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HomeMy WebLinkAboutAgenda - 11-10-2015 - 2 - Space Study Work Group Report Update 1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: November 10, 2015 Action Agenda Item No. 2 SUBJECT: Space Study Work Group Report Update DEPARTMENT: Asset Management Services PUBLIC HEARING: (Y/N) No (AMS) ATTACHMENT: INFORMATION CONTACT: A. Space Study Chronology Jeff Thompson, 919-245-2658 B. Accessibility Initiatives Update Alan Dorman, 919-245-2627 C. Presentation Slides Brennan Bouma, 919-245-2626 PURPOSE: To- 1) receive an update on the Space Study Work Group's work since the April 9, 2015 final report to the Board; 2) discuss recommendations from the group in anticipation of the FY2016-21 Capital Investment Plan (CIP) process beginning in November 2015; and 3) provide feedback to the Manager and staff regarding space planning and related issues. BACKGROUND: During its April 9, 2015 work session, the Board received a comprehensive report from the Space Study Work Group that outlined its findings and recommendations for the Board's information and context for the County's ongoing and iterative capital investment planning process. The complete April 9 final report is located at- httD..11 ww.oran-gecountync. ov/document centerIA ssetMana-ciementServicesISDa ceStudy Work Grou p FinalRejaort.odf This update highlights the activities and recommendations of the work group since April, as well as a prescription of the appropriate framework for continuing space planning and reporting efforts going forward. Representatives of the Space Study Work Group will provide the update and will be available to answer questions. Past Space Study Efforts, Charge and Organization The County has engaged in periodic space study efforts since 2001 (note Attachment A, "Space Study Chronology"). Recognizing an opportunity for the space study to coordinated with the annual capital investment planning process, and recognizing that site approval of the Southern campus property will provide an additional need for space planning for the next ten to twenty year period, AMS staff proposed the establishment of a Space Study Work Group to include key County staff members and two Board members. The Board approved the formation of this group in June 2014. 2 The Board adopted charge for the Work Group is to- 1) Work with County staff to provide recommendations to the Board on the utilization of space within existing County facilities as well as the need for new or renovated space, to include but not be limited to, approved master planned County campus sites; and 2) Consider record retention regulations and recommend longer retention periods for select records, if desired; and 3) Develop a records retention policy to be managed by Asset Management Services as part of an annual records destruction event; and 4) Develop a comprehensive policy for storage of non-record items; and 5) Assess and recommend structural or procedural mechanisms in support of these goals. The members of the Orange County Space Study Workgroup contributed a significant amount of time and energy into this study, its robust discussion, findings and recommendations. The group members are as follows: Earl McKee, BOCC Chair Paul Laughton, Finance Renee Price, BOCC Lucinda Munger, Library Sheriff Charles Blackwood Travis Myren, Deputy County Manager Joe Buckner, Chief District Court Judge Jim Northrup, Information Technologies Brenda Bartholomew, Human Resources Peter Sandbeck, Env, Ag, Parks & Recreation Brennan Bouma, Asset Management Svcs Dave Stancil, Env, Ag, Parks & Recreation Dan Bruce, Planning & Inspections James Stanford, Clerk of Courts Judy Butler, Health Jeff Thompson, Asset Management Svcs Nancy Coston, Social Services Janice Tyler, Aging Alan Dorman, Asset Management Svcs Roger Waldon, Clarion Associates David Hunt, Commissioners Office Greg Wilder, Manager's Office Progress and Current Recommendations The following summarize the group's major areas of progress and recommendations to the Board in anticipation of the FY2016-21 CI P process. 1. Progress of appropriated Capital Proiects addressed by the Space Study Work Group The Cedar Grove Community Center, Environment and Agricultural Center, Sportsplex Fieldhouse, and Orange County Detention Center projects are moving forward in the design process. The Cedar Grove Community Center remains on schedule to open in the spring of 2016. Both the Environment and Agricultural Center and the Sportsplex Fieldhouse projects are in early stage design as is the Orange County Detention Center. The Board will be presented an update on the Detention Center design, including information regarding a potential attached Law Enforcement Center, during the December 15, 2015 regular meeting. 2. Progress of minor space planning confi_guration recommendations Several small projects to reconfigure interior space and take advantage of opportunities identified in the Space Study process are currently underway. 3 The County Human Resources offices are benefiting from expanded training spaces in adjacent vacant opportunity spaces that formerly housed the County Engineer offices prior to the construction of the West Campus in 2009. The County Attorney will soon occupy the vacant opportunity spaces formerly used by Morinaga America Foods in the lower level of the Link Center. This space will allow more useful administrative space for the County Attorney and his staff and will allow the vacated areas on the second floor to provide space consolidated areas for newly formed Community Relations Department, the County Risk Manager, the County Manager's office staff, and a small conference room. Similar efficient reconfigurations discussed in the April 9 report are moving forward over the next few months. These involve Recreation personnel occupying administrative offices in the Whitted second floor in order to provide programmable recreation space within the Central Recreation facility, balancing constrained and opportunity spaces between the Health Department and Housing, Human Rights & Community Development within the Whitted Campus, providing for usable administrative space within Gateway to house growth within the Tax Administration Department, and providing useful crew lounge space within an opportunity space at Emergency Services. 3. Administrative Policy Development Staff is working toward building effective administrative policies within the purview of the County Manager in key areas identified in the April report: a. Records Retention and Comprehensive Storage Policy A major element of the charge of the Space Study Work Group, this body of work has progressed through a collaborative effort of the records retention and storage subgroup led by Alan Dorman of Asset Management Services. This group has successfully partnered with the State Department of Cultural Resources to frame the practices to efficiently manage and store the County's paper and electronic records as well as schedule the proper disposal of unnecessary documents according to applicable laws. A final policy recommendation for the Manager's approval is expected in the spring of 2016. b. d Party Tenancy Policy The Board may recall that many of the County's opportunity spaces not presently needed by County operations are currently leased by 3rd party tenants. This practice is efficient in that it allows the spaces to be available for County operations when needed; but also allows the spaces to be utilized for other important uses as well to off-set utility costs when not needed by the County. As stated in the April report, several "opportunity" spaces could be marketed to County partners in a mutually beneficial arrangement under an effective and equitable policy. The policy does not apply to the spaces covered by previous action by the Board (Soltys Adult Day Health Center, Rogers Road Community Center, Dickson House, etc.) while those agreements are active. A final policy recommendation will be presented to the Manager in the fall of 2015. c. Telework Policy Brenda Bartholomew, the County Human Resources Director, and Brennan Bouma, the County Sustainability Coordinator, are collaborating on drafting an administrative 4 telework policy and the accompanying employee agreement for implementation in the spring of 2016. When finalized, the policy will be issued by the County Manager to lay out expectations and rules governing this optional benefit to County employees. Based on the eventual level of enrollment, this policy may help relieve space constraints and lower facility costs by leveraging technology to connect employees in remote locations. 4. FY2016-21 CIP Discussion Topics a. Facility Accessibility Inspections and Recommendations Recent Capital Investment Plans include funds for continuous accessibility improvements such as automated doors, handrails, signage, and ramps. A recent Board petition for more subtle and less obvious accessibility improvements based upon a thorough accessibility inspection of County facilities has led to the development of the Facilities Accessibility sub group (within the larger Space Study work group), marshaled by Brennan Bouma in Asset Management Services and James Davis in Housing, Human Rights, and Community Development. Attachment B, "Accessibility Initiatives Update", highlights the progress of this effort to date. A request for funding for additional accessibility initiatives may be presented during the FY2016-21 process. b. Southern Campus Recommendations — Department on A_gin_g, Southern Human Services Expansion, Business Continuity Needs In June 2014, the Chapel Hill Town Council awarded a Special Use Permit governing the entire 33.5 acre Southern Campus site for a 25 year period according to a master plan approved by the Board of Orange County Commissioners in 2013. On June 2, 2015, the Board heard a presentation given by staff and Clarion Associates with regard to potential development initiatives within the Southern Campus. The full presentation is located at http://www.oranecountync. ov/Southern Campus Final eport.pf Department on Aging Needs. The aging facilities (Seymour Center and Central Orange Senior Center) continue to experience rapid growth and are constrained by the physical space limitations. The work group recommends expanding Aging facility programming and administrative spaces in the form of interior upfit construction in both the Seymour and Central Orange Facilities in the near term. The work group also recommends allocating monies to assist in the Master Aging Plan process with respect to identifying and planning for longer term space needs. Representatives from the Department on Aging will be present to speak to these needs and answer questions. Southern Human Services Center Expansion. The Board may recall that the FY2015-19 CIP contemplates a significant expansion that may house a southern Dental Clinic, expanded medical and social services facilities, site/parking improvements, and building system improvements. The work group has not reached consensus on the precise expansion needs, especially since the Interfaith Council Community House has now opened with potential dental service capacity. The work group has also identified the Southern Campus as a potential site for necessary 5 business continuity infrastructure (redundant Information Technologies data center and 911 emergency communications center) that should be considered within a contemplated Southern Human Services Center expansion capital project. c. Location and breadth of iob and skills trainin_g The work group recommends the Board continue the re-alignment of County job and skills training resources to maximize their service delivery to County residents. The Department of Social Services is deploying more centralized services within the Hillsborough Commons location and substantially re-purposing the somewhat parking "stressed" Skills Development Center in Chapel Hill. The County has recently extended its long-term lease arrangement to control the former Dollar Tree space adjacent to the current leased property in order to implement this strategy. Should this strategy continue successfully, additional unoccupied space may be purchased within the existing Hillsborough Commons facility. Additionally, the conversation continues between Orange County and Chapel Hill with regard to working together on a potentially mutually beneficial solution for the "stressed" properties of 501/503 Franklin and the Former Town Hall, currently occupied by the Interfaith Council Men's Shelter. This strategy must also consider providing additional job and skills training space as part of the long-term Southern Campus expansion to provide a presence for these services supporting southern Orange County. d. Emergency Services hardened location 510 Meadowlands facility is not a "hardened" facility and is susceptible to inclement weather and wind damage. The work group discussed reconfiguring the lower level of the West Campus Office Building in Hillsborough to house the primary 911 communications center in the long term. The West Campus Office Building was originally designed with for a potential emergency operations center. It features a below grade facility with the walk out covered structured parking deck, twin backup, natural gas powered generators, and equivalent operating space as the 510 Meadowlands facility. Should this permanent solution ever be contemplated, the current public meeting rooms and Child Support Enforcement would need to be appropriately relocated. Space Study Work Group Organization Going Forward This update, along with the April 2015 report and its underlying space inventory and analysis, establish the base conditions for future study while staying consistent with the original charge. The space study work group "sub groups" (Aging, Emergency Services, Justice Facilities, Library, etc.) will be aligned appropriately and integrated within the emerging Functional Leadership Teams for the purpose of space needs topics. These teams will be supported and facilitated by AMS staff in their space discussions and deliberations. In the fall of each year, the Space Study Work Group will facilitate space-related discussions with the Functional Leadership Teams in order to collect their input for the CIP process and present the set of discussion topics and themes to the Manager and Board. 6 SOCIAL JUSTICE IMPACT: The recommendations of this report address the following Social Justice Goals established by the Board of Orange County Commissioners: • GOAL: ENSURE ECONOMIC SELF-SUFFICIENCY The creation and preservation of infrastructure, policies, programs and funding necessary for residents to provide shelter, food, clothing and medical care for themselves and their dependents. • GOAL: CREATE A SAFE COMMUNITY The reduction of risks from vehicle/traffic accidents, childhood and senior injuries, gang activity, substance abuse and domestic violence. • GOAL: ESTABLISH SUSTAINABLE AND EQUITABLE LAND-USE AND ENVIRONMENTAL POLICIES The fair treatment and meaningful involvement of people of all races, cultures, incomes and educational levels with respect to the development and enforcement of environmental laws, regulations, policies, and decisions. Fair treatment means that no group of people should bear a disproportionate share of the negative environmental consequences resulting from industrial, governmental and commercial operations or policies. FINANCIAL IMPACT: Suggested recommendations may involve costs associated with placement within the Capital Investment Plan. RECOMMENDATION(S): The Manager recommends the Board: 1) receive an update on the Space Study Work Group's work since the April 9, 2015 final report to the Board; 2) discuss recommendations from the group in anticipation of the FY2016-21 Capital Investment Plan process beginning in November 2015; and 3) provide feedback to the Manager and staff regarding space planning and related issues. 7 Attachment A Space Study Chronology Numerous updates to the original 2001 report have been provided to the Board including: • September 4, 2001 - Hillsborough Judicial Facilities Expansion Planning Process • November 7, 2001 - Justice Facilities Site Expanded Master Plan • January 28, 2002 - County Supported Facility Needs • April 30, 2002 - Justice Facilities Development: Expanded Master Plan Presentation • May 6, 2002 - Justice Facilities Development • December 10, 2002 - Justice Facilities Expansion and Other County Space Needs • October 21, 2004 - SportsPlex/Facilities Study Reorientation • March 31, 2005 - 2005 County Space Needs Report • October 17, 2005 - 2004 Facilities Study Group Key Issues Report • November 9, 2006 - Orange County Space Needs Update • January 16, 2008 - Space Study Update: Human Services Operational Space and Link Center • February 9, 2010 - Space Issues - Update, Revere Road Reallocation, Divestiture, Hillsborough Commons Next Steps • May 21, 2013 - Space Study Update • June 18, 2013 — Board Adopted Framework for Iterative, Continuous Space Study • November 12, 2013 - Space Study Update • March 11, 2014 - Space Study Follow-Up to November 12, 2013 BOCC Work Session 8 Attachment B II[4A III[1N1�1(� E C0 k,�1,,,l1T Y1 NORTH CAl'?,C)LINA, Asset IMai i elmeiit eMce Jeffrey E. Thornliosoii, Drector MEMORANDUM To: Jeff Thompson, Director, Asset Management Services From: Brennan Bouma, Sustainability Coordinator, Asset Management Services James Davis, Human Rights Specialist, Housing, Human Rights and Community Development Date: October 14, 2015 Subject: Facilities Accessibility Subcommittee of the Space Study Work Group, Update on Activities Background On June 2nd, 2015 the Board of County Commissioners adopted a "Proclamation Supporting the Implementation of the Americans with Disabilities Act (ADA)", and expressed an interest in engaging the disabled community to help County staff identify any facilities access issues. Asset Management Services and the Department of Housing, Human Rights and Community Development came together to organize this subcommittee to conduct a self-assessment of the physical accessibility of all County facilities. This advisory subcommittee includes representatives from the Orange County Human Relations Commission (HRC), the North Carolina Council on Developmental Disabilities (NCCDD) and the Disability Awareness Council (DAC)along with County staff and the County building inspectors. These people are disabled themselves and have brought essential first-hand experience to guide our accessibility assessments. The most recent comprehensive accessibility assessment was conducted by our County building inspectors in 2007, but other focused accessibility assessments have been conducted more recently for some County buildings and all of our County Parks. Now is an appropriate time to integrate these focused assessments into an updated comprehensive assessment of County facilities. Progress To date, assessments have been conducted for the Richard L. Whitted"Human Services Center and the Robert& Pearl Seymour Center. Self-assessment teams include a disabled person or disabilities advocate, a County building inspector, and a County staff person familiar with the facility being assessed. These initial assessments have identified several areas for improvement. Some of the obstacles identified will require only minor adjustments to improve such as door-opening pressures. Other improvements, such as the slope of curb cuts, will be more involved. All of the obstacles identified in these assessments will be prioritized by the disabled members of our subcommittee before they are brought to the County Commissioners for consideration. During these assessments improvements to our procedures and tools were also identified, which will help improve and streamline future assessments. P.O. Box 8181 * 131 West Margaret Lane,3rd Floor* Hillsborough, North Carolina 27278 Telephone: 919 245-2625 Fax:919-644-3001 E-mail:jethompson @orangecountync.gov 9 Intended Outcomes and Timeline: Engage County departments and disabled community, Prepare August—October 2015 standard checklist, Conduct pilot assessments Evaluate all County facilities. Prioritize buildings that have programs October— December serve the most disabled residents. 2015 Inventory and prioritize all accessibility issues at these facilities November— December using established ADA standards. 2015 Provide an update with an initial set of recommendations for the December 2015 Board of County Commissioners. Conclusion This subcommittee represents County staff, building code experts, and disability support organizations that are all committed to maintaining the highest feasible level of accessibility for our County facilities. We have ensured that the disabled community is engaged and represented in this effort and that we will be able to conduct a high-quality assessment using national standards that leverages a blend of direct, experiential feedback and expert verification. Attachment ` OF ANGE COUNT T SPACE STUDY Update November 10, 2015 0 11 Purpose : Receive the update Discuss recommendations in anticipation of the FY2016-21 CIP process Provide feedback to the Manager and staff regarding space planning and related issues 12 e = � Thank You _ Space Study Workgroup: Earl McKee, BOCC Chair David Hunt, Commissioners Office Renee Price, BOCC Paul Laughton, Finance Sheriff Charles Blackwood Travis Myren, Deputy County Manager Joe Buckner, Chief District Court Judge Lucinda Munger, Library Services Brenda Bartholomew, Human Resources Jim Northrup, Information Technologies Brennan Bouma, Asset Management Services Peter Sandbeck, Environment, Ag., Parks & Recreation Dan Bruce, Planning & Inspections David Stancil, Environment, Ag., Parks & Recreation Judy Butler, Health James Stanford, Clerk of Courts Nancy Coston, Social Services Jeff Thompson, Asset Management Services Gordon Dively, Asset Management Services Janice Tyler, Aging Alan Dorman, Asset Management Services Greg Wilder, Manager's Office 13 Background of ace Study Purpose: Assess and prioritize space needs and opportunities to inform the Orange County CIP process. 2014-15 0 Nov 2014 Workgroup Workgroup Collaboration, Established Analysis, & 02004-13 Assessment and Charge Updates 0 2000 Begun Major building projects 2007-11 14 Work Current status CIP Budget Process Work (Assessment lity Group ory & Consensus "Bedcheck" Short -Long- term needs, trends' "Open Projected Demand Analysis Office" Discussions with Departments EM 15 Review of Findings & Recommendations Overall , space is largely adequate and optimized Long-term growth capacity at Southern Campus Space constraints in Aging Services facilities DSS employment services centralization 16 Review of Findings & Recommendations • Business continuity needs * Current needs being addressed : Project Status Environment and Agriculture Center In design Sportsplex Fieldhouse In design Orange County Detention Center In design, report to BOCC on 12/15/15 Cedar Grove Community Center On schedule to open in Spring, 2016 Community Center Coordinator Active recruitment underway 1 0 17 Administrative Policy Implementation Policy � I Status - Records Retention/ Storage Policy & Process Underway, Spring 2016 Launch 3rd Party Tenancy Policy Manager Final Review Telework Policy Underway, Spring 2016 Launch Facilities Use Policy Update in Spring, 2016 FY 2016-21 C Topics Aging Facility Needs Short Term Seymour, Central Orange Upfits Lon Term Planning funds for long term facility needs Long as identified by Aging Master Plan Update Business Continuity Needs s4r'YrJ- .illiE- S } E Hardened 911 Center Planning Funds Request Redundant IT Center, 911 Center Southern Human Services Expansion Planning FY 2016-21 CIP Discussion Topics Enlarge multi-purpose room 41- rn C3 w rn ► Y IM■I V■11 -1---} Construct new fitness center -re - ■ ■lk� ��i■ i 1■' .ra ■ Ideas . .vements focused on Ist Floor of Seymour EL 1 FY 2016-21 CIP Discuss • Topics m 13 m 14 convert a � � to office space--- rr w d ,�y•L` •i - extend -floors a■ 1 - -� I�� kk �+�•�� _ _ r�rr� - c� � Fig 6 - i■ Ideas r Improvements r - r on r Floor of r FY 2016-21 C Topics Southern Human Services Expansion No staff consensus on y expansion needs Nearby IFC Community House contains dental • • - ; - facilities s - _ Programming & design , = - g g n g l options to BOCC for -orieffl discussion as part of CIP Expand Parkili process SOUTHERN ORANGE COUNTY GOVERNMENT SERVICES CAMPUS - Implementation Report, Clarion Associates, June 2, 2015, page 6 001 22 FY 2016-21 CIP Discussion Topics 501 /503 Franklin - Centralization of Job Investment in Hillsborough Services Commons - - Option to purchase portion M .inn — - ;,, or entire facility "- -£- • Potential disposition of facility Continuing discussion with y Chapel Hill on uses for former Town Hall 0 23 Next Steps Work group charge complete Sub-groups will continue to meet and advance workplans " Bedcheck" process every 5 years Full work group will meet each fall in anticipation of pre-CIP kick-off work session with BOCC Thank You Questions ?