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HomeMy WebLinkAbout09/15/2003 Meeting Minutes September 15 2003 Town of Los Altos Hills City Council and Planning Commission Special Meeting Monday, September 15, 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 and Planning Commission to order at 7:05 p.m. in Council Chambers. Present: Mayor Pro Tem O'Malley, Councilmember Kerr, Councilmember Warshawsky, Planning Commissioners Kerns, Cottrell, and Mordo and Committee Members Downey, Radford, and Whaley Absent: Committeee Member Oldberg Staff: City Manager Maureen Cassingham, City Clerk Karen Jost Guests: Peter Duxbury,AIA and Anthony Mirenda, Toeniskoetter& Breeding, Inc. • Press: Kaye Ross, San Jose Mercury News and Tim Seyfert,Los Altos Town Crier 2. APPROVAL OF MEETING MINUTES MOTION SECONDED AND CARRIED: Moved by Cottrell, seconded by Warshawsky and passed unanimously to approve the meeting minutes of the August 20, 2003 City Council and Planning Commission Special Meeting. 3. NEW BUSINESS None 4. UNFINISHED BUSINESS 4.1 Project Status Report and Update of Schematic Plan,Floor Plan, Revised Exterior Elevations and Conceptual Landscape Plan for New Town Hall—Peter Duxbury/Tom Klope Peter Duxbury, Architect of record for the New Town Hall, updated the Committee on his recent modifications to the project. He has met with Tony Mirenda, Toeniskoetter & Breeding, Inc (TBI), to achieve a better appreciation of the project costs and has clarified the design to address budget concerns. Duxbury noted that he has eliminated windows in Council Chambers, squared off the building to resolve earthquake issues and to make the 1 City Council/Planning Commission Special Meeting September 15,2003 building more structurally sound and added the additional space suggested by the Committee. He believes the revised design has a sophisticated modern aesthetic yet retains the warm, inviting nuances of the rural design. Duxbury reported that the interior schematic has been reviewed by the staff and has had a favorable response. Each department will have their own file/records area and an individual "service area". Duxbury added that the proposed design is adaptable to 2 person offices as needed in the future. Ethel Blank, resident, asked if there was any space in the proposed project for art shows. She requested that the Architect consider display space appropriate for sculptures and art pieces. She would also like to see display lighting included in the project. Peter Duxbury expects to have the project plans and renderings completed in early October and ready for presentation to the Council by October 16, 2003. Duxbury introduced Landscape Architect Tom Klope to the Committee. Klope had a conceptual landscaping plan for the new Town Hall. The Committee was very impressed by his vision for the site. Klope's conceptual plan featured a pastoral quality with minimized paving, the incorporation of a "Town Green", an opportunity for a sculpture piece or another large oak, a redwood grove and rhododendrons in the rear of the site and color plantings featured in the front. Klope would like to use grass-cells for the emergency parking areas. To integrate the Heritage House with the new Town Hall, he proposes a walk/path that would possibly include markers identifying the historic • DeAnza trail or the Ohlone Indians. He would revitalize the orchard and garden. Klope described his presentation as a quiet, sophisticated landscaping that was appropriate for the rural setting. 4.2 Preliminary Pricing of the New Town Hall Project—Tony Mirenda, TBI Tony Mirenda, TBI, presented a summary of project costs to the Committee. Costs were compared to the previous Goldman design. The total estimated project cost for the new Duxbury design is $3,885,870.11 with the Goldman projected costs at approximately $4,896,094.00. The cost included construction estimates, equipment for Town Hall and furnishings. Mirenda noted that the cost of wood has doubled and there is presently a material shortage. He added that the conceptual budget has been reviewed by several respected contractors and they concur with the estimates. Mirenda said he has confidence in the numbers and feels the prices will be good for a year. Discussion ensued regarding the budget. Mirenda and Duxbury noted that changes to materials could help to reduce costs. PASSED BY CONSENSUS: To direct the architect and construction management consultant to review the design and to make changes to reduce the costs to approximately $39500,000. • The Committee concurred that the design reflects the wishes of the residents. The architect hassucceeded in designing a handsome utilitarian building that will serve the 2 City Council/Planning Commission Special Meeting September 15,2003 needs of the Town for the next fifty years. The larger than the Goldman footprint p is design and will better address storage needs and meeting requirements. 5. PRESENTATIONS FROM THE FLOOR None 6. ADJOURNMENT There being no further new or unfinished business,the meeting was adjourned at 9:15 pm Respectfully submitted, Karen J t City Clerk The minutes of the Special City Council and Planning Commission Meeting of September 15,2003 were approved at the October 6,2003 Meeting. 3 City Council/Planning Commission Special Meeting September 15,2003