HomeMy WebLinkAboutAgenda - 06-18-2013 - 5u 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: June 18, 2013
Action Agenda
Item No. 5-u
SUBJECT: Space Study Framework
DEPARTMENT: Asset Management Services PUBLIC HEARING: (Y/N) No
ATTACHMENT(S): INFORMATION CONTACT:
Suggested Space Study Framework Jeff Thompson, 919-245-2658
PURPOSE: To receive and approve a suggested framework for iterative, continuous space
study analysis.
BACKGROUND: During the May 21, 2013 regular meeting, the Board of County
Commissioners received the space study update report for review and comment. The Board
suggested that these presented space study initiatives return for the Board's review as part of
the September 12, 2013 work session and be preceded by a formal Space Study Framework for
the Board's comment, guidance and adoption prior to the summer break.
The suggested framework is attached. The framework is founded in the original 2001
framework and guiding principles as well as the major space study framework update in 2005.
The framework contemplates a continuous study and basis for decision-making, providing
annual status updates to the Board prior to each year's budget process, as well as a major
update every fifth year.
FINANCIAL IMPACT: Should the Board adopt the suggested framework, the Manager's
recommended Capital Investment Plan (CIP) allocates $25,000 in FY2013-14 for third party
physical assessments and space use programming exercises for identified space initiatives
RECOMMENDATION(S): The Manager recommends the Board receive and approve the
suggested framework for iterative, continuous space study analysis.
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Space Study Framework (Suggested)
A. Purpose:
The purpose of this space study framework is to provide staff a Board adopted set of
guidelines to systematically inventory, assess, and manage County facility needs on a
continuous basis. Specifically, the framework addresses:
a. Space inventory(facility report updated May 2013)
b. Projected space requirements through 2020 (short term; extended from
original target of meeting needs up to 2010 in 2005 space study update)
c. Projected space needs that may fall beyond 2020 time frame (long term;
extended from original target of meeting needs up to 2010 in 2005 space
study update)
d. Identified space issues that may affect quality of service to County
customers
e. The systematically gathering, review and management of departmental
space needs that impact services (i.e. service trends, locational needs,
technology, growth and/or contraction)
f. The presentation of options and recommendations to the Board that
prioritize, optimize, manage, and ultimately meet County space in a
reasonable and useful manner
B. Guiding Principles:
a. Board Adopted in 2001:
• Co-location of departments with similar functions and/or those that
serve the same customer base
• Consolidation of County operations to as few sites as may be
practicable in an attempt to gain operational efficiency and
customer access
• Owning facilities in which County operations are located, as
opposed to leasing, except where there exists a compelling
business reason to do so
b. Additional Guiding Principle Board Adopted in 2005:
• Building and maintaining facilities and spaces according to
sustainable practices and high performance building standards
(Board adopted Environmental Responsibility Goals)
c. Suggested Principle for Board Adoption in 2013:
• The relative cost and benefit of facilities use where those facilities
are stressed —"fully and/or practically depreciated". This principle
is necessary in order to manage the facility to its highest and best
use while planning and providing for the potentially displaced
space need.
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C. Basis of Study:
These assessments will serve as a fundamental work product and will form the basis
for the scope of the study:
a. Management and Staff Assessment and Input. The Metrics of this
Assessment are as follows:
• Management evaluation and comment
• Staff evaluation, collected and documented by the user
questionnaire established in 2001
b. Physical Assessment and Inventory. The Metrics of this Assessment are
as follows:
• Physical report (staff and consultant)
• Maintenance and utility report (staff)
• Identification of stressed and under-utilized assets
• Valuation of stressed and under-utilized assets through a Net
Present Value Calculation (staff)
c. Departmental Space Needs Programming housed within stressed or under-
utilized assets (staff and consultant)
D. Scope of Study:
The scope of the study will be based upon the before-mentioned Basis of Study data,
analysis, and conclusions and will be framed by:
a. Space needs required no later than 2020; as well as beyond 2020— based
upon:
• management and staff assessments,
• facility assessments,
• identified stressed or underutilized assets,
• identified Board, management, and departmental needs;
b. Board adopted strategic planning initiatives
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E. Options and Recommendations:
The criteria and decision factors for recommended space study action that are
suggested for Board adoption are as follows:
a. Making decisions based upon the before-mentioned guiding principles:
• Consolidation
• Centralization
• Ownership
• Sustainable building operation and programming
• Facility highest and best use as analyzed according to a cost
benefit analysis
b. Minimizing under-utilized spaces
c. Formulating reasonable, defensible courses of action for stressed facilities
d. Providing exceptional facilities for County service delivery
e. Meeting longstanding, publicly supported needs
f. Recognizing, anticipating, and planning for growth (and contraction) trends
F. Timeline and Horizon:
Staff will recommend space need prioritization, scheduling and funding sources to the
Board for comment and adoption each fall prior to the annual Capital Investment
Planning process.
This space study framework is recommended to be fully updated every 5th year,with
annual status reports to be presented to the Board each fall before the budget season.
These updates may serve as a vehicle to recognize and address the trends and
strategic directions and receive Board guidance outside of the budget process.