HomeMy WebLinkAboutMinutes - 20061109APPROVED 1 21412 0 0 6
MINUTES
ORANGE COUNTY BOARD OF COMMISSIONERS
WORK SESSION
November 9, 2006
7:30 pm
The Orange County Board of Commissioners met for a Work Session on Thursday,
November 9, 2006 at 7:30 p.m. in the Southern Human Services Center in Chapel Hill,
N.C.
COUNTY COMMISSIONERS PRESENT: Chair Barry Jacobs and Commissioners
Maser Carey, Jr., Valerie Foushee, Alice M. Gordon and Stephen H. Halkiotis
COUNTY COMMISSIONERS ABSENT:
COUNTY ATTORNEY PRESENT: Geoff Gledhill, Brian Ferrell
COUNTY STAFF PRESENT: Interim County Manager Rod Visser and Clerk to the
Board Donna Baker (All other staff members will be identified appropriately below)
NOTE: ALL DOCUMENTS REFERRED TO IN THESE MINUTES ARE IN THE
PERMANENT AGENDA FILE IN THE CLERK'S OFFICE
Chair Jacobs thanked Pam Jones, Craig Benedict, Paul Thames, Dianne Reid,
John Link, and Commissioner Halkiotis, who spent a great deal of time this past year
working on this County Space Needs Update.
Commissioner Halkiotis said that he has the original copies of the project that
has gone on for many years.
1. Presentation of Updated County Space Needs
Purchasing and Central Services Director Pam Jones made a PowerPoint
presentation. She said that this is a different situation because there is now 93,000
square feet in the inventory that was not there this time last week. There are 22,846
square feet of office space in the new Gateway building; 46,716 square feet in new office
space; and 23,454 square feet in the new main library. In addition, there will be a
parking deck with about 335 spaces, 175 of those allocated exclusively for the County.
Orange County Space Needs Update
November 9, 2006
Background
^ 2000 Space Needs Study
^ Inventoried existing departmental space
^ Projected needs through 2020
^ Significant space deficits in several areas
^ 2005 Update to Space Needs Study
^ Further analysis, but same over-crowded situations existed
Why This Update Is Different
^ BOCC approved purchase of three buildings for the expanded County campus:
^ 22,846 square feet of office space in Gateway Center
^ 46,716 square feet of office space in the office building
^ 23,454 square feet for new main Library
Parking
^ 335 vehicle parking deck
^ 175 spaces exclusive for County use
^ Additional surface parking around buildings
Occupancy Recommendations: Gateway Center
^ Register of Deeds
^ Land Records/GIS Department
^ Meeting space
Site Plan far County Campus (diagram}
Backfilling the Vacated Space
Link Center
^ Approx. 9,000 s.f. vacated at Link Center
^ Departments recommended to occupy vacated space:
^ Budget Office (approx. 1,740 s.f.}
^ Finance Office (approx. 2,350 s.f.}
AND...
...EITHER
^ Information Systems (approx. 1,690 s.f.)
....OR
^ Personnel Department (approx. 1,900 s.f.)
Occupancy Recommendations:
Office Building
^ Revenue Department
^ Tax Assessor
^ Planning and Inspections
^ Environmental Health
^ County Engineer
^ Economic Development Commission
^ And either Personnel Dept. or Information Systems
Back-filling Vacated Space
Link Center
^ As a result of relocations to Office Building:
^ Board of Commissioners Office
^ County Manager's Office
^ Large Public Meeting Room
Link Center Meeting Room
^ Similar in size to Board Room at SHSC
^ Wired for televised meetings, teleconferencing, etc.
^ Available for use to other entities
^ Town of Hillsborough
^ Orange County Board of Education
Performance Center
^ Potentially suitably developed far community performances
^ Partnership funding required
Back-filling Vacated Space:
Government Services Center Annex
^ Reallocated to Court support functions such as:
. Juvenile Services
. Probation and Parole
. CJJP staff
Back-filling Vacated Space:
Planning and Ag Building
^ Cooperative Extension
^ Soil and Water
^ ERCD*
^ Julia Blackwood Property; or
^ Planning and Ag Building
^ Farm Services
^ Rural Development
Main Library
^ Relocate Main Library from Whitted Building
Back-filling Vacated Space:
Whitted
^ Heritage Center
^ Approximately 10,000 s.f. allocated
. "high-ceiling" area-current location of stacks
. Carolina Room
^ Has private funding for development
Back-filling Vacated Space:
Whitted Building
^ Reallocate to DSS, Health, or Housing:
. Library Administrative offices on lower level
. Library Conference Room
. Library Offices on second level
. Children's Reading Roam area
Updated Departmental Recommendations
Emergency Management Offices
^ All operations to be relocated to 510 Meadowlands Drive
^ Homeland Security Grant
^ New consoles
^ Generator
^ Maintain consoles at existing site to provide redundant communications capability
^ May seek approval to expand parking on upper pad to accommodate larger park-and-
ride lot during Courthouse construction.
Back-filling Vacated Space Emergency Management Building
^ Recreation and Parks Administration relocated from Whiffed to the vacated
Emergency Management Building
Parks Operations
^ Parks Operations, to the extent they are compatible with the site
^ Include parks operations base function in master plan of New Hope Park
(Blackwood Farm)
Recreation and Parks
^ Parks Strategic Plan located administration and parks operations base at the New
Hope Park (Blackwood Farm)
^ Office site recommended in less than 1 mile from Park
Recreation and Parks at Whitted
^ Assumes some program staff left on site to manage programs at Whitted
^ Proposed use of existing offices:
^ Break Room/Lunch Room for the aver 100 employees that work in the Whitted
Complex
^ Additional space available for programs: e.g. children's summer camp and after
school programs
Human Serviees~Whitted Building
^ Reallocation of space will not meet needs
^ Limited expansion capabilities at site
^ Parking
^ Neighborhood impacts
^ Potential service modifications being explored for Health Services might help at
Whitted
Human Services~Whitted Building
^ Recommendations
^ Complete the reallocation of space when vacated by Library
^ Actively pursue resolution regarding health service delivery model
^ Revise long-term space solutions for this building as indicated
Southern Human Services Center
^ Expand facility per the space study recommendations
^ Assess impact of potential change in service delivery of health services
^ Likely to increase size of expansion significantly; or
^ Require second human services building on site
Dental Clinic at SHSC
^ FY 2007-2008: Begin planning for dental clinic
^ Three-year lease renewal Carr Mill (through December 2011)
^ Construct Dental Clinic at SHSC to occupy by end of December 2011
Potential Uses of Residence
^ Previously discussed options for use:
^ Conference Center for general meetings
^ Renovated for Family-friendly meeting or counseling space for Social Services
Potential Uses of Residence
^ Offer house for relocation to group providing affordable housing
^ Allows larger building footprint for new construction that may be developed
^ IFC offices in the event men's homeless shelter is located on Homestead Road site
Public Works Site
^ Study recommendations remain as cited for Public Works Administration, Motor Pool
and OPT
^ Expedite Master Plan completion
. Facilitates land swap discussions with Hillsborough
. Identifies parking compound for County vehicles, intricate to parking plan
during construction of Justice Facilities
Graham Building
118 N. Churton St. Hillsborough
^ Assigned space for Arts Commission
^ Literacy Council
^ Collaborate with Library for tutoring space in new Library
^ Veteran's Services, a division of DSS, to be relocated to the DSS offices at the
Whitted Building
Board of Elections
^ Will expand departmental space at Court Street site fallowing relocation of EDC to
expanded County campus
^ Storage space for voting equipment provided in Meadowlands facility
Child Support Enforcement
^ Additional space assigned at SHSC when building is expanded
^ Lease additional space in Hillsborough
. Note: Lease costs are reimbursed at 66%
Northern Human Services Center
^ Well permit still pending at State
^ Septic system design in process
^ Funding for kitchen upgrade 07-08 ($125,000)
^ $200K per year in CIP for major upgrade identified by work group
Northside Human Services Site
^ Nutrition program relocated to Seymour Center
^ OPC programs remain
^ Community School for People Under Six
^ Potential programming by Aging for frail and elderly
Non-Departmental Space
Valley Forge Raad Properties
^ Builder's First Source location
^ Rented through September 30, 2007
^ Five-year renewal option to renew at discretion of lessor
^ $105,000 annual rent income
. Lessor provides all upkeep, including capital improvements
^ Tax value of property in excess of $2 million
. Tax Assessor submits bill to company annually, although property is tax-
exempt
Builder's First Source
Space Group suggestions:
^ EDC to provide proposal re: viability as a business incubator
^ Offer the facility far purchase to Builder's First Source
Old Orange Enterprises Building
^ Multiple usages discussed
^ Three of the more viable uses:
^ Records Retention Facility for County
^ Offer to Orange County Schools as site for children's program displaced from
Hillsborough Elementary
^ Negotiate lease with Town of Hillsborough
Fairview Community Building
^ County does not consistently use our allocation of the space for operations
^ Town of Hillsborough has requested exclusive use of the building
^ Negotiations nearing completion to allow Hillsborough's use of the building
Court Needs
^ District Attorney
^ Relocate to Sheriff's office upon completion of Justice Facility
^ Public Defender
^ Relocate from leased space at Carr Mill Mall to the space vacated by Courts or
other County offices
Pro iects-In-Process
Animal Services Facility
^ Property acquired on Eubanks Road for consolidated facility
^ Animal Services Administration
^ Animal Control
^ Animal Shelter
^ Design team hired
^ Up to two-year regulatory approval period
^ Targeted completion: September 2009
Justice Facility Expansion
^ Historic District approved: November 1
^ Board of Adjustment considered: November 8
^ Bids solicited: by end of January 2007
^ Construction commencement: April 1, 2007
^ Anticipated completion: mid-2010*"
**includes renovation work in existing building
Downtown Hillsborough Campus Parking
^ Three lots available during construction:
^ Lot behind and east of the Sheriff's Dept.
^ Small lot to the south of the Link Center
^ Parking behind and to the south of the GSC-Annex
Mitigating Factors
^ High volume courts rescheduled to Chapel Hill during construction period
^ May impact Board Room availability at SHSC
^ Will increase Sheriff's personnel costs for part time transport duty
^ Will eliminate need to upfit temporary court location
^ Negotiated lease with First Baptist Church
^ Permit parking for court staff and jurors
Mitigating Factors
^ Park-and-RidelShuttle Service
^ County vehicles to be parked off site when not in use
^ Parking deck at the new County Campus will be available in 2008
Public Market
^ Laminate beam structure purchased by County separately
^ B(~CC considers purchase on 11114 or 1214
^ Expedites delivery and allows opening by May 1, 2007
Solid Waste Operations Center
^ Design nearing completion
^ Bids solicited within next several weeks
^ Construction completion projected for Fall 2007
Seymour Senior Center
^ 25,000 s.f. facility under construction
^ Anticipated completion March 2007
^ Lease at Galleria extended through April 2007
^ Administrative offices included for Department on Aging
Central Orange Senior Center
^ Planning group finished work Spring 2006
^ Includes Departmental administrative space
^ CM at Risk to build facility
^ BOCC to consider on November 14
. CM at Risk contractor
. Project scope and cost estimates to this point
^ Estimated completion date Spring 2008
Senior Centers
^ Develop potential options for creative uses of kitchens:
^ Ca-ap use of kitchen
. for persons baking to sell at Farmer's Markets, for example
^ Allow Seniors to provide cooking services for Centers
^ Develop plan for how spaces are reserved for non-County use
^ Central reservation center (not necessarily through Dept. on Aging)
^ Develop guidelines for use to avoid misunderstandings
Additional Recommendations
^ ADA compliance assessment of County facilities
^ Parks Building Investigative Team
Horizon Issues
^ Human Services
^ Chapel Hill Court space
^ Jail Expansion
Next Steps
^ Adopt the space report and allocations as the road map for future space development
^ Status information will be presented periodically should changes be required
^ Appropriate BOCC action will be requested as the changes dictate
Commissioner Gordon asked to what extent staff has weighed in on the
recommendations. Pam Jones said that it was minimal until this morning when she gave
a presentation on the Space Needs study. She said that ERCD Director Dave Stancil
came to the Space Study meetings. It was checked all along the way with departments.
Commissioner Gordon asked if all department heads agreed with the
recommendations. Pam Jones said that the basis of this report came from staff since
they had been asked about their space needs. She has heard no disagreement. The
staff has had input all along the process.
Chair Jacobs said that the Board does not have to determine where everything
goes at this point. The new Manager may want to talk with staff about this and there is
still opportunity for staff interaction and input.
Commissioner Gordon asked about the plan far adoption of this report.
Commissioner Carey said that it is clear to him that the Board is at a milestone
now because there is 93,000 square feet. It is real now and he commended the staff,
Chair Jacobs, and Commissioner Halkiotis for all of the work to make this real. He said
that the recommendations include same short-term, long-term, operational issues, and
long- and short-term financial implications that he needs more clarification on. He would
like the Board to consider these operational and financial implications. There are some
short-term capital recommendations that he would like to move ahead. He
recommended that the Board accept the report and ask the staff, boards and
commissions, and affected department heads to review the recommendations and
provide the Board with a written assessment of the impact. He would also like to hear
from the departments in writing about the operational cost implications of some of the
recommendations.
Commissioner Gordon agreed and said that she wants formal feedback from the
staff on the whole report. She wanted to know how much money had been set aside to
implement the short-term recommendations. She would also like to see cost and
operational implications. She said that this should be set in the context of the total
capital improvement program and she would like to hold a public hearing on the entire
$92 million new debt issuance on the capital projects. She would also like to look at
general affordability and the tax rate implications. She made reference to the concept of
a County campus and the ability to consolidate services in downtown Hillsborough and
said that the Board should seriously consider selling one of the Valley Forge out parcels.
She also said that she wanted more discussion before converting office space in the
Government Services Center into a 5000 square foot meeting room. She commended
the staff for all of the work on this project and asked for more information on the long-
term affordability of the projects. She encouraged the Board to get input from the new
Manager on this.
Commissioner Halkiotis said those 14 years discussing the possibilities for the
little white house on the Southern Human Services Center's campus is absurd. He
thinks that the County should get rid of it because it will cost too much to renovate.
Perhaps it could be given to Habitat for Humanity. He is tired of hearing about the little
white house.
Commissioner Halkiotis commended Pam Janes for putting this report together.
He made reference to the Builder's First Source and asked if it is really worth $105,000 a
year in rent. He also made reference to the old Orange Enterprises building and said
that if the Kidscope program is kicked out of the OCS, then this program will need a
place to relocate. This program also serves CHCCS children. He emphasized the fact
that a lot of money was saved - $6.5 million - by purchasing the Tweeter building for
EMS. He challenged the Board to start listing the monies that have been saved.
Commissioner Halkiotis said that he is somewhat sad to leave this Board after 20
years. He said that some of the same issues the Board discussed then are still here
such as the Northern Human Services Center. He said that the Board needs to address
this building now because the people that use it are the very young or the very old that
do not know how to play the political process. He is very frustrated that it takes so long
for the County to get projects done sometimes.
Commissioner Foushee commended Pam Jones and staff on this report. She
agreed with gathering information on staff assessments and financial casts. She would
like for Economic Director Dianne Reid to prepare an analysis about the economic
incubators such as with the Builder's Source building before a decision is made to sell it.
Chair Jacobs said that all suggestions are helpful, but besides the Social
Services Board and the Board of Health, it would probably not be necessary or desirable
to have all of the other advisory boards weigh in. He would like a tight timetable on the
review process on this. He suggested that staff come back with the decision timetable.
He made reference to the Link Government Services Center and said that there is a
tremendous opportunity to provide a permanent public meeting room and not have the
Clerk constantly have to set up and tear down equipment for County Commissioners'
meetings. He said that there is also an opportunity to share a meeting room with the
Town of Hillsborough, which would be a collaborative way to use the space.
Chair Jacobs reviewed the requests of the County Commissioners: 1)
involvement from the department heads; 2) staff to come back with short- and long-term
operational casts and capital cost implications; 3) information on what money is already
in the budget to do some of the upfits; 4) identify what money has been saved or would
be saved by following this program; 5) have a realistic timetable to meet the openings of
the new buildings in the government central complex.
Commissioner Carey suggested putting a very short timeframe on getting same
of the information to the County Commissioners. He said that the recommendations in
tier 1 a and b should be put an a very chart timeline because they are the mast critical.
He would like to have some feedback in writing from potential partners like Hillsborough,
Chapel Hill, and others. He also agreed with Commissioner Halkiotis about the little
white house.
Commissioner Gordan made reference to the little white house and said that she
meant that the staff should make recommendations on the site. She just wants the staff
to weigh in an the site. She has na sentimental attachment to the house. She agreed
that the Northern Human Services Center Park, the Fairview Park, and other parks
should move forward. She wants to da a timeline but she wants to make sure all those
affected weigh in. She reiterated that she wants to have a public hearing on the capital
improvement program and the debt issuance schedule because there are significant tax
impacts associated with $92 million in debt.
Chair Jacobs said that the Board has already agreed to have a public hearing
and on November 14th, the agenda would have a capital funding policy on it.
Commissioner Halkiotis said that the aftershocks of the Board voting last week
far the County campus were most interesting. He said that it was the first time in his 20
years as a Board member that he found so many happy County employees. He said
that this was the right thing to do because it was an act of love and appreciation for the
County employees.
Rod Visser made reference to the County capital funding policy and said that he
would like to recommend bringing this back on December 4th. The County and the two
school systems did just get a first quarterly distribution of lottery proceeds recently and it
is just over $600,000. He does not know if this will be a steady amount, but if it were, it
would be right at what was budgeted. He said that in order to bring this policy back, he
would like to discuss this with the superintendents and the County Attorney on
December 15t. Secondly, there is atime-sensitive project in the plan for X10
Meadowlands Drive. He said that it would be very helpful for staff to be able to start
planning for that being occupied by Emergency Management and for storage because of
time sensitivity of several grant funds. Chair Jacobs suggested putting it an the
November 14th agenda. The Board agreed.
Chair Jacobs made reference to the tiers and that the County Commissioners'
space and the County Manager's office are not tier one, but everything else in the
building is. He said that if adjustments were being made to the building, he would
suggest that staff re-categorize these items to tier one.
Pam Janes said that the staff was planning to bring back operational
costs/impacts for the Board of County Commissioners, but not at this meeting until
feedback was received on the projects.
2. Lands Legacy Issue Papers
Environment and Resource Conservation Director Dave Stancil said that the
County is now moving into a different phase with the Lands Legacy plan and
authorization is needed from the Board of County Commissioners to do research in the
taming year. The two topics are {in abstract):
• The potential to strengthen long-term protection mechanisms for lands acquirec
by the Lands Legacy Program, and
• A report that evaluates the potential for expanding County nature preserves.
Dave Stancil said that he anticipates doing this work for the first topic and having
a report back to the Board sometime before the summer break of 2007.
The second topic is related to nature preserves. Dave Stancil said that in the
April 2000 Lands Legacy document, a concept of a nature preserve was introduced. He
said that in the last 18 months a second nature preserve has come about in the lower
New Hope area, in working with partners in Durham County, City of Durham, and the
Triangle Land Conservancy. An opportunity appears to be emerging for a green corridor
of land along the Ena River and staff would like to look at these possibilities and see if
there are connection or expansion possibilities. He said that the County should start to
think about the Seven Mile Creek Preserve in a larger context -perhaps regional or sub-
regional.
Dave Stancil said that there are also opportunities in this same vein with the
Upper New Hope Creek to extend the corridor.
Dave Stancil said that staff would like to look at expansion of these two nature
preserves to pursue this research.
Chair Jacobs said that at the next AOG meeting, there will be discussion about
the easements of the Greene Tract, and he wants to make sure that all parties are
informed. Dave Stancil said that the Greene Tract is a great example of long-term
protection.
Commissioner Gordon asked about the stewardship program and how this fits
into this program. She said that this could be a companion piece. Dave Stancil said that
he would propose to fold the Blackwood Farm stewardship program into the Upper Eno
piece. Commissioner Gordon asked Dave Stancil to take under advisement how studies
would be done far other properties for stewardship.
Chair Jacobs made reference to the subdivision off of Hatch Road and that the
County had an easement that was dedicated 15-20 years ago. He hopes that there is a
way for ERCD and Planning to get together and make sure that all of the dedicated
property is known. Dave Stancil said that he believes the staff has a good handle on
most properties, but he can pursue this further.
Chair Jacobs made reference to the concept of extending preserves and asked if
there is a timeframe and Dave Stancil said possibly mid-2007. Chair Jacobs suggested
that staff fit this into the comprehensive plan update.
Chair Jacobs suggested re-engaging Orange-Alamance Water Systems and
staff may want to make a more formal presentation to them about how important this
area is to Orange County.
Planning Director Craig Benedict said that on November 20t" the staff would be
giving an update an the Town of Hillsborough/Orange County Strategic Growth Plan that
will include a single Orange rural buffer that will set the annexation limits of Hillsborough
and put a protection area around it that would include the Upper Eno portion.
The Board agreed far the staff to move forward with the research.
With na further items to discuss, a motion was made by Commissioner Halkiotis,
seconded by Commissioner Gordon to adjourn the meeting at 9:37 p.m.
VOTE: UNANIMOUS
Barry Jacobs, Chair
Donna S. Baker,CMC
Clerk to the Board