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HomeMy WebLinkAbout07/28/2003 Meeting Minutes July 28, 2003 Town of Los Altos Hills Special City Council and Planning Commission Meeting Monday, July 28, 2003 7:00 pm. Council Chambers 26379 Fremont Road, Los Altos Hills 1. CALL TO ORDER, ROLL CALL, AND PLEDGE1 OF ALLEGIANCE Councilmember Kerr called the Special Meeting of the`City Council to order at 7:05 p.m. in Council Chambers. Present: Councilmembers Kerr, O'Malley and Warshawsky, Planning Commissioners Kerns, Cottrell, and Mordo and Committee Members Radford, Oldberg and Whaley Absent: Committee Member Downey Staff: City Manager Maureen Cassingham and City Clerk Karen Jost Guests: Peter Duxbury, AIA and Anthony Mirenda, Toeniskoetter& Breeding • 2. APPROVAL OF MEETING MINUTES MOTION SECONDED AND CARRIED: Moved by Cottrell, seconded by Radford and passed unanimously to approve the Meeting Minutes of the July 14, 2003 Special City Council meeting. 3. NEW BUSINESS 3.1 Presentation on Multiple Prime Contract approach to Construction Management for Public Buildings by Toeniskoetter&Breeding (www.tbionline.com) Anthony Mirenda, President — Toeniskoetter & Breeding, Inc. introduced himself to the Committee. He presented a brief overview of his company and their past and present projects. Mirenda distributed a handout to the Committee as a reference guide to assist him in illustrating the Builder/CM multiple prime contract approach to construction. He noted that the benefits of this project delivery method included: true competitive bidding, better control of the construction schedule, a better control of the project budget, it is less costly than the CM/General Contractor model and can facilitate the early identification of potential problem areas. The Committee discussed the process. PASSED BY CONSENSUS: (1) For the Committee to contact several of the recent • clients referenced by TBI and review their experience with the multiple prime contact 1 July 28,2003 Meeting Minutes approach to their project and present the findings to the Committee at the next scheduled meeting; and (2) to request the City Manager to forward a multiple prime "at risk" contract and "without risk" contract to the City Attorney for review. 3.2 Report on Leasing of Temporary Space for the Town Offices during Construction—City Manager Maureen Cassingham City Manager Maureen Cassingham reported that she had contacted four commercial real estate agents to investigate relocation options for staff and town services. All were presented with the same requirements for the space; approximately 3,000 to 4,000 square feet, parking needs for staff and visitors, ADA requirements for the facility, close proximity to Town and meeting space for Council and Planning Commission meetings. Cassingham explained that most building lease options available are for much larger spaces (10,000 square feet and up) and was advised by the realtors that it was premature to enlist their services at this juncture and she should revisit the exploration after the first of the year. 4. UNFINISHED BUSINESS 4.1 Meeting Notes from the City Council Special Meeting of the New Town Hall Committee July 14, 2003 —Peter Duxbury, AIA Peter Duxbury, Architect for the New Town Hall project, began his presentation to the Committee with discussion of the proposed Water District building. He noted that the • proposed site is the best option available. He reviewed the setback restraints and added that the footprint of the building could be a problem but the proposed 1800 square foot building could be accommodated by lengthening the building. Duxbury added that this would be an economical shape to build and the design would be very compatible with the new Town Hall. Duxbury updated the Committee on his most recent revisions to the design of the new Town Hall. He noted that he has meet with Town Staff and taken into consideration their requests for modifications to the diagrammatic floor plan. Duxbury shared his new design concepts with the Committee adding that the elevation drawings being presented to the Committee are representative of early stage "in-progress" drawings and not complete. Project presentation by Duxbury included: • Proposed building elements for the new Town Hall to include the use of copper for flashing and gutters to add'warmth to the structure, wood or cement board for siding and wood windows. • Possible use of a cupola on the new building as a design feature to add an historic reference to the"old" Town Hall. • Structural design of the Council Chambers using trusses. • The mechanical system and its possible location i.e. ceiling and most equipment located over the restrooms. • The staff break room was discussed as a possible committee conference • meeting location. 2 July 28,2003 Meeting Minutes • New design of the receptionist area that included high and low counters to accommodate staff and applicant meetings. • • New configuration of staff offices to include the Parks & Recreation Supervisor and the Public Safety Officer. Committee discussion ensued. The Committee requested the Architect incorporate more windows into his plan noting that the original "rural design" in the Town survey had featured more windows. The Committee added that the addition of windows lend the structure to have a more "welcoming" feeling. In addition, the Committee expressed the desire to ensure that staff have adequate work space; that the copier and plotter have appropriate space, that the design allow two Town Committees to meet simultaneously; adequate conference areas for staff and applicants be provided; and to review the feasibility of incorporating space for"art shows". Duxbury explained that his next "step" would be to develop more complete elevations and design the integration of systems for the building. 5. PRESENTATIONS FROM THE FLOOR None 6. ADJOURNMENT • There being no further new or unfinished business,the July 28, 2003 Special Meeting of the City Council and Planning Commission was adjourned at 9:05 p.m. Respectfully submitted, Karen Jo t City Clerk The minutes of the July 28, 2003 Special City Council and Planning Commission Meeting were approved at the August 20, 2003 Special City Council and Planning Commission Meeting. • 3 July 28,2003 Meeting Minutes