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HomeMy WebLinkAboutMinutes - 19870922<-.., MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS REGULAR MEETING SEPTEMBER 22, 1987 The Orange County Board of Commissioners met in regular session on September 22, 1987 at 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 Stephen Halkiotis, John Hartwell and Don Willhoit. BOARD M MBER,ABSENTr, Moses Carey, Jr. ATTORNEY PRESENT: Geoffrey Gledhill. STAFF PRESENT: Interim County Manager Albert Kittrell, Assistant County Manager William T. Laws, Interim Assistant County Manager/Personnel Director Beverly M. Whitehead, Management Analyst/Commission for Women Coordinator Andi Reynolds, Finance Director Gordon Baker, Clerk to the Board Beverly A. Blythe, Director of Data Processing Keith Brooks, Social Services Director Marti Cook, Director of Housing and Community Development Tara Fikes,- Purchasing Director Pam Jones, Director of Department on Aging Jerry Passmore, Economic Development Director Sylvia Price, and Data Processing Technician Jane Sparks. A. BOARD AND MANAGERS COMMENTS Chair Marshall added to the agenda a proclamation to proclaim October 4-10 as National 4-H Week". She made comments on the progress made in the Joint Planning meeting and a public hearing was tentatively set for October 14, 1987. Commissioner Halkiotis added an item to the agenda requesting a letter be sent to Duke Power for joint discussions on the possible use of refuse derived fuel (RDF). B. AUDIENCE COMMENTS None. C. MINUTES Motion was made by Commissioner Hartwell, seconded by Commissioner Halkiotis to approve the minutes for August 24, 1987 as circulated. VOTE: UNANIMOUS. Motion was made by Commissioner Hartwell, seconded by Commissioner Halkiotis to approve the minutes for September 8, 1987 as circulated. VOTE: UNANIMOUS, PUBLIC CHARGE Chair Shirley E. Marshall read the public charge. PUBLIC HEARING - COUNCILVILLE CDBG PROGRAM - CLOSEOUT Tara Fikes presented for receipt of citizen and Board comments a summarization of the closeout activities of the Councilville Community Development Program. All project activities proposed in the original grant application have been completed. She summarized the proposed accomplishments and the actual program results. THE PUBLIC HEARING WAS OPEN FOR COMMENTS. STAN COUNCIL talked about the psychological impact of growing up in a community like Councilville without all the modern conveniences and the embarrassment when the Robins Wood Community was developed. He indicated he appreciated the improvements made to the area and that the money was well spent. The people now have a lot of pra.de in the community. ,-~ BRENDA HARRIS who recently moved to the area asked about mail boxes and road names. Tara Fikes explained that the postmaster needs to be notified about the mail boxes and the street names should be decided by those who live in the community. These two items were referred to Albert Kittrell for follow-up. HELEN COUNCIL DAVIS indicated she recently returned to Councilville and was pleased with the changes that have taken place. She thanked the Board and stated that the changes do make a difference. She suggested for future projects that the building material be of a higher quality than that used for Councilville. She asked about the procedure for getting a sign for the entrance to Councilville and was told by Tara Fikes that the money allotted for Councilville could not be used for an entrance sign. WITH NO FURTHER COMMENTS, THE PUBLIC HEARING WAS CLOSED. Motion was made by Commissioner Hartwell, seconded by Commissioner Halkiotis to (1) approve the Certification of Completion and authorize the Chair to sign on behalf of the Board and (2) authorize the Chair to sign a Certification of Public Hearing to include all comments received at this public hearing. VOTE: UNANIMOUS. NACO ACHIEVEMENT AWARD PRESENTATION Chair Marshall recognized and presented a certification of award to- '. the County Departments that received NACo awards for 1987: 1. DEPARTMENT ON AGING __~ Director of the Department on Aging Jerry Passmore accepted the award for the Volunteer Income Tax Assistance Program. 2. COMMISSION FOR WOMEN Chair of the Commission far Women Miriam Saxon accepted the award for the Business Women's Roundtable. 3. DATA PROCESSING Data Processing Technician Jane Sparks accepted the award for the Computerized Permit System. 4. RECREATION AND PARKS DEPARTMENT Chair of the Recreation and Parks Advisory Council Lorraine Parker accepted the award for the Nature Enrichment Program in Orange county Schools. D. RESOLUTIONS OR PROCLAMATIONS 1. 4-H DAY Motion was made by Commissioner Hartwell, seconded by Commissioner Willhoit to proclaim the week of October 4-10 as "National 4-H Week" in Orange County. The Proclamation is stated below: WHEREAS: Orange County's 4-H members and leaders are observing National 4-H Week, October 4-10, 1987, and WHEREAS: Four-H is an integral part of the U.S. Department of Agriculture and the land-grant university system in each state. In North Carolina, the North Carolina Agricultural Extension Service, headquartered on the campuses of North r` y~ Carolina State University and A & T State University, provides a professional leadership base for the 4--H program. Extension staffs in each county-professionals and paraprofessionals and adult and teen volunteers carry out the program at the local level. WHEREAS: 4-H members working with educational learn-by-doing projects put into practice new skills and science as they arrive "To Make the Best Setter," the motto of ~-H Club work; and WHEREAS: The citizenship and leadership training which 4-H members receive in this program is a valuable asset to our democratic way of life; now THEREFORE: We, the Orange County Board of Commissioners, County of Orange, do hereby proclaim October 4-10, 1987 as "NATIONAL 4-H WEEK" in Orange County, and urge all of our people to encourage and support the work of the 4-H Clubs. VOTE: UNANIMOUS. E. REPORTS 1. EMPLOYEE SMOKING SURVEY Albert Kittrell provided an update on the smoking survey. He explained the procedure that took place in developing the survey and how it will be distributed and analyzed. The results will be presented to the Board at the November 2 Board Meeting. 2. CITYZEN COMMENT PROCEDURE Albert Kittrell reported on the development of a centralized internal tracking system for citizen comments. It is the responsibility of the department that receives the complaint to follow through by calling the appropriate. department and obtaining the information desired by the complaintee. Commissioner Halkiotis asked that the form also be used for compliments as well as complaints. 3. INFORMATION CARD A newly developed information card was distributed to the Board and its use explained. F. ITEMS FOR DECISION - CONSENT AGENDA Motion was made by Commissioner Hartwell, seconded by Commissioner Halkiotis that the Consent Agenda be approved as follows: 1. RESPITE CARE BLOCK GRANT To approve the Respite Care Service Contract and authorize the Chair to sign. 2. TRANSPORTATION DRIVER PROVISION CONTRACT - OPCMH To approve the driver provision agreement with OPC Mental Health Center in which OPC-MHC would reimburse Orange County at $6.50 per hour for a contract period from October 1, 1987 through June 30, 1988. 3. 1987-88 WORKPLAN FOR RE-MAPPING PROJECT (Copy is in the permanent agenda file in the Clerk's Office) To approve the 1987-88 workplan for the re-mapping project to complete Phase 3, explore GIS (computer mapping) as an option to future phases, and to purchase map reproduction equipment. 4. BUDGET AMENDMENT - SOIL AND WATER To approve including the $12,000 appropriation from USDA, Soil Conservation Service, in the Orange Soil and Water Conservation District's 87-88 budget. 5. RENTAL REHABILITATION CONTRACT To approve the fiscal year 1986 Memorandum of Understanding and :. '? ~~''~. authorize the Chair to sign on behalf of the Board. 6. ECONOMIC DEVELOPMENT COMMISSION PRELIMINARY STUDY CONTRACT To approve the contract with Sarah Rubin to do a study for the Economic Development Commission at a cost of $5,000. 7. LEASE AND SUBLEASE APPROVAL TOWN OF CHAPEL HILL FOR THE EMPLOYMENT SECURITY COMMISSION To approve the lease from October 1, 1987 through September 30, 1988 between the Town of Chapel Hill and the County and the sublease between the County and the Employment Security Commission and authorize the Chair to sign on behalf of the Board. 8. RESOLUTION FOR EARL WALKER ASSESSMENT (A complete signed copy is in the permanent agenda file in the Clerk's office). To approve a resolution which will reduce the assessment for Mr. Earl Walker from $855.47 to $200.00 and authorize the Chair to sign. VOTE: UNANIMOUS. G. ITEMS FOR DECISION -REGULAR AGENDA 1. ENVIRONMENTAL AFFAIRS BOARD REPORT Bi11. Laws reported that in May, the EAB presented a report which outlined the needs which effect Orange County. Several of those items listed in the report have been completed while others are in the process of being finished. The Local Emergency Planning Committee has been appointed; the county appropriated $7,000 in the 1987-88 budget for a comprehensive survey of natural resources in the County according to the guidelines of the North Carolina Natural Heritage program; the Orange County Planning Board is formulating alternative approaches for protecting and enhancing natural areas as identified in the survey into the Long Range Plan for the County; the Water Conservation Ordinance addressed the concerns for the management of the water of the Upper Eno River during drought conditions and the sediment and erosion control concern is being handled administratively with a report to the Board before January. Albert Kittrell requested that the EAB address the concern regarding the application of sludge and bring back a recommendation tv the Board on April 1, 1988. Dave Moreau listed the items that need Board action: (1) The County Planning Department should be directed to identify areas of the County that are particularly sensitive to unplanned disposal of hazardous material. (2) The Commissioners should consider the adoption of an Ordinance requiring the posting of a performance bond of sufficient size to provide a reasonable guarantee that private wastewater package plants will continually satisfy their effluent limits. would such an ordinance be legal and, if so, start the process for development of such an ordinance. (3) The Commissioners should direct the Health Department to conduct a sanitary survey of County watersheds in 1987 and repeat that survey at intervals not exceeding three years. (4) The County Commissioners should authorize the EAB to provide continuing oversight of the biwcounty Solid Waste study and make recommendations, as appropriate, concerning the progress of the study and its findings. (5) The County Commissioners should strongly urge U.N.C. to consider the use of Refuse Derived Fuel (RDF) in the new power plant planned for the Chapel Hill campus. (6) The Commissioners should continue the EAB indefinitely. Membership of the EAB should rotate through staggered three i year terms with one third of the present membership being replaced annually, beginning July 1, 1988. The EAB should be directed to adopt by-laws governing the conduct of its meetings and the annual selection of its chair. In answer to a question from Commissioner Willhoit on the effectiveness of the process for sediment and erosion control, Moreau indicated that the study would include number of permits, number of notices for violations, number of trips per individual site, and other pertinent information. He stated that Orange County has one of the most stringent ordinances and also is experiencing growth. The ordinance will be reviewed by the EAB and a report will be given to the Board by December 31, 1987. Commissioner Willhoit commented that he wrote Gene Swecker, Plant Manager at UNC, about the use of RDF and that Swecker asked for the volume and type of material. The problem with using RDF in the boilers at the University is the lead time on the design that is necessary to accommodate this fuel. The des~.gn has been changed and there is still a possibility that something may be done to reopen talks with the University on the issue of RDF. Commissioner Halkiotis suggested, and the Board members concurred, that a letter be written to the University to request that ta~.ks be reopened and that RDF be explored further. Motion was made by Chair Marshall, seconded by Commissioner Halkiotis to continue the Environmental Affairs Board with members serving three year staggered terms and bylaws adopted, and to refer all other items mentioned above to the County Manager for further study. VOTE: UNANIMOUS. 2. COUNTY CAPITAL POLICIES Commissioner Willhoit disagreed with the logic of adopting policies on revenue allocata.ons prior to reviewing revenue projections, estimates of the cost of the capital projects and the impact that the policies would have on funding alternatives. Chair Marshall stated it was important to set aside money and keep this money set aside for major expenses instead of spending the money elsewhere. By doing this, it is hoped that the County can create enough reserve to go pay-as-you-go. The policies have been formulated to give the administration some guidelines when doing the CIP. If the policy does not work, it can be changed. Commissioner Willhoit stated that the staff should be asked to present alternatives for funding the capital needs to the Board and then adopt policies necessary to implement the preferred plan. After a brief discussion and additional comments by members of the Board, motion was made by Commissioner Halkiotis, seconded by Chair Marshall to adopt the policy statement as stated below: 1. Eighty percent (80~) of the original half-cent sales tax revenue and sixty percent (60$) of the additional half-cent sales tax revenue shall be dedicated to school capital expenditures. Such expenditures shall be limited to acquisitions of or improvements to ].and, buildings, and equipment costing $50,000 or more. Any year in which such revenues exceed such expenditures, the excess shall be transferred to the School Capital Reserve Fund. 2. Twenty percent (20~) of the original half-cent sales tax revenue and forty percent (40%) of the additional half-cent sales tax revenue shall be limited to acquisitions of or .:~ improvements to land, buildings, and equipment costing $30,000 or more. Any year in which such revenues exceed such expenditure, the excess shall be transferred to the County Capital Reserve Fund. _._.} 3. The School Capita]. Reserve Fund shall be used to accumulate funds for acquisitions of or improvements to land, buildings, and equipment for school purposes costing $50,000 or more. 4. The County Capital Reserve funds for acquisitions buildings, and equipment $30,000 or more. 5. A vehicle Capital Reserve used to accumulate funds- . vehicles. Fund shall be used to accumulate of or improvements to land, for county purposes costing Fund shall be established and for the acquisition of county 6. Each year an amount equal to $800,OD0 minus the amount required for that year's debt service on school bonds .issued prior to the 1987-88 fiscal year shall be appropriated in the General Fund budget and transferred to the School Capital Reserve Fund. 7. Debt incurred under the "two-thirds net debt reduction" rule shall be limited to instances where the health and safety of Orange County citizens are threatened. 8. The amount to be appropriated to each school system for recurring capital expenditures shall be $750,000. This appropriation shall be in effect for a period of at least :-. five years and includes funds for roof repairs. 9. County capital expenditures with a cost of $30,000 or more and a useful life of at least five years shall be considered capital projects and accounted for in capital project funds. 10. During each fiscal year, the Board shall adopt a Five-Year Capital Improvement Program. The Five-Year Program shall include anticipated county capital expenditures costing $30,000 or more and anticipated school capital expenditures costing $50,000 or more, as well as available financing sources. The first year of the adopted Five-Year Capital Improvement Program shall be incorporated into the next annual operating budget recommended to the Board by the County Manager. VOTE: AYES, 3; NOES, 1 (Commissioner Willhoit) 3. SENIOR CITIZENS BOARD ORDINANCE AMENDMENT Jerry Passmore presented for consideration of .approval an amendment to the Ordinance which created the Orange County Senior Citizens Board. The amendment would change the name to County Advisory Board on A in and would increase the size of the Board to l5 members. After a brief discussion a motion was made by Commissioner __- Hartwell, seconded by Commissioner Halkiotis to approve the amendment to the Ordinance to change the name of the Senior Citizens Board to County Advisory Board on Aging and to increase the size of the Board to .: J :: 12 members. VOTE: UNANIMOUS. 4. COMPUTER NEEDS FOR BOARD OF COMMISSIONERS' OFFICE -- Keith Brooks informed the Board of three alternatives for handling the computer needs in the Clerk's Office. After a brief j discussion, motion was made by Commissioner Hartwell, seconded by Commissioner Halkiotis to approve for the Clerk's Office the moving of all functions from the mainframe to microcomputers, retaining one CRT and the printer to use with the county-wide office automation system. VOTE: UNANIMOUS. ADDED ITEM REQUEST FOR ASSISTANCE FROM DUKE POWER COMPANY Commissioner Halkiotis suggested that a letter be sent to the local Duke Power Managers requesting their assistance in examining alternatives to the landfill operation in Orange County. Motion was made by Commissioner Hartwell, seconded by Commissioner Halkiotis to approve writing such a letter to Duke Power. VOTE: UNANIMOUS. H. APPOINTMENTS .The following appointments were made: PRIVATE INDUSTRY COUNCIL - Dan Lunsford and Mildred Council were reappointed; Marti Cook was appointed replacing Phyllis Lotchin. HUMAN SERVICES ADVISORY COMMITTEE -Jim Garland was appointed replacing Horace Grant as the United Way Representative. COMMISSION FOR WOMEN -Marion Webb O'Malley and Ann M. Johnson were appointed. ECONOMIC DEVELOPMENT COMMISSION -James E. Gibson was appointed as the Chamber of Commerce representative. DOMICILIARY HOME COMMUNITY ADVISORY COMMITTEE -Randy Brantley was appointed. I. ADJOURNMENT With no further items to come before the Board, Chair Marshall adjourned the meeting at 9:35 p.m. The next regular meeting will be held on Monday, October 5, 1,987 at 7:30 p.m. in the courtroom of the Old Courthouse, Hillsborough, North Carolina. Shirley E. Marshall, Chair Beverly A. Blythe, Clerk MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS REGULAR MEETING OCTOBER 5, 1987 The Orange County Board of Commissioners met in regular session on Monday, October 5, 1987 in the courtroom of the Old Courthouse, Hillsborough North Carolina. BOARD MEMBERS PRESENT: Chair Shirley E. Marshall, and Commissioners Moses Carey, Stephen Halkiotis and John Hartwell. BOARD MEMBER ABSENT: Commissioner Don Willhoit.