HomeMy WebLinkAboutAgenda - 02-07-2008-5AAkac,b rnenk 5
Commissioner Gordon's Request for Clarification (distributed for 1/16/08 work session)
Lease/Purchase of Hillsborough Commons for Use by Social Services and
Health Department
Note: Staff responses to Commissioner Gordon's questions are presented in italics
Numbers correlated to document distributed by Commissioner Gordon on 1/31108.
1. Assumption: Option will attempt to address long-term space needs to year
2020, for both DSS and Health Department.
• Staff response: Assuming the County takes lease and occupancy of
Hillsborough Commons (HC) for DSS in 2008, and assuming the County
purchases HC in 2092 and upfit for Health Department occurs within the
following year 2013, HC will address space needs for Health and DSS
through 2020 in the NorthlCentral part of the County. Space needs at the
southern end of the County would not be met entirely by this option.
2. Assumption: DSS has adopted service model for primary service delivery
location to be Hillsborough, with satellite office for critical services in Chapel
Hill and Carrboro.
• Staff response: As presented by the DSS Director and Chair to the DSS
Board, they are prepared to follow this model. Director Coston has noted
the existing service model has for several years had some units located
on one side of the County or the other, so this would not be a far
departure from what is currently provided.
3. Assumption: Upfit Wal-Mart: 56,328 sf x $35.50 = $2,000,000; less $600,000
included in rent =$1,400,000..
• Staff response: The upfit costs as discussed with the Board during
meetings up to and including the January 16, 2008 work session utilized
$35.501square foot for upfit costs, but does not include significant
sustainable design elements that the Board may choose to carry out if
they purchase the facility. Examples: significant changes in the facade,
including windows andlor skylights, parking lot improvements.
Subsequent comments by some Board members would indicate the desire
to purchase the facility if the lease option were chosen, which would
prompt construction of additional sustainable design options thereby
raising the cost of upfit. Examples include parking lot improvements and
addition of natural lighting in building.
4. Assumption: Purchase price of $14,829,000=$15,489,000 (quoted by owner)-
rent credit of $660,000.
• Staff response: Each month of rent is $15, 000 per month offset. The rent
credit amount will decline with each month rent commencement is
delayed.
5. Estimated upfit costs of Health Department in new space (Hillsborough
Commons) 50,000 s.f. @ $175 per s.f. =8,750,000.
• Staff response: The cost for this upfit is estimated at $1751sf. This upfit
occurs in Hillsborough where there is a marked difference in the amount of
time required for permitting, which is subsequently reflected in the pricing
of the project.
6. Health Department stated they will have a deficit of 8,000 s.f. at SHSC (and
suggests an addition to the SHSC building)
m Staff response: Discussions of the options over the past few weeks have
lead to assumptions about the sufficiency of the long term space that were
not indicated as such in the original proposal. The original proposal:
o Did not attempt to address the space needs for Health Department
through 2020 at SHSC. It did suggest there could be space
available in the SHSC for the dental clinic, but did not assume the
SHSC would not require expansion at some point in the future.
Based on priorities of the Health Department programs, the
expansion could just as easily become expansion of the Personal
Health clinic space. There has been a long-term goal to move
dental away from leased premises and save the lease amount,
which prompted the suggestion to use the space vacated by DSS
for the Dental Clinic function. The addition of approximately 25,000
square feet was included in the space study update as a Tier 2A
project to be completed in the 2091-2013 timeframe. The
Hillsborough Commons proposal does not alter that timeframe.
(See attached 2005 Space Update Summary page X11 and X111 for
additional information). It is understood the expansion of SHSC will
be required to accommodate long-term growth needs for the Health
Department and Housing and Community Development and Child
Support, who are also located in the building, however, it may serve
to reduce the size of the needed addition. Any addition would
presumably be done in a timeframe acceptable to our debt
capacity.
o The original assumption of 5,000 s. f. assigned to DSS
contemplated a total of 5,000 s. f., including circulation space (4,000
s.f, was the basis first articulated by the Department. The
circulation s. f. was added bringing it to a total of 5,000 s. f.)
o The proposal honored the constraints of the debt policy and did not
propose new construction, or upfit, or purchase prior to such time
debt capacity would allow it.
7. Clarification is provided that the Whitted Building contains 59,000 square feet.
8. What are the alternative uses for the vacated space?
® Staff response: No alternative uses of the Whitted Center have been
offered at this point.
New Construction Option
1. Clarification: Original proposal indicates approximately 10K s.f. available
to reallocate to Health. DSS currently occupies approximately 10,000
square feet at SHSC. If they were relocated entirely to a new building on
the SHSC site, the space would be available for reallocation. The 12, 000-
15, 000 square feet I cited in notes is wrong. The 10, 000 square foot I
quoted in the "New Construction Assumptions" box is correct.
2. Assumption: Option will attempt to address long term space needs, to
year 2020, for both DSS and Health Dept.
• Staff response: Staff has not assumed SHSC will provide space to
2020 for all departments who would require expansion at the facility.
As cited previously, it would allow the relocation of the dental clinic and
some growth in the personal health area, but would not provide the
total s.f. cited by the Health dept as needed for 2020.
3. Clarification that the upfit for space for the Health Department at SHSC is
estimated at $2001square foot. The square footage available for
reallocation was incorrectly calculated at 15,000 s. f. however. 10,000 s. f.
@$200 would equal $2, 000, 000 rather than the $3, 000, 000 recorded on
the chart.
4. Clarification: Whitted space is calculated at $200 pers.f. upfit cost.
5. Clarification: 59, 000 square feet is calculated for upfit after DSS is
relocated to SHSC. Even if the space is not used totally by the Health
Department, it is likely the space will be used by some entity or
department and would require some degree of upfit. In the absence of
that specific program information, the entire building is included in the
upfit.
6. Health Dept stated need for 22,736 s.f. (SHSC) Leaves 3000 s.f. deficit at
SHCD and does not account for space allocation of all departments
according to Health Dept.
• This is correct Please see response to #1 above.
7. Assumption: Health Department stated need for 29,919 s.f at
Northern/Central location by 2020 (Whitted).
• It is correct that Health Department stated the need for a total of
29,999 square feet in the Northern/Central area by 2020. The needs
would be met at either the Whitted Building or the Hillsborough
Commons location.
Commissioner Gordon's Request for Clarification (distributed for 1116/08 work session)
Lease/Purchase of Hillsborough Commons for Use by Social Services and
Health Department
Note: Staff responses to Commissioner Gordon's questions are presented in italics
Numbers correlated to document distributed by Commissioner Gordon on 1/31108.
1. Assumption: Option will attempt to address long-term space needs to year
2020, for both DSS and Health Department.
+ Staff response: Assuming the County takes lease and occupancy of
Hillsborough Commons (HC) for DSS in 2008, and assuming the County
purchases HC in 2092 and upfit for Health Department occurs within the
following year 2093, HC will address space needs for Health and DSS
through 2020 in the North/Central part of the County. Space needs at the
southern end of the County would not be met entirely by this option.
2. Assumption: DSS has adopted service model for primary service delivery
location to be Hillsborough, with satellite office for critical services in Chapel
Hill and Carrboro.
• Staff response: As presented by the DSS Director and Chair to the DSS
Board, they are prepared to follow this model. Director Coston has noted
the existing service model has for several years had some units located
on one side of the County or the other, so this would not be a far
departure from what is currently provided.
3. Assumption: Upfit Wal-Mart: 56,328 sf x $35.50 = $2,000,000; less $600,000
included in rent =$1,400,000.
• Staff response: The upfit costs as discussed with the Board during
meetings up to and including the January 16, 2008 work session utilized
$35.501square foot for upfit costs, but does not include significant
sustainable design elements that the Board may choose to carry out if
they purchase the facility. Examples: significant changes in the fagade,
including windows andlor skylights, parking lot improvements.
Subsequent comments by some Board members would indicate the desire
to purchase the facility if the lease option were chosen, which would
prompt construction of additional sustainable design options thereby
raising the cost of upfit. Examples include parking lot improvements and
addition of natural lighting in building.
4. Assumption: Purchase price of $14,829,000=$15,489,000 (quoted by owner)-
rent credit of $660,000.
+ Staff response: Each month of rent is $15, 000 per month offset. The rent
credit amount will decline with each month rent commencement is
delayed.
5. Estimated upfit costs of Health Department in new space (Hillsborough
Commons) 50,000 s.f. @ $175 per s.f. =8,750,000.
• Staff response: The cost for this upfit is estimated at $1757sf. This upfit
occurs in Hillsborough where there is a marked difference in the amount of
2
time required for permitting, which is subsequently reflected in the pricing
of the project.
6. Health Department stated they will have a deficit of 8,000 s.f. at SHSC (and
suggests an addition to the SHSC building)
• Staff response: Discussions of the options over the past few weeks have
lead to assumptions about the sufficiency of the long term space that were
not indicated as such in the original proposal. The original proposal:
o Did not attempt to address the space needs for Health Department
through 2020 at SHSC. It did suggest there could be space
available in the SHSC for the dental clinic, but did not assume the
SHSC would not require expansion at some point in the future.
Based on priorities of the Health Department programs, the
expansion could just as easily become expansion of the Personal
Health clinic space. There has been a long-term goal to move
dental away from leased premises and save the lease amount,
which prompted the suggestion to use the space vacated by DSS
for the Dental Clinic function. The addition of approximately 25, 000
square feet was included in the space study update as a Tier 2A
project to be completed in the 2011-2013 timeframe. The
Hillsborough Commons proposal does not alter that timeframe.
(See attached 2005 Space Update Summary page Xll and X111 for
additional information). it is understood the expansion of SHSC will
be required to accommodate long-term growth needs for the Health
Department and Housing and Community Development and Child
Support, who are also located in the building, however, it may serve
to reduce the size of the needed addition. Any addition would
presumably be done in a timeframe acceptable to our debt
capacity.
o The original assumption of 5,000 s. f. assigned to DSS
contemplated a total of 5,000 s.f., including circulation space (4,000
s. f. was the basis first articulated by the Department. The
circulation s. f. was added bringing it to a total of 5,000 s. f.)
o The proposal honored the constraints of the debt policy and did not
propose new construction, or upfit, or purchase prior to such time
debt capacity would allow it.
7. Clarification is provided that the Whitted Building contains 59,000 square feet.
8. What are the alternative uses for the vacated space?
• Staff response: No alternative uses of the Whitted Center have been
offered at this point.
New Construction Option
1. Clarification: Original proposal indicates approximately 10K s.f available
to reallocate to Health. DSS currently occupies approximately 10,000
square feet at SHSC. If they were relocated entirely to a new building on
the SHSC site, the space would be available for reallocation. The 12, 000-
15, 000 square feet 1 cited in notes is wrong. The 10, 000 square foot 1
quoted in the "New Construction Assumptions" box is correct.
2. Assumption: Option will attempt to address long term space needs, to
year 2020, for both DSS and Health Dept.
« Staff response: Staff has not assumed SHSC will provide space to
2020 for all departments who would require expansion at the facility.
As cited previously, it would allow the relocation of the dental clinic and
some growth in the personal health area, but would not provide the
total s.f cited by the Health dept as needed for 2020.
3. Clarification that the upfit for space for the Health Department at SHSC is
estimated at $2001square foot. The square footage available for
reallocation was incorrectly calculated at 15,000 s.f however. 10,000 s.f.
@$200 would equal $2, 000, 000 rather than the $3, 000, 000 recorded on
the chart.
4. Clarification: Whitted space is calculated at $200 per s.f upfit cost.
5. Clarification: 59,000 square feet is calculated for upfit after DSS is
relocated to SHSC. Even if the space is not used totally by the Health
Department, it is likely the space will be used by some entity or
department and would require some degree of upfit. In the absence of
that specific program information, the entire building is included in the
upfit.
6. Health Dept stated need for 22,736 s.f. (SHSC) Leaves 3000 s.f, deficit at
SHCD and does not account for space allocation of all departments
according to Health Dept.
This is correct. Please see response to #1 above.
7. Assumption: Health Department stated need for 29,919 s.f at
Northern/Central location by 2020 (Whitted).
• it is correct that Health Department stated the need for a total of
29,919 square feet in the Northern/Central area by 2020. The needs
would be met at either the Whitted Building or the Hillsborough
Commons location.
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The types of materials already identified include books, periodicals,
various types of primary and secondary historic documents, maps,
photographs, and organizational records. Other possible resources include
video and audio recordings, including collections of oral history. In
addition to housing the resources, the facility will require staff and
materials processing space, space for researchers, gathering spaces for
symposiums and speakers, display areas, and security including lockers
for visitors' bags. Environmental concerns must be addressed and the
facility will be renovated to be conducive to the preservation of archival
materials.
Agriculture Services Building-Tier I B
This project allows renovation of the building being vacated by the Land Services
Departments mentioned earlier. Cooperative Extension, Soil and Water and two non-
county agencies will occupy the Agriculture Services Building.
Update: These recommendations remain intact and would be carried out
following relocation of the Planning and inspections, Environmental Health and
potentially ERCD to their various new locations. Square footage allocations by
department are listed in the table included in the Land Services----Office Building
Section above.
The timeline for the funding of this project remains as a 1B project, which
provides funding during FY 2009, FY 2010 or FY 2011.
Southern Human Services Center--Tier 2A
Original plans for the Southern Human Services Center included expansion area to the
east end of the building. The Health Department has recently begun primary care at the
Whitted Clinic. Staffing constraints preclude the service being implemented at the
Southern Human Services Clinic at this time. The Health Director indicates that clinic
patients could double within the next five years. As a Tier 2A project, construction of
this facility would begin in the timeframe 2011-mid 2013, six years hence.
Social Services functions at this facility continue to expand. The Department added six
new employees within the past three years to existing Child Welfare units. Further, in
response to increased service demands on the southern side of the County, an intake
unit with seven employees was also relocated to the facility in 2004. Food stamp, cases
handled by DSS have increased approximately 60% since 2000.
A Dental Clinic is proposed for development contemporaneously with the expansion of
the Southern Human Services Center. The current lease, which includes the space for
both the Dental Clinic and the Public Defender, expires in June 30, 2008, and has an
annual cost of approximately $105,000.
Update: The SHSC can expand per the plan cited above. However, the long-term
sufficiency of the expansion may be questionable if service delivery for Health
services is modified pursuant to current discussions. The Orange County Health
Department is exploring long-term service delivery options that would meet the
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rising demand for expanded health care through public health departments. The
demand for primary care and refugee services has already outstripped the
physical space available.
ifa large single service location option is fully developed, basic or triage public
health services would likely be offered through smaller clinics staffed by one or
two persons located strategically throughout the County. Should that service
delivery method be employed, it is possible that a smaller clinic would remain at
the Whitted Building, with the main clinic located at the Homestead Road
Campus. Should this come to fruition, expansion of the SHSC greater than what
was originally contemplated is likely.
The modified health service delivery plan is only in discussion stages at this
point Implementation would be several years hence and predicated upon reliable
public transportation within all parts of the County. It is raised here, however, to
acknowledge the possibility that the SHSC may require a footprint significantly
larger than previously discussed; or that a second human services building on
the Homestead Road Campus may be needed.
In the meantime, planning for re-location of the Dental Clinic, currently operating
from leased space at the Carr Mill Mall, should begin within the near-term. If
fiscally possible, it is recommended that funding for project planning of the new
dental clinic be appropriated in the 2007-2008 C1P. This would allow the County
to move forward with a modification to the SHSC SUP permit and be ready for
construction as funding becomes available.
The lease at Carr Mill Mall covers both the area occupied by the Dental Clinic and
that occupied by the Public Defender. The Public Defender could be relocated to
County-owned property in Hillsborough upon completion of the Justice Facilities
Project, thereby vacating the entire leased premises at Carr Mill Mall. Although
the County will need a three-year renewal of the lease at Carr Mill Mail to ensure
sufficient space is available for both the Public Defender and the Dental Clinic,
the end is in sight for the over $105,000 annual lease cost.
As a point of reference, $105,000 would support debt service of approximately
$1million. The last cost estimate for a dental clinic, now in need of updating, was
$2 Million.
The timeline for the funding of this project remains as a 2A project, which
provides funding during FY 2011, FY 2012 or FY 2013.
Update: SHSC Residence
This little house was designated in the original space study (2000) as a
"conference center". which essentially consisted of two meeting areas, a
kitchenette and an outside deck area that could be used for a variety of fair-
weather activities. The house backs up to a park-like area that was envisioned to
be "blankets-on-the-ground" seating area for performers that may have used the
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During the January 29, 2008 work session, Commissioners offered collective as well as
individual thoughts about funded and unfunded projects. In addition, staff proposed the
possibility of meeting unfunded capital needs with price tags of $5 million and more with the
issuance of future debt. A+tMM WO-3
As staff as shared with the Board on a number occasions, opportunities for the County to
issue debt beyond what is currently pro r between now and fiscal year 2009-10 is
very limited. However, as shown on tt ;annua ment f this agenda abstract, in 2009-10,
based on the assumption that the County's General Fund budget will increase at 7
percent each year, staff anticipates that the County's borrowing capacity will open up
thereby allowing the County to finance new projects and still remain within its current Debt
Management Policy.
FINANCIAL IMPACT: The chart below summarizes funded and unfunded capital needs for the
County and both school districts for fiscal years 2008-18.
2008-18 Identified County and School Capital Needs
Summary of Funded and Unfunded Needs
Dollar amounts are shown in millions of dollars
Funded Unfunded Total
Orange County Local
Government $146.6 $74.4 $221.0
Chapel Hill Carrboro
City Schools $39.7 $245.5 $285.2
Orange County
Schools $29.6 $23.8 $53.4
Total 2008-18 County
and School Capital
Needs $215.9 $343.7 $559.6
For details on individual County and Schools funded projects, refer to the on-line version of the
proposed 2008-18 County and Schools Capital Investment Plan (CIP)
(http://www.co.orange.nc.us/budget/2008-18CIP-Ma nagerRecommended.asp). The attached
Summary of 2008-18 Unfunded County and Schools' Capital Needs summarizes unfunded
capital needs included in the above table.
RECOMMENDATION(S): The Manager recommends that the Board of County Commissioners
receive the presentation of Orange County Schools 2008-18 Unfunded Capital Needs.