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HomeMy WebLinkAboutMinutes - 198612163~3 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS REGULAR MEETING DECEMBER 16, 1986 The orange County Board of Commissioners met in regular session on Tuesday, December 16; 1986 at 7:30 p.m. in the Courtroom of the old Post Office, Chapel Hi11, North Carolina. BOARD MEMBERS PRESENT: Chair Shirley E. Marshall and Commissioners Moses Carey, Stephen Halkiotis, John Hartwell and Don Willhoit. ATTORNEY PRESENT: Geoffrey Gledhill STAFF PRESENT: County Manager Kenneth R. Thompson, Assistant County Managers William T. Laws and Albert Kittrell, Finance Director Gordon Baker, Planner Gene Bell, Recreation and Parks Director Mary Anne Black, Clerk to the Board Beverly A. Blythe, Personnel Analyst Darlene Farrish, Register of Deeds Betty June Hayes, Director of Department on Aging Jerry Passmore, Sheriff Lindy Pendergrass and Personnel Director Beverly Whitehead. A. BOARD COMMENTS Chair Marshall announced that a proclamat~.on was signed on Friday, .December 12, 1986 to remove mandatory conservation measures for Lake Orange. She removed from the agenda item F3 (Water Conservation Ordinance Amendment). for further study and recommendations from NRCD. B. AUDIENCE COMMENTS l.. MATTERS ON THE PRINTED AGENDA None. 2. MATTERS NOT ON THE PRINTED AGENDA None. C. MINUTES Motion was made by Commissioner Carey, seconded by Commissioner Halkiotis to approve the minutes for December 1, 1986 as corrected. VOTE: UNANIMOUS. D. REPORTS 1. REGISTER OF DEEDS TASK FORCE (A copy of the complete narrative. is in the permanent agenda file in the Clerk's Office). County Manager Ken Thompson and Register of Deeds Betty June Hayes gave a summary of the findings and recommendations of the task force which studied the Office of the Register of Deeds. It was agreed that the County would offer to become a demonstration site for various portions of the new legislation to determine if each segment should be locally adopted and implemented. 2. MASTER RECREATION AND PARK PLAN DEVELOPMENT PROCESS (A Copy of the.. report is in the permanent agenda file in the Clerk's Office). Director of Recreation and Parks Mary Anne Black gave a report on the Master Recreation and Park Plan process for Orange County. The plan will be accomplished through a combination of County staff effort and technical assistance on an hourly basis from a local consulting firm. The Recreation and Parks Department will be the lead agency in directing the study and the process will be accomplished through a team approach. The process will be to identify the existing Recreation and Park resources, to assess 324 the current and future needs of the County and determine where the demand is greater than the supply. A draft plan will be presented in September and a final plan in December. In answer to a question from Commissioner Hartwell, Mary Anne Black __, explained the process used by CHR Associates. , E. ITEMS FOR DECISION - CONSENT AGENDA The County Manager recommended the following action by the Board: 1. CABLE TELEVISION FRANCHISE TRANSFER To approve the second reading of a resolution approving the transfer of Wometco Cable TV, Inc., the corporation which owns Alert Cable TV. Franchise, to BT Cable. The resolution is printed below: A Resolution Granting Municipal Approval to the Acquisition of the Stock of Wometco Cab1e.TV, Inc. by BT Cable, Inc. WHEREAS, Alert Cable TV of North Carol~.na, Inc. a wholly owned subsidiary of Wometco Cable TV, Inc., is a cable television franchise in the County of Orange; and WHEREAS, the outstanding stock of Wometco Cable TV, Inc. is presently controlled by members of its management and investors organized by Kohlberg Kravis Roberts & Co., and WHEREAS, BT Cable, Inc. proposes to acquire 100 of the outstanding stock of Wometco Cable TV, Inc., all as set forth in the letter application dated October 21, 1986; and WHEREAS, approval has been requested as to the foregoing transaction; NOW, THEREFORE, BE IT ORDAINED that the County of Orange hereby grants. its approval, as requested, to the change in control of Wometco Cable TV, Inc., all as set forth in the letter application dated October 21, 1986. -' Passed this lst and 16th day of December, 1986, and effective December 16,1986. ' 2. BUDGET AMENDMENTS To amend the 1986-87 Budget Ordinance by the following changes: GENERAL FUND Appropriation - Social Services $ 224,996 Source - Subsidy Daycare 224,996 ORTHOPHOTO AND TOPOGRAPHICAL MAPPING FUND Appropriation - Ortho and Topo Maps $ 627 Source - Transfer from County Capital Reserve 527 COUNTY CAPITAL RESERVE FUND Appropriation - Transfer to Mapping Fund $ 527 Source - Contingency 527 3. MEETING SCHEDULE FOR CALENDAR YEAR 1987 To approve the meeting schedule as presented by Clerk Beverly Blythe. A copy is in the permanent agenda file. 4. CHANGE ORDER FOR REVERE ROAD OFFICE COMPLEX To approve the change order to D. W. Ward Construction Company for installing sheetrock, door lock and service platforms and authorize the Chair to sign. 5. LEASE RENEWAL FOR THE ECONOMIC DEVELOPMENT OFFICE To approve the lease for space at 117 N. Churton Street in 325 Hillsborough to be used as offices for the Economic Development Department from December 18, 198E through December 17, 1987 and authorize the Chair to sign. 6. DESIGNATION OF VOTING DELEGATE To adopt a policy whereby a voting delegate would be designated for all NCACC and NACo meetings by the Board of Commissioners at their first meeting in December and to appoint Don Willhoit as the voting delegate for calendar year 19.$7. ADDED ITEM 7. SPECIAL MEETING WITH THE SCHOOL BOARDS To approve a special meeting with the school boards for January 27, 1987 to discuss facility planning. Motion was made by Commissioner Carey, seconded by Commissioner Halkiotis that the forgoing action be taken by the Board. VOTE: UNANIMOUS. F. ITEMS FOR DECISION 1. SCHOOL MERGER STUDY COMMISSION REPORT Motion was made by Commissioner Willhoit, seconded by Commissioner Carey to accept the final report from the School Merger Task Force and to dismiss the members of the Task Force. VOTE: UNANIMOUS. 2. RECONSTITUTION OF THE HSAC Peggy Pollitzer, Chair of the Human Services Task Force, presented the report as contained ~.n the agenda and made the following additional ~` _ '~ comments ~Y~ (1) In reference to changing the name, she noted that it was a unanimous decision by the Task Force to change the name to put more emphasis on human services planning. (2) The composition as recommended is critical to the success of the the Commission. She summarized the priorities as recommended by the Task Force and emphasized the need far cooperation between the different human service agencies that receive County funding. After extensive discussion by the Board members, the following changes were made to the recommendation as presented by the Human Services Task Force: (1) The composition would include one representative from the Department on Aging and one representative from the Board of Commissioners bringing the total membership to seventeen. (2) The charge would be limited to include A, B, C and F as listed on the agenda abstract with additional duties phased in at a later date. (3) The name of The Human Services Advisory Commission would remain the same. (4) The beginning staff support would be provided by the Assistant County Manager for Human Services and by the Clerk to the Board. (8) The charge would include an item far improving the family orientation of the County's human services delivery system. 326 It was the consensus of the Board that John Hartwell be appointed as the County Commissioner representative. Motion was made by Commissioner Hartwell, seconded by Commissioner Carey to approve the report from the Task Force as amended. VOTE: UNANIMOUS. 3. WATER CONSERVATION ORDINANCE AMENDMENT Postponed. ~. EFLAND CHEEKS TOWNSHIP SANITARY SEWER FACILITY FINAL PLANS Motion was made by Commissioner Halkiotis, seconded by Commissioner Hartwell to approve the plans and specifications for the Efland Cheeks Sanitary Sewer Facility subject to the final approval of these plans and specifications by Farmers Home Administration and the Town of Hillsborough. VOTE: UNANIMOUS. 5. HAZEN AND SAWYER CONTRACT AMENDMENT Motion was made by Commissioner Carey, seconded by Commissioner Hartwell to approve a contract amendment to the Hazen and Sawyer Contract authorizing additional survey work as required for the Efland Sewer at a cost not to exceed $2,000 and authorize the Chair to sign. VOTE: UNANIMOUS. 6. WASTEWATER COLLECTION AND TREATMENT AGREEMENT AMENDMENTS (A copy of the amended agreement is in the permanent .agenda fi7.e in the Clerk's Office). Motion was made by Commissioner Willhoit, seconded by Commissioner °. Cary to approve the amended agreement. VOTE: UNANIMOUS. ~Y. 7. PERSONNEL ORDINANCE REVISIONS The Board and Personnel Director Beverly Whitehead discussed the proposed changes in the Personnel Ordinance: (1) ARTICLE I - Section 4.16 (page 3) - clarify the definition of immediate family to include spouse, parents, siblings, children, grandparents and grandchildren. A majority of the Board members approved this revision. (2) Section 7 (pages 5 & 6) - add to this section that the County Manager will be responsible for reporting to the County Commissioners suspensions, removals and appointments. A majority of the Board members approved this addition to this Section. (3) ARTICLE it - Section 2.2.1 (Page 12) - delete the age reference and change the last line to read "as a permanent employee age 18 or over". This is in accordance with the amendments to the Age Discrimination Act. (4) Section 2.3.7 (page 13) -- delete this section to permit bath internal and external recruitment to begin at the same time. The Board approved this deletion.. (5) Section 2.4.15 (page 15) - add a section which would read "All selection related activities will be conducted within the boundaries of the County of Orange". The Board approved this addition. (6) Sections 3.2, 3.2.1, 3.2.2 (pages 16 & 17)- delete these sections which refer to the immediate family. (7) Section 4.6 (page 19) - provide for an adjustment in pay for 327 acting department or division heads. It was agreed by the Board that the salary fora person in an acting position should be adjusted to the hiring rate far that position. (8) Section 7.7 (page 22) - add a new section to read "Farmer employees who return to work for the County after the one year reinstatement period, shall receive credit for their previous employment years, if they remain- employed for a period of no less than ten consecutive years". After a brief discussion, the Board agreed to add this section as proposed changing the ten consecutive years to five consecutive years. (9) ARTICLE 3 , Section 6 (pages 29, 30, & 31) - Political Activity - after a brief discussion it was the consensus of the Board to delay action on this until the January 5, 1987 meeting. (10) Section 7.1 (page 32) - revise to include Board of Commissioners, County Managers and Clerk to the Board. The Board agreed to add this verbiage to this section. (11) Section 8 (page 32) - revise to include County Manager and Clerk to the Board. The Board agreed to this addition. (12) Section 9.1,1 (page 36) - revise to include County Manager. The Board agreed to this addition. (13) Section 9.2.1 (page 36) - add to the end of this section the following: "Travel advances require the approval of the employee's department head. An accounting shall be made to the Finance Department within 30 days after the termination of any trip for which a travel advance was received., Such accounting shall be made by the submission of a properly completed Travel Expense Statement. This was approved by the Board with the change of the 3o day time period to 5 work days. (14) Section 9.2.2(b) (page 36) - add to the end of this section the following: "The County will reimburse at the prevailing non-taxable rate per mile allowed by the 2RS, or air coach rate, whichever is less, with living expense being reimbursable only for the period required for airplane travel unless the use of the employee's personal vehicle is for the convenience of the County. Reimbursement for incidental travel in an employee's personal vehicle within the corporate limits of a town or city in which the employee's .normal duty station is located will not be made unless the reimbursement request is accompanied by a statement signed by the employee's department head certifying that no County vehicle was available for use by the employee. The Board approved this addition. (15) Section 9.2.3(a) (page 37) -change the section to read: "Lodging expenses will not normally be authorized for trips where the designation is less than 40 miles from the employee's normal duty station. Lodging for such trips must be approved by the County Manager. The Board approved this addition. (16) Section 9.2.3(c) (page 37) - revisions to the policy far lodging expenses and reimbursement for meals was postponed until the January 5, 1987 meeting. (17) Section 9.2.3 (f) (page 37) - add the following as a new subsection: Reimbursement for receipt supported personal phone calls during properly authorized overnight trips will be allowed as follows: one "safe arrival" call; one call due to a change in itenerary, and; for extended trips, one call after each "3 consecutive-day period" of overnight stay. All 328 such personal phone calls are limited to $3.00 per call. official business phone calls must be receipt-supported and identified as to point of origin, point of destination, and purpose. This item was postponed until the January 5, 1987 ---K meeting. (18) Section 9.3 (page 37) - which made reference to receipts for ' all lodging and meal expenses was postponed until January 5, - 1986. (19) ARTICLE IV -Section 3.1 (page 39) .. Change this section to read as follows: "During periods of adverse weather conditions which make travel extremely hazardous, the County Manager may close County offices. The County offices .are officially closed by the Manager. Employees shall be granted administrative leave of absence at full pay. Employees that are required to work during this time shall receive time off at the rate of 1-1/2 times the total number of hours worked in addition to regular pay. Administrative leave hours will not be paid to an employee at termination unless it occurs during the week worked. This item was postponed until the January 5, 1987 meeting. (20) Section 5.3 (page 41) - the proposed change is that vacation leave shall be requested by the employee no less than two work weeks prior to the date the vacation is to begin. At least five consecutive days of vacation each year is recommended to insure shared responsibility and job duties. This item was postponed until the January 5, 1987 meeting. (21) Section 5.4 (page 41) - change to read that vacation leave may be used for sick leave purposes only when. sick leave is exhausted or otherwise approved by the department head. This ""~ was approved. by the Board. (22) Section 9.3 (page 46) - delete the section which addressed~Y_, mandatory retirement age. This deletion was approved by the Board. (23) Section 9.5 (page 47) - delete this section since the two retirement systems for law enforcement officers have merged. This section was postponed until January 5, 1987. (24) Section 11.1.(page 48) - the proposed change is that funeral -. leave may be used for death in an employee's immediate family, but may not exceed three consecutive days for any ane occurrence, the last day being the day after the funeral. A maximum of three funeral leave days, shall be granted per year. See Article I, Section 4.16 for definition of immediate family. This was not approved by the Board. (25) Section 15.1.1 (page 51) -- add a statement to the end of this section which reads "the salary payment which the employee receives from the military shall be deducted from the sum paid by the County. This was approved by the Board. (26) NEW SECTION to be added to the end of Article xV to be entitled "Personal Use of County-Owned Vehicle" and read as follows: "It shall be the policy of orange County that no employee, nor any individual whose use would be taxable to the employee, may use a County-owned vehicle for personal purposes, other than for commuting or de minimis personal use commuting will only be allowed where determined by the County Manager to be necessary for bonafide noncompensatory business reasons. The Soard approved this addition. (27) ARTICLE V - Section 5.2 (page 59) - delete the last sentence which reads "No employee may be hired above the third step 3z9 without justification to and recommendation of the Manager, with the approval of the Board of Commissioners. After a brief discussion this item for postponed to the January 5, 1987 meeting for receipt of additional information. (28) Section 7.0 (page 59) - the proposed change is to delete the first sentence and insert the following statement: Funds shall be recommended by the County Manager and approved by the Board of County Commissioners annually for the purpose of providing salary increases to employees recognition of superior or improved performance. The funding level of the Merit Program will be decided annually and will be in accordance with one of the following options: (1) Full Merit Pay Program (2-1/2~, 5~, or 7-1/2~) - all employees eligible. Increase awarded anniversary date, (2) Modified Merit .Pay Program (2-1/2~, 5%, or 7-1/2~) - two-thirds of employees eligible. Increase awarded on anniversary date, and (3) Modified Merit Pay Program (2-1/2~ or 5%) - two-thirds of employees eligible. Increase awarded quarterly. The Board approved this change in the Personnel Policy. (29) ARTICLE VI -Section 3.14 (page 63) - revise this section to read "the Manager shall be responsible for the administration and maintenance of the position classification plan and shall advise the Board of County Commissioners of approved changes in the officials administrators occupational category. The Board did not approve this revision. ' (30) ARTICLE VII -Section 3.2 (page 65) - revise this. section to read "Based on the work standards developed, the employee and the supervisor will meet formally to discuss work performance at least once a year. A rating will be assigned summarizing the employee's work during the evaluation period. Ratings shall be in one of the following areas: Below Standard Level: performance is below the standards established for the job in all or most areas. An employee receiving a below standard rating will receive a detailed plan for improvement from the supervisor and will have their performance reviewed again in 90 days. If significant improvement is not made, the employee shall be subject to a personnel action ranging from reassignment, demotion or termination. Standard Level: performance meets the standards established for the job in all or most areas. The employee does good, competent work and is a valued employee. Above Standard Level: performance exceeds the standards established for the job in all or most areas. This section was postponed until the January 5, 1987 meeting. 8. SUPPLEMENTAL GRANT OFFER FOR COMMUNITY BASED ALTERNATIVES EXPANSION FUNDS Information was given by Assistant County Manager Albert Kittrell and Chair of the Youth Services Needs Task Force Jim Deloatch. In the spring of 1986 the County received $82,259 from the state in CBA funds. The County provided a 71~ or 58,594 match. The State has increased the County allocation by $15,008. The match for this will be provided by in- kind funding already appropriated. Motion was made by Commissioner Hartwell, seconded by Commissioner Willhoit to endorse the Youth Services Needs Task Force recommendation for community based alternatives funds and approve the acceptance of the supplemental funds. VOTE: .UNANIMOUS. 330 9. AGENDA FORMAT POLICY After a brief discussion by the Board, it was agreed by consensus that the following policy would become apart of the "Board Rules and-~-~ Regulations": _ ORDER OF BUSINESS (Page 4, No. 6) A. Board Comments B. Audience Comments 1. Matters on the printed agenda 2. Matters not on the printed agenda C. Minutes D.. Resolutions or Proclamations E. Reports F. Items for Decision - Consent Agenda G. Items for Decision -- Regular Agenda H. Appointments I. Adjournment Public Hearings will be added to the agenda at the specified time as announced in the advertisement. Public Hearings for the purpose of receiving the Planning board recommendation will be listed as a regular agenda item. No item shall be listed twice on the same agenda. If it is a public hearing item whereby a vote may be taken, the vote shall be taken immediately following the public hearing on said item. The formal agenda may be changed by the authority vested in the Chair of the County Commissioners. 10. ADDITIONAL PERSONNEL FOR SOCIAL SERVICES House Bill 2055 which was approved on July 15, 1986 by the State y~ Legislature mandates County participation in anew emergency assistance~_? program as a part of the Aid to Families with Dependent Children program.~~ The current number of staff personnel is inadequate to handle the demand and a request to consider approving two additional intake workers for the Department of Social Services was presented to the Board. Motion was made by Commissioner Carey, seconded by Commissioner Hartwell to approve the hiring of two full-time intake workers as of January 1, 1987. VOTE: UNANIMOUS. ADDED ITEM LIABILITY INSURANCE After a brief discussion, motion was made by Commissioner Hartwell, seconded by Commissioner Halkiotis to accept the bid from Collier Cobb for liability insurance. VOTE: UNANIMOUS. G. ADJOU__RNM_ENT with no further items for the Soard to consider, Chair Marshall adjourned the meeting. The next regular meeting will be held on Monday, January 5, 1987, 7:30 p.m. in the second floor courtroom of the Old Courthouse. Shirley E. Marshall, Chair Beverly A. Blythe, Clerk