Loading...
HomeMy WebLinkAbout04/15/2003 Meeting Minutes April 15, 2003 Town of Los Altos Hills City Council Special Meeting Tuesday, April 15, 2003 7:00 P.M. Town Hall Council Chambers, 26379 Fremont Road 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 at Town Hall. Present: Councilmembers Kerr, O'Malley and Warshawsky, Planning Commissioners Kerns and Cottrell, Committee Members Oldberg, and Whaley Absent: Committee Members Radford, Mordo and Downey Staff: City Manager Maureen Cassingham and City Clerk Karen Jost 2. APPROVAL OF MEETING MINUTES—March 11, 2003 (Continued to 5n103) • 3. NEW BUSINESS 3.1 Count of Survey Responses — New Town Hall Architecture Style Resident Preference Poll Resident preference poll ballots had been checked for duplications and arranged in alphabetical order by Street name by the City Clerk prior to the meeting. The Committee sorted the ballots by style. Each group of ballots was purged,of all disqualified ballots (i.e. more than one selection or no selection) and counted. The tabulation results were as follows: 1. Rural Style 258 2. Mission Style 173 3. Craftsman Style 122 4. Sustainable Style 83 It was determined that approximately 25% of the Town's residents had responded to the questionnaire. All ballots, including the non-counted ballots, were retained for review of resident • comments. 1 Meeting Minutes Special City Council Meeting April 15,2003 3.2 Discussion of Resident Comments from Town-wide Mailer The Committee reviewed the resident comments. Following discussion, it was determined that several consistent themes were apparent in the responses. These included: 1. Residents strongly support the integration of sustainable' features in the new Town Hall. Passive and active solar technologies, photovoltaic power generation, and rainwater harvesting were specifically identified on response cards. 2. Residents want the cost of the new Town Hall project kept to the identified budget. 3. Many residents did not want a metal roof on the new Town Hall. 4. There was a high degree of crossover among residents who favored the Craftsman and Rural styles. Numerous ballots were disqualified in the counting process because both styles had been selected. 5. Residents want a Town Hall that is consistent with a residential feel and would blend into the neighborhood. At the conclusion of this process, the Committee agreed that the most consistent comment in the response cards had been the expression of appreciation that had been voiced by the residents for being included in the process. The Committee focused on the next step in the design process for the new Town Hall. Following discussion it was determined that Chairman Kerr would contact the four architects that had participated in the style renderings and ask if they would be interested in being considered in the architect selection process. PASSED BY CONSENSUS: The Committee agreed that the following should be requested of the architects in their proposals: • Credentials and references • Fee structure—including hourly rates, not to exceed rates,percentage of construction costs. • Policies regarding change orders • Policies regarding construction management and supervision • Architect availability to perform detailed design work in the near future • Timeline for the design process PASSED BY CONSENSUS: Architect responses would be due no later that April 30, 2003. The Committee would review the proposals at their next scheduled meeting of 2 Meeting Minutes Special City Council Meeting April 15,2003 May 6, 2003 and if needed a meeting would be scheduled for May 13, 2003 that would include architect interviews. The Committee discusses aotential timeline for bids and construction. It was agreed greed that construction"groundbreaking"would most likely occur in spring 2004. Councilmember O'Malley noted that it was important to include the Finance and Investment Committee in the new Town Hall process. He would like two members to be invited to participate in future meetings. O'Malley added that donations should still be considered as a part of the revenue source for the new Town Hall. The Committee was in general agreement and donations will be revisited in the future. 4. UNFINISHED BUSINESS 5. COMMITTEE REPORTS 6. 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. Liz Dana, resident, addressed the Committee. She expressed her opposition to the process that the Committee had undertaken to select a style for the new Town Hall. Dana noted that it is impossible to choose just a style; a floor plan and schematic should have been included with the renderings. 7. ADJOURNMENT There being no further business to discuss, the meeting was adjourned by Chairman Kerr at 9:00 pm. Respectfully Submitted, Karen Jost, ity C rk The minutes o e April 15, 2003 Special City Council Meeting were approved at the May 6, 2003 Special City Council Meeting. 3 Meeting Minutes Special City Council Meeting April 15,2003