new fairgrounds 2018 presented 3/3/2015. decision points for today 1.board motion to continue...

New Fairgrounds 2018Presented 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)

Economic Development Capital Fund 342 (Funded by

General Fund)

10/1/14 Fund Balance (1st cent) (set aside for Nations Park)

1,608,960$ 941,599$ 10/1/14 Fund Balance (General Fund transfer to EDC Fund 342)

10/1/14 Fund Balance (2nd cent) (set aside for New Fairgrounds)

2,162,359

3,771,319 941,599 FY15 Projected revenue from 2 TDT cents

1,430,074 143,250 FY15 Transfer from General Fund

Available 5,201,393 1,084,849 Available

Operational Commitments to VCB and Current Fairgrounds

(240,242) (40,000) Operational Commitments to Current Fairgrounds

Current Fairgrounds Building Renovation

(700,000) (600,000) Current Fairgrounds Building Renovation

Accrued P&I and Closing Cost for Nations Park refinance

(247,000)

Funds available for current potential projects

(1,000,000)

A&E and Design Development for New Fairgrounds

(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 Annual Transfer from GF

FY16 Payment (1,498,625) (100,000) Operation of Current Fairgrounds





FY19 Payment (Paid Early) (1,487,070)

10/1/18 Projected Balance 296,191 194,849

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 Milestone2/25/2015 3/11/2015 Design

3/11/2015 4/6/2015 Construction Documents

4/6/2015 4/27/2015 Advertise

5/6/2015 Bid

6/5/2015 9/30/2015 Contract Negotiation, Notice-to-Proceed, and Construction

9/30/2015 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


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.


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 To Milestone1/12/2015 2/11/2015 Fairgrounds Team Prepatory Meetings

3/4/2015 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%

Principal InterestAnnual

Payment TDT OtherFY18 16,000,000 FY19 14,636,138 560,000 1,923,862 1,442,896 480,966 FY20 13,224,541 512,265 1,923,862 1,442,896 480,966 FY21 11,763,538 462,859 1,923,862 1,442,896 480,966 FY22 10,251,400 411,724 1,923,862 1,442,896 480,966 FY23 8,686,337 358,799 1,923,862 1,442,896 480,966 FY24 7,066,496 304,022 1,923,862 1,442,896 480,966 FY25 5,389,962 247,327 1,923,862 1,442,896 480,966 FY26 3,654,748 188,649 1,923,862 1,442,896 480,966 FY27 1,858,803 127,916 1,923,862 1,442,896 480,966 FY28 (0) 65,058 1,923,861 1,442,896 480,965

3,238,619 19,238,619 14,428,955 4,809,655

Scenario Debt for New Fairground At Current Split

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 PartnershipsF.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.