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Home My WebLink AboutAgenda - 08-19-2003-9AORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: August 19, 2003 Action Agen a Item No. SUBJECT: Proposed Addenda to Interlocal A reement on CHCCS Hi h School #3 DEPARTMENT: County Manager PUBLIC HEARING: (Y/N) No ATTACHMENT(S): 8/11/03 CHCCS Superintendent Memo Proposed Addendum A Proposed Addendum B 8/7/03 Interlocal Agreement (under separate cover) INFORMATION CONTACT: John Link or Rod Visser, ext 2300 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To discuss two addenda, proposed by the Chapel Hill-Carrboro Board of Education, to the interlocal agreement that became effective on August 7, 2003 regarding the planned third Chapel Hill-Carrboro City Schools (CHCCS) high school. BACKGROUND: On June 23, 2003, the Board of Commissioners approved an interlocal agreement between the County and CHCCS that established the anticipated budget and other considerations related to the project to design and build a third high school in the Chapel Hill- Carrboro system. The BOCC determined that they would provide $27.8 million in capital funding for this project. The BOCC also indicated that they would provide an additional $2.2 million for the project if CHCCS provided the BOCC with a satisfactory proposal `for a design of CHCCS high school #3 that promotes smart-growth, which design addresses `reduced parking, reduced] land disturbance, and other deleterious aspects of current plans' ': Following discussion of the proposed interlocal agreement at their July 17, 2003 meeting, the Chapel Hill-Carrboro Board of Education at their August 7, 2003 approved the agreement in the same form as previously approved by the County Commissioners. The Board of Education has submitted two proposed addenda to the agreement for consideration by the BOCC. The first addendum seeks to clarify several points from the basic agreement. The second addendum proposes objective smart-growth criteria that CHCCS would have to meet in order to qualify for the additional $2.2 million in capital funding for the high school project. FINANCIAL IMPACT: There is no financial impact associated directly with the discussion of this item. However, as noted above and in accordance with the interlocal agreement approved by both governing boards, the high school #3 capital project budget will be increased by $2.2 million if the BOCC indicates its satisfaction that the project design adequately reflects "smart growth" planning principles. RECOMMENDATION(S): The Manager recommends that the Board discuss the CHCCS proposed addenda and provide appropriate direction to the Manager and staff. CHAPEL HILL-CARRBORO CITY SCHOOLS Lincoln Center, Merritt Mill Road Chapel Hill, North Carolina 27516 Telephone: (919) 967-8211 Neil G. Pedersen Superintendent Raymond J. Reitz Chief Technology Officer TO: John Link County Manager FROM: Neil G. Pedersen Superintendent RE: Interlocal Agreement DATE: August 11, 2003 Nettie Collins-Hark, Assistant Superintendent for Instructional Services Steve Scroggs, Assistant Superintendent for Support Services Recognizing that time is of the essence to open High School #3 for the 2006-2007 School Year, the Board of Education approved the Interlocal Agreement during its August 7"' meeting. However, the Interlocal Agreement, as drafted, did not seem to fully memorialize the understanding that the Board of Education thought that it had reached with the Board of Commissioners. Accordingly, I have enclosed two proposed addenda that seek to clarify and expand a few points from the first agreement. The first addendum addresses terms that may already be implicit in the original agreement, but would give the Board of Education assurance of the intent of the Board of Commissioners. The second addendum proposes objective smart-growth criteria that must be met for the Board of Education to receive the $2.2 million appropriation. All of the Board's past construction projects have conformed with its own high performance standards. The BOCC's expedient identification of any proposed additional smart-growth requirements will allow the design team to move forward to accommodate those elements identified as "smart growth." We look forward to a prompt response to these addenda in light of the severe time constraints under which we are operating. NORTH CAROLINA ORANGE COUNTY INTERLOCAL AGREEMENT ADDENDUM ~~A" THIS INTERLOCAL AGREEMENT ADDENDUM ~~A," made and entered into this day of 2003 and effective as of the day of 2003, by and between the CHAPEL HILL- CARRBORO CITY BOARD OF EDUCATION, a body politic of the State of North Carolina, hereinafter called the ~~BOARD OF' EDUCATION," and ORANGE COUNTY, a body politic and corporate of the State of North Carolina, hereinafter called the ~~BOARD OF COMMISSIONERS," to memorialize an addendum to clarify the scope and define the terms of the INTERLOCAL AGREEMENT between the parties regarding approval by the BOARD OF COMMISSIONERS of the amount to be spent by the BOARD OF EDUCATION for the site of the third high school in the Chapel Hill-Carrboro City School District, hereinafter called high school #3, and regarding amounts to be appropriated by the BOARD OF COMMISSIONERS to the capital outlay fund of the BOARD OF EDUCATION for high school #3. NOW THEREFORE, pursuant to North Carolina General Statute §§ 160A-461 and 115C-431, the BOARD OF EDUCATION and the BOARD OF COMMISSIONERS further agree as follows: 1. The Interlocal Agreement only applies to the initial phase of high school #3; 1 5 2. The funding allocation recited in Paragraph 2 constitutes the BOARD OF COMMISSIONERS' approval. of the amount to be spent for the site as required by N.C. Gen. Stat. § 115C- 426(f); 3. Under Paragraph 5, the BOARD OF EDUCATION waives and relinquishes its rights to legal recourse only as these rights may pertain to the $27,800,000 appropriation for the initial phase of high school #3; 4. The BOARD OF COMMISSIONERS agree to propose to the BOARD OF EDUCATION a list of objective smart-growth targets (see Addendum "B") for the initial phase of high school #3 that will allow construction to begin in a timely manner; and 5. If the BOARD OF EDUCATION'S plans for the initial phase of high school #3 meet said smart-growth targets, the BOARD OF COMMISSIONERS agrees to approve, by capital project ordinance, an additional appropriation to the capital expense fund of the BOARD OF EDUCATION of $2,200,000 more than $27,800,000 for high school #3. This appropriation shall be derived from newly-identified funding sources rather than funds already dedicated to BOARD OF EDUCATION projects, and shall not require debt service by the BOARD OF EDUCATION. IN WITNESS WHEREOF the BOARD OF EDUCATION and the BOARD OF COMMISSIONERS have caused their duly authorized officials to execute this agreement the day and year first above written, 2 pursuant to authority duly given and as their respective acts, intending to be bound thereby. ATTEST: By: Neil G. Pedersen, Superintendent ATTEST: By: Donna S. Baker, Clerk CHAPEL HILL-CARRBORO CITY BOARD OF EDUCATION By: Valerie Foushee, Chair Board of Education ORANGE COUNTY By: 3 Margaret Brown, Chair Board of Commissioners 7 NORTH CAROLINA ORANGE COUNTY INTERLOCAL AGREEMENT ADDENDUM "B" THIS INTERLOCAL AGREEMENT ADDENDUM "B," made and entered into this day of 2003 and effective as of the day of 2003, by and between the CHAPEL HILL- CARRBORO CITY BOARD OF EDUCATION, a body politic of the State of North Carolina, hereinafter called the "BOARD OF' EDUCATION," and ORANGE COUNTY, a body politic and corporate of the State of North Carolina, hereinafter called the "BOARD OF COMMISSIONERS," to memorialize an addendum to define the terms of the INTERLOCAL AGREEMENT and INTERLOCAL AGREEMENT ADDENDUM "A" between the parties regarding approval by the BOARD OF COMMISSIONERS of the amount to be spent by the BOARD OF EDUCATION for the site of the third high school in the Chapel Hill-Carrboro City School District, hereinafter called high school #3, and regarding amounts to be appropriated by the BOARD OF COMMISSIONERS to the capital outlay fund of the BOARD OF EDUCATION for high school #3. NOW THEREFORE, pursuant to North Carolina General Statute ~~ 160A-461 and 115C-431, the BOARD OF EDUCATION and the BOARD OF COMMISSIONERS further agree that if the BOARD OF EDUCATION's plans for the initial phase of high school #3 meet the following smart-growth targets, the BOARD OF COMMISSIONERS will approve, 1 S by capital project ordinance, an additional appropriation to the capital expense fund of the BOARD OF EDUCATION of $2,200,000 more than $27,800,000 for high school #3: 1. Transportation Targets. The building shall be located within '~ mile of an existing or planned trail, greenway, bikeway or bus line. The building shall reduce student parking by 25% from Orange County Construction Standards, provide bike racks and storage for 100 of the building occupants and provide preferred parking for carpools and alternative vehicles; 2. Site Targets. The site shall preserves a minimum of 300 of the site in undeveloped space and shall provide shade on at least 300 of non-roof impervious surface on the site within 5 years or use an open grid pavement system, with less than 500 impervious surface, for 500 of the parking area. The site shall comply with the Town of Carrboro's new stream protection plan and implement a storm management plan that does not increase the rate or quality of runoff from the site; 3. Building Targets. The building design shall stress compact design features including multi-story construction. The physical education and athletic facilities shall be designed to minimize land disturbance; 4. Water Use Target. Design standards shall have a goal of aggregate water reduction of 200 of the base, not including 2 -1 irrigation, after meeting EPA 1992 fixture performance requirements; 5. Shared Use Targets. Design standards shall provide the public with non-school hour access to exterior spaces, such as a track, and interior spaces for community use including common areas, auditoria and meeting rooms; and 6. CHCCS High Performance Targets. Design standards shall comply with the high performance building design criteria in School Board Policy 9040 (see attached). IN WITNESS WHEREOF the BOARD OF EDUCATION and the BOARD OF COMMISSIONERS have caused their duly authorized officials to execute this agreement the day and year first above written, pursuant to authority duly given and as their respective acts, intending to be bound thereby. ATTEST: By: Neil G. Pedersen, Superintendent CHAPEL HILL-CARRBORO CITY BOARD OF EDUCATION By: Valerie Foushee, Chair Board of Education ORANGE COUNTY By: 3 Margaret Brown, Chair I~ ATTEST: By: Board of Commissioners Donna S. Baker, Clerk i~ocument Page 1 of 8 I I Policy Code: 9040 High Performance Building Design Criteria The Board of Education supports the construction of school facilities that are designed to be cost- efficient, durable and sensitive to the environment. These criteria can only be met when an integrated approach to design is used from concept introduction to building commissioning. The Board of Education takes its role as stewards of taxpayer funds seriously and supports efforts to design and construct schools that not only are cost efficient to build but will reduce operational expenses over the life-span of the building. The Board of Education supports the definition of High Performance Schools provided below and will incorporate it during the design and construction phases of school development. High Performance Schools (HPS) are designed to improve the learning environment while saving energy, materials and natural resources. The Board desires that the following design characteristics of HPS be incorporated into every school design to the extent feasible, recognizing constraints associated with budgets, sites and other such factors. Develop in an Appropriate and Environmentally Sensitive Manner Orientation for energy conservation Conservation of natural areas Respect for resource conservation districts Balanced use of fill or excavation Respect for flood plains and flowage easements Reduce the Use of Water Use of low volume toilets, faucets, showerheads and irrigation systems Monitor water usage Provide High Efficiency HVAC and Lighting Install high efficiency boilers and chillers Install T-8 lighting Provide solar powered lighting Provide motion detector lighting Consider daylighting Provide adequate insulation Design 4 pipe HVAC systems Use Materials That Conserve Raw Resources Designate area for recyclable materials Use recycled material in construction where available http://nt5.scbbs.com/cgi-bin/om_isapi.dll?clientID=546502&depth=2&infobase=chaphill.n... 8/11 /2003 Document Divert landfill debris from construction sites Recycle building material to the next project Promote Positive Indoor Air Quality Increase outside air Reduce pesticide use Reduce mold and mildew Reduce or eliminate water infiltration Provide appropriate HVAC filtering Install non-toxic building materials Limit carpet use Provide Balanced Temperature Balance delivery of HVAC Install accurate thermostats Reduce classroom humidity Install appropriately sized units Design the School for Visual Comfort Increase outside or natural light through daylighting Design lighting to eliminate glare and distortion Provide consistency in lighting color Design connections through windows to the outside Limits Excessive Noise Limit excessive exterior noise infiltration Limit excessive HVAC noise Limit proximity to excessive interior noise Limit hallway noise Appropriately place classrooms that are noisy by their content Training for All Personnel Provide training for custodians, teachers and principals Commission the building (meaning that all systems work as designed) Page 2 of 8 ~a http://nt5. scbbs.com/cgi-bin/om_isapi.dll?clientID=546502&depth=2&infobase=chaphill.n... 8/11 /2003 Document Involve maintenance personnel in the final approval and walkthrough stage Building Commissioning Review of all operating systems Review of projected energy use Collaborative effort with owner, contractor and architect Designed For Safety Design allows for observation and entry control Design allows technology surveillance Provide single entry points for visitors Design visible parking areas from administrative offices Design lock down points for emergencies Encourage Community Centers Page 3 of 8 13 Design media centers, multi-purpose areas, art rooms and cafeterias that are accessible to the public Provide adequate parking for visitors Provide Stimulating Architecture Create a sense of pride by the school community Provide a focal point for the community Lift teacher, student and parent morale Show concern, value and care for the entire school community In order to accomplish as many of the desired outcomes as possible, the administration will develop regulations that will be incorporated from the start of each new school design phase and followed through to construction completion and building commissioning. Regulations will be derived directly from or used in combination with the Triangle J High Performance Guidelines. School Board Policy 9p20 speaks to the instructional aspect of school design and the educational specifications required and should be incorporated in any planning effort with the regulations contained within. Adopted: 3/21 /02 Regulations Site 2.1 Erosion and Sediment control • Design a system that controls and reduces the amount of erosion and runoff from the site http://nt5. scbbs.com/cgi-bin/om_isapi.dll?clientID=546502&depth=2&infobase=chaphill.n... 8/11 /2003 Document Page 4 of 8 14 • Stockpile topsoil for later use • Prevent sedimentation from entering sewers or stream 2.2 Site Selection • Provide 100 foot buffers from any wetland area and 50 feet from any free flowing water streams • Building can be sited no lower than 5 feet above the 100 year flood plain • Avoid agricultural land as defined by the Farmland Trust • Avoid land with extreme slopes or hill 2.5 Alternative Transportation • Locate building within 1/2 mile of an existing or planned trail, greenway, bikeway or bus line • Provide bike racks and storage for 10% of the building occupants if appropriate • Provide preferred parking for carpools and alternative vehicles • Provide easy bike and pedestrian access to the building site 2.6 Site Disturbance • Preserve a minimum of 30% of the site in undeveloped space if possible without reducing programmatic features of the school • Ensure that any cultural landmarks as identified by the state or local government remain undisturbed 2.7 Stormwater Management • Implement a Stormwater management plan that does not increase the rate or quantity of runoff from the site 2.8 Heat Islands • Provide shade (within 5 years) on at least 30% of non-roof impervious surface on the site or use an open grid pavement system, with less than 50% impervious surface, for 50% of the parking area • Use high reflectance and low emissivity roofing on 75% of the roof area 2.9 Light Pollution • On school maintained and controlled land, design exterior lighting that the cutoff angle does not exceed 45% • Design lighting to prevent reflection onto another property ~'Vater 3.1 Water Efficient Landscaping • Reduce potable water consumption used for landscape irrigation by 50% by using drip systems, http://nt5.scbbs.com/cgi-bin/om_isapi.dll?clientID=546502&depth=2&infobase=chaphill.n... 8/11 /2003 Document Page 5 of 8 IS well water or storm water runoff. • Limit landscape irrigation and use drought resistant plants 3.2 Wastewater Technology • Reduce municipally provided potable water for building sewage flow by using gray water or waterless fixtures 3.3 Water Use Reduction • Reduce aggregate water use by a minimum of 20% than the base, not including irrigation, after meeting EPA 1992 fixture performance requirements. Smith Middle and Scroggs Elementary would provide baseline use data. Energy and Atmosphere 4.1 Minimum Energy Performance • Design building to meet ASHRAE/IESNA 90.1, state or local energy codes, whichever is more stringent 4.2 CFC Reduction • Zero use of CFC-based refrigerants in HVAC systems • Check for other CFC materials, products and systems and make sure that all are CFC-free 4.3 Optimal Energy Efficiency • Increase energy performance by a minimum of 20% in new buildings and 10% in existing structures above those described in 4.1. as demonstrated by simulation using Energy Cost Budget Method described in section 11 of ASHRAE/IESNA 90.1 4.4 Renewable Energy • During building design, consider the use of high temperature solar or geothermal assisted technologies to provide a portion of the total energy use of the building Material and Resources 5.1 Storage and Collection of Recyclables • Provide an easily accessible location that serves the entire building for the collection, separation and storage of recyclables 5.3 Construction Waste Management • During the design process, develop a checklist that focuses on the reduction of construction waste from a design function • Develop a waste management plan that includes a reuse area, recycling area for separation, and a lunch area that provides for recycling • Recycle or salvage at least 75% of grading and clearing debris by weight http://nt5.scbbs.com/cgi-bin/om_isapi.dll?clientID=546502&depth=2&infobase=chaphill.n... 8/11 /2003 Document Page 6 of 8 ~~ • Recycle or salvage at least 50% of construction and demolition debris by weight 5.4 Resource Reuse • Specify salvaged or refurbished materials for a minimum of 2% of the building materials excluding furniture, fixtures and equipment 5.5 Recycled Content • Specify that a minimum of 20% of building and site materials contain an aggregate average of 20% post-consumer content or 40% post industrial content 5.6 Local Materials • Specify that a minimum of 20% of building and site materials are manufactured regionally within a 500 mile radius 5.9 Durable Materials • Review materials used in the building for durability to ensure appropriate life cycle costs for roofs, HVAC, structure systems, finishes, furniture, fixtures and equipment lndoor Environment 6.1 Minimum Indoor Air Quality • Meet the minimum requirements of standard ASHRAE 62-1999, Ventilation for Acceptable Indoor Air Quality • Explore installation of CO monitoring systems if called for 6.2 Tobacco Smoke Control • All guidelines met 6.3 CO2 Monitoring • Install a permanent CO2 monitoring system with a concentration towards high occupancy areas with parameters set at no more than 530 parts per million when compared to outside air or 1,000 parts per million for indoor air 6.4 Ventilation Effectiveness • For mechanically ventilated buildings, design systems that result in air exchange effectiveness greater than 0.9 as determined by ASHRAE 129-1997 • In building renovations, continue the same exchange effectiveness 6.5 Construction IAQ Management • During construction, meet SMACNA IAQ guidelines and protect stored on-site or installed absorptive materials from moisture damage • Replace air filters regularly to maintain system cleanliness during construction and just before occupancy http://nt5.scbbs.com/cgi-bin/om_isapi.dll?clientID=546502&depth=2&infobase=chaphill.n... 8/ 11 /2003 Document Page 7 of 8 (1• • Flush the building with 100% filtered and conditioned air for a period of not less than 30 days prior to occupancy as schedule permits 6.6 Low-emitting Materials ' • Meet or exceed VOC limits for adhesives, sealants, paints, carpets and composite wood products using the following guidelines • South Coast Air Quality Management Rule #1168 • Bay Area Air Resources, Reg.8 Rule 51 • Green Seal requirements • Carpet and Rug Institute Green Label program 6.7 Indoor Chemical and Pollutants • Design to minimize cross contamination of regularly occupied areas by using grates and grills for dirt and particulate • Separate outside exhausts so that no air recirculation occurs from custodial, laboratory or copying/printing rooms take place • Provide appropriate drainage systems for liquid waste • Implement and insure good housekeeping processes within the building 6.8 System Control • Provide one operable window and one lighting control panel per 200 square feet for all occupied areas • Provide controls for individual airflow, temperature and lighting for regularly occupied areas to teachers and staff within accepted parameters 6.9 Thermal Comfort • Comply with ASHRAE Standard 55-1992, addenda 1995 for thermal comfort standards • Provide permanent temperature and humidity monitoring to allow operators to control and adjust performance 6.10 Daylighting and Views • Achieve a minimum Daylight Factor of 2% without creating cooling problems due to excessive glazing, in 75% of all space occupied for critical visual tasks excluding low occupancy support areas • Achieve a direct line of sight to the exterior from 90% of all regularly occupied spaces 6.11 Contaminant Monitoring • Explore installation of independent monitoring systems for ozone, radon, nitric oxide, sulfur dioxide or fungus and mold 6.12 Acoustic Quality http://nt5.scbbs.com/cgi-bin/om_isapi.dll?clientID=546502&depth=2&infobase=chaphill.n... 8/11 /2003 uv~u111Gl11 Page 8 of 8 IS • Design and select materials that generate less noise and those that dampen noise during the construction process • Reduce noise generating equipment so that the maximum decibel reading level at the property line is SOdb • Meet all local noise ordinances Commissioning A. Training Provide training to all employees about the systems that exits, these include the following: • HVAC systems • Lighting systems • Plumbing and water conservation systems • CO2, temperature, and other monitoring systems Passive or active solar, geo-thermal or bio mass systems Irrigation systems • Control and management systems B. Review • Provide all stakeholders with review opportunities before occupancy of the building • Provide all stakeholders with an opportunity to review the building after one year of occupancy • Provide data concerning temperature, humidity and energy consumption to all stakeholders after 1 month, 6 months, 12 months and 24 months • Require all stakeholders to use HPS features as designed or to report problems immediately to responsible authorities. Each architect and contractor employed by the Board of Education shall provide the Board with written documentation verifying their compliance with the guidelines presented both during the planning and construction phase of the building. Architects and contractors will provide at the bidding phase their experience related to high performance school standards. If, due to the issue of excessive costs or site issues, a guideline cannot be met, the architect or contractor must submit written justification to the Superintendent or designee as well as any alternative plans to reach the desired outcome. Architects and contractors are also required to meet the requirements of Policy ~Ol O- Site Selection and Policy ~~(.)?(}_ Facility Design. Chapel Hill-Carrboro City Schools http://nt5.scbbs.com/cgi-bin/om_isapi.dll?clientID=546502&depth=2&infobase=chaphill.n... 8/11 /2003 i