Meeting Minutes
Multnomah County Library Bond Oversight Committee
March 18, 2025
4:00 - 6:00 pm | Virtual meeting
Committee Members Present
Ana Brophy, Maralea Lutino, Nicole Pexton, Randall Edwards, Rosie McGown
Staff Present
Annie Lewis, Library Director; Eric Arellano, CFO, Multnomah County; Kate Vance, PMO Deputy Director-DCA; Katie O’Dell, PMO Deputy Director-Library; Maddelyn High, Library Director’s Assistant / Committee Staff Support; Maggie Chavez, Supplier Diversity Office, Multnomah County; Mike Day, Bond Program Management Office (PMO) Director; and Tracey Massey, Director, Multnomah County Department of County Assets (DCA)
Welcome
Library Director Annie Lewis welcomed attendees, including four prospective new members who joined as observers. Lewis explained her role and shared appreciation for folks interested in joining the committee. Meeting attendees and guests introduced themselves.
Public Comment
Public comment was requested for submission via email ahead of the meeting. No known emails came in for public comment, and no members of the public submitted comments during the meeting.
Committee Business
Committee liaison Maddelyn High shared a reminder about the open recruitment for new committee members, noting that new members will be joining the committee shortly, following application review, interviews, vetting, and selection by committee co-chairs.
High also gave an overviewing of upcoming committee meetings and the annual report schedule for 2025.
Multnomah County CFO Eric Arellano gave a brief update on the bond audit schedule, including a refresher on scope of the audit engagement. Arellano noted that at this point, we don’t expect any major audit findings, and that Moss Adams will join the June committee meeting to present findings for Fiscal Year 2024.
Bond Implementation Update
Bond Program Management Office (PMO) Director Mike Day noted that no major changes have been made to the sequencing of bond program projects, despite some ongoing supply chain challenges with switchgears (a holdover from the pandemic).
Day noted that the North Portland Library opened in early February, and that Albina Library is next up, with opening planned for later in the summer. The opening of Albina Library will conclude Chapter One bond project work.
Chapter Two bond work consists of the new East County Library, a feature mass timber project in our region, which is well into construction. Chapter Three work includes Northwest, St. Johns, and Belmont libraries, which are all currently under construction. Day shared that smaller-scale refresh projects are also underway and going well.
Day gave an overview of the bond program budget, highlighting a few changes since the committee last met: including additional earned interest income and expected Energy Trust incentives. Day shared recent budget changes by project, for North Portland, St. Johns, and East County libraries.
PMO Deputy Director Katie O’Dell reminded that we are now halfway through the bond program, and shared context about contingency release planning, including the process and criteria for release for buy-backs and for new adds (needs discovered over time). O’Dell reminded that these funds must be spent only on bond-allowable costs.
O’Dell provided a breakdown of contingency fund sources by category, and anticipated uses; noting that contingency release happens only after assessing risk for completed projects. Day underscored that this process is complex, involving tracking restricted and unrestricted funds, timing, and risk management; reminding that four major bond projects are still under construction.
Supplier Diversity Office Maggie Chavez shared an updated forecast of COBID utilization across the bond portfolio. The current forecast is 30.7% of the estimated cost of work (representing $58 million), which is on track with goals.
Chavez reminded folks about the goals of the Regional Workforce Equity Agreement (RWEA), providing a high-level summary of that framework — a project labor agreement signed by 16 local entities to set consistent workforce diversity goals, increase recruitment and retention of a diverse workforce, and to build accountability. The library bond team is the first group among signatories to implement the RWEA.
Chavez shared that, during the fall and winter of 2024/2025, Multnomah County held three feedback and listening sessions with partners, including construction managers, community organizations, pre-apprentiship programs, and organized labor. Chavez shared key takeaways from these sessions, including:
- The RWEA has fostered stronger relationships between contractors and subcontractors.
- Smaller, non-union subcontractors face difficulties with the health insurance requirement and the complexity of the agreement.
- The RWEA has led to an increased number of women and people of color in the workforce on bond projects. Progress has exceeded every metric set.
Lessons learned also included several recommendations:
- Develop accessible resources and offer in-person support for contractors, particularly small businesses and non-union entities.
- Invest in programs that provide a pipeline of skilled workers from diverse backgrounds and reward contractors who prioritize diversity and inclusion.
- Introduce flexibility into the RWEA to accommodate the needs of small businesses and incentivize contractor participation.
- Improve data collection and analysis to better track worker progress and measure the RWEA's long-term impact by partnering with the Bureau of Labor and Industries Apprenticeship and Training Division.
Moving on to individual bond projects, Chavez provided construction workforce updates. Under the RWEA, the bond portfolio continues to exceed apprenticeship and social equity goals. Participation of women at the journey level (moving beyond apprenticeship) is the primary area for improvement (this is a known national issue)
Shifting to construction progress, PMO Deputy Director Kate Vance highlighted a few projects. North Portland Library opened to the public in February. Unfortunately, a sewer problem emerged during opening weekend — quick remediation is underway now, and has so far been accomplished without having to close the building. The team expects a budget change in the realm of $100k or more for sewer work.
COBID participation for North Portland Library has greatly exceeded goals (~51% participation vs. 25% goal). Vance encouraged folks to visit to experience the art and furniture — designed by Black artisans — in person.
Vance also shared progress photos for the new East County Library, which is well into construction. Opening is still slated for spring 2026. The budget is also performing well, as is COBID target participation.
Overall, the bond team continues to monitor and migrate risks. Now that the bidding phase is completed for all major projects, overall budget risks are lower. However, the team is paying close attention to any new risk related to new federal tariffs. Vance noted that City of Portland permit timeline delays are also still an issue.
Vance closed by celebrating that it’s been a strong construction year for four major bond projects, with good progress on RWEA goals.
Action Items + Closing
High reminded that new members will attend the committee’s next meeting in June, and Moss Adams team members will join to share audit findings. The meeting adjourned at 5:32 pm.