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HomeMy WebLinkAboutP-0480 - Commissioners Compensation-Benefits-Travel - 04-05-2005-5j ' MEETING DATE: 06/27/2002 NUMBER: P:0480 EFFECTIVE DATE: 04/01/2005 REVISIONS: A03/20/1991 • A04/04/1993 ~~1' ~'~-C. '~ D ,t'' ~f G 06-~ a-~-~~ A 10/06/ 1998 p A06/O1/1999 t~., `,Z, - p, f' ~~y /YO f ef`~ ~''~~ ~ A11/03/1999 ~ ~/ A05/08/2002 ~~ ~~ °~ ~ ~` A06/27/02 G~~~,w~, A 04/12/05 POLICY: Commissioners Compensation/Benefits/Travel ~ This Policy Combines Policies Includes Letter from Attorney Geoff Gledhill in reference to Compensation of Board of Commissioners 310 Commissioners' Salary, 430 Procedure for Local Travel Expense Reimbursement 481 Commissioners' Compensation Adjustment 483 County Contribution for Commissioner's Benefits Board of Commissioners' Compensation: Upon adoption of FY 2002-2003 Budget Ordinance, Grant and Capital Project Ordinances, Classification and Pay Plan, and Personnel Ordinance Changes and monthly • travel expense allowances on June 27, 2002 The Board of County Commissioners authorize that: Compensation of County Commissioners will be adjusted in fiscal year 2002-03 to reflect adjustments that the Board may establish for permanent Orange County employees, during the 2002-03 fiscal year, for Cost of Living Adjustments and In-Range Salary Increases, if there are any adjustments Annual compensation for County Commissioners will include the County contribution for health insurance, dental insurance and life insurance that is provided for permanent County employees, provided the Commissioners are eligible for this coverage under the insurance contracts and other contracts affecting these benefits. Annual compensation for Commissioners will include a County contribution for each Commissioner to the Deferred Compensation (457) Supplemental Retirement Plan that is the same as the County contribution for non-law enforcement County employees to the State 401 (k) plan. Travel expense allowances for Commissioners will be established at $275.00 per month for the Chairperson of the Board and at $225 per month for the other foar Commissioners adopted April 12, 2005 Item Sj Proposed Adjustment in Commissioners Local Travel • Expense. ~~a~' This item was removed and placed at the end of the consent agenda for separate • consideration. e. Memorandum of Agreement with North Carolina Department of Crime Control and Public Safety for Locally Managed Law Enforcement Terrorism Prevention Program LETPP) Grant Funds The Board approved a memorandum of agreement that will govern a previously awarded State pass-through grant award of federal Homeland Security funds in the amount of $54,000 to reimburse Orange County for interoperable communications system planning, subject to final review by staff and the County Attorney, and authorized the Manager to sign. f. Resolutions Authorizing Contracts for Financing Vehicles and Equipment The Board adopted resolutions, which are incorporated by reference, required by RBC Century Bank to facilitate the financing of equipment to be purchased by the County and authorized the Finance Director and County Attorney to execute documents as required. g_ AmeriCorps Improvements Project -Trail Construction The Board approved the submittal of an application for an AmeriCorps improvements project at Efland Cheeks Park and other park sites for trail construction, and agreed to appropriate funds in the FY 2005-06 budget toward the project as outlined. h. Budget Amendment #10 The Board approved budget ordinance and grant project ordinance amendments for fiscal year 2004-05 for Department of Social Services, Health Department, Human Rights and Relations Department, and Animal Shelter. i. Potential Amendment to Orange County Volunteer Resolution The Board approved an amendment to the Orange County Volunteer Resolution. L Proposed Adjustment in Commissioners Local Travel Expense • The Board approved the proposal to adjust the Board of Commissioners' local travel expense to account for inflation and recent gas prices increase and increase the travel allotment from the current levels of $150 per month for the Chair and $125 per month for the other Board members (including the Vice-Chair) to $275 per month for the Chair and $225 per month for the other Board members (including the Vice-Chair) effective April 1, 2005. VOTE ON CONSENT AGENDA: UNANIMOUS ITEMS REMOVED FROM CONSENT AGENDA: d. To Approve the Dedication of the Sheriff s Office Explosive Detection Canine Program As "The Deputy Jodie R. Strickland Memorial Bomb Detection Canine Program" The Board considered dedicating the upcoming Explosive Detection Canine Program for the Orange County Sheriffs Office, and to designate the program as "The Deputy Jodi R. Strickland Memorial Bomb Detection Canine Program". Commissioner Halkiotis said that he took this off the consent agenda so that the County Commissioners could pay a little more attention to Jodie Strickland, who really loved being a school resource officer. He said that she would always be a very special person in the eyes of the children and teachers and A. L. Stanback and Orange County Schools. A motion was made by Commissioner Halkiotis, seconded by Commissioner Jacobs to approve dedicating the upcoming Explosive Detection Canine Program for the Orange County Sheriffs Office, and to designate the program as °The Deputy Jodi R. Strickland Memorial Bomb Detection Canine Program". VOTE: UNANIMOUS • ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: April 12, 2005 Action Age~a~ Item No. ~_ SUBJECT: Proposed Adjustment in Commissioners Local Travel Expense DEPARTMENT: Board of County PUBLIC HEARING: (YIN) No Commissioners ATTACHMENT(S): INFORMATION CONTACT: Commissioner Moses Carey --- TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 988-4501 Durham 688-7331 Mebane 336-227-2x31 • PURPOSE: To consider an adjustment in the Board of Commissioners local travel expense to account for inflation and recent gas prices increases. BACKGROUND: The current local travel allowance expense for Commissioners equals $150 per month ($1,800 per year) for the Chair and $125 per month for each of the other four Board members ($1,500 per month per member for a total $6,000 per year}. In July 2002, when the Board approved the current rates, those amounts were sufficient for travel allowances because the average price of a gallon of gasoline ranged from 95 to 99 cents per gallon. As a point of comparison, the average cost per gallon of gasoline today ranges from $2.20 to $2.25 per gallon. A proportionate comparison of the change in gas prices to Commissioners' travel allowance would support an increase in the travel allotment from the current levels of $150 per month for the Chair and $125 per month for board members (including the Vice Chair) per month to somewhere in the neighborhood of $330 and $275 respectively. These rates equate to an increase of $183 per month for the Chair and $150 for other Board members. With the County's current and anticipated fiscal picture in mind, the Chair proposes a more modest increase that would set the local travel allowance expense far Commissioners at $275 per month for the chair and $225 per month for Board members (including the Vice Chair). The proposed rates reflect an increase of $125 per month for the Chair and an increase of $100 per month for Board members other than the Chair. The Chair proposes that the increase be effective on April 1, 2005. FINANCIAL IMPACT: Based on the proposed reimbursement rates outlined in the •background section above, the financial impact for the current year (April 1 through June 30, 2005) totals • $1,575, with the financial impact for the upcoming 2005-06 fiscal year totals $6,300. There are sufficient funds in the Commissioners' current year budget to cover the proposed increase. Should the Board approve the proposed increase, the Manager's Recommended 2005-06 budget would allow for the increase of $6,300 in travel allowances for Commissioners. RECOMMENDATION(S): The Manager recommends that the Board approve the proposal to adjust the Board of Commissioners local travel expense to account for inflation and recent gas prices increase and increase the travel allotment from the current levels of $150 per month for the Chair and $125 per month for the other Board members (including the Vice Chair) to $275 per month far the Chair and $225 per month for the other Board members (including the Vice- Chair) effective on April 1, 2005. C7 • • u MEETING DATE: 06!17/2003 NUMBER: P:0480 EFFECTIVE DATE: 07/01!2003 REVISIONS: A03/20/1991 A04/04/ 1993 A10/06/1998 A06/O1/1999 A11/03/1999 AOS/08/2002 A06/27/02 A06/ 17/03 POLICY: Commissioners Compensation/Benefits/Travel This Policy Combines Policies Includes Letter from Attorney Geoff Gledhill in reference to Compensation of Board of Commissioners 310 Commissioners' Salary, 430 Procedure for Local Travel Expense Reimbursement 481 Commissioners' Compensation Adjustment X83 ' ' ~ Section IX. Board of Commissioners' Compensation The Board of County Commissioners authorizes that: Salaries of County Commissioners will be adjusted by any cost of living increase, any in- range salary increase and/or any other general increase granted to permanent County employees. This includes adjusting Commissioners' salaries effective July 1, 2003 by the equivalent of the 2.5 percent service based increase granted permanent employees in April 2003 with Phase 1 Classification and Pay Study implementation. It also includes adjusting Commissioners' salaries by the percentage amount of any service based increase for employees when authorized to be effective as part of Phase 2 of the Classification and Pay Study. Annual compensation for County Commissioners will include the County contribution for health insurance, dental insurance and life insurance that is provided for permanent County employees, provided the Commissioners are eligible for this coverage under the insurance contracts and other contracts affecting these benefits. County Commissioners' compensation includes eligibility to continue to participate in the County health insurance at term end as provided below: If the County Commissioner has served less than two full terms in office (less than eight years), the Commissioner may participate by paying the full cost of such coverage. (If the Commissioner is age 65 or older, Medicare becomes the primary insurer and group health insurance ends.) • • If the County Commissioner has served two or more full terms in office (eight years or more), the County makes the same contribution for health insurance coverage that it makes for an employee who retires from Orange County after 10 years service as a permanent employee. If the Commissioner is age 65 or older, Medicare becomes the primary insurer and group health insurance ends. The County makes the same contribution for Medicare Supplement coverage that it makes for a retired County employee with 10 years service. Annual compensation for Commissioners will include a County contribution for each Commissioner to the Deferred Compensation (457) Supplemental Retirement Plan that is the same as the County contribution for non-law enforcement County employees to the State 401(k) plan. Travel expense allowances for Commissioners will be established at $150 per month for the Board Chair and at $125 per month for the other four Commissioners. 483 County Contribution far Commissioner's Benefits • • ~--/~-03 n LJ The Board adopted a resolution, which is incorporated by reference, to release property values related to two (2) requests for property tax release, in accordance with N.C. General Statute 105-381. f. Application for Property Tax Exemption The Board denied an untimely application for granting exempt status from ad valorem taxation for the 2002 tax year. g: County Commissioners' Compensation -Salary Adjustment and Health Insurance Continuation Policies The Board adopted the Board's policy on "Commissioners' Salary Adjustments" and "County Contribution for Commissioners Benefits" as shown in Attachments 1 and 2 effective July 1, 2003 and directed staff to incorporate the specific amounts in the Budget Ordinance for 2003-2004. h. Change in BOCC Regular Meeting Schedule The Board amended its regular meeting calendar by changing the date of the Joint Meeting of the Board of Commissioners and the School Boards from September 22, 2003 to September 29, 2003 at the Southern Human Services Center, 2501 Homestead Road, Chapel Hill, North Carolina. i. Legal Services Contract -Department of Social Services The Board accepted the Social Services Board recommendation and approved and authorized the Chair to sign the contract for legal representation for the Department of Social Services with Northern Blue, LLP for fiscal year 2003-2004. L Contract with Center for Employment Training The Board accepted the Social Services Board recommendation and renewed and authorized the Chair to sign the contract with the Center for Employment and • Training. k. Contract with Employment Security Commission The Board accepted the Social Services Board's recommendation and approved and authorized the Chair to sign the contract to continue with Employment Security for services to Work First clients and other residents at the Skills Development/JobLink Center. I. Contract with Orange Enterprises The Board accepted the recommendation of the Social Services Board and approved continuation of and authorized the Chair to sign the contract with Orange Enterprises, for $25,000 in Fiscal Year 2003-2004, for services to Work First clients with significant barriers. m. Contract with UNC Hospitals The Board accepted the Social Services Board recommendation and approved and authorized the Chair to sign the contract for income maintenance staff at UNC Hospitals. n. Contract for Faith Community Coordinator The Board accepted the recommendation of the Social Services Board and approved the continuation of and authorized the Chair to sign a contract with Morgan and Associates for the development of partnerships with various faith communities focusing on improved job retention for Work First participants. o. Contracts for Adolescent Parenting Services The Board accepted the Social Services Board recommendation and approved and authorized the Chair to sign the contract with each school system to provide specialized services to pregnant and parenting teens. • ~ Contract Renewal for Pharmacy Services for Health Department • ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 17, 2003 Action Agenda Item No. SUBJECT: County Commissioners' Compensation -Salary Adjustment and Health Insurance Continuation Policies DEPARTMENT: County Commissioners' Office PUBLIC HEARING: (Y/N) No and Personnel Department ATTACHMENT(S): 1 -Draft Revision to Board Policy - Commissioners' Salary Adjustments 2 -Draft Revision to Board Policy, °County Contribution For Commissioners' Benefits" 3 -Survey of Commissioner/Council Health Insurance Continuation Options at End of Term INFORMATION CONTACT: Margaret Brown, Board Chair, Extension 2130 Elaine Holmes, Personnel Director, Extension 2550 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To consider updating the Board's policy on "Commissioners' Salary Adjustments" to include the same salary increases as those granted employees under the Classification and Pay Study and amending the Board's policy on "County Contribution for Commissioner Benefits" to provide that the County makes the same health insurance contribution for a County Commissioner who leaves office after two terms and continues to participate in the County's health insurance coverage as it does for a employee who retires with 10 years County service. BACKGROUND: Salary Adjustments for County Commissioners Over the past years the Board's policy has been to link salary adjustments for County Commissioners to those increases provided for Orange County employees. In 1991 the Board adopted a policy providing that Commissioners' salaries are adjusted by the amount of any employee Cost of Living Increases. In 1999, the Board amended this policy to provide that Commissioners' salaries also are adjusted in December of each year by the amount of any In- Range Salary Increase granted employees for that year. The Attachment 1 draft policy revision clarifies and refines the policy by linking Commissioners' salary adjustments to any general salary increases adopted for County employees. For example, for 2002-03, there has been no Cost of Living Increase or In-Range Salary Increase • for employees and consequently no adjustment in Commissioners' salaries. For 2003-04 there also is no planned Cost-of Living Increase or In-Range Salary Increase for employees. However, the Board approved in May implementation of the Phase 1 Classification and Pay Study for County employees and this included a 2.5 percent service based salary increase for employees effective April 14, 2003. For 2003-04, Phase 2 implementation proposed for April • 26, 2004 includes a second 2.5 percent service based salary increase for employees with four or more years County service as of April 14, 2003.. As written the policy would link salary adjustments for Commissioners to any general increases granted employees, unless the Board instructed staff differently. This is similar to the action taken by the Town of Chapel Hill. For example, the Attachment 1 revision to the Board's policy would extend the same service based salary increases as those provided to County employees to County Commissioners. Because any such adjustment must be adopted through the Budget Ordinance for 2003-04, the proposed effective date for the equivalent of the 2.5 percent service based increase granted employees in April 2003 through Phase 1 Classification and Pay Study implementation is July 1, 2003. The second service based increase would be linked to the effective date for Phase 2 Classification and Pay Study implementation for employees. Health Insurance Continuation Policy At its May 8, 2002 meeting, the Board of Commissioners amended the Board's policy on "County Contribution for Commissioners Benefits" to provide that a County Commissioner may continue to participate in the County's group health insurance at the end of the Gommissioner's • term in office by the Commissioner paying the full cost for such health insurance coverage. Prior to that action, Orange County provided health insurance benefits for County Commissioners, but such coverage ended with the end of the Commissioner's term in office with the option to continue coverage under the Federal COBRA law for up to 18 months by the Commissioner paying the full cost. Attachment 2 is a proposed amendment to the Board's policy that would provide that, if the Commissioner has served at least two four-year terms in office, the County would make the same contribution for the Commissioner's health insurance coverage that it makes for an employee who retires from Orange County with 10 or more years service as a permanent employee. Under current retiree health insurance policy, this means that the County would pay: • 100 percent of the cost for employee only coverage and a dependent subsidy for dependent coverage under the County's group health insurance. • At age 65 when Medicare becomes the primary insurer, 100 percent of the cost for Medicare Supplement coverage, not to exceed the amount contributed for employee only coverage for current employees. At the request of the Board, Personnel surveyed surrounding cities and counties as to their handling of Commissioner/Council members' health insurance coverage at term end. Attachment 3 summarizes the survey results. Of the eight cities and counties surveyed who offer health insurance coverage to Commissioners/Council members, four (Alamance, Chapel Hill, Dufiam and Wake Counties) as well as Orange County offer a heath insurance • continuation option in addition to COBRA: Alamance provides for continuation of group health coverage after two terms (eight years) with the Commissioner paying 50 percent of the cost. • • Town of Chapel Hill provides such coverage on the same basis as for a retiring part time employee. • Dufiam County provides such coverage after three terms (six years) with the County paying 100 percent of the cost. • Wake County provides such coverage at age 62 with the County paying 50 percent of the cost if the Commissioner serves one term (four years) and 100 percent of the cost if the Commissioner serves two or more terms (eight years). FINANCIAL IMPACT: The fiscal year 2003-04 costs of the salary adjustments equivalent to the service based increases under the Classification and Pay Study is about $1760. Of this $1,470 is the cost for the 2.5 percent salary adjustment effective July 1, 2003 and $290 is the cost of the Phase 2 adjustment of 2.5 percent effective April 26, 2003, if authorized. The cost of the health insurance continuation benefit would be the cost of the County contribution for health insurance, if a Commissioner became eligible and elected to participate in this coverage. No cost is projected for 2003-04. RECOMMENDATION(S): The Manager recommends that the Board adopt the revised policies on Commissioners' Salary Adjustments and County Contribution for Commissioners Benefits as • shown in Attachments 1 and 2 effective July 1, 2003 and direct staff to incorporate the specific amounts in the Budget Ordinance for 2003-04. • Attachment 1 POLICY: Commissioners' Salary Adjustments (Replaces Policy 480, "Salary Adjustment for the County Commissioners" Adopted January 22, 1991 and Policy 481, "Commissioners' Compensation Adjustment" Adopted June 1, 1999) The following policy applies in determining salary adjustments for County Commissioners. 1. Cost of Living Increases: The Board of County Commissioners authorizes that the same #cost-of-living adjustments be applied to County Commissioners' salaries as are applied to all other permanent Orange County employee salaries unless instructed differently by the acting Board. 2. In-Rance Salary Increases: The Board of County Commissioners authorizes that the sompensai;ieR salaries of the County Commissioners will be adjusted each year by the percentage amount equivalent to the In-Range Salary Increases established for permanent County employees in that fiscal year. The er~satieo salary adjustment will be effective December 1 of each fiscal year. 3. Other General Salary Increases: The Board of County Commissioners authorizes that the salaries of County Commissioners will be adjusted by any other general salary increases granted to permanent County employees. This includes adjusting Commissioners' salaries effective July'1, 2003 by the equivalent of the 2.5 percent service based increase granted permanent employees in April 2003 with implementation of Phase 1 of the Classification and Pay Study. It also would include adjusting Commissioners' salaries by the percentage amount of any service based increase for employees when authorized to be effective as part of Phase 2 of the Classification and Pay Study. 4. Implementation: The Board of Commissioners directs the preparation of the annual Budget Ordinance to include the adjustment to the amount of compensation for Board members as described in this policy. The Board of Commissioners adopts the Commissioners' compensation amounts for the fiscal year through adoption of the Budget Ordinance for that fiscal year. • C Attachment 2 POLICY: County Contribution for Commissioner's Benefits (Proposed Amendments Shown in Bold Type) 1. The Board of County Commissioners authorizes that the compensation of the County Commissioners will include the County contribution for health insurance, dental insurance, and life insurance that is provided for permanent County employees, provided the Commissioners are eligible for this coverage under the insurance contracts and other contracts affecting these benefits. The Board further provides that County Commissioners may continue to participate in the County's group health insurance at term end as provided below. / If the County Commissioner has served less than two full terms in office (less than eight years), the Commissioner may participate by paying the full cost of such coverage. The covered County Commissioner pays Orange County 100 percent of the cost of required premiums monthly. If the Commissioner is age 65 or older, Medicare becomes the primary insurer and group health insurance ends. / If the County Commissioner has served two or more full terms in office (eight years or more), the County makes the same contribution for health insurance coverage that it makes for an employee who retires from Orange County after 10 years service as a permanent employee. tf the Commissioner is age 65 or older, Medicare becomes the primary insurer and group health insurance ends. The County makes the same contribution for Medicare Supplement coverage that it makes for a retired County employee with 10 years service. As with retiree health insurance for employees, the County provides no cash payment in lieu of such coverage. 2. The Board of County Commissioners further authorizes that the compensation of the County Commissioners will include a County contribution for each Commissioner to the Deferred Compensation (457) Supplemental Retirement Plan that is the same as the County contribution for non-law enforcement County employees to the State 401(k) Plan. 3. The Board of County Commissioners directs the County Manager to incorporate in the Budget Ordinance each fiscal year a County contribution amount for each Commissioner's health, dental and life insurance equivalent to the County contribution amount for Permanent County employees. 4. The Board of County Commissioners further directs the County Manager to incorporate in the Budget Ordinance each fiscal year a County supplemental retirement contribution for each commissioner that is the same as the County contribution for non-law enforcement County employees to the State 401(k) Plan. 5. The Board of County Commissioners adopts the County contribution for Commissioners' health, dental and life insurance and supplemental retirement for the fiscal year through the adoption of the Budget Ordinance for that year. • Attachment 3 Survey of Commissioner/Council Health Insurance Continuation Options At Term End ~~ Health Insurance City/County Offered to Council Health Insurance Continuation Options Paid by Medicare or at the End of Term Supplement Commissioners? Alamance County Yes Yes after 2 terms 50°1o County 50% County (4 year terms) 50% Commissioner 50°!o Commissioner Carrboro No N/A N/A N/A Town Pays After Town Pays After 5 Years - 12.5% 5 Years - 12.5°to Chapel Hill Yes Yes after five years 10 Years - 25% 10 Years - 25% 15 Years - 37.5% 15 Years - 37.5% 20 Years - 50% 20 Years - 50% Chatham County Yes Only COBRA N/A N/A Durham City Yes Only COBRA N/A N/A Durham County Yes Yes after 3 terms 100% County 100°1° County (2 year terms) Orange County Yes Yes after 1 term 100% 100% (Present) (4 year terms) Commissioner Commissioner Raleigh Yes Only COBRA N/A N/A If under age 62, 100% N/A COBRA only Commissioner After age 62 eligible Wake County Yes as a retiree: With 1 term in office 50% County 50% County (4 years) 50% Commissioner 50% Commissioner With 2 plus terms 100% County 100% County (8 years) s Appendix C -Sample Public Hearing Notice This is to inform the public of the opportunity to attend a public hearing on the proposed Rural Operating Assistance Program (ROAD) Application to be submitted to the North Carolina Department of Transportation no later than Mav 12.2006 by the county of Orange. The public hearing will be held on Mav 16, 2006 at 7:30 n.m. at the Orange County commissioners meeting in the F Gordon Battle Court Building located at Margaret Lane, Hillsborough, N.C. 27278. The programs include in the ROAP application are: 1. Elderly & Disabled Transportation Assistance Program (EDTAP) provides operating assistance for the transportation of elderly and disables citizens. This transportation assistance allows for the individual to reside for longer periods in their homes, thereby enhancing their quality of life. For the purpose of EDTAP, an elderly person is defined as one who reaches the age of 60 or more years. A disabled person is defined as one who has a physical or mental impairment that substantially limits one or more major life activity, an individual who has a record of such impairment, or an individual who is regarded as having such impairment. 2. Work First/Employment program is intended to provide operating assistance for transitional Work First and general public employment transportation needs. These funds are used to support the employment transportation needs of individuals that are not eligible to receive benefits from the Temporary Assistance for Needy Families (TANF) program. 3. Rural General Public (RGP) funds are intended to provide transportation service to individuals who are not human service agency clients. The amount allocated for EDTAP $55,124, Work First $11,239, and Rural General Public $49,662 totals to $116,025 for the period July 1, 2006 through June 30.2007. This application maybe inspected at Orange Public Transportation office, 600 Highway 86 North, Hillsborough, North Carolina 27278. Written comments should be directed to Mr. Jerry Passmore, Director of Department on Aging and Transportation. 3 Public Hearing Minutes DATE: PLACE: SUBJECT: BOARD MEMBERS: PUBLIC: • U MEETING DATE: 06/27!2002 NUMBER: P:0480 • EFFECTIVE DATE: 07101!2002 REVISIONS: A03/20/1991 A04/04/ 1993 A10/06/1998 A06/O1/1999 Al 1/03/1999 A05/08/2002 A06127/02 POLICY: Commissioners CompensationlBenefits/Travel This Policy Combines Policies Includes Letter from Attorney Geoff Gledhill in reference to Compensation of Board of Commissioners 310 Commissioners' Salary, 430 Procedure for Local Travel Expense Reimbursement 481 Commissioners' Compensation Adjustment 483 County Contribution for Commissioner's Benefits Board of Commissioners' Compensation: Upon adoption of FY 2002-2003 Budget Ordinance, Grant and Capital Project Ordinances, Classification and Pay Plan, and Personnel Ordinance Changes and monthly travel expense allowances on June 27, 2002 The Board of County Commissioners authorize that: Compensation of County Commissioners will be adjusted in fiscal year 2002-03 to reflect adjustments that the Board may establish for permanent Orange County employees, during the 2002-03 fiscal year, for Cost of Living Adjustments and In-Range Salary Increases, if there are any adjustments Annual compensation for County Commissioners will include the County contribution for health insurance, dental insurance and life insurance that is provided for permanent County employees, provided the Commissioners are eligible for this coverage under the insurance contracts and other contracts affecting these benefits. Annual compensation for Commissioners will include a County contribution for each Commissioner to the Deferred Compensation (457) Supplemental Retirement Plan that is the same as the County contribution for non-law enforcement County employees to the State 401 (k) plan. Travel expense allowances for Commissioners will be established at $150 per month for the Chairperson of the Board and at $125 per month for the other four Commissioners. • LAW OFFICES COLEMAN, GLEDHILL & HARGRAVE A PROFESSIONAL CORPORATION 129 E. TRYON STREET P. O. DRAWER 1529 HILLSBOROUGH, NORTH CAROLINA 27278 919.732-2196 FAX 919.732.7997 WEBSITE WWW.CGANDH.COM August 14, 2001 Ms. Beverly A. Blythe Clerk to the Orange County Board of Commissioners Post Office Box 8181 Hillsborough, North Carolina 27278 RE: Compensation of Board of Commissioners Dear Beverly: FROM THE DESK OF GEOFFREY E. GLEDHILL This letter confirms our telephone conversation on August 14, 2001 concerning increasing the travel expense allowance paid to the members of the Board of County Commissioners. The August 13, 2001 e-mail from Elaine Holmes confirms the Finance Director's determination that the County Commissioners do not receive travel reimbursement per se but rather receive an allowance for travel which is paid to them regardless of the amount of their travel. As such it is compensation to the Commissioners reported on their annual W-2 as opposed to an nvpcnae. rnir~iurselrent wh~~h G.O::iCi not be C.^.Inp~rt'::atian tC them. North Carolina General Statute § 153A-28 authorizes the Board of Commissioners "to fix the compensation and `al owances of the Chairman and other members of the Board by inclusion of the compensation and allowances in and adoption<of the budget ordinance." It is my opinion, and this opinion is shared by the North Carolina Attorney General, that this statute permits only an annual adjustment to the compensation and allowances of the members of the Board of County Commissioners in conjunction with the adoption of the budget ordinance each year. It is further my view that an amendment to the budget ordinance cannot be used to • change the compensation of the Board of County Commissioners either up or down subsequent to the adoption of the budget • Ms. Beverly A. Blythe Page 2 August 14, 2001 ordinance each year. My opinion in this regard is supported further by additional language in G.S. § 153A-28 which allows the compensation of a member of the Board of Commissioners who is a full time County official to be adjusted at any time during "his service as a full time official, for the duration of that service." As you know, a county commissioner may serve as county manager or interim county manager. In those instances the compensation of the board member in the county official capacity can be adjusted at times other than at the time of the adoption of the budget ordinance. As you'll probably recall the Board of County Commissioners' compensation was adjusted at the time of the adoption of the 2000-2001 budget by allowing the members' compensation to change with cost of living increases and merit increases approved annually by the Board of County Commissioners when it adopted the annual budget. Something similar can be done with this travel allowance at the time the Board adopts the next County budget • ordinance. That is, the County Commissioners' travel allowance can be allowed to increase whenever an increase in the reimbursement rate established for County employees is approved. I recommend that you work with Elaine Holmes to craft the resolution that would make that change for the next budget year. Very truly yours, COLEMAN, faLEDHILL & HARGRAVE, P.C. E a~6~ledhill GEG/lsg Enclosure xc: Kenneth T. Chavious Elaine Holmes John M. Link, Jr. Stephen H. Halkiotis Margaret Brown Moses Carey, Jr. Alice Gordon. Barry Jacobs lsg:letters/blythebocccomp.ltr §153A-28 ART. 4. FORM OF GOVERI~TMENT §153A-34 1 ~ / (g) Counties subject to this section are not subject to G.S. 153A-27. (h) This section shall apply only in the following counties: Alamance, Alexander, Alleghany, Avery, Beaufort, Brunswick, Buncombe, Burke, Cabarrus, Caldwell, Carteret, Cherokee, Clay, Cleveland, Cumberland, Dare, Davidson, Davie, Forsyth, Graham, Guilford, Haywood, Henderson, Hyde, Jackson, Lincoln, Macon, Madison, McDowell, Mecklenburg, Moore, Pender, Polk, Randolph, Rockingham, Rutherford, Sampson, Stanly, .Stokes, Transylvania, Wake, and Yancey. (1981, c. 763, ss. 6, 14; c. 830; 1983, c. 418; 1985, c. 563, s. 7.2; 1987, c. 196, s. 1; 1989, c. 296; c. 497, s. 2; 1991, c. 395, s. 1; c. 558, s. 1; 1995 (Reg. Sess., 1996), c. 683, s. 1; 1997-88, s. 1.) Local Modification. -Beaufort: 1997-248, s. 3(a). § 153A-28. Compensation of board of commissioners. The board of commissioners may fix the compensation and allowances of the chairman and other members of the board by inclusion of the compensation and allowances in and adoption of the budget ordinance. In addition, if the chairman or any other member of the board becomes afull-time county official, pursuant to G.S. 153A-81 or 153A-84, his compensation and allowances maybe adjusted at any .time during his service as a full-time official, for the duration of that service. (Code, s. 709; Rev, s. 2785; 1907, c. 500; C.S., s. 3918; 1969, c. 180, s. 1; 1971, c. 1125, s. 1; 1973, c. 822, s. 1.) CASE NOTES Erroneous But Innocent Mileage Allow ance. - ~Ti'here a board of county commission- ers audited in favor of its members for mileage, to which they were not entitled, and it vas found as a fact that they did so under ad«ce and without amp corrupt or fraudulent motive, it was held that the members of the board were not indictable either under § 14-234 or at com- mon law. State v. Norris, 111 N.C. 652, 16 S.E. 2 (1892), decided under former law. OPINIONS OF ATTORNEY GENERAL Authority of the county commissioners to amend the county budget to raise or lower their compensation at any time dur- ing the fiscal year is limited by their authority to fix their compensation in the adoption of the annual budget. See opinion of Attorney General to Mr. James C. Fox, New Hanover County Attorney, 42 I`'.C.A.G. 132 (1972), issued under former law. § 153A-29: Repealed by Session Laws 1975, c. 514, s. 17. §§ 153A-30 through 153A-33: Reserved for future codification pur- poses. Part 2. Structure of the Board of Commissioners. § 153A-34. Structure of boards of commissioners. Each county is governed by a board of commissioners. The structure and manner of election of the board of commissioners in each county shall remain as it is on February 1, 1974, until changed in accordance with law. (Rev., s. 1311; C.S., s. 1292; 1973, c. 822, s. 1.) 811 ri .: 'j i ~, ~' ,i ~; ': ~Z~ 4 ,. ~'_ .. ,.f,e1 i ~ ~ APPROVED 10/15/02 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS • REGULAR MEETING June 27, 2002 The Orange County Board of Commissioners met in regular session on June 27, 2002 at 7:30 p.m. in the Southern Human Services Center Boardroom in Chapel Hill, North Carolina. COUNTY COMMISSIONERS PRESENT: Chair Barry Jacobs and Commissioners Margaret W. Brown, Moses Carey, Jr., Alice M. Gordon and Stephen Halkiotis. COUNTY ATTORNEYS PRESENT: Geoffrey Gledhill and S. Sean Borhanian COUNTY STAFF PRESENT: County Manager John Link, Jr., Assistant County Manager Rod Visser and Clerk to the Board Beverly Blythe (All other staff members will be identified appropriately below) NOTE: ALL DOCUMENTS REFERRED TO IN THESE MINUTES ARE IN THE PERMANENT AGENDA FILE IN THE CLERK'S OFFICE. 1. ADDITIONS OR CHANGES TO THE AGENDA The Board added a resolution related to the Eno River Capacity Use Agreement. They substituted information for items 8-I and 8-r and deleted item 8-s from the agenda. The Board also added as item 10-a1 a report on the Waterstone project. PUBLIC CHARGE Chair Barry Jacobs dispensed with the reading of the public charge. 2. CITIZEN 8~ AUDIENCE COMMENTS a. Matters not on the Printed Agenda Will Atherton, a homeowner in Churton Grove, gave a presentation about out of town water users who • are on the Hillsborough water system. He made reference to a chart, which shows the standard activities in a household. The Hillsborough Town requires a $72.80 minimum bill for users outside the town city limits. The worst case in town is better than the best case out of town. The point is that this does not account for any other activities such as cleaning in the house or outdoor activities. He verified the chart with the Orange County Environmental Health department. They said that the State allocates about 60 gallons per person per day. The yearly cost of a water bill in Hillsborough is 1.7% of that of a mortgage payment. The main purpose of this presentation is to point out that the effects of double water rates in Hillsborough are considerable. He said that the Orange County Board of Commissioners and the Town of Hillsborough do not have the same outlook on affordable housing. He asked the Board not to consider the Town of Hillsborough's request to expedite the phased development of Churton Grove, because they are not concerned with affordable housing and addressing this issue. Commissioner Brown asked the staff to review this and report back. Chair Jacobs agreed to have the County staff reviews this along with other utility rates in the area and said that the County Commissioners could help facilitate a conversation with Hillsborough. Tyrone Trice said that about a month ago he was at a County Commissioners' meeting and he asked the Board to approve an extension of the Efland sewer line so that he could install his septic system. At that time, he had just gotten over a lawsuit with some neighbors, which had taken all of his funds in pursuing attorneys to deal with this lawsuit. He has made several attempts to comply with all the rules and regulations of the Board and the Health Department to have his septic system installed. He received a letter from the Board of Health that says that he has not done anything in order to have his septic system installed. He said that this was not true and that he has made several adjustments in order to have his septic system installed. He has had his property cleared, his existing septic system has been cleaned out, and he has had his well tested and it is clear. He showed the Board the paperwork and the receipts. He said that prior to the lawsuit a neighbor came across his property with a trailer. He called the Sheriff, who came to the property and was talking to the neighbor about the septic system. They did not mention anything about the trailer being in his front yard. He said that he does have concerns about Mr. Tom Konsler, the inspector. He said that he received a letter from him stating that if he did not install his septic system by July 5th that his home would be condemned. That same day, Mr. Konsler called him and said that he would have to make him install his septic system. He took this as a threat. After this, he tried to approach Mr. Konsler's boss to ask him about this phone call. Mr. Konsler ran into his boss' office and attacked him verbally. The boss basically • had to tell Mr. Konsler to be quiet because he was so aggressive. He said that he is working very hard to have his septic system installed. The cost of the system will be $8,500. Chair Jacobs noted that this is really a Board of Health matter. John Link expressed appreciation to retiring Clerk Beverly Blythe, welcomed Donna Baker, and welcomed Gwen Harvey, Assistant County Manager. He said that EMS Director Nick Waters would talk briefly about basic wildfire prevention measures and • County Engineer Paul Thames would give an update on the Eno River and reservoir levels. EMS Director Nick Waters talked about fireworks and how they handle issuing a permit for the fireworks. Regarding wildfires in the County, they have had 19 fires this spring, which is a small number for this time of year. None were more than one acre with most being less than %2 acre. EMS cooperates with the fire service agencies and uses their fire readiness plan. There are environmental and weather factors that determine the fire spread predictor. The fire-spread predictor determines the readiness level of the plan. Anything which is #4 or greater is answered by several fire departments. The fire departments have had training in handling these kinds of fires. The Forest Service would be used for larger fires. Some areas of Orange County, in a major fire, could not be protected. Where houses are built in the middle of the woods, they are harder to protect. He distributed some photographs of a fire that happened in 1985 in Burke County. Three thousand acres were burned and 50 homes were destroyed. Commissioner Halkiotis made reference to a fireworks display he witnessed several years ago and commended the staff for taking the protection measures that were necessary. County Engineer Paul Thames reported that 40% of the storage capacity of Lake Orange has been exhausted. Unless we get a significant amount of rainfall tonight or tomorrow we will go into Stage III of the Water Ordinance. We will not be facing the level IV water restrictions in accordance with the County's Water Ordinance until we reach 70 inches below full which is only two or three weeks from now. Level IV restrictions include the restriction of water for ornamental fountains and pools, cuts down to one day for watering vegetable gardens and does not allow watering of lawns and asks the restaurants to use paper plates and plastic ware. In answer to a question from Commissioner Brown, Paul Thames said that Orange County's Ordinance applies only in the unincorporated parts of Orange County. Hillsborough's Ordinance does not match up with Orange County's ordinance and applies to those citizens who live within the city limits of Hillsborough. Hillsborough's Ordinance has an additional stage of voluntary restrictions which are not in the County's Ordinance. Commissioner Brown suggested coordinating with Hillsborough so that the restrictions are the same for each stage. She said that this clearly shows that there is a limited amount of water in some areas. Chair Jacobs agreed with working with Hillsborough to clarify the different water stages. • 5. RESOLUTIONSIPROCLAMATIONS a. Adoption of FY 2002-2003 Budget Ordinance, Grant and Capital Proiect Ordinances Classification and Pav Plan, and Personnel Ordinance Changes The Board considered adoption of the FY 2002-2003 budget ordinance, grant and capital project ordinances, classification and pay plan and personnel ordinance changes, which document is herein incorporated by reference. Commissioner Gordon clarified that item 8-q does not reflect any changes in the budget documents. Motion 1 - A motion was made by Commissioner Halkiotis, seconded by Commissioner Carey to adopt the 2002-03 Orange County Budget Ordinance to include a countywide tax rate of 83 cents and a Chapel Hill/Carrboro City Schools District Tax rate of 19.2 cents. VOTE: UNANIMOUS Motion 2 - A motion was made by Commissioner Brown, seconded by Commissioner Carey to approve the 2002-03 Grant Projects as presented in the County Manager's Recommended Budget. VOTE: UNANIMOUS Motion 3 - A motion was made by Commissioner Gordon, seconded by Commissioner Brown to approve the 2002-03 School and County Capital Project Ordinances. VOTE: UNANIMOUS Motion 4 - A motion was made by Commissioner Halkiotis, seconded by Commissioner Carey to enact, beginning July 1, 2002, asix-month hiring freeze on non-critical positions and to adopt the "Six Month Hiring Freeze Policy." VOTE: UNANIMOUS Motion 5 - A motion was made by Commissioner Carey, seconded by Commissioner Halkiotis to suspend the following Personnel Ordinance provisions effective July 1, 2002 for employees with Work Planning and Performance Review (WPPR) Dates of July 1, 2002 and after: - In-Range Salary Increases (Article V, Section 7.0, "In-Range Salary Increase") Meritorious Service Awards (Article V, Section 8.0, "Meritorious Service Awards") VOTE: UNANIMOUS Motion 6 - A motion was made by Commissioner Gordon, seconded by Commissioner Halkiotis to adopt the County Fee Schedule as presented. ORANGE COUNTY • BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 27, 2002 Action Agenda Item No. ~~_ SUBJECT: Adoption of 2002-03 Budget, Capital and Grant Project Ordinances DEPARTMENT: Budget PUBLIC HEARING: (Y/N) No ATTACHMENT(S): • Attachment 1: Orange County Budget Ordinance for FY 2002-03 INFORMATION CONTACT: • Attachment 2: Adjustments to the Manager's Donna Dean, 245-2151 Recommended 2002-03 Budget • Attachment 3: Summary of Grant Project TELEPHONE NUMBERS: Ordinances Hillsborough 732-8181 • Attachment 4: Summary of County and Chapel Hill 968-4501 School Capital Project Ordinances Durham 688-7331 • Attachment 5: Six Month Hiring Freeze Policy Mebane 336-227-2031 Attachment 6: Personnel Ordinance . Revisions PURPOSE: To approve the 2002-03 budget ordinance, capital project ordinances, grant project ordinances, Six Month Hiring Freeze Policy, personnel ordinance revisions and fee schedule accordance with the actions taken by the Board of Commissioners at the June 24, 2002 budget work session. BACKGROUND: Budget Ordinance - At the June 24, 2002 budget work session, the Board of County Commissioners approved the budget for the upcoming 2002-03 fiscal year. The attached spreadsheet, Adjustments to the 2002-03 Manager's Recommended Budget, outlines the Board's changes. The attached Budget Ordinance for FY 2002-03 also reflects the changes that the Board made. Grant Project Ordinances -The 2002-03 fiscal year budget includes several State and Federally funded projects. These projects are accounted for in a separate fund and are shown in the Budget document on the associated departmental pages under "Other Funds." Attachment 3 of this abstract provides a summary of the individual grant project ordinances. Copies of the individual grant project ordinances will be available for the Board at the June 27,2002 BOCC meeting. Capital Project Ordinances -This year the Board made changes to some existing capital project ordinances and approved funding for other School and County projects. Attachment 4 of this abstract provides a summary of the individual capital project ordinances for both School districts and • the County projects. Copies of the ordinances will be available for the Board at the June 27,2002 BOCC meeting. Six Month Hiring Freeze - At the June 24, 2002 budget work session, the Board approved asix- month hiring freeze of non-critical positions for fiscal year 2002-03. Attachment 5 of this abstract is a copy of the Six Month Hiring Freeze Policy that was included in the Manager's Recommended 2002- 03 Budget Appendix C. Personnel Ordinance Revisions -The approved budget for fiscal year 2002-03 does not provide for In-Range Salary Increases or Meritorious Service Awards. Attachment 6 of this abstract, Personnel Ordinance Revisions, suspends the provisions for these programs as of July 1, 2002 for employees with WPPR review dates of July 1, 2002 and after. FINANCIAL IMPACT: Adoption of the ordinances establishes the authority to implement the County's budget, grant and capital ordinances, six month hiring freeze of non-critical positions, personnel ordinance revisions and fee schedule for FY 2002-03. RECOMMENDATION(S): The Manager recommends that the Board of County Commissioners implement the six month hiring freeze of non-critical positions and approve the budget, grant and capital ordinances, personnel ordinance revisions and fee schedule for FY 2002-03. • Section VII. Schedule B License In accordance with Schedule B of the Revenue Act, Article 2, Chapter 105 of the North Carolina State Statutes, and any other section of the General Statutes so permitting, there are hereby levied privilege license taxes in the maximum amount permitted on businesses, trades, occupations or professions which the County is entitled to tax. Section VIII. Animal Licenses A license costing $5 for sterilized dogs and sterilized cats is hereby levied. A license for un-sterilized dogs and a license for un-sterilized cats is $10 per animal. Section IX. Board of Commissioners' Compensation The Board of County Commissioners authorize that: • Compensation of County Commissioners will be adjusted in fiscal year 2002-03 to reflect adjustments that the Board may establish for permanent Orange County employees, during the 2002-03 fiscal year, for Cost of Living Adjustments and In-Range Salary Increases, if there are any adjustments. • Annual compensation for County Commissioners will include the County contribution for health insurance, dental insurance and life insurance that is provided for permanent County employees, provided the Commissioners are eligible for this coverage under the insurance contracts and other contracts affecting these benefits. • Annual compensation for Commissioners will include a County contribution for each Commissioner to the Deferred Compensation (457) Supplemental Retirement Plan that is the same as the County contribution for non-law enforcement County employees to the State 401(k) plan. • Travel expense allowances for Commissioners will be established at $150 per month for the Chairperson of the Board and at $125 per month for the other four Commissioners. Section X. Budget Control General Statutes of the State of North Carolina provide for budgetary control measures to exist between a county and public school system. The statute provides: Per General Statute 115C-429: (c) The Board of County Commissioners shall have ful( authority to call for, and the Board of Education shall have the duty to make available to the Board of County Commissioners, upon request, all books, records, audit reports, and other information bearing on the financial operation of the local school administrative unit. The Board of Commissioners hereby directs the following measures for budget administration and review: That upon adoption, each Board of Education will supply to the Board of County Commissioners a detailed report of the budget showing all appropriations by function and purpose, specifically to include funding increases and new program funding. The Board of Education will provide to the Board of County ~a~~~ y APPROVED 6/18/2002 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS REGULAR MEETING May 8, 2002 The Orange County Board of Commissioners met in regular session on Wednesday, May 8, 2002 at 7:30 p.m. at the Southern Human Services Center in Chapel Hill, North Carolina. COUNTY COMMISSIONERS PRESENT: Chair Barry Jacobs and Commissioners Margaret W. Brown, Alice M. Gordon and Stephen Halkiotis COUNTY COMMISSIONER ABSENT: Moses Carey, Jr. COUNTY ATTORNEY PRESENT: Geoffrey Gledhill and S. Sean Borhanian COUNTY STAFF PRESENT: County Manager John M. Link, Jr., Assistant County Manager Rod Visser and Cierk to the Board Beverly A. Blythe (All other staff members will be identified appropriately below) NOTE: ALL DOCUMENTS REFERRED TO IN THESE MINUTES ARE IN THE PERMANENT AGENDA FILE IN THE CLERK'S OFFICE. 1. ADDITIONS OR CHANGES TO THE AGENDA Item 5-c was postponed and item 8-u, "Amendment to HUD Cooperative Agreement," was added. • PUBLIC CHARGE Chair Jacobs dispensed with the reading of the public charge. 2. CITIZEN & AUDIENCE COMMENTS a. Matters not on the Printed Agenda Susan Osborne presented the County Commissioners with information from the Churton Grove Civic Association. She distributed a packet about the pool and clubhouse. Churton Grove Civic Association is asking the County Commissioners to intercede on-their behalf to secure commitments regarding this issue. There are four major issues. They are requesting that the developer, Churton Grove LLC, keep their commitment to complete the pool and clubhouse by the end of 2002. They are basing this on a survey of 2/3 of current inhabitants, a sign that has been on the site, and a cover of a document that was circulated at the time the sign was placed, which was the middle of September. The second issue is that the original plan with the Orange County Planning Department was for the community to have town homes, condominiums, or apartments. They would like to affirm the verbal understanding that it would be town homes and the quantity of those. The third issue is that they would like a clubhouse and pool constructed to ensure longevity of each facility. Lastly, the facility was to be an open membership facility. The facility is for a two meeting room clubhouse and a junior Olympic sized pool. At this time, there are 1'65 inhabitants that must pay for the use of the pool every month. They are asking that no memberships be sold. She said that many of the inhabitants expected the pool to be available by Memorial Day. She spoke about the documents that were in the information that was distributed to the County Commissioners. She hopes that the County Commissioners will assist the homeowners in getting clarification on this issue as they have been requesting a meeting with the developer since October and have not been successful. This will be referred to the staff and they will make a report back to the County Commissioners, which will be forwarded to Ms. Osborne. Commissioner Brown asked that this be referred back to the County Commissioners before they adjourn for the summer, which is June 27'h ...... ..... ............. ~~;5a. 9 The Board approved a request for refund of real estate excise stamps paid pursuant the sale of real property in the amount of $672.00. c. Audit Contract for June 30, 2002 Fiscal year The Board approved and authorized the Chair to sign a contract for Cherry, Bekaert and Holland, certified public accountants, in the amount of $61,000, for audit services for the fiscal year ending June 30, 2002. d. Child Support Attorney Contract The Board awarded and authorized the Chair to sign a contract to Coleman, Gledhill and Hargrave, at an hourly rate of $90, to provide legal representation for the Child Support Enforcement office. e. Emergency Management Grant Program Funding The Board approved the submission request for continuation of grant funding from the State Emergency Management Agency to help support the County's emergency management program and authorized the Chair to sign the grant application. f. Health Insurance Continuation Option for County Commissioners The Board approved providing an option for County Commissioners to continue to participate in the County's group health insurance program at the end of a Commissioner's term by paying the full cost for health insurance coverage. g Impact Fee Reimbursement -Habitat for Humanity Richmond Hills Project The Board approved an impact fee reimbursement request from Habitat for Humanity. in the amount of $24,000 for eight new homes in the Richmond Hills project. h. Housing Rehabilitation Contract Award The Board awarded and authorized the Chair to sign two housing rehabilitation contracts in the amount of $27,260 at 165 Hayes Street in Hillsborough and $22,725 at 1004 Lipscomb Grove Church Road, to Taylor Home Improvements for the HOME and CDBG housing rehabilitation program. ' i. Transmittal of Orange County Hazard Mitigation Plan to the State Division of Emergency Management This item was removed and placed at the end of the consent agenda for separate consideration. L Legal Advertisement for May 28, 2002, Quarterly Public Hearing This item was removed and placed at the end of the consent agenda for separate consideration. k. Contract Renewal with Triangle J Council. of Governments for Household Hazardous Waste Support Services The Board authorized the renewal of an existing contract at a projected cost of $7,500, with the Triangle J Council of Governments through June 30, 2003, to provide household hazardous waste support services and authorized the Chair to sign the contract. I. Lease Renewal: Moody Building The Board approved and authorized the Chair to sign the renewal of a lease for the Moody Building, 103 Laurel Avenue, Carrboro, through June 30, 2005. m. Lease Renewal: Probation and Parole at the Moody Building The Board authorized the renewal of a lease with the State of North Carolina for its intensive probation and parole program at 103 Laurel Avenue, Carrboro, and authorized the Chair to sign. n. Change in Board of County Commissioners Regular Meeting Schedule The Board amended its regular meeting schedule by adding a meeting on May 16, 2002, 4-8 p.m. at the Southern Human Services Center in Chapel Hill for a water summit; adding a meeting June 6, 2002, 5:30 p.m. at the Government Services Center in Hillsborough with the Orange County Planning Board prior to the scheduled 7:30 p.m. budget public hearing; and changing the meeting time of the scheduled May 13, 2002 budget work session from 7:30 p.m. to 6 p.m. o. Appointment to the Chapel Hill Parks and Recreation Commission The Board appointed Peter Schwartz as the County representative to the Chapel. Hill Parks and Recreation Commission for a term to commence July 1, 2002 and end June 30, 2005. ~ Appointment to the Commission for Women ~' :7 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: May 8, 2002 Action Agen a Item No. ~~ • SUBJECT: Health Insurance Continuation Option for County Commissioners DEPARTMENT: County Commissioners Office/Personnel PUBLIC HEARING: (Y!N) No ATTACHMENT(S): 1 -Draft Revision to Board Policy, "County Contribution For Commissioners' Benefits" 2 -Report on Commissioner/Council Health Insurance Continuation Options at End of Term INFORMATION CONTACT: Barry Jacobs, Board Chair, Extension 2130 Elaine Holmes, Personnel Director, Extension 2550 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To consider providing an option for County Commissioners to continue to participate in the County's group health insurance at the end of the Commissioner's term in office by the Commissioner paying the full cost for such health insurance coverage. BACKGROUND: Under the Board of Commissioners policy adopted effective July 1, 2000 (Attachment 1), Orange County provides health insurance benefits for County Commissioners. At present, such coverage ends with the end of the Commissioner's term in office with the option to continue coverage under the Federal COBRA law for up to 18-months by the Commissioner paying the full cost. The above coverage is the same as that provided for County employees except that County employees who are eligible under the County's retiree health insurance policy may continue on the County health insurance and continue to receive the County health insurance contribution at retirement. At the request of the Board, Personnel surveyed surrounding cities and counties as to their handling of Commissioner/Council members health insurance coverage at term end. Attachment 2 summarizes the survey results. Of the eight cities and counties surveyed who offer health insurance coverage to CommissionerslCouncil members, three (Alamance, Durham and Wake Counties) offer a heath insurance continuation option in addition to COBRA: • • Alamance provides for continuation of group health coverage after two terms with the Commissioner paying 50 percent of the cost. ~ ~~ 2 ~ - r • Durham provides such coverage after three terms with the County paying 100 percent of the cost. . • Wake County provides such coverage at age 62 with the County paying 50 percent of the cost if the Commissioner serves one term and 100 percent of the cost if the Commissioner serves two or more terms. On Attachment 1 in bold type are shown proposed amendments to the Board's Policy on Benefits for Orange County Commissioners that would provide the option for Commissioners to continue to participate in the County's group health insurance coverage at term end, after one term of service, by paying the full cost of such coverage. For the County to offer such option for Commissioner coverage, it is necessary for the County's health insurance providers to agree to amend the County's contract to include this continuation option. The NCACC health insurance trust (offering the County's two Blue Cross plans) has advised orally that it would be willing to extend such coverage. FINANCIAL IMPACT: None. The County Commissioner electing to participate in this continuation option will pay the full cost of health insurance coverage. RECOMMENDATION(S): The Manager recommends that the Board adopt the amended Policy on Commissioners Benefits as shown in Attachment 1 effective July 1, 2002. C, • • Durham provides such coverage after three terms with the County paying 100 percent of the cost. • Wake County provides such coverage at age 62 with the County a in 50 ercent of the ~ P Y 9 P cost if the Commissioner serves one term and 100 percent of the cost if the Commissioner serves two or more terms. On Attachment 1 in bold type are shown proposed amendments to the Board's Policy on Benefits for Orange County Commissioners that would provide the option for Commissioners to continue to participate in the County's group health insurance coverage at term end, after one term of service, by paying the full cost of such coverage. For the County to offer such option for Commissioner coverage, it is necessary for the County's health insurance providers to agree to amend the County's contract to include this continuation option. The NCACC health insurance trust (offering the County's two Blue Cross plans) has advised orally that it would be willing to extend such coverage. FINANCIAL IMPACT: None. The County Commissioner electing to participate in this continuation option will pay the full cost of health insurance coverage. RECOMMENDATION(S): The Manager recommends that the Board adopt the amended Policy on Commissioners Benefits as shown in Attachment 1 effective July 1, 2002. • • r~., t ~ 1 Attachment 1 POLICY: County Contribution for Commissioner's Benefits (Proposed Amendments Shown in Bold Type) The Board of County Commissioners authorizes that the compensation of the County Commissioners will include the County contribution for health insurance, dental insurance, and life insurance that is provided for permanent County employees, provided the Commissioners are eligible for this coverage under the insurance contracts and other contracts affecting these benefits. The Board further provides that County Commissioners may continue to participate in ttre County's- group health insurance at term end by paying the full cost of such coverage, provided such coverage is available under the insurance contracts affecting this benefit. The covered County Commissioner pays Orange County 100 percent of the cost of required premiums monthly. if the Commissioner is age 65 or older, Medicare becomes the primary insurer and group health insurance ends. 2. The Board of County Commissioners further authorizes that the compensation of the County Commissioners will include a County contribution for each Commissioner to the Deferred Compensation (457) Supplemental Retirement Plan that is the same as the County contribution for non-law enforcement County employees to the State 401(k) Plan. 3. The Board of County Commissioners directs the County Manager to incorporate in the Budget Ordinance each fiscal year a County contribution amount for each Commissioner's health, dental and life insurance equivalent to the County contribution amount for Permanent County employees. 4. The Board of County Commissioners further directs the County Manager to incorporate in the Budget Ordinance each fiscal year a County supplemental retirement contribution for each commissioner that is the same as the County contribution for non-law enforcement County employees to the State 401(k) Plan. 5. The Board of County Commissioners adopts the County contribution for Commissioners' health, dental and life insurance and supplemental retirement for the fiscal year through the adoption of the Budget Ordinance for that year. • .,may ,° , 4 Attachment 2 Survey of Commissioner/Council Health Insurance Continuation Options At Term End Health Insurance Health Insurance Offered to Continuation Options Paid by Medicare City/County Council or at the end of term Supplement Commissioners? Alamance County Yes Yes after 2 terms 50% County 50% County 50% Commissioner 50% Commissioner Carrboro No N/A N/A N/A Ca Yes Onl COBRA N/A N/A Cha el Hill No N/A N/A N/A Chatham Count Yes Onl COBRA N/A N/A Durham Cit Yes Onl COBRA N/A N/A Durham Count Yes Yes after 3 terms 100% Count 100% Count Oran a Count Yes Onl COBRA N/A N/A Ralei h Yes Onl COBRA N/A N/A If under age 62, COBRA Wake County Yes onl 100% Commissioner N/A After age 62 eligible as a retiree: With 1 term in office 50% County 50% County 50% Commissioner 50% Commissioner With 2 lus terms 100% Count 100% Count • • Survey of Commissioner/Council Health Insurance Continuation Options At Term End Attachment 2 Health Insurance Health Insurance Offered to Continuation Options Paid by Medicare City/County Council or at the end of term Supplement Commissioners? Alamance County Yes Yes after 2 terms 50% County 50% County 50% Comrnissioner 50% Commissioner Carrboro No N/A N/A N/A Ca Yes Onl COBRA N/A N/A Cha el Hill No NIA N/A N/A Chatham Count Yes Onl COBRA N/A N/A Durham Cit Yes Onl COBRA N/A NIA rham Count Yes Yes after 3 terms 100% Count 100% Count ran a Count Yes Onl COBRA N/A N/A Ralei h Yes Onl COBRA N/A N/A If under age 62, COBRA Wake County Yes onl 100% Commissioner N/A After age 62 eligible as a retiree: With 1 term in office 50% County 50% County 50% Commissioner 50% Commissioner With 2 lus terms 100°!o Count 100°!o Count r] POLICY FOR INSERTION INTO THE POLICY MANUAL MEETING DATE: November 3, 1999 NUMBER: 483 ~~~~~~o 1~ EFFECTIVE DATE: 07/01/2000 REVISIONS: POLICY: County Contribution for Commissioner's Benefits The Board of County Commissioners authorizes that the compensation of the County Commissioners will include the County contribution for health insurance, dental insurance, and life insurance that is provided for permanent County employees, provided the Commissioners are eligible for this coverage under the insurance contracts and other contracts affecting these benefits. 7 2. The Board of County Commissioners further authorizes that the compensation of the County Commissioners will include a County contribution for each Commissioner to the Deferred Compensation (457) Supplemental Retirement Plan that is the same as the County contribution for non-law enforcement County employees to the State 401(k) Plan. 3. The Board of County Commissioners directs the County Manager to incorporate in the Budget Ordinance each fiscal year a County contribution amount for each Commissioner's health, dental and life insurance equivalent to the County contribution amount for Permanent County employees. 4. The Board of County Commissioners further directs the County Manager to incorporate in the Budget Ordinance each fiscal year a County supplemental retirement contribution for each commissioner that is the same as the County contribution for non-law enforcement County employees to the State 401(k) Plan. The Board of County Commissioners adopts the County contribution for Commissioners' health, dental and life insurance and supplemental retirement for the fiscal year through the adoption of the Budget Ordinance for that year. ~/O ~,.,!. APPROVED 2/14/2000 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS Regular Meeting November 3, 1999 9 The Orange County Board of Commissioners met in regular session on Wednesday, November 3, 10 1999 at 7:30 p.m. in the F. Gordon Battle Courtroom, Hillsborough, North Carolina. 11 12 COUNTY COMMISSIONERS PRESENT: Chair Alice M. Gordon and Commissioners Margaret W. 13 Brown, Stephen H. Halkiotis, and Barry Jacobs 14 COUNTY COMMISSIONERS ABSENT: Moses Carey, Jr. (out of town) 15 COUNTY ATTORNEY PRESENT: Geoffrey Gledhill 16 COUNTY STAFF PRESENT: County Manager John M. Link, Jr., Assistant County Managers Albert 17 Kittrell and Rod Visser, and Clerk to the Board Beverly A. Blythe. All other staff will be recognized 1g appropriately below. 19 20 NOTE: ALL DOCUMENTS REFERRED TO IN THESE MINUTES ARE IN THE 21 PERMANENT AGENDA FILE IN THE CLERK'S OFFICE. ALL 22 RECORDINGS OF THE MEETING WILL BE KEPT FOR 5 YEARS. 1. ADDITIONS OR CHANGES TO THE AGENDA Chair Gordon added to item 4b, County Manager's Report a report on the Greene Tract. 2. CITIZEN 8~ AUDIENCE COMMENTS a. Matters on the Printed Agenda Chair Gordon indicated that these matters would be considered as the Board addresses the items on the agenda below. b. Matters not on the Printed Agenda -NONE PUBLIC CHARGE The Chair dispensed with the reading of the Public Charge. 36 3. BOARD COMMENTS 37 Commissioner Brown brought to the County Commissioners attention that Habitat for Humanity is 38 working on homes on Rogers Road. She said that there was an opportunity for the Commissioners and 39 the County employees to work on the project on November 20tH 4o Commissioner Jacobs made reference to the NCDOT meeting on November 17tH regarding the 41 widening of I-40, and asked that there be an item on the November 16tH agenda to allow for further 42 discussion. 43 Chair Gordon said that the discussion of the NCDOT meeting could possibly be put on the agenda 44 for November Stn 45 Chair Gordon explained that there is a project to widen I-40 that goes from Durham County into 46 Orange County. The project is divided into two sections. The section in Durham County will be done 47 soon. The section in Orange County is not funded yet. The environmental impact statement will be done 48 all at once for both sections. She said that there has been lobbying to try to get DOT to divide this into two projects. She explained that the flyer is to publicize this hearing so that anyone interested could participate. She said that there are a lot of questions about this project. She said that she wou-d like DOT to do the environmental impact statement closer to the time the project would be done in Orange 52 County. 2 6 7 s 9 to 11 12 Commissioner Halkiotis has a problem with April 4m ~ This item will be on the next agenda. i. Benefits for County Commissioners ' The Board considered adopting a policy providing that the County will make the same contributions for benefits for County Commissioners that it makes for permanent employees, effective July 1, 2000. Commissioner Halkiotis asked for the Clerk to get,information from other counties in North Carolina on what they are doing for elected officials. A motion was made by Commissioner Halkiotis, seconded by Commissioner Jacobs to adopt a policy providing that the County will make the same contributions for benefits for County Commissioners that it makes for permanent employees, effective July 1, 2000. VOTE: UNANIMOUS 9. ITEMS F4R DECISION -REGULAR AGENDA a. Appointments The Board considered appointments to the Orange-Chatham Justice Partnership Program Advisory Board and the OPC Mental Health Developmental Disabilities and Substance Abuse Authority Board. A motion was made by Commissioner Brown, seconded by Commissioner Jacobs to appoint Kevin Foy and Miriam Saxon to the Orange-Chatham Criminal Justice Partnership Program Advisory Committee. VOTE: UNANIMOUS Chair Gordon said that she was confused with the OPC Mental Health Developmental Disabilities and Substance Abuse Authority Board. She was not sure why there was only one recommendation from the OPC Board. The Board decided, by consensus, to table this appointment to the November 16`h agenda. b. Master Aging Plan Task Force -Approval of Charge and Membership The Board considered approving the Master Aging Plan Task Force charge, structure, and time frame, and approving the task force membership. Commissioner Brown asked if all of the people are being appointed to a steering committee and Chair Gordon said that there are four committees. Chair Gordon suggested discussing the charge and membership first and then the appointments. Commissioner Brown asked how the steering committee members were chosen. Florence Soltys, Chair of the Aging Board, said that the steering committee members were chosen on the basis of expertise and diversity. Commissioner Brown asked if there was a representative from the Northern Human Services Senior Center on the steering committee. Jeny Passmore said that Ida Whitted was invited to participate but could not serve. Commissioner Brown asked about leaving some additional slots open on the steering 12 committee. t3 She wants to be sure that there is diversity on the steering committee. She said that right now the 44 steering committee does not seem very diverse, so she would like to keep a couple of open slots for G5 potential diverse members. ~6 There will be a total of 21 people on the Steering Committee. Commissioner Jacobs will be a •~ liaison. 8 Commissioner Jacobs asked if there is a kickoff meeting and Jerry Passmore said that it was 9 scheduled for November 19th o A motion was made by Commissioner Halkiotis, seconded by Commissioner Brown to accept 1 the Master Aging Plan Task Force structure, charge, and time frame. 2 VOTE: UNANIMOUS Orange County Board of Commissioners ~`' Action Agenda Item Abstract Meeting Date: November 3, 1999 Action Agenda Item No. 8 ~ j Subject: Benefits for County Commissioners Department: Personnel Public Hearing: Yes No X Budget Amendment Needed: Yes No X Attachment(s): Draft Policy -County Contribution For Commissioners' Benefits Information Contact: Elaine Holmes, Personnel Director Extension 2550 Telephone Number: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 227-2031 Purpose: To consider adopting a policy effective July 1, 2000 providing for the County to make the same contribution for benefits for which County Commissioners are eligible that it makes for permanent County employees receiving those same benefits. Background: Under State law, the Board of Commissioners fixes the compensation of its members. It may do so annually by inclusion of the amount of compensation in the annual Budget Ordinance and by adoption of the Ordinance. The purpose of the attached draft policy is to direct how the Budget Ordinance is to be prepared each year. Specifically, the draft policy would change Commissioners' compensation to add the same County contribution amount for health insurance, dental insurance, life insurance and supplemental retirement that is provided for permanent County employees, provided the Commissioners are eligible for this coverage under the insurance contracts and other contracts affecting these benefits. Outlined below for each involved benefit is the present policy and the impact of the draft policy change. 1. Health Insurance Presently Commissioners may participate in Orange County's health insurance (Healthsource Plan only) by paying the full cost of coverage (both the employee cost and the County contribution amount). Under the draft policy, the County would provide the same contribution for Commissioners' health insurance that it provides for permanent employees. The North Carolina Association of County Commissioners' health insurance trust advises that Commissioners would become eligible to participate in the Blue Cross plans (Preferred Provider Plan or Personal Care Plan) if the County makes such a contribution. This 2 would be effective with the initiation of the contribution (July 1, 2000), if adopted. If the Board elects to pursue the draft policy and contingent on adoption of the County contribution through the Budget Ordinance, a County Commissioner could: ^ Enroll in the Healthsource plan during the current open enrollment (through November 15, 1999), pay the full cost of coverage (County and employee share) through June 30, 1999 and then begin receiving the County contribution for health insurance coverage effective July 1, 2000, or ^ Enroll in a health insurance plan effective July 1, 2000 with the initiation of the County contribution for health insurance coverage. 2. Dentallnsurance Presently Commissioners may participate in Orange County's dental insurance by paying the full cost of coverage (both the employee cost. and the County contribution amount). Under the draft policy, the County would provide the same contribution for Commissioners dental insurance that it provides for permanent employees. If the Board elects to pursue the draft policy and contingent on adoption of the County contribution through the Budget Ordinance, a County Commissioner could: ^ Enroll in the dental plan during the current open enrollment (through November 15, 1999), pay the full cost of coverage (County and employee share) through June 30, 1999 and then begin receiving the County contribution for dental insurance coverage effective July 1, 2000, or ^ Enroll in the dental plan effective July 1, 2000 with the initiation of the County contribution for dental insurance coverage. 3. Life Insurance Presently Commissioners may participate in Orange County's life insurance by paying the full cost of coverage (both the employee cost and the County contribution amount). If the Commissioner did not enroll in the life insurance when first elected as a Commissioner and the Commissioner then decides to enroll later, the insurance company requires satisfactory evidence of insurability before enrollment may occur. Under the draft policy the County would provide the same contribution for Commissioners' life insurance that it provides for permanent employees. The life insurance coverage amount would be one times the Commissioners annual salary for service as a Commissioner. The Commissioners could enroll at the time of initiation of a County contribution without providing evidence of insurability. 4. Local Government Employees' Retirement System The Retirement System advises that County Commissioners are not eligible to participate in the Retirement System under State law. 3 • • • 5. Supplemental Retirement Presently Commissioners may join and make a voluntary supplemental retirement contribution to the Deferred Compensation (457} plan as may County employees. The County makes no contribution for employees to the Deferred Compensation 457 plan. The County makes a $15 per pay period ($390 annually) supplemental retirement contribution for each permanent, non-law enforcement employee to the State 401 (k) Plan. The State 401(k) plan advises that that Commissioners are not eligible to participate in that plan and that it is necessary to be a member of the Local Government Employees' Retirement System in order to participate. Under the draft policy, the County would make the same supplemental retirement contribution to the 457 plan for each County Commissioner that it makes to the 401(k) plan for each permanent employee, since Commissioners may not participate in the 401(k) plan. Because employer contributions to a 457 plan require a matching social security contribution for that benefit junlike the 401(k) plan employer contribution], the estimated cost shown under Financial Impact includes the matching social security. 6. Flexible Spending Accounts and Supplemental Insurance Presently Commissioners may participate in Flexible Spending Accounts (Medical or Dependent Care) and Supplemental Insurance (Life, Accident, Disability) by making a voluntary contribution on the same basis as County employees. The draft policy makes no change in this handling. Financial Impact: The estimated annual cost for the County contribution. for health, dental and life insurance and a supplemental retirement contribution for County Commissioners is show below. The estimate is based on health and dental rates effective January 1, 2000 and assumes all Commissioners participate in a plan. Benefit Coverage Annual County Cost Per Commissioner Total Annual Cost Health $2,399 to $4,319* $11,995 to $21,595* Dentat $166 $830 Life $35 to $45 $190 Supplemental Retirement (457) $420 $2,100 Total $3,020 to $4,950 $15,115 to $24,715 * Depending on coverage type selected (individual, individual/children, individual/spouse, individual/family). Recommendation: The Manager recommends the Board approve the attached policy effective J my 1, 2000. (J 4 , Attachment ~~,y ,) D Policy for Insertion into the Policy Manual ~ ~ ~ 4 Meeting Date: November 3, 1999 Policy Number: 483 Effective Date: July 1, 2000 Revisions: Policy: County Contribution for Commissioners' Benefits 1. The Board of County Commissioners authorizes that the compensation of the County Commissioners will include the County contribution for health insurance, dental insurance, and life insurance that is provided for permanent County employees, provided the Commissioners are eligible for this coverage under the insurance contracts and other contracts affecting these benefits. 2. The Board of County Commissioners further authorizes that the compensation of the County Commissioners will include a County contribution for each Commissioner to the Deferred Compensation (457) Supplemental Retirement Plan that is the same as the County contribution for non-law enforcement County employees to the State 401(k} Plan. 3. The Board of County Commissioners directs the County Manager to incorporate in the Budget Ordinance each fiscal year a County contribution amount for each Commissioner's health, dental and life insurance equivalent to the County contribution amount for permanent County employees. 4. The Board of County Commissioners further directs the County Manager to incorporate in the Budget Ordinance each fiscal year a County supplemental retirement contribution for each Commissioner that is the same as the County contribution for non-law enforcement County employees to the State 401(k) Plan. 5. The Board of County Commissioners adopts the County contribution for Commissioners' health, dental and fife insurance and supplemental retirement for the fiscal year through the adoption of the Budget Ordinance for that year. • H:\e\comins1.doc October 27, 1999 ~~~~~ ~~ ~.' ~ y~o • • C POLICY FOR INSERTION INTO THE POLICY MANUAL Meeting Date: Approved June 1, 1999 Policy Number: 481 Effective Date: July 1, 1999 Revisions: Policy: Commissioners Compensation Adjustment The Board of County Commissioners authorizes that the compensation of County Commissioners will be adjusted each year by the percentage amount equivalent to the In-Range Salary Increase established for permanent Orange County employees in that fiscal year. The compensation adjustment will be effective December 1 of each year. The Board of Commissioners directs the preparation of the annual Budget Ordinance to include the adjustment to the amount of compensation for the Board members described in this policy. The Board of Commissioners adopts the Commissioners compensation amounts for the fiscal year through adoption of the Budget Ordinance for that fiscal year. 3 Attachment 1 -Draft- Policy for Insertion into the Policy Manual Meeting Date: June 1, 1999 Policy Number: 481 Effective Date: July 1, 1999 Policy: Commissioners' Compensation Adjustment Revisions: 1. The Boazd of County Commissioners authorizes that the compensation of County Commissioners will be adjusted each yeaz by the percentage amount equivalent to the In-Range Salary Increase established for permanent Orange County employees in that fiscal year. 2. The Item 1 compensation adjustment will be effective December 1 of each year. 3. The Boazd of Commissioners directs the prepazation of the annual Budget Ordinance to include the adjustment to the amount of compensation for the Boazd members described in this policy. 4. The Boazd of Commissioners adopts the Commissioners' compensation amounts for the fiscal yeaz through adoption of the Budget Ordinance for that fiscal yeaz. D.K 1 ~'~' APPROVED March 21, 2000 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS REGULAR MEETING June 1, 1999 The Orange County Board of Commissioners met in regular session on June 1, 1999 at 7:30 p.m. in the F. Gordon Battle Courtroom, 106 E. Margaret Lane, Hillsborough, N.C. COUNTY COMMISSIONERS PRESENT• Chair Alice M. Gordon and Commissioners Margaret W. Brown, Moses Carey, Jr., Stephen H. Halkiotis and Barry Jacobs COUNTY ATTORNEY PRESENT: Geoffrey Gledhill COUNTY STAFF PRESENT: County Manager John M. Link, Jr., Assistant County Managers Rod Visser and Albert Kittrell and Clerk to the Board Beverly A. Blythe (all other staff members will be identified appropriately below) NOTE: ALL DOCUMENTS REFERRED TO IN THESE MINUTES ARE IN THE PERMANENT AGENDA FILE IN THE CLERK'S OFFICE. ALL RECORDINGS OF THE MEETING WILL BE KEPT FOR 5 YEARS. 1 ADDITIONS OR CHANGES TO THE AGENDA -NONE CITIZEN AND AUDIENCE a. Matters on the Printed A enda (These matters will be considered as the Board addresses the items on the agenda below.) Chair Gordon indicated that these citizens will be recognized at the appropriate time. b. Matters not on the Printed A enda -NONE PUBLIC CHARGE Chair Gordon dispensed with the reading of the public charge. BOARD COMMENTS Commissioner Brown said that she received two calls from citizens about open buming by Piedmont Electric on electric line easements along New Hope Church Road. She asked that staff call Piedmont Electric to see if they are open to other suggestions besides burning. Commissioner Jacobs agreed. Commissioner Carey agrees with asking them why they are buming it instead of doing something else. Commissioner Jacobs said that we should urge them to pursue alternatives. John Link suggested writing a letter asking Piedmont Electric to pursue other alternatives and if that does not work to write a letter to the Utility Commission. Commissioner Brown said that she received a letter from the residents of Mebane asking the County Commissioners to include roosters in our Animal Control Ordinance under nuisance. She asked that a recommendation be brought back. Commissioner Carey suggested that the County Manager and the my Attorney bring back a recommendation. :- 12 • sizes allowed in the R-2 district are not of sufficient size to accommodate septic systems with repair areas needed for residential uses in the R-2 district. VOTE: UNANIMOUS e. Lawrence Park Subdivision Preliminary Plan The Board considered a preliminary plan for the proposed Lawrence Park subdivision. Planner Karen Lincoln made this presentation. The request is for a subdivision containing seven (7) single family residential lots from 3.275 acres -approximate lot size of 20,000 square feet. The property is located in Eno Township on the south side of US Highway 70A. A motion was made by Commissioner Jacobs, seconded by Commissioner Halkiotis to approve the resolution as stated below which denies the Preliminary Plan for Lawrence Park Subdivision: Resolution to Denv on page 3 of the Aaenda Abstract The Board of County Commissioners hereby denies approval of Lawrence Park subdivision for seven (7) residential lots as shown on the preliminary plat, dated September 28, 1998, and last revised November 13, 1998. The property which is to be subdivided is zoned Rural Residential (R-1). The 20,000 square foot lots in Lawrence Park subdivision do not meet minimum lot size requirements (40,D00 square feet) of the Rural Residential district. VOTE: UNANIMOUS f. County Commissioners Compensation Policyl~ - /- /f~' The Board considered a policy providing for the compensation of County Commissioners to be adjusted each year by the same percentage authorized for permanent employees. A motion was made by Commissioner Carey, seconded by Commissioner Brown to approve a olicy providing for the compensation of County Commissioners to be adjusted as of December 1 each ear by the percentage amount equivalent to the In-Range Increase amount the Board authorizes for permanent employees in that fiscal year. VOTE: AYES, 4; NOS, 1 (Commissioner Jacobs) g, Request for Increased Fees _ Dick Wilkerson The Board considered a request by Dick Wilkerson for an increase of $4,100 for the design of a pocket park at the Skills Development Center, 503 W. Franklin St., Chapel Hill. Commissioner Halkiotis said that he has some questions and does not feel comfortable voting on this at this time. Commissioner Jacobs said that he has some questions on spending $77,000 on this pocket park and would like to look at it again before spending any further funds on this project. While he is supportive of the project, he would like to hold this item for additional information. There was a consensus of the Board to bring this item back with additional information which will include a breakdown of specific costs. h. Request for Increase in Fees : Dixon/Weinstein Architects The Board considered a request by Dixon/VVeinstein Architects for an increase of $10,455 for design fees associated with the Skill ' s Development Center project. A motion was made by Commissioner Carey, seconded by Commissioner Jacobs to amend the original design contract with Dixon-Weinstein Architects by approving increased fees in the amount of $10,455 and to authorize the Purchasing Director to create the appropriate paperwork to ensure payment. VOTE: AYES, 2; NOS, 3 (Commissioners Brown, Gordon and Halkiotis) 0. REPORTS -NONE 11. APPOINTMENTS • C • Orange County Board of Commissioners Action Agenda Item Abstract Meeting Date: June 1, 1999 Action Agenda Item No. 9-f Subject: County Commissioners Compensation Policy Department: County Commissioners Public Hearing: Budget Amendment Needed: Yes No X Yes No X Attachment(s): Information Contact: Draft Policy - Alice Gordon, Chair Commissioners' Compensation Adjustment Telephone Number: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 227-203? Purpose: To consider adopting a policy providing for the compensation of County Commissioners to be adjusted each year by the percentage amount equivalent to the In-Range Increase amount the Board authorizes for permanent employees. Background: Under State law the Board of Commissioners fixes the compensation of its members. It may do so annually by inclusion of the amount of compensation in the annual Budget Ordinance and by adoption of that Ordinance. The purpose of the attached policy is to direct how the Budget Ordinance is to be prepared each year. Specifically the draft policy would provide that Commissioners' compensation would be adjusted as of December 1 each year by the percentage amount equivalent to the In-Range Increase amount established for permanent County employees in that fiscal year. For example: If the Board establishes 2.5 percent as the employee In- Range Increase amount for fiscal year 1999-00, the Budget Ordinance would incorporate this amount and each Commissioners' compensation would increase by 2.5 percent effective December 1. This is similar to the policy the Board adopted in 1991 that provides that the cost of living adjustment is applied to Commissioners' compensation as it is applied to County employee salaries. For information, the current compensation for Commissioners is as follows: ^ Commissioner - $9,520 ^ Vice Chair - $9,996 ^ Chair - $12,121 Financial Impact: The financial impact would depend on the amount of the In-Range Increase. If the In-Range Increase amount authorized for fiscal year 1999-00 is 2.5 percent, the estimated cost (salary and related social security) for the proposed compensation adjustment in 1999-00 is about $800. The full year cost is about $1,365. Recommendation: As the Board decides 2 ~ H:\e\abscom.doc May 16, 1999 • • For information, the current compensation for Commissioners is as follows: ^ Commissioner - $9,520 ^ Vice Chair - $9,996 ^ Chair - $12,121 i• Financial Impact: The financial impact would depend on the amount of the In-Range Increase. If the In-Range Increase amount authorized for fiscal year 1999-00 is 2.5 percent, the estimated cost (salary and related social security) for the proposed compensation adjustment in 1999-00 is about $800. The full year cost is about $1,365. Recommendation: As the Board decides H:\e\abscom.doc May 16, 1999 2 r ». ~/ . C ~'~? V Y~ ~ /r .~ ~ ~`~~ POLICY FOR INSERTION INTO THE POLICY MANUAL MEETING DATE: October 6, 1998 EFFECTIVE DATE: October 6, 1998 NUMBER: A:0430 REVI5ION5: March 20, 1991 August 4, 1993 October 6, 1998 POLICY: PROCEDURE FOR LOCAL TRAVEL EXPENSE REIlVIBURSEMENT Upon adoption of amendment to Policy 430 on October 6, 1998, monthly loca travel expense allowance will be increased to $120 per month for the Chair and $9~per month for other members of the Board of Commissioners. Original Policy: County Commissioners may receive $50 per month for local travel, and the Chairman may receive $75 per month. Each Commissioner will have an opportunity at the beginning of each fiscal year to elect to be reimbursed based on submission of periodic . local travel expense reimbursement requests or receive a set amount each month. Out-of- area travel (greater than 30 miles from Orange County) would continue to be handled as it currently is handled by the finance Department. Amendment: Upon adoption of amendment on March 20, 1991, the term local travel is designated to refer only to personal mileage. Amendment: Upon adoption of amendment on August 4, 1993, monthly local travel expense allowance increased to $90.00 for the Chair and $65.00 for other members of the Board of Commissioners. C~ M .~. `~~ POLICY FOR INSERTION INTO THE POLICY MANUAL ~lym ~ G ~~ ~. Q ~~ MEETING DATE: September 18. 1990 NUMBER: A:0430 EFFECTIVE DATE: September 1L 1990 REVISIONS: March 20, 1991 August 4, 1993 POLICY• PROCEDURE FOR LOCAL TRAVEL EXPENSE REIMBURSEMENT Upon adoption of amendment to Policy 430 on August 4, 1993, monthly local travel expense allowance will be increased to $90.00 for the Chair and to $65.00 for other members of the Board of Commissioners. Original Policy: County Commissioners may receive $50 per month for local travel, and the Chairman may receive $75 per month. Each Commissioner will have an opportunity at the beginning of each fiscal year to elect to be reimbursed based on submission of periodic local travel expense reimbursement requests or receive a set amount each month. Out-of-area travel (greater than 30 miles from Orange County) would continue to be handled as it currently is handled by the Finance Department. • Amendment: Upon adoption of amendment on March 20, 1991, the term local travel is designated to refer only to personal mileage. • ~w ~ ~ ~J f ~._._ . 1 APPROVED 11/17/98 MINUTES • ORANGE COUNTY BOARD OF COMMISSIONERS REGULAR MEETING October 6, 1998 The Orange County Board of Commissioners met in regular session on Tuesday, October 6, 1998 at 7:30 p.m. in the F. Gordon Battle Courtroom, Hillsborough, N.C. COUNTY COMMISSIONERS PRESENT• Chair Margaret W. Brown, and Commissioners Moses Carey, Jr., William L. Crowther, Alice M. Gordon and Stephen H. Halkiotis. COUNTY ATTORNEY PRESENT• Geoffrey Gledhill COUNTY STAFF PRESENT: County Manager John M. Link, Jr., Assistant County Managers Rod Visser and Albert Kittrell and Clerk to the Board Beverly A. Blythe (All other staff members will be identified appropriately below) NOTE: ALL DOCUMENTS REFERRED TO IN THESE MINUTES ARE IN THE PERMANENT AGENDA FILE IN THE CLERK'S OFFICE. ALL RECORDINGS OF THE MEETING WILL BE KEPT FOR 5 YEARS. 1. ADDITIONS OR CHANGES TO THE AGENDA A motion was made by Commissioner Gordon, seconded by Commissioner Halkiotis to add to the agenda a resolution for Voluntary Conservation of Water for northern Orange County as item V-c. VOTE: UNANIMOUS A motion was made by Commissioner Halkiotis, seconded by Commissioner Gordon to add to the agenda a resolution for the siting of future solid waste facilities in a comprehensive fashion as item V-d. VOTE: UNANIMOUS 2. CITIZEN 8~ AUDIENCE COMMENTS a. Matters on the Printed Aaenda b. Matters not on the Printed Aaenda Donna Miller spoke on behalf of the residents of Old Chapel Hill-Hillsborough Road. She asked for an update on this issue and asked when the County Commissioners plan to address this issue. John Link said that this should be back on the agenda during the month of October. They will give the history of why the road name was changed and make reference to Ms. Miller's request to have it changed back. They will let Ms. Miller know when it will be on the agenda. It may be that this will become an item for the November Quarterly public hearing that is scheduled for November 23. PUBLIC CHARGE Chair Brown dispensed with the reading of the public charge. 3. BOARD COMMENTS Commissioner Gordon made reference to item 10a and said that this department is coming none too soon. One thing they will do is to seek grant funds to buy land for conservation purposes. Chapel Hill just received a $200,000 grant for conservation along a creek. Other jurisdictions have also received funds. Orange County received no funds because we did not apply. Commissioner Carey said that he attended a regional County Commissioners meeting and one of the focus areas was on development options. He distributed information and a survey form that he asked all the County Commissioners to complete and return. He asked the clerk to copy and share with the other elected officials and candidates for public office. He said that this raised some good questions that we need to keep on the public agenda. • Commissioner Carey asked about the nuisance ordinance in the transition area. Geoffrey Gledhill said that he will talk with the Chapel Hill town attorney. He said that the towns have separate ordinances dealing with junk vehicles but regulations only cover within the city limits. The County's junk vehicle ordinance is for the County area. So there seems that there is no coverage for the transition area, He will talk with the Chapel Hill Town Attorney to see if they have a junk vehicle portion in their zoning ordinance. Commissioner Carey said that Carrboro does not want the responsibility to do this outside of their town limits and if this is part of their ordinance, they have indicated that they will L` • • Under "Procedures," paragraph 5 (document page 6) language was added regarding reports to Board of County Commissioners which reads "After Loan Committee approval, applications will be presented to the Board of County Commissioners as a report at the next regular Board of County Commissioners' meeting. • In addition, any default or loan loss will be reported immediately at the next Board of County Commissioners' meeting. • Under "Loan Analysis," opening paragraph (document page 6) -language was added to address concerns by Board of County Commissioners that the Loan Committee look at employer's plan for wages, health insurance, term of residency, etc. which reads "The Loan Committee shall review and consider a number of items in determining whether a loan should be made. The Loan Committee will consider the applicant's length of residence in Orange County, the applicant's effort to provide a living wage to employees, the applicant's contribution to health benefits for all employees, and the proportion of loan proceeds to be used for working capital or operational funds. VOTE: UNANIMOUS 1. Local Travel Expense Reimbursement The Board considered increasing the monthly travel allowance for Commissioners from the current $90 to $120 for the Board Chair, and from $65 to $90 for County Commissioners, to reflect the July 1, 1998 increase in the federal mileage allowance to 31 ¢ per mile. It was decided that the increase should be the same for the Commissioners as was suggested for the Chair. A motion was made by Commissioner Carey, seconded by Commissioner Halkiotis to approve increasing the travel allowance for the Chair to $120 per month and the County Commissioners to $95 per month. VOTE: AYES, 4; NO, 1(Commissioner Crowther) 9. ITEMS FOR DECISION -REGULAR AGENDA a. Amendment to Commission for Women's Bylaws The Board considered amending the bylaws of the Commission for Women to expand the number of members from 15 to 20. Commission for Women members Martha Oxenfeldt and Jacqueline Philips presented information to the Board on their activities emphasizing that their level of activities has increased. They currently • have eleven members and three applications that are pending and one application coming. They want to grow and move forward and that is why they are asking to change their bylaws and add five (5) additional members. They want to expand their activities and are looking for diversity in their membership. A motion was made by Commissioner Gordon, seconded by Commissioner Carey to approve amending the bylaws for the Commission for Women allowing them to expand the number of members from 15 to 20 with the five new positions being at-large positions. VOTE: UNANIMOUS b. Proposed Carrboro Development Moratorium The Board considered adopting athree-month development moratorium for the Carrboro Northern Transition Study Area. The Carrboro Board of Aldermen are holding a public hearing on the moratorium this evening and Interim Planning Director Gene Bell reported on that public hearing. He said that there were eleven (11) speakers who spoke about the moratorium. Nine of the speakers spoke about their concern that this moratorium would delay the construction of a new school for the Chapel Hill-Carrboro City Schools. The Board of Aldermen unanimously extended the moratorium until December 31, 1998 with the stipulation that the Town Manager will be allowed to accept and evaluate applications from a local government unit during the moratorium, but not approve any of the accepted permit applications. JEF who lives in the Calavander area asked about the process of the Orange County Planning Board on July 15. Gene Bell said that nothing was approved at that meeting. The Planning Board did not want to present a recommendation to the Board of County Commissioners until the ordinance language was concluded for the Small Area Plan. He hopes to bring back the Small Area Plan for consideration of adoption in December. Geoffrey Gledhill said that there has not been a public hearing on the ordinance language yet and that will need to happen before it is brought back to the County Commissioners for consideration. JEF continued saying that he has a copy of the proposed implementation schedule which indicates that on November 11, the Orange County Planning Board will review the ordinance and the other items. Then it will go back to the Carrboro Planning Board and the Carrboro Board of Alderman will hold a public hearing on December 15 and after • that the Board of County Commissioners will consider the ordinances and the joint planning amendments. A motion was made by Commissioner Crowther, seconded by Commissioner Carey that they not consider any action on this extension until we hear directly from Carrboro or a representative. Commissioner Gordon feels there are two issues - whether or not to continue the moratorium and the • C7 • 1 ORANGE COUNTY BOARD OF COMMISSIONERS Action Agenda Item No g_2 ACTION AGENDA ITEM ABSTRACT Meeting Date: October 6, 1998 SUBJECT: LOCAL TRAVEL EXPENSE REIMBURSEMENT DEPARTMENT County Commissioners PUBLIC HEARING YES NO x -------------------------------- ------------------------------- BUDGET AMENDMENT: _YES X NO ATTACHMENT(S): INFORMATION CONTACT Margaret Brown TELEPHONE NUMBER Hillsborough 732-8181 Chapel Hill 968-4501 Mebane 227-2031 Durham 688-7331 ----------------------------------------------------------------------- PURPOSE: To amend Policy #430 `"Procedure for Local Travel Expense Reimbursement" to reflect the increase in local travel allowance. C BACKGROUND: The mileage rate reimbursement for use of personal vehicle related to County business was increased on July 1, 1998 to 31 cents per mile which is the federal rate. Policy #430 adopted on September 18, 1990 and amended on March 20, 1991 and August 4, 1993 set the local travel for the Chair of the County Commissioners at $90.00 and for the County Commissioners at $65.00 per month. RECOI~4ENDATION: Approve increasing the local travel for the Chair to $120 per month and for the County Commissioners to $90 per month. • • ~PPROVED 10 19 93 1 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS REGULAR MEETING AUGUST 4, 1993 The Orange County Board of Commissioners met in Regular Session on Wednesday, August 4, 1993 at 7:30 p.m. in the courtroom of the Old Courthouse in Hillsborough, North Carolina. COUNTY COMMISSIONERS PRESENT: Chair Moses Carey, Jr., and Commissioners Alice M. Gordon, Stephen H. Halkiotis, Verla C. Insko and Don Willhoit COUNTY ATTORNEY PRESENT: Geoffrey Gledhill COUNTY STAFF PRESENT: County Manager John M. Link, Jr., Assistant County Managers Rod Visser and Albert Kittrell, Economic Development Director Ted Abernathy, Clerk to the Board Beverly A. Blythe, Data Processing Director Keith Brooks, Human Relations Analyst II Lana Chandra, Planning Director Marvin Collins, Housing and Community Development Director Tara Fikes, Register of Deeds Betty June Hayes, Personnel Director Elaine Holmes, Recreation and Parks Director Bob Jones, Purchasing Director Pam Jones, Planner Eddie Kirk, Commission for Women Director Lucy Lewis, Department on Aging Director Jerry Passmore, Sheriff Lindy Pendergrass, Management Analyst Sharron Siler, EMS Director Nick Waters and Planner Mary Willis .NOTE: ALL DOCUMENTS REFERRED TO IN THESE MINUTES ARE LOCATED IN THE PERMANENT AGENDA FILE IN THE CLERK'S OFFICE I. ADDITIONS OR CHANGES TO THE AGENDA Commissioner Gordon asked to postpone Consent Item "I" until the next meeting. Chair Carey added to the Decision Agenda the selection of the voting delegate for the NCACC conference. II. AUDIENCE COMMENTS A. MATTERS ON THE PRINTED AGENDA Chair Carey announced that those who have indicated a desire to speak will be recognized at the appropriate time. B. MATTERS NOT ON THE PRINTED AGENDA - NONE PUBLIC CHARGE Chair Carey read the Public Charge III. ITEMS FOR DECISION - CONSENT AGENDA Motion was made by Commissioner Gordon, seconded by Commissioner Halkiotis to approve the items on the Consent Agenda as stated below: A. LOCAL TRAVEL EXPENSE REIMBURSEMENT The Board approved an increase in the local travel paid to the County Commissioners. The local travel allowance for the Chair will be $90.00 per month and for the County Commissioners $65.00 per month effective July 1, • r~ C • 1993. 2 B. 1992-93 ANNUAL TAR SETTLEMENT The Board approved the report of taxes collected for year ending June 30, 1993 as attached to these minutes on pages C. FOREST BERVICE CONTRACT The Board approved and authorized the Chair to sign the annual agreement between Orange County and the North Carolina Department of Environment, Health and Natural Resources for the provision of support to the NC Forest Service in Orange County. The County match is $41,400 for fiscal year 1993-94. D. RENEWAL APPLICATION__FOR ELDERLY AND DISABLED TRANSPORTATION The Board approved and authorized the Chair to sign the renewal certified statement to continue participating in the N.C. Department of Transportation's Elderly and Disabled Transportation Assistance Program and the Medicaid Assistance Program for pregnant women and children. The voluntary program will provide a total of $25,796 to the Orange County C.A.T. Program for FY93-94 with $22,607 for EDTAP and $3,189 for MTAP. E. THE VILLAGE OF THE OARS PRELIMINARY PLAN The Board approved the Preliminary Plan for the Village of the Oaks subject to the conditions contained in the Resolution of Approval as attached to these minutes on pages The property is located in Bingham Township on the southwest side of Mebane Oaks Road and Bradshaw Quarry Road. The tract size is 9.54 acres out of 48.43 acres with six (6) lots proposed. The property is zoned Agricultural Residential and Protected Watershed II. A public road is proposed. F. Z-4-93 MARILYN AND DAVID LINER - ZONING ATLAS AMENDMENT The Board approved a Zoning Atlas amendment for property located on the west side of Efland-Cedar Grove Road approximately 650 feet north of US Highway 70 on the south side of McGowan Creek. The current zoning is Residential I and Protected Watershed II. The Board approved rezoning this property which is 4.18 acres to Residential-3. The Protected Watershed II classification will stay the same. G. RAINEYWOOD SUBDIVISION PRELIMINARY PLAN The Board approved the Preliminary Plan for the Raineywood Subdivision subject to the conditions contained in the Resolution of Approval as attached to these minutes on pages The property is located on the north side of Lebanon Church Road off the east side of Daniels Farm Road. Seven lots are proposed out of 9.8 acres. A public road is proposed. H. PROPOSED ZONING ORDINANCE TEXT AMENDMENT SITE PLAN REVIEW AND COMPLIANCE PERMIT REQUIRED The Board approved a Zoning Ordinance text amendment that would add language to Article 14 and Article 21 of the Zoning Ordinance and clearly explain that a site plan approval with or without a zoning compliance permit does not establish a vested right to develop a project in the absence of an approved Site Specific Development Plan. This Zoning Ordinance text amendment • 1 ORANGE COUNTY BOARD OF COMMISSIONERS Action Agenda Item No. .ILL-A ACTION AGENDA ITEM ABSTRACT Meeting Date: August 4, 1993 SUBJECT: LOCAL TRAVEL EXPENSE REIMBURSEMENT --------------------------------- ---------------------------------- DEPARTMENT: COUNTY COMMISSIONERS PUBLIC HEARING YES: NO: X --------------------------------- ---------------------------------- ATTACHMENT(S): YES - POLICY INFORMATION CONTACT: MOSES CAREY,JR. TELEPHONE NUMBER Hillsborough - 732-8181 Chapel Hill - 968-5401 Durham - 688-7331 Mebane - 227-2031 ----------------------------------------------------------------------- PURPOSE: To amend Policy #430 "Procedure for Local Travel Expense Reimbursement" to reflect the increase in local travel allowance. • BACKGROUND: T he mileage rate reimbursement for use of personal vehicle related to County business was increased on July 1, 1993 to 28 cents per mile whicYT is the federal rate. Policy #430 adopted on September 18, 1990 and amended on March 20, 1991 set the local travel for the Chair of the County Commissioners at $75.00 and for the County Commissioners at $50.00 'per month. RECOMMENDATION(S): Approve increasing the local travel for the Chair to $90.00 per month and for the County Commissioners to $65.00 per month. • • C1 • pOLIC`~ ~ OR TNS_R='TOi7 Iiy"T'0 T. ~OLIC~' 'v`.F.NLAj ~ 2 _ ~,, ~~ ~~~o~ MEETING DATE: September 18, 1990 h'L'MBER: 430 • EFFECTIVE DATE: September 1 1990 REVISIONS: March 20, 1991 1 • i POLICY: PROCEDURE FOR LOCAL TRAVEL EXPENSE REIMBURSEMENT County Commissioners may receive $50 per month for local travel, and the Chairman may receive $75 per month. Each Commissioner will have an opportunity at the beginning of each fiscal year to elect to be reimbursed based on submission of periodic local travel expense reimbursement requests or receive a set amount each month. Out-of-area travel (greater than 30 miles from Orange County) would continue to be handled as it currently is handled by the Finance Department. Upon adoption of amendment on March 20, 1991, the term local travel is designated to refer only to personal mileage. i 1 APPROVED 4/16/91 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS REGULAR MEETING MARCH 20, 1991 The Orange County Board of Commissioners met in regular session on Wednesday, March 20, 1991 at 7:30 p.m. in the Board Room at Lincoln Center, Chapel Hill, North Carolina. BOARD MEMBERS PRESENT: Chairman Moses Carey, Jr., Vice-Chair Stephen Halkiotis, and Commissioners Alice M. Gordon, Verla C. Insko and Don Willhoit. COUNTY ATTORNEY PRESENT: Geoffrey Gledhill STAFF PRESENT: County Manager John M. Link, Jr., Assistant County Manager Albert Kittrell, Deputy Clerk to the Board Kathy Baker, Clerk to the Board Beverly A. Blythe, Personnel Director Elaine Holmes, Purchasing Director Pam Jones, Budget Director Sally Kost, Management Intern Lucy Lewis, Land Records Manager Roscoe Reeve and EMS Director Nick Waters. NOTE: All documents referenced in these minutes are in the permanent . agenda file in the Clerks Office. I. HOARD COMMENTS Commissioner Gordon made reference to a resolution that has received widespread support from different counties in the state and asked that it be placed on an upcoming agenda for Board consideration of approval. The' resolution requests the North Carolina General Assembly and the United States Congress to consider constitutional amendments to prohibit federal legislation that mandates local funding of programs or services without providing funding for said programs and services. Commissioner Halkiotis informed and showed the Board members the visitors guide that is being distributed by Durham County. He hopes that, if given the opportunity, Orange County can produce one just as attractive and informative. Commissioner Willhoit noted that the issue of mandating programs and services without providing the necessary funding has been a top priority of the NCACC for at least ten (10) years and that the Governor is in support of this position. Commissioner Willhoit stated that he is not sure there is anything else that can be done. He feels it is a political decision which will require a constitutional amendment. He proposed that the County identify those items which the County supports beyond what is required by the State and prepare this information in the . form of an invoice to send to the Governor. Chairman Carey asked that both .the resolution and the list of • 2 items be put on the agenda as soon as possible. It will be sent to the Governor after the Board reviews it. Commissioner Gordon asked that this invoice include those unfunded federal mandates. II. COUNTY MANAGER'S REPORT - NONE III. ADDITIONS OR CHANGES TO THE AGENDA One resolution was added to the agenda which will allow the Board to change the starting time of the next regular meeting if they so desire. This was added as 5-C. IV. AUDIENCE COMMENTS A. MATTERS ON THE PRINTED AGENDA Chairman Carey announced that all citizens in the audience who would like to speak on an item on the printed agenda will be recognized at the appropriate time. B. MATTERS NOT ON THE PRINTED AGENDA Mr. Michael Harris asked that the Board consider changing the County's Animal Control Ordinance to allow the tethering of fowl. He feels there is no evidence that shows tethering fowl is inhumane. He also questioned why Cornwallis Hills was rezoned to R-3 since it adjoins R-1. He asked that public hearings be held before property is rezoned. Mr. Harris' concerns were referred to the County Manager for followup and a response. Chairman Carey emphasized that no property in Orange County is rezoned without a public hearing being held first. Attorney Gledhill pointed out that the zoning of Cornwallis Hills occurred at a time much earlier than the development of the property and the zoning of the property included all of the phases of Cornwallis Hills. During that zoning process, there was a public hearing. V. ITEMS FOR DECISION - CONSENT AGENDA Motion was made by Commissioner Halkiotis, seconded by Commissioner Insko to approve those items on the Consent Agenda as stated below. Item G was removed and considered as a separate item. A. PETITION FOR ADDITION - CHIP LANE IN CHAPEL HILL INDUSTRIAL PARK The Board approved the addition of Chip Lane in Chapel Hill Industrial Park to the State-maintained Secondary Road System. B. CONTRACT APPROVAL FOR THE 911 EXPANSION PROJECT The Board approved and authorized the Chair to sign the contract with Trout and Riggs Construction Company, Inc. for the construction of the 911 Expansion for a sum of $276,400. C. PROCEDURE FOR LOCAL TRAVEL EXPENSE REIMBURSEMENT The Board amended the policy for local travel expense reimbursement for the members of the Board to specify local travel as • • 3 personal mileage. D. AMENDMENT TO THE MASSAGE ORDINANCE The Board amended the Massage Ordinance to provide a time period after approval of an application in which to pay the license fee and receive a license. This amendment was made to Section 1-3 (E) and Section 1-4(F). The exact language is "Permit approval shall lapse if the license fee prescribed by this section is not received by the Collector of Revenue within 60 days of the date the application is approved." E. RETURN OF BID SECURITY TO RURAL PLUMBING AND HEATING COMPANY FOR THE 911 EBPANSION PROJECT The Board approved the return of the bid security to Rural Plumbing and Heating and authorized the Purchasing Director to notify Rural Plumbing & Heating in writing of the decision. F. RSVP APPLICATION FOR THE NEW FAMILY LITERACY INITIATIVES The Board approved and authorized the Chair to sign the RSVP application to ACTION in the amount of $10,000 in Federal Funds These funds will be used to augment the present ACTION grant by initiating new family literacy program initiatives. G. PERMIT TO USE PYRO-TECHNICS DURING CONCERT AT THE UNC SMITH CENTER • This item was removed and will be considered next on the agenda. VOTE ON THE CONSENT AGENDA: UNANIMOUS G. PERMIT TO USE PYRO-TECHNICS AT THE UNC SMITH CENTER Commissioner Halkiotis expressed his concern of using explosive devices inside of the UNC Smith Center. Commissioner Gordon noted that these requests should be sent in earlier. Purchasing Director Pam Jones explained that the request was dated March 4th which was too late to be placed on that agenda. This event is taking place at this time. After a brief discussion, motion was made by Commissioner Willhoit, seconded by Chairman Carey to approve a fireworks permit for the University of North Carolina-Chapel Hill for March 20, 1991 and authorize the Chair to sign on behalf of the Board. VOTE: AYES, 3; NOES, 2 (Commissioners Gordon and Halkiotis) VI. RESOLUTIONS/PROCLAMATIONS A. RESOLUTION OF SUPPORT FOR DURHAM TECHNICAL COMMUNITY COLLEGE ALAMANCE COMMUNITY COLLEGE AND PIEDMONT COMMUNITY COLLEGE Commissioner Halkiotis expressed a concern that the State be just as interested in kids in K-12 as they are about the community colleges. A letter will be written to the two school board chairs informing them of the Board's willingness to support a similar • resolution if they so desire. Motion was made by Commissioner Insko, seconded by • • • • ORANGE COUNTY BOARD OF COMMISSIONERS 1 Action Agenda Item No. V- ~. ACTION AGENDA ITEM ABSTRACT Meeting Date: March 20, 1991 SUBJECT: PROCEDURE FOR~LOCAL TRAVEL EXPENSE REIMBURSEMENT ------------------------------- DEPARTMENT: COUNTY COMMISSIONERS ------------------------------- ATTACHMENT(S): YES - POLICY #430 ---------------------------------- PUBLIC HEARING YES: NO: X ---------------------------------- INFORMATION CONTACT: BEVERLY BLYTHE TELEPHONE NUMBER- Hillsborough - 732-8181 Chapel Hill - 968-4501 Mebane - 227-2031 Durham - 688-7331 ---------------------------------------------------------------------- PURPOSE: To amend the policy for local travel expense reimbursement to specify local travel as personal mileage. BACKGROUND: A procedure for local travel expense reimbursement was approved by the Board of Commissioners on September 18, 1990. The policy specifies that each County Commissioner may receive $50 per month for local travel and the Chairman may receive $75 per month. RECOMMENDATION(S): Change the policy to indicate that each County Commissioner may receive $50 per month for personal mileage and the Chairman may receive $75 per month. ' • ~J 2 r~ • w POLICY FOR INSERTION INTO THE POLICY MANUAL MEETING DATE: September 18, 1990 NUMBER: 430 EFFECTIVE DATE: September ~ 1990 REVISIONS: POLICY: PROCEDURE FOR LOCAL TRAVEL EXPENSE REIMBURSEMENT County Commissioners may receive $50 per month for local travel, and the Chairman may receive $75 per month. Each Commissioner will have an opportunity at the beginning of each fiscal year to elect to be reimbursed based on submission of periodic local travel expense reimbursement requests or receive a set amount each month. Out-of-area travel (greater than 30 miles from Orange County) would continue to be handled as it currently is handled by the Finance Department. • • • POLICY FOR INSERTION INTO THE POLICY MANUAL • MEETING DATE: January 22, 1991 NUMBER• A:0480 • EFFECTIVE DATE: July 1, 1991 POLICY• REVISIONS• _ ~ March 15, 1994 SALARY ADJUSTMENT FOR THE COUNTY COMMISSIONERS 1. The staff is instructed to compute the salary levels which would have resulted had the County Commissioners received the same annual cost-of-living adjustments received by other county staff since the Commissioner's salary was last adjusted for board members in 1984 and for the Chairman in 1983. 2. Adopt for the Vice-Chair a differenial of 5~ higher than the amount computed for board members. 3. The resulting salary levels to be adopted for the current board members, vice-chair and chairman effective July 1, 1991. 4. In addition, the Board of County Commissioners authorizes that the same future cost-of-living adjustments be applied to Commissioner's salaries as are applied to all other Orange County personnel salaries unless instructed differently by the acting board. 5. This policy superseded policy no. 310. • r~ ~J 1 • APPROVED 4f 4/94 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS REGULAR MEETING MARCH 15, 1994 The Orange County Board of Commissioners met in Regular Session on Tuesday, March 15, 1994 at 7:30 p.m. in the OWASA Community Meeting room on Jones Ferry Road in Carrboro, North Carolina. COIINTY COMMISSIONERS PRESENT: Chair Moses Carey, Jr., and Commissioners Alice M. Gordon, Stephen H. Halkiotis, Verla C. Insko and Don Willhoit. COIINTY ATTORNEY PRESENT: Geoffrey Gledhill COIINTY BTAFF PRESENT: County Manager John M. Link, Jr., Assistant County Managers Albert Kittrell and Rod Visser, Economic Development Director Ted Abernathy, Clerk to the Board Beverly A. Blythe, Planning Director Marvin Collins, Housing and Community Development Director Tara Fikes, Personnel Director Elaine Holmes, Budget Director Sally Kost, Budget and Management Analyst Donna Dean, and Purchasing and Central Services Director Pam Jones I. ADDITIONS OR CHANGES TO THE AGENDA Additional information on item VIII-F was faxed to the County Commissioners today and additional information on items VIII-H and IX-A was distributed for consideration when acting on these items. • II. AIIDIENCE COMMENTS A. MATTERS ON THE PRINTED AGENDA - NONE B. MATTERS NOT ON THE PRINTED AGENDA Chair Carey said that the citizens who have indicated a desire to speak will be recognized at the appropriate time. PIIBLIC CHARGE Chair Carey dispensed with the reading of the public charge. III. BOARD COMMENTS Commissioner Gordon reported on the Triangle Transit Authority's fixed guideway plan. She explained the three alternatives as presented at a meeting she attended. Commissioner Insko stated that one important question for the citizens and the County Commissioners is which area is going to receive the density necessary for a fixed guideway plan to work. Commissioner Willhoit suggested getting a copy of the report and asking the Planning Board to review the findings and make comments. John Link suggested asking Jim Ritchie, TTA General Director, to give a report at an upcoming meeting. In answer to a question from Commissioner Gordon on expanding recycling, John Link stated that the literature is suppose to go out in March with recycling to begin for an addition 4200 households in April. Commissioner Halkiotis reported that a traffic signal is in operation at Miller Road. A traffic signal is still needed for Highway 70 and Mt. Hermon Church Road and at New Hope Church Road. He asked for traffic • information at the railroad crossing where a person was killed this past weekend. ~J • 8 •not endangered. She feels that if there are s ecific concerns about the P Design Manual, they need to be addressed. She gave examples of businesses which did not need water and sewer. Commissioner Willhoit made reference to the Buckhorn Road area and the question of water and sewer and said that he would like to see a sanitary district established which will generate revenues to pay for the extension of water and sewer from the Efland line. This would not prohibit a small development like a bank which could operate on a septic system until sewer service is available. Creating a sanitary district will provide the mechanism for financing water and sewer. A motion was made by Commissioner Gordon, seconded by Commissioner Insko to refer the amendments as outlined in this agenda abstract to the Planning Board for their review and request that they look at alternatives for the review process besides bringing it back to the County Commissioners. The Planning Board's recommendation to the Commissioners will be made in time for the amendments to be heard at the May public hearing. VOTE: UNANIMOUS C. FIITIIRE PROCESS - I-40/OLD 86 ECONOMIC DEVELOPMENT DISTRICT The Board decided that a work group would be formed with two Town of Hillsborough Commissioners, two County Commissioners, two from the Orange County Planning Board, two from the Hillsborough Planning Board and two from the Economic Development Commission. Chair Moses Carey, Jr. and John Link will bring back to the next meeting a charge, process and timeline for this work group. They will also ecommend a procedure for receiving input from the neighbors in this area. he County Commissioners will appoint the Chair of this work group. D. BENEFITS FOR COIINTY COMMISSIONERS 3 -J 5-~i`~ This item was postponed to the next meeting. E. PINES KNOLLS COMMIINITY DEVELOPMENT ADOLESCENT AFTER SCHOOL PROGRAM The Pine Knolls Community Center and the YMCA of Chapel Hill have jointly obtained a grant from the Greater Triangle Communities Foundation to operate an after-school program for adolescents at the Pine Knolls Community Center during the school year. They would like to continue this program during the summer and next school year. They are requesting $5,000 from the Board of County Commissioners to fund maintenance for the operation of the after school program for the next two years. A motion was made by Commissioner Halkiotis, seconded by Commissioner Insko to approve an allocation of $600 to the Pine Knolls Community Center to be used for maintenance for the next three months. VOTE: UNANIMOUS Albert Kittrell will help Debbie Horton of the Community Center complete the paperwork necessary to request additional funds as may be needed for the next year for this project. F. PROCEDIIRE FOR APPOINTMENTS TO BOARDS AND COMMISSIONS A motion was made by Commissioner Gordon, seconded by Commissioner ~nsko to amend the resolution which outlines the process for citizen appointees by the County Commissioners to the various County Boards and r • u i • O RANG E C O U N T Y BOARD OF COMIrtISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: March 15, 1994 Action Agenda Item # ~,1C"-D SUBJECT: Benefits for County Commissioners DEPARTMENT: Personnel PUBLIC BEARING: Yes x No ATTACHMENT(S): INFORMATION CONTACT: Elaine Holmes, Personnel Director Extension 2550 TELEPHONE NUMBERS: Hillsborough - 732-8181 Durham - 688-7331 Mebane - 227-2031 Chapel Hill - 967-9251/968-4501 PURPOSE: To consider whether to provide the same benefit subsidies for County Commissioners' health, dental and life insurance as are provided for County employees. •BACRGROUND: At the March 1, 1994 Board of County Commissioners meeting it was requested that this item be placed on the March 15 Board meeting agenda for discussion prior to the fiscal year 1994-95 budget process. Currently .Commissioners are eligible to participate in the following benefits: -Health insurance (Carolina Physicians' Health Plan only) -Dental insurance -Life, accidental death and dismemberment insurance -Flexible compensation plan -Supplemental insurance plans -Supplemental retirement plan (Section 457 deferred compensation plan only) Participation has been on the basis of the • Commissioner paying the full cost of the coverage. For permanent County employees, the County pays part or all of the cost for health insurance, dental • • • z • RECOlO~ENDAT2011: • insurance and life insurance, depending on the coverage selected. The Board could Commissioners' is provided for decision may be adoption of the to provide such July 1, 1994. elect to provide the same subsidy for Zealth, dental and life insurance as permanent employees. Any such enacted only by inclusion in and annual budget. If the Board elected a subsidy, it could be effective For Commissioners to be eligible to participate in one of the Blue Cross health plans (traditional plan or the Personal Care Plan), it is necessary to obtain Blue Cross approval to include Commissioners under the plan contract. As the Board decides. • • C, ~` Approved February #, 1991 • 1 1 MINUTES 2 ORANGE COUNTY BOARD OF COMMISSIONERS 3 REGULAR MEETING 4 JANUARY 22, 1991 5 6 7 The Orange County Board of Commissioners met in regular session 8 on Tuesday, January 22 at 7:30 p.m. at the Franklin Street Post Office 9 District Courtroom in Chapel Hill, North Carolina. 10 11 BOARD MEMBERS PRESENT: Chairman Moses Carey, Jr., and 12 Commissioners Alice M. Gordon, Verla C. Insko and Don Willhoit. 13 BOARD MEMBER ABSENT: Vice-Chair Stephen Halkiotis 14 COUNTY ATTORNEY PRESENT: Geoffrey .Gledhill 15 STAFF PRESENT: County Manager John M. Link, Jr., Assistant 16 .County Manager Albert Kittrell, Deputy Clerk to the Board Kathy Baker, 17 Clerk to the Board Beverly Blythe, Finance Director Ken Chavious, 18 Planning Director Marvin Collins, Planner Gene Bell -and Program 19 Supervisor Wilma Tinney. 20 21 NOTE: ALL DOCUMENTS REFERENCE IN THESE MINUTES ARE IN THE PERMANENT 22 AGENDA FILE IN THE CLERR'S OFFICE. 23 24 I. _BOARD COMMENTS 5 Chairman Carey announced that a public hearing on proposed local ~6 legislation will be held on Thursday, January 31 at 7:30 p.m. in 27 Superior Courtroom in Hillsborough. He noted that Commissioner 28 Halkiotis is the County's representative on the Sentencing Policy 29 Commission which is meeting in Ashville. 30 The Board decided that the Public Hearing scheduled for January. 31 31 would be open for comments about any item the public may want to 32 present for local legislation in addition to those listed in the 33 advertisement. 34 Commissioner Gordon, by request of Brad Barker of TJCOG, invited 35 the County Commissioners to attend a conference entitled "Creating a 36 Regional Vision" which will be held on January 31 beginning at 8:30 a.m. 37 She also invited the Board to attend a groundwater conference sponsored 38 by North Carolina State, and NCACC on February 19 and 20. She asked that 39 the appropriate staff member attend this conference. 40 Commissioner Insko announced that a Joint Public Forum on Women's 41 Safety Issues would be held on January 23 at 7:30 p.m. at~Carrboro 42 Elementary School. 43 44 45 II. COUNTY MANAGER'S REPORT - NONE 46 47 48 III. ADDITIONS OR CHANGES TO THE AGENDA 49 Chairman Carey asked that the Board consider under Appointments ~0 an appointment to the Task Force on Reducing Violent Crime and Illegal 1 Drug Use. He added an Executive Session for a discussion on litigation. 52 • • • • 7 1 required information from the ArtsCenter as stipulated when these funds 2 were approved in the 1990-91 budget. These include (1) an audit report, 3 (2) an annual budget, and (3) a business plan. The County 4 administration does not recommend that these funds be used for a 5 specific purpose. 6 .Various questions asked by the Board about the financial 7 obligations- of the ArtsCenter were answered by General Manager of the 8 ArtsCenter Eileen M. Helton. 9 Motion was made by Commissioner Willhoit, seconded by l0 Commissioner Insko to release the funds, presently held in escrow, over it a five month period beginning in February, 1991 with monthly payments 12 of $1,000 to be made to-the Center based on its continued demonstration 13 of improving their financial condition and debt situation as evidenced 14 by monthly updates provided to the County Finance Director and County 15 Commissioners. The Board agreed that this money should be used for 16 current expenses and programming instead of deficit reduction. VOTE: 17 UNANIMOUS 18 19 B. HISTORIC INVENTORY-GRANT APPLICATION 20 Marvin Collins explained that the grant funds would be used 21 to conduct an inventory of historic sites and structures in the 22 unincorporated portions of Chapel Hill Township. 23 Motion was made by Commissioner Gordon, seconded by Chairman 24 Carey to authorize the County Manager to apply for up to $5,000 from the •25 Survey and Planning Grant Program. The amount would be matched by 26 $5,000 from Orange County and would be used to conduct an inventory of 27 historic sites and structures in the unincorporated portions of Chapel 28 Hill Township. 29 VOTE: UNANIMOUS 30 ~ d ;Z - 1~~ 31 C. COMMISSIONERS' SALARY AND FUTURE POLICY. 32 Chairman Moses Carey, Jr. asked that the Board consider a 33 policy on salary adjustment for the County Commissioners. 34 Motion was made by Commissioner Gordon, seconded by 35 Commissioner Insko to approve the following recommendation: 36 1. That the staff be instructed to compute the salary levels 37 which would have resulted had the County Commissioners 38 received the same annual cost of living adjustments 39 received by other county staff since the Commissioners' 40 ~ salary was last adjusted in 1984 for Board Members and 41 in 1983 for the Chairman. 42 2. That the resulting salary levels be adopted for the 43 current Board Members and Chair effective July 1, 1991. 44 3. that .the Board adopt a 5% higher differential for the 45 ~ Vice-Chairman, and 46 4. That the Board of County Commissioners adopt a policy of 47 applying the same future cost of living adjustments to 48 Commissioner salaries as applied to all other County 49 personnel salaries annually unless instructed otherwise 50 by the Commissioners. 51 VOTE: UNANIMOUS 52 • • ORANGE COIINTY BOARD OF COMMISSIONERS • ACTION AGENDA ITEM ABSTRACT Meeting Date: January 22, 1991 SIIBJECT: COMMISSIONERS' SALARY AND FUTURE POLICY ------------------------------- DEPARTMENT: COUNTY COMMISSIONERS ------------------------------- ATTACHMENT(S): NONE Action Agenda Item No. x_c -----------------------_----------- PIIHLIC;HEARING YEB: NO: X INFORMATION CONTACT: MOSES CAREY, JR. TELEPHONE NUMBER- Hillsborough - 732-8181 Chapel Hill - 968-4501 Mebane - 227-2031 Durham - 688-7331 PURPOSE: TO CONSIDER A POLICY ON SALARY ADJUSTMENTS FOR THE COUNTY COMMISSIONERS. BACKGROUND: The last time the subject of Commissioner salaries was discussed, it was the Boards' consensus to consider the issue outside the annual budget process and outside the context of all other county employee salary adjustments. The following list is of salaries paid to Commissioners in surrounding counties. ALAMANCE COUNTY POP 107,185 • CHATHAM COUNTY POP 37,562 DURHAM COUNTY POP 176,197 LEE COUNTY POP 43,319 WAKE COUNTY POP 404,680 RECOMMENDATION(S): CHAIR V-CHAIR COMM'R $11,400 + $1,200 TRAVEL $ 9,000 + $1,200 TRAVEL $ 8,400 + $1,200 TRAVEL CHAIR $ 7,350 + COMM'R $ 6,300 + CHAIR $ 9,000 + COMM'R $ 7,200 + CHAIR $ 6,552 + COMM'R $ 5,688 + CHAIR $12,384 + COMM'R $10,560 + $75 EXTRA MTG. $.24 PER MILE $75 EXTRA MTG. $.24 PER MILE $25 EACH MTG. $600`TRAVEL $ 2 5EACH MTG . $600 TRAVEL .24 MILE. .24 MILE .24 MILE .24 MILE 1. That the staff is instructed to compute the salary levels which would have resulted had the County Commissioners received the same annual cost of living adjustments received by other county staff since the commissioners salary was last adjusted in 1984 for board members and in 1983 for the Chairman. 2. That the resulting salary levels be adopted for the current board • members and chair effective July 1, 1991. 3. That the board adopt a 5$ higher differential for the Vice-Chairman. 4. that the Board of County Commissioners adopt a policy of applying the same future cost of living adjustments to Commissioner salaries as applied to all other Orange County personnel salaries annually unless instructed otherwise by the Commissioners. • • • • POLICY FOR INSERTION INTO THE POLICY MANUAL MEETING DATE: Januarv 19, 1988 EFFECTIVE DATE: Januarv 19, 1988 ~~ ~ -X80 NUMBER : ~ 0 310 REVISIONS: Januarv 22, 1991* POLICY• COMMISSIONERS' SALARY That the level of compensation for the Board of Commissioners be set at $5,947.00 annually and any change must be by specific action by the Board. * This Policy was superseded by Policy No. 480, adopted on January 22, 1991. • • • 1 APPROVES F~~BRUAR,~ 1. 19 8 MINUTES ORANGE COUNTY HOARD OF COMMISSIONERS REGULAR MEETING ' JANUARY 19, 1988 The Orange County Board of Co~issionsrs met in regular session on Tuesday, January 19, 1988 at 7:30 p.m. in the Courtrooa of the old Post Office, Chapel Hill, North Carolina. BOARD MEMBERS PRESENT: Chair Shirley 8. Marshall and Commissioners Maces Carey, Jr., Stephen Halkiotis, John Hartwell and Don willhoit. ATT4R~Y ,~$g,~MNT: Geoffrey Gledhill. STAFF PRESENT: Interior County Manager Albert Kittrell, Assistant County Manager William T. Lawn, 1~,ssistant County Manager/Personnel Director Beverly K. Whitehead, Management Analyst Pamela Janaffi, Cl®rk to the Board Beverly A. Blythe, Director of Planning Marvin Collins, A. EO_~A13D~'~$R~~~ME~ Chair Marshall announced that the attorney will not bs in attendance because of illness. She stated she listen4d to the tapes for the January 4, 1988 meeting with reference to the comments made on McLsnnan's Farm. G-3 was removed from the agenda - Noise Ordinance. F-3 was removed from the consent agenda and placed on the regular agenda as G-3 Commissioner Hartwell stated that the County Senior Citizens Board on Aging passed a motion to work with Parks and Recreation ah providing a mixed use facility in Efland and in the interim to support JOCCA on using another facility. A second motion wore passed asking that renovations be • made to the Cedar Grove facility. 8. AUDIENCE COUNTS, 1. Matters on the Printed Agenda Those who have indicated a desire to speak to items on the printed ag®nda will be recognized at the appropriate time. 2. Matters not on the printed Agenda Mr. Gabby Ray spoke about the loud music at Roman's Roller Rink and asked that the Noima Ordinance be presented in Hillsborough so 'that those who live in that facility may be present. Mr. Hjorklund reiterated Mr. Ray's comments. Chair Marshall explained that the Noise Ordinance was removed from the agenda because it was+ felt the changes may not be effective and solve the problems in the area. C. MINOTES Motion was wade by Commissioner Willhoit, seconded by Commissioner Halkiotis to approve the Dsceaber 18, 1987 minutes as presented. VOTE: UNANIMOUS. Motion. was made by commissioner Halkiotis, seconded by Commissioner Carey to approve the December 15, 1987 minutes ore corrected. VOTE: iJNANIMOIIS. ~( BLIC CHARGE chair Shirley E. Marshall read the public charge. • • • ,~ 4 the sans level and that services wars increased knowing the shortfall would occur. • The Hoard agreed that the program is extremely important to the County but that funds are not available at this time to help with the shortfall. They requested that the Administration review the budgets for both the Health and Social services departments to see if additional funds can be located. (A copy of the proposed agreement is in the permanent agenda file in the Clerk's OtPico). The presentation was made by Assistant County Manager Bill Laws. Motion was made by Commissioner Carey, seconded by Commissioner Hartwell to (1) approve the proposal and authorize the Manager to request OwA3A Board of Directors to consider staff propo8alt and (2) after receipt of a favorable response from OWASA to authoriz• the County Attorney to draft the sewer maintenance agreement betws®n Orange County and OWASA for the remainder of the 1987-88 fiscal year. VOTE: UNANIMOUS. 7 1988-89 Annual Goa~sc (A copy of the goals as corrected is in the permanent agenda file in the Clerk's OfficQ) The Hoard reviewed the goals and made corrections to section IV. - Human Services. G~ t~ B. Commissiol~,era' Salarv (Item F8 from the Consent Agend$) 1'' ~ /' d Motion was made by commissioner Willhoit, seconded by Commission®r Hartwell to adopt the amount of $5,947 for the level of annual compensa- tion for the Hoard of Commissioners with the understanding that the Commissioners are not a part of the pay plan and that any change in the Commissioners' salary shall be by specific motion of the 8aard during the budget process. VOTE: UNANIMOUS . Commissioner Willhoit asked that the compensation for travel be reviewed and that other methods for compensation be considered. 9. Worktilan - Eny~Q_n~gn~~ ~ff~i rg Board ~¢gq~aendat~ ~n~ (Item F5 from the Consent Agenda) (Complete narrative fs in the permanent agenda Piles in the Clerk's office) Motion was made by Commissioner Haikiotis, seconded by Commissioner Hartwell to approve the plan as presented by the EAB with the deletion of number one under water resources. VOTE: UNANIMOUS. 10._Sy_laws of Environmental Aff~~,;s Board (Item F6 from the Consent Agenda) (A copy of the bylaws is in the permanent agenda file in the Clerk's Office). Motion was made by Commissioner Willhoit, seconded by Commiseianar Halkiotis to approve the bylaws as amended. VOTE: UNANIMOUS. H. APPOINTMENTS The following appointments were made: AB~_~4B8R Charles $theridge • • 1 • ORANGE COIINTY BOARD OF COMMISSIONERS Action Agenda Item No. .~-/4 ACTION AGENDA ITEM ABSTRACT Meeting Date: August 4, 1993 SIIBJECT: LOCAL TRAVEL EXPENSE REIMBURSEMENT --------------------------------- DEPARTMENT: COUNTY COMMISSIONERS --------------------------------- ATTACHMENT(8): YES - POLICY ---------------------------------- PIIBLIC HEARING YES: NO: X ---------------------------------- INFORMATION CONTACT: MOSES CAREY,JR. TELEPHONE NIIMBER - __ - Hillsborough - 732-8181 Chapel Hill - 968-5401 Durham - 688-7331 Mebane - 227-2031 ----------------------------------------------------------------------- PIIRPOSE: To amend Policy #430 "Procedure for Local Travel Expense Reimbursement" to reflect the increase in local travel allowance. _,~. S BACKGROIIND: The mileage rate reimbursement for use of personal vehicle related to County business was increased on July 1, 1993 to 28 cents per mile whic2T is the federal rate. Policy #430 adopted on September 18, 1990 and amended on March 20, 1991 set the local travel for the Chair of the County Commissioners at $75.00 and for the County Commissioners at $50.00 per month. RECOMMENDATION(S): Approve increasing the local travel for the Chair to $90.00 per month and for the County Commissioners to $65.00 per month. • N.~~'^T`'G DAI'~ Se~tenbeY 1S ~ 990 _,~ EFFECTIVE DATE: September l~ 1990 POLICY: .. i PROCEDURE FOR LOCALjTRAVEL ~XPENSE REIMBURSEMENT County Commissioners may. renceive $50 per month for local travel, and the---~hairman may receive $75 ,der, month. Each Commissioner will have an opportunity at the be,ginnirig'~of "ea'ch fiscal -year to elect to be reimbursed based on subm'is'sion of periodic local travel expense reimbursement requests `or receive~a set amount each month. Out-of-area travel (greater than 30 miles from Orange County) would continue to be handled as it currently is handled b~• the Finance Department. i Upon adoption of amendment on March 20, 1991, the term local travel is designated to refer only to personal mileage. ~. _ . ;~ 't:. ,,r ~ 7j .. .... ~~ ~ r 4= _ ~ .. -.' • 2 i~:;N3~R: 430 REVISIONS : -March 20 , i 991+, . ._ ~~ 2 . , ,, PO ICY FO,~ INSERTI'4N -IN'~'O~` ~TJHE ISOLICY MANUAL ~~ _~:~ I G ; ~ E : Septemb~:r 1~ NU ....E 4 3Q ;.:EFFECTIVE DAT Septemb, ~ 1990 RE~'ISIONS~t POLIO: PROCEI}~ FT~tE>~-F_~~ LOCAL TRAVEL EXPENSE REIMF~ITRSEMENT CQUnty Commissi,Qners -may receiv~:_,$50 '-P~~ month for local -.~raVel~.and tie Chairman-may re~eivc~:$95 per month. Each Co~~~oner ,w.ill have an opp4x'tunity 'at the beginning of each fiscal year= to elect to be;,reimlaur~ed based on suk~~.ssion of periodic local..tree]. exponse reimbursement regtleets or receive a set amQUnt each month. Out-o€Rarea travel (greater than 3p miles .from Prange County) would continue to be handled as it current],y is handled by the Finance Department. \~/ J. • - C7 • C, • v • ORANGE COUNTY BOARD OF COMMISSIONERS 1 Action Agenda Item No. ~/-~,, ACTION AGENDA ITEM ABSTRACT Meeting Date: March 20, 1991 SUBJECT: PROCEDURE FOR~LOCAL TRAVEL EXPENSE REIMBURSEMENT _. DEPARTMENT: COUNTY COMMISSIONERS PUBLIC HEARING YEB: NO: X -------- ---------------------------------- ATTACHMENT(S): YES - POLICY #430 INFORMATION CONTACT:"BEVERLY SCYTHE TELEPHONE NUMBER-, :~ _1J=., ~__ Hillsborough - 732-8181 Chapel Hiil - 968-2501 ~.,r- .~ ?., Mebane - 227-2031 ,: Dii~ham - 6 8 8 -tT3 31 --------=-------------p-~--Y-=--- 3-~------------P----------.~?--------- PURPOSE: To amend the olic for l'o~cal travel ex Anse reimbursement to specify local travel as persoria~"-,mileage: ~ - - .__ _ _ ,. ,,~rr~- ~ ~. t. , '=' , , s~ -. ~. BACKGROUND: A procedure for local travel expense reimbursement was approved by the Board of Commissioners on September 18, 1990. The policy specifies that each County Commissioner may receive $50 per month for local travel and the Chairman may receive $75 per month. RECOMMENDATION(S): Change the policy to indicate that each County Commissioner may receive $5.0 per month for personal mileage and the Chairman may receive $75 per month. 2 POLICY F~ INSERTI'ON IN'PC)~''PRE POLICY -._M ING Er'- September ,,..9~ - NIII~BER: ~3Q :.:EFFECTIVE A September ,~, I990 RF~V'ISIDNSt POLICY: PROCEI>L~RE- Fes: I OCAL TRl~VEL EXPENSE REIM~.,LTRS~MENT County Commissa~eners 'may receive:~$5ti--p~~ month fctr lo~~l ~~~t~iel ~ ° and tie Chaizma~t may receive, $75 per month . Each Co~i~~ione~ ,wix7. have ttn opp4~'tunity at the beginning caf each..fiscal yeaz~= to elect to be„_reimbu~~d based on su2~t~,ssion of periodic local. ~a'e~el expense. reimbursement requests or receive a set amQttnt each month. Out-o€-~~rea travel (greater than 30 miles from grange County`) would contimte to be handled as it currently is handled by the Finance Department. • i NrrTI?~G Dh"_' Se~ter:ber 18 ~ 990 ErFECTIVE DP.TE: September 1 1990 POLICY: PROCEDURE FOR LOCAL~TRAVEL EXPENSE P.EIMBURSEMENT County C~nmissioners may. receive $50 per month for local travel, and the--~hairman ma.y receive~$75 per month. Each Commissioner will have an opportunity at the beginning'"d`f~'ea'ch fiscal •year to elect to be reimbursed based on submission of periodic local travel expense reimbursement requests or receive=a set amount each month. Out-of-area travel (greater than 30 miles from Orange County) would continue to be handled as it currently is handled b,: the Finance Department. Upon adoption of amendment on March 20, 1991, the term local travel is designated to refer only to personal mileage. ., .. ~. ~ :a3.7. ,r .. .. ~iti !r ~`~..a'; s T~~'N.3rR: 430 2 R~'VIST_ONS: -March 20, 1991, ' ,. ~'~:. rt~ • •