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HomeMy WebLinkAboutDocumentation_Regular_Tab 7A_6/12/1997 /ji4r 'v it VILLAGE OF TEQUESTA r q, Pr t Office Box i'-3 ;- Teyuc.,t:r Drive �`: , o Trx: L I. Fknidi 3;4b9 )3-3 • ;r,l t ;-;r,3r K r yi c fax: i(if 1 ;-(�2Ili 'cN COl1 y Ii . VILLAGE OF TEQUESTA • REDEVELOPMENT COMMITTEE MEETING MINUTES MAY 2, 1997 I. CALL •TO ORDER AND ROLL CALL The Tequesta. Redevelopment Committee held a regularly scheduled meeting at the Village Hall, . 357 Tequesta Drive, Tequesta, Florida, on Friday, May 2, 1997 . The meeting was called to order at 8 : 35 A.M. by Chairman Carl Hansen. A roll call was taken by Betty Laur, the Recording Secretary. In attendance were: Chairman Carl C. , Hansen, and Co-Chairs Joseph Capretta and Ron T. Mackail . Also in attendance were: Village Manager Thomas G. Bradford, Village Clerk Joann Manganiello, and Department Heads . i II. � APPROVAL OF AGENDA Village Manager Bradford requested that the .agenda be re- ordered to make Item IV the last item for discussion on the agenda. Co-Chair Capretta requested a discussion and formulation of a plan under ANY OTHER MATTERS regarding how to sell the facilities expansion to the citizens . , Co-',Chair Mackail made a motion to accept the agenda as revised. Co-Chair Capretta seconded the motion. The vote on the motion was: Carl C. Hansen - for 1Joseph N. Capretta • - for Ron T. Mackail - for The motion was therefore passed and adopted and the agenda was accepted as revised. i 1 REDEVELOPMENT COMMITTEE MEETING MINUTES MAY 2, 1997 PAGE 2 III. COMMUNICATIONS FROM CITIZENS There were no communications from citizens. V. REVIEW OF PROPOSED PROJECT COMPLETION SCHEDULE FOR PUBLIC SAFETY FACILITIES. Village Manager Bradford commented that at the last meeting of the Committee, staff had been requested to prepare a perc. chart showing the completion schedule for the public safety facilities based on the Committee' s selection of Schemes B-i and C. Scheme B-1 was the complete re-build of Fire-Rescue facilities into one building; Scheme C was renovation of the present Village Hall for the Police Department. The Committee had also requested discussion of preliminary plans and cost estimates for Tequesta Recreation Center to become a temporary Village .Council chamber; review of the financing proposal for the Public Safety facilities; and a contract with Gee & Jenson to design the Public Safety facilities . • Village Clerk Manganiello reviewed the perc chart, which she explained was based upon both buildings being under construction simultaneously. The Village Clerk explained thalt not phasing the work would save approximately four months construction time so that cost savings would be realized. because of only mobilizing once, i.e. , demolition would all be done at one time, plumbers and electricians would ' do work on both buildings at one time, and administrative costs for overseeing the project would be less. Village Clerk Manganiello commented that staff had been told that the Police Department renovation would take approximately .four months and the Fire-Rescue building would take approximately eight months if phased. Approximate • • savings from Gee & Jenson' s supervision of the project would - be p7, 700 if the work was not phased. The proposed schedule included 11 months document preparation, followed by construction. Bid award could be made at the July 1998 Village Council Meeting, and construction could then start in1August of 1998, with completion in March of 1999 if not phased and in July of 1999 if phased. 1 Chairman Hansen questioned whether there would' be conflicts • • REDEVELOPMENT COMMITTEE MEETING MINUTES MAY 2, 1997 PAGE 3 1 between the Fire-Rescue and Police Departments if the work was not phased, to which Fire Chief Weinand responded that probably the eastern parking lot would have to be completed prior to construction in order to move the Fire Department modular unit to the east side of the property. Ms. Manganiello advised that both buildings must be vacated entirely., with the Police Department also in modular, units on the east; however, reported that Gee & Jenson had stated that the parking lot would not need to be finished first since gravel could be used until the final paving was scheduled. Co-Chair Capretta commented that doing the whole job in the shortest time would save money and cause less disruption to employees and to the public. Discussion ensued regarding locations that could be used temporarily. Tom Little requested that the empty North. County Ambulance building be considered as temporary quarters instead of portables since it was hurricane hardened. Co-Chair Capretta commented that a plan must be formulated to relocate the Village Council chambers which would no longer be available once renovation of the present Village Hall began. Co-Chair Capretta suggested the Tequesta Recreation Center for temporary Village Council chambers and possibly Gallery Square South instead of portables. Village Manager Bradford commented that the Village had talked to Jupiter Hospital about the North County Ambulance Building and they had not been willing to give that building to the Village. Mr. Bradford speculated that the Village might be able to purchase the building; co-Chair Capretta suggested that the Village ask to borrow it for a year. Village Manager Bradford stated that inquiries would be made and the cost of going into that building would be compared to using portables . Paving the parking lot was discussed. Ms . Manganiello explained that Gee & Jenson advised against paving the entire area until it was known where the new Village Hall would be located; and commented that the water tank would need to be removed. Village Manager Bradford explained that theI lowest bid for removal that had been received by Water Department Manager Tom Hall had been $15, 000, and the tank would be removed before construction began. • • REDEVELOPMENT COMMITTEE • MEETING MINUTES MAY 2, 1997 PAGE 4 1 Discussion regarding phasing ensued, with consensus of the Committee that not phasing the project would be preferred. Chair Hansen commented that approval of the Gee & Jenson contract would be "Day One" of this project and that the schedule under discussion would start at that time. Ms. Manganiello commented that the Gee & Jenson contract agreement could be placed on the June 1997 Village Council Meeting agenda. Village Manager Bradford commented that there was no seasonality factor to be considered. Co-,Chair Mackail made a motion 'to proceed with the Public Safety Facility project with the work not to be phased. Co- Chair Capretta seconded the motion. The vote on the motion wash: Carl C. Hansen - for ,Joseph N. Capretta - for Ron T. Mackail - for The motion was therefore passed and adopted. VI. DISCUSSION OF PRELIMINARY PLANS AND COST ESTIMATES FOR ,THE RENOVATION OF THE TEQUESTA RECREATION CENTER AS A TEMPORARY LOCATION FOR THE VILLAGE COUNCIL CHAMBERS Village Clerk Manganiello reported that she, Gary Preston, and representatives from Gee & Jenson had visited the Tequesta Recreation Center to determine needed improvements. foi the YMCA program operation, which would begin in October, 1997 if approved. Total renovations of the bathrooms was needed to meet ADA requirements, which would cost approximately $40, 000. An office for the YMCA specialist as had been requested by the YMCA could be located in space presently used as one of the bathrooms, which would cost approximately $3, 600, with air conditioning toj cost $1, 000. A reception desk was needed for the • recreation programs, which would cost $800. Demolition and miscellaneous costs of $2, 975 were also included, for a total of approximately $48, 010. Additional items needed to utilize the building as temporary Village Council chambers • included a collapsible stage, $3, 700; a sectional dias, $2100; and relocation of the public address system, $480 . • I ` REDEVELOPMENT COMMITTEE MEETING MINUTES • MAY 2, 1997 PAGE 5 Ms . Manganiello explained that the 'present dias might be salvageable so that cost might be reduced, and that staff recommended the items needed for the YMCA programs be done immediately, while the items needed to accommodate the Village Council could be phased in later. Funding sources were identified as $6, 000 collected from recreation impact fees, . using $21, 000 remaining in the Bond Construction Fund, and the •remaining funds to be taken from the Undesignated Fund Balance. Chair Hansen commented that the Village Council should stay in its present quarters as long as possible. Co-Chair Mackail inquired about public use of the Recreation Center, to which Village Clerk Manganiello responded that some calls had been received, however, the cost seemed to be a deterrent, and that renovations should make the building more appealing. Mr. Preston commented that the restrooms were very bad, but the rest of the building had been painted and cleaned up. Co-Chair Mackail commented that use of the building by the public could be a good source of revenue for • the Village. Ms . Manganiello commented that renovations would need to start immediately after the summer program had ended in order to have the improvements done when the YMCA took over operation in October, and that the YMCA had the right under their agreement to use Constitution Park for their programs. Chair Hansen inquired whether the YMCA was aware that the building was planned for use as temporary Village Council chambers, to which Mr. Preston responded that they were aware, and that items would need to be put • away after each meeting; that Tuesday and Thursday had been set aside for Village night meetings; that daytime meetings Would be the greatest concern; and that the YMCA was very willing to work with the Village. Co-Chair Mackail made a motion to proceed with renovations to the Tequesta Recreation Center as recommended by staff. Co-Chair Capretta seconded the motion. The vote on the • motion was: Carl C. Hansen - for Joseph N. Capretta - for Ron T. Mackail - for • 1 REDEVELOPMENT COMMITTEE MEETING MINUTES MAY 2, 1997 PAGE 6 The motion was therefore passed and adopted. VII. REVIEW OF DIRECTOR OF FINANCE' S PROPOSAL FOR FINANCING FOR PHASE 1 OF THE FACILITIES MASTER PLAN, PUBLIC SAFETY FACILITIES Village Manager Bradford explained that Finance Director Kascavelis had reviewed the future growth of the community, and' estimated the minimum annual additional revenue to be generated from Tequesta Oaks as $123, 000. Finance Director Bill Kascavelis reported that he and Clark Bennett, Florida Municipal Advisors, had looked at different types of financing, and Barnett Bank had offered. a 15-year proposal . Using revenue from Tequesta Oaks would mean a minimal impact, however if the money was needed in the year prior to that revenue coming in, the Village would be short one year on debt service. In that case, Mr. Bennett had suggested the Village capitalize that first year' s interest and postpone the first principal payment until 1998-1999. In response to Co-Chair Capretta' s questions of whether it was necessary to take on the extra costs that Mr. Bennet proposal would entail and why Cliveden revenue had not been added to Tequesta Oaks revenue, Village Manager Bradford responded that Cliveden' s revenue was anticipated to fund internal costs, and if Mr. Bennet' s plan was not utilized that a tax increase would be necessary in the upcoming fiscal year to pay debt service in the first year. The Village Manager explained that if revenue from both Cliveden and Tequesta Oaks was used to fund the new construction, no tax increase would be necessary for the new building; however, a tax increase would be needed to fund Village operations. Village Manager Bradford explained that the goal had been to find a way to delay new construction expense so that a tax increase for that project would not be necessary in the upcoming budget planning process. Mr. Bradford explained that the architectural services contract was so high that the Village could not fund it internally. Mr1 Bennett commented that since the Village did not anticipate going to contract for the Public Safety project until late in 1998, that there was no point in issuing debt until that time and that borrowing should not be done until precise cost was known. Mr. Bennett suggested short term it REDEVELOPMENT COMMITTEE MEETING MINUTES MAY 2, 1997 PAGE 7 borrowingfor engineering and paythat note off from the g g permanent financing which would combine Village debt. Mr. Bennett suggested combining the engineering costs for the Public Safety project with the costs for renovation of the Tequesta Recreation Center and borrowing those under a short term line of credit as needed. Village Manager Bradford stated that he wanted to minimize tax increases. Co-Chair Mackail commented that the cost of a line of credit would be minimal to the Village. Mr. Mackail suggested that since each year the Undesignated Fund balance was increasing some of that money could be used for both projects if replaced with long-term financing. Chair Hansen commented that he could not vote for that because he had not yet looked at it. Discussion ensued regarding timing for funding. Mr. Bennett commented that it would be easier 'to talk to the public about one-time borrowing than going back and borrowing several times. Village Manager Bradford commented that a substantial portion of the costs for a new Village Hall would be paid for by the Water Department and other available funds. A line of credit was discussed further. Mr. Bennett advised that he would negotiate with the bank to see if any payments could be postponed. Co-Chair Mackail commented that since the critical time for funds was only from July 1998 to October 1998 that he believed the bank would work with the Village. Village Manager Bradford commented that the Village could fund the architectural contract internally for awhile and if .the Committee approved the Gee & Jenson contract at today' s meeting and the Village Council approved it at their June 1997 meeting, it would be August before anything would need to be paid. Co-Chair Capretta suggested that any other items needed for the Tequesta Recreation Center be included. Chair Hansen suggested that those items be presented at the next Safety Committee. Village Manager Bradford suggested that Mr. Preston and Ms. Manganiello take the Village Councilmembers to the Recreation Center individually to point out the problems. Ms . Manganiello questioned whether the YMCA program . could be delayed until all renovations were complete, to which Co-Chair Capretta responded that would be a decision which must be made by the Committee. Mr. Preston expressed his opinion that the YMCA would be willing to delay their program two or three months in order to have the it REDEVELOPMENT COMMITTEE MEETING MINUTES MAY 2, 1.997 • PAGE 8 renovations completed. Village Manager Bradford suggested delaying consideration of the YMCA contract from the May Village Council meeting to the June meeting in .order to give the Village Councilmembers an opportunity to look at the building and decide whether to do all of the Recreation Center renovations at once, and if that was their decision then the YMCA contract could be amended to start later. TomiLittle suggested that this meeting be recessed and the whole Committee go to the Recreation Center as a group. • Co- Chair Capretta commented that all of the Village Couricilmembers needed to go. Co-Chair Mackail stated that he was familiar with the building and favored doing all renovations at once rather than piecemeal. Chair Hansen commented that he was in favor of making that decision at the next meeting. Village Manager Bradford clarified for Mr. Bennett that he wanted to delay any payments on a line of credit until FY 98-99 . Co-Chair Mackail recommended that at the next meeting a resolution be approved for reimbursable costs as had been done with the reverse osmosis costs . Village Manager Bradford explained that the resolution could be considered at the June Village Council meeting': 1 IV. REVIEW OF PROPOSED SCOPE OF SERVICES CONTRACT WITH GEE & JENSON FOR PUBLIC SAFETY FACILITIES - FIRE-RESCUE SERVICES AND POLICE DEPARTMENT (SCHEMES B-1 AND C) I Village Manager Bradford explained that the proposed contract was a standard AIA (American Institute of Architects) Contract form which charged 7% of construction andl 4%-5% for construction observation. Village Clerk indicated that $7, 700 if the estimated $50, 900 construction observation cost •could be saved of the work were not phased, • and! the total cost of the scope of services in the worst case was $208, 000. The Village Clerk enumerated items not included in the contract: 1 . Destructive investigation in review of existing • conditions. 2 . Hazardous material (i .e. , lead paint, asbestos, • REDEVELOPMENT COMMITTEE MEETING MINUTES MAY 2 , 1997 PAGE 9 etc. ) Analysis and removal . The Owner is responsible for obtaining a licensed Contractor to conduct such services . 3. Communications system (LAN, telephone, including all 911 equipment, security, etc. ) Except for empty conduit system for the telephone services. 4 . Lightning Protection. 5. Traffic Light Signaling. 6. Antenna Design 7 . Inventory of existing electrical/communication equipment (provided by owner as required) Village Manager Bradford explained that services of an asbestos removal company needed to be obtained to determine whether the building contained asbestos and/or lead paint, • since that could be very expensive. Village Manager Bradford recalled that when he had been in charge of the Police Station construction for the Town of Palm Beach twelve years ago the cost of that project had been $6 million, and the services of several architects' were used, each with his own field of exPertise. The Village Manager questioned whether the Village desired to use experts or to continue to try to do the project as cheaply as possible by using the ideas of the staff. Co-Chair Capretta responded thalt at the least the services of a communications consultant should be obtained, and that spending a higher amount for this project in order to engage experts would only minimally affect the debt service if it were spread over a thirty-year period. Co-Chair Mackail indicated that • he preferred to use experts so that everything would be done right, since Public Safety was the biggest factor in the community. . Co-Chair Capretta commented that communications technology was changing so fast that the Village must make sure whatever equipment was installed could accommodate future technology. The possibility of a NAMAC central dispatch system was discussed. Chief Weinand commented that studies were being conducted by different groups which Intergovernmental. Coordination was trying to coordinate county-wide, and speculated it would be two years before a decision was made. After further discussion, Chief Weinand envisioned one county-wide system with four hubs located throughout the county, probably paid for with ad-valorem taxes. Village Manager Bradford commented that since REDEVELOPMENT COMMITTEE MEETING MINUTES MAY 2, 1997 PAGE 10 Tequesta spent over $200, 000 annually for dispatch that the Village would save a lot of money if a central system were established. Co-Chair. Capretta recommended that staff research to find out who North Palm Beach was using to set up their dispatch system. The discussion concluded with a request by Chairman Hansen that staff investigate all seven items and present a report on each at the next meeting so that financing for each could be properly budgeted. Co- Chair Capretta 'requested that staff find hurricane hardened facilities to temporarily house staff. • Mr. 1 Little commented that the North County Ambulance building could not be sold but could be; given to e non- profit organization, and that the building was equipped with itslown. power generator and was hurricane hardened except forithe garage door. 1 Co-dhair Capretta stated that bulleted items were needed for public relations and that the tone of the last several meetings of various committees had been to stop being chintzy and trying to use a band-aid approach to fix things. Co-Chair Mackail made a motion to proceed the Gee and Jenson services contract and direct staff to look at items not included in the contract. Co-Chair Capretta seconded the motion. During discussion of the motion, Chairman Hansen questioned whether there would be room for adjustments in the B-1 and C schemes upon which this contract was based. Village Clerk Manganiello explained that if this contract was approved that Gee and Jenson personnel would consult with the Police and Fire Chiefs to fine-tune the floor plans, and that models would be provided. In response Co- Chair Capretta' s question of whether the other Village Councilmembers had been informed as to why Schemes B-1 and C had been chosen by the Committee, the Village Clerk responded that all of the Committee' s packets had been provided to them. The vote on the motion was: Carl C. Hansen - for Joseph N. Capretta - for • Ron T. Mackail • - for • • REDEVELOPMENT 'COMMITTEE • MEETING MINUTES MAY 2, 1997 PAGE 11 • The motion was therefore passed and adopted. • • VIII. ANY OTHER MATTERS Discussion was held regarding how to sell plans to the public. Co-Chair Capretta suggested that the first step was • to ;get the logic behind the concept by answering the question, "Why is the Village planning to spend approximately $4 million for new municipal facility?" After that question was answered, then other questions of when it would begin and how to finance it could be answered. All of the Councilmembers would have the same information so • that they could be consistent when giving talks to various groups and discussing this subject with residents. Co-Chair Capretta pointed out that if the Village did not proceed with new facilities that $80, 000 would have to be spent just to bring the current Village Hall up to Code requirements. Co-Chair Capretta stated that after the facts had been gathered that discussions could be held of how to proceed with selling the plan by having various meetings. Chair Hansen commented that the Village Council must let the public know that the Fire Department was still a good idea, and that when the decision to establish that department was made it was not known that in only 2 to 3 years new facilities would be needed, and that firemen would be sleeping in modular units, and that good arguments for new facilities must be presented to the public. Chair Hansen stated he would be happy to make talks to various groups. Co-Chair Mackail commented that the Village Councilmembers must be consistent in presentation of the facts. Staff was requested to provide a draft fact sheet .at the next meeting. VIII . ADJOURNMENT Co-Chair Capretta made a motion to .adjourn the meeting. Co- Chair Mackail seconded the motion. The vote on the motion was]: i Carl C. Hansen - for • Joseph N. Capretta - for REDEVELOPMENT COMMITTEE MEETING MINUTES • MAY 2, 1997 PAGE 12 Ron T. Mackail - for The motion was therefore passed and adopted and the meeting was adjourned at 10:46 A.M. Respectfully submitted, etty Laur Recording Secretary ATTEST: Joann Manganiello Village Clerk DATE APPROVED: •