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HomeMy WebLinkAboutMinutes - 20080116 APPROVED 2/19/2008 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS WORK SESSION January 16, 2008 7:30 p.m. The Orange County Board of Commissioners met for a Work Session on Wednesday, January 16, 2008 at 7:30 p.m. at the Link Government Services Center in Hillsborough, North Carolina. COUNTY COMMISSIONERS PRESENT: Chair Barry Jacobs and Commissioners Moses Carey, Jr., Valerie P. Foushee, and Alice M. Gordon COUNTY COMMISSIONERS ABSENT: Mike Nelson COUNTY ATTORNEYS PRESENT: Geof Gledhill COUNTY STAFF PRESENT: County Manager Laura Blackmon, Assistant County Manager Gwen Harvey and Willie Best, 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. ALL RECORDINGS OF THE MEETING WILL BE KEPT FOR 5 YEARS. Chair Jacobs said that the Board of County Commissioners needed to go into a brief closed session. A motion was made by Commissioner Carey, seconded by Commissioner Foushee to go into closed session at 7:35 pm for the purpose of: "Pursuant to G.S. § 143-318.11(a)(3) to consult with an attorney retained by the Board in order to preserve the attorney-client privilege between the attorney and the Board." VOTE: UNANIMOUS A motion was made by Commissioner Foushee, seconded by Commissioner Carey to approve reconvening back into regular session at 7:52 pm. VOTE: UNANIMOUS Geof Gledhill said that earlier this week the Chair of the Board of County Commissioners received notification of the receipt of a complaint from the United States Environmental Protection Agency Office of Civil Rights regarding solid waste issues around the Eubanks Road community that are allegedly discriminatory against the African-American community and low- income people. He said that he has advised the Board to defer any discussion or decision on the Eubanks Road site as a site for the transfer station until the County determines an appropriate response. He further advised the Board not to comment on the complaint. 1. Transfer Station Site Search Process Laura Blackmon said that last fall the Board of County Commissioners talked about opening up the siting process again, it interviewed firms, and Olver was chosen. The Board of County Commissioners will be the siting committee. She said that this work session is the initial meeting to set up the methodology of how to proceed. Ed Shuffler and Bob Sallach are the senior engineers with Olver. Ed Shuffler walked the Board of County Commissioners through the hand out and explained the steps to the Board of County Commissioners for tonight's meeting. Solid Waste Siting Charts Work Session Agenda • Overview of Siting Process Methodology • Technical Ranking Example • Schedule • Exclusionary Criteria • Technical Criteria • Community-Specific Criteria • Public Input/Participation Process Methodology • Establish criteria for identifying and evaluating potential sites Develop criteria prior to identifying potential sites. • Three categories of criteria: ▪ Exclusionary 4, Technical ▪ Community-Specific • Establish each criterion's relative weight and importance Commissioner Carey said that the diagram implies that there would be no public comment on exclusionary criteria and Ed Shuffler agreed and said that this is generally how this is approached. Commissioner Carey asked about public input and if this was referring to a public hearing type venue. He said that, normally, when the Board makes decisions of this nature, it is in an open meeting. Ed Shuffler said that it is unusual for them to have the Board of County Commissioners as the siting committee, and to please bear with them. Chair Jacobs said that the plan is to have subsequent meetings at the Southern Human Services Center, and it has not been decided whether the meetings will have a public comment component. This needs to be decided. Methodology • Identify potential sites based upon exclusionary criteria • Evaluation of potential sites with respect to final technical criteria and weighting factors • Determination of final candidate sites • Evaluation of final candidate sites based upon final community-specific criteria and weighting factors. • Final ranking of candidate sites • Site selection BOCC Involvements • Input, review, and approval of Siting process Schedule ± Siting criteria and weighting factors ± Public participation program 4- Final candidate sites ± Final ranking of candidate sites ± Site selection Public Participation/Input • Special public meetings • Informational literature • Direct mailings with project updates • Web site • County Commission presentations • Presentations to civic and environmental groups • Presentations to neighborhood groups • Community education program and workshops • Reading files located in libraries or community centers that document process Exclusionary Criteria • Wetlands and floodplains • Endangered and protected flora and fauna habitats • Protected sites of historical, archeological, or cultural significance • Parks and preserves • Major considerations + Countywide search + Site size requirements —future use + Single and/or multiple parcel acquisition + Freely offered and/or condemnation of property + Land use, zoning and/or other restrictions such as rural buffer zone + Critical watersheds + Site location —jurisdiction Bob Sallach went through the Transfer Station Siting Schedule. He said that the public participation events need to be added to this document. Chair Jacobs said that the Board of County Commissioners does not meet in June or July, and it seems that this schedule anticipates that there will be meetings in June and July. Chair Jacobs said that there is a solid waste group that has been meeting to discuss alternatives for reducing waste is going to come forward with recommendations that may or may not require a MRF. He asked Solid Waste Gayle Wilson how he was proposing to coordinate these recommendations with the size of the site that is needed. Gayle Wilson said that the work group has said that they may not need a MRF in the short-term. He thinks that the real decision is whether to have a contingency property if there is a need for a MRF. He suggested maybe finding a large, 100-acre site that could be used for any solid waste facility that might be needed long-term, as opposed to finding individual sites for individual functions. Chair Jacobs said that the Board needs more information from staff about the components that may surround a solid waste site, and which functions could be disaggregated from the site. Chair Jacobs said that he would like to keep out of all watersheds, and not just critical watersheds. He said that Orange County protects others' watersheds just like it protects its own. Chair Jacobs said that the Planning Director would need to attend some meetings with a land use map and talk about some of the ramifications in terms of the land use plan. He asked the consultants to coordinate with the Manager's Office and the appropriate department heads. Ed Shuffler asked if there was anything else for the first cut and if anything had been left off. Commissioner Carey suggested reviewing the list and then working with the Manager for any additions. He asked if the consultants had seen others through this process to limit sites for consideration to those that are freely offered. Ed Shuffler said that this is a risk because the property can sometimes get pulled off the table because of so much pressure. He suggested pursuing the best parcel that is for sale. Technical Criteria • Central location to collection routes • Access to major transportation routes • Site size requirements • Sufficient space for onsite roadways, queuing, and parking • Truck and traffic compatibility • Ability for expansion • Space for recycling, composting, and public education • Buffer space • Gently sloping topography • Access to utilities • Zoning designations and requirements • Carbon footprint impact Community-Specific Criteria • Environmental justice considerations • Impact on air quality • Impact on the local infrastructure • Adjacent land uses • Proximity to schools, churches, recreation sites, and residences • Prevailing winds • Number of residences impacted • Presence of natural buffers • Impacts on existing businesses • Buffer zones and screening measures • Traffic compatibility • Impact on historic or cultural features • Impact on non-protected neighborhood character Actions/Activities for Next Meetings • Finalize and approve siting process • Finalize and approve exclusionary criteria • Review and provide input regarding preliminary technical and community-specific criteria and weighting factors • Provide input regarding desired public participation process Commissioner Gordon said that under "Technical Criteria", she would like to include the carbon footprint impact. The consultants agreed. Commissioner Gordon asked Gayle Wilson about the waste reduction goal and he said 2005-2006 was at 44% per capita and the numbers for 2006-2007 will be out next month. Discussion ensued on when the next meeting would be. Commissioner Carey suggested letting the Chair, Vice-Chair, and Manager put the meeting schedule together with the consultants. January 29th will be the next meeting, which will be at 6:00 p.m. before the regular meeting. 2. Space Study Update: Human Services Operational Space and Link Center Laura Blackmon said that as part of the ten-year capital plan, the staff needs direction from the Board in order to fill in some of the gaps. The staff has been working on the space study with Social Services and the Health Department. There are some items that need to be finalized before discussion of the CIP on January 29th Purchasing and Central Services Director Pam Jones said that she distributed a handout of the compilation of information in the agenda packet. She said that the Gateway Center will be finished by February 1st and then a furniture order will be brought forth, which may exceed $20,000. Move dates should be the first couple of weeks in March for the Register of Deeds, Tax Assessor, and Revenue, and they should be open for business the week of March 24th. The PowerPoint presentation is shown below: Human Services Program Space and Link Center Remodel January 16, 2008 Gateway Center • Estimated completion February 1, 2008 • County and developer walk-through to determine status of conditions precedent to lease execution January 22 • Furniture order presented for BOCC approval February 5, 2008 • Tentatively departments to move and open for business in new location by the week of March 24 Parking Deck • First level of deck available for County employees when Gateway opens. • Levels 2, 3 and 4 used for staging during construction of office/library and will be available upon completion of those facilities • BOCC to approve the License Agreement for the deck February/March 2008 Office Building • Office Building programming complete; consultants finalizing plumbing, mechanical and electrical plans in preparation for bidding by Telesis. • Estimated completion: December 31, 2008 • Estimate 45-60 days staging of new furniture and moving departments, which has facility opening in the February-March 2009. Library • Library space planner has completed work and handed off to the project architect • Project architect and PME engineers to complete design work within next few weeks • Anticipated completion: First Quarter 2009 911 Center and Central Orange Senior Center • 911 Center-510 Meadowlands Drive; upfit on-going with anticipated completion Spring 2008. • Central Orange Senior Center/Sportsplex Renovations: Construction on-going with completion anticipated Fourth Quarter 2008. Justice, Animal Services, Solid Waste Operations • Justice Facilities Expansion: Project about two weeks ahead of schedule; Anticipated completion: Second Quarter 2009 • Animal Services Facility: GMP due to BOCC Feb/March 2008, with completion no later than December 31, 2008. • Solid Waste Operations Center: Construction to commence within days, with completion anticipated in October 2008. • Updates at www.co.oranqe.nc.us "what's new" Human Services Space • Options: — Lease/Purchase property on Mayo Street — Construct new facility on Southern Human Services site Lease/Purchase Option • Assumptions: — Primary/satellite location service delivery model adopted for DSS — County leases property effective April 1, 2008 through January 2012 per terms presented by Landlord — County exercises purchase option no later than February 2012 — Health Department would vacate Whitted and relocate to the Mayo Street site Bottom Line Cost Estimates—Lease/Purchase Existing Building Lease through February 2012 and upfit DSS w/reimbursement $2,505,986 Upfit/equipment costs for Health when they are relocated to Mayo St. $9,500,000 Purchase price/including reimbursement $11,121,750 TOTAL $23,127,736 Bottom Line Cost Estimates—New Construction Estimated construction and furnishing 50,000 sf for DSS $9,250,000 w/reimbursement Upfit & equipment SHSC for Health when DSS moves to new location $3,500,000 Upfit Whitted for Health Dept (DSS retains 5,000 sf for satellite office) $11,800,000 TOTAL $24,550,000 Chair Jacobs asked if the amounts included new parking and Pam Jones said that she does not think so, since there may not be enough land there to put a parking lot. Commissioner Gordon said that this particular site (SHSC) does have Chapel Hill Transit, which is fare-free public transit, a benefit for the clients. She said that the service delivery model currently is that the County provides services to people where they live. There are 60% of social services clients in the south and 40% in the north/central part of the county. She said that it is a major change to site most of the department services in Hillsborough with a satellite in Chapel Hill because the model has been a dual center model. She does not want to change the service delivery model and she does not think that the County should consolidate services in one area of the County. She said that there is an incredible need for space but the county should address that need without changing the dual center service delivery model. Commissioner Carey said that he would like hear the rest of Pam Jones' presentation and then review the letter from the DSS Board. Pam Jones said that the bottom line between the two options is close and they looked at advantages and disadvantages of each option, and they are trying to alleviate a space crunch, particularly for DSS. Advantages of Lease/Purchase • Quickest option to provide adequate space for Social Services. • Adaptive reuse of existing facility consistent with High Performance Building standards • Opportunity to significantly improve entranceway to Hillsborough and reflect a more environmentally sustainable facility • County's presence will help sustain the local businesses currently located at the site. • Could potentially continue some leases after purchase to help offset debt service (similar to 501/503 W. Franklin project) • County acquires 10 acres with estimated value of$1.5--$2 million. • Facility would remain on tax rolls during lease period • Single level would offer good access to handicapped citizens (no future elevator problems) Disadvantages to Lease/Purchase • Building design could be less flexible than totally new construction. • Would get less reimbursement from State for upfit costs since we will not own the facility at the time of renovation. Advantages to New Construction • More flexibility over design outcome since you are starting with a clean site • New space • Located at an established site so clients would be familiar with the service location. Disadvantages to New Construction • Development timeline longer • The Whitted Building renovation after DSS is relocated would be more expensive and less predictable than renovating the same amount of space at the Mayo Street site. Next Steps: Human Services • State option preference, citing additional information that may be needed before staff presents item for formal BOCC approval; OR • Outline additional options to be vetted by staff and presented to BOCC at future date Chair Jacobs asked Social Services Director Nancy Coston to come to the table and speak on this issue. Nancy Coston made reference to the service model and said that there is some confusion about the word "satellite". She said that 5,000 square feet is a substantially-sized satellite and something they do not have at this time. Orange County DSS is already not as responsive as it needs to be. She said that there must be a presence in both ends of the County. She said that this is not as big a change as it seems from what is presently being done. Commissioner Carey verified that neither option would frustrate the service model. Nancy Coston said that foster care workers could work at either site and there should be public assistance access at both ends of the County. Commissioner Foushee asked about the Work First training and existing needs. Nancy Coston said that they had an opportunity to get funds for Work First and they are currently at Northside. She would not want to relocate this again unless it is going to be "brought into the fold." She said that one of the principles at DSS is to have two sites where staff can be housed. She said that the DSS staff is endorsing any plans that moves them forward and the DSS board was not privy to the Wal-Mart site until yesterday. Chair Jacobs asked about factoring in waiting five years for a new site versus a leased site now and Nancy Coston said that her board would want to discuss this. DSS Board Chair Joe Robbins said that the board is not demanding anything, but if they saw something on the horizon, then they would adjust to five more years. Chair Jacobs said that there are two options and one option is more expeditious than the other. Nancy Coston said that the board would need timelines for either option. Commissioner Foushee said that the DSS board would also want to discuss the interim process. Commissioner Carey said that his concerns have been answered as far as the service delivery model and neither of the options would frustrate the current model. He said that time is of the essence because there need to be two sites as soon as possible. He would like to hear from Health Director Rosemary Summers, too. Commissioner Gordon asked if there are other alternatives such as adding to the existing building at Southern Human Services Center and adding some space on quickly. We could request expedited review of the permit by the Town of Chapel Hill. She said that the County has not even tested the assumption that new construction would take five years. There is now an option of the Construction Manager at Risk, which could reduce the time for new construction. Chair Jacobs asked Pam Jones to put in writing an analysis of the options stated by Commissioner Gordon and also to run it against the debt capacity. He asked the DSS and Health Boards to give recommendations to the Board by January 29th Health Director Rosemary Summers said that the Board of Health agrees that the dual center model is the one that should be pursued. There are serious space crunches at both ends of the County and they are not providing best practice services due to space crunches. One example is that the refugee population has stretched the facilities to the limit. The concern in retrofitting old buildings is that the buildings may not be able to function the way the standards dictate. She said that the reserve of 5,000 square feet at the Southern Human Services Center in vacated space might not leave enough space to move dental there. She needs more time to review this. She would like to move dental out of Carr Mill Mall. Chair Jacobs said that the Board hopes to have something in writing for the January 29th meeting. Link Center Remodel • Departments tentatively planned for Link: — Commissioners • With Commissioner's Board Room for meetings — Manager — Financial Services — Human Resources Link Center Action Plan • Board approved contract with CRZ to conduct space planning • Program meetings with departments to begin within next few weeks • Clarify Board involvement in Board Room design • Assume remodel work will be completed within six-eight months after commencement. Laura Blackmon said that it would be advantageous to have a meeting room in the Link Government Services Center. The meeting space could be used for larger meetings outside of the Board of County Commissioners and it could be set up with the latest technology. Chair Jacobs said that staff wanted some indication from the Board of County Commissioners tonight. He suggested taking the Link Center first, since it is more straightforward. Commissioner Gordon would like to know how much it will cost to for the Link Center and to renovate the meeting room. Pam Jones said that it is hard to tell until she knows what the renovation will include. The cost would not be much more for the meeting room, but the main cost will be the technology. Chair Jacobs said that at this point, the Board would just be authorizing the architect to do the analysis and the Board is not being asked to sign off on any amount or project. Commissioner Carey said that he would agree to this. Commissioner Gordon said that if there was plenty of money, then she would say yes. Pam Jones said that if money is tight, then the room could just be set aside as an open space without equipping it. Laura Blackmon said that there is additional funding for technology. Chair Jacobs said that he appreciates Commissioner Gordon's point, but the County Commissioners would like Corley Redfoot Zack to look at this building for design purposes. Commissioner Carey and Commissioner Foushee agreed. The staff, DSS Board, and Board of Health will come back with more information on January 29th for the other issues. Chair Jacobs informed the Board that he asked Laura Blackmon to use some of the money already allocated for education for the funding options to do some polling. 3. Closed Session A motion was made by Commissioner Carey, seconded by Commissioner Foushee to go into closed session at 10:17 pm to: "Pursuant to G.S. § 143-318.11(a)(3) "to consult with an attorney retained by the Board in order to preserve the attorney-client privilege between the attorney and the Board." VOTE: UNANIMOUS A motion was made by Commissioner Carey, seconded by Commissioner Foushee to reconvene into regular session at 10:40 p.m. VOTE: UNANIMOUS 4. Adjournment A motion was made by Commissioner Carey, seconded by Commissioner Foushee to adjourn the meeting at 10:40 p.m. VOTE: UNANIMOUS Barry Jacobs, Chair Donna S. Baker, CMC Clerk to the Board