Meeting Minutes
Multnomah County Library Bond Oversight Committee
September 16, 2025
4:00 - 6:00 pm | Albina Library
Committee Members Present
Alexia Wellons, Ana Brophy, Courtney Rosenthal, David Hoang, Marelea Lutino, Michael Armstrong, 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
Welcome
Committee Chair Nicole Pexton welcomed folks to the meeting, and attendees and guests introduced themselves. Library Director Annie Lewis shared a 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.
Committee Business
There was one edit to the minutes for the March 18, 2025 meeting.
Committee members discussed sharing the recently-completed Fiscal Year (FY) 2024 bond audit, which was not yet complete in time for release of the committee’s second annual report. Upon committee member agreement, Maddelyn High will work with the library’s web team to get the audit posted on the Bond Oversight Committee webpage.
County CFO Eric Arellano added that the county is currently engaged in year-end closing activities for FY25, and is scheduled to issue financial statements in November – after which, Arelanno will meet with Baker Tilly about beginning the FY25 bond audit. An updated timeline for the FY25 audit engagement will be shared when known.
Annual Report Check-In
The committee reviewed the timeline for its third annual report, as well as its fall meeting schedule, agreeing to an initial deadline for November 30 for draft complexion of the FY25 report – with a goal of approving the report at the December 16 committee meeting.
The committee reviewed desired report sections, working from last year’s FY24 report, and teams of committee members volunteered to draft the following sections:
- Budget management: Nicole Pexton and Randall Edwards
- Audit findings section: Nicole Pexton and Randall Edwards
- Schedule and project progress: Rosie McGown and David Hoang
- Sustainability (expanded section): Michael Armstrong and Alexia Wellons
- Community engagement: Susan Aldrich and Marlea Lutino
- DEI: Maralea Lutino, Courtney Rosenthal and Ana Bropy
Committee members talked through what type of information they would like to include in each report section, with bond staff offering support in terms of data and connections to staff subject-matter experts. Several other questions arose, including around the process of LEED certification (which does not require ongoing accreditation); the impacts of the current federal administration on DEI work, and of tariffs and trade labor related to immigration policies.
High will share a draft report document for folks to work from, as well as links to relevant resources; and can help schedule time for workgroups to meet if needed. High shared that after the report is approved, a timeline will be set for presentation to the Board of County Commissioners (the committee will need to select presenters).
Library Systemwide Updates
Lewis highlighted several recent systemwide updates for the library, including:
- Hiring of a new deputy director, Stephen Houser, who started in mid-August, and who oversees MCL’s public services division, in addition to security
- A recent example of activation of new bond buildings (a vote-by-mail press event at Midland Library)
- The recent opening of Albina Library in July since the committee last met
- An update on media coverage and challenges related to Central Library security, with a note that library staff will share an updated report on analysis of enhanced security measures with the board of county commissioners on September 30. Lewis shared that product research on weapons detection and vapor sensors (both proposed enhancements) is already underway. Committee members expressed support for utilizing bond contingency funds for security enhancements, as allowable; and Lewis reminded that several safety-focused design elements (such as lower shelf heights to create better sitelines) were included in initial bond project design, based on security assessments that were conducted.
Bond Implementation Update
PMO Deputy Director-DCA Kate Vance shared that the bond has reached a new milestone – only building openings from now on! Recently-opened bond buildings include: Albina Library (new build) and Woodstock Library (refresh project).
Committee member Courtney Rosenthal, as a volunteer at Woodstock Library, shared gratitude for the teams that worked on that project in particular, highlighting effective use of a busy small space.
PMO Director Mike Day provided an updated bond budget summary, including an additional $900k in interest income earnings and Energy Trust of Oregon incentives for Albina, St. Johns, and East County libraries. Day also noted that since the committee last met, $75k in interest earnings were committed to St. Johns Library for several contingency items. Overall contingency levels remain healthy.
In response to a question, Day explained the different types of project contingencies. In response to another question, Day noted that the bond team is currently identifying buy-backs, enhancements, and betterments (guided by identified priorities) for use of any remaining contingency funds. January 2027 is the desired timeframe. Arellano explained how the process might work if any bond contingency funds remain after program close-out.
Day shared a snapshot of the current standing in women, minority, and apprenticeship utilization for construction workforce (mined from payroll), noting an ongoing industry disparity around participation by women at journey level. A COBID snapshot was also shared for the bond portfolio overall.
PMO Deputy Director-MCL Katie O’Dell shared images and other highlights from the opening of the new Albina Library, which received a lot of positive press. O’Dell noted that work remaining on this bond project includes final artwork installation; and some final roofing work (somewhat complicated by the recent default and closure of the roofing contractor). Final project budget close-out is underway.
Vance shared that work on the new East County Library is progressing well, with the project on track for substantial completion in December. And, after a long delay, switchgear has arrived. Work on the feature staircase is also underway. In terms of the project budget, $11k was recently approved from owner contingency funds to cover the cost of TriMet’s design of the shared South Civic Hub (a space owned by City of Gresham and co-managed with TriMet). Day reminded that underground parking, which was required by TriMet, was a big cost driver for this library project; as well as the need for soil mitigation (deep soil mixing).
Vance shared that work on Belmont Library is also progressing, with lots of right of way work. Photos of progress, and the chosen RACC artists for the teen area and other spaces, were also shared. In terms of project budget, $330k from soft costs was shifted to hard costs to address unforeseen conditions.
Vance shared that substantial completion of the St. Johns Library renovation is currently projected for February 2026. Work on drywall and ceilings continues, and children’s book illustrator and artist Carson Ellis will create a mural for the children’s area.
The new Northwest Library recently received its temporary certificate of occupancy. Vance shared photos, and budget updates (including the addition of $116k from owner contingency to cover additional design services for scope expansion and unforeseen conditions).
All bond refresh projects are now either open or under construction.
Vance shared that, at this phase, overall program risks are low to moderate across the bond portfolio; noting that market conditions and escalation are still being closely monitored in particular due to ongoing unforeseen factors.
A question was posed about plans for sharing out successes around DEI and the Regional Workforce Equity Agreement (RWEA) beyond the county. Staff noted that the initial RWEA agreement term is for five years (up for renewal in 2027), and that halfway through, a “lessons learned” report was recently completed (and shared with committee members). As the library bond program concludes, the work of sharing lessons learned will continue.
Action Items + Closing
The meeting adjourned at 6:04 pm.