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Minutes 04-19-04MINUTES OF THE CAPITAL IMPROVEMENT PROGRAM PROJECT WORKSHOP HELD IN THE LIBRARY PROGRAM ROOM, BOYNTON BEACH, FLORIDA, ON MONDAY, APRIL 19, 2004 AT 6:30 P.M. Present Jerry Taylor, Mayor Mike Ferguson, Vice Mayor Bob Ensler, Commissioner Mack McCray, Commissioner Carl McKoy, Commissioner Kurt Bressner, City Manager Wilfred Hawkins, Assistant City Manager Jeffrey Livergood, Public Works Director Call to Order In the absence of Mayor Taylor, Vice Mayor Ferguson called the meeting to order at 6:37 p.m. Mayor Taylor arrived at 6:39 p.m. and presided. Mr. Bressner announced that the Commissioners received a Memorandum prepared by staff dated April 14, 2004, a copy of which is on file in the City Clerk's Office, addressing the various CIP projects. Copies of the Memorandum were distributed to members in the audience. The purpose of the workshop is to bring the Commission updates on the projects and some projects may require additional direction before proceeding to the design stage. As staff presents each project, they would be looking for ideas from the Commission. Mr. Livergood announced that staff is moving forward on many capital projects. The City's Engineering Division is working with the Recreation and Park's staff with the design and the consultants are also moving forward quickly. As a result, a number of questions have surfaced that need to be addressed before they can move forward. It is essential that staff knows exactly what to do with these facilities so that they could be properly designed. Mr. Livergood felt that many of the proposed buildings could have many uses, such as meeting rooms, after-school programs and a variety of uses included in the report. Because some of the uses are not compatible, in order to get the maximum use of each building, staff wants to be sure that the uses would be consistent. This is why they have come to the Commission, as well as the public. The best way to proceed would be to determine what the building would be used for and then ask the architect to design the building for its intended use. Staff would like to discuss the Senior Center, Woman's Club, Intracoastal Park Clubhouse and the Old High School since these facilities could have similar activities. The facilities are existing facilities with different layouts. Intracoastal Park, however, is a new facility. Mr. Livergood felt that it was important to determine what will be done at Meeting Minutes City Commission Workshop Boynton Beach, Florida April 19, 2004 this facility so that the Clubhouse could be built to handle the uses envisioned by the City. Commissioner McCray inquired how the space needs analysis applied to the projects. He pointed out that the Commission has approved many space needs analyses and he would like to know the outcome of these reports. Mr. Livergood responded that the space needs assessment that the City did six months ago was for staff support space and was not done for the purpose of looking at recreational space. Mr. Majors stated that they would be coming to the Commission Tuesday night for permission to negotiate a contract with a consulting firm to do an update of the recreation and open space element of the City's Comprehensive Plan, which is being required by the State by 2005. At the same time they will be updating their strategic plan, which is ten years old. Commissioner McCray felt that the strategic planning should have been done first and brought to the Commission before they proceed the way staff is recommending. He would like to have more data to make the decisions they are being asked to make. Mr. Livergood felt that this was an excellent point. It is important that they know exactly what they will be doing in the buildings so that the proper size rooms would be built in order to provide the programs envisioned for those rooms. Commissioner Ensler noted the report states that there are no overall plans for the Intracoastal Park, the Woman's Club, the Old High School and the Senior Center. He felt that the remainder of Town Square should also be included and did not think they could make decisions until the Town Square study is completed. Commissioner Ensler inquired if the recreation study would also include greenspace and Mr. Majors said that it would. Mr. Bressner recommended that they review the facilities that staff has questions on and to give them an opportunity to make a brief presentation on each one. He requested that the report be reviewed as prepared because staff needs clarification, even if it resulted in some of the projects being held back. Senior Center An aerial photo of the Senior Center was distributed and displayed on the screen for viewing, a copy of which is on file in the City Clerk's Office. For background, Mr. Majors explained that the Senior Center was the former site of Lucille & Otley's Restaurant. The City purchased the property in the late 1990s and only half of the building was developed, which opened in October 1998. This site is very popular and attracts up to 300 people per day who enjoy a wide variety of recreation and social programs. Staff has done an outstanding job in creating a destination point for the seniors in the City. 2 Meeting Minutes City Commission Workshop Boynton Beach, Florida April 19, 2004 Currently the Senior Center has an activity reom, game reom, small dining area and small office. A local foundation contributed funds to install a surveillance system. They are in the late stages of construction of phase 2 that includes a fitness reom, computer lab and office space. Staff would like to discuss phase 3, which is the final development of the building that will include adding meeting space, gardening/arts and crafts reom, handicap accessible restroom, resealing the roof and new entry way. The kitchen will become a catering kitchen. They would like to get Commission approval to move forward with the design of phase 3. Mr. Bressner pointed out that there would be no exterior additions, except for the fa(}ade, which Mr. Majors confirmed. The area that would be renovated is vacant area. Vice Mayor Ferguson inquired what the cost of phase 3 would be and Mr. Majors responded $650,000. Mr. Majors did not think that the new renovations would attract many more people, but would provide for better spacing for the programs. They have lost programs because of improper spacing. Mr. Bressner inquired if the funds for phase 3 were included in the bond issue and was informed that they were. Commissioner McCray asked what the plans were for expanding the parking. Vice Mayor Ferguson asked how many spaces were available and Mr. Lulkin stated there were 76 parking spaces. Mr. Livergood noted that not only do they need adequate parking, but they also want to provide safe parking. Mayor Taylor inquired if many of the seniors utilized the bus program and Mr. Lulkin stated that approximately 30 to 40 use the bus daily. Mr. Lulkin stated that this varies depending upon what the lunch is on a particular day. Mayor Taylor also pointed out that many seniors come in groups. Mr. Majors felt that the fee charged to non-residents will have an impact upon the Senior Center and not as many people will be using it. For the time being, they plan on keeping the programs at current levels until they see how things are working out. Commissioner McCray asked how many non-residents use the Senior Center and Mr. Lulkin stated that 4,000 people have registered, of which 1,600 are non-residents. The majority of non-residents are from West Boynton. Commissioner Ensler pointed out that the current non-resident fee may not be the correct fee and this cannot be determined until it is known how many people actually use the Senior Center. He did not think this could be determined by using the number of registered people. The Commission would like to know how many people the City is supporting. Commissioner Ensler pointed out that the City spends $250,000 annually to support the Senior Center. Commissioner Ensler inquired when the Senior Center would start using temporary cards and Mr. Majors anticipated that this would begin in a week or two. He asked Mr. Majors when there would be some statistics available on who is actually using the Meeting Minutes City Commission Workshop Boynton Beach, Florida April 19, 2004 Senior Center and Mr. Majors thought that this should be available in approximately three to four weeks. Mr. Majors felt that the numbers they presented tonight are accurate. Mayor Taylor pointed out that expansion of the Senior Center is an expansion of the existing building and providing more efficient use of what they have. Mr. Hawkins noted that they are discussing this now because they could not afford to build all the phases at one time. Commissioner McCray pointed out that on page 2 of the report it states, "Staff Projected activities and programs include." Further, he noted on that page that it stated, "Staff cannot recommend expanding programs and services in this facility because of the lack of parking that is convenient to the facility." Mr. Hawkins explained that programming was not being expanded, but they were getting more efficient use of the space. Mr. Bressner felt that the word "projected" was used improperly. Mr. Bressner noted that if the use of the facility were expanded, parking would have to be added. Currently, there are no funds to add parking. He presented various scenarios that could be done to provide additional parking. Also, there is always the possibility of purchasing additional property and this would require a cost-benefit analysis of acquisition of property. Mayor Taylor stated that he has not received any complaints from citizens regarding the scarcity of parking at the Senior Center. Commissioner McKoy noted that there are seniors in the City that do not utilize the Senior Center and questioned if the usage of the Center is being maximized. He feels that there is a sector of senior citizens that do not go to the Senior Center and he felt that this needed to be addressed. Mr. Bressner responded that they are aware of this and have structured some programs to provide more integrated attendance. They have tried to encourage more participation by minorities and staff is very much aware of this. Commissioner McKoy asked if there was a breakdown of the citizens that use the Senior Center. Mr. Lulkin responded that participation is 99% Caucasian. Very few African/Americans attend and Mr. Lulkin acknowledged that this is a problem. Commissioner McKoy would like to have this issue addressed and he would like to see a cross section of the population participating in the programs at the Center. If this occurred, the numbers would increase significantly. Commissioner McCray noted that there are minority members of the Senior Advisory Board that do not use the facility. He was in favor of phase 3 and felt that busing should alleviate some of the parking problems. Mr. Lulkin stated that the only times they have problems with parking is when they hold a special event that might be attended by 200 people. During regular use, people come at different times of the day and parking is not a problem. Commissioner Ensler recommended holding the parties at a different facility. Mr. Lulkin stated that they are 4 Meeting Minutes City Commission Workshop Boynton Beach, Florida April 19, 2004 already doing this and they are holding many events at the Civic Center. Mr. Livergood stated that there is the potential for other facilities for these events to be held. Mayor Taylor asked the Commission if they wanted staff to do anything different during phase 3 than what has been anticipated. Commissioner Ensler noted that the cost for phase 3, that included parking, was approximately $1.6 million. By not adding parking, the City would save $1 million. He suggested not making the building available for large parties and Mr. Majors stated that this was their approach; they are only adding meeting rooms. Mayor Taylor felt that there was a consensus to move forward with phase 3 of the Senior Center. Commissioner Ensler inquired why the Woman's Club could not be used for programs. He was informed that there is a shortage of parking at that facility as well. It was pointed out that the City now has to pay if it wants to use the Woman's Club. Mr. Bressner requested that they refer to page 4 of the memorandum. Woman's Club Mr. Livergood stated that because of the lack of parking, the Woman's Club is a problem. The nearest parking lot is the Senior Center lot that would require people to cross Federal Highway. He did not think it would be possible to have a traffic signal installed to allow people to cross the highway. Commissioner McCray inquired when the architectural study of the Woman's Club would be available. He felt he could not make any decisions until this was available. Mr. Majors responded that it would be available three weeks from the date they receive the purchase order that went out on Monday. Mayor Taylor agreed and questioned whether the City wanted to invest in this building since its condition at this time is not known. Vice Mayor Ferguson pointed out that it might cost upwards of $500,000 and yet the City wants to spend $3.5 million on the Old High School. Vice Mayor Ferguson felt that the parking system for the Woman's Club could be worked out by utilizing a valet parking system. Commissioner Ensler pointed out that prior Commissions also dealt with these same two issues. He felt that the Woman's Club was a high priority issue. Mr. Livergood felt that they still need to decide what they would like to use this facility for if the City chose to use it. Mr. Bressner inquired if the report came back stating the building was in substantially good shape, what would the Commission want to do then. Commissioner McCray felt that no decision should be made tonight until the feasibility study is available. Commissioner Ensler commented on the potential functions that could be held at the Woman's Club and he felt that cultural and theater would be more appropriate for Town Meeting Minutes City Commission Workshop Boynton Beach, Florida April 19, 2004 Square. He questioned why the City would want to be involved in weddings and receptions. Mr. Hawkins explained that people call the City looking for places for these types of use and wedding receptions are already held at the Woman's Club. Mr. Hawkins felt that the Woman's Club was not a high priority and the point here is whether the City wants to help preserve the building. Commissioner Ensler felt it was important for the City to maintain its heritage that may affect other decisions that they make. Commission McCray recalled that several years ago the City advanced funds to the Woman's Club and the City would use that facility until it was paid back. He asked how much money the City was still owed. Mr. Bressner stated that it has all been used. The Woman's Club now charges the City for its use. Commissioner McCray would like to know how that money was spent. Mr. Bressner will provide a complete accounting for the events that have taken place at the Woman's Club. Commissioner McCray was opposed to using the Senior Center parking lot for events held at the Woman's Club. Intracoastal Park Clubhouse Mr. Livergood reported that this facility would be a replacement for the Royal Palm Clubhouse. The Intracoastal Park Clubhouse gives the City a great opportunity to have a waterfront location for meetings, banquets, receptions, etc. A fee structure needs to be established that would be commensurate with the location. The Commission is being asked how it would like the new Clubhouse to be designed and used. Mayor Taylor would like to see a two-story building and he would like to have a large function room that could be divided into smaller meeting rooms. This would provide for simultaneous usage. He would also like to have dances for teenagers because they have nowhere to go in the City and a catering kitchen installed. Commissioner McCray noted that Boynton Beach does not have a teen center and he felt that holding dances on Friday nights would keep the kids out of the mall and the Library. This also would be a great place for weddings. Commissioner Ensler asked what the square footage was of the Royal Palm Clubhouse and was informed it was approximately 650 square feet. Commissioner Ensler noted that the Intracoastal Clubhouse would be around 7,000 square feet. Mr. Bressner pointed out that the Commission approved spending $1.8 million on this facility. Commissioner McCray would also like a two-story Clubhouse that would be available to all the citizens. He did not think of it as a replacement for the Royal Palm Clubhouse. Ms. Elizabeth Pierce, a member of the audience, felt that the new Intracoastal Clubhouse would be a good place for homeowner meetings, since there are so few places available in the City. 6 Meeting Minutes City Commission Workshop Boynton Beach, Florida April 19, 2004 Commissioner McKoy recommended having a deck on the second floor to take advantage of the view. Mr. Hawkins also felt that the Clubhouse could be used for training and it would be a versatile and multi-faceted facility. Mr. Majors envisions the Clubhouse as being a very busy and active place that would be an ideal site for after school programs and summer camps since these programs continue to grow. Mr. Majors explained that the Clubhouse would be designed to accommodate all types of functions that would not interfere with each other. Ms. Pierce asked about the status of the water park at the Intracoastal Park. Mr. Bressner explained that the water feature was never authorized. Old Hiqh School An aerial photograph of Town Center, which is the location of the Old High School, was distributed and a copy is on file in the City Clerk's Office. Mr. Livergood pointed out that if the CRA assisted with funding of the Old High School, this would eliminate government use of that facility. This is a 30,000 square foot facility that could provide some very good uses to the community, such as performing arts. Also, they need to be cognizant that activities that go into this facility would not detract from activities scheduled for other facilities. Mr. Bressner noted that refurbishing this building will run around $3 million and if the CRA assisted with funding, no City operations could occupy the building. Mr. Bressner noted that the 9.3 acres of property that the City purchased on High Ridge Road has added a level of flexibility in the Town Square area that did not previously exist. The Civic Center is located in Town Square also and this building needs to be addressed. Mr. Bressner has held off spending $30,000 on a new floor for the auditorium area because he wanted to avoid this expense in the event the building is torn down, which he anticipates will occur. This means that the activities held in the Civic Center will have to be moved to other locations. If a decision is made to move these activities to the Old High School, the City will have to pay a portion of the $3 million. If a decision were made to refurbish the existing Civic Center, it would cost around $400,000. Mr. Bressner feels that the current Civic Center is an antiquated building that has outlived its use. Commissioner Ensler recommended that the Recreation Department staff and the CRA Director work closely on what happens with the Old High School, since Mr. Hutchinson is adept at locating funding. Mayor Taylor thought that the CRA was agreeable with the funding as long as the building was used for arts and culture and museum use. Mayor Taylor inquired if the uses at the Civic Center could be moved into the Old High School since they are recreational uses. Mr. Bressner felt that if this were done, the taxpayers would have to pay for this. Mayor Taylor also noted that the Children's Museum would like to expand some programs to older youth and that some of the art activities that took place at the Civic Center could be moved to the Old High School. Mr. Bressner noted that the Meeting Minutes City Commission Workshop Boynton Beach, Florida April 19, 2004 Commission's direction was to try to move as many arts and cultural components of recreational activities into the Old High School as it could without any cost to the City. The Commissioners expressed their disappointment that Mr. Hutchinson, CRA Director, was not invited to the meeting, and Mr. Bressner noted that he was not invited to the meeting, but he was aware of it. If Mr. Bressner had anticipated that these types of questions would come up, he would have invited him to the meeting. Tennis Center Aerial photographs of the Tennis Center were distributed and copies are on file in the City Clerk's Office. Mr. Livergood explained that the Tennis Center is in need of significant repairs, such as replacing the fencing, inadequate lighting, which must be replaced at the same time since they are connected. Staff estimates that these repairs could cost over $300,000. Commissioner McCray inquired what the breakdown of the costs would be. Mr. Majors responded that the lighting would cost $200,000 and fence replacement was $105,000. Vice Mayor Ferguson inquired as to the size of the Tennis Center. Mr. Majors responded that the entire Congress Avenue Park is approximately 20 acres and the Tennis Center comprises approximately one-third of the Park, or 7+ acres. Vice Mayor Ferguson inquired if the Tennis Center was included as part of the Friendship Park and was informed it was not. Commissioner Ensler felt that the question here was if the City wanted to remain in the tennis business. Mr. Bressner noted that this surfaced last year when the rates were raised and many customers left. Most of the customers of the Tennis Center live outside the City. Commissioner Ensler felt that it might be better to have a smaller Tennis Center. The current Center has 21 courts and he asked how many courts are actually needed. Mr. Howell, the City's Tennis Professional, felt that the courts could be reduced by 8. Mr. Majors presented a design with various options, with one design including a playground that could be used by children with all abilities. The State is encouraging this type of facility and would support cities that want to provide these kinds of activities. One of the designs presented shows the Tennis Courts with 8 courts being removed from the west side. The other design presented has all the courts remaining. The proposed playground is provided by the "Boundless Playground" organization. The third design shows the Tennis Courts with 8 hard courts eliminated on the east side. The 8 courts on the west side of the facility are the original 8 courts built in 1982, which is the oldest part of the facility. The courts on the east side that run along Congress Avenue are the least popular courts. Commissioner Ensler felt that the courts along Congress Avenue should be eliminated and the hard-true courts should be kept. Meeting Minutes City Commission Workshop Boynton Beach, Florida April 19, 2004 Mr. Majors stated that the playground was designed to utilize the current building and the bathrooms. Commissioner Ensler felt that the land to the south would provide much more reom for a playground and if necessary, another bathroom could be put in. Commissioner Ensler also thought that the one court that sticks out to the south should also be eliminated. This would leave '16 courts and the playground could be built to the south. Mr. Howell stated that this particular court had been built this way in the event the City ever hosted an event so that stands could be erected. Mr. Bressner pointed out that these plans are preliminary and there is no money in the bond issue for the Tennis Center. He felt that next fiscal year they will have to make a decision. Commissioner McCray inquired if this was presented to the Recreation and Parks Board and Mr. Bressner stated that it was not. Mr. Bressner thought that it would be a good idea to have that Board look at this. Commissioner Ensler pointed out that there is no playground for children in the southwest district of the City. He inquired about the definition of handicap and Mr. Majors stated that when you define "limited ability" it would apply to all types of handicap. Mr. Majors noted that the permit holders were against the raise in the fees for the Tennis Center and will not support it. In order for the Tennis Center to continue, the City is going to have to subsidize it. Commissioner Ensler asked staff if City residents used the Tennis Center extensively, would staff still want to subsidize it. Mr. Majors responded "yes." Commissioner Ensler asked if there were ways to expand the usage of the Tennis Center by City residents. Mr. Hawkins felt that there were things that could be done to expand the usage of the Tennis Center by making it more public by utilizing leagues and getting rid of permitting, while at the same time making the facility smaller. Commissioner McCray noted that there were tennis courts at Sara Sims Park and he was informed that there were two hard courts. Mr. Majors responded that the City does offer a tennis program. Mr. Majors said that he would be coming back to the Commission with a request to reduce fees and they will continue to subsidize the Tennis Center with general funds this year. Other than Delray Beach and Boca Raton, there are no other cities in the County that provide as many hard true courts as Boynton Beach does. Mr. Bressner noted that subsidizing the Tennis Center with general funds would have an impact upon other programs in the City. Clearly Defined Projects Mr. Livergood reported that staff is moving forward on the following projects: Meeting Minutes City Commission Workshop Boynton Beach, Florida April 19, 2004 Jaycee Park There will be approximately 2.5 acres available for park amenities. Staff is in the process of pursuing various grants and anticipates that work on this Park will begin by October 2005. Mr. Bressner expected to close on this property in June 2004. Mayor Taylor pointed out that FIND made it clear that they wanted to receive the money for the property within 90 days of the closing and he wanted to make sure that the City met this deadline. Wilson Complex Mr. Livergood announced that they are progressing rapidly on this project. They are looking at schematic design and layout and will be bringing this to the Commission in June. A preliminary layout of the building will be presented at that time. Staff is very excited about how quickly this project is moving forward. Commissioner McCray emphasized that in planning the Wilson Complex, it is a recreational facility and not a facility for health services. Because the Complex will be greatly used by children, he did not want them exposed to bad influences. He stressed that he did not want to see this facility combined with any other kind of facility. Commissioner Ensler inquired if the site plans would go through the normal City channels and was informed that they would. Commissioner McCray would like to get final input from the citizens on the Wilson Complex and Mr. Hawkins said that the final plans would be presented to the residents sometime in June. Commissioner McCray wanted assurances that the residents would be apprised of this well in advance. Vice Mayor Ferguson inquired if there were some problems regarding property acquisition involving two houses and Mr. Bressner confirmed this. Mr. Livergood anticipated no unusual problems with property acquisition. Nautica Park This project is moving forward rapidly. Mr. Wildner reported that the County is in the permit phase and the design has been worked out. The park is a passive park surrounding a pond with plantings to attract bird life. The community is very pleased to see this park coming on line. Because the County's Engineering Department is in need of using the pond, they are helping the City acquire the park. Mr. Bressner inquired if the homeowner associations have been shown the final designs and requested that they be provided this information. ]0 Meeting Minutes City Commission Workshop Boynton Beach, Florida April 19, 2004 Mayor Taylor asked about the location of this property and was informed it was at Lawrence and Miner Road. The County will be using it as a drainage facility and in return offered to assist the City in developing the park. Mr. Bressner pointed out that Nautica is converting to a gated community and he wanted to make sure that the gate would be propedy located so as not to inhibit access to the park. Mr. Wildner stated that the proposal he saw had the gates located on the western side of the community. Mr. Bressner requested that he verify this. Mr. Wildner noted that the entrance to the park was off Lawrence Road. Commissioner McKoy inquired if there would be parking and Mr. Wildner stated that there would be eight parking spaces. Southeast Neighborhood Park The design of the park was presented to the Commission and the bid package is being prepared. They anticipate awarding the bid contract in June and that the park would be ready by the end of the year. Oceanfront Park Boardwalk Renovations Mr. Livergood explained that the current beach boardwalk is constructed of first- generation synthetic lumber, and due to the accumulation of sand on the boardwalk, it has become very slippery and difficult to walk on. They are looking at different materials to replace the current boardwalk and anticipate designing the new boardwalk to be aesthetically pleasing, as well as to minimize future maintenance costs. The Recreation and Parks staff is working closely with Engineering on this. Mr. Majors stated that this would come before the Commission at the next meeting. Commissioner Ensler inquired if the boardwalk was structurally sound. Mr. Livergood felt that it was and that they would be able to use the substructure. Commissioner Ensler inquired if the new material could be added on top of the substructure in order to save money. Mr. Livergood stated that this is something the consultant would be looking at. Mr. Wildner pointed out that the very bottom of the structure is wood and this needs to be looked at. Library This project is moving forward and will be going out to bid as soon as possible after July 1, 2004. Commissioner McCray inquired about the status of the trees. Mr. Livergood noted that staff has not budgeted for relocation of the trees. Ms. Farace responded that Mr. Bressner asked her to explore some possibilities of relocating the trees offsite. She has obtained some quotes for relocating the trees and the bids range between $21,500 to $52,000. None of these quotes include the water that would be needed for two months. This is the cost for moving one tree. Meeting Minutes City Commission Workshop Boynton Beach, Florida April 19, 2004 Commissioner McKoy inquired if Ms. Farace contacted the tree contractor that appeared before the Commission and she stated that he was the one that submitted the lowest bid. Also, Mr. Farace stated that none of the people bidding would guarantee that the trees would live. This would be addressed in a report to the Commission. Adjournment There being no further business, the meeting properly adjourned at 8:30 p.m. ATTEST: Recording Secretary CITY OF BOYNTON BEACH Commissione~- - (April 20, 2004) The City of Boynton Beach Exhibit A - Commission ClP --Workshop on April 19, 2004 City Clerk's Office loo E BOYNTON BEACH BLVD BOYNTON BEACH FL 33435 (561) 742-6o6o FAX: (561) 742-609° e-mail: prainitoj@ci.boynton-beach.fl.us www.boynton-beach.org NOTICE OF SPECIAL CITY COMMISSION WORKSHOP MONDAY, APR/L 19, 2004 AT 6:30 P.M. LIBRARY PROGRAM ROOM 208 S. SEACREST BLVD. BOYNTON BEACH, FLOR/DA In accordance with Section 22 of the City Charter of the City of Boynton Beach, you are hereby notified of a Special City Commission Workshop on Monday, April 19, 2004 at 6:30 p.m. for the purpose of discussing: CAPITAL IMPROVEMENT PROGRAM PROJECTS 2. 3. 4. 5. 6. WILSON CENTER INTRACOASTAL PARK WOMAN'S CLUB SENIOR CENTER TENNIS CENTER LIBRARY 3erry Taylor, Mayor Mike Ferguson, Vice Mayor Bob Ensler, Commissioner Mack McCray, Commissioner Carl McKoy, Commissioner NOT~CE IF A PERSON DEC~DES TO APPEAL ANY DECISION MADE BY THE CTI'Y COMMISSION V~qTH RESPECT TO ANY HATrER CONSIDERED AT THiS MEET[NG, HE/SHE WiLL NEED A RECORD OF THE PROCEEDINGS AND, FOR SUCH PURPOSE, HE/SHE MAY NEED TO ENSURE THAT A VERBATIM RECORD OF THE PROCEEDING IS MADE, WHICH RECORD INCLUDES THE TF_STII~)NY AND EVIDENCE UPON WHICH THE APPEAL IS TO BE BASED. (F.S. 286.0105) The city shall furnish appropriate auxiliary aids and services where necessary to afford an individual with a disability an equal opportunity to partidpate in and enjoy the benefits of a service, program, or activity conducted by the dty. please contact .loyce Costello, (561) 742-6013 at least twenty-four hours pdor to the program or activity in order for the city to reasonably accommodate your request. c: City Manager, City Attorney, City Commission, Information Officer, Chambers, Facilities, Central Files imp 4/5/2004 12:33 PM S:\CC~WP\SPEC!AL HEE-I-[NGS~Special City Commission Workshop - CZP Workshop - 04-19-04 - Revised.doc America's Gateway to the Gulfstream The City of Boynton Beach City Clerk's Office loo E BOYNTON BEACH BLVD f ,� BOYNTON BEACH FL 33435 (561)742-6060 FAX: (561)742-6090 e-mail : prainitoj@ci.boynton-beach.fl.us www.boynton-beach.org NOTICE OF SPECIAL CITY COMMISSION WORKSHOP MONDAY, APRIL 19, 2004 AT 6:30 P.M. LIBRARY PROGRAM ROOM 208 S. SEACREST BLVD. BOYNTON BEACH, FLORIDA In accordance with Section 22 of the City Charter of the City of Boynton Beach, you are hereby notified of a Special City Commission Workshop on Monday, April 19, 2004 at 6:30 p.m. for the purpose of discussing: CAPITAL IMPROVEMENT PROGRAM PROJECTS 1. WILSON CENTER 2. INTRACOASTAL PARK 3. WOMAN'S CLUB 4. SENIOR CENTER 5. TENNIS CENTER 6. LIBRARY rry/ylor,/:yor rpFerguso Vice Mayor Bob El .. I� ack i,ay, om ," sion-r Carl McKoy, „�,�a • NOTICE IF A PERSON DECIDES TO APPEAL ANY DECISION MADE BY THE CITY COMMISSION WITH RESPECT TO ANY MATTER CONSIDERED AT THIS MEETING, HE/SHE WILL NEED A RECORD OF THE PROCEEDINGS AND, FOR SUCH PURPOSE, HE/SHE MAY NEED TO ENSURE THAT A VERBATIM RECORD OF THE PROCEEDING IS MADE, WHICH RECORD INCLUDES THE TESTIMONY AND EVIDENCE UPON WHICH THE APPEAL IS TO BE BASED. (F.S.286.0105) The city shall furnish appropriate auxiliary aids and services where necessary to afford an Individual with a disability an equal opportunity to participate in and enjoy the benefits of a service, program,or activity conducted by the city. please contact Joyce Costello,(561)742-6013 at least twenty-four hours prior to the program or activity in order for the city to reasonably accommodate your request. c: City Manager, City Attorney, City Commission, Information Officer, Chambers, Facilities, Central Files imp 4/5/2004 12:33 PM S:\CC\WP\SPECIAL MEETINGS\Special City Commission Workshop-OP Workshop-04-19-04-Revlsed.doc America's Gateway to the Gulfstream CITY OF BOYNTON BEACH INTEROFFICE MEMORANDUM TO: Kurt Bressner, City Manager FROM: Jeffrey R. Livergood, Director of Public Works Wally Majors, Director of Parks and Recreation DATE: April 14, 2004 SUBJECT: CIP Workshop, April 19, 2004 City staff has met a number of times in preparation for the CIP meeting with the City Commission on Monday, April 19. Our purpose for the CIP meeting is two-fold. First, we plan to bring the Commission up to date with staff activities related to a number of capital projects that were recently approved by the City. Each of these projects must have a clearly identified project scope. Second, we have identified a number of approved capital projects that require additional direction prior to proceeding with design. It is our sincere goal that both staff and the City Commission can "roll up our sleeves" to help identify the desired uses and function of several proposed City facilities. Discussion of each category of projects is as follows. Proiects Needing Clarification and Definition The Senior Center, Woman's Club and Intracoastal Park Clubhouse and Old High School all will support functions and services that are similar. Therefore, the space programming for each facility must be carefully considered to provide the type of space that best serves the function(s) performed at each location. For example, it may not be appropriate to design arts and crafts areas in each facility. Rather, it is best to properly design the space in one facility to support arts and crafts and concentrate those activities at that location, saving space in other facilities for other uses. That then is the question that must be carefully considered. Essentially, what functions and services do we envision being performed at each of these venues? Some of the functions and programs described in the following facilities are also performed in the Civic Center on Ocean Avenue. Staff believes that services provided in the Civic Center should be incorporated into the overall municipal complex plan for Towne Center. The Civic Center is becoming costly to maintain and the present building shell should be eliminated and its services consolidated. Therefore, the Civic Center is not a topic of this report. Page 1 of 7 Senior Center This facility has served the needs of our seniors since October 1999 when it opened. The existing 10,000 square foot facility (approx. 7,000 sq. ft. are currently developed) provides a wide variety of recreational opportunities. Our Recreation & Parks Department staff organizes and offers activities and programs that include: Computer classes, free use of computer lab, art and crafts, an open game room for socializing, lectures and guest speakers, dances and concerts, club meeting and special occasion rental space. We have also collaborated with several local agencies to provide a variety of social services, including: AARP - 55 Alive Driving Course and tax preparation; R.S.V.P. - volunteer opportunities for seniors; Bethesda Memorial Hospital - free blood pressure testing and a physical therapist for an exercise program; Delray Medical Center - free glucose, cholesterol and prostate testing; Census Bureau volunteer training; Hear-X - free hearing testing; Aker Kasten Community Outreach Program - free vision testing; Palm Beach County Mental Health Department - widowed persons/bereavement counseling; Mae Volen - Hot Meals program (served over 3,000 last month). Prior to the commencement of Phase II, a fire sprinkler system was added to the building. Phase II of the development of the Senior Center is currently in progress and is expected to be completed in May. This phase will add much ~ needed office space for staff, a video security system, a computer lab, and a fitness room. This phase has been funded by support from local foundation. Phase III involves interior remodeling to provide additional space for programming, increase the facility's accessibility and eliminate shared space issues that impact many of the activities currently offered. Phase III includes the addition of a catering kitchen, meeting room, arts & crafts/gardening room, and handicap accessible bathrooms. Staff Projected activities and programs include: · Arts & Crafts · Garden Club and gardening related programs Social service programs (ex: AARP Driving Classes, bereavement counseling) · Clubs, Homeowner Associations, Advisory Board Meetings · Cooking classes Staff is primarily considering interior renovation only to enhance existing services. Staff cannot recommend expanding programs and services in this facility because of the lack of parking that is convenient to the facility. Page 2 of 7 Intracoastal Park Clubhouse Staff is ready to proceed with the design of this facility but we strongly encourage Commission input. The Intracoastal Park Clubhouse (ICP) has been long considered as a replacement to the Royal Palm Clubhouse. It is anticipated that the use of the ICP Clubhouse will likely be similar to past use of the Royal Palm Clubhouse. The ICP Clubhouse can house meeting space for homeowner's associations and other community groups. However, the new Clubhouse cannot serve in only in this capacity. The location along the Intracoastal Waterway promises a lovely facility with a breathtaking view of the waterway. For staff to properly design this facility, we must know what uses will be accommodated. The architectural phrase of "form follows function" certainly holds true in this case. As noted, it is absolutely necessary for the City to know, with certainty, the anticipated uses of the Clubhouse. This will allow the architect to design the facility to serve those uses. For example, for us to accommodate meeting space, we must know the size of meetings and try to anticipate audio/visual needs. Will there be wedding receptions and if so, how many guests do we wish to accommodate? This will guide decisions related to restroom size, kitchen needs, etc. Once we know the desired use of the Clubhouse, we must next look at compatibility. Many desired uses may not be compatible with each other. For instance, can after school programs share space with adult activity areas during the day? Many children's desks and tables are smaller than those used for adult needs. If we wish to accommodate both needs, we must look at storage and other issues. Will wedding receptions use the same areas as dance classes? These users will want a hard floor surface yet a carpeted floor best serves the audio needs in large training spaces or conference space. Will we allow alcohol to be served and what specific space needs are necessary to support this? Staff suggests the following activities and programs at the ICP Clubhouse: Projected activities and programs include: · Weekday morning classes for children 1-5 years old · Afternoon recreation programs for school age children · Dance classes · Private rentals (weddings, banquets, HOA's, etc...) · Public meetings, City Staff meeting space · Lectures/workshops/training Educational Classes · Exhibits (art, science, historical) Page 3 of 7 'Staff desires input and ideas from the City Commission about the potential uses of the ICP Clubhouse. We would like to provide the architect with clear direction about the proposed use of the space and we would like to avoid the question "why didn't we put this in here when we built it?" Once the scope of the ICP Clubhouse is clearly defined, staff anticipates initiating a consultant task order for design in May of this year. We further anticipate completion of construction by November of 2005. Women's Club This is obviously a wild card in all of our discussions. If the ongoing architectural assessment shows that the existing facility is not sound and presents us with significant maintenance costs in the future, then staff believes that it will be an easy decision to not proceed with this venture. On the other hand, if the architectural assessment suggests that the facility is in great shape, what then do we do with it to justify the expense of public funds? What programs and services will be provided there that will not or cannot be provided at the nearby Senior Center or the new ICP Clubhouse? The use of the facility would most certainly have to include current commitments (ex: Woman's Club / Historical Society / Mizner Foundation meetings, existing agreements). The building can host public events and various City recreation programs. Staff foresees the following possible uses: · Weddings · Various City Functions · Education oppommities for local schools · Cultural series (exhibits, art shows) · Theatre performances, classes · Seminars · Receptions · Small scale special events Once again, we must determine if the various uses are compatible with each other. However, in the case of this historical facility, we have to decide just how much use we would want to place within it. Overuse can easily damage much of the historical aesthetic qualities. Lastly, this facility has a gross parking deficiency. The only available parking is across the street at the Senior Center and, as the interior of the Senior Center is rehabilitated, its use will be more popular leading to a further degradation of parking. Frankly, the Senior Center parking is not suitable for use at the Women's Club. We should not encourage pedestrians to cross Federal Highway. FDOT would likely not allow a traffic signal to be constructed. Page 4 of 7 Old High School We need to assure substantial use of the facility to justify expending over $3.0M for renovations. The facility (30,326 Sq. Ft.) by its very nature can easily accommodate classroom and training functions, offices, etc. However we have to be cognizant that any government use of the facility could eliminate funding sources such as the CRA. Therefore, if we desire to solicit the assistance of the CRA then we should explore other, non-government uses, for the facility. These uses can include the performing arts for example. City staff respectfully requests guidance from the City Commission. Clearly Defined Proiects As noted, staff believes that the following projects are clearly defined in terms of scope. There has been sufficient amount of discussion for staff to identify project needs and scope. The following is a brief discussion and status report of each project. Jaycee Park The City has come to terms with FIND for the acquisition of Jaycee Park. Very preliminary use plans have been developed that incorporate Mangrove Mitigation from projects in the Central Business District by both the CRA and the Related Group. The Related Group has purchased 0.03 acres of mangrove mitigation at this site. Staff anticipates final property acquisition in the next several months. The total area of the property is 3.5 acres of which there will be one acre dedicated to mangrove mitigation and buffers by the CRA and the Related Group. The total remaining land for recreation, and associated amenities will be 2.5 acres. The City has received a commitment for grant funding for this property from Palm Beach County (S1.0M) and we have identified other grant opportunities that can reduce our cost by $1.5M if we qualify. Final work on the site will not begin until Spring of 2006 when City CIP funds will be available and staff resources can be allocated from other more pressing projects that will be completed prior to that date. Our schedule anticipates design started by October 2005. Wilson Complex This project is very well defined. The "Center" building will be built to accommodate and enhance existing programs. The pool and park needs are well documented. However, staff has specifically structured the design task order so that we gather sufficient public input along with the input of staff and the City Commission. The project architect/engineer is now developing the schematic design and, as part of this, will solicit input of community leaders. The final Page 5 of 7 'schematic design will be presented to the City Commission in late June or early July. At this time, we will know how the site will lay out, what will be done on the pool grounds, and will have the floor plans of the buildings. The schematic design will be based upon the operating needs and it will also be well defined in terms of construction costs. Upon approval of the schematic design, we will then ask the architect/engineer to develop task costs for the remainder of final design based upon the schematic design. Staff anticipates awarding the final design contract in July of this year. The final detailed architectural design will take approximately three months to prepare. We have allowed time for bidding and permitting. We are confident we can award one construction contract for all three components of the Wilson Complex projects by February of 2005. Of course, this assumes consensus is reached on the schematic design in a timely manner and there are no impediments in the permit process or in the ongoing property acquisition. Nautica Park The County has completed final design and is now in the permit phase with the South Florida Water Management District. This project is proceeding very well. The City and the County staff will be developing an interlocal agreement that defines the maintenance responsibilities of each entity upon completion of the project. We see no reason that this project should not be completed by late Spring of 2005. Southeast Neighborhood Park The design is complete and has been presented to the public and City Commission at a recent Commission meeting. Staff anticipates award of a construction contract in June of this year and project completion by December of this year. Oceanfront Park Boardwalk Renovations This project is clearly defined in that it is primarily a maintenance project. Staff has received a number of concerns about the boardwalk steps and walking areas becoming slick. The beach sand has acted like sandpaper and has smoothed the texture of the first generation plastic timbers. Therefore, staff is researching alternative materials to replace the boardwalk. We anticipate using a combination of concrete pavers, modem "synthetic wood" materials and concrete. Staff is also evaluating the potential for constructing new lifeguard towers that are more functional for rescue staff. We are evaluating capabilities of the task consultants now so that we can select a consultant with experience in designs such as this. Staff is visiting other cities to look at examples of successes and failures. The schedule for this project is driven by the seasonal demands at the park by the public. We are obviously not going to be doing construction during the winter months. As such, we are working backwards from a desired project completion of November 2005. A design contract will be awarded this fall so that a Page 6 of 7 construction contract can commence by April of 2005. Frankly, the forced timing of this project is allowing staff to concentrate on other projects that are more time sensitive. Tennis Center The Tennis Center is located within Congress Community Park. The Tennis Center, which now consists of 17 "har-tru" courts and 4 "hard" courts, is facing a significant challenge. Users are not willing or able to pay fees that are more in line with similar facilities. Consequently, this results in a greater amount of subsidy to support the operation. Additionally, fencing and lighting at the facility will soon need to be repaired or replaced. Cost for this is expected to be approximately $305,000. This sum cannot reasonably be expected to be funded by user fees and instead the revenue for such improvements must be obtained from the City's general fund. In an effort to broaden the focus of programming in this area, alternative options have been contemplated. One option includes the removal of several tennis courts and then replacing them with a "boundless" playground. This type of playground is designed to accessible for children of all abilities. The playground could be incorporated within the current "footprint" of the tennis center, which would require a modification of the current tennis court lay out. Library The Library Expansion project will be going out for bid as soon as possible after July 1 of this year. A construction contract will be awarded by the end of August, with groundbreaking in September. First phase (two-story addition) is estimated to take one year after which the entire library will be moved to the new addition and operate there for the six months it should take to renovate the existing structure. Final completion is targeted for March of 2006. This timeline assumes we are proceeding with the plans as already approved by the city (and the state library), which necessitates the removal or relocation of the banyan trees near the current entrance. Staff has not budgeted for relocation of these trees. Page 7 of 7 I I I e~JV J~:~u~c) u~O.L >,aa,t O'OC~l, = 'u! 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BOYNTON BEACH~ FLOR/DA In accordance with Section 22 of the City Charter of the City of Boynton Beach, you are hereby notified of a Special City Commission Workshop on Monday, April 19, 2004 at 6:30 p.m. for the purpose of discussing: CAPITAL IMPROVEMENT PROGRAM PRO3ECTS 1. WILSON CENTER 2. INTRACOASTAL PARK 3. WOMAN'S CLUB 4. SENIOR CENTER 5. TENNIS CENTER 6. LIBRARY //~rry yy~o'r,)}~or ~ ~j~ Ferguso~.~Vice Mayor ~ '' C~rl McKoy, ~ NOTICE IF A PERSON DECIDES TO APPEAL ANY DECISION MADE BY THE ~ COMMISSION WITH RESPECT TO ANY MATTER CONSIDERED AT THIS MEETING, HE/SHE WILL NEED A RECORD OF THE PROCEEDINGS AND, FOR SUCH PURPOSE~ HE/SHE MAY NEED TO ENSURE THAT A VERBATIM RECORD OF THE PROCEEDING IS MADE, WHICH RECORD INCLUDES THE TESTIMONY AND EVIDENCE UPON WHICH THE APPEAL IS TO BE BASED. (F.S. 286.0105) The dty shall furnish appropriate auxiliary aids and services where necessary to afford an individual with a disability an equal opportunity to participate in and enjoy the benefits of a service, program, or addvity conducted by the dty. please contact .loyce Costello, (561) 742-6013 at least twenty-four hours pdor to the program or activity in order for the dty to reasonably accommodate your request. c: City Manager, City Attorney, City Commission, Information Officer, Chambers, Facilities, Central Files jmp 4/5/2004 12:33 PM S:\CC'~WP\SPECLa. L MEE'r'[NGS~Spedal City Commission Work. shop - C~P Workshop - 04-19-04 o Revised.doc America's Gateway to the Gulfstream The City of Boynton Beach City Clerk's Office lOO E BOYNTON BEACH BLVD BOYlqTON BEACH FL 33435 (561) 742-606o FAX: (561) 742-6090 e-mail: prainitoj@ei.boynton-beach.fl.us www.boynton-beach.org NOTICE OF SPECIAL CITY COMMISSION WORKSHOP MONDAY, APRIL 19, 2004 AT 6:30 P.M. LIBRARY PROGRAM ROOM 208 S. SEACREST BLVD. BOYNTON BEACH, FLORIDA In accordance with Section 22 of the City Charter of the City of Boynton Beach, you are hereby notified of a Special City Commission Workshop on Monday, April 19, 2004 at 6:30 p.m. for the purpose of discussing: CAPITAL IMPROVEMENT PROGRAM PROJECTS 2. 3. 4. 5. 6. WILSON CENTER INTRACOASTAL PARK WOMAN'S CLUB SENIOR CENTER TENNIS CENTER LIBRARY //~rry ~y}~r,,J~or ~ ~i~ Ferguso~Vice Mayor C~rl McKoy, ~ NOT~CE IF A PERSON DECIDES TO APPEAL ANY DECISION MADE BY THE C1TY COMMISSION WITH RESPECT TO ANY MATTER CONSIDERED AT THIS MEETING, HE/SHE WILL NEED A RECORD OF THE PROCEEDINGS AND, FOR SUCH PURPOSE, HE/SHE MAY NEED TO ENSURE THAT A VERBATIM RECORD OF THE PROCEEDING IS MADEr WHICH RECORD INCLUDES THE TESTIMONY AND EVIDENCE UPON WHICH THE APPEAL IS TO BE BASED. (F.S. 286.0105) The city shall furnish appropriate auxiliary aids and services where necessary to afford an individual with a disability an equal opportunity to participate in and enjoy the benefits of a service, program, or acUvity conducted by the db/. please contact Joyce Costello, (561) 742-6013 at least twenty-four hours pdor to the program or activity in order for the dty to reasonably accommodate your request c: City Manager, City Attorney, City Commission, Information Officer, Chambers, Facilities, Central Files .imp 4/5/2004 12:33 PM S:\CC~WP\SPEC~L MEET[NGS~Special City Commission Work.slx~ - C~P Workshop - 04-19-04 - Revised.doc America's Gateway to the Gulfstream iI I n I : I