TOWN OF MELBOURNE BEACH
MINUTES
TOWN COMMISSION - WORKSHOP
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WEDESDAY
May 8, 2002
TOWN HALL - FIRE HALL
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A workshop of the Town Commission of the Town of Melbourne Beach, Florida was called
to order by Mayor Wille at 7:02 p.m. on Wednesday, May 8, 2002 in the Fire Hall
Present:
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Mayor Wille
Vice Mayor Smith
Commissioner Crispen
Commissioner Guglietta
Commissioner Walters
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Others Present:
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Jack Rood, Rood & Zwick
Maria Parkhurst and
Natalie Reddecliff, Frazier Engineering
Town Manager Hoskovec
Town Clerk Masny
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I. REVIEW AND APPROVAL OF MUNICIPAL COMPLEX SCHEMATIC DESIGN SITE PLAN
Town Manager Hoskovec stated that there have been several schematic design plans of the municipal complex and
that he has met with all of the staff members to ensure that the plan meets their present and future needs. Town
Manager Hoskovec stated that we discussed the importance of solidifying plans for networking and communications
so they can be on the plans prior to the finalizing building plans. Town Manager Hoskovec recommended that the
Town Commission accept the plan as presented.
Jack Rood, Architects in Association, Rood & Zwick came forward and introduced Maria Parkhurst and Natalie
Reddecliff of Frazier Engineering and advised that they could answer any specific site questions the Town Commission
may have. Mr. Rood stated that his goal is getting approved schematic plans so the he can proceed with design
development, which is the next step. Mr. Rood stated that the schematic design will get the basic design intent
solidified, and also the layout of the building and site, and schematic budget.
Mr. Rood stated that $2,000,000.00 is allowed for the construction portion of this project, with a contingency. Mr. Rood
stated that the original square footage of the complex was approximately 22,000 square feet and his goal was to reduce
the square footage where he could and we are now down to 19,313 square feet. Mr. Rood stated that there will be utility
and drainage work included in this price.
Mr. Rood advised that the plan is to raise the site and construct the complex in two (2) phases. Phase I will be to
build the Public Works building and the retention area and Phase II will be to construct the Fire Department, Town
Hall and Police Department. Mr. Rood stated that in this design, the second floor is dedicated almost 100 percent
to the Fire Department, except for the records vault and the telecommunication room, which will be protected in case
of flooding. Mr. Rood explained that each department can be locked off separately from the other for security.
At this point, Natalie Reddecliff of Frazier Engineering came forward and pointed out where the retention areas and
water and sewer lines will be on the site.
Mr. Rood reviewed the on-site and off-site parking areas for the new complex and confirmed that there are more on-site
parking places on the plan than exist currently. Mr. Rood stated that the main complex building will be block
construction with cement siding and the paint will be more than one color to make it look like separate buildings.
The roof will be the same type as the new roof on the Community Center and the inside of the main complex building
will be basic, not fancy.
Commissioner Crispen asked where the cost for the building tear down is figured? Mr. Rood stated it is in the
$2,000,000 figure.
Susan Stark, 307 Fifth Avenue and member of the Melbourne Beach Volunteer Fire Department stated that the elevator
has been moved and Mr. Rood advised it has since the first plan.
Vice Mayor Smith asked if the elevations on the plan are correct? It was noted that they are reversed. Vice Mayor
Smith asked if the Town is going to move forward with the elevator even though there is no public on the second floor?
Mr. Rood stated that the Americans with Disabilities Act require it. Vice Mayor Smith stated that the meeting room/training
room is accessible by both Town Hall and the Fire Department and asked if this is where Town Hall employees will have
their lunchroom? Mr. Rood stated yes, but there will be a kitchenette in Town Hall.
Commissioner Walters stated that according to the plan we have 1,500 square feet of meeting space and one of our
biggest problems is not enough meeting and suggested that the meeting room/spare office have a movable wall to open
up into a bigger meeting room when needed. Commissioner Walters stated that the community uses this for meetings.
Town Manager Hoskovec stated that if finances are brought back in-house, we will need that spare office for the second
finance person. Commissioner Walters suggested that the wall be movable and if the spare office is not needed or if an
extra meeting room is needed, it can be taken out. Commissioner Walters express his concern over the need for
additional meeting rooms. Town Manager Hoskovec pointed out that the library will have meeting rooms for the public.
Commissioner Crispen asked Mr. Rood to show the lock-off areas for the buildings. Commissioner Crispen stated
that when he was Chairman of the Blue Ribbon Committee, the department heads were requested to cut space and
asked Town Manager Hoskovec how this space was cut without loosing needed space for functions of the departments?
Town Manager Hoskovec advised that the Public Works area is not included in the main building and this may be the
reason and everything else seems to fit, including future functions for the next five to ten years.
Mayor Wille stated that he preferred the large meeting room that was designed originally and it would have met all of
the potential needs of the community, and, the current meeting room is definitely not the same. Mayor Wille stated
that Town Hall administration is currently 937 square feet and is going up to 1,395 square feet and the previous plan
was 2,232 square feet. Mayor Wille asked for clarification of square footage in the Police Department and stated that
currently it has 1,198 square feet and was proposed at 2,670 and is now 2,605 square feet. Mayor Wille asked how
many officers are in the Police Department at one time? Town Manager Hoskovec stated 6 people for about 1 hour.
Mayor Wille stated that if a larger meeting room were desired, it seems we could work with the 2,605 square feet of
Police Department space to accommodate that.
Commissioner Walters stated that for the record, the Town Hall administration has 350 square feet per person and
the Police Department has 260 square feet per person and by in large, the Police Department has more people
utilizing that facility than all the other, with the exception of the Fire Department, combined.
Mayor Wille verified that the generator will be able to handle the new facility.
Commissioner Walters asked that once the plan is approved, does the Town get charged for change orders. Mr.
Rood stated that if there if a major change to the design the next time he presented the plan, there might be some
additional fees involved. Commissioner Walters stated that the agreement with Mr. Rood does not specify what a
change order is and when is it allowed. Commissioner Walters asked what happens if the architect makes a mistake?
Mr. Rood stated that he has Errors and Omissions insurance and Commission Walters stated that it does not say this
in the agreement.
Mr. Rood stated the change order is a contractual term with the contractor and if the architect gets involved with
changes in the design, it is an additional services category. Mr. Rood stated that in his agreement, he typically
adds a sentence under reimbursables which says, "changes will be billed on an hourly basis for changes in the design
other than minor in nature", which means if a major change is made such as floor plan layout or redesign of the facility,
he wants the ability to come back and say that this is beyond the scope of that phase of the work. Mr. Rood stated
that if there is a change order by the Town during the construction phase, the Town will pay for it. If is caused by a
rchitecture/engineering he will pay for it.
Commissioner Walters stated that this is not in the agreement and he would like the agreement to define what is
considered a minor change and what is not a minor change. Commissioner Walters added that he would like
something in the agreement that if the architect has a design error he will pay for the cost of the error, even though
Mr. Rood says he has insurance for it.
Commissioner Crispen agreed with Commissioner Walters regarding specificity in the agreement. Mr. Rood stated
that his agreement is an A1A document, and he can work with the Town Manager regarding the requested changes.
Commissioner Guglietta asked if there can be an addendum to Mr. Rood's agreement to include these concerns?
The Town Commission asked Mr. Rood if he can work with the Town Manager and come up with an addendum to
the contract? Mr. Rood advised that he gets cautious when a body he is working with wants to legislate perfection
because nobody is perfect, that's why we work to a budget and set aside a contingency.
Vice Mayor Smith stated that it looks like administration does not have much storage, just the vault and it was
discussed with the Town Clerk and Town Manager to look into an area of the complex for additional storage on
the second floor. Mr. Rood noted that there is a storage area next to the vault.
COMMISSIONER GUGLIETTA MOVED, SECOND COMMISSIONER CRISPEN TO APPROVE THE MUNICIPAL
COMPLEX SCHEMATIC DESIGN SITE PLAN AS PRESENTED AND DISCUSSED AND AUTHORIZE JACK ROOD
TO PROCEED TO THE DESIGN AND DEVELOPMENT PHASE.
COMMISSIONER GUGLIETTA, AYE. COMMISSIONER CRISPEN, AYE. COMMISSIONER WALTERS, NAY.
VICE MAYOR SMITH, AYE. MAYOR WILLE. AYE.
COMMISSIONER WALTERS MOVED, SECOND COMMISSIONER GUGLIETTA TO AMEND THE MOTION
TO AUTHORIZE THE TOWN MANAGER TO AMEND THE ARCHITECT'S AGREEMENT TO DEFINE WHAT IS
CONSIDERED A MINOR CHANGE AND WHAT IS A MAJOR CHANGE AND IF THE ARCHITECT HAS A DESIGN
ERROR, HE WILL PAY FOR THE COST OF THE ERROR.
VOTE: ALL AYES. MOTION CARRIED.
COMMISSIONER WALTERS MOVED TO AMEND THE MOTION THAT IF POSSIBLE, THAT A MOVABLE WALL
BE PLACED BETWEEN THE MEETING ROOM AND SPARE OFFICE TO ENLARGE THE TRAINING ROOM.
MOTION DIES FOR LACK OF A SECOND.
II. ADJOURNMENT
VICE MAYOR SMITH MOVED, SECOND COMMISSIONER GUGLIETTA TO ADJOURN.
VOTE: ALL AYES. MOTION CARRIED.
The special meeting of the Town Commission of the Town of Melbourne Beach, Florida adjourned at 8:25 p.m.
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ROBERT D. WILLE, MAYOR
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CYNTHIA E. MASNY, CMC TOWN CLERK
Note: A mechanical recording has been made of the foregoing procedures of which these minutes are a part
and is on file in the office of the Town Clerk.
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