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HomeMy WebLinkAboutAgenda - 03-05-2003 - 9bORANGE COUNTY BOARD OF COUNTY COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: March 5, 2003 Action Agenda Item No. Q-~ SUBJECT: Southern Community Park Actions DEPARTMENT: Environment and Resource PUBLIC HEARING: (Y/N) Conservation No ATTACHMENT INFORMATION CONTACT: (Conceptual Plan previously provided) David Stancil, 245-2590 Attachment 1 -Concept Plan Map Donna Dean, 245-2150 Attachment 2 -Proposed Southern Park Process (from County/Town Work Group) TELEPHONE NUMBERS: Attachment 3 -Proposed Timetable Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To consider four actions related to the approval and construction process for Southem Community Park. BACKGROUND: In the spring of 2001, the Chapel Hill Town Council commissioned and charged a Southern Park Conceptual Plan Committee to develop the plan for Southern Community Park. As a part of the November 2001 bond referendum, Orange County included $2.0 million toward this project, to go with $795,000 remaining from 1997 parks bond monies for the park. In January 2002, the Committee issued its report/plan for this 73- acre site on US 15/501 south of Chapel Hill, and in May 2002 the Chapel Hill Town Council adopted the conceptual plan and report, with revisions. Beginning in the summer of 2002, and organized by Mayor Kevin Foy and Chair Barry Jacobs, representatives from the Board and Chapel Hill Town Council (now called the County/Town Work Group) began meeting to develop an Approval and Construction Process for the project. Meanwhile, in October 2002, the Board of Commissioners also began review and consideration of the Conceptual Plan. On October 15th and November 11th, the Board reviewed additional information requested from the Town and authorized a response to Town representatives regarding a process for construction approval and funding. Discussion on November 11th focused on the potential for relocating the footprint for a third soccer field to land along US 15/501. At the October 30 Assembly of Governments meeting, Town representatives indicated agreement with the location of the third field along US 15/501. 2 On February 11 ~ 2003, the County/Town Work Group completed discussions regarding the proposed Approval and Construction Process. The Work Group's recommendations are provided as Attachment 2. The proposed process would use the County's "Capital Funding for Schools" model, and would call for the appointment of a Project Planning Committee to oversee decision points internal to the process. County funds for the project would be considered and distributed in phases, as is done with the schools. The timetable for the park project has been developed in conjunction with Town staff. The planned timetable (Attachment 3) is excerpted from the Park Facility Planning (PFP) Process report of January 27th (modified with new information from Town staff). The Town's Special Use Permit approval process will likely take one year (to March 2004), with the proposed Joint Town/County Project Planning Committee providing oversight and decisions on key points. Construction of the park may not occur until the fall of 2004, with a tentative completion target date of winter/spring 2006. After actions by the Board, the Town is prepared to begin the Special Use Permit process and is requesting that an additional $140,000 from the 1997 bond be released for this purpose. In summary, the Work Group has requested that the Board take four actions at this time: 1. Adopt the Southern Park Conceptual Plan 2. Adopt the Proposed Approval and Construction Process for Southern Community Park 3. Appoint two Commissioners to serve on the Southern Park Project Planning Committee (SPPPC) 4. Authorize the release of an additional $140,000 in funding for the development of construction drawings for the Special Use Permit FINANCIAL IMPACT: The provisional cost estimate for the park, as calculated in the Conceptual Plan, is $3.58 million. Changes made by the Town Council (addition of a third full-size soccer field in lieu of a youth field) have not been incorporated into this estimate. A total of $2.795 million would be available from the combination of 1997 and 2001 County bond funds for this project. To date, $205,000 from the $1 million in 1997 bond funds for this project has been appropriated ($105,000 towards the construction of the soccer field at adjoining Scroggs Elementary, and $100,000 for the concept plan and associated costs). As a part of this item, the Town is requesting that an additional $140,000 be released for preparation of construction drawings for the Special Use Permit. There are no Town funds programmed or identified for this project. Southern Park Provisional Cost Estimate Con ce tuai Tian : ~3,579,4Uu • . • 1997 Parks Bond -Southern Park $1,000,000 --- minus expended to date - $205,000 Remainder - 1997 Parks Bond ~ $795,000 2001 Parks and Open Space Bond - + $2,000,000 Southern Park TOTAL Available 3-5-03 $2,795,000 3 The $2 million from 2001 bond funds are in the Bond and Alternative Financing schedule that the Board approved in October. The planned issues provide for two equal $1.0 million installments for Southern Park, in FY 2004-05 and FY 2005-06, which is consistent with the requested timing from the Town submitted in the spring of 2002. The Town has not yet addressed the $800,000 in unfunded additional cost identified in the Conceptual Plan budget. More refined cost estimates will be developed as construction drawings are prepared and the Special Use Permit is developed. Phasing of park construction may be necessary. RECOMMENDATION(S): The Manager recommends that the Board take the following actions regarding Southern Park and the Work Group's request: 1. Approve the Southern Park Conceptual Plan, with a condition of relocating the planned third full-size soccer field along US 15/501 South and away from the Dogwood Acres subdivision. 2. Review and approve the Proposed Process for Approval and Construction of Southern Community Park, as proposed by the Work Group in Attachment 2. 3. Appoint two Board members to the Southern Park Project Planning Committee, to serve wi#h an equal number of Town Council members in overseeing the park process; and 4. Authorize the release of $140,000 in 1997 Parks bond funds for the development of construction drawings for the Southern Park Special Use Permit. ~ r ,,,; ~Xisfi ~ x ._a<< ,r rte,. ~.,R~ ~,~=~r ~~ SocGerF~t 2 Baskettaat/ Courts ._ Roger H ,~ ockey C~~~ ~''~ ~ Baccr f Geeenytie~yTrai1 ~ halt trourt , t ~ ~., turn t>. ~ ,z„ ~ ~1 " pertc~rmance ,qy-e ,~~"b .~,,., to -- ~~"~'~' ~~. ~I ,, `Recycling center .~~/~ ~ ~,. 4 ~o'~ ,/,, RiQrQtention ponds ' ~~~. ~, ~~`~" marking Area ' - tore ,~~' ~~ h,,. ,~ ~i e' -~ '~ %_?~ ~'fiuture CQ ~~ tdafural ~`teits i Cen#er/ ~ muni~ '° w= utdoor Roof ~' ~: D,so Gatt ~J~ ` ;~_ Chitdre ~. Picnic f -~'s ~~ter Ptay Area ' 7 0rge sneuer s~ - , _ playgraurld .~ ' f , : - 3 Amtetic fi~ relds Pedestnan Grossing (2 ~ ~ 1.-- ~,p , ""'prcn;c;,4raa r ~~ ~~ 1. z am rr~ ~ sheha. a~~ n+n„ .~. \ au shams Pax. ,~, ~~ ~ M~ada4V / GfOV@...~ ~ ~; ~,° ~~ ~, ~, ~, ~, rr~ ' ~ ~ ~ a - r"n*+a;, ,,~ t -~ q1 r~ ~~,~ ;~ ~''v \`,,.~, ~` - _ parking Area / p ~ ~n _jr ~:8 N~fWal , . ` Youth 8as~baf!'fiietd biking T+~its ' r,.;r„ ~,~,f r1UJ.~ Zan 3 .: r ,. s ~t ern . , o~g Park Park ~ tY ' ~'arkrrtp I Z$ 3. r,~ ~S Town of Cho Ae! Nill ""----.~' December 10, 2002 Scale: ) "_ T 00, -- S 2/11/03 5 MEMORANDUM To: Chapel Hill Town Council Orange County Board of Commissioners From: County Commissioners Chair Margaret Brown Mayor Kevin Foy, Town of Chapel Hill Town Council Member Flicka Bateman County Commissioner Barry Jacobs Town Council Member Bill Strom Date: February 17, 2003 Re: Process for Southern Park Please find attached a proposed Approval and Construction Process for Southern Park. This document has been approved by our committee after several months spent reviewing drafts and meeting to exchange ideas and thoughts on the most efficient and cost- effective method of seeing this park to its completion. It is our hope that the attached process adequately represents and provides for the important roles of both the Town and County in this project. As the first joint project of this type, the process has been crafted with the understanding that the Project Planning Committee and the two parties will strive for expeditious action toward the park construction. Our supposition is that the Project Planning Committee outlined in the process will allow us to meet necessary timetables for the project. In order to move the project forward, in keeping with the proposed process, we would request that the Town Council and/or Board of Commissioners (as specified) take the following actions, preferably in March of this year: 1. County Commissioners approve the Southern Park Conceptual Plan 2. Board of Commissioners and Town Council agree to the proposed Approval and Construction Process 3. Board of Commissioners and Town Council appoint a Project Planning Committee to oversee the project (as addressed in the proposed process) 2 4. Town Council requests additional planning and design funds for the Special Use Permit phase of the park (less than $100,000, from existing 1997 County park bonds) 5. County Commissioners approve funding request for additional planning and design funds for Special Use Permit phase of the park. Staff s estimated timetable for the park process is as follows: Southern Park, once opened, will be a tremendous amenity for residents of not only Chapel Hill but all of southern Orange County. We all look forward to the day when this wonderful facility is open for the enjoyment of our citizens, and trust that the process outlined herein will help us achieve this goal in a thoughtful yet expeditious fashion. 6 2/11/03 PROPOSED APPROVAL AND CONSTRUCTION PROCESS SOUTHERN CONIMUNITY PARK 1. Approval of Conceptual Plan The Report of the Southern Community Park Conceptual Plan will be reviewed and adopted by the Board of County Commissioners and the Town Council, as a guide to the expectations of the governing bodies and the community. 2. Project Planning Committee Upon adoption of the Conceptual Plan by both entities, a Project Planning Committee shall be appointed by the respective governing bodies, with an equal number of representatives from the Board of County Commissioners and Town Council, and each Manager or his designee(s). a. Charge is to keep informed about the progress of the project and to offer input in a timely fashion b. Objective is to discuss and reach consensus on all issues before it in a timely manner c. If consensus is not readily available, the Town of Chapel Hill may make the decision to avoid delay in project, but not before notifying the Board of Commissioners at least 30 days prior to such action d. The Chapel Hill Town Council is the governing body in whose jurisdiction-the facility lies and which will be responsible for operations and maintenance for the life of the project. The Orange County Commissioners are the governing body responsible for the approval of capital funds for park construction, as the project is currently defined. 3. Construction Design Project Planning Committee decides whether to continue with designer of Conceptual Plan or to select a new designer. If a new designer is desired, a. Town Staff advertises for proposals and reviews all submittals b. Project Planning Committee and Town staff review some or all submittals and recommend small number to interview c. Staff and Project Planning Committee interview designer candidates and make recommendation to Town Manager d. Town Manager negotiates a contract with architect as recommended by the Project Planning Committee e. If Town Manager cannot negotiate an acceptable contract with the first choice, he goes on to the second choice. If the second choice is not available or cannot be contracted with, the proposal is re-advertised as in subsection "a" above. f. Town requests the County Commissioners' approval of updated Southern Park capital project ordinance for the Planning/Final Design Phase as quickly as possible 2 NOTE: As the County has done for a number of years for school and County capital projects, the Board of Commissioners would approve an updated Southern Park capital project ordinance at the appropriate point for each of the four project phases (Concept/Pre-Planning, Planning/Final Design, Construction Approval, Final Accounting). Funding associated with each phase is appropriated upon the adoption of the updated ordinance and is made available immediately thereafter to Town staff to "pay the bills" associated with each project phase. 4. Value Engineering The Project Planning Committee decides whether to accept the value engineering services of the firm under contract with the Town. The Town agrees to consider a recommendation from the County for such services, if the contracted fum is not used. If not, Project Planning Committee selects another firm, following the type of process outlined above for designer 5. Special Use Permit a. Designer works with P & R staff and value engineer to complete Special Use Permit (SUP) application, including design drawings. b. Project Planning Committee reviews drawings during process and approves drawings that are part of the SUP application c. Application .undergoes regular SUP review process by advisory boards and Town Council, as well as by Board of Orange County Commissioners • At least 60 days notice is given to Board of County Commissioners before review period for application d. At Public Hearing Council receives staff recommendation in its role as owner and in its role as Regulator, and recommendations from Board of County Commissioners and all advisory boards and commissions e. Board of County Commissioners meets at its next meeting after the SUP Public Hearing date to prepare its final recommendations to Town Council before Council's final decision f. Town Council, in its role as Regulator, issues SUP 6. Bidding a. Designer completes working drawings and bid documents b. Town staff and contract engineer review drawings and specs before finalized for bidding, including code reviews by Inspections and Fire Departments c Staff advertises for bids, holds pre-bid conference, opens bids d. Staff, with assistance of designer and value engineer, analyzes bids, checks references and makes recommendation to Project Planning Committee on bids and project budget e. Project Planning Committee makes its recommendation to Town Manager, Board of Commissioners and Town Council on bid and project budget. Recommendations might include: -which of several alternates to accept -which part(s) of the base project to delete to come within budget -how to phase the project to accommodate budget and other constraints 8 9 3 7. Budget and Bid Award a. Once the construction drawings have been prepared and the final project budget completed, the Town Council considers recommendations of Project Planning Committee and Town Manager, makes its decisions and requests the County Commissioners' approval of updated Southern Park capital project ordinance for the Construction Approval Phase as quickly as possible, so that the bids can be awarded within 60 days of the bid opening. b. Town Council's budget may include funding for public art, whose expenditures would be overseen by the Public Arts Commission according to the Percent for Art Program c The Board of County Commissioners considers recommendations of the Project Planning Committee and Town Council in approving the capital project ordinance for Construction Approval phase. e. After County Commissioners agree upon budget, Town Council adopts capital project budget ordinance and awards contract 8. Construction a. Parks and Recreation staff, designer, value engineer and contractors proceed with construction b Value engineer joins staff, designer and contractors for appropriate project meetings and maybe involved between those meetings c. Periodic reports made to Project Planning Committee, at least quarterly, but more often if circumstances dictate d. If cumulative change orders come close to the Town Council's limit, proposed change orders would be reviewed by Project Planning Committee and the Town Manager, both of whom would make recommendations to Town Council. 9. Completion After completion and final close-out of the project, a report would be prepared for both the Town Council and the Board of County Commissioners that details final costs, constituting the Final Accounting Phase. ~eliminary, based on existing plans and current pricing thts for playing fields, park furnishings d tuber (1st Qtr); Fall =October, November, December (2nd qtr); Winter =January, February, March (3rd); Spring =April, May, June (4th)