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HomeMy WebLinkAboutMinutes - 19980331APPROVED JUNE 2, 1998 ORANGE COUNTY BOARD OF COMMISSIONERS BI-MONTHLY WORK SESSION MINUTES MARCH 31, 1998 The Orange County Board of Commissioners met in regular session for a bi-monthly work session on March 31, 1998 in the new Southern Human Services Center, 2505 Homestead Road, Chapel Hill, North Carolina. COUNTY COMMISSIONERS PRESENT: Chairwoman Margaret W. Brown, and Commissioners William L. Crowther, and Stephen H. Halkiotis. COUNTY COMMISSIONERS ABSENT: Commissioners Moses Carey, Jr. and Alice M. Gordon. ORANGE COUNTY STAFF PRESENT: County Manager John M. Link, Jr., Assistant County Managers Rod Visser and Albert Kittrell and Deputy Clerk to the Board Kathy Baker. Other staff members will be identified as necessary below. The meeting was convened by Chair Margaret Brown. Commissioner Stephen Halkiotis asked for a moment of silence in recognition of the tragic death of a student at Culbreth Middle School. Commissioner Halkiotis asked the County Manager to prepare a report showing the percentage increase in taxes statewide over the last 10 years. His interest was in showing how Orange County ranks along with other North Carolina counties. John Link agreed to work with the NCACC to compile this report. He mentioned that he would include Orange County's statewide ranking in the area of school funding. 1998-2008 CAPITAL INVESTMENT PLAN (CIP): John Link presented the 1998-2008 Capital Investment Plan. He referred to page seventy-five of the CIP which states that a Project Ordinance would be required for each major capital project for both School Systems and for County Government. If there is a major change plus or minus (+/-) $50,000 a revised Project Ordinance would be required. Also, he referred to School Cost/Capital Reserve which addresses the one (.01) cent reserve accumulation for the last three years. Three years ago the Board of Commissioners indicated that they intended to review the allocation of this one (.01) cent reserve fund in 1998 in order to determine if they wanted to continue with the current use or to reallocate future monies. He mentioned that when the senior center bond failed a real need was created for additional funding for senior centers as well as for renovation of the Skills Development Center. He recommended that this one cent reserve be reallocated for county projects. He mentioned that there is currently $1.6 Million in that fund. He also mentioned that if private placement were pursued for these projects, the debt payments would not be due until the 1999-2000 fiscal year. County Manager Link stated that when either of the school boards approach the Board of Commissioners for increased financial support to cover the cost of ongoing projects, several areas will be addressed. The schools are strongly encouraged to collocate facilities. They should attempt to locate the additional funds through other internal avenues before requesting additional funds from the county. Also, a Project Ordinance amendment must be submitted for each request. SCHOOL PROJECT: Chapel Hill Carrboro CitV Schools: School Board Chair Nick Didow assured the County Commissioners that the School Board is being fiscally responsible . They have been faced with many unexpected startup costs for their new schools. He gave several examples, including the sidewalks, road widening, paving and other entry and exit requirements for the East Chapel Hill High School project. He also noted the unexpected discovery of the large boulder on the McDougle Middle School site and the unusually large retention pond required by the Town of Carrboro. He pointed out that they needed to keep the $500,000 in their contingency fund until the completion of the Southern Village Elementary School and the East Chapel Hill High School addition. They feel they are being prudent in keeping a significant amount of money in a contingency fund until the current projects are complete. Bill Mullin, the Chapel Hill Carrboro City Schools Facilities Director, agreed with Mr. Didow that the contingency funds should be retained until completion of the projects. At that time those funds could be allocated to other projects. Chair Brown requested that those funds be listed on an amended Project Ordinance form when they are reallocated. County Manager John Link pointed out that this process is designed to provide the Board of Commissioners a level of confidence in knowing where and how the funds are being allocated. He requested clarification regarding the $1.2 million for Southern Village Elementary and the $1 million for the East Chapel Hill High School. Attorney Bob Jessup pointed out that both the bank and the Local Government Commission would need to approve any change in where this money was spent. A handout was distributed entitled "Estimated Cost of "Tier A Middle School" which showed three possible costs ranging from $95.00 per square foot to $125 per square foot. School Board Chair Nick Didow pointed out that the School Board has been working under the assumption that a site would be donated for Meadowmont. In December it became uncertain when, or if, this land would be donated. There is currently an urgent need for expanded capacity. At the present time they are identifying sites and considering options for increasing capacity of existing schools. Staff has initiated communication with several land owners about possible sites. There is some hope of receiving donated land but if that does not occur they will be required to purchase land. The intention is to have the additional capacity by the fall of 2001 which means that they need to have the project under way by December of 1998. There was discussion regarding the renovation for Culbreth Middle School. The $2.3 Million Dollars is intended to renovate the entire school including the auditorium. County Manager Link stated that based on the current policy a formula is used to allocate funds per student in each system. If unexpected costs are faced by the school system, payment of those costs must first be funded from within each system. This is the same requirement faced by the County itself. The County would consider reallocation of funds from other internal projects before they sought other sources of funding. The School Systems need to use that approach. In response to a question, Bill Mullin, Chapel Hill Carrboro City School Facilities Director, indicated that the category "Planning for Future Projects" is intended to pay for architects and engineering studies prior to initiating the project. He mentioned several of the upcoming projects and answered questions regarding those projects. In response to a question from Commissioner Crowther, County Manager Link indicated that he had not received CIP requests from any of the Charter Schools. He pointed out that the Commissioners were not required to provide money for capital needs for Charter Schools and he suggested that they resist those requests. Orange County Schools: County Manager Link asked the Superintendent for an update on plans for the new high school and possible location. In particular he asked if there were any structural challenges which may already be identified. He also asked about cost figures and if they anticipated using the School Park fund. Superintendent Randy Bridges stated that they do not have square foot figures for either the proposed elementary school or high school. They do have overall cost amounts of thirteen million dollars ($13 million) and twelve million five hundred thousand dollars ($12.5 million) respectively. Those figures include all costs. If either of the schools come in under those figures he will inform the Board of County Commissioners regarding how they would like to redistribute those funds. The School Board recently approved a site and staff is moving ahead with plans for that site. They are open to discussing the possibility of locating a park on that site; however, several concerns, including sewer availability, need to be resolved first. At that time they will consider the feasibility of locating a park on the site. County Proiects: County Manager Link mentioned several items of importance with regard to county capital improvements. He mentioned several of the bond functions, including housing, recreation & parks and the sewer bonds. The Richard E. Whitted Human Services Center, the Northern Human Services Center and the replacement of the Galleria Senior Center are top priorities in terms of major capital projects. Another area of importance is the maintenance of existing facilities. Lastly, he mentioned that there were other items not addressed in the above categories. The Recreation and Parks Study Group will make a recommendation in the near future regarding anticipated needs. They will address the potential for cooperation with other jurisdictions including the school systems. He mentioned that a recommendation will be forthcoming from staff on the process for establishing a committee of interested groups with experience regarding affordable housing. That group will create a policy for the Board of Commissioners to discuss, review and ultimately adopt. That policy would then guide the funding process. In the near future, County Engineer Paul Thames will present options for using a combination of County funds and grant money for the Efland Sewer project. Chair Brown requested that County staff provide information for the April 7th meeting regarding what percentage of housing built in Orange County within the last ten years is classified as affordable housing. She also asked that a representative from each of the School Boards attend the Parks & Recreation Task Force to discuss possible bond projects. Budget Director Donna Dean handed out a summary of the County's proposal to address major repairs and renovations of County facilities. County Manager Link mentioned the need to renovate the Northern Human Services Center and to build a senior center. A new location for the Senior citizens program presently at the Galleria would need to be operational by the year 2001. The $280,000 listed for Orange Enterprises is for future projects after the year 2000. Commissioner Crowther indicated that he would like to see the date for this project moved up several years on the schedule. OPC Mental Health will occupy most of the Northside facility. They are aware that there is not a great deal of County money available for remodeling. The contractors began work on the Skills Development Center located at 503 West Franklin several weeks ago and are progressing with this renovation. County Manager Link indicated that technological challenges are being addressed with the help of the Information Technology Advisory Committee. The LEGACY System will be replaced in the future and consultants will be hired to help with that project. Commissioner Crowther requested that if the proposed Firing Range is pursued that it be included as a item in the CIP under Public Safety. Commissioner Halkiotis indicated that he would be meeting with the Sheriff in the near future and will report to the Board of Commissioners in late April or early May. Commissioner Halkiotis indicated that the current EMS facility needs enlarging and upgrading. He pointed out that there was no space for additional parking for emergency vehicles and that there is no location for outdoor repair of equipment. EMS Director Nick Waters agreed and indicated that they are in need of additional space. Commissioner Halkiotis asked that the small house located along the driveway of the new Southern Human Services Center be renovated, at least on the outside, as soon as possible. It is what citizens first see as they enter the driveway and it is important that it be in good repair. County Manager John Link indicated that this house would be used by the Cooperative Extension Service in the future and that the initial repairs will begin shortly. Cooperative Extension Director Fletcher Barber mentioned some of the possible uses of this facility by his department. Commissioner Halkiotis suggested that this area could also be used to display local horticulture for educational purposes. Mr. Barber indicated that there was a pond behind the house which could be used to display plants used for weed control. 1998 POSSIBLE LEGISLATIVE ISSUES: This item was presented to discuss issues that the Board may wish to consider as part of a legislative agenda for consideration in the 1998 session of the North Carolina General Assembly. County Attorney Geoff Gledhill presented a brief update on the legislative issues listed in the agenda packet which are likely candidates for consideration in this short session of the General Assembly. After discussion it was decided, by consensus, to send the following items to public hearing for possible inclusion. 1. Support of House Bill 271 which would provide for the reimbursement to public school administrative units of sales tax paid by those units. 2. Support of passage of a bill calling for the study of practical/fiscal impact on school administrative units of the requirement that county public school administrative units impound vehicles confiscated from repeat DWI offenders. 3. Support of the passage of a bill calling for the study of additional property tax discounts for the elderly. 4. The passage of legislation which would require the NC Pesticide Board to adopt regulations pertaining to providing notice of pesticide applications. 5. Introduction of and support of a local act authorizing Orange County and the School Boards of Orange County and Chapel Hill/Carrboro to enter into direct negotiations with separate prime contractors for the construction of new school facilities. 6. Introduction of and support of a local act adding Orange County to those counties who must consent to the acquisition or condemnation of land in Orange County by another local government located outside of Orange County. 7. Introduction of and support of a local act to add Orange County to those counties which Senate Bill 94 authorizes to levy a 1 % sales tax(which would exempt from the tax the sales of food), following the passage of a local referendum, with the proceeds to be used for school capital projects. 8. Introduction of and support of a local act to authorize Orange County to regulate, by ordinance, the emission of pollutants or contaminates. 9. Support of the North Carolina Association of County Commissioners in its support of the passage of a Statewide bill authorizing the levy of a local option 1 % sales tax (which would exempt from the tax the sales of food), following the passage of a local referendum, the proceeds of which would be shared by counties and municipalities to be used for capital projects. 10. Support of the NCACC in its support of the passage of legislation to increase the facilities fee and officers fee to help offset the cost to counties of providing court and court-related facilities. ADJOURNMENT: With no further items to consider, Chair Brown adjourned the meeting. The next regular meeting will be held on Tuesday, April 7, 1998 in the Judge F. Gordon Battle Courtroom, new Courthouse, Margaret Lane, Hillsborough, North Carolina. Margaret W. Brown, Chair Kathy Baker, Deputy Clerk