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HomeMy WebLinkAboutMinutes 05-11-2010 APPROVED 6/1/2010 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS BUDGET WORK SESSION May 11, 2010 7:00 p.m. The Orange County Board of Commissioners met for a budget work session on Tuesday, May 11, 2010 at 7:00 p.m. at the Southern Human Services Center in Chapel Hill, N.C. COUNTY COMMISSIONERS PRESENT: Chair Valerie P. Foushee, and Commissioners Alice Gordon, Pam Hemminger, Barry Jacobs, Mike Nelson, Bernadette Pelissier, and Steve Yuhasz COUNTY COMMISSIONERS ABSENT: COUNTY ATTORNEYS PRESENT: John Roberts COUNTY STAFF PRESENT: County Manager Frank Clifton and Clerk to the Board Donna S. Baker (All other staff inembers will be identified appropriately below). 1. Schematic Desiqn Presentation, Link Center Phase 2 — Commissioners' Meetinq Room Ken Redfoot of Corley Redfoot Zack, Inc. presented a PowerPoint regarding the second phase of the Link Government Services Center Renovation in Hillsborough. In March, 2010, County representatives went on a two-day tour of similar facilities in Cary, Wake County, Durham County, City of Durham, Forsyth County, and Chapel Hill. N.C. Pharmacy Board Hearing Room - Primarily used for disciplinary hearings - 7 years in service - No dais - All movable seating for approx. 100 - Functional desk area - Separate overflow viewing room Cary Town Council Chambers - Primarily used for Council meetings, but also rented for community events - Low dais (7" high) - All fixed seating for approx. 300 - Very theatrical setting - Dual presentation podiums, close proximity - Private Board chambers adjacent Wake County Board Chambers - Primarily used for Board meetings - Renovated from a former courtroom - Moderate dais (12" high) - All fixed seating for approx. 200 - Low ceilings/effective lighting for broadcast - Central presentation podium Durham City Council Chambers - Primarily used for Council meetings, but also used by other City Boards - Renovated from a former courtroom - High dais (24" high) - All fixed seating for approx. 200 - Electronic voting system - Offset presentation podium - Separate work session room Durham County Board Chambers - Primarily used for Board meetings, but also used for joint meetings - No dais - All fixed seating for approx. 180 - Very poor lighting - Offset presentation podium - Too much desk space per Commissioner Forsyth County Board Chambers - Exclusively used for Board meetings - High dais (18" high) - All movable seating for approx. 240 - Central presentation podium - Desk space too deep - Large suite of offices with several conference rooms adjacent Ken Redfoot went through what has already been done at the Link Center. The upper level has been completed. Phase 2 includes the following: - Permanent configuration for Board meetings with flexible meeting space adjacent - 7" high Dais - 34' x 94' in size - Fixed seating for 100 and movable seating for 250, 350 total - Offset presentation podium with close proximity to Board - Functional desk area - Commissioners' meeting room and work area adjacent He asked the County Commissioners for feedback on presentation viewing. There were different styles of presentation viewing for the facilities that were toured. Presentation Viewing: • Projection screens • Flat screen LCDs • Individual desk top monitors TASK Proposed End By Beginning Date Date BOCC Action: Authorization to proceed with CD's and 5/11/10 5/11/10 Bidding Process CRZ prepares documents suitable for bidding project and 5/12/10 6/15/10 submits documents for regulatory approval Phase 2 Bid Process 6/15/10 7/15/10 Demolition Phase 7/1/10 7/31/10 BOCC Action: Phase 2 Bid Award 8/17/10 8/17/10 Phase II Construction (est. 6 month duration) 9/13/10 3/18/11 Commissioner Hemminger said that this floor plan does not have a middle aisle in the fixed seating arrangement. She sees this being a major disturbance. She is also concerned about the entryway into the room and being able to see into the room from the outside of the lobby. Commissioner Yuhasz asked about including a window into the wall to be able to see. Frank Clifton said that there are columns are in this room and a central aisle would cause reduced seating in the room. Ken Redfoot said that they could study this. Commissioner Jacobs seconded Commissioner Hemminger's concern about an aisle in the middle of the seating. Ken Redfoot said that the seating for 14 people in a row is an approved code seating length. Commissioner Jacobs said that straight rows are not as advantageous as curved rows, and he asked if they could do a schematic design of this type of seating. David Taylor, CRZ, said that in Durham County the seating had 42-46" seatback to seatback and this may be an option. Commissioner Jacobs suggested trying to make it as commodious to residents as possible. Frank Clifton suggested staggering seating so that people are not sitting directly behind someone else. This may accomplish some of the options that Commissioners were concerned about. Commissioner Pelissier said that one of her concerns is the disruption of people coming and going, since the exit door is in the middle of the room as opposed to the back of the room. She also does not like the flexible seating on the side of the room. Frank Clifton said that this is dead space because it is an external wall. There could be extra seats in there for crowds. Deputy Clerk to the Board David Hunt said that work sessions could go into the flexible area of the room. Commissioner Yuhasz said that the flex space would be big enough for an Assembly of Governments meeting. He asked about a divider between the flex space and the fixed seating. Ken Redfoot said that they opted to not show that divider here now, but they could look at that. Frank Clifton said that if this is done, there may be fire exit issues. Ken Redfoot said that he could study this further. Commissioner Jacobs said that it could be a curtain and not a hard divider. Commissioner Nelson asked about the desk itself and how high it would be. Ken Redfoot said that the consensus was that the best arrangement was the N. C. Pharmacy Board room because it is tabletop height. Commissioner Nelson said that the Southern Human Services Center dais does not feel right at all for Board of County Commissioners and their interaction with the public. He asked about desktop functionality and what would be there. Ken Redfoot said that he wants to make sure there are appropriate functions for the Board of County Commissioners with data and electricity. The functionality would include providing that and providing the appropriate width. He asked what kind of technology the County Commissioners would like to have - microphones, presentation monitors, etc. Commissioner Nelson said to design it flexibly enough so that as technology changes, it would still be functional. Commissioner Yuhasz suggested using the columns as much as possible for electricity since the floor is concrete. Commissioner Gordon said that she supports the comments that the other Commissioners have made. She asked how the presentations would actually work because this is a long narrow room with low ceilings with columns. Ken Redfoot said that there are a number of options and he is working with a sound and visual consultant. Discussion ensued about the options for presentations in the room. Frank Clifton said that monitors are the way to go with technology. Commissioner Pelissier asked what people could see on monitors, especially with maps, etc. She does not like the idea of monitors at each Commissioner's place because of the fine features on a larger screen. Commissioner Nelson asked about the materials that will be used in the space. He said that he did not like the Cary space except for the rich panels behind the Board of County Commissioners seating there, which made it warmer. He asked if any thought had been given to these materials. He said that they should not be afraid of the use of color in the meeting room. Commissioner Jacobs said that he would like to see some cost options for seating chairs for the public to make them as comfortable as possible. Also, he asked about deconstruction of the room and Ken Redfoot said that there is not much to deconstruct except some drywalls and reinforced concrete block walls. Commissioner Jacobs said that when the County traded land with Hillsborough at Fairview, the County convinced Hillsborough not to build a meeting room there and it agreed to this. One of the reasons that there was agreement was because the County discussed sharing meeting space at the Link Center with Hillsborough. He suggested running this proposed meeting space by the Town as a courtesy, but not for approval. Commissioner Gordon said that the Manager's recommendation says that if the Board of County Commissioners desired to move forward on this project, then it costs $750,000. She asked if the County has this money to proceed forward with this now. The alternative would be the DSS meeting room. She said that the County has other priority issues such as Emergency Services, and the Sheriff's office. Frank Clifton said that they would do short-term financing on this project. Commissioner Gordon said that this could push the County to its debt service ceiling. Frank Clifton said that if you do the design work and go out to bids and you get good bids, then that would be helpful. If the bids come out of line, the Board of County Commissioners can then decide whether to move forward. He said that this project is on the books now and a large space is sitting empty in the building now. Commissioner Gordon said that there are hard decisions to be made during the budget and she asked if the Board wanted to wait to send it out or do it now. Frank Clifton said that they would not plan to move forward until after the budget is completed anyway. Commissioner Gordon said that the parking issues would also have to be resolved at the Link Government Services Center and other County offices. Frank Clifton said that this is mostly related to daytime parking. Commissioner Yuhasz said that the ADA compliance and other regulatory approval would still need to move forward and Frank Clifton said that some of it is pending this project and use of this facility will change the access system. Commissioner Yuhasz said that this is a reason to proceed with the design phase. A motion was made by Commissioner Hemminger, seconded by Commissioner Gordon to send this design back for revisions, bring it back to another work session, and get the project ready to go. Commissioner Jacobs said that as long as the Board is clear about moving forward with the design and not moving forward with the decision and that it is in the context of the budget and the spending capacity, then that would be an appropriate message. Commissioner Yuhasz asked that when this comes back that there are more 3D images. Commissioner Yuhasz said that the public deserves to have a place where they know meetings will meet regularly and be televised. VOTE: UNANIMOUS 2. Appropriations to Fund Existinq County Capital Projects, the Establishment of a County Capital Reserve Fund and Balance & Close County Capital Projects Financial Services Director Clarence Grier said that this process has been going on for many months. There are some solutions for the capital projects such as setting up a capital projects reserve fund. Michael Talbert said that there are five distinct actions for the County Commissioners tonight: 1. Appropriate General Fund Balance to provide funding for County Capital Projects that have a shortfall. 2. Appropriate Solid Waste Fund Balance to provide funding for Lands Legacy. 3. Establish a County Capital Reserve Fund for future County Capital needs. 4. Review and Close completed and active County Capital Projects. 5. Appropriate County Capital Fund Balance to provide: a. Funding for four projects with a shortfall. b. Funding for the County Capital Reserve Fund. 1. Appropriate General Fund Balance to provide funding for County Capital Projects that have a shortfall. Michael Talbert said the Board of County Commissioners was presented a two-year plan on February 3, 2009 related to School and County Capital Projects. The plan was to fund a $5.9 million dollar shortfall from the General Fund. A total of $4.2 million dollars has been appropriated from the General Fund, $3.5 million in Fiscal Year 2008/2009 and $.7 million in Fiscal Year 2009/2010. The remaining $1.7 million has not yet been appropriated from the General Fund. In February 2009 staff analysis showed that the majority of the remaining shortfalls resulted from differences between the pay-as-you—go funds budgeted for projects in the County Capital Projects Fund and the funds actually transferred to the individual projects. Many of these differences existed when the conversion to the MUNIS System occurred in 2003. As an accounting reminder, the Board will recall that the General Fund only has annual appropriations that when not expended at the end of each fiscal year, the remaining funds lapse into Fund Balance. The County Capital Projects Fund is established by a project ordinance and the funds only lapse when the project is complete and the project is closed. Michael Talbert said that their current situation is that there are eleven County Capital projects that have individual existing budgets that receive transfers from the General Fund. To complete funding for these projects listed below, an appropriation of $1,739,270 from the General Fund Balance is needed. Project Amount Justice Facility $267,094 Norther Human Services Center $83,022 Senior Center Central Orange $280,533 Animal Services Facility $65,197 EMS Relocation $60,959 Lands Legacy - Unallocated $325,452 Parkland & Recreation Facilities $27,563 Utility E�ension Development $9,450 Affordable Housing $250,000 Roofing Projects $100,000 Information Technology $270,000 Total Project Funding 1,739,270 Michael Talbert said that the appropriation of $1,739,270 from the General Fund has been anticipated since 2008 when the BOCC was presented a two year plan to fund the shortfall an will not have an impact in the current Fiscal Year. He said that the Manager recommends for the Board to approve the appropriation of $1,739,270 in General Fund Balance to provide funding for 11 County Capital Projects that have a shortfall. Commissioner Yuhasz said that this is an accounting transfer and it will reduce the amount that the County has in the General Fund in order to zero out these capital projects. Michael Talbert said yes. Commissioner Hemminger said that she wished that they were not in this situation, but she is glad to remedy this. A motion was made by Commissioner Hemminger, seconded by Commissioner Pelissier to approve the appropriation of $1,739,270 in General Fund Balance to provide funding for 11 County Capital Projects that have a shortfall. VOTE: UNANIMOUS 2. Appropriate Solid Waste Fund Balance to provide funding for Lands Legacy BACKGROUND: Same as Action #1 above. Michael Talbert said that the current situation is that On December 11, 2007 the BOCC approved the purchase of 145 acres of land from Fred M. Kirby. Five acres of the total site was for a solid waste convenience center. The final cost of the project was $1,548,013, with $50,000 coming from the Solid Waste Fund. This $50,000 transfer was budgeted in Fiscal Year 2007/2008, but the transfer was never completed to the Lands Legacy Project and the funds lapsed into the Solid Waste Fund Balance. To complete funding for the Lands Legacy Project, an appropriation of $50,000 from the Solid Waste Fund Balance needs to be transferred to the Lands Legacy Project. Michael Talbert said that the financial impact is the appropriation of $50,000 from the Solid Waste Fund, while not planned for this fiscal year, will not have a significant impact on the operation of the Solid Waste Fund. Michael Talbert said that the Manager recommends the Board approve the appropriation of $50,000 from Solid Waste Fund Balance to provide funding for Lands Legacy Project. A motion was made by Commissioner Hemminger, seconded by Commissioner Nelson to approve the appropriation of $50,000 from Solid Waste Fund Balance to provide funding for Lands Legacy Project. VOTE: UNANIMOUS 3. Establish a County Capital Reserve Fund for future County Capital needs Michael Talbert said that the background information on this item is that on June 11, 2009 the Board of County Commissioners approved the establishment of a Reserve Fund for the proceeds from the sale of surplus property with 60% of the proceeds designated for the needs of older schools and 40% for County needs. As stated in North Carolina General Statute 159-18 Capital Reserve Funds; "A local government may establish and maintain a capital reserve fund for any purposes for which it may issue debt. A capital reserve fund shall be established by resolution or ordinance of the governing board which shall state (i) the purpose for which the fund is created, (ii) the approximate periods of time during which the moneys are to be accumulated for each purpose, (iii) the approximate amounts to be accumulated for each purpose, and (iv) the sources from which moneys for each purpose will be derived." Michael Talbert said that the current situation is that the Board of County Commissioners established a School Capital Reserve Fund many years ago. And this Capital Reserve Fund has been used successfully for identifying and reserving funds for future School Capital Projects. Michael Talbert said that Orange County has several Capital Projects, in the County Capital Fund, clearly established to serve as a reserve. These projects exist only to act as a reserve for future projects and funds are not expended from the project, but rather transferred to other projects when needed. These projects better fit the definition of a Capital Reserve Fund rather than a Capital Project Fund. In a Capital Reserve Fund the funds can be identified and reserved for specific purposes, and the BOCC can appropriate these funds for individual projects approved by the Board. Michael Talbert said that the establishment of a Capital Reserve Fund will allow the BOCC to reserve funds for future County Capital Projects but will not have an immediate impact on the County's financial condition. Michael Talbert said the Manager's recommendation is for the Board to establish a County Capital Reserve Fund by approving the attached resolution. The money can be labeled as it goes in, but it does not get appropriated until the Board votes to do so. Commissioner Nelson asked if this reserve fund was different or the same as the one that the Board approved in June 2009 and Michael Talbert said that the one in June 2009 was never established and it is one and the same. Commissioner Nelson said that is not correct because the motion in June 2009 was to set up a specific fund for particular designated projects — renovations at older schools and the proposed southwest library. Frank Clifton said that a motion was made at the June 11, 2009 meeting, but no resolution was ever brought back. Commissioner Nelson said that he has asked for a resolution at least three times and it has never come back. Frank Clifton said that the last time Commissioner Nelson asked him about it, the County had not sold any property yet and there was no resolution on file. The resolution is here now. Commissioner Nelson said that this is not the same as the motion that was made on June 11, 2009. He said that he wanted to tag the money for the reasons stated. Frank Clifton said that the Board can change the motions of a previous board. The money can be tagged so that there can be an accounting of the money. Some future Board can redirect the money or put additional money with it. Commissioner Nelson asked to bring this proposed resolution back rewritten and for it to reflect the motion from June 2009. Michael Talbert said that this capital reserve fund can be used for anything and it does not specify. Commissioner Nelson asked how the proposed resolution could be amended. Frank Clifton said that there is already a designated school fund. Commissioner Nelson said that the school part of the June 2009 motion was a fund set up for renovations to older school facilities and libraries. Frank Clifton said that he could add a section here for specific projects such as a one-time revenue source for a specific project. He said that he wants to make sure that everyone understands that future Boards can change the designation. Commissioner Nelson said that the point is that the Board took action on June 11, 2009 and this needs to be reflected. Frank Clifton said that staff could work on wording and add another section. Commissioner Pelissier said that maybe it should be two different resolutions — one to create the Capital Reserve Fund in general and a separate one to designate for certain projects. Clarence Grier said that once the Capital Reserve Fund is set up with the resolution, then the fund balance of the capital reserve could be designated for specific purposes. Frank Clifton said that the money is still committed from the motion in June 2009, but the Board of County Commissioners did not have a fund set up yet. Commissioner Gordon said that she did meet with Michael Talbert to have her questions on this agenda item answered. She reinforced that the Board does need to take specific action to do this. Her understanding of the action is that the resolution would be put on the consent agenda since these types of actions are not taken in work sessions. She assumes that all of these actions will come back to the consent agenda. Chair Foushee said that this is correct. Commissioner Gordon asked if it was preferable to have separate County and School reserve funds. Michael Talbert said that most counties have two funds. Commissioner Gordon said that she would recommend that the County Capital Reserve Fund and the School Capital Reserve Fund come back to the Board. She also wants to make sure that the School Capital Reserve Fund is not the same as the School Parks Reserve Fund. It was answered that they are different. Commissioner Yuhasz asked if the County Commissioners could take money from the School Capital Reserve Fund and spend it for something else. Frank Clifton said that any legal action of the Board can be reversed by another legal action of the Board. Commissioner Jacobs said that at this point the first action to take is to establish a Capital Reserve Fund. He said that he would not like to see the motion from last year on the consent agenda because he wants to discuss it and he has some concerns about it. A motion was made by Commissioner Hemminger, seconded by Commissioner Pelissier to establish a Capital Reserve Fund and have another resolution come back regarding how to restrict funds and designate funds within both school systems and in the Capital Reserve Fund. Commissioner Gordon added a friendly amendment to say "County" Capital Reserve Fund and Commissioner Hemminger said that it is just a Capital Reserve Fund. Commissioner Gordon said that the resolution says "County Capital Reserve Fund," and she wants the motion to track with the resolution. Frank Clifton said that staff will add a section in the resolution to say, "from time to time, the Board will designate specific projects within the reserve fund, and those funds that are allocated are obligated by the Board to be reserved for those projects and those projects only." VOTE: UNANIMOUS 4. Review and Close completed and active County Capital Projects. Michael Talbert said as of June 30, 2009, the Comprehensive Annual Financial Report for Orange County had 84 active capital projects in the County Capital Project Fund. Over the past eight years, few if any capital projects were closed even though many have been completed for several years. The purpose of a Capital Project Ordinance is to fund the acquisition or construction of a capital asset. A Capital Asset is defined by Governmental Accounting, Auditing, and Financial Reporting (GAAFR) as: land, improvements to land, easements, work of art, and historical treasures, infrastructure and all other tangible or intangible assets that are used in the operations and that have initial useful lives extending beyond a single reporting period. As stated in North Carolina General Statute 159-13.2 (c) Project Ordinances, "A project ordinance shall clearly identify the project and authorize its undertaking, identify the revenues that will finance the project, and make the appropriations necessary to complete the project." Michael Talbert said that Orange County has established two types of projects in the County Capital Projects Fund. The first type of project has been established in whole or in part to construct or acquire a capital asset. The second type of project has been established to act as a reserve to fund other projects. Both types of projects have rarely been closed even after the scope of the original project is complete. He said that Attachment 2 lists twenty-six County Capital projects that are still active even though they have either been substantially completed or never had any activity. Closing these projects would provide $245,560 in capital resources that can be used for other capital priorities. Attachment 3 lists twelve active County Capital Projects with available balances, that have had limited activity over the past few years and could be closed as of June 30, 2010. This action would provide $737,868 in capital resources that can be used for other capital priorities. Attachment 3 also lists three active projects that are not yet complete and will remain active for their identified purposes. The available funds identified with these three projects of $825,000 were volunteered by the Department of Environment, Agriculture, Parks and Recreation (DEAPR) to assist balancing the County's annual budget without further reductions in programs. Michael Talbert said the closing of 38 projects and transferring $825,000 from existing projects to the Capital Projects Fund Balance will make $1,808,428 available for future County Capital Needs. He said the Manager's recommendation is for the Board to approve the closing of 38 projects and the transfer of $825,000 from existing projects to the Capital Projects Fund Balance as listed on Attachments 2 and 3. ATTACHMENT 2 Capital Projects to be closed 2009-2010 Available Balances 4/16/10 Actual Balance Project Number Project Remaining in Project 10003 Animal Shelter $ - 10032 Farmers Market $ - 10036 Carrboro Library $ - 10041 Efland Rescue Building $ 12,500.00 20004 Efland Cheeks Park $ - 20007 Greenways Development $ - 20009 Homestead Park/Aquatics $ 96,018.00 20012 Little River Natural Area $ 18,191.00 20013 McGowan Creek Preserve $ 1.00 20016 Other Park Projects $ - 20019 Seven Mile Creek Preserve $ 5,311.60 20020 Smith Middle School Park $ - 20021 Southern Park $ 43,004.46 20022 Sportsplex $ - 20025 Bolin Creek Greenway $ - 20031 Orange HS Tennis $ - 30001 Building Safety $ (0.35) 30020 Masonry Repairs $ - 30021 Painting of County Facilities $ - 30022 Assessments & Testing $ 28,200.00 30026 Elevator Repairs & Imp $ 8,635.00 30027 Fire Alarm System $ 30,000.00 30028 Flooring Replacement $ - 30030 Signage $ 3,700.00 30032 Waterproofing & Drainage $ - 30033 Emergency Communications $ - $245,560.71 Attachment 3 Attachment 3 County Capital Projects Active Projects With available balances Available Last Project Last Budget Balance Number Name Activity Amendment 4/15/2010 10010 Historic Courthouse 2/6/2009 FY 08/09 $ 58,787.52 10030 Dickson House None FY 08/09 $ 12,500.00 10033 Parks Operations 11/18/2008 FY 05/06 $ 181,700.00 Animal Ser 10044 Deconstruct 10/16/2009 FY 09/10 $ 7,000.00 20001 Cates Property 11/10/2009 FY 05/06 $ 22,063.91 20027 New Hope Creek Pres 6/16/2009 FY 09/10 $ 18,741.50 30013 Emergency Power 6/30/2007 FY 06/07 $ 81,014.02 Solid Waste Collection 30015 Ctrs 6/30/2008 FY 07/08 $ 111,301.40 30029 Parking Lot Repairs 6/30/2009 FY 06/07 $ 133,005.00 Capital Repairs 30024 Reserve 6/30/2008 FY 07/08 $ 58,445.16 30025 Facilities Art Reserve 1/26/2010 FY 09/10 $ 3,310.00 30036 Library Task Force FY 08/09 $ 50,000.00 Subtotal $ 737,868.51 Active Projects From ERCD & Parks 20011 Lands Legacy $ 450,000 20003 Twin Creeks Park $ 300,000 20030 Central Recreation $ 75,000 Subtotal $ 825,000 Other Sources of Available Funds 19999 Unallocated Unbudgeted Sales Tax Revenue $ 285,733.30 19999 Unallocated Unbudgeted Interest Income $ 730,785.29 Subtotal $1,016,518.59 Commissioner Hemminger said that this is not a very transparent process. She thinks that these funds that are not needed for projects right away should be put back into the General Fund to get through this economic disaster. She thinks that this is too complicated for citizens to understand. Michael Talbert said that the County will have a lot of capital needs in the coming years and this money can be reallocated over the next two to three years to help fund other projects with a higher priority. Commissioner Hemminger said that she is having a hard time with this. Michael Talbert said that if this is put in the fund balance of the Capital Fund, the County Commissioners can use it for anything they choose and it can be moved back to the General Fund. Commissioner Hemminger said that she wants to be more transparent with the public. Frank Clifton said that he has never seen as many old projects left to sit in the accounts. He said that he is trying to create some transparency. He does not know why the auditors have not brought this issue to the County Commissioners' attention before. He said that there is no way that it could have been missed as a confusing system. Commissioner Gordon made reference to the County Capital Projects Fund and asked if there was an amount in there in the beginning. Michael Talbert said that there is not money in it because they never closed any projects out. Commissioner Gordon said that she is inclined to go along with this as a way to clean up the records. She accepts the argument that some money should be kept in a capital reserve. She made reference to Twin Creeks Park and said that there was actually bond funding of $300,000 designated for this. When the financial situation improves, she would like to put the $300,000 back for Twin Creeks. Commissioner Jacobs said that the Homestead Park Aquatics Center and Southern Park are also bond projects. He said that, as the Board makes cuts, he would like to keep track of where they take money from and where it goes. He said that he would like to have the opportunity to visit what these activities are and why they were funded so that things can be put into context. He said that whatever the Board does should be accompanied by this list so that when the Board revisits the County Capital Reserve Fund, everyone understands where the money was taken. Frank Clifton said that this can be done through the minutes of the meeting in which the action was taken. Then it will always be available for someone to research. Commissioner Jacobs asked that someone put words to some of these projects so that everyone knows what these projects mean. Michael Talbert said that he would do this. Commissioner Jacobs said to asterisk the ones that were bond projects. Commissioner Nelson said that he is not as comfortable with this as others are. He does not know what some of these projects are, so it is hard to say that he is comfortable cutting them and moving the money somewhere else and he does not understand where the somewhere else is yet. Regarding the second section, he has some of the same concerns and he is not ready to approve these suggestions. For attachment 3, he asked if the item for the Library Task Force funding was for the Southwest Orange Library, and he was told that it was. Frank Clifton said that one of the troubling aspects of what the County Commissioners have done in the past is that the County is paying debt service and interest on bond funds that are being held because there were not enough funds to complete a project. He thinks that it would be better to take the bond funds and pay down the debt. Commissioner Gordon said that, after hearing the discussion, she thinks the County Commissioners need more information on what these projects are before she can recommend this action. She thought that she could go with the staff recommendation as it is but she realizes that after the further discussion, the Board needs more description on these bond projects. Commissioner Pelissier said that the County Commissioners need to see project ordinances on each of these projects so that a determination can be made on which projects to close out. She suggested a yearly report on all capital expenditures so that the Board can keep track of what is happening with capital expenditures. Commissioner Nelson said that he is less confused about bond money and paying off the debt. He asked for a list of bond money from projects and Frank Clifton said that staff would have to go back and determine this. Michael Talbert said that there are project ordinances and they become part of the minutes. He can research the project ordinances and find out when action was taken and why. He said that a yearly work session would be outstanding. Regarding funding sources, he said that it would be difficult to get this information. For example, Lands Legacy has three different bond issues and there have been many transfers in and out of this project. It is very complicated to keep up with. Regarding bond funds, he said that the County can reuse them for debt service and they can be allocated for other bond projects or anything else that bond money could be spent on. Chair Foushee thanked all that were involved in bringing this forth to the Board. She said that the comments made have indicated the frustration that the County Commissioners have had over the course of several years with the information that has been brought forward. She said that she is more comfortable with the information that she has received tonight than she has been in the five and a half years of being a County Commissioner. It is clear that more information is needed before approving this last item. She would hope that the information brought forward can come as soon as possible so that everyone understands what is happening. Commissioner Hemminger said that there is no problem with attachment 2, but the problem is in attachment 3 and that the County Commissioners needs more information on those first 12 projects. She said that saying that there is $300,000 that can be spent on Twin Creeks and then coming back and saying there is a shortfall of $900,000 is too confusing. A motion was made by Commissioner Hemminger, seconded by Commissioner Nelson to take Attachment 2, close out those projects and move the money to the County Capital Projects Fund Balance and take the other sources of available funds and close them out and move them to the Capital Projects Fund Balance, and get more information on the other projects before moving forward. Commissioner Yuhasz said that he needs a chart of the different funds. Michael Talbert said that the Capital Reserve Fund is what the Board just discussed setting up. This is money set aside for a future purpose. The County Capital Project Fund, where all of these 84 projects reside, is a separate fund. When those projects are closed out, it goes into that fund balance. That fund balance can then be used like the general fund balance is used for other projects. Commissioner Gordon said that on Attachment 2 the Board still needs some descriptions on these projects first, especially for the bond projects. Commissioner Jacobs said that there is $144,000 from two bond projects that have available balances that are going to be closed — the Homestead Aquatic Center and Southern Park. He said that just moving this money into a reserve will not help with using the bond money. He suggested designating this toward debt or something. Michael Talbert said that there is a shortfall list on the next motion. Commissioner Gordon asked for the motion to be restated. Commissioner Hemminger restated the motion: Take Attachment 2, close out those projects and move the money into the Capital Fund Balance and take the other sources of available funds and close them out and move them into the Capital Fund Balance, and then wait to get the other two lists on Attachment 3 to have more information before doing anything with those items. VOTE: Ayes, 6; No, 1 (Commissioner Gordon) Frank Clifton said that the intent is to put these on the next regular meeting consent agenda so that there can be official action. Commissioner Gordon said that she voted against this because she did not get clarity about the bond funds that may be in Attachment 2. Frank Clifton said that it will all be put in the fund balance and then the Board can decide out of that. Clarence Grier said that it would be rolled into the fund balance and then it could be re- appropriated to capital projects within the fund balance. Frank Clifton said that, from this point forward, when projects are finished, they will be closed out. 5. Appropriate County Capital Fund Balance to provide: a. Funding for four projects with a shortfall; and b. Funding for the County Capital Reserve Fund Commissioner Hemminger said that this is a non-issue but she has great reservations about leaving money in Twin Creeks Park since that is not enough money to build a park. She would rather pay off debt. She said that she would like to have a work session about the future of these projects. Michael Talbert said that the information brought back will include these projects. Commissioner Yuhasz said that the Board just created $1.26 million of County Capital Projects Fund Balance that will sit there until the Board decides what to do with it. He thinks that this money should be used to take care of some of the items under#5. There will be more discussion on this issue. A motion was made by Commissioner Nelson, seconded by Commissioner Jacobs to adjourn the meeting at 9:32 p.m. VOTE: UNANIMOUS Valerie Foushee, Chair Donna S. Baker, CMC Clerk to the Board