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Staff REPORT
Public Hearing ITEM
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| | | | | | | | SUBJECT:
| Proposed Amendment to Operating Budget that Exceeds 1% to Appropriate Funding for Renovations at Leased Police Department Facility (C. McAlister, E. Krens) (pgs. 35-61)
| DATE OF MEETING:
| January 11, 2022
| | Staff CONTACT(S): | Cynthia McAlister, Chief of Police
Elizabeth Krens, Director of Finance |
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SUMMARY and RECOMMENDATIONS:
The Town’s Police Facility is currently in a leased space of approximately 6,312 square feet, which is comprised of 4,318 of finished space, and an additional 1,994 of vacant office space, which was leased by the Town in May 2021 for expansion of the police facility.
The Town contracted with Moseley Architect to assist in the renovation by developing the schematic design and supporting the Town in the bidding process for a construction contractor, as well as support during the renovation construction process.
To meet the current and the near term future needs of the Purcellville Police Department, renovations of the existing and new space are necessary to provide a secure and functional facility. The scope of the renovation includes the space compromising the entirety of the leased spaces. A plan for the space addresses the inadequacies of the current facility resulting in a safe space, with a secure lobby, a public restroom facility that is ADA compliant. The building will have safe and secure interrogation rooms, a family and victim friendly interview/conference room, an efficient property and evidence area, a hardened armory, sufficient locker area, an officer wellness area, and sufficient storage for the multitude of equipment needed both by officers and administrative staff. The design plan makes the maximum efficient use of all available space. The design meets the needs of the Police Department for the next five to possibly ten year operational period of the Purcellville Police Department.
The schematic design has been completed and the Police Department, with support of Engineering, Planning and Development, and Moseley Architect, is ready to move forward to begin the construction phase of this expansion/renovation.
Staff is recommending the appropriation/transfer of $1,200,000 from the Unassigned General Fund Reserves to cover construction costs.
This requested amount has been estimated to cover the costs of the construction for the renovation, without including furniture, fixtures and equipment (FFE) or technology. The FFE amount is estimated to be 10% of the project costs, or in this case: $120,000, and 2.5% for technology, which is estimated at: $30,000. It will be the team’s focus to ensure strict adherence to all cost saving measures related to construction costs, however, should the need arise for additional funding to cover the FFE and technology a future budget amendment request will be made.
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BACKGROUND:
In 2005 it was determined that the previous Town Hall location of 130 Main Street could no longer accommodate the Police Department because of space constraints for the Town’s administrative operations. Because of this, the Town elected to lease space at 125 Hirst Road, Suite 7-A, with the expectation a new police facility would be built in the next five to ten years. Unfortunately this did not occur, and the current space has been expanded twice, without satisfying security standards, ADA standards, space requirements, and the professional needs for police administration and operations.
On July 26, 2016, Action Item #10.b, was included on the Town Council Agenda (copy attached), In this Staff Report Retired Town Manager, Mr. Rob Lohr, explained the dire need of a permanent police facility and was requesting funding to begin the design and site selection phase. Unfortunately other priorities and debt management concerns postponed this request. Further in the Wilson Elser Investigative Report (July, 2018) a recommendation was made to the Town that the police facility described as “deplorable” was in need of a replacement. The following was stated in the report:
Relocate to a more secure and functional facility to house police operations. The current facility is within a commercial strip mall which lacks the necessary prerequisites for a safe, secure, and functional police facility. We recommend a location that is more central to the Town, provides high visibility to community and visitors, allows for the safety and well-being of critical staff, has the infrastructure to secure equipment, resources, property, and evidence, and has the secure technology infrastructure commensurate with best practices.
In 2018, an intense study was conducted by Mr. John Anzivino and Chief McAlister in an attempt to locate an existing building or piece of land in town that would provide an appropriate site for a permanent police facility. After several months of studying this, no building was identified that would meet the needs for a modern and secure police structure. Two parcels of land have been identified as a possible location for a future build of a permanent facility. One option is located on the South side of Woodgrove High School (Allder School Road) and the second is Town Property on S. 20th Street, just north of the Basham Simms Water Treatment Plant.
Discussion was brought before the Town Council on August 11, 2020, providing options to build a permanent facility or to increase the existing space and remain in a leased facility while decisions could be made on the most financially advantageous time to build. The decision was made to remain at 125 Hirst Road, lease additional space and renovate. The Town signed a new five year lease agreement, which took effect May 1, 2021, which includes an expansion of the additional 1,994 square feet, which provides the Department with a total of 6,312 square feet.
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ISSUES:
As the Town Council has made a five year commitment to lease at the current address, which includes the additional space of 1,994 square feet, it is prudent to move forward with the renovation plans to ensure maximum utilization of this additional space, to create a safe, efficient and effective space to house the Purcellville Police Department.
Although this renovation does not meet the long term needs of the police department, as the structure of the building does not meet the safety rating of a public safety facility, it will be an effective interim solution allowing Town Council and staff the time necessary to move forward in the planning of a permanent location which has been placed in the FY28 CIP.
A space and needs analysis by Moseley Architect determined that a building of 11,616 square feet would be needed to house a modern police facility structure, built with more substantial materials and standards, to withstand natural and manmade disasters and events, that will serve not only as a police facility, but also as the Town’s Emergency Operations Center, and provide a public meeting space, meeting the needs of the community for the next 30 years. A detailed presentation was provided during the August 11, 2020 Town Council meeting articulating costs (attachment) of both a renovation of additional space and a permanent structure.
If the Town Council decides not to move forward with this renovation, the police department will remain in an unsafe, cramped, inadequate and inefficient facility.
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BUDGET IMPACT:
Moseley Architect was hired to assist with this renovation, and has value engineered a design for the renovation. The cost of this renovation has been estimated to be $1,200,000. Unfortunately this cost has increased by approximately $400,000 because of supply chain issues and labor costs caused by the COVID-19 pandemic. The design has been engineered to utilize as many current walls, offices, and plumbing and electrical infrastructure as possible. Unfortunately, it is difficult to predict construction costs and interest rates with certainty, however, as we delay the renovation and/or new construction it is quite certain costs will increase.
The attached Budget Amendment $1,200,000 from the Unassigned General Fund Reserves.
As the Town Council recalls, the Finance Director reported to the Council that the Unassigned General Fund Balance is 59% above Operating Revenue. Our Fiscal Policy requires a Reserve Fund of 30%, therefore the Fund has $3.9M available for discretionary spending.
The Police Department request for $1.2M will reduce this balance to $2.7M for future one-time discretionary spending.
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MOTION(S):
Suspend the Rules: “I move that the Council suspend the rules to allow action on Budget Amendment BA 22-011 the same night as the public hearing.” (Approval requires two-thirds affirmative vote).
"I move the Town Council approve Budget Amendment BA 22-011 to appropriate the cost for the renovation of the Police leased facility in the amount of $1,200,000 from the Unassigned General Fund Reserves for Fiscal Year 2022."
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