Loading...
HomeMy WebLinkAbout01/13/2005 Meeting Minutes January 13, 2005 Town of Los Altos Hills Special City Council Meeting New Town Hall Committee Special Meeting Thursday, January 13, 2005 7:00 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(arrived at 7:45 p.m.), Mayor Pro Tem Breene Kerr, Councilmember Dean Warshawsky, Planning Commissioners Carl Cottrell and Bill Kerns Committee Members Jim Downey, Vicki Oldberg, John Radford and Al Whaley • Absent: Councilmember Jean Mordo Staff: City Manager Maureen Cassingham, Administrative Services Director Sarah Joiner and City Clerk Karen Jost 2 APPROVAL OF MEETING MINUTES MOTION SECONDED AND CARRIED: Moved by Cottrell, seconded by Radford and passed unanimously to approve the minutes of the December 8, 2004 New Town Hall Committee Special Meeting. Mayor Pro Tem Kerr announced that the meeting agenda would be re-ordered to permit discussion of the audio-visual proposal from Magic Wave Productions with their representative. 3. NEW BUSINESS None 4. UNFINISHED BUSINESS 4.1 Project Status Report—TBI Construction Mana eg ment • 1 January 13,2005 Special City Council Meeting New Town Hall Committee Meeting Tony Vierra, TBI Construction, reported that the construction was proceeding on schedule. The roofing was complete, electrical work was underway, the windows were being installed and temporary heat had been set up in Council Chambers to permit finish work. The major thrust was focused on getting utilities to the site. Vierra noted that staff had visited the facility and offered their input. It had been a very productive site visit. I� 4.1.a Consideration of Project Change Order • Southwest Construction Change Order- CONTINGENCY Additional Weatherproofing Vierra explained that the change order request was for the installation of a Grace Ice and water shield at the perimeter of the bottom of the building and at the top of the parapet wall at the mechanical well at a cost of$2692.95. The additional weatherproofing was a recommendation of the Architect. PASSED BY CONSENSUS: To forward the request to Council with the recommendation for approval. 4.1.b Discussion of Existing Gas Line to Water District Building Vierra reported that PG&E had surveyed the site and determined that the existing gas line that served the Water District building was too shallow and did not meet the 2005 requirements. Generally, gas lines must be buried a minimum of 24". He reviewed the options available to correct the deficiency. They included: 1) convert the Water District building to electrical heat; 2) run the gas line from the Town Hall building overhead and then bury the connecting line to the District facility; and 3) deepen the existing gas line to meet the requirements. Vierra noted that he believed the shared line was the simplest logistically and would have the least impact on the Town Hall construction timeline. Vierra expected the extended line to cost approximately $9200, to $9500. He would request further clarification from PG&E why the shallow line was being identified as the Town's problem since the original line was installed by PG&E. Following a brief discussion, the Committee agreed by consensus to recommend approval of the shared line and suggested that the cost of the line not be included as part of the New Town Hall budget but be recovered from rent received from the District for the building. Vierra reported that he had received the estimates from PG&E for service to the building. He expected the cost to be approximately $22,000. Because it was an unknown charge, the expense had not been appropriated in the construction budget and it would be charged to the contingency fund. PASSED BY CONSENSUS: To forward to the City Council for their consideration with a recommendation for approval of the charges: 1) PG&E costs for service to the new Town Hall of approximately $22,000; and 2) the extended gas line with a shared meter to the Water District building. • 2 January 13,2005 Special City Council Meeting New Town Hall Committee Meeting 4.2 Discussion of Project Update—Peter Duxbury, DuxbM Architects Peter Duxbury, Duxbury Architects, reported that there had been several minor design change orders that had resulted from changes in the field. He explained these had required redesigns by the structural engineer. Duxbury did not expect any future change orders. PASSED BY CONSENSUS: To forward the change orders to the City Council with a recommendation of approval. Duxbury had a mock-up of the proposed bronze plaques for the new Town Hall. The Committee briefly discussed the content and design. They approved the font and agreed that the New Town Hall Committee, Architect, Construction Manager and Landscape Architect should be listed. They preferred "dedicated" in reference to the date on the plaque. The Committee approved a Donor Wall Plaque to recognize the Subcommittee and designated that it be placed prominently on the Donor Wall. In reviewing the Town Hall signage,the Committee preferred the left justified model. The Committee briefly discussed the Town Hall dedication ceremony and determined that a Saturday would be an appropriate day for the event. April 23, 2005 was suggested but it was decided to wait until the project completion date was more definite. The Community Relations Committee would coordinate and host the ceremony. Duxbury displayed samples of the exterior paint colors to the Committee. Vicki Oldberg and John Radford volunteered to visit the site and view the samples that would be painted on the building and assist Duxbury with the final selection. 4.3 Consideration of Landscape Design—Thomas Klope and Associates Tom Klope displayed a revised landscape design plan and distributed the proposed plant list. He reported that subsequent to his presentation to the Committee at their December meeting, he had meet with the Environmental Design and Protection Committee and noted that they had favored eliminating the Town Green. He had modified his design plan to reflect a water conservation garden as an alternative to the lawn/Town Green. Klope explained there would be a substantial water consumption savings with the new design and estimated they could save 19,000 gallons of water during the highest usage time. The new plan would require additional plants and he expected the monthly maintenance requirements would be more costly. Klope had discussed the maintenance with several landscape service providers and he estimated the new design would cost approximately $350 per month for maintenance; however, there would be a water bill savings of approximately$100 per month. Mayor Pro Tem Kerr offered that this was not about finances but an aesthetic and public statement. It was important that the public perception was that the Town was a responsible citizen and would not request anything of residents that they did commit to 3 January 13,2005 Special City Council Meeting New Town Hall Committee Meeting themselves. He believed you could not ask the residents to reduce their water consumption and then plant a lawn. Klope explained that the plant varieties included in his proposal were primarily deer resistant, water conserving and some native's. The different species would provide a beautiful landscape with interest and color. PASSED BY CONSENSUS: To direct-Tom Klope, Landscape Architect, to move forward with the revised design plan eliminating the Town Green/lawn area and to develop an irrigation plan for the site. 5. REPORTS FROM SUBCOMMITTEES 5.1 Subcommittee Updates from Council Chambers Design and Information Technology, Donor Wall, Green Energygram, Staff Offices Requirements, Heritage House, Landscape Design and Project Budget Peter Duxbury, Architect, advised that several furniture items for Council Chambers had not been included in'the furniture proposal. He identified the podium and document table as items that would need to be purchased. The Committee suggested that he purchase them direct and he concurred. 5.1.a Council Chambers Design and Information Technology Status Report-Al Whaley • 5.1a(1) Consideration of A-V Proposal for Technical Consultant Services—Magic Wave Productions 5.1 a(2) Consideration of Proposal for Design Services for Lighting Plan for Council Chambers—Magic Wave Productions 5.1a(3) Consideration of Proposal for Production System Design for Cablecast of Town Meetings—Magic Wave Productions For purposes of discussion,the agenda items were discussed concurrently. Al Whaley provided a brief project summary to the Committee. He noted that the A-V development was time sensitive and confronted with several budget issues. Whaley explained that the Committee had before them three proposals from Magic Wave Productions. He advised that Charles Saulter, the consultant engaged for audio-visual services had completed his tasks. Whaley recommended that the Committee consider changing consultants to move forward with the project. He believed there would be no budget impact in changing consultants at this phase. Magic Wave Productions are the engineers for Channel KMVT. They have reviewed the project and made several suggestions to improve the bid specifications for the Council Chamber system. 4 January 13,2005 Special City Council Meeting New Town Hall Committee Meeting The Committee reviewed the proposals with Whaley. They discussed the construction • budget allotment for A-V and the projected costs for equipment and installation that are expected to be over the line item allocation. Mayor Pro Tem Kerr offered that he believed the audiovisual costs would be lower or the same with Magic Wave in comparison to Saulter and there would be a substantial savings on the broadcast system with Magic Wave. PASSED BY CONSENSUS: To forward the proposals for audio-visual consulting services from Magic Wave Productions to the City Council for their consideration with a recommendation for approval. 5.Lb Donor Wall Status Report—Duffy Price Duffy Price, Donor Wall Subcommittee Chair reviewed her report dated January 13, 2005 with the Committee. She identified the total tile sales to-date, assessed earlier revenue projections and revenue targets. Price outlined the Subcommittee's proposal for marketing the donor wall for the "final push" fundraising efforts that included a phonathon with media publicity announcing the event and a final marketing mailing to Town residents. She explained that template donor tiles would be offered to residents who did not want to paint a tile. Duffy encouraged the Committee and Councilmembers to participate in the phonathon. She envisioned 30 volunteer callers with a target of 1300 contacts. Following a brief discussion, the Committee agreed to participate in the two-day • phonathon to be held from 6 p.m. to 9 p.m. on February 16 and February 17. Councilmembers present concurred with the proposal and offered that the cancellation of the February 17th City Council meeting would be agendized for Council consideration at their future meeting to allow the Council to support and join in the fundraising efforts. Price would investigate a local realtor's office as the venue for the phonathon and report back to the Committee. Mayor O'Malley suggested that an auxiliary list of donor items and "donation levels" be available for the fundraiser. He suggested landscaping would have a "hurdle" for a recognition plaque of$5,000. Additional items for donation consideration discussed by the Committee included art work for the interior of the building and the chamber audio- visual system and equipment. During the phonathon, residents who purchase tiles could be advised of the additional donation possibilities with the primary focus on the landscaping. Mayor O'Malley volunteered to lead off the donations with a gift of $5,000 for landscaping. John Radford proffered his donation for $5,000. Duffy Price thanked them for their generosity. 5 January 13,2005 Special City Council Meeting New Town Hall Committee Meeting 6. PRESENTATIONS FROM THE FLOOR • None 7. ADJOURNMENT There being no further business, the Special City Council Meeting/New Town Hall Committee Meeting was adjourned at 9:20 p.m. Res fully sub itted, aren J st, Ci Clerk The minutes of the January 13, 2005 Special City Council Meeting/New Town Hall Committee Meeting were approved as presented at the February 9, 2005 Special City Council/New Town Hall Committee Meeting. 6 January 13,2005 Special City Council Meeting New Town Hall Committee Meeting