SPECIAL MEETING

WEDNESDAY, JULY 15, 2015

4:30 P.M.

CITY COUNCIL MEMBERS

JASON BURNETT, MAYOR
VICTORIA BEACH
KEN TALMAGE
CARRIE THEIS
STEVE DALLAS

Council Chambers, City Hall

East side of Monte Verde Street
Between Ocean and Seventh Avenues
and
Teleconferencing Location
George Fraser Community Room, Ucluelet
Community Centre
500 Masterson Drive, Ucluelet, British Columbia,
Canada

NOTICE OF PARTICIPATION BY TELECONFERENCE

Pursuant to Government Code Section 54953 (b), this meeting will include a
teleconference location at the George Fraser Community Room, Ucluelet
Community Centre, 500 Masterson Drive, Ucluelet, British Columbia, Canada.
Mayor Burnett will be participating via teleconference. The public will have the
opportunity to address the City Council at this teleconference location pursuant
to Government Code Section 54954.3. All votes during the teleconferencing
session will be conducted by roll call vote. The teleconference location will be
accessible to the public and the agenda will be posted at the teleconference
location 24 hours before the meeting.
1.

CALL TO ORDER and ROLL CALL

Mayor:
Burnett
Beach
Mayor Pro Tem:
Council Members:
Dallas, Talmage, Theis

2.

PLEDGE OF ALLEGIANCE

General Information:

The City Council of Carmel-by-the-Sea meets in Regular

Session on the First Tuesday of each month at 4:30 p.m.,
unless otherwise noticed. The City Council may also meet
on the First Monday of each month in a Special Meeting
and/or a Workstudy Session at 4:30 p.m., unless otherwise
noticed.

Council Agendas:

City Council agenda packets are available for public review

on the City website at www.ci.carmel.ca.us and in the Clerks
Office on the Friday prior to the scheduled meeting. Any
writings or documents provided to a majority of the City
Council regarding any item on the agenda will be made
available for public inspection. Interested members of the
public may subscribe to the Council Agenda by submitting a
request to the City Clerk.

Public Participation:

Meetings are open to the public and the City Council

welcomes your participation. Any member of the public may
comment on any item on the agenda. Testimony is limited to
three (3) minutes per speaker, or as otherwise established
by the City Council.

Broadcastings:

Meetings are streamed live on-line and archived for easy

access anytime day or night. Visit the Citys website at
www.ci.carmel.ca.us to view the meetings or watch a
television rebroadcast on the first Sunday after the City
Council meeting at 8:00 a.m. on MCAET Channel 26.

ADA Notice:

In compliance with the Americans with Disabilities Act, if you

need special assistance to participate in this meeting, please
contact the City Clerks Office at 831-620-2007 at least 48
hours prior to the meeting to ensure that reasonable
arrangements can be made to provide accessibility to the
meeting (28CFR 35.102-35.104 ADA Title II).

3.

PUBLIC APPEARANCES
Anyone wishing to address the City Council on matters within the jurisdiction of
the City and are not on the agenda may do so now. Matters not appearing on the
City Councils agenda will not receive action at this meeting but may be referred
to staff for a future meeting. Presentations will be limited to three (3) minutes, or
as otherwise established by the City Council. Persons are not required to give
their names, but it is helpful for speakers to state their names in order that the
City Clerk may identify them in the minutes of the meeting. Always speak into the
microphone, as the meeting is recorded.

4.

ORDERS OF COUNCIL
Orders of Council are agenda items that require City Council discussion, debate
and/or direction.

4.A

Consideration of Options for the Forest Theater Project, including:

Handicapped Parking, West Pathway and Driveway, and
Vehicular Access Location(s).
Recommendation: Consider options for Forest Theater Project and
provide staff with direction.

5.

ADJOURN

CITY OF CARMEL-BY-THE-SEA
Council Report
July 15, 2015
To:

Honorable Mayor and Members of the City Council

From:

Douglas J. Schmitz, City Administrator

Subject:

Consideration of Options for the Forest Theater Project, including: Handicapped

Parking, West Pathway and Driveway, and Vehicular Access Location(s).

RECOMMENDATION(S): Consider options for Forest Theater Project andprovide staff with
direction.
EXECUTIVE SUMMARY: Some members of the community and of the City Council have voiced
continuing concerns about the location of the handicapped parking stall to be constructed as part of
the Forest Theater rehabilitation. These concerns have dealt with aesthetics, vehicle-pedestrian
conflict and the driveway and its accompanying pedestrian walkway. Since the award of the contract
to Otto Construction, there has also been renewed interest in a west pathway option.

ANALYSIS/DISCUSSION: Project Manager Andy Vanderford has worked with the architect, CAW,
and a proposal for a west path has been sketched. A copy is attached. The packet contains sketches
of various handicapped alternatives that have been developed over the years. CAW initially prepared
three; Brian Congleton and McCann one each.A drawing of the proposed west side pathway is
enclosed, along with a new CAW option for the location of handicapped parking.
There are several matters of importance that Staff believes the Council should be aware of before
making a decision. Those are:
1) CEQA: the triage project received a categorical exemption to get the historic facilitys red tag
removed and the minimum work undertaken to be reopened. Separate review of the proposed
triage project was not conducted by the Planning Commission and the Historic Resources
Board given the urgency of the triage work and the nature of the work: a repair of an existing
facility with the absolute minimum of additional work included to address safety issues and
accessibility requirements. Planning staff is initially of the position that the proposed options, if
pursued, necessitate project evaluation and design review by both the Historic Resource
Board and Planning Commission.
2) HRB: the Forest Theater is a City-designated historical resource. As such, the proposed
options trigger a design study and a determination by HRB as to consistency with historic
preservation requirements.
3) TREES: in the fall of 2014, Council decided against the initial recommendation of CAW for a
west pathway because of concerns about damage to the oak trees and root systems due to
grading for the pathway.
4) DAMAGES: some persons have mentioned removing portions of the contracted project, such
as the driveway and the adjacent pedestrian way west of the driveway. While Staff would work
Council Meeting Date: 07/15/2015
Agenda Item: 4.A
Page 1

with Otto Construction to try and minimize the contractual impacts, Otto could pursue damages
if significant changes to the project which it bid on and for which the contract was awarded are
altered/removed.
5) CALENDAR: Andy Vanderford has prepared a proposed Change Order Schedule (included)
which shows a late November 2015 timeline just to get through the Construction Document
Design Phase. Plan Check, CEQA review, and Permitting and Construction would follow this
phase. The timeline for the completion of the triage phase is for all work to be completed by
early November 2015.

ATTACHMENTS:
1.

Packet including: new CAW option 4, CAW option 1-3, Congleton plans 1 and 2, McCann
Plans, Existing Conditions, and the Change Order Schedule

APPROVED:

____________________________________
Douglas J. Schmitz, City Administrator

Date: __________________

ATTACHMENT - 1

Proposed CAW option 4

- 2 Stall handicapped parking
- West Pathway

Council Meeting Date: 07/15/2015

Agenda Item: 4.A
Page 3

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CONGLETON 1

Council Meeting Date: 07/15/2015

Agenda Item: 4.A
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CONGLETON 2

Council Meeting Date: 07/15/2015

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MCCANN

Council Meeting Date: 07/15/2015

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EXISTING CONDITIONS

Council Meeting Date: 07/15/2015

Agenda Item: 4.A
Page 17

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Council Meeting Date: 07/15/2015

Agenda Item: 4.A
Page 18

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Change Order Schedule

Council Meeting Date: 07/15/2015

Agenda Item: 4.A
Page 19

Chang order schedule as of 87-13-15

10:47 AM

ANY PROJECT TEMPLET

ID

Task Name

1
2
3
4
5
6
7
8

RFP
RFP mailed to Consultant
Consultant scope and fee proposal development period
Receipt of proposal
Potential negotiation of Scope & Fee
Proposal acceptance
Process amendment to the agreement (signatures)
Council Award of amendment to the agreement and to adopt revised
schematic site plan
Schematic Design
Consultant Notice to Proceed
City Review and comment period (Council Meeting?)
Schematic Design resubmittal
Design Development Phase (50% Design) by Consultant
Consultant Notice to Proceed
Design Development - TO BE CONFIRMED BY CAW
City review and comment period
Design Development corrections
Design Development resubmittal

20 days
1 day
10 days
1 day
2 days
1 day
1 day
1 day

Wed 7/15/15
Wed 7/15/15
Thu 7/16/15
Thu 7/30/15
Fri 7/31/15
Tue 8/4/15
Wed 8/5/15
Tue 8/11/15

20 days
10 days
5 days
5 days
27 days
1 day
15 days
5 days
5 days
1 day

Wed 8/12/15
Wed 8/12/15
Wed 8/26/15
Wed 9/2/15
Wed 9/9/15
Wed 9/9/15
Thu 9/10/15
Thu 10/1/15
Thu 10/8/15
Thu 10/15/15

Tue 9/8/15 8
Tue 8/25/15 8
Tue 9/1/15 10
Tue 9/8/15 11
Thu 10/15/15
Wed 9/9/15 12
Wed 9/30/15 14
Wed 10/7/15 15
Wed 10/14/15 16
Thu 10/15/15 17

Construction Document Design Phase (100% Design) by Consultant

Consultant Notice to Proceed
Construction Document Design - TO BE CONFIRMED BY CAW
City review and comment period
Construction Document Design corrections
Construction Document Design resubmittal
Plan Check & Permits
Plan Check - TO BE CONFIRMED BY BUILDING DEPT.
Back Check Corrections
Plans Permits & RFP for CCO ready

27 days
1 day
15 days
5 days
5 days
1 day
9 days
5 days
3 days
1 day

Fri 10/16/15
Fri 10/16/15
Mon 10/19/15
Mon 11/9/15
Mon 11/16/15
Mon 11/23/15
Tue 11/24/15
Tue 11/24/15
Tue 12/1/15
Fri 12/4/15

Mon 11/23/15
Fri 10/16/15 18
Fri 11/6/15 20
Fri 11/13/15 21
Fri 11/20/15 22
Mon 11/23/15 23
Fri 12/4/15
Mon 11/30/15 24
Thu 12/3/15 26
Fri 12/4/15 27

RFP / CCO Process

RFP Contractor for CCO
Contractor estimating time
Proposal received
City / Architect evaluation of proposal
Council Award
Signatures - executed CCO
Construction
Notice to Proceed
Construction

34 days
1 day
25 days
1 day
2 days
1 day
1 day
61 days
1 day
60 days

Mon 12/7/15
Mon 12/7/15
Tue 12/8/15
Tue 1/12/16
Wed 1/13/16
Wed 1/20/16
Thu 1/21/16
Fri 1/22/16
Fri 1/22/16
Mon 1/25/16

9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38

Duration

Department Contract: Jerry Haynes

Public Works Project Manager: Andy Vanderford
Deisgn Consultant: XXXXXXXXXXXX

Start

Finish

Predecessors

Tue 8/11/15
Wed 7/15/15
Wed 7/29/15 2
Thu 7/30/15 3
Mon 8/3/15 4
Tue 8/4/15 5
Wed 8/5/15 6
Tue 8/11/15 7FS+3 days

Thu 1/21/16
Mon 12/7/15 28
Mon 1/11/16 30
Tue 1/12/16 31
Thu 1/14/16 32
Wed 1/20/16 33FS+3 days
Thu 1/21/16 34
Fri 4/15/16 34
Fri 1/22/16 35
Fri 4/15/16 37

Page 1

Council Meeting Date: 07/15/2015

Agenda Item: 4.A
Page 20