Okaloosa County BOCC — July 19, 2016 — June 20, 2016 Special Meeting Minutes — reading text

June 20 , 2016 Special Called Meeting A Special Meeting of the Okaloosa County Board of County Commissioners for the purpose of discussing the Okaloosa County Courthouse Project was called to order at 6 : 00 p . m. at the Crestview City Council Chambers . Members present were Charles K. Windes , Jr ., Chairman ; Carolyn Ketchel , Vice Chairman ; Nathan Boyles ; Wayne Harris ; and Trey Goodwin . Also present were Gary Stanford , Finance Director , Clerk ' s Office ; Greg Stewart , County Attorney; John Hofstad , County Administrator ; and members of the media . Mr . Windes stated the purpose of this meeting is to address construction ideas regarding the Courthouse in the City of Crestview. He said a presentation will be made by staff before the floor is opened for public comment . STAFF PRESENTATION Mr . Jason Autrey , Public Works Director , reported there has been considerable work with various end-users regarding construction of a new Courthouse in Crestview. Those stakeholders include the Judges , the Clerk of Courts , and Courthouse security . He said the presentation he will give tonight is the same as that made to the City of Crestview officials with a few minor exceptions which will be noted . Mr . Autrey began with a detailed oration of aerial photographs dating from 1941 until the present regarding changes to the Courthouse structure , the subject parcel , and roadways in the vicinity of the Courthouse property . He underscored the fact that Highway 85 did not always look like it does today . In the 1941 aerial he pointed out Highway 85 was Main Street . Mr . Autrey noted that all aerial shots are oriented with true north at the top of the photograph . He said the building did not face south but faced southeast . Mr . Autrey pointed to a roadway that up until 1939 was identified as Mapoles Street and was also known as North Main Street . Highway 90 was also known as the Old Spanish Trail. At this time the Courthouse parcel is almost a square parcel . The next aerial photograph is dated 1949 and nothing has changed . Mr . Autrey display an aerial dated 1955 and stated the beginning of construction on a new Courthouse (current facility) is visible . He pointed out the differences in the parcel and stated Mapoles Street no longer exists . He stated the building being constructed June 20 , 2016 -1- Minute Book 74 , Page 265 Okaloosa County Board of County Commissioners faces south more than the 1918 Courthouse , showing an approximate rotation of 35 degrees of the structure . Mr . Autrey also pointed out the parcel itself is no longer a square but more rectangular in shape . Mr . Autrey referred to the 1974 aerial on the screen and said this photograph is more consistent with what we see today . He said the original structure constructed in the 1950s is in the center and pointed out the two wings which were later added . Mr . Autrey pointed out the parking areas , the old oak tree , the Livingston Building and Cedar Avenue . The last aerial to be shown is dated 2004 . He said this is the same image you would see today if an aerial was taken . Mr . Autrey noted that additional parking was added in 1974 . He advised the parcel shape is clearly defined and pointed out the location of the Veterans Memorial . A view up Main Street from the railroad tracks was provided . He said Highway 85 was relocated and the street is now only identified as Main Street . Mr . Autrey stated with the portion of the presentation dealing with the history of the parcel completed , he would now like to move to the topic of the design and proposed orientation of the new facility . He commented that it looks like the team designed the building and put it on the property , adding that is a true statement . Mr . Autrey explained the original plans were to renovate the Courthouse and all users were asked what they needed to make it usable . Subsequently , with the discovery of mold and asbestos the plans for renovation of the facility were changed . Mr . Autrey stated a floorplan was identified with the needs of the various users in mind . He advised that construction of a fourth floor or fifth floor is more expensive than a first floor . This information was valuable when designing the building for function and efficiency . Mr . Autrey thoroughly explained the rationale for the design of each floor in the new Courthouse . All public functions will be kept on the first floor . Judges ' chambers will be on the second floor and courtrooms will be on the third floor . Al though North County has only three judges presently , it is expected another will be assigned in the next three to five years . Therefore , the second floor will have four identical judges ' chambers with two shared hearing rooms . The third floor will house two large courtrooms , one small courtroom and a room for family court . Mr . Autrey stated more growth is projected for North County than South County in the coming years and the team worked on a design to serve future needs 30 to 40 years out . Other factors considered June 20 , 2016 -2- Minute Book 74 , Page 266 Okaloosa County Board of County Commissioners were security requirements and practical location of mechanical services (electrical , plumbing , etc . ) . He dis p layed the site survey which was used in design planning . Mr . Autrey pointed to the sewer line which provides services to downtown Crestview and is located under the corner of the current building . He stated this was where Mapoles Street used to be and the sewer line was located under the center of that roadway . Continuing , he said other i terns taken into consideration were the trees and other buildings . He said the question was asked " How do we put the building on the site . " Mr . Autrey outlined ten items which had to be considered : • Access to mechanical areas • Cell/radio tower and fall zone • Circulation and security access • Entrance toward Main Street • Maximum parking • Preservation of the 50 - inch oak tree • Potential expansion • Security concerns (sight line , snipers , etc . ) • Underground utilities • View from Main Street Mr . Autrey next showed the current parcel with the footprint of the proposed design closely mimicking the orientation of the existing Courthouse . He advised it will have a detrimental impact on the oak tree , the cell tower will be closer , the judges ' access will be impacted , and expansion potential is limited . Mr . Autrey said the only option for expansion with this orientation (Plan A) will be to go up and it will be necessary to make the building stouter now . Also , the sewer line will have to be relocated and there will be three smaller designated areas for stormwater treatment . In comparison , Mr . Autrey provided a visual image of the footprint with orientation facing Main Street (Plan B) . He said the view up Main Street will catch the corner and you can see columns . He also pointed out there will be a vertical intrusion in the field of view from the Veterans Memorial . An aerial of the site with this orientation was provided . With regard to the cell/radio tower , Mr . Autrey stated that it is owned by the Florida Department of Transportation (FOOT) . This tower provides the primary service for Crestview Police , the Forestry Service , School Board , and the 9-1-1 system . If it were June 20 , 2016 -3- Minute Book 74 , Page 267 Okaloosa County Board of County Commissioners taken down , these entities would be out of service . He said it could be removed if approval was given by FOOT but it would be "prohibitively expensive ." Highway 90 and Main Street were considered constants . Lane widths , turning downtown two-way streets into one-way streets , Courthouse Terrace , and moving the Veterans Memorial were not considered during planning . Mr . Autrey stated there were discussiond about vacating Cedar Avenue but they could not work it out with the business owners on that street . Mr . Autrey stated they reviewed the Plan B orientation using the same factors as on the Plan A review . They found there would be greater distance from the cell tower , better traffic circulation , judges would have better access and the mechanical area could be much larger. Plan B provides greater expansion opportunities and the big oak tree would not have to be removed . Another positive of this orientation is the sallyport for inmates will be at the back of the building and less visible to the downtown area . This positioning of the building would require only two stormwater ponds , the sewer line would not be impacted and it would provide eight additional parking spaces . He said from Main Street , the center view will be the stairwell but the field of view will be the front corner and columns. Mr . Autrey stated this orientation is the most efficient use of the property . Mrs . Ketchel asked if a photo shop view of Plan A on the site can be provided . Mr . Autrey replied the photo shop rendering was only done of Plan B. He said he wants to stress that how the building is situated is based on the most efficient use of the site . Mr . Autrey reiterated the orientation facing Main Street is the most efficient option . He clarified that either orientation will work but there will be limitations . Mr . Autrey stated his task is to build a building and to do it most efficiently . He said he has no reason to turn the building . Mr . Goodwin said he appreciates Mr . Autrey ' s objective approach to both options . He then posed questions on the east-west orientation versus the north-south orientation of building with regard to utilities and efficiencies . Mr . Autrey replied that he spoke with the architects today about loading based on orientation and advised that was not a determining factor of the preferred orientation of the building . Mr . Goodwin asked about a summer shade factor . Mr . David Alsop , architect with AJAX , stated there is little difference between the two angles because of the materials which will be used to construction the building . Mr . Harris asked for clarification . Mr . Alsop answered , " There is really no impact ." June 20 , 2016 -4- Minute Book 74 , Page 268 Okaloosa County Board of County Commissioners Upon inquiry by Mr . Goodwin , Mr . Autrey stated the sewer line is a gravity line , not a force main . He advised that Plan A will impact the existing sewer line but Plan B will not . Mr . Goodwin asked if any other parcels were considered . Mr . Autrey responded that he was told the Courthouse was not leaving Crestview . Upon additional inquiry by Mr. Goodwin , Mr . Autrey replied this parcel is unique . Mrs . Ketchel said it was her understanding that only four parking spots would be lost with Plan A. She remarked that the Livingston Building could be purchased and used for parking . It was Mrs . Ketchel ' s opinion that Plan A enhances the beauty of Veterans Park but Plan B will give a view of the sallyport . Mr . Autrey pointed out there is a wall (Veterans Memorial Wall) in front of the building as well as a wooden gazebo . He advised that the sallyport is on the back side of the Courthouse . Mr . Autrey said the Veterans Memorial is in the dead center of the view . He added that they can make either plan work and it is a choice of efficiency or aesthetics . Mr . Harris referred to Mr . Autrey ' s engineering experience and asked about standards for commercial versus residential orientation . Mr . Autrey replied that for commercial (government is considered commercial) sites you want to maximize the open space , stormwater , and parking . He said those factors hold heavy for him but acknowledged there