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Home My WebLink About1997-05-05 City Council (19)TO: FROM: HONORABLE CITY COUNCIL CITY MANAGER DEPARTMENT:PUBLIC WORKS AGENDA DATE: SUBJECT: MAY 5, 1997 CMR:213:97 LONG TERM COUNCIL CHAMBERS IMPROVEMENTS, COUNCIL CHAMBERS REFURBISHING, CIP 19625 REQUEST Council is requested to approve a conceptual design for the Council Chambers and a list of improvements to the Council Chambers which will be included in the FY 1997-98budgetary process. RECOMMENDATIONS Staff recommends that: Council approve the conceptual design as presented in. the report titled "Council Chamber Modernization Project, Conceptual Design Study," and Council approve the.improvements listed in Exhibit B for consideration in the FY 1997-98 budgetary process. POLICY IMPLICATIONS Approval of this action does not represent any change to existing policies. EXECUTIVE SUMMARY In a survey completed in 1996, the Council indicated that while the basic configuration of the Chambers is satisfactory, improvements are needed in the audio-video presentation system, public podium, staff area, public seating area, and overall architectural decor. On May 6, 1996, (CMR:250:96) Council directed staff to proceed with developing a list of conceptual improvements that would address the Council’s concerns. On August 5, 1996, (CMR:364:96) Council approved a list of conceptual improvements for the Council Chambers and staff proposed development of three alternative designs based on the list. During the development of the design alternatives, it became apparent that the visual and physical constraints of the Chambers precluded any substantive alternative physical configuration for designs. Therefore, staff concentrated on developing variations in the configuration of the dais/staff area, public seating area and the audio visual presentation ClVIR:213:97 Page 1 of 3 System. The process and results are documented in Exhibit C a report titled "Council Chamber Modernization ProjeCt, Conceptual Design Study." As detailed in Exhibit A, the estimated cost of the comprehensive list of all improvements is $960,000. While it is staff’s opinion that all of the improvements in the report are desirable, staff is recommending not to construct two categories of the improvements due to their high cost, estimated at $640,000. The audio visual presentation system would have included a multi- media system that incorporated the latest audio visual mediums using touch screen monitors and two rear projection screens and the overall architecture decor enhancements would have consisted of a new louvered entrance, redesigning of the Council dias and adding a permanent backdrop compatible with the louvered divider. Staff is recommending a reduced scope of work that will address the majority of the Council’s concerns and areas of safety and accessibility, estimated to cost $320,000 (a detailed scope and estimate are the attached Exhibit B). Below is a brief description of the improvements. General The carpet will be replaced throughout the Council Chambers since it is showing signs of wear in heavily traveled areas and is a safety concern. Staff area The staff tables will be remodeled to reduce congestion and the low wall between staff and the public will be redesigned to reduce the appearance of separation between staff and the public. Audio Visual Prese~Jon upgraded. The sound system, microphones and speakers, will be ~ The TV booth will be removed to increase site lines for the public. This will have an impact on MPAC’s operations in broadcasting the meetings in the Chambers. Staff will work with MPAC and Cable Co-op to identify changes to their operations. No specific proposal has been developed at this time. The benches will be refurbished to increase comfort and space will be allocated for wheel chair seating. The podium will be redesigned for accessibility. The sloped floor will be flattened to provide accessibility to the public podium and staff areas. If the project is approved with the FY 1997-98 budget, the design will occur during the first half of FY 1997-98 and construction within the Council Chambers will occur in a timeline centered around the Council’s vacation in the summer and fall of 1998. ~_S_CAL IMPACT_ The project will be part of the 1997-98 budget review process. ENVIRONMENTAL ASSESSMENT The project is exempt from the California Environmental Quality Act (CEQA) under Section 15301 of the CEQA Guidelines. CMR:213:97 Page 2 of 3 ATTACHMENTS A - Conceptual Design Study Improvements Summary with estimated costs B - Reduced Scope of Work Improvements Summary with estimated costs C - Council Chamber Modernization Project, Conceptual Design Study PREPARED BY: John A. Carlson, Acting Assistant Director of Public Works DEPARTMENT HEAD REVIEWS: GLENN S. ROBERTS Director of Public Works CITY MANAGER APPROVAL: CMR:213:97 Page 3 of 3 ATTACHMENT A CONCEPTUAL DESIGN STUDY IMPROVEMENT SUMMARY AND ESTIMATED COST Below is a brief description of the proposed improvements shown in Exhibit A. Council dais and staff area The Council dais will be remodeled to accommodate individual monitors, and current and future electronics/data/communications systems. A permanent backdrop compatible in design toSahe louvered divider will be added behind the dais. Staff tables will be attached to the dais and share a similar design with the dais. The low wall between staff and the public will be redesigned to reduce the appearance of separation between staff and the public. Audio Visual presentation The .presentation system will incorporate the latest audio visual mediums using touch screen monitors for control and utilize existing two rear projection screens located on the north wall. The Public and staff will present and control their presentations from the public podium. The City Clerk’s duties, such as voting and agenda management, will be electronically controlled at the City Clerks desk and will be viewed from the rear projection screens and monitors. The Council and staff will have individual monitors which will duplicate images that appear on the rear projection screens. The existing TV booth will be removed and a new wooden louvered entrance will be added. The wooden louvered architecture will be expanded to include a permanent public notice, packet and handout table and a new TV/radio booth at the south wall (optional). The existing benches wilt be upgraded, but will not change in appearance, and space will be allocated for wheel chair access. The sloped floor will be flattened to provide accessibility to the public podium and staff areas. The design will occur during the first half of FY 1997-98 and construction within the Council Chambers will occur in a timeline centered around the Council’s vacation in the summer and fall of 1998. Page 1 of 2 ATTACHMENT A CONCEPTUAL DESIGN STUDY IMPROVEMENT SUMMARY AND ESTIMATED COST The estimated Budget for the proposed work is: General Chamber Configuration Entrance and TV Booth Imp. Ca .rpets Public Seating ADA Improvements, CIP Total Dais, Staff Area, and Public Podium Presentation System Total Construction Cost Design, Construction and Inspection Total Budget Estimate $145,000 $45,000 $60,000 $325,000 $145,000 $740,000 $960,000 Page 2 of 2 ATTACHMENT B REDUCED SCOPE OF WORK IMPROVEMENT SUMMARY AND ESTIMATED COST Below is a brief description of the reduced scope of work. Staff area Remodel the staff tables and redesign the low wall between staff and the public to reduce the appearance of separation between staff and the public. Audio Visual Presentation Upgrade the sound system to improve the microphones and speakers. Public Area Improvements will include removing of the TV booth, refurbishing the benches (no change in appearance), replacing the carpet (throughout Council Chambers), remodelling the podium and allocating space for wheel chair seating. The sloped floor will flattened to provide accessibility to the public podium and staff areas. The estimated Budget for the proposed work is: General Chamber Configuration TV Booth Demolition. Carpets Public Seating ADA Improvements, CIP Total Staff Area, and Public Podium Presentation System Total Construction Cost Design, Construction and Inspection Total Budget Estimate $ 5,000 $45,000 $60,000 $75.000 $185,000 $ 20,000 $245,000 $320,000 Page 1 of 1