TO: Mayor and Town Council
FROM: W. Calvin Horton, Town
Manager
SUBJECT: Police Headquarters Renovation
DATE: January 24, 2000
The purpose of this memorandum is to present the
conclusions of the needs assessment report of the police headquarters facility
on Airport Road.
The attached resolution would authorize the Manager
to proceed with Phase I of the recommended renovations, those necessary to
protect the public building. It also
notes the Council’s intent to discuss future renovation and/or different uses
of the building when it considers the petition of the Interfaith Council
regarding new sites for its community shelter and kitchen.
The police headquarters facility was constructed in 1980 and occupied in April of 1981. Since that time the total number of sworn and civilian personnel in the Police Department has increased from 75 to 127. The number of police officers has increased from 66 to 107. This growth has stretched available office and meeting space beyond its limits, with several former closets and storage areas now being used as office space. Also, the structural integrity of the building has been damaged by water leaks through both the roof and rear wall.
In 1996, citizens approved a Public Safety Bond package that included $700,000 for the renovations at the police headquarters facility. In June of 1999, the Town entered into an agreement with Lucien Roughton Architects of Durham to prepare a preliminary needs assessment and feasibility study of the headquarters facility. The report includes a comparison of current space allocations with current and anticipated functional needs, a cost analysis of renovation options, and an examination of alternatives to the renovation of the facility.
DISCUSSION
The Report
Over the past six months our architect, Lucien Roughton, has conducted interviews with Police Department staff to determine current and future space needs. Several engineering studies of the structure and site have been done to determine the structural integrity of the building and to evaluate the feasibility and cost effectiveness of renovating the structure. While the scope of the studies has been wide, the overriding objective of the architect and his engineers during this series of evaluations has been to identify the work needed to protect the public’s investment while still remaining within the $700,000 budget.
The principal findings of the architect are:
1. While the structure is generally sound, the water leaking through the rear wall and through the roof has caused some structural damage to the rear wall and interior spaces.
2. Six of the nine HVAC units mounted on the roof are twenty years old. They are inefficient and require replacement compressors on a regular basis.
3. The current square footage should be sufficient for the functional needs of the Department today, but much of the space is poorly allocated and divided.
4. Based on projected growth estimates provided by Police Department staff, an additional 2,700 square feet of space will be needed within five years. Longer-term projections indicate a need for up to ten thousand additional square feet.
5. The building presents potential safety issues, including: a lobby area shared by suspects, victims and visitors; the prisoner holding area and magistrate’s office on different floors; and trip hazards caused by missing and loose floor tiles resulting from roof and wall leaks.
6. The architect prepared a program and budget of work needed immediately to protect the public’s investment in the building; it would cost about $600,000.
7. The architect projected the work needed to make the building functional for the present Police Department; it would cost about $3,000,000.
In addition to
preparing a renovation proposal intended to address
immediate needs, the architect also conducted a functional assessment of the
department and the headquarters building to project long-term renovation and
space needs. Based on the results of
this assessment we believe that a comprehensive renovation of the
headquarters building and the addition of up to 10,000 square feet of space
needed to accommodate the projected growth of the Department could be
accomplished in three phases.
Phase I: Protect the Public’s Investment
Renovations necessary to protect the building from further damage would be done in this phase. Repairs would be made to the exterior of the building to prevent further damage caused by roof and groundwater leaking. More efficient heating and air conditioning systems would be installed on the roof once it has been replaced. The hot water system would be replaced so that hot water would be available in lavatories throughout the building, instead of only in the locker rooms. The renovations in this phase should begin as soon as possible to prevent further deterioration of the building. We estimate the cost of Phase I renovations to be $600,000.
Phase II: Renovate as a Functional Police Department
Headquarters
Renovations in this phase would include the complete renovation and redesign of all interior spaces, including an upgrade of all electrical and plumbing systems, the installation of fire and security systems and the reconfiguration of all HVAC ductwork. Also included would be interior and exterior renovations to enhance employee safety including a fire alarm system, and video and audio property surveillance systems. The classroom facility would be brought up to State standards, damage caused by water leaks would be repaired, and space for employee and visitor parking would be expanded. We estimate that the cost of renovations in Phase II would be approximately $3 million. We recommend that these renovations be completed within the next three to five years.
Phase III:
Accommodate Growth Over the Next Decade
This phase would include the addition of approximately 10,000 square feet to the headquarters facility. This additional space would be necessary to accommodate the anticipated growth of the Department over the next ten years. We estimate that the cost of this addition to the facility would be approximately $1.5 million.
The renovations in Phase I are necessary to protect the building from further damage. Funds from the 1996 Public Safety bonds approved for sale by the Council on January 10 would be used to pay for these renovations. We recommend proceeding with design and contracting of those renovations now.
The next consideration is whether we should proceed to Phases II and III or whether the Council may wish to consider looking for a new site on which to build a new headquarters facility. The advantages and disadvantages of each option are listed below.
Other Options
The recent request by the Interfaith Council to consider allowing the IFC to use the police building highlights the need to compare the options of renovation and new construction. The particular proposal of the IFC included the sale by the Town of the current shelter building at 100 West Rosemary Street and the move of IFC’s activities to the police building on Airport Road. The Town would need to identify a site and construct a building for a new police headquarters. The proceeds of the sale of 100 West Rosemary Street could go towards the new police headquarters and/or the renovation of the Airport Road building for IFC.
The Council has requested a market appraisal of both buildings. We plan to present this information with a general discussion at the Council’s March 6 meeting. We recommend that the discussion of these two options be continued at that meeting, with the benefit of the additional information.
We note below some of the pros and cons of these two options.
Option 1: Keep facility on current site and renovate
Advantages:
· Town owns property
· Site is centrally located
· Less expensive to renovate and add to current facility than to acquire land and build a new building
Disadvantages:
· Limited site availability for expansion
· Relocation expenses during renovation
· Expansion of facility likely to reduce available parking, which is already limited
· Eliminates possible alternate uses of facility
· Necessary improvements dependent on availability of future funding
Option 2: Move police headquarters facility to new site
Advantages:
· Site could be chosen to fit projected space needs
· Costs applied to a new facility with greater life expectancy
· Current facility would be available for alternate uses
· Value of current site could be used to offset costs of new facility
· A new, modern, safe and functional facility
· Expensive relocation during construction not necessary
Disadvantages:
· Limited potential sites
· New construction and land acquisition more expensive
· Site may not be as convenient as current site
CONCLUSIONS
We believe that we should proceed immediately with the work outlined above as Phase I so that the public’s building does not sustain additional damage from leaks in the roof and subterranean wall. This action would not prejudice in any way the later discussion regarding the future use of the building. We believe that such a discussion could be most fruitfully held at the March 6 meeting, when we are scheduled to report to you about the IFC request.
RECOMMENDATION
That the Council adopt the attached resolution authorizing
the Manager to proceed with Phase I of the renovations, and stating the
Council’s intent to consider in greater depth the future use of the police
building.
A RESOLUTION
AUTHORIZING THE MANAGER TO PROCEED WITH PHASE I OF THE POLICE HEADQUARTERS
FACILITY RENOVATION (2000-01-24/R-11)
WHEREAS, in 1996 the citizens of Chapel Hill approved the 1996 Public Safety Bond package; and
WHEREAS, on January 10, 2000, the Town Council approved the sale of $600,000 in bonds to provide funding for the renovation of the Police Headquarters Facility; and
WHEREAS, a needs assessment report presented to the Council on this date by Lucien Roughton Architects proposed a renovation plan that would protect the building from further damage due to leaking, and replace the HVAC system and hot water system; and
WHEREAS, Phase I of the renovation plan can be
accomplished with the bond funds approved for sale on January 10;
NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill that the Council authorizes the Manager to proceed with the implementation of Phase I of the police headquarters renovation plan.
BE IT FURTHER RESOLVED that the Council states its intent to consider in more detail whether the Town should plan a complete renovation of the police building and a future addition, as well as the option of identifying a new site and planning to build a new police headquarters building.
This the 24th day of January, 2000.