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HomeMy WebLinkAbout09/08/2004 Meeting Minutes September 8, 2004 Town of Los Altos Hills City Council and Planning Commission Special Meeting New Town Hall Committee Meeting Wednesday, September 8, 2004 6:00 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 Meeting of the City Council and Planning Commission (New Town Hall Committee) to order at 6:00 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 Dean Warshawsky, Planning Commissioners Carl Cottrell, Bill Kerns (6:20pm) Jean Mordo and Committee Members John Radford (6:30pm) and Al Whaley Absent: Committee Member Jim Downey Staff. City Manager Maureen Cassingham and City Clerk Karen Jost • 2. RECESS: Site visit to new Town Hall construction project, 26379 Fremont Road, Los Altos Hills. The Committee recessed to the new Town Hall building site at 6:10 p.m. Peter Duxbury, project architect, distributed site plans. The Committee walked the site and reviewed the foundation turn around area and the entry laza. The circulation pattern inside and _ � Yp outside the facility was discussed. Duxbury reviewed the Council Chambers design and elaborated on the elements that would provide light and the feeling of"openness" to the building. Mayor Pro Tem Kerr noted the appearance of a substantial setback in the front of Town Hall and questioned if it would be appropriate to use this for off street parking. -Duxbury,noted that.he would be hesitant to use any of the site in this area for parking. He explained his vision for the front of the building that included a small lawn area and a path. The Committee inspected the existing landscaping and discussed the option of saving the established trees. It was noted that there had been some damage done during the installation of the storm drains. The Town's arborist had reviewed the trees and a program of watering the existing landscape had been scheduled. Tony Vierra, TBI Construction Management, summarized the construction progress to date and reviewed the project schedule with the Committee. He explained that weekly on-site construction meetings that would include TBI, Duxbury Architects and Council representatives. had been scheduled for the duration of the new Town Hall project. 1 September 8,2004 Special City Council and Planning Commission Meeting New Town Hall Committee Meeting The Committee returned to the Special City Council/ Planning Commission/ New Town Hall Committee meeting at 6:40 p.m. 3. APPROVAL OF MEETING MINUTES MOTION SECONDED AND CARRIED: Moved by Mordo, seconded by Warshawsky and passed unanimously to approve the August 18, 2004 meeting minutes as presented. 4. NEW BUSINESS None 5. UNFINISHED BUSINESS 5.1 Project Status Report—TBI, Construction Management 5.1 a Discussion of Relocation Expenses Tony Vierra, TBI Construction, reviewed the Town Hall relocation expenses that were before the Committee for their consideration. He explained that the payments to Cupertino Electric and Access Communications were included in the overall relocation budget but because the invoices were over $5,000 they required Council approval. Vierra added that these additional charges would not have any impact on the overall budget. \ MOTION SECONDED AND CARRIED: Moved by O'Malley, seconded by Warshawsky and passed unanimously to recommend approval of the payment of invoices associated with the relocation of Town Hall and to forward them to the City Council for their consideration on the consent calendar of the next regular City Council meeting. Vierra reported that TBI was working with the Town's insurance provider, ABAG, to assist the contractors in meeting an insurance requirement, which is part of their contract agreement for the Town Hall project. They will purchase a Builder's Risk policy as a part of the Town's insurance coverage and pool the contractor's to pay their appropriate share. The expected cost of the policy is $2,400. Vierra discussed the potential charges from Purissima Hills Water District for the new meter that was created to serve the changes in the line size. The City Council asked City Manager Cassingham to send a letter on their behalf to the Water District to investigate a waiver of the meter change fee. Vierra reported that he has been working with PG&E to garner the final costs for the project's new service and service upgrades. TBI is reviewing various options for equipment location (transformer) to keep the costs to a minimum. They will not know the final cost until PG&E has completed the engineering plans. A $3,000 deposit had been paid to PG&E. The costs were not included in the budget and would be charged to the contingency fund. Councilmember Warshawsky suggested that Vierra contact PG&E Government Representative Darren Deffner for assistance. 2 September 8,2004 Special City Council and Planning Commission Meeting New Town Hall Committee Meeting 5.2 Discussion of Project Update and Subcommittee Coordination for Audio Visual, Furniture, Office Layout and Requirements, Equipment, Telephones, Artwork and Signage—Peter Duxbury, Duxbury Architects Discussion continued to the next New Town Hall Committee meeting. 5.2 Landscape Update—Tom Klope, Thomas Klope and Associates Tom Klope reported that he is reviewing the existing trees at the building site. At this time, it appears that potentially ten trees conflict with the utilities installation and the ingress/egress for the parking lot configuration. He is hopeful that a large olive tree on the site could be relocated and saved. 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 and Project Budget 6.La Donor Wall Status Report—Duffy Price Duffy Price addressed the Committee. She provided a written staff report that included: • the donor wall contributions to date; the schedule for Town-wide tile workshops with Petrogylph; Town website update-the Donor Wall information would be available on the Town's site by the end of the month; and the "Booster Plan" that is under development by the Subcommittee. She discussed several of the options that were being considered to raise additional donations including a brochure that would identify potential donation items (sample list included landscaping, flag pole, sculpture, relocation of the stain glass window and the audio-visual system for Council Chambers) and a"phonathon". Price explained that the Subcommittee had been researching the installation of a Time Capsule at the new Town Hall. She reviewed the suggested items that were being considered for inclusion in the capsule. Price added that the concept is to present the Time Capsule as a community project. PASSED BY CONSENSUS: To support the proposal for installation of a Time Capsule at the new Town Hall as presented by Price and to recommend that the City Council agendize the item for their consideration and discussion at a future Council meeting. 6.Lb Council Chambers Design and Information Technology Status Report- Al Whaley • Discussion of Council Chamber Television Lighting Requirements Al Whaley reported that the Town Hall electric specifications had been modified and some previously identified lighting had been eliminated. He had reviewed the plans with 3 September 8,2004 Special City Council and Planning Commission Meeting New Town Hall Committee Meeting TBI and Duxbury and additional lights have been included in the revised specifications. Charles Salter, A-V consultant, and Whaley will review the dimming system and return to the Committee with the specifications. Vierra reported that TBI had meet with Frank Electric and reviewed the conduit locations and they have been placed accordingly in the slabs. Whaley added that the Security System for the facility has yet to be designed. TBI will be working with a consultant for the design specifications. • Discussion of Revised Cost Estimates for Charles Salter, A-V Consultants The Committee reviewed the proposals from Charles Salter dated February 27, 2004 and September 2, 2004. Whaley explained that the Committee had only agreed to lines 1, 2 and 3 of the February proposal totaling $6,500. The September proposal consolidated these items into Phase 1 for $6,500. Salter has agreed to design the core system specifications plus the enhancements of the equipment list and functional diagram for the $6,500 fee. Whaley noted that the additional proposed budget included bid specifications that require very specific details and programming. Tony Vierra offered to have an outside vendor review the proposal to ensure that enough information would be provided for the bid. Whaley added that the September 2, 2004 proposal also included $3,000 to co-ordinate lighting. The A-V Subcommittee has requested further detail on this line item. Whaley noted that it was very important that the A-V electrical work is done properly to ensure future additions to the system. Mayor Pro Tem Kerr suggested that the Subcommittee wait until Comcast funds are. available. Whaley distributed an "Audio and Presentation System Cost Estimate" list dated 8/31/2004 for Council Chambers to the Committee. He reviewed the list with the Committee. Mayor Pro Tem Kerr requested a summary report from the Subcommittee on the proposed A-V system. Whaley concurred and he will prepare a report that will exclude Comcast. It will include the minimum requirements for a recording and video system. It was suggested that if donated funds are available, supplemental equipment can be purchased. MOTION SECONDED AND CARRIED: Moved by Radford, seconded by Warshawsky and passed unanimously to approve the proposal from Charles Salter for lightning coordination for $3,000. This would increase the approved consulting fee for Charles Salter to $9,500. (Aye votes included: Mayor O'Malley, Mayor Pro Tem Kerr and Councilmember Warshawsky) 4 September 8,2004 Special City Council and Planning Commission Meeting New Town Hall Committee Meeting a6.1 c Consideration of New Town Hall Furnishings Budget and Bid Specifications—Vicki Oldberg and Jean Mordo Vicki Oldberg distributed the furnishings budget spreadsheet to the Committee. Peter Duxbury, project architect, explained that it was his opinion that new furniture would-be an appropriate compliment to a new building. Pam .Pennington, furniture design consultant, showed picture representations of the audience and Council chairs proposed for Council Chambers. She explained that the chairs were durable, stackable and reasonable. She added that it would be too costly to reupholster the existing Council chairs. The Committee discussed the furnishings options for Council Chambers. They supported the recommendation of the Furniture Subcommittee MOTION SECONDED AND CARRIED: Moved by Radford, seconded by O'Malley and passed unanimously to accept the budget recommendation of the furniture Subcommittee excluding the new Councilmember Chairs. The existing chairs will be used for the City Council. (Aye votes included: Mayor O'Malley, Mayor Pro Tem Kerr and Councilmember Warshawsky). The Furniture Subcommittee reported that it would review staff needs for files/filing system. MOTION SECONDED AND CARRIED: Moved by Mordo, seconded by Cottrell and passed unanimously to approve the supplemental funding of $8,000 for moving and tenant improvements as itemized in the furniture budget report. Proposal included $3,000 for design fees-Pam Pennington (Aye votes included: Mayor O'Malley, Mayor Pro Tem O'Malley and Councilmember Warshawsky) 6.1 d Green Energy Program Update—Mayor Pro Tem Kerr Mayor Pro Tem Kerr reported that he had met with the solar contractor. He reported that the project had been bid to provide the capability future expansion. The converter that has been proposed for the project had the capability of running additional kilowatts and "ghosting" extra conduit for future use. He would return to the Committee with the final design at the next meeting. 6. PRESENTATIONS FROM THE FLOOR None 5 September 8,2004 Special City Council and Planning Commission Meeting New Town Hall Committee Meeting 7. ADJOURNMENT There being no further business,the meeting was adjourned at 8:35 pm. Repp=tfully subfnitted,. n Jos Jerk The minutes of the September 8, 2004 Special City Council and Planning Commission Meeting/New Town Hall Committee Meeting were approved as presented at the November 10,2004 Special City Council Meeting. i 6 September 8,2004 Special City Council and Planning Commission Meeting New Town Hall Committee Meeting