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HomeMy WebLinkAboutAgenda - 05-21-2013 - 8bSUBJECT: S ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: May 21, 2013 Study Update DEPARTMENT: Asset Management Services Action Agenda Item No. 8 -b PUBLIC HEARING: (Y /N) No 1 ATTACHMENT(S): INFORMATION CONTACT: 1) Department Locations, Space Study Jeff Thompson, 919 - 245 -2658 Emphasis Wayne Fenton, 919 - 245 -2628 2) Orange County Facility Report (To Be Alan Dorman, 919 - 245 -2627 Provided Under Separate Cover Prior to Michael Talbert, 919- 245 -2308 the Meeting — Will also be available at http.//www. co. orange. nc. us/AssetMgmt/i ndex. asp 3) PowerPoint Presentation (To Be Provided Under Separate Cover at the Meeting) PURPOSE: To receive and comment on an update regarding: 1) The fulfillment of space study goals and the methodology for space need analysis; 2) Identified unmet space needs and the current space study initiatives that address these needs; and 3) The consolidated property inventory for all County owned property. BACKGROUND: Space Study Charter & Methodolo_gy. After the development of the Link Government Services Center (1992) and the Southern Human Services Center (1998), Orange County developed a comprehensive space study to address departmental space requirements in 2000, with major updates in 2002, 2004, 2005, 2006, 2008 and 2010. The initial space study was developed and managed by the Space Needs Task Force. Links to the summaries of these studies are located at http: / /www.co. orange .nc.us /AssetMgmt /index.asp. The scope of the study encompassed all County functions whose space needs required a solution identified by 2010. The basis of the study was comprehensive information gained from a questionnaire completed by all County Departments, covering the identification of space, space assessment, future space needs, storage needs, parking, security, and maximizing customer service. Departments were also grouped into functional categories according to their primary service delivery. Options were developed to meet stated needs, either through expansion of existing County buildings or construction of new ones. Through task force deliberation and BOCC support, recommended options were selected for each functional classification through the application of the following criteria: 1) facility overcrowding; 2) program growth outpacing space growth; 3) increased service demand; 4) reduction of leased space and related costs; and 5) demonstrated longstanding need with considerable public support. The principles guiding contemplated development in response to identified space needs are as fol lows: • Co- location: Co- locating departments with similar functions and /or serve the same customer base. • Consolidation: Consolidating County operations to as few sites as practicable in an attempt to gain operational efficiency and enhance the ease with which residents and other interested parties may access County services. • Ownership: Owning facilities in which County operations are located, as opposed to leasing, except where there is a compelling business case to do so. The space size and configuration was also governed on fundamental interior designs ratios for conventional administrative activity and general customer service support. Special use facilities such as an animal service facility, jail, library, or community center have more unique planning factors that are more indicative of its peer group facility type. Conventional administrative facility space planning generally applies the following factors: Use: Square Footage General Office 120 -150 Supervisor Office 150 -180 Director Office 250 -300 Circulation /Common Area /Conference /Utilities 30% of Office Area Special Areas /Customer Service As Needed These factors are guidelines. Factors such as new construction, adaptive re -use, or renovations of existing space are also considerations. Space programming also needs the right balance of work space: focus work areas (offices, individual work spaces), collaboration and learning areas (conference, group work, resource areas), and "community" areas (common areas, travel areas). Resulting Built Environment. Based upon the overall study, its methodology, and ultimate recommendations, the County has completed several capital projects that fully addressed the majority of the departmental requirements identified according to the study's guiding principles: 2007 Seymour Senior Center (Aging) 2008 Central Orange Senior Center (Aging) Emergency Services Headquarters 1911 Center (Emergency Services) Gateway Center (Tax Administration, Register of Deeds) 2009 Animal Services Center Justice Facility Expansion (Courts, Sheriff); Renovation Phase Completed in 2010 Link Government Services Center (County Commissioners, County Manager, County Attorney, Finance & Administrative Services, Human Resources) West Campus Office Building (Planning & Inspections, Environmental Health, Economic Development, Information Technology, Asset Management Services) Government Services Annex Renovation (Board of Elections) District Attorney Sportsplex Ice Rink Mezzanine, Interior Renovations K 2010 Orange County Library Hillsborough Commons (Dept. of Social Services) Environment and Agriculture Center (DEAPR (portion), Soil & Water, Cooperative Extension, USDA Farm Service Agency) Emergency Services Substation at Revere Road (former Animal Control facility) 2011 Whitted Center Renovation (Health Clinic, Dental Clinic, Health Department Offices, Housing, Human Rights & Community Development) 129 King Street (Public Defender relocation from leased space) Court Street Annex (Probation & Parole relocation from leased space) Guardian Ad -Litem (501 West Franklin Street, Chapel Hill) 2012 Child Support Enforcement (Relocated to the West Campus Office Building from leased space) The associated "Orange County Facility Report" summarizes locations and pertinent information for each facility that the County owns and serves as a baseline for future space study analysis. This report will be updated annually to coincide with annual County budget preparation as well as the annual energy, fuel and water use scorecard presentation. Current Initiatives to Address Identified Unmet Space Needs. The following BOCC adopted initiatives are in progress to address unmet needs identified in the study, as well as those needs identified since the last study update in 2010. These initiatives will continue to be examined and developed in keeping with the same space study methodology. Staff will present progress updates for feedback as well as recommendations for decision as these studies develop. County Magistrate's Office. A portion of the original jail building is being renovated for use and will serve as a consolidated magistrate office and processing center. This need was identified during the Justice Facility expansion project and subsequent occupation of the facility. This project should be completed during the summer of 2013. Permanent BOCC Meeting Facility in Hillsborough. The current Manager recommended Capital Investment Plan ( "CIP ") contemplates providing a permanent Board meeting facility within the former library space in the Whitted building. Should this project be approved, staff will manage the design and construction of a permanent meeting facility with potential areas for multi - purpose space and /or administrative office space. A design presentation with upfit alternatives would be presented to the Board in the fall, and could be completed and ready for occupancy in the spring of 2014. The Board has affirmed its desire to allow shared use of this space for other government uses of the Town of Hillsborough and the Orange County Schools. The Board is also interested in sharing the space for arts, cultural enrichment, education, and economic development activities during times where it is not being used for government activities. Emergency Services Substations. Emergency services and supporting assets are being improved to provide faster and appropriate response to all areas of the County. Part of this effort is a study that contemplates identifying ideal locations for adequate response as well as the prototype site and space plan for the facilities. Staff is currently administering a Request for Qualifications ( "RFQ ") process to select a consultant for this work. This process is funded through the FY2012 -13 CIP. M Southern Campus Master Plan. A comprehensive master plan for the 33.5 acre parcel was adopted by the Board in 2012. Staff is currently working with Chapel Hill on a development agreement that is intended to secure long -term development rights for numerous government services that may be developed to serve the residents of southern Orange County. Once these development rights are secured, the County will begin a significant space study component on the short and long term space needs required at this site. Potential expansions or re- configurations of the spaces within the Seymour Senior Center and the Southern Human Services Center will be in this discussion. County Jail. The County is currently in negotiations with the State Department of Corrections and the State Attorney General on a long -term land lease that is contemplated as the site for the jail facilities recommended in the study. The County is also underway in studying alternative jail alternative programs that will join space uses for the existing jail facility in programming and designing this future jail facility. Southern Orange Library. On May 14, 2013, the Board received a State initiated Strategic Plan report and is in the process of providing feedback in order to direct staff in moving forward with a selecting a site for a potential southern branch library. Cedar Grove Community Center. The Board will contemplate awarding a professional services agreement for space programming and design services to MBAJ Architects during its June 4, 2013 regular meeting. This action will initiate the space study & programming (with public collaboration), and schematic planning for this facility that will be presented to the Board for comment and potential action during the fall of 2013. Durham Tech Classroom Spaces. The County will continue working with Durham Tech to analyze its classroom space needs in various parts of Orange County. Sportsplex Expansion. The current Manager recommended Capital Investment Plan contemplates expanding the Sportsplex in order to accommodate significant member growth since 2007. Economic Development Small Business Incubator Space. Orange County served as the fiscal agent and developer for the Piedmont Food and Agricultural Processing Center, an intensively used agricultural business incubator located in Hillsborough. The County will continue to work with its Economic Development Commission and partners on analyzing and identifying other small business incubator opportunities. Under - utilized & Stressed Facilities Requiring Space Study. The original study did not take into account the age, physical status, operating costs, or the energy efficiency of the facilities. This variable has been added to the methodology for space studies going forward and will assist the underlying space study guiding principles in addressing the following areas of concern going forward. The County Agricultural Center is currently housed within the Environment and Agricultural Center ( "EAC "), located at 306 Revere Road. The Department of Environment, Agriculture, Parks and Recreation ( "DEAPR ") administrative (and Natural and Cultural Resources) division is joined by Soil and Water, Cooperative Extension, Farm Services Agency, and County records storage. The current site at 306 Revere Road requires significant structural, systems and site repairs that could be invested in a more suitable facility for the group. These departmental functions have "grown" into the space as opposed to having its space needs evaluated independently of the available space). Other more robust county facilities with existing available space may be candidates for the group as well as a potential Agricultural center located at Blackwood Farm. The current Manager recommended CIP contemplates a thorough space study occurring in early FY2013 -14 that can address all of the variables associated with the Agricultural Group's current and future needs, the condition and prognosis of the Revere Road site, and the analysis of the Blackwood Farm site housing a consolidated Agriculture, Parks and Environment Center (a facility that could, for the first time, allow co- location of all parks, agriculture, conservation and environmental offices). The lower level of the Link Government Services Center includes approximately 5,000 square feet of under - utilized space and a candidate for study in FY2013 -14, as is the 510 Meadowlands (Emergency Services headquarters) warehouse storage area. The Board of Elections was originally slated to move into the Hillsborough Commons Complex had the Board elected to exercise the purchase option on that building in 2012. Given that this option was not exercised, the Board of Elections remains in its current location at the Government Services Annex building, occupying approximately 5,000 square feet. The space may not be optimal for the activities of the Board of Elections (a considerable amount of the space is equipment and records storage) and may be a candidate for study in FY2013 -14. Potential Space Re- purpose Opportunities. In addition to the re- purposing activities involving the potential Whitted permanent meeting facility and the Cedar Grove Community Center, the consolidation of Asset Management Services administration, facilities maintenance, and facilities services division at the West Campus Office Building allows the re- purposing of the former Public Works Administration Building located at the Highway 86 north site. This 2,400 square foot facility is a candidate to house the Orange Public Transportation ( "OPT ") administrative and dispatch offices currently located in a leased modular building adjacent to this facility, assuming that the discussed merger involving OPT and Chapel Hill Transit is a long range proposition, rather than short term. FINANCIAL IMPACT: None at this time. Depending upon the BOCC's feedback, impacts will be presented with regular agenda items when and if they are scheduled. RECOMMENDATION(S): The Manager recommends the Board receive and comment on an update regarding: 1) The fulfillment of space study goals and the methodology for space need analysis; 2) Identified unmet space needs and the current space study initiatives that address these needs; and 3) The consolidated property inventory for all County owned property. Attachment 1 Department Current Location Former Location Last Moved Space Study Emphasis Seymour Senior Center, Galleria (Leased Space), Seymour Senior Center programming Chapel Hill; Central Northside Building 1, and potential expansion contemplated Aging Orange Senior Center, Chapel Hill; Meadowlands, 2007 & 2009 as part of Southern Campus Master Hillsborough Hillsborough (Leased Plan process. Space) Animal Services: Administration, Eubanks Road, Chapel Carolina North (Leased Animal Control, Animal Shelter Hill Space); 306 Revere Road; 2009 501 W. Franklin, Ste. 105 Arts Commission Visitor's Bureau, 501 W. Court Street Annex 2010 Frankin St, Chapel Hill AMS: (previously Purchasing and Central West Campus Office 129 E. King Street; 600 Hwy 86 North 2009 Potential re- purposing of vacated 600 Services and Public Works) Building Maintenance Campus Hwy 86 North Administration Building AMS: Facilities Maintenance & West Campus Office 600 Hwy 86 Maintenance 2013 Services Divisions Building Campus AMS: Fleet Division, Warehouse, 600 Hwy 86 GovDeals Yard Maintenance Campus Board of Elections Govt. Services Annex Court Street Annex 2009 Potential space study candidate for FY13 -14 Child Support Enforcement West Campus Office 110 N. Churton Street 2012 Building (Leased Space) Child Support Enforcement Southern Human Expansion of facility contemplated in (Southern Campus) Services Center FY2016 -17; Southern Campus Master Plan Coo erative Extension 306 Revere Road ISpace Needs Programming FY13 -14 Page 1 Attachment 1 Department Current Location Former Location Last Moved Space Study Emphasis Permanent meeting room being addressed at Whitted Facility, space County Commissioners Link Center 2009 planning to continue through summer, 2013; schematic plan to be presented to BOCC in fall of 2013 County Manager Link Center 2009 Courts: Clerk of Courts, Judge's Justice Facility New Courthouse; 112 N. 2009/2010 chambers, courtrooms (expanded) Churton Courts: Judge's Chambers, Courthouse Historic Courthouse Courts: District Attorney 144 E. Margaret Lane New Courthouse 2009 Courts: Public Defender 129 King Street Carr Mill Mall, Carrboro 2011 Courts: Guardian ad Litem 501 W. Franklin St., Ste. Moody Building, Carrboro 2011 104, Chapel Hill Courts: Probation & Parole Court Street Annex Moody Building, Carrboro 2011 Courts: Juvenile Justice Court Street Annex Moody Building, Carrboro 2011 Historic Jail (Jailer's living quarters) Courts: Magistrate's Office Jail currently scheduled for renovation for Magistrate's office, summer 2013 DEAPR: Administration (previously 306 Revere Road, Environment & Resource Conservation 1306 Hillsborough Space Needs Programming FY13 -14 Department) DEAPR: Soil & Water Revere Road, Hillsborough DEAPR: Farm Service Agency (FSA) 306 Revere Road, Hillsborough lWhitted DEAPR: Parks & Recreation Central Recreation, Space Needs Programming FY13 -14 Campus DEAPR: Parks Operations Blackwood Farm Cornerstone Drive (leased Space Needs Programming FY13 -14 space) Economic Development West Campus Office Court Street Annex 2009 Building Page 2 Attachment 1 Department Current Location Former Location Last Moved Space Study Emphasis Emergency Services - 911 Center, 510 Meadowlands Drive County Substation Space Needs Administration Hillsborough 1914 New Hope Road 2008 Programming FY13 -14 Financial Services Department Link Center Govt. Services Annex 2009 (Budget, Finance, Purchasing, Risk Management) Health Department: Administration, Dental expanded in Whitted renovated space as interim Personal Health and Dental (Whitted Whitted Building Hillsborough with 2011 solution; long term solution to be Center) relocation from Carr Mill studied Mall in Carrboro Health: Environmental Health West Campus Office 306 Revere Road, 2009 Building Hillsborough Health: Personal Health (Southern Southern Human Expansion of facility contemplated in Campus) Services Center FY2016 -17; Southern Campus Master Plan Housing, Human Rights & Community Human Rights relocated Development (Whitted Center) Whitted Building from 501 W. Franklin 2011 Street Housing, Human Rights & Community Southern Human Expansion of facility contemplated in Development (Southern Campus) Services Center FY2016 -17; Southern Campus Master Plan Human Resources Link Center Govt. Services Annex 2009 Information Technology West Campus Office Govt. Services Annex 2009 Building Library - Main Branch Main Branch, West Whitted Building 2010 Campus Library Strategic Plan presented to Library - Southern Branch TBD BOCC on 05/14/2013; site selection criteria due diligence, 2013 Planning and Inspections West Campus Office 306 Revere Road 2009 Building Planning: Transportation 600 Hwy 86 Whiffed Building Maintenance Campus Page 3 Attachment 1 Department Current Location Former Location Last Moved Space Study Emphasis Reciister of Deeds Gateway Center Link Center, Lower Level 2008 Sheriff: Administration, Operations Justice Facility 144 East Margaret, 2009 Hillsborough Sheriff: Jail 125 Court Street, New Jail programming and planning Hillsborough expected to begin in FY2013 -14 Social Services (Hillsborough) Hillsborough Commons Whitted Building 2010 Leased space Southern Human Expansion of facility contemplated in Social Services (Southern Campus) Services Center FY2016 -17; Southern Campus Master Plan Social Services (Skills 503 West Franklin Development Center Street, Chapel Hill Eubanks Road, Chapel Martin Luther King Drive, Solid Waste Operations Center Hill Chapel Hill (Leased 2008 Space) Renovated and expanded in 2009; Sportsplex 101 Meadowland Drive, contemplated expansion and related Hillsborough space study presented in current Manager's recommended CIP Visitors Bureau 501 West Franklin Street, Chapel Hill Tax Administration (previously Assessor Gateway Center Link Center, Upper Level 2008 and Revenue Page 4