HomeMy WebLinkAboutAgenda - 11-18-2010 - 3ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: November 18, 2010
Action Agenda
Item No.
SUBJECT: Future Space Allocations for County Departments/Operations and Plans for
Available Facilities
DEPARTMENT: Asset Management/County PUBLIC HEARING: (Y/N) No
Manager
ATTACHMENT(S): INFORMATION CONTACT:
2006 Southern Orange Campus Pam Jones, Asset Management, (919) 245-2652
Concept Plan
11/3/10 Letter Regarding New Hope Frank Clifton, County Manager, (919) 245-2300
Church Road Property
PURPOSE: To provide an update on departmental space allocations, identify future needs and
determine best use for vacant facilities currently in the County's building inventory.
BACKGROUND: In 2000 the Board of Commissioners asked staff to provide a report reflecting
space needs for County departments through 2020. The report was updated in 2004, 2006 and
2008 to reflect Manager recommendations and Board decisions to move forward specific
building projects. As a result of these decisions, most of the needs addressed in the various
study iterations have been satisfied. This update focuses on the areas where outstanding
needs exist.
Outstanding Space Needs and Recommended Solutions
While projects completed over the past five years have satisfied the need for long-term
departmental operational space, there remain some notable exceptions as indicated in the
following paragraphs.
Central Orange County Human Services Delivery Site(s)
In 2008 the Board of Commissioners approved a lease for Department of Social Services (DSS)
offices at Hillsborough Commons, which included an option to purchase the entire shopping
center in 2012 should the County choose. This was potentially the site for consolidated human
services delivery in central Orange County. The Board has since expressed no desire to move
forward unless more favorable terms can be negotiated with the owner. Heretofore, the owner
is not interested in disposing of the property for less than the quoted price. Assuming
agreeable terms cannot be met, an alternative site(s) for human services delivery will be
needed.
Factors which may affect the timing of any acquisition of property and construction of one or
more facilities in which to house human services functions include:
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• The DSS lease term at Hillsborough Commons expires in 2018, with two ten-year
extensions available at the County's option;
• Renovations of the Whiffed Building to allow expansion of health clinics and dental
services in central Orange are under design, with completion anticipated no later than
June 30, 2011. Completion of these renovations will allow the County to dispense with
the long-held lease at Carr Mill Mall at an annual savings of approximately $113,000
(including space occupied by the Public Defender's Office discussed later in this
abstract). With the understanding along-term space solution will be sought for health
and dental clinic space within the next decade, the Whiffed renovations will provide
reasonable functionality for both clinics, but will be judicious in the amount of funding
spent.
Recommendations: Retain services of a space planning consultant who can:
• Determine/confirm departmental long-term needs; and
• Explore potential locations where facilities would best be located; and
• Provide cost analysis to support recommendations.
Southern Orange Human Services Campus
The Southern Orange Human Services Campus has long been intended for consolidation of
County services in southern Orange. Currently there are two buildings on the campus: the
Human Services Center and the Seymour Senior Center.
Expansion requests have already been made for both of these buildings. In fact, the March 6,
2008 minutes approving the lease/purchase of DSS office space and Hillsborough Commons
requested that funding fora 15,000 square foot addition to the Southern Human Services
Center be funded by 2011-2012, if possible.
The Human Services Center was designed to allow an expansion off the east end of the
building that would essentially allow the existing 25,000 square foot building to double in size.
Although a 15,000 square foot extension was discussed in 2008, an assessment of the
programs offered at the facility should be conducted prior to commencement of design so one
addition can yield sufficient operational space for the long-term.
In addition to these two facilities, a court facility has been discussed as a third possibility on the
Southern Orange campus. The Town of Chapel Hill currently provides the court facility on
Franklin Street and recoups the court facilities fees to help fund its operation. Should, however,
replacement be warranted in the future, the construction would be the County's responsibility.
The Southern Campus has previously been discussed as the site for that facility.
The Board may recall that the concept plan for the Southern Orange Campus, considered in
2006, provides four additional building sites of varying sizes including the expansion of the
human services building (see attached concept drawing). This drawing, prepared by the
Planning Department staff, was conceptual only and did not have the benefit of surveys or other
information that could inform the plan and assure its accuracy. The Manager has suggested
that the County seek a professional space planning consultant to produce a master plan of the
site, which would include vetting the possible building sites against regulatory constraints that
currently exist or are contemplated (e.g. changes in the Town's tree ordinance).
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Based on the consultant's findings and plans for the site, the Board may also wish to consider
pursuing Special Use modifications that would allow the County to carry out site development
prior to the time facilities were actually constructed.
Recommendations: Retain services of a space planning consultant who can:
• Determine/confirm departmental long-term needs; and
• Produce master plan of Southern Orange Campus, reflecting available building sites,
taking into account on-site natural protected areas and Chapel Hill regulations affecting
site development; and
• Provide cost analysis for site development recommended by concept plan; and
• Provide cost analysis to support the recommendations of the master plan;
• Consider the merits of preparation of building sites identified in the study prior to actual
construction.
Court Support Offices
The County must also provide office space for court support offices. The most compelling
unmet need at this time is for Hillsborough office space.
The lease expiration at Carr Mill Mall on June 30, 2011 will necessitate the relocation of the
Public Defender's Office, ideally to Hillsborough. The 16+ staff members of Public Defender's
Office currently occupy approximately 2,700 square feet or 52% of the leased Carr Mill Mall
suite.
In addition, the County Manager has requested that Probation and Parole and Juvenile
Services consolidate their offices to Hillsborough by June 30, 2011, at which time the lease for
the Moody building in Carrboro will expire saving approximately $65,000 annually. While both
Probation and Parole and Juvenile Services have agreed to consolidate their operations, both
have also indicated a continuing need for space to meet clients in southern Orange on an
appointment basis. Further, the Guardian ad Litem program, which operates only from the
Chapel Hill court location, must also be accommodated.
Recommendations:
129 East King Street: Authorize use of the building at 129 East King Street for use as court
support offices. The building is currently being offered for sale; however, interest has been
sparse. Should this facility not remain in the County's inventory, an alternative, possibly leased,
space would need to be found to house the court support offices.
It is likely the Public Defender's Offices would be the best match for the facility, leaving the
Court Street Annex to house the Juvenile Services and Probation/Parole functions. However, it
is requested the Manager be given the discretion to make adjustments in those assignments as
may be necessary.
501 West Franklin Street, Chapel Hill: To provide space for the Guardian ad Litem program
and to provide "visiting office" space for Probation/Parole and Juvenile Services, staff is
recommending use of the suite at 501 W. Franklin Street previously occupied by the Human
Rights and Relations Department. Some upfit will be required to accommodate the new use,
but the cost should be minimal. Use of this space will allow the County to terminate the lease
for the Moody Building while still providing the mandated space for court operations that is
reasonably convenient to the clients.
Detention Space
The County has appropriated over $1 million to add additional cell space at the Jail. However,
the cell space that can be added to the existing jail facility will by no means provide relief long
term. An independent study is needed to identify and assess options for providing jail space to
meet the long term needs.
Recommendations: Within the next couple of years, appropriate funds to retain a consultant
who can:
• Analyze and recommend efficiencies in the use of existing space;
• Analyze future detention needs;
• Analyze various alternatives to providing detention space, complete with feasibility of
development in Orange County and projected costs; and
• Provide critical analysis of sites that may be considered.
Update on Other Properties
112 N. Churton Street
This property remains for sale. The original offer to purchase this building was rejected. No
serious offers have been received since the historic preservation easement was included as a
condition of sale. The Economic Development Director has expressed interest in the use of this
site as a potential business incubator, however. A proposal will be forwarded to the Board
should this option be found to have merit.
1914 New Hope Church Road
The Orange County Schools Board of Education has expressed the desire to own this building.
A letter indicating that interest is attached.
Whiffed Building
The Orange County Schools Board of Education has declined the County's offer to use the
Whiffed Building for administrative office space. Since that time, however, the Hillsborough Arts
Council has expressed interest in its use. The Manager recently met with the Town Manager
and Mayor of Hillsborough to discuss a possible collaboration that would allow use of the area
previously occupied by the Library. Should the Board be inclined to allow this type of use, it is
requested that the Board authorize staff to continue the dialogue with the Town and formulate
mutually acceptable terms of use for the Board's consideration.
FINANCIAL IMPACT: Available information is included in Background above.
RECOMMENDATION(S): The Manager's Recommendations are included in the Background
above.
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Concept Plan 2006
Southern Human Services Campus
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D. MICHAEL PARKER
mikeparker~cheshire-parker.com. ,
CHESHIRE ~ PARKER
ATTORNEYS AT LAW
100 N. CHURTON STREET
P. O. BOX 100
HILLSBOROUGH, I`I.C..27278 '
TELEPHONE 929-732-8141
TELEFAX 919.732-916'7 .
November 3, 2010
Ms. Pam Jones
Asset Management and Purchasing Director
P.O. Box 8181 .
Hillsborough,1~7C 27278
RE: 911 Site on New Hope Church Road
Dear Pam:
ALEXANDER H. GRAHAM { 1890-1977)
LUCIUS N1: CHESHIRE {1925-2003)
~~~~
On behalf of the Orange County Board of Education, I would like to submit an
offer to purchase the old 911site on New Hope Church Road, PIN #9872-8b-2049, for
$100,000.00. The Board of Education would like to pay for this by having the County
withhold $25,000.00 from the pay-as-you go capital funds over the next four years. The
Board realizes this offer is substantially less than the appraisal on the property but we
hope the BOCC will Look favorably on the offer since it is from the Board of Education
and this parcel adjoins the New Hope Elementary School site. Please Iet me blow if I
need to submit anything more formal in the way of an offer or bid.
With best regards, I am
ours u ,
' D. Michael Parker
Cc: Dr. George McFarley
iVIISC.LET1911