AGENDA #4i
MEMORANDUM
TO: Mayor and Town Council
FROM: W. Calvin Horton, Town Manager
SUBJECT: Request to the Board of Orange County Commissioners to Start the Process for Development of the Homestead Park Aquatics Center
DATE: June 23, 2003
The following resolution would authorize the Mayor to write to the Orange County Board of Commissioners:
The resolution would also appoint two Council members and an alternate to the Aquatic Center Project Planning Committee.
In 1996, Town voters approved a $5,000,000 bond referendum which, among other things, was to fund an aquatics center at Homestead Park. Approximately $1,167,000 remains from that bond authorization.
In November 1997, Orange County voters authorized general obligation bonds for Parks. The Board of Orange County Commissioners pledged $1,000,000 from the Parks bond for Homestead Park. Of that amount, $855,000 remains that could be used for the aquatics facility.
The Council established a Homestead Park Aquatic/Community Center Conceptual Plan Committee. The Council considered the Committee’s report and held a public forum on January 29, 2001.
On March 5, 2001, the Council adopted a conceptual plan for the facility. Please see the attached concept plan.
In November 2001, Orange County voters authorized general obligation bonds for Parks. The Board of Orange County Commissioners pledged $3,500,000 from the Parks bond for the Aquatic facility.
In 2003, the Council and the Board of Orange County Commissioners agreed to a process for developing projects in Chapel Hill using Orange County bond funds. The process is currently being used with the Southern Community Park project.
At the June 17 meeting of the Southern Community Park Project Planning Committee, the group concluded that the Homestead Park Aquatic Center project should get under way. The Committee suggested that the concept plan approved by the Town Council in 2001 be presented for approval to the Board of County Commissioners. Commissioner Brown thought that the conceptual plan for the aquatic center could appear on the Board’s September work session for action at a Board meeting soon thereafter. The Committee also suggested that the same Project Planning Committee that is working with the Southern Community Park project work on the aquatic center.
Project Description: The Concept Plan approved by the Council contains a competitive pool 25 yards by 25 meters with a depth ranging from 4.5 to 6 feet, and a family/warm water pool 25 yards by 10 yards with zero depth entry ranging to four feet in depth. The larger pool could accommodate competitions and team practice, lap swimming, adult lessons and general swim. The smaller pool could accommodate three lap lanes, a teaching area suitable for children and individuals with disabilities, and general swim activities for those wanting or needing a higher temperature than would be available in the larger pool.
The program also includes enough deck area to accommodate bleachers; separate locker rooms for men, women, families and disabled swimmers with attendants; reception, office and classroom space; and public toilets.
An important feature of this program and conceptual design is that expansion is possible to provide programming space for other parks and recreation activities.
Process: We believe that there are 3 basic steps that must be completed for this project to proceed according to the adopted process. The attached resolution would authorize the Mayor to write to the Orange County Board of Commissioners to request that the County act to complete the following steps:
1. Approval of Concept Plan – The joint review process that was approved by both the County and the Town requires that the Orange County Board of Commissioners review and approve any conceptual plan developed for projects in Chapel Hill that include County funding. In this case the Council has approved the concept plan, but it has not bee submitted it to the County. If the concept plan is reviewed and approved in September or October, work on the project could begin as early as October. In the event that there are differences of opinion as to the scope and program of the current plan, the Council and the Board would resolve those differences. That process would require an unknown amount of time.
2. Establishment of Project Planning Committee – The joint process also requires the establishment of a project planning committee. The Project Planning Committee for the Southern Community Park project has suggested that it be appointed to work on the Aquatics Center. We would recommend that the Council make its appointments tonight or on August 25 and that the Mayor request the Board of County Commissioners to make its appointments by the end of August as well.
3. Establish Funding Schedule: – The project cannot move forward without a funding schedule established by the Town and County. Initial funding must be established for design fees before we can begin the project.
The Town has selected an architect for the project and he has completed the conceptual plan. However, the Project Planning Committee may wish to initiate a new selection process for architectural services, as was done for the Southern Community Park project. The architect selection process could take 2-3 months. Once the architect has been selected we believe that the following schedule could serve as a guideline for the fastest possible progress, assuming excellent coordination and cooperation by all parties, no unanticipated problems, and no unscheduled delays.
Execution of contract with design firm 1 month
Preparation of Special Use Permit Documents 3 months
Special Use Permit Process 6 months
Preparation of detailed construction documents 3 months
Zoning Compliance and other permits 3 months
Bid process 2 months
Selection of Contractor and execution of contract 1 month
Construction 18 months
These estimates predict a project timeline of approximately 3 years from the date the architect is selected to the facility’s opening. Any number of factors could delay the project further. It would not be unusual for this process to take 4 years or more to complete, but we are committed to working on a faster schedule.
Budget: The total estimated cost of the facility in 2001 was $5.5 million. The following are possible sources of funds that could be used on this project:
1996 Town Park Bond $1,167,000
1997 Orange County Park Bond 855,000
2001 Orange County Park Bond 3,500,000
Total $5,522,000
We currently have $5,522,000 if all three sources above are utilized. However the $5,500,000 estimate was developed in 2001 and bidding cannot take place for at least 14 months from the date the architect is selected. We are concerned that inflation, even though relatively low at present, may make the project budget inadequate to build the program already approved by the Council by the time the project is ready for construction. We believe that the Council and the Board should be prepared to reexamine the program and budget parallel during the Special Use Permit process and, if necessary, consider the issuance of installment debt to pay any estimated additional cost due to loss of purchasing power through inflation. More detailed cost estimates adjusted for inflation would be produced parallel with the Special Use Permit process.
Manager’s Recommendation: That the Council adopt the attached resolution that would authorize the Mayor to write to the Orange County Board of Commissioners:
The resolution would also appoint two Council Members and an alternate to the Aquatic Center Project Planning Committee.
ATTACHMENTS
A RESOLUTION AUTHORIZING THE MAYOR TO WRITE TO THE ORANGE COUNTY BOARD OF COMMISSIONERS TO REQUEST THAT THE COUNTY REVIEW THE CONCEPT PLAN FOR THE HOMESTEAD PARK AQUATICS CENTER, SELECT MEMBERS FOR A PROJECT PLANNING COMMITTEE, AND ESTABLISH A SCHEDULE FOR APPROPRIATING DESIGN AND CONSTRUCTION FUNDS (2003-06-23/R-10)
WHEREAS, the voters of Orange County have on three occasions approved bond issues that could include funds for a new aquatics center; and
WHEREAS, the Council and the Board of Orange County Commissioners have established a process for development of joint projects; and
WHEREAS, the Council and the Board of Orange County Commissioners have appointed 2 members and 1 alternate each to the Southern Community Park Project Planning Committee; and
WHEREAS, the Southern Community Park Project Planning Committee has been meeting; and
WHEREAS, a member of the Board of Orange County Commissioners has agreed to place review of the concept plan for the Aquatics Center on the agenda of one of the Board’s September work sessions;
NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill that the Council hereby authorizes the Mayor to communicate the following to the Board of Orange County Commissioners:
BE IT FURTHER RESOLVED that the Council hereby appoints _____________ and ______________ as members of the Aquatics Center Project Planning Committee, and _________as an alternate.
This the 23rd day of June, 2003.