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Sep 19

That's A Wrap! - September 18, 2019

Posted to City Manager's Blog by grodericks grodericks

Thats A Wrap

Council Meeting Date: September 18, 2019
Video Link:

Details of each item can be found via the links to Staff Reports within the narrative. 

The City Council met for the September Regular Meeting on Wednesday, September 18 at 7 pm in the Pavilion at Holbrook-Palmer Park. Following the Pledge of Allegiance and Roll Call, the Council moved to Presentations. During Presentations, the Oath of Office was administered to new Atherton Dispatcher Debra Allen and the Commander presented a Proclamation for Code Enforcement Officer Safety Awareness and Recognition Week. 

Following Presentations, the Council moved to Public Comments. During Public Comments, a resident noted the Lindenwood Homeowner's Association Annual Meeting on September 22 and the Atherton Arts Foundation Show on 9/21.

ReportFollowing Public Comment, the Council moved to the City Manager's Report. The City Manager's Report is prepared monthly as part of the City Council's Regular Agenda. In addition to current reports from the City Manager, it includes departmental updates on the various happenings around Town such as reports from Administration, Community Services, Planning, 
Police, and Public Works. The Council received Oral Reports from the City Manager and staff on various issues contained within the City Manager's Report. 

Library_Piers_8-26-19After the City Manager's Report, the Council heard Item No. 22, an Update to the Civic Center Project. Staff provided the Council with an update on the project's progress, budget, timeline, and activity. More information on the Project can be found on via the Project Blog, Website, and Webcams

Following Item No. 22, the Council returned to the Consent Agenda consisting of Items 8 through 14. Items on the Consent Agenda are considered routine in nature and are generally considered in one motion and adopted by a 
single vote of the Council. Included in this month's Consent Agenda were bills, minutes, Treasurer's Report, Adoption of a Resolution Designating a Voting Delegate to the League Annual Meeting, Acceptance of Work for a Slurry Seal Project, Resolution for the SLESF COPS Grant Funding, and Approval of a Tennis Shelter Project. Following a brief comment, the Council approved the items on the Consent Agenda. 

Following the Consent Agenda, the Council took up the Regular Agenda.

The first item on the Regular Agenda was Item No. 15, Review of Possible Revisions to various Town Fees and Charges in the Master Fee Schedule. Staff made a presentation noting the need to adjust the fees due to increases in labor costs over the last 5 years as well as recommendations to add various fees and charges to the Fee Resolution. It was noted that, with the exception of market rental of facilities, the Town can only set the cost of a fee or charge for actual cost recovery or less. Following the Staff Report and Public Comment, the Council discussed issues related to construction without a permit, charges for solar panels, fees for various Park rentals, planning permits, and charges for police service permits related to before and after hour construction activity. Following discussion, the Council provided staff with direction to return a fee resolution at the October City Council Meeting for adoption based on input received.  

GP_PresentationItem No. 16 on the Agenda was a Discussion on the General Plan Update for 2019 and the various Plan Elements. Following a Staff Report and Public Comment, the Council discussed various high-level policy issues for the General Plan focusing on the inclusion of policy goals from the Town's various Master Plans (with or without specificity); changes to the Town's long term policy objectives related to High Speed Rail, Caltrain, and Grand Boulevard Initiative; description of the Town's character in the narrative of the Plan; street identification as arterial or collector or residential; noise element; and heritage trees. Following discussion and feedback, the Council directed that staff set a future Study Session for the Council to focus solely on the General Plan Update; and, directed that staff return the Noise Ordinance separately for Council consideration related to the provisions pertaining to Social Gatherings. 
Next, the Council discussed Item No. 17, relating to an Ordinance Amending the Town's Construction Time Limit Provisions. Staff provided a brief Staff Report noting that the proposed ordinance would eliminate the cap that presently exists for violations of the Town's Construction Time Limit provisions. Following the Staff Report and Public Comment, the Council discussed the various provisions of the Construction Time Limit ordinance; the 30-day notice period following the ordinance deadline for compliance; and the applicability of the ordinance amendments. Following discussion, the Council introduced the Ordinance for 1st Reading and set its second reading and adoption for October. The Council asked that staff connect with the Builder's Roundtable to discuss the impact of potentially reducing the 30-day notice period to 15-days or eliminating it entirely. 

GI_ExampleItem No. 18 was Adoption of the Town's Green Infrastructure Plan. Staff presented the Staff Report outlining the Green Infrastructure Plan; the State Mandated requirements; the Countywide versus Jurisdictional requirements and applicability; opportunities for local compliance; and possible projects. Following the Staff Report and Public Comment, the Council discussed issues related to local stormwater projects undertaken by private property owners in compliance with the Town's existing ordinances and the potential for credit for those projects; requirement for adoption of the Plan; future cost; and compliance requirements. Following discussion, the Council adopted the Plan. 

Item No. 19 was discussion of how to use the Town's Rule 20A Utility Undergrounding Work Credits, including the potential sale of those funds. Staff presented a brief Staff Report outlining the Town's options with respect to the funds; the potential for sale; relationship to the League's Wildfire Area application of the funds; and pricing. Following the Staff Report and Public Comment, the Council directed that staff further investigate the possible sale of the funds with a revenue expectation of $0.35 - $0.50 on the dollar. 

Item No. 20 was a Response to the Grand Jury Report regarding Pensions. Staff provided an overview of the proposed response for the Mayor's signature. Following the Staff Report and Public Comment, the Council discussed minor modifications to the letter noting that the Town reviews pension costs within its annual audit and that audit is posted on the Town's website; that the Town has prioritized contributions toward Other Post Employment Benefit funding (OPEB); and that the Town has made attempts at revenue raising tax measures via the Parcel Tax. The Council approved the response, with modifications. 

Last up was Item No. 21, Response to the Grand Jury related to Electric Vehicle Fleet Adoptions. Following a brief Staff Report and Public Comment, the Council discussed the use of electric vehicles in the Town's fleet, noting the limitation that most of the Town's fleet were police vehicles that had restrictions on the viability of electric vehicle use. Following discussion, the Council approved the response noting that electric vehicles should be incorporated where "practical".

Following Council Reports and Final Public Comments, having cleared the entire Agenda, at approximately 10:13 pm, that as they say - was a wrap!

The next meeting of the City Council will be September 24 at 5 pm in Menlo Park for a Joint Meeting with the City of Menlo Park. On that Agenda will be a discussion of interagency policing operations and input into development projects that impact traffic and pedestrian safety.

The next regular Town meeting will be October 2 for a Study Session Meeting. The October 2 meeting tentatively includes a brief demonstration of County Voting Machines; a Report and Recommendation to the Council on the possible use of Public Safety Cameras and Automated License Plate Readers; and a Report from the Fire Services Subcommittee.

GeorgeThanks for reading!

George Rodericks
City Manager

Town of Atherton

Oct 02

Town Center Update - October 3, 2019

Posted to Town Center Project Activity Blog by grodericks grodericks

Atherton Town Center - Project Activity

Batter BoardsOverall project work this week focused on storm drain installation, drilling and installing piles for the City Hall and Police Building, pile caps for the Library, and grouting and wrapping the embeds for the footings on the Library. 

When you view the site, you'll see a series of "batter boards" up around the footprints of the new buildings. Batter boards are temporary frames that are set beyond the corners of a planned foundation at precise elevations. You can get a rough layout of the building by looking at the batter boards. 
batter-boardsThe batter boards are typically set outside the corner stakes of the building. There's an image below that shows the batter boards and the Mason's lines for the Library Building. The batter boards for these buildings are set approximately 4-5 feet beyond the edges of the actual building. Finished floor elevations are above the batter boards by another 8-12 inches.

The total Town Center site is set on approximately 5 acres (219,425 square feet). The footprint of the existing buildings occupied approximately 26,000 square feet distributed across the entire site. There was another approximate 25,000 square feet of restricted and enclosed space for secure police parking, police facilities, and the corporation yard. The remainder of the site consisted of roadways, parking, and open space. There were a total of 122 parking spaces throughout the site (not including the Caltrain parking spaces along the rail corridor). Town facilities (buildings and enclosed spaces) occupied approximately 23% of the entire site area.

With the redesigned site, the footprint of Town facilities (buildings and enclosed spaces) occupy approximately 17.5% of the entire site area returning nearly 13,000 square feet to general public use. Further, the prior site had a significant amount of parking behind City Hall that was used intermittently for construction parking overflow and overnight parking - but overall, rarely used. Based on a site use analysis that evaluated time of use and need based on the types of activities at the site, the parking was reduced to 58 total public spaces (plus the parking spaces in the Caltrain corridor). This resulted in a return of another approximate 10,000 square feet to general open space. Overall, the redesigned site will return approximately 23,000 square feet of hardscape to landscaped open space.  

Live webcams for Library and City Hall/PD Building are active on the Town's website. There is also a project progress photo gallery

City Hall and Police Building

For the new City Hall and Police Building this week, Amoroso continued work on drilling and installing the piers for the building. There are 105 total piers for the new building at varying depths.

The entry into the building from the Fair Oaks side will include a ramp and a small set of stairs. As you cross the site, the difference in elevation of the pad to natural grade decreases as the natural grade elevation increases. This difference in grade is not something you may have noticed on the original site, but in order for the new Civic Court to daylight out to natural grade near the historic Council Chambers the pad ends up higher on the Fair Oaks side of the project.

As yoSecure PD Parking and Ancillary Buildingu look at the pad from Fair Oaks, to the left you'll see part of the existing roadway that's maintained at the present time. Under this section is the large 36-inch CPUC Water Line. Design and work on this project had to protect that line in place as the CPUC refused to relocate the line as part of the Town's project. This not only put constraints on the design but also causes construction challenges. To the left of the CPUC water line is the pad layout for the Police Department Ancillary Building. The water line traverses the Police Department's new secure parking lot which is west of City Hall. 

Historic Town Hall

Demolition of the interior of the historic Town Hall building is complete. This building will ultimately become a part of the new Library connected via a deck and patio doors that spill out from the side of the building onto the new deck. You can see the layout of the new patio and dec in front of the grade beams currently excavated for the Library. 

Work on this building will be sealed up for the winter season as work continues elsewhere on the project site. Once the interior work begins, work will resume on the historic Town Hall building. 

Library Building

Library LayoutWork this week focused on the pile caps and grouting and wrapping the embeds on the piers. You can see the Mason's lines attached to the batter boards that frame up the exterior wall locations for the new building. 

As the line moves back toward the Historic Town Hall, it meets at two existing windows. These windows will be removed and replaced with a pair of french doors that will lead out from the community room (old Council Chambers) onto a deck that extends to the right of the Mason's lines visible in the photo. 

Take a look at the Project Webcams and you'll get a good feel for what the shape of the final building will be and how it relates to the project site. 

Site Work

Overall site work this week still focused on utilities. While the main sewer line is complete, laterals needed to be added. Storm drain work is also continuing. CalWater is onsite to complete the new water line for the project. Once all this underground work completes, Amoroso can seal up the holes and the buildings will begin to go vertical.

We expect the foundations to be complete and concrete slabs to be poured by the end of this year. After that, steel will begin its installation as the buildings go vertical.

The Look Ahead

Work Areas for the Week of October 7
  • Finish Work on Storm Drain System(s)
  • Drill & Install Piles for City Hall/Police Building
  • Layout and Excavate Grade Beams for City Hall/Police Building
  • FRP Bottom Notches Pile Caps for City Hall/Police Building
  • Grout and Wrap Embeds for City Hall/Police Building
  • Finish Grout and Wrap Embeds for Library Building
  • Install Rebar & PT Cables at Grade Beams for Library Building
  • Set AB Templates and Bolts for Library Building
  • Layout Ancillary Building for Police
  • Layout Grade Beams and Set Batter Boards for Ancillary Building
Work Areas for the Week of October 14
  • Install Water Supply to City Hall and Library Buildings
  • Install Underground Electrical to City Hall and Ancillary Building
  • Finish Grout and Wrap Embeds for City Hall/Police Building
  • Finish Rebar & PT Cables at Grade Beams for Library Building
  • Install Under Slab Electrical and Plumbing for Library Building
  • FRP Stem Walls and Curbs at Library Building
  • Excavate Grade Beams and Set Rebar Templates at Ancillary Building
Work Areas for the Week of October 21
  • Finish Installation of Water Supply to City Hall and Library Buildings
  • Finish Installation of Electrical to City Hall and Ancillary Buildings
  • Install Grade Beams and Rebar for City Hall/Police Building
  • Install Sleeves/Blockouts for City Hall/Police Building
  • Set AB Templates/Bolts for City Hall/Police Building
  • FRP Stem Walls and Curbs at Library Building
  • Install Rebar for Ancillary Building

Project Financials

 Payment Request Period Town Share Library Share Total
Payment Request #1 June 2019 $983,533.46 $538,622.09 $1,522,155.55
Payment Request #2 July 2019 $540,673.34 $587,037.46 $1,127,710.80
Payment Request #3 August 2019 $605,478.32 $972,753.77 $1,578,232.09
Totals   $2,129,685.12 $2,098,413.32 $4,228,098.44
Initial Project Bid   $28,701,034 $18,375,966 $47,077,000
Net Change Orders   $27,021 $42,847 $69,868
Updated Project Cost   $28,728,055 $18,418,813 $47,146,868
% Complete based on $   7.4% 11.4% 9%
Target Based on 24-Month Schedule   12.5%

George Rodericks
City Manager