WORKSHOP APALACHICOLA CITY COMMISSION VEDNISDAYANARY 22, 2024 -6 6:00PM FORMER APALACHICOLA MUNICIPAL LIBRARY 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. . Call to Order Invocation Pledge of Allegiance II. Agenda Adoption III. Public Comment IV. AAHM- Discussion 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 of the proceeding is made which includes testimony and evidence upon which the appeal is based. Persons with disabilities needing assistance toj participate in any ofthese proceedings should contact the City Clerk's Office 481 hours in advance oft the meeting. African American History and Culture Museum African American! Museum As of now, we have not spent any of the DOS funding. The City contributed a $250,000 matcht toa $1,000,000 grant for at new City building, specifically an. African. American Museum upon the understanding that thet funding was coming from surplus from the prior fiscal year. (Citys staff believe this Revtalization/Rivertrnt/Stormwater Avenues.) Ift this building is goingt tol be built, there are: several needs that must be met and several factorsi thatneed to be considered. Staff need a consensus from the City surplus should have been set aside for the CDBG-DRI matching funds - Hill Commission on howi to proceed. Ane employee will need tol be present when the space is open - will this be at full time or part time What exhibits are going to be presented? Ift they are rented or borrowed exhibits, who is going to coordinate the delivery, displays, and promotion around them? Borrowed exhibits would likely Displays 1 the current plans have noi fundingt for displays. Is grant funding going to provide displays fort this museum? This is not a guarantee, City mayi need to consider budgeting these items ini the Whoi is goingt to decide ift this space can be rented out? How is the City goingt to ensure that Expenses- - employee discussion aside, this buildingi is going to require additional insurance, Construction overage = ift there are unexpected costs during construction, 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?Willvolunteers 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? payf for this? Possibility of USDA loan. items. OPTIONS: Move forward with construction. City needs to have a contingency plani for possible construction overages. Ati the time of submission, the budget for construction was around $1,070,000. Current construction estimate is around $1,256,852.70, noti including construction management. This could be lower or higher, but assumingi iti is accurate then there is a $186,852 cost difference that City needs to incorporate maintenance cost for this buildingi into future budgets -6 estimate per year for Duldingmaintenance, utilities, security, pest control, and phone service is Cityi is bound byr restrictive covenants fort ten (10) years and shall permit the DOS1 to. inspect the property at any time to ensure compliance and use. Nomodifications: of propertyor would need to be planned for at time of bidding and contract signing. $32,288. 1 change of use is permitted duringt thist ten (10), year period. Ifa a violation is found within five years, then the full grant amount is due back to the state, After five years thereis a Cityr needs to beginworkshopping howt the best manage this facility and set some ground 5-7member Citizen Board with permanent seats fora al North Florida African American Corridor Project member 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 Artsi in Apalachicola- - could be an opportunity for this jobr rolet to manage the HCAI Building percentage due back tot the statei if a violation ist found. rules. Will 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 onlyl Phase 1 activities (planning, designs, shelf ready project) sot the City has a ready-to-bid project inl hand and could re-applyforfunding: to build There is no financial repercussion for termination of agreement or amending the scope to The Citywill have only spent $180,306.50 on designs and engineering and would have $69,693.51 to reallocate into the City budget. (Leftover from $250,000match.) Any displays that may have atready been accumulated could be presented att the HCA Building. The HCA buildingi is ready to be open, has aj prime spot downtown, and could be fullyutilized. Could be reopened as the City HCA with a permanent. African. American ata al later date. just Phase 1 activities. History and Culture exhibit and revolving loaned exhibits. In the past, the Cityl had a part-time position for the HCAI building- - the last staff member int this position lefti in thet fall of 2021 andi 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 llwith all construction costs included since the since. plan set would be complete andi readytog go. Quote for building maintenance attached. Quote for construction estimates attached. 2 HAMMOND DESIGN GROUP,LLG 2627 S. Blalr Slone! Road Tallahassee, FL32301 AR16903 LA0001313 1D7013 SNL mmomtrbataman and( (1,000 square feeto ofu uncandilioned: Space). Assumos New Building Construction BUALg Overal 1A1R92 Cost 0,00 4.00 $ 12,424.00 Mayvaybasedu upons spedifict tenantr requiremenls (2,108s square feel buildings conditioned Spaço) Area Unil 3,108 Sf This wouldt lyplcallylnvolvel thef following 3,105s.. Unli Cost 0,00 Maintenance of Strucluro Palnting Window Cleaning Grounds Malntenance 12M Montlis 3106sh 12Months 12Months 12Months 12Months Unt Cosl Cos! 0.00 D0D 260.00 $ 3,120.00 200.00 $ 2,400.00 $ 100.00 $ 1,200.00 35.00 $ 420,00 9 25.00 $ 300.00 Olher.CpsIs Ulilies- Eletrical, Waler & Sewer 12Months Bulldingl Insurance Phones Service Securily Pest Control Staffing! Unknown all this! lime Disposal CostF Per/Month CostF Per/Month Cost Per/Month CostF Per/Month CostF Per/Month Undersland this costr mayy vary! based ont thee extent oruseo ofu thes speciic project. Disposalf fees areb based ony weight and have not been facloreda ast these and cany varyu upwards ord down depending on! the specllic amount of demolition. Unknown @ this timelbase upon disposalwelght Sito Work Sub-Total Assumed Cost 19,864.00 32288,00 32,208.00 MUPHADAICICCAL Assummed Annual Malntonance Costs $ 10.40 Per/Square Footf for Budget Purposes Unknowns Furilure Costs! have nol beenf faclored ITS Systems and Cabllng HAMHONO Deyr GROUPLG T HAMMOND DESIGN GROUP, LLC 26275. Blalr Stone Road Tallahassee, FL32301 AR16903 LA0001313 107013 amprOpbip OLSOA APARDADPAAAT AMDRbAnMDDuME Mayvaryb based upons specific (enant requirements (2,108 squaref feetb buildingo conditioned Space) and (1,000s square feeto ofe uncondiuoned: Space). Assumes New! Building Construclion Sito Domolitlon MBRU2A Unti Cost Cost 0.00 0,0D S 8.00 S 24,848.00 $ 4.00 $ 12,424.00 7.00 $ 8,400.00 500.00 $ 8,000.00 Area Unil 34108 Sfi Thisy would! lyplcally! Involve! thef following 3,106_s.. Site Prep 3,106_s.. BulkingPrep Fill 1,200_s.. Sidewalk 16SumE Each Parking Space Undersland this costr mayv vary based on! Ihe extent oru use oft the specificp projecl. DIsposalf fees are! based onwelght and have notb beon! factored as lheso and cany varyupwards or downd dependings on! thos specific amount of domolilion. Disposal NowWoik Archltectural Const. Costs Unknown @! this time/baso upon disposaly weight Site Work Sub-Total Struclural build (Shell) CMU Shell Steell trusses Roof Deck Rool Canopy Interior Finishes 1Lump Sum Minori Incidentals Site Eleclrical Service Oullets toc code compliance Generallighting Light Sensors & Switches Duct Work Mechanlcal Trim Exhausi! fans Thermostals and/ Misc. Construclion Total 0,20 PAMIAICANTOArCAN 0.15, Base Bid Construclion Total 404.65 Per/Square Footf for Budgel Purposes 53,672,00 Cost Area Unit 3,108s.. 3,106s.. Unit Cosl $ 225.00 $ 698,850.00 $ 5.00 $ 15,530.00 S 5,000.00 $ 40.00 $ 84,240.00 5,000.00 Electrical Consl.Costs (New, 2,106s.f. Mechanical Costs (Now) 2,106s.. $ 35.00 S 73,710.00 931,002.00 1,256,852.70 Ocaupled/Consinrelon! Increases the construction cosisi inc order tok keepe everything oporaliona! Gbnera/Condlons anaaOammikHane Construction Square Foot Gost Unknowns Furnilure Costs! have not beenf factored Disposal fees! haver not beon factored IT Syslems andCabling Assumptions Cosis willy vary upwardsy wienit fConstruclion! Management! is contracled (Usually 10-12%/ Addilional)