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HomeMy WebLinkAboutAgenda - 03-04-2004-9eORANGE COUNTY BOARD OF COUNTY COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: March 4, 2004 SUBJECT: Site Plan - Efland Cheeks Park DEPARTMENT: ERCD, Recreation & Parks ATTACHMENT 1) Draft Site Plan Map 2) Tentative Timetable of Activities Action Agenda Item No. q -Q, PUBLIC HEARING: (Y /N) No INFORMATION CONTACT: David Stancil, 245 -2590 Lori Taft, 245 -2660 Paul Thames, 245 -2303 TELEPHONE NUMBERS: Hillsborough 732 -8181 Chapel Hill 968 -4501 Durham 688 -7331 Mebane 336- 227 -2031 PURPOSE: To approve the submittal of a site plan for Phase II of Efland Cheeks Park. BACKGROUND: On December 9, 2003, the Board received the report of the Efland Cheeks Park Concept Plan Review Committee, and authorized staff to develop a proposed site plan for the construction of Phase II of this park, co- located with Efland - Cheeks Elementary School in western Orange County. The attached site plan has been developed based on the report and Board feedback on December 9. The primary features of Phase II of the park are a new picnic shelter, lighting around the existing playing field and walking track, and trails (both a smaller ADA- accessible trail from the Community Center and a longer natural surface loop trail that would connect to adjacent Richmond Hills subdivision). The existing playground equipment would also be relocated. As instructed on December 9, a separate possible add -on to the project pending discussion with the Orange County Schools, is the grading and seeding of the "northern field" located above the school, would be included in the construction bid materials for pricing and later consideration of addition. Staff would also develop a plan for addressing the former sedimentation basin on the property. After review and approval of the site plan, construction bid documents and construction drawings will be developed in April after the hiring of the new Open Space Design Specialist. A timetable for park construction will be presented at that time. Generally, it is estimated that construction bids /drawing preparation, the award of the bid and actual construction could be accomplished in approximately 8 -10 months after the site plan is approved. Staff has also discussed the potential role for a construction manager in this project, Because of the small scale of activity in this phase of the park and the fact that the project would need to wait on a construction manager position to be hired, it is recommended that the project move forward with existing staff (the Recreation and Parks Management Director, with assistance from the Open Space Design Specialist and other staff as needed) serving in this capacity. However, staff does think that there is value in having further discussion about construction management skills and expertise in later, larger -scale parks projects, and would propose that this issue be explored more fully in coming months Staff would propose to hold two community open house meetings, one prior to and one during construction to keep the community aware of progress toward completion. FINANCIAL IMPACT: There are no costs associated with submittal of the site plan. Approval of a contract for construction would be brought back in June. The facilities to be built would be constructed with $250,000 in 2001 Parks and Open Space bond funds for Phase 2 of the park. Of the amount for this project, $125,000 was appropriated in FY 2002- 03 and the remaining $125,000 is in the current fiscal year as part of the next bond sale. The estimated cost of the proposed facilities is projected to range from $231,000 - $297,000. If costs exceed the available amount, or the Board decides to include the add -on project, staff would identify a source of additional funds that may include an appropriation from the School /Park Reserve Fund. RECOMMENDATION(S): The Manager recommends that the Board review the site plan, providing feedback as desired, and authorize staff to submit the site plan for approval. The Board may wish to authorize staff to prepare a report on the potential role of construction management in future, larger -scope park projects, reporting back a subsequent meeting later this spring, J Tentative Activities Timetable Efland Cheeks Park, Phase 2 (contingent on site plan submittal in March 2004) September - October, 2003 Concept Plan Review Committee meets to consider project, develop report November, 2003 Map revisions complete, Committee report completed December, 2003 BOCC receives Committee Report, provides feedback December- January, 2004 Phase 2 site plan prepared March 4, 2004 BOCC considers Phase 2 site plan and authorizes submittal March 5 Site Plan submitted April Begin construction drawings and bid documents Early -April Site Plan approved (courtesy copy to Committee) April-Early May Final construction drawings and bid documents prepared Mid -May Review of bid documents Week of May 17 Bids solicited Week of June 7 Bid deadline* June 23 BOCC considers and approves contract award August- November Construction (mechanism for communication with community citizens in place) Winter, 2004 Phase 2 Completed This timetable assumes best -case scenario, without unforeseen delays. * - Contingent on receiving three bids. 2/24/04