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HomeMy WebLinkAboutMinutes_Miscellaneous_11/13/1996_Redevelopment Committee F ��� � ��� �ILL�V� �1' �L_.�L1L:� 1� , Post Office Box 3273 • 357 Tequesta Drive ' Tequesta, F'lorida 33469-0273 � (407} 575-F?_(}(� ' 3 ` Fax: (407) 575-b2Q3 > a � a o d 4 ,C H COUH� VILLAGE OF TEQUE�TA REDEVELOPMENT COMMITTEE MEE'I'ING MINUTES I�OV�IVIBER 13, 1995 T_ , rALL TQ ORDER AND ROT�Is C.�LL The Tequesta Redevelopment Ccmmittee held a regularly scheduled meeting at the Village Hall, 35? Tequesta Drive, T�questa, Florida, cr Wednesday, Tdo�,�e�n.k;er 13, 1996. The meeting was called to order at 9:00 A.M, by Chairman Joseph Capretta. A roll call �aas taken by Betty Laur, the Recording Secretary, In attendance were: Chairman Joseph Capretta, and Committeemembers Carl C. Hansen and Mayor Ron T. Mackail. Village Staff present were: Village Manager Thomas G. Bradford, �Tillage Clerk Joanr� Manganiello, and Department Heads. II. �PPRJVAL OF AGENDA Cc�mmitt�em�mb�r Mackail mad� a m�tion t� �pprove th� Ag�nda as submitted. Committeemember Hans�n secended �he motion. The vote on the motion was: Joseph I�T, Capretta - for CarZ C. Hansen - for Ron T. Mackail - for The motion was th�refor� pass�d and adoptQd and the Ag�nda was approved as s�bmitted. R��� urf���l 1'aJ�,�r REDEVELOPM�NT CON.Q�lITTEE MEETING MINUTE5 NOVEMBER 13, 1996 PAGE 2 III. CC?I+�lUNIC,ATIONS FRQM CITIZENS There were no communications from citizens. IV. REVIEW OF VILLAGE'S FACIZITIES MASTER PLAN 1) Conceptual Site Plans 2) Space Needs 3) Cost Estimates Village Cl.erk Manganiello reported that data requested at the last meeting had been prepared, and that during review of the conceptual site plans staff had revisited space needs and had been able to reduce uquare footage by approximately 8,300 square feet, for a new total of approximately 29,000 square feet. Mayor Mackail questioned whether the outside size of the building was being reduced or whether the 8,300 squa�e feet were still, included for future utilization. Ms. Manganiella responded that the biggest reduction was in space for the Police Department, since directian had been to leave the existing City Hal1 building intact. Approximately 4200 square feet of the Fire Rescue facilities was used for apparatus bays. The p�an for the Village Hall had been reduced by making offices smaller and sharing space, and each department to be haused there had been allowed sas�e extra space for future expansion. Chairman Capretta commented that the intent of Mayor Mackail's comment had been to determine whether the entire square footage would be utilized shortly after occupying the buildings, or whether there were unoccupied areas included for �uture expansion. �Tillage Manager Bradford responded that with the reduction in square footage, there was noc� approximately one extra office per functian. Chairman Capretta pointed out that the revised plans would not quite double present capacity. Nis. Manganiello explained that the new Council chamber would be exactly the same size as the present chamber, however, an additional multiuse room had been provided for other meetings. Committeemember Hansen cautioned that in comparinc� square footage for the new facility to the present facility, it should be remembered that there were no storage spaces, employee rooms, etc., in the present facility; and that anotk�er 25o would be needed REDEVELQPMENT CON�lITTEE MEETiNG MINUTES NOVEP�ER 13 , 1996 PAGE 3 ta meet thase needs. Mayor Mackail pointed out that it would be cheaper to inciude extra space initially and not �inish that space until it was needed. Chairman Capretta suggested thxee con.�epts: 1. Build the amount of space needed in the foreseeable future with one ext�a office per function - to meet needs for 3 to 5 years. 2. Suild big enough for ten years, 3. Middle Approach: Build to meet needs for the next couple of years with one side construeted with no electrical, heating, cooling, or plumbing elements ta make it easily expandable. Chairman Capretta commented that since the Village staff would probably grow no more than 10% that he did not believe a large amount of space would b� needed in the future, however, the expandable wall concept would meet that need if it became a reality. Committeemember Hansen commented that financial growth of the Village had been his�orically conservative and that not much was projected up to the year 20D6, �o that space needs should not increase much up to that point. Chairman Capretta commen.ted that the Village was now a full service municipalit�r by virtue of having their own police, fire rescue, and ambulance services and that if there were no more new functions which planned for the next five years that the proposed plan built with one expandable side should be adequate. Chairman Capretta commented that there would be three to four years before an. actual decision must be made for the location of the new Village Hall. Committeemeinber Hansen explained that was one reason he liked the incremental approach, and that at the present time con.centration could be on fire and police facilities. Mayor Mackail pointed out that eight years ago a study had in;dicated the Police department needed 10,000 square feet which included a shooting range, and the office space actually needed today was 4,900. REDEVELOPMENT CONIlrIITTEE MEETING MINUTES NOVEI�ER 13 , 1996 PAGE 4 V. REVIEt� OF PERT CHART FQR MASTER PLAN FACILITIES PHAS�NG, TAX s�,.SE �rm �vENt1E G�rx C�tT 4s> r AND INCREMENTAL FINANCING OPTIONS Village Clerk Manganiel.lo explained that estimated time to completion was 20 months for Village Hall; 16 months for Fire Rescue, and approximately 13 months for Police. Committeernember Hansen questioned whether it would be possible to da construction of the Police and Fire Rescue facilities simultaneously so that they could both be completed within 18 to 20 months. Village Clerk Manganiello responded that the two projects could run concurrently and that the prablems which would need to be worked out would involve relocation, since the firefi.ghters were housed in temporary quarters which would have to be relocated somewhere close to the apparatus, and the police would have to move out into portable or off-site rental space. The biggest problem would be maintaining the dispatch communications. Chairman Capretta proposed develapment of a detailed plan whereby a department would be sched�.led to move into space in the existing facilities as soon as i� was vacated. Village Manager Bradford expla.ined that Fire Rescue would move into the space vacated by Finance and Water departments. Chairman Capretta suggested that the Building Department could be moved inta the downtown rental space along with Administration to provide more space for personnel to move into, and a completely integrated Public Safety plan could be developed sc� that Fire Rescue and Police faci].ities cauld be develaped concurrent�.y. Chai�m.an C�.pretta also suggested that rental space might be obtained acro�s the street from the present Village Hall to be used as Council chambers during renovation of the existing facilities. Committeemember Hansen questioned whether there were any authorities who would demand full and working police or fire rescue departments housed in certain types of facilities during the planned construction process. �Tillage Manager Bradford responded th.at the National Fire Prevention Association (NFPA) ancl the Insurance Services �rganization (ISO) were the agencies involved with Fire and he did not believe there were any which would require a certain number of square feet to house the department during construction, REDEVELOPMENT CONIlriITTEE MEETZI*iG Mlld[JTES NOVEN,�ER 1�, 1996 PAGE 5 Village Manager Bradford commented that in the future, any additional services provided b� the Village would be zn.andated by outside sources. The Village Manager cited as an example that the State of Florida had mandated recycling so that now every municipality had a recycling function which no one had anticipated ten years ago. Village Manager Bradford commented that future facilities demands would come from the federal, state, or county qovernments; or from annexation. Mayor Mackail suggested that Palm Beach County be evicted from the fire station since the Village owned the land, which would solve the problem for Fir� Rescue immediately. Village Manager Bradford explained that Palm Beach �ounty could not be evicted, and their lease did not expire until the year 2007. Village Manager Bradford discussed the present Village Hall facility, and commentad that the Council chamber function must be maintained, although it could be moved off-site; everything must be removed from the hallways to meet Gode and would be housed in. some of the vacated space. The Village Manager explained that the present administrative affices would not need very much renovation in order to be occupied by the Police Department, which would also use the space as offices. The rear building would also nat need many changes to accommodate use by the Fire Department. The Village Manager Bradford agreed that moving the Building Aepartment downtawn along with the Administrative offices would be a good ideas long as extra space was available in the downtown buildin.g and as long as the �Tillage could afford the additional rent. Village Manager Bradfard stated th�t architects could not be secured to develop a design for the exzsting Village Hall site until financing was obtaYned, since all the money must be borrowed, and the tatal cost under the curarent plan would be $4,138,670. Village Manager Bradford stated he was not happy with the cost for Fixe Rescue, and referred to conceptual site plan A-1, in which the current bay and garage area incorporated the present free-standing building under one roof system. Mr. Bradford commented that the roof and truss system must be tremendously expensive, and was curious to find out the cost if the back buiiding were ieft exactly as is to be used strictly far offices and training, the existing garage were torn down, and a new basic structure was built to house all REl]EVELQPMENT CONIl�lITTEE MEETII�TG MINUTES NOVEMBER 13, 1996 PAGE 6 equipment, storage, and litring area. Chairman Capretta ind�.cated from his experience with �he clubhouse at Tequesta Cauntzy Club that renovation. costs could be more than to tear down existin.g facilities and rebuild. The Village Manager reviewed the estimated casts for each scenario included in the handout. Chairman Capretta discussed affordability for a phased-in plan which would also be phased financially, and stated that the amount of debt the Village could afford rnust b� calculated. Village Manager Bradford responded that without any additional debt and assuming exzsting property appreciated approximately 1- 1/2g per year, factoring in all construction projects currently in progress and the average af eight new homes built in Tequesta annually at a cost of approximately $150,000 ea�h, plus expenditures forecast to �ise at 3� to equal inflation, the result would be slight surpluse5 during 1998, 1999, and 2000. Beginning in 2001, taxe� waul.d have to 3�e rai�ed, Chairman Capretta �peculated that when Tequesta Oaks was finished the additional residents patronizing businesses might trigger more desire to build in. the downtown area, and Mr. Van Brock migh� build the 200 units he had been talking about, so that the tax base could be higher than current�y anticipated. Vil.lage Manager Bradford commented that the �7illage would be very hard pressed to keep e�penditures below inflation. Village Manager Bradford e�plained that if the Village went into debt, there were two choices, i.e., revenue bonds or general obligation bonds which would require a vote by the residents. Financing the totai cost with 30-yea� bonds at 6� would require rai5ing taxes 13a. Village Manager Bradford painted out that t�e utility tax could be raised from 9� ta 100, which would provide $55, 000 to $60, 000 annua2ly, or 1/3 of the debt service. The Village Manager suggested another option, which would be to refinance the existing debt fron�. the current Z5-year amortization of $140,000 per year to a 30-year amor�tization and include new debt, which would lessen. the impact. By rollzng only the fire sta�ion debt in with existing debt, only an additional $50,000 to $75,000 per year woul.d be needed for debt service above what taxpayers were currently REDEVELOPMENT COMMITTEE MEETING MINUTES N4VEMBER 13, 1996 FAGE 7 ----------------------�- payin.g, or the utilzty tax could be raised to 10 0, whiCh would provide funds for Fire Rescue; and as other develapment happened then the othe� facilities improvements could be financed. Mayor Mackail commented that Mr. Kascavelis had provided the bell curve he had requested which indicated clearly that funds were not ava�.lable and that the only way to pay for n.ew facilities was through a financing technique. Viliage Manager Bradford reminded the Committee that the Water Department would be paying for half the 1.ease for downtown office space, and they wauld also pay their proportionate share af the cost for the new VilZage hall, which would actually reduce the 13% tax zncrease to 7% ar 80. Village Man.ager Bradford expl.ained that if a$5 million bond issue was needed and the Water department's share was $2.5 million., then. in a re�erendum the voters would only be asked to approve $2.5 million. The other $2.5 million would be issued as a revenu.e band for the water Depar�ment. Village Manager Bradford explained that when the Jupiter water issue was finished and the Vil.Iage issued bonds for reverse osmosis that enough could be included then for the Water Department`s new facilities. That wauld take care of half the prc�blem and that cost wou3d be borne by 15,OOQ custamers instead of 4,500. Mayor Mackail commented that based on information from Finan.ce Director Kascavelis, th� break even point would be in 3 to 4 years. Chairman Capretta discussed cost of living versus cost of government, and commented that perhaps taxes should be raised the amoun� of the cost of government in�tead of the cost of living {5% instead of 38} in order to hreak even. Mayor Mackail. pointed out that the Vi1.lage had gon.e wi�hou� a tax increase for �ive years, and all increases had been absorbed by the General Fund. Village Manager Bradford commented that a serious problem existed in Palm Beach County in that most of the people in northern Pa1m Beach County were anti-growth, and a large portion of were retirees who assumed th.a�t their costs would not rise after retirement. Mr. Sradford commerzted that government costs always continued to rise. Committeemember Hansen referred to an ar�icle in Florida Cities magazine which ha�l stated that Florida was the most anti-tax state and the most anti-governrnent state, and that Florida public af�icials woul.d just have to combat that position. REDEVELOPMENT COMMITTEE MEETING MINUTES NOVEMBER 13, 1996 PAGE 8 Chairman Capretta requested that the Village Manager formulate a plan of how to get enough money to hire an architect to develop a master plan with phased implementation and completion of the first phase, moving as many personnel as possible and moving the Council chambers across the street. Chairmar� Capretta speculated that voters would be in favor of improved Public Safety facilities, and suggested that presentations could be made by Councilmembers to educate the residents as to the need for facilities and to obtain input. Chairman Capretta suggeste:d that focus groups be formed to provide input and that those groups should be asked what they would be willing to pay for facilities. Committeemember Hansen commented that approximately one- third of his entire tax bill was for the Village of Tequesta so that if the 13o zncrease we�e divided proportionally, the total increase to his tax bill would be approximately 40, if everything else remained the same. Mayor Mackail recom�nended that the Village M�nager obtain a line of credit sa that it would be in place when needed. Mr. Bradford reported tha� he had not pursued a line of credit because the Finance Director had advised that the Village could pay for reverse osmosis engineering. Mayor Mackail commented tY�at the line of credit would cost the Village nothing unless they used it. Mr. Bradford commented that he wauld probably avoid a referendum since he had no faith that the residents would approve new facilities. Mayor Mackail commented that citizen input was needed and that the Village Council must conduct a sales job by inviting certain portions of the Vil7.age to come to presentati.ons on different dates until the whole Village had been reached, rather than just trying to communicate through the newsletter. Mayor Mackail stated his preference to obtain all the money at once since the market was good, and explained that spreading repayment over 30 years the debt service would have less impact. Committeemember Hansen questioned whether it was realistic to only do the fire r�scue facility in the first phase, or whether it would be smarter to include both police and fire rescue concurrent].y. Village Manager Bradford commented that alternative could be consider�d and if the fire rescue cost could be reduced then REDEVELOPMENT Ca1�SITTEE MEETING MINUTES NOVEMBER 13, 1996 PAGE 9 ----------------------- doing both together might be affordable. When Conlmitteemember Hansen questioned how much a referendum would delay the project, Village Clerk Manganiella responded that the delay would be at least six months. �Tillage Manager Bradford stated that it would be possible to do both poiice and fire rescue without a referendum. Chairman Capretta stated that constructing both police ancl. fire rescue concurrently without a referendum was the answer, and requested that the Village Manager work out the cost to move everyone out of the back building, rent a Village Hall across the street, hire an engineer to develop a master plan wi�h reduced Fire Rescue cost, and refinance existing debt, with implementation to take place over the next two years. Mayor Mackail agreed, and requested that the Village Manager also laok into the availabzlity of a line of credit and get that into place so that funds would be availab3e if n�eded for preliminary startup costs or to hire the engineer to develop a master plan. The only thing not taken care of under this scenario would be the Village Hal1, allowin.g time to considcr f�.ture developments. Committeemember Hansen agreed, stating that he preferred the police and fire rescue be done concurrently. V,iliage Manager Bradford suggested that the Recreation Center rnight be used for Cfluncil meetings. Mayor Mackail commen�ed that could be made a part of the agreement with YMCA, since they would not be using the building at night. Vil�age Manager Bradford reported that a collapsible stage could be obtained for use at Council meetings. Mayor Mackail requested that the actual impact on taxpayers be researched, considering the increase in utility tax, Wa`ter Department paying for half, and refinancing the existing bond ove� 3Q years. Village Manager Bradford commented that the rental cost for relocating the Building Department must also be considered. Chairman Capretta stated that the Village Manager was authorized to research the details and ta report back to tne Committee . Chairman Capretta commented that the Village had been operating without tax increases while facilities had deteriarated, and the public was not aware of the extent of deterioration. Chairman Capretta stated that a decision must be made how to handle the problem, and that the public REDEVELQPMENT COl�lITTEE MEETING MZNUTES NOVEI�ER 13, 1996 PAGE 10 could be told the alternatives and see i� they came up with any other ideas. A presentation could be deve which would show the financial condition of the Village and the projected picture. Village Manager Braciford cornmented that he favored giving the public general information, but that too many de'tails would worr�r people. Committeemember Hansen commented that he had been hoping that the visioning process could be a part of the presentation with the idea that the residents were owners of the Village and new facilities would be an imp�ovement to the Village of which they couid be proud. Mayor Mackail suggested that the Village Manager be di�ected to think about an approach similar to that used with annexation since the community had voted overwhelmingly for Fire Rescue, and if people really unders�ood the need for im.proving facilities they would be in favor. Positive communication with residents by the Mayor and Council, Police and Fire department members would help residents understand the situation, and meetings could be held one night a week until all portions of the Village had attended. Village Manager Bradford stated he l�ked the visioning idea, and the presentation could begin by presenting facts regarding current financial situation and infrastructure, and asking the residents where they wanted to go from that point. Chairman Capretta suggested bringing up positive thing�: new construction developments, Ordinance 377 improvements, road and drainage improvements and expose thern to the idea of future Bridge Road improvements, � new Village Hall, and also the negative of the run-down condition of facilities because ot no tax increases for several years, moving into rental facilities, a�d the idea of raising taxes in accordance with cost of goverrunent. The residents could then be asked to provide ideas, and would probably support improvements to Public Safety facilities. In respanse to Committeemember Hansen's question regarding timing, Village Manager Bradford advised that a tax increase of less than 3o would take care of a�l of Public Safety; and the worst case scenario to compYete a design tor Police an.d Fire would be five months, so that if everything came in at a reasonable cost the project cou7.d start during the summer of 1997; and if the Committee approved the move to rental facilities at today's meeting, the move wauld be accomplished by December 15, 1996. Village Clerk Manganiello was directed to confer with Harriet Sm.ith, REDEV�LOPMENT CQN�lITTEE MEETING MINLTTE3 N+DVEMBER 13 , 1996 PAGE 11 ----------------------- manager of Tequesta Corparate Center and Realtor for the property, to determine if there would be addition.al space available for the Buildin.g Department. Village Manager Bradford com�n.ented that he would determine whether there were funds in the Department of Community Development Fund to pay for the rental space. Chairman Capretta advised that whether a referendum was intended or not that the public should be informed and their input obtained at meetings, and suggested that Village Councilmembers go to Homeowners Associations and other srnall groups who were unable to attend the meetings held at the Village Ha11. �TI. REVIEW t�E RENTAL SPACE OFF-SiTE CO3TS AND START-UP COSTS, TEQUESTA CORPORATE CENTER, 25O TEQUESTA DRIVE and VII. CONSIDERATION OF MEMORANDUM OF UNI?ERSTANDING WITH FIRST UNITED BANK, 254 TEQUESTA DRIVE Village Clerk Manganiello reparted that the Village proposed to rent two suites, one at 16$9 and the other at 1425 square feet. Ren.tal �ost per square foot in one suite would be $12.50 pl.us $3.fl0 Common Area Maintenance cost; the other suite would be $11.50 per square foot plus $3.00 CAM, makinc� the respective cast $15.50 and $14.50 per month. A 3-year lease agreement was proposed which would allow three m.onths free rent dur�.ng the first year. Each subsequent year the rental cost would increase by the CPI, capped at 40. The Vi1.lage would be responsible for payment of electricity and interior cleaning of the offices. First year rent, electric, and cleaning with the 3 months free rent would total $46,542.39. Anticipated start-up costs total $18,479.50. Total of the first year and start-up co�ts equaled $65,021.89, which would be split between the General Fund and the Wate� Enterprise Fund. Village Clerk Manganiello reported that the Finance Director had advised that sufficient funds were available. Village C1erk Manganiello commented that an agreement was under consideration by First United Bank to make provisions for customers to pay their water bi11s at the drive-in windoca or inside the bank lobby by cash or check. Chairman Capretta commented that this should bring new customers to the bank, and that this agreement should be reached at the REDEVELOPMENT COI�QITTEE MEETING MINUTES NOVEMBER 13, 1996 PAGE 12 same time as the lease agreement. Village Manager Bradford explained that financing for any of the other improvements was not dependent upon the mave into this rental space, since if nothing else was done this would benefit the space problem, and as soo�. as the move was made the Folice department wauld move in�o the vacated offices and remove all items from the hallways which were in violation of Code. Chairman Capretta commented that the first problem. of employee satisfaction and efficient operating services would be solved, and an apportunity would be available to work on the rest of the improvements. After completion of Phase II, which would be the Public Safety facility, facilities would be in good shape. Then options regarding a new Village Hal1 could be considered. Chairman Capretta stated he liked the idea of tearing down the back building, and a goad one could probably be designed and constructed for less maney than it would cost to renovate. VTII. CONSIDERP.TION OF MEMQRANDUM TO ENTER INTO A LEASE AND RECEIPT FOR DEPOSIT AGREEMENT FOR �r�rrrzs��� 4FFICE SPACE Committeemember Mackai]. made a motion to recominend to the full Viliage Council at their November 14, 1996 meeting approval of the consideration of the Memorandum of Understanding to en�er into a lease agreement with the Tequesta Corporate Center. Com4nitteemember Hansen secanded the motion. The vate on the motion was: Jaseph 1�T . Capretta - for � Carl C. Hansen - for Ron T. Mackail - for The motion was therefore passed and adopted. IX. ANY OTHER MATTERS During discussion of improvements which had resulted fram Ordinance 377, Mayor Mackail reported that residents had REDEVELOPMENIT COI�lITTEE MEETING MI1+�IJTES NOVEMBER 13, 1996 PAGE 13 commented that not enough landscaping improvements were being made. �Tillage Manager Bradford cflmmented that one could see the improvements on the section of Tequesta Drive immediately off U.S. One on the north side of the street. Committeemember Hansen reported that progress was being made and half the properties required ta add landscaping should be cozn,pleted within 3-4 months, and at the next Special Master Hearing that a couple of people who had not responded would be scheduled for hearing. Mayor Mackail commented that the turning point from a ps�chological viewpoint would be when improvements were made to the shopping center on the other side of Tequesta Drive. Bill Quigley, 79 Ha11y Circle, stated he supported getting information to the citizens, since he would like to know all alternatives of cost and funding. Mr. Quigley coznmented that he thought the action being taken was good, and although he might not like al1 of it, he believed that the decision of gettin.g the information to th� peopie was a good one and the Village should proceed. VI. ADJOURNMENT Cc�m�nittee�ember Hansen made a motion to adjourn the meeting. Committ�emb�r Mackail seconded the motion. The vote on the motion was: . Joseph N. Capretta - for Carl C. Hansen - for Ron T. Mackai 1. - for The motion was therefore passed and adopted, and the meeting was adjourned at 10:52 A.M. Respectfuliy submitted, , Betty aur Recording Secretary REDEVELOPMENT COMMITTEE MEETING MINUTES NOVEMBER 13, 1996 P�GE 14 ----------------------- - ,- ?1TTEST : - -.�= -� J dnn Mang i I Io Village Clerk DATE APPROVED: ,� o O�o,,� �a � g 9�