MINUTES OF THE SPECIAL SARASOTA CITY COMMISSION MEETING OF OCTOBER 23, 2000, AT 6:00 P.M. PRESENT: Mayor Gene M. Pillot, Vice Mayor Albert F. Hogle, Commissioners Mollie C. Cardamone, Carolyn J. Mason and Mary J. Quillin, City Manager David R. Sollenberger, City Auditor and Clerk Billy E. Robinson, and City Attorney Richard J. Taylor ABSENT: None PRESIDING: Mayor Pillot The meeting was called to order in accordance with Article III, Section 9 (b) of the Charter of the City of Sarasota at 6:04 p.m. City Auditor and Clerk Robinson gave the Invocation Eollowed by the Pledge of Allegiance. 1. NON QUASI-JUDICIAL PUBLIC HEARING RE: PUBLIC HEARING RE: PROPOSED ORDINANCE NO. 01-4279, ADOPTING THE GILLESPIE PARK NEIGHBORHOOD ACTION STRATEGY AND THE PARK EAST NEIGHBORHOOD ACTION STRATEGY AS AN URBAN INFILL AND REDEVELOPMENT PLAN IN ACCORDANCE WITH SECTION 163.2517(3) FLORIDA STATUTES; ETC. (TITLE ONLY) = PASSED ON FIRST READING (AGENDA ITEM I) #1 (0028) through (0245) City Auditor and Clerk Robinson stated that proposed Ordinance No. 01-4279 adopts the Gillespie Park Neighborhood Action Strategy (NAS) and the Park East NAS as an Urban Infill and Redevelopment Plan in accordance with Section 163.2517(3), Florida Statutes. Mayor Pillot requested that City Auditor and Clerk Robinson explain the public hearing sign-up process. City Auditor and Clerk Robinson stated that Affected Persons and other interested persons wishing to speak are requested to complete a Request to Speak form; that speakers at the non quasi-judicial public hearings will have 5 minutes to speak; that speakers will be timed and will be advised when 1 minute remains. All individuals wishing to speak during the public hearings were requested to stand and were sworn in by City Auditor and Clerk Robinson. Patrizia Barbone, Neignborhood Planner, Department of Neighborhood Development, came before the Commission and stated BOOK 48 Page 20210 10/23/00 6:00 P.M. BOOK 48 Page 20211 10/23/00 6:00 P.M. that the public hearing is important in the long process of urban infill and redevelopment; that if passed on first reading, proposed Ordinance No. 01-4279 will be the subject of a second reading at the November 6, 2000, Regular Commission meeting which is not typical. City Auditor and Clerk Robinson stated that a second public hearing concerning proposed Ordinance No. 01-4279 will be held at the November 6, 2000, Regular Commission meeting. Ms. . Barbone stated that the NASS for Park East and Gillespie Park and various supplements have been combined to form the City's Urban Infill and Redevelopment Plan; that the respective NASs have not changed since adoption by the Commission in June 2000; that the supplements meet the requirements set forth in Section 163.2517(3), Florida Statutes; that the supplements include a Memorandum of Understanding dated October 16, 2000, between the City and the School Board of Sarasota County and maps depicting the proposed Urban Infill and Redevelopment Area designated for urban use. Mayor Pillot opened the public hearing. The following people came before the Commission: Jennifer Wilson, 435 Seeds Avenue (34237), President, Park East Community Association, stated that the Park East Community Association supports proposed Ordinance No. 01-4279; that the City's support of the Park East neighborhood is appreciated. Sandy Vaughn, 2135 Fourth Street (34237), Vice President, Park East Community Association, stated that the Park East Community Association supports proposed Ordinance No. 01-4279. Eric Roe, 1632 Sixth Street (34230), Member, Gillespie Park Neighborhood Association (GPNA), representing the GPNA, stated that the NAS process involved many segments of the Gillespie Park neighbornood; that proposed Ordinance No. 01-4279 is fully supported. There was no one else signed up to speak and Mayor Pillot Closed the public hearing. City Auditor and Clerk Robinson read proposed Ordinance No. 01-4279 by title only. City Manager Sollenberger stated that the Administration recommends passing proposed Ordinance No. 01-4279 on first reading. On motion of Commissioner Cardamone and second of Vice Mayor Hogle, it was moved to pass proposed Ordinance No. 01-4279 on first reading. Mayor Pillot requested that City Auditor and Clerk Robinson proceed with the roll-call vote. Motion carried unanimously (5 to 0): Cardamone, yes; Hogle, yesi Mason, yes; Pillot, yes; Quillin, yes. 2. DISCUSSION RE: FEASIBILITY OF RELOCATING THE CITY COMMISSION CHAMBERS TO THE FEDERAL BUILDING - CONSENSUS TO KEEP THE COMMISSION CHAMBERS AT CITY HALL AND PROCEED AS SCHEDULED WITH PROPOSED RENOVATIONS (AGENDA ITEM II) #1 (0245) through (0600) Mayor Pillot stated that the discussion concerns the feasibility of relocating the Commission Chambers to the Federal Building. Nancy Carolan, Director of General Services, came before the Commission and stated that the Federal Building Preliminary Space Analysis was conducted by Staff without the benefit of architectural or engineering consultation; that moving the Commission Chambers would require complete reconstruction in the Federal Building; that constructing a new Commission Chambers would equal or exceed the cost of renovating the existing Commission Chambers which is budgeted at approximately $650,000; that major construction of walls, ceiling, seating, tables, and carpeting and installing all audio/visual equipment would be required; that the heating, ventilation, and air conditioning (HVAC) systems at the Federal Building are not adequate to accommodate the Commission Chambers and would require renovation; that the Federal Building has a partial second floor; that ingress and egress space, a lobby, waiting areas, and installation of an elevator and second staircase will considerably diminish the amount of available space; that 31 employees work in the Offices of the Commission, City Manager, and City Auditor and Clerk, all of which should be located near the Commission Chambers. Ms. Carolan continued that locating the Commission Chambers at the Federal Building would allow space for approximately 15 employees based on the amount of square footage required per individual; that second floor space is not desirable for Staff who frequently interact with the public; that splitting the Staff of the Office of the City Auditor and Clerk, or City Manager between City Hall BOOK 48 Page 20212 10/23/00 6:00 P.M. BOOK 48 Page 20213 10/23/00 6:00 P.M. and the Federal Building may lead to duplicity of tasks; that the Duplicating Division, Department of General Services, is located in the basement at City Hall and is responsible for printing the Agenda books for every Commission meeting; that the Federal Building has 38 parking spaces; that using the Federal Building for public meetings would require additional parking capabilities; that the Commission Chambers at City Hall must be renovated to remain public meeting space; that the required renovations include upgrading to meet the standards of the Americans with Disabilities Act (ADA) and updating seating, carpeting, and retrofit work at an estimated cost of $200,000. Ms. Carolan stated further that purchasing the Federal Building was intended to provide additional space for Staff; that maintaining public meeting space at City Hall and a Commission Chambers at the Federal Building minimizes available space for Staff departmental growth; that the Office of Housing and Community Development and the Sarasota Bay National Estuary Program (SBNEP) have been considered as possible tenants of the Federal Building and could not be accommodated if the Commission Chambers were located in the Federal Building; that the Office of Housing and Community Development and SBNEP currently pay rent to outside landlords; that renovating the Commission Chambers at City Hall would ensure available space at the Federal Building for the Office of Housing and Community Development and the SBNEP; that creating a full second floor in the Federal Building would create additional space of approximately 5,000 square feet; that locating the Commission Chambers in the Federal Building would necessitate a higher ceiling and. negate the possibility of extending the second floor; that Staff is able to listen to Commission meetings from City Hall and Annex offices and enter the Commission Chambers as necessary; that locating the Commission Chambers at the Federal Building would eliminate the productive work-flow practice to which Staff is accustomed; that parking availability should be considered in selecting the offices for placement at the Federal Building; that relocating some City Hall and Annex Staff to the Federal Building would create expansion space for remaining departments. Commissioner Cardamone stated that the Federal Building should not be used to house the Commission Chambers; that the Federal Building can be used effectively; that future Commissions are encouraged to consider the recommendations in the City of Sarasota, Downtown Master Plan 2020: Preliminary Draft (Master Plan Preliminary Draft) for the Federal Building; that City Hall and the Annex handles customer service with the public on the second floor; that the County handles public service on every floor above the first floor; that the SBNEP was supposed to end approximately 5 years ago; that depending on rent from the SBNEP is not wise. Mayor Pillot stated that Commissioner Cardamone is commended for presenting the concept of relocating the Commission Chambers, which has resulted in a careful 'analysis of City Hall, the Annex, and the Federal Building. City Manager Sollenberger stated that the Administration recommends the Commission Chambers remain in City Hall and the proposed renovations proceed as scheduled. City Manager Sollenberger stated that additional detail concerning renovation of the Commission Chambers will be presented under Agenda Items III-A and -B. Mayor Pillot stated that hearing the Commission's agreement, the Commission Chambers will remain in City Hall and the proposed renovations will proceed as scheduled. 3. APPROVAL RE: CONSTRUCTION BUDGET FOR CITY HALL PROJECTS INCLUDING THE RENOVATION OF THE COMMISSION CHAMBERS, CITY HALL AND ANNEX LOBBY, EXTERIOR WALKWAYS, AND PARKING LOTS - APPROVED THE CITY HALL RENOVATION PROJECT BUDGET; APPROVED AWARDING A FORMAL CONTRACT TO JON F. SWIFT, INC., IN THE AMOUNT OF $480,706 FOR THE LOBBY, SIDEWALK, AND PARKING LOT PROJECTS AND A CONTRACT IN THE AMOUNT OF $332,402 FOR THE COMMISSION CHAMBERS RENOVATION PROJECT; AUTHORIZED THE MAYOR ALONG WITH THE CITY AUDITOR AND CLERK TO EXECUTE THE CONTRACTS; DIRECTED THE ADMINISTRATION TO CREATE A CONTINGENCY TO PREVENT COST OVERRUNS, CREATE A PENALTY FOR PROJECT DELAYS, AND ESTABLISH A TIMELINE (AGENDA ITEM III-A) AND 4. ADOPTION RE: : PROPOSED RESODUTION NO. 01R-1320, APPROPRIATING $195,526 FROM THE UNAPPROPRIATED FUND BALANCE OF THE GENERAL FUND TO PROVIDE ADDITIONAL FUNDS REQUIRED TO FUND THE CITY HALL RENOVATION PROJECT WHICH INCLUDES THE COMMISSION CHAMBERS, LOBBY, SIDEWALKS AND PARKING LOTS OF CITY HALL; ETC. - ADOPTED (AGENDA ITEM III-B) #1 (0600) through (1445) BOOK 48 Page 20214 10/23/00 6:00 P.M. BOOK 48 Page 20215 10/23/00 6:00 P.M. Mayor Pillot stated that the proposed construction budget includes the renovation of the Commission Chambers, City Hall and Annex lobby, exterior walkways, and parking lots. Nancy Carolan, Director of General Services, came before the Commission, referred to a memorandum dated October 20, 2000, to the Commission indicating the Summary of Cost Breakdown pertaining to proposed renovations, and stated that the renovations are estimated to total $1,144,101; that Staff intends to enter into a contract with Jon F. Swift, Inc., Federal Contractor, in tandem with an existing School Board of Sarasota County bid; that the Agenda backup material contains cost breakdowns by project and category to ensure adequate review and discussion of all renovation elements; that appropriation of funds is included in proposed Resolution No. 01R-1320; and referred to the chart entitled City Hall Renovation Project which includes the proposed construction budget, available appropriated City funds, and the remaining balance for each project. Mayor Pillot stated that Staff has provided adequate detailed explanation regarding the renovation costs; that considering the bottom line is important; that the budgeted costs of $1,144,101 is supported by budgeted City funds of $948,575; that the remaining balance of $195,526 will be appropriated from the unappropriated fund balance through the adoption of proposed Resolution No. 01R-1320. Vice Mayor Hogle asked if the remodeling will mean no additional renovation will be required for at least 10 years? City Manager Sollenberger stated that a change in office space may require additional remodeling within the next 10 years which is not anticipated; that the Federal Building will provide Staff office space and City Hall office renovation may not be necessaryi that the Utility Billing Office is moving to 12th Street; that the current Utility Billing Office space will be renovated; that the new Department of Redevelopment and Development Services will be located in the current Utility Billing Office. Vice Mayor Hogle stated that no additional renovation will be required for the next 10 years. City Manager Sollenberger stated that the areas receiving improvements have not been updated for a long time; that the proposed remodeling concentrates on public spaces which have become shabby in appearance; and referred to the City of Sarasota, Downtown Master Plan 2020: Preliminary Draft (Master Plan Preliminary Draft) which indicates public buildings should be a source of community pride. City Manager Sollenberger stated that the proposed remodeling will achieve the vision created in the Master Plan Preliminary Draft. Vice Mayor Hogle stated that the renovation cost can be considered as ten payments over the next 10 years of $114,410.10 annually. Commissioner Quillin stated that the last renovations to City Hall took place during fiscal year (FY) 1991/92; that City Hall Staff offices were remodeled for approximately $1.4 million; that renovation costs are high; that over $200,000 of audio/visual equipment is included in the renovation costs; that renovation also includes conduits for the audio/visual upgrade; that a major expense for the renovations is electrical upgrades; that upgrades in the future should not be as intense. City Manager Sollenberger stated that the Administration recommends the Commission approve the City Hall Renovation Project budget, approve awarding a formal contract to Jon F. Swift, Inc., in the amount of $480,706 for the lobby, sidewalk, and parking lot projects and a contract in the amount of $332,402 for the Commission Chambers renovation project, and authorize the Mayor along with the City Auditor and Clerk to execute same. City Manager Sollenberger stated that a necessary companion item is consideration of proposed Resolution No. 01R-1320 for the appropriation of $195,526 under Agenda Item III-B. On motion of Commissioner Mason and second of Commissioner Quillin, it was moved to approve the City Hall Renovation Project budget, approve awarding a formal contract to Jon F. Swift, Inc., in the amount of $480,706 for the lobby, sidewalk, and parking lot projects and a contract in the amount of $332,402 for the Commission Chambers renovation project, and authorize the Mayor along with the City Auditor and Clerk to execute same. Commissioner Quillin stated that the motion is supported due to the necessity to renovate the Commission Chambers; that the other public spaces require renovation; that the Commission has not been adequately consulted regarding the proposed improvements; that the renovation concept began regarding improvements to the Commission Chambers and grew to include most of City Hall; that the proposed improvements for City Hall are supported; that a master plan BOOK 48 Page 20216 10/23/00 6:00 P.M. BOOK 48 Page 20217 10/23/00 6:00 P.M. should have been created for the renovation project; that upgrades are constantly required; that the public would be better informed if a master plan were developed for City Hall improvements. Vice Mayor Hogle stated that new job applicants reconsider employment at City Hall after viewing the surroundings; that the employment office consists of mismatched chairs; that black concrete is aesthetically unpleasing; that improving City Hall will help to make Sarasota a world-class City. Commissioner Quillin asked if the black sidewalks will be removed? City Manager Sollenberger stated that the black sidewalks will be replaced with pavers. Commissioner Cardamone stated that the Florida Redevelopment Association (FRA) recently visited the City; that Staff prepared information for FRA indicating improvement projects for the City's downtown redevelopment area totaling approximately $811 million; that the shabby appearance of City Hall is embarrassing; that the Sarasota School of Architecture design may appear adequate to the public; however, entering City Hall over the years has created a desire to improve the black sidewalks; that the City has not adequately maintained the City Hall parking lot and sidewalks; that the concrete and wood sidewalks are not easily maintained in the Florida climate; that Cypress wood strips would resist rotting better than the current wood used in the City Hall sidewalk design; that the City is upgrading to standards commonly used by developers; that improving the public spaces at City Hall is an old subject; that approving the renovations to City Hall is a source of personal pride; that the City should create a mechanism for preventing unforeseen cost overruns; that the City cannot afford to spend twice the amount budgeted for the renovation of City Hall; that patience will not be offered regarding project delays; that tearing up hallways, sidewalks, and the parking lot should take place following a tight schedule; that penalties should be established if the contractor fails to meet the renovation schedule; that quiet doors to the entrance to the Commission Chambers should be installed; that noise interrupts the meetings taking place in the Commission Chambers. Commissioner Quillin stated that penalizing the contractor for failing to meet deadlines is supported; that an incentive can be offered for finishing the renovations ahead of schedule; that noisy renovations utilizing jackhammers should take place during weekends. On motion of Commissioner Cardamone and second of Vice Mayor Hogle, it was moved to amend the motion with the following directions to the Administration: 1. Provide a mechanism for preventing untoreseen cost overruns. 2. Create a penalty to the contractor or architect for project delays. 3. Establish a specific timeline for scheduled renovations. Motion to amend carried (4 to 1): Cardamone, yes; Hogle, yes; Mason, yes; Quillin, no; Pillot, yes. Mayor Pillot called for a vote on the motion to approve the City Hall Renovation Project budget, approve awarding a formal contract to Jon F. Swift, Inc., in the amount of $480,706 for the lobby, sidewalk, and parking lot projects and a contract in the amount of $332,402 for the Commission Chambers renovation project, and authorize the Mayor along with the City Auditor and Clerk to execute the same as amended with a direction to the Administration to create a contingency to prevent cost overruns, create a penalty for project delays, and establish a timeline. Motion as amended carried unanimously (5 to 0): Cardamone, yes; Hogle, yes; Mason, yes; Quillin, yes; Pillot, yes. Mayor Pillot stated that proposed Resolution No. 01R-1320 appropriates additional funds required to finance the City Hall Renovation Project. City Manager Sollenberger stated that an appropriation of $195,526 is requested. Gibson Mitchell, Director of Finance, came before the Commission and stated that the $195,526 is a special appropriation from the unappropriated balance of the General Fund; that a cost overrun was anticipated; that arbitrarily, Staff placed $200,000 in the Carryover Fund account to plan for the unforeseen cost overrun; that the higher renovation project costs will not affect the unencumbered fund balance projected by Staff in July 2000; that the Administration plans for expected expenses from planned but incomplete projects by placing funds in the Carryover Fund; that approving proposed Resolution No. 01R-1320 will not affect the adopted FY 2000/01 Budget. BOOK 48 Page 20218 10/23/00 6:00 P.M. BOOK 48 Page 20219 10/23/00 6:00 P.M. City Auditor and Clerk Robinson read proposed Resolution No. 01R-1320 in its entirety. City Manager Sollenberger stated that the Administration recommends adopting proposed Resolution No. 01R-1320. On motion of Vice Mayor Hogle and second of Commissioner Cardamone, it was moved to adopt proposed Resolution No. 01R-1320. Commissioner Quillin stated that the Commission should be provided detail concerning the Carryover Fund; that the $200,000 set aside in the Carryover Fund was never a budgeted item; that having limited knowledge of the Carryover Fund is disappointing. Mayor Pillot requested that City Auditor and Clerk Robinson proceed with the roll-call vote to adopt Resolution No. 01R- 1320. Motion carried unanimously (5 to 0): Hogle, yes; Mason, yes; Pillot, yes; Quillin, yes; Cardamone, yes. 5. APPROVAL RE: ARCHITECTURAL CONSULTING SERVICES RELATIVE TO THE RESTORATION/RENOVATION OF THE FEDERAL BUILDING, (RFP NO. 00-66H) = AUTHORIZED THE ADMINISTRATION TO NEGOTIATE A PROFESSIONAL SERVICES CONTRACT WITH BARGER AND DEAN ARCHITECTS FOR THE RESTORATION/RENOVATION OF THE INTERIOR AND EXTERIOR OF THE FEDERAL BUILDING; AUTHORIZED THE MAYOR AND CITY AUDITOR AND CLERK TO EXECUTE THE CONTRACT (AGENDA ITEM IV) #1 (1445) through (2375) City Manager Sollenberger stated that the Administration is requesting the Commission approve negotiating a contract with an architectural consulting service regarding the restoration/ renovation of the Federal Building; that an application is pending before the State to fund architectural services; that the City is expecting an $80,000 contract and to receive $40,000 in State grants; that the State will provide a decision regarding the pending application in November 2000; that the City will utilize the architectural services to plan the restoration/renovation of the Federal Building; that a grant application pertaining to historic preservation will be submitted to the State in the spring of 2001; that the amount of the requested grant will depend upon the results of the architectural services; that Staff expects the City will be awarded the pending State grants and remain competitive regarding capital funding for the renovation; that State representatives have expressed the quality, architecture, and maintenance of the Federal Building is impressive; that the Federal Building has not been significantly damaged over the years and through inner remodelings; that Staff requests approval to negotiate with Barger and Dean Architects. On motion of Commissioner Mason and second of Vice Mayor Hogle, it was moved to authorize the Administration to negotiate a professional services contract with Barger and Dean Architects for the restoration/renovation of the Historic Federal Building and to authorize the Mayor and City Auditor and Clerk to execute the contract. Commissioner Cardamone asked if the City has the ability to encourage the architect to fill in the second floor space to create a full second floor? City Manager Sollenberger stated that the architect will be asked to evaluate the feasibility of creating a full second floor. Commissioner Cardamone stated that the information provided regarding the Federal Building is impressive; that expanding the second floor will create an additional 60- by 70-foot floor space. Commissioner Quillin stated that the architect will provide services pertaining to the exterior of the Federal Building. City Manager Sollenberger stated that Staff is requesting approval of architectural services for the interior and exterior of the Federal Building; that the interior requires remodeling for adequate utilization; that Division of Historical Resources, Florida Department of State, does not object to expanding the second floor; that the wall above the existing Social Security Administration office can contain architectural relief; that US Postal Service buildings built in past eras contained catwalks to allow supervisors the ability to oversee workers on the bottom floor. Commissioner Quillin stated that - Staff has obtained the original drawings for the Federal Building. City Manager Sollenberger stated that the 1934 floor plans have been obtained. Commissioner Quillin stated that the State grants are intended to fund exterior study and work. BOOK 48 Page 20220 10/23/00 6:00 P.M. BOOK 48 Page 20221 10/23/00 6:00 P.M. City Manager Sollenberger stated that Staff is considering the remdeling/renovation project in its totality; that the interior and exterior of the Federal Building will require analysis; that the Federal Building requires updates regarding wiring and to meet the standards of the Americans with Disabilities Act (ADA) ; that the only access to the second floor is by a single staircase; that installation of an elevator in the Federal Building is required; that the restrooms require renovation to ensure handicap accessibility; that further renovation to the Federal Building is required to ensure all current standards are met; that the Municipal Auditorium was renovated utilizing three grants of approximately $250,000; that the Municipal Auditorium was shut down during the remodeling; that shutting down a facility housing Staff office space is not feasible; that the architects should advise the City regarding the overall structure, scope of work, timing, and funding; that the architect should aid the City by analyzing the Federal Building remodeling/renovation project in its entirety. On motion of Commissioner Cardamone and second of Vice Mayor Hogle, it was moved to amend the motion to ensure the contract for architectural services includes interior and exterior information. Commissioner Cardamone stated that the exterior of the Federal Building is aesthetically pleasing; that the City has an obligation to the public to begin utilizing the Federal Building as soon as possible; that the Federal Building is an expensive investment; that the Federal government can languish and delay the City's utilization of the Federal Building. City Manager Sollenberger stated that the City wired funds for purchasing the Federal Building on October 20, 2000; that the Administration expects to receive the deed to the Federal Building by the end of the week; that the City Attorney's Office Staff will ensure the deal closes by October 27, 2000. Commissioner Cardamone stated that the City has an obligation to the public to utilize the Federal Building as soon as possible. Mayor Pillot called for a vote on the motion to amend to ensure the contract for architectural services includes interior and exterior information. Motion to amend carried (4 to 1) : Cardamone, yes; Hogle, yes; Mason, yes; Quillin, noi Pillot, yes. Commissioner Cardamone asked the timeline for receipt of the architect's findings? City Manager Sollenberger stated that Barger and Dean Architects have been utilized for preliminary work under a current contract for services; that Barger and Dean Architects are required to finish analysis by the time the application for funding is submitted to the State. Peter Horstman, Associate Architect, Barger and Dean Architects, came before the Commission and stated that a response to the request for proposal (RFP) included a schedule; that the RFP indicated the City will occupy the Federal Building in Fall 2001; that time delays have affected grant writers working to obtain funds for the interior and exterior; that certain design elements for the interior and exterior may qualify for State funding. Commissioner Quillin stated that the grant funding was initially intended to fund restoration for preservation of the exterior of the Federal Building; and asked if a grant will be requested for the interior? Mr. Horstman stated that grant writers are being consulted; that an grant can be written for exterior work to restore the Federal Building façade to original quality and appearance; that grant writers will be consulted regarding some interior elements of the lobby which may qualify for funding. Commissioner Quillin asked if the deadline for November 2000 pertains to the exterior only. Mr. Horstman stated yes. Commissioner Cardamone asked for clarification of the grant with the November 2000 deadline. Nancy Carolan, Director of General Services, came before the Commission and stated that the City developed a preliminary scope of work for the State grant; that Staff concentrated on the exterior of the Federal Building as an architect was not approved; that the Division of Historical Resources, Florida Department of State, indicated the grant application should be amended to include interior improvements to ensure the grant reviewers understand the commitment of the City and the totality of the restoration/renovation project; that Staff is currently taking steps to amend the grant application to the State. BOOK 48 Page 20222 10/23/00 6:00 P.M. BOOK 48 Page 20223 10/23/00 6:00 P.M. Commissioner Cardamone stated that the Federal Building does not appear to require extensive work. Mr. Horstman stated that the Federal Building is in good condition; that the age of the Federal Building necessitates certain improvements. Commissioner Quillin stated that clean up and preservation is required; that the Federal Building has not been sealed in approximately 70 years. Mr. Horstman stated that window replacement is a possible necessity; that many original windows contain steel. Commissioner Cardamone asked if the architectural services will offer recommendations regarding blocked doors? Mr. Horstman stated yes; that the interior will be affected by the restoration of the exterior. Commissioner Quillin stated that the original floor plans will illustrate areas of the Federal Building which have been closed off. Mayor Pillot called for a vote on the motion to authorize the Administration to negotiate a professional services contract with Barger and Dean Architects for the restoration/renovation of the of the Federal Building as amended to ensure the contract for architectural services includes interior and exterior information and to authorize the Mayor and City Auditor and Clerk to execute the contract. Motion as amended carried unanimously (5 to 0): Cardamone, yes; Hogle, yes; Mason, yes; Quillin, yesi Pillot, yes. City Manager Sollenberger stated that restoring/renovating the Federal Building is historically significant for the City; that the Works Progress Administration (WPA) compiled a complete photographic record of the Federal Building's construction which is available at the Library of Congress. Mayor Pillot stated that a copy of the photographic record is desired for the lobby of the Federal Building upon completion. 6. APPROVAL RE: SET FOR PUBLIC HEARING PROPOSED RESOLUTION NO. 01R-1315, TO APPROVE MAJOR CONDITIONAL USE APPLICATION NO. 00-CU-07 AND SITE PLAN APPLICATION NO. 00-SP-30 TO ALLOW A LEASEHOLD USE IN THE GOVERNMENTAL USE (G) ZONE DISTRICT CONSISTING OF A MEDICAL OFFICE AND COMMUNITY MEETING FACILITY TO OPERATE IN CONJUNCTION WITH THE SENIOR FRIENDSHIP CENTER'S EXISTING ADULT DAY CARE FACILITY LOCATED UPON THE LEASEHOLD; SAID MAJOR CONDITIONAL USE IS PROPOSED TO BE LOCATED ON A PARCEL OF PROPERTY OWNED BY THE CITY OF SARASOTA AND LEASED TO SENIOR FRIENDSHIP CENTERS, INC., ETC. (APPLICATION NOS. 00-CU-07 AND 00-SP-30, APPLICANT THE SENIOR FRIENDSHIP CENTERS, INC., AS TENANT OF REAL PROPERTY OWNED BY THE CITY OF SARASOTA) = SET FOR PUBLIC HEARING (AGENDA ITEM V) #1 (2375) through (2469) Mayor, Pillot stated that proposed Resolution No. 01R-1315 is to approve Major Conditional Use Application No. 00-CU-07 and Site Plan Application No. 00-SP-30 for the Senior Friendship Centers, Inc. (SFC), and requires a public hearing. City Attorney Taylor stated that proposed Resolution No. 01R-1315 is presented to the Commission as procedure; that the discussion at the October 16, 2000, Regular Commission meeting concerned a 100-foot buffer; that changes will be made to Site Plan Application No. 00-SP-30 to include a 100-foot buffer; that a public hearing is required. On motion of Commissioner Quillin and second of Commissioner Cardamone, it was moved to set proposed Resolution No. 01R-1315 for public hearing on November 20, 2000. Motion carried unanimously (5 to 0): Cardamone, yes; Hogle, yes; Mason, yes; Quillin, yes; Pillot, yes. Commissioner Quillin asked if the second amendment to the Lease Agreement with SFC can be expected at the November 20, 2000, Regular Commission meeting? City Attorney Taylor stated yes. 7. CITIZENS' INPUT CONCERNING CITY TOPICS (AGENDA ITEM VI) #1 (2469) There was no one signed up to speak. BOOK 48 Page 20224 10/23/00 6:00 P.M. BOOK 48 Page 20225 10/23/00 6:00 P.M. 8. REMARKS OF COMMISSIONERS, ANNOUNCEMENTS AND ITEMS FOR NEXT AGENDA CONSENSUS TO DIRECT STAFF TO WRITE A LETTER IN SUPPORT OF THE COUNTY'S PURCHASE OF THE SARASOTA TIMES BUILDING LOCATED AT 1214 THROUGH 1218 FIRST STREET SHOULD THE PRIVATE CONTRACT FAIL #1 (2469) through (2665) VICE MAYOR HOGLE: : A. distributed copies of a table indicating the County Incentive Grant Program Applications for fiscal years (FY) 2000/01 and 2001/02 and stated that a County Incentive Grant of $1.85 million has been tentatively identified to fund the St. Armands Circle Drainage Improvement Project for FY 2001/02. Commissioner Quillin stated that funding for the St. Armands Circle Drainage Improvement Project was included in the work plan of the Sarasota/Manatee Metropolitan Planning Organization (MPO) in 2003 or 2004; that the County Incentive Grant will provide the ability to complete the project sooner. Vice Mayor Hogle stated that completing the St. Armands Circle Drainage Improvement Project sooner than expected is great news. COMMISSIONER CARDAMONE: A. stated that the City should support the County in purchasing the Sarasota Times Building located at 1214 through 1218 First Street to utilize for office space and archives for the Sarasota County Historical Resources Department; that the County appears interested; however, no effort has been offered to purchase the structure; that the City is beginning the streetscape of First Street to the Ritz-Carlton Hotel; that: the historic structure is a derelict building in a prominent position; that the newly renovated City Hall and Selby Public Library are passed while traveling First Street; that the Commission should write a positive letter regarding the County's purchase of the structure; that the City should make plans to accommodate the County's parking standards. Commissioner Quillin stated that a private contract is out for the Sarasota Times Building. Mayor Pillot stated that hearing the Commission's agreement, Staff will write a letter in support of the County's purchase of the Sarasota Times Building located on First Street if the private contract fails. 9. ADJOURN (AGENDA ITEM VIII) #1 (2665) There being no further business, Mayor Pillot adjourned the Regular meeting of October 23, 2000, at 7:15 p.m. A GENE M. PILLOT, MAYOR ATTEST: PSOTA R y a * L &e levs a ROBENSON, CITY AUDITOR AND CLERK BOOK 48 Page 20226 10/23/00 6:00 P.M.