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CC 02-21-23 Item #01 City Hall Renovation_Responses to Councilmember Questions1 2/21/2023 City Council Meeting Special Meeting Item #1 City Hall Renovation Staff’s responses to questions received from councilmember are shown in italics. Q1: It would be very confusing and misleading to the public if "actions by City Council" after the forming of the subcommittee are not included. (Chao) Q2: How come the November 15, 2022 Council action is not included in the memo in Attachment B? For completeness, it should be included since it is a "past action" by the City Council. (Chao) Staff responses (Q1 ad Q2): There has been no action by Council on the topic of the City Hall CIP project since the subcommittee was formed except for the 11/15/22 recommendations of the Subcommittee to the Council. The actions on the item from that meeting are included in the Staff report. Q3: For the October 16, 2018 approval for "Archtl Services for New City Hall". I somehow cannot access the agenda item. But I wonder whether it is regarding the new City Hall at the current City Hall location or at the Vallco site, since the 2018 Council approved the Vallco project, which includes a shell of the City Hall and a shell of the Performing Art center, which is why there is also a budget adjustment on the same agenda for the Performing Art Center. (Chao) Staff response: The IT team has been notified about the October 16, 2018 webpage missing items. The minutes from that meeting, in regards to the City Hall item state that “Sinks moved and Vaidhyanathan seconded to adopt Resolution No. 18-102 approving a Budget Adjustment in the amended amount of $4,087,500: 1. $3,500,000 for architectural design services for a New City Hall, funded by the Capital Reserve, and: 2. $500,000 for architectural design and other services as needed for the Interim City Hall, funded by the Capital Reserve with direction to staff to explore finding lease space as a first priority, and; 3. $87,500 to add one 3-year Limited Term Project Manager in the Department of Public Works, funded by the General Fund. The motion carried with Scharf absent. The October 2018 meeting would have occurred after the FY18-19 budget was approved/ratified. The FY19-20 CIP program was discussed at the April 30th, May 13th, and June 18th, 2019 Council meetings. The notes from that meeting show that the Library project was extracted from the City Hall/Civic Center projects and given priority. The final CIP book shows the “City Hall Seismic Upgrade” and “City Hall Renovation” projects were unfunded. 2 Q4: Please include the purchase of the City Hall Annex and its square footage, and planned usage, since it is an inclusive part of the City Hall project, as a whole. The new Councilmembers need such information in order to make informative decisions. (Chao) Staff response: The City Hall Annex is a separate project. The facility has a footprint of approximately 5000 square feet and the current plans show 28 desks. As the design progresses, the number of desks may change slightly. The property was purchased for $4.45M Q5: I could not find the "April 2022" CIP study session in April 2022 council meetings. But I found one in May 3, 2022 Council meeting. Not sure if I missed it? (Chao) Staff response: You are correct. Staff had planned to present the CIP in April, so our notes are dated “April” it was actually first heard on May 3, as you’ve noted. Please see Amended Attachment B – City Council Timeline City Hall Project_Desk Item Q6: And please clarify that there was no option for renovation or improvement proposed in the 2022 CIP. Thus, the Council could not approve any option to only renovate and retrofit the city hall. This is important to mention since the 2021 adopted CIP project was "“City Hall and Community Hall Improvements (Programming and Feasibility)”, funded for $500,000." (Chao) Staff response: The FY 2021-2022 CIP included a new project “City Hall and Community Hall Improvements (Programming and Feasibility)”, funded for $500,000. The FY 2022-2023 CIP originally had a proposal to fund a New or Renovated City Hall Building, and the proposed project was name “City Hall Renovation/ Replacement and Library Parking Garage: Design and Construction”. Please see attachment Proposed “FY22-23 CIP Projects List”. Q7: The estimated cost of the 2015 July plan was $70M. It would be a good idea to include this information, since the entry for the November 17, 2015 Council meeting mentioned the Council was trying to reduce the cost to $40M. (Chao) Staff response: The cost from 2015 is no longer accurate. Additionally, Staff was not able to reduce the cost effectively, following the November Council action request. Q8: a. The staff report notes that the proposed $26 million renovation could meet the business needs of the city for the foreseeable future. What rough time horizon here is envisioned as the “foreseeable” future? 3 Staff response: The amount of space required for future growth is a topic that may require greater research. There is more than one way to do growth projections. Factors to consider: • The effective use of space: The current workplace areas of City Hall are inefficient and can be reconfigured to improve the amount of space available for desks and meeting spaces. • Expansion: To date, we’ve acquired and are developing the 10455 Torre Avenue building as the City Hall Annex, thus increasing the area available for City Hall functions. The facility has a footprint of approximately 5000 square feet and the current plans show 28 desks. As the design progresses, the number of desks may change slightly. The property was purchased for $4.45M. • Workplace calculations: square footage per person data. When determining the amount of space required for a workplace (a.k.a. Office), real estate professionals often use industry standards of the average square footage per person. The amount of square footage per person varies from 150 to 250 square feet per person. The “City Hall Project Subcommittee” presentation from 10/13/22 is attached. On page 38 you can see that the current headcount for Staff within the workplace area of the current City Hall amounts to approximately 170 SF/person. What is appropriate data to use for Cupertino City Hall? That depends on usage patterns and it will also need to be considered in tandem with a Telework policy. How many people will be working in City Hall on a daily basis? Using 200SF/person is a conservative approach, but must be mitigated by the Telework policy and use. • Staff and Population Growth projections: (CIP cannot opine on this, at this time). • Program: The plan to renovate the City Hall building included a program that is akin to current uses: workplace and expanded Community meeting spaces. It did not include an Auditorium or rentable event space. This would greatly affect programming requirements. • Telework Policy/Use Patterns: The Telework phenomena is relatively new and difficult to project how these usage patterns will continue in the short and/or long-term. (The attachment is also available on the City Hall Project webpage, under “other information” tab.) b. Is there an estimate of the change in the city’s payroll headcount on an FTE basis over the last twenty years? (Fruen) Staff Response: please reference the following chart from the City's FY23 Budget at a Glance. 4 Q9: What is a Category IV building (as opposed to Category II)? (Mohan) Staff response: Both refer to ASCE categories (American Society of Civil Engineers) and are also found in the Building Code[s]. In a “Risk Category IV” building, it will be available for Immediate Occupancy following a significant seismic event (BSE-1E: having a 20% chance of occurring in 50 years), and available for Life Safety following a very significant seismic event (BSE-2E: having a 5% chance of occurring in 50 years). The performance requirements address structural and non- structural elements. A “Risk Category II” building is a typical Office Building, with the performance criteria of “Collapse Prevention” following a BSE-2E seismic event. Q10: Was 2005 the last time the structural systems were reviewed? If so, by whom? (Mohan) Staff response: Reports on the City Hall structural system were completed in 2005-06, 2011, 2012, 2014 and 2012. Please refer to the “City Hall Project” webpage for more information, Specifically, the reports are all linked in the “Structural Analysis and Building Condition Reports” tab. Q11: I see a reference to 40,000 square feet needed for the new city hall. This number came up in 2018. Is it still valid and does it reflect future growth? (Mohan) 5 Staff response: The amount of space required for future growth is a topic that may require greater research. The current building is approximately 24,000 square feet. Here’s a link for more information on the Risk Categories.