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Home My WebLink AboutAgenda - 06-08-2004-9cORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 8, 2004 Action Agen a Item No. ~ G SUBJECT: Parks Operations Base DEPARTMENT: Purchasing and Central PUBLIC HEARING: (Y/N) No Services, Recreation & Parks ATTACHMENT(S): A. Tentative Timeline -Building Development B. Equipment List INFORMATION CONTACT: Pam Jones, (919) 245-2652 Lori Taft, (919) 245-2660 TELEPHONE NUMBERS: Hillsborough Chapel Hill Durham Mebane 732-8181 968-4501 688-7331 336-227-2031 PURPOSE: To consider options for space to be used as a parks operations base. BACKGROUND: The advent of parks development in the County has given rise to the need to develop an operations base specifically for the parks function. The parks services function requires that equipment be brought inside for routine, day-to-day lubrication and maintenance. As an example, the reel mower for Bermuda grass turf requires oil and filter changes every 50 hours, the "Sand-Pro" for the infields -every 25 hours. Blades must be "backlapped" once a month. This specialized day-to-day equipment upkeep goes significantly beyond the capacity of the County garage staff. Further, while the expertise needed to correctly complete the upkeep is part of training for Parks staff, it may be outside of the existing expertise of mechanics, primarily trained on vehicle maintenance. It is also notable that Bermuda grass requires mowing every other day, or at a minimum every three days. This mowing schedule does not allow "down time" for the mower to await prioritized attention to other vehicles and equipment at Public Works. Current parks staff is capable of performing these fi~nctions as quickly as adequate space can be identified. The operations base is also necessary to allow the equipment to be protected from weather and against possible vandalism or theft and to prevent unauthorized access, which could result in injury. In addition, indoor space is essential to allow for productivity during inclement weather. Shop space will be required for carpentry (picnic tables, play structure repair, kiosk and sign construction) and painting and machine work. The office area would be utilized for current full time employees. Staff explored several options for providing the needed space for the base operations Blackwood Farm One such option was the Blackwood Farm where four pieces of equipment are currently housed, However, there is no additional space available for equipment. The barns provide no opportunity to manage the equipment due to lack of adequate electric service, full protection from the weather or security. In addition, the Blackwood farm structures are scheduled to undergo stabilization work in the near future, which will preclude the equipment from remaining on site during this time frame. Leased Space Funding for a partial year lease was included in the approved 2003-2004 Recreation and Parks operating budget. The building that was proposed for lease on May 18 is a metal "shell building" and includes two garage bays, a small office area, restrooms, and workshop space totaling 4,000 square feet. In addition, 3,500 square feet of exterior space is included for secure overnight parking of the department's rolling stock and for short term storage of bulk items to be used in parks, such as mulch, compost, etc. The lease proposed on May 18 was far a term of three years, However, the landlord has also indicated that he would accept cone-year lease, commencing on July 1, 2004. The annual lease rate would be $33,000, with any renewals to increase at the rate of 3%, As presented previously, the County would pay for utilities and janitorial services, with the landlord accepting responsibility for all remaining maintenance of the building, Construct County-Owned Building Construction for a building similar to the 4,000 square foot leased premises previously discussed is estimated at $300,000, However, if the County were to consider building a structure in which to house parks operations on a permanent basis, staff would recommend a structure no less than 8,000 square feet, with an estimated construction cost of $600,000. Both of these scenarios assume that the facility would be located on existing County-owned property, therefore no land cost is included. Per the Building Inspections Division, any structure used for the parks operation base will need to be engineered to meet building codes for public buildings, including, but not limited to, accessibility for restrooms and parking, emergency lighting, etc, MANAGER'S COMMENTS: The first priority is collaboration among the County Manager, Assistant County Manager, the Recreation and Parks Director, Public Works Director and Purchasing Director in working toward the long term solution of a building that would accommodate both Public Works and Recreation at the Public Works site. A tentative development timeline is attached, The aggressive timeline is based on a construction of a style of building, perhaps prefabricated, that would yield a significantly shatter construction time. However, the interim step, given that there is no place to house equipment and personnel in a satisfactory manner, is the execution of a short-term lease, Staff has been able to negotiate a reduced lease term to one-year, during which time the long-term plan may be implemented, FINANCIAL IMPACT: Funds to support a lease beginning July 1, 2004 have been included in the 2004-2005 Manager's Recommended Budget, Should the Board direct staff to pursue siting and construction of a new facility, a funding proposal could be brought back for Board consideration at an upcoming budget work session. RECOMMENDATION(S): The Manager recommends that the Board consider the fallowing: Direct the County Manager, Assistant County Manager, Recreation and Parks Director, Public Works Director, and Purchasing and Central Services Director to work on a permanent solution at the present Public Works site. Approve a 12-month lease with JCBH Properties, LLG for approximately 4,000 square feet of interior space and 3,500 square feet of exterior storage area at 503 Cornerstone Court, Hillsborough, per the terms and conditions herein cited; and authorize the Chair to sign on behalf of the Board. Attachment A Recreation and Parlcs -Parks Operations Base Projected Timetable for Design/Build Option Board Authorizes Project June-04 Staff Conducts Site Analysis I - - - - _ July-04 - Board Approves Site Selection and j _ __ LL~~ Authorizes Design Consultant Contract i _ _ August-04 esig n Prepared__ D _ September-04 _ _ Boax_d_Approves_D_esign __ October_-04 Construction Drawings and Specifications _ _ _ __ Prepared, project bid out December-04 ~ _LL LL_- Board Authorized Development Contract _ January-OS ~ _Constnrction Begins - February-OS -- ~ ~~~ LL LLm ~ Construction Finished - - Jul_y-0_5 - _ ~ ~.________. _LL______. Recreation and Parks Equipment Parks Services Division Item Rolling Stock 1 Reel Mower 1 Infield Pro 1 Trail Vehicle/trailer 1 Tractor 9 Tractor attachmnets 2 Laval Tractors 1 Up &nnt Mower 4 Trucks w/trailers fy'04-'OS request 1 Skid Steer Loader 3 Loader attaclunents 1 Chipper 1 2 ton Panel Truck Staff 1 Parks Services Director Z Parks Conservation Technicians 2 Seasonal Staff fy'04-'OS request 1 Parks Conservation Technician 2 Seasonal Staff Attachment B # Item Other Equipment 1 Ice Machine 1 Power Washer 1 Drill Press 2 String Strimmers 2 Backpack Blowers 2 Chainsaws 2 Ladders 1 Pallet .Jack 1 Car Ramps 1 Tool Box/Bench 1 Bench Grinder 1 Hand Truck 2 Sanders 1 .3 ton hydraulic jack w/stands 1 Cordless drill Small Tools 1 Computer and Printer 1 Post Hole Digger 1 Drill Press 1 Air Compressor 1 Compound Mitre Saw 1 Table Saw 1 Radial Arm Saw 1 Band Saw 2 Trim Mowers 1 Line Marker 1 Router Rakes, shovels, etc. paint and painting supplies bags field white, Turface, Quick Dry portable gas cazls oil and filters