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HomeMy WebLinkAboutAgenda - 11-01-2000-8iw: ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: November 1, 2000 Action Agend Item No. $-~ SUBJECT: Interlocal Agreement with the Town of Hillsborough for Fairview Community ___ _ Policin Center _ __ DEPARTMENT: County Manager PUBLIC HEARING: (YIN) No ATTACHMENT(S): INFORMATION CONTACT: John Link, County Manager, ext 2300 Proposed Interlocal Agreement. Eric Peterson, Town Manager, 732-2104 Proposed County Uses of FCPC TELEPHONE NUMBERS: Proposed Floor Plan (County Area) Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To consider approval of an interlocal agreement with the Town of Hillsborough for the construction, operation, sharing of cost, and use of the proposed Fairview Community Policing Center. BACKGROUND: In January, 1999, the BOCC met with the Hillsborough Board of Commissioners. During that meeting, Town of Hillsborough officials solicited the County's interest in a passible joint venture in the development of a facility known as the Fairview Community Policing Center (FCPC). Based on generally favorable discussion at that meeting, Town and County staff began discussing and evaluating the feasibility of such a facility, its possible uses, financial participation by both parties, and other related matters. In January 2000, the BOCC met again with the Hillsborough Board of Commissioners, and Hillsborough Town Manager Eric Peterson reported that discussions. had moved forward with County staff and that an architect had been hired to assist with the project. Since that meeting, Town and County officials have continued to discuss the proposed FCPC. The facility design includes approximately 2500 square feet in total size. With shared space factored into the space dedicated specifically to Town and County activities, the cost for retiring the debt service on building construction will be split with the Town covering 64% and the County covering 36%. The Town will fully fund design costs because the County is providing the land on which the facility will be situated. The Town will arrange for construction financing through a private placement loan. The Town will pickup 70 percent of the cost of annual operating expenses for the facility. A detailed listing of proposed county programs and uses to be offered at the facility is provided along with a proposed floor plan for County space. FINANCIAL IMPACT: The Town will pursue financing after construction bids far the building have been received. Total construction cast is currently estimated to be in a range of $235,000 - $250,000. Depending on the length of repayment and interest rate obtained on the private placement financing, the County's share of the debt service retirement is expected to be in the range of $8,000 - $12,000 for a seven to twelve year period. The first annual payment would be due to the Town of Hillsborough in FY 2001-02. These funds are included in the County's approved CIP. The County's share of the' annual operating costs would be included in the upcoming 2001-02 fiscal year operating budget. RECOMMENDATION(S): The Manager recommends that the Board approve the Interlacal Agreement with the Town of Hillsborough for the Fairview Community Policing Center in substantially the attached form; authorize the Chair to sign the Agreement, subject to final review by staff and the County Attorney; and authorize staff to execute all other documents necessary to carry out the project. INTERLOCAL AGREEMENT FOR OPERATING AND SHARING OF COST FOR THE FAIRVIEW COMMUNITY POLICING CENTER Purpose: To establish an agreement between the Town of Hillsborough and Orange County regarding the basic operating and cost sharing methodologies for the construction and operation of the Fairview Community Policing Center. Preamble: The Fairview Community Policing Center project originally started out as an effort to locate a police sub-station in the Fairview neighborhood. Community input in the process indicated a desire and benefit to having the Town of Hillsborough and Orange County cooperate by locating the Town's Community Policing Division at the facility, as well as making office space available so Orange County Departments (e.g., Health, Social Services, Aging, etc.) would have the flexibility to establish satellite/part-time hours at the same building. The Town of Hillsborough then coordinated design and planning for the proposed facility with Orange County and the Fairview Block Captains. The result is a cooperative venture between Orange County and the Town of Hillsborough that is summarized in this agreement. Term of A reement: This Agreement shall expire on June 30~' next following the date on which the Town of Hillsborough makes the last debt payment of principle and interest on the indebtedness it will incur to fmance the cost to construct the building and other improvements, if any, on the property to be provided by Orange County as contemplated by this Agreement. For example if the Installment- Purchase agreement used to finance the building is for a ten (10) yeaz period and the final payment is -made in Mazch of 2010, then the Agreement expire on June 30, 2010. The Agreement and its provisions will automatically renew each year thereafter, until the Agreement in amended in writing by each party. In any event, the term of this Agreement shall be at least five (5) years so that the Agreement will expire no sooner than June 30, 2006. Town of Hillsborough, Responsibilities: • Pay for 100% of the design costs of the FCPC (Fairview Community Policing Center). • Coordinate 100% of the construction administration associated with building the FCPC. • Coordinate, secure, and administer the debt financing necessary to pay for the FCPC. • Responsible for making the annual or semi-annual debt service payments for the building, then invoicing Orange County annually for their share of the. debt payments according to the cost-sharing formula. • Responsible for all water/sewer impact fee costs and monthly charges associated with the FCPC. • Responsible for paying the electric, gas (if applicable), housekeeping, and general maintenance bills associated with operation of the FCPC, then invoicing Orange County annually for their shaze of these costs according to the cost-sharing formula. • Responsible for all telecommunications-related costs for the Community Policing offices (e.g., phones, phone bills, etc.). Note: The building will be wired for sepazate phone lines for the Town and County offices, so each entity can be billed separately. • The Town's cost-share for the annual debt-service payments is 64%. The Town will pay 64% of the annual debt-service payments until this original debt on the FCPS is retired. Note #1: This figure is based on a formula based on usage of space. Note #2: The Town and County Boards will each have to approve the overall construction bid award and length of debt-service financing (e.g., ten years, twelve years, etc.). 4 Page 2 Interlocal Agreement Fairview Community Policing Center • The Town's cost-share for the annual housekeeping, applicable utilities, and general maintenance of the building will be 70%. Note: This figure is greater than the debt service payment figure due to the assumption that the 'Down will actually be a more intense user of the FCPC. Oran a Coun Res onsibilities: • Provide the land necessary to locate the FCPC in the Fairview Community Park. Orange County agrees to cooperate with the Town and execute such documents as are necessary for the Town to finance construction of the FCPC on the property, unless the County agrees to convey the land to the Town of Hillsborough in fee simple. • Consider allowing a voluntary annexation of the property that the FCPC will be located, so the Hillsborough Police Department will have full law enforcement authority on the premises. Responsible far all telecommunications-related costs for the Orange County offices (e.g., phones, phone bills, etc.). Note: The building will be wired for separate phone lines for the Town and County offices, so each entity can be billed separately. • The County's cost-share for the annual debt-service payments is 36%. The County will pay 36% of the annual debt-service payments until this original debt on the FCPS is retired. Note #1: This figure is based on a formula based on usage of.space. Note #2: The Town and County Boards will each have to approve the overall construction bid award and length of debt-service financing (e.g., ten years, twelve years, etc.). • The County's cast-share for the annual housekeeping, applicable utilities, and general maintenance of the building will be 30%. Note: This figure is lower than the debt-service payment figure due to the assumption that the Town will actually be a more intense user of the. FCPC. Facili Mana ement: The Captain of the Community Policing Division will act as the Facility Manager and will work with representatives from each County department using the FCPC to coordinate and address any issues related to the operations of the facility. Any issues or problems that cannot be worked out amongst the FCPC users can be directed to the Hillsborough Town Manager and Orange County Manager (or their designees) far mediation and final decisions. Major policy issues or changes in the Interlacal Agreement must be approved by the Hillsborough Board of Commissioners and the Orange County Board of Commissioners. Once the last debt service payment is made by the Town (arid the County pays it's final portion of the last payment) on the FCPC, the Town and County will re-evaluate and amend (if necessary) the Interlocal Agreement for operating and cost-sharing pzocedures between the Town of Hillsborough and Orange County. Insurance and Indemnification: The Town of Hillsborough shall maintain liability insurance policies and fire and casualty insurance policies covering the premises, and bill Orange County for its pro-rata share of these costs annually. Page 3 - Interlocal Agreement Fairview Community Policing Center Entire Understandin • Modification: This Agreement contains the entire understanding of the parties hereto with respect to the development and operation of the Fairview Community Policing Center, and any modifications to this Agreement shall be made in writing signed by the Parties. THIS AGREEMENT ENTERED INTO THIS DAY OF , 2000. Mayor, Town of Hillsborough Attest: Town Clerk, Town of Hillsborough Chaix, Orange County Board of Commissioners Attest: Clerk to the Orange County Board of Commissioners 6 Planned County Uses of Space at Fairview Community Policing Center October 2000 Health • Prenatal classes • Immunization Clinics for Children • Possible meeting site in Northern Orange for Healthy Carolinians Task Force • Community screening clinics for blood pressure, diabetes, and cholesterol • Office space/drop-in site for Community Outreach Worker or Home Visiting Staff • Maintain a brochure rack for health education xriaterials for the community • Class site for health education sessions on topics such as breast self-exam, healthy nutrition choices, safe sex, fitness classes, and injury prevention Social Services • Accept applications for the Children's Health Irisurance program and the yearly Low Income Energy Program • Conduct parenting education classes • Meet with residents to provide information on a variety of DSS related topics • Schedule appointments for certain residents • Conduct Work First Orientation Classes Aging • Establish a Senior Club with the assistance of Recreation and Parks to identify leisure interests and other needs in the community • Conduct periodic community information, meetings (tax, insurance, wellness, in-home care, transportation, etc.) • Provide specific individual services tax preparation, vaccination for seniors with assistance of Health Department, etc. Recreation and Parks • Recreation programs would be scheduled in the evenings during the fall and winter programming months, specific programming would include after school programs, evening craft classes, aerobics, and senior programs, etc. 1 ~ a~. m ~ C -~ UNIT, Tr cnT.u. wars AT OUTLOOK BATMB , • i ~ , J BEAM ABOYE 1O7 r' r ~ "~ ~ ~ ~ y `~ JN ~ ~ TOILET 3• ~~ ~ TOILET 4 ~ Z. ~ F.O., . ~ 10B 10p hS I~ 106 I ~ '~ ~~ ~~ ~__ _ _._ 4°--- ~0 _~.._ _- JOILET 1 ~ ~ $ 105 I ~ ~ 1O6 107 108 6 ` FD. 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