Loading...
HomeMy WebLinkAbout08/18/2004 Meeting Minutes August 18, 2004 Town of Los Altos Hills City Council and Planning Commission Special Meeting New Town Hall Committee Meeting Wednesday, August 18, 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 6:35 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 Bill Kerns and Jean Mordo and Committee Members Jim Downey, John Radford and Al Whaley Absent: Planning Commissioner Carl Cottrell and Committee Member Vicki Oldberg • Staff: City Manager Maureen Cassingham, Administrative Services Director Sarah Joiner and City Clerk Karen Jost Guests: Duxbury Architects TBI Construction Management Thomas Klope Associates 2. APPROVAL OF MEETING MINUTES MOTION SECONDED AND CARRIED: Moved by O'Malley, seconded by Warshawsky and passed unanimously to approve the June 22, 2004 and July 14, 2004 Special City Council and Planning Commission (New Town Hall Committee) meeting minutes as presented. 3. NEW BUSINESS , None 4. UNFINISHED BUSINESS 4.1 Project Status Report—TBI, Construction Management Tony Vierra, TBI, updated the Committee on the status of the construction project. He reported that the pad and re-bar have been installed and the foundation is scheduled to be poured. Once this is completed, they will pour the slab on grade and begin framing. Vierra explained that several unexpected issues with associated unbudgeted costs had 1 August 18,2004 Special City Council/Planning Commission New Town Hall Conunittee Meeting Minutes developed with the project since the last New Town Hall Committee meeting. Specifically: 1) OSHA had deemed the columns as designed did not meet the legal code and a redesign of the brace plates is scheduled to accommodate four (4) bolts. This modification will meet the OSHA requirement. It is not expected that the revision will create a delay with the project. Estimated cost-$5,000. 2) Roots from the existing redwood trees had to be cut and the soil sifted to eliminate any debris. The work was done under the direction of S.P. McClenahan, the Town's arborist. Approximate cost- $13,000. 3) The treatment of the soil with lime required some changes to the procedure and additional field work. 4) Additional abatement work for hazardous materials had been required. Vierra noted that approximately $25,000 had been spent from the contingency fund. He concluded that most contingency costs occur during the soils phase of construction. Vierra reported that the stone bollards near the existing entrance to Town Hall had been demolished. During the investigation of their condition, it was discovered that they were constructed of brick, covered with concrete, very perishable and in poor condition. Pictures were taken to illustrate their condition and construction. The wagon wheels that had been located next to the columns were relocated to the shed near the Heritage House that houses other"antique"farm equipment. The procedure for change orders was discussed. The Committee agreed that Mayor O'Malley would review and sign change orders at the weekly construction meeting. All changes will be reported to the New Town Hall Committee at their regular monthly meetings. • Al Whaley requested clarification on the status of the electrical specifications, rimaril , p Y the raceways, wiring and lighting for the Council Chambers. TBI reported that this was not yet developed and Whaley will be included in the discussions. Whaley also questioned the status of the alarm system. He had been asked to write the specifications and requested assistance with the task. TBI will assist. 4.2 Consideration of Landscape Design Services Proposal from Tom Klope for New Town Hall—Councilmember Warshawsky and John Radford John Radford introduced this item. He and Councilmember Warshawsky had met with Landscape Architect Tom Klope to discuss the project and proposal. They had conducted a site visit. Radford noted that Klope had been recommended for the project by Peter Duxbury and had assisted Duxbury as a consultant during the design phase of the project. Tom Klope reviewed his proposal for landscape architectural services for the planting and irrigation design for the New Town Hall project with the Committee. He described his vision for a water conservative landscape design with minimal lawn and drought tolerant plants. He proposed a cost effective, low maintenance, modest landscape for the new Town Hall. He suggested that the plantings could be used as a demonstration for water conserving gardens. No improvements are proposed for the Heritage House. • 2 August 18,2004 Special City Council/Planning Commission New Town Hall Committee Meeting Minutes His services would include: conceptual design phase, construction documents that detail • soil preparation, irrigation, planting and pathway installations. The cost of the proposal was $12,400. Radford commented that the contract amount for the proposed work is very fair. MOTION SECONDED AND CARRIED: Moved by O'Malley, seconded by Warshawsky and passed unanimously to approve the agreement with Thomas Klope Associates for Landscape Architectural Service/Softscape for the New Town Hall Project for $12, 400. (Aye votes: Kerr, O'Malley and Warshawsky) 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 and Project Budget Mayor Pro Tem Kerr reported on the status of the Green Energy Program. He had been working on the design of the solar system with EcoEnergies. Based on the difficulties that he had encountered with securing rebates and advice of the vendor, he recommended that the Committee move forward with the 28kw solar system. Kerr explained that there are no assurances that the Town would receive a rebate for the larger system and PG&E had announced they are no longer accepting project applications. He had applied for a rebate on the smaller system. • The Committee concurred. Kerr noted that the solar design had not been finalized. There are outstanding issues with shade. The plan will most likely use solar panels on poles similar to those described in the larger system. Kerr will continue to work with Jean Mordo for purposes of the Packard Foundation's grant for the Green Energy Program. 5.La Donor Wall Status Report—Duffy Price Duffy Price, Donor Wall Chairman, distributed a summary report to the Committee on the Donor Wall. Year to date, the sale of tiles for the Donor Wall had produced a net revenue of $54,685. Price reported that three tile workshops have been scheduled, two will be held in the Multi-purpose Room at Town Hall (September 12 and September 26). Information regarding the workshops will be included in the Town's September Newsletter. She suggested that the Newsletter would be a good resource for updating the community on the Donor Wall and the new Town Hall project. Acknowledgement letters are being sent to all donors and will include tax information. Price discussed additional opportunities for donations. She distributed a list of suggested items for donations i.e. flag pole, sculpture, ornamental trees, etc. O'Malley suggested that 3 August 18,2004 Special City Council/Planning Commission New Town Hall Committee Meeting Minutes specific dollar amounts be included with the donation item list. The Committee concurred. . O'Malley volunteered to assist the Subcommittee with calls and letters to prospective donors and donating to start the fund. Price will agendize the Committee's suggestions for the next Donor Wall meeting. 5.Lb Report on Audio-Visual Plan and Equipment List for Council Chambers - Al Whaley Al Whaley reported that Charles Salter, AV consultant, had been contacted via letter and telephone to fulfill the agreement for services. Whaley believed that Salter is acknowledging their request and new staff had been assigned to work with the Subcommittee. A preliminary review of the design proposal is expected later this week and Whaley expects to have a report for the New Town Hall Committee at the next meeting. Whaley noted that he is looking for ways to control costs and keep the design functional. 5.1 c Council Chamber Furnishings—Vicki Oldberg The Committee had a variety of sample chairs to inspect and test. PASSED BY CONSENSUS: Following review of the suggested chairs for Council, it was agreed that they keep the existing Council chairs for use in the new Town Hall Council Chambers. Following a brief discussion on furnishings and the furniture budget for the project, Jean Mordo noted that the Subcommittee will prepare a budget and itemized list of furnishings for the next New Town Hall Committee meeting. 6. PRESENTATIONS FROM THE FLOOR None 7. ADJOURNMENT There being no further business,the meeting was adjourned by consensus at 7:25pm. Re e tfully submi ed, Karen Jost City Clerk The minutes of the August 18, 2004 Special City Council/Planning Commission New Town Hall Committee meeting were approved as presented at the September 8, 2004 meeting. ® 4 August 18,2004 Special City Council/Planning Commission New Town Hall Committee Meeting Minutes