HomeMy WebLinkAboutMinutes - 199712061 APPROVED 8118198
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MINUTES
3 ORANGE COUNTY BOARD OF COMMISSIONERS
4 ANNUAL PLANNING AND GOAL SETTING RETREAT
5 HOMESTEAD COMMUNITY CENTER
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December 6, 1997
8:30am - 2:00pm
The Orange County Board of Commissioners met on Saturday, December 6, 1997 at 8:30 a.m. for
their annual goal setting retreat. The meeting was held at the Homestead Community Center in Chapel Hill,
North Carolina.
COUNTY COMMISSIONERS PRESENT: Chair Margaret W. Brown and Commissioners Moses
Carey, Jr., William L. Crowther, Alice M. Gordon and Stephen H. Halkiotis.
COUNTY ATTORNEY PRESENT: Geoffrey Gledhill
COUNTY STAFF PRESENT: County Manager John M. Link, Jr., Assistant County Managers Rod
Visser and Albert Kittrell and Clerk to the Board Beverly A. Blythe (All other staff members will be identified
appropriately below)
.NOTE: ALL DOCUMENTS REFERRED TO IN THESE MINUTES ARE IN THE PERMANENT
AGENDA FILE IN THE CLERK'S OFFICE.
AGENDA
1. ReviewAaenda and Anticipated Retreat Outcomes
Commissioner Crowther added to the agenda a discussion on election changes and district
representation.
John Link made reference to the list of "other potential agenda topics" and said that the asterisk
indicates that at least one County Commissioner expressed an interest in discussing that item. The Welfare
Reform Task Force will report to the County Commissioners on December 16.
Commissioner Carey added for discussion agricultural districts and transfer of development rights.
Commissioner Gordon said she would like to talk about the Innovation and Efficiency Committee
recommendations.
John Link made reference to the sewer line for the Boone Mobile Home Park and said that this item
can be handled with a memorandum from County Engineer Paul Thames. Discussion ensued on the
problems being experienced at Brookfield. This will be discussed further at the December 16 meeting.
With regard to solid waste, the County Commissioners received a memorandum dated November 26
asking for feedback on several issues. John Link will do a composite of the feedback received and bring
back to the Board in January.
Commissioner Halkiotis asked for a report on what happens when a bid comes in under budget as
was the case with the bids Chapel Hill-Carrboro City Schools received on their new elementary school.
2. 1996-97 Fiscal Review * and Fiscal Outlook for 1997-98 and 1998-99 *
Finance Director Ken Chavious and Budget Director Donna Dean both used slides to show this year's
fiscal review and the fiscal outlook for 1998-99. Ken Chavious noted the need for a debt policy which he will
bring back to the Board in early spring. Also, in answer to a question from Commissioner Carey about the
amount of debt being retired each year, he said that the County is retiring five to six million dollars in
principal each year.
3. School Capital Issues (Attachments 1 a, 1 b. 1 c and 1 d were included in the agenda packet)
John Link said that at the meeting last week with both superintendents, they focused on construction
management. Chapel Hill-Carrboro City Schools plan to follow the same process they have followed for the
past several years. Orange County school system is looking at a process similar to the one Johnston
County used which was the Ray DeBruhl and the Public Facilities Group.
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Randy Bridges, Superintendent of Orange County Schools, explained how DeBruhl was formed and
how they build schools quickly using the same design -- not cheaper materials. The buildings can be added
to if the student population increases. He talked about the legislation which Johnston County received giving
them authorization to build the Unitary System Approach model school.
Commissioner Carey emphasized that the legislation speaks to the process. This allows school
systems to work the market to our advantage, especially since the economy is good.
Commissioner Gordon suggested that John Link and the two superintendents bring back a
recommendation on this idea.
Commissioner Halkiotis reemphasized his desire to indicate a range of money when talking about the
cost of new schools.
It was decided that the High School Standards Task Force would also discuss this possibility.
Commissioners Carey and Halkiotis will serve on this Task Force.
The County Commissioners discussed capital projects/policy issues as described in attachment 1 b.
They discussed how to handle the excess money when a bid comes in under the amount allocated. In the
past, the school system presented an amended project ordinance where they specified how they will spenc
the excess money.
Commissioner Halkiotis feels the process is too open-ended and needs to be tightened.
Commissioner Carey would like for the process to be clear in that excess money should be spent on
their next highest priority instead of spending the money for something not on their priority list. He would like
to know what their priorities are and hopes this relates to the list of needs already articulated.
In answer to a question from Chair Margaret Brown, Ken Chavious said that the money is allocated on
a projected cost as part of the CIP approval.
The capital funding policy will be brought back to the County Commissioners for further discussion in
January.
Charter Schools
Commissioner Crowther asked that Charter Schools be included whenever the Board talks about
student projections.
John Link said he needs further clarification on providing local funds for capital needs. The County
provides funds to the two school systems and they in turn appropriate to the Charter Schools in their district
per the number of students in each school.
It was decided that the Board may want to hear reports from the Charter Schools about their
operations.
Commissioner Gordon made reference to the budgets submitted by the two school systems and said
that it would help if both school systems would use the same format. Representatives from the two school
systems said they felt that was possible.
BREAK
4. Review/Discussion of Selected 1997-98 Board Goals
Healthy Carolinians
A report was given by Health Board Chair Tim Ives. Attachment 6a in the agenda is a copy of
the full presentation.
Commissioner Carey serves as Chair of this committee. He mentioned that the final report will
outline the role and responsibility of everyone including the County Commissioners. Access to services and
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availability to services are key issues that will be addressed. Also, the information and referral systems
must work for Orange County residents. A preliminary report will be given in the spring.
Chapel Hill Northwest Area Plan *
Commissioner Crowther noted that the jurisdictions are interested in having this item at the
next Joint Planning Area public hearing. The plan is ready. The issues that still need to be resolved center
around solid waste management and the Greene Tract. He suggested that these could be identified on the
plan as issues and the remainder of the plan could be considered in that context.
Planner Gene Bell said that the conceptual Land Use Plan for this area was prepared by
Chapel Hill in 1995. It was held up at that time because of landfill issues including the siting of the next
landfill. This plan could be moved ahead excluding the Greene Tract. Chapel Hill approved in November,
1996 a resolution asking that it go forward and Carrboro approved a resolution in January, 1997. Nothing
has happened since that time. It is not much of a plan without the Greene Tract because that is where most
of the dense development lies.
Geoffrey Gledhill noted that all the proposals east of the railroad are not included in the
Greene Tract.
Commissioner Crowther stated that he would like for this plan to be presented publicly, with
the notation that the Greene Tract is still a question. Chapel Hill should determine if it is not much of a plan
without the Greene Tract.
It was decided that if Chapel Hill feels this plan needs to be moved along excluding any use of
the Greene Tract, that it should go ahead and present it at the next JPA meeting.
John Link pointed out that the County Commissioners have as one of their principles for solid
waste management that the Greene Tract continues to be one of the assets of the landfill. That will need to
be decided before moving ahead on recommendations for the Greene Tract.
Followup to this item includes Chair Margaret Brown talking with mayors about this topic and
John Link writing a letter to the town of Chapel Hill .
Impacts of Growth and Development *
Commissioner Gordon clarified that "impacts of growth and development" includes the infra-
structure impacts of development such as the impacts that development has on the existing capacity of roads
and parks and the fiscal impact.
Commissioner Halkiotis mentioned that the work being done by Miriam Coleman in the
Planning Department and Roscoe Reeve in GIS will provide information to forecast where the growth is
taking place.
Commissioner Carey noted that the County Commissioners are provided information on fiscal
impacts and other impacts everytime they approve new developments. While he sees an advantage of
getting that information, he also realizes the impact this has on County employees because of their already
heavy workload.
Commissioner Gordon emphasized that this is information that is necessary for effective
planning and an overall view of what is happening. Planning needs to be in place for new schools and other
infrastructure.
John Link made reference to the agenda information which describes a process that uses a
template to produce this information. The information in the template will need to be adjusted for each
project. This can be moved up on the priority list with a report coming back to the County Commissioners on
January 20. He noted that they are also looking at how GIS can be used to do an accumulative report. They
will also look at other software packages that will give an accumulative report.
Chair Margaret Brown said she is only interested in those impacts which can be tracked.
Communications (strategic plan) _
Commissioner Gordon asked that this be placed at the top of the priority list to do this fiscal
year.
In answer to a question from Chair Margaret Brown, John Link said that they should be able to
begin televising the County Commissioners meetings in August. Both the Judge F. Gordon Battle Courtroom
1 and the new meeting room in the Southern Human Services Center are cable ready, although, no
2 provision has been made to buy the equipment. Albert Kittrell will provide that information as soon as
3 possible.
4 Commissioner Halkiotis asked that Albert Kittrell check to be sure all schools are connected to
5 cable.
6 Commissioner Carey emphasized that we want to be absolutely clear to the cable company
7 that we want them to provide the equipment and the person to operate the equipment. This needs to be
8 included in the negotiation agreement and not in the tax base.
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10 It was decided that John Link would put together a plan for televising the County
11 Commissioners meetings and bring back for the Board's endorsement. They decided they would start
12 televising August 1.
13 Chair Margaret Brown and Commissioner Gordon will work on a training session for County
14 Commissioners before they start televising.
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16 12:00 Lunch
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18 Skills Development Center
19 John Link reported that the loan application was tabled by the Local Government Commission
20 (LGC) because they had some questions on why this was coming forward as a private placement instead of
21 from bond monies. John Link was told that if a case was made before the executive committee, this could
22 be reintroduced. He will provide the County Commissioners with additional information on January 20 at
23 which time a decision will need to be made on whether or not to pursue this process or consider one of the
24 options that he will outline at that time.
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26 Recommendations to Improve the Status of Women
27 Human Rights and Relations Director Lucy Lewis gave an overview of the report that was
28 included as part of the agenda. They are currently working to update this status report. The report outlines
29 initiatives that support and work with County initiatives.
30 Commissioner Gordon encouraged the Commission for Women to continue with their top two
31 or three initiatives and if there are budget impacts to include money in the upcoming budget cycle.
32 With regards to the pay equity study for women department heads, Personnel Director Elaine
33 Holmes and Commissioner Gordon will work on that together. The Board endorsed this project.
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35 Land Trusts
36 Commissioner Carey would like for the County to track these in case the County develops a
37 process for affordable housing land trusts.
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39 5. Discussion of topics from list below, or other issues included by the Board on this
40 retreat agenda
41 NOTE: If the item was discussed, the discussion is stated below the item. Most items were not discussed
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43 Recreation Payments-In-Lieu *
44 Sewer Line - Boone Mobile Home Park
45 Employee Compensation
46 Innovation and Efficiency Committee Recommendations
47 Employee and Organizational Incentives Programs
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49 Fees (Soil & Erosion)
50 Warren Faircloth, Director of Soil and Erosion, said that fees account for about half the
51 cost of operating the erosion control program. The fees were increased 35% in 1996. At that time, they
52 decided to increase the fees in phases instead of all at once.
1 In answer to a question from Chair Margaret Brown, Warren Faircloth said that they
2 tried to have different fees for different projects. These projects ranged from rural to urban to intense urban
3 disturbances with fees going from low to high.
4 Warren Faircloth will work with Ken Chavious and bring back a report in six weeks.
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6 Solid Waste Management
7 Conservation Easements Program "
8 Transportation Inter-Connections (Carrboro Board of Adjustment issue)
9 Agricultural Districts Advisory Commission
10 Human Rights and Relations: Recommendations for Improving the Status of Women *
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Pay Equity *
Implementation Plan for Efland Community Park
Staffing of Joint Recreation and Parks Committee
Bicycle Task Force Appointments '
A motion was made by Commissioner Halkiotis, seconded by Commissioner Carey to
appoint Don Truelove, Chuck Edwards, James Selkirk, Keith Burwell, Jennie Capparella, Kelly Evenson,
Barry Freeman, Adrienne Jimenez, Adera Scheinker, Mark Schulz, Grover Tharp and Chris Van Hesselt to
the Bicycle Task Force.
VOTE: UNANIMOUS
Boards and Commissions on Which Board Members Serve *
The County Commissioners discussed boards and commissions on which they serve.
Several changes were made which will be reflected on the master list in the Clerk's office.
Wildlife Corridor Study *
Transportation in Northern Orange County
6. Adjournment
With no further items to discuss, Chair Margaret Brown adjourned the meeting. The next regular
meeting will be held on December 16, 1997 at the OWASA Community meeting room in Carrboro, North
Carolina.
Beverly A. Blythe, Clerk
Margaret W. Brown, Chair