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Sep 17

That's A Wrap! - September 16, 2020

Posted to City Manager's Blog by grodericks grodericks

Thats A Wrap

Council Meeting Date: September 16, 2020
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 16 at 7 pm via Zoom Teleconference pursuant to the Governor's Executive Order. Following the Roll Call and Report out from Closed Session the Council began moving through the Agenda beginning with Presentations and Public Comments.   

The Council presented Proclamations to retired K-9 Quancy and former ADAPT President Normal Fogelberg. The Council also recognized the ADAPT Board and Area Coordinators for their outstanding efforts in support of the community's safety.  

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.   

Consent_AgendaFollowing the City Manager's Report, the Council moved to the Consent Agenda consisting of Items 7 and 16. 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 minutes of various meetings, bills and claims, Notices of Completion for the 2020 Overlay and Patching projects, adoption of a Resolution designating voting delegates to the 2020 League Conference, a Resolution accepting COPS Grant Funding, a Resolution approving an application for Per Capita Grant Funds, Ratification of the Continuing Emergency due to COVID-19,  and acceptance of the 4th Quarter Treasurer's Report. The City Council removed the League Delegate Item (approved under Regular Agenda Items) to request that the League Resolutions be considered by the Council at the October 7 Study Session.

Public_Hearing_Image Next up was Public Hearings.

Item No. 16 was a Public Hearing to Introduce an Ordinance Amending the Atherton Municipal Code Chapter 17.52 related to Accessory Dwelling Units. After the Staff Report, questions and public comment, the Council discussed the draft ordinance. The Council discussed issues related to legal non-conforming structure replacement, inclusion of language to address enforcement of the owner occupancy requirements, impact of parking requirements, and setbacks. Following discussion, the Council introduced the Ordinance for its 1st Reading (2nd Reading and Adoption to be scheduled for October 21). The Council expressed displeasure at the State mandated requirements related to the proposed amendments, its potential impact on the character of the Town, and directed staff to incorporate language in the Ordinance's preamble articulating the Council's concerns about the State's overreach. 

Regular_Agenda_ImageNext up was the Regular Agenda.

Item No. 17 was discussion and direction regarding the Town's participation in the HEROES Project. Following a brief staff report and public comment, the Council discussed the Town's participation in the project. Following discussion, the Council opted not to participate in the project. 

Item No. 18 was direction to staff regarding next steps on withdrawal from the South Bayside Waste Management Authority (SBWMA). Following a brief staff report and public comment, the Council discussed issues related to current cost, future costs, risk of continued SBWMA membership as it relates to future costs, public comment issues raised by Recology, and the Town's continued membership in the SBWMA. Following discussion, the Council directed that staff move forward with finalizing negotiation of a franchise agreement with Greenwaste Recovery to begin January 1, 2021, authorize the Mayor to execute the agreement on behalf of the Town and directed the City Manager to facilitate the Town's exit from the SBWMA.  

Item No. 19 was consideration of a Request for Proposal (RFP) for the Operation and Maintenance of a proposed Library Cafe. Following a staff report and public comment, the Council discussed issues related to operation of the cafe, non-profit versus for profit operators, opportunity for partnership with an event manager for the Park, minor corrections in the RFP, and size and opportunity of the space. Following discussion, the Council asked that staff return the item, with edits as directed, for consideration at the October 21 Council Meeting. 

Item No. 20 was consideration and direction of the million-dollar donor naming requests. Following a brief staff report and public comment, the Council discussed issues related to recognition levels, opportunities, and guidelines. Following discussion, the Council accepted the naming requests of the million-dollar donors as presented by Atherton Now and directed staff to connect with Atherton Now to advise of the Town's recognition guidelines (8 1/2" x 11" plaque, placement considerations, etc.). 

Item No. 21 was direction regarding potential revisions to the City Council Handbook and Rules of Procedure. Following a brief staff report and public comment, the Council discussed various provisions within the Handbook and Rules of Procedure and discussed possible revisions. The Council provided feedback with respect to the creation of Ad Hoc Subcommittees, representation of the Town and Council's direction by members of the Council, and engagement by other members of the Council on issues once a Subcommittee has been formed to address those issues. Staff will make the directed revisions, as well as other minor corrections, and return the Handbook and Rules of Procedure for consideration at the October 21 Regular Meeting. 

The last item on the Agenda, Item No. 22 was an update on the Town Center Project, direction regarding future fountain design and placement, approval of a Scope of Work for WRNS, and approval of a settlement with S.J. Amoroso regarding CPE#13 and CPE#51. Following a staff report and public comment, the Council directed staff continue to move forward with the proposed fountain design and placement and approved both the Scope of Work with WRNS and the Settlement Agreement with S.J. Amoroso.

Following Council Reports and Final Public Comments, having cleared the entire Agenda, at approximately 10:37 pm, that as they say - was a wrap!

The next meeting of the City Council will be a Special Meeting/Study Session on October 7 at 3 pm. On the Agenda is consideration of appointment to the Finance Committee; discussion and direction regarding the League of Cities Legislative Resolution; Consideration of an Agreement with Caltrain for closure of the Atherton Rail Station; direction regarding event management services at Holbrook-Palmer Park; and Review and Direction Regarding the Bayfront Canal Project MOU and Project Terms.  

GeorgeThanks for reading!

George Rodericks
City Manager

Town of Atherton

Jun 05

Town Center Update - June 5, 2020

Posted to Town Center Project Activity Blog by grodericks grodericks

Atherton Town Center - Project Activity

Construction continues in earnest on both City Hall and the Library. Floors have been poured for the new City Hall - both 1st and 2nd floor. Work continues now on installation of the utility systems, roofing systems, and fire systems. On the Library, most of the work is dedicated to the new rammed earth walls. 

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

Naming and Donation Opportunities

New_RoadConstruction funding for City Hall, Police Building and Site Improvements ($28.7 million) consists largely of donations and the Town's General Funds. To assist with cash flow during the project's construction timeline, the Town issued a Certificate of Participation (COP). COPs are a short-term funding tools for projects and are used mainly for large, multi-year infrastructure projects. The Town would like to retire this short-term debt sooner than it would be obligated to do so (10-years). To do so, additional donations toward the project would be required.  

Recently, the City Council mailed a Naming and Donation Opportunities letter to all Atherton residents - this is available online as well. The Council invites the community to become a part of Atherton's history by donating with a Naming Opportunity. The Council identified unique Naming Opportunities connected to the project - some of which have already been selected but there are plenty more opportunities! The City Council considers awards of naming opportunities at their regular meetings as donations are received. 

Donations will assist the Town in reducing or eliminating the need for a short-term COP to bridge the revenue flow gap during construction. The opportunities for naming have various ranges with the most significant being the ability to name a new road that will connect Fair Oaks Lane to Ashfield Road and run next to the new Town Center. 

It is very exciting to see this long-awaited new Town Center and Library come to life. The projected opening is Fall 2021, absent delay associated with COVID-19. For more details on naming opportunities and donations and how to enhance your current donation or become a part of history by making a new one, visit the donation website.

City Hall and Police Building

The image below is from today as interior utility work continues on the City Hall Building. The Building is taking clear shape.   
City Hall June 2020

On the right of the image is the single-story Council Chambers portion of the Building. The Council Chambers also serves as the Town's Emergency Operations Center and connects directly to the Police Building. The second floor of the Police Building is set back from the first floor and includes the break room, training room, locker rooms and offices. The lower floor of the Police Building includes the briefing room, interview rooms, and evidence storage. 

Along the left side of the image on the lower floor is the lobby area and on the second floor is the walkway across the lobby to Community Development (Building, Planning and Public Works Offices). Administration is on the lower floor on the left. 

In the near portion of the image, you can see vehicles in the temporary Police Parking Lot. This area will eventually become the Civic Court of the new facility. 
Below is a Site Plan for the full project. 


Historic Town Hall

Historic Town Hall InteriorMost of the interior work of the Historic Town Hall building is further down in the project timeline. There is currently no activity on the Historic Town Hall.

This building will ultimately become a part of the new Library connected via a deck and french doors that spill out from the side of the building onto the new deck. 

Library Building

The image below is from this week. Work this week focused on the forming of the new rammed earth walls for the Building.
Library Shotcrete  

Site Work

Site work continues for utilities and other required site improvements. 

Here's a view of the new entrance to City Hall coming in off of Fair Oaks Lane. Administration Offices are on the right. The first floor will be Town Administration and the Post Office. The second floor is the Building, Planning, and Public Works Departments. The bottom and top floors on the left are the Police Department. Secure Parking Lot entry is off to the left of the main building. 

The Look Ahead

Work Areas for the Week of June 8
  • Installation of Fire Service and Water Lines
  • Installation of Power and Communication Conduits
  • Exterior Wall Layout/Deflection Clips
  • Install Steel at Mechanical Platforms
  • Installation of Utility Ductwork 
  • Installation of Overhead Plumbing and Piping
  • Rough-in Fire Protection
  • Install Stair 2-3
  • Place Forms and Shotcrete for Rammed Earth Walls
Work Areas for the Week of June 15
  • Exterior Wall Layouts
  • Installation of Utilities, Plumbing and Piping
  • Form Interior Curbs
  • Frame Coordinated Walls
  • Install Door Frames (Ancillary Building)
  • Place Forms and Shotcrete for Rammed Earth Walls

Project Financials

 Payment Request Period Town Share Library Share Total
Payment Request #1 June 2019 $983,533 $538,622 $1,522,155
Payment Request #2 July 2019 $540,673 $587,037 $1,127,711
Payment Request #3 August 2019 $605,478 $972,754 $1,578,232
Payment Request #4 September 2019 $997,235 $638,317 $1,635,551
Payment Request #5 October 2019 $969,456 $252,633 $1,222,089
Payment Request #6 November 2019 $1,318,002 $341,692 $1,659,694
Payment Request #7 December 2019 $1,346,738 $555,978 $1,902,716
Payment Request #8
January 2020
$1,289,498 $480,925 $1,770,423
Payment Request #9 February 2020 $1,042,792  $342,867 $1,385,659
Payment Request #10 March 2020 $1,242,721 $440,645 $1,683,366
Payment Request #11
April 2020
$309,292  $248,412 $557,694
Payment Request #12
May 2020
$1,391,401  $713,524 $2,104,924
Totals   $12,036,809 $6,113,406 $18,150,215
Initial Project Bid   $28,701,034 $18,375,966 $47,077,000
Net Change Orders   $41,168 $73,803 $114,971
Updated Project Cost   $28,742,202 $18,449,769 $47,191,971
% Complete based on $   42% 33% 38%
Target Based on 25-Month Schedule   48%

At 38% completion, approved change orders for the project are at 0.24% - $114,971 of $47.1 million. 

George Rodericks
City Manager