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Agenda Council Agenda 060398 Special
f CITY COUNCI$, REGULAR MEETING, 12/3/92 Page 8 Council meeting. Vice Mayor Russo seconded the motion with the stipulation that a resolution be prepared similar to the one submitted by Councilman Jablin. The motion was unanimously approved. ITEMS BY MAYOR AND CITY COUNCIL PENDING LIST The Mayor asked that Council prioritize the 13 items on their workshop list in order to place them on the agenda. Coouncilwoman Monroe questioned the status of several items on the Workshop Pending List and suggested that staff bring to Council next week information on the following items: 1. LDR's, 2:. Facilities Plans /Space Allocations /Referendum, 7. Amendment tb Environmentally Sensitive Lands. Vice Mayor Russo suggested that the new Councilmembers be brought up to date on all the items. In order to expedite several items of the Workshop Pending List, Councilwoman Monroe suggested staff give Council information at the December 17th Council meeting on the following items: Curfew f--or Council Meetings, Emergency Medical Task Force, and Criteria for Evaluation of City Manager, Draft Policy for Reviewing the Current Planning and Zoning Time Frame for Minor Amendments. Council agreed to place the Facilities Plans /Space Allocations /Referendum on the December 10 meeting for discussion, time permitting. Councilwoman Monroe also suggested that staff contact other cities to see what format they use or what they have done concerning these items. All those wishing to address the City Council need to complete the necessary form (supply located in back of Council Chambers) and submit same to the City Clerk prior to the meeting being called to order. CITY COUNCIL SPECIAL MEETING CITY OF PALM BEACH GARDENS JUNE 3, 1998 7:30 P.M. L PLEDGE OF ALLEGIANCE II. ROLL CALL: Mayor Russo, Vice Mayor Furtado, Councilman Jablin, Councilman Clark, Councilman Sabatello III. AWARDING OF BIDS: Municipal Complex Construction Award to Low Bidder IV. ITEMS BY MAYOR AND COUNCIL: V. ITEMS FOR COUNCIL ACTION: 1. Consideration of Authorization for the City Manager to include Alternates and enter into a Contract for Construction of the Municipal Complex VI. ADJOURNMENT In accordance with the Americans with Disabilities Act and Florida Statute 286.26, persons with disabilities needing special accommodations to participate in this proceeding should contact James Waldron, Jr., no later than 5 days prior to the proceeding at telephone number (561) 775 -8255 for assistance; if hearing impaired, telephone the Florida Relay Service Numbers (800) 955 -8771 (TDD) or (800) 955 -8700 (VOICE), for assistance. If a person decides to appeal any decision made by the Council, with respect to any matter considered at such meeting or hearing, they will need a record of the proceedings, and for such purpose, they may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based. CITY OF PALM BEACH GARDENS CITY COUNCIL Agenda Cover Memorandum Date: May 29, 1998 Subject/Agenda Item: Award of General Contractor bid for the Municipal Complex construction project. Recommendation /Motion: To award to the lowest and qualified bidder: Suffolk Construction Company Reviewed by: Originating Dept.: Costs: $12,226,124.00 Council Action lacking any alternates City Attorney Finance Department Total [ ] Approved Finance $ [ ] Approved w/ conditions Current FY ACM [ ] Denied Advertised: Human Res. Funding Source: [ ] Continued to: Attachments: Other Date: [ ] Operating Paper: [ x ] Other Bond I/ Staff Report [ ] Not Required 2/ Est. Cost Summary Submitted by: Paul Friedman, Affected parties Budget Acct. #:: Mgt. Administrator [ x ] Notified [ ] None Approved by: City Manager [ ] Not required BACKGROUND: The City advertised for general contractor firms to construct all components of the new municipal complex to include Gardens Park. As a result 10 bids were received. Evaluations were conducted by the construction management firm of O'Donnell, Naccarato and Mignogna as well as the MCAT Team. As a result of this process staff {MCAT] and the construction management firm { ON &M] recommend that the City accept and contract with the lowest and qualified bidder, Suffolk Construction Company for general construction services. Memorandum To: Bobbie Herakovich, City Manager From: Paylyriedm1n, Management Administrator Subject: Staff Report: Construction Award [ Municipal Complex Project ] Enclosures: a] Estimated Cost Summary Date: May 29,1998 The City advertised for general contractor firms to construct all aspects of the Municipal Complex project. The RFP [Request for Proposal] was drafted in conjunction with guidance from the City Attorney, Finance Director, Architects Design Group, Inc., the construction management firm of O'Donnell, Naccarato and Mignogna as well as the MCAT Team. As a result of advertisements through the trade a total of 10 bids for this service was received. Prior to the bid process initiating, ON &M conducted a full estimate of the project to assist the City in formulating the process prior to the opening of the bids. On Tuesday, May 26, 1998 at 2:00 p.m. these sealed bids were opened and published in accordance with prescribed procedure by the Finance Director, Kent Olson. The base bids recieved are as follows: Suffolk Construction O'Connor & Taylor Collage Companies Hewett - Kier James B. Pirtle CR Klewin Callahan & Sons AFCO Constructors Danville - Findorff Weitz Company $12,226,124.00 12,290,490.00 12,395,000.00 12,949,000.00 13,000,000.00 13,150,841.00 13,263,000.00 13,350,000.00 13,900,000.00 14,970,000.00 A comprehensive check of references on behalf of ON &M and a review session by members of the MCAT team yielded a staff recommendation that the low bidder receive this award. It is the MCAT and Construction Managers' recommendation that the general contractor award for this project be awarded to the low and qualified bidder, Suffolk Construction Company for a base bid of $12,226,124.00 lacking the addition of any alternates. Alternates in conjunction with the low base bid would yield a total construction cost of $13,132,520.00 if all alternates were accepted as follows: Window Impact Glazing: Utilized on all buildings in lieu of hurricane shutters [ a staff intensive time element if in fact a storm or hurricane was forecast]. Also eliminates the need to store shutters. Plaza Fountain: A focal point element of the architectural design located in the plaza area. Tree Grates: Installed around the base of every tree in the plaza area to aid in watering and tree growth. Port' Cochere: This alternate allows the widening of this element to accommodate two way traffic rather than single way traffic. Landscaping Allows for full landscaping plan to be implemented at the time of construction. East and West Parking Lots: Allows for the construction of all parking lots at the time of construction for the entire project to include Gardens Park element. Aluminum Light Poles: These poles include concrete bases which offer more rigidity and higher wind loads. Cable Trays: Interior design element to accommodate telecommunications throughout all buildings. These trays are located in the ceiling areas and allow for easy access for all low voltage wiring which will serve phone, computer cabling and repair of same. Walkway Extension: A design element composed of paver bricks which extend from the plaza to Military Trail so that pedestrians can gain access to the Plaza area rather than walk to Burns Road entry to gain access to the complex. Netting: This netting would be used on all ball fields in Gardens Park. Installation would eliminate foul and errant balls hitting concession stands, walkways and parking lot areas. Please note that the original projected construction budget in June 1996 was $14,514,404.00 and the February 1998 budget construction budget estimate was $14,602,000.00. With these alternates the construction budget remains $1,469,480.00 below the original 1996 budget estimate as well as the February 1998 construction estimate. cc: file /mcat58 MAY 28 '98 03 :19PM ODONNELL NACCARATO & MIGNOGNA Lis O'DONNELLr NACCARATO & MIGNOGNAt INC. May 27, 1998 Ms. Bobbie Herakovich, City Manager City of Palm Beach Gardens 10500 North Military Trail Palm Beach Gardens, FL 33410 Re: Palm Beach Gardens Municipal Complex Project No.: 998.001 Dear Bobbie, P.2 WILLIAM C. MIGNOGNA, P.E.. FXESIU.'� T DWAYNE R. JACKSON, P.F., AS,SOCIAs F After careful review of the bids for the Palm Beach Gardens Municipal Complex, we recommend awarding the contract to Suffolk Construction Company. Sincerely, O'DONNELL, NACCARATO & MIGNOGNA, INC. William C. Mignogna, P.E. President WCM /ajc 1665 PALM BEACH LAKES BOULEVARD • SUITE 800 • WEST PALM LiVACH, FL 33401 • 561- 471 -5166 4, FAX 561- 471 -044:: PHILADELPHIA, PA • 215- 925 -3788 MAY 28 '98 03 :18PM ODONNELL NACCARATO & MIGNOGNA f O'DONNELL, N May 27, 1998 ARATO & MIGN( Mr. James F. Fayette, V.P. Florida Operations Suffolk Construction 3801 P.G.A. Boulevard, Suite 1002 Palm Beach Gardens, Florida 33410 Re: Palm Beach Gardens Municipal Complex Palm Beach Gardens, Florida Project No.: 998.001 P.1 WILLIAM C. NIGNOGNA, P.E., PRLSIU.N'I DWAYNr. I., JACKSON, P.E., ASSOO'Oc We would like to inform you that after reviewing all of the bid proposals, you are the apparent low bidder on the base bid requirements on the above - mentioned project. Let this serve as a notice that we have recommended to the City to award the contract to Suffolk Construction Company on Wednesday evening of June 3, 1998. Please feel free to contact us should you have any further questions regarding this matter. O'DONNELL, NACCARATO & MIGNOGNA, INC. t William C. Mignogna, P.E. President WCM/bam C' Ms. Bobbie Herakovich, City Manager - City of Palm Beach Gardens Mr. Jack Hanson, Building Official - City of Palm Beach Gardens 1665 PALM BEACH LAKES BOULEVARD • SUITE 800 • WEST PALM 14ACH, FL 33401 - 561 - 471 -5'166 O FAx 561 - 471 -0442' PHILADELPHIA, PA • ::15. 925.3788 SECTION 00300 (REVISED) BID FORM PROPOSAL TO CITY OF PALM BEACH GARDENS City Council City of Palm Beach Gardens, Florida Submitted (Date): MAY 26, 1998 Re: Palm Beach Gardens Municipal Complex The undersigned, as Bidder, hereby declares that the only person or persons interested in the Proposal as principal or principals is or are named herein and that no other person than herein mentioned has any interest in the Proposal or in the Contract to be entered into; that this Proposal is made without connnection with any other person, company, or parties, making a bid or proposal; and that it is in all respects fair and in good faith, without collusion or fraud. The Bidder further declares that it is familiar with the local conditions affecting the cost of the work and with the Drawings and Specifications prepared by Architects Design Group, Inc. and has satisfied itself relative to the work to be performed and the schedule for completion. In compliance with the requirements of the Bid Documents, Bidder hereby submits a Base Bid which is comprised of the sum total fo the four (4) Project Componentt Bids set forth in Part B herein. Bidder acknowledges that City shall award a Contract to the lowest responsive and responsible Bidder based upon theBase Bid, provided the Base Bid does not excced the funds available. Having determined the lowerst responsive and responsible Bidder based upon the Base Bid, the City will determine which, if any, Alternates, as set forth in Part C herin, the City will elct the Bidder to perform. Bidder acknowledges that city reserves the right to reject all Alternates. Bidder acknowledges that City reserves the right to reject one or more of the Project Components if it is in the City's best interest or in the event the lowest responsive and responsible Bidder's Base Bid exceeds the funds available. The deletion of a Project Component whall delete the cost of that Project Component as set forth by the Bidder in Part B herein. PART A - BASE BID Forthhe lump sum of ►�'� ��e ���lf l ;Y1 Tit: �.I,t.tci���+t�c'Vtj �i'�c�1 �Gl C1' Nt:�. which sum is designated the Base Bid, whicFi includes all allowances, the Bidder, proposes and agrees to furnish all plant, labor, material, Bid Form 00300 -1 562 -96 © A.D.G., Inc. 1998 services and equipment, and perofrm the work required for construction of the City of Palm Beach Gardens Municipal Complex in full and complete accordance with the Contrct Documents, including any addenda issued, to the satisfaction of the City of Palm Beach Gardens and proceeds with definite understanding that no money will be allowed for extra work except as set forth in the proposed Contract Documents. PART B - PROJECT COMPONENT BIDS The Base bid is derived as the sum of the following Project Component Bids: Police Department Parect Component - For the sum of f(- w f��:►I,o� ($ ui, MY� 756 5 T�which sum is designated fhe Police Department project component Bid, the Bidder, proposes and agrees to furnish all plant, labor, material, services, supplies and equipment, and perform the work required for construction of the police Department, a Project Componenet of the City of Palm Beach Gardesn Municipal Complex, in full and complete accordance witht he Contract Documents pertaining to that Project Component, including any addenda issued, to the satisfaction of the City of Palm Beach Garrdens and proceeds with a definite understanding that no money will be allowed for extra work except as set forth in the proposed Contract Documents. 2. Administr tion Buildingg Project Comp -o - For the surn of f L u ( �1,, l E Z 1� i i«.i. fi ($ ! { ="(j 7 =� �j, which sum ,ts designated the Administration Building Project Component Bid, the Bidder, proposes and agrees to furnish all plant, labor, material, services, supplies and equipment, and perform the work required for construction of the Administration Building, a Project Componenet of the City of Palm Beach Gardesn Municipal Complex, in full and complete accordance witht he Contract Documents pertaining to that Project Component, including any addenda issued, to the satisfaction of the City of Palm Beach Garrdens and proceeds with a definite understanding that no money will be allowed for extra work except as set forth in the proposed Contract Documents. 3. F' a Stai,o n Project Compoxent_- For the surd of L -L ' -t -A- !_c.1 which sum is designated the Fire Station Project Component Bid, the Bidder, proposes and agrees to furnish all plant, labor, material, services, supplies and equipment, and perform the work required for construction of the Fire Station, a Project Componenet of the City of Palm Beach Gardesn Municipal Complex, in full and complete accordance witht Bid Form 00300 -2 562 -96 © A.D.G., Inc. 1998 he Contract Documents pertaining to that Project Component, including any addenda issued, to the satisfaction of the City of Palm Beach Garrdens and proceeds with a definite understanding that no money will be allowed for extra work except as set forth in the proposed Contract Documents. 4. Recreational Facilities Project CoMponent - For the sum of ;( m t 11 1 c � _ Fol f' vt i.t ($ 2- '�I�' '5LAii-tl4'wiiich sum is designated the Recreational Facilities Project Component Bid, the Bidder, proposes and agrees to furnish all plant, labor, material, services, supplies and equipment, and perform the work required for construction of Recreation Facilities, including Site Work and Demolition for the entire site, a Project Componenet of the City of Palm Beach Gardesn Municipal Complex, in full and complete accordance witht he Contract Documents pertaining to that Project Component, including any addenda issued, to the satisfaction of the City of Palm Beach Gan-dens and proceeds with a definite understanding that no money will be allowed for extra work except as set forth in the proposed Contract Documents. PART C - ALTERNATE BIDS Alternate bids as required and described in the Specifications under "Alternate" are as follows: Bid security in an amount equal to 5% of the total bid proposal is enclosed with the Bid Form 562 -96 © A.D.G., Inc. 1998 00300 -3 ADD DEDUCT 22, Alternate No. 1 (metal barrel stle roof) Alternate No. 2 yc(,- G U ' 3),-Acl cc (impact resistant glazing) c - Alternate No. 3 (aluminum strom shutter) Lm I- �1 • CC Alternate No. 4 (aluminum lite poles) 7ti. c) �C - %cC Alternate No. 5 (circular plaza fountain) Rc , �:�1`1 C.C. Altemtae No. 6 (center spline cable trays) M y °c Alternate No. 7 (not used) C. c C C. v C Alternate No. 8 (recyclabe tree grates) $, �S� • �'�' Alternate No. 9 (not used) C . Alternate No. 10 (plaza walk extensions) y(cf '?,`��1. cc' Alternate No. 11 (C. H. Porte' Cochere) 1 ; a �, C, 3: Cc' Alternate No. 12 (protective netting) ° t (4 ; �(% < Alternate No. 13 (landscaping) f . I (c� CC' Alternate No. 14 (parking lot west of I;5q Cl ball field #8) -CC Alternate No. 15 (parking lot east of fl ball fields #1 and 2) Y� 4 2'2. c c, Bid security in an amount equal to 5% of the total bid proposal is enclosed with the Bid Form 562 -96 © A.D.G., Inc. 1998 00300 -3 understanding that this proposal shall remain in effect for a period of sixt (60) days commending at the time of bid opening. The Bidder further proposes and agrees to commence work under the Contract on the day after the Notoce to Proceed is issued and shall substantially comlete all work therunder within Five Hundred Forty -One (541) calendar days as defined herein. Fianl completion shaal occur within Thirty (30) calendar days follwoign Substantial Completion. The Bidder shall submit the List of Subcontractors including Materialmen with the Bid at the bid opening. Acknowledgment is hereby made of receipt fo the following addenda issued during the bidding period: Addendum No. 1& 1A Dated: MAY 8 & 11, 1998 Addendum No. 2 Dated: MAY 12, 1998 Addendum No. 3 Dated: MAY 13, 1998 Addendum No. 4 Dated: MAY 13, 1998 Addendum No. 5 Dated: MAY 18, 1998 (If Bidder is individual, sign on this line) (If Bidder is partnership, fill in name of partnership, following by the signature of the partner signing.) Bid Form 00300-4 Signature Name Partnership Name By: Official Title 562 -96 © A.D.G., Inc. 1998 (Names and Adresses of all Parnters) (If Bidder is a corporation fill in the name of the corporation, followed byt he signature and title of the officer signing.) (Names and Addresses of all Officer) Business Address of Partnership SUFFOLK CONSTRUCTION COMPANY, INC. Corporation Name By: (MIC8/PRESIDENT-t- ORIDA OPERATIONS Official Title 3801 PGA BLVD., SUITE 1002 PALM BEACH GARDENS, FL 33410 Address State of FLORIDA , and authorized by law to make this bid and perform all work and furnish materials and equipment required under the propsed Contract Documents. Florida Cosntruciton Industy Licensing Board Certificaiton No. CGC 047581 PALM BEACH County Certificate of Competency No. CGC 047581 PALM BEACH County Occupational Llicense No. 1263 Attach copy of all. Bid Form END OF BID FORM 00300 -5 562 -96 © A.D.G., Inc. 1998 LIST OF PRE - QUALIFIED SUBCONTRACTORS SITEWORK CONTRACTOR 2IC BAK SPRIG CONTRACTOR a4 h R o r ROOFING CONTRACTOR 2cc� f 11 '�cr v PLUMBING CONTRACTOR HVAC CONTRACTOR 1 _ ELECTRICAL CONTRACTOR Sir -1sl �c�`�r Four Generations of Quality Construction 3801 PGA Boulevard, Suite 1002 . Palm Beach Gardens, FL 33410 . Tel: (561) 625 -4111 Fax: (561) 625 -0707 SECTION 00+10 APPROVED BID BOND (Construction) STATE OF FLORIDA COUNTY OF PALM BEACH CITY OF PALM BEACH GARDENS Know all men by these presents, that weSuffolk Construction Company, Incas Principal, and St. Paul Fire & Marine Ins. Co. as Surety, are held and firmly bound unto the City of Palm Beach Gardens in penal sum of FIVE PERCENT OF THE VALUE OF THE ATTACHED BID Dollars ($---- ----- 5 %---- - - - - -) lawful money of the United States, for the payment of which sum well and truly to be made, we bind ourselves, our heirs, executors, administrators, and successors, jointly and severally, firmly by these presents. The condition of this obligation is such, that whereas the Principal has submitted the accompanying bid, dated May 26 1998 for the Palm Beach Gardens Municipal Complex. Now, therefore, if the Principal shall not withdraw said bid within sixty (60) days after the date of opening of the same and shall within ten (10) calendar days after the prescribed forms are presented to him for signature, enter into a written Contract with the City of Palm Beach Gardens, in accordance with the bid as accepted, and within three (3) days of entering said Contract shall give a band with good and sufficient surety or sureties, and provide the necessary Insurance Certificates, as may be required, for the faithful performance and proper fulfillment of such Contract, or in the event of the withdrawal of said bid within the period specified, or the failure to enter into such Contract and give such bond or insurance within the time specified, if the Principal shall pay the City the difference between the amount specified in said bid and the amount for which the City may procure the required work and supplies, if the latter amount be in excess of the former, then the above obligations shall be void, and of no effect-otherwise to remain in full force and virtue. In witness whereof, the above bounden parties have executed this statement under their several seals this 26th day of May 1998, the name and corporate seal of each corporate party being hereto affixed and these presents duly signed by its undersigned representative, pursuant to authority of its governing body. In Presence Of: (Address) (Address) (Seal) (Individual Principal) (Seal) (Business Address) ' (Seal) (Individual Principal) (Business Address) 562 -96 0 A.D.G., Inc. 1998 00410 -1 Bid Bond To me well known, who being by me first duly sworn upon oath says that he is the attorney -in- fact for the St. Paul Fire & Marine Ins. Co. and that he has been authorized by St. Paul Fire & Marine Ins. Co. t0 execute the foregoing bond on behalf of the Contractor named therein in favor of the City of Palm Beach Gardens, Florida. Subscribed and sworn to before me this 26th day of. May A.D., 1998. Countersigned By Florida Notari F�iJtS�ic,- ate of Florida a~ t ge Resident Agent My Commission Expires §C)- My Corn,ERBY waRl son dgd s Exp. 8/09/20 00 0 N%"°".ry �� �n8 D t 562 -96 0 A.D.G., Inc. 1998 00410 -3 Bid Bond 'Certltled Copy SEABOARD SURrff CO&VANY 2T- 2703 No. 13492 ADMINISTRATIVE OFFICES, BEDMINSTER, NEW JERSEY POWER OF ATTORNEY KNOW ALL MEN BY THESE PRESENTS: That SEABOARD SURETY COMPANY, a corporation of the State of New York, has made, constituted and appointed and by these presents does make, constitute and appoint Jean M. Feeney or Kevin A. White or Michael J. Cusack or Rosella E. Bush of Boston, Massachusetts its true and lawful Attorney -in -Fact, to make, execute and deliver on its behalf insurance policies, surety bonds, undertakings and other instruments of similar nature as follows: Without Limitations Such insurance policies, surety bonds, undertakings and instruments for said purposes, when duly executed by the aforesaid Attorney -in -Fact, shall be binding upon the said Company as fully and to the same extent as if signed by the duly authorized officers of the Company and sealed with its corporate seal; and all the acts of said Attorney -in -Fact, pursuant to the authority hereby given, are hereby ratified and confirmed. This appointment is made pursuant to the following By -Laws which were duly adopted by the Board of Directors of.the said Company on December 8th, 1927, with Amendments to and including January 15, 1982 and are still in full force and effect ARTICLE VII. SECTION 1: "Policies, bonds, recognizances, stipulations, consents of surety, underwriting undertakings and Instruments relating titereto. Insurance policies, bonds, recognizances, stipulations, consents of surety and underwriting undertakings of the Company, and releases, agreements- andother writings relating in any way thereto or to any claim or loss thereunder, shall be signed in the name and on behalf of the Company - (a) by the Chairman of the Board, the President, a Vice - President or a Resident Vice - President and by the Secretary, an Assistant Secretary,-it Resident Secretary or a Resident Assistant Secretary; or (b) by an Attorney -in -Fact for the Company appointed and authorized by the Chairman of the Board; the President or a Vice - President to make such signature: or (c) by such other officers or representatives as the Board may from time to time determine. - == The seal of the Company shall if appropriate be affixed thereto by any such officer, Attomey -in -Fact or representative." IN WITNESS WHEREOF, SEABOARD SURETY COMPANY has caused these presents to be signed by one of its Vice Presidents, and its corporate seal to be hereunto affixed and duly attested by one of its Assistant Secretaries, this . A8�__.._.._ dayof ............ ... . >..__....._....._....._._... 19 .... 9. NO SURfryC °; Attest: SEA ARD SURETY COMPANY, W 1927 I _� B r a ~ (Seal) ��rF00,11o" Seal . ............... -- -- --•--- •- -....... � -y - - -- ---- ------,_--- -_.... ._..._..-----------•-----•------ -- ..................... ssistant Secretary Vice - President STATE OF NEW JERSEY � : COUNTY OF SOMERSET On this .............. 29#1 ....... day of ..... _. - -.... ----- une.- •-- ••----- .-- _.---------- - - - - -- 19- 9S before me personally appeared ...... .. ..... ............. .__. ...--------...-------------•----------- .................._._.. a Vice - President of SEABOARD SURETY COMPANY, with whom I am personally acquainted, who, being by me duly sworn, said that he resides in the State of -. . Jersey. - - -- ; that he is a Vice- President of SEABOARD SURETY COMPANY, the corporation described in and which executed the foregoing instrument; that he knows the corporate seat of the said Company; that the seal affixed to said instrument is such corporate seal; that it was so affixed by order of the Board of Directors of said Company; and that he signed his name thereto as Vice - President of said Company by like authority. r gELINDA FAME LEE 4 rf (Seal) : r+orxRr NOTARY PUBLIC OF NEW JERSEY My Coatfnission Expires Sept. 9,1998 vuEUc y� Notary Public Nf�+�t° CERTIFICATE 1, the un ned Assistant Secretary of SEABOARD SURETY COMPANY do hereby certify that the original Power of Attorney of which the foregoing is a full, true and correct copy, is in full force and effect on the date of this Certificate and I do further certify that the Vice - President who executed the said Power of Attorney was one of the Officers authorized by the Board of Directors to appoint an attorney -in -fact as provided in Article VII, Section 1, of the By -Laws of SEABOARD SURETY COMPANY. This Certificate may be signed and seated by facsimile under and by authority of the following resolution of the Executive Committee of the Board of Directors of SEABOARD SURETY COMPANY at a meeting duty called and held on the 25th day of March 1970. "RESOLVED: (2) That the use of a printed facsimile of the corporate seal of the Company and of the signature of an Assistant Secretary on any .. certification of the correctness of a copy of an instrument executed by the President or a Vice - President pursuant to Article VII, Section 1, of the By-Laws appointing and authorizing an attorney -in -fact to sign in. the name and on behalf of the Company surety bonds, underwriting undertakings or :other instruments described in said Article VII, Section 1, with like effect as if such seat and such signature had been manually affixed and made, hereby is _ authorized and-approved." IN WITNESS WHEREOF, I have hereunto set my hand and affixed the corporatq seal of the Company to these presents is ................. ......6.... day of ..................... �4yr---- - - - - -- 19.98 - a 1927 Assistant Secretary Form 967: For verification of the autlhent9c: y of this mower of Attorney you .ray tail. coiled, 908 -858 -3500 and ask for Ute Power of .Attorney clerk. Pease =sfer to the Powc of Attorney cumber, ihs above named individuals and details of the be ^r, to 'Afl t; the power is attached. in New York, Cial 212 - 827 -54A.A. CITY COUNCIL REGULAR MEETING 3/5/98 PAGE 7 Ordinance 5, 1998 Roxanne Manning, Growth Management Director, reviewed the outdoor seating ordinance. Ed Oliver, representing Riverhouse Restaurant, requested that the Council postpone Ordinance 5, 1998 and rewrite it to include additional language to address stand -alone theme and speciality restaurants. After discussion by the City Council, the first reading of Ordinance 5, 1998 was postponed until the March 19, 1998 Council meeting to allow the City Attorney and staff to include additional language. CITY MANAGER City Manager Herakovich stated that the Election next week would not be shown on the County's Channel 20. Ms. Herakovich stated that Judge Colbert would be at the March 19, 1998 Council meeting to swear in the elected Councilmembers. Ms. Herakovich stated that of the total number of applications received for the Fire Chief position, 18 were selected in the first round. Ms. Herakovich stated that she would be meeting with Slavin and Associates to narrow the number of applicants to 6 to 8. Ms. Herakovich stated that Bahareh Keshavarz, Growth Management Department, had been promoted to the position of Planner II/Current Planning which would include the development compliance responsibilities. Ms. Herakovich stated part of the design process, staff in conjunction with the construction manager, determined the need to reconfigure the interior space of the Municipal Complex. Ms. Herakovich stated that staff was seeking Council approval to make the design change now rather than to request a more costly change order in the field later. Councilman Clark made a motion, seconded by Councilman Jablin to approve staff recommendation to reconfigure the interior space of the Municipal Complex. The motion passed unanimously. ITEMS BY MAYOR AND COUNCIL: Councilwoman Monroe Councilwoman Monroe stated that Council received a memo from City Clerk Linda Kosier regarding the enforcement of advisory board disclosures. She stated that if advisory board members do not comply CITY COUNCIL WORKSHOP, 2/26/98 3 New Complex Phasing Plan Kevin Radigan of Architects Design Group addressed the City Council regarding the phasing plans for the new municipal complex. Mr. Radigan stated that one phasing alternative would maintain 6 of the 8 tennis courts until March, 1999, by redoing the phasing of the ballfields. The phasing of the entire project would provide for the following order of completion: Gardens Park/Fire Station; Police Department/City Hall; City Center/Parking/Plaza. Mayor Russo expressed his displeasure with not knowing the additional cost for maintaining the tennis courts by leaving the completion of the one ballfield until later in the development plans. Vice Mayor Furtado agreed with Mayor Russo, stating that future reports to Council should contain all the facts, including costs. Councilman Clark and Councilwoman Monroe stated that they preferred that alternatives be presented for Council consideration before ADG worked cost estimates. Mr. Radigan stated that the cost estimated for the entire project, based upon the 75% complete plans was under budget at a cost of $15,163,645.00. Mr. Radigan pointed out that they had been working with a figure of $15,248,211.00, however, the project now had $210,000 in alternates. Mr. Radigan stated that at the next meeting with the City Council he would discuss the Sales Tax Savings Exemption Plan. It was suggested that another workshop meeting be held on March 26, 1998. 800 MHZ North County Communication Tower Location Audrey Wolfe, Director of Facilities Development for Palm Beach County, made a presentation to the City Council regarding the need for a tower to complete the County's 800 MHZ trunked radio system to reduce congestion and coverage inadequacies of the existing radio systems and to provide communications between the Sheriff's Office, Fire Rescue and local government agencies for joint operations and mutual assistance. Ms. Wolfe presented three sites that were determined to meet the needs for the proposed tower. These sites include the North County Courthouse Annex, Burns Road (immediately east of the City's soccer fields) and Seacoast Utilities on Hood Road. Several suggestions were made, including locating a tower on the S� CITY COUNCIL REGULAR MEETING 2/19/98 Page 3 advisory board committee members, and outgoing Councilwoman Monroe had been scheduled for March 11, 1998 from 5:30 p.m. to 7:30 p.m. Ms. Herakovich stated that a public hearing had been scheduled by FDOT for the PGA Boulevard and Alternate AlA reconfiguration which would be held on February 26 and March 12. Ms. Herakovich stated that staff would be attending the meetings. Ms. Herakovich stated that she attended the PGA CAN meeting and that there was a request to place the consideration of no objection to the issue of PGA gates on an upcoming agenda. Ms. Herakovich stated that Paul Friedman, Management Administrator, attended the Boca Raton meeting on the FEC train whistle. Mr. Friedman presented a brief report of the meeting to the Council. Mr. Friedman presented an update on the Municipal Complex project. He stated that staff had received the 95% drawings which were being reviewed by Jack Hanson, Building Official, and Bill Mignogna's firm. Mr. Friedman stated that they would be meeting with the Art Advisory Board soon to discuss art in public places. He stated that the City Engineer and ADG's Civil Engineer had met to discuss site plan issues. Mr. Friedman stated that the Technical Services Committee was evaluating hardware choices. Mr. Friedman stated that positive meetings had been held with the Fire Department to discuss relocating the fire staff to the church property until the completion of the remodeling of the fire station. He stated that the Fire Department staff would be moved into the church property by May 15, 1998 so that construction could start concurrently. Ms. Herakovich stated that ADG would be at the February 26, 1998 workshop to present an update of the project. Mr. Friedman stated that the construction documents were being reviewed by the City Attorney as well as being reviewed by another firm. He stated that the City Forester had been working with the landscape architecture. Mr. Friedman stated the construction manager would be reviewing invoices from the architects and all vendors before they are submitted for payment. Staff, MCAT and ADG will hold a 95% completion meeting on March 3, 1998. Mr. Friedman stated that a general contractor from Bill Mignogna's firm, who had a CITY COUNCIL REGULAR MEETING 2/19/98 AWARDING OF BIDS: Page 4 tremendous amount of construction experience and had worked on numerous number of public projects, had been added to the MCAT Team. Mr. Friedman stated that the City had to contract out for an outside asbestos abatement investigation and as a result of the investigation learned that asbestos was present in all buildings at minimal levels. Mayor Russo requested that Council be presented with an asbestos report at the next meeting. Mr. Friedman stated that there were two formats of asbestos; air borne which was of danger, and nonfriable, which was found in ceilings, tiles, linoleum and dry wall compound. He stated that as long as the nonfriable absetos was not disturbed, there was no problem, in that the asbestos found at City Hall was of the nonfriable kind. EAP Request, for Proposal Councilwoman Monroe made a motion to approve the awarding of the RFP for Employee Assistance Program to The Children and Family Services of Palm Beach County, in the amount of $8,112. The motion was seconded by Councilman Clark and unanimously carried. Dump Truck Councilwoman Monroe made a motion to approve staff s recommendation to piggy -back off Palm Beach County Fleet Management contract and award the bid for a one ton dump truck to Ed Morse Chevrolet in the amount of $29,586. The motion was seconded by Councilman Clark and unanimously carried. ITEMS BY MAYOR & COUNCIL: Councilwoman Monroe Councilwoman Monroe stated that there was a Beautiful Palm Beaches grant opportunity available and presented staff with the information. In response to a question by Councilwoman Monroe, Ms. Herakovich stated that the mockup version of the City sign would be presented at the February 26, 1998 Council workshop. Councilman Jablin Councilman Jablin stated that he attended the CAN Annual meeting and that City Manager Herakovich and staff did a great job of presenting where the City was with the municipal complex project. CITY OF PALM BEACH GARDENS CITY COUNCIL WORKSHOP MEETING JANUARY 29, 1998 The January 29, 1998, Workshop Meeting of the City Council of the City of Palm Beach Gardens, Florida, was called to order at 6:30 p.m. in the City Council Chambers of the Municipal Complex located at 10500 North Military Trail, Palm Beach Gardens, Florida; and opened with the Pledge of Allegiance to the Flag. ROLL CALL: The following elected officials were found to be in attendance: Mayor Joseph R. Russo, Vice Mayor Lauren W. Furtado, Councilwoman Linda Monroe, Councilman Eric Jablin and Councilman David Clark. PRESENTATIONS: Municipal Complex Update City Manager Herakovich stated that representatives from Architect Design Group were in attendance tonight to present a progress report and review specifics of the layout of the municipal complex and answer any questions. Kevin Ratigan with Architects Design Group presented the Council with an agenda of the items to be discussed. The first item on the agenda was the status of the project and an update, second item were issues associated with the council assembly chamber, minority business bidding process and the roof. Mr. Ratigan stated that Bill Mignogna the construction manager was in attendance and Paul Friedman, Management Administrator, who would discuss the minority bidding procedures. Mr. Ratigan stated that the schedule had been revised after a meeting with staff and the construction manager. He stated that staff would be reviewing the work in more detail for the City. Mr. Ratigan stated that the schedule was generated in order to start the recreation facility after the season ends using that as the drop dead date to began construction, and also to determine the time frame for issuance of permits in order to have them in place before the start of construction. Mr. Ratigan stated that the formal submittal to Planning and Zoning, which will be reviewed by the Development Review Committee at February 3, 1998 meeting, would be presented to the Planning and Zoning Commission at the February 10, 1998 meeting. Mr. Ratigan stated that they would like to return to the City Council on February 19 or February 26 for site plan approval. Mr. Ratigan stated that an CITY COUNCIL WORKSHOP 1/29/98 Page 2 update of the documents have been submitted to Bill Mignogna's firm for review. He stated that Mr. Mignogna assessed that the documents were between 75% and 80% complete. Mr. Ratigan stated that the project should be issued for bid by the end of March. Mr. Ratigan stated that the firm had met with City Attorney Bill Hyland to discuss the construction contract. Mr. Ratigan stated they would like to present the Council with a contract to award construction for approval at the beginning of May and after award of the contract, began construction of the baseball fields the first of June. In response to a questions by Mayor Russo, Mr. Ratigan stated that the tennis courts would be lost the end of May and that the baseball fields should be completed by the end of December. He stated that barring any unforeseen disasters, the baseball fields should be completed by the end of December. In response to a question by Mayor Russo, Mr. Ratigan stated that the bid would be bid as one contract. He stated that they would consider asking for separate bid prices for the recreation facility improvements so that if the bid came in over budget, construction on the recreation facility would not be delayed. In response to a question posed by Councilwoman Monroe, Mr. Ratigan stated that the staging area would house construction trailers, plumbing and electrical contractor's stock material, construction steel, as well as other materials. In response to a question by Councilwoman Monroe, Mr. Ratigan stated that one of the possible uses for the church would be to house fire department staff in order to vacate the fire station which would allow the contractor to go in and complete the fire station without having to work around existing operations. City Manager Herakovich stated that staff would continue to look at alternatives for keeping the existing tennis courts at their current location longer as long as possible. William Mignogna, construction manager, stated that if the staging area were separate from the construction site, it would add dollars to the budget. Vice Mayor Furtado expressed her dissatisfaction with staff for not planning ahead for the relocation of the tennis programs and other CITY COUNCIL WORKSHOP 1/29/98 Page 3 services that may have to be dislocated during the construction. She stated that the City of Palm Beach Gardens is a recreation oriented community and that these issues should have been addressed earlier in the planning process. Vice Mayor Furtado stated that she does not want to see any more mayor issues arise that have not been planned for and that we should not make commitments to residents that can not be kept. City Manager Herakovich stated that monthly updates of the municipal complex would be included in the monthly report to the Council. Ms. Herakovich also stated that until the geometry of the site was established, the boundaries of the site were not known. She stated that staff and the architects had gone through a survey process and prepared a legal description of the site. Ms. Herakovich stated that until overlays were prepared, there was no way of knowing how things would fit on the site. Kevin Ratigan stated that different scenarios would be looked at as the project evolved and that construction of the municipal complex was a complicated project. Mayor Russo stated that the Council would like staff to provide an update on the project at each Council meeting. City Manager Herakovich stated that once the phasing project had been determined that staff would add the monthly update of the municipal complex as an item on the agenda. Dale Caippetti presented the Council with a diagram and description of the proposed Council assembly room and also provided an update on the Council assembly functional plan including the arrival /gathering entry, assembly entrance, Council dais, audio /visual control, presenter options, assembly and large video display. RECESS: The City Council recessed the Council Workshop at 7:45 p.m. RECONVENE: The City Council reconvened the Council Workshop at 8:57 p.m. Kevin Ratigan stated that at the last meeting with the Council they had presented some advantages and disadvantages with the clay tile roof, S- shaped metal roof and concrete roof. He stated that ADG had proceeded with the construction documents detailing the roof around the clay tile roof. CITY COUNCIL WORKSHOP 1/29/98 Page 4 In response to a question by Councilman Clark, Mr. Ratigan stated that he believed that the budget would allow for the clay tile and recommended that the Council bid the s- shaped metal roof as an alternate. After much discussion regarding the different types of roof tiles, it was the consensus of the City Council to bid the clay tile in the base bid and to bid the s- shaped metal roof as an alternate. MINORITY BUSINESS Paul Friedman, Management Administrator, stated that the Construction Manager, legal staff and MCAT discussed the minority bidding process of the project and recommends that there be an excerpt within the RFP that would state "the encouragement for all general contractors to utilize certified and registered minority women and black businesses for the construction of this project." CONSTRUCTION MANAGER Bill Mignogna stated that they his firm was in the process of reviewing the drawings and specification of the RFP. ADJOURNMENT: There being no furl r business to discuss, the meeting was adjourned at 10:15 p.m. APPROVAL: AA'rr,StPH R' RUSSO VICE MAYOR LAUREN W. FURTADO CO ILWOIA DA ONROE AN ERIC /4/ COUNCILMAN DAVID CLARK ATTEST: U",4vi CINDY HARVEY, DEPUT CITY CLERK CITY COUNCIL REGULAR MEETING, 1/8/98 Vice Mayor Furtado Construction Manager Contract ITEMS BY MAYOR AND CITY COUNCIL 2 attend a meeting at 10:00 a.m. on Tuesday, January 13, 1998, at the Burns Road Community Center to discuss concerns of tennis members. Staff was directed to meet with the MacArthur Foundation regarding possible sites for a tennis facility. Vice Mayor Furtado left the meeting at 8:30 P.M. City Manager Herakovich reported that the City's annual Country Western Hoe Down would be on Friday, January 16, 1998, from 6:00 - 10:00 p.m.; a meeting of the FEC. Corridor Redevelopment Committee would be held on January 20, 1998; and on January 24, 1998, the Fire Department and City youth would participate in the Riviera Beach Dr. Martin Luther King, Jr., parade. Councilman Clark•made a motion, seconded by Councilwoman Monroe to approve an amendment to the contract awarded to O'Donnell, Naccarato, and Mignogna to increase scope of services for construction management services for the new municipal complex project. The motion was unanimously carried. Councilwoman Monroe Councilwoman Monroe expressed her disappointment with the City sign that was experimentally erected on PGA Boulevard at Fairway Drive. The remainder of the Council agreed and felt that the sign needed to be either reworked or a completely new design was needed. Councilwoman Monroe reported on the task force regarding the Equestrian Community and stated she would attend the meetings and report back to Council in the future. Mayor Russo Mayor Russo reported on a meeting of the North County Economic Advisory Group. Councilman Clark Councilman Clark reported on a meeting of the Beautification and Environmental Committee. CONSENT AGENDA Councilman Clark made a motion, seconded by Councilwoman Monroe, to approve the Consent Agenda. The motion unanimously carried, and the following items were approved on the v b_ -a . CITY COUNCIL REGULAR MEETING, 12/18/97 done an extremely good job over the years. CITY MANAGER REPORT The City Manager reported that a firefighter injuried in the line of duty today was in stable condition; announced that the Annual Report had been completed; and reported on a Seacoast Utility Board meeting she attended yesterday. At the request of the City Manager, there was a consensus of the City Council to have the City Attorney work on voting procedures for voting for Seacoast Utility Authority. There was a consensus of the City Council to begin the 1/22/98 Regular City Council meeting at 6:30 P.M. for the purpose of hearing the final report from the Neighborhood Initiative Task Force. City Manager Herakovich stated that the City Council of Riviera Beach was available for a joint meeting on 1/29/98 S Paul Friedman, Management Administrator, made a presentation to the City Council regarding the new municipal complex and the function of the MCAT team formed by City staff for the oversight of the construction of the new complex. City Manager Herakovich explained the Construction Manager's role and stated that the next presentation by Architects Design Group would be 1/29/98. A discussion ensued regarding the tennis courts, and Mayor Russo asked that Council be given a copy of the report concerning the y . W j CITY COUNCIL REGULAR MEETING, 12/18/97 6 tennis courts. It was the consensus of the City Council that they would like a written monthly report concerning the municipal complex for their review rather than an oral report. COMP PLAN AMENDMENT Mayor Russo stated that he would like to see an Education Element put in the City's Comprehensive Plan, but did not want the City to be placed in a position of denying a project if the School Board objected to the project. MAYOR RUSSO Mayor Russo left the meeting at 9:38 P.M. Kim Glas, Principal Planner addressed the Council regarding the amendment to the Future Land Use Element of the City's Comprehensive Land Use Plan and what DCA was looking for as improvements to the City's Comprehensive Plan. It was the consensus of the Council that the Comprehensive Plan should require a Mixed Use Development shall be required to have a residential and a non - residential component and to develop creative language to prevent urban sprawl. ITEMS BY MAYOR AND COUNCIL Councilwoman Monroe Councilwoman Monroe reported that she heard plans for a new task force to deal with the equestrian community. This has the potential to be beneficial to the City. Councilwoman Monroe reported on a Code Enforcement Board meeting, where members CITY COUNCIL REGULAR MEETING, 1 1/20197 2 not been lifted at this time and precautions were still in effect. It was further reported that the Neighborhood Initiative Task Force final report has been distributed to the City Council and a workshop would be scheduled at a later date to discuss some issues raised by that Task Force. Vice Mayor Furtado asked that the Task Force be scheduled for the December 18, 1997, meeting for a short presentation. PRESENTATIONS Mayor Russo made a presentation to Police Chief James FitzGerald on his 5 Year Anniversary of employment with the City. AWARDING OF BIDS Master Plan for Parks Vice Mayor Furtado made a motion to approve the bid for the Parks and Recreation Master Planning to Glatting Jackson Kercher Anglin Lopez Rinehart Community Planning of Orlando, Florida, in the amount not to exceed $50,000. The motion was seconded by Councilman Clark and unanimously carried. Construction Manager Councilman Clark made a motion to award the bid for Construction Manager to the furn of O'Donnell, Naccarato & Mignogna, Inc. in the amount of $198,000. The motion was seconded by Councilman Jablin and unanimously carried. Police Motorcycles Vice Mayor Furtado made a motion to award the bid for 2 Policy motorcycles to Harley Davidson in the amount of $24,998. The CITY COUNCIL SPECIAL REGULAR MEETING, 10/30/97 2 Hearing to the 11/6/97 Regular Meeting of the City Council. A motion was made by Councilman Clark, seconded by Councilman Jablin, to postpone the Public Hearing on Ordinance 20, 1997, to 11/6/97 at approximately 7:30 P.M. The motion unanimously carried. ITEMS FOR COUNCIL ACTION Municipal Complex Kevin Ratigan of Architects Design Group made a presentation to the City Council regarding the approval of elevations and building materials for the proposed Municipal Complex. Mr. Ratigan stated that they now had all the information they needed to proceed with a detailed design of the site, but in addition the City now had a document for the first time that explained exactly what the holdings were and what the improvements to the property were. Mr. Ratigan explained that one of the things that slowed down the progress was that all the legal documents were not in place and the property could not be tied together. For the first time in the City's history there is now a legal description of all the holdings. ADG was now working toward having the project ready to bid in February, 1998. Mr. Ratigan stated he would be back before the City Council two more times before bidding of the project. Mr. Ratigan stated he met with staff today and is now starting to CITY COUNCIL SPECIAL REGULAR MEETING, 10/30/97 3 develop details in terms of what would be needed in legal documents for the contract to develop the specifications. Mr. Ratigan showed the Council the survey and stated that in addition to the model, boards have been prepared showing the elevations of the project. Mr. Ratigan reviewed the various elevations and the overall master plan for the site. Mr. Ratigan stated that the model and the boards would be left with the City for presentations to the residents. Mr. Ratigan stated that the intent was to make the additions to the Fire Department as seamless with the existing building as possible. The intent was not to build a clay tile roof, etc., but rather work with what was already there. Mr. Ratigan stated that the proposed training center in the Fire Station would be equipped as an EOC and that this section would be the strongest part of the building. The site plan was reviewed as well as elevations. In response to Mayor Russo, Kevin Ratigan stated that his staff had already discussed design alternatives and once detailed costs are obtained, he would discuss those alternatives with the City Council. Mr. Ratigan stated that while structural considerations were still being made, it appeared at this time that the roof would be made of clay tile. Mr. Ratigan reviewed comments made by the Planning and Zoning Commission, and stated that the current configuration CITY COUNCIL SPECIAL REGULAR MEETING, 10/30/97 would seat 200 people in the Council Chambers. With the design of the building, there would be an opportunity to use the lobby for overflow. It was also suggested that monitors be located in areas where residents congregate so that they could see and hear the Council meetings if there was not enough room in the Chambers for all to be seated. Discussions ensued as to the layout of the Council Chambers to allow as much space as possible for seating. Kevin Ratigan stated that he would rather deal with the issues to make the circulation work rather than make the building bigger again. Mr. Ratigan stated that he would come back to Council with Chamber design alternatives. Mr. Ratigan stated that the Chambers would have mixed theater type seating and would show samples of recommended seating closer to the time the Council would be choosing furniture. Discussing the layout of the site, Mr. Ratigan stated that the architects would present all turning radiuses to the Engineer with the basic layout and suggested that adjustments would be made now before the detailed layout of the site was completed. Mr. Ratigan stated concerns have been expressed that parking for the soccer fields did not work and stated this was an opportunity to make adjustments. Staff suggested a turn- around at the end of the 4 parking area and pointed out that the congestion occurred when the CITY COUNCIL SPECIAL REGULAR MEETING, 10/30/97 5 players were changing games. Mr. Ratigan stated that Burns Road was a City road, therefore, the City could control the signalization. Mr. Ratigan stated that signalization options would be researched and presented to the City Council at a later date. Mr. Ratigan summarized the comments made by the Council and stated that he would have most of the issues taken care of by the next presentation to the City Council. Fire Dept. Level of Service Peter Bergel, Acting Fire Chief, made a presentation to the City Council regarding Level of Service and a Departmental Overview, Mr. Bergel detailed the various types of calls performed by the Fire Department. Mr. Bergel pointed out that some of the data presented was received from Palm Beach County Dispatch. Mr. Bergel presented a map that showed areas of the City that were accessible within the 6 minute level of service and those that were not able to be reached within that time frame. The City Manager was directed to research whether the mutual aid agreement with the County would be beneficial once the County closed their fire station on AlA at Cabana Colony. Mr. Bergel stated that the City responds to approximately 1200 calls a year in the County, while the County responds !to approximately 700 calls in the City each year. Mr. Bergel stated that long range plans show that a fire station is 2 CITY COUNCIL REGULAR MEETING, 10/9/97 1997, at 7:00 P.M. at Howell Watkins Middle School. Mrs. Herakovich asked Council members to notify her office if they planned to attend the Florida League of Cities affair on November 20, 1997, so reservations could be made for them. Manager Herakovich stated that the City received its ISO rating and received an above average rating classification based on an analysis of data. In order to increase this rating the City would have to continue to provide funding for,certification programs and encourage education and achievements of those working as building officials. The City has received an application regarding the Flood Insurance Program and information was received that there were over 800 claims submitted last year from the City. It was also learned that there were 2,206 flood insurance policy holders in the City who have paid a total of $35,860 per year in order to obtain the highest class rating. Mrs. Herakovich stated that the new municipal complex plans would be presented to the Planning and Zoning Commission on October 28, 1997, and that ADG would be coming back before the City Council on October 30, 1997, for a workshop session. It was reported that press releases have been sent out regarding CITY COUNCIL WORKSHOP MEETING, 8/28/97 staff shifting priorities so that some of the work could be completed this year and the remainder next year. 19 City Manager Herakovich reviewed the 1997 Goals and Objectives that were set by the City Council at the beginning of the year and gave the status of each one as follows: 1. Communication With Residents - Ongoing. CityLine has increased and been expanded to include all businesses in the City receiving the publication. The City employees also now receive a copy of the publication as well so that they are aware of issues before the City Council. The issues include information on various codes of the City so that residents can be informed. City Manager Herakovich stated that Dr. Ingold was working on the community reference publication as well. 2. Move City Hall Into the Modulars - Completed. 3. Emergency Operations Grant for the new Municipal Complex - Staff has attended workshops in Tallahassee to learn about the grant application and currently the City is not in the funding cycle, however, all information has been received and the City will be applying when the funds become available closer to the construction time frame. 4. Approve New Municipal Complex Site Plan - Completed. 5. Approve Conceptual Design Plan for the New Municipal Complex - Completed. 6. Approve Architectural Final Site Plan - Completed. 7. Hire a Construction Manager - Mrs. Herakovich stated that a committee has been formed to review issues important to the hiring of a construction manager for the new municipal complex. Mayor Russo expressed his concern that the City did not have the talent or the experience of going through the major construction of a new municipal complex and wanted to be sure that the proper procedures were followed. Mayor Russo hoped that staff could learn from other cities mistakes and felt that the sooner the construction manager was hired the more staff CITY COUNCIL WORKSHOP MEETING, 8/28/97 20 could keep on top of what was happening with the new municipal complex. 8. RFP for Parks Master Plan - Staff has created the RFP and is ready to go out for bid, however, there is no hurry as this project has not been budgeted this year. Mayor Russo stated that he would like the search for land for a regional park to be placed on the list. A discussion ensued as to whether there was an immediate need for a regional park and if so, how long it would take to have such a park constructed. 9. Initiate a Comprehensive Plan and Advisory Committee - Currently being done by Kim Glas - In Process. 10. Initiate the Neighborhood Initiative Task Force - Completed. 11. City Signs - Completed. 12. RFP for Wage and Salary Study - Completed. A discussion ensued about a 37-1/2 hour work week as opposed to a 40 hour work week. City Manager Herakovich stated that she believed that if employees were required to work 40 hours instead of the 37 -1/2 hours per week that an adjustment in pay would help. the morale. 13. Cable Franchise Agreement - Ongoing 14. BellSouth Franchise Agreement - Ongoing. City Manager Herakovich stated that both items #13 and 14 have been complicated by the Telecommunications Act and the process is progressing slowly. 15. Recommend Northlake Boulevard/Turnpike Interchange - Completed. 16. Update Impact Fees for Police and Parks - Completed. City Council will consider second reading on these ordinances at a future meeting. City Manager Herakovich stated that throughout the year, priorities change and she would bring those changes back to the City Council for consensus and to have items added to the Goals and Objective List. Staff requested a workshop on 10/23/97 or 10/30/97 regarding the water supply plan, code enforcement special master r.+ CITY COUNCIL REGULAR MEETING AUGUST 7, 1997 The August 7, 1997, Regular Meeting of the City Council of the City Council of the City of Palm Beach Gardens, Florida, was called to order at 7:35 p.m. in the Council Chambers of the Municipal Complex located at 10500 North Military Trail, Palm Beach Gardens, Florida; and began with the Pledge of Allegiance to the Flag. ROLL CALL The roll was called by the City Clerk and the following elected officials were found to be in attendance: Mayor Joseph R. Russo, Vice Mayor Lauren Furtado and Councilwoman Linda Monroe. Councilman Eric Jablin and Councilman David Clark were absent as they were out of town. ANNOUNCEMENTS Mayor Russo stated that the announcements were as listed on the agenda and as posted on the City's bulletin boards. PRESENTATIONS ADG Paul Friedman, Management Administrator, addressed the Council to discuss several issues remaining from the last meeting. Mr. Friedman stated that because of comments from the City Council regarding the project possibly being over budget, adjustments now show the project under budget by $3,811. Mr. Friedman gave each Council member a handout reflecting the changes that brought the CITY COUNCIL REGULAR MEETING, 8/7/97 project under budget. Councilwoman Monroe expressed her concerns with items listed on the handout that may be considered for elimination, particularly the clay tile roof Councilwoman Monroe stated that the City Council received promises from all 0 groups bidding to be the architects for the new municipal complex, and expressed her displeasure that once a selection was made contingent upon certain promises, plans had to be changed in order to come in under budget. Vice Mayor Furtado agreed with Councilwoman Monroe, stating that decisions made by the City Council were based on previous promises and that she was uncomfortable with proposals being presented to the City Council for changes in those plans. Mayor Russo felt that the design, at the direction of the City Council, had changed since the beginning, necessitating some of the changes listed on the handout. Kevin Ratigan of Architects Design Group stated that his firm is fiscally responsible to the project. Mr. Ratigan stated that the next level of design would define costs even more, and he was hopeful that when they proceed to the next phase of design they could do quantity take offs so that the cost would be very reliable. Mr. Ratigan stated that he was asking for approval to move in that direction. The next phase would produce detailed drawings, refining the estimates. CITY COUNCIL REGULAR MEETING, 8/7/97 3 Councilwoman Monroe made a motion, seconded by Vice Mayor Furtado, to move forward with the project, while staff continued to work with Architects Design Group. The motion was unanimously carried. Mr. Ratigan asked for a special workshop. session with the City Council in approximately 8 weeks. Canal Maintenance City Engineer Lindahl stated that City Council directed staff to report back re: canal maintenance schedules and procedures. Bob Patty, Director of Public Works, handed 2 memorandums to the City Council dated 8/7/97. The first memorandum detailed the Gardens East Drainage Basin/Gardens East Apartments. The second detailed the Canal Maintenance of Aquatic Vegetation. Mr. Patty stated that the City had received a permit to use grass carp for vegetation maintenance for some canals and was seeking further permits for other canals within the City. The City Council agreed that the City should take a pro- active stance on ways of keeping the canals and lakes clean. Councilwoman Monroe suggested that residents be warned that if they have planted vegetation in access ways to the canals throughout the City that it may be removed by the City in cleaning efforts. Mayor Russo asked that residents be informed via CityLine and that those residents that have personally written a CITY COUNCIL WORKSHOP MEETING JULY 21, 1997 The July 21, 1997, Workshop Meeting of the City Council of the City of Palm Beach Gardens, Florida, was called to order at 6:30 P.M. in the Training Center of the Weiss School located on Bums Road, Pahn Beach Gardens, Florida; and opened with the Pledge of Allegiance to the Flag. ROLL CALL The roll was called by the Deputy City Clerk, and the following elected officials were found to be in attendance: Mayor Joseph R. Russo, Councilwoman Linda Monroe, and Councilman Eric Jablin. Vice Mayor Lauren Furtado and Councilman David Clark were not in attendance. PRESENTATION BY ADG Kevin Ratigan of Architects Design Group presented a conceptual plan for the proposed buildings to the City Council and detailed the amendments made to what was previously shown to the City Council. Mr. Ratigan stated that the master plan had been previously approved by the City Council with few amendments, and the architecture of the building still needed further work. Mr. Ratigan stated that because the proposed buildings were over budget, revisions were made to the site. Mr, Ratigan stated that there was more demolition than originally thought and the CITY COUNCIL WORKSHOP MEETING, 7/21/97 2 configuration of the baseball diamonds were underestimated. Mr. Ratigan stated that the reviewed Phase I parking as opposed to Phase IT parking. Some of the parking was reduced, still allowing access to the fields, however, the outer band of parking was deleted. Mr. Ratigan explained that this amendment allowed for 451 parking spaces in the initial phase instead of 761, saving $350,000 +. Mr. Ratigan stated that there were existing lighting poles on the fields and they would be evaluating specific lighting systems. City hall would be demolished and the estimators thought the dirt would need to be hauled off, however, Mr. Ratigan stated they would look at using that dirt as fill over the whole area of the site, which would also save money. Mr. Ratigan stated that the intent of the grading plan would be redefined, however, only 6 of the 8 baseball fields may be lit. The adjustments suggested by Mr. Ratigan would lower the cost estimate around $400,000.00. Mayor Russo expressed his concern that City Hall may need the additional parking. In response to Mayor Russo, Mr. Ratigan stated that the budget was $500,000 off from a budget of $1,500,000.00 in terms of site work. Mr. Ratigan stated that changes were also made to the building to reduce the costs Mr. Ratigan stated that the apron for the fire station needed to be concrete instead of asphalt. Mr. Ratigan stated that the original CITY COUNCIL WORKSHOP MEETING, 7/21/97 plans were over the square footage for the building and they took the double series of exterior cover and interior area and have now 3 developed an undercover exterior leading to the one -stop shopping permitting service. Mr. Ratigan explained the change in dimensions of the lobby and entranceway. All the glass along the first floor of the building Mr. Ratigan displayed a plan of the new elevation. Mr. Ratigan stated that the budget for the building was $3,717,450 and current plans are budgeted at 3,740,000. Mr. Ratigan stated that they would prefer not to dip into the furnishing budget and felt that it was too early to take money from that budget. There would be 2 more cost estimates before the final costs are estimated. In response to the Council, Mr. Ratigan stated that present plans are for a clay tile roof. Mayor Russo emphasized that he did not expect this project to go over budget. Mr. Ratigan stated that they develop alteratives that can be bid, i.e. the material used for the roof, with the Council making the final decision. Amendments to the Police Station were reviewed Councilwoman Monroe asked that the east side of the municipal complex include some arches to add more character. Mr. Ratigan agreed that this could be done. Mr. Ratigan handed out a spread sheet of the amendments and the savings realized with each ..-„,_ ., CITY COUNCIL WORKSHOP MEETING, 7/21/97 4 amendment. Mr. Ratigan stated that their next meeting with the City Council would discuss the landscaping plans and budget. Mr. Ratigan stated that with the amendments shown to the City Council today, they were approximately $300,000 over budget. Mayor Russo stated that he wanted to come in ,under budget and expressed his concern that there was not a full Council attendance at this meeting. City Manager Herakovich stated that the two members not in attendance would be contacted by her to be brought up to date on the amendments suggested and this item could be placed on the next regular City Council Regular Meeting Agenda. Mr. Radigan agreed that he would leave the site drawings for the City Manager to review with Vice Mayor Furtado and Councilman David Clark. Mr. Radigan stated that once the direction was received to proceed with the construction drawings, they would provide the Council with an updated cost estimated at 50% complete drawings and 90% complete drawings. Councilwoman Monroe stated that she still felt that the water features should be eliminated from the plan because of liability issues. It was the consensus of the Council that the water features would be eliminated. ADJOURNMENT There being no further business to discuss, the meeting was CITY COUNCIL WORKSHOP MEETING MAY 29, 1997 The May 29, 1997, Workshop Meeting of the City Council of the City of Palm Beach Gardens, Florida, was called to order at 7:30 P.M. in the Council Chambers of the Municipal Complex located at 10500 North Military Trail, Palm Beach Gardens, Florida; and began with the Pledge of Allegiance to the Flag. ROLL CALL The Deputy City Clerk called the roll, and the following elected officials were found to be in attendance: Mayor Joseph R. Russo, Vice Mayor Lauren Furtado, Councilwoman Linda Monroe, Councilman Eric Jablin and Councilman David Clark. MUNICIPAL COMPLEX Kevin Radigan of Architects Design Group made a presentation to the City Council of the design for the proposed Municipal Complex. Mr. Radigan stated that at the last meeting with the City Council, the Council was in agreement with the overall plan and asked ADG to work through the design a little more with Parks and Recreation. Parks and Recreation has agreed to the proposed plan with the 8 baseball diamonds, 5 soccer courts and the other elements surrounding these fields. The plans have been updated to reflect the latest thinking regarding the police and the municipal city hall, as well as the configuration of the fire department. Mr. CITY COUNCIL WORKSHOP MEETING, 5/29/97 2 Radigan stated that the new plans reflect the thoughts of the City Council. Mr. Radigan stated that the project would be bid and ready to begin on the baseball diamonds in June, 1998. Mr. Radigan reviewed the amendments to the plan with the City Council. Councilwoman Monroe suggested, and the Council agreed, to consider arched window designs for the building. Mr. Radigan presented a model of the proposed building and the Council asked for more "roundness" to the building so it wouldn't appear as square in design. A discussion ensued about the use of space in the lobby and the Council Chambers. The Council felt that something had to be done to reduce the effect of the length of the building. In response to Mr. Radigan, the Council agreed that they agreed with the general proposed design, with the few amendments mentioned this evening. Mr. Radigan stated that he would get cost estimates and should be able to present samples of materials to the City Council in about one month. City Manager Herakovich stated that staff has had several meetings in the last few weeks to review new interior designs to minimize the use of the floor for new staff and to maximize the idea of one- stop permitting with the Growth Management Department. In response to the City Manager, it was the consensus of the City CITY COUNCIL, WORKSHOP MEETING, 5/29/97 3 Council that they did not want to be involved in the layout of the interior offices. It was the consensus of the City Council to move the July 3, 1997, Regular Meeting to Wednesday, July 2, 1997, because of the July 4th Holiday. City Manager Herakovich stated that a resolution would be prepared for the next Council meeting to change the date e of the July 3, 1997, Regular Meeting. City Sign Proposal Mark Hendrickson, City Forester, made a presentation to the City Council re: the proposed City welcome signs. Mr. Hendrickson stated that he has met with DOT and received their comments, and has reviewed proposed locations. Councilwoman Monroe stated she did not like the proposed location at the southeast corner of PGA Boulevard and Military Trail. Hank Skokowski stated that the sign evoked the kind of quality that was evident in the landscaping in front of the Gardens Mall and BallenIsles and some of the elegance in a statement of quality. Mr. Skokowski stated that he believed that the design of the sign was a concept that imaged the quality of development in the City of Palm Beach Gardens. Mr. Skokowski stated that intentionally the word "Welcome" was left off the sign as it was a little too cliche. Mr. Skokowski did not think that golf was all the City was about and felt that if the Council wanted a slogan it could be CITY COUNCIL REGULAR MEETING, 5/1/97 14 Tour by Juno Beach. Mayor Russo stated he would be in attendance in the morning. Vice Mayor Furtado and Councilman Jablin stated that they would attend. City Manager Herakovich stated that the City Council would soon need to appoint a task force for the design of the urban interchange. City Manager Herakovich stated that the City Council needed to schedule a workshop meeting with Architects Design Group regarding the new municipal complex. It was suggested that the City Manager determine whether more members of the Council could attend on either the 15th or the 20th, with a meeting to begin at 6:30 P.M. CITY ATTORNEY REPORT City Attorney Acton stated that legal staff has spent a lot of time on the Westwood Gardens/Westwood Lakes project, and the City's next bill would reflect this issue. The City Manager stated that she was trying to switch the procedure for use of legal staff in an effort to try to save money. ITEMS BY MAYOR AND COUNCIL Vice Mayor Furtado Vice Mayor Furtado reminded City staff that a resolution needed to be composed for insurance matters, as she requested several meetings ago. Vice Mayor Furtado reported attending a meeting of the Northlake CITY COUNCIL REGULAR MEETING, 4/17/97 10 petitioner would have to come back with a new site plan for consideration of approval. The motion died for lack of a second. Vice Mayor Furtado made a motion to approve Ordinance 11, 1997, and to place same on second and final reading by title only. The motion was seconded by Councilman Clark and carved by a vote of 4 ayes and 1 nay, with Councilwoman Monroe casting the nay vote for reasons previously stated. The Deputy City Clerk read Ordinance 11, 1997, on second and final reading, by title only. Ordinance 12, 1997 Mayor Russo declared the Public Hearing open, which was duly advertised 4/2/97, and held on the intent of Ordinance 12, 1997, approval to create Sections 2 -301 through 2 -304 of the Palm Beach Gardens Code of Ordinances, defining words, terms, and phrases, establishing a Professional Services Advisory Committee, establishing procedures and criteria for the Selection of Professional Services, and establishing procedures and criteria for the Award of Design - Build. Vice Mayor Furtado stated that design phases could assist with the ballfields being completed prior to the remainder of the new municipal complex. There being no comments from the public, Mayor Russo declared the Public Hearing closed. CITY OF PALM BEACH GARDENS, 4/3/97 2 1. James Albano for 15 years of service to the City. 2. Steve Ensinger for 10 years of service to the City. Employees Mark Vadas and Evan Bestland were not in attendance to receive their service awards. U.S. Amateur Sports Jerry Bergman of U.S. Amateur Sports made a presentation to the City Council regarding the All American High School Sports Bowl. Mr. Bergman stated that while he wasmot asking for a monetary donation from the City, he was asking for the City Council's support in bringing this event to the City. Councilwoman Linda Monroe stated that she would like to know more about the organization before making a decision. It was the consensus of the City Council to consider the requests made by Mr. Bergman. Architects Design Group Mr. Keith Reeves and Kevin Radigan of Architects Design Group made a slide presentation to the City Council regarding the new Municipal Complex. The City Council was generally in agreement with what was proposed by ADG and asked that a model be prepared for them to look at to determine if the design of the building was in line with their thoughts for the new buildings. Telecommunications Attorney Ila Feld made a presentation to the City Council regarding CITY COUNCIL WORKSHOP MEETING MARCH 13, 1997 The March 13, 1997, Workshop Meeting of the City Council of the City of Palm Beach Gardens, Florida, was called to order at 7:30 P.M. in the Council Chambers of the Municipal Complex located at 10500 North Military Trail, Palm Beach Gardens, Florida; and opened with the Pledge of Allegiance to the Flag. ROLL CALL The roll was called by the Deputy City Clerk and the following elected officials were found to be in attendance: Mayor Joseph R. Russo, Councilwoman Linda Monroe, and Councilman David Clark. Vice Mayor Lauren Furtado arrived at 8:05 p.m. and Councilman Eric Jablin arrived at 8:35 p.m. PRESENTATIONS City Manager Bobbie Herakovich stated that staff met all day with the architects regarding the new municipal complex. Architects Design Group made a presentation to the City Council regarding the latest plans for the new municipal complex. Mr. Reeves of ADG stated that the architects also met with Mr. Jeff Ornstein and Ed Oliver and reviewed the site plans. Mr. Reeves pointed out differences in the proposed site plan from the last time the Council reviewed them, showing that the building layout was different and was not set out as suggested by the City Council. Mr. Reeves detailed the creation of a town square and the Council Chambers CITY COUNCIL WORKSHOP MEETING, 3/13/97 2 being aligned with the rest of the main building. Mr. Reeve stated there were areas to provide for fixture parking spaces that would be grassed in the beginning until these spaces were needed. The buildings have been cut back to reflect the function of the Council assembly space and also opening up the site as opposed to squaring off the buildings. Covered walkways extend along the entire elevation of the building and are carried around the other side of the building. Mr. Reeves showed samples of materials that they were considering. The entrance for the fire station has been shifted back to the original plan whereby the fire engines would enter the fire station site from Burns Road instead of Military Trail. Councilman Clark stated that the Council was looking for a more traditional look with the buildings, and Councilwoman Monroe referenced the new Juno Beach Town Hall as an example. A discussion ensued on the materials for the roof, clay tile versus barrel tile. Mr. Reeves pointed out that barrel tile and concrete tile roofs are more expensive. Mr. Reeves stated the next step for ADG would be to develop renderings of both sides of the building. Mr. Reeves stated that the floor plans have been updated and staff's input would be incorporated into the final plans. µ CITY COUNCIL WORKSHOP MEETING, 3/13/97 3 Councilwoman Monroe stated that she would rather see the architects come back before the Council with several different elevation designs for the Council to consider. Mr. Reeves stated that they would be ready for another presentation to the City Council at their meeting of April 3, 1997. ORGANIZATION STUDY City Manager Herakovich stated that the Council had a time line in their package regarding the organizational changes proposed by Griffith and Associates. Mrs. Herakovich stated that the time line has been done so that any job changes, other than Growth Management Director, be accomplished in budget years in an effort to give certain employees adequate notice that their jobs were changing. Mrs. Herakovich stated that she has included her response to some issues such as the positions of the Assistant Finance Director and Risk Manager. The Risk Manager position was one that the City would need at some point. Parks Projects Coordinator was one that needed to be kept. City Manager Herakovich stated that her response also included the costs associated with the time line for the next 3 years, including benefits. City Manager Herakovich stated that the City Council would have to implement this through a budget amendment and determine what funds were available. CITY COUNCIL REGULAR MEETING, 2/20/97 21 Russo stated the City doesn't accept donations, however, in speaking with legal staff there may be an avenue to accept donations. Mayor Russo asked for Council permission to continue to go forward in an effort to set up the City of Palm Beach Gardens Foundation. Mayor Russo stated it was felt the entity would be great for receiving funds and could accomplish some things in the City that would not involve taxpayers dollars. Mayor Russo stated that the City Manager has received commitments from individuals that want to the among the first to donate. Mayor Russo stated this would not be a governmental entity. The City would help set the Foundation up, but would not be involved with it directly. Councilwoman Monroe stated she has mentioned in the past that she would like to see the first entrance sign to the City erected before she leaves office and hoped that perhaps this Foundation could work toward that goal. There were no objections from members of the City Council. The City Manager issued a challenge to businesses and individuals in the City to outdo the first contributor that committed to a donation of five figures. CITY MANAGER REPORT City Manager Herakovich stated that Architects Design Group stated they will again meet with staff as a result of the comments CITY COUNCIL REGULAR MEETING, 2/20/97 22 received from the City Council. City Manager Herakovich stated that she would like a workshop meeting between ADG and the City Council on March 13, 1997. It was the consensus that the workshop would be held on March 13, 1997. City Manager Herakovich stated there have been discussions regarding a controlled entrance to the PGA National development and staff would be meeting next week with Northern Palm Beach Water Control District to determine how to proceed with this project. City Manager Herakovich stated that at the last meeting of the City Council there was a question regarding the delay in the I -95 sound barrier fence, and reported that easement problems that have prevented the fence from being erected would now require the City to take down the chain -link fence that presently exists or tell residents that they have encroached onto a City easement. City Manager Herakovich stated that the City is approximately 3/4 finished with the Business Survey and hoped to have that report for the Council in the very near future. City Manager Herakovich stated that the Council had a landscape report given to them this evening and hoped that it answered some of the Council's questions. CITY COUNCIL REGULAR MEETING FEBRUARY 6, 1997 The February 6, 1997, Regular Meeting of the City Council of the City of Palm Beach Gardens, Florida, was called to order at 7:30 P.M. in the Council Chambers of the Municipal Complex, 10500 North Military Trail, Palm Beach Gardens, Florida, and opened with the Pledge of Allegiance to the Flag. ROLL CALL The roll was called by the City Clerk and the following elected officials were found to be in attendance: Mayor Joseph R. Russo, Vice Mayor Lauren Furtado, Councilwoman Linda Monroe and Councilman David Clark. Councilman Jablin arrived at 7:45 P.M. ANNOUNCEMENTS Mayor Russo stated that the announcements were as listed on the agenda and posted on the City's bulletin boards. PRESENTATIONS Architects Design Group (ADG) made a presentation to the City Council showing proposed conceptual plans for the new Municipal Complex. ADG showed that the building had been set back further from Military Trail, and an expanded parking lot plan with landscaping to allow more shaded areas. ADG explained that significant parking had been added to serve the Police Department at certain times and Recreation at other times. ADG showed that the Council Chambers would be separate from the main building, 1 r - w CITY COUNCIL REGULAR MEETING, 2/6/97 allowing the main building to be locked and secured during Council meetings. The City Council expressed their concerns that the building be designed in a traditional style and that the traffic circulation be restudied. Architects Ed Oliver and Jeffrey Ornstein critiqued ADG's conceptual plan, stating that it was important for the municipal complex to make a statement on Military Trail and that particular attention should be made to the traffic circulation both off Military Trail and off Burns Road. ADG stated they would take the thoughts of the City Council into consideration as they revise the plans. AWARDING OF BIDS Laser Imaging Vice Mayor Furtado made a motion to award the bid for Laser Imaging Equipment, per State Contract, with Imaging Solutions for a Sharp System, seconded by Councilman Clark. The motion was unanimously carried. Concession Stand Operations Vice Mayor Furtado made a motion to approve the awarding of the bid for Concession Stand Operations for Gardens Park and Lake Catherine Sports Fields to J.C.J.B. Corporation, seconded by 2 CITY COUNCIL REGULAR MEETING, 12/5/96 1996, to discuss his list of concerns regarding the Holly Drive construction project. Margie Maguire Margie Maguire, 528 Sandtree Drive, Palm Beach Gardens, addressed the City Council and expressed her concerns with the proposed Palmetto Plantation project. Mayor Russo Mayor Russo announced that the City received 8 bids regarding the bonds for the Municipal Complex Improvements and that they came in a 4.95% interest, which was lower than expected. CONSENT AGENDA Councilwoman Monroe requested that Resolution 173, 1996 and Resolution 174, 1996, be pulled from the Consent Agenda. Councilman Clark made a motion to approve the Consent Agenda, as amended. The motion was seconded by Councilwoman Monroe and unanimously carried. The following items were approved on the Consent Agenda: 1. Approval of Minutes of 11/14/96 City Council Special Regular Meeting. 1. Approval of Minutes of 11/21/96 City Council Regular Meeting. Resolution 173, 1996 Councilwoman Monroe noted that Resolution 173, 1996, had been amended per her discussions with the City Manager, removing a condition that required the negotiation of certain filing fees between the City Manager and the developer after a certain amount of 4 CITY COUNCIL REGULAR MEETING, 10/3/96 Architects Design Group Architects Design Group made a presentation to the City Council of four conceptual designs for the new municipal complex. It was reported that representatives from ADG met with department heads to discuss spatial needs and access in the proposed City Hall. It was decided that the buildings should offer convenience to residents and should provide "one -stop shopping ". Members of the City Council were requested to schedule this item for a workshop session so that Architects Design Group could incorporate the thoughts of the City Council and present the Council with a conceptual plan. AWARDING OF BIDS Long Term Disability Insurance Vice Mayor Furtado made a motion to award the Long Term Disability Insurance for employees covered by the Defined Contribution Pension Plan to Fortis in the amount of $8,237, with the money to be taken from the 1996197 Fiscal Year Budget. The motion was seconded by Councilwoman Monroe and unanimously carried. 2 -- /Yg-/A� Resolution 166, 1996 Mr. Craig Dunlap of Dunlap and Associates, addressed the City Council regarding Resolution 166, 1996, consideration of approval to authorize the issuance of one or more series not to exceed $19,100,000 in aggregate principal amount of general obligation bonds of the City for the pupose of paying all or a portion of the cost of the Municipal Complex improvements. There was a discussion regarding the possibility that one of the series of bonds issuance in the future be offered to the residents of the City, and Mr. Dunlap stated he would research that issue and report back to the City Council. Councilwoman Monroe made a motion, seconded by Councilman Jablin, to approve Resolution 166, 1996. The motion was unanimously carried. Resolution 167, 1996 City Bond Counsel Mark Raymond detailed the requirements set forth in Resolution 167, 1996, consideration of approval to authorize the issuance of the City's $4,400,000 aggregate principal amount general obligation bonds, Series 1996. At the request of Mayor Russo, page 2 of Resolution 167, 1996, Section 3, was amended to reflect 6.00% interest instead of 7.00 %. Vice Mayor Furtado made a motion to approve Resolution 167, 1996, as amended. The motion was seconded by Councilman Jablin and unanimously carried. 7 1995 /1996 Goals and Objectives that they have not be completed as of this date. The Council asked that County sections be included on the map so that it could be determined what was missing in the City as opposed to the County. Councilman Clark stated it would be helpful to see the sidewalks in BallenIsles so the Council could see the benefit of their effort in requiring the developers to include sidewalks. City Manager Herakovich stated that staff would provide the City Council with a list of street names that needed sidewalks so that they could prioritize those areas that needed to be done first. Councilwoman Monroe suggested that staff include an article in the next CityLine about planting in swales, etc. City Manager Herakovich introduced the new Community Affairs Specialist, Beth Ingold to the City Council. City Manager Herakovich displayed the 1995/1996 Goals and Objectives that were set by the City Council last year regarding work to be done. City Manager Herakovich stated that the City also put on a bond referendum and charter amendment referendum and experienced a storm that used a lot of staff. resources. City Manager Herakovich reviewed each goal and objective and pointed out those that were completed. One of the major objectives was to have the bond referendum and charter amendments, which 7 included the purchase of the Westminster Church site. This objective will be completed this spring when the church vacates the property and the sale is completed. The site was still being designed for the new municipal complex. Mrs. Herakovich updated the City Council on meetings that have taken place with the architects for the new complex and the improvements being done to the modulars. Mrs. Herakovich suggested a bus trip for the City Council to view several municipal complex designs in the area so that they could have more information when approving a design for the City's municipal complex. Mrs. Herakovich stated staff was prepared to bring a mission statement to the Council for their consideration. Evaluation of level of service was completed and infrastructure evaluation was part of the vision effort. The proposed adoption of a strategic plan will be finalized when the City Council approves the Visioning document. The revision of the Merit System has been progressing and will be brought to the City Council for consideration in the near future. The assessment of the organizational structure has been progressing. Progress in this area was the hiring of the Community Affairs Specialist and the development of the community informational guide. The business survey has been completed and is currently being compiled by the Dwyer Academy of Business and Finance magnet 8 CrrY COUNCIL REGULAR MEETING, 10/17/96 Commissioner Marcus be contacted regarding this issue. Mr. Smith stated he would meet with Mr. Lindahl in an effort to satisfy him regarding the first two buildings and asked that this project be moved to first reading at the next meeting. City Manager Herakovich stated that some issues still needed to be addressed. Mayor Russo stated that first reading could occur on November 21, 1996, if the issues are settled. Mayor Russo agreed to workshop this project at the November 14, 1996, meeting and asked that Mr. Smith discuss the agenda to ensure that there was enough room on that agenda. CITY MANAGER REPORT The City Manager stated that Code Enforcement has been working throughout the community regarding oversized trucks in residential areas and has resulted in 3 or 4 trucks having to be relocated. Mrs. Herakovich stated the Council has receivedi a report on the nursery and hoped that in the next few months the Council could get to this subject. The artist that designed the Double Rainbow sculpture has contacted the City suggesting a donation and the Art Advisory Board will be discussing this issue at their next meeting. City Manager Herakovich reported that the modulars were being worked on and a work day is planned in conjunction with students from the high school for painting throughout the community, 34 CITY COUNCIL REGULAR MEETING, 10117/96 including the interior of the modulars. Mayor Russo stated that the Council discussed giving the Recreation Advisory Board projects and felt that a major project would be facilities and where the City should go for additional facilities. Mayor Russo asked that this project be assigned to the Board as soon as possible. REPORTS BY MAYOR AND COUNCIL Vice Mayor Furtado Vice Mayor Furtado reported that the Turnpike Authority was at the WO meeting today and had three sets of drawings, one for 45th Street interchange, one for Donald Ross Road interchange and one for the Northlake Boulevard interchange. Vice Mayor Furtado stated that the interchanges for 45th Street and Donald Ross Road were not economically feasible, however, with the cooperation of the MacArthur Foundation, makes that Interchange possible. Vice Mayor Furtado requested the City Manager provide the report done by the MacArthur Foundation regarding this interchange to the Turnpike Authority so they can see the design. Vice Mayor Furtado stated that there was one design that was a tight diamond configuration that would not affect the golf course or Steeplechase, and the Turnpike Authority would like to see that concept. 35 CITY COUNCIL WORKSHOP MEETING, 9/19196 recommendations were something the City needed to pursue, however, felt it would take more time then the time line suggested. Councilman Clark felt that the City was evolving from what was essentially a "mom and pop" operation and is trying to become a more professional �d/� fI?�G✓„�r organization in delivering services. �rld� Councilman Jablin felt that the study was equatable to the City's physical needs, mentioning the recent bond referendum and the expansion of the municipal complex. Councilman Jablin felt that the City also needed to expand organizationally and agreed with comments made by Councilman Clark. Councilman Jablin questioned what responsibilities the Community Affairs Specialist would have, and City Manager Herakovich stated that the City Council has approved a job description for this position and it is one that would track complaints. Mrs. Herakovich stated this position would also write City publications, community information guides, public information, etc. Mrs. Herakovich stated that while the City has never had anyone in this position to date, the consultants have endorsed it and the position has been advertised to be filled in the near future. Councilman Jablin expressed his hope that the Community Affairs Specialist would coordinate volunteer talents within the City. 12 CITY COUNCIL REGULAR MEETING, 9/5/96 possible meeting dates. City Manager Herakovich reported that Architects Design Group would be at the October 3, 1996, City Council meeting to present several design options to the City Council for the proposed Municipal Complex. CITY ATTORNEY REPORT City Attorney Thomas Baird introduced Carol Wallace who has been hired by their firm to work on City matters. ADJOURNMENT There being no further business to discuss, the meeting was adjourned at 9:53 p.m. APPROVAL: Joseph R Russo Vide Mayor Lauren Furtado ATTEST: % rich V. Kosier, CMC, City Clerk 12 fp inda Monroe n . Eric Councilman David Clark rr City Council Regular Meeting 8/1/96 PAGE 16 The Vice Mayor explained that she had requested the Deputy City Clerk to research how many of the original notices had been returned. In response to Vice Mayor Furtado's request regarding the status of the business surveys, the City Manager responded they would be sent out within a couple of weeks. COUNCILMAN JABLIN Councilman Jablin reported on comments received regarding the Friends of the Referendum meeting, to which the City Manager responded that staff would be developing a fact sheet for clarification. Accentuating the idea of grants had been suggested. The Vice Mayor reported some residents had indicated that they would like to donate specific items, to which the City Manager responded that after a design was accepted, staff would develop a program for handling such items. CITY MANAGER The City Manager reported that Mayor Russo had had a previous out -of -town engagement which was the reason he was not in attendance at tonight's meeting. City Manager Herakovich reported that modular units were in the process of being set up. The City Manager reported that staff had recently held a charette with Architects Design Group to determine internal space and work flow needs. Assistant City Manager Dunham City Council Regular Meeting 8/1/96 PAGE 17 reported differences in the modular units received from what was expected, and although restrooms would need to be added the City would gain 10,000 S.F. The City Manager complimented Mr. Ellington on his work record with the City and stated that he would be missed. CITY ATTORNEY Assistant City Attorney Golis and the City Manager updated the City Council on current cases. ADJOURNMENT There being no further business to discuss, motion was made by Councilwoman Monroe, seconded by Councilman Jablin, and unanimously approved to adjourn the meeting at 10:33 P.M. APPROVAL MA` � t�') E ,RUSSO VICE R LAUREN FURTADO �CS}UN LWO I MONROE COUNCA ERI LIN COUNCILMAN DAVID CLARK ATTEST: CINDY HPOVEY, DEPUTY CIVf CLERK CITY COUNCIL SPECIAL REGULAR MEETING CITY OF PALM BEACH GARDENS JUNE 27, 1996 The Special Regular Meeting of the City Council of the City of Palm Beach Gardens, Florida, was called to order by Vice Mayor Furtado at 6:30 P.M. in the Assembly Room of the Municipal Complex, 10500 North Military Trail, Palm Beach Gardens, Florida. ROLL CALL The City Clerk called the roll and present were Vice Mayor Furtado, Councilman Jablin and Councilman Clark. Mayor Russo arrived at 7:20 P.M., and Councilwoman Monroe arrived at 6:45 P.M. Vice Mayor Furtado requested that a moment of silence be observed in honor of Tom Bergel, and employee of the Public Works Department who had passed away, and also in honor of the servicemen who had been killed in Saudia Arabia. PRESENTATTONS ARCHITECTS DESIGN GROUP New information included in the booklet provided were space needs standards, cost breakdowns of all items discussed the previous week, and recommendations. A brief review of the items discussed at the previous meeting was provided. Recommendations were to adopt City Council Special Regular Meeting 6/27/96 PAGE 2 a total master plan for the site including recreation facilities and outparcel additions to provide for current needs to the year 2010; and to adopt Option C which would provide for a separate Police building, a separate City Hall, and improvements and expansion to the existing Fire Station No. 1. It was also recommended that the municipal center become a true community focus by the inclusion of additional outparcels so that cultural activities, a senior center or municipal library could be developed. The importance of forming Community Citizen Advisory groups who would work with the City staff and take voter referendum information to their special interest groups within the community, as well as the importance of a proactive campaign was emphasized. The importance of grant funding was discussed, with recommendation for immediate application to the State program which provided assistance to cities and counties with emergency operation complexes. The revised Master plan was reviewed. During ensuing discussion, the City Manager explained that in this design square footage needs had been considered and that parking could be shared between the municipal complex and the northern ball field, however other City Council Special Regular Meeting 6/27/96 PAGE 3 issues still existed. Keith Reeves reviewed the five options available, and explained that the cost to renovate the present building would be so high that there would not be significant savings as opposed to constructing a new Police station and City Hall. Options for a possible new Fire station were discussed. The most expensive option was to construct all new buildings. Option C, which was recommended, would renovate the existing Fire Station and construct a new City Hall and a new Police Station. Option D would provide a joint City Hall and Police Station, however, savings would not be significant. Option E would construct a new City Hall and a new Police building which would be shared by Fire administration, which also would not provide significant savings. Costs of the different options were reviewed. Councilman Clark questioned whether remodeling the existing Fire Station would serve the City's needs into the future, to which the architect responded that site considerations were more important than the building. The City Manager commented that ideally the Fire Station would be located elsewhere with Fire administration on this site, and that the level of service was being challenged. The Fire Chief City Council Special Regular Meeting 6/27/96 PAGE 4 commented that he believed the renovation would accommodate Fire service needs, and if other stations were installed there would still be a need for some fire protection at this site. The City Manger distributed a second handout which included additional costs, what the total cost would translate to in a millage rate, and comparisons with tax rates of surrounding municipalities. The City Manager explained that the millage rate for the current year was 4.04, that there was a millage rate ceiling of 10, and that other municipalities had sources of income with the City did not have. In response to Vice Mayor Furtado's concern, it was explained that there would be sufficient space in the remodeled Fire Station. Mayor Russo expressed concern that the increased taxes might be phased in during a poor economic cycle, to which the response was that staff's intention would be to issue bonds in five million dollar segments which would translate into approximately 156, in increased tax rate. The grant available through DCA was discussed, during which Mr. Reeves explained that awards made the past year ranged from $12,000 to $300,000. The City Manager explained that staff had committed to meet with Tallahassee officials to learn City Council Special Regular Meeting 6/27/96 PAGE 5 as much as possible about the grant application process, and that a benefit of this particular grant was that the Fire Station could be designed to also be the City's emergency operations center, currently housed at the Riverside Drive Community Center. In response to Councilwoman Monroe's request at the previous meeting, Mr. Reeves explained that the Palm Beach County Court House had cost $142 per S.F., which in 1997 dollars would be approximately $159 per S.F.; the Palm Beach County School Board building had cost $91 per S.F., which in 1997 dollars would be approximately $107 per S.F.; the Juno Beach Municipal Comple had cost $B5 per S.F., which in 1997 dollars would be approximately $102 per S.F. Councilwoman Monroe questioned whether the proposed $110 per S.F. for City Hall was too high compared to the Juno Beach facility and the School Board facility. Discussion ensued regarding contingency, and a cushion for the cost of future construction dollars. A poll of the City Council was unanimously in favor of Option C. Mayor Russo and Councilwoman Monroe expressed concern that $110 per square foot might be too high. Mr. Reeves explained that built -in furniture and costs to meet new hurricane standards were items which . 3 City Council Special Regular Meeting 6/27/96 RE -ORDER OF AGENDA RESOLUTIONS RESOLUTION 96, 1996 PAGE 6 increased the square footage cost. Councilwoman Monroe questioned whether the level of quality proposed was the level expected by the City Council. Further discussion ensued regarding items where costs could be reduced. The City Council discussed whether to include the church property in the bond issue, and the decision was to include it and accept Option C as presented. Councilman Clark made a motion to re -order the agenda to consider Resolution 96, 1996 next on the agenda. Councilman Jablin seconded the motion, which carried by unanimous vote of 5 -0. Vice Mayor Furtado made a motion to approve Resolution 96, 1996 - Calling a Referendum to decide whether a majority of the electors participating in said referendum are in favor of the City's proposal to issue bonds; providing for a referendum to be held on September 3, 1996; providing for the borrowing of a principal sum of money for the payment of the cost of demolition of the existing city hall and police station, construction and furnishing of a new city hall, new police station, an addition to the central fire station and City Municipal Complex recreational a ROLL CALL PRESENTATIONS• ARCHITECTS DESIGN GROUP CITY COUNCIL WORKSHOP MEETING CITY OF PALM BEACH GARDENS JUNE 20, 1996 The Workshop Meeting of the City Council of the City of Palm Beach Gardens, Florida, was called to order by Mayor Russo at 6:30 P.M. in the Assembly Room of the Municipal Complex, 10500 North Military Trail, Palm Beach Gardens, Florida. The Deputy City Clerk called the roll and present were Mayor Russo, Vice Mayor Furtado, Councilwoman Monroe, Councilman Jablin and Councilman Clark. City Manager Herakovich announced that staff and Architects Design Group representatives had met with the space and the Building Committees that had been in existence for approximately a year and that tonight preliminary figures for the Municipal Complex would be presented by Keith Reeves and Kevin Ratigan. Mr. Reeves reported space needs had been reviewed again with Department Heads and a very preliminary draft of space needs had been prepared. Mr. Reeves compared differences in their preliminary draft with that which CITY COUNCIL WORKSHOP MEETING, 6/20/96 PAGE 2 had been prepared by the Space Committee, and explained projections had been prepared out to the year 2015. Considered least appropriate was to add to existing facilities, and the option of building all new facilities was considered too expensive. The third alternative, Alternative C, was the option of building a new City Hall and Police Station, but to continue to use the existing Fire Station with improvements added. .Another alternative was to build one building for City Hall and Police and to continue using the existing Fire Station. The last alternative was to build a new City Hall and a Public Safety Complex which would house both Fire and Police. A very preliminary opinion was that an option in the $12 million to $13 million range should be chosen. Alternative C was estimated at $12,772,000, which would include approximately $1,000,000 in new furnishings, all facilities, landscaping, etc., and would cover everything except bond issuance, permitting, and professional fees. The City Hall and Police Station would be built while continuing to occupy the existing building; then the existing building would be demolished and a town square created. The new complex would accommodate needs CITY COUNCIL WORKSHOP MEETING, 6120/96 PAGE 3 until approximately 2003 without expansion. Adding recreation to the bond issue was considered. Growth projections were discussed. Mr. Reeves suggested a shell condition as an add alternate to the bid. The City Manager reported that the Building Committee had strongly urged that reconfiguration of the ball fields be included in the bond issue, and reported that future park sites were being evaluated. Discussion ensued regarding including recreation in presentations at town meetings to educate the voters. The City Attorney advised that if recreation lands were to be included in the bond issue that must be decided very quickly in order to formulate the proper ballot language. City Attorney Baird advised that recreational lands should be made a part of the municipal complex, and that purchase of additional lands would probably require a separate vote. Consensus was to include park improvements in the municipal complex in order to reconfigure the ball fields, and also to include the parcel being purchased from the church. City Manager Herakovich reported strategy that tax bills received by residents in August would reflect no General Obligation debt, so that the bond referendum would partially replace prior CITY COUNCIL WORKSHOP MEETING, 6/20/96 PAGE 9 tax amounts and therefore not show too much of an increase. The schedule of ,future meetings was reviewed. Questions raised by the City Council for which answers were requested at the June 27 meeting were a facilities cost estimate which would include the overall picture, and the cost of the County Courthouse, the School Board facility, and the Juno Beach Town Hall complex. City Council Regular Meeting, 6/20/96 PAGE 3 PUBLIC INFORMATION CAMPAIGN City Manager Herakovich reported that two proposals had been received for the public information campaign. The City Manager's recommendation was to combine the expertise of Architects Design Group with the services of a local firm. Mayor Russo recommended a public relations campaign presented through meetings and individual contacts with voters rather than radio and television ads. During discussion, the City Councilmembers all expressed a preference for the local firm of Dick Gruenwald. Mayor Russo stated for the record that his choice was based upon cost savings and the fact that the architects must be very involved. Councilwoman Monroe recommended that an arbitrator be involved in case differences between the architect and the local firm arose. It was agreed that the City Manager would arbitrate. Councilman Clark made a motion to authorize the City Manager to enter into negotiations with Dick Gruenwald and Architects Design Group. Vice Mayor Furtado seconded the motion, which carried by unanimous vote of 5 -0. ITEMS BY MAYOR AND COUNCIL THAT REQUIRE ACTION Vice Mayor Furtado reported that the City had not been scheduled for auxiliary lanes, therefore, the proposed CITY COUNCIL SPECIAL REGULAR MEETING, 5/30/96 PAGE 3 ORDINANCES: ORDINANCE 9, 1996 City Manager Herakovich provided background for discussion of Ordinance 9, 1996 - Calling a Special Election for the Purpose of Charter Amendments, and explained that this item would be changed to a workshop and would not be considered for first reading. City Attorney Baird distributed copies of a draft ordinance, reviewed statutory requirements regarding charter amendments which could be adopted by ordinance, and others which required a referendum. City Attorney Baird explained that the draft ordinance did not include terms for City Council members, which the City Council members agreed would remain at three year terms as previously discussed. The City Attorney explained that the ordinance for Charter amendments must be adopted by the end of June in order to meet notice requirements. The possibility of holding a special meeting on July 2 for adoption of the resolution for a bond referendum was discussed. The City Council discussed whether funds for purchase of recreational lands should be included in the bond, and scenarios for working more closely with the MacArthur Foundation for land acquisition were described. Staff was directed to conduct further research. The City w r CITY COUNCIL SPECIAL REGULAR MEETING, 5/30/96 PAGE 4 ITEMS BY FOR Council discussed the language of Charter amendment questions to be placed on the ballot, and recommended changes and corrections. The discussion encompassed several items including the City Manager's appointment, removal, and powers -- including hiring and firing of City employees; and replacement of the Merit Board system with a new personnel system. The procedure for obtaining absentee ballots was clarified. The question of how to respond to residents who questioned Council members' positions on ballot items was discussed. Mayor Russo expressed his position that the response should reflect the City Council's opinion as a whole, especially on ballot items where a majority decision had been made on items which would improve the operation of the City, and not the individual feelings of Council members. Other Councilmembers expressed their opinion that their individual feelings on items could also be discussed. Vice Mayor Furtado made a motion to direct staff to work on Ordinance 9, 1996 and to bring the Ordinance back to the City Council in its final form. Councilman Clark seconded the motion, which carried by unanimous vote of 5 -0. City Council Regular Meeting, 5/2/96 PAGE 3 which carried by unanimous 5 -0 vote. CONTRACT FOR NEW CITY FACILITIES DESIGN City Manager Herakovich recommended approval of the contract which had been negotiated with Architect's Design Group, Inc., to provide Spatial Needs Analysis, Master Planning, and Standard Architectural/ Engineering Services for a new Municipal Complex. After a short discussion, Councilman Clark made a motion to approve the staff recommendation. Vice Mayor Furtado seconded the motion, which carried by unanimous vote of 5 -0. CONSENT AGENDA Vice Mayor Furtado made a motion to approve the Consent Agenda with the amendment made by Councilman Clark to the minutes of the 4/11/96 City Council Workshop. Councilman Jablin seconded the motion, which carried by 5 -0 vote. The following items were approved on the Consent Agenda: 1. Approval of Minutes of 4/11/96 City Council Workshop Meeting. 2. Approval of Minutes of 4/18/96 City Council Workshop Meeting. 3. Resolution 70, 1996 - Consideration of Approval of Plat of Frenchman's Creek Parcel Gl replat, Section 2. CITY COUNCIL REGULAR MEETING, 4/18/96 PAGE 3 if the nursery was kept in operation that trees could be removed and planted on a break even basis and the rest of the property could be utilized for additional Public works functions, which would save the taxpayers $40,000 to $50,000 annually for normal operations. Discussion ensued regarding the cost of trees to residents. It was agreed to leave the price at $50 for another year to allow residents in the older sections of the City to take advantage of this program at an affordable cost. ITEMS BY MAYOR AND COUNCIL WESTMINISTER CHURCH ACQUISITION City Manager Herakovich reported that a contract had been negotiated and presented to the City Council for review. After review of the contract provisions,'it was explained that the purchase price would not change even though it could be up to 1 -112 years before the closing date. Mayor Russo commended both parties on the contract negotiation. Councilman Clark made a motion to approve the contract for sale and purchase as presented to the City and to authorize the City Manager and /or the Mayor, as appropriate, to execute same. Motion was seconded by Vice Mayor Furtado, and carried by unanimous vote of 5 -0. CITY COUNCIL REGULAR MEETING, 3/21/96 PAGE 7 2. Approval of Minutes of 3/7/96 City Council Regular Meeting. 3. Resolution 47, 1996 - Consideration of Approval of amendments to the Mira Flores Site Plan. 4. Resolution 49, 1996 - Consideration of Approval of Entry feature and signage for BallenIsles Parcel 6B. 5. Resolution 50, 1996 - Consideration of approval of Entry Feature and signage for BallenIsles Parcel 25A. 6. Resolution 54, 1996 - Consideration of Approval of naming an Architectural Firm for the design of the proposed municipal complex and authorizing the City Manager and staff to negotiate a contract with same. 7. Resolution 56, 1996 - Consideration of approval of Amendment to the Defined Contribution Retirement Plan for the City Manager. 8. Authorization to enter into an agreement with Ranger Construction for 1995/1996 pavement replacement projects. 9. Authorization to amend the Lighthouse Drive CITY COUNCIL WORKSHOP MEETING CITY OF PALM BEACH GARDENS MARCH 14, 1996 The Workshop Meeting of the City Council of the City of Palm Beach Gardens, Florida, was called to order by Mayor Russo at 7:30 P.M. in the Assembly Room of the Municipal Complex, 10500 North Military Trail, Palm Beach Gardens, Florida, and opened with the Pledge of Allegiance to the Flag. ROLL CALL The City Clerk called the roll and present were Mayor Russo, Vice Mayor Furtado, Councilwoman Monroe, Councilman Jablin, and Councilman Clark. ANNOUNCEMENTS Mayor Russo stated that the announcements were as posted on the City's bulletin boards. MUNICIPAL COMPLEX STTF PT.ANNTNG AND ARCHITECTURAL INTERVIEWS: City Manager Herakovich reported that letters of interest had resulted in responses from 18 firms which had been evaluated for specific criteria by Jeff Ornstein of the Building Committee, the City Manager, Assistant City Manager, and Finance Director. City Attorney Baird explained the competitive negotiation process set forth in Florida Statute 287.055. CITY COUNCIL WORKSHOP MEETING, 3/14/96 ARCHITECTS DESIGN GROUP INTERVIEW 7:39 P.M. PAGE 2 Kevin Ratigan,Vice President of Architects Design Group, announced that he would be the Project Architect for this project, and introduced project team members Keith Reed, President of Architects Design Group, showed several slides showing examples of the firm's experience. Mr. Reed explained that their firm's client base consisted entirely of governmental entities within the State of Florida. A methodology chart was presented, along with proposed procedures to do a detailed site assessment, review space needs, and work with City staff to arrive at solutions which would be presented to the community. Special concerns in regard to the voter referendum were discussed: participatory planning involving users of the facility in which a series of models would be developed; making sure that no one perceived the project as a Taj Mahal; identification of additional sources of funding, one of which was a DCA State Grant Program for emergency operations centers in South Florida coastal communities, and another which would save about 3 -1/2% of the cost of the building by the use of sales tax exemption; and the firm's experience with voter referendums and their method of obtaining CITY COUNCIL WORKSHOP MEETING, 3/14/96 PAGE 3 the political consensus of the community. A conceptual scheme of a community square with expansion capabilities and the City Council assembly as the focal point was presented. Mr. Reed reiterated reasons their 25 years of experience, their, process of working with the community in establishing the design, identifying funding sources, their way of creating enthusiasm for the project, and their desire to work with the City on this project. Some of the answers to questions posed by City Council members were that anticipated timing was 90 days to develop a model which could then be used as a selling point to the community, that the only lawsuit the firm had been involved in was one lawsuit twelve years ago where a general contractor had accused the firm of representing Orange County's interests too much, which had been settled out of court. The firm works out of Winter Park with a team of local consultants, and would push the project forward. The firm had no concern regarding meeting the September deadline. Cost overruns and change orders were minimized by obtaining cost estimates as the project progressed, and keeping the City fully informed. The firm has not had a project over budget in the past twelve years. CITY COUNCIL WORKSHOP MEETING, 3/14/96 PAGE 4 Quality control was maintained by in -house staff review and an independent architectual peer review their documents. Document reviews for safety would be done by the Department of Corrections for the Police Department building, and review by the Fire Marshall. The firm agreed to take the plans to an independent insurance agent for review, if required. Timing would be controlled by weekly monitoring from which charts would be created to show progress, and the firm's goals were to ensure sure the project was completed on time and within budget. The time frame after referendum was estimated to be 6 -7 months to start of construction, and 10 -12 months to occupancy. ROBERT G. CURRIE & ASSOCIATES Mr. Robert Currie introduced members of their project team. Mr. Currie described five key issues for discussion, which were organization of a master plan campus which would create a sense of place; creation of an aesthetic with human quality and quiet dignity; establishment of logical pedestrian circulation patterns; design of functional, low- maintenance buildings which would be flexible and expandable; and CITY COUNCIL WORKSHOP MEETING, 3114196 PAGE 5 establishment of a construction phasing plan which would permit uninterrupted operation of all departments. Kerry Kilday discussed his research of other municipal complexes and the concept of a town center with identity emphasized, which could be provided by a formal face on a main street, with facilities spread out to define a space connected by pedestrian walkways, and with elements to organize the space. Mr. Kilday also expressed the need to set aside space for activities, and to have adequate parking. The design and function of each of the major elements - -City Hall, Fire, and Police, were discussed. Six key issues for the design of the Fire Department were a safe haven in the event of a natural disaster with uninterrupted communications designed for future technologies; location on a secondary road with no traffic conflict; ease of maintenance of the life cycle cost of the building to be within budget; proper disposal of hazardous waste; design of private sleeping quarters for firefighters and separate bathroom facilities for male and female firefighters; and public meeting facilities. The Police facility concept was described as providing a sense of welcome and a place of refuge from physical harm, with CITY COUNCIL WORKSHOP MEETING, 3/14/96 PAGE 6 distinction of public and private sectors being a very important issue. A design charette was recommended. The town square concept was discussed. The importance of keeping the fire station one story was discussed. Phasing the project and the difficulty of remodeling facilities while continuing operations was discussed, and the importance of uninterrupted operation. Discussion included how the architecture could project an image. The timing before the referendum was described as a two -month charette along with development of a schematic plan which would include a model that could be utilized for the bond issue. Involvement of the client in the process was emphasized. Meetings would be conducted with the client, in -house reviews and review by an outside consultant. The checks and balances throughout the entire process which would assure an on time and within budget project were described. Some of the answers to questions posed by City Council members were that the 72 projects listed as references included approximately 12 which had been completed exclusively by Robert G. Currie & Associates; approximately two months would be needed to complete the design phase; a fast track design /build system CITY COUNCIL WORKSHOP MEETING, 3114196 PAGE 7 used in a Clearwater project was described; the firm had never been sued; expandability within the scheme presented was described; the firm, could meet timing schedules if a completely new design was desired; the firm's record was very good for being within budget and on time; the relationship between the firm and the related firms on the team were described; a project in Ft. Myers was referred to which would depict a different type of architecture; the firm's experience in referendums was from a recent Delray Beach project, and they would utilize models to help sell the project to the public. DIGBY, BRIDGES, MARSH & ASSOCIATES, P.A. Mark Marsh introduced members of their design team. Mr. Marsh explained that this team had been involved over the past ten years in seven public safety type facilities including city halls and city hall renovations, and stressed that the public architecture must be affordable and functional, must meet future needs, and must reflect the importance of the City aesthetically. Mr. Marsh commented that to date all of the team's projects had been within budget and on time and all of their municipal clients had been happy; and explained that the team had a unique CITY COUNCIL WORKSHOP MEETING, 3/14/96 PAGE B perspective since all of its members were local. Mr. Marsh described the process which their team would utilize as reviewing all of the previous studies, coordinating the various department moves into temporary and then into permanent facilities, and distributed a cost analysis to the Council members. Mr. Henry Skokowski provided information regarding his expertise and background, and presented slides featuring examples applicable to the City of Palm Beach Gardens which used water and other elements to create public interest and gathering places. Mr. Thornboro described projects completed by his firm. One scheme was presented for consideration, with the importance stressed of location on Military Trail, spaces created between the buildings, and maximizing the existing opportunities. The objective of the team was stated as the development of a complex which would include a master plan to extend across Burns Road to make the whole area a signature statement with coordination of all elements. some of the answers to questions. posed by City Council members were that timing would be 3 -4 months to develop final construction documents and 15 -16 months for construction, with the approach used of working with CITY COUNCIL WORKSHOP MEETING, 3/19/96 PAGE 9 City staff to develop the design; that their firm had never been involved in litigation; that the West Palm Beach project had been within budget, however, the contractor had been unsatisfactory; and that the firm could work to make the public aware of the project to promote the bond referendum by making presentations and providing models. The costs of three area projects were rated low, medium and high in response to a question by Councilwoman Monroe. The firm explained that they had worked on two prior referendums. City Attorney Baird advised that if the City Council wished to proceed further at tonight's meeting they sould determine whether the firms were qualified and then rank them in the order they perceived them to be qualified. Factors which would be used in the evaluation would be ability of the professional personnel, whether they were certified minority enterprises, their past performance, their willingness to meet time and budget requirements, location, recent current and projected work loads, and value of work previously awarded to each firm by the City in order to distribute work equally. After ranking, the next step in the process would be the competitive CITY COUNCIL WORKSHOP MEETING, 3/14/96 PAGE 10 negotiation of a contract with the firms in order of ranking, so that firm two and three would be available if closure of a contract could not be achieved with the first ranked firm. The City Manager announced that Vice Mayor Furtado had felt ill and left the meeting, and reported the Vice Mayor's ranking of the three firms. In response to Councilwoman Monroe's question regarding tentative ranking with additional research, City Attorney Baird responded that he did not believe that was the statutory intent and that the present point was to either rank the firms or to request further research by staff and then to rank the firms. City Manager Herakovich commented on each firm's different areas of specialization, and the fact that all of the firms had very complete construction documents and blueprints. Discussion ensued regarding results of a tour by the City Manager, Assistant City Manager Dunham, and Mr. Ornstein; possible unreported litigation and the nature of complaints reported to DPR, which Mr. Ornstein stated would not deter him from selecting any of the three firms. The City Council discussed the merits of the three firms. Mr. Ornstein stressed the fact that the City must stay in control throughout the negotiations. Ratings by the CITY COUNCIL WORKSHOP MEETING, 3/14/96 HORSE SHOW ARENA RESOLUTION 47, 1996 PAGE 11 City Council members ranked Architects Design Group as number one. Robert G. Currie & Associates as number two and Digby, Bridges, Marsh & Associates, P.A. as number three. Mayor Russo thanked staff for their work and the Council for making such a quick decision. Mayor Russo suggested establishing a 6 P.M. meeting before City Council meetings during this project to confer with the architects. Councilwoman Monroe reported contact with representatives from the Wellington Horse Community, who were concerned with the effects of the incorporation of Wellington, urban sprawl, and the need for large tracts of land within for horse farms. The group wanted nearby hotel and other facilities, which Palm Beach Gardens could provide - -with the golf course and the airport already established. The representatives were looking for a large tract of land to build a show arena. There are some large tracts within Palm Beach Gardens which would be appropriate. After discussion, it was the consensus of the City Council to invite the representatives to provide a presentation. Resolution 47, 1996 - Amendment to Mira Flores Site Plan. Planning and Zoning Director Walton reported CITY COUNCIL REGULAR MEETING, 2/15/96 PAGE 2 Seacoast Utility Authority to increase their level of service, and a growing comfort level among the population to contact the police which had resulted in a higher number of service calls. Mayor Russo expressed concern regarding the correctness of the percentages used for land use categories at buildout. City Manager Herakovich advised that the Blue Ribbon Committee was working on revisions of the percentages. Principal Planner Kim Glas Castro discussed the traffic element and explained that staff recommended waiting for the 2015 model. Discussion ensued regarding land available for different uses, and solutions for future water needs. AWARnTNr, nF RTnS, MODULAR RELOCATION City Manager Herakovich reported that staff had opened and reviewed two bids received for dismanteling, transporting, and remodeling work on the modular units being donated to the City by Pratt Whitney, and that staff recommended the bid be awarded to Don's Mobile Homes, Inc., low bidder, in the amount of $25,920. Councilwoman Monroe made a motion, seconded by Vice Mayor Furtado, to approve the staff's recommendation. Motion carried by unanimous vote of 5 -0. CITY COUNCIL REGULAR MEETING, 12/21/95 PAGE 10 to begin actual restoration until their plans were approved by the City Council at a subsequent meeting. REFERENDUM UPDATE City Manager Herakovich reported that the Presidential Primary would be held March 12, 1996, which would be the same day as the City Council election; and that she had been unable to confirm whether the 10 sales tax would also be on the ballot on March 12. During ensuing discussion, concern was expressed that there would not be time to educate the public before the March 12 date. Consensus of the City Council was to hold the referendum in September, 1996, and to set up a town hall meeting in January to obtain input from the residents. CITY MANAGER REPORT City Manager Herakovich reported that the City had been assigned a FEMA representative to help with applications for grants for projects which had failed during the flood and that staff would work to provide future mitigation plans relating to better storm sewers, better culverts, etc. The City Manager reported that the Flood Workshop had been held, and that the City would be working closely with the County to determine who should provide maintenance for certain canals. The Holly Drive Preconstruction meeting and the Roller Hockey Rink Pre - bidders conference had been held, so that both those projects CITY COUNCIL SPECIAL REGULAR MEETING, 11/30/95 PAGE 7 tile. Mr. Bekesh requested that the Public Hearing be scheduled for the first possible meeting. GOALS AND OBJECTIVES City Manager Herakovich reported that City employees had been very busy recently. The City Manager reviewed the list of goals and objectives. The first priority was the new municipal complex, for which marketing, architectural design, and site planning would be needed. The City Manager was requested to provide cost estimates and source of funds. The City Manager reported that the City was almost ready to invite bids for transportation of the modular units donated by Pratt Whitney. Councilwoman Monroe expressed concern regarding spending tax dollars to hire a marketing firm. During ensuing discussion, opinions were expressed that a marketing firm would be needed in order to meet deadlines and to provide the level of expertise that would be needed, but could be directed to utilize volunteers and staff in the best ways possible. City Manager Herakovich listed the second priority item as the Charter Amendment which was scheduled for the March referendum, and explained that civic groups and the City Line Newsletter would be utilized to spread information, in addition to marketing strategies. The City Manager added a subsection to Priority Item 5, Merit System Revision, of Performance Review Revisions, and reported that almost every City job description had been rewritten, and commented that when completed, a booklet containing all job descriptions would be provided to the City Council members. City Manager Herakovich CITY COUNCIL REGULAR MEETING, 11/2/95 PAGE 13 actions of the developer, and would take all legal action needed to be absolutely certain that the master plan was adhered to and that the security and drainage was protected. Staff was directed to notify the proper agencies of the developer's actions. iTE.M3 FOR COUNCIL AMTON: BUILDING DEPT VEHICLE City Manager Herakovich recommended that a 4-wheel drive vehicle needed by the Building Department be purchased from Ed Morse Chevrolet for $22,347.85, and advised that sufficient funds were budgeted. Councilwoman Monroe made a motion to accept staffs recommendation. Motion was seconded by Vice Mayor Furtado and carried by unanimous 4 -0 vote. MUNICIPAL COMPLEX PROPOSED SITE Vice Mayor Furtado made a motion to reaffirm the consensus of the City Council at their last workshop meeting that the City complex should remain on the existing site. Councilman Jablin seconded the motion which carried by unanimous vote of 4--0. ITEMS FOR fl1SC'USSiON: BOSTON MARKET PHASE I REVISIONS Principal Planner Ellington explained the Petitioner's request to build the Boston Market in two phases, in which the first phase would be construction of a 3,000 S.F. store rather than the 5,305 S.F. store originally approved. Timothy Messler, agent for the Petitioner discussed the request. It was the consensus of the City Council that the construction not be phased and that the Petitioner must CITY COUNCIL SPECIAL REGULAR MEETING, OCTOBER 26, 1995 PROPOSED SITES FOR MUNICIPAL COMPLEX/ POLICE STATION PAGE 4 Architect Mark Marsh reviewed the items established through the Blue Ribbon Committee and other committees and workshops, as well as the Comprehensive Plan requirements, and explained that a town center needed to be established identifiable both as an area of City government and as a civic gathering place. Mr. Marsh stressed improved quality of services with upgraded facilities to respond to citizens' needs, and careful response to traffic patterns. Mr. Marsh presented a series of slides depicting examples of municipal facilities in other cities, and explained that three options had been developed for the proposed municipal complex. Option 1. The original concept utilizing the area on the west side of the existing property, demolishing the City Hall and building a new facility. Option 2: Purchase of the existing church site south of Burns Road to be utilized for a new police station, and constructing a new City IIall at the northernmost edge of the existing site, with parking, a training center, and the existing fire station in between the new City Hall and the new police station. Mr. Marsh explained that the major drawback to this option was the separation caused by Burns Road; however, creative design could overcome that perception. Mr. Marsh recommended linkage through plaza areas and pedestrian walkways, and a water feature to demonstrate the importance of the City Hall. Mr. Marsh also explained that police response could be hampered by Burns Road traffic and lack of curb cuts on Military Trail. Discussion CITY COUNCIL SPECIAL REGULAR MEETING,, OCTOBER 26,1995 PAGE 5 ensued regarding possible different scenarios for this parcel. Option 3. This option used a full 15 -acre site to show how it might be utilized without having to design around a park, as in options 1 and 2 where Gardens Park limited the space for design. Jeff Ornstein reported that the Blue Ribbon Committee had voted to recommend to the City that the existing site be used. Vincent Pappalardo urged that this project be started as soon as possible since construction costs had increased 10 %, or approximately $1,000,000, since the report by the Space Allocation Committee a year ago, and also because in his opinion, some City departments were operating in violation of fire and other codes. Vice Mayor Furtado commented that the church property had just become available and that the March 1996 referendum had been the first feasible election for which this matter could be scheduled. After further discussion, it was the consensus of the City Council to stay at the existing location rather than moving municipal facilities to another location. A time line was reviewed, which projected completion two years after selection of a design consultant for the project. Discussion ensued regarding the cost of an option of accelerating the selection process, which Mr. Ornstein estimated to be 15% of the design professional's fee. Discussion regarding using the services of a team of residents which would include members of the former Space Allocation and Building Committee to produce the design, along with their cost figures presented to the City Council a year ago with a percentage added for increased costs, and requiring that construction be CITY COUNCIL SPECIAL REGULAR MEETING, OCTOBER 26, 1995 PAGE 6 contained to that figure, so that voters could be assured of the cost of the project. The City Council agreed that the site plan should utilize only that land which the City owned, and that if the church property became available at a later date that recreational facilities could be relocated there. Mayor Russo requested that an agenda item be scheduled as soon as possible to retain a consultant to provide a marketing package for education of the voters. CITY MANAGER REPORT City Manager Herakovich announced another town meeting scheduled for November 13 regarding the PGA Amendment to DRI at the PGA Resort. City Manager Herakovich reported several thousand dollars had been realized from the recent City auction, and that since the demand for Harley Davidson motorcycles was so great that they had been sold for almost the same price for which the City had purchased them. City ManagerHerakovich reported that the Town of Jupiter had requested budget information from the City regarding Fire Rescue services and an organizational chart, which would be provided. The City Manager announced the Florida League of Cities would hold their 35th Annual Legislative Convention November 16 -17 in Tampa where training would be provided on how to lobby and how to identify issues which would affect the City, such as NPDES discussed earlier in the meeting, which would be an unfunded mandate. The City Manager reported that FEMA had not yet responded to the Governor's request for aid for this area, and urged staff and the City Council to contact state and federal legislators to encourage the President to honor the request. CITY COUNCIL SPECIAL REGULAR MEETING, 9/28/95 PAGE 4 support. PROPOSED CITY FACILITIES SITE PLAN Architect Mark Marsh presented a conceptual plan which separated the city Hall from other municipal facilities, placing it on the present DMV site. The plan proposed a 28,000 S.F. 2 -story building with exposure on PGA Boulevard enhanced by passive open space and linked to the existing and proposed North County Government Complex, with a direct entry from the Toys R Us roadway. At the present site, a new police station adjacent to the existing fire station was proposed. Mayor Russo proposed that the Building Committee reconvene to provide input on this design compared to their original proposal, considering the additional cost for locating City Hall away from other municipal facilities. Jeff Ornstein explained that the Building Committee had determined space allocation needs and had developed a site development plan only for cost purposes. Mr. Ornstein stated that this conceptual plan did fit within the parameters developed by the Building Committee. Discussion ensued regarding possible relocation of the police station across Burns Road on the present church property. Staff was directed to schedule this item for an October 26 workshop meeting for consideration CITY COUNCIL SPECIAL REGULAR MEETING, 9/28/95 PAGE 5 of other conceptual plans. CONSENT AGENDA Councilwoman Monroe made a motion to approve the Consent Agenda as presented. Vice Mayor Furtado seconded the motion which carried unanimously by a 5 -0 vote. The following item was approved on the Consent Agenda: 1. Approval of City Council Special Regular Meeting Minutes of 9/14/95. _PUBLIC HEARINGS: ORDINANCE 22, 1995 Mayor Russo declared the Public Hearing open , which was advertised 9/13/95 and held on the intent of Ordinance 22, 1995 - Amending Section 157.040 and Title XV entitled "Land Usage" (Surety), for consideration of Second Reading and Adoption. There being no comments from the public Mayor Russo declared the Public Hearing closed. Vice Mayor Furtado made a motion to approve Ordinance 22, 1995 upon Second Reading by title only. Motion was seconded by Councilman Jablin and carried by unanimous vote of 5- 0. After discussion, City Attorney Baird clarified that the City would have the option to use the surety when a developer did not complete all improvements. The City Clerk read Ordinance 22, 1995 by title only on Second Reading. ORDINANCE 25, 1995 Mayor Russo declared the Public Hearing open , which r CITY COUNCIL REGULAR MEETING, 6/15/95 PAGE 2 the staff recommendation. Motion was seconded by Vice Mayor Furtado and unanimously carried by a 4 -0 vote. ITEMS BY MAYOR ANn CITY O N 1 VICE MAYOR FURTADO Vice Mayor Furtado reported she had attended an MPO meeting where she had teamed that $ 21K"00Qn tax dollars were spent for training people in the use of car pools, and had expressed her opinion that the varying amounts of fines for traveling in the high occupancy lane without sufficient people in the car should be standardized throughout Florida and that those fines should be sufficient deterrent and would make the training unnecessary. Vice Mayor Furtado requested that letters be sent to her in care of City Hall requesting priority be given to sound barrier walls on I -95 in Palm Beach, Gardens, since the City was in the 5 -year roadway expansion plan which did not include the sound barriers. Mayor Russo suggested that a Resolution also be drafted. At Vice Mayor Furtado's request, the City Manager provided a proposed form to be used by City Council members as a better way to follow through on comments and complaints, which would be submitted to the City Manager's office and then forwarded to the proper staff member for resolution. Vice Mayor Furtado commented that residents' views as presented in Gardens Times on possible locations for a new municipal complex had revealed that those residents were not aware of proposed plans for the land on which the City complex was now located. Vice Mayor Furtado reported she had visited Planet Ice and that it .. ` 1. CITY COUNCIL REGULAR MEETING CITY OF PALM BEACH GARDENS JUNE 1, 1995 The Regular Meeting of the City Council of the City of Palm Beach Gardens, Florida, was called to order by Mayor Russo at 7:35 P.M. in the Assembly Room of the Municipal Complex, 10500 North Military Trail, Palm Beach Gardens, Florida, immediately following the adjournment of the Local Planning Agency Meeting. ROLL CALL The City Clerk called the roll and present were Mayor Russo, Vice Mayor Furtado, Councilwoman Monroe, councilman Jablin, and Councilman Clark. ITEMS BY MAYOR AND CITY COUNCIL: MUNICIPAL COMPLEX, PARK PLAN AND REFERENDUM TIME LINE City Manager Herakovich explained that staff had prepared a very ambitious timeline which extended to March 12, 1996, for construction of a new municipal complex at the Central Boulevard location. Vice Mayor Furtado requested staff reconsider the present location of City Hall as a site 'because of the high cost of the Central Boulevard site. Discussion ensued regarding exploration of possible $1 per year lease site from Palm Beach County at the North County Governmental Center location. In response to Councilwoman Monroe, City Attorney Baird advised that impact fees could be designated for capital CITY COUNCIL REGULAR MEETING, 6/1/95 PAGE 2 improvement projects but accumulation of those fees would require several years to acquire enough to make a significant debt reduction for a project such as a new municipal complex. After further discussion it was the consensus of the City Council to schedule a meeting within the next two weeks with the Palm Beach County Administrator and Commissioner Marcus to determine whether a site at the North County Governmental Center with frontage on PGA Boulevard would be available for lease at $1 per year. Park improvements with a four -year timeline for accomplishment were reviewed by the City Manager. After discussion, it was the consensus of the City Council to schedule a meeting with the MacArthur Foundation to determine locations for recreation which might be leased to the City for $1 per year with option to purchase, including the possibility of a regional park located on Hood Road. It was the consensus of the City Council that the referendum would be scheduled for March, 1996, and that the City Council would be provided an update at their meetings every two weeks regarding the proposed municipal complex and park plan. VICE MAYOR FURTADO Vice Mayor Furtado reported she had attended the high school baseball banquet, and that the Booster Club CITY COUNCIL WORKSHOP MEETING, 4/27/95 PAGE 7 to support the City's future needs. Suggestions included providing more affordable housing than would be available in the Abacoa development, types of industrial businesses that might locate near the slough, possible development along Donald Ross Road by industrial /office type businesses. Councilwoman Monroe pointed out that legally the plan must include a range of housing. The issue of commercially zoned land along Beeline Highway being too close to the Loxahatchee Slough was discussed. City Engineer Len Lindahl cautioned that the area should not disregarded but should be considered for low density industrial that would be environmentally friendly. PROPOSALS FOR MUNICIPAL COMPLEX City Manager Herakovich reported staff had learned that the landowner of a parcel of land located along Central Boulevard was willing to work with the City to locate a large district park on the property, and also pointed out that property proposed for a Municipal Complex at the Central Boulevard location would be most cost effective if a 25 —acre parcel were purchased to accommodate the City's present and future operations and to provide adjacent park land. City Manager Herakovich reported that in regard to the Northcorp location that the County was no longer contemplating a move to that property, but had re— committed to the PGA Boulevard site, and asked the City Council to think about whether traffic would still be an issue if the flyover at Alternate AlA were completed, RCA Boulevard were improved, and Fairchild were extended from Toys'R Us around that whole parcel. The City Manager commented that the types of services CITY COUNCIL WORKSHOP MEETING, 4/27/95. PAGE 3 requested by residents coming into City Hall were often County rather than City services, so that a Municipal Complex located near County services would be convenient for residents. City Manager Herakovich explained that although the Northcorp site was conveniently located across the street from the City's Public Works Department that the cost of that property was too high to allow further consideration as a possible site. The City Manager recommended that staff confer with County officials to determine whether the PGA Boulevard land was still available at $1 a year, and that staff confer with the Central Boulevard parcel landowner to verify appropriate figures; and recommended the PGA Boulevard location for the City Hall and Police Station, the Central Boulevard location for a park, and the present municipal location for recreational needs. After discussion, consensus was in favor of the Central Boulevard site because of its location near the center of the City. After discussion of financing options, consensus was that the best option was to go to a referendum and to use bonds for the funding. Direction to staff was to discuss the Central Boulevard site with the MacArthur Foundation, to obtain data regarding population breakdown and traffic counts on Central Boulevard, and to establish timelines for discussion at the next City Council workshop meeting the second week in May. PARKS & RECREATION PROPOSED MASTER PLAN City Manager Herakovich reported the proposed plan was supported by both the Recreation Advisory Board and the YAA. Sue Miller, Director of Parks and Recreation, reviewed the proposed master plan. Vice Mayor Furtado questioned CITY COUNCIL WORKSHOP MEETING, 3/30/95 PAGE 4 PROPOSALS FOR MUNICIPAL BUILDINGS Finance Director Olson reported five options had been identified as locations for the City Ball and Police Station (1) the existing site for City Hall and a new building for the Police Department to the north, (2) new building on the existing site for City Hall and a new building for the Police Department to the north (3) Northcorp Center, (4) PGA & Central Boulevard, and (5) North County Governmental Center. During discussion of the locations, PGA and Central Boulevard was the preferred location and the City Council directed staff to research what could be done at that location. Councilwoman Monroe suggested staff include a request for possible blocking off of land for future purchase by the City. The City Council decided that they would want this issue taken to the voters; Councilwoman Monroe suggested research into recent history regarding bond payoffs to give the public a comfort level that the City was paying off debts and not continually adding debt on top of other debt. Staff was also directed to provide additional information regarding advantages and disadvantages of land purchase versus leasing. Jeff Ornstein, former member of the Building Committee, contributed his opinion that the land at PGA and Central Boulevard would be quite expensive and explained that a bond could be raised for lease as well as purchase, and if used for lease that the process could be accelerated approximately two years. Dan Catalfumo agreed, and commented that a lease with option to purchase financed by a bond would be � 4 CITY COUNCIL WORKSHOP MEETING, 3/30/95 PAGE 5 the best of both worlds, since as a developer he would provide a turnkey operation, with everything preapproved by the City, the City would have a guaranteed purchase price and guaranteed payment, and on the day of C. 0. the City would write a check through the bond for the total price if they were purchasing, or would write a check for a lease payment if leasing, and could wait to exercise the purchase option. The City would save interest costs by using a bond which would carry a lower rate of interest than standard financing. City Attorney Baird suggested that he research the legal issues involved since some could become rather complex, and report back to the City Council at the time staff presented their report. Mayor Russo requested the reports be scheduled for the second City Council meeting in April. Mr. Len Lindahl cautioned that a greater degree of specificity would be needed to include all possible details in the plans up front in order to provide a guaranteed price. GOALS AND OBJECTIVES FOR 1995 Recreation Director Sue Miller explained that her department would like to provide a presentation at a later date to show the City Council ideas for renovation and upgrading of each park, had met with the YAA for their input, and planned to work together with the YAA to accomplish mutual goals. Ms. Miller explained that the report given to the City Council summarized a master plan for all the existing parks, and stated that considerations had been what to do with each sport and how to move the fields, but did not address acquiring CITY COUNCIL REGULAR MEETING, 1/19/95 PAGE 6 DISBURSEMENT OF FUNDS RE: CONSENT DECREE Motion to approve disbursement of funds under the Consent Decree was made by Councilwoman Furtado and seconded by Councilman Russo. City Attorney Baird explained that under the Consent Decree that the first payment of five annual payments was due to be disbursed. Motion carried unanimously. ITEMS FOR DISCUSSION: TEMPORARY MODULAR BUILDING SPACE FOR CITY EMPLOYEES City Manager Herakovich explained that Pratt Whitney had used modular units for the past seven years and no longer had a use for them and that the City could obtain them for temporary relocation of the operations now housed on the first floor of City Hall in order to allow the police department to use that space. The City Manager reported that a one —time cost to relocate the units and remodel them was estimated to be $70,000 to $80,000 for approximately 8,000 square feet, and that the units could be used for as long as needed. It was the consensus of the City Council that the preferred location would be across from the post office kiosk and that staff should proceed with obtaining the modular units, and to place this item on the next agenda so that absent Council members could be apprised of details. RESOLUTION 178, 1994 The City Council reviewed Resolution 178, 1994 as amended by the City Attorney. Motion was made by Councilman Russo to approve Resolution 178, 1994 as amended. Motion was seconded by Councilwoman Furtado CITY COUNCIL REGULAR MEETING, 8/4/94 PAGE 11 Mayor Monroe questioned whether a building permit was required for the wall. It was the consensus of the City Council that this item be placed on the consent agenda for approval after the required ownership and maintenance agreements had been finalized. CITY MANAGER: City Manager Herakovich announced September 8 and 15, 1994 dates for budget hearings. The City Council approved the City Manager write a letter to the County in support of the realignment of Hickory Drive, as requested by Palm Beach County stating the City would accept dedication of the road when constructed to City standards by BallenIsles development. City Manager Herakovich also reported that the present millage rate was 1.37% lower than the rollback rate. FUNDING SOURCES FOR MUNICIPAL COMPLEX Finance Director Kent Olson explained options for funding the proposed Municipal Complex were general obligation bonds, special revenue bonds which would pledge a electricity franchise fee, a utility tax, or all ad- valorem revenue sources except court fines. Mr. Olson explained any of these options would result in an increase in property taxes except the implementation of a utility tax, and recommended the purchase of bond insurance to give the bonds a higher rating. It was the consensus of the City Council that this matter be placed on the ballot for voter consideration in the next CITY COUNCIL REGULAR MEETING, 8/4/94 PAGE 12 referendum. CITY ATTORNEY City Attorney Baird reported that an appeal had been filed by former officers Natoli and Carpenter in regard to their termination of employment with the City would go through the Appellate Court. The City Attorney also reported that preliminary approval of the stipulation entered into by the City .in the Wells case had been received and that after a Fairness Hearing on September 14, 1994, a final order would be entered. PALM BEACH COUNTY COMPREHENSIVE PLAN AMENDMENT It was the consensus of the City Council to file an objection with the County to their proposed comprehensive land use plan amendment which would limit proposed changes to the Traffic Performance Standards to only one project, and to write a letter to the Municipal League to be delivered by Councilman Russo at their next meeting regarding the City's inability to resolve this matter because of lack of response from the County. ADJOURNMENT There being no further business to discuss, motion was made by Vice Mayor Monroe, seconded by Councilman Russo, and unanimously approved to adjourn the meeting at 11:27 P.M. ;X�LIK�L_ foreign countries. Mr. Snowden explained that an FTZ was a designated geographic area governed by -the Department of Commerce and Customs, and Palm Beach County's program had been established to provide equal acciBss for anyone interested. The 175 -acre FTZ area at the North County Airport location would be developed by the iairport in the initial stages by providing environmental studies and establishing the infrastructure; and sites would be then offered to businesses on long -term leases:, or for sale with no property taxes. Mr. Snowden explained the logistics as goods that entered the countryi through Miami would be trucked here to the FTZ; components would be i assembled and the finished product truckedlto the Port's FTZ and stored there until exported by shgip. BUILDING COMMITTEE FINAL REPORT Jeffrey Ornstein, Chairman of the Building Committee, recapped the Committee's activities and presented budget figures for the Master Plan. Chairman Ornstein explained the total estimated costs of $12.5 million included some site development cost for recreation as well as bonding costs, and that the committee had considered the Police Department top priority; however, the City Council would need to establish priorities for phasing. Committee member Vince Pappala`rdo explained that some portions of the project would ilot be needed immediately. It was the consensus of the City Council that staff would work with the Committee's cost estimate to present alternative financing :methods for CITY COUNCIL REGULAR MEETING, 7/21/94 ITEMS BY MAYOR AND CITY COUNCIL COUNCILMAN RUSSO CONSENT AGENDA: consideration at the next City Council meeting. PAGE 3 Councilman Russo reported the Capital Improvements Recreational Committee had determined that additional ballfields were needed immediately and stated that if the Lake Catherine ballfields were not lit, alternatives would need to be found. Vice Mayor Monroe requested Item 2 be pulled from the Consent Agenda. Councilman Russo made a motion to approve the Consent Agenda with items 2 removed. Councilwoman Furtado seconded the Motion. Motion to approve the Consent Agenda, as amended, carried 4 -0. The following items were approved on the Consent Agenda: 1. Approval of Minutes of 6/27/94 City Council Special Meeting. 3. Resolution 87, 1994 - Approval of Plat 3 of BallenIsles PCD. PUBLICJKEARINGS: ORDINANCE 14, 1994 Councilman Jablin requested the following changes in the wording of Ordinance 14, 1994: On page 2 under Section 32.21 Composition; Appointment; Terms: Immediately following "composed of ", in the first sentence insert "up to twelve (12) and no less than nine (9) regular members "; insert "up to" immediately before "seven (7) CITY COUNCIL WORKSHOP MEETING CITY OF PALM BEACH GARDENS JUNE 23,1994 The Workshop Meeting of the City of Palm Beach Gardens, Florida, was called to order by Mayor Clark at 7:30 P.M. in the Assembly Room of the Municipal Complex, 10500 North Military Trail, Palm Beach Gardens, Florida, and opened with the Pledge of Allegiance to the Flag. ROLL CALL The Assistant Deputy City Clerk called the roll and present were Mayor Clark, Vice Mayor Monroe, Councilman Russo Councilman Jablin, and Councilwoman Furtado. ANNOUNCEMENTS Mayor Clark stated the announcements were as posted on the City's Bulletin Boards. ITEMS FOR DISCUSSION POST OFFICE KIOSK The U. S. Postal Service had provided the City staff with plans for a Postal Kiosk to replace the existing facility located just west of City Hall. The Postal Service was aware that the configuration of the Municipal Complex might be changed and that their kiosk would have to be moved to a new location on the site when expansion began. Postal representatives present at the meeting responded positively to Vice Mayor Monroe's request for drive =up mail boxes. After being updated by staff, the existing 1972 lease, which provided for a 5 -year term with automatic renewals and termination by notice from either party, would be presented to the City Council for approval at their July 7, 1994 meeting. 1 CITY COUNCIL REGULAR MEETING 6/16/94 4 align Shady Lakes Boulevard and Hickory Drive to make the crossing safer for school children. BUILDING COMMITTEE: MASTER SITE PLAN PROPOSAL Jeff Ornstein, Building Study Committee Chairman, presented the Conceptual Master Site Plan for the Municipal Administrative Complex. Mark Marsh of Digby Bridges, Marsh and Associates reported the site plan gave the Council Chamber the highest visibility and included the existing municipal complex, recreation facilities, a playground, and open space. Since the space for recreation facilities was more confined, those facilities shown on the recommended site plan were changed from the existing configuration. The site plan incorporated the future widening of Burns Road and its impact on the existing fire station, provided improved traffic flow, included the addition of an access road, parking facilities, a lake /water retention pond, an expanded Council Chamber, and a new police facility. Within 30 days of the initial review of the site plan by the City Council, the Building Committee would present a final report to the Council which would include time line scheduling and preliminary cost estimates. Building Committee member Andrew Brock, stated the plan had revolved from the serious need for police department facilities. Committee member Vincent Pappalardo urged the City Council to appoint another committee to help CITY COUNCIL REGULAR MEETING 6/16/94 5 sell this idea to the public. Councilman Russo suggested that a referendum was not the only method to proceed, and the Council needed to decide whether or not this issue would need to go to referendum. COUNCIL MEMBER'S CUP Councilman Russo was awarded the Council Member's Cup as the winner in the recent City Council competition at the City's Municipal Golf Course. ITEMS BY MAYOR ANp CITY COUNCIL COUNCILWOMAN FURTADO Councilwoman Furtado reported she had requested the MPO to submit any information on major items that would require a vote to the municipalities early so the elected officials of the City would have ample opportunity to provide input. She reported that approvals were in place for the elevation of U.S. Highway One to enable westward expansion of the Port of Palm Beach, and at her request, the MPO was in the process of drafting a resolution supporting the interlocal agreement between the City of Riviera Beach and the Port which would be submitted to the municipalities in the area for their approval. COMMENTS FROM THE PUBLIC Kathy Babin Kathy Babin, 10102 Dahlia Avenue, spoke in favor of lighting the ballfields at Lake Catherine and requested land for the roller hockey league. It was the consensus of the City Council to support Councilman Russo's ev' CITY COUNCIL WORKSHOP MEETING CITY OF PALM BEACH GARDENS APRIL 28, 1994 i The Workshop Meeting of the City of Palm Beach Gardens, Florida, was called to order by Mayor Clark at 7:40 P.M. in the Assembly Room of the Municipal Complex, 10500 North Military Trail, Palm Beach Gardens, Florida, and opened with the Pledge of Allegiance to the Flag. ROLL CALL The Assistant Deputy City Clerk called the roll and. present were Mayor Clark, Vice Mayer Monroe, and Councilwoman Furtado. Councilman Jablin arrived at 7:50 P.M. ANNOUNCEMENTS Mayor Clark stated the announcements were as posted on the City's Bulletin Boards. ITEMS FOR DISCUSSION PARKS AND RECREATION ADVISORY BOARD CONCERNS Jeff Sabin spoke for the Parks and Recreational Advisory Board, and stated they would like to see development of a regional or district park somewhere within the City limits or adjacent to the City to serve the citizens of Palm Beach Gardens, which would offer all types of recreation. The Parks and Recreational Advisory Board plan to continue to focus on this, however, this would be a long —term plan which would have to be funded by County impact fees. City Manager Herakovich I responded to the Advisory Board's concern regarding, the Klock property, that the mlesignation of the Klock property so it could be counted in the inventory of parks for the overall level of service was under the 94-1 Comprehensive Plan which was � t � a: CITY COUNCIL WORKSHOP MEETING, 4/28/94 PAGE 2 on the agenda for this meeting. She stated another of the Board's concerns had been the Police Station planning and design; she reported the survey for that property had been received that day. Mr. Sabin stated the Board had been concerned that the facilities would be developed before the seventeen acres designated for the ball fields, and would like to be informed on a time line when the ball fields would be f developed. Councilwoman Furtado stated the first regular Council meeting in May was the date designated for the conceptual plan to be brought before the City Council. She stated the ball fields would be developed on a staggered basis so that everything would not be torn up at once. City Manager Herakovich explained the decision had not yet been made by the City Council whether to have a bond referendum just for the police station or just for the redevelopment of Gardens Park, or both. Councilwoman Furtado stated that matter had been discussed by the Building Committee and the consensus was that both should be included in a bond referendum in November 1944, although this had not yet been approved by the City Council. Jeff Sabin spoke in regard to lighting the ball fields at Lake Catherine to extend their use. Neighbors would be consulted to determine their feelings in regard to lighting these ball fields. It was determined that funds have been earmarked for this in the Capital Improvements budget. Vice Mayor Monroe questioned the ages of children who would be using the ball fields on schootnights and was told ages 12 4 and up, and the lights would probably go out at 10 p.m., so the children would need CITY COUNCIL REGULAR MEETING, 6 -17 -93 15 to apply, in her opinion, since there is always a gamble when pine trees are planted. Councilman Jablin attested to the integrity of Mr. Kaye and that Mr. Kaye did take a tremendous amount of care with plants he put in Councilman Jablin's restaurant. Mayor Russo suggested City Manager Herakovich get with the City Forester again and see what his recommendations are and report back. TOWN MEETING Mayor Russo reminded everyone present that there would be a Town Meeting on Monday, June 28, 1993. Mayor Russo felt there should be a presentation at the meeting by the Police Chief; an EMS presentation; discussion about any other budget items; what it will cost the taxpayers per home under the proposed budget; let the residents know about the golf course. Vice Mayor Monroe also suggested taxpayers be more informed about a police facility and Acting City Manager Herakovich was asked by Mayor Russo to include this. Acting City Manager Herakovich was directed to talk to Joe Wise and get some projection of what a police facility entails on a 30 -year basis. Vice Mayor Monroe also suggested that handouts - anything that residents can hold in their hands and review - would be a big help, especially when talking about millage rates. ADJOUR MENT There being no further business to come before the City Commission, Vice Mayor Monroe made a motion to adjourn; seconded by Councilman Jablin. Passed unanimously. The CITY COUNCIL REGULAR MEETING, MAY 20, 1993 13 ainendments: 1) Architectural changes, and 2) Landscaping ('there were violations during construction). Staff had no problem with the request. Councilman Clark made a motion to approve this resolution and Councilwoman Furtado seconded. The motion was unanimously carried. Resolution 54. 1993 Amendment to Site Plan for Gardens Towne Square. This petition reflected a change in the approved square footage for the shopping center. The construction of a 572 square foot truck well and receiving room expansion for the future Office Max supplies store. The color and material of the addition will match the existing shopping center. The addition will also require the relocation of two Oak trees. If they don't survive the move, they will be replaced. The Council concurred that the Center looks very nice and they are looking forward to Office Max being located there. Councilwoman Furtado made a motion to accept Resolution 57, 1993, and Councilman Jablin seconded. The motion was unanimously carried. Resolution 55. 1993 Appointments to the Space Allocation Committee. Mayor Russo stated that there should be a minimum of five and a maximum of nine committee members. The Mayor also stated he favors the Police Chief to be the staff designate on this dommittee, along with Jeff Ornstein, Mike Anderson, Vince r CITY COUNCIL RIEGULAR MEETING, MAY 20, 1993 14 Piappalardo, (contractors), and Gary Krielow, CPA, all of whom are willing to serve. Acting City Manager Herakovich stated that since the resolution concerns future need, a representative from Planning staff should be on this committee. In addition, she is not comfortable with the mission statement, and suggested that staff re -write it. Councilwoman Furtado suggested to ask Mr. Brock to also serve. He asked and said be is willing to serve. esolution Xx 55, 1993, will be considered for approval at a future meeting. Resolution 56, 1993 Appointments to the Sign Ordinance Committee. The Sign Code $tudy Committee would consist of five persons: Jack White, a- Chamber person, Jack Hanson, (building official), and a Merchants' Association person. Former Council Member, Don Kiselewski, volunteered to be on this committee. Council- woman Furtado suggested Mr. Joe Blair, owner of Community TV be appointed. Mayor Russo explained that the Sign Ordinance is very technical. A discussion pursued about reviewing the Ordinance. Mayor Russo stated if the Ordinance were to be reviewed, etc., then the mission statement will have to be changed. Councilman Clark stated that not only is it the City's intent to balance aesthetics �. and public safety, but also the needs of the business CITY COUNCIL SPFELIATEr MEETING, MAY 1993 councilman Clark stated he would like the language to be clarified about who determines if the Council gets involved in the process early on; it would be more clear if the wording reflects the meaning that Council has a right, not an obligation to intervene. Mayor Russo requested that Ms. Glas'return to Council with some of the changes discussed. Mission Statements on Ad Hoc Committees_ Mayor Russo stated that we already have some of the mission statements as written in our Charter. Mayor Russo would like the committees to have mission statements. Snace Allocation and Facilitv Committee needs more of a mission statement; the priority is 1) the police facility, 2) public works, and 3) government offices. we need to tell everyone that we want to have two space facility projections, one for the year 2000 and one for 2022. The size of the facility, what needs to go inside, and where the facility is to be located needs to be noted. Same applies to public works and the governmental office. The immediate task for them to come back with is the police facility, and then the coordination with the others. The police chief has to be involved as it relates to the police facility, and the same with the others. Mayor Russo stated a possible committee member could be Vince Papallardo because he is a general contractor who said he is not interested in bidding on the 4 s 3 CITY COUNCIL Sro�� 'MEETING, MAY - �, 1993 25 job and was involved in the original building here, so some of the history he can bring to this may be helpful. Mayor Russo also suggested Mike Anderson, now contractor of the year and member of the Chamber (on the board of directors). Mayor Russo suggested we have an architect (commercial) on the committee, someone with a lot of experience; a financial person; people who are interested and involved in the City. It was also suggested to ask the planning & zoning commission if they had anyone interested to be on the committee. Mayor Russo stated he would like to appoint the committee at the next meeting and that the Acting City Manager clean up the mission statement. $fan Code Committee Mayor Russo said the mission statement is fine. Vice Mayor Monroe would like to see a tougher sign code. She cited the Toys R Us sign as an example. Mayor Russo discussed who to appoint to the Sign Code Committee. Vice Mayor Monroe as the liaison, Jack Hanson, Building Official, is a possibility, a member of the Chamber, and the Merchant's Association. Mayor Russo stated we should get going on this by next week. Charter Review Committee Vice Mayor Monroe suggested City Attorney Brant participate on this committee. The problem areas would be reviewed. The Chamber made recommendations for committee members to serve. Mayor Russo appointed Councilman Clark as liaison and stated he would like to get started next week. CITY COUNCIL WORKSHOP MEETING, 3/25/93 PAGE 4 Facilities Plans /Space Allocation /Referendum Council would like to form a committee to look at locations and proposals. Mrs. Herakovich to provide comments from staff in couple of weeks. Rpcovnition of PBGYAA Years of Service Aygro Mrs. Herakovich will return to Council with suggestions for recognition of PBGYAA. Anoointments: Emergency Medical Task Force,;, The following members were selected to form an Emergency Medical Task Force Committee: H. B. Lipschetz, Mike Hoffman, Palm Beach Gardens Medical Center, David Pania, and Barry Merman. Vice Mayor Monroe will contact Dave Talley of the Northern Palm Beaches Chamber of Commerce for suggestions of a business professional to serve on the committee. David Pania will chair the committee. Mayor Russo stated he will attend the first meeting of the Committee. Charter Review Committee: Council will submit names to serve on the Charter Review Committee at the 4/1193 Regular Council Meeting. $ign Code Committee: Council will submit names to serve on a Sign Code Committee at the 4/1/93 Regular Council Meeting. Golf Course ComiAjttgp: Mayor Russo stated he would make a recommendation on forming a golf course committee at a later date. Code Enforcement Officers Vice Mayor Monroe recommended adding an issue to the pending CITY COUNCIL WORKSHOP MEETING, 1/14/93 PAGE 9 k- 4TITION SUBMITTAL DEADLINE Bristol Ellington, Planner, addressed the City Council and reviewed proposed policy on submittal deadline dates for petitions. Mr. Ellington stated there was not a policy dealing with minor and /or miscellaneous petitions coming directly to City Council and deadlines for the submittal. There was a consensus of the City Council to add "unless reduced to 8 days by the City Council." at the end of the staff report. This will allow the Council to workshop an item and reduce the time from 17 days to 8 days. After further discussion, there was a consensus of the City Council directing the City Attorney to draft a Resolution incorporating the staff report and schedule for the Consent Agenda at the 2/4/93 Regular Meeting, FACILITIES PLANS/ SPACE ALLOCATIONS/ REFERENDUMS The City Manager reviewed available options for expansion of City facilities and the involved costs. Discussion ensued regarding various options available to the City. There was a consensus of the City Council directing staff to provide the Council and Department Heads with copies of the space study conducted by Spillas Candela. Each Department Head was to review their department needs and update the information contained in the study and provide same to the City Manager. After all updates are obtained, this item will return to City Council for further discussion and direction.