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T~IIItiUTE5 1
BUDvET 5E5SZON
O,T~AfQGE COUNTY BOARD OF• COMf~IISSIOIdERS
JUNE 12, 19Sa
The Orange County Board of Commissioners held a budget session on
June 17., 1984 at 7:30 p.m. in the Courtroom of the Old Post Office in
Chapel Hill, North Carolina.
Commissioners Present: Chair Don ti+7illhoit, and Commissioners
Shirley f•Zarshall, Ncrman j•7alker and Richard Tahitted.
Staff Present: Y.enneth Thompson, County I•ianager; V7allace
Harding, Director of Finance, Donna Clayton, Financial Analyst, Betty
June Hayes, Register of Aeeds; Keith Brooks, Data Processing manager;
Bobby Ruffin, Assistant Public S•~arks Director and Beverly Blythe,
Clerk.
Chair C°7i11hoit announced that several departmental budgets would
be discussed at this budget session.
RE-(~TaS'~' ~iR..~-DEEDS
Betty June Hayes stated no disagreement with the proposed budget
as presented by the Aianager. In the budget, a disc is requested ~•~hach
will be used for the Register of Deeds office And provide additional
disc space for other departments. The disc wall be part of the Data
Processing Department. Hayes listed the advantages of purchasing this
disc:
- the disc would be utilized by other departments.
- an 8-way would be utilized by other departments
- allowing 8 terminals to connect.
- would provide the Data Processing Department with con-
.- sic,erably more flexibility
- index data could be retrieved from Carrboro and Chapel
Hill
- Register of Deed's office would begin to recoup some
working floor space
- would allow computer space for the indexing of the 60
year title period
Equipment needed would include additional CRTs far data retrival, an
additional printer, an S-way and a monthly disc maintenane contract.
Commissioner Marshall asked if the requested used disc would
still be obtainable if the purchase was delayed for one year. Brooks
indicated it may take a few months but one could be located.
Hayes noted that the contractual index that is being converted
inhouse will produce 70 baohs. i•7ith the contents of these 70 books
placed on disc, the actual books could be stored elsewhere providing
additional working space.
Brooks noted that one disc drive would provide the space needed
tc keep a 60 year index available through a CRT and accessible to the
private sector.
- Initial rec,•uest 513,500
` 3 additional CRTs 5 1,500
- Printer $ 8p0
"'+ ~ V
2
- Disc Maintenance Cost $ 1,080
- 8-way 5 3,500
TOTAL 520,380
Cormissioner Whitted requested the $20,3$0 be placed on the mark-
up list for ::urther consideration by the Board.
Hayes summarized key points about the reorganization. Reasons
for the consolidation of the Land Records section of the Register of
.Deeds office with the Property Mapping section of the Tax Supervisor's
office are:
- the register of deeds index system is complete
- The property maps which are located in the Tax
Supervisor's office are the foundational base of the
PIN system.
- the transfer will combine expertise from the two
sections and insure uniformity of methods and
procedures as well as the continuation of the
development of an intergrated records system under the
` supervision of the land records manager and the tax
supervisor.
- enable phase 2 to begin with the upgrading of maps
Hayes noted that when the move was made in 1981 from the Court-
_ house to the tax and records building, it was indicated at that time
the space would be adequate far five (5) years. Hayes noted that
according to the office working space standards, the total working
space should be 1200 square feet and that with the number of employees
and supervisors, the total working space totals 1,199 square feet.
Space for equipment, records, or any room for the public is not
included. The revenue collected by the Register of Deeds' office
totaled S1S8,620 for 1.82-83 and 5315,000 for. 1983-84. Hayes proposed
a study be made to identify space need and grovrth factors and that
some monies be set aside to begin the study.
PUBLIC 4a0RPS
Bill Laws and Bobby Ruffin presented a map showing the location
of all green bo~;es and all properties owned by the County. over the
years the sites have been shifted whereby some areas have many green
boxes and some areas only a few. It would speed up the collection
process if boa;es were centrally located on fewer sites. There are 60
-:: sites and over 200 containers with collection on a seven day
schedule. The Sanitation Department has requested the replacement of
one truck vrhich will allow the oldest truck to be used far a backup
unit and provide regular maintenance of the other trucks.
Commissioner T~Thitted noted that some arrangement should be made
vrith the Landfill sa the trucks could enter on Saturday and Sunday.
Commissioner Willhoit pointed out that some alternative sites,
schedules or organizatien needs to be considered by the staff.
Thompson noted that approximately 1-1/2 years ago, a private
hauler came forward with a bid of 5270,000 which did not include the
lanc,fill fees; the County cost at that time was 5230,000. To upgrade
2~~
3
the capacity of all containers to eight yards would help solve storage
and thus collection problems.
EP /E A NG
Thompson noted that in the Department on Aging budget there is a
considerable amount of grant funding. Revisions in certain account
codes need to be made which will not affect local costs but will. give
the department the flexibility to use federal money that is available.
The total amount to add to the markup list 3s 52,675 in three account
codes. There cods a consensus of the Board that the adjustments be
made.
f
4aith no further business to come before the Board, the meeting
was adjourned.
Don T~lillhoit,. Chair
Beverly A. Blythe. Clerk