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Jul 16

That's A Wrap! - July 15, 2020

Posted to City Manager's Blog by grodericks grodericks

Thats A Wrap

Council Meeting Date: July 15, 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 July Regular Meeting on Wednesday, July 15 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.   

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 discussed issues related to the Building Permit Reports with a request for additional information in order to compare Fiscal Years.   

Consent_AgendaFollowing the City Manager's Report, the Council moved to the Consent Agenda consisting of Items 6 and 13. 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, Notice of Completion for the 2019 ADA Ramp Maintenance Project, Resolution of Public Assistance Cost Recovery under OES, Award of Contract for the 2020 Slurry Seal Project, Ratification of the Continuing Emergency due to COVID-19, Resolution for Election Statements of Qualification, and Authorization for the purchase of 2 police vehicles. The City Council removed the item on police vehicle purchase for discussion and approved the balance of the Consent Agenda. After approval of the items, the Council briefly discussed the purchase of the 2 new police vehicles, discussing the condition of the vehicles, the types of vehicles to be purchased, viability of the exiting vehicles, and the funds to be used. Following discussion, the Council approved the item.   

Regular_Agenda_ImageNext up was the Regular Agenda.

Item No. 14 was Consideration of and Appointment to the Transportation Committee. Following a brief staff report and public comments, the Council appointed Joseph Davis to a term on the Transportation Committee expiring June 30, 2021. 

Item No. 15 was consideration of acceptance of a donation naming request from a specified donor; and follow-up and direction on prior naming requests. Following a brief staff report and public comment, the Council was advised that correspondence to Atherton Now regarding the recognition proposal for the $1 million donors to the Town Center Project had been delayed and that the discussion should be continued to September. The Council concurred and this portion of the item was continued to the September Regular Meeting. Following that discussion, the Council considered the request of a specified donor for naming of a conference room within the Library and the theming of that room. The Council discussed the request and opted to postpone a decision until the Council can have a fuller conversation around reduction of donation naming amounts and specific themes for the Library conference rooms. Staff will return with a staff report at the September Regular Meeting for discussion of the preceding. 

Item No. 16 was Authorization for the Refuse Services Subcommittee to negotiate on behalf of the Town for exit from the South Bayside Waste Management Authority (SBWMA). Following a brief staff report and public comment, the Council discussed the current status of withdrawal from the SBWMA, the potential cost of that exit, timing of a new potential franchise with GreenWaste Recovery, and the process required to exit the SBWMA. Following discussion, the Council authorized the Subcommittee to negotiate on behalf of the Town.  
Item No. 17, Knox Playschools' request for Rent Waiver under COVID-19 Operational Guidance. Following a staff report and public comment, the Council discussed the current operations of Knox Playschools, impacts of COVID-19 on current and continuing operations, intent for continued operations into the new school year, and possible frameworks for the payment of rent. Following discussion, the Council directed that staff return at the July 27 Special Meeting with a proposal for consideration by the Council. 

The last item on the Agenda, Item No. 18 was an update on the Town Center Project and discussion and direction on future fountain design and locations. Following a staff report and public comment, the Council discussed the possible placement locations of fountains, work required by the project contractor, options for design, and overall potential cost. Following discussion, the Council directed that the City Council Ad Hoc Subcommittee (Mayor/Vice Mayor) work with two former members of the Civic Center Advisory Committee Project Management Team to develop a rough recommendation for where to place the fountains and what the fountains should look like. The Council directed that that recommendation return to the Council at a future meeting. 

Following Council Reports and Final Public Comments, having cleared the entire Agenda, at approximately 9:15 pm, that as they say - was a wrap!

The next meeting of the City Council will be a Special Meeting on July 27 at 2:30 pm. This will be a Special Meeting to discuss award of a Refuse Franchise Agreement to GreenWaste Recovery and a discussion of a lease solution for Knox Playschools. The City Council will be DARK for the month of August. The next Study Session of the City Council will be September 2 at 4 pm.  

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