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HomeMy WebLinkAboutAgenda - 01-21-2003-9bORANGE COUNTY BOARD OF COUNTY COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: January 21, 2003 Action Age da Item No. SUBJECT: Southern Park Conceptual Plan DEPARTMENT: Environment and Resource PUBLIC HEARING: (Y/N) No Conservation ATTACHMENT Conceptual Plan (previously provided) 1) County Proposal - Southern Park Process 2) Potential Project Timetable (PFP Report) INFORMATION CONTACT: David Stancil, 245-2590 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To consider adoption of the Southern Park Conceptual Plan. BACKGROUND: In the spring of 2001, the Chapel Hill Town Council commissioned and charged a Southern Park Conceptual Plan Committee to develop the plan for Southern Community Park. In January 2002, the Committee issued its report/plan for this 73-acre site on US 15/501 south of Chapel Hill. In May 2002, the Chapel Hill Town Council adopted the conceptual plan and report, with revisions. In October, the Board began review and consideration of the Conceptual Plan. On October 15th and November 11 m, the Board reviewed additional information requested from the Town and authorized a response to Town representatives regarding a process for construction approval and funding. Discussion on November 11 th focused on the potential for relocating the footprint for a third soccer field to land along US 15/501. At the October 30 Assembly of Governments meeting, Town representatives indicated agreement with the location of the third field along US 15/501. A second question was raised about the timetable of activity for park approval and construction, and how the unfunded portions of the park would be addressed. The tentative timetable may be found in the attached spreadsheet, which is excerpted from the Park Facility Planning (PFP) Process report of November 11, 2002. The Town's Special Use Permit approval process will likely take the entirety of calendar year 2003, with the (proposed) Joint Town/County Project Planning Committee providing oversight and decisions on key points. Construction of the park may not occur until the spring of 2004, with a tentative completion target date of late-spring 2005. As of this date, no response has been received from the Town regarding the County's counter-proposal on the Southern Park Process (attached). It is anticipated that the final details of those arrangements will be worked out in early 2003 and placed for action by the Boards in February or March. 2 FINANCIAL IMPACT: The provisional cost estimate for the park, as calculated in the Conceptual Plan, is $3.58 million. Changes made by the Town Council (addition of a third full-size soccer field) have not been incorporated into this estimate. A total of $2.795 million would be available from the combination of 1997 and 2001 County bond funds for this project. To date, $205,000 (from the $1.0 million in 1997 bond funds) for this project has already been appropriated ($105,000 towards the construction of the soccer field at adjoining Scroggs Elementary, and $100,000 for the concept plan and associated costs). There are no Town funds programmed or identified for this project. 5outnern F'arK Provisional Gost Estimate Gon Funding Source 1997 Parks Bond - Southern Park ce tual Plan : $3,579,400 Amount $1,000,000 --- minus expended to date -$205,000 Remainder - 1997 Parks Bond $795,000 2001 Parks and Open Space Bond - Southern Park + $2,000,000 TOTAL Available $2,795,000 The $2 million from 2001 bond funds are in the Bond and Alternative Financing schedule that the Board approved in October. The planned issues provide for two equal $1.0 million installments for Southern Park, in FY 2004-05 and 2005-06, which is consistent with the requested timing from the Town submitted in the spring of 2002. The Town has not yet addressed the $800,000 in unfunded additional cost identified in the Conceptual Plan budget. More refined cost estimates will be developed as construction drawings are prepared and the Special Use Permit is developed. Phasing of park construction may be necessary. There are a number of financial issues in the proposed Southern Park Process, related to timing and approval of funding, that would be addressed in coming months as part of the process agreement. RECOMMENDATION(S): The Manager recommends that the Board approve the Southern Park Conceptual Plan, with the following conditions: 1) Relocate the third full-size soccer field along US 15/501 South and away from the Dogwood Acres subdivision. 2) The Southern Park Process document is subsequently agreed to and adopted by both Orange County and Chapel Hill, and a Joint Town/County Project Planning Committee is created (consistent with that document) to guide the further steps in the park project Once the Town has replied to the County's recent process proposal, that document will be placed on an agenda for consideration. No funds would be conveyed until the process document is approved. 3 MEMORANDUM To: Mayor Kevin Foy, Town of Chapel Hill Town Council Member Flicka Bateman Town Council Member Bill Strom From: Commissioner Barry Jacobs Commissioner Margaret Brown Date: November 12, 2002 Re: Process for Southern Park Thank you for your memo of July 24 ti' regarding a proposed process for Southern Park. We have reviewed the proposal, shared it with other Commissioners, and prepared a response (attached). Our proposed changes to the document are shown in bold and stfilefiffeug . In general, our proposals may be summarized as falling into the following categories: 1. Timing and Provision of Funding As we have considered your proposal and the unique nature of the Southern Park, it has become apparent that the procedural mechanisms and issues for this park lend themselves well to the procedure the County has in place to provide timely funding for new school facilities. We concur that timely and appropriate funding is of critical importance to all projects. In keeping with the framework established in the County's November 2000 "Policy on Planning and Funding School Capital Projects", as it would relate to item # 1 of your July 24th proposal, the County's fiscal responsibilities for this project make it prudent for the County to provide funding in a phased fashion, based on the Town's projected timetable of activities. Final approval of funding for the project construction should be timed such that the Board of Commissioners is comfortable that the appropriation of funding is in keeping with the expectations of the project as per the conceptual plan and the subsequent construction drawings. The school planning and funding policy is more detailed than is necessary and appropriate for the Southern Park project. That said, the project phases contemplated in 4 that policy for "Level 2" projects are generally compatible with and logical for the scope of work for this park. We propose that the Southern Park project be reviewed and implemented in accordance with the following four phases: • Concept/Pre-Planning Phase: This includes preliminary programming and design work that would result in conceptual drawings and preliminary cost estimates (this funding has already been provided by the County and most of the work in this phase completed). • Planning/Final Design Phase: This would involve selection of and work by the project designer/architect, activities related to SUP submission/review/approval, and final decisions related to siting and infrastructure issues, to the extent those are applicable to the Southern Park project. • Construction Approval Phase: Pursuant to selection of the successful project bidder, this phase would include funding for construction of recreational areas/trails/structures, purchase of equipment, contingency, etc. • Final Accounting Phase: Upon completion of the project, County and Town staff will reconcile actual project expenditures with the approved budget and provide both governing boards with a final accounting of the project. In keeping with this approach, we also propose in our attached response to shift the language regarding timing of funding chronologically to the point(s) in the process where funding would be approved. 2. Decision-Making We agree with the formation of a Project Planning Committee for the Southern Park project. This is consistent with the concept of the "Park Project Group"(or PPG), as proposed in the Intergovernmental Parks Work Group's recommendation for joint County/Town parks projects. However, we believe that the Project Planning Committee should contain an equal number of County Commissioners and Town Council members, to reflect the twin considerations that 1) the project is a Town park and the development approval of the project is in the Town's planning jurisdiction, and 2) the funding for park construction is by County bonds, which necessarily obligates the County to ensure that the use of funds is consistent with County financial standards and practices. Finally, while we agree with the formation of the Project Planning Committee to discuss and reach consensus on issues regarding the park, we are uncomfortable with provision 2(c) that would allow the Town Council to make decisions where consensus does not exist. We do not feel this unilateral decision-making should extend to financial appropriations, which remain a County responsibility for the reasons stated above. As such, revisions are proposed to item #8 accordingly. 3. Other General Considerations In addition to the above, we would add the following points, which are referenced in the draft: ? It is our hope that all decisions by the PPC can be reached by consensus, and that every effort will be made to obtain consensus prior to any unilateral action by the Town as provided in items 2, 8 and 9. ? The role of other County staff in PPC review is unclear, and should be addressed We hope that these proposed changes are acceptable to the Town, as we feel they will add necessary provisions that recognize the County's fiduciary responsibilities in the project. If you agree with these changes, we would suggest that the full elected boards review the proposal between now and the holiday break. We stand ready to discuss matters further if needed. We look forward to working with you on this park, and to the day that Southern Park opens as a wonderful addition to the quality of life of citizens in southern Orange County. 6 November 11, 2002 PROPOSED PROCESS FOR SOUTHERN COMMUNITY PARK 1. Approval of Conceptual Plan The Report of the Southern Community Park Conceptual Plan will be reviewed and as adopted by the Board of County Commissioners and the Town Council, as a guide to the expectations of the governing bodies and the community. 2. Project Planning Committee Upon adoption of the Conceptual Plan by both entities, a Project Planning Committee shall be appointed by the respective governing bodies: with an equal number of representatives from the Board of County Commissioners and Town Council., ;, and each Manager or his designee(s). a. Charge is to keep informed about the progress of the project and to offer input in a timely fashion b. Objective is to discuss and reach consensus on all issues before it in a timely manner c. If consensus is not readily available, the Town of Chapel Hill may make the decision to avoid delay in project upon notifying the Board of Commissioners at least 30 days prior to such action d. The Chapel Hill Town Council is the governing body in whose jurisdiction the facility lies and which will be responsible for operations and maintenance for the life of the project. The Orange County Commissioners are the governing body responsible for the approval of capital funds for park construction, as the project is currently defined. 3. Construction Design Project Planning Committee decides whether to continue with designer of Conceptual Plan or to select a new designer. If a new designer is desired, a. Town Staff advertises for proposals and reviews all submittals b. Project Planning Committee and Town staff review some or all submittals and recommend small number to interview c. Staff and Project Planning Committee interview designer candidates and make recommendation to Town Manager d. Town Manager negotiates a contract with architect as recommended by the Project Planning Committee e. If Town Manager cannot negotiate an acceptable contract with the first choice, he goes on to the second choice. If the second choice is not available or cannot be contracted with, the proposal is re-advertised as in subsection "a" above. L Town requests the County Commissioners' approval of updated Southern Park capital project ordinance for the Planning/Final Design Phase as quickly as possible 7 NOTE: As the County has done for a number of years for school and County capital projects, the Board of Commissioners would approve an updated Southern Park capital project ordinance at the appropriate point for each of the four project phases (Concept/Pre-Planning, Planning/Final Design, Construction Approval, Final Accounting). Funding associated with each phase is appropriated upon the adoption of the updated ordinance and is made available immediately thereafter to Town staff to "pay the bills" associated with each project phase. 4. Value Engineering The Project Planning Committee decides whether to accept the value engineering services of the firm under contract with the Town. The Town agrees to consider a recommendation from the County for such services, if the contracted firm is not used. If not, Project Planning Committee selects another firm, following the type of process outlined above for designer 5. Special Use Permit a. Designer works with P & R staff and value engineer to complete Special Use Permit (SUP) application, including design drawings. b. Project Planning Committee reviews drawings during process and approves drawings that are part of the SUP application c. Application undergoes regular SUP review process by advisory boards and Town Council, as well as by Board of Orange County Commissioners • At least 60 days notice is given to Board of County Commissioners before review period for application d. At Public Hearing Council receives staff recommendation in its role as owner and in its role as Regulator, and recommendations from Board of County Commissioners and all advisory boards and commissions e. Board of County Commissioners meets at its next meeting after the SUP Public Hearing date to prepare its final recommendations eaffiffiefits to Town Council before Council's final decision f. Town Council, in its role as Regulator, issues SUP 6. Bidding a. Designer completes working drawings and bid documents b. Town staff and contract engineer review drawings and specs before finalized for bidding, including code reviews by Inspections and Fire Departments c Staff advertises for bids, holds pre-bid conference, opens bids d. Staff, with assistance of designer and value engineer, analyzes bids, checks references and makes recommendation to Project Planning Committee on bids and project budget e. Project Planning Committee makes its recommendation to Town Manager, Board of Commissioners and Town Council on bid and project budget. Recommendations might include: -which of several alternates to accept -which part(s) of the base project to delete to come within budget -how to phase the project to accommodate budget and other constraints 8 7. Budget and Bid Award a. Once the construction drawings have been prepared and the final project budget completed, the Town Council considers recommendations of Project Planning Committee and Town Manager, makes its decisions and requests the County Commissioners' approval of updated Southern Park capital project ordinance for the Construction Approval Phase as quickly as possible, so that the bids can be awarded within 60 days of the bid opening. b. Town Council's budget may include funding for public art, whose expenditures would be overseen by the Public Arts Commission according to the Percent for Art Program c Board of County Commissioners considers recommendations of Project Planning Committee and Town Council in approving the capital project ordinance for Construction Approval phase. do se with ffliner- eanditiefis eft the bid ef budget, e fequest a meeting to be held within 8 days eff:epr-esefiteAives of the , - e. After County Commissioners agree upon budget, Town Council adopts capital project budget ordinance and awards contract 8. Construction a. Parks and Recreation staff, designer, value engineer and contractors proceed with construction b Value engineer joins staff, designer and contractors for monthly project meetings and may be involved between those meetings c. Periodic reports made to Project Planning Committee, at least pfebably quarterly, but more often if circumstances nmy dictate d. 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