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Cassingham clarified that the agreement before Council is in its "final form". There are three outstanding issues that staff would like Council to be aware of and provide direction • to staff, specifically; the Architect's claim-made insurance policy versus the occurrence- based policy that is better protection for the owner, the scope of the Architect's services has been modified to delete the Construction Management Services which will be separately contracted by the Town with a construction management firm having public project expertise and finally, the Town proposes to include language suggested by the Town Hall Committee Chair to better define the Project Team. Councilmember Kerr explained that the language he has suggested for the Agreement is similar to one that he uses with his clients that permits a point person or team to answer questions. Councilmember Fenwick recommended that Mayor Cheng and Councilmember Kerr act as the point team during the design phase. Mayor Cheng agreed to serve in this capacity noting that this was a very important proj ect. City Attorney Steve Mattas explained that the future agreement with the Construction Manager would contain language that specifies the duties of the construction manager and the scope of the authority that they would have if an issue were to arise during construction. If the question were beyond his/her scope of authority, it would be necessary to return to Council for the answer. S MOTION SECONDED AND CARRIED: Moved by Kerr, seconded by O'Malley and passed unanimously to approve the Agreement between Peter Duxbury, Duxbury Architects and the Town of Los Altos Hills for Architectural Services for the New Town Hall with the following amendments: during the design phase of the new Town Hall project, the Mayor and Chair of the New Town Hall Committee will serve in the capacity of the point team and have the authority to answer questions that might arise from the architect and to request the architect to guarantee that he will maintain liability-based insurance for three years if it is reasonably commercially available. 6. NEW BUSINESS 6.1 Acceptance of Matrix Consulting Group Report on Planning and Building Departments Planning Director Carl Cahill introduced this item to Council. He presented Council with a brief overview of the staff report they had before them. The City Council authorized the award of bid for consulting services to the Matrix Consulting Group to conduct an analysis and review of the Planning and Building Department's customer service operation on February 20, 2003. This request for an independent analysis by the Planning Director and City Manager was consistent with the other recently conducted Town departmental reviews intended to improve customer service levels and identify and correct areas of organizational inefficiency. The Matrix report confirms that the Town is 6 City Council Meeting Minutes June 19,2003