TO:                  Mayor and Town Council


FROM:            W. Calvin Horton, Town Manager


SUBJECT:       Quarterly Report of the Status of Capital Projects


DATE:             November 10, 2003



The attached memorandum is the Quarterly Report of the Status of Capital Projects The report is for the first quarter of 2003 that ended September 30, 2003.




1. Quarterly Report of the Status of Capital Projects (p. 2).





Status of Capital Projects

September 30, 2003


There follows a brief status report on the capital projects on which Town staff are now working.  Projects are classified as “Under Construction” and “In Planning.”


Under Construction


Dry Creek Trail

Project:  Land acquisition north of I-40 and construction of a trail from East Chapel Hill High School to Providence Road.  Another branch of the trail is proposed to connect Chapel Hill and Durham trail systems on land north of I-40.


Budget:  $275,430, including a $200,000 grant from the Clean Water Management Trust Fund, a $4,630 Adopt-a-Trail grant, and 1996 Open Space bonds.


Status:  Sterling Ridge Apartments completed a trail segment from Providence Road to Erwin Ridge subdivision.  Eagle Scouts have cleared a trail corridor from East Chapel Hill School to Perry Creek Road.  Stairs and boardwalk have been constructed between San Juan Road and Perry Creek Road using a National Trails Program grant and Eagle Scout volunteers.  We currently are working on a design to solve a serious erosion problem on the East Chapel Hill High School end of the trail. Once this has been resolved, we will sign the trail.


All necessary properties south of I-40 have been acquired.  Negotiations with owners of two parcels north of I-40 have so far been unsuccessful.  However, acquisition of a third parcel north of I-40 was completed in 2003, using Clean Water Management Funds and 1996 bond funds.


The Council accepted a grant for $4,360 to build a parking lot off Erwin Road.  Design work is underway.  The deadline for completion of the project is May 2004. 


Hargraves Center/A.D. Clark Bath House Renovations

Project:  Perform extraordinary maintenance identified in 2000 Facilities Assessment Study, including, at the Center, replacement of interior surfaces, of electrical, heating and air conditioning systems, and plumbing fixtures; adding Americans with Disabilities Act accessible entrance and restroom facilities, and repairing the roof; and at the bath house, raising the roof, adding daylighting, adding ADA accessible entrances and restroom facilities and replacement of all surfaces and mechanical equipment; and replacement of mechanical equipment and repouring the floor of the pump house.


Budget:  $1,200,000 to be financed over 10 years included in CIP from 2001- 2010.


Status:  Work began in April 2002.  Change orders adding significant work, such as removal of asbestos, replacement of siding, roofing membrane, water-damaged sheathing and window flashing on the Center, more extensive reconstruction of the bath house, and more repairs on the pool, extended completion date to March 31.  Punch list walk through on March 31 identified several relatively minor issues which delayed full occupancy.  However, the building was stocked with furniture in April and the grand opening was held on May 10.  The pool opened as usual on Memorial Day Weekend.


Completion of punch list items has delayed final close-out of this project.  Pool items are being corrected now that the pool has closed for the season, and some items with fixtures and painting remain.  It is projected that work will be completed before the end of the next quarter and that final costs will be at or slightly below budget.


Police Headquarters Renovations

Project:  Repair of the leaks and the damage caused by them, replacement of roof and roof mounted air conditioning units and any other work needed to preserve the public’s asset.


Budget:  $700,000 of 1996 Public Safety Bonds


Status:  Initial contract of $500,000 provided for repair and renovation, completing the waterproofing of all underground walls, replacement of the roof, replacement of the air conditioning units on the roof and repair of floor and wall surfaces on the first floor.  The remaining $200,000 will provide for additional work on a safer configuration of the magistrate’s office, building security, renovation of the public lobby, reorganizing space previously used for processing and storing paper records. Funding is insufficient to replace flooring and wall surfaces on the second floor.  Engineering work and final bid documents are close to complete, with advertisement for informal bids to be published Oct. 19.


Pritchard Park Renovations

Project:  Comprehensive renovations of 15-unit public housing neighborhood on Pritchard Drive Extension.


Budget:  $960,700, including HUD’s Capital Grant and Community Development Block Grant funds.


Status:   Site work, including demolition, concrete, and rehabilitation work in the first phase of 6 units began in June.  Progress was delayed due to long fabrication time for windows and delivery of other components. The first phase of six dwelling units was completed and occupied in January, the second phase of four units in mid-April.  However, a unit in the third phase suffered fire damage at the end of March, and negotiations with the insurance company and contractors have delayed the completion of the project.  Occupancy of all units except the fire damaged one was completed by September 5,and the last unit will be occupied on October 16.  Final close-out is expected next quarter, after Duke Power installs the yard lighting and the general contractor can complete his site work.


The total cost will be below budget.

In Planning


Airport Gardens Renovations

Project:  Comprehensive renovations of 26-unit public housing neighborhood on Airport Road.


Budget:  $1,066,365 for Phase I.  Final amount will depend on need identified by design work and by availability of HUD funding over the next fiscal year or two.


Status:   Architect was selected and began schematic design work in January, with attention paid to site work and drainage issues as well as renovation of interior of apartments. Design drawings and bid package were ready by mid-May and were held in abeyance until September 2, when news of the amount of the next Capital Fund Grant was received from HUD.  Organization of project phases depends on the architect’s cost estimates and the amounts of federal funds available.  Advertisement for bids for the first phase of what will probably be three phases is scheduled for next quarter.


Aquatics Center

Project:  Construction of an aquatic facility on a site in Homestead Park.  The Council-approved conceptual plan includes a competition pool, warm water pool, locker rooms, office, classroom and reception area.


Budget:  Total of $5,555,000, including $1,200,000 from 1996 Town Park bonds and $855,000 from 1997 and $3,500,000 from 2001 Orange County Park and Recreation bonds.


Status:  On March 5, 2001, the Council adopted the conceptual Plan and requested that the Board of County Commissioners release remaining $855,000 in 1997 bonds.  A committee of elected officials from both jurisdictions developed a process for joint development of the Southern Community Park and governing bodies agreed to it March 3 and 5, 2003.  The Council resolved on June 23 to request the Board of County Commissioners to approve the concept plan and follow same process as the one in use for the joint development of the Southern Community Park .  The Commissioners reviewed the concept plan in September, and are expected to take action in October.


On September 16, Project Planning Committee directed staff to negotiate a contract for design services with GGA Architects, the firm that had developed the concept plan.  The Committee also discussed how to incorporate public art into the planning process for the center.


Booker Creek Linear Park

Project:  Construction of a park and trail along Booker Creek from East Franklin Street to US 15-501 ByPass, between Eastgate and Village Plaza commercial areas.


Budget:   $447,100, including $349,700 from North Carolina Department of Transportation, $10,000 from the developer of the Plaza Theaters, and a local match of $87,400.


Status:  Rose Engineering completed the study needed for the No Rise Certificate from FEMA, and found that the original concept plan was not feasible. The Council approved relocation of the pedestrian bridge in June 2002 and plans have been revised.  Two of the three necessary easements have been acquired.  Rose Engineering prepared a “no-rise” study that is required by FEMA for the revised bridge location, but then noted a misunderstanding. After considerable study and discussion of alternatives, it was decided to delete the bridge and route pedestrians across the stream along the shoulder of Elliot Road.   Approval of this change by DOT was received, and first round Zoning Compliance Permit drawings have been prepared.  We are still missing easements from the Village Plaza; however, the easements are a requirement of the theater construction project, which is close to permitting.  Request for bids will be advertised after ZCP drawings are approved.


Burning Tree Drive Drainage Project

Project:  Alleviation of flooding of a private residence on Burning Tree Drive during heavy rain


Budget:  $67,625 of Street bond funds


Status:  In-house design of the replacement of undersized storm drainage pipes under Burning Tree Drive and broadening of channel downstream was completed and reviewed by OWASA for necessary replacement of segments of a water and sewer line.  Easement from one neighbor was available, but extensive negotiations with another neighbor did not result in the necessary easement. Therefore, the staff is studying the feasibility and cost of providing an earthen (dry-floodproofing) landscaped berm to protect the structure from flooding during frequent rain events.  Surveying, preliminary plans, cost estimates and feasibility should be ready in the next quarter.


Generator for Town Hall

Project:  Installation of a generator capable of providing the power necessary to operate Town Hall during emergencies


Budget:  $130,000, to be financed over 10 years, from CIP funds


Status:  First engineering report presenting three options for location was prepared in April, and one option was selected for full development.  Change in personnel of contract engineering firm caused delay. Advertisement for bids for the site work will be published in time for installation in the spring. Town will bid the equipment separately. The consulting engineer projected a cost of about $150,000 and have just presented a new, higher cost estimate.  We await more information so as to develop options.


Generator for Police Headquarters

Project:  Installation of a generator capable of providing the power necessary to operate the Police Headquarters.


Budget:  $110,000, to be financed over 10 years from CIP funds


Status:  This project is being designed and bid in conjunction with the Town Hall generator  project.  Because new generator will not simply be able to use the existing concrete pad, it will probably be necessary to apply for a Zoning Compliance Permit. The consulting engineer has just presented a much higher cost estimate.  We await more information so as to develop options.


IFC Shelter

Project:  Extraordinary and deferred maintenance as defined in 2000 Facilities Assessment Study, with emphasis on exterior repairs necessary to protect the structure.


Budget:   $450,000 to be financed over 10 years included in CIP from 2003/4– 2013/14.


Status:  Council adopted a reimbursement resolution for $340,000 on September 9, 2002.  Our engineering firm completed inspection of roof and advised more work be done than had originally been budgeted for. Council included financing for $450,000 budget in 2003/4 – 2131/14 CIP, so the reimbursement resolution will need to be amended before the bids are accepted and the financing finalized..  Specifications for all needed exterior work, including roof repairs, replacement of windows, window frames and doors and pointing up the brick, 95% complete.  Initial conversations with IFC held in July and September about whether or how to maintain some operations safely during the work.  In order to accommodate planning for IFC’s interim operations and to avoid roof work in the winter, work is planned to begin in spring of 2004.


Morgan Creek Greenway

Project:  Construction of paved trail along Morgan Creek from Merritt Pasture on US 15-501 to Smith Level Road.


Budget:  $89,375, 80% federal funding through NCDOT, 20% CIP


Status:  Conceptual Plan Committee convened in November 2002, held public forum June 10 and then suspended work until the revised flood mapping is published.


Police Headquarters Parking Lot Renovation

Project:  Selective base repairs, resurfacing, repair and restriping of asphalt parking lot at Police Headquarters


Budget:  $50,000, CIP funds


Status: Informal bid was awarded and construction is scheduled for the first week of October.


Pritchard Park

Project:  Construction of a primarily passive park on the 34 acres of Town-owned land surrounding the library, including trails, small playground and a sculpture garden.


Budget:  $164,000, including a $100,000 gift from the Pritchard family.


Status:  A committee consisting of representatives of the Library Board, Public Arts Commission, and Parks and Recreation Commission worked with Town and Hotel Siena staff, and all agreed on a recommendation to Council, based on conceptual plan adopted by Council in November 2000.  The Council approved a proposed financial agreement with the Siena on November 25, 2002.  A memorandum of understanding between the Town and the Siena was held in abeyance until the Land Use Management Ordinance was enacted so the impact of regulations related to the Resource Conservation District would become clear.  A memorandum of understanding was then developed, but the owner of the Siena decided in June that he wanted to do something different.  He agreed to have a proposal ready for the Council after the summer, and later decided that the proposal would be in the form of a Special Use Permit application. 


In the meantime, trails that circumnavigate the site have been built by Eagle Scout candidates, and the Audubon Road stub-out roadbed has been removed and seeded.


Roof Projects

Project: Re-roofing of Town Hall, Fire Station #2 (Glen Lennox) and Fire Station #3 (Elliott Rd. and Franklin St.)


Budget:  $275,000, to be financed for 10 years


Status:  Specifications prepared and advertised.  Pre-bid conference scheduled for mid-October.



Fordham Boulevard:  Contract project on west side of roadway, from Days Inn to Willow Drive.  Design completed by Engineering Department after lengthy negotiations with NCDOT, but DOT personnel changes caused plans to be revised.  NCDOT has approved revised plans

and a necessary easement has been acquired.  Latest plans were approved by NCDOT this quarter and bids will be advertised next quarter.  Budget of $100,000 from 1996 Street bond funds.


Legion Road: In-house project on south side between Clover and Ephesus Church Roads; and between Scarlette Drive and Martin Luther King Jr. Street.  Public Works crews, delayed by hurricane recovery work, will probably begin in the spring.


West Rosemary Street:  In-house design and Public Works crews will build sidewalk from IFC Community House to Church Street on north side of the street, with $25,000 of CIP sidewalk funds.  Work has been delayed by the need to acquire several easements and to consider redesign of one block.  The funding mentioned above that would have funded the Church Street block will be used for a sidewalk segment on the south side of West Rosemary Street, in front of Asian grocery and Oriental Garden Restaurant. Work will begin next quarter.


Weaver Dairy Road:  Sidewalk from Cedar Fork Trail to Kingston Drive, along the south side of Weaver Dairy Road. Budget includes $180,000 of 1996 Street Bond funds.  Funds being held at least until NCDOT’s road improvement project is designed and cost estimates made.


Southern Community Park

Project: Community park to include soccer fields, woods and trails, paved paths, play areas, dog park, parking and site for a community center.


Budget:  $1,090,000 from 1986 Town of Chapel Hill Parks bonds; and $658,000 from 1989 Town of Chapel Hill Parks bonds for land acquisition.  $895,000 of 1997 Orange County Bond funds; $2 million of 2001 Orange County bond funds


Status:  Fifty acres were acquired in 1988 for $1,050,000 and 28 acres acquired in 1990 for $658,000.  Conceptual plan was approved by the Town Council and forwarded to the County Commissioners on January 26, 2002.  On March 5, 2003, the Board of County Commissioners approved the conceptual plan and a process for the planning and construction of projects that include County bond funds.  The Project Planning Committee decided on April 15 to advertise for a landscape architect, interviewed four candidates on July 17, and selected OBS Landscape Architects on August 25.  On September 16, the Committee considered how to coordinate public art into the park design process, should the Board of County Commissioners agree to spend 1% of County bond funds on public art.


Project:  Improve sidewalks, street trees, street furniture and street lighting along town center streets, including Franklin and Rosemary Streets, from east of Henderson Street to Merritt Mill Road, and the connecting North Columbia Street.  Intention is to implement in increments the plan adopted by the Council in 1993, some of it being done by developers of adjacent land and some by Town forces.


Budget:  Of the $1,000,000 in 1996 Street Bond proceeds allocated, approximately $760,000 has been expended, encumbered or allocated to date.


Status:  Segments completed on the north side of West Franklin Street from Carolina Cleaners to Ham’s, from the multi-tenant retail building housing Vespa’s to Franklin Street Cycles, and from Bruegger’s Bagels to Columbia Street; on both sides of North Columbia Street from Franklin Street to Rosemary Street; on the north side of East Franklin Street from Columbia Street to the Presbyterian Church; and on the south side of East Franklin Street from The Gap to McCorkle Place.


Developers completed the south side of East Franklin Street from the Gap around the corner of South Columbia Street to the Ackland Art Museum and in front of MacAllister’s Deli.  The County’s contractor completed the sidewalk in front of Orange County’s Skills Development Center on West Franklin Street, using $60,000 of Town Street Bond funds for this project.


On November 11, the Council approved Phase 1 of special street and pedestrian lighting. Subsequently, $225,000 of Street Bond funds was encumbered for lighting most of the 100 blocks of East Franklin Street, and North Columbia Street between Franklin and Rosemary Streets, and a small portion of West Franklin Street.  Duke Power reported that it would install the lighting this summer, but they now project installation beginning near the end of October. 


On February 10, the Council approved the segment of Streetscape from Porthole Alley to McCorkle Place and it was completed this quarter, with the exception of ten trees to be planted later this fall.  The one percent of the budget for art has been saved to pool with funds from future Streetscape projects.


Town Operations Facility

Project:  Acquisition of land for and design and development of operations facilities for the Public Works Department, Transportation Department, the Police Vehicle Impoundment Lot, Housing Maintenance and a department now located in Town Hall.


Budget:   Final budget will be determined after initial design is completed.  $368,000 has been budgeted for the preliminary consultant work, including design, cost estimation and a preliminary traffic impact study.


Status:   Eighty-eight acres north of Eubanks Road, west of I-40 and east of Millhouse Road, acquired and financed from 2001 through 2003 for a total capital cost of $1,436,000.  Council approved contract with team led by Corley Redfoot Zack for conceptual plan and cost estimates December 9, 2002.  Questionnaires and interviews of Town staff of four departments used in consultants’ assessment of needs.


Intensive design workshop completed in February and Council chose one of two different design schemes to be developed into a draft conceptual plan.  Acquisition of 14-acre parcel led to a new concept plan and design workshop in April.  Preliminary traffic impact study completed in April.  Public Review of the draft plan in June.  Council review of draft concept plan and initial cost projections June 23.


Additional work on refining cost projections and revising concept plan to reduce costs and studying demand for a day care facility was completed over the summer.  On September 8, Council directed staff to prepare conceptual plan for Public Works that would cost $20,000,000. Revised plan and recommendations, and report on demand for a day care facility are scheduled for consideration by Council on October 27.  As part of the regulatory process,  a concept plan will be reviewed by the Community Design Commission on October 22, and the Council will review a concept plan, possibly amended by their comments on October 27, at the November 17 Public Hearing.