HomeMy WebLinkAboutAgenda - 11-09-2006-1bOrange County
Space Needs Update
November 9, 2006
The attached, information provides updated* and additional information regarding the on-
going challenges associated with providing adequate space for Orange County
operations. However, with,the Board's recent approval of an expanded County campus
in downtown Hillsborough, this update reflects genuine solutions to long pent-up
departmental space needs in many areas.
Along with this cover memo, the following documents are provided for your information
and reference:
• Updated Executive Su * mmary to the 2005 Space. Needs Update
• Updated Departmental pages from the 2005 Space Needs Update
• The Orange County Space Needs Report--2005 Update
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Included below are discussions of selected topics discussed by the space study group
that were not included in the 2005 Space Needs Update.
ADA accessibility analysis of county facilities'
Then-County Manager John Link formed a task group to survey County facilities and to
determine their degree of ADA compliance. Competing needs for work time have
impeded progress. However, consulting services are being sought to assist with some
elements of the process that require more time or expertise than is available on staff.
Further, the County has recently re-classified an existing position to a Compliance
Officer, whose duties include, but are not limited to, assisting with projects such as this.
Through the combined efforts of the consultant and new staff resources, the
assessment can be completed in a time period to allow appropriate funding decisions to
be made during the upcoming CIP cycle. A timeline for addressing these tasks will be
presented shortly, as promised last Spring.
Valley Forge Road Properties
Builder's First Source
This property is under lease until September 30, 2007. This was an economic
development incentive type lease and in order to allow Builder's First Source to recoup
the major investment they made to upfit the building, they were allowed a set off for the
first 3 years for a total of $150,000. They have the right to renew the lease for five
additional years after the lease expiration in September, 2007.
It is our understanding that the property could be sold to them, however, without
violating the terms of the lease. The current tax value on the property is $2,769,614,
according to the Tax Assessor. Since the property is owned by the County it is tax
exempt. However, terms of the lease require.the company to pay the equivalent of the
annual taxes to the taxing agencies, based on a tax bill created through the Assessor's
office.
The space study group solicits input from the Board of Commissioner's regarding the
long -term use of the property and poses the following questions:
• Should the County approach Builder's First Source regarding their interest in
purchasing the property?
• If they decline, should the property be marketed for sale following expiration of
the lease renewal in 2012?
• Is there interest in asking EDC to prepare an analysis of the site as a potential
business incubator. or other appropriate use?
Old Orange Enterprises Building
The use of this building was actively discussed during the course of the space study
meetings. Listed below are some of the possibilities explored for the site:
1. Parks Operations Base /Parks Admin Offices
Recreation staff deemed the building and site deficient in outside storage and
limited site circulation for large vehicles pulling equipment trailers.
2. Court Offices /Court Location during construction of Justice Facilities
Expansion project
Judge Buckner has decided to schedule high volume court sessions in Chapel Hill,
thereby allowing the County to reallocate the $150,000 that was included in the CIP
for upfit of this building for court use. The Judge indicated that he is also soliciting
the Town of Chapel Hill for use of their Council Chambers in the event additional
sessions are needed. He makes the same request of the County Commissioners to
use the Southern Human Services Center Board Room.
3. Storage for County departments
Prior to acquisition of the Meadowlands property, this building was considered for
storage of equipment for county departments. The Board of Elections delivered and
stored their new voting equipment at this facility, but following the election in
November, the equipment will be stored at the Meadowlands building. No additional
equipment storage is planned for this facility.
4. Records retention facility for County
Although the recently acquired facility at 510 Meadowlands Drive is an excellent
storage facility for bulky items, including., but not limited to EMS equipment, voting
equipment, case lots of supplies used by the Public Works Department, etc., it is not
as well equipped to handle the storage of records. The Valley Forge building could
easily be upfitted with shelving and used for records management, under the
watchful eye of the Clerk to the County Commissioner's office, who provides
guidance on records retention requirements. This action may also save operating
funds, since some departments rent local storage units in which to store records.
5. Alternative location for the Children's Learning Center
Orange County Space Needs Update
November 9, 2006
Page 2
The study group discussed the opportunity to provide the Valley Forge facility for
use by the Children's Learning Center, who may potentially be displaced from their
current location at Hillsborough Elementary School. The program utilizes
approximately 6,200 square feet of space, which includes a sizable therapeutic
playroom for the children.
6. Lease to Town of Hillsborough
The Town of Hillsborough recently has expressed an interest in possibility leasing
this facility.
While the Commissioners encourage the continued commitment of the Orange County
School Board to The Children's Learning Center program, currently located at the
Hillsborough Elementary School, the study group recommends that the Commissioners
consider offering the site to the School Board in the event the program must be
displaced.
Other acceptable options include use as a records retention area for County
documents; or pursuing a lease with the Town of Hillsborough.
Graham Building
The Arts Commission location is recommended for the Graham Building at 118 N.
Churton Street, Hillsborough, pursuant to earlier studies. Although the department falls
under the supervision of the EDC Director, who will be located two blocks away in the
expanded County campus office building, the proximity to this location should allow
appropriate supervision of the function.
The study further recommends that the Literacy Council, who may provide tutoring from
this building, collaborate with the Library Director to develop an acceptable area within
the new Library where tutoring may be conducted in a quiet and confidential manner.
In addition, the study recommends that the Veteran's office, a division of Social
Services, be relocated to the Whitted Building, where an enhanced level of service
delivery may be provided. Currently, the Veteran's office is staffed by a single
individual, who covers both the Chapel Hill and Hillsborough locations. When the
employee is at one location or on leave, a diminished level of service is possible at the
unattended site. With increasing services needed for this growing population, assurance
of a consistent level of service is desirable, according to the DSS Director.
Torrain Property
This property was discussed as a, temporary relocation site for the Highway 57 Solid
Waste Convenience Center. While the County has opted to pursue other avenues for
development of the replacement convenience center, it is * desirable to pursue
easements from this and other property owners along the eastern perimeter of the
Public Works site that would allow mutually beneficial natural buffers to be maintained
along the property lines.
Orange County Space, Needs Update
November 9, 2006
Page 3
Parks Buildings Investigative Team
The space study group requested that a group of employees with expertise in building
assessment (e.g. Public Works, Building Inspections, County Engineer) assess all
buildings on Parks property acquired by.the County and report on the status of each.
The focus of the assessment was to determine whether buildings were in need of
stabilization, whether they could/should be used for County. operations or programs and
if stabilization or repair work was needed, what would be the estimated expenditure.
A draft report from the group is forthcoming.
Parking at the Downtown Hillsborough County Campus
Parking during construction of the Justice Facility project was discussed extensively.
Parking in the lots around the Courthouse will not be available during the construction
period. Three lots will support parking needs during that time:
Parking lot behind and to the east of the Sheriff's Department; and
• Small lot to the south of the Link Center; and
• Parking behind and to the south of the Government Services Center Annex.
Judge Buckner has scheduled high volume traffic courts in Chapel Hill during the
interim, which will reduce the amount of parking needed by the Courts significantly. In
addition, the County is negotiating for use of approximately 40 spaces in the parking lot
of First Baptist Church on West King Street for court staff and juror parking. Parking in
the church lot will be by permit only.
Further, the Planning Department has prepared a draft parking plan that employs park
and ride options with a shuttle service that would be operation * a[ at least during the
construction period. The plan calls for development of a park-and-ride lot at the 510
Meadowlands facility. Plans to locate the entire Emergency Management Department
to the building may require that the upper area, designated for building expansion be
graveled for parking until the downtown parking is restored. Approximately 66 paved
spaces are available at the Meadowlands facility.
In order to maximize available parking for use by the public, the space group
recommends that when not in use all County vehicles be parked at a remote location
(such as in a designated area at the Public Works Department). In addition,
businesses in downtown Hillsborough that routinely use the County's parking lot for
employee parking will be requested to find other alternatives.
The recently approved expanded County campus project will include a parking deck for
approximately 335 vehicles, of which 175 spaces will be allocated to the County for use
by citizens seeking service in County buildings and for employees. The remaining deck
spaces will be available for general public Parking. The deck is scheduled to be
completed in tandem with the office and library buildings in May 2008.
Orange County Space Needs Update
November 9, 2006
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Conclusion
As indicated in previous studies, space issues are never fully resolved but are merely a
snapshot of circumstances at a given point in time. This update reflects optimism, since
enough space is being added to make a material difference in the need.
Future focus on space will lie in the areas of Human Services, Jail and Chapel Hill Court
space. For the time being, as you will see in the attached departmental write ups, most
of the other space issues appear to be satisfied.
Respectfully submitted:
Barry Jacobs, Chair to the Board
Steve Halkiotis, Vice-Chair to the Board
Pam Jones, Director of Purchasing and Central Services
Dianne Reid, Economic Development Director
Paul Thames, County Engineer
Craig Benedict, Planning Director
Orange County Space Needs Update
November 9, 2006
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