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Agenda - 11-09-2006-1 Space Needs report
1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date : November 9 , 2006 Action Agenda Item No . 1 SUBJECT : Presentation of Updated County Space Needs DEPARTMENT : Purchasing and Central PUBLIC HEARING : (Y/ N ) No Services ATTACHMENT ( S ) : ( Under Separate INFORMATION CONTACT : Cover) Pam Jones , ( 919 ) 245 -2652 2005 Space Needs Report Dianne Reid , ( 919 ) 245 -2326 Cover Memo Outlining Additional Space Paul Thames , ( 919 ) 245 -2303 Issues Considered by Study Group Craig Benedict , ( 919 ) 245 -2591 Updated 2005 Executive Summary Updated Departmental Space Requirements PURPOSE : To receive updated information on potential plans of action to address the long - term County operational space needs . BACKGROUND : The County initially published a study in 2000 that inventoried departmental space needs and suggested solutions for meeting the needs . An update to this study was prepared in 2005 . Many of the recommendations involved interim solutions , since the prospect of an expanded County campus was conceptual at that point . With the Board of Commissioners approval of an expanded County campus in downtown Hillsborough on November 2 , 2006 , many of these needs may . now be addressed in a more definitive manner . The attached updated documents are intended to provide that information . FINANCIAL IMPACT . The County' s Capital Investment Plan will be presented in the Spring 2007 and will reflect the specific financial impact of study options recommended for implementation . RECOMMENDATION ( S ) : The Manager recommends that the Board discuss the updated information and approve the study for implementation , with modifications that may be suggested during the Board ' s deliberations . to Orange County Space Needs Update =2005 Table of Contents Executive Summary , a 0 0 9 a 8 9 0 a a 9 9 5 9 0 9 a 0 1 1 4 V a a 0 a a 4 P a 0 P 409 * be too too * so too fee go@ @so eye vagallowavi Purposeof Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Assumptions and Principles . . . too we * met 000 006 0 1 Employee Growth . . . . . . . . . . : . : . . . . : . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 3 Functional Groupings . . . Tog two son * so saw am 4 2 go too a a a a a a 0 s a a a 0 a am 0 a a a 6 0 9 0 9 9 1 0 9 9 a a 9 9 0 9 4 Functions Not Included in Study . . . . . . . . . ova stag . . . . . . . . . . . . . . . . . 6 Conditions In Current Work Space . . . of 9 090 499 to logo 099 pop up * met ova mooses 00 # 4woovo 7 Consolidating Expansion/ New Campus , . 4 9 0 8 0 6 1 7 New Facilities Proposed . . . see me & may 0 a a 000 Got 0 NO so * 699 go . . ago . . . . . . . . . . . . . . . . . . . 8 Project Development Phases . . . . . . . . . * avows vow ova @among 000 a $ & 604 444 met bee 11 * 9444 % 9 Calculation of Space Required . . . : . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Departmental Space Requirements CountyManager . . . mwo Poo goo sea goage * 41 got * so @ & 4110410 aboveafro 11 County Commissioners . . . . . . . . . . . . . . . . . . . . . : . . . : . . . . . . . . . . . . . . . . . . . . . . . 12 RevenueOffice , . a 0 9 9 f a I a a 9 a 1 9 0 0 4 GVO * vo before 0 0 a I a 9 9 V 4 9 0 4 0 8 9 9 0 9 1 4 a a a I a 6 a 0 0 a a 9 13 Tax Assessor , a 4 0 0 0 0 a a a 9 a a 0 0 41 9 a 9 0 0 0 0 4. V 4 9 V 0 5 0 a 4 a 4 a a 0 0 a 2 8 a V a 9 a a P 1 0 a a 0 V r 0 a 0 F 9 0 f 4 14 Land Records . . 0 0 2 a 4 a a a 0 6 a a 9 6 4 9 * Me & so dd * R * p Is * met age * 4 15 Register of Deeds . . : . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Budget Office . . . . . . . . . . : . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 0 0 . . . . . . . . . . . . . 17 Finance Department . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 Personnel Department , . . . . . . . . . . . . . . . . . . . . . . : . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Information Systems . . . . . . . . . . . . . . . . . . : . . ago . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Emergency Management . . . . . . as * Gem off $ mass * so & * $ * Day m 0 a a a a 9 0 9 Im a 9 0 4 0 0 0 0 6 21 Board of Elections . . . got Gol, eta * to 404 & me see 110601FIF two * assay fee a . a a a 0 6 . . . . 22 Economic Development Commission . . . . . . . . . stop * & we * me $ so $ o4woRgeof 23 Arts Commission . . . . . . oftsof000 oaf * total % pages memo . 94 600999 Oswego 24 Environment Resource Conservation Department . . . . . . . . . . . . . . . . . 25 Planning and Inspections . . . . . . . . . see too Samoa@ met got 060 # 00 * * & age & egg * @ memo 26 Soil and Water . . 0 0 9 0 a a 0 9 9 6 0 0 a a 6 0 0 0 4 a 0 a a a I & a a a 0 a a 9 a a 0 4 9 6 a 4 0 d 8 a 0 a a a a 0 5 a 0 1 9 0 4 0 4 0 27 Health Department— Environmental Health . . . . . . . . . . . . . . . . . . . . . . . . . . 28 Cooperative Extension . . . as & not Poo Do * age too oaf system . .. . . . . . . . . . . memo 29 Animal Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 Animal Shelter . . . . . . . . . . . . . . . foeaffia4sm to@ 90 # 909699 * 60 so $ Sao Novato 31 Health Department-Whitted Human Services Building . . . . . . . . . . . . 32 Social Services—Whiffed Human Services Building . a a 6 0 0 0 4 0 a 0 a a a a 34 Housing and Community Development—Whiffed . . . . . . . . . . . . . . . . . . 35 Library , a @ 0 a a 0 a a a 0 a 9 v a a * 9 a 0 a 0 a a % 0 0 5 a of 0 0 0 0 0 6 a a 0 9 a 8 4 6 a a & a a 0 0 0 0 a 0 4 0 0 a 2 a a 6 0 4 0 a foe 9 a Io 0 36 Recreation and Parks Department . . . . . . son 6864594166 too * go too 008 Nor Navy 37 Department on Aging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Department on Aging—Transportation ( OPT) . . . . . . . . . . . . . . . . . . . . . . . 39 i Public Works Administration . . . . . . . . . see Sea 606 Sea age 644 as a a a a a a 0 0 4 a 9 a S 6 40 Public Works— Motor Pool , . . . . . : . . . . . . . . . . . . 44a & a6asaa4000a * 4aa6a4 004so 41 Human Rights and Relations . a A a a 6 a 0 0 a 6 a 4 4 a a s 0 a A a a 4 a & A 0 9 4 2 * 006 * 4040 * 0890 42 Social Services—Southern Human Services Center . . 43 Health Department—Southern Human Services Center . . . . . . . . 44 Health Department—Dental Clinic , Carrboro . . , 0 . 0 0 a a 0 0 a * 0 0 a 4 a I * a 0 a 45 Housing and Community Development-SHSC . . 4 0 4 & 0 a a 0 a 0 6 a . 0 0 9 0 Ir 46 Child Support Enforcement—SHSC . . . 800004 a a 0 0 5 a 6 a a a 4 0 4 1 0 0 9 1 8 8 a a 9 4 6 46 Child Support Enforcement--Hillsborough . . . . . . . . 47 Solid Waste Management . . . . . . gas A44 Sea sea do@ sat & @ * Add000 * 08ME & VA44A 48 Purchasing and Central Services . . . . . . 004 * * $ too age as * Was * 68 Sao 0460eggs 49 Northern Human Services Center . a a a a 4 0. 8 6 0 6 a a a 0 a 0 a 6 a a 1 6 6 0 0 0 6 0 4 0 0 a # 0 50 Northside . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4aa90a00900a4140 a 4 * 4 0 a a 0 a 0 51 Skills Development Center . . . . . . . . . . . . . . A . 40006a400aa # aa4aa0aaaaSGa4a 4 - 52 501 West Franklin Street . . . see sea Its oo * tN * age ego * * a Goo 0 40 . . . . . . . . . . . 53 Justice Facilities in Chapel Hill . a a A a d 0 0 0 & 6 6 0 0 0 0 . . 0 a as a 9 t 0 . a a a a a a a 0 0 a 1 54 Orange County Detention Facilities . . . . . . . add goo see age . 55 Fairview Community Police Building . . . . . . gas flood * 9 6 4 . . .. . . . . . . . . a a 6 4 56 Building Configurations 57 Land Services Building , . a 0 1 a 6 a a a 0 a 9 d 0 a 0 a 9 a ft a 0 a 0 a a 4 A 0 a 4 a a a a 0 a a a a 0 58 Animal Services Bung . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . : . . . . . . . 4 6 6 009 59 Solid Waste Operations Center . . . . . . . . . . . . Sea g o * . . . . . . . . . . . . too 0 4 6 6 4 4 59 Library . . . Sea & 04 age % am o * & * Oooso 444 504 ago as * * a@ * * & see * 60 0 % 0 & Gs memo sea % sa 60 Agriculture Services Building . . . Sea goo OEM who & ON not a a0 Sam Mae see at69act 60 Southern Human Services Center . . . . . . tests@ . . . . . . oes * oat assets Sea so * 61 Southern Human Services Center Master Plan , . 0 a a 0 a a 4 a * a a 0 a 4 a * 2 62 Parks/Open Space Building . . . . . . & geese 644 fee sea 004 Sea 2 * 6000 * to & * * 984so 63 Emergency Management/9- 1 - 1 Center . . . . . . 0 0 0 6 6 6 . . . m see a a 4 0 4 0 0 4 0 64 Public Works/OPT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 * 00840 * 0oafSee * made * * 64as * 64 Motor Pool Expansion . . . not Sea not 000 409 some@ * 000 fee Sea 249 * at Sao Sea6090 64 Whiffed Human Services Center. . . . . . . 410648464 sea See was seems @ any 9618114 65 Administration Building . . . . . . . . . : . . . . eats '. . 66 Project Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 00aaaa4 . . 0 . 0 . . . . 0a0V0a . 0a0a . . . . . . 67 NextSteps , . 4 6 a a a 6 a 0 a a a a a a a 9 a 4 a 0 0 6 0 a 0 a a a a a 0 0 a a a 0 a 0 a a a I d U 0 a 9 6 a 6 a 0 a 4 a s a a 0 . . . . . . . . 00604 68 Attachments : Attachment # 1 ---Orange County Office Locations Attachment #2---Southern Orange Campus Master Plan Attachment #3---Schedule of Current Leases Appendices : Library Task Force Report Parks Strategic Plan ii Orange County Space Needs Update March 24 , 2005 . Executive Summary Purpose The purpose of this report is : 1 . To identify departmental changes that may impact the recommendations or implementation of the 2000 Space Needs Task Force Report ; and 2 . To modify Study recommendations to reflect changing conditions and Board direction received since the original report ; and 3 . To create a fundable roadmap for developing , adequate space to meet the operational needs of county departments through 2020 ; and 4 . To identify facility needs which require additional study and/or may fall butside of the 2020 study period . Assumptions and Principles Overarching principles used to formulate study recommendations include : 1 . Co - location . Co- locating departments that serve the same customer base with similar services promotes greater efficiency and creates a more desirable level of customer service . 2 . Consolidation . The findings in this report will support the consolidation of County operations to as few sites as may be practicable . The recommendations contained in this study do not support the expansion of existing facilities for the most part , but rather advocate for the development of an alternative county campus to be sited in central Orange County in or around the Hillsborough area . The property on Homestead Road in Chapel Hill serves as the County ' s main service delivery location for the southern part of the county and has proven to be a wise investment . As the Hillsborough area continues to develop , it seems prudent to replicate that effort and establish a new campus while the availability of land is still somewhat reasonable . 3 . Ownership . The findings contained in the report continue to support owned space vs., leased space to house permanent County offices . In 2000 the County paid $ 349 , 000 per year for nine leases as opposed to 2004 , which carries lease costs of approximately $ 349 , 000 for five leases . The bulk of the lease costs reside with the Senior Centers . Within two years , both Centers should be operational , thereby eliminating the need for leased space . The County ' s annual commitment for leased space at that point will be approximately $ 200 , 000 , I 4 . Re - assignment of Space to Courts Function . The planned 25 , 000 square foot expansion of the existing courthouse is slated for completion in late 2007 . County offices in downtown Hillsborough would systematically be assigned to court functions as needs dictate and as new county facilities are brought on line , in order to provide future court operation needs . 5 . Green Building Practices . The County has for several years integrated green building practices into new construction and renovations alike . A basic premise of the recommendations of this report is that green - building practices will continue to be integrated as appropriate . Further , a policy will be brought forward for Board consideration that would further institutionalize the practices . 6 . Cost estimates . Project recommendations within this report are accompanied by a cost estimate that utilizes cost guidance from recently designed buildings for Orange County . Projects nearing the commencement of their development timeline should be thoroughly assessed for accuracy of the cost estimate in order to avoid budget shock at such time bids are solicited . Criteria for Tier Level Placement As was the case with the 2000 study , the following criteria were observed when placing projects within a designated Tier level . 1 . Overcrowded facility . The present facility is significantly overcrowded . 2 . Growth and no recent new space . The Department has been allocated no additional space to accommodate significant employee growth or increases in service demands . 3 . Improved service and /or collaboration . Carrying out the recommendation will provide significant opportunities for improved service delivery and /or collaboration among like-function departments within County government . 4 . Reduced rental costs/ Carrying out the recommendations will provide the opportunity to significantly reduce the cost of, or eliminate the need for existing property for which the County currently pays rent . 5 . Long -standing need . The initiative is a long - standing need with considerable pubic support . Functional Groupings The functional groupings based on related service functions or like client base , remained fairly consistent with the 2000 report . However, three new categories were created to reflect the organization changes that have occurred . 1 . Parks and Open Space A new category that has been titled " Parks/Open Space " was created to more accurately capture the department ' s evolutionary role . Parks is coupled with the Environment Resource Conservation Department ( ERCD ) as one with whom adjacency would be most beneficial . 2 . Agriculture Services The Agriculture Services function has also- been added to more accurately reflect the focus of departments who would remain at the current Planning and Agriculture Building . Agriculture Services departments would include Cooperative Extension and Soil and Water , as well as USDA Rural Development and the Farm Service Agency , two non - County programs currently at the Planning and Ag Building , 3 . Animal Services The Animal Services functional group was added in order to acknowledge the County ' s new and expanded role in this area . While the Animal. Shelter building has always been a County facility , the County also assumed operation of the Shelter in July 2004 . This group includes the Animal Shelter , Animal Control and the Animal Services Director . Functions Not Included In Study Jail and Court functions . Expansion of approximately 25 , 000 square feet to the Courthouse is currently under design pursuant to the recommendations included in the Justice Facilities Reports , as written in 1995 and updated in 1998 . The new addition will house both court offices and the Sheriffs Department . Additional future expansion of the Courthouse is not contemplated , however , long term space needs of the court system may be met through reallocation of County office space in downtown Hillsborough as court needs dictate and as new County facilities are brought on line . The first such step will occur when space vacated by the Sheriffs office is reallocated to accommodate court- related functions . Chapel Hill Court Facilities Two additional facilities are utilized in order to deliver court services in Chapel Hill : the Old Post Office , owned by the Town of Chapel Hill and located on Franklin Street and the Moody Building in Carrboro , which has been leased by the County for ancillary court services since 1987 . Additional study regarding the long -term accommodations for court services in southern Orange should be initiated . However , cost implications of providing adequate school and county facilities , in addition to funding the expansion of the Hillsborough court facility dictate that construction of court facilities in southern Orange be considered beyond the scope of this study period . III r Likewise , an independent study, is recommended at some point in the future to identify and assess - options for providing Jail space to meet the County ' s long - term detention facility needs . Non - Departmental Agencies Agencies that may reside in County facilities , but for which the County is not mandated to provide space , were also not included in the current space analysis . Examples of such include day care activities that are located in the Northern Human Services Center , Cedar Grove as well at the Northside Center in Chapel Hill . Consolidating Expansion / New Campus While recommendations will include adaptive reuse of existing buildings in some instances , the space needed to accommodate the predictable growth cannot be found on property currently owned by Orange County . For this reason , a primary focus of the study is the development of an alternative County campus ' at a site yet to be determined . Ideally the site would be in or around Hillsborough and offer sufficient acreage to develop a campus , conceptually similar to the County' s campus on Homestead Road . The campus would offer the opportunity to locate most County operations currently located in Hillsborough to the site when growth at their present location could no longer be accommodated . Build out of the campus would. be a lengthy process , but .would afford the county the opportunity to ' create a master planned site that allowed rational and sustainable growth for decades to come. In addition ,. , a well located campus might allow the county to promote collaboration with other partners as facilities are developed , encourage mass transportation initiatives , create open space areas and implement other initiatives valued by the County . Project Development Phases The commencement of project construction or renovation , as may be the case in some of the interim measures suggested , has been segmented into five -year, development increments beginning in 2005 and categorized as Tier 1 , Tier 2 or Tier 3 projects . Therefore : s Tier 1 projects would begin construction during the period 2005 -2010 ; ® Tier 2 projects would begin construction between 2011 and 2015 ; and • Tier 3 projects would begin construction between 2016 and 2020 . Additionally , each Tier has been subdivided ' into 2 1/2 year increments so that projects may be categorized to more accurately reflect the priority of the project . For example , a project that is Tier 1A would begin construction during the period 2005 through mid 2008 and a project designated as Tier 313 . would begin construction during the period beginning mid 2018 through 2020 . IV Many of the projects listed will require a pre - construction period of up to two years . During this period , designers would be selected , planning groups consulted , regulatory approvals obtained , bids solicited , etc . in preparation for the construction to begin during the specified project development phase . Funding in the Capital Improvements Plan is likely to reflect planning /design money two years prior to the construction period specified . Recommended Projects Land Services—Tier 1 A A new building at the campus is proposed for " Land Services Departments " . The building would ultimately house all land services departments including : Planning and Inspections , Health Department ' s Environmental Health , Land Records , Register of Deeds , County Engineer , Revenue Department and the Tax Assessor . The county could choose to construct it in phases , with priority being given to the Planning and Health Department ' s Environmental Health functions . Animal Services Building -Tier 1A New construction at a location yet to be designated would house the Animal Shelter function , operation of which the County assumed in 2004 , Animal Services Director , a recently created position that will be responsible for supervision of all Animal Services activities and the Animal Control offices , which are currently located in Hillsborough at the Planning and Agriculture Building . Solid Waste Operations Center=Tier 1A This structure is needed prior to the Town of Chapel Hill vacating the existing site at the expiration of their lease on December 31 , 2007 . In addition to offices for the Solid Waste Management staff, the building would also contain a sizeable training room that could accommodate the busloads of school children that routinely visit to learn more about recycling and other related topics . An architect to design the building will be recommended to the Board in the near future . Funding for this facility would be provided by the Landfill Enterprise Fund . Library—Tier I In accordance with ' the Library Task Force Report and to provide sufficient expansion space for other Human Services Departments at the Whiffed Building , a new main Library building is proposed . Approximately 45 , 000 square feet of Library space is proposed plus a Heritage Center of approximately 10 , 000 square feet , for a total of 55 , 000 square feet of new space . The Library could be located on the new county campus , assuming the site met criteria agreed to by the County Commissioners and others as may be appropriate . V f A cybrary/branch library will remain at the Whiffed campus . Agriculture Services Building -Tier 1 B This project allows renovation of the building being vacated by the Land Services Departments mentioned earlier . Cooperative Extension , Soil and Water and two non - county agencies will occupy the Agriculture Services Building . Southern Human Services Center—Tier 2A Original plans for the Southern Human Services Center included expansion area to the east end of the building . The Health Department has recently begun primary care at the Whiffed Clinic . Staffing constraints preclude the service being implemented at the Southern Human Services Clinic at this time . The Health Director indicates that clinic patients could double within the next five years . As a Tier 2A project , construction of this facility would begin in the timeframe 2011 - mid 2013 , six years hence . Social Services functions at this facility continue to expand . The Department added six new employees within the past three years to existing Child Welfare units. Further , in response to increased service demands on the southern side of the County , an intake unit with seven employees was also relocated to the facility in 2004 . Food stamp cases handled by DSS have increased approximately 60 % since 2000 . A Dental Clinic is proposed for development contemporaneously with the expansion of the Southern Human Services Center . The current lease , which includes the space for both the Dental Clinic and the Public Defender , expires in June 30 , 2008 and has an annual cost of approximately $ 105 , 0000 Parks/Open Space Building —Tier 2A The Parks and Recreation administrative staff, parks operations base staff and the Environment Resource Conservation Department may locate to a County- owned building on Valley Forge Road during an interim period . However , the long term plans , as defined in the Parks Strategic Plan , would construct the necessary facilities at the Blackwood Farm on Highway 86 and New Hope Church Road between Hillsborough and Chapel Hill . This site is also proposed for the long -term site of the Arts Commission offices and studio space . Emergency Management/9 = 1 = 1 Center-Tier 2B Emergency Management was classified as one of the higher priority needs in the 2000 study . The Department has since absorbed the emergency medical transport function ; adding around 30 new employees . While the full complement of medical transport staff is not based from this facility , office space as well as , sleeping space for one unit has been created from a portion of the training room VI at the facility . The operations at Emergency Management have significantly out- grown the existing space and cramped conditions impair the daily efficiency of operations . The long -term solution , proposed as a Tier 2B project ( 2013 = 2015 ) would consolidate the administrative , communications , emergency medical and fire marshal divisions at the new county campus . However , County Commissioners have recently authorized staff to consider acquisition of a building that , among other uses , may serve as an interim location for the administrative and other staff of Emergency Management . Public Works Administration and OPT Building —Tier 213 The State of North Carolina has leased a modular office building for use by OPT through 2008 . This study recommends that the lease be renewed , or contingent upon funding from the State a new facility be constructed in conjunction with the Public Works Administrative Building expansion . Public Works— Motor Pool —Tier 213 Since the Motor Pool was constructed in 1996 , the County ' s fleet has grown by 25 % ( 60 vehicles ) . Should this growth continue at a similar rate , expanding the six repair bays to at least . ten repair bays should be considered in the 2013 -2015 timeframe . Absence of available repair areas will increase the overall cost of contracts to outside repair shops . Whitted Human Services Center—Tier 3A The Whitted site can accommodate only minimal expansion of the building . The recommendations of the report assume the relocation of the current Library and the reallocation of the approximately 12 , 500 square feet to Health and Social Services . One of the primary areas of focus at this building must be in the Health Department—Health clinic . The clinic , already heavily scheduled , began as a primary care facility on January 4 , 2005 . Already the clinic has seen over 50 new patients , with many more expected as the service becomes more widely known . The current clinic area includes the entire first floor of Building B and has no expansion capability within the current confines . While expansion to an upper floor is within the realm of possibility , the current building configuration would require patients to go outside to access an elevator that would take them the upper levels . In order to avoid this unacceptable practice , the study suggests that additional square footage be added to join the two buildings , thereby creating additional waiting/reception area , program space , meeting rooms , etc : The most important result however, may be the incorporation of the elevator into the interior of the building , which would significantly improve the flow of traffic between Buildings A , and B . vll Administrative Building—Tier 3B The last of the buildings recommended for construction in this plan is a facility to co - locate all administrative functions , including : County Manager , County Commissioners , Finance , Budget , Personnel , Board of Elections , Human Rights and Relations , Purchasing and Central Services , and perhaps the Information Systems Department . At such time the Court needs dictated use of the Government Services Center , the Administrative building would be constructed at the County Campus and the aforementioned departments relocated to that site . Interim measures are recommended in order to accommodate the inevitable growth of these departments prior to the new facility ' s construction , however : Following relocation of the Register of Deeds , Land Records , Tax Assessor and Revenue office to the new campus facility , the Manager and Commissioner offices will be allocated additional space within the existing building . In addition , the Finance , Budget and Personnel offices , currently located at the Government Services Center Annex , will relocate to the Government Service Center . The Government Services Center Annex would then be available for reallocation to the Court system . Next Steps/ Recommendations 1 . The report will be modified to reflect any changes agreed to by the Board . 2 . Placeholders in the appropriate funding years will be incorporated into the 2005 -2015 Capital Improvements Plan to be presented in April 2005 . 3 . The report will be kept current by updating it periodically to reflect decisions made regarding space , such as the Library Task Force Report and the Parks Strategic Plan , 4 . . The space needs assessment team , along with other departmental representatives as may be appropriate , will review park properties and buildings contained thereon to determine potential uses that may be recommended . 5 . In tandem with the formulation of the annual Capital Plan , cost projections will be updated by credible means for all projects within a two - year development window to ensure accuracy within current conditions . Vlll Orange County Space Needs Report � 2005 Update Page 1 of 69 Introduction The facility analysis presented in this report is the continuation of a report first published in 2000 by the Space Needs Task Force , which included Commissioners Margaret Brown and Alice Gordon , along with County Manager John Link and County staff . In that report , departments were asked to project space requirements to the year 2005 and 2010 . The 2010 square footage requirements have been updated , taking into account changing conditions since 2000 , and form the basis of the recommendations in this report . Purpose of Report The 2005 Facilities Needs Report is presented by the task group that includes Commissioners Stephen Halkiotis and Barry Jacobs , County Manager John Link , and County staff . Craig Benedict , Planning Director , . Pam Jones , Director of Purchasing and Central Services , Dianne Reid , Economic Development Director and Paul Thames , County Engineer . The purpose of this report is . • To identify departmental changes that may impact the recommendations or . implementation of the 2000 Space Needs Task Force Report , and • To modify Study recommendations . to reflect changing conditions and Board direction received since the original report , and • To create a fundable roadmap for developing adequate space to meet the operational needs of county departments through 2020 ; and • To identify facility needs which require additional study and/or may fall outside of the 2020 study period . Assumptions and Principles Many overarching principles contained in the original study were also used to formulate . recommendations for this update . Among them are : Co - location In general , it appears to promote greater efficiency among county staff and subsequently better service delivery to citizens to co - locate like functions in the same general area . The " one - stop" service delivery model has been employed by Orange County in the . human service departments for some time . This study seeks to I expand that model by grouping like functions into the same building when possible . An example of this principle is evident in the recommendation to co - locate the departments who provide land services , thereby hopefully providing a higher level of customer service to our citizens . Consolidation Consolidation of county operations in general is likely to offer substantial operating efficiencies . The findings in this report will support the consolidation of County operations to as few sites as may be practicable . Based on feedback associated with the 2000 Report , it became apparent that expansion at many , if not all of the current County facilities was not desirable forma variety of reasons , including but not limited to : . 1 Orange County Space Needs Report~ 2005 Update Page 2 of 69 parking limitations , limited land upon which to expand buildings and the negative impact of the increased traffic that the expansion would bring . The recommendations contained in this study do not support the expansion of existing facilities for the most part , but rather advocate for the development of an alternative county campus to be sited in central Orange County in or around the Hillsborough area . The property on Homestead Road in Chapel . Hill serves as the County' s main service delivery location for. the southern part of the county a,nd has proven, to be a wise investment . As the Hillsborough area continues to develop , it seems prudent to replicate that effort and establish a new campus while the availability of land is still somewhat reasonable . Ownership The findings contained in this report will continue to support owned space vs . leased space to house permanent County offices . Significant strides have been made to reduce the amount of square footage leased for permanent office space over the past several years . In 2000 , the County paid approximately $ 369 , 000 annually for nine leases . Today the annual cost has dropped to approximately $ 349 , 000 for five leases and will drop to approximately $ 200 , 000 per year at such time the two senior - centers are completed and the leases for properties in which they are now housed expire . A schedule of current leases is attached as Exhibit 1 . The recommendations contained in this report will recommend the use of leased property only under specific . circumstances in which there is a compelling business reason to do so . An example of this is evident in the case of the. Child Support Enforcement offices , where the offsetting revenues for rent payments make it more cost effective to lease rather than to own a building . While ownership is preferable over leasing , the County may also choose to lease property to accommodate short-term needs , such as for a time -limited grant program (two years or less) , disaster relief offices or for relocation of offices during major renovations in County facilities . Other assumptions observed during the formulation of the study recommendations include : Re-assignment of Space to Courts Function Decisions to limit the expansion . of the current courthouse to the: 25 , 000 square foot program that is under design at this time requires that additional space be identified to fill the long -term mandated needs of the Court system in Hillsborough . In order to accommodate those needs , downtown County offices would systematically be assigned to Court functions as needs dictate and new County facilities are brought on line . Green Building Practices The County . has for . several years integrated green building practices into new construction and renovations alike . A basic premise of the recommendations of this report is that green - building practices will continue to be integrated as appropriate . 2 Orange County Space Needs Report ~ 2005 Update Page 3 of 69 Further , a policy will be brought forward for Board consideration that would further institutionalize the practices . Cost Assumptions Project recommendations within this report are accompanied by a cost estimate that utilizes cost guidance from recently designed buildings for Orange County . These cost estimates are also in line with experiences of both school systems in the County and are believed to accurately reflect the current construction market . Building material costs , particularly steel and materials containing cement continue to undergo hefty price adjustments as foreign demand places stress upon the supply available for US projects . Increasing fuel prices negatively affect most building supplies , regardless of their scarcity , however : Projects nearing the commencement of their development timeline should be thoroughly assessed for accuracy of the cost estimate in order to avoid budget shock at such time bids are solicited . Criteria for Tier Level Placement As was the case with the 2000 study , the following criteria were observed when placing projects within a designated Tier level : 1 . Overcrowded facility . The present facility is significantly overcrowded . 2 . Growth and no recent new space . The Department has been allocated no additional space to accommodate significant employee growth or increases in service demands . 3 . Improved service and/or collaboration . Carrying out the recommendation will provide significant opportunities for improved service delivery and/or collaboration among like -function departments within County government . 4 . Reduced rental costs/ Carrying out the recommendations will provide the opportunity to significantly reduce the cost of , or eliminate the need for existing property for which the County currently pays rent . 5 . Long - standing need . The initiative is a long : standing need with considerable pubic support . Employee Growth Employee growth is one factor that must be considered when assessing current and future departmental space needs . While some new employees may be located remotely in space owned by others , such as the hospital or school system , generally there is a direct and immediate impact on space when a new employee is hired . According to figures provided by the Budget Office , departments have added approximately 89 FTE ' s since the publication of the original study , approximately one - third ( 1 /3 ) of whom were added when the County assumed sole responsibility for the emergency medical transport function in 2003 . The Planning and Agriculture Building , which was already experiencing a significant space deficit in 2000 , became home to 14 new employees , with the Whiffed Building following closely behind with 11 new employees . Not surprisingly , Emergency Management , Planning and Inspections and 3 Orange County Space Needs Report ~ 2005 Update Page 4 of 69 Health Department : Environmental Health ( residents of the Planning and Ag Building ) remain the departments with the greatest workspace deficit . Functional Groupings By positioning departments within functional groupings , evaluation of individual departmental needs can be assessed , along with the synergies that may be created through the sharing of common facility elements , such as information technology ( IT) centers , equipment rooms , conference rooms , etc . Considering space by function allows a more global perspective to be achieved and presumably will define a more efficient use of the available .space . The functional groupings , based on related service functions or like client base , remained fairly consistent with the 2000 report with three exceptions as follows : Parks and Open Space The needs of the Parks and Recreation Department are significantly different than those cited in the 2000 Study . A new category that has been titled " Parks/Open Space" was created to more accurately capture the department ' s evolutionary role . Parks is coupled with the Environment Resource Conservation Department ( ERCD ) as one with whom adjacency would be most beneficial . Although ERCD works closely with both the Planning Department and the Agriculture Services Departments , their most frequent collaboration occurs with the parks function according to the Department' s Director . Agriculture Services The Agriculture Services function has also been added to more accurately reflect the focus of departments who would remain at the current Planning and Agriculture Building . As listed below , the Agriculture Services . departments would include Cooperative Extension and Soil and Water , as well as USDA Rural Development and the Farm Service Agency , two non - County programs currently at the Planning and Ag Building . Animal Services The Animal Services functional grouping was created to reflect the County ' s assumption of the operation of the Animal Shelter as a County department in 2004 . While the building has always been owned by the County , the operations were carried out by the Animal Protection Society of Orange County . The 2000 study recommended co - location of the Animal Control offices with the Animal Shelter. That recommendation remains consistent in this report as well . 4 Orange County Space Needs Report � 2005 Update Page 5 of 69 The complete listing of functional groupings is listed below . Administration and Community Land Services Maintenance • County Commissioners Register of Deeds • County Manager Land Records/GIS • Budget • Economic Development • Finance Health Department : Environmental • Information Systems Health • Personnel Planning and Inspections • Visitors Bureau Assessor • Board of Elections • Revenue Parks and Open Space e Environment Resource Conservation Agriculture Services Department Cooperative Extension • Recreation and Parks Soil and Water Human Services • Department on Aging ( including Transportation ) • Child Support Enforcement • Health Department administration/medical/dental services • Housing and Community Development • Human Rights and Relations • Library • Department of Social Services 5 Orange County Space Needs Report � 2005 Update Page 6 of 69 Public Safety Public Works Sheriff Office Public Works Administration Emergency Management Services Buildings and Grounds care • Administration • Motor Pool • Communications Sanitation ** • Emergency Medical Services Note: The Sanitation function is • Fire Marshal currently part of the Public Works Department. However, since the Solid Waste Management County assumed responsibility for the • Administration Landfill operations in FY2000-2001 , Landfill Operations evaluations are on going to determine • the merits of moving responsibility - for • Recycling ' Sanitation to the Solid Waste Management Department. Comments Animal Services outlining the space impact of such a • Animal Control move are included in the departmental • Animal Shelter write- ups later in this report. Functions Not Included Jail and Court functions . Expansion of approximately 25 , 000 square feet to the Courthouse is currently under design pursuant to the recommendations included in the Justice Facilities Reports , as written in 1995 and updated in 1998 . The new addition will house both court offices and the Sheriff ' s Department . Additional future . expansion of the Courthouse is not contemplated , however , long term space needs of the court system may be met through reallocation of County office space in downtown Hillsborough as court needs dictate and as new County facilities are brought on line . The first such step will occur when space vacated by the Sheriff ' s office is reallocated to accommodate court- related functions . Chapel Hill Court Facilities Two additional facilities are utilized in order to deliver court services in Chapel Hill : the Old Post Office , owned by the Town of Chapel Hill and located on Franklin Street and the Moody Building in Carrboro , which has been leased by the County for ancillary court services since 1987 . Additional study regarding the long -term accommodations for court services in southern Orange should be initiated . However , cost implications of providing adequate school and county facilities , in addition to funding the expansion of the Hillsborough court facility dictate that construction of court facilities in southern Orange be considered beyond the scope of this study period . Likewise , an independent study is recommended at some point in the future to identify and assess options for providing Jail space to meet the County ' s long -term detention facility needs . 6 Orange County Space Needs Report , 2005 Update Page 7 of 69 Non - Departmental Agencies Agencies that may reside in County facilities , but for which the County is not * mandated to provide space , were also not included in the current space analysis . Examples of such include day care activities that are located in the Northern Human Services Center , Cedar Grove as well at the Northside Center in Chapel Hill . Conditions in Current Work Space The 2000 report included an extensive list of observations from Departments regarding workspace issues that affect the quality of service delivery to clients . Without reiterating the list in its entirety , suffice to say , many of the issues remain . The following items summarize the core issues mentioned by a significant number of departments in the 2000 and remain an issue in 2005 : • The majority of departments listed insufficient space that required doubling up of personnel in offices , lack of private space in which to conveniently conduct confidential conferences with clients or , in the case of supervisory staff , with employees . While a major renovation has been completed at the County' s largest facility , the Whiffed Human Services Center , no new space was added since the 2000 study was completed . • Inadequate storage space was mentioned across the board . • Parking at many of the facilities is inadequate for the traffic volume generated by the building activities . o Paving some lots and re - striping others would maximize existing parking . o Unpaved parking lots , particularly at the ' Whitted Building , create safety hazards for clients . • Lack of meeting space continues to be a challenge . Team management is heavily utilized both within and across departmental lines , thereby making meeting space a critical contributor to a successful project outcome . At this time , there are a total of eight meeting rooms in all County buildings that will accommodate ten or more people . Consolidating Expansion/New Campus As previously noted , sites of current County facilities are essentially at capacity . Areas where expansion is most critical today include the Planning and Agriculture Building and the 911 Center , neither of which have sufficient real estate to accommodate any additional growth . Further , the Whitted Building , the largest service delivery location to meet human services needs of our citizens , has extremely limited capacity for additional square footage . It is , however , a foregone conclusion that county services will have the need to expand over the next several decades if the expanding population of our County is to be well served . The recommendations contained in this report include a variety of methods to address the long -term county department space needs . While recommendations will include adaptive reuse of existing buildings in some instances , the space needed to accommodate the predictable growth cannot be found on property currently owned by Orange County . For this reason , a primary focus of the study is the development of an alternative County campus at a site yet to be determined . 7 Orange County Space Needs Report ~ 2005 Update Page 8 of 69 . Ideally the site would be in or around Hillsborough and offer sufficient acreage to develop a campus , conceptually similar to the County ' s campus on Homestead Road . The campus would offer the opportunity to locate most County operations currently located in Hillsborough to the site when growth at their present location could no longer be accommodated . Build out of the campus would be a lengthy process , but would afford the county the opportunity to create a master planned site , that allowed rational and sustainable growth for decades to come. In addition , a well located campus might allow the county to promote collaboration with other partners as facilities are developed , encourage mass transportation initiatives , create open space areas and implement other initiatives valued by the County . New Facilities Proposed The study findings reveal the need to provide space on the new campus for several major functions within the next 20 years . The determination of how these functions might be situated on the new campus site would be contingent upon the characteristics of the site selected . While the terminology land services " building " and administrative " building " may be used throughout this document , the , site analysis conducted when a site is identified will determine the advisability of these departments being in a single building , designed to expand by phases , or multiple buildings rlocated on the campus . Land Services Departments with the greatest space deficit are located in the Planning and Agriculture building . A new building at the campus is proposed for " Land Services Departments" . The building would ultimately house all land services . departments including : Planning and Inspections , Health Department : Environmental Health , Land Records/GIS , Register of Deeds , County Engineer , Revenue Department and the Tax Assessor. The county could choose to construct it in phases , with priority being given to the Planning and Health Department : Environmental Health functions . The completion of this facility will raise the bar on customer service by offering visitors a true "one -stop" experience for land related issues for the first time . Library In . accordance with the Library Task Force Report and to provide sufficient expansion space ` for other Human Services Departments at the Whitted Building , a new main . Library building will be needed . Although a cybrary/branch library would remain at the Whitted location , the new campus could also provide a location for the main library facility . 8 Orange County Space Needs Report � 2005 Update Page 9 of 69 Administrative As you will see in the department write ups , space requirements for administrative functions will be met incrementally . Ultimately , however , at such time that the court system needs dictate the use of the current Government Services Center , a new administration building is also suggested for the new campus . Plans would have the court needs addressed in the Sheriff ' s office building , the Court Street Annex and the Government Services Center Annex before the Government Services Center was vacated . Based on our knowledge of court operations today , the new administrative building is not likely to be built during the study period , however . 9 = 1 - 1 Center As was the case with the Administrative Building , the needs of the 911 Center will be met incrementally . The recommendations in this report support the relocation of the administrative function of Emergency Management to an alternative location , in the interim , with ultimate consolidation of the Administration , Fire Marshal , Communications and Emergency Medical functions to the new campus at such time a new building is feasible . Project Development Phases The commencement of project construction or renovation , as may be the case in some of the interim measures suggested , has been segmented into five -year . development increments beginning in 2005 and categorized as Tier 1 , Tier 2 or Tier 3 projects . Therefore : • Tier 1 projects would begin construction during the period 2005 -2010 ; • Tier 2 projects would begin construction between 2011 and 2015 ; and • Tier 3 projects would begin construction between 2016 and 2020 . Additionally , each Tier has been subdivided into 2 1/2 year increments so that projects may be categorized to more accurately reflect the priority of the project . For example , a project that is Tier 1 A would begin construction during the period 2005 through mid 2008 and a project designated as Tier 3B would begin construction during the period beginning mid 2018 through 2020 . Many of the projects listed will require a pre - construction period of up to two years . During this period , designers would be selected , planning groups consulted , regulatory approvals obtained , bids solicited , etc , in preparation for the construction to begin during the specified project development phase . Funding in the Capital Improvements Plan is likely to reflect planning/design money two years prior to the construction period specified . Calculation of Space Required Calculation of Square Footage Estimates Assessment of the 2010 space requirement numbers compiled by departments in 2000 indicated that most were still valid . By utilizing 2010 departmental square footage estimates , adjusted by conditions that may have changed since the 2000 report , projected square footage needs were re - calculated for each department . It is important 9 Orange County Space Needs Report � 2005 Update Page 10 of 69 that the reader understand that the departmental square footage requirements include only areas that are exclusively used by an individual department . Square footage associated with common or shared areas , such as hallways , restrooms and mechanical rooms will be applied to .the total building at such time it is configured with the various departments . As a rule of thumb , this "circulation factor' is calculated at 30% of the sum of departmental square footage . Likewise , square footage for meeting space will be calculated for the entire building at such time it is configured. Meeting Rooms The meeting rooms that are recommended for each location are in general , calculated at 25 square feet per person of the room capacity . Space proportional to capacity is added to the meeting room size to accommodate storage of tables , chairs and supplies that may be used in a meeting room . 10 Orange County Space Needs Report � 2005 Update Page 11 of 69 Departmental Space Requirements Departmental information is also contained in the appropriate building configuration later in this report . The following information is provided as a snapshot of departmental needs : Department Name : County Manager Project Development Phase : Interim : Tier 2A , Long - Term : Tier 3B Current Location : Government Services Center Current Departmental Square Footage : 1 , 862 Current # Employees : 10 ( including County Engineer) Proposed Square Footage : 2 , 570 ( plus 30 % Circulation factor Recommendations to accommodate space needs : A two - step process will be employed to fulfill the space needs for the Manager' s office . The study supports expansion within the Government Services Center ( GSC ) at such time that land - related departments in this facility . ( Land Records/GIS , Register of Deeds, Revenue and Tax Assessor) are moved to the proposed new county campus . Note that the space vacated by these departments will be reallocated to the remaining current occupants of the building , the Manager and County Commissioners , but will also allow administrative functions currently located in the Government Services Center Annex ( GSCA) to be relocated to the GSC with other administrative functions . GSCA would be reallocated to fill space needs of court related functions . Note that the departments to be relocated to the new campus are the primary traffic generators of the GSC. Departments targeted to occupy the reallocated space will not generate similar traffic flow to the land services departments and therefore the overall traffic congestion in this area should be more manageable. Long - term : The long term plans for this department would have them relocated to the new county campus , 11 Orange County Space Needs Report � 2005 Update Page 12 of 69 Department Name : County Commissioners Project Development Phase : Interim : Tier 2A , Long -Term : Tier 3B Current Location : Government Services Center Current Departmental Square Footage : 1 , 200 Current # Employees : 4 Proposed Square Footage : 2 , 900 ( plus 30 % Circulation factor) Options to accommodate space needs : • Interim : The space needs for this department would be met in a manner similar to that previously identified for the Manager' s Office . The Commissioners Office would expand within the Government Services Center at such time land - related departments are moved to the proposed new county campus . • Long -term the department would be relocated to the new county campus . 12 Orange County Space Needs Report � 2005 Update Page 13 of 69 Department Name : Revenue Office Project Development Phase : Tier 1 A Current Location : Government Services Center Current Departmental Square Footage : 1 , 400 Current # Employees : 12 Proposed Square Footage : 2 , 100 ( plus 30 % Circulation factor) Options to accommodate space needs : Long term : This department is proposed for relocation to the new county campus when space is provided in the building constructed to house land related departments . Note that if funding constraints are such that a facility of adequate size to accommodate all Land Services Departments cannot be built within the timeframe needed to provide short term relief to the space - strapped Planning Department , it is feasible that the building to house all land related departments could be built in two phases : one to address critical needs in Planning and Inspections and Health Department : Environmental Health and the second to relocate the Land Services departments currently located in the GSC . If that were the case , this department would move in a later phase . Although phasing is not the preferable approach and is likely to be a less economical build out method in the long -term , the space constraints in the current Planning and Agriculture building severely hamper efficient and effective operation and relief must be a high priority . 13 Orange County Space Needs Report � 2005 Update Page 14 of 69 Department Name : Tax Assessor Project Development Phase : Tier 1 A Current Location : Government Services Center Current Departmental Square Footage : 3 , 500 Current # Employees : 12 Proposed Square Footage : 3 , 500 ( plus 30 % Circulation factor) Options to accommodate space needs : ® Long-term : Relocate to new county fcampus when space is provided in the building constructed to house land related departments. o The land services departments in the Government Services Center are functionally closely allied and as such should be moved to the new campus at the same time . If a phased construction approach is used to construct the land services building at the new campus , these departments would move in the later phase : 14 Orange County Space Needs Report � 2005 Update Page 15 of 69 Department Name : Land Records/GIS Project Development Phase : Tier 1 A Current Location : Government Services Center Current Departmental Square Footage : 3 , 800 Current # Employees : 7 Proposed Square Footage : ' 5 , 930 ( plus 30 % Circulation factor) Options to accommodate space needs : • Long -term : Relocate to new county campus when space is provided in the building constructed to house land related departments . o Should the County choose to build the land services building at the new campus in two phases , this department would move in a later phase . 15 Orange County Space Needs Report � 2005 Update Page 16 of 69 Department Name : Register of Deeds Project Development Phase : Tier 1 A Current Location : Government Services Center Current Departmental Square Footage : 5 , 263 Current # Employees : 16 Proposed Square Footage : 7 , 620 ( plus 30 % Circulation factor ) Options to accommodate space needs : Long -term : The service demands on this department have increased significantly since the last report . The citizens accessing the Register' s office have increased significantly , as demonstrated by the number, of recordings completed by the office . For example , in 2001 the Register completed 24 , 016 recordings of non - vital records . Non - vital records include all records other than births , deaths , marriages , military discharges and notary . Non -vital record recordings have escalated annually and in 2004 , 40 , 980 recordings of non -vital records were completed , an increase of approximately 170 % since 2001 . The volume of records that must be kept and stored for public access at this site , coupled with the increased number of visitors to the department both for vital and non -vital records purposes has already pushed this department to capacity in the GSC . ( 1 , 400 books have been filled with recordations since 2001 ) . Expansion within the current facility is not feasible . This department is also recommended for permanent placement at the new county campus with the other land related departments . 16 Orange County Space Needs Report � 2005 Update Page 17 of 69 Department Name : Budget Office Project Development Phase : Interim : Tier 2A ; Long - Term : Tier 3B Current Location : Government Services Center Annex Current Departmental Square Footage : 700 Current # Employees : 3 Proposed Square Footage : 1 , 740 ( plus 30 % Circulation factor) Options to accommodate space needs : ® Interim : The space needs for this department will be met by the two - step process , as earlier defined that relocates the Budget , Finance and Personnel Departments to the GSC when space at the new county campus is provided for the land services departments that currently hold offices at GSC . This would further the effort to co - locate like functions in order to provide better communication and collaboration among departments , but more importantly to allow the opportunity for greater efficiency of service delivery to their customers . Note that the current location of this department , Government Services Center Annex , would be reallocated for court services as the building is vacated . Long -term the space needs for the Budget Office would be satisfied through relocation to the new county campus . 17 Orange County Space Needs Report � 2005 Update Page 18 of 69 Department Name : Finance Department Project Development Phase : Interim : Tier 2A ; Long -Term : Tier 3B Current Location : Government Services Center Annex Current Departmental Square . Footage : 1 , 000 Current # Employees : 6 Proposed Square Footage : 2 , 350 (plus 30 % Circulation factor) Options to accommodate space needs : • Interim : Relocate to GSC at such time land related departments are all consolidated to single facility on new county campus . ( GSCA will be reassigned to courts operations ) • Long -term : Relocate to Administration building on new county campus . 18 Orange County Space Needs Report ~ 2005 Update Page 19 of 69 Department Name : Personnel Department Project Development Phase : Interim : Tier 2A , Long -Term : Tier 3B Current Location : Government Services Center Annex Current Departmental Square Footage : 1 , 350 Current # Employees : 8 Proposed Square Footage : 2 , 500 ( plus 30 % Circulation factor) Options to accommodate space needs : • Interim : Relocate to GSC at such time land related departments are all consolidated to single facility on new county campus. ( GSCA will be reassigned to courts operations ) • Long -term : Relocate to Administration building on new county campus . 19 Orange County Space Needs Report � 2005 Update Page 20 of 69 Department Name : Information Systems Project Development Phase : Interim : Tier 1A ; Long -Term : Tier 313 Current Location : Government Services Center Annex Current Departmental Square Footage : 1 , 240 Current # Employees : 9 Proposed Square Footage : 2 , 480 ( plus 30 % .Circulation factor) Options to accommodate space needs : Interim : The Board of Commissioners has recently authorized staff to consider acquisition of a facility that could serve as office space for the Information Systems Department . Assuming those negotiations are successful , this department would be relocated when acquisition is complete . The building in question may also accommodate the administrative staff of the Emergency Management Department , as well as a large shared meeting space that could function well as an emergency operations center and training location for county staff . Current office space of the Information Systems Department in the GSCA is recommended for re - allocation among the remaining departments at GSCA and to set aside an area suitable for larger meetings and training sessions held by the Personnel Department , Long -term : This department could also appropriately be located at the administrative building at the new campus , if desired . 20 Orange County Space Needs Report ~ 2005 Update Page 21 of 69 Department Name : Emergency Management Project Development Phase : Interim : Tier 1 A ; Long -Term : Tier 2A Current Location : 911 Center , New Hope Church Road , Chapel Hill Current Departmental Square Footage : 5 , 700 Current # Employees : 84 ( includes medical transport personnel ) Proposed Square Footage : 12 , 365 ( plus 30 % Circulation factor) Options to accommodate space needs : • Interim : Relocate the Emergency Management Administrative Staff and other staff ' as determined by the Department Director a building currently being considered by County for acquisition . This would allow additional program space in the existing 9 - 1 - 1 building and ease the overcrowded conditions until a new facility could be constructed . As discussed in the Information Systems Department write up , the facility being considered by the County for acquisition could provide the opportunity to jointly utilize a suitable area for training and for an Emergency Operating Center ( EOC ) . • Long -term : Long term space needs for the 9 - 1 - 1 Center would be met by consolidating all Emergency Management functions , including a new Communications Center , to a single location at the new proposed county campus , Current Emergency Management offices were sited to take advantage of the convergence of telephone services so that phone lines from multiple carriers would allow the 9 - 1 - 1 system to be established . Those technological constraints no longer exist , thereby allowing the 9 - 1 - 1 Communications function to be located in the county without regard to telephone service capabilities . Disposition of the current building would be determined as the project is developed . 21 Orange County Space Needs Report � 2005 Update Page 22 of 69 Department Name : Board of Elections ( BOE ) Project Development Phase : Interim : Tier 1 B or Tier 2A ; Long -Term : Tier 313 Current Location : Court Street Annex , Hillsborough Current Departmental Square Footage : 1 , 007 Current # Employees : 4 Proposed Square Footage : 3 , 055 ( plus 30 % Circulation factor) Options to accommodate space needs : Interim : Two options exist for interim space , contingent upon the development timeline for the new county campus . o Department will expand within existing space at such time the Phase I Justice project is completed and EDC is relocated to the old Hillsborough Savings Bank Building , estimated in 2008 , or o Department will relocate from the Court Street Annex to the GSC at such time a building suitable for all land related departments is built at the new county campus . The Court Street Annex would then be reallocated entirely for court operations . o The decision regarding which option to pursue may be different contingent upon decisions made about other projects contained in this study . Consider the following : If the GSC land departments are to move to the new campus in a later phase of development , then the BOE should expand within the Court Street Annex after EDC has been relocated . ■ If the proposed Land Services Building is completed in a single phase then it may be more practical to relocate BOE to the GSC and reassign the Court Street Annex to the court system ( Probation and Parole and Juvenile Services occupy the upper floor of the building . currently) . This option should be evaluated further in light of current conditions at the time of relocation to ensure the program defined for the departments relocating from GSCA allows sufficient space for the BOE move . • Long -term : Department would be located with other County administrative functions to the new county campus . 22 Orange County Space Needs Report ~ 2005 Update Page 23 of 69 Department Name : Economic Development Commission Project Development Phase : Tier 1 A Current Location : ' Court Street Annex , 110 East King St , Hillsborough Current Departmental Square Footage : 741 Current # Em to ees : 4 Proposed Square Footage : 1 , 580 ( plus 30 % Circulation factor) Options to accommodate space needs : • Interim : Pursuant to the 2000 space plan , EDC could relocate to the Hillsborough Savings Bank Building at such time the Justice Facility project is completed and the Clerk ' s staff relocated to the Courthouse . This would allow expansion for the Board of Elections at the Court Street Annex . • Note : This historical building is one of two County facilities that do not meet handicapped accessibility requirements. (The Graham Building, next door to this location is the other. ) Alternative service locations to meet the needs of handicapped clients have been designated for the current services operating from this location . • Long -term : EDC could be located with other land - related departments in the building constructed to house land related departments at the new county campus . If the land building is constructed in two phases , consider including this department in first phase in order to avoid moving twice . • Note : The study group discussed and saw merit to co - locating EDC with the Visitor' s Center , currently located at the County- owned Dickson House . EDC ' s primary customers are potential business owners seeking information about suitable Orange County locations . As such , the Department' s Director indicates that it may be of greater benefit to the potential business owners desiring to do business in the County if EDC is more strategically located with other land services departments at the new county campus . This would allow more communication between the potential business owner and other land services departments for the County from whom they would need assistance as they develop their business locations . 23 Orange County Space Needs Report � 2005 Update Page 24 of 69 Department Name : Arts Commission Project Development Phase : Interim : Tier 1 B ; Long -term : 2A Current Location : Court Street Annex Current Departmental Square Footage : 180 Current # Employees : 1 Proposed Square Footage : 569 Options to accommodate space needs : • Interim : The 2000 space plan indicated that the Arts Commission could locate to the Graham Building , which currently houses the Veteran ' s office (who would relocate to more easily handicapped accessible space at the Whiffed Building ) , a JOCCA office and the Literacy Council office. While that option still exists , since the last study the Commission has expressed a desire to include considerable studio space . The size of the Graham Building cannot accommodate the full amount of studio space requested ( approx . 1000 s . f . ) Note . This historical building is one of two County facilities that do not meet handicapped accessibility requirements . (Old Hillsborough Savings Bank, next door to this location is the other. ) Alternative service locations to meet the needs of handicapped clients have been designated for the current services operating from this location . • Long - term : Co - locating this ' function with Parks/Open Space departments may be an option , particularly if the facilities for those departments are developed at the Blackwood Farm , which would provide an " arts -friendly" environment for the Arts Commission . Since it is also located midway between the two population centers of the county , both artist communities may be well served . Explore the feasibility of using one of the outbuildings at the farm site for this purpose . Since the Blackwood Farm lies in the Rural Buffer and as such is not served by public sewer , a paint reclamation system for the studio operations should be considered to avoid complications with the septic system that would be required to serve the site . 24 Orange County Space Needs Report ~ 2005 Update Page 25 of 69 Department Name : Environment Resource Conservation Department Project Development Phase : Interim : Tier 1A ; Long - Term : 2A Current Location : Planning and Ag Building , 306 Revere Road , Hillsborough Current Departmental Square Footage : 960 Current # Employees : 7 Proposed Square Footage : 2 , 000 ( plus 30% Circulation factor) Options to accommodate space needs . Interim : The County will soon be conducting a public hearing to . hear citizen comment about a building that would be purchased by Orange Enterprises ( OE ) , using as part of the purchase7 price , monies appropriated by the County to expand the existing County- owned building on Valley Forge Road , Hillsborough . Assuming the public is supportive of the purchase and the Board moves forward with reallocating the funds to OE for the purchase , the existing OE building would revert back to the County for its use . Consistent with the goal to promote co - location of similar focus departments and to provide more efficient space for all parties , this study proffers the recommendation that the County renovate the Valley Forge Road building to make it appropriate space for the ERCD , Parks Administration staff and the Parks Operations base that resides in leased space less than one mile from this building . ERCD currently has employees at three different locations , the Planning and Ag Building , 501 W . Franklin Street ( landscape architect) and Blackwood Farm , The OE building provides sufficient space that all of ERCD employees could be located under one roof . Further , this action would release approximately 960 square feet in the Planning and Ag Building for reallocation to areas in the building with the greatest space deficit . • Long -term : Option # 1 . If facilities are developed at the Blackwood Farm as is suggested in the draft Parks Strategic Plan , ERCD and Parks Administration and Operations Base could relocate . Option #2 : According to _ the Department Director , ERCD has the strongest correlation to the Parks function at this time . However , the department may also be appropriately located with either the land services or the agriculture services departments . Current conditions should be evaluated at the time relocation is Tanned to assure the most appropriate Ion -term solution is identified . 25 Orange County Space Needs Report � 2005 Update Page 26 of 69 Department Name : Planning and Inspections Project Development Phase : Interim : Tier 1 A ; Long -Term : Tier 1 A Current Location : Planning and Ag Building , 306 Revere Road , Hillsborough Current Departmental Square Footage : 4 , 800 Current # Employees : 35 Proposed Square Footage : 13 , 150 ( plus 30 % Circulation factor) Options to accommodate space needs : • Interim : The 2000 space plan determined that Planning and Inspections Department had the largest space deficit of all departments . While they have added no square footage since that time , they have modified their interior floor plan to accommodate the additional eight ( 8 ) employees that have been added. since F . Y . 2000 =2001 . Although the construction of a facility on the new proposed county campus will allow efficient work space to be developed , the timeframe for doing so is still years away , even if planning for the building were to start P immediately . An option may exist to provide some interim relief in the Planning and Ag Building , however . : As previously -discussed in the ERCD departmental write up , if the study recommendations are accepted , the space previously occupied by ERCD could be reallocated , thereby providing minimal relief to some of the most pent up space issues at the Planning and Ag Building . • Long -term : One of the first buildings constructed on the new county campus should be used to address space needs of the land P services departments , including Planning and Inspections . 26 Orange County Space Needs Report ~ 2005 Update Page 27 of 69 Department Name : Soil and Water Project Development Phase : Long - Term : Tier 1 B Current Location . Planning and Ag Building , 306 Revere Road , Hillsborough Current Departmental Square Footage : 1436 Current # Employees : 4 Proposed Square Footage : 1 , 970 ( plus 30 % Circulation factor) Options to accommodate space needs : Long -term : Department to remain in expanded space at the current facility . Expansion could occur at such time the Planning and Inspections and Health Department : Environmental Health Departments are relocated to a new county campus in a building housing land services departments . 27 Orange County Space Needs Report ~ 2005 Update Page 28 of 69 Department Name : Health Department : Environmental Health Project Development Phase : Tier 1 A Current Location : Planning and Ag . Building , 306 Revere Road , Hillsborough Current Departmental Square Footage : 2 , 000 Current # Employees : 14 Proposed Square Footage : 7 , 030 ( plus 30 % Circulation factor) Options to accommodate space needs : Interim : Health Department : Environmental Health follows closely behind the Planning Department for space deficit . Using the area vacated by ERCD , space may be reallocated in the Planning and Ag Building to provide minimal relief . Long -term : In order to best serve citizens , the Planning Department and Health Department : Environmental Health should be located in the same facility . Along with Planning and Inspections , this department would be one of the first departments to be relocated to a building constructed for land services departments at the new county campus . 28 Orange County Space Needs Report � 2005 Update Page 29 of 69 Department Name : Cooperative Extension Project Development Phase : Tier 1 B ilding , 306 Revere Road , Hillsborough Current Location : Planning and Ag Bu Current Departmental Square Footage : 5 , 892 Current # Employees : 13 Proposed . Square Footage : 9 . 000 ( plus 30 % Circulation factor) Options to accommodate space needs : Long -term : Department would remain one of four functions at the existing site . Sufficient space would be available to establish the auditorium like setting that is a significant element of their space request . 29 Orange County Space Needs Report � 2005 Update Page 30 of 69 Department Name : Animal Control Project Development Phase : Tier 1 A Current Location : Planning and Ag Building , 306 Revere Road , Hillsborough Current Departmental Square Footage : 1300 Current # Employees : 8 Proposed Square Footage : 1 , 800 ( plus 30 % Circulation factor) Options to accommodate space needs : Long -term : Co- locate with Animal Shelter at such .time the new shelter is constructed . 30 Orange County Space Needs Report � 2005 Update Page 31 of 69 Department Space Needs Summaries Department Name : Animal Shelter Project Development Phase : Tier 1 A Current Location : King Blvd , Chapel Hill , adjacent to Chapel Hill Public Works Current Departmental Square Footage : Current # Employees : Proposed Square Footage : 19 , 000 Options to accommodate space needs . Long -term : Site new facility on property to be acquired by the County . The current lease between the Town of Chapel Hill and the University of North Carolina for land upon which the current shelter sits will expire on December 31 , 2006 . The University has expressed willingness to allow the County to lease for an additional five years , contingent upon the progress of Carolina North development . Planning for the new facility is anticipated within the next several months , with completion prior to the expiration of any lease extension negotiated with the University . Animal Control will co - locate with the Shelter . 31 Orange County Space Needs Report ~ 2005 Update Page 32 of 69 Department Space Needs Summaries Department Name : Health Department ( except Health Department : Environmental Health , which is addressed elsewhere in this report) Project Development Phase : Tier 3A Current Location : Whiffed Human Services Building , Hillsborough Current Departmental Square Footage : 12 , 217 Current # Employees : 60 ( note : includes Dental and some employees that float between SHSC and Whiffed clinics) Proposed Square Footage : 16 , 065 ( plus 30 % Circulation factor) Options to accommodate space needs Option # 1 : This solution assumes that the main Library will be relocated from the Whitted Building to an alternative location , although a cybrary/branch . library would remain on site at the Whitted complex . The approximately 12 , 500 square feet currently assigned to the Library would be reassigned to , DSS and , Health . Consideration could also be given to constructing a mezzanine floor over the current library . Structural analysis of the existing building must be carried out prior to consideration of a mezzanine , however . The primary focus of any expansion within the Health Department at Whitted must be directed toward clinic space . The Health Department reports that with the advent of primary care , the number of clients seen by the health department will rise significantly . Primary care , initiated January 4 , 2005 in this clinic has already seen 57 new patients , with 76 different visits . As information about the availability of primary care through the Health Department becomes more widespread in the community , the numbers are likely to increase . The Health Department estimates at least 500 additional patients will be seen through the primary care clinics , with approximately 750 visits . It is also noteworthy that primary care places unique demands on the facility . Since Primary Care visits are sick visits , often unplanned and requiring immediate attention , an increased per day client load in Hillsborough is expected . The Dental Clinic , co - located with the Hillsborough Health Clinic , is serving at capacity , considering present space and staff . A routine six- month cleaning may have a wait of three months to get an appointment because the volume of patients cannot be served in the existing space , Between 2000 and 2004 , the 32 Orange County Space Needs Report � 2005 Update Page 33 of 69 number of clinic services annually has ranged between approximately 5 , 500 and 6 , 200 at the Hillsborough facility . Existing floor plans within the Whitted Center clinic complicate expansion . The current clinic constitutes the entire first floor of the Whitted Center " B " Building . Although a multi -floor clinic is not necessarily uncommon , the current set up would require patients to physically go outside and around to the elevator in order to access the second floor of the clinic , which would not be acceptable . To alleviate this barrier , one suggestion might be to create a new addition that unites the two buildings at the first floor and creates a new main entrance . Thinking out of the box , the added space could provide the opportunities such as shared reception areas and coordinated scheduling among resident departments , in addition to incorporating the elevator area in a manner than creates a better flow between the two buildings . Parking will continue to be a critical issue at the Whitted Building . Adding space for human services needs will likely increase client flow , even with the relocation of the Library . Paving the parking lots would allow the spaces to be striped and would likely increase the parking capabilities by a fairly significant number ( in addition to eliminating a growing safety hazard ) . Any expansion at this site I may dictate that at least a portion of the open field behind the Whiffed Building be converted to parking . Option #2 : The space needs study group also discussed the merits of relocating the Health Department to newly constructed space at the new County campus in order to accommodate the need for a significantly larger clinic space . The space vacated by the . Health Department would be reallocated to DSS . A cybrary/branch library could remain in some form at this location as well . The cow location of human services departments remains an important operational element in the efficient service delivery to the County' s citizens , however . Since operationalizing this option would dilute that concept , the idea is not recommended . for further consideration . Option #31 The human services function is 11kely to continue its consistent growth for the foreseeable future . Long -term and likely well beyond the study period , consideration should be given to 4relocating the human services function entirely to the new county campus . 33 Orange County Space Needs Report ~ 2005 Update Page 34 of 69 Department Name : Social Services (Whitted ) Project Development Phase : Tier 3A Current Location : Whitted Human Services Building , Hillsborough Current Departmental Square Footage : 11 , 583 Current # Employees : 83 Proposed Square Footage : 19 , 612 ( plus 30 % Circulation factor) Options to accommodate space needs : Option # 1 : This solution assumes that the Library will be relocated from the Whitted Building into an alternative location , with the exception of a cybrary/ branch library that would be left somewhere ones Re at the Whitted complex . The approximately 12 , 500 square feet currently assigned to the Library would be reassigned to DSS and Health . Consideration could also be given to constructing a mezzanine floor over the current library , thereby increasing the building size by approximately 23 % within the same building envelope , However , an analysis of the building structure is warranted before the mezzanine option is seriously considered . As was discussed with the Health Department option above , it may be advisable to also create an addition between the two buildings that would allow the 2010 space requirements to be met , but as importantly would create a better flow between the two buildings . For example , the addition could be constructed to serve as the new main entrance to the building , incorporating multi - department reception areas therein . Since the elevator would also be located in this space , client flow would be enhanced considerably . Option # 2 : The human services function is likely to continue its consistent growth for the foreseeable future . Long-term and likely well beyond the study period , consideration should be given to relocating the human services function entirely to the new county campus . Social Services offices located in the Whitted Building continue to be overcrowded . Even with a public assistance unit being relocated to the Southern Human Services Center to meet service demands in the southern portion of the county , " doubling up" in offices at the Whitted Building is still required . Public assistance services continue to escalate . For example , food stamp cases from July 2000 through July 2004 have risen by 60 % . Medicaid cases for the same period have increased by 28 % . 34 Orange County Space Needs Report ~ 2005 Update Page 35 of 69 Department Name : Housing and Community Development Project Development Phase : Tier 3A Current Location : Whitted Human Services Building , Hillsborough Current Departmental Square Footage : 930 Current # Employees : 6 total , 2 of which primarily operate from the SHSC in Chapel Hill , Proposed Square Footage : 2100 ( plus 30 % Circulation factor) Options to accommodate space needs : Option # 1 : This solution assumes that the Library will be totally relocated from the Whitted Building into an alternative location , with the exception of a cybrary/branch library that would be located somewhere at the Whitted complex . The approximately 12 , 500 square feet currently assigned to the Library would be reassigned to DSS and Health . . Reallocation of space , in conjunction with the new space created from the Library or space adjacent to this department now occupied by Library staff could serve the space needs for this department . Option #2 : Long -term and likely well beyond the study period , consideration should be given to_ relocating the human services function entirely to the new county campus , 35 Orange County Space Needs Report � 2005 Update Page 36 of 69 Department Name : Library Project Development Phase : Tier 1 B Current Location : Whiffed Human Services Center , Hillsborough Current Departmental Square Footage : 12 , 500 Current # Employees : 12 Proposed Square Footage : varies Options to accommodate space needs : Long term : The study recommends that a library be located at the new county campus , including space for the Heritage Center . In addition , an area approximately 2000 s . f . will be maintained at the Whiffed Building to provide a cybrary/branch library for neighborhood use . 36 Orange County Space Needs Report ~ 2005 Update Page 37 of 69 Department Name : Recreation and Parks Department Project Development Phase : Interim : Tier 1A ; Long -Term : 2A Current Location : Whitted Human Services Center , Hillsborough Current Departmental Square Footage : 1302 ( administrative staff only ) Current # Employees : 16 ( not all of whom work from Whitted site ) Proposed Square Footage : 2 , 500 ( administrative staff only) ( plus 30 % Circulation factor) Options to accommodate space needs . Interim : As previously discussed in the ERCD section , the County will soon be conducting a public hearing to hear citizen comment about a building that would be purchased by Orange Enterprises ( OE ) , using as part of the purchase price , monies appropriated by the County to expand the existing County- owned building on Valley Forge Road , Hillsborough . Assuming the public is supportive of the purchase and the Board moves forward with reallocating the funds to OE for the purchase , the existing OE building would revert back to the County for its use . Consistent with the goal to promote co - location of similar focus departments and to provide more efficient space for all parties , this study proffers the recommendation that the County renovate the Valley Forge Road building to make it appropriate space for the ERCD , Parks Administration staff and the Parks Operations base that resides in leased space less than one mile from this building . Re- location of Parks Administrative staff would release at least 1 , 300 square feet of space at the Whiffed Building Central Recreation Center for additional programming . • Long -term : Option # 1 . If facilities are developed at the Blackwood Farm as is suggested in the draft Parks Strategic Plan , ERCD and Parks Administration and Operations Base could relocate . 37 Orange County Space Needs Report � 2005 Update Page 38 of 69 Department Name : Department on Aging Project Development Phase : N/A Current Location : various senior centers Current Departmental Square Footage , Current # Employees : 17 Proposed Square Footage : Options to accommodate space needs : Departmental space for the Department on Aging is being included in the senior centers as they are constructed , No additional space outside of the senior centers is contemplated , Although expansion of the Chapel Hill Senior Center is anticipated during the study period , the time frame in which it will be programmed will be contingent upon receipt of grant funding , 38 Orange County Space Needs Report ~ 2005 Update Page 39 of 69 Department Name : Department on Aging —Transportation ( OPT) Project Development Phase : Contingent upon State funding for facility Current Location : Public Works campus , Highway 86North , Hillsborough NC Current Departmental Square Footage : approximately 2500 Current # Employees : 9 Proposed Square Footage : 2 , 590 ( greater s . f . if regional offices are consolidated to Hillsborough . Re - evaluation to be conducted when facts. are known . ) Options to accommodate space needs : Option # 1 . This department is presently located in a modular office unit leased for the County by the State of North Carolina . The five -year lease is scheduled to expire in 2008 . At that time , the lease may be renewed or the State may partner with the County to construct a permanent facility , or to lease or buy a larger modular structure . Option # 2 Adequate space for this department could be constructed as part of expansion of the Public Works administration building , which would allow shared facilities , such as break rooms , meeting rooms , restroom facilities , etc . and reduce the overall square feet needed for both projects if they were built separately . On - going discussions regarding a consolidated RPO may modify the amount and type of space needed for the transportation function . For that reason , a final decision regarding the preferred option should be held in suspension until the RPO issue is resolved . 39 Orange County Space Needs Report � 2005 Update Page 40 of 69 Department Name : Public Works Administration Building Project Development Phase : Tier 2B * * Project could commence. prior to 2013 if OPT and PW Admin consolidate to one building and contingent upon timing of fund availability from State for transportation building . " Current Location : Public Works campus , Highway 86N , Hillsborough Current Departmental Square Footage : 2 , 800 Current # Employees : 48 ( includes buildings and grounds staff , whose primary work place is in the field . ) Proposed Square Footage : 3 , 910 ( plus 30 % Circulation factor) Options to accommodate space needs : Long term : The existing building would be expanded to meet the space requirements for the department . It is further recommended that the space be expanded to also accommodate the OPT function , which is currently located adjacent to the administration building in a modular office unit leased by the State . 40 Orange County Space Needs Report � 2005 Update Page 41 of 69 Department Name : Public Works— Motor Pool Project Development Phase : Tier 2B Current Location : Public Works campus , Highway 86N , Hillsborough Current Departmental Square Footage : 10 , 800 Current # Employees : 7 Proposed Square Footage : 15 , 800 Options to accommodate space needs : Long -term : This facility was brought on line in 1996 . Since the 2000 report , 60 vehicles , which represent an increase of 25 % in the fleet' s size has been added . Although the increased fleet size has been managed through a combination of contract services , the existing six repair bays will not be adequate for the long term . Assuming the County experiences comparable growth in the fleet , an additional four to six bays will be needed at the time ' this construction is projected . 41 Orange County Space Needs Report � 2005 Update Page 42 of 69 Department Name : Human Rights and Relations Project Development Phase : Tier 3B Current Location : 501 West Franklin Street, Chapel Hill Current Departmental Square Footage : Current # Employees : 5 Proposed Square Footage . . 1 , 850 ( plus 30 % Circulation factor) Options to accommodate space needs : Interim : This department could expand into an adjacent suite at the 501 W . Franklin Street location as the space need dictates and as tenant turn - over occurs . Long term : The long term space needs could be satisfied by relocating this department to Hillsborough in the Administration building proposed for the new county campus . 42 Orange County Space Needs Report ~ 2005 Update Page 43 of 69 Department Name : DSS --SHSC Project Development Phase : Tier 2A Current Location : SHSC— Homestead Road , Chapel Hill Current Departmental Square Footage : 8 , 112 Current # Employees : 65 Proposed Square Footage : 12 , 742 ( plus 30 % Circulation factor) Options to accommodate space needs : ( Interim and Long -Term ) Long term : The Departmental needs would be met by expanding the existing building , which was designed for expansion toward the east end of the building . ( See attached Master Plan . ) In the past three years , six new positions were added to accommodate growth in child welfare services , based from this building . In addition , to meet service demands in southern Orange , an intake unit of seven people was moved to the SHSC in 2004 . While the child welfare cases have somewhat stabilized within the recent past , clients seeking public assistance have seen major increases , predictable in view of the economy . For example , the number of food stamp cases per month has risen 60% from 1471 cases per month in FY2000-2001 to 2350 cases per month in FY 2003 -2004 ; and the numbers have continued to increase in FY 2004 -2005 . 43 Orange County Space Needs Report ~ 2005 Update Page 44 of 69 Department Name : Health Department- - SHSC Project Development Phase : Tier 2A Current Location . SHSC , 2501 Homestead Road , Chapel Hill Current Departmental Square Footage : 6 , 600 Current # Employees : Proposed Square Footage : 10 , 980 ( plus 30 % Circulation factor) Options to accommodate space needs . ( Interim and Long - Term ) Long term . Department needs would be met by expanding the existing building, which was designed for expansion toward the east end of the building . ( See attached Master Plan. ) The Health Clinic located at the SHSC has experienced approximately 65 % growth in the number of clients during the period FY 2001 -2002 through FY 2003=2004 . It is noteworthy that the primary care clinics offered in Hillsborough are not yet available at the SHSC site due to staffing issues . If the staffing capacity is expanded to allow primary care offering at the SHSC site , the client numbers would escalate even more dramatically than those that are currently shown . 44 Orange County Space Needs Report ~ 2005 Update Page 45 of 69 Department Name : Health Department— Dental Clinic , Carrboro Project Development Phase : Tier 2A Current Location . Carr Mill Mall , Carrboro Current Departmental Square Footage : Current # Employees : 7 Proposed Square Footage : 5 , 650 ( plus 30 % Circulation factor) Options to accommodate space needs . Long term : This department has occupied leased space at Carr Mill Mall for more than two decades . The leased premises were sub = divided when the Health Clinick moved to the Southern Human Services Center upon its completion in 1998 . The Dental Clinic occupies about 52 % of the subdivided space , with the Public Defender ' s office occupying the remaining 48 % . However , the Clinic is operating at full capacity of both staff and space at the Carrboro clinic . Clients making appointments for things such as routine cleaning at both this Clinic , as well as the clinic in Hillsborough , can expect a three - month wait . The Public Defender' s office is slated to relocate to the existing Sheriff ' s building in Hillsborough when the expansion to the courthouse is completed in 2008 . The dental clinic is recommended for relocation to the Southern Human Services Center , where a footprint to the south of the existing building and adjacent to the Health Department was part of the original SHSC plan . Based on stated priorities , this project is programmed as a Tier2A project , which would have construction beginning in the timeframe 2011 - mid 2013 . Given the specialized nature of this project and given that it lays within the Chapel Hill Planning jurisdiction , a two -year advance - planning window is projected before construction can begin . The current lease, which includes the space for both Dental Clinic and Public Defender , expires in June 30 , 2008 and has an annual cost of approximately $ 105 , 000 . Any lease renewal negotiated in 2008 could be structured to coincide with the completion of the dental clinic at the Homestead Road site . This project is scheduled to coincide with the expansion of the Southern Human Services Center in order to realize the economy of scale that a larger construction project offers . 45 Orange County Space Needs Report ~ 2005 Update Page 46 of 69 Department Name : Housing and Community Development-- SHSC Project Development Phase : Tier 2A Current Location : SHSC , 2501 Homestead Road , Chapel Hill Current Departmental Square Footage : 360 Le Current # Em to ees : 2 Proposed Square Footage . 900 ( plus 30 % Circulation factor) Options to accommodate space needs : Long term : Department needs would be met by expanding the existing building , which was designed with expansion toward the east end of the building . Offices that are adjacent to the current Housing space and are occupied by Social Services staff would be reallocated to Housing and the occupants of the reallocated offices moved to newly constructed space with the appropriate department . Department Name : Child Support Enforcement --SHSC Project Development Phase : Tier 2A Current Location : SHSC , 2501 Homestead Road , Chapel Hill Current Departmental Square Footage : 4288 Current # Employees . 2 Proposed Square Footage : 720 ( plus 30 % Circulation factor) Options to accommodate space needs : Department needs would be met by expanding the existing building , which was designed with expansion toward the east end of the building . 46 Orange County Space Needs Report ~ 2005 Update Page 47 of 69 Department Name : Child Support Enforcement- - Hillsborough Project Development Phase : Contingent upon continuing State reimbursement rate Current Location : 110 N . Churton Street , Hillsborough Current Departmental Square Footage : 3 , 311 Current # Employees * 10 Proposed Square Footage : 4 , 710 ( plus 30 % Circulation factor) Options to accommodate space needs : At this time , the department should remain in leased space and expand into adjacent building ( Hillsborough Savings Bank) that is owned by the County as space needs dictate and the building is vacated following completion of the courthouse expansion . Long term : The County should continue to weigh the viability of leaving this department in leased space , based on State reimbursement guidelines for rent . The State reimbursement rate has dropped over the years from 75 % in 1975 to the current 66 % in 2004 . While the overall rate of decline has been gradual , legislation supporting a 50 % reimbursement rate has been floated in recent history , but without success . However , the impacts of Federal and/or State budget cuts and their impact on future reimbursement rates are not predictable . Should the reimbursement situation move lower than 40 % , the County may choose to consider locating this department in county- owned space . If moved to County owned space , consider utilization of county owned building located in downtown Hillsborough and close to court offices that may have been vacated for court system use . An example might be to locate them in the Government Services Center Annex ( GSCA) at such time the land services departments are relocated from GSC , paving the way for the GSCA departments to move next door , and 'opening availability for the GSCA ' s space to be reallocated . 47 Orange County Space Needs Report � 2005 Update Page 48 of 69 Department Name : Solid Waste Project Development Phase : Tier 1 A Current Location : Public Works Maintenance Facility , King Blvd (Airport Road ) Chapel Hill Current Departmental Square Footage : modular unit , approx . 3 , 000 s . f . Current # Employees : 43 Proposed Square Footage : 6 , 000 +/- ( plus 30 % Circulation factor) Options to accommodate space needs : ( Interim and Long -Term ) An architect is being selected to design a facility that will be located at the Landfill on Eubanks Road , pursuant to the site ' s master plan . The structure is scheduled to be completed and occupied prior to the Town of Chapel Hill vacating the existing site at the expiration of their lease on December 31 , 2007 . As mentioned earlier in this report , staff is exploring the benefits of supervision of the Sanitation Division moving from Public Works to the Solid Waste Department . Solid Waste moved from the Town of Chapel Hill to Orange County in FY 2000 - 2001 and the functional correlation between Solid Waste and Sanitation may be more direct that which exists between Public Works and the Sanitation Division . Should that be the case , the Board may be asked to consider the information and authorize the supervisory change , at which time office space for the Sanitation supervisory staff would be included in the program planned for the Solid Waste Operations Center building . The building would also contain a sizeable training room that could accommodate the busloads of school children that routinely visit to learn more about recycling and other related topics . 48 Orange County Space Needs Report ~ 2005 Update Page 49 of 69 Department Name : Purchasing and Central Services Project Development Phase : 36 Current Location : 129 East King Street , Hillsborough Current Departmental Square Footage : 3 , 500 Current # Employees : 6 Proposed Square Footage : TBD Options to accommodate space needs : This department was relocated from . leased space into a County owned building in November 2001 . The space is adequate for the long term , however , based on the amount of interaction among the other administrative staff , it may be prudent to incorporate the department into the administration building that would be constructed on the new county campus . The existing building could be reallocated for court system usage or sold . 49 Orange County Space Needs Report ~ 2005 Update Page 50 of 69 Department Name : Northern Human Services Center Project Development Phase : Infrastructure improvements : Tier 1A Current Location : Highway 86 N , Cedar Grove Current Departmental Square Footage : N/A Current # Employees : various agencies Proposed Square Footage : reallocation within existing Options to accommodate space needs : The following functions would remain at the Center : e Branch Library ( approximately 1 , 000 sofa ) ■ Day care centers ( Head Start and Cedar Grove Day Care) ■ Recreation programs ■ JOCCA nutrition program and office ■ Durham Technical Community College ® In addition , as program needs dictate , visiting offices will be established to provide office areas for non - permanent or part-time agency presence , examples of which include service providers such as EI Centro Latino and the Literacy Council The facility' s activities have been severely hampered by an inadequate septic system . The upgraded system is presently under design and is scheduled to be on line within one year . In addition , the well , located in the basement of the building , has been relocated and the water delivery system is currently being developed . The kitchen facility is recommended for upgrade in the near future in order to provide a valuable community resource . Currently both JOCCA and the day care services serve meals in the facility five days per week . The various non - County tenants who occupy this facility do so without rent or reimbursement for expenses . The County is responsible for all building maintenance , utilities and cleaning . Operationally , this building should have a well - defined on -site manager ( County staff) to ensure the space allocations remain intact . 50 Orange County Space Needs Report � 2005 Update Page 51 of 69 Department Name : Northside Project Development Phase : Not classified Current Location : Caldwell Street Extension , Chapel Hill Current Departmental Square Footage : various non - county entities Current # Employees : N/A Proposed Square Footage : no expansion is proposed at this site . Options to accommodate space needs : Three buildings on the Northside site currently house OPC Mental Health functions and a JOCCA - run nutrition site for the Department on Aging . The senior center function will relocate to the new Southern Orange Center upon completion . The Aging Director has expressed a desire to locate an Elder Day Care at this site after the senior center function has relocated . The program could be located at this site , contingent upon BOCC approval and funding . It is unclear at this time the specific programmatic impact that mental health reform may have on the OPC departments located on this site . There is no indication that additional space will be required however . 51 Orange County Space Needs Report ~ 2005 Update Page 52 of 69 Department Name : Skills Development Center Project Development Phase : N/A Current Location : 503 West Franklin Street , Chapel Hill Current Departmental Square Footage : 11 , 220 Current # Employees : various agencies operate from this facility Proposed Square Footage : no expansion Options to accommodate space needs . The Skills Development Center is expected to maintain operations at their current level , even with the advent of a new satellite campus for DTCC in Hillsborough . 52 Orange County Space Needs Report � 2005 Update Page 53 of 69 Department Name : 501 West Franklin Street suites Project Development Phase : N/A Current Location : 501 West Franklin Street , Chapel Hill Current Departmental Square Footage : approximately 7 , 200 in five suite Current # Employees : N/A Proposed Square Footage : N/A Options to accommodate space needs . The five suites- at this location are all currently committed to tenants , both County and non - County . One suite is leased to a private tenant , the other suites are occupied by County departments , Human Rights and Relations , Visitor' s Bureau , the soon to be hired Animal Services Director , and one small upstairs office is occupied by the landscape architect in ERCD . These suites serve as excellent flex space when temporary office space is needed for County operations . For example , two of the suites * provided relocation space for departments during the Whiffed renovation , thereby saving money that may have gone toward leased space during the work . The Human Rights and Relations Department previously shared rental space with Family Counseling offices in . downtown Hillsborough . In 2004 , the . Human Rights and Relations Department was relocated to the Franklin Street space , while Family Counseling returned to the Whiffed Building to share space with the downsized Adult Day Treatment program . These moves allowed the County to terminate the Hillsborough lease , thereby saving approximately $ 70 , 000 annually . 53 Orange County Space Needs Report � 2005 Update Page 54 of 69 Department Name : Justice Facilities in Chapel Hill Project Development Phase : N/A Current Locations : Downtown Chapel Hill Post Office Moody Building ( Carrboro leased property) Carr Mill Mall ( Public Defender) Current Departmental Square Footage : N/A Current # Employees : N /A Proposed Square Footage : N/A Options to accommodate space needs : Recommend that a separate task group explore the options available for developing long =term court space in southern Orange. The group would consist of County officials , court officials and representatives of the Bar Association , as well as Town of Chapel Hill representatives . The group should strive to bring resolution to the Franklin Street Post Office facility , as well as to consider bringing ancillary services out of leased space at some point in the future . A recommendation from the task group should be targeted for the end of fiscal year 2005 - 2006 . Although no funding for future Court facilities is currently programmed into the County' s debt schedule for the foreseeable future , the County ' s 2005 = 2015 CIP should contain a placeholder for design/planning money in the latter years of the Plan , pending resolution about the reality timeline to be determined by the task group . 54 Orange County Space Needs Report ~ 2005 Update Page 55 of 69 Department Name : Orange County Detention Facilities , Project Development Phase : N/A Current Location : Court Street , Hillsborough Current Departmental Square Footage : N/A Current # Employees : N/A Proposed Square Footage : N /A Options to accommodate space needs : Following completion of the study to determine the future of court facilities in southern Orange , the County . should facilitate an in - depth analysis of future detention facilities in the Cy . The i ount mpact of contracts with the Federal Marshal ' s office should be carefully considered during the analysis . 55 Orange County Space Needs Report~ 2005 Update Page 56 of 69 Department Name : Fairview Community, Police Building Project Development Phase : N /A Current Location . Northern Fairview Community Current Departmental Square Footage : Current # Employees : NIA Proposed Square Footage : N/A Options to accommodate space needs : This building was about four years ago through a joint effort between the Town of Hillsborough and Orange County . For the first years , the space was made available to the County ' s human services departments . At least one Health Department employee operated from this location . More recently , the Department of Emergency Management has utilized the space to out- post a medic unit . The Department is currently analyzing call data to determine the origin of emergency medical calls in anticipation of locating EMS bases within a geographic range designed to enhance response times . It is unclear at this time , what the long -term usage of this facility might be for EMS services . However , it is to be noted that the Town of Hillsborough has expressed interest in obtaining the building in its entirety for Town use . In the event the location is not determined to be strategic to EMS services , the County could entertain an offer from the Town to acquire the County' s portion of the building . 56 Orange County Space Needs Report � 2005 Update Page 57 of 69 Building Configurations As you have read a number of times throughout this report , an overarching principle used in both the 2000 and the 2005 study encourages the co - location of functionally similar departments . Not only is this a sound operational practice to promote coordination and collaboration among the departments , while hopefully minimizing any duplication of effort , it also promotes an outstanding customer service model . Orange County strives daily to put our customers first and many times . the current facilities thwart those efforts . We believe the assemblage of departments in the buildings as specified below allow the customer to be best served in a significantly more effective manner . Each proposed building and its tenants will be listed with the approximate projected square footage needed . As a reminder . • The projection of departmental square footage is space that will be exclusively used by the department for departmental operations . • Circulation space includes hallways ( including those within departmental space ) , mechanical rooms , and public spaces such as restrooms and lobby areas at building entrances . The rule - of-thumb calculation of this type of space is 30 % of the departmental square footage projections . • Meeting rooms are suggested , based on 25 square feet per person , plus proportional square footage for storage of tables , chairs , meeting supplies , etc . Size and quantity of meeting rooms may be adjusted at the time final program is developed . 57 Orange County Space Needs Report ~ 2005 Update Page 58 of 69 Tier 1 A Projects Land Services Building . New Campus Tier 1A Estimated Project Cost ( no land ) : . $ 11 . 2 Million Dept De t' I S. F. Circulation Meeting Rooms Total Plannind and Inspections 13 , 150 31945 17, 095 County Engineer Environmental Health 71030 ' 21109 91139 Economic Development 11 , 580 474 2 , 054 Sub Total 21 , 760 62528 280288 Land Records 51930 11779 71709 Register of Deeds 71620 21286 91906 Tax Assessor - 31500 11050 41550 Revenue 21100 630 2 , 730 Sub Total 19, 150 51745 m .24, 895 Shared Meeting Rooms 50 person plus storage) 11721 11721 30 person plus storage) 11040 19040 Total S. F. Land Services 55, 944 58 Orange County Space Needs Report ~ 2005 Update Page 59 of 69 Animal Services Building Tier 1A Estimated Project Cost ( no land ) : $ 5 Million Department Dept ' I S. F. Circulation Meeting Rooms Total Animal Control 11800 540 21340 Animal Shelter 19000 19, 000 Animal Services 750 225 975 Building Meeting/Training 2046 21046 Animal Services Building 24 , 361 Note : The square footage estimate for the Shelter was submitted as part of the earlier study and does not reflect any changes that may be necessary as a result of the United States Humane Society report . Solid Waste Operations Center Eubanks Road , Chapel Hill Tier 1A Estimated Project Cost ( no land ) : $ 1 Million Department Dept' I S. F. Solid Waste Management 6000 59 Orange County Space Needs Report � 2005 Update Page 60 of -69 Tier 1 B Projects Library New Campus Tier 1 B Estimated Project Cost ( no land ) : $ 11 Million Department Dept ' I S . F. Circulation Meeting Room Total Library 30 , 000 91000 3 , 000 421000 Heritage Center 10 , 000 31000 13 , 000 New Construction S. F. 55 , 000 Whiffed ra Branch 21000 21000 Total Library 57 , 000 Agriculture Services Building ( Currently the Planning and Ag Building ) Tier 1 B - mRenovation Estimated Project Cost : Renovation Cost TBD Department Dept' I S. F. Circulation Meeting Rooms Total Cooperative Extension 91000 2 , 700 included 11 , 700 Soil and Water 11970 591 21561 14 , 261 USDA Rural non- coun 1012 304 1 , 316 15 , 577 60 Orange County Space Needs Report ~ 2005 Update Page 61 of 69 Tier 2A Projects Southern Human Services Center Pier 2A Estimated Project Cost ( no land ) : $ 5 Million ( includes dental clinic) Department current Current S. F. Circulation Total S. F. Child Support Enforcement 144 43 187 Health not including dental ) 61600 11980 87580 Housing and Comm Dev 360 108 468 Social Services 81112 21434 10, 546 Meeting space 21958 887 3, 845 Clerk to the BOCC space 256 77 333 Totals 18,430 5 , 529 23, 959 Department to be ad Addt' I S. F. Circulation Meetin m Roos Total A+dtlS Total _ .0 Child Support Enforcement 576 173 0 749936 Health notincludin dental ) 31680 11104 700 : . .__. _ :_ : . _5,484' 14,064 . Housingand Comm Dev 540 162 0 - -702 1 , 17 Social Services 4, 630 1 , 389 700 _ "- :__ :,; _ ..6;71` 17,265 P fing space 0 0 21400 _ . 20400 32 Clerk to the BOCC space 256 77 0 333' 666 91682 21905 31800 - - 16 UT 37, Ww Function at SHSC _._� _� �:_ TotaTS: F. Circulation Meeting=FCoom :- __ 1` 1" 51800 11740 335 7; 9Q5` 61 Orange County Space Needs Report � 2005 Update Page 62 of 69 Southern Human Services Center Master Plan In 1992 County Commissioners purchased 34 . 1 acres on Homestead Road , Chapel Hill with the intent of developing a campus for County services in Southern Orange County . The site currently hosts the Southern Human Services Center and by m1d -2006 will be the location of the new Southern Orange Senior Center . A master plan was prepared shortly after the completion of the human services building to determine the number of potential building locations on the site . During the siting of the Senior Center in 2004 , Commissioners reviewed the [faster Plan and determined that there were important natural areas on the site that should be preserved . The resulting revised plan ( see attachment # 1 ) eliminates the tw6 building sites in the southwestern quadrant of the site . It is notable that full development in the southwest quadrant would not have been desirable until such time the Weaver Dairy extension was constructed along the western boundary of the County property . The roadway was in planning when the original master plan was developed . However , since that time the University ' s project that would have included the roadway has met with a number of obstacles that has slowed the project' s progress . It is not clear at this time when or if the second access would become available . The site designated as "future binding" on the attached master plan has been discussed as the potential location for f(Aur-e court facilities that may be needed to serve southern Orange County . Expansion of the human services building and the site of Dental Clinic construction are also noted , 62 Orange County Space Needs Report � 2005 Update Page 63 of 69 Parks/Open Space Building Tier 2A Estimated Project Cost : TBD Department Dept ' I S. F. Circulation Meeting Rooms Total ERCD 21000 600 F 550 31150 Recreation 21500 750 31250 Arts Commission 11000 300 1 , 300 Shared Meeting Space 17211 1721 91421 Square footages based on Recreation and Parks administrative staff only . Additional informationol will be added as progress is made on the Strategic Plan . 63 Orange County Space Needs Report � 2005 Update Page 64 of 69 Tier 2B Projects Emergency Management/9 = 1 - 1 Center New Campus Tier 2B Estimated Project Cost ( no land ) : $ 3 . 2 Million ( building only) Department Dept' I S. F. Circulation Meeting Room Total Communications 31500 1 , 050 included 4550 Fire Marshal 11000 300 included 1300 Administration 21865 860 included 3, 725 EOC/trainin reak room/conference rooms 5 , 000 1 , 500 included 63500 12 , 365 31710 16 , 075 Public Works Administration and OPT Tier 2B Estimated Project Cost ( no land ) : $989 , 000 Dept Existing Space Add' I S. F. Circulation Total Add Grand To Public Works Admin 21800 11215 365 11580 41380 OPT 21590 777 31367 31367 Total if combined facility 71747 Motor Pool Expansion Tier 2B Estimated Project Cost ( no land ) : $ 750 , 000 ( building only) Department Existing SF Addt ' I S. F. Circulation Meeting Rooms ITotal Addition ITotal Facility S. F. Motor Pool 1 10, 8001 5 , 000 I N/A I N/A 1 51000 159800 64 Orange County Space Needs Report � 2005 Update Page 65 of 69 Tier 3A Projects Whitted Human Services Center Tier 3A Estimated Project Cost ( no land ) : $ 1 . 9 Million new constructions Renovation = -TBD Department current Current S. F. Circulation Total S. F. Health Administration 31487 11046 47 Health- - Personal Health 41665 1 ,400 61065 Health- - Dental 11246 374 1162 Total Health 91398 21819 12 , 21 Housing & CD 930 279 1120 Ubrary 12 , 500 0 12 , 500 Social Services 11 , 583 31475 15,058 OPC 2898 869 3176 46 , 707 56 , 969 De t' I S. F. to be added Dept. Addt' l S. F. Circulation Meeting Room Tbtat- Axi ff' Total After Add Health Administration 576 173 700 1 ,449; 5, 982 Health- Personal 21970 891 — _ - 3 9, 926 Health Dental 11594 478 2,072 3, 692 Total AdcWl Health S. F. 51140 1 , 542 700 7,362 19, 599 Housing & Cd 1 , 170 351 0 1524= 21730 Libra (onlyc r/branch left -81000 =21400 . 0 -` .-:10400 2, 100 Social Services 81029 21409 700 _1_'!_ 3$ 26, 196 OPC 0 0 0 Q 3, 76 Shared meeting rooms 2046 2046 21046 T G LIT 56, 438 65 Orange County Space Needs Report ~ 2005 Update Page 66 of 69 Tier 3B Projects Administration Building New Campus Tier 3B Estimated Project Cost ( no land ) : $ 7 . 2 Million De ment Current S. F. Addt ' I S. F. Circulation Meeting Rooms Total Interim: Land Sry to new campus GSCA occupants move to GSC County Manager 11562 11008 771 3, 341 County Commissioners 11200 11700 870 3, 770 Budget 0 11740 522 21262 Finance 0 21350 705 31055 Personnel 0 21500 750 31250 Reallocate existing to create addwl . 31600 31600 19 , 278 Long-Term Admin to new campus Admin bidg built to accommodate all . Add these de is to premous list. Human Rights & Rel 11850 555 21405 Elections 3, 055 917 31972 Purchasing 51400 11620 71020 Shared Meeting Room 40capacity) 11365 11365 Shared Meeting Room 20capacity) 700 700 Estimated Total S. F. New Campus 34,740 Building 66 Orange County Space Needs Report ~ 2005 Update Page 67 of 69 In summary : Building Name Proposed Location Priority Rating Est Only Land - Services Building new campus Tier 1 A $ 11 . 2 Mil . Animal Services Building new location Tier 1 A $5 Million Solid Waste Eubanks Road Tier 1 A $1 Million U fit of Valley Fore Building Valley Fore Road Tier 1A TBD* U fit of Buildino to potentialIX be acquired TBA Tier 1A TBD* U fit of vacated space in Planning/A Planning/Ag existing Tier 1 B TBD* U fit of vacated space at GSC existingTier 1 B TBD* Libra new campus Tier 16 $11 Million Plannin and A BuildingRenovations existingTier 1 B TBD* Parks/Open Space BuildingBlackwood Farm Tier 2A TBD* Southem Human Services Center existing Tier 2A $3.2 Million Southern Human Servicesw - Dental Clinic SHSC Tier 2A $ 1 . 8 Million 9= 1 = 1 Center new campus Tier 2B $3.2 Million Public Works/OPT existing Tier 2B $9899000 Motor Pool expansion existing Tier 2B $750, 000 Whiffed Human Services Center existing/new campus Tier 3A $ 1 . 9 Million Administration Buildinu new campus Tier 3B $7.2 Million Legend . Tier 1 A-construction begins 2005 to mid 2008 Tier 1 B-construction begins mid 2008 to 2010 Tier 2A construction begins 2011 to mid 2013 Tier 213-construction begins mid 2013=2015 Tier 3A=construction begins 2016 to mid=2018 Tier 3B= construction begins mid 2018=2020 67 Orange County Space Needs Report ~ 2005 Update Page 68 of 69 Next Steps The addition or re - allocation of space is prompted by changes in our environment . New programs emerge and old ones die off or , more likely , grow larger . New employees come to staff the programs and offices are subdivided yet again to make room . County Departments have played out this situation over and over again , like many other public entities striving to make the most of dwindling resources and still provide a high level of customer service to their residents . This ever- changing terrain assures us that the Orange County space study will never be complete . A point in time is selected to snapshot the circumstances and begin planning for what comes next . This analysis is meant to provide that snapshot as of March 2005 . Following the Board ' s deliberation of the options and recommendations contained in this report , the report will be. modified to reflect the changes and the appropriate funding levels will be incorporated as placeholders into the 2005 -2015 . Capital Improvement Plan , which will be presented in April . The space analysis report will periodically be updated to reflect current circumstances , such as with decisions made about the Library Task Force Report or the space requirements emerging from Parks Strategic Plan Report . As part of the annual CIP process , we will systematically review the projects that are within a two - year development window to ensure the projected costs are valid in the current market . Finally , out of this report rises the recommendation to continue to look at space needs , their implications and potential solutions each time space is acquired , including parkland that may contain structures advantageous to a variety of county space uses . Upon Board endorsement , this process would be carried out with the assistance of the two Commissioners who participated in this study update , along with appropriate County staff . Respectfully submitted by : Commissioner Steve Halkiotis Commissioner Barry Jacobs John Link , County Manager Pam Jones , Director of Purchasing and Central Services Craig Benedict , Planning Director Dianne Reid , Economic Development Director Paul Thames , County Engineer 68 Orange County Space Needs Report � 2005 Update Page 69 of 69 Attachments : Attachment # 1 = - wOrange County Office Locations Attachment #2 - - - Southern Orange Campus Master Plan Attachment #3 - Schedule of Current Leases Appendices : Library Task Force Report Parks Strategic Plan 69 � i 1 . . E up • � • • • • ' � • • • • PHONE 74 4 1& 'Aaw.S . 9 c we rr l�►d�1 . ; :/:rl ) ItS f1, f• 1 $ iy sr 'i t . ` ►stir 3 ' S� r � 'uir:'a =1 l . • ,'{�. . }i!} r �� lam, •�'�1.•. %f7k%''�7�1'.. Jr `i . �r. A �'�� , r�nt $.'« '; e ,t _ _ � l �• .e !�OFF O 1• Cr el e€ •. 1,�� < • {, NJ .1�,• '�„• "l rt� I }{., !'', t _ 9,A, '' .'} -' +%tJlr�•.'l iC': , ,: Zw1 { r `�i7 x {` �. ! 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Nf, (• •'1, . f, sUR": , t Jc ,i GRIFFIN . . ANN Job � 1 • 1 got ri 'rri • _r . L • , . • Rent Schedule as of 3 =05 Attachment #3 .ec ♦ Nip - s?!e _ ; .. � • - . G . n 1 u p f y _ _— . 1. `j�fN- 1':El•r^��rn . 5 4IY + a. • nM -Yv'.a' .Y7..J�iLr1L.Y._�...— .:sS1Y5V._e:+^.=.� -'T N.Y..,1 �.ey ""'F1T�• ,1:f14, :`6=�"c 3-eS�'T�'.Y._ a ,l� f�}N��tS�l,s"�' _,`t'r �; -.:. v.v.h „•.f?r..�s, 1e.y�:. ; �tti;, z`j•. j , Moody Building ; Laurel Ave/Carrboro $ 55 , 339 ! $ 55 , 339 ' ! ED Galleria iChapel Hill $ 180 , 873 _$ 0 ; Less Contribution of Friends $44 , 334 Net Galleria Rent Cost to Coun ty- $ 136 , 539 _ Central Orange Senior Center at the Meadowio $ 72 , 890 _ _ $ 0 ' Carol Woods for the Central Orange Center $ 12 , 5 00 Total Countycost to lease Meadowlands T $60 , 390 Seisen In Law . 110 N . Churton , HSB $ 40 , 6481 $40 , 548 j E I _ 1 I I County as Landlord i Visitor's Bureau 1501 West Franklin , CH $47 , 784 ' � I Total Rent Expenses County-wide _ , $454 , 342 $ 200 , 579 , Total Rent Revenues _ $ 104 , 618 Net Rent amount paid County wide i $ 3492724 NOTE : THE FOLLOWING INFORMATION PROVIDED FOR INFORMATION ONLY— 1 In -kind suport to non =departmental agencies ( Links to Leases/Nondeptl ) JOCCA ' Northside ; Chapel Hill $ 9 , 295 _ JOCCA Northern , Cedar Grove 1 $29 , 005 � Community School for People Under 6 I Northside ; Chapel Hill $30 , 097 ! Cedar Grove Day Ca Northern ; Cedar Grove • $21 , 630 _ Head Start I Northern ; Cedar Grove $20 , 000 -� JOCCA/JTPA lGraharn Building , Hsb . $7 , 200 Total Non -department in* ind support $ 177 , 721 . . i E 1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date : October 19 , 2004 Action Agenda Item No . 7� G SUBJECT , Library Services Task Force Final Report DEPARTMENT : Library PUBLIC HEARING : ( Y/ N ) No ATTACHMENT ( S ) : INFORMATION CONTACT . 1 . Task Force Final Report Dr. Evelyn Daniel , Chair , Library Z. Consultant' s Report Services Task Force Bart' Jacobs , Chair, BOCC Brenda Stephens , Director, ext 2528 TELEPHONE NUMBERS : Hillsborough 732 -8181 Chapel Hill 9684501 Durham 688 -7331 Mebane 336 -227 -2031 PURPOSE : The Library Services Task Force has completed its charge and will present its Final Report to the BOCC . BACKGROUND : In January 2004 , the BOCC formally re - convened a Library Services Task Force and charged it with reviewing its original work from November 2001 and making recommendations on improving library services/facilities — especially as they related to the Central Library in Hillsborough and the branch library in Carrboro -- by the fall of 2004 . The Task Force conducted a total of twelve meetings extending from May through October . A consultant , retired Director of Durham County Public Library Dale Gaddis , was retained by the Task Force (with financial assistance provided by the BOCC , the Friends of the Orange County Library and Friends of the Carrboro Library) in July to prepare a needs assessment of Orange County library facilities . Ms . Gaddis' report was issued on September 30 , 2004 , and provided material background for review and recommendations by the Task Force . The Final Report at Attachment 1 addresses the following major areas , among other opportunities as described : • Construction of a new Central Library ( including pros/cons on co -location at the planned Durham Technical Community College satellite campus Waterstone site ) ; Consolidation of the Cybrary and McDougle Branch Libraries in Carrboro ; • Establishment of an Orange County Heritage Center; and * Establishment of a Branch Library to serve the Efland - Cheeks Township . A copy of the consultant' s report is included as Attachment 2 . J t 2 The Chair of the Library Services Task Force , Dr. Evelyn Daniel , will make the presentation to the BOCC . FINANCIAL IMPACT : At this point , County staff has not conducted a thorough analysis of the direct or indirect costs associated with any of the recommendations by the Task Force . The BOCC would ultimately need to discuss and determine the overall magnitude and relative priority of any future capital project proposal alongside various funding scenarios for development/construction and on -going operational costs . The Library currently holds $ 120 , 000 in a NC Collection Endowment Fund grant that can be used as a capital contribution towards a Heritage Center. RIECOMMENDATION (S ) : The Manager recommends that the Board receive the Final Report as information and provide feedback and direction to the Task Force and /or County staff as desired . 3 Library Services Task Force, Reconvened 2004 Final Report & Recommendations October 19 , 2004 The Library Services Task Force was appointed in January 2004 and charged by the BOCC "to review the Library Services Task Force report of November 2001 and to make recommendations to improve library services/facilities in Orange County specifically related to the expansion of the Central library in Hillsborough and the branch library in Carrboro . "Potential areas of study for the Task Force were : 1 ) pursue co - location of a new facility for the Central Library in Hillsborough with the Orange county campus ofdDurham Technical Community college scheduled to open in Fall 2006 , and 2) possibly combine Carrboro library operation of a Cybrary and the McDougle Branch Library . " Members of the Task Force were : Barbara Baker, DTCC ; Bridget Booher, Friends of the Orange County Public Library; Keith Cook , At-Large ; Evelyn Daniel , Library Services Task Force 2001 , .Amy Efland , Hyconeechee Board of Trustees ; Mike Gering, Town of Hillsborough ; Barry Jacobs, Board of Orange County Commissioners; Jessica Kern, Chapel Hill Public Library Board of Trustees ; Senator Ellie Kinnaird , At-Large ; Nerys Levy, Friends of the Carrboro Library; Diana McDuffee , Carrboro Board of Aldermen ; Heidi Petry, Friends of the Carrboro Library; Jeffrey Schmitt, At-Large ; Brenda Stephens, Director of Hyconeechee Library System ; Lisa Stuckey, CHCCS ; Kathleen Thompson , Director of the Chapel Hill Public Libraty ; James Ward , Town of Chapel Hill . Commissioner Barry Jacobs , convened the first meeting and reviewed the charge and informed the group that the task force recommendations were to be completed and submitted by October 2004 . Evelyn Daniel was elected chair„ All meetings were held at the Central Library conference room in the Whitted facility. May 18 , 2004 June 7 , 2004 June 28 , 2004 July 6 , 2004 — Consultant with Library Director July 12 , 2004 — Consultant with LSTF members July 20 , 2004 — Orange County Library Staff met with the Consultant July 26 , 2004 — with Consultant August 9, 2004 — with Consultant August 18 , 2004 — Archival Task Force , subcomittee of the LSTF m September 7 , 2004 — with Consultant September 20, 2004 -- with Consultant October 12 , 2004 4 In Tune 2004 , the BOCC approved hiring a library consultant to provide recommendations on the size needed for a library headquarters facility for Orange County and guidelines on co -locating library facilities using professional library standards and community needs . Dale Gaddis , retired Director of Durham County Public Library was engaged as the consultant . Her final report was delivered on September 30 , 2004 and is attached . The Task Force members and consultant have thoroughly investigated the charge and reviewed the consultant ' s report and recommendations . Members have worked very diligently to provide this report in a short period of time . Below are the recommendations that we are making : 1 ) That Orange County adopt a long range library facility plan that takes into consideration the needs of the entire county and is based on 20 year population projections . (Long-Range Libray Facility Planning, Reconnnnendation #1 , pgs 1143) 2) That the Orange County Public Library develop a comprehensive 3 - 5 year strategic action plan that places priority on achieving a vision of countywide equitable library services and resources for all citizens of Orange County. (Long-Range Library Facility Planning, Reconntnendation #2, pg 13) 3 ) That a new Orange County Central Library be constructed in the vicinity of Hillsborough, a central location for the' County. The recommended size range of the facility I is between 30, 000 — 65 , 000 square feet based on the equations provided by the consultant using design population estimates for2025 . (Lang-Range Library Facility Planning, Recommendation #3, pgs 1347) • Pursuant to our charge, the Task Force investigated the advantages and disadvantages of a co -located facility on the DTCC site in Waterstone. Advantages : - The site is centrally located and would be convenient to the needs of the total county population ; A substantial synergy between DTCC students and county residents would be realized ; The tax burden would be reduced through facility cost sharing and co -use of the land; - Users of the new facility would have access to a larger, broader collection . Public library patrons would have access to other DTCC resources ; students would have access to a significantly larger collection; The dual collections of a combined public and community college library would enrich the .experience of students in the proposed middle college high school program ; Disadvantages : - There are umlesolved issues related to DTCC restrictions / expectations about maximum square footage for a new library facility; F. Concerns have been expressed about the loss of the Orange County Public Library from Central Hillsborough ; 5 If a new central library is constructed at Waterstone, the Task Force recommends that a library presence continue in central Hillsborough in conjunction with the proposed Orange County Heritage Center (see recommendation 5 below) . 4) That the Carrboro Library Workgroup recommendations be supported and that a southwest regional branch library be established combining the collections, staff, and services presently located at McDougle Middle School Carrboro Branch and the Century Center Cybrary. This branch should be centered in the town of Carrboro . (Long-Range Library Facility Planning, Recolnlnendation #4, pg 17) 5 ) That an Orange County Heritage Center be established to make accessible the local history materials now located in the central library as well as appropriate materials from other archival collections in the county such as from NC Room of the Orange County Public Library, Burwell School , Carrboro Branch Library archives , Orange County Historical Museum , and Hillsborough Historical Society . The Orange County Public Library currently holds $ 120 , 000 in a NC Collection Endowment fund for use as a capital contribution toward this facility. (Long-Range Library Facility Plann V Recononendation #3, pg 16) 6) That the Chapel Hill Public Library be recognized as a significant partner in , and primary service provider of, library services to southeastern Orange County ,. (Long- Library Facility Planning, Recon1mendatiar #8, pg 19) 7) That the Orange County Public Library establish a branch library to serve the central west area of the county centered on Cheeks Township , that will accommodate the future population growth of this area over the next 10 - 20 years A . possible synergy might be a co - located facility with Middle School #.3 of the Orange County school system .. (Long- Range Library Facility Plamrillg, Recornlllelldation #S, pgs 17- 18) 8) That the population in the northwest area of the county centered on Cedar Grove Township be served by the Cedar Grove Branch Library in the Northern Orange County Human Services Center. This branch library needs to be monitored and plans be considered to expand the library facility in the future. (Long-Range Libl�aly Facility Plannilg, Reconinlendation #6, pg 18) 9} That the rural community be evaluated for the establishment of cybraries or small branch libraries to provide access to library resources at these more distant sites . (Long Range Library Facility Planning, Reconlnlendation # 7, pgs 1 & 19) These recommendations were approved by the Library Services Task Force Members on October 12 , 2004 . Orange County Public Library Long - Range Library Facility Planning Through 2025 Dale Gad is Library Consultant September 2004 r' i `t . Orange County Library Long- Range Facility Planning Contents Executive Summary 3 Introduction 6 Findings 7 ❑ Library Systems Serving Orange County 7 ❑ Disparities and Inadequacies of Library Service 8 a Orange County Demographic Trends 9 a Effect of Chapel Hill Public Library on Countywide Library Development 14 ❑ Access to Orange County Historic Resources 11 Recommendations 11 ❑ Adoption of Long-Range Library Facility Plan 11 ■ Proposed Population Criteria for Facility Design o Strategic Planning 13 a Construction of New Orange County Central Library 13 ■ Facility Size 14 a Location in Waterstone Development 14 ■ Joint Use Library with DTCC 15 ■ Orange County Heritage Center 16 ■ Hillsborough Cybrary or Neighborhood Branch 16 o Construction of New Carrboro/Southwest Regional Library 17 a Establishment ofoBranch Library to Serve Cheeks Township 17 o Monitoring of Growth of Cedar Grove 18 ❑ Use of Rural Community Nodes as Outreach Sites 19 o Recognition of Chapel Hill Public Library as Significant Partner 19 Appendices ❑ A : Orange County Library Facilities — Space Planning Spreadsheet o B : Service and Space Needs Summary — Central Library o C : Proposed Orange County Central Library -- Square Footage by Area ❑ D : Meeting Notes Regarding Proposed Joint Use Facility with DTCC a E : Space Needs Summary — Heritage Center/Cybrary o F : Space Needs Summary — Carrboro/Southwest Regional Branch o G : Space Needs Summary — Efland - Cheeks Branch 2 � � r i Orange County Library Long- Range Facility Planning V Executive Summary In January, 2004, the Orange County Board of Commissioners appointed a Library Services Task Force to review the recommendations a previous task force had submitted to the County in 2001 regarding library services and to " subsequently make recommendations to improve library services and facilities specifically related to the expansion of the Central Library in Hillsborough and the branch library in Carrboro . " Specific areas of interest were the potential for co-location of a new central facility with the Orange County campus of Durham Technical Community College (DTCC) and combining the operations ofaCarrboro ' s McDougle Branch Library and Cybrary. into one branch library facility. The Task Force began its work in May and contracted with library consultant Dale Gaddis in July to assist with needs assessment and development of recommendations . It became very evident from the outset of the work of the Task Force that the recommendations for the central library and the Carrbordo facility needed to be part of a larger vision for the county as a whole . As a result, the recommendations being presented are more in scope than originally requested . Details are submitted only for the areas of comprehensive priority identified in the charge from the Board of County Commissioners , however, if the County is to be successful in addressing these areas , it is important for the County and library administration to recognize and address the broader planning issues . Srunulary of Sigri �ficarrt Findings ■ The population of the county as a whole values education and is supportive of library services , but it is confused by the current system of library governance and funding responsibilities . ■ The development of library services for Orange County residents has been fragmented at best, resulting in great disparity in the level of library services provided throughout the county. ■ The facilities and resources of the Orange County Public Library system are significantly below the standard required to provide effective public library services . Library staff has been creative and resourceful in "making do" with very limited resources . a The population is growing at a high rate , with significant growth in the number of older residents and residents moving here from other countries . The central library has not been enlarged in over 20 years , despite the growth in population during the same period . ■ The residents of the county depend heavily on the Chapel Hill Public Library to supplement the resources of the Orange County Library for their library needs . The presence of this library, operated by a separate jurisdiction , affects the planning of countywide library services . 3 Orange County Library Long-Range Facility Planning Orange County is proud of its history and rich in historic resources that are preserved by a number of institutions in Hillsborough , including the public library . Public access to these resources is limited , however. Recommendattolis 1 . That Orange County adopt a long range library facility plan as proposed in this document, which takes into consideration the needs of the entire county and 20 year population projections . 2 . That the Orange County Public Library develop a comprehensive 3 -5 year strategic action plan, which places priority on achieving a vision of countywide library service and continues to address the inequities in service and resources available in the county. I That a new Orange County Central Library be constructed adjacent to or within the Town of Hillsborough . The proposed library would continue to I serve as headquarters for the Hyconeechee Regional and Orange County Library systems and serve ' as a reference services center for the county as a whole, as well as provide general public library services , programs , and collections serving all ages . It is estimated that given the current 20 -year population projections and a design population of 100 , 000 , a 65 , 000 square foot facility would be needed . ■ That the County pursue locating the proposed facility in the Waterstone development ■ That the proposed library provide library services for students of Durham Technical Community College, depending on further negotiations between the County and DTCC ■ That an Orange, County Heritage Center be established in Hillsborough ' s historic district to make accessible the local history materials now located in the central Iibrary as well as appropriate materials from other archival collections in the county ■ That, if the proposed central library is located outside of downtown Hillsborough , the Heritage Center include neighborhood branch library services for the residents of downtown Hillsborough , including Internet Access, a small popular collection and children ' s materials for check- out, and children ' s programs 4 . That the Grange County Public Library combine the collections , staff, and services presently located at McDougle Middle School and the Century Center, and establish one branch library facility to serve the Town of Carrboro, western unincorporated areas of the Chapel Hill Township , and the southern area of Bingham Township . It is estimated that given the current 20 - year population projections and a design population of 40 , 000, a newly constructed facility of 25 , 000 square feet would be needed , 4 Orange County Library Long- Range Facility Planning f Q 5 . That the Orange County Public Library establish a branch library to serve Cheeks Township , its size dependent on the timing of the opening of the library and subsequent changes in population projections for the township . It is estimated that, given the current 20-year population projections , a newly constructed facility of 10, 000 square feet would be needed.. The Library should continue to investigate co - location in the new Efland- Cheeks Middle School in the short terrn if public library user service needs and space requirements can be met with that arrangement . 6 . ' That the population growth in the Cedar Grove Township be monitored and plans be considered to expand the library facility in the Orange County Services Center as indicated . 7 . That rural community nodes be evaluated for the establishment of cybraries to provide access to more distant library resources ; or, alternatively, reestablish boolc nobile service with Internet access to county areas not served by an accessible library facility . 8 . That the Chapel Hill Public Library be recognized as a significant partner in the provision of library services to the County. ■ That the allocation of Countyfunds to the Chapel Hill Library reflect the role of that Library in providing county services . ■ That a study be undertaken to determine the feasibility of joint computer operations of the Orange County Library System with the Chapel Hill Public Library. 5 Orange County Library Long- Range Facility Planning Introduction In January, 2004 , the Orange County Board of Commissioners appointed a Library Services Task Force to review the recommendations a previous task force had submitted to the County in 2001 and to "subsequently make recommendations to improve library services and facilities specifically related to the expansion of the Central Library in Hillsborough and the branch library in Cairboro . " Specific areas of interest were the potential for co4ocation of a new central facility with the Orange County campus of Durham Technical Community College (DTCC ) and combining the operations of Carrboro ' s McDougle Branch Library and Cybrary into one branch library facility . The Task Force held its first meeting in May, and identified four areas of interest to be investigated . ■ Co4ocated central library with DTCC Orange County Campus ■ Carrboro facility ■ Need for Orange County archival repository a Linking of all public libraries in Orange County, including the Chapel Hill Public Library, technologically The Library contracted with Dale Gaddis , Library Consultant, in July, 2004, to assist with the work of the Task Force , as follows . ■ Identify critical issues that need to be addressed regarding library facilities, needed and desired functions to be housed in the new headquarters facility, and priorities regarding service development throughout the county ■ Determine the space requirements of a new headquarters library facility which will adequately address community needs and priorities for library services and meet ibrary standards , using a 15 �20 year planning time frame accepted public l ■ Analyze issues raised by the possibility of combining the headquarters library with a caminunity college library, with recommendations regarding a joint use library facility, and identification of potential needs for other library facilities in the county within the same time frame . The Task Force and Consultant reviewed the work of the previous task force. The Consultant gathered and documented for the Task Force more recent planning and statistical information regarding Orange County and the Library. She met with the Library Director to get her perspective on the project and gain an understanding of administrative and financial issues and structures . She met with Barbara Baker from DTCC and documented the expectations of the college regarding a joint use facility. She facilitated meetings with library staff and the Task Force to identify critical issues that needed to be addressed regarding library facilities and services . It became evident from this initial research that the recommendations requested by the Board of' County Commissioners needed to be part of a larger vision for the county as a whole. As a result, the Consultant developed , for Task Force review , facility planning criteria and recommendations which addressed countywide development of library facilities. The Library Director initiated a parallel process during the same time period to investigate the need for an 6 Orange County Library Long-Range Facility Planning / a Orange County archival repository and determine resources that would be housed in such a repository . )Findings The 2001 Task Force identified inequities in service in the various areas of the county and noted that the funding level from the County was significantly below the state average . It endorsed minimum standards for public library service and recommended policies to guide library development . Specific recommendations included the following : ■ That the operational funding for Orange County public libraries be increased to the state average level of funding by 2004 ■ That new library projects be initiated simultaneously in the northern and southern parts of the county and be viewed as complementing rather than competing ■ That the Boards of the Hyconeechee Regional Library and Chapel Hill Public Library meet at least annually and explore areas of cooperation ■ That an Orange County Heritage Center be built to house historic and public records Since 2001 , operational funding has increased but it still lags behind the state average, as noted below . A branch library has been opened in Cedar Grove and a cybrary in Carrboro . Members of both the Hyconeechee and Chapel Hill Library Boards are active members of the current Task Force , An Archival Task Force has been formed to pursue the establishment of the Heritage Center. Although there has been progress, this study has found that significant inequities persist and funding remains a challenge . Specific findings are as follows : a The population of the county as a whole values education and is supportive of library services, but is confused by the current systenc of library governance and funding responsibilitlese This theme was reiterated a number of times in the planning meetings held with Task Force members and library staff. Residents of Orange County are served by three library systems : the Hyconeechee Regional Library, the Chapel Hill Public Library, and to a minimal degree , the Central North Carolina Regional Library, which operates the Mebane Public Library serving both Alamance and Orange County residents ofdMebane , As a result, library service planning for the county as a di in the level of services provided , and the whole has been fragmented , there is great d public does not have ad clear understanding of library governance and funding responsibilities ,. The Orange County Library system is part of the Hyconeechee Regional Library system , which serves Orange , Caswell and Person Counties . As such , residents of Orange County have free access to the services in Caswell and Person Counties . The system receives funding from the County, the State, and a small appropriation from the Town of Carrboro . 7 Orange County Library Long-Range Facility Planning I� The jurisdiction of the Orange County Library system includes all areas of Orange County exclusive of the Town of Chapel Hill , although services are extended free of charge to Chapel Hill residents . The system includes a central library located in a 12 , 650 square foot facility in Hillsborough, the Cedar Grove Branch Library located with other Orange County services on Highway 86N, the Carrboro Branch Library co - located with the media center in the McDougle Middle School , and the Carrboro Cybrary recently opened in downtown Carrboro . An analysis of registered borrowers of the Orange County Library system by township residence in 2001 indicated that the highest percentage of library borrowers lived in the Cheeks, Hillsborough , and Chapel Hill Townships , with the majority of the Chapel Hill Township registrations representing Carrboro Library borrowers . Further analysis indicates that not only do the borrowers from Cheeks and Hillsborough represent a large percentage of the total library borrowers , but a relatively high percentage of the total population of these townships (46 % and 50% respectively) . Although the central library is housed in a facility with other Orange County government illsborough ' s library , " rather than "Orange County' s offices , it has gained an identity as "H Library." It is the sense of the Task Force that this identity has contributed to the lack of understanding among the public of library governance and funding responsibilities . The progress made in the last several years to extend and improve services to the Town of Carrboro has been the result of approaches from Carrboro residents directly to the Board of Commissioners . Although the resulting services are under the auspices of the Orange County Library administration , a competitive tension appears to have developed that could interfere with library progress overall if the County does not assume a more comprehensive approach to library service and facility development . ❑ The development of library services for Orange County residents has been fragmented at best, resulting in great disparity in the level of library services provided throughout the county. o Tlte ,f acilities and resources of the Orange Count Public Library systemare significantly below the standard required to provide effective public library services. Library staff has been creative and resourceful its "making do " with very Uniited resources. Chart # 1 compares the resources available in 2002 -2003 to Orange County residents from the Central Library with those at the Chapel Hill Public Library and in the State as a whole., It demonstrates the disparity in available resources and the inadequacy of resources in relation to state averages and professional standards . 2002-2003 is the most recent year that comparative figures are available for North Carolina as a whole , 8 Orange County Library Long- Range Facility Planning I� Chart #1 : Orange County Library Resources Compared to State Averages and Standards 2002-2003 Resources Orange County Chapel Hill NC Central Librar y Public Librar y Avers dGuidelines Estimated Population 71 , 225 505540 83323 , 375 (est . 2002) total NC population Books per capita 1 .01 2 . 75 1 . 88 Basic Standard = 2 Reader seats/ 1 , 000 . 88 1 . 8 Not Available population -- -- Prof. Standard = 3 - 5 Full -time equivalent 27 1 . 22 1 staff/2 , 000 population Square footage/capita . 18 . 54 Standard = . 65 NEW VVVV Registered 19 . 8 % 50% 50 % borrowers/% of population Circulation per capita 2 . 02 15 . 55 5 . 38 Library income per $ 10 . 12 * $3 AO $ 181. 88 capita Local Government $ 8 . 16 * $ 33 . 03 (Town & $ 15 . 55 revenues per capita County) *Includes fiends to support the Carrboro and Cedar Grove Libraries itive attributes of the Orange County Library the quality, Despite a number of very pos creativity and initiative of library staff, its programs and outreach efforts , and its local history collection, among others — facility space, staffing levels and collection size are significantly below average and do not come close to meeting professional standards . Steps have been taken in the last several years to extend services beyond the central library, including opening the Carrboro Library, the recent opening of the Carrboro Cybrary, and the opening of the Cedar Grove Library. The library administration has made a concerted effort to find creative and collaborative ways to offer library services and utilize existing space . These steps have helped to bring the system a bit closer to the North Carolina average both in resources available and in per capita use, but the system still lags significantly behind the norm . Still using the estimated population in 2002 as a basis (i . e. not adjusting for population increase since then ) . • Space per capita has risen to . 31 square feet + Books per capita has risen to 1 . 2 + Reader seats per capita has risen to 2 . 97 (the Carrboro Branch has 120 reader seats compared to 6.3 at the central library) + Library card registration as a percentage of population has risen to 30. 6 % (current year figures) + Total library income per capita for 2004-2005 has risen to $ 12 . 02 + Local. revenues (Orange County and Carrboro) has risen to $ 11 . 04 per capita v The population is groiving at a High rate, with so1911 ificant growth in the number of older residents and residents »roving here from other countries. The central library has 9 Orange County Library Long-Range Facility Planning J� not been enlarged in over 20 years, despite the growthinpopulation during the sa11se period! Orange County ' s current central library facility was opened in 1981 ; since that time the population exclusive of the Town of Chapel Hill has grown 59 % from 45 , 017 to 71 ,429 in 2000 , with no expansion of the library.. Even in 1981 , the facility did not meet the standard for an adequately sized central library. Looking forward over the next 20 years , the total population of the county is projected to grow to approximately 170 , 000, with an estimated 65 ,400 of this population residing in the town of Chapel Hill . This will bring the service population of the Orange County Public Library system to more than 100 , 000 . Chart #2 . Po ulation Projections 2000"2025 (Linear Analysis Townshi /Municipality 2000 2010 2020 2025 BINGHAM 61, 181 72295 81408 % 000 CEDAR GROVE 45930 5, 812 61694 71150 CHAPEL HILL 795274 93 , 625 107 ,976 1152350 Town of Carrboro 16 , 782 21 ,415 26 , 047 28 ,400 Town of Chapel Hill 465798 54, 178 61 , 558 65 ,400 Unincorporated 15 , 694 185033 204)371 21 , 550 CHEEKS 71064 8 , 186 91307 %900 ENO 61092 61913 72734 81150 HILLSBOROUGH 11 , 639 13 , 159 14, 679 15 ,450 Town of Hillsborough 5 ,446 610660 72873 81500 Unincorporated 6 , 193 61, 500 61806 67950 LITTLE RIVER 35047 31824 4, 601 57000 TOTAL COUNTY 1 118, 227 1 138 ,814 1595399 170,000 Source : Orange County Planning Department ( 2025 figures extrapolated by consultant from 2020 and 2030 projections) Other demographic trends of particular note for Orange County library planning include the growth , figures by age and the growth of the Hispanic population . The population of the county is aging, with the highest percentage growth figures occurring in the 45 - 59 age range (baby boomers) . This population in 2000 represented 17 . 6 % of the total population, up from 11 . 9 % in 1990 . The juvenile population from 5 - 14 also is growing faster than the overall average, as is the population over 75 . In 2000 , the Hispanic population represented 4 . 5 % of the . total population , up from less than one percent in 1980 . In 2000, 12 . 3 % of Carrboro ' s population was Hispanic . The "Shaping Orange County ' s Future" study projected that the Hispanic population will increase to 9% of the total population by 2030 . The Asian population likewise is growing; in 2000 , it represented 4 . 1 % of the total population. o The residents of the county depend heavily on the Chapel Dill Public Library to supplement the resources of the Orange County Library for their library deeds. The 10 Orange County Library Long-Range Facility Planning 1 / presence of this library, operated by a separate jurisdiction, affects the planning of countywide library services. A contributing factor to the fragmented approach to countywide library service development is the presence of an independent municipal library serving a significant portion of the population , the Town of Chapel Hill . The Chapel Hill Public Library is funded by the Town with a supplemental appropriation from Orange County and a per capita appropriation from the State . It operates out of one 27 ,319 square foot facility on Estes Drive The Town recently passed a bond referendum to expand the library facility to 75 , 000 square feet . The Chapel Hill Library offers services free of charge to all residents of Orange County.. Analyses of the Chapel Hill registration and circulation records conducted in 2001 indicated that 43 % of registered borrowers lived outside of the Town of Chapel Hill , with the majority of these in Carrboro and South Orange County (Ruth O ' Donnell , Chapel Hill Public Library Five Year Services Plan 2001 -2006 and Long Term Facility Needs Through 2020, page 11 ) . In determining the proposed size for the expanded library facility, the Library took into account the use coming from these residents outside of the Chapel Hill town limits . It is important that Orange County take into account the contributions this library and the Town of Chapel Hill are making to serve the southern area of Orange County as it proceeds with plans for library service development in other areas of the county. The residents of Chapel Hill could have a significant impact on the County ' s ability to move forward with these plans , v Orange County is proud of its history and rich in historic resources that are preserved by a number of institutions irr Hillsborough, including the public library. Public access to these resources is limited, however. Orange County was established in 1852 , and Hillsborough is presently celebrating its 250`�' anniversary. The area was the center of political activity during the Colonial and Revolutionary War years and is the location of many historical buildings and sites . The community has placed priority on collection and preservation of historical materials . The Hillsborough Historical Society, the Orange County Historical Museum , the Burwell School historic site, the Alliance for, Historic Hillsborough , and the Public Library all maintain collections of historical materials . Public access to these materials , however, is limited . Even in the public library, not all of the materials are cataloged and dedicated assistance with the collection is available only with the help of a weekly volunteer, Recommendations o That Orange County adopt a long range library,facility plait as proposed in this document, which takes into consideration the needs of the entire county and 20 year population projections. In planning for new library facilities , it is recommended that total county access to services be considered and that the resources of the Chapel Hill Library be taken into account. It 11 r Orange County Library Long- Range Facility Planning should be made clear to the residents what the overall plan is as parts of it are implemented and how they will be served by the plan regardless of the location of their residence. It is also important that the facilities and resources be part of a coordinated system of services and that the public be made aware of the connections among the libraries . It is also recommended that , optimally, 20-year population projections be used in determining locations and sizes of facilities . Buildings should be built to accommodate growth in collections and services as the population grows over the life of the building. Moreover, it often takes 5 years or more from the time a plan is conceived until a building is opened , thereby reducing the planned growth allowance for the completed facility . The consultant has proposed the following facilities to serve the projected Orange County population , with suggested design populations for each facility : ■ Central Orange County Library o The recommended design population is 100 , 000 , This figure was determined by taking the 2025 projected population for the entire county and subtracting the projected population of the Town of Chapel Hill . Alternatively, if the following facility is designed as recommended and serves as a regional reference center, the central library design population Gould be reduced to 6530000 ■ Regional Branch Library Located in Carrboro o It is proposed that this facility be designed to serve the Town of' Carrboro , western areas of the Chapel Hill Township , and the southern area of Bingham Township . It is also acknowledged that the branch will likely experience use by residents of northern Chatham County. The resulting recommendation is that the design population be 40 , 000 . This figure was determined by taking the 2025 projected population for the Town of Carrboro and adding 25 % of the projected population of the unincorporated areas of the Chapel Hill Township , 50 % of the Bingham Township and 1 , 600 residents of Chatham County. ■ Branch Library to Serve Cheeks Township o The recommended design population is 10 , 000 , the projected 2025 population of the township . ■ Chapel Hill Public Library o The Town of Chapel Hill has already approved the expansion of the current library facility to serve a design population of 93 , 000. This figure was determined by taking the projected 2025 population of the Town of Chapel Hill and adding 32% ofthe projected populations of the Chapel Hill Township outside of the town limits and of the Bingham Township (Robert H . Rohlf, Chapel Hill Public Library : Reconnnended Library Building Progr •ant, p . ii ) , Cedar Grove Branch Library o Although this plan does not include a recommendation to expand the Cedar Grove Library, it should be noted that the projected 2025 population is 7 , 150 . The Orange County Library should continue to monitor demographic trends in this area of the county and expand services as necessary to respond to the growth . 12 Orange County Library Long-Range Facility Planning JQ NB : These figures include overlap , in recognition that residents will likely use more than one facility because of complementary services and ease of access to their particular residence . o That the Orange County Public Library develop a comprehensive 3-5 year strategic action plan, which places priority on achieving a vision of countyavide library service and continues to address the inequities in service and resources available in the county, This particular study and its recommendations focus on facilities , not on resources and services . A major finding in this study ( and in the 2001 study) is that facilities and the size of staff and collections are inadequate to serve the population outside of Chapel Hill . A strategic planning process to develop an action plan to address inadequacies in resources and to establish service priorities over the next three to five years as new facilities are developed is an essential step that should begin very soon . ❑ That a new Orange County Central Library be constructed adjacent to or withilt the Town of Hillsborough. The proposed library would continue to serve as headquarters for the Hyconeechee Regional and Orange County Library systems and serve as a reference services center ,for the county, as well as provide general public library services, programs, and collections serving all ages. It is estimated that given the current 20 year population projections and a design population of 1001 000, a 65, 000 square foot facility would be needed. ■ That this County pursue locatiyrg the proposed facility in the . Waterstone development ■ That the proposed library provide library services for students ofDurharn Technical Community College, depending on further negotiations behveen the County and DTCC ■ That an Orange County Heritage Center be established in Hillsborough 's historic district to make accessible the local history materials nofv located in the central library as i'vell as appropriate materials from other archival collections in the county. • That, if the proposed central library is located outside of downtown Hillsborough, the Heritage Center include neighborhood branch library services for the residents of downtown Hillsborough : Internet access, a small popular collection and children 's materials for check-out, and children 's programs. There is an immediate need for a new headquarters library facility for Orange County that also serves as the central library providing in- depth reference resources as well as general public library services . As mentioned, the existing facility was too small when it opened 23 years ago . Deficiencies cited during the planning process included, among others , lack of shelving space ( for a too - small collection), shelving too high for children, cramped space that interferes with work efficiency and public comfort, inadequate restroom facilities, and structural weakness limiting usability of space-. Parking is limited, inconvenient, and unsafe. The facility is on a land- locked site with no room for expansion . 13 r Orange County Library Long- Range Facility Planning f Facility Size In determining the proposed size of the facility, its proposed functions were taken into account as well as the design population . The consultant used two methods to determine the size : a formula-based worksheet designed by Anders Dahlgren, recognized library building consultant,, and a more detailed worksheet, prepared by the consultant , which allocates space to library functions and areas . In each case, a basic set of requirements was used that was determined by considering the design population and North Carolina standards , including needs and desires identified in planning sessions, addressing needs of Durham Technical Community College students , looking at statistics for other libraries in the state, and reviewing the building program for the Chapel Hill Public Library., See Appendix A . Standard guidelines for space allocation were applied to these requirements . Appendix B summarizes space requirements using Dahlgren ' s worksheet . The spreadsheet in Appendix C breaks down the space by function and provides a tool for applying alternative space and service scenarios . Both calculation methods used indicate that a building of approximately 65 ,000 square feet would be required to serve through the year 2025 . The consultant also calculated the required size for the alternative design population of 65 , 000 , mentioned on page 12 , Using this scenario , a facility of at least 48 ,000 square feet would be required . Location in the Waterstone Development The County Commissioners requested that the Task Force investigate the possibility of co- locating a public library on land being purchased for the Orange County Center of' Durbam Technical Community College. The location in Waterstone Development offers a number of advantages . The location is less than three miles from the present central library facility. It is in an area targeted for development by the Orange County Planning Department and will be accessible using public transportation . The development plan includes single family and multi-family housing , offices, a day care center, a continuing care retirement center, retail establishments , restaurants, and a hotel . Users could walk and bicycle to the library from the homes and businesses in the development . The area already is a destination point for Orange County residents due to nearby retail establishments . The Waterstone development will bolster that identity. A library in such a location has the potential for heavy use , The presence of DTCC ' s Orange County Center would contribute an additional built-in user population of community college faculty and students . Also planned is a "middle college, " with a student population of 1M150 high school students , another built4n user population . A very vocal concern expressed during planning sessions about the Waterstone . site is that it would remove the library, a significant public amenity, from its downtown Hillsborough . location contributing to Hillsborough ' s becoming " a doughnut community ; " i . e . empty in the center with all attractions on the perimeter. This concern is addressed with the recommendation to co4ocate a neighborhood branch library with the proposed Orange County Heritage Center if the central library is constructed in Waterstone, 14 Orange County Library Long-Range Facility Planning o20 Joint Use Library Durham Technical Community College has approved the purchase of twenty acres of land in the Waterstone Development for an Orange County Center. The County Commissioners have proposed a joint use library facility for that site. The consultant has identified a number of advantages of this arrangement , but also has discovered that it may not serve well the long- term needs of either institution nor fulfill Commissioner expectations regarding financial savings . In addition to adding a built-in user population of faculty and students , the library' s location at DTCC ' s Orange County Center offers these advantages . ■ The County may not have to purchase a separate site for. a new library ■ The College could possibly contribute towards the operation of the proposed Iibrary (although the amount would require negotiation) ■ The collection , required to support the proposed curriculum of the local campus is typically found in public library collections , so the need to duplicate resources would be reduced ■ Students would have direct access to a larger, broader library collection than would otherwise be available at the center Resources purchased specifically to support the curriculum would be available to the general public ■ Communication between faculty and public library staff could be enhanced ■ The library could potentially have access to other resources at the Center (e . g . classroom and meeting space ; student internships) A number of significant concerns and questions regarding the co - location proposal have surfaced , however, and would need to be addressed as plans proceed ; ■ A major concern for the college is the space that might be required for the public library facility and its impact on availability of land for future expansion of the community college o Likewise, expansion acreage for the public library would be limited ( even if library facility were to be built that is smaller than the recommended size , land for future expansion should be available) ■ There is a possibility that perceived financial benefits and savings of the arrangement will not be fulfilled o A question mark exists as to whether the land on which a public library constructed by the County can be considered part of the required County match for the State bond funding for the college, especially considering the suggested size of the library facility o The College is currently using its North Durham Center as the model for . determining operational costs it would consider helping to underwrite ; this model will need to be reviewed in light of' actual needs once the library becomes operational ■ Students will expect resources and services not normally offered in a public library setting so the Library will need to plan for them ( e . g. class reserve collections , bibliographic instruction classes , etc . ) ■ The library must be sufficiently staffed to be able to serve the needs of both the general population and the college population 15 Orange County Library Long-Range Facility Planning ■ The design of the facility should take into account the different needs of the various user populations , so that all will feel welcome Appendix D summarizes a discussion with the Vice President of DTCC regarding some of the above issues and specific requirements the Library would need to fulfill in its role as a community college library. Orange County Heritage Center The 2001 Library Task Force recommended the establishment of an Orange County Heritage Center to consolidate and preserve historical materials and to make them readily accessible to researchers . This recommendation is reaffirmed in this report. If a site is selected for a new Central Library in the downtown area , it is recommended that the Heritage Center be housed in that library. If not, previous discussions identified the location of Hassell and Tryon Streets as a preferred location . A building constructed there and designed to reflect the historic character of the community would contribute to the appeal of the downtown area . Another option is to locate the center in the current library facility , thus reducing construction costs . If this option is chosen , environmental concerns must be addressed and the facility renovated to be conducive to the preservation of archival materials . One concern noted by staff is the amount of light coming into the main reading area, resulting in deterioration of' printed materials . The Archival Task Force is in the process of inventorying materials that might be housed in the facility. The types of materials already identified include books, periodicals, various types of primary and secondary historic documents, maps , photographs, and organizational possible resources include video and audio recordings , including collections records. Other of oral history. In addition to housing the resources, the facility will require staff' and materials processing space, space for researchers , gathering spaces for symposiums and speakers , display areas, and security including lockers for visitors '. bags . - A private trust fund in the amount of approximately $ 120 , 000 is available to support the North Carolina Collection of the public library and could be applied to the establishment of this center. Hillsborough Cybrary or Neighborhood Branch It is also recommended that, if a new central library is constructed outside of the downtown area , the Heritage Center house a small neighborhood branch library to serve residents of downtown- Hillsborough. A substantial number of the current users of the Orange County Library live downtown and value being able to walk to the facility. In addition , it would offer service convenience to users of the Heritage Center and the opportunity for shared staff, program room , and equipment. It is estimated that a facility of 8 , 000 to 10,000 square feet would optimally serve both of these functions (see Appendix E) ; however, a final determination on size depends on decisions still to be made regarding the materials to be housed in the Heritage Center and the goals for future collection development . A note regarding digitization of materials : it is 16 Orange County Library L.ong-Range Facility Planning unlikely that space requirements will be substantially reduced by the electronic formats. Space will still be required for the preservation of original valuable documents and materials not easily digitized . o That the Orange County Public Library combine the collections, staff, and services presently located at McDougle Middle School and the Century Center, and establish one branch library facility to serve the Town of Carrboro, western unincorporated areas of the Chapel .Hill Township, and the southern area of Bingharn Township. It is estimated that given the current 20 year population projections, a newly constructed ,facility of 25, 000 square ,feet would be needed. Residents of Carrboro have for many years depended on the Chapel Hill Public Library for library. service and have been seeking a more accessible public library facility. To respond to these requests, the , Orange County Public Library first opened a branch in the media center at McDougle Middle School . More recently, with support from the Town of Carrboro, it has added a Cybrary downtown to complement hours and services at the school . Although the present facilities are innovative approaches to addressing critical needs for library services, access and resources are limited . The public library at the Middle School operates only during the hours school is not in session . The opening of the Cybrary is an attempt to increase access and extend hours available , but staffing, collections, and services are very limited . The Carrboro Library Workgroup has recently recommended that a stand -alone branch library of 6 , 000- 8 , 000 square feet replace these two facilities ,. As the Orange County Library Task Force reviewed this situation with the consultant, it agreed that the need for service extends beyond the town limits of Carrboro and determined that the design population for a new facility should include the broader region of Southwest Orange County and discussed its potential role as a regional branch library similar to those in Wake County. As with the central library, the consultant developed a set of basic requirements for the branch using the proposed design population (including 20-year projections for the broader Southwest Orange population) and identified potential functions to be accommodated in the facility. Appendix A itemizes these requirements and functions . Appendix , F calculates the proposed size of the facility based on the set of requirements and functions . The resulting optimal size for a newly constructed facility is 25 , 000 square feet . Alternatives to constructing a facility of this size immediately include the following . ■ Leasing a smaller facility and moving to larger facilities as needs indicate ■ Constructing a smaller facility but locating it on a site which has space for an expanded facility o That the Orange County Public Library establish a branch library to serve Cheeks Township, its size dependent on the tinting of the opening of the library and subsequent changes in population projections for the township. It is estimated that, given the current 20 year population projections, a newly constructed facility of 10, 000 square 17 i Orange County Library Long- Range Facility Planning feet would be needed. Orange County should continue to investigate co-location of the branch irr the new Efland- Cheeks Middle School in the short term if public library user service needs and space requirements can be met with that arrangement. Cheeks Township is expected to experience considerable growth over the next 20 years , particularly along 1- 85 in the areas of Efland and Mebane. The area is home to commuters who work as far away as Greensboro in one direction and the Research Triangle Park in the other . The County has targeted this area for economic and industrial development. With the opening of new companies , residential population may exceed projections . The 2001 Library Task Force identified the area as a site for a library branch . 50 % of the population of the Township had Orange County Library cards at that time and there was considerable vocal support for a local branch . The Task Force then recommended that services be provided in a library co -located with the Efland Cheeks Elementary School . This facility turned out not to be conducive to a co -located arrangement . A new Efland Cheeks Middle School is now planned for the area with the possibility that a joint use facility be considered during the design phase . This could provide an opportunity to address the service needs of the township sooner rather than later; however, as with the Carrboro situation, it may provide only an interim solution depending on the planning criteria used. Lessons learned from the co - location experience at McDougle Middle School should bed applied so that public access is not limited . The computer system should ensure that public library patrons are part of the larger public library system and have easy access to all resources in the system _ As with the other facilities described above, the consultant developed a set of basic requirements for this branch using a proposed design population based on 2025 projections and potential functions to be accommodated in the facility. Appendix A itemizes these requirements and functions . Appendix G calculates the proposed size of the facility based on the set of requirements and functions . ❑ That the population growth irr the Cedar Grove Township be monitored and plans be considered to .arcpand the library facility in the Orange County Services Center as indicated. The Cedar Grove Library opened in 2004 in a facility housing other Orange County services . It serves a very rural area of the northern county , The facility is adequate to address current demands however, the population over a 20 -year period is projected to grow to a level that could warrant service expansion during this period , ❑ That rural community erodes be evaluated,for the establishment of cybraries to provide access to more distant library resources; or, alternatively, reestablish bookmobile service with Internet access to county areas not served by an accessible library facility. The 1998 Guidelines for North Carolina Public Libraries recommend that 90% of the service population be no more than a 15 -minute drive from a library and that those who lack regular transportation to a library be served by a bookmobile or other outreach service. The 18 Orange County Library Long-Range Facility Planning d 7 Orange County Library currently operates an outreach service to preschools and retirement facilities in the county . Large areas , particularly in the northern county, are not served by accessible facilities or outreach services . This study did not identify any particular areas that required services , but the Planning Department has identified in its land use plan " rural community activity nodes" which could provide a logical location for future cybraries . These nodes are defined as " land focused on designated road intersections which serves as a nodal crossroads for the surrounding rural community and is an appropriate location for any of the following . uses : church , fire station , small post office , school , or other similar institutional uses and one or more commercial uses . " u That the Chapel Hill Public Library be recognized as a significant partner iit the provision of library services to the County. ■ That allocation of Comity, fttuds to the Chapel Hill Library reflect the role of that Library in providing county services, Btat a study be undertaken to determine the feasibility of joitrt computer operations of the Orange County Library System with the Chapel Hill Public Library. The Chapel Hill Public Library has for many years been a mainstay of library services in Orange County and has offered services free of charge to Orange County citizens who reside beyond the town limits . In return, Orange County has provided an annual appropriation to the Town for the operation of the library. This appropriation currently is $250, 000 . In light of the Town ' s plan to expand the library and its recognition in the planning that the library will continue to serve a substantial number of residents beyond the town limits , it is important that the County maintain and consider expanding its operational support. The computer networking of all of the libraries in the County would improve access to all resources and bring a greater sense among county residents that one ' s local library is part of a larger whole . Ideally, the Chapel Hill Public Library would be included in this network. The complexities and costs associated with combining the systems may not be feasible , however, and require detailed study by an expert in the field . 19 � .i �� , ► • �• :� G . . . . ' - � �. � � . . ..