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HomeMy WebLinkAbout12/08/2004 Meeting Minutes December 8, 2004 Town of Los Altos Hills New Town Hall Committee Special Meeting Wednesday, December 8, 2004 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 Meeting of the New Town Hall Committee to order at 6:30 p.m. in the Multi-Purpose Room of Town Hall's Temporary Offices at Bullis School. Present: Mayor Pro Tem Breene Kerr, Mayor Mike O'Malley, Planning Commissioners Carl Cottrell and Bill Kerns, Committee Members John Radford and Al Whaley Absent: Councilmember Dean Warshawsky, Councilmember Jean Mordo. and Committee Members Jim Downey and Vicki Oldberg 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 Kerns, seconded by Radford and passed unanimously to approve the minutes of the November 10, 2004 City Council and Planning Commission Special Meeting/New Town Hall Committee meeting. 3. NEW BUSINESS None 4. UNFINISHED BUSINESS 4.1 Project Status Report—TBI Construction Management Mayor.Pro Tem Kerr recommended that the Committee participate in a walk-through of the construction project prior to the next New Town Hall Committee meeting. Tony Vierra, TBI, would accommodate a staff visit to the site. Vierra reported that the project was on target for a completion date of March 28, 2005. 1 New Town Hall Committee Special Meeting Minutes December 8,2004 4.1.a Consideration of Project Change Orders • • Frank Electric Change Order#1 Final Value g Y Engineering Credit for Electrical System g (Identified in Previous Budget Update) • Frank Electric Change Order#2 Conduits in Slab to Accommodate A-V (completed) Exterior Outlets Add Remote Fire Alarm Panel in Lobby • Jos. J. Albanese Change Order#2 CONTINGENCY Weatherize Site for Crane Weatherize Pedestrian Path • Southwest Construction Change Order#2 CONTINGENCY Structural and Architectural Clarifications and Revisions • Miscellaneous Project Change Orders Tony Vierra, TBI Construction Management, reviewed the proposed construction change orders with the Committee. Vierra noted that: Change Order #1 (Frank Electric) was a credit of $48,795 achieved through a value engineering credit for the dimming system revisions; Change Order #2 (Frank Electric) was an additional cost of $5,750 for the items identified; Change Order #2 (Joseph J. Albanese) was for an additional cost of $2,671 for the items identified; and Change Order #2 (Southwest Construction) was for an additional cost of$5,603 for the items identified. Vierra explained that the change orders for weatherization and structural and architectural clarifications and revisions for framing would be taken from the contingency budget and would not increase the project budget. He deferred discussion of the miscellaneous project change orders to discussion of item 5.1 a. PASSED BY CONSENSUS: To forward the proposed project change orders to the City Council for their consideration with a recommendation for approval. 4.l.b Budget Update Vierra reported that the project contingency fund was $112,000. This sum included the charge of the two discussed change orders. 4.2 Discussion of Project Update—Peter Duxbury, Duxbury Architects Peter Duxbury, Project Architect, summarized the design change orders: additional storage space over the A-V closet (cost unknown); door material changed to glass for additional light; skylights (sun tubes) in bathrooms; and the design of the previously approved acoustical panels for the Council Chambers A-V project. 2 New Town Hall Committee Special Meeting Minutes December 8,2004 PASSED BY CONSENSUS: To approve the proposed changes and to recommend • approval of architectural fees for the additional design work for a not-to-exceed amount of$2,000. Duxbury requested that signage, including the location of the building dedication plaques at the new Town Hall, be discussed at the next Committee meeting. 4.3 Presentation of Landscape Design—Thomas Klope and Associates Tom Klope, Project Landscape Architect, distributed the proposed planting plan drawing and plant list for the new Town Hall site to the Committee. Klope reviewed the design with the Committee.- He noted that 50% of the proposed plants were natives; all are drought tolerant or require low water; and are predominately deer resistant. Klope suggested that the garden could serve as a model water conservation.garden for Town residents. He had been very selective with.the plant materials, choosing low maintenance materials with seasonal interest and a good balance between deciduous and evergreens. Klope added that the public lawn area was approximately 4,735 square feet. The irrigation system would be a spray variety and have the capacity for expansion. It would be designed to spray away from the buildings. Klope offered that the lighting plan was modest and called for low walkway lights that would be minimal but provide enough light to address safety issues. The flagpole would have an up light. Klope'estimated that the landscape design, as proposed, including the irrigation system, would cost approximately$180,000. • Following discussion of the landscape-design, the Committee directed Klope to consider the entrance to Town Hall as a "satellite" area; to use water sensitive irrigation; and to return to the Committee at the next meeting with water usage estimates for the design. Klope noted that the design would be completed in time for the Committee's donation "Phonathon". 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 5.1.a Council Chambers Design and Information Technology Status Report- Al Whaley 5.1a(1) Consideration of A-V Bid Specifications and Project Budget Al Whaley distributed an Audiovisual Summary for the Council Chambers to the Committee. The report included: a description of the proposed audio system's capability; description of the computer and video displays; identification of the presentation sources; • description of the control system; a summary of the estimated cost of the installed 3 New Town Hall Committee Special Meeting Minutes December 8,2004 system; and a summary of audiovisual design fees as proposed by Charles Saulter • Associates, Inc. A representative from Charles Saulter reviewed the report and drawings with the Committee. Discussion ensued regarding available hinds for the meeting and broadcast equipment for Council Chambers. The Committee discussed the option of using partial funds from the Comcast franchise allocation supplemented with funds from the New Town Hall Project contingency budget to pay for a minimal broadcast system. City Manager Cassingham identified the need for teleconferencing capabilities during Council meetings. Tony Vierra, TBI, would investigate. MOTION SECONDED AND CARRIED: Moved by O'Malley, seconded by Radford and passed unanimously to recommend moving forward with a bid for a "bare-bone", audiovisual system for the Council Chambers not to exceed $100,000 and to use $50,000 from the Contingency Fund to supplement the audiovisual budget. 5.1 a(2) Broadcast Lighting and Dimming: Consideration of Proposed Lighting Plan and Estimated Cost Tony Vierra, TBI, explained that the original construction documents had called for an expensive dimming system. Through value engineering, the system had been deleted and redesigned by Frank Electric for a cost of$34,700 for lights and dimming system. • Mayor Pro Tem Kerr expressed his concern with the proposed lightning not being energy efficient. He requested further investigation of an alternative solution. The Committee concurred. Kerr announced that he would be meeting with representatives of Channel KMVT 15. He explained that the studio had a co-operative arrangement with cities on the Peninsula. Kerr extended an invitation to Committee members to join the meeting. 5.la(3) Consideration of Bid Specifications for Data Cabling Considered under Agenda Item 5.1 a(1). 5.I.b Donor Wall Status Report—Duffy Price Duffy Price, Donor Wall Chair, distributed a report to the Committee. She noted that there had not been any tile purchases since her last status report but that she was encouraged by the recent interest. Price advised the Committee that the Donor Wall site had been activated on the Town's website and offered the capability to pay for the tiles by credit card. She distributed the December Town Newsletter and reviewed the Donor Wall featured article. Price noted that the Subcommittee would be meeting on January 12,.2005 to discuss the • Booster Plan and review the plans for the "Phonathon". 4 New Town Hall Committee Special Meeting Minutes December 8,2004 5.Lc Approval of Furniture Budget Final Costs • Peter Duxbury distributed an updated Furniture Price Estimate dated 12/8/04 to the Committee. The revised new bid price was $77,807.36. The bid provided by kbm Workspace included furniture, filing systems, and workstations. The bid total included tax, design fees, labor and freight. Duxbury noted that this was approximately $10,000 below the allocated furniture budget of$87,500. PASSED BY CONSENSUS: To forward the furniture bid of$77,807 to the City Council for their consideration with a recommendation for approval. 6. PRESENTATIONS FROM THE FLOOR None 7. ADJOURNMENT Mayor Pro Tem Kerr announced that Earth Day was April 22, 2005 and he would like to investigate scheduling the dedication ceremony event for the New Town Hall in conjunction with Earth Day activities. There being no further business, the New Town Hall Committee Special Meeting was adjourned at 8:15 p.m. Respectfully submitted; Karen Jos City Clerk The minutes of the December 8, 2004 New Town Hall Committee Special Meeting were approved as presented at the January 13, 2005 Special City Council Meeting/New Town Hall Committee Meeting. • 5 New Town Hall Committee Special Meeting Minutes December 8,2004