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HomeMy WebLinkAbout01/13/2004 Meeting Minutes January 13, 2004 Town of Los Altos Hills City Council and Planning Commission Special Meeting January 13, 2004 6:30 p.m. 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 Pro Tem O'Malley, Councilmember Warshawsky, Councilmember Kerr, Planning Commissioners Kerns and Mordo and Committee Members Downey, Oldberg, Radford and Whaley Absent: Planning Commissioner Cottrell Staff: City Manager Maureen Cassingham, City Clerk Karen Jost Guests: Peter Duxbury, Bill McIntosh-Duxbury Architects Press: None 2. APPROVAL OF MEETING MINUTES • MOTION SECONDED AND CARRIED: Moved by Downey, seconded by Radford and passed unanimously to approve the December 9, 2003 Meeting Minutes with the following correction: page 3, last paragraph, first line, should read "Information and Technology: Mayor Pro Tem O'Malley reported that the Town had initiated discussions with TMC...". 3. NEW BUSINESS None 4. UNFINISHED BUSINESS 4.1 Project Status Report and Design Update—Peter Duxbury, Duxbury Architects Duxbury reported that the architectural designs are nearing completion. He would like the Committee to make a decision on the selection of a construction management firm in the near future. Duxbury believes the CM is an integral part in the development of the bid package and bid process and this would be the most opportune time to hire the consultant. Duxbury would like the Committee to consider continuing the relationship with Toeniskoetter & Breeding (TBI) as the CM. They have been assisting him with the value engineering review of the project plans and costing out the project to the trades. Duxbury explained it was his opinion, that contracting TBI for Phases 1-3 would be the 1 City Council/Planning Commission Special Meeting Minutes January 13,2004 most efficient and cost effective option. Duxbury reported he is still on target for the • project to begin construction in June. Duxbury identified the most recent floor plan changes for the Committee. He noted that the changes were minor and had resulted from staff and subcommittee input. Most notable is the addition of a central office copying/work room. Duxbury explained that staff work stations will easily accommodate potential expansion by moving the partitions. Duxbury summarized the Council Chamber design. The subcommittee has made site visits to surrounding communities to investigate different design options for the space and dais. Duxbury has worked closely with them to incorporate their suggestions and believes most of the outstanding issues have been resolved. The dais is designed to accommodate 5-7 people. Staff tables will be fixed but the podium will be moveable. Duxbury believes he has achieved his design goal of an infrastructure that works. Duxbury explained that the architectural plans will now be reviewed by an acoustical engineer. This will include the Council Chamber and outdoor sound. Following discussion, it was agreed that the City Manager's office should be sound proof. MOTION SECONDED AND CARRIED: Moved by O'Malley, seconded by Warshawsky and passed by the following roll call vote to approve the Town Hall design plans, floor plans and Council Chamber design as presented to the New Town Hall Committee by Peter Duxbury, Architect, at the January 13, 2004 meeting. • AYES: Mayor Pro Tem O'Malley, Councilmember Warshawsky, Councilmember Kerr, Planning Commissioner Kerns, Planning Commissioner Mordo, Committee Members Downey, Oldberg, Radford and Whaley NOES: None ABSENT: Planning Commissioner Cottrell ABSTAIN:None 5. REPORTS FROM SUBCOMMITTEES 5.1 Discussion of General Contractor vs. Multiple Prime Contracts Approach to Managing the Construction Process for the New Town Hall Project and Vendor Selection Process The subcommittee of O'Malley, Warshawsky and Downey have met with TBI and reviewed their experience/history with public projects. They have discussed the General Contractor vs. Multiple Prime Contracts as a construction management vehicle with the City Attorney. The subcommittee will be scheduling an interview with an additional construction management firm and will report their findings to the Committee at the next meeting. • 2 City Council/Planning Commission Special Meeting Minutes January 13,2004 5.2 Green Energy Program Status Report • 5.2a Review of the California Energy Commission Energy Efficiency Financing Application Councilmember Kerr introduced this item to the Committee. He explained that the energy efficient enhancements to the new Town Hall will be self financing and should be addressed as a separate issue from the construction budget. Kerr summarized the program and the basic requirements for the California Energy Commission's Financing application. He explained that the loan has a simple payback over ten years or less. Kerr distributed a spreadsheet that is part of the application packet. He has worked with PG&E, Town staff and the architect to develop the list of projects to be included in the loan application. Kerr g explained that he was bringing this forward to the Committee to determine the p g interest in moving forward with the application or as an alternative not applying for the loan and including the green energy costs as a part of the total construction budget. MOTION SECONDED AND CARRIED: Moved by Whaley, seconded by O'Malley and passed unanimously that Councilme tuber Kerr continue with the Green Energy Program" for the new Town Hall and apply for the California Energy Commission's Energy Efficiency Financing loan for an amount up to $200,000. 5.2b Presentation of Solar Options • The consultants were unable to attend the meeting. The item will be rescheduled to a future meeting. 5.3 Subcommittee Updates from Donor Wall, Council Chambers Design and Information Technology, Staff Offices Requirement, Heritage House and Project Budget Council Chambers Design and Information Technology: Whaley reported that the Committee is developing an initial target list of AV equipment. They are reviewing their options at different budget levels. The subcommittee would like direction from the Committee on hiring a consultant to assist with the AV layout, prioritizing AV expenditures and identifying equipment purchases for Chambers. Whaley believes that the present architectural design (schematic) of the building is good and provides a very flexible set-up. MOTION SECONDED AND CARRIED: Moved by Kerr, seconded by Warshawsky and passed unanimously to authorize the subcommittee to spend up to $1500 from the AV budget on consultants to assist in planning the AV program for Council Chambers. Staff Offices Requirements: The subcommittee has met with staff and Designer Pamela Pennington. The proposed furniture budget is $82,000. The subcommittee would like to • contract with Pennington to assist in the design work and furniture purchase. 3 City Council/Planning Commission Special Meeting Minutes January 13,2004 FollowingCommittee discussion the subcommittee was directed to prioritize the � • furniture purchase as follows: 1) cost, 2) best looking and 3) green materials. Council Chamber furnishings should have a coordinated "look". The Committee suggested that used furniture should be considered as an option vs. new furniture. MOTION SECONDED AND CARRIED: Moved by Radford, seconded by Kerr and passed unanimously to approve the subcommittee to enter into an agreement with Pamela Pennington for design services for an amount up to $5,000. The scope of work of the agreement is at the discretion of the subcommittee. 6. PRESENTATIONS FROM THE FLOOR 7. ADJOURNMENT The next New Town Hall Committee Meeting-Special City Council and Planning Commission Meeting will be February 10, 2004 at 6:30 pm. Items of discussion will include temporary facilities for Town Hall operations and the selection of a construction manager. There being no further business, the meeting was adjourned at 8:30 pm. Respectfully submitted, Karen Jos City Clerk The minutes of the January 13, 2004 Special City Council/Special Planning Commission Meeting were approved at the February 10, 2004 Special City Council/Special Planning Commission Meeting. • 4 City Council/Planning Commission Special Meeting Minutes January 13,2004