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HomeMy WebLinkAboutAgenda - 11-11-2002-3bORANGE COUNTY BOARD GF COUNTY COMMISSIONERS WORKSESSION AGENDA ITEM ABSTRACT Meeting Data: November 11, 2002 Action Agenda Item No. ~-6 SUBJECT: Southern Perk-Conceptual Plan antl Proposetl Process DEPARTMENT: Environment and Resource PUBLIC NEARING: (Y/N) No Conservation ATTACHMENT Conceptual Plan (previously provided) 3125/02 Town Council Item antl Materials INFORMATION CONTACT: (previously provitletl) Davitl Stanch. 245-2590 Attachment 1 -Letter from Mayor Foy on Board questions TELEPHONE NUMBERS: Attachment 2 -Circulation Map Attachment 3-July 2002 TOWO Proposal- Hillsborough ]324181 Process for Southem Park Chapel Hill 968-0501 Attachment 4-Staff Ora6-Response Gurham 688-7331 Regarding Southern Park Process Mebane 336.22]-2031 PURPOSE: To review and consitler the "Repod of the Southern Park Conceptual Plan Committee,' antl lp tliscuss astaff-generated tlran response to tha Town of Chapel Hill regartling a process for approval and construction of the park. BACKGROUND: In ibe sprang of 2001, the Chapel Hill Town Council commissionetl antl chargetl a Southern Park Conceptual Plan Committee to develop a plan for Southern Communhy Park. In January 2002, the Committee issuetl ib report and conceptual plan for this ]3-acre site on US 15/501 south of Chapel HIII. Tonight's tliscussion points may be separated into two distinct but rele[etl subsections: A. Southem Park Conceptual Plan B. Southem Park Process A. Southern Park Conceptual Plan On March 25, the Town Council adoptetl Ue Conceptual Plen, with one majorchange- atltlition of a third full-size soccer feld at the site. On October Y', the Boartl of Commissioners began its review of the Conceptual Plan. At the October 1"meeting, the BoaN identified a number of questions about the park design and reletetl [opus. These questions were transmitted b the Town, antl a reply has been z received via a IeHer from Mayor Kevin Fay, provided as Attachment 1. In summary, this IeHer: i Provides a map showing the circulation (pedestrian antl vehicular access)to the park (Attachmen[2) > Indicates the Town Councils rationale for atltling the lhirtl soccerfeltl (citing lack of available fieltls antl expected overuse of existlng fields) Provides information about previous discussions on a proposed recyGing site (included in the Conceptual Plan) L Notesawillingness to consitler potential re-location of [he dog park, if desiretl r References that a copy cf the Plan has been IransmiHetl to the County Department on Aging for review antl comment for opportunities for senior activities L Provltlea en analysis of the Impacts of the park on Dogwootl Acres Drive-which wculd bisect the park (please see attached IeHer for details) r Regarding a petition Baking for canaitleretion of the site as a high school site, the letter indicates that the Town Council wishes to proceed with constmction of the plannetl park The Town has asked that the BcaN of Commissioners complete review and approval of the Conceptual Plan by the holiday break. B. Soulhem Park Process-Approval, Construction antl Financial Issues In Febmary pf 2002, as the Inlergovemmental Parks Work Group was developing recommendations on a proposed wmprehansive joint parka process, a committee was formed with representatives fmm the Chapel Hill Town Council (Mayor Foy, Council members Bill Strom and Flicks Bateman) antl the BoaN of Commissioners (Commissioners Barry Jaoabs and Margaret Brown) to tliscuss process issues. The group agreed to focus in on developing a process specific to Southern PaB (leaving the comprehensive process issues to the lP Work Group). Asa result cf the group's tliscusaions, on July 24'"aproposetl Sou[hem Park Process was transmitted from the Town's representatives. This tlraft was reviewed briefly at the Beaftl's September 91° woB session, and is provided as Attachment 3. At the September 9°' meeting, stall was asketl to tlevelop a tlreH response atltlressing several issues [hat were raisetl. Staffs tlraff of a prepcsetl response (which, once tlevelopetl, woultl be fmm the County committee representatives to the Town representatives) is provitletl as Attachment 4. Southern Park represents the first substantive joint GoaalylTOWo parks venture, with several unique characteristics. The projeG is a Town park, locatetl insitle cf the Town's planning juristlidion -but funtletl entirely with County bontl funds (S]95,OOO from the 199] Parka Bond, $2.0 million fmm the 2001 PaBS antl Open Spsce Bontl). As a unique venture-but one that may have "pilot protect' aspects (making these proceee issues useful In future joint project discussions) -staff agrees that a special process is warranted to adtlreas park construction antl approval methods. In general, the stag drak response would agree to much of the Town representaMes' proposal (which is itself fairly consistent with the IP Work Group s comprehensive Joint projects processJ. The tlraH would suggest changes to the fnanciel provisions section regaming the timing and methotl of footling. In this light, staff proposes to use the BOGG's November 2000 "Policy on 3 Planning and Funding School Capital Projects" as a model tp prescribe how and when funding would be provided. Thetlra%also proposes changes to the degree of Gpunty involvement and participation in the different components of project approval. All proposed changes to the Town proposal are shown in held in the attached draft (Atachment 4). Fallowing consideration of the Conceptual Plan by the BoaN cf Commissioners, and the resolution of the process, the Town plans [c develop a Spacial Use Permit application far the pads. This process is anticipated fc take approximately one year tp complete, and will include atltlitional public wmment (as well as Iwo opportunities for the County to provide commenp, resulOng in eventual approval by [he Town Ccuncil. Following the Special Use Permit, construction plans for the park would be prepared and, after County and Town approval of [he project budget and provision of tuntls, park construction would begin. FINANCIAL IMPACT: The provisional cest estimate for the park, as calculated in the Conceptual Plan, la $3.75 million. Revisions based on changes made by the Town Council have not been incorporatetl'mto this estimate. A total of $2,]95,000 would be available from the combinatlon of 199] and 2001 County bond tuntls for tMS project. To date, $205,000 from the 199] bond amount has already been appropriated ($105,000 towaNS the mnetmction of the soccer field et edloininq Scroggs Elementary, and $101;000 for the concept plan and associated costs). There are np Town funds identflled for this project. The $2 million in 2001 bond funds are scheduled in [he Bond and Alternative Financing schedule that the BpaN approved in Oc[pber. The planned issues provide for two equal $1.0 million inslellmenYS for Sputhem Park, In FV 2004-05 and 2005-Og. This schedule is consistent with the requested timing from the Town, submitted in the spring of 2002. The Town has not yet addressed funding the $1 million in additional tuntls itlenti%etl in the Conceptual Plan estimated budget. Mere re%ned ws[ estimates will be developed as the park constmction drawings are prepared. AB such, plans for phasing of the park construction may be necessary. As noted above, %nancisl issues in the Town's July 24" proposed Sputhem Park process have been addressed in the draft sta%response as i[ regaNS an inter-local agreement and the timing of bond funds. REGOMMENOATION(S): The Manager recommends that the Board address the items related to Southern Park as follows: 1) Discuss rile Town's response [o issues raised ragaNing the Conceptual Plan (Attachments 1 and 2J, and determine whether any atltlitional questions or requests for additional infcrmatlon exisS 2) Schedule the Conceptual Plan as a decision Hem far approval on November 19" or Depambar 2^^: 3) Discuss staffs draft response on the Southern PaB Process (Attachment 4), and provide feedback tp Commissioners Jawbs and Brown regaNing the official response to the Town representatives. _ chmr~+ 1 i `~ L - '\e fa~. _. ___ TowN oa CHAPPL Hw. 306 Nam'x Coasmmw Smae[ C"°ff H1u„ Noaru C,saol.ew 21516 Oa¢sormcNnma 1919)968-Y]l4 FA%919-96'/~BG~ October24, 2002 Mr. Banylacobs Chav, Board of Orange County Cmmnisaivnem P.O. Hox 6181 }lillsbomugh, NC 2"1298 Dear Mr. lambs: We are Igamful to you wd Ne other Cowty Commissioners for rcviewmg the Sovtbvn Commwity Pads Conceptual Plan at yow Oebber 1,2002 Beard meeting. Iwdemtmd that ibis as yowl [opponunirymreview the plan ass full Hoard wd Net Ne meedng generated Ne gaestioae Naz are listed below. I also wderstevd that you plan to uhedvle a ucond review of the plan sometime w November. We hope Nat Nc followwg ivformadon will be ofassirtwce to you. Below we list yom raluests wdprovide responses based on the Town Council's previous discussiws avd ac[iovs. L County Requesn Areyuealframap oftbe ®te that fowses on gmenways, pedestrian awes, other nails, ParMng and public travrit service. Response. A map ie bcdng preparrA and should be available for yam November meeting. 2. Cowty Requeak Rationale or doeumenlafiw relatedNNe addition o(Ne tlvrd soccer field whrn Ne Plan was adop[W by Ne Town Cvwcil. Response: The Council reviewed the proposal Conceptwl Plan on March 25,2002, ersd voted uwvimonsly (9-0) to remove the yovN field antl svbstiNte aNirtl full size flCld. TILE W89 one of CIIIy IWC medlflCe[len9 Ne f.'owCll madE t0111C CemmlltEC'S proposed Plan. On May 29, 2002, the Councit adapNd Ne Town o(Chapel Hill Parks and Rureation M ter Plan as pan of the Town's Comprehensive Plan. Ilris plan recommends that the Town build G-8 vew fielder. We wdcreland Net o~ NH size and ova youN field will be built err Elemenmry School R9, wd Nat, in addition, land is resttved [hare far wvd youth field. The omy other site curteMly available that is suitable for &eld development is Ne SouNem Commwity Park. Evm ifall three fields at Ne 5 elementary school and all rives fields et Sovthem Community Pack are built we would have only four additional fWl siee fields and two youth fields far TOVm axe. We befieve that mtil mch time ee additional fields ere brought m-live, thethree fields the Town mrtmtly covvnle wll remaiv overuses, resal[In%in expensive atW repetifive meintenavice end less they optimal field condirions. We believe it would be reasonable far the Cowry to give high priority to devclopmmt of several full-size fields ar its proposed soccer complex as soon as possible. 3. County Request: The status ofthepmpoaedrecyding wile-as it relatesm apmpoaed site diecueerd with the Comry Sahd Wash Dcpmtmmt. Response: Several yews ego, solid waste staff, then with the Town, worked with plan ers ofthe Tow's Par~ride lot tositearecyding center. The pazk/ride lot was deeipped to allow tmf&c to pass tlwugh the lot to Nc park and recycling cmter to be located m the south. Since then, the Town has developed the conceptual play far Ne park which also ncludes site for the recycling site. Town staff members beva bem in contact with Gayle Wilson, Couvty Dir«tor of Sahd Waetq regaNivg Nis project and how it shoWd relate to We Soulhem Commmity Pazk pima. County rtaff providetl iaryut durivg Ne mvoep[ plan devalopmm[ and more will be veeded ea the detailed design drewivge ere completed. SteH also agreed that it would be moat practical h have the recycling site built along wiN the smromding park I am mnfidml that the recycling emtm can be located et a suitable point and the conewniov schedule cm be coordinated with Ne Cowry's budget and oNec restraints, and with the Town's permitting prowdures. 4. Comry Request ]liepotentialtbr re-location o[the dog path, as it relates to trafRo Reeponse:IDC Council has approved a plan Nat shows the dogpark attha souNan tip ofthe site. if the Council were m agrro to a relocation, the Tovm Mmageris of Ne opivion that it would be passible to move Ne dog pazk to mother location souN of Dogwood Acres Drive, norN Of its mrtmt site. Several areas arc possible, including Imdjvst south ofthe be115e1d erW/ormeedow area. 5. County ReyuesC Provision ofthe plm to the County DepdNVmlm Agivg for review ofappormvities for seniors at Ne pazk. Response: Ccpiea ofthe plan have been forwarded to the Depattmm[m Agivg A wpYOfthe nefps trmsmittal letter is atmched. 6. County Rcqueat Inforsnationmthe potential hvpac6 ofNe pa~kmNe Dogwood Acres subdivision and Dogwood Acres Drive. 1~ Response. A major rheas of the plan is b minimrze the park's impacts on the Dogwood Acres neighborhood. Wenate that the following cowepts were wWuded farthe purpose afpmteding the neighborhood: • The warem buffer is much larger than is requved by ordinance. MOSt ofthe f [preservationarea is located adjacent to the neighborhood. • The majoriry of the park's emerdtres melocazed in Ne noNreas[comvafthe site, as faz from residwces ar posaNle. • The rmjorityofparking will be 1«azed iv the norlheas[ comer of the site, as far from residences as possibly • Most lighted Facilities are located in[henortheast comer oflhe sits end Wong. - IS-501, es (v 5pm residences ere possible. • Most anromobile tratLc ac«saing tLepad is exp«tdmdo rovia l5-g01 or dwugh SOUlhem Village. • The TOwnproposes to accept maurtevence and cormol ofthe poniav of Dogwood Acres Drive that passes ttwugM1 thepad and that is currently covtrollN by NCDOT. This action wonld give the Town the ability to reduce the spcedlimir and inssll traffic cahWvg devices within the park. ' • Retention ponds mtd arhtt stormwater control fecilitres would be designed m wvo-ol the cmrcvt flow of etormwaty from the Bite onto neighboring properties. • AsidewaWtreil would allow pedestriaNhicycle access from the western rAgc oflRe park (eastern edge of Dogwood Acres) to io- mtemW Veil system. This trail system would lead m all m jox pad facibtieq Scruggs School, and 9oad~amVillage. Werewgoiu that ficrc will be somepolentially negative off is an Ne neighborhood including: A reduction in the amount ofppen epa« adjacent to the neighborhood. • Evm though a111ightM fncititles are ee fu away from the neighborhood as possibly mercasca iv tight levels waWd be noticeable for the naighbrna who Gve cloaestm the park • IDerc likely would be some increase innoise levels far[hc ndghbms who five closest m the park, especially at times whey the atYdetle fields were being need. • Although the majority ofpad visitors would be expected to access the pack via Highway 15-501 there would be some vehiwlar a«®a through the Dogwood Acres neighborhood, particularly bypmple driving from the neighborhood ikselland fiom pwple living N the Heritage Hills area. • The small parking lot on the south side ofDOgwood ACresDme woWd result N o-affie levels ov the eastern and aFDOgwoed Acres Drive (within the Sark). 7. Coutny Request: Infnm~ation on the status ofa peetiov to Ne Tovm Comcil rcgaNing locating a new high school on Ne park site. Response: The Council has in&cated thaz it wishes W pmcccd with constrmclion of Neylarmed park as an important part of our wmmunity receea6on andpark facilities. I hope that these answers will azsist in We completicv of your anew of the project We cm proceed with completion ofNe plarvs vnd construction of this lavg-awailM public amrnity. I look forward to working with you on this and other conwunity pmjecte. I~ Y v Keno C, poy Mayor cc: Yawn Council CHAPEL HILL PARKS AND RECREATION DEPARTMENT 200 FWIi Ro • Qwvu HiLL, NC2I516 • VOICE?TD: (919)9604734 • FqY,'. (819)8323923 Irny Psssmore, INrecbv Depsrtmwt w Agwg PO Bax 8181 Flillsbocongh, NC 27278 Octabtt 21, 2002 Dear Mr. Pessmpre On Ocmbtt I, 2002 the HoaN of Orange Cowty Commissionm made il~eir preliminary review of the Bwdum CommuWty Park concept plan. During the[ meeting Board mavbvs asked a number of quesdore relvtN m the plm. The Commieaiovem were interested in malting sure [hat seniors woWd be sm'ed by the pazk. We bnve .subsequently recrived a commmdwhon from the Hoard that inched fie following requceL `Rrovisionof We plw to the Cowty Depmtmmr on A®ng for review of opponmdties for seniors at the pazk" Enclosed are tlvee wprtesy copies of Ilse Reporr of the Somfiern Cvmmvniry Yark Conceptual Plan Committee, w}dcb are being provided to you at the requesR ofdse Commissiovars. Please telephone me et 968-2987 ext. 214 ifyoareaWre any additional informetiw 8i/v/~cj~ae /~ _. Hill Webseq Racrearion Plwner/Projeot Admmisnamr William R. Webster, Recreation Planner/Prolec[Atlministretor (919) 988-2787 ext. 214 FAX (919) 832-2923 e-mall bwebster(7townofchapelhill.org rcvm wir.ITR>IL ~ 1pL n w '~ e ie i+a I rm m I Dane: J &JS 3TeP •ss an c~u~~xnoN thern Community Park Town of Chapel Hill FQl a~sc ~e ttet ~s uae: r-ia A+ta~hm~r MEMORANDLM - TO'. CMir Barry Jacobs Commissioner Mug¢ret Brown FROM: Mayor Kevm Foy Cowcil Member Flicker Batemw Council Member Dill Svvm SUBJECT: Proposed Praeess Cur Developing SOUthem COmmwity Park DATE'. JuIY 24, 2002 R'c offn NC attached drak with Nc hope that it mats the nods ofNe Cawty and of Chapel lull. General vs Soccifc Ymcess: Although we Wl began our discussions wiNtheintent of creating a template that could be usW Coc all Nejointparkprojw6thot wlll Include Ormge Cowty bond fimding, wz concluded Nat it woultl be mom practical to begin wiN a process specifcto the Southern Cpnwwity Park. UWike most vftM proposed projects, this park aheady has a site in public ownership wd a completed conceptual play developetl by a commirtee composed of neighbors of the rile, Chapel Hilt, Cmboro and County elected off~<ials, and othtt residents. The Town Council has approved this plan. TNs process may be useful for the agmtlc center too, which also Ms a wvicepmal plan approved byihe Tnwn Council, but we believe we shoWd wait N see haw it wocks out far this fast project. Decision-makine: We Mve triedmwusider the wncems you voieeA in gemral, as well esywr more specife comments. Akey element would be the Project Palming Commlttcc, tv be wmpased of etleastone County Commissonn, one TOxm cawuil Member and Ne twv Managers or Neh designees, who would work an the Sotvhem Community Park Imm Ne conceptual play stage tivpuglroompldim. The key d¢ision paint world be the aeaptonce by boN Ne BoaN of County Conwissiooan and the Town Cvwcil of the covicepmW plan. All other decisions, be they tecMical ones or more sigdficmt design issues, would be based nn Ne mnceptml plm. The full Board would also maketbe key decisive v[ soheduling Ne funding for the projem.. The decision to ¢wmd a convan would be made by the Town Cvwcil, with advice of Ne Project Plamwg Committee and of Nc Board. To summatlu, the following are the decision points for the governing boards: Adoprion of wvccptuel plm BOCC and "lawn Council Commitment onf racing schedWc BOCC Approval of Special llse Permit Town Cowcil Adoption of budget and awed of bid 'town Council Ocher decisions will be Me by TOWrt sniff, working wilF the Projet Plarming Comminee. Ooootmvities for Review: Pointa of review and opportunities for advice by the full Board of Cotwdasionem will occur during the Special Use Permit (SUP)proceas. First the Board will receive notice of the process and schetlWe for Ne SOP ea soon as it is established. Whenthe staRreview is completed, the application goes to the Town's advisory boards, and the BoaN of Cowry Commissioners will also be included. The Board would receive at least 60 tlvys noice ofthis opponwilg sn there woWd be time m schedule the Board mview in 4me to have its recommendations ready for the BLIP Public bearing..4Ra the public hearing ao which vll the Board's recorrwmdarions, advisory board recommendations and citi>en input will be heard, the Board will once again be offered w opparloNty for reconunendetion to the Tnwn Cow<il before We Cawd azts on the SLP applloation. "1'he Cowell normally acre 3 woks after apubllc hearing, which c wonld hope would include time for a Board meeting- If woNerweek would mmodaze the meeting schcdwe oftM1e board, the Cowtll mould delay its decision on the BLIP motif its ncz[ meeting. Value hn¢ n e: We v2 ewnm of the Board's inmrest in value engineering, and that is shamd by the Town Cooncil.Owpmposed process includes the use of value engineering during the process the[ moves fwm the coneepmW plan stage to construction drawings, mod analysis of the bids and carrswetion. The convect engineer woWd also be vailable for advice should inut be appropriate whm considering potential change oNers. We undetsmnd that the Cowty's Open Space Design Specialist may also be able to acl in these areas. Pro act Plawn C M b :You bevy suggested flat Ne Project Plarming Committee include thoec ofus who have worked mge[her to develop this process. We believe that ie a good idea, and will mbmh the tlvee Councl Member names b the &ll Toxin Cowcil. Timing: At your request, we have removed Ne spuitics ofall but one time period. We do this with the understwding that the Hoard of Orwge Cowry Commissioners will raider the COnaptuW Plwfor the BOUthem COmmwity Yark in September. Wealso wderstwd that it is your intent to have in November a mutually acceptable unecptuW plan and an executed interlocal agreement that specifies the schedule of bond fwd availability. We tlitl feel the need to leave in one specific time period: the eight days during "BUtlget and Hid Awvrd" for setting a discussion betwem the Board and the Council about the budge. W e do aq because we believe that it is important to bo nbla ro award a monad within fi0 days ofthe bid operdng. Requesting bids good for 60 days is fairly standard wad allows time for review and analysis of the bids, checking ofrefaences end some negoriution. We believe that requesting 90 days would in reuse the biddms'risk and, JWY 24, 2002 PROPOSED PROCCSS FOR SOUTHERN COMMUNITY PARK 1. Agreement vn'Fiming vrFavding Board of Cawty Commissioners adopts a muhi-year capital prnjwt ordinmce authorizing the fWI amount of Cvun~y bond fording. II also authorizes w imerlocal agmement than commits m making Ne proceeds of the bonds available for this project on a given schedule. 2. Project Planning Committee appointed by reapertine yoveming bodies at least ova Cowty Cammivioner and ave Town Cowcil Member, each Manger ar his designees a Cbvge is to lrecp informed abomthe progress oftbe project and to offer input ins timely fashion b. Objactiva is m aieouss wd reooh ponscvsus ov WI issma hc[ora it in a dmely . ILcvosensus is not readily availablq the Town of Chapel Hill may make the decision to avoid delvy in pro]eU d. The Cbapel Hill Town COwcil is governing body in whoujuriadic[ion the facility lice soil which will be rcspunsible for opecs[ivrm wd maint<wvice for ibe lifa ofiMpmjec[ ~. Conceptual Plav Pcojcct Plowing Cammihee follows the Repox of the Suwhem Commvnlry Pork Conceptwl Plw, as adopted by the Board ofCowry Commissioners end the Toxv Council, av a guide to the cxpcetaiions oRhe gvveming bodies and Ne wmmwiry. 4. Covahudian Design Project Flooring Committee decides whedrer ro cominue wiN designer of ConcepnW Plan or m eclat[ a now desigper. tf a new designer is desired, S[affadvecdses for proposals and reviews ell submitale b- Project Plamring Committee and lawn staB'review some or all submittals aM recommend small number m interview 3taffwd Pryect Committee interview deslgnar ewdidares wd make evdation to ]'own Manger d. Town Mmaget negotia¢s aconuact with mchitect es recommrnded bythc Project Pluming Commiuee e. If Town Mwger evnnot negotiate w acecpiable cvntmet with Abe fin choice, he goes on to the second choice. 5. Valve Engineering Project PLmtdng Commihee decides wbether m azcept the valve engineewg smites of thef wdcr conham with the Town.Ifnot, Projecr Plowing Committee selects wolhar firm, following the type ofpmcnee oullineJ above for designer 6. Special Use Permit a. Designer works with P & R stetfand value enginenm complete Special Use Permit (SUP) epplicatloq inaludiag design dmwivgs. b. Project Plamdne Committee rcvicws drawings during process wd approves dmwine [Ira[ are part nfthe SOP application <. Application undergoes regWOrSUP review process by advisory boards and Toxin Council, as well as by Board of orange County Commissioners • At least 6o days nndce is given m Board of Cowry commissioners before review period for application d. At Public Haring Cowin receives sniff reaammevdedon iv its role az awvo- and in its role as Regulamc, and reconunevdatievs from Hoard of County Commissionns wd all advisory boards end commissions - e. Boanl of County Commissionm meem at its next tncetiag after the SUP Public hearing dart m prepare hs fiaal comments m Town Cowcil baforc Counul'a final dcc L Town Cowcil, in its role as Regulatnq issues SUP -l. Hitltling Designer completes working drawingsaM bid documents b. "lawns[elYwd contract cvginem review dawlngi end specs before fimlized for bitlding including code mviews by Inspectiore and Fve Depenments Staff advertises S r bids, holds pre-bid co~d'erence, opens bids d. Staff, wiW assistance of designer and value enginen, analyres bids, checks references end makes recommrndation m Project Platvdng Commttte. on bids and Project bodge[ e. Project Plamdnx COmmltt<c makes its recommendation to Town MwnSeq Hoard of Commissipnns and Town Council nn bid and projnt budget. Recommendatium migbt include: -which orsevnal ¢Immntes to swept -which pen(s) of dle bue pmjecna Belem m come within budget -how m phase the project to accommodate budget and other constraints 8. Rudgea zod Bltl Awam a Town Cowcil considers recommmda[ioas ofProjec[ Pfawing Commiuee and Town Men¢Ser, makes its de<isiore and regnes[s [he County Commissioners' uaence in Wasednisiovs az quickly az possible, so that the bids can be awarded within 60 days o£Me bid opening. b. Town Cowcil's budget may include funding for public art, whose expenditures would be overseen by the Pobhe Arts Commission according m the Pesent far M Fragrarn e Board of County Commissioners cansidnarcwmnmvdations of Project Plamung Committee and Town Cowcil d. County Commissioners may: -approve the Chayel Hill projece budget as requested by the Town Comcil, or -de so wish minor conditions ov the brd of bodge[, or request a meeting to beheld within g days of representatives oilhe two governing bodies to resolve they differences e. ARer County Commissioners o&cc upon budget. TONT Council adopts capital project bodge[ ordi~mvice atd awards contract 9. Cvvatru<tiou a. Pazks and Recreation sWF,designer, value evginett and contractors proceed with onstractian b Value engineerjeins staff, designer and conuvuors for movNfy project mealiv~and maybe involved between [host meetings c. Periodic repotts madero&uject Plamting Commi~tee,probably quarterly, bu[morc often if ovcumstanees may dietete d. If evmWetive ehwgearders wme close to the Town Council's Wrd~ proposed chm~ga ocders would ba mvlewed by Project Ylvnnmg Cornminua and Towv Manager; both ofwhom would make recommendations msown Council. 10. Completion Atier wmpletion nod fiml closo-om of tbepmjem, a report world ba prepared for both the Town Council and the 9oazd of Couuty Cummissiomrs that deans final cost R#achmor 4 ~ M£MORANOLM T¢ Fnmr. Date November I$ 2002 Ac: I'mcesa lur 1nuWem Park Thank you Wr yom' mcuno oflvly 21°irogerdwg a proposed process for Samhem Park We hew mviotived We pn~osul, sbared itwllh oWx Covvrdssiones, end prrpar'od a msponse (atwcbed). Oor proposed charges ro the domwwt arc drown in bold end s~ In general, oazpeoposals may be suvuuaized es 1'ullfng Snm IM1a following ca[egorica: ]. Timivg and Prnvisiou of }LUdwg As we hove considered your proposal aid We umyua nature of Wa SouWenr Park, it has become epparont Wat Weprocedmul mechanisms and issues hrtWs park land themselves wall ro Wa pmwdum Ibe County M1vs in plaecto pmvldc timnly funding Ybr new school facili[ies. We eounie that thnely vrd apprvpriam [wiling is ni c~neal impoHaace to all projeUS. 1nkeepisg with Wcfrumeevrk astablisfied in We Copvty's Towmber 2000 "YOlicy on Flaudug vod FunW'ng S pool Capital Projwla", as it w0nld rala[e to ium k I of your lnly JAW proposal, the Cowtly'x fiscal rasponsibititla for this pmjeet makei[ prudurt ibr tls County m provide WvdWg m a yhased faeWon. based an IM1e Town's projemwl limemble of aefivi[ics. Fhvi approval ofl'wding fm We project ppnstmctipn should ba rimed spilt tlmr We 13oaN oCCammissionws ie comfortable ttwnhe appropriatlon ofLmdiag fs in keeping witb the exptttefione ofthoprojcat ae pm We ~onvoptual plan and the arbsegnent eovshvefion Wawings. The ubrol plemily and fundingpabcy is more demil~ Won is necessary and approprierc Por We gouWun Park pmjecA. Thatsaid, Wa projoc[phases comemplvred in Yhatpolicy fur"Leve12" protests aro gcncmlly wmpanbk rnW and logical fir We scope of work for this park. We pmposn that rbe SOnWan Park projectbc rwinwed and hnplunented in uwrdnnce wi W the following forv Phases. • ConceptlPmPlmwivg Yhese:'llils includes prolimi[ury programming and design wank Was would remit in wnwpmel amwmgs andproliminary cast eetimatu (rlv6 funding has ahendy been prondW by the County a,d meat of the wad, in Nis phaze wmylUed). • Planning/Final Design Phase This would imolva slwticn of and svo[k by the pjecrdesigaerlamhiteU, activhiw minieil le SUP aubmisslanhevewmpproval, cud final dccisiom mlmesl m siting ana inbastrvemre issue; M the extenHhoee n applicahlebthe Sonthem Perkp jeU. Qmstruction APpmvm Phase'. Pursnevt to sma,iun of iFe sucrz¢llll projeU • bidd¢, this phascweuld include Cunding frEnnstmm~av afnanatloml arcres/uuila/atmctuas, pmcFase of egoipmcup wvth,gmcg etc. • piwl ACmw[ing PM1asE'.Clpnn winpldion o[NCprojwL, County and Town staff will reconcile aUUalp jest expenNtucs with the app[oved Fudge, endprovid< batlr yroveming boards wiW a fnW awounting of,Feproject. In keeping withtlds approeUa we elso pmpeecin our a6ached rosponse to ehiftiM language regaining liming oCNnding cbranologically to,hepoivQfi) m Rrcpmcas6 whale fwding wamdbe upP[avad. 3. Oeeiviov-Mnking Weug[ea wi,M1 tfie formatlma of a I'eojeet 1'larmittg CarvmiLLen (o[,he Southern Park p[ iecl Thia is eansismv, wiin me nnnnept nftTe "Palk Pe feet OtonP°(or rr(7i . ss pmpoeca u, the Nw[govammwim Parks Work G[ovp'a reoommadatioa forjcinv Cewry,Tmvn parks Pmlecte. How we believe Nal Me PrOjeU PNmdvg Cquunittec ehomd contain an equal umb ofCounty Commi66iovars nnd'1'own Cowtcilmu[,bers,mreflecnhe twin neid¢atlona that p the project is a sewn pak wa the development appmvel oftl~e projml is n Ihe'COwn's plemingjndsmaioq Utd 2) the Nndu,g for park construction is by Counry Hands, which vecas6orily obligates tho County w ensure that the oac of Cvvdfi ,e eovs,erm[ with CowtTy 1mv¢ial emndards and practicee. GAnellg wlRle we agee vnM [hc formation of We Projec[ Plamdug Committee to Asouss svd reach co,reensus on isemu [ngaming the Park, we v'cnvcmnfortabla withpmvision $<)ihat woNd allow lFe Town Council to maim doe wF¢ sue does vat sis~wean not feel WS nmlaterald¢ -makigy shame extma to fiumual appropn¢lim,q which [amain 8 (bvuty responsibility forthe maeovs 6[fltcd above. As' each, rCVi6iovs m'e pfoposed w iisn qR ucmNingly. a. om¢crn¢s]conameraanna m seaman m ma aboyE, we wEwa uvv me rnnowNSpoims winch are rerea~wd m me d[aR: > Trie anrhope tltetml dmisions by the PPC can be reached by wnsusus, and chat every afforl wiR be made m obtain eonscu6u6 prior to avY m,ilnsaral actionbY the Town at vromam h, hems z. s ar,a s D The mle ofomer ComryslalLial'l'C review is unclear, wd should be eddmsed We hope Mat Mese proposed changes are aceeplablc ro the ]'own, as wa @eI Ihey will edd ne ss;uy pm ns lhet rcca~izc Wo County's fidmiazy msyovsibllhies in Me pmjwt. If yon agme wish vbesn changes, wa wanld suggest Met the Hill OocmJ buardr nv theproposal between now avd the holiday break. We.cland randy to discuss manrus twMw ifneedal. W c look Yarwwd to working with you on dde park end la Iha Jay Mal Sourhem Pazk op®s as a wonderful addition to Ma yuelity of lif ofcitlams in sautban Orange Counry. November 11, 3VU2 PROPOSLD PROCESS FOR SOVIHEIW COMMUNITY PARR 1. Approval of ConcepW ul Plan lk y~ ^ '~^----°rt `~aThc Report cf[ha Soutbevt Cmwuuuly Pwk Conceptual Play wW be reviervctl autl as ndop[ed by Me Boartl of County Cowutissiuners antl the Town Council, as a guide to the expeRetiove of[hc 6w_efuing bndizs andtbe commusury. i Project Plavvmg Co®vittec Rpov ndoptiov of the (:avcepmal Plan by Loth eoti[irx, n Pioice[ Plavvive Committee shall beappohsted by the respnrAiva gvveming bodies'. with av equal umber Uf represenmtive from [hc Bomd of county Commisainnen antl Tmvv CcuvcB, „nvd aoch Mmugaror his dO6lgICC(9f. a. Chmgn is to keep informed aboutthe progress ofthn project andmoHis ivpu[1n¢ timetY faslsion b. Objmtivcia m diswss and revcF covsevsvs ov ellissues befse it iu alivsaly a If con eneusia nol medily availablz the TOam of Chapel }Bll may make the dcc ntv awid del¢ywproject upov votitymg the Board ol'COmmissivnerx at leas[ 30 days prior to mrh actiav d. The Chupcl Kip fawn CVwcp isthe goveMVgbodymwlsosejtuie&etiost We facility lies aM whioh will be resporuible for operatiens vW waimanvnw %r the lifr of dteprojcct. The Orange Couutp Commissioners arethc govemiug body responsible for the provision of fonds for [hc park cane(ructioq as the protect is currevtlY tlGincA. 3. Covetructlov Dtaigv Projenl l'lamdng Committee decide whethum wn[inue with designer of Concapmnl Plnn or to eelecto vew deaigner.ll a new dcsigneris desired, a T'owu S[atPadverdsos fm PmPOSaLx and avicws ell aibmitlils b. Projec[Planning Committee avd Town ataffmview more or ell suMtivols atd need vnall vumbcr to intzrvinw c. StaffeMYrojec[PlanninX Committee intendew designer candidates and make aendalion m Town Mvn¢ger d Town Memgervegotimes a wnhact vnlh architmt as tecomvtevdeA bythe Pmjxt Plmning Covuuivcc BTOwn Mmager cannot nzgndnte au acceptable wvunct with Mefirst choice, Fe goes on m [he second choice. If the eeconU chaise is not nvnilnble or nuuo[ be ov[rfleted wiW, [he propuaal ix rnatlvertlsetl fls fn subseaficv "a' nbuve. f. Towv requcrts NC County Cnmmission¢i approval oi'uptleled Southern Park wpibl pmjwt ordinance for (he Planning/Pinal Desigv Phase m quickly aw passible NOTF,: As the County has doue. for a number of ye.rn Ibr srhool evtl Couvty eapltal projects, the Board ol'COmmissiunera would approve av uptlvhN Sovthes'v Yark wpilal project ordinance at the approprlatepoivl (or ea W of [hefonr pmjecs pLases (CuvicepHPre-Planviug, PLUniug/Flnal Devigq Cvmtrucfion Approvey Flval Aeeouvfiup,). Fuutliug mmwcialed with each phase is vpproprivfetl upov tLe adoption of the updated aMivvvcc. avd ie made available immediately Werearter w Town stvlTto"pay Ne bpls° associated with each pmjecl phase. 4. Value E.agineering The Projev[ Plmmivg C~ownittaa dacidas whetliv to ucvepuhe value engineering w of the hrm under contract wish Ne Sowv. She iowv agrees m couvider a mentlaEOV tram she Couvty for such services, if she runlracred firm is mt usNmifvoS Project Plmvtisg Comrrdttaa selecss mmher Erm, Pollowing the type of process omliuW above for designer 5. Spec1a11lse Perml[ a Dcsignarworl¢wsshP&Rsmff and vvlue enginnecr to ewsplcm Spacdel Ilse Permit (SUP) aPPllwsiov, ivduding dcsigp drawivgs. b. Prolact Plmumg COmmiuee reviews dmwivgs dutmS Nn<css and aVProves drawings thel ma part of tba SUP vpplicxtlon . Appliwfion undergoes mgulazSW'review process by advisory bmrds end lows Comscil, ee wGl es by BonN of(hange Coavry ComMssiovars • At bast 6U days nofice is given w Bo:ud of Coouty Covunissiouem before review pnriud for application d. At Public kleann6 Commit reeaivas s[affrccommmdxdon in its role as owner radio its rote es Regulator, and recommrndmionc Rom Board ofComty Commissioners and all advisorybcards and <ovurdesioue HcvM Of COwty Camrwesiormrs mnntsmits vexs measmS aRer the SUP Public Hem'ing tlete w prepare its fival recommmdaNovseemmeats w Tomr Council be[om Council's fisraL decision [ Sown Council, iu ib mlcv Ragulam5issms SllP z Blaamg llaaigncr completes rwrb'ng dmwwgs and bid documwls b. Town smffand epvsmG m~~cvr review dmwivgs avd ipeabeforepmlizedfor bidding, hrcludh~g wde reviews by h~spttsiovs mrd Yho Depenmems o Staff edvortisea forbids, holdspm-bid conference, opma bids d. 9ieq wish assieteuw o[dmiguez and valve engineer, analyzes bids, clmuks refereucae end makes mommmtlaeon w Progact Plmmiug Coruudhaa on bids and pmjem bndga e Projeo[Plaming('ummittce makrs its r'ewmmeudutionm TOVm Mar~agcq Huard of Coves and Town Cumcil on bid and projut bvd6IX. Rewmmendanone might ivclvdecs -whicL of several ahemates to accept a -which Pan(e) of the base pmjact W delete m emve witlriv budget -hoes to phase the projoot m accommodvte bodgd erW other constraints 8. Budget ana 6itl Award Ovre the cons[ruefivn drvwings hevebe®prepared and the final project butlget wvtpleteJ, the Towv C'otmcil considers recnmmaadatione ofl'rujed Planning Committee end Town Manager, makes irs decisiova and requas6 the County Commieeieuar% approval of upd#etl Sou[heru Purk capibl project ortlinanre Ibr the enns[rndiav Approval Phase as quickly es poasibla so tbm the bids can be awvrded wiailn ti0 aays oflhe bld opening. M1. Tmvn COWICII'6 budges mayinelodefunding forpubhc vn, whose czOmditums would be oveceern by the Pnbhe Ads Comuussian acwNing W tlm Pmcaut Wr An Ymg vn c Board of Caunry Ctrmmissiovas consides raconunenJu[ions o(Projeo[Ylauuing Cowvittee and Town Cotmcil iu approviuX [hc upitA project ord"wmre for Cpnstructlov Approval phase. ~;..e:: maY- ~ppmYe masxapat-itix-pmjan[h~..~r.~m ~ns.'3..na~ria. ameetin^ - --y~twe n _ __ ___-__-__ o~ c. After County Cowes mugeeupov bvdgct.'fown Council adopts capital project bndgem[dinunca ot>d awards cono- t 9. Covstl9eAian a. Par6 and Reematlon slalf. designer; valve enpincot mJ convectom peo<eed with cnnswction b Value mginearjoive staff, designer ar~d wnnacmrs (or monthly projenmaatings end may bei valved bdwean rhos eetings Periodic mports mwle W Praje<[ Plutming Committee, at leesquebebiy yuwterly, bra e often ifumumsmnces may diomtc d if cumWmive ahenSC O.dus corvcdose mthe TOwu Cowcil's timfy purposed change orders woWd be mviewed by Pr jeG Planning Camwtlee end Me Town Manage, both nfwhom would makcmwmmenda[iotu to'fown Comul. lo. camnlemn After eomplelion end fiml doscooto[ Weprvjecy arapod wotdd be pmpmaJ for boN [ha Town Cvwail awt the Board of County Cammissiovea that detuila final coats, wmtimting the Final Aoowming Phase.