*AMENDED AGENDA

CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL, FOREST AND BEACH COMMISSION,
COMMUNITY ACTIVITIES & CULTURAL COMMISSION,
HISTORICAL RESOURCES BOARD, PLANNING COMMISSION
SPECIAL WORK-STUDY SESSION AND
CLOSED SESSION OF THE CITY COUNCIL
Tuesday, October 21, 2014 4:00 p.m.
Council Chambers, City Hall
East side of Monte Verde Street
Between Ocean and Seventh Avenues
Carmel-by-the-Sea, California


1. CALL TO ORDER Mayor Burnett


2. ROLL CALL
City Council:
Mayor: Burnett
Mayor Pro Tem: Beach
Council Members: Dallas, Talmage, Theis

Planning Commissioners:
Commissioners: Reimers, LePage, Paterson, Goodhue, Martin

Community Activities & Cultural Commissioners:
Commissioners: Dixon, Refuerzo, Jett, Rachel, Downing
In coming Member: Richards

Forest and Beach Commissioners:
Commissioners: Ferlito, Baron, Bang, Refuerzo, Carter

Historic Resources Board:
Board Members: Carper, Dyar, Laiolo, Wendt, Gualtieri


3. PLEDGE OF ALLEGIANCE


2


4. PUBLIC COMMENTS
Members of the public shall have an opportunity to comment on items on the agenda. If you would
like to speak on an item, please wait until the Mayor opens the items for public comment. While not
required, please state your name for the record and limit your remarks to three (3) minutes.

Mayor Burnett to ask for public comments specific to the below listed items.


5. COUNCIL AGENDA ITEM (S)

Item 1: Forest Theater:
a. Receive an update on the Forest Theater
b. Authorization for the Project to move forward for preparation of
Construction Documents, Permits and Bidding.

Recommendation: By motion, Authorize the Project to move forward
with construction documents, permits and bidding.


6. CLOSED SESSION OF THE CITY COUNCIL Immediately following
Open Session

Item 1: CONFERENCE WITH LEGAL COUNSEL EXISTING LITIGATION
Subdivision (d) (1) of Government Code Section 54956.9

Name of case: John Hanson, Plaintiff v. City of Carmel-by-the-Sea
and Does 1 through 100, Defendants Monterey County Superior
Court Case No. M128436


*Item 2: CONFERENCE WITH LEGAL COUNSEL EXISTING LITIGATION
Subdivision (d) (1) of Government Code Section 54956.9

Name of case: Steven McInchak, Plaintiff v. City of Carmel-by-the-
Sea, and Does 1 through 50, inclusive, Respondents Monterey
County Superior Court Case No. M128062


*Item 3: CONFERENCE WITH LEGAL COUNSEL ANTICIPATED
LITIGATION
Significant exposure to litigation pursuant to subdivision (b) of
Government Code Section 54956.9: 4 cases



7. ADJOURNMENT

CITY OF CARMEL-BY-THE-SEA
Council Report
October 21, 2014
To: Honorable Mayor and Members of the City Council
From: Doug Schmitz, City Administrator
Submitted by: Sharon Friedrichsen, Public Services Director
Subject: Progress Update of the Forest Theater Renovation


RECOMMENDATION(S):
(A) Receive an update on the Forest Theater.
(B) Authorization for the Project to move forward for preparation of Construction Documents,
Permits and Bidding.

EXECUTIVE SUMMARY: The City retained Cody Anderson Wasney Architects in August
2014 to assess the Forest Theater and make recommendations regarding the improvements
required to reopen the facility (Triage Phase). The purpose of this meeting is to receive an
update by Chris Wasney on the needs assessment of the Theater, including the proposed
mitigations to address current deficiencies and the estimated costs of the various mitigations.
This item also requests the consideration of the approval of the plan and authorizing staff,
working with the architect, to move forward in preparing construction documents needed to
obtain permits and prepare for bidding of the project so that it can reopen in spring 2015.
The estimated cost includes construction items related to structural, electrical, inadequate
exiting, inadequate lighting and inadequate accessibility, and associated architectural and
other fees. At this time, the estimate is $1,379,523.

ANALYSIS/DISCUSSION: The proposed cost of construction based upon the engineers
estimate associated with the architects conceptual approach to addressing the various facility
deficiencies, and associated architectural and other fees. The cost is currently estimated at
$1,379,523. To date, the City has allocated funding of $486,500 for the project in the current
fiscal year, and $475,000 proposed for the next fiscal year. In order to move the project
forward, additional changes will need to be made to the scope of work to reduce the
estimated cost of improvements or additional funding will need to be allocated to the project.
Staff will present options to Council during the meeting regarding possible funding sources.
Additionally, the architect will also present options regarding possible changes to the plan to
balance the budget. The actual cost for construction will be known once construction bids are
received. At that time, Council would award the bid and allocate the remaining funding
needed for the project.

FISCAL IMPACT: Options regarding possible funding sources to address the project shortfall
as well as options to reduce the scope of work will be presented during the Council meeting.
Budgeted (yes/no) Funding Source (general fund, grant,
state)
Yes- Fiscal year 2014-15


Fiscal year 2015-16 (proposed)

Estimated Project Cost
Current Projected Shortfall
Forest Theater Reserve: $90,000
Prior Year Surplus: $396,500
Sub-Total: $486,500
Measure D: $475,000
Total: $961,500
$1,379,500
$418,500


PREVIOUS COUNCIL ACTION/DECISION HISTORY:
Council held a workshop on the Forest Theater on May 5, 2014. Council allocated $486,500
to this project during the adoption of the Fiscal Year 2014-15 Budget on June 10, 2014. On
August 5, 2014 Council awarded a professional services agreement with Cody Anderson
Wasney Architects to provide: Part 1) consulting services for the design, preparation of plans,
specifications, and estimates for a needs assessment and schematic designs for the Triage
Phase of the Project, and Part 2) master planning of the entire facility.

ATTACHMENTS:
Schematic / Conceptual Site Plan

REVIEWED BY:
City Administrator City Attorney Administrative Svcs
Assistant City Admin. Director of CPB Director of Public Svcs
Public Safety Director Library Director Other: ___________
EB
EB
EB
CO
GAS METER CO
CO
CO
CO
EB EB
EB
EB
EB
EB
EB
WATER MAIN
RESTROOM
S
CONCESSIONS
ELECTRIC
PANEL
DUMPSTER
VALVE
6" VCP OUTLET
PLANTER
PLANTER
STEP
G U A D A L U P E S T R E E T
S A N T A R I T A S T R E E T
S

E

V

E

N

T

H




A

V

E

N

U

E


(
J
O
S
S
E
L
Y
N

L
A
N
E
)
M
O
U
N
T
A
I N

V
I E
W

A
V
E
N
U
E

25'
25'
25'
25'
30'
30'
BLOCK 81
E

I

G

H

T

H





A

V

E

N

U

E
25'
235
240
245
250
255
260
270
275
280
285
290
240
245
250
255
260
265 270
275
280
5
3
12
6
17
15
18
11
20
19
+262

15%
16% MAX.
+262

+248

1:20
S
LO
PE
1:20 SLOPE
1:12 S
LO
PE
1:12 SLOPE
5%
5%
+264.5

+262

7 4
9
1
10
8
8
2
A2.1
1
A2.1
14
14
1
A2.1
1:12 S
LO
PE
1:12 S
LO
PE
+260

+275

+265

1:12 SLO
PE
1:12 S
LO
PE
1:12 S
LO
PE
1:12 S
LO
PE
1:12 S
LO
PE
+279

+276.5

+274

+272.7

+270.2

+267.7

+262

+267

+267

+269.5

2
2
16
13
F.F.
+260
INDOOR
THEATER
TOT. FROM SEATING
TOT. FROM SEATING
TOT. FROM SEATING
TOT. FROM SEATING
A0.1C
SITE PLAN
OPTION 3
1
SITE PLAN
SCALE: 1/16" = 1'-0" N 2
INDOOR THEATER PLAN
SCALE: 1/16" = 1'-0"
Copyright 2010 by CODY ANDERSON WASNEY ARCHITECTS, INC.
C o d y A n d e r s o n W a s n e y A r c h i t e c t s, I n c.
455 L a m b e r t A v e n u e P a l o A l t o, CA 94306
6 5 0 . 3 2 8 . 1 8 1 8 F a x 3 2 8 . 1 8 8 8
STAMP
CONSULTANTS
REVISION DATE
PROJECT NAME
SHEET TITLE
SHEET
PHASE 1 - RENOVATION OF
PROJECT NO.
DRAWN BY
CHECKED BY
14017
09/09/2014
PHASE 1
SCHEMATIC DESIGN
FOREST THEATER
NE CORNER OF MOUNTAIN VIEW & SANTA RITA
CARMEL-BY-THE-SEA, CA 93923
J. CADOURI
C. WASNEY/ M. WOOD
LEGEND
CONCRETE
ASPHALT PAVING
WOOD BOARDWALK/DECK
DECOMPOSED GRANITE
BOLLARD, 10' O.C.
RECESSED LUMINAIRE, 6' O.C., INSTALLED ON
UPHILL SIDE OF WALK
HANDRAIL WITH LED RAIL
LEGEND
CONCRETE
ASPHALT PAVING
WOOD BOARDWALK/DECK
DECOMPOSED GRANITE
BOLLARD, 10' O.C.
RECESSED LUMINAIRE, 6' O.C., INSTALLED ON
UPHILL SIDE OF WALK
HANDRAIL WITH LED RAIL
KEYNOTES
(E) RESTROOM BUILDING TO REMAIN.
PEDESTRIAN BOARDWALK PATH. SEE DETAIL 1/A6.0.
DEMOLISH (E) AC ROAD.
(E) ACCESSIBLE PORTABLE RESTROOMS TO REMAIN. PROVIDE LEVEL
LANDING AND COMPLIANT THRESHOLD.
REMOVE (E) PHONE AND TICKET BOOTHS.
RELOCATE FENCE TO PROVIDE ALCOVE AT PUBLIC WAY.
(E) CONCESSIONS BUILDING TO REMAIN.
(N) NON-ACCESSIBLE EGRESS PATH AND EXIT TO PUBLIC WAY.
PROVIDE MIN. 1 F.C. UNIFORM LIGHTING OVER WALKING SURFACE.
(N) ACCESSIBLE EGRESS PATH AND EXIT TO PUBLIC WAY. PROVIDE
MIN. 1 F.C. UNIFORM LIGHTING OVER WALKING SURFACE. PROVIDE
LEVEL CONCRETE PAD.
(E) NON-ACCESSIBLE EGRESS PATH AND EXIT TO PUBLIC WAY TO
REMAIN.
(N) TREES PLANTED WHERE (E) ROAD IS REMOVED.
ACCESSIBLE VAN PARKING/LOADING SPACE.
(N) AC PATH OF TRAVEL WITH SANDLBLASTED CONCRETE SEAT
WALL AT SLOPE.
(E) PARKING LOT TO REMAIN.
(N) AC ROAD
(N) LEVEL PAD FOR TICKET/ CONCESSIONS TABLE.
REBUILD (E) WOOD DECK. SEE ENLARGED PLAN AND STRUCTURAL
DRAWINGS.
(N) CONCRETE PATH.
(N) CONCRETE RAMPS AND RETAINING WALLS, SANDBLASTED
FINISH
(N) CONCRETE LEVEL PAD
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
0' 10' 20' 40' 80'
SCHEMATIC DESIGN 10/14/2014