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Home My WebLink About0522.000- "" , '" ".1, • -" ", " ." "' p ~ w OCtober ., 1990 'l'HE HONORABLE CITY COUNCIL Palo Alto, CalifornIa 9 Proposal (or the Private Development of the Children's Theatre By _ the Friends of the children's Theatre Members. . of the Council; Report in Brief This report requests. that Council delete the Children's Theatre Building Project, elP f19303, from the Capital Improvement Program and authorize the City Manager or his designee to negotiate an 'option t~ lease agreement with the Friends of the Children's Theatre for the purpose of allowing the Friends to initiate the planning pr-ocess and to complete the first phase of the Children's Theatre addition.. Funding for the entire project will be provided by the Friends of the Children's Theatre .. Background The Children's Theatre building addition, CIP '1~3a)# is currently in tbe adopted: FY 1990-95-Capital Improvement Program for accomplishment d·urill9 FY 1992-93 and. 1993-94 ... 'With the Friends of the Children's Theatre paying for the project~ The Friends of the Children's Theatre would like to expedite the project~ staff has· looked into the matter and has devised a plan which will allow the project to proceed under complete control of the Friends of the Children's Theatre. The Friends of the Children'S Theatre, a nonprofit SOlc{3} organization, initiated the project in AQ9Ust 198)~ The initial impetcs was to address ventilation and air circulation deficiencies at the Theatre. Afte.r discussions with staff, the potential project was expanded to ir.clude the construction of 3,700 square teet of new space. The Friends approved a plan in February 19 a 5 to undertake a fund raising drive to address the ventilation problem and to add space at the Children's Theatre which would allow the Theatre to accommodate more children. As envisioned, the project ~ould add new rehearsal and classrOOm/library space and expanded space for shop, dressing rooms and kitchen. In July of 19a5~ with the approval of the city Manager~ the Friends proceeded with their plans to launch a $500~OOO buildinq fund drive~ Preliminary plans were created by local architectural firms to reflect identified CKR:522:0 " .... "~ • \ >" I .~~~ -~;: .' .-, I i -; , ) j i j I b .. · .... ;:._ ~ ~"'. ':--:.. - :.~,>. ! - october 4. 1990 Page TWo o o proqr&mllinq needs of the Childre.n's Theatre~ The designs were reviewed and endorsed by Birge Clark, the oriqinal arcbitect of the Lucie stern Community Center~ The plan was designed to meet the requirements for theat~e expansion and to confor. to the architectural style of the Community Center. The project 'Was contained in the 1990-199S Capital Improvement Proqram as Capital Improvement Program project 19)0) and scheduled to commence in Fiscal Year 1992-93. It was included in the Capital Improvement Proqram to allow the FrIends the opportunity to begin the process of drawing up plans and specifications and to qo through all the nec~ssary review approvals. Based on these plans, the Friends sought preliminary estimates of design and construction costs from qualified ~tractors to determine if their fund drive could support the program. The estimates that the Friends received indicated that it .... ould be necessary for them to raise an additional $l~,OOO in 1990-91 to aM to the $35-0,000 that they have already raised, in order to complete Phase I of the project and b~eak qround by the summer of 1991. The Friends have proposed a strategy that 'Would enable thel!l to ~anaqe the project separate from the city and complete it with the funds that they are able to provide. To initiate this proposal, the Friends have worked with City staff to develop an approach that would allow the Friends to proceed. The sU99~sted app~oach is to ne90tiate an option to lease agreement between the City of Palo Alto and the Friends of the Children's Theatre. Staff feels this would allow the Friends the sufficient tiEe to raise the necessary funds and to investigate the prenises for any unforeseen problems that may increase costs. The lease option will include the following principles: 1.. The negot.iated option to lease agreement fo~ actual ~struction viII include appropriate insurance and per.foncance bonds to ensure that the City vill receive a completed project .. 2.. During the course of the option to lease, with respect to this project, the city will perform only work that is required tor operatIon and maintenance or the structure and existing systems. 3. The Friends of the Children's Theatre will engage the services of a professional architect to handle all aspects of design and project review. The architect vill contract with structural and mechanical engineers as appropriate. CHR:5Z2:0 • • ! ! ! I - r , :"" • -. ..J . <,:0- .. ...• : ~c~ I " r -. october 4, 1990 page Three o o 4.. The-City will provide the project architect. ",,"ith any exIsting information on the design and condition of the building. s. The .Friends of the Children's Theatre will engage the services of a professional project manager. This project manager mayor may not be a member of the desiqn .fina.. The project Zlanaqer viII be the point of contact tor City staff coordination throughout the tera of the project, from design throuqh construction .. 6. The Public Works Department s:hall review the contract with the professional project manager to ensure-that adequate scope of services is included. The Public Works Department approval of this contract i& essential to proceeding with the project. 7.. '!'he City Bui1di1l9 Inspection Division and Public works Department viII review the plans. The Public works DepartmentJs review will includa those aspects of design pertaining to -maintainabili ty· of the project after it is completed and returned to the Cit.y for operation and maintenance. Dering the construction pbase# the Public Works Department Facilities Management staft# in cooperation with the project manager~ will work to ensure future maintainability .. 8. The Friends of the Children's Theatre viII be responsible to accomplish all associated work required to finIsh the entire project.. This includes a requirement to comply with all new codas whiCh might be triggered becanse of the work on the facility as well as all conditions of the Architectural Review Board. Pre existi09 conditions Which are discovered durinq design or construction and which must be remedied regardless of whether or not the new work is performed will be corrected by the City and coordinated with the project as appropriate .. 9.. Standard City requirements ..,il1 be included in all equipment purchase and construction contracts regarding warranties and workmanship guarantees. 10. structural, mechahical, electrical and plumbing construction will be done by licensed co.ntr-actors. Selected finishing ~ork, such as painting and cosmetic detailingl may be completed by in kind donations and volunteer labor-using appropriate materials... The professional project manager will ensure that all work is properly coordinated and completed in a professional manner. CKR:522:0 ) ""----..... ~"---"~ .~" L : - • • • i i I :,;;.-. - October 4. 1990 Page Four o o 11. It.. in the pursuit of detailed design, the designer determines that air conditioninq must be an integral part of the project in order to properly utilIze the facility upon completion, the city Manager may grant an exception to tl'!e cit.yrs poliC"..f of not adding air conditioning to a city building. 12. The Friends of the Childrents Theatre will not be responsible. for Children's Theatre programmitl9 during construction. The city will 'Ilake every reasonable effort to find alternative accommodations for the program. should the theat.re need to l:Ie closed for any length of time. Scope of Work The Friends of thoe Children's Theatre propose t.wo phases of construction to expand the Children's Theatre facility: Phase 1: To construct a second story atidition to the existing building 10""-ated oVer the -dressing: room areas... hallways and kitchen I to provide for rebearsal hall spac~ and a library; and to remodel the kitchen, and dressing room are~s. The stage, costume shop, public rest rooms, auditorium.,. lobby, and offices will remain as they are. Phase 1 will also study ana make recommendations to resolve t.he ventilation and circulation needs in the Theatre, which could possibly include air conditioning. Based OD the consultant recommendations ... the appropriate solution to the air circulation problem viII be i~plemented~ Phase 2: To enlarge the scene shop and to provide a permanent outdoor stage in the Secret Garden for s--..uuner productions. Funding Funding for the Children's Theatre building addition project will be provided by the Friends of the Children's Theatre. Begun in 1985, the Friends have carried out a successful fundraisinq capital campaign that has generated $332,000 in casb and $20,000 in pledges. To date the Friends have spent $45,000 in support of the project. leaving them a. balance of $301,00'0. The Friends are currently beginning a new drive to raise an additional $100,00 10 in order to complete the project. 011<:522:0 ; • , ", • I I I - O<:tober 4. 199c) Pa98 Five ·. . '--' !"he Friends are to be commended for their willi~ness and success in un4extaklnq this project. Should the council approva staff's recommendation to proceed~ this project can serve as an example of 'What nonprofi1:. organiEaticns in Palo Alto can accomplish in su'pport of ongolnq City procsrams and vill serve as a trend setter for city governme.nt .. An envi-ronmental review of. the pl:"oj'ect will be presented. to council wben staff returns with .the ne9Qtiated option to lease agreement. 2ecomm end atlon§ staff recommends that Council: 1. RamoYe capital Improvement Project 1909) fr~~ the Capital IJJ.proveltt:ent Progr8ll. 2.. Direct staff to proceed with the negotiation of an option to lease a9reeme~t with the Friends of the Childrents Theatre for their de.velopment of Phase 1 and Phase II of t.he Children's Tl::!eatre. L~r:;:= Paul Tbil tgen Director of Community services er cc: Friends of the Children's Theat.re OIR,522:0 -. " • "' .,