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HomeMy WebLinkAbout08/20/2003 Meeting Minutes August 20, 2003 Town of Los Altos Hills City Council and Planning Commission Special Meeting Wednesday, August 20, 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, Councilmember Kerr, Councilmember Warshawsky, Planning Commissioners Kerns, Cottrell, and Mordo and Committee Members Downey, Radford, Oldberg and Whaley Absent: Mayor Pro Tem O'Malley Staff: City Manager Maureen Cassingham, City Clerk Karen Jost and Benjamin Reyes, Assistant to City Attorney Steve Mattas Guests: Peter Duxbury, AIA and Anthony Mirenda, Toeniskoetter& Breeding • 2. APPROVAL OF MEETING MINUTES MOTION SECONDED AND CARRIED: Moved by Cottrell, seconded by Mordo and passed unanimously to approve the Meeting Minutes of the July 28, 2003 Special City Council and Planning Commission meeting. 3. NEW BUSINESS 3.1 Presentation of EOC requests by David Gilmour, Vice Chair Emergency Communications Committee David Gilmour, Emergency Communications Committee member, introduced himself to the new Town Hall Committee. He presented a brief overview of the process which the Emergency Communications Committee has undertaken to determine the most appropriate and viable location for the EOC center for the new facility. Gilmour explained that it is imperative that the emergency system for the Town be reliable during an emergency and able to communicate with surrounding communities and emergency providers. The Emergency Communications Committee believes that the Heritage House will best meet these needs. It will also facilitate space needs for emergency personnel during a disaster. The antenna and tower, prime factors for choosing the Heritage House, can be situated and constructed at this location and be compliant with the Town's zoning codes for residential use. The Committee will be extra sensitive to the neighbors. • City Council/Planning Commission Special Meeting August 20,2003 3.2 Review of the Multiple Prime Contracting Process—Benjamin Reyes Assistant to City Attorney Steve Mattas Benjamin Reyes, Assistant to City Attorney Steve Mattas, introduced himself. He had prepared a review of the multiple prime contracting process for the New Town Hall Committee. Reyes explained that the process works well for large projects that are suitable for multiple bids and those that are funded in stages. The ability to commence your project sooner; budget flexibility and possible savings with the elimination of the general contractor are all advantages of the multiple-prime process. Reyes added that there are also challenges to this process. He noted that it requires a dedicated full time on site construction manager, detailed project schedules, meticulous coordination and the possibility of additional costs. 3.3 Report on Useability of Goldman Submittals—Peter DuxbM Peter Duxbury distributed a report that identified the Goldman submittals and their useability for the new Town Hall project. 4. UNFINISHED BUSINESS 4.1 Proposed Amendment to the Agreement between the Town of Los Altos Hills and Peter DuxbM, Architect—Peter Duxbury Peter Duxbury reported that his attorney and the City Attorney have been in • communication on this item and it will be ready for Council approval at their next meeting. 4.2. Update of Schematic Plan and Revised Elevations for New Town Hall— Peter Duxbury Peter Duxbury presented a new site plan, exterior renderings and a revised floor plan. The Committee agreed that the new design was more representative of the rural design that had been favored by the residents. They approved of the addition of more glass (windows) and the floor plan. The Committee discussed the Heritage House and the Water District building with Duxbury. All were in concurrence that the Water District building will need improvements including fire sprinklers, new roof and upgrades to be ADA compliant. Following discussion, it was agreed that it would be appropriate to add additional space for future growth. Duxbury will present updated plans with the revisions suggested by the Committee at the next scheduled New Town Hall Committee Meeting. • City Council/Planning Commission Special Meeting August 20,2003 i 4.3 Discussion of Proposal from Toeniskoetter&Breeding Inc. (TBI) for Construction Management Services/Multiple Prime Contracting for the New Town Hall Project Tony Mirenda, President, TBI distributed a construction management proposal with an attached matrix of the scope of services work description and fee workplan. Mirenda explained that he was seeking approval to sectionsl.l and 1.2 of his proposal for pre- construction and bidding services for a total amount of$85, 601. Discussion ensued regarding the cost of the proposal. The Committee considered contracting for section 1.1 only at a cost of $37,134 plus reimbursables. This would afford the Committee an opportunity to develop a relationship with TBI before contracting for the construction phase of the project. Mirenda said he was amenable and conceptually willing to agree to a fixed amount "at risk" contract for the new Town Hall project. The Committee reviewed the references garnered by several Committee members on TBI for similar municipal projects. Mr. Mirenda was asked to comment on one referral that had not been positive. He explained that his firm had been brought into the project late and that it had been a very challenging working relationship and his firm had documented all complaints and disagreements. All other references had been very positive. MOTION SECONDED AND CARRIED: Moved by Cottrell, seconded by Whaley and passed unanimously to recommend the City Council approve an agreement with Toeniskoetter&Breeding, Inc. for preconstruction services. Committee member Whaley recommended that language of the agreement be reviewed and approved by the City Attorney and City Manager. 5. PRESENTATIONS FROM THE FLOOR None 6. ADJOURNMENT The Special Meeting of the City Council and the Planning Commission was adjourned at 9:15 pm. Respectfully submitted, Karen Jost The minutes of the August 20, 2003 Special City Council and Planning Commission Meeting were approved at the September 15, 2003 Special City Council and Planning Commission Meeting. City CounciUPlanning Commission Special Meeting August 20,2003