Loading...
03-29-12 MINUTES POLICE BUILDING AD HOC COMMITTEE MEETING March 29, 2012 — Week 6 COMMISSION CHAMBER, 800 SEMINOLE ROAD IN ATTENDANCE: Chairman Jack Varney Mr. Arthur Corsano Mr. Steve Lindorff Ms. Juliette Hagist Mr. Mitchell Reeves Mr. Stephen Kallao Mr. Chris Rule Mr. Louis Keith Mr. Jim Smith Ms. Darlene Kelley Mr. William Whittington Facilitator Tiffany Busby Chief of Police /Liaison Mike Classey ABSENT: Mr. Don Ford HANDOUTS (Week 6): Agenda, Minutes from 3/22/12 (Week 5), Mobile Incident Command Post - Capabilities Briefing, Police Building Server Environment PowerPoint, Essential Components of the Police Department and Mr. Art Corsano's option drawn to scale. WELCOME AND CALL TO ORDER / GATHER IN PARKING LOT (Jack Varney) Tour of the Mobile Command Vehicle (Commander Vic Gualillo) The committee gathered in the parking lot next to the Mobile Command Vehicle parked adjacent to City Hall. Chairman Jack Varney called the meeting to order at 6:04 pm. He confirmed there was a quorum. Commander Gualillo presented a capabilities briefing on the Mobile Incident Command Post (MICP) [handout]. The briefing included the operational concept of the Mobile Command Vehicle), the acquisition, primary use, the priority of use, maintenance and custody, and non - emergency use. After the briefing, every committee member was given the opportunity to tour the Mobile Command Vehicle. The meeting moved to the Commission Chambers at 6:20 p.m. (Jack Varney) Chairman Varney advised an invited guest, Mr. Keith Randich, Manager of the City of Atlantic Beach Information Technology (IT) Department, would speak later in the meeting. Mr. Varney welcomed everyone to the meeting. Business Items (Tiffany Busby) Reminder of ground rules Facilitator Busby read the ground rules to the committee members. Review meeting minutes from March 22, 2012 Action item: Approve the meeting minutes from March 22 Smith made a motion to accept the minutes from March 22, 2012; seconded by Rule. No discussion. All members voted to accept the minutes. Chairman Varney advised the minutes from March 22, 2012 are approved as presented. March 29, 2012 Police Building Ad Committee Meeting Page 2 Week 6 FEEDBACK ON INFORMATION ITEMS FROM THE MARCH 22, 2012 MEETING Facilitator Busby explained that during the Week 5 meeting, committee members voiced a number of information requests. She advised some of the information will be presented during the meeting tonight, but some of the information will be on next week's agenda. The feedback from COAB staff on Building Code requirements will be addressed next week by Mr. Mike Griffin, the City of Atlantic Beach Building Official. Mr. Griffin was not available to attend tonight's meeting. Feedback from COAB staff on information technology (IT) safeguarding needs (Keith Randich). Chief Classey introduced Mr. Keith Randich, Manager of the City of Atlantic Beach Information Technology Department. Mr. Randich presented a PowerPoint presentation on the "Police Building Server Environment" [handout]. The City of Atlantic Beach technology department operates with eighteen servers. Three of the servers are housed in the current police facility. The police facility has a generator. The remaining fifteen servers are housed in a converted computer room of approximately 260 square feet on the mezzanine floor of City Hall. City Hall does not have a generator. He pointed out, at the time of the construction of City Hall, computers were not in use. As computers were utilized in City Hall, the first computers shared office space and were usually placed under desks. When considering building a new police facility, space was planned for the police department's servers and the City's servers, since the entire City's server environment could be included with minimum increase to the design of the facility. The increase included space, power, cooling, fire suppression and network connectivity. The new police facility would also have a generator. The benefits of combining the police and the City servers in one location are as follows: the ability to operate all of the systems at City Hall and other City sites (police department, water plants, waste water treatment plants and Public Works) in the event of a power outage and allow the City's IT to operate in a facility designed for a computer environment. All servers in the City are run off of Uninterruptible Power Supply (UPS) which communicates to the servers that the power is about to go down; therefore, the servers have the opportunity to shut down normally, but the servers cannot operate off UPS for more than approximately ten minutes. A committee member pointed out that in the ADG space needs analysis; a 100 square foot IT server room with two cable link closets of 20 square feet is planned. Mr. Randich was asked if two cable link closets would be needed if the facility consisted of one -story. Mr. Randich's response was that only one cable closet would be needed in a one -story facility. He answered another question regarding whether the cable links could be located in the same room as the servers, explaining he prefers to have a closet designated just for the servers, adjacent to a common room, to house the equipment that the various technology personnel could access without working around the City's servers. When asked if the financial system for the City runs on a server, Mr. Randich explained the system used by the City is called the HTE System, which the City has been running for twenty years. It is an IBM main frame type computer called AS400. Most cities, particularly the small cities in the State of Florida, use this software because it works. The hardware is readily available, but finding the individuals, who know how to work on the antiquated system, are getting scarce. March 29, 2012 Police Building Ad Committee Meeting Page 3 Week 6 When asked if the server room should be located on a second -story, Mr. Randich advised he prefers to house the computer facility on the first story. Mr. Randich was asked how much was budgeted to relocate the computer facility and his response was the planning process did not progress to that point. Mr. Randich explained his department is responsible for the physical security of the City buildings, cameras and badges (used for door access), but not the alarm systems. Facilitator Busby advised the members that the agenda includes an Action Item: committee recommendation / comments on IT needs. She asked the committee members if they were ready to make some recommendations or comments addressing IT needs in their report for the City Commissioners. A committee member recommended not at this time Feedback from ADG (via Stephen Kallao) on the inclusiveness of the rough cost estimate of $3.2 - $3.6 million for the "Art Option" (Stephen Kallao) Mr. Kallao advised he has placed a call to Ian Reeves (ADG) to clarify the issue, but he has not spoken with him. KEY POLICE BUILDING COMPONENTS AND REVIEW OF THE SPATIAL ANALYSIS AND DRAWINGS OF THE "ART OPTION" (Commander Tiffany Layson, Art Corsano, Lance Wolfson, and Chief Mike Classey) Facilitator Busby explained that at the last meeting, Chief Classey was asked to compile a list of the functions he would prefer be in a new facility and the functions that could be located in renovated space. In response to that request, Commander Tiffany Layson made the following presentation on the "Essential Components of the Police Department" [handout]. Commander Layson explained the handout entitled, "Essential Components of the Police Department ". The handout listed eighteen functions of the police department. The first nine items are the components strongly recommended to be relocated to a new facility and are as follows: Records Division, Communications Division, Property & Evidence Section, Sally Port, Holding Cells, Patrol Division, Administrative Staff (Chief, commanders and administrative assistant), a Citizen Lobby with a private area referred to as a Safe Room, and the emergency generator. The following items, ten through eighteen, could conceivably be located in a renovated building: Detective Division, Computer Server Room, Animal Control Division, Locker Rooms, Armory, Training Room, Conference Room, Break Room, and Storage Rooms. Discussion ensued regarding holding cells and the number of arrests and length of time they are held in the holding cells. Chief Classey stated holding cells will be presented in detail next week. Some of the points noted in the discussion: During discussion, committee member's opinions varied on the committee's realm of responsibility. Comments made were as follows: the committee should decide on a footprint Chief Classey can work with and let the City Commission make the decision on the amount budgeted; the real variable is how big the committee thinks the building ought to be and to determine a budget for the Chief and experts to decide how much to spend for the square footage; it is not the committee's job to tell the Chief how to lay out his police department, how to run his police department or whether or not he March 29, 2012 Police Building Ad Committee Meeting Page 4 Week 6 gets a holding cell, it is the committee's job to examine the spatial analysis (ADG's spatial analysis was based on certain facts given to them.) The discussion evolved into consideration for the Fleet and Associates' option. One member explained the more square footage the committee can reduce, adding the additional square footage to the existing building should be considered (Fleet and Associates' option). Mr. Lindorff stated he is developing a spreadsheet using the space analysis given. He labeled a column "why" and in that column he is listing why those items are needed. It was agreed by the members that reducing the square footage in a plan will save construction and /or renovation costs. Mr. Smith reminded the committee the discussion started about the holding cells and sally port. A comment was made that the committee should have input on the sally port and holding cells. He recommended assigning officers two sets of leg irons rather than have holding cells. Mr. Kallao advised he contacted Fleet and Associates to inquire about plans for two one -story additions of 4,000 square feet added to the existing facility. Another member advised the options given to the committee have consisted of a two -story option of 14,000 square feet, then a one -story option and renovating the existing facility for a total of 15,000 square feet. He inquired if the conversation is regarding another option. The member responded the committee already has the Fleet and Associates footprint for two one -story additions to the existing facility. A member thought everyone agreed last week to request to see if the Chief's key police building components could fit in Art's footprint. It was mentioned that the citizens of Atlantic Beach do not want to take away from the park, do not want a 2 -story facility and do not want to spend five million dollars. Based on the spatial analysis, Mr. Kallao thought the two one -story additions to the existing building deserved another look. Other members were confused, recalling when the committee discussed the Fleet option, the committee decided not to consider that option due to the associated costs, such as relocating the police department for a year or so. Facilitator Busby interjected that there has been some discussion on the various options; the committee has not had a vote on definitely going with a particular option. Last week, the committee discussed whether it was worthwhile to ask Art Corsano, the Chief and the architect to sit down and draw out Art's blueprint. The committee felt this was a viable enough option, and that it was worthwhile to have the footprint drawn up. One member suggested moving forward with Art's option, since it appears to be the most viable option on the table. He recalled he wanted to take Fleet's option off the table due to the cost. A member said the City turned down Fleet's option, because it did not supply enough square footage to meet the police department's needs. Then, the City hired ADG to provide a plan. He advised the committee did not look at the cost of Fleet and Associate's option. Another member replied the committee did talk about the costs associated with the Fleet and Associates' option. Facilitator Busby gathered from the conversation that the committee members had good discussion last week and, as a committee, decided to go ahead and pursue Art's Option in a blueprint format, because it was thought to be a viable option. She summarized that some committee members are more sold on having a one -story building on the west side of the creek, other members want to see it sketched, but they are not yet sold on that option as the definite recommendation of the committee. She reminded the members that the committee has not voted on any option. She continued summarizing that some committee members are still listening to the information being presented and would like additional information to understand which option and to the determine the amount of square footage needed for the Police Department. March 29, 2012 Police Building Ad Committee Meeting Page 5 Week 6 The discussion continued regarding the Fleet and Associates option. One member advised the existing facility would need to be gutted and brought up to Building Code requirements. The square footage, including the grass, trees and the other side of the building would need to be measured to see if the option would be possible. The 4,999 square foot threshold was mentioned. It was suggested they research the cost for the two one -story additions and the cost to move the police department for whatever period of time. A member advised the cost in 2005 was 1.5 million dollars to add two additions, and he thinks both additions could be added without interfering too much with the daily function of the police department. A member commented the existing building would not meet modern policing standards. Facilitator Busby asked the committee if they wanted to continue the discussion on the Fleet option or if it would be helpful to go through the blueprints of Art's option. A member agreed to talk about Art's option, but he expressed his concern if Art's option does not pan out. One member felt it was late in the day to look at another option. Chairman Varney reminded the committee that the Commission communicated that the committee can extend their time if the majority of the committee voted to extend the time. A comment was made by a committee member that, if years ago the City considered Fleet and Associates' plans not a good option, then it probably is not a good option. It was decided in the discussion to delay the Fleet and Associates plan, but to keep it in mind as an option to consider later. Presentation of a feasible footprint of the "Art Option" [handout]. Volunteer architect Lance Wolfson presented his drawing of Art Corsano's option to scale as a footprint. Mr. Corsano thanked Lance Wolfson for the computer- assisted design. Mr. Art Corsano and Lance Wolfson have met several times with Chief Classey and Commanders Layson and Gualillo and Mr. Corsano advised the meetings were very constructive. Mr. Corsano explained the drawing of the new facility layout. They walked off the perimeter on the west side of the creek with a tape measure to ensure the plan was feasible. Mr. Corsano estimated the cost of his footprint to be approximately 3.4 million dollars. The total estimated cost was calculated by adding the square footage of the footprint, the $500,000 expense for site development plan and the estimated $300,000 for fixtures, furniture and equipment cost. The estimated cost includes the renovation of 4,999 square feet in the existing police facility. He explained renovation of more than 4,999 square feet of the existing building would trigger hurricane protection requirements for the entire building, and he prefers not to create that large of an expense. Chief Classey echoed Art's comments that they had productive meetings. He thanked Lance. Chief Classey advised he feels it is a very good preliminary drawing, but he noted minor changes will probably be made if the footprint is designed. He sees this concept as a feasible option. Discussion ensued. The square footage of the option is 8872.5 with an allowance of 1,000 square feet. A member wanted to clarify the lengthy conversation from last week regarding elevation, but a member advised the elevation of the building is an engineering decision of the designer and based on the Building Code requirements. Chief Classey advised that Mr. Mike Griffin, Building Official for the City of Atlantic Beach, will be in attendance at next week's meeting. The State of Florida's March 29, 2012 Police Building Ad Committee Meeting Page 6 Week 6 Building Code requirements were updated on March 15 and new flood plans were disclosed recently. He advised that Mr. Griffin was in Gainesville today learning how the new Building Codes would affect the City. He will be in attendance next week to answer the questions regarding Building Code requirements. Chairman Varney echoed committee members comments and expressed his appreciation to Lance for volunteering to draw the plans to scale, to Art for all of the work he did putting the concept on paper and addressing the issues, and to Chief Classey for his time in assisting this process. Chief Classey thanked his staff for their assistance. It was explained the handout is a drawn to scale footprint, not a blueprint. Chief Classey explained the reason the members did not receive a copy of the footprint earlier is that the copies were received less than an hour prior to the meeting. Discussion ensued regarding the dimensions of Art's Option. Not everyone was in agreement with the amount of space needed in the police department. While compiling the below list, the members discussed the impact of the park, parking spaces and the parking lot. The members agreed the parking lot needs a separate evaluation. Listed below are information requests, information to be shared for the next meeting: • a set of six blueprints of Art's Option, • Mr. Lindorff has a spatial study on an Excel spreadsheet that he has offered to share, • sally port - cost and information, • holding cells - cost and information, • lab - the police department's planned use for a lab that is drawn on the footprint, • Mr. Kallao volunteered to locate the site plan file, • After the site plan file is received, a request for an overlay of Art's plan shaded in overlapping ADG's plan, (It was suggested that this could be done utilizing a PowerPoint overlay.) and • The committee will make a recommendation to the Commission that the parking lot needs a separate evaluation. Mr. Keith requested to meet with a police commander in reference to a discrepancy of the arrest numbers. March 29, 2012 Police Building Ad Committee Meeting Page 7 Week 6 Wrap up (Tiffany Busby) Next meeting: Thursday, April 5 at 6:00 p.m. Schedule agenda items: Update on code considerations from COAB Building Official Mike Griffin. Discussion on sally port and holding cell statistics and needs. Review of action items. ADJOURN (Jack Varney) There being no further discussion, Chairman Varney declared the meeting adjourned at 8:23 p.m. Zi r ivr Varney, Cha man_ Minutes prepared by: Diane Graves'