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HomeMy WebLinkAboutAgenda - 06-08-2010 - 2aORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 8, 2010 Action Agenda Item No. a?Q SUBJECT: Close County Capital Projects DEPARTMENT: Financial Services PUBLIC HEARING: (Y /N) No ATTACHMENT(S): Attachment 1: Schedule of County Capital Projects With Available Balances Attachment 2: Capital Investment Plan Description of Projects INFORMATION CONTACT: Clarence Grier, (919) 245 -2453 Michael Talbert, (919) 245 -2153 PURPOSE: To balance and fund all individual projects in the County Capital Projects Fund and provide reserves for future County Capital Projects. BACKGROUND: The Board of County Commissioners was presented a two year plan on February 3, 2009 related to School and County Capital Projects. The plan was to fund a $5.9 million dollar shortfall from the General Fund. A total of $4.2 million dollars has been appropriated from the General Fund, $3.5 million in Fiscal Year 2008/2009 and $7 million in Fiscal Year 2009/2010. The remaining $1.7 million was approved by the BOCC on May 18, 2010. As of June 30, 2009, the Comprehensive Annual Financial Report for Orange County had 84 active capital projects in the County Capital Project Fund. Over the past eight years, few if any capital projects were closed even though many have been completed for several years. The purpose of a Capital Project Ordinance is to fund the acquisition or construction of a capital asset. A Capital Asset is defined by Governmental Accounting, Auditing, and Financial Reporting (GAAFR) as: land, improvements to land, easements, work of art, and historical treasures, infrastructure and all other tangible or intangible assets that are used in the operations and that have initial useful lives extending beyond a single reporting period. As stated in General Statute 159 -13.2 (c) Project Ordinances, "A project ordinance shall clearly identify the project and authorize its undertaking, identify the revenues that will finance the project, and make the appropriations necessary to complete the project." 2 CURRENT SITUTATION: Orange County has established two types of projects in the County Capital Projects Fund. The first type of project has been established in whole or in part to construct or acquire a capital asset. The second type of project has been established to act as a reserve to fund other projects. Both types of projects have rarely been closed even after the scope of the original project is complete. On May 18, 2010 the BOCC closed twenty -six County Capital projects that were substantially completed or never had any activity. Closing these projects provide $245,560 in capital resources that can be used for other capital priorities. Attachment 1 lists thirteen active County Capital Projects with available balances, that have had limited activity over the past few years and could be closed as of June 30, 2010. This action would provide in capital resources that can be used for other capital priorities. Attachment 1 also lists three active projects that were set up as reserves. The available funds identified with these three projects total . The intent is to close these projects and move the funds to the newly established County Capital Reserve Fund for future County needs. Attachment 1 also lists three active projects that are not yet complete and will remain active for their identified purposes. The available funds identified with these three projects of were volunteered by the Department of Environment, Agriculture, Parks and Recreation (DEAPR) to assist balancing the County's annual budget without further reductions in programs FINANCIAL IMPACT: The closing of 16 projects and transferring $825,000 from existing projects to the Capital Projects Fund Balance will make $1,786,485 available for future County Capital Needs. When combined with the action taken by the BOCC on May 18 to close 26 completed projects, a total of $2,032,045 will be available to meet County Capital needs. RECOMMENDATION(S): The Manager recommends the Board approve the closing of 16 projects with total available funds of $961,485 and the transfer of $825,000 from existing projects to the Capital Projects Fund Balance as listed on Attachments 1. Attachment I Fund 61 County Capital Projects With Available Balances Subtotal Reserve Projects with Balances 30024 Capital Repairs Reserve FY 07/08 $ 58,445.16 30025 Facilities Art Reserve FY 09/10 $ 3,310.00 30036 Library Task Force FY 08/09 $ 50,000.00 Subtotal Active Projects From ERCD & Parks 20011 Lands Legacy $ 450,000 20003 Twin Creeks Park $ 300,000 20030 Central Recreation $ 75,000 Subtotal Funds Available from Projects TOTAL $ 1,786,485.52 Available Project Last Last Budget Balance Number Name Activity Amendment 6/1/2010 10004 Court Street Annex 6/30/2008 FY 08/09 $ 122,852.69 10010 Historic Courthouse 2/6/2009 FY 08/09 $ 58,787.52 10015 New Courthouse 8/7/2007 FY 06/07 $ 89,202.97 10027 Southern Human Services 9/29/2008 FY 06/07 $ 4,729.35 10030 Dickson House None FY 08/09 $ 12,500.00 10033 Parks Operations 11/18/2008 FY 05/06 $ 38,250.00 10044 Animal Ser Deconstruct 10/16/2009 FY 09/10 $ 7,000.00 10049 Whitted HSC Renovations None FY 09/10 $ 150,000.00 20001 Cate Property 11110/2009 FY 05/06 $ 22,063.91 20027 New Hope Creek Pres 6/16/2009 FY 09/10 $ 18,741.50 30013 Emergency Power 6/30/2007 FY 06/07 $ 81,014.02 30015 Solid Waste Collection Ctrs 6/30/2008 FY 07/08 $ 111,301.40 30029 Parking Lot Repairs 6/30/2009 FY 06/07 $ 133,287.00 Subtotal Reserve Projects with Balances 30024 Capital Repairs Reserve FY 07/08 $ 58,445.16 30025 Facilities Art Reserve FY 09/10 $ 3,310.00 30036 Library Task Force FY 08/09 $ 50,000.00 Subtotal Active Projects From ERCD & Parks 20011 Lands Legacy $ 450,000 20003 Twin Creeks Park $ 300,000 20030 Central Recreation $ 75,000 Subtotal Funds Available from Projects TOTAL $ 1,786,485.52 C7 • • County Capital Investment Plan Descriptions of Projects Court Street Annex Renovations Pay as you Go Arch- z Total County Project Budget $250,000 $250,000 Repair the electrical, exterior waterproofing and up fit associated with departmental moves in accordance with the County's space plan implementation. Historic Courthouse Repairs Total County Project Budget $215,000 Pay as you Go $215,000 Repair the flagstone sidewalk surrounding the County's Historic Courthouse, repair exterior brick, repair clock tower, and to resurface the concrete floors on the ground level of the interior. New Courthouse Pay as you Go 2004 2/3's Bonds Total County Project Budget $357,961 $167,961 $190,000 Repair the flagstone sidewalk surrounding the County's Historic Courthouse, repair exterior brick, repair clock tower, and to resurface the concrete floors on the ground level of the interior. Southern Human Services Center Total County Project Budget $50,000 Transfer from General Fund $50,000 This phase of the project will begin in fiscal year 2004 -05. The project will refurbishment the interior of the house on the property including updating and expanding restrooms. Dickson House Transfer from General Fund Total County Project Budget $12,500 $12,500 To continue the refurbishment and upkeep of the Dickson House, reglazing of the windows and realignment of the gutters is needed. The painting of structure would be covered in the countywide Painting Project. Parks Operations Base 2004 2/3 "s Bonds Total County Project Budget $230,000 $230,000 The Valley Forge Road facility, previously occupied by Orange Enterprises is being vacated. The 2005 Space Needs Update recommends that the facility be up fit and utilized as office space for the Recreation Administrative office function as well as the Parks Operations Base. Funding for this project allows up fit of the interior for the two functions, as well as site work that will allow some outside storage of materials needed at various park facilities (mulch, gravel, etc). Funding will also allow the connection of the building to nearby sanitary sewer facilities and the existing septic system abandoned. County Capital Investment Plan Descriptions of Projects Animal Service Deconstruct Transfer from General Fund Total County Project Budget $50,000 $50,000 Project is to fund the deconstruction of the old Animal Services Facility. Whitted Renovations — Health Dept Transfer from General Fund Medicaid Cost Settlement Total County Project Budget $400,000 $150,000 $250,000 This project is to make reasonable renovations space in the Whitted building, vacated by Social Services, for the Health Department. Cate Farm 1997 Bonds 2004 2/3 "s Bonds Payment in Lieu Transfer from School Parks Reserve Total County Project Budget $3,675,000 $2,700,000 125,000 50,000 Orange County acquired this property, also listed as Twin Creeks Park (Moniese Nomp), in 2001 for a County park and a joint educational campus with Chapel Hill- Carrboro City Schools. The existing farmstead for this old dairy still exists. Structures include a 1929 farmhouse, a large barn and silo, a granary and other outbuildings. Some of the structures are in need of immediate stabilization, and others need intermediate and long -term restoration to enable the County to utilize the structures as part of the park. Stabilization involves completing immediate repairs to ensure the buildings are structurally sound and weatherproof, such as repairing structural members, securing siding and reattaching and painting tin roofs, among others. New Hope Creek Preserve Total County Project Budget $317,424 Grants $173,459 2001 Bonds $143,965 Acquisitions and master plan work for the New Hope Creek Preserve. Emergency Power Sources Transfer from General Fund Total County Project Budget $282,000 $282,000 In recent years, Orange County has experienced a significant number of widespread electrical power outages, generally as the result of adverse weather. Certain key County facilities, particularly the Emergency Operations Center and related Emergency Management Department offices, have backup generators installed that provide for a seamless transfer of the power load and continuous operations in the event of electrical power failures. Others can receive 2 • • • County Capital Investment Plan Descriptions of Projects • generator power through manual transfer switches. However, recent experience has been that because not all County buildings have backup power sources, many important County services come to a virtual halt under adverse weather conditions and their immediate aftermath. In early 2003, the BOCC encouraged the Manager and staff to consider including funding for some emergency generators in the 2003 -2013 Capital Investment Plan. is • Solid Waste Convenience Centers Total County Project Budget $290,000 Transfer from General Fund $290,000 The replacement of routine fencing and signage at convenience sites is included in the early years of this project plan. Future years allow for the replacement of waste containers and the installation of concrete pads, barriers and driveways. Baseline funding for this project would not allow for the potential cost to purchase currently leased sites. Parking Lot Repairs /Paving Total County Project Budget $240,000 Transfer from General Fund $240,000 Parking lot improvements (including paving) for County facilities are included in the funds for this project. Funding in FY 2005 -06 provides for paving a portion of Whitted complex parking lots. Additional parking areas that would be addressed in future years are dependent on the amount of funding available. Capital Repairs /Replacement (Emergency) Reserve Fund Transfer from General Fund Total County Project Budget $75,000 $75,000 These reserve funds would enable Public Works to address major system /component needs, abatement, and other projects that may arise after budget is adopted. Examples of instances in which these funds would have been used in previous years include a new water heater at the Jail and HVAC repairs at other facilities. County Facilities Art Reserve Transfer from General Fund Total County Project Budget $25,000 $25,000 In keeping with Orange County's commitment to the Arts, funding of this project would create a reserve fund from which the BOCC would allocate monies to construction and renovation projects for approved art projects in County facilities Reserve for Library Task Force Total County Project Budget $50,000 Transfer from General Fund $50,000 Funds set aside in this project will allow Commissioners to address countywide Library needs identified by the recently completed Library Services Task Force Report. 3 County Capital Investment Plan Descriptions of Projects Lands Legacy Total County Project Budget $17,854,577 • The Lands Legacy program, adopted in April 2000, seeks to identify and acquire the County's highest - priority natural and cultural resource lands, and land -bank appropriate sites for future parks and open space. Since inception, the Lands Legacy program has become nationally and State - recognized and has protected 1,600 acres of natural and cultural resource lands or future parkland. During its initial years, funding for the Lands Legacy program consisted of pay -as- you -go funding. In 2001, voters approved $7.0 million in bonds for the Lands Legacy program. Additional funding for the project include $300,000 in 2004 two- thirds net debt reduction bonds in fiscal year 2004 -05 and pay -as- you -go beginning in fiscal year 2005 -06 throughout the Capital Investment Plan period. Additional funds of $3 million are included in the Conservation Easements Capital Project to obtain conservation easements and other sensitive lands that may not be open to public access (and thereby not available for bond funding). Lands Legacy acquisitions are identified and negotiated through the biennial Lands Legacy Action Plan, and as opportunities arise and as landowners are willing to sell. Target areas for Lands Legacy in coming years include continuing to acquire lands for future park sites, the creation of nature preserves, protection of identified Natural Heritage sites and prime forest lands, acquisition of farmland conservation easements, and preservation of critical cultural, scenic and archaeological sites. The County can also use pay -as- you -go funds for Lands Legacy to leverage grant funds from a variety of State and federal sources. The County has leveraged $3.7 million in grant funds to date by using local funds as a match. Identification of lands and negotiation for purchase will be ongoing throughout the CIP period, based on willing sellers and available funds. The County will continue to seek partnerships with other land trusts, such as Triangle Land Conservancy, and other local governments and OWASA, as well State • and Federal programs. Twin Creeks Park Total County Project Budget $1,850,000 (Formerly Known as Chapel Hill Township District Park) In 2001, the County purchased 193 acres of land located near the intersection of Old Highway 86 and Eubanks Road for the Chapel Hill Township Park and Educational Campus. Proposed plans for the site included co- locating the Chapel Hill Township District Park (identified in the adopted 1988 Parks Plan) with Chapel Hill - Carrboro School District Elementary School #10 and other potential future school facilities. Both projects were included in the November 2001 voter approved bond referenda. Park related bonds for the Park (Phase 1) total $1.2 million. In June 2005, the Board allocated an additional $650,000 from the Soccer Superfund for this project (which includes soccer fields). In 2002 -03, a Master Plan Work Group developed a Master Plan for the site, which identified a 96 -acre site for the park. Tentative park facilities in Phase I include lighted playing fields, nature trails and a picnic area surrounding an existing pond. The total 96 -acre park may include as many as four phases. The completed park would also include renovations to the existing historic farmstead house and barn located on the property (funds for stabilization and weatherproofing only have been budgeted to date). A master plan for the site was approved in May 2005. Discussions with the Town of Carrboro were held in fall of 2005 regarding the approval process, and on February 7 the Town Board received a courtesy review of the master plan. A Conditional Use Permit application to the Town of Carrboro would be prepared in conjunction with detailed engineering work, and is planned to be accomplished in conjunction with like plans for Northern Park. This work should allow for the CUP application to be • 4 County Capital Investment Plan Descriptions of Projects • submitted to the Town in early 2007(Town review and approval expected to take twelve months). Construction of Phase I of the park would begin thereafter, with completion anticipated in late 2009. • Central Recreation Repairs Total County Project Budget $523,940 2004 2/3 "s Bonds $523,940 The Central Recreation facility, located at the Whitted Human Services Center in Hillsborough, was constructed around 1950. The facility was a school for the Orange County School district. Major renovations occurred during the early 1980's when the County originally obtained the property. Since that time, the County has updated other systems within the building (such as HVAC), however, there is an immediate need to repair public restrooms to address accessibility issues, to add hot water service in restrooms and to insulate some offices located on the lower level of the building. The projected cost of this work totals $235,000 and would be funded with proceeds from the 2004 two- thirds net debt reduction bonds. In fiscal year 2005 -06, pay -as- you-go funding would allow for replacement of the gymnasium window system. Estimated project costs for the window system totals $150,000. All of the components of this project would improve functionality of the facility for citizens as well as address energy conservation. 5