Agenda Item 1A - Minutes Special Workshop 8-11-14MINUTES OF SPECIAL WORKSHOP OF
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SEPTEMBER 8, 2014
ATLANTIC BEACH CITY COMMISSION HELD ON AUGUST 11, 2014
PRESENT: Mayor Carolyn Woods
Mayor Pro Tern Mark Beckenbach
Commissioner Jonathan Daugherty
Commissioner Jimmy Hill
Commissioner Maria Mark
ALSO: Nelson VanLiere, Interim City Manager
Richard Komando, City Attorney
Donna Bartle, City Clerk
Nancy Bailey, Recording Secretary
Call to order.
Mayor Woods called the meeting to order at 5:02p.m. in the Commission Chamber. She explained the
procedures for the Special workshop.
1. Presentation by Clemmons, Rutherford and Associates (CRA Architects) on Police Building.
Mayor Woods introduced Bill Rutherford and Blakeley Bruce of Clemmons, Rutherford and Associates
and Kyle Davis, civil engineer with DB Civil Works.
Mr. Rutherford explained they have looked at the possibility of where the City has land available that
would fall in the current zoning setbacks, available space, etc. to put the building in and will present that
to the Commission. He stated they will also present a 2nd story possibility but he stated he would not do
that because it is not large enough or financially economical to support an elevator for 3,000 s.f. of floor.
Mr. Bruce gave a slide presentation on the flood zone elevations, stating the existing building currently
is not in a flood zone and they do not see flooding as an issue in terms of trying to elevate the building;
the setbacks, stating they do not want to get any closer to the creek than they already are; the 1-story
elevation, giving an additional 7,000+ s.f.; and the 2-story elevation, which will give an additional 5,000
on 1st floor and 3,000+ on second floor. Mr. Bruce, Mr. Rutherford and Chief Classey answered
questions from the Commission. Discussion ensued. Mr. Bruce also showed slides of future expansion
and cost models for one and two-story schemes.
Mr. Rutherford stated the ad they responded to spoke to design build so he stated they are giving a
scenario on design build. He showed slides on design build as well as construction management
delivery methods, explaining in detail why he would recommend they go with the construction
management delivery method rather than design build. He answered questions from the Commission.
Mayor Woods asked the City Attorney if the original RFP specifically excludes this firm from being
able to continue on with the project. Mr. Komando stated he was under the impression that it did but he
hasn't gone back to review the original RFP. Discussion ensued. Chief Classey further explained the
downside to design build.
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SEPTEMBER 8, 2014
Mr. Rutherford stated their next step in their scope of work would be to write an ad for design build but
he would prefer, with counsel's approval, that they write an ad for construction management instead.
Discussion ensued.
Mayor Woods stated the Commission needs to decide whether they want to put out the RFP for a new
architectural firm or stay with this one and have them do the Construction Management RFP, if the
contract allows for that. Discussion ensued. Commissioner Mark stated she would like to continue with
CRA and follow the Construction Management method. Commissioner Beckenbach stated he has a
little problem with the fact that they said they weren't going to go with the same firm in order to move
forward and he is not sure exactly what the reasons were, except that they were looking at going into a
design build so it would be faster. He stated, in listening to Mr. Rutherford, he is saying that it is not the
case and asked that Mr. Rutherford further explain about that. Mr. Rutherford stated he was trying not
to persuade them one way or the other and elaborated on his explanation stating by construction
standards this project is not large enough for them to have three firms work on it -his firm, the design
criteria professional, and someone to finish the documents. He stated that is what they would have in a
design criteria approach. He stated if the Commission determines that they could let CRA continue,
they would take the project to a ribbon cutting. Mr. Rutherford explained the building would be a
typically built small office addition and their goal would be to keep the character of the building they
have so it looks like it has been here all along and not added on. He stated they will not do the
construction, but will do the architectural work and prepare the construction documents. He stated the
Commission will authorize them to advertise for them, or they can do it themselves, to hire a
construction management firm, which is a general contractor. He explained in detail how that process
would work. Discussion ensued.
Mayor Woods stated she is hearing that it is the consensus (4-0) to continue with construction
management delivery method with CRA, if possible, and if not they will proceed with a new RFP and
move forward. Commissioner Beckenbach stated he would have legal at least take a look at our RFP
and then come back to them, if that is acceptable. Mayor Woods stated what they said was, after the
review, Mr. Komando will let staff know and they will either proceed with CRA or, if not legally
possible, they will proceed with an RFP for a new group. The Commissioners agree to that. Mr.
Rutherford detailed what the fees were for. Kyle Davis answered a question regarding environmental
permitting, stating as long as there is no destruction of the swale, they would probably not need that
permitting.
Mr. Rutherford, Mr. Bruce and ChiefClassey answered additional questions from the Commission.
Mayor Woods asked if they have consensus to move forward with the construction management
delivery method with this group unless there is some kind of a legal prohibition. Mr. VanLiere asked
what the timeline is if they do want to move forward with expanding their scope, do they come back
with another proposal. Mr. Rutherford stated they would send them a contract. Discussion ensued.
City Clerk Bartle asked that Mayor Woods restate the consensus. Mayor Woods stated the consensus
is, if our original RFP allows and there are no legal issues, they will move ahead with the
construction management delivery method with CRA and have staff move forward with that
method; otherwise, they will have an RFP for a new architectural firm.
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2. Courtesy of the Floor
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SEPTEMBER 8, 2014
Mayor Woods opened the Courtesy of the Floor to Visitors. She welcomed the audience and explained
the process for public comments.
Lou Keith, 1845 Tierra Verde Drive, asked that they keep it at $2.6 million.
Chris Jorgensen, 92 W. 3rd Street, stated he was concerned about safety in construction.
Adjournment
There being no further discussion by the City Commission, Mayor Woods declared the meeting
adjourned at 5:58p.m.
ATTEST
Donna L. Bartle, CMC
City Clerk
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Carolyn Woods
Mayor