HomeMy WebLinkAboutAgenda - 01-04-1994-IX-A t 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
Action Agenda
Item No
ACTION AGENDA ITEM ABSTRACT
Meeting Date: January 4, 1994
SUBJECT: Revision to Capital Improvements Program
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DEPARTMENT: County Manager/Budget PUBLIC HEARING YES NO x
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ATTACHMBNT(S) : INFORMATION CONTACT:
(1) Revisions to Capital Improvements
Plan Manager's Office ext. 2300
(2) Summary of Space Allocations for Budget Office ext 2151
Southern Human Services Center TELEPHONE NUMBER:
(3) Proposed Capital Project Ordinances Hillsborough 732-8181
Chapel Hill 968-4501
Mebane 227-2031
Durham 688-7331
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PURPOSE:
To consider revisions to the capital improvements plan to renovate
space for the Courts and the Sheriff's Department, and complete the
painting project for the Historic Courthouse, and to provide direction
to County staff concerning the planning for the Southern Human Services
Center (SHSC) .
BACKGROUND:
Over the past several months, planning for several capital projects has
resulted in the need to consider modifications to the capital plan. In
the current year, we are requesting that the Board of County
Commissioners consider modifications that would allow the completion of
a third floor Courtroom in the new Courthouse, renovations to the
Sheriff 's Department Building and completion of the exterior paint
project for the Historic Courthouse. We are also asking for direction
from the Commissioners on the Southern Human Services Center . For this
project to be complete on the current time schedule, it is necessary to
make a decision about the size of this facility now, rather than wait
for the 1994-99 capital improvements planning process.
A. Current Year
Additional Courtroom in New Courthouse - County staff has worked during
the past few months with the Courts to find a solution to immediate
Court space needs. The Courts have worked very cooperatively in their
scheduling efforts to help ease overcrowding problems, but through
discussions, it has become clear that an additional courtroom is
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needed.
One possibility discussed is an additional courtroom on the third floor
of the New Courthouse. This courtroom would be designed to be multi-
purpose so that the space would work well for Board of County
Commissioners' meetings. The current Capital Improvements Plan(CIP)
includes $75,000 for design and preliminary work for this courtroom.
The intent has been to add additional funds in the 1994-95 fiscal year
as the scope of the project was better defined.
Because of the critical needs of the Courts, County staff accelerated
the design phase of this project, beginning work this Fall with the
architect . The architect has determined the total cost of these
renovations to be around $235,000, (see attachment 1) or $160,000 more
than the amount currently budgeted. The major single expense in the
third floor development is the construction of an emergency exit. The
architect suggests that this exit may cost as much as $60,000 .
According to Building/Safety Inspectors, the upstairs cannot be used
unless an emergency exit is built.
This additional courtroom deals only with immediate issues of court
overcrowding. The long term challenge is the addition of significant
space for the Court functions. The space needs of the Courts are to be
studied by the Criminal Justice Facilities Needs Group.
Sheriff's Office Renovation - Included in the current Capital
Improvements Plan is $80,000 for design and cosmetic work necessary for
Sheriff's Department functions in space vacated by the Board of
Elections. Hakan/Corley was retained to provide services for this
minor renovation project and to give the County information regarding
the future needs of the Sheriff 's Department. The result of this
action is a plan that significantly improves the downstairs area of the
Sheriff 's Department and creates more than 300 square feet of
unassigned space on the first floor . In addition, the Sheriff's
Department should get some relief for much needed storage space when
the addition to the Jail is complete.
The architect estimates renovations will total approximately $230,000
(see Attachment 1) which is $150,000 more than the $80,000 currently
included in the Capital Improvements Plan for this facility. Because
it is necessary to immediately accommodate the Geographic Information
System workstation within the Sheriff's Department Building, we are
recommending that this renovation project be completed this fiscal
year .
Historic Courthouse Paint - Currently included in the budget is $44,800
to complete the painting and guttering work on the Historic Courthouse.
However, the estimated cost provided by the paint contractor to
complete this project is $74,800, or $30,000 more than what is
currently included in the budget for this project. The primary reason
for this increase over earlier projections is the discovery of lead
paint. Because lead paint must be handled as a hazardous substance,
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the scope and cost of the project have increased.
Source of Funding
The total combined additional funds necessary to complete these three
projects is $340,000 . We propose transferring funds from other capital
projects as follows :
Government Services Center - This $2 . 8 million dollar project to
construct the Governments Services Center and renovate the old Tax and
Records building is complete. We are pleased to report an unspent
balance of approximately $200,000 in this project. This unspent
balance is due primarily to the construction management by the
architect and County staff in managing this project. We are proposing
that we use $100,000 of this balance as part of the $340,000 needed for
the projects described above. Furthermore, we are recommending that
the remainder of the funds, approximately $100,000, be used for the
Southern Human Services Center Project.
County Campus Parkins - Included in the CIP is $35,000 for parking
improvements to the Hillsborough campus. These parking improvements
were completed as part of the Government Services Center project.
Therefore, the $35,000 can be reallocated.
Handicapped Accessibility - Currently there is $50,000 in this project
to begin reconfiguring existing County buildings to meet the
requirements of the Americans with Disabilities Act (ADA) . County
staff is currently conducting an inventory of all County facilities to
determine the modifications necessary. We propose borrowing $25,000
from this project at this time, and consider additional ADA project
funding during the 1994-99 CIP process.
Whitted Center - The Whitted Center capital budget includes a $233,000
balance intended to address the overall Orange-Person-Chatham Mental
Health space needs and make minor renovations and repairs to this
building. We have recently been notified by the N.C. Department of
Human Resource that OPC Area Mental Health is one of ten Mental Health
programs across the State to receive a $200,000 capital funding award.
This grant will provide funds for major interior renovations to the
Northside Facility in Chapel Hill, making this facility more functional
as a Mental Health Center. Cosmetic improvements such as carpet and
paint and upgrading of the wiring are also included. This grant
requires $200,000 in matching County funds, of which $75,000 will come
from the current County appropriation to OPC Mental Health. The
remainder of the required match, $125,000, needed by February 1995,
will come from the Whitted Center/OPC Mental Health reserve. Because
these funds are not needed until next fiscal year, we propose borrowing
part of these reserves set aside for OPC Mental Health in the Whitted
Center project. In the upcoming CIP, the repayment of these funds
would be included in the overall plan. In addition, other projects in
the Whitted Center, including carpet replacement and other cosmetic
improvements would be deferred until the Southern Human Services Center
is completed.
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B. Southern Human Services Center
The architect has been working with the proposed resident departments
of the Southern Human Services Center for several months. It became
apparent in these meetings that space requests were likely to exceed
the amount that could be built within the existing budget. Although
the departmental requests still exceed the original programming
estimate of 30, 000 square feet, it appears that program space can be
pared to this level without sacrificing essential programs.
A summary of the space allocations for this facility are shown at
Attachment 2 .
The charts below depict the cost break-down and additional funding
necessary if the corresponding square footage is built. All of this is
based on the educated speculation from the architect that the building
can be constructed for $65/square foot, which within the current budget
would construct a 23, 100 square foot building.
A breakdown of estimates for projected expenses of the project are as follows:
Land $ 962,500
Design fees 356,320
Reimbursables associated with design fee 20,000
Site Work (access road, parking lot
development, etc.) 400,000
OWASA Impact fees 50,000
Misc. Owner responsibilities
Includes survey, geo-technical work,
unsuitable soils allowance, etc.) 40,000
Sub Total of expenses without construction of building costs $1,828,820
Amount available for projects $3,382,500
Amount available for construction of building $1,553,680
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(A) (B) (C) (D)
FOR THESE ADDITIONAL ADDITIONAL SQUARE AMOUNT OF S.F.THAT GROSS S.F.WHICH
DOLLARS YOU COULD FOOTAGE THAT COULD BE COULD BE BUILT WITH COULD BE BUILT
BUILD THE S.F. IN(B) BUILT WITH ADDITIONAL FUNDS CURRENTLY WITH ADDTL
FUNDS FROM (A)(Architect AVAILABLE($1.5 MIL) FUNDS FROM (A)
estimates$65/s.f.const.cost) (Reference:GSC=26,500
s.f.)
$448,500 6,900 23,100 30,000
$350,000 5,384 23,100 28,484
$250,000 3,846 23,100 26,946
$200,000 3,077 23,100 26,177
$100,000 1,538 23,100 24,638
The need to address the funding issue outside the regular CIP process
is prompted by the need to submit documents for the Chapel Hill Special
Use Permit (SUP) process in time to receive approval by June 30, 1994 .
The Town Council conducts no business during July and August, so we are
trying to obtain approval by June 30, to maintain the momentum of the
project during the vacation months. The SUP documents must be
submitted by February 1 to maintain this time table.
As indicated above, the Government Services Center Project has a
balance of approximately $200,000, of which $100,000 is recommended to
partially fund the anticipated additional funding needed for this
project. If the Board endorses the addition of funds to the project
beyond the $100,000 it would be funded through the CIP for the years
1995-96 and 1996-97 . A possible source of partial funding is the funds
available from growth in the sales tax revenue, as the sales tax
revenue estimates are revised.
Conclusion
The attached proposed capital project ordinances make these proposed
changes to the impacted projects and establishes a separate capital
project for the New Courthouse Renovations and consolidates all the on-
going work on this facility into this project ordinance. If the Board
endorses this plan, revisions to the capital improvements plan for the
Southern Human Services Center will be incorporated into the 1994-99
capital plan scheduled to be presented to the Board at the second
meeting in February. While we usually propose significant changes to
the CIP during the annual update process, we believe that timing and
progress on the projects mentioned warrant the Board's consideration of
the proposed amendments at this time.
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RS ION
The Manager recommends that the Board of County Commissioners:
(1) Amend the current capital program by adopting the
attached capital project ordinances;
(2) Determine the gross square footage of the New
Southern Human Services Center, and,
(3) Direct Staff to prepare recommended project funding
for the Southern Human Services Center in the 1994-
99 CIP that reflects the square footage approved by
the Board.
ATTACHMENT 1.
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Revisions to Capital Improvements Plan
Current Needed Difference
Historic Courthouse Paint and Gutters $44,800 $74,800 ($30,000)
New Courthouse Renovations 75,000 235,000 (160,000)
Sheriff Office Renovation 80,000 230,000 (150,000)
Total $340 000
Proposed Funding:
Current Proposed
Balance Transfer
Government Services Center 200,000 $100,000
County Campus Parking 35,000 35,000
Handicapped Accessibility 48,360 25,000
Whiffed Center Total 1 232,8361 180,000
Total Amount to Transfer $340,000
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Attachment 2 - Summary of Space Allocations for the Southern
Human Services Center
Department: Estimated Square Footage
Social Services 5,480
Health Dept. Personal Health 3,700
Dental Clinic 1,070
Dept on Aging 3,570
Child Support Enforcement (1) 200
Cooperative Extension (2) 620
County Commissioners (1) 200
Housing and Community Development 600
Comm. for Women/
Human Relations 100
Sheriff Department 280
JOCCA 900
Shared Meeting Space:
Main Meeting Room
(150 Persons Capacity) 2,000
Meeting Space; shared 280
Meeting Space; shared 385
Meeting Space; shared 500
Shared Waiting and Reception
Waiting Space for 100 persons 1,000
Reception space for
3-4 Receptionists 360
Shared Office Space:
2 Offices at 80 S.F. each 160
2 Offices at 150 S .F. each 300
1 office at 200 S.F. 200
Sub Total Program Space 20, 785
Shared Support Space
Breakroom for 50 persons 750
Kitchen 600
Staff Restrooms 500
Public Restrooms 1,200
Miscellaneous Storage 750
Subtotal Shared Support Space 3,800
Circulation and Mechanical 5,200
Total Estimated Square Footage 29,785
(Gross Square Footage)
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(1) These user groups will used shared offices included in the program total.
(2) Cooperative Extension not included in total since they will be housed in the
renovated dwelling on site.
Note: The area designated as "Main Meeting Room" will also be used by JOCCA for
their congregate meals program. It should be noted that the departmental
listings are estimates only, actual may vary as design proceeds.
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Sheriff Office Renovation Project
Capital Project Ordinance
Be it ordained by the Orange County Board of County Commissioners that pursuant to Section 13.2
of Chapter 159 of the General Statutes of North Carolina,the following capital project is
hereby adopted.
Section 1. The project authorized will provide funds for design/architectural services and
renovations to the existing Sheriff's Office to make the facility functional as a
law enforcement office. This project will be financed with proceeds from the County's
portion of the one half cent sales taxes.
Section 2. The officers of the County are hereby directed to proceed with the project within the
budget contained herein.
Section 3. The following revenue is anticipated to complete this project:
Transfer from County Capital Reserve Fund $75,000
Transfer from General Fund 5,000
Transfer from Whitted Human Services Center Project 150,000
Total Revenue 30 000
Section 4. The following amount is appropriated for this project:
Sheriff Office Renovation Project $230,000
Section 5. This ordinance supersedes all previous Sheriff Office Renovation Captial Project
Ordinances.
Section 6. This ordinance,originally adopted June 29,1992 and subsequently amended,shall be in
effect until June 30,1994.
Adopted this 4th day of January,1994.
M-MU DGE'I�ORDSICOUCAPSHERTF
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FacilitieslmprovementsProject
Capital Project Ordinance
Be it ordained by the Orange County Board of County Commissioners that pursuant to Section 13.2
of Chapter 159 of the General Statutes of North Carolina,the following capital project is
hereby adopted.
Section 1. The project authorized will provide for an updated assessment of Orange County
facilities and set aside funds for needed improvements to these buildings.
This project will be financed with proceeds from the one—half cent sales taxes.
Section 2. The officers of the County are hereby directed to proceed with the project within the
budget contained herein.
Section 3. The following revenue is anticipated to complete this project:
Transfer from County Capital Reserve Fund $199,800
Transfer from General Fund 55,000
Transfer from Court Facilities Project 30,000
Transfer from Whitted Human Services Center Project 30,000
Total Revenues $314,800
Section 4. The following amount is appropriated for this project:
Facilities Improvements Project $314,800
Section 5. A portion of the available funds for this project have been transferred to the New
Courthouse Renovation Capital Project.
Section 6. The following amendment is anticipated to complete this transfer:
Transfer to New Courthouse Renovation Project $140,000
Facilities Improvements Project ($140,000)
Section 7. This ordinance supersedes all previous Facilities Improvements Reserve Capital
Project Ordinances.
Section 8. This ordinance,originally adopted June 25,1991 and subsequently amended,shall be in
effect until June 30,1994.
Adopted this 4th day of January,1994.
MABUDGETNORDSCCOUCAPfACIMPS
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New CourthouseRenovationsProject
Capital Project Ordinance
Be it ordained by the Orange County Board of County Commissioners that pursuant to Section 13.2
of Chapter 159 of the General Statutes of North Carolina,the following capital project is
hereby adopted.
Section 1. The project authorized is for the renovation of the New Courthouse located in
Hillsborough including roof replacement,exterior painting, ceiling tile replacement in the
Superior Courtroom and renovations to the third floor. The project will be financed with
proceeds from the County's portion of the one—half cent sales tans.
Section 2. The officers of the County are hereby directed to proceed with the project within the
budget contained herein.
Section 3. The following revenue is anticipated to complete this project:
Transfer from Facilities Improvements Capital Project $140,000
Transfer from Roof Replacement Project 50,000
Transfer from County Campus Parking Project 35,000
Transfer from Government Services Center Project 100,000
Transfer from Handicapped Accessibility Project 25,000
Total Revenues $350,000
Section 4. The following amount is appropriated for this project:
New Courthouse Renovations Capital Project $350,000
Section 5. This ordinance,originally adopted January 4,1994,shall be in effect until June
30,1994.
Adopted this 4th day of January,1994.
M:W DGEZ0RDSICOUCAP\NEWCRTHS
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Government Services Center Project
Capital Project Ordinance
Be it ordained by the Orange County Board of County Commissioners that pursuant to Section 13.2
of Chapter 159 of the General Statutes of North Carolina,the following capital project is
hereby adopted.
Section 1. The project authorized is for the construction of the Government Services Center and
renovation of the Government Services Annex in Hillsborough. The project will be financed
by 1988 bond referendum funds and proceeds from the County's portion of the one half
cent sales taxes.
Section 2. The officers of the County are hereby directed to proceed with the project within the
budget contained herein.
Section 3. The following revenue is anticipated to complete this project:
1988 Bond Funds $2,320,000
Transfer from County Capital Reserve Fund 515.000
Total Revenues $2,835,000
Section 4. The following amount is appropriated for this project:
Government Services Center $2,835,000
p•y-ws-ys�-�e
Section S. A portion of the available funds for this project have been transferred to the New
Courthouse Renovation Capital Project.
Section 6. The following amendment is anticipated to complete this transfer:
Transfer to New Courthouse Renovation Project $100,000
Government Services Center ($100,000)
Section 7. This ordinance supersedes all previous Government Services Center Capital Project
Ordinances.
Section 8. This ordinance,originally adopted June 15,1989 and subsequently amended,shall be in effect
until June 30,1994.
Adopted this 4th day of January,1994.
MABUDGEINORMCOUCAMSC
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County Campus Parking Project
Capital Project Ordinance
Be it ordained by the Orange County Board of County Commissioners that pursuant to Section 13.2
of Chapter 159 of the General Statutes of North Carolina,the following capital project is
hereby adopted.
Section 1. The project authorized will provide for parking lot improvements/construction for the
County Campus located in Hillsborough. This project will be financed with proceeds
from the County's portion of the one—half cent sales taxes.
Section 2. The officers of the County are hereby directed to proceed with the project within the
budget contained herein.
Section 3. The following revenue is anticipated to complete this project:
Transfer from County Capital Reserve Fund 35,000
Section 4. The following amount is appropriated for this project:
County Campus Parking Project $35,000
Section 5. The project authorized has been consolidated into the New Courthouse Renovation Capital Project
Section 6. The following amendment is anticipated to complete this transfer:
Transfer to New Courthouse Renovations Project $35,000
County Campus Parking Project ($35,000)
Section 7. This ordinance supersedes all previous County Campus Parking Capital Project Ordinances.
Section 8. This ordinance,originally adopted June 25,1991 and subsequently amended,shall be in effect
until June 30,1994.
Section 9. The officers of the County are hereby authorized to close this project at the expiration date
contained in Section 8.
Adopted this 4th day of January,1994.
MABUDGEnORDS\COUCAMPARKING
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Richard E. Whitted Human Services Center
Capital Project Ordinance
Be it ordained by the Orange County Board of County Commissioners that pursuant to Section 13.2
of Chapter 159 of the General Statutes of North Carolina,the following capital project is
hereby adopted.
Section 1. The project authorized is for refurbishments,modifications and parking
improvements at the Richard E.Whiffed Human Services Center. The project will be
financed with proceeds from the County's portion of the one half cent sales taxes and
a Department of Social Services State grant.
Section 2. The officers of the County are hereby directed to proceed with the project within the
budget contained herein.
Section 3. The following revenue is anticipated to complete this project:
Transfer from County Capital Rcscrvc Fund $308,500
Intergovernmental 16,500
Total Revenue $325,000
Section 4. The following amount is appropriated for this project:
Whiffed Human Services Center Project $325,000
Section 5. A portion of the available funds for this project have been transferred to the Sheriff Office
Renovation Capital Project and to the Facilities Improvements Capital Project
Section 6. The following amendment is anticipated to complete this transfer:
Transfer to Sheriff Office Renovation Project S150,000
Transfer to Facilities Improvements Project $30,000
Whiffed Human Services Center Project ($180,000)
Section 7. This ordinance supersedes all previous Richard E.Whitted Human Services Center
Capital Project Ordinances.
Section 8. This ordinance,originally adopted June 28,1989 and subsequently amended,shall be in effect
until June 30, 1994.
Adopted this 4th day of January,1994.
MN3UDGET\0RDS\C0UCAP\WHSC
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Roof Replacement Project
Capital Project Ordinance
Be it ordained by the Orange County Board of County Commissioners that pursuant to Section 13.2
of Chapter 159 of the General Statutes of North Carolina,the following capital project is
hereby adopted.
Section 1. The project authorized will provide funds for roof replacement at the New Courthouse.
The project will be financed with proceeds from the County's portion of the
one—half cent sales taxes.
Section 2. The officers of the County are hereby directed to proceed with the project within the
budget contained herein.
Section 3. The following revenue is anticipated to complete this project:
Transfer from General Fund $50,000
Section 4. The following amount was originally appropriated for this project:
Roof Replacement Project $50,000
Section 5. The available funds for this project have been transferred to the New Courthouse
Renovation Capital Project.
Section 6. The following amendment is anticipated to complete this transfer:
Transfer to New Courthouse Renovation Project $50,000
Roof Replacement Project ($50,000)
Section 7. This ordinance supersedes all previous Roof Replacement Capital Project Ordinances.
Section 8. This ordinance shall be in effect until June 30, 1994.
Section 9. The officers of the County are hereby authorized to close this project at the expiration
date contained in Section 8.
Adopted this 4th day of January,1994.
MABUDGEMRD%9293\C0UCAP,R00FS
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Handicapped AccessibilityProject
Capital Project Ordinance
Be it ordained by the Orange County Board of County Commissioners that pusuant to Section 13.2
of Chapter 159 of the General Statutes of North Carolina,the following capital project is
hereby adopted.
Section 1. The project authorized will provide funds to make all County facilities handicapped
accessible in order to comply with the American Disabilities Act(ADA). This project
will be financed with proceeds from the County's portion of the one—half cent
sales taxes.
Section 2. The officers of the County are hereby directed to proceed with the project within the
budget contained herein.
Section 3. The following revenue is anticipated to complete this project:
Transfer from County Capital Reserve Fund $50,000
Section 4. The following amount is appropriated for this project:
Handicapped Accessibility Project $50,000
Section 5. A portion of the available funds for this project have been transferred to the New
Courthouse Renovation Capital Project.
Section 6. The following amendment is anticipated to complete the transfer:
Transfer to New Courthouse Renovation Project $25,000
Handicapped Accessibility Project ($25,000)
Section 7. This ordinance supersedes all previous Handicappped Accessibility Project Ordinances.
Section 8. This ordinance,originally adopted June 29,1992 and subsequently amended,shall be in
effect until June 30,1994.
Adopted this 4th day of January,1994.
MABU DGE'INORDS COUCAPIHANDACC