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HomeMy WebLinkAboutMinutes_Special Meeting_12/20/1993VILLAGE OF TEQUESTA Post Office Box 3273 357 Tequesta Drive Tequesta, Florida 33469-0273 (407) 575-6200 Fax: (407) 575-6203 V I L LAG E O F T E Q U E S T A S P E C I A L V I L LAG E C O U N C I L M E E T I N G M I N U T E S . D E C E M B E R 2 0, 1 9 9 3 I. The Tequesta Village Council held a special meeting at the Village Hall, 357 Tequesta Drive, Tequesta, Florida, on Monday, December 20, 1993. The meeting was called to order at 7:00 P.M. by Mayor Ron T. Mackail. A roll call was taken by Fran Bitters, the Recording Secretary. Councilmembers present were: Mayor Ron T. Mackail, Liz Schauer, Earl L. Collings and Joseph N. Capretta. Vice Mayor Burckart was not in attendance. Also in attendance were: Village Manager Thomas G. Bradford, and Village Clerk Joann Manganiello. II. APPROVAL OF AGENDA Councilmember Collings moved to approve the Agenda as submitted. Councilmember Schauer seconded the motion. The vote on the motion was: Ron T. Mackail - for Liz Schauer - for Earl L. Collings - for Joseph N. Capretta - for the motion was therefore passed and adopted. III. REPORT BY MAYOR MACRAIL REGARDING MEETING WITH PALM BEACH COUNTY OFFICIALS ON TEQUESTA BRANCH LIBRARY PROPOSAL Mayor Mackail reported that at the last Special Village Council meeting, the Council took a direction which led to a consensus that the Village take over remaining funds available being held by Palm Beach County for a Tequesta Branch Library. Through that, it was the desire of the Village Council to create an Interlocal Agreement, through County and Village Staff. Mayor Mackail reported he had a meeting with Audrey Wolfe, Palm Beach County Library System; Jean Creamer, Assistant Administrator, in Commissioner Karen Marcus' office; and Cindy DeFilippo, of Commissioner Karen Marcus' office. The intent of the meeting was to discuss the decision of the Village Council. Mayor Mackail posed many questions, concerns and interests at that meeting on behalf of the Tequesta Branch Library, and more importantly, inquired regarding the possibility of the County allowing the Village to take over remaining funds for the construction of the Tequesta Branch Library. A,.,.. ,,.7,,,7 D..«,... special Village Council Meeting Minutes ~,a~ December 20, 1993 Page 2 ------------------------------- In 1986, there was a County Referendum for the Library Expansion Program which was unanimously passed. It was determined from the above-referenced meeting that all other libraries built with funds of that program have been built under budget. When asked what happened to the excess funds and any interest thereon, the County Library representative stated that two libraries (South Bay and Royal Palm Beach) were built which were not included in the Referendum. Originally, Palm Beach County had proposed to the Village an amount of $716,000 ($120,000 of which has been spent to date for administrative costs, engineering, etc.; $60,000 allocated for furniture and equipment; and $30,000 for construction administration) to be allocated to the Village of Tequesta for the: 1) purchase of the land for the library; 2) construction of the library; and 3) complete the inside amenities (i.e., books, computers, furniture, fixtures, etc.). The County, reporting that there is now $506,000 remaining for the construction of the Tequesta Branch Library, has made two proposals to Tequesta: Plan A: The Village must come up with $68,693 for a facade change, hip roof, and any changes within the existing structure; or Plan B: This would cost the Village an additional $176,693 for the metal roof and the original design of the library. The Village, tonight, must decide whether or not to seek to take over, from Palm Beach County, the remaining funds for the construction of the Tequesta Branch Library and do the project themselves, or allow Palm Beach County to complete the library on its own with the Village giving additional funds. There have been two opportunities for land donation for the library site: 1) one donated by the Village at an estimated value of $150,000; and 2) the other donated by the Dorner Estate and located on Old Dixie Highway. If Tequesta chooses Plan A, the total cost to Tequesta will be $218,000, and if the Village chooses Plan B, it will cost the Village approximately $326,693, making the total cost of the library approximately $833,000. Mayor Mackail felt the Village has been shortchanged by Palm Beach County regarding the Tequesta Branch Library. He felt it would be beneficial for the Village in require an accounting of funds spent by the County. special Village Council Meeting Minutes December 20, 1993 Page 3 ------------------------------- If Tequesta assumes the construction of the Library, the County would then become the owner of the building as well as the land, Tequesta would pay the invoices for the construction and be reimbursed by the County. Any costs above $506,000 would be fully assumed by the Village of Tequesta. Councilmember Schauer asked if interest earned on funds being held by the County for the Tequesta Branch Library will be included in the $506,000? Mayor Mackail stated that he was told those interest monies will be set aside for books, computers, furniture, fixtures, etc. Tequesta will not receive interest on the money. Councilmember Collings was concerned whether or not the County committed to the fact that whatever route is chosen, Tequesta would get its library. He also asked what the next step would be if Tequesta assumed responsibility for the $506,000. Mayor Mackail responded that one route to take would be for Tequesta to go out for RFPs for the construction. Mr. Collings pointed out that Palm Beach County is now spending $200,000 for pillars on the front of the Palm Beach County Library located in West Palm Beach. Councilmember Capretta felt the real issues were: 1) Does the County or Tequesta build the Library; 2) Which is the least expensive location to build, remembering that if the Library is built next to the Village Hall, there is no room for expansion. He wanted to be certain Tequesta was taking no risk in losing the Library. Councilmember Capretta pointed out that when comparing the South Bay Library (same design as proposed for Tequesta) to that now proposed for Tequesta, the cost of building the Tequesta Library far exceeds that of South Bay. Why? Tequesta was originally told it would not have to pay design costs since the design to be used was originated for the South Bay Library. The South Bay Library (built three years ago) did not pay design costs, and now Tequesta is told they must pay design costs (for a library which is not yet constructed) since the design was originated for Tequesta. Construction has not yet begun for Tequesta, yet the funds dwindle at the rate of $5,000-$10,000 per month for administration costs, etc. An advantage of Tequesta agreeing to construct the Library would be that the funds would be frozen and the dwindling would stop. Mr. Capretta feels, also, that Tequesta could build the Library for less than the County. special village Council Meeting Minutes December 20, 1993 Page 4 ------------------------------- Councilmember Capretta questioned why South Bay could build the shell (from Tequesta's drawings) for $170,000, and the County states that the same shell will cost $297,000 for Tequesta. He stated the County informed him that, since the building at South Bay, the County is now bound by the rule that 25% must be built by minority contractors, causing the bids to increase. Tequesta is not bound by that rule. IV. COMMENTS FROM THE PUBLIC Bob Milbank encouraged the Village to "take the money and run", since Palm Beach County has already spent some of the money set aside for the Tequesta Library. He felt the Village could do a much better job of controlling the dollar, as evident by Tequesta's Fire Department success. Alfred DeMott hoped that numbers of meetings would not continue to be necessary on an issue which has already been decided. He encouraged the Village Council to make the right, and final decision regarding the Village Library, reminding the Council that Tequesta taxpayers would not want to again pay for a Library for which they had already paid. Richard Berube stated that if the Village has the $179,000, he would encourage them to pay that amount as requested by Palm Beach County and get on with the building of the Library. Mayor Mackail stated he does not have the confidence that, if this route is chosen, that Palm Beach County will give Tequesta what Tequesta is paying for. Robert Shirar stated that as a property owner whose property backs up to the presently proposed site for the Tequesta Library, suggested that Tequesta go ahead to see what they could do on their own regarding the construction of the Library. Dottie Campbell asked if Tequesta could actually get lower bids than the County for the construction of the Library. Village Manager Bradford explained that Palm Beach County does not advertise for bids in the manner as does Tequesta. The County's way of advertising can be as simple as placing the Notice on a bulletin board in some of their facilities throughout the County, sometimes not even placing it in the newspaper. It has been suggested to the County to advertise in the Jupiter Courier, the Stuart News, and Port St. Lucie .; News for the lower priced contractors who are north of Palm Beach County, but the County did not want to do that. special Village Council Meeting Minutes '~'W' December 20, 1993 Page 5 ------------------------------- Mrs. Campbell asked that she be informed regarding any meetings that take place in Tequesta where the subject matter is the Library, since she is the landlord at the present Library location and may have information that Tequesta needs regarding the lease. Councilmember Collings asked when the Mrs. Campbell's lease with the Tequesta Branch Palm Beach County Library expires. Her comment was that if she is invited to the next meeting, she would be glad to divulge that information. Dr. Stanley Jacobs felt a terrible wrong was done when the Village Council opted for the location next to the Village Hall. He felt further that some good things are going to happen in the downtown area and the library should be placed there, instead of wasting money to move utilities. It was his suggestion that the Village Council "take the money and run" that is presently being held by the Palm Beach County Library System. Dr. Jacobs also felt that 4000 square feet for a library today would be inadequate in future years and consideration should be given to a location which would allow for expansion. Mayor Mackail stated that his vision is to construct a state-of-the-art facility, and pointed out that, Jupiter has a 10,000 square foot facility, though Tequesta does not need one that large, but that consideration should be given to expansion allowance. Alec Cameron felt that lower level governments have a better capability of getting more done for less than the higher echelons of government, and suggested that Tequesta use the Library funds to build the Library on its own. Having done research in the senior citizen community which he represents, Mr. Cameron stated that moving the Library site to a downtown location would not pose a serious problem for those citizens. Carlton Stoddard felt it would be safer for Tequesta to control the monies for the Tequesta Branch Library, since the Village Council has shown good thinking and good judgement on the handling of taxpayers' money, and suggested that the library site be located on a spot where it could be expanded. Gary Van Brock asked if the $30,000 of the $716,000 which the County has set aside for construction management would be allotted to the Village. Village Manager Bradford stated that the County works on a system of internal charges, compensating County Staff for the time they put in on the project, and would be unlikely that those monies would be made available "° to the Village. special village Council Meeting Minutes December 20, 1993 Page 6 Mayor Mackail read the 8 County Staff recommended caveats to be presented to the Palm Beach County Commission (should Tequesta choose that route) regarding the Tequesta Branch Library: 1. The County would commit the remaining funds ($506,000) to the Village to provide a library of which the County will become Owner (of the building as well as the land, if constructed on land other than the currently-leased site) at the completion of construction. 2. At the completion of the construction, the County would furnish and equip the library for occupancy using the $60,000 being retained by the County from the remaining project funds. 3. The village would be "reimbursed" as work progresses. 4. The Village would accept full responsibility for the site, managing and constructing the Library. The County's only responsibility would be those as: a) the Architect of Record; b) to verify construction compliance with the plans and specifications; and c) to verify compliance with the terms and conditions of the interlocal agreement. 5. The County (Capital Improvements Division) would remain the Architect of Record for the project and provide any necessary design services. The Capital Improvements Division will make periodic observations of the construction in order to verify compliance with the plans and specifications and provisions of the interlocal agreement. 6. The Village would be responsible for any costs in excess of $506,000 required to complete the construction of the Library. If the Village is unable to complete the project, it will be responsible for all costs associated with the County completing the facility. 7. There would be no specific restrictions on how the funds would be spent (land design or construction), but the Village will have to warrant and provide documentation that all funds were expended for capital associated with this Library. special Village Council Meeting Minutes °' December 20, 1993 Page 7 ------------------------------- 8. The Village would complete and transfer ownership of the Library within 24 months of the execution of the Interlocal Agreement. Construction would have to commence within 16 months of the execution of the Interlocal Agreement. V. VILLAGE COUNCIL DIRECTION RELATIVE TO TEQUESTA BRANCH LIBRARY Councilmember Collings moved that the Village take over from Palm Beach County, after the December 21, 1993 County Commission Meeting, the responsibility of constructing the Tequesta Branch Library. Councilmember Schauer seconded the motion. The vote on the motion was: Ron T. Mackail - for Liz Schauer - for Earl L. Collings - for Joseph N. Capretta - for the motion was therefore passed and adopted. VI. ADJOURNMENT Councilmember Collings moved that the meeting be adjourned. Councilmember Schauer seconded the motion. The vote on the motion was: Ron T. Mackail - for Liz Schauer - for Earl L. Collings - for Joseph N. Capretta - for the motion was therefore passed and adopted and the meeting was adjourned at 6:12 P.M. Respectfully submitted, „/2'~/L( Fran Bitters Recording Secretary ATTEST: J ann Manganie o '~ Village Clerk DATE APPROVED: /3 . ~ 9 9~