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Minutes 11-19-11 MINUTES OF THE SPECIAL JOINT CITY COMMISSION COMMUNITY REDEVELOPMENT AGENCY BOARD MEETING HELD IN THE LIBRARY PROGRAM ROOM, LIBRARY, BOYNTON BEACH, FLORIDA, AT 9:00 A.M., ON SATURDAY, NOVEMBER 19, 2011 PRESENT: Jose Rodriguez, Mayor Lori LaVerriere, Interim City Manager William Orlove, Vice Mayor James Cherof, City Attorney Woodrow L Hay, Commissioner Janet Prainito, City Clerk Steven Holzman, Commissioner Marlene Ross, Commissioner - e - Mayor Rodriguez opened the special joint meeting of the Commission and Community Redevelopment Agency Board at 9 :01 p.m. Mayor Rodriguez had created an agenda and reviewed the various topics for discussion as follows: I. Confirm existing City Hall /Police site for renovation /expansion II. Fire Station #1 — Do we need Station #1 for space III Sources of Revenue IV. Instruct staff to explore more specific details Vice Mayor Orlove wanted to include discussion relating to the Old High School. Motion Vice Mayor Orlove moved to approve the agenda as amended. Commissioner Hay seconded the motion. Vote The motion passed unanimously. I. Confirm existing City HaII /Police site for renovation /expansion a. Review options /cost 1 Meeting Minutes Special Joint Commission /Community Redevelopment Agency Board Boynton Beach, FL November 19, 2011 Mayor Rodriguez recalled the May 17 City Commission meeting when the various options were discussed. There was the refresh option, remodel /expand option and remodel /upgrade option. A 20 and a 30 year remodel /upgrade was proposed for $14 million and $24.7 million respectively. Jeff Livergood, Director of Public Works and Engineering, explained it would be necessary to view the options both short term and long term. It must include the vision for the downtown and community. Space is needed for operations based on the services and programs provided for the population and future growth. Space had been consolidated between the east wing and west wing due to staff reductions to provide additional space for the Police Department. The result has made the refresh option more viable and maintains the operations in the existing complex for more years. Some mechanical and plumbing maintenance had been delayed pending a decision on the future of the entire complex. Life safety needs are the most expensive item that has to be considered if the intention would be to remain at the current location for 20 years. However, the upgrades are not necessary. There are also State monies that could be used to reconfigure space and buildings that could be expanded within the original site plan. Vice Mayor Orlove noted the building does not meet certain hurricane standards. It was speculated it could survive a Category 2 or possibly a Category 3. It was felt the basic, essential services could be provided out of Fire Station #5 in the event of a hurricane. Essential services in relation to building standards would be municipal government and a new facility would be designed to withstand a Category 4. The critical police and fire services should be provided and the support operations to provide those services. There are measures in place for each department to continue operations after a disaster. Mr. Livergood was not suggesting the building should be hardened to withstand a Category 4 or 5. A total rebuild would be needed to efficiently achieve that goal. Carisse LeJeune, Interim Assistant City Manager, explained each department had a COOP (Continuing Operations) plan. The Disaster Recovery Plan is tested at least once a year utilizing the WEB EOC (Emergency Operation Center) that enables a direct link with the County EOC. Mr. Livergood noted a plan for relocation of the Communications Center was essential to achieve continuity of operations. City Hall can continue to operate for many years without the life safety upgrades depending on the level of risk that is deemed acceptable The refresh option would add 10 to 15 years of life to the existing structure. Vice Mayor Orlove sought consensus on the intent of the Commission and Board to continue City operations at the current location for many years and expanding the police space. Commissioner Hay agreed with the concept of retaining the City Hall complex as did Commissioners Holzman and Ross. . _ - - - _ _ -'e . _ _ _ - _ _ - -e - - . 2 Meeting Minutes Special Joint Commission /Community Redevelopment Agency Board Boynton Beach, FL November 19, 2011 Commissioner Holzman questioned if the expenses to expand the Police Department were included in the refresh option. Mr. Livergood pointed out remodeling the lower parking level for evidence storage would be a new component that would be used to leverage additional administrative space within the current structure. By deciding to refresh the existing building, the community would retain the option to expand the footprint in the future as space becomes more critical with future growth. Commissioner Holzman surmised the $4 million cost may be slightly more, but with some economies of scale, the $14 million may be slightly less using the refresh option and expansion for the Police Department. Police Chief Matt Immler advised there was a critical need to expand the evidence and property area. All the vehicles previously stored in the lower level of the garage had been transferred to the contract tow company to utilize free storage. It would be too expensive to move the evidence and property off site and security levels could not be ensured. There had been $175,000 allocated for evidence remodeling within the Police administration building. Redirecting the funding to remodel the parking garage area would be only slightly more expensive. The figure of $5 million would address the space issues and the evidence needs. Commissioner Holzman offered some type of extensive fire suppression system would be needed for the evidence and property area that would add to the cost. He also questioned if there would be any significant savings by adding a fire suppression system. Over time, the savings may negate the actual cost. Commissioner Holzman emphasized the labor and construction costs were much lower now than previous years. He supported the refresh model, but felt some of the expansion items should be included to recognize available cost savings. The $4 million cost may increase to $7 million and stretch the life of the building from 10 to 20 years. Commissioner Hay requested Chief Immler estimate the space needs to accommodate the evidence and property now and in the future. Chief Immler estimated the space need would at least double. There would be a need to have an area for storage of evidence that is climate controlled, fire suppressed and ventilated. Approximately 60,000 total square feet would be sufficient for a number of years. It was anticipated that Communications would either move to Fire Station #5 or combine with Boca Raton and Delray to a consolidated dispatch center. This would decrease the space needs. Consensus Mayor Rodriguez summarized the refresh option, plus the evidence expansion and the fire suppression system cost should be evaluated for future exploration. It would be a hybrid between the refresh option and the remodel /upgrade option. Commissioner Ross understood the fire suppression expense could be offset in some manner by a decrease in insurance rates. Interim Chief Carter speculated some small 3 Meeting Minutes Special Joint Commission /Community Redevelopment Agency Board Boynton Beach, FL November 19, 2011 savings may be achieved with the addition of a fire suppression system. Commercial insurance rates are usually driven by the community rate for suppression. The City of Boynton Beach has a rate of two which is next to the highest, whether the building has a fire suppression system or not. Mayor Rodriguez interjected the expansion of space would create an increase in liability that may equalize the equation. 11 Fire Station #1 — Do we need station 1 for space a. True Cost b. Cost saving elimination c Move staff to Ocean Ridge 1. Discussion and letter from Mayor Kaleel 2. True personnel /equipment pass through cost d. Cost/benefit Fire Chief Carter related there were several options such as closing Fire Station #1 and moving the unit to a different location. The Town of Ocean Ridge had expressed some interest in housing equipment at their Town Complex. Chief Carter was concerned with maintaining appropriate response times for the entire City. The data reveals there is a corridor east of 1 -95 and from Gateway Boulevard to Woolbright that has the greatest concentration of calls with the current Fire Station #1 in the middle of the zone. It could move to the outer edge slightly with no impact since Fire Station #5 is to the north and Fire Station #4 is to the south. Mayor Rodriguez questioned if there was a need for the space and the allocation of the space, in conjunction with the scope of the Downtown Master Plan. Mr. Livergood replied the entire scenario hinges on the sale of the three City -owned properties at High Ridge, Leisureville and South Congress. The additional space at the City Hall Complex would definitely be needed if the South Congress facility were sold because the traffic division is there and vehicle and equipment storage is on site presently. The approximate value of the South Congress property was a few hundred thousand dollars. Mr. Livergood also indicated that if Fire Station #1 were moved, the existing space could be used for support administrative staff for the Police Department to further reduce the burden on the current available space. Mayor Rodriguez summarized the need was to have the Police Department centralized and efficiently functioning downtown. Chief Carter advised the annual cost of running the physical facility for Fire Station #1 at the current location was $50,000. There was also the cost of equipment and personnel that would follow to any location. There is typically only one unit at Fire Station #1 and the personnel is approximately $337,000 a year and could be as much as $400,000 depending on the classification of staff with the equipment. The equipment cost would be $30,000 a year for each unit. 4 Meeting Minutes Special Joint Commission /Community Redevelopment Agency Board Boynton Beach, FL November 19, 2011 Chief Carter agreed it would be feasible to consider running Fire Station #1 from the Town of Ocean Ridge. The issue becomes the concentration of calls around the City Hall location. The area runs from 14 Avenue on the north to 5 Avenue on the south, 1 -95 on the west and the Intracoastal Waterway on the east, which has the highest concentration of calls. Moving Fire Station #1 further east could result in a fluctuation in response times of 30 to 40 seconds. There would be the possibility of generating additional revenues after the Fire Station was established in the Town of Ocean Ridge. Commissioner Holzman understood, with only one unit at Fire Station #1, another unit from another location would be responding to Fire Station #1 calls as it currently functions. Chief Carter clarified it depended on the type of call and it happens in all zones at any time a call is received. Due to the reduction in staffing levels, the one unit is now staffed with three individuals. Vice Mayor Orlove wanted confirmation the unit housed on the barrier island would be answering calls across the bridge on the main land. Chief Carter cautioned the call volume in the area would not change because the station moves. It would still respond to the downtown area. The zones throughout the City would have to adjust slightly to equalize the coverage areas. The Town Manager of Ocean Ridge verbalized the concerns relating to increased response times if Fire Station #1 were closed. The available space was the old Fire Station of Ocean Ridge located at the Town Complex. Housing facilities would have to be added to the garage area that exists. Chief Carter interjected there would only be one unit at the location with three personnel. The available garage space was viable. The office space and living quarters would have to be accommodated too. The Town Manager anticipated modification to the available space in their Town Hall that includes showers and a kitchen for the Police Department. Vice Mayor Orlove was hopeful that a long -term relationship could be established to avoid the necessity of future moves back across the waterway. The Town Manager pointed out it would be an ideal location, if there was a consolidation of services for the towns along the barrier island. Commissioner Hay remained concerned with the changes in response times for the City of Boynton Beach residents. The Ocean Ridge Town Manager advised their Commission was in favor of pursuing the relocation and understood there would be a sharing of some expenses. Mayor Rodriguez stressed a long -term agreement would be required. Commissioner Holzman commented the focus of the Boynton Beach Fire Department should be the safety of the citizens of Boynton Beach first and foremost. He had previously suggested simply merging Fire Station #1 with Fire Station #4 and the increase in response times was a major concern. The proposal to move Fire Station #1 across the bridge would definitely increase the response times to Boynton Beach 5 Meeting Minutes Special Joint Commission /Community Redevelopment Agency Board Boynton Beach, FL November 19, 2011 residents. He argued Fire Station #4 already serves the barrier islands and the response time would change only minimally and still meet any overall State requirements. Merging the two stations would only add five tenths of a mile to any response time and eliminate the bridge issues. Mayor Rodriguez recalled the original plan was to close Fire Station #1 when the new facility, Fire Station #2, was operational on Woolbright Road. The proposal would be a compromise of the original plans and maintain the level of service available at this time. Chief Carter cautioned if Fire Stations #1 and #4 were merged there would be a marked increase in the response times to the north end of Ocean Ridge. Specific data revealed there was as much as a minute and half increase in response times. Chief Carter did not feel that would be acceptable to the Town of Ocean Ridge. Ultimately, moving Fire Station #1 to any location would increase response times to the downtown area. Police Chief Chris Yanuzzi from Ocean Ridge and Town Marshall for the Village of Briny Breezes acknowledged the cooperative efforts that have been ongoing in the discussions. He sensed there was an underlying conflict between facilities and people. The residents in his areas were very concerned with the proposed closing of Fire Station #1. He emphasized Ocean Ridge pays $870,301 and Briny Breezes pays $281,925 for a total of $1,152,226 for the protection and it is over three times more than the estimated annual cost for Fire Station #1. The contract also includes a guaranteed 4% increase each year until 2016. Response delayed is response denied and none of the residents of Ocean Ridge or Briny Breezes should be jeopardized. Chief Carter explained the minimum staffing would be a single ALS engine with paramedics and equipment. Two units with four personnel may be available depending on staffing throughout the City of Boynton Beach. The engine can provide all emergency services with the exception of transport to a hospital. Consensus Mayor Rodriguez declared there was consensus to have further discussion around potentially moving Fire Station #1 personnel over to Ocean Ridge and the opportunity for the Police Department to have a full facility at the central location downtown. III. Sources of Revenue a. Sale of City Property The sale of City -owned property had already been initiated at a prior meeting. The amount of revenue or the timeframe remained unknown. Mr. Livergood clarified the sale of the South Congress location would be contingent on the relocation or closing of 6 Meeting Minutes Special Joint Commission /Community Redevelopment Agency Board Boynton Beach, FL November 19, 2011 Fire Station #1. Soliciting for buyers would not necessarily result in a sale so the process could continue moving forward. b. Red Tight cameras Tim Howard, Deputy Finance Director, reported the remainder of the cameras had been installed in August and all were functioning. A figure of $300,000 was budgeted as revenue from the cameras. There is a time delay from the issuance of the citation to the collection of the monies. In the six months from the first installation, the revenues have now reached $300,000. There was a net gain for the month of September of $50,000 for an estimated $600,000 a year and $300,000 earmarked to balance the budget. Commissioner Holzman concluded the revenues would be diminishing as more people became aware of the cameras. Mr. Howard agreed a full twelve months would be needed to establish a more accurate revenue rate. The revenues were placed in a separate traffic safety fund. Consensus Mayor Rodriguez determined there was consensus to hold the excess over the initial $300,000 for the construction costs to move Fire Station #1. The funds could be transferred at any time during the year. The use of the funds would require Commission approval for whatever project. Vice Mayor Orlove suggested a report be given at a regular Commission meeting on the status of the revenue. He wanted confirmation that the monies could be used for any project. Ms. LaVerriere confirmed the monies were not restricted. c. Forfeiture fund Attorney Cherof reported forfeiture monies could be used for special programs. It cannot be used for normal operating costs. The money can be expended for a special unit. The monies cannot be used to balance the General Fund for recurring operational expenses. Chief Immler opined the security system for the evidence property area would be allowable under the forfeiture fund. It would be used for certain building components. Attorney Cherof explained the decision on the use of funds would begin with the recommendation of the Police Chief to the Commission and then the Commission would have to determine if it was a permissible use of the funding. It would have to undergo an in depth review. d. Bond Another possibility would be the issuance of a bond. It appeared if the refresh option was utilized there may not be a need to bond. Other sources of borrowing should also be considered. Ms. LaVerriere suggested a low interest rate on a loan may be better 7 Meeting Minutes Special Joint Commission /Community Redevelopment Agency Board Boynton Beach, FL November 19, 2011 than the issuance of a bond if the total cost was $4 million to $5 million. Mr. Howard reviewed a few options. There could be a Tong -term bank loan, go into the bond market and obtain revenue bonds that pledge sources of revenue or a general obligation (GO) bond that increases the millage by referendum or apply through the Florida League loan pool program that has monies for cities and counties. The interest rates are running, in the pool and bond market, between 5% to 6 %. The debt service through the loan pool would be $650,000 a year for ten years. The debt service on a loan would involve some additional fees. There are opportunities to get good deals with the current economic trends. Mayor Rodriguez indicated there was agreement to explore the options when the plans and figures are more definite. Mr. Howard reported there were two public service bonds issued in 2004 and 2006 that carry debt service. Communication tax and public service tax are pledged to a revenue bond. The funds helped to build Fire Station #5 and the addition to the Library and Parks and Recreation projects. Those bonds would be finished in 2027 with the annual debt service of $2.6 million. Commissioner Holzman wanted to receive a dual response on the cost in view of the revenue sources as a result of working together to achieve the maximum benefit. e. Referendum Mayor Rodriguez contended the referendum would have to be considered once the actual figures are obtained and revenue sources are known. The matter would be discussed at a later point in time. IV. Instruct Staff to explore more specific details In summary, staff had been asked to do the refresh option plus the evidence /property renovation and fire suppression system. Staff would also explore the moving of Fire Station #1 personnel over to Ocean Ridge and use Fire Station #1 as a facility for the Police Department. As feedback was received the revenue sources would be more closely reviewed. V. Update on Old High School Mayor Rodriguez announced no responses were received to the Request For Proposal (RFP). Two meetings were being held with developers to discuss the viability of previous plans and the reason for the lack of interest in the RFP. Vivian Brooks, Executive Director of the Community Redevelopment Agency, explained the lack of responses could be due to the economy, feasibility of the project or lack of clarity in the RFP. The pre -bid meeting did not reveal any significant questions. Hopefully more information could be obtained to explain the lack of response. 8 Meeting Minutes Special Joint Commission /Community Redevelopment Agency Board Boynton Beach, FL November 19, 2011 Mike Weiner, a local developer and lawyer, indicated the real issue was remediation. He suggested more information relating to the environmental situation of the building would assist in determining how much of the existing building has to be removed. In talking with possible tenants, there was a concern regarding the location and the traffic flow of customers required to be successful. Ms. Brooks felt there may have been confusion that it was a development project and not a construction project. Mr. Livergood contended the language was clear it was a development project. Mayor Rodriguez was pursuing a different philosophy than the RFP approach and eventually a presentation to the Commission. (Commissioner Holzman left the meeting at 10:41 a.m.) Vice Mayor Orlove inquired if the intent of the Commission still involved preserving the building and using it for public purpose. Mayor Rodriguez had not given up on the idea of refurbishing the building. Commissioner Ross agreed. Commissioner Hay concurred but the reality of the situation may have to be addressed if the cost to maintain the building continues. Mr. Livergood replied the maintenance cost was minimal and there was insurance cost. There have been steps taken to minimize the continued deterioration. Mayor Rodriguez opened the issue for public comment. Barbara Ready 329 SW 13 Avenue, was encouraged there would be progress in the downtown. The key element was the Old High School and the new branding could make Boynton Beach the art and cultural capital of the area. John McGovern, 2620 Spiceberry Lane, commented the Commission had demonstrated their commitment to historic preservation. The Old High School was a beautiful building that has suffered 20 years of neglect and needs attention. He remained optimistic that the historic value would be realized and appreciated. Cliff Montross, 109 SW 18 Street, was totally opposed to getting rid of the Old High School. He thought the facility should be refurbished for municipal purposes. Mr. Montross also questioned the status of Fire Station #1 on the barrier island if it were evacuated. Mayor Rodriguez advised the matter would be taken into consideration. Willie Aiken, 726 NE 1 Street, agreed with keeping the Old High School and recommended using the building for storage to save money and rental expenses. Attorney Cherof advised there was one more item for consideration. It was the request for reconsideration and re- adoption of R11 -129 to include the zoning district PCD in the notice of intent and proposed study. 9 Meeting Minutes Special Joint Commission /Community Redevelopment Agency Board Boynton Beach, FL November 19, 2011 Motion Vice Mayor Orlove so moved. Commissioner Hay seconded the motion. Vote The motion passed. (Commissioner Holzman was not in attendance). V. Adjournment There being nothing further to come before the Commission, Mayor Rodriguez properly adjourned the meeting at 10:50 a.m. CITY OF BOYNTON BEACH Jose dri .yor / �// illiiam 0' ove, Vice Mayor 2 /1 Woo • • off •• ner i///00 ATTEST: Steven He a C. mission: - - G• t dr et M. Prainito, MMC arlene Ross, Commissioner ity Clerk d ith A. Pyle, CMC eputy City Clerk 10