Transcript New Fairground 2018

New Fairgrounds
2018
Presented 3/3/2015
Decision points for today
1. Board motion to continue current path for the
Weseman Tract Fairgrounds development.
2. Board motion to proceed with requesting
applications for potential TDT projects.
Motions and Consensus from Dec 16, 2014
• Motion - Expedite the rental agreement process and explore
the use of private security for events.
• Motion – Use 2 cents to prepay Nations Park debt.
• Motion – Use $1.3 Million to renovate current auditorium.
(With a review of the cost differential for a 15 year vs. 25 year roof)
• Motion – Present a plan for any available TDT funds for
immediate use by interested parties to promote tourism.
• Motion - Reserve $1.6 Million to develop a business plan and
design for new fairgrounds in conjunction with determining
appropriate funding sources in addition to TDT.
• Consensus – Break ground for new fairgrounds on the
Weseman tract by 2018.
Fairgrounds Team
• With the assistance of the Clerk’s office and the County
Attorney, a staff team was built and sub-teams were formed
to tackle each issue.
• Nations Park Refinance – OMB, Legal, VCB, and Clerk’s Office
• Tourism projects – Purchasing and VCB
• Current Auditorium Renovation – Facilities, Public Works, and
Purchasing
• New Fairgrounds including Facilities Management Options –
Facilities, Legal, VCB, Purchasing, OMB, Parks, Public Works and
Assistant County Manager
• Rental Agreement Process – Parks, Legal, Risk Management, and
Public Works, with participation from ACFR and ACSO.
Rental Agreement Process
• In a County owned facility, appropriate law enforcement is required based
on the type of event.
• Fire/life safety required procedures are based on the type of event.
• ACSO does not provide security plans; but will assist a vendor with
preparing them.
• Items considered for security and fire/life safety are based on factors, such
as, use of food vendors, money handling, alcohol, stages, attendance and
insurance needs identified during the pre-screening process.
• The Sheriff is not opposed to vendors augmenting ACSO Deputies with
private security on site.
• With vendor cooperation, the application process can be shortened to as
little as 2-4 weeks.
• Because of the variety of events, staff is not proposing a sliding scale on
how long it will take to complete the rental process.
• To further shorten the application process, certain events could be
approved by the Public Works Director.
Inflows and Outflows to Achieve 2018 Goal
1st and 2nd
TDT cents
(Fund 002 & 168)
10/1/14 Fund Balance (1st cent)
(set aside for Nations Park)
10/1/14 Fund Balance (2nd cent)
(set aside for New Fairgrounds)
$
1,608,960
Economic
Development Capital
Fund 342 (Funded by
General Fund)
$
941,599
2,162,359
3,771,319
941,599
FY15 Projected revenue from 2
TDT cents
1,430,074
143,250
Available
5,201,393
1,084,849
Operational Commitments to VCB
and Current Fairgrounds
Current Fairgrounds Building
Renovation
Accrued P&I and Closing Cost for
Nations Park refinance
Funds available for current
potential projects
A&E and Design Development for
New Fairgrounds
10/1/14 Fund Balance (General
Fund transfer to EDC Fund 342)
(240,242)
(40,000)
(700,000)
(600,000)
FY15 Transfer from General Fund
Available
Operational Commitments to
Current Fairgrounds
Current Fairgrounds Building
Renovation
(247,000)
(1,000,000)
(1,200,000)
(400,000)
A&E and Design Development for
New Fairgrounds
Inflows and Outflows to Achieve 2018 Goal
1st and 2nd
TDT cents
(Fund 002 & 168)
Economic
Development Capital
Fund 342 (Funded by
General Fund)
.
1,814,151
44,849
FY16 Revenue (Projected)
1,458,675
150,000
(1,498,625)
(100,000)
1,487,849
150,000
(1,498,445)
(100,000)
1,517,606
150,000
FY18 Payment
(1,497,950)
(100,000)
FY19 Payment (Paid Early)
(1,487,070)
FY16 Payment
FY17 Revenue (Projected)
FY17 Payment
FY18 Revenue (Projected)
10/1/18 Projected Balance
296,191
194,849
Annual Transfer from GF
Operation of Current Fairgrounds
Annual Transfer from GF
Operation of Current Fairgrounds
Annual Transfer from GF
Operation of Current Fairgrounds
Nation Park Refinance
• Concept approved by the Board on December 16, 2014.
• Approved by Board on February 24, 2015 meeting, through
an amendment to the inter-local agreement with Newberry.
• Approximately $270,000 in TDT funds is used to pay for
Accrued Principal, Interest & BoCC Closing Cost.
• Net interest savings to the County is $593,879.
• The Debt Service schedule is reduced from year 2025 to 2019
with a planned early payoff in 2018.
Auditorium Renovation
• Board approved in December 2014 to move forward.
• Funding is split $700,000 TDT and $600,000 from Capital Fund 342.
• $1,044,420 - Construction Estimate
• $
98,700 - Architect Estimate
• $ 156,880 - Non-contract cost and bid allowance from estimate
• Guarantee differential cost for 25 year roof per manufacturer
• 27,000 square feet times $0.21 per foot = $5,670
Auditorium Renovation
Date
To
Milestone
2/25/2015
3/11/2015
3/11/2015
4/6/2015
4/6/2015
4/27/2015
5/6/2015
6/5/2015
9/30/2015
Design
Construction Documents
Advertise
Bid
9/30/2015
Contract Negotiation, Notice-to-Proceed, and Construction
Final Completion
New TDT Projects
• Based on the availability of resources after funding the Board motions
and direction to Renovate the Existing Auditorium, Refinance
Newberry’s Debt for Nations Park, Reserve Funds for the A&E and
Design Development of a New Fairgrounds, and Break Ground in 2018…
$1,000,000 is available for new projects
• Timeline:
• March 3: BOCC receives staff presentation and approves $1M amount for funding
requests
• March 13: Opportunity advertised to Public for 4 weeks.
• April 8: Deadline for submittals from applicants.
• April 15: Plans meeting requirements given to Tourist Development for review.
• May 20: Scores and Ranking of projects approved by Tourist Development Council.
• June 9: Tourist Development Council recommendation presented to BoCC for
approval.
• Post Award: Project to be vetted by a Feasibility Team to determine if project can
be done as proposed. This will be done prior to entering into contract process.
• This is a potential action item for today.
Fairgrounds Business Plan
Description
Alachua County desires to have an area within its boundaries to
facilitate the annual County Fair, but also to promote and
encourage a wide variety of events that can occur throughout the
year to bring visitors from outside the county for both day and
multi-day events. A focus to expand the usability of the County’s
traditional Fairgrounds is essential to its long-term sustainability.
It is with this purpose that the future name of the new
Fairgrounds is proposed to be:
Alachua County Fairgrounds, Sports and Event Complex
Fairgrounds Business Plan
Mission statement
To provide world class, unique, and functional Fairgrounds in
synergy with venues able to accommodate a diversity of
agricultural, community-based and government-oriented type
activities, which include civic, recreation, education, youth, sport,
entertainment and business events for our local community and
regional visitors with an appreciation for the history and culture
of Alachua County.
Fairgrounds Business Plan
Moving Forward
• Craft with a message that supports the Fairgrounds Description and
Mission, in other words, we start with the goal in mind. How we get
there is the question the respondents can answer.
• The options may include
• Public, Private Partnership
• “They” build and County takes over after fully depreciated
• “They” operate complex
• Contract with private company
• “We” build
• “They” operate
• Consultant
• “We” build
• “We” operate
Overview of New Fairgrounds Project Timeline
Project Milestones
Date
1/12/2015
To
2/11/2015
3/4/2015
Milestone
Fairgrounds Team Prepatory Meetings
Board Approves Concept and Conitnuation of Course
3/5/2015
9/30/2015
Development of Procurement Documents (Completed by 9/30/2015)
10/1/2015
6/30/2017
Competitive Procurement Process (Completed by 6/30/2017)
7/1/2017
9/30/2018
New Fairgrounds Design, A&E, and Construction Documents Creation (Completed by 6/30/18)
10/1/2018
New Fairgrounds Construction Begins
Alachua County Fairgrounds, Sports, and
Event Complex Funding Possibilities
• Total funds required are unknown until a better scope of
service is developed with a business plan and a more detailed
design approved.
• A sample debt service schedule based on previous target cost will follow.
• Tourist Development Funds may be available for a portion of
the development and construction cost. We are currently
splitting TDT cost at 75% with a future reconciliation to be
completed to ensure an appropriate use of funds.
• Public-Private Partnerships for construction and operations
may be available, or sponsors and advertisers.
• Local Government Infrastructure Surtax
• Fee based model to offset operational and capital cost.
• General Fund via Sales Tax Pledge
Possible Debt Payment Schedule at 3.5%
Scenario Debt for New Fairground
FY18
FY19
FY20
FY21
FY22
FY23
FY24
FY25
FY26
FY27
FY28
Principal
16,000,000
14,636,138
13,224,541
11,763,538
10,251,400
8,686,337
7,066,496
5,389,962
3,654,748
1,858,803
(0)
Interest
560,000
512,265
462,859
411,724
358,799
304,022
247,327
188,649
127,916
65,058
3,238,619
Annual
Payment
1,923,862
1,923,862
1,923,862
1,923,862
1,923,862
1,923,862
1,923,862
1,923,862
1,923,862
1,923,861
19,238,619
At Current Split
TDT
Other
1,442,896
1,442,896
1,442,896
1,442,896
1,442,896
1,442,896
1,442,896
1,442,896
1,442,896
1,442,896
14,428,955
480,966
480,966
480,966
480,966
480,966
480,966
480,966
480,966
480,966
480,965
4,809,655
Local Government Infrastructure Surtax
F.S. §212.055(2)
 The governing authority in each county may levy a discretionary
sales surtax of 0.5 percent or 1 percent. The levy of the surtax
shall be pursuant to ordinance enacted by a majority of the
members of the county governing authority and approved by a
majority of the electors of the county voting in a referendum on
the surtax.
 For the purposes of this paragraph, the term “infrastructure”
means: … Any fixed capital expenditure or fixed capital outlay
associated with the construction, reconstruction, or
improvement of public facilities that have a life expectancy of 5
or more years and any related land acquisition, land
improvement, design, and engineering costs.
 Alachua Counties share of a ½ cent sales surtax for one year
would exceed $10 Million.
Public-Private Partnerships
F.S. §287.05712




County may enter into public-private partnerships (PPP) for qualifying projects. A
qualifying project serves a public purpose and may include a recreational facility,
sporting or cultural facility, or any other public facility or infrastructure used by the
public or in support of an accepted public purpose or activity.
A PPP may be used to develop (plan design, finance, lease, acquire, install, construct
or expand) new facilities or increase capacity to existing facilities.
County may receive unsolicited proposals or may solicit proposals for qualifying
projects, and may enter into an agreement with a private entity, or a consortium of
private entities, for the building, upgrading operating, ownership or financing of
facilities, but the private entity must meet minimum standards contained in county
guidelines for professional services and contracts for traditional procurement
projects.
For a PPP to be approved:
•
•
•
County must determine the project is in the public interest
For a facility owned by the county or for which ownership will be conveyed to the county no
later than the completion of the project or termination of the agreement and upon
payment of amounts financed
With adequate safeguards to ensure the county or private entity has opportunity to add
capacity to the project or facilities serving a similar predominantly public purpose
Public-Private Partnerships
F.S. §287.05712
• Revenues are the income, earnings, user fees, lease payments, or other service payments relating to the
development or operation of a qualifying project, including, but not limited to, money received as grants
or otherwise from the Federal Government, a public entity, or an agency or instrumentality thereof in aid
of the qualifying project.
•
•
•
•
Fees may be charged by the private entity for use of all or a portion of a project,
Lease payment may include building or land lease by public to private for use of project
Any revenues must be regulated by the responsible public entity pursuant to the PPP agreement.
A negotiated portion of revenues from fee-generating uses must be returned to the County over the life of the PPP.
• Financing for PPP project
•
•
•
•
Private entity may utilize private-source funding between financing sources and the private entity
County may lend funds to the private entity that constructs an approved project
May use innovative finance techniques in association with a PPP including federal loans under Federal-Aid Highways
(Title 23) and Transportation (Title 49), commercial bank loans, and hedges against inflation from commercial banks
and other private sources.
County my use its own capital or operating budget to support project. The budget may be from legally permissible
funding sources, including proceeds of debt issuances.
• Powers and duties of private entity in PPP
•
•
•
•
Develop or operate project in manner acceptable to county
Maintain, or provide by contract for the maintenance or improvement of, the project, if required
Cooperate with the county in making best efforts to establish interconnection between the project and any other
facility or infrastructure as requested by the county
Comply with the agreement and any lease or service contract
Decision points for today
1. Board motion to continue on current course of
action with Fairgrounds development or provide
desired change to path.
2. Board motion to approve the release of a
procurement process to identify up to $1,000,000
from available TDT funds for current projects to be
appropriated after the refinance of Nations Park
debt and Board selection of projects.