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04-04-89 v i MtN[TTES OF THE SPECIAL CALLED ED MEFTINTG OF THE AT AETIC BEACH CITY COIMIISSION HELD AT CITY HALL ON TUESDAY, APRIL 4, 1989, AT 7:15 PM The meeting was called to order by Mayor Gulliford. Commissioners in attendance were Robert B. Cook, Sr. , Glenn A. Edwards, Alan C. Jensen, and Adelaide R. Tucker. Also present were City Manager Richard Fellows and Georgia Horn who filled in for the City Clerk who was attending the Annual State Conference of the Florida Association of City Clerks and Florida Government Finance Officers Association. The Mayor explained the meeting had been called for the purpose of further discussions and actions relative to the proposed new City Hall. He called on Tom McNett of Clements, Rumpel, Goodwin to explain the modifications which had been made to the plans since the last meeting. Mr. McNett explained the ends of the building had been octagonalized and the diameter of the columns had been increased. The floor plan had been changed slightly to allow for a stairway to a 600 sq. ft. mezzanine at each end of the building. The level of the roof had been raised to provide adequate space for the mezzanine. Mr. McNett outlined two alternatives that would provide for both smaller and larger mezzanine areas. It was the recommendation of the architect the 1,200 sq. ft. mezzanine area would represent the best value for the cost involved. It was pointed out the office space in the present City Hall was approximately 2,900 sq. ft. The total square footage of the proposed new office building, including mezzanine, would be in the neighborhood of 6,900 with the Commission Chamber being about 1,000 sq. ft. It was the general consensus it would be advisable to get the maximum floor space possible without affecting the integrity of the design of the building. Mayor Gulliford asked Mr. McNett what his recommendation would be for future growth and McNett responded he felt the best course would be to add an additional building. Discussion then centered around the 12-ft. wide walkway between the office building and the Commission Chambers. Mr. McNett explained it would be covered but the sides would be open, and brief discussion ensued relative to the pros and cons of having it enclosed. The walkway through City Hall would be open and the public would access the Commission Chambers from the Russell Park parking lot through City Hall. Brief discussion ensued relative to the parking facilities and it was felt the existing parking area would be inadequate and that the parking lot would probably have to be extended toward the tennis courts. Mr. McNett explained the Commission Chambers would have a seating capacity for about 100 to 120 and the floor would slope slightly to provide better visibility for the people at the back of the room. The glass doors at the back of the room could be opened to allow for overflow crowds and a suggestion was made that sliding doors could also be considered for each side of the building to accommodate further overcrowding, and outside speakers could be installed. Facilities to accommodate video screening had also been planned. Page Two Minutes April 4, 1989 In response to a question from Commissioner Cook relative to the pilings, Mr. McNett explained the pilings would extend above the ground level and there would be slight crawl space under a portion of the building. This would drop off and provide a utility trench along the building. Accessibility for the handicapped was discussed and Mr. McNett explained handicap ramps would be provided on both sides of the building. Commissioner Edwards asked about financing and the City Manager explained $850,000 had already been committed from the Florida League of Cities and in the event it runs higher than that, it could either be funded from reserve funds or an additional loan from the Florida League of Cities. Mr. McNett explained their firm anticipated the cost would run in the neighborhood of $700,000. The City Manager explained Connelly and Wicker Engineers were looking into the additional parking requirement and would coordinate their efforts with Clements, Rumpel, Goodwin. All aspects having been fully discussed, the Mayor asked the wishes of the Commission. Cb missioner Cook moved to authorize Clements, Rumpel, Goodwin to proceed with the final plans and specifications for the new City Hall. The notion was seconded by Commissioner Jensen, and with Aye votes horn all Commissioners, was unanimously approved. Mr. McNett was asked if he would outline a tentative schedule and he reported as follows: Design development phase approximately six weeks Contract document phase - 10 to 12 weeks Bidding and negotiations - 4 to 6 weeks Construction period - 10 to 12 months A move-in date of approximately Thanksgiving 1990 was projected. Mr. McNett said he would work closely with the Commission and make presentations as the work progressed and give them an opportunity to be involved in the selection of materials and other details. * * * * * * * * * * * * * Mayor Gulliford reported he had attended the recent meeting of the Wonderwood Committee and asked that everyone do everything possible to generate interest. * * * * * * * * * * * * * Page Three Minutes April 4, 1989 The Mayor inquired what progress had been made on the newsletter proposed to be mailed to all citizens and asked that the Commissioners have an opportunity to review and critique same before it is circulated. He also suggested including a Commissioners' column and requested input from the Commission. * * * * * * * * * * * * * Mayor Gulliford suggested holding a workshop to study revenue sources and the present financial condition of the City, with respect to how funds are carried over, reserve funds, etc. He referred to a Resolution which had been passed some years ago relative to closing out the budget and providing for a reserve account. He also asked that budgets submitted by department heads not be altered before the Commission had had an opportunity to at least review their "wish lists." * * * * * * * * * * * * * Mayor Gulliford announced he would be in Germany and would be unable to attend the next regularly scheduled meeting and confirmed that Mayor Pro Tem Cook would be in attendance. * * * * * * * * * * * * * The City Manager confirmed that all Commissioners had received a copy of a map of the Sturdivant area on which a 50-ft. right-of-way had been highlighted. He reported the Tax Collector had requested this right-of-way be paved. He had contacted the owners of the shopping center and they were willing to participate provided the City would pave the street. The cost was anticipated to be in the neighborhood of $6,000 to $7,500 and the City Manager requested this be an additive alternate to the street repaving which is scheduled to go out to bid shortly. The Commission agreed to the request. The City Manager also pointed out another parcel owned by the Anderson family and which had formerly been used as a day care center. The owner is willing to sell the property to the City for use as a toddler park and the City Manager asked the wishes of the Commission. The general consensus was that the City Manager should proceed to get a price for the Anderson property and also another six-lot parcel adjacent thereto, at which time the matter would be discussed further. * * * * * * * * * * * * * Ms. Blanchard reported the Boys' Club had indicated to her they intended to move their operations from Donner Park because they could not continue their program without the use of another building and were planning to move their activities to Mayport Elementary School. As of a few days ago all Boys' Club activities in Donner Park have ceased. Although the r Page Four Minutes April 4, 1989 Police Department had been working hard to control the drug activity in that area, drugs continue to be a problem. The Mayor said he had outlined a letter to the Boys' Club on behalf of the Commission, indicating the Club had not lived up to the spirit of the agreement, they gave up on the kids in a depressed area that badly needed the kind of attention they espouse to serve, and that they did not make their feelings known to the Commission. * * * * * * * * * * * * * The Mayor reported the City Manager had attended the ceremonies on April 3, 1989, welcoming the U.S.S Philippine Sea to Mayport and had presented them with a Resolution of welcome which had been adopted by the City of Atlantic Beach at their regular meeting on March 27, 1989. The Mayor presented a plaque which had been received from the U.S.S. Philippine Sea and requested it be displayed in City Hall. There being no further business to come before the Commission, the Mayor declared the meeting adjourned at 8:55 PM. -\G" I William I. Gulliford Iiiil I ATTEST: )7p.4.A.A..k_a-r,..-MaurKing, City Clerk 5