HomeMy WebLinkAboutAgenda - 09-02-2008 - 6bORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: September 2, 2008
SUBJECT: Fairview Park, Phase 1 -Status and
DEPARTMENT: County Manager, ERCD,
Parks and Recreation
ATTACHMENT(S):
1) Fairview Park Master Plan (Amended to
Show Proposed Phase 1 and Lot
Reconfiguration)
2) County and Town Letters Regarding
Project/Sidewalks
3) Fairview Park Development Timeline
4) Fairview Park Base Bid and Alternate
Facilities
Action Agenda
Item No. 6',~j
-ptions
PUBLIC HEARING: (Y/N) No
INFORMATION CONTACT:
Laura Blackmon, County Manager, 245-2300
David Stancil, E&RC Director, 245-2590
Lori Taft, P&R Director, 245-2660
PURPOSE: To receive a status report on the Fairview Park Phase 1 project, consider whether
to re-apply for a PARTF grant, and provide direction on a potential condition of approval from
the Town of Hillsborough Board of Adjustment.
BACKGROUND: On November 5, 2007, the Board approved a contract for Phase 1 of
Fairview Park., including permit approvals, site plans, engineering and construction drawings,
and construction bid documents. Since that time, the contracted firm (Corley, Redfoot and
Zack) has worked with County staff to prepare necessary documents and plans for approval
and ultimate construction of the park. Knowing that construction costs have nearly doubled
since the 2001 County Parks and Open Space Bond was approved (which included $850,000
for Fairview Park), a funding shortfall was projected. To help address this, a grant application
was made to the N.C. Parks and Recreation Trust Fund (PARTF) in January 2008 for $500,000
to augment the existing funds for the park. As an interim measure, one project component, a
new playground, was bid and constructed at the park in the spring of 2007.
In the last few months, staff learned that the PARTF. grant was not awarded. PARTF staff has
encouraged the County to reapply in 2009. While there are some apparent inconsistencies in
the review of the application, the PARTF Board was faced with a total of $28 million in
applications and $15 million in available funds, and had just awarded $1.5 million in grants to
park projects in Orange County (including the County's Northern Park, and parks in
Hillsborough and Chapel Hill) in the last two years
After subtracting funds for the engineering and construction documents, the new playground,
and previous surveys, there is $715,000 remaining for Fairview Park Phase 1. The estimated
cost of Phase 1 of the park is $1.05 - $1.25 million (in 2008 dollars).
2
In March, an application for a Conditional Use Permit (CUP) was filed with the Town of
Hillsborough. CUP approval is required before construction of the park can begin. The permit is
currently pending approval by the Town Board of Adjustment. As a part of its review, the Town
Board of Adjustment is proposing that the County also install sidewalks around the perimeter of
the park (both Phase 1, and the remainder of the site to the north that is not planned for
construction at this time). The estimated cost of these sidewalks would add an additional $150-
$170,000 to the park project cost. Memoranda shared between BOCC Chair Barry Jacobs and
Hillsborough Mayor Tom Stevens in spring 2008 indicate a willingness on the part of the Town
Board of Commissioners to share the cost for the sidewalk improvements, and the Town has
budgeted $35,000 for the project which may be available for this purpose. Based on
conversations with Town staff, the Town Board of Adjustment continues to plan to require
construction of all of the sidewalks now as a condition of approval.
Staff has identified an approach (outlined below) that may focus sidewalk construction on the
Phase 1 property only. It should be noted that conversations with Town staff on this
approach have not occurred, as of the agenda deadline. Staff hopes to be able to provide
input from the Town about this approach at the meeting.
In general, there appear to be two actions, or issues, to consider in proceeding with Fairview
Park at the present time, which are:
Revise the site plan, and resubmit a PARTF grant application in January 2009. If
successful, this option could generate up to $1.2 million total funds for Fairview Park.
Current work on the engineering, permits and construction drawings is underway, and
would continue throughout this process. The bid documents produced from this effort
would provide a base bid of facilities that could be funded with existing funds, as well as
alternates that could be selected if the grant is received (Attachment 4). Because the
background work would be continuing, submitting a new PARTF application in January
2009 would not result in further delays in the project. The current timeline (Attachment 3)
shows a construction bid award ready for Board action in June 2009 .(and a potential
park opening in March-April 2010). If the grant application is not successful, and the
Board chooses to go forward with the construction of the park amenities included in the
"base bid", this would eliminate the matching funds that would otherwise be available for
another potential revision of the grant application. The attached cost estimate sheet
(Attachment 4) shows facilities projected to be part of the "base bid' and others that
would be "alternates" to be constructed if the grant funds permit.
Staff has initiated meetings with PARTF staff to review some of the inconsistencies and
missed items from this year's application, and to gain ideas for a successful 2009
application. While it is unknown whether a 2009 grant would be awarded, a number of
the PARTF grants awarded this year were second-time submittals, and a year would
have passed between the previous grant awards to the County and Town.
2. Achieve resolution to the sidewalk construction question. Construction of all of the
sidewalks proposed in the Town Board of Adjustment's conditions could increase the
cost of the project by 15% or more. The Board of Adjustment has requested an update
at its September 10 meeting regarding the CUP application, and has notified the
Fairview community of the meeting.
3
As the Board may recall, the Fairview Park property is located astride two parcels of land
- one owned by the County (west) and one by the Town (east). Because of the
interspersed nature of the facilities on the site and the existing parcel boundaries, the
CUP application currently includes facilities planned for Phase 1, other facilities that
would be alternates if funding is available, and some facilities that would be part of a
future phase. This has been a complicating factor for the Town Board of Adjustment,
which has determined that, since these parcels currently include areas beyond Phase 1,
Town ordinances compel them to require sidewalks for all of the roads bounding the site,
regardless of the construction phase.
To address this unexpected condition and the willingness of both County and Town to
share in Phase 1 sidewalk construction, staff has identified a proposed modification to
the CUP application that changes the application boundaries, and focuses sidewalk
construction to the area of potential current activity only (please see the attached map).
This would be accomplished by revising the application to reconfigure the boundaries of
the County-owned property via an "exempt plat." This 10-acre division of property is
exempt from subdivision regulations and can be accomplished by survey and
recordation.
The "exempt plat" would serve to better define the actual area of the. County-owned land
to be addressed at this time, by subdividing the property consistent with planned
facilities, and excluding areas that would require additional infrastructure. Creation of the
"exempt plat" would also avoid impacting the sensitive stream buffer area located outside
of Phase 1 that could be negatively affected by future sidewalk development (allowing
this issue to be studied further by County and Town staff). By creating this change to the
property boundary, the sidewalks would thus be developed consistent with the park
phases in which they lie.
In this scenario, Phase 1 of the park would include the areas planned for development
on the Town's property, and the proposed facilities shown for Phase 1 within the "exempt
plat" portion of the County's property (as shown on the attached map). Note; The
proposed exempt plat portion of the County property also includes some facilities (lightly
shaded on the map) that would be constructed as part of a future phase. It is anticipated
that this would reduce the cost of the Phase 1 sidewalk by more than half, making the
funds available for facilities in the park.
FINANCIAL IMPACT: There is $715,000 in existing 2001 Parks and Open Space bond funds
available (after subtracting the construction drawing and engineering contracts and playground
installation). Up to $1.21 million would be available if a 2009 PARTF grant were approved.
Sidewalk construction in the modified scenario proposed by staff above would be approximately
$50,000, as opposed to $150-170,000 for the entirety of the two parcels.
RECOMMENDATION(S): The Manager recommends that the Board authorize staff to
continue to proceed with development plans for Fairview Park, re-apply for a PARTF grant in
January, and solicit construction bids to allow for the possibility that grant funding may or may
not be received. In addition, the Manager recommends that the Board approve the scenario for
modifying the Conditional Use Permit as identified herein, and authorize a survey to create a
10-acre exempt plat, as shown on the attached map, which will reconfigure the property lines
within the park, and allow sidewalk construction to be modified to match Phase 1 of the park.
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Orange County and the Town of Hillsborough, NC Orange County
August 28, 2008 North Carolina
~-~+~t ~~ ORANGE COUNTY BOARD OF COMMLSSIONERS
ZEJLEP. FOUS~ VICE{~69JR
~~,;,~ POST OFFICE BOX 8 t 81
~~ 200 SOUTH CAMERON STREE'i'
"~ H1usBOROU~[-t. NORTH CAROLINA 27278
May 9, 2008
The Honorable Mayor Tom Stevens
Town of Hillsborough
PO Box 429
101 East Orange Street.
Hillsborough, NC 27278
~~
Dear Ma3refS~teaens:
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On April 16, County staff received a memorandutm regarding the Conditional Use Permit
application for the joint Fairview Parr Phase I project It appears that the Town Board of
Adjustment is requesting that 5-foot paved sidewalks be installed on Rainey Avenue and
Torain Street around the Fairview properly ('including both the current phase of the park
and other lands that may be part of a fixture phase).
The cost of installing this length of sidewalk would be substantial, and will adversely
affect the amount of funding available for park facilities. It also addresses sidewalk
construction for areas not part of our Phase I application.
On May 6, the Managers and staff from both of our jurisdictions met to review
alternatives to address this situation in a way that allows the Town to meet its standards
and not adversely affect the already-limited fiords available for Fairview Park.
In the spirit of partnership that the Town and County both have regarding the
consirriclion of Phase I of this park, the Managers have come ~up with a proposal to
partner on the portion of this sidewalk that is .part of the Phase I application, as follows:
1. The Town and County would agree to fiord and construct the portion of the ,
sidewalk along Torain Street that is within. the boundary of the Phase I
application ciurently under consideration, by splitting the cost of such
improvement This equates to approximately 300 feet of new sidewalk.
2. The Board of Adjustment would be asked to include a condition of approval
deferring construction of the future phases of the sidewalk, with a plan for
construction to be addressed by January 1, 2009. It was noted by Managers and
staff that there are-some drainage and stream buffer issues with any firture
sidewalk along Rainey Avenue, and this timef=ame would allow the Town and
County Manager time to address a plan for how firture sidewalk construction
might occur. ,,,,,,,,,~, ~ oranoe.nc.us
profecffig andpreserving -People, Resou~ Qua1f(y of Life
Orange County, North CaroBna -You Cour~ti• .
(919) 24x2130 • FAX (919) 844-0246
l~
As we all know, citizens in Fairview have been waiting maay years for a pack at this site. ~:f
We believe the above approach w~l. let us keep our partnership project on schedule for r r
constivction to begin in early 2009, barring other unforeseen circumstances.
Please ask the Town Board of Commissioners to consider this arrangement at your
earliest oppordmity. .
Town
of
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May 20, 2008 ~'~<,~,o,,,~x„Wx~,
The Honorable Chairman Barry Jacobs
County of Orange
P.O.Box 8181
200 S Cameron St
Hillsborough, NC 27278
Dear Chairman Jacobs:
7
The Hillsborough Town Board received your letter of May 9 regarding the Conditional Use
Permit for Fairview Park. The Town Board agreed in concept with your pxoposai regarding
sidewalk construction for Phase 1 and Phase 2 of the Park at their May 12 meeting. In addition,
the HilIsborougl~ Town Board would like to suggest that alternatives to traditional concrete
sidewalks be pursued; to the extent they meet town development requirements for the future
phases of the park. Further, we believe our relevant staff members will be recommending
options in a timely manner that does not impact the construction schedule for the park.
We look forward to our continued partnership and cooperation regarding this important
investment in the Fairview community and Orange County as a whole.
Sincerely,
Tom Stevens
Mayor
101 Last 4rar~ge Street • P.O. 13ox 429 • tlillshorvugh, Norilz Caroli~ra 27278
919-732-1270 Fax 91>-644-2390
Town
f
Hills gh
®1994 Town of Hills6wough
June 12, 2008
Orange County
c/o Pam Jones
106 East Margaret Lane
P.O. Box 8181
Hillsborough, NC 27278
Ms. Jones:
Please be advised that the Town of Hillsborough Board of Adjustment, at their Wednesday, June 11, 2008 meeting,
voted unanimously to continue the hearing on your request for a Conditional Use-2 Permit for the expansion of
Fairview Park (a Community Park) located on the north side of Torain Street at the northeast corner of the
intersection of Torain Street and Rainey Avenue (Orange County Tax Map #s 4.S.A.15 and 4.S.A.15A). The case
was continued to the Board's September 10, 2008 meeting.
The Board received and discussed the County's request to continue the case to a future, undetermined date per a
May 30, 2008 letter from Ms. Marabeth Carr, ASLA, RLA, Landscape Architect, with the Orange County
Environment and Resource Conservation Department. However, several of the Board members present expressed
concern that an undesired precedent would be set by not continuing the case to a date certain and leaving the
continuance date open indefmitely. As part of the discussion, I informed the Board that, per the aforementioned
letter, had agreed to give Town Planning staff notice of the County's intent to proceed with the review of the
application no less then 30 days before the desired meeting date. This did not change the results of the discussion
and the Board's ultimate motion on the matter.
Please be advised that the Board has requested that a status report on the project be presented at that meeting and, if
necessary, the County could ask for a further continuance of the case at that time. Staff has been directed to give
informal notice of the September meeting to the Fairview Community Watch group and the News of Orange.
Please feel free to contact me at (919) 732-1270, Extension 73, if you have any questions or need to discuss this
matter fixrther.
Sincerely,
Tom King, AICP, CZO
Senior Planner
cc: Town of Hillsborough
Mike Hammersley, PE, Corley, Redfoot, Zack, Inc.
Marabeth Carr, ASLA, RLA, Orange County Environment and Resource Conservation Department
Lori Taft, Orange County Recreation and Parks Department
Conditional Use-2 Permit File (Fairview Pazk)
101 East Orange Street • P.O. Box 429 Hillsborough, North Carolina 27278
919-732-1270 Fax 919-644-2390
Fairview Park
20 03 2o oa
ID Task Noma Duratlon feb Mar Ma Jun Jul A 50 Oct Nov Dec Jan Feb Mar r Ma Jun Jul Au Se Oct Nov Dee Jan Feb Mar A r
1 P1aT7 Grant submittal 2daye
2 Praaubotttel lssatinq sor CCY 5deys
3 COa 8nbmitta3 44 days
4 aoasd o! adjoatmmt swtsny ', 2 days
6 Daalgn ]~avalopmmt Plans ', 130 days
8 Conatcuetiom Roca 103 days
7 siddia4 and 11~ard 75 days
B Corutrvotlon Contract 1S days
9 Conatsnotiwi 130dey8
Attachment 4
FAIRVIEW PARK DEVELOPMENT COST ESTIMATES Revised 08/22/08
Project Expended
Funding To Date Committed
Original County Bond Fundin plus $854,492
Land Purchase $0
Design Contract $85,000
Pla ground $34,810
Site Development
Total $854,492 $34,810 $85,000
Remaining County funds $734,682
Possible PARTF Grant </_ $500,000
Total Possible Project Budget (Phase I) $1,234,682
Possible Possible
Estimated Remaining Development Cost of Phase I Phase I Phase I
Base Bid Alternates
Rock and Unsuitable Soils
_ _ _ $20,00
0~
Lighting, ballfield with. walking ,track
basketball
9__._~ ~ ( ) _ q __
Paakin and Infra tr0u0ctu ea included re uired li htin
g g)
'
~ .
$50, 000 ;
$125,000' _
$175,000
$75,000
_ _ ,_
_
Baseball Field
- -- _
Shelter/Restrooms
Greenways (1500 linear feet) ~
Basketball Courts
Playground - _ _ _ _ _ __ _ _
Sitework preparation
.
Volleyball Courts _
Sidewalks
_ __ __T
Construction Contingency (5%)
Fees (town review,capital water and sewer,erosion control,etc.)
_
_
_
_ -
_
_
_
$300,000
100,000
$100,000
_ _
$30,000_
$10,000
__
$1.50,000
$25 000
~ $60,000
$60,000_
~ -
_ $25,000
$50,000
__
_ $35,000
~_ _
_ $735,000 $655,000