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HomeMy WebLinkAboutAgenda - 12-09-2003-10aORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: December 9, 2003 Action Agenda Item No. _ 10'~-~_ SUBJECT: Whiffed Human Services Center- Update on Renovations and Space Allocation DEPARTMENT: County Manager PUBLIC HEARING: (Y/N) No ATTACHMENT(S): Floor Plans -Pre and Post Renovation (under separate cover) INFORMATION CONTACT: Jahn Link, ext 2300 Gwen Harvey, ext 2307 Wilbert McAdoo, ext 2627 Pam Jones, ext 2652 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To provide the Board of County Commissioners with updated information on the progress of renovations at the Whiffed Human Services Center (Buildings "A" and "B"), and a diagram of interior space allocation for when the Center is re-occupied, BACKGROUND: Significant improvements to the "A" building, as part of the overall Whiffed facility renovation, are nearing completion. As in the "B" building, the scope of work has included the replacement of the entire HVAC system, acoustic the ceilings and lights, installation of new data lines, replacement of flooring and painting. Public Works is scheduled to walk through with the contractors during early December and the current forecast is that departments that had to relocate (Library, Housing and Community Development, and Social Services) will be able to consider scheduling their return to the building by the week of December 22"d The extended renovation period has provided a useful opportunity far County staff to further examine client and patron issues relative to space allocations in the "A" building as an overlay and update to the original County Space Needs Study, Far example, it will be important to maintain flexibility fora "storefront" presence in Hillsborough for both the Family Counseling Center (to be relocated from 110 S, Churton; July 1, 2004) and the Adult Day Treatment Program (to be relocated from 501 West Franklin Street; .July 1, 2004) currently operated by Orange-Person-Chatham Mental Health (OPC). Final space requirements and actual configuration are yet to be determined based upon continued review by the OPC staff and the Mental Health Reform Steering Committee of future programmatic needs and staff alignments, Additionally, adjustments to ease certain deficiencies in Library space can be handled mare conveniently at this time, Using space available on the basement level will allow for safer display and access to children's books as well as improved circulation and workflow for Library functions on the first floor. This change, while presented as an interim solution to the overall issue of Library expansion and/or relocation for which final resolution by the Board is pending, should be an immediate benefit to both patrons and staff. The Department on Aging desires to continue housing staff and programs at the new Central Orange Senior Center in Hillsborough and the Chapel Hill Senior Center, locations to which they were relocated in preparation of the commencement of the Whiffed renovation work, As the Board will recall, the Orange Public Transportation (OPT) staff was relocated earlier to a modular unit adjacent to the Public Works administration building on Hwy 86N, which will remain its permanent location. The area being vacated by the Department on Aging provides a welcome relief to the Whiffed Departments who continue to experience significant space limitations for staff and programs. The attached floor plans and space allocation summary sheet depict the "before renovation" and "after renovation" space allocations. In summary, the revised space allocations are as follows: Basement Level: • Housing and Community Development will move from the 2°d floor and occupy the office suites vacated by Department on Aging administration and OPT, thereby allowing a more serviceable client reception area and more adequate file storage for the Department, • OPC Mental Health will occupy the conference room previously assigned to Department on Aging on the basement level, (Discussions are on-going regarding configuration of space to accommodate the Family Counseling and Adult Day Treatment programs in the space previously occupied by only the Adult Day Treatment program.) • Library staff will occupy the "nutrition room", previously assigned to Department an Aging, • DSS will be assigned the "arts and crafts room", previously assigned to Department on Aging. (No change to the Health Clinic area on the basement level of "B" Building.) First Floor While the Library will not experience a net gain or loss in actual square footage on the first floor, office and hall space have been freed up for safer circulation, improved access to books and periodicals, and better staff adjacencies with the relocation of some administrative functions and materials to the basement level. The Library does gain 572 square feet on the basement level as described above, • Health Department will be allocated the offices previously occupied by the Department of Social Services (DSS) and adjacent to the Health Department Administrative offices in "B" Building. Second Floor • DSS will be allocated the offices previously occupied by Housing and Community Development in "A" Building, which are adjacent to other DSS offices on that floor. • There are no changes in the DSS space an the second floor in "B" Building. Overall these changes allow each of the named departments to gain a minimal amount of space and in some instances to potentially enhance the workflow made possible by having added workspace adjacent to existing departmental offices. FINANCIAL IMPACT: There is no direct financial impact associated with the reallocation of the space. However, it is notable that lease costs will be reduced in excess of $60,000 per year since OPC Mental Health Family Counseling unit may now be housed in the Whiffed Building rather than the leased facility. Funds have previously been authorized far completing the Whiffed renovation. RECOMMENDATION(S): The Manager recommends that the Board receive this report as information and provide any feedback.