HomeMy WebLinkAboutAgenda - 06-15-1999 - IIIORANGE COUNTY-
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: June 15, 1999
Action Agenda
Item No. III
SUBJECT: 1999-2000 Operating and Capital Budget Issues
DEPARTMENT: County Manager/Budget PUBLIC HEARING: (Y/N) NO-71
ATTACHMENT(S): INFORMATION CONTACT:
■ As noted in "Background" section John Link or Rod Visser, ext 2300
Donna Dean, ext 2151
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham .688-7331
Mebane . 336-227-2031
PURPOSE: To complete discussion of the Manager's Recommended 1999-2000 Budget and
provide direction to staff in preparing the 1999-2000 Budget Ordinance and. related documents.
BACKGROUND: The County Manager presented his recommended budget for FY 1999-2000
to the Board of Commissioners on May 27, 1999. Budget public hearings were held on May 27
and June 3. The Board held a budget work session on June 8 and discussed major elements
such as. school funding, new staff resources, a ' nd an itemization of topics which would require
additional background information and/or discussion at this June 15 work session. Adoption of
the 1999-2000 budget ordinance and related documents is scheduled for the Board's June 21,
1999 regular meeting.
The balance of this abstract (with attachments as noted) outlines the issues that the Board is
slated to, decide at this final 1999-2000 budget work session.
A. Compensation (COLA and In-Range Adjustment)
During April and May 1999 budget work sessions, the Board confirmed the major elements
of the employee pay and benefits plan through the year 2000-2001 that it had designed at
its October 1998 work session. The Board indicated that it wished to reserve its decisions
about cost-of-living and in-range. adjustments until the June 15 work session. The Manager's
recommended budget includes a:
1. 2.5 percent cost-of-living increase for employees effective July 1, 1999, and
2. 2.5 percent in-range salary adjustment for employees whose work performance is
proficient or higher, effective with employees' annual performance reviews.
1 . Scenarios involving the possible reallocation of revenue equivalent to one cent, one half
cent, and one third cent on the tax rate from County capital projects to school/parks
reserve (Attachment 1)
2. County contribution for Fairview Community Policing Center (Affachment'2)
3. Contract for Roof Repair Specifications/Design (Attachment 3 — carried forward from May
11 work session agenda)
4. Smith Middle School Athletic Fields (Attachment 4 — preliminary consideration at May 11
work session)
5. New OCS Elementary Athletic Fields
6. School/Parks Reserve Use Policy (Attachment 5 — follow-up from May 11 work session)
Staff will prepare appropriate capital project ordinances for the Board's adoption at the June
21 regular meeting. Many of those will involve projects, both County and school, that have
been fully funded in 1998-99 and prior years but require authorization for expenditures as
work continues in the new fiscal year. There will also be some school or County projects
which will require ordinances to be adopted so that 1999-2000 funds allocated in the new
CIP can be expended beginning this summer. Finally, there will be various County and
school projects for which ordinances will need to be adopted that appropriate only a portion
of the allocated funds, pending the completion of the value engineering process for those
projects.
I. Tax Rate
At this point in the Board's June 15 deliberations, the Board will discuss the tax rate. In this
discussion, the Board is reminded of the various budget scenarios included in Budget
Appendix F. For the Board's use as it considers the budget for 1999-00, the Board will be
provided under separate cover a "Summary of Budget Decisions" chart for use in recording
the Board's budget mark up or mark down decisions during its deliberations.
J. Resolution of Intent to Adopt 1999-2000 Budget
At its last budget work session each year, the Board typically adopts a "resolution of intent"
outlining changes to the Manager's recommended budget and enumerating the major
features to be incorporated in the annual budget ordinance (tax rates, per pupil allocations,
etc). Enclosure 7 is a sample format the Board may wish to follow in developing the
parameters of the 1999-2000 operating budget.
FINANCIAL IMPACT: The Board's decisions on the topics listed will provide the basic structure
for the 1999-2000 budget, which will be formally adopted at the June 21 regular meeting.
RECOMMENDATION(S): The Manager recommends that the Board discuss and deliberate on
the budget topics noted; provide appropriate direction to staff; and adopt a "resolution of intent"
outlining the major elements of the 1999-2000 Budget Ordinance.
Enclosure 7
Resolution of Intent to Adopt the 1999 -00
Orange County Budget
June 15, 1999
WHEREAS, the Orange County Board of Commissioners has considered the Orange County
1999 -00 Manager's Recommended Budget;, and
WHEREAS, the Commissioners have agreed on certain modifications to the Manager's
Recommended Budget;
NOW THEREFORE BE IT RESOLVED, that the Orange County Board of Commissioners
expresses its intent to adopt the 1999 -00 Orange County Budget Ordinance on Monday, June 21,
1999, based on the following stipulations:
1)
2)
a
The following new positions are approved:
• OPT Receptionist (Orange Public Transportation)
• Healthy Carolinians Coordinator (Health Department).
• Healthy Carolinians Project Manager (Health Department)
• Civil Rights Specialist (Human Rights and Relations)
• EMT Paramedic (Emergency Medical Services)
• Custodian (Public Works)
•
0
n
1.00 FIE
1.00 FI'E
1.00 FIE
1.00 FIE
X2,..00 �fiE
1.00 FIE
The following partially grant funded positions are approved to be funded 100% from the
General Fund:
• Social Worker II (Sheriff's Department) formerly funded in the .
Domestic Violence Grant Project Program 2.50 FIE
• Deputy Sheriff I (Sheriff's Department) formerly funded in the
COPSFAST Grant Project 3.00 FIE
The following time- limited positions are approved as permanent positions:
• Child Support Officer/Location Specialist
(Child Support Enforcement) 1.00 FIE
• Civil Rights Specialist (Human Rights and Relations) 1.00 FIE
• Child Protective Services Social Worker (DSS) 2.00 E FE
• Telecommunicator I (EMS) 2.00 F17E
• Shaping Orange County's Future Project Planner (ERCD) 1.00 FIE
Enclosure 7
4) The following increases in hours are approved:
• Arts Coordinator (Arts Commission) 0.25 FIE
• Office Assistant I (Health) 0.25 FIE
• Public Health Nurse /School Nurse (Health) 0.20 FIE
• Administrative Assistant (Human Rights & Relations) 0.25 FIE
5) The following time- limited positions have been extended until 6/30/00:
• Water Resources Technician (ERCD)
• Office Assistant lI (Health)
Public Health Nurse R (Health)
® Social Worker U (Health)
® Social Worker I (Health)
5) The following modifications to the County Manager's Recommended Budget are made:
0
6)
The current expense appropriation for Schools is $ The appropriation to
the Chapel Hill - Carrboro City Schools is $
and the appropriation to the
Orange County Schools is $
The per pupil allocation is $
7)
The property tax rate shall be set at
cents per $100 of assessed valuation.
8)
The Chapel Hill - Carrboro City School District Tax shall be set at cents per $100
of assessed valuation.
9)
The Fire District tax rates shall be set at the following rates (all rates are based on cents
per $100 of assessed valuation):
Cedar Grove
6.30
Chapel Hill
2.50
Damascus
3.00
Efland
3.00
Eno
5.10
Little River
4.65
New Hope
5.15
Orange Grove
.4.40
Orange Rural
4.00
South Orange
8.80
Southern Triangle
3.00
White Cross
5.80
Enclosure 7
10) Provide for a County pay and benefits plan that includes:
• Cost of Living Adjustment $591,423
2.5% increase for all permanent employees effective July 1, 1999
• In-Range Salary Increases $267,454
2.5% salary increase if performance proficient or higher. Increase awarded
with performance review.
• Meritorious Service Award $159,779
Lump sum awarded by department head from department allocation.
Awarded with performance review or specific achievement.
• 401(k) Contribution $207,870
$15 per pay period supplemental retirement contribution effective July 1,
1999 for each permanent employee not already receiving State mandated
contribution of 5 percent for sworn law enforcement officers.
11) Adopt the Schedule of County Fees.
12) Approve the capital projects included in the 1999-09 Capital Investment Plan approved
by the Board on June 15, 1999. The following new funding is also approved:
m:\budget\9899\budother\res2adopt.wp
7-_�
Enclosure 7
Resolution of Intent to Adopt the 1999 -00
Orange County Budget
June 15, 1999
WHEREAS, the Orange County Board of Commissioners has considered the Orange County
1999 -00 Manager's Recommended Budget;, and
WHEREAS, the Commissioners have agreed on certain modifications to the Manager's
Recommended Budget;
NOW THEREFORE BE IT RESOLVED, that the Orange County Board of Commissioners
expresses its intent to adopt the 1999 -00 Orange County Budget Ordinance on Monday, June 21,
1999, based on the following stipulations:
1)
2)
3)
The following new positions are approved:
• OPT Receptionist (Orange Public Transportation)
• Healthy Carolinians Coordinator (Health Department)
• Healthy Carolinians Project Manager (Health Department)
• Civil Rights Specialist (Human Rights and Relations)
• EMT Paramedic (Emergency Medical Services)
• Custodian (Public Works)
•
0
M11011—
2 00 mq
1.00 FTE
The following partially grant funded positions are approved to be funded 100% from the
General Fund:
• Social Worker R (Sheriff's Department) formerly funded in the .
Domestic Violence Grant Project Program 2.50 FIE
• Deputy Sheriff I (Sheriff's Department) formerly funded in the
COPSFAST Grant Project 3.00 FIE
The following time- limited positions are approved as permanent positions:
• Child Support Officer/Location Specialist
(Child Support Enforcement) 1.00 FIE
• Civil Rights Specialist (Human Rights and Relations) 1.00 FIE
• Child Protective Services Social Worker (DSS) 2.00 FIE
• Telecommunicator I (EMS) 2.00 FTE
• Shaping Orange County's Future Project Planner (ERCD) 1.00 FIE
�y
Enclosure 7
4) The following increases in hours are approved:
® Arts Coordinator (Arts Commission)
® Office Assistant I (Health)
■ Public Health Nurse /School Nurse (Health)
® Administrative Assistant (Human Rights & Relations)
5) The following time- limited positions have been extended until 6/30/00:
• Water Resources Technician (ERCD)
• Office Assistant II (Health)
• Public Health Nurse II (Health)
• Social Worker If (Health)
• Social Worker I (Health)
0.25 FTE
0.25 FIE
0.20 FIE
0.25 FIE
5) The following modifications to the County Manager's Recommended Budget are made:
0
6)
The current expense appropriation for Schools is $ The appropriation to
the Chapel Hill- Carrboro City Schools is $
and the appropriation to the
Orange County Schools is $
The per pupil allocation is $
7)
The property tax rate shall be set at
cents per $100 of assessed valuation.
8)
The Chapel Hill- Carrboro City School District Tax shall be set at cents per $100
of assessed valuation.
9)
The Fire District tax rates shall be set at the following rates (all rates are based on cents
per $100 of assessed valuation):
Cedar Grove
6.30
Chapel Hill
2.50
Damascus
3.00
Efland
3.00
Eno
5.10
Little River
4.65
New Hope
5.15
Orange Grove
4.40
Orange Rural
4.00
South Orange
8.80
Southern Triangle
3.00
White Cross
5.80
7 ° IZI
Enclosure 7
10) Provide for a County pay and benefits plan that includes:
• Cost of Living Adjustment $591,423
2.5% increase for all permanent employees effective July 1, 1999
• In -Range Salary Increases , $267,454
2.5% salary increase if performance proficient or higher. Increase awarded
with performance review.
• Meritorious Service Award $159,779
Lump sum awarded by department head from department allocation.
Awarded with performance review or specific achievement.
• 401(k) Contribution $207,870
$15 per pay period supplemental retirement contribution effective July 1,
1999 for each permanent employee not already receiving State mandated
contribution of 5 percent for sworn law enforcement officers.
11) Adopt the Schedule of County Fees.
12) Approve the capital projects included in the 1999 -09 Capital Investment Plan approved
by the Board on June 15, 1999. The following new funding is also approved:
m: \budget \9899 \budother\res2adopt.wp
7-3
Table 2. Alternatives for Possible County Cuts
(1)1 "otals may be slightly off due to rounding
Ap,bendix F-3
From =2.7 cents
4 � ,
Fiorn 2 7 cents
From 2.7 cents
= to no tayc ';
Pages
en ts _
to 1 cent
tnereasee
%rences
Total County Cut
$602,203
w
1. Impact Fee reimbursement for First
$120 000'
$120,000
_ $120 000„
Page 1121
Baptist Church
2. Student Generation and Impact Fee
$4G 000'
$46,000.
$46 000 :
L?age 31 1
Reports
r - -
3. Board of County Commissioners
$50,000
$100,000
$150,000
Wage 1L' 14
Contingency
_
�
:
x V.
•'_"
4. Reduce increase in Outside Agency
$7,128
=
Page 17-1
Appropriations by 25%
„=
5. Reduce increase in Outside Agency
$14,257;
Page 11 1
Appropriations by 50%
6. Reduce increase in Municipal Support
=
$1,580
= _
1'age�1_ 2
Appropriations by 10%
ti
7. Reduce increase in Municipal Support
_ $7,898
1?age 11 2 +
Appropriations by 50%
p f ii
x
8. Reduce contribution to Red Cross
$7,500
=Pagel'
2
Capital Cam b
P Pin Y 50%
hex w
- -
r
9. Make no contribution to Red Cross
$15 000=
Capital Campaign
10. Reduce increase in APS Appropriation
$1,644
Page 7 :40
by 10%
11. Reduce increase in APS Appropriation
=
$8,219.;
Page 740
by 50%
5
12. Reduce increase in OPC Mental Health
$9,242
Page 7 70 r
Appropriation by 10%
—
Di
13. Reduce increase in OPC Mental Health
209:
Page 7 70
Appropriation by 50%
14. Reduce County operations by 1.5%
$222,878:
AU County zs
De a•tments -
15. Reduce County operations by 2.5%
$371,461
1311 County
-
`
y
Departments �=
16. Delay Hiring Recommended Positions
$30 553
Deets with"w=
for 1 month
_
Recom Positrons
17. Delay Hiring Recommended Positions
=
$91,659:
gill Deets with
for 3 months
Recom `Posihonst
18. Delay Hiring Recommended Positions
$183,318.
AIlDepts, with.
for 6 months
Recom PQSihons:
Total
$46,553_
$607,630
'$962,361
-_
Difference 1
'i_$1411;
$5,42
$5;922
(1)1 "otals may be slightly off due to rounding
Ap,bendix F-3
�
�
JUN-07-1999 03:55 FROM ORANGE COUNTY FINANCE TO 9 933 5095 P,03
Table 2A. Explanation of Alternatives for Possible County Cuts
'
From 2.7 cents to I cent
Item
Dollar
Level
% of
Thinking Behind Cut
Amount
Currently
Current
of Cut
Funded
Funded
Represented-
in Cut
1. Impact Fee,
$120,606
Not
N/A
It is very likely that this- affordable
reimbursement for
currently
housing project will not -be completed
First B aptist
funded
before June 30, 20W. If the project is
Churcli'.
completed prior to then, and the Board
wisbes to reimburse First Baptist
Church, an appropriation could be
made ftom fund balance.
2. Studenf.-Generation
$46,000
�4ot
N/A
There are at least three alternatives to
and impact Fee
cumntly
outsourcing these reports:
Reports -
funded
Triangle -Apartment Association
has offered to pay to have these
studies completed;
Studies could be postponed for one*
Planning staff could perform
studies in-house using current
staff
3. Rpard ofCoUnty
$100,000
$250,000
40%
If there were items that the Boaid
Commissioners'
wanted ' to address and f and M the
'Board couldhi�ke'an appropriation
from. fund -balance.
4;. Reduce Incmas6m'
$7,128
$893,565
.8 �/o
As recominend6d by the, Cotmty
Outsi& Age*y
Manager; the, overall increase. in
Appropr�afions'by
outside agency funding is about 2.5%.
25%
This potential cut, coincides -with other
possible cuts in County and m�inicipal
6. Redaw-increase in
$1,580
$322,060
.49%.
As recommended by the County . -
Municipal Support
Manager, the overall increase in
Appropriations tyy.
municipal -support funding is -
10%
approximately 5%. This potential cut
coincides with other. possible cuts -in
County. operations -a�d outside agency.
S. Re - duce cGntribution
Not
N/A
Early in the spring, the Red Cross
to Red Cross A�apital
Currently,
requested financial assistance with
Campaiga by -50%
funded
their purchase of a, new facility. This
agency has not received funds from the
2unt�� in the past.
N01
JUN -07 -1999 03:56 FROM ORANGE COUNTY FINANCE TO 9 933 5095 P.04
Table 2A. Explanation of Alternatives for Possible County Cuts
From 2.7 cents to Y cent (continued)
It In
Dollar
Level
% of
Thinking Behind Cut
Amount
Currently
Current
Of Cut
Funded
Funded
Represented
in Cut
10. Reduce, increase
$1,644
$344,537
.48%
As recommended by the County '
in A1'S;;
(base budget)
Manager, the increase in funding for
Appropriation by
APS is approximately 5% over their
10% ;.
1998 -99 base budget. This potential
cut coincides with other possible cuts
in County operations, municipal
__support, and outside agency funding.
12. Reduce increase
$9,242
$1,151,615
.80%
As recommended by the County
in OPC?M.eti'tal
Manager, the increase in funding for
Health by 10%
OPC - -MH is approximately 8% over
their 1998 -99 budget. Approxhmately
$50,000 is attributed to, crisis.
programs no longer funded by the
State. This potential ,cut coincides
with other possible cuts in County.
operations, municipal support, and
outside a enc fundin .
14. Reduce, County
$222,878•
$14,810,967
1.5%
As recommended by the County
operations by
Manager, the increase in operations
for the Cou�ity is approximately
115% over the 1998 -99 budget: This
potential cut,coincides with poss01i :-
cuts in municipal 'support and outside
agency fundi.n .
17. De1ay.l3iring ;
$91,659
Not currently
N/A
The recruitment and selection pro�ess-
Recommexided.
• fiunded
will take'approximately five to ten:
Positi6is for 3
weeks to complete depending on type
monk .
of position and depending on whether
it is filled internally or externally.
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CAPITAL INVESTMENT PLAN (CIP)
From Alice Gordon
Potential Action on the CIP on .Tune 15, 1999
1. With respect to the allocation of 1 cent of property tax revenue:
Approve 1/2 cent for School/Park Reserve
Approve 1/2 cent for County Projects
2. Approve the first year of the CIP (1999-00) according to the
amounts shown in Enclosure 6 for a 1/2 cent allocation (blue line).
(Some modifications might be appropriate.)
3. Hold final discussion/ approval of the rest of the CIP
(years 2000-01 until 2008-09) until after the summer break (August
or September)
Reasoning
It is only for the first year of the CIP that money will actually
be allocated and spent. Also, there are relatively few items in the
first year of the CIP that would be affected by the 1/2 cent versus
I cent allocation, so that there is time to work out the details for the
last nine years.
i 9 N . R44 1 i
These are some suggested cuts that would reduce the county's tax increase by
about one cent without .compromising school or county operations, the package of
benefits afforded to county employees, and the county government's strong financial
status with bond rating agencies:
Delete new Environmental Health Specialist to reduce response time for septic tank
permitting $55,000
(pages 1.7, Appendix B -64)
Reduce Board of County Commissioners' Contingency Fund $75,000
(page 3.2 and 11 -14)
Delay start of WIMP Environmental Health Educator from Oct. 1 to Jan. 1, as program
recommendations have yet to be finalized and additional funding could be sought from
OWASA to augment this effort. Could save an additional $30,000 if function is assigned
for this fiscal year to Health Education Project Manager. $16,000*
(page 1.5, Appendix B -56)
More accurately estimate scope of Innovation and Efficiency effort $35,000
(page 1.9, Appendix B -57)
Eliminate all but intern support for study of county space needs $20,000
(page 1.10 and 11 -18)
Reduce cost of living increase for staff from 2.5 percent to 2.0 percent in keeping with 1.6
percent rise in Consumer Price Index $118,000*
* Reduction to 2.25 percent yields savings of $59,000
(page 1.9, Appendix A -3)
Split cost of report on student generation rates and impact, fees with apartment
association, while retaining control of peramaters of study $23,000*
* Delay of funding for a year or acceptance of full cost from outside saves $46,000
(page 11 -14)
Convert straight appropriation to Red Cross capital campaign to a matching fund, the
county matching individual donors 1:1 to reach a targeted contribution $7,500*
* If this were applied to similar capital commitments to ArtsCenter, Day Care and
YMCA, another $20,000 could be saved. In future years, commitment to continue
funding could be made dependent on BOCC approval of criteria and application form for
contributions to outside agency capital projects.
(page 11 -11)
Increase Board of Elections pay by 100 percent, not 200 percent $2,000
Spread over two years allocation of reimbursement of impact fees for First Baptist
housing project, not expected to be completed in fiscal year 2000 $60,000*
*Deferral of entire cost to fiscal 2001 saves $120,000. Could be used to restore .25
percent of COLA for county employees
Reduction of county's undesignated fund balance to approximately 11.5 percent.
$300,000
1 cent = $681,000
Under this scenario, with no cuts in school spending, the savings to the county
would be approximately $711,000 or a decrease of a little better than a cent in the
proposed tax rate. Even if we add approximately $63,500 for items identified below to
address concerns expressed at public hearings and identified by commissioners, the cut
would still be $647,000 or just under one cent, yielding a property tax increase of about
1.75 cents.
Possible add -ons:
Freedom House& $7,500
Orange County Historical Museum $1,000
Burwell School $2,000
Land Trust $8,000
(prefer commit to. pay property tax)
IOG Construction $3,000*
Commission for Women& $5,000
Literacy Council& $2,000
Solid -Waste Convenience Centers
(extend Sat. /Sun. hours) $35,000*
TOTAL $63,500
* Approximate
& Half difference between request and manager's recommendation.
Others to consider:
Chapel Hill Library
Day Care Services
Increase hours of volunteer
coordinator
La Fiesta del Pueblo
Ifo F4 7?
Balancing competing needs and goals in a diverse community is perhaps the most
important role of a county commissioner. We believe the 1999 -2000 Orange County
budget accomplishes that task in a manner that is both socially responsible and fiscally
disciplined.
A citizen urged us at a hearing to make quality public education "our highest
priority ". That in fact is the longstanding commitment of the Orange County Board of
Commissioners, and we are pleased to note it remains strong.
Orange County continues to lead North Carolina in the percentage of its property
tax devoted to schools, and in per- capita spending per pupil. This year, as recommended
by the county manager, the Board of County Commissioners approved a 13.5 percent
increase for schools, $4.1 million more than 1998 -99 and two percent above the average
increase over the previous decade. An additional district tax appropriation will assist the
Chapel Hill- Carrboro system in new school startup costs. We also will issue bonds in the
upcoming fiscal year to pay for the construction of two new schools, one each in the
Chapel Hill- Carrboro and Orange County districts.
Despite our role in appropriating funds for both school systems, the county
commissioners have no statutory authority to approve line -item expenditures. We do not
approve or disapprove specific programs and positions in the schools. Thus, while we
support citizens who called at public hearing for eliminating caps on some teacher salaries
and for increased instruction in Spanish, we can do little more than urge the schools to
respond to those concerns.
Please be assured the county commissioners remain conscientious stewards of the
public purse and public trust, and firm in our dedication to an efficient, open and
responsive government for the citizens of Orange County.
Enclosure 1
New Position and Other Staff Resources Discussion
At the June 8 work session, the Board discussed each of the recommended new positions in the
Manager's Recommended Budget, decided to approve seven of the new position requests and
decided to consider further three remaining new positions requests on June 15. These three new
positions are shown in Items 1, 2 and 3 below. In addition the Board asked staff to bring back
several staff resource related items for the Board's June 15 discussion. These are in Items 4
through 8 below.
1. New EMT- Paramedic Position Net 99 -00 County Cost: $14,917
Budget Appendix B, Pages 118 -10, B60 -61
At the June 8 Budget Work Session, the Board decided to approve two of the three
recommended new EMT — Paramedic positions and to consider the recommended third
paramedic position at the June 15 meeting.
2. New Environmental Health Specialist Position Net 99 -00 County Cost: $54,942
Budget Appendix B, Pages BII -12 and B64
At the June 8 work session, the Board decided to revisit this position request on June 15.
3. New GIS Technician Position Net 99 -00 County Cost: $40,512
Budget Appendix B, Pages B20 -21, B74 -75
At the June 8 work session the Board decided to revisit this position request on June 15 and
requested additional information related to the position. This information is provided as
Attachment 1.
4. Expanded WTMP Program Net 99 -00 County Cost: $33,242
Budget Appendix B, Page 56
At the June 8 meeting, the Board discussed the plan to set aside a reserve to fund a new
environmental health educator position during 1999 -00 to support an expanded Wastewater
Treatment Management Program, if it is determined during 1999 -00 to establish that
position. The Board decided to reduce the reserve funding for the position to the amount that
would be required to.fimd the position beginning January 1, 2000 rather than October 1,
1999; that is a reduction of $14,975 from the $48,217 in the Manager's Recommended
Budget to $33,242. The Board also decided to explore the possibility of OWASA funding
for the position in lieu of County funding during the summer and fall of 1999.
The Board wished to revisit this item on June 15 for further discussion, as needed.
5. Increase in Hours for
Assistant to the Clerk Position
Net 99 -00 County Cost: $12,501
At the June 8 meeting, the Commissioners requested information be brought back on June 15
related to increasing the hours of the Assistant to the Clerk position in the Commissioners'
Office from permanent part time (20 hours) to full time (40 hours).. Attachment 2 shows the
costs of the increase in hours as well as the cost for an increase from 20 hours to 30 hours.
Also at Attachment 2 the Clerk to the Board has provided a description of the purpose of the
increase in hours and outcomes to be realized.
6. Assistant to the Manager Position
Attachment 3 is a memorandum from the County Manager with an update on the planned.
Assistant to the Manager position. Funds for this position have been'included in the
Manager's Recommended Budget. The plan is for the Board to consider approval of this
position at the August 17, 1999 meeting.
7. Solid Waste Convenience Centers — Extension of Operating Hours
At the June 8 meeting the Board requested that staff bring back information on the estimated
cost to increase the operating hours of the Solid Waste Convenience Centers. Attachment 4
provides the information that staff was able to compile by noon on Thursday, June 10.
Hopefully this is enough information for the Board to discuss any options that. it would like
to pursue further.
8. Board of Elections' Compensation
Attachment 5 is a draft agenda abstract for the June 21, 1999 Board meeting covering raising
the stipend for Board of Elections members. At the June 8 meeting, the Board requested that
information on this be brought to the June 15 meeting. The Board could decide to take action
on this item at the June 15 work session or it could ask that it be brought'back for Board
consideration at the June 21, 1999 meeting. Funding to *increase th
. . 9 e stipend is included in the
Manager's Recommended Budget.
H:\e\615pos.doc
June 10, 1999
Enclosure 1, Attachment 1
N . ew GIS Technician Position
1. GIS Coverages Moved From Planning to Environment and Resource Conservation
• Historic sites
• Recreation sites
• Archaeological sites
• Scenic roads
• Floodplains
• Comprehensive resource map
• Biosolid (sludge) sites
• Com. water supplies
• Golf courses/quarries _
• Hazardous disposal
• Hazardous waste
• Hydrology/Hydrogeology
sites
facilities
• Planimetrics
• New Wells (since
• NPDES sites
- Petroleum contaminated soils/
1996)
• Rural residential
underground petroleum tanks
• Utility transmission
• Wastewater systems
• Prime forest coverages (T LC)
lines
(public and
• Zoning
community)
• Prime farmland
• Steep slopes
• soil limitations (Septic/
Dwellings
• St Mary's road study
• Superfun I sites
•Natural areas/wildlife
habitat/corridors
• National Register
• Potential land
• Water quality monitoring sites
nominations
acquisition site maps
• Watersheds
• Vegetation
• Wetlands
(Protection)
2. GIS Coverages Remaining in Planning
• Activity Nodes
dressing --.Basin
boundaries
• Cell towers
• City limits
• Critical areas
• Economic
•Lraterritorial
• Fire districts
Development Districts
jurisdictions
• Geology
• Orthophotography
• Planimetrics
• Postal jurisdictions
• Primary conservation
• Public interest
•Rural buffer
• Rural residential
• School districts
• Streams
• Streets
• Subdivisions
• Transition areas
• Watersheds (regulation)
• Zoning
3. New GIS Technician Tasks
a. New Tasks Related to Board of Commissioners' Goals
Adequate Public Facilities and Phased Growth
• Housing information, type of building and number of bedrooms
• Housing absorption rates
• Housing growth rates
• Coordination of data between municipalities
Enclosure 1, Attachment 1
• Compilation of Level of Service (LOS) standards and thresholds of capacity
• Student Generation Rates
2) Impacts of Growth and Development
• Creation of different growth pattern scenarios and their associated
cost/benefit products
• Land Value and economic development studies
3) Population Projections
• Census Information
• Socio- Economic Data
4) Comprehensive Plan: Various Elements Including Capital Improvement
Planning
b. New Tasks Not Done in the Past.
1) Use of GIS graphics and analysis to communicate the outcome of proposed
changes in policy or property development.
2) Creation of a widely shared database that can be used by Land Records, Tax
Appraiser, EMS.
3) Updating of parcel data for land use and zoning.
HAgistech.doc
June 9, 1999
Enclosure 1, Attachment 2
Assistant to the Clerk — Increase in Hours
Commissioners' Office
Present Position Type: Permanent Part Time 20 Hours
Estimated Cost To Increase Hours:
Type Change
Additional Position
Offsetting Revenue
Net Additional 99 -00
Costs (Salary/ Benefits)
or Budget. Savings
Position Cost
From 20 hours to
$12,501
$0
$12,501
40 hours
From 20 hours to
$6,251
$0
$6,251
30 hours
Purpose:
Develop and implement a program for the effective use of volunteers for County
departments; staff a County "Helpline" Monday through Friday from 8:00 a.m. to 5:00
p.m. answering questions and assisting citizens.
Outcomes:
Volunteer Prop-ram
♦ Provides an opportunity for citizens to work in County departments _
making people feel they are part of County government and also educating
citizens on how complex County government is.
♦ Provides volunteer labor for departments to accomplish tasks with little or
no expenditure for personnel costs.
♦ Citizens, through their experience in County government, will become
advocates for the County.
Helpline
o Provides a centralized source of information on County departments and
services
♦ Provides a record of calls received from citizens which will provide staff
with a method to analyze citizen questions and concerns allowing County
staff to better target its outreach, public relations and service delivery
efforts.
Wasstclkl.doc
June 9, 1999
1-5
MW49M'd O&C
ORANGE: COUNTY
HILLSBOROUGH
NORTH CAROLINA
TO: Orange County Board of Commissioners
FROM: John Link, County Manager
DATE: June 10, 1999
RE: New Assistant to the Manager Position
Enclosure 1, Attachment 3
ga401" 1752
You asked at Tuesday night's . budget work session that I provide you with some information,
about the proposed creation of a new "Assistant to the Manager" position in the Manager's
Office that we discussed several months ago during my work planning process. This memo will
provide a general explanation of my rationale for employing this position, and a sampling of
some of the position's anticipated duties. Given our current time constraints with the budget and
other fiscal year end business, I think it best that the Board consider final approval of this
position at the August 17 meeting. During the course of the summer break we would, create the
detailed position description and classification and send it to you for your review and response as
your schedule permits. I will consult with each of you and develop the final proposed
description for approval at the August 17 meeting. Adequate Rinds have already been included
in the 1999-2000 Manager's Office budget to cover the cost of this new position.
With the impending assumption by the County of overall responsibility for solid waste
management, it is clear that both Rod and I will need to increase our focus on solid waste matters
for several years, and perhaps beyond that. Rod will have direct day-to-day operational
supervision over Gayle Wilson and the solid waste operations transferred from the Town of
Chapel Hill. Naturally, I will be paying close attention,to this function as well. Given our
collective historical knowledge of 10+ years of solid waste management issues in Orange
County, I think it makes sense for us to handle solid waste matters and have the new position
pick up some of the administrative tasks associated with agenda production, communications
between staff/Board/public and coordination of required staff follow-up action. I want to assure
you that both Rod and I will still make final decisions or recommendations involved in all of
those processes, but our roles in the fixture may focus more on editing and refining than on the
production of original materials.
Following is a working list of responsibilities I anticipate for this position. I look forward to
suggestions you may have about this before we bring the position back for your approval in
August.
/- 60
Assistant to the Manager
Working List of Anticipated Responsibilities
June 1999
• Coordinates the initial collection of agenda abstracts and materials for each BOCC agenda
• Attends (most) regular Commissioner meetings and coordinates/tracks County staff follow-
up to Commissioner information requests and policy directives
• Assists in coordinating annual development of BOCC goals and periodic updates thereof
• Prepares bi-weekly/periodic Manager's Memos to BOCC
• Performs research and analysis for Manager and Assistant Managers in preparation for
meetings or in conjunction with ongoing projects
• Chairs or participates in interdepartmental work teams assigned to special projects or other
responsibilities
• Serves as principal liaison between Manager's Office, Commissioners' Office, and other
departments involved with posting information on County's Website
• Oversees development and administration of Manager's Office budget
• Performs budget or management analysis as adjunct to Budget Office on an "as needed" basis
• Assists Manager and Assistant Managers as liaison/coordinator with designated citizen
advisory boards /commissions, or on an "as needed basis"
• Assists internal service departments and others involved with "innovation & efficiency"
initiatives
• Monitors County legislative initiatives and General Assembly legislative matters of interest
to Orange County
Enclosure 1, Attachment 4
INTRODUCTION
The following summary report has been prepared in response to the request by the Board of
County Commissioners (BOCC) for information and considerations related to providing
additional hours of operation/service at the County's Solid Waste Convenience Centers
(SWCCs)
Orange County began offering collection services for waste and recyclable materials through
six staffed solid waste convenience centers, October 1, 1993. The six staffed solid waste
convenience centers replaced 19 unsupervised solid waste collection sites, which in itself
represented a reduction from more than 50 original unsupervised sites.
The need for staffed centers was identified in order to gain greater control over the type,
source and preparation of waste being disposed, and to provide greater opportunity to
communicate with and educate the public regarding Orange County's waste management
policies and services.
Although primarily intended to provide service for residents of the unincorporated areas of the
County, where curbside collections are not provided, residents of the Towns of Chapel Hill,
Carrbo'ro and Hillsborough also use the Solid Waste Convenience Centers.
CURRENT OPERATIONS
One attendant staffs each of the six solid waste convenience centers during operational hours.
Six permanent full-time, two permanent part-time and two temporary part-time staff are
1 Printed: 06/10/99
\ \OCEMAILXAPPS\USERS\USERS\EHOLMES\SWCCRPT.DOC I /— F
Enclosure 1, Attachment 4
employed as site attendants. A portion of two Solid Waste Collectors' time is also used as
Solid Waste Convenience Center operators..
Each SWCC is equipped with:
• front-end dumps'ters for the receipt of household waste for disposal
• front-end dumpsters for the receipt of old corrugated cardboard (OCC) and old newspapers
(ONP) for recycling
• roll-off containers and front-end dumpsters for receipt of old magazines (OMG) and mixed
waste paper (MWP)fbr recycling
• recyclable materials collection boxes designed by SunShares, Inc., for collection of.
• glass bottles and jars (clear, green and brown)
• steel and aluminum food and beverage containers
• plastic bottles and' jugs
(scheduled to be replaced by roll-off containers prior to the end of the 1998/99 FY)
• a covered storage area for placement of reusable household items (Eubanks Road,
Ferguson Road and Highway 57 sites only)
• a used magazine rack for exchange and reuse of old magazines (OMG)
• designated collection areas for:
• tires
• bulky items (i.e., furniture, mattresses, etc.)
• yard materials
• waste motor oil
• used dry cell batteries
Current operational hours are:
• Monday, Tuesday, Thursday and Friday:
closed
• Wednesday
• Saturday:
• Sunday:
7:00 am - 7:00 pm
12:00 pm - 1:00 pm
closed
7:00 am - 2:00 pm
1:00 pm - 4:00 pm
Sites are closed New Years Day, Easter Sunday, July Fourth, Thanksgiving Day and
Christmas Day.
IXOCEMAILXAPPSXUSERSXUSERSIEHOLMESISWCCRPT.DOC 2
Printed: 06/10/99
/19
0
Enclosure 1, Attachment 4
OPTIONS FOR INCREASING OPERATIONAL HOURS AT SWCCs
Table 2 presents a summary of potential additional hours of Operation for the SWCCs, the total-
increased hours per year, and the total estimated cost associated with the increased hours
' ,q
1511-a-, : L� i, I FM
zi:
it
..14,1111,14 dvc 411, 1NI ailliill� 'hit B
kg-
MM
r.11:1 it I ffili!j, 01, 001,
v It, INH I I IM1
Ili NO!, i1i ti;
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Operational Hours lam -7pm 7am-7pm Closed lam -7pm lam -7pm lam -2pm 1 pm-4pm
Additional Operational Hours 12pm-fpm 12pm-fpm 12 12pm-fpm
Total additional hours /year 1 1,248
Total estimated additional cost(year $28,125
,
Al I'd, Ri
I,
fli
NiIlli It I i it'rig I FIM;
.11 RT T; u
11 IM iM it
Operational Hours 7am-7pM 7am-7pm 7am-7pm
7am-7pm 7am-2pm
1 pm-4pm
Additional Operational Hours 7
T7 I I
I
I
Total additional hours/year 3,744
Total estimated additional cost/year $66,250
"M
"U'llilli-Iii 1i'5.ii1i1l .1, -1111`il R
lli 10. li� iildll�lill 1111�
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!I i Hit! it 1 Miln'. Mij III i
11 ;9 -i " MillitlE
it I 1:
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Operational Hours
7am-12pm 7am-12pm
7am-12prn
7am-12pm 7am-7pm
1 pm-4pm
1pm-7pm 1 pm-7pm
1 pm-7pm
1 pm-7pm
Additional Hours
2pm-7pm
Total additional hours /year 1,560
Total estimated additional costfyear $23,760
Eiiii�p g I.
, 11 I*
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7am-12pm
7am-12pm 7am-12pm 7am-7pm fpm -7pm
Operational Hours
7am-12pm
1 pm-7pm
I pm-7pm
1 pm-7pm 1 pm-7pm
Additional Hours
4pm -7pm
Total additional hours/year 936
Total estimated additional costfyear $11,400
NOTES,
1. It has been assumed that if Option 1 only was implemented that increased hours would be covered through
use of overtime hours. ,
2. It has been assumed that if sites are opened on Wednesday, Option 1 hours would also be implemented. As
a result, sites would also remain open from 12 pm to I pm on Wednesday.
3 Printed: 06/10/99
kkOCEMAILI APPS\USERSXUSERSkEHOLMESISWCCRPT.DOC /_/0
Enclosure 1, Attachment 4
PRACTICES BY NEIGHBORING COUNTIES
Staff obtained information regarding operational practices for SWCCs from several neighboring-
Counties. Table 1 presents a summary of the number of sites, days and hours of operations,
and any recent or proposed schedule changes.
E07-M
C-- -
ty
-g'
MT, W.,
A
Rd n't/,i R, 1: a Iffir, f Jd
ki
M fg." VQ'An I e tic qit
"RU
�4
Y
ddjStdffdd
All
N1
X
/ n
Alamance
I
Monday - Friday lam —6 pm
August 1998,
hours reduced
• Staffed by County
Saturday 7 am - 5 pm
from 8 pm to 6
Sunday 1, Pm - 5 pm
pm closing
Hauling by contract (Waste
Industries)
Caswell
0 9
8 sites staffed by private contract
No
0 8 staffed by contract
Monday - Sunday 7 am - 7 pm
0 1 staffed by County
1 site staffed by County
Monday - Friday 8 am - 4 pm
Saturday 8 am -12 noon
Sunday closed
Chatham
* 12
Monday, Tuesday, Thursday
No
* Staffed by contract (security
Friday & Saturday 7 am - 7 pm
company)
Wednesday (8 sites) closed
(4 sites) 7 am - 7 pm
Sunday (I I sites) 1 pm-7 pm
( 1 site) 7 am - 7 pm
4 Printed: 06/10/99
kkOCEMAIL\APPS%USERS\USERSkEHOLMES\SWCCRPT.DOC
Enclosure 1, Attachment 4
d
-i -ounty V,22' ,k,' a
INN
0 jg%
ti. _'jp'j'�
m -fv�g!"q 'n'
6fit'P nne Mg
6e
',,kRM12S 'b'd "I w@qll! R
"45 ""y gl,
R� , , N ', %,�" ,
N�"
RX
"jig V
H
ZEIR
M41
Durham
Yes,effective
4
Through June 30, 1999 (BFI)
July 1, 1999,
Staffed by contract (BFI)
Monday — Saturday 7 am — 7 pm
sites to close on
-
Sundays
through June 30,1999
Sunday. 1 pm -6pm
Effective July 1, 1999, County to
Effective July 1, 1999
staff
Monday-Saturday 7 am — 7 pm
Sunday Closed
Lee
No
• 6 + I mini site at C/D landfill
Monday — Friday 7 am to 6 pm
• Staffed by County
Saturday 8 am to 5 pm
• Workers are temporary, part-
Sunday 1 Pm to 5 Pm
time
Person
No
• None
Landfill
• County residents may utilize a
Monday — Saturday 7 am — 5 pm
private contractor or transport
Sunday 7 am — 12noon
their waste to the landfill for
disposal
• Landfill is operatedlowned by
Upper Piedmont Environmental
(Republic Waste)
Wake
No
Monday — Sunday 7 am — 7 pm
0
• Staffed by Waste Industries
closed only on Christmas Day
SUMMARY
In preparing this summary report, staff only considered additional hourly labor costs for
staffing of the SWCCs. Other factors that may increase or decrease the estimated costs
presented above, such as landfill hours of operation, capacity at SWCCs, collection staff work
schedules, usage patterns at the SWCCs, etc., have not been addressed in this summary
5 Printed: 06/10/99
IXOCEMAIL\APPS\USERS\USERS\EHOLMESISWCCRPT.DOC 1-12-
Enclosure 1, Attachment 4
report. At the direction of the BOCC, staff can prepare a detailed analysis of all costs and
considerations associated with operationalizing one or more of these options. -
6 Printed: 06/10/99
\ \OCEMAILIAPPSIUSERS \USERS \EHOLMES\SWCCRPT.DOC
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: June 21, 1999
SUBJECT: Board of Elections Compensation
DEPARTMENT: Board of Elections
ATTACHMENT(S):
Board Members Compensation as of
October 10, 1997 (counties with similar
registration totals)
Enclosure 1, Attachment
Action Agenda
Item No.
INFORMATION CONTACT:
Carolyn C. Thomas, Director
TELEPHONE NUMBERS: - - ext. 2351
Hillsborough 732 -8181
Chapel Hill 968 -4501
Durham 688 -7331
Mebane 227 -2031
PURPOSE: To increase compensation for Board of Election members in the 1999 -2000 budget. A
three- member board will be appointed or reappointed in July 1999, for a two -year term.
BACKGROUND: Orange County has paid Board members $25 per meeting, the minimum
required by General Statute 163 -82 for 30 years. During those 30 years, the number of registered
voters in Orange County has increased from approximately 15,000 to more than 82,000. The time
required of board members to carry out their duties has grown apace.
In addition to the 12 monthly meeting, board members are required to attend other meetings and
training seminars prior to each election: two overnight state seminars, three training seminars for
precinct officials. On Election Day, board members are on the job by 6:30 a.m. and work until all
vote totals are called in to the board office. At 5:00 pm. on election day, board members conduct
the counting of all absentee ballots cast in Orange County. On Friday following each election, the
board meets to audit all vote totals and to certify the election. There are three elections scheduled
for fiscal year 1999 -2000.
Our request for this upcoming budget is $2,120 for board members and $2,400 for the Board Chair.
The following is a breakdown:
Type
Chair
Two Members
Monthly Meetings
$50
$40
Training Seminars
$50
$40
Absentee Meetings
$50
$40
Overnight Seminar
$100
$100
Election Day
$100
$100
County Canvass
$100
$100
/'/ C/P
2
FINANCIAL IMPACT:
The requested increase totals $3,181. This amount is included in the 1999 -2000 Manager's
Recommended Budget. This also is for three elections compared to two elections last budget cycle.
RECOMIVIENDATION(S):
The Manager recommends that the Board approve the request to increase compensation for the
Orange County Board of Elections board members as shown in this abstract.
1-15
ATTACHMENT
ORANGE COUNTY BOARD OF ELECTIONS
BOARD MEMBERS COMPENSATION
AS OF OCTOBER 10, 1997
(Counties with similar registration totals)
COUNTY REG. TOTAL CHAIRMAN MEMBER
Alamance 72,107 $3,600.00 annually' $35.00 per meeting
+ 500. for municipal elections + 500. for municipal elections
Cabarrus 72,731 $50.00 per meeting $40.00 per meeting
Davidson 79,837 $25.00 per meeting $25.00.permeefirig
+ $1,200 per election + $1,000 per election
Orange 763938, $25.00 per meeting $25.00 per meeting
Rowan 73,281 $55.81 biweekly $41.62 biweekly
(Counties with fewest number registered voters)
Camden 4,270 $30.00 per meeting $25.00 per meeting,
$40.00 election day, $30.00 election day,
canvass & canvass &
instruction meeting instruction meeting
Hyde 3,274 $25.00 per meeting $25.00 per meeting
$6.50 per hour over 4 hours $6.50 per hour over 4 hours
Tyrell 2;271 $25.00 per meeting $25.00 per meeting
Enclosure 2
Contingency Appropriations By School Boards
Budgetary guidelines for school systems are set forth in Chapter 115C, Article 31
beginning at G.S. 115C -422. This Article is titled "The School Budget and Fiscal
Control Act", (SBFCA) and is very similar to the guidelines for local governments
contained in G.S. 159 known as the "Local Government Budget and Fiscal
Control Act ". G.S. 115C-432 of the SBFCA discusses in detail the'guidelines for
contingency appropriations by school board I s. Attached is a copy of those
statutory guidelines. The statutes state that contingency appropriations in a fund
may not exceed 5% of the total of all other appropriations within that fund.
The use of contingency ntingency monies must be authorized by resolution adopted by the
Board of Education creating a budget amendment establishing an expenditure
*-appropriation. This means that expenditures can not be made directly from a
contingency account. The Board of Education can authorize the Superintendent
to authorize expenditures from the contingency appropriation based Upon the
Board's limitations and procedures. The statues require that any such
expenditure be reported to the Board at its next Board meeting and recorded in
the minutes.
5 Year History/ of Contingency Appropriations for OCS and,.CHCCS
OCS
According to Sandra Tinsley, OCS Finance Director, $20,000 has been budgeted
in contingency for the past five years with no appropriations made in any given
year.
CHCCS
Kim McVey Interim Finance Director provided the following information:
Due to time constraints Ms. McVey was unable to provide the purposes for which
contingency was used. This information will be available prior to the June 15
work session.
Amount Bud aeted
Amount Used
1994-95
$150,000
$102,156
1995-96
$150,000
$ 30,499
1996-97
$250,000
$149,311
1997-98
$250,000
$140,095
1998-99
$250,000
-0-
Due to time constraints Ms. McVey was unable to provide the purposes for which
contingency was used. This information will be available prior to the June 15
work session.
1
4§ 115C -432 FOR LOCAL GOVERNMENT Enclosure 2 Attachment 1
The due date of supplementary taxes (
(3) appropriations in a o
or fr( n. o y o
levied under this subsection is the date of &
nd may not exceed f
permit:;
the levy, and the taxes may be paid at par 0
(5'Y n
(c) if the t
or face amount at any time before the one a
appropriations in that fund. Each
unit levies 1 -,s ),,,n
hundred and twentieth day after the due e
expenditure to be charged against p
pursuant to a 1) a I act
date. On or after the one hundred and a
a contingency appropriation shall t
tion shall make- 1. ap,
twentieth day and before the one hundred b
be authorized by resolution of the a
accordance Alfl !he
and fiftieth day from the due date there b
board of education, which resolu. b
board of educ-31i r shs
shall be added to the taxes interest at the t
tion shall be deemed an amend- t
that colic -t-i th
rate of two percent (2%). On or after the w
meat to the budget resolution, not o
G.S. S. 9 -1
one hundred and fiftieth day from the due s
subject to G.S. 115C-429(b) and (
(d) The bu-1p rest
date, there shall be added to the taxes, in 1
115C-433(b), setting up or., in- t
tered in the r d -,ut(
addition to the two percent (2%) provided c
creasing an appropriation for the e
education, an i i d Iiiin
above, interest at the rate of three-fourths o
object of expenditure authorized. t
tion, copies thEl C::'Sb
of one percent (3/4 Of 1%) per 30 days or T
The board of education may au- s
superintendent. *,be s
fraction thereof until the taxes plus inter- t
thorize the superintendent to au- I
I. and the coun,.3 i:,..ani
est have been paid. No discounts for pre- t
thorize expenditures from contin- o
of education f I
payment of supplementary taxes levied
gency appropriations subject to a
as approved a r d a
.(1975, c. 437, s. 1; 1981, c. 423, s. 1; 1989, c. a
as it may prescribe. Any such t
tion. (1975, c •1 :7. s.
493, s. 2.) e
expenditure shall be reported to I
I 1987 (Reg• 19E
the board of education at its next
CASE NOTES r
regular meeting and recorded in I
I § 115C-433. At t( adi
the minutes. s
s"'( I re
Findings of Trial Judge Held Inadequate un- (
(4) Sufficient funds to meet the i
ix5 t4er
der Former Law. — See Wilson County Bd. of Educ, a
amounts to be paid during the
(a) Subject If the
215 S.E.2d 412 (1975). t
tracts previously entered into t
tion (b) of this - efior
shall be appropriated. t
tion may am ai i .he
§ 115C-432. The budget resolution; (
(5) The sum of estimated net revenues a
any time aft a W k
adoption; limitations; tax a
and appropriated fund balance s in. n
ner, so long L9 a:: r(
levy; filing. e
each fund shall be equal to appro- I
I continues to S; A -fY
a ions in that fund. G
G.S. 115C-4� 5' a i I
(a) After the board of county commis' (
(6) ]To appropriation may be made (
(b) If the b),. :1 )f
sioners has made its appropriations to the t
that would require the levy of a
allocates par; i all
local school administrative unit, or after s
supplemental taxes pursuant to a p
pursuant to Gr.: '. 151
the appeal procedure set out in G.S. l
local -act or G.S. .
education mx.s; )btai
115C-431 has been concluded, the board of 1
. 1
board of co ate .v cc
making appropriations for the budget year e
expenditure of revenues for pur- o
or decreases -) ) :: -Aii
in such sums as t
poses not permitted by law. I
I outlay fund 1: pr(
tion shall conform to the uniform budget d
ized from the levy of school sup-
decreases the . noun,
Education.
lemental taxes pursuant to a t
allocated P
(b) The following directions and limita- a
115C-511, the estimated percent-
amount cont. d i in
adopting the budget resolution: a
age of collection may not exceed a
i sioners: Proirid d. t)
allocates appropriations to the lo- s
ally realized in cash during the t
the board n a 5 : a
cal school . administrative unit p
was not levied in the preceding p
percentage is 01 It
school budget resolution shall f
fiscal year, the percentage of the (
(c) The boui of
conform t
72
118-IMP
Enclosure 3
Operational Topics
1. Innovation and Efficiency Committee and
2. Space Needs Inventory (budget page 11 -18)
During the June 8 worksession, Board members indicated that they felt these two items could
be completed in -house using current County staff. As this alternative is pursued, it will be
helpful to have interns provide information gathering and other support to current staff. The
estimated cost of intern support for both of these initiatives' will be about $20,000. This
results in savings of $55,055.
3. Human Rights & Relations (budget page 7 -62)
The Board expressed interest in revisiting the Commission for Women Chair and Vice -Chair
request for an additional $21,000 funding for the department's operating budget.
Enclosure 4
Non-Departmental Topics
1. Cable TV Re-franchising (budget page 11-15)
The Board asked why cable TV advisory costs were not absorbed by cable franchising fees.
Cable TV re-franchising costs are budgeted as a non-departmental miscellaneous expenditure
in the general fund to pay Triangle J Council of Governments for technical assistance in
franchise renewal negotiations. Revenues generated by cable franchises, ($172,000 projected
for 1999-2000), are recorded in the general fund and substantially exceed the amount of
expenditures for the re-franchising process, ($9,000 budgeted 1999-2000)-. While there is no
statement in the budget regarding the specific use of franchise fee revenue, an assumption
can be made that these fee's do indeed offset the cost of cable re-franchising.
2. Board of Commissioner Contingency (budget page 11-18)
The Board asked why the amount recommended for Board of Commissioners' Contingency
remained at $250,000 for 1999-00 when historically the budget has been in the $ 100,000 to
$150,000 range. Staff anticipated legal fees associated with the. impending litigation with
Carolina Power and Light would be appropriated, from the Contingency account. Should
those expenses exceed the amount allocated for Contingency, the Board could appropriate
additional funds from the County's fund balance.
3. Manager's Miscellaneous (budget page 11-16)
This account provides funds for miscellaneous, non- budgeted "expenditures that often arise
during the fiscal year. This account provides the Manager with the flexibility to handle small
non-budgeted items as they occur. This account prevents requesting small expenditures from
the Board of Commissioners contingency account. The requested increase results from this
historical spending patterns, as well as the potential need to use interns in the 1999-2000
fiscal year for various projects. Examples of major expenditures over the past two years
from this account include:
• The portion of the TJCOG local assessment not included in the BOCC Departmental
budget. associated with
• Payment to the Town of Carrboro for the cost of joint facilitation
developing a land use plan for Carrboro.'s transition area.
• Payment for property appraisal Camp New Hope.
• Payment for inserts in the tax bills.
• Payment to Triangle Land Conservancy for Landscape with Wildlife project.
Expenses associated with the update of the Impact Fee technical report.
4. Employee Development/Taining Funds. (budget page 11-15)
Board
Attachments 1 and 2 of this enclosure include the information requested by the Bo d
regarding the employee development and training account.
A/ — /
Enclosure 4
5. Five Year Summary of Travel and Training Funding
The Board requested information regarding the County's funding of departmental travel and
training over the past five years. Attachment 3 of this enclosure includes the requested
information.
6. Student Generation/Impact Fee Report (budget page 11 -18)
At the June 8 worksession, the Board asked to discuss the Student Generation and Impact Fee
Report at the June 15 worksession. The recommended funding for this initiative is $46;000.
According to the Planning Director, the Student Generation Study will serve as the basis for
the school impact fee rate and future school capital improvement programming. A consultant
should be used to generate -the impact fee model to create a legally tested document that
could withstand potential legal challenges. There are many consultants that - with the proper
coordination with staff and monitoring throughout the impact fee system development —,
could create a product that is extremely credible and useful for a variety of applications.
Al - C� -
Enclosure 4, Attachment 1
Employee Development/Training
A. The non-departmental Employee Development/Training account funds in
house training for County employees. In conjunction with the operating
departments, the Personnel Department plans and coordinates training
programs using these funds. The training and development opportunities are
designed to support County goals and initiatives and to meet the general
needs of all employees. Attachment 2 includes examples of the County
employee training calendars for September — December 1998 and January —
April 1999. Examples of such training include:
Computer training - A primary goal has been to improve employee
productivity and efficiency by increasing employee knowledge and skill in
computer use. - Some examples of computer training offered to employees
are Windows 95/98, Word 97, Excel and Access. The Employee
Development account includes $15,000 for employee computer training.
2. Supervisory training — Another major focus of ft training has been
supervisory training. This includes skill training in employee
communication, coaching, problem solving and discipline for all new
supervisors. For other supervisors, it has included such training as
working with problem employees dealing with absenteeism, using the
work planning and performance review program and the like. The
Department Head Retreat and extended department head meetings also
are funded through the employee development account.
3. Customer Service Training — In support of providing high quality customer
service to citizens, the County has provided ongoing customer service
training through the employee development funds. These programs are
designed to develop employee skills in serving citizens with care and
respect.
4. Workplace Violence Prevention - Orange County is concerned with the
security and safety of its employees and citizens. Staff safety training is
mandatory for all employees and is designed to help employees learn
skills and develop techniques to be safer in the workplace.
5. Cultural Diversity Training - Orange County's Human Relations
Commission has identified as one of its goals to assess and develop
recommendations to meet the needs of the County's Hispanic/Latino
population. County training opportunities will support this goal by offering
employees cultural diversity training and continuing to offer Spanish
language instruction for employees.
_�_3
Enclosure 4, Attachment I
B. Each County department also has a budget for travel and training. These
departmental training budgets primarily are used to provide specialized
training and professional development that is specific to an employee's
position. For example, the Finance Department has funds to train accounting
technicians in accounting related matters and the Department of Social
Services sends child protective service social workers to training that provides
instruction on how to conduct investigations of child sexual.-abuse.
C. The reasons why the County employee training is funded centrally rather than
from departmental accounts, include the following:
1 Greater cost-efficiency - The Personnel Department can contract for
training services for all employees in bulk, thereby reducing the overall
cost of the service provided. For, example, the County contracted with
New Horizons Learning Center for computer training of its 600 employees
at a cost per employee of $70. If an individual employee were to register
for the same computer training class, the cost to the department would be
$145. Recently Purchasing and Personnel rebid the contract for computer
training and the proposed rate for 1999-00 will be even lower.
2. Higher quality and ,consistency - By managing County training centrally
through the Personnel Department, the training coordinator can provide
ongoing assessment of both the County and employee's needs. The
coordinator' can contract for training programs and providers that best,
meet the overall needs of County employees. The training offered can
also be tailored to take account of the County's goals, needs and desires.
3. Support for Countywide initiatives — There are County objectives and
initiatives applicable to all employees such as customer service, work
place violence prevention, cultural diversity, among others. By providing
this training centrally, the County can assure that all employees receive
training in these areas.
H:Xe\train.doc
June 10, 1999
--J/, — 41
Enclosure 4, Attachment 2
Orange County
Trainina and Develojpntewi
�oWnt� of �t
Personnel Department
208 South Cameron Street
Hillsborough, NC 27278
Name: Department: Phone:
Course Title: Date:
Course Title-,... Date:
Course Title• Date•
Is this course an off -site computer training course offered at New Horizons Computer Learning
Center in Research Triangle Park?
Yes (Please note that travel costs must be paid by the department.)
No
Employee Signature
Department Head Authorization:
Date:
Cancellation Policy For On -site Training: You may cancel your registration
for on -site training classes with no penalty by calling the Personnel
Department (Extension 2551) 48 hours in advance of the scheduled class. If
you must cancel a class with less than a 48 hour notice, or if you attend the
class for less than half of the class time, your department will be charged for
the cost of training materials and instruction for the class, not to exceed $60,
for any unfilled training space. It is the department's responsibility to fill the
training space if less than a 48 hour notice is given to Personnel. When
possible, Personnel will assist in finding a replacement for
your space.
Cancellation Policy For Training at New Horizons
Computer Learning Center: Cancellation of computer
training classes held at New Horizons Computer Learning
Center in Research Triangle Park requires a 5 -day advance
notice to the Personnel Department. If you are unable to
provide the required notice or find a substitute to attend
class in your place, your department will be charged $70
Please submit this Course Enrollment Form to the Personnel Department by
_Friday, Tanuary 15. Once your registration is confirmed, you will receive a call
from the Personnel Department.
If you have any questions about enrollment or the training courses, please call Gwen
Capers at Extension 2551. ,'` 69
General interest -Courses-
New Employee orientation:
You don't have to be a new employee to attend this session! This
orientation covers important personnel information such as position
classification, salary administration, EEO and Sexual Harassment
policies, Work Planning and Performance Review (WPPR),
Disciplinary Action and Grievance Procedures, employee training and
development, customer service orientation, wellness and payroll
information.
This is a good opportunity to ask Personnel staff any
questions you may have about county policy or
procedures. This class is required for all new employees!
Personnel and Finance staff are the instructors.
Conversational Spanish 1:
This beginning. Spanish course assists participants learn the language
using real life and work "survival" situations in the Spanish - speaking
world. The course is built around key topics and concepts, which
provide a unified, progressive and integrated approach to learning the
Spanish through:
• Vocabulary related to the theme of the lesson.
• Conversation using short situational dialogues.
• Grammatical Structures in their most commonly used forms.
• Exercises designed to maximize opportunity for direct interaction
between participants and teacher and participant interaction in
pairs.
• Cultural notes on specific themes used to ' describe Hispanic
culture.
Note: Employees are expected to make a commitment for the full
ten -week series of classes. The Personnel Department is assuming a.
portion of the course fee and departments will be expected to assume
the cost of the books at $20 per participant.
�r
Karin Vander Elst, the instructor is originally from Argentina. She is
fluent in four languages including Spanish. She has extensive
background in teaching both French and Spanish and is currently
teaching Spanish classes in continuing education at Duke University.
When: (Select One)
Tuesday, January 26
9:00 a.m. - 2:00 p.m.
Friday, February 26
9:00 am 2:00 pm
Where: Government 'Services
Center Meeting Room
When: Tuesdays & Thursdays
2:00 pm - 3:00pm
February 2 - April S
Where: Department on Aging
Conference Room
N
General Interest. co—,
urses
Understanding , _ a Others
in • Teams:
This course is not for individual participants. Rather, it is
designed for intact work teams and will be offered on a
first -come, first- served basis to the work teams that sign up.
This workshop will focus on the different personality types in the
workplace and explore the strengths, needs and motivations for
behavior by using the Myers - Briggs Type Indicator. It will focus on
working together as a team,. communicating with team members and
holding meetings as a team.
Advanced Myers -Briggs workshops for work teams are also
available. This session will focus on problem - solving skills
and styles in groups.
Enrollment is limited to a minimum of 6 and a maximum of 20
employees. Employees must make a commitment to taking the
Myers - Briggs one -month in advance so the results can be scored
before this workshop.
Note: Personnel will be assuming a portion of the course fee and
departments will also be expected to assume a part of the fee at $15
per participant.
Rosalie Blowe; consultant and trainer, is the instructor.
Presentatin Excellence
The ability to speak clearly and persuasively before a group of people
is a highly valued commodity and critical to individual success. This
course will provide participants with the. techniques and skills to
design and deliver a polished, professional presentation..
Topics include:
• Ways to Structure a Presentation
• Audience Analysis
• Delivery Techniques
• The Art of Answering
• Visual Aids
• How to Handle Nervousness and Stage Fright
John Nance, trainer and consultant has a reputation for
excellence as a distinguished and dynamic instructor and
coach. He has over 20 years experience as a management
and development consultant.
Scheduled as Requested
Where Tuesday 3116199
9:00 am - 4.30 pm
Where: Government Services
Center Meeting Room
�_ ?J
Health & Wellness
Workplace Violence Prevention Training:
C +�
This staff safety training is designed to help employees learn skills and
techniques in order to be safer in the workplace.
Topics include:
• M:inimbing Risks
•
Office Practices and Procedures for Safety
® General Prevention Guidelines
® Assessing the Potential for Violence
® Orange County's Policy and Guidelines on Workplace Violence
Prevention
Enrollment is limited to 15 employees.
This training is mandatory for all county employees and will be
offered on a continuing basis throughout the year.
Instructors will be County employees trained in Workplace Violence
Prevention.
Fire Extinguisher Training
Participants in this session will learn about the importance and use of
fire extinguishers through classroom information and practical
exercises. At least one employee from each department or work area is
encouraged to attend.
Enrollment is limited to 15 participants.
EMS Staff will be the instructors.
IVoonliting:
If you are interested in losing. weight, or just learning how to eat
healthier, then you may be interested in Noonliting. Topics include
using the food guide pyramid, calorie hints, food preparation to trim the
fat, snacking lite and eating out.
There is a one time enrollment fee of $10 plus an additional $11 in
fees for the kitty. Kitty money is shared among participants who
meet their weight loss goal. Fees are paid by the employee.
The Cooperative Extension Service sponsors Noonliting.
To register call 732 -8181 extension 2053.
All classes will meet from
8:30 am - 4:30 pm
Please Select One:
*' When Friday, 1/29/99
Where: EMS Conference Rm
* When: Tuesday, 2,/9/99
Where: Government Services
Center Meeting Room
* When: Friday, 2,/12,/99
Where: SHSC Conference Rm D
* When: Wednesday, 2,/24/99
Where: EMS Conference Rm
* When: Friday, 3/12/99
Where: SHSC Conference Rm D
When: Tuesday, March 9
9:00 am -11:00 am
Where: Department on Aging
Conference Room
Please Select One:
When: Every Wednesday,
January 21 - April 14,
12:00 pm -12:50 pm
Where: Chapel Hill Senior
Center, Chapel Hill
When: Every Thursday, January
22 - April 15,
12 :00 pm -12.50 pm
Where: Cooperative Extension
Service Food Lab, Hillsborough
X/ - �' ,
SUPERVISORY COURSE OFFERINGS,
If 1"P _,
no
This session will provide supervisors with an opportumity to review the When: Friday, 11:22199
key principles and interaction guidelines of Interaction Management. 9:00 am -1:00 pm
Participants will have an opportunity to practice skills learned using real Where: Government Services
workplace examples. Center Meeting Room
Participants must have already completed Interaction Management
training to register for this class. Please plan on submitting a scenario
for skill practice in advance. Enrollment is limited to 18 employees.
Annis Davis is the instructor.
We know the Employee Assistance Program (EAP) helps employees
resolve their personal problems. Now, EAP also includes consulting
services to help supervisors overcome problems with staff. Discussion
topics will include how to use EAP, when to make employee referrals
and how to access direct workplace assistance for. supervisors.
Anne Robertson F.AP Consultant, will be the instructor.
Constructive Discipline:
When: Friday, 215199
9:00 am -10:30 am
Where: Government Services
Center Meeting Room
While no one likes to take disciplinary action, this course presents a
"how to" guide for supervisors in taking ffective disci When: Friday, March 5
g disciplinary ,.action to
improve employee performance. Topics will include Orange County s
Disci 9:00 am -12:00 pm
Disciplinary Procedure, the causes of disciplinary action, disciplinary
action based on work performance or personal conduct, and the Where: Government. Services
employee appeals process. Center Meeting Room
Elaine Holmes, Personnel Director is the instructor.
This session will provide guidelines for the recruitment and selection
process. Discussion will focus on how to meet the legal requirements of
recruitment and selection while choosing the best candidate for the job.
Michael Edmonds, Personnel Analyst is the instructor.
When: Friday, Apri116
9:00 am -12:00 pm
Where: Government Services
Center Meeting Room
_Z, /,;In
Classes are offered to units or departments at their request. All classes are
2 hours in length and will be held in the Southern Human Service Center or
the Government Services Center Conference Room. Enrollment is limited to
10 participants so that each employee will have access to a computer.
This course explores using Windows 95 or Windows 98 to move
around the desktop, understanding menus and dialog boxes, using
Help, using the Windows Explorer to work with files, using My
Computer and the Recycle Bin, as well as the Control Panel.
Additional options, such as the Windows Accessories and customizing
the desktop are also covered. .
George Eberle is the instructor.
Classes are 2 hours in length
and will be Scheduled as
Requested
The classes listed below are held at New Horizon's. Training Facility in Research Triangle
Park. The Personnel Department pays the course fee. The department pays travel costs. Each
class session begins promptly at 9:00 and ends at 5:00. All classes are one day in length unless
noted otherwise. The Personnel Department will coordinate your registration for these classes.
Please be aware that New Horizon's cancellation policy for these classes requires a 5 day
advance notice or your department will be billed for the class.
To register for Windows 95 training, you must have access to Windows 95 at the time the class
is held.
Beginning windows 95*
This class introduces you to the basic elements of Windows 95.
You will learn to manipulate and use the Windows environment.
You will also perform and save a find, use the Explorer, and learn
to manage your files.
Class Dates (Select One):
Thursday, January 21
Monday, January 25
Friday, February 5
Tuesday, February 9
Friday, February 12
Monday, February 22
Tuesday, March 2
Friday, . March 19
Friday, March 26
Wednesday, March 31
Thursday, April 8
Monday, April 19
Friday, April 30
Intermediate Windows 95
This class introduces you to the intermediate elements of Windows
95. You will learn to modify the environment, multitask,.
understand fonts and printing, and link and embed objects.
Advanced Windows 9
This Class introduces you to the advanced elements of Windows 95.
You will learn to protect data, customize .the interface, optimize
performance, and use a troubleshooter.
-In this class you will learn to edit, format, save and print a
document. The following components : will be covered: Word
Basics; Editing and Formatting; Working with Tabs and Creating
the Final Product.
intermediate . .` 6.0 for dows 3.1
This course stresses mail= merging, outlining, table of contents,
indexing, footnotes and boilerplates. The following topics will be
covered: Advanced Editing Tools; Columns and Tables ;.
Introduction to Desktop Publishing.
Advanced • . 6.0 for, . r
This course is designed for the "power- user" stressing styles,
graphics, advanced table features and macros. The following topics
will be covered: Using word styles; Sect ons and Graphics; Tables
and Formulas; Macros and Templates.
Class Dates (Se One)
Friday, January 29
Thursday, February 11
Thursday, February 18
Tuesday, February 23
Friday, March 5
Wednesday, March 24
Monday, April 5
Thursday, April 22
Class Dates (Select One):
Friday, January 22
Wednesday, February 17
Tuesday, March 16
Wednesday, April 14
Friday, April 30
Class Dates (Select ne).
Tuesday, January 19
Monday, March 22
Class Date:
Wednesday, April 7
K/ - J2-
In this course, you will learn to edit, format, save, and print a
document. The following topics will be covered: Word Basics,
Automatic Formatting, Editing and Formatting, and Creating the
Final Product.
This course stresses mail- merging, tables of contents, indexing,
footnotes, and boilerplates. The following topics will be covered:
Advanced Editing Tools, Columns and Tables, Using -the Reference
Tools, and Mail Merging.
Advanced Word 97 for Windows '
This course is structured for the "power user," stressing styles,
graphics, advanced table features, and macros. It will cover: Using
Styles and Workgroup Editing, Sections and Graphics, Tables and
Formulas, and Macros and Templates.
Beginning Excel 5.0 for windows 3.1
This course is designed to . develop foundation
worksheet/spreadsheet skills. The following components will be
covered: Excel Basics; Formulas and Formats; Preview and Print;
Using Charts.
intermediate Excel 5.0 for windows 3.1
This course presents many of Excel's pdWerful features. Custom
numeric formatting, multiple cell selection and naming ranges will
be discussed. You will use the database features to sort, search and
extract information from your collected data. The following topics
are included in the session: Database Basics; Database
Management; Link and Protect Workbooks; Macros.
Class Dates (Select One):
Monday, January 18
Friday, January 29
Wednesday, February 3
Friday, February 12
Thursday, February 25
Wednesday, March 3
Tuesday, March 16
Thursday, March 25
Monday, April 5
Thursday, April 15
Tuesday, April 20
Thursday, April 29
Class Dates (Select One):
Tuesday; January 26
Tuesday, February 16
Friday, February 26
Monday, March 15
Monday, March 22
Thursday, April 1
Monday, April 26
Class Dates (Select One):
Thursday, January 28
Tuesday, February 23
Tuesday, March 30
Wednesday, April 28
Class Dates (Select One):
Wednesday, February 10
Thursday, March 18
Class Dates (Select One):
Wednesday, February 24
Tuesday, March 30
Al-, 13
Advanced Excel 5.0 • Windows
This course will explore lookup and data tables, array functions and
conditional functions to give your spreadsheet added "intelligence ".
You will learn how to create advanced macros and about the
Scenario Manager. The following topics are included: Using IF
Logic; Advanced.Data Management; User - defined Functions; and
Customizing Excel
Beginning Excel 97 for Windows 95*
This one day class covers Excel 97 basics, formulas and formats,
preview and print, and charts and maps.
Intermediate Excel 97 for Windows 95*
This class covers working with database basics, database
management, linking and protecting and Visual Basic.
Advanced Excel 97 for Windows 95*
This class covers using IF logic, advanced data management, user
defined functions and customizing Excel.
Beginning Access 97 for Wind ®vlrs 95
(Two -Day class)
This ' two -day class introduces the Access relational database
concepts, providing a foundation for, database management.
Students learn how to design tables and forms, how to search and
sort data, how to import and export data, and how to create reports.
Class Date:
Friday, April 2
Class Dates (Choose One):
Tuesday, January '19
Thursday, January 28
Friday, February S
Tuesday, February 9
Thursday, February 18
Thursday, March 4
Tuesday, March 16
Wednesday, March 31
Thursday, April l
Wednesday, April 7
Wednesday, April 21
.Thursday, April 29
Class Dates (Choose One):
Friday, January 22
Monday, February 1
Friday, February 26
Tuesday, March 9
Wednesday, March 24
Tuesday, April 13
Thursday, April 22
Class Date:
Monday; January 25
Thursday, February 11
Friday, March 12
Friday, April 23
Class Dates (Select One):
Fridays, January 22 & 29
Tuesdays, February 2 & 9
Wednesdays, February 10 & 17
Fridays, February 19 & 26
Mondays, March 1 & S
Thursdays, March 11 & 18
Tuesdays, March 23 & 30
Fridays, April 2 & 9
Wednesdays, April 14 & 21
intermediate Access 97 for Windows 95*
This class students will learn how to manipulate data through
advanced Access queries, custom forms, and table techniques.
Advanced Access 97 for Windows 95*
This class will focus on Access macros and programming. The
following topics are included: Using Macros; Access Modules,
Writing in Access Basic; Power Access Techniques. .
:Iegihning PowerPoint 4.0 for Windows 3.1
This course offers comprehensive training in the creation of slides,
custom drawings, and graphs. These capabilities make it possible
to create presentations with a truly professional appearance. The
following components will be covered: Presentation Basics,
Presentation-and File Management, Drawing and Graphics.
:Intermediate PowerPoint 4.0 for Windows
This course explores the creative possibilities of PowerPoint
through the use of special effects and more advanced presentation
tools. The following topics are included: .Advance Graphic
Techniques; Working with Templates; Special Effects; . The
Presentation.
This one day class covers PowerPoint 97 for Windows basics,
working with slides, drawing and graphics and the finishing
touches.
intermediate Powerpoint °97 for Windows
95*
This one day class covers data charts, advanced text formatting,
working with templates and advanced slide shows.
Class Dates (Select One):
Thursday, January 21
Friday, February 12
Monday, February 22
Wednesday, March 10
Wednesday, March 31
Monday, April 12
Tuesday, April 27
Class Dates (Select One):
Wednesday, January 27
Wednesday, February 24
Friday, March 19
Thursday; April 29
Class Date:
Tuesday, February 2
Class Date:
Monday, March I
Class Dates (Choose One):
Tuesday, January 26
Monday, February 8
Friday, March 12
Monday, March 22
Tuesday, April 6
Tuesday, April 27
Class Dates (Choose .One):
Wednesday, February 3
Wednesday, March 17
Friday, April 9
a
Beginning MS PUblisher 97 (Two-i-Day Class)
This two day class explores creating, enhancing, and printing
various types of publications including business cards, letterhead
stationary, a newsletter, and a flyer using Microsoft Publisher.
Groupwise End User 5.2
This class introduces you to GroupWise basics and GroupWise
mail, calendar and task management features.
Beginning FrontPage 98 for Windows qs*1
This course includes an introduction to FrontPage, creating and
using hyperlinks, creating and developing a web page, and
beginning text and graphic use.
Intermediate Fr®nt a e 98 for Windows
95*
This course explores the application of graphical themes,
intermediate graphic use, ` lists and tables, and creating and using
special effects.
Advanced FrontPage 98 for Windows 95*
This course explores advanced web creation, adding frames,
creating forms, and using other FrontPage components.
Class Dates-
Mondays, March 15 & 22
Class Date:
Friday, February S
Class Dates (Select tine):
Tuesday, January 26
Friday, March 19
Thursday, April 22
Class Dates (Select One): ,
Friday, January 29
Monday, March 29
F ss Date: nday, April 26
Don't Forget! The Personnel Department has self - paced tutorials for Windows,
Word, Excel, Access and PowerPoint available for one -week check out. Windows
95 tutorial is., also available for check out on CD -ROM. For Windows 95 tutorial,
you must have access to audio or multimedia speakers.
September - December 19-98
t
t�'Ct`� t 7-7rrrrq
\-1
<41t �x fi
Personnel Department
208 South Cameron Street
Hillsborough, NC 27278
s�
a M
Name: Department: Phone:
Course Title: Date:
Course Title:
Date:
Course Title: Date:
Is this course an off-site computer training course I offered at New Horizons Computer
Learning Center in Research Triangle Park?
—Yes (Please note that travel costs must'be paid by the department.)
No
'Employee Signature
Department Head Authorization:
.Date:
Cancellation Policy For on-site Training: You may cancel Your registration for on-site
training classes with no penalty by calling the Personnel Department 48 hours in advance
of the scheduled class. If YOU must cancel a class with less than a 48 hour notice, or if you
attend the class for less than half of the class time, Your department will be charged for
the cost of training materials and instruction.for the class, not to exceed 560, for any
•unfilled training space. It is the department's respbnsibilityto fill the training space if
less than a 48 hour notice is given to Personnel. When Possible, Personnel will assist in
,finding a replacement for Your space.
Cancellation POWW For Training at New Horizons Computer Learning Center:
Cancellation Of Computer training classes held at New Horizons Computer Learning
Center in Research Triangle Park requires a 5-day advance notice to the Personnel
Department. If you are unable to provide the required notice or find a substitute to
attend the class in your place, your department will be charged $70.
Please submit this Course Enrollment Form to Gwen Capers in the Personnel Department by
Monday, September 8. Once your registration is confirmed, you will receive a call from the
Personnel Department.
m I W I[ A Mild=
New Employee Orientation:
You don't have to be a new employee to attend this session!
This orientation covers important personnel information such
as position classification, salary administration, EEO and
Sexual Harassment policies, Work Planning and Performance
Review (WPPR), Disciplinary Action and Grievance
Procedures, employee training and development, customer
service orientation, wellness and payroll information.
Required for all new employees.
. • -
This workshop will focus on the different personality types in
the workplace and explore the strengths, needs and
motivations for behavior by using the Myers- Briggs Type
Indicator. It will focus on helping employees look at
themselves in relation to others, to their work and their
environment.
Enrollment is limited to 20 employees. Employees must make a
commitment to taking the Myers- Briggs one -month in advance so
the results can be scored before this workshop.
Rosalie Blowe, consultant and trainer, is the instructor.
HOW TO Bring OUt The Best in People At
Their Worst:
There are difficult people everywhere and they can make your life
stressful and unpleasant and prevent you from being as effective as
you could be on the job. This training will help you to understand the
motives and fears that compel people to be challenging. It will also
teach you communication skills and techniques that will help you
resolve conflict on the job.
Enrollment is limited to 25 employees.
Rosalie Blowe, consultant and trainer, is the instructor.
When: (Select One)
Friday, 8128198
Friday, 10123198
9:00 a.m. - 2:00 p.m.
Lunch Included!
Where: Government Services
Center Conference Room
When: Tuesday, 10113198
8:30 a.m. -12:30 p.m.
Where: Government Services
Center Conference Room
When: Friday, 1116198.
8:30 a.m. -12:30 p.m.
Where: Government Services
Center Conference Room
f«jjj JY
[:,m I - - " , I
Workplace Violence Prevention
This staff safety training is designed to help employees be safer in the
workplace. This program will teach you how to recognize unsafe
situations before they occur and develop crisis intervention skills.
Enrollment is limited to 20 employees.
Kathy Glassock and Oliver Melvin are the instructors.
CPR - Initial certificati ®n &
Re- Certificati ®n
This course teaches the lifesaving skills of CPR and reviews the
signs and symptoms of heart attacks and the risk factors
associated with heart disease. A practical test is included as part
of the certification process.
The re- certification course is for those employees wishing to
update and practice their CPR skills. CPR certification can now
be renewed every two years. Enrollment in each class is limited
to 10 employees.
EMS is the instructor.
manage LUNCHTIME SEMINAne-
•
F-mployee Assistance Program:
Did you know that the EAP could help you deal with parenting issues,
legal problems and financial management? Find out what the EAP can
do for you, when to call them and how to access this important resource.
During these brown bag lunchtime seminars you will learn about all the
services offered by the EAP as well as warning signs and signals of
stress and depression.
Anne Robertson, EAP Representative, is the instructor.
Ain't Misbehaving?
Do you have teenagers at home or work with them during the day?
Using Systematic Training for Effective Parenting (STEP) program
techniques, this lunchtime workshop will help you identify the goals of
a teen's misbehavior. The trainer will use real examples of problems
you are having with your teen.
Bonnie Ferrell, Parenting Social Worker, is the instructor.
When: Tuesday, 11/17198
8.30 a.m. - 4:30 p.m.
Where: Orange County Public
Library Conference Room
When: Thursday, 1115198
Initial CPR
8:00 a.m.- 2:00 p.m.
When: Friday, 1116198
Re- Certification
8:00 a.m. -12:00 p.m.
Where: EMS
Dates (Select One):.
When: Thursday, 10115198
12:00 p.m.. -1:00 p.m.
Where: Southern Human Services
Center Library
When: Thursday, 10 129198
1. 12:00 P.M. -1:00 P.M.
Where: 'Government Services Annex
Conference Room
When: Thursday, 1115198
12:00 p.m. -1:00 p.m.
Where: Government Services Center
Conference Room
n
I' •• • • • -
This beginning Spanish course offers a practical and simple approach
to acquiring enough knowledge of Spanish to meet your needs at
work. Through a series of drills and exercises, you'll develop_
essential communication skills including key phrases related to
specific job situations. Special emphasis is given in listening,
repetition and pronunciation during group conversations. Enrollment
is limited to 25 employees.
Note: Employees are expected to make a commitment for the full
ten -week series of classes. The Personnel Department is assuming a
portion of the course fee and departments will be expected to assume
the cost of the workbooks at $25 per participant.
Carlos and Millie Nunez, are the instructors.
• • •: ` • - •
interaction id
• - - for
This is a series of six classes. offered to new supervisors or supervisors
who have not previously participated in Interaction Management
training, and who are directly responsible for the day -to -day operations
of a work group.
This series is designed to be taken in its entirety as each course builds on
the previous week's class. Classes include the introduction of key
principles and interaction guidelines that are considered critical skills for
effective supervision.
Class enrollment is limited to 20 employees.
Annis Davis, consultant and trainer, is the instructor. C-091" 1�5
r1��,
1 21 <
When: Tuesdays & Thursdays
4.00 p.m. - 5:00 p.m.
1016198 & 1018198
10113198 & 10115198*
10120198 & 10122198
10127198 & 10129198*
1113198 & 1115198
11110198 & 11A2198*
11/17198 & 11/19198
Thanksgiving Break
1211198 & 1213198
1218198 & 12110198*
12115198 & 12117198
Where: Government Services
Center Conference Room
( *These classes will be held in
the Department on Aging
Conference Room.)
When: Fridays
8:30 a.m. -12:30 p.m:
9/18/98
9/25/98
10/2/98
10/9/98
10/16/98
10/30/98
Where: Government Services
Center Conference Room
�f
Supervisory course •
Employee issues:
Depression affects more employees in the workplace than any other single
behavioral health issue. Lost productivity and absenteeism are among
some of the problems associated with depression. This workshop will
suggest how'to handle work performance issues associated with depression
and discuss as well as other mental health issues. It will cover how and
when to make a referral to the Employee Assistance Program, as well as,
other services offered to you by the EAR
Pat Collair, Counselor and Trainer, will be the instructor.
This training is required for Orange County supervisors who have not
Previously attended Drug and Alcohol Testing Policy training. It includes
testing coverage information and making reasonable suspicion
determination decisions.
Kathleen Goodhand, Personnel Analyst, Mike Edmonds, Personnel
Analyst, and Larry Faucette, Deputy Sheri are the instructors.
MIJ
When: Wednesday, 11/11198
9:00 a.m. -10:30 a.m.
Where: Government Services
Center Conference Room
When: Wednesday, 12 12198
8:30 a.m. —11:30 a.m.
Where: Government Services
Center Conference Room
When: Friday, 11120198
9:00 a.m. -12:00 p.m.
This session will review the key concepts of the Work Planning and
Performance Review Policy. The workshop will assist you in setting work
objectives and performance standards and provide you with tools to make
he WPPR process work more effectively for you and your employees.
Elaine Holmes, Personnel Director, is the instructor.
11 � !iii
Where: Government Services
Center Conference Room
on-Site Computer Training
REMEMBER: To Register for Windows 95 training, you must have access to
Windows 95 at the time the class is held. All classes are one day in length
unless otherwise noted. class size is limited to 12 participants so that each
employee will have access to their own computer.
Windows 95 introduction
This instructor -led course explores using Windows 95 to move
around the desktop, understanding menus and dialog boxes, using
Help, using the Windows Explorer to work with files, using My
Computer and the Recycle Bin, as well as Control Panel.
Additional options, such as the Windows Accessories and Applets,
exchanging information, and customizing desktop are also covered.
New Horizons is the instructor.
• ! I i I* Lelli 0 . - i Ili 1 11 iLe ;
This instructor -led course explores the new and enhanced features
of Word 97. Upon completing this hands -on course, the student
will have used: the Office Assistant, new features such as
workgroup, Office Art, hyperlinks, and saving in HTML format,
completed a binder with headers and footers, features such as
animated text, bordered and shaded text, AutoSummarize,
AutoCornplete, and table drawing
New Horizons is the instructor.
Publisher 97 For Windows 95/
introduction (TWO DAY CLASS)
This instructor -led course explores creating, enhancing, and
printing various types of publications including business cards,
letterhead stationary, a newsletter, and a flyer using Microsoft
Publisher.
New Horizons is the instructor.
GroupWise 5.2 for Windows*
95 /Introduction
This instructor -led course explores using GroupWise Mailbox as a
central communication point for themselves and others for whom
they have proxy privileges. Users create electronic mail messages,
schedule appointments, create task lists, notes, and phone
messages.
New Horizons is the instructor.
* YOU MUST HAVE ACCESS TO GROUPWISE 5.2 FOR WINDOWS
TO REGISTER FOR THIS CLASS.
When: (Select One)
Thursday, 9117198
Friday, 9118198
8:30 a.m. - 4:30 p.m.
Where: Southern Human
Services Center
When: (Select One)
Thursday, 10 18198
Friday, 1019198
8:30 a.m. - 4:30 p.m.
Where: Southern Human
Services Center
When: Thursday, 11112198 and
Friday, 11113198
8:30 a.m. - 4:30 p.m.
Where: Southern Human
Services Center
When Friday, 10116198
8:30 a.m. - 4:30 p.m.
Where: Southern Human
.Services Center
ILO 0101i i 141
The classes listed below are held at New Horizon's Training Facility in Research Triangle
Park. The Personnel Department pays the course fee. The department pays travel costs. Each
class session begins promptly at 9:00 and ends at 5:00. All classes are one day in length, unless
noted otherwise. The Personnel Department will coordinate your registration for these classes.
Please be aware that New Horizon's cancellation policy for these classes requires a 5 day
advance notice or your department will be billed for the class.
TM
In this class you will learn to edit, format, save and print a
document. The following components will be covered: Word
Basics; Editing and Formatting; Working with Tabs and
Creating the Final Product.
This course stresses mail-merging, outlining, table of
contents, indexing, footnotes and boilerplates. The following
topics will be covered: Advanced Editing Tools; Columns and
Tables; Introduction to Desktop Publishing.
This course is designed for the "power-user" stressing styles,
graphics, advanced table features and macros. The foll i
owmg
topics will be covered: Using word styles; Sections and
Graphics,; Tables and Formulas; Macros and Templates.
Beginning Word 97 for WindoWS 95*
In this course, you will learn to edit, format, save and *print a
document. The following topics will be covered: Word
Basics, Automatic Formatting, Editing and Formatting, and
Creating the Final Product.
This course stresses mail-merging, tables of contents,
indexing, footnotes, and boilerplates. The following topics
will be covered: Advanced Editing Tools, Columns and
Tables, Using the Reference Tools, and Mail Merging.
Class Dates (Select One):
Wednesday, September 2
Thursday, October 1
Thursday, November 5
Class Dates (Select One):
Friday, October 9
Monday, November 9
Class Date:
Wednesday, December 2
Class Dates (Select One):
Thursday, September 3
Monday, September 21
Yhursday, October 8
Monday, November 2
Friday, November 20
Wednesday, Dece ' mber 9
Thursday, December 31
Class Dates (Select One):
Wednesday, September 30
Thursday, October 22
Tuesday, November 24
Tuesday, December 15
Z/ '%" /
This course is structured for the "power user," stressing
styles, graphics, advanced table features, and macros. It will
cover: Using Styles and Workgroup, Editing, Sections and
Graphics, Tables ,and Formulas, and Macros and Templates.
seginning Excel 5.0 for Windows 3.1
This course is designed to develop foundation
worksheet/ spreadsheet I skills. The following components
will be covered: Excel Basics; Formulas and Formats; Preview
and Print; Using Charts.
intermediate Excel 5.0 for Window 3.1
This course presents many of Excel's powerful features.
Custom numeric formatting, multiple cell selection and
naming ranges will be discussed. You will use the database
features to sort, search and extract information from your
collected data. The following topics are included in the
session: Database Basics; Database Management; Link and
Protect Workbooks; Macros.
This course will explore lookup and data tables, array
functions and conditional functions to give your spreadsheet
added "intelligence". You will learn how to create advanced
macros and about the Scenario Manager. The following
topics are included: Using IF Logic; Advanced Data
Management; User-defined Functions; Customizing Excel.
& 0 �
This one day class covers Excel 97 basics, formulas and
formats, preview and print, and charts and maps.
Class Dates (Select One):
Monday, October 12
Friday, December 4
Class Dates (Select One):
Friday, September 4
Friday, October 2
Tuesday, November 3
Class Dates (Select. One):
Tuesday, October 13
Monday, December 14
Class Date:
Friday, December 18
Class Dates (Choose One):
Tuesday, September 8
Friday, September 25
Wednesday, October 7
Wednesday, November 4
Monday, November 23
Tuesday, December 29
Intermediate Excel 97 for Windows 95*
This class covers working with database basics, database
management, linking and protecting and Visual Basic.
This class covers using IF logic, advanced data management,
user defined functions and customizing Excel.
Beginning Access 97 for Windows 95
(TWO-Day
This two -day class introduces the Access relational database
concepts, providing a foundation for database management.
Students learn how to design tables and forms, how to search
and sort data, how to import and export data, and how to
create reports.
intermediate Access • Windows •
In this class students learn how to manipulate data through
advanced Access queries, custom forms, and table
techniques.
Advanced Access 97 for • • •
This class will focus on Access macros and programming.
The following topics are included: Using Macros; Access
Modules, Writing in Access Basic; Power Access Techniques.
Beginning PowerPoint 4.0 for windows 3.1
This course offers comprehensive training in the creation of
slides, custom drawings, and graphs. These capabilities
make it possible to create presentations with a truly
professional appearance. The following components will be
covered: Presentation Basics, Presentation and File
Management, Drawing and Graphics.
Class Dates (Choose One):
Monday, September 28
Thursday, October 22
Wednesday, November 18
Wednesday, December 23
Class Dates (Select One):
Tuesdays, September 15 & 22
Wednesdays, September 23 & 30
Thursdays, October 1 & 8'-
Tuesdays, October 27 &
November 3
Thursdays, November 12 & 19
Wednesdays, December 2 & 9
Tuesdays, December 22 & 29
Class Dates (Select One):
Tuesday, September 29
Friday, October 16
Wednesday, November 25
Wednesday, December 16
Class Dates (Select One
Thursday, October 29
Wednesday, December 23
Class D Select On
Thursday, September 3
Wednesday, October 7
Wednesday, November 4
I - o?
intermediate PowerPoint 4.0 for Windows
3.1
This course explores the creative possibilities of PowerPoint
through the use of special effects and more advanced
presentation tools. The following topics are included:
Advance Graphic Techniques; Working with Templates;
Special Effects; The Presentation.
13eginning Powerpoint 97 for Windows 94
This one day class covers PowerPoint 97 for Windows basics,
working with slides, drawing and graphics and the finishing
touches.
ntermediate Powerpoint 97 for Window
95*
This one day class covers data charts, advanced text
formatting, working with templates and advanced slide
shows.
Beginning FrontPage 98 for Windows 95*
This course includes an introduction to FrontPage, creating
and using hyperlinks, creating and developing a web page,
and beginning text and graphic use.
intermediate. FrontPage 98 for Windows
95*
This course explores the application of graphical themes,
intermediate graphic use, lists and tables, and creating and
using special effects.
Advanced FrontPage 98 for Windows 95*
This course explores advanced web creation, adding frames,
creating forms, and using other FrontPage components.
GroupWise End User 5.2
This class introduces you to GroupWise basics and
GroupWise mail, calendar and task management features.
Class Date:
Wednesday, October 21
Class Dates (Choose One):
Thursday, September 10
Monday, September 28
Tuesday, October 13
Monday, November 16
Friday, December 4
Class Dates (Choose One):
Tuesday, November 10
Friday, December 18
Class Dates (Select One):
Friday, September 11
Wednesday, October 21
I
Monday, December 28
Class Dates (Select, One):
Friday, September 25
Thursday, November 12
Class Date:
Thursday, December 31
Class Date:
Friday, October 16
2 7
Beginning Windom 95*
This class introduces you to the basic elements of Windows
95. You will learn to manipulate and use the Windows
environment. You will also perform and save a find, use the
Explorer, and learn to manage your files.
This class introduces you to the intermediate elements of
Windows 95. You will learn to modify the environment,
multitask, understand fonts and printing, and link and
embed objects.
This Class introduces you to the advanced elements of
Windows 95. You will learn to protect data, customize the
interface, optimize performance, and use a troubleshooter.
• _ .
Class Dates (Select One):
Tuesday, September I
Wednesday, September 23
Tuesday, October 6
Thursday, October 22
Wednesday, November 11
Tuesday, December 15
Class Dates (Select One):
Tuesday, September 29
Wednesday, October 28
Thursday, November 19
Monday, December 21
This class is intended for experienced Office and Office 95 Class Date:
users who are upgrading to Office 97. It explores features Tuesday,' November 3
P� g p
new to Office 97 versions of Word, Access, Excel and
PowerPoint.
on-site • - • information
(Short SVStems
Introduction to ; the Internet and Netscap-
These classes will provide an introduction to the Internet and
teach you how to access the Internet through the Netscape
Navigator.
Enrollment for the classes in the Southern Human Services
Center is limited to 12 employees. PC's for hands -on
practice will be available for'this class only.
Jane Sparks is the instructor.
Class Dates (Select One):
When: Tuesday, September 22
9: 00 a.m. —10:30 a.m. and
2: 00 p. m. — 3: 30 p. m.
Where: Government Services
Center
Class Dates (Select, One):
When: Friday, November 6
9:00 a.m. —11:00 a.m. and
2: 00 p. m. — 4: 00 p. m.
Where: Southern Human
Services Center
REMEMBER, TO REGISTER FOR WINDOW 95 TRAINING, YOU MUST HAVE ACCESS TO
WINDOWS 95 AT THE TIME THE CLASS IS HELD.
For more detailed descriptions of the Microsoft Office computer training
courses or to check out one of the self -paced computer class tutorials, please call
Gwen Capers at extension 2551.
Enclosure 4
Attachment 3
Five Year Summary of Travel and Training
1995 -96
1996 -97
1997 -98
1998 -99
1999 -00
Actual
Actual
Actual
Original budget
Recommended
1001 Travel $126,907
$146,685
$155,221
$163,591
$161,581
1011 Training $0
$0
$0
$42,918*
$65,257
Total Travel & Training $126,907
$146,685
$155,221
$206,509
$226,838
* Marks the first year that Travel and Training were budgeted separately
Enclosure 5
Outside Agencies
As stated on pages 1 -10 of the Budget Message, we tried to maintain a balance between
County departments and outside agencies. As in previous years, new agencies were not
added to the list of outside agencies receiving funding. The outside agencies the Board
wishes to consider are listed below.
1. Criteria for Evaluating Non-Profit Agency Capital Campaign Requests
See criteria in Attachment 1 of this enclosure.
2. Historic Hillsborough Commission (budget page 11-5)
The Historic Hillsborough Commission preserves the Burwell School. Funding has
remained constant at $3,000 in previous years. This fiscal year the agency has
requested a $2,000 increase to expand programs and activities.
3. Orange County Historical Museum (budget page 11-5)
The Historical Museum has requested $1,000 over their current funding amount of
$4,000 to expand interpretive programs, conservation projects and education/outreach
programs.
4. Institute of Government Facility Contribution (not included in the Manager's
Recommended Budget)
Recently, a request was . received from the Association of County Commissioners for
Orange County to consider pledging a contribution to help defray the additional cost
for the new tonstruction at the Institute of Government. An additional $4 million is
needed because construction costs in this tight market are apparently going to exceed
the $15 million in State funding for this project. The NCACC has suggested that each
county consider making a pledge equal to its annual operating support to the IOG.
The 1999-2000 County budget currently includes $8,580 for IOG operating support.
The Manager's Recommended Budget did not include funding for this project in the
1999-2000 budget because the request was received so late in the budget process.
The IOG is a tremendous asset to North Carolina local governments, and particularly
to Orange County, because it is right here in our backyard. If the Board feels so
inclined, funding in the amount of $2,860 (as the first payment in a three year pledge
of $8,580) could be added to the budget during the "outside agency" discussion at the
June 15 work session. -Background information on this request from the NCACC is
included at Attachment 2.
5. Land Trust/Orange Community Housing Corporation (budget page 11-7)
In the current fiscal year (1998-99), the OCHC received an additional $19,000 to
eliminate an operating deficit. At the December 1, 1998 Board meeting, the" Land
Trust Implementation Task Force presented recommendations to the Commissioners
15-_y
Enclosure 5
regarding the implementation of a Community Land Trust in the County. While the
Commissioners approved the concepts, they did not commit funds to the project.
Orange Community Housing Corporation's 1999 -00 funding request included $8,000
for the administration of the Land Trust as well as an increase of $19,000 in the 1998-
99 base budget. The Manager's recommendation included the increase in the base
budget, but provided no funding for the administration of the Land Trust.
6. County Funding for Chapel Hill Parks and Recreation (budget page 11- 12)and
7. County Funding for 'Chapel Hill Library Program (budget page 11 -11)
At the May 27 public hearing, the Chapel Hill Public Library Board of Trustees
requested reimbursement for library patrons living outside of the Town of Chapel
Hill.
In addition at the June 3 public hearing, the Chapel Hill Parks and Recreation
Commission requested that the County reimburse the Town for costs incurred in
serving County residents as program participants who are not residents of Chapel
Hill. The Parks and Recreation Commission's presentation to the Board did not
address Carrboro residents.
The Town Parks and Recreation staff has informed the County that tracking of parks
and recreation program participants by jurisdiction other than Chapel Hill is not
maintained across all programs. Carrboro residents and other residents are considered
"not residents of Chapel Hill ". In some classes offered by Parks and Recreation
residency can be tracked. The Town staff conducts random sampling of participants
to determine residency.
8. Freedom House (not included in Manager's Recommended Budget)
This agency has not received County annual funding for operations in the past.
Beginning fiscal year 1995 -96 through the current fiscal year (1998 -99), Freedom
House has received $166,320 of Criminal Justice Partnership Program (CJPP) and
approximately $300,000 of HOME funds for the construction of additional Freedom
House residential and treatment facilities. Freedom House has requested $15,000 for
the operation of the new facilities.
Enclosure 5
Attachment 1
Criteria for Evaluating Non - Profit Agency Capital Campaign Requests
When considering a request for contribution by the County to a capital campaign by anon- profit
organization the following questions could be considered:
Regarding the service that the requestor shall provide through the facility:
1. Is the service being provided by the requestor consistent with goals that the County may wish
to pursue?
2. Will the building allow the agency to meet a service need for a significant number of County
citizens?
3. Is the service to be provided through the facility duplicative in nature to other services
provided by the County or other agencies that they support?
Regarding funding:
1. What percentage of the overall commitment is the County being asked to contribute?
2. If the agency presently leases space, how many years will it take to break even, lease vs.
own?
3. Does the agency plan to seek revenue, through subleases or other means to offset debt
service?
4. In what circumstances should the County provide "loans" as opposed to contributions that
need not be repaid?
5. When should the County require an agency to match the County's contribution for the capital
contribution?
6. Shall the County require a funding plan outlining how the total project shall be paid for prior
to the County considering a request?
7. Funds shall be used only for the purpose specified by the requestor. If they are used for any
other purpose, they shall be returned to the County immediately.
Regarding disposal of the property:
1. How many years should an agency maintain ownership /primary residency in the facility
without repaying any County contribution?
2. If the property,is sold prior to this time, what percentage of their investment should the
County expect to be returned by the agency?
3. If the property is sold, should the County under all circumstances receive back the amount of
its contribution?
Regarding other factors:
1. Will the property be removed from the tax rolls?
2. If so, how much revenue could potentially be lost by the County and other taxing
jurisdictions?
3. Is the building being purchased or built a good value for the money being spent?
4. If the facility is to be renovated, will the finished product fetch market rate if the agency opts
to sell at some point or will the renovation exceed the value of the building?
5. Does the County have the opportunity to use meeting rooms that may be in the facility free of
charge if we contribute?
When the Board has provided direction on each of these, we can then put together a multi -level
set of criteria that they could use when considering whether the request should receive County
funding. If further information is needed, please advise.
May 12, 1999
North Carolina
Association of
County Commissioners
Dear County and Municipal Officials:
North Carolina
League of
Municipalities
Enclosure. �
'11_IY. '.VIII... At �• .
North Carolina cities and`counties are widely recognized as among the best in the
country. Having the expertise and counsel of the Institute of Government is a major
reason for our outstanding, nationwide reputation.
For nearly seven decades the Institute has partnered with us in improving North Carolina
local government. The faculty and staff are available whenever we need them. They help
us to answer pressing questions, produce publications, and offer seminars on emerging
issues.
We are writing to ask you for your special financial support.. Many of us encouraged the
General Assembly to appropriate money for the renovation and expansion of the
Institute's home, the Knapp Building. In 1997 and 1998, they allocated just over $15
million. Increased construction costs caused by a number of factors, including a glut of
construction projects in the Triangle, means that the appropriation will not cover the full
cost of the project. • The Institute has modified the building design to reduce costs, but
now it must raise approximately $4 million from other public and private sources to
complete the project without losing important functional spaces. Now the Institute needs
our help.
The Institute is renovating and expanding its facilities to ensure better services for local
officials. New classrooms, up -to -date technology, dining facilities., and increased parking
are just a few of the improvements. With these benefits in mind, cities and counties are
asked to contribute some of the funding needed to complete the project.
The League and the Association have each committed $50,000 as a kick -off gift for this
city - county campaign. We ask that each local government consider joining the campaign
with a pledge equal, to your annual Institute of Government membership dues. A pledge
card is enclosed. This special contribution maybe paid in a single• installment or divided .
over the next three years in any configuration that fits your budget. Our goal is 100%
participation from all League and Association members for a pledge total of nearly
900 000.
� -5
Building for* the Millenium
City and County Ca m*paig'n for "North'Car*011na Local Government Wing"
at the Institute of Government
In 1998, the North Carolina d General Assembly completed approval of $16.1 million for renovation"and expansion of the
Knapp Building, home of the Institute of Government Construction began in mid-1998 and will continue until 2002. When
the construction is finished:
• Space will nearl y double' torn 65,000 square.feet to. 119,000.
• New and renovated classrooms,, which can be arranged in a variety of configurations, will hold more .than 'twice. the
number of public officials who attend classes in the current building. Two two-story classrooms in the new southwest
wing will feature sophisiticated.'audiovisuai equipment to accommodate slide and video presentations for participants
One of these classrooms seats 170 people, the other se6ts-112
• A multimedia computer lab seats 15., When funds allow, a second- room also will be oonfiguriao for use esa lab.
• Other new features include 'a 125-seat dining room, two-story library, and `a two-level parking deck for class
participants
The new building will be handicap-accessible throughout
• An advanced telecommunication system will connect rooms throughout the facility to the Internet and other'coimputer
networks.
Two message centers with phones
An expanded institute bookstore
A landscaped central, courtyard
A New Environment to Promote Interaction
For years, clients Have eaten at tables and chairs along narrow, noisy corridors. A new dining room will enable class
participants to I talk and compare experiences more comfortably, building networks of professionals. An expanded array of
classroom sizes and*configuraflons will give instructors greater flexibility to meet the learning needs of students.
With the capacity to hold more events in-house, the new facility will encourage more contact, between faculty and
clients..Another g o*aI of the, renovations is to maximize clients! time ,at the Institute: during breaks,'clie ' nts� will be able'
I 'ternet
to contact thele'offices More easily, pick up messages at a central location- or connectlo the1n . If additional
private funds•are identified, the Institute will outfit a videoconference classroom to provide. greater opportunities. for
distance education.
!MST ELOVAnCH-
Exterior View of the new four-story southwest wing.
"North Carolina Local Government Wing"
"North
the Institute of Government
The Southwest wing, available to be named in honor of North Carolina Local Government, is the only 4 -story wing in
the Knapp Building. The first, or basement, level holds the new publications warehouse, staff offices and a
conference room. The main floor (levels two and three) features a three -story, skylit Galleria and three large
classrooms. The.fourth floor contains faculty and staff offices, a classroom, and two alcove libraries. .
y --
(Q=- .'_�6_
�J• � �• - -:.till � - ��'`'�.��� �^:� '�,r•`�.7` I .d,`�.; ••° _ � --
1
MaT
i6iij La PROS' -n
S SEC Oft
Cross section view of Galleria in the southwest wing.
Galleria and Classrooms (Levels 2 and 3)
The soaring three -story Galleria hall will provide a grand meeting space for visitors to the Institute of Government:
Connecting the existing Southeast wing with the Insti tute's largest new classrooms, the carpeted Galleria will feature
rustic tile borders, large tree planters, two red oak beverage stations, and conversation seating areas. Three 10'x20'
Evergreen glass skylights will bring natural light to the spacious area.
Eight of the Institute's historical murals now hanging in the auditorium will be on permanent exhibit in the Galleria with
a ninth mural displayed at the entrance between the 170 -seat and 112 -seat classrooms. A third classroom is located
at the south end of the hall. At the north end, an open staircase will lead to the upper seating sections of the largest .
two -story classroom. A message center is located between the large classrooms. Rest rooms and elevator are
located nearby in the adjacent wing.
1
� 1 .
S
t !L
i
6l
Floorplan of Galleria and classrooms.
—
—I
i6iij La PROS' -n
S SEC Oft
Cross section view of Galleria in the southwest wing.
Galleria and Classrooms (Levels 2 and 3)
The soaring three -story Galleria hall will provide a grand meeting space for visitors to the Institute of Government:
Connecting the existing Southeast wing with the Insti tute's largest new classrooms, the carpeted Galleria will feature
rustic tile borders, large tree planters, two red oak beverage stations, and conversation seating areas. Three 10'x20'
Evergreen glass skylights will bring natural light to the spacious area.
Eight of the Institute's historical murals now hanging in the auditorium will be on permanent exhibit in the Galleria with
a ninth mural displayed at the entrance between the 170 -seat and 112 -seat classrooms. A third classroom is located
at the south end of the hall. At the north end, an open staircase will lead to the upper seating sections of the largest .
two -story classroom. A message center is located between the large classrooms. Rest rooms and elevator are
located nearby in the adjacent wing.
1
� 1 .
S
t !L
i
6l
Floorplan of Galleria and classrooms.
On
1 1
Capital Investments Plan
(CIP)
Suggested Project Changes to County Projects If Property Tax Is Not Allocated tovmagc� .�
County Projects
& dp \9900 \1w1cnt
The spreadsheet below summarizes different scenarios of not having some portion of the one cent of property tax for County capital
projects. The chart below provides a color coded key indicating the funding levels for each project.
Suggested Project Changes to County Projects If Property Tax Is Not Allocated to
County Projects
k: dp \9900 \1w1cnt
The spreadsheet below summarizes different scenarios of not having some portion of the one cent of property tax for County capital
projects. The chart below provides a color coded key indicating the funding levels for each project.
/_ — `I
Suggested Project Changes to County Projects If Property Tax Is Not Allocated to
County Projects
k: kip \9900 \kz1cnt
The spreadsheet below summarizes different scenarios of not having some portion of the one cent of property tax for County capital
projects. The chart below provides a color coded key indicating the funding levels for each project.
4-3
Suggested Project Changes to County Projects If Property Tax Is Not Allocated to
County Projects
k kip \990OVastcnt
The spreadsheet below summarizes different scenarios of not having some portion of the one cent of property tax for County capital
projects. The chart below provides a color coded key indicating the funding levels for each project.
1p-17(
Suggested Project Changes to County Projects If Property Tax Is Not Allocated to
County Projects
1?Adp \9900Vess1cnt
The spreadsheet below summarizes different scenarios of not having some portion of the one cent of property tax for County capital
projects. The chart below provides a color coded key indicating the funding levels for each project.
1,-6-
, - 5
Suggested Project Changes to County Projects If Property Tax Is Not Allocated to
County Projects
&\ap \9900Vw1cnt
The spreadsheet below summarizes different scenarios of not having some portion of the one cent of property tax for County capital
projects. The chart below provides a color coded key indicating the funding levels for each project.
/- -" /1
R
$173,000
$50,000
$25,000
$25,000
$75,000
$200,000
$250,000
$798,000
County
1
$173,000
$0
$25,000
$25,000
$75,000
$50,000
$250,000
$598,000
Communications
T
'
$173,000
$0
$20,000
$100,000
$50,000
$75,000
$380,000
R
$80,000
$0
$0
$0
$0
$0
$0
$80,000
Emergency
Generators
1
F
$80,000
� . _
$0
$0
��
$0
$0
$0
$0
y
0,
$80,000
$80;0.00,5
t �
� �
, .
$0.,
1/2
$80,000
r
$0
$0
$0
$0
$0
$80,000
R
$0
$10,500
$40,000
$410,425
$0
$0
$0
$460,915
1
$0
$0
$0
$0
$0
$0
$0
$0-
EMS /911 Center
2 N:
WM
0
1/2
$0
$0
$0
$0
$0
$0
$0
$0
/- -" /1
Suggested Project Changes to County Projects If Property Tax Is Not Allocated to
County Projects
kr \rip \9900 \1W1Cnt
The spreadsheet below summarizes different scenarios of not having some portion of the one cent of property tax for County capital
projects. The chart below provides a color coded key indicating the funding levels for each project.
/1-7
Suggested Project Changes to County Projects If Property Tax Is Not Allocated to
County Projects
kr \dp \9900 \1w1cnt
The spreadsheet below summarizes different scenarios of not having some portion of the one cent of property tax for County capital
projects. The chart below provides a color coded key indicating the funding levels for each project.
Suggested Project Changes to County Projects If Property Tax Is Not Allocated to
County Projects
k: kip \9900 \lesslcnt
The spreadsheet below summarizes different scenarios of not having some portion of the one cent of property tax for County capital
projects. The chart below provides a color coded key indicating the funding levels for each project.
la ^ /
Suggested Project Changes to County Projects If Property Tax Is Not Allocated to
County Projects
k. \cip \9900 \tessl cnt
The spreadsheet below summarizes different scenarios of not having some portion of the one cent of property tax for County capital
projects. The chart below provides a color coded key indicating the funding levels for each project.
Suggested Project Changes to County Projects If Property Tax Is Not Allocated to
County Projects
k \cip \9900\leSS1 cnt
The spreadsheet below summarizes different scenarios of not having some portion of the one cent of property tax for County capital
projects. The chart below provides a color coded key indicating the funding levels for each project.
A 1$13,577,
Total County I 1
1,455
C 14 577_2.584,425 I $4,817,0
;605
705 1 $2,257
$2,729,5001 $2,622,1
/I "/J
1„325 11 $57,357,995
$21,836,325 I) $61
Suggested Project Changes to County Projects If Property Tax Is Not Allocated to
County Projects
k kip \9900 \kS$1 cnt
The spreadsheet below summarizes different scenarios of not having some portion of the one cent of property tax for County capital
projects. The chart below provides a color coded key indicating the funding levels for each project.
R = 1999 -09 Recommended CIP
1 = Project changes if one cent not allocated to county projects
('minMr ranital Projects Funding Sources (as included in the County Manager's Recommended 1999 -09 CIP
Total
Proceeds from
Funding
2004 -05
Cent Sales Tax
Through
$2,067,356
$1,926,965
hrough
T
1998 -99
1999 -00
2000 -01
2001 -02
2002 -03
2003 -04
2008 -09
Total
('minMr ranital Projects Funding Sources (as included in the County Manager's Recommended 1999 -09 CIP
10 Year
Difference
10 Year CIP Funding without
One Cent Designated for County
Projects 12,251,455 4,473,646, 2,376,700 2,257,150 2,630,000 19,791,325 43,780,276 (7,634,629)
(2,519,428)
10 Year CIP Funding with 1/2 of
One Cent Designated for County
Projects 12,585,690 4,817,908 2,731,290 2,622,378 ;3,005,000 21,835,325 47,597,591 1 (3,817,315)
Proceeds from
the One Half
Cent Sales Tax
$2,597,547
$2,067,356
$1,926,965
$1,863,562
$2,296,769
$18,528,365
$29,280,564
1997 Bond
Proceeds
$6,100,000
$2,070,540
$0
$0
$0
$0
$8,170,540
2/3 Net Debt
Reduction Bonds
$2,774,600
$0
$0
$0
$0
$0
$2,774,600
Iutergovernment
al
$173,480
$160,750
$97,592
$97,592
$97,592
$487,960
$1,114,966
Transfers from
General Fund
(earmarked for
articular
$385,000
$175,000
$175,000
$175,000
$175,000
$775,000
$1,860,000
Appropriated
Fund Balance
$220,828
$0
$177,143
$120,996
$60,639
$0
$579,606
Bquiya ent o ,
n
709;180
RUN
WIN" WOW
7 634 629
w
668470
688;524
- Z34;455,
X750,000.
Total
Recommended
10 Year CIP
undig
$12,919,925
$5,162,170
$3,085,880
$2,987,605
$3,380,000
1$23,879,325
1 $51,414,905
10 Year
Difference
10 Year CIP Funding without
One Cent Designated for County
Projects 12,251,455 4,473,646, 2,376,700 2,257,150 2,630,000 19,791,325 43,780,276 (7,634,629)
(2,519,428)
10 Year CIP Funding with 1/2 of
One Cent Designated for County
Projects 12,585,690 4,817,908 2,731,290 2,622,378 ;3,005,000 21,835,325 47,597,591 1 (3,817,315)
Impact of Not Having One Cent
Summary
The Chart below summarizes the impact of not having the one cent of property tax for County
capital projects. As staff prepared the other scenarios requested by the Board, (having 2/3 of
one cent and having 1/2 of one cent), funding for projects decreased in the one cent scenario is
restored.
Project . Comments
Public Buildin s and Equipment
cultural Learning Center Project not funded in 10 year plan
County Facilities Maintenance Last six years of plan, project decreases by $1,763,000
Energy Retrofitting No allocation in fy 99/00 (decrease of $25,000); remaining
years' funding also reduced
Equipment and Record Storage
Project total decreased by $150,000 (in years beyond fy
2000 -01)
Equipment and Vehicles
Reduces number of replacement vehicles purchased in first
two years of plan
Handicapped Accessiblity
No allocation in fy 99/00 (decrease of $15,000); remaining
years' funding also reduced
Homestead Center
Allocations in fy 2000 -01 postponed to 2001 -02
Information Technology
FY 99/00 allocation reduced by $200,000; fy 00/01
reduced by $39,000; future years remain in tact as
recommended.
Northern Human Services
Project proceeds as recommended; funded from 2/3 net
debt reduction bonds
Orange County Center for Family Life
Project not funded in 10 year plan
Orange Enterprises
Addition not funded in 10 year plan
No allocation in fy 99/00 (decrease of $110,000);
Roofing Projects
remaining future years funding reduced
Whitted Human Services
Project proceeds as recommended; funded fxom 2/3 net
debt reduction bonds
Public Sa et
County Communications
No allocation in fy 99/00 (decrease of $50,000); future
years funding reduced
EMS /911 Center
Project not funded in 10 year plan
in first two of plan
E ui ment and Vehicles
Reduces replacement equipment years
Public Works
Funding of $50,000 per year (fy 99/00 through fy
Solid Waste Centers
2008/09) deleted
Equipment and Vehicles
Reduces replacement equipment in second year of plan
Recreation and Parks
FY 2000 /01 allocation for feasiblity and design deleted
Park at NHSC
Parkland and Recreation Facilities
Fug m F99/00 50,000) and 00 01 (25,000)
deleted
6 -13
EhcAosure_ Le
-A+rar. rner+ 2
Fairview Community Policing Center
At the January 21, 1999 Board of Commissioner Work Session with the Town Commissioners of
Hillsborough, the Town indicated their plans to construct a 2,300 sq. ft. Fairview Community
Policing Center. The Center would have office space for the Hillsborough Community Policing
Division including meeting/classroom and additional space could be provided for County services.
The BOCC and Town Board directed the County and-Town Managers to explore the possibilities of
County departments occupying the Center to offer services to the Fairview Community.
The Town proposes the County occupy 500 sq. ft. of the facility, which includes a.
kitchenette/storage restroom. The Town will finance the project with a seven-year installment
purchase of $220,000 at an interest rate of 4.8% with an annual installment of $37,800. The County
share of the square footage or 21.7% of the facility equates to an annual payment of $8,203 (see
attached letter dated April 8, 1999). Although the Town did not specify utilities and maintenance
costs for the County share, it is estimated those costs will be approximately $1,500 annually or $3
per square foot. The County will offer the following services in the' Center:
Health
• Prenatal classes
• Immunization Clinics for Children
• Possible meeting site in Northern Orange for Healthy Carolinians Task Force
• Community screening clinics for blood pressure, diabetes, and cholesterol
• Office space/drop-in site for Community Outreach Worker or Home Visiting Staff
• Maintain a brochure rack for health education materials for the community
• Class site for health education sessions on topics such as breast self-exam, healthy nutrition
choices, safe sex, fitness classes, and injury prevention
Social Services
• Accept applications for the Children's Health Insurance program and the -yearly Low Income
Energy Program
• Conduct parenting education classes
• Meet with residents to provide information on a variety of DSS- related topics
• Schedule appointments for certain residents
• Conduct Work First Orientation Classes
Aging,
• Establish a Senior Club with the assistance of Recreation and Parks to identify leisure interests
and other needs in the community
• Conduct periodic community information meetings (tax, insurance, wellness, in-home care,
transportation, etc.)
• Provide specific individual services tax preparation, vaccination for seniors with assistance of
Health Department, etc.
Recreation and Parks
• Recreation programs would be scheduled in the evenings during the fall and winter
programming months, specific programming would include after school programs, evening craft
classes, aerobics, and senior programs, etc.
6-14
G:VICA05ure to
.A4kxch meet- 2
Town
of
April 8, 1999
Mr. John Link
Orange County Manager
P.O. Box 8181
Hillsborough, NC 27278
RE: Fairview Community. Policing Center
Dear John:
I wanted to write this letter to start a discussion regarding funding methodology for the proposed
Fairview Community Policing Center to be shared by the Town of Hillsborough and Orange
County. Since we are both in the middle of our budget processes I thought it was important to
start discussions on this issue as soon as possible. I am open to any ideas.or alternate suggestions
you may have on the funding methodology or any issue related to the Fairview Center. Included
below are a few key figures that may help in establishing a fair basis for cost sharing on this
project:
*Estimated Budu-et for Center
Construction
$184,000
Design .
11,000
Contingency
18,000
Landscape
3,000
Parking
4.000
TOTAL
$220,000
*Construction estimates are based on a 2,300 square foot building at $80 per square foot. The
budget projections do not include the cost of furnishing the building, it's proposed these costs be
borne by the organization using its designated space. More specific estimates will be available
upon the architect's completion of the design process.
Major Building Features:
• 2,300 square feet, estimated
• 450, square foot multi - purpose room for Orange County, this includes storage space, and a
sink/kitchenette storage area.
• In addition to interior rest rooms (per the County's suggestion), two exterior accessible rest
rooms will be included so they can be opened, when necessary, to accommodate events on
the surrounding park property.
• An approximate 20 x 28 foot class /meeting room
• Office space for the Hillsborough Community Policing Division
• Small shower /locker room facility for HOD or as needed by the County
• The building would be designed so it could be expanded, if necessary, in the future
101 East Oranoe Street . P.O. Box 429 • Hillsborough., North. Carolina 27278 to' 15
,,
Financing
The Town proposes to finance the $220,000 project through a seven -year installment- purchase
agreement. Based on a 4.8% interest rate, the seven annual payments would be approximately
$37,800 per year. In an attempt to develop a fair cost sharing formula I propose the ,following
methodology as a starting point in our discussions. Once again, the Town is happy to consider
any other ideas or suggestions you may have on this subject.
Of the 2,300 square foot facility, it is estimated the County will require 450 square feet of space.
In addition, I'm arbitrarily going to assume that of the approximate 200 square feet or rest room
facility (four rest rooms), the County will be responsible for about 25% of usage or 50 square
feet of space. Adding the 450 and 50 square foot totals equates to 500 square feet of space. I
propose not to include lobby area or use of the shower facilities in this methodology. Since the
County will likely be allowing this facility to be constructed on County property at little or no
expense, I thought this might be an unscientific, yet easy way to deal with developing a formula.
500 square feet is 21.7% of the 2,300 sq. ft. facility. Extending this 21.7% formula to the seven
annual installment payments of $37,800 results in projected payments of $8,202.60 for the
County for seven years, at which time the debt will be retired.
The Town would arrange and administer the financing for the project.' The Town would simply
invoice the County once a year for seven years per a pre - arrangement agreement. The Town
could separately invoice the County at the end of the fiscal year for 21.7% of the utility and
maintenance costs for the facility or mutually develop a flat annual maintenance /utility charge.
Note: The 21.7% figure will likely change somewhat depending on the final design/layout of the
Center.
Closing
The Town would make sure to involve the County in the design process for the building. The
best way to help ensure the County is satisfied with its space at the Center is to have the architect
and County staff meet early in the design process. This way the County staff can clearly explain
their needs "one on one" with the architect, so those interests can be addressed at the beginning
of the design process. The Town of Hillsborough greatly appreciates the County's willingness to
consider cooperation on the development of this project. Please feel free to give me a call so we
can discuss your ideas and thoughts on the concepts proposed in this letter., Thanks!
Sincerely,
Eric Peterson
Town Manager
cc: Mayor Johnson & Board of Commissioners
to — I (P
County Roof Building Conditions
The following information was provided to the Board as part of the May 11CIP work session agenda
materials. No action was taken that evening due to time constraints.
The Board on March 4, 1998 approved a contract with CTL Engineering to perform a condition survey of
the roof of each County owned facility, and development of a Roof Assessment Management program, at a
total cost of $16,900.00. The scope of work included:
• Conducting a roof condition survey for each County owned facility;
• Establishment of a prioritized maintenance and replacement schedule;
• Development of an annual roof replacement /repair budget from 1999 through 2004; and
• Development and implementation of a Roof Asset Management Program (RAMP) computer database
for managing, tracking, and projecting ongoing needs and associated costs.
The contractor provided initial delivery of the project results in fall 1998. Necessary refinements to those
documents, as requested by County staff, were delayed for several months during the prolonged illness of
the Public Works Director. All work has now been completed, all reports and the RAMP software have
been delivered by CTL to Orange County Public Works. A "full site book for the Whitted Human
Services Center is provided to the Board as an example of the detailed assessment that CTL has provided
to County staff for each County -owned building. The RAMP report outlines the needed roof repairs and
replacement by year with associated cost. The Public Works Department Staff has begun addressing these
needs as outlined below:
• Approximately 4,000 sq. ft. of the Animal Shelter roof was recently replaced,
• The old house at the Southern Human Services Center was recently re- roofed;
• The roof at Northside Building Two is scheduled to be repaired during May 1999.
Public Works staff will continue to schedule and complete roof repairs as identified in the CTL
Engineering Roofing Report.
County staff solicited and received a proposal from CTL Engineering for roof engineering services. A
summary of the proposed scope of work is provided as an attachment. The scope of work to be completed
by CTL Engineering includes remedial roof design work for:
• Animal Control (approximately 1,200 sq. ft);
• Government Services Annex (approximately 432 sq. ft.);
• Jail (approximately 18,200 sq. ft.);
• Northside Building One (approximately 1,300 sq. ft.);
• Richard E. Whitted Human Services Center (approximately 20,300 sq. ft.);
• 501 West Franklin Street (approximately 900 sq. ft.);
• 503 West Franklin Street (approximately 1100 sq. ft.).
The capital investment plan has $473,000 in approved 1998 -1999 funding and a request for $110,000 in
1999 —2000, for roofing consulting services roof replacement and roof repair. Staff requests that the
Board approve the proposal from CTL to undertake the remedial roof design work for the projects listed
at a cost of $37,000.
The Manager recommends that the Board: approve the recommended roof repairs /replacement schedule;
approve the CTL Engineering proposal submitted April 30, 1998; and authorize the Purchasing Director
to execute incidental paper work necessary to complete this process.
Lo"!i
I Engineering, Inc.
DG E_ Club Blvd., Durham, North Carolina 27704-3404
one: 919/220-7892- Fax* 919/220-0729
nail: cgncd@ctleng.com
)nsulting Engineers • Testing - inspection Services -. Analytical Laboratories
April 30, 1998
Wilbert McAdoo
Director of Public Works, Orange County
Highway 86 North
Hillsborough; NC 27278
RE: Remedial Roofing Design
Richard Whitted Human Services Center (20,300 sq ft approximately)
Building 501 (900 sq ft approximately area)
Building 503-(1100 sq ft approxii . mately — 2 areas)
Government Services Annex
. (500 sq ft approximately)
Animal Control (1,200 sq ft approximately)
Jail (12,300 sq ft approximately — 4 areas)
Northside Building 1 (1,300 sq ft approximately)
Hillsborough, NC.
CTL Proposal No. 99-070040
A++CLCKrx'e',+`3
GL
EstbffisW 1927
Dear Mr. McAdoo:
At your request we e have prepared this proposal . for providing selected services
for the referenced - facilities. Generally, the services to be provided include
preparation of -design documents for remedial roofing work. Also included is
contract administration during subsequent construction of the project.
Roof Engineering Services
Our services will consist of the following:,
A. Design
1. Meet with you and your staff to define the area(s) of remedial work and
discuss the parameters of the project.
2. Preparing a preliminary design to include:
An outline of the scope of work and its extent
� I
6-►5 ';
Wilbert McAdoo
Remedial Roof D&sign
5 Facilities
April 30, 1999
Page 2
An outline of the proposed roof system including vapor retarder,
insulation, membrane, and projection and perimeter flashings
Identification of items which may require special coordination
during construction e.g. site access, staging areas, interior access,
and use of special equipment such as an overhead crane
Preparing a preliminary construction cost estimate
Preparing an estimated project schedule
Meeting with you to review the preliminary design
i 0131
J
0
I
3. Preparing a final design to include:
• Preparing . plans, details, technical specifications, general
.conditions, and bidding documents.
• Field checking the design �
Updating the construction cost estimate and schedule
• Meeting with you to review the final design.
• Providing one set of originals and six sets of documents for your
use
Contract Administration
1. Prequalifying contractors prior to .advertising for bids
2. Scheduling and conducting a Prebid Conference
3. Preparing and distributing minutes of the Prebid Conference
4. Preparing any required addenda to the plans and specifications
5. Addressing contractor and owner questions during the bid period
6. Reviewing the bids and making appropriate recommendations
7. Preparing contracts . between the owner and the contractor for
performance of the required work
8. Reviewing contractor submittals
9. Conducting a Preconstruction Conference
10. Preparing and distributing minutes of the Preconstruction Conference.
11. Performing periodic site visits to assure compliance with the
specifications and quality of the work. A minimum of one visit per
week during the work will- be performed.
Wilbert McAdoo
Remedial Roof Design
5 Facilities
April 30,1999
Paige 3 During our site visits we will meet with your personnel, attend
scheduled meeting, check materials, observe construction in progress,
examine completed work, and discuss future work.
12. Conducting a Prefinal (Punchlist) inspection
13. Conducting a Final inspection
14. Assembling and organizing project close-out documents
d of Orange County Public Works
Assistance Requested g - y
We request your assistance in performing the various tasks described herein as
follows:
A, Providing safe access to all roof areas of the facilities encompassed. by
the scope of this work. Please notify us of any . hazards that may be
encountered in performing the work.
B. Providing access to the interior of the facilities to allow examination of
interior conditions as they relate to the project.
C. Designating your authorized representative with whom we may
communicate with regarding to matters relating to the project.
D. Granting permission to take record and reference photographs.
E. Providing copies of drawings, specifications, reports, and records relative
to the project.
F. Providing current copies of your General Conditions and any specific
forms to be included in the contract documents.
G. Granting permission to make and repair test cuts of the roof assembly.
Please note that test cuts will involve cutting through the roof ' membrane,
insulatioh and vapor retarder down to the roof deck for the purpose of
extracting samples and making observations, We will make repairs using
accepted roofing procedures and materials, however, due to anticipated
deterioration and the unknown physical condition of the existing materials,
we cannot assume responsibility* for the watertight integrity of the roof
system nor any resulting damages.
15WRY I
V?
6-ZO
Wilbert McAdoo .
Remedial Roof Design
5 Facilities
April 30, 1999
Page 4
Should the existing roof systems be under warranty, please indicate such
as a part *of our authorization to proceed and arrange for an authorized .
roofing contractor to repair the. test cut(s).
Cost
Design Services — Item A
We propose to charge for our services a total fee of . ........................$33,200
(Thirty Three Thousand Two Hundred Dollars.).,
Contract Administration — Item B.
Allbuildings ............................................................................... $ 3,800
Invoices will be issued monthly based on work completed.
Timinc
i
We propose to begin the work immediately upon receiving your authorization to
proceed and will complete the work in accordance with a mutually agreed upon
schedule.
Authorization
Upon your review and approval please indicate your acceptance of this proposal.
and. our authorization to proceed by notifying our office. Should a purchase
order be issued please reference this proposal in the purchase order.
Closinq
Thank you for selecting CTL E ' rigineering. We look forward to working with
Orange County Public Works on these projects. Should you have any questions
please contact our office at your convenience.
Sincerely,
CT ngineering, Inc.
Jeffrey L. Spa RRC
Manager, Roof Engineering Services
EnCAC15vilt- U
May 5, 1999
TOWN OF CARRBORO
NORTH CAROLINA
Ms. Alice Gordon, Chair
Orange County Board of Commissioners
P. O. Box 8181
Hillsborough, N. C.27278
Dear Alice,
As you are aware, the Town of Carrboro, has been working with officials -of the Chapel
Hill - Carrboro'School Board toward a joint pff6rt of collaboration on the. proposed Smith
Middle School park concept. - Alderman Allen SPalt and Nick Didow of the City School
Board made a presentation on this project during your hearing on the County's Capital
Improvement Plan on April 20, 1999. A presentation was provided to the Board of
Aldermen at their meeting on April 27, 1999. This concept is a . result of the work of the
Schools and Land Use Councils and could represent a successf ul coordinated school —
community park project withinvolvement of UNC—CH, the Chapel Hill— Carrboro City
Schools, the Town of Carrboro, and hopefully, the Orange County Board of
Commissioners.
Attached you will find an overall Site Plan, probable budget estimates for upgrading the
athletic fields and a-pr project Pct schedule. The Town of Carrboro has tentatively identified
$75,000 that could be committed to this project and ask that you consider involvement in
funding support. The Carrboro Board of Aldermen supports the principle and would
formally ask that you consider funding the project through your CIP process, with'
revenue from the 1997 Recreation and Park Bond proceeds, or other available fund that -
you might consider most appropriate.
Recognizing that we have sent you a previous request for use of some of the revenues
from the bond, we-also find ourselves * with A'tight time frame upon which to work with
the -Smith Middle School Park proposal.. It is proposed that drawings be finalized so that
bids Could be received by September 1, 1999. Therefore, we hope that you would
consider possible funding at your earliest opportunity. We hope that this project can
move forward since it appears to'offer a most effective and efficient use of recreation
dollars forthe citizens of Orange County. I will be glad to meet. with you at your
convenience to discuss this very important matter.
Sincerely,
Michael R. Nelson,
Mayor
301 WEST MAIN STREET. CARRBORO. NC 27510 • 10191 942.8541 • FAX 1919)'968-7737 • TOD 1919) 968.7717
AN EQUAL OPPORTUNITY EMPLOYER
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April 28, 1999
ATHLETIC MUDS AT
CHAPEL HILL HIGH SCHOOL FOR
CHAPM HILL.CARRBORD cny smoins
Projecr #9904
PROBABLE BUDGET ESIDUTE FOR UPGRADING ATHLETIC FIELDS
DESCRIPTION
QUANTITY!-
-UNIT
UNIT
PRICE
I
TOTAL
Irrigation.
3 fields
25,000.00
$75,000
Lights
3 fields
$.701000.010
210,000
Bleachers
3 sets
$10,000-00
50,000
BmbaU Field Improvtrncirtm.
Chain 6k fencing
1,000 IF
$ 10.00
10,000
Clearing and grubbing
4.3 AC
$ 6,500-00
28,000
Eardxwork
15,000 CY
$3.50 to $6.00
52,500-90,000
Seeding
4.5 AC
$ 1,500.00
7,000.
Storm drainage
1 LS
10,0100.00
10,000
Silt fence
600 LF
$ 3.50.
2,000
Construction fencing
750 IF
2.50
1,500
Landscape bu&r
I LS
$ 5,000-00
5,000,
Asphalt paths
400 SY
12-50
510,00
FSMMATE
TOTAL
$436,000 - 4731,560
Y.Vuq-0wW .
TOTAL P.02
U
County Roof Buildiniz Conditions
The following information was provided to the Board as part of the May 11CIP work session agenda
materials. No action was taken that evening due to time constraints.
The Board on March 4, 1998 approved. a contract with CTL Engineering to perform a condition survey of
the roof of each County owned facility, and development of a Roof Assessment Management program, at a
total cost of $16,900.00. The scope of work included:
• Conducting a roof condition survey for each County owned facility;
• Establishment of a prioritized maintenance and replacement schedule;
• Development of an annual roof replacement /repair budget from 1999 through 2004; and
• Development and implementation of a Roof Asset Management Program (RAMP) computer database
for managing, tracking, and projecting ongoing needs and associated costs.
The contractor provided initial delivery of the project results in fall 1998. Necessary refinements to those
documents, as requested by County staff, were delayed for several months during the prolonged illness of
the Public Works Director. All work has. now been completed, all reports and the RAMP. software have
been delivered by CTL to Orange County Public Works. A "full site book for the Whiffed Human
Services Center is provided to the Board as an example of the detailed assessment that CTL has provided
to County staff for each County -owned building. The RAMP report outlines the needed roof repairs and
replacement by year with associated cost. The Public Works Department Staff has begun addressing these
needs as outlined below:
• Approximately 000 sq. ft. of the Animal Shelter roof was recently replaced,
• The old house at the Southern Human Services Center was recently re- roofed;
• The roof at Northside Building Two is scheduled to be repaired during May 1999.
Public Works staff will continue to schedule and complete roof repairs as identified in the CTL
Engineering Roofing Report.
County staff solicited and received a proposal from CTL Engineering for roof engineering services. A
summary of the proposed scope of work is provided as an attachment. The scope of work to be completed
by CTL Engineering includes remedial roof design work for:
• Animal Control (approximately 1,200 sq. ft);
• Government Services Annex (approximately 432 sq. ft.);
• Jail (approximately 18,200 sq. ft.);
• Northside Building One (approximately 1,300 sq. ft.);
• Richard E. Whitted Human Services Center (approximately 20,300 sq. ft.);
• 501 West Franklin Street (approximately 900 sq. ft.);
• 503 West Franklin Street (approximately 1100 sq. ft.).
The capital investment plan has $473,000 in approved 1998 -1999 funding and a request for $110,000 in
1999 —2000, for roofing consulting services roof replacement and roof repair. Staff requests that the
Board approve the proposal from CTL to undertake the remedial roof design work for the projects listed
at a cost of $37, 000.
The Manager recommends that the Board. approve the recommended roof repairs /replacement schedule;
approve the CTL Engineering proposal submitted April 30, 1998; and authorize the Purchasing Director
to execute incidental paper work necessary to complete this process.
Le--I-7
1,Engineering, Inc.
DC E Club Blvd., Durham, North Carolina 27704 -3404
.one: 919/220 -7892 • Fax: 9191220 -0729
nail:ctncd@ctleng.com
)nsulting Engineers • Testing • Inspection Services -. Analytical Laboratories
April 30, 1998
Wilbert McAdoo
Director of Public Works, Orange County
Highway 86 North
Hillsborough; NC 27278
RE: Remedial Roofing Design .
Richard. Whitted Human Services Center (20,300 sq ft approximately)
Building 501. (900 sq ft approximately -1 area)
Building 503 -(1100 sq ft approximately — 2 areas)
Government Services Annex (500 sq ft approximately)
Animal Control (1,200 sq ft approximately)
Jail (12,300 sq ft approximately - 4 areas)
Northside Building 1 (1,300 sq ft approximately)
Hillsborough, NC.
CTS Proposal No. 99- 070040
Dear Mr. McAdoo:
A++ ac h r -,�e,,.+ =3
rz.il'V7
Established 1927
At your request we have prepared this proposal for providing selected services
for the referenced .facilities. Generally, the services to be provided include
preparation of design documents for remedial roofing work. Also included is
contract administration during subsequent construction of the project.
Roof Engineering Services
Our services will consist of the following:
A. Design
1. Meet with you and your staff to define the area(s) of remedial work and
discuss the parameters of the project.
2. Preparing a preliminary design to include:
• An outline of the scope of work and its extent
. � 1
Offices: Ohio. Indiana, North Carolina, Pennsylvania, Virginia, West Virginia 6-115
Wilbert McAdoo
Remedial Roof Design
5 Facilities
April 30, 1999
Pane 2
An outline of the proposed roof system including vapor retarder,
in sulation, membrane, and projection and perimeter flashings
Identification of items which may require special coordination
during construction e.g. site access, staging . areas, interior access,
and use of special equipment such as an overhead crane
Preparing a preliminary construction cost estimate
Preparing an estimated project schedule
Meeting with you to review the preliminary design
I
I
3. Preparing a final design to include:
• Preparing plans, details, technical specifications, general
conditions,, and bidding documents.
• Field checking the design.
Updating the construction cost estimate and schedule
Meeting with you to review the final design
Providing g one set of originals and six sets of documents for your
use
B. Contract Administration
1. Prequalifying contractors prior to advertising for bids
2. Scheduling and conducting a Prebid, Conference
3. Preparing and distributing minutes of the Prbbid Conference
4. Preparing any required addenda to the plans and specifications
5. Addressing contractor and owner questions during the bid period
6. Reviewing the bids and making appropriate recommendations
7. Preparing contracts, between the owner and the contractor. for
performance of the required work
8. Reviewing contractor -submittals
9. Conducting a Preconstruction Conference
10. Preparing and distributing minutes of the Preconstruction Conference.
11. Performing periodic site visits to assure compliance with the
specifications and quality of the work. A minimum of one visit per
week during the work will be performed.
. I -
t0 -I"' . I..
Wilbert McAdoo
Remedial Roof Design
5 Facilities
April 30,1999
Paige 3 During our site visits we will meet with your personnel, attend
scheduled meeting, check materials, observe construction in progress,
.
examine completed work, and discuss future work.
12. Conducting a Prefinal (Punchlist) inspection
13. Conducting a Final inspection
14. Assembling and organizing project close-out documents
Requested Assestance of Oranqe County �Public Orks
We request your assistance in performing the various tasks described herein as
follows:
A, Providing safe access to all roof, areas of -the'facilities encompassed by
the scope of this work. Please n I otify us of any . hazards that may be
encountered in performing the work.
B. Providing access to the interior of the facilities to'allow examination of
interior conditions as they relate to the project.
C. Designating your authorized representative with whom we may
communicate with regarding to matters relating to the project.
D. Granting permission to take record and reference photographs.
E. Providing copies of drawings, specifications, reports, and records relative
to the project.
F. Providing. current copies of your General Conditions and any specific
forms to be included in the contract documents.
G. Granting permission to make and repair test cuts of the roof assembly.
Please note that test cuts will involve cutting through the roof membrane;
insulatioh and vapor retarder down to the roof deck for the purpose Of
extracting samples and making observations. We will. make repairs using
accepted roofing procedures and materials, however, due to anticipated
deterioration and the unknown physical condition of the existing materials,
we cannot assume responsibility' for the watertight integrity of the roof
system nor any resulting damages.
20
U-,7
Wilbert McAdoo
Remedial Roof Design
5 Facilities
April 30, 1999
Page 4
Should the existing roof sy stems be under warranty, please indicate such
as a part 'of our authorization to proceed and arrange for an authorized
roofing contractor to repair the. test cut(s).
Cost
Design Services — Item A
We propose to charge for our services. a total fee of .......................... $33,200
(Thirty Three Thousand Two Hundred Dollars).
Contract Administration — Item B.
Allbuildings ... ............... .. ......... I ................................................. $ 3,800
Invoices will be issued monthly based on work completed.
Timisq
We propose to begin the work immediately upon receiving your authorization to
proceed and will complete the work in accordance with a mutually agreed upon
schedule.
Authorization
Upon your review and approval please indicate your acceptance of this proposal.
and our authorization to proceed by notifying our office. Should a purchase
order be issued please reference this proposal in the purchase order.
Closing
Thank you for selecting CTL Engineering. We look forward to working with
Orange County Public Works on these projects. Should you have any questions
please contact our office at your convenience.
Sincerely,
CTJ- FEngineering, Inc.
Manager,
F—MI05ure- Lp
A+fachrrent
Recommendations of the School/Parks Reserve Committee
May 6,1999" .
On May 4, the Board of Commissioners appointed members Margaret Brown and
Barry Jacobs as a committee to discuss the proposed school /park combination
projects raised at the May 4. meeting* and the potential use of the School/Parks
Reserve Fund.
The Committee met with Finance Director Ken Chavious and Environment and
Resource Conservation Director David Stancil on May 6. At this meeting, the
committee agreed to develop both short-term recommendations on the
disposition toward the school/park proposals on the table, and long-term
recommendations for. the future of the reserve fund. These recommendations
are:
Short-Term/Current Projects
e The two projects mentioned on May 4 should both be pursued to meet
needs of the community*.
• These needs can best be met without tapping into the School/Parks Reserve
Fund.
• The following criteria should be used in evaluating funding for these or other
short-term school/park requests:
• As an incentive to assist the Towns in meeting parks needs, County
funding of Town park projects (including school/Town park
combinations) would be offered on a 1:1 matching basis.
® The land in question for a proposed. school/park co-location must be
owned by a governmental entity before County funds are
committed.
County funding contributions should ' not be made for parks design
or planning, unless County funds are used to complete the project.
• The acquisition of the adjacent 12-acres to the Northern Ora'nqe Elementary
School should be funded from payment-in-lieu receipts to date, as
possible, in northern- Orange County. This may necessitate the re-drawing of
the existing payment-in-lieu districts.
• Funding for the expanded Smith Middle School/Carrboro Park arrangement
should be addressed through use of the remaining moneys from the
parks bond for facility development. The County should offer to match
the cost of this proposal with a like amount from the Town of Carrboro. The
estimated project cost is $450,000,, which would translate into $225,000 each
from Carrboro and orange County. i
Lona-T I er i it Reserve Fund Recommendations
As of June 30, 1999, the 'School/Parks Reserve Fund balance -is expected to be
$2.39 million, with $2.24 million in revenue to the fund and $0.15 million in
accrued. interest (please see attached). The fund receives one-cent each year in
revenue, which translates into an estimated $682,000 in FY 99-00. it is
recommended that the School/Parks Reserve not be used for the current needs,,
and instead be designated for longer-term land acquisition needs, with the
following parameters:
• As proposed in the Master and Recreation and Parks draft report,, anew inter-
local Parklands and Resources Council should be involved in future plans
for land-bafiking opportunities for parks and school/park co-location.
• The interest accumulated in the Reserve Fund should be available for p I ossible
use to address facility development needs not addressed through bonds
or other means. There is currently an estimated $147,000 in interest accrued
to this fund. However,, County funding assistance for facility development
should be contingent the Board of Commissioners having a say in the
development of the site and that value engineering is pursued for the project.
• The existing $2.'24 million in the fund (minus the interest above) should be
retained for future land acquisition. Bond funds and other sources
should be used for facility development.
• In the interest of maintaining maximum flexibility for the Board of
Commissioners,, the school/recreation nexus need not always be readily
apparent at the time of acquisition.
• It is recommended that futurie one-cent allocations to this fund be split and
re-allocated as follows:
• 50% to County capital facility needs (this will amount to
approximately $341,000 in FY 99-00)
• 50% retained for land acquisition in the reserve fund (also $341,000.
in FY 99-00)
• The Board of Commissioners should establish a "Strategic issue Team" to
meet with the Manager,, Finance Director,, ERC Director and others as needed,
to address future opportunities and problems of school/park proposals when'
they arise.
G - Z-7
~-
SCHOOL/PARKS RESERVE FUND
Fiscal Year 1oent Revenue Interest Earnings Total Revenue
1995-86 478'048
476'048
1988-97 494/442
23.311 517.753
1997-98 818'843
49'095 867.938
1998'99° 649.884
75'158 725.040
Total 2,239.217 147.562 2'388,778
98-99 Investment earnings are estimated..
_
`
The School/Parks Capital Reserve Fund was established by
the Board of County Commissioners in the 1Sg5-SO fiscal Year.
This reserve fund receives annual allocations equivalent toone �
cent onthe'ganena. d property tax rate. |n addition, cash
balances in this fund earn interest income. The fund was
established bx the Board for the purpose of accumulating funds
bobe used for site acquisition for schools and/or recreation
and parks or the combination of both. The Board's initial policy
set forth the accumulation cf funds in the reserve for e period of
three years with plans tonao valuate the allocation during the
19B8-BS budget deliberations. - [hienaoxa|uabon000urrodao
stated and the Board decided to continue the one cent allocation
in the 19B8-98 fiscal year. There have been noappropriations �
made from this fund to projects.
�
�/
Friday 4 June 1999
To: Orange County Commissioners
Alison Weiner I JUN I
From. 4 1999
Member, Initial Board of Directors I J,
Community Land Trust In Orange County
Re: funding for part-time staff person for FY 1999 -2000
Thank you for receiving my remarks at the public hearing last night. Following is a summary of my remarks for
your reference, and some additional details regarding our request for your information.
The Community Land Trust of Orange County was officially incorporated on May 11th. We have By -laws in place
as well as our Initial Board of Directors. We will contract Orange Community Housing Corporation to manage all
administrative tasks for the Land Trust (as suggested by both the County Manager and the Chapel Hill Town
Manager). During the coming year, we will be focusing our efforts on Scarlette Drive, a fourteen- townhouse
development in Chapel Hill being developed by OCHC. The Town of Chapel Hill is donating the land. We hope to
commence construction this fall. Financing the project is dependent on pre - selling the units, and so we need to
begin marketing the homes this summer.
Since our presentation to you last fall, we have received an eighteen -month Technical Plan of Assistance from
HUD. This Plan includes a total of twenty -three (23) days of Technical Assistance (at no cost to us). It also
included $4000 to send four folks to the National Community Land Trust Conference this past April (Tara Fikes,
Loryn Barnes, Robert Dowling and I attended). The Plan also strongly recommends that we hire a part-time staff
person to assist in administering the land trust tasks. HUD will provide a $10,000 matching grant (over the
eighteen -month period), provided we receive approximately 2:1 support from our community. This staff person
will focus on tasks unique to the land trust model, which involve educating potential homebuyers and the public
about the land trust; and providing on -going support for homeowners once they become land trust residents.
OCHC, on behalf of the Land Trust, has submitted funding requests for $8000 from Orange County, $8000 from
Chapel Hill, $1000 from Carrboro and $1000 from Hillsborough. Our request has been included in the budgets for
Chapel Hill and Carrboro. The County Manager has not included our request in the County budget.
Though our first project is in Chapel Hill, the Community Land Trust in Orange County has been established to
serve the County and can play a critical role in the creation of long -term affordable housing for our towns and our
rural communities. Though there have been good efforts made to create affordable housing, unfortunately, with
regard to homeownership, housing does not remain affordable. With a land trust, once a subsidy is placed in a
property, it stays with the property.
We certainly applaud the County and its citizens for its commitment to quality education. At the same time, if we
want to maintain, if not enhance, the diversity of our community, if we want to continue to be able to house our
teachers and government employees and child care workers and all folks at all income levels, we need to step up
our support of housing initiatives. Orange County now has its first (and presently its only) effective tool for
keeping housing affordable, and that is the Community Land Trust of Orange County. In establishing this
organization, we have made every effort to, and will continue our commitment to, utilize and partner with existing
resources. By contracting OCHC to handle the administrative tasks, we eliminated the need for establishing a
new office and hiring an Executive Director up front. We are also very fortunate to be able to draw on the
experiences from the existing 120 CLT's across the country through our Technical Plan of Assistance as well as
by becoming a part of the CLT network. As we are already beginning our work, we see how critical it will be for us
to employ a part-time staff person. Our modest request for $8000, which will leverage a $10,000 HUD grant, will
be greatly appreciated and allow us to effectively begin our service to the County.
Jun 04 99 08:58a Buck Tredwa�
ORANGE COUNTY
HMLSBOROUGH
NORTH CAROLINA
=1 I �`/�
Memorandum
To: Board of Commissioners
From: 3ohn Mink, County Manager
Date: June 4, 1999
(919) 644-0246 P.1
&M%6&&d1762
Re: Renovations to Address Acute Needs in the Planning and
Agricultural Center
, of the departments Over the last several months, directors of P lanning, ERCD,
Cooperative Extension, Purchasing and -?-."9blic Works have worKed to develop a
Center. These
h Planning and Agri�
plan to address acute space needs in t t
the report creating the new�,.E nV:" i. t. -Ker ',en and
space needs were.t,.tj9tpd in,'�,;
iate factors:
t ed-A16,fiV
Resource Conservr5t-1, p.-.Qe0Artmen merit;
space fofto' P.p
two new posit!-.
PP
last'
a new Erosiod-.4,040 ��p
s
1!.0 e
the need en
�
available storaw-500W. for fles and &
,
ability to
... ... ...
d renovations Funds to address these needs through the planned ren ren s are in the current
Planning and ERCD budgets.
More recently, David Stancil, Craig Benedict and Fletcher Barber have worked
with Pam Jones and Wilbert McAdoo to draw up plans for the renovations that
would meet only these immediate needs to the building, in a manner that would
not compromise future building plans the County might develop.
The plans and map are such that I am asking Craig Benedict and David Stancil to
meet with you individually or in groups of two to explain the plans, the
immediate nature, and the rationale behind the redesign. With the impending
hiring of the Land Resource Conservation Manager and the new Erosion Control
position, addressing these needs quickly will be of importance. Craig and David
will be in touch to discuss review of the plans.
AREA CODE (919) 732-8181 • 968-4501 • 688-7331 • 227.2031 *FAX (919) 644-3004
Fyt Pqnn
DAM Amm Os 1999
The followiaag is Tsa►w we� basdgeted and spent conhnga:racyfiands. o the lasff" yW's
1994 -95 ' $150,000.00 $102,156:00
$65, 688.00 spank towards out of staff Speolal id student
$36, 00 spent towards Special Ed mdent s*dces
1995--961: $150 000-vo $ 30,49�SO
$ 3.777.32 t Re&nWcft
$21,484.18 speni to w snow rem
$ 5,237.00 spasm tows Band stipeards
199&971 $250,00000 $149,311.00
$ 15; 000 s ptard
IIJ 311.00 spe* to wa rds AV - In bud 0%) vs cactuat(c - S 5y*)
for sdmi ir:creases
:t99?; 9d $250,000.00 $140,095.00
$. 46,095:00 Vag tOWm' s MU s Exc. ChikI 'errs position
$100,000 00 spas Iowa r* difi: In (6%) w. acaual(mg 7.591)
fro' sa6i increases
ORANGE COUNTY
HILLSBOROUGH
NORTH CAROLINA
June 9, 1999
Mr. John C. Carroll, President
New Hope Fire Department
PO Box 16484
Chapel Hill, NC 27516
&rt� d 176,9
Dear Cliff:
On May 20, 1999, the County Budget Office received the 1999-2000 requested budget from New
Hope Fire Department. Requested County funding was $200,400, up from the 1998-99 appropriation
of $174,769. Your request indicated that this would require an increase in the tax rate to 6.0 cents per
$100 valuation, from the current rate of 5.15 cents. *e to the late receipt of your budget request,
ended budget was due
County staff were unable to adequately analyze it b re the Manager's reco
)y g
14 �.efbre includes an
to the Orange County Board of Commissioners. Tb` ended budg0,1,,,
tax rate of 5.15
appropriation of $178,914 fq,' pw e Fire dep d maillt a- - I 1 ' czt rent
cents. for residents of that (ff
In reviewing the various
increase be strictly
with Nick Waters and
with them, it appears to
budget, and by modifyi, -If
that any tax
iartment's budget
[ my conversations
� 4999-2000
1s. there will be
ce to your
more than adequate ent's budget, and
constituents. I would certainly
your correcting any erroneous
To that end, I have a
Commissioners, County Manager,
series of questions whose answers
and staff gain a better understanding of your stated budget needs.
1. With modest projected growth in anticipated fire calls (less than one per week) and a stable roster
of volunteers, why is it necessary to increase your personnel budget from $41,500 to $64,000?
2. What are the major factors necessitating a 16% increase in operating funds ($81,000 to $94,000)?
3. Why is $3,600 required for first responder equipment? My understanding is that Orange County
Emergency Management replaces everything that is used under first responder protocols.
4. 1 understand that the department is getting ready to enter into a debt arrangement that would
provide for $400,000 financed over 5-6 years, for an addition to Station 91 and the purchase of two
new trucks. If so, why was this shorter repayment period chosen rather than a more conventional
term of 10 -15 years for these types of assets?
AREA CODE (919) 732-8181 • 968-4601 • 688-7331 e 227-2031 ® FAX (919) 644-3004
r:v+ 9-,4r)n
5. Your budget calls for an increase in debt service payments from $40,000 to $50,000. What are the
specific debt obligations that comprise the total debt service budget (loans, interest rates, amounts
outstanding, annual payments, purposes for which loans were obtained, etc)? If a longer term were
pursued for the new $400,000 loan, what annual debt reduction could be achieved? Would this
help alleviate the stated need for a tax increase?
6. A few years ago, the department purchased a new brush truck. I understand that the -
department
plans to buy a new replacement. 'Why is this purchase necessary given the relative newness of the
existing truck? If the purchase is pursued, what happens to the existing brush truck? Could it be
sold and the proceeds used to eliminate the need for a tax increase?
7. With two new trucks and an improved Station #1, why is it necessary to set aside $15,000 for
capital reserve in 1999-2000? Can this amount not be reduced or eliminated for this year to offset
the need for a tax increase?
8. We project that at the end of FY 1998-99, New Hope should have an available fund balance of a
little more than $10,000. We have received no request from the department for the use of these
funds. If all these other options are for some reason not feasible in eliminating the need for a tax
increase, why does the department not request the use of ftind balance to reduce the impact .
tax increase? t of any
The County Commissioners will hold their final budget work session on Tuesday, June 15 at 7:30 pm
at the Southern Human Services Center on Homestead Road. The tentative schedule calls for the
Board to review fire district budgets as the first item of that evening's meeting. Requested and
recommended tax rates for the other eleven fire districts are at or below their 1998-99 levels. I will be
happy to transmit to the Board of Commissioners any additional information you provide regarding
your budget by 1 0:00am on Monday, June 14. Please feel free to call me prior to the June 15 work
session if you would like to discuss this matter. Thank you for your assistance in providing additional
explanation of your budget request.
Sincerely,
--l-11--
Rod Visser
Assistant County Manager
NEW HOPE FIRE DEPARTMENT
PO BOX 16484
CHAPEL HILL NC 27516
May 18,1999
Donna Dean
Budget Director, Orange County
PO Boa 818j., .
Hillsborough NC 27278
Dear Donna,
I am writing to present the budget request for the New Hope Fire Department
for the fiscal year 1999 -2000. I feel that our budget of $246,000.00 is a conservative
budget that will enable us to provide this vital service to. the citizens living in. and
passing through the New Hope Fire District.
We at New Hope are anticipating the completion of our addition/renoeation at
our station one facility, and also the arrival of our new pumper /tanker and utility
truck, which will replace.older out dated models. These two projects are in keeping
with our long range plans. and should assist us as we strive to lower or ISO rating
and provide the New Hope Fire District with quality fire service.
We estimate we will need a tax rate of approximately 6.0 cents
If I can be of any further assistance please don't hesitate to contact me at
919489 -3366.
Sincerely,
qt,A, �0 - 61-1-171 .
Cliff Carroll, President
New Hope Fire Department
7
MAY 2 0 1999
29. mt offic -
. k I
Orange County Fire District Budget Request
1. Fire District
New Hope Vol. Fire Department
L Mailing Address.
P-.O.BOX 16484, Chapel Hill, N.C. 27516
4. contact Person, Title, and Telephone Number
Cifff Carroll - President (919)489 -3366
Station 2: (919)929 -3473
Station 1: (919)493 -1001
Provide fire protection and emergency medical services, at the first responder level
for the New Hope fire district
6 Current Year Major Accomplishments
Started major addition to station one
Finalized plans and ordered new pumper/tanker to replace older unit
Finalized plans and ordered new utility truck to replace older unit
Continued with Level 182 Firefighter training
Completed very successful personnel recruitment drive
7. Next Fiscal Year Major A ccomplishmen ts
Complete major addition to station one
Take delivery of new pumpen'tanker and utility truck
Continue with Level 18,2 Firefighter training - .
Continue with study on ways to decrease ISO rating
Page 9 of 10
99.05.99
Orange County Fire District Budget Request
8. Five Year Plan
Continue with Level 1&2 Firefighter training
Decrease our ISO rating
1
10. Estimated Number of Annual Volunteer Hours Provided by the Firefighters in this District
2398
'Fire and First Responder Calls .
FY 97/98 FY 98/99 Fy 99100
Actual Estimated Projected
Fire Calls 176 220 260
1st Responder Calls 112 150 165
,
Page 2 of 10
19.05.99
Orange County Fire Distdct Budget Request
io
99
Orange County Fire District Budget Request
115.
Other Loans
Total-Debt Service
FY
FY
FY
Capital Reserves
1997-98
1998-99
1999-00
Personnel Costs
191765
206500
246000
Salaries
37000
3.7.000
48500
Fringe Benefits
9000
10500
15500
Total Personnel Costs
46000
47500
64000
Operating Expendftures
Communications & Maintenance
3000
2000
3000
Firefighter Training
3000
3000
6000
Firefighter Travel
Utilities & Rent
15500
17000
17500
Professional Services
-3000
2600
3500
Office Supplies
.2600
.3500
4000
Dues & Subscriptions
5250
5500
6000
Bldgs & Grounds Maintenance
2000
2000
4000
Vehicle & Equip Maintenance
11500
13000
16000
Gas & Oil
4500
5000,
.5000
Unffibn= & Clothing
6000
3500
4000
Insurance & Bonds
20500
19500
20000
Other -cleaning supplies
3500
5000
Other-
Other
Total Operating
76750
81000
94000
Capital Outlay ,
Station Furn & Equipment
1500
4000
3000
Vehicles
Buildings & Property
Fire Suppression Equipment
12000
14000
13000
First Responder Equipment
3000
3000
.3000
Communications Equipment
3000
3000
4000
Total Capital Outlay
19500
24000
20000
Debt Service (Notes payable)
Building Mortgage
Apparatus Mortgage
30005 -
40000
**50000
Other Loans
Total-Debt Service
30005
30005
**50000
Capital Reserves
19500
14000
15000
Total District Expenditures
191765
206500
246000
Page 4 of 10
19.05.99
Orange County Fire District Budget Request
Revenue Estimates.
Current Fire District Tax
Delinquent Fire District Tax
District Tax from. Other
Jurisdictions
Inventory Tax
Homestead Exempt1on
Interest Earnings from
Orange County
Interest Earnings from
District °s Investments
Grants
Fees for Service
Fund Raising
Donations
Appropriated from Fund
Ba lance (Orange County)
Other
Other
Other
Total District Revenue .
FY
FY
FY
1997 -98
9998 -99
9999-00 "
970130
171160
200400
1755
1374
246000
Total District Expenditures
7202
16600
573
573
18106
13?
137
District Tax Rate
1054
1054
***6.0
17. Budget Request Summary
FY
FY
FY
9997 -98
9998 -99
1999-00
Total District Revenues
173649
206500
246000
Total District Expenditures
199755
206500
571000
Revenues Less Expenditures
18106
0
- 325000
District Tax Rate
5.15
5.95
***6.0
***estimate
Page 5 of 10
19.05.99