AGENDA #2
MEMORANDUM
TO: Mayor and Town Council
FROM: W. Calvin Horton, Town Manager
SUBJECT: Comments from Advisory Boards on the Preliminary Report on the 2002-17 Capital Improvements Program
DATE: May 8, 2002
For your consideration we are forwarding comments from Advisory Boards regarding the Preliminary Report on the 2002-2017 Capital Improvements Program.
Comments submitted by Advisory Boards are attached. The Community Design Commission's recommendation will be submitted at tonight’s meeting. The Public Arts Commission will present its recommendations regarding the funding and location of public art later in the budget process.
- Summary of Planning Board Action, April 2, 2002 (p. 2).
- Historic District Commission Memorandum, April 12, 2002 (p. 3).
- Summary of Transportation Board Action, April 16, 2002 (p. 4).
- Summary of Bicycle and Pedestrian Advisory Board Action, April 23, 2002 (p. 5).
- Housing and Community Development Advisory Board Memorandum, April 26, 2002 (p. 7).
- Greenways Commission Memorandum, April 29, 2002 (p. 8).
- Parks and Recreation Commission Memorandum, April 29, 2002 (p. 9).
- Library Board Memorandum, May 8, 2002 (p. 10).
ATTACHMENT 1
SUMMARY OF PLANNING BOARD ACTION
SUBJECT: Preliminary Capital Improvements Program 2002-2017
MEETING DATE: April 2, 2002
RECOMMENDATION: Planning Board members made the following comments on the Preliminary Capital Improvements Program (no vote was taken):
1. The Planning Board would first like to acknowledge that it recognizes that the current budget situation makes the Council job of deciding on the Capital Budget this year extremely difficult.
2. There was general agreement that the new format for presenting information was easier to read and understand.
3. There is concern that there is no funding at all for sidewalks in next year’s budget.
4. The Council (or staff) should consider rewording the reference to the Town paying for “access” to the gym at Meadowmont elementary school—we are paying for a capital improvement.
5. There was general disappointment that the revenue from cell towers formerly used for greenways is being used in other ways. Members expressed hope that the situation is temporary and that the Council will return to the policy of using cell tower revenues for greenways as early as possible.
With regard to the former Town Library, now the home of the Chapel Hill museum, there were conflicting thoughts as follows:
6. The Council should reconsider whether the Town should retain ownership of the Chapel Hill museum building (former Library) - given that the renovation costs are estimated at about $1 million over the next 15 years.
7. The Council should consider keeping the former Library building for future Town office expansion needs.
Members present: Scott Radway, Julie Coleman, Coleman Day, Gay Eddy,
Nancy Gabriel, Sally Greene, Bob Reda, Ruby Sinreich
Drafted by: Scott Radway, Vice-Chair
Chris S. Berndt, Long Range Planning Coordinator
Historic District Commission Comments—no electronic copy
ATTACHMENT 3
SUMMARY OF TRANSPORTATION BOARD ACTION
Subject: 2001-2016 Chapel Hill Capital Improvements Program
Meeting Date: April 16, 2002
Recommendation: The Transportation Board voted 8-0 to recommend to the Council recommend that given the current budgetary restraints we recognize that our original recommendations will not be implementable in the near future, but we ask that the Town Council consider our recommendations when the budget crisis eases.
February 5, 2002 Recommendations:
- The Capital Improvements Program should include additional funding for intersection improvements, specifically at Merritt Mill Road and Cameron Avenue and at Cameron Avenue and Columbia Street.
- The Program should include additional funds for crosswalk improvements.
- The Program should include funding for providing a raised median along NC86 from Homestead Road to Estes Drive.
- The Program should double the amount of funding designated for sidewalk and bicycle improvements.
- The Program should clearly identify the location of the new public works and transit facility.
- The Program should include an additional sidewalk or bike path from the Community Park, off Estes Drive, to the nearest stop light.
Vote: 8-0
Aye: Hintz, Dobbins, Cianciolo, Schroeder, Howe, Hampton, Lathrop, Neville
Prepared by: Loren Hintz Chair, Chapel Hill Transportation Board
David Bonk, Senior Transportation Planner, Staff
ATTACHMENT 4
SUMMARY OF BICYCLE AND PEDESTRIAN
ADVISORY BOARD ACTION
Subject: Preliminary Comments on 2002-2017 Capital Improvements Program
Meeting Date: April 23, 2002
Recommendation: The Bicycle and Pedestrian Advisory Board recommends that the Council consider the following comments and requests, in addition to those provided by the Board at their January 22, 2002 meeting (attached), when developing the 2002-2017 Capital Improvements Program:
Ø The Bicycle and Pedestrian Advisory Board appreciates that there is not enough money in the upcoming budget for sidewalk construction during 2002-03, and that, perhaps, there will not be a great deal during 2003-04 unless the economy improves rapidly. However, considering the great need to make-up for past neglect, we recommend that the sidewalk construction budget for 2004-05 be increased to $150,000 to comply with previous anticipated budgets, and that subsequent years be increased in proportion.
Ø We request that the Town Council consider a bond issue in the near future for sidewalk construction. There is no more money for sidewalk construction from the previous bond issue.
Ø Since there will be no CIP money and no bond money for sidewalk construction during 2002-03, we suggest that the Town concentrate on intersection improvements and crosswalks. These projects are inexpensive and can be accomplished using staff employees in the CIP.
Ø We also remind the Town Council of our repeated request for more staff time. We would not be so dependent on Town funds if we had a staff member’s time assigned to raising outside funds through grants.
Ø We feel that separate line items should be included in the CIP for funding for safety improvements at intersections, marked crosswalks, pedestrian islands, and pedestrian signals.
Vote: 6 – 0.
Aye: Eva Metzger (Chair), Debby Freed, Kate Millard, Tom Mills, Wayne Pein, Dan Shugars
Nay: none
Prepared by: Eva Metzger, Chair, Bicycle and Pedestrian Advisory Board
Than Austin, Long Range Planner
SUMMARY OF BICYCLE AND PEDESTRIAN
ADVISORY BOARD ACTION
Subject: Preliminary Comments on 2002-2017 Capital Improvements Program
Meeting Date: January 22, 2002
Recommendation: The Bicycle and Pedestrian Advisory Board recommends that the Council consider the following comments and requests when developing the 2002-2017 Capital Improvements Program:
Ø Increase the level of funding for sidewalks. The Board appreciates the responsiveness and support of the Council and staff in funding needed improvements. The Board emphasizes, however, that the pedestrian and bicycling infrastructure remains underfunded. Sidewalks should be completed on both sides of all arterial streets; within one-half mile of every school, park and shopping area; and within one-quarter mile of every bus stop.
Ø Pursue a bond specifically targeted for sidewalk construction. Funding from the bond could pay for the many of the identified sidewalk and intersection priorities. The board emphasizes that the sidewalk issue will only become more pressing as the town moves toward public transit; immediate, large-scale construction will enable this transition.
Ø Add funding for safety improvements at intersections. The Board urges the Council to consider an overall package of intersection improvements as part of the transportation infrastructure. Intersection improvements on all major streets should be targeted, including marked crosswalks, pedestrian islands, and pedestrian signals, where warranted.
Ø Add funding for bicycle-sensitive traffic signals.
Ø Add funding for marked crosswalks with pedestrian signals, where warranted, across major roads to access bus stops.
Ø Earmark a portion of existing On-Street Parking Fund revenues for sidewalk improvements and transfer to CIP budget.
Ø Continue to pursue State Direct Allocation funds for sidewalk construction.
Ø Shift funds for new curb and gutter construction associated with new sidewalk projects from the Sidewalks and Bicycle Facilities budget to other street improvement budgets.
Vote: 6 – 0.
Aye: Eva Metzger (Chair), Barbara Chaiken, Kate Millard, Tom Mills, Wayne Pein, Doug Venema
Nay: none
Prepared by: Eva Metzger, Chair, Bicycle and Pedestrian Advisory Board
Than Austin, Long Range Planner
attachment 5 Housing and CD Recommendation---no electronic copy
ATTACHMENT 6
MEMORANDUM
TO: Mayor and Town Council
FROM: Greenways Commission
Joe Herzenberg, Chair
SUBJECT: Manager’s Recommended Capital Improvements Program (CIP)
DATE: April 29, 2002
At its April 24 meeting, the Chapel Hill Greenways Commission voted unanimously (6-0) to recommend that the Council include a minimum of $15,000 in the FY2002-03 Capital Improvements Program (CIP) budget for work along the Tanyard Branch Greenway. This need for this work has been specifically requested by the Sykes Street Committee.
The Greenways Commission voted to forward this recommendation, with voting as follows:
For Against
Joe Herzenberg, Chair None
Bill Bracey
Peter Calingaert
Jim Earnhardt
Debbis Morris
Brenda Nielsen
Chapel Hill Parks and Recreation Commission 200 Plant Road, chapel Hill, North Carolina 27514
Voice/TTD: (919) 968-2784 • Fax: (919) 932-2923
ATTACHMENT 7
M E M O R A N D U M
TO: Mayor Foy and Council
FROM: John Covach, Chair, Parks and Recreation Commission
RE: Manager’s Recommended Capital Improvements Program (CIP)
DATE: April 29, 2002
At its April 17 meeting, the Commission voted unanimously (4-0) to forward the following comment to the Council regarding the Manager’s recommended Capital Improvements Program:
The Commission reviewed the preliminary Capital Improvements Program for 2002-2017 and while the Commission understands the current severe budget crisis, we are concerned that the Small Parks Improvement fund remains stagnant at $50,000 for each year, beginning 2003-04 and continuing through 2016-17. We want to ensure that existing and future facilities have sufficient on-going preventative maintenance and believe that the Small Parks Improvement fund is essential to this end. We believe that this fund should gradually increase through the course of this 15 year program. We recommend that Council maintain the $50,000 per year through the 2005-06 fiscal year and then increase the Small Parks Improvement funding to first $60,000 and then $75,000.
The Parks and Recreation Commission voted to forward this recommendation, with voting as follows:
For Against
Andrea Rohrbacher, Vice-Chair None
Paul Caldwell
Pam Hemminger
Terri Tyson
ATTACHMENT 8
To: Mayor and Town Council
From: Library Board of Trustees
Cary Clark
Evelyn Daniel
Sue Greenberg
Bill Holton, Vice Chair
Bev Kawalec
Robert Schreiner, Chair
Betsey Wu
Virginia Young
Subject: Comments on the Town of Chapel Hill recommended budget and CIP
Date: May 8, 2002
Thank you for the opportunity to address the Council. The Library Board appreciates another opportunity to comment on the budget.
The Library Board’s comments center on use of the Library Gift Fund and Library-related items in the Capital Improvements Program.
Use of Library Gift Funds
The Library Board recommends use of the Library Gift Fund for special projects and the customary minimal annual transfers to directly support collection development. The Board has serious concern about the ongoing use of the Library Gift Funds for maintenance and operations. The Board understands that 2001-02 and 2002-03 are not typical years for the Town or the State, and that some Library Gift Funds have been designated to offset General Fund shortfalls. However, we do not believe spending Library Gift Funds for operations and maintenance is the best use for this precious resource.
Specifically, in 2001-02 the Council has approved an additional $108,000 from Library Gift Funds to cover the following operations and maintenance:
- CIP maintenance projects including minor items such as door knob replacement ($58,000); and
- General operational expenses to offset State funding losses ($50,000)
Added to the normal transfer of $45,000 from gift funds to purchase additional books, this means that $153,000 in library gift funds was budgeted this year alone. Additional tapping of the Gift Fund for operational and maintenance support is planned for next year. These are very significant demands on the Gift Fund.
The Board fears the chilling effect maintenance and operations uses have on potential contributors. We believe the donors, even if they make unrestricted gifts, expect to see the funds used for visible enhancements to the Library.
Since 1999, citizen (Library Needs Assessment Task Force) and consultant studies (Five Year Services Plan: 2001-2006 and Long Term Facilities Needs Through 2020) have indicated need and desire to expand the Library. Both reports identified a need for more materials, additional services, and an expanded building. It is these uses we believe most appropriate and that are most likely to encourage continued generous citizen gifts to the Library.
The Board recommends that the Council adopt as policy that Library Gift Funds be used primarily, almost exclusively, to fund projects included in the Five Year Services Plan: 2001-2006 and Long Term Facilities Needs Through 2020 that the Council adopted on February 11, 2002.
Consistent with that policy, the Library Board recommends use of $231,000 in Library Gift Funds to acquire the radio frequency identification and check-out system specifically identified in the Five Year Services Plan (please see attached for details about the system). This would provide a highly visible and appropriate use of the Library Gift Fund to initiate implementing goals of the Five Year Services Plan. Also, this technology would offer the Town other advantages:
- Significant savings in staff time annually. This savings could be put toward other Town functions or, preferable to the Board, shifted to other library functions to provide more children’s programs or reference service for library patrons.
- Increased patron satisfaction in providing self-checkout of Library materials. Staff-assisted checkout would still be offered, but we believe most people, once acquainted with the technology, will prefer self-checkout.
- Better inventory control, especially to locate mis-shelved items.
- Enhanced security capability. This would supercede the present security system.
Using figures provided by Library staff, the initial cost to install this technology would be $57,000 for equipment, $140,000 for the devices inserted in the books and $31,000 for temporary staff costs to assist in implementing the system. Annual maintenance would be about $7,000. We anticipate that this system would save the Town approximately $13,000 annually, as well as provide better service to Library patrons.
Capital Improvement Program
The Library Board recommends that the proposed CIP include projects, implementation years and costs for library expansion and other capital projects identified in the Five Year Services Plan: 2001-2006 and Long Term Facilities Needs Through 2020, and given a priority category 6.
In particular, we ask that Library building expansion be identified with a target date and an estimated cost. Based on the consultant’s recommendation of a 70,000 square foot facility and staff estimates for construction costs, we propose a project of 42,685 square feet with an estimated cost of $6.4 million (based on $150/sq ft). As in the case of the proposed Public Works facility included in the proposed CIP, these figures would be estimates only and revised based on additional cost information and space requirements. We suggest a target date of 2006-7.
The Library Board is committed to promoting enhancement of our fine Library as one of our citizens’ greatest assets. We believe that the current budgetary distress is temporary and need not stop going forward with our adopted plan for Library improvement.
Thank you for your consideration.
To: Mayor and Town Council
From: Library Board of Trustees
Evelyn Daniel Bill Holton, Vice Chair
Sue Greenberg Robert Schreiner, Chair
Betsey Wu Virginia Young
Subject: Attachment to Library Board’s May 8 budget comments
Date: May 8, 2002
This provides details about the radio frequency identification system (RFID). These details are provided by Library staff.
In the Library’s new Five Year Services Plan, the consultant recommended replacing radio frequency tags currently placed in each library material with radio frequency sensing devices which would:
- automatically scan the tags in materials passing near them,
- communicate with the library’s automated system to track materials,
- check materials in and out, and
- provide security monitoring.
The consultant believes that installation of an RFID system would:
- significantly speed up staff-assisted checkout
- offer patrons an opportunity for self-checkout
- eliminate or reallocate 40 hours of staff time per week currently used to check materials in and out and locate materials on the shelf
- eliminate +700,000 repetitive motions currently performed by staff each year
- improve inventory control and weeding of the collection
Capital costs to install the RFID system include:
Two self-checkout stations 40,000
One intelligent check-in slot 10,000
Self-checkout software for 2 stations 7,000
RFID tags for each material in the collection $140,000
First year maintenance (partial) 3,000
Temporary staff to facilitate installation 31,000
Total $231,000
Staff estimates that an RFID system could save the Town approximately $13,000 per year in operating costs ($20,000 less in staff costs; $7,000 in new maintenance contract costs).