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02/23/1993 - 10:46 am CITY COMMISSION SPECIAL MEETING February 23, 1993 The City Commission of the City of Clearwater met in special session at City Hall, Thursday, February 23, 1993, with the following members present: Rita Garvey Mayor/Commissioner Richard Fitzgerald Vice-Mayor/Commissioner Sue A. Berfield Commissioner Arthur X. Deegan, II Commissioner Mayme W. Hodges Commissioner Also present: Michael J. Wright City Manager Milton A. Galbraith, Jr. City Attorney Cynthia E. Goudeau City Clerk The Mayor called the meeting to order at 10:46 a.m. In order to provide continuity for research, the items will be listed in agenda order although not necessarily discussed in that order. Item #2 - Space Needs Study, New City Hall Donnell Consultants Incorporated in association with Rowe Rados Hammer Russell Architects, Incorporated have been hired as a team to be the project managers for the New City Hall. They have presented their Space Needs Study. A concern was raised regarding the goals on page 3, as it was felt a goal regarding maximized efficiency of operation should be included. A question was raised regarding General Services, and whether or not they should be included in the building. A question was also raised regarding whether or not the use of natural gas should be included, in the goal regarding energy efficiency. It was indicated the use of natural gas had been discussed and would be considered. A question was raised regarding whether or not the community room would be in the new building. It was indicated staff needs direction from the Commission regarding this. Dean Rowe, of Rowe Rados, pointed out the parking provided in the plan does not reflect the community room. It was indicated a constraining factor is that it was being placed on the current City Hall site. It was stated it was worthwhile to consider this as an alternative. Further discussion ensued regarding whether or not a community room should be included on this site. Commissioner Berfield moved that staff provide the City Commission with information, facts and figures, of the possibility of incorporating a community room in the project and/or complex. The motion was duly seconded. Concern was expressed regarding it being on this site, and what the cost would be. Upon the vote being taken, the motion carried unanimously. A question was raised regarding whether or not the credit union would be included in the building. Kathy Rice, Deputy City Manager indicated, if so, it would need 600 square feet. She stated it is not currently in the plans, as it is not city owned. Commissioner Deegan moved that the credit union not be incorporated in the consolidated city hall. The motion was duly seconded. The Mayor clarified that this was with the understanding that it is not a public function. Upon the vote being taken, the motion carried unanimously. The Deputy City Manager pointed out that the offset printing facility is also not included as it is felt it is time to review the technology for printing. The possibility of a high speed copier in City Hall will come back to the City Commission. It was stated the numbers could change before the final recommendation. In response to a question, Ms. Rice indicated this could take up 6-700 square feet. Commissioner Berfield moved for staff to obtain facts and figures on incorporating a printing facility in the new City Hall. The motion was duly seconded and carried unanimously. The assumptions used to determine the space needs were reviewed. It was stated there was a reduction in square footage for work stations and some redundancies had been found. It was also stated that, because of the open plan, the need for conference rooms went up. Concern was raised regarding the space provided for City Commissioners. The plan currently has one work station per Commission member plus one for support staff. The need for privacy with an office with closed walls in order to meet with citizens was expressed. Commissioner Deegan moved to have one work station per Commission member, and that the City Commission offices be enclosed. The motion was duly seconded and carried unanimously. A question was raised regarding the possibility of increasing the number to seven, and it was indicated it was felt another staff person could be added in the future. Mrs. Rice pointed out this study provides for considerably less space than the original space needs study, but provides for a 10% growth factor over 20 years. A concern was expressed that the square footage provided for an individual exceeds the federal government standard. It was indicated that common areas are not included in the federal government's calculations. A comparable figure was requested. A question was raised regarding whether or not the two employees of the legal department currently housed in the Police Department would be brought into City Hall. The City Attorney indicated this would be a possibility. He indicated there may also be another attorney needed in the future. Concerns were expressed regarding this plan providing for increase in staff in the Police Department. Concerns were raised regarding the 10% growth applied across the board. Mrs. Rice indicated the Commission had indicated this was a reasonable growth factor to incorporate. Further discussion ensued regarding the growth rate and how it was distributed. An objection was raised to their being a 10% growth factor provided for each department. A suggestion was made that the two ways to accommodate the 10% growth was to build a pocket of unfinished building, or to distribute it throughout the building. Concerns were expressed regarding how to accommodate growth in departments. It was indicated an open space module plan allows this flexibility, and that whole departments can be shifted. Further discussion ensued regarding the 10% growth factor and how it would be distributed and provided for. The GSA standards were requested. It was stated the project could not go forward until the size of the building was determined. The preliminary budget for the program was discussed. Mr. Rowe indicated the numbers provided are conservatively high, and they could be reduced as they get into more specific design details. He stated right now there are many things that are nebulous which do not allow a more precise budget. Those things include the floor under the tower, the downslope, the plaza level, etc. He stated what they have is adequate for budgeting purposes. The City Manager requested an update regarding the churches in the area that use city parking. Mrs. Rice indicated both churches are interested in participating in the project, and she will be meeting with them once the size of the building is determined. Mr. Rowe stated another qualification regarding the budget has to do with the furniture budget which is currently approximately $2500 per station. A question was raised regarding whether all employees would be getting new furniture. It was stated this had not been determined, and the figure provided is an average. It was also indicated the cost of files, conference tables, etc. has not been included. A concern was expressed that the conversation seemed to be saying the existing structure would not remain. It was questioned whether or not it would be possible to use the existing City Hall building. Mr. Rowe indicated the current building is 29 years old, and there has been talk of shelling the building. The Fire Marshal has indicated the building does not meet code. A question was raised if the building were shelled, what would remain. Mr. Rowe indicated the structure and a portion of the skin of the building would remain. A question was raised regarding the building sinking on the south end. It was indicated the Engineering Division has stated the settlement seems to have stopped. It was indicated if in excess of 50% of the value of the building is spent to renovate the structure, it would have to meet all existing codes. It was stated the current building is at the end of its useful life. Concerns were raised regarding the exclusions from the budget. Mr. Rowe indicated he could come up with the line item for each of these exclusions which includes such things as project management consultant fees and expenses, design fees and expenses, abnormal foundation conditions, legal fees and expenses, testing and inspection fees. A concern was raised that the preliminary budget is $13.5 million, and adding the exclusions would increase the cost. Mr. Rowe indicated the final cost would depend on the concept. Whether or not current City Hall personnel would have to be accommodated during the construction will also depend on the design of the building. It was felt some of the proposed costs were too high, and it was suggested the $6,000 per space for parking be decreased to $5,000. It was also felt the sidewalk and landscaping budget was too high. It was also suggested that entirely new furniture did not have to be budgeted. It was stated this should bring the cost down to $12 million. An opinion was expressed that the $6,000 per parking space allows flexibility, and there is not a desire to limit the parking garage to be placed at the west side of the building requiring a referendum. Further discussion ensued regarding parking needs, with it being indicated there also needs to be more definitive information regarding the sharing of parking with the churches and exactly how many spaces are needed for City staff. Mrs. Rice indicated she would get a more complete survey of city cars, and would start preliminary discussions with the churches. It was suggested information be gotten from them regarding how much space they need and what they are willing to pay. A concern was raised regarding this plan costing $13.5 million, and possibly over $14 million, when there are alternatives at about half the cost. It was pointed out the majority decision had been to go with the current site. Commissioner Deegan moved to table any discussion regarding the Sun Bank Building. The motion was duly seconded. Upon the vote being taken, Commissioners Deegan, Berfield and Hodges voted "aye." Commissioner Fitzgerald and Mayor Garvey voted "nay." Motion carried. Concern was expressed regarding the $13.5 million projected budget. It was indicated there can be no definitive numbers until a design criteria has been established. In response to a question, it was indicated the $13.5 million is considered to be high; however, it was pointed out it does not include all costs. A request was made that information be provided regarding how much money would be saved from consolidation. A question was raised regarding whether or not storm drainage problems had been considered. Mr. Rowe indicated this was included in the budget. It was stated an open question to be settled before the project can go forward is the Federal space standards and how it equates to the proposed space needs. It was also indicated the parking garage issue needs to be more definitively outlined. It was stated getting answers to these questions will change the schedule. The City Manager stated a key point that has yet to be determined is whether or not the parking is above or below the bluff. It was indicated if the parking is below, a referendum will be required. Item #3 - Jolley Trolley Elizabeth Deptula, Assistant City Manager, stated the PSTA is recommending termination of the Beach to Downtown Jolley Trolley route due to its impact on ridership of Route 80, as well as the impact on the vehicles. The City Commission needs to make a decision by March 4 to allow the scheduling of the required PSTA Public Hearing in order to continue the service. She stated the PSTA is meeting tomorrow and she would like to make a statement to them at that time. She also reported they could ask that no decision be made tomorrow. The City Manager reported he would like some additional time as he is preparing a financial forecast that will give the City some idea where it stands financially. He stated due to the Trolley, the parking fund is at a deficit. Commissioner Berfield moved to ask Mr. Sweeney to only take input at tomorrow's PSTA meeting, and that there be no decision until the City Commission can have a public hearing on March 4 with their decision forwarded to the PSTA on March 5. The motion was duly seconded and carried unanimously. The City Manager reported on a memorandum from Ream Wilson regarding the Pinellas Trails. He stated monies for that project are on hold until a decision is made regarding the route. The meeting adjourned at 1:05 p.m.