RESPECT INTEGRITY TEAMWORK EMPOWERMENT

Transcription

1 Lakewood Ranch Summerfield Information Center Ad Hoc Committee Meeting Summerfield Information Center 6310 Lakewood Ranch Boulevard Lakewood Ranch, FL AGENDA Meeting Date: Wednesday, April 27, 2016 Meeting Time: 1:00 p.m. Call to Order Approval of Minutes A. January 27, 2016 Committee Minutes New Business A. Update and Discussion Regarding Summerfield Information Center (Memo) Audience Comments Adjournment RESPECT INTEGRITY TEAMWORK EMPOWERMENT Page 1 of 1

2 MEETING MINUTES LAKEWOOD RANCH SUMMERFIELD INFORMATION CENTER AD-HOC COMMITTEE The regular meeting of the Summerfield Information Center Ad-Hoc Committee of the Lakewood Ranch Community Development District 1 was held on Monday, January 27, 2016 at 10:30 a.m. at the Lakewood Ranch Town Hall, 8175 Lakewood Ranch Boulevard, Lakewood Ranch, FL CALL TO ORDER AND ROLL CALL Ms. Ross called the meeting to order at 10:30 a.m. Present and constituting a quorum were: Robert Swiatek Committee Chair/CDD1 Representative Michael Finney CDD2 Representative Nancy Johnson CDD4 Representative Thomas Leavey CDD5 Representative Janey Bruyer CDD6 Representative Also Present: Anne L. Ross Executive Director Steven H. Zielinski Chief Financial Officer Jessica Mears Clerk to the Boards Kay DePaolo Executive Assistant Gary Glass Director of Community Association Services Kyanne Merrill Director of Community Activities Corporation APPROVAL OF MINUTES A. Approval of January 19, 2015 Committee Minutes B. Approval of March 30, 2015 Committee Minutes Ms. Ross requested the Committee approve the minutes from the January 19, 2015 and March 30, 2015 meetings. Mr. Swiatek requested a motion to this effect. On MOTION by Mr. Finney, seconded by Mr. Leavey, with all in favor, the minutes were approved. NEW BUSINESS A. Update and Discussion Regarding Summerfield Information Center Page 1 of 3

3 January 27, 2016 Summerfield Information Center Ad-Hoc Committee Mr. Swiatek distributed projected costs for staffing the facility, ongoing maintenance and utilities. He advised that he prepared the figures with the assistance of the former Executive Director, Eva Rey. The annual cost per Phase I EDU is $21.22 for staffing, ongoing maintenance and utilities. This does not include any costs to obtain or renovate the building. Mr. Swiatek commented that the building could be utilized as-is for clubs to meet in the smaller rooms. He stated that he is not aware a meeting has been held with SMR to determine a sale price. Ms. Ross responded that SMR is waiting for a proposal/offer from the committee. The property should be appraised and comparables should be received if the committee decides to move forward with the purchase, per feedback from CDD1 District Counsel, Christian Van Hise. Ms. Ross stated that she organized this meeting to receive feedback from the committee as to a timeline and any items that should be prepared by staff. Ms. Ross noted that there is interest from SMR in keeping the building as part of the community. Ms. Johnson commented that there is not enough parking at the building. Mr. Gary Berns (CDD1 Supervisor in audience) noted there are only 7 spots. Mr. Swiatek noted the Information Center once served as Town Hall and was able to accommodate the clubs. Ms. Johnson noted the clubs have increased in size and it would require security. Mr. Berns stated CDD2, CDD5 and CDD6 have not expressed interest in purchasing the facility. Mr. Leavey stated that CDD5 does not support purchasing the building; however, the Board may feel differently if it were gifted. Ms. Ross advised that the next steps in the process will be for the committee to create a proposal to present to the CDD Boards. She recognized that additional information is needed; however, it appears from the previous meeting that there is a consensus that the committee is not interested in large renovations costs. Staff can investigate the costs for minimum staffing and operations. The parking issues could potentially be resolved through an easement with CDD1. Mr. Berns noted the building is 20 years old and the maintenance costs may be high. Mr. Swiatek responded that the building would be thoroughly inspected prior to an offer. Ms. Johnson stated the committee still has not reached a consensus as to an intended use or need for the purchase. Mr. Finney commented that the CDD2 Board has not held many discussions on the topic and the focus until now has been on a recreational facility. Page 2 of 3

4 January 27, 2016 Summerfield Information Center Ad-Hoc Committee Ms. Ross asked the committee if there is interest in obtaining an inspection on the building. Mr. Swiatek recommended Operations staff review the building for insufficiencies. Ms. Ross responded this could be done; however, it would not be official. Ms. Johnson expressed concern about lack of space within the building and recommended the committee take a tour of the facility. Ms. Ross stated she can arrange for each committee member to individually tour the facility and then a public meeting can be held afterwards. Mr. Swiatek asked which groups are currently using the Summerfield Park grounds. Ms. Kyanne Merrill, Community Activities Corporation (CAC) Director, commented that the clubs that utilize the park are the Soccer Club, Football Club and Women s Soccer. Mr. Swiatek asked if the club members live within Phase I of Lakewood Ranch and Ms. Merrill responded the clubs must have at least 70% Phase I members. Ms. Merrill noted that it would be helpful if Town Hall kept track of the instances in which club salon reservations are canceled or modified. Mr. Swiatek stated that he has an excel spreadsheet of estimated costs to run the facility and will send this to Ms. Ross. He added that security may need to be added to the costs. Mr. Finney inquired about Ms. Merrill s perspective since CAC s office is located within the Information Center. Ms. Merrill responded that the park is fairly busy with bicycle and pedestrian traffic. She added that the parking lot is generally 25% full. Ms. Johnson asked if the parking lot usage can be tracked and Ms. Merrill responded yes. Mr. Swiatek asked if the rooms are large enough to hold club meetings. Ms. Ross responded that she will contact the architect that prepared a report regarding the possibility of rearranging the layout. Mr. Finney recommended the next meeting be held at the Information Center. Ms. Ross responded this can be arranged with the permission of SMR. Ms. Ross advised the committee members will be contacted once additional information is received and a meeting will be arranged. AUDIENCE COMMENTS There being no additional comments, the next item followed. ADJOURNMENT At 11:15 a.m., Mr. Swiatek requested a motion to adjourn the meeting. On MOTION by Mr. Finney, seconded by Ms. Bruyer, with all in favor, the meeting was adjourned. Page 3 of 3

5 MEMORANDUM To: From: Date: Re: Summerfield Information Center Ad Hoc Committee Anne Ross, Executive Directorr April 24, 2016 Summerfield Information Center The Summerfield Information Center building and property is owned and maintained by Schroeder Manateee Ranch (SMR), Inc. The location of the center is on the north side of Summerfield Park, with an address of 6310 Lakewood Ranch Boulevard. The building recently housed Lakewood Ranch Ambassadors (SMR) staff and the Community Activities Corporation (CAC) staff. The Ambassadors relocated to the Rangeland Information Center at the end of March. The CAC is still utilizing office space at the center. Historically, the Summerfield building was the original meeting location for the Community Development District (CDD) Boards. CDD 1 began exploring the potential purchase of the Summerfield Information Center property in late The District was not prepared to purchase the property alone and thereforee formed an Ad Hoc Committee comprised of representatives from each of the five CDDs and the Executive Director of CAC. During the January 27, 2016 Ad Hoc Committee meeting, the Committee directed Staff to explore potential uses for the building and whether SMR would be willing to donate the property to the Inter-District Authority at no cost. SMR has advised Staff of the following positions regarding the Summerfield Information Center: SMR has not made a final decision on the future of the property. SMR is happy to entertain an offer for purchase, but cannot donate the property. SMR would like to see the CAC continue to have a home office in Lakewood Ranch. Building and Property Information An aerial map of the property is presented in Figure 1. Pertinent information regarding the building and property as reported by the Manatee County Property Appraiser s and the Manatee County Tax Collector s websites is presented in Table Lakewood Ranch Boulevard Lakewood Ranch, FL (941)

6 Property Boundary N Lakewood Ranch Boulevard Summerfield Building Summerfield Park Property Figure 1. Property Location

7 Category Value Property Size Building Size Department of Revenue Use Code 2.31 Acres 2,740 SF Under Air and 3,964 Under Roof 1700 Office Building Assessed Value $463, CDD1 Assessment* $ 8,612 Table 1. Property Appraiser & Tax Collector Information * Should the CDDs take over ownership of the Summerfield Information Center property it becomes a tax exempt governmental property and an assessment will not be collected. This parcel currently represents 7 equivalent dwelling units (EDUs) for CDD1. Removing it from the tax role equates to an increase in assessments for the remaining 1,812 EDUs within CDD1 of $4.76 per EDU. Therefore, the current Lakewood Ranch Phase I 6,726 EDUs would become 6,719 EDUs. The current layout of the Summerfield Information Center building is comprised of a series of office and conference size rooms. The building has a kitchenette with refrigerator, sink, and microwave oven. Separate men and women restrooms are installed with multiple stalls. The building appears to be ADA compliant. The floor plan for the building is presented in Figure 2. The floor plan source is a George Architect Inc. drawing dated March 10, The current floor plan is slightly modified with additional walls located in the Meetings area at the back of the building. These newer wall sections are designated with blue shading. Room sizes were measured and shown on the floor plan. To provide further room size perspective and potential use, the area of Town Hall rooms and Summerfield building rooms are presented in Table 2. For purposes of increasing the potential use of the building, Staff reviewed the Meetings area and possible minor renovation opportunities. Since the newer walls designated in blue appear to not be load bearing walls, they could be removed. By doing so the area becomes a much larger space for a modest cost (25ft x 27ft). A structural engineer analysis would be needed to confirm this assumption. Page 3 of 8

8 CAC Director Office N Storage CAC Assistant Office CAC Conference Room Figure 2. Summerfield Information Center Building Floor Plan

9 Room Size (Square Feet) Summerfield Bookkeeping 70 Summerfield Work Room 74 Summerfield Office Manager 130 Summerfield Storage Room 140 Summerfield Meetings Room North 297 Summerfield Meetings Room South 233 Expanded/Modified Summerfield Meetings Area (Lecture layout: 80 people, Round table layout: 36 people, Conference table: 18 people) 668 Town Hall Salon One (Lecture layout: 50 people, Round table layout: 44 people) 774 Town Hall Board Room (Conference table: 10 people) 219 Table 2. Room Space Comparison The Ad Hoc Committee has been concerned about the availability of parking spaces on the property. The Summerfield Information Center property has a total of 13 parking spaces including one handicap space. It has been contemplated that use of the Summerfield Information Center property would need to be accompanied by a shared use parking easement with the Summerfield Park. Figure 3 presents a parking space inventory for the Summerfield Information Center property and the Summerfield Park property. Should the CDDs purchase the property this would be a reasonable request. However, as a second option the property layout to the front of the building towards Lakewood Ranch Boulevard is large enough to be relatively easily reconfigured to add more parking spaces. Building Uses The current use and rental of space by the CAC could continue without hindering potential uses by the CDDs. This would provide a monthly revenue stream and help to offset the maintenance costs of the building. Other uses that could be easily implemented immediately are utilizing the spaces for club meetings and private function rentals. An informal survey of the clubs is being conducted to see if there would be interest in holding smaller meetings or functions at the Summerfield building. Initial response from all the clubs has been positive with concerns expressed about building size. Medium sized clubs express interest, should space be available to accommodate people. Modifying the back portion of the building by removing the newer wall sections could provide enough space. It is expected that private function rental would be promising due to the proximity to Summerfield Park. The smaller offices could be made available for rental or reservation. Some examples of users are tutoring sessions and 2-4 person meetings. Several potential uses of the building have been contemplated over the years. Staff has pursued additional information on some of these options to see the level of interest and opportunities. Library Ms. Cheri Coryea, Manatee County Neighborhood Services Director oversees the library system. She visited the Summerfield building with Staff to explore potential collaboration. While the building is not large enough to house the Page 5 of 8

10 N Property Boundary Lakewood Ranch Boulevard 6 Spaces (1 Handicap) 2 Spaces 5 Spaces 12 Spaces 33 Spaces Summerfield Building Property Parking Spaces Handicap Spaces Total Parking Spaces Spaces (2 Handicap) 3 Spaces Summerfield Park Property Parking Spaces Handicap Spaces Total Spaces Combined Property Total Spaces 82 5 Spaces (1 Handicap) 6 Spaces Figure 3. Parking Summary

11 future east county library, there are several options available for community use. These programs would assist in establishing the need for the County to pursue an east county library. Library Courier Service Drop off and pick up location for books ordered online from the library system. Programming Presentations by library personnel on youth, aging, and technology subjects Lending Library Books supplied by library system for informal sharing Book Clubs Library personnel assistance in initiating and supporting book clubs Friends of the Library Library personnel for establishing an east county friends group for eventual east county library Manatee County Sheriff s Office Captain Mealy, District 3 Commander reviewed the potential use of the building for officer utilization. Although officers may stop by upon occasion, the Sheriff s Office is not in need of intermittent office space. Office Rental Rent remaining office space not utilized by CAC. According to a local realtor for the Lakewood Ranch area, office space rents in the range of $13 to $15 per square foot. Parks and Recreation Collaboration on programming and presentations are being explored with Manatee County. Should the CDDs purchase the property many more potential opportunities could be pursued. Cost Analysis Considering that SMR is not willing to donate the property, a range of three proposals has been evaluated (Table 3). It is assumed that the purchase price would be split over a five year period. Payments to SMR would be made on an annual basis in even installments. Purchase Price Annual Payment per Year for Five Years $200,000 $40,000 $300,000 $60,000 $400,000 $80,000 Table 3. Purchase and Resulting Assessment Summary Building and property conditions and maintenance needs have been reviewed by Staff. Initial building needs (paint, flooring, etc.), monthly services (landscape, utilities, etc.), building maintenance (AC unit replacement, roof condition, etc.), and building staffing have been incorporated into a 6 year budget example. Table 4 presents the resulting costs. Year One is the largest because it includes some larger building maintenance items such as AC replacement and automated building access system. These costs Page 7 of 8

12 have been developed utilizing staff knowledge and are presented as an order of magnitude. Budgetary cost for removal of wall sections and monthly revenue from CAC rental is not included in this cost example. Staffing of the facility has been budgeted with outsourced security personnel. This is similar to evening and weekend staffing coordination for Town Hall usage. A total of 30 hours/week of security personnel at $12.06/hour was utilized for budgeting purposes. Utilizing security personnel staffing is the most cost effective option for the immediate future. Year Budgetary Operations & Maintenance Cost Example One $85,000 Two $41,000 Three $38,000 Four $39,000 Five $40,000 Six $41,000 Table 4. Building Maintenance Estimate To understand what the scenarios would equate to for an assessment, the three purchase price scenarios and the estimated Operations and Maintenance costs are combined and distributed over the projected 6,719 EDUs remaining after removing the 7 EDUs associated with the Summerfield Information property. Table 5 presents the resulting annual assessments over a six year period. The sixth year is provided to show implications past the purchase price payment years. Year $200,000 Purchase Scenario Annual Assessments per EDU $300,000 Purchase Scenario Annual Assessments per EDU $400,000 Purchase Scenario Annual Assessments per EDU One $18.60 $21.60 $24.60 Two $12.00 $15.00 $18.00 Three $11.60 $14.60 $17.60 Four $11.80 $14.80 $17.70 Five $11.90 $14.90 $17.90 Six $6.10 $6.10 $6.10 Table 5. Assessment Scenarios Further Investigation can be performed based on the discussion and direction of the Ad Hoc Committee. It is anticipated that the Ad Hoc Committee will make a recommendation to the CDDs for a formal vote. The range of options for the recommendation include not pursuing the Summerfield Information Center property any further to recommending a specific purchase offer to take to SMR. Page 8 of 8