HomeMy WebLinkAbout12/09/2003 Meeting Minutes
December 9, 2003
Town of Los Altos Hills
City Council and Planning Commission Special Meeting
December 9 2003 7:00p.m.
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 7:05 p.m. in Council Chambers.
Present: Mayor Cheng, Mayor Pro Tem O'Malley, Councilmember Kerr,
Councilmember Warshawsky, Planning Commissioners Kerns,
Cottrell, Mordo and Committee Members Downey, Oldberg Radford
and Whaley
Absent: None
Staff: City Manager Maureen Cassingham, City Clerk Karen Jost
Guests: Peter Duxbury, Bill McIntosh-Duxbury Architects
Press: None
• 2. APPROVAL OF MEETING MINUTES
MOTION SECONDED AND CARRIED: Moved by O'Malley, seconded by
Warshawsky and passed unanimously to approve the November 10, 2003 meeting
minutes
3. NEW BUSINESS
4. UNFINISHED BUSINESS
4.1 Project Status Report and Design Update—Peter DuxbM, DuxbM Architects
Peter Duxbury distributed revised site and floor plans to the Committee. Duxbury noted
that he and his staff are finalizing all aspects of the project simultaneously, including;
interior issues, building elevations, exterior modifications, fire engine access/turnarounds
and the relocation of the emergency generator and propane tank. Duxbury noted that he
hopes to have all issues resolved before the project application is scheduled for site
review with the Planning Commission.
Duxbury discussed a plan for relocation of the Chamber stained glass window in the new
Town Hall. The Committee was supportive of the proposed location in the front door.
Interior modifications included: a redesign of the restrooms, door/window modifications,
• hardware substitutions, and appliance changes in the staff breakroom (stove
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removed/larger refrigerator incorporated). Duxbury is pleased with the present flow of
the work space and noted that it was a very functional building.
Exterior modifications included: the addition of a low wall for aestheticoses to give
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the sense that Chambers was "at grade" and create a"park like setting", additional donor
wall space around the Heritage Oak, and the relocation of the emergency generator and
tank to comply with fire code requirements.
Duxbury discussed the fire engine turnaround options with the Committee. The
Committee favored the bulb turnaround that was originally approved by the City Council.
Consensus of the Committee: to request the architect to, if feasible, avoid the removal of
existing trees.
5. REPORTS FROM SUBCOMMITTEES
5.1 Council Chamber Design Status Report
Duxbury distributed Council Chambers design floor plans to the Committee. He has
been working closely with the Council Chambers Subcommittee. Al Whaley reported
that the Subcommittee has visited several town halls to investigate chamber options.
Photographs of the different sites are available on his website. Duxbury has incorporated
the Subcommittee"s suggestions into the Chambers design that was before the
Committee.
• Discussion ensued regarding the sitingof the door to the electrical room. Duxbury will
in'Y
review the options with the project electrical engineer. The Committee questioned the
size of the AV control room and the types of equipment.that need to be accommodated.
This issue will be further reviewed by the Subcommittee and they will report their
findings at the January meeting. The location of a press table was discussed and this
feature will be incorporated into the final design.
Councilmember Kerr suggested that any Committee member who is interested in the
future layout of the Chamber visit additional sites and bring their recommendations to the
January meeting for discussion.
Kerr thanked the Council Chambers and Information and Technology Subcommittees for
their efforts.
5.2 Discussion of General Contractor vs. Multiple Prime Contracts Approach to
Managing the Construction Process for the New Town Hall Project
The Committee discussed management options for the construction process of the new
Town Hall facility. There was general agreement that the multiple prime contract option
was the most favorable. The Committee agreed by consensus that it was important to
• interview additional construction managers that specialize in this construction process.
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December 9,2003
They requested company referrals from the project architect and will schedule interviews
at a future meeting. Mayor Pro Tem O'Malley, Councilmember Warshawsky and
• Committee member Downey will meet with TBI to discuss their proposal for the next
phase of the project.
5.3 Green Energygram Status Report
Bill McIntosh, Duxbury Architects, distributed a spreadsheet on the Green Energy
Program to the Committee that included the potential energy efficiency upgrades and
their costs for the new Town Hall. Councilmember Kerr explained the energy saving
options that are being investigated to qualify the new Town Hall for rebates and special
energy financing programs. Kerr is working with Town staff to identify existing energy
costs that could be added to the list.
The Committee discussed solar options including roof panels, stationary panels in the
orchard and solar trackers. Committee member Downey volunteered to schedule a
presentation by a solar provider at a future meeting.
Following discussion, the Committee concurred that the costs associated with the energy
program upgrades should be"recouped/paid back"within a ten (10)year period.
Councilmember Kerr will advise the Committee on the status of the Green Energy
Program at their next meeting in January.
• 5.4 Subcommittee Updates from Donor Wall, Information Technology Staff
Offices Requirement, Heritage House and Project Budget
Donor Wall: The subcommittee will meet in January to develop a mission statement;
discuss the selection process for vendors; establish the criteria for participation; develop a
marketing and publicity campaign; and promote and introduce the donor wall program
via the Town's March newsletter.
Information and Technology: Mayor Pro Tem O'Malley reported that the Town has
initiated discussions with TMC (consultants assisting the Town with the cable franchise
negotiations with Comcast Cable) regarding the Committees request for community
access channels. TMC will include the request as part of the negotiations for the
refranchise agreement.
The Information and Technology Subcommittee included their status updates in the
discussion of the Chamber design.
. 6. PRESENTATIONS FROM THE FLOOR
None
The New Town Hall Committee members and Planning Commissioners adjourned the
• meeting at 9:00 pm.
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December 9,2003
The City Council adjourned to the Closed Session at 9:01pm.
7. CLOSED SESSION
CLOSED SESSION: Conference with legal counsel—anticipated litigation; si nificant
exposure to litigation pursuant to subdivision b of Government Code Section 54956.9•
one case.
City Attorney Steve Mattas participated in the Closed Session via teleconference.
The City Council reconvened to the City Council and Planning Commission Special
Meeting.
The City Council provided direction to staff and no action was taken.
8. ADJOURNMENT
There being no further business,the meeting was adjourned at 9:25 pm.
Respectfully submitted,
Karen Jost
City Clerk
The minutes of the Special City Council/Planning Commission Meeting for December 9,
2003 were approved at the Special City Council/Planning Commission Meeting of
January 13, 2004.
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City Council/Planning Commission Special Meeting Minutes
December 9,2003