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HomeMy WebLinkAboutDocumentation_Regular_Tab 06B_04/14/1994 � � � VILLAGE OF TEQU�STA � � � Post Of�ce Box 3273 • 357 Tequcsta Drive "' Tcqucsta, Florida 33469-0273 • (407) 575-6200 ' � ' � Fax: (40'1) 575-6203 : � s o s� � • �M COUN� a VILLAGS OF T�QUBSTA BEDBVBLOPMBNT COMMITTBE MBETING MINUTBS MABCH 16, 1994 I. The Tequesta Redevelopment Committee held a scheduled meeting at the Village Hall at 357 Tequesta Drive, Tequesta, Florida, on Wednesday, March 16, 1994. The meeting was called to order at 9:30 A.M. by Chairman Ron T. Mackail. In attendance were: Chairman Ron T. Mackail; and Co-Chairman Joseph Capretta, and Earl L. Collings. Village Staff present were: Village Manager, Thomas G. Bradford, Village Clerk Joann Manganiello, Bill Kascavelis, Finance Director, Tom Hall, Water Department, and Scott Ladd, Building Official. Also in attendance was Phil Crannell of Gee &�Jenson. Chairman Mackail explained that the Redevelopment Committee is a newly-formed Committee to work in regard to potential downtown development. Committeemember Collings reminded that this Committee is appointed to discuss and make recommendations to the Village Council, but cannot assume power or take any action itself regarding redevelopment. II. APPROVAL OF AaEADA The Agenda was approved as aubmitted. III. REVIEW OF MATTERS RELATED TO THE CIIRISTOPHSIt VILLAGE FOUNDATION DL�VELOPMENT PROPOSAL A) Tequesta Branch Library: Village Manager Bradford stated that when reviewing the Christopher Village (the Foundation) proposal, it is apparent that the most pressing issue is the Tequesta Branch Library. Submitted to the Committee was a copy of the Library Project Construction Schedule, amended February 7, 1994. Bids have been solicited through advertisements; bid opefiing is scheduled to take place on March 29 at 2:00 p.m. Pre-bid conference has taken place, with 14-15 contractors present. The Palm Beach County contractor stated that Tequesta had received twice the interest that the County had for the project. There appears to be a high level of initial interest. I7. , �•�' �7.. . Redev�lo�aeat Ccmmitt�• Ms�tiaq Miautsa Harch 16, 1994 Pags Z ------------------------------- If the Village ie interested in placing the Library in the downtown area ae proposed by the Foundation, a decision will need to be made very soon, eince it would not be fair for contractors to turn in their bids only to be told that the process is cancelled. Co-Chairman Capretta stated that even after choosing the low bidder, there are still more issues of concern: 1) The downtown location next to the Post Office may selected, and it is not yet known what the Poat Office expaneion/relocation plans are; 2) would the present property ownere still offer the amount of land necessary on which to build the Library; 3) the Foundation plans for the Library involve a new design; and 4) if the Library scheduled is delayed, there might be a chance of losing the Library altogether. Committeemember Collings reminded the Committee that the acre of land which was previously offered in the downtown area for the Library was conditional in that the property owner would construct the _ Library, reminding the Committee further, that Palm Beach County has consistent voiced the statement that the Library Board is the Architect of Record. Chairman Mackail felt the location of the Library should be decided by regarding the Village's long-term plans and needs assessment. Iie felt the worst scenario would be that the Village would have to come up with $169, 000 to get the desired design for the Library but felt that 4400sf was not larqe enough for a Village Library. Committeemen►ber Collings asked where the 4000sf came from. Phil Crannell, Gee & Jenson, answered that it was part of the formula the Library Board used based on population, and part of an older plan. Mr. Crannell stated further that one of the things the Village is being forced to buy-into is a product that was driven by the Library Board's desire to have the in-house staff justify their existence, wherein they created the Library design that matched what the Library Advisory Board felt the square footage should be for Tequesta. Much time has expired since that decision was made and many things have changed, and 4000sf is marginal square footage to meet future Village needs. Mr. Crannell felt that, given more time, he was not certain the Library Board would not continue to have a sound argument for remaining Architect of Record. Redevslopoaent Coamitt�e Keetiag Minutsa Karch 16, 1994 Pags 3 ------------------------------- Chairman Mackail stated that Village Staff has not yet conferred with Palm Beach County Commissioner Marcue regarding this issue to make her aware of the present situation. Mr. Crannell felt that the Foundation proposal gives the Village a good entre/catalyst to take the issue before Commissioner Marcus to discuss the inadequaciea of the Post Office, etc. He stated further that it could take the Post Office two years to make a decision to eith.er relocate or expand. The Village would be able to present to Commissioner Marcus the variables involved in perhaps combining the Library with other facilities, being integrated into a Master Plan, the opportunity to move key community features into that Plan, and have some more participation from a developer as well as from an architectural sensitivity point of view, making it work better for the County and the community. Therefore, the issue needs to be re-visited and perhaps euggest that the monies need to be set aside and not allowed to just erode away. A delay may cause the end result to be much greater. Chairman Mackail felt that a two-year window would not concern him as much as the concern to create a domino effect of construction in the downtown area. The end result will make the difference in Tequesta and the advice that is taken today will effect the Village for years to come. Co-Chairman Capretta felt there were two strategies to the Library: 1) If it's poasible to minimize the risk of losinq the Library by delaying it, reserve the funde to do the Library at the right size in the right location, allowing tiune for the Post Office to determine which route they will take; or 2) build the Library downtown using the lowest bidder and avoid any risk of losing the Library. However, it must be determined whether the offer from the Foundation is financially viable. If so, the funds presently held by Palm Beach County for the Tequesta Branch Library become insignificant. Chairman Mackail felt all the above points are valid, and felt the next step should be to approach Commissioner Marcus to convey what is about to take place ia the Tequesta downtown area and ask the County to put a hold on the Library funds. He felt it was imperative that Tequesta make a commitment regarding the downtown area, but that he would feel more comfortable having an economic feasibility study done to show at what point Tequesta would start to break even, from a de3�t service point of view, from such development. Redev�lop�aeat Camaitt�e Meetinq Miaut�s Marcb 16, 199� Paqe 4 ------------------------------- Mr. eradford agreed that an economic feasibility etudy was important, but that it would be necessary to hire a coneultant to do such a study, and, that time does not allow for auch a study to be completed by April 14 in time for the next Village Council meeting. He felt a financial feasibility study would probably cost $20,000. The Committee recommended that: 1) a meeting take place between Village Manager and/or Mayor and Commissioner Raren Marcus to share Tequesta's plans for the downtown area; 2) Village Manager hire a consultant to do an econmaic feasibility study regarding the downtown area; 3) meet with Joseph Benjamin and his staff to discuss the economic feasibility study. Phil Crannell felt that, just by action which took place with this Committee today, word could get out to praspective bidders that the whole project could be tabled, which could leave some indecision in the minds of the contractors. Therefore, he felt it would be wise to delay bid opening for two weeks until the Village had had time to approach Commissioner Marcus. He felt such a delay. in bid openiag would not compromise anything in light of the overall project. The Committee recommended that an Addendum be done, e�ttending the time for bid opening by two weeke. B) Tequesta Facility Needs Assessment: Village Manager Bradford stated that he had asked Phil Crannell, Architect with Gee & Jenson, to look at Tequesta's facility needs because: 1) The Village is tightly cramped in working areas to the point that it is advErsely affecting the working environment and the quality of the work product of those who work for the Village; 2) there is no more space whatsoever for storage, desks, new offices, etc. Present space is "maxed out" completely; 3) all storage is now virtually off-eite, at rented storage areas; 4) records retention area is inadequate; 5) the Village is faced with $44,818 to renovate the entire area just to bring it up to meet present Fire Codes. Phil Crannell stated that part of the process employed by Gee & Jenson to do the needs assessmeat of the Village facilities was a meetinq with each Department Head, discussing individual•ly what each thought his/her needs were, and also toured the facility. Some of the variables considered were as follows: Redevelopm�nt Committee Meetinq Miautes ltarch 16, 1994 Paqe 5 ------------------------------- Mr. Crannell also talked with the Police Chief and Fire Chief to determine in which direction those programe were headed. It wae discusaed as to where facilities could grow to, trying to be generic in the space proposal for any facility which would not be on this site or in this particular building. It was not dependent upon the Foundation plan which is being proposed, nor going into an existing vacant retail space, or anything of that sort - only generic requirements based on Gee & Jenson's work around the State and architectural standards which are presently available, Another variable taken into account was, once the square footage reguirement was developed, the analysis tried to capitalize on the existing value which exists in the Village Hall, as well as the Public Works Building located to the rear, as to the possibilities of future use, It was considered that the most opportune use could be a combined Public Safety facility, wherein the Village Hall and rear building_would be renovated, creating a joint usage. Another consideration was the placement of the Village Library east of the Village Iiall, realizinq that if possible, it would be necessary to make any renovation program work together with that Library site. The square footage presently is approximately 9500sf for the total facilities being used. The Gee & Jenson proposal shows a new gross square footage of 48,OOOsf of new space, the bulk of that (in excess of 40$) would be for Public Safety. Administration would go up to 5500sf; Council Chambers increased to 2000sf; Public Works increased to 6100sf. The cost for this expansion is based on the projection that the program would be implemented in 1995. The raw construction figure for the 48,OOOsf (which includes site development) is $4.6 million. A contingency of 10$ would allow for unforeseen developments; a budget amount for miscellaneous costs and professional fees of $560,000, for a gross amount, everything included, exclusive of land coets and exclusive of any impact and other off-site improvements that might be assessed to the project, for a total of $5.7 million 1995 dollars. Redevelo�aent CamQitt�e l�teetiaq Miautes �tarch 16, 1994 Page 6 ------------------------------- One of the things that makes the renovation so expensive, and also eo necessary, ia not only the fire and life safety requirements which need to be faced, but also the '88 requiremente Title I and Title II. The present facilities do not meet those requirements and the Village is presently in a position to face possible litigation if these requirements are not met. Starting a renovation program would constitute a viable action in defense of anyone who might make a claim against the �illage. Mr. Capretta suggested that the Village Manager submit a plan for the next year depicting exactly what is needed for the next year to operate. Mr. Crannell suggested that if the Foundation plan is actualized, it would be necessary to look at a two-year window before that could start to happen. He urged that the Village investigate what Code compliances need to be addressed now within the existing facility, even if on a partial basis. It was Mr. Crannell's professional opinion that presently in the Village facilities there exists an overwhelming level of congestion and a work environment which makes it hard to realize full value from staff and resources, and stated that it amazes him that the jobs can be done as well as they are • under those congested circumstances. He felt it was apparent that, despite these congested conditions, there is shown much dedication and commitment to serving the citizens. Village Manager Bradford pointed out to the Committee that the Village Hall, built in 1965, was obsolete 10-12 years later. Therefore, it'is imperative that the Village not be short- sighted when considering renovation/construction of future facilities. The building behind the Village Hall was obsolete seven years after it was built. Mr. Bradford stated he would prepare a temporary space plan and an actions list of things the Village can do to avoid sanctions that the Village is presently facing regarding Fire Codes, ADA, etc. I Redevalopmeat Committee Meeting Minutes March 16, 1994 Paqe 7 ------------------------------- IV. ANY OTHER MATTERS. There were no other matters before the Committee. VI. ADJOURNMENT There being no other matters before the Committee, the meeting was adjourned at 11:27 A.M. Respectfully submitted, --,���-Cl�iLl /���.l��j Fran Bitters Recording Secretary ATTEST: Joann Manganiello Village Clerk DATE APPROVED: