12-14-2007 Special Meeting
A~. e City of
rtVentura
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City Commission
Susan Gottlieb, Mayor
City MaIlJIger
Eric M. Soroka, leMA-CM
Zev Auerbach
Bob Diamond
T eri Holzberg
Billy Joel
Michael Stern
Luz Urbaez Weinberg
City Gcrk
Teresa M. Soroka, MMC
City Attorncy
Weiss Serota Helfman
Pastoriza Cole & Boniske
CITY COMMISSION SPECIAL MEETING
AGENDA
DECEMBER 14, 2007 - 9 AM
Aventura Government Center
19200 West Country Club Drive
A ventura, Florida 33180
1. CALL TO ORDER\ROLL CALL
2. DISCUSSION AND POSSIBLE ACTION:
A. RECOMMENDATION TO RELOCATE ARTS & CULTURAL
CENTER
B. CITY SPONSORSHIP FOR FEDERAL GRANT TO ASSIST POINT
EAST CONDOMINIUM ASSOCIATION WITH SEAWALL
RESTORATION
3. ADJOURNMENT.
The meeting is open to the public. In accordance with the Americans with Disabilities Act of 1990, all persons who are disabled and
who need special accommodations to participate in this meeting because of that disability should contact the Office of the City Clerk,
305-466-8901, not later than two days prior to such proceeding. Anyone wishing to appeal any decision made by the City of Aventura
Commission with respect to any matter considered at such meeting or hearing will need a record of the proceedings and, for such
purpose, may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence
upon which the appeal is to be based. Agenda items may be viewed at the Office of the City Clerk, City of Aventura Government
enter, 19200 West Country Club Drive, Aventura, Florida, 33180. Anyone wishing to obtain a copy of any agenda item should
contact the City Clerk at 305-466-8901. One or more members of the City of A ventura Advisory Boards may also be in attendance.
CITY OF AVENTURA
OFFICE OF THE CITY MANAGER
MEMORANDUM
TO: City Commission
FROM: Eric M. Soroka, ICMA-CM, City Manager
DATE: December 11, 2007
SUBJECT: Recommendation to Relocate Proposed Arts & Cultural Center
December 14,2007 City Commission Meeting Agenda Item 2A
RECOMMENDATION
It has been eighteen months since the County and City tentatively entered into a
Memorandum of Understanding to authorize the City to manage the reconstruction of
the library and to develop a combined library and performing arts center. Despite the
best efforts of the County Library staff, County Manager's Office, County Commissioner
Sally Heyman and the City, there is still no formal agreement in place at this time. The
fact is the concept of constructing an Arts and Cultural Center (ACC) on County owned
land in conjunction with the rebuild of the County Library branch has become too
complicated and bogged down in red tape and County project requirements. At this
point, the County will only consider a Development Design Agreement and that cannot
move forward until certain waivers are granted by the County Commission from County
code requirements. It is fair to say all parties are frustrated with the lack of progress on
this matter. In order not to lose more time, with no guarantee that all the outstanding
issues with the County can be resolved, it is time to explore other alternatives. After
careful consideration of the facts, I recommend that the City Commission take action to
relocate the ACC to City land adjacent to the Community Recreation Center for the
reasons outlined in this report.
BACKGROUND
Time Line
The following is a timeline outlining the events that have occurred from the time the
Commission adopted a motion to move forward on the ACC Action Plan to the events
that have occurred as recent as last week. This section of the report clearly indicates
that although a lot of time and effort has been put forth by the City and County officials
to implement the original plan it appears that even if the parties could resolve all the
obstacles it would be many more months before any agreement could be finalized.
Memo to City Commission
Page 2
. April 2006 - Commission adopts motion to proceed with Phase I of the PAC
Action Plan which included a location next to Community Recreation Center and
the authorization to prepare a Business Plan Feasibly Study.
. June 2006 -In order to expedite the rebuild of the Library, the County and City
reach a tentative agreement whereby the City will be responsible for the
rebuilding of the Library Branch with design approval from the County.
. July 2006 -The County and City tentatively entered into a Memorandum of
Understanding to authorize the City to manage the reconstruction of the library
while the County maintains final design approval and to develop a combined
library and performing arts center. The library branch is proposed to be 26,000
square feet and the PAC is estimated to be 14,000 square feet. The City and
County will be responsible for their respective costs associated with the project.
. July 2006 - City retains the firm of AMS Planning and Research to prepare the
PAC Business Plan Feasibility Study.
. December 2006 - City and County staff meet to review draft interlocal agreement
. Representatives of the County Attorney's Office are in attendance.
. January 2007 - AMS Planning and Research submits results of the Business
Plan Feasibility Study and City Manager presents Recommended Construction
and Operating Financial Plan for PAC. The Interlocal Agreement document, has
been finalized at the staff level. However, the County Attorney's Office has
requested a meeting to discuss the document prior to transmitting it to the
County Commission. It is now scheduled to be presented to the County
Commission in February as well as to the City Commission for approval.
. January 2007 - An RFP for architect/design services was awarded to PGAL in
association with William Rawn Associates, Architects.
. February 2007 - The City Commission adopted a Resolution supporting the
creation of the Performing Arts Center and authorizing the administration to
proceed with implementation requirements. The lnterlocal Agreement document
is now scheduled for the May County Commission Meeting. The City has filed the
necessary paperwork to request the County to change the scope of GOB project
#57 to allow the City to utilize the 2004 Bond Program funds to assist in funding
the PAC. A tentative schedule for the completion of this project has been
prepared with an October 2009 facility dedication date.
. March 2007 - The Interlocal Agreement document is now scheduled for the June
County Commission Meeting.
. June 2007 -County approves the change the scope of GOB project #57 to allow
the City to utilize the 2004 Bond Program funds to assist in funding the PAC. In
light of the property tax reform legislation approved by the State Legislature, the
City Commission and City Administration reexamine the original concept of
constructing a $10 million Performing Arts Center. Due to the uncertainty
associated with future revenues and to reduce any impact on the operating
Memo to City Commission
Page 3
budget, the project is being re-evaluated to reduce the scale and cost of the
budget to coincide with available funding amounts.
. July 2007 - In light of the property tax reform legislation, the City Commission
decides to reduce the budget to approximately $5 million and fund from the
County GOB program. Features or enhancements could be added in the future
when funding is available. The City staff is working with PGAL to prepare
preliminary layout of the proposed 300 seat facility. The reconstruction of the
library is on hold until the County Commission approves the County budget in
September and the Interlocal Agreement document now scheduled for
September.
. August 2007 - The Interlocal Agreement is now scheduled before the County
Commission in October 2007.
. October 2007 - City Commission approves Interlocal Agreement. County Library
staff advises that there may be issues due to building a city facility on county land
utilizing GOB funds and requests revisions to address County Attorney concerns.
. November 2007 - The County Attorney's Office recommends that the original
Interlocal Agreement be replaced with a Design Agreement in order to meet the
County's GOB Program requirements. This would allow only the design to
proceed, a construction agreement and a lease agreement would also be
required to be negotiated in the future.
. November 27 2007 - City reviews County's Design Agreement and transmits
comments back to County.
. December 2007 - County Attorney now advises that a waiver from the County's
procurement process would also be required to utilize the selected architect to
move forward.
Review of Remaining Requirements
A. The following outlines what still remains to completed if the City continued to
pursue utilizing the library site:
. Design Agreement - County Commission Approval
. Waiver from County Procurement Process for Design Agreement - County
Commission Approval
. Architect Agreement
· GOB Agreement
. Construction Agreement - County Commission Approval
. Waiver from County Procurement Process for Construction Agreement - County
Commission Approval
. Lease Agreement - County Commission Approval
. Parking Agreement - Aventura Mall
Memo to City Commission
Page 4
B. The following outlines what would be required for the City to utilize the
Community Recreation Center site:
. Architect Agreement
. County Commission approval of GOB project #57 scope change to remove the
shared library site location from description of project. - Could be accomplished
by February 2008.
. GOB Agreement with County
. Selection of Construction Manager
The original GOB project scope that was modified by the County Commission to provide
for the funds to be utilized for the ACC, will be required to be amended by the County
Commission to remove references to the location of the facility. County staff has
advised that this can be accomplished by late February and would not delay the GOB
Agreement. Placing the ACC at the Community Recreation Center site involves a less
complicated process than the library site and therefore can be completed in a shorter
period of time.
Site Pros/Cons
The following is a comparison of the pros and cons of each of the sites:
librarv Site
Pros
· Combined facility with Library.
· Close to mall and restaurants.
Centrally located.
Overflow parking could be directed to the mall.
· Shared designed costs.
Cons
County owned property.
. Construction costs could be more for a two story facility.
Have to deal with County requirements and negotiate a series of agreements.
· Complicated project.
City would need to lease the land from County.
· Parking Agreement - Aventura Mall.
Community Recreation Center Site
Pros
· City owned property.
Project can be completed faster by utilizing City procurement process.
Shared parking with School and Community Center.
· Waterfront location.
One story building is less costly to construct.
Overflow parking could be directed to the Harbor Center Office Building garage.
Memo to City Commission
Page 5
Operating costs could be lower by utilizing staff of Community Center.
. Would provide opportunities at ACES to expand the drama and music programs.
Cons
Not centrally located.
Located in residential area.
. Would have to satisfy County shoreline view corridor requirements.
Community Center Site
Based on the concerns expressed herein, I requested the project architect to review the
Community Recreation Center site to determine if the area could accommodate the
construction of the AAC. A powerpoint will be presented at the Commission Meeting
that will clearly show that the site can accommodate the AAC and provide a facility that
our residents can be proud of and be an asset to the community for years to come.
Based on the foregoing it is recommended that the City Commission take action to
authorize the City Administration to pursue and utilize the Community Recreation
Center site for the Aventura Arts and Cultural Center. This would include finalizing the
Architect's Contract and the County's GOB Agreement for placement on the January
Commission Meeting.
Should you have any questions, please feel free to contact me.
EMS!
Recommendation To Relocate
Arts & Cultural Center
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Review of Timeline
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Review of Timeline (cont)
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Review of Timeline (cont)
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Review of Remaining Requirements
Library Site Pros/Cons 0
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Community Center Site Pros/Cons 0
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AVENTURA CULTURAL ARTS AND PERFORMING CENTER
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PROPOSED SITE PLAN
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MASSING STUDY FROM SOUTHWEST
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MASSING STUDY FROM NORTH
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MASSING STUDY FROM NORTHEAST
MASSING STUDY FROM EAST
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MASSING STUDY FROM SOUTH
PG!L
SECTION
BACK OF
HOUSE
. FF-ICE 8:
BA"f.HRGOMS
PGAL
Recommendation