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CITY COUNCIL AGENDA ITEM NO. 8

Meeting Date: October 14, 2003

Subject/Title: Informational Report as to the status of the New City Hall Project, CIP Project No. 337-3139 and approval of a Resolution authorizing the use of the Project’s Goals and Objectives.

Prepared by: Engineering: B. Grewal/M. Huber
Economic Development: H. Sword

Approved by: John Stevenson, City Manager

RECOMMENDATION
Approve a Resolution authorizing the use of the New City Hall Project Goals and Objectives, CIP Project No. 337-3139.

PREVIOUS ACTION
On April 7, 2003, the City Council Capital Improvement workshop was held to review the 2003/2008 Capital Improvement Program (CIP) which included the New City Hall Project, CIP Project No. 337-3139.

On May 27, 2003 the City Council approved the 2003/2008 CIP Program and appointed Mayor Brian Swisher and Council Member Bill Hill to the New City Hall Ad Hoc Committee.

On July 22, 2003, the City Council authorized staff to negotiate an Architectural Services Contract with Kaplan McLaughlin Diaz (KMD).

On August 26, 2003, the City Council approved the negotiated contract with KMD to begin the site selection and programming process for the New City Hall Project.

BACKGROUND
During the month of August, the Ad Hoc Committee (which consists of Mayor Swisher, Council Member Hill and staff) began the task of touring city halls to determine what would benefit the citizens and community of Brentwood. KMD Architects toured the cities along with the Ad Hoc Committee and compiled various photos of buildings toured and building types. The in depth tours provided the committee with specific knowledge of what worked well for each community and what did not. This knowledge initiated research and discussions pertaining to departmental adjacencies, room requirements, citizen convenience and basic organizational strategies to begin to define a building that could provide quality service for Brentwood for many years into the foreseeable future.

As part of the Site Selection Process, staff met with the downtown consultants (City Park, The Downtown Specific Plan and the Downtown Parking Garage) to share information and glean insight as to possible site locations for a New City Hall Facility. During this meeting, it was clear that an area near the City Park would be a good choice for the community. On September 16, 2003, KMD toured site locations within downtown Brentwood to include within the site selection study and process.

As part of the programming verification process, KMD Architects participated in a meeting with the City’s Department Heads on September 17, 2003, that provided an overview of departmental structures, departmental responsibilities, adjacencies that are desired as well as required staffing adjacencies.

On October 6, 2003, City staff and KMD Architects held a community meeting from 6:00 p.m. to 9:00 p.m. at the City Council Chambers to obtain historical data. This data is invaluable to the project as it will provide to the project team the ability to incorporate a Brentwood presence and sense of community within the work product and eventually the project itself.

KMD met with members of the Ad Hoc Committee to discuss and develop the project’s goals and objectives that follow the City’s General Plan and are part of this report for consideration. Staff recommends approval of the projects goals and objectives which will provide the necessary direction to move forward with the project.

Staff anticipates returning to the City Council in November, 2003, with completion of Phase I and Phase II of KMD’s Design Contract (site selection studies and program verification) for consideration. Upon City Council consideration, and if approval of Phase I and Phase II is received, staff would suggest moving forward with Phase III (the design) of the project.

FISCAL IMPACT
This project is funded by Community Facility Fees. No change to the existing CIP Project Budget Sheet is anticipated at this time.

Attachment:
Resolution
Project Goals and Objectives

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AUTHORIZING THE USE OF THE NEW CITY HALL PROJECT GOALS AND OBJECTIVES, CIP PROJECT NO. 337-3139.

WHEREAS, on April 7, 2003, the City Council Capital Improvement Workshop was held to review the 2003/2008 Capital Improvement Program which included the New City Hall Project, CIP Project No. 337-3139; and

WHEREAS, on May 27, 2003, the City Council approved the 2003/2008 CIP Program and appointed Mayor Brian Swisher and Council Member Bill Hill to the New City Hall Ad Hoc Committee; and

WHEREAS, on July 22, 2003, the City Council authorized staff to negotiate an Architectural Services Contract with Kaplan McLaughlin Diaz (KMD); and

WHEREAS, on August 26, 2003, the City Council approved the negotiated contract with KMD to begin the site selection and programming process for the New City Hall Project; and

WHEREAS, the Ad Hoc Committee has work extensively with KMD over the last two months including city hall tours, site review, program verification processes and development of goals and objectives for the project; and

WHEREAS, the next step to move forward with the intended project is to approve the project goals and objectives that are consistent with the City’s General Plan.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Brentwood, that the New City Hall Project Goals and Objectives are approved for use.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting on the 14th day of October 2003 by the following vote:

PROJECT GOALS for the Brentwood New City Hall
CIP Project No. 337-3139 - October 1, 2003

Goal #1 – The New City Hall should reinforce the land use, growth management and economic
development goals of the Brentwood General Plan.

The location and design of the New City Hall has the opportunity to support and encourage growth of the existing commercial, retail and civic activities in downtown Brentwood. The selection of the preferred site for the project should reserve and maintain adequate, appropriate areas for a variety of employment generating use and minimize land use compatibility issues. The project should promote the highest standards of architecture and site design, and should preserve and enhance the small town character of Downtown Brentwood.

Goal #2 – The New City Hall should communicate the civic nature of the building, and underscore the appropriate role of government in the City of Brentwood.

The design of the New City Hall should convey an image of solidity and civic dignity, without being ostentatious. The design should be harmonious with the history and character of Brentwood, but need not directly mimic any particular architectural style. The building should be designed to fit into the fabric of the downtown, being sympathetic to the scale and height of the surrounding buildings. Exterior materials should be chosen that convey civic presence and maintain their appearance for many years.

Goal #3 – The New City Hall should provide interior workspace that promotes increased performance, efficiency and comfort.

Objectives:

Advanced Technology: The use of technology to enhance conventional strategies should
be employed wherever practical (e.g. building systems and materials, building automation, and communication) in order to enhance levels of performance, efficiency, sustainability, and comfort of the users.

Workplace Quality: The New City Hall should provide a comfortable and pleasant work environment to best support the work product and that gives employees a sense of importance and dignity. It is important that the project provide adequate natural and artificial light. Wherever possible, the floor plan and exterior design should be organized to maximize exterior views and increase natural day lighting to allow views to the exterior from work areas.

To enhance comfort, the occupant should have direct control over the following systems
in his or her immediate workplace:

1. Lighting
2. Temperature and Ventilation
3. Furniture height and angle

The building automation system should monitor air temperature, humidity and volume as
well as lighting intensity, especially at the perimeter.

Direction Finding: The circulation pattern should be clear to first time visitors to this public facility. Spaces should be treated in a hierarchical manner with a transition in scale from the large public spaces to the smaller workspaces. Public interface areas should be located near lobbies and circulation elements.

Health: Materials should be selected which do not present potential hazards to the occupants and meet project sustainability goals.

Goal #4 – The New City Hall should represent the best possible value for the City of Brentwood.

Objectives:

Productivity and Efficiency: The floor plans need to be designed in such a way as to create the most efficient and productive layout. At the same time, the design should be clear enough that the quality and legibility of the floor space is not compromised. Floor plan designs should encourage a variety of space configurations and collaborative opportunities.

Expected Building Life: The City desires a building that can serve the needs of Brentwood for the next 75 years, particularly regarding the exterior shell of the building. The building will require renovation and upgrades over this lifespan; however, materials and systems need to be carefully selected to allow for long life and the ability to be upgraded or replaced in the future.

First vs. Life Cycle Costs: Advanced technology can contribute much to the ability of the
building to adapt to future changes in demand for services. It is an important objective of
design to incorporate systems that are open to future change, that are based on industry-wide standards rather than vendor standards. Care should be taken to invest in systems that can be financially justified over the life of those systems.

Mechanical and Electrical Systems: HVAC, electrical, lighting and plumbing systems shall be energy efficient. They should also be designed to minimize running and repair costs. Major system components should have a 30-year life cycle.

Flexibility: All departments in the building will undergo changes in office layouts and equipment. Thus, the interior workspaces and building systems must be capable of accommodating rearrangements without disruption and without compromising the department’s performance, efficiency and comfort.

Each floor needs to accommodate both open and partitioned office space depending upon the needs of each department. Wherever possible, partitioned office space and support functions should be located to allow light, natural ventilation and views to the greatest number of employees. A raised floor will facilitate provision of HVAC, electrical, telephone and computer cabling to every workspace as well as the ability to change at short notice.

Accessibility: All areas of the building must meet current accessibility requirements for the disabled.

 

City Administration
City of Brentwood City Council
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Brentwood, CA 94513
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E-mail allcouncil@brentwoodca.gov