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HomeMy WebLinkAboutMinutes - 19891219 ; ) i A PAGE 1 APPROVED 1/8/90 MINUTES ORANGE COUNTY BOARD OF COMMI%.WQNERS REGULAR MEETING DECEMBER 19, 1989 • The Orange County Board of Commissioners met in regular session on December 19, 1989 at 7:30 p.m. in the Courtroom of the old Post Office, Chapel Hill, NC. BOARD MEMBERS PRESENT: Chairman Moses Carey, Jr. , and Commissioners John Hartwell, Shirley E. Marshall and Don Willhoit. BOARD MEMBERS ABSENT: Commissioner Stephen Halkiotis. COUNTY ATTORNEY PRESENT: Geoffrey Gledhill STAFF PRESENT. County Manager John M. Link, Jr. , and Assistant County Managers Albert Kittrell and Ellen Liston, Agricultural Extension Director Fletcher Barber, Clerk to the Board Beverly A. Blythe, Purchasing Agent David Cannell, Housing and Community Development Director Tara Tikes, Sanitarian Ron Holway, Purchasing Director Pam Jones, Sanitarian Tony Laws, Extension Agent David Nash, Health Director Dan Reimer, and County Engineer Paul Thames. NOTE: COPIES OF ALL DOCUMENTS REFERENCED IN THESE MINUTES ARE IN THE PERMANENT AGENDA FILE IN THE CLERK' S OFFICE A. BOARD AND MANAGERS COMMENTS Commissioner Willhoit asked about the watershed briefing and County Manager John Link indicated that Marvin Collins has been working with the Planning Directors of Chapel Hill and Carrboro to confirm the date. The date being discussed is January 29; 1 The idea is to have a process whereby CDM, OWASA engineers and others can respond to questions from the public. Other public officials would be invited to attend. B. PUBLIC COMMENTS None C. MINUTES Motion was made by Commissioner Marshall, seconded by Commissioner Willhoit to approve the minutes for the November 14 Special Meeting as circulated. VOTE: UNANIMOUS. Motion was made by Chairman Carey, seconded by Commissioner Willhoit to approve the minutes for November 21 as circulated. VOTE: UNANIMOUS Motion was made "by Commissioner Marshall, seconded by Commissioner Willhoit to approve the minutes for the November 27 Quarterly Joint Public Hearing as circulated. VOTE: UNANIMOUS Motion was made by Commissioner Marshall, seconded by Chairman Carey to approve the minutes for the December 4 Regular Meeting as circulated. VOTE: UNANIMOUS. PAGE 2 PUBLIC CHARGE Chairman Moses Carey, Jr. read the Public Charge. D. RESOLUTIONS OR PROCLAMATIONS 1 RESOLUTION OF COMMENDATION FOR ANNE C BARNES - Recreation and Parks Director Mary Anne Black read the Resolution of Commendation for Anne C. Barnes. Ron Hyatt who served as Chairman of the legislative committee of the North Carolina Recreation and Parks Society stated it is an honor and privilege to present an award that is not easily earned and takes several years to win. The award is given by the society to a person most deserving for enabling the children of North Carolina to have a greater quality of life. He presented Ann Barnes with the North Carolina Recreation and Parks Society honor award. Motion was made by Commissioner Willhoit, seconded by Commissioner Marshall to approve the resolution as stated below commending Anne Barnes for her efforts in the field of recreation and parks, locally and statewide. RESOLUTION OF COMMENDATION FOR ANNE C. BARNES WHEREAS, Anne C. Barnes has provided outstanding services to the citizens of Orange County and the State of North Carolina in the area of recreation, parks, and the provision of leisure services. WHEREAS, she was nominated and chosen a recipient of the 1989 North Carolina Recreation and Park Society' s Legislative Service Award WHEREAS, this Legislative Service Award recognized her contribution to her local community and state in the area of child day care issues WHEREAS, without her efforts regarding child day care, many children in Orange County and across the state may have gone without quality recreation opportunities offered through local recreation and park departments, WHEREAS , she has served unselfishly both locally, on the Orange County Recreation & Parks Advisory Council, and state-wide, on the North Carolina State Recreation and Park Study Commission, to focus attention and resources on the provision o quality recreation opportunities NOW THEREFORE, BE IT RESOLVED that the Board of County Commissioners, acting through it mempers on behalf of the citizens of Orange County, take this means of recognizing Anne C. Barnes for her leadership in the field of recreation and parks and for the specific contributions she made to warrant recognition by th North Carolina Recreation and Park Society as the 1989 recipient of that organization' s legislative Service Award. VOTE: UNANIMOUS. Chair Carey presented the resolution to Anne Barnes. Ron Hyatt presented to Mary Anne Black an award on behalf of the Recreation al Parks Society in recognition of exceptional service to her fellowman and through the medium of recreation. E•) ••; E REPORTS 1 HEALTH DEPARTMENT MONITORING PROGRAM FOR ALTETIVE SYSTEMS A revised proposal approved by the Board of Health to assure protection of the . ground water supply was presented to the Board for information. The proposal is to establish an operation and maintenance program for on-site sewage treatment and disposal systems in Orange County. The report from David M. Griffith analyzes the proposed activities, determines the staffing requirements, the supply and equipment needs, the full cost of the program and recommends methods of funding. Sanitarian Ron Holway followed the table of contents in the proposal and summarized the main components of the program. He stated' that the ultimate goal is to protect the ground and surface water of Orange County and surrounding areas. Dr. Bob Rubin with the Extension Service talked about the importance of the public being educated about the maintenance and management of septic systems. He noted that he has been working with the local health department on a project since 1976 evaluating a number of alternative on site treatment technologies. They found that by utilizing pressure dosing and by utilizing alternate dosing and resting cycles that soil absorption systems function more effectively. These alternatives require mechanical components including pumps, controls and reasonable water tight tanks. The problem is not with the design and installation of these systems but with the long term operation. He feels the proposal presents a good opportunity for the people in Orange County to benefit from the enthusiasm and initiative of the local health department to improve the quality of the environment in the county for everyone. Dan Reimer stated that it is proposed that this operation and maintenance program be phased in over a period of years. It will mainly grow through new systems,':. .;;: the repair of systems and the replacement of systems. No homeowner will be forced int.;,,,? the program unless they choose to participate. Commissioner Marshall stated she feels this is a great step forward to begin to provide the protection as more and more homes and subdivisions are built. Because water and sewer will not be available throughout the entire County, it is the responsibility of the Board to see that all systems function properly. Commissioner Hartwell asked about the rules that will be adopted by the Board of Health for issuing permits. Ron Holway explained that DEM will still permit but that the County can require a second permit for non discharge systems which includes sludge and spray irrigation systems. Discussion ensued on permitting procedures and fees that would be charged for the various services provided by the Department of Health. Ron Holway assured Commissioner Willhoit that for any system they inspect they will review the inspection report from Raleigh first. The fee schedule in the Griffith study was discussed. Ron Holway indicated that the proposal will be explained to the seven Township Advisory Boards prior to a public hearing. A letter has been written to DEM outlining the proposal but no response has been received. Commissioner Willhoit suggested that a survey be conducted to determine how many systems are actually failing and the specific kind of problems. He would like for the survey to be conducted before the discussion about fees aand regulations. Commissioner Hartwell feels that the County should go ahead and put in place something for the alternative community systems for which there is not any historical information on performance or failure of these systems. Commissioner Marshall pointed out that the absence of some enforcement policies now may mean that the County will later on have to step in and condemn those that are not in compliance and do a lot more enforcement than if a policy was already in place. Commissioner Willhoit feels it important to find out how many systems in Orange County are not in compliance because of failure to submit reports or because they do not meet state effluent requirements. Chairman Carey noted he is not yet convinced that the County needs to do any more than get the report that DEM prepares for the systems they have permitted. He does endorse moving ahead with the education program and with phasing in the systems as proposed on all levels. He asked for further discussion on where sludge is allowed to be spread in the County. Dan Reimer stated that it is important to have a system in place to be able to monitor the new systems and have some reasonable level of assurance that they will continue to function. It was decided that by the first meeting in February an update will be made on what DEM presently requires for monitoring and how it will apply to the monitoring program in Orange County. The program recommendations will be modified based on discussion with DEM and OWASA. The educational effort will be conducted through February and the Public Hearing will be held in March. A report will be presented the second meeting in January on the scope of a survey that will be conducted as suggested by Don Willhoit. Dan Reimer will report at the first meeting in February the amendments to the operation and maintenance program that can be pursued with systems three through 5 or 6 and the Board can then respond to the amendments and reach an agreement on whether to go with the program for alternative systems or not to go with the program. It was the consensus of the Board to expect a report back on February 5 and a proposal of costs for conducting a survey . F. ITEMS FOR DECISION. - CONSENT AGENDA Item F4 - Hemlock Drive was removed from the Consent Agenda and placed as item GO. Motion was made by Commissioner Marshall, seconded by Commissioner Hartwell to approve the items on the Consent Agenda as listed below: 1. ENERGY CONSERVATION IMPROVEMENTS_ CONTRACT AWARDS To award eight (8) energy conservation improvement contracts to the lowest bidder as listed below: Dwelling unit 1 Taylor $1,625 Dwelling unit 3 Taylor $3,720 Dwelling unit 4 Morrow $6,995 Dwelling unit 6 Hayes $6,300 Dwelling unit 7 - Taylor '142,810 Dwelling unit 8 Hayes $2,465 Dwelling unit 9 Morrow $2,075 Dwelling unit 10 Taylor $4,400 2. INDIRECT COST PLAN CONTRACT To approve and authorize the Chair to sign the contract with David M. Griffith & Associates for developing the County's Indirect Cost Plan for a sum not to exceed $8,500. 3 . CONTRACT APPROVAL - JAIL RENOVATIONS To approve and authorize the Chair to sign the contracts for the Jail Renovation Project as listed below: General Contractor: Riggs-Harrod Builders, Inc. $ 443,520 Plumbing Contractor: Brown Brothers Plumbing & Htg. $ 25,482 Mechanical Contractor: Carolina Air Conditioning $ 43,690 . Electrical Contractor: Comfort Engineers, Inc. 1 36 240 548,932 TOTAL CONTRACTS AWARDED $ 4. PETITION FOR ADDITION - HEMLOCK DRIVE Moved to Item G.O. 5 GRANT PROJECT ORDINANCE - AIDS EDUCATION AND AIDS TESTING To adopt the grant project ordinances for the 1989-90 AIDS Education and the AIDS Testing programs as stated below: GRANT PROJECT ORDINANCE AIDS EDUCATION PROGRAM Be it ordained by the Board of Commissioners of Orange County, North Carolina that pursuant to Section 13.2 of Chapter 159 of the General Statutes of North Carolina, the following grant project ordinance is hereby adopted: Section 1. The project authorized is the Minority AIDS Education program as awarded to the Orange County Health Department by the North Carolina Department of Human Resources. Section 2. The officers of this unit are hereby directed to proceed with the grant project within the grant document, the rules and regulations of the Nort Carolina-Department of Human Resources and the budget contained herein. Section 3. The following revenues are anticipated to be available to complete this project: Intergovernmental - AIDS Education $ 38,223 Section 4. The following amounts are appropriated for the project: Human Services - AIDS Education $ 38,223 Section 5. The finance officer is hereby directed to maintain withip !he Genera r.._ 1 fund sufficient specific detailed accounting records to provide the accounting to the grantor agency requi e� d by the grant agreement and federal and state regulations. �•• Section 6. Funds may be advanced from the General Fund for the purpose of making payments as due. Reimbursement requests should be made to the grantor agency in an orderly and timely manner. Section 7. Copies of this grant project ordinance shall be made available to the finance officer for direction in carrying out this project. GRANT PROJECT ORDINANCE AIDS TESTING PROGRAM Be it ordained by the Board of Commissioners of Orange County, North Carolina that pursuant to Section 13.2 of Chapter 159 of the General Statutes of North Carolina, the following grant project ordinance is hereby adopted: Section 1. The project authorized is the AIDS Control Testing program as awarded to the Orange County health Department by the North Carolina Department of Human Resources. Section 2. The officers of this unit are hereby directed to proceed with the grant project within the grant document, the rules and regulations of the North Carolina Department of Human Resources and the budget contained herein. Section 3. The following revenues are anticipated to be available to complete this project: Intergovernmental - AIDS Testing $33,255 Section 4. The following amounts are appropriated for the project: Human Services - AIDS Testing $33,255 Section 5. The finance officer is hereby directed to maintain within the General Fund sufficient specific detailed accounting records to provide the accounting to the grantor agency required by the grant agreement and federal and state regulations. Section_6. Funds may be advanced from the General Fund for the purpose of making payments as due. Reimbursement requests should be made to the grantor agency in an orderly and timely manner. Section 7. Copies of this grant project ordinance shall be made available to the finance officer for direction in carrying out this project. VOTE: UNANIMOUS. G ITEMS FOR DECISION -REGULAR AGENDA O. PETITION YOR_ ADDITION = HEMLOCK DRIVE Chairman Carey reported that he understands one of the reasons why the remaining portion of Hemlock Drive is not being accepted for state maintenance is that ' it would take approximately $7,000 to bring this portion up to state standards so that it could be considered for state maintenance. It also involves fewer homes than that portion that they have offered to accept for state maintenance. It was decided that a letter would be sent to DOT strongly suggesting that some of the spot maintenance money be used to upgrade Hemlock Drive to bring it up to state standards. Motion was made by Commissioner Marshall, seconded by Commissioner Hartwell to ask DOT to use spot maintenance money to upgrade that portion of Hemlock Road not being petitioned and to approve that portion being petitioned to the State-maintained Secondary Road System. VOTE: UNANIMOUS. 1 ,BID AWARD - #WENCHER STREET CDBG PUBLIC FACILITIES IMPROVEMENTS Motion was made by Commissioner Willhoit, seconded by Commissioner Hartwell to award the bid for public facilities improvements in the Rencher Street CDBG Area'to Billings and Garrett, Inc. for $282,083.00. VOTE: UNANIMOUS. 2. ANIMAL SHELTER PROJECT ARCHITECT AND CONTRACT APPROVAL Pam Jones explained the process used to select the architectual firm of George M. Smart Architects for the Animal Shelter Project. Motion was made by Commissioner Marshall, seconded by Commissioner Hartwell t- approve a contract with George M. Smart Architects for a sum of $26,500 and authorize the Chair to sign on behalf of the Board. VOTE: UNANIMOUS. 3. BID AWARD: TELECOMMUNICATIONS EOUIPMENT_ Purchasing Director Pam Jones explained that after a thorough analysis of the needs and concerns was done of the County' s telecommunication system, the proposal that best meets the criteria is that submitted by Central Telephone Company of North Carolina. (Centel) Centel's proposal addresses the question of 24 hour a day service with an Automated Attendant/Voice Mailbox system. The initial purchase price of Centel's system is $375,380.00. However, Centel has offered to sell the County all the cable that is presently in the ground from the Richard E. Whitted Center to all County owned buildings downtown and to construct a cable from the Richard E. Whitted Center to the Planning and Agriculture Building. The purchase price plus associated costs of the cable ii $49,995... Michael Noah, Senior Consultant/Branch Manager of Communication Consultants answered various related questions about the new communication system from Board members. Motion was made by Commissioner Hartwell, seconded by Commissioner Marshall to award a bid to purchase the telephone system plus the existing cable now owned by Centel from Central Telephone Company of North Carolina for a sum not to exceed $411,050. VOTE: UNANIMOUS. 4. EAGLES CHASE PHASE III - DIVISION OF LOT 25 = PRELIMINARY The Preliminary Plan for Eagles Chase was presented for consideration of Board approval. Eagles Chase Subdivision is located in Hill , orough Township on Jacobs Trail off Ode Turner Road. Eagles Chase Phase I was approved as a minor subdivision with ,,. three (3) lots. The preliminary plat for Phase II was approved April 4, 1988 with 14 lots. The final plat for Phase II was approved on May 16, 1988. Phase III contained seven (7) lots and received final approval on June 20, 1988. The applicant is requesting that lot 25 be divided into two lots, each with 1.45 acres. Motion was made by Commissioner Hartwell, seconded by Commissioner Marshall to approve the Preliminary Plat for Eagles Chase Subdivision Phase III with the division of Lot 25 into two lots. VOTE: UNANIMOUS. 5 ORANGE COUNTY' S ENCROACHMENT AGREEMENT AT 911 SITE Motion was made by Chairman Carey, seconded by Commissioner Hartwell to approve and authorize the Chair to execute the encroachment agreement with an amendment which would provide that access to the 911 Center during construction must be at a minimum 30 continuous minutes every 4 hours. VOTE: UNANIMOUS. - H. APPOINTMENTS The following appointments were approved: Advisory Board on Agin - LOUISE CLAYTON Il Carrboro Planning Board - CURTIS MCLAUGHLIN T ADJOURNMENT With no further items for consideration by the Board, Chairman Moses Carey, Jr. adjourned the meeting. The next regular meeting will be held Monday, January 8, 1990 at 7:30 in the Old Courthouse, Hillsborough, North Carolina. Moses Carey, Jr. , Chair Beverly A. Blythe, Clerk or