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HomeMy WebLinkAbout05/12/2004 Meeting Minutes May 12, 2004 Town of Los Altos Hills City Council and Planning Commission Special Meeting May 12, 2004 6:00 pm Council Chambers 26379 Fremont Road, Los Altos Hills 1. CALL TO ORDER, ROLL CALL,AND PLEDGE OF ALLEGIANCE Councilmember Kerr called the Special Meeting of the City Council and Planning Commission to order at 6:05 p.m. in Council Chambers. Present: Mayor Emily Cheng, Mayor Pro Tem Mike O'Malley, Councilmember Breene Kerr, Planning Commissioners Carl Cottrell, Bill Kerns and Jean Mordo and Committee Members Jim Downey, John Radford, Vicki Oldberg, and Al Whaley Absent: None Staff: City Manager Maureen Cassingham, City Clerk Karen Jost Guests: Duxbu y Architects TBI Construction Management • 2. APPROVAL OF MEETING MINUTES—APRIL 7, 2004 MOTION SECONDED AND CARRIED: Moved by Radford, seconded by Cottrell and passed unanimously to approve the April 7, 2004 meeting minutes. 3. NEW BUSINESS 3.1 Consideration of Date, Time and Format for Ground Breaking Ceremony Councilmember Kerr noted that the ceremony would be a great opportunity to share positive news with Town residents. The Honorary Donor Wall Committee would be invited to the event. Following a brief discussion, the Committee concurred to schedule the ground breaking for July 15th before the Regular City Council Meeting. The event will be coordinated and hosted by the Community Relations Committee. Mayor Pro Tem O'Malley volunteered to underwrite souvenir baseball hats for the event participants. 3.2 Procedure for Payments of Town Hall Projects and Project Expenditure Reports Councilmember Kerr briefly described the present process for paying invoices. Both he and Mayor Cheng review the charges, initial the invoices and approve the payment. They are then forwarded to the finance department for payment. Administrative Services 1 Special City Council and Planning Commission Meeting Minutes May 12,2004 Director Sarah Joiner had prepared a spreadsheet for the Committee's review of the New Town Hall expenditures to date. Tony Vierra, Project Manager noted that during the construction period, he would initially review all requests for payment. He would compare the charges to work in the field to ensure that the progress payment is appropriate. Vierra will stamp them "ok" for payment and forward them to the Town. Mayor Pro Tem O'Malley suggested that he would meet with the Administrative Services Director Joiner on a weekly basis to review and approve payments. A spreadsheet of charges will be maintained to track expenditures. It was noted that invoices from any consultants hired by the New Town Hall subcommittees will be reviewed by them first, initialed for approval and then forwarded to Joiner. MOTION SECONDED AND CARRIED: Moved.by Whaley, seconded by Cottrell and passed unanimously to approve the revised payment process as discussed: 1) Mayor Pro Tem O'Malley will meet weekly with Administrative Services DirectorJoiner to review all invoices and approve them for payment; 2) Tony Vierra, TBI, will review all construction invoices and approve before they are forwarded to the Town; 3) Subcommittees will review their consultant invoices; 4) Administrative Services Director Joiner will prepare an expenditure spreadsheet monthly for the Committee's information. 4. UNFINISHED BUSINESS • 4.1 Project Status Report and Design Update—Peter Duxbury, Duxbury Architect 4.1a, Donor Wall Model Peter Duxbury presented a proposal for the construction of a prototype Donor Wall that could be used by the Subcommittee for solicitation of the tiles. TBI agreed they could construct the unit for a minimal cost. The mock up would also be used to experiment with sample tiles and grout colors. Duxbury reported that Acting City Engineer Dave Ross had suggested a rolled curb which would be more rural in appearance and more appropriate for the curb gutter on Fremont Road. Following a brief discussion, the Committee agreed to move forward with the recommendation if there would be little cost associated with the proposed change. Duxbury presented an "Extra Work Authorization" request to the Committee for their consideration. It outlined the additional scope of work and would be Addendum#1 to his agreement with the Town for Architectural Services. PASSED BY CONSENSUS OF THE COUNCIL: to approve the request for Extra Work Authorization#1 from Duxbury Architects in the amount of$7,600. 2 Special City Council and Planning Commission Meeting Minutes May 12,2004 • 4.2 Report from Construction Manager and Project Schedule Discussion—TBI Tony Vierra, TBI, reported that the project bid opening had been scheduled for June 8t`. There will be 20 divisions and 33 sets of bid drawings. The project had been advertised and published in the San Jose Post and trades had been contacted. Two pre-bid meetings had been scheduled at the site and are a requirement to submitting a bid for the Town Hall project. Vierra added that they are on schedule to have contracts considered by the City Council at their regular meeting on June 16, 2004. He reviewed the revised foundation design plans and potential project savings. Vierra updated the Committee on the Town Hall relocation. A mover has been hired and TBI is working on the infrastructure. Town Hall should be relocated to Bullis School and open for business on June 8t'. 5. REPORTS FROM SUBCOMMITTEES 5.1 Donor Wall Subcommittee 5.1a Discussion of Marketing Materials Duffy Price, Donor Wall Chair, summarized the subcommittee's progress to date. She explained that Tony Mirenda, TBI, would be responsible for the contract with Petroglyph for the donor wall tiles. 1573 tiles will be available for purchase by residents. The tiles will be pre-purchased by the resident (donor) and will be designed, painted and fired at a • Petroglyph studio. Demonstrations of the process would be conducted at the Town Picnic. The donor wall prototype would be available for viewing and would be very helpful in describing the project and soliciting sales. Price shared samples of the invitation/solicitation to purchase tiles that will be mailed to all Town residents. There was a consensus of the Committee for Price and the Subcommittee to move forward with their proposed plans and solicitation for the donor wall. The Committee commended Price for her efforts on the project. 5.2 Subcommittee Updates from Green Energy, Council Chambers Design and Information Technology, Staff Offices Requirement, Heritage House and Project Budget Councilmember Kerr presented a brief status report on the Green Energy Program. He advised the Committee that he would apply under both PG&E rebate programs. He will request simultaneous bids (two alternate bids) from contractors bidding on the solar program. This will allow submittal to both programs to ensure that the appropriate funds are available. Al Waley reported that he is working with the mechanical engineering consultant to • develop a"useful" quote for the Energy Management System for the New Town Hall that 3 Special City Council and Planning Commission Meeting Minutes May 12,2004 can be used in the proposal to the Packard Foundation. He noted that he has been • frustrated by their resistance to assist in garnering an itemized quote that can be justified. Duxbury offered to assist him in getting the information. Whaley is working on the alarm system specifications. Vierra noted that this could be bid at a later date, separate from the main project. PRESENTATIONS FROM THE FLOOR 6. ADJOURNMENT The New Town Hall Committee agreed to set a regular meeting date for future meetings. They will be scheduled on the second Wednesday of the month to begin at 6:30 pm. There being no further business,the meeting was adjourned at 7:15 pm. Respectfully submitted, Karen Jost City Clerk • The minutes of the May 12, 2004 New Town Hall Committee Meeting were approved at the June 9, 2004 as presented. 4 Special City Council and Planning Commission Meeting Minutes May 12,2004