Fort Walton Beach Council minutes — 04-16-13 special rec center — reading text

193 Final Minutes -- City of Fort Walton Beach Special Meeting of the City Council of Fort Walton Beach Tuesday, April 16, 2013 5: 30 PM 107 Mlrnle strip Parkway For( Waltov End, FL 32549 CALL TO ORDER 5: 30 PM Meeting was called to order on April 16, 2013 at Council Chamber, 107 Miracle Strip Parkway, Fort Walton Beach, FL. Attendee Name Title Status Arrived Mike Anderson Mayor Present Bobby Griggs Council Seat 1 Present Joyce gossom Council Seat 2 Present John Mead Council Seat 3 Present Trey Goodwin Council Seat 4 Present Amy Jamieson Council Seat 5 Present Bull Rigdon Council Seat 6 Present Dick Rynearson Council Seat 7 Present PLEDGE OF ALLEGIANCE The Mayor led in the Pledge of Allegiance. GMP DISCUSSION FOR PROPOSED RECREATION CENTER Jeff Peters, Recreation/ Cultural Services Director, expressed his excitement regarding the proposed recreation complex and the plan to convert the four existing recreation centers and four athletic field locations into one centralized location. Mr. Peters presented the history of the project and informed the City has worked with DC Architects and Lord and Son Construction to develop the 100% design drawings and specs in order to determine the Guaranteed Maximum Price ( GMP) of the project. Mr. Peters advised the GMP for the complex is $ 8, 070, 000. 00 and alternate items included in the GMP include the parking lot resurfacing after construction and the relocation of existing concrete light poles to Jet Stadium at an estimated cost savings of $ 180, 000. Mr. Peters continued that during the design process, it was found that classroom space could be enlarged and locker rooms could be added, as well as a patio and enlarged fitness room. Racquetball courts and an air conditioned gymnasium are important aspects of the project. Dennis Chavez of DC Architects stated the building has been designed to be energy efficient and informed the building is mainly block which will provide a thermal mass to keep it cool. Mr. Chavez discussed the importance of the lighting for the athletic fields and described it as state - of t-he art, and that the engineers responsible for such aspects as the air conditioning/ hvac and lighting will discuss the energy conservation at length. w Council afFon Walton Deach Page I Printed 3/ 17/2013  Minutes 16, 2013 Romesh Canekeratna, mechanical engineer with Dell Consulting, discussed the state -of-the -art hvac system that is planned and advised it is designed for easy maintenance. Mr. Canekeratna informed that studies have been done which have shown a savings of 20% to 30% annually with this type of system. In regards to water consumption, all fixtures that will be installed have low water usage which will aid in the conservation of water. Chris Garick, electrical engineer with Humber -Garick Engineers, advised the lighting installed will provide excellent field lighting and prevent glare for neighboring yards with the installation of glare shields. Mr. Garick also advised the lighting can be controlled to turn off automatically at a set time, such as 10 pm, and that the poles themselves have been designed to meet the hurricane wind load for the area. LED lighting will be used for parking lot lighting for improved maintenance. Steve Christopher of Lord and Son Construction spoke positively about the work done by the entire ' team' and noted the hvac system has been installed at Longwood Elementary and is proving to be cost efficient and quiet. Mr. Christopher expressed his pleasure at being able to add 5, 000 square feet to the building and noted the simple maintenance factors provided by the design. He continued the final touches are being added to the bid documents and that 27% of the work will be done by firms within Fort Walton Beach and 41% from firms within Okaloosa County, so the money will be kept in the area. The project is under budget and includes an owner contingency of $129, 000 for any unknowns that may arise during construction. Brandy Ferris, Finance Director, reported the next step in the process is to work with the City' s financial advisor to determine the type of debt instrument to be issued, either a bank loan or bond issuance or a combination of both. Ms. Ferris continued the City will issue a competitive solicitation for interest rate quotes and once the proposals are back the final details regarding interest rates will be known. Ms. Ferris noted the estimated annual debt service based on the GMP is $ 474, 000.00, and that a realistic estimate for construction to begin is the middle of June. The Mayor asked for comments or questions from Council. Mr. Rigdon expressed his concerns and dissatisfaction at the use of electric vs. natural gas for the H V AC system. Mr. Griggs received clarification that field testing costs for doors /frames /windows and the mechanical system will be done by independent contractors and are listed under miscellaneous costs. Discussion included that the City will purchase the landscaping materials and City Staff will do the landscaping, and that Staff will receive training in regards to the new equipment being installed. Also discussed was the fact that certain fixtures and furnishings are excluded from the cost, that the City is looking at sponsorship for some equipment such as scoreboards, and that a budget for furnishings will be developed in the Recreation budget. Upon questioning, Levin Lord, President of Lord and Son, reiterated the heating system proposed for the new recreation center has been installed at Longwood Elementary with positive results. The Mayor asked for comments or questions from the public. CiN Council ofFort Walton Beach Page 2 Printed 411,712013  195 Meeting Minutes April 16, 2013 Gloria DeBerry, 220 Martisa, stated her home is adjacent to the project and expressed concerns over the time the work will be done, soil neutralization, noise and light pollution, and questioned what exactly is being built adjacent to her home. The City Manager advised Ms. DeBerry that soccer and little league baseball fields will be adjacent to her home. He reiterated the earlier discussion regarding the state -of-the -art light system that will prevent glaze to neighboring yards, that work will be done during the day, and that the noise ordinance states parks close at 10 pm. The City Manager explained the soil is being neutralized and new soil being brought in for the stormwater pipes. It was noted this project has been in discussion for the past three years with numerous public hearings and workshops being held, and that residents from the neighborhood have attended and voiced their support of the project. Ms. DeBerry was advised information on all City business can be found at the City' s website. Mr. Mead moved that City Council approve the Guaranteed Maximum Price ( GMP) of 8, 070,000 for the construction of the consolidated Recreation Complex and if approved, Staff will move forward with obtaining the final details on the financing options for the project and bring the financing mechanisms back to City Council fur future discussion ad approval. Mr. Goodwin seconded motion. Mr. Goodwin stated his excitement over the project and recognized the efforts of everyone involved in its design and stated he will support the project. Mr. Rynearson stated his appreciation of the teamwork of all the parties involved, that he appreciates the efforts to keep the project ' green,' and that he appreciates the fact the project was kept local. Mr. Griggs stated although he feels it is a great project he is concerned about the City going into debt and will not support the project. The Mayor called for the vote on the motion and it carried by a vote of 6 to 1. RESULT: APPROVED [ 6 TO 11 MOVER: John Mead, Council Seat 3 SECONDER: Trey Goodwin, Council Seat 4 AYES: Jamieson, gossom, Mead, Goodwin, Rigdon, Rynearson NAYS: Bobby Griggs Museum Ceremony Volunteer The Mayor advised the Museum is holding their Volunteer Recognition Ceremony on April 30 and that he, the City Manager, and the Mayor Pro Tern will be out of town. He asked if someone on Council could volunteer to attend the ceremony. Mr. Rynearson stated he would be happy to attend. The Mayor stated he would forward his name to Gail Meyer at the Museum who will relay the information. ADJOURNMENT: 6: 27 pm Page 3 Printed 411712013 Or, Council of For( WV 11an Beach 196 Special Meeting Minutes April 16 2013 a Approved: Mayor: <. oG-- Attest: ity Clerk Walton Reach Page 4 Printed 4/ 172013