HomeMy WebLinkAboutAgenda - 10-06-2011 - 1ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: October 6, 2011
Action Agenda
Item No. ,,,.,
SUBJECT: Southwest Branch Library Siting Criteria
DEPARTMENT: Asset Management Services
(AMS) and Library
PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):
Suggested Library Site Selection Criteria
INFORMATION CONTACT:
Pam Jones, AMS, (919) 245-2652
Lucinda Munger, Library, (919) 245-2528
Jeff Thompson, AMS, (919) 245-2658
PURPOSE: To review and provide direction to staff regarding the suggested site selection
criteria and process for the proposed Southwest Branch Library.
BACKGROUND: Staff was directed by the Board to provide recommendations for siting criteria
for the proposed Southwest Branch Library. The attached information represents staff research
and recommendations for consideration by the Board of Commissioners.
FINANCIAL IMPACT: While there is no direct financial impact related to the consideration and
adoption of siting criteria for the new branch library, it may be of interest to know that to date,
approximately $60-,000 was invested in the control and examination of the 210 Hillsborough site
in Carrboro. This includes $20,000 earnest money and $10,000 for the 120 day extension.
This amount does not account for the hundreds of hours of staff time by the Manager's Office,
Planning & Inspections, Library and Asset Management Services.
It includes costs only through the Zoning Compliance Permit phase of the Carrboro regulatory
process. Considerable additional design work and expense would have been incurred should
the property have moved to the Conditional Use Permit process.
RECOMMENDATION(S): The Manager recommends the Board review and provide direction
to the staff regarding the suggested site selection criteria for the proposed Southwest Branch
Library.
2
Memorandum
TO: Frank Clifton, County Manager
From: Pam Jones, Director, Asset Management Services
Lucinda Munger, Library Director
RE: Southwest Library Site Selection Criteria
Date: September 29, 2011
BACKGROUND-:
Orange County Library Task Force recommendations of 2000, 2004, and 2007 have all
recommended aone-story, free-standing, full service library of at Feast 20,000 square feet and
adequate parking to serve the southwest quadrant of the County. None of these Task Force
recommendations provided fora comprehensive site selection criteria and process for
evaluating potential sites.
In June of 2010, the County Commissioners directed the County Manager and staff to begin
actively searching for-property or a facility that could serve as a site for a- Southwest Branch
Library. Through the summer of 2010, staff identified potential sites-210 Hillsborough Road
(for sale), a storefront facility (for lease), the Skills Development Center (owned by the
County), a portion of the Century Center (owned by Carrboro), property on Carrboro's
Greensboro street near Southern States (for sale), and a portion of Carrboro Town Hall.
On -October 22, 2010 the Gounty Commissioners authorized staff to enter into a Purchase &
Sale Agreement for 2.691 acres of property located at 210 Hillsborough Road in Carrboro for
the purpose of developing and constructing a branch public library facility. Staff petitioned
Carrboro for a conditional zoning approval in order that a library .could- be developed on this
property.
On April 12, 2011, the Carrboro Board of Aldermen approved the County's petition to
conditionally rezone the property in order to accommodate a public library facility not to exceed
20,000 square feet, subject to the required conditional use permitting process as governed by
Carrboro's land use ordinance.
On June 21, 2011, staff presented physical due diligence on the property to the Board. The
results of these physical due diligence items (survey, geotechnical, utility availability,
environmental assessment, cultural, archaeological, and off-site traffic engineering analysis)
were favorable and support the purchase of the properly. The County Commissioners
deferred a decision to move forward with the purchase and development of the property until a
full title opinion was formulated by the County Attorney.
Following receipt and consideration of the title opinion, on August 23, 2011, the County
Commissioners unanimously voted to terminate Purchase & Sale Agreement related to 210
Hillsborough Road. In a subsequent motion, the Board directed the Manager to continue the
search for a suitable site through a transparent, collaborative and deliberate process involving
3
the residents in the southwest_ quadrant of Orange County-the town of Carrboro, Bingham
and Cheeks Townships
SITE SELECTION CRITERIA: The Manager has_ directed staff to provide a set of library site
selection criteria and procedures for County Commissioner review, comment and eventual
adoption.
The following suggested criteria were assembled-using nationally established guidelines and
include a set of guiding principles as well as an objective screening process. It is
contemplated staff would utilize this comprehensive information to evaluate sites proffered by
-the Commissioners or other designated site selection body.
a. Guiding Principles
When selecting a site for a new or expanded library, the Library system takes into account
three fundamental factors:
• The- Libr-ary Sys#em recognizes that as a regional service provider, the location of
libraries must provide for optimal service to the most number of residents within the
entire System service area. This takes precedence over political _boundaries or
undeveloped neighborhoods.
• The -Board is committed to providing an equitable level of service throughout the entire
County.
• The placement of a library in a manner that maximizes its use will be more valuable
over the long term than the original investment made in land or building. Typically, the
original cost of a new building is exceeded in just three years by its cumulative
operating costs.
b. Screening Process
The following screening process is a prioritized hierarchy of specific factors that should be
weighed to determine "the best" or "most suitable" site for a library. The three tiers of
screening criteria form a naturally weighted system that can guide the selection- of a library
site. A suggested site can be evaluated by staff in a range of 20 to 30 days at no cost outside
of invested Orange County staff time.
Low Med Hi h Phase I
1 2 3 Visibility
• Visible from the street
• Traffic count that meets or exceed the average traffic
counts of a major thoroughfare in a community
• Visual ap cal
1 2 3 Site Capacity
• Meets minimum acreage (urban services vs. rural
services)
• Space for building and on-site parking
• Adequate utilities
• Space for future expansion
• Space to accommodate the necessary setbacks, road
ex ansions and other site amenities.
1 2 3 Access
• Accessibility for pedestrians
• Accessibility for vehicles
• Accessibility for public transportation
Total: Phase I
(If total ranking equals 6 or more, excluding a ranking of
one (1 , o to Phase II
Low Med Hi h Phase II
1 2 3 Centrality
• Existing population
• Growth and development
• Proximity to schools
• Proximity to retail
• Proximity to other libraries
• Site is not isolated
2 3 Site Conditions, Allowances, and Constraints
• The cost-benefit conclusions of physical, legal, and
entitlement site allowances/constraints
• Technical and environmental assessments
(planning/zoning, jurisdictional processes, etc.)
• Environmentally sustainable (C&A, storm water mgt,
buffers, energy "net zero" capacity)
• Operationally sustainable
• Defeats obsolescence
1 2 3 Cost and Availability
• Cost for site acquisition
• Timeframe for development of the site
• -Terms for site control necessary for development
process
Total: Phase II
(if the total ranking equals 6 or more, excluding, a ranking
of one (1), o to Phase I I I)_
Low Med Hi h Phase III
'I 2 3 Community Preference
• Input from elected officials
• Alignment with planning tools (Comprehensive Plan)
• Input from a board cross-section of the area to be
served
• Orange County Library Advisory Board
• Orange County & Carrboro Friends of the Library
1 2 ~ Lease_versus Purchase
• Analysis of the long-term viability of the site
• Availabili of ro ert for lease
1 2 3 Partnerships
• Co-location with other entity
• Mutually beneficial joint development
• Enhances service ossibilities
Total: Phase III
MAJOR STEPS FOR DEViELOPMENT: Once an evaluated site has been accepted by the
County Commissioners, staff will proceed with- all of the standard, inter-related, development
processes. These processes may occur simultaneously. This process is contingent un-
available funding. Attachment A, "Process & Estimated Cost Comparison", compares-and
contrasts the Orange County and Carrboro jurisdictions' processes.
5
Attachment A:
Major Steps for Development
Process & Estimated Cost Comparison
A. Site Control
-This is a cohtroctual right fo control the given parcel without owning the
parcel. Should the County choose not fo take risk in purchasing a property,~rior
to d being approved for development, site control is usually represented by
"earnest money" deposits of various amounts and lengths of time. The time
range contemplates a length of time to be su(trcient to hold the property until final
regulatory approval is obtained. The amount of time for sJte control within the
Carrboro jurisdiction will mot than likely longer due a longer land development
approval process.
B. Initial Due Diligence
-This process is necessary to understand the detailed physical, legal, and
jurisdictional characteristics of the property and their related costs-benefits prior
to undertaking more risk in the development process. Eg. Environmental
assessments, title exploration
-The Carrboro process will require a higherlevel of off site development
(OWASA) and tra(irc control analysis. .
C. Jurisdictional Site Pian Approval
Zoning Compliance Permit (Orange County)
Conditional Use Permit (Carrboro)
-This process is necessary to achieve the approvals fo build the project.
Municipal agencies, state agencies (NCDOT, NCDEHNR, etc.) will approved
plans and conditions to build the project.
-The Orange County process cost includes review fees and a professionally
designed site plan.
-The Carrboro process is much more extensive and requires more
professional services in design, programmed public Input sessions, and a higher
level of third party review agency involvement, which siginifianfly increases
costs. The Carrboro cost is based on experience with Moms Grove Elementary
School project, which also followed the Carrboro process.
D. Construction Design Process
-This process expands upon the approved site plan and bontinues through
approved construction designs and documents ready to build.
-The estimated cost is based on 10~ of the estimated construction cost. The
Orange County process includes the approval of a well and septic system. The
Carrboro process is slightly longer due to the involvement of O WASA.
E. Project Bidding and Construction
-This highly visible construction process commences once the bid is awarded
by the BOCC and all building permits an; secured.
-Estimated project cost, including construction, equipment, furniture, and
technology. This is estimated at $250 per square foot fora 20,000 square foot
facility. This estimate is based on standard construction. Note that any special
extertor andlor site requirements imposed in order fo meet local rogulations may
increase construction costs.
F. Closeout, Qccupation
-This total does not include land purchase costs nor staff time required to
shepherd the process.
Totals
Orange County
Time ,Dollars
property dependent
2-3 months est. $25,000
1-3 months est. $30,000
Not Required
4-ti months est. $500,000
9-12 months est. $5,000,000
1-2 months
18-26 months est $5,555,000
Carrboro
Time Dollars
property dependent
4-6 months est. $45,000
Not Required
6-18 months est. $100,000
5-8 months est. $500,000
9-12 months est. $S,OOO,U00
1-2 months
P5-46 months est $5,645,000
6