Agenda - 8-18-14 Recessed Meeting

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Memorandum TO: Chairman Charlie T. Parks Vice Chairman Kirk Smith Commissioner Robert Reives Commissioner James Womack Commissioner Amy Dalrymple Commissioner Ricky Frazier Commissioner Andre Knecht From: John A. Crumpton, County Manager RE: Buggy Factory Questions DATE: August 8, 2014 At our last Commissioners' meeting, I was asked to keep everyone informed of the progress to finalize the lease agreement with our partners and the costs to move into the new facility. Here is my update. On Wednesday, August 6, Progressive Contactors and representatives from the City of Sanford, Sanford Lee County Partnership for Prosperity and Lee County met to finalize the lease agreement and set the approval process by all parties in motion. All parties agreed that the lease is a commitment by all parties. All four groups will sign the lease. It was agreed to seek additional space on the ground floor. After going through the plans on the first and second floor, it was clear that the agencies did not have enough space for common areas and file storage. Therefore, it was agreed that the City and County (since we were ones that needed the space) would agree to pay for the additional space evenly. This proposed change increases the monthly rent from $6,250 per month to $7,308 for the first three (3) years. The three renters agreed to meet the week of August 18 to get all the Boards to approve the lease agreement. Progressive has a deadline with its lender of August 21 to provide the lease documentation they need to move forward with the project. Everyone agreed that we needed to proceed so that construction can begin as soon as possible. The three rent partners also discussed moving expenses and any upfront costs that needed to be covered. All parties agreed to purchase their own office furniture while the City and County will furnish their own conference rooms. Based on the new design, there will be a couple of common areas that the City and County agreed to furnish and split the expense 50/50. The Partnership said they did not need those additional meeting or common areas and chose not to participate. This may change and the agreements allow the Partnership to participate if their positions changes. The City and County also need fiber delivered to the building. This is the only utility that we need to deliver to the building ourselves. Here is the budget we will be using to get Environmental Health and Strategic Services moved into the building (General Services will handle all of the move): 1) Fiber infrastructure to the building - $25,000 (County share) 2) Office furniture budget ($2,000 per office) —10 offices - $20,000