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HomeMy WebLinkAbout03/09/2005 Meeting Minutes March 9, 2005 Town of Los Altos Hills Special City Council Meeting New Town Hall Committee Meeting Wednesday, March 9, 2005 6:30 pm Multi-Purpose Room, Bullis School 25890 Fremont Road, Los Altos Hills 1. CALL TO ORDER, ROLL CALL, AND PLEDGE OF ALLEGIANCE Mayor Pro Tem Kerr called the Special City Council Meeting/New Town Hall Committee Meeting to order at 6:30 p.m. in the Multi-Purpose Room of Town Hall's Temporary Offices at Bullis School. Present: Mayor Mike O'Malley, Mayor Pro Tem Breene Kerr, Councilmember Jean Mordo, Councilmember Dean Warshawsky Planning Commissioner Carl Cottrell, Planning Commissioner Bill Kerns and Committee Members Jim Downey, Vicki Oldberg, John Radford and Al Whaley Absent: None • Staff: City Manager Maureen Cassingham, Administrative Services Director Sarah Joiner, Planning Director Carl Cahill, Senior Planner Debbie Pedro and City Clerk Karen Jost Mayor Pro Tem Kerr announced that Agenda Item 3.2 had been completed at the March 8, 2005 City Council meeting and consequently would not be heard at tonight's meeting. Kerr advised the Committee that the Project Budget Update dated 3/09/05 that had been provided in the meeting packet had been prepared with efforts from staff, TBI Construction Management, City Manager Cassingham, the Mayor and himself. He offered that it was a good snapshot of where the project was too date and would provide a good overview for discussion of tonight's items. 2. PRESENTATIONS FROM THE FLOOR None i 1 Special City Council Meeting New Town Hall Committee Meeting Minutes-March 9,2005 3. PUBLIC HEARINGS • 3.1 A Request for a Site Development Permit for a Landscape Screening Plan for the New Town Hall; Lands of Los Altos Hills, 26379 Fremont Road. Tony Vierra, TBI, summarized for the Committee the bidding process and bid results for the landscaping plan. He advised the Committee that Jensen Landscape had been the successful low bidder with a bid of$116,777. TBI had reviewed the post bid documents and interviewed the contractor and were recommending award of the contract. Jensen's representative was present to answer any questions. Mayor Pro Tem Kerr referred to the Project Budget Spreadsheet line item 9 for additional clarification of the bid and explained that the Town Hall path was not included in the landscape bid. Estimated construction cost of the path was $30,000-$32,000. Tony Vierra explained that it had not been "called out" on the landscape site plans and following discussions it was determined that the cost would be offset by the Pathways Fund with no effect on the Town's Reserves and that it would be advisable to have the landscape contractor construct the path concurrent with the landscaping implementation. Mayor Pro Tem Kerr reviewed the donor wall commitments to date. John Radford reported that he and Mayor O'Malley had each donated $5,000 dedicated to the landscaping of the new Town Hall. Mayor Pro Tem Kerr introduced Tom Klope, Landscape Architect for the new Town Hall project. Klope reviewed the landscaping plan with the Committee. He noted that the • plan included landscaping and irrigation for the portions of the property identified on the drawings and that no irrigation or plantings had been planned for the parking lot. The plan included a gravel path between the Donor Wall and Fremont Avenue. Klope described the narrow, meandering path that accommodated foot traffic to the demonstration garden. He advised that he had worked with the Environmental Design and Protection Committee to develop a water conserving landscape plan and a plant palette that was in accordance with their philosophy of using native plants when practical. Klope added that the demonstration garden was planned with species that were deer tolerant. The irrigation system was composed of a water conservation delivery system and rain monitoring system. The irrigation system ended at the parking turnaround and was designed with capped laterals for future use. He expected the landscaping to be relatively low maintenance with the monthly gardening service costs to be approximately $350. OPENED PUBLIC HEARING Rhonda Breier, addressed the Committee and identified her residence as the property directly behind Town Hall. She and her husband had meet with Tom Klope and were pleased with the planting plan and the spirit of the new Town Hall design. Her concern was with her view of the building from her kitchen, living room and patio. Breier distributed pictures of her view. She questioned the possibility of painting the exterior of the building that faced her property with a shade/tone darker than the rest of the building. • 2 Special City Council Meeting New Town Hall Committee Meeting Minutes-March 9,2005 Breier explained that they had planted redwoods on their side of the property that were projected to eventually cast shadows on the Town's roof mounted solar panels and • offered an exchange of young redwoods for more mature plantings on the Town's side of the fence. Breier summarized her requests: 1) darker shade on the side of the building facing their property, 2) higher screened fence or more mature trees in the section that faces their property and 3) repair of the drainage problem at the back of their property on the path. Planning Director Carl Cahill advised the Committee that staff had a plan under development to correct the drainage issue. The extra drain water would be diverted as a sheet flow to the orchard at the Heritage House. Cahill clarified that the drainage was coming from the Breier property from an outfall that was not identified on the approved plans. Tom Klope reviewed the designated trees that were identified on the plan and noted that the Portuguese Laurel were a modest growing species that would grow to about the height of the Town Hall and would block the view but not affect the solar panels. Jerry Lisbonne, Catherine Court, explained that his view from his backyard had been impacted by the new Town Hall and he questioned what landscaping had been planned to mitigate the front view of the Council Chambers. He noted that he was seeing the peak of the Council Chambers. Tom Klope reviewed the landscape drawings with Mr. Lisbonne and the Committee. He explained that he had worked closely with the architect to mitigate the peak and had • proposed an evergreen screening of oaks and liquid ambers. Klope added that the grade had been raised to add additional height to the screening. Klope explained that the new Town Hall's planting plan was consistent with the standards required of residents in Los Altos Hills. The screening plan would be planted so that it would be ample in time and in harmony or balance with the project. Resident, 26363 Esperanza, explained that her property boundary was on the driveway of Town Hall. She requested plantings on the driveway and parking lot. She had planted trees on her property. Tom Klope reiterated that no landscaping plan had been developed for the driveway. Planning Director Cahill advised that the Water District was in the process of finalizing their construction plans for their new facility and it would be advisable to postpone this discussion and coordinate the driveway/parking lot landscaping with their landscaping project. Sandy Humphries, Environmental Design and Protection Committee, stated that she had two issues she would like to discuss: 1) she was concerned that the proposal to divert water to the apricot tree orchard would "drown" the trees; and 2) that there was value to the two palm trees on the site and they could be sold to assist with the landscape funding. • 3 Special City Council Meeting New Town Hall Committee Meeting Minutes-March 9,2005 CLOSED PUBLIC HEARING The Committee briefly discussed the driveway landscaping request. The consensus of the Committee was to revisit the issue as a second phase of Town Hall landscaping when the Water District facility building project was nearing completion and to co-ordinate the project with them. Discussion ensued regarding the request of Rhonda Breier. The consensus of the Committee was to direct the painter to darken the shade of the paint on that particular section of the rear of the building that faced that Breier property and that no modifications were to be made to the landscaping plan. Klope reviewed the proposed landscape lighting plan for the site with the Committee. He explained that the exterior lights were all consistent with the Town's standards with the exception of one up-light at the flagpole. Planning Director Cahill explained that this was a legal requirement that necessitated a light on a flying flag if it was left raised for twenty four hours each day and noted that there was an existing light at the flagpole. MOTION SECONDED AND CARRIED: Moved by O'Malley, seconded by Cottrell and passed unanimously to approve the request for a Site Development Permit for a Landscape Screening Plan for the new Town Hall; Lands of Los Altos Hills, 26379 Fremont Road (Ayes: Mayor O'Malley, Mayor Pro Tem Kerr, Councilmember Mordo and Councilmember Warshawsky) 3.2 Proposed General Plan Amendment to the 1981 Master Path Plan • Including Certain Revisions to the Off-Road Pathways System and Proposed Negative Declaration and Initial Study(continued) Proposed Resolution of the City Council of the Town of Los Altos Hills to Update and Amend the Master Path Plan of 1981 Item completed at the Special City Council Meeting Public Hearing of March 8, 2005. 5. UNFINISHED BUSINESS 5.1 Project Status Report—TBI Construction 5.1a Schedule Update • Weather Impact • PG&E Installation Tony Vierra, TBI Construction Management, reported that he did not have a definitive date on the PG&E installation. Weather had played a significant role in delaying the site work,however,he expected the utility installation work to be completed by April 14th. 5.1b Contingency Fund Update • 4 Special City Council Meeting New Town Hall Committee Meeting Minutes-March 9,2005 5.lb(1) Balance of Contingency Fund as of March 9, 2005 Mayor Pro Tem Kerr reviewed the contingency fund listed as item IB on the Project Budget Update spreadsheet. The utility fees were listed as a separate line item. 5.1b(2) Consideration of Weather Impact Items Vierra reported that he expected some exposure on site work that was weather related. The items were pending. 5.1b(3) Design Refinement Items for Approval Vierra explained that the pending design refinement items were approximately $56,000. He identified some of the items and explained that the list consisted of changes that were primarily structural and architectural details made in the field. Vierra was directed to provide Council with a complete list of the items for their consideration at the next regular City Council meeting. 5.1c Consideration of Approval of Owner Requested Scope Additions 5.1 c(1) Landscape Related Items Vierra explained that this item referenced landscape drainage for the donor wall. This was a pending item identified in the Budget Update spreadsheet as H4. 5.lc(2) Audio Visual Related Items • This item related to the acoustical wall panels in Council Chambers that were not `called out" on the project drawings. The panels were a recommendation of AN consultant Charles Saulter to make the room more audio "friendly" for broadcasts. The cost was included in the Budget Update. 5.1c(3) Solar System Related Items Vierra reported that this item included the installation of several additional outlets for the solar kiosk in the lobby and roof mounted weather station. The items were accounted for in the Budget Update as C5. Mayor Pro Tem Kerr reminded the Committee that there was a positive fund balance of $2,867 in the Photovoltaic Systems budget and that the Town's Reserves were not impacted by the project. The funding sources for the Photovoltaic Systems were listed in the Budget Update. Mayor Pro Tem Kerr described the web based monitoring system that would be available on the screen/monitor in the lobby. The consultants had advised that this was a web browser station and had suggested that it could be used for additional purposes. The Committee briefly discussed this option and the Committee consensus was to restrict public control of the channel but to run continual interchangeable programs that would be staff controlled. 5 Special City Council Meeting New Town Hall Committee Meeting Minutes-March 9,2005 Mayor Pro Tem Kerr polled the Committee to see if they would want a wireless hot spot in the Council Chambers. Cost was minimal ($500-$600). Committee Consensus was in favor of the expenditure for the wireless accommodation but they wanted to ensure that a firewall was included. 5.1c(4) Voice and Data Related Items Tony Vierra noted that this was item A4 on the Budget Update. 5.1 c(5) Functionality Items Vierra explained that these were reflected in the budget as miscellaneous A7 (glass door, skylights, etc.) and the costs were being refined downward. 5.2 Discussion of Town Hall Project Budget Mayor Pro Tem Kerr advised the Committee that the update had been through numerous iterations and was a "living document". Kerr reviewed the highlights of the Project Budget Update spreadsheet dated March 9, 2005 with the Committee that included: design contingency items, the design fees inclusion into the furniture budget, staff move to and from the Bullis location and the rental charges of the temporary Town Hall offices, and the unexpected utilities fees. The project budget total was approximately 5% over budget but included significant project enhancements including landscaping of the site. Kerr noted that legal costs were not included in the budget. 5.3 Approval of Proposed Resolution Approving Award of Landscaping and Data Cabling Contracts for the New Town Hall (continued from the March 3, 2005 Regular City Council Meeting) Tony Vierra explained that the projected cost of the landscaping project was $180,000 and the bid had come in significantly lower. MOTION SECONDED AND CARRIED: Moved by Cottrell, seconded by Warshawsky and passed unanimously to approve Resolution No. 31-05 awarding the Landscaping Contract for the new Town Hall to Jensen Landscaping in the amount of $116,777. (Ayes: Mayor O'Malley, Mayor Pro Tem Kerr, Councilmember Mordo and Councilmember Warshawsky) MOTION SECONDED AND CARRIED: Moved by Warshawsky, seconded by Cottrell and passed unanimously to award the contract to the successful low bidder KMS Systems for $25,964. (Ayes: Mayor O'Malley, Mayor Pro Tem Kerr, Councilmember Mordo and Councilmember Warshawsky) 5.4 Discussion of Target Move-In Date and Dedication Ceremony Projected move-in date was May 1, 2005. 6 Special City Council Meeting New Town Hall Committee Meeting Minutes-March 9,2005 6. NEW BUSINESS None 7. REPORTS FROM SUBCOMMITTEES 7.1 Subcommittee Updates from Council Chambers Design and Information Technology,Donor Wall, Green Energy Program, Staff Offices Requirements, Heritage House, Landscape Design and Project Budget 7.1 a Donor Wall Status Report-Duffy Price Duffy Price, Donor Wall Chair, thanked the Committee for their participation in the phonathon. The Committee had before them a report from Price dated March 9, 2005 that summarized the donations to-date. She estimated that they were approaching $100,000 in revenues. Price reviewed the Booster plan with the Committee that included proposed publicity,the phonathon and follow-up letters and the fmal mailing solicitation. Committee consensus was to have the tiles completed by the end of March and installed by April 15th. She would work with the Architect to layout the tiles on the wall. Blank tiles would be used to fill the wall until it was completed with Donor tiles. Price reported that the Committee would accept tiles until the wall was completed and at appropriate intervals,the newly submitted tiles would be added to the wall. 7.1b Discussion of Dual Use of Solar Monitoring Station as a Public Web Browser Discussed under agenda item 5.1 c. 7.1c A-V and Audio Broadcast Update - Design, Budget and Installation Schedule A-V consultant Drew Kutlik, Magic Wave, reported that the bid packages had gone out and that the bid opening was scheduled for March 14, 2005. Award of the contract would be scheduled for Council consideration at the March 17, 2005 City Council meeting. Kutlik explained that there were three components to the audio-visual/broadcast project: 1) audio-visual portion that would facilitate the meetings, i.e. microphones, projector, 2) lighting, and 3) the broadcast system. He estimated that the cost for equipment and installation for the entire system was approximately$175,000 or less. 7.1 d Additional Subcommittee Status Reports None 8. APPROVAL OF MEETING MINUTES MOTION SECONDED AND CARRIED: Moved by Whaley, seconded by Warshawsky and passed unanimously to approve the meeting minutes as presented. �• 7 Special City Council Meeting New Town Hall Committee Meeting Minutes-March 9,2005 9. ADJOURNMENT There being no further no further business, the meeting was adjourned by consensus of the Committee at 8:35 p.m. Respectfully submitted, Karen Jost City Clerk At the April 13, 2005 Special City Council meeting, the March 9, 2005 meeting minutes were approved as presented. 8 Special City Council Meeting New Town Hall Committee Meeting Minutes-March 9,2005