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HomeMy WebLinkAboutMinutes 04-09-2015 Approved 5/19/2015 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS Budget Work Session April 9, 2015 7:00 p.m. The Orange County Board of Commissioners met for a work session on Thursday, April 9, 2015 at 7:00 p.m. at the Southern Human Services Center in Chapel Hill, N.C. COUNTY COMMISSIONERS PRESENT: Chair McKee and Commissioners Mia Burroughs, Barry Jacobs, Bernadette Pelissier, Renee Price and Penny Rich COUNTY COMMISSIONERS ABSENT: Mark Dorosin COUNTY ATTORNEYS PRESENT: COUNTY STAFF PRESENT: County Manager Bonnie Hammersley and Clerk to the Board Donna Baker (All other staff inembers will be identified appropriately below) Chair McKee called the meeting to order at 7:02 p.m. 1. Review and Discussion of the Manaqer's Recommended Fiscal Year 2015-2020 Capital Investment Plan (CIP) — School Capital Proiects Paul Laughton, Orange County Finance Administrative Services, said this was the first opportunity to discuss the CIP in length, with a second work session taking place on May 14, 2015. He reviewed the following background information from the abstract: Capital Investment Plan — Overview: The Fiscal Year 2015 to 2020 CIP includes County Projects, School Projects, Proprietary Projects, and Special Revenue Projects. The Proprietary Projects include Water and Sewer, Solid Waste Enterprise Fund, and Sportsplex projects. The Special Revenue Projects include Economic Development and School related projects funded from the Article 46 (1/4 cent) Sales Tax proceeds. The Article 46 Sales Tax was approved by the voters in the November 2011 election, and became effective April 1, 2012. Background: The CIP has been prepared anticipating continued slow economic growth of between 1 to 2 percent annually over the next five years. Many of the projects in the CIP will rely on debt financing to fund the projects. Tonight's work session discussion will be focused on School Capital projects, County Capital projects associated with the Space Study discussion (Agenda item #2), County Capital projects associated with the Community Centers discussion (Agenda item #3), and Park Capital projects. School Capital proiects — Hiqhliqhts Chapel Hill-Carrboro City Schoo/s (CHCCS) projects include $750,000 in Preliminary Planning funds in Year 1 (Fiscal Year 2015 to 2016) to allow the school system to be "shovel ready" for a project or projects after a successful Bond Referendum; funds would be reimbursed from the approved Bond Referendum funds. Based on the Schools Adequate Public Facilities Ordinance (SAPFO) most recent November 15, 2014 projections, the following new schools/additions would be needed in Years 6-10: Middle School Number 5 to open in Fiscal Year 2023 to 2024 (Note: the addition of 104 new seats in Fiscal Year 2014-15 from the construction of the Science wing at Culbreth Middle School delayed the need for additional capacity at the middle school level by three years); Elementary Number 12 to open in Fiscal Year 2023 to 2024. Pay-As-You-Go (PAYG) funds are estimated at a 1.5 percent annual growth rate and the Lottery Proceeds are held constant throughout the five year CIP period. Orange County Schoo/s projects include $478,000 in Preliminary Planning funds in Year 1 (Fiscal Year 2015 to 2016) to allow the school system to be "shovel ready" for a project or projects after a successful Bond Referendum; funds would be reimbursed from the approved Bond Referendum funds. Based on the SAPFO's recent November 15, 2014 projections, the following new schools/additions would be needed in Years 6-10: Cedar Ridge High School C/assroom Addition to open in Fiscal Year 2022 to 2023. Pay-As-You-Go (PAYG) funds are estimated at a 1.5 percent annual growth rate and the Lottery Proceeds are held constant throughout the five year CIP period. Paul Laughton said the Schools Adequate Public Facilities Ordinance (SAPFO) numbers remove from the CIP the additions to Carrboro High School in CHCCS and Elementary Number 8 in OCS. Commissioner Jacobs arrived at 7:08 p.m. Paul Laughton said $3.7 million has been allocated for PAYG funds for both school systems. He said this information can be found on page 91 of the CIP notebook. He said the school projects and amounts are listed here. He said the lottery proceeds are up slightly this year, around $1.35 million. He said this number is based on the State of North Carolina estimates for the lottery proceeds. He said that in CHCCS, approximately fifty percent of the Article 46 proceeds will be used for technology needs and the remaining would be used for renovations and repairs identified in the CHCCS assessments. Paul Laughton said OCS use Article 46 sales money for their One-to-One laptop initiative and other technology upgrades. Paul Laughton said the PAYG funds are put towards a list of projects itemized by the school districts. He said those projects are varied. Commissioner Rich asked where she could find the Article 46 projects. Paul Laughton said they are listed in the Special Revenue Projects tab. He said this information can be found on pages 61 and 62, where it lists the uses of the Article 46 sales tax funds for both school systems. He said there will be further discussion on these funds at the May 14th meeting. Commissioner Pelissier asked why there was not an increase in the PAYG funds for the 2015 to 2016 Fiscal Year. Paul Laughton said based on the review of all variables, it was determined best to keep the PAYG funds the same for 2015 to 2016. He said for planning purposes the 1.5 percent growth was included for the future. Chair McKee asked if each school system's spending of lottery funds is specified. Paul Laughton said what funds can be spent on is not specified by the State and that they can be used for any purpose, except technology. He said these funds can be used for repairs, renovations and debt service. Commissioner Price said she heard that lottery funds may not be allowed to be used for debt service. Paul Laughton said the wording states that funds cannot be pledged to debt service but these still can be used for debt service payments on an annual basis. Commissioner Price said the projects are listed by category (i.e: roofing, windows, etc.) instead of by school. She said this makes it more difficult to determine which schools need the most. She asked if there are any schools that will need major work or overhaul. Pam Jones, Interim Deputy Superintendent for OCS, said there are schools that will need major renovations. The OCS Board of Education is prioritizing the projects. She said the Board of Education knows, by school, what is needed to be done. Paul Laughton said listing the projects by categories had been a request of the County. He said the goal has been for continuity in looking between both the CHCCS and OCS plans. Paul Laughton said nothing in the CIP addressed the Facility Assessment Studies from the school systems, since the County had not yet received this information. Pam Jones said the OCS Board of Education appropriated an additional $150,000 last year out of their fund balance. She said these monies went specifically against some of the deferred maintenance items that are included in the assessment. She said this is done proactively due to the enormity of the needs and knowing that any future bond will not be able to address all of them. Chair McKee said he had heard funding estimates from CHCCS for some time but has not heard the same from OCS. He asked if the numbers previously mentioned by Paul Laughton were in line with what OCS felt they would need. Pam Jones said their focus has been on the Cedar Ridge additions. She said this is their biggest need. Chair McKee asked specifically about the $478,000 mentioned by Paul Laughton. Pam Jones said to get the additional capacity at Cedar Ridge High School will be a $12 million project, with $1.2 million needed for planning. She said the $478,000 will not be sufficient, but it could help with some preliminary work. She said the planning process will take some work, with likely zoning issues, and the $478,000 would help to move that along so they would be closer to being shovel ready. She said when the Board of Education concludes the process of prioritizing needs, there may be some smaller projects not previously anticipated to which the $478,000 may be applied. Commissioner Price asked about the process for the Phoenix Academy and the Bridge Program. Paul Laughton said this is on page 100. Bill Mullen, Director for Facilities for CHCCS, said the Phoenix Academy and the Bridge study would hopefully be part of the $750,000 Lincoln Center Analysis. Commissioner Price asked when the merger was expected. Bill Mullen said he did not know. 2. Space Study Work Group Report Presentation — with Discussion ofAssociated County Capital Proiects Jeff Thompson of Asset Management Services introduced this item and presented the following PowerPoint slides: Oranqe County Space Study Findinq and Recommendations Backqround of Space Study Alan Dorman, Asset Management Services, presented the following PowerPoint slides: Bedcheck • Facility walkthroughs • Spaces categorized • Utilization assessed • Departmental discussions with Department Heads on information Space Cateqory • Constrained • Optimized • Opportunity Findinqs County Wide Space Cateqorization by Facility Brennan Bouma, Sustainability Coordinator, presented the following slides: Trends- moving into Opportunity Spaces Trends are always changing Open Office Pro's and Con's • Pros ■ Flexible, lower cost, collaborative • Cons (the cons can be minimized) ■ Privacy concerns, distractions, loss of status Jeff Thompson presented the following PowerPoint slides: Hiqhliqhted Findinqs and Recommendations: • Overall, space is adequate and optimized • Long-term growth at Southern Campus • Some quick changes possible; others need more time • Significant storage space ■ Needs programming and central management ■ Policy being created • Third Party Tenancy policy being formulated • Adequate meeting spaces ■ Facilities Use Policy and reservation system updated Short Term Initiatives Constraints Opportunities Central Recreation admin space to Whitted "A" building room 210 Health Department admin space to Whitted "B" building 3rd floor Tax Administration admin space to Register of Deeds Computer Lab Economic Development layout & security Remodel Emergency Services break area Central locker room to Warehouse Human Services Subqroup Constraints Opportunities -501/503 Franklin -Hillsborough Commons co-location ■ parking "stress" (Former pollar Tree Space) ■ job and skills training Lease vs Own? ■ Visitor's Center location -Future Southern Campus Programming -Proposed conversation with Chapel Hill on collaborating for mutually beneficial outcome Commissioner Jacobs said he proposed the Skills Development Center as a possible branch library site. Commissioner Rich said she understood that the Skills Development Center is planned to be completely re-purposed. She said it is currently being used by some small incubator spaces and other businesses. Jeff Thompson said Terra Dotta is a private company that rents space in the building. He said the Guardian Ad Litem program rents space as well. Commissioner Rich said current tenants should be kept informed of possible plans for the building. Nancy Coston, Director, Orange County Social Services, said the Skills Development Center has a lot of partners that use the space and they may have immediate questions if any changes are to be made. Commissioner Rich asked if the site had ever previously been considered as a possible library. Commissioner Jacobs said he had proposed it once before. Commissioner Burroughs asked the anticipated value of the property. Jeff Thompson said the property is currently assessed at $2.7 million tax value. He added it has not been appraised for market value. Jeff Thompson said an analysis regarding the buy or lease of the former pollar Tree property will be reported, hopefully, before the summer break. Jeff Thompson resumed the PowerPoint presentation: Southern Campus Subqroup Constraints Opportunities -Senior Center Programming Space -Room for Expansion -Inadequate Infrastructure for Growth -Proposed CIP Project -Lack of a defined timeline -25 year vested development right ■ 5 years for 1 st project Long range vision planning -Other County Departmental Needs -Redundant IT hub, 911 Center Court, Human Services facilities Educational/multi-purpose facilities Roger Walden, of Clarion Associates, applauded the County for its foresight in purchasing a piece of land as big as this one. He reviewed that a master plan has been approved by the BOCC and shared with the Town of Chapel Hill to secure a Special Use Permit (SUP), which provides an entitlement for the County to build up to 300,000 square feet of additional floor area over twenty five (25) years. He said in considering the site, and potential projects there, to look at low hanging fruit first. He said the following topics have been considered closely: 1) Phasing: determining the timing of projects; 2) Attention to infrastructure: repositioning the entrance road and establishing areas of development and preservation. He gave an example of the Seymour Center. He said this building has some immediate, and fairly simple, renovations that could be made to allow for more space. There are also larger, long term projects. Roger Walden reviewed several slides containing pictures from the Campus Master Plan, included within the PowerPoint presentation. He concluded that there were no recommendations at this time but a further report will be given in the future. Ken Redfoot, Architect, continued the PowerPoint presentation with several three dimensional visualizations of how the plan could move forward in a phased approach: Phase One: • existing site; • additional 300,000 sq. ft. available due to SUP; • modest 15,000 square foot addition to the Southern Human Services Building; • proposal to keep existing road in tact but re-orient road to provide a second means of access to campus; • increased density for parking Phase Two: • two story 16,500 square foot addition to Seymour Center; • introduction of new driveway; • possibility of an additional 15,000 square footage being added to the Southern Human Services Center, with additional parking added towards the back Phase Three • time period of 2022 to 2039 • still 253,500 square feet left to build out Roger Walden said a couple of key themes have emerged during conversations: 1) efficient use of county resources 2) focus on civic functions 3) focus of healthy living for the residents of Orange County. Jeff Thompson said if the expansion and infrastructure are both done in 2016 to 2017, the portion of the infrastructure is about $1.8 million. He said the second phase, from 2019 to 2025, is about $880,000. Commissioner Jacobs inquired of the status of the courtroom inside the old post office in downtown in Chapel Hill. He said he had heard the Town of Chapel Hill may not want the County to keep the courtroom there. Jeff Thompson said he has also heard that about this possibility but has not heard any official statement. Commissioner Jacobs said if the topic resurfaces they need to be on top of this facility. Commissioner Jacobs asked for more information regarding the location of the second access road and its proximity to the park across the street. He asked if the road may be right in and right out. Roger Walden said it is envisioned as being right in and right out. Ken Redfoot said at one point during construction, the second access road will be the only point of access. He said it makes sense to do this road in the first phase. Commissioner Rich asked if there was a problem with flooding at the proposed entrance. Roger Walden said there are some storm water retention ponds there now, but they are not functioning at capacity. He said the storm water ponds will need attention. He added this adjustment would be at no additional cost. Commissioner Jacobs inquired about any landscaping restrictions contained within the SUP. Roger Walden said there are design guidelines that accompany the SUP and specifically outline landscaping for different aspects of the site. Ken Redfoot said the Board has also created additional landscaping guidelines in the SUP that go beyond those required by the Town of Chapel Hill. Commissioner Jacobs said the Government should lead by example. He said it is smart to do zeroscaping. Roger Walden said this site is a good opportunity for zeroscaping. He said this also ties in with the previously mentioned theme of healthy living. Commissioner Rich asked if solar panels are being added to the property. Ken Redfoot said solar panels are very doable. He said some sketches have been done, and it would be an exciting opportunity. Commissioner Rich said she would like to see some costs on solar panels for the expanded facilities, where applicable. Commissioner Jacobs asked if solar generators or panels were going to be used to replace the current fleet of backup generators. Jeff Thompson said that solar regeneration technology is not yet here. Jeff Thompson presented the following PowerPoint slide: Environment and Aqricultural Subqroup Constraints Opportunities -Revere Road facility physically -Revere Road site optimal for Agriculture "stressed" Center -Efficient programming and design for new facility on existing site -Proposed CIP Project -Lack of dry and cold storage space -Cedar Grove storage wings for local foods aggregation endeavors Jeff Thompson said the Revere Road site is their best option for a County Agriculture Center. He said it is centrally located with good vehicular access. He said inside this building there is a great deal of redundant space and it is not laid out well. He said the CIP Project will address these shortcomings. He said, if approved, the design of this project will begin this year with construction beginning in 2016 to 2017. David Stancil said the main building is 15,000 square feet and there is also 2,000 square foot covered storage. Commissioner Jacobs asked if there is any possibility for demonstrations by either artists or others. Jeff Thompson said yes. Commissioner Price asked if the other smaller buildings would remain. Jeff Thompson said the current users of the buildings could be relocated elsewhere, and the buildings, or the land, could be used for other purposes. Chair McKee asked if the redevelopment would be done in two stages. Jeff Thompson said it would be a phased process. Chair McKee said there is also locked storage in this building. Jeff Thompson said the ADA Life Safety project has been inserted in this phase. He said most of this will be completed in the next two months. Jeff Thompson continued the PowerPoint presentation: Emerqency Services Subqroup Constraint Opportunities -In need of back-up Communications Center -CIP addresses back-up in lower level of West Campus Office Building -510 Meadowlands not a "hardened" -Merit in potentially repurposing facility West Campus Office Building lower level for primary ES facility -Field sub-station need -Proposed CIP Project Jeff Thompson said this is related to the need for a back-up Emergency Services 911 Communications Center. He said the lower level of the West Campus Office Building is being proposed as the location for this project. He said this location is designed for such a center as this. He said this is also being discussed as a permanent center. He said there are current meeting rooms that are located there, but these rooms could be moved elsewhere, such as the lower level of the Link Center. Jim Groves, of Emergency Services, said if the co-locations work out, they would be building on the north side with the Hillsborough Fire Department and the Town of Hillsborough, and the Revere Road Station would be able to move there. He said the other field sub- stations are in the CIP for the second year with plans to do something in the Waterstone area. Paul Laughton said the information about the back-up Emergency Services Center is on page 44. He said the State of North Carolina is requiring a plan be in place by July 1St 2015, and the expenses would be covered by E-911 funds. He said the sub-stations information were are on page 42. Commissioner Pelissier asked about the timeline for determining whether the proposed back up at West Campus would remain a backup or a permanent site. Jim Groves said it is a priority now to have a 911 center backup. He said if the West Campus location is used for a more permanent site, the backup location could be easily transitioned to another site when available. Lucinda Munger, Library Director, presented the following slide: Library Subqroup Constraints Opportunities -Inadequate branch library space in -Southern Branch Library Site McDougle, Cybrary facilities; not owned Selection process ongoing -Proposed CIP Project -Potential constraint for main branch -Potential interior renovation of Main in out years because of population Branch, or other solution and circulation growth -Proposed CIP Project, years 6 to 10 Lucinda Munger said the Southern Library Project is ongoing. She said the library will be installing a library kiosk, holding about five hundred items, to coincide with the opening of the Cedar Grove Community Center. She said this kiosk will be serviced by the current currier service. She said the main library branch is in the CIP for years six through ten for the following reasons: 1. Projected population increase of 2,300 new residents within the town limits of Hillsborough. 2. A train station to be built on the Collins property, within walking distance of downtown Hillsborough. 3. The possibility of another residential area in the downtown area of Hillsborough. 4. The library currently has a lot of constrained space. Commissioner Price asked if there would be an addition to the library or a reconfiguration of the current space. Lucinda Munger said the best use of their current space is being discussed. She said if current space is not sufficient, then the option of building up or out will be considered. Commissioner Jacobs asked if there have been any discussions with Hillsborough about co-locating a library in the Colonial Inn. Lucinda Munger said no. Jeff Thompson said the library kiosk item is listed on page 24. Jeff Thompson presented the following PowerPoint slide: Justice Facilities Subqroup Constraints Opportunities -Inadequate, depreciated detention facility -New detention facility -Proposed CIP Project Complete Fiscal Year 2018 to 2019 -Chapel Hill Court facility -Potential site at Southern Campus Jeff Thompson said the jail is inadequate, and a new detention facility will be soon be built. He said the Chapel Hill Courts Facility may relocate to the Southern Campus but there is no time frame for this move. He said the new Justice Facility in Hillsborough is adequate, well used and well operated space. Sheriff Blackwood said the justice facilities in Chapel Hill can be absorbed into Hillsborough, but it would not be convenient for residents, operational staff, attorneys, and police officers. He said the thought of moving it too far north is one that he would hope to steer away from. Sheriff Blackwood said the Old Courthouse within the new justice facility, the Mural Courtroom, was built as a sixty-year courthouse. He said it has served, and continues to serve, its purpose very well. He said they do have room for expansion at the new facility in Hillsborough, but not in Chapel Hill. Sheriff Blackwood said it is important to think ahead since construction costs are only going to go up. Commissioner Pelissier said the space study did not look at the old jail. She said how would the old jail be used when the new jail is built. Sheriff Blackwood said a philosophy will have to be determined when building the new jail. He said it is possible to duplicate what currently exists. He said this would be counterproductive. He said he would like to see efficient places within the existing facility tapped into. He would like the new facility to be all inclusive and for the existing facility to complement it. Sheriff Blackwood said numerous things have been discussed for the old jail but no decisions have been made. He said the old jail had been built out as much as possible while remaining safe. Commissioner Jacobs said the Chapel Hill Court Facility discussion was a Chapel Hill initiative years ago. He said all facilities were reviewed and no alternative plan for the court facility has been put forward. Sheriff Blackwood said he has not had any conversations with anyone in Chapel Hill about moving the facility or the Town taking it back from the County. Sheriff Blackwood said the space study was interesting to be part of, and he commended everyone that was involved in this process. David Stancil continued the PowerPoint presentation: Community Centers Subqroup Constraints Opportunities -Current centers (including Cedar -Renovation of Efland/Cheeks Grove under construction) built to Community Center different standard and scale -Community centers may span a -Continue developing and defining variety of needs to be addressed community center services and facilities -Gymnasium space -Sportsplex Field House addressed In CIP; more collaboration with School gymnasium space Jeff Thomspon said the CIP items related to Community Centers are embedded in this part of the presentation. He reviewed the following information, as contained in the abstract: County Capital projects (associated with the Space Study discussion) — Highlights Southern Orange Campus (Future Planning) (CIP page 21) — Design services of$400,000 were included in Fiscal Year 2014 to 2015, with site development infrastructure work of $3,600,000 in Year 1 (Fiscal Year 2015 to 2016) for campus buildings not associated with the existing Southern Human Services Center (SHSC). Expansion of the existing SHSC is included in a separate CIP project. Southern Human Services Center Expansion (CIP page 22) — a full site master plan Special Use Permit ("SUP") was approved in June 2014, providing the Board adopted guidance regarding expansion and remodeling to accommodate future Human Services and other identified County needs. The facility will be programmed to follow logical and timely development of the master plan and Space Study work group recommendations. This includes $75,000 in Year 1 (Fiscal Year 2015 to 2016) for schematic design services to assist in visioning the expanded space and its potential uses, and $6,475,000 in Year 2 (Fiscal Year 2016 to 2017) for the expansion, which includes a Dental Clinic. Southern Branch Library(CIP page 23) —funding of$600,000 was approved in Fiscal Year 2013 to 2014 for possible land purchase; Design and engineering work of$472,500 is included in Year 1 (Fiscal Year 2015 to 2016), and construction costs of$5,625,000 and $750,000 in equipment and furnishings are included in Year 2 (Fiscal Year 2016 to 2017). Note: construction costs for this project have been reduced from the current CIP by approximately $1,400,000, based on a 15,000 square foot facility and 50 dedicated parking spaces. Main Branch Library Remodel (CIP page 25) —the need for an upfit and re-design of the Main Branch Library was identified both in the County Space Needs Study and the 2012 Community Needs Assessment portion of the Library's strategic plan. To accommodate current and future users, the library must make better use of the existing space by focusing on maximizing its flexibility and adaptability. This includes a total of$1,200,000 in Years 6-10 for design, construction, and equipment/furnishings. Proposed Jail (CIP page 30) —total project costs of approximately $21,600,000, with site related planning costs of$500,000 in Year 1 (Fiscal Year 2015 to 2016), architectural/engineering costs of$500,000 in Year 2 (Fiscal Year 2016 to 2017), with the construction of a new 144 bed jail in Year 3 (Fiscal Year 2017 to 2018). Note: construction costs for this project have been reduced from the current CIP by approximately $4,100,000 due to building an initial 144 bed capacity, down from the 216 bed capacity in the current CIP, with expansion potential of up to a 250 bed capacity. Environment and Agriculture Center(CIP page 32) — includes $300,000 in Design Services in Year 1 (FY 2015-16), and construction costs of approximately $3,100,000 in Year 2 (FY 2016- 17) for a new center at the current Revere Road site. The current Center on the property will be deconstructed to allow for a new parking area. Note: this project has moved up one year from the current CIP. Life Safety—ADA (CIP page 35) — provides $25,000 in current year (FY 2014-15) for the installation of automated access doors at West Campus and the Seymour Senior Center; $35,000 in Year 1 (FY 2015-16) for fire alarm system improvements/replacement/install at the Historic Courthouse and Efland Community Center; $60,000 in Year 2 (FY 2016-17) for elevator improvements at the Historic Courthouse; $55,000 for fire alarm system design and installation at 3 locations in Year 4 (FY 2018-19); and additional fire alarm system design and installation at 4 locations ($120,000 in Years 6-10). Emergency Services Substations (CIP page 42) -funding for this project will enable the construction of 4 new co-built EMS stations and 2 stand-alone substations in geographical areas across the County that will help reduce response times. Year 2 (FY 2016-17) includes $1.2 million for 2 co-builds, both with the Town of Hillsborough. Year 3 (FY 2017-18) includes a $600,000 co-build with the Town of Chapel Hill. Year 4 (FY 2018-19) includes $2.1 million for one co-build with the Town of Chapel Hill, and one stand-alone substation. An additional standalone substation is planned in Years 6-10. Note: the initial two substations in FY 2016-17 have been pushed back one year from the current CIP. 9-1-1 Back-up Center(CIP page 44) — includes $369,499 in Year 1 (FY 2015-16) to provide a 9- 1-1 Back-up Communications Center at the West Campus Office Building in Hillsborough. The NC 9-1-1 Board requires that all Public Safety Answering Points (PSAPs) have a back-up plan, no later than July 1, 2015, in the event of an outage or abandonmentof the primary 9-1-1 Center. This project will be funded with 9-1-1 funds. 3. Community Centers — Mission Statement and Level of Service — with Discussion of Associated County Capital Proiects David Stancil said that there will now be three Community Centers. He said this puts forth the need to discuss what a Community Center should be and how to address them equitably. He reviewed the following Power Point slides: Toniqht's Purpose • Review Current Status of Community Centers • Discuss and Consider Possible Mission Statement and Objectives • Review and Provide Feedback on Potential Levels of Service (LOS) Oranqe County Community Centers Efland Cheeks Community Center (opened 1992) • 2,600 square feet, part of Efland Cheeks Park • Grant programs and community services until mid-late 2000's • Several meetings with community residents re increased access Rogers Road Community Center (2014) • 4,000 square feet, on Purefoy Road north of Chapel Hill & Carrboro • Meeting rooms, kitchen and offices • Operated via agreement with Rogers-Eubanks Neighborhood Association Cedar Grove Community Center (coming March 2016) • 10,000 square feet, adjoining Cedar Grove Park in northern Orange County • Gym, meeting rooms, multimedia rooms and more • Hybrid recreation and community center Draft Mission Statement and Obiectives • Define and elucidate why we have centers. • What is the purpose? • What are the community needs? • Engage community in advising, planning and programming. • Board of Advisors • Leverage volunteer hours to expand operations • Level of Service Options Closinq Thouqhts • An "equitable" level of service for all? • Need coordinated and consistent County response, while recognizing facility differences • Level of service applicable regardless of provider • Serve the community - community involvement critical in planning, programming and operating • Upcoming community meetings in re: Cedar Grove Center David Stancil said there is a range of services that can be offered at community centers; from full service (open twelve hours a day, six days a week) to being open only when a specific request of use has been made. Chair McKee said the consensus at Cedar Grove and Efland is for a secured access to the community center versus a locked facility. He said he encouraged residents to talk to the Rogers-Eubanks Neighborhood Association (RENA) as they have been successful. He said it would be critical to have a responsible community organization to act as a key holder in coordination with the County. David Stancil said that centers can be open without requiring full time County staff. He added there are differences between the centers and the organizations that may be involved to assist in operations. He said leveraging volunteers or seasonal staff from the community may be the key. He said the gymnasium at Cedar Grove was a good example of something that may be highly used and require greater oversight than a non-profit can offer. Commissioner Rich said the Rogers Road Community Center is unique due to the pre- existing relationships within the community. She said she would like to know how a volunteer pool is created. She said she saw a vibrant volunteer staff at Seymour Center and wonders how it can be replicated. David Stancil said they have looked at the Seymour Center as a role model and they would like to try and solicit volunteers from the local Efland community groups that are already involved in this process. He said then those volunteers could be given training regarding potential issues specific to the amenities of Cedar Grove. David Stancil said another model that can be followed is to have the County start off as the coordinator and then transition to a community group. Commissioner Price said fees need to be kept at a minimum. Commissioner Price said any organizations rising to the surface should be encouraged to get training from RENA to move in the right direction. She said as the opening of Cedar Grove approaches, she is hearing from community members eager to use the space. Commissioner Jacobs said when the Efland Community Center opened, there was a very active community group but the recreation department at that time was not receptive to volunteers. He said he has tried to bring up each year in the CIP discussions about doing something with the Efland Center but access has always been the issue. He said there are responsible community persons that could take access responsibility. He said having a base unit of service would be a very good idea but notes this is difficult as the communities are very different. Commissioner Jacobs suggested if an advisory group is created that the Board of County Commissioners should appoint the members. He asked if the YMCA had been brought into the discussion. David Stancil said only in reference to the summer program they operate. He said there are several non-profit organizations that could be potential partners: YMCA, Boys and Girls Club, etc. Commissioner Jacobs said the faith community may also be willing to be involved. David Stancil said the faith community is being involved in the discussion. Commissioner Jacobs asked for clarification regarding the internet cafe at the Cedar Grove Community Center. He said he understood it to be a library and wonders how it relates to the kiosk. Jeff Thompson said the cafe will have a strong wireless access point. He said the intention of the internet cafe is to use the wireless access point and the kiosk is to provide product. Lucinda Munger said the kiosk will be a sheltered, outside product. She said this was done to deliver library resources to the rural area without an increase in personnel. She said this is a first step in order to gauge demand for services. She said more programming will be considered in the future if there is community interest. David Stancil said there is community interest in Efland and Cedar Grove as it relates to more programming. He said it is a balance between the consolidation of services in an efficient, centralized facility and working with the communities. He added that the internet cafe may have a few computers available for check out and use in the cafe. Bonnie Hammersley said the operating budget is in process. She said she and David Stancil have talked about the operating side of the centers. She said a model that would support these community centers equally is being pursued and that even RENA needs support. She said volunteer programs should be encouraged at all of the centers. She said her recommended budget will have a solution for this issue. Commissioner Price said she would like to see consistency in policies established for the use of community center facilities. Paul Laughton reviewed the following information from the CIP: Cedar Grove Community Center(CIP page 20) - includes $2,822,226 in current year (Fiscal Year 2014 to 2015) for construction and adaptive reuse of the former Northern Human Services Center. Cedar Grove Community Center Library Kiosk (CIP page 24) — includes $180,000 in Year 1 (Fiscal Year 2015 to 2016) to provide patrons an automated material kiosk at the Cedar Grove Community Center providing 24 hour electronic access for checking in and out materials. Historic Rogers Road Neighborhood Community Center(CIP page 37) — during Fiscal Year 2012 to 2013, the Board of Commissioners approved the establishment of capital project for the construction of a Historic Rogers Road Neighborhood Community Center with funds of $650,000. For Year 1 (Fiscal Year 2015 to 2016), $260,000 is budgeted, which includes the County's 43 percent share of a Phase II Study, and construction costs of$3,025,000 in Year 2 (Fiscal Year 2016 to 2017) for the County's 43 percent share of Orange Water And Sewer Authority's (OWASA) Sewer Concept plan to provide sewer to 86 parcels identified by the Historic Rogers Road Neighborhood Task Force. Efland-Cheeks Community Center Upfit (CIP page 38) — includes approximately $425,000 in Year 5 (Fiscal Year 2019 to 2020) for an upfit/interior renovation to the current facility, including new equipment and furnishings, as well as area landscaping. Commissioner Rich said when the provision of sewer for the Rogers Road area is discussed can the installation of actual sewer infrastructure be included. She said currently the conversation only includes the laying of the infrastructure and not the sewer for the eighty- six historic homes. 4. To Continue Review and Discussion of the Manaqer's Recommended FY 2015-20 Capital Investment Plan (CIP) — Park Capital Proiects Paul Laughton and David Stancil reviewed the following park projects: County Capital Park proiects — Hiqhliqhts a.) Blackwood Farm Park(CIP page 45) Includes $150,000 in Year 2 (Fiscal Year 2016 to 2017) for final design and construction drawings, with Park construction funds of$1,900,000 in Year 3 (Fiscal Year 2017 to 2018), and approximately $1,100,000 in Year 4 (Fiscal Year 2018 to 2019) for a permanent parks operations base. Note: the parks operations base has moved up one year from the current CIP. Chair McKee asked about the usage of the existing house on the site. David Stancil said the hope is to use the house for office space. He added that the porch has already received repairs and can be used for events such as re-enactors or speakers. Commissioner Jacobs asked if the interviews with the Blackwood sisters' are on the website. David Stancil said a link to the Southern Carolina History Project can be added but has not been done thus far. He said it would be a great resource. He said the planned opening of the site is in late May. He said the weather has caused delays. Commissioner Rich said the Intergovernmental Parks Work Group has been talking about creating a "walking tour" app for this site. Commissioner Rich asked if the new road will be ready for the soft opening. David Stancil said no, but it would be part of the year three project. Commissioner Rich said entering and exiting the location will be tricky. David Stancil said there will be some mirrors and signage to help. Commissioner Jacobs said when he was on the Visitor's Bureau Board a possible civil rights audio tour had been discussed. He suggested Commissioner Rich and that the Board may want to look at such a possibility. b.) Bingham District Park(Page 46) Bingham District Park, on a site to be acquired, is a future park anticipated to have both active and low-impact recreation facilities in Bingham Township, as per the Parks and Recreation Master Plan. Funds for land acquisition would come via the Lands Legacy program. Note: It is possible some combination of sites may be utilized to comprise the eventual Bingham Park, but the funding proposed herein reflects a single-site district park model. As with previous projects, this future park site would be landbanked for the future construction of park facilities, tentatively projected for Year 6. David Stancil said in 2008 all park projects were directed to be included in the CIP. He said the current CIP included everything and errs on the high side. He said the work does not need to be done all at once, it can be phased in. He added it may not cost as much as anticipated and grants are available as well but cannot be assumed until secured. He said some items from Years seven and eight have moved up to Years three and four and are now being seen on the horizon. Chair McKee added the projects have moved up but can also move back down again. c.) Cedar Grove Park, Phase ll(Page 47) Phase I of Cedar Grove Park opened in 2008 and includes baseball/softball fields, trails, a playground, basketball courts, a Little Free Library and other amenities. Lighting replacement at Field 1, which predates the park, will be needed in 2018, as will renovation of basketball courts, as noted in the P&R Master Plan. The second phase of this facility as designed would feature another baseball/softball field, tennis courts, picnic shelter and additional parking. Construction of Phase II is slated for year 6. Chair McKee said the Community Center being constructed on this property may cause the priority of this park work to move up. Commissioner Jacobs said he agreed. He asked if the relationship with OWASA has changed. He asked if the County may be able to take over recreation at Cane Creek or if it is possible that more land will become available. David Stancil said yes there has been some change. He said the recreation facility at Cane Creek is still a possibility and may offset some costs at Bingham Park. He said OWASA did a report on sludge and stated intention to pull back but the Board of Directors seems to have stopped short of doing so; therefore, some of the potentially interesting properties are still in limbo. d.) Conservation Easements (Page 48) The Conservation Easement component of the Lands Legacy program was initially funded in July 2002, and provides matching funds for State and federal grants to acquire conservation easements to conserve prime or threatened farmland, sensitive natural areas, or important water quality buffer lands in keeping with Board goals and Lands Legacy priorities. Generally, these lands have conservation values or agricultural operations to be enhanced and protected, and the land stays in private ownership and is not publicly-accessible except upon landowner consent. Over 2,000 acres of prime farmland and natural areas have been conserved to date, with millions of dollars in state/federal grants leveraged. It is anticipated that additional matching funds of approximately 50 percent would again be leveraged for these projects, as reflected in the grant funds above. This project would provide $250,000 each year for conservation easements, including $125,000 in County funds and an expected match amount of$125,000 from state/federal grants. Commissioner Jacobs said Congress is looking to sell public lands, thus limiting conservation easement and park funding. He said federal funds should be aggressively pursued while they are still available. David Stancil said the County is in a position to do so. Chair McKee said the BOCC approved funding for the Lands Legacy on April 7th, 2015, and he asked how those funds play into this item. David Stancil said historically there have been separate accounts, due to the inability to mix funding streams from the 2001 bond funds. He said it is his understanding that some of the funds approved for the Lands Legacy could be re-tasked to assist with conservation. He said keeping a separate conservation account is still preferable. Chair McKee said he thought that if a portion of the Bond Lands Legacy funds was not accessed that it would lapse. Paul Laughton said $2.4 million did lapse. Chair McKee said because those monies did lapse, he thought the funds approved two nights ago would be kept separate and that it would not be bound by the same restrictions as Bond fund money would be. Paul Laughton said on page 51 it shows that the $2.4 million in the Lands Legacy project is kept separately. e.) Upper Eno Nature Preserve (Page 49) The Upper Eno Nature Preserve includes approximately 400 acres of sensitive natural heritage lands, wildlife habitat and prime forests along the Eno River and its main tributaries west of Hillsborough. Public access is envisioned at two locations - the Seven Mile Creek Natural Area (adjacent to the Moorefields Local Landmark protected lands) and McGowan Creek Natural Area (near US 70 West). The Upper Eno Preserve would also include a portion of the future NC Mountains-to-Sea Trail (MST) as it runs northeast to Hillsborough and Occoneechee Mountain State Natural Area. Initial work using existing staff resources occurred in Fiscal Year 2012 to 2013 to rough out an initial loop trail, and continued into Fiscal Year 2013 to 2014 to identify parking and signage. The project is anticipated to begin in earnest in Year 1 with completion of the Seven Mile Creek Natural Area, as well as wildlife viewing areas and primitive camping. The McGowan Creek Natural Area component is envisioned for Year 5 and will require road redesign. Grant funding would be pursued for this project. The Year 6-10 amount includes funding for "waystation" amenities for when MST is completed (funding shown in Year 8). f.) Soccer.com Soccer Center(Phase ll) (CIP page 50) This represents an investment in the current facility (formally named Eurosport Soccer Center), with $425,000 included in Year 1 (Fiscal Year 2015 to 2016) for possible land acquisition for future expansion; Design costs of$250,000 in Year 4 (Fiscal Year 2018 to 2019); and approximately $4.6 million in Year 5 for the construction of new artificial turf fields, tennis courts, parking, restrooms/equipment building, equipment, and stormwater controls. Note: Possible land acquisition has moved up one year from the current CIP. Commissioner Burroughs said what kinds of tournaments occur at this site. David Stancil said there is information that he can send to her. g.) Lands Legacy Program (CIP page 51) The Lands Legacy Program, established in April 2000, is an award-winning, comprehensive program to conserve and protect the County's most critical natural and cultural resources, including prime and threatened farmland; future parklands; natural areas, wildlife habitat and prime forests; watershed stream buffers; and historic and archaeological sites. Farmland conservation and other natural areas conservation also occurs through the related "Conservation Easements" project. Acquisition of the Bingham Township Park site, continued acquisitions for the Upper Eno Nature Preserve, the Jordan Lake Macrosite natural area and possible expansion of Soccer.com Soccer Center are among several top anticipated priorities for these current and planned funds. Currently, $1,513,408 is available in this project for those purposes. The County has and will continue to aggressively seek to leverage these funds through grants ($5 million to date) and partnership funding. Although planned for continued funding, prior bond authorization for this amount of$2.4 million lapsed in 2010, so new financing of$400,000 was approved in Fiscal Year 2014 to 2015, with the remaining $2.0 million also recommended in Fiscal Year 2014 to 2015. h.) Millhouse Road Park(CIP page 52) This project reflects a possible Town of Chapel Hill/County partnership concept for this project. Includes $100,000 in Year 2 (Fiscal Year 2016 to 2017) for design, engineering, and preconstruction costs; and $6,400,000 in Year 3 (Fiscal Year 2017 to 2018) for Park construction, including a soccer field complex, walking trails, and other amenities. This joint facility is reflected in both the Town and County's Parks and Recreation Master Plans. David Stancil said he had been in communication with the Chapel Hill Town Manager and the Chapel Hill Parks and Recreation Director. He said it is anticipated that the Master Plan for this park will be created in the fall. He said as this project moves forward, it may become a phased project to allow for smaller increments of financial commitment. Chair McKee asked if the Town and the County's timing aligned. David Stancil said currently the timing does align, but that may change due to other Parks projects the Town has planned. Chair McKee said being on the same page with the Town would be beneficial. He also asked if artificial turf is being considered for this project. David Stancil said the expectation is yes. He said this project may be the place to take the plunge of using artificial turf. Chair McKee said he has heard only positive feedback regarding the artificial turf installed at Cedar Falls Park, and he felt that park had served as a good pilot case. Commissioner Jacobs asked if artificial turf could be considered for the Soccer.com fields. David Stancil said yes for a couple of the fields. i.) Mountains to Sea Trail(MTST) (Page 53) The NC Mountains-to-Sea Trail, or MST, is a part of the State parks system and would traverse portions of Orange County. This project reflects construction of segments of the Mountains-to-Sea Trail during 2019 and beyond, as lands are acquired and segments connected. A master plan process has been initiated by State Parks, and will continue into summer 2015. A master plan is needed prior to any trail construction to specifically identify the trail location and develop a plan for implementation and operation. Lands would be acquired (voluntarily) using the Lands Legacy Program Funds. (Note: The Seven Mile Creek Natural Area portion of Upper Eno Nature Preserve includes a segment of the MST). j.) New Hope Preserve/Hollow Rock Public Access Area (Page 54) The New Hope Preserve, which includes the Hollow Rock Natural Area, will feature hiking trails and environmental education/signage throughout a 72 acre site owned by Orange County, Durham County and the Town of Chapel Hill. These costs are for planned site facilities (parking, driveway, trails and bridges, kiosks and other low-impact amenities) that would be built in three phases. Durham County will likely contribute 50% of the cost of these facilities and amenities (pending an interlocal agreement to this effect). Archaeological survey work is underway (via a $15,000 grant and Orange County $10,000 match), and additional grant funding of$200,000 for the first phase of facilities has been awarded (with a local match of$25,000 from Durham and Orange allocated in prior years). Phase I facilities (trails) are underway. Phase II facilities would be constructed in Year 2, and Phase III (if Pickett Road is closed) would be beyond Year 5. Note: The draft MOU between the local governments will be presented for approval this spring prior to Year 2 construction. k.) Northeast District Park(Page 55) Northeast District Park is a 142 acre site acquired in late 2007 as the future district park for northern Orange County. The site was acquired with the potential for appropriate co-located facilities in mind. A Preliminary Concept Plan was prepared by staff that identifies the most likely locations for different types of park activities, including a potential solid waste convenience center and possible emergency services substation and cellular tower within the park. No park concept plan has been developed, but is anticipated for 2015 to 2016. The property is currently land-banked and leased to a local farmer for cattle grazing pending future construction. Some small-scale site management duties are projected for Year 1. l.) RiverPark, Phase ll- (Page 56) Phase II of RiverPark, located behind the Courthouse and County East Campus, would include a performance shell for events, benches, and a small exhibit on the Occonneechee tribe. Additional facilities may be needed related to the Town of Hillsborough pedestrian improvements along Churton Street. m.)Twin Creeks Park, Phase ll(Page 57) Twin Creeks (Moniese Nomp) Park is located along Old NC 86 north of Carrboro and connects to Morris Grove Elementary School (school was part of the overall site). Phase I of the park (Jones Creek Greenway) was completed in 2011. Funding for Phase II of this park is projected for Year 6, with design and pre-construction in Year 5. However, an opportunity to construct the main entry road may exist in conjunction with shared roadway property owner MI Homes (Ballentine subdivision). To that end, $600,000 for road construction was funded in Fiscal Year 2012 to 2013 and is reflected in "Prior Years Funding." However, a road network analysis is planned by the Town of Carrboro that may delay activity on the road project. Participation in the road construction cost is reflected here, if the County chooses to participate. (If it does not participate, a longer, more costly segment of the road may be required in the future at the time of park construction.) A Phase III of the park would likely exist and be beyond the scope of Year 10. Commissioner Price questioned why this park is taking so long to come on line. David Stancil said the developer of the Ballentine property holds part of the same entrance road as the County. He said the County has money that was previously set aside. He said the Ballentine project has been unable to progress due to a forthcoming study by the Town of Carrboro of the transportation network and the environmental analysis of the entire northern transition area. He said the study has been ongoing for the past eighteen months. He said he is awaiting an update from the Town of Carrboro. He said the project is a flagship facility and is very costly. He said there is potential for a third phase. Commissioner Jacobs said the problem with Twin Creeks is that Carrboro wants the County to build a two to four lane highway on the eastern border. Commissioner Jacobs asked if there is space to put storm debris at Twin Creeks while construction is halted. David Stancil said most of the site is wooded and would need to be cleared. He said there is one small five acre meadow, located on the south eastern corner of the property, which could be a possibility. Chair McKee asked if the Town of Carrboro had expressed openness to joint development. David Stancil said the topic had not been discussed recently, but in past conversations it was discussed at length and there was no interest. He said similar discussions have taken place with the schools systems. Chair McKee said it may be a good idea to open the discussions again. Commissioner Jacobs said he had spoken to the Mayor, in years past, about the possibility of the County providing the facilities and the Town providing the programming and maintenance. He said this was refused. He added that in current informal conversations there appears to be more interest and revisiting the issue may be worthwhile. n.) Little River Park, Phase ll(page 58) Based on the Little River Park master plan (existing Phase I plan completed in 2002; plan for Phase II being drafted by Orange and Durham staffs for future review). Year 1 and 2 activities would be focused on infrastructure improvements needed (re-pave the park entry road, expand parking, repave the ADA loop trail, and add a new maintenance shed). In Years 6-7, other improvements including a new playground and new trails are projected to be needed. Fifty percent of funding to come from Durham County. David Stancil said Durham County is not able to fund their portion next year and will need to push this back one year. o.) Park and Recreation Facility Renovations and Repairs (Page 59) Each year, park and recreation equipment and facilities need renovation, repair, replacement and upgrades. This project provides for a scheduled funding source for these needs. The benefit of this approach, created in 2014, is similar to that for County HVAC and roofing projects, and funds needed are allocated from a schedule of needs calculated during the 2030 P&R Master Plan process. This allows a schedule of repairs and renovations, etc. that can be planned for in advance. Each year the master list of scheduled projects is reviewed and prioritized, and projects proposed to be funded from this account. Commissioner Jacobs asked whether the Greene Tract and trails would ever be added to the CIP. David Stancil said it is still listed as a solid waste asset, but it could be added to the CIP. He said he would need direction from the Board. Commissioner Jacobs said it is a community asset. He said the request is for some natural trails that make it accessible. David Stancil said there will be a payback of$700,000 to $800,000 to the solid waste fund for the portion of the Greene Tract that the County owns. Bonnie Hammersley said this is an accounting issue that merits further investigation. Commissioner Jacobs asked for an update on the Collins property little league fields. David Stancil said the managers and staff inet with the Town and HYAA to accommodate that site with fields. Commissioner Jacobs requested a memo be sent to bring the Board up to speed. Bonnie Hammersley expressed her willingness to answer or research any questions that the Board may have. She said the final hour of the May 14th meeting will focus solely on the 2015 to 2016 items. She said if there are any questions pertaining to those years specifically, she will be sure to have answered by that meeting. A motion was made by Commissioner Rich, seconded by Commissioner Pelissier to adjourn the meeting at 9:56 p.m. Earl McKee, Chair Donna Baker, Clerk to the Board