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08-16-2016 SP WS-MPresent: ROLL CALL MINUTES OF THE SPECIAL WORKSHOP SESSION VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA AUGUST 16, 2016 David B. Norris, Mayor Doug Bush, Vice Mayor Darryl C. Aubrey, Sc.D., President Pro Tem Robert A. Gebbia, Councilmember Mark Mullinix, Councilmember James P. Kelly, Village Manager Melissa Teal, Village Clerk Mayor Norris called the meeting to order at 6:00 p.m. All members of Council were present. All members of staff were present, except the Village Attorney. NORTH PALM BEACH COUNTRY CLUB CLUBHOUSE Mr. Kelly explained the purpose of the meeting was to discuss the scope and design of the new clubhouse. Mr. Kelly explained architect Brian Idle had prepared three (3) options for consideration and would be presenting those for discussion. Mr. Idle gave a PowerPoint presentation reviewing the conceptual site plan discussed at the April workshop, including elevations, arrival at the property, parking, main level conceptual floor plan, and lower -level conceptual floor plan. Mr. Idle reviewed options to reduce the project cost toward a targeted amount of $15 million: • Option A5: $16 million to $17.6 million • Option A6: $15.1 million to $16.6 million • Option A7: $15.9 million to $17.4 million Mr. Idle discussed phasing the project as a cost reduction, as well as options for other changes. Mr. Idle stated the price range for each option included $1.6 million for aquatics improvements, as well as a deduction of $400,000 for kitchen equipment and other items that the restaurant proposer, Robert Dickert, Carl Von Luger Steak & Seafood, LLC, would provide. Mr. Kelly responded to a question regarding the existing golf course loan debt, reporting it would be $2 million in 2018. Discussion ensued regarding the flow of traffic between the pool deck, pool locker room and the bathrooms next to the swim shop and pool office. Mr. Idle shared renderings and provided further explanation. He shared his experience with the design of the Talis Park clubhouse in Naples as a comparison. Discussion continued on balconies, adding another floor in the future, potential future changes to the exterior look of the building, outdoor and indoor seating, expansion of the dining area, unfinished areas of the building shown in option A6, and lack of bidders on the banquet facility. Minutes of Village Council Special Workshop Session held August 16, 2016 Page 2 of 4 In response a question from Mayor Norris, Hank Gonzalez, Project Manager for facility design for restaurant proposer Robert Dickert, noted the proposal was for 115 seats in the restaurant. Mr. Gonzalez explained they did not offer a proposal for the banquet facility primarily due to the capital requirements. Discussion ensued on whether to build -out the banquet area. Mr. Idle noted the banquet area could also serve as a multi-purpose area used for after -golf banquets, classes, as a voting precinct, and for other events. He noted other buildings in the Village were not expected to pay for themselves. Councilmember Gebbia argued the intent was to create a community center, but most of the community spaces had been removed from the plan. Discussion was held on decreasing the size of building versus leaving unfinished space, designing the banquet space with dividers to create separate areas, backing out the cost of the aquatics center and the cart barn, splash park design, flow associated with the snack bar and walk-up window, and plans to attract teenagers. Discussion ensued on the bar area depicted in option A7 and usability of a space that was not air conditioned. Mr. Idle estimated it would cost an additional $375,000 plus contingency to make the area an air- conditioned space instead of open-air space. Mayor Norris invited public comment. Debbie Searcy commented on the pool and splash park area of the Clubhouse and discussed options for use of the banquet room by members of the community. Mrs. Searcy noted the community is growing with young families. Karen Marcus stated handouts would be helpful to allow the public to follow along. Ms. Marcus commented on the restaurant bid and stated she would like to see the overall footprint decreased so the budget could be decreased. Hank Gonzalez stated the restaurant proposer would be able to accommodate the golfers whether it was a designated space or otherwise. Mr. Gonzalez asserted whatever was built, it would be repurposed over time based on need. Eric Talbott commented that there should be an air-conditioned space to walk into after golfing and stated he did not understand the notion of separate locker rooms for members and guests. Mr. Talbott added he was willing to pay more in taxes for a great facility and encouraged additional promotion. Tom Magill asserted it would be a good idea to keep tabs on the $500,000 grant application for the pool, as that would impact the project. Mr. Magill stated folding in the existing lawn was imperative in making the golf revenue work. Minutes of Village Council Special Workshop Session held August 16, 2016 Page 3 of 4 Holly Perella stated she would also like to see the aquatic center in a different place and - commented on the location of the snack bar and locker rooms. Ms. Parella noted small children needed a place to go from the pool. Ms. Parella agreed with previous comments regarding marketing and suggested hiring a marketer to attend events. Jim Bender asserted signage on the road should be installed to let people know where to find the facility and what was available. Alison Harvey stated she understood the golfers wanted air-conditioned space, but there should also be a lot of outdoor covered space available. Ms. Harvey commented on the increase in total seating available in the restaurant spaces. Ms. Harvey added that she agreed there should be better flow between the bathrooms and pool area and that a splash park was definitely needed. Tim Hullihan asserted it was a disservice to all, including the Councilmembers, for the materials to not be available ahead of time. Mr. Hullihan stated the outdoor spaces should take advantage of the prevailing breezes and commented on the restaurant offering, tournaments, and overall cost. Megan Hurley agreed with the previous comments about access to the locker room from the pool and the importance of considering small children. Ms. Hurley stated she was excited and looking forward to enjoying the Country Club. Tom McGill asked if any design activity on the splash park had been engaged. Mayor Norris closed the public hearing. Mr. Idle stated it was slated to happen where the original children's pools are located, but there had not been any change to the plan or further development from the original Request for Proposals (RFP). He noted other pool improvements were also budgeted. Vice Mayor Bush stated it would be nice to see plans and be able to share them, so everyone felt more comfortable with the fact that it was in the plan. He asked about an attraction for older children and teenagers, such as an artificial wave pool. Discussion ensued regarding the hard and costs per square foot of the project. Mr. Idle stated the factored square footage cost for hard costs only was projected at $318 to $350. Mr. Idle defined factored square feet as taking all the covered and ventilated space at half of its original square footage, times $318 to $350. Mr. Idle stated 40 percent was allocated for soft costs, including furnishings, fees, equipment. Mr. Idle was asked to provide comparable costs for a municipal clubhouse facility. Discussion ensued on the size and cost of the clubhouse and ways to bring the cost down. Mr. Idle advised option A7 was a total of 32,793 factored square feet or 45,900 actual square feet. Mr. Idle estimated the clubhouse cost at $13.5 million, plus the pool. Councilmember Gebbia asserted there were too many separated seating areas included in the plan. Minutes of Village Council Special Workshop Session held August 16, 2016 Page 4 of 4 Mr. Idle reviewed the proposed amount of seating for the food and beverage component: • Banquet —150 seats • Steak/seafood restaurant — 114 seats • Outdoor, casual bar — 80 seats • Restaurant terrace — 52 seats • Pool awning patio area — 48 seats Council discussed a suggestion that the restaurant and bar could be dual purpose, also serving as the banquet facility, and debated the need to have restaurant and bar facilities available during a banquet as well as building a facility that would not be used. Discussion continued on the two (2) sides of the debate and the number of people arguing for and against banquet space. Mr. Idle explained the current facility is 12,600 square feet air conditioned, 2100 square feet covered, and 4,200 square feet of cart barn for a total of 18,900 square feet total. Mr. Idle explained the square footage in each proposal for comparison. Discussion ensued regarding current trends for construction and use, as well as options for the number of seats. By consensus, it was determined option A7 design was generally felt to be the best fit. It was requested that Mr. Idle come back with the following additional information: • Municipal comparable • Better access to pool locker rooms from the pool and snack bar • Cost breakout for the outside bar, with/without air conditioning, and cost of a hybrid option • Cost difference between an awning and a roof over the pool deck • Cost of banquet facility as designed and cost of the area with a roof, but not built out • Cost to include cart storage under the building and cost of the area not built out Discussion continued regarding the potential to shrink spaces, space available to lease to the restaurant owner, and the budget and financing plan for the Country Club. Blake Sanderson commented on the golf carts and asserted they should be included in the initial plan. Mr. Idle stated he would bring back the data as requested, as well as additional options. Council expressed appreciation for the efforts and continued flexibility. ADJOURNMENT There being no further business to come before the Council the meeting was adjourned at 8:28 p.m. q--, � � , Ir ,_ _._w Col&eted by Jessica Green, MMC, Village Clerk