Loading...
HomeMy WebLinkAbout05/13/2003 Meeting Minutes May 13, 2003 Town of Los Altos Hills City Council Special Meeting Tuesday, May 13, 2003 6:15 P.M. Bullis-Purissima School Multi Purpose Room 25890 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 6:15 p.m. in the Multi-Purpose Room at Bullis-Purissima School Present: Councilmembers Kerr, O'Malley and Warshawsky, Planning Commissioners Kerns and Cottrell, Committee Members Downey, Radford, Whaley and Oldberg Absent: Committee Member Mordo Staff: City Manager Maureen Cassingham and City Clerk Karen Jost • 2. APPROVAL OF MEETING MINUTES—May 6, 2003 MOTION SECONDED AND CARRIED: Moved by Kerr, seconded by O'Malley and passed unanimously to approve the minutes of the May 6, 2003 Special City Council Meeting. 3. NEW BUSINESS 3.1 Architect Interviews Carter J. Warr, CJW Architecture—6:30-7:00 pm Prior to the interview of Carter Warr, CJW Architects, Councilmember Kerr reported that he had visited the offices of CJW Architects in Portola Valley. Carter Warr-was introduced to the Committee. He introduced the Project Architect, Kevin Schwarckopf. Warr distributed his fee estimate for architectural and engineering design services for the new Town Hall and presented a brief overview of his firm and his qualifications. Mr. Warr described his firm as a full service organization with a client base of approximately 50% Residential and 50% Institutional. He feels comfortable with the project as it has been presented to him, specifically: $2.5 million building budget; the rural design of the building, which is very cost effective in its simplicity; and using a time and materials not-to-exceed agreement for his services for the project. Warr added that • the proposed 8,000 square foot facility could be built for a cost of$310 per square foot. 1 Special City Council Meeting May 13,2003 To build within that budget, it would be a question of trading-off aesthetic finishes for functional priorities. In response to questions regarding the use of a construction manager for the project, Warr felt it was not necessary for a project this size. Councilmember Kerr asked about the "Leed" (Leadership in Energy & Environmental Design) Certification process from the Green Building Council. Warr explained that with design costs for the Town Hall being so minimal it would be an additional 1%-2% for certification. He suggested the development of a Leed Project Checklist instead. Councilmember O'Malley asked Mr. Warr for his opinion on public dialogue for the project, explaining that it is his belief that the residents are a central part of the process. Warr concurred adding that without public input the design is less likely to receive public approval. Warr explained that he felt it would be appropriate to meet with representatives from the Town once a week during the design phase and once a month during construction. Warr concluded his presentation by saying the biggest-foreseeable challenge for this project is the budget; the Town Hall site is beautiful and very buildable. Committee Discussion of Carter Warr—CJW Architecture • Committee consensus that Mr. Warr's presentation was very focused and business-like. His proposal to eliminate the construction manager, however, was a negative to several Committee members. Councilmember O'Malley reported on his reference checks of the candidate. He noted that there had been some concerns about cost. Barry Nathan,isfa—7:15-7:45pm Barry Nathan distributed an addendum to his proposal of April 30, 2003 to the Committee. It confirmed that Barry Nathan and John Fisher would be joint venture architects for the project. Mr. Nathan would be the architect of record for the project and would work from the Palo Alto offices of JSFA. Mr. Nathan clarified his fee proposal for the Committee, noting that civil and soils engineering costs and a construction manager are not included in his fee. Mr. Nathan stated that he would recommend the use of a construction manager for the project. In response to questions about his relationship with JSFA, Nathan explained the collaboration was Warranted because of the size of his operation. The joint venture architects would act as a single entity for design and production. • Mr.Nathan stated that the proposed cost of$300 per square foot for the project could be achieved. 2 Special City Council Meeting May 13,2003 i Mr. Nathan discussed his qualifications with the Committee, citing residences he had • designed at Sea Ranch and Stanford and commercial storage facilities. Committee Discussion of BgUNathan/JSFA The Committee concurred that this proposal had numerous unknowns including: the relationship with John Fisher, jsfa; who the supervising architect would be; the lack of current projects; and the limited experience of Nathan. Peter Duxbury,Duxbury Architects—8:00-8:30nm Prior to the interview of Mr. Duxbury, Councilmember Kerr reported he had visited Duxbury Architects office in Los Altos. Peter Duxbury distributed his fee analysis of the project to the Committee. He explained it was based on time and materials with a not-to-exceed clause. Duxbury presented a brief over view of his qualifications with representations of his most recent projects. He noted that he does have experience with commercial buildings but has not worked in the public sector. Duxbury explained that he believes a construction manager is very advantageous if your project is on a fast track. They are useful for scheduling and quality control and act as the conscience of the project. Duxbury explained that in his opinion it is necessary to have very good, clear and orderly drawings to enable the contractor to best execute the plan. When asked about the budget, Duxbury said he had some reservations, but would work with • materials that would be the most cost effective and keep the structure simple and rural. He added besides the budget, the biggest challenge is ensuring that the residents and community like and accept the design. He would like the building to have life and warmth and be a good blend of residential and commercial. Duxbury explained that if chosen for the project, he would clear his schedule and be available. Duxbury concluded his presentation by saying he is very excited by the possibility of designing the new Town Hall for Los Altos Hills. Committee Discussion of Peter DuxbM, Duxbury Architects Committee Member Jim Downey reported on the reference calls he had made for Peter Duxbury. He received many positive comments. Peter was described as honest, motivated and all would be willing to work with him again. Councilmember Kerr noted that Duxbury's costs were the same as Carter Warr. The Committee concurred that he seemed the most enthused applicant about the project. 3.2 Discussion of Architect Interviews Discussion ensued immediately after each Candidate's interview. 3.3 Architect Recommendation to the City Council MOTION SECONDED AND CARRIED: Moved,by Kerr, seconded by Warshawsky and passed unanimously to recommend Peter Duxbury, Duxbury Architects as the architect of record for the new Town Hall to the City Council. 3 Special City Council Meeting May 13,2003 4. UNFINISHED BUSINESS Is None 5. SUBCOMMITTEE REPORTS None 6 PRESENTATIONS FROM THE FLOOR None 7. ADJOURNMENT There being no further new or unfinished business,the Special City Council Meeting of May 13, 2003 was adjourned at 9:00pm. Restfull sub itted, Karen Jost, ty erk The minutes of the May 13, 2003 Special City Council Meeting were approved at the July 14, 2003 Special City Council Meeting. 4 Special City Council Meeting May 13,2003