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HomeMy WebLinkAboutMinutes - 197712054u~ MINUTES ORANGE COUNTY HOARD OF COMMISSIONERS MONDAY, DECEMBER 5, 1977 The Orange County Hoard of Commissioners met in regular session an Monday, December 5, 1977, at 10:00 a. m., in the Commissioners' Room of the Courthouse in Hillsborough, N. C. Members present were Chairman Richard Whitted, Commissioners Norman Gustaveson, Jan Pinney, Norman Walker, and Donald Willhoit. Staff members present were S. M. Gattis, County Manager, Neal Evans, County Finance Director, A. B. Coleman, Jr., and Jeffrey Gledhill, County Attorneys, and Agatha Johnson, Clerk to the Board. The Chairman referred to Item 1 on the Agenda: Persons not on this agenda having business to transact with the Board of Commissioners should make their presence known at this time. No.one came forth. The Chairman asked if other members of the Board wished to add items to the agenda. Items added are: (a) The election of a Vice Chairman of the Board of Commissioners (b) Appointment of a person to the Title XX Advisory Committee (c) Letter to the governor regarding the appointments to the Property Tax Commission. (d) Memorandum to the Planning Board Chairman stating the reasons for the Board's action on the Raymond Williams rezoning request. (e) Meeting dates for the month of December. (f) Possible meetings with the people involved with the EM$ Communica- tion system. The Chairman referred to Item 2: Minutes of the Board meeting held November 15, 1977 are submitted for consideration. Upon motion of Commissioner Pinney, seconded by Commissioner Willhoit, the minutes of November 15, 1977 were approved. Commissioner Walker informed the Board the Recreation Advisory Council was in the process of formulating an Ordinance to create the permanency of the Orange County Recreation and Parks Advisory Council, and if any members of the County Board wished to make any comments regarding the Ordinance, they should do so before the next meeting of December 6, 1.977. Item 3: The Board should elect a Chairman to serve until the first Monday in December, 1978. Upon motion of Commissioner Gustaveson, seconded by Commissioner Willhoit, it was moved and adopted that Commissioner Richard Whitted serve as Chairman of the Orange County Board of Commissioners until the first Monday in December, 1978. Item 3A: The Board should elect a Vice-Chairman to serve until the first Monday in December, 1978. Upon motion of Commissioner Willhoit, seconded by Commissioner Pinney, it was moved and adopted that Commissioner Norman Gustaveson serve as Vice- .. Chairman of the Orange County Board of Commissioners until the first Monday in December, 1978. Item 4: Appointments - The following County Officers serve at the pleasure of the Board of County Commissioners. 1) Clerk to the Board of Commissioners, 2) County Attorney, 3) County Finance Director, and 4) County Manager. Upon motion of Commissioner Gustaveson, seconded by Commissioner Pinney, it was moved and adapted .that Agatha Johnson be reappointed as Clerk to the Board, the law firm of Winston, Coleman, and Bernholz be reappointed as County Attorneys, Neal Evans be reappointed as County Finance Director and S. M. Ca.tti; ~ ~.. be reappointed County Manager until the first Monday in December, 1978. Item 4B: The Town of Carrboro recommends that Robert Mcbuffee be appointed to the Carrboro Planning Board for a term that expires September, 1981. Upon motion of Commissioner Gustaveson, seconded by Commissioner Willhoit, it was moved and adopted that Robert McDUffee be appointed to the Carrboro Planning Board for a term to expire September, 1981. Item 4C: Request that the Board of Commissioners appoint a County Commissioner to serve on the Title XX Advisory Planning Council. Upon motion of Commissioner Gustaveson, seconded by Commissioner Walker, it was moved and adopted that Commissioner Pinney be appointed to the Title XX Advisory Planning Council. Item 5: A Public Hearing on the Preliminary Assessment Roll for the Morgan Creek Hills paving project has been set for 10:00 a.m. The Chairman stated that this was the advertised time for the scheduled public hearing. He then asked if there was any person present who wished to speak in favor of the Preliminary Assessment Roll. Don Francisco, a resident of Bayberry Drive in the Morgan Creek Hills area informed the Board that the State .had declined to accept one street, Azelea Place, in the project because of the number of homes on the street. He suggested to the Board one of three alternatives: 1) the State can re- cognize that Azelea Place was from the beginning a part of the paving pro- ject and therefore continue with the project, 2) the cost of the work to be done to Azelea Place is estimated at $13. This project can be decreased by this amount and the other property owners be reassessed, or 3) the - assessed amount to the property owners on Azelea Place can be refunded. He pointed out that there is another cul-de-sac at the other end of Azelea Drive, known as Azelea Drive, which has five homes and this was accepted by the State. The Board of Commissioners asked that the County Attorney review this matter and that this public hearing be continued until such time as a recommendation is ready from the County Attorney's office. Item 6: Representatives of Peat, Marwich, and Mitchell, the County's auditing firm, will review the 1976-1977 audit. Chairman Whitted recognized Phil Wilson and Phil Amean of Peat, Marwich, and Mitchell. Mr. Wilson spoke of the Financial Statement of the County. He stated that in the Accounts Report there are two qualifications which both result from differences in the procedure the N. C. Local Government Commission would like items recorded and the way the American Institute of Certified Accountants feel items should be recorded. One qualification is the accrual of property taxes, and the other is that revenue was recognized in the school capital projects fund on bonds authorized, but not issued. Discussion ensued begween the Board and the representatives of the auditing firm concerning the 1976-1977 Financial Statement. Phil Amean reviewed with the Board the Management Letter which is an audit of internal control of methods and procedures. Mr. Amean stated that compared to past years, the Management Report showed definite improvement. He added that some problems which do exist will be cleared up under the new financial system. Mr. Amean pointed out one problem with the Welfare Roll checks is that documentation is needed that persons signing welfare checks are so authorized. Commissioner Whitted suggested that a form be devised and be included in all welfare checks, asking for the signature of designated persons to sign said checks. These signatures can be checked against the signature on the check. The auditing fixm was asked to review the recommended pro- cedures before implementation. Phil Wilson filed with the Chairman a proposal for the audit contract for the year 1977-1978. The Finance Director filed with the Board a Financial Report through the months of,~~lly and August. He stated that his Department hoped to be ~u up to date on the new computer system before Christmas. Mr. Evans filed the 1976-1977 Audit Report with the Clerk to the Board Item 9: The Manager is submitting a modified recommendation concerning the purchase of vehicles for the County Sheriff's Department. The agenda attachment stated that the Manager submitted a report of bid results and a recommendation concerning the acquisition of six police vehicles at the Board meeting of November 7, 1977. Further discussion of the recommenda- tion with the Sheriff has led to a modified recommendation from the Manager. Since the Sheriff feels the cars proposed by the low bidder were not as satisfactory for police patrol work as those proposed by the next law bidder, the Manager is submitting a new recommendation. ,That the five 1978 Ford automobiles as bid by Ray Motor Company be purchased and that one 1977 Ford automobile previously offered in trade (Unit Number 7B63S222286) be retained by the County for continued use in the Sheriff's Department. This purchase can be accomplished with funds previously made available for this purpose. Units Purchased 5 Vehicle Unit Cost $ 5,909.58 Total Cost $ 29,547.90 Trade in 3 Vehicles 5,450.00 Net Cost to County $ 24,097.90 Members of the Board pointed out that it was important to consider the EPA estimate and the amount of time the vehicles will be in the repair shop. Upon motion of Commissioner Pinney, seconded by Commissioner Walker, it was moved and adopted to accept the Manager's amended recommendation for the purchase of five 1978 Ford automobiles as bid by Ray Motor Company and that one 1977 Ford automobile be retained by the County for continued use. Item 7: The Manager recommends the tax refunds listed be approved. (For copy of names of persons to receive tax refunds, see page 438 of this book.) Upon motion of Commissioner Pinney, seconded by Commissioner Gustavesan, it was moved and adopted to approve the tax refunds as shown. Item 8: The request of the Social Service Board to provide an addi- tional appropriation of $10,000 to their General Assistance Fund was deferred until after lunch when the Social Services Director would be present Item 10: The North Carolina Department of Transportation has recom- mended the streets in Countryside Subdivision be added to the State Road System. Upon motion of Commissioner Pinney, seconded by Commissioner Willhoit, it was moved and adopted to accept the recommendation of the Department of Transportation to add streets in Countryside Subdivision to the State Road System. Ttem 11: Joe Bradshaw will submit a brief report on the County's efforts to develop an energy conservation program. Mr. Bradshaw stated that he would meet on December 6, 1977 in Raleigh with the Energy Division people concerning conditions to follow in order to receive the $8500 grant. He added that he felt only two conditions needed to be met and they are: l) to revise the proposed work statement, and 2) to revise the project deadline. He added that he foresaw no problems with either of the conditions. Mr. Bradshaw stated that the interviewing for an energy coordinator had been completed. From the interviewing, it has been learned that the major- ity of the applicants lack experience in the energy field. A consulting firm of which Dan Koenigshofer is an associate has offered a proposal to the County. This proposal will present to the County more experience in the energy field. No orientation period will be necessary for this firm re- garding the existing County Buildings, since Mr. Koenigshofer served on the Energy Task Force. The proposal will include the possibility of the firm doing highly technical design. The firm could design on-going programs in actual practice. ~~ A final decision will be reached next week and this item will appear on the next Commissioners' agenda. Item 13: The Manager recommends the County Personnel Policy be amended to change the observance of Veterans Day from November 11 to the Friday following Thanksgiving Day. The County Manager explained to the Board that this is the procedure which the State Offices usually follow. Upon motion of Commissioner Gustaveson, seconded by Commissioner Walker, it was moved and adopted to accept the Manager's recommendation to change the observance of Veterans Day from November ll to the Friday following Thanksgiving Day. Item 12: The County Attorney will comment on actions of this past General Assembly requiring the County to enact certain Ordinances. . A. Creating energy and insulation inspectors and a system of permits and license for persons engaged in insulation work. The County Attorney stated that he was not prepared tv comment on this item and asked that this be deferred until the next meeting of the Board. He added the Ordinance would become effective when it is adopted, possibly on or after January 1, 1978. Commissioner Gustaveson suggested that at the same meeting the model Ordinance be presented to area professional people, who are involved in the insulation business. He stated that his concern was to protect public from "flim-f lam" operations... Other questions are whethex the Ordinance covers homes, other than new 'constructions, and to what extent is the County liable in granting a 1'icense to insure the public that this is a reputable operation. Roland Wagner, Building Inspection, stated that his office has been inspecting new construction for R-11 factor all year. Further discussion ensued with Mr. Wagner and members of the Board regarding whether existing structures x'equired an inspection for insulation woxk. Mr. Wagner stated that in times past, an extension of time had been grant to people to enable them to get mobile home units in compliance with N. C. Regulations. This has created a backlog in the Inspection Office. He added that some means of enforcing the extension of time should be devised, The Board adjourned far lunch. Commissioner Walker was not present for the afternoon portion of the meeting. The first item for the afternoon session was Item 15: Plats for consideration. A. Phils Ridge - This preliminary plat depicts division of a forty-five acre tract into nine, five acre lots. The property is situated south of SR #1005 near its junction with SR #1943. The subdivision proposes the pro- perty be served by a Class B private road. The Board of Education has re- viewed this plat and made no adverse comments. The Health Department has issued a letter stating that all lots are acceptable for subsurface soil absorption sewage disposal. One change suggested3 by the Planning Office is that the power line easement and a lot line be run perpendicular. Mr. Kirk stated that the present Class B private road does have a maintenance agreement which has been recorded. Pnother Class B private road is proposed to serve four lots in the subdivision. 'This road needs to be widened from four to six feet. Chairman Wklitted asked that a form be devised for the Health Depart- ment's use, in ordex that the commissioners may have a consistent report from the Sanitarians. The Hoard agreed to continue discussion on this plat as soon as Fred Hazard arrives at the meeting. Ttem 16: Mr. Hal Minis, Acting Planning Director, will report con- struction and subdivision activity for the month of November. ~. 1. ^. Mr. T!Iinis stated that there has been twenty-five subdivisions of lots within the month of November an the County. Hillsborough Township has had the most activity. He presented to members of the Board a copy of the Operating Guidelines for the Township Advisory Councils which deals with the selection of members to the Advisory Councils. Item 14: Does the Board of Commissioners desire to hold a public meeting designed to hear from residents of the Northside School area con- cerning a proposal that would allow the Chapel Hill Housing Authority to construct a building at the Northside School Site? The Board agreed that such a meeting was in order and scheduled Monday, December 12, 1977 at 7:30 p.m., in the Multi-Purpose Center at Northside as the place of•the meeting. Notices of the meeting .are to be posted at the Multi-Purpose Center, JOCCA, with the Chapel Hill Newspapers, and James Webb, James Brittian, and Ed Caldwell is to be informed. It was suggested that the Chapel Hill Housing Authority be prepared to make a presentation. The Chairman recognized Fred Hazard, developer of Phil's Ridge, and asked that the Board refer again to Item 15A on the agenda. Mr. Hazard reviewed the plat again with the Board. He stated that should this land sell in five acre plots, not more than twenty families would use the main Class B Private Ro.acl and four families would use the other Class B Private Road, as recorded in the Maintenance Agreement. Upon motion of Commissioner L4illhoit, seconded by Commissioner Gustaveson, it was moved and adopted to approve the preliminary plat of Phils Ridge, subject to the requirements of a Class B Private Road. Item 8: The Social Services Board has requested the Board of County Commissioners provide an additional appropriation of $10,000 to their General Assistance Fund. The Chairman recognized. Tom Ward, Social Services Director, Mr. Ward stated that an increase in the General Assistance Fund, which is used in emergency situations for food, fuel, rent, electricity, transportation, medical emergencies, transients or special needs of foster children, had been requested because at the end of September, 1977, $3,854.63 of the $10,000 yearly allocation was spent and approximately $2,000 had been authorized. The agenda attachment provided a breakdown of expenses in the General Assistance budget for the months of September and October, 1977. The breakdown showed that at the end of.October, 1977, the true balance of the General Assistance Fund is $3,309.32. The Winter months of Aecember, January, and February are normally the months of highest demand for general assistance. Without additional funds, spending will be reduced to less than $500 per month. The Finance Director explained that last year there was $12,000 bud- geted in the General Assistance Fund. Eight thousand was added through donations during the fuel crisis, which totalled $20,0.00. He stated that he felt there was an error in that it was the intention to allocate $12,000 in the General Assistance Fund. The Social Services Director informed the Board that requests were being turned dawn becaused of this shortage in the Fund. He added that guidelines and new policies are being considered for General Assistance applicants by the Social Services Board. Discussion ensued. Upon motion of Commissioner Willhoit, seconded by Commissioner Pinney, -- it was moved and adapted to allocate $5,000 to the General Assistance Fund which is to be distributed as the Social Services Director sees fit, .but with emphasis to be given to the upcoming winter months. These monies are to come from the Contingency Fund. (For copy of Budget Amendment, see page q37 of this book.) The Social Services Director was requested to provide the Board with a monthly report of the General Assistance Fund status. Item 17: The Manager requests the Board of Commissioners approve Change Orders Number 2 and 3 for the Northside Project. c. ~ _ The agenda attachment showed a xeview of the change orders issued to date on the Northside Project.: Order Number T This change order for thermal windows was approved by the Commissioners in October. Cost: $12,800,00 Order Number II James Webb, Architect, reviewed this proposal for modifications in the toilets that would permit easier access by the handicapped. Cost: $310.50 Order Number III This order authorizes repairs of hidden damage to skylight frames and roof overchange. Certain rotted materials will be removed and replaced with - treated wood. Cost: $703.22 The County Manager was granted the authority to approve change orders up to $1500 at a previous meeting. The Chairman brought to the Board's attention a letter which should be directed to the Governor asking that he appoint members to the Property Tax Commission. It was the consensus of the Board that the Clerk forward a letter to Governor Hunt requesting that appointments be made to this Commission as soon as possible. The Clerk was also requested to forward a letter to Sam Jones, District Engineer in Graham, expressing the Board's appreciation for the erection of the guardrails on Jones Ferry Raod in Chapel Hill Township. The County Attorney was asked to draft a letter to the Chairman of the Orange County Planning Board regazding the Board's denial of the rezoning request of Raymond Williams.. He was asked to review the tapes and .the minutes of those meetings when the rezoning request was discussed. The letter is to be reviewed b~~:the Board of Commissioners before it is sent to the Planning Board Chairman. The Board discussed meeting dates for the month of December. Regularly scheduled meetins are December 20, 1977 and December 26, 1977. The Board agreed to cancel the December 20th and 26th meetings and to request Joe Nassif to appear at the December 12th meeting to discuss the design work on the Grady Brown building. Chairman Whitted asked that the Board consider scheduling meetings with the various Rescue Squads before the implementation of the EMS Communication System, which is proposed for the first of February, 1978. He suggested that the Board attend the regular meetings of the Rescue Squads. The County Manager will inquire of the time and place of these meetings. Chairman Whitted recognized Henry Lewis, Field Representative for the North Carolina Association of County Commissioners. Mr. Lewis informed the Board of new staff members and of the reassignment of work to other staff personnel.- He stated the National Convention would be held in July at Atlanta, Georga. The State Convention is scheduled for August 23 thru the 25 in Asheville, N. C. Upon motion of .Commissioner Gustaveson, seconded by Commissioner Willhoit, it was moved and adopted to go into Executive Session to dis- cuss the County's acquisition of real estate. Executive session ensued. Following this session, the Board discussed briefly the proposed sewer lines extension into the Fairview section of Hillsborough. It was pointed out the Town of Hillsborough has requested the Community Development Grant be amended. The Chairman will meet with the Mayor of Hillsborough on December 7, 1977 to discuss the 1978 application. Tt was generally felt the County should support the Town's efforts to extend the sewer lines into the Fairview area. The meeting was then adjourned. 1 Ric a t ed, Chairman T..~~Y. .~ T..ln .. nr~.n !+l nrlr L% r:- ` ,. J ORArJGE courJrv 1977-78 BUDGET ORDINANCE AhIENDi~1EPJT The 1977-78 Budget Ordinance of Orange County as adopted on dune 22, 1977, and _- subsequently amended, is hereby amended as follows: Change the appropriation for the following line items in the funds indicated: INCREASE FUrdD - ITEM (DECREASE) TO TOTAL General Fund: I Human Services Social Services-General Assistance 5,000 15,000 Contingencies (5,000) 12.7,538 ~ .. ._. Ghange the revenues and fund balances estimated to be available to meet the foregoing appropriations in the funds indicated: INCREASE- ] FUND - RESOURCE (DECREASE) TO TOTAL Adopted this the 5th day•of December, 1977 i ~ J, TAX REFUNDS The Tax Supervisor recomR~nds the Board of Corranissioners approve the tax refunds listed herein: 1) Stella T. Forrest: $20.9D 1974, 1975 and 1976 real estate tax on tract number 1845 which is taxed as part of another tract also. 2) porothy Blum: $40.37 1976 tax on automobile listed by incorrect model year. 3) Robert C. & Carol Gorden: $54.99 1975 and 1976 tax on real estate tract number 3838. The dwelling an this property was incorrectly measured. 4) Robert Eakes: $ 5.33 1977 tax. Motor vehicle listed by incorrect model year. 5) Myrtle Taylor: $3i .0D Homestead exemption of $5,000 approved after 1977 tax paid. 6) Eastside Baptist Church: $85.28 1977 real estate tax. The church failed to file for an exemption until it had paid taxes. 7) Kearney W. Crissman: $ 4.66 1977 tax. Model year of motor vehicle incorrectly listed. 8) Jahn W. Kenion: $ 3.49 1977 tax. Model year of motor vehicle incorrectly listed. 9) Carolyn L. Dudes: $74.31 1976-1977 tax. Non resident of N. C. listed personal property situated in state of New York . with condominium she owned in Chapel Hill.