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HomeMy WebLinkAboutMinutes - 19760915MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS September 15, 1976 The Orange County Board of Commissioners met on September 15, 1976, in the Superior Courtroom of the Courthouse in Hillsborough, N. C. to review with the Orange County Board of Social Services and Title XX Contractors the status of Title XX funds. Commissioners present were Chairman Flora Garrett, Commissioners Norman Gustaveson, Jan Pinney and Richard Whitted. Commissioner. Norman Walker was absent. Members from the social Services Board were Mae McLendon, Joanne Carl, and Calvin Burch. Others present were S. M. Gattis, County Manager; Neal Evans,. Finance Director; Jeff Gledhill, County Attorney; Tom Ward, Social Service Director, Robert Stewart, Director of Region III, Department of Human Resources, and Agatha Johnson, Acting Clerk. Chairman Garrett opened the meting by stating that those present were here to discuss the County's Title XX Program. Chairman Garrett requested the Social Services Director to briefly review the present status of Title XX. Mr. Ward stated that the current allocation of Title XX funds was $677,657. which was about $4D0,000. short of the monies needed to fund all the Social Services programs and contracts. He stated that the Social Services Department had met with the County Commissioners and Finance Officer to decide just how the County could "live with this allocation." The recommendation was to cut back some Social Services Programs, Day Care and Chore Service in particular, and also to transfer some staff position from Title XX to other administrated Federal funds to attempt to }aalance the budget. He stated further that the paint of interest tonight was in regard to the Contracts. The Contractors have been notified that their Contracts will terminate in thirty days, on September 20, 1976. Those Contractors are Council an Aging, (Chore Service) Legal Aid, Life Enrichment Senior Citizens Center, Frank Porter Graham School, and Triangle J Housing Program.. Mr. Ward stated that the Social Services recommendations a month ago, from the money .available was to fund Legal Aid through December, 1976, and the Council on Aging Program (chore Service) at one~half of its current expenditures through the remainder of the fiscal year. He stated that there had been no change since this recommendation was made, one month ago. Chairman Garrett requested Neal Evans, Finance Director, to review the financial status of Title XX. Mr. Evans presented to the Board Title XX Federal Funds Data which showed the Title XX expenditures from October of 1975, when Title XX programs began, through May of 1976. The data showed a monthly average for each contract as well as the averas~e for a twelve month period which would have been the total figure if the Title XX programs had operated for the entire year. He stated that one problem was that some of Social Services expenditures at the start of the year were not under Title XX and that actual funding for Title XX was somewhat less at the beginning of last year, however, the - expenditures did increase during the latter part of last year because of taking on additional workers. in the various programs. The Finance Director explained that the 1976-1977 Budget was for July 1, 1976 thru June 31, 1977, which was strictly federal dollars, used in the County Budget for Title XX monies. He stated that the first quarter total was through August 31, 1976. Mr. Evans stated that the level of expendi- tures for the fiscal year could be estimated at $906,288. and this figure was somewhat distorted by approximately $50,000 because of the Frank Porter Graham amd Home Improvement question. The Finance Direcor reviewed with the Board a Title XX Administra- tive Recommendation Summary Sheet with showned a proposed reduction in Title XX expenditures for the 1976-1977 Budget year. The Summary Sheet showed a total reduction of Title XX Funds as $335,195 and County match as $17,029. Chairman Garrett requested Robert Stewart, with the Department of Human Resources tc speak to the matter of Title XX allocations. Mr. Stewart stated that the allocaticn of $677,657 was unchanged at this point, however, he could make the same promise which had al- ready been made, that it appears that the State is accumulating suffi- cient funds to make reallocations to those counties who have requested funds in excess of their fair share to cover both the Social Services Programs and the third party providers. Mr. Stewart stated that the State did expect to have figures after checking the September expendi- tures. Three months is needed to examine the spending trends of DSS and their providers before having a figure to be used for reallocations. He stated that between the first two weeks of October, the State would know the spending trend for the 1st quarter of this fiscal year, and the Division anticipated reallocation shortly thereafter. He stated that the County Commissioners could look for something in writing about the latter part of 'October. The County Manager asked how the reallocation plan would work. Mr. Stewart replied that there would be two reallocations. The first reallocation would be in keeping with what the STate can safety pledge to those counties who are in need in excess of their budget. The second reallocation will come somewhere around January when at that time the Division will have a history of six months of spending. Commissioner Gustaveson asked if there would still be a final re- allocation. Mr. Stewart replied that should a county still have a deficiency after the second reallocation, they could look forward to an additional reallocation. He stated that the State intended to utilize all Title XX monies. Commissioner Gustaveson inquired if this same formula would be used for the next fiscal year, or if the Division would look at the expenditure level of each County in terms of the first allocation given. He stated the need to be able to look ahead to have the same potential budget level for programs of next year. Mr. Stewart stated that as Counties who have underspent begin to expand there will be less to reallocate and that Counties could not count on the same amount fox reallocation. He stated that the formula may be changed next year and the expenditure level would be taken in account.of, but unless the Federal Share is increased, you cannot count on reallocation each year thereafter to finance your programs and the Counties will have to make a decision as to who will finance their programs. He said that the zeallocation he was speaking of now was to help counties through this year. Chairman Garrett invited persons from the provider groups to speak. Dr. James Gallagher, Director of the Frank Porter Graham School spoke on behalf of the School day care center which is designed to aid the growth and development of preschool aged children from low income families in Orange County. Dr. Gallagher stated that he sympathized with the Department of Social Services, but the needs were great and he felt that Frank Porter Graham was providing some of the services provided by Social Services in an area of mandated services. Dr. Gallagher stated that he felt Frank Porter Graham could pro- vide the County with strategy whereby the County would not suffer the consequences, but that Frank Porter Graham would be suffering the con- sequences, if a reallocation was not sufficient to cover expenditures. H~ spoke of the impact of Frank Porter Graham School if its Contract was discontinued. This discontinuance would not only affect children from low income families, and staff workers at the school, but Dr. Gallagher stated that Frank Porter Graham also received Title XX Training money for a training program which depended on the Title XX Service Program. Thereby, it was possible that the training pro- gram would have to be abandoned if the service program was abandoned. Dr. Gallagher stated that from talking with Jim White, with Social Services in Raleigh, there were reallocations coming, and Mr. Stewart had confirmed this tonight. The State would know where they stood as early as November 1st, that by going on a quarterly process ~- of budget review one can project what is required by both Mr. Ward and his staff and also the contracts people in such a way so that there is no risk to the County of going into fiscal trouble. He stated that if he and everyone else was wrong, and no monies did came down, there would be six months in which to discontinue the contracts. Dr. Gallagher stated that there was no risk by going an a quarterly basis, the contract prople would be running the risk. If, later in the year, the County could foresee financial trouble, then the contracts could be cut off and the Gounty would still be within the budget level as set in June. Chairman Garrett stated that one of the problems with working on a quarterly basis was that some of the contract people did not sent in their bills from one month to another and this would create a problem for the F~.nance Office. Commissioner Pinney raised the question of new programs which might be developed by the State, which would cut off reallocation. Mr. Stewart stated that this could be .a possibility, however, he could not know this in advance. Dr. Gallagher reiterated that there would be no risk to the County by working the contracts on a quarterly basis and urged the Commissioners to do so. Mrs. Bernice Hopkins, Program Director of the Council on Aging, stated that she was present in the absence of Dr. Charles Martin, Director of Council on Aging. She presented a letter from Dr. Martin asking that the salary for one-fourth of the present position for the remaining part of the fiscal year ending June 3D, 1977, which will require $500. from the County. Mrs. Garrett stated that this request was in line with~,~,hat the administration had proposed. Richard Taylor from the Legal Aid program stated that Legal Aid had a strong possibility of receiving funding from the National Legal Aid Corporation at the first of the year, however, Legal Aid must be in service in the County at that time in order to receive funding. He stated that Legal Aid would need approximately $16,000 to operate until the end of December. The County had recommended that Legal Aid's appropriation be cut to $10,000. He stated that there might be a possibility of receiving some. funds from the Town of Chapel Hill or some other source, however, he did hope the County would help Legal Aid to stay in practice until the end of this year. Dr. Rolfs Pinkerton of the Orange-Person-Chatham Mental Health Agency, spoke in behalf of the Life Enrichment Program. Dr. Pinkerton stated that Orange-Person--Chatham could supply $3,000. from the Center if the balance can be supplied to continue the Life Enrichment Center. Dr. Pinkerton stated that at the minimum, the Center would like to keep its nurse, Mrs. Sylvia Clayton, available at the Center. He stated that people from the Recreation Department had offered to provide support for the Life Enrichment Center. He requested from the County $7,755 to continue this program. Chairman Garrett questioned the support Life Enrichment proposed to receive from the Recreation Department. The Board was informed that the help would come from interns from the University of North Carolina. Dr. Pinkerton stated that the Council on Aging would provide transportation for the Center and Joint Orange-Chatham Community Action would continue to provide their Meals on Wheels Program. Evelyn DuBose of the Social Services Staff spoke of the continued need for the Life Enrichment Program. One unidentified male, who is a participant of the Life Enrich- ment program, spoke of the help the program had been to himself and others. Discussion ensued concerning the expenditures of the Social Ser- vices Department for their Title XX program. Mr. Gattis requested that Neal Evans, Tom Ward and himself have a brief work session. Commissioner Whitted stated that he felt that at some point early next year, the County should receive some indication of what their funding level will be from Title XX. This way the County would prioritise their programs. Mr. Stewart replied that the program of allocations would be handled better next year and that the State was aware of the bind in which the Counties were being placed. Commissioner Gustaveson inquired if it was realistic to assume that the second or third reallocation would be in the amount of $200,000. Mr. Stewart replied that it is reasonable to expect this magnitude of reallocation. Further discussion ensued regarding the method of reallocation and . a new Day Care Bill recently signed by President Ford which could poss- ibly mean additional funds for day care programs in North Carolina. Deanna Bullard of the Social Services Staff spoke of the need for Day Care Centers in Orange County. 'She stated that there was a waiting list in the Day Care Program because of the Title XX cutback. The County Manager summarized the result of his brief work session with the Finance Director and the Social Service Director. He stated that the County had already received its first allocation. The probelm with the forthcoming reallocations is their quanity, and he felt the reallocations would be relatively small. He stated further that the Commissioners should consider the question of priorities. Which pro- grams are we going to fund. Should the reallocations be given all to Social Services or to program contractors. Mr. Gattis stated that it was true that there was no risk in the ultimate sense that the County will overspend the budget if it continues the contracts on a quarterly basis and at some point we find we do not have sufficient monies to continue, and at that point, we have six months to work out any financial deficit but cutting back, perhaps with Social Services expenditues. He stated that the Board is confronted with a calculated risk. He told the Commis- sioners if they felt there would be a large enough allocation to come, they might want to take the risk, however, if not they might want to curtail some of the programs. The County Manager suggested that the Board might want to consider a side agreement with Frank Porter Graham. That the agreement would not become operable until the County knows if they can meet their Title XX budget. He stated further that if the County was forced to terminate the Contracts, there was enough monies available in the Social Services budget to provide day care for the children in the Frank Porter Graham School. Dr. Gallagher reminded the Board that what Frank Porter Graham was requesting fox a quarterly allocation was in the neighborhood of between $30,000 and $35,000. He stated that in the prospect of a million dollar budget $35,000 is not a risk. Commissioner Pinney inquired of Dx. Gallagher if Frank Porter Graham was willing to take a risk by providing funds for Frank Porter Graham until November and then if a reallocation was made, Frank Porter Graham would be reinbursed. Dr. Gallagher stated that he felt Frank Porter Graham would be then in the position of taking all the risk. He stated that the County had a margin of allocation to carry the programs through. Commissioner Gustavesan stated that in order to make a case for next year's budget needs of Title XX, the County needed to take a stand this year. "In terms of the future, it is important to take a risk." Commissioner Whitted stated that from what he was hearing from Mr. Stewart in all probability there would be a reallocation. He stated that the County's first priority would be the Department of Social Services (at the original budget J.evel). He stated if we go on the quarterly plan as Frank Porter Graham had suggested and allocate _ for three months $7,500 for Legal Aid and a three month expenditure for Council on Aging (Chore Service), Frank Forter Graham, and the Life Enrichment Center, the total would be $67,723 which would be spent - over the next three months and then at that time we would be ready for another reallocation. roHe stated he was willing to go with a quarterly review as long as the Board was dealing with the third party contractors and not the Department of Social Services. The Finance Director stated that if you went back to the budgeted level, it would cast the County about $25,000 more, which would change the total from $67,723 to $92,000 for the first quarter. Further discussion ensued. Commissioner Gustaveson stated that after the first reallocation, we find that the reallocation is not sufficient to cover the needs of the contractors, the County would take another hard look at the contracts and the Title XX budget. After further discussion, Commissioner Whitted offered the following proposal. That the fallowing contracts be extended on a quarterly f+eview basis: Frank Porter Graham through the end of December at a funding level of $8,000 per month, to be $24,000; Life Enrichment Center at the funding level of $3,166 per month and being $9,498 through December; Legal Aid at $12,000 through the end of December; Council on Aging (Chore Service) $1,500 for the year; Department of Social Services, $75,000 through the year at the original budget level. The total cost to fund these prog-rams would be $122,000. Mr. whitted stated that in talking with Mr. Stewart, he felt the reallocation would be sufficient to fund these programs. All contracts would be reviewed at the end of December. The two contracts that would be in "limbo" would be Frank Porter Graham and Life Enrichment Center, and they would be funded through December and then be reviewed. Commissioner Whitted moved that this proposal be approved. Commissioner Gustaveson seconded the motion. Discussion ensued. Chairman Garrett stated that the Contracts reviewal should be in November, although the Contracts would run through December. The County Manager pointed out that the Finance Office must have all bills from persons dealing with the Contractors at the proper time. Commissioner Pinney stated that he was afraid of this proposal that if the reallocations did not come through, the Social Services program would be hurt. The Chairman called for a vote on the motion of Commissioner - Whitted. Voting aye were Commissioner Garrett, Gustaveson, and whitted. Voting nay was Commissioner Pinney. The Chairman declared the motion passed. The Finance Director asked the Board of Commissioners to make a motion to rescind the letters sent to the Contractors terminating their contracts. Commissioner Gustaveson moved that the letters sent to the Contractors be rescinded. Commissioner Whitted asked that the motion be amended to exclude Triangle J Housing Development's Contract. Commissioner Gustaveson accepted the amended motion. Commissioner Whitted seconded the motion of Commissioner Gustaveson. Voting aye on the motion were Commissioners Garrett, Gustaveson, and Whitted. Voting aye was Commissioner Pinney. The Chairman declared the motion passed. In further business, the Commissioners discussed the granting of a leave of absence to Edafe Oddo, Sedimentation and Erosion Control _. Officer, tc further his studies in Florida. The request is for ninty days without pay effective September 20, 1976. Upon motion of Commissioner Gustaveson, seconded by Commissioner Whitted, it was moved and adopted to grant a ninty day leave of absence to Mr. Oddo. The County Manager informed the Board that from recent telephone conversation with the Chapel Hill Heusing Authority, he had learned that HUD in Greensboro was quite critical of the County's Administra- tive Housing Plan. Discussion ensued. Commissioner Pinney moved that the meeting adjourn. ~~~~ Flora R. Garrett, Chairman Agatha Johnson, Acting Clerk MINUTES ORANGE COUNTY HOARD OF COMMISSIONERS September 21, 1976 The Orange County Eoard of Commissioners met in regular session on Tuesday evening, September 21, 1976, at 7:30 p.m. in the Commis- sioners Room of the Courthouse in xillsborough. Members present were Chairman Flora Garrett, Commissioners Norman Gustaveson, Jan Pinney, Richard Whitted and Norman Walker. Members absent were none. - Others present were S. M. Gattis, County Administrator; Neal Evans, Finance Director; A. B. Coleman Jr., County Attorney; and Betty June Hayes, Clerk to the Board. The Chairman stated that the first matter of. business was to recognize any person present and not listed on this agenda, having business to transact with the Board of Commissioners should make theix presence known. Mr. Paul Alston, Director of the Orange-Chatham Comprehensive Health Service, informed the Board that he was present to discuss with the Commissioners an endorsement and commitment to the WIC Program. Commissioner Gustaveson stated that he would like to add to the agenda a matter of legal clarification regarding extraterritorial jurisdiction. These two items were added to the agenda. The Chairman referred to Item 2: Approval of minutes of August 31, September 7, $, and 15.