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HomeMy WebLinkAboutMinutes - 19780117MINUTES ORANGE COUNTY $OARD DF CQMP'!zSSIONERS JANUP.RX 17 , 19 7 8 The Orange County Board of Commissioners met in regular session on Tuesday, January 17, 1978, at 7:30 p.m., in the Commissioners' Room of the Courthouse in Hillsborough. Present were Chairman Richard Whitted, Commissioners Norman Gustaveson, Jan Pinney, Norman Walker, and Donald Willhoit. Staff personnel present were S. M. Gattis, County T4anager, Neal Evans, Finance Director, Geoffrey Gledhill, County Attorney, anc~. P.gatha Johnson, Clerk.ta the Board: Chairman Whitted referred to Ytem 1 on the agenda: Persons not on this agenda having business to transaat with the Boardooriatemtime fors should make their presence known in order that an app p them to be heard might be arranged. No one came forth- Item 2: Minutes of the Board meetings held January 3, and January 10, 1978, are submitted for consideration. The January 3, 1978 minutes were reviewed and certain changes were pointed out. Upon motion of Commissioner Pinney, seconded by Commissioner Gustaveson, it was moved and adopted to approve the January 3, 1978 minutes. The January 10, 1978 minutes were approved upon motion of Commissioner Pinney, seconded by Commissioner Gustaveson. Item 3: Honorable David Rooks will reviewresentlysbeforerthelProperty tax assessment appeal of D. St. Pierre DuBose p Tax Commission. Mr. Rooks and the Tax Supervisor, Bill Laws, explained to the Board I the recommendation to deny Mr. DuBose's appeal for his agriculture land ~ for 1975, 1976, and 1977, and to grant the tax appeal for Mr. DuBose's forest land for 1975, 1976, a-d 1977. Based on an agreement between Mr. Dugoase's attorney, the Tax Supervisor and the County Attorney, a refund will be granted to Mr. DuBose in the amount of $13,952.72. Upon motion of Commissioner Gustaveson, seconded bV Commissioner Pinney, it was moved and adopted to approve the recommendation of the Tax Supervisor to grant a refund to D. 5t. Piers DuBose in the amount of $13,952.72 for the forest land appeal far 1975, 1976, and 1977. The Tax Supervisor asked the Baord to consider a request for refund for Barry Zipper in the amount of $78.00 due to an error in the original evaluation of T'!r. Zipper's home. Upon motion of Commisisoner Pinney, seconded by Commissioner ~+)illhoit, it was moved and adopted to grant a refund of $78.00 to Barry Zipper. Mr. Laws asked that the Board grant a refund to T^.yrtle Taylor in the amount of $10.00 for the 1977 Homestead Rxemptions. Mrs. Taylor's exemp- tions was granted by the Board November 7, 1977, however, the $31,00 exemp- tion was in error and should have been 541.00. Upon motion of Commissioner ~^7i11hoit, seconded by Commissioner Pinney, it was moved and adopted to grant a refund of $10.00 to Myrtle Taylor far her 1977 Homestead Exemption. Item 4: A report by Josephine Holman, Chairperson for the Orange County Commission far Women, on activities and concerns of that group. The Chairman recognized Josephine Holman, who introduced other members of the Commission for [women to the Board. Ms. Holman had previously sub- mitted to members of the Board a report "Include Us In", prepared by the Commissioner for ~4omen. The report was reviewed briefly and P".s. I3olman asked if members of the Baoard had questions regarding the report. Further, she asked the Commissioners for priorities which the ladies could follow. She added that the'Commission for Alomen would like the Board's endorsement of the continuation of the Commission for Women. ~:: ' : -. Commissioner Gustaveson pointed out that the report did not speak of the work which the Health Task Force had completed. He also stated his disappointment that the report did not touch on concerns for women over the age of 65. ]'4r. Gustaveson added that_it is importa that women be made aware of the existing services available to county women. Commissioner Plillhoit informed the Commission for ~7amen that their recommendations concerning particular issues should be presented to the various boards of agencies providing these services. He suggested further that the Commission for 47omen attempt to get on the agenda of these various agencies, so they can tie some of the recommendations into their programs. The Commission foa Women was encouraged tv c?evelop some mechanism to get the knowledge of services out to all women in the County. A brochure of the accessibility of services would be helpful. The Commission was informed of the next meeting of the Human Services Planning Committee, which is March 8, 197$, at 12:15 p.m., Municipal Building in Chapel Hill. It was suggested that a member of the Commission be an observer at this meeting. In conclusion, it was suggested that the Commission set the priorities and directions for their staff. Ttem 5: Appointments: A. Terms of office on the Orange County Planning Board for Hilliard Caldwell, Lindsay F.fland, Paul Gates and Marilyn Riddle will expire February 2, 1978. ` This item was deferred until the first Monday's meeting in February. Item 6: The Manager and Acting Planning Director will review a new staffing proposal for the Planning Department. The Chairman recognized Hal T*.inis, Acting Planning Director, who reviewed with the Board a breakdown of activity within the Planning Depart- ment. Mr. Minis explained to the Board that because of the heavy load of work three new positions are requested for the Planning Department. 1) One position as Assistant Rrosion Control Inspector whose principal duties would be to plan review and site inspections. 2) One qualified electrical inspector to function as mobile home inspector and back up for principal electrical inspector, and 3) An additional trained planner to share res- ponsibilities for the development of the Advisory Councils and broaden the department's expertise in information analysis and development. This year's budget does include 40 percent of one of the requested positions. Commissioner Gustaveson moved to authorize the County Manager to proceed with advertising for the three requested positions for the Planning Department. Commissioner Piillhoit seconded the motion. Commissioner Pinney spoke against this authorization tonight, but asked that the approval of these positions be deferred until the January 23rd meeting in order that he might have time to consider the recommendation. He asked that the motion be amended that action on the request be deferred until the January 23rd meeting. Commissioner Caalker seconded the amended motion. The Chairman called for a vote on the amended motion. Voting aye were Commissioner Pinney ar_d [Volker. Voting nay were Commissioners T.•7hitted Gustaveson, and Willhoit. The motion was declared defeated. The Chairman then called for a vote on the original motion to authorize the County Manager to proceed with advertising for the three positions in the Planning Department. Voting aye were Commissioner Gustaveson, SValker, iVhitted, and Willhoit. Voting nay was Commissioner Pinney. The motion was declared passed. The Commissioners will consider a refined Batton line recommenda- tion at the January 23rd meeting. Commissioner Pinney asked that the minutes state his objections to the manner in which this matter was handled. Mr. Minis informed the Board of a February 15th meeting scheduled b_y the Planning Board and the Advisory Councils to discuss the Subdivision Regulations. Recommendations will be foxthcoming to the Commissioners for their February 21st meeting. Item $: The Manager recommends Board approval °conservation work. Intergrated Energy Systems, Inc. for certain energy The Chairman recognized Joe Bradshasteurs hadobeen rece~veddbyhthetCounty Contract with Intergrated Energy Sy Attorney and the Finance Director. Ke stated that ManagementewillCbespaid tion in Departure nt Operations, and Item II, F.nergY Conservation Pro- by the $8,500 Energy Grant. Item III, Building Energy gram, is up to $6,OOO~o2$~e000ated Systems will evaluation buildings at a cast by the hour, up The County Attorney suggested a deletion in Item 3 of the Terms regard- ing finance charges to the County. Upon motion of Commissioner Gustaveson, seconded by Commissioner Willhoit, it was moved and adopted thStstemsCandrthatba deletioneto Itemgn the Contzact with Intergrated Energy Y 3 of the terms be made. ~ For copy of Intergrated Energy Systems Contract see page 455 of this book. Item 9: The Finance Director will review a proposal for a combined city-county tax billing-collection system. For copy of Consolidated Tax Collections Proposal, see page 456 of this book. The Finance Director reviewed the proposal with the Board and answered certain questions proposed by the Board. Upon motion of Commissioner Gustaveson, seconded by Commissioner ~illhoit, it was moved and adopted to accept the recommendation of the Finance Director to implement the proposal for a combined city-county tax billing-collection system, and this decision is ponbWythmmhe1Counay to other local Boards of Aldermen and request they j in this action. The County Manager was further requested to proceed with negotiations with the Towns of Carrbora, Chapel Hill and Hillsborough. The negotiations will be finalized by an Inter-Local Government Contzact. The Chairman informed members of the Board of a proposed 16 county district Manager and Commissioners' meeting scheduled for t4arch 9, 1978. The meeting has been organized by Dr. Dew, a newly appointed Agriculture District Agent, and will be held at N. C. State University. The Board was reminded of the January 24th meeting, at 3:30 p.m., wrth members of the Chapel Hill-Carrboro School Board. The Chairman .brought to the attention of the Board a letter front Alamance County regarding Alamance-Orange boundary lines. The letter requested that a meeting be scheduled to discuss the issue. Chairman [ahitted suggested that a committee be formed to meet with a like Alamance County Committee. Upon motion of Commissioner [aillhoit, seconded by Commissioner Pinney it was moved and adopted that Commissioners ~)alker and [4hitted serve with the County Manager and the County Attorney on a Committee to discuss with Alamance County the boundary line question. Chairman [shitted presented to the Boardmranstortation,Jattachinglthe Divisional Engineer with the Department of p annual statement for the 1977 Secondary Road Construction Season. The following items were planned for the January 23rd agenda: Recreation Advisory Council, presentation by Joe Nassif of the Facility Study, and a [dater Resource Planning session. Commissioner Pinney informed the Board the Social Services Board would recommend a Title XX option to the Board of Commissioners for their consi- deration by February 16, 1978. A meeting will be scheduled with Social 4 .r Services after this date. A meeting was scheduled with the County Health Board for February 9, 1978 to discuss the role of the Health Board and the fee schedule of septic systems. A meeting with the EMS Council will be scheduled at a later time. Discussion ensued as to whether or not a joint or separate meeting should be scheduled with the Chapel Hill and Carrboro Boards of Aldermen. This will be decided at another time. Commissioner Willhoit requested that the Board go into Executive Session to discuss the acquisition of real property. Commissioner Gustaveson seconded the motion. Voting aye on the motion were Commis- sioners Gustaveson, Walker, [Vhitted and [9illhoit. Voting nay was Commis- sioner Pinney. The motion was declared passed. The Chairman informed the Board of materials he had brought back from the Balanced Growth and Economic Development Conference for the Commis- sioners use, and will be sent to members by the Clerk. Commissioner [^]alker left the meeting at this time. An executive session ensued. Following the executive session, the meeting was adjourned. . -, , ~~~f; Richard S~hitte[l,~ Chairman Agatha Johnson, Clerk ~~.-.~ '. ~"~ ,:a ~~...~ ,:i...:M-'~.Mss.::~..u.lMJ:a:,.......+...wwld-.+~-- .. ..~.~.,..~_..~. Page .I AGREEMF~.N'!~ y An Agreement between the County of Orange and Integrated energy Systeris, Inc. (IES) for Energy Conservation Consulting. program pro^ sa~~datede0ovemberryleande25V,~1977,nwi11 besundertakendduring~theEterm of this agreement. I. Energy Conservation in Department Operations A. Sheriff and Police $. Public L•Jorks C. Building Inspection - operations and function II. Energy Management A. Employee awareness, education B. Energy accounting systen C. On-going program , 1.~ procedure manuals 2. description and program outline for in-house energy agent 3. FY 78-79 program preparation . D. Training of new energy advisor ~~~ III. Building Energy Conservation Programs A. Orange County Buildings - courthouse, health, welfare, old courthouse, jail B. Cyiapel Hill Buildings - library, old town hall, fire stations (3), Roberson Street Coranunity Center Scheduling priority and changes in the above can be made with mutual consent. Terms `~`~fihe terms for the work will be the following: 1. Hourly charge which includes standard overhead (eg. tel_ephone, secretarial) A. Principals $15/hr B. Staff 1G/hr C. fiat to exceed $8500 for items I and II above and not to exceed $6000 for item IIl,abave. 2 etc.owillcbetbilledsat actualscost,enotltogexceedn$100/nanthne, copying, 3. A retainer equal to 25A of the total fee will be paid within 15 days of the execution of this agreement. An hourly invoice far work and expenses will be sent raanthly, due upon receipt. _• - - - _,_ Y• a. Work will begin upon execution of this agreement. This agreer~ent terminates June 30, 1978. ~ A~creed ~.~~~,.e,~u. l~ !~~9~ ~~ date ~ . Chairman President ~~ - prance County Commissioners Integrated knergy Systems, I-nc. This instri:rrznt has been preaudited in she manner required by the local Government Budget and Fiscal Control Act. ~,~ finance Officer. The County of Orange is collecting taxes for almost all of the taxpayers far whom the three municipalities of Carrboro, Chapel Hi11 and Hillsborough are providing the same "service". It appears that this dual.activity need be performed only once at a considerably reduced cost and resulting savings to the taxpayers, as well as less of the inconvenience from dealings with two governments- and two bills. . As this report is revie+r~ed, it should be understood that the collections activity of the County tivill remain much as it would be if it were collecting only its own taxes.. The tax amount on some of its bills will 6e larger, but , the volume tivill be the same. The increasQd activity.rvill came in distribution, of taxes and reporting to several units. .Unfortunately, at least at first, - -~Y there will be considerable problems arising just from the confusion of anew • system. . TAX BILLING The County is currently preparing separate bills for each unit using the same computerized .data base that it uses for its ativn bill. A single bill , can 6e.prepared from this base combining City and County taxes, just as the County now joins with Special Districts. This activity alone will save approximately $1.00 per municipal taxpayer including the cas-brof the extra bill, envelope, stuffing and postage. ' It is particularly important that bills be prepared as soon as possible after the setting of the tax rates. . A single scroll will 6e prepared with sub-totals for each unit and each unit tivill be provided with a copy of :hat scroll and a copy of any additional billings such as "corporate excess" (the State determined utility taxes). The entire amount of the levy will be "charged" to~the County Tax Collector annually by the Orange County Board. She will then have complete legal authority for collection of the levy-.- ~ For mailing purposes, the tax bill will identify the County offices.. The large majority of the taxes will be received by this method. There will, J' of course, be some mail receipts at the municipal buildings. Generally these would be forwarded by mail to the Courthouse. Tax ayers should be encoura ed to mail in their P 9 payments and considerable initial publicity should be directed toward this goal in order to limit the walk-in activity. "Walk-in customers", however, will .be received in Chapel Nill and Carrboro municipal buildings and in the Courthouse far the payment of the taxes of any of the four units. i Page ~ 2 '; Consolidated lax Collections. In the Towns of Chapel Hill and inqu~ory taaTownpStaffJassistedbby the determine the amount of his taxes by County computer terminala~erHewith ahtemparary cash~rece~pthe pzpos5tsfwill who can provide the taxp y be made that day of all Town collected receipts and entries made by the To~rrn Staff to the records on thed camduand fora~ardedgtohtheptaxpayer fromrtheeTax tax receipt will be stampe p Collector in Hillsborao~gun~~~a taxesawillrbe~prepared andemadetavailablento Each month a listing p each unit so that ation~willobeFatlleastrwgith~n 30mdayshaf beingocurrent~s "down", the inform _ ~ - At the Courthouse. both "mail-in'--' and "walk-in" payments will. be processed. through the computer and deposited, to the greatest extent possible, on a dal-1~+~ basis. The deposits will be made to abank-.account in either North Carolina National Bank or Central Carolina Bank, the same account to which the munic- ipalities will be making their deposits. The two banks are recommended since they are the only two that have offices in each of the three towns involved. DISTRIBUTION - Before 10 A.M. of the work day following the collection deposit date the County Finance Office will cause each unit's share of'that deposit to be transferred to a bank account of the respective unia~mentsta,~hbilledlandeof determined by a computer distribution of all full p y partial payments on a basis proportionate to that billed. It may be. appropriate to specify that some particular amount due to a unit be reached vrithin the account before a transfer is made. For example, in the Spring only a fete hundr-ed dollars might be collected each week far a unit. A transfer would be bedarrannediby mutual5consent ofathedCauntysanduthevunitamong units and could 9 Hillsborough's Finance Office wi11 be notified by telephone, by 10 A.M., on~the date of the transfer followed by written confirmation. The information will be available to Carrboro and Chapel Hill on the terminal. At the end of each month the units will each be provided with detai-led payment and distribution information. • DELIN UENT TAXES The collection of delinquent taxes 1978~beTherCounty intendsGtanempioy all taxes becoming delinquent after July 1, arnishments, attachments, legal remedies including late notices, lien sales, g and foreclosure, and other methods that may be available. •' •' Page ~ 3 Consolidated Tax Collections For delinquencies prior to July 1, 1978, the County will assume respon- sibility for collections of taxes secured 6y realty except where legal action has been initiated by a municipal attorney. Uncollected and unsecured 77 and prior taxes on personalty will also be assumed by;the County with the munic- -- ipalities making extensive efforts in cooperation with the County to improve •_ on these records before July 1, 1978. • LIEN SALES, ADVERTISING, REPORTS, ~ SETl•LEI4ENTS The annual tax lien sale will take place at the Orange County Courthouse an a date•to be determined by the Board of Commissioners.' The amount of the s:_ lien will be combined for all units and advertised as such. ~" ~` • At various times during the year, as required by law; the Tax Collector will make a report to the County Board concerning the tax collections. This report will be made available to the units. Chapel Hill and Carrboro will also have. access to the County computer records far morn current reports. The annual settlement of the Tax Collector's accounts will be made by the County and audited by the County audit firm. The report of the settlement will. be made available to each unit and the various auditors of the respective .units may perform whatever tests are necessary to determine the adequacy of the County procedures for purposes of the municipal financial audits. The County will instruct its auditors to cooperate fully tivith municipal auditors to minimize this activity from the perspective of both municr~al costs as well as County inconvenience. - PERSONNEL The County Tax Collector will continue to be appointed by and serve at the pleasure of the Soard of Commissioners with existing relationships maintained with the County P9anager, Finance Officer and Attorney.- The office of the Tax Collector will be maintained in Hillsborough and employees in that location will come under County personnel policies.. • The Towns of Chapel Hill and Carrboro will maintain collection points served by To~,vn personnel. These personnel will be bonded Town employees. They will not be Tax Collectors or deputies of the County Tax Collector, but rather they will be conveying funds on behalf of citizens to the County Tax Collector, as a convenience to those .citizens. It is assumed that this activity will be limited throughout most of the year and will be easily - handled by a Town employee tivith other duties. aLate december will, however, ' require greater effort. The Town employee will have a unique identifying title such as Toum Collector, or Associate County Collector, a title that will not be confusing with statutory or customary County titles, E UT_~___~_PMEN_T The County will have installed 6y July 1, 1978, a computer system adequate to support this consolidated tax collection proposal. Chapel Hill ~. , Page # 4 Consolidated Tax Collections and Carrboro will have access by video screen terminals to the collection re- cords. pedicated telephone lines will conned the cities to the County. No other new equipment v~ill 6e required, excluding, of course the peripheral . equipment currently scheduled for the County Tax•Office as part of the _ County's total system acquisition. It is assumed that, as the municipalities` use of the County's computer facilities increases in non-tax areas, the cost of terminal and telications,.willrbetmaintaineddonrtheesamerequipment andcfurther Other computer app , distribute the costs. MISCELLANEOUS - : ' •- .. . s. . '1) The County Attorney will represent the Tax Office and provide all - legal advice. Municipal Attorneys will refer inquiries to him. • 2) The County will prepare a special city bill far Durham County residents of Chapel Hi11 and fo nrard assessment data to Mebane which will prepare its own Town bills. ,- -. , COSTS The Towns will be charged for these services an a per bill collected basis . to be determined at year end according to the actual cost of tax collections. Cost per bill will be further apportioned to the Towns on th~.same ratio af- Tovm to total taxes on its bills. -An estimate,,for quarterly payment purposes, will be determined by the County Finance Officer, tv~he method ofddeterminingt~an - for additional payments or refunds. An example of charges is attached based~on current tax rates and current number of bills. It is also proposed that a 15%oducingran addPtianalo$3C500~forttheaCounty Carrboro ;Far the first year only p 1, ig~g relating to com- as partial recovery of start-up costs prior to July puter hardware and prograrrnnny9additionallhardware andrreceivesrylittle advantage the Town is not requiring art of the County and in fact from multiple collection points in the Southern p a $550 credit is proposed for Hillsborough to adjust for the costs of the additional charges for Chapel Hill and Carrboro affices_ Included in the Tax Collector's costs will be a rental charge to the Data Processing Department for central processing and staff support, rent . or depreciation) for capital eauientsttoutheaTovinsrfor servicestrendered to including DP equipment), and p ym the Tax Collector, i. e., conveyance of collections from citizens to the Tax Collector. Assume that 10% of the total County Tax Bills were "walk-ins" in - each municipality and each bill averaged 1D minutes of staff time, then 500 X 10% approximately 3 man months Thisdappearsutoebefhighefromucurrent~estimated X 10 min 3 man months). traffic although one can assume that theal~tmesato thefextentcthatnitnwillkthe ins will not affect the southern municip 000 or ~l per County. X3,500 per unit should cover that 3 man months. $7, bill is estimated far Chapel Hill and Carrboro vralk-ins. .. L. i.J .J ~ ~ - - Page ~ 5 Consolidated Tax Collections An estimated first-year expenditure budget is attached totaling $T20,000. Taking each government's present costs for tax collections, this would result in an estimated overall savings of $35,000. Distributing this among four units, according to current bills and costs, shows the folio:•~ing savings per unit:. Current Proposed Sa_ ving•: Carrbora 77,000 6,0,00 11,000 • Chap41 Hill 33,000 17,400 15,600 Hillsborough ~ 3,000 2,100 900. __Y Orangz County 103,800 94,500 8,500 - ,. Total 156,000 120,000 36,000 `And ~~F~course the municipal taxpayer is saving in both his governments. Thzre are some problems with this comparison since the bases are diffzrent from unit to unit. For example only the County is showing indirect costs and overhead, but generally this chart appears to be a good guidzlinz. ,~ EXPENp7TURES PERSONNEL Tax Collectar peputy Tax Collector Delinquent Collector Clerks (2) Total Salaries Fringe Benefits (15%) Total Personnel SERVICES Attorney Audit ~_~ Municipal Collections "Management & Finance Total Services OPERATING.COSTS - Training Postage Telephone Travel • Maintenance to Equipment ' Space Rents (30 X 50 X $3) Advertising Supplies (Tax,8.i115.:Included) Data Processing Telephone Central Hardware & Software Equipment Rents* Bonds Equipment Replacement Total Operations Grand Total * 3 Terminals 3,500 ea, 1 printer 5,90D amortized over 5 years 56 ,500 8,500 4,aoo 3,OD0 7,000 4,000 500 9 ,000 2,000 1,50D 300 4,500 3,000 .4,000 3,000 5,000 3,500 300 q~00 f5,D00 - ;~~ ls,ooa 37,000 lzo,DDa ' -! '1 ~. ~_' '~ rJ !.' RE50URCE5 Annual (1) 1st Yr. Ad'u~ stment (z) Total Tsi r. Only Carrrboro 5,900 900 6,$00 Chapel Hill 17,400 2,600 20,000 Hillsborough 2,lOp 0 2,100 Orange County 94,600 3,500 91,100 Total Resources T20,000 0 120,000 ~. r S - hOteS: / . 1. From table (3) below except Hillsborough is reduced by crediting $550 far Chapel Hill and Carrboro collections points: Cost ($11,000) multiplied 4y per ~~=--=.eent (12.6) of total municipal bills and per cent (40.9) of Hillsbarough 'tax~on municipal bill. 2. i5% is added to Carrboro and Chapel Hi11 as an arbitrary reimbursement far start up costs related to computer hardware and sof-t~vare and unsecured delin- quent tax activities necessary and unique to Chapel Hill and Carrboro partic- ipation. 3. Illustrative casts based on 1977-78 figures. (a) (b) (c) (d) (e) % Tax is of Cost Total Total Tax/$T p0 Cansolidated Bili Per Bi11s Charge 8111 To Unit Carrboro $ 1.10 51.5% _ 1.85 3,200 5,920 Chapel Hill .1,12 ~ 52.0% 1.87 9,300 17,391 Hillsborough .54 40.9% 1.47 ~ 1,$00 2,646 (a) Current Tax Rate. (b) Consolidated bill includes current County Collections of $1.035 in Chapel Hi]1 and Carrboro (includes School District) and .7$ in' Hillsborough. ~. (c) $120,000 total budg4t divided by 33,400 total bills multiplied by per cent.of municipal tax on bi11 (column 2). (d) Estimated by Towns. (e) Columns (c} X (d).