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HomeMy WebLinkAboutMinutes - 19850416o~; MINUTE S ORANGE COT]NrY BOARD OF COMMISSIONERS REGULAR MEETING APRIL 16, 1985 The Orange County Board of Commissioners met in regular session on Tues- day, April 16, 1985, 7:30 p.m. in the Courtroaan of the Old Post Office Building in Chapel Hill, North Carolina. CQ~iISSIONERS PRESS: Chair Don Willhoit, and Commissioners Shirley Marshall, Moses Carey, Ben Lloyd and Norman Walker. ATitURI~Y FRESENP: Geoffrey Gledhill. STAFF PRESENT: County Manager Kenneth R. Thompson, Assistant County N~anagers William T. Laws and Albert T. Kittrell, Director of Purchasing Robert Addelson, EMS Director Bobby L. Baker, Administrative Assistant and Clerk to the Board Beverly A. Blythe, Financial Analyst Donna Clayton, Planner Susan Smith, and Director of Can~rwlity Development Wilbert McAdoo. A. BC)AF~ CQ+IMENPS Chair Willhoit announced receipt of a letter in response to a request the County made to the Department of Transpoztation allowing Orange County to issue permits for the erection and maintenance of outdoor advertising signs adjacent to the Interstate Highway. The permits will be issued in accordance with the County's Zoning Ordinance. The week of April 14-20 is Public F~alth Week and open house will be held on Friday from 12:00 - 2:30. B. AUDIENCE C~I~tS 1 ITEMS ON THE PRINI'Eb AGENDA several merrbers of the audience indicated they would like to speak on items listed on the agerr3a. They were recognized at the appropriate time. 2. ITEMS NOT ON THE PRI AGENDA NO1~. C. MINUTES Motion was made by Commissioner Marshall, secorsled by Commissioner Carey, to approve the minutes for March 6, 1985 as corrected. VOTE: Ui~,NZMOUS. D. APPOINTMENTS Commissioner Marshal noted that the appointment on the social Services' Board will be made by the Social Services Poard. Hli,r ~urAU~y PLAt~7ING B~FtD Motion was made by Commissioner Marshall, secarr3ed by Commissioner Carey, to reappoint Hilda Brody to the Hillsborough Planning Eoard. VCrTE: t]1~NII~iQUS. F. PUBLIC HEARING 1. CCA'll~'IUNITY DE47E_Lrtmmw.nm APPLICATION Wilbert McAdoo indicated the purpose of the Public Hearing was to receive comrnents from the pubzic on the proposed FY 1985 CDBG Application for the Reacher Street area. The Staff proposal included: 1. Acquisition - S 98,100. 2. Water and Sewer Improvements - 5264,900. 3. Rehabilitation of Private-owned Dwellings - 5349,230. 4. Street Improvements - 598,200. 5. Clearance Activities - 535,000, and 6. Relocation Assistance - 531,000 o~~ The project, including administration costs, will total 51.171,716.00 and take approximately two (2) years to complete. Miss Holman spoke in support of tt±e project noting that there are great needs i_n the Rancher Street area and encouraged acceptance of the appli- cation as presented by the Community Development staff. C.E. Jack Payne spoke in support of the project stating the project is justified because of the very poor soil and because of the small lots on which there is no room for septic tanks or wells. Miss Parker expressed a concern for the traffic and in particular the school buses at Route 57 and 86 stating a stop light is r_eeded at this inter- section. if the road wntinued through it would help alleviate the congestion at this interesection and at the Route 70 and 86 intersection. McAdoo explained that because of road costs and project design that extending the ro~i would require going through other property nat in the pro- ject boundary. Chair Willhoit referred this concern to the Planning Department for consideration in theiz long-range planning. Maggie Lee also expressed a concern for the traffic congestion at Highway 86 and route 70. THERE BEING NO F~II2 CCMMENI, THE HEARING WA5 CLOSED. G. ITEMS FQR DDCISION 1. MORIAH HILL ANI] mTMnF~xry ROADS - PPP ADDITIONS Susan Smith presented for Board approval the request that Tisriberly Road (SR 1774) ar~d Moriah Hill Road (SR 1881) be paved under the Orange County Participatory Paving Program (Project #1). The local share of the construction costs is 512,764.00 for Timberly Road and 54,160.00 far Moriah Hi.].1 Road. Motion was made by Commissioner Marshall, seconded by Commissioner Walker to accept Timberly and Moriah Hill Roads as a Participatory Paving Pro- gram project. VOTE: UAp,NTMC~TS. 2._ MEADOW L~_ -_ PPP 1~ITION Susan Smith presented for Board approval the request that Meadow Lane (SR 1195) be paved under tYne Orange County Participatory Paving Program (Pro- ject #2). Meadow bane is an unpaved state-maintained road in Rollingwovd Sub- division in Chapel Hill ?bwnship which intersects with Bethel-I3ickory Grove Church Road. The local share of the construction costs is 54,880. Motion was made by Commissioner Carey, seconded by Commissioner Lloyd to accept Meadow Lane (SR 1].95) as a Participatory Paving Frogram Project. VOTE: LTrF1NIM0US. 3. WIIKINS DRIVE (A copy of the petition and the preliminary assessment resolution is in the permanent agenda file in the office of the Clerk to the Board.) Susan Smith presented for Board approval the petition for the Wilkins Drive PPP. Twelve of fourteen property pwners or 86$ of the property owners owning 18 of 22 lots signed the petition. Motion was made by Commissioner Marshall, seconded by Commissioner Carey to accept the petition, adopt the Preliminary Assessment Resolution, anti to schedule a public hearing for May 6, 1985, on the Preliminary Assessment Resolution. VOTE: T7i~41NIM0US. O ~ U 4. DATA PROCESSING SOF"IWARE P,GRE~ (A copy of the agreement is in the permanent agenda file in the office of the Clerk to the Board.) Motion was made by Commissioner Carey, secorded by Conanissioner Marshall, to approve the Software Agreeement to allow other units of government to secure the software written by Orange County but not to give or resell soft- : ware to anyone else. VUl'E: Ui~,NIMOUS. 5. II~IERGENCY MM~ICAL SE~EtVZCE C~I'RACT WITH CHATHAM COUD71"Y (Pa copy of the contract is in the permanent agenda file in the office of the Clerk to the Board.) Gabby Baker presented for Board approval a contract with Chatham County which allows Orange County Emergency Medical Services and South Orange Rescue Squad, Inc. to provide emergency medico]. services to that portion of Chatham County residents served by the Southern Bell Telephone Exchange. Pay- ment from Chatham County will be received on a quarterly basis and calculated on the number of calls received during the same quarter of the previous year. Motion was made by Commissioner Marshall, seconded by Commissioner Lloyd to approve the contract and forward to Chatham County for Hoard consider- ation. VOTE: UNANIMOUS. 6. ROCE'S -STATUS REPmtT ON THE SCHODInS Kenneth R. Thompson made reference to the Law Engineering roof study and the priority list and indicated the repair program wi1J. take place over a two--year period. A corx7ition of the supplemental appropriations to both school systems in December, 19$~ was that the specifications include certain bidding requirements and general condition clauses to insure quality workmanship and contractor ac~untability. Also, it was understood that the school systems would work toward the development of a consolidated request for proposals in an attempt to receive a lower wst. The Orange County School System has finished its specifications and the Chapel Hill School System will have its specifications finished within the next few days. Both sets of specifications will go out for bid at the same time. Commissioner Lloyd expressed concern for severing the schools' authority stating that unless both school systems agreed on the process he was against requesting and accepting a combined bid on the project. Thompson noted that a separate contract will be awarded for each school system with a definite time schedule for completion of the project and a sign--off before payments are made. Commissioner Marshall noted the responsibility is clearly laid on the Board, through the General Asse~ly, to make funding for the schools available and particularly for func]irg maintenance and capital improvements. This process would see that the roofs are repaired in an economical manner which will not upset the authority of the schools. Commissioner Lloyd read from the County Ggy_e_rnment 4f Noxth Caxolina which stated it is the County CaaWnissioners' responsibility to levy taxes to fund the schools which are under the control of their respective Boards. The School Boards are responsible for directing arr7 supervising the public schools in each unit. Chair Willhoit stated that the Foard, which reviews the school budgets and determines how the money is to be spent, has not indicated that the roof contract will be approved or disapproved. There may be a savings if the projects for both school systems could be bid as one contract. mere will be rl........ I'al L.: a... .. c.... „~..i, .rti..+nl ..e•-am ~rvi nnc mml-.i ncrY hirl GThcn hhw bids are received each school will make the ultimate decision whether to accept or reject the bids. Dr. Mayer, Superintendent of Chapel Hill~arrboro City Schools, referred to the letter sent by Kenneth Thompson. She indicated that the School Board would review that letter at their meeting on April 29, 1985. Dr. Dan T.unsford, 5hperintendent of Orange County schools, expressed concern about the time frame for completion of the project. Kenneth Thompson irxlicated the bid advertising would be done on April 24, opening of bids an May 13, awarding contract(s) on May 20, ar-d beginning of work on June 10. Chair Wi1lhoit stated there is no problem in changing the ~ntract to read "lowest responsible bidder". Iie reemphasized that there will be two contracts which wall require the approval of both Boards. Ann Majestic, attorney for the Orange County School Board, indicated there may be some legal problems with a consolidated contract. Motion was made by Commissioner Marshall, seconded by Commissioner Carey, to authorize the manager and the attorney to continue working with the school superinterx3ents to con~lete the consolidated bid process. After further discussion it was the understannang of the Board, Board Attorney and School 51~perintendents that regardless of the amount of the bids, each individual school board would make a determination on the lowest respansi- ble bidder and that each i~livadual Board will sign and execute their awn re•- spactive contract. VOTE: UI~9NIMpUS. 7. ARCBITFiGTURAI, SERVICES FDAIDING F (fit CHAPEL BILT,rCAI?RBORO CITY SCHOOLS (Resolution recorded in full in the Minute Book page ~.) Dz. Mayer presented a resolution requesting funds for architectural design schematics and design development for the following projects: 1. Estes H,i].1s and Glenwood Schools Multipurpose Buildings. 2. Air Conditionir_g of Phillips and Frank Porter Graham Primary. 3. Renovation of Chapel Bill High School Media Center aril cafeteria. The completed schematics will be evaluated and the design work wall be scheduled accordingly. Dr. Mayer arrlicated a number of firms will be inter- viewed and the lowest responsible bidder will be selected. She stated that 548,452 is the highest possible cost. Motion was made by Commissioner Marshall, secorxled by Co~enissioner Carey, that an allocation of 548.452 be made to the Chapel Hi.].l-Carrboro School System for acchitectural schematic design phase with funning to be provided from the School Sales Tax Reserve Furxl. VOTE: UNANIMO~JS. 8. SCHOOL, STCIDY CQ~IlKISSION (Corrected copy of the Charge is in the perm anent agenda file.) There was a consensus not to restrict the size .of the study commission, and to z,ncorporate the following changes into the "Chazge" for the Commission: (1) I "C" Comminity Growth -include the wording "population changed by geographical area including township delineation." (2) II "B" - oourse offerings -how they might be made cor~ister_t when it is desirable. (3) "F" Findings - potential savings and/or the potertial increase in service due to sharing of program. Ubl (a) Organization 1 -system as economical as possible. (5) Finance - Firxlings -optimum size and growth patterns. Commissioner Marshall emphasized the importance of completing the study by December 15. E. REPORT • 1. JAIL INSPECTION REPORT BY TAE DEPART OF HCIl~IAN RESOURCES Sheriff Pendergrass reported the Department of Human Resources inspected the jail and found it in compliance with only two items that need attention. Ae reported that the National Sheriffs Association has been requested to make a study of the jail in an effort to receive accreditation which will enable the County to receive a better insurance rate. 9. NIDE MULTIP'IA2P'OSE CENTER-BID AN~.RD FN.2 RE[~TWATIONS Motion was made by Commission Carey, seconded by Commissioner Marshall, to award the bids to Delta Builders and Acme Plumbing and Heating, to authorize the Chair to sign the contracts between Orange County and the two contractors, and to approve the budget amendment as stated below: c:F:n~~zAr. FiJI~ Appropriation -Transfer to Capital Improvements $ 2,787.00 Projects Fund Source -buildings and Grounds $ 2,787.00 CAPITAL 7MPROVEMEN7.'S PRQ~ECP__ S_ Fib] Appropriation - Northside Bathrooms $ 2,787.00 Source -Transfer from General Fund S 2,787.00 VOTE: UPTAI3II~f~JS. le. Lr~KE ~E - IN:.RE.~s~ ~ b~TE.R src~GE CP.PP.CPlY Kenneth Thomison stated that the F~llsborough lbwn Board recuested the County look at the potential for additional storage at Lake Orange. F!e outlined the water needs stating there is an insufficient supply of water during a drought period. Storage could be increased to 3.1 million gallons a day and still be i.n co~liance with the Dam Safety Act. The County owns the land to the 615 elevation. Lake Orange Corporation owns the land from 615-620. In order to have additional storage the County would need to purchase approximately 51 acres. Commissioner Marshall referred to the "Need Statement" on the agenda abstract. She made reference to the projected usage from the McAdams' report which has not been approved by the Hoard or the Planning Board and has not been accepted as the work has been recognized as faulty in many ways. Rationale on future projects should not include information from either of the two reports. Kenneth Thompson indicated that while the information was derived from the McAdams report, the Division of Water Resources for the County shows F„;7 the Cour!ty is in serious condition with regard tp a shortage of water. Wayne Tilly, representing a group of 26 owners of the Aarold Walker ~ property adjoining Lake prangs, indicated that some of the individual deeds state "the owner owns all of his/her lot to 615 contour line adjoir_i_+?g property of Lake Orange"; some of the other deeds state that the owner owns part of lot above 620 contour together with permanent and perpetual right to ingress, digress or regress over, above arad through said lot betC~eeIl 615 and 620 foot contour. Six-hundred twenty is referred to as the T++aY±mm+flood easement con- tour. Ne stated the group was not informed of the County's plan to raise the lake and has no knowledge as to the impact of the damage to their property, use of their property, etc. The group voiced opposition to the project until such tip as their concerns are heard anal answered. Q~~ Kenneth Thorr~on ~estioned the 615 versus 620 elevation; Geoff Gledhill indicated that• the origir_a]. plan was for Lake Orange Corporation to maintain ownership from 615 to 620 feet. Mr. Eisenhower, homeowner on Lake Orange, stated that with the flooding of the current easement, another easement would be necessary in order to maintain the 5-feet flood level which would require anew envirornnental impact study. Mr. Tilly indicated that the flood easement states it may be used for temporary flooding only. If the lake was raised and additional easements were necessary to 620 feet, this would destroy the value of the lots and additional problems would be created. Kenneth Thompson pointed out on a map the three (3) properties that would be affected by the raising of the lake. Chair Willhoit stated the project may be more extensive than origina?ly anticipated and perhaps the County should explore the possibility of adding one foot. Cor~nnissioner Marshall stated the people in the area need to be con- tacted and all questions answered. Commissioner Carey questioned the cysts and suggested tabling the item until decisions caald be made on funding sources and the impact on the property is known. There was a consensus to explore the cost for adding one foot which would not require any additional easements and to inquire i~ the 'Ibwn of r3ills- barough plans to fund a feasibility study. Mr. Ti11y noted the group understands that Lake Orange may be raised one foot and are not opposed. L1.. STATE ~TJDII]TNG u~A7ORTF~ FAIRVTFl~7 PARK Motion was made by Commissioner Walker, seconded by Commissioner Marshall, to authorize the Chair to request 545,460 of State discretionary funds from the Orange County Legislative Delegation to be used for park development phase T in the Northern Fairview Conu~unity Development Project. VOTE: UNFINTMGi7S. 12. LEaGISLATTVE ITEMS (Complete narratives are in the permanent agenda file. ) Kenneth Thompson stated there are two bills cuzrent].y before the legislature which mey be of local interest: 1. seeks legislative authority for the orthophoto method to be recognized as a valid survey means to establish the boundary description for the Otange/Chatham county line, and 2. proposes to tax the value of property transferred through sale. 13. SECTION B SURPLUS FUNaS FOR REHABILITATION Commissioner Marshall asked the Board to consider setting a policy on the use of Section 8 Surpluses, to discuss and consider other actions to be taken or resources to be tapped, and to address min..imum housing rehabilitation far Orange County housing. There was a consensus of the Board to set rehabilitation as the top priority for use of the Section 8 Surplus funds with each project submitted to the Board for approval. Motion was made by Commissioner Carey, seconded by Commissioner Lloyd, to approve the reco*.r~ndation as follows: 1. A11 surplus fur~7s from the Section 8 program be used for com- imar_ity rehabi]_itatior. or community development purposes with the n~~ highest priority being to bring Orange County homes up to minimum housing starxiards; 2. The housing and Com¢nunity Development Department design and propose to the Board of Commissioners a plan by which houses would be identified, grants sought for and awarded, work be awarded, and oversight maintained; and, 3. The Department of Fusing and Community Development identify and evaluate other programs, other than Community Development, that might be tapped to improve the sul~tandard housing stock in Orange County including water and waste water problems such as: (a) other h(D programs, (b) FmH programs, and (c) SE Rural Camnninity Assistance Project (JOCC'~.-Lead Agency in NC - Virginia Water Project -- Reference letter from Gloria Williams, 19 March, 1985). WTE: L~,NIMOUS. 14. hP,PIDICAPPID RAMPS ANp PARKING (See Permanent Agenda E`ile for sketches and individual cost estimates.) Motion was made by Commissioner Lloyd, seconded by Commissioner Carey, to approve the plans and cast estimate of 527,980.00 as presented by William T. Laws. VOTE: C~.NIl4I0(lS. 15. ATI'ORI~i' CONiRACI' COD71`INUATION-CHITia SOPPOR'P II~'ORCII~~7T (A copy of the contract is in the permanent agenda file in the office of the Clerk to the Board.) Motion was made by Conenissioner Marshall, seconded by Commissioner Carey, to approve the continuation of the attorney contract to provide consultation, legal advice and representation for the Child Support Office. VOTE: i]NANlMOTJS. 16._ ,IUI,x 4 s 19$5 FMS DISPLAX Motion was made by Commissioner Lloyd, seconded by Commissioner Carey, to approve the fireworks display in Kenan Stadium on July 4, 1985 subject to the approval of the Chapel Hill 7.bwn Manager. VOTE: Ui~]IMOUS. 17. BODGET AP~IDMENP Motion was made by Commissioner Marshall., seconded by Commissioner Lloyd, to amend the 1984-85 budget prdi.*+~*~-R by the proposed budget amendment as follows: Appropriation - Health-Family Planning 55,000.00 Source - Health~amily Planning 55,000.00 VO`I~: LR~.NZMOUS. H. BOAR ~' E4UALIZATIOdQ AND REVIEW 1.___path Taking (Signed oaths are in the permanent agenda file.) Beverly Blythe gave the oath to the Board of Equalization and Review. 2. REPORT FROM KEL2MIT LLO~7 Kermit LJ.oyd reported no repeals had been received. The only item for discussion is the landfill area. ADJWRN~ Chair Willhoit adjourned the meeting. The next meeting will be held on Monday, May 6, 1985 at 7:30 p.m. in the Commissioners' Room in the Courthouse in I3i.llsborough, North Carolina. Don Willhoit, Chair Beverly A. Blythe, Clerk 63 A ;.ay .. CHiaTEL HILL~CAIBff11~~C! CI"6"Y SCHC~LS LIIdCO1M CEFd7ER. M~id-31'6'T MILL ROAD J [HAPffL FALL N.G 71514 HARD DRAKE, Director of Maintenance Telephone (419) %7-8277 and Vocational Education .....1ELA ~. MAYFR, Superintendent TO: fir. Pace Mayer, Superintendent FROM: Gerry House9 Assistant Superfnterttltmt far Suppgrt Services RE: Lang-Rax~;e Capital Td I7~ATE: March 21 y 1985 You are aware fran the work of the capital needs planning caminittee of oux- urgent capital needs and their. priorities. These have been submitted to the county commissioners for their consideration. Because these pro jests are sa urgently needed we should begin developing the design for aul` highest priority needs; multipurpose buildings at Estes Hills and Glenwood .schools, aircortdition- ircg of Phillips and Frartk Porter Graham primary building and the renovation of the media center and cafeteria at Chapel Hill High School. Ln order to start this design work we woulri need tp asic the county commissioners for special funding to corrq~lete the initial stages of design schematic drawings and design development. Resolution: Be it resolved that tihe Ch~Ap:~l Hill-Carrboro Board of Education rec~uc:.st f'uctdvng f~-cx~t the Ch°c~~ge GaLStty Garrmissianers in order that' design schernat:~cs and -d~rsigti~ development can be completed for the Estes Hills and Glenwood schools multipurpose buildings, aircar~itioning of Phillips and Frank Porter Graham primary building and renovation of the media center arld cafeteria at Chapel Hill High School. Furt3s in the amount of apprgximately $4$,452,00 ~tpuld he requjred, Gerry use Assistant Superir~Cendent for Support Services Resolution approved by the Chape) Hill-Carrborq City Board of Education in regular session on March 25, 19$5.