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Community Liaison Council Meeting Minutes
December 18, 2008, 4:00–6:00 p.m.
Visitor Information Center, Building 45 (Natcher Building)
Conference Room D
National Institutes of Health

SPECIAL HOLIDAY ENTERTAINMENT—Paulina Alvarado, Exec. Dir., NIH Daycare Center

The meeting began with a short program of holiday music sung by 15 preschoolers from the NIH Daycare Center.  Council members appreciated the seasonal mood set by this event.

ANNOUNCEMENTS—Dennis Coleman, Co-Chair; Ginny Miller, Co-Chair

  • Mr. Coleman introduced Dr. Alfred Johnson, Director, Office of Research Services, who was in the building for another meeting and had stopped by the CLC meeting to hear the holiday music.

  • The Agenda Cmte recommended that CLC members leave handout material they don't intend to read or keep on the exit table so it can be recycled by NIH.

  • The Children’s Inn is in the process of purchasing a property on Woodmont Avenue. It will be converted to temporarily house up to 5 families with children needing occasional treatment at NIH. The intent is to free up space at the on-campus Children’s Inn for up to 60 children needing daily treatment. Woodmont House uses will remain residential in nature; no exterior renovation is planned; and parking exists on site, so neighborhood impacts should be minimal. Mr. Coleman asked interested CLC members to write letters of support for a county hearing necessitated by a change from residential use to transitional residential use.

  • After the recent energy conservation talk, CLC members asked whether outside lights for all 3 lanes at the Commercial Vehicle Inspection Facility (CVIF) had to stay on all night when at most one lane was needed after hours. Investigation showed that one switch controlled lights for all 3 lanes. That will be changed so lanes can be selectively lit. Another comment noted that timers controlling lights on NIH trails need adjustment since some stayed on all day. These comments were useful and appreciated.

  • The campus became tobacco-free in October. It was anticipated that some employees would go outside the perimeter fence to smoke. When neighbors complained about cigarette butts dropped on the ground, NIH put out yellow receptacles for smokers to use, but some of those have been inexplicably disappearing. Grounds keeping staff will replace these and design a permanent remedy if necessary.

  • Neighbors may have noticed that work to rectify the drainage problems on the South Lawn has begun. A project update will be provided at the next CLC meeting, since the Agenda Cmte wanted to lighten the agenda for today's holiday meeting.

  • A homeless man has occasionally been seen by neighbors at a make shift camp site on NIH property outside the fence. NIH police are now in touch with "Bethesda Cares", and if any homeless campers are encountered, they will be referred to a shelter.

FACILITIES

NIH Snow Removal Program—Lynn Mueller, Grounds Keeping Manager, OFRDO
Although the NIH policy for response to ice and snow was drafted in the mid-1990s, its purpose remains the same; namely, to provide an ice-and snow-free campus for staff, fire and police officers, patients and visitors. The Bethesda area normally receives modest snowfall of ~17 inches/yr and experiences only 3 icing events, but the facilities covered are extensive.  For example, NIH has ~21 miles of sidewalk, ~500 handicap access curb cuts, 23 acres of parking lots, 18 acres of service area, more than 600 building entrances (all of which have to be hand-shoveled), and ~20 nitrogen/oxygen tank delivery areas. The latter generally occur after hours, and if the pavement is not clear, delivery is not accomplished.

In preparation for winter storms, each November 1, ORF places 75 boxes of ice-melt product at the 66 main building entrances, and replenishes them as necessary. With supplies at the doors, anyone can sprinkle the ice-melt as needed. These are removed after April 15.  Otherwise, all snow-removal work is contracted out.  

Staff first notify the contractor representative (CR) of impending winter storms based on weather forecasts. The NIH Project Officer (PO) and the CR plan a response that suits the conditions. The CR is given a time to report to the campus prior to the storm. The contractor remains flexible as to additional personnel and equipment. The PO advises the CR of the sand-to-salt application ratio, which is determined by pavement temperature. The intent here is to use more sand than salt because sand is less toxic, less expensive, and does not damage concrete. Communication with the contractor and all the workers is maintained by walkie-talkies. The PO reviews the “hot spot list” with the CR to ensure that priority areas are covered first.

The CR and snow removal workers generally arrive by Metro. The CR reviews the hot spots with workers, assigns areas of responsibility to plow operators, and deploys 2 persons to Building 10 (the hospital), which has 58 doorways. Snow removal equipment operators can work an 18 hour shift, but are then required to rest 8 hours before resuming. They start plowing when snow reaches a depth of 2 inches, but they pre-treat with sand and salt before the snow starts, and they consider the job completed 8.5 hours after last flake has fallen.

Hot spots include the 8 vehicle entrances, pedestrian turn-styles, the west side pedestrian entrance, Metro pedestrian turnstile, Clinical Research Center courtyard walkways to the lawn, quarters 15B and 15C (for residents), Building 10 entrances, the Children’s Inn, the child care facilities, Building 1, parking lot 31A, and the Metro/visitor center

If NIH police observe deteriorating weather conditions (for instance, when an “Alberta Clipper” comes in), they notify the PO who notifies the CR. The CR responds with up to 22 people, who start on the hot spots. Campus buildings are assigned a priority I-IV (III is the remaining buildings and parking lots; IV is playgrounds and patios). By identifying particular areas for particular vehicles (no matter who is driving them), they can be sure that all roads, sidewalks and parking lots get cleared, even if some workers have never been to the NIH campus. Safety awareness information for salt-spreader and snowplow operators is provided in both Spanish and English.

It takes about 5 hours to cover all areas. Areas reachable by NIH’s mechanized plows take only an hour or two. Parking lots are priority III, including the top decks of 6 parking garages. The perimeter sidewalks used by commuters to reach Metro will be added to the hot spot list.

Contractor equipment and supplies include a snow loader with a 16-foot basket, 4 road plows, and 5 sidewalk plows. A snow blower cuts through frozen slush to open access to the sidewalks. Each year the weather is different, and it is impossible to accurately budget for the varying conditions, but contingency resources are made available if needed. Since the grounds and maintenance department was abolished, NIH has allowed contractors to use and maintain NIH equipment, which is kept in Building 22. If existing equipment breaks down beyond repair, it will be “surplused” and no more money will be spent on it. Having the equipment already here and available reduces the contractor’s rate. The existing contract is good for 2 more winters. The contractor has an excellent supervisor who has been here for years.

Ms. Hildebrand reported difficulty in crossing Old Georgetown Road at Greentree where pedestrians have had to cross a high mound of snow from County plowing to get onto the NIH sidewalk.  Mr. Mueller assured her that these cuts will be made.

The ORF Call Desk is open 24 hours per day, 7 days a week. The phone number is 301-435-8000, and their Internet address is www:58000.NIH.gov.

Flora and Fauna—Lynn Mueller, Grounds Keeping Manager, OFRDO
The bluebird population seems to have recovered from the West Nile Virus of 4 or 5 years ago. It went from 37 to 14, and is now back to 29.  Other bird populations have increased, as well. The 87 nest boxes located around the campus produced 117 hatchlings this year.

As of this morning, NIH had lost 118 trees this year (struck by lightning, hit by a bulldozer, infested, old age, etc.) and had planted 218 (net gain 100). Since 1991, the campus has had a net gain of 4491 trees, e.g., the reforestation area behind Children’s Inn.

ENVIRONMENT
No topic this month

TRANSPORTATION
No topic this month

SPECIAL PROJECTS

INFORMATION FORUM—Randy Schools, Director, NIH Recreation & Welfare Association
R&W Association Charitable & Community Involvement Programs
Mr. Schools gave an update of NIH’s charitable endeavors with the community:

The Children’s Inn is a 55-room facility for children who are undergoing treatment at the Clinical Center across the street. More than 10,000 children have stayed there since it opened in 1990, and it serves all 50 states and countries around the world. Recently the Inn bought (contingent on rezoning approval) a large house on Woodmont Avenue that had been owned by a local developer, Larry Lemkin. The house will be redesigned to allow up to 5 families to stay there if their child needs occasional care over a long time period.  Randy mentioned how the neighborhood can be helpful in providing letters for Park and Planning. No cafeteria services are provided, so each family takes care of its own food. NIH provides room and board only.
 
Special Love results from a collaboration between the R&W Association, the National Cancer Institute and 15 teaching hospitals—including Johns Hopkins, the University of Maryland, Sinai, Children’s, Fairfax, Walter Reed, King’s Daughter, and the University of Virginia. When a child is diagnosed with cancer, s/he is referred to Special Love for recreational programs. Special Love offers more than 12 different programs for children up to age 22. Examples include skiing at Bryce Mountain Resort  and also a family ski weekend at Canaan Valley, West Virginia (one child began skiing with the Ski Club and eventually entered the Disabled Olympics), circus night at the Verizon Center, family weekends at Front Royal (where Special Love leases property from the state of Virginia 4H programs), and programs for children under age 7. This past Sunday, some 400 families attended a holiday party hosted by Special Love. Children who are part of the program had one only common factor being cancer.

Friends of the Clinical Center serves patients’ emergency needs while undergoing treatment at the Clinical Center. For example, if a spouse has to give up a career (and income) when a family member undergoes prolonged treatment, Friends may help with a mortgage payment or a gas or electric bill—whatever it takes to allow the family to stay in the treatment protocol. Friends may provide a wheelchair or walker when the person leaves NIH. The Clinical Center serves some 6000 inpatients and 91,000 outpatients each year.

The B-52 Club is a new organization in which 52 people each gave $52 for a year to respond to social needs of the increasing numbers of soldiers returning from Iraq and Afghanistan to the Naval Hospital for treatment. The Naval Hospital is not structured to provide soldiers with nonessentials like DVD, so the Bethesda-52 Club started a program to ensure that they have access to current movies. They also provided some new computers for the soldiers’ use (they used to have old Wang machines). In addition, about 8 local restaurants volunteer to provide meals for the families on weekends when base facilities cannot.

R&W also works with Bethesda Cares, St Anne’s House, and other charitable organizations. Montgomery County Social Services provided data to Randy  the Manna Food Bank gave food to 1400 more families this year than last year. 30% of new participants in social sevice programs are college graduates. All the county shelters are full, and 53 families are lodged in motels. Child neglect is increasing, and the suicide hot line is receiving 150% more calls. These are indications of the widespread nature of the current economic downturn.

This year, NIH’s goal for the Combined Federal Campaign (CFC), which helps a wide range of community charities, was $2.2 million. As of today, NIH staff have contributed $2 million, raising $358,000 last week alone. Cokie Roberts kicked off the campaign this year. The CFC also holds special events, such as a golf tournament and a Halloween costume contest, which raise funds and increase awareness. Just to show the generosity of NIH staff, the CFC goal for all of Montgomery County was to raise $2 million of which $400,000 has so far been raised.

Wider Circle has 39 families to adopt for the holidays this year. Last night, R&W, the Hyatt Hotel, and the Bethesda Chevy Chase Chamber of Commerce hosted a dinner for needy families. They work closely with Bethesda Cares. Montgomery County identifies the people to be invited and every family gets a dinner and every child gets a gift. Over 400 families attend, and the R&W and Hyatt Hotel provide leadership.  R&W provides winter clothing, and local law firm provided gifts for adults and children. R&W is constantly raising money for charity since charity is not a line item in the NIH budget. In fact, fundraising is the most demanding part of Randy's job, but the rewards are apparent.

Ms. Miller added that the Bethesda Fire Department collects new toys to give to children living in subsidized housing. You can take your donation to any of the 3 stations. Ms. Miller takes excess to Our Lady of Lourdes Catholic church, which serves a population of poor Hispanics.

ROUND ROBIN—Ginny Miller, CLC Co-Chair

Comments and Concerns
Mr. Wilson reported that Tom Hayden had gotten some response from the State Highway Administration (SHA) in regard to CLC interest in having SHA send someone to explain local congestion management plans given the BRAC Navy base expansion now under construction. This will probably occur in March or later.

The final plans for Stony Creek Pond (SE corner of the campus in front of the library) have been presented to the National Capital Planning Commission. This is merely procedural—there are no changes in the previously described plan—and final approval is expected at the January NCPC meeting.

Mr. Clifford reported that the South Lawn contractor has located both gas and electric utility lines and will soon be able to excavate to determine their exact location.

Mr. Moss is dealing with the pedestrian egress issue from South Drive onto Old Georgetown Road. He has no answer yet, but ORS is aware of the problem.

ADJOURNMENT

Holiday Refreshments
At 4:55, the meeting adjourned. CLC members partook of some holiday refreshments in an adjoining room.

Next meeting:  January 15, 2009

PARTICIPANTS

CLC Members
Marian Bradford, Camelot Mews
Jean Harnish, Whitehall
Lesley Hildebrand, Huntington Terrace
Darrell Lemke, Bethesda Parkview
Deborah Michaels, Glenbrook Village
Ginny Miller, Wyngate
George Oberlander, Huntington Parkway
Lucy Ozarin, MD, Whitehall
Ralph Schofer, Maplewood

Liaison Representatives
Kira Lueder, NIH Alumni Association
Randy Schools, R&W Association

NIH Staff & Support
Anthony Clifford, ORF
Dennis Coleman, OCL
Alfred Johnson, ORS
Brad Moss, ORS
Lynn Mueller, ORFDO
Sharon Robinson, OCL
Winfield Swanson, Audio Associates
Ron Wilson, ORF


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