Loading...
HomeMy WebLinkAboutAgenda - 06-23-2004-5jORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 23, 2004 Action Agenda Item No. ~_ SUBJECT: Utilization of Land at Public Works Facility for Parks Operation Base and County-wide Storage Facility DEPARTMENT: Purchasing and Central PUBLIC HEARING: (Y/N) No Services, Recreation & Parks ATTACHMENT(S): Timetable for Parks Operation Base Development INFORMATION CONTACT: Pam Jones, (919) 245-2652 Lori Taft, (919) 245-2660 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To consider utilization of land at the Public Works Facility for use as a parks operations base and countywide storage facility, BACKGROUND: On June 8, the Board reviewed the staff proposal far a land swap between the Town of Hillsborough and the County for property in the area of Fairview Park and the County's Public Works facility, The proposal reflected three potential footprints for future buildings on the portion of the land to be owned by Orange County, The most immediate need is far a location far the parks operations base. The parks services function regtires that equipment be brought inside for routine, day-to-day lubrication and maintenance, As examples, the reel mower for Bermuda grass turf requires oil and filter changes every 50 hours and the "Sand-Pro" for the infields every 25 hours. Blades must be "backlapped" once a month, This specialized day-to-day equipment upkeep goes significantly beyond the capacity of the County garage staff. Further, while the expertise needed to correctly complete the upkeep is part of training far Parks staff, it may be outside of the existing expertise of mechanics, primarily trained on vehicle maintenance. It is also notable that Bermuda grass requires mowing every other day, or at a minimum every three days, This mowing schedule does not allow "down time" for the mower to await prioritized attention to other vehicles and equipment at Public Works, Current Parks staff is capable of performing these functions as quickly as adequate space can be identified. The operations base is also necessary to allow the equipment to be protected from weather and against possible vandalism ar theft and to prevent unauthorized access, which could result in injury. As parks are constructed and opened, it is likely that same pieces of equipment will be kept on site, particularly at the larger facilities where daily use is likely, However, equipment z that will be used at multiple locations, as well as specialized pieces of equipment and equipment that is being held overnight for maintenance, will be stored at this operations base. The shop space will be required for carpentry (picnic tables, play structure repair, kiosk and sign constriction) and painting and machine work, The office area would be utilized for current full time employees. At such time the Board approves this concept and funding, which may have been discussed at the recent work session regarding County capital, the County Manager will convene a group, including a Commissioner, to begin programming one or more facilities to address storage needs and the parks operations base at this location. Future expansion needs of the Public Works Department and Orange Public Transportation will also be considered during those discussions in order to ensure the prudent use of the available land. Construction for a building similar to the 4,000 square foot leased premises previously discussed is estimated at $300,000. However, if the County were to consider building a structure in which to house parks operations on a permanent basis, a facility approximately double that size may be needed at an estimated construction cost of $600,000. Per the Building Inspections Division, any structure used for the parks operation base will need to be engineered to meet building codes for public buildings, including, but not limited to, accessibility for restrooms and parking, emergency lighting, etc. The attached development timeline for construction of a parks operation base is aggressive, but likely doable considering the type of construction needed. In order to achieve the aggressive timeline, the Manager is recommending that the Board authorize staff to contract with a surveyor during the upcoming break, Further, given that there is no place to house equipment and personnel in a satisfactory manner until the building is completed, the Manager is recommending ashort-term lease in the interim. Staff has been able to negotiate a reduced lease term to one-year, during which time the longer-term plan may be implemented. The annual lease rate would be $33,000, with any renewals to increase at the rate of 3%. As presented previously, the County would pay for utilities and janitorial services, with the landlord accepting responsibility for all remaining maintenance of the building. As a reminder, the proposed lease space is a metal "shell building" and includes two garage bays, a small office area, restrooms, and workshop space totaling 4,000 square feet. In addition, 3,500 square feet of exterior space is included for secure overnight parking of the department's rolling stock and for short term storage of bulk items to be used in parks, such as mulch, compost, etc. FINANCIAL IMPACT: Funds to support a lease beginning July 1, 2004 have been included in the 2004-2005 Manager's Recommended Budget. Should the Board choose to pursue construction of a building to be used for the Parks Operation Base, a funding proposal may be prepared for Board consideration in August, providing that funding decisions regarding this project were not included in the recent work session regarding County capital. RECOMMENDATION(S): The Manager recommends that the Board consider the following: 1. Direct the County Manager to assemble the appropriate stakeholders to develop a program for one or more facilities to be constructed at the present Public Works site to address the Parks Operations Base and county-wide storage needs; and 2. Appoint Commissioner Halkiotis as the Board's representative to the group since he has expressed an interest in this effort; and 3. Approve a 12••month lease with JCBH Properties, LLC far approximately 4,000 square feet of interior space and 3,500 square feet of exterior storage area at 503 Cornerstone Court, Hillsborough, per the terms and conditions herein cited; and authorize the Chair to sign on behalf of the Board; and 4. Authorize the Manager to contract with a surveyor to expedite site planning work aver the summer, Attaclunent A Recreation and Parks -Parks Operations Base Projected Timetable for Design/Build Option Board Authorizes Project June-04 Staff Conducts Site Analysis _ July-04 Board Approves Site Selection and __ Authorizes Design Consultant Contract August-04 Design Prepared September-04 Board Approves Design October-04 Construction Drawings and Specifications Prepared, project bid out December-04 Board Authorized Development Contract Januazy-OS Construction Begins February-OS Construction Finished July-OS