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HomeMy WebLinkAboutCHATPEC 032703Memorandum To: CHATPEC Work Group From: Margaret Brown and Alice Gordon Co-Chairs Date: March 21, 2003 Re: March 27 Work Group Meeting Please find attached the agenda and materials for the next meeting of the CHATPEC Work Group, scheduled for: A light meal will be provided. If you will be unable to attend the meeting, please contact Carol Melton at 245-2590 (cmelton@co. orange. nc. us) by the day (Wednesday) before the meeting. AGENDA Chapel • and Educational Master Plan Work Group March 27, 2003 5:30 p.m. Southern Human Services Center 2505 Homestead Road, Chapel Hill, NC Time Agenda Item 1. 5:30 Call to Order 2. 5:30 Additions or Changes to the Agenda (March 13 Meeting Summary to be provided at the meeting) 3. 5:35 Refinement of List of Potential Park Facilities The Work Group will be asked to further refine the list of potential facilities (Attachment 1). After a brief review, another "dot- voting" exercise will be conducted —this time using cumulative voting (each person gets five dots — and may place as many dots on one item as desired). This list will then be forwarded to the Township Park Subcommittee. 4. 5:50 Review of Subcommittee Process & Schedule Please see Attachment 2 for the subcommittee process and list of subcommittee members reviewed at the last meeting. The Work Group is asked to review the process creating an Educational Campus Subcommittee (ECS) and a Township Park Subcommittee (TIPS), which will meet to develop concept plans for each component of the site — later to be combined into an overall Master Plan by the full Work Group. In the interest of ensuring meaningful and adequate communication between subcommittees, it is proposed that at each meeting the Work Group reconvene for 30 minutes to share information. 5. 6:15 Initial Subcommittee Breakout Sessions The Educational Campus Subcommittee will meet in Room C (through adjoining hallway). The Township Park Subcommittee will meet in the main room. 6. 6:45 Subcommittee Debrief / Sharing of Information As at the end of each subcommittee meeting, the Work Group will reconvene to share relevant information from the breakout sessions. Information and research requests may also be relayed at this time. 8. 7:15 Interim Report to the Board of Commissioners The draft report has been delayed pending the completion of the activities in items #4 and #5 above, and will be presented at the April 10 meeting for review and approval (for submittal to the Board of Commissioners). An outline of the report will be handed out at the meeting. 9. 7:30 Adjourn (Next Meeting — April 10) Attachment 1 fA CHATPEC - List of Potential Facilities 3e C Soccer fields 10 Large playground 9 Wildlife Interpretive Area/Center 8 Multi - purpose fields 8 Vita par course 7 Meadow 7 Rock - climbing wall 6 Loop trails 6 Cafe/eating area 6 Baseball/softball fields 5 Tennis courts 5 Basketball courts 5 Walking /running track 4 Cultural/Interpretive Area (house/barn) 4 Small playground 4 Spray ark 4 Swinuning pool 4 Amphitheatre 4 Nature areas (undeveloped portions of park) 4 Habitats (including powerline area) 4 Community garden 4 Shade areas (planted/saved trees) 4 Managed forest area 4 Roller Hockey court 3 Disc golf 3 Gymnasium 3 Volleyball court 3 Horseshoes 3 Chess/backgammon tables 3 Fishing (pond) 3 Mountain bike trail 3 Hedge maze 3 Enabling garden 3 Water gardens (re stormwater retention) 3 5k/3k cross-country course 3 Dance floor 2 Shuffleboard 2 Equestrian trails 2 Dog park 2 Art/sculpture garden 2 Riding facility 2 Bikeway 2 lee rink 1 Concession stands 1 Exercise equipment facility 1 Bocce ball court 1 Community Center 0 0 Attachment 1 1 — The initial voting exercise resulting in this list was not preferential - one vote kept the facility on the list. As such, the number of "votes" is not a true representation of actual preference. "Givens" Greenway Picnic tables Park benches Restrooms Picnic Shelter Park Office Maintenance building Outdoor Grills Uses /Facilities Not Receiving Any "Nominations" (from staff draft Master List): Mini -golf Par -3 golf Skateboard /rollerblade facility Batting Cage Croquet Racquetball /handball Paddleboats Archery area Camping areas The Work Group did not create a Master List for this part of the site. The initial list of possible facilities (from the staff draft) was: • Elementary School • Middle School • High School • Other school facilities M -0 - - Ir MITH - - • Fillilli I • Attachment 2 Create two subcommittees, charged with meeting between March 27 - May 8 to develop draft concept plans for designated portions of the CHATPEC site, as follows. A. The Educational Campus Subcommittee (ECS) is charged to meet during the above timeframe to develop a Draft Concept Plan for the "Educational Campus" portion of the site (as denoted in the Pre- Concept Plan). The subcommittee is also asked to consider the area labeled "Potential School Site, Pending Further Study," for possible inclusion in this design. If the site is deemed unsuitable for schools use, it would revert to low-impact recreation component of the park.* The Draft Concept Plan will use the guidance provided by the Board of Commissioners in the adopted process (address all proposed buildings, playing fields, roads, parking, other facilities, amenities, infrastructure locations, vegetative cover, hydrology and other components commonly included in a school concept plan) to explore, identify and site needed facilities. The design must also be consistent with the Guiding Principles (Attachment I of the adopted Process). It is recognized that the level of detail for the Educational Campus may by necessity be less precise than that of the Township Park. However, it is expected that the Educational Campus component should, to the degree possible, show the proposed uses, general building locations and functional layout of the school facilities. Inter-connectedness and coordination with the adjoining park site is also of primary importance. * - The Board of Commissioners will be asked to address whether the Township Park Subcommittee should also explore design of this portion of the site B. The Township Park Subcommittee (TPS) is charged to meet during the above timeframe to develop a Draft Concept Plan for the remainder of the site not identified as "Educational Campus" or "Potential School Site, Pending Further Study" in the adopted Pre-Concept Plan. In so doing, the Subcommittee will use the guidance provided by the Board of Commissioners in the adopted process (address all proposed buildings, playing fields, roads, parking, other facilities, amenities, infrastructure locations, vegetative cover, hydrology and other components commonly included in a park concept plan) to explore, rip identify and site needed facilities. The design must also be consistent with the Guiding Principles (Attachment I of the adopted Process), many of which pertain directly to the park design. The Guiding Principles from the BOCC-adopted CHATPEC Process are provided as an Appendix to this memorandum. The subcommittees will work to meet the defined objectives, in the following fashion: A) In at least one meeting (to be scheduled), each subcommittee will conduct a "design charette" with the Project Designer (Open Space Design Specialist Kimberly Siran) and other staff. A "design charette" is a method of hands-on design, whereby all participants work on a map with the designer to physically design the site using all available information, with the end product of the charette being a draft concept plan for further review and revision. B) During the subcommittee phase of the project, the Subcommittees will use the previously-scheduled times and dates for the Work Group (March 27, April 10, April 30, and perhaps May 8). At these meetings, it is proposed that the Work Group convene briefly as a whole, before breaking into separate rooms for subcommittee work. At each of the regular meetings, the Work Group will reconvene for 30 minutes at T-00 p.m. for information-sharing and discussion as committee of the whole. C) Subcommittees may work with the Co-Chairs to schedule additional meetings as necessary, upon notice to staff to ensure compliance with public meeting statutes and attendance by the Co-Chairs and staff. 'Ilk IIIJIIII�1111� _,!III V 11111il! 11111111`11 0 TD7ffNMM31R3WM2= Because of the need for a "seamless transition" for the integrated master plan, it is of critical importance that subcommittee share all relevant information about work to date as soon as practical. The closing segment of each regular meeting is designed for this dialogue, and the Work Group may wish to consider whether additional time is needed to ensure that interconnectedness and other consistencies between plans are being addressed. In addition, liaisons may be designated from each subcommittee — and the Co-Chairs may move from one subcommittee to another - to foster communication with the other group. M 1 1111 1 111 111111qi�!111 III III �I!1111111111111 11111 1 11 11 ZA 11151MAIT I I M 51 ! 1 0 . # , N • ir Appendix 1 The Master Plan should include the following components: A concept plan for both the park and educational campus*. The concept plans should include all proposed buildings, playing fields, roads, parking, other facilities, amenities, infrastructure locations, vegetative cover, hydrology and other components that are commonly included in park or school facility concept plans. To accomplish this task, the Work Group may divide into two subcommittees — a Park Subcommittee and an Educational Campus Subcommittee. Following basic initial planning for the entire site, the two subcommittees could convene to develop plans for individual components of the property. It is recognized that the Educational Campus Subcommittee will be limited to initial site planning considerations, as it awaits the completion of other school-related committees that have implications for design of the campus. The subcommittees would need to communicate regularly and openly to ensure that an integrated design for the whole site is maintained. The Work Group as a whole would reconvene to approve the Master Plan to be submitted to the Board of Commissioners for approval. (The final Master Plan should include) A written report outlining the proposed uses, the design rationale, description of work group process, natural and cultural features, means of soliciting community input, the potential future phases, and construction cost estimates. The report should also include a phasing plan for both concept plan components, showing how the park and school facilities could be developed over time in a cost-efficient fashion. The adopted process goes on to note that, in pursuing the above, the Work Group should attempt to have a "seamless transition" between the educational campus and park functions of the site. WEE LIM CHATPEC Subcommittees March 13, 2003 Educational Campus Subcommittee (ECS), Margaret Brown* Alice Gordon* Matthew Barton Nick Didow Gloria Faley Kathy Kaufman (L) Judy Margolis Delores Simpson Primary Staff: David Stancil and Kimberly Siran (both subcommittees). Additional staff: Steve Scroggs, Craig Benedict (occasionally TPS), Bill Mullin, Mike Will iams/Raymond Cook Township Park Subcommittee TPS Liz Brown Jay Bryan (L) Wendy Bryan Judson Edeburn Robb English John Herrera Joe Herzenberg Jeannette Moore Doris Murrell Renee Price (L) Johnny Randall Bill Strom Patrick Sullivan Terri Tyson Kory Wilmot Primary Staff: David Stancil and Kimberly Siran (both), Lori Taft. Additional Staff: Rich Shaw, Christina Moon, Craig Benedict, Anita Jones-McNair * - To help foster communication between the subcommittees, the Co-Chairs may move between the two groups and participate in both meetings.