HomeMy WebLinkAboutAgenda - 06-17-2014 - 7h ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: June 17, 2014
Action Agenda
Item No. 7-h
SUBJECT: Space Study Work Group Formation and Charge
DEPARTMENT: Asset Management Services PUBLIC HEARING: (YIN) No
ATTACHMENT(S): INFORMATION CONTACT:
1) Board-Adopted Framework for Jeff Thompson, 919-245-2658
Iterative, Continuous Space Study Wayne Fenton, 919-245-2628
(06/18/2013)
2) Facilities Disposition and County
Services Illustrative
PURPOSE: To consider the establishment of a Work Group and charge to provide
recommendations regarding on-going facilities planning and space utilization, and if the Work
Group is established, appoint two members of the Board of Commissioners to serve on the
Work Group.
BACKGROUND: After the development of the Link Government Services Center (1992) and
the Southern Human Services Center (1998), Orange County developed a comprehensive
space study and related facilities use and development plan to address departmental space
requirements in 2001, with major updates in 2005, 2006, and 2010.
Summaries for these studies and related actions are located at:
wvvw.oranciecountync.goviassetmqmtIadmin.asp
The Board may recall that numerous updates to the original 2001 report have been provided to
the Board including:
• September 4, 2001 - Hillsborough Judicial Facilities Expansion Planning Process
• November 7, 2001 - Justice Facilities Site Expanded Master Plan
• January 28, 2002 - County Supported Facility Needs
• April 30, 2002 -Justice Facilities Development: Expanded Master Plan Presentation
• May 6, 2002 - Justice Facilities Development
• December 10, 2002 - Justice Facilities Expansion and Other County Space Needs
• October 21, 2004 - SportsPlex/Facilities Study Reorientation
• March 31, 2005 -2005 County Space Needs Report
• October 17, 2005 - 2004 Facilities Study Group Key Issues Report
• November 9, 2006 - Orange County Space Needs Update
• January 16, 2008 - Space Study Update: Human Services Operational Space and Link
Center
• February 9, 2010 - Space Issues - Update, Revere Road Reallocation, Divestiture,
Hillsborough Commons Next Steps
• May 21, 2013 - Space Study Update
• November 12, 2013 - Space Study Update
• March 11, 2014 - Space Study Follow-Up to November 12, 2013 BOCC Work Session
2
The Board-adopted study framework is illustrated in Attachment 1 entitled "Board-Adopted
Framework for Iterative, Continuous Space Study". The framework is founded in the original
2001 framework and guiding principles as well as the major space study framework update in
2005 and further updated and adopted by the Board on June 18, 2013.
In keeping with the Board's intention and need for the space study to be "iterative and
continuous", and coordinated with the annual capital investment planning process, and
recognizing that site approval of the Southern campus property, anticipated in June, 2014, will
provide an additional need for space and facility planning for the next five to twenty five year
period, Asset Management Services (AMS) staff propose the establishment of a new Space
Study Work Group to include key County staff members and two Board members.
Attachment 2, "Facilities Disposition and County Services Illustrative", was originally presented
to the Board on May 21, 2013 and represents this ongoing space discussion relative to
constructed and renovated County facilities, as well as a "going forward" point for discussion
within this proposed Work Group.
The Work Group should also be tasked with considering a centralized, County wide records and
physical storage policy as discussed with the Board in the spring of 2013.
The proposed charge for the Work Group is to:
1) Work with County staff to provide recommendations to the Board on the utilization of
space within existing County facilities as well as the need for new or renovated space, to
include but not be limited to, approved master planned County campus sites, and;
2) Consider record retention regulations and recommend longer retention periods for select
records, if desired, and;
3) Develop a records retention policy to be managed by Asset Management Services as
part of an annual records destruction event, and;
4) Develop a comprehensive policy for storage of non-record items, and
5) Assess and recommend structural or procedural mechanisms in support of these goals.
Staff also proposes that the Work Group be directed to work with staff to present a draft plan for
consideration to the Board of County Commissioners by March 2015.
Staff recommends that the Space Study Work Group include two County Commissioners and
the following representatives:
• Asset Management Services—Wayne Fenton/Jeff Thompson
• Clerk to the Board — David Hunt
• Information Technology— Jim Northrup or designee
• Department on Aging —Janice Tyler or designee
• Health — Colleen Bridger or designee
• Social Services — Nancy Coston or designee
• Department of Environment, Agriculture, Parks and Recreation — Dave Stancil or
designee
• Manager's Office— Cheryl Young or designee
• Emergency Services —Jim Groves or Designee
• Court system —Judge Joe Buckner or designee
3
All County departments will be worked with to identify current and future space needs, and
participation from other departmental representatives will be requested based on study focus
areas throughout the process.
FINANCIAL IMPACT: There is no financial impact related to consideration of this item.
RECOMMENDATION(S): The Manager recommends the Board receive and discuss the
recommendation regarding establishment of a Space Study Work Group, and if the Work Group
is established, appoint two members of the Board of Commissioners to serve on the Work
Group.
4
Attachment 1
Space Study Framework (BOCC adopted on June 18, 2013)
1. 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 tern;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 systematic 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 needs in a
reasonable and useful manner
2. 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:
• Evaluation of 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.
E
Attachment 1
Space Study Framework (BOCC adopted on June 18, 2013)
1. 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 systematic 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 needs in a
reasonable and useful manner
2. 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:
• Evaluation of 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.
5
3. Basis of Study:
The study will include a review of the use of all County buildings, along with a
description of the space needs of each County department and other users of County
buildings (e.g. District Attorney).
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:
i. Management evaluation and comment
ii. 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:
i. Physical report (staff and consultant)
ii. Maintenance and utility report (staff)
iii. Identification of stressed and under-utilized assets
iv. 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)
4. 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:
i. management and staff assessments,
ii. facility assessments,
iii. identified stressed or underutilized assets,
iv. identified Board, management, and departmental needs;
b. Board adopted strategic planning initiatives
C
5. 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
• Cost and 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
6. 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.
This space study framework will be used for a systematic study of County facility
space needs in 2013.
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