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HomeMy WebLinkAboutMinutes - 19870421i -, __ .~~ MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS ' APRIL 21, 1987 REGULAR MEETING The Orange County Board of Commissioners met in regular session on April 21, 1987, 7:30 p.m. in the courtroom of the Old Post Office, Chapel Hill, North Carolina. BOARD MEMBERS PRESENT: Chair Shirley E. Marshall and Commissioners Moses Carey, Jr., 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, Recreation and Parks Director Mary Anne Black, Clerk to the Board Beverly A. Blythe, Director of Community Development Tara Fikes, Purchasing Director Pam Jones, Tax Supervisor Kermit Lloyd, Sheriff Lindy Pendergrass and Planner Don Powell. A. HOARD COMMENTS None B. AUDIENCE COMMENTS None PUBLIC CHARGE Chair Marshall read the charge as stated on the agenda face sheet. I C. MINUTES .~~- None PUBLIC HEARING ON THE COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM AMENDMENT Chair Marshall asked if the extra Section 8 monies will be taken out of this account so they may be used for affordable housing, etc. Tara Fikes explained that money would be taken out of this account and the surplus Section 8 monies would be available to use for affordable housing or other programs. Fikes announced that the purpose of the public hearing is to receive public comments on the submission of a Community Development Block Grant Program Amendment for the Councilville Community to the Department of Natural Resources and Community Development. The amendment will transfer $84,573 to the street improvements line item. THE PUBLIC HEARING WAS OPEN FOR PUBLIC COMMENTS. NO PUBLIC COMMENTS WERE MADE AND THE PUBLIC HEARING WAS CLOSED. Motion was made by Commissioner Willhoit, seconded by Commissioner Carey to approve the submission of a program amendment to NRCD to transfer $84,573 to the Street Improvements budget for the Councilville Community Development Program and authorize the Chair to sign the Program Amendment. VOTE: UNANIMOUS. The Board stated their desire to have the $33,125 or the unspent portion of the money used for housing purposes. D. RESOLUTIONS AND PROCLAMATION ,, `•., ~~-~ 1. SOCIAL SERVICE EMPLOYEES APPRECIATION WEEK Social Services Director Marti Cook presented the proclamation proclaiming April 27-May 1 as Social Service Employees Appreciation Week. PROCLAMATION APRIL 27 - MAY 1, 1987 SOCIAL SERVICE EMPLOYEES APPRECIATION WEEK "~ Every man, woman, and child deserve a fair chance to become all they are meant to be. For many of our citizens, the opportunity to succeed is provided by dedicated, hard-working social service employees,. Our social service professionals are assisted in their important duties by the North Carolina Social Services Association. The Association fosters the highest standards of professionalism among its personnel by engaging in research, education, and evaluation programs conducive to improving standards of performance; promoting broad personnel principles enhancing opportunities in the social service. field; assisting in the recruitment of highly qualified personnel for social service careers; and cooperating in the provision of educational programs for in-service and formal training. NOW, THEREFORE, BE IT RESOLVED THAT the Orange County Board of Commissioners proclaim April 27 through May 1, 1987 as "Social. Service Employees Appreciation Week" in orange County, and urge all our citizens to recognize and commend. our social service professionals for their many outstanding contributions to the people of Orange County. Motion was made by Commissioner Willhoit, seconded by Commissioner Halkiotis to approve the proclamation as presented by Marti Cook. VOTE: UNANIMOUS. 2. OLDER AMERICANS MONTH AND SENIOR CENTER WEEK Motion was made by Commissioner Willhoit, seconded by Commissioner Carey to approve the two proclamations as printed below: SENIOR CENTER WEEK `' WHEREAS, Senior Centers affirm the dignity., self-worth and independence of older persons by facilitating their decisions and actions, tapping their experiences, skills and knowledge and enabling their continued con- tribution to the Community; and, WHEREAS, Senior Centers function as service delivery focal points, helping older persons to help themselves and each other, and offering services or access to community services, as needed; and, WHEREAS, orange County has established a Hillsborough Senior Center and a Chapel Hill/Carrboro Senior Center and has supported Senior Nutrition Sites throughout the County to serve older adults; and, WHEREAS, Senior Centers in our County serve as a viable commitment to our older residents;, NOW, THEREFORE, We, the Orange County Board of Commissioners, HEREBY PROCLAIM the week of May 10 through 16, 1987 as SENIOR CENTER WEEK IN ORANGE COUNTY and further encourage all citizens to visit a senior center in their area. OLDER AMERICANS MONTH WHEREAS, According to the latest population figures, there are over 9,000 persons over 60 years of age in orange County; and, WHEREAS, orange County is proud of the older adults who live here and wishes to show appreciation for what they .have given and for what they have contributed to their County, State and Nation; and, WHEREAS, Because of them, the rest of the citizens enjoy the fruits of their visions and their labors, and their example is an inspiration to continue to make Orange County a good place in which to live; and, WHEREAS, Orange County wishes to set aside a special month for recog- nition of the older segment of its citizenry; and, NOW, THEREFORE, We, the orange County Board of Commissioners, join the Governor of North Carolina and the President of the United States in proclaiming May, 1987 as OLDER AMERICANS MONTH and further, do encourage all citizens to join us in honoring our older Americans. VOTE: UNANIMOUS. E. REPORTS 2. PUBLIC WORKS MAINTENANCE AND FACILITY STUDY Director of Public Works Wilbur McAdoo gave an overview of the study which reviewed the subject of inhouse maintenance versus contract maintenance. He stated the report gives a cost comparison as well as addresses the ratio of vehicles to mechanics, the recommended mileage level for the disposal of vehicles, projected fleet size in five years and the facilities required. With the use of charts, McAdoo showed a cast comparison using the hourly labor rate. He outlined the advantages and disadvantages of contract labor. The disadvantages outweighted the advantages. He compared the amount of maintenance with the miles on the vehicle and indicated that 100,000 miles is the replacement period for most vehicles. Chair Marshall noted and Commissioner Hartwell agreed that the figures in the report indicate that using ].25,000 miles would be just as advantageous as 100,000 miles and McAdoo indicated that when a vehicle reaches 125,000 miles, there is no resale or trade-in value of that vehicle. McAdoo will review the figures and report back to the Board the recommended mileage level for disposal starting at 100,000 and increments of 8~ and the rationale for that recommendation. Discussion ensued on the Chevettes that were purchased in 1981 and the maintenance cost for these vehicles. Chair Marshall indicated a policy needs to be made whereby the maximum number of the same model vehicle to be purchased within a given period of time is set. McAdoo continued that Orange County has experienced within the -- last five years an 11.6 annual growth rate in the number of vehicles. orange County has at the present time 125 vehicles. It is projected that in 1992 that number will increase to 201. These numbers do not include any special allocation of vehicles far the law enforcement takehome fleet or Coordinated Agency Transportation. He described the present motorpool facility and explained three options for handling the increased growth and responsibility: (1) expansion which'-could only take place on the west or east side of the property, (2) construction of a detached satellite garage, or (3) construction of a centralized motorpool facility, and retention of the existing facility for storage purposes. McAdoo stated that the administrative offices are presently housed in a leased mobile home. Anew public works office facility could be constructed for $195,000 which would take into consideration future demands and expected growth. He explained that their is a problem with egress and ingress which could be addressed by purchasing five acres adjoining the property and moving the drive. McAdoo finalized his report with the following proposals: (1) maintain the motorpool service as a function of the County by constructing a new motorpool facility, (2) retain the existing facility for storage purposes, (3) construct a new public works administrative office building and (4) acquire the necessary property and construct a new driveway. In answer to a question from Commissioner Willhoit, McAdoo stated that the County currently contracts out a portion of its maintenance for heavy equipment and other special equipment. The expansion costs would be less than the contract service with fewer problems. Commissioner Halkiotis stated that something needs to be done ~ _. -„ _w~Wwith the facility -- either repair or replacement. Chair Marshal]. stated there are a lot of needs that will be identified in the CIP and this request will be considered at that time. 1. ANIMAL CONTROL REPORT Dr. Anne Gross, Chair of the Animal Control Task Force, made .e reference to the outline of the budgetary impacts that would be necessary to initiate the animal control program in accordance with the ordinance. The budgetary items include (1) differential licensing, (2) low cost spay/neuter program, (3) professionally trained director for animal control and (4) collection of fines. F. ITEMS FOR DECISION - CONSENT AGENDA The County Manager recommended the following action by the Board: 1. MEMORANDUM OF UNDERSTANDING - ORANGE SOIL AND WATER CONSERVATION SERVICE (A copy of the agreement is in the permanent agenda file in the Clerk's Office). To approve the Memorandum of Understanding between the Orange Soil and Water Conservation District and the Soil Conservation Service, USDA and the County of Orange, North Carolina and to authorize the Chair to sign. The effective date will be the date signed and it may be modified or terminated at any time by mutual consent. of the parties hereto or may be terminated by any one of the parties alone by giving sixty (60) days notice in writing to the other. 2. BUDGET AMENDMENT AUTHORIZATION To authorize a budget amendment to transfer $1,600 from Contingency to the Commissioner's budget to allow for the employment of temporary personnel. Motion was made by Commissioner Carey, seconded by Commissioner Halkiotis to approve the items listed under the consent agenda. - VOTE: UNANIMOUS. 3. FIREWORKS DISPLAY RE UESTR N.C. SPECIAL OLYMPICS '' '` Alan Bolick distributed a pamphlet and spoke about the Special Olympics and indicated that 500 volunteers are needed. The opening ceremonies will take place May 22 at Fetzer Field. Motion was made by Commissioner Carey, seconded by Commissioner Halkiotis to approve the permit allowing the fireworks display on May 22 as requested by the N.C. Special Olympics. VOTE: UNANIMOUS. G. ITEMS FOR DECISION - REGULAR AGENDA 1. JAIL INSPECTION Sheriff Pendergrass spoke to the four items as identified in the report which required attention. Motion was made by Commissioner Halkiotis, seconded by Commissioner Carey to accept the jail inspection report of March 24, 1987. VOTE: UNANIMOUS. 2. PROPOSED HOUSE NUMBERING ORDINANCE (A copy of the Ordinance is in the Ordinance Book located in the Clerk's office.) Motion was made by Commissioner Willhoit, seconded by Commissioner Carey to approve the ordinance entitled "An Ordinance to Assign and Regulate House and Building Numbers in Orange County". VOTE: UNANIMOUS. 3. ASSIGNMENT OF HOUSE AND BUILDING NUMBERS County Manager Ken Thompson explained that all items of concern as stated at the public hearing have been addressed. Motion was made by Commissioner Willhoit, seconded by ~'' '~ -1 Commissioner Carey to approve the proposed house and building numbers fzir rural route 5 and 8. VOTE: UNANIMOUS. . 4. ADDITION OF HEPOWIL TRACE AND GENTRY LANE Motion was made by Commissioner Hartwell, seconded by Commissioner Willhoit to approve the petition from NCDOT and the addition of Hepowil Trace and Gentry Lane in St. Mary's Woods Subdivision to the state-maintained Secondary Road System. VOTE: UNANIMOUS. 5. SCHOOL CAPITAL FUNDING Commissioner Willhoit clarified the intent of this item is to assure that the capital appropriation for the Chapel Hill-Carrboro City School system will be at least $100,000. Motion was made by Commissioner Willhoit, seconded by Commissioner Carey to approve the resolution as stated below assuring the school system that funds in an amount of $100,000 will be appropriated in the 1987-88 County budget. RESOLUTION WHEREAS, the Chapel Hill-Carrboro City Schools are in need of two additional classroom units, and WHEREAS; construction of the classroom units needs to begin this spring to allow the necessary lead time to ,complete the units for the beginning of school next fall, and WHEREAS, the Chapel Hi11-Carrboro City Schools have requested that the Orange County Board of Commissioners appropriate $1.00,000 for the con- struction of the two classroom units in the 1987-88 County budget, and WHEREAS, the Chapel Hill-Carrboro City Schools need the assurance from the Orange County Board of Commissioners that the funds will be appropriated before proceeding with the construction. NOW, THEREFORE, BE YT RESOLVED that the Board of Commissioners assures the Chapel Hill-Carrboro City Schools that $100,000 will be appropriated for the construction of two additional classroom units in the 1987-88 County budget. VOTE: UNANIMOUS. 6. 1986-87 AUDIT CONTRACT Motion was made by Commissioner Willhoit, seconded by Commissioner Carey to approve the contract for FY 1986-87 and authorize the Chair to sign the- contract and to table the decision to solicit multiple proposals for next year until the Board officially receives the 1986-87 audit report. VOTE: UNANIMOUS. 7. ARCHITECTURAL SERVICES FOR HOMESTEAD COMMUNITY BUILDING Two bids were received for architectural services at the Home- stead Building in Calvander: CHR Associates $ 9,750.00 Roman Kolodij $ 5,363.00 Motion was made by Commissioner Hartwell, seconded by Commissioner Halkiotis to approve the contract with Roman Kolodij for architectural services for the Homestead Community Building renovation and authorize the Chair to sign. VOTE: UNANIMOUS. 8. TAX SASE INFORMATION Ken Thompson explained the difficulty in providing accurate tax base information in a revaluation year. The tax base information may ~~ ;. ; -~. change from that originally reported to the schools. The revenue estimates in the Manager's Budget as well will be subject to revisions. The information can be given out with a notation that this is an estimate and subject to change. Chair Marshall emphasized the importance of providing these estimates in a timely manner and asked that everything possible be done to help the schools in their school budgeting process. - Commissioner Willhoit stated objection to providing figures written or verbal - without that information being provided to the Board of Commissioners. He understands the reason the schools requested this information was so they could determine the amount of tax increase proposed but what they should be proposing is a budget based on needs and not on a tax rate. - POD Motion was made by Commissioner Carey seconded by Commissioner Halkiotis to establish the policy that initial tax base valuation will be transmitted annually in written form to the other jurisdictions within the County and to the Board of Commissioners with the stipulation that they are only estimates, subject to refinement until the date certified by the Tax Assessor as constituting the official levy. VOTE: -UNANIMOUS. _:..,a 9. HOME YMPROVEMENT LOAN PROGRAM APPLICATION Tara Fikes explained the purpose of the loan program is to provide low interest loans to assist low and moderate income homeowners with the' rehabilitation of their substandard homes. There is approximately $1,000,000 available statewide for this program. Motion was made by Commissioner Halkiotis, seconded by Commissioner Carey to approve the submission of an executed commitment;..-, form to N.C. Housing Finance Agency for the Home Improvement Loan Program, and authorize the Chair to sign the form contingent upon approval by the County Attorney. ' VOTE: UNANIMOUS. 10. BUDGET AMENDMENTS Motion was made by Commissioner Willhoit, seconded by Commissioner Hartwell to approve the following amendments to the 1986-87 Budget Ordinance: 1. To accept Federal and State AFDC Emergency Assistance grant. GENERAL FUND Appropriation - Social services $ 15,000 Source - Income Maint-AFDC-EA $ 15,000 2. To accept State Permanency Planning Additional Allocation. GENERAL FUND Appropriation - Social Services Source - Permanency Planning 3. To accept Federal Title XX Additional GENERAL FUND Appropriation - Social Services Source - Staff Reimbursement 4. To correct the original appropriation GENERAL FUND Appropriation - OPC Mental Health Source - Contingency 5. To allow for Employment of Temporary GENERAL FUND $ 3,514 $ 3,514 Allocation. $ 25,142 $ 25,142 to OPC Mental Health. Personnel. Appropriation - Board of Commissioners Source - Contingency 6. To transfer funds to the General Fund for $ 23,927 $ 23,927 $ 1,600 $ 1,600 Current Year Expenditures for the schools. GENERAL FUND Appropriation - Orange-Roof/Engineering $ 7,610 Appropriation - Chapel Hill Multipurpose $ 68,154 Source - Transfer from School Capital Reserve $ 75,764 SCHOOL CAPITAL RESERVE FUND Appropriation -Transfer to General Fund $ 75,764 Source - Fund Balance Appropriated $ 75,764 7. To reflect the decrease of budgetary requirements for the Lake orange Project. Appropriation - Professional Services ($ 80,000) Appropriation - Improvements $ 30,000 Source - Senate Bill 2 Funds ($ 25,000) Source - Town of Hillsborough- ($ 8,334) Source - Orange/Alamance Water and Sewer ($ 8,333) source - Transfer from County Capital Reserve ($ 8,333) VOTE: UNANIMOUS. 11. GOVERNOR'S VOLUNTEER AWARDS Chair Marshall suggested and Commissioner Carey concurred that the HSAC be given the responsibility of this program beginning next year. Commissioner Willhoit made reference to the volunteer appreciation dinner and indicated a desire to recognize the nominees at that dinner. - Motion was made by Commissioner Willhoit, seconded by Commissioner Carey to continued the process used in previous years and to select two community. service volunteers, one school volunteer and one volunteer organization. VOTE: UNANIMOUS. 12. INFO TION AND REFERRAL GUIDE POLICY __,.~ Motion was made by Commissioner Carey, seconded by Commissioner Halkiotis to distribute the I & R Guide to all County Departments, all agencies listed in the Guide and to all HSAC members at no cost and to charge $11.00 per guide to all others. VOTE: UNANIMOUS. H. APPOINTMENTS The following appointments were made by the Board of Commissioners: ANIMAL CONTROL TASK 'FORCE Calvin Ashley LONG RANGE WATER MANAGEMENT TASK FORCE William Aderholt AGRICULTURAL ADVISORY BOARD Dean Deter Whit Morrow HILLSBOROUGH BOARD OF ADJUSTMENT Marianne Wolf - Regular Member Keith Coleman - Alternate HILLSBOROUGH PLANNING BOARD Ida Louise Evans I. ADJOURNMENT With no further business to come before the Board Chair Marshall adjourned the meeting. The next regular meeting will be held on May 4, 1987 in the Courtroom of the Old Courthouse, Hillsborough, North Carolina. Shirley E. Marshall, Chair Beverly A. Blythe, Clerk