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HomeMy WebLinkAbout11/10/2004 Meeting Minutes �► November 10, 2004 Town of Los Altos Hills City Council and Planning Commission Special Meeting New Town Hall Committee Meeting Wednesday, November 10, 2004 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 City Council and Planning Commission (New Town Hall Committee) to order at 5:30 p.m. in the Multi-Purpose Room of Town Hall's Temporary Offices at Bullis School. Present: Mayor Pro Tem Breene Kerr, Councilmember Dean Warshawsky, Planning Commissioners Bill Kerns and Jean Mordo, Committee Members Jim Downey, Vicki Oldberg, John Radford and Al Whaley Absent: Mayor Mike O'Malley, Planning Commissioner Carl Cottrell 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 Mordo, seconded by Radford and passed unanimously to approve the minutes of the September 8, 2004 City Council and Planning Commission Special Meeting/New Town Hall Committee meeting. Committee Chair Mayor Pro Tem Kerr reordered the meeting to accommodate presentations by project consultants. 3. NEW BUSINESS 4. UNFINISHED BUSINESS 5.1 Project Status Report—TBI Construction Management Tony Vierrra provided the Committee with a spread sheet titled "Project Budget Update- November 10, 2004" that reflected all project change orders to date. He explained that the project was approximately 35% completed and was on target for a completion date of March, 2005. 1 November 10,2004 Special City Council/Planning Commission New Town Hall Committee Meeting Minutes Vierra distributed a memorandum to the Committee from TBI and Duxbury Architects that included a list of items and scopes of work not currently included in the project budget that would be required for the project. The list included; Phone and Data System, Audio/Visual, Cable TV, Utility Fees, Green Energy Program, Architectural Additional Services, Signage, Furniture, Miscellaneous Equipment, Landscape, Donor Wall, Artwork Program, and Move-in Costs. Vierra noted that TBI would track and update these items and notify the New Town Hall Committee as required to ensure their completion. All costs associated with the items would be presented to the Committee prior to proceeding with any work. The Committee reviewed the list and their components with Vierra and project Architect Peter Duxbury. Duxbury noted his concern that the additional scopes of work be appropriately scheduled to permit the prime contractors to make any necessary changes and adjustments while they are on the job. The Committee discussed the option of purchasing a new phone and data system. TBI noted that the cable had originally been included in the bid package but had been removed and would be bid separately. The Committee concurred that the upgrade for the phone system was outside the scope of the new Town Hall project. TBI was considering the option of using the existing system but this could be revisited at a future meeting. Vierra explained that the security system had not been included in the original contract. He had been in discussion with Frank Electric for specifications and cost for a simple system. Al Whaley agreed to review the security system. Thomas Klope, project Landscape Architect explained that he needed direction from the Committee to move forward with his Master Design Plan for the facility. He noted that the quality and type of landscaping needed to be identified. Klope had meet with the Environmental Design and Protection Committee and they had suggested that the facility landscaping not include any lawn and instead focus on a display garden/demonstration garden. Klope requested clarification on the amount of maintenance that would be available for the grounds and noted that his original design called for a modest lawn that would provide a "Town Green" and be easier to maintain. City Manager Cassingham noted that the final plan should reflect minimal maintenance due to the limited size of Town staff. Tony Vierra explained that it would be advantageous to have the landscaping run parallel with the project. The timeline would be thirty days to bid and thirty days to install. The Committee concurred that the final approval for the-master landscape plan should be scheduled for review by the Committee at their January meeting. Mayor Pro Tem Kerr commented that he felt it was important that the Town Hall landscaping be water efficient and noted that he was looking to reduce water consumption by the Town. Following discussion, the Committee consensus was for the landscape design to include a "green public space" (lawn). Klope was directed to provide the Committee with a preliminary • 2 November 10,2004 Special City Council/Planning Commission New Town Hall Committee Meeting Minutes plan at the December Town Hall Committee meeting that would include costs and estimated water usage/fees. 5.1a Approval of Facilities Exterior Material-Hardiplank A sample of the material to be used on the skin of the new Town Hall was available for the Committee to review. The Committee approved the use of the material but requested additional color selections. Duxbury concurred and noted that the final color of the building was still under review. 5.2 Discussion of Project Update—Peter Duxbury, Duxbury Architects Included with discussion of Agenda item 5.1. 5.3 Discussion of Final Solar Power Plant Design Mayor Pro Tem Kerr presented an overview of the Green Energy Project for the New Town Hall. He explained that the photovoltaic system for the New Town Hall had been revised to use an alternate solar panel. The result of the change was a more efficient system with a larger generation capacity. The revised plan with the new panels would provide a larger power plant in the existing foot print. The revised system would use the same number of pole mounted solar arrays'so there would be no visual impact. The pole mounts would be hidden from the road. Kerr reviewed the new total cost for the system that included the Green Energy Loan, Packard Foundation Grate and rebates. The new contract value that included the change order was within the budgeted amount for the project and would not require any funding from the Town's General Fund. 5.3a Presentation of New Town Hall Project Solar Panels—SunPower Kerr introduced representatives from Eco-Energies, the Green Energy Project contractor and Dick Swanson, founder of SunPower, the designers of the solar panels to be installed in the new revised plan. Swanson presented a brief company overview of SunPower. The Committee reviewed the sample panels. Committee consensus was a preference for the all black panel (black) trim. Swanson noted that SunPower's solar cells are more efficient and more aesthetically pleasing in their appearance. Kerr noted that this was exceptional technology and the source was a local firm. He noted that EcoEnergies were the risk taker in using this new product. EcoEnergies explained they would be installing them on another facility to evaluate them and adjust for any problems prior to their installation at Town Hall. They are responsible for the warranty of.the system. Eco- Energies provides a five year warranty and the solar panels have a twenty-five year warranty. MOTION SECONDED AND CARRIED: Moved by Warshawsky, seconded by Radford and passed unanimously to recommend approval of the change order for the revised photovoltaic design to the City Council. • 3 November 10,2004 Special City Council/Planning Commission New Town Hall Committee Meeting Minutes 5.1b Consideration of Revised Project Costs For Photovoltaic System— Eco-Energies Included with discussion of agenda item 5.La 6. REPORTS FROM SUBCOMMITTEES 6.1 Subcommittee Updates from Council Chambers Design and Information Technology, Donor Wall, Green Energy Program, Staff Offices Requirements, Heritage House, Landscape Design and Project Budget 6.La Council Chambers Design and Information Technology Status Report-Al Whaley 6.1a(1) Consideration of Proposal for Audio-Visual Design Services— Charles Salter Associates The Committee had before them a proposal from Charles Salter Associates for audio- visual design services. Subcommittee Chair Al Whaley noted the .importance fof the community to have a viable and functional audio-visival system for the Council Chambers. The proposal from Salter would allow the Town to receive biddable design documents and review of the bid. Tony Vierra, TBI, reviewed with the Committee the importance of having good bid documents. Following discussion of the proposal, the Committee agreed that they would move forward with the Salter proposal for A-V bid documents and revisit the proposal for the broadcast system at a future date. Whaley clarified that the line item on Salter's proposal for lighting coordination had been approved by the Committee at a prior meeting. MOTION SECONDED AND CARRIED: Moved by Radford, seconded by Downey and passed unanimously to recommend to the City Council approval of the Charles Salter Associates proposal for bid documents phase 1 (audio-visual) and bidding for a not to exceed amount of$8500. Passed by Consensus; To move forward with a "bare bones A-V system" with a budgeted amount of approximately $50,000 and to work with deductive change orders as appropriate revisions and modifications are approved. 6.lb Donor Wall Status Report—Duffy Price Donor Wall Chair Duffy Price presented the Committee with a written and verbal report. She noted that fifty tiles had been fired and were ready for installation. The Donor Wall Subcommittee.had moved forward with numerous marketing projects that included: two Town-wide Petroglyph Worshops; a feature article in the December newsletter; a plan to have a representation of completed tiles on display at the Town Holiday Caroling and • 4 November 10,2004 Special City Council/Planning Commission New Town Hall Committee Meeting Minutes Pathways Walk event on December 15, 2004: and the completion of the Town's website Donor Tile page with the availability to purchase tiles online with a credit card. Price explained that plans for the "Phonathon" and a list of additional donation items for the new Town Hall were under development. The New Town Hall Committee discussed scheduling options for the Phonaton. PASSED BY CONSENSUS: To schedule the "Phonaton"before February 15, 2005. The Committee thanked Price for her dedication to the project and all of her efforts to raise funds for the new Town Hall. 6. PRESENTATIONS FROM THE FLOOR None 7. ADJOURNMENT There being no further business,the meeting was adjourned by consensus at 7:30 pm. Respectfully submitted, Karen Jo City Cleric The minutes of the November 11, 2004 Special City Council/New Town Hall Committee meeting were approved as presented at the December 8, 2004 New Town Hall Committee Special Meeting as presented. . 5 November 10,2004 Special City Council/Planning Commission New Town Hall Committee Meeting Minutes