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HomeMy WebLinkAboutAgenda - 10-01-2002 - 8m ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: October 1, 2002 Action Agenda Item No. . &-m SUBJECT: Lease Approval: Temporary Location for Dental Clinic During Whitted Building Renovation DEPARTMENT: Purchasing and Central PUBLIC HEARING: (Y/N) No Services and Health Department ATTACHMENT(S): INFORMATION CONTACT: Pam Jones, (919) 245-2652 Rosemary Summers, 919 245-2410 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To consider approving a lease for approximately 3600 square feet of space in which to relocate the Hillsborough Dental Clinic and some Health Department staff during the Whitted Building HVAC replacement project. BACKGROUND: The Whitted Building heating, air-conditioning and ventilation system (HVAC) is currently being replaced. In addition to the HVAC work, the Health Department has garnered funding to provide renovations to the clinic space as well. The renovation of the clinic area is anticipated for commencement around December 1, 2002 and will be completed within four to six months. Staff and services must be relocated from the Whitted Building during the renovation period. Analysis by the Health Department staff indicates that a significant overcrowding of the Carr Mill facility would occur if the Hillsborough and Carrboro service locations were to be combined during the renovation. Further, it is unlikely that many patients would make the commute between Hillsborough and Carrboro, thereby negatively impacting the dental care of the patients and primarily the children patients. Since the combination of service locations would negatively impact both the residents who would not receive the service and the revenue collected by the Health Department, staff is recommending that the Board authorize a short term lease for a Hillsborough facility to fill the void. The facility being commended to the Board is located on St. Mary's Road across from Cameron Park Elementary School and is a working dental facility, containing over 3600 square feet in both clinic and office space. This space would accommodate all dental services as well as provide office space for several other dislocated staff from the Health Department. Although the owner is currently marketing the building to dentists who may choose to set up practice in 2 Hillsborough, they have indicated a willingness to lease'the building to the County during the renovation period. Under the suggested terms, the County would lease the building for the period of November 1, 2002 through May 31, 2003 for$3,600 per month. The Dental Clinic will need approximately 30 days at the beginning and end of the renovation period to switch service locations. The County would pay the cost of utilities and cleaning/maintenance of the space during the lease period. In addition to combining the Hillsborough and Carrboro service locations, the Health Department staff considered other options for providing space during the renovation period, including renting a modular building or a van equipped for mobile dental services. The expense of the modular unit, as well as the amount of space available, makes rental of the St. Mary's Road building more advantageous to the County. The mobile services van is owned by a religious organization that would also continue utilization, thereby creating significant logistical and scheduling problems with the Hillsborough dental program. With these considerations in mind, the rental of the building provides the best solution. FINANCIAL IMPACT: The seven month lease amount is $25,200. During the fiscal year 2002- 03 budget planning process last spring, staff anticipated that the County would incur some additional operating costs for relocating offices during this renovation. The total funding is included in the BOCC's approved General Fund budget for the fiscal year. Upon approval of the leases associated with relocation of staff, the Budget Director will bring a budget amendment forward for BOCC approval that transfers the approved funds to the appropriate expenditure accounts. In summary, the funds are now included in various accounts in the General Administration and Human Services functions of the budget. RECOMMENDATION(S): The Manager recommends that the Board approve a lease for a building on St. Marys Road to be used as the Hillsborough Dental Clinic site from November 1, 2002 through May 31, 2003 at a monthly cost of$3,600; and authorize the Purchasing Director to execute the necessary paperwork.