HomeMy WebLinkAboutAgenda - 09-02-2003-6c1ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: September 2, 2003
Action Age da
Item No. ~~ -~
SUBJECT: Northern Human Services Center Facility Update
DEPARTMENT: Manager's Office PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):
Memorandum to the Manager
INFORMATION CONTACT:
Gwen Harvey, Asst. Cty. Manager, ext. 2307
Sharron Hinton, Manager's Office, ext. 2302
Craig Benedict, Planning, ext. 2592
Pam Jones, Purchasing Director, ext. 2650
Todd Jones, Information, ext. 2285
Dave Stancil, ERCD, ext. 2590
Brenda Stephens, Library, ext. 2525
Mike Tapp, EMS, 968-2050
Lori Taft, Rec. & Parks, ext. 2660
Paul Thames, County Engineer, ext. 2300
Wilbert McAdoo, Public Works, ext. 2625
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
Mebane 336-227-2031
PURPOSE: To provide updated information to the BOCC on work in progress regarding the
Northern Human Services Center at Cedar Grove.
BACKGROUND: The BOCC requested that County staff return in the fall with a review of work
in progress at the Northern Human Services Center -the park property as well as proposed
building improvements. The memorandum attached reflects the coordinated effort of various
departments critical to the success of both ventures -Environmental Health, Environment &
Resource Conservation, Recreation and Parks, Central Services and Purchasing, Library,
Planning, Public Works, and Emergency Management (Fire Marshall) -but with emphasis on
infrastructure improvements and building upgrades.
FINANCIAL IMPACT: The BOCC will be considering potential funding sources for building and
infrastructure improvements at Northern as part of its continued deliberations on county capital
projects at its work session on October 27. Based upon more clearly defined priorities and
parameters from the Board, County staff could proceed to prepare more specific cost estimates
in anticipation of the October work session.
RECOMMENDATION(S): The Manager recommends that the Board receive the information
and provide guidance and direction to staff on how it wishes to proceed with any finalization of
the building improvements at Northern and in preparation for further discussion at the capital
projects work session in October.
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MEMORANDUM
TO: Board of County Commissioners
THROUGH: John Link, County Manager
FROM: Gwen Harvey, Assistant County Manager
COPIES: Members, Northern Human Services Center Task Force
DATE: August 25, 2003
SUBJECT: Northern Human Services Center: Update to the Proposed
Development Action Plan
The purpose of this memorandum is to provide an update on the tasks and timelines
associated with proposed renovations at the Northern Human Services Center in Cedar
Grove. Please let me know should additional information be needed.
Background
The Northern Human Services Center Task Force comprised of two BOCC members,
Chair Brown and Commissioner Halkiotis, and County staff from the departments of
ERCD, Information Systems, Library, Planning, Public Health (Envirorunental Health),
Public Works, Purchasing, Recreation and Parks, and the County Manager's Office met
on two occasions last spring -April 8 and May 8 - to review various elements in the
proposed renovation of the Northern Human Services Center.
A needed precursor to major upgrades at the Center was the purchase of property to
provide for a new wastewater system. On May 6th, the BOCC took. action to approve the
purchase of a 12.2-acre parcel located along NC 86 North, across from the Center.
Closing on the property remains imminent.
On June 6 the BOCC approved a process for planning and designing the park
property - a total of 48 acres - at the Northern site. The park development is actually a
separate but related project funded by the 2001 Parks Bond in the amount of $1.2 million.
Park planning with community input will build upon an existing ball field and
playground. It has been proposed that "Northern Human Services Center Park" be used as
a working title during the planning phase. Park planning can proceed for the most part
independent of decisions about the building renovation.
Septic System -Alternative and Conventional
On May 6, the BOCC authorized a contract with Innovative Designs for analysis of septic
system options ("The Living Machine" or a similar technology) in comparison to
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conventional methodologies on the understanding that certain grant funds could be
available from the State Energy Office, Sustainable Community Development Project to
assist in implementation. Innovative Designs has conducted an analysis to provide the
information needed to prepare and complete an application on the County's behalf.
The grant deadline, revised from earlier information, was May 27th. The County can only
"guestimate" when it will receive a decision from the state on possible grant funding But
following grant determination, staff will return to the BOCC with information on what
could be done, if the BOCC desired, to incorporate alternative technologies into the
system design, cost, and overall timetable for the Northern project.. Any alternative
technology proposed, if not already approved by the State Division of Environmental
Health, will need approval from that agency prior to permitting or construction.
Simultaneously, County staff met and discussed requirements for a new, expanded
wastewater treatment system using the conventional engineering approach. Based upon
their review and understanding of the state approval process, they estimate that the total
projected time required from beginning preparation of the construction documents
through permitting, bidding, and construction should be, at the outside, approximately
330-345 days, or just under one year. "Day one" of the project timeframe is estimated to
begin when the County has assumed full ownership of the property across 86N that will
contain the nitrification fields.
See attached additional update from the County Engineer.
New Well and Distribution System
Environmental Health is meeting the well driller on Monday, August 25 to determine
exact location and resolve issues associated with tree removal. Drilling should commence
within two to four weeks of site determination. Staff cites abest-case scenario of
approximately 6 months from the date of property transfer to completion of the well
system. Worst-case would be approximately 8-9 months.
Si na e
The sign has been delivered and is scheduled for installation within two weeks. The sign
can remain on the site and have the more permanent structure built; around it to conform
to the "standard" sign design ultimately determined. Staff explored a solar option to
operate the sign; however, at this point was cost prohibitive. Staff will continue and seek
opportunities for including this feature in a future grant application. In the meantime, the
sign will be powered by traditional electric service.
Cafeteria and Kitchen
A major concern of the Cedar Grove community back in the winter was the lack of a
meeting facility in the area with sufficient space to host large gatherings like reunions or
other social events. Improvements to the cafeteria and kitchen facility would provide a
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needed resource. County staff is continuing to examine requirements for either afull-
serve kitchen or a catering kitchen at Northern. Public Works is securing
proposals/quotes from a restaurant equipment vendor based for both based upon a
maximum occupancy of 375. Preliminary consultations have taken place with appropriate
County staff to ensure that all kitchen improvements would be constructed in accordance
to building and fire safety code, including ADA considerations.
Breezeway Enclosure -Solar Possibilities
Enclosing the breezeway between the classroom gymnasium wing and the cafeteria has
been discussed as one part of the renovation project. A variation would be the enclosure
of the entire courtyard area between the back of the bathrooms and the end of the
cafeteria, as opposed to just the existing walkway. This variation would create a wall and
roof face oriented toward the south and it is possible that solar or passive solar energy
could be considered for that space. Expansion of this area could allow for an open and
informal staff "break out" area as well as additional meeting space in the Center.
Potter/Ceramics Studio
The current all-agency storage room in the Center has been cleared significantly. This
room has been identified for possible conversion into apottery/ceramics studio, albeit
small. Staff believes that such a studio would be well received by the community at-large,
and could become the "magnet" to attract attendance and participation across age, gender,
and ethnic lines.
Computer Classroom
The IT Department has established and tested internet access, printing capability, and PC
configurations for the computer classroom. IT supports this technology for classes being
conducted by the Library and the classroom that would be used by DTCC or other
program interests as needed.
Public Library
Library staff began computer classes and complementary learning activities for patrons
at Northern in July. The Library System's Administrator worked through the details of
support and access to successfully complete these classes.. The BOCC approved in this
year's budget a position request from the Library to establish a "mini branch" at
Northern that will offer computer access, library materials and programs in response to
requests from the community during the Library Services Task Force Report of 2001.
This position will come on-line January 1St' Working with Central Services &
Purchasing in overall space utilization, the "mini" library location has been identified as
the large center room facing the street. The community is expected to be comfortable
with this location, given that formerly this was the library in the school.
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Parking Lot -South Side
Alternative site plans have been developed by Planning and OPT. I)OA/OPT will be re-
applying for full capital funding from the state to accomplish the paving project in
December of this budget year.
Additional Items
Other project elements previously presented to the BOCC, as part of the "Northern
Human Services Center Task Force: Future Use Plan" in June 2001, included
replacement of the HVAC system (the most significant expense, estimated at $885,150),
door and window replacement, electrical system upgrades, emergency power generation,
alarm systems, water system replacement, flooring replacement, interior painting, roof
replacement, classroom sinks, evaluation of the existing water tower, and the creation of
new offices to accommodate multiple users. All project elements first identified in
2001 equated to over $2.6 million dollars.
Next Steps
• Closing on the property across 86 N is imminent.
• Interim signage at Northern should be installed by the end of August.
• County staff await word from the state on grant funding to support alternative
technologies for septic system replacement, and will return for BOCC
consideration of alternative versus conventional approaches. The conventional
approach is estimated to require approximately one year.
• County staff has begun development of the engineered plans and water system
management plan for the new well and distribution system. Best-case scenario for
completion of the process is within an estimated 6 months..
• A revised floor plan that separates functions into education, human services (day
care, JOCCA) and recreation has been developed. Meetings with facility
occupants and other stakeholders will be set following Board endorsement of the
concept. (Copies of the revised concept plan are attached.).
• Additional plan review, coordination, and prioritization of efforts would be
essential before County staff could produce realistic and reliable cost estimates
for the interconnected aspects of this capital project. With BOCC concurrence and
authorization of funding source, it is anticipated that formal planning,
development, and construction could begin concurrent with processes for the
septic system and well, and could reasonably be expected to require 3-6 months
to complete.
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• The BOCC is scheduled to consider County capital projects at its work session on
October 27. As you may recall, the Northern facility improvement project is
currently listed in the "un-funded" portion of the proposed Capital Investment
Program that was presented during the budget process.
Attachments
County Engineer's Report
Revised Building Layout
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s
MEMORANDUM
TO: John Link, County Manager
COPIES: Gwen Harvey, Assistant County Manager
Pam Jones, Purchasing/Central Services Director
Dave Stancil, ERCD Director
Ron Holdway, Environmental Health Director
FROM: Paul Thames, PE, County Engineer
DATE: August 25, 2003
SUBJECT: Wastewater treatment system for the Northern Human Services Center (NHSC)
As per your request, the following information and time projections are provided for expanding
the wastewater treatment capacity for the NHSC.
As I have indicated in past memoranda, Environmental Health staff and I have previously
planned and discussed the expansion of the wastewater treatment system capacity at NHSC
(from the current 2700 gallon per day [gpd] system to 6000 gpd system) using the following
structural components:
• expanded capacity (new) septic tanks,
• expanded capacity pumping stations (at a minimum new pumps and controls in the existing
pump tank and a new pumping station controlling dosing of new nitrification fields)
• expanded capacity (new) nitrification field,
• recycling sand filter (or similar proven biological pretreatment technology),
• expanded wastewater storage capacity (new storage tanks to enhance flow equalization
capacity)
Environmental Health staff (Ron Holdway, Tom Konsler and Greg Grimes) and I met recently
(August 12th) to begin the preliminary design process for the expanded capacity system. As
that date, we still had no information (and none appears forthcoming in the near term) about
the availability of grant funding for "Clean Machine" treatment technology and components
(and thus the cost viability/effectiveness of using such technology). Accordingly, we assumed
that a "Clean Machine" component to the treatment system for the NHSC would essentially
replace the "recycling sand filter or other biological pretreatment component" listed above and
then moved forward with developing a system layout.
We have determined that the expanded capacity system will require the use of septic tank and
grease trap components that are much larger than the existing. Accordingly, we have planned
to: 1) continue the use of the existing grease traps; 2) provide the necessary additional
capacity by converting the existing septic tank to a grease trap; and 3) install a new septic tank
with the necessary capacity. As the existing pump station has insufficient storage capacity to
provide flow rate control for a new pretreatment unit (regardless of the technology employed),
we have determined that it should be used only to convey wastewater to a flow control pump
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station located on the portion of the property on the east side of NC 86 (purchased solely to
accommodate the expanded wastewater treatment system). It was readily apparent that the
flow control/wastewater storage pump station, the pre-treatment unit, the dosing pump station
(providing flow control and pressure for the wastewater being discharged to the nitrification
field) and the nitrification field would be best located together for operational efficacy.
Furthermore, we determined that it would be advisable to locate those treatment units where
the consequences of a system malfunction (possibly entailing a wastewater spill) could be
isolated at a point remote from the playground area for the facility's daycare population (as
well as others involved in recreational and outdoor use of the facility). Lastly, we determined
that this type of design layout would provide for the prolonged operation of the existing
wastewater system with minimal interruption of activities at NHSC and of the service provided
by the existing treatment system.
The BOCC has recently approved the award of a contract to a surveying consultant for the
entire NHSC and park complex. The contract itself has not yet been finalized and a notice to
proceed has not yet been issued. The consultant's proposal has indicated that the time frame
for all work covered by the contract will require approximately 60 days to complete.
Environmental Health staff have scheduled the detailed soils investigation for late September
and submission of the first phase of permitting documentation (as relates to soil types, site
wastewater flow absorption capacity, etc.,) by mid-October. During that same time frame,
Engineering staff will be preparing the generic portions of the construction documentation (that
portion not related to actual specific design parameters such as pump pressures, percent
recirculation, etc.,) during the same time frame. The process of designing the actual layout of
the distribution lines in the nitrification fields, new septic tanks and other treatment
components cannot be initiated until the survey field data (locations, topography, property
lines, etc.) are in hand. Assuming this data is in hand by the first of November, the remainder
of system design, permitting, bidding, contract award, etc., should be complete in time to
coincide with the optimum construction season (mid-spring, 2004). Depending on the time
frame required for equipment (pumps, instrumentation, controls), the system should be
completed by late summer or early fall 2004. This, of course, assumes that the information
about grant funding (and a definitive decision related to the suitability/efficacy) for "Living
Machine" or similar innovative pretreatment technology is available by early November.
Delays in the decision to use either "Living Machine" type or more conventional pre-treatment
technology beyond mid-November will proportionately delay the ultimate completion of the
project.
If I may provide additional information or clarification about projected timetables, wastewater
treatment technologies, etc., at this time, please advise.
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