HomeMy WebLinkAboutAgenda Bill 3.E 07/14/20034
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CITY OF PETALUMA, CALIFORNIA JU
Pe taltim a Communit Dev Commission
AGENDA BILL
Agenda 'Title
Meeting Date July 14, 2003
Discussion and Action on a Resolution Authorizing the Purchase of
.Historic Streetlight. Fixtures for Downtown Improvements, Phase I,
Meeting Time X 3:00 PM
Project 9053
Category check one :
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Consent _Calendar
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Public Hearin x'New Business
Department
Director
Contact Person
Phone Number
Redevelopment
Paul Marangella
Paul Marangella
778 -4581
Cost of Proposal $314,000
Account Number 902 - 400 -9053
Amount Budgeted $390,000 .FY 20.03 -04
Name.of Fund: CBD Project Area
Attachments to Agenda Packet Item
1. Resolution Authorizing the Purchase of Historic Streetlight Fixtures for Downtown Improvements,
Phase I
2. Republic Electric Decorative Street Lighting Letter dated June 17, 2003
3. Minutes of SPARC Meeting. Approving CBD Streetscape Master Plan
Summary Statement
Iii the heart of the Central Business District (CBD), the Downtown Streetscape Master Plan designates
improvements to beautify and restore Downtown economic vitality. The overall Plan area is bordered by
Washington and B Streets, and Howard Street to Petaluma Boulevard.
The Downtown Improvements, Phase I project initiates the program by constructing improvements to:
• Kentucky Street from Washington to B Streets
• Petaluma, Boulevard from Washington to B Streets
• Washington Street from the River bridge to Kentucky Street
• Western Avenue from Petaluma Boulevard to Kentucky Street
A significant feature of the Plan is the decorative historic street lighting. SPARC was instrumental in
developing a very specific design, including a custom decorative feature rendered by a local artist, to
accent and compliment the historic character and charm of the Downtown.
Street lighting materials have a long lead -time from order to delivery,, often exceeding 3 months. The
construction bid package for the Downtown Improvements, Phase I is anticipated to award in mid to late
August and will have approximately 60 working days to complete the work. This schedule targets
construction completion by the Thanksgiving holiday. This does not: allow adequate time to meet. the target
date for a contractor to include the light fixture materials in the bid package, as the contractor must secure
an approved order after the notice to proceed is issued, then receive materials and install the light fixtures.
Additionally, the contractor will ,mark =up the cost of the materials„ resulting in additional expense to the
PCDC for purchasing work already performed by staff.
Therefore, this agenda. item passes a, resolution authorizing the PCDC to sole- source purchase historic
lighting from Republic Electric to be furnished by PCDC for installation by the Downtown Improvements
Phase I construction contractor.
Recommended City Council Action /Suggested Motion
It is recommended that the PCDC ad_ opt th shed resolution authorizing the PCDC to purchase 104 light
JJpoles d 15 hisf ric signal pole arms' d 1 s.
evi wed X Fi ance Director: Revi - i Attorney: Approved by City Manager
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P 1•� Date• Dater te:
oday's Date
Revision # and Date Revised:
File .Code: -07
June 25, 2003
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CITY OF PETALUMA, CALIFORNIA
Petaluma Eommunity Development Commission
JULY 14, 2003
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AGENDA REPORT
FOR
DISCUSSION AND ACTION ON A RESOLUTION AUTHORIZING THE PURCHASE OF
HISTORIC STREETLIGHT FIXTURES FOR DOWNTOWN IMPROVEMENTS, PHASE I,
PROJECT 9053
EXECUTIVE SUMMARY
In the heart of the Central Business District (CBD), the Downtown Streetscape Master Plan designates
improvements to beautify and restore Downtown economic vitality. The overall Plan area is bordered
by Washington and B Streets, and Howard Street to Petaluma Boulevard.
The Downtown Improvements, Phase I project initiates the program by constructing improvements to:
• Kentucky Street front Washington to B Streets
• Petaluma Boulevard. from `Washington to B Streets
• Washington Street from the River bridge to Kentucky Street
• Western Avenue from Petaluma Boulevard to Kentucky Street
A significant feature of the Plan is the installation of decorative street lighting consistent with the
historic character of the . district. SPARC was instrumental in developing a very specific design,
including a custom decorative feature rendered by a local artist, to accent and compliment the historic
character and charm of the Downtown.
Street lighting materials have a long lead -time from order to delivery, often exceeding 3 months. The
construction bid package for the Downtown Improvements, Phase Its anticipated to award in mid to late
August and will have; approximately 60 working days to complete the work. This schedule targets
construction completion, by the Thanksgiving holiday. This does not allow adequate time to meet the
target date for a contractor to include the light fixture materials in the bid package, as the contractor
must secure an approved order after the „notice to proceed is issued then receive materials and install the
light fixtures. Additionally, the contractor mark -up the cost of the materials, resulting in additional
expense to the PCDC for purchasing work already performed by staff.
Therefore, this agenda item passes a resolution authorizing the PCDC to sole source purchase historic
lighting from Republic Electric to be furnished by the PCDC for installation by the Downtown
Improvements Phase I construction contractor.
2. BACKGROUND
Over the past two years, the PCDC has worked with the Petaluma Downtown Association, ZAC
Landscape Design and. SPARC to develop the Downtown Streetscape Master Plan for improving the
Downtown area to. spur economic vitality and growth for our merchants and businesses. The features
and the feeling the design portrays are the result of many hours of research, design, review and redesign.
A specific decorative light fixture was approved by SPARC as part of this plan.
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Working with our civil design engineers, CSW /St and our landscape 'architect, ZAC, PCDC staff is
finalizing a bid package to construct Phase I of these improvements, including street lighting, tree
planting, sidewalk improvements, street furniture and fixtures_, paving and striping on primarily on
Kentucky Street, Western Avenue and Petaluma Boulevard.
The particular light pole, arm and fixture selected by SPARC is produced by only one manufacturer
Holophane, whose local distributor is Republic Electric.
3. ALTERNATIVES
A. PCDC Purchases Decorative Ilistoria Street Fighting Fixtures: Under. this option, the. PCDC
Will immediately purchase Hot
OP
hane decorative street. lighting materials and provide them as a
PCDC furnished material to the contractor awarded the low -bid construction contract- for 'the
Downtown Improvements, Phase I, who will install them as part of that contract.. This option
provides ithe most timely delivery ofthe;materials needed.
B:, Include Purchase of Decorative Street Light Fixtures in the Downtown Impr..ovements, Phase I.
Bid Package: In this option, the delivery of the ,light fixtures will °necessitate providing additional
working days to the contractor to, accommodate the• light fixture delivery, schedule, thereby delaying
their- installation until early 2004 and lengthening the construction contract.
4. FINANCIAL IMPACTS
The .FY 2003 -04 PCDC Adopted Budget includes funding of $5,75.5,000• for the entire project, which
includes the purchase of street lights.
A. PCDC Purchases Decorative, Historic Street Lighting Fixtures: Staff worked directly with the
only rr anufacture of the decorative light fixtures by our consultants ZAC Landscaping anc�
HLR Lighting Design to .secure a fair price for the fixtures. The cost of the purchase is $3:14,000.
B. Include,'Purchase of`pecorative Street Light'Fixtures in the Downtown Improvements Phase I
Bid Package; Should this light fixtures be, a,sole source bid item the ;manufacturer would provide
`the same material price to all contractors, who would then mark. up that-price for 'handling. It is
unlikely hat bidding would save the PCDC on the direct cost of the materials. Indirect costs result
from a lengthened construction contract and potentially lengthened construction disruption to the
Downtown. The. cost •of`the purchasevill be as much as 10% higher than thet quote by Republic
Electric, ,due to contractor mark -tip or approximately•.$345,000.
CONCLUSION
It is in the best interest of the City and the Downtown merchants sand patrons impacted by construction
for the PCDC to directly purchase decorative. street light fixtures fgr the Downtown Phase I
Improvements. This method, of purchase will save construction time reduce the duration of9the impacts
of construction on the downtown, and potentially saves the PCDC money in product cost and
construction delays.
6. OUTCOMES OR.PERFORMANCE MEASUREMENTSXHAT WILL. IDENTIFY'SUCCESS OR COMPLETION:
The historic street lights will be installed by the end of the 2003 calendar. year.
7. RECOMMENDATION +.
It is recommended, that the PCDC adopt the attached .resolution authorizing the PCDC to purchase 104
light poles, and 15 historic signal pole arms and' luminaries as quoted on the attached letter frorh
Republic Electric, dated June 17, 2003.
Attachment 1
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"-RESOLUTION # 2003-
PETALUMA COMMUNITY DEVELOPMENT COMMISSION
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AUTHORIZING THE PURCHASE OF HISTORIC STREETLIGHTS
WHEREAS, on June 16, 2003, the Petaluma Community Development Commission ( "PCDC ") held a public
hearing and adopted the FY 2003- 04`PCDC Budget for the period from.July 1, 2003 to June 30, 2004;
WHEREAS, the Commission finds that the transactions authorized in this resolution are consistent with and
effectuate the purposes of California Community Redevelopment Law (Health and Safety Code Section 33000
et seq.);
WHEREAS, the Commission has an interest in expediting the construction of the CBD Downtown
Improvements, Phase I, account 901 -400 -9053;
WHEREAS, SPARC has approved the installation of historic streetlights in the ,Project Area with
specifications which are consistent with the historic character of the district;
WHEREAS, City staff have investigated potential sources from which such historic streetlights may be
.btained;
WHEREAS, City staff have identified a supplier who can manufacture such streetlights in accordance with the
specifications approved by SPARC;
WHEREAS, City staff is aware of no ; ,other supplier who can manufacture such streetlights in accordance with
such specifications within a reasonable timeframe and at reasonable cost;
WHEREAS, Section 4.04.050 of Petaluma Municipal Code provides for dispensing with public bidding when a
commodity can be obtained from only one vendor;
WHEREAS, City staff have negotiated with Republic Electric, which has quoted a maximum unit price of
$2,800.00 for historic street lights and $1,030.00 for historic signal pole arms and luminaries, for streetlights
conforming to the SPARC- approved specifications;
WHEREAS, City staff have been advised that production of the historic streetlights will require a 16 week
manufacturing process; and
WHEREAS, the City's design engineers, CSW St has determined that the time needed to competitively bid
the purchase of the historic streetlights would delay timely installation of public improvements within the
Project Area, delay implementation of the redevelopment plan .for the Project Area, and likely result in a
significant increase in cost.
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NOW, THEREFORE, BE IT RESOLVED that the Petaluma Community Development. Commission hereby
1. Finds that competitive bidding is not :required by law because (i) competitive bidding would be
disadvantageous. to the City of Petaluma, the. Project Area and the PCDC because it would unreasonably
delay implementation of public improvements necessary for the implementation of the Proj
redevelopment ect Area
plan, (ii) competifive bidding would be unlikely to result in a lower: price for
manufacture of thehistoric streetlights than the price quoted by Republic Electric
2. - Authorizes .and approves the sole source purchase of one - hundred five (104) historic streetlights and
fifteen (15) historic signal pole armsl and luminaries, in accordance with the ,SPARC= approved
specifications from Republic Electric in an aggregate amount not to exceed $314,000.
3. Authorizes and directs the Executive Director to execute a contract with Republic Electric for the
foregoing, purchase.
Adopted this 14th day of July, 2003 by the following vote*
Commissioner
Glass
Canevaro
Harris
Healy
Moynihan
O'Brien
Torliatt
ATTEST.,
Gayle Petersen, Recording Secretary
Aye No Absent
David:Glass, Chairperson
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Attachment 2
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jUN' - -2003 TUE 03 :0E PM
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June 17, 2003
FAX NO, ++ P. 02
Ci ty of Petaluma i.
Attn; Joyce Clark a
27 Howard Street j ��
Petaluma, CA 94952 -2610
Job dame: Decorative Strcet.D
Job Location. City of Petaluma - Various Locations
Dear ills, Clark
We offer to perfoun the following Work, on the terms find conditions sta below and on the
reverse side hereof, and at'the prices shown, as follows:
Furnish l Soloph me decorative street lighting materials according to the following. material pauces
and delivery scliedule.
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1,Tlk l 0 itlr}fiis Pedestrian, 1()U Wattl�igh Pressure Sodium
Mcrlium Base 5nclret, 277 belt L1L/CSA Listcil,
ns ynu%�c[i'ie T'ypc W Miss, Fixture i'amtgd 4;taizdurd
Iloln �h� T3 lack Finish; P NTPPS WfiP[�; Sl�>`Sl�>`' 100 C
L'1'2 -1'OL �1G N��rt1 Call iron st and 5tc41, 14 i'cct =2 inches
hct t�hl,11'uted .Pi:irtSc i'aintcc9 Role fiinish
L TI &c3 . Pol Arm bla ck without chicken Iliiial _
l:!'i POL 6ort+t'�orlcshte, C,tt7t Iron and Steel, 13 iett hcibht; °f
lu erod,;P.rnr l?aintl?ainu Pole Fi
�LT3 15 MCtnphis Style L.,nhinrre, 1UGW:xi llihh PressureSo
Mcdiuitt'(3asc`3ockCt.: 277 Vo1rUt /C'SA I:is[eci, (Q()l
Ruirrtcd to match
Tiger i]rylac Number JZkLI #PL "I'r1LU nIa,
7c �rdro - 'l ! V g door
['3 1� \�
1'I"C 15 es[ Liberty Leveling Slipiit[arfor Standard M 5ti Arms,
� Sli}t1i[ 2 lnchCs (2 -3/8 inch 0.1),), Nominal 1'ipc, teas
Alu�ninuttr Black finish.
I -T2- 104 -
P AINT ;:l la[•k Pain for T' c L 1'1 M72 M72 an d Gnielce�r £� E c�
L'N1,f)!',Y) Rc��uUlic. El c1riC to unload ma[ci upon delivc.ry-
Y � hv draitliacr an c, operator
Q , 3 !�,?bui�ers for 1 day.
Page 1 of 2
S 606.29 1 $ 63,054,1
8 i,212.5h $ 53,778,6$
S 470,40 S 48,921
1;1�86,4u S 74
S 829.02 5 12,435 30
130.66 f 5 1,959-90
1 S 313.6' 1 S • 32,615,44
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tota
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(.115) , 4.4 + 71 —)0 Rc lw'uc.)Cl I�IV;C�;. • P1C� :itO, 4:.1 9 1`
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Page 1 of 2
S 606.29 1 $ 63,054,1
8 i,212.5h $ 53,778,6$
S 470,40 S 48,921
1;1�86,4u S 74
S 829.02 5 12,435 30
130.66 f 5 1,959-90
1 S 313.6' 1 S • 32,615,44
I
2 500,00
tota
(7�5!'n - - r Z1 yOf�.Ull
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(.115) , 4.4 + 71 —)0 Rc lw'uc.)Cl I�IV;C�;. • P1C� :itO, 4:.1 9 1`
I�(1F'Cl'i hl • DALLAS ° Los I, ili 4 S A '.At A c1 I, WI 0 a ''r A RA 1:(.:7;CC?
- c�LIuJ w w,.,un rn i tax NUI `-H
June 17, 2003 •
City of'Pctalurna
Attn Joyce,, Clark
Delivery of tlic niaierial, octaber 1", 50% oCmat.edal
October 1'�` I00%;ot rnWrial.
The above schcdule can be iuet if Republic Electric rcccives a purchase ord r frorti t he Cite by.
Friday, June 27�% 2003.
This offer shall. expire 90 days torn the date hereof.an may he withdraws liyiLs at.;ai,y time prict
tlicreto with bf without notice.. This' Offer supeTge-dbs ally prier otTcrs, oottitri'AMCM • r orc "cM,
contains, all to: rns, conditions and war-alitie.s and wh .ii anepted, constitutes the Contract.
between the pariips. The resulting contract ;Shall not be modified except by formal written
amendment. This offer shall be accepted by d6l.Nuy to its of a copy oCEhis offer dul yvilgned byyou
in flit, spite provided.
The forcgoing, oflbr isrhereby accepted tPiis _._day of , 2003
CITY OF PETALUMA KEPT ERIC' ELIE 'TRICE;
By' __.. Ja es A, W agtiea P:L.
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Attachment 3
Minutes of SPARC Meeting Approving CBD Streetscape Master Plan
LI
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� ALU City of Petaluma, CA
Site Plan and Architectural Review Committee
ZgSP
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Regular Meeting
City Council Chambers
City Hall, 11 English Street
Telephone: 707- 778 -4301
FAX: 707 - 778 -4498
Minutes
Excerpt
May 22, 2003
3:00 p.m.
Petaluma, CA
E -Mail: edd @ci.petaluma.ca.us
Web Page: http: / /www.ci.petaluma.ca.us
The Site Plan and Architectural Review Committee encourages applicants or their
representatives to be available at the meeting to answer questions so that no agenda item
need be deferred to a later date due to a lack of pertinent information.
Roll Call: Present: Teresa Barrett, Janet Gracyk, Chris Lynch, vacant,
Jack Rittenhouse*
Historic: Marianne Hurley, Hoppy Hopkins
*Chairperson
Staff: George White, Assistant Director, Community Development
Irene Borba, Senior Planner
Anne Windsor, Administrative Secretary
Public hearing began at 3:00 p.m.
H1S'FORIC & CULTURAL P RESERVATION COMMITTEE BUSINESS:
OLD BUSINESS
I. DOWNTOWN STREETSCAPE MASTER PLAN
File: SPCO2035
Planner: Irene ` Borba
Request for Historic and Cultural Preservation Committee approval of details for
the Downtown ;Streetscape Master Plan including benches, planter posts, trash
receptacles, bike bollards, bike racks, tree grates and palm plinths.
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Irene Borba presented the staff report.
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Paul Marangella, Director of Economic Development and Redevelopment. Gave a
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history of theproject.
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Sandy Reed: Gave a recap of previous approvals; for the streetscape and presented the
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details of the street furniture, planter pots, bike racks,_ lighting and trees as well as the
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placement- of each in the downtown area.
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Don Curry; Engineer: Explained the bulb outs on corners with regard to the storm drains
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and utilities.
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.Paul Marangella: Bulb outs on Kentucky would be done in a later phase.
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Chair Rittenhouse: Asked about the phasing of the project — when would the entire
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prof ect: bye complete.
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Paul- Marangella: 5 -7 years.
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Sandy Reed:_' Trees, lights, and concrete will be done before the end of the year. Palm
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trees are part of the bulb out phase.
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Committee Member Hurley: Is there additional monies for maintenance of the trees and
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plantings, etc.
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Paul Marangella: Working with Downtown Association or establishing an assessment
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district. Redevelopment cannot finance maintenance. Possibly paid parking from the:
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Keller Street garage could contribute.
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Sandy Reed: There is maintenance built into the project startup — for approximately 3
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years. If °funding is not setup for maintenance of the pots, they will not go in.
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Committee Member Gracyk: Did we lose palm trees at the museum?
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Sandy Reed: Yes.
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Committee Member Gracyk: Suggested taking a look at concrete on Kentucky at the
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Golden Concourse (near-KCO) — collects water.
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Committee Member Hopkins: Asked why palm trees?
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Sandy Reed: To create a district or gateway and because maintenance is. easy.
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Public hearing opened':
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Stuart Hide, 80.0 Middlefield: Moved here because Petaluma is unique. Do not want to
1 see any changes made.
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3 Mary ' Shearer: Improvement to downtown would be great — the ambiance would be
4 wonderful. Need sufficient clearance for trucks on Petaluma Boulevard in front of
5 McNears. Would like to see cross walk on B Street in front of 24 -Hr. fitness beautified.
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7 Brian Rossen: Like the improvements. Have the road diets been addressed in these
8 improvements?
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10 Paul Marangella: CPSP is going to Council June 2, 2003.. `Nothing here will implement
11 or impede the CPSP.
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13 Public hearing closed:
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15 Committee Comments:
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17 Committee Member Hurley: Propose no trees on Western between Petaluma Boulevard
18 and Kentucky Street. Do not want to see a barrier between the street and the buildings.,
19 Trees break up the relationship of the buildings. Like the 'light standards and the lights.
20 Concerned about the sidewalk color. Concern about bulb outs because you lose the
21 historic aspects of the downtown.
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23 Committee Member Hopkins: All questions have been addressed.
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25 Committee Member Gracyk: Concerned about the greenness of concrete — look at it
26 outdoors. Sometimes the green turns black depending on the stain. Would be
27 appropriate to leave Western as it is. Do not want to' make Petaluma cute. Bulb outs are
28 at odds with historic downtown — maybe use only on Petaluma Boulevard. Like the pots
29 and the 3 or 4 sided tree grates check with Ed Anchordoguy about 24" root barrier. Do
30 not like decorative metal °on canopies. Like the TEKA lights. Like the wider sidewalk in
31 front of 24 -Hr. Fitness on,.Petaluma Boulevard.
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33 Committee Member Barrett..Against the palm trees — look too staged. Prefer a minimum
34 number of bulb outs. Agree with Marianne about no trees on Western between Petaluma
35 Boulevard and Kentucky Street. Not encouraged about the sidewalk overlay holding up
36 over time.
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38 Jeanne Miche: Company who is doing the overlay has been in business for 19 years.
39 The product that cracked is not what we are suggesting.
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41 Paul Marangella:, The contractor would have to guarantee the product. If we follow the
42 scoring patterns on. the- the product will adhere better.
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44 Committee Member Lynch: Ambivalent about bulb outs — are they required to put in the
45 palm trees.
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I . Sandy Reed: Yes.
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3 Committee Member Lynch: If the. sidewalk product is not guaranteed — would `be worse
4 than what we have.now. Also, do notwant to make. too cute.. Only about 40 lineal feet of
5 sidewalk being; taken out — is overlay being, done on all other sidewalks? Prefer the
6 overlay with the smoother texture. Don't agree with removing all trees. on Western a
7 few would -keep continuity. Canopy— suggest leaving alone until the buildings.are dealt.
8 with — detailing,is ok except for scallops. Like the palm trees — is a very eclectic town —
9 thinkthe palm trees add to this diversity. Do have a reservation about bulb outs — support
10 at this point. No problems with furniture. Like the custom pots.
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12 Chair Rittenhouse: - Like bike racks, pots, etc. Thought there was consensus. to scale back
13 the number of trees on Western — not in:favor of no trees at all. In favor of bulb outs if
14 detailing -is, ,done well —,too late to get _rid of them all. Canopy design should b.e p'art of.
15 store front improvements. Like four -side tree grates, pots with metal legs. "Like cast iron
16' trash receptacles.
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18 Consensus of committee:
19 ® Bulb outs at Petaluma Boulevard and B. Streets
20 O `Widen sidewalk 'on Petaluma Boulevard at 24 -Hour Fitness l and, .in front of
21 McNears
22 o No canopy changes until building fronts are improved (conduits to .go. in now)
23 V Replace concrete whenever possible use .overlay with a written guarantee from
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25 ® 'Square trash receptacles
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27 M/S Gracyk/Hurley to approve streetscape''with bulb outs on Petaluma Boulevard South
28 and B Street, widen sidewalk on Petaluma Boulevard in front, of 24 -Hr: Fitness and
29 McNear's Restaurant, leave out trees on Western between Petaluma Boulevard and
30 Kentucky�Sireet, no canopy changes until building fronts are improved (put in conduits
31 now), replace concrete whenever possible and use overlay with a written guarantee from
32 contractor, put in square trash receptacles. 6 -0
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34 Public hearing ended at 5:00 p.m.
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36 Hearing resumed @ 5:05
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