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Mar 19

That's A Wrap! - March 18, 2020

Posted to City Manager's Blog by grodericks grodericks

Thats A Wrap

Council Meeting Date: March 18, 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 March Regular Meeting on Wednesday, March 18 at 7 pm via teleconference pursuant to the Governor's Executive Order No. 25-20. The meeting agenda was limited to the Consent Agenda and essential Regular Agenda Action Items. Following Roll Call, the Council began moving through the Agenda beginning with Public Comments.   

Staff read several public comments into the record related to active construction activity in the Town and the Town's allowance of private construction projects to continue under COVID-19 circumstances. Other public comment was taken via teleconference attendees.

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. Staff answered questions related to the ongoing conversations with Caltrain on the Station Closure and the deployment of public safety resources in response to COVID-19.

Consent_AgendaFollowing the City Manager's Report, the Council moved to the Consent Agenda consisting of Items 7 and 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 and claims, 2nd Reading and Adoption of Ordinances related to Alarm Systems and Construction Hours, Approval of the Annual Report on the Town's General Plan, Adoption of an Amendment to the Cable JPA, approval of an amendment to the Agreement with R3 Consulting, and an award of contract for Street Patching. Item No. 9, Approval of a Debt Policy was continued to the April Regular Meeting.  

Regular_Agenda_ImageNext up was the Regular Agenda.

The first item on the Regular Agenda was Item No. 15, a Resolution of the CIty Council confirming the Town's Proclamation of Local Emergency due to COVID-19. Following public comment and discussion, the City Council ultimately adopted the Resolution confirming the existence of the local emergency in response to the COVID-19 Pandemic. The Council also provided the City Manager with feedback regarding the handling of some of the exceptions under the Shelter-in-Place Order.

Construction Activity - The City Council discussed various concerns related to the continuation of private residential construction. Ultimately, the Council decided that it was in the best interest of the safety of the community, staff, and workers on the sites to prohibit the continuation of non-emergency private residential construction. The Council directed that staff work with contractors to shut down and "make safe" construction sites for the duration of the Shelter-in-Place Order. All projects will be allowed to work on Saturday, March 21 in furtherance of this mandate to facilitate a timely shut down of the project. Projects that need additional time will work with the Building Official to arrange for work the week of March 23, but all sites will be shut down with maximum urgency. The Council directed that the shut down of construction also apply to the Town Center Construction Project. All sites will be encouraged to employ rotating shifts of site security or video security as the Atherton Police Department will be unable to patrol all sites proactively. The City Council will re-evaluate this mandate periodically moving forward and will seek to relax the mandate as quickly as possible as COVID-19 conditions positively evolve.  

Interpretations of Activity Under the Shelter-in-Place Order - The City Council discussed some of the provisions of the Order, to include the provision of personal services such as home cleaning services, landscaping services, and other personal care services. The Council advised that the Order was specific with respect to what was or was not an essential service in many areas; but some areas were not identified or not clear. Home cleaning services and home care services (child and adult) were identified as an essential service related to the care of the home and family members. Landscaping services were not identified as an essential service. Emergency services related to construction activity, such as the need to repair a water heater, plumbing leaks, electrical issues, and other emergent needs would continue to be allowed in the interest of maintaining a safe residence. If these items require a permit, those could be obtained electronically via the Town's Building Department. The Council asked that staff incorporate a set of FAQs onto the Town's COVID-19 website, in addition to those provided by the County that will assist our residents moving forward. 

Enforcement - Resources of the Town are not sufficient to proactively enforce all of the provisions of the Shelter-in-Place Order. Emergency response personnel will address issues as they see them in the field employing maximum safety through social distancing protocols. Flyers will be created that can be left on vehicles of contractors and landscape service personnel that are identified in the field advising each that work is not allowed. There will be limited in-person contact unless such contact is possible through technology options and social distancing protocols. Residents are encouraged to self regulate all non-essential services to their home. These services include non-essential construction or renovation activity (house painters, field design work, flooring replacement, minor interior remodels, etc.), landscaping or gardening services, window washing services, etc. 

The Town has two primary online resources for local information related to COVID-19.

- Town News Flash - Message from the City Manager - COVID-19
- Town COVID-19 Webpage

The County has two primary pages for resources on COVID-19 

San Mateo County General Webpage with COVD-19 Links and FAQs
- San Mateo County Health Officer COVID-19 Webpage

Next was
Item No. 16, approval of and authorization to execute a Notice of Intent to Withdraw from the South Bayside Waste Management Authority. Following a staff report and public comment, the Council discussed the issuance of a letter and pending negotiations with Greenwaste Recovery. Following discussion, the Council approved the issuance of the Notice of Intent. 

Following Council Reports and Final Public Comments, having cleared the entire Agenda, at approximately 9:16 pm, that as they say - was a wrap!

Audio of the teleconference will be posted to the Town's website as soon as it is available.

The next Regularly Scheduled meeting of the City Council will be April 15. It is likely that there may be Special Meetings of the City Council between now and April 15 to report and evaluate on the local emergency and the imposition of mandates under the Order. These meetings will be teleconference meetings. Pursuant to the Governor's Executive Order, staff will not open public facilities for access. All meeting participants are encouraged to participate virtually. 

GeorgeThanks for reading!

George Rodericks
City Manager

Town of Atherton

Feb 28

Town Center Update - February 28, 2020

Posted to Town Center Project Activity Blog by grodericks grodericks

Atherton Town Center - Project Activity


Work continues with a focus on the City Hall Building as steel is erected and the structure begins to go vertical. Work continues on the Rammed Earth Wall mock-up to test its design and constructibility. Electrical and mechanical work continues in the under slab of the Library Building. The Police Department Ancillary Building gets ledgers for decking. Communication conduits are run throughout the site. 

Live webcams for
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_RoadThe City Council recently sent a Naming and Donation Opportunities letter to all Atherton residents. The letter should be mailed early next week. The Council invites the community to become a part of Atherton's history. The new Town Center Project is by far the largest undertaking in the Town's 97-year history and as you can see below it is well underway! The Council identified 20 unique Naming Opportunities connected to the project. Donations would assist the Town in reducing or eliminating the need for short-term financing to bridge the revenue flow gap during construction. The opportunities for naming have various ranges with the most significant being the ability to name the 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. 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

Full Town Hall SiteThe photo to the right is an image from January looking across the City Hall and Police Building toward the location for the new Police Ancillary Building in their Secure Parking Lot - toward Caltrain.

The single-story, concrete masonry unit (CMU) building will be used to store:

  • Stolen Evidence/Vehicles
  • Property Storage
  • Fleet Maintenance
  • Police Motorcycles
  • Special Operations/Emergency Equipment
  • Emergency Generator & Power Equipment
Steel at City HallThe image to the right is from today as steel work continues on the City Hall Building. A construction crane pulls the steel up and around the building as crews set it to build the frame of the building. The contractor has been authorized to request work variances for hours in order to move the steel work forward quickly. A work variance has been approved for Saturday, February 29 to work from 9 am to 5 pm. Ingress and egress for Saturday is restricted to Fair Oaks Lane. The contractor will be providing neighborhood notices. Work is limited to steel installation.

Steel at City Hall II
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. Currently the contractor is removing exterior plaster around the windows for new window installation and demolishing the interior subfloors an walls. 

Work is also being prepared to seismically retrofit the building. 

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

REW_CompleteMost of the work this week the under slab electrical and rammed earth wall mock-up. Work will continue on the communication conduits for the building and move into the under slab foam and underfloor electrical.
Rammed earth walls provide better thermal protection by absorbing or slowing down the passage of heat through the material. On average, a rammed earth wall will help regulate the building's interior temperatures improving its energy performance. In addition, the rammed earth wall will have sound reverberation characteristics that will improve sound insulation from passing trains.

The image below is the similar view from February 2020. Most of the current work is focused on the City Hall Building.
Library February 28

Site Work

Site work this week finished up connections for storm drains and water lines. 

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 March 2
  • Installation of Fire Service Line and Water Line - All Buildings
  • Erection of Structural Steel - City Hall Building
  • Installation of Electrical to POC - Library
  • Installation of communication conduits to Town Hall - Library
  • Underslab Mechanical - Ancillary Building
  • Installation of Ledgers - Ancillary Building
Work Areas for the Week of March 9
  • Erection of Structural Steel - City Hall Building
  • Finish communication conduits to Town Hall - Library
  • Install Underslab Foam - Library
  • Install Underfloor Electrical - Library
  • Installation of Ledgers - Ancillary Building
  • Set Structural Steel - Ancillary Building

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
Totals   $8,050,613 $4,367,958 $12,418,572
Initial Project Bid   $28,701,034 $18,375,966 $47,077,000
Net Change Orders   $41,532 $73,410 $114,952
Updated Project Cost   $28,742,566 $18,449,376 $47,191,942
% Complete based on $   28% 24% 26%
Target Based on 25-Month Schedule   32%

At 26% completion, change orders for the project are at 0.2% - $114,952 of $47.1 million. 

George Rodericks
City Manager