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HomeMy WebLinkAboutMinutes - 20090623 APPROVED 9/1/2009 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS WORK SESSION June 23, 2009 7:30 p.m. The Orange County Board of Commissioners met for a special meeting on Tuesday, June 23, 2009 at 7:30 p.m. at the Link Government Services Center in Hillsborough, N.C. COUNTY COMMISSIONERS PRESENT: Chair Valerie P. Foushee, and Commissioners Alice Gordon, Pam Hemminger, Barry Jacobs, Mike Nelson, Bernadette Pelissier, and Steve Yuhasz COUNTY COMMISSIONERS ABSENT: COUNTY ATTORNEYS PRESENT: COUNTY STAFF PRESENT: Interim County Manager Frank Montes de Oca Clifton and Clerk to the Board Donna S. Baker (All other staff members will be identified appropriately below) 1. Opening Remarks 2. Resolution Honoring County Manager Laura Blackmon A motion was made by Commissioner Nelson, seconded Commissioner Hemminger to adopt the Resolution Honoring County Manager Laura Blackmon for her service to Orange County. RESOLUTION RECOGNIZING LAURA BLACKMON FOR SERVICE TO ORANGE COUNTY WHEREAS, Laura Blackmon was appointed County Manager by the Orange County Board of Commissioners starting November 30, 2006; and WHEREAS, she has faithfully served the residents of Orange County with a term ending June 30, 2009; and WHEREAS, she has proven herself to be a dedicated and effective leader as she has guided Orange County, whether through the day-to-day duties or through hurricane force winds and challenges; and WHEREAS, during her years at the helm, Laura Blackmon has demonstrated leadership, wisdom, creativity, and community spirit—all tempered with common sense, good humor, and an approachable and open demeanor—thus enhancing the quality of life for all who reside in or visit Orange County; and NOW, THEREFORE , be it resolved that the Orange County Board of Commissioners does hereby recognize Laura Blackmon for her hard work, dedication and exemplary service to the people of Orange County and wish her"bon voyage" on her next journey in life. This, the 23rd day of June 2009. VOTE: UNANIMOUS 3. Discussion - Link Government Services Center Space Renovations Purchasing and Central Services Director Pam Jones went over the high points of the information, which is shown below. She asked the Board to review and provide feedback on what extent the Board wants to be involved in the planning for the office space and the meeting room downstairs. She also asked the Board to endorse the Guiding Principles, as shown in the memo below. She then went through the Suggested Development Process. Memorandum To: County Commissioners From: Pam Jones, Director of Purchasing and Central Services RE: Timeline, Process and Preliminary Planning for the Design and Construction of Renovations to the Link Center Date: June 15, 2009 CC: Laura Blackmon, County Manager Frank Clifton, Interim County Manager Purpose This document is prepared: 1. To inform the Board of the status of the Link Center Renovation plans; and 2. To provide information and receive guidance regarding steps to complete the planning and renovation work within the desired timeframe and funding parameters. Desired Outcome of the June 23, 2009 Meeting The Board is asked to receive the information and: 1. Provide specific direction regarding their intended participation in the planning process for the offices of the County Manager, County Attorney, Human Resources, Financial Services, including the Budget Office; and acknowledge this portion of the process as Phase I; and 2. Provide specific direction regarding their intended participation in the planning process for offices for the County Commissioners and the Clerk to the Board; and 3. Provide general comments regarding the Board chambers, as may be appropriate; and acknowledge the development and construction of this area is considered Phase II of the renovation work; and 4. Endorse the Guiding Principles as cited later in this report; and 5. Consider and modify to the extent needed, the timeline for development so staff can carry out needed actions during July and August. Background In FY 2008 the following actions were completed in preparation for the renovation project: • The Board authorized renovation work at the Link Center to be completed following the relocation of the Tax offices and Register of Deeds to the new Gateway Center; and included $1 Million in Pay-As-You-Go funding in the 2008- 2018 Capital Investment Plan. • The Board authorized a contract with Corley Redfoot Zack (CRZ) to begin establishing the program needs for each of the departments targeted to move to the Link Center upon completion of the renovation. CRZ began meeting with the Manager's office, Clerk to the Board, Financial Services and Budget and Human Resources to confirm their space needs. • During budget deliberations in Spring-2008, CIP funding was reallocated to help minimize the tax increase for FY2009. Project work on Link Center ceased at this point and remained so until June 2, 2009 when the Board approved funds and indicated the desire to see a revised scope of work which would utilize the existing space. Guiding Principles Staff has heard the Board's discussion and understands the desire to complete this project is a fiscally prudent manner. In the absence of information to the contrary, the following guiding principles will be used to complete the renovations: • The Link Center's current floor plan is to be used with as little modification as practicable while maintaining efficient departmental operations. • Costs are to be contained to the extent possible while still delivering operationally functional space. • Work would not exceed $425,000 for Phase I as cited in the June 2, 2009 approval. • Work would not exceed $575,000 for Phase II, which under this proposal includes development of facility conference rooms, as well as the Board meeting room and technology associated with its operation. Suggested Development Process It has been the Board's practice to involve planning committees on new facilities since at least 1998, particularly when the building affected specific user groups, such as with the two Senior Centers. Office buildings with primarily departmental usage included Commissioner participation and approval at strategic points, but left much of the planning to the department directors and their staffs, such as was the case with the Link Center in 1992. Given the expedited delivery we have imposed on ourselves through the reallocation of the Government Services Center Annex (GSC-A) to the Board of Elections by November 4, 2009, staff is proposing a hybrid version of our previous planning processes that will hopefully provide an appropriate level of involvement by stakeholders and will give Commissioners ample opportunity for input and approval. This process is of course only suggested and can be modified as the Board sees fit. • Step 1: Agree to complete the project in two phases: o Phase 1—development of office space for the Clerk to the Board and County Commissioners, County Manager, County Attorney, Human Resources and Financial Services and Budget Office. This phase will also include adding a fire suppression system to the building as required by Code. o Phase 2—development of the Board meeting room and facility conference rooms on the lower level of the building. • Step 2: CRZ will meet with departments to complete the information needed to establish a preliminary program and floorplan for the Link Center. • Step 3: CRZ and staff would meet with as many Board members as chose to attend a meeting by early-July. This meeting would be designed to bring the Board up to date on the work thus far and would include program information for each department and in general would identify where in the building their offices would be located. This meeting would not address specific office locations within the departments. Commissioners unable to attend would be provided meeting notes and handouts from the meeting. The outcome of this meeting would be to obtain agreement on the elements such that CRZ could work with department directors to specifically lay out the office space within their department and proceed to develop documents from which the job could be priced. o The Board would be advised through their Clerk of the departmental meeting with CRZ for Commissioner's OFFICE design. Board member(s) could attend should they so desire. • Step 4: CRZ completes office remodel design BOCC reviews final. Pricing begins • Step 5: Pricing is completed and appropriate contracts presented to BOCC on August 18 for approval. • Step 6: Notice to Proceed issued effective August 19, 2009, with completion anticipated no later than October 16, 2009. o County would serve as our own general contractor on Phase I and retain the various services we would need to carry out the work. Except for the sprinkler system installation, the bulk of the work will be carpet, painting and minimal general contract work to move or construct new walls. There will be no structural element involved in this phase of the renovation. • Step 7: GSC-A departments are relocated as the work is completed at Link Center. This means departments will move in phases as their space is completed. • Step 8: Office upfit is completed at Link Center no later than October 16, 2009 and all departments have been successfully relocated from GSC-A to Link Center. Phase II Phase II includes development of the Board meeting room and the facilities conference rooms on the lower level of the Link Center. This discussion will include an analysis of critical elements of the project, including the seating capacity and opportunities to accommodate overflow crowds which will then inform the program and design of the space. Step 1: A contract with CRZ will be presented for design work of Phase II in the Fall- 2009. Step 2: Through a series of meetings and tours of nearby facilities, CRZ will assist the Board in the development of a program for the Board meeting room, including desired technological elements. These meetings can be set according to the convenience of the Board members, but ideally should begin in October and conclude no later than December 31, 2009. It is likely the Board will want to also involve other potential users of the Board meeting room, such as the Town of Hillsborough and the Board of Education. Both entities previously expressed interest in using the facility for televising their Board meetings, assuming a suitable agreement on the price of use could be struck. Step 3: At such time as a successful design has been created by the Board, the final pricing for the project would be obtained and a contract presented for approval. Because we anticipate the work in this area will be more extensive and may include structural elements, such as adding exterior doors in the new Board meeting room, we would propose to bid and award Phase II to a single general contractor. If the design is set by December 31 plans could be prepared, regulatory and staff reviews conducted and bids solicited by the end of March 2010. Construction of Phase II is anticipated to be finished within six months of the Notice to Proceed. Funding and Cost This work was originally funded for $1,000,000 with Pay-As-You-Go funding in 2008- 2009. Budgetary constraints prompted the allocation to be directed toward other needs, however, so the work was put on hold as of July 1, 2008. The Board has recently enacted two separate actions that bring the total allocation for this project to $1,000,000: $425,000 approved for debt financing in fall/winter 2009 and $575,000 approved FY 2009-10 Pay-As-You-Go funds. Cost estimates for each phase of work will be provided after the revised scope of work has been vetted with the designer. The original project did not include costs for constructing a sprinkler system for the building, which is estimated to be in the range of $180,000--$200,000. However, based on preliminary estimates staff believes this cost is manageable within current allocations given the reduced scope of the renovation effort. Board of Elections Space Development Modifications at the GSC-A will be carried out somewhat contemporaneously with work at the Link Center. It is likely the Human Resources Department will relocate to the Link Center first in order to vacate space which will be used for offices by the Board of Elections. Board of Elections should be able to occupy the building no later than November 4, 2009. The work in the new office space for Board of Elections at GSA-A requires cosmetic changes (paint and carpet) with minimal carpentry work expected. Asset Management and Purchasing Services (AMPS) staff intends to coordinate this work among the service providers to ensure on-time delivery of the space to the Elections staff. Minimal work which may be required in other parts of the building where voting equipment may be stored or meeting rooms established will be completed after other GSC-A occupants are relocated to the Link Center. The Board will recall from their June 2, 2009 agenda material, the work at the GSC-A is being funded through HAVA grant funds. Public Information Information will be released to the public to alert them to the potential changes when the intentions have been finalized for this project Capital project staff and representatives from the affected Departments will work through the Clerk's Office and the County's IT department to ensure information is released in a timely manner and kept up to date on the County's website. Commissioner Hemminger asked if the downstairs area could still be used for a meeting room during the renovations and Pam Jones said yes, until construction is begun in July, 2010. Commissioner Pelissier said that the Board has not discussed what it needs in terms of office space. Frank Clifton said that if there is decent flex office space, Board members can use that if needed. He said that the Board does need a designated room as office space, even if it is flex space. Pam Jones said that there would be several conference rooms downstairs. Frank Clifton said that there may be some overlapping costs and design issues such as plumbing, etc. Commissioner Gordon said that the one small office the Board has now is not adequate. Also, she would like to plan for future office needs in existing buildings so that the County does not have to build another building when more office space is needed. She would like to discuss the use of the other space downstairs. She would like to focus on saving money on these renovations. Pam Jones said that the plan is to have three conference rooms in the Link Government Services Center, and a couple of small ones to complement these. Frank Clifton said that he has a concern that the building's use is being changed and that there might not be enough restrooms. Commissioner Jacobs said that he hopes that someone is making a list of the characteristics of the current design. He also said that this is a 20-year update and future Commissioners may need more office space, or at least a lounge. Commissioner Jacobs asked if there were any green designs in this renovation and Pam Jones said that not much would be changed in this building, but they may incorporate some less costly measures. Commissioner Jacobs said that he wants to at least have this conversation. Commissioner Pelissier suggested putting something in the guiding principles about green design. Commissioner Gordon made reference to functional relationships and if there would be any discussions about having the Clerk and the Manager in close proximity. She would like for the Clerk, the Manager, the Attorney, and the County Commissioners' offices to be on the same floor. Pam Jones said that Ken Redfoot could talk to the Board about this next week. Commissioner Gordon said that the Link Government Services Center was designed as an office building. She said that the low ceiling downstairs is always going to be a problem for a meeting room. Pam Jones said that Ken Redfoot has done an assessment, and he thinks that family restrooms can be added instead of the individual restrooms. Chair Foushee said that she would like to get a meeting together next week to talk about any new information from the architects. Pam Jones said that she has heard agreement from the Board on the development plan and the guiding principles with the addition of the green design. She asked about the sprinkler system and if the Board could release her to put together a contract for this. The estimate is anywhere from $6-10 per square foot, which could be about$200,000. A motion was made by Commissioner Jacobs, seconded by Commissioner Pelissier to authorize the Purchasing and Central Services Director to put together a contract for the sprinkler system at the Link Government Services Center. VOTE: Ayes, 6; Nays, 0 (Commissioner Nelson was out of the room) The Board agreed to meet on July 2nd Pam Jones said that there is no good way to participate in the design process when the Board is not in session this summer and she asked that the Chair and Vice- Chair stand in and report back to the Board when the departments meet. The Board agreed. 4. Closed Session A motion was made by Commissioner Pelissier, seconded by Commissioner Hemminger to approve going into closed session at 8:25 p.m. for the purpose of: "to consider the qualifications, competence, performance, character, fitness, conditions of appointment, or conditions of initial employment of an individual public officer or employee or prospective public officer or employee" NCGS § 143-318.11(a)(6) VOTE: UNANIMOUS 5. Re-Convene into Regular Session A motion was made by Commissioner Hemminger, seconded by Commissioner Pelissier to reconvene into regular session at 10:15 pm. VOTE: UNANIMOUS 6. Adjournment A motion was made by Commissioner Hemminger, seconded by Commissioner Pelissier to adjourn the meeting at 10:16 p.m. VOTE: UNANIMOUS Valerie Foushee, Chair Donna S. Baker, CMC Clerk to the Board