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HomeMy WebLinkAbout02/09/2005 Meeting Minutes February 9, 2005 Town of Los Altos Hills Special City Council Meeting New Town Hall Committee Meeting Wednesday February 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 Special 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 (departed 6:40 pm), Councilmember Dean Warshawsky (departed 7:55 pm), Planning Commissioner Carl Cottrell (departed 7:55 pm), Planning Commissioner Bill Kerns and Committee Members Jim Downey, Vicki Oldberg(arrived 6:40 pm), John Radford (departed 8:45 pm) 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 2 APPROVAL OF MEETING MINUTES MOTION SECONDED AND CARRIED: Moved by Warshawsky, seconded by Radford and passed unanimously to approve the minutes of the January 13, 2005 Special City Council/New Town Hall Committee Meeting. 3. NEW BUSINESS 3.1 Discussion of the Wireless Communications Antenna Mounted Inside a 50' Tall Flagpole and Associated Ground Equipment at Town Hall Site Senior Planner Debbie Pedro introduced this item to the Committee and explained that the discussion was being presented to the Committee due to the time sensitivity of the proposal and its possible impact on the new Town Hall landscaping and hardscape construction. Pedro presented a brief overview of the project noting that the applicants had met with neighbors prior to the Planning Commission public hearing and it was believed that all of their concerns had been addressed. However, during the public 1 Special City Council Meeting New Town Hall Committee Meeting Minutes-February 9,2005 hearing, several new issues were leaned from neighbors gand the hearing item was continued. A second neighborhood meeting was scheduled for the near-future. Pedro added that representatives from Cingular Wireless were present and available to answer questions. Planning Director Carl Cahill explained that the rent and lease for the Town Hall wireless site would be negotiated by the City Manager but the revenue was not the primary purpose of the tower. The proposed antenna was to serve residents who wished cellular service in Town. Planning Director Cahill explained that staff was seeking direction from the New Town Hall Committee, to ensure that when the project appeared before the Planning Commission, their input on the site would be considered. The Committee had before them site plans depicting the location of the proposed flagpole that would house three (3) panel antennas and the proposed equipment cabinet; photosimulations of the proposed telecommunications facility; and elevations of Town Hall and the flagpole. Tony Kim, representing Cingular Wireless and Mark Newman, Project Engineer addressed the Committee. He displayed several photo representations of the proposed 50' tall 12" round (diameter) flagpole. The height of the flagpole was determined by the ability ,to send and receive signals with the surrounding existing trees. The site was chosen for optimum coverage. Kim explained the network affiliates of Cingular for national and state coverage. • The Committee voiced several concerns with the project, including: potential radiation exposure, staff safety, and aesthetics. Peter Duxbury, Project Architect, expressed his concern that the antenna did not resemble a flagpole which is normally tapered but a very tall 12" pipe and felt the scale was inappropriate for the architecture of the new Town Hall. Rick Ellinger, Emergency Communications Committee member and member of the Wireless Communications Alliance offered his opinion on the proposal, speaking as a member of the public. He explained the difficulty of siting a communications facility in an area surrounded by hills and noted that most facilities are located on ridgelines. Ellinger did not believe there was a safety issue with the antenna. Following discussion the Committee consensus was that the proposed flagpole antenna was not compatible with the new Town Hall. The applicant was directed to work with the project Architect Peter Duxbury, at the applicant's cost, to design a more compatible and aesthetically pleasing wireless facility for the site and identify a more acceptable location. It was suggested that any lease should be made available to other cellular service vendors. Sight coverage should be clearly defined and supporting documentation should be provided that the revised location was most advantageous site available for the facility. • 2 Special City Council Meeting New Town Hall Committee Meeting Minutes-February 9,2005 3.2 Discussion of the Emergency Communications Antenna Placement at the Town Hall Site Dru Anderson, Emergency Communications Committee Chair, addressed the Committee. She distributed a memo titled "LAE Communications-Who we are, What we are and Why an antenna facility is required." The memo had been authored by Ray Egan, ECC member. Egan and Rick Ellinger, ECC Committee member and Liaison to County Office of Emergency Communication were in attendance. Anderson provided a brief overview of the Emergency Communications Standing Committee membership and charter. She noted that the existing antenna tower located next to the Heritage House on the Town Hall site needed to be relocated to permit the installation of the "solar orchard". As sited, the antenna would cast a shadow. She had met with Tony Vierra, TBI Construction Manager and the Town's solar consultants Eco-Energies Systems to ensure that any proposed relocation of the tower would be appropriate and compatible. They were now before the Committee to garner their input and to avoid any potential conflict. They would schedule a meeting in the near future to discuss their proposal with the surrounding neighbors. Anderson noted that the antenna would be a new tower and that the project applicant was the Town. PASSED BY CONSENSUS: To approve the proposed location of the Emergency Communication Committee's new tower as discussed. The ECC was directed to perform a test to identify the minimum height to achieve their objectives including a strong solid signal for emergency data communications with the County. It was suggested that this information be provided to the neighbors, Planning Commission and City Council during Mthe project review. 4. UNFINISHED BUSINESS 4.1 Status Report on Audio-Visual System—Magic Wave Al Whaley reported that the Subcommittee had been working closely with Drew Kutlik, Magic Wave consultant to finalize the costs and get the audio-visual system to bid. Kutlik distributed a revised project budget cost estimates spreadsheet dated February 9, 2005. He advised that the AudioVisual installation budget had been reduced by approximately 15%. He believed there could be further reductions when the bids are received and reviewed. The Committee discussed moving forward with the A-V bid and what would be included in the bid specifications. MOTION SECONDED AND CARRIED: Moved by O'Malley, seconded by Radford and passed unanimously to send out the bids for the audio-visual system for the new Town Hall. The Committee agreed to postpone the bids for lighting and broadcast until after the phonathon fund raising efforts and a review of the budget. It was noted that the broadcast • 3 Special City Council Meeting New Town Hall Committee Meeting Minutes-February 9,2005 system bid specification needed refinement and could be less than the estimate provided by Magic Wave. • Following a brief discussion with the architect about lighting conditions in Council Chambers, Tony Vierra was directed by the Committee to install pipes for future lights. It was determined that this was an inexpensive accommodation for future broadcasting. Peter Duxbury, project Architect, added that there was a need for some "theatrical lighting" in the Chambers even if the Committee did not proceed with the broadcast system. 4.2 Project Status Report—TBI Construction Management Tony Vierra, TBI, reported that the recent rain and poor weather conditions had impacted some of the site work. He believed that the target completion date was March 30th but this could be affected by additional rain days. The interior work was continuing and the exterior work was focusing on the main entrance to Town Hall. 4.2a Consideration of Project Change Orders • Lee's Imperial Welding-Contingency • Southwest Hazard Control-Contingency • Southwest Construction-Contingency Vierra explained that the first two items on the agenda identified as project change orders, Lee's -Imperial Welding (OSHA requirement) and Southwest Hazard Control (additional abatement work), had been previously discussed at a New Town Hall Committee meeting and were already included in the contingency budget. The third item, Southwest Construction, was for a design refinement as a result of field work. Mayor O'Malley and Mayor Pro Tem Kerr concurred to forwarding the contingency change order requests to the City Council for their consideration at the March 3, 2005 City Council meeting with a recommendation for approval. 4.2b Contingency Fund Update 4.2b (1) Balance of Contingency Fund as of February 9, 2005 Contingency Fund balance as of February 9, 2005 was $101,998. 4.2b (2) Consideration of Pending Contingency Items Vierra reported that he was continuously monitoring the contingency fund. He noted that additional costs including weather related site work were expected. There had been a necessity to add additional base rock for the walk way but a proposed sidewalk had been eliminated. He was negotiating with Frank Electric for the joint utilities trench and suggested that the cost would be $10,000-$15,000. Vierra would keep the Committee apprised of all contingency.costs. • 4 Special City Council Meeting New Town Hall Committee Meeting Minutes-February 9,2005 The Committee directed Vierra to evaluate additional costs that would result from an extended construction schedule. Vierra explained that the contingency fund was for • unexpected building costs i.e. weather related, unforeseen site work, etc. but not the audio-visual project. The Committee concurred. 4.2c PG&E Update 4.2c (1) Revised Contract and Cost for Gas and Electric Line Extensions to New Town Hall Vierra:reported that he had just been informed by PG&E that there were additional charges that had not been included in the original contract and cost -for the utility extension to the new Town Hall. They were now citing the cost of a federal tax that should have been imposed on the project for approximately$6,281. PASSED BY CONSENSUS OF THE COMMITTEE: To approve payment of the federal tax. (Due to the lack of a Council quorum on the vote, consideration for payment of the revised contract would be forwarded to the City Council at their March 3, 2005 Regular City Council Meeting.) 4.2d Data Cabling Bid Status Report Vierra reported that the bid specifications were ready and the bid results would be agendized for Council consideration at their next meeting. • 4.2e IT Systems Update 4.2e (1) Review of All Known and Projected Costs 4.2e(2) Consideration of Data Cabling Design and Bid Documents Invoice-Inclusive Design Drafting, Inc_ Vierra requested that the Committee consider the request to include CAD 6 cable as an alternate in the Bid documents. The cost for the design work for the bid specifications package was approximately$1500. MOTION SECONDED AND CARRIED: Moved by Whaley, seconded by Downey and passed unanimously to approve the design costs for the bid specifications for Data Cabling. (Note: Committee members present for the vote: O'Malley, Kerr, Kerns, Downey, Oldberg, Radford and Whaley-there was not a Council quorum) 4.2f Security System Update Item continued. 4.2g Phone System Update Item continued. 5 Special City Council Meeting New Town Hall Committee Meeting Minutes-February 9,2005 4.3 Project Status Report—Peter Duxbury, Duxbury Architects Donor Wall layout and design of the revised dedication plaque was distributed to the Committee. Peter Duxbury advised the Committee that there had been a request for additional solar tubes (skylights) in several locations in the new Town Hall, including offices and hallways during a recent site visit by Committee Member Councilmember Mordo. Duxbury.concurred that the locations could benefit from additional light. He reviewed the different sites with the Committee and it was determined that they were not needed in the offices but would be appropriate additions to the hallway. 4.4 Revised Landscape Plan and Bid Update—Thomas Klope, Landscape Architect Mayor Pro Tem Kerr announced that a public hearing would be scheduled for the March 9, 2005 New Town Hall Committee for the proposed site development permit for the Town Hall Landscape Plan. Kerr explained that the bid documents would precede the hearing, but that any modifications or changes would be addressed as project change orders. Tom Klope, project Landscape Architect,reviewed the revised plans with the Committee. He noted.that he had included evergreens in the plan to mitigate the wall appearance and to give scale to the building. Klope reportedthat he had met with the Environmental Design and Protection Committee and they had approved his revisions. Following a review of the plans,there was a consensus of the Committee to proceed with the landscape bid. 5. REPORTS FROM SUBCOMMITTEES 5.1 Subcommittee Updates from Council Chambers Design and Information Technology, Donor Wall, Green Energy Program, Staff Offices Requirements, Heritage House, Landscape Design and Project Budget 5.1a Donor Wall Status Report and Phonathon Logistics—Duffy Price Duffy Price, Donor Wall Chair, distributed a Donor Wall status report to the Committee. She announced that the phonathon logistics had been resolved and distributed a sign-up sheet for the Committee, encouraging everyone to participate in both scheduled fund raising evenings. Alain Pinel Realty in Los Altos would be providing their offices and phone banks. Price reported that the Town Crier had recently featured an article on the phonathon and sale of the donor wall tiles. She distributed a copy of the article. She would continue to -pursue additional publicity for the sale of the tiles., • - 6 Special City Council Meeting New Town Hall Committee Meeting Minutes-February 9,2005 Price shared samples of finished tiles and briefly discussed the donor wall layout. She explained that she had been asked to consider the cement color and requested input from the Committee. Following a brief discussion,the Committee concurred that the color and texture of the cement for the donor wall should be selected by the project Architect and Landscape Architect. 5.1b Schedule of Solar Installation and Project Update—Mayor Pro Tem Kerr • Report on Solar Monitoring System—Eco-Energies Systems Eco-Energies Systems provided an overview of the proposed solar monitoring system that would consist of.a monitoring station inside the mechanical room and a LCD monitor panel to be located on a solid wall in the public area of the lobby. The system would monitor building energy consumption and could be used to review the utilities rate structure. Eco-Energies had researched two vendors for the monitoring system; Fat Spaniel and ICS. The Committee reviewed the vendors' webpages. It was noted that Fat Spaniel hosts and maintains the system and ICS systems provided a pre set-up non-hosted program. MOTION SECONDED AND CARRIED: Moved by.Whaley, seconded by Radford and passed unanimously tomove forward with a change order for the acquisition and installation of the solar monitoring system with ICS. (Note: Committee members present for the vote: O'Malley,Kerr, Kerns, Downey, Oldberg, Radford and Whaley) Additional Subcommittee Reports: • Vicki Oldberg, Furnishings Committee, reported that the podium/lectern for the Council . Chambers had been inadvertently left off of the furnishings bid list. She requested consideration of purchasing the podium. Oldberg added that the furniture bid was under budget. PASSED BY CONSENSUS: To approve the order of a new podium for the Council Chambers with the stipulation that the cost of the model selected was within the projected furnishings budget., (Note: Committee members present for the discussion: O'Malley, Kerr,Kerns, Downey, Oldberg, Radford and Whaley) 6. PRESENTATIONS FROM THE FLOOR None 7. ADJOURNMENT The meeting was adjourned by consensus of the Committee at 9:05 pm. Res/pdffillysub itte , Karen Jos , City Clerk 7 Special City Council Meeting New Town Hall Committee Meeting Minutes-February 9,2005 The minutes of the February 9, 2005 Special City Council/New Town Hall Committee meeting were approved as corrected(typographical error in the title date) at the March 9, • 2005 Special City Council/New Town Hall Committee Meeting. • g Special City Council Meeting New Town Hall Committee Meeting Minutes-February 9,2005