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HomeMy WebLinkAbout07/14/2004 Meeting Minutes July 14, 2004 Town of Los Altos Hills City Council and Planning Commission Special Meeting New Town Hall Committee Meeting Wednesday, July 14, 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 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, Councilmember Emily Cheng, Planning Commissioners Carl Cottrell, Bill Kerns and Jean Mordo and Committee Members Vicki Oldberg and John Radford Absent: Committee Members Jim Downey and Al Whaley • Staff: City Manager Maureen Cassingham, Administrative Services Director Sarah Joiner and City Clerk Karen Jost Guests: Duxbury Architects TBI Construction Management 2. APPROVAL OF MEETING MINUTES MOTION SECONDED AND CARRIED: Moved by Cottrell, seconded by O'Malley and passed unanimously to approve the June 9, 2004 Special City Council and Planning Commission(New Town Hall Committee) meeting minutes. 3. NEW BUSINESS 3.1 Appointment of Committee Representative and Alternate for Weekly Construction Meetings for New Town Hall Project PASSED BY CONSENSUS: Mayor O'Malley or Mayor Pro Tem Kerr will act as the Committee Representative for the weekly construction meetings for the new Town Hall Project. • 1 July 14,2004 Special City Council and Planning Meeting New Town Hall Committee Meeting l 3.2 Discussion of Contracting for Landscape Design Services for the • New Town Hall Architect Peter Duxbury voiced his support for hiring Tom Klope as the landscape architect for the new Town Hall project. Klope has been working as a consultant to Duxbury on the project and is very familiar with the site and facility plan. John Radford explained the importance and advantages of hiring someone in the early stages of the construction project. He noted that a plan/design could be developed and in the future a decision could be made as to the level of landscaping that could be afforded. Radford added that funds from the donor wall could be directed to landscaping. PASSED BY CONSENSUS: To form a Landscape Subcommittee of Councilmember Dean Warshawsky and John Radford assisted by Architect Peter Duxbury to meet with Tom Klope to discuss the scope of the project including professional services and softscape design with an estimated budget of$5,000-$25,000. Landscape Architect Tom Klope would be invited to attend the next New Town Hall Committee Meeting to discuss the project. 4. UNFINISHED BUSINESS 4.1 Discussion of Construction Bid Results and Recommendation of Award of Contracts for the New Town Hall Project- TBI, Construction Management • Tony Mirenda, TBI, reported that the rebidding process had been very successful. He distributed a spreadsheet that outlined the 20 bid divisions, original bid amounts from 18 of the divisions, target budgets, deltas and alternates for several of the bid divisions. The sheet also identified the bidders that TBI was recommending be awarded contracts. Mirenda reviewed the bid submittals with the Committee and identified bid alternate descriptions for the following bid divisions: Earthwork, Grading and Paving; Building Concrete; Site Concrete and Rough Carpentry and Framing. The adjusted bid overage at the conclusion of the rebid is $173,486. Following discussion, the Committee concurred that they supported the Architect's wish not to change the materials for the building's eves (overhangs) and to continue with the original material specified — hemlock. Duxbury explained that he believes this is a critical design feature and the use of a different material would not provide the appropriate contrast to the siding. The Committee discussed the alternative siding, Hardiplank fiber cement exterior siding, that was being proposed by the Architect and TBI as an alternate to wood siding-for the new Town Hall. The material will afford a substantial savings to the overall budget and is very durable. Duxbury noted that it can be stained or painted and considers it a viable alternative to wood. He explained that there have been no substantive changes to the"look" of the building that was approved by the Town. 2 July 14,2004 Special City Council and Planning Meeting New Town Hall Committee Meeting Committee consensus to accept the recommendations of Architect Peter Duxbury for the siding • (fiber cement) and eve materials (hemlock) for the new Town Hall Mirenda identified the target adjustments that will be discussed with the contractors following the awarding of the bids and the deductive change orders that will be pursued. Mirenda recommended that consideration be given to reducing the contingency budget for the project to $150,000. He added that value engineering will continue during the duration of the construction phase of the project. MOTION SECONDED AND CARRIED: Moved by O'Malley, seconded by Cheng and passed unanimously to forward the bid review recommendations to the City Council for consideration of approval. (Aye votes: Cheng, Kerr, O'Malley and Warshawsky) Mirenda concluded that the revised budget is $2,966,579. This amount includes the cost of the donor wall construction. 4.2 Project Status Report—TBI, Construction Management Mirenda reported that the demolition of the old Town Hall is complete and the site is being prepared for tomorrow's groundbreaking ceremony. 4.3 Discussion of Exterior Materials for the New Town Hall Building— Peter Duxbury, Architect • Included in discussion of Item 4.1 5. REPORTS FROM SUBCOMMITTEES 5.1 Subcommittee Updates from Council Chambers Design and Information Technology, Donor Wall, Green Energy Program, Staff Offices Requirement, Heritage House and Project Budget Donor Wall Subcommittee Duffy Price, Donor Wall Chairman, distributed a status report to the Committee. To date, the donor wall contributions, less expenses, total $49,285.50. Price emphasized that the Subcommittee is in concurrence that the Heritage Tree section of the donor wall is a critical component in the sale of donor tiles. Price reported: the acknowledgement letter with tax information is under development; posting of donor wall information on the website expected in late July and several town-wide Petroglyph workshops being planned. Price reviewed the Subcommittee's "Booster Plan" for marketing and sale of tiles: senior tile program whereby a child can adopt a senior and paint their tile for them; advertising in the Town Newsletter; outreach to schools; participation in Town events and a • milestone chart setting the goal at$400,000. 3 July 14,2004 Special City Council and Planning Meeting New Town Hall Committee Meeting The Committee thanked Price for all of her efforts. Council Chambers Design and Information Technology Subcommittee Carl Cottrell reported that he and Subcommittee member John Harpootlian had meet with the audio-video consultant to review the plan for the new Council Chambers. Cottrell described the different options that are presently being considered: for the video projection system for presentation of plans. Cotrell and Harpootlian noted that they had divided the audio-video into two phases. Phase 1 would be a plan designed to provide a system that is functional yet expandable. It would include the sound system for chambers including microphones and recording equipment with additional outdoor speakers. Existing microphones may initially be used. The system would also include a projection system for plans and presentations for a screen located behind the dais as well as for individual council monitors. This serviceable system has an estimated cost of$68,000. Phase 2 would include the add-on of a video broadcast system. The estimated additional cost, including installation,would be $115,505. Harpootlian explained that this plan is significantly less costly and smaller in scope than the earlier A-V plan. PASSED BY CONSENSUS: To define and move forward with the basic audio-visual package with an estimated cost of$68,000 and to develop an alternative improved audio- visual plan with a "wish list" of components whose budget could be augmented by the donor wall donations. • City Manager Cassingham noted that the proposed P eq ui ment list and estimated costs were needed for the current franchise negotiations with Comcast. The Committee directed the Subcommittee to prepare the equipment list including provisions for adding to the basic a-v package and forward it to Cassingham. PRESENTATIONS FROM THE FLOOR None 6. ADJOURNMENT There being no further business, the meeting was adjourned by consensus at 8:10 p.m. Res e fully submitted, Karen Jo t City Cler The minutes of the July 14, 2004 Special City Council/Planning Commission New Town Hall Committee meeting were approved as presented at the August 18, 2004 meeting. 4 July 14,2004 Special City Council and Planning Meeting New Town Hall Committee Meeting