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HomeMy WebLinkAboutAgenda - 11-14-2009Orange County Board of Commissioners Planning Retreat November 14, 2009, 9:00 a.m. - 4:00 p.m. Southern Human Services Building, Chapel Hill, NC Planning Retreat Agenda Participants: Board of commissioners, manager, clerk, and attorney. Observers: Assistant managers, interested staff, and economic development advisory board members. Other interested parties are welcome to attend and observe. Objectives: 1. Describe the current financial realities and identify areas of constraint and flexibility for FY 2009 -2010 2. Review the results and potential impacts of the early retirement program on organizational direction and capacity. 3. Identify the decisions the BOCC needs to provide thoughtful and strategic direction to organizations involved in economic development in Orange County. • Acknowledge the values and assumptions the BOCC holds that influence decisions including the balance between environmental stewardship and economic development. • Explore and define the BOCC's role in economic development. Understand the constraints, limitations, and existing investments that impact BOCC economic development decisions. Recognize what is happening regionally that influences and impacts economic development in Orange County. 8:30 a.m. Coffee and Gathering 9:00 Welcome Valerie Foushee, Chair 9:15 Getting Started: Setting Expectations Lydian Altman, School of Government Making Progress: Review and Celebrate Accomplishments Lydian Altman 10:15 Break 10:30 Current Financial Realities Gary Humphreys, Finance Department • Share current revenues summary • Review cash flow calendar • Share information about debt obligations • Discuss impact of state - imposed cuts (FY 09 -10) • Status update of implications of the early retirement program • Looking ahead to 2011. What is the impact of federal stimulus funding? 12:00 p.m. Lunch on -site (for participants, invited observers, facilitators) 1:00 Economic Development in Orange County Jonathan Morgan, Assistant Professor, UNC -CH School of Government -- Presentation and discussion about fundamentals of economic development, the board's role in economic development, development opportunities, fit with a 'green' - vision, regional influences, and working with others 2:30 Break 2:45 Continued: Economic Development in Orange County Jonathan Morgan 3:45 Next Steps and Follow -up Lydian Altman Evaluate Retreat 4:00 Adjourn Materials for meeting: • Goals and Objectives, adopted by BOCC on September 15, 2009 OC Staff • Maps of the three economic development districts (EDD) OC staff • Brief summary of what's in place in EDDs OC staff • OC BOCC Cover Story Vision from November 2008 SOG facilitators ADOPTED 9115109 ORANGE COUNTY BOARD OF COUNTY COMMISSIONERS GOALS AND PRIORITIES Fiscal Year 2009 -2010 Goal One: Ensure a community network of basic human services and infrastructure that maintains, protects and promotes the well- being of all County residents. Priority 4: Review services to identify and protect 'safety net' programs and services. Priority 5: Encourage for profit investments in affordable housing and review available tools. Goal Two: Promote an interactive and transparent system of governance that reflects community values. Priority 6: Develop plan and tools to improve how County and citizens communicate with each other; foster two -way exchange. Priority 7: Improve intra- and intergovernmental coordination, cooperation and collaboration. (a) Work with Town of Hillsborough on: Joint land use planning approaches, policies /ordinances, and annexation, and Economic Development Districts. (b) Work with City of Durham on: Economic Development Districts Priority 8: Examine advisory boards and commissions to: (a) Ensure they are meeting their missions; (b) Determine how boards relate to each other and how their work can best be integrated with the BOCC; (c) Ensure sustainability goals; (d) Ensure fit with overall County vision; and (e) Recognize (and be sensitive to) consistencies represented by boards, commissions when framing this review Priority 26: Clarify and communicate to public how and why County funding is allocated the way it is Goal Three: Implement planning and economic development policies which create a balanced, dynamic local economy, and which promote diversity, sustainable growth and enhanced revenue while embracing community values. Priority 2: Implement Comprehensive Plan (a) Rewrite zoning and subdivision regulations (Unified Development Ordinance). Priority 3: Develop economic plans for three (3) districts. 2 Priority 9: Update economic development plan for County: (a) Clarify economic development plan for each district; (b) Identify spectrum of tools; (c) Identify other stakeholders; and (d) Identify what the County wants to see happen. Priority 10: Develop an energy plan that includes economic development strategies to attract, retain, and grown 'green' business Priority 19: Be actively involved and informed about UNC -CH decisions and intentions Priority 20: Support transit, pedestrian, and bicycle facilities and other alternatives to the single passenger automobile. Priority 21: Amend County zoning to address and modernize airport and related issues. Goal Four: Invest in quality County facilities, a diverse work force, and technology to achieve a high performing County government. Priority 11: Invest in technology to increase work efficiencies; e.g. web streaming, paperless agendas, integrated tracking systems between field and office. Priority 22: Review and update County personnel and operational policies and procedures. Priority 23: Design and fund space for County Attorney Offices. Manager and BOCC to discuss concept and staffing Goal Five: Create, preserve, and protect a natural environment that includes clean water, clean air, wildlife, important natural lands and sustainable energy for present and future generations. Priority 1: Conserve high priority natural areas, wildlife habitat, and prime forests. Priority 12: Implement County's Environmental Responsibility goals Priority 15: Complete stewardship and management plans for Lands Legacy. Priority 16: Develop an accounting and assessment system of water and air pollution: (a) In conjunction with ICLEI; Set emissions reduction target 3 for 2030; Conduct public education campaign; and Link public with opportunities to improve energy efficiency and use sustainable energy sources; (b) Begin multi -year implementation of Observable Well Network Priority 24: Plan to acquire /land bank for future park development. Priority 25: Develop a policy /update current plan about how parks will be developed, appropriate ratio of parks to population, length of time to develop, and incorporation of such into the Capital Investment Plan (CIP). Goal Six: Ensure a high quality of life and lifelong learning that champions diversity, education at all levels, libraries, parks, recreation, and animal welfare. Priority 13: Plan to provide 'equitable' library services for Orange County residents. Priority 14: Fulfill remainder of bond issuance approved by voters in 2001 for soccer and Twin Creeks Priority 17: Review the Schools and Adequate Public Facilities Ordinance: (a) Is it doing what it was originally intended to do? (b) Does it have application for Durham and Mebane? Priority 18: Address inequities between old and new schools. Older schools are in need of capital improvements. Building new schools has been the funding priority. Drafted: 11/7/09 STAFF UPDATES ON BOCC IDENTIFIED PRIORITIES FOR 2009 -2010 BUDGET YEAR Listed in Descending Order 1) Conserve high priority natural areas, wildlife habitat, and prime forests (Goal 5, 6 votes) ERCD The BOCC recently approved land acquisition at the Seven Mile Creek Preserve and also reviewed the NC Mountains -to -Sea Trail (MST) corridor, authorizing staff to collaborate with O WASA and the Town of Hillsborough. Formal approval of the MST corridor is scheduled for BOCC consideration on January 21, 2010, The Board also considered the Agricultural Development and Farmland Protection Plan at its November 5, 2009 regular meeting. Staff is currently working on a proposed Land Conservation Seminar /Public Workshop Series - 2010 for Board consideration and has begun work on an objective to coordinate all land conservation, Natural Heritage and wildlife habitat identification documents and plans into a single source document. The development of Stewardship and Management Plans is also in process for the remaining land - banked sites without plans, and negotiations are underway on two Lands Legacy conservation priorities. The ERCD, Planning and Parks and Recreation Directors will be meeting soon to review the potential for a proposed update during FY 2010 -11 to the existing payment -in -lieu /land dedication program for parks and open space. Planning The discussion of this priority focused on two avenues of land conservation: one method through County acquisition (ERCD) and the other through the development process (Planning). Planning is awaiting the Unified Development Ordinance framework and afterward will examine open space percentages in rural and urban development. 2) Implement Comprehensive Plan: Rewrite zoning and subdivision regulations (Goal 3, 5 votes) Updates on two areas of this effort are provided below - one addressing the Unified Development Ordinance and the other summarizing efforts on Small Area Plan implementation /Process for Implementation of Comprehensive Plan Objectives by Annual Work Plan. z Unified Development Ordinance The BOCC authorized staff on August 24, 2009 to commence development of a Unified Development Ordinance (UDO). Staff has begun the process, as approved by the BOCC, and will provide periodic updates to the Board. Two public outreach meetings were held in October and a Joint Advisory Board outreach meeting occurred on November 2, 2009. The Request for Proposals (RFP) for consultant services was published on October 23, 2009. Small Area Plan Implementation /Process for Implementation of Comprehensive Plan Obiectives by Annual Work Plan • Small Area Plan (SAP) implementation activities for 2009 -10 were approved by the BOCC on August 24, 2009. • Staff has begun work on the Seven Mile Creek Critical Area boundary line and expects to bring Land Use Plan and Zoning Map changes to the February 2010 Quarterly Public Hearing (this item was presented to the BOCC at the October 13, 2009 work session). • Staff will shortly organize a meeting of staff of the partners of the Water and Sewer Management Planning and Boundary Agreement (WSMPBA) to determine the process and timeline for map changes (this item was presented to the BOCC at the October 13, 2009 work session). Anticipate changes to occur in mid -2010. • Land Use Plan (Text and Map) Changes: Staff plans to bring several Land Use Plan Map and associated text changes to the August 2010 Quarterly Public Hearing (QPH) to implement aspects of the Efland - Mebane SAP. • Efland Mixed Use Area — Design Guidelines: Staff plans to reconvene the Efland- Mebane SAP Implementation Focus Group in January 2010 to assist in the development of design guidelines. Guidelines are anticipated to be presented at the August 2010 QPH (in conjunction with Land Use Map changes mentioned above). • The expansion of the Efland Sewer System in Central Efland and the expansion of the Mebane Sewer System along north Buckhorn Road have been designed and will soon enter the plan permitting stage of state and federal review. The BOCC will be given regular progress updates. Expected to be ready for bid in four to five months, but could take longer depending on the length of the state and federal (EPA) permitting process. • Highway 57 1Speedway Area SAP: The Rural Economic Development Area (REDA) concept is dependent upon conditional zoning being adopted into the Unified Development Ordinance. • Eno EDD Area SAP. water and sewer Interlocal Agreement with the City of Durham is the first step towards implementing this SAP. See #7 below for status. • A process for the Planning Board to develop recommendations annually for Comprehensive Plan implementation work items has been 3 completed (approved at August 24, 2009 QPH). This process is to be implemented during the fall of 2010 in preparation for FY 201112012 BOCC Planning Retreats. 3) Develop economic plans for 3 districts (Goal 3, 5 votes) Economic Development The Economic Development department provided feedback for the November 14 Board Retreat to further clarify objectives from the BOCC on its expectations for the content of the `economic plans' for Goal 3 — to "create a balanced, dynamic local economy, and which promote diversity, sustainable growth and enhanced revenue while embracing community values ". The Economic Development Advisory Board (EDAB) is currently educating itself on the array of policies available for economic development that can be utilized once further definition on the composition of this priority is provided by the BOCC. The EDAB's education on available economic development practices and tools will support implementation of the most appropriate economic development plan once the specifics are more defined. Work toward Comprehensive Plan Goal ED -1.3, to `develop clear criteria defining desirable businesses for the next five years" has supported discussion and agreement of the desirability of 'green' businesses or those associated with the assets available here in the County. Further progress toward this objective requires the BOCC and the EDAB to refine and clarify the definition of the `clear criteria' for this Comprehensive Plan goal which will then be incorporated into Priority 3, the development of economic plans for the Economic Development Districts (EDD). During the development of the economic plan for Priority 3, the identification of barriers to development of desirable businesses and local businesses, and mitigation of these barriers will be required, as noted in Comprehensive Plan Goal ED -1.5. Primary barriers have been identified as lack of site -ready land, lack of incentives, lengthy development process, and community commitment to business development and the `will' to implement these tools. Anticipated timelines and deliverables on infrastructure improvements to the EDDs, particularly Buckhorn are required in order to develop a useful economic plan. Development of a single plan for the EDDs rather than three separate plans should be considered, allowing a more focused and comprehensive effort. Also note that this priority is similar to priority #9 (updated economic development plan for County). Planning The Planning Department will work with the Economic Development Department to organize these priorities. The aspects include: M a. Are the districts in the correct location? b. Is the amount appropriate? c. Are the areas supported by infrastructure 1. Water and Sewer 2. Transportation d. Are the zoning categories (i.e. permitted uses) appropriate for what land uses are intended. e. Are the development processes appropriate for what level of encouragement or scrutiny of specific uses is warranted? f. Are the development standards appropriate? g. What are the incentives and marketing that the County is willing to employ? Planning is working on the infrastructure aspects of economic development and will await and participate in a joint work plan with the Economic Development Department to explore others aspects. 4) Review services to identify and protect `safety net' programs and services (Goal 1, 5 votes) Services and programs were reviewed during the FY 2009 -10 budget process to identify agency and non - profit organizations involved in providing safety net services with some priority services given consideration for funding. Requests for emergency assistance (housing, utilities, etc.) have increased significantly since this time last fiscal year. Discussions have begun between County representatives and other agencies to discuss expectations and outcomes related to safety net issues. Two meetings have been held with safety net providers to discuss issues with service provision and to begin work on improving regular communications. The current economic situation is causing most safety net programs to experience high demand, often record demand. The 31 increase in Food and Nutrition cases this year on top of the increases experienced in the previous years clearly identifies the hardships being experienced by many families. All programs are having difficulty assuring that the basic needs of County residents can be met and many of these same programs are being impacted by state and federal budget cutbacks. These cuts often mean fewer staff to administer critical programs and fewer resources to address the needs. Since the economic problems are expected to last several years, the County should plan for continued stress on its safety net providers. Housing and Community Development and the Department of Social Services (DSS) did recently collaborate with other local agencies to develop a grant application for homelessness prevention and received three years of recovery funds. 5) Encourage for profit investments in affordable housing and review available tools (Goal 1, 4 votes) Housing & Community Development Staff has not initiated nor accomplished anything related to this Priority. However, it is certainly on the "radar" for the Affordable Housing Advisory Board to address, probably during the third quarter of the fiscal year. Planning Since this priority involves for - profit development, the Planning Department will be analyzing any regulatory tools that need to be augmented to encourage the private sector during the development process to afford itself of existing density bonuses. This will be done in conjunction with Housing & Community Development (pursuant to their work plan time frame) whose non - profit affiliations may manage new inventory. 6) Develop plan and tools to improve the way County and citizens communicate with each other; foster two -way exchange (Goal 2, 4 votes) Staff has successfully planned, redesigned and implemented a new Internet site providing the public with more efficient and more accessible web -based information and services. A new Technology Request Tool was also designed and implemented to track requests for technology expenditures, allowing for smooth workflow communications between requestors, information Technologies, Finance and Purchasing. A LaserFiche system was also implemented to provide staff and the public with an efficient mechanism for searching BOCC minutes and ordinances. Staff is currently working on the steps to implement the Granicus streaming video solution for web - casting meetings to the public and a 'self- subscription" feature on the County website, by which members of the interested public can receive information from the County. Other on -going efforts include: leading a major redesign of County's Intranet site to provide a repository for policies, procedures and operating support information and services, and the advancing of County -wide use of existing calendaring technology for staff to efficiently track staff schedules as well as the availability of shared resources such as vehicles, meeting rooms, and office space. 7) Improve intra -and inter - governmental coordination, cooperation and collaboration: (a) Work with Town of Hillsborough on joint land °use ° °- planning approaches, policies and ordinances and annexation; Economic Development Districts. (b) Work with City of Durham on Economic Development Districts (Goal 2, 4 votes) 6 Economic Development Relationships have been formed with the mayor of Hillsborough as well as members of the Hillsborough Town Council and Planning Department. Economic Development staff participated in the Town of Hillsborough's community kick off for its Unified Development Ordinance Project on September 22, 2009 and will continue to be involved in this process as appropriate. The Economic Development department has provided information with respect to the potential hospital development in the Hillsborough/Waterstone EDD and will continue to work in partnership with appropriate Hillsborough agencies as necessary (Comprehensive Plan Goal ED -2.5), including the Stratford Company, the current developer of the Waterstone project. Clarification of the BOCC's vision of desired development of the Waterstone EDD in consideration of the pending hospital project is requested. Established relationships with the City of Durham will be revisited as a firm plan of action for the Durham EDD develops. Guidance is requested of the BOCC at their November 14, 2009 work session to clarify their expectations for the pursuit of water and sewer from Durham, as well as clarification on the current priority of the Eno EDD Small Area Plan. Continued relationships will be utilized with Hillsborough and Durham as necessary, to evaluate development options of industrial sites in Agricultural - Residential areas along the U.S. 7011 -85 highway and rail corridor to take advantage of the corridor's locational attributes. A limited number of small scale Rural Industrial Nodes, not requiring urban type services, may be appropriate elsewhere in the County where good access exists. (See also Land Use Objective LU -3.5.) At the appropriate time, suitable sites will be identified based on development suitability and business requirements (Comprehensive Plan Objective ED -2.9). Working relationships with Hillsborough and Durham will be essential as plans to extend public water and sewer into these Economic Development Districts develop. (Comprehensive Plan Objective ED- 2.10). Relationships with other local municipalities /entities, including the towns of Chapel Hill and Carrboro and the University continue to be fostered. As provided by Comprehensive Plan Goal ED -1.2, partnerships have been and are continually being formed both within and outside the County to create a stronger business climate and market the changes to existing and potential employers. Important partnership activities include the local Chambers of Commerce and other local business /development organizations. ,_._:... Planning Town of Hillsborough: The BOCC approved a version of an Interlocal Agreement on June 2, 2009. The Town considered the County's version at its meeting on October 2, 2009 but declined to adopt the County's version. A meeting with elected officials and staff will occur in late November with the goal of bringing the final version of the Interlocal Agreement to the December 15, 2009 BOCC meeting. After the Interlocal Agreement is signed, staff of both jurisdictions will work together on a Joint Land Use Plan. City of Durham: On September 11, 2009, Chair Foushee sent a letter to the City of Durham requesting that the two governments begin work on an Interlocal Agreement to provide water and sewer services to the Eno EDD. 8) Examine advisory boards and commissions: (a) Ensure they are meeting their missions; (b) Determine how boards relate to each other and how their work can be best integrated with BOCC; (c) Ensure sustainability goals; (d) Ensure fit with overall County vision; (e) Recognize and be sensitive to consistencies represented by boards, commissions when framing this review (Goal 2, 4 votes) This item will be addressed by the Board of Commissioners at its December 4, 2009 half -day retreat. 9) Update economic development plan for County: (a) Clarify Economic Development Plan for each district; (b) Identify spectrum of tools; (c) Identify other stakeholders; and (d) Identify what County wants to see happen (Goal 3, 4 votes) Economic Development The importance of compact and higher density development in areas served by water and sewer and the desirability of mixed use projects that support walkable communities is an understood concept of preferred development in the County and is reflected in most economic development and planning policies (Comprehensive Plan Objectives ED -2.1 and ED -2.2). As an important component of a successful development plan, recent efforts to focus public education on sustainability issues, looking at the social, economic and environmental contributions of local businesses include public outreach with multiple audiences, serving on speakers' panels, multiple media/publications (Comprehensive Plan Objective ED -1.1) A preliminary step toward building a useable development plan includes the development of clear criteria defining desirable businesses. The Economic Development department has made an initial assessment with the identification of the County's desirability of 'green' businesses and opportunity that arises from utilization of assets within the County. The EDAB will request that the BOCC further develop the definition of the 'clear criteria' (Comprehensive Plan Objective ED -1.3) H As provided by Comprehensive Plan Objective ED -1.6, Economic Development strives to provide outreach to new businesses that meet development criteria. New businesses are identified through Research Triangle Regional Partnership (RTRP) involvement, or from earned media done in conjunction with department programs. A business expansion and retention program should be initiated, but internal capacities and offerings of general programs are not available at this time. Work in support of Comprehensive Plan Objective ED -1.8 to explore policies to use in attracting and encouraging development of companies and enterprises that will build and expand upon the County's economic base will be a necessary component of an economic plan, once it is defined. Recent efforts include assessments of the need and availability of potential attraction tools including incentives, infrastructure, and certified sites, as well as discussions with local developers, joint economic development work sessions with local Chambers of Commerce, UNC and the Downtown Partnership. The Economic Development Advisory Board's continued education with respect to the potential use of these available policies will support the ongoing development of these policies. As stated in Comprehensive Plan Objectives ED -2.5, 2.6, 2.7, and 2.9 an essential part of any proposed economic development plan will be to identify lands suitable to accommodate the attraction of new business and expansion and growth of commercial and industrial uses in the County. Identified lands include the three Economic Development Districts (Mebane, Waterstone, Eno), land located at intersection of 1 -40 and Highway 86 (MLK Blvd) in Chapel Hill. Required characteristics of these sites include public water and sewer and access to adequate highway, rail, or public transportation infrastructures, and minimize detrimental environmental or negative social outcomes. Included in this assessment of appropriate lands would be the Agricultural- Residential areas along the U.S. 7011 -85 highway and rail corridor to take advantage of the corridor's locational attributes. As stated in Comprehensive Plan Objective ED -2.10, and in various other priorities, the extension of public water and sewer into all three Economic Development Districts is a primary requirement for any economic plan that is developed. Important components of the proposed economic development plan for the County must include a workforce and entrepreneurial development element. As provided in Comprehensive Plan Objective ED -3.3, the Economic Development department has developed strong partnerships with SBTDC, the Chapel Hill /Carrboro and Hillsborough Chambers of Commerce, Durham Technical Community College, UNC - Chapel Hill, Chapel Hill /Carrboro Schools, Orange County Schools, and others to provide adequate training and education to enable both entrepreneurs and workers in Orange County to obtain high quality jobs and /or start their own businesses. Additional relationships have been developed W with the JobLink center and the Workforce Development Board /State of NC to support workforce development activities in the County. Extensive guidance and clarification is requested on the BOCC's vision and use of an economic development plan for the County. Planning The Planning Department will work with the Economic Development Department to organize these priorities. The aspects include: a. Are the districts in the correct location? b. Is the amount appropriate? c. Are the areas supported by infrastructure 1. Water and Sewer 2. Transportation d. Are the zoning categories (i.e. permitted uses) appropriate for what land uses are intended. e. Are the development processes appropriate for what level of encouragement or scrutiny of specific uses is warranted? f. Are the development standards appropriate? g. What are the incentives and marketing that the County is willing to employ? Planning is working on the infrastructure aspects of economic development and will await and participate in a joint work plan with Economic Development Department to explore others aspects. 10)Develop an energy plan that includes economic development strategies to attract, retain, and grown `green' businesses (Goal 3, 4 votes) See responses to Priority 3 (develop economic plans for 3 districts) and Priority 9 (update economic development plan for County: (a) Clarify Economic Development Plan for each district; (b) Identify spectrum of tools; (c) Identify other stakeholders; and (d) Identify what County wants to see happen). 11)lnvest in technology to increase worker efficiencies, e.g., web streaming, paperless agendas, integrating tracking systems between field and office (Goal 4, 4 votes) Information Technologies Staff has designed-and implemented a Technology Request Tool to track requests for technology expenditures Staff has also implemented a Training Management system for Health Department, which has the potential for use across the organization. A GIS synchronization system has also been completed to further automate land -based functions between the County and its municipal 10 partners. A County -wide (including municipalities and UNC) addressing model has also been developed for more efficient public safety response, uniformity across all jurisdictions within Orange County, conformity to federal grant requirements, and compliance with NCOneMap. A LaserFiche system was also implemented to provide staff and the public with an efficient mechanism for searching BOCC minutes and ordinances, and Information Technologies partnered with DSS to implement Northwoods paperless automation. Staff is currently working on a Self - Service Employee Application for potential use with the following functions: • Timesheet entry and approval • Benefits enrollment • Employee information maintenance • Travel Expenses • Vacation /Sick leave requests • Employee training • Work performance management Staff is also currently working on the steps to implement the Granicus streaming video solution for web - casting meetings to the public and also the Property Information Management System for greater efficiency, cross - departmental synergies for land related functions, including taxation Staff has also allocated more laptops to increase field worker efficiencies Planning The installation of the automated release valve and remote monitoring equipment at Lake Orange will greatly decrease the amount of staff time and resources required to operate the lake. Staff is in the process of writing the specifications for this project. Bidding for this project is expected to take place in late January or early February. The contract should be brought to the BOCC for approval at that time. 12)lmplement County's environmental responsibility goals (Goal 5, 4 votes) ERCD A draft County Environmental Leadership Policy has been created for Board consideration and an Environmental Stewardship Action Committee °(ESAC) has been formed, already meeting on five occasions (Environmental Responsibility Goal - Objective 1). 11 Potential action strategies to accomplish the Environmental Responsibility (ER) Goal objectives have been developed by advisory boards and departments and reviewed by the Benchmarks and Assessment Subcommittee of the ESAC. A report on the possible next steps has been prepared for future Board review. The Best Workplaces for Commuters Subcommittee report on joining the program and employee commuting options has also been completed for future Board review. Other components of the ER Goal objectives are being implemented through County daily operations and procedures (such as alternative fuel vehicles, waste reduction, energy efficiency, eco- friendly County events and utensils, sustainable forestry, etc). Plans have also been prepared for employee workdays at parks and nature preserve sites to promote institutional understanding of conservation and parks. Water reuse at some new facilities and Orange WellNet (observation well network) implementation is underway to meet water resources objectives. The State of Environment 2009 report has also been prepared and disseminated. Renewable energy projects are also being pursued for County and schools facilities via federal stimulus funds (State Energy Office Renewable Energy Grants). Other energy efficiency and renewable energy projects and education efforts have also been identified. Areas to address in the future include: • Consider and prioritize action strategies to accomplish the 10 ER Goal Objectives. • Consider joining the Best Workplaces for Commuters program and related employee commuting opportunities. • Continue to lobby the NC Division for Air Quality for an ozone monitor in Orange County as part of State network. • Pursue other energy efficiency and renewable energy projects as stimulus funds (via State Energy Office) become available. • Pursue a new Integrated Pest Management and Green Seal chemical policy for County functions. • Consider subsequent land use planning action strategies via Comprehensive Plan for growth management and service- directed development patterns. • Pursue an Information Technologies Policy that promotes energy and paper conservation through technology. Planning The Engineering_ division of the Planning Department, is overseeing the Compressed Natural Gas station upgrade using grant money obtained by Environment and Resource Conservation Department. The project contract should be presented to the BOCC in Spring or early Summer of 2010. 12 Planning staff has pursued several efforts to promote "Green Building" including: the Inspections division formed the Green Building committee, which has had four meetings; a Green Building plan (Orange Turning Green) was proposed for Orange County in 2007; and Inspections division staff has been attending and will be attending additional Green Building classes in the next year. 13)Plan to provide `equitable' library services for Orange County residents (Goal 6, 4 votes) With approval of FY 2009 -10 Budget, all library branches remained open at the same service levels as previously existed. The current Main Library is open for 64 hours per week. The New Main Library facility opening in December 2009 will provide 54 hours per week. Staff is moving forward with hiring 6.5 new employees as approved by BOCC to coincide with the opening. Staff completed a library reorganization plan to reallocate staff into appropriate divisions to provide more efficient/effective operations and consistent level of customer service. On November 1, library courier service was increased from once per week to three times per week for all Orange County libraries. Collaboration efforts with Chapel Hill Public Library are also currently underway to be implemented in coming year with little or no additional fiscal impact. At is March 2009 meeting, the Assembly of Governments requested that the Managers of Orange County and Chapel Hill prepare a report identifying possible library service collaboration for Orange County. The managers charged their library directors to 1) identify alternatives for library services in Orange County, 2) work with County and Town governments to address specific and costs, and 3) review existing long -term plans for library service in Orange County. The library directors submitted a draft of the report to the managers in September 2009 that identified alternatives for library service in Orange County. The report is expected to be a topic of discussion at the November 30, 2009 Assembly of Governments meeting. 14)Fulfill remainder of bond issuance approved by voters in 2001 for soccer and Twin Creeks (Goal 6, 4 votes) ERCD This priority has been broken into two discrete tasks: o Construction of Phase I of Twin Creeks (Moniese Nomp) Park — Linear Park Greenway Trail o Potential construction of artificial turf soccer field at Chapel Hill /Carrboro location 13 The Twin Creeks Linear Park/Greenway Trail has been fully- designed, and has been designated for approximately $429,000 in federal transportation stimulus funding (the greenway trail is part of Carrboro's transportation network). The design has received all required approvals to date, and the necessary coordination with the Town of Carrboro and Morris Grove Elementary School has occurred. Construction bid documents and specs have been prepared for the Twin Creeks (Moniese Nomp) greenway trail. A bid award is anticipated for the December 7, 2009 regular Board meeting. Construction is expected to begin and conclude during 2010. Approximately $90,000 has been expended at Twin Creeks for pre- construction work and design and construction documents for the greenway trail. Total designated funding for Twin Creeks Park is $1.48 million. Construction of the greenway is estimated to cost approximately $850- 895,000, although actual costs will not be determined until the bids are received and awarded. Funding for this project comes from 2001 Parks and Open Space Bond funds and federal stimulus monies. Preliminary discussions have been held with the Town of Chapel Hill (Cedar Falls Park) and Town of Carrboro (Smith Playing Field) about artificial turf field project. IT will be necessary to develop a proposal for construction of an artificial turf soccer field and for the Board to determine a course of action. Approximately $623, 000 is available for potential use for the artificial turf field project, from 2001 Parks and Open Space Bond funds. Parks & Recreation At its retreat in 2009, the Commissioners discussed and prioritized the spending of the remaining park bond money. Since then Cedar Grove Park was completed in April, ($1.2 million in bond funds), Eurosport Soccer Center in August (the remaining Soccer Super (SS) Fund bond money - $1.35 million), and Fairview Park will break ground in November and should open next summer ($850,000 in bond funds). At Twin Creeks, a linear park or Greenway is planned, and will use a portion of the remaining bond money. Federal stimulus funding will also assist with this project. The only remaining 2001 bond funding would then be the SS Fund money in the Twin Creeks account. The Commissioners had expressed interest in offering the remaining SS funding to either Chapel Hill or Carrboro for use in soccer field development. They suggested that a letter be sent from the Manager to the Town Managers detailing the offer. Parks and Recreation Director Lori Taft will work with County Managers to compose a letter on this subject to be directed to the Managers of Chapel Hill and Carrboro. 15)Complete stewardship and management plans for Lands Legacy (Goal 5, 3 votes) sl Stewardship plans including G1S mapping of relevant stewardship components have been completed for Blackwood Farm, New Hope Preserve, and McGowan Creek Preserve for future Board review and approval. Stewardship Plans for Seven Mile Creek Preserve and future Northeast Park property are underway. A template of stewardship plans, components, and integration of sustainable forestry completed and Triangle Land Conservancy has agreed to perform targeted stewardship activities to assist Land Conservation Manager. An Operational Agreement with Soil and Water Conservation District has also been drafted and is currently under USDA attorney review that would provide for a role for district staff in assisting with stewardship and monitoring. Staff is currently working on a proposed Land Conservation Seminar /Public Workshop Series that would potentially begin in January 2010 to extend the concept by encouraging private landholders to develop stewardship plans and provide an information kit." Consistency checks will be performed to ensure properties are being consistently cared for in keeping with the special site- specific needs and wildlife management considerations and experiences being explored with other conservation landholder organizations. Farmstead building stabilization efforts have been completed at future Twin Creeks (Moniese Nomp) Park and are underway at future Blackwood Farm and Millhouse Road parks. As part of creation of FY 2010 -2020 CIP, the Board may want to consider formally designating some portion of Lands Legacy funds for "stewardship endowment" and also consider wildlife management actions, including deer population and safety, increase in beaver and coyote activity, and other special issues to ensure habitat adequacy and public safety in the future. 16)Develop an accounting and assessment system of water and air pollution: (a) In conjunction with ICLEI; Set emissions reduction target for 2030; Conduct public education campaign and link public with opportunities to improve energy efficiency and use sustainable energy sources; (b) Begin multi -year implementation of Observable Well Network (Goal 5, 2 votes) Preliminary discussions among staff and outside experts on methods to integrate • water and air resources assessment system have occurred with plans to have • draft approach developed in January 2010. A public education plan for each of _ the ICLEI jurisdictions that participated in the Greenhouse Gas (GHG) study has been identified with a possible public survey instrument on climate change and GHG study issues developed by Carrboro staff. 15 Public education activities planning for each jurisdiction is underway with an update to be shared with the Board of Commissioners in November 2009. The public outreach efforts would be followed by a joint report (possibly at a 2010 Assembly of Governments or JPA meeting) regarding setting of reduction targets and implementation plans. The County and towns will need to decide how to proceed with appropriate next steps for the GHG Inventory and Forecast in 2010. Potential activities could include setting GHG reduction targets and adopting implementation measures both as individual jurisdictions and jointly as Orange County -- unincorporated and incorporated. Consideration of GHG emissions reduction targets and climate change%nergy implementation steps could occur in fall 2010. Creation of an Orange County Master Energy Plan using this effort and folding in other energy activities appears to be one way to accomplish a coordinated and comprehensive approach. This could be pursued in FY 2010 -11, upon completion of the FY 2009 -10 activities (including Board Priorities 10 and 16 and energy stimulus efforts). Potential coordination discussions have begun with public utilities and County /other energy agencies staff on public education campaign and seminars to improve energy efficiency and make public aware of renewable energy options. Some of this may be accomplished via future ARRA stimulus funding, if approved. The Environmental Responsibility Goal Priority 12 update above provides information for County operational activities toward this effort. A plan for implementation of initial phases of the Orange Well Net (observation well network) and Memoranda of Agreement with institutional well- owners was approved by Board of Commissioners on September 15, 2009. Memoranda of Agreement with Duke, UNC, the Eno River Association and the State have been signed or are in process of signatures. Staff has also begun investigating the existing bedrock wells that will be part of the network, and has closed three improperly- abandoned wells to address potential contamination and public safety concerns. The needed equipment and monitoring protocol is being finalized for the Orange Well Net with the Network becoming operational in mid -2010 and a report to the Board in fall 2010. 17)Review the Schools Adequate Public Facilities Ordinance: (a) Is it doing what it was originally intended? (b) Does it have application for Durham and Mebane? (Goal 6, 2 votes) On September 22, 2009 at the BOCC /Joint Schools meeting, -planning gave a SAPFO history/implementation overview presentation. The intent of SAPFO was to create a capital investment program planning tool by creating standardized student projection methodologies and monitoring growth. This subject is planned to be further discussed at upcoming 2010 budget meetings. 18)Address inequities between old in need of capital improvements funding priority (Goal 6, 1 vote) 16 and new schools. Older schools are . Building new schools has been the Staff has not pursued any specific action regarding this item. During FY 2009 -10 budget discussions in June 2009, the Board did approve the establishment of a reserve fund for the proceeds from the sales of surplus County properties. Forty percent of the funds placed in the reserve fund would be allocated for renovations to older schools. 19)Relations with UNC- Chapel Hill: Be actively involved and informed about UNC -CH decisions and intentions (Goal 3, 0 vote) Economic Development Relationships have been established with numerous colleagues at the University, including the Chancellor, the Director of the Office of Economic and Business Development, and the Vice Chancellor for Research and Economic Development. As provided by Comprehensive Plan Objectives ED -1.2 and ED -2.12, the Economic Development department has cultivated numerous relationships with strategic personnel at the University to foster the exchange of pertinent information between the County and the University. Planninq The Engineering division of the Planning Department serves as County's liaison at the monthly Landfill Gas Pipeline progress meetings, along with Orange County Solid Waste staff The Planning Director monitors reports and activities of the Carolina North Developers Agreement and provides County impact perspectives. 20)Support transit, pedestrian, and bicycle facilities and other alternatives to the single passenger automobile (Goal 3, 0 vote) • American Reinvestment and Recovery Act (ARRA) grant application for transit vehicles and Twin Creeks Park Greenway (Authorization to Construct greenway approved by °NCDOT; Bid advertisement October 25) • ARRA grant for two light transit vehicles for Orange Public Transportation flexed to Federal Transit Administration contract with Chapel Hill Transit — NC Division of Public Transportation, Chapel Hill 17 Transit and Orange County Planning staff developing Memorandum of Agreement to procure transit vehicles for Orange Public Transportation operation of Triangle Transit Route 420 midday service between Hillsborough and Chapel Hill and new intra - Hillsborough route partially funded through Congestion Mitigation and Air Quality grant that is to start sometime this year. • Meetings initiated to determine funding assistance from Hillsborough for new Orange Public Transportation intra - Hillsborough transit service. • Citizen input survey completed for development of a Comprehensive Transportation Plan that will provide basis for future federal and state funding for bicycle, pedestrian, and transit projects (as well as highway projects) in Orange County. 21)Amend County zoning to address and modernize airport and related issues (Goal 3, 0 vote) No activity. Staff will begin work on revising airport standards /regulations after the Unified Development Ordinance is adopted. 22)Review and update County personnel [ordinance] and operational policies and procedures. (Goal 4, 0 vote) In FY 2008 -09, staff and the Board addressed Provisional Status of Employees, Administrative Rules and Regulations, Overtime Compensation, Worker's Compensation Leave, and Third Party Presence in Employee Disciplinary Process. To date in FY 2009 -10, the Board and staff have moved forward on Furlough provisions, Supplemental Retirement 401(k) Employer's Contribution, an Employee Retirement Incentive Program, and an updated Drug and Alcohol Policy. Staff has also been working on other personnel related matters such as a Reduction In Force policy, Family Medical Leave Act provisions, an amendment to the Military Leave Policy, and the Corrective Action Policy. Drafts addressing these topics have been prepared and sent to the County Attorney's Office for review. Staff believes it is very important to continue to review and revise the existing Personnel Ordinances Policies as well as develop the supporting Administrative Rules and Regulations. These °policies and regulations provide structure to the County's operational principles and support other Board goals. W. The Human Resources Department is working with the Manager and the County Attorney's Office to develop a formal list and schedule for reviewing and bringing forward recommended revisions for the Personnel Ordinance. 23)Design and fund space for County Attorney Office. Manager and BOCC to discuss concept and staffing (Goal 4, 0 vote) At several meetings during late Spring and early Summer of 2009, the Board of Commissioners discussed renovations to the Link Government Services Center to address space needs for the County Attorney's Office, the County Manager's Office, and the Clerk to the Board of Commissioners' Office and BOCC. Staff subsequently moved forward with both renovations and the installation of a fire- suppression sprinkler system for the Link Center. Those renovations are nearly complete (some remaining minor improvements are still in process), and the County Attorney's Office, the County Manager's Office, and the Clerk to the Board of Commissioners' Office and BOCC have relocated within the renovated facility to permanent offices. in addition, the Human Resources and Financial Services departments have also relocated from the Government Services Center Annex into new renovated offices in the Link Center. 24)Plan to acquire /land bank for future park development (Goal 5, 0 vote) The Acquisition of six future park sites has been accomplished through the Lands Legacy Program (Little River, Blackwood Farm, Twin Creeks /Moniese Nomp, Millhouse Road, Cedar Grove (addition), Northeast Park). Three of these sites (Little River, Cedar Grove and Twin Creeks /Moniese Nomp Phase 1) are completed and open or construction is pending. The remaining district park site from the 1988- adopted Recreation and Parks Master Plan is the site for Bingham District Park. Negotiations are underway for this acquisition. There are no other identified district park sites that are on the Lands Legacy Action Plans as priorities, pending the completion of an update to the 1988 plan, tentatively proposed for 2010 -11. Other conservation priorities, including nature preserves that will include public access areas for low - impact recreation, are underway. The Board has also reviewed the proposed NC Mountains -to -Sea Trail corridor through Orange County. Planning and prioritization for the NC Mountains -to -Sea trail corridor is underway by staff, in accord with direction provided by the Board on 10113109. Approval of Lands Legacy Action Plan 2010 -2012 is slated for spring 2010, including Mountains -to -Sea Trail priority segments. Actions to land -bank future park sites beyond those currently in negotiation are contingent on Board approval of future Lands Legacy Action Plans and an updated Master Parks and Recreation Plan (proposed for FY 2010 -11, please 19 see Board Priority 25). Continued discussion and collaboration with OWASA regarding possible recreational use of certain OWASA land is recommended as per previous conversations 25)Develop a policy /update current plan about how parks will be developed, appropriate ratio of parks to population, length of time to develop, and incorporation of such into Capital Investment Program (Goal 5, 0 vote) A Master Recreation and Parks Plan was created and adopted n 1988 that includes a plan for facilities on a district basis, and maps of service areas based on population and geography. A series of four parks and recreation planning reports were created between 1996 -2001 that address a variety of parks coordination, capital investment, and jurisdictional needs and priorities for both the County parks system and the combined systems of the County and towns. An inventory of all parks, trails and public open spaces in the County (all jurisdictions) was created in 1999 and is updated biannually. The Intergovernmental Parks Work Group created a Composite Countywide Plan for Parks and Trails in 2006 that includes existing facilities and a map of all current and planned future parks and trails of each jurisdiction. The Orange County Comprehensive Plan 2030 was adopted, including a chapter on Parks and Recreation. This included objectives (PR -2.2, PR -3.3) proposing a methodology to determine needed facilities, and an update to the 1988 Master Recreation and Parks Plan Map. Recent reviews of grant proposals with the Parks and Recreation Trust Fund (PARTF) have indicated a need to update the 1988 adopted master plan to include a new needs assessment and future parks and recreation services plan. While many of the basic premises of the 1988 Plan remain valid, considerable change has occurred in County demographics, land use patterns, and public demand for recreation services since 1988. The current plan will be considered outdated for future PARTF grant proposals. Staff has developed an outline of a process to use the parks reports and plans from 1996- present as a starting point for an update to the 1988 Plan. Initial discussions have been held by Planning, ERCD and Parks and Recreation staff regarding the existing subdivision payment -in- lieu /land dedication for parks and open space provisions, as provided for in adopted local legislation. Review of the program and potential actions are slated for FY 2009 -10, with any possible updates to the program to come in FY 2010 -11. Due to two current grants, one of which is just beginning, the County will not be eligible to apply for another PARTF grant until January 2011. all 26)Clarify and communicate to public how and why County funding is allocated the way it is (Goal 2, 0 vote) Staff is not aware of any actions regarding this item. THREE (3) PRIMARY ECONOMIC DEVELOPMENT ZONES 1. EFLAND - BUCKHORN - MEBANE COMBINED ZONE LAND USE EFLAND COMMERCIAL INDUSTRIAL NODE LAND USE — Proposed Mixed Use Village 250 acres Base Zoning - Rural Residential (R -1) EFLAND — BUCKHORN ECONOMIC DEVELOPMENT LAND USE 700± acres Base Zoning — Economic Development Primary BUCKHORN COMMERCIAL — INDUSTRIAL NODE — Proposed Economic Development Land Use 222 acres Base Zoning — Presently R -1, proposed new improved Economic Development zoning WEST BUCKHORN - MEBANE AGRICULTURAL- RESIDENTIAL LAND USE — Proposed Mixed Use Economic Development 423 acres Base Zoning — Agricultural Residential Proposed new improved mixed use Economic Development zoning INFRASTRUCTURE ACTIVITIES CENTRAL EFLAND NORTH BUCKHORN — SEWER 1.4 EPA Grant 3.5 NC SRF Loan — Sewer Peer Review of above CJT design SOUTH CENTRAL EFLAND (south of rail, north of 1- 85/1 -40) • Potential non - residential expansion of sewer system to improve sewer system fiscal enterprise integrity • Master Utility Sewer Planning • Release of land use encumbrances to promote Economic Development potential • Need to coordinate with Orange - Alamance Water System (OAWS) Page 1 of 3 ADVANCE WORK for Orange County Board of Commissioners Planning Retreat November 14, 2009, 9:00 a.m. - 4:00 p.m. Southern Human Services Building, Chapel Hill, NC The following goal was adopted by Orange County Commissioners in September 2009 as part of a larger set of county -wide strategic goals. A major focus of our time together during the November 2009 retreat is to develop a shared understanding of what this goal means to participants and prepare you to move your related strategies into action. Implement planning and economic development policies which create a balanced, dynamic local economy, and which promote diversity, sustainable growth and enhanced revenue while embracing community values. In order to develop this shared understanding and to identify areas where there is agreement and disagreement, please consider what these bolded words (above) mean to you. Using index cards, write down your answers to the first four questions (one response per index card). We will post the cards during the retreat. You may add other issues that occur to you or that are spurred by your on -site conversation. There will be index cards at the retreat for this purpose. This preparation will help us move into our discussions more quickly and with more depth when we get together. During the retreat, each of you will be asked to explain the responses you identify in enough detail for others to understand your views. 1. What are the values I believe this community holds, and how do they relate to economic development? 2. How do I define balanced economy? 3. How do I define dynamic economy? 4. Provide some examples of the following in the context of economic development policies. a. diversity b. sustainable growth c. enhanced revenue 5. Consider what other stakeholders have an interest in this goal or can make (or block) decisions about this goal. [You can make notes about your list or simply be prepared to respond on- site.] Post note: Excerpt from BOCC IDENTIFIED PRIORITIES FOR 2009 -2010 BUDGET YEAR (Priority #3) 3) Develop economic plans for 3 districts (Goal 3, 5 votes) The planning department will work with the economic development department to organize these priorities. The aspects include: a. Are the districts in the correct location? b. Is the amount appropriate? c. Are the areas supported by infrastructure 1. Water and Sewer 2. Transportation d. Are the zoning categories (i.e. permitted uses) appropriate for what land uses are intended. e. Are the development processes appropriate for what level of encouragement or scrutiny of specific uses is warranted? f. Are the development standards appropriate? g. What are the incentives and marketing that the County is willing to employ? Planning is working on the infrastructure aspects of economic development and will await and participate in a joint work plan with economic development department to explore others aspects. Page 3 of 3 Orange County Economic Development Zones List of Maps: 1 — Land Use Element of the Orange County Comprehensive Plan (midsection) 2 — Efland- Buckhorn- Mebane Small Area Plan Planning Area — Utility Planning 3 — Town of Hillsborough/Orange County Strategic Growth Plan Phase II Central Orange Coordinated Area 4 — Eno EDD Area Small Area Plan — Proposed Future Land Use Map 5 — Eno EDD Transportation Access Management Concept Plan Aifimvj�.-f- .aiQ rai1c: of the Orange Countv Comorehenslve P Y T la N ,my W � o rn m i a no n( , L - .: O Sa O 9 C: 4f,. 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L co E Q E .L Q O O OU E x L- li a) 0 aC/)m w2 0 Do'E O _O � V � •> 0. 'a m LL L �• � L = - V � 0.00 L� s V • • • a� a a� v State of North Carolina . Department of State Treasurer 1 RICHARD H.MOORE "State and Local Government Finance Division ROBERT M. HIGH TREASURER and the Local Government Commission DEPUTYTREASURER Memorandum #936 April 23, 2001 TO: Officials of Cities ana Counties and Certified Public Accountants FROM: T. Vance Holloman, Director ,,--o Fiscal Management Section SUBJECT: Fund Balance Available for Appropriation Each year the staff of the Local Government Commission analyses the financial statements of cities and counties to determine the amount of fund balance available for appropriation in the General Fund, and the amount of fund balance available for appropriation as ;a percentage of prior year expenditures. These numbers are significant because the property tax is a major source of revenue in the General Fund. The majority of property tax revenues are received in the latter months of the calendar year. Therefore, there should be reserves on hand in the form of fund balance available for appropriation at June 30th to prevent the unit from experiencing cash flow difficulties during the first two quarters of the next fiscal year. The minimum level of fund balance available for; appropriation that should be on hand to enable the unit to meet current obligations and to prevent the unit from experiencing cash flow difficulties is 8% of the prior year's expenditures. In addition to the 8% needed to prevent cash flow difficulties, units also maintain fund balance available for appropriation in the General Fund in case unforeseen needs or opportunities should arise. Fund balance available for appropriation at June 30th is a source that may be budgeted in the following year to address these situations. There is not an established minimum amount that should be in reserve for these purposes. The officials of the individual units should make that determination. The amount of fund balance available for appropriation maintained by a particular unit would be influenced by such factors as the size of the unit, economic conditions within the unit, future capital outlay needs, stability of revenue sources and susceptibility, of the unit to natural disasters. The staff sends letters to units if the amount of fund balance available for appropriation as a percentage of prior year expenditures in the General Fund falls below 8 %. The staff also compares the percentage of fund balance available for appropriation to the prior year percentages for similar units. If that percentage is materially below the average of similar units, the staff will send a letter to alert the unit of this fact. Units will be encouraged to evaluate the amounts in reserves and determine if the level is adequate. The chart that follows shows the average percentage of fund balance available for appropriation for similarly grouped counties and cities for the fiscal year ended June 30, 2000. We noted that the average available fund balance for most categories decreased 2% to 4% from June 30, 1999. The average available fund balance in dollars changed very little. The percentage available decreased due to increases in total expenditures. Officials should use these figures to compare their unit to similar units and evaluate the adequacy of their unit's current reserves. If you have any questions please call Tim Romocki at 919- 807 -2387. 325 North Salisbury Street, Raleigh, North Carolina 27603 -1385 Telephone: (919) 807 -2350 Fax: (919) 807 -2352 Website: www.treasurer.state.ric.us An Fnual ODDortunitvlAt%irmative Action Employer Average Available Fund Balances of North Carolina Counties and Cities June 30, 2000 Cities - electric ** All 69 2,885,730 9,352,825 Average Balance 50,000 or more 6 Average 48,711,283 As a Percentage of 10,000 to 49,999 22 Available Average Average Type of Unit Number of Fund 1999, -2000 1999 -2000 by Size Units Balance Expenditures Expenditures Counties* 6 219,958 312,907 70.30 All 99 12,600,177 66,790,993 18.87 100,000 or more 23 32,313,579 181,789,914 17.78 50,000 to 99,000 23 10,172,647 55,869,732 18.21 25,000 to 49,999 25 7,533,260 30,690,049 24.55 Under 25,000* 28 2,925,101 13,531,616 21.62 Cities - nonelectric ** All 462 1,528,674 4,238,652 36.07 50,000 or more 9 29,262,370 124,078,148 23.58 10,000 to 49,999 27 4,516,086 13,283,133 34.00 2,500 to 9,999 ** 106 1,706,553 2,928,137 58.28 1,000 to2,499 ** 106 743,177 1,058,660 70.20 500 to 999 ** 90 412,870 399,576 103.33 Under 500 ** 124 194,534 196,347 99.08 Cities - electric ** All 69 2,885,730 9,352,825 30.85 50,000 or more 6 11,914,214 48,711,283 24.46 10,000 to 49,999 22 4,311,738 12,465,586 34.59 2,500 to 9,999 20 1,153,595 3,239,784 35.61 1,000 to 2,499 10 798,873 1,161,680 68.77 500 to 999 6 219,958 312,907 70.30 Under 500 ** 5 78,298 108,886 71.91 * This data excludes I county with population under 25,000 that has not submitted audited financial statements. ** This data excludes 10 cities that have not submitted audited financial statements. One of these has a population between 2,500 and 9,999; four of these cities have populations between 1,000 and 2,499; 1 has a pop- ulation between 500 and 999; and 4 have populations under 500; including 1 with an electric utility. BEST PRACTICE ` and CAAFRI Background. Accountants employ the term fund balance to describe the net assets of governmental funds calculated in accordance with generally accepted accounting principles (GAAP). Budget professionals commonly use this same tern to describe the net assets of governmental funds calculated on a government's budgetary basis.' In both cases, fund balance is intended to serve as a measure of the financial resources available in a governmental fund. Accountants distinguish up to five separate categories of fund balance, based on the extent to which the government is bound to honor constraints on the specific purposes for which amounts can be spent: nonspendable fund balance, restricted fund balance, committed fund balance, assigned fund balance, and unassigned fund balance.2 The total of the last three categories, which include only resources without a constraint on spending or for which the constraint on spending is imposed by the government itself, is termed unrestricted fund balance. It is essential that governments maintain adequate levels of fund balance to mitigate current and future risks (e.g., revenue shortfalls and unanticipated expenditures) and to ensure stable tax rates. Fund balance levels are a crucial consideration, too, in long -term financial planning. In most cases, discussions of fund balance will properly focus on a government's general fund. Nonetheless, financial resources available in other funds should also be considered in assessing the adequacy of unrestricted fund balance (i.e., the total of the amounts reported as cormitted, assigned, and unassigned fund balance) in the general fund. Credit rating agencies monitor levels of fund balance and unrestricted fund balance in a government's general fund to evaluate a government's continued creditworthiness. Likewise, laws and regulations often govern appropriate levels of fund balance and unrestricted fund balance for state and local governments. Those interested primarily in a government's creditworthiness or economic condition (e.g., rating agencies) are likely to favor increased levels of fund balance. Opposing pressures often come from unions, taxpayers and citizens' groups, which may view high levels of fund balance as "excessive." Recommendation. The Government Finance Officers Association (GFOA) recommends that governments establish a formal policy on the level of unrestricted fund balance that should be maintained in the general fund? Such a guideline should be set by the appropriate policy body and should provide both a temporal framework and 1 For the sake of clarity, this recommended practice uses the terms GAAP fund balance and budgetary fund balance to distinguish these two different uses of the same term.' 'These categories are set forth in Governmental. Accounting Standards Board (GASB) Statement No. 54, Fund Balance Reporting and Governmental Fund T}pe Definitions, which must be implemented for financial . statements for periods ended June 30, 2011 and later. r Sometimes restricted fund balance includes resources available to finance items that typically would require the use of unrestricted fund balance (e.g., a contingency reserve). hi that case, such amounts should be included as part of unrestricted fund balance for purposes of analysis. specific plans for increasing or decreasing the level of unrestricted fund balance, if it is inconsistent with that policy. " The adequacy of unrestricted fund balance in the general fund should be assessed based upon a government's own specific circumstances. Nevertheless, GFOA recommends, at a minimum, that general - purpose governments, regardless of size, maintain unrestricted fund balance in their general fund of no less than two months of regular general fund operating revenues or regular general fund operating expenditures.' The choice of revenues or expenditures as a basis of comparison may be dictated by what is more predictable in a government's particular circumstances.' Furthermore, a government's particular situation often may require a level of unrestricted fund balance in the general fund significantly in excess of this recommended minimum level. In any case, such measures should be applied within the context of long -term forecasting, thereby avoiding the risk of placing too much emphasis upon the level of unrestricted fund balance in the general fund at any one time. In establishing a policy governing the level of unrestricted fund balance in the general fund, a government should consider a variety of factors, including: • The predictability of its revenues and the volatility of its expenditures (i.e., higher levels of unrestricted fund balance may be needed if significant revenue sources are subject to unpredictable fluctuations or if operating expenditures are highly volatile); • Its perceived exposure to significant one -time outlays (e.g., disasters, immediate capital needs, state budget cuts); • The potential drain upon general fund resources from other finds as well as the availability of resources in other funds (i.e., deficits in other finds may require that a higher level of unrestricted fund balance be maintained in the general fund, just as, the availability of resources in other funds may reduce the amount of unrestricted fund balance needed in the general fund);' • Liquidity (i.e., a disparity between when financial resources actually become available to make payments and the average maturity of related liabilities may require that a higher level of resources be maintained); and • Commitments and assignments (i.e., governments may wish to maintain higher levels of unrestricted fund balance to compensate for any portion of unrestricted fund balance already committed or assigned by the government for a specific purpose). Furthermore, governments may deem it appropriate to exclude from consideration resources that have been committed or assigned to some other purpose and focus on unassigned fund balance rather than on unrestricted fund balance. Naturally, any policy addressing desirable levels of unrestricted fund balance in the general fund should be in conformity with all applicable legal and regulatory constraints. In this case in particular, it is essential that differences between GAAP fund balance and budgetary fund balance be fully appreciated by all interested parties. Approved by the GFOA's Executive Board, October, 2009. See Recommended Practice 4.1 of the National Advisory Council on State and Local Budgeting governments on the need to "maintain a prudent level of financial resources to protect against reducing service levels or raising taxes and fees because of temporary revenue shortfalls or unpredicted one -time expenditures" (Recommended Practice 4.1). s In practice, a level of unrestricted fund balance significantly lower than the recommended minimum may be appropriate for states and America's largest governments (e.g., cities, counties, and school districts) because they often are in a better position to predict contingencies (for the same reason that an insurance company can more readily predict the number of accidents for a pool of 500,000 drivers than for a pool of fifty), and because their revenues and expenditures often are more diversified and thus potentially less subject to volatility. ' In either case, unusual items that would distort trends (e.g., one -time revenues and expenditures) should be excluded, whereas recurring transfers should be included. Once the decision has been made to compare unrestricted fund balance to either revenues or expenditures, that decision should be followed consistently from period to period. However, except as discussed in footnote 4, not to a level below the recommended minimum. 2 November 3, 2009 Annual Operating Budget Calendar Fiscal Year 2010 -11 Tentative Due Dates Operating Budget Kick -Off January 2010 Revenues - Final date to enter year end estimates for current year and revenue projections for fiscal year 2010 -11 into February 19, 2010 MUNIS Expenditures - Final date to enter year end estimates for current year and expenditure requests for fiscal year 2010 -11 March 5, 2010 Into MUNIS Expenditure Supporting Documentation - Final date to submit forms to Budget Office (Including Budget Request Excel March 5, 2010 spreadsheets, and applicable personnel related detail) Manager Meetings With Department Heads To Discuss March and April, 2010 Budget Requests Budget Drivers for Fiscal Years 2010 -11 and 2011 -12 Budget Drivers (Based On Departmental Expenditure April 8, 2010 Requests And Revenue Projections) Presented To Board Of County Commissioners at Work Session Boards of Education Fiscal Year 2010 -11 Budget Presentations to Board of County Commissioners at Work April 27, 2010 Session Manager's Recommended Annual Operating Budget Numbers April 30, 2010 Final Manager's Recommended Annual Operating Budget Document May 7, 2010 Pages Finalized Fiscal Year 2010 -11 Annual Operating Budget Document Week Of May 10, 2010 Compiled Manager Presents Fiscal Year 2010 -11 Annual Operating . May 18, 2010 Budget to Board of County Commissioners Budget Public Hearings May 20, 2010 May 25, 2010 May 27, 2010 Budget Work Sessions June 3, 2010 June 8, 2010 June 10, 2010 Commissioners Adopt Fiscal Year 2010 -11 Annual June 15, 2010 Operating Budget