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HomeMy WebLinkAbout04/07/2004 Meeting Minutes April 7, 2004 Town of Los Altos Hills City Council and Planning Commission Special Meeting April 7, 2004 6:30 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 6:30 p.m. in Council Chambers. Present: Mayor Emily Cheng, Mayor Pro Tem Mike O'Malley, Councilmember Breene Kerr, Councilmember Dean Warshawsky, Planning Commissioners Bill Kerns and Jean Mordo and Committee Members Jim Downey, John Radford,Vicki Oldberg, and Al Whaley Absent: Councilmember Dean Warshawsky, Planning Commissioner Carl Cottrell • Staff: City Manager Maureen Cassingham, City Clerk Karen Jost Guests: Peter Duxbury, Bill McIntosh-Duxbury Architects Tony Mirenda and staff, TBI Construction Management 2. APPROVAL OF MEETING MINUTES—MARCH 9, 2004 MOTION SECONDED AND CARRIED: Moved by O'Malley, seconded by Downey and passed unanimously to approve the March 9, 2004 meeting minutes. 3. NEW BUSINESS 4. UNFINISHED BUSINESS 4.1 Project Status Report and Design Update—Peter Duxbury, Duxbury Architect Peter Duxbury reported that the Town Hall drawings and specifications are nearing completion and he expects them to be finalized shortly. TBI is conducting a "construct- ability"review of the project plans. Duxbury noted that a security system for Town Hall has yet to be addressed. He is working with Committee Member Al Whaley and TBI on the proposed system. 1 Special City Council and Planning Commission Meeting April 7,2004 Committee Member Jean Mordo reported that he has been working with the Packard • Foundation to identify a possible donation for the "green energy" program for the new Town Hall. An item of particular interest to the Foundation is an Energy Management System for the facility. It has the potential to save energy and monitor use. The EMS would maximize the solar produced energy efficiently and effectively. Councilmember Kerr and Committee Members Mordo and Whaley will pursue additional discussions with the Packard Foundation for the donation. 4.2 Report from Construction Manager and Project Schedule Discussion—Tony Mirenda, TBI,Inc. Tony Mirenda, TBI, distributed a preliminary project schedule to the Committee. He expects plans for the project to be complete and ready to be submitted to the Building Department for plan check by April 15th. Mirenda noted that the relocation to temporary quarters at the Bullis site is in the planning stage with the actual move targeted for June 15th. He explained that the facility needs computer wiring and the existing audio system in Chambers will be relocated to the multi-purpose room. The Committee directed Mirenda to provide relocation costs at the next meeting. Mirenda presented an overview of the budget status to the Committee. TBI is doing market testing with the plans. He explained that the building community is experiencing a steel crisis (material shortage with escalating prices) and it is extending into the trades. • The present construction climate could potentially increase costs by 13%. He is hopeful that a revision to the building foundation could help in offsetting the steel price escalation. 5. REPORTS FROM SUBCOMMITTEES 5.1 Green Energy Program Report—Councilmember Kerr 5.1a Solar Presentation by Bill Scott,Akeena Solar Bill Scott, Akeena Solar, reviewed the solar options being considered for the Green Energy Program with the Committee: Option 1-20kW, Option 2-30kW and Option 3- 37kW. He discussed the feasibility of the projects, costs, rebates, and the advantages and disadvantages of each package. Scott suggested that the solar roof panels should be from a well-known manufacture to ensure that the program qualifies for PG&E rebates. He explained that there had been earlier discussion of using pole antennae solar trackers in the heritage orchard as a source of solar energy. Due to mechanical maintenance concerns and the spacing requirements, solar panel ground mounts are now under consideration. Peter Duxbury provided a conceptual rendering of the proposed solar panels located in the orchard ("Solar Orchard"). Brief meeting recess to allow the Committee to review the outdoor field and proposed location of the panels. 2 Special City Council and Planning Commission Meeting April 7,2004 Committee consensus to move forward with the solar ground mounts noting that it was an environmentally conscious proposal fora green building. The Committee reviewed the summary cost estimates and funding sources for the Green Energy Program prepared by Administrative Services Director Sarah Joiner. MOTION SECONDED AND CARRIED: Moved by Radford, seconded by Whaley and passed unanimously to move forward with Option 3-37kW PV Solar Electric Generating System for the new Town Hall and to investigate and pursue funding sources for the expanded solar project. 5.2 Subcommittee Updates from Donor Wall, Council Chambers Design and Information Technology, Staff Offices Requirement,heritage House and Project Budget John Harpootlian, Donor Wall Subcommittee, provided a status report to the Committee: a press release has been sent to the media; a letter sent to Petroglyph (tiles) regarding the contract to be developed with TBI oversight; potential Honorary Committee Members are being contacted; a phone-a-thon being developed; and a budget request is being submitted to the New Town Hall Committee for consideration at tonight's meeting. Harpootlian distributed a request from Duffy Price, Chair Donor Wall Subcommittee for a marketing budget for the Donor Wall project in the amount of$10,000. Harpootlian • noted that the tile solicitation could potentially generate at least $500,000. The budget request will be for the development of a brochure to be sent to all residents inviting their participation and contributions to the Donor Wall. MOTION SECONDED AND CARRIED: Moved by O'Malley, seconded by Kerr and passed unanimously to approve the funding request for a marketing budget from the Donor Wall Subcommittee for$10,000. Al Whaley, Council Chambers Design and Information Technology and Heritage House Subcommittees, reported that the Audio Visual specifications and electrical diagrams are nearing completion. He explained that in the process of preparing the plans, he discovered that the security system had been omitted and is not budgeted. Whaley does not believe this will be difficult to accommodate. The next Heritage House Subcommittee meeting is scheduled for April 22nd. He is working closely with the Historical Committee and the EOC have set a mutual goal of co-existing in the House. 6. PRESENTATIONS FROM THE FLOOR John Radford, Committee member, updated the Committee on the status of the Charter School's negotiations with the Los Altos School District for the Bullis School site. He explained the School has offered to sign a commercial lease with a monetary payment for the site. This, in addition to the savings from the not requiring any portables at Egan School for housing the Charter School, could be a substantial savings to the District. He • 3 Special City Council and Planning Commission Meeting April 7,2004 asked the Committee for their assistance in negotiating with the District for the Bullis • Elementary site. 7. ADJOURNMENT There being no further business, the meeting was adjourned at 8:38pm. Respectfully submitted, Karen Jost City Clerk The minutes of the April 7, 2004 City Council and Planning Commission Special Meeting were approved at the May 12, 2004 City Council and Planning Commission Special Meeting(New Town Hall Committee Meeting) • • 4 Special City Council and Planning Commission Meeting April 7,2004