HomeMy WebLinkAboutAgenda - 03-05-1997 - 10b 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
Action Agenda
Item No. LO—
ACTION AGENDA ITEM ABSTRACT
Meeting Date: March 5, 1997
SUBJECT: Proposed Lease of 112 North Churton Street
DEPARTMENT: PURCHASING AND Public Hearing: No
CENTRAL SERVICES Budget Amendment Reqd? Yes
ATTACHMENT(S): INFORMATION CONTACT:
PAM JONES, ext. 2650
Telephone Number-
Hillsborough 732-8181
Chapel Hill 967-9251
Mebane 227-2031
Durham 688-7331
PURPOSE: To consider leasing a building at 112 N. Churton Street (previously
Hillsborough Savings Bank) to be used as expansion space for offices of the Courts.
BACKGROUND: Findings of the Judicial Facilities Study Group were published in 1995
and reflected a significant space deficit in most court related offices, including the Clerk
of Court and the District Attorney. The Study indicated that currently the Clerk has
approximately 3,466 square feet of space and has program requirements of 4,665, a
deficit of around 1,200 square feet. The District Attorney is assigned approximately
1,793 square feet and programatically requires approximately 2,580, an approximately
787 square feet deficit. The Clerk has recently cooperated in the reallocation of one
office on the first floor level which was reassigned to the District Attorney in order to
accommodate a new attorney coming into his office effective January 1, 1997.
According to information presented by the Chief District Court Judge, both the District
Attorney and the Clerk of Court are likely to receive additional personnel by the end of
the year, further exacerbating the over-crowded conditions.
Since it is unlikely that the construction recommended through the Report will be carried
out in the immediate future, a potential intermediate term solution is being suggested.
Discussions regarding the overcrowded conditions and the adverse impact on daily
operations and the subsequent inability to serve the citizens have been on-going for the
past six weeks. During this same time period, representatives of the Hillsborough
Savings Bank contacted the County indicating that the North Churton Street facility had
been closed and was available for lease. After reviewing Courthouse operations, it
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was determined that, if the County chose to lease this facility, the Clerk of Court could
relocate both the Estates section and the Child Support Enforcement section of her
operations.
The potential advantages for this move include, but are not limited to, the following:
The proposed leased facility is set up for collections activities and the drive through
window would be an ideal situation for the Child Support collections function.
The County's Child Support Enforcement offices are located adjacent to the
proposed leased premises, thereby facilitating interaction between the County and
the Court function.
=> Older citizens coming in for service from the Estates Division would find the facility
considerably more convenient to access, since both parking and the office areas are
on a single level.
The proposed leased facility is safety sensitive and includes closed circuit TV by
which collection functions could be observed.
By relocating the Estates and Child Support Enforcement Divisions the remaining
functions in the Courthouse will be able to spread out their operations and establish
a more efficient service delivery flow, as well as to accommodate new personnel
which they are likely to receive. Joan Terry, Clerk of Court, has contacted the
Administrative Offices of the Courts to assist in developing a plan for the best use of
the existing space, as well as the leased space if it comes to fruition.
In addition, leasing this facility would provide the County some time to plan for the
longer term facility needs of the Courts. It is possible that by the end of the first
lease period (3-5 years) that a master plan could be completed for the long term
facility and perhaps funding put in place for the first phase of construction, which
would presumably include the needed support space.
If the Board chooses to pursue leasing the Hillsborough Savings Bank property, it is
anticipated that terms of the lease would be negotiated based on the following:
=> Leased premises, approximately 3,500 square feet;
=> Lease rate $15 per square foot (annual County funds required $52,500);
=* Landlord would be responsible for all maintenance of the facility, except cleaning.
=> Term of lease to be three to five (3-5) years, beginning April 1, 1997.
Presuming that the lease would commence on April 1, 1997, approximately $13,000 for
the period between April 1 and June 30 would be needed. It is anticipated at this time
that this amount can be absorbed into the departmental budget.
Upon the Board's decision to go forward with this initiative, a lease will be negotiated
with the Hillsborough Savings Bank and presented for Board consideration at their next
meeting.
RECOMMENDATION: The Manager recommends that the Board authorize the staff to
negotiate a lease with the Hillsborough Savings Bank for a building located at 112 N.
Churton Street to be used as office space for the Clerk of Court offices.