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HomeMy WebLinkAbout1985-07-12 - City Commission Workshop Meeting MinutesMAIL REPLY TO: P.p, BOX 25010 TAMARAC, FLORIDA 33320 5811 NORTHWEST 88TH AVENUE TAMARAC, FLORIDA 33321 TELEPHONE (305) 722-5900 July 12, 1985 NOTICE OF WORKSHOP SESSION REGARDING THE MUNICIPAL COMPLEX Available City Council members will have a Workshop Session with City Staff and a representative of the Planning Commission to discuss the status of the Municipal Complex, on Tuesday, July 16, 1985 at 10:00 A.M. in the Council Chambers of City Hall, 5811 NW 88 Avenue, Tamarac. This meeting will be open to the public in full compliance with the Sunshine Law and is intended to outline the issues to be presented to Miller & Meier Architects at the City Council Workshop Meeting scheduled for 1:00 P.M. on July 16, 1985. Carol E. Barbuto Assistant City Clerk Pursuant to Section 286.0105, Florida Statutes If a person decides to appeal any decision made by the city Council with respect to any matter considered at such meeting or hearing, he will need a record of the proceedings and for such purposa, he may sieed to ensure that a verbatim record includes the testimony and evidenra uper, which the appeal is to he based. AN EQUAL OPPORTUNITY EMPLOYER POLICY OF NONDISCRIMINATION ON THE BASIS OF HANDICAPPED STATUS MAIL REPLY TO: P.O. BOX 25010 TAMARAC, FLORIDA 33320 5811 NORTHWEST 88TH AVENUE 0 TAMARAC, FLORIDA 33321 TELEPHONE (305) 722-5900 July 12, 1985 (REVISED) NOTICE OF WORKSHOP SESSION REGARDING THE MUNICIPAL COMPLEX Available City Council members,will have,a Workshop Session with City staff and a representative of the Planning Commission to discuss the status of the Municipal Complex, on Tuesday, July 16, 1985, at 10:00 A.M. in the Council Chanbers of City Hall, 5811 NW 88 Avenue, Tamarac. This meeting will be open to t-he public in full compliance with the Sunshine Law and is intended to outline the issues to be presented to Miller & Meier Architects at another Workshop Session scheduled for 1:00 P.M. on July 16, 1985. 6At4'611) Fgw�� Carol E. Barbuto Assistant City Clerk Pursuant to Section 286,0105, Florida Statutes If a person decides to appeal any decision made by the city Council with respect to any matter considered at such meeting or hearing, he will need a record of the proceedings and for such purpose, he may need to ensure that a verbatim record includes the testimony and eviden-c UP-)" which the appeal is to bF based. AN EQUAL OPPORTUNITY EMPLOYER POLICY OF NONDISCRIMINATION ONTHE HE BASIS OF HANDICAPPED STATUS CITY OF TAMARAC, FLORIDA COMMITTEE MEETING REGARDING THE MUNICIPAL COMPLEX July 16, 1985 *REVISED 8/12/85 Tape 1 CALL TO RD R: V/M Massaro called the meeting to order on Tuesday, July 16, 1985 at 10:00 A.M. in the Council Chambers of City Hall. ROLL CALL: PRESENT: Vice Mayor Helen Massaro Councilman Arthur H. Gottesman Councilman Sydney M. Stein Larry Perretti, Acting City Manager Jon M. Henning, City Attorney Bob Jahn, Chief Building Official Richard Rubin, Consultant Planner Patricia Marcurio, Secretary V/M Massaro corrected the notice of the meeting which stated that this was a "Workshop Session regarding the Municipal Complex". She said this is not a Workshop Session but a Committee Meeting. She then read the notice of the Committee Meeting into the record. * V/M Massaro said C/M Gottesman is the Council liaison for the Municipal Complex and commended him on the work he has done concerning the municipal complex. Mr. Henning said this Committee Meeting is to set some guidelines for the scheduled meeting with the architects this afternoon at 1:00 P.M. He said the purpose of this meeting is to address the floor plan more than the site plan since the site plan is progressing. V/M Massaro said discussion should concern how the floorplan can be corrected. At this point in the meeting, there were drawings of the proposed municipal complex as well as a model displayed on the table for viewing by those present. C/M Gottesman said the first floor of the building is slightly larger than the second floor and the areas colored in blue on the model are a thick, translucent material which is a costly item. He said while the theory of this building is cosmetically beauti- ful, it is not functional. He said no thought has been given to which areas of the building have the most traffic such as the Planning, Personnel or City Clerk's Departments. V/M Massaro said the City cannot spend the amount of money allocated for this since there are too many things that are not included, therefore, this must be cut somehow. C/M Gottesman said he would like to eliminate the atrium, which is an area on the first floor with an open space and the floor and is expensive to construct. He said this atrium also includes planters and from a maintenance and construction standpoint, it is very costly. He said instead of trying to squeeze the building together, the building could remain the same but the last two bays could be removed. He said there are approximately between 6,000 and 10,000 square feet allocated for this atrium and this could be utilized as functional space. He said if two bays were cut off, approximately 50-feet by 130--feet, the space that was planned for those offices could be used in the space of the atrium area. C/M Gottesman said the plans call for glass for the interior walls of the building so that the Department Heads can look out onto the atrium. 1 7/16/85 /pm \J C/M Gottesman suggested the glass interior walls be eliminated as well. He said he discussed this with the Fire Department and they feel it might not be approved as it is. He said the problems include the standpipes and the fact that some of the stairways are hidden. Mr. Henning said these suggestions would keep the same amount of office space but have less aesthetics in the middle and C/M Gottesman agreed. Mr. Rubin said at the original programming stage, the architect said that when the City is built out at 75,000 people, the maximum size of the building should be 36,300 square feet. He said this building is 46,400 square feet. He said by removing those two bays, this would bring the size back to the original recommendation. Mr. Henning said the building will not be made any narrower and he questioned if the general configuration of the departments in relation to each other is agreeable to every- one. He said it might be better to just squeeze the building together and maintain the overall schematics. C/M Gottesman said the building as planned is 200-feet long and he suggested the same width be kept with the offices on the outside and the middle space be used for the elevators. Mr. Jahn said the size in square feet does not always determine the cost of the building, it is what is inside and how it is done that determines the cost. He said reducing the square footage might not be the ultimate savings. He said if plans are going to be changed, it is the structural construction in the square footage that saves money. He said if the atrium is going to be removed and a normal size corridor planned, then the span of the structural members would have to be changed. Mr. Henning said he understands that if the integrity of the building is maintained and the perimeter is moved together, then the plumbing, electrical, etc. would be the same. C/M Gottesman said the layout itself is not good and should be reorganized. He said another item that might reduce the cost would be a flat roof. V/M Massaro said it should be determined how things will be rearranged. Mr. Perretti said all of the service departments should be on the first floor with the Personnel Department by the entrance so that the public has the least access in and out of the building. He said the entrance way should have a reception- ist who would also collect the utility bills. V/M Massaro said the Utility Office for billing was supposed to be incorporated and Mr. Perretti said that was done but is planned for the second floor. He said also close to the entrance should be the Building Department which is now planned for the second floor. Mr. Henning said the entire half of the first floor is planned for the Finance Department, Utilities, Accounting, computers, etc. and that takes up half the bottom floor. Mr. Perretti said the Finance Department should have no traffic from the public. Mr. Henning said there is a question as to whether the computer equipment can be placed on the second floor. C/M Gottesman noted that the elevator is not sufficiently large for its loca- tion. Mr. Henning said the Finance Department could have everything upstairs with just a billing office on the first floor. He noted that presently the Council offices are planned for the first floor adjacent to the City Clerk's office and he suggested this might be moved to the second floor. 2 7/16/85 j /pm Tape 2 V/M Massaro noted that it depends on how much space is needed for the service offices. C/M Gottesman said he would like to see a way for the Council to get to the Chambers without going outside of the building. He suggested the mechanical equipment such as transformers, etc. be put in the back of the building. Mr. Henning said presently the first floor has the Finance Department on one entire side and this should be put on the second floor. He said the Engineering and Community Development, which is planned presently for the second floor, should be brought to the first floor. V/M Massaro noted that the City Clerk's office should be downstairs to handle the public who come in for Occupational Licenses. Mr. Rubin noted that the Building, Engineering and the City Clerk's Departments should be on the first floor. Mr. Perretti noted that a great deal of the traffic that goes into the City Clerk's office concerns the copying machine and he suggested there be a separate room just for this purpose. C/M Stein said the copying and the licenses should be downstairs with the rest of the City Clerk's office upstairs. V/M Massaro asked Mr. Perretti if there is a problem concerning computers being maintained with a certain temperature and he said yes. He said when the Cody Study was made, they suggested separating the computer area from the Finance Department to allow it to be more versatile than just doing Finance work. V/M Massaro asked why it was kept in the Finance Department and Mr. Henning said it was just traditional. Mr. Jahn said the equipment can be remote from the terminals and readily accessible for everyone. C/M Gottesman said one of the lounges planned has the toilets in the lounge and there are Code problems. V/M Massaro suggested Mr. Perretti itemize what he feels should be located on the first floor so that an agenda could be prepared for the afternoon meeting with the architects on this subject. Mr. Perretti suggested the following be on the first floor: 1. A reception area in the center of the entrance for acceptance of utility bills. 2. Personnel, Building, Community Development and Engineering Departments. 3. The center area, presently planned for the atrium, could be utilized as a Xerox -copy machine area for all offices. 4. A large freight elevator at the back of the building. 5. The City Clerk's office should be close to the Council Chambers. 6. Occupational Licensing should be on the first floor. 7. The Charter Board should be upstairs. 8. The Finance Department would be on the second floor. C/M Gottesman questioned whether 36,000 square feet is needed for the City Hall and V/M Massaro said that is estimated for a full buildout of 75,000 population. Mr. Jahn asked whether the architects will be responsible for the changes to the drawings and V/M Massaro said they will have to pay for it since the plans grew under their auspices. V/M Massaro asked Mr. Rubin if he has any suggestions and he said from a functional standpoint, it makes sense to have the Finance, City Manager, Council and the Charter Board upstairs. He sug- gested the Chambers be internally accessed as well. 3 7/16/85 /pm C/M Gottesman said the architects should provide items in the restrooms that are better than just minimum City Code. He said it has been agreed by everyone present that these floor plans do require practically a complete redesign. Mr. Jahn said it should be noted that if the atrium concept is removed, a flat roof could be considered. V/M Massaro said she is uncertain if a flat roof is a good idea. C/M Stein said there could still be a peaked roof without it being 40-feet wide. Mr. Rubin noted that the architect will probably state that if the roof is sloped, the theme will be changed. C/M Stein suggested the concept should be changed with the materials and the width. V/M Massaro said there should be enough pitch in the roof to avoid valleys in the roof. C/M Gottesman said the outside finish of the building has not been discussed and V/M Massaro said she would like to see stone put on the building to avoid maintenance problems. C/M Gottesman agreed that the plain stucco has no character and is a maintenance problem. V/M Massaro said she would like to see this type of permanent stone put on the interior walls as well and C/M Gottesman said he saw plans that called for wallpaper. V/M Massaro said that would be difficult to maintain in good condition and suggested rugs be considered for the walls. Mr. Henning said if the existing plan is used with the circular back area, he questioned whether it was possible to have a hallway there to allow a doorway and a ramp. C/M Gottesman suggested that there be a way for Council to leave the dais and go back to their offices without going through the public areas. He said there should be a lounge provided in that area with a telephone, table, chairs and perhaps coffee facilities. Mr. Jahn said another suggestion would be a room that is isolated from the Chambers itself but with a loud speaking system for the press with telephones. Mr. Rubin said this should have glass walls as well. Mr. Henning suggested there be two or three telephones behind the dais to be able to call staff when necessary. C/M Gottesman said the driveway proposed is for two-way traffic and is only 25-feet wide. Mr. Henning said this would be the function of the site plan to require more footage. Mr. Rubin said the architect submitted two or three more site plans and he suggested reviewing them today. C/M Gottesman said the site plan could be considered because changes would not necessarily change that. V/M Massaro questioned the size of the area provided for parking and Mr. Henning said originally they were accused of having a footprint that was too small and it appears they have given more area for footprint even though their sketched in area is not any bigger. Mr. Rubin said the plan they were reviewing does not work because there is no slope of the canal bank. Mr. Rubin referred to the site plan called "Scheme A" and said the relationship to the buildings is the same. He said the City Hall is more free standing on this site plan. He suggested this Committee determine which site plan is most functional. V/M Massaro said the ponds should be eliminated and the Police Department should be near the Fire Department. C/M Gottesman said he feels there is little cost involved in the ponds and V/M Massaro said there is much cost later and they could become problem areas. She said it would be better to landscape that beautifully. C7 1 E 4 7/16/85 ✓/ /pm �,'° Mr. Rubin referred to the site plan called "Scheme C" and said there is a lot of public parking directly opposite the Council Chambers and the Police Station. He said of all three alterna- tives this shows the smallest area for the Community Center. He said the site on the south will be zoned commercial in the future and the City could have them provide the City with access so that there would be another way to leave the site. He said the berm would have to start 20-feet from the waterline of the canal and go up another 20-feet. He said that would require 45 to 50--feet there and he suggested the architect consider this. C/M Stein said the Committee members agree that they prefer "Scheme C". Mr. Rubin asked if this should be put on the Plan- ning Commission Agenda for tomorrow and C/M Gottesman said that would be best. C/M Gottesman asked Mrs. Bochenek if the Beautification Committee would like to meet to discuss this and she said she could call a Special Meeting if necessary. Mr. Jahn said it is possible that the architects might cancel the contract when they learn of all the changes that have been proposed. The Committee said they are not concerned about that. V/M Massaro said Miller & Meier is too responsible a firm to do that. C/M Gottesman suggested the Committee review the plans for the Police Department. V/M Massaro said there does not seem to be much of a problem with the internal plans for the Police Station but the big problem is the overall cost and the things that have not been included that are needed that will bring the cost beyond the 8 million dollars. Mr. Rubin reviewed the plan with the Committee noting that it includes: the lobby, the receptionist area, the Detective Bureau, an open courtyard around the building, a training area, a gym, a locker room for men and women, a roll call room, a property division area, a detention area with 8 cells and an administra- tive area for the Police Chief. V/M Massaro asked if it is because of lack of facilities that prisoners are not kept overnight presently or because of a law of the County. Mr. Henning said the Sheriff runs the detention area and these are just holding cells until the Sheriff picks the prisonersrup, which is usually once or twice a day. V/M Massaro Tape 3 asked-why„8 cells are planned then and Mr. Henning said because there are men, women and juveniles which must all be kept separ- ately. _ Mr. Rubin said this plan also shows a sally port where prisoners are left off, which is a garage which has doors on both sides. Mr. Rubin said over the roofed area there is storage area for bicycles, auto parts, etc. He said it should be shown whether the sally port is locked. The Committee agreed that perhaps gates would be better than garage doors. V/M Massaro asked what type of exits are planned there to make the Police Station accessible to the Fire Department and Mr. Rubin said it is shown on the plan. He said all the working drawings have to be redone because the architect put it on the site plan the same way he drew it but the three electrical and mechanical towers are facing 88 Ave. He said this is a major change. 5 7/16/85 /pm \_i C/M Stein said they have estimated $250,000 for communications equipment and V/M Massaro said this amount is wrong and the realistic figure is a minimum of $600,000 to 1 million dollars. She said the Chief said they need some hand equipment to go with the communication system which costs approximately $2,100 each and they need 70. She said Miller & Meier is planning the Boynton Beach City Hall and they estimate the communications system alone there will cost between 1 and 1-1/2 million dollars. She said Boynton Beach has approximately the same number of population. Mr. Rubin said the architects should be told clearly that the building will be built in just one phase. He said the original estimate for the size of the Police Station was 20,000 square feet and this building is 25,400 square feet or 20% larger. C/M Stein suggested that the Police Chief be present at the Committee Meeting scheduled for 1:00 P.M. this afternoon. Mr. Rubin suggested the following agenda be followed at the afternoon Committee Meeting: 1. Discussion of site plan - Scheme C 2. City Hall Complex - Reduction of building size to original 36,000 square feet - functional relationship 3. Auditorium 4. Police Department - Discussion of: a) Communications System b) Size of building 5. The next meeting with Miller & Meier before Council's August Recess. Mr. Henning said concerning Police radios, there is a requirement that if a radio frequency is reserved, then a certain amount of radios must be purchased to show that the frequency is being used. V/M Massaro adjourned the meeting at 12:00 P.M. ASSISTANT CITY CLERK This document was promulgated at a cost of $80.60 or $3.50 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. 6 7/16/85 /pm v