HomeMy WebLinkAboutMinutes - 19801118 MINUTES
ORANGE COUNTY BOARD OF COMMISSrJONERS
NOVEMBER 18, 1980
The Orange County Board of Commissioners met in regular session
on Tuesday, November 18, 1980, at 7:30 P.M. in the Commissioners Room,
Orange County Courthouse, in Hillsborough, North Carolina.
Commissioners present: Commissioner Richard Whitted, Chairman,
and Commissioners Anne Barnes, Norman Gustaveson, Norman Walker and
Don Wilihoit.
Chairman Whitted called the meeting to order.
Agenda Item 1: Agenda Modifications
Commissioner Gustaveson requested Item #19 concerning school
budget format be added.
Mr. Don Cox representing the Soil Conservation Service requested the
Board hear his group present a request for supplementary funding as
Item #20.
Agenda Item-2: Comments from the Audience
Mr. Hannon Isaacs requested he be heard on Agenda Item #7.
Mrs. Josephine Barbour requested the Board have its agenda published in
the local paper; that an outdoor bulletin board be constructed and that
a copy of each agenda be placed there; that a public address system be
installed in the Commissioners 'Room; and •that the fifteen minute time limit
assigned to the public comment period be removed.
Agenda Item 3: Minutes of November 3, 1980 Meeting
The Board directed the Clerk add to the minuteslof Agenda Item 4
the reason why each release or tax refund was granted.
On page 3 at the end of line 13 delete the word "the" and add
the words "prior to adoption."
On page 4 eliminate the discussion starting at line 19 and continuing
on page 5 through line 30. Add to the minutes the comments made concerning
cross access of government channels and the status of Alerts plant
constructed in non-franchised areas. -
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Agenda Item 4: Withdrawal of SR 1128 Name
David Shanklin, Chairman of the Road Naming Advisory Committee
asked the Board to refer back to his.committee for further consideration.
Commissioner Willhoit so moved. Commissioner Barnes offered a second.
Vote: ayes, 5; noes, 0,
Agenda Item 5: Addition to State Road System
Commissioner Willhoit moved the Board accept the recommendation
of the Department of Transportation to add to the secondary road system
three streets in Robins Wood Subdivision,-Robin Road, Robinette Court,
and an unnamed cul de sac, and that the names of these roads be referred
to the Road Naming Advisory Committee for review.
Commissioner Gustaveson seconded the motion. Vote: ayes, 5; noes, 0.
Agenda Item 6: A Petition to Close an Unopened Road in
"Part of the Roy Crawford Development"
This item was deferred to a later meeting when representatives of
the petitioner could be present.
Agenda Item 7: Review of Jail Inspection Report Filed
October 21st.
The Chairman received reports form the Sheriff and Director of
Public Works relating to their actions to correct deficiencies identified
by the Division of Facility Services. (For a copy of this report see page-"P-
Mr. P
Hannon Isaacs addressed the Board pointing out his group hoped
to meet with the Sheriff 9 County Attorney and Manager to review the
report in more detail. He was equally concerned about the design of
the proposed new jail as its cells were too small in his opinion. While
cells of 35 square feet failed to violate any standards currently in
effect, possible future regulations might render the new facility
obsolete quickly. He recommended the County look toward increasing the
size of the individual cells. He further requested room number 207 be
designated as a recreation area and that the Sheriff hopefully would
implement some sort of recreation activity there.
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Agenda Item 8: Northside Multipurpose Facility Improvements
The Public Works Director advised the Board that during the fall,
JOCCA had secured funds to make improvements to the adult restroom
facilities in this building. This work has been nearly completed.
The Community Development Department of the Town of Chapel Hill
proposes to make available $16,000 to be used to improve the main entrance
to this structure and to make certain improvements to the portion of the
building that is.used for the Aging. Estimates to contract this work
are about $19,600. The Department on Aging has two volunteer carpenters
and two senior carpenters available that can do part of the work proposed
thus reducing the overall cost of the project.
Commissioner Willhoit pointed out that if this work is undertaken the
County must be certain it meets all code requirements and be a well done
job. Commissioner Barnes stated she felt the Public Works Department must
not overload itself by acquiring significant quantities of material and
not being able to complete installation within the time frame proposed in
the grant proposal.
Agenda Item 9: Offer to Purchase Certain Property from
Orange County by Virginia Forrest
This item was deferred until a later meeting when an offer to
repurchase is in hand.
Agenda Item 10: Report of Bids, and Award of Contract
The Purchasing Agent filed a report of bids for certain dental
equipment:
X-Ray Developing Equipment
HealthCo DentalSupp.ly $2,765.50
Thompson Dental Company $2,804.00
Cabinets
HealthCo Dental Supply $2,898.00
Thompson Dental Company $2,952.00
Bishop Furniture & Cabinets $3,060.00
Woodcraft Interiors $4,280.00
Sinks & Faucets
HealthCo Dental Supply $ 690.00
Thompson Dental Company $ 690.00
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Commissioner Gustaveson moved the Board accept the recommendation
of the.�urchasing Agent and award contracts to HealthCo Dental Supply
Company, the low bidder. Commissioner Willhoit seconded the motion.
Vote: ayes, 5; noes, 0.
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Agenda Item 11 : A New Fixed Asset Policy
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ORANGE COUNTY
END ASSET POYICY
A system of recording, tagging and inventorying equipment, furnxtuxe and
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•anus is essential in the development of good manag ement procedures and .•
-cal control. Some of the many benefits that can be'realized. from a properly.'"; '
tamed Fixed Asset System are as follows:
•Control of theft or loss•of valuable County Property
• Identification of.unused property so that it may be moved to other
operations which may have use for them _ ;;:.;
Identification of idle property that could be sold to increase•
County revenues '.::
Allow for the true value.of•County property-to be reflected in its •
financial statements ti `
The-Thei-legat:'.requiremenfo maintaining a-Eixe&Asset System can be found.
• 6S159-26/B8 which-states: "Each`local-government or public;aut ority'shall. . '
stablish and.maintain in its accounting systems such of the following'.funds
- 'ledgers as_are applicable to it . - .A ledger or group of accounts in
ich to record the'details relating to the general fixed assets of the unit: :
r public authority.° . _
Generally Accepted accounting principles require that'money for equip- • •
sent purchases which have an.acquisition cost over a certain dollar amount. '
d which have an expected..useful.life of more than a. set period of time be . •
• •geted into'a separate Capital Equipment Line item with different procedures ".
- ssociated with it than one would find with a regular'supplies budget.. The ::;
eason for the different procedural requirements is that large sums of money'
are often placed in these accounts and can have a significant impact on the
budget process and on the overall worth of the organization since the items .
bought out of Capital Equipment Account are not expendable. The procedures
involved with Capital Equipment Account are as follows:
Miring the budget process, the Board of County Commissioners: -
must approve each specific item before that money is allocated
••to.the Capital Equipment Account•
• If a department-head believes that due to changing circumstances, :j-
_ the money allocated for a particular item may be better used by
' spending it on different items, he or_ she must request permission
ffom•the Board'of-Commissioners_to 'reallocate the money for that purpose.
All items purchased out of a capital equipment account must be .
entered into the Fixed Asset System (copy of which is attached)
Department head... have custodial responsibility for all fixed'assets
within their department until the-items are either transferred or -
disposed of in the manner required by the Law and the Orange
County Fixed Asset Policy
The County Manager may at his or her discretion, transfer fixed
assets between departments without the permission of respective
.- department heads and without compensation -
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The definition of a fixed asset usually consist of a minimum-monetary value
item must at least be worth and a. minimum time period in which the item is
_ -cted to remain in useful condition. If one sets these criteria too high, i.e..
gh monetary value and a long usediul• life, then many items that should be
I uded in the fixed asset system will, be excluded and the purpose of the•fixed
t system will defeated- On the other hand, if one sets the criteria too low,
the administrative costs of trying to control for items of minimum value . .. -_
i be prohibitive. .In order:to strike a.balance between these two conflicting•.
oaches, the following shall be Orange County's definition•of a fixed asset...-
"A fixed.asset is any equipment, useful life of
..ax acquisition cost-of.$100.00 and an expected _• :•
and Central. -'
more than•ane.year:•. The Director of purchasing - -
• Services may at his or*her discretion add items'to the fixed . .
d
' asset system that do not meet this definition."•
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Since the County allows the use of County-owned fixed assts such as chairs,
1•les r'and recreational egu pment-to be used•by groups•and organ.i.zations not .. - _
rectly supervised by ,Orange County either on.a temporary or permanent basis
re control should.be placed on these items. - Therefore/ it will be policy of
e'Department of purchasing and Central Services to use its discretionary power
County-owned piece of
• cause to be included in the fixed asset system any Countraril or'permanently,furniture or apparatus-that is lent either temporarily
• an outside organization, even though the monetary value of the item may be
ss than $100.00.' _ . " ... .• _
In'order to,remove: from the fixed asset system items already present in it'
-t did not meet the definition of a fixed asset in effect at'the time they. ..
ere placed in the system or tO remove items that may have been inadvertently
'laced in the fixed asset system when'they should not have been, the Director
.f Purchasing and Central Services may delete those items from the fixed asset '
ystem_ _• •
F'-��•�: :.:' ._ fix`
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• ORANGE COUNTY FIXED ASSET . •-•. - • - ••
-INVENTORY.SYSTEM . :
DEFINITION= . . ::.
taxer appara -• or tool. • . r
A fixed asset ii any .piece of•,equipment, furn1 •••, •
hundred dollars and an expected useful: -...;i,
ith � chase value of more than one and Central .Services '�`-
re than (1) yea`- •The. Director of Purchasing .y°•
iy, of more inventory that do.not meet:than• . `_
Lion, items to the 4:y, at his discretion, ;••• ,':
(Please refer to f -:F. ?.-' x•:
request purchase a fixed'asset to the
A. .'A department submitasi g -an
Depart of Purchasing -and Central Services.. It is approved -
purchasi-rig Central Services and by the
by the Director of and . _- _ :4:.u=;.:::^•,*°' •W. ,s;s : -
.... � � �y�issattce-Director-.:r•�-: .•-.-•-- .-••'.d'.entexed�into �ktse•computer. ==••:'': ;'..•:-...: '
:._B. . A,purchase order.'is-prepared-an •• .
(4) asset control forms (see document 3:,2,3,&4)):
. • The computer prints ( ) .. . -
to the fixed asset. - • - _%.'..•.:: ..
•'� assigns a number . and the following copies ••'
C. The department receives a fixed asset tag; erit eofollwing 'copies
of the fixed asset cards: "Permanent Depattm
oral Form." • .. -: •.,•,-:.� '..;• •
rent Copyr" and "Asset.xxaxesfer/Disp the ta.
D. The dep�ent may receive'the fixed'asset before the tag the fi xed
before the fixed.asset. .'In either case, place the tag on
possible and.sign the "Acknawledgement Copy" of the'
asset. co'trol fo p so doing, the department is assum5ng'respon- '.
asset control form. _By so ,,:.
• sfbility for.the asset_- = • .' • .• 'tv the Dapaxtsaent :
B. The department returns the "Acknowledgement Copy epr enter •-
• of purchasing and Central Services and places the "Permanent.
the."Asset Transfer/Disposal Form" in its own'files.•
III. DELIVERY AND/OR INSTAIZATION CHARGES - --
• •ce the.cost'of a fixed asset includes all•delivery and/Ord-'-. -
A:` Sire purchase orders must include the delivery ,
charge ( frappe applicable) -rotheeccondition "F.O.B. Destination.°- ,_ :.y?-
charge (j f applicable)- =or - "f 4x Y�•
IV. PBCEIVING DATE . - I •.:
• A. All "Asset Control Forms" will have on it the-date of the first day• ''
• cif the•fispal•.year in which the fixed asset was ordered- For example;
all fined assets ordered in F-.Y. 80 will bear the date 7/1/80. .
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lag.
BUYING A' REPLACEMENT PART FOR, OR AN ATTACHMENT TO, AN EXISTING
FIXED ASSET.
A. In your 'request to•purchase a fixed asset, list the asset number of
the original item that you are buying a replacement part for or an y
attachment to. •
B. This .number will be entered into the fixed asset system. All asset _ •
control forts and subsequent printouts will list the replacement or
attachment part; as part of the original item (see documents 1,2,3,9)«
This should aid in the identification and location of.these types
. -of purchases.
C.. The department.will still receive a tag and. asset:control-forms
for the replacement or attachment part, ' The procedures for their
use are the same as any other fixed asset.purchase. -
WHERE-TO-PLACE-rIXErr,ASSET•TAG• . •.- ..-
•:Desk, table, etc. . Top_right front leg.
Files, safes and other,storage Top right front corner.-
equipment. - •
2.'Floor_machines,..3rachv sltanere, eta.; 'Top front.. -
"~ '
• Automobiles, ambulances, trucks, r On metal area of dash.
tractors,-and other,mobile road` board. .
equipment.
Portable power hand tools. • -. Near manufacturers.2•.D.
tag.
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Radio receivers, transmitters, : Back side, near_ menu-.
• 'W.V. sets, etc. . • facturers•X.D. tag. ..
X-R,ay and other.medical-equipment Near Manufacturers tag.
• Back,side of machine_
Adding machines, typewriters, _ _ -
. calculators, and similar office • - • _-
equipment. - •. - ±..
Air compressors, welders, • Near manufacturers X.D_ -- :
generators and the like... - ' '
Air conditioners, freezers, Right side of upper cover_
refrigerators, water coolers, - -
vending machines that are owned, -
and similar type equipment. .
Copy machines, mail metering and - Near manufacturers I.D. tag
sealing equipment, offset machines - (back side on most models)
and the like. . -
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•`%..;sue d4;':.-~,-. - - '. •;;IN: 7,-t;m:^.`-._'s`. -
• xf the fixed asset to be tagged does not appear t0 be Suitable for
a metal tag, contact the Department of Purchasing and Central Services,
who will visit the site and etch the number on the fixed asset with an
etching machine- . .
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DIRECTIONS FOR APPLYING FIXED ASSET TAGS ' : . •::
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RESOLUTION . .
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j mpg: A properly designed and maintained*Fixed Asset Policy
aid in the'control of theft or loss of valuable County Property
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W EAS: A properly designed and maintained Fixed.Asset Polo will • -
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# aid in the identification of unused property so that it way _ •
•be transferred to other agencies for theix use • .} •
WI EREPS: A properly designed and maintained Fixed Asset Policy will
¢ • aid in the identification of property that could be scold to , •
increase County Revenues
• _wHEREAS A.properly designed,and maintained Fixed•Asset•Policy.will _ - -- , ...
allow for the true value of County property to be reflected
in •t
its financial statements n � _
yH_ REFS: A properly designed and•maintained Fixed Asset Policy should
balance the benefits to be received from. the Policy.with
costs that are associated with the Policy -
Now therefore-be it resolved that the Hoard of Commissioners of Orange
County approve the Fixed Asset Policy as presented and do hereby authorize
the Director of Purchasing and Central Services to•implement it. .
'.Commissioner Norman'Gustaveson moved the Board approve the new •
'Fixed'Asset Policy as recommended. .'Contnis'sioner Barnes seconded,•the motion. -
otion. _
Voter ayes, 5; noes, 0.-
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Agenda Item 12: New Zoning Ordinance
The Planning Board recommended the following Calendar of Events
relating to adoption of the new County Zoning Ordinance:
November 17 ZOTAC discussion of second draft
Novemberll7 Planning Board discussion of second draft
November 19 Public meeting - Discussion of second draft
November 24 Quarterly Public Hearing on Adoption of Zoning Ordinance
December 17 Public Meeting on "Third Draft"
January 16 Public Hearing on Adoption of Zoning Ordinance
Commissioner Barnes moved to adopt this calendar and to add
the words "if needed" to the meetings suggested December 1,7 and January 16.
After some discussion the Chairman set a work session on the Zoning
Ordinance for December 9. Commissioner Willhoit seconded Commissioner
Barnes' motion. Vote: Ayes, 5; noes, 0.
Agenda Item 13: Joint Planning Agreement
Commissioner Barnes pointed out the agreement as submitted included
OWASA as a party, allowed them to review County projects but did not allow the
-- other parties to review projects to be constructed by OWASA. Commissioner
Walker moved the agreement be sent back to staff with the instruction
to incorporate language in the agreement that requires OWASA to submit
its projects to the joint planning review process. Commissioner
Barnes seconded the motion. Vote: ayes, 5; noes, 0.
Agenda Item 14: Preliminary Plan Oakdale Woods Subdivision
Commissioner Walker moved the preliminary plan of Oakdale Woods
Subdivision be extended one year. Commissioner Gustaveson seconded the
motion. Vote: ayes, 5; noes, 0.
Agenda Item 15; Cable T.V. Franchise
The County Attorney stated this itemtwas not ready for presentation
at present.
Agenda item 18: Standards of Values and Rules
The Tax Supervisor submitted a manual containing a Standard of
Values and Rules to be used in connection with the property revaluation
of 1981.
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Commissioner Willhoit indicated he was not ready to deal with this
issue at present and asked the Tax Supervisor for additional information
concerning a formula for rural land appraisals.
The Chairman deferred consideration of this matter until the Board
. meets on the 24th.
Agenda Item 20: Supplementary Fundinn for the Soil
Conservation Service
Don Cox repi"esenting the Soil Conservation Service asked the
Board for a supplementary appropriation of $3,400 to enable this
department to continue a part-time technician that •enables this agency to
keep.up - its current work load. Federal funds they anticipated receiving
to continue this position have not materialized.
The Chairman deferred action on this matter Until December 1st.
Agenda Item 16: Appointments
A. Vacancy on the Mental Health Board. The Chairman pointed out
this position needed to be filled by a physician. This Board
also needs minorities, females, and young people on its membership.
B. Mebane Board of Adjustments. The request to appoint an advisory'
member was referred to the attorney.
C. Carrboro Board of Adjustments. The Board directed this vacancy
be advertised.
The Chairman filed with the Clerk petitions requesting the Board
not allow construction of an airport and industrial park in Bingham
Township.
Agenda Item 19: School Budget Format
Commissioner Gustaveson gave to the Board a.school budget
format being used by the Charlotte-Mecklenberg School System. He requested
the board consider this format at an early date.
The Board convened in Executive Session to consider possible
litigation and a personnel issue..
At the conclusion of the Executive Session the Board convened in
regular session then adjourned,
Richard E, Whitted, Chairman