AGENDA #11b

MEMORANDUM

TO: Mayor and Town Council

FROM: Joyce A. Smith, Town Clerk

SUBJECT: Appointments to the Town Operations Center Design Advisory Committee

DATE: February 10 , 2003

The Council at its January 13 meeting adopted resolutions (attached) establishing a process and schedule for the conceptual design and cost estimation work for the Town Operations Center, and establishing a Town Operations Center Design Advisory Committee. Tonight, the Council may make appointments to this Committee.

The Committee membership is to include three or more Council members. A resolution to appoint Council representatives to this Committee is attached.

To date, four applications have been received for the three seats in the “neighbor” category. We have received only two applications for the three “resident” seats.

Copies of the applications and ballots are attached.

A RESOLUTION APPOINTING THREE OR MORE COUNCIL MEMBERS AS REPRESENTATIVES TO THE TOWN OPERATIONS CENTER DESIGN ADVISORY COMMITTEE (2003-02-10/R-13)

WHEREAS, the Council at its January 13, 2003 meeting established the Town Operations Center Design Advisory Committee; and

WHEREAS, the membership of the Town Operations Center Design Advisory Committee is to include three or more representatives of the Council;

NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill that the Council appoints the following Council members as representatives to the Town Operations Center Design Advisory Committee: ______________________, ____________________, and _________________________.

This the 10^th day of February, 2003.

Resolution Adopted January 13, 2003

A RESOLUTION ESTABLISHING A PROCESS AND SCHEDULE FOR THE CONCEPTUAL DESIGN AND COST ESTIMATION WORK FOR THE TOWN OPERATIONS CENTER ON MILLHOUSE ROAD (2003-01-13/R-11a)

WHEREAS, the Town of Chapel Hill is preparing to develop a new Town Operations Center on its land on Millhouse Road, north of Eubanks Road; and

WHEREAS, the Town needs to seek federal funding for the transportation facility and to finance the costs of the public works and other uses to be located on this site; and

WHEREAS, the Town Council has determined that it needs information on a conceptual site plan and cost estimates by June 2003, and needs to make a final budget decision by August 25, 2003;

NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill that the following process and schedule shall guide the work of the consultant team led by Corley Redfoot Zack:

Phase I: 12/16 – 2/14

Assess space needs through 2036
Analyze the site and its surroundings
Conduct interviews with employees on-site
Prepare draft design criteria
Review work from perspective of value engineering.
Make presentation to Council, Design Advisory Committee and general public

Phase II: 2/17 – 4/11

Conduct on-site design workshop, developing concept plans from what was learned in Phase I
Review work from perspective of value engineering
Prepare revised design criteria
Prepare concept plan
Prepare cost estimates of concept plan
Make presentation to and receive comments from the Council, Design Advisory Committee and general public

Phase III: 4/14 – 8/25

Hold public information meetings
Make presentation to and receive comments from Design Advisory Committee, Community Design Committee, Planning and Transportation Boards
Discuss with and receive comments from the Council
Revise final conceptual plan and cost estimate
Make presentations to and receive comments from Council, Design Advisory Committee and Public Forum
Present final plan and cost estimate for Council action 8/25

This the 13^th day of January, 2003.

Resolution Adopted January 13, 2003

A RESOLUTION ESTABLISHING A TOWN OPERATIONS CENTER DESIGN ADVISORY COMMITTEE (2003-01-13/R-11b)

WHEREAS, the Town of Chapel Hill is beginning the conceptual design of a Town Operations Center for the Transportation and Public Works Departments and possibly other uses; and

WHEREAS, the Council of the Town of Chapel Hill recognizes the need to include representatives of the public and of advisory boards in the design process; and

WHEREAS, the Council recognizes the need to include opportunities for input from the Council in its role as Client and Owner during the design process;

NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill that the Town Operations Center Design Advisory Committee is hereby established with the following charge:

· To seek a design that demonstrates the best techniques of sustainable development, environmental sensitivity and fiscal prudence

· To understand the space needs of the Town and the constraints and opportunities of the site

· To represent various points of view as they relate to proposed designs for the

Town Operations Center

· To understand the reasons behind the conceptual design decisions as they are made and be ready to share that understanding with the community before a bond referendum, should the Council decide to hold a referendum in November

BE IT FURTHER RESOLVED that the membership of said committee shall include:

Council members 3 or more

Neighbors of the site 3

Other Chapel Hill residents 3

Transportation Partners 2

Energy, Environment and

Sustainability Committee* 1

Community Design Commission 1

Transportation Board 1

Planning Board 1

* After the Committee is established

BE IT FURTHER RESOLVED that the Manager is authorized to advertise for applicants for membership in this group so that the Council may make appointments at its January 27 meeting and, if necessary, its February 10 meeting.

This the 13^th day of January, 2003.