HomeMy WebLinkAboutAgenda - 10-13-2011 - 11
ORANGE COUNTY BOARD OF COMMISSIONERS
CARRBORO BOARD OF ALDERMEN
ACTION AGENDA ITEM ABSTRACT
Meeting Date: October 13, 2011
Action Agenda
Item No. ',..
SUBJECT: Southwest Branch Library Siting Criteria
DEPARTMENT: Asset Management Services PUBLIC HEARING: (Y/N) No
(AMS) and Library
ATTACHMENT(S): INFORMATION CONTACT:
Suggested Library Site Selection Criteria
Pam Jones, AMS, (919) 245-2652
Lucinda Munger, Library, (919) 245-2528
PURPOSE: To review site selection criteria for the proposed Southwest Branch Library.
BACKGROUND: Staff was directed by the Board of Commissioners to provide
recommendations for siting criteria of the proposed Southwest Branch Library. The attached
information was reviewed with Board on October 6, 2011 and is presented for comment by the
Carrboro Board of Alderman.
FINANCIAL IMPACT: None.
RECOMMENDATION(S): The Managers recommend the Boards discuss the siting criteria for
the Southwest Branch Library and provide comment as may be appropriate.
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Memorandum
TO: Frank Clifton, County Manager
From: Pam Jones, Director, Asset Management Services
Lucinda Munger, Library Dir-ector
RE: Southwest Library Site Selection Criteria
Date: October 6, 2011
BACKGROUND:
Orange County Library Task Force recommendations of 2000, 2004, and 2007 have all
recommended cone=story, free-standing, full service library to serve the southwest quadrant of
the County. An estimated 18,000-22,000_ square foot facility, with adequate on-site parking
would meet the needs cited in the reports. None of these Task Force recommendations
provided for a 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 County 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 pubic 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 property. 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
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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
contempla#ed 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 Library System 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 G
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 a eal
1 2 3 Site Capacity
• Meets minimum acreage (urban services vs. rural
services)
• Space for building and on-site parking
• Adequate utilities
• S ace 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
• Accessibilit for ublic trans ortation
Total: Phase 1
(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 deveiopment
• Proximity to schools
• Proximity to -retaii
• Proximity to other libraries
• Site is not isolated
1 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" capaci#y)
• .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
rocess .
Total: Phase II
(if the total ranking equals ~ or more, excluding, a ranking
of one 1 , o to Phase III
Low Med Hi h Phase III
1 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
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1 2 3 Lease versus Purchase
• Analysis of the long-term viability of the site
• Availabili of ropert for lease
1 2 3 Partnerships
• Co-location with other entity
• Mutually beneficial joint development
• Enhances service ossibilities
Total: Phase III
MAJOR STEPS FOR DEVELOPMENT: 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 on
available funding. Attachment A, "Process & Estimated Cost Comparison", compares and
contrasts the Orange County and Carrboro jurisdictions' processes.
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Attachment A:
Major Steps for Development
Process & Estimated Cost Comparison
A. Site Control
-This is a contractual right to control the given parcel without owning the
parcel. Should the County choose not fo take risk in purohasing a property prior
to it 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 sufficient to hold the property until final
regulatory approval is obtained. The amount of Gme for site control within the
Carrboro jurisdiction will more than Ilk81y longer due a longerland development
approval process.
B. Initial Due Diligence
-This process fs necessary to understand fhe detailed physical, legal, and
jurisdictional characteristics of the property and their n;lated costs-benefits prior
to undertaking more risk in the development process. Eg. Environmental
assessments, title exploration
-The Carrboro process will require a higher level of off site development
(OWASA) and traffic control analysts..
C. Jurisdictional Site Pian Approval
Zoning Compliance Permit (Orange County)
Conditional Use Permit (Carrboro)
-This process is necessary to achieve the approvals to build the project.
Municipal agencies, state agencies (NCDOT, NCDEHNR, etc.) wlfl 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 n:view agency involvement, which siginifiantly increases
costs. Tha 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 Continues through
approved construction designs and documents ready to build.
-The estimated cost fs based on 10% of the estimated construction cost. The
Orange County process includes fhe approval of a well and septic system. The
Carrboro process fs slight~ylongerdue to fhe involvement of OWASA.
E. Project Bidding and Construction
-This highly visible construction process commences once the bid is awarded
by the BOCC and all building permits are secured.
-Estimated project cost including construction, equipment, furniture, and
technology. This is estimated of $250 per square foot for a 20,000 squan; foot
facility. This estimate is based on standard construction. Note that any special
exterior andlor site requirements imposed in order to meet local regulations may
increase construction costs.
F. Closeout, Occupation
-This total does not include Jand 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
4-6 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 esY. $100,000
5-8 months est. $Stl0,000
9-12 months est. $5,000,000
1-2 months
P5-46 months est $5,645,000