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HomeMy WebLinkAboutMinutes_Special Meeting_12/09/1993VILLAGE OF TEQUESTA Post Office Box 3273 357 Tequesta Drive Tequesta, Florida 33469-0273 (407) 575-6200 Fax: (407) 575-6203 V I L L A S P E C I A L M E E D E C G E O F T E V I L L AG E T I N G M I N E M B E R 9 , Q U E S T A C O U N C I L U T E S 1 9 9 3 I. The Tequesta Village Council held a special meeting at the Village Hall, 357 Tequesta Drive, Tequesta, Florida, on Thursday, December 9, 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. Also in attendance was Audrey Wolfe of the Palm Beach County Library System. II. APPROVAL OF AGENDA Councilmember Collings moved to approve the Agenda as submitted. Councilmember Collings 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. REVIEW OF PALM BEACH COUNTY NOVEMBER 23, 1993 TEQUESTA BRANCH LIBRARY LETTER Mayor Mackail gave a synopsis of the situation explaining that several years ago there was a Referendum in Palm Beach County regarding those municipalities which were to receive a new branch of the Palm Beach County Library, one of those municipalities being Tequesta. The voters voted overwhelmingly to approve the new Library system. During discussions, the County regarded two potential locations for the Tequesta Branch Library: 1) the feasibility of land located east of the railroad tracks being donated to the County via the Dorner Trust; and 2) land located west of the railroad tracks and east of the Village Hall that ultimately was donated by the Village of Tequesta. Recycled Paper Special Village Council Meeting Minutes December 9, 1993 Page 2 ------------------------------- The original monies which were allotted for this project totalled $716, 000, which was to cover any cost of land, books, interior furnishings, construction etc. Original bids for the Library construction were high. Those bids were rejected and a new bidding process ensued. At this point, the new bids have not yet been awarded. The County 'piggy-backed' the bids for the Tequesta Branch Library with those for the Palm Beach Gardens Library. Mayor Mackail felt that piggy-backing did not result in any significant savings for the County or for Tequesta. The County now has a $550,000+ budget for the Tequesta Branch Library, and in a November 23rd letter to the Village, gave Tequesta different options available to address the cost- savings which the County hopes to achieve. Councilmember Collings asked Audrey Wolfe, of the Palm Beach County Library System, to explain the $120,000 which has already been spent. Ms. Wolfe explained: Engineering Services.........$32,000 Testing ...................... 1,300 Fees to Tequesta ..............19,000 Fees to Health Department......2,200 Miscellaneous Charges (collection charges, title insurance)etc..6,000 Design of Facility.......... .55,000 $115,500 Councilmember Collings asked why design of the facility cost $55, 000 when this was to be a prototype design. Ms. Wolfe explained the original design, designed specifically for the Tequesta location, was $55, 000, and a site adaptation was done for South Bay. Councilmember Collings contested this cost and reminded Ms. Wolfe that Tequesta was told that the design for its Library was an adaptation of that which was done for South Bay, since their Library was built three years earlier, and not the other way around. Councilmember Capretta asked Ms. Wolfe to explain what was included in the original estimated cost of $716,000. Ms.Wolfe explained: The original $716,000 was arrived at by taking the most expensive library in the system (Jupiter @ $179/sf, which included land acquisition, construction costs, etc.), then multiplied by the size the planned Tequesta Branch, arriving at the $716,000. special Village Council Meeting Minutes December 9, 1993 Page 3 ------------------------------- At the time the County was considering the site on Old Dixie Highway in Tequesta, land acquisition costs were over $200,000, which would not have left enough to construct the Library. Therefore, another site was sought. When an alternate site was decided upon, at no charge to the County, it was understood that $716, 000 would remain in place, and the savings realized by the County would go back into the Tequesta facility. The $716,000 was to include all construction costs, furnishings, lighting, books, etc. The County, at that time, estimated there would be $60,000 left for books. The original furniture and equipment budget was approximately $90,000. IV. CONSIDERATION OF FORMAL TEQUESTA RESPONSE TO PALM BEACH COUNTY REGARDING TEQUESTA BRANCH LIBRARY Councilmember Capretta stated, since the original allotted amount was $716,000, and approximately $120,000 has been spent, the balance remaining for completion of the Library should be approximately $596,000, and asked Ms. Wolfe if that money was actually available. Ms. Wolfe answered: Out of the original $716,000, $120,000 has expended to date, $60,000 still required for furniture and equipment, $30,000 for construction administration, leaving $506,000 for the construction. Councilmember Capretta asked if the construction could be done for $506,000. Ms. Wolfe explained that the bid that came in was for $654,534, construction costs only. Mr. Capretta summarized by stating that Tequesta could have a $654,000 shell, the land was donated, and Tequesta would still be required to put forward another $150, 000 in order to get their Library, pushing the cost up to over $800,000. Audrey Wolfe proposed two options for Tequesta to try to get their Library facility constructed within the budget of $716,000, taking into account that which has already been expended: 1. Approach 1: A) Modify the roof from its present "barrel- style' configuration to a hip configuration (cost savings of $105,000); B) Modify the interior lighting as a result of the roof modification and associated changes to the interior ceiling height (cost savings of $3,000); C) Village of Tequesta would reimburse the County for building permit and site plan review fees paid to the Village, in conjunction with this project. Special village Council Meeting Minutes ~"~`" December 9, 1993 Page 4 ------------------------------- Further the Village would waive all such future fees (cost savings of $18,693); D) pay the costs associated with relocating the pumps and electrical controls (savings of $50,000). The time impact, with the above-referenced changes, is approximately 100 days, which would allow for re-bidding of the project, with the modified specifications, and re-approval of the Community Appearance Board. 2. Approach 2'~ A) Reimburse the County for building permit and site plan review fees paid to the Village in conjunction with this project. Further, the Village would waive all such future fees (cost savings $18,693); B) Pay the costs associated with relocating the pumps and electrical controls (cast savings $50,000); C) Raise the funds required for furniture and equipment ($60,000); D) Contribute funds in sufficient amount to cover the cost difference between the "barrel-style" and hip roofs, less the furniture and equipment monetary donation (cost savings $48,000). If the Village were to decide to proceed with this option, construction could begin in late January. If this approach was taken, the County would want to enter into an Interlocal Agreement to ensure that these costs would be paid and the facility would not be left unfinished. With the County being the Architect of Record, they would need some type of involvement in the project. Ms. Wolfe explained that there are other municipalities which have not only waived their fees, but also donated the land for the facility. Councilmember Capretta asked if his understanding was correct that, in that if Tequesta allows the County to re-design the Library to a lower design which saves $108,000, and if Tequesta pays some expenses which amount to $68,000, the County would be able to construct the Library for the $506, 000 which they have remaining? Audrey Wolfe answered that his understanding was correct. Councilmember Schauer asked if Jupiter exceeded its Library's allocated budget. Ms. Wolfe stated that no Library has exceeded their allocated budget. Special Village Council Meeting Minutes k., December 9, 1993 Page 5 Village Manager Bradford stated that the cost per square for the construction of the Library is exceedingly high asked Ms. Wolfe what she felt was driving the cost to be budget. Ms. Wolfe stated that though not all the differences have yet been identified, it is her opinion the reasons for the higher costs are a combination of economy, the size of the project, the fact that there are profit margins on projects of this size, and lack availability of sub-contractors. foot and over cost that the low of Councilmember Collings asked Ms. Wolfe, hypothetically, what the County's response would be if Tequesta liked neither option being offered. Ms. Wolfe responded that the County would then have to determine whether there will be a Tequesta Branch, whether the County would continue to lease the land, will the Village take action to construct on its own, and basically start back to Step 1. Councilmember Collings asked if the annual taxes he pays for the Palm Beach County Library System adds anything to this budget? Ms. Wolfe explained that those monies are used for operation and maintenance of the Library System throughout the taxing district, but does not add to the Tequesta Library Budget. Monies allotted to fund the proposed Tequesta Library Branch are the result of the two-year special levy, and only for construction. Councilmember Capretta suggested that Palm Beach County give the $506,000 for the Library to Tequesta, and let Tequesta build its own Library. Ms. Wolfe stated that it could be discussed, but that the County has certain minimum standards which must be met. It was her opinion that the savings would only be 10-15%, with the present set of plans. Mayor Mackail stated he had five options of his own to suggest: 1. Keep the Library where it is - tell Palm Beach County it's their project, they should decide which options are best, and Tequesta will take the recommendations under advisement and work to help make the Library a reality. 2. Palm Beach County give Tequesta all funds remaining and Tequesta will build as planned. Special Village Council Meeting Minutes December 9, 1993 Page 6 ------------------------------- 3. Palm Beach County give Tequesta all funds remaining and make design changes to accomplish the job with those remaining funds. 4. Palm Beach County give Tequesta all remaining funds and relocate Library downtown to help jump-start the downtown development. 5. Tell Palm Beach County to build the Library as originally planned, using their own resources, or Tequesta withdraws from the Library taxing district and creates its own Library System. Mayor Mackail asked if Tequesta did not give direction to Palm Beach County before the deadline date of January 4, would there be an increase in costs? Ms. Wolfe stated that would have to be determined at that time, but that the provisions of the contract state that if the County somehow effects the scheduling or postpone to the extent that it would effect the sequencing of sub-contractors, the contractor is entitled to additional costs. The County has no way of knowing what those additional costs would be. Councilmember Collings asked what would be required of Tequesta in order to create an Interlocal Agreement with Palm Beach County regarding the Tequesta Branch Library. Ms. Wolfe explained that an update would be given to the Palm Beach County Board of County Commissioners at their next meeting on December 21, stating Tequesta's position and the desire for an Interlocal Agreement with conditions and protections. o Mayor Mackail felt a request for an extension of time would be appropriate, considering the holidays are upon us. o Councilmember Collings felt it was reasonably clear, based upon what Audrey Wolfe presented, that it would be possible to make a presentation to the County Commission and say that Tequesta will build the Library. o Councilmember Capretta was concerned that the Commission might not be receptive to the idea of Tequesta building the Library, but felt it was about the only chance Tequesta will have of getting its Library, and would like to arrive at a decision as soon as possible. Special Village Council Meeting Minutes Y,~" December 9, 1993 Page 7 o Councilmember Schauer stated it has bothered her from the beginning that the letter from PBC Library System leads one to believe that Tequesta taxpayers are twice paying for the same Library. She felt also that if presented to the County Commission, Tequesta would be taking a strong chance of losing the Library in its entirety. Mrs. Schauer was concerned about the idea of putting the Library anywhere except where it was agreed upon; however, she indicated that circumstances today have changed. There was now a fire/rescue station at Village Hall, and she was concerned about traffic and safety. Harold Hutchinson stated that numerous Tequesta citizens have petitioned the Village Council to build the Library next to the Village Hall, west of the railroad tracks, and that it should remain there. He also felt that Palm Beach County ought to be the one to build the Library, and "'if it costs the Village a few more bucks, so be it."' Alfred DeMott felt it was disturbing to, once again, re-hash the Library issue, since the Library was promised three years ago. He felt it was not right to make the taxpayers pay once again for a Library which should already be standing, and urged the Village Council to make the right decision. John Giba felt the Library should be located next to the Post Office to kick off the downtown area. He felt the issue of children being endangered by having to cross the railroad tracks on their way to the Library was a poor argument, since the children in the area have lived with the railroad tracks on a daily basis and know how to exercise caution. Village Manager Bradford stated it will cost the Village $68,000 to stay next to the Village Hall with the Library and go to a functional building; or, to go to one with ' icing' and stay at that location, it will cost the Village $175,000. Other things to be concerned about are: 1) if the Village takes the alternative of doing a design/build concept with private parties who may make bids, and the County agrees to that, it would be Tequesta's responsibility to come up with any shortfalls; 2) and Mr. Bradford stated that he is aware of those who would be more interested in a more comprehensive development who could deliver the internal product that the County needs, but would not necessarily want the same facade or roof, and therefore was concerned regarding the issue of Architect of Record. special Village Council Meeting Minutes December 9, 1993 Page 8 ------------------------------- Audrey Wolfe informed the Village Council, that the more changes they make to the present plans, the more complicated the issue becomes, as well as driving up costs. The Village Council determined: o The Village Mayor and Village Manager will speak with Palm Beach County Commissioner Karen Marcus presenting the concept of Tequesta building the Library and pros and cons of the issue to determine Ms. Marcus' position on same; o With the help of Audrey Wolfe, and assuming Ms. Marcus is in favor of transferring project to Tequesta, present a 'trial balloon' before the County Commission on December 21 for their reaction; o If the County Commission rejects the concept, the Village will still have time to choose Approach #1 as presented in the County Library System's November 23 letter to the Village. V. ADJOIIRNMENT 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 8:20 P.M. Respectfully submitted, .~2'~C~ Fran Bitters Recording Secretary ATTEST: J ann Mangan' to ~~ Village Clerk DATE APPROVED: ____ /3. i99s1