WORKSHOP APALACHICOLA CITY COMMISSION IVESDAYANUARY 14, 2024-5:00PM FORMER APALACHICOLA MUNICIPALLIBRARY 74 6TH STREET, APALACHICOLA, FLORIDA 32320 Agenda You are welcome to comment on any matter under consideration by the Apalachicola City Commission when recognized to do SO by the Mayor. Once recognized please rise to the podium, state your name for the record and adhere to the three-minute time limit for public comment. Comments may also be sent by email to the City Manager or to Commissioners. I. Call to Order Invocation Pledge of Allegiance Agenda Adoption Public Comment AAHM- Discussion II. III. IV. V. Adjournment Any person who desires to appeal any decision at this meeting will need a record oft thej proceeding and for this purpose, may need to ensure that a verbatim record oft the proceeding is made which includes testimony and evidence upon which the appeal is based. Persons with disabilities needing assistance to participate in any oft these proceedings should contact the City Clerk's Office 481 hours in advance oft the meeting. African American Historyand Culture Museum African American Museum As of now, wel have not spent any of the DOS funding. The City contributed a $250,000 match to a $1,000,000 grant for a new Citybuilding, specifically an African American Museum upon the understanding that the funding was comingi from surplus from the prior fiscal year. (City staff believe this Revtalzation/Aiverront/stormwater Avenues.) If this building is goingt to be built, there are several needs that must be met and several factors that need tol be considered. Staff need a consensus from the City surplus should have been set aside for the CDBG-DRmatching funds - Hill Commission on! how to proceed. An employee will need to be present when the space is open - will this be at full time or part time What exhibits are going to be presented? If they are rented or borrowed exhibits, who is goingt to coordinate the delivery, displays, and promotion around them? Borrowed exhibits would likely Displays - the current plans have not funding for displays. Is grant funding going to provide displays for this museum? This is not a guarantee, City may need to consider budgeting these items int the Who is going to decide ift this space can be rented out? Howi is the City goingt to ensure that Expenses - employee discussion aside, this building is going to require additional insurance, Construction overage - if there are unexpected costs duringconstruction, how is the City going to Gift Shop. - all of the plans include a gift shop area. What will be sold?' What will the proceeds go to? Will volunteers be allowed to handle incoming money? City to consider budgeting for these employee? Pay? require al higher standard of security. next fiscal year. exhibits are kept safe during events? utilities, maintenance, etc. Has this been accounted for? pay for this? Possibility of USDA loan. items. OPTIONS: Move forward with construction. City needs to have a contingency plan for possible construction overages. At the time of submission, the budget for construction was around $1,070,000. Current construction estimate is around $1,256,852.70, not including construction management. This could be lower or higher, but assuming iti is accurate then there is a $186,852 cost difference that Cityneeds toi incorporate maintenance costi for this buildingi into future budgets -6 estimate per year for Duldingmaintenance, utilities, security, pest control, and phone service is Cityi is bound by restrictive covenants for ten (10) years and shall permit the DOS1 to inspect the property at anyt time to ensure compliance and use. No modifications of property or would need to be planned for at time of bidding and contract signing. $32,288. 1 change of use is permitted during this ten (10) year period. If av violation is found within five years, then the full grant amount is due back toi the state. After five years there is a City needs tol beginworkshopping how the best manage this facility and set some ground 5-71 member Citizen Board with permanent seats for al North Florida African American Corridor Projectmember and Hillside Coalition of Laborers for Apalachicola member? Could meet regularly to discuss potential exhibits and Part-time or full-time employee dedicated to History, Culture, and Arts in Apalachicola- - could be an opportunity for this jobi role to manage the HCAI Building percentage due back to the state if a violation is found. rules. Willi there be a citizen board?' Will an employee be hired? events fort the museum? and AAM, plus bei involved in at future CRA. Amend the scope of this agreement to only Phase 1 activities (planning, designs, shelf ready project) so the City has a ready-to-bid project in hand and could re-apply for funding to build There isi noi financial repercussion for termination of agreement or amending the scope to The Cityv will have only spent $180,306.50 on designs and engineering and would have $69,693.51 to reallocate into the City budget. (Leftover from $250,000 match.) Any displays that may have atready been accumulated could be presented at the HCA Building. The HCA buildingi is ready to be open, has a prime spot downtown, and could be fullyutilized. Could be reopened as the City HCA with a permanent African American at al later date. just Phase 1 activities. History and Culture exhibit and revolving loaned exhibits. Int the past, the City had aj part-time position for the HCA building - the last staff member int this position lefti ini the fall of 2021 and the position was never filled. The position was removed fromi the 2022-2023 budget and has not been discussed Citywould be able to re-apply for Phase Il with all construction costs included since the since. plan set would be complete and readyt togo. Quote for building maintenance attached. Quote for construction estimates attached. 2 HAMMONDI DESIGN GROUP,LLC 2627 S. Blair Stone Road Tallahassee, FL3 32301 AR16903 LA0001313 ID7013 Desiyr RCHITE General Opinion of COst Apalachicola. African American Museum Maintenance & Upkeep Mayv vary based upon specifict tenantr requirements (2,106 square feet building conditioned Spaçe) 12/18/2024 Cost 0.00 4.00 $ 12,424.00 $ Unit Cost Cost 0.00 0.00 $ 260.00 $ 3,120.00 200.00 $ 2,400.00 $ 100.00 $ 1,200.00 $ 35.00 $ 420.00 25.00 $ 300.00 and (1,000s squaref feet of unconditioned Space). Assumes New Building Construction Building Overall Area Unit 3,106 sf. Thisv wouldt typicallyinvolve thef following 3,106_s.f. Unit Cost 0,00 Maintenance of Structure Painting Window Cleaning Grounds Maintenance 12Months 3,106 s.f. 12Months 12Months 12Months 12/Months Other Costs Building! Insurance Phone Service Security Pest Control Slaffing Unknown att thist time Disposal Utilities- Eletrical, Water & Sewer 12Months Cost Per/Month Cost Per/Month Cost Per/Month CostF Per/Month Cost Per/Month Understand this cost may varyb based ont thee extent oru use oft thes specific project. Disposalf fees are! based onv weight and have notl beenf factored ast these and canv varyy upwards or down depending ont the specific amount of demolition. Unknown @t thist time/base upon disposaly weight Site Work Sub-Total Assumed Cost $ 19,864.00 32,288.00 $ 32,288.00 Assumed/ AnnualN Maintenance Costs Assummed Annual Maintenance Costs $ 10.40 Per/Square Foot for Budget Purposes Unknowns Furniture Costs! haver notl beenf factored ITS Systems and Cabling HAMMOND DESIGN GROUP, LLC 2627 S. Blair Stone Road Tallahassee, FL: 32301 AR16903 LA0001313 ID7013 Desigr ROU AREHITECTS General Opinion ofc Cost Apalachicola. African American.Museum Mayy varyb basedu upons specifict tenantr requirements (2,106s squaref feet building conditioned! Spaçe) and (1,000s square feeto ofu unconditioned: Space). Assumes New! Building Construction Site Demolition 12/18/2024 Unit Cost 0.00 Area Unit 3,106 s.f. This would typicallyin involve thef following 3,106_s.f. Site Prep 3,106_s.f. Building! PrepF Fill 1,200_s.f. Sidewalk 16/Sum Each Parking Space Cost 0.00 8.00 $ 24,848.00 4.00S 12,424.00 7.00 s 8,400.00 $ 500.00 $ 8,000.00 Understand this cost may vary based ont the extent oru use oft thes specificp project. Disposalf fees areb based onv weight and have not! beenf factored ast these and cany varyupwards orc downo dependings on thes specific amount of demolition. Disposal NewWork Architectural Const. Costs Unknown @t thist time/base upon disposal weight SiteV Work Sub-Total Structural build (Shell) CMUS Shell Steelt trusses Roof Deck Roof Canopy Interior Finishes 1Lump Sum Minor Incidentals Site Electrical Service Outlets to code compliance Generall Lighting Light Sensors & Switches Duct Work Mechanical" Trim Exhaust fans Thermostats and Misc. Construction Total 0.20 PercentageorConal. Dollar Cost 0.15 Base Bid Construction Total $ 404.65 Per/Square Foot for BudgetF Purposes $ 53,672.00 Cost Area Unit 3,106_s.f. 3,106s.f. UnitCost $ 225.00 $ 698,850.00 5.00 $ 15,530.00 5,000.00 $ 5,000.00 9 $ 40.00 $ 84,240.00 Electrical Const.Costs (New) 2,106_s.f. Mechanical Costs (New) 2,106_s.f. $ 35.00 $ 73,710.00 $ 931,002.00 186,200.40 139,650.30 $ 1,256,852.70 Occupled/Consinucion! increases thec construction costsi in order tok keepe everything operational General Conditions Contractor's Overhead8 &Profit Construction Square Foot Cost Unknowns Furniture Costs! haver not beenf factored Disposal fees haver notb beenf factored ITS Systems and Cabling Assumptions Costs willy vary upwards wheni fConstruction! Management is contracted (Usually1 10-12% Additional)