Planning & Design Meetings Meeting #4 3/10/2009 - Minutes
Palo Alto HS THEATER SUB-COMMITTEE MEETING
Palo Alto Unified School District
10 March 2010
P. 1
PALO ALTO HIGH SCHOOL
Palo Alto Unified School District
THEATER SUB-COMMITTEE MEETING
DATE: 10 March 2009, 3:15pm-5:00pm
SUBJECT: Performing Art Center Conceptual Design
ATTENDEES: Sign-in sheet (attached)
The following are the highlights of the meeting:
1. Erwin Lee (EL) welcomed the committee and opened the meeting while Michael
Najar (MN) asked everyone to introduce themselves.
2. EL summarized the progress made to date on the Theater design and program and
displayed new drawings of the first and second floors. Jedd de Lucia (JL) displayed
the same drawings in power point and handed out copies of an updated program.
Following are the highlights of the discussion:
JL explained the floor plans and explained there were several governing
dimensions that determined the overall layout of the Theater.
Question was asked about the location of the office and Jedd answered that it
was at the ticket booth by the lobby.
Question was asked how far the balcony extends over the first level of seats. JL
replied that it covers about 3 rows and it extends over the control room and over
part of the circulation space in the lobby.
JL noted that the second floor Drama Classroom was adequate for an off-stage
overflow space and it could serve multiple uses.
Jacquie McEvoy (JM) asked about the concessions. EL pointed out that they are
located in the lobby by the restrooms. JM added that a small concessions area
seemed adequate and catering would not be required. Per the last meeting, the
food serving area at the Media Arts Building could provide this function.
Stu Berman (SB) asked if the interior spaces might work more efficiently if the
stage and auditorium were rotated to be perpendicular to Building 100. Jedd
answered that yes it might help somewhat but there were compelling reasons to
have them at different angles. EL added that the mass of the fly loft tower might
be accentuated if it was parallel to El Camino.
Tom Hodges (TH) noted that if the design team had alternative layouts for the
Theater then they should share them with the committee so that everyone could
appreciate the differences. EL responded that there are no real options yet
rather normal evolutionary design sketches necessary to arrive at a coherent
design but that as design options are generated these will be shared.
3. JL went through the Space Program Planner and noted the more up to date
accounting of spaces. The costs at the end are based on a low bid of $400/sq. ft.
and high bid of $475/sq. ft. scenario. The following discussion ensued:
Palo Alto HS THEATER SUB-COMMITTEE MEETING
Palo Alto Unified School District
10 March 2010
P. 2
EL noted that the current plans show 20,000 sq. ft. for the first floor and 11,000
sq. ft. for the second floor which is less than what’s shown on the program but
reflects what might ultimately fit on the site.
EL noted that the previous estimate was based on an area of just over 16,000
sq. ft. at $600/sq. ft. The total construction budget was $11.75 million plus $1
million for the new drop-off and parking
JM asked if the total construction cost of $19 million (as noted in the Space
Program Planner based on the “wish list”) covered equipment. JL answered that
it did cover fixed equipment such as racks but not anything loose.
JM noted that the FSC will need to look at the priorities and determine what can
be cut and what needs to stay. The 600 seat count is a priority but other items
such as the drama classroom or large lobby may need to be cut. Some spaces
such as the orchestra pit, trap room and fly loft are not large but add expense.
MN noted that there are 70 pupils in the drama classroom and a large
classroom is needed. MN added that an orchestra pit wasn’t as important due to
the fact that musicals were not produced every year.
Kathleen Woods (KW) noted that an orchestra pit should be a priority because
as the student population grows the number of musicals might increase. KW
also thought that the Drama Classroom was not a priority because a classroom
could be located in Building 100.
4. Budget and Funding:
MN asked how it’s possible to bridge the large disparity between the budget of
$11.75 million and total construction cost (based on “wish list”) of $19 million.
JM noted that there are two grants (between $1 and $3 million) outstanding and
that the Theater project had a 50/50 chance of getting them.
Holly Ward (HW) noted that the local arts community is still unaware of the
project and their support should not be underestimated. HW feels that it’s
possible to raise $3 to $5 million from the community but to do this requires a
design in place.
TH asked EL if a conceptual design would be sufficient for fund raising purposes
and EL replied that yes it was and it could be produced by June.
TH noted that as the Theater could not begin construction until the Classroom
Building was completed, it may mean a summer of 2013 construction start date.
TH asked EL when drawings needed to get to DSA for this start date and EL
replied that by September-October of 2011. EL added that the DSA set of
drawings would take 12-14 months to complete from the end of conceptual
design.
TH noted that given this scenario, the committee will have from June to Fall of
2010 to fund raise or accept the CTE grant if it becomes available.
MN expressed concern about depending on fund raising or the grants to further
the Theater project. MN suggested that a bare-bones alternative be developed
as a fall back in case the extra funds did not materialize.
EL agreed with MN and noted that it was necessary to see the project scaled
down to the 11.75 million budget.
TH noted that though the seat count may not be negotiable, other areas will
need to be studied like the lobby and tested whether or not they were priorities
Palo Alto HS THEATER SUB-COMMITTEE MEETING
Palo Alto Unified School District
10 March 2010
P. 3
with the teachers.
TH added that by June there should a conceptual design ready to submit to the
Board that would include massing, plans, program, costs and alternatives. The
Board was interested in the design process and seeing alternatives.
5. Schedule:
Next Monthly Theater Sub-Committee meeting will be scheduled for April 7th at 3:30
PM.
Upcoming site visit is scheduled for March 23rd to see Menlo Atherton Performing
Arts Center at 2:30 PM and Sacred Heart Performing Arts Center at 4 PM.
END
Prepared by Christopher Ades of Deems Lewis McKinley. Please advise if you feel that any of the above
items are inaccurate or need further clarification or detail.
cc: Attendees
File
Palo Alto HSSpace Program PlannerTheatreMarch 10, 2010SPACE NET SQ. FT. GROSS SQ. FT./COMMENTSATHEATRE 15,131 23,278PATRON AMENITIES 7,15611,009A.1Lobby - Orchestra Level 4,000 6.6sf/person tight but workable for 600; Table seating +/-180A.2Lobby - Balcony Level1,940Note: lobbies will be as large as is practicleA.3Tickets/Concessions192 includes small concessions stroageA.4Front of House Storage0 Concessions; tables/chairs brought in (in general storage)A.5Women’s Restrooms544 for 300; provide 2 x code = 9; 38 sf/fixtureA.6Men’s Restrooms480 for 300; provide 2 x code = 5; 38 sf/fixtureA.7Catering Kitchen & Storage0 catering Kitchen in other facilityAUDITORIUM7,97512,269A.8Seating area - Orchestra Level 5,280 10 sf/person, 2/3 of audience650A.9Seating area - Balcony Level2,14510 sf/person, 1/3 of audienceA.10Sound & Light Locks300 4 @ 75 sf each, others in gross on first floor6Sound & Light Locks1502 @ 75 sf each, others in gross on second floorA.11In House Mix100BOTHER FACILITIES 8,910 13,708STAGE & TECHNICAL AREAS 7,16011,015B.1Stage3,150 35’ x 90’ stage; 6' crossover in gross; 45'w adjustable prosceniumB.2Forestage Arpon220 4' x 55'B.3Orchestra Pit400Manual platforms or lift as budget allows; basementB.4Upstage Support Area0shell/riser storage, large music ensemble overflowB.5Instrument Storage - Piano 150 in 100 buildingB.6Backstage General Storage350Storage for music stands, props, small scenery, front of house.B.7Trap Room400Basement - basement level as budget allowsB.8Dimmer Room100B.9Amplifier Room75B.10Control Room400B.11Followspot room150B.12Backstage Restrooms 80B.13Changing Restrooms 80B.14Boys Changing Room180B.15Girls Changing Room200B.16Green Room925 make-up; actor waiting, meeting - classB.17Orchestra Shell Tower Storage 125 Adjascent to loading path, 20' tall clear spaceB.18Loading Area17520' tall clear spacePage 1 of 3
Palo Alto HSSpace Program PlannerTheatreMarch 10, 2010SPACE NET SQ. FT. GROSS SQ. FT./COMMENTSMISC FUNCTIONS 1,7502,692B.19Drama Classroom1,400Drama classrm/performer overflow for big events/"black box"B.20Drama Classroom support area100B.21Design Classroom0 design classroom will share other spacesB.22Scene/Prop Shop0in 100 buildingB.23Scene Storage0accomodated in loading area and trap room or 100 bldg.B.24Prop Storage0Share in general storageB.25Costume Shop0In greenroom or upper level classroomB.26Costume Storage0Share in general storageB.27Theatre Director office125Office and support spaceB.28Technical Director office0Office and support space in 100 bldg.B.29Publicity Work Area125on second level, as budget allowsB.30Admin. Offices0AREA TOTALSTotal NET Are, Sq. Ft. 24,041Blue numbers indicate Basement or second floor levelTotal GROSS Area, Sq. Ft.36,986Total GROSS Area, Sq. Ft.36,986Estimated Footprint, Sq. Ft. 26,048Page 2 of 3
Palo Alto HSSpace Program PlannerTheatreMarch 10, 2010SPACE NET SQ. FT. GROSS SQ. FT./COMMENTS"Low" "High"Total GROSS Area, Sq. Ft.36,986 $/sf ROUGH Opinion$400 $475 2009 Bldg Construction Cost$14,794,462 $17,568,423Sitework: Allowance includes all required utilities, earthwork, landscape, paving, retaining walls, hardscape, site furnishings; Architect to verify$500,000 $1,000,000 2009 Total Construction Cost$15,294,462 $18,568,423Escalation per year5% 5%Escalation number of years1 1 2010 Total Construction CostCompounded$16,059,185 $19,496,844Soft Cost MultiplierIncludes: Testing & Inspections, Construction Management, Building Agency Fees, Legal, Advertising, Fixtures, Furniture and Loose Equipment and 5% Contingency. Does not include design fees already contracted.20% 20%Soft Costs Total$3,211,837 $3,899,369"Low" "High"2010 Total Project Cost$19,271,022 $23,396,213Page 3 of 3
PALO ALTO HIGH SCHOOLNEW PERFORMING ARTS CENTER - OPTION 'B'
PALO ALTO HIGH SCHOOLNEW PERFORMING ARTS CENTER - OPTION 'B'