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Minutes 09-26-85SPECIAL CITY COUNCIL MEETING REGARDING CAPITAL IMPROVEMENTS PROGRAM - MILLER & MEIER & ASSOCIATES, HELD IN COUNCIL CHAMBERS, CITY HALL BOYNTON BEACH, FLORIDA ON THURSDAY, SEPTEMBER 26, 1985 AT 7:30 P.M. PRESENT Nick Cassandra, Mayor Robert Ferrell, Vice Mayor James R. Warnke, Councilman Carl Zimmerman, Councilman Peter L. Cheney, City Manager Betty S. Boroni, City Clerk ABSENT Ezell Hester, Jr., Councilman (Excused) Mayor Cassandra called the meeting to order at 7:30 p.m. ANNOUNCEMENT Councilman Warnke requested that an item concerning remuneration for the City Manager be added to the October 1 Council Meeting Agenda for discussion under Administrative. CAPITAL IMPROVEMENTS Mr. Cheney provided the Council with a list of assumptions that have been set forth as guidelines for the future, showing some planned administrative changes. During the last two or three months the architects have talked with many people in all of the departments. The books distributed to the Council Members contain the plans that have been developed showing the square footage and will be the basis for the general layout. The architects will go through these plans at this meeting. No decisions will be expected tonight; the subject will be placed on the Agenda for the October 1 meeting to determine if the Council feels comfortable with proceeding with detailed designing. Mayor Cassandra said his employer has been tracking Hurricane Gloria, and they have officially clocked winds of 150 miles per hour, with gusts of 170. This validates concerns Councilman Warnke has voiced that the State of Florida might be hit with 170 mph winds during a hurricane. He said the Code calls for 140, but he wondered if we should consider construction materials to withstand 170 to 180 mph wind force and then proceed to enact the proper code. Councilman Warnke said the Southern Building Code calls for 120. During the preliminary discussions for capital improvements, there was discussion of using bullet-proof glass rather than shutters on the lower floors of the City Hall complex, which he thinks is an excellent idea. The architect stated they have done this on some buildings, and their engineers constantly worry that 120 might not be sufficient-- they have not worked their way up to 170 or 180. Councilman Warnke continued that we cannot take a chance on having the center of opera- tions blown away during emergency situations; where would the rest of the people be? He was certain the Council would agree we would like to see this as secure as possible against hurricane damage. Mr. Jordan Miller and Mr. Craig Kenyon of Miller & Meier & Associates, Inc., were present to explain the plans they have developed and show - 1 - MINUTES-SPECIAL CITY COUNCIL MEETING BOYNTON BEACH, FLORIDA SEPTEMBER 26, 1985 preliminary drawings of the layout. Mr. Kenyon said, regarding the degree of hurricane protection, their engineers can evaluate this and advise how much this will cost in dollars; it can be done, but the question is how much it will cost and what risk we want to take. Mr. Kenyon said the books the Council Members have define the square footage and some of the functional needs of every department within the City that the bond issue budget addresses for the first phase of work. The first phase will be completed on opening day, which should be two years from the time they started. The second phase will be a 10 year projection beyond that. The projections beyond that are too sketchy with too many variables, such as annexation and size of the city. The raw numbers used for the functions to serve the population are not definable at this point. He said they have tried to be very s cific on the first phase--to opening day--as to what the bond d lars and budget dollars will address. He showed a plan g what is in the program in square footage. Mayor cas pointed out that N.E. 2nd Avenue should be changed to B°ynton Beach Boulevard on the board. Th C¢ C( ti BI cc drawing showed the existing buildings in orange and the proposed construction in pink. One-story buildings are specified here, but of the buildings may be two stories. The required square footage program can be done on a single floor. They would like to ~ second-floor additions to buildings, as it would disrupt the ration of the building. The Building Department, however, can ily have a second story added, and this may be done. The present ~cil Chambers is seen as becoming future office space, with a new ~cil Chambers being constructed most likely at the northeast end of site. All of the buildings have been physically interconnected-- lding Department, City Hall, Police and Fire--with the new ~truction. City Hall will have a new lobby entrance from the sc ~h; vehicular access to the site from Boynton Beach Boulevard will be~ ~iscontinued. Traffic will come in from N.E. 1st Avenue to a court, which organizes all of the buildings. The opportunity wa exist to change the appearance of all of the buildings, giving look of a complex that belongs together and was built at one time. [tor parking will serve the Building Department, City Hall and Department. As the Fire Department does not have much public ac ~ss, they do not need to be within this visitor court, nor does the phs Center--a new element for which the technical needs are defined by other consultants. This will be the hub of opera- is and is currently shown at the east end of City Hall, between CJ Hall and the Police Department. Mr. Jordan Miller wanted to show the last drawing next and proceed in the reverse order for greater clarification. Mayor Cassandra was con- cerned about a sufficient number of parking spaces. Mr. Kenyon said the school property is expected to revert to city property and addi- tional .parking will be available in that area as well as other parking areas he pointed out on the board. In the first phase, there must be - 2 - MINUTES-SPECIAL CITY COUNCIL MEETING BOYNTON BEACH, FLORIDA SEPTEMBER 26, 1985 accommodating employee and Police parking, which will be addressed with a two-level deck parking structure south of the Fire station and east of the Police station and surface parking along the east side of the school. Mr. Miller said long range we are aiming at a total complex architecturally put together, going from the Library to Boynton Beach Boulevard. In the courtyard is primarily visitor parking; it will all be tied together with some kind of architectural motif. Traffic will all enter a block away from a busy corner. We will be able to grow from the first phase into whatever is needed. Eventually one of the school buildings may be removed; schemes were drawn with and without it. Mayor Cassandra asked if it would be recommended to bring all employees to this location rather than have satellite areas. Mr. Kenyon said there is a satellite fire station in this bond issue, and there has been discussion of allowing a utility bill payment drive-up window there. Public Works is at a separate location. Mr. Cheney said there may be a drive-up window for bill paying at this main complex also, and he had thought of the possibility of such an arrangement at the mall; however, this will more than likely be at one of the two western fire stations. Mr. Miller said our computerization will help to facilitate this. Mayor Cassandra was concerned with traffic flow in the area. Mr. Kenyon said the Civic Center generates considerable traffic, but that is most likely to be on Congress Avenue. The Civic Center will encompass the Scout and arts buildings, which will be removed in the first phase. The Library will expand, as will its parking, in the phase 1. Mr. Cheney asked the architects to explain further the reasons for not planning second stories for the Library and Police Station. Mr. Miller said it takes more personnel to operate a Library on two floors than on one floor, so it is much more expensive to run. Also, there is disruption to the facility as it is being built. The Library of tomorrow not only stores books but has retrieval systems and very heavy loading; keeping it on the ground solves the problems of compact storage, microfilm storage--the things that need 200 to 300 pound per foot loading. Mr. Cheney said we have been told for years that the Library was built for a second story; the problem of getting the second stOry involves removing the roof and installing a floor, which wou~d destroy the waterproofing. The Library would be shut down The offices in the Building Department, hoWever, are different; the ' Building, Planning and Engineering Departments can be moved. May~r Cassandra thought the reason we talked about building higher was that there was not that much square footage; now there seems to be enough square footage with the assumption of the school belonging to the City in the future and utilizing the city property behind the Fire Department. He asked if these facilities will suffice in the year 2,000, when a population of 80,000 is expected. - 3 - MINUTES-SPECIAL CITY COUNCIL MEETING BOYNTON BEACH, FLORIDA , . SEPTEMBER~26, 1985 Councilman Zimmerman asked if the handball courts will be removed for the building of the new Library. Mr. Kenyon replied they will, but they could easily be rebuilt somewhere. Mr. Cheney said there are handball courts at Caloosa Park, and Mayor Cassandra said a lot of Boynton Beach people do not go there. Mr. Kenyon said the Library entrance will face its parking rather than front onto a busy street, which will result in a direct service. The closing of N.E. 1st Avenue is still under consideration. The parking deck will be two levels with open sides and approximately 100 parking spaces. Mayor Cassandra mentioned that all of the parking areas in Hawaii are enclosed, and there is no street parking; they look like apartment buildings. Mr. Kenyon said this can be done attractively; sometimes it necessitates the installation of ventilation systems and it costs more money. Mr. Cheney has talked with Mr. Tom Mills, Superintendent of the Palm Beach County SchoOls, and he is of the opinion there will be a replacement school in three or four years and the school property could be turned over to the City. Councilman Warnke commented that the Historical Society might be looking at the old building as a possible museum site. Bringing the old building up to the standards of the present codes would probably not be practical. Mr. Kenyon said the parks and recreation building will be removed~ those offices will be moved to City Hall. Mayor Cassandra mentioned the beautiful tree that should be preserved and mentioned that the roots should not be injured during construction. Mr. Kenyon said a fence should be built around the tree before construction is started. Mr.'~Miller sUggested the possibility of a cotonade, which could continue as a covered walk between buildings. Mr. Cheney said we contemplate that police cars will be in the first flo?r of the parking garage, and the remainder of the employee parking will be on the second floor and in the surface parking east of the school. Fire Department employees will park with the other employees. The fire engines will remain where they are~and maintain their entrances and exits onto N,E. 1st Street and. Boynton Beach Boulevard. Mr. Cheney described the County Administration Building in West Palm Mr.Beach'KenWhere the. employees. . buy'thelir lUnches.and~ eat l'n' the court'ard' . yon advised this arrangement would be possible here. 'Y The plan presented assumes~ a new C~ty Council Chambers on the first floor of a new building; Mr. Chene~ suggested that building might be built as two 'stories and the sec story left vacant for expansion or utilized if needed, possibly office space. The Council Members were in support of firs~ oor chambers. Mr. Cheney added that the second floor is simply question; because of the cost of adding a second floor later, might be Worthwhile to build it MINUTES-SPECIAL CITY COUNCIL MEETING BOYNTON BEACH, FLORIDA SEPTEMBER 26, 1985 initially, even if it goes unused for a while~-if the money is available. He mentioned the new City Hall.in Tallahassee, where a fourth floor is totally unused, but was built to allow for future expansion. Ail of the buildings propo'sed for the first phase are covered by the referendum. Mr. Miller said the first step i's to build the police and employee parking, then the offices can be switched around so every department continues operation. Mr.'Miller said at this time we need to esta'blish the program and the master plan~-what basic .scheme we should approach architecturally for now and to continue. A facial change is contemplated. The Police and Fire Departments will be sharing some facilities, such as training rooms, gymnasium and conference facility. Mayor Cassandra was concerned about adequate parking space and suggested the possibility of a third level on the parking deck. Mr. Cheney said Possibly three levels would cost more money, but the cost per space would be less. Mr. Kenyon showed a scheme which showed parking internal and buildings on the periphery, with the .Civic Center where it currently is. Mr. Miller said there is room for additional buildings. The Public Works complex will be at the same site. The first concern is security for the compound, the vehicles.and the workers-and work taking place there, as wei1 as the emploYees' cars. Control of access and egress to the compound is another important criteria. The site should be landscaped and buffered to make it as attractive as possible. The northeast section of the site Will have 100 employee parking spaces. The new building can be built without interrupting present operations. It will contain central storage and will start out with 5,000 square footage on the ground floor. The building will be 22 to 24 foot high, which will allow the addition of an intermediate level-in the future, giving 10,000 square fee't of central warehouse storage. Expansion to the east is possible to gain more footage.. This building will serve al~l ofthe City departments~ from this building inventory control, ordering, recei~in~ and dispensing of materials will take place. One individual will control the yard, the gate for entrance and exit and the fuel delivery. 'There is a need for eight vehicle service bays; these will be sized so the sanitation trucks can~get into any one. ! There will be lifts and pits in the baYs. ~ Four more bays Can be a~ded.to the south at a later date. Streets and Sanitation can take over what is now administration and vehicle maintenance. To the west of that building will be constructed a building maintenance shop. The concrete building to the north that now contains the sign shop and maintenance storage. will be gutted, leaving restroom facilities and adding an office and storage. Recreation and Parks Maintenance will then use that building, - 5 - MINUTES-SPECIAL CITY COUNCIL MEETING BOYNTON BEACH, FLORIDA SEPTEMBER 26, 1985 which will contain 7,000 square feet. Their inventory and access will be controlled through one point, To the west of the site will be yard storage, with ~some bins for-road maintainance and repair materials. Councilman Warnke said the City has a need for space to store disabled and confiscated vehicles and boats~until they are auctioned; he asked if that had been taken into account. Mr. Cheney said, if it can be made secure, the ideal place would be at the old sewer plant. Mr. Cheney said, if the Council approves of these concepts, this will be placed on the agenda for the Council Meeting of October 1, at which time the architects can be authorized to begin conceptual design. When we begin to understand interior spaces and costs, we may make changes. The architects met with the department heads September 25. May~or Cassandra summarized that phase one 'will include a new Council Chambers--one floor or' two--to b~.located at the Corner of Boynton Beac~ Boulevard and Seacrest Boulevard. The present City Hall will remsln, with a courtyard concept to come. Tier parking will be included. Councilman Warnke liked the whole concept; he would eventually like to see 1st AVenue closed off. Mr. Kenyon .said eventually they agree it should be closed and should become a part of the complex. The Parks and Recreation~building, the Personnel building and the handball courts will 'be eliminated. Mr. Cheney said the Personnel building was moved one time and might be picked up and moved again. He said these plans meet the objectives we were .looking for. Councilman Zimmerman~said the f~ct-that we have the land ready keeps the costs down somewhat; everything can go toward restructuring°rather than purchasing land. All of the Council Members were in agreement with the concept and the plats as developed this far. The m~eting was adjourned at 8:30 p.m. CITY! OF BOYNTO~L~BEACH, F~ORIDA ATTEST: ~~~~/~~Ci%y' Clerk /' c (2 tapes) - 6 -