Okaloosa County BOCC — April 27, 2013 — Minutes — reading text

November 30, 2012 Shalimar Annex Task Force Committee Meeting Friday meeting (9 AM) of the Shalimar Annex Task Force Meeting, in the Jury Assembly Room. Committee members present were: • Jim Curry Okaloosa County Administrator • John Dowd Okaloosa County Attorney • Charlie Clary DAG • Pat Ballasch DAG • Leven Lord Lord and Son • Dave Burleson Lord and Son • J.R. Stokes Stokes Architectural, Inc. • Don Howard Clerk of Courts • Kathy Henry Clerk of Courts • Larry Ashley Sheriff • JD Peacock Sheriff’s Administration • Paul Lux Supervisor of Elections • Ben Anderson Tax Collector • William Bishop Chief Assistant State Attorney • Jason McKinney Public Defender’s Office • Mack Busbee Property Appraiser’s Office • Don Turner Okaloosa County Facility Maintenance • Alicia Wardlow Court Administration • Kari Barlow NWFDW Purpose: Advisory Group to the Board for the renovation of the Shalimar Annex. Jim Curry provided a welcome and brief overview to the members. • Board Master Plan for county offices consolidation • Meigs Trust Litigation and the courts final determination under the appeal process • Minimum funding allocations for a design build team consisting of DAG and Lord and Son • Long-term growth and planning considerations John Dowd advised the members of Sunshine Law requirements and how it pertains to the Task Force. Charlie Clary, DAG discussed the challenges of renovating the Shalimar Annex: • Stormwater issues • Due programming/building overall program • Space needs • ADA issues • County/Task Force needs • Parking/security challenges • Judicial space requirement (15,000 sq ft of the 60,000 sq ft allocation) • Future growth planning • Quality/quantity issues and parking considerations • Public access • Major repairs (HVAC systems, roof, energy efficient, etc.) • Site map provided • DAG will meet with potential occupants to determine their requirements and needs. Committee members’ discussion consisted of the following: • Mr. Stokes, original architect of the Shalimar Annex addressed space measurement requirements, receipt of original plans, and structural/foundation elements. • Mr. Lord and team under the impression that it is important to plan accordingly for the Property Appraiser and Tax Collector of being the first occupants to move. • Mr. Lux advised that 2014 is an election year and his department will be very busy. • Mr. Curry advised the members that the Board dedicated 15,000 sq. ft. for the judicial system and supporting services. This sq. ft. will consist of a functional daily use court space with daily court sessions occurring. There may be two entrances, one on the courts with security and another without security for the non-judicial operations. The County Judicial System will determine what their needs are based upon their use and scheduling process. The renovations are to be done per code and will occur in two phrases. The first phrase consists of a 20% schematic design process occurring with full design and construction in the 2nd phrase. The budget estimated is $6M for this project with the old hospital renovation estimated an  additional $1M. It is important to keep in mind that the budget should be reasonable and objective and it is very challenging from a budget viewpoint. The Board is aware that the Shalimar Annex is an aging facility and the plan is to add an additional 50 year life into this building. Property Appraiser and Tax Collectors five-year leases expire in September 2014 are the highest priority with their rents totaling $1/2M. The meetings between DAG and potential occupiers important to determine who will fit and what their needs are. This Advisory Board can recommend viable options to the BCC Board for relocation to potential occupiers at other sites. The Board is aware that the process of breathing life into an aging facility and what the scope definition is important to the project. • Mr. Howard advised the court requirements are for a permanent judicial system and this will determine what they need. • Sheriff Ashley advised that the hospital area is ready for renovation and this building should be utilized as soon as possible. Also, his Records and Security area open for occupation purposes. • Mr. Anderson inquiries comprised of the following: is the Shalimar Annex, Hospital, and Sheriff’s portion the only options available? Any other south end property available for consideration? Does the School Board have any property that is available such as the Ocean City Elementary School? What about budgeting issues, internal operations, any consideration regarding vertical parking to address parking concerns, any grandfathered clauses, what is the County vision, and long term solutions/thoughts to what this location will serve. Mr. Curry advised that everything is open for discussion and these are viable points. • Design Build Team will schedule individual meetings with each stakeholder to evaluate needs. • Next meeting anticipated early in January. • Friday’s at 9 AM appear to be an acceptable day/time for future meetings. (Meeting adjoined at approximately 10 AM with minutes transcribed by Sandi Mack)