Okaloosa County BOCC — May 17, 2013 — reading text

calling these “mini phases.” Mr. Clary said the top priorities are Judicial, Tax Collector, March 19, 2013 -23- Minute Book 69, Page Okaloosa County Board of County Commissioners Packet Pg. 107  5.1.c and Property Appraiser. He added there are other departments which are leasing space and want to move onto county property too. Mr. Clary gave details on square footage for each department to be located in the facility. As the description was given of the proposed BCC area, Mr. Amunds asked if the space designated for the County Attorney is large enough for two attorneys to which Mr. Clary answered in the affirmative. Mr. Harris and Mr. Parisot made comments/suggestions on the arrangement of the BCC Chambers area. Mr. Christopher advised they have tried to get all functions into the five buildings while making the most economic renovation possible. He pointed out there are 20,000 square feet of canopies which were installed almost 40 years ago. Mr. Attachment: March 19 Regular (1657 : Approval of Minutes) Christopher said part of the task is to make it a life-long building. Mr. Harris asked if the canopies can be eliminated and better use made of the space. Mr. Christopher responded that can be done but posed the question about people getting wet. He told the Board replacement of the canopies will cost a half-million dollars. Upon inquiry by Mr. Harris, Mr. Christopher said the roof can be extended but that is more expensive than the canopies. Mr. Christopher reported there is a concrete foundation, strong steel and the masonry is good but everything else in the facility will be new. This will not only include new mechanical systems and a new roof but cutting windows to provide more light. Mr. Curry said he asked for Lord & Son to run the numbers on the cost of renovation versus demolition of the existing facility and beginning anew. Mr. Christopher replied that without major site work, the Board is looking at $18 Million. If major site work is required, the facility would have to be brought up to current code requirements. Estimated renovations cost for the existing Shalimar Annex is $11.5 Million. Mr. Parisot asked for a rough cost estimate for Phase II of the Annex Extension Building on Lewis Turner Boulevard. Mr. Christopher replied Phase II with the same type construction as Phase I would probably be $15 Million and it would be necessary to find 350 more parking spaces. Mr. Parisot expressed concern about investing $11.5 Million into a fifty-year old building and suggested giving the Annex back to the Meigs Trust and beginning Phase II construction at the Annex Extension. Mr. Harris asked how much money was spent in legal fees to get the building. Mr. March 19, 2013 -24- Minute Book 69, Page Okaloosa County Board of County Commissioners Packet Pg. 108  5.1.c Parisot termed that “water over the dam.” A brief discussion ensued. Upon inquiry by Mr. Amunds, Mr. Christopher stated 350 parking spaces would require about four acres. Mr. Amunds expressed his opposition to a parking garage. When asked by Mr. Parisot about the 16-acre parcel where the Annex Extension is located and a question of 350 additional parking spaces, Mr. Turner replied the original building concept was larger than what was built and there is ample space. Mr. Curry stated he does not understand the 300+ additional parking spots. Mr. Christopher replied the user functions will require 340 spaces. Mr. Windes commented that if this is going to be a 40-year Attachment: March 19 Regular (1657 : Approval of Minutes) extension (to the life of the facility), he feels the Board can take a month to explore other options. He urged his fellow commissioners not to get in a hurry and expressed his reservations about putting this much money into an old building. Mr. Harris said it is amazing to him that every time the Board gets to a meeting with a plan, there is always a change to the plan and we wind back at square one. He questioned all the work which has gone into this and expressed his frustration. Mr. Harris stated the Board should make a plan and stay with it. He said if there is a desire to construct a new building, a lot of money went for legal fees to keep the old one. Discussion ensued about eliminating the lease for the Tax Collector and Property Appraiser and the additional money that will be needed for office space for the Sheriff ($1.75 Million). Mr. Turner noted that if the Sheriff is asked to move out of the Annex, he still must have some place to go. Mr. Boyles said this was a process and there is no need to become frustrated. He pointed out the Courthouse Annex Extension began as a much larger facility. Mr. Boyles stated the Task Force is comprised of the stakeholders and they are going to ask for everything they need. It was his opinion that expanding the Courthouse Annex Extension would be “shooting ourselves in the foot,” explaining that the county will continue to grow and that space will be needed. Mr. Curry stated the next phase of development included space for the Public Defender and State Attorney, not the Tax Collector and Property Appraiser. Mr. Boyles said it is a judicial facility and now we are talking about putting the Tax Collector, Property Appraiser and other offices in it. March 19, 2013 -25- Minute Book 69, Page Okaloosa County Board of County Commissioners Packet Pg. 109  5.1.c Mr. Boyles referred to outstanding issues in the Meigs litigation and recommended an Executive Session to discuss litigation strategy. Special Counsel Greg Stewart with Nabors, Giblin & Nickerson advised the Board it can go into Executive Session to discuss pending litigation. He noted the vast majority of the issues with the Meigs Trust have been resolved. Mr. Boyles made motion, seconded by Mr. Harris, to approve an Executive Session to discuss pending litigation issues. 5 yeas. Mr. Christopher stated they are about 80% done with the schematic design process, noting the Task Force is pleased with Attachment: March 19 Regular (1657 : Approval of Minutes) it. He requested authorization to allow the architects to finish the schematics, pointing out if the Board decides to move forward with renovation in one month, there will be no problem. However, he said if the process is delayed three or four months, there would be problems. Mr. Curry remarked this is a good point and the Board should understand the timeline being dealt with. The current lease for Tax Collector and Property Appraiser space will expire in September 2014. Mr. Amunds said all the courtrooms at the Annex Extension are not being used now and more courtrooms are needed in Crestview. He stressed the space needs in North County should not be forgotten. Mr. Parisot felt looking at North County and South County issues should stop and the focus should be on the judicial and Clerk as a whole. Mr. Boyles stated the county has a very expensive lease for two Constitutional Offices coming up for renewal in the next year and there is county-owned space available at the Courthouse Annex Extension. He said the Judiciary is not requesting more space in South County, saying “They are not driving that train.” Mr. Boyles remarked this is not a judicial problem and urged everyone not to muddy the issues. Mr. Curry said based on the direction of the Board, he will work with Counsel to schedule an Executive Session and return this topic for discussion on the next South County agenda (April 16). He stated information will be gathered on other options. Mr. March 19, 2013 -26- Minute Book 69, Page Okaloosa County Board of County Commissioners Packet Pg. 110  5.1.c Windes responded that while staff is doing this exploring, we should check out other sites. Mr. Pete Smith, Property Appraiser, stated there are supporting walls in the Annex which cannot be moved and you just have to work around them. He pointed out the solid exterior walls of the Annex make you feel like you are in a cave and affects employee morale. Mr. Smith encouraged the Board to look at the purchase of the building he is currently in at Up Town Station, saying he believes Mr. Odom will sell it. He told the Board his office requires 51 parking spaces before he unlocks the doors in the morning. It was his opinion, there is a sense of panic because of the reverter clause. Mr. Smith said he thinks the smart thing to do is build a governmental center and put Attachment: March 19 Regular (1657 : Approval of Minutes) everyone in one spot. He again cautioned against panic involving the reverter clause at the Shalimar Annex and the remaining time on the lease for his office, saying he thinks Mr. Odom could extend that lease. Sheriff Larry Ashley said he agrees with Mr. Smith and says the Board does have a dilemma. He stated his operations at the Annex are housed in 8,000 square feet of space and he has 10,800 square feet in another location for other operations. Sheriff Ashley said it is his understanding there must be a judicial presence at the Shalimar Annex but they cannot do it with the 15,000 square feet they have been allotted. He briefly addressed the space needed for his Criminal Investigations and Drug Task Force units which are being asked to vacate the Shalimar Annex. Mr. Ben Anderson, Tax Collector, was supportive of working with a local contractor and urged the Board to work for a long-term vision. He recommended creation of a governmental center. Mr. Anderson advised against any knee-jerk reactions and pointed out the current lease with Mr. Odom has a renewal option for three one-year extensions. Mr. Don Howard, Clerk of Circuit Court, remarked his office is in the same boat as the Judiciary, adding that where they go, he must go. He said there has been discussion about moving the Juvenile function from the Annex Extension to the Shalimar Annex and would involve moving four of his employees. Mr. Howard reported the existing office at the Annex houses the Clerk’s Recording operations. He observed it would be nice if all of his operations were in one place. Mr. Howard reiterated the March 19, 2013 -27- Minute Book 69, Page Okaloosa County Board of County Commissioners Packet Pg. 111  5.1.c Clerk’s Office must go where the judges are and he will need sufficient space to carry out his duties. Ms. Alicia Wardlow, Judicial, stated if the judicial presence is reduced to one courtroom at the Annex it will limit what they can do there. She stressed the Judiciary wants to be good partners with the county. Ms. Wardlow explained the Chief Judge establishes the dockets and he has a three-year rotation policy. She noted that earlier discussions were to move another operation, such as the Sheriff’s Drug Task Force and Criminal Investigation Units, into the shell space (unfinished courtroom) at the Annex Extension. Ms.