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HomeMy WebLinkAbout07/18/2002 _ Minutes of a Regular Meeting July 18, 2002 Town of Los Altos Hills City Council Regular Meeting Thursday, July 18, 2002, 6:00 P.M. Council Chambers, 26379 Fremont Road 1. CALL TO ORDER AND ROLL CALL Mayor Fenwick called the Regular Meeting of the City Council to order at 6:00 p.m. in the Council Chambers at Town Hall. Present: Mayor Fenwick and Councilmembers Casey, Cheng, Finn and O'Malley Absent: None Staff: City Manager Maureen Cassingham, City Attorney Dan Siegel, Planning Director Carl Cahill, City Engineer/Director of Public Works Mintze Cheng,Administrative Services Director Sarah Joiner and City Clerk Pat Dowd The City Attorney referred to his memo on time limits for speakers at public meetings. He noted that there was no mandate requiring allowing comments to be five minutes long. Council could adopt a motion with a two-thirds vote before the public meeting stating how long they would permit speakers to talk on anissue. MOTION SECONDED AND CARRIED: Moved by Casey, seconded by Finn and passed unanimously to limit public speakers to three minutes. Fenwick noted that there was a change in the agenda. Items 5.2 and 5.5 would be discussed after the public hearing on the Town Hall project. 2. APPOINTMENTS AND PRESENTATIONS 2.1 Appointment to Emergency Communications Committee Al Whaley, 26925 Taaffe Road, noted that he had been a ham radio operator for some time,had the expertise and wanted to contribute to the community. MOTION SECONDED AND CARRIED: Moved by Casey, seconded by Finn and passed unanimously to appoint Al Whaley to the Emergency Communications Committee for a four-year term. July 18, 2002 Regular City Council Meeting 1 3. PLANNING COMMISSION REPORT The Planning Director reported that the Planning Commission held a public hearing at their July 11, 2002 meeting on the proposed Town Hall project. They recommended approval of the project and it was on tonight's Council agenda. 4. CONSENT CALENDAR Items Removed: 4.1 —6/20/02 minutes (Fenwick), 4.5 (O'Malley), 4.11 (O'Malley) MOTION SECONDED AND CARRIED: Moved by Casey, seconded by Cheng and passed unanimously to approve the balance of the Consent Calendar, specifically: 4.1 Approved Minutes: June 6, 2002 (Special City Council Meeting) 4.2 Approved Warrants: $777,693.46 (6/14/02—7/12/02) 4.3 Approved Investment Policy 4.4 Approved Quarterly Investment Report 4.6 Approved sanitary sewer retroactive reimbursement agreement between the Town and the property owner, Mr. Shao, Elena Road — Reso #75-02 4.7 Approved emergency email second notice mailing 4.8 Approved request for lot line adjustment, Lands of Dorrian and Schmidt, 13113 and 13061 Byrd Lane 4.9 Approved Emergency Preparedness Committee recommendation on definition of emergency for Town resident email notifications 4.10 Approved request from Carl Cottrell for a one year extension of subdivision improvement agreement—Reso#76-02 4.12 Approved request for proposals for emergency plan consulting services Items Removed: 4.1 Approval of Minutes: June 20, 2002 (Regular Meeting) MOTION SECONDED AND CARRIED: Moved by O'Malley, seconded by Finn and passed unanimously to approve the minutes of the June 20, 2002 Regular City Council July 18, 2002 Regular City Council Meeting 2 Meeting with the following corrections: page 5, first motion, change `approved' to `approve'; page 6, `Waley' should be `Whaley'; page 9, Item 6.8, title should read: "Proposed November 2002 Ballot Measure: Parcel Tax for underground utility wires on arterial roads and Town match"; page 13, `Waley' should be `Whaley"; and page 14, last line, `Wooley' should be `Woolsey'. 4.5 Award of contract for Tracy Court Bridge Project—Reso# O'Malley asked why the Town was undertaking this project. He was advised by staff that this was a public bridge which was built in the 1970s. MOTION SECONDED AND CARRIED: Moved by O'Malley, seconded by Finn and passed unanimously to adopt Resolution #77-02 awarding a contract for the construction of the Tracy Court Bridge Replacement Project to Jones Brothers Enterprises, Inc. and Resolution #78-02 approving and authorizing execution of an agreement between the Town of Los Altos Hills and James G. Boyle for construction inspection services for the Tracy Court Bridge Replacement Project. 4.11 Approved request for proposal for banking services O'Malley asked if we were dissatisfied with the current banking services. The Administrative Services Director stated that we were not but she believed we might be able to get better services and better fees. MOTION SECONDED AND CARRIED: Moved by O'Malley, seconded by Finn and passed unanimously to approve the request for proposals for banking services. 5. UNFINISHED BUSINESS 5.1 Update on Mayor's Goals . Fenwick noted that at the last meeting he had listed five goals. Since then he had had a discussion with the Planning Director regarding the goal to update the land use element of the General Plan and had been advised that the Housing Element also needed to be updated and took priority for the best use of staff s time. Fenwick determined that this issue could be removed from his list of goals and thus his goals for the coming year were as follows: 1. Break ground for the new Town Hall,partially funded by donations The Town Hall project will be discussed during the public hearings. 2. Undergrounding of utility wires in Los Altos Hills July 18, 2002 Regular City Council Meeting 3 The decision on putting this issue on the November ballot will be on the August 1St Council agenda. 3. Complete the update process for an accurate 2002 master pathway map A continued study session on the Master Path Plan is scheduled for the August 15th Council Meeting. 4. Consider the possibility of adopting a view ordinance for the Town Council directed staff to review the Tiburon Tree Ordinance. MOTION SECONDED AND CARRIED: Moved by Casey, seconded by Finn and passed unanimously to approve the four goals for Mayor Fenwick as outlined above. 5.2 Review and report on Town Hall Cost Estimate This item will be discussed after Item 11.6. 5.3 Adoption of Resolution authorizing an agreement with David L Powers and Associates to complete an environmental review for an amendment to the General Plan Pathway Map of the Town of Los Altos Hills— Reso # The Planning Director noted that based on Council direction the preliminary environmental review for the pathway map was underway. The initial study will tell the Town whether or not an environmental impact report or negative declaration will be required. Casey stated that she wanted this report available prior to the August 15th continued study session on the pathway map and the Planning Director advised Council that the report should be done the end of July or beginning of August. O'Malley asked if an environmental impact report was required would it be done in house or sent out to consultants. The Planning Director commented that the recommendation would probably be to send it to consultants for a more objective approach. MOTION SECONDED AND CARRIED: Moved by Casey, seconded by Finn and passed unanimously to adopt Resolution #79-02 approving and authorizing execution of an agreement between the Town of Los Altos Hills and David J. Powers and Associates Environmental Consultants. July 18, 2002 Regular City Council Meeting 4 5.4 Adoption of ordinance amending Section 10-1.504 (height) of Article 5 (area, coverage, height and setback limitations) of Chapter 1 (zoning) of Title 10 (zoning and site development) of the Los Altos Hills Municipal Code MOTION SECONDED AND CARRIED: Moved by Casey, seconded by Cheng and passed unanimously to waive further reading and to adopt Ordinance #421 amending Section 10-1.504 (height) of Article 5 (area, coverage, height, and setback limitations) of Chapter 1 (zoning) of Title 10 (zoning and site development) of the Los Altos Hills Municipal Code. 5.5 Approval of extension of agreement with Goldman Architects— Reso# This item will be discussed after Item 11.6. 6. NEW BUSINESS 7. REPORTS FROM COMMITTEES, SUB-COMMITTEES, AND COUNCILMEMBERS ON OUTSIDE AGENCIES 7.1 Community Relations Committee 7.1.1 Request for approval of invitation to Newcomers Party PASSED BY CONSENSUS: To approve the invitation for the Newcomers Party as prepared by the Community Relations Committee. 7.2 Pathways Committee 7.2.1 Request for Council approval of meeting time and date for monthly Committee meetings: fourth Monday at 6:00 p.m. MOTION SECONDED AND CARRIED: Moved by Casey, seconded by Cheng and passed unanimously to approve the request from the Pathways Committee to change their meeting time to 6:00 p.m. 7.3 Finance Committee and Parks and Recreation Committee 7.3.1 Request for correction to the minutes of the April 18, 2002 Special City Council Meeting On April 18, 2002 a Special City Council Meeting had been held with the Finance and Investment Committee and Parks and Recreation Committee to discuss Town-owned July 18, 2002 Regular City Council Meeting 5 properties. Jane Kawasaki, member of the Parks and Recreation Committee, and Frank Lloyd, Chairman of the Finance and Investment Committee, had submitted requests for corrections to the approved minutes of this meeting. MOTION SECONDED AND CARRIED: Moved by Finn, seconded by Cheng and passed unanimously to amend the minutes of the April 18, 2002 Special City Council Meeting as follows: page 2, third paragraph, delete the following sentence: "Jane Kawasaki suggested looking into the sale of the little league fields rather than Westwind Barn."; and page 2, second paragraph should read: "Frank Lloyd noted that one of their committee members, Shabnam Jain, was preparing a report on Westwind Barn, thus the Finance and Investment Committee had not reviewed that property and had no position on it at this time. As far as O'Keefe and Story Hill were concerned, they supported selling them. Mr. Lloyd commented that the money from the sale of these properties could possibly be used for the Town Hall project as well as Town recreation programs. During the discussion, Douglas Norby noted that the Finance and Investment Committee had not recommended the sale of Westwind Barn, as it had not yet reviewed it." 8. STAFF REPORTS 8.1 City Manager 8.2 City Attorney 8.3 City Clerk 8.3.1 Report on Council Correspondence Fenwick inquired about the letters received from the Grand Jury and staff noted that responses to these letters would be on the August 1St Council agenda. 9. COUNCIL-INITIATED ITEMS 9.1 Council Meeting Protocol and Process (Councilmember Casey) Casey said that she put this on the agenda because she wanted to remind Councilmembers that if they had any questions on an issue they should ask staff before the meeting. Out of respect for the public Council should be familiar with the issues before them and should be able to concentrate on the issues raised at the meeting. 10. PRESENTATIONS FROM THE FLOOR 11. PUBLIC HEARINGS 11.1 Request for approval of a tentative map and negative declaration for a four-lot subdivision, Lands of Horton, Chaparral Way July 18, 2002 Regular City Council Meeting 6 Nancy Horton, applicant, noted that they concurred with the conditions for this project except they would rather delete the conservation easements and pay the park land dedication fees instead. Mrs. Horton further noted that they were planning on removing as few trees as possible and also planned on replacing those they removed. Bruce Chu, Sandis Humber Jones, noted that he represented the applicants and was available to answer any questions Council might have. Sandy Humphries, 26238 Fremont Road, supported the requirement for conservation easements as vital for the preservation of the wildlife corridor in Town. Casey noted that if the park land dedication fee condition was imposed it would not allow for more development on the land and the tree ordinance was in place to protect the trees. Finn supported the park land dedication fee option noting that with the value of the lots the revenue to the Town would be substantial. O'Malley noted that future development could take place on this property if ordinances were changed in the future. He supported requiring conservation easements. O'Malley also supported an off-road path through this property connecting Altamont to Moody. Cheng supported the park land dedication fee option. MOTION SECONDED AND CARRIED: Moved by Finn, seconded by -Casey and passed by the following roll call vote to approve the request for approval of a tentative map and negative declaration for a four-lot subdivision for Lands of Horton on Chaparral Way subject to the conditions of approval as recommended by the Planning Commission with the amendment that the applicant pay the park land dedication fee rather than conservation easement option. AYES: Mayor Fenwick and Councilmembers Casey, Cheng and Finn NOES: Councilmember O'Malley 11.2 Request for grant of conservation easement and partial summary vacation of an existing conservation easement, Lands of Irani, 24008 Oak Knoll Circle MOTION SECONDED AND CARRIED: Moved by Casey, seconded by Finn and passed unanimously to adopt Resolution #80-02 to vacate summarily a portion of the conservation easement on Lands of Irani and Resolution #81-02 approving and authorizing execution of an agreement between the Town of Los Altos Hills and Mahya Irani and Ernza Irani. 11.3 Request for a conditional use permit renewal, Lands of Cingular Wireless, 2350 Old Page Mill Road (Lands of California Department of Transportation) July 18, 2002 Regular City Council Meeting 7 Tony Kim, representing Cingular Wireless, requested approval of this application and noted that he was available to answer any questions Council might have. MOTION SECONDED AND CARRIED: Moved by Casey, seconded by Cheng and passed unanimously to approve the request for a conditional use permit renewal, Lands of Cingular Wireless, 2350 Old Page Mill Road (Lands of California Department of Transportation) 11.4 Request for a conditional use permit renewal, Lands of Cingular Wireless, -12863 La Cresta Drive (Lands of Purissima Hills Water District) Tony Kim, representing Cingular Wireless, requested approval of this application and noted that he was available to answer any questions Council might have. MOTION SECONDED AND CARRIED: Moved by Finn, seconded by Casey and passed unanimously to approve the request for a conditional use permit renewal, Lands of Cingular Wireless, 12863 La Cresta Drive(Lands of Purissima Hills Water District) 11.5 Request for a conditional use permit renewal, Lands of Cingular Wireless, 26140 Duval Way(St. Luke's Chapel) Tony Kim, representing Cingular Wireless, requested approval of this application and noted that he was available to answer any questions Council might have. MOTION SECONDED AND CARRIED: Moved by Finn, seconded by Cheng and passed unanimously to approve the request for a conditional use permit renewal, Lands of Cingular Wireless, 26140 Duval Way(St. Luke's Chapel) 11.6 Request for a conditional use permit and a site development permit for the replacement of a 4,888 square foot three building Town Hall complex and 44 parking spaces with a single new 7,138 square foot structure and 52 parking spaces on a 2.72 acre site at 26379 Fremont Road Fenwick stated that this project had been under discussion.for some time with public meetings held on the subject and input received from the neighbors and community volunteers. He and Councilmember Casey had served as a subcommittee of the Council and had worked with the architect. Compromises had been reached as a result of concerns expressed by the neighbors and in general the project was well received. The Planning Director gave a brief overview of the project. In 1999 the current Town Hall was evaluated and a need for a new building was discussed. There was water damage,termites, earthquake damage from the 1989 earthquake and space limitations. July 18, 2002 Regular City Council Meeting 8 The proposed building at 7,138 square feet provided for needed meeting rooms and additional staff space. The California Mission Style was chosen as fitting into the community. In addition the following had been changed as a result of neighbor concerns: the orientation of the building had been reversed, the entrance had been changed and the parking had been relocated. John Goldman, project architect, commented on the steps taken during the course of this project. There had been an extensive programming process. He had met with members of the Council, Planning Commission, staff and volunteer committees to discuss needs and wants. The need for meeting rooms, additional space in Council Chambers, larger reception area and a library/archives area had been addressed. The mission style of architecture had been arrived at as one appropriately showing the center of government. The courtyard contributed to public openness and a good gathering space. Concerning the height he noted that 18 %2' to 18 3/4' was the average height of the project. There was a 238 square foot section that was higher than 28 1/2'. This could be reduced but in his opinion would ruin the design of the building. The p g g Y had moved the entry as the suggestion of the neighbors and now there was a four-way intersection at Concepcion. The parking had been removed from the north side of the building and the Heritage House remained. Mark Breier, 26359 Esperanza Drive, stated that Council should not approve this project because the citizen majority was against it and it would be against State Law. He noted that Council had made concessions concerning issues raised such as moving • the entrance; however, the building had not been changed at all. Mr. Breier noted the following concerns: height, cost, no public input and not in the rural character as dictated in the General Plan. Jim Abraham, 12831 Viscaino Road, commented that he had talked to any number of residents who were in favor of this project. He noted that it was below the maximum allowed development and floor areas for residences. Mr. Abraham supported the proj ect. Sandy Humphries, 26238 Fremont Road, noted that mission style architecture reflected religious buildings and views which were dictated to the rest of the community. She recommended a style of building along the lines of a Frank Lloyd Wright which would blend into the land. She further commented that the proposed building was beautiful but needed more acreage. Ms. Humphries stressed that the neighbors wanted the opportunity to provide more input on this project. Steve Kellum, Esperanza, commented that he was not against a new Town Hall but he was against this new Town Hall building. His concerns included cost, height, noise, change of use of building, and lack of input from residents. Dave Pilling, 12849 Canario Way, referred to the new city hall built in Mountain View and his concerns that the new Town Hall would produce the same results. He believed the Town Hall should provide a friendly environment for the members of the community. July 18, 2002 Regular City Council Meeting 9 • Steve Bristow, 12355 Hilltop Drive, asked if the Heritage House was included in the new plan. He also expressed his opinion that this was too grandiose a project and also that the funding should be in place before the project is started. Joanne Sobel, Duval Way, recommended that more input be received from neighbors and this issue be put on the November ballot. John Ratford, 13810 La Paloma, supported a new Town Hall but thought the issue should go on the November ballot. He did not want to see a legal battle develop with the neighbors which would cost the Town a lot of money. He believed there was too much negative opinion now about the project and also commented that these projects always went over budget. Mr. Ratford recommended that the participatory process be followed. Ronda Breier, 26359 Esperanza, proposed the following four amendments to the conditional use permit for the Town Hall project: 1)prohibit the following at meetings: alcohol, amplified music, professional catering, weekend scheduling, weekday nigh- time events past 8:30 p.m. — except Council and Commission meetings; 2) Town agreement to mitigate the view of the new building from neighbors who are within 1,000' and who ask for mitigation following notification from Town by mail; 3) formally identify work hours to include garbage pick-up, lawn-care and other loud regular services; and 4) extend neighbor notification of proposed changes to conditional use permit for the Town property to 45 days to accommodate public understanding and dialogue. Ginger Summit, 13390 Lenox Way, did not think that the neighbors had been given adequate opportunity to be involved in this project. Carol Gottlieb, 24290 Summerhill, commented on the functionality of the building. She noted that the courtyard opened onto Fremont and she believed this opened up an opportunity for vandalism. She recommended a glassed in courtyard area which would open up other options such as art displays, luncheon areas, and the ability to move from one area to another without going out into the elements. Mrs. Gottlieb also recommended moving the Sheriff's Office from the back of the property out to Fremont so that it would be moved away from the neighbors. Mrs. Gottlieb also noted that there did not appear to be enough storage areas in the new building nor enough room for staff. Steve Hubbell, 26530 Conejo Court, referred to the candidates statements of Steve Finn, Toni Casey and Bob Fenwick and their goals as councilmembers. He also commented on the costs of the new Town Hall and how the monies would be obtained. Mr. Hubbell noted that there was a petition with about two hundred signatures on it of those against this project and he believed the citizens should be given the opportunity to provide input. • July 18, 2002 Regular City Council Meeting 10 Alan Bien, 26540 Conejo Court, noted that there were still outstanding issues among the neighbors concerning this project. A petition had been signed by about 200 neighbors. Their concerns included cost, size and lack of public input. He recommended putting this on the November ballot. Jim Downey, 26000 Newbridge, noted that the height of the proposed building violated Town ordinances and he believed this set a bad precedence. He also commented on the size and scale of the project and believed it was visually obstructive and not rural. Also concerning the lease with the Purissima Hills Water District, Mr. Downey did not think this should be increased. Regarding the process of involving the community he believed this was not sincerely done and questioned now what the rush was for proceeding with this project in light of the neighbors' concerns. Breene Kerr, 27261 Sherlock Road, commented that there was a need for a new Town Hall due to space needs but this design does not reflect the rural style of the Town. He recommended looking at different styles of architecture such as craftsman. Mr. Kerr also questioned the cost of operating the town government while the project was underway. Dot Schreiner, 14301 Saddle Mountain, believed the Town had a responsibility to set the tone for the rest of the Town. The Town Hall project should be neighbor friendly and should adhere to Town ordinances. Mrs. Schreiner also recommended that the conditions of the conditional use permit be specifically addressed such as number of events per year, hours, etc. She also believed the functionality of the building should be addressed. Jack Davey, 12645 La Cresta Drive, commented on the cost of this project and the lease with Purissima Hills Water District. He believed an increase in rent to the Water District would result in increased fees to the residents. Joanne Wagner, 26786 Robleda Court, did not believe that the proposed Town Hall fit into the rural atmosphere of the Town. She thought it was out of line for the Council to think that they could proceed with this project with no input from the neighbors. Ms. Wagner also stated that she believed the ordinances should apply to the Town as well as to the residents and would resent it if the Council involved the Town in a costly legal battle over this issue. Victoria Wright, 26131 Elena Road, commented that she had grown up in Los Altos Hills and she did not think this proposed Town Hall was part of the Town she grew up in. In her opinion the Town did not need several additional meeting rooms and the proposed architecture did not fit into the rural style in Town. She hoped there was a positive way to work together on this project. Joe Woo, 26435 Esperanza, noted that he had grown up in communist China and he questioned the democratic process underway for this Town Hall. It reminded him of times when there was no voting on a issue; it was just done. July 18, 2002 Regular City Council Meeting 11 Casey stated that this process had been going on for some time and there had been input from neighbors, committee members, etc. She knew it was impossible to please everyone but she believed a reasonable consensus had been reached. The Town had listened to the neighbors' concerns and had made some changes such as the entrance to Town Hall. Casey also believed the style of the building was in line with what was being built in Town today and the proposed Town Hall was a friendly community asset. .Casey further stated that the average height of the new building was 18 %z feet. O'Malley noted that they had started this process a year ago and input had been received on the project. While he acknowledged that perhaps they could have done a better job in that area he still felt the Council had done a good job and had listened to the concerns of the neighbors. He also noted that while he liked the rural style the fact of the matter was that ranch style homes and buildings were no longer being built and he liked the proposed style for the Town Hall. Finn noted that the Town needed a new Town Hall. He believed the Council had done their best. They had involved the neighbors and had made compromises concerning the project. Cheng stated that the Town needed a new Town Hall. The current building was over forty years old and was in need of repair and not large enough for Town needs. She noted that the Council had gone through a long process which included Casey and Fenwick working with the architect as a sub-committee of the Council. She believed the Council had listened to the concerns of the neighbors and the proposed building was smaller than what could be built. Cheng also commented that the Heritage House was remaining. Cheng referred to the 450 square foot section of the rooftop clerestory element which exceeded the 27' height limit for residential structures and stated that she supported • keeping the height of the entire new structure at 27'. Fenwick noted that the process had been going on for over a year. There had been articles in the Town Crier, the Town newsletter and rendering and site plans on display at the December Council Meeting. A Council subcommittee had been appointed to work with the architect and input had been received from the neighbors. Fenwick supported this project including the location, style, size and height. MOTION SECONDED AND CARRIED: Moved by Casey, seconded by Finn and passed by the following roll call vote to approve the conditional use permit subject to the conditions of approval as recommended by the Planning Commission and findings outlined by the Planning Commission at their July 11, 2002 meeting; to approve the site development permit subject to the conditions of approval as recommended by the Planning Commission at their July 11, 2002 meeting; and adoption of a negative declaration for the new Town Hall building and parking, 26379 Fremont Road. AYES: Mayor Fenwick and Councilmembers Casey, Finn and O'Malley NOES: Mayor Pro Tem Cheng Cheng stated that she wanted the building lowered to 27'. Review and Report on Town Hall Cost Estimate July 18, 2002 Regular City Council Meeting 12 John Goldman, Goldman Architects, submitted a summary of construction costs for the new Town Hall project. The total project construction cost as $3,547,741 and the total estimated project cost was $4,981,358. In response to Council inquiries Mr. Goldman noted that this total could be reduced by about $600,000 depending on style decisions regarding the project. The City Manager presented an overview of Town funds and commented that there was about $2 million available for the Town Hall Project. She also noted that the issuance of certificates of participation was .also an option. One of the issues to be considered when discussing the use of Town funds for this project was the status of the State Budget. Frank Lloyd, Chairman of the Finance/Investment Committee, referred to the adopted Town Budget for FY2002-03, specifically page 18. Mr. Lloyd stated the following monies were available for the Town Hall Project: $3,060,000 (Capital Improvement Projects), $750,000 (Town Hall replacement), and$1,250,000 (emergency relief fund). Casey believed the prudent financial way to approach the Town Hall project was to look at the frills, the $600,000. Casey believed this amount and even up to $1 million could be obtained through donations. She stated she was comfortable with $2 million in reserves and $2 million in certificates of participation and comfortable with saying they will raise $1 million to avoid any criticism of excessive design issues. Casey • believed almost all were in agreement that a new Town Hall was needed and by raising $1 million in donations she also believed even the possible perception of excessive design elements would be eliminated. Casey suggested sending the issue of the remaining $4 million for the project to the Finance/Investment Committee so they could make a recommendation on options, for example use certificates of participation or $4 million out of reserves. Finn noted that this project was going to take several months and there would a lot of options available over that period of time and the Town's reserves would continue to increase. Finn recommended that Council approve at this meeting the base cost for the project and begin the fundraising effort. He believed the donation pledges could be obtained by the end of the year thereby giving the Council a good idea of what design elements could be included in the project. The architect/builder could then make adjustments to include such design elements as the donations were received. Finn concurred with Casey regarding sending the financing options to the Finance/Investment Committee for recommendation. Finn also stated that bids could be based on the alternatives and the Council could define the additions/deletions to the project. He noted there would be plenty of time before construction started to decide what would be included in each of the categories. Fenwick noted that the Council could reserve the right to reject any or all bids. Finn noted that bidders and subcontractors will give in detail all costs and the Council will have the opportunity to review, analyze and select the best bid for the Town. O'Malley noted that about a year ago when this project was discussed the number for the project July 18, 2002 Regular City Council Meeting 13 was given at about $3 million and Council talked about the fact that donations would be received. O'Malley stated that he was comfortable with$3 million whether or not it included donations. At $5 million, he thought the project was too expensive. O'Malley stated that he would be comfortable with going up to $3.5 million with any additional funds coming from donations. If there was a resounding lack of donations for this project then he thought the Council should go back and redesign a more basic building which reflected a utilitarian, functional building. Cheng referred to the City Manager's comments on. financing and said she concurred with $2 million from reserves, $2 million from certificates of participation and $1 million from fundraising. She also concurred with asking the Finance/Investment Committee for their recommendation. Fenwick commented that if the Council was unable to raise $1 million in donations it would seem that this project was not being favorably received by the residents in the Town. Dave Pilling, 12849 Canario, asked Councilmembers how much they planned on donating to the Town Hall project. Fenwick and Finn stated that they each pledged $100,000 for the project. Frank Lloyd, 12824 Brendel, stated that if you took the architect's total project construction cost of$3,547,741 and divided it by 7,138 square feet you got $497 per square foot which he thought was high. Jim Downey, Newbridge, noted that in his experience you got the best price if everything was specifically priced up front. He also noted that cost was largely driven by finishes and in his opinion a public building did not need fancy finishes. Mr. Downey thought that $460 per square foot for a public building was outrageous and it should be more like $250 per square foot. Mr. Downey believed the Council had a fiduciary responsibility regarding the cost implications for this project. John Zeisler, 25975 Alicante Lane, noted that when architect brought forth costs much higher than expected you sent him back to reevaluate the estimates. Linda Bien, 26540 Conejo Court, expressed her concerns about the accountability of the Council relating to how they spent money. Lew Throop, 27272 Byrne Park Lane, commented that there would be an increase in rates from the Water District if Council raises their rent so the residents will be contributing to this project in that way. Steve Kellum, Esperanza, objected to the cost and the height of the new Town Hall project. He did not think the Town needed a new Town Hall but rather a more responsive Council. He suggested a dual use building at Bullis School — one that could be used by the school and the Town. Resident, 26837 Purissima, noted that what had once been a $3.5 million project was not a$5 million project. He questioned the lack of public trust. July 18, 2002 Regular City Council Meeting 14 Joanne Sobel, Duval Way, did not think the Town needed a high end Town Hall. She also commented that although donations might be made for the project she did not think this necessarily showed support for the project. Dieter Ewald, 26131 Altadena, strongly recommended the Town get a very specific cost and not proceed without one to avoid the project going over bid. Resident, 26450 Ascension, recommended putting this issue on the November ballot. He believed the Council had a vested interest in this project and the vote was already done. Alan Bien, Conejo Court, figured that the cost per household for this project was $2,000. Breene Kerr, 27261 Sherlock Road, recommended that if Council was going to do this Town Hall it should do it authentically and stay true to the drawings. He also supported the staff s options for financing. Mark Breier, 26359 Esperanza, commented that the finishes, courtyard, fagade and height all added costs to the project. Frank Lloyd, Chairman of the.Finance/Investment Committee, noted that donations would be tax deductable and also noted that public projects were more expensive because prevailing wages needed to be paid. MOTION SECONDED AND CARRIED: Moved by O'Malley, seconded by Finn and passed unanimously to approve $3.5 million from Town funds for the Town Hall project with the remaining$1 million to $1.5 million to be raised from donations. Approval of extension of agreement with Goldman Architects— Reso# Finn raised some questions concerning the contract with John Goldman including the amount of monies to be paid to Mr. Goldman and the length of time needed by him to prepare the working drawings so the Town could go out to bid on this project. Finn believed these costs to be excessive and three months to be too long for preparation of the working drawings. Staff noted that the extension on this agenda would allow Mr. Goldman to continue working on this project while the second agreement with his firm was being discussed. This second agreement will be coming to Council for approval. PASSED BY CONSENSUS: Staff was directed to work with John Goldman and to bring a second agreement with his firm back to the August 1St Council Meeting. MOTION SECONDED AND CARRIED: Moved by Casey, seconded by Finn and passed unanimously to adopt Resolution #82-02 approving and authorizing execution of amendment number three to the agreement for professional services between the Town of Los Altos Hills and Goldman Architects. July 18,2002 Regular City Council Meeting 15 12. CLOSED SESSION: REAL ESTATE NEGOTIATIONS: CONFERENCE WITH REAL PROPERTY NEGOTIATOR: PURSUANT TO GOVERNMENT CODE SECTION 54956.8: Property: 26375 Fremont Road: Negotiators: Maureen Cassingham, City Manager, Dan Siegel, City Attorney: Under Negotiation: Lease The City Council adjourned to a Closed Session for real estate negotiations at 10:50 p.m. and reconvened at 11:00 p.m. 13. REPORT OUT OF CLOSED SESSION Council returned to open session to report, if necessary, any actions taken. No actions taken. 13. ADJOURNMENT There being no further new or old business to discuss, the City Council Meeting was adjourned at 11:00 p.m. Respectfully submitted, Patricia Dowd City Clerk The minutes of the July 18, 2002 Regular City Council Meeting were approved at the August 15, 2002 Regular City Council Meeting. July 18, 2002 Regular City Council Meeting 16