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HomeMy WebLinkAboutMinutes - 199412101 APPROVED 3/21/95 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS GOALS AND OBJECTIVES RETREAT DECEMBER 10, 1994 HOMESTEAD COMMUNITY CENTER The Orange County Board of Commissioners held their annual Goals and Objectives Retreat on Saturday, December 10, 1994 beginning at 8:30 a.m. at the Homestead Community Center in Chapel Hill, North Carolina. COUNTY COMMISSIONERS FRESENT: Chair Moses Carey, Jr., and Commissioners William L. Crowther, Alice M. Gordon, Stephen H. Halkiotis and Don Willhoit. COUNTY ATTORNEY PRESENT: Geoffrey Gledhill COUNTY STAFF PRESENT: County Manager John M. Link, Jr., Assistant County Managers Rod Visser and Albert Kittrell and Clerk to the Board Beverly A. Blythe (other staff members are identified appropriately below) NOTE: ALL DOCUMENTS REFERRED TO IN THESE MINUTES ARE IN THE PERMANENT AGENDA FILE AND IN THE BOCC "GOALS" NOTEBOOK IN THE CLERKS OFFICE CHANGES TO THE AGENDA The Board agreed to add to the agenda citizen participation, solid waste, paper efficiency, and communications including Board communications COUNTY FISCAL POLICY CONSIDERATIONS AND 1. Implications for impact of: - New School Facilities 1. Elementary School 2. High school including school standards and facilities (school capital) DIRECTIONS additional revenue sources for school Commissioner Gordon expressed concerns about the rapid increase in student enrollment and the school overcrowding which occurs as a result. As enrollment exceeds capacity in more and more schools, it will be necessary to add new classroom space. Before any more new schools are built it will be important to set standards for school construction, such as the number of pupils per classroom, the number of square feet per pupil, and the quality of building construction. There also needs to be a plan for additional revenue sources. She suggested reviewing the impact fee to see whether it should be raised, and noted it would be important to address the issue of affordable housing in this review. In answer to a question from Commissioner Willhoit, Planning Director Marvin Collins said that impact fee proceeds, which are distributed to the school districts in which they are collected, amount to several hundred thousand dollars. Commissioner Willhoit noted that it is important to know the educational implications of setting standards. Chair Carey said that the County Commissioners have two meetings set with 2 the School Boards for 1995 and that they will talk about standards. His concern is that they will agree on standards, then the citizens will not want to pay for them. He would like the schools to take the lead on this and set the standards together. Commissioner Halkiotis said that he would like to address aesthetics and what is pleasing to the eye compared to what is practical and affordable. A lot of construction is done with the same blueprint and many counties are using the same plans for elementary schools and have saved money by doing this. He feels they should worry less about aesthetics and get the maximum amount of construction for the least money. Chair Carey said that the focus should be on the issues the commissioners want to address with the school boards. It should be noted that school building costs are affected by community use of the schools as well as their use for after school care, since those functions require additional storage space to allow for flexible use of classrooms. The three boards need to think of the space requirements for functions and come to an agreement on the functions desired. He asked for a facility use report from each school system which shows how many individual classrooms are being used for afterschool programs or community activities. In summary, the County Commissioners want to discuss with the two school systems (1) school functions and school standards, (2) energy consumption, (3) community use of the facilities, (4) how many students are on the waiting list for after school care, and (5) additional sources of revenue to include impact fee and impact tax, with the effect on affordable housing to be addressed. The schools may have other items they want to discuss with the County Commissioners which will be added to this list. Neil Pedersen, Superintendent of Chapel Hill-Carrboro City Schools, noted that the decision for community use of schools has been left to the individual schools. Some teachers don't want students in their classroom after school and in other schools, the teachers have opened their classroom. With regard to the school bond issue, the total tax increase will be it cents instead of 15. This is because of lower than expected interest rates. There will be additional start-up costs for the new schools yet to open. Also, the County expects an additional 600 students for 1995-96 which will cost in per pupil expense an additional $800,000. In answer to a question from Commissioner Gordon about additional money for the new high school, John Link noted that they have committed the available funds received from sales tax for the new elementary school. Neil Pedersen said that they have conceded that some things will be cut from the original plans for the high school. They are looking at their own CIP to see where they have revenues they can use for this facility. John Link indicated that the CIP will be presented the second meeting in February and at that time he will articulate any choices there may be for additional funding and also any policy choices the County Commissioners may want to consider. With regard to private contributions, Commissioner Willhoit said that the County has the ability to provide the money, all they need is the will. He feels it is appropriate for schools to lobby for private contributions. Chair Carey emphasized that the issue is how to use the available resources more efficiently, not how to raise new sources of revenue. 3 2. Policy and tracking implications when positions dependent upon grant funds are approved John Link reported that the County Personnel Department keeps a record of those positions which are paid from grant or project funds. There is a procedure in the Personnel Ordinance for a reduction in force. However, in most cases, if the money is eliminated for such a position, the employee is assigned to another function. If grant or project money is eliminated, County staff would report to the Board the outcome of eliminating this position and it would be the decision of the Board to continue that function with local funds or to cut the position. Geoffrey Gledhill noted that to eliminate a position, the "for cause basis" for firing is modified by the reduction in force and the County would not have to show cause, poor performance or personal reason. However, every effort would be made to keep the person. John Link will provide the Board with a list of positions funded by grants or other non- county funds. Commissioner Gordon endorsed the County's position of protecting County employees if at all possible. She asked that County Departments focus on creative solutions to handle the workload before increasing positions. She suggested giving flexibility to departments to move employees from one department to another or sharing employees. John Link noted that the County staff is pursuing shared positions and looking at creative solutions before adding positions. He assured the Board that they will investigate all options before asking for new positions. The decision on the desired service level they want to provide to Orange County citizens is paramount to any decision to add additional positions. Commissioner Willhoit does not want the County Departments to be micromanaged. He wants County departments to have more flexibility to reinvent County government and perhaps they can figure out ways to accommodate service needs without additional personnel. Commissioner Gordon agreed with this statement. Commissioner Halkiotis asked that the process for considering new positions be streamlined at budget time so people do not get upset. Commissioner Willhoit asked that before a request is made for a new position that an evaluation be done of the possibility of shifting responsibility within a unit or sharing a position between departments. With regard to efficiencies, Commissioner Gordon emphasized the importance of innovative approaches to government to cut expenses, and referred the concept of "reinventing government" as one approach. The County needs to evaluate its programs to see whether they are all still necessary. Commissioner Willhoit wants the County to be more efficient in the way they deal with paper. It is a mind-set that copies of everything must be made. He wants the County to give more consideration to the use of computers. He would like to have the Zoning Ordinance and the Land Use Plan on disk as well as the agenda packet. He asked that the County go ahead and shift into the information age in government operations. He would like to also have the Planning Board agenda on disk. John Link explained that there is an active Data Processing group examining these very issues. Groupwise - E-Mail should be up and running during the first quarter of 1995. Another area of efficiency has to do with lighting and automobiles. 4 Commissioner Willhoit asked what the County has done on more efficient lighting and if they have investigated the use of propane or natural gas powered vehicles. Chair Carey asked that the County staff make a periodic report on efficiencies and their decision to do them or not. This will give the BOCC an opportunity to make comments. 3. Policy implications and direction on payment for certain County services - Goals or principles to be achieved SOURCES USES/SERVICES Property Tax Recreation Fees (user) EMS Services Service Districts Library Other Water and Sewer Other With reference to EMS fees, the County Commissioners asked for a survey of what other counties are doing. They feel it is important to curtail as much as possible the minor calls and look at the risk base model to determine when to send an ambulance. They emphasized educating the public. Commissioner Gordon would like to know the number of non-emergency calls coming into 911 and a process for reducing these calls. PLANNING DEVELOPMENT AND LAND USE MANAGEMENT - Reaffirmation of Goals and Direction 1. Avoiding urban sprawl 2. Preservation of protected watersheds and ground water 3. Encouraging bicycle and mass transit transportation in and between urbanized areas 4. Protection and preservation of farmland and open space 5. Development of an appropriate mix of residential and non- residential (including commercial) development in Orange County 6. Fiscally responsible development 7. Assurance that citizens affected by the decisions elect those officials making the decisions With regard to protection of farmland, Commissioner Willhoit feels this is still a high priority. He suggested identifying future school sites for the next 20-30 years and getting options on them to begin acquiring the land. In the interim this land can be used for recreational purposes which would be compatible with the development of schools on that site. This will be added to the list of items to discuss with both school administrations. Chair Carey said he is still committed to land preservation. Commissioner Crowther suggested the delineation of a separate function in County government, comparable to what the Economic Development Commission does for economic development, and call it "Resource Preservation." This function would handle all those issues dealing with preservation. He feels that Resource Preservation should have its own identity and put on a higher level. 5 Chair Carey explained that these preservation committees are under the purview of the Planning Department because a lot of the preservation issues have been achieved through Land Use Planning. Commissioner Willhoit feels that preservation can best be handled by the Planning Department. However, after these issues have been integrated into the Land Use Plan, there could be a separate entity to manage and maintain the particular areas involved. Marvin Collins noted that the MPA Program at Carolina is looking for projects and that they could ask this group to look at the possibilities of restructuring. In answer to a question from Commissioner Willhoit about transferable development rights (TDR), Geoffrey Gledhill said that the Board needs to first get an initiative going with the municipalities on TDR within city limits. Whether or not the County needs enabling legislation is based on purpose. He will report back to the BOCC on what they can and cannot do. Marvin Collins mentioned that he has an MPA student focusing on TDR and has taken Orange County as a case study. He will report to the Board as soon as this study is finished. Also, the Agricultural Advisory Board is putting together a more comprehensive program to offer choices in preserving farmland. One option is the American Farmland Trust. Dolly Hunter will provide information to the BOCC on this program. Commissioner Willhoit feels that TDR has the potential for making a more immediate impact than trying to raise private funds. This topic will be added to the agenda for the next Assembly of Governments meeting. Geof Gledhill will provide information on the farm use tax when property remains a farm after it is sold and consideration of local legislation to subsidize the farm use tax at some amount per acre. COMMUNICATIONS Commissioner Gordon suggested that, for better communication among the Board of Commissioners at meetings, it is important that commissioners be able to see each other, and therefore she suggested the use of a curved table. She also suggested the use of new microphones and a better sound system to improve communication between the Board and the public during County Commissioner meetings. Commissioner Halkiotis stressed that the microphone system be simple to operate. LUNCH PUBLIC INFORMATION/PUBLIC RELATIONS Commissioner Gordon would like a plan for handling controversial and/or complicated items so that citizens get the correct information. She wants the commissioners to have a news release for such items and suggested that these news releases could be approved at the same time the commissioners approve the public hearing notice for these items. With respect to development projects, Commissioner Willhoit would like citizens to be notified when something first appears like at the concept plan phase before the developer has put a lot of money into the project. He feels that having staff involved in neighborhood meetings is good but that the County Commissioners need to be more proactive in going out to the area involved. 6 With regard to Stoney Creek, he and Commissioner Halkiotis plan to hold a public meeting on citizen input. They will notify the people in the area and hold the meeting in that area. Marvin Collins is reviewing the process that Chapel Hill uses in receiving public input. He will report back to the County Commissioners on that process. Commissioner Willhoit feels the threshold should be zero because the County's design standards are voluntary which means that community pressure needs to be put upon the developer. This would include minor subdivisions. John Link suggested, as a possibility, that when a plan is submitted, that information could be sent to all the neighbors. If the neighbors are not happy, they could then set a public meeting. If there is no response, they could proceed accordingly. The Board discussed the TACs and their role. Commissioner Gordon will come back to the Board with a report on the TACs. Commissioner Crowther made reference to electing County Commissioners by district. Commissioner Willhoit does not disagree with that being an answer to increase communications. However, those that serve on the TACs are not reflecting or representing those that live in that particular township. Having someone elected from each township is not a guarantee that the people will be represented. In summary, Chair Carey said that the Board will consider their initial process of notifying neighbors before something gets into a concept phase or as part of the concept approval, provide public information articles out of the Manager's Office on big issues, revitalize the TACs, and proceed with "The Orange County Messenger" as presented by the County Manager and Clerk. The County Commissioners will inform the Manager of issues they feel should be expanded to news releases. Also, at the time a public hearing notice is approved, the Board can at that time approve a news release on controversial or complicated items. They can also identify any additional issues they feel need a news release. - Projects/Activities 1. Joint Planning with Chapel Hill and Carrboro 2. Cooperative planning with Hillsborough 3. Economic Development Districts 4. Falls Lake Watershed Study 5. Albemarle/Pamlico Estuarine Study 6. Rural Character Planning (3ma11 Area Plans) i.e. Stoney Creek Small Area Plan 7. Development Impact statements 8. Water and Sewer Service Area Designation 9. Sustainable Communities Planning What policy direction is needed to achieve the above goals? With regard to Joint Planning with Chapel Hill and Carrboro, Commissioner Willhoit said that he would like the Board to consider talking with Carrboro about Joint Planning in the JPA because the area is so large that he is not 7 sure the plan is still appropriate. Carrboro is talking about a rural village which is something that should be done jointly. Commissioner Gordon noted that, at present, there is a small area planning process in Carrboro which does not include Orange County. Marvin Collins said that anyone can serve on that committee and that one member of his staff attends the meetings. Commissioner Crowther made reference to a resolution Hillsborough approved which said that they would not participate in cooperative planning if the County does not approve the proposed EDD at NC86 and I-40. He suggested the County choose four or six areas around Hillsborough for small area plans and let Hillsborough choose the one that should be done first. With regard to the Development Impact Statement, Commissioner Gordon said she would like to know the cumulative impact on schools, infrastructure, roads, recreation and parks, etc. Marvin Collins indicated he could provide that information . Commissioner Willhoit would like to request the towns of Chapel Hill and Carrboro to do a fiscal impact analysis on the impacts of their residential growth within their planning jurisdiction. It was decided that a review of the Development Impact Statement will be reported at the County Commissioners' regular meeting scheduled for January 17. At that time it will be decided whether or not to do a resolution asking municipalities to provide this information or to do it administratively. JOINT PLANNING FOR SERVICE DELIVERY WITH TOWNS AND OTHERS IN ORANGE COUNTY - Where to from here? Chair Carey mentioned that with regard to joint planning for recreational activities, the Carrboro staff is suppose to take the initiative to study this issue. He will contact them for an update. Commissioner Gordon stressed that for both recreation and parks and libraries, they need to focus on positive outcomes for all the citizens. BOARDS AND COMMISSIONS RECOMMENDATIONS Commissioner Gordon referred to the Board of Health goal described in the meeting materials and explained that they would like the Board of Commissioners reinforcement to move forward. The Commissioners agreed to endorse the goal. Commissioner Gordon also referred to the request from the Triangle Land Conservancy for $10,000 to fund a Wildlife Corridor Study which will hopefully result in saving animals which have become or may soon become endangered in Orange County. The Commissioners favorably considered this request. Commissioner Crowther asked if there are boards/commissions that don't need to be continued or some that may need to be combined. Commissioner Willhoit suggested asking this on the volunteer survey or maybe developing an exit interview. He would like to know if their experience serving on the board/commission was worthwhile and their level of satisfaction. It was agreed that Commissioner Crowther will review the boards/commissions and report back to the Board. It was decided that the recommendation from the Recreation and Parks Advisory Commission be discussed when the County Commissioners meet with the 8 schools. ECONOMIC DEVELOPMENT PLANNING - IIpdate of the 5-year Plan - Training and Education Center/Space for work force preparedness Chair Carey said that the five year strategic plan is currently exhausted with a lot being accomplished. They are embarking on another five-year plan and he asked for suggestions on what to include in that plan. Commissioner Gordon asked that a cost benefit analysis or cost effectiveness be a part of the plan. She feels it is important because Orange County has a two percent unemployment rate while, at the same time, encourage people to move to this area, which she feels is not helping the situation. Commissioner Willhoit does not see economic development purely as a cost benefit but as a quality of life issue. Economic development standards have ensured this quality of life. Chair Carey noted that he thought they had already decided that a cost benefit analysis would not be a good investment of staff time because there is no way to know what the future will bring. They have agreed on the type of development they want in the two new Economic Development Districts and they will closely monitor that development. Commissioner Willhoit asked that both the Economic Development and Planning Department address the issue of "cottage industry" as it relates to the information age. It is an industry which is compatible with residential development with low environmental impacts. Ted Abernathy said that home occupations are growing and are about 10~ of the work force at this time. He will provide information on the different kinds of home occupations located in the County. Commissioner Halkiotis pointed out that there are a lot of people who live in Orange County and either work outside of Orange County or work in low paying jobs. These are the people that new industry will help. Chair Carey noted that he feels that they need to think about the cost benefit but not debate whether or not to invest in Orange County. He would like to see the County work with the tobacco farmers and find other suitable ventures for them to pursue like horticulture. Ted Abernathy reported that there is a real effort to coordinate a school to work transition. There is an apprenticeship program which was started this year with local businesses which helps this transition. The Community in Schools program will help in this effort. John Link made reference to the strategic plan and said that the plan will include an assessment of what is out there and a more in-depth assessment of the future employment opportunities to expect. They expect opportunities to increase -- not decrease. Commissioner Willhoit made reference to the PHE facility that was vacated last month. The University hospital has purchased that building which essentially takes it off the tax rolls for Orange County. He suggested asking them to make a donation at least in the amount of the fire tax for that district. 9 SOLID WASTE Commissioner Willhoit reported that incineration is not being considered. He has encouraged the Solid Waste Advisory Board to look at the source separated paper option for refuse derived fuel (RDF). The material is low in pollutants and can be burned direct or made into pellets. All the decisions to be made about collecting and separating are the same for composting. The consultants have asked them to determine a percentage to achieve. The hazard in selecting a percentage is that if it is low, there are easy fixes to achieve that percent but to achieve higher percentages would require a whole new system. An out-of-county option would allow them to landbank the remainder of the capacity of the landfill and save it as a reserve. They plan to evaluate four out-of-county sites. Commissioner Halkiotis strongly feels that composting would be a natural in this community. For RDF there must be a market and a constant supply. In Sevierville, Tennessee, they have achieved a 75% reduction by using recycling and composting. Commissioner Willhoit said that they knew before the study was done that composting would be one of the options. What they hope to get from the study is a coordinated plan. Also, it was not clear if the consultants are considering each component of the population -- residential, apartments, businesses, etc. With regard to the LOG reorganization, that is listed as a goal for next year. John Link noted that whatever the structure, it will be more complex. There must be an agreement between the governing bodies on locating and financing a new landfill, who will hold the debt service and how the landfill will be operated. Commissioner Willhoit hopes that when the property for the new landfill is located, that they get as large a parcel as compatible with the area and for long term. He has suggested that the tipping fee be increased to $40.00, which is comparable to the surrounding area and which will help fund a new landfill. A resolution needs to be sent to the other governing boards supporting this $40.00 fee. John Link noted that raising the tipping fee will have a greater impact on the municipal budgets than on the County budget. For this reason, he would like the County Commissioners to consider a long-range plan. It was decided that the Board would wait until they receive in February or March the report on tipping fees before proceeding or making a recommendation to increase the fee. With regard to hazardous solid waste, Commissioner Gordon asked if the County wants to respond in any way to the location of the low level nuclear waste site located near the Wake/Chatham line. It was decided they would not do anything at this time. Rod Visser is receiving minutes from the meetings and will inform the Board if there is anything they can do. With no further items to discuss, Chair Carey adjourned the meeting at 3:20 p.m. The next regular meeting will be held on December 20, 1994 at 7:30 p.m. in the OWASA Community meeting room in Carrboro, North Carolina. Moses Carey, Jr., Chair Beverly A. Blythe, Clerk