Meeting Minutes
Multnomah County Library Bond Oversight Committee
March 17, 2026
4:00 - 6:00 pm | Virtual Meeting
Committee Members Present
Courtney Rosenthal, David Hoang, Marelea Lutino, Michael Armstrong, Nicole Pexton, Randall Edwards, Rosie McGown, Susan Aldrich were present. Ana Brophy and Alexia Wellons were unavailable.
Staff Present
Annie Lewis, Library Director; Kate Vance, Bond PMO Director-DCA; Katie O’Dell, PMO Deputy Director-Library; Maddelyn High, Library Director’s Assistant / Committee Staff Support; Mike Day, Bond Consultant; Tracey Massey, Director-DCA (virtual); Eric Arellano, CFO; Jayde Delano, budget analyst senior were present.
Ashley Osten and Steve Bacchetti from Baker Tilly were also in attendance.
Welcome
Committee Chair Nicole Pexton welcomed folks to the meeting, and attendees and guests introduced themselves. Annie shared land acknowledgement.
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.
Audit
County CFO Eric Arellano reminded that when the bond was approved, language in the ballot included commitment to audit oversight through the bond term. As previously shared, the timeline is staggered due to the need to finalize the County’s audit and financials in late fall/winter following the close of the prior fiscal year.
The audit, as informed by the Bond Oversight Committee, includes two components: an agreed-upon procedures engagement (ensuring bond revenue and expenditures are allowable, a detailed sampling of expenditures, and reviewing that any changes follow the approved process); and an enhanced scope audit (which reviews the overall project for actual spending vs. the budget).
Team members from Baker Tilly joined to share a summary of results of the audit for Fiscal Year 2025, which was provided to committee members ahead of time. The audit report includes one minor finding around commitment notices, due to timing of bond fund appropriations. An internal procedure adjustment will correct this finding. Baker Tilly explained that their team also validates construction contracts and change orders for alignment with project reporting.
In response to a question, staff shared that the commitment is to have audit oversight through completion of the bond, and another audit engagement is planned for Fiscal Year 2026. Whether or not a final audit is completed for Fiscal Year 2027 will depend on the materiality of expenditures during that time period.
Arellano shared appreciation for the committee’s ongoing support for and participation in the audit oversight process, acknowledging the complexity involved.
In response to a question about the bond’s successes, Baker Tilly, Arellano, and bond staff cited the following factors:
- The bond project scope and priorities were realistic, as were project budget estimates.
- Project management has been particularly effective, with well-defined roles and process definitions, with PMO and CMCH delivery model.
- Wins due to contingency savings
- The ability to apply lessons learned as the team went along – projects came in rapid succession so lessons were fresh and immediately applied
- An engaged Bond Oversight Committee
Bond committee members expressed interest in including a “lessons learned” section in its next annual report.
Committee Business
There were no corrections to the minutes for the December 16, 2025 meeting.
The committee reviewed its work timeline for Fiscal Year 2026, noting that the last major project (Belmont Library) will be completed in summer 2026. A suggestion was made to adjust the timeline for the committee’s last report, extending it beyond the fiscal year to cover the opening of Belmont.
Library Systemwide Updates
Library Director Annie Lewis highlighted several recent systemwide updates for the library:
- The library’s FY27 requested budget was submitted – overall, MCL is facing a $2.3M deficit, and the goal in addressing it is to avoid direct service impacts as much as possible. Lewis shared that committee members can reach out directly with any questions.
- A decision by the County Chair and COO to not move forward with metal detectors at Central Library at this time. The library is assessing the ability to use bond funds for allowable expenses to address any other safety recommendations for Central Library, following up on bond refresh work at that location.
- Lewis also shared that the library’s new security manager started at the end of February.
- Lewis also highlighted some upcoming library programs celebrating Black History Month, Lunar New Year, and Everybody Reads.
Bond Implementation Update
PMO Deputy Director-DCA Kate Vance shared recent celebrations and milestones, including the recent openings of Northwest Library (which had 2,000 visitors in the first day) and Hollywood Library, noting that East County Library, St. Johns Library, and Belmont Library are in the final stages of completion.
Vances noted that Supplier Diversity Officer Maggie Chavez will join the June committee meeting to share an update on Regional Workforce Equity Agreement (RWEA) listening sessions that took place in February 2026 over the course of a week with four different groups of folks. An initial summary report was shared ahead of time with committee members.
Vance shared a bond budget summary, noting an increase in interest earnings and processing of Energy Trust of Oregon incentives since the committee last met. Overall, contingency dollars also remain healthy. Vance noted that committee members can expect to see changes as projects wrap, and summarized changes for the last quarter.
In response to a question, Vance reminded that there are clear priorities and guidelines for allowable use of bond contingency funds, which are reviewed by Arellano and bond counsel.
Bond consultant Mike Day shared info about green energy tech, highlighting that Oregon’s Green Energy technology requirements have been met. This work is guided by a sustainability consultant alongside Oregon Dept. of Energy, and implementation of green energy technology across the bond portfolio was determined by how to achieve the greatest outcomes.
Day also noted continued success in meeting journey and apprentice diversity goals, aside from women journey participation goals.
Moving to project updates, Vance shared that East County Library work is focused now on interiors, fixtures, art, and internal systems; with an opening date of May 16 recently announced.
In response to a question, Day answered that the Gresham Library building was sold in fall 2025 to the City of Gresham. The city has been leasing the building back to the library until staff move out, and into East County Library, at the end of March.
Belmont Library recently received its temporary certification of occupancy – the last such milestone for the bond. The focus here is also on interior work and shelving, with mechanical systems recently turned on and furniture arriving soon. The building will open in summer 2026. Due to an overall increase in direct construction costs, some contingency funds were reallocated in order to meet Construction Diversity and Equity Fund (CDEF) requirements. Vance summarized these changes.
St. Johns Library is now fully energized and shelving is up. Automated Materials Handling (AMH) and A/V system installation is beginning, as is art installation.
Overall, Day noted that program risks, while still being monitored, are either low or mitigated at this point; although there remain some minor delays with final permits and close-out inspections. The focus now is shifting to post-opening and contingency release planning.
Committee Chair Nicole Pexton highlighted the need to include a section on contingency timelines, projects, and process in the committee’s next report.
Action Items + Closing
The meeting adjourned at 6:07 pm.