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HomeMy WebLinkAbout1/22/1992BOARD OF COUNTY COMMISSIONERS INDIAN RIVER COUNTY, FLORIDA AGENDA SPECIAL MEETING WEDNESDAY, JANUARY 22, 1995, 1:30 P.M. - COUNTY COMMISSION CHAMBER COUNTY ADMINISTRATION BUILDING 1840 25TH STREET VERO BEACH, FLORIDA COUNTY COMMISSIONERS Carolyn K. Eggert, Chairman Margaret C. Bowman, Vice Chairman Richard N. Bird Don C. Scurlock, Jr. Gary C. Wheeler i James E. Chandler, County Administrator Charles P. Vitunac, County Attorney Jeffrey K. Barton, Clerk to the Board 1:30 P.M. Space Need Study Master Plan - Presentation by Vickrey/Overeat/Awsumb, Inc. (VOA) (memorandum dated January 15, 1992) ANYONE WHO MAY WISH TO APPEAL ANY DECISION WHICH MAY BE MADE AT THIS MEETING WILL NEED TO ENSURE THAT A VERBATIM RECORD OF THE PROCEEDINGS IS MADE WHICH INCLUDES THE TESTIMONY AND EVIDENCE UPON WHICH THE APPEAL WILL BE BASED. sooK JAN 22 1992 Fr:L:. SPECIAL MEETING Wednesday, January 22, 1992 The Board of County Commissioners of Indian River County, Florida, met -in Special Session at the County Commission Chambers, 1840 25th Street, Vero Beach, Florida, on Wednesday, January 22, 1992, at 1:30 o'clock P. M. Present were Carolyn K. Eggert, Chairman; Margaret C. Bowman; Vice Chairman, Richard N. Bird, Gary C. Wheeler, and Don C. Scurlock, Jr. Also present were James E. Chandler, County Administrator; Charles P. Vitunac, County Attorney; and Patricia Held, Deputy Clerk. The Chairman called the meeting to order. Chairman Eggert stated there had been a request by Vero Beach City Councilman Kevin Doty to address the Board. City Councilman Kevin Doty came before the Board to express his feeling that there had not been enough exchange of information regarding the plans for the new courthouse, and that there was a need for a briefing or workshop between County staff and City of Vero Beach staff along with the downtown historical board. Commissioner Wheeler stated that the County had numerous meetings, discussions, workshops, public discussions and special requests to address the Board, all with the intent of getting all the input from all sources before any decisions were made on the courthouse plan. Mr. Doty assured the Board the intent is not to change the design in any fashion. Too much thought and work has gone into the design for him to tell the County what to do. He further stated the City wants to cooperate fully to make this project run smoothly. Chairman Eggert assured Mr. Doty that Administrator Chandler would work with Vero Beach City Manager Tom Klaric to set up such a workshop. JAN 22 1 2 BOOK FA r _I BOOK Administrator Chandler said he would get together with Tom Klaric. He thought a presentation to the City and downtown board should be made with the architect involved. Mr. Doty said that would be fine. SPACE NEED STUDY MASTER PLAN PRESENTATION BY VICKREY/OVERSAT/AWSUMB INC (VOA) The hour of 9:05 o'clock A. M. having passed, the County Attorney announced that this public hearing has been properly advertised as follows: VERO BEACH PRESS -JOURNAL Published Daily Vero Beach, Indian River County, Florida COUNTY OF INDIAN RIVER: STATE OF FLORIDA Before the undersigned authority personally appeared J. J. Schumann, Jr. who on oath says that he is Business Manager of the Vero Beach Press -Journal, a daily newspaper published at Vero Beach in Indian River County, Florida: that the attached copy of advertisement, being a -fu/ In the matter In the Court, was pub- lished in said newspaper in the issues of �-7 Affiant further says that the said Vero Beach Press -Journal is a newspaper published at Vero Beach, In said Indian River County, Florida, and that the said newspaper has heretofore been continuously published in said Indian River County, Florida, each daily and has been entered as second class mail matter at the post office in Vero Beach, in said Indian River Coun- ty, Florida, for a period of one year next preceding the first publication of the attached copy of advertisement; and affiant further says that he has neither paid nor promised any person, firm or corporation any discount, rebate, commission or refund for the purpose of securing this advertisement for publication in the said newspaper. Sworn to and subscribed before rpe thi§,�-r day of : A.D. 19�,� �f 0 : , ,o • (Busllyt'ss ana�M ger) Nonce PUBUC Nonce The Board of County Commisslonere' of Indian River County wdl hod a Special Mee*Q to discuss -the revised trxdan Rives County Office and Adminis- drative Spam Need Study Master Plan prepared by ,Vt&M/Oversat/AwsLanb, pInacrtl. qApllainterested�paaarti�es .are hutted to attend erdl_Qarddpe etn130 o'docf< scheduled for January T on Czta� meted in P.M. In the �yCcC�o tmymission ,184Indian RF1WM-0 26th Street. Vero EeachAdm �tratlon &Wilding at ,Anyone who nay wish to appeal any decision which bvrnade -ttret t thia rnae" will need to ensure �batlmarecad of it. pro Is made, which includes testimony and evidence upon which the appeal is based. 887944 Jan. 77,1992 The Managing Principal of Vickrey/Oversat/Awsumb, Inc., (VOA), Calvin Peck, addressed the Board after which VOA Principal Keith Bailey presented the report with the aid of an overhead viewer, highlighting the general areas covered by the study and methods used in compiling the figures. THE FULL REPORT ENTITLED "SPACE NEED'STUDY MASTER -PLAN" IS ON FILE IN THE OFFICE OF CLERK TO THE BOARD Commissioner Wheeler questioned the differences in percentage of government service needs versus the projected population growth. 2 Mr. Bailey explained that in some cases the numbers appeared to be an increase in personnel but really reflected consolidation of personnel from several locations to a single location. On the other hand, the Sebastian area does not appear to show growth because there is unused space in those offices which would accommodate more personnel as needed. Commissioner Scurlock noted that North County and West County offices for tags and titles and taxes are being more heavily used as people realize they are available, which would call for a decrease in personnel at the downtown facility. Commissioner Wheeler felt some thought should be given to decentralization of certain departments because it is not always necessary to have everything in one central building. He gave the example of utilities, where people come in to pay their bills and do not necessarily need to come to where the full Utilities department is located, so a portion of that department could be housed in the old courthouse annex, or the old health building. It would be more efficient for people to be able to go to a smaller facility with closer parking to avoid a situation where people have to walk great distances to enter the building and then walk from department to department. He also mentioned that field operations of certain departments could be run from another location away from the Administration Building. Commissioner Bird cited Emergency Services as potentially a department that could be run from a separate facility. Commissioner Scurlock felt the report is good because it will be applicable to various scenarios and will be used in the planning phase. He felt the present Administration Building will not be left vacant. He also remarked that as the needs of a community change, updated surveys may show a decreased level of service, especially during an economic recession. Commissioner Wheeler felt government, more than business, has a tendency to work toward becoming efficient, and in the effort,to become efficient a facility uses only a portion of its space. We should be concentrating on the day to day operations. He cited examples of businesses investing in the portions of their business that produce income and the paperwork may be done in cramped quarters because it is not income-producing. Commissioner Scurlock said whatever happens, there will be a transition period. He told of the Utilities Department where just adding a computer causes an unbearable situation and it is obvious we need to do something in terms of moving some people to more effective space on an interim basis. 3 JAN 22 092 BooK _I 1 BOOK 8 b FA.,E Commissioner Bowman thought that with computerization certain departments could be decentralized. Commissioner Bird asked for figures on the total space in our Administration Building and how much we have invested in it. Mr. Bailey responded the County uses 67,000 square feet and the school board uses an additional 25,000. County Administrator Chandler reported we acquired the building for approximately a half million dollars. Renovation at that time was between three and three and a half million, which was refinanced in 1985 with a 25 -year commitment, so we are committed to the year 2005 on that refinanced portion. Mr. Chandler said he does not have the figures on'expenses incurred in moving offices and putting up partitions and that type of thing. Mr. Chandler agreed plans need to be made on an interim basis. We must investigate the different elements and configurations before a timing plan and final implementation is presented and considered, including interim plans for location of offices and staff and personnel. We had a little breathing space when the new Health Department Building was able to accommodate Welfare, and Welfare Department space was taken up by Risk Management Department. We will be making some critical short-range decisions in terms of the relocation out of this building. In addition we have looked at availability range of the state attorney's offices and the old courthouse annex when they are vacated. All these elements need to be looked at and considered in terms of service to the public. In other words, when the public needs to deal with more than one department, we do not want to have them running all over. That would be a consideration in terms of moving certain operations out of this building. For instance, construction people who come in and deal with Planning also must deal at times with Utilities. Commissioner Scurlock felt the initial decision to buy this particular building was a sound decision, particularly when he roughly estimated the cost at something less than $50 per square foot, even with some inconveniences we must tolerate from time to time. Commissioner Bird led discussion regarding the space now occupied by the school board in the Administration Building and the possibility of the County expanding into that space if the school board moved out. County Administrator Chandler agreed that is another element to be considered in scheduling and timing, and felt we need further discussions. Commissioner Bird stated we should consider a drive-through arrangement for people who come here only to pay a bill. That 4 _ M M activity could be separate from the day to day operations of a department. Commissioner Scurlock suggested Emergency Services as another department which could be put in a separate facility, for instance at station number one, or expand a satellite facility. County Administrator Chandler stated another element is function and accessibility to the public, which we have not discussed thoroughly. There is also the issue of interdepartmental relationships. Emergency Services or Probation might be more logically moved during an interim period. Commissioner Scurlock felt it depends in large part on the County Administrator's management concepts and structure of his organization as it relates to various departments. He felt the Commission would depend on the Administrator's decisions. County Administrator Chandler stated that at the beginning of the meeting he may have oversimplified this subject by saying, "This is the beginning," but this is the beginning of what is required to begin that planning process, short and long range, and today's discussion was an example of what needs to be done to ultimately reach a plan to reach our goals. Commissioner Wheeler said there is a lot of valuable information in the report, square footage and how they tie together and it gives us a basis to move ahead with planning. He stated he is not interested in pursuing a new administration building. Chairman Eggert confirmed that is the Board's feeling. County Administrator Chandler confirmed this is not a plan for a new building but rather a report of our needs, our long range projections. Our consultant is suggesting what we need to study for development and analysis and for recommendation to the Board. Commissioner Scurlock stated he expected the County Administrator would be reporting back periodically to the Board in terms of better utilizing our existing building with suggestions for relieving cramped conditions and making enough room for people to get their jobs done. County Administrator Chandler assured the Board, with or without this report, he is constantly making decisions about the existing space because of the addition of people and equipment, such as computers. On completion of the new health building, space became available in this building and was immediately filled by another department, and we will continue to be doing that. Mr. Chandler foresees critical time periods when this building will not be able to accommodate us and we will be forced to move some aspects of the current operation from this building to another location. It is just a question of timing. �i JAN 22 199- BOOK 65 NA :� Fr ­ JAWS y BOOK b PAVE •� I) Commissioner Bird commended the consultant and County staff and said he would rely on their word that the information in the report is accurate. He said the report appears to be a roll -up - your -sleeves, hands-on, grass-roots approach to our needs and problems as well as our future needs and he is pleased with it from that aspect. ON MOTION by Commissioner Scurlock, SECONDED by Commissioner Bird, the Board unanimously accepted the report for the record and authorized the County Administrator to continue to work on it. There being no further business, on Motion duly made, seconded and carried, the Board adjourned at 3:30 o'clock P. M. ATTEST: J. K. Barton, Clerk Carolyd K. Egger4, Chairman 6 W r � r SPECIAL CALL MEETING Friday, January 24, 1992 The Board of County Commissioners of Indian River County, Florida, met in Special Session at the County Commission Chambers, 1840 25th Street, Vero Beach, Florida, on Friday, January 24, 1992, at 10:30 o'clock A.M. Present were Margaret C. Bowman, Vice Chairman; Richard N. Bird; Don C. Scurlock, Jr.; and Gary C. Wheeler. Chairman Carolyn R. Eggert was attending a meeting of the Treasure Coast Regional Planning Council. Also present were James E. Chandler, County Administrator; Charles P. Vitunac, Attorney to the Board of County Commissioners; and Barbara Bonnah, Deputy Clerk. Vice Chairman Bowman called the meeting to order, and announced that this special meeting was called in response to a request for the County to open up the old Health Department Building as a temporary homeless shelter during the extreme cold weather that is expected tonight. The Board reviewed the following memo dated January 24, 1992: TO: Gary C. Wheeler, County Commissioners FROM: Charles P. Vitunac, County Attorney DATE: January 24, 1992 RE: USE OF COUNTY BUILDINGS FOR HOMELESS SHELTER You have asked whether the County Commission has the power to use vacant County buildings for use as temporary homeless shelters during a period of extreme cold weather. Chapter 125, Florida Statutes, gives the County Commissioners the power to provide and maintain County buildings and to provide welfare and housing programs. The County, thus, has the right to provide humanitarian aid to the homeless people. Your next questions was how this power could be effectuated for Friday night and Saturday night of this week without having to call a special meeting of the Board of County Commissioners. JAN 24 1992 BOOK. J u' r � ,JAN 24 1992 BOOK The County Administrator, by local ordinance, has the power to supervise the care and custody of all County property. I believe that this listed power is not broad enough to authorize the County Administrator on his own action to open County buildings for homeless shelters, since the result of such actions would be the increased expense and liability to the County of such a magnitude that the County Commissioners should authorize the action specifically. I would recommend that an emergency meeting of the Board be called with as few as three County Commissioners . being present to authorize this action and would not recommend that the County Administrator telephone each Commissioner to get an indication of his feeling, since the matter is fairly important and since it is not impractical to get three County Commissioners for a special -call meeting on short notice. This opinion would be different if the County Commissioners were out of town and unavailable. CPV/lk cc: James E. Chandler, County Administrator Commissioner Wheeler explained that he received a call this morning from Mike Galanis of the Health Department on behalf of Gary Purdy and Vince McCann who, as members of Am -Vets Post No. 6 and not county employees, are asking the County Commission to open up the old Health Department Building on 14th Avenue to the homeless veterans and other homeless persons in light of the forecasted cold weather. St. Helen's Catholic Church has been opening up their activities building to the homeless during the recent cold spells, but a retreat has been scheduled for this weekend and that facility is not available. He checked with Reverend Julius Rice and other churches and also with the school system, but there doesn't seem to be any facility available for tonight. In the meantime he called the County Attorney to ask the legalities of the Board authorizing the use of County buildings and at what risk. The insurance is available and the electricity is still on at the old Health Department Building. Commissioner Wheeler realized this has- happened very rapidly, but he would recommend that the Board authorize the use of the old Health Building for this purpose. There would be a minimum of 4 people monitoring and supervising the operation. Gary Purdy of the Health Department and Vince McCann of the Veterans' Service Office and two people from the Coalition for the Homeless would be on duty all night. The building would be shut off to whatever space is used and the bathrooms would be open. Commissioner Wheeler also wished to ask that at this meeting, or at a future meeting, the Board consider having a policy whereby the County Administrator would be authorized to handle these emergency situations in the future if E - M and when they arose. The volunteers prefer to use St. Helen's because of the kitchen facilities that are available, but the County facility would be a backup in the event that something like this happened in the future and we needed to find some space. The temperatures are expected to drop down into the mid to high 30's tonight and the standard used in providing overnight shelter is about 40 degrees. Commissioner Bird understood the authorization would be for two nights over this weekend. Administrator Chandler, noting that he just heard about this matter in the last half hour, was concerned that we might have some problems in using the old Health Building. He reported that EMS Director Doug Wright just received a call from Dr. Douglas King of the School System indicating that although they had some concerns, they would open up a school site upon our request. Administrator Chandler asked the Board for authorization to look at other facilities if we run into problems with the old Health Department Building. EMS Director Doug Wright explained that this would be a little bit outside the realm of the County's regular emergency plans. It presents some problems, especially if meals are prepared and we do it over a sustained period of time. Commissioner Wheeler understood that after a breakfast of oatmeal, the people leave about 6:00 o'clock. Any food provided is prepared in another, facility and brought in. They are not there for the whole day; it is just a place to come to in the evening and sleep overnight when the temperature drops to below 40 degrees. Mr. Purdy confirmed that all food preparation is done in another facility. At nighttime before they go to sleep, they get donations of chicken or pizza that are brought in. The area is cleaned before they leave in the morning and they are out by 6:00 a.m. Two or three nights ago we had 21 or 22 persons staying the night at St. Helens which included two families. We are just getting it to a point where families are starting to come in. .After the cold spell last month, two teenagers of a family had to go to the Health. Department on a walk-in basis for their bad colds. Commissioner Scurlock was concerned that this might be interpreted as an on-going basis rather than a one-time basis, but Commissioner Bird emphasized that this would be a one-time event because if St. Helen's was available for the weekend, the Board would not be even sitting here. Administrator Chandler asked the Board to give him the flexibility to use another building if we run into problems using the old Health Department building. 3 E�QrI 0 U�r�l yC e f b ,JAW 24 1992 BOOK Fr�UI rA' i� ON MOTION by Commissioner Wheeler, SECONDED by Commissioner Bird, the Board unanimously (4-0, Commissioner Eggert being absent) authorized the County Administrator to -,,work with Vince McCann and Gary Purdy to find a shelter for the homeless for the next two nights if temperatures drop below 40 degrees, whether it be a school site or a County facility, while St. Helen's is not available. There being no further business, on Motion duly made, seconded and carried, the Board adjourned at 10:40 o'clock A.M. ATTEST: JA�ey K. Barton, Clerk 4 d,t4� t/. f,,,,Ir ait- Carol K. Egge Chairman