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HomeMy WebLinkAbout1988 11-14 CC JT MINBook 70/Page 151A 11/14/88 MINUTES OF THE JOINT ADJOURNED MEETING OF THE CITY COUNCIL AND THE COMMUNITY DEVELOPMENT COMMISSION OF THE CITY OF NATIONAL CITY, CALIFORNIA WORKSHOP Held November 14, 1988 The meeting was called to order in the Main Conference Room at 2:00 p.m. by Mayor Waters. ROLL CALL Council/Community Development Commission members present: Cooper, Dalla, Pruitt, VanDeventer, Waters. Absent: None. Administrative officials present: Bolint, Campbell, Eiser, McCabe, Myers, Post, Sheldon. Also present: Karen Tom, Dimension Six; David Hicks, Star —News; Lillian Heffernan, Evening Tribune. The Mayor said he had a conflict of interest (he has business dealings with Wheeler—Wimer—Blackman Architects), and until such time as the price is established he would continue to turn the meeting over to Vice Mayor Dalla and would abstain from voting. Vice Mayor Dalla presided. PRESENTATION (NOTE: Except where indicated, Mr. Blackman is speaking.) Richard Blackman, Architect, Wheeler—Wimer—Blackman, distributed copies of "Architectural Space Program for the New Civic Center for the City of National City, Wheeler—Wimer Blackman and Associates, Architects, October, 1988 (on file in the office of the City Clerk as Document No. 080484). The Architectural Space Program, consisting of 100 numbered pages plus exhibits, covers the following topics: Scope, Executive Summary, Description of Program, Design Goals, Building Design Criteria, Department Analysis, Inter — Departmental Relationships and Departmental Distribution, Model Work Stations and Facilities, Appendix 1. Graphs, Appendix 2. Interview Questionnaire. Mr. Blackman said he would not ask Council to approve this today as it takes digesting and asked Council to turn to page 34 which shows the relationship of the various departments within the City. Mr. Blackman reviewed pages 34 (Civic Departments Relationships Diagram), pages 35, 36 and 37 (Level 5), and page 38 (Isometric View, Level 5). The core remains the same on every level. The drawings show the space with generic furniture; the interior designers will be taking this document and meeting with you individually and with department heads to refine this. These drawings repeat themselves on each level throughout the building to page 62, which takes you all the way down to the P-2 Level. On page 63 a summary of the areas is shown to give some feeling for the magnitude of the project. Mr. Blackman continued that to standardize work stations, they went to five other cities from 50,000 to 100,000 population and took a middle work station figure for this program which will have to be massaged somewhat. The interiors people, the mechanical and electrical people and the architects will use this when they are creating the environment within that space. Page 65 shows an enlargement of that furniture complement to the particular function. Mr. Blackman said the Appendices show how they used the comparisons with other cities to show the space needs; and finally a copy of the questionnaire that we made and distributed to about 40—some people on staff. This document now is going to be the tool for the interiors company. Karen Tom is the representative of Dimension Six, and she's here to kind of listen in on every— thing that I am saying. We will be taking this document and meeting with department heads to learn the demands of each individual work station. Mr. Blackman said the next phase is to begin hard —lining the documents, the schematics and plotting them out on the worksheets and giving them to the consultants tomorrow: the structural engineer, the mechanical engineer, the electrical engineer and the interiors people; they then will be taking these documents and doing things to them. Book 70/Page 151B 11/14/88 Mr. Blackman displayed a floor plan of the P-2 Level which has Parks and Rec (and we are playing with this floor, we talked last month about a truck loading/unloading area) and this (pointing) seemed to be the most logical place for that, so we will be cutting into the building here at the lowest street level off of "A" Avenue to allow for trucks to access the building. We also talked about doing something across the street in Kimball Park as well. This will be buffered by a series of terraced planter walls and a stair that is not shown on this plan. There is also mechanical distribution here. Councilman Cooper said he did not think Council was talking so much about loading and unloading so much as the parking of trucks by persons coming into the building for permits, etc. Mr. Blackman said he had not forgotten and that will be taken into consideration when they have to relocate the street. Mr. Blackman said the next level up is P-1 Level which has Building and Safety and the balance of the mechanical plant. This is under the Plaza and as in P-2 will have terraced planter walls and will be removed from the Council meeting building the back of which has had detail added to break the feeling of massiveness from the rear. People parking at this level should have the opportunity to access the Plaza level by elevator or not, that should be a choice, the atrium will not only be seen above but at this level too. It does not pose any sort of security problem because the building can be closed off. The Plaza level is the high activity floor, there will be a guard/information booth which will provide security after the building is closed, people will be able to leave the building but will be able to enter only as a matter of privilege. This level will have the Engineering, Planning, and Finance (high public contact) Departments. When the data is taken off the computer and placed on these large plans everything does not fit exactly right; one is a program, the other reality, so they have had to make a few adjustments internally. These adjustments will be presented to the department heads. They have also created an extra stair to exit the building at this floor and the one above. Mr. Blackman said they are working on the (rear) elevations of the Council building because Council was not happy with them. They (the architects) are not happy with them yet. They have refigured the floor plan so the rear elevation will be a little more graceful and delicate; the basic composition is unchanged. Mr. Blackman said that should be ready next month. Level Two has the rest of Finance (non—public contact), CDC, the staff lounge. The staff lounge replaces the cafeteria (originally third level) and the plans called for a canopy and someone to operate the cafeteria for the City; however the size of the City will not support a cafeteria unless it is subsidized; so they eliminated the kitchen concept but kept a lounge; that eliminated the surfacing of the roof; but there is still need for an exterior stair on this floor. Level Three has the City Clerk, Personnel, Mail Departments. Level Four will have the City Manager, City Attorney, Risk Manager, Assistant City Manager, Law Library, secretary and storage, large conference room and a large area for the secretarial pool. Level Five will have the Mayor and Council, a large conference room, secretarial area and a kitchen. They were unable to develop a double corridor to limit access from the elevator directly to these elected officials but this could be controlled by having the elevator stop at the fourth level with key or code access to the fifth level Mr. Blackman next turned to the Project Time Schedule, developed in conjunction with the consultants. Mr. Blackman said they had a team meeting and are requesting that someone from the City Manager's or CDC office meet with them at all future meetings, cooperation is needed to make this project work. Gerry Bolint did attend the meeting two weeks ago -- the first team meeting. They do keep minutes of these meeting with the consultants' minutes attached as appendices. A copy of these minutes is sent to Gerry Bolint. Copies of the Project Time Schedule were distributed (copy on file with the City Clerk as Document No. 080486). The final print will be ready for City Book 70/Page 151C 11/14/88 review on February 4 and they will be presented in a workshop. The circles represent workshops -- times when something meaningful can be presented --- if there is a conflict, the meeting date can be changed. Mr. Blackman said that by June 30, the documents will be complete and ready for bid; he could not say when they would go to bid. There is a provision in the contract for some other firm to review the architect's documents; there would be a 90% review about May 15 and a 100% print and plan check on May 29; the project is complete except for any hiccups. June 30, 1989, is the date when they think they will have 100% documents that are biddable. Mr. Blackman said he is guessing, but once the steel is here is goes fast, February of 1991 is the probable date for completion. Mr. Blackman said when Council has the review of the documents, they probably should not be as concerned with the architect's work as they should be with the structural, mechanical and electrical. Mr. Blackman said they were approached by San Diego Gas and Electric Co. about THERMAL ENERGY STORAGE ANALYSIS for the proposed Civic Center; they have evaluated the cost—effectiveness of installing TES; their first analysis is based on full storage operating facility and the second is based on partial storage. According to the project engineer the building will require an approximate 200—ton peak cooling capacity. SDG&E's analysis and incentive is based on this figure; therefore SDG&E will contribute $50,000 toward the installation of TES; with this incentive, the simple payback is one year for full storage and immediate for partial storage. (See letter dated November 7, 1988, from Frank Urtasun, Account Executive, SDG&E to Mr. Tom McCabe on file in the office of the City Clerk as Document No. 080485). Mr. Blackman said the down —side of that is that it would cost an additional $15,000 in engineering services to do this thermal energy storage. There was discussion of the first cost vs. the life —cycle cost. Mr. Blackman said they would like to know as soon as practical how Council would prefer to go. Discussion. City Manager McCabe said more needs to be known, there are two kinds of systems, but we should know by the next workshop. Mr. Blackman said he would prefer two weeks because until he knows what Council wants the mechanical engineering will be delayed. Mr. Blackman and Mr. McCabe agreed to an early exchange of information to speed the process. Mr. McCabe said in that case, it could go to Council in 2-3 weeks. Mr. Blackman said the final thing on the agenda is the consultants' fees, they have negotiated fees with the consultants based on what has been learned at these workshop meetings; he thought it was settled until last month when we had the landscape architect here and when he started explaining the Plaza and so forth, there were some items that were thrown to him that had not been discussed, so l asked him to send me a letter to show where the scope of his work had increased and he did. 1 then forwarded his letter with a cover letter to Mr. Peterson suggesting that he review this and advise me of the next step. (Copies of these letters are on file in the office of the City Clerk as Document No. 080487). Mr. Blackman said the bottom line is they feel their scope is increased between $16-23,000 in fees; these changes could not have been known to us until Council indicated what they wanted at the last meeting. The fee does not include the added costs of materials and improvements; that total would be about $260,000. But there is nothing he can do until Council advises him. Councilman VanDeventer said that would make the cost of landscaping and related improvements about a half —million dollars. Mr. Blackman said the Plaza was figured on concrete and now he is talking about tile, etc.; this is for everything, the existing building, plus moving the toilets, which was not part of the original scope; these things would account for the additional costs; some of it is meritorious; however, he is just the messenger. Councilman VanDeventer said he did not remember discussing tile on the Plaza; he could see some of the things. Mr. Blackman said the road change was not part of the original scope; also Park Director Ruiz was present and there was discussion of added trees plus removing some of the old ones. Discussion. City Manager McCabe said this is the first he has seen this, he must have missed that part of the meeting. Mr. McCabe asked if there had been a vote on it and was advised there had not been. Councilman Cooper said Council needs to know what was in his original proposal, what he added to it, etc. There was discussion of the minutes of these workshops and the fact that they needed to be more detailed. Mr. McCabe said he did not think a decision could be made on just his written description and maybe it could be phased, there area certain things the City could do. Mr. Blackman said the important thing is the intent and it's not Book 70/Page 151D 11/14/88 just the landscaping but the irrigation and the lighting. The City Manager said from day one there was discussion on whether or not the street would be affected so there was always the reality of realignment of "A" Avenue; how much nobody knew until the design was completed and the dimensions known; it would seem the architect should know some indication of that should be given to the landscape architect; it would be a good idea, if Council were agreeable, to have the landscape architect here at the next meeting and have the park people here without delaying the Plaza design. There was consensus that Mr. VanDyke be at the next Council meeting. Mr. Blackman spoke again of the staff cafeteria and the roof deck and said they thought it should be eliminated -- and asked if the security tunnel should be kept or scrapped. Discussion of the square footage of the original concept of cafeteria as opposed to the staff lounge; and if the deck and canopy were eliminated, would that offset the increased cost of the landscaping? Mr. Blackman said as the deck and canopy were priced separately (as add—ons) there is no gain or Toss. Councilman Pruitt said he did not see the need for a tunnel. Vice Mayor Dalla said he did not like the idea of the tunnel being used to insulate Council from the public but he did think a connector (tunnel) was necessary. Discussion. Mr. Blackman said there is private access through the doors of the parking level to Council Chambers, no one would have access to the elevators but staff and Council. Comparisons were made to access to the El Cajon, Escondido and Chula Vista Council Chambers from Council offices. In answer to a question, Mr. Blackman said the cost of the tunnel was about $140,000 ($154,403 is the figure quoted in the Dennis Crampton & Associates, Inc. "Concept Design State Estimate presented at the October 13, 1988 meeting). Mayor Waters said security is very important. Mr. Blackman said the only other item is the next meeting. It was agreed December 15, 1988, 2:00 p.m. would be the time and date of the the next meeting. ADJOURNMENT Vice Mayor Dalla declared the meeting adjourned at 3:30 p.m. City Clerk The foregoing minutes were approved at the regular meeting of December 6, 1988. Corrections No Corrections ALL CITY COUNCIL MEETINGS ARE TAPE RECORDED. YOU MAY LISTEN TO THE TAPES AT THE CITY CLERK'S OFFICE OR THE NATIONAL CITY PUBLIC LIBRARY. COPIES OF THE TAPES MAY BE PURCHASED FROM THE CITY CLERK.