalized with pneumonia and Jan Hedetniemi is running for office in Fairfax County.  A new concept for the farmers markets will be announced soon. 

Construction project.  Responding to a question about getting updates on  ---- [I didn’t hear with some people moving around and leaving early – is this the sewage line?] and the fence,
Mr. [youngish guy in short sleeved yellow shirt sitting on side on my right/Sharon’s left] said that a report would be ready for the next CLC meeting.  Reference was also made to outlets from the county on the south lawn (to an inlet at North Brook Lane) that are causing erosion. 

Two options are being considered for where to dig for a new sewer line placement that could go between existing electric and gas lines or between the gas line and the fence.  Each location has different issues, particularly regarding trees.  NIH is conferring with county staff regarding the two options and layouts; currently, both seem acceptable to the county.  Once the county approval is official, ORF will confer with community groups, the NIH Division of Environmental Protection, and others to decide which option to go with. 

The timeline calls for having design solutions in March, going out to bid in April, and construction in early summer.  There are also funding issues to coordinate between NIH and the county. 

Exit issue.  [pink-shirted woman – Ms. Volz?] inquired why only NIH employees are able to use a particular campus exit for their vehicles, it was explained that it would be quite expensive to add the infrastructure to allow non-employees to exit there too. 

ADJOURNMENT

Meeting adjourned at 6:03 p.m.; next meeting:  March 19, 2009

PARTICIPANTS

CLC Members
Willie Antman, West Bethesda Park
Marian Bradford, Camelot Mews
Harvey Eisen, Edgewood Glenwood
Lesley Hildebrand, Huntington Terrace
Deborah Michaels, Glenbrook Village
Lucy Ozarin, Whitehall
Ralph Schofer, Maplewood
Beth Volz, Locust Hill
Kira Lueders, NIH Alumni
Marilyn Mazuzan, Town of Oakmont
Eleanor Rice, East Bethesda

NIH Staff & Support
Amy Blackburn, ORF
Anthony Clifford, ORF
Dennis Coleman, OCL
Tom Hayden, ORS
Susan Hinton, ORF
Brian Kim, Env’l.Compliance
Ivan Locke, ORF
Brad Moss, ORS
Phillip Neuberg, ORF
Sharon Robinson, OCL
Randy Schools, R&W
Ron Wilson, ORF

Guests
Jennette Wade, Whitehall
John Hollister, Montgomery County
Linda Silversmith, Audio Associates

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