A
SPECIAL MEETING OF THE BOARD OF COUNTY COMMISSIONERS
FEBRUARY
16, 2006
The Lake County Board of County Commissioners met in special
session on Thursday, February 16, 2006, at 10:00 a.m., in Room 233, Lake County
Administration Building, Tavares, Florida, to discuss building projects.
Commissioners present at the meeting were Catherine C. Hanson, Chairman; Welton
G. Cadwell, Vice Chairman; Jennifer Hill; and Robert A. Pool. Commissioner
Debbie Stivender was not present. Others present were Sanford A. “Sandy”
Minkoff, County Attorney; Cindy Hall, County Manager; Wendy Taylor, Executive
Office Manager, County Manager’s Office; Barbara Lehman, Chief Deputy Clerk,
County Finance; and Judy McAuley, Deputy Clerk.
BUILDING
PROJECTS
Mr.
Jim Bannon, Director, Lake County Department of Facilities Development and
Management, explained that today’s workshop will include discussions of four
building projects. (A printed copy of each presentation is included in the
backup material.)
Mr.
Bannon stated that numbers associated with the Downtown Tavares and South Tavares
designs are based on unfinished documents and are provisional and conservative
at this stage. The numbers provided for the various options are turnkey, all
encompassing numbers.
DOWNTOWN
TAVARES DEVELOPMENT
Mr. Robert “Bob” Egleston, AIA, Project
Manager, HLM Design, Heery International, Inc., stated that the consultants,
Carter Goble Lee, are programming the courthouse (Judicial Center) and jail
expansion pieces of the project and a preliminary draft program may be
available by the end of the month. Today’s presentation will be three options
for the Parking Garage and Tax Collector and Property Appraiser Building.
Mr. Douglas “Doug” Kleppin, AIA, Lead
Designer, HLM Design, Heery International, Inc., stated that common to all of
the options is the component of an expansion for the central energy plant, an
illustration/placeholder for the courthouse expansion and the two-story
facility for the Tax Collector and Property Appraiser that fronts Main Street,
across from the Historic Courthouse.
Mr. Kleppin explained that the size
of the courthouse (Judicial Center) expansion affects the number of parking
spaces that are available. What they are showing complies fully with the
requirements from the City of Tavares. Variances might have an impact on the
footprints. He confirmed that, in Option C, there is no associated parking for
the Tax Collector/Property Appraiser building so people would have to park in one
of the two parking decks or a surface lot.
Mr.
Luis Diaz, HNTB, serving as traffic consultant, stated that the following data for
parking and traffic is preliminary.
Mr.
Kleppin continued the presentation by showing concept designs and computer
generated renderings for the Tax Collector and Property Appraiser facility and
the parking garage(s). The buildings may be a blend of the brick and precast
details of the Historic Courthouse with some glass and metal panels of a
contemporary office building. The idea would be to develop a public plaza that
connects all the campus components.
Ms.
Dottie Keedy, City Administrator, City of Tavares, confirmed that this is the
first time she has seen plans in this detail. She remarked that she likes it
but stated that the City Council makes the decisions.
Mr.
Kleppin added that they have had some productive conversations with the City
about moving forward with the process but more discussion and dialogue will
occur.
Mr.
Bannon stated that staff would like some direction, realizing that not all of
the property is owned by the County.
At
Commr. Cadwell’s suggestion, the other Board members agreed to take Option B
off the table because it involves a future growth area for the jail. He stated
that Option C would be a second choice but the positives of Option A, traffic
flow, pedestrian flow and the ability to grow in the future, outweigh the other
options. He remarked that Option A would put the Property Appraiser and Tax
Collector next to the parking garage for the convenience of their customers.
Regarding
Option A, Mr. Bannon pointed out that the County owns the Law Library to the
north and other property to the north could, potentially, be acquired.
Ms.
Cindy Hall, County Manager, advised that she and Mr. Bannon attended the
Tavares City Council meeting a couple of weeks ago where the garage concept was
discussed. The Council expressed the concern of taking any property off their
tax roll and the legalities of acquiring property.
After
discussion of Option B, general agreement was that building a parking garage on
the opposite side of the jail would not realistically serve the Property
Appraiser and Tax Collector.
Commr.
Hanson stated that she prefers Option A even though ownership issues must be
addressed and resolved.
In
response to an inquiry by Commr. Hill, Mr. Kleppin explained that there are
some inefficiencies (structured columns, building support, elevators and
stairs) in trying to build a parking garage under an office building.
Ms.
Hall asked for a vote on direction to pursue whatever necessary steps we need
to take for one of the options.
Mr.
Bob McKee, Lake County Tax Collector, advised the Board that Option A is far
preferable for the high volume of traffic at the Tax Collector’s Office and the
Property Appraiser’s Office. He stated that the people who come through their
offices are the people who are paying the bills and they should be
inconvenienced the least.
A
motion was made by Commr. Cadwell and seconded by Commr. Pool to move forward
with Option A.
Under
discussion, Commr. Hanson stated that Commr. Stivender could not be at today’s
meeting because of her father’s situation but she asked that her concerns be
addressed. She stated that she assumes Commr. Stivender’s concern is taking
property off the tax rolls, and that is a concern of the entire Board.
The
Chairman called for a vote on the motion which carried unanimously by a 4-0
vote.
Mr.
Bannon clarified that the direction, obviously, is that there needs to be some
negotiations in acquiring the property. He stated that the architects are only
contracted up to this schematic design stage. He stated that the full-blown
contract will have to be amended to get the architects to move their documents
to a more advanced stage but staff will not be directing them to move their
documents to a more advanced stage until the Board lets them know the property
has been acquired. He confirmed that he will bring that back to the Board.
Commr.
Cadwell asked if it can be assumed in their action today that, if the property
is purchased, staff can automatically move so that they do not need to place it
on the agenda again.
On
a motion by Commr. Cadwell, seconded by Commr. Pool and carried unanimously, by
a vote of 4-0, the Board approved that, as soon as the property is acquired, we
will automatically roll into the second phase of the contract.
SOUTH
TAVARES GOVERNMENT COMPLEX
Mr.
William E. “Bill” Starmer, NCARB, President, Starmer Ranaldi, explained that,
before this process is completed, the Board will receive documentation that
shows facilities’ needs, space charts, and interview processes with a variety
of departments to document the size of the buildings. The circular campus will
be about 60 to 70 acres and could be occupied by the Health Department, Public
Works, Sheriff’s Operations, Public Safety including the Fire/Rescue element as
well as EOC (Emergency Operations Center) and possibly EMS (Emergency Medical
Services). An office or conference center, as well as ancillaries, may be
included. Mr. Starmer noted that the options can be mixed and matched in any
fashion.
Mr.
Starmer agreed with Commr. Pool that all the infrastructure, such as
stormwater, flow of traffic, parking, fire hydrants, etc. would be put in place.
The various elements could be preplanned with the assumption they can be built
in phases.
Commr.
Cadwell stated that the campus does not work unless the Sheriff moves to the
South Tavares campus.
5. Option Five. Adds the Health Department for
an additional 60,000 s.f. $103 million.
6. Option Six. Adds the conference center with
10,000 s.f. which can be shared by everyone. $109.5 million.
Mr.
Starmer further explained that the costs to pave the road and parking lots,
bring water, sewer, power, fiber optics, and stormwater might be $5-$6 million
but all that is not necessary today. Approximately $1.5 to $2.5 million might
be needed to get the site ready for the first phase and infrastructure would be
there to expand to handle the rest.
Ms.
Hall stated that the Judicial Center (courthouse) and the jail will be very
expensive buildings. The County has high bonding capacity. She suggested that we
start conservatively, which might be Option One, until numbers for the Judicial
Center and the jail are available. She explained that there is a possibility of
receiving EOC funding from the state and that might be enough to go to Option
Two. She stated that she would be concerned about starting with Option Three.
Mr.
Bannon pointed out that the Board would be choosing an option to move it to
more detailed drawings, not choosing an option to build at this stage. By
choosing an option, such as Option One, the consultants would be instructed to
move from schematic design to design development and towards construction
documents. In the meantime, numbers related to the Judicial Center (courthouse)
and jail come into play.
Commr.
Cadwell asked the logic for showing Public Safety being built in Option Two as
opposed to the Sheriff’s Operations.
Mr.
Starmer answered that it probably was because of the current inadequacy of the
EOC facilities.
Ms.
Hall opined that we will have an answer from the state this year on EOC
funding.
Mr.
Bannon confirmed that full construction documents, if done now, can be used
later by upgrading them to code.
Mr.
Starmer estimated that the cost for the drawings going from Option Two to
Option Three would be about $600,000 to $800,000, but fees would be negotiated
with Mr. Bannon.
Commr.
Hanson agreed with Commr. Cadwell’s concerns regarding the scheduling of the
facilities and remarked that more information is needed.
Mr.
Bannon reiterated that the Board can choose the elements and that the dollars
associated with the Public Works and Sheriff’s elements can be provided.
Commr.
Cadwell stated that the Board should focus on where we are going and decide if
there is anything in Option Six that should not be at that campus in the next
twenty years.
Commr.
Hanson suggested that we are looking at Option One and what would go in it and
the minimal amount of design drawings for the balance. The Board would be
approving the concept. She opined that the Board would want to go with the
least amount of money to get the complex started.
Mr.
Bannon further explained that today’s presentation shows schematic designs. We
would move to design development documents, looking into the structural frame
and the envelope of the building. That stage allows the construction manager to
run the numbers a little better and give a better understanding of the costs.
After design development, we move to construction documents and the real
numbers are shown.
Mr.
Starmer remarked that he sees Option Three (Sheriff’s Operations, Public Safety
and Public Works) being the level the Board wants to get to in solving some of
the growth issues. He feels he is saying Public Works is a higher priority and
maybe the Board is saying the Sheriff’s Operation is a higher priority. He
thinks everyone is saying Public Safety is probably the second priority.
Ms.
Hall explained that planning for the entire project involves a domino effect of
who moves where and when. Staff’s thought has been that, if the downtown Public
Works building is made available, it could take overflow from the courthouse
(Judicial Center) because those additions will not be built for a few years.
The rationale for putting Public Works in Option One is simply that the space
in that building is needed. She explained that placing the Sheriff’s Operations
in the third phase is simply the fact that there would be some room in the
Historical Courthouse after the Tax Collector and Property Appraiser move into
their new building. She remarked that she would be comfortable with Option Two
and final figures can be brought back.
Commr.
Pool opined that Option Two is where we need to go.
Commr.
Hill asked if the Sheriff wouldn’t need to be second, even under Option Two.
She asked if designs on paper are necessary to receive EOC money from the
state.
Commr.
Cadwell opined that we probably need to leave it as it is until we find out
what is happening with the EOC money.
Commr.
Hill asked, if the designs are not needed, why not plan for the major problems
of parking and people downtown.
Ms.
Hall suggested that, if the Board is considering Option Three now, we should
consider moving forward to the design development stage of that option which
will take a little time. She added that some idea of the costs of the Judicial
Center (courthouse) and the jail should be available about April or May.
Commr.
Pool remarked that we might be able to afford Option Two but we need to be focused
on Option Three. Construction costs will continue to grow and grow. He asked
how quickly dollar figures can be brought back on Option Three.
Mr. Starmer stated that he will come
back to Mr. Bannon with a cafeteria plan with dollars to go to design
development for Options One, Two and Three.
Commr. Hill pointed out that the cost
of Option Three is double the amount of Option Two.
Ms. Hall clarified that Mr. Starmer
probably is suggesting that they would come back with all of the buildings in Option
Three with costs for the design development and the Board can choose the ones
that will move forward.
Mr. Bannon clarified that they will
come back to the Board with an amendment to the present contract with Starmer
Ranaldi which allows them to go potentially to Option Three to design development
phase. He asked if the EMS com center is in or out of Option Three.
Mr. Gary Kaiser, Director, Lake County
Department of Public Safety/Fire Chief, stated that there is a component for a
com center in the first phase of the EOC design.
Mr. Starmer agreed with Mr. Kaiser
that, in terms of communication and phone call takers and dispatch, there is an
element of EMS in there. He agreed with Commissioner Cadwell that, since they
do the dispatch, it would be good for them to be in the EOC. The EMS office and
fleet maintenance is a fairly significant number so that would be pulled out as
a separate phase.
Ms. Hall asked, regarding the EMS
phase and that part of the fleet, if the Board wants them to come back with the
design development costs of that portion also.
Commissioner Cadwell stated that goes
beyond Option Three.
Mr. Bannon stated that only the com
center is under Option Three.
Mr. Sandy Minkoff, County Attorney, pointed
out that the site plan for Options One through Six shows a subdivision access
road because the City of Tavares approved a subdivision behind the County’s
property. The County has been working with the property owner to grant access
somewhere through the County’s property. He stated that his office will
negotiate to have them pay the value of the right of way in some way. He
explained that approval by the Board would be implied with approval of the site
plan.
Ms. Hall confirmed for Commr. Hanson
that staff has direction.
RECESS & REASSEMBLY
At 11:10 a.m., Commr. Hanson
announced a ten minute recess.
SOUTH
TAVARES GOVERNMENT COMPLEX (CONTINUED)
On a motion by Commr. Pool, seconded
by Commr. Hill and carried unanimously, by a vote of 3-0, the Board approved
the concept of the master site plan for the South Tavares Government Complex.
Commr. Cadwell was not present during
the vote.
DOWNTOWN
TAVARES DEVELOPMENT (CONTINUED)
Mr. McKee asked for a discussion of a
definitive timeline for the Downtown Tavares project. He stated that the
Property Appraiser’s Office and Tax Collector’s Office have very critical dates
each year. Between August and January of any year they cannot be in transition.
He opined that the timeline for the acquisition of the land does not need to be
an open issue.
Mr. Minkoff explained that they have
met with the property owners and appraisals will be completed any day. One
property owner has discussed, and is amenable to, a possible swap of property
downtown. The other property owner indicated they do not want to move so the
ultimate result would be use of eminent domain. Acquisition of the property,
through negotiations or use of eminent domain, will not impact the construction
schedule because acquisition can be completed before plans can be done. He
added that there was direction from the Board to acquire the property by
whatever means necessary and that would include eminent domain.
Mr. Egleston stated that they do not
know what is underground on the southwest corner property and there may be some
environmental issues. Some sub-surface investigations need to be done in order
to design the foundation system.
Mr. Minkoff pointed out that we are
authorized, under the statute, to do environmental assessments and other tests
on the property beginning immediately.
Mr. Egleston opined that documents
could be finished in the six to seven-month range and it could take approximately
eight months for Centex to build the project. At the outside, that would be a
year and a half. If they know the Tax Collector and Property Appraiser need to
be in the building by August, they can take that date and work backwards to see
when construction should begin. He confirmed for Mr. McKee that August 2007 is
a realistic date and, conceptually, sounds right. He stated that they can work
with Centex on a timeline.
Regarding the timing of eminent
domain, Mr. Minkoff further explained that the statute requires 30 days notice
after appraisals are done. Appraisals will be done and the process can begin,
most likely, by the first meeting in March 2006. Eminent domain could start in
April and, by June or July, the property would have been acquired. He stressed
that the goal, obviously, is always negotiation.
SOUTH
TAVARES GOVERNMENT COMPLEX (CONTINUED)
Commr. Cadwell stated that, even if
the Sheriff’s Office is not moved, his fleet maintenance is a big problem and
is a small portion of the whole project. He asked to look at those additional
costs.
With agreement by the other
Commissioners, Mr. Bannon will roll the Sheriff’s fleet maintenance into that
option.
Commr. Hill noted that, per the presentation drawings, the Sheriff’s fleet maintenance is included in Option Three.
DOWNTOWN
TAVARES DEVELOPMENT (CONTINUED)
Mr. Bannon confirmed that he will
enter into negotiations with the architects to start moving toward construction
documents for the parking garage and the Tax Collector’s and Property
Appraiser’s building as approved under Option A.
CITRUS
RIDGE LIBRARY
Mr.
Bannon clarified that the Citrus Ridge Library is in for DRS/permitting and it
is anticipated to go out to bid around April 2006, subject to Board approval,
with construction anticipated to begin in June 2006. Completion is anticipated
in July 2007. He advised that the images were, in essence, approved previously. Today’s goal is approval
as the aesthetic for the project and approval to go out to bid.
Mr. Ward Friszolowski, AIA, Senior
Vice President, Harvard Jolly, stated that the exterior imagery has been modified
to better fit with Cagan Crossings. The roof shape was changed to a standing-seam
metal hip roof and some of the cornice lines have been changed. Some of the
window fenestrations have changed and there are useable shutters and some
segmented arches. This is in line with some of the earlier graphics. He
confirmed that the windows bring in natural light and are energy-efficient tinted
glass.
On a motion by Commr. Pool, seconded by Commr. Cadwell and carried unanimously, by a vote of 4-0, the Board approved to go to bid for the design on the Citrus Ridge Library project.
SOUTH
TAVARES GOVERNMENT COMPLEX (CONTINUED)
Regarding the plan with the EOC and
in talking about 60,000 square feet for the fire department, Commr. Cadwell
stated that he assumes that includes the dispatch and some administrative
offices for Lake-Sumter EMS.
Mr. Bannon stated that he will
clarify that.
EXPO HALL AND FAIRGROUNDS
IMPROVEMENTS
Mr. Bannon explained that the Board previously
approved a $6 million budget for the expo hall/fairgrounds improvement project.
Today’s presentation includes options/phases based on input from Mr. Greg
Mihalic, Director, Lake County Department of Economic Development and Tourism.
The dollar amounts are total project costs, including construction, all soft
costs and architect fees.
Mr. Ronald “Ron” Lang, AIA, NCARB,
Harvard Jolly, showed an aerial view of the site which is on the corner of
County Road 452 and County Road 44. The site includes parking areas, four older
metal buildings and the expo hall which is about 16,000 square feet. The
intersection has traffic concerns and problems and CR 44 will be re-routed. A
100-year flood plain runs across the edge of the site and the site has
extremely poor soils. It is wet much of the time on the leading edge. Part of
the costs will provide for a complete drainage system for all the grass parking
areas. There is one tiny wetlands area on the site. The metal buildings are
more than thirty years old and are without options for renovation to any degree
but there is an option to renovate the existing expo hall. Mr. Lang began his
presentation with the sixth option, Option F, which is the ultimate build-out.
Commr. Pool asked for an explanation
of $2.3 million for site work and Mr. Lang explained that would add about 18
inches of dirt. That project cost includes 10% for inflation over the next year
as well as all fees and soft costs. A large water collection system will be put
in so that water will run back through the pond to the area in the back of the
site. Mr. Lang pointed out that a lot of those costs would not be necessary if
the soil was good.
Commr. Cadwell asked if there is any
value in the existing out buildings and what will happen with the current functions
in those buildings. Mr. Lang advised that there is no value to those buildings.
Mr. Bannon added that it would be very expensive to bring those buildings up to
code.
Mr. Mihalic advised that the current
functions would have to be held in the existing hall. Surveys indicated that
more meeting space is needed. He reiterated that the soil issue is a
substantial part of the costs.
Commr. Cadwell stated that people pay
for exhibits inside the hall during fair time but flower shows and such do not
generate revenue.
Mr. Mihalic opined that it will mean
spending more money to have those options.
Mr. Lang confirmed that the existing
out buildings could be kept, without renovations, under any of the options.
Parking Lot 3 could be adjusted or not done.
Mr. Mihalic confirmed that the fair
board was involved with preliminary discussions but probably has not seen these
drawings.
Commissioner Cadwell pointed out that
discussion on the fairgrounds has been going on for thirteen years and nothing
has been done. He expressed concern that we may be putting more money into a
bad site.
Ms. Hall stated that next week’s
meeting with the City of Eustis may include a discussion on swapping some land.
Mr. Jim Stivender, Jr., Director,
Lake County Department of Public Works, stated that the City’s property has a
similar soil situation but is more acreage. The current site is about 28 acres.
Mr. Mihalic explained that he spoke
with Eustis Mayor Jonnie Hale about the possibility of swapping the current
site for 40 acres across from Trout Lake Nature Center. He stated that the
extra acreage would probably have to be mitigated substantially, because of
poor soil, so there is a question about gaining any net usable acreage.
Eustis City Commissioner Frank Royce stated
that the fairgrounds site is at a poor intersection and is not on a major
highway. He stated that it is a poor, small site and everything on the site is
worn out. He explained that the City’s property is two miles east on County
Road 44, the bypass. He stated that more than 40 acres may be available. He
explained that the City is looking for a site for a new police department,
another fire house and housing for EMS in the area of the fairgrounds. He
stated that the City could probably use the existing buildings even though it
may be more than the City needs. Commissioner Royce opined that the bypass will
be a major road through northeast Lake County, probably coming from the Wekiva
Parkway, by about 2020 or 2025. He asked the Board to consider the City’s
property because it would provide easier access and would be better than trying
to fix a poor piece of property in a poor location. He explained that 70 acres
of the original 90 might still be owned by the City but it may be two parcels.
He noted that the City Commission has not discussed the swap issue.
Mr. Stivender explained that there is
a huge problem now at the curve at CR 44 and CR 452. County Road 44 will be
straightened.
Commr. Pool asked if anyone has a problem
with looking at the City’s site which may be larger.
Commr. Cadwell suggested that
swapping land may solve one problem but the price tag will go way up. He stated
that we cannot do it with $6 million even if it was a perfect piece of
property. He reiterated the concern of sinking money into a bad location.
Mr. Mihalic stated that everyone
knows the current site is constrained and the fair board has said they would
like more space.
Commr. Cadwell stated that the fair
board has said if the County finds a property and builds one building, they
would use tents or build the other buildings as we go along. Throughout the
years, every site that has been suggested has been unsuitable to one party or
another.
Commr. Pool pointed out that Option D
shows $2.3 million for site improvements and Option E shows $4.1 million. He
stated that he cannot be convinced, if the other location were made available, that
$4 million would not give you what you need in a site package.
Commr. Cadwell agreed that it might
but there would be no building.
Commr. Hanson agreed that the other
site should be looked at in more detail.
Commr. Pool suggested that staff
should look at the site, give an assessment, tell us how many acres are
available and bring the information back soon.
Commr. Hanson stated that whatever we
do, we will have to phase it in and still need to take advantage of the
existing buildings.
Commissioners Cadwell and Pool again
expressed concern at putting more money into the current site which might not
be usable in the next five years.
Mr. Mihalic suggested that if there
is another site we could phase development at that site, let the fair operate
and build around their schedule. We thought that we would not be able to use
many of the facilities for year-round use while under construction. We would
lose about a third of the site, during construction, and would only have the
fair and the Thursday market.
Commr. Royce reiterated that the Eustis
City Commission has not discussed this option but he talked to the former County
Manager about it two years ago. He confirmed that the City does not have money
to build their projects at this time.
The Board agreed that they need more
details on the City’s property. Staff will explore the option. Preliminary
information might be on file.
Ms. Hall stated that staff will bring
information back for discussion with the City of Eustis next week.
Commr. Hanson suggested that 40 or 50
or 100 acres somewhere else might be a better option if the City’s site does
not work.
Commr. Hill pointed out that site
work and a new hall in Option C will cost $10 million.
Commr. Pool stated that there is
value in the current site.
Mr. Stivender opined that the
County’s land and location is far more valuable than the City’s site but,
transportation-wise, the City’s site would work a lot better.
Ms. Hall confirmed that $6 million is
earmarked for this project.
ADJOURNMENT
There
being no further business to be brought to the attention of the Board, the
meeting was adjourned at 12:10 p.m.
__________________________________
CATHERINE C. HANSON, CHAIRMAN
ATTEST:
__________________________
JAMES
C. WATKINS, CLERK