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HomeMy WebLinkAbout1985-07-09 - City Commission Workshop Meeting Minutes• MAIL REPLY TO: P.O. BOX 25010 TAMARAC. FLORIDA 33320 5811 NORTHWEST 88TH AVENUE TAMARAC, FLORIDA 33321 TELEPHONE (305) 722-5900 July 2, 1985 NOTICE OF WORKSHOP MEETING CITY COUNCIL OF TAMARAC, FLORIDA There has been a Workshop Meeting of the City Council scheduled for Tuesday, July 9, 1985, at 1:00 p.m., in the Council Cham- bers of City Hall, 5811 NW 88 Avenue, Tamarac. The purpose of the meeting is to discuss the architect's plans for the Municipal Complex. The public is encouraged to attend. Carol E. Barbuto Assistant City Clerk AN EQUAL OPPORTUNITY EMPLOYER POLICY OF NONDISCRIMINATION ON THE BASIS OF HANDICAPPED STATUS CITY OF TAMARAC, FLORIDA CITY COUNCIL WORKSHOP MEETING July 9, 1985 Tape 1 CALL TO ORDER: Mayor Kravitz called the meeting to order on Tuesday, July 9, 1985 at 1:00 P.M. in the Council Chambers of City Hall. ROLL CALL: PRESENT: Mayor Philip B. Kravitz Vice Mayor Helen Massaro Councilman Arthur H. Gottesman Councilman. Raymond J. Munitz Councilman Sydney M. Stein ALSO PRESENT; Larry Perretti, Acting City Manager Jon M. Henning, City Attorney Bob Jahn, Chief Building Official William Greenwood, Utilities Director/City Engineer Patricia Marcurio, Secretary Mayor Kravitz read the call to the meeting into the record noting that the purpose of this meeting is discussion of the architect's plans for the Municipal Complex. C/M Gottesman said at the last meeting, Council requested the architect determine some revised site planning for the complex. He said the original site plan submitted foraapproval was denied because many people were unhappy with te plan. He suggested Council review what the architects have suggested before another site plan drawing is made. He said Council received the models from the architect and they were displayed in the West Conference Room with the drawings so that anyone from the public could view them. He said many people viewed them including certified P.E.s. C/M Gottesman said he and the Building Department have not as yet reviewed the Police Station so today's comments will pertain to the City Hall specifically. He said many people were not aware of what was encompassed in this design. He said he understands that not all of the departments were consulted concerning their office space. Jordan Miller, of Miller & Meier Architects, said they came to the City, determined what the City wanted and this was approved by the City Council. He said they are willing to relook at what Council wants. He said they designed the buildings, submitted this to Council and this was also approved. He said they then met with all of the various groups of the City to determine specifically what everyone wanted. He said everyone signed off on their area and they designed that. Mr. Miller said they did the working drawings based on the approvals that they had and they are complete. He said part of those working drawings is a site plan and there was some unhappiness with that finished site plan. He said they were asked to change that site plan, they came in with a recommended change, which Council approved, and they proceeded. Mr. Miller said there are a number of revised plans that they can share with Council. He said the site plan must assume that the buildings are what they are and that the entrances, traffic pattern, etc., are as they were. C/M Gottesman said various department heads told him all they were shown was their section of office space and not the entire relationship to the rest of the floor plan. 1 7/9/85 /Pm V C/M Gottesman said there has been no record that someone approved the layout in total. He said he has some sketches that show signatures approving the electrical and telephone connections but not the entire plan. Mr. Miller said when each of the departments was shown their part, they were shown how it related to the total but they did not go into the detail of every other department with each department. Mr. Henning said he would suggest Council and the architects try to categorize the concerns into three areas; first, the site plan, second, the floor plan; and third, the construction docu- ments. He said the record seemed to indicate there was approval for the site plan and the floor plan. He said since the construction drawings are not approved yet, Council can change these items. C/M Stein asked when Miller & Meier was hired and Mr. Henning said 9/28/83. C/M Stein said the contract at that time had the square footage noted at 38,000 square feet for the City Hall. V/M Massaro noted that the carpeting was not included in the contract. C/M Stein said during previous discussion on the Municipal Complex, he was told that there was a need for special carpeting because of telephone wiring and computers, etc. Mr. Henning said there was discussion concerning a carpet/tile that was considered. C/M Stein said he assumed that the City Manager, City Attorney and City staff were watching this progression with the City Attorney recommending approval of payment of bills. He said the Council is unhappy with the way the City Hall was placed on the site plan in relationship to the Police Station and the future Community Center. He suggested discussion concern the site plan. V/M Massaro said if that plan is changed internally, will the outside dimensions change so that it will affect the location of the site plan. Mr. Miller said it could affect it substantially. He said buildings have entrances, exits, utilities and service, etc., that would change the site plan. V/M Massaro suggested discussion concern what will be in the building first. C/M Gottesman said there are no changes contemplated for the Police Station and V/M Massaro said some changes have to be made on both buildings. C/M Gottesman noted that Mr. Perretti did not like the concept layout of his department but he did initial the plan and Mr. Perretti said when the concept was first shown to him, he felt that a Personnel Office belongs on the first floor with a separate egress so that people will not be circulating through the hallways. He said after he suggested this, the plans showed the Personnel Office was located on the second floor near an elevator. Mr. Miller said the reason for that is they submitted to the City Manager the alternates since not all departments can go on the first floor. He said the weighing of which department went on which floor was a matter of balance and City Manager Stuurmans approved this concept. C/M Gottesman said in Miller & Meier's bid presentation, they stated that before going to Council for approval, they would consult with the Planning Commission and this was not done. 1 2 7/9/85 /pm C/M Gottesman said this plan was presented to Council and, as novices, they approved it. He said it was Miller & Meier's responsibility to bring this to the Planning Commission first for their input. Mr. Miller said their submission process is through the City Manager and, if she told them to present this to the Planning Commission, they would have done so. He said they never said no to anyone they were asked to submit to and they are not doing it now. C/M Gottesman told Mr. Miller that he did not need the City Manager's permission to take this before the Planning Commission. Mr. Miller said they did ask the City Manager and they were not told to go that way. V/M Massaro asked Mr. Greenwood if he had an opportunity to approve the area Engineering would be occupying in the new City Hall. Mr. Greenwood said he became City Engineer in September of last year and he was unaware that a new City Hall was planned. He said there was a meeting in the City Manager's office and he said plans of the new facility and office space had been allocated already. He said the only direct input he had was when someone came to his office to discuss the number of courtesy electrical outlets and proposed outlets for word processing and/or future computers. He said the only thing he initialled on that was for the electrical outlets and the word processor. Craig Kenyon, of Miller & Meier, said Mr. Greenwood's statement is correct, the operative statement in what he said is that he came on board in September, 1984. He said by that time, the architects had already completed design development phase draw- ings. He said the former City Manager and former City Engineer gave their approval of the needs of the City Engineering Depart- ment. V/M Massaro asked if Mr. Keating, former City Engineer, signed the drawings and Mr. Kenyon said no, but he was consulted and it was with his input that they developed the needs of that department. He said City Manager Stuurmans did not sign the drawings either. He said she directed them to go to the depart- ment heads and they gave them what they needed. Mr. Kenyon said they laid out the furniture and Mr. Greenwood was to work within the layout approved by the former City Engineer. V/M Massaro asked if the furniture was laid out for him to see and Mr. Kenyon said yes, the furniture, the partitions, the electrical, and the computer outlets. Mayor Kravitz said he recalled the architects asking him for his approval and he asked if his signature is on any of the plans and Mr. Kenyon said no. He said City Manager Johnson signed for the City Council area. Mr. Kenyon said the Council area was laid out with the former Mayor and that was not changed. He said it is not their policy to ask for signatures until they are down to the furniture layouts. He said at that point, they need to have acceptance by everyone because at that point, they are dealing with personal desires and layouts of a department. He said Mayor Falck was present during schematic design approval. C/M Stein said when this present Council came on board, they were handed a concept. Mr. Kenyon said the Council at the time that those drawings were presented, was shown the drawings, site plan and models and they approved them. He said the schematic approval was given on 6/27/84 and on 9/12/84 the design development approval was given. 3 7/9/85 /pm V/M Massaro said she did not see the plans with the atrium. Mr. Miller said at this point, a lot of money has been spent to create working drawings and what cannot be done is completing the job and then having someone say that is not what was planned. He said there is a substantial amount of money that would be spent to redesign and redo the working drawings of the whole office complex. C/M Gottesman said there is no one he has spoken to that knew about the atrium, the glass windows, the glass roof, the Council Chambers outdoors, etc. Mr. Miller said there was approval from Council for that. Tape 2 V/M Massaro said the City does not need the architects for furni- ture and rugs and the original contract did not include that. Mr. Miller said they will not do that if the City does not want them to. V/M Massaro said all of that cannot be done for 8 million dollars realistically. Mr. Henning said on Page 9 A of the contract, a portion of paragraph 14.2.1, "The cost of con- struction at owners option shall not include a) Police Radio Dispatch and Closed Circuit TV and other electronic equipment that is detachable from the building, b) telephone equipment, c) office equipment such as photo copy machines, typewriters, d) computer equipment, e) carpeting." Mr. Kenyon said that is correct but it was changed because they were asked to do it. V/M Massaro said she is saying it must be changed again and Mr. Miller said that can be done. V/M Massaro said she wanted the removal of the furniture and carpeting from the contract on the Council Agenda for tomorrow's Regular Meeting and Mayor Kravitz said that can be done. Mr. Miller said some of the things on that list have been design- ed, for example, the communications for the Police. He said by instruction, they hired a specialist to design that equipment. V/M Massaro said that specialist was supposed to meet with the Police Chief but he has never heard from him. She said that this specialist submitted a bill for approximately $10,000 but the Police Chief said there is no way they did that much work. Mr. Miller said he would assure that the specialist is halfway through the design work and V/M Massaro said there was 38% listed on the bill but the Chief said he did not do that much work. EDITOR'S NOTE: At this point of the meeting, those present gathered around the table where there was a model of the proposed Municipal Complex, together with the drawings displayed. C/M Gottesman said the consensus of the people is that the build- ing looks parochial and does not look like a City Hall. He said some of the suggestions were to use a decorator brick or some- thing cosmetically pleasing to set it apart from other buildings. He said another complaint was about the glass roof since it would be costly to maintain. Mr. Miller said this roof would be made of two pieces of fiberglass that let no rays of the sun through but does let the light through and is insulated. He said this roof does not have to be washed since it is a white, opaque and translucent material. C/M Stein said a question that the difference is between this materials. Mr. Miller said in minuses and they try and design attractive. should be asked would be how much material and using normal basic all buildings there are pluses and something to be proud of that is 1 • 4 7/9/85 /pm Mr. Miller said there are determinations of where to spend for design and where to save. He said they used stucco and shaped it so that it would be a very inexpensive material that holds up and they spent the normal more money to square office create the atrium. He said building and tried to shape they took the corners a little and instead of a cold, unimpressive corridor down the middle, they split it and ran an atrium. Mr. Miller said the basic design is to give everyone who enters the building some pleasure. He said the spaces for the offices are straight, simple and basic. Bruce Hoffman, Charter Board member, asked what premium would be spent for this atrium treat- ment as opposed to a standard roof construction. Mr. Miller said he does not have the exact numbers because they did not plan it that way. Mr. Miller said if the atrium were removed, he would have to plan stairs and an elevator somewhere to make this an acceptable City Hall. He said he does not think the premium would be substantial and the design would be demolished. Mr. Miller said the total budget for both buildings, including the site, parking and everything except telephones, would be 7.3 million dollars. V/M Massaro said the communications for the Police Station amount to $500,000 or $600,000. Mr. Miller said that is figured in there and the consultant said the amount is $250,000. Someone in the audience said the telephone system should not be included in there and V/M Massaro said it has to be included in the bond issue. She said this is a 20 year bond not a 40 year bond and there is no amortization for a municipal building. Mr. Henning suggested Council and the public present itemize their concerns so that the architects can hear what the problems are and correct them. C/M Stein said one of the main concerns is the atrium, the type of material used to create it as well as the fact that this area would have to be air conditioned. C/M Gottesman read from a letter of complaint he received concerning the plans for the City Hall which stated, "The atrium and planting areas comprise nearly 1/5 the total area of the City Hall and should be eliminated in their entirety. Flagrant waste of costly needed space for offices. These aesthetic impediments have no place in a City Hall because of their costly maintenance, upkeep, replacement and extremely high cost per square foot of construction. This would put increased spaces for larger area offices and reduce the size of the building to compensate." C/M Stein said there is a comment to abolish not only the atrium but the walkway to make use of the space. He asked the architects if that can be done. Mr. Miller said a corridor is still needed with elevators and stairs. He said the building could be squeezed together and might save some money but he felt it would be minimal. He said they would have to redraw the plan because the existing stands for steel, the mechanical systems, the finishes, etc., are all wrong. He said the redrawing of the plan would be at least 50% of the fee Miller & Meier has been paid on that portion of the work. He said they would have to redesign it to eliminate those items and still supply traffic patterns between the various departments, the mechanicals and the structure of the building. He said it is a substantial redo of the work. 5 \� 7/9/85 v /pm Mr. Miller suggested that the City is far enough along with the present plans that bids could be solicited now. Council members noted that these plans are not acceptable and Mr. Miller said then they should be changed and the money should be spent. V/M Massaro said the City needs usable space, not maintenance problems. Mr. Miller said in order to make this building a handsome design, he took the normal corridor and made it a little wider. He said all that happened was that his roof got bigger than originally planned and he created an atrium that would be be an attractive part of City Hall. Mr. Miller said it was not an expensive thing to do in the overall building. He said there are two simple floors of office space to accomplish all of the City's needs. He said he has done this in other office buildings and it is one of the favorite systems to get light into the interior of the buildings. He explained that this atrium is not just to light the entrance but there would be glass interior walls to each office that would allow light into each office from the atrium. He said this would give the building a better daylight atmosphere and a better work place. He said to remove the atrium would give little saving but would create a much plainer work place. C/M.Gottesman said this space would have to be air conditioned and heated in the winter and is unusable space. He asked if heat pumps and/or generation had been thought of instead of air condi- tioning and Mr. Miller said yes, but they are more expensive and were not considered because of that. Mr. Miller said even if they put on a standard roof there is a structure needed which would be comparable to what is planned now. C/M Gottesman said another suggestion was the inclusion of a 4- foot wide ramp on street level to the second floor to accommodate handicaped people when the elevator is not operating. He said this could be used for large and heavy equipment and for a fire exit by people on the second floor as an emergency egress in case of fire. He said the Fire Department has told him that with the present plan, it would be difficult for people to find their way to the exits. Mr. Miller said to do a ramp from the first floor to the second floor is 200-feet long to meet the Code and he said it would be more economical to have an elevator. C/M Gottesman said another complaint was a serious lack of fire exits and the office layouts on the ground floor are badly laid out. Mr. Miller said there are stringent Codes about the number of feet that can be planned for a legal exit and the fire exit has to be fire proof. He said this building would meet all Codes. C/M Gottesman said this building was planned to minimum Code standards. He said another complaint is that the office floor plan layouts are disorganized with respect to office effi- ciency. He said the City Clerk and Cashier's office should be made readily accessible to the public, whereas, the plan ignores this consideration. C/M Gottesman said the restrooms for the Council Chambers should be made part of it and should accommodate the possible attendance of 250 at meetings. He said as presently planned, a person would have to go outside the Chambers into open air to get to the toilets. He asked if an emergency generator is available to service the City Hall and Polite Station in case of power failure and Mr. Miller said yes, that is included. 6 7/9/85 /pm C/M Gottesman noted that there would have to be an internal sprinkler system for plants with the planned atrium and Mr. Miller said yes. C/M Gottesman said this is a problem as well. He said he was told by people who have atriums that replacement of plants is costly. C/M Gottesman said on this plan he could only find one storage closet on the first floor. Mr. Miller said there are storage areas in there. Tape 3 C/M Gottesman asked if the windows can be opened and Mr. Miller said they could open but would cost more money. He said the big disadvantage to opening windows is that the air conditioning is ruined. C/M Gottesman asked Mr. Miller if they have considered a computerized air conditioning system for this building and Mr. Miller said no. C/M Gottesman said he does not find any sinks or maintenance closets and Mr. Miller said next to the toilets there are janitor's closets on each floor. C/M Gottesman said he agreed with V/M Massaro's concerns and asked what could be eliminated to reduce costs and Mr. Miller asked how much they want to reduce. V/M Massaro said they,need to take off approximately 1 million dollars. Mr. Henning said originally in the programming there was dis- cussion of 2 and 3 million dollars for the Police Station and City Hall, a 5 million dollar project. He said now the project is for 3 and 4 million dollars totalling 7 million dollars and Council's concern is how 1 million dollars was added to each project. Mr. Miller said there is the building for $3,070,000, the other building of $1,771,000 which totals over $4,800,000. He said there are fees and other things they were told to add like the communications system for the Police, the interior furnishings, etc. V/M Massaro said the Council wants the fur- nishings to come off that total and to go back to the amount it was originally. Mr. Henning said this basic building totals $4,800,000 plus fees. V/M Massaro asked what credit there will be on eliminating these items and Mr. Miller said he does not know because he does not know what he is not going to do yet. V/M Massaro suggested he think about this and report back to Council. Mr. Miller asked Council if they are sure they want a Construction Manager to assume responsibility for this building and V/M Massaro said yes. Mr. Miller said he thinks that is a mistake since Miller & Meier has this included already in the contract. He said if that responsibility is taken away, Council is alleviating them of all guarantees that are given under the contract. V/M Massaro asked what Miller & Meier guarantees the City under the contract and Mr. Miller said essentially, that when the money is spent the product is there, they review all of the finishes that go into the building, do the shop drawings, and they have a man on the site to manage the construction. He said this is in the contract and is part of their fee. Mr. Henning said for the record, Mr. Miller is referring to Paragraph 1.5.4 of the con- tract, Page 3. Mr. Miller said they could go out for bid with the present plans and in 4 or 5 weeks there would be bonafide bids on that build- ing. He said that would tell the City exactly what the cost would be and, if, at that time, the City still wanted to make some changes and save some money, it could be worked out. 7 7/9/85 /pm Jim Godin, Vice Chairman of the Charter Board, said there is 6,000 square feet on each floor used by the atrium and if that is removed, there would be 12,000 square feet of usable space avail- able. C/M Gottesman said if the atrium.concept was abandoned and space should be needed in the future, a third floor could be added. V/M Massaro said this proposed building is supposed to be for a full buildout as planned. C/M Gottesman said this present City Hall is about 15,000 square feet and the projected plan is for 46,000 square feet, which is 3 times the present amount. He said the Police Station has been increased from 5,000 square feet to 25,000 square feet and he questioned the increase in size. Mr. Miller said Miller & Meier is presently planning a building in Boynton Beach, which has a population similar to Tamarac's, and their building is the same approximate size. Florence Bochenek, Chairperson of the Beautification Committee, said a determination should be made whether the architects should redraw a new City Hall plan. V/M Massaro said there should be a committee formed consisting of C/M Stein, C/M Gottesman and herself to meet with Mr. Miller and Mr. Kenyon to discuss this item further. Mr. Miller suggested spending a few minutes to review the site plan revisions today. Mr. Henning said the only requirement, since there would be three Council members involved, would be that it be a preannounced time and open to the public. He said the public could observe but, hopefully, this meeting would be a productive meeting with no input from the public. She said if anyone wants to suggest items to be discussed, they should send them a memo beforehand and it will be considered. Mr. Miller suggested Tuesday, 7/16/85 at 1:00 P.M. in the West Conference Room and all Council members in- volved said that would be fine. Jerry Liebowitz, Planning Commission member, suggested that a member of the Planning Commission be included in this committee. V/M Massaro said she agreed and she asked Emil Beutner to be the member from the Planning Commission and he agreed. Mrs. Bochenek said she felt the various departments should be consulted as to where their respective departments should be located. V/M Massaro said she would hope that the Acting City Manager would consult with all the department heads to determine if they have any problem with the present plans for their departments. Mr. Henning suggested that the site plan and the floor plans should be posted in the hallway as soon as possible until this Committee Meeting so that they can be reviewed. Mr. Miller said they brought with them other site plans and C/M Stein said if the building is changed, the site plans will not be valid, therefore, it would be a waste of time to review them. V/M Massaro suggested Mr. Miller consider the suggestions that were made today and come to this Committee Meeting with sugges- tions on how this building can be built within the budget of 8 million dollars. Mr. Miller said they were told that the base building should be around 5 million dollars but the price of construction has risen 3 to 5% a year. C/M Stein asked how much of the 8 million dollar bond issue does the City get and Mr. Henning said the legal and financial are approximately $100,000. He said the fluctuation would be in the interest rate not in the dollar value. Mrs. Bochenek said hope- fully, the people in this Committee will approve some type of plan. She suggested discussing the site plan today so that the architect will know everyone's feelings. 8 7/9/85 /Pm �� 11 Mrs. Bochenek said the feelings of the Planning Commission and the Beautification Committee are that there be no parking in the front of the building and that the building be angled in such a way that it is not hidden by the Police Station. She said they would like a pond or a lake included for beauty. Mr. Miller said from the first meeting Council gave them direc- tion that all communications should go through the City Manager. He said to this point they have followed this direction and they asked if that process is changing. V/M Massaro suggested that the format not be changed but the City Manager is to approve nothing further concerning this building without consulting the City Council. C/M Stein said part of the meeting is in agreement with the architects that they are taking off approximately $56,000 for the furnishings and carpeting, which is 7% of $800,000. Mr. Miller said they were asked at one point to do this work and it was started. He said they have done layouts for each department and each individual. He said they have not completed that work and if Council wishes they will stop doing that work. He said it would be something less than $50,000. He said he will straighten this out by the Committee Meeting on Tuesday. Mayor Kravitz said there is an item on tomorrow's Regular Council Meeting Agenda concerning an invoice, the hiring of a Construc- tion Manager, etc. and he asked if Mr. Miller would be willing to table that item until after the Committee Meeting. Mr. Miller said that bill is for work that has been completed and they feel they should be paid. Mr. Miller said there is no choice. C/M Gottesman requested that the architects leave their schema- tics and site plans so that he can review them. Mayor Kravitz adjourned the meeting at 3:15 P.M. el?_� e. A�� ASSISTANT CITY CLERK This document was promulgated at a cost of $91.40 or $2.53 per copy to inform the general public and public officers and employees about recent opinions and considerations by the City Council of the City of Tamarac. 9 (/�... 7/9/85 /pm CITY OF TAMARAC, FLORIDA CITY COUNCIL WORKSHOP MEETING July 9, 1985 Tape 1 CALL TO ORDER: Mayor Kravitz called the meeting to order on Tuesday, July 9, 1985 at 1%00 P.M. in the Council Chambers of City Hall. ROLL CALL: PRESENT: Mayor Philip B. Kravitz Vice Mayor Helen Massaro Councilman Arthur H. Gottesman Councilman Raymond J. Munitz Councilman Sydney M. Stein ALSO PRESENT: Larry Parretti, Acting City Manager Jon M. Henning, City Attorney Bob Jahn, Chief Building Official William. Greenwood, Utilities Director/City Engineer Patricia Marcurio, Secretary Mayor Kravitz read the call to the meeting into the record noting that the purpose of this meeting is discussion of the architect's plans for the Municipal Complex. C/M Gottesman said at the last meeting, Council requested the architect determine some revised site planning for the complex. He said the original site plan submitted for approval was denied because many people were unhappy with the site plan. He suggested Council review what the architects have suggested before another site plan drawing is made. He said Council received the models from the architect and they were displayed in the West Conference Room with the drawings so that anyone from the public could view them. He said many people viewed them ,including certified.P.E.s. C/M Gottesman said he and the Building Department have not as yet reviewed the Police Station so today's comments will pertain to the City Hall specifically. He said many people were not aware of what was encompassed in this design. He said he understands that not all of the departments were consulted concerning their office space. Jordan Miller, of Miller &.Meier Architects, said they came to the City, determined what the City wanted and this was approved by the City Council. He said they are willing to relook at what Council wants. He said they designed the buildings, submitted this to Council and this was also approved. He said they then met with all of the various groups of the City to determine specifically what everyone wanted. He said everyone signed off on their area and they designed that. Mr. Miller said they did the working drawings based on the approvals that they had and they are complete. He said part of those working drawings is a site plan and there was some unhappiness with that finished site plan. He said they were asked to change that site plan, they came in with a recommended change, which Council approved, and they proceeded. Mr. Miller said there are a number of revised plans that they can share with Council. He said the site plan must assume that the buildings are what they are and that the entrances, traffic pattern, etc., are as they were. C/M Gottesman said various department heads told him all they were shown was their section of office space and not the entire relationship to the rest of the floor plan. 1 7/9/85 /pm C/M Gottesman said there has been no record that someone approved the layout in total. He said he has some sketches that show signatures approving the electrical and telephone connections but not the entire plan. Mr. Miller said when each of the departments was shown their part, they were shown how it related to the total but they did not go into the detail of every other department with each department. Mr. Henning said he would suggest Council and the architects try to categorize the concerns into three areas; first, the site plan, second, the floor plan; and third, the construction docu- ments. He said the record seemed to indicate there was approval for the site plan and the floor plan. He said since the construction drawings are not approved yet, Council can change these items. C/M Stein asked when Miller & Meier was hired and Mr. Henning said 9/28/83. C/M Stein said the contract at that time had the square footage noted at 38,000 square feet for the City Hall. V/M Massaro noted that the carpeting was not included in the contract. C/M Stein said during previous discussion on the Municipal Complex, he was told that there was a need for special carpeting because of telephone wiring and computers, etc. Mr. Henning said there was discussion concerning a carpet/tile that was considered. C/M Stein said he assumed that the City Manager, City Attorney and City staff were watching this progression with the City Attorney recommending approval of payment of bills. He said the Council is unhappy with the way the City Hall was placed on the site plan in relationship to the Police Station and the future Community Center. He suggested discussion concern the site plan. V/M Massaro said if that plan is changed internally, will the outside dimensions change so that it will affect the location of the site plan. Mr. Miller said it could affect it substantially. He said buildings have entrances, exits, utilities and service, etc., that would change the site plan. V/M Massaro suggested discussion concern what will be in the building first. C/M Gottesman said there are no changes contemplated for the Police Station and V/M Massaro said some changes have to be made on both buildings. C/M Gottesman noted that Mr. Perretti did not like the concept layout of his department but he did initial the plan and Mr. Perretti said when the concept was first shown to him, he felt that a Personnel Office belongs on the first floor with a separate egress so that people will not be circulating through the hallways. He said after he suggested this, the plans showed the Personnel Office was located on the second floor near an elevator. Mr. Miller said the reason for that is they submitted to the City Manager the alternates since not all departments can go on the first floor. He said the weighing of which department went on which floor was a matter of balance and City Manager Stuurmans approved this concept. C/M Gottesman said in Miller & Meier's bid presentation, they stated that before going to Council for approval, they would consult with the Planning Commission and this was not done. 1 2 7/9/85 /pm C/M Gottesman said this plan was presented to Council and, as novices, they approved it. He said it was Miller & Meier's responsibility to bring this to the Planning Commission first for their input. Mr. Miller said their submission process is through the City Manager and, if she told them to present this to the Planning Commission, they would have done so. He said they never said no to anyone they were asked to submit to and they are not doing it now. C/M Gottesman told Mr. Miller that he did not need the City Manager's permission to take this before the Planning Commission. Mr. Miller said they did ask the City Manager and they were not told to go that way. V/M Massaro asked Mr. Greenwood if he had an opportunity to approve the area Engineering would be occupying in the new City Hall. Mr. Greenwood said he became City Engineer in September of last year and he was unaware that anew City Hall was planned. He said there was a meeting in the City Manager's office and he said plans of the new facility and office space had been allocated already. He said the only direct input he had was when someone came to his office to discuss the number of courtesy electrical outlets and proposed outlets for word processing and/or future computers. He said the only thing he initialled on that was for the electrical outlets and the word processor. Craig Kenyon, of Miller & Meier, said Mr. Greenwood's statement is correct, the operative statement in what he said is that he came on board in September, 1984. He said by that time, the architects had already completed design development phase draw- ings. He said the former City Manager and former City Engineer gave their approval of the needs of the City Engineering Depart- ment. V/M Massaro asked if Mr. Keating, former City Engineer, signed the drawings and Mr. Kenyon said no, but he was consulted and it was with his input that they developed the needs of that department. He said City Manager Stuurmans did not sign the drawings either. He said she directed them to go to the depart- ment heads and they gave them what they needed. Mr. Kenyon said they laid out the furniture and Mr. Greenwood was to work within the layout approved by the former City Engineer. V/M Massaro asked if the furniture was laid out for him to see and Mr. Kenyon said yes, the furniture, the partitions, the electrical, and the computer outlets. Mayor Kravitz said he recalled the architects asking him for his approval and he asked if his signature is on any of the plans and Mr. Kenyon said no. He said City Manager Johnson signed for the City Council area. Mr. Kenyon said the Council area was laid out with the former Mayor and that was not changed. He said it is not their policy to ask for signatures until they are down to the furniture layouts. He said at that point, they need to have acceptance by everyone because at that point, they are dealing with personal desires and layouts of a department. He said Mayor Falck was present during schematic design approval. C/M Stein said when this present Council came on board, they were handed a concept. Mr. Kenyon said the Council at the time that those drawings were presented, was shown the drawings, site plan and models and they approved them. He said the schematic approval was given on 6/27/84 and on 9/12/84 the design development approval was given. 3 7/9/85 /pm V/M Massaro said she did not see the plans with the atrium. Mr. Miller said at this point, a lot of money has been spent to create working drawings and what cannot be done is completing the job and then having someone say that is not what was planned. He said.there is a substantial amount of money that would be spent to redesign and redo the working drawings of the whole.office complex. C/M Gottesman said there is no one he has spoken to that knew about.the atrium, the glass windows, the glass roof, the Council Chambers outdoors, etc. Mr. Miller said there was approval from Council for that. Tape 2 V/M Massaro said the City does not need the architects for furni- ture and rugs and the original contract did not include that. Mr. Miller said they will not do that if the City does not want them to. V/M Massaro said all of that cannot be done for 8 million dollars realistically. Mr. Henning said on Page 9 A of the contract, a portion of paragraph 14.2.1, "The cost of con- struction at owners option shall not include a) Police Radio Dispatch and Closed Circuit TV and other electronic equipment that is detachable from the building, b) telephone equipment, c) office equipment such as photo copy machines, typewriters, d) computer equipment, e) carpeting." Mr. Kenyon said that is correct but it was changed because they were asked to do it. V/M Massaro said she is saying it must be changed again and Mr. Miller said that can be done. V/M Massaro said she wanted the removal of the furniture and carpeting from the contract on the Council Agenda for tomorrow's Regular Meeting and Mayor Kravitz said that can be done. Mr. Miller said some of the things on that list have been design- ed, for example, the communications for the Police. He said by instruction, they hired a specialist to design that equipment. V/M Massaro said that specialist was supposed to meet with the Police Chief but he has never heard from him. She said that this specialist submitted a bill for approximately $10,000 but the Police Chief said there is no way they did that much work. Mr. Miller said he would assure that the specialist is halfway through the design work and V/M Massaro said there was 38% listed on the bill but the Chief said he did not do that much work. EDITOR'S NOTE: At this point of the meeting, those present gathered around the table where there was a model of the proposed Municipal Complex, together with the drawings displayed. C/M Gottesman said the consensus of the people is that the build- ing looks parochial and does not look like a City Hall. He said some of the suggestions were to use a decorator brick or some- thing cosmetically pleasing to set it apart from other buildings. He said another complaint was about the glass roof since it would be costly to maintain. Mr. Miller said this roof would be made of two pieces of fiberglass that let no rays of the sun through but does let the light through and is insulated. He said this roof does not have to be washed since it is a white, opaque and translucent material. C/M.Stein said a question that the difference is between this materials. Mr. Miller said in minuses and they try and design attractive. should be asked would be how much material and using normal basic all buildings there are pluses and something to be proud of that is 4 4 7/9/85 /pm Mr. Miller said there are determinations of where to spend for design and where to save. He said they used stucco and shaped it so that it they spent would be a very inexpensive material more money to create the atrium. that He said holds up and they took the normal square office building and tried to shape the corners a little and instead of a cold, unimpressive corridor down the middle, they split it and ran an atrium. Mr. Miller said the basic design is to give everyone who enters the building some pleasure. He said the spaces for the offices are straight, simple and basic. Bruce Hoffman, Charter Board member, asked what premium would be spent for this atrium treat- ment as opposed to a standard roof construction. Mr. Miller said he does not have the exact numbers because they did not plan it that way. Mr. Miller said if the atrium were removed, he would have to plan stairs and an elevator somewhere to make this an acceptable City Hall. He said he does not think the premium would be substantial and the design would be demolished. Mr. Miller said the total budget for both buildings, including the site, parking and everything except telephones, would be 7.3 million dollars. V/M Massaro said the communications for the Police Station amount to $500,000 or $600,000. Mr. Miller said that is figured in there and the consultant said the amount is $250,000. Someone in the audience said the telephone system should not be included in there and V/M Massaro said it has to be included in the bond issue. She said this is a 20 year bond not a 40 year bond and there is no amortization for a municipal building. Mr. Henning suggested Council and the public present itemize their concerns so that the architects can hear what the problems are and correct them. C/M Stein said one of the main concerns is the atrium, the type of material.used to create it as well as the fact that this area would have to be air conditioned. C/M Gottesman read from a letter of complaint he received concerning the plans for the City Hall which stated, "The atrium and planting areas comprise nearly 1/5 the total area of the City Hall and should be eliminated in their entirety. Flagrant waste of costly needed space for offices. These aesthetic impediments have no place in a City Hall because of their costly maintenance, upkeep, replacement and extremely high cost per square foot of construction. This would put increased spaces for larger area offices and reduce the size of the building to compensate." C/M Stein said there is a comment to abolish not only the atrium but the walkway to make use of the space. He asked the architects if that can be done. Mr. Miller said a corridor is still needed with elevators and stairs. He said the building could be squeezed together and might save some money but he felt it would be minimal. He said they would have to redraw the plan because the existing stands for steel, the mechanical systems, the finishes, etc., are all wrong. He said the redrawing of the plan would be at least 50% of the fee Miller & Meier has been paid on that portion of the work. He said they would have to redesign it to eliminate those items and still supply traffic patterns between the various departments, the mechanicals and the structure of the building. He said it is a substantial redo of the work. 5 7/9/85 /pm Mr. Miller suggested that the City is far enough along with the present plans that bids could be solicited now. Council members noted that these plans are not acceptable and Mr. Miller said then they should be changed and the money should be spent. V/M Massaro said the City needs usable space, not maintenance problems. Mr. Miller said in order to make this building a handsome design, he took the normal corridor and made it a little wider. He said all that happened was that his roof got bigger than originally planned and he created an atrium that would be be an attractive part of City Hall. Mr. Miller said it was not an expensive thing to do in the overall building. He said there are two simple floors of office space to accomplish all of the City's needs. He said he has done this in other office buildings and it is one of the favorite systems to get light into the interior of the buildings. He explained that this atrium is not just to light the entrance but there would be glass interior walls to each office that would allow light into each office from the atrium. He said this would give the building a better daylight atmosphere and a better work place. He said to remove the atrium would give little saving but would create a much plainer work place. C/M-Gottesman said this space would have to be air conditioned and heated in the winter and is unusable space. He asked if heat pumps and/or generation had been thought of instead of air condi- tioning and Mr. Miller said yes, but they are more expensive and were not considered because of that. Mr. Miller said even if they put on a standard roof there is a structure needed which would be comparable to what is planned now. C/M Gottesman said another suggestion was the inclusion of a 4- foot wide ramp on street level to the second floor to accommodate handicaped people when the elevator is not operating. He said this could be used for large and heavy equipment and for a fire exit by people on the second floor as an emergency egress in case of fire. He said the Fire Department has told him that with the present plan, it would be difficult for people to find their way to the exits. Mr. Miller said to do a ramp from the first floor to the second floor is 200-feet long to meet the Code and he said it would be more economical to have an elevator. C/M Gottesman said another complaint was a serious lack of fire exits and the office layouts on the ground floor are badly laid out. Mr. Miller said there are stringent. Codes about the number of feet that can be planned for a legal exit and the fire exit has to be fire proof. He said this building would meet all Codes. C/M.Gottesman said this building was planned to minimum Code standards. He said another complaint is that the office floor plan layouts are disorganized with respect to office effi- ciency. He said the City Clerk and Cashier's. Office should be made readily accessible to the public, whereas, the plan ignores this consideration. C/M Gottesman said the restrooms for the Council Chambers should be made part of it and should accommodate the possible attendance of 250 at meetings. He said as presently planned, a person would have to go outside the Chambers into open air to get to the toilets. He asked if an emergency generator is available to service the City Hall and Police Station in case of power failure and Mr. Miller said yes, that is included. 6 7/9/85 /pm C/M Gottesman noted that there would have to be an internal sprinkler system for plants with the planned atrium and Mr. Miller said yes. C/M Gottesman said this is a problem as well. He said he was told by people who have atriums that replacement of plants is costly. C/M Gottesman said on this plan he could only find one storage closet on the first floor. Mr. Miller said there are storage areas in there. Tape 3 C/M Gottesman asked if the windows can be opened and Mr. Miller said they could open but would cost more money. He said the big disadvantage to opening windows is that the air conditioning is ruined. C/M Gottesman asked Mr. Miller if they have considered a computerized air conditioning system for this building and Mr. Miller said no. C/M Gottesman said he does not find any sinks or maintenance closets and Mr. Miller said next to the toilets there are janitor's closets on each floor. C/M Gottesman said he agreed with V/M Massaro's concerns and. asked what could be eliminated to reduce costs and Mr. Miller asked how much they want to reduce. V/M Massaro said they need to take off approximately 1 million dollars. Mr. Henning said originally in the programming there was dis- cussion of 2 and 3 million dollars for the Police Station and City Hall, a 5 million dollar project. He said now the project is for 3 and 4 million dollars totalling 7 million dollars and Council's concern is how 1 million dollars was added to each project. ,Mr. Miller said there is the building for $3,070,000, the other building of $1,771,000 which totals over $4,800,000. He said there are fees and other things they were told to add like the communications system for the Police, the interior furnishings, etc. V/M Massaro said the Council wants the fur- nishings to come off that total and to go back to the amount it was originally. Mr. Henning said this basic building totals $4,800,000 plus fees. V/M Massaro asked what credit there will be on eliminating these items and Mr. Miller said he does not know because he does not know what he is not going to do yet. V/M Massaro suggested he think about this and report back to Council. Mr. Miller asked Council if they are sure they want a Construction Manager to assume responsibility for this building and V/M Massaro said yes. Mr. Miller said he thinks that is a mistake since Miller & Meier has this included already in the contract. He said if that responsibility is taken away, Council is alleviating them of all guarantees that are given under the contract. V/M Massaro asked what Miller & Meier guarantees the City under the contract and Mr. Miller said essentially, that when the money is spent the product is there, they review all of the finishes that go into the building, do the shop drawings, and they have a man on the site to manage the construction. He said this is in the contract and is part of their fee. Mr. Henning said for the record, Mr. Miller is referring to Paragraph 1.5.4 of the con- tract, Page 3. Mr. Miller said they could go out for bid with the present plans and in 4 or 5 weeks there would be bonafide bids on that build- ing. He said that would tell the City exactly what the cost would be and, if, at that time, the City stall wanted to make some changes and save some money, it could be worked out. J 7 7/9/85 /pm Jim Godin, Vice Chairman of the Charter. Board, said there is 6,000 square feet on each floor used by the atrium and if that is removed, there would be 12,000 square feet of usable space avail- able. C/M.Gottesman said if the atrium.concept was abandoned and space should be needed.in the future, a third floor could be added. V/M Massaro said this proposed building is supposed to be for a full buildout as planned. C/M Gottesman said this present City Hall is about 15,000 square feet and the projected plan is for.46,000 square feet, which is 3 times the present amount. He said the Police Station has been increased from 5,000 square feet to.25,000 square feet and he questioned the increase in size. Mr. Miller said Miller & Meier is presently planning a building in Boynton. Beach, which has a population similar to Tamarac's, and their building is the same approximate size. Florence Bochenek, Chairperson of the Beautification Committee, said a determination should be made whether the architects should redraw a new City Hall plan. V/M Massaro said there should be a committee formed consisting of C/M Stern, C/M Gottesman and herself to meet with Mr. Miller and Mr. Kenyon to discuss this item further. Mr. Miller suggested spending a few minutes to review the site plan revisions today. Mr. Henning said the only requirement, since there would be three Council members involved, would be that it be a preannounced time and open to the public. He said the public could observe but, hopefully, this meeting would be a productive meeting with no input from the public. She said if anyone wants to suggest items to be discussed, they should send them a memo beforehand and it will be considered. Mr. Miller suggested Tuesday, 7/16/85 at 1:00 P.M. in the West Conference. Room and all Council members in- volved said that would be fine. Jerry Liebowitz, Planning.Commission member, suggested that a member of the Planning Commission be included in this committee. V/M Massaro said she agreed and she asked Emil Beutner to be the member from the Planning Commission and he agreed. Mrs. Bochenek said she felt the various departments should be consulted as to where their respective departments should be located. V/M Massaro said she would hope that the Acting City Manager would consult with all the department heads to determine if they have any problem with the present plans for their departments. Mr. Henning suggested that the site plan and the floor plans should be posted in the hallway as soon as possible until this Committee Meeting so that they can be reviewed. Mr. Miller said they brought with them other site plans and C/M Stein said if the building is changed, the site plans will not be valid, therefore, it would be a waste of time to review them. V/M.Massaro suggested.Mr. Miller consider the suggestions that were made today and come to this Committee Meeting with sugges- tions on how this building can be built within the budget of 8 million dollars. Mr. Miller said they were told that the base building should be around 5 million dollars but the price of construction has risen 3 to 5% a year. C/M Stein asked how much of the 8 million dollar bond issue does the City get and Mr. Henning said the legal and financial are approximately $100,000. He said the fluctuation would be in the interest rate not in the dollar value. Mrs. Bochenek said hope- fully, the people in this Committee will approve some type of. plan. She suggested discussing the site plan today so that the architect will know everyone's feelings. 8 7/9/85 /pm Mrs. Bochenek said the feelings of the Planning Commission and the Beautification Committee are that there be no parking in the front of the building and that the building be angled in such a way that it is not hidden by the Police Station. She said they would like a pond or a lake included for beauty. Mr. Miller said from the first meeting Council gave them direc- tion that all communications should go through the City Manager. He said to this point they have followed this direction and they asked if that process is changing. V/M Massaro suggested that the format not be changed but the City Manager is to approve nothing further concerning this building without consulting the City Council. C/M Stein said part of the meeting is in agreement with the architects that they are taking off approximately $56,000 for the furnishings and carpeting, which is 7% of $800,000. Mr. Miller said they were asked at one point to do this work and it was started. He said they have done layouts for each department and each individual. He said they have not completed that work and if Council wishes they will stop doing that work. He said it would be something less than $50,000. He said he will straighten this out by the Committee Meeting on Tuesday. Mayor Kravitz said there is an item on tomorrow's Regular Council Meeting Agenda concerning an invoice, the hiring of a Construc- tion Manager, etc. and he asked if Mr. Miller would be willing to table that item until after the Committee Meeting. Mr. Miller said that bill is for work that has been completed and they feel they should be paid. Mr. Miller said there is no choice. C/M Gottesman requested that the architects leave their schema- tics and site plans so that he can review them. Mayor Kravitz adjourned the meeting at 3:15 P.M. a6�e 6. J �� ASSISTANT CITY CLERK This document was promulgated at a cost of $91.40 or $2.53 per copy to inform the general public and public officers and employees about recent opinions and considerations by the City Council of the City of Tamarac. 9 (� 7/9/85 /pm