Meeting Date: 5 February 2013
Prepared by: Marc Wiener, Associate Planner
City Council
Agenda Item Summary
Name: Consideration of a Resolution authorizing the City Administrator to enter into an agreement with Carver and Schicketanz Architects to prepare drawings for the beach restrooms project and direct staff to seek alternative funding sources for the construction documents and construction of the facility.
Description: The proposed contract would authorize Carver and Schicketanz to prepare construction drawings based on Coastal Development and Design Review Permit approvals issued by the Planning Commission. Staff would seek out alternative funding sources (grants, private donations, etc.) to assist with the costs for the construction documents and construction ofthe facility.
Overall Cost:
City Funds: $48,500 for Construction drawings and engineering from Capital Project
Reserves Account 13-24013.
Grant Funds: TBD
Staff Recommendation: Adopt the Resolution.
Important Considerations: In 2009 the City hired Carver and Schicketanz to begin design work for a restroom at the Santa Lucia location. In 2011, the City Council authorized the funds to complete design and construction documents for this faci lity. Architectural plans were approved by the Planning Commission on 13 June 2012. The approval, however, was rescinded to allow the City Council and Planning Commission to hold a joint workshop to work out the details of the final design. Several significant changes were made to the proj ect. The revised design was approved by the Planning Commission on 15 November 2012.
Decision Record: The Planning Commission unanimously approved the project (5-0) and issued Design Review and Coastal Development Permits on 15 November 2012. Attachments:
• Staff Report dated 5 February 2013.
• Resolution.
• Attachment A - PC Special Conditions.
• Attachment B - CalAm correspondence.
• Attachment C - Architect scope of work.
• Project Plans.
Reviewed by:
Jason Stilwell, City Administrator Date
CITY OF CARMEL-BY-THE-SEA
STAFF REPORT
FROM: MARC WIENER, ASSOCIATE PLANNER
THROUGH: CITY ADMINISTRATOR JASON STILWELL
DATE: 5 FEBRUARY 2013
SUBJECT: CONSIDERATION OF A RESOLUTION AUTHORIZING THE CITY ADMINISTRATOR TO ENTER INTO AN AGREEMENT WITH CARVER AND SCHICKETANZ ARCHITECTS TO PREPARE DRAWINGS FOR THE BEACH RESTROOMS PROJECT AND DIRECT STAFF TO SEEK ALTERNATIVE FUNDING SOURCES FOR THE CONSTRUCTION DOCUMENTS AND CONSTRUCTION OF THE FACILITY
BACKGROUND
Temporary restrooms were installed near the intersection of Scenic Road and Santa Lucia Avenue in 1986. In 2002 the City hired Carver and Schicketanz to evaluate two different sites for new beach restrooms on Scenic Drive, one at lOth Avenue and one at 13th Avenue. Both locations presented challenges and were never pursued. In 2009 the City again hired Carver and Schicketanz to begin design work for a restroom at the Santa Lucia location. In 2011 the City Council authorized the funds to complete design work
for this facility.
On 13 June 2012 the Planning Commission approved a design for the beach restrooms.
However, the approval was rescinded by the Commission approximately one month later
so that the City could further evaluate the design in response to comments received by the
public. On 6 August 2012 the City Council held a joint workshop with the Planning
Commission to agree upon direction for the completion of the restroom plans. The
Council gave specific direction that is outlined in the "evaluation" section of this report.
Soon after the workshop, the architect submitted revised plans to the City in accordance
with the direction given. On 15 November 2012, the Planning Commission issued
Design Review and Coastal Development permits for the revised beach restroom project
with special conditions (See Attachment A).
32
MP 12-1 (Restrooms)
5 February 2013
Staff Report
Page 2
PROJECT DESCRIPTION
The City is proposing to replace the three existing temporary bathrooms near the corner
of Scenic and Santa Lucia with a permanent restroom facility that includes the following:
• Two ADA compliant restroom stalls;
• Two interior wash basins;
• A mechanical/janitor's closet;
• A green roof;
• A combination of a stone veneer and concrete on the exterior;
• A free standing wall in front of the restrooms that will limit the building's
visibility from the beach; and
• A water fountain.
EVALUATION
Council Direction: Below is a summary of the direction given by the City Council on 6
August 2012 followed by a brief response on how the direction has been addressed.
1. Architect has discretion on locating the building on the site. Options include
pushing the structure south or further east into the grade.
Response: The building has been relocated further south and east into the grade as
directed by the Council.
2. The structure should be discreet and blend into the site.
Response: The structure has been reduced from 304 to 188 square feet and the total area
of disturbance has been reduced by 871 square feet. The stone veneer is designed to
match the stone on the adjacent sea walls and will allow the structure to blend into the
site. The structure is also nestled into the tree canopy, reducing its visibility both from
the beach and from Scenic Road.
3. Size ofthe structure should be reduced by eliminating the entry rooms.
Response: The entry rooms have been eliminated.
4. Height should be kept as low as possible. Keep floor near proposed level.
Response: The ridge height no longer projects above the sight line of pedestrians on the
Beach Bluff Pathway. The height of the building maintains existing views from both
pedestrians and neighboring residents of the beach and the point. By pushing the
structure further east, the finished floor level was able to be raised slightly, thus reducing
potential impacts from wave run-up that had been raised previously.
33
MP 12-1 (Restrooms)
5 February 2013
Staff Report
Page 3
5. Try to maintain trees, but option is available to remove trees if it helps
achieve other design objectives.
Response: While some tree limbs may need to be trimmed, all trees will be retained with
the current proposal.
6. Reduce size ofjanitor/mechanical room.
Response: The janitor/mechanical room was reduced in size and moved from the
northern side of the building to the southern side, reducing its visibility from Scenic
Road.
7. Include no more than two ADA compliant restrooms, one male, one female.
Response: Two ADA compliant restrooms are proposed.
8. Minimize visibility of building elements (i.e. doors and windows).
Response: The proposed design minimizes the visibility of the windows in doors of the
building. The curved design allows the doors and windows to be hidden behind the
structural walls and the free standing wall also limits the visibility of the building.
9. No interior wash basins, no shower, no skylights or solar panels and maintain
baby changing tables.
Response: There are no skylights, solar panels or showers with the revised design. Baby
changing tables are included in each restroom. The wash basins are discussed in the next
section.
Planning Commission Revisions: The Planning Commission was supportive of the new
restroom design that was revised in response to direction provided at the workshop.
However, at the November 2012 meeting the Commission did recommend that the
following additional revisions be made as a condition of approval:
1. Relocate the wash basins to the interior of the restrooms.
Response: The Planning Commission and City Council were originally concerned that
interior washbasins would lead to a larger structure. However, the architect was able to
demonstrate that the structure could contain interior wash basins while being significantly
reduced in size. The Commission decided that in the context of the revised design,
interior wash basins are appropriate and would enhance the project. A special condition
was added that the washbasins be located within the structure.
34
MP 12-1 (Restrooms)
5 February 2013
Staff Report
Page4
2. Relocate the existing trash enclosure to the north side of the stairs.
Response: In order to improve the circulation and aesthetics of the project the
Commission added a special condition that the trash enclosure be relocated to the north
side of the stairs. The architect has complied with this request and is proposing a stone
walled trash enclosure.
3. Extend the length of the north and west curved walls and the walls shall have
battered edges.
Response: The architect has extended the length of the free standing west wall by
approximately three feet, and has extended the length of the wall on the north side of the
structure by six feet. The edges of the wall are battered to give the structure a more rustic
and natural appearance.
4. The western neighbor requested that the height ofthe structure be further reduced
to address potential view impacts.
Response: The architect reduced the height of the structure by six inches as well as the
parapet wall to further mitigate potential view impacts. Staff notes that the design does
not significantly impact any public views of the ocean or of scenic coastal areas. The
design will allow views over the structure to the beach as demonstrated in the sections
provided in the plans. The design is also extremely sensitive to views from neighboring
properties and a substantial improvement over the previous design.
Water: There is an existing water meter located approximately 300 feet north of the
project site. The director of CalAm Water has provided a letter recognizing that the
water meter has an active account (See Attachment B) and has indicated that the meter
can be used to serve the new restroom facility provided the meter does not have to be
relocated.
The City would need to allocate water from its reserves to support the project. The City
currently has .224 acre feet listed under Category #5 "Municipal Projects". This water
was set aside by the City for municipal projects and can be transferred to the site by a
City Council Resolution. Staff notes that the facility would require .1 16 acre feet of
water to support the use of two toilets. A resolution to transfer the water would be
brought before the Council at a future date.
CEQA: The subject project qualifies as a Class 3 categorical exemption (15303) due to
its limited size and scope. The City filed a Notice of Exemption with the County Clerk
on 27 November 2012. The Notice cites that the project also qualifies for an exemption
under California Statute §12102.3, which provides an exemption for small structures or
facilities serving public recreation, such as public restrooms.
35
MP 12-1 (Restrooms)
5 February 2013
Staff Report
Page 5
CONTRACT
In 2008 the City entered into an agreement with Carver and Schicketanz for an amount
not to exceed $18,664 for the preparation of schematic drawings for the restrooms. In
2011 the Council authorized an additional $54,000 from Capital Reserves for the design
development, construction documents and bid negotiations for the project. However, in
order for the architect to produce construction documents, the Planning Commission
needed to approve design review and the coastal development permits, which required
additional hearings and revisions to the plans.
Since 2009, the City has spent approximately $49,781 on the development of the
restroom plans. The architect estimates that the cost of preparing construction drawings
and engineering reports would be an additional $48,500 (See Attachment C). In addition
to the expense of the drawings, the architect has indicated that the target cost for
construction would be approximately $250,000-$275,000. The City recently applied for
a Recreational Trail Program (RTP) grant in the amount of $200,000 to assist with the
construction of the restrooms. The City Council should direct staff to continue seeking
alternative funding sources for cost of the drawings and construction.
RECOMMENDATIONS
Adopt a Resolution authorizing the City Administrator to execute a revised contract with
Carver and Schicketanz Architects to prepare construction drawings for the proposed
restroom facility and to pay for the contract out of the Capital Reserves account and to
authorize staff to seek out grant opportunities to fund the preparation of the
construction/bid documents and construction of the facility.
36
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION 2013-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THESEA
AUTHORIZING THE CITY ADMINISTRATOR TO ENTER INTO AN
AGREEMENT WITH CARVER AND SCHICKETANZ ARCHITECTS TO
PREPARE ARCHITECTURAL DRAWINGS FOR THE BEACH
RESTROOMS PROJECT AND TO DIRECT STAFF TO SEEK
ALTERNATIVE FUNDING SOURCES
WHEREAS, the City of Carmel-by-the-Sea is a unique coastal community that prides
itself in its community character; and
WHEREAS, Goal G4-3 of the General Plan encourages the City to provide adequate
facilities to serve the needs of the public along the beach; and
WHEREAS, Policy P4-41 encourages the City to replace the existing temporary
restrooms at Santa Lucia A venue with a permanent facility; and
WHEREAS, The City previously contracted with Carver and Schicketanz Architects
to prepare architectural and construction drawings for a restroom facility at Santa Lucia
Avenue; and
WHEREAS, the Planning Commission approved architectural plans for the restroom
facility and issued Design Review and Costal Development Permits on 15 November 2012;
and
WHEREAS, the contract and additional funding would permit Carver and
Schicketanz to prepare the construction drawings; and
WHEREAS, the funding for the proposed contract will come from the Capital
Reserves Account #13-24013; and
WHEREAS, there is a need to identify alternative funding sources for the preparation
of construction documents and construction of the proposed facility.
37
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF
CARMEL-BY-THE-SEA DOES RESOLVE AS FOLLOWS:
1. Amend the FY 2012113 budget as provided in Exhibit "A" of this Resolution to
increase Expenditure Account 01-89430 by $48,500 to prepare construction drawings
for the beach restrooms project consistent with Phase 2 of the attached scope of work.
2. Authorize the City Administrator to enter into an agreement with Carver and
Schicketanz Architects in an amount not to exceed $48,500 to prepare architectural
drawings for the beach restrooms project consistent with Phase 2 of the attached
scope of work.
3. Authorize staff to seek alternative funding sources for the preparation of construction
documents and the construction of the proposed facility.
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BYTHE-
SEA this 5th day of February 2013 by the following roll call vote:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
ATTEST: SIGNED,
Heidi Burch, City Clerk JASON BURNETT, MAYOR
Exhibit "A" 38
Adjust # Department
1213-06 Capital Reserve
Grant Projects
Name
Account Account Description
13-24013 Capital Project Reserves
01·89430 Beach Restrooms on Scenic Dr
Date
---9--4==+- ----,-/tr-7,1_(,2 Content Approved by Admin Services Recommended by City Administrator
_______ _______ Aut horized by City Council
Amount
Fiscal Year 2012-2013
Budget Adjustment Requests
February S, 2013
Reason for Adjustment
$ 48,500.00 Architectural revision on bathroom design
$ 48,500.00 Architectural revision on bathroom design
Current Budget
$
$
Proposed Adjusted Budget
$ 48,500.00
$ 48,500.00
39
Attachment A- PC Special Conditions (11/15/12)
SPECIAL CONDITIONS
1. The project plans submitted for building permit review shall comply with the
City's Green Building Ordinance (CMC Section 15.54) and obtain a minimum of
17 points based on the Residential Green Building Checklist.
2. A geology report in accordance with CMC Section 17.20.170.C shall be prepared
prior to building pennit approval.
3. A storm water drainage plan shall be prepared prior to building permit approval.
The drainage and erosion plan shall include applicable Best Management
Practices and retain all drainage on site through the use of semi-permeable paving
materials, French drains, seepage pits, etc. Excess drainage that cannot be
maintained on site, may be directed into the City's storm drain system after
passing through a silt trap to reduce sediment from entering the storm drain.
Drainage shall not be directed onto Carmel Beach.
4. The wash basins shall be relocated to the interior of the restrooms.
5. The trash enclosure shall be relocated to the north side of the stairs.
6. The architect shall extend the length of the north and west curved walls and the
walls shall have battered edges.
40
Attachment B - CalAm Correspondence
Marc ,
I looked up this account - the account is active and has usage going back to the
1970 and therefore is considered an existing connection. As long as the account
remains with the City of Carmel (and the account is kept up to
date) it can continue as an active water account . If you want the meter
relocated, we would need to review that in more detail to ensure that moving it
wouldn't violate the CDO . Let me know if you need more information.
Eric J. Sabolsice
Director, Operations
Coastal Division
California American Water
41
42
Attachment C - Architect Correspondence
STUDIO C ARV E R
,,~-Hi l F;.' "tlP.F • tj/',l, t,rr • :t: i t:f: C.•T :"'t~ ··~ r,
I 0 [. (. " =.l f • : J.. ., 1 ' c 1 1: #.. ~·: ~·,:. I 1J • A. [;; 1\ R 1" • i
t ) t _ • • _ oJ .• f t' i l :·- ~I . • : \ • \ .' •, . I t t I 1 , ._ f, < l 1., ~.,.. 0 f.l
January 14, 2013
THE CITY OF CARMEL-BY-THE-SEA
SOUTH BEACH RESTROOM$ ·CARMEL BEACHEADS
OVERALL SCOPE OF WORK:
The Scope of Work is the provision of architectural drawings and specifications for a permanent public
restroom facility at Scenic Road and Santa Lucia in the City of Carmel-by-the-Sea.
COMPLETED SCOPE OF WORK:
Version 1-Phase One was the original design of the Beacheads. A workshop was held November 17,
2011 and suggestions from that workshop were incorporated into the design. The Planning Commission
held a conceptual hearing February 28th 2011 and the City Council held a conceptual hearing March 6th,
2011 . Suggestions from both hearings were incorporated into the design.
(In the spring of 2011 the City Council approved the budget item of $37,095 for the Construction
Documents for Version 1 Phase One.)
Version 1-Phase Two The resulting design was approved by the Carmel Planning Commission on
06/13/12. That approval was later rescinded on 07/11/12. This concluded Phase Version 1-Phase Two.
Version 2-Phase One A joint PC/CC workshop was held on August 6, 2012. Suggestions from that
workshop were incorporated into the design. In this Phase we explored several entirely new options
before presenting one to staff, concerned neighbors, appellants and finally the Planning Commission.
The current design was approved with minor changes by the Planning Commission on November 15,
2012. We will present the amended design to the Carmel City Council in February 5, 2013. Assuming
approval by the City Council and no changes or appeals, Version 2-Phase One will be complete.
FUTURE SCOPE of WORK:
VERSION 2 • PHASE TWO
We will commence Phase Three after City Council approval. Phase Two will include the architectural
services required to see the project through the Architectural Design Development, and the preparation
and permitting of the Construction Documents, Bidding and Construction Administration.
PROJECTED COST:
VERSION 2 - PHASE TWO
Architectural Design Services for Phase Two will not exceed $ 36,000
Additional Services as outlined in our attached Additional Services Hourly Fee Schedule will be billed
hourly. It is anticipated that the majority of Additional Services will have been completed in Phase One.
Hourly Additional Services (for hearings, renderings, etc.) are estimated to be$ 2,500
Consultants are estimated to be$ 10,000.
Structural Engineering =$ 2220 Duckbrew Engineering
Archaeologist =TBD (Est. $300) Archaeological Consulting
Soils Engineer =TBD (Est $1500)
Mechanical , Electrical and Plumbing Engineers = $5640
Total for VERSION 2 - PHASE TWO including Architectural Design Fee, Additional Services,
Consultants = approximately$ 48,500.
No comments:
Post a Comment