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HomeMy WebLinkAbout02/10/2004 Meeting Minutes February 10, 2004 Town of Los Altos Hills City Council and Planning Commission Special Meeting February 10, 2004 6:30 pm Council Chambers 26379 Fremont Road, Los Altos Hills 1. CALL TO ORDER ROLL CALL, AND PLEDGE OF ALLEGIANCE Councilmember Kerr called the Special Meeting of the City Council and Planning Commission to order at 6:30 p.m. in Council Chambers. Present: Mayor Pro Tem O'Malley, Councilmember Warshawsky, Councilmember Kerr, Planning Commissioners Kerns and Mordo and Committee Members Downey, Oldberg, Radford and Whaley (Planning Commissioner Mordo left at 7:25 pm) Absent: Planning Commissioner Cottrell Staff: City Manager Maureen Cassingham, City Clerk Karen Jost Guests: Peter Duxbury, Bill McIntosh-Duxbury Architects Tony Mirenda, Rick Leisinger—Toeniskoetter&Breeding (TBI) Press: None • Councilmember Kerr announced that the meeting agenda would be reordered to facilitate reports from the TBI representatives. 2. APPROVAL OF MEETING MINUTES MOTION SECONDED AND CARRIED: Moved by Warshawsky, seconded by O'Malley and passed unanimously to approve the minutes of the January 13, 2004 City Council and Planning Commission Special Meeting. 3. NEW BUSINESS 3.1 Discussion of Temporary Staff Offices and Meeting Space for Town Operations 3.1a On Site Portables—TBI Consultants TBI reported on the feasibility of on-site portables for staff and Town operations. They estimated that it could require 6 weeks to set up the portables and prepare them for staff. Discussion ensued regarding the location of the portables, construction and staff parking, construction delivery and staging. The Committee requested a more thorough investigation on this option for Town facilities by TBI to include more detail in the site requirements and location of the portables. • 1 Special City Council/Planning Commission Meeting Minutes February 10,2004 3.1b Lease of Commercial Space—City Manager Maureen Cassingham • City Manager Cassingham reported that she had researched commercial space in Palo Alto and Los Altos. The Palo Alto site(s) are not divisible spaces and would not be a viable option for temporary quarters. The property in Los Altos is located on the El Camino. The building has sufficient parking and is full service. Rental for the three suites (approximately 3000 square feet) would cost out at $225 square foot or $6750 per month/$81,000 per year. In response to a question regarding using the Heritage House as an annex during the construction process, Cassingaham explained that the concept has been considered, but that splitting up staff is problematic. Cassingham reported that there is no one facility that will be able to accommodate the scheduling of Town Meetings (City Council, Planning Commission and Standing Committee). Different venues will be required for the 12 month period. 3.1c Lease of Bullis School Councilmember Kerr reported that he has visited the Bullis School site. He has met with the Charter School representatives to ensure that the Town renting the facility as temporary quarters would not preclude them from using the site. The Charter School will have a minimal number of students attending the first year of operation and sharing the Bullis site will not be a problem. Kerr explained he had requested an opinion from City Attorney Steve Mattas on the use of Bullis Elementary School facilities and the "Civic Center Act". He distributed the memorandum from Mattas. • The Committee discussed the option of leasing Bullis School facilities. There was consensus that this was the most positive of the alternatives: due to its close proximity to Town Hall, Los Altos Hills location, availability of appropriate space for staff offices and operations and the multi-purpose room could support Town meetings. MOTION SECONDED AND CARRIED: Moved by Whaley, seconded by Kerns to direct Councilmember Kerr to entertain discussion with the Los Altos School District for the lease of a portion of Bullis School. Proposed Terms to be: 1) nine month minimum lease with the start date of April 15, 2004 and month to month thereafter; 2) 3,000 square feet at a cost of $2.00 per square foot; 3) access to the multi-purpose room at no additional cost; 4) to be noted in the discussions that the Town does not object to co- existing with other tenants including the Bullis Charter School. The Committee concurred that time is of the essence and the negotiations for lease of the site should begin immediately. If they do not prove fruitful, negotiations for the multi- purpose room for Town meetings should be considered. 3.2 Consideration of Contract with Soils Engineer Councilmember Kerr requested clarification on why this item had been directed to the • Town for consideration. Peter Duxbury explained that the soils engineer is not part of his contract. Duxbury detailed the role of the soils engineer in the construction process. 2 Special City Council/Planning Commission Meeting Minutes February 10,2004 Tony Mirenda, TBI, recommended that the Town seek a second opinion on the recommendations of the present soils engineer for the foundation requirements. The iCommittee directed TBI to seek such an opinion. PASSED BY CONSENSUS: To direct Councilmember Kerr to sign the contract with the soils engineer if the outstanding issues are resolved. 3.3 Discussion of Staff Tasks and Responsibilities with the New Town Hall Process Item continued to a future meeting. 4. UNFINISHED BUSINESS 4.1 Discussion of Budget/Construction Update—TBI Consultants Tony Mirenda, President, TBI, distributed an updated budget analysis for the Town Hall project. It included cost comparisons to the Goldman estimated costs and the earlier budget information (October 10, 2003) that had been developed by TBI. Mirenda explained that the scope of the project has increased but projected costs have gone down. Mirenda reviewed the handout with the Committee. He noted that the contingency amount has been adjusted from 10% to 7.5% due to the project plans nearing completion. The project is "on budget" including the addition of limited landscaping, off site work along Fremont Road, and additional hardscape. • Discussion of the Town Hall Progress Budget dated 02/10/04 ensued. At its conclusion, the Committee requested a reconciliation of the budget numbers as presented. Mirenda will provide the Committee with the requested information at their next scheduled meeting. 4.2 Project Status Report and Design Update—Peter Duxbury, DuxbM Architects Peter Duxbury gave a brief presentation on the interior materials that will be used for the project. He provided samples for the Committee to review. Duxbury explained that the palette and materials are simple, cost effective and very utilitarian. He is investigating the possibility of recycling some of the existing redwood into the new Council Chambers. Duxbury noted that 10 sun tunnels have been added along the perimeter of the building, work room and restrooms as part of the green energy program. 5. REPORTS FROM SUBCOMMITTEES 5.1 Consideration of Construction Management Firm—Mayor Pro Tem O'Malley Councilmember Warshawsky, Jim Downey Jim Downey reported that his Subcommittee had met with representatives from Swinerton Consulting and Toeniskoetter & Breeding (TBI) and studied their respective proposals for construction management services. Downey reviewed the proposals with the Committee. It was his opinion that there were unknown costs associated with the 3 Special City Council/Planning Commission Meeting Minutes February 10,2004 Swinerton proposal. He added that the project Architect has stated that continuity is an important factor at this stage of the project and has recommended TBI continue as the • construction consultants. Downey recommended that the Committee consider a contract with TBI at a renegotiated lower cost. The Committee concurred and agreed to negotiate with TBI for construction management services. Mayor Pro Tem O'Malley offered to contact TBI and discuss the contract and cost. The contract will be agendized for the February 19, 2003 City Council Regular Meeting for Council consideration 5.2 Green Energygram Status Report—Councilmember Kerr Item continued to March 9,2004. 5.3 Subcommittee Updates from Donor Wall, Council Chambers Design and Information Technology, Staff Offices Requirement,Heritage House and Project Budget Donor Wall Subcommittee: Duffy Price, Subcommittee Chair, thanked the Architect and her Committee for their efforts on this project. Price noted that she is before the Committee seeking their approval of the Subcommittee's revenue goals of approximately $500,000 that could be realized from the donated tiles for the Donor Walls at the New Town Hall. The subcommittee's projected revenue is based on 50% participation from Town residents and pricing at two participation levels: 1) tile pricing-8x8 tiles at $600 • level (525 tiles available) and 4x4 tiles at$200 level (1048 tiles available). Price reported that the Donor Wall Program will be announced in the March Town Newsletter; a brochure is being developed announcing the project and incorporating a statement regarding tax donation information; and the subcommittee will provide a demonstration of the tiles and signup for purchase at the Town Picnic on June 6, 2004. John Radford, Subcommittee member, added that he would like to see the tile's revenues identified for particular purchases. The Committee discussed this concept and determined that it was too early to identify the use of the funds at this time. Price explained that the Subcommittee was also investigating additional venues/items that could be identified as donations for the New Town Hall; i.e. flag pole, a-v system for Council Chambers, etc. PASSED BY CONSENSUS: To approve the Donor Wall Subcommittee's recommendations for number of tiles offered, pricing and projected revenue goals. The Committee thanked Price for her presentation and efforts on this project. 6. PRESENTATIONS FROM THE FLOOR None 4 Special City Council/Planning Commission Meeting Minutes February 10,2004 7. ADJOURNMENT There being no further business,the Special City Council and Planning Commission Meeting was adjourned at 8:40 pm. ies ctfully ubmitted, aren ost ty Cle The minutes of the February 10, 2004 Special City Council and Planning Commission Meeting were approved at the March 9, 2004 Special City Council and Planning Commission Meeting. • 5 Special City Council/Planning Commission Meeting Minutes February 10,2004