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HomeMy WebLinkAboutAgenda 06-11- 2009ORANGE COUNTY BOARD OF COMMISSIONERS AGENDA BC~CC Work Session June ~ , 2009 7:0o p.r~. fink Government Services Center 200 SOUth Cameron Street Hil[sboraugh, ~C ~ . FY 2009-~ 0 Annual Operating Budget Decision Items County Pay end Compensation Decisions Service Delivery Changes as Included in the FY 2009-10 County Manager's Recommended Annual Operating Budget • Mark UplMerk Down Items farthe County's Annual operating Budget 7':00 ~- 8.30 Funding for Chapel Hill Carrboro City Schools and grange County Schools- Tax Date Decisions i. Ad Valorem Tax ii. Chapel Hill Cerrboro City Schools Special District Tax iii. Fire District Tax Rates ,. 2. Break Ito allow Budget Directorto formulate Draft Resolution to Adopt 5:30 - 9:00 FY 2009-~ 4 Bud et g~ 3. Adoption of FY 2009-~ 0 Annual ~Jperating Budget 9:00 - 9:30 ~ Approval of Resolution to Adopt FY 2009-~ 0 annual Operating Budget ORANGE couNTY BOARD.O~' CQMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date. June ~ ~, 2009 SUBJECT FY 2009-~ 4 Annual Operating Budget Decision Items DEPARTMENT: County Manager and Budget PUBLIC HEARING. YIN} No ATTACHMENT(S): ~. Memorandum from SDlid Waste 2. 2049 Retirement Incentive Program 3. FY 2DD9- D Budget Adoption Decision Points INFORMATION CONTACT Laura Blackmon, (919) 245-2300 Donna Coffey, (919) 245-2151 PURPOSE: Far the Board to make decisions regarding the FY ZDD9- o Grange County Annual Operating Budget and approve a Resolution of Intent to Adapt the FY ZDD9-~ D !Orange County Annual Operating Budget. BACKGROI~ND: The County Manager released her 1=Y 2009-~ D recommended budget on May ~ 2, ZDD9. Since that time, the Board conducted two public hearings to receive residents' comments regarding the proposed funding plan. Throughout the month of June ZDD9, the Board heard presentations from local school leaders and County department directors regarding the anticipated programmatic impact of proposed county funding for ~'Y ZDD9-~D. Fallow Jp lnformatian Solid waste Convenience Centers Hours of Operation Analysis At the June 9, 24D9 budget work session, Commissioners requested additional information regarding potential revision of Solid Waste Convenience Center hours. Currently, convenience centers are closed on Wednesdays. The attached memorandum from Paul Spire, Solid Waste Operations Manager, analyzes two scenarios for adjusting hours at the centers Attachment 1}. The first option analyzes closing on Tuesday and Thursday and opening on Wednesday, while the second option analyzes closing on Wednesday and Thursday. Both analyses assume continuation of Sunday hours ~1 a pnn} at a cost of $ 34,4~~ over the level of funding recommended by the County Manager. Revision of operational hours would be effective Monday, September 28, ZDD9. Orange County Public Library Commissioners agreed, during the June 9, 2aD9 budget work session, to a pion to keep the main Orange County Library open 54 hours per week and keep the branch libraries hours unchanged from the current year. The cost to do this totals $x,567,542, an increase of $436,870 over the FY X009-~0 level of funding recommended by the County Manager. During tonight's work session, staff will share e proposed funding plan to cover the increased costs for Library Services. Chapel Hill Carrboro City Schools -Construction of Carrboro High Cultural Arts 'U1ling Also during the June 9, 2009 budget work session, Cornrnissioners committed to construction of the Carrboro l~Cigh Cultural Arts vlling. The Eoard was clear its commitment is contingent upon the availability of federal economic stimulus no interest Ivan monies. Absent the federal loan, the Board did not make a commitment to construction of the project. Based on information available at this time, staff anticipates e total of $5 million in stimulus loans will be available in two installments. The first installment of $2.5 million anticipated in December 2409, and the second $2.5 million anticipated in December 2010 The estimated loan repayment period is 2 years. Annual debt service payments of approximately $208,350 for the first installment would begin in 1=Y 2010-~ ~. For the second installment, annual debt service payments of approximately $208,354 would begin in the following fiscal year, 201 -~ 2. There is no financial impact anticipated for the upcoming ~009~~ 0 fiscal year. 2009 Retirement.lncentive Program The Board requested additional information regarding the proposed 2009 Retirement incentive Program Attachment 2 provides a draft proposal of how the program would be implemented and administered. Tonight's Agenda The Board is scheduled to adopt the final l~Y 200910 Annual Operating Budget for Change County at its regular meeting on June ~ 6, 2009. Tonight's work session offers an opportunity for the Board to deliberate and make budget decisions for l=Y 200910. Attachment 3 identifies specific items the Board would need to decide upon during tonight's work session. FINANCIAL IMPACT: To be determined as the Board finalizes the 1=Y 2009-10 Annual operating Budget. RECOMM~NDATI(7N ~5~: The Manager recommends the Board make decisions regarding the 1=Y 2009-10 grange County Annual operating Budget end approve a Resolution of Intent to Adopt the 1=Y 2009-10 ~renge County Annual operating Budget. Memorandum To....... _. ___ Do~.~a Coffey, Budget Director From: Paul Spi~•e, Solid waste operations Manager Copy: Laura Blacl~no~a, Co~uaty Manager Subject: BoCC Budget work Session Followwup Date: June ~ o, X009 At its June 9t1~ meeting, tine BoCC requested further info~~nation regarding the potential revision of Solid waste Convenience fours. Presently, the centers are closed only on Wednesdays. An analysis for two scenarios ~ 1 } closing on Tuesday and Thursday a~ad opening on ~wednesday ~Z} closing on Wednesday and Thursday follows. The analysis assumes tl~e continuation of Sunday lours ~1 _ 5 pm} at a cost of $ 34,401. Any revision of operational hours would be effective Monday, September ~8, 2009. Scenario ~ Sce~aario 2 Current MI-W-F-Sat-Sun M-T-F-Sat-Sun Monday 7 air to 7 ~~. 7 am, to G m 7 am to 6 ~n Tuesday 7 am to 7 m Closed 7 am to G ~n Wednesday Closed 7 am. to 6 m Closed Thursday 7 am to 7 n Closed Closed Friday 7 am to 7 m 7 am to 6 nn 7 am to 6 m Saturday 7 am to 5 m 7 am to ~5 m 7 any to 5 pm Sunday ~ m to 5 n1 ~ m to 5 m 1 n7 to 5 ~~ Total Weel~ly Hours 62 hours 47 hours 47 hours l~a~pacts to operations: ~ Re aired Fvez weekend Work b Staff versus Cu~~rent Alter~aate Weel~ends: - Scenario ~: M-w-F-Sat-Sun Fnaployees would be required to worl~ every Saturday and alte~.ate Sundays in comparison to tl~e present alte~.~ate weekends ~Sat~~rday and Sunday} off to maintain a 40-hour weep. Tl~.erefore, they would not receive two consecutive days off weel~ly. Schedules would be adjusted alterzlate weeps to allow one 7 hour work day followed by a day off when scheduled to work Sunday. Employees would be consulted in regards to tl~e adjusted schedule to reduce its impact to them. - Scenario Z ~ M-T-F-Sat Sun Employees would be required to work every Saturday and alternate Sundays in comparison to the present alternate weekends (Saturday and Sunday) off to maintain a 40-hoiu week. However, employees would receive two consecutive days off weekly (Wednesday and Thursday) as well as one 7 hour day when scheduled to worl~ Sunday. Employees would be consulted in regards to the adjusted schedule to reduce its impact to them. ® Em~lo ee morale. with either scenario, employee morale is expected to be impacted negatively. Scenario ~ ~M~w-F-Sat-Sun} naay have a larger negative impact since employees would not have two consecutive scheduled days off weel~ly. E~aaployees would be consulted in regards to the adjusted schedule to reduce its impact to them. Sw Center Operators are categorized in the lowest salax•y ~.•ade, grade $. ~ Oran e Coun School Collections: Tl~e Sanitation Division performs collections at Orange County schools including Durham Tecluaical Coxa~munity Colleges on Tuesdays, Thursdays, and Fridays. with either scenario, these collections nay require adjustments in se~•vice days andlor Solid waste Collector schedules. OC Schools have been contacted regarding a potential schedule change. Revenues are received for these school collections Oran e Coun Jail Collection: Tl~e Jail is collected daily with the exception of Wednesday. with either scenario, Jail collections may require adjustments in se~•vice days. Jail Administration has been contacted and an acceptable schedule developed if this scenario ~s approve . ® Other Gove~~.~ment Facilities: These facilities are predominantly collected on Tuesdays and Thursdays, currently the lowest waste collection days from the convenience centers. with either scenario, tie facilities being collected twice a weep nay ~aeed to be revised to once a weep service. Public works Administration has been contacted regarding a potential change, ® Re-education of Users: Since tl~e transition to staffed solid waste convenience centers in ~ 993, only two revisions in operational fours have occul•red. Tl~e first being the Increase of Sat~~rday and Sunday hours by two ~~~ fours; closing at 5 pm versus 3 pin. Tl~e most recent revision was Septe~~.ber 2ooS with the elimination of the lunch tine closure X12 noon to 1 pm}. Any change of days of operation would have a significant impact in regards to re- education. Reeducation would include but not be limited to newspaper adve~•tisements, mailings, banners and new operational hour sig~~s. ~ Scenario l: N-w~F-Sat-Sun Vlore adaptation would be required by residents since centers are cu~•rently only closed on Wednesdays. Tl~e current X617 Tuesday and Tla~u«sday residents would have 4.5 other days ~Nonday, Wednesday, Friday, Sat~~rday, and 4 hours on Sunday} or a total of 47 hours to dispose of their waste. 2 ~ Scenario 2: N~-T~F-Sat Suva Less adaptation would be required by residents since the change would be only one additional day of closure ~T1~ursday~. The ~,2~8 Thursday users would have 4.5 other days ~N~onday, Tuesday, Friday, Saturday, and 4 hours on Sunday} or a total of 47 hours to dispose of their waste. I11ega du~~. in with either scenario, tl~e risl~ of illegal du~~,ping increases usually temporarily} whenever hours are revised. ~ Ada Cation to ~aew o erationallours with either scenario, the affected users would have 4.5 other days either Monday, Wednesday, Friday, Sat~irday, and 4 hours on Sunday or Monday, Tuesday, Friday, Satx.~rday and 4 hours on Sunday to dispose of their waste ® Holida 's Observed: with either scenario, there would be some increased disruption when County holidays obse~~ved are on either Noonday andlor Friday. 3 gRANG~ CgUNTY 2009 RI~~TII~FNI~NT INC~NTIV~ PRgGRANI ~I~SCRIPTIgN grange Coru~ty leas developed a Retirement Incentive Program ~"Progra~a"}" in an effort to achieve cost savings and provide eligible emplayees an opportunity to retire and receive a luxap sum payment. 1. ELIGIBILITY R.~QUIREIVIENTS: To be~eligible for tl~e Retirement Incentive Program, participants must meet all requirements listed below: ~ Be a f~,tll~tinae or pat-time permanent or provisional employee; Meet floe qualifications for retire~rent reduced and unreduced} under the North Carolina Local Crove~-n~a~ent Employees' Retireme~at System ~CLGERS}; Elect to retire with an effective date of duly 1, August 1, September I, or Uctober 1, 2x09; Complete and sign file Program Election and Release Fo~~.n ~"Release"~ and submit to tl~e I3un~an Resources Depa-t~a~ent eligible employees who voluntarily elect to participate in floe Progra~~n to execute and submit the Retirement Incentive Program Election and Release Form to the Human Resources Depa~~tment aad seven days from that date to revolve their. Release and withdraw from the Program,}; Rave submitted a "Claiming Your Monthly Retirement Benefit" ~Fo~~. ~} to NCLGFRS prior to the end of tl~e Program.. Any employee wl~o elects to pa~~ticipate in tl~e Program, but fails to timely and properly co~a~ply ~vitl~ floe above requirements, will not be eligible to pa~~ticipate in the Prograz~n. 2, TZMI~ LIMITS APPLICABLE Tq TI3I~ PRgGRAM June 17, 2009 - Prelimi~aa~~y info~~,ation con~nunicatng Board of County Conunissioners' approval of the Program will be distributed to e~~,ployees. . • June 17-July 1, 2009 - Additional irifo~m,ation regarding the Program will~be distributed to all employees. Election and Release Forms will be distributed to Program-eligible employees as identified by the County. July 1, 2009•getober 1, 2409 - Tl~e effective dates of this Program. July 1, 20.09 - Tlae first possible effective retirement date under this Program. ~ July 11, 2009 ~ Deadline far employees who believe they are eligible but did not receive tl~e Election and Release For~~~ to notify floe Human Resources Depa~t~r~ent that they maybe eligible. July 13, 2009 -Information for "missed" eligible employees will be distributed. July 715, 2009 ~ Retirement Info~~ra.ation Sessions see below} will be held. September 3o, Z009 -The last passible date to apply for reti~•em.ent to the NCLGFRS for pa~~ticipation in this program. • goober 1, 2ao9 -The last effective date for retirement under the Program. • January 1, Z01a - Tlae last date that the County Manager may delay an employee's effective retirement date for operational pu~~poses. However, the employee must have met floe eligibility requirement and applied to NCLGERS by September 30, 2009. All required County Election and Release for~~~s aaust be submitted by tl~e end of tl~e Election Period. This is a voluntary Prvgrarn. Away employee wl~o believes that he ar she is being coerced or pressured to retire should repo~~t this to the Human Resources Director. Employees considering pa~~ticipatio~a ixa this Program are advised to consult with an attor~~ey prior to executing floe Election and Release Fo~~.n. 3. BENEFITS AVAILABLE ~JNDER THE PR~GRAIVI ® Eligible employees who elect to participate in floe Program and comply with all requireaaents of floe Program shall receive In consideration for their participation in the program an Incentive payment based on their base a~anual salary and years of se~~vice in a lump sun as shown below. Tlae lump-s~uaa payment will be made within 30 days following the effective date of retirement and will be subject to floe usual deductions. The lump sum payment is an incentive payment and will not be considered in tine final compensation amount used for the calculation of retirement benefits as provided in the No~~tla Carolina Local Gove~~aanent Employees Retirement System guidelines. . • Exaaplayees will receive any ea~~ned but unused vacation and, in addition, longevity pay prorated to tine date of reti~•ennent. Vacation and prorated Longevity Pay will be in the employees final pay clnecl~ in accarda~ace with County policies and procedr~res; these payments will be included in floe calculation of tine employee's retirement benefits. An employee will receive applicable benefits as provided in the grange County Personnel ordinance and state and federal regulations. Incentive Amount Tine a~ano~uat of an individual employee's incentive is dete~~.nined by base annual salary as of floe last day of ennploynnent and years of se~~vice as dete~~.ined by the North Carolina Retirement System. NCLGERS Service C~•edit # of Weeks Salary Paid as Incentive 5 but less than 10 years 6 weeps 10 but less than 5 years S weeks 15 but less Haan Zo years 10 weeps ZO but less than 25 years 1 Z weeps Z5 but less tha~a 30 years 14 weeps 30 + years 16 weeps 4. I~TIB,ENIENT IN~'4RNIATIUN SESSIONS Tine Hunan Resources Depaz~tment will offer several inforinational workshops in m.id~July. All eligible employees wino meet tine Program requi~Nements are encouraged to attend the worl~slnops to receive information on a variety of related topics, including Retirement System procedures and Health Insurance. Spouses, domestic pa~~tners and significant others naay attend these worl~slnops with employees. Please see floe pzoposed schedule of meetings. 2 5. RLTIRLIVILNT ELIGIBILITY ~'l~e table below s~unmarizes eligibility requirements, Please refer to the North Carolina Retirement System at www.n~ ncretirenlent.com or 99~$a7-3o5o for more detailed information. Unreduced Benefit keduced Benefit ~'rnployees, Lcrtiv L"rrxp~oyees, Lcr~~ exclrcdirrg L~cw E'rrfo~cerrrerrt exc~trc~~rxg Lcrw ~'rxfo~cerrxertt .Errforcerrterr~ Of~ceNS (L.FO} L~rzfoNCerrrerrt nf~ceNs Df~cers Df~cers (L~"~) . Thirty t3o~ or Thirty ~~ o} or At least age 50 At least age , more years of more years of wrth at least 20 54 wt1a 15 creditable creditable ser~ years of years of ervice s v~Ge' credi a le tb regardless of creditable service as an regardless of age service a e officer At least age 6o At least age 55 At least age ~o with at least 25 with 5 years of with at least 5 years of creditable creditable years of se~•vice service as an creditable officer service At least age ~5 with at least 5 years of creditable se~•vice Sicl~ leave ~~ay be applied to creditable service in acco~•dance with the provisions of the North Carolina Local Governmental ~nployees" Retirement System. G. RETIR~NILNT APPLICATI[lN PI~4CLSS Tlae North Carolina Local Gove:~unental employees" Retirement System recox~nn~ends that employees submit applications for retirement at least 90 to ~ 20 days before the retirement effective date in order to timely receive initial retirement benefits to ensure timely payment of the first monthly benefit. Applications cazuaot be submitted more than 12o days prior to tlae ~•etirement effective date. Employees wlao elect to participate in the Retirement incentive Prog~•am and. meet all program requirements are required to submit an application far retirement to the NCLGERS no later than one day prior to tl~e chosen effective date. Eligible employees are encouraged to visit tl~e Retirement System website prior to contacting the ~u~nan Resources Department for additional information, 7. REENIPLt]YNIENT An employee electing to participate in the Program shall not be eligible for ree~a~ployment with tl~e County as a pen~~.anent or provisional employee. 3 8. ~ISC~NDTJC'~1~ERF`~R.NIANCE FAILIiI~ Employees who elect to pa~~ticipate in the Program are still obliged to adhere to Co~naty a~ad depa~~tment policies and procedures. The election does not excuse an employee from complying witl~ the County's conduct z~.~les as well as disciplinary policies and procedures. 9. DELAYS ~'aR QPERA"~I[~1VAL ~'tlli.P~SES The County N~a~aager loos the authority to delay an employee's effective retirement date up to three months far operational purposes. however, tl~e employee must have met the eligibility requirements and applied to tl~e Retirement System according to tl~e timelines specified. A delay will not reduce tlae incentive payment. 4 Orange County, NC FY 2009-10 Budget Adoption Decision Points June 11, 2009 Decision Point 1. Decision Point 2. County Employee Pay and Compensation Decisions Service Delivery Changes as Included in the FY 2009-10 County Manager's Recommended Annual Operating Budget Decision Point 3 Additional Mark Up/Mark Down Items for the . County's FY 2009-10 Annual Operating Budget Funding for Chapel Hill Carrboro City Schools and Orange County Schools • Current Expense (aka Per Pupil) Funding Decision Point 4. Recurring Capital • Long-Range Capital • Fair Funding Decision Point 5. Ad Valorem Tax Rate Decision Point 6. Chapel Hill Carrboro City Schools Special District Tax Rate Decision Point 7. Fire District Tax Rates