CITY OF LA HABRA HEIGHTS
MINUTES OF A SPECIAL MEETING OF
THE LA HABRA HEIGHTS CITY COUNCIL
DECEMBER 20, 2005
1. CALL MEETING TO ORDER
Mayor Douglas called to order the Special Meeting of the City Council on December 20, 2005 at 6:00 p.m. in the Community Center, 1245 Hacienda Road, La Habra Heights, California.
2. ROLL CALL
Members present: Mayor Douglas, Mayor Pro Tem Millsap, Councilmembers Bergman, Carroll and Klein. Also Present: Community Development Director Massa-Lavitt.
3. FLAG SALUTE
Mayor Douglas led the flag salute.
Mayor Douglas noted that there was no public for comments and no written information given to us from any public.
4. APPROVAL OF ARCHITECTURE AGREEMENT
City Manager Bates thanked Sandra Massa-Lavitt for her work as the Community Development Director, noting this may be her last meeting.
City Manager Bates stated that on December 1, 2005 the Council interviewed five architectural firms and selected Wolff, Lang & Christensen (WLC) as the Architect and Engineer of record based on their response. He stated that on December 8, 2005 the Council made the formal selection and directed staff to begin negotiations and return tonight with an agreement.
Mr. Bates noted that staff negotiated with Kelly Needham, WLC. We have a number of staff members who worked in the process and provided input into the A&E agreement.
While the agreement is comprehensive and provides A&E services throughout the entire construction project, the initial Scope is limited to $38,000, and Council approval is needed to progress from one phase to the next.
Mr. Bates stated that as you may have noted from Exhibit D, the schedule is rather aggressive as we had requested, to show what the minimum time might be to get to completion of this project. If we have to go through an additional environmental process, based on the fact that we are located at present on the same stream as the new property which could mitigate some of the environmental impacts, we would still go through that process. Some of the issues that the Army Corp of Engineers might be interested in regarding the blue line stream might cause a delay. If the Council decides it might be in the best interest of the City to go through some voting process, there are only certain times where we can combine with the County elections so we have to phase that into the project. He stated that one question he received from the Council was how we would handle the training room and basically the academy and the emergency operations center. It was decided that the emergency operations center would be part of the academy and not a separate location.
The full fiscal impact is in Schedule F, fee Schedule.
City Manager Bates recommended that Council approve the Architect and Engineering Agreement with WLC and authorize the City Manager to execute the Agreement and that Council authorize commencement of the Initial Scope of Service.
Mayor Douglas noted that he was impressed with the quality of the Agreement.
Mayor Pro Tem Millsap asked regarding any environment review, at what point would they start that.
City Manager Bates noted that we would start this as soon as we get a preliminary design that the Council feels comfortable with.
Councilmember Carroll mentioned that WLC stated that we would get credit for the $38,000. Is that buried somewhere in the Agreement?
Mr. Bates stated that it is and asked him to turn to exhibit F, under Initial Design, 8.5% flat fee. If the ultimate cost of the construction is $7,000,000 instead of the $6,000,000 the 8.5% would apply to the $7,000,000 but could not exceed $38,000.
Councilmember Carroll asked if the insurance amounts are adequate.
City Attorney Levin noted that we look mainly at the form of the insurance requirements, which are appropriate and adequate. The amounts are fairly standard, but we defer to staff to tell us if there is anything particular that would require unusual insurance amounts.
City Manager Bates commented that he had Senior Management Analyst Klahejian check with the Insurance Authority and she did verify that our amounts are consistent with the underlying coverage in our insurance policies.
Councilmember Klein asked for a review of the Scope of Services.
City Manager Bates explained that the Council has control over every step of the process.
Councilmember Klein asked for confirmation that we are not locked into anything, and we can change anything here.
City Manager Bates explained that we can work with the Architect and change anything we do not feel comfortable with.
Mayor Pro Tem Millsap noted the initial Scope, dated October of 2005 mentioning some square footage amounts and since then we have discussed other amounts. She wanted to be sure that they will be willing to look at different sizes.
City Manager Bates noted that we focussed on the word ÒapproximatelyÓ with the amounts so the consultant did understand that we want them to meet with staff, review all of the initial reports done on this facility and make it the minimum space needed to do the job. Additionally we reviewed under the second part by saying Òby requiring the A&E Contractor to review client programmatic information regarding the project under number 2Ó, is a reference to that. Also, in the Contract under page 6 of the actual Agreement, we re-emphasize the whole concept of the value Engineering in order to make sure that we use common but sound materials that would not drive up the cost of the project.
Councilmember Klein asked the City Manager to go through all that is provided.
City Manager Bates explained that the Initial Scope of Services would give us three separate concepts that Council could look at laid out on the site. It will include an assessment of the space we need. They will write up a report to see what we do or donÕt like. We hope to have this process completed in about 30 days. The last 60 days will be working with the Council and the Community to refine it down to one concept.
Councilmember Klein asked if we can give input now.
The City Manager answered that any Councilmembers wanting to give input, let him know and he will arrange a meeting with the Consultant to hear your input along with the input from staff.
Councilmember Bergman noted that we should work out the absolute minimum of square feet needed that is still functional, not just lock ourselves into 15,000 square feet. He stated that he would like to see something that would blend into the Community and he would like input from the residents about that.
City Attorney Levin commented that if more than two want to give input, it would be safer to give that input to the Architect at a Public Meeting to avoid problems of collective concurrence than to give individual input to the Architects.
Councilmember Klein commented that he would like to see them held off for a little bit. He noted that they might have preliminary minimum sketches a week or two before our next Council Meeting. We could devote a half-hour of our meeting where we collectively see the bare minimum sketch and give them some input from us before they start three concepts. This may give them a better idea of where to start for what we want. He stated that he was not interested in L.E.E.D. development as he didnÕt think they want to be on the cutting edge.
City Manager Bates commented that he didnÕt think the Architect would be getting that far ahead after 30 days. He stated that $38,000 would not buy an awful lot. There will be plenty of time to change anything. At the end of 30 days nothing will be in concrete. Mr. Bates suggested that they give him some time to show creativity.
Mayor Pro Tem Millsap stated that she did not think that was a problem. However, it is better to follow things closer.
Councilmember Klein stated that he would like more hands on with WLC.
Councilmember Carroll noted that he would like to give them a chance to see what they would come up with.
Mayor Douglas stated that he would like to get started also. He stated that the City Manager could let them know the comments that have been made by the Council tonight.
City Manager Bates stated that they can have a Hearing at the next meeting and give him comments at that time and we can give him the video tape of tonightÕs meeting.
Mayor Douglas expressed that he liked that idea and that itÕs going to be three months and we might want to see them every two weeks.
The Council discussed having him come to their next Council meeting on January 12, 2006.
Councilmember Klein noted that he would put a few things on the record, such as Campus Style with multiple buildings. If Fire Stations are more costly, separate City Hall from the Fire Station. Put the expensive building (Fire Station) where we need it, which will be the dormitories. He stated that he was more in favor of Craftsman Style, single story, energy efficiency by using such things as insulation, porches and overhangs, some high efficiency glass, good life cycle of materials used, paints and concrete but not things on the cutting edge. Possibly do it in phases or if we can get a bond do it all at once. We need good quality items that more than one contractor would be able to replace or repair.
Mayor Douglas commented that we also talked about overlapping uses of some rooms and no unnecessary spaces that are seldom used.
Councilmember Bergman stated that he agreed with what Councilmember Klein said and he also felt that we have to look carefully at the space needed. We can expand if necessary later.
City Manager Bates noted that we need to look at other uses for the Council Chamber to help defray the cost by renting it.
Mayor Pro Tem Millsap pointed out that The Park Gymnasium does not get quite the use that it was intended to get and the school may not continue to use it as they are building their own. She stated that she would like to see some of the outside meetings held there. She stated that at some point we might have our Council meetings there.
Mayor Douglas commented that we may have some changes in the rental rates soon.
City Attorney Levin recommended that you might want to ask the Architecture team to read the pages of the General Plan pertaining to Land Use polices that will give them information about aesthetic and environmental issues that might be aired at Public Meetings.
Mayor Douglas noted that at the end of this three month time period, we hope staff will be able to tell us what it costs and the options. He stated that he hoped the City Manager would be able to give us some options on funding the project and some financial breakdowns.
City Manager Bates explained that he started working on that yesterday by speaking to Craig of Public Finance Management in Newport Beach. They do a lot of the bond issues and certificates of participation for many of the cities that are raising money to do public projects. Mr. Bates explained that he asked Freddie Vernon Vega to start developing the information we need. He explained that a lot of the information he received from Craig generally was very positive.
Councilmember Carroll offered a motion to approve the Architect and Engineering Agreement with Wolff, Lang and Christensen and authorize the City Manager to execute the Agreement and authorize commencement of the ÒInitial Scope of Service.Ó The motion was seconded by Mayor Pro Tem Millsap and approved as follows:
AYES: Bergman, Carroll, Douglas, Klein and Millsap
NOES: None
ABSENT: None
There were no comments.
There was no Public for comments.
Mayor Douglas adjourned to the next City Council Meeting at 6:32 p.m.
ATTEST:
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CITY CLERK, RONALD BATES