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02-29-12MINUTES POLICE BUILDING AD HOC COMMITTEE MEETING FEBRUARY 29, 2012 — Week 2 COMMISSION CHAMBER, 800 SEMINOLE ROAD IN ATTENDANCE: Chairman Jack Varney Mr. Arthur Corsano Ms. Juliette Hagist Mr. Stephen Kallao Mr. Louis Keith Ms. Darlene Kelley ABSENT: Don Ford Mr. Steve Lindorff Mr. Mitchell Reeves Mr. Chris Rule Mr. Jim Smith Mr. William Whittington Facilitator Tiffany Busby Chief of Police/Liaison Mike Classey HANDOUTS (Week 2): A list of the handouts from Week 2 is attached. WELCOME AND CALL TO ORDER Chairman Jack Varney confirmed there were eleven committee members in attendance. There is a quorum. GROUND RULES AND VOTING PROCEDURES Update on membership quorum considerations: Chairman Varney received an email from Mr. Carl Harkleroad advising he is not available to serve on the committee due to business commitments that have come up that will keep him busy on Thursdays for the next several weeks apparently. Chairman Varney advised the committee they will be operating with twelve members on the committee. The question was raised if the committee would like to maintain the quorum of 9 out of 12. Nine out of thirteen was discussed at the last meeting or two thirds of the membership. He asked the committee if they would like to change the number to eight or whatever number pleases the committee. Discussion . Reeves made a motion to set the number at 7 for a quorum; seconded by Jim Smith. Discussion followed regarding the number for the quorum. Reeves amended his motion to set the quorum to 8; Jim Smith seconded and all members agreed to set the quorum to 8. Feedback on constraints regarding voting procedures: Facilitator Busby —briefed the committee members about the discussion during the Week 1 meeting regarding the possibility of using a different type of voting procedure. Using the Robert's Rules or a consensus procedure and there was a question about whether it was even allowed. Discussion was postponed until feedback was received. Feedback - Chief Classey reiterated the question that was raised which was whether or Roberts Rules of Order needed to be followed and also whether another voting option beside majority vote could be considered. He stated that a committee member said that it was a requirement by either a statute or a City of Atlantic Beach ordinance. Chief Classey obtained an opinion from the City Attorney which is as follows as listed in an email sent from Chief Classey to committee members: 1. Nothing was located in the Atlantic Beach Code of Ordinances or state statutes (specific to municipalities) which require all committees follow Robert's Rules of Order. 2. Absent specific direction in the charge from the city commission on voting procedures, the committee could elect its own voting procedure. February 29, 2012 Police Building Ad Committee Meeting Page 2 Week 2 An excerpt from the email reads as follows: "Staffs position is that the committee may elect whichever voting procedure it desires. In addition, it is up to the committee to decide if it wants to follow Robert's Rules of Order." Determination of voting procedures [handout] Reeves made a motion to accept the standard Roberts Rules or Order.; Hagist seconded. Discussion. Motion was amended to follow Roberts Rules of Order where majority rules when it comes to voting; Hagist seconded. Discussion. All members agreed. Chairman Varney clarified that the committee will follow Roberts Rules of Order for a majority vote. Additional information on Sunshine Law policies [handout]: Facilitator Busby cautioned the committee members they are held accountable to the Sunshine Law which she clarified. At the request of a committee member for more information, Chief Classey obtained a pamphlet from the City Clerk's office entitled, "A Pocket Guide to Florida's Government - in -the -Sunshine Laws: Open Meetings & Public Records" which is a Summary from The Government -in -the -Sunshine Manual and prepared by the Office of the Attorney General of Florida, and published by the First Amendment Foundation. Compiled by Charlene Carres, Esq. The City Clerk's office has another pamphlet entitled, "Florida Commission on Ethics: GUIDE to the SUNSHINE AMENDMENT and CODE of ETHICS for Public Officers and Employees" dated 2007. This pamphlet will be available upon request. {Question was raised to clarify if a vote is a 6 to 6 tie; how will the vote be resolved. According to Roberts Rules the motion would fail. Discussion.} Feedback on charge to committee / determination of options under consideration. Facilitator Busby - How many options and considerations will the committee be charged with considering. Chairman Varney accepted the responsibility to obtain feedback regarding the charge to this committee. Chairman Varney spoke to the mayor about the charge. The following is what he brings back to the committee: "Art had mentioned last time, was the option of refurbishing the existing facility plus adding some additional facility to that, part of the options the committee were to consider and I was uncertain whether we should or not. The answers I received back were: We are to review the history and pick the best alternative; remodel and build additional space is part of that history; so that is on the table. The Mayor suggested the two architect firms in the past worked on this in the past and made recommendations and hopefully we will have that information available to us to consider throughout this deliberation that we are making." Chairman Varney advised the committee to "not reinvent the wheel, do the best we can with the information that we have, we have costs figures, we have information and analysis of those things, if we try to develop an entirely new concept then that just gets us into a snarl of new studies, new architect firms, new competitive bids, new comparisons extends ... the commission has said they want this back on their table in 8 or 9 weeks and that we should try to stick within the history that we have and the information we have available, the studies that have been done, and that is the framework in which we should work." February 29, 2012 Police Building Ad Committee Meeting Page 3 Week 2 Detailed discussion regarding the options followed. Facilitator Busby requested the committee to postpone the detailed discussion of options and to move on to the next agenda item. She clarified that the charge is to review the options that have been explored, evaluate them and make the recommendations back. The committee's recommendations back could include recommending additional considerations or modifying those options, but the committee's premise is to start with reviewing what the committee has information on and the different possibilities that have already been studied. The commission is trying to determine whether it is a path forward or not. Is that accurate? Chairman Varney responded, "that is accurate. That is what is in the charge and I think that does open the opportunity to look at the idea that Corsano has down the road and that is exactly what I see and that is what has been clarified to me by the Mayor." During the discussion, Corsano advised he will plan to introduce his option at a committee meeting. The committee members started discussing financing and Facilitator Busby requested that the committee hold the discussion regarding financing because Jim Hanson, the City Manager, is scheduled to address the financing issues at the committee meeting scheduled on March 8th. The committee needs to focus on examining the facility options for which there is information as there is not time to initiate new studies sites or designs that Corsano's suggestion falls within that overall scope and we are about to learn some more about what that history is and what different options were considered. And as a committee as a whole gets more informed we can use that to decide how much time on talking about different suggestions. Facilitator Busby commented that there does need to be some kind of constraint on the number of considerations that the committee is going to spend its time going through because the committee does have limited time and the guidance that Chairman Varney received was that a review is really wanted and an evaluation of comments on the items that have already been developed to a greater or lesser extent. Chairman — Absolutely. The charge is very clear. One issue that is really key is for the committee to evaluate the alternatives with respect to their cost. And if the committee develops alternatives, without competitive bidding, contractors, nor architects, then the committee does not have a way to compare those costs and getting this job done in eight or nine weeks is ludicrous. If the Commission had wanted to do something like that, then they would have gone out and hired new architects and started from ground zero themselves. Discussion followed. Facilitator Busby reminded the committee that they need to move on to the agenda. She asked if they could you vote on the Ground Rules today so they can move on to the agenda or if is this something they need to come back to again? Reeves made a motion made to approve the Ground Rules; seconded by Hagist. Discussion. All committee members were in favor. REVIEW MEETING MINUTES FROM FEBRUARY 23, 2012: February 29, 2012 Police Building Ad Committee Meeting Page 4 Week 2 Action item: Review and Approve meeting minutes. Facilitator Busby asked if there were any comments from the meeting summary last time (Week 1). Motion made by Rule to accept the minutes from the February 23, 2012 (Week 1) meeting and seconded by Lindorff. Chairman Varney asked the members to vote — minutes were approved. DISCUSSION ON COMMITTEE TOUR OF THE POLICE BUILDING Questions and discussion. Facilitator Busby asked if everyone took the tour and if there are any questions or items the members wanted to discuss regarding the tour of the police department? No discussion. Feedback on juvenile detention requirements Facilitator Busby advised a question that came up when the presentation was made about the juvenile holding facility during Police Building deficiencies presentation at Week 1's meeting. The state statute, which is also an accreditation standard, was provided to the committee members. Discussion followed. [Co-chairman Reeves excused himself 6:45 p.m.] Review and amend list of critical deficiencies of present police building The Police Department created a bullet PowerPoint titled "Summary of Police Department Deficiencies" Action item: Approve a list of critical deficiencies that will be included in the committee report. Smith made a motion to approve the list of critical deficiencies and include the "Summary of Police Department Deficiencies in the committee report to the Commission; seconded by Kallao. Discussion regarding secured parking followed. Chairman Varney — Motion carried. HISTORY OF FACILITY NEEDS IDENTIFICATION AND PRIOR ACTONS Background and History of the Police Building Project [handout] A PowerPoint presentation was presented by Chief Classey. Various Floor plans from past years were provided to the committee members. [handout] A PowerPoint of Architects Design Group (ADG) site studies was presented. [handout] Facilitator Busby advised the architects will be here for the March 15th meeting [Week 4]. She suggested to the committee members to write down questions in depth for the architect's technical expertise. WRAP UP The next meeting is scheduled for Thursday, March 8th at 6:00 p.m. Review of action items: Architect Description of $4.8 million cost for new building option - Site preparation construction — turn key February 29, 2012 Police Building Ad Committee Meeting Page 5 Week 2 Architect Post evaluation — report from ADG on 2005 expansion plans on FTP site Architect Functions that could be separated Spatial analysis report -provide to the committee There being no further discussion, Chairman Varney declared the meeting adjourned at 7:54 p.m. Minutes prepared by: Diane Graves POLICE BUILDING AD HOC COMMITTEE MEETINGS HANDOUTS Week 2 Agenda Minutes from February 23, 2012 — Week 1 Ground Rules Voting Procedures "A Pocket Guide to Florida's Government -in -the -Sunshine Laws: Open Meetings & Public Records" brochure (Compiled by Charlene Carres, Esq.) -Summary of Police Department Deficiencies PowerPoint presentation by Chief Classey "Background and History of the Police -Building Project" Copy of floor plan 1993- "Proposed additions & alterations to the Atlantic Beach Public -Safety Bldg." J. Bruce Duff & Associates Architects Copy of floor plan 1994(A) "Thru-Wall Air Conditioning Unit Detail Fleet & Associates Architects/Planners, Inc. Copy of floor plan 1994(8) "Additions and remodeling at Atlantic Beach Public Safety -Building " Fleet & Associates Architects/Planners, Inc. Copy of floor plan 2005 "Addition and renovation to Atlantic Beach Public Safety -Building Conceptual Design Floor Plan" Fleet & Associates Architects/Planners, Inc. Copy of floor plan 2005 "Addition and renovation to Atlantic Beach Public Safety Building Phase One Floor Plan" Fleet & Associates Architects/Planners, Inc. "Additions & Renovations Space Program" 6/15/2005 Fleet & Associates Architects/Planners, Inc. Copy of footprint of New Police Department 2 -story 18,000 sq. ft. (location - existing site Copy of footprint of Future Expansion Police Department 2 -story 18,000 sq. ft. location — existing site Copy of floor plan "Addition and Renovation to Atlantic Beach Public Safety Building" Fleet & Associates Architects/Planners, Inc. Copy of Conceptual Design Floor Plan "Addition and Renovation to Atlantic Beach Public Safety Building" Fleet & Associates Architects/Planners, Inc. Copy of Phase One Floor Plan "Addition and Renovation to Atlantic Beach Public Safety -Building" Fleet & Associates Architects/Planners, Inc.8'/z x 11 size paper) Copy of Phase One Floor Plan "Addition and Renovation to Atlantic Beach Public Safety -Building" Fleet & Associates Architects/Planners, Inc. 11 x 17 size paper) PowerPoint presentation - ADG Architect Design Group -Copy of "First Floor Plan Schematic Design" 2011 A Architects Design Group, Inc. -Copy of "Second Floor Plan Schematic Design" 2011 B Architects Design Group, Inc.