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HomeMy WebLinkAboutInformational Update - Aestjetic Features for Council Chamber RnvtnSTAFF REPORT CITY OF PALM DESERT DEPARTMENT MEETING DATE: November 14, 2019 PREPARED BY: Emily Roethler, Project Manager REQUEST: Receive and file an informational update and appoint two (2) Council Members to serve on the sub -committee and provide input regarding aesthetic features for proposed Council Chamber renovations, including the selection of paint color schemes and the finish materials of furniture and other fixtures Recommendation By Minute Motion: 1. Receive and file informational update 2. Appoint two (2) Council Members to serve on the sub -committee and provide input regarding aesthetic features for proposed Council Chamber renovations, including the selection of paint color schemes and the finish materials of furniture and other fixtures. Strateqic Plan Obiectives This action has no impact on the Strategic Plan. Backaround Analvsis The City Council Chamber was originally constructed in 1983 and was remodeled in 2000-2001. The remodel removed walls and doors, replaced carpeting, improved council/director seating areas, and updated various audio visual (AV) components. During this project, the original public seating in the Chamber was reinstalled over the new carpeting. The original seating that dates back to 1983 has degraded due to heavy use and age and is no longer comfortable for the residents and staff who attend Council and Commission meetings, sometimes for extended hours. The existing 35-year old seating no longer provides adequate space for compliance with Americans with Disabilities Act (ADA) mandated seating areas. The condition of the seating, along with the lack of appropriate accommodations for ADA use, requires that the seating be replaced and upgraded to current standards. Additionally, the City Council Chamber is no longer in compliance with November 14, 2019 - Staff Report Informational Update and Council Member Appointment for Council Chamber Interior Design (Project No. 765-19) Page 2 of 3 current ADA codes and standards for access. For example, the slope of the ramp leading from the lobby to the public seating area exceeds the maximum allowed slope of 8%, the handrails are non -compliant, and the texture of the wall behind the existing handrails creates an architectural barrier for those who need to use them. Recently, there has been an increased awareness surrounding the Council Chamber and the need to update many of the interior features. During Council break in Summer 2019, various IT/AV upgrades to enhance the usability and accessibility for Council, City staff, and the public were implemented according to the IT Master Plan for the City. Additionally, in April 2019, City Council appropriated $90,000 for design and compilation of construction documents for the interior of the Council Chamber. Monies have been included in the Capital Improvement Program (CIP) for Fiscal Year 2020/2021 for the construction of this design. The conceptual design work for Council Chamber Interior Improvements is approximately 65% complete. The preliminary design work has included the production of architectural renderings showing the replacement of the built-in seating and carpet in the Council Chamber, updating the podium to meet the needs of the public, updating existing improvements to current ADA standards (access doors, ramp, handrails, and paths of travel), redesigning the restrooms to current ADA standards, and creating a new access door for the relocated control room. The construction of this phase of work is preliminarily estimated to cost $1.7 million. Pending approval by City Council, including the appropriation of sufficient budget for the remodel, the advertising and construction award is anticipated Spring 2020 with construction over the July/August break in 2020. Staff notes that the nature of this project and the highly visible location of it make it likely that interested persons will suggest any number of enhancements and upgrades to the project scope. While such additions to the project are always possible, they could quickly grow to eclipse the original intent, which is to improve accessibility for persons with disabilities, replace aged and uncomfortable seating, upgrade the general aesthetics of the Chamber, and provide floor coverings that will enhance acoustics by minimizing noises that currently disturb City Council meetings and interrupt the conduct of business. At this time, the appointment of two (2) Council Members is being requested to aid in the decision making for the overall aesthetics, including the selection of paint color schemes and finish materials of furniture and other fixtures, so as to more effectively plan and appropriately budget for it. Fiscal Analvsis Construction funds are being requested for Fiscal Year 2020-2021. The total project cost cannot be accurately estimated until the scope of work, including ADA requirements and other aesthetic features are further identified and narrowed. However, a preliminary scope anticipated a $1.7 million total construction budget. November 14, 2019 - Staff Report Informational Update and Council Member Appointment for Council Chamber Interior Design (Project No. 765-19) Page 3of3 LEGAL REVIEW DEPT. REVIEW FINANCIAL REVIEW Robert W. Hargreaves Tom Garcia, P.E. et M. Moore City Attorney Director of Public Works Director of Finance City Mana , �urierlin: ASSISTANT CITY MANAgER I / Andy Firest' e Assistant Cit Manager