Loading...
HomeMy WebLinkAboutMinutes 03-11-2014 APPROVED 6/3/2014 MINUTES BOARD OF COMMISSIONERS WORK SESSION March 11, 2014 7:00 p.m. The Orange County Board of Commissioners met for a Work Session on Tuesday, March 11, 2014 at 7:00 p.m. at the Link Government Services Center, in Hillsborough, N.C. COUNTY COMMISSIONERS PRESENT: Chair Jacobs and Commissioners Mark Dorosin, Alice M. Gordon, Earl McKee, Bernadette Pelissier, Renee Price and Penny Rich COUNTY COMMISSIONERS ABSENT: COUNTY ATTORNEYS PRESENT: John Roberts COUNTY STAFF PRESENT: Assistant County Manager Clarence Grier, and Clerk to the Board Donna Baker (All other staff members will be identified appropriately below) Chair Jacobs called the meeting to order. 1. Cedar Grove Community Center Project Update Jeff Thompson introduced this item and reviewed the following PowerPoint slide: CEDAR GROVE COMMUNITY CENTER Project Update — March 11, 2014 • Intended Outcome • Receive an update regarding requested information from the Board of County Commissioners during its November 12, 2013 work session; • Confirm the project plan as approved in the FY2013-14 Capital Investment Plan; or • Provide new direction to staff. John Thomas with MBAJ Architecture reviewed the following PowerPoint slides: Existing Conditions (5 graphic/map slides) Proposed Site Plan (map - assuming wings remain) Proposed Floor Plan (blueprint) Occupancy • Septic Capacity - 1,400 gals/day • Full Day Use (8 hours) - 140 persons • Half Day Use (4 hours) - 220 persons John Thomas reviewed the maps and blueprint slides of the existing conditions. He said there are 3 component parts, including the main center and 2 distinct classroom wings. He said the building currently acts as the entrance to Cedar Grove Park, which is scheduled for continued development and expansion over the next 5 to 10 years. He said the center section of the existing building was the focus of the advisory group work. He said there are a total of 16 classrooms the 2 educational wings. He said one of the classrooms in the south wing has been folded into the design of the community center as a result of its location with regard to the fire partition and as part of an effort to create more space for programming needs. John Thomas said the proposal includes plans for paving the gravel lot to the south, shifting the entrance to improve site lines, and improving the landscaping. He said a new entry plaza in the rear will become the main entrance, and a memorial will be created in the front to commemorate the older school. He said a system of sidewalks will be created to connect the paved parking areas to the entrances and walking trail. He reviewed each of the rooms shown on the blueprint. He said the community center will include the following: a multi-purpose room; permanent space for parks and recreation; a dual use conference room; an internet cafe; a multi-media room; an office for onsite staff; and flexible dividable space located in the former cafeteria. He said the kitchen will be re- developed into a limited use warming kitchen, due to septic issues. John Thomas said his firm is proposing the inclusion of a multi-media room for tutoring and internet access, and this would take the place of a lot of the functions that the library once filled. He said this would allow a potential remote location for the library to send requested books. Commissioner Gordon asked if this is the area that is currently funded in the CIP. John Thomas said yes. John Thomas noted the location of the current septic. He said this existing system has a capacity of 2,400 gallons per day, and 1,000 gallons of this are allocated to the park. He said this only leaves 1,400 for the facility, which is the reason for the occupancy limitations noted on the slide — 140 persons for full day use. Commissioner McKee asked how often the park is used, if that much septic capacity is dedicated to it. He said the effective absorption rate is actually higher due to the limited use of the park. John Thomas said he does not have an answer to this; however Hillsborough Youth Athletic Association (HYAA) creates heavy use of the 3 ball fields located there. Chair Jacobs noted that this septic allocation is also meant to accommodate the future expansion of the park. Commissioner Pelissier said she thought that the 1,000 gallons was based on the planned full park use. John Thomas said this number is fixed. Chair Jacobs said Commissioner Dorosin had brought up putting money in the CIP to move the septic system across the street. He said the CIP has not been discussed, but this may be another way to address this in the future. Commissioner Dorosin said the Board could also consider making seasonal adjustments to the septic allocations for times when the park is not in heavy use. Commissioner Rich asked how the capacity and use of the system will be monitored. John Thomas said formulas for usage are developed based on proposed activities. He said it would take a stout use to utilize 1,000 gallons per day. He said there are a lot of safety measures built into this number. He said no one would be counting heads, but there would be need to be awareness of the programming and participation. Jeff Thompson said to actively manage this facility will be intensive from the staff standpoint. He said if this moves forward, a discussion could be opened with environmental health about how to modify the existing septic permit limits. Commissioner Gordon asked what the number of people would be if every room was filled in the community center simultaneously. Dave Stancil said this facility would be scheduled through their department's scheduling system, and the capacity could be monitored. John Thomas said the numbers are done by a formula that packs people in to the space. He said this is the calculation that is required by code, and using those numbers the figure is 718. Commissioner Gordon said this is more than three times the capacity and this is only an hour or two per day that the building can be fully occupied. John Thomas said the realistic occupancy is substantially less, and there will never be 718 people. Commissioner Gordon said the capacity in the building could be bumped up against much more easily than the capacity in the park. Chair Jacobs said environmental health would have the final say in this. Jeff Thompson reviewed the following slides: Park & Ride; "Kiss & Ride" • Route and shelter facility - First priority for 5 year bus service program • BOCC to be presented with program in April, 2014 Additional classroom space • 732 square feet as multi-functional, programmable space • Estimated additional cost: $29,000 Additional Septic Capacity • Studied in 2000's - Space fully occupied at the time - Continued use needed capacity expansion - Land acquired for expansion - Design completed in 2009 - 7,000 gallons of daily flow capacity • Expansion project not pursued: - Estimated cost: $800,000 - Dramatic drop in programmed space Mothballing Wings vs. Use as Storage • Objective - Preservation of Existing Space • Minimum Scope - Window Replacement - Roof Replacement - HVAC - Fire Alarm - Smoke Detection - Storage use would require additional estimated$15,000 in fire alarm costs Jeff Thompson referred to the park & ride slide and said Orange County Planning confirmed that bus service to the Cedar Grove site is the first service planned to be launched as part of the 5 year bus service program. He said the design and installation of the planned transit shelter and amenities (signage, schedules, etc.) can be coordinated with the Community Center design, should the BOCC choose to move forward with the project. The Board should see the final bus service plan for approval in April 2014. Jeff Thompson said this will use the southern parking component to allow people to loop around for drop offs. He said there is parking in the designated "new paved parking". Commissioner Rich asked how many spots this would have. Jeff Thompson said he does not see this being stressed for use, as a result of the parking North of the facility. Commissioner Rich asked if the parking will require a permit. Jeff Thompson said no permit will be required. Referring to the slide on additional classroom space," Commissioner Gordon asked about the location on the blueprint. Jeff Thompson said this is the area just south of the ladies room, next to the multi- media room. Jeff Thompson reviewed the slide regarding additional septic capacity. He said the estimated cost of$800,000 still stands as a reasonable estimate for that expansion. He said the plans have been reviewed, and there are no issues with design. Commissioner Rich asked why the 2009 Board of County Commissioners decided not to pursue this expansion. Jeff Thompson said in 2009 the only business that remained in use was a daycare center. He said it was cost prohibitive to keep the facility running. Chair Jacobs said the County tried to recruit others to use the space, but there were no takers. He said the cost effectiveness issues and the difficulty finding tenants during the recession led to the decision to close the facility. Jeff Thompson reviewed the slide titled "Mothballing Wings vs. Use as Storage." He said the mothballing state means protecting and preserving the wings for future use, while leaving the interiors as is. He said the question from the Board was what it would cost to convert this to code worthy, useable storage space. He said this would require additional fire alarm infrastructure at a cost of$15,000. Chair Jacobs said he brought up the space needs issue at a past meeting, and he felt this may justify the expenditure of creating storage space in the wings. He said in the meantime, he attended a Piedmont Food and Agricultural Processing (PFAP) board meeting. He said business has been so successful that PFAP's storage space is overwhelmed. He invited the PFAP Director Matthew Roybal to look at the wings for possible storage and suggested the businesses that use it could pay a rental fee. He said this rental fee would pay back for any needed improvements. Commissioner Dorosin asked if anything could be stored without the proposed improvements. John Thomas said no. He said the fire alarm system must be updated, and transoms must be changed. Commissioner Dorosin clarified that the space would be completely empty in the mothball model. John Thomas said that is correct. Jeff Thompson noted that the cost to mothball is $600,000, and the cost to convert to storage is $615,000. Chair Jacobs introduced Matthew Roybal, Manager of PFAP. Matthew Roybal said his clients at PFAP have a great deal of need for storage, and their current space is being reclaimed. He said the lack of dry storage will drive these clients out of the area. He said his initial assessment of the space was that it would be limited to dry storage use; however this is the greatest need at this point. He said the area would need to be free of pests, and there would need to be HVAC and access to restrooms. Matthew Roybal referred to the following email, previously sent to Chair Jacobs: Subject: PFAPC off-site storage Date: Feb 7, 2014 11:45 AM "On Wednesday afternoon, Jeff T., Rob, and I toured the community center site to evaluate the potential use of the auxiliary wings. The following is my initial assessment. Site Improvements Beyond the general "mothballing" improvements (windows, seals, etc.) the following would be required: • Docks would need to be added to either wing to accommodate food storage. Both wings are well suited for this improvement. • Doors would also need to be converted to double-doors with a minimum of 52 inches. • The floors would require a minimum resurfacing upgrade to weight-bearing tile or paint system. • Access to restrooms and hand-sinks would be required (the community center bathrooms would be sufficient for almost all potential uses). The following would be recommended improvements: • Parking and dock separation barrier half-wall or fence for foot traffic safety (a half-wall could be done in the planter-box style and landscaped if desired). • Long-term flooring system installed (concrete treatment or epoxy). Possible Use and Benefits Based on the above, the site could support food storage, ag-business production, distribution, and education (ag, food business, and job training) operations. • PFAPC and/or its Clients could immediately fill 33% of one wing, and 80% of both wings within two (2) years. • It is possible to locate some ag-business functions at the site beyond storage, resulting in additional site jobs. The community center could be an ideal labor source and training environment. • With two ag-business's on-site and 80% occupancy of both wings, my conservative estimate is that the site would support 8 to 12 full-time jobs, 6 to 8 part-time jobs, and 6 to 8 seasonal jobs. Please note a majority of these jobs would be transferred to the facility from other locations, and may not result in immediate hiring demands. • Regardless of PFAPC overseeing operations at the site or renting space at the site, PFAPC could possibly relocate select food operations to the site (ag and distribution related) freeing up valuable space at PFAPC. • The site is suitable for the location of a sub-zero freezer, which is in VERY high demand by local farmers and food businesses. Currently, PFAPC would be able to slot 12 to 20 pallets there today, and that demand is expected to triple within the next two (2) years. However, the expense of such an addition would be out of PFAPC's budget and would require other sources of funding, either county or grant funding. Costs would range from $30k to $90k dollars depending on specifications. Please note that certain ag-business functions that would be allowed at the site would require freezer capacity. Moving Forward If the county chooses to consider these potential uses, the following steps would be recommended: • Assessment/ study/ report of use and demand. • NCDA site evaluation for use. • Operational modeling / budgeting. Thank you for your ongoing support of Orange County agriculture and small businesses. This site has good potential; especially considering the area of the county it is located. Jeff has asked me (and I have agreed) to attend next week's meeting to answer any questions if necessary." Matthew Roybal PFAP Director matthew(a-)_pfapnc.org 919-241-4212 Chair Jacobs noted that this storage option could generate jobs. Matthew Roybal said many businesses are looking for co-location and seasonal work such as creating gift baskets, and that is a large growth area. He said restrooms would be required for any employees. Chair Jacobs said he thought this was worth bringing to the Board. Commissioner Gordon asked for clarification concerning the correlation between storage and employees needing restrooms. Matthew Roybal said if someone is using this for storage/distribution, individuals will come in to stock and relocate product. He said the state requirement is that restroom access be available for any approved space. Commissioner McKee said this facility operates as a business incubator, and several companies are about to graduate out of the facility. He said the discussion of using the wings for storage for PFAP ties back into the Board's desire to keep local businesses in this area. He said this is a reasonable use for these wings, and he would be more amenable to spending money for this use. Commissioner Rich asked for a description of dry goods. Matthew said this would include retail products or the supplies to create retail products, including pallets of boxes or boxes with non-perishable foods. He said the thickness of the floor also makes the site suitable for expanded use for potential refrigeration, Commissioner Rich asked how much space PFAP would use now and in the future. Matthew Roybal said PFAP themselves could potentially use 3000 square feet of dry storage capacity. Jeff Thompson said this equates to about 1/3 of a wing, or 3 classrooms. Matthew Roybal said that current demand would be exceeded, because his clients are so in need of storage. He said it would likely only take about 2 months to fill 33 percent of the facility. Commissioner Price thanked him for this proposal and said it is encouraging. She said this ties in well with the area and its agricultural heritage. Commissioner Gordon said the Board needs more information on the need for storage space. She questioned who needs the space; how much it will cost; how much income will be generated from clients; who will be the potential users; and what the impact will be on septic capacity. She would like staff outline the storage needs of Orange County's departments, and all of the other potential uses, as well the figures on use, revenue, and total cost. Commissioner Pelissier said there is a figure in their abstract that states the cost at just over $600,000. She said some additional funding will be necessary to make the additional improvements. She said the question is what the revenue will be in exchange for the investment. She questioned whether this location is a good long term storage space for PFAP, or if there is a potential that other options would draw clients away after the County invests in these improvements. She asked if this is really a good location or a stop gap location during a time of need. Matthew Roybal said it is not an ideal location, but the ideal location is not available for this use. He said food storage is usually in very inconvenient locations. He said there will be fluctuations in demand, and his dream is that a private developer would come in and see the value in developing space for this need. He said no developers have been interested so far. He said at this point, PFAP wants storage as close as possible to their current location in Orange County. Chair Jacobs said he envisioned that the Board would refer this back to staff to flesh out. He said in the past the Commissioners did not want to moth ball the wings. He is encouraged that the Board is now interested in this space for possible storage for either the County or for PFAP, and this meets a lot of other goals in the short and medium term. He said these businesses would pay for this storage space, which would allow the County to recoup these expenses. He said this is something to be fleshed out by staff. Commissioner Rich asked what this does to the timeframe for getting the community center built. Jeff Thompson said the architects are ready to go ahead with the community center with or without the moth ball option. He said there will be a 4-5 month design time, followed by the bid process and build process. He said this puts the opening in the summer of 2015. He said this is assuming the Board of County Commissioners releases them to go forward with the design in the next 6-8 weeks. Commissioner Rich asked what happens with storage space and if it comes on sooner. Jeff Thompson said the storage space is marginal add, as the mothballing scope will have to be done anyway. He said it will not add much timing to do the fire alarm system and the other modification. He said this would not really affect the endpoint timeline. Commissioner Rich said the Board doesn't want PFAP to find another storage space in the meantime. Jeff Thompson said staff could prepare the analysis during the architect's design time and bring it back to the Board of County Commissioners with the final design. Commissioner Price asked if the windows are state of the art premium priced items. John Thomas said these will meet the code requirement for community conservation and make this a weather tight space. He said these are standard commercial grade windows and roofing. Jeff Thompson reviewed the following slides and materials from the abstract: Option Comparison • Base Project (Approved in CIP) - Community Center - Removal of Wings • Option "A" - Community Center - Preservation of Wings - Storage Use - Fire Alarm - Smoke Detection • Option B" - Community Center - Preservation of Wings - Programmed Use - Septic Upgrade "Base" Project: Community Center, Remove Wings Preliminary Cost Estimate General Conditions $172,712 Selective Abatement & Deconstruction $294,881 Building Renovation $1,029,247 Site Work $253,255 Construction Subtotal $1,577,383 Contingency 8% $105,930 Professional Fees $173,500 Cultural & Archaeology Study $5,000 Construction Testing & Inspections $15,774 Permits & Fees $2,000 Audio Visual Equipment $20,000 Signage $3,500 Furniture, Fixtures &Equipment $94,643 Project Total $1,997,730 Option B— Fully Programmed Space. The cost to convert the wings to fully programmed space involves major investments in the septic system upgrade to allow for the additional required wastewater flow as well as the interior space upfit (to include an expansion of the proposed Community Center HVAC system) that would provide comfortable office, meeting and services areas necessary for programmable space. Septic Upgrade: MBAJ Architects and their engineering sub-consultants reviewed the construction documents and state that the system as designed is adequate for up to 7,000 gallons of daily flow. Full capacity design is estimated not to exceed $800,000, which includes adequate contingency for unforeseen conditions. This system was originally conceived and designed for the Board's consideration for installation from the early 2000s through 2009. The Board chose not to pursue the additional 7,000 gallons of daily flow to support the rapidly declining occupancy and programming of the facility. Upfit:A full occupancy upfit is estimated at $100 per square foot. The estimated full cost for this upfit, which includes the expanded Community Center HVAC system, is $2,100,000. FINANCIAL IMPACT: The Board approved the FY2012-17 Capital Investment Plan ("CIP") that included $250,000 in FY 2012-13 for deconstruction of sections of the facility in preparation for the future use on the site. The Board also approved $2.0 million in FY2014-15 for the design and construction of the new facility that, when combined with the $250,000 authorized in FY 2012-13, brings the total project capital budget to $2,250,000. The following illustration outlines the costs associated with the alternatives discussed: Option A — Storage Use, additional classroom space (No septic upgrade) Estimated Current Surplus/ Cost Revenues Appropriations (Deficit) Cedar Grove $2,000,000 $2,250,000 $2,250,000 $250,000 Project Classroom $28,800 $0 $0 ($28,800) Wing "Mothball" Design Fee Classroom $579,900 $0 $0 ($579,900) Wing "Mothball" Estimated Construction Cost* Classroom $15,000 $0 $0 ($15,000) Wing Storage Upgrade Estimated Cost Palletized $10,000 $0 $0 ($10,000) Storage Opening Additional $29,000 $0 $0 ($29,000) Classroom Space Upfit Estimated Cost Totals: $2,662,700 $2,250,000 $2,250,000 ($412,700) Option B — Program Use (Septic Upgrade) Estimated Current Surplus/ Cost Revenues Appropriations (Deficit) Cedar Grove $2,000,000 $2,250,000 $2,250,000 $250,000 Project Classroom $28,800 $0 $0 ($28,800) Wing "Mothball" Design Fee Classroom $579,900 $0 $0 ($579,900) Wing "Mothball" Estimated Construction Cost Classroom $2,100,000 $0 $0 ($2,100,000) Wing Upfit Cost (est. $100 per square foot) Septic System $800,000 $0 $0 ($800,000) Upgrade Estimated Cost Additional $29,000 $0 $0 ($29,000) Classroom Space Upfit Estimated Cost Totals: $5,537,700 $2,250,000 $2,250,000 ($3,287,700) Chair Jacobs said Dr. Sue Florence is here as spokesperson for the workgroup and would like to speak on this item. Dr. Sue Florence thanked everyone for allowing her to speak. She said she is a product of Orange County. She recognized members of her work group and thanked the recreation department and architects, who worked well with the group. She said everyone was able to agree on a plan to present to the Board of Commissioners. She said at the last meeting the group talked about bringing other programming services to the community center. She said economic standards caused all of the programming to be removed from this facility, and this is a lifeline for the community. She said the workgroup is interested in Option b because it would allow space for programs to return to the center. She said the group wants a combination of activities for their community to educate, flourish and grow. She said they also want the wings to be maintained. She said she would like to see the rescue squad back at this facility. She said the community will work together to help make this project happen. Chair Jacobs said this item will be coming back to the Board in April, and there is funding allocated in the budget. Commissioner Dorosin asked if it is possible to find a third way that would renovate one wing fully and use the other wing for storage. Commissioner Gordon said if the Board is talking about services, the County has a dual service model. She said the idea of expanding that model would be a different conversation. Chair Jacobs said that is not what is being discussed now, but is a possible discussion for the future. 2. Space Study Follow-Up to November 12, 2013 BOCC Work Session Wayne Fenton reviewed the following PowerPoint slides: Stressed, Unused and Underutilized Assets and Storage Assessment BOCC Work Session March 11, 2014 Board Update i November 12, 2013 space use and facility report presented to Board i Identified stressed, unused and under-utilized facilities and spaces i Identified inefficient use of storage space in some locations i Board requested additional information Board Update i This report presents: Options, costs and considerations for: i use or disposition of financially stressed assets i use of available unused/underutilized space Information regarding departmental storage practices, identified needs and policy recommendations i Board feedback and guidance intended to guide development of CIP Industry Standard Space Definitions i Report primarily considers assignable square footage Industry Standard Space Definitions - Service Area Square Footage - Circulation Areas - Mechanical Area Square Footage - Structural Area Square Footage "Stressed Assets" i Financially stressed assets i Assets that are fully depreciated and where cost of needed improvements exceeds market value of asset i Environment and Agriculture Center (EAC) Unused/Underutilized Space Includes: Unoccupied spaces Space not used at highest purpose Space occupied below recommended "density" EAC i Government Services Annex (GSA) i Whitted Center `A' Building First Floor "Flex Space" (unassigned) i Link Center First Floor �i Cedar Grove Center -wings Stressed Asset Environment & Agriculture Center Stressed Asset - EAC i Original construction 1960s i County acquisition and renovation - 1980s �i Fully depreciated �i Requires - $1,433,000 investment for roof, HVAC and/or parking area improvements/ replacements �i Would require additional - $80/square foot if existing spaces are upfit for other uses (� 10,960 assignable square feet available) - approximate cost of$876,800 EAC Options �i Current occupancy- assignable square feet EAC Options i "Status Quo" - existing use and/or occupants Requires HVAC, roof, parking investments �i Convert remainder of facility to conditioned storage Requires HVAC, roof investments �i Relocate occupants and storage and divest property and structures (may include ES sub-station and former car wash building) �i Relocate occupants and storage, deconstruct/demolish structures and divest property Jeff Thompson said a lot of this information is not in the CIP, but this conversation and the Board direction will allow staff to feed that CIP discussion. Wayne Fenton referred to slide 3 and said the gross square footage is the exterior measurement of the building, so it is not all useable space. He said this report focuses on what can be assigned to departments for their use. Commissioner Dorosin asked how a building can be stressed and underutilized. Wayne Fenton said stressed means the building is fully depreciated and has improvements that exceed its value. He said the underutilized status means the number of people for the square footage is lower than it would ideally be if the renovations were done. Commissioner McKee said the current occupants of the Environment and Agriculture Center (EAC) are happy with their location and would like to remain there. He said if the building is underutilized, then more people need to be put in the space, rather than writing it off. Wayne Fenton said the HVAC improvements are required, and the entire system has aged out. Commissioner Gordon asked what space in the EAC building would be converted to storage if occupants stay there. Wayne Fenton said the goldenrod colored area on the blueprint is the current conditioned storage. He said if the status quo option is followed, this would be left as is. Commissioner Dorosin said the suggestion was about turning the whole space into conditioned storage. Commissioner Gordon said if the EAC is underutilized, it can either be used for more storage or more people. Wayne Fenton said there are currently offices being informally used for storage in addition to the conditioned storage. He said more people could be put in that space. Commissioner Gordon said this means that some of the designated department spaces on the design are not occupied. Wayne Fenton said there are some spaces that are not occupied, and there are some that are larger than needed. Commissioner Gordon asked if staff would recommend converting unoccupied offices to conditioned storage. Wayne Fenton said there are a number of options that could be pursued. Jeff Thompson said one of the perspectives of underutilization is matching the building to its highest and best use. He said this building would be suitable for a lower rent rate as a storage unit. Commissioner McKee said he is not arguing against making an investment to make this a more useable space. He said there are many agricultural offices that need to be co-located for their similarity of purposes in the EAC. He said the records need to be accessible to each other. He said the idea was floated of moving these offices to other locations, and his main point is that this facility works best for what it is being used for. He said it is meant to be an agricultural facility and these departments need to stay together. Commissioner Price asked what the difference would be between upfitting this space or building a new facility with the same services. She agrees with Commissioner McKee that the departments should stay together. Jeff Thompson said the existing CIP has the Blackwood Farm, which would be the consolidated facility for these uses. He said this is now in the CIP at $6 million. He said if that was not there and the County had to replicate this facility, it would be about a $3 million project. He said this compares to $1.4 million to keep the current facility in an operational state as a co-located facility. Commissioner Pelissier referred to the chart and said it appears that one option was to put all of these departments into the Government Services Annex. Wayne Fenton said this was discussed in November as an option that could work but was not ideal. Commissioner Pelissier said she understands the need to keep these departments together. She said her idea was to move them to the Government Services Annex and then use the old building for storage for PFAP, since it is more centrally located. She asked if this move would require the departments to share counters. Jeff Thompson said yes. He said using industry standards, the space could be consolidated; however this does not account for individual needs of the departments, which add space. He said these are really four independent departments working individually under one roof. Commissioner McKee said there are not only 4 separate agencies, but there are 3 separate governments in this building. Wayne Fenton said this presentation is just about presenting the options. Chair Jacobs asked about the next steps for this particular facility and when this will come back to the Board. Jeff Thompson said this has been an outline of the options, and there is a $1.4 million need to keep this building going as it stands. He said this can be done, but if there is a choice to move forward with Blackwood Farm, then this old building could be filled with storage. Chair Jacobs said he is just asking where this is being left in the decision making process for the Board. He asked if this will be brought back to a subsequent meeting with options. Wayne Fenton said if a decision is made on Blackwood Farms then staff can keep this building operational, because there is a goal line. He said the recommendation for the use of the facility is more in keeping with being a former grocery store. He said if there are factors that make the Board want to keep it then staff will work with that guidance. Chair Jacobs asked if this will then be part of the CIP discussion. He said the Board can talk about this at work sessions, keeping this information in mind as a decision is made about any CIP modifications in relation to this building or Blackwood Farm. Clarence Grier said if the building is kept, one suggestion likely to be put forward if is to invest the additional $1.6 million to make it structurally sound. Commissioner Gordon said no one has asked about the specific needs for more office space, co-location and who needs it. She said this information has not been presented in a way that will help them make any decisions. Jeff Thompson said staff reported in November that there was no demand for more office space in the near future. He said the only exception was the Department on Aging. He said there is more office space overall than demand, which results in underutilized space. He said the only facility that is stressed is the EAC. Commissioner Gordon said the principles say that the use of office space for storage space is bad. She asked what the solution is for this, and she asked if this information can be brought back. Commissioner Price asked if staff would recommend moving walls or reconstructing the inside if the EAC building were kept. Jeff Thompson said the storage space was created when planning and environmental health moved out. He said anything is possible for an interior upfit. Commissioner McKee said he is hearing that it would make more sense to renovate the whole structure to standards rather than to spend less and leave other improvements hanging out there. Clarence Grier said the debt service cost gained would bring the building up to code and give staff the desired building and space. Commissioner McKee said this makes sense. He said past conversations have been a stalking horse to move to the Blackwood Farm facility. He said the conversation continually comes back to this being an underutilized facility, and then this leads to conversations about Blackwood Farm, which is a disconnect for him. Jeff Thompson said Blackwood Farms predated this plan, and his point is if the Board of County Commissioners is going to do this, then funding should not be spent in two places. Commissioner McKee said his point is that the funding for Blackwood Farms was jumped forward last year and then back again. He said there is no definitive plan for why the funding was moved forward. Dave Stancil said when staff went through the CIP discussions last year, the idea that this older building was not worth saving was what drove the idea of the Blackwood Farm facility. Commissioner Dorosin said the Board needs to make a policy decision of whether to keep the EAC with the collocated spaces on this site. He said if this decision is yes, then the question of renovating the building is an easier one to answer; if the answer is no, then the Board can look at other options. He said perhaps underutilized facilities should put back on the tax rolls, or for affordable housing or some other use. He said this policy question needs to be answered soon. Chair Jacobs said the funding jumped because the manager at that time saw the proposed costs to renovate and decided to propose moving to Blackwood Farms. He said the Board did not make that decision and they were working on consolidating facilities. He said he feels this should be part of the CIP discussion. He said there is now a different take on this building, and there are two options. Commissioner Gordon said the EAC site is better suited to stay in Hillsborough in some form or fashion. She said Blackwood Farms was designed by the committee to have a parks operation base. She said the location is decentralized, and she feels the Environmental and Agricultural Center functions should not be put there. Commissioner McKee asked for consensus on moving forward with looking at how to best utilize the existing space at EAC to maintain or rebuild the facility for usage by current occupants. Chair Jacobs said he has not heard anyone object to this, and he feels the Board can take Blackwood Farm off the table; however he feels other sites could be kept on the table. He said it is premature to say definitively that there is no other option until the Board hears the presentation. Commissioner Gordon said she would just like to see this facility somewhere in Hillsborough. Chair Jacobs said he hears the consensus that Blackwood Farms is not where the EAC should be located. Wayne Fenton resumed his review of the following PowerPoint Slides: Underutilized Asset Cedar Grove Center Underutilized Asset- Cedar Grove Center (blueprint) Cedar Grove Center "wing" options i "Moth ball" for potential future use (several upgrades required to meet current code); i Make minor modifications to allow use as minimally conditioned storage space; i Renovate for use as fully-conditioned storage space; i Renovate for use as office space for one or more of the departments currently housed at EAC i Has adequate space to house all EAC occupants i Would require - $2,100,000 for upfit i Additional $800,000 for septic system if office and associated use selected Underutilized space Whitted Center i Unassigned "flex" space (blueprint) Unassigned space 2,565 square feet Underutilized space - Whitted Center i Whitted `A' building - i Approximately 2,565 SF of assignable space i Opportunities include: Move DEAPR staff from EAC Move DEAPR staff from Central Rec i free up Central Rec space for programming Other i $205,000 to upfit for office and associated use Underutilized Asset Government Services Annex Underutilized Asset - GSA i Significant use of class `B' office space for storage i Items can be stored more efficiently i Off-site storage more economical and would free up valuable office space i Opportunity to house County department(s), business incubator space, and third-party leased space, etc. Underutilized Asset- GSA (blueprint) i Current occupancy- assignable square feet (First Floor) Board of Elections 4,880 square feet Underutilized Asset - GSA i Potential occupancy- assignable square feet Board of Elections (2,880 square feet) Other Use (2,000 square feet) Underutilized Asset - GSA i Required for any continued use: $350,000 required for HVAC system replacement $400,000 to address floodplain issues i Required if interior space to be modified for other uses: $390,000 for extensive upfit of all assignable square footage (4,875 @ $80/square foot) Underutilized Asset- Link Government Services Center Underutilized Asset- Link GSC i Unassigned space - - 4,680 unassigned square feet i Underutilized Asset- Link GSC i Available to house additional County department(s); i Available for future growth of current occupying departments; i - $819,000 to upfit all available unassigned square footage (restroom upgrades, air distribution modifications, sprinkler activation, etc.) Underutilized Asset Former AMS North Administration Building i Former AMS North Administration Building i Minor upfits completed early 2014 for use by Orange Public Transportation i Relocated from modular unit leased at $600 per month Underutilized Asset Public Defender/129 King St Public Defender/129 King St. i Former Purchasing and Central Services Building i Public Defender relocated from leased space in Fall 2011 i Building includes - 1,360 square feet of unconditioned low-bay warehouse space i Accessibility issues Storage Assessment Storage Needs Records i Tools & Equipment Office - Printers, copiers, etc. Service delivery-AMS, Animal Services, Emergency Services Supplies Service delivery- medical, food, books, etc. Office i Surplus property Storage Space - "Off-Site" i EAC - Revere Road Storage Space - "Off-Site" i EAC - Revere Road Dedicated records storage Twenty-nine individual "lockers" Standardized storage for file boxes only Equipped with shelving units Secure, managed space Conditioned space Storage Space - "Off-Site" - cont'd Former car wash - Revere Road Storage Space - "Off-Site" - cont'd Former car wash - Revere Road Unconditioned space Four individual "bays" To be equipped with shelving units to maximize capacity Secure space Storage Space - "Off-Site" - cont'd 510 Meadowlands - Emergency Services Storage Space - "Off-Site" - cont'd i 510 Meadowlands - Emergency Services Heated warehouse High bay storage racks - count/linear feet Managed by Emergency Services staff Loading dock access Storage Space - Off-Site - cont'd Former Motor Pool - Highway 86 N Storage Space — Off-Site — cont'd �i Former Motor Pool — Highway 86 N AMS tools, equipment and supplies Rack storage to maximize use Second level could be added to increase storage capacity Heated warehouse Departmental Storage Survey Findings �i Fifteen departments make use of the "off-site" conditioned storage lockers located at the EAC on Revere Road for records storage; �i Three departments store items in the unconditioned space at 510 Meadowlands Road; �i Twenty departments indicated that there are regulatory requirements for records retention for records for their departments; Departmental Storage Survey �i Fifteen departments indicated that they routinely retain records beyond the required retention period for their department/agency; �i Eighteen departments indicated that electronic storage of at least some of the records they are required to retain is acceptable (would have additional unbudgeted cost implications for IT scanning project); Departmental Storage Survey �i Seventeen agencies indicated that off-site storage of required records is acceptable; �i Several departments currently use office space for storage of records, equipment, etc. Storage Use Recommendations �i Written policy for storage of records and other items requiring storage that will ensure: Frequently accessed records and other items housed " locally" stored within departments; infrequently accessed records and items efficiently stored in off- site storage locations; Regulatory requirements for records retention are met; County needs/wishes for retention of records with historical significance are maintained Storage Use Recommendations — cont'd �i Written policy for storage of records and other items requiring storage that will ensure: Records not maintained for historical reference routinely destroyed and/or recycled at end of retention period; Non-record items stored as efficiently as possible based on frequency of access, type of storage required (conditioned versus unconditioned), etc. Designated office space not used for records or equipment storage; Discussion "The County Manager recommends the Board receive and discuss the space study follow up information and provide guidance to the County Manager and staff in anticipation of the FY2014-15 Capital Investment Planning process." Wayne Fenton said some of the building and equipment at the Link Government Services Center is in the flood plain area and needs to be moved. Jeff Thompson said there is no regulatory mandate to do this, but it is a risk. He said there has been water in the basement. Chair Jacobs noted that if the building was taken down, nothing new could be put back up as it is in the flood plain. Jeff Thompson said this is correct. Commissioner Gordon asked about the differences in the upfit costs. Wayne Fenton said the heating and air systems in this part of the building were not designed for individual offices, so the distribution would have to be re-done, and bathrooms would have to be added. Discussion ensued about the past history and use of the building. Referring to the storage space needs slides, Wayne Fenton said staff sent out a survey to the departments requesting information on storage needs and practices. Referring to the slides on EAC storage space, Wayne Fenton said the storage area is upfit with chain link fences and shelving, and the only thing being stored there are records in banker boxes, properly stored on shelving. Jeff Thompson said each cage stores about 108 record boxes, and some departments have more than one cage. Wayne Thompson said staff will come back with a draft policy for how long records need to be kept. He said staff will work to help departments comply. Jeff Thompson said the incorporation of the digitization technology will hopefully result in more shared goals with the departments. He said some departments want all records at arm's length, and this takes up valuable space. Chair Jacobs asked what recommendation is being made with regard to existing unused space and space currently being used for storage. Jeff Thompson said the Government Services Annex could be offered up for third party use and still has ample storage. Chair Jacobs said the conclusion is that guidelines are needed for storage. He said he does not have clarity on where things are stored now and where they would be stored in the future. Jeff Thompson said there is a need for centralized storage, and there are office and common area spaces being used inappropriately for storage. He said departments will request more space because space is being used for storage that could be done offsite. He said staff has interviewed the departments and now understands these situations. He said departments feel fragmented in their record retention needs, and there is little awareness of the digitization process. He said the recommendation is to formalize a policy for this and free up the best use office and common space by getting those items into storage spaces. He said this will lend itself to the space study as it relates to available space that can be used for incubation, developmental, or other economic development space. Chair Jacobs said the Board is trying to come to more clarity regarding the wings at Cedar Grove or the EAC building. He thought there would be better answers after this discussion, but it seems that staff needs more time. Jeff Thompson said that is correct. Commissioner Gordon said this is a start, but it does not go far enough. She said the information needs to be organized more efficiently. She said there needs to be some kind of statement about what kind of space each department needs and how much space it needs. Jeff Thompson said this question has been asked, but most departments don't know that answer. He said more probing and education is needed on this issue. Commissioner Gordon said the Board received a lot of information before, and this is a subset of that. She feels there needs to be another work session on the space needs study to bring this to some manageable recommendations. She said if the discussion is about consolidation, staff should try to figure out some way that is convenient in order to eliminate the need for people to drive their cars to get to different departments. Jeff Thompson said this has been done, and EAC has been consolidated and co- located, though the facility is depreciated. He said he is not asking to move people out. Commissioner Gordon said her point is that consolidation should be done to as few locations in Hillsborough as possible. Jeff Thompson said that point is intact. Commissioner Gordon said it would be good have another space needs work session. She said the idea of having the recreation folks come over to Whitted is a good one, as the recreation building is not a great space. She also thinks recreation needs expansion. Commissioner Price would like to see more consideration of the fact that we are in a digital age. She said this needs to be considered when looking at what the modern space needs really are for the people in each department. She said a huge desk is no longer a requirement. Jeff Thompson said this has been discussed, and modernization of offices does require less square footage, however technology does not address meeting spaces and customer service spaces, and size is needed in these spaces. He said there is adequate space for growth, and there will be more once the storage policy is tightened up. Commissioner Pelissier said she has struggled because there are CIP decisions to be made, and the Board does not have all of the information. She said this is really more about best use of facilities. She would like to see how much actual space is being used for storage. She said there is no way to know how much less space is needed until the policy is developed and implemented. Jeff Thompson said the big CIP discussion is what to do about EAC. He said this is really the only facility in need of direction, outside of optimal use, which is not a CIP issue. Commissioner Pelissier asked how long it will take to find out how much less space is needed. Jeff Thompson said that is a challenge, because there are so many regulatory groups to deal with. He said 6 months is probably a fair timeline. Commissioner Rich asked what happens to the CIP if departments start digitizing items. Jeff Thompson said there is a line item for that. Chair Jacobs said there seems to be a lot more work to do on analyzing storage space. He said it would be good to have a matrix showing the overlapping needs of departments, and an analysis of office space. He said the Board also needs to come back to the issue of the EAC and how it fits into the CIP. He said there is agreement not to put EAC functions at Blackwood Farms, and it seems there is no other space that would allow the co-location. He said the Board would like to have three alternatives in the CIP for EAC: 1) keep it as is; 2) renovate; or 3) build a new building on the same site. Jeff Thompson said a major renovation, adaptive reuse or a deconstruction could be done. He said these options could be presented, as well as what is currently in the CIP. Commissioner McKee asked for a consensus again on the current uses at EAC to be maintained at the site on Revere Road and not moved to Blackwood Farms. Commissioner Price said she really wants to stay on top of the technology issue as it relates to the space study and the effect on office space. Jeff Thompson said staff can specifically report on this. Commissioner Price said she was also voting in favor of the straw poll. Commissioner Dorosin asked for clarification on the purpose of the straw poll. He reviewed the three options for the site. Chair Jacobs said another option is to leave the building as it is. Commissioner McKee said the consensus he asked for is simply that the best use is to maintain the current agencies at the current building, as this is what is best for the agricultural community. Commissioner Dorosin asked if Commissioner McKee wants the idea of moving all three agencies somewhere else to be taken off the table. Commissioner McKee said yes, because the agencies and the community are happy with the current location. He said there are various government agencies involved and if a move were made to the annex, some of these agencies would go to Durham. Commissioner Gordon said she feels this should be brought back again. Chair Jacobs asked if the majority of Board of County Commissioners is comfortable with leaving the current functions co-located at that site, with recommendations for permutations to come from staff for consideration in the future. He said this at least gives some direction. Chair Jacobs asked if there are plans for expansion for those offices that have extra unused space, or if the Board should be considering further shifts of departmental space. He questioned whether some of these buildings should go into the public pool or be dedicated to some quasi-private function like an incubator. Jeff Thompson said if staff can get the storage situation right, there will be space for reasonable and prudent County function expansion. He said if there is still surplus space, this can go into the pool for economic development. Chair Jacobs noted that the Board will not have adequate information about storage when the Cedar Grove item comes back on April 15th. He said this means a decision will be made without knowledge of the County storage needs that might be met by those wings. He said there can be discussion of other possibilities, but there will be only one actual proposal in front of the Board at that time 3. Presentation of Manager's Recommended FY 2014-19 Capital Investment Plan (CIP) Clarence Grier said the CIP commits the County only to the first year of funding for capital projects and the other years are just used as a planning tool. He said the next fiscal year includes $22.8 million in projects. Paul Laughton reviewed the background information for this item. He referenced the letter from Orange County schools that is included in the packet. He said this addresses funding requests for year 1 and the facility assessments and needs. He said both school districts total $330 million in facility assessment needs. He said the department heads were not asked to speak tonight, as time is limited, and he noted April 10th and May 15th as dates for future CIP work sessions. He said these will provide opportunities to outline specific projects. Paul Laughton reviewed the following PowerPoint presentation: County Manager's Recommended FY 2014-19 Capital Investment Plan Presentation Link Government Services Center, Hillsborough Orange County, NC March 11, 2014 Overview • 5-Year Capital Investment Plan (CIP) with detailed information in Years 1-5, and an overall picture in Years 6-10 • The CIP is a budget planning tool that is evaluated annually to include year-to- year changes in priorities, needs, and available resources. • Funding decisions are approved only for Year 1 (FY 2014-15. CIP Format • Divided into the following sections/tabs: • CIP Summaries • County Projects • Special Revenue Projects (Article 46 Sales Tax) • Proprietary Projects (Water & Sewer, Solid Waste, and Sportsplex) • School Projects • Appendices (Debt Service, County Project balances, and Policies) FY 2014-19 Orange County CIP Projects (pie chart) County-Wide Summary—Appropriations FY 2014-19 Orange County CIP Projects (pie chart) County-Wide Summary - Revenues Current CIP Projects Removed from Recommended FY 2014-19 CIP County Projects: • Robert and Pearl Seymour Center (no funding since FY 12-13) • Upfit of Link Government Services Center (no funding since FY 12-13) • Affordable Housing — Impact Fee Reimbursement (will be budgeted in the Housing Fund in FY 2014-15) • Energy Bank (will be handled through the Asset Management Services operations budget in FY 2014-15) Parks Projects: • Joint Artificial Turf Soccer Fields w/Town of CH (project completed in FY 13-14) Current CIP Projects Removed from Recommended FY 2014-19 CIP Water and Sewer Projects: • Lake Orange Capital Maintenance (no funding since FY 12-13; will be handled as an operations and maintenance item in Annual Operations Budget starting in FY 2014-15). • Richmond Hills Pump Station Rehabilitation (the anticipated connection timeline between the Efland Sewer and the City of Mebane negates the need for this project in the CIP). Major Changes to Current FY 2013-18 CIP County Projects: • Southern Branch Library— moves up 1 year • HVAC Projects —Whitted HSC Chiller Replacement included in Year 1 • EMS Substations — co-build concept with Towns of CH and Hillsborough • Six (6) New Projects Major Changes to Current FY 2013-18 CIP (cont.) Park Projects: • Blackwood Farm Park— includes $147,000 in Year 1 for limited opening/amenities (trail construction, dock, restrooms, parking, signage); Park construction in Year 4 • Cedar Grove Park (Phase II) — includes $200,000 in Year 4 for lighting replacement on field #1 and renovations to basketball courts. • Lands Legacy—the $2.4 million total in prior bond authorization funds is included in Years 1 and 2 • Millhouse Road Park— park construction pushed back 2 years (to Year 4) as per Town of CH funding timetable • 1 New Project (Facility Renovations and Repairs) Major Changes to Current FY 2013-18 CIP (cont.) Water and Sewer Projects: • Buckhorn-Mebane EDD Phase 3 & 4 — pushed back 1 year to allow completion of Phase 2 • Efland Sewer Flow to Mebane — construction costs have increased by approximately $900,000 • Hillsborough EDD — moved up 3 years due to projected economic activity • Eno EDD — pushed back 4 years due to recent feasibility studies in providing sewer service to the area • 2 New Projects Major Changes to Current FY 2013-18 CIP (cont.) Solid Waste Projects: • Sanitation — increased costs of Eubanks Road Convenience Center improvements by approximately $1.1 million. • High Rock and Ferguson Road Convenience Centers improvements have been pushed back 1 year. Bradshaw Quarry Center Improvements pushed back to Years 6-10. • Recycling — includes purchase of Urban carts in FY 2013-14 and Rural carts in Years 1 and 2. Major Changes to Current FY 2013-18 CIP (cont.) Sportsplex: • Includes consolidating Phases 2 (Indoor Field) and 3 (Indoor Court) into one Major Expansion Project in Year 2 after Phase 1 is complete. Schools: (Based on most recent SAPFO #'s) • CHCCS — Middle School #5 moves back 3 years to open FY 2020-21; Elementary #12 moves up 1 year to open FY 2020-21; Carrboro HS additions moves back 3 years to open FY 2023-24 • OCS — Cedar Ridge HS Classroom Addition moves back from FY 2015-16 to FY 2022-23 New Projects in CIP County Projects: • Cedar Grove Community Center Library Kiosk (Year 2) • Main Branch Library Remodel (Years 6-10) • Parking Lot Improvements (Years 2 and 4, Years 6-10) • Life Safety—ADA (Years 1, 2, and 5, Years 6-10) • Court Street Annex (Years 6-10) • Historic Rogers Road Neighborhood Community Center/Infrastructure (Year 2) Park Project: • Facility Renovations and Repairs (Years 1-5) Water & Sewer Projects: • Economic Development Infrastructure (Year 1) • Economic Development Utility Extension Projects(Years 1 and 2) New Projects in CIP (cont.) Solid Waste Projects: • Recycling Operations - purchase of Urban carts (Current FY 2013-14) and Rural Carts (Years 1 and 2) Sportsplex Projects: • Combines Phases 2 (Indoor Turf) and 3 (Indoor Court) into one consolidated project (Year 2) Major County Projects -Year 1 • Cedar Grove Community Center $2,000,000 • Southern Orange Campus (Future Planning) - $400,000 • Information Technology $500,000 • VIPER Radio System $500,000 (2nd year of tower cost) • Conservation Easements $250,000 • Lands Legacy $400,000 • P & R Facility Renovations and Repairs $256,500 Special Revenue Projects —Year 1 (Article 46 Sales Tax) • 50% of proceeds to Economic Development initiatives, and 50% to Schools • Economic Development— $1, 386,490 (distributed among 8 initiatives with approximately 60% reserved for debt service) • Schools — CHCCS $852,690 (1/2 towards Technology, and 1/2 towards facility improvements at older schools); OCS $533,800 (Technology 1:1 laptop initiative) Proprietary Projects —Year 1 • Water and Sewer Projects: • Efland Sewer Flow to Mebane $4,530,000 • Hillsborough EDD $150,000 • Economic Development Infrastructure $100,000 • Economic Development Utility Extension Projects $250,000 • Solid Waste Projects: • Eubanks Road SWCC Improvements $2,428,283 • Purchase 7,000 Rural Recycling Carts $378,000 • Sportsplex Projects: • Phase 1 Expansion (Pool Mezzanine) $950,000 School Projects -Year 1 • No new Debt financing of School Projects in FY 2014-15 • Pay-As-You-Go funds ($3,724,849) — same amount as in FY 2013-14 • Lottery Proceeds ($1,336,280) — decrease of approximately $17,000 from FY 2013-14 (based on State projections) Appendices • Debt Service and Debt Capacity: • General Fund — remains under the 15% debt capacity throughout the 5-year CIP; reaches 15.44% in Year 6 (FY 19-20) with a high of 19.15% in Year 8 (FY 21-22) • Water and Sewer Projects (Article 46 Sales Tax proceeds) — current projected revenue earmarked for debt service is adequate to cover debt service payments over the 5-Year CIP • County Capital Project balances • Capital Funding, Debt Management, and Fund Balance Management Policies Document Availability • Clerk to the Board of Commissioners • County Finance and Administrative Services Office • Orange County Website • www.orangecountync.gov Paul Laughton referred to the pie charts regarding appropriation and revenues. He said the appropriations can really change year to year. He said a large part of this year's increase is driven by the jail project. He said the SAPFO numbers for the schools drive the needs and capacity decisions. He said the CIP shows many of these in years 6 through 10. He reminded the Board of the capitol funding policy included in the appendices section, which gives a principle target of providing capital funding of 60 percent to schools, and 40 percent to the County over a decade, starting in 2005. He said the County is right at this goal if you look at the 10 year period, with 59.6 percent schools and 40.4 percent County. Paul Laughton said the HVAC chiller is having a lot of problems and there is $150,000 in HVAC to pay for this. He said the total cost is $200,000, but there is $100,000 in available contingency from the Whitted project that can be used. Chair Jacobs said the current chiller has been a problem from the start, and there is an issue in the community with the sound. He suggested that the replacement be vetted for sound. Paul Laughton said the co-build concept for EMS substations with the towns of Chapel Hill and Hillsborough includes a plan to do two buildings in year 2, with a cost of$600,000 per substation. He said this would be one for the town of Chapel Hill and one with the town of Hillsborough. He said this would be done again the next year, followed by two stand alone stations. He said this would include one in year 5 and one in the out years. He said this provides 4 co-built locations and 2 stand-alones, which is a major change. He said the Lands Legacy allocations are $400,000 in year 1 and $2 million in year 2. Commissioner Dorosin asked if the Lands Legacy plan is to spend $2.4 million by 2015-16 buying more land. Paul Laughton said that money would be available. Commissioner Dorosin asked if the money could be given to something else if it is not spent. Paul Laughton said that would be a decision for the Board, but the people approved this bond for use with Lands Legacy. He said this lapsed in 2010, and it will require refinancing and re-funding if it is the desire of the Board. Commissioner Dorosin asked if there is a legal obligation to continue allocating this bond money to this project. Commissioner Gordon said the Board has an ethical obligation, since the voters voted for this bond. She said there were some rough patches with financing, and therefore some Lands Legacy funding was deferred; but she feels there is still an ethical obligation to come through with this funding. Commissioner Dorosin said there is not a legal obligation. Commissioner Gordon said there is not a legal obligation with any bond, but there is an ethical obligation. Paul Laughton said the increase to the Eubanks Road Convenience Center improvements will bring the total cost to $2.4 million. He said much of this is dealing with the moving of the scale house operations and the associated site improvements. He said this includes extension of water and sewer, additional storm water structures, 2 additional compactors and a larger household hazardous waste building. Paul Laughton referred to the Sportsplex improvements. He said there are details in the abstract that present some compelling revenue numbers. He said phase 1 would be done in 2014/15, moving right into phases 2 and 3 in year 2. He said the cost is the same, with $950,000 for the first phase and $2.8 million for the next two phases. He referred to the changes to schools. He said the move back for the middle school is related to the addition of the Culbreth science wing. He said the Cedar Ridge High School addition was put in the plan for discussion, but the SAPFO numbers say this is not needed until 2022-23. Paul Laughton reviewed the new projects slide. He said the Main Library remodel focuses on upfits to four main areas. He said one immediate need is that some of the shelving units have height and safety issues. He said this may be seen in the recurring capital library budget for next year. He said this is an $11,000 project. Commissioner Gordon asked why this new library would need remodeling. Paul Laughton said this was based on a study that identified four areas for re-design. He said this is outlined on page 26 of the CIP. He read some of this language. Paul Laughton said the Historic Rogers Road Community Center infrastructure is $3,025,000 allocated in year 2. Commissioner Dorosin asked about the ADA improvements and whether these improvements are scattered sites. Jeff Thompson said there are five or six different buildings funded in the CIP for this. Commissioner Price asked if there is a way of collapsing the timeframe to be ADA compliant Jeff Thompson said a lot of the ADA issues are not code requirements, but they are convenience requirements Commissioner Price asked if this can be moved up in the CIP. Paul Laughton said a lot of these items are small funding amounts. He said the total for a ten year project is only $175,000. Chair Jacobs agreed with a shorter time frame. He said he brings this up every year. Paul Laughton noted an increase to the Efland Sewer project, based on design changes. He said the economic development utility extension project has $250,000 allocated in year 1 and year 2 as a placeholder for projects being considered but not finalized. He said if no project develops, this money would be rolled into future years to be used as needed. He referred to the appendices section of the document and said the first section on page 108 separates out the general funds and debt capacity. He said this plan remains under the 15 percent debt capacity throughout the 5 year CIP period and then reaches 15.44 percent in year 6. He said this gets to a high of 19.15 percent in year 8. He said this is driven by the 3 new schools that will open between 2020 and 2024. Paul Laughton said water and sewer projects also show a debt service on page 110 of the appendices. He said the debt financing is funded through article 46 sales tax. He said there is adequate funding for debt service over the 5 year period. He said in year 4, the debt will not be covered on an annual basis, but there will be reserves set aside for this. Commissioner Gordon asked how much is set aside. Paul Laughton said right now, to get through fiscal year 2018/19, there will still be $1.8 million set aside for debt service. He said the debt service in 2018/19 is about $982,000. Commissioner Gordon said she looked at last year's CIP compared to this year. She noted that there is $9 million more in year 3, and $4 million more in year 4. She asked what drove this. Paul Laughton said one item that moved up a year was the $7.7 million for the Southern Branch Library. Commissioner Gordon asked how this is financed with these large changes. Paul Laughton said staff looks at their debt capacity and makes sure to stay under that 15 percent. He said the manager can then recommend moving projects forward based on needs, as long as the debt capacity can handle it. He said the issue will be when the schools start opening, based on SAPFO, in years 6 through 10. Jeff Thompson said there will be more discussion with the department heads at the next two meetings. He said he welcomes the opportunity to answer questions prior to the meeting on April 10tH Chair Jacobs said storm response was discussed in agenda review, and there is a report coming to the Board. He said the strategic communications group needs to talk about how the County can be a better conduit for information. Commissioner Price said she was also concerned that the shelter was closed when people were still out of power. Chair Jacobs said Piedmont Electric was not aware that the shelter had opened or closed, and he feels there needs to be a better communication plan that gives one place for all the information. A motion was made by Commissioner McKee, seconded by Commissioner Rich to adjourn the meeting at 10:23 pm. VOTE: UNANIMOUS Barry Jacobs, Chair Donna S. Baker Clerk to the Board