02/10/2004 - Laserfiche WebLink

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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