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HomeMy WebLinkAbout10-24-2000 City Council special MeetingMINUTES SPECIAL MEETING CITY COUNCIL LIBRARY EXPANSION COMMITTEE • OCTOBER 24, 2000 The City Council of the City of Saratoga and the Library Expansion Committee met in a Special Meeting, Administrative Conference Room 13777 Fruitvale Avenue at 4:00 p.m. Mayor Bogosian called the Special Meeting to order at 4:05 p.m. ROLL CALL PRESENT: Ann Waltonsmith, Evan Baker, Nick Streit, John Mehaffey, Mayor Stan Bogosian. ALSO PRESENT: Dave Anderson, City Manager Mary Jo Walker, Director of Administrative Services Alex Khasin, Administrative Analyst Joan Pisani, Director of Recreation Mary Goulart, Executive Director of SASCC Mark Schatz, BSA Architects Marcia Manzo, Library Commission Bill McDonald, Friends of the Library Mary-Lynne Bernald, Planning Commission • Mary Jeanne Fenn, Friends of the Library Bob Peepari, Heritage Preservation Committee Edward Sessler, Community Representative Fran Andreson, Public Safety Commission Dolly Barnes, Saratoga Librarian REPORT OF CITY CLERK ON POSTING OF AGENDA FOR OCTOBER 24, 2000. Pursuant to Government Code Section 54954.2, the agenda for the meeting of October 24, 2000 was properly posted on October 20, 2000. COMMUNICATIONS FROM PUBLIC None COMMUNITY AND SENIOR CENTER IMPROVEMENT PROJECT STAFF RECOMMENDATION: Authorize City Manager to execute agreements to facilitate the projects. Joan Pisani, Director of Recreation presented staff report. Director Pisani summarized the contracts for the portable buildings for the Community and Senior Center. Mayor Bogosian asked how long the rental would be for. Director Pisani stated it would be a five year contract, but we could cancel the lease in three years if need be. Director Pisani indicated that the costs of the projects and portables for the • following: 1. Community Center -estimated cost $28,159.00 2. Classroom Portable -estimated cost $25,502.00 3. Senior Center & Adult Care Center -estimated cost $72,490.00 Councilmember Mehaffey questioned why the Senior Center portable was much more expensive than the other portables. Director Pisani responded the increase in price is due to the fact that the Senior Center portable has a bathroom, a kitchen, and is larger. Councilmember Streit questioned whether or not it would be more realistic to purchase the preschool portable and place somewhere more permanent that coincides with the Civic Center Master Plan. Councilmember Streit noted that the main building may or may not be remodeled in five years and if it's placed in an inappropriate place the City will have to move it again. Councilmember Streit noted that the cost of rental for five years is just about as much to purchase the portable. Councilmember Baker noted that he did not agree with the proposals on the portables. He feels that this plan has not been thought out clearly. i Councilmember Baker asked whether it was all sole source and not competitive bids. Director Pisani indicated the County did the bidding process and then set up a meeting where she met the contractors. She noted that CDBG funding requires federal standards. Councilmember Baker also questioned why the County was involved in the bidding process and if they were paying for the portable for the Senior Center. Mary Goulart, Executive Director of SASCC, responded the City will buy the portable but funding will come from CDBG funds. To receive these funds all the contractors have to meet the Davis Bacon Prevailing Wage Schedule. Director Pisani explained the resolution before the Council authorizes the appropriate adjustments to the FY 2000/2001 budget of $102,501.00. BAKER /MEHAFFEY MOVED TO ACCEPT APPROPRIATION AND TO APPROVE CONTRACT AND HAVE STAFF RETURN ON NOVEMBER 1, 2000 WITH THE LOCATION PLACEMENT OF THE PORTABLES. MOTION PASSED 5-0. 2 2~ Discussion of Design Alternative for New Library. Mayor Bogosian indicated the reason for this special meeting was his concern about the diverged opinions on one-story verses two-story parking facilities. Mark Schatz/BSA Architects, summarized the process and the issues thus far. Issues which are still undetermined: 1. Number of parking slots. (Fehr and Peers and Associates have been hired to do an independent study) 2. One-story verses two-story parking facility. Scheme A, B, & C was presented in public sessions. Scheme D was the new design presented Thursday to the Library Expansion Committee. Scheme D incorporates a diverse lot, on grade, set back 100 ft from Saratoga Avenue and incorporates cone-story building with views of the orchard. On Thursday, the Library Expansion Committee concurred to use Scheme C parking lot, aone-story facility, and liked Scheme D, with modifications. A revised Option D was presented to the group. It increased the South addition and minimize the North addition. Mr. Shatz was directed to contact Chief Kraule/Saratoga Fire District, to redesign the fire road. Underground parking was the next point in discussion. Concerns of safety, cost, structure limitations on the building above, and efficiency of underground parking. Mayor Bogosian read a letter from the Sheriff s Office addressing safety issues. Members of the Council reminded the Committee that one million dollars was added to address parking. Further discussion took place regarding the cost of a two-story parking facility, how many trees would be saved, and how many square feet of library space would be lost if a two-story parking facility was to be constructed. It was estimated that 7,812.00 sq. ft will be lost from the new library to save approximately 25 trees in the Heritage Orchard. Staffing levels were discussed if the Library went to a two-story design. Dolly Barnes, Librarian/Saratoga Library, estimated two new librarians and one new service desk would be needed if the Library were atwo-story building. Ms. Barnes estimated the cost would be about $53,000.00 plus benefits and pay increases, for a total of four million over aten-year period for two librarians. 3 Councilmember Streit felt that if the City were going to lose only 25 trees by going on-grade, verses losing 7,800 square feet of library, proceed with the on- gradeparking option • Councilmember Streit noted he liked the building design shown in Scheme D. Councilmember Waltonsmith would like to review the study indicating the number of parking spaces required that will be done by Fehr and Peers and Associates before she makes a decision. Councilmember Mehaffey indicated that if the extra one million isn't used for parking it should be given back to the residents of Saratoga. Councilmember Baker explained that the extra one million was for possible cost increases during construction. Councilmember Baker noted he liked the revised parking orientation. He feels underground parking is too expensive. Mayor Bogosian stated that if the Library could get by with 150 parking slots he feels that the architect should proceed with the on grade alternative, but if 175-200 slots were needed then proceed with asplit-level. Consensus to use 165 parking slots, in an on-grade parking configuration. If it is shown in the new study from Fehr and Peers and Associates that more than . 175 parking spaces are required, the Committee and Council would meet again to review parking options. There was a consensus of the City Council to proceed with the modified Plan D for the layout of the Library. In Designing the parking lot some of the Redwood Trees in the middle of the existing lot could be sacrificed if required to meet the objective of reducing the impact of proposed parking lot on the Heritage Orchard. ADJOURNMENT There being no further business, the Mayor declared the meeting adjourned at 6:21 p.m. espectfully bmitted, Cathleen Boyer City Clerk 4