HomeMy WebLinkAbout2005-08-09
BOARD OF SUPERVISORS
FINAL
AUGUST 9, 2005
COUNTY OFFICE BUILDING
4:00 P.M., MEETING ROOM 235
JOINT MEETING WITH ALBEMARLE COUNTY SCHOOL BOARD
1. Call to Order.
2. Discussion: School Division Capital Improvement Funding Process.
3. Update on Lane Auditorium Renovations.
4. Matters not Listed on the Agenda from the Board and School Board.
5. Adjourn to August 10, 2005, 4:00 p.m., Room 235.
ACTIONS
Joint Meeting with Albemarle County School Board of August 9, 2005
Au~ust 12,2005
AGENDA ITEM/ACTION ASSIGNMENT
1 . Call to Order.
. Meeting was called to order at 4:00 p.m. by the
Chairman, Mr. Rooker, and School Board Vice-
Chairman, Ms. Friedman. All BOS and School
Board Members were present, except Ms.
Moynihan. Also present were Bob Tucker,
Kevin Castner, Larry Davis, Tom Foley,
Roxanne White, Jennifer Johnston and Ella
Carey.
2. Discussion: Capital Improvements Program. County Executive: Proceed as directed.
. APPROVED the following recommendations:
1. Agreed to the debt targets as presented;
2. Agreed that long term planning for a new
high school would need to begin no later
than 2010;
3. Directed the Long Range Planning
Committee to build their project request
within the debt targets;
4. Directed the County Executive to form a CIP
Staff Review Team; and
5. Directed the County Executive to form a CIP
OversiQht Committee.
3. Update on Lane Auditorium Renovations. Ron Lilllev/Mike Stumbauqh: Proceed as
. DISCUSSED. Requested staff/architect to directed.
bring back more options that would allow a
narrower dais configuration. Requested that
the other users have an opportunity to provide
input before bringing back to the Board.
4. Matters not Listed on the Agenda from the Board
and School Board.
. There were none.
5. Adjourn to August 10, 2005, 4:00 p.m., Room 235.
. Due to the lack of a quorum the Chairman
adjourned the meeting at 5:56 p.m.
ACTIONS
Board of Supervisors Special Meeting of August 10, 2005
4:00 P.M., Meeting Room 235
AGENDA ITEM/ACTION ASSIGNMENT
1 . Call to Order.
. Meeting was called to order at 4:02 p.m. by the
Chairman, Mr. Rooker. All BOS members were
present. Also present were Bob Tucker, Larry
Davis, Mark Graham and Debi Moyers.
2. Work Session: Community Development Process Mark Graham: Proceed as directed.
Improvement.
. HELD. Mr. Graham discussed five strategies to
consider and provided an update on CityView. I
. CONSENSUS of the Board to defer staff's
recommendation to reduce Planning I
Commission's role in ministerial reviews until
COUNTY OF ALBEMARLE
EXECUTIVE SUMMARY
AGENDA TITLE:
School Division Capital Improvement Funding Process
AGENDA DATE:
August 9, 2005
ACTION:
SU BJECT /PROPOSAL/REQUEST:
Joint work session with the School Board to discuss the
School Division Capital Improvement Funding Process
x
INFORMATION:
CONSENT AGENDA:
ACTION:
INFORMATION:
STAFF CONTACnS):
Tucker, Castner, White, Breeden, Behrens, Reaser
__",---1
ATTACHMENTS:
Yes (4)
REVIEWED BY:
I <.'
/ \../
'.. lj
FOR LEGAL REVIEW: Yes
BACKGROUND:
During the FY06 budget process, the School Board submitted an FY06-FY10 Capital Improvement request that was
approximately $30 million dollars over the previously approved CIP for those same years. The increased budget request could
not be funded within available revenues and fully funding the request would have taken the County's debt service over the limits
set by County financial policies and Triple AAA bond rating guidelines. The Office of Management and Budget, in conjunction
with School Division staff, reduced the School CIP and proposed a plan to the Board during the FY06 budget work sessions
that kept the School's outstanding debt and debt service within certain target limits. The School Division's FY006-FY10 CIP
was approved based on these debt service targets and formed the basis of the School's five-year CIP, as well as the out-year
planning years.
/
Since long-range capital planning for General Government and the School Division will require the School Division to adhere to
specific debt service targets, unless a dramatic, unexpected change in enrollment or some other major unforeseen
circumstance occurs, the Board of Supervisors requested that we hold a joint meeting with the School Board to discuss and
agree upon a process for allocating capital funds between the School Division and Local Government. This executive summary
identifies the problem with the current debt service allocation and proposes a funding method for debt service and a proposal to
improve the capital improvement decision making process. For background information, Attachment D provides a summary of
the approved School Division CIP projects for FY06-FY10, as well as the planned school projects for planning years FY11-
FY15.
STRAGEGIC PLAN:
4.2 Fund County services in a fair, efficient manner and provide needed public facilities and infrastructure
DISCUSSION:
Issue/Problem
There are two identified problems or issues to be resolved: (1) the great majority of CIP outstanding debt and debt service is
currently allocated to school projects and does not, therefore, allow for increased local government debt for growing
infrastructure needs; (2) the current process between the School Division, the CIP Technical Committee and the Board of
Supervisors does not work well and can create an adversarial relationship between the Board of Supervisors and School Board
over the reduction or "cutting" of the School Capital Improvement Plan.
School Debt and Debt Service
The School Division has incurred the majority of County debt over the past 20 years, mostly due to an aggressive building and
renovation program and the ease of debt issuance through Virginia Public School Authority (VPSA) bonds. Based on the
currently approved CIP, total outstanding debt at June 30, 2006 will be $90.5 million for the School Division and $24.7 million
for Local Government. The attached chart (A) shows the County's total obligated debt and each division's share of that total. In
FY06, the School Division's share of the total debt is 72%; Local Government's share is only 28%.
In looking at annual debt service, Chart B shows that in FY06, the Schools have 85% of the debt service, while Local
Government has only a15% share. With an established financial policy of debt service to revenues ratio of 10% and a goal of
AGENDA TITLE:
School Division Capital Improvement Funding Process
August9,2005
Page 2
aligning the County's ratio with other Triple AAA bond localities at 7%, school debt cannot be maintained at the same share of
debt capacity and still allow for the growing debt service for the County's infrastructure needs without increasing the available
revenues or setting a specific targeUlimit for the School Division CIP.
CIP Decision Process
Currently the process for submitting and approving a School CIP Request often leads to a conflict between the School Board's
approved request and what the BOS is able to fund. The Long Range Planning Committee develops a CIP request based on
projected enrollment demands and other factors, which is then submitted to the School Board for approval. The approved CIP
request is then submitted to OMB to be reviewed by the CIP Technical Review Committee, comprised of County and School
Division staff, BOS and School Board members and citizens. The majority of committee members do not have the knowledge
to judge the validity, the timing or the increased cost estimates for the school projects, nor the authority to feel that they can
reject or rearrange school projects that have already been approved by the School Board. Therefore, each year the School's
CIP projects are either approved as submitted, or if they significantly exceed revenues, the proposed changes would go back to
the School Board for approval before a recommended CIP is submitted to the Planning Commission and the Board of
Supervisors. Often, as was the case this year, the short budget review time frame does not allow time for the School Board to
revise their requests prior to budget work sessions. This process, therefore, results in the perception that OMB and/or the
Technical Committee cut the School Board's approved CIP budget.
Proposed Solution
School Debt and School Debt Service
If the County intends to keep its annual debt service close to the ratio of debt service to revenues set by other Triple AAA
localities (7%) and if the debt capacity of Local Government must grow to meet increasing infrastructure demands, then the
share of school debt service must level off over the next ten years or additional revenues must be added to the CIP.
The attached Chart A of total obligated debt shows school debt going from 72% of the total to 58% in FY10 and 52% in FY15,
while local government total debt goes from 28% to 48% bringing local government obligated debt and school obligated debt to
a more equitable level.
The attached Chart B shows total county annual debt service rising from approximately $13 million in FY06 to $27 million in
FY15. The School Division share of this debt goes from the current 85% to 62% in FY10 and 54% in FY15, while local
government debt increases from its current 15% of the total to 38% in FY10 and 46% in FY15, again a more equal balance
between schools and local government debt service.
Attachment Chart C shows that if these debt service targets are adhered to, the County's overall debt service to revenue ratio
will be in line with other Triple AAA localities.
These debt service targets, which will begin to equalize the debt service between the Schools and Local Government, will form
the basis of the Capital Improvement Program projects funded by debt. If these intended targets can be agreed upon by both
Boards, then School Division projects will be requested within these debt parameters. This change will require school staff to
perform more up front analysis on the impact of requested project costs on their debt service capacity and the impact of staging
or sequencing projects to meet these targets. School staff and the School Board will be able to add or delete projects or move
projects into different years, as long as they stay within these approved debt targets. It is important to understand that these
targets do not reduce the level of school debt service, which in the approved CIP goes from approximately $11 million in FY06
to $15 million in FY15, but only the share of total debt service. Even keeping to these targets, the School Division will still be
able to issue $52.3 million additional debt for project costs over the next 5 years.
Everyone recognizes that a ten-year plan will change, so unexpected changes caused by emergency situations or unplanned
enrollment growth may occur. However, these should be rare exceptions to keeping requested projects within the debt service
targets. Most changes will be accommodated by the School Division by adjusting their projects within the approved debt
parameters. However, if a new high school is to be considered necessary within the next 15 to 20 years, the joint boards must
carefully consider the funding of debt, since a project of this proportion may not be able to be funded within the current debt
service targets.
CIP Request, Recommendation and Approval Process
To alleviate the problems cited above and become more efficient with our time and more effective in our results, both
School and Local Government staff is recommending that the request, review and approval process be revised in the
following way:
AGENDA TITLE:
School Division Capital Improvement Funding Process
August9,2005
Page 3
The Long Range Planning Committee can still fulfill its role for the School Board in looking at long-term school needs and
making recommendations for future projects. However, the committee will need to understand the approved debt service
parameters and, with guidance from School Division staff, will need to request projects that stay within the planned debt service
targets. Their recommendation would still be forwarded to the School Board for review.
CIP Staff Review Team: The function of this small staff team will be to review the technical details and cost information on
requested local government CIP projects and then to rank projects based on our established CIP criteria. The team would not
rank or change school projects if they were within the allowable debt service limits. If school projects did exceed available
revenues, the team would resolve the discrepancy using team members from the School Division and OMB to work out the
details. This staff team will balance general government projects to revenues using OMB's estimates of available revenues
and debt service.
CIP Oversight Committee: This larger CIP committee would be broader based and comprised of staff members,
representatives of the Board of Supervisors, the School Board and the Planning Commission, and community representatives.
This committee would focus more on the broader policy issues and priorities in the Capital Improvement Program and would
review the recommendations of the CIP Staff Review Team and provide input on priorities, timing and costs. This committee,
would not need to review the technical aspects of each project, i.e. whether the square footage is correct, whether the costs
have been estimated correctly, whether all costs have been accounted for, whether all revenues are there to support the
project, etc. This review and analysis should already have been done by the staff team before it is presented to them.
This committee will not spend its valuable time trying to balance the projects against projected revenues or debt service, which
is a complicated and detailed task, but will instead provide input on a funding and sequencing scenario(s) developed by the
staff team. Taking the details out from under the purview of this larger committee will free up their time to look at the big picture
and countywide impacts, not the details of each individual project.
The final decision on the proposed Capital Improvement Program rests as always with the County Executive based on the
recommendation of the Staff Review Team and the CIP Oversight Committee.
RECOM M EN DATION:
Staff recommends approval for the following:
· Agree to the outstanding debt and debt service targets for school projects as shown on Chart A and Chart B;
· Agree that the long term planning for funding a new high school in 15 to 20 years needs to begin no later than 2010;
· Direct the Long Range Planning Committee to build their CIP project request within the agreed upon debt service targets;
· Direct County Executive to form a CIP Staff Review Team to analyze the technical and cost details for requested CIP
projects and make funding recommendations. School projects will be reviewed by this team, but not changed if they are
within the approved debt service targets. Any funding discrepancies between school projects and debt service targets will
be resolved by OMB and school staff representatives on this team;
· Direct the County Executive to form a CIP Oversight Committee to include representatives of the Board of Supervisors and
the School Board, staff and community members to review the recommendations of the Staff Review Team and provide
input on priorities, costs and county wide CIP impacts.
ATTACHMENT:
Attachment A - Total Obliqated Debt
Attachment B - Total Annual Debt
Attachment C - Debt to Revenue
Attachment D - Schools CIP Proiects FY06-FY15
05.105
<t
+-'
l:
Q)
E 1..11
..c: rr-
(.) ?R
~ L.L..'
+-' 00
+-' .q-
<t -.:t
r-
.q-
rr-
L.L..'
m
r- ......J
m <(
I-
rr- 0
L.L..'
N I-
r- +
....., N
..c r r-
L.L.. ,
Q) r-
r-
C r- ~
rr- <( ......J
L.L..' L.1.J
-c 0 r 0
r- 0
Q) ......J
0 <( I
....., ?R rr- U U
00 ?R L.L..' V) V)
tU LI"I N Q) f
-.:t 0 L.L..
C1
Q)
-- rO
- L.L..'
..c CO
0
0 CO
rO ......J
L.L..' <(
"'" ~
- 0 L.1.J
tU "'" Z
L.1.J
....., rO lJ
0 L.L..' +
lO
~ 0
lO
?R rO
00 L.L..'
N 1..11
0
0 0 0 0 0 0 0 0 0 0 0
0 0 0 0 0 0 0 0 0 0 ~
0 0 0 0 0 0 0 0 0 0
- - - - - - -
0 0 0 0 0 0 0 0 0 0
0 0 0 0 0 0 0 0 0 0
0 0 0 0 0 0 0 0 0 0
- - - - - - - - - -
0 0 0 0 0 0 0 0 0 0
0 CO lO .q- N 0 CO lO .q- N
N r- r- r- r- r- ~ ~ ~ ~
~ ~ ~ ~ ~ ~
[0
.oJ
c:
ell
E
.r.
u
co
.oJ
~
l.f'l
>- ,....
?R L.J... '- ....
't <::t .0
LJ'\ a.J
0
<::t rtl
....
>- 0
'- I-
...., L.J... M +
..c
OJ M
>- '-
C L.J... N
- N
>- ,....
ns L.l... '-
....
~ .0
a.J
0
c: >- ,.... 0::: 0
L.l... '- ~ 0
c: 0 LJ.J .!:
>- U
V)
<C ......J +
0 ~
U
>- ,.... V)
'- u:
L.J... O"l
>- 0
...., O"l
c: 0
'-
CO
~ 0
>-
L.l...
0 co ~I
0
U >- '- 0
L.J... "'"
0 >
0
lJ
- c:
ns "'" a.J
>- 0 lJ
L.l... '- f
...., 1.0
0
0
I- ?R 1.0
>- 0
~I '-
L.l... l.f'l
0
0 0 0 0 0 0 0
0 0 0 0 0 0 ~
0 0 0 0 0 0
0 0 0 0 0 0
0 0 0 0 0 0
0 0 0 0 0 0
0 Lrl 0 l.f'l 0 Lrl
M N N ~
~ ~ ~ ~ ~
9NIONn.:l
()
....
l:
C1l
E
.!:
U
lI:l
....
....
<( Vl
........
'* '<t
N
'<t >-
lO I.J...
'<t
'*
0"1 ........
LIJ Vl m
u:i >-
::> I.J... ~
=:l
~
Z m
'* X
........ <(
lO N
LIJ Vl ~
u:i >- ?R.
I I.J...
> 0
N ~
LIJ '* ........
m
lO
~ lO >-
I.J...
0 '* ........ W
0 l.J
~ ex::
00 >- <t: <(
E lO I.J... UJ a:::
::s >- W
E --J >
~ 'x <t: <(
co 0 U
::!;: Vl <(
~ '* ........ u: <(
CO f'.,. 0"1 <(
0 0 0
f'.,. >- +
LIJ I.J...
C 0"1
0
........
00
0
> >-
I.J...
W
....J
~ 00 a:::
'* 0 <(
........ ~
Z 0"1 f'.,.
Vl 0 W
u:i >- CO
....J
I I.J... <(
::> f'.,. t
0 '* 0
Vl ........
N lO
0
U lO >-
I.J...
'* lO
0
0 ........
0 Vl
lO 0
>-
I.J...
'* '* '* '* '* '* '* '*
0 0 0 0 0 0 0 0
~ 0 0 0 0 0 ~ 0
0 0"1 00 f'.,. lO Vl '<t
o
-
c:
(l)
E
..c:
u
C'il
-
~
-
c:
(l)
E
III
III
(l)
III
III
<C
III
'l:l
CI)
CI)
z
C'il
:!:
c..
C'il
()
M
....
-
N
....
o
....
-
O'l
o
>-
LL.
015
E
C'il
...
C)
o
...
ll.
-
c:
CI)
E
CI)
>
o
...
c..
E
C'il
-
'0.
C'il
()
o
w
>
Q(f)
0::1-
ll.u
ll.w
<Co
O'la:::
00..
-
COLI..
00 ti
I >- ~ '5
L() a::: z li.
~ <( c;;
'I:t ~ (5
o ~i'=
>- ::l z
LL. (f) ~
]
"<till
'7~
OCll
....>-
>-..:.
u..::::l
o
"<t
....
M
....
>-
u..
M
....
N
....
>-
u..
o
....
Oi
o
>-
u..
ll..0>
-0
(,).
In
-0
~>-
~u..
~~"<to~~rn~""ooo~OOOOOON~OO"<tO~1n
~~NOW~"<t~~OWOOOOON~WN~W"<tO"<t
roroONro~~~~O~~M~~NN~MO~MV
~~~ci~ ~~ NN~ ~~~~~~m
~ ~ 0>
OOOOOOOOOOOOOOOOOOOO~OOO~....
~ 0 0 000 0 O"<tWOIn
00 N ~ rn~ ~ Nrn~OOIn
~ m ~~ N~~N~
>-
u..
N
....
....
....
oooooooooooooooo~ooornol"<t
o 0 ~ ~rn~oo>
00 ~ ~ ~~M~~
~ N ~ M
....
>-
u..
o 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 ~ 0 0 0 0 01 In
o 0 0 ~ ~rnNOM
o ~ 0 ~"<t~~q
W N N
....
....
....
(3
....
o 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 ~ 0 0 0 00 01 M
~ 0 ~ ~rnoo~
00 ~ ~~N~~
....
00000000000000000~00~~010>
o 000 ~ ~~wo"<t
o WO ~"<tO~lD
L()r- T""" ci
....
~~"<to~~rn~~ooo~OOOOON~~WO~"<t
NMN ~T"""~L()Mo~roOONM~N~N~om
000 OOr-~~MOM~~O~NL()~T"""r-NL()OO
~~ ~ ~~ N N ~NN~M;
In
0>
o
co
o
>-
u..
co
o
;:::
o
>-
u..
~OOOOOOO~OO~OOOO~OO~~OIN
N ~ woo ~ ~~~o~
T""" rn..q-1.1') L!)..q-or----m
('l') T""" ai'
o 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 ~ N ~ 0 ~ 01 In
o 0 N 0 ~N~~"<tOCO
aNN ~ ~~~O~lD
"<t m
~
o
to
o
>-
u..
lD
o
in
o
>-
u..
In
o
~
o
>-
u..
OOOOO~OOOOOOOOOOOONOO~OIO
~T""" ~ ~ L()r----('l')O~
~ ~ ~"<trn~lD
o M
....
o 0 0 0 0 0 0 0 0 00 0 0 0 0 0 0 0 0 ~ 0 "<t 01 0>
o OLD 0 Mr---- T"""~O~
o ~ 0 N "<t"<trn~M
N ....:
o~"<to~orn~oooooooOOO~O~OICO
C'0N NL()~L() N r---- T"""T"""~ON
000 W W~ "<t "<t"<tN~N
NT""" N ;
....
o
Ol
::,
Ou
:;--al
Ul 0
ro c
, ro
>-c
ro .-
O-LL
c
(l) ~ c c
-~- U EE
roOOq~ alal
sij2o>-_ gg
5c ~ E~m~~ro~~~ ~~
~o CEE~ro?>-ro~E w alal ~
Ul UlOO ~al<~(,)-alOl~>-crcr -
._~WN (l)~o.~~>(l)S_~uQrnrn-- 0
~~g~ rnro~~~o.~co~rno~g~B E
~~~>-_~_~~~UlO~~~x~8(l)E2oro~~o~g~~_~
cr - cr~-E E_ ~o.r::cc -
~_OCCU(l)_~~ oo(l)~(l)~(l) (l)(l)C~
CCcalal_crE<(<(~~m.r::E3~!~EE~ti
~2alEE~tJl>-tJltJlO~COlalOalZal~~~(9~
al~cr~~2I(9II~~IDIm~~ .
~utJlWWOalUOO::::l~--al-roro~~~~e
w~IcE2~ro==~ ~ro=Sb(l)O' I o~
__~~,_rn(l)(l)(l) m>c.s oo<(_oowo-
IIl~~~al~tJlEE~~tJl5>QUltJlE~~~~~g
o~c~~~~(l)~~~<(Ig~~~IE~~2Eu~
oOal::::lOoO~ooo ::::lalUO<(U'-UlOOalU
.r::tJlI~ZtJl<(<(I~~smz<(tJls<(sctJltJl~tJl
~~rnOOW~0I~~~~~zo~doc~~ ~
c.i
III
CIl
C
M
"<t
"<t_
O>
N
N
o
In
"<t_
N
o
....
:g
o
N
'"
ro
o
In
CO
ci
N
lD
M
In
ci
M
o
o
o
m
N
"<t
lD
o
N
N
M
0>
0>
cD
N
....
'<t
In
0>
cD
N
o
'<t
In
cD
N
0>
~
N
cD
N
lD
~
~
0>
....
'<t
o
....
ai
N
III
ti
CIl
'0
...
a..
'"0
CIl
'"0
t:
CIl
E
E
o
U
CIl
a:::
(ij
15
I-
if>
X
>-
0::
<0:
:->
:->
::J
Ul
f-
o
W
(3
0::
0..
0..
U
Ul
<5
o
I
o
Ul
u")
'"
o
c..",
U'7
-\.0
~o
0>-
f-w..
'" ~
- ..s
, ClI
->-
- ,
>-;
w..O
--
C '"
CD .::::.
E ""
CJ)
CJ) >-
CD w..
CJ) ""
CJ) .......
<:t: '"
CJ) >-
"0 w..
CD '"
CD .::::.
z N
L!) >-
...-- w..
-
"'<t N
...-- .......
>-
LL >-
w..
...-- :;
...--
- 0
0
...-- >-
w..
>- c..o
LL U'7
"0 _\.0
..so
C '0>-
CO f-w..
E
CO 0
... .::::.
OJ O"l
0 0
... >-
0... w..
CJ) O"l
-- 0
c .......
CO
CD 0
E >-
w..
CD
> CO
0 0
.......
... r-...
Cl.. 0
E >-
w..
CO r-...
0
:!:::: .......
Cl.. \.0
0
CO >-
() w..
0 \.0
0
W .......
'"
I- 0
0... >-
w..
0
0
<:t:
0
...--
-
m
0
>-
LL
<.D
0
-
L!)
0
>-
LL
~ornMo~~mOV~OONO~No~~mwrnMOOMO~
NO~WO~MrnmOO~NVNO~~OW~~V~M~OWO_
OO~OOw~~mMm~V~~N-VW-WWW_~OO~NOON
N'-: N"'; ~-_- mm - -"-fj-N-MLr\- MNmu-i .....-O-v-r..rj
N
o 0
o 0
o ill
N
ill U"1 00000 OOMOO 00
'" "- L.f"I_I'.O V Mf'... a ON
"- CO I'.vv_ vO"llDL.f"I CO",
m N"r--:.....-N- -,," ~v\
'"
U"1 Oen 0 0
"- en "- 0 0
en "- en. 0
<i
en 00 0'"
"- en en Or-...
en "- enO"l
-<i..a
ill en 0-00 0 N
en "- Lrlomo 0 N
"- l.f"lI.J""\'o::j'"1'-. '"
CO m
0 en 0000 '"
0 "- L.f"INO"\ 0 '"
0. l.J""\r--..vr--.. \.0
..:
en ONOO COMO CO
"- L.f"If'."O"\O ,,"M"- CO
L.f"II...O V I'-.. ,,"mill '"
-,," m
0
en
\.0
0
0
0
""
0 0
0 en
0 m
N-
L.f"Iom M
NOvlD
0_ CO
N
L.f"I 0"10",,"
vmO"101CO
,..... "';.O"\_Mo;.
en_ M
OL.f"lNOMNOL.f"lLroO"iW......QO
NU)Ni.J"'IMOOOWl'-.l.f"I'<::j""MOO
vl..O-'o:;tf'...mL.f"l.....lDi..Di..Dr'-..lDN
.....-Nv"":m -
M r-...
ill O"l
N CO
o 0
\.0
en
N
o
""
OI..DL.f"IQ
1..I'll.Df'-...O
L.f"Ivvl'-.
O"IL.f"IMOO
L.f"IO"IMOO
N......L.f"II..ON
MN _
en
"-
CO
N.
o
N
""
CO
o Oi L.f"I 0
l.f"lmr--..O
L.f"I!..D V I'.
en
"-
0-00
oenm
,,",,"-
M '"
ill '"
en '"
m r-..,-
m
o
N
o
o
00
OL.f"lNOvl.J"'IQ
NI'-.NL.f"IOI'..Q
V--vO"lNI'.
""
o
o
"-
\.0
\.0
:u;,
'O"l
I
M
ill
00
N
o
m
"- M
""
'"
r-...
'"
m
o
"-
0-00
L.f"I 0 00 0
vmmf"-..
M
en
"-
""
om
0,,"
0-
o om
U"10m
00 m
o
"-
o MI'-.Oi.J"'lQ
L.f"INf'...Di..DO
vvMf'.,.......N
M
'"
00
'"
a\
....
\.I
.~
e
c..
o 0
~ ~
::l ClI
"0 0 c
(l) ~ Q) C C
~ ~ \.J Q) .2
oj >- C E ;;;
.~ ~ ~ 0 ~ >
u... 0... ~ ~ rn ~ g
~ ~j~ ~~ ~~Ic~~[ ~>-
.2 ~Q)u Q)Q) _~OcO~ .Q~
~ g ~ E l.J~:6 ~ ~ ~ ~ ~ i i ~ ~ f~o ~ ~ ~ ~ ~ 'A
~~g ~~ ~~uE~~GQ)Q) ~~~c~o~ ~u~
<~Q) Q).~~>uowo~o~~ u...g~Q)~o~ 0>8
~C~ ~8~~~o~~~o~~ Q)u~OCc~ o~~
3~g "-6]]~~~~~~~~~c~~~~~~~ ~~~
~.~~ - u w~~w~~~~~~>~~~~01E~
~~ ci~~~.~.~.~~>w_~c~E~E~IC=~._~o
>-~~~>-3II~~I~~Z~~~>-~~~<E~~>-IW~
~~~~~~~~~~~.~~~o~~g~~~~.~~~~~~~
~>>~E~~~<g~~.~~B~~~wY~~~~~E~~~
Ww~~w~~~~_~~.~ ~oOc~=I~c~wwE~
"'I E c t: w E ~ .c c I ~ ~ I E ~ ~ 0 O...c ~ aJ""tJ = EWe E w :.0
~~w~~~ooo~5~<""tJ._~~~~w~w8>~w~~""tJ
~wI~uw<~~~~<~<~E~~f->~~~UUIW<<
~<~UOW~UI_~~~~ZO~ d~~~~>~X~N~
c
.2
u
'"
ClI
o
Date:
Agenda Item .:
Clerk's Initials:
RECEIVED AT BOS MEETING
? q (S
~
~
1
2
3
4
COUNTY OF ALBEMARLE
EXECUTIVE SUMMARY
AGENDA TITLE:
Update Lane Auditorium Renovations
AGENDA DATE:
August9,2005
ACTION:
INFORMATION: X
SU BJ ECT/PROPOSAL/REQU EST:
Lane Auditorium Design Update; Request for Direction
CONSENT AGENDA:
ACTION:
INFORMATION:
STAFF CONT ACnS):
Messrs. Tucker, Foley, Stumbaugh, Lilley
FOR LEGAL REVIEW:
ATTACHMENTS:
Lane Auditorium Plans and Elevations
AudioNisual (AN) System Descriptions
-
REVIEWED BY:
f II
! r.. I
~ !
v
BACKGROUND:
Staff received guidance from the Board of Supervisors in the fall of 2004 to proceed with a design that retains the large venue
capacity, is sensitive to the original character, and provides a means of conversion into a Board Room capable of supporting
smaller audience sizes in an appropriate atmosphere. A design team was assembled to work with Moseley Architects in this
effort: Lee Catlin (Community Relations Manager), Ella Carey (Clerk, Board of Supervisors), Jennifer Johnston (Clerk, School
Board), Sharon Taylor (Clerk, Planning Commission), Ana Kilmer (Clerk, BZA), Mike Brown (Information Technology) and Ron
Lilley (Project Manager). Their progress to date has resulted in the product that is included in this package.
STRAGEGIC PLAN:
Strategic Direction 4: Serve the Public Efficiently and Effectively
DISCUSSION:
A plan, elevations, and an AudioNisual (AN) System Description are attached to this executive summaryforyour review. The
plan and elevations show the dais configuration, AN components (such as cameras and podium positions), and support
spaces. Highlights include:
Dais: The modular dais as will rest on a platform that is approximately the same height as currently exists. Ramps will
allow for handicapped access. The dais will be moveable for storage against the stage when desired. Each position on
the dais will have a flat screen monitor and a fixed microphone. Monitors will show the presentation that is projected on to
the large overhead screen, so that those seated at the dais will not have to turn their heads.
AN features: The audience will view material projected from the rear on a large overhead screen. The screen will be
approximately the same size as the existing screen. The AN equipment will allow for a conventional presentation. In
addition, cameras will be positioned to capture large format drawings or scale models and put them on the screen as well.
The AN systems will allow for the presentation to be carried on the overhead screen, dais monitors, associated
conference room monitor, and meeting room 235 monitor. There will be three presentation points: the main podium in
front of the dais (adjustable so that it can face the dais or the audience), a point to the left of the dais where a podium can
be set, and a similar point to the right.
Support spaces: An associated conference room is shown (off stage left) in conjunction with a small restroom and
kitchenette.
RECOMMENDATION:
Staff presents this information for discussion and seeks guidance in moving forward to a final design as quickly as is practical.
05.102
I
A/bemarle County Office Building, Auditorium Renovation Project, Ju/y 2005
Summary Statement of Work
Hoppmann Audio Visual (HA V) has prepared the following summary of features for the
audiovisual systems renovation project for Albemarle County.
The capabilities of the system, as described herein, will provide a flexible, technologically
advanced and user-friendly environment for Albemarle County's meeting, conference,
and presentation needs.
The proposed system supports the requirements outlined in meetings between
representatives of HAV, Moseley Architects, and Albemarle County. Additionally, HAV's
design will include hardware and software with built-in upgrade paths for future
expansion of the systems.
For the purposes of this document and future communications:
1. ATC shall be defined as audio conferencing.
2. VTC shall be defined as video conferencing.
3. CFE shall be defined as customer furnished equipment.
4. POTS shall be defined as 'plain old telephone system'; a standard analog telephone
line.
5. CODEC shall be defined as Coder-Decoder; the unit which enables VTC
6. CATV/ DSS shall be defined as Cable Television or Digital Satellite Television, a
service and system provided by the Customer; an outlet for this service is to be
brought to the rack.
The following are excluded from the AV Contractor's scope of work:
1. Communications service with respect to video and audio conferencing
2. Modifications to CFE furniture or millwork required to accommodate microphones,
table surface access enclosures (pop-ups) or other A V devices
3. High voltage electrical wiring and outlets, conduit, floor boxes, access panels, and
junction boxes
4. General contracting services such as painting, drywall, demolition and finished ceiling
work
5. Furniture and Lecterns
6. IT support services (typically provided by the Customer; IT assistance in configuring AV
contractor-supplied equipment to operate with CFE networks)
Auditorium
Summary
The space for renovation is an auditorium with seating for 200 persons in the main area.
Additional seating will be located in partitioned areas in the rear of the lower floor of the
room and in the balcony. An arc of modular furniture with seating for thirteen
Commissioners will be provided for the head table, facing the audience. Two lecterns
will be provided near the head table; one facing the audience and one facing the head
table at the center of the arc. Multimedia systems will be provided to support a variety of
County meetings, small-scale performances, and other public events.
Hoppmann Audiovisua/ Design Studio 2005 - 14201 Sullyfie/d Circle, Chantilly, VA 20153
Albemarle County Office Building, Auditorium Renovation Project, July 2005
The following lists requirements discussed for the systems:
Video
. Distributed 17" LCD monitors at each head table seat, 13 seats plus possible seats
for assisting personnel
. 4500 ANSI lumen LCD projector mounted within stage area
. 108" x 144" Motorized ceiling-mounted screen with rear projection fabric for video,
computer graphics (PC or MAC), and documents
. Graphics input panels on either end of the dais furniture (two inputs)
. Graphics/video feed to CFE PC for streaming
. Overflow video to Executive conference room
. DVDNHS playback
Audio
. Central speakers at proscenium, balcony side fills and rear area ceiling speakers
. Speech reinforcement for thirteen seats and wireless mics (HAV observed a CFE
Shure ULXP4 receiver that could be re-used)
. Record meetings in CD format (currently use a portable device)
. Audio feed to CFE PC for streaming
. Overflow audio to Green Room
. Listening Assistance
. Wireless public forum microphone in audience area for questions
. DVDNHS playback
. Compact disc playback
. PC audio playback
Control
. Touch screen controls to automate functions, making system features accessible to a
variety of users
. Ethernet access to Network Administrators via LAN for remote diagnostics or
maintenance
Miscellaneous
· Speaker's timer with red/ yellow/ green lights
. Racks with work/writing space for A V Control Room
. Easy disconnects for AV devices on dais furniture
Executive Meeting Room
Video
· Large screen projection (front) for video and computer graphics (PC or MAC)
· One graphics input panel in the conference table
. Overflow video and graphics from auditorium
Hoppmann Audiovisual Design Studio 2005 - 14201 Sullyfield Circle, Chantilly, VA 20153
Albemarle County Office Building, Auditorium Renovation Project, July 2005
. DVD/VHS playback
Audio
. Four ceiling speakers for audio playback
. DVD/VHS playback
. PC audio playback
Control
. Wall-mounted touch screen controls to automate functions, making system features
accessible to a variety of users
. Ethernet access to Network Administrators via LAN for remote diagnostics or
maintenance
Miscellaneous
. Concealed Racks for A V equipment
Hoppmann Audiovisual Design Studio 2005 - 14201 Sullyfield Circle, Chantilly, VA 20153
PROGRESS PRINT NOT FOR CONSTRUCTION
I
L J H ../ I I bt; ~J
Wru(
\:: f\
\
/~~ :7
~ kk LJ
~L
I\J
~-nw--Jr I\J
~ ~- ~H I
~ p~
II i! 0
- ~ ~ V; I "iii !! I' i
I /M 1; \ ,r,f: ------
Il'mm ~ -,\ - '7:: ~~'Hm ~Hmjl1l, I
rm - "., .--' I~ 7~ ~/:~ I *i :
~c1 ( - ~I i II I I .... ~ 0,1- '! : '-!
!a ~D 1 0, .. . I I.' .. ... II i 1., 4If:~ ~=-.::h r [-40': .
~~ ~, I D!I ~~\ \\ ~ \\\\~\\\ \\' \\ \\ \-Il'~ ~~~tj i !ll! rl! Iii
.nn~, c "J' ".' "j \\\Lj,\\ \ ,\ c,.L~,,! ~ . i t
LJ , _, ~ ~. '\, ::
- "'. ----:1- -r--c-L: ,[liJ!!~J!1 I II ' , I
~olDIQ ~~ ,-,----___._.'-ULJ_~--,' mrm ~I t .,_J i l; I
"1"[-111"1n ~ '1::I~~:: ;~IB :;~ ~il~; II il i) .1; I '~l~) ~. l
L- J! ',."" ' ~t - ~ ~ ~~" ~ ~~ Ii ~
i ~b ; ~I ;I L "'-' ~... UJ nT ~o~
~I\, r[><~ r~.:~ / l;,. '~112 IE ,=,Sl -
LI\/ ~ ~ _ -!: __.------ TfT'"' al~U ..-'
C. ~ ~ ! I ',l (L L!>
~ = ~ "~~_' n ")1 ~_~, r l
~ ['----- ~~- --~- ="- ...----//
r-- ----- --~ ~Ir\
~ J Uiy---. ~...Jl~t5- ~ hJlrV-7
\::
I ~nr' .~ C1, 7 'i \J "";:F1
2r " ~~ rl :] _ L--! ~~ 1.' h ,Ir\ 'I,
~- ~- ~ ~ -~ - l__ ~ ~ ~ C
sL~ ~><_ c
>
c:
C
=i
0
~
-
c:
3:
3:
>
-
Z
....
m
<
m
....
,
't
'""'""''''''
en ~ E: =""
z 0 AUGlJ$I ~ :>alll
=i ....._
C ~ ~ ORA......
me IS
...... r s:: ~...
/
flf\
MOSELEY ARCHITECTS
ALBEMARLE COUNTY OFFICE BLDG
CHARLOTTESVillE, VIRGINIA
PROPOSED AUDITORIUM RENOVATIONS
A PROFESSIONAL CORPORATION
601 SC>lJ1HlAKf 8O\.Jav,,~o. RICHMOND, vlriGlN..... 23236
PHONE (lJ04) 79,0666 FAX (804) 3J9-6000
MOSl:U","",,_ 'tJ'l'. .I'"COM
-
PROGRESS PRINT NOT FOR CONSTRUCTION
en
c
I\)
L I '--
rL-
,
'\ c.
(J
7 I
--- ~
c: ? V
JlV
L
lTTll~J
\JU"
L/$1
c. .
c. '=J
IL,
L -
-
80'-1"
L ,- c:; ~...
~ ~~.:~ ~.lL7 I}~'II
I ~ ~ I/'~ II 1\
1(5 ff
/
\
~ [J ~.
.- --1
~
Ci ~ '-'-
I
1
1
d~
~
1
I
I
I
I
I I
I I
I I
t n -1 I I n.it
~~ ~~ I ~ I
i~ ~i I ~ I
--; h I I
I J
I I
I I
j I i
i . 1 I
I--Tll~ u,
- ____,' !!' _I ~j
--_._--_..--~---~_. ----..-------
-
~ ~-
__ __d_=__=___m l
~..' "'n.,_,"n _c.
. "~~~7'
.........' 1
~j
'I
I
I
I '
I
I
I
I
I
(11
[J:
.~ ~i
. --~ i
-........-c'~
" - - '
1'-
-~
, 11J]111\
'I ['
- ~~-'
~
fl 1==
I ~
Llr\ 'j ~~ '
8~ III II ..
-- ;~ Lil
1'lIO.OCT"'"
~ :cz
5 AUGUST 3. :IXlll
o ---
~ ;-~
~ -'"
m
r
il:
. .
~
~
)>
c:
C
=t
o
::lIO
-
c:
3:
~
)>
r-
o
o
z
-<
r-
m
<
m
r-
",m,,_' '
L-r \ "\
~) >--rc
~ R
-1\ 1,>\
7 "', ~
\jLF ~
~
-~
~
L
~hJ
I
I I
I 1
I I
I I I
R~ ~ H
6~ 2 ~
~ i ~
\j
~.....
<tr:- -~
1 J ....... '......J1 - .---
.01 VI~I1- ::,
ihl t:Jr1 ...sn1J\ r1f
o...;;..:a;.I
?~ ~ \j
~1 ~_ \j
-~ 117l I I I" l ~ ==
c~ r l~ ~
-
\"
ALBEMARLE COUNTY OFFICE BLDG
CHARLomSVILLE, VIRGINIA
PROPOSED AUDITORIUM RENOVATIONS
--.J
<D
I'
0,
,n
~~ /
/
-~/
------------
MOSELEY ARCHITECTS
A PROFESSIONAL CORPORATION
001 SOUTHlAXE BOUlEVARD, AICHMOND.III~INIA. 23236
PHONE (804) nO66/;) fAX (804) 3J9..a660
MOSfliY....~.,llil\ ::..COM
PROGRESS PRINT NOT FOR CONSTRUCTION
~
~
tl
(j)
m
\" - - . - ..0:' ~::----
o
)>
en
---------- -----.,...,....,_....---""--~ - --
. ---, l'
":'-'...~
, ..
T--
--:c-- --~ - ~~--=l
II n II
i~ i~
~it
~ ~
~ ~
i
~
~
r---~~--l
IT
<
~
r!
o
o
z
-<
.~.~::=-~_:
-8-;:--==- -- ~~
. . ~~:Fftl~--==::~
1-+-1- . I -
~=;=f.i ~=-~=----:-: .
: -~.:~....-I:. - }~~~. ~-==--~-~..
-t.--, .--T----r---------.. -
T'.'r"- ---..-,------
- :1:-'- -: ~~~-
~~.1- ';=--=-..---=~
._. -00'.-- - ----r.. ---
~"t +-\- ..- ~.-
j t ~--
.'..,
.~-~.-
- -t---: ----------,--
-- -,.--r-- -~
---....'___ ___.n___
- -, ,----_. --
'-~ ! -~-- ---
-~i-~~
I !I
II!
I
a
I
I
il
~
>m-
1ft q;; ~
'I' 0:< m
=i>~
C ~gel
cz:Il
eN ~q>
PIlC..IECTNO
....,...,
MW
AUGUST 3. 2(l)5
IlfVIIKJNI.;
IPIIII
5
z
(j)
2 r --
0
z III
)>
r
~
r g !~
0
z
rn
~
~
0
Z
~
;:0
C
)>
C
0
0
;:0
c
s:
- 1
~I U il
illl ~I
I I
I i
,~
I~
i
1~
MOSELEY ARCHITECTS
oaAWN~
TS8
flEV'(INI;OIV:
ALBEMARLE COUNTY OFFICE BLDG
CHARLOTTESVillE, VIRGINIA
PROPOSED AUDITORIUM RENOVATIONS
A PROFESSIONAL CORPORATION
001 SOUTHI.AXE BOULIVARD. RICHMOND, .....~lNlA. 23236
PHONE (804) 7Q,f,.1t!M FAX (804) 31'9-.6060
MOSHI:Y....;,><,.rlll\l I~.COM