CITY COUNCIL AGENDA ITEM
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
Approve a Resolution authorizing the use of the New City Hall Project Goals
and Objectives, CIP Project No. 337-3139.
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
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
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
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.
This project is funded by Community Facility Fees. No change to the existing
CIP Project Budget Sheet is anticipated at this time.
Project Goals and Objectives
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.
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
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
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
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
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.
Advanced Technology: The use of technology to enhance conventional
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
To enhance comfort, the occupant should have direct control over the
in his or her immediate workplace:
2. Temperature and Ventilation
3. Furniture height and angle
The building automation system should monitor air temperature, humidity and
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.
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
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.