Special City Council Meeting Agenda Packet 07-15-15

8/20/2019 Special City Council Meeting Agenda Packet 07-15-15

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CITY COUNCIL MEMBERS

JASON BURNETT, MAYOR

VICTORIA BEACH

KEN TALMAGE

CARRIE THEIS

STEVE DALLAS

SPECIAL MEETING

WEDNESDAY, JULY 15, 2015

4:30 P.M.

Council Chambers, City Hall

East side of Monte Verde Street

Between Ocean and Seventh Avenues

and

Teleconferencing Location

George Fraser Community Room, Ucluelet

Community Centre500 Masterson Drive, Ucluelet, British Columbia,

Canada

NOTICE OF PARTICIPATION BY TELECONFERENCE

Pursuant to Government Code Section 54953 (b), this meeting will include a

teleconference location at the George Fraser Community Room, Ucluelet

Community Centre, 500 Masterson Drive, Ucluelet, British Columbia, Canada.

Mayor Burnett will be participating via teleconference. The public will have the

opportunity to address the City Council at this teleconference location pursuant

to Government Code Section 54954.3. All votes during the teleconferencingsession will be conducted by roll call vote. The teleconference location will be

accessible to the public and the agenda will be posted at the teleconference

location 24 hours before the meeting.

1. CALL TO ORDER and ROLL CALL

Mayor: Burnett

Mayor Pro Tem: Beach

Council Members: Dallas, Talmage, Theis

2. PLEDGE OF ALLEGIANCE


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General Information: The City Council of Carmel-by-the-Sea meets in Regular

Session on the First Tuesday of each month at 4:30 p.m.,

unless otherwise noticed. The City Council may also meet

on the First Monday of each month in a Special Meetingand/or a Workstudy Session at 4:30 p.m., unless otherwise

noticed.

Council Agendas: City Council agenda packets are available for public review

on the City website at www.ci.carmel.ca.us and in the Clerk’s

Office on the Friday prior to the scheduled meeting. Any

writings or documents provided to a majority of the City

Council regarding any item on the agenda will be made

available for public inspection. Interested members of the

public may subscribe to the Council Agenda by submitting arequest to the City Clerk.

Public Participation: Meetings are open to the public and the City Councilwelcomes your participation. Any member of the public maycomment on any item on the agenda. Testimony is limited tothree (3) minutes per speaker, or as otherwise establishedby the City Council.

Broadcastings: Meetings are streamed live on-line and archived for easyaccess anytime day or night. Visit the City’s website at

www.ci.carmel.ca.us to view the meetings or watch atelevision rebroadcast on the first Sunday after the CityCouncil meeting at 8:00 a.m. on MCAET Channel 26.

ADA Notice: In compliance with the Americans with Disabilities Act, if you

need special assistance to participate in this meeting, please

contact the City Clerk’s Office at 831-620-2007 at least 48

hours prior to the meeting to ensure that reasonable

arrangements can be made to provide accessibility to the

meeting (28CFR 35.102-35.104 ADA Title II).

http://www.ci.carmel.ca.us/http://www.ci.carmel.ca.us/http://www.ci.carmel.ca.us/http://www.ci.carmel.ca.us/http://www.ci.carmel.ca.us/http://www.ci.carmel.ca.us/http://www.ci.carmel.ca.us/


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3. PUBLIC APPEARANCES

Anyone wishing to address the City Council on matters within the jurisdiction of the City and are not on the agenda may do so now. Matters not appearing on theCity Council’s agenda will not receive action at this meeting but may be referredto staff for a future meeting. Presentations will be limited to three (3) minutes, or

as otherwise established by the City Council. Persons are not required to givetheir names, but it is helpful for speakers to state their names in order that theCity Clerk may identify them in the minutes of the meeting. Always speak into themicrophone, as the meeting is recorded.

4. ORDERS OF COUNCIL

Orders of Council are agenda items that require City Council discussion, debate

and/or direction.

4.A Consideration of Options for the Forest Theater Project, including:

Handicapped Parking, West Pathway and Driveway, and

Vehicular Access Location(s).

Recommendation: Consider options for Forest Theater Project and

provide staff with direction.

5. ADJOURN


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CITY OF CARMEL-BY-THE-SEA

Council Report

July 15, 2015

To: Honorable Mayor and Members of the City Council

From: Douglas J. Schmitz, City Administrator

Subject: Consideration of Options for the Forest Theater Project, including: Handicapped

Parking, West Pathway and Driveway, and Vehicular Access Location(s).

RECOMMENDATION(S): Consider options for Forest Theater Project and provide staff with

direction.

EXECUTIVE SUMMARY: Some members of the community and of the City Council have voiced

continuing concerns about the location of the handicapped parking stall to be constructed as part ofthe Forest Theater rehabilitation. These concerns have dealt with aesthetics, vehicle-pedestrianconflict and the driveway and its accompanying pedestrian walkway. Since the award of the contractto Otto Construction, there has also been renewed interest in a “west” pathway option.

ANALYSIS/DISCUSSION: Project Manager Andy Vanderford has worked with the architect, CAW,

and a proposal for a west path has been sketched. A copy is attached. The packet contains sketches

of various handicapped alternatives that have been developed over the years. CAW initially prepared

three; Brian Congleton and McCann one each.A drawing of the proposed west side pathway is

enclosed, along with a new CAW option for the location of handicapped parking.

There are several matters of importance that Staff believes the Council should be aware of before

making a decision. Those are:

1) CEQA: the “triage” project received a categorical exemption to get the historic facility’s red tag

removed and the minimum work undertaken to be reopened. Separate review of the proposed

triage project was not conducted by the Planning Commission and the Historic Resources

Board given the urgency of the triage work and the nature of the work: a repair of an existing

facility with the absolute minimum of additional work included to address safety issues and

accessibility requirements. Planning staff is initially of the position that the proposed options, if

pursued, necessitate project evaluation and design review by both the Historic Resource

Board and Planning Commission.

2) HRB: the Forest Theater is a City-designated historical resource. As such, the proposed

options trigger a design study and a determination by HRB as to consistency with historic

preservation requirements.

3) TREES: in the fall of 2014, Council decided against the initial recommendation of CAW for a

west pathway because of concerns about damage to the oak trees and root systems due to

grading for the pathway.

4) DAMAGES: some persons have mentioned removing portions of the contracted project, such

as the driveway and the adjacent pedestrian way west of the driveway. While Staff would work

Council Meeting Date: 07/15/2015 Agenda Item: 4.A

Page 1


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with Otto Construction to try and minimize the contractual impacts, Otto could pursue damages

if significant changes to the project which it bid on and for which the contract was awarded are

altered/removed.

5) CALENDAR: Andy Vanderford has prepared a proposed Change Order Schedule (included)

which shows a late November 2015 timeline just to get through the Construction Document

Design Phase. Plan Check, CEQA review, and Permitting and Construction would follow this

phase. The timeline for the completion of the “triage” phase is for all work to be completed by

early November 2015.

ATTACHMENTS:

1. Packet including: new CAW option 4, CAW option 1-3, Congleton plans 1 and 2, McCannPlans, Existing Conditions, and the Change Order Schedule

APPROVED:

____________________________________ Date: __________________

Douglas J. Schmitz, City Administrator


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Proposed CAW – option 4

- 2 Stall handicapped parking

-West Pathway

ATTACHMENT - 1


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CONGLETON 1


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MCCANN


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Council Meeting Date: 07/15/2015

Agenda Item: 4.A

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EXISTING CONDITIONS


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Change Order Schedule


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ID Task Name Duration Start Finish Predecessors

1 RFP 20 days Wed 7/15/15 Tue 8/11/15

2 RFP mailed to Consultant 1 day Wed 7/15/15 Wed 7/15/15

3 Consultant scope and fee proposal development period 10 days Thu 7/16/15 Wed 7/29/15 2

4 Receipt of proposal 1 day Thu 7/30/15 Thu 7/30/15 3

5 Potential negotiation of Scope & Fee 2 days Fri 7/31/15 Mon 8/3/15 4

6 Proposal acceptance 1 day Tue 8/4/15 Tue 8/4/15 57 Process amendment to the agreement (signatures) 1 day Wed 8/5/15 Wed 8/5/15 6

8 Council Award of amendment to the agreement and to adopt revisedschematic site plan

1 day Tue 8/11/15 Tue 8/11/157FS+3 days

9 Schematic Design 20 days Wed 8/12/15 Tue 9/8/15 8

10 Consultant Notice to Proceed 10 days Wed 8/12/15 Tue 8/25/15 8

11 City Review and comment period (Council Meeting?) 5 days Wed 8/26/15 Tue 9/1/15 10

12 Schematic Design resubmittal 5 days Wed 9/2/15 Tue 9/8/15 11

13 Design Development Phase (50% Design) by Consultant 27 days Wed 9/9/15 Thu 10/15/15

14 Consultant Notice to Proceed 1 day Wed 9/9/15 Wed 9/9/15 12

15 Design Development - TO BE CONFIRMED BY CAW 15 days Thu 9/10/15 Wed 9/30/15 14

16 City review and comment period 5 days Thu 10/1/15 Wed 10/7/15 15

17 Design Development corrections 5 days Thu 10/8/15 Wed 10/14/15 16

18 Design Development resubmittal 1 day Thu 10/15/15 Thu 10/15/15 17

19 Construction Document Design Phase (100% Design) by Consultant 27 days Fri 10/16/15 Mon 11/23/15

20 Consultant Notice to Proceed 1 day Fri 10/16/15 Fri 10/16/15 1821 Construction Document Design - TO BE CONFIRMED BY CAW 15 days Mon 10/19/15 Fri 11/6/15 20

22 City review and comment period 5 days Mon 11/9/15 Fri 11/13/15 21

23 Construction Document Design corrections 5 days Mon 11/16/15 Fri 11/20/15 22

24 Construction Document Design resubmittal 1 day Mon 11/23/15 Mon 11/23/15 23

25 Plan Check & Permits 9 days Tue 11/24/15 Fri 12/4/15

26 Plan Check - TO BE CONFIRMED BY BUILDING DEPT. 5 days Tue 11/24/15 Mon 11/30/15 24

27 Back Check Corrections 3 days Tue 12/1/15 Thu 12/3/15 26

28 Plans Permits & RFP for CCO ready 1 day Fri 12/4/15 Fri 12/4/15 27

29 RFP / CCO Process 34 days Mon 12/7/15 Thu 1/21/16

30 RFP Contractor for CCO 1 day Mon 12/7/15 Mon 12/7/15 28

31 Contractor estimating time 25 days Tue 12/8/15 Mon 1/11/16 30

32 Proposal received 1 day Tue 1/12/16 Tue 1/12/16 31

33 City / Architect evaluation of proposal 2 days Wed 1/13/16 Thu 1/14/16 32

34 Council Award 1 day Wed 1/20/16 Wed 1/20/16 33FS+3 days

35 Signatures - executed CCO 1 day Thu 1/21/16 Thu 1/21/16 34

36 Construction 61 days Fri 1/22/16 Fri 4/15/16 34

37 Notice to Proceed 1 day Fri 1/22/16 Fri 1/22/16 35

38 Construction 60 days Mon 1/25/16 Fri 4/15/16 37

10:47 AM ANY PROJECT TEMPLET Department Contract: Jerry HaynesPublic Works Project Manager: Andy VanderfordDeisgn Consultant: XXXXXXXXXXXX

Chang order schedule as of 87-13-15

Documents

Special City Council Meeting Agenda Packet 07-15-15