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HomeMy WebLinkAboutMinutes - 19751230Mrs. Garrett advised the Board that this matter needed to be deferred. Item #9: The Board of Commissioners to consider action on a letter from Dr. Charles Blake concerning the discharge of firearms. This item was deferred until the January 5, 1976 meeting. Item #10: The Board of Commissioners should name its appointees to the Hillsborough Planning Board. This item was deferred until the January 5, 1976 meeting. The Chairman referred to item #11 on the Agenda: Progress report from the County Attorney concerning the acquisition of the Northside School Property. ~- The County Attorney stated that the survey of the Northside School property was completed except for the installation of one marker. All of the adjoining property owners were in agreement to the establishing of the boundary lines and the agreements would be signed in the near future. item #12: Information developed by the State Department of Personnel that converts the County's pay plan to the system presently used by the State Merit System and the principal fringe benefits used by the State. This item was deferred until the December 30, 1975 meeting. Item #13 - Matters relating to roads was deferred until December 30, 1975. Item #l4 - Reports and budget amendments from the Finance Director was deferred until December 30, 1975, There being no further business to come before the Board the meeting was adjourned. ~o~ aQ. ~. Flora R. Garrett, Chairman Betty June Hayes, Clerk ORANGE COUNTY BOARD OF COMMISSIONERS December 30, 1975 The Orange County Board of Commissioners met in special session on Tuesday, December 30, 1975, at 7;30 p.m., in the Commissioners' Room of the Courthouse. Members present were Chairman Flora R. Garrett, Commissioners Norman Gustaveson, Jan Pinney, and Richard E. whitted. Member absent was Norman Walker. Others present were S. M. Gattis, County Administrator, Neal Evans, Fiscal Officer; A. B. Coleman, Jr., County Attorney; and Betty June Hayes, Clerk to the Board. The Chairman referred to Item #1 on the Agenda: Recognition of persons present and not on this Agenda desiring to speak with the -- Board. No one came forth. Chairman Garrett inquired of the Board if they would agree to add to the Agenda an additional item - Personnel. The Board agreed to dis- cuss Personnel as Item #8. The Chairman referred to 1-•5~ of three members Item to the Recreation #2 on the Agenda: Advisory Council. Appointment nominatedCGarrman asked fox Robezt Stra Y Giles nomination and Commissi of Chapel Hill and Courmissionerer Gustaveson Council, Yhorn of the New Hope Courmunit The Board agreed to defer the Y to the Garrett nominated the January 5, 1876. meeting, therRacredtion Advisory one o ppoint~nt The Chairman until adopted the reminded the Beard - that the guidelines that Board guidelines be h rated Recreation Advisorad not formally also agreed to g to policy state Y Council and su Advisory Council name one meter ment of the Bo ggested to this Board. from the Orange Count ard. The Discussion Y Youth ensued that la be named to the Recreation Advisor or not a County Co Ceunty Commissioner not be named The Boa d ssioner Y Council. Upon motio tO the Board. agreed Whitted n °f CO~issioner p• Recreationt was moved and ado ted xnneY, seconded b Advisaxy Council }e a that the Polic ~' Commissioner Pproved. Y Statement for the ~~I Or anization A- Membership 10 members 1 member no appointed by County Cc~-ssioners urinated by the 1 member nominated b Chapel Hill-Carrboro 1 member nominated by the Orange County Schaal Boar~l Board 1 member nominated by the Chapel Hill Recreation De 1 member nominated by the Carrboro Recreation DepartPmentent Total Y the Orange .County Youth Council 15 members B. Officers 1. Chairman and Advisor Vxce`Chairman elected b 2. Duties of CSencil Y members of the member of t cretary to be performed b 3. Recreation De Recreation Department Y designated the Co partment Direr Staff, until, for °X-officio member of C• Status 1• Advisory authority only 2. Advisory relationshi of Recreation and p P xs to the Ora noted arks, rage County Department below.) ~E~cept for special tasks as D• Sub-Committees committees as needed.Advisory Council may serve on sub- Persons not on the aPPolnt sub- committees. Advisory Council II. General Pur ose and Res o , nsibilities A• The primary purpose of the Recreation and Parkshe Advisor is to ing an effecti Department Council ~ and v assist system for axied recreation Planning and develop- . the citizens of Orange County~egram and - B• In order Parks to accomplish cal Council may perform this general g the 1• the fallowing kinds of Advisory Access recreation needs sPecifi.c f 2. Encourage citizen in Or unctions: mentin p o ange Count 3- Provide the roation parggrams tion in planning and imple- Pportunit and activities, 4. ment in planning and Y and forte for HeIP the Recreation xmPlementin citizen involve- trainin Department g recreation programs. g volunteer leadershi Staff in recruitin Programs and activities. P tO work g and with recreation ~~~ 5. Assist the Recreation Department Staff in evaluating recreation programs and activities. 6. Assist the Recreation Department Staff in developing program priorities. 7. Assist the Recreation Department Staff with long range planning, particularly in the area of park development. 8. Assist the Recreation Department in developing cooperative arrangements with other units of government and private groups when it will further the objective of providing more and varied kinds of recreation programs for the citizens of Orange County. 9. Help interpret programs and policies of the Recreation and Parks Department to the citizens of Orange County. 10. Help prepare and advise on Recreation Department budgets. III. Specific Tasks In addition to the general advisory functions outlined above the Advisory Council is charged with two specific tasks: A. Written Policv Guidelines B. Recommendation regarding a Permanent Recreation and Parks Department- Governing Body-~ Written Polic Guidelines 1. Develop with the assistance of the Recreation Department Director written policy guidelines to cover: a. Building and facilities use b. Program fees c. Use of gifts and financial support from non- governmental agencies, clubs or from private individuals. d. Joint programs with other organizations (Non'govern.) e. Other policies the Advisory Council and/or the Recreation Department deems essential for effec- tive and consistent administrative practice. 2. When these policies have been formulated and put in written form, they should be presented to the County Manager for review. After this review, they should be presented to the Orange Ceunty Board of Commis- sioners for consideratien and adoption. Permanent Recreation Governin Bod 1. Based on the experience of this Advisory Council's role in relationship to the Department of Recrea- tion and Parks for a period of one year, what recommendations can this body make regarding a permanent Recreation Governing body? a. A Recreation and Parks Commission based on the model ordinance as suggested in the Recreation • Study. b. Continuation of the present Advisory Council with possible modifications and changes. c. Other models that would be more appropriate to the unique situation of Orange County. 2. This recommendation should be ready for the Orange County Board of Commissioners eighteen months after the Advisory Council is organized. The Chairman referred to Item #3: Consideration of a County Sediment Control Ordinance. The County Attorney filed with the Board an "Ordinance to Provide far the Control of Soil Erosion and Sedimentation." IKr. Coleman stated that the Ordinance has been changed in Section 19-8 of the Ordinance to allow each Town to designate an agency to hold first hearings of appeals and then the agency would report their findings to their Town Boards. He added that Chapel Hill had requested that the County hold all hearings of appeals far the Town of Chapel Hi11 and will present a formal resolution requesting this action. 15 Gerald Cohen of the Chapel Hill Board of Aldermen was recognized by Chairman Garrett. He pointed out that the County has jursidiction over the Sediment Control Ordinance outside the corporate limits as well as within the Chapel Hill Planning area, Therefore, the Chapel Hill Board of Aldermen had agreed to include the area within the city limits. The County Attorney advised the Board that the General Statutes stated that the governing body should hear all appeals. Discussion ensued concerning the appeal hearings procedure. Commissioner Whitted moved that the Board accept and adopt the Ordinance to Provide for the Cantzol of Soil Erosion and Sedimentation. Commissioner Gustaveson seconded the motion, The Chairman called for the vote, Voting aye were Commissioners Garrett, Gustaveson, Finney and Whitted. The Chairman declared the motion passed, Chairman Garrett referred to Item #4 on the Agenda: The State Department of Transportation has requested the Commissioners approve certain amendments to the Orange County Highway Map. The Chairman explained to the Board that the purpose of this procedure was to update the Orange County Highway Map. She asked if the Board had any comment to the recommendations of the Highway Department? "11/6/75 Bayberry Drive, Azalea Drive, Gray Bluff Trail in Farrington Hills and Morgan Creek Hills Subdivisions Morgan Creek Hills not in an acceptable state of maintenance, Farrington Hills Section would be acceptable if access to this section was possible Recommendation Do not add. 12/5/75 Umstead Drive in Bolinwood Subdivision Meets minimum requirements Recommend addition 12/5/75 Hilltop Drive in Wilkerson Acres Subdivision Meets minimum requirements Recommend addition 12/3/75 Secondary Road abandonment Investigation .Reports SR 1154 Carrs Car Wash Road SR 1152 John Foust Road Abandon SR 1311 Abandon SR 1300 Abandon SR 1153 Abandon - SR 1711 Pine Grove Church Road Abandon SR 1937 University Lake Road Abandon SR 1736 Merritt Mill Road Abandon SR 1514 Jim Parker Road Abandon SR 1347 Bradshaw Road Abandon Abandon 12/3/75 Grady A. grown School _ Christopher Road Add Redman Industries Access Road Add Add Upon motion of Commissioner Finney, seconded by Commissioner Whitted, it was moved and adopted that the Board accept the Highway Department's recommendations for the amendments to the Highway Map. Item #5 was referred to by the Chairman: The County Finance Director has previously submitted to each Commissioner a list of budget amendments. These amendments should be considered at this time. The Finance Director reviewed with the Board his Memorandum concerning Contingency and Budget Amendments. "I have attached two items far your information and further consideration: 1) a summary of contingency expenditures to date and 2) a lengthy proposed budget amendment. I would propose that the amendment be placed on the Agenda of December 16. the following is an attempt to clarify the various requests. 1) Animal Control -Additional expenses to cover costs of leasing impeundment facility. 2) Buildings & Grounds - funds restored to budget for pur- chase of lot in governmental complex, funds in prior year budget lapsed as result of auditors opinions that sufficient activity had not taken place to encumber funds. 3) Civil Defense - Supplies - appropriations and revenue for surplus items purchased by fire departments and rescue squads throughout county. 4) County Commissioners - supplies expenditures have ex- ceeded budget by $100. already primarily due to initial buildup of correspondence supplies including task force and committee requirements. No funds were budgeted for telephones. 5) Courts-Jury Commission - costs exceeded estimates due to additional supplies needed to select a greater number of jurors. 6) EMS- Personnel, budget appropriation to meet previously approved salary for key punch operator. Revenue is also included. 7) EMS-Communications - to provide budgetary authorization for EM5 Communications grant. Revenue is included. 8) Finance-Personnel-additional funds are required to pay portion of unused vacation time for former employee. Remainder to be paid from current salary funds resulting from lag in replace- ments and new employee at lower salary. 9) Jail-Personnel - amount requested to cover overtime costs when jail matron is required. A portion of this cost is in the Sheriff's budget. 10) Central Services--Auditing - to provide an additional $1,500 for the current audit and set up next year's requirement, as pro- posed by the auditor, at an estimated $1$,000. A portion of this is in Social Services. 11) Central Services - to establish account for paying tele- phone services for Courts, Probation, ASCS, and other agencies to whom services are provided. Their reimbursement to the County is the revenue item. 12) Contingency- this, is reduced by $32,250 giving a new total of $259,928 of which $226,000 has been earmarked for Schools, ESAA, leaving $33,928 for future contingencies. 13) Capital Outlay and Driver Education refunds are budgeted as well as $6,922 remaining from prior years. 14) Chapel Hi11 per capita includes $4,218, a disputed sum that has been continually promised to Chapel Hill if available from June 30, 1975, fund balance. $3,958 is the corresponding per capita that would be required for the County if Chapel Hill is funded. 1S) Special School District - The full fund balance of $58,360 is appropriated. These district tax funds must go. to the School unit and the amendment is made to insure no over expenditures in fund as suggested by the auditors. 16) Facilities Fund - closed the prior fiscal year with a fund balance $225 less than had been estimated. It is recommended that this deficit be funded by increasing tghe revenue estimate. CONTINGENCX APPROPRIATIONS As of 12/1/75 Item Amt. Date Utility Authority $ 2,600 July 7, 1975 Title XX 9,675 Aug. 12, 1975 Council on Aging Bus 1,672 Aug. 4, x975 . Sheriff Salaries 5,525 Growth Options Conference Aug. xg. 1975 800 Sept. 11, 1975 Boarding Home Rates 5,400 Sept. 11, 1975 Energy Conference 350 Oct. 21, 1975 Planning Personnel 950 Oct. 28, 1875 Bicentennial Commission 250 Nov. 3, 1975 Social Services Personnel 7,5D0 Dec. 1, 1975 33,922 Total Contingency 326 000 Contingency Appropriations '~ ITEM AMT. DATE ESAA Earmazking $ 226 000 r 100,000 Appropriated to date 33,922 Unearmarked balance 66,078 Dec. 9, 1975 Recommended additions 32,250 Balance (if approved) 33 828 *ORANGE COUNTX 1975-1976 PROPOSED BUDGET ORDINANCE AMENDMENT "The 1975-1976 Budget Ordinance June 18 1975 a d of Orange County as adopted on , , n subsequently follows: amended, is here by amended as Change the appropriation for the funds indicated: following line items in the FUND - ITEM INCREASE (DECREASE) TO TOTAL General: Animal Control-Facilities (1) 2,600 2 600 Buildings & Grounds-Land (2) Civil 10 000 X , 10,000 Defense-Supplies (3) 152 202 County Commissioners-Supplies (4) 300 County Commissioners-Telephone 6p0 600 Courts-Jury Commission (5) 400 600 1 600 EMS-Personnel (6) 4,622 , 4 622 EMS-Communications (7) 9,120 , 9 120 Finance-Personnel (8) 850 , Jail'Personnel (9) 1 000 41,000 Central Services-Auditing (10) , 14,500 6,35D 24 500 Central Services-Telephones (11 ) 8,000 , 8 p00 Interfund Transfers-Social Service , Contingency (12) (10) 2.000 gEg~~,g (32,750) 261,.•28 School Capital Outlay: County (13) 3,458 939,405 School Currant Expense Chapel Hill Per Capita (14) 4,218 1,169,043 County Per Capita (14) 3,958 1,097,233 Drivers Ed (1~3) 9,953 9,953 Social Services: Auditing (10) 2,000 3,500 Appropriations 58,360 (15) 9g4,g95 Change the revenues and fund balances estimated to be available to meet the foregoing appropriations in the funds indicated: FUND- RESOURCE INCREASE (DECREASE) Facilities Fund; Fees (16) Fund Balance (16) 225 (225) General: EMS Revenues (6, 7) 13 742 Telephone Service (11) , 8 000 Miscellaneous Revenues (3) , 152 School Capital Outlay: Refund Revenues (13) 3,458 School Current Expense: Drivers Ed., Refunds (13) 3 031 Fund Balance (13,14) , 15,098 Social Services: From General Fund (10) 2,000 Special School District: Fund Balance (15) 58,360 TO TOTAL 21,535 6,465 13,742 8,000 152 6,489 3,031 149,028 469,238 58,360" Discussion ensued concerning the monies expended from each Depart- ment as related to the monies expended from the Contingency Fund. The Finance Director explained to the Board Item #8 - Finance - Personnel- Additional Funds are required to pay portion of unused vacaton time for a former employee, Remainder to be paid from current salary funds re- sulting from lag in replacements and new employees at lower salary. He stated that this increase would be $850.00 The Finance Director discussed with the Board Item #9: Jail- Personnel. The Amount requested to cover overtime costs when jail matron is required. A portion of this cost is in the Sheriff's budget. He explained that the increase for Item #9 would be $1,000. Commissioner Pinney moved that $850.00 under Finance-Personnel be allocated and that the requested $1,000. for Jail-Personnel be so allocated and that these monies be taken from the Contingency Fund. This motion was seconded by Commissioner Gustaveson. The Chairman called for the vote. Voting aye were all members present. The Chairman Declared the motion passed. The Finance Directoz was requested to prepare a Financial State- ment to be presented in January, 1976. 1 The Chairman referred to Item B - An additional budget amendment will be requested by the Joint Orange-Chatham Community Action Agency. Floyd [slicker of the Joint Orange-Chatham Community Action Agency was recognized. He stated that in order for his Agency to meet the State Matching Funds for Title XX for the Legal Aid Office, the sum of $1,078. would be needed. He stated that there was $2,000, available in the Northern Orange Community Center Budget and that the monies would not be needed due to the securing of Federal Funds for the re- novation of the Center. Therefore, he was requesting that the County transfer fxom the Northern Orange Community Center Budget the sum of $1,078, to the Legal Aid Budget. Upon motion of Commissioner Pinney, seconded by Commissioner Gustaveson, it was moved and adopted that $1,078.00 be transferred from the Cedar Grave Renovation Fund (code #0-0670015) to the Joint Orange Chatham Community Action Agency Legal Aid Services (Code #0-066-091) . Aso Chairman Garrett referred to Item A - An additional budget amend- ment has been requested by the Animal Control Officer and recommended by Commissioner Walker that $200. be provided from the Contingency Fund to acquire a 222 rifle with telescopic site to enable the Animal Control Officer to destroy wild dogs that often kill or injure live- stock. Discussion ensued concerning why a 222 rifle is required and the use of the Contingency Fund for items such as this. Chairman Garrett inquired of the'County Manager if the County had insurance coverage for property owned? expensiveF1haweveDirhet~elteph~eCounty shouldyhavefsomeurance was very type of coverage. Upon motion of Commissioner Pinney, seconded by Commissioner Whitted, it was moved and adopted that $200.00 be expended from the Contingency Fund to purchase a 222 rifle for use by the Animal Control Officer. The Finance Director was requested to prepare a Budget Amendment for the purchase of the rifle and to show on the amendment the present status of the Contingency Fund. The Chairman referred to ztem #6 on the Agenda: The Law and Order Section of the State Department of Natural and Economic Resources has submitted a Memorandum requesting local imput into development of uni- form policies and procedures for their agency. This input should be in their hands by January 2, 1976. Mrs. Garrett explained to the Beard that the Federal act sets up a Law and Order Criminal Justice Bi11 to enable, technically, to de- crease the crime rate and to provide commissions for regional planning on a regional basis, however, while the State is administering the program no one knows whether any monies will be provided by the State. Also, funds are granted annually for certain technical programs which the State feels are best, but the Chairman stated that ,she feels that the program should be open enough so that Counties can apply for things that a vitally needed. The basis for allocating funds should be changed so that each region can be granted a specific amount of funds so that they can plan and apply for what each locality needs. Commissioner Gustaveson stated that he thought a letter should be submitted stating the points Mrs. Garrett had outlined. Commissioner Pinney suggested that the time allotted to complete the Memorandum should be mentioned since the Orange County $oard was not given proper notification. The County Administrator was requested to prepare the reply to the law and Order Section of the State Department of Natural and Economic Resources. The Chairman referred to Item #7 on the Agenda: A meeting with the Community Development Task Force, Planning Department personnel and representatives of Triangle J to discuss Community Development plans for 1976. The Chairman recognized C. U. Moore, Marilyn Riddle, and Marjorie Land of the Community Development Task Force and Mark Burnham from Triangle J Council of Governments. Mr. Burnham stated that his Department had gain valuable experience from the application submitted in 1975. He informed the Board that applications would be evaluated on a point system, He presented to the Board a Memorandum outlining the Base Point Rankings for Community ~._ Development applications. Mr. Burnham pointed out to the Board that Orange County did stand in a favorable position in the Base Point rankings, however, application must be submitted by the 1st of April, 1976. Chairman Garrett presented to the Community Development Task Force needs which she felt should be explored: 1• is the Sewer and Water to the Fairview Area going to be extended to the Northern side of Highway #70? ~s~. Mr. Buxnham x'eplied that the Tnlater-Sewer would not cross xighway #70, according to the application filed by the Town of Hillsborough. Discussion ensued concerning the needs of the Fairview area and whether or not the County would extend Water and Sewer to that area. 2. Using money to pave roads in communities where •large portions of land is owned by developers and the only means of paving roads is through owner participation. Discussion ensued regarding whether or not Community Development monies could be used for the paving of roads. Marilyn Riddle, Chairman of the Community-Development Task Force, spoke of the need of Public Hearings to receive citizen imput in order to determine the needs of the County. She requested the aid of the Planning Staff to help access the needs of the County. Further discussion ensued concerning target areas to be designated which would x'eceive the highest base points. The first meeting for the Community Development Task Force for 1976 is scheduled for January 8, 1976, in the Commissioners' Room. The Clerk was requested to contact the Task Farce Members to see if they were willing to serve another yeax. The Chairman directed the Board to Item #8 - Personnel Mrs. Garrett stated that there were several things that the Board needed to get in line concerning the 1976-1977 Budget. 1. Take an in-depth look regarding Personnel Policy for. the County. She stated that she had received information from the State and from Manpower who would be willing to formulate policies for the County. 2. Financial consideration in relation to the Budget. What to do about the Budget in relation to financial and capital improve- ment. 3. What to do about Seven-Mile Creek? 4. Land use and where the County stands. Discussion ensued among members of the Board, the County Manager, and the Finance Director concerning priorities for the forthcoming budget. The Finance Director suggested to the Board points for a budgetary process. There being no further business to come befoze the Board, the Meeting was adjourned. ~~O`f O. ~. ~qe,' Betty June Hayes, Clerk Flora R. Garrett, Chairman