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HomeMy WebLinkAbout1983-12-05 - City Commission Special Meeting MinutesMAIL REPLY TO: P.p, BOX 25010 TAMARAC, FLORIDA 33320 5811 NORTHWEST88TH AVENUE 4 TAMARAC, FLORIDA 33321 TELEPHONE (305) 722.5900 November 23, 1983 NOTICE OF SPECIAL MEETING CITY COUNCIL TAMARAC, FLORIDA, Please be advised that the City Council will hold a Special Meeting an Monday, December 5, 1983 beginning at 9:30 A.M. in the West Conference Roorn on the second floor of City Hall, 5811 N. W. 88th Avenue. The purpose of this Meeting is to discuss and take action on: Item 1: Police Facility - completion of plans Item 2: City Hall - Review Proposals a. remodel or construct new facility b. referendum scheduling Council may consider such other business as may cane before them. The Public is invited to attend. Marilyn Bertholf City Clerk �09 - !-'L14"SUar1t ¢r3,a+�� s:`Z'"I 286,01()5, FIoir 6 to^ If . B.s. CQParicii ;ii?h, ri^ P:41 T3, "t J, „y t�t$ �i9 SJF ;;=1` t(A �i n, jr 1�'�;=...�r?:r w' 1e""�nry q, i,v hearing, he kd4 Herat r.-y.. ", oa,...:. , at S!.-C t P; cF,' iriv Cr a -.nrd r;; filar purpose, he RWY need tQ ensure that a the testimonY and evidence upon which the )ppeal is to fac based. "An Equaf Opportunity Employer" CITY OF TAMARAC, FLORIDA SPECIAL CITY COUNCIL MEETING DECEMBER 5, 1983 Tape CALL TO ORDER: Mayor Walter W. Falck called the meeting 1 to order on Monday, December 5, 1983 at 9:30 A.M. in the West Conference Room. ROLL CALL: PRESENT: Mayor Walter W. Falck Vice Mayor Helen Massaro Councilman Philip B. Kravitz Councilman David E. Krantz Councilman Jack Stelzer ALSO PRESENT: City Manager, Laura Z. Stuurmans City Attorney Jon M. Henning Secretary, Roslyn Brauner Mayor Falck read the Notice of the Special Meeting into the record. Mr. Craig Kenyon, representing Miller & Meier, stated that last week a final draft was presented to Council of a book showing the figures that were put together over the past four weeks. This draft is a working copy of the first compilation of the programming figures. Mr. Kenyon explained that this book covers the analysis of City Hall, Police Facility and Community Center and projects the size, cost and time lines to construct the three facilities. Miller & Meier are looking for some direction from Council today, not so much on the details of the report but the manner in which the City wishes to proceed. Ile said the report speaks firstly, about the Police Facility.In the Conclusions on Page 34, it simply states that Miller & Meier believe that the Police Facility should be constructed to the buildout size of 21,300 gross square feet as soon as possible or under the bond issue.__-_ that could be ready on March 13. 1r. Kenyon said construction -could then be completed in about two _years, allowing the police to have a facility that would handle their present needs and future needs.He said there is not much difference between the present and future needs and a Police Facility is the type of building which cannot be easily expanded; therefore, it is the recommendation of Miller & Meier that this all be done now and not interrupt police operations with additions in the future. V/M Massaro asked how a full 'currerif use of--Eh-ebu-ildina, consideration has been given present building is all lit can be shut off, such as the would involve a maintenance if the electricity cannot be building. buildout would affect the and whether: to the electric i.ty at nignt, since the up. She asked if any part of it air conditioning, as it costfar more than what is needed shut off in certain areas of the C/M Stelzer asked whether V/M Massaro is referring to the Police Facility only; and the Vice Mayor said she is. Mr. Kenyon explained that in a building such as a Police Facility, whether it is sized for present or future needs, there would be certain areas that would not be occupied for a full 24 hours a day. By circuiting the different areas separately - and zoning the air conditioning, the unoccupied areas rnu_1r3. he shut down as well as those areas which are not fully used,for the days and hours they are vacant. --1- 12/5/83 /rb J VIM Massaro asked whether there will be rooms that are not occupied and Mr. Kenyon said all the rooms will be occupied at some time during a twenty-four hour period. For example, the Records Department, which involves a pretty Large space, is utilized by a very small staff, if any, during the midnight to 8:00 A.M. shift. Patrol, Briefing and Locker Room areas are occupied off and on throughout the day because of the shift changes and the Police Chief is only in for eight or ten hours a day. He said there are some areas which are occupied only during typical business hours and those would be on zone air-conditioning and lighting that would allow them to be on for those times only and off when they are vacant. Mayor Falck said he believes the Vice Mayor is asking whether the method used by Plantation will be utilized for the City of Tamarac Police Facility. Plantation kept a sizeable portion of their new City Hall unoccupied and now that they are ready to expand their operation, they are just starting to move into it and do not have to do anything but connect the electricity, etc. The Mayor said VIM Massaro is concerned that if the City of Tamarac does not do something similar to that, all the space will be utilized and the City will be moving in at buildout, put in twenty-five more people and within a short time a new Police Facility will be needed. VIM Massaro said this is a valid concern because if people become accustomed to more than what is needed, with the passing of time they will resent it and feel they need an addition to the building. Mr. Kenyon said there are ways some spaces would not have to be completed and put to use at buildout. He said the Police Facility at Plantation did that in their recent building. They had built 35,000 square feet, and the area that was not put to use was only about 2,500 feet for future use. Mr. Kenyon stated there are some departments which will grow, such as the Records Department. That department will go from 1,400 to 2,200 square feet. Iie said several departments will grow as the buildout approaches and the expansion should be done with the least amount of interference to those. departments. For example, Mx. Kenyon explained, if 15,000 square feet is built today, as well as a second floor or a wing of 4,000 or 5,000 square feet, that space could be shelved and put into a separate area. However, the entire building could be set up to meet the needs of today. AS the Police Department grows, several departments will also grow, and if it were not done in this manner, there would have to be partitions relocated and each space would have to be rearranged and all this would be costly and would disrupt the police operations as well. He said he would like to avoid ---such a situation. Mr. Kenyon said there are ways that space could be added to each department so that it could be easily expanded later. VIM Massaro said she feels the architects should give this more thought and they could return to Council with their findings. She said she does not think this can be resolved today. Mayor Falck said it is obvious this has not been considered. Mr. Kenyon said it has been considered but what Miller & Meier are trying to accomplish today or this month, is to arrive at a total size for the building for the purpose of bonding. The arrangement of the spaces or how much is required for expansion is something that can be developed through the schematic design phase. VIM Massaro said the general idea of building to a full buildout is not acceptable at this time. She can understand that Miller & Meier are trying to obtain the figures on the total amount the City will need for full buildout for bonding purposes, but she is not in favor of the way it is planned because it would involve a tremendous maintenance cost, which will be unnecessary for a long time. -2- 12/5/83 /rb C� Mr. Ray Munitz, resident, asked whether this discussion involves an excess of about 6,000 square feet; and Mr. Kenyon said a little less than 5,000 square feet is involved between the use now and the use later on. C/M Krantz asked whether the concept plan is for a one-story building; and Mr. Kenyon said it is. C/M Stelzer mentioned that when hospitals are built, there is always a full floor that is not used until it is needed. This was done at University Hospital as well as Florida Medical. He said Mr. Kenyon is suggesting that the City have the full building constructed in the same manner. V/M Massaro said that is not actually what Mr. Kenyon is suggesting as Mr. Kenyon said Miller & Meier recommend that the City have the entire building constructed now and that the space be utilized and arranged as needed and that this will come out of the design phase as Miller & Meier go through the building. However, for bonding purposes, Miller & Meier do not want to be caught short in the funding of the building. Mayor Falck said the City wants it understood that there is to be a facility which will not be fully occupied at the outset. The City does not want to provide maintenance for a building that is not fully used and does not want to use more space than is nec- essary as these factors would add considerably to the costs of operating the building as well as the construction of the facility. C/M Stelzer asked whether moveable walls can be provided, such as those at Longine. If regular walls are put up, they would all have to be broken down when additional space is needed. He said at Longine there were large partitions made partially of glass and partially of wood and when expansion was necessary, the partitions were moved over. V/M Massaro said if the building is properly designed, that would not be necessary. C/M Stelzer said if there is a Record Room of 10 X 20 feet, and later on there is a requirement for 20 X 20 feet, the ten additional feet would have to come from another department and a wall would not have to be moved if moveable partitions were used. Mayor Falck commented that the walls that could be utilized for that purpose would be moveable metal walls. C/M Stelzer said he assumes it can be worked out. V/M Massaro asked if consideration was given to whether or not there will be a room for the burglar alarm system; and Mr. Kenyon said that was provided. V/M Massaro stated in that way if a board is in-house, ample space would be provided for the persons who monitor the board, without interfering with the Police Department. Mr. Kenyon said that is correct. C/M Stelzer asked whether a provision could be made in the event the City decides to take the board out of the Police Department completely and turn it over to a private company.. V/M Massaro said experience has taught the Burglar Alarm Review Committee that the outside monitoring service has not proven to be sufficiently helpful. Most of the people who have private service are not home most of the time. The majority of them are wealthy and do a lot of travelling; and even those who are not travelling are not home. Consequently, the monitoring service would have no way to reach them, and the City Police Department would be called to check it out. The Vice Mayor said the thought has been that if the board remains at City Hall, the residents will have to pay for the service since the outside service alone has not done the job. The City is doing the work and the employees of the City are going out on these calls. -3- 12/5/83 /rb Mr. Munitz said there was no mention made today of the con- templated cost of the Police Facility. Mr. Kenyon explained that the cost is mentioned on Page 31 of the book. The Police Facility of one story construction consist- ing of 21,300 square feet, would involve a construction cost of a little over $2,000,000.00. This would include the building and the site improvements which consist of the roadways, parking, landscaping and drainage for the Police Facility only. He said the impound lot, which is shown on the site plan, as well as the 10% contingency factor due to the early stage of planning, brings the total to $2,083,400.00; and adding_the soft costs, carpet, furnishings and special equipment such as the dispatch equipment, computers and security equipment, brings the total of the project to $2,549,600.00. Mr. Kenyon said one item was extracted from that total, which is the parking requirements. The difference between the needs of today and the future needs at buildout, would be approximately seventy-seven parking spaces. He said it would not be necessary to build all the parking spaces now and they could be constructed when they are needed, thereby deferring the cost to a later date. The total figure for the parking requirements is a little less than $200,000.00. Mr. Kenyon stated that for the purpose of bonding, and not including bonding costs, the total project cost would be approximately $2,600,000.00. V/M Massaro asked whether that would include the E-911 for the City's dispatch system; and Mr. Kenyon said it would. C/M Stelzer asked whether the 110 parking spaces would be for a free standing building for the Police Department; and Mr. Kenyon said they would. C/M Stelzer inquired about the overflow parking. He said if the entire complex is built at one time, he wonders whether the Police Department could utilize the either parking areas. Mr. Kenyon said if the Police Facility, City Hall and Community Center are all built on the site at one time, all the parking spaces would be needed as there would be an overflow -- Qf_..__g_ue_sts.,._visitors, _etc.__ However, since the Police Department works in shifts, all the parking spaces are not occupied every minute of the day. He said it was attempted to -. _ arrange the parking so that City Hall and -Police -could —share the same parking lot and Community Center and City Hall could share the same parking lot to some extent. There are some cars within the Police Department that would nave to be secured such as police cars and some employee vehicles as it might be desired to have a greater degree of security for those than for the rest of the cars. However, there are sufficient spaces on the site to be comfortable for the size of the buildings and still allow a great deal of green space, so ---the pa tog -lot can grow as needed_.__ C/M Krantz asked whether the parking lot will be interchangeable; and Mr. Kenyon said it is intended the spaces be shared by all the buildings. V/M Massaro asked whether the parking will be closely related to the buildings; and Mr. Kenyon said Miller & Meier have attempted to position the buildings so that they can share the parking spaces. V/M Massaro said she has never seen the need for 110 parking spaces for the Police Department. She asked the City Manager whether she knows how many spaces are utilized by the Police Department on a full scale; and Mrs. Stuurmans said the fleet would also be parked there. Presently, in terms of Police vehicles, some of the cars are unmarked and tend to blend into the existing parking and others might be out for service, but the police now have a fleet of about 50 cars. QS7 12/5/83 /rb V/M Massaro asked whether there are 50 cars parked in the lot at all times; and the City Manager said there are. Mr. Kenyon said if more than one building is built on the site to start with, there would be a lot of mixed use of the parking spaces. Mr. Kenyon stated that the book contains a foldout which shows project scheduling. All the buildings are indicated and the start date for all of them, assuming the referendum is approved on March 13, 1984, would be 45 days for design, 120 days for the construction documents and 30 days to bid. The construction of the Police Facility, if it were either by itself or with City Hall, would take roughly one year. Mr. Kenyon explained that if there were one contractor or two, it would not impact the schedule.However, it might impact the cost. If two or more buildings were to be built at this time, they could be packaged so that one contractor is given the option to bid on both, thereby possibly saving some money on a lump sum bid. He said if the contractor is dealing with a five or six million dollar complex Vs. a two million dollar complex, he has a chance to economize on his overhead and pass it on to the City in a better bid for the construction. Mr. Kenyon said this has happened many times with the School Board when they bid many structures.at once. The startup costs just occur, once instead of twice. Mr. Kenyon said completion would be roughly October of 1985, which is when the Police would move out of the current building and into the new facility. There would be no interruption of Police operations and they would continue to operate out of the present building until such time as the new one is ready. There would be some furnishing and equipping of the building involved and it would take roughly a period of 30 days to set up the Police communication system and get all the bugs out of it. V/M Massaro asked whether it is contemplated to have any equipment on the roof; and Mr. Kenyon said it is not. C/M Stelzer asked where the air conditioning units would be; and Mr. Kenyon said most likely there would be a chilled water system with a cooling tower on the ground. There would be air handling rooms within the building for the air handling units. There would be a central mechanical room in the building for the machinery and a cooling tower on the site for the chilled water. There would be nothing on the roof. Mr. Munitz asked whether any portion of the existing equipment would be useable in the new facility; and Mr. Kenyon said a good portion of the existing equipment is intended to be reused.:in the new facility, and that would apply to both the Police Facility and City Hall. There is no need to throw away existing equipment as it is felt that a good deal of it is useable and should be retained. The additional costs shown in the booklet are for carpet, furnishings and equipment, which would amount to roughly $170,000.00.He said the special equipment, which is the computers and communication system is shown at roughly $150,000.00; and that would depend upon exactly which type of dispatch system is purchased. However, a conservative number is shown, and it could range anywhere from $50,000.00 to $150,000.00. Mr. Munitz asked whether all of that is included in the 2.6 million dollars; and Mr. Kenyon said it is. C/M Stelzer asked whether the $150,000.00 for computer communication would take care of H-911. He said he thought it would be more ex- pensive if the City would leave the County and have its own system. -5- 12/5/83 /rb Mr. Kenyon said he has spoken to Mr. Ken Fowler, who is the Communications Consultant on this project, and the Police Chief is familiar with Mr. Fowler's work.He said Mr. Fowler felt a City of this size with a population and police force of this size can range anywhere from $50,000.00 to $150,000.00 for communi- cations equipment, although he is not actually familiar with the Police Department's specific needs. V/M Massaro said she has raised this issue a few times and can understand the concern about it since the Police Department has been talking about a half a million dollars. C/M Stelzer said Chief Simon mentioned an amount of $850,000.00 for the Fire Department to go on the system. V/M Massaro said the Police Chief has been talking about half a million dollars. City Manager Stuurmans said she would tend to agree with that and will explore the question with Craig Turok because she feels the system required would be a smaller internal type of dispatching unit than the very comprehensive E-911 system that the Chief originally projected. She said a portion of the half a million dollars con- templated would be reduced somewhat, but certainly not to that degree, by the purchase of the larger computer the City purchased this year, which does have the capacity for a full E-911 system. V/M Massaro said she feels this needs to be explored; and Mr. Kenyon stated he will have.Mr. Fowler meet with the Chief. Mayor Falck said he has attended a number of meetings on this subject throughout the County and has heard about the variations which are now being discussed. He said he feels the amount of $150,000.00 is very much on the .low side, although the amount of $750,000.00 or $850,000.00 is way out of the ball park. V/M Massaro said she has discounted those figures as the Chief has. indicated they might be a little high. She said there is a vast difference between . the figures quoted, and she feels this should be further explored with the Chief in order to determine to which system he is referring, City Manager Stuurmans said it seems as though that amount would bring the service to the capital equipment, such as the phone equipment that.ties into it. C/M Stelzer asked whether there are grant funds available for communications for the Police Department; and the City Manager said there are not. C/M Krantz commented that the total figure would come to over three million dollars. Mr. Kenyon said this needs to.be examined a little further so that a realistic figure can be determined as without communication between the Chief and Mr -Fowler, this was just a best guess. He said it will be further reviewed within the next few days. Mayor Falck said the discussion taking place at this time relates to an amount of 2.6 million dollars for the Police Facility with the understanding that additional parking will be required at some future time. In all probability, that parking requirement will be taken into consideration as a portion of the operating costs of the building or adding to the facility as the requirements dictate.. The Mayor said Council is now discussing an additional seventy-seven parking spaces at buildout, and if the $185,000.00 cost for those parking spaces is considered at this time, parking spaces would be provided that might never be needed as sooner or later, something will have to be done about mass transit in this area. -6- 12/5/83 /rb C/M Stelzer said he cannot envision individuals working for the Police Department who cannot drive. V/M Massaro commented that space will be provided for the additional anticipated needs regardless of that. Mr. Kenyon mentioned that the land is there and the layout is there for the additional parking spaces. He said that the site plan shows Concepts #1, #2 and #3 which reflect the buildings at buildout size as well as the parking at buildout on the site. Mr. Kenyon stated that further study will be required before a final site plan is arrived at and there are three alternatives. C/M Krantz asked whether the parking requirements for the three buildings are much the same; and Mr. Kenyon explained that for the ,Community Center, there are sixty spaces shown for that facility, assuming it would also use spaces from the Police Facility or City Hall for special events. Mr. Kenyon said there is quite a bit of land left over after all the buildings and parking facilities are built, so everything can be expanded or reduced fairly easily. He said Miller & Meier -ha_v_e - not stated which of the Concepts would-be best, and some pros and cons have been listed. He said the main purpose of that is to make sure the site works. He said there will be a variance required for the curb cuts for access to the site. Mrs. Vickie Beech, resident, asked how much parking there would be for the entire facility for employees, guests, etc. for the three buildings; and Mr. Kenyon explained that the parking for the entire facility at buildout is shown on the site plan. Mayor Falck said it would be appropriate to discuss City Hall at the present time, and he asked Mr. Kenyon to describe the options, as they relate to City Hall. Mr. Kenyon referred to Page 34 of the booklet and said that actually there are 'many options for City Hall, depending upon how it is broken down. He said Miller & Meier have shown three approaches to the facility. The basic approach would be simply to build a new facility on the new site that would meet buildout needs, to be constructed as soon as possible as part of the bond referendum. Roughly, 38,000 gross square feet of building would be required to meet the total City needs at buildout. Mr. Kenyon said this would be the simplest option, although not necessarily the best. It would permit construction of a facility at the same time as the Police Facility, which would not interfere at all with City operations which are going on now. The move -in would be the easiest to accomplish, of the three alternatives. Mr. Kenyon said another` alternative would be to try to reduce first costs somewhat; and this is referred to in the booklet as Alternative #1 on Page 34. This would build a City Hall to meet the needs of today and perhaps the next five years or so at roughly 27,000 square feet and either in the future build an addition or provide shelved square footage for perhaps ten years from now of roughly 11,000 square feet. He said the added costs would be faced when the addition occurs. The square footage would have to be added to several departments, not just to a win_q. or a floor of the building and there would be relocation expense and some disruption expense at that time. Mr. Kenyon said an addition made ten years from now would involve higher con- struction costs and that is shown on Page 32 of the booklet. -7- 12/5/83 /rb L Mr. Kenyon said 27,000 gross square feet built today totals two and a half million dollars. The sale of the current Citv Hall would reduce that cost when the move -in is accomplished ..He said the _. _current site has not been appraised, but it is presumed that__.. it would bring_ in approximately a million to a million and a half dollars. --Therefore if that amount is deducted from the two and a half million dollars, the total construction cosh - would be down to -roughly a million dollars to get into a new facility that would meet today's needs and perhaps another five years. Mr. Kenyon said Phase II is the addition that would happen in about ten years from now, adding 11,000 gross square feet, Tape Projecting 5% inflation a year which is how the construction indust�^_ 2 !,as been going , would come to a little over $1800, 000. 00 _-_, This _is a variable figure depending upon how much remodeling would be required. He said__t-he additional parking would bring the total to $2,000,000.00 to be expended at that time plus the soft costs bringing the totalto 2.3 million dollars. Therefore, the cost to the City would be one million dollars more than if the entire facility is built at one time Mr. Kenyon stated that Alternate #2 presents the premise of remodeling the existing City Hall building. He explained that the existing City Hall does not have sufficient square footage to meet the needs of today. Even if the Police Department were removed, the needs of the City would not fit into the existing square footage. If the building were brought up to what is required today to get all the departments , the size they should be today to meet the population needs, an addition of 12,000 square feet would be required. The existing air conditioning system would have to be replaced. There would be a new roof required as the existing roof is in need of repair right now. The City would also be faced with displacement to go this route. During the time of remodeling the present building, everyone in here would have to leave to make it most convenient for the contractor. It would not be impossible to do it in another way but there would be periods of interruption in the electrical system, air conditioning system, etc. Mr. Kenyon said if the 12,000 additional square feet were built immediately and everyone would be moved into that addition when it is complete,this would beless expensive than if everyone were moved into rented office space in the City somewhere. Therefore, this alternative has been thrown out. If everyone is in the 12,000 square foot addition, the addition would have to be arranged to handle everybody. The current building would then be remodelled and everyone moved bacx into the existing building and the addition rearranged to handle what it will eventually handle. He said there would be two displacement costs involved in this alternative, two moves and two remodeling costs, not to mention the disruption of City functions while the moves are taking place. The computers would be down and all City operations would be disrupted and everything would be hectic and very confusing. The total would be roughly two million dollars for this option, $255,000.00 of which would be money lost as all it would do would be to move the people back and forth while the construction is taking place. Mr. Kenyon stated that Miller & Meier do not recommend Alternative #2 as it would strain City functions and result in some wasted costs. Miller & Meier would prefer to see all the money put to long term use. Mr. Kenvon commented that a dollar value cannot be placed upon the disruption of City operations. V/M Massaro asked whether the various figures presented in the book for the new buildings, include the telephone system costs; and Mr. Kenyon said those costs were included in the construction budget. 12/5/83 /rb C/M Stelzer commented that the cost of remodeling the present. City Hall would involve only about a half million dollars less than if,Phase I of a new building were constructed. Mr. Kenyon said that is correct; and in.addition, the City would be utilizing two separate buildings instead of one. The attachment would be done by a covered walkway and the departments would be more remote from each other than they actually should be. Mr. Kenyon stated that all of the two million dollars would simply provide a building that would meet today's needs plus perhaps the next five years or so. V/M Massaro commented that it is not known how this would affect the eventual sale of the present building. Mr. Kenyon said he would hate to guess, but he feels that the City would be lucky to recover the costs of only the construction as if somebody came in to buy the present building they see one building on one site that is convertible. However, if he looks at two buildings that are detached, it would be a more difficult job to visualize how it can be utilized. This is a complicated matter as regards a resale of the building. Mrs. Vickie Beech asked how many square feet are in the existing City Hall; and Mr. Kenyon stated that there are 12,580 net square feet. That excludes walls and mechanical spaces, as well as rest rooms. There are 8,600 in City Administration and approximately 4000 for the Police. He said there is approxmately 1,400 feet in the trailer on the present site for the Police. The City Hall has the Building Department in a trailer on the site. He said inside the present building, there is less than 13,000 feet, and the City is using more than 13,000 for City Administrative function, as there are two trailers as well as Utilities West and the Public Works site. If all the departments would come into the present building if the Police were removed, there would not be enough space to accommodate them. Mr. Munitz said he feels the City should not consider renovating the present building. Mayor Falck stated the renovation would not be practical and it would also be very costly and uneconomical. Mrs. Beech asked whether the City has received an appraisal on the present.facility and the Mayor stated this has not yet been done. V/M Massaro said that would not be required until a final decision is made. C/M Stelzer stated that if Council decides to disregard Alternative #2, and accept Alternative #1 to build a new facility, a decision would have to be made as to whether or not the building should be constructed to full buildout size. V/M Massaro said consideration would also have to be given to whether the City wants to sell the land that was 'originally intended for a City Hall site, on 88 Avenue at 57 Street. She said the City might want to hold on to that land for another need or to sell it in order to reduce the bond required for the new facility. C/M Stelzer said bonds will be required for the complete con- struction, and if sales are made of the present building or the other land, some of the bonds could be called in. -9- 12/5/83 /rb V/M Massaro. said if appraisals are made for the both pieces of property, it would give the public an idea of the situation. Mrs. Beech said that even in a personal move, one would not undertake it without knowing what the value is of their present place, so that a proper conclusion can be drawn. Mr. Munitz said since everyone seems to agree that the City should n, consider renovating the present buildingo one of the first things to do would be to obtain a responsible appraisal of the present City Hall and surrounding land. V/M Massaro said it has already been decided that if the figure approached one million dollars, the remodeling would not be considered; and now the figure is up to two million dollars. Mayor Falck said a figure of $450,000.00 was given to the City back about three years ago, but that was not for an analysis as complete as this one is. The Mayor asked whether any one has any objection to the elimination of this Alternate; and none of the Councilmembers raised any objection. Mayor Falck asked whether Council would prefer to go for the 27,000 square feet which would meet the present requirements, at a price of 2.5 million dollars,or for 39,000 square feet for the full buildout for 3.5 million dollars. V/M Massaro said that Council cannot make a decision on this without seeing the floor plan showing how the rooms would be set up. She said the three alternatives dQ not actually show the efficiency of the buildings. Mayor Falck said a judgment should be made on the general direction Council feels is appropriate money -wise. He said as a basis for a beginning, Council should decide whether to go for a cost of 2.5 million dollars or 3.5 million dollars. V/M Massaro said it seems to her that a full buildout should be considered, but a floor plan would be required to see how it can be done without waste; and the Mayor agreed. Mayor Falck said it would not change the total of 3-.5 million dollars. City Attorney Henning said the additional 9% for the schematic design phase, would give the City a general idea of at least the relationship of the departments to each other. V/M Massaro said she feels there should be a full buildout but it will require a lot of studv to determine how it should he donE C/M Yrantz commented that if Council agrees on a full buildout, a lot has been accomplisher today. iviayor Falck said he feels ithe figures shown are very accurate. The use of $65.00 per square foot for buildout now for construction and $97.50 per square foot at the inflationary factor of 5% per year for a period of ten years, is indicative that the City would be penny wise and pound foolish to build a part of the building now for $65.00 and ten years from now, build the rest of it for $97.50 per square foot. V/M Massaro said the figure of $65.00 per square foot sounds high and she is wondering whether it is a realistic figure. Mr. Kenyon said that figure projects the bidding to start in roughly one year, and it is a fairly representative figure. C/M Stelzer said that to obtain a 40% increase in space, the City will be spending 90% of the cost, of a new building. If 27,000 square feet would cost 2.5 million dollars, an addition of 11,400 would bring the cost to almost the same price as a new building. -10- 12/5/83 /rb C/M Krantz commented that the new City Hall will have two stories, and the other buildings will be one story; and Mr. Kenyon said that is correct. Mr. John Lachmann, resident, asked whether there are any re- strictions on the height of the buildings in the City of Tamarac for the new complex that is being discussed at this time. V/M Massaro said the building could be three stories. Mr. Lachmann said he would suggest that when designing the buildings, he feels the beams and columns should be so designed to handle a four or five story building so that the buildings will be able to take on additional floors in the future. V/M Massaro stated it has already been determined how the full buildout would be done, and the highest that can be built is three stories. Mrs. Beech asked whether there could be parking underneath the buildings and V/M Massaro said that possibility has been eliminated,as there would be too many problems. Mr. Kenyon asked whether Council desires to continue with the schematics. He said for the purpose of bonding, the City Manager would require a decision to be made by Council as to how much will be needed. V/M Massaro said the City will go for the full amount for bonding, and then reduce it if necessary. Mr. Kenyon said he would recommend the City wait until March 13th to know whether the referendum is successful as then there would be a sufficient budget to construct both buildings. if the referendum is not successful, there would not be sufficient funds for that purpose and there will have been money spent for planning that cannot be used at this time. V/M Massaro said it would be ridiculous to spend additional money until that time. However, it would seem to her that the referendum should be in two parts; firstly, whether approval is given for the new Police Facility or secondly. f or`the new Citv Hall. She said there must .also be a third item, because if the new City Hall is rejected, approval must be given to expand the present building. C/M Kravitz said he agrees with that, but it does not necessarily mean approval must be given to expand the present City Hall if the new facility is rejected. The Vice Mayor said this will have to be brought to the people in the same way that was done with the sewer system. The City had to go to the various clubhouses to explain things to people so they understood., Mr. Kenyon said it is not required that the residents be given the option between a new building or an addition. The City might, in an explanation of why a new building is recommended, explain why an addition to the present building is not recommended. V/M Massaro said this cannot be explained on the ballot. Mayor Falck said another way of handling this would be to simply go for the referendum for the Police Facility and a referendum for the new building; and if the referendum for the new City Hall is defeated, there would be no alternative but to return to the people with another referendum for modification of the present building. -11- 12/5/83 /rb C/M Stelzer said if it takes a year to remodel the present City Hall, work can begin on the emptir Police Department without going to referendum and the City could go to referendum for the balance a year later. Mayor Falck said that cannot be done because the funds would not be available for the work. V/M Massaro said the Police Department cannot be touched until it is vacated. C/M Stelzer explained that if the Police Department moves out, some renovation can be started; and the Vice Mayor said the Police Department cannot vacate the premises for two years and the City cannot exist for two years in the present building. C/M Stelzer said since the Police Department will not move out for two years, he would ask if City Hall could manage for two years; and the Vice Mayor said it cannot be done since the City is already working at a great disadvantage. She said she feels the people should know about this situation. The City Manager said she feels the point has been well taken as people look at dollars and would feel they should select the million dollars instead of the three .million dollars. City Attorney Henning said he would agree with Mrs. Stuurr,tans that the renovation should not be one of the ballot questions since the people who are studving this do not recommend it be a prime alternative. Since Council is anxious to move forward on the Police Facility, that should be one of the ballot questions, and it should be a separate question. He said he also feels that legally the people have to have an opportunity to deny the bond issue. Mr. Henning said the second question could be worded, "Would you approve----- dollars for bond issue for a new City Hall"? Or possibly Council might want to consider a question along the lines, "If the Police Station is approved, would you approve in addition --"-`dollars for a City Hall?" He explained the City must oe careful, as possibly a new City Hall might be authorized, but not a new Police Station. In that case, all that could be done would be to run the Police Department out of the present City Hall. Therefore, Mr. Henning said, he feels the question should be worded, that "if". or "assuming" the Police Department is approved....... would a new City Hall be approved. C/M Krantz said it is very complicated; and Mr. Kenning said the City must make it as simple as possible. V/M Massaro said an educational program will be required by going to every Clubhouse and explaining it to people. Mr. Munitz said when thinking of the various options, he is wondering whether an option might be that the people would prefer not to approve a full buildout. Mayor Falck said he feels there are certain decisions that must be made by the Council and he would repeat that he feels there should be two separate questions on the ballot; one for the Police Facility and one for the new City Hall. If the City Hall is defeated, there would be a special election. V/M Massaro said in the program of informing people of all the ramifications, it would be necessary to explain to them what is happening in City Hall and what would happen if an attempt was made to make the present building a viable place to work. It is also necessary to determine what the cost to each taxpayer will be for these changes. Once that is determined, all the facts must be explained to the people so that they can make the proper judgment. -12-- 12/5/83 /rb Mayor Falck said he thinks it would be a mistake to put fifteen items on the ha7_lnt.. The people would get disgusted and then the possibility of getting approval is lost. V/M Massaro said this matter is too serious to do anything that would confuse the people. Mayor Falck asked the City Attorney whether it would be appropriate for Council to make a determination today by way of Motion, to set up direction for the staff to proceed. Mr. Henning said he appreciates Mr. Kenyon's position in that he is suggesting that although there are certain unanswered questions, the City not expend more money until there is a full go-ahead from the voters. However, if the Council wishes to authorize the staff to take the necessary steps to bring back a report to the Council as to what is required to initiate this referendum, it would be appropriate to do so. if Council wishes to go one step further, authorization can be given to staff to move forward in preparing for the referendum. Mr. Henning said he assumes Council would not want staff to go outside the building until full approval is given from Council to prepare questions for the referendum, preparing background data, date deadlines, etc. C/M Stelzer inquired as to whether Council must authorize the information for the bonding at the same time the authorization is given for construction. V/M Massaro said it would seem to her that the next requirement would be for Mr. Kenyon to get together with the City Attorney and City Manager to prepare an outline for Council at the earliest possible date,so it can be voted upon. Mr. Munitz inquired about the timing for the referendum; and City Manager Stuurmans stated that for purpose of getting the questions on the ballot, the information must be ready toward the end of January. V/M Massaro said when Council receives the outline, the time sequence will be known for appraisals, as well as everything else that is required. Mr. Henning said it is his understanding that Council requires a procedural outline for the possible construction of the new Police Facility and new City Hall for.the referendum and bonding; and the Vice Mayor said that is correct. C/M Stelzer asked if it would be appropriate for Council to decide today whether to go ahead with a new Police Facility and new City Hall. Mayor Falck said Council did not do this officially, although it has been discussed and he feels a Motion would be in order for the City Council to go on record as being in favor of the erection of a new Police Facility along the lines of the discussion that occurred here today, and instructing staff to prepare the additional information relating to the referendum and scheduling and bring it back to Council for final approval of a full buildout. V/M Massaro said she would so MOVE. SECONDED by C/M Krantz. C/M Stelzer said the Police Facility will not actually be a full buildout as the building will be complete and only the parking spaces can be extended; and V/M Massaro said that is correct. VOTE: ALL VOTED AYE -13- 12/5/83 /rb V/M Massaro MOVED to construct a new City Nall to full buildout of 38,000 square feet and that Mr. Kenyon, the City Manager and City Attorney return to Council with a schedule of items and their priorities as to what is npeded for the referendum. SECONDED by C/M Krantz. VOTE: ALL VOTED AYE Mayor Falck asked if Council wishes to discuss the proposed Community Center as this is mentioned in the booklet. V/M Massaro said she feels Council should not discuss the Community Center until such time as the City Attorney provides Council with a positive answer as to whether or not the City can move forward on that building without a referendum. She said Mr. Henning will provide Council with an explanation of the reference in the Charter to the City's right to build this without a referendum. She said she feels the ballot should not be complicated with a Community Center as that building can be constructed with the City's dollars. If it were placed on the ballot, the people will feel that regardless of what the City says, they will have to pay for it; and of course that is not true. The Community Center can be built with City funds and it should be a separate issue, and a separate referendum, if one is necessary. V/M Massaro said before anything is done about this, she would like Mr. Henning to advise Council exactly what the Charter says. She said that will serve as guidance on how to handle this, and she is hoping the Charter specifies that the City can move forward with City funds and not taxpayers' money and the City has a right to do it. Mayor Falck said he would agree with that and would also add that he would like to know specifically what the Community Center will be used for. He mentioned that last night he was once again disappointed with the turnout, or lack thereof, of people for whom the City is trying to provide a facility. The Mayor said if the people don't want this type of facility, he feels other people should not be required to pay for it'and these are his concerns. He said the turnout was nice last evening, but there were not many family people there. He said he feels Council needs to have a determination as to what the facility will be used for. Once it is built, it is only a beginning, because the maintenance and operation of the facility requires a tremendous amount of money. The Mayor said if this is the consensus of opinion, it can be put off until the other details are ironed out and it can be brought up again at the proper time. THE MEETING WAS ADJOURNED AT 11:00 A.M. j/ j'CC MAYOR ATTEST: ASSISTANT CITY CLERK This public document was promulgated at a cost of $ 71.92 or $2.00 per copy to inform the general public and public officers and employees about recent opinions and considerations by the Council of the City of Tamarac. CITY OF TAMA AC APPROVED AT MEETING OF y 1 -14- 12/5/83 /rb City Clerk