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HomeMy WebLinkAbout07/14/2003 Meeting Minutes July 14, 2003 Town of Los Altos Hills City Council Special Meeting Monday, July 14, 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: Councilmembers Kerr, O'Malley and Warshawsky, Planning Commissioners Kerns and Cottrell, Committee Members Downey, Radford, Mordo and Oldberg Absent: Committee Member Whaley Staff: City Manager Maureen Cassingham and City Clerk Karen Jost Guest: Peter Duxbury,AIA • 2. APPROVAL OF MEETING MINUTES MOTION SECONDED AND CARRIED: Moved by Cottrell, seconded by Kerns and passed unanimously to approve the Meeting Minutes of the May 13, 2003 Special City Council 3. NEW BUSINESS 3.1 General Discussion of Design Details and Project Timeline for New Town Hall with Peter DuxbM, DuxbM Architects Councilmember Kerr introduced Peter Duxbury, Architect for the new Town Hall to the Committee. Duxbury explained he had reviewed the Goldman Program, walked the site and had come to the conclusion there were some inconsistencies with the original plan. He believes that with some amendments he can improve the functionality and efficiency of the previous proposal. Duxbury shared his revisions with the Committee. He noted that the prior plans were "about the building" and he would like the building to meet the needs of visitors and the staff. Duxbury described two separate concepts: 1) consisted of separate buildings or units; and 2) a single connected building. Duxbury explained he is proceeding with great sensitivity to the site. During the initial design phase, he is considering the use of the 1 Special City Council Meeting July 14,2003 Meeting Minutes former Water District building as a space for the EOC and Sheriff. Duxbury added he would also consider using the Heritage House for possible meeting space and archives. • Committee Discussion ensued. Committee comments included the following: • The new Town Hall should have space for growth. It will serve the community for many years and there should be additional flexible space even if it is uncommitted at this time. • The floor plan needs additional meeting space—including outdoor meeting areas. • Review the possibility of more restroom facilities. • The staff"break room" could serve a dual purpose and mixed use as a meeting/conference space. • Investigate cost saving materials-i.e. formica and"distress sales"for office equipment. • The Water District building should be considered as a potential site for the EOC and Sheriff—rehabilitation costs should be a factor in determining the appropriateness of this plan. Following discussion, Duxbury agreed to meet with Town staff to review the new concepts and to get a better understanding of the circulation and work flow between planning, building and the engineering staff. Duxbury explained his tentative timeline for the project: 1) initially, to develop the plan more thoroughly with an emphasis on functionality; 2) develop elevations for the New Town Hall Committee to review; 3) to finalize the plan and build a model. Duxbury has set September as a target date for the Planning Commission Hearing. Duxbury noted he had meet with the neighbors of the site prior to the Committee meeting. The neighbors expressed a desire to maintain and enlarge the redwood grove screen; maintain the existing pathway; reclaim and revitalize the orchard; minimize noise creating issues such as garbage pick-up; relocate the generator and preserve the Heritage House. 3.2 Discussion of Purissima Hills Water District Office Relocation on Site The Committee expressed its concern that the new facility be compatible with the design of the new Town Hall. The new District Office will be approximately 1800 square feet and appears suited to the site and build able within the Town's setbacks. 3.3 Discussion of Timeline and Financing Options for the New Town Hall The Committee recommended investigating off site space for the relocation of staff during the construction phase of the project. It was suggested that rental space may be more cost effective than on site trailers. Peter Duxbury suggested that the Committee consider using a firm that serves the dual purpose of a construction manager and general contractor. He suggested the Committee i 2 Special City Council Meeting July 14,2003 Meeting Minutes meet with Toeniskoetter & Breeding for a presentation on multiple prime contracts. This is an approach that is presently being used for public buildings. PASSED BY CONSENSUS: To invite the firm of Toeniskoetter&Breeding e to the Jul 28 Y 2003 Committee Meeting . The Committee discussed financing options. It was agreed that this was a good climate for financing the project. City Manager Cassingham explained the financing option of Certificates of Participation. Following discussion it was determined that the Committee should revisit this issue in the Fall when the hard costs of the project are known and a solid time frame has been established. The Committee will schedule a joint meeting with the Finance &Investment Committee at this time. 3.4 Identification of Milestones for Additional Communication to Residents Regarding The Project The next milestone was identified as the Public Hearing for the new Town Hall before the Planning Commission. 4. UNFINISHED BUSINESS None 5. PRESENTATIONS FROM THE FLOOR Persons wishing to address the Council on the new Town Hall project, may do so now. Please note, however,the Council is not able to undertake extended discussion or action tonight on items not on the agenda. Under a resolution previously adopted by the Council, such items can be referred to staff for appropriate action,which may include placement on the next available agenda. Please note that,while the Council will hear comments upon items which are on the agenda at this time,the Council will not act on any such item until the item is under consideration by the Council. None 6.ADJOURNMENT There being no further new or unfinished business,the Special City Council Meeting of July 14, 2003 was adjourned at 9:00pm. Res ectfully su mitted, Karen Jo City Clerk The minutes of the July 14, 2003 Special City Council Meeting were approved at the July 28, 2003. • 3 Special City Council Meeting July 14,2003 Meeting Minutes