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HomeMy WebLinkAboutAgenda - 11-09-2005-3ORANGE COUNTY BOARD OF COUNTY COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: November 9, 2005 Action Agenda Item No. 3 SUBJECT: Northern Park -Operations and Maintenance Costs and Project Timetable DEPARTMENT: Recreation & Parks, ERCD PUBLIC HEARING: (Y/N) No ATTACHMENT(S): INFORMATION CONTACT: Lori Taft, 245-2660 1, Staff Memo re O&M Costs David Stancil, 245-2590 2. Possible Timetable of Activities Marabeth Carr 969-3880 PURPOSE: To consider preliminary cost estimates for the operation and maintenance (O&M) of Northern Community Park (at the Northern Human Services Center), as well as a timetable of possible pre-construction and construction activities. BACKGROUND: On August 29, 2005, the Board reviewed information relative to the proposed Northern Community Park, located on NC 86 seven miles north of Hillsborough adjoining the Northern Human Services Center. This information included a memo on preliminary cost estimates as well as a possible timetable of activities for construction, On October 3, 2005, the Board approved the Master Plan for the Park. An updated memo regarding O&M costs is attached. In general, R&P staff projects the need to begin to expend start up capital and operational costs associated with the park at the time construction begins (in the fall of 2006). Attachment 1 illustrates proposed operating and capital funding needs for start-up and ongoing costs for the park, A timetable for park construction (attached) envisions a site plan application submittal and approval to be completed by .lanuary 2006, followed by preparation of construction drawings, engineering studies and other bid documents in 2006. If the contracted drawings and engineering work is expedited, staff believes that these could be completed and a bid solicited by August 2006 and awarded in September 2006. This would provide for construction to occur generally between October 2006 -September 2007, with a possible park opening in the fall of 2007 or winter of 2007-08 (note -playing fields will take at least one full year to establish and most likely will not be ready for use before the fall 2008 or spring 2009). FINANCIAL IMPACT: Funds for construction of Northern Park were included in the vater- approved 2001 Parks and Qpen Space Bond in the amount of $1.2 million and these funds have been appropriated. Approximately $33,000 has been expended to date for surveys and estimates. Staff has estimated annual operating costs for the park to be approximately $196,000, with start-up capital equipment costs of approximately $55,000 - $65,000. Costs would be incurred beginning in the fall of 2006 with the full ongoing operating budget needed in fiscal year 2007-2008. RECOMMENDATION(S): The Manager recommends that the Board review and discuss the Northern Park cost estimates and timetable and provide direction to staff as needed. ' a}~~~` ~faFi~ t E ::.> Orange County Recreation & Parks NORTHERN PARK OPERATIONS The Recreation and Parks Department's operations resources will directly impact the health and the economic development of the Orange County community. As parks are developed and facilities built, the condition in which they are maintained and the programs provided have the potential to increase the real and perceived value of surrounding properties and businesses. In every survey measuring the desirability of a community, open space and recreation and parks appear at or neaz the top of the scale of criteria along with quality schools. Businesses are attracted to communities with a strong commitment in these areas. Families look for communities with safe and beautiful parks nearby. They look for places to live where programs and activities for themselves and their children are plentiful. Use and participation in Recreation and Pazks programs and facilities can impact obesity, general health and combat the sedentary lifestyles which seem to be so prevalent, even increasing, in American families, The level of funding for personnel and operations at Northern Park will determine what the park looks like and how it is used on a daily basis. Whether or not trash is picked up daily, restrooms are cleaned daily, playing fields have grass on them, children's playgrounds are inspected and safe, and whether the park is an asset to the community will to a great degree be predicated on the monetary commitment made to the park in operating funds. The Recreation and Parks Department hopes to achieve a service level in pazk operations that is reasonable for our community and its citizens. Cost projections have been developed to provide economic efficiency, reduced liability, improved public image and environmental stewardship, Little River Park, with 15 acres of developed park area, along with 387 acres of preserve, has a staff of two full time employees and three temporary positions. While certain projects and trail work take staff into the preserve areas, by far the majority of staff time is spent in the front 15 acres. This area includes a playgrowid, two picnic shelters, parking and grassy areas. No playing field or court is present at this park, The current staffing level is spartan, It is at times, difficult to meet expectations. Interpretive programs have not yet been developed, the park management plan has not been completed, additional signage, benches and kiosks need to be constructed and repaired. The azmual operating budget for Little River Park is --$184,000, with $58,000 additional spent on start-up capital in the last two years, Northem Pazk will have 48 acres with two lighted athletic fields, courts, playgrounds, a paved walking track, trails, a shelter with restrooms and parking in Phase I. This active park will have operational requirements, which are substantially different from those at Little River Park. Funding estimates for operating this park are in the range of $196,424 in annual operating costs ~J and $54,100 in start-up capital. This includes a staff of tlnee full time parks employees as well as three temporary staff. Two Parks Conservation Technicians (PCTs) will provide the opportunity for maintenance to include trail inspection, field lining, infield grooming, court cleaning/blowing, informal playground inspection, cleaning barbeque grills and picnic tables, a seven to ten day mowing and trimming schedule, leaf blowing (seasonal), twice weekly field irrigation as needed, daily or alternate daily trash pick up, restroom and shelter cleaning, seasonal field aeration, top dressing, overseeding, fertilizing, weed and insect control. Annual playground inspection/certification, tree inspection, application of playground safety surfacing A third Parks Conservation Technician will allow for mowing, trimming, hail inspection, field lining, infield dragging, court cleaning and leaf blowing to occur every three to seven days. Irrigation will be possible three times weekly. Trash pick up, restroom, playground and shelter cleaning will occur daily and seasonal, annual flower-beds will be provided and maintained.. The maintenance of a park athletic facility is substantially different from that of a school field. The fields proposed at Northern will not be secured from public use, and as such are subject to a high degree of play pressure. In-house league games and practices on this softball baseball field could average 15-20 per week during the season or more, in addition, rental and casual (walk-on use) will add to the wear and tear. A local high school Athletic Director reported an average of 20-25 games for' an entire season scheduled on the high school baseball/softball field with no opportunity for casual use.. For any athletic field, there is a high expectation in the condition in which the field is kept. They can't be maintained like a lawn or general grassy area. This summer and fall staff mowed the field at Central Recreation an average of twice each week. We also observed a reduced rate in the growth of the grass this season due to the drought, Still we had some complaints from football coaches and parents about the height of the grass and the lining we provided for this practice field. Soccer players are even more particular as they play the ball on the ground, so their play is affected more easily by the length of the grass. The play pressure on athletic fields in parks calls for added measures in maintenance and operations. Certain tasks must be performed more frequently just to keep grass on the field, This affects staff hours, equipment needs as well as materials and supplies. Projected Operating Costs: Proposed Full funding Three full time PCTs Plus Temporary Reduced funding Two full time PCTs Plus Temporary Personnel: $146,224 Operations: $ 50,200 $107,865 $ 49,.300 Total Operating: $196,424 $157,165 Start-up Capital: $ 54,100 $ 54,100 5 Some additional equipment will be needed for essential functions at Northern Pazlc, but will also be available for use at other parks.. Additional Capital Equipment Funding Needed for Northern and other County Parks: FY 2005-2006 $ 65,000 (currently under consideration) Items include: Skid-steer loader (ie Bobcat) with attaclunents -This would be assigned partially to Little River Park with Durham County paying for one sixth of the cost. Total: $40,000 Mid size vehicle or truck for recreation and athletics to share. Total: $25,000 Northern Park A Possible Timetable November, 2005 ..- , October 2005 Master Plan adopted, facilities for construction identified, budget approved November 2005 - Pre-Construction Activities (expedited, may not be in September 2006 sequence) including RFP for engineering work, BOCC award of contract far engineering work, Site Plan prepared and application to Planning Development, State permit approvals received, Site Plan approval received, remainder of construction drawings prepared, develop bid construction documents, solicit bids and recommend bid award Se tember, 2006 Board awards bid for construction October 2006 - Construction of Northern Park Se tember 2007 Fall 2007 ar Winter Park opens to public* 2007/08 Tentative schec&ile, saibject to change -Playing fields will need at least one growing season after established, and may not be ready for play unfil fa112008 or spring 2009