2000-08-14 Work Session
NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 28
MINUTES OF WORK SESSION TO DISCUSS THE JAIL PROJECT PAGE 116
AND OTHER RELATED CAPITAL PROJECTS, AUGUST 14, 2000
ASSEMBLY
The New Hanover County Board of Commissioners held a Work Session on Monday, August
14, 2000, at 6:30 p.m. in the Assembly Room of the New Hanover County Courthouse, 24 North
Third Street, Wilmington, North Carolina.
Members present were: Chairman William A. Caster; Vice-Chairman Robert G. Greer;
Commissioner Buzz Birzenieks; Commissioner Ted Davis, Jr; Commissioner Charles R. Howell;
County Manager, Allen O’Neal; County Attorney, Wanda M. Copley; and Clerk to the Board, Lucie
F. Harrell.
Chairman Caster called the meeting to order and welcomed everyone present.
DISCUSSION OF JAIL PROJECT AND OTHER RELATED CAPITAL PROJECTS
County Manager O’Neal stressed the importance of the Board and public understanding the
interrelationship between the jail project and other capital projects that will have a domino effect if
time schedules are not met. He advised that the following presentations would be made:
Judicial Building Expansion
1. - Bruce Bowman, BMS
Parking Deck and Interrelationship with Judicial Building
2. - Rick Collins - Sharpe
Architecture PA
New Jail Facility
3. - Ed Spooner and Charlie Reed from Freeman White; Pete Buskirk
from Miller Building; and Architect John D. Jefferies
rd
Administrative Building /Renovation of 3 Floor of the Library on Corner of
4.
Grace and Third Streets
- John Parker, Sharpe Architecture PA
County Manager O’Neal requested the Board to hold questions until the end of the
presentations so everyone could understand how the projects flow and are interconnected with each
other.
Judicial Building Expansion:
The following presentation was made by Mr. Bruce Bowmam, BMS
Architects:
1. All legal documents have been completed. Proposals will be made available to contractors
on August 28, 2000 with a bid date of October 5, 2000.
2. The New Hanover County Board of Commissioners will be requested to award the bid on
November 13, 2000.
3. Construction should begin in approximately 16 months.
4. The construction budget is estimated at $9.1 million, which includes a base bid of $8.9 million
with the following add alternates:
-Review of exterior waterproofing on the 1924 Judicial Building to prevent continued
maintenance.
-Improvements to the Princess and Third Street right-of-way to create plantings and
lighting similar to the current style being used by the City of Wilmington.
-Replace the electrical feeder to the 1924 Judicial Building so it can be back-fed from
the new generator in emergency situations.
5. There will be 50,000 square feet of new construction which represents 70% of the total
construction cost with 25% for renovations and 5% for site cost.
NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 28
MINUTES OF WORK SESSION TO DISCUSS THE JAIL PROJECT PAGE 117
AND OTHER RELATED CAPITAL PROJECTS, AUGUST 14, 2000
6. Other items included in the cost are fixed furnishings such as pews, judge benches, etc. No
moveable furniture is included. No existing furniture will be replaced.
7. Phasing of the project is as follows:
-Construction will begin in January on the new judicial expansion as well as
th
renovation of the 5 floor of the jail.
-During the 16 months of construction on the judicial expansion, there will be 3
renovation cycles.
-In order for the parking structure to be ready when the judicial expansion is
completed in May 2002, drawings will have to be submitted one month after the bid
award on November 2000.
In concluding the presentation, Mr. Bowman presented slides of the new judicial expansion
showing how the design will aesthetically blend with surrounding structures and how the expansion
will connect to the 1924 Judicial Building through a courtyard/plaza area.
Parking Structure:
The following presentation was made by Mr. Rick Collins, Sharpe Architecture:
1.The parking deck will be located between the Library and existing EMS building with one
access off Second Street. The deck will have two elevators and three stairways as well as
direct access to the third floor of the Library.
2. The Carolina Courtyard will remain basically intact. The parking deck has been moved back
from Third Street to provide a pedestrian walkway and garden area to the main entrance of
the new Administration Building.
3. The parking deck will be six levels with service areas for the Library and existing EMS
building with access off Second Street.
4. The parking deck will be precast concrete, and a trellis will run along Third Street to scale
down the height. Two small water features will be incorporated into the site plan at the front
of the deck.
5. The estimated cost of the parking deck is $6,495,104. The critical factor is to complete the
design of the deck in October 2000 so building permits can be received and construction can
begin in order for the deck to be completed in March 2002 when the judicial expansion is
occupied.
Discussion followed on the number of parking spaces and the cost per space. Mr. Collins
responded that 600 spaces would be provided at a cost of approximately $10,000 per space, which
is not an unreasonable figure with the grade of materials and finish being used on the structure.
Vice-Chairman Greer objected to the parking deck being located on the proposed site and
stated that the estimated figure of $6,495,104 does not include other fees, which will increase the cost
per parking space to at least $11,000. With the loss of the existing 105 parking spaces because of
the deck being located on the Library site, only 495 additional spaces will be gained. This cost does
not include the $6,000 per month to rent space for library patrons and employees to park during the
construction period. He expressed concern for spending millions of dollars on a parking deck.
County Manager O’Neal informed the Board that Staff had evaluated numerous sites in the
downtown area, but not one location could meet the conditions of the City regarding distance from
the new judicial expansion.
NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 28
MINUTES OF WORK SESSION TO DISCUSS THE JAIL PROJECT PAGE 118
AND OTHER RELATED CAPITAL PROJECTS, AUGUST 14, 2000
Commissioner Davis asked if the Annex Administration Building is demolished, could that
property be used as the site for the parking deck.
County Manager O’Neal explained that the footprint of the Annex Administration Building
was not large enough to economically accommodate a parking deck. The County owns the sites
where the Annex Administration Building and Human Relations Building are located, but the County
does not own the Bell South property running along the side of these parcels. Numerous offers have
been made to Bell South for purchase of this property, but all efforts have been unsuccessful.
Mr. Collins also explained that dimensions of a site determine the number of levels required
for the parking deck. If the site is too small to design an efficient layout, the 300 spaces needed for
the judicial expansion could result in a parking deck with 10 levels.
Vice-Chairman Greer again stated that he was not in favor of the proposed construction site.
If other costs plus the rental figure are added to the estimated cost per parking space, the cost will
be approximately $14,333, which is too expensive.
County Manager O’Neal responded that he felt Staff had exhausted every effort possible to
find a site in the downtown area. One possible option would be to request the City to waive the
distance requirement. If this request is granted, Staff could negotiate with the owners of the Azalea
Inn to purchase that property.
A lengthy discussion followed on the use of the 600 parking spaces. Deputy County Manager
Atkinson explained that 300 spaces would be needed for the judicial building expansion, 116 spaces
for the new Annex Administration Building, and 105 spaces for the Library, which leaves a small
number of remaining spaces.
New Jail Facility:
County Manager O’Neal advised that the team comprised of architects, engineers,
and construction experts would be making presentations and definitive cost estimates on the jail
project. These figures have been reviewed and accepted by the team; however, there are some
construction options for the existing Law Enforcement Center (LEC) which range in cost from $2
to $4 million. More analysis and research is needed to reach conclusions on how to utilize space in
the LEC.
Mr. Ed Spooner, representing Freeman White, advised that Mr. Charlie Reed would present a brief
presentation on the Scope of the Project, after which Mr. Pete Buskirk would discuss the Schedule
and Budget.
Scope of Project:
1. The Jail and Sheriff’s Administration space will be located on 22 acres of property owned by
New Hanover County on Blue Clay Road. The site will not disturb existing wetlands or the
old landfill located on the property. The site provides a good buffer from neighboring
properties and has adequate room for expansion.
2. The complex will be connected with three components comprising of jail housing, jail support,
and the Sheriff Administration space. Public parking will be on the right side of the building
and Staff parking will be on the left side of the building. The proposed 56 bed dormitory for
work release and 40 bed dormitory located in the middle of the facility can be constructed at
a later date. Subtraction of these beds will leave 552 cells, of which 88 are single cells. This
design was developed by Carter Goble as the most effective way to break down the housing
and get inmates in the least restrictive environment while maintaining enough cells for high
risk inmates.
3. Two entries will located at the front of the building, one to the Sheriff’s Administration space
and the other to the jail.
NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 28
MINUTES OF WORK SESSION TO DISCUSS THE JAIL PROJECT PAGE 119
AND OTHER RELATED CAPITAL PROJECTS, AUGUST 14, 2000
4. The jail facility will be constructed of sheathed pre-cast concrete to take advantage of a
standard module that will allow rapid and straightforward construction. Screening will
separate the public from the inmates being brought into the facility, and screening will also
separate the inmates from public view.
5. Jail support will house intake, the release facility, kitchen, and laundry. Staff support is
connected to housing by a corridor. The Sheriff’s Administration space will contain all
components of the Sheriff’s operations with the exception of 911, which will remain in the
existing LEC. Office functions will be placed near the front of the building with vehicular
related functions and patrol placed at the rear. This design will allow for expansion and
flexibility in a cost effective layout.
Discussion was held on the ancillary areas and how the building could be expanded in the future to
accommodate up to 1,000 inmates. Slides were presented showing the area where a pod could be
added connecting to the jail. Utilities are being sized to accommodate 1,000 inmates, and kitchen and
laundry functions are designed for future expansion. The Sheriff’s Administration space is also
designed with the capability for future expansion.
Further discussion was held on the number of required square feet per cell as outlined in State
standards. Mr. Bob Greene responded that the basic standard is 75 to 80 square feet for a 2-person
cell. The facility has been designed to comply to all State and federal standards.
Schedule and Budget:
Mr. Pete Buskirk, Miller Building, presented the following information on
the schedule and budget:
1. The design team has committed to completion of construction by October 2002. Once design
documents are completed, there will be 17 months of construction, which would normally
take 24 to 30 months. In order to move at this speed, the project will be phased as follows:
(1) precast concrete cells, (2) preliminary site work, (3) off-site work, (4) power foundations,
and (5) normal bid packages until construction is completed.
2. The construction project should be ready for prime contractors in April 2000 with the site
graded, piling foundations in place, erosion control in place, and a graveled perimeter access
road.
3. The following bid packages will be presented to the Board of County Commissioners for
approval:
-Bid package for the precast concrete cells - August 21, 2000
-Early site work package - September 18, 2000
-Power foundation package - February 2001
-General prime contractor bid package - March 2001
-Off-site water tower facility - May 2001
Discussion followed on when water and sewer would be provided to the site. Mr. Buskirk responded
that water and sewer should be available to the new facility two to four months prior to completion,
which means no later than August 2002.
Further discussion was held on the complexity of jail construction and the success of the team
concept. County Manager O’Neal advised that meetings are held at least every two weeks among
the architects, members of the team, and staff as the design moves forward. Once construction starts,
more meetings will be held with daily conferences to be sure all items are in place. The team concept
appears to be an excellent way to construct a project of this complexity.
Mr. Greene spoke on the precast concrete cell package being a good example of the team effort.
Through strategic thinking, the builder, designer and planner, decided it was imperative to submit bids
for the precast concrete cell package prior to two major State projects in need of 2,000 precast cells.
NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 28
MINUTES OF WORK SESSION TO DISCUSS THE JAIL PROJECT PAGE 120
AND OTHER RELATED CAPITAL PROJECTS, AUGUST 14, 2000
By following through with this procedure, the County’s bid was on the market in time to produce the
lowest price. If the company had already received a 2,000 cell bid, the County would not have been
able to negotiate a good price.
Budget:
1. The estimated cost of the new jail and Sheriff’s Administration space is $46 million, which
includes design team fees, programmer fees, and project expediter fees. This figure is within
the budget. The work release area and 40 bed dormitory can be added as alternates at a later
date.
2. Estimated cost for furniture and fixtures is $2.9 million. This cost consists of furniture,
fixtures, equipment, offices, and moving costs. There is a considerable amount of
contingency in this figure.
Deputy County Manager Atkinson explained that the $2.9 million is to purchase office furniture, fax
machines, telephones, mattresses for the beds, etc. As information is received, all costs associated
will be forwarded to the County Commissioners to avoid any unexpected costs at a later date.
Use of Existing Law Enforcement Center (LEC):
Mr. Pete Buskirk presented the following data:
1. The first strategy was to carefully review how this facility should be used.
2. The ground floor will be left intact with full use of the parking spaces to accommodate offices
in the LEC. There is an existing sally port area that will be utilized for holding inmates
scheduled for court hearings. Jacob’s tunnel will still be used to carry inmates to the
courtrooms.
3. The Magistrate’s Office will be left in place and updated on Level 1. There will also be a
Magistrate’s Office at the Blue Clay Road site.
4. The Emergency Management Department and Emergency Operations Center will remain in
the lobby on Level 2 with access to 911 on Level 3.
5. The 911 Center can be located on Level 3 by removing some dormitory space. The facility
has limited public access, but during emergencies, it will be beneficial to have the Emergency
Management Department and 911 in close proximity.
6. Level 4 and Level 5 are primarily composed of cells in the existing jail. Due to the amount
of steel used in construction, it is too costly to renovate these levels. After an analysis, it was
determined that this area could be used for support services during emergency events with
use of the kitchen and bunk space for emergency management teams. This space can also be
used to house weekend inmates and store jail records.
7.Before any uses can be determined, time is needed to examine the exterior of the LEC
because of water infiltration.
Mr. Buskirk requested Mr. John Jefferies to comment on the water infiltration problem.
Mr. John Jefferies reported that the LEC has a major water infiltration problem. This is a 22 year
old structure with all interior walls showing signs of water damage coming in through windows and
walls. After reviewing the exterior of the building with a brick consultant and engineer, it was
determined that prior sand blasting had created some of the water infiltration. Due to the extent of
this problem, it is felt that experts should be involved to analyze how to extend the life of this
building. This determination must be made before placing expensive equipment from the 911 Center
in the structure. Once the investigation has been completed on the exterior skin of the building, a
recommendation will be made to the Board of County Commissioners.
NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 28
MINUTES OF WORK SESSION TO DISCUSS THE JAIL PROJECT PAGE 121
AND OTHER RELATED CAPITAL PROJECTS, AUGUST 14, 2000
Mr. Pete Buskirk presented the following options for improving the exterior of the building.
Option 1: Perform work on windows and replace the flashing.
Option 2: Place a hard coat paint system on the exterior of the building
Option 3: Remove and reinstall bricks at a cost that could exceed half the value of the facility
because the structure would have to be brought up to code requirements.
Option 4: Perform a partial demolition of the building with removal of floors 2 through 5,
provide a new room on top of the first floor, upgrade the plaza, renovate the court
holding and magistrate areas. The 911 Center would be relocated to the Blue Clay
Road site. This option would increase the cost of the project by $1.2 million.
Mr. Jefferies concluded the presentation by stressing the importance of hiring an expert to review the
water infiltration cost and determine the cause of this problem before recommending a solution.
Mr. Spooner informed the Board that the potential scope for the LEC was to keep the day holding
component for court appearances, which is not a major funding item. At that time, it was also felt
that other repairs would have to be performed and the $2.2 million budgeted would cover these extra
items. It is imperative for the Board to understand that determining the use of the LEC is completely
independent from the new jail project. The primary issue is to construct the new jail and Sheriff’s
Administration space as soon as possible because of overcrowding conditions in the jail.
BREAK
Chairman Caster called a break from 8:10 p.m. until 8:25 p.m.
Administration Building:
Mr. John Parker, Sharpe Architecture, P.A., presented the following
design schemes for construction of an Administration Building on the Library site:
1.A footprint has been developed for construction of a square building that will be placed on
the corner of Grace and Third Streets within three feet from the sidewalk to adhere to the
City of Wilmington Vision 20/20 Plan. This placement has provided an opportunity to create
another public area that can enhance the existing Carolina Courtyard in addition to the
landscaped area for the parking deck. Fountains and water features will be added to the site.
2.Schematics were presented for construction of a 3-level building to replace the Annex
Administration Building. The building will be located adjacent to the parking deck. Design
aspects have been used to blend the building with the Library and parking deck, and there will
be a connection between the building and parking deck as well as an entrance from the plaza.
It is important to note that this structure will not accommodate any additional levels.
3.Schematics were presented for construction of a 6-level building to replace the Annex
Administration Building and County Administration Building as well as satisfy space needs
for the next 5 to 10 years. The building will be in a square and more in scale with the parking
deck. The basic architecture and landscaping will remain the same as shown for the 3-level
building. The building is designed to be efficient and provide flexibility in the office space.
Cost:
4.
3-Level Building$4,600,000
6-Level Building$9,000,000
Extra Floor$1,750,000
Parking Deck$6,400,000
Demolition of Annex Building $ 201,065 (creating surface parking)
Demolition of Admin. Building$1,400,000 (creating a park on site)
rd
3 Floor Renovation of Library$2,550,000
NEW HANOVER COUNTY BOARD OF COMMISSIONERS BOOK 28
MINUTES OF WORK SESSION TO DISCUSS THE JAIL PROJECT PAGE 122
AND OTHER RELATED CAPITAL PROJECTS, AUGUST 14, 2000
Associated fees for projects$2,400,000
Moving Cost$ 50,000
A lengthy discussion followed on the number of decisions that have to be made before proceeding
with construction of a 3-level or 6-level building. County Manager O’Neal stressed the importance
of reviewing the documents and then deciding how to move forward. Many firms have been involved
with the design for the parking deck and the Administration Building regardless of the number of
levels.
Vice-Chairman Greer expressed concern for the capital projects ranging from $85 to $90 million in
cost and objected to placing this heavy burden on the taxpayers.
Commissioner Davis asked if the Annex Building and County Administration Building were
demolished, would there be adequate land to construct a parking deck on these sites.
County Manager O’Neal responded from a footprint perspective, the size of each lot is not large
enough to provide large parking areas. The main use of these properties would be to build multi-level
structures.
Deputy County Manager Atkinson informed the Board that a great deal of time had been spent on
integrating these capital projects so the jail can be constructed as soon as possible and the judicial
expansion completed. He emphasized the importance of the Board providing direction to Staff in
order to accomplish the construction schedule.
After further discussion, Chairman Caster requested Staff to prepare a list of all capital projects,
including the ones presented, the impact of these projects on the tax rate, and how these projects will
be financed. He also requested a list of questions that need to be answered so direction can be
provided to Staff.
County Manager O’Neal responded that Staff would be glad to provide a list before the end of the
week.
Further discussion was held on the third floor renovation of the Library. Mr. Parker reported that
two thirds of the space would be for administration functions. An entrance will be developed from
the parking deck to access the conference room and existing elevator on the third floor. By removing
the administrative space from the first floor, more computer space and book space will be created,
and the second floor will provide enough space to accommodate a growing book collection. A design
has been created to provide an efficient and interesting floor plan for the third level, particularly since
there are no windows.
On behalf of the Board, Chairman Caster expressed appreciation to the members of the team
for the informative presentations.
ADJOURNMENT
Chairman Caster called for a motion to adjourn the meeting.
Motion:
Commissioner Birzenieks MOVED, SECONDED by Commissioner Davis, to adjourn.
Upon vote, the MOTION CARRIED UNANIMOUSLY.
Chairman Caster adjourned the meeting at 9:30 p.m.
Sincerely,
Lucie F. Harrell
Clerk to the Board