01-04-2017 VC SP WS-MMINUTES OF THE SPECIAL WORKSHOP SESSION
VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA
JANUARY 4, 2017
Present: David B. Norris, Mayor
Doug Bush, Vice Mayor
Darryl C. Aubrey, Sc.D., President Pro Tem
Robert A. Gebbia, Councilmember
Marls Mullinix, Councilmember
Sarnia Janjua, Interim Village Manager
Len Rubin, Village Attorney
Melissa Teal, Village Clerk
ROLL CALL
Mayor Norris called the meeting to order at 6:00 p.m. All members of Council were present. All
members of staff were present.
NORTH PALM BEACH COUNTRY CLUB CLUBHOUSE AND FACILITIES
Discussion was held regarding the new Clubhouse and facilities, including temporary facilities, site plan,
floor plans, elevations, and financial plan.
Architect Brian Idle, Peacock + Lewis, distributed an updated copy of the presentation. Mr. Idle detailed
the actions talcen by his project team and consultants since the November 10, 2016 Council meeting
and the December 15, 2016 meeting with Village staff. Mr. Idle described the design changes in plan A913,
which has been recommended by Village staff.
Mr. Idle introduced his project team members: Sean Sukhu, Bob Braido, and Francis Lussier of
Peacock + Lewis, and Brendan Mannix-Slobig of EDSA.
Mr. Sukhu reviewed the general site plan for the new clubhouse, including changes to the entrance to
improve site access and circulation. Discussion ensued regarding the loading dock and overflow parking.
Mr. Mannix-Slobig discussed proposed changes to the pool deck and reviewed two options for the
splash park (Option A: Water Activity Park; Option B: Water Activity Playground). Mr. Mannix-Slobig
presented two options for adding a lap pool and noted that Option 2 would require construction of a
seven -foot retaining wall.
Mr. Lussier reviewed the main level and lower level floor plans. Mr. Idle reviewed updated renderings
of the building and noted a three-foot reduction in elevation from the lower level to the upper level.
Discussion ensued regarding a lobby area for the clubhouse. Mr. Idle responded to Council questions
and comments regarding the entry and gallery areas, which are not air conditioned spaces.
Discussion took place concerning the traffic flow for various pool activities. Mr. Lussier discussed the
proposed pool accessory structure, which could include restrooms, pool showers, lifeguard office and
pool storage, as well as the snack bar. Mr. Lussier and Mr. Idle offered suggestions for how the
clubhouse space could be used if the pool bathrooms were moved to the pool accessory building.
By consensus, the Council was in favor of having Peacock + Lewis provide a cost analysis for a
separate pool building.
Mr. Idle referenced the project schedule and noted the grand opening is set for December 2018.
Minutes of Village Council Special Workshop Session held January 4, 2017 Page 2 of 2
Mr. Idle discussed a summary of the project costs. Discussion took place concerning the annual revenue
and debt service estimates and designated use allocations. Mr. Rubin explained the Enterprise Fund
revenues can be used to fund Enterprise activities only and cannot be used for General Fund activities.
Mr. Rubin clarified that the Village can subsidize the Enterprise Fund. It was requested that Mr. Idle
update the designated use allocations based on the revised floor plan.
Bob Braido reviewed the temporary facilities site plan, including the location of temporary buildings,
temporary parking areas, and temporary curb cuts from U.S. Highway 1. Discussion ensued regarding
the temporary bathrooms/showers for the pool facility and the possibility of erecting the permanent
building prior to demolition. Special Projects Director Chuck Huff and Mr. Idle expressed a concern
with the ability to time the construction and opening of the permanent building to coincide with demolition.
Mr. Idle suggested the pool building could be fast -tracked during the construction process, which
would provide some savings on the lease of the temporary building. Mr. Huff described the temporary
food and beverage (F&B) facilities, including a kitchen trailer and a deck for F&B service. Mr. Huff
noted the option of using an air-conditioned tent for F&B service, but could not provide a cost estimate
at this time. Mr. Huff reported the current food and beverage vendor offered to pay for the kitchen trailer.
As an alternative, it was suggested that the Village allow a food truck to provide service to the golfers.
Council directed staff to obtain a cost estimate for a tent to service food and beverage patrons.
Purchasing Manager Sharon Swan explained two construction delivery methods: (1) Design/Bid/Build,
and (2) Construction Manager at Risk, and discussed the pros and cons of each. Mrs. Swan estimated
the construction management contract could be brought to Council by March and it would take another
two months to obtain the maximum cost of the project from the construction manager. Discussion
took place concerning a hybrid option in which a Request for Qualifications is issued and a shortlist of
bidders is pre -qualified and asked to bid on the project. Discussion ensued regarding engaging a
construction manager to provide consulting services. Mr. Idle estimated the cost of a construction
manager for pre -construction services at $10,000 to $50,000.
Consensus of Council was to hire a construction management consultant to provide consulting services
only, and to use the design/bid hybrid.
Discussion was held concerning demolition. Mrs. Swan recommended issuing an Invitation to Bid (ITB)
for demolition services only, separate from construction. By consensus, the Council agreed to issue an
ITB for demolition services.
Mrs. Janjua stated the Village needs to confirm the maximum loan amount so that PFM Financial Advisors
can issue a Request for Proposals for loan financing and present the responses to the Audit Committee
for review. By consensus, the Council agreed to a maximum loan amount of $15 million. Regarding the
term of the loan, the Council was open to a term of 15 years or more.
With no further business to come before the Council, the meeting adjourned at 8:27 p.m.
�- Melissa Teal, MMC, Village Cleric