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HomeMy WebLinkAboutMinutes - 199411101 APPROVED 12/5/94 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS BI-MONTHLY WORK SESSION NOVEMBER 10, 1994 AT 7:30 P.M. HOMESTEAD COMMUNITY CENTER The Orange County Board of Commissioners met for their bi-monthly work session on Thursday, Novembez 10, 1994 at 7:30 p.m. at the Homestead Community Building, Chapel Hill, North Carolina. COUNTY COMMISSIONERS PRESENT: Chair Moses Carey, Jr., and Commissioners Alice Gordon, Verla Insko and Don Willhoit. COUNTY COMMISSIONER ABSENT: Commissioner Stephen Halkiotis. COUNTY ATTORNEY PRESENT: Geoffrey Gledhill COUNTY STAFF PRESENT: County Manager John Link, Jr., Assistant County Managers Albert Kittrell and Rod Visser, and Deputy Clerk to the Board Kathy Baker. YOUTH SERVICES NEEDS: Chair Carey asked Joe Andrews, Chair of the Youth Services Needs Task Force, to report on the activities of this Task Force. Mr. Andrews stated that a Planning Subcommittee has been created. They will explore new and creative strategies for more effectively addressing the needs of Orange County youth as well as keep appropriate agencies, boards and the general public aware of existing services and unmet needs. At its first meeting the following tasks were assigned: 1) create a list of youth agencies 2) look at other models of youth advocacy and 3) explore the role other North Carolina counties are playing in staffing for youth advocacy. The recommendations from the 1988 Symposium on Services for Youth will be reviewed so that work can be incorporated into the current efforts. Jacquelyn Gist, a member of the Youth Committee of the Violent Crime and Drug Task Force, said that one of the most important recommendations of this committee was the creation of a Youth Coordinator position. Mediation in the schools to combat youth violence is critical. She requested that the Board of Commissioners strongly consider this request. Chair Carey said that there needs to be a consensus about the role of this coordinator before the position is created. John Link stated that coordination and collaboration will require all of the agencies working together. Improving the information and referral process through computerization is critical to the future delivery of human services. An MPA Intern, Loretta Harper, has been hired to work on the information and referral component by assessing what other counties offer. Also, the School of Social Work has been contracted to assist in a Community Collaboration project. He will be meeting with the Human Services Coordinating Council in mid-November in order to discuss collaboration. Commissioner Willhoit suggested that collaboration, as he envisions it, would not necessarily require additional staff. The 2 agencies themselves would use their own staff to implement changes. Commissioner Gordon requested that constructive alternatives to destructive activities for the 12-18 year old age group be included as a goal within this process. Commissioner Insko summarized the issues in this discussion: (1) how to get information about currently available services and activities into the hands of citizens who know that they want those services (2) how to determine the level of service delivery of the different agencies which are located in Orange County and are not well known to the public, and (3) how to create activities which do not already exist and how to choose what to create? Chair Carey mentioned that there are at least three or four volunteer groups in the County discussing the possibility of hosting or co-hosting a youth forum. He suggested that the Youth Services Needs Task Force could facilitate bringing those groups together to plan a forum. However, as the discussion progressed it was suggested that the County sponsor this forum and request the Human Relations Commission, Human Services Advisory Commission, Youth Services Needs Task Force, the Public-Private Partnership, and other interested groups to collaborate on expected outcomes. Jacquelyn Gist suggested asking the members of the Association of Community Agencies to take a lead role in determining how to increase the collaboration within the youth community. Commissioner Insko included the schools and County human service departments in the list of groups to be included in this process. Robert Humphries, with the Chapel Hill Teen Center, stated that they have worked to create a greater collaboration among the youth community. The greatest difficulty encountered was the lack of staff to follow through on the details such as phone calls, typing and mailing agendas, etc. He asked that the County consider this need. He also pointed out that youth are as diverse as any other group of people. He suggested a Youth Council which would solicit participation from leaders of the various youth subgroups. Dan Reimer asked that the idea of focus groups be considered rather than hosting one large forum. He felt that it would be much more likely that the opinions of all youth would be included through the focus group process. The County Manager's office will continue in their effort to foster collaboration among the various youth serving groups. The County will consider the idea of sponsoring a forum and will facilitate a conversation among the groups that are currently discussing that option, including the Human Relations Commission, Human Services Advisory Commission, Youth Services Needs Task Force, and the Public-Private Partnership. The ideas offered above about 3 focus groups being a part of the forum, the creation of a Youth Council and how to support collaboration about youth service volunteer groups will be considered. RIILES FOR PIIHLIC COMMENT: Commissioner Gordon stated that it is important to have sufficient information to make a decision. However, unplanned public hearings at regular Board meetings need to be addressed. Staff comment could be limited at public hearings so that there would be additional time for citizen comment. At regular Board meetings the time allocated for unplanned comments could be more strictly limited. Commissioner Willhoit requested that time for staff presentations not be limited. It is important that issues be clearly and thoroughly presented. He prefers scheduling another public hearing, if necessary, over cutting the time allocated for staff presentation. Chair Carey suggested scheduling another public hearing whenever the Planning Board recommendation is significantly different as a result of the original public hearing. Staff could notify the Board when suggested changes are significant. Geof Gledhill responded to a suggestion that verbal comment not be accepted at the Planning Board meeting. He felt it would be poor policy to dictate to whom the Planning Board could listen. However, the Planning Board must notify speakers that only written comments will be taken into the decision making process. Chair Carey stated that his understanding of the comments being expressed is that the current process for taking public comment be continued. However, a notice will be added to the agenda stating when public comment will be received. County staff will flag items .that are significantly different from when originally presented so that the Board of Commissioners can consider holding another public hearing. The discussion regarding the possibility of scheduling another public hearing would be held at the staff agenda review and then discussed at the agenda review with the Chair and Vice-Chair. Occasionally, the decision to hold an additional public hearing will be made as a result of unexpected citizen interest at the regular meeting. John Link requested that the Board of Commissioners consider at a later time whether to set time limits for proponents and opponents on a given issue. He felt that this is a way to encourage citizens to stay focused on the issue. OPEN MEETINGB LAW: Geof Gledhill reviewed several handouts on the changes in this law. He stated that because of a broader definition of the term "public body" there are many more groups covered. All "public bodies" need to keep minutes, sunshine lists and notice their meetings. This is expected to cause a staffing dilemma for county governments. He reviewed a document written by David Lawrence which discussed the changes in this law as they pertain to Closed Sessions previously called Executive Sessions. A copy of this document is in the Permanent Agenda File in the Clerks Office. The meeting was adjourned prior to hearing the final two items. It was decided to consider discussing these items at the end of the next regular Board of Commissioners meeting. The next meeting of the Board of Commissioners will be held on November 15, 1994, at 7:30 p.m., at the Orange Water and Sewer Authority building, Community Conference Room, Carrboro, North Carolina. Moses Carey, Jr., Chair Kathleen Baker, Deputy Clerk 4