1. ROLL CALL Town Center Task Force Members: Carlson, Lewis, Dostart, Fisher, Hau, Shenk, Grindley

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1 Town of Atherton TOWN CENTER TASK FORCE MINUTES March 23, :30 P.M. Town Administrative Office 91 Ashfield Road Atherton, California Special Meeting 1. ROLL CALL Town Center Task Force Members: Carlson, Lewis, Dostart, Fisher, Hau, Shenk, Grindley 2. PUBLIC COMMENTS None. 3. APPROVAL OF MINUTES March 16, 2010 MOTION by Carlson, second by Lewis to approve the minutes of March 16, The motion passed. 4. COMMITTEE MEMBERS COMMENTS None. REGULAR AGENDA 5. INTRODUCTIONS OF NEW TOWN CENTER TASK FORCE MEMBERS Town Center Task Force members Steve Dostart, William Grindley, Didi Fisher, John Shenk, Rose Hau, Jerry Carlson and Elizabeth Lewis introduced themselves and gave reasons why they chose to apply for the Task Force. Lewis said she would like to see the Town Center Task Force reach out and welcome comments and suggestions from residents of Atherton throughout the process. 6. DISCUSS SCOPE OF PROJECT Carlson said he plans to look at the most economical approach to a new town center. Carlson added that the high speed rail project and shoe fly tracks may have impact on what we do. Shenk suggested, if feasible, to look at commercial space. Grindley said it was a major contentious issue during the Blue Ribbon Task Force (BRTF) which was voted down. Grindley said the only income the BRTF would consider was rental of post office boxes. The Task Force discussed commercial space and possible traffic congestion. Town of Atherton Town Center Task Force Minutes March 23, 2010

2 7. DISCUSS PROJECT TIMELINE OF THE TASK FORCE Lewis reviewed the project timeline with the new Task Force members. Lewis said City Council would need to act on possible Build America Bonds to fund the new center no later then at its July meeting. Grindley explained that a Statement of Qualifications is just to receive qualifications from firms who show they are capable of designing a town center. The idea is to narrow it down to five firms to allow Council to choose three from. The Task Force discussed potentially re-publishing the RFQ and who to send it to. A brief discussion took place regarding the library and donor city funds and whether a portion of donor city funds could be used to maintain the exterior landscaping of a new or remodeled building and public places associated with it. The following tentative project timeline was reviewed by the Task Force: MAY th Town Center Task Force meeting JUNE th Receive conceptual designs Week of the 6 th Focus Groups 7 th Solicit cost estimates on three plans and discuss potentially hire outside contract estimator. 8 th Town Center Task Force meeting 12 th 1 st Town-wide forum at Jennings Pavilion to view concept designs and talk to architects 16 th Present resolution and ordinance to City Council for November ballot Week of the 21 st Focus Groups Week of 27 th Focus Groups JULY th Second Town-wide forum 13 th Town Center Task Force meeting 21 st Last regular scheduled City Council meeting to approve a resolution/ordinance to Council for November ballot and present cost estimates to Council 8. NEXT STEPS AND SET NEXT MEETING The Town Center Task Force set the next meeting for Tuesday, March 30 th at 10:00 a.m. 9. ADJOURN MOTION by Hau, second by Fisher to adjourn the meeting. The motion passed. The meeting was adjourned at 3:29p.m. Respectfully submitted, Theresa DellaSanta Deputy City Clerk Town of Atherton Town Center Task Force Minutes March 23, 2010

3 1. ROLL CALL Carlson, Lewis, Dostart, Fisher, Hau, Shenk, Grindley 2. PUBLIC COMMENTS - None 3. APPROVAL OF MINUTES March 16, 2010 MOTION by Grindley, second by Shenk to approve with changes. The motion passed unanimously. 4. COMMITTEE MEMBERS COMMENTS Town of Atherton TOWN CENTER TASK FORCE MINUTES March 30, :00 A.M. Town Administrative Office 91 Ashfield Road Atherton, California Special Meeting The Town Center Task Force discussed the Brown Act and what was acceptable in ing correspondence to each other. The Task Force will send all communications through the City Clerks Department. Dostart suggested holding meetings in different locations within City Hall. Fisher said the Town has been trying to get a new town center built since she was on Council several years ago. REGULAR AGENDA 5. DISCUSS SCOPE OF REQUEST FOR STATEMENT OF QUALIFICATIONS The Task Force concurred to suspend the request for statement of qualifications until they can review the document. A notice will be sent to the architects who have already received the document. The Task Force reviewed and edited the request for statement of qualifications. Staff will make the changes and the Task Force will review the request statement of qualifications at their May 4 th meeting. The Task Force discussed getting a third party, non-architectural firm to review costs estimates for a renovation verses an entirely new project and to do this in parallel with the RFQ process. 6. DISCUSS LIST OF ARCHITECTS/FIRMS RECEIVING REQUEST FOR STATEMENT OF QUALIFICATIONS Hau suggested sending the notice of request for statement of qualifications to the local American Institute of Architects. Town of Atherton Town Center Task Force Minutes March 30, 2010 Page 1 of 3

4 MOTION by Grindley, second by Carlson to allow the Town Center Task Force to review the architect list prior to sending out the notice of request for statement of qualifications. The motion passed unanimously. The Task Force agreed to discuss and finalize the criteria for selecting five candidates. 7. ANALYSIS AND DISCUSSION OF BUILD AMERICA BONDS Shenk discussed the Build America Bonds and said the figures would be approximately $28,000 per month in debt service for 15 million dollars, not including the 35% subsidy. Shenk concluded that the Build America Bonds have been extended through March 31, PROCESS TO REFINE SPACE ESTIMATES the TCTF recognized that since the BRTF s late 2008 estimates of space needs, the reality of funding those has changed dramatically. The TCTF therefore proposes, in coordination with the City Manager and Department managers, to review each department s requirements in light of those contextual changes and to produce an agree-upon revised estimate of space needs. This process will start and make substantive progress during the planned April 20, 2010 meeting. 8. DISCUSS AND POTENTIALLY REFINE TOWN CENTER TASK FORCE PROJECT TIMELINE The Task Force agreed to the following tentative timeline: APRIL 1 ST 20 TH Task Force to review Draft RFQ 20 th - 10-noon - Next Task Force meeting to be held in Council Chambers to meet with City Manager and each Dept Head to refine space requirements for RFQ. 21 st - Task force Council members will update Council at City Council Meeting on Task Force activities. 27 th (or as available) Theresa provides Task Force with the updated Space square footage estimates. MAY 4 th - 10-noon Task Force meeting to be held in the Police Department Conference room to finalize RFQ and square footage needs and authorize publication. Refine list of industry publications, architects, city planners, local and regional newspapers for RFQ publication. 18 TH - Deadline to receive RFQ submittals. 19 TH - Task Force Council members shall update City Council of Task Force activities. 25 TH 10-noon - Task Force meeting to be held at the Corp Yard/Emergency Operations Center to finalize criteria for choosing 5 candidates. JUNE 8 TH 10-noon Task Force meeting to be held at the Main House in the Park 9. NEXT STEPS AND SET NEXT MEETING The next Town Center Task Force meeting was set for Tuesday, April 20, 2010 at 10:00 a.m. in the Council Chambers. 10. ADJOURN Town of Atherton Town Center Task Force Minutes March 30, 2010 Page 2 of 3

5 MOTION by Fisher, second by Shenk to adjourn the meeting. The motion passed unanimously and the meeting was adjourned at 12:02 p.m. Respectfully submitted, Theresa DellaSanta Deputy City Clerk Town of Atherton Town Center Task Force Minutes March 30, 2010 Page 3 of 3

6 Town of Atherton TOWN CENTER TASK FORCE MINUTES April 20, :00 A.M. Building Department Break Room 91 Ashfield Road Atherton, California Special Meeting 1. ROLL CALL Town Center Task Force Members: Carlson, Lewis, Dostart, Fisher, Hau, Shenk, Grindley Task Force Member Grindley submitted his resignation prior to the meeting and after posting of the Agenda. 2. PUBLIC COMMENTS 3. APPROVAL OF MINUTES March 30, 2010 MOTION by Fisher, second by Shenk to approve the March 30, 2010 minutes. The motion passed unanimously. 4. COMMITTEE MEMBERS COMMENTS None. REGULAR AGENDA 5. INTERVIEWS WITH MANAGEMENT STAFF TO DISCUSS POSSIBLE REVISIONS OF SPACE NEEDS The Task Force conducted interviews with each Department in the Town to identify their current spacing needs. The following is a summary of the spacing needs. Space Needs Overall: Want areas to be shared by staff to encourage a cooperative work environment throughout the Departments. Space should be flexible in order to allow changes in the future. Offices versus Cubicles: Identify which employee positions need private office and which can be in shared open space such as cubicles. Open cubicles should be encourage wherever possible because it offers more flexibility for future growth. Counter/Desk Space: need areas large enough for reviewing plans and helping customers throughout all Departments. Records: Fireproof vault to store historical, vital records (e.g. ordinances, resolutions and minutes). Town of Atherton Town Center Task Force Special Minutes April 20, 2010 Page 1 of 1

7 Appendix A, Council Chambers: Remodel Chambers and use as a centerpiece Appendix B, Common Space & Postal Function: Central work area and supplies to be combined. Appendix C, City Management and Finance: Office for City Manager, possible shared offices for rest of the employees, plus a conference room. Appendix D, Police Department: 4 Sergeants to share two offices, Secured parking for 15 Police patrol cars and 5 motorcycles. Appendix E, Police Dispatch: Supervisor should be next to dispatch room and personnel should have immediate access to a restroom and break room facilities. Appendix F, Building Department: Official and Plan reviewers needs private office. Inspectors can be in open, shared space but need enough room to roll out large plans. Arborist, Office Specialist and Green Building Technician can be in cubicles but need storage, cabinets, shelving. Appendix G, Planning Department: Could use cubicles with separate desks and drawers. Lockable files and a conference room for up to people which could be mobile. Appendix H, Public Works: Director needs a private office, Engineer needs a quiet office/cubicle, and Office Assistant needs a cubicle. Contract plan checkers work from home. Task Force members agreed that many areas such as a fitness area, kitchen area, lobby, wait areas, counter spaces and restrooms could be shared of Departments are housed in one building which could result in cost savings. 6. NEXT STEPS AND SET NEXT MEETING Task Force members scheduled their next meeting for Tuesday, May 4 at 10:00 a.m. 7. ADJOURN The meeting was adjourned at 1:15 p.m. Respectfully submitted, Theresa DellaSanta Deputy City Clerk Town of Atherton Town Center Task Force Special Minutes April 20, 2010 Page 2 of 1

8 Town of Atherton TOWN CENTER TASK FORCE MINUTES May 4, :00 A.M. Corp Yard/Emergency Operations Room 91 Ashfield Road Atherton, California Special Meeting 1. ROLL CALL Town Center Task Force Members: Carlson, Lewis, Dostart, Fisher, Hau, Shenk Shenk was excused. 2. PUBLIC COMMENTS John Ruggeiro, Atherton resident, questioned the process of the selection of the Task Force members and felt there were more qualified residents. Virginia Ruggeiro, Atherton resident, questioned how the Town can afford a new town center. Pat Haines, Atherton resident, asked where she stands in being appointed to the Task Force since William Grindley s resignation. Jon Buckheit, Atherton resident, said the Town will face severe budget deficits, salary cuts and more and this project should be postponed until the Town has the funds to build it. 3. APPROVAL OF MINUTES April 20, 2010 This item was tabled to next meeting. 4. COMMITTEE MEMBERS COMMENTS Fisher asked if the request for statement will be ready to go out after this meeting. Lewis said the Task Force will refine it based on their findings with the Department Managers so that when the RFQ is put together it reflects the basic needs. Hau agreed and felt the RFQ is not ready to go out, but there are some major issues that should be dealt with. Dostart said the Task Force members were selected by City Council and the members are only doing their jobs. Town of Atherton Town Center Task Force Agenda May 4, 2010 Dated & Posted Page 1 of 1

9 REGULAR AGENDA 5. DISCUSS SCOPE OF PROJECT AND MODIFY THE REQUEST FOR STATEMENT OF QUALIFICATIONS IN PREPARATION OF SENDING OUT TO ARCHITECTS, DESIGNERS, CITY PLANNERS Hau said the level of detail and square footage issues should be tabled until the Task Force has time to talk about funding and how to move forward. Carlson said that the last meeting where the Task Force interviewed the Departments for their updated space needs was good and a lot was accomplished. Dostart said the Task Force members appreciate all of the work done by the Blue Ribbon Task Force and it helped to take one more time to listen to each Department s updated needs. Fisher said the Task Force is looking at how to build an inexpensive yet flexible space and there are things that can be done now to improve the current spacing needs. The Task Force discussed the idea of building a program which would include the needs and expectations of the Task Force. MOTION by Carlson, second by Lewis to appoint Dostart and Fisher to an Ad-Hoc Committee to put together a program portion to address present Town functions and bring it back to the Task Force for review. The motion passed unanimously. Council Member Lewis clarified that the Task Force was initially on a strict timeline because they wanted to follow the timeline for the election in case Council approved the Build American Bonds (BABs) towards a new Town center, but the BABs have been extended until 2013 so they no longer have such a strict timeline. 6. DISCUSS PROJECT TIMELINE OF THE TASK FORCE No Action. 7. NEXT STEPS AND SET NEXT MEETING The next Task Force meeting will be held on Tuesday, May 18 th at 10:00 a.m. 8. ADJOURN MOTION by Carlson, second by Fisher to adjourn the meeting. The motion passed unanimously. The meeting was adjourned at 11:13 a.m. Respectfully submitted, Theresa DellaSanta Town of Atherton Town Center Task Force Agenda May 4, 2010 Dated & Posted Page 2 of 1

10 Deputy City Clerk Town of Atherton Town Center Task Force Agenda May 4, 2010 Dated & Posted Page 3 of 1

11 Town of Atherton TOWN CENTER TASK FORCE MINUTES May 18, :00 A.M. Council Chambers 94Ashfield Road Atherton, California 1. ROLL CALL Town Center Task Force Members: Carlson, Lewis, Dostart, Fisher, Hau, Shenk Carlson was excused. 2. PUBLIC COMMENTS None. 3. APPROVAL OF MINUTES April 20 and May 4, 2010 MOTION by Lewis, second by Fisher to approve April 20 minutes. The motion passed unanimously. MOTION by Dostart, second by Fisher to approve the May 4 minutes as amended. The motion passed 4-0-1, with Shenk abstaining. 4. COMMITTEE MEMBERS COMMENTS None. REGULAR AGENDA 5. UPDATE FROM PROGRAMMING AD-HOC COMMITTEE AND DISCUSS PROGRAM The Task Force reviewed the draft program submitted by the Programming Ad-Hoc Committee (Dostart, Fisher). The Task force discussed private offices, cubicles and shared space, interdependencies, parking, storage, and phasing steps that would be taken if an entire new facility were to be built. The Task Force reviewed feedback from individual department managers on updated spacing needs. [A copy of the draft program is available in the City Clerks office]. The Programming Ad-Hoc Committee will make suggested edits to the program and bring it back to the Task Force. Town of Atherton Town Center Task Force Special Agenda May 18, 2010 Dated & Posted Page 1 of 1

12 6. UPDATE FROM LIBRARY TASK FORCE LIAISON Denise Kupperman, Library Task Force, informed the Task Force members that the library is a separate jurisdiction from the Town and the library did recently go through a needs assessment study. Kupperman said the Library Task Force has been looking at building a new library at Holbrook-Palmer Park. Kupperman concluded that a presentation will be given to the Park and Recreation Commission on June 2 nd and in hopes of receiving support from Park & Recreation and Council the Library Task Force will begin a public outreach process. 7. PROJECT TIME LINE, NEXT STEPS AND SET NEXT MEETING The Task Force set their next meeting for Tuesday, May 25, ADJOURN The meeting was adjourned at 12:00 p.m. Respectfully submitted, Theresa DellaSanta Deputy City Clerk Town of Atherton Town Center Task Force Special Agenda May 18, 2010 Dated & Posted Page 2 of 1

13 Town of Atherton TOWN CENTER TASK FORCE MINUTES May 25, :00 A.M. Council Chambers 94Ashfield Road Atherton, California 1. ROLL CALL Town Center Task Force Members: Carlson, Lewis, Dostart, Fisher, Hau, Shenk, Haines Lewis welcomed the newest Town Center Task Force member Pat Haines. Lewis added that Council agreed to amend the Resolution that governs this Task Force to expand it and appoint Phil Lively. 2. PUBLIC COMMENTS None. 3. APPROVAL OF MINUTES May 18, 2010 MOTION by Fisher, second by Shenk to approve the May 18 minutes. The motion passed unanimously. REGULAR AGENDA 5. UPDATE FROM PROGRAMMING AD-HOC COMMITTEE AND RESEARCH FUNDING POSSIBILITIES The Town Center Task Force reviewed the draft program and made edits to it. MOTION by Fisher, second by Shenk to accept the program as amended. The motion passed unanimously. 6. APPOINT A LIASION TO THE LIBRARY TASK FORCE MOTION by Fisher, second by Carlson to appoint John Shenk as the Library Task Force liaison and Pat Haines as the alternate. The motion passed unanimously. 7. NEXT STEPS AND SET NEXT MEETING The Task Force agreed that the following items will be on the next Agenda -Approval of a Pro Bono cost consultant to analyze cost differentials on a new town center and a remodeled town center. - Develop and discussion of a process document. -Library Task Force update Town of Atherton Town Center Task Force Special Minutes May 25, 2010 Page 1 of 1

14 -Review the Request for Qualifications The next Town Center Task Force meeting was set for Tuesday, June 8, 2010 at 10:00 a.m. in the Council Chambers. 8. ADJOURN The meeting was adjourned at 12:14 p.m. Respectfully submitted, Theresa DellaSanta Deputy City Clerk Town of Atherton Town Center Task Force Special Minutes May 25, 2010 Page 2 of 1

15 Town of Atherton TOWN CENTER TASK FORCE Draft Minutes June 8, :00 A.M. Council Chambers 94Ashfield Road Atherton, California 1. ROLL CALL Town Center Task Force Members: Carlson, Lewis, Dostart, Fisher, Hau, Shenk, Haines 2. PUBLIC COMMENTS 3. APPROVAL OF MINUTES May 25, 2010 MOTION by Fisher, second by Carlson to approve the June 8 minutes. The motion passed unanimously. REGULAR AGENDA 5. DISCUSSION OF PRO BONO COST CONSULTANT TO ANALYZE COST DIFFERENTIALS OF A NEW TOWN CENTER AND A REMODELED TOWN CENTER Dostart informed the Task Force that Phil Warnes from Sigmatech is willing to work pro bono on the costs to renovate versus the cost of rebuilding a new town center. Dostart said he did a walk through with Phil Warnes of the MOTION by Fisher, second by Dostart to approve Phil Warnes as a pro bono cost consultant to analyze the differentials of a new town center and a remodeled town center under the scope of work identified by Phil Warnes and to gain further knowledge. The motion passed unanimously. 6. DISCUSS AND DEVELOP A PROCESS DOCUMENT Dostart said he will create a draft process based on the discussions held 7. REVIEW REQUEST FOR QUALIFICATIONS (RFQ) AND FINAL REVIEW OF PROGRAM DOCUMENT TO BE INCLUDED IN RFQ Rose Hau discussed the tracked changes she made to the draft RFQ document. The Task Force went through the entire document to make further changes. The Task Force agreed to do one set of all questions received and post them to the website for everyone to have access to and a specific date for a walk through should be given. Town of Atherton Town Center Task Force Special Minutes May 25, 2010 Page 1 of 1

16 The Task Force discussed whether to give awards to the firms selected for conceptual designs. A consensus was met that an honorarium would be given to the top firms selected. The Task Force agreed that Public Works Director Duncan Jones should review the revised RFQ before the next meeting. 8. LIBRARY TASK FORCE UPDATE Denise Kupperman informed the Task Force that she made a presentation at the last Park & Recreation meeting about relocating the library to the park. Kupperman said it will be presented to the Council on June 16 th. Kupperman concluded that the library task force will conduct plenty of public outreach and wants to make sure that the community has ample input to the process. 9. ADJOURN The Task Force agreed that the next meeting will be held on Tuesday, June 29 th at 10:15 a.m. in the Council Chambers to discuss a matrix, the draft process document, the RFQ document and a library task force update. The meeting was adjourned at 12:08 p.m. Respectfully submitted, Theresa DellaSanta Deputy City Clerk Town of Atherton Town Center Task Force Special Minutes May 25, 2010 Page 2 of 1

17 Town of Atherton TOWN CENTER TASK FORCE MINUTES June 29, :15 A.M. Council Chambers 94Ashfield Road Atherton, California 1. ROLL CALL Town Center Task Force Members: Carlson, Lewis, Dostart, Fisher, Hau, Shenk, Haines, Lively Haines was excused. 2. PUBLIC COMMENTS None. 3. APPROVAL OF MINUTES June 8, 2010 MOTION by Shenk, second by Fisher to approve the June 8, 2010 minutes. The motion passed unanimously. REGULAR AGENDA 4. REVIEW PRO BONO COST CONSULTANT SCOPE OF WORK Assistant City Manager Eileen Wilkerson said she met with Phil Warnes to discuss the pro bono contract. Wilkerson said Warnes wanted specifics on the scope of work particularly whether he is costing the chambers or the library. The Task Force agreed that Dostart will be charged with refining the scope of work for the pro bono contract. Dostart will work with Wilkerson on getting the refinements completed. 5. DISCUSS AND REVIEW PROCESS DOCUMENT AND MATRIX DOCUMENT The Task Force reviewed the process document and matrix for the RFQ scoring. The Task Force made changes to the matrix for the RFQ scoring and asked Lively to create a matrix for the design phase. 6. REVIEW REQUEST FOR QUALIFICATIONS (RFQ) AND PROGRAM DOCUMENT TO BE INCLUDED IN RFQ Fisher will draft a report to Council on the accomplishments of the Town Center Task Force. This will be reviewed at the next meeting. Town of Atherton Town Center Task Force Special Agenda June 29, 2010

18 Dostart will revise the RFQ and process document. Public Works will review the RFQ. 7. LIBRARY TASK FORCE UPDATE Denise Kupperman informed the Task Force that the Library Task Force is currently advertising an invitation for residents to participate on the steering committee. Kupperman said the deadline to apply is July NEXT STEPS AND SET NEXT MEETING AND AGENDA ITEMS Dostart will send revised pro bono scope to Wilkerson and revise the RFQ and process document for the next meeting. Lively will revise the RFQ matrix and create a matrix for the design phase. Both matrixes will be reviewed at the next meeting. The cost estimates from Phil Warnes will be reviewed at the next meeting. Fisher will draft a report to Council for review at the next meeting. The Task Force set the next meeting for Monday, July 12 th at 10:00am in the Council Chambers. 9. ADJOURN MOTION by Carlson, second by Shenk to adjourn the meeting. The meeting was adjourned at 12:08 p.m. Respectfully submitted, Theresa DellaSanta Deputy City Clerk Town of Atherton Town Center Task Force Special Agenda June 29, 2010

19 Town of Atherton TOWN CENTER TASK FORCE MINUTES July 12, :00 A.M. Council Chambers 94 Ashfield Road Atherton, California 1. ROLL CALL Town Center Task Force Members: Carlson, Lewis, Dostart, Fisher, Hau, Shenk, Haines, Lively 2. PUBLIC COMMENTS None. 3. APPROVAL OF MINUTES June 8, 2010 MOTION by Shenk, second by Fisher to approve the June 8 minutes. The motion passed unanimously. REGULAR AGENDA 4. FINAL COST ESTIMATES FROM PRO BONO COST CONSULTANT PHIL WARNES MOTION by Dostart, second by Fisher to proceed with work with the inclusion of cost of library renovation which includes removing the current two-story building and replacing it with the same square footage and a possible expansion of square footage on the police department. The motion passed unanimously. 5. DISCUSS AND REVIEW MATRIX DOCUMENTS FOR RFQ AND DESIGN PHASE The Task Force discussed phasing the references and interviews separately. The matrixes will be revised by Task Force member Lively. 6. REVIEW REQUEST FOR QUALIFICATIONS (RFQ), PROGRAM DOCUMENT, AND PROCESS DOCUMENT No action taken. 7. REVIEW TCTF REPORT TO COUNCIL The Task Force agreed that they will update Council at their next meeting and bring the final package with recommendations to Council in September. 8. LIBRARY TASK FORCE UPDATE Denise Kupperman said the Library Task Force is seeking candidates for the Steering Committee. The application deadline is July 14 th. Town of Atherton Town Center Task Force Special Minutes Page 1 of 1

20 9. NEXT STEPS AND SET NEXT MEETING AND AGENDA ITEMS Next meeting will be held on Tuesday, July 27 th at 10:00am to discuss and review the pro bono cost estimates, the matrixes, process document and the report to Council. 10. ADJOURN MOTION by Fisher, second by Shenk to adjourn the meeting. The meeting was adjourned at 12:08 p.m. Town of Atherton Town Center Task Force Special Minutes Page 2 of 1

21 Town of Atherton TOWN CENTER TASK FORCE Draft Minutes July 27, :00 A.M. Council Chambers 94Ashfield Road Atherton, California 1. ROLL CALL Town Center Task Force Members: Carlson, Lewis, Dostart, Fisher, Hau, Shenk, Haines, Lively Fisher was excused. 2. PUBLIC COMMENTS None. 3. APPROVAL OF MINUTES June 12, 2010 A couple of non-substantive edits were made to the minutes. MOTION by Hau, second by Shenk to approve the minutes as edited. The motion passed unanimously. REGULAR AGENDA The Task force took up item 5 since Mr. Warnes was not yet present for item DISCUSS AND REVIEW PROCESS DOCUMENT AND MATRIX DOCUMENT Dostart reviewed process document and SOQ and the Committee made changes. Lewis and Hau were appointed to work with Dostart on finalizing the documents. Lively reviewed the Matrix with the Task Force and no changes were made. 4. REVIEW AND DISCUSS PRO BONO COST CONSULTANT COST ESTIMATES Warnes discussed his findings and concluded that the cost between building a new town center and a renovation was not significant. Warnes said the potential for cost overruns and surprises is higher with renovation because of unknown factors. Committee directed Warnes to include a third option which would be new Police headquarters, renovate and addition to Admin and Library renovate. 6. REVIEW REPORT TO COUNCIL Town of Atherton Town Center Task Force Special Minutes July 27, 2010 Page 1 of 1

22 The Task Force agreed that the report to council will include exhibits and back-up detail. Fisher will revise the initial letter. Lewis said she wants to make sure a financing component is included in the report. 7. LIBRARY TASK FORCE UPDATE Kupperman said the library task force gave a presentation at the last Council meeting. The Steering Committee will officially meet in August. The Committee includes staff liaisons Duncan Jones and Carine Risley; and Kathy McKeithen as the Library JPA all three which are not voting members. There are 7 resident voting members of the Steering Committee. The Task Force discussed the importance to continue to look at both the library project and new town center as Town projects and how they can benefit the overall community and not as stand-alone projects. Kupperman said the decision from the Library committee has been to move out of the current facility. Lewis suggested that they consider all options including the possibility of locating within a proposed new town center building; Kupperman countered that the Library needs would not be compatible in shared space of police/admin. Haines commented that it is important to keep an open mind about all possibilities. 8. NEXT STEPS AND SET NEXT MEETING AND AGENDA ITEMS Next meeting: August 23 10:00am; Lively will be absent. Agenda: Phil Warnes to revise his letter and add Option C Dostart finalize process doc and SOQ / Matrix Shenk and Carlson will meet to prepare the financing portion of the report Fisher will revise her letter. Dostart and Lewis will integrate into a final report for Council for September Council meeting. 9. ADJOURN The meeting was adjourned at 12:08 p.m. Respectfully submitted, Theresa DellaSanta Deputy City Clerk Town of Atherton Town Center Task Force Special Minutes July 27, 2010 Page 2 of 1

23 Town of Atherton TOWN CENTER TASK FORCE DRAFT MINUTES August 24, :00 A.M. Council Chambers 94Ashfield Road Atherton, California 1. ROLL CALL Town Center Task Force Members: Carlson, Lewis, Dostart, Fisher, Hau, Shenk, Haines, Lively Fisher and Lively were excused. 2. PUBLIC COMMENTS None. 3. APPROVAL OF MINUTES July 27, 2010 MOTION by Hau, second by Carlson to approve the July 27, 2010 minutes. The motion passed. REGULAR AGENDA 4. REVIEW AND DISCUSS PRO BONO COST CONSULTANT COST ESTIMATES WITH ADDITIONAL OPTION C The Task Force agreed to have Phil Warnes revise the renovation expansion cost estimate to include the idea of utilizing the existing Library as record storage and reducing the scope of the Administration building project. 5. DISCUSS AND REVIEW PROCESS DOCUMENT, PROGRAMMING DOCUMENT, MATRIX AND SOQ DOCUMENT Task Force members reviewed each document and the edits from the Public Works Director Duncan Jones. Members agreed to change the document from city to town throughout and to stick with a 50 miles limit on potential firms. Phil Lively will update the matrix. 6. REVIEW REPORT TO COUNCIL WITH FINANCING OPTION John Shenk distributed a memorandum on Build America Bonds and other financing alternatives. The Task Force discussed several options for financing the project. Shenk will update his memo and bring it back to the next meeting. Town of Atherton Town Center Task Force Special Draft Minutes August 24, 2010 Page 1 of 1

24 7. LIBRARY TASK FORCE UPDATE This item was tabled to the next Agenda. 8. NEXT STEPS AND SET NEXT MEETING AND AGENDA ITEMS The next meeting was set for Tuesday, September 7, 2010 at 1:00 p.m. to discuss: -Updated Pro Bono cost estimates -Updated Finance option -Updated Matrix -All documentation relating to the SOQ that will be submitted to Council on September 15 th. 9. ADJOURN The meeting was adjourned at 11:38 a.m. Respectfully submitted, Theresa DellaSanta Deputy City Clerk Town of Atherton Town Center Task Force Special Draft Minutes August 24, 2010 Page 2 of 1

25 Town of Atherton TOWN CENTER TASK FORCE DRAFT Minutes October 26, :00 A.M. Council Chambers 94Ashfield Road Atherton, California Lewis called the meeting to order at 10:00 a.m. 1. ROLL CALL Town Center Task Force Members: Carlson, Lewis, Dostart, Fisher, Hau, Shenk, Haines, Lively Fisher was excused. City Attorney Furth and Town Planner Neal Martin were present. 2. PUBLIC COMMENTS None. REGULAR AGENDA 3. REVIEW AND DISCUSS SOQ REVISIONS AND PUBLICATION TIMELINE, ANTICIPATED PROCESS FLOW AND MATRIX; AND PLANNING REQUIREMENT PRESENTATION BY NEAL MARTIN Task Force member Hau said she had concerns with the sudden inclusion of a design/build concept and who would have ownership of the documents if the process is used. Dostart said that could be defined in a negotiated contract. Furth said the document needs further review from both a legal and planning perspective. Furth said design/build is a new concept for public agencies and the Task Force should look into what other agencies have done. Furth concluded that her firm will work with the Planning Department on revising the SOQ and drafting a contract based on other agencies and what they have done, for the Task Force s next meeting. The Task Force came to a consensus to appoint an ad-hoc subcommittee of Hau, Dostart and Shenk to work with the City Attorney. Town Planner Neal Martin reviewed the requirements that the Task Force needs to be aware of in terms of process issues, zoning, general plan amendments and consistency findings and CEQA and other environmental documents needed. Martin concluded that he is available for questions after the meeting. Furth reiterated that she will work with the ad-hoc subcommittee on how to produce an option with the architect to do design-build. Town of Atherton Town Center Task Force Special Minutes October 26, 2010 Page 1 of 1

26 4. DISCUSS FINANCING OPTIONS AND NEXT STEPS The Task Force discussed Build America Bonds versus tax-exempt bonds and decided the right one would depend on the current rate. 5. LIBRARY STEERING COMMITTEE UPDATE /LEGAL OPINION OF WILL The legal opinion of the Park Will was still in progress. No action was taken on item NEXT STEPS/SET NEXT MEETING The Task Force set their next meeting for Tuesday, November 16 th at 1:00 p.m. 7. ADJOURN MOTION by Lewis, second by Dostart to adjourn the meeting. The meeting was adjourned at 11:25 a.m. Respectfully submitted, Theresa DellaSanta Deputy City Clerk Town of Atherton Town Center Task Force Special Minutes October 26, 2010 Page 2 of 1

27 Town of Atherton TOWN CENTER TASK FORCE DRAFT MINUTES November 29, :00 A.M. Council Chambers 94Ashfield Road Atherton, California Council Member Lewis called the meeting to order at 10:07 a.m. 1. ROLL CALL Carlson, Lewis, Dostart, Fisher, Hau, Shenk, Haines, Lively Haines was excused. 2. PUBLIC COMMENTS None. REGULAR AGENDA 3. REVIEW AND DISCUSS SOQ REVISIONS RELATING TO DESIGN BUILD, CONTRACT FORMS AND THE SUBCOMMITTEES REVIEW OF THE LEGAL OPINION REGARDING THE DESIGN-BUILD PROCESS AND ALL ASSOCIATED DOCUMENTS AND PUBLICATION TIMELINE Task Force members agreed that the memo was very thorough. A discussion ensued regarding designbuild and design-bid-build (DBB). Dostart asked why a general contractor can not be selected after the all the designs have been created. Furth said this is a Public Works project and all public works projects are heavily regulated and have to be bid on a sealed bid. Disputes and/or corruption can arise if bidding takes place after the drawings are put out. Dostart asked how the Design-Build process works. Interim City Manager Nadine Levin who has experience with a small design-build process said there was an agreement put out that allowed for designing and building at the same time which went through an RFP process. Furth said for the Town a project scope would need to be created then you can provide a cost proposal and bid it out then pick the top bid based on your matrix. Hau said the Town will need a Project Manager for this project. The Committee agreed. Hau described the difference between DBB and Design-Build. DBB would involve hiring an architect who designs the entire package and then it goes out to bid to a General Contractor to build. Design-Build is having the architect company within the general contracting firm (same company) and the advantage of that is there is no conflict during construction. Town of Atherton Town Center Task Force Special Minutes November 29, 2010 Page 1 of 2

28 Council Member Carlson said the Task Force should continue to engage citizens and see what they want. Council Member Lewis said the Task Force began discussing the ideas of design-build versus DBB to allow for greater flexibility and to keep options open. Jones said the two concepts are no different up to the design development so an RFP can be put out as design-build with no guarantee beyond the conceptual drawings. Hau felt it should be clear when the SOQ goes out whether it will be DBB or design-build. Lewis said the Task Force will need further input from the City Manager and City Attorney, but would like to move forward on the conceptual phase. Lewis asked for consensus on how to move the process forward and modify the documents to include the design-build process. The Task Force agreed that before finalizing the Statement of Qualifications, the timeline and any other associated documents that City Attorney Furth would need to look into whether the Task Force can require architects and engineers (design firms) to prove whether they can participate in the design process to prepare conceptual design work for the project and to make sure they are aware the Town will own the work product and if possible one of the successful applicants make be chosen to do work up to design development. 4. DISCUSS FINANCING OPTIONS AND NEXT STEPS No action taken. 5. LIBRARY STEERING COMMITTEE UPDATE /LEGAL OPINION OF WILL Jones said the Committee has a preliminary legal opinion on the Park will which has a termination clause that expires after thirty years. Jones added that if a renewal hasn t been filed, the condition of the will has expired. More than 50 years have passed. 6. NEXT STEPS/SET NEXT MEETING The Task Force advised staff to check with City Attorney Furth on her timeline to complete a memorandum on the use of design-build with an architect doing the design development work, and then survey members for a date in January, ADJOURN The meeting was adjourned at 11:40 a.m. Respectfully submitted, Theresa DellaSanta Deputy City Clerk Town of Atherton Town Center Task Force Special Minutes November 29, 2010 Page 2 of 2