HomeMy WebLinkAboutAgenda - 05-06-2002 - 5 JOINT MEETING
ORANGE COUNTY BOARD OF COMMISSIONERS/
HILLSBOROUGH BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: May 8, 2002
Action Agenda
Item No.
SUBJECT: Whiffed Human Services Center Improvements
DEPARTMENT: Public Works 8 Purchasing PUBLIC HEARING: (YIN) No _.
& Central Services
ATTACHMENT(S); INFORMATION CONTACT:
1/24/02 Public Works Director Memo w/ Wilbert McAdoo, 245-2825
Diseased Tree Report and Pictures Pam Janes, 245-2650
Tree RemovallReplacement Brochure
3127102 Purchasing Director Memo TELEPHONE NUMBERS:
5/3102 Purchasing Director Memo Hillabarough 7324181
Chapel Hill 9684501
Durham 688-7331
Mebane 336-227-2031
PURPOSE: To provide a brief status raped on the County's improvement activities at the
Whiffed Human Services Center.
BACKGROUND: In recent months, the County has been planning and has now begun to carry
out various improvements at the Whined Human Services Center on Weat Tryon Street in
Hillsborough. There are a number of attachments to this abstract which outline recent, current,
and future activities related to these improvements, which include, among others.
• Paving of several parking lots
• Relocation of various County vehicles to Increase availability of patron parking
• Renovation of the Health Department clinic area
Replacement of Whined Center HVAC system, ceilings, and lighting
• Painting and floor covering replacements
Removal and replacement of diseased trees
FINANCIAL IMPACT: There is no financial impact associated with the status report on the
County improvement activities at the Whined Human Services Center.
RECOMMENDATION(S): The Manager recommends that the Beside receive the report for
information only.
ORANGE COUNTY PUBLIC WORKS
WlLapai J.MCA00 P.O.BOX 8181 Osfics: (919)245R615
Diki HMLSBOROUGH VC 24778 Pax: (919)6443016
To: John Link,County Manager
Fmm: Wilbert McAdoo, Public Works Director
CC: Rod Vleseh Assistant Manager
January 26,2002
In the summer of 2000,Orange County Public Works staff determined that a thorough
assessment and evaluation of the twelve maple trees surrounding the Richard E.Worried
Human Services(REWHS) building located at Wit West Tryon St.in Hillsborough. N was
warranted due to serious health and safety concerns (.a., risk M falling limbs). The Imes
predate the County's acquisition of the building in 1975—exad figures on their ages are
unknown. At that Ome,the observed condition of several of the trees indicated the possibility for
loss of limbs, a particular concert during periods of severe weather when accompanied by high
winds. Until recently, 5large sugar maples have bounded Me front of the property, near the
nealning wall, while 0 red maples have bounded the east side of the building,mashooking a
busy parking lot. However,the Public Works Departments concerts with Me trees were
recently heightened wren a red maple located on the east side of the building fell down during a
fairly typical storm In Onobarof 2001. Nthough no one was injured some property damage did
occur, and Me risk of personal injury to County residers or staff Is a major concern.
As you are aware, REWHS houses County departments and agencies providing a variety of
services to County leaders, including beat and social services. As such, it experiences a
constant irrflux of visitors, many of whom are young families, disabled or elderly. In November
of 2001, Public Works staff contracted in an evaluation of each tree from Dr. James R.
McGraw, Professor of Forestry and Extension Urban Forestry SperJanst war Me North Carolina
CoopereEve Extension SeMce at NC Stara University.
Unfortunately, Dr. McGraw confirmed many of Public Work's concerns with the properys
remaining eleven trees. He stated in a letter dated Dec.5,2001,(Attachment 1),'An executive
summary of nny examination of these eleven trees is: tree 42,#3,#5,#6,#E and #12 need to
_ 3
be removed immediately;tree#1, #4, #7 and#11 need corrective pinning immediately in exist
t o e liminate various numbers of detective parts in their crowns; and tree#10 needs an aerial
Inspection of the crown's branchwood and elimination of further damage to the surface roots
near the base of the tree." (Trees are platted by number in Attachment 2). The problems the
meat-damaged trees are exhibiting, according to Dr. McGraw, include extensive cavities,
deadwood and defedive branches (ses examples of damage in the photos in Attachment 3).
He also said Nat,"Due W the siting of each of these eleven maples, adjacent to either
pedestrian entryways,a municipal street, parking or overhead scandal u4lity lines and the
unpredictable defective structural conditions listed, expedient corteMlve pruning or removal of
these trees as described for each area would be mast anti
At this time, Public Works staff recommends the removal of all eleven maples and the
replacement of each one with a has of the same type, about 6"in diameter and reaching to
approximately 20 feet in height. The trees will be moved back from the existing retaining well
Into a better position that will prevent problems with the did bee's mot systems. AtwelMlree
will replace the one that fell and a thirteenth tree will ba added In the east side of fine building.
Each b60 will be replaced with the same type that was previously there: sugar maples along
the front of the building and red maples along the side.
Reasons W consider replacing and changing the position of all trees:
Providing improved mat Town area;
Increasing distance from to retaining wall to allow room for mot growth;
Providing adequate mulch area ring which should be sized to about 6;
Providing adequate watering area;
Providing shade for the building;
Creating symmetry in locating trees in line amund building of lch
improves aesthetics and
Providing Increased distance from overhead power lines.
All of these tree removals and installations would be conducted by area professionals with
experience in the Told through a competitive bidding process. Every effort to follow
recommended maintenance plans for the new trees would then be followed.
I met with the Hillsborough Tree Board on January 16,2002 and Vie members unanimously
approved the recommendation to remove eleven trees and one stump and install the 13 new
maples.
The estimated cast of tree removal and replacement is$25,000 to$30,000, Funds are currently
available In the Count's previously approved Capital Investment Plan.
Upon your approval to proceed.Orange County Public Works staff will work with Purchasing
Department staff to develop spedifcations and solicit proposals to complete the tree removal
and installation. Please note that Dr. McGraw suggests that we have an impending liability
which well expedient conective action
Should you have questions or need remission please contact me at 245-2627.
Table i
Identification Tree Cond2on Summery Frolacement Tree
Tree Two cavillee and decayirg stub F tllameter sugar maple
endroling upper Wnk.
Cme2 Cavity zMan mearsasalmost a lira of U diameter sugar maple
the upper hurl Cilcumferenne.
Re®tlual souncl adjacem to this
�M is aim of Tn"Ident Mlckness
Trees pecaying cavlrywnim enelrcJes alms s"diameter auger maple
a Ind of the upper trunKs
sums
The ale Branches wiM CavNes and additional Tdlameter augar maple
dearl in Ore crown.
Trees Crown full of Selective immune , s"diameter sugar maple
Trec6 Downcast stubs almond the weer E diameter""maple
flunk Several tommAme;thrown me or
more avties.
Tree] DadwaM IvadledMmyhW Cmun. T dim for red maple
Trea6 Exleneve,acffiNld and brenchvrocU 6Nameter red maple
f riuRa
TMe9 Fallon in5wm. V diameter red maple
Trta 1B Damaged surface mots. Wdierim ar red maple
Tree 11 Thal long dlocaying area F diameter red maple
Defective branch wilkM1 extends tawaNa
the parl for.
7 5 i2 Srotm damage,all major branches in W diameterredmaple
the erorm nave caviliee and other
derma
ast�.rl i
Nortll Carolina Cooperative Enension Servi
ma:oo remmv
v.pwmmar�,mr
Cepus BV®
_ _ Nets GtlYe Sum M'rvvtity
December 5,2001 mklgk worn aouu retsmm
91951SSM MIm1
919 6156a Ilse
Mr.Wilbert 1.McAdoo,Director
Orange County Public Works
P.O.Box 8181
11Jlsbomugh,NC 27278
' Dear Mr.McAdoo:
At your reyueat.I visited the Richard E.Whined Human Services Center on Tryon
Street in Hillsborough on Novenrber 28,2001,to estuaries the structured condition of eleven
large maples located on the grounds of that public building complex. P ioaaly,you hod
accompanied mew tae site and provided me a sketch oft he property denoting each tree's
locati on and yew numerical identification fin ems tree.
I have attached an mandated copy of the International Society efArboricnttuae's`Tree
Hazard Evafstion Form"for each of the Me;examined plus as mounted copy of the sketch
map of the site. The numerical hazard none determination(failure Potential plus size of
defective hazardous part(s)set target rating),bazeed abatement recommwdatiens and
comrens Jenson we locawi mthe bottom of the back of each Me's form. Each form mpom
runny detailsloondithus observed during my examination;however,mmy of firs aMervations
aiming synapsis, should notasets:tathese here dodproossess additional em
thefsort property,
one aM1tuldataromasthat dr9e Mea do not possess additional do®b
m fife mdpmpnty,
An executive sunvnery of my nomination oftheae shoves bees be Me#2,#3,#5,#0,
its and#12 need to be removed immedutely,tare#1,#4,47 and 411 nand corrective pruning
Monediatehy in order to eliminate various numbus ofdefetive parts in then¢ewer;med Me
910 needs m serial inspection ofthe crown's branchwood and elimivatiev of father detonate w
the sorfoe rents near the base of the tax.
Tree 91,a 299 inches in diameter(diameter-at-brnstMight(dbh))sugar nupls,bss
two cavities and a decaying shl6.uaitnling fe upper hlmk imrnediately below the divergence
of the four main scaffold branches of the crows At this time,the extend of these decaying mean
do not Warrant bsoaad reduction pruning noel addition aerial inspection is needed to eliminae
the hazard potential ofthe defx[ive branchwood in the mnwm.
7
Tree#2,a 27.7-inch dish sugar maple,bas a cavity which mcimles almost a third of the
upper mask's cvcumference and extends upward into the base of major scaffold tomato off
Ne north aide ofthe upper trunk Thereaduod soumdwooi acijacemtto this cavity is also of
uuvfficicnt tldchness. The hazard potediiat of this major complex defect warrants the
immediate removal Oftivs lose. -
Tres#3,a 30.34noh dish sugar maple,bas a decaying cavity which mescles almost a
th of ofthe upper mwk's eimutnfinence and e#ends upward into Its baso of the verrienl and
lwo north side acatf Idbravches. The hezerdpolmdal ofthis major complm defect wasam e;
Ne immediate removal of this tree.
Tree 44,a27.1-inch dish sugar maple,has several branches witty cavities and additional
deadwood m the wwv which requires immediate removal to reduce tha hssar i poteopal of
these defective branches.
Tree#S,m 18.1-ivWrdbb sugarmaple,has a crown fill ofdefeetivebmvchce. The
rmctive pwdvg neccesaryto eliminate the hazard pnaed by the defectivebrenches would
produce a diedgusai relic. Therefore,the immediate removal of dais tree is the most
appropriae admricultmW action both estlemically aad safety-wise.
Tree#6,a 16.]--inch dish sugar maple.has many,deadwood subs around the upper mmk
m the base ofthe divergence oftbe emwn's branches. In edditiov,severzl ofNe croav's
branches have one Or more cavities. The corrective prmdng necessary m eliminate the haurds
posed by Nest defective branches would produce a disfigured refit. Therefosc,the immediate
removal Of IRS tree is the most appropriae mboricWturdl action both esthetically end aafdy-
Tr«#],a 111-mob dish red maple,needs immediate correa dive psming m remove the
deadwood scattered throughout its mown.
Tree#$a 19.1-inch dish red maple,has extensive scadDa ld and branchwood failures
asses ed previous sNrm aetiw. The cedbxive es sou necessary to etimiume vatic.
Possessed by these defective scaffolds and branches
the would produce a disfigured relic.
Therefore,the iy cold eremovil of this nee is Ne non appropriatelyarboricWmnal action
both esthetically end safeH.wisc.
Tree tN is missing from to compl m at and was reported m me as having recently
fallen info We adjacwt padrivg I.I.
Toe#10,a 23.6-inch doh red maple,has many,damaged suxfaca rolls around the base
of dm tree. Continuation of the deleterious mot damage needs m be elbWttated. Alargo -
mull area around this tree would be an appropriate means of eliminating further damage to
NesesmfammOts. AnaeriWinapccfionofthccrown'sb chwmdmWsorecommmded.
Tree 411,a 31.2-inch diameterred=Ple,bas a3-foot long,verrical decaying area on
the seuthwestan side of the trunk which requires futue mvaitming and a defective branch
which Wards towards the parking lot This defective branch needs immediate removal.
TreC 412,a 29-inch dbh red maple,has pmiowaysunainedcalar eive storm damage
mm all major branches in me crown have caviCn,sM nth¢def¢ra ofsulScient size m rniuire
marre royal. The corrective pwdngvecesrary to eliminate tbesedefective branches would
Produce a didiumed rolic. Tberefine,the immediate removal of this tree is me most
appropriate arboricultnat action bom eathedcmly and safety-wine.
Due to the sting of each of mesa eleven maples,adjacent to eimerpedestrOm mmywaya,
mmdciPm street,paling or ovabeed electrical utility lines and the unpredictable defective
etructumd conditions IiatM,expedient corrective Pruning or removed of muse trees as described
for eacti one would be mast pendent
IT can be Of assistance regarding mis or oma urban lines by mareen plmae do not
heaimm m cement me.
Sincerely,
Prof ofPorestry
• And
Ezteosion Urban Fmeatry Spaialist
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18
MEMORANDUM
T0- John Link, County Manager
County Commissioners -
From: Pam Jones, Director of Purchasing and Central Services
RE: Whiffed Building Projects
Date: March 27, 2002
You will be discussing issues related to the Whited Building as part of your April 3,
2002 work session with the Board of Health. In order to provide some context for the
issues discussed during that meeting, I am providing an overview of all of the projects
scheduled at the facility in the near future. I would particularly direct your attention to
the Option 5 under`Special Considerations'found on page four of this memorandum.
Dr. Rosemary Summers will be providing more specific information about this matter
dunng the work session.
The projects, listed below, are significant In scope and will impact the employees
working in the building as well as the cid ens whom they serve:
1. Parking lolimprovements
2. Renovation of be Health Department clinic area
3. Replacement of the HVAC system, callings and lighting in the Whiffed Building
and the Recreation Building
4. General Painting and floorcovering replacement
Parking Lot Improvements
The Whited Building has a total of four parking areas to accommodate both public and
staff parking at the site. None of the areas are currently paved. Funds available
through the Capital Investment Plan (CIP)will allow us to pave the lot at the corner of
Hassell and Tryon Streets as well as the lot to the east of the building. The combined
total number of spaces on the paved lots a estimated to be 80.
One of the four areas is presently used exclusively to park the OPT buses. Thisarea,
which is estimated to accommodate approximately 38 vehicles will be opened up for
public parking when the OPT buses are re-located to the Public Works campus on
Highway86N, Hi11sborough. While funding is not available to pave this portion ofthe
lot, improvements will be made to the area to make it more suitable for public access.
This move is anticipated by Apnl 15, 2002.. -
The parting area to the north of the Whited Building will accommodate approximately
62 vehicles. As in the previous instance,funding Is not available to pave this portion of
the lot, however, improvements will be made to the area to make it more suitable for
parking by the public and employees.
Whined Projects Update
March 27, 2002
Page 2
Understanding the significant parking issues that exist at the building and desiring to
ensure that both the members of the public and the employees have adequate access
to parking, Department Heads from the Whited Building devised the fallowing parking
plan:
• The each to be paved lot at the comer of Hassell and Tryon Streets will be
designated and signed for public parking only.
• The to be improved, unpaved lot currently used by the OPT buses,will also
be designated and signed for public parking..
• The soon to he paved lotto the east of the building will be designated and
signed for employee parking;
• The to be improved, unpaved lot to the north of the building will be designated
and signed for employee parting.
• Al onatreet parking will be public parking only.
• Employees will be issued parking hangings that hang from the mirmrof their
vehicle.
As mentioned by the Manager during the March 19 County Commissioners meeting,
the Town of Hillsborough Manager has offered to explore with the County the possibility
of developing a limited number of additional parking spaces on Hassell Street to the
west of the facility. The County and Town Engineers will dammtine the feasibility of this
approach. If deemed advisable, it will be included in the paving bid solicited by the
County as an alternate so that we may isolate the met and make an informed decision
as to its overall value.
The specifications for the paving project are currently being completed and will be
submitted for review W the appropriate regulatory agencies very soon. We anticipate
that the project may be bid such that an award may be made poor to June 30,2002,
The work, estimated to take$046 days,will be completed over the summer.
Health Department Clinic Renovation
Dr. Rosemary Summers, Health Director identified the need to re-vamp the Hillaborough
clinic area some time ago. The project consists of changing the floor plan such that the
dient flow will be more ordery, thereby making the operation in general more efficient.
It will also address OSHA standards for flooring that can be disinfected in the clinical
area (the existing carpet cannot be disinfected). Furher, the renovation will address
heretofore-unmet specialized needs, such as the creation of a negative pressure
treatment room for TS patients and mom functional pharmacy and lab areas.
This project th anticpated to require approximately four-six months to complete. The
HVAC replacement project will require that areas be vacated while the ceilings are
removed and ductwork is replaced. For this reason, the Clinic renovation was designed
to be bid In tandem with that project, although funded separately.
Whined Projects Update a0
March 27, 2002
Page 3
The Clinic renovation will be funded through Medicaid Maximization funds. As you
know, the federal government requires that each state °set aside" a portion of annual
Medicaid earnings as a contingency to avoid over expenditures. The funds are referred
to as 'federal coat settlement funds' or "Medicaid maximization funds'. Should the
federal government not need to use the withheld funds, It reimburses the funds to the
State on an annual basis. These funds are to be used for cast-based reimbursement for
public providers of Medicaid services. Renovation of the Clinic is consistent with
allowable uses of the approximately$225,000 available at this time.
HVAC System Calling and Lighting Replacement
The replacement of the HVAC system is a project of significant size and impact. The
project includes not only replacement of the air handling equipment but also line
ductwork, all above ceiling control valves and the ceiling Itself. New energy efficient
lighting will be added as well. It would be both unsafe and unhealthy for the building
occupants If this extensive work were to be conducted while areas remain occupied. For
that reason, we requested that a phasing plan be developed that would allow the work
to progress expeditiously, but leave the building occupants in place during as much of
the project as possible. The engineer, Reece, Noland & McElrath has provided three
phasing options as follows:
• 12-month construction time. The option that would complete the work within
12 months requires the County to vacate the entire building at one time.
This would require us to find alternative office space for approximately 150
employees for the full year.
15-month construction tlme. The second option creates five distinctive
• components over the approximately 15-month construction time period as
follows:
1. Recreation Building
2. All of Building B,which Includes the Health Clinic and part of DSS.
3. First floor Building A
4. Second floor Building A
5. Thim floor Building
• 20-month construction time The thim option develops twelve phasing areas
as follows:
1. Centel Red. Lower Level
2. Central Rec. Gym
3. Library
4. B Building Second Floor
5. B Building Firer Floor
0. B Building Ground Floor
7. A Building Second Floor
8, A Building First Floor Right Side
9. A Building First Floor Left Side
10.A Building Basement Adult Day Care
1I.A Building Basement Left Side
12.A Building Basement Right Side
Winded Pmjects Update
March 2],2002
Page 4
Using the following mtional6,we have recommended that the engineer pursue the
second option (15 months duration):
• The flrst option would require a significant expenditure in time and money to
find, retrofit and relocate the entire Whited service group to an af[emative
location. Further, per the cost estimates provided by the engineer, Me
potential cost savings from this bidding method would rat have been
significant and would not have covered the cost of the alternative space.
• The third option would require the contractors to stay in almost a constant
state of mobilization throughout the duration of the job. The Public Works
stall"and/or their moving contractor would have been on site frequently
moving people In and out of offices to make mom for the next phase of work.
Further,the constant rotafion of employees made necessary by this option
could potentially prove extremely confusing and disconcerting to the clients
seeking service. Additionally, the wort areas were too small for the
contractor to make consistent aggressive headway on the project. This
option would not only have been significantly more expensive, per the
engineers cost estimate, but would have presented many mare opportunities
to derail the construction schedule because of the extensive mobilization.
The second option was considered most favorable to the overall project. It allowa the
work to be sectionalized to give the contractor an acceptable work area such that the
project can progress body aggressively. Further,this option minimizes the disruption of
the staff and the public whom May serve by relocating them one time and for a limited
perlodoffime. While the parental bids are likaly[o be more undarthls option than if we
could vacate the building entirely, according to the engineering estimates,the difference
should be reasonable.
General Painting and Floor Covering Replacement
As the HVAC and creilingdigh ing installation is completed, each area will be repainted
and the floor covering replaced. The goal is to allow the workers to feel as if they are
returning to new space.
Special Considerations
The construction schadule should be reasonably certain within the next few weeks, after
the regulatory agency approvals have been received. We continue to explore options
for relocating employees during the construction period, but have not finalized plans.
pending approval of fie plans and associated tmelines. Options Nat we have
considered are as follows:
1. Departments may double up with other Departments and/or their own department
that may be located in unaffected areas of Me building.
2. Temporary workspace may be established In the Recreation Building using
cubicles.
3. Su pervisom may choose to allow some employees to telecommute for certain
periods of time and for certain jobs.
Whitted Projects Update
March 27, 2002
Page 5
4. Supervisors may choose to relocate some employees to other County facilities
(for example, some may temporarily work out of Southern Human Services
Center or Homestead Community Center).
5. Modular office units may be used. In particular, temporary cilnic space may be
established through the utilization of ranted modular units built for such a
purpose. The Health Director has received proposals for two rental units
designated to meet this need during the approximately six months needed to
complete HVAC replacement and clinic renovation.
The County staff and the engineers will be meeting with Department Heads located In
the W hilted Building within the next couple of weeks to determine the combination of
options that will make the move least painful to the county staff and public. We will
keep the you and the Board apprised as more information becomes available. Should
you have questions, please contact me already at 245-2652.
a3
County of Orange -
Department of Purchasing $ Central Services
Pamela K. Sons, Director
Memorandum
TO: John Link, County Manager
From: Pent Jones.Director of Purchasing and Central services
Will McAdoo, Public Works Director
RE: Irfwmatbnal Meeting for the Whiled Neighborhood
Dale: May 3, 2002
CC: County Commissioners
The County Commissioners have requested that an informational meeting be wi ieduled to
inform the Whirled Building neighborhootl about me various projects that will occur at the facility
in the nearfrture. Wilbert and I met yesterday to oul plans forthls meeting and In the
absence of input from you or the Board to the contrary, propose the following:
• The meeting would ca held on Wednesday,May 15, 2002 between 5 and 7 pm In the
Library conference room.
• The Public Works Department will prepare display beams reflecting the various
proj8=proposed W the building, including:
• Parking lot paving project
HVAC and lighting replacement project
Health Department Clinic renovation
Aesthetic Improvements,such as painting and floor cari replacement
update on the replacement of me trees
• Further.the such will be prepared to discuss the temporary changes that residents
may see In the neighborhood as a result armless project. Forexample:
• The County will seek to loots modular units to be used for temporary
office space for displaced workers during the HVACAIgMing renovation.
The neighbors will be able to see where we propose to boots the units,
contingent upon the Town's approval, as well as him long May will be
needed at Nat location.
• Hours of work W the construction company and Me potential after-hours
activities that he neighbors may see will be discussed(Note: neighbors
should not be Impacted by noise,but may sae additional lights on until
later In the evening during certain periods of the HVAC renovation).
P.O. Box 8101'132 East fire Arrest`Hillsborough,North Carolina 27278
Telephone: Area Code 919 245-2652
Fox'. 641001
E-moil'. P.ioneseco.mxm9e.ni
aq
The meaning would be formatted as an Informal walk-about meeting so the residents
o could spend their time with to component(s)of the project about which they are
most Interested. Staff knowledgeable about the projects would be stationed at each
of the display boards and would be able to answer questions raised by We residents
as well as to offer information about Nat component of the project. We have
attempted to structure the ne"Ing such that all residents will have an equal
opportunity toleave their questions answered and their wincems considered.
Light refreshments will be offered.
We would welcome your comments and suggestions regarding the proposed format. Although
it goes without saying,we Invite both you and the Stood to drop In and participate in whatever
manner you may cri