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HomeMy WebLinkAbout11/10/2003 Meeting Minutes • November 10, 2003 Town of Los Altos Hills City Council and Planning Commission Special Meeting Monday November 10, 2003 7:00 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 to order at 7:05 p.m. in Council Chambers. Present: Mayor Cheng, Mayor Pro Tem O'Malley, Councilmember Kerr, Councilmember Warshawsky,Planning Commissioner Kerns, and Committee Members Downey, Oldberg, Radford and Whaley Absent: Planning Commissioners Cottrell and Mordo Staff: City Clerk Karen Jost Guests: Peter Duxbury, AIA, Bill McIntosh, Duxbury Architects Press: None 2. APPROVAL OF MEETING MINUTES • MOTION SECONDED AND CARRIED: Moved by O'Malley, seconded by Whaley and passed unanimously to approve the meeting minutes of the October 6, 2003 City Council and Planning Commission Special Meeting. 3. NEW BUSINESS None 4. UNFINISHED BUSINESS 4.1 Project Status Report and Design Update—Peter Duxbury, Duxbury Architects Duxbury distributed project fact sheets to the Committee. They included: revised Chamber specifications, schematic of Town Hall, and preliminary budgets for furnishings. He reported that the new Chamber design will accommodate approximately 50%more seating. Duxbury noted that the new site plan calls for the area designated as parking near Concepcion to remain undeveloped. Gravel may be used to identify this area as reserve parking space for large meetings. It could be paved at a future date. Councilmember Kerr suggested that the Subcommittee's schedule meetings with Duxbury prior to the next scheduled Committee meeting. This would facilitate a better dialogue on needs and budgets. 1 City Council/Planning Commission Special Meeting November 10,2003 5. REPORTS FROM SUBCOMMITTEES • • Project Budget Mayor Pro Tem O'Malley will develop a budget and finite costs for the New Town Hall. The goal is to keep the budget at $3,764,924. There are no plans to incorporate expected donation funds. Councilmember Kerr stated that he would like to revisit the construction management options and competitors to TBI. Mayor Pro Tem O'Malley, Jim Downey and Dean Warshawsky volunteered to undertake this task. This was viewed by the Committee as a high priority. • Donor Wall Duffy Price distributed minutes from the Subcommittee's first meeting. The group is entertaining different options for donor recognition. The purpose of the donor wall was identified as: 1) developing a community consensus for the project, 2) building a sense of community, and 3) raising fiends. The wall and colorful tiles will also enhance the space. The donor wall is tentatively planned to have 450 tiles, sold for $300 each. This would generate approximately $135,000. A second wall around the heritage oak is being proposed that would hold 240 tiles to be sold for $500 each raising $120,000. Donor funds will be used to supplement the Town Hall project budget. Price explained that the Subcommittee will design the marketing approach for the project in the upcoming months and a formal announcement of the donor drive will be made in March. Guidelines for the wall participation have not yet been established. • John Radford volunteered for the Subcommittee. He questioned the pricing of the tiles considering there is such a limited number to be marketed. MOTION SECONDED AND CARRIED: Moved by O'Malley, seconded by Radford and passed unanimously to approve in concept the donor wall(s), to set prices at a later date and to give direction to the Subcommittee to continue on course and entertain other donation suggestions at a later date. • Council Chamber Design Al Whaley distributed a report from the Subcommittee. They have made site visits to Redwood City, Portola Valley and Woodside to tour Council Chambers. Visits are scheduled for Sunnyvale and Foster City. The group is still in the investigation phase. They are working with the Information and Technology Subcommittee to formulate a "needs" assessment and budget analysis of the project. The Committee discussed the option of community access cable channels for the New Town Hall. It was noted that the Town is in the process of renewing the franchise with Comcast. Mayor Pro Tem O'Malley volunteered to investigate the possibility of acquiring these channels. • Green Energy Program Councilmember Kerr reported that he had been investigating the "Savings by Design" program that is offered by PG&E. The building must be built to a higher standard that • Title 24 to qualify and the expectation is to have a 20% savings of energy needs. His 2 City Council/Planning Commission Special Meeting November 10,2003 goal is to make the green energy program for the new Town Hall self-financing with no costs to the Town. • The Committee discussed the possibility of installing solar trackers in the Heritage House orchard. PASSED BY CONSENSUS: To have the solar trackers represented on the site plans submitted for approval to the Town. A determination to move forward and utilize them as an energy source will be decided at a later date. • Information Technology Working in tandem with the Council Chamber Design Subcommittee • Staff Offices Requirement The Subcommittee will inventory existing furniture and equipment. Budget for furniture will be reviewed. Used equipment will be investigated. Staff office requirements will be revisited-in the future. • Heritage House Al Whaley reviewed the conceptual future plan for remodeling the Heritage House as the official EOC center with the Committee. This is not part of the New Town Hall project. He will report any potential plans/designs/discussions that could present a conflict with the present site plan. The Heritage House is slated to be the Sheriff's quarters, EOC and Historical archival repository. • 6. PRESENTATIONS FROM THE FLOOR None 7. ADJOURNMENT The next Town Hall Committee will be on December 9th at 7:00 p.m. Subcommittees were directed to report their findings at the next meeting and any outstanding issues will be revisited. There being no further business,the meeting was adjourned at 8:30 p.m. Respectfully su mitted, Karen Jo� City Clerk The minutes of the November 10, 2003 City Council/Planning Commission Special Meeting were approved at the December 9, 2003 City Council/Planning Commission Special Meeting. • 3 City Council/Planning Commission Special Meeting November 10,2003