Okaloosa County BOCC — November 17, 2015 — Oct 6, 2015 regular meeting minutes — reading text

Because of complaints from full-time employees, staff conducted an in-depth air quality and building analysis. Results of the study indicate that &abatement for mold and asbestos are appropriate. He explained there 1s a large concentration of mold on the outside of the facility, quickly noting that it is not the type mold which causes catastrophic illness. However, prolonged exposure in an unhealthy building is not good. Mr. Autrey stated the building must be vacated and the Judiciary and 47 of the Clerk of Courts’ employees relocated. He advised that efforts will be made to keep court functions and court- related services in the Crestview area. This would include the Clerk’s support functions. Mr. Autrey proposed the following: e Clerk’s Contracts and Grants Department could be moved from the Courthouse to the Brackin Building with the Finance Department. e Because there is noc empty space in the Brackin Building for Contract and Grants, he proposed the Board’s IT staff be relocated to the space currently occupied by the Purchasing Department. e Also, move the Clerk’s IT staff to the area currently occupied by the Purchasing Department. e Move the Clerk’s staff needing counter space to the Human Resources and Risk Management areas. e Move the Human Resources Department, Risk Management Department, and Purchasing Department to the old Agriculture Building on 0ld Bethel Road. With regard to the Agriculture Building on 0ld Bethel Road, Mr. Autrey stated that all square feet of that building will be needed. He pointed out, however, the Supervisor of Elections uses a portion of that building as a polling place and the above proposal will »require acquisition of another location as a polling place. Mr. Autrey asked if there are any gquestions about the planned relocations in order to vacate the Courthouse. Mr. Boyles stated a vote will be needed to vacate the facility. He said another component is maintaining a judicial presence in North County, noting Crestview Mayor Cadle’s offer to wuse Warriors Hall. October 6, 2015 -12- Minute Book 73, Page 235 Okaloosa County Board of County Commissioners Mr. Autrey said the judges need chambers. He recommended using the fourth floor of the Water & Sewer Administration Building and any availlable space in the Annex Extension. Mr. Autrey stated he will continue to work with Mayor Cadle, noting that a single point of entry could be created to secure Warriors Hall. He stated he will also work with the City of Crestview regarding a site to hold North County Commission meetings. Upon inquiry by Mr. Harris, Mr. Autrey stated we are looking at a two-year window for wvacation of the Courthouse and returning to the newly-renovated or a newly constructed Courthouse on this site. Mrs. Ketchel stated she is the wife of a Circuit Court judge and asked if she will have any conflicts of interest. Mr. Stewart responded that he does not believe either Mrs. Ketchel or Judge Ketchel will receive any direct benefit from this action, saying the proposed action is to benefit the general public. Mr. Harris made motion, seconded by Mrs. Ketchel, to approve the plan to vacate the current Crestview Courthouse. 5 yeas. Mr. Autrey remarked this will be uncomfortable but staff will work through it, noting the support of the department heads and Clerk’s Office is appreciated. Mr. Boyles stated Mr. Lux 1s also very supportive. He wants the commissioners to know there will be costs associated with finding an alternate polling place. Mr. Harris extended thanks to the City of Crestview for its generous offer. He added that he has not heard of any plan to move everything south. Mr. Autrey commented there were discussions of what to do with this facility but no discussion included moving functions to South County on a permanent basis. He stressed it has been staff’s proposal to use this plot of land and said there are two options. The first option is a two-phased project (renovation of existing structure with an addition) costing approximately $17.5 Million and is ready to move forward. However, because of the mold and asbestos detected in the facility, abatement is necessary and will require removal of anything porous. He said the second option is to “start from scratch.” The existing facility would be razed and new construction could address our needs. Mr. Autrey pointed out a new facility will cost more October 6, 2015 -13- Minute Book 73, Page 236 Okaloosa County Board of County Commissioners ($21.7 Million). He also said that because of the way the Courthouse was constructed with one floor underground, there will always be a potential for mold. Mr. Autrey asked for Board direction. Mr. Jay Smith with Ajax Building Corporation stated Allen Wooden (Ajax Building Corporation) and David Alsop (Sam Marshall Architects) are also present this morning. He stated in March the team presented different ideas to the Board on the Crestview Courthouse and agreement was made to move forward with renovation of the facility. The project was to include a 34,000-square foot addition at the rear of the existing building. The addition with the renovated space 1in the Courthouse would bring the structure to 77,000 square feet. The estimated cost for this project was $17.5 Million. Continuing, Mr. Smith said there 1is now concern about the existing facility. He stated it was designed and constructed during a different era and for a different use. Mr. Smith pointed out this is a 60 year old building which is being used today in a manner that is completely different than its original intended use. There are many concerns and “what if” scenarios when the contractors begin pulling this building apart. Mr. Smith stated that even with the renovation you will have a brand new building tied to an existing structure with potential problems. Mr. Smith stated with a complete demolition of the existing structure, the land could be used more efficiently. He said information already gathered can be used and the design team has come up with a 68,000-square foot, three-story building footprint. Mr. Smith stated the facility would be more efficient and more secure. The building entry can be changed to blend in with the downtown atmosphere. He added that design- build construction will allow for better/more efficient control of construction. The original plan for renovation with the addition anticipated a period of 15 months of construction. Demolition with a completely new construction will cost approximately $4 Million more and will take 14 months. Mr. Autrey called the Board’s attention to the spread sheet comparing Option A (current design and renovation) with Option B (demolition of existing structure and new construction). Estimated costs for Option A are $17,502,265 and for Option B are $21,776,712. October 6, 2015 -14- Minute Book 73, Page 237 Okaloosa County Board of County Commissioners Mr. Boyles asked Mr. Hofstad for the budget impact with these options. He pointed out we have $12 Million in the bank for the project but we are faced with either a $5 Million or a $10 Million gap. Mr. Hofstad replied there were no cost estimates when the project was in its infancy. He said there is about $10 Million left after completion of the Sheriff’s new building and the new Shalimar Administration Building. Mr. Hofstad said that $10 Million with an available $2 Million from the BP settlement provides $12 Million. He stated we believe we have a plan to fill the gap. Mr. Hofstad explained that the last payment of $400,000 to the Meigs Trust will be made this vyear. He said $400,000 will buy you about a $5 Million construction bond, according to the financial advisory team. That would be sufficient for Option A. For Option B, another $5 Million is needed. Mr. Hofstad stated this past vyear there was an additional $2.2 Million in property growth. The increase from the property growth coupled with increased sales tax revenues provided an additional $3.3 Million this vyear. Mr. Hofstad anticipates similar growth in property assessments for the next year, as well as an increase in State sales tax and revenue sharing dollars. He said he believes there will be sufficient dellars available to satisfy debt service on this project. Mr. Hofstad noted that we are still early in this process. Mr. Windes acknowledged this to be a challenge but we are looking at a facility which will last another 50 or 60 years. He said we need to make North County proud, noting that a ton of money has been spent in Socuth County. Mr. Windes stated he has serious reservations about constructing an addition on an older building and said he favors Option B. He added “we owe it to the county.” Mr. Windes then made motion, seconded by Mr. Harris, to provide direction to staff in support of Option B. Upon inquiry by Mr. Harris, Mr. Alsop confirmed they can incorporate the 1look of the original 1918 Courthouse in the fagade of the new building. He said that it will be a more efficient building and the interior will have a more efficient floor plan. Mr. Alsop stated this will be a golden opportunity to replace a problematic building and pay respect to the 100" birthday of the county and the city. Mrs. Ketchel said it 1is very important for the new building to have the look of the surrounding community and to provide a good environment for people to work in. October 6, 2015 -15- Minute Book 73, Page 238 Okaloosa County Board of County Commissioners Mr. Windes stated he believes we can combine both issues into one motion. He said it is important to be a good listener and the community has requested +the architecture reflect the downtown area. Mr. Windes stated we must also keep the customers in mind. He then amended his motion to include direction to staff to go forward with Option B subject to holding townhall meetings with two or three charetts to gather public opinion/comments on the fagcade of the building. Mr. Harris confirmed his second. Mr. Goodwin asked how much work and dollars will be lost if the plans are changed at this point. Mr. Autrey answered the plans are 50% completed. He said the same program information will be used and the needs in the building have not changed. Mr. Goodwin asked if anyone on the design team has visited court administration or the Facilities Maintenance Department in Walton County. He pointed out Walton County added on to its existing courthouse and it seems to function well. Mr. Autrey replied they did not make contact with Walton County. He went on to say the existing structure has many restrictions and limitations, pointing out the structure was not built for air conditioning. He also expressed concern about the health issues associated with the Courthouse. Mr. Autrey said he does not believe anything has been lost with changing plans, explaining that we will be gaining efficiency with a new building and the placement of the existing building on the property made an addition difficult. Mr. Boyles commented that Court Administration has been heavily involved in this process. He added that the Walton County Courthouse is a “loved” historical building but the current Courthouse in Crestview 1is not loved, saying the original Courthouse was destroyed by a fire. Mr. Goodwin said this problem must be addressed and referred to earlier references on the amount of money spent in South County. He stated it does not take long to realize status quo is not acceptable. Mr. Goodwin said the health conditions must be addressed. With regard to the facade, he said he is indifferent pbut supports the community’s desires. Mr. Goodwin stated he is not opposed to a new building but focused on the financial aspects. He said we have $12.5 Million in the bank and the plan has changed from a cost of $17 Million to $21 Million, pointing out we would already be over budget with the $17 Million renovation. Mr. Goodwin advised that he cannot support a motion October o6, 2015 -16- Minute Book 73,