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HomeMy WebLinkAboutMinutes - 19980202APPROVED 10/20/98 MINUTES ORANGE COUNTY COMMISSIONERS AND CHAPEL HILL TOWN COUNCIL JOINT MEETING FEBRUARY 2, 1998 The Orange County Board of Commissioners and the Chapel Hill Town Council met for the purpose of discussing various issues of common interest. This meeting was held on Monday February 2, 1998 at 7:30 p.m. at the Homestead Community Center, Homestead Road., Chapel Hill, North Carolina. COUNTY COMMISSIONERS PRESENT: Chairwoman Margaret Brown, and members William L. Crowther, Alice M. Gordon and Stephen H. Halkiotis COUNTY COMMISSIONER ABSENT: Moses Carey, Jr. CHAPEL HILL TOWN COUNCIL MEMBERS PRESENT: Mayor Rosemary Waldorf, and members Julie Andresen, Flicka Bateman, Joyce Brown, Joe Capowski, Pat Evans, Kevin Foy, Lee Pavao & Edith Wiggins. CHAPEL HILL TOWN COUNCIL MEMBER ABSENT: Mark Chilton ORANGE COUNTY STAFF PRESENT: County Manager John M. Link, Jr., Assistant County Manager Rod Visser and Deputy Clerk to the Board Kathy Baker. Other staff will be identified as necessary below. County Commissioners Chair Brown convened the meeting at 7:30 p.m. She mentioned that this was the first joint meeting between the governing boards of Orange County and the Town of Chapel Hill. This meeting is intended to foster useful dialogue between elected officials. Other meetings of this kind will be scheduled in the future. This is an opportunity to receive reports, share information and communicate in a way that is usually not available. Introductions were made and the agenda was reviewed. The following items were added as possible topics for discussion: Update on Proposed Budget; Update Wildlife Corridors; Update on Blue Cross/Blue Shield; Merging Chapel Hill/Orange County Planning Departments. BRIEF REPORTS FROM ORANGE COUNTY County Financial Status and Budget Proiections (1998-99) - County Manager John Link reported that Orange County is in a very strong financial position as measured in the most recent audit for fiscal year ending June 30, 1997. Cash and investments were approximate $12.9 million which is an increase of $2.2 million from June 30, 1996. The General Fund undesignated fund balance was $9.3 million as of June 30, 1997. This is an increase of $1.7 million from June 30, 1996. He also reported that the fund balance was 11.8% of 1997 expenditures and the County bond ratings are AA+ (Standard & Poor's) and Aa1 (Moody's). He also reviewed assumptions for major revenues and expenditures as well as operational issues for 1998-1999. The projections indicate a possible increase of between $.03 and $.05 cents on the projected tax rate for 1998-1999. In response to a question, he indicated that the County would not be issuing Bonds for school construction during the next fiscal year. Regarding the Recreation & Parks bonds, he mentioned that discussions would begin soon regarding possible specific locations for park lands. He indicated that the sales tax revenue is not sufficient, nor intended, to pay debt services. Debt service is paid through property tax. He mentioned that one penny ($.01) on the tax rate is approximately $640,000. Council member Capowski indicated that the Town has received an unusually high number of human service funding requests. He felt that the County might anticipate a higher than normal number of requests for the year as well. New Tax Bill Design - Ginger Rolfe, Orange County Tax Collector and John Smith, Orange County Tax Assessor presented information regarding the proposed redesigning of the current Property Tax bill format. The new format will allow the tax bill to communicate additional information to citizens. They both indicated that this is a much improved document which presents information in a readable and understandable format. This new document will produce a cost savings to County departments while at the same time be more useful to citizens. Approximately 66% of the citizens pay by mail and 34% pay in person. The Town Council decided by consensus that the Town Manager would meet with the County Manager to discuss how Chapel Hill could be included in this revised tax bill project. Status and Timelines of Mayor School Capital Protects - John Link presented information regarding the Chapel Hill-Carrboro City Schools major capital projects. Those include the elementary School in Southern Village, an addition to the East Chapel Hill High School and the current status of the Middle School proposed for Meadowmont. He indicated that each of these projects is authorized by a Capital Project Ordinance. The school system will need to amend their present Capital Project Ordinances for these projects. That will then reduce the Capital Project Ordinance by the amount of money requested. There will be an additional opportunity for comment by elected officials during the March/April timeframe when the CIP is presented to the Board of Commissioners. A written outline of his comments is included herein by reference. A copy of that outline is in the permanent agenda file in the Clerk's office. Status of Sportsplex: Commissioner Halkiotis reported that the facility is not in jeopardy of closing its doors. It is in the best interest of the investors that the facility stay open. The Durham Parks & Recreation Department subsidizes their pool operation in the amount of $554,000 for 2 indoor and 3 outdoor pools. The Town of Chapel Hill is also subsidizing pools in the amount of $275,000. Orange County has made a contribution of $400,000 per year. This year $125,000 was returned to the County by way of taxes. That makes the County's net contribution $275,000. The SportsPlex is generating sufficient income to pay its expenses and payroll. The repayment of the bond and debt structure is the area of difficulty that the facility is facing. The debt for this facility may need to be restructured. The Durham YMCA has expressed an interest in stepping in and taking over this operation. The County is committed to the pool remaining open and being available for Orange County citizens, however, who runs the facility is not a primary concern. He agreed to distribute information to the Chapel Hill Town Council regarding the number of Chapel Hill citizens who regularly use the pool facilities. Procedure for Chapel Hill's Acquisition of Park Bond Money- John Link reported that in accordance with proposed debt policy, the County will strive to sell bonds only once each fiscal year. Prior to the Commissioners determination of when to sell bonds and the amount of bonds to sell, project descriptions and cash flow projections are required for each bond project. If the Town anticipates needing this money by fiscal year 1999 that information will need to be presented to the Commissioners by October of 1998. The County is currently planning initial sale of the 1997 bonds in early 1999. This means that the County would need to receive by September, 1998 all timetables and cash flow requirements for all projects to be included in that bond sale. Once the bonds are sold and the County receives the funds, disbursements for project expenditures occur after the adoption of a Capital Project Ordinance by the County. The County then disburses the bond funds upon receipt of documented project expenditures. An outline of John Link's comments are included herein by reference. A copy of that outline is in the permanent agenda file in the Clerk's office. Mayor Rosemary Waldorf asked if it would be possible for Chapel Hill to make a proposal to combine additional school funds with the bond funds. John Link indicated that that might be possible, but it would require a change in the Commissioners policy. Town Manager Cal Horton mentioned that the school system has communicated that if they can receive $100,000 by April they will be in a position to have the soccer field fully operational for all uses. Chair Margaret Brown suggested that the Town Council work with the School Boards. In response to a question from Commissioner Crowther, it was pointed out that a Master Plan for the Southern Park does not exist. Mayor Waldorf stated that since funds from all over the County would build the park she felt that a joint County-wide master plan should be done. Commissioner Halkiotis felt that a member of the Board of Commissioners and the County Manager should be a part of the Task Force that would create such a Master Plan. Natural Area Elements of the Orange County Comprehensive Plan • Commission for the Environment - Commissioner Gordon presented an update on this Commission which will advise the Board of Commissioners on matters of environmental policy, including water resources, air quality and natural resources. In future months the Commission may review and work toward Board of Commissioner goals for natural resource preservation, water resources protection, and wastewater treatment systems. • Water Resources Committee - David Stancil reported that this Committee is charged with investigating ground water quantity and quality issues in Orange County and developing the Geographic Information System (GIS) database of ground water-related information. Phase 1 of the investigation was completed in October 1996, with USGS report on ground water recharge rates in County watershed basins. Phase II began July 1, 1997, and expanded the investigation with USGS to include water quality sampling, wellhead protection, educational programs and refined ground water availability mapping. The Orange County Ground Water Center housed in Soil & Water District offices, provides service/information centers for citizens with questions about ground water. Council member Andresen mentioned that she felt that this was an important and progressive project for the County to initiate. Historic Preservation Commission - Don Belk reported that this Commission recently completed the nomination of Cedar Grove Crossroads Rural Historic District to the National Register of Historic Places. The official listing is expected by April 1998. The first group of "Orange County Historic Landmarks will be designated by June 1998. They have also applied for a grant to complete the National Register Nomination for the St. Mary's Road/Trading Path Historic corridor. Human Services Update • Skills Development Center - John Link reported that bids were received on November 20, 1997. The Commissioners have authorized negotiations with the apparent low bidder. Bid award/contract approval by Board of Commissioners is anticipated for February 17, 1998 with construction anticipated to begin no later than March 2, 1998 with a projected seven month construction period. The anticipated completion is September 30, 1998. He mentioned that the services offered in this facility will address the challenges of Orange County citizens who are faced with under-employment and welfare reform. • Southern Human Services Center - John Link reported that the Town of Chapel Hill has conducted final inspections of the facility. The County will petition the Town for a conditional Certificate of Occupancy, pending the completion of the left turn lane which was a condition of the Special Use Permit issued by the Town on July 5, 1994. The County plans to open for business on Monday, March 16, 1998. • Joint Master Recreation and Parks Plan Work Group - John Link reported that this Work Group consists of representatives from the Towns of Chapel Hill, Hillsborough and Orange County. The Charge to the Work Group is to update and modify the Master Recreation and Parks Plan to be a joint long-range capital facilities plan for Orange County, Carrboro and Chapel Hill and to present the new plan at the October 8, 1998 Joint Planning Area public hearing. He listed the items this plan will include and indicated that they could be modified and/or added prior to implementation. A list of the components in the plan are in the permanent agenda file in the Clerk's office. • Orange County Work First - John Link mentioned that Work First is an employment and training program that focuses on work and personal responsibility in encouraging people to move from welfare to work. Work First helps families move to independence and self-sufficiency. He reviewed the Orange County Work First Profile which presented specific Chapel Hill-Carrboro data. This information is in the permanent agenda file in the Clerk's office. Concern was expressed regarding the provision of child care and the availability of transportation for parents moving into the workforce. There was discussion about the possibility of providing van pools and/or car pools. Also, that it might be effective to have a mobility specialist work with these citizens. CHAPEL HILL STATUS REPORT - Town Manager Cal Horton indicated that the Town of Chapel Hill is in excellent financial condition and he felt that there may be a recommendation for a tax increase for the fiscal year 1998-1999. He presented brief overviews of the following topics. Planning for Southern Village Gymnasium - A brief update on planning for this project was given. Town of Chapel Hill and Chatham County Joint Meetings -The elected officials of Chatham County and the Town of Chapel Hill have met several times to discuss topics of general interest. They intend to meet again this week to discuss transportation, water issues and solid waste. These meetings are not intended to be decision making forums, but rather to encourage open dialogue. Council member Capowski mentioned that Chatham has closed it landfill and is transporting its solid waste to Kernersville. Joint Chapel Hill-Orange County Meeting with Legislative Delegates - Council member Brown asked if the members of the Board of Commissioners were interested in participating in a joint Chapel Hill/Orange County meeting with the Legislative Delegates. There was consensus among the members of both the Board of Commissioners and the Town Council to proceed with the meeting. The Town and County Managers will arrange this meeting during the long session after the November elections. Status on Chapel Hill's Northwest Area Plan - Council member Evans indicated that she had worked on this project prior to being elected to the Council. It has been in limbo for some time because of the issues surrounding Site 17 and she would like to move this issue forward. She suggested that it is an appropriate issue for the Assembly of Governments to discuss. Council member Andresen suggested that the individual Boards look at this issue once again. Council member Evans mentioned that the Greene Tract could be removed from this discussion and progress could be made on the remainder of the area. Commissioner Gordon mentioned that the Village Center of the Northwest Area Plan was the Greene Tract. That issue was not decided during the earlier discussions. Council member Capowski commented that the solid waste decision process needs to move forward before this discussion on the Northwest Area Plan is reintroduced. POSSIBLE LONG-TERM JOINT VENTURES Joint Staff Effort to Focus on Energy Conservation/Usage - Council member Brown introduced the idea of hiring a new staff person who would be employed jointly by Chapel Hill and Orange County to take action to conserve energy. Part of this employee's salary could be paid for by the anticipated savings. There was consensus to request the Town and County Managers to study this issue using County Engineer Paul Thames as a resource. Both transportation and building issues could be included in this study. Joint Ventures on Centralized Purchasing with Emphasis on Recycled Products - It was suggested that the Chapel Hill and Orange County Purchasing Departments work together on a joint venture to save on purchasing items. It was suggested that the school systems be contacted as well. Joint Efforts on Information Systems - Chair Brown mentioned that Orange County has a strategic plan to upgrade the County's Information Systems. It could be an effective way to both save money and share resources to work jointly on some parts of this project. Commissioner Halkiotis mentioned that the Orange County Schools Administration has been working with the Orange County Geographic Information System (GIS) and the Land Records Department to pinpoint growth. He suggested that the Chapel Hill-Carrboro System participate in this way. There was consensus from both Boards to work toward the implementation of a joint information system. Town Manager Cal Horton mentioned that they also have an Information Systems Committee. He suggested that the Town and County Information Systems Committees work together on this effort. Council member Andresen mentioned electronic file sharing as a future option. She also mentioned that she would like to have a discussion about the possibility of merging the Town and County Planning Departments sometime in the future. Blue Cross & Blue Shield - Commissioner Halkiotis mentioned that he is very interested in BCBS remaining in Orange County. He requested that both Mayor Waldorf and Chair Brown meet with the CEO of BCBS and discuss their future plans. Mayor Waldorf indicated that she in the process of scheduling a meeting to discuss Blue Cross/Blue Shields' future plans. ADJOURNMENT: There being no further business, the meeting was adjourned. Margaret W. Brown, Chair Kathy Baker, Deputy Clerk