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HomeMy WebLinkAboutMinutes - 19980622APPROVED 10/20/98 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS June 22, 1998 5:30 Budget Work Session The Orange County Board of County Commissioners met for a budget work session resumed from June 16, 1998 at 5:30 p.m. in the Southern Human Services Center, 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. ALL RECORDINGS OF THE MEETING WILL BE KEPT FOR 5 YEARS. EMPLOYEE COMPENSATION Commissioner Gordon said that she has been working on some ideas for pay compensation. She distributed her recommendation which is attached to these minutes and incorporated by reference. Her "possible revision of the current pay plan" changed the career growth recognition award to a supplemental income fund to be determined. The performance award would be given to those employees found to be outstanding, eliminating the highly effective award and capping the outstanding award at 4-6% per year or an average of 5% over two years. She explained that the performance award could be changed to "Meritorious Service Awards" if and when that is approved. She highlighted the possible revisions to the operating budget and to the CIP. Commissioner Gordon suggested that the County Commissioners set aside some time in a work session to discuss methods of compensation, including merit pay and performance evaluation, compensation plan and employee benefits with attention to employees who receive relatively low pay. Possible revisions to school funding were to authorize an increase of 1.3 cents in the district tax from 17.9 to 19.2 for the Chapel Hill-Carrboro City Schools. If the Orange county Schools wish to appropriate additional fund balance as the Manager recommended, the county will pick up recurring costs if necessary in the future for up to $410,000 or approximately $64.80 per pupil. She referred to the memorandum "Suggested Parameters for Appropriation of School Fund Balance" written by John Link, which explains the process. The County will also provide the necessary start-up costs for opening two new schools. In response to Commissioner Gordon's proposal, Commissioner Carey expressed a concern about the pay plan which includes two parts where we are going to ask the manager for a recommendation on what to do. He has a problem with that. He feels the County Commissioners should decide what the plan will be. He also is concerned that the County Commissioners have spent a lot of time working on goals of the pay plan and that they gave direction to the staff who have responded with a plan which addresses all the concerns the County Commissioners put on the list including salary compression, career growth, etc. It seems that the current plan has not worked and he feels that the plan as recommended has a chance of working. He also has a problem with the meritorious award because it injects the commissioners in the process. Commissioner Gordon said that the Meritorious Service Awards would be given based on a plan yet to be determined. The County Commissioners will approve the process for how these awards will be determined. Commissioner Carey stated that he has a problem with the Meritorious Service Awards. He feels we should approve the pay plan as presented by the County Manager. On the career growth awards, he would rather keep what we have than go to one that clearly will not address the salary compression issues the County is facing. Also with the unemployment rate at 1.1 % and the number of people hired above the minimum step, the County clearly has a competition problem here in Orange County and it will get worse. Commissioner Halkiotis stated that there have been a lot of fax messages sent during this budget process and he hopes that does not happen again. He thanked Commissioner Gordon for all her work that she put into her proposal and said he supports her plan. He feels the career growth is a COLA in disguise. He supports the meritorious award idea that was submitted by Commissioner Gordon. He feels it is worth the effort. Commissioner Halkiotis asked about the 3/4 position in the Register of Deeds office. He understands this is going to be funded through lapsed salary which will not have an impact on the budget. Last week he asked about the two positions in the Health Department which were previously funded with grant funds and he was told they were vacant and now he understands that there are people in those positions who will lose their jobs. He hopes that if anyone is affected by any action taken last week that they would be given an opportunity to apply for any vacancies that are available. John Link clarified that there are not any permanent employees in these positions. There is one person in a temporary position who has been there for over one year. This temporary status will end on July 31 and Ms. McAdoo has not been promised a permanent position. If there is anything they can do to find her another position in County government, they will do so. Commissioner Crowther feels that employees do need a 401 K plan and he feels it should be included. Chair Margaret Brown thanked Commissioner Gordon for her proposal. She agrees with the 2.5% COLA. She likes Commissioner Gordon's suggestion for performance awards. She suggested a work session in October with a clear understanding of what Orange County gives to their employees. She would like to see more information on 401K and if employees can do matching and how many are involved already. She agrees with the comments made by Commissioner Halkiotis. She would like to see some way employees could be compensated for suggestions which result in a savings to the County. She would like to understand how compression has impacted the present work force and how many and what professions fall into this category. She agrees that the $614,040 for technology should be kept in a reserve fund to be allocated as approved by the County Commissioners and she supports the school funding as recommended by Commissioner Gordon. Commissioner Carey said that the County Commissioners did have a work session on the employee compensation plan last October and gave direction to the staff. Chair Margaret Brown said she did not remember the details of that work session. He explained that when most new hires are coming in above the hiring range, other employees who have been here for years end up making less than new employees. Commissioner Gordon said that she does not feel that the concerns of the County Commissioners, as stated in the October work session, were addressed. She feels that the compression problem may be with technical fields and not with many of the other positions. Commissioner Gordon emphasized that she wants to reward those employees who are outstanding and who are in the top 5%. Her revision of the current pay plan would reward those 5% more than the present plan. She said that there are some employees who are top notch and should be getting more. She wants to look at the whole system of benefits. She would like to see the percent of pay we give in benefits. She wants a plan that costs relatively the same over the years as the current plan. Commissioner Gordon stated that our compensation plan should provide pay and benefits commensurate with the performance of the employees, thus providing more differentiation in compensation than at present among the outstanding, effective and low performing employees. John Link asked Commissioner Gordon about her suggestion of adding an additional $150,000 to the County Commissioners Contingency fund which is now $100,000. He said that he would like to come back with a plan that would consider all employees and a plan that would relate to the present workplan process. Chair Brown asked that John Link also include targeting a certain group of employees below a certain salary schedule. She feels there are various ways to do that and she would like to see something innovative. Commissioner Halkiotis would like to give employees 3% COLA and nothing else. He does not feel that there can be consistency in any merit program. John Link said that the 3% COLA would suspend the WPPR. He would like to come back with proposals on the merit program. Commissioner Carey said that what he hears is that the County Commissioners are going to scrap any kind of workplan process that is now in place. He feels we are moving in a direction that is detrimental to County employees. He does not feel moving to a 3% COLA does anything for those who perform at the highest level on a consistent basis. Commissioner Halkiotis made reference to the work compression issue and said that he does not feel we can solve this issue by throwing more money into it. He feels we need to study the issue of those who make the lowest amount. Commissioner Gordon said that her plan keeps the cost of living increase at 2.5%. She does not suggest that we scrap the WPPR. She would have the evaluations continue and then decide what to do at a later date. John Link asked that the County Commissioners consider reserving in their contingency fund the amount of 44,638 which would be the cost of the 401 K effective 1/11/99. A motion was made by Commissioner Gordon, seconded by Commissioner Halkiotis to approve the revision of the current pay plan and the development of a process for meritorious service awards as presented by Commissioner Gordon on pages 1 and 2 of her handout. Commissioner Carey said that he will vote against this motion because it treats the county employees unfairly and it does not recognize the employees who are dedicated to Orange County. Also, it puts us in a noncompetitive arena. VOTE: 3 - 2 (Moses Carey and Bill Crowther) Register of Deeds Position Register of Deeds Betty June Hayes said that there would not be any impact on her budget by adding this 3/4 of a position. She explained how she downgraded a position so that extra funds would be available for a six hour a day position or 32 hours a week. She said that all of these adjustments will cost Orange County $486.00. A motion was made by Commissioner Halkiotis, seconded by Chair Brown to put the money for this position in reserve and to revisit it in August. VOTE: 3 - 2 (Commissioner Carey and Commissioner Crowther) A motion was made by Commissioner Gordon, seconded by Commissioner Halkiotis to approve all other budget revisions on page 3 and at the top of page 4 and as incorporated into these minutes by reference. VOTE: Ayes, 3, Nos (Commissioner Carey and Commissioner Crowther) School Funding A motion was made by Commissioner Halkiotis, seconded by Commissioner Gordon to approve the budget as recommended by the County Manager and the revisions to school funding as presented by Commissioner Gordon and as incorporated into these minutes by reference. VOTE: Ayes, 3, Nos, 2 (Commissioner Crowther and Commissioner Carey) ADJOURNMENT A motion was made by Commissioner Halkiotis, seconded by Commissioner Gordon to adjourn this adjourned session of the Board of County Commissioners. The next regular meeting will be held later in the evening on June 22, 1998 at 7:30 p.m. in the Southern Human Services Center in Chapel Hill, North Carolina. Margaret W. Brown, Chair Beverly A. Blythe, Clerk APPROVED 1114198 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS REGULAR MEETING JUNE 22, 1998 8 The Orange County Board of Commissioners met in regular session on Monday, June 22, 1998 at 7:30 p.m. in the 9 Board Room at the Southern Human Services Center, Chapel Hill, North Carolina. 10 11 COUNTY COMMISSIONERS PRESENT: Chair Margaret W. Brown, and Commissioners Moses 12 Carey, Jr., William L. Crowther, Alice M. Gordon and Stephen H. Halkiotis. 13 COUNTY ATTORNEY PRESENT: Geoffrey Gledhill 14 COUNTY STAFF PRESENT: County Manager John M. Link, Jr., Assistant County Managers Rod 15 Visser and Albert Kittrell and Clerk to the Board Beverly A. Blythe (All other staff members will be identified 16 appropriately below) 17 18 NOTE: ALL DOCUMENTS REFERRED TO IN THESE MINUTES ARE IN THE PERMANENT 19 AGENDA FILE IN THE CLERK'S OFFICE. 20 21 22 1. ADDITIONS OR CHANGES TO THE AGENDA 23 Item 9-f "Disposition of Chapel Hill-Carrboro City Schools Property" was deleted from the agenda. 24 A motion was made by Commissioner Carey, seconded by Commissioner Halkiotis to add for consideration an 25 appointment to the Chapel Hill Transportation Board under regular appointments. 26 VOTE: Unanimous 27 28 2. CITIZEN & AUDIENCE COMMENTS 29 a. Matters on the Printed Agenda 30 Chair Brown stated that citizens who have indicated a desire to speak on an item that appears on 31 the printed agenda will be recognized at the appropriate time b. Matters not on the Printed Agenda Mrs. Edith Hubbard, Chair of the JOCCA Board of Directors, asked to meet with the County Commissioners in October to talk about additional funding for JOCCA. Jack Davis made reference to fire inspection fees and the determination of the courts in his case against the Town of Hillsborough. He said that the Town has entered a judgment against him with the credit bureau and he feels this is against the law. He asked the County's help in removing this judgment. County staff will investigate and report back to the Board. Brenda Crowder-Gaines, Vice Chair of the Board of Health, thanked the County Commissioners for their support. She voiced her concern about the three health education positions in the budget which were not funded. They have already started health education out of the Office of Community Education but there are only two people in that office and they will not be able to take care of the requests they receive. She listed the health education components that would have been covered by these positions and said that these positions would have facilitated what they are trying to doing in certain communities in this County. She asked that the County Commissioners reconsider funding these positions. Bessie Wiggins spoke about the health education positions. She presented a petition with 113 names asking that these positions be reconsidered. She also submitted a letter of support from the Northern Resource Center Board. Mariah McPherson, member of the Human Relations Commissions, said that the Human Relations Department is one department that is actually generating income for Orange County. This department will bring in $132,465 in revenue this year. The hiring of the position they requested will increase the revenue they receive. She noted that Oliver Melvin does a great job in helping people. She supports this department and asked the County Commissioners to fund this position saying that they need it and the public needs it. She feels that Human Relations is the most important thing on earth. 57 58 PUBLIC CHARGE 59 Chair Margaret Brown dispensed with the reading of the public charge. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 3. BOARD COMMENTS Commissioner Gordon said that the information in report "A" is updated information. In summary, over the last 44 years, there have been 22 years during which three commissioners resided in Chapel Hill Township. There have been ten years during which two commissioners resided in Chapel Hill Township and there have been six years during which four commissioners resided in Chapel Hill Township and another four years when only one commissioner resided in Chapel Hill Township. 4. COUNTY MANAGER'S REPORT - NONE 5. RESOLUTIONSIPROCLAMATIONS a. Resolution in Support of Expanding Smart Start Statewide The Board considered a resolution supporting the expansion of the Governor's Smart Start program to all 100 North Carolina counties. A motion was made by Commissioner Carey, seconded by Commissioner Crowther to approve the resolution as stated below: RESOLUTION OF SUPPORT FOR THE GOVERNOR'S SMART START INITIATIVE WHEREAS, the Governor's Smart Start initiative was created to provide children and their families with the resources they need to enter school healthy and ready to learn, so that they may succeed and be productive members of society; and, WHEREAS, the Smart Start program has created more than 35,000 new child care openings and has provided funds to help over 50,000 lower-income children receive day care; and, WHEREAS, Smart Start has provided more than 100,000 North Carolina children with higher quality child care, over 97,000 children with preventive health care and 26,000 child care teachers with education and training; and, WHEREAS, More than 5,500 child care teachers have improved their teaching skills through education and training thanks to Smart Start's Teacher Education and Compensation Helps (T.E.A.C.H.) program; and, WHEREAS, Earlier this year, the North Carolina General Assembly passed legislation that provided access to comprehensive health insurance to 71,000 children of working families as part of Smart Start; and, WHEREAS, Orange County is one of 55 counties statewide to benefit from enhanced health care, child care and educational opportunities provided by the Smart Start initiative; and, WHEREAS, Governor Hunt has asked the North Carolina General Assembly for $57 million to expand Smart Start. to every county in the state. NOW, THEREFORE, BE IT RESOLVED that the Orange County Board of Commissioners, does hereby express its support for the Smart Start Early Childhood health and educational program, and encourages members of the North Carolina General Assembly to demonstrate their support by passing the I Governor's request to expand Smart Start statewide. 3 VOTE: UNANIMOUS 6. SPECIAL PRESENTATIONS - NONE 7. PUBLIC HEARINGS - NONE 8. ITEMS FOR DECISION - CONSENT AGENDA A motion was made by Commissioner Halkiotis, seconded by Commissioner Carey to approve those items on the Consent Agenda as stated below: VOTE: Unanimous a. Appointments The Board approved the following appointments: Orange County Planning Board Renee Price and Leo Allison reappointed for terms ending March 31, 2001 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 Industrial Facilities & Pollution Control Facilities Authority Alois Callemyn appointed for a term ending March 20, 2001 Esther W. Tate appointed for a term ending March 20, 199 Carrboro Board of Adjustment Frank W. Hammill, Jr. appointed for an unexpired term ending March 31, 1999 Stephen Dear reappointed for a term ending March 31, 2001 Historic Preservation Commission Rachel Gaya appointed for an unexpired term ending March 31, 1999 Brenda VanHook appointed for an unexpired term ending March 31, 2001 Human Relations Commission Teresa McDonald appointed for an unexpired term ending June 30, 1999 James Spivey, Josephine Harris and Quinton Baker reappointed for terms ending 6/30/01 Maria Palmer and Andres Sequera appointed for terms ending June 30, 2001 Adult Care Home Community Advisory Committee Lori Anne Shapiro reappointed for a term ending June 30, 1999 Commission for Women Leticia Lumpkins appointed for a term ending June 30, 2001 Workplace Development Board Gloria Williams, Lynn P. Woody, Cleon Currie and Thomas King reappointed for terms ending June 30, 2001 Nursing Home Community Advisory Committee Jack Vogt appointed for a term ending June 30, 1999 Human Services Advisory Commission Deborah Linn Kinert appointed for a term ending March 30, 2001 Advisory Board on Aging Florence Gray Soltys, Ruth Page, Beth Ellen Barba reappointed for terms ending June 30, 2001 Marvin Block appointed for an unexpired term ending June 30, 2000 Agricultural Districts Advisory Board. Nancy Goodwin reappointed for a term ending June 30, 2001 b. Minutes The Board approved the minutes for the Oct. 6, 1997 regular meeting; Oct. 30 1997 bimonthly work session; Nov. 3, 1997 regular meeting; and, Nov. 20, 1997 work session on solid waste. C. Renewal agreement - Town of Hillsborough fire inspections This item was moved to the end of the Consent Agenda for separate consideration. d. Lease approval - Cedar Grove/Efland Cheeks Family Resource Center, Northern Human Services Center The Board approved and authorized the Chair to sign a renewal lease with the Cedar Grove/Efland Cheek Family Resource Center to occupy space at the Northern Human Services Center. e. Budget Ordinance Amendment #11 The Board approved budget ordinance amendments and grant project amendments incorporated in these minutes by reference. L Employee Assistance Program contract renewal This item was moved to the end of the Consent Agenda for separate consideration. 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 y_ Petition for addition - Wagon Farm Road and Wagon Farm Court, Cheeks Township The Board approved a petition from the N.C. Department of Transportation to add Wagon Farm Road and Wagon Farm Court in the Wagon Farm Trail subdivision, Cheeks Township, to the state-maintained secondary road system. h. HOME Program - OPC Acquisition Program The Board approved and authorized the Chair to sign a development agreement with the Orange-Person- Chatham Mental Health Agency for HOME funding in the amount of $40,000 for rental property acquisition and rehabilitation. i. Housing rehabilitation contract award The Board approved two housing rehabilitation contracts with MDH Construction Company for rehabilitation of properties at 205 Efland Ave., in the amount of $37,140; 605 Lipscomb Grove Church Road, in the amount of $36,000; and 519 Lipscomb Grove Church Road, in the amount of $36,000. L Amendments to Orange County regional landfill tipping fee schedule The Board approved increasing the landfill tipping fee from $35 for mixed solid waste and construction and demolition materials, to $38 per ton for those materials, to become effective July 1, 1998. k. Personnel ordinance revision - living wage The Board approved an amendment to the Orange County Personnel Ordinance to establish a minimum wage of $8 per hour for most County employees. 1. Audit contract for June 30, 1998 fiscal Vear The Board awarded and authorized the Chair to sign a contract for Deloitte and Touche L.L.P. for auditing services for the fiscal year ending June 30, 1998, at an estimated cost of $56,300. M. Fixed asset capitalization policy The Board approved adoption of a policy regarding the valuation of fixed assets for accounting purposes, which would classify fixed assets as those whose useful life exceeds one year, and whose unit cost exceeds $1,000, or those to which a serial number is assigned by the manufacturer. n. Property tax refunds/release The Board approved two requests for property tax refunds and one request for release of property taxes as listed below NAN1E ACCOUNT # AA10UNT Daniel J. Albrecht 210905 $ 73.02 Nicholas D. Feller E56551 $ 117.71 M BL & RJ Associates LLC 202422 Tax Release for 1997 o. CJPP grant acceptance FY 1998-99 This item was moved to the end of the Consent Agenda for separate consideration. P. Lease renewals - nutrition and day care sites The Board approved renewing leases through July 1, 2001 for Wake Opportunities head start at the Northern Human Services Center; the JOCCA nutrition site at the Northern Human Services Center; the JOCCA nutrition site at Northside Community Center in Chapel Hill; and, the Cedar Grove Day Care at the Northern Human Services Center and authorized the Chair to sign. q.. Pyrotechnics permit _ Abundant Life Church The Board approved a request for a pyrotechnics permit by the Abundant Life Church for a July 4 fireworks 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 display. r. Pyrotechnics permit - Orange County Speedway The Board approved a request for a pyrotechnics permit by the Orange County Speedway for a July 3 fireworks display. S. Contract renewal -mail medical services The Board approved renewing a contract with Orange Family Medical Center to provide medical services to inmates at the Orange County Jail through June 30, 1999 at an estimated cost of $16,500 and authorized the Chair to sign. t. Lease renewal - Efland Rescue Unit building The Board approved the renewal of a lease for the Efland Rescue Unit Building and authorized the Chair to sign. U. Contract renewal - property management services/501 W. Franklin St. The Board approved renewing a contract with ESM Associates for property management services at 501 W. Franklin St. through June 30, 1999 at an estimated cost of $5,650 and authorized the Chair to sign. V. Lease renewal - Community School for People Under Six This item was moved to the end of the Consent Agenda for separate consideration. W. Field View - preliminary plan This item was moved to the end of the Consent Agenda for separate consideration. X. Charles Woods subdivision phases 3 and 4 - preliminary plan This item was moved to the end of the Consent Agenda for separate consideration. v. MTK Development preliminary plan This item was moved to the end of the Consent Agenda for separate consideration. Z. Ordinances designating local historic landmarks The Board approved a recommendation by the Historic Preservation Commission to designate the Orange County properties Bingham School, Chatwood, Moorefields and Rigsbee's Rock House, as local historic landmarks. aa. Continuation agreement between UNC Hospitals and Orange County for senior wellness program The Board approved and authorized the Chair to sign an agreement with UNC Hospitals accepting $45,500 from UNC Hospitals to co-sponsor the Department on Aging Senior Wellness Program. bb. Transportation agreement with South Orange EMS and Rescue Squad Inc. The Board approved renewing an agreement with Orange County and South Orange EMS to provide transportation services for the County's EMS system and authorized the Chair to sign. cc. Orange County Kartway Inc. contract renewal This item was moved to the end of the Consent Agenda for separate consideration. dd. Home and Community Care Block Grant The Board approved the 1998-99 Home and Community Care Block Grant Funding Plan for senior citizens with $344,825 in grant funding already appropriated to the Department on Aging, Department of Social Services and JOCCA. ee. Training contract with Center for Employment The Board approved and authorized the Chair to sign a contract with the Center for Employment Training to provide vocational skills training for the 1998-99 fiscal year at an estimated cost of $161,955. ff. Agreement between Orange County and Northen, Blue, Rooks, Thibaut, Anderson and Woods L.L.P. for legal services This item was moved to the end of the Consent Agenda for separate consideration. gg_ Agreement between Orange County and UNC Hospitals for Medicaid caseworkers The Board approved renewing an agreement with UNC Hospitals for the County to provide three full-time income maintenance caseworkers to conduct interviews and initiate Medicaid applications and authorized the Chair to sign. 18 hh. Interlocal agreement with Town of Chapel Hill -GIS products and services 19 The Board approved an interlocal agreement with the Town of Chapel Hill for the mutual purchase of GIS 20 products through the County's vendor, Atlantic Technologies and authorized the Chair to sign. 21 22 ii. North Carolina Division of Emergency Management grant award 23 The Board accepted a grant from the N.C. Emergency Management Agency in the amount of $2276,60 for 24 the purchase of digital camera, GPS and hazardous materials response equipment. 25 26 1L Smart Start grant - Infant home visitation 27 The Board accepted a $5,000 grant from the Orange County Partnership for Young Children (Smart Start) 28 for the infant home visitation program and authorized the Chair to sign. 29 30 VOTE ON THE CONSENT AGENDA: Unanimous 31 32 ITEMS REMOVED FROM THE CONSENT AGENDA 33 34 c. Renewal agreement- Town of Hillsborough fire inspections 35 The Board considered renewing an existing agreement between Orange County and the Town of 36 Hillsborough whereby the County provides state-mandated fire inspections for the town. 37 A motion was made by Commissioner Halkiotis, seconded by Commissioner Crowther to hold off on 38 approving this agreement until August continuing the present agreement with the Town of Hillsborough until that time. 39 VOTE UNANIMOUS 40 41 f. Employee Assistance Program contract renewal 42 The Board considered renewing a contract with Human Affairs International to provide employee 43 assistance program services at an estimated cost of $13,104 for the 1998-99 fiscal year. 44 In answer to a question from Commissioner Crowther, Personnel Director Elaine Holmes said that 3% or 23- 45 25 employees are utilizing this service. She said that supervisors have used the service to work through employee 46 situations. 47 In answer to a question from Commissioner Halkiotis, Elaine Holmes expanded on the services which are 48 provided. They include counseling on financial issues, marital issues, child/parent relationship, etc. The EAP currently 49 serves as Orange County's referral agency for any employee problems related to substance abuse. 50 A motion was made by Commissioner Carey, seconded by Commissioner Halkiotis to approve and 51 authorize the Chair to sign the contract with Human Affairs International to continue the EAP for 1998-99 and authorize 52 the Manager to continue the agreement for the Town of Hillsborough inclusion in the EAP program. 53 VOTE: UNANIMOUS 54 55 0. CJPP grant acceptance FY 1998-99 56 The Board considered accepting grant funds totaling $181,941 from the N.C. Department of Corrections for 57 the Pre-Trial Release Program and a sanctions center. 58 Commissioner Gordon asked if there is any cost to Orange County and Management Analyst Sharron Siler 59 said that there is no cost to Orange County . 60 A motion was made by Commissioner Gordon, seconded by Commissioner Halkiotis to accept the grant award and authorize the Chair to sign contingent upon staff review. VOTE: UNANIMOUS 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 V. Lease renewal - Community School for People Under Six The Board considered extending the lease with the Community School for People Under Six for five years with the option for one five-year renewal. Commissioner Gordon asked about the length of this lease and Director of Purchasing and Central Services Pam Jones said that the lease is for five years with one five year renewal. A motion was made by Commissioner Gordon, seconded by Commissioner Carey to approve a five year lease extension, with one five year renewal for space to be used as a daycare at the Northside community Center, Chapel Hill by Community School for people under Six; and authorize the Chair to sign. VOTE: UNANIMOUS W. Field View - preliminary plan The Board considered approval of a preliminary plan for Field View subdivision. The property is located in Cheeks Township on the north side of West Lebanon Road on both sides of Frazier road. The total acreage to be subdivided is 85.20 acres. Fifty-seven new residential lot that average 1.2 acres in size will be developed. The current zoning is Rural Residential (R-1), Back Creek Protected Watershed, and Upper Eno Protected Watershed. Commissioner Gordon asked about this being in a protected watershed and Planner Eddie Kirk said it is Residential-1 (R-1) and in the Back Creek watershed. He went over the proposed septic systems saying that each lot will have their own individual conventional septic system. The developer Mr. Bradley explained that the average cost of the homes will be between $105,000 and $130,000. There will be several phases of this subdivision. Commissioner Crowther asked for a report on the amount of fees when a project is phased in versus a project that is done all in one phase. A motion was made by Commissioner Crowther, seconded by Commissioner Carey to approve the Preliminary Plan for Field View per the Planning Board recommendation and the resolution included in the agenda. VOTE: UNANIMOUS X. Charles Woods subdivision phases 3 and 4 - preliminary plan The Board considered approval of a preliminary plan for Charles' Woods subdivision phases 3 and 4 in Eno Township. The property is located off the east side of Dumont Drive in Eno Township. It is zoned AR Agricultural- Residential and Lower Eno Protected Watershed in the Land Use Element of the Comprehensive Plan. The approved Concept Plan involved 52 lots with a total area of 81.2 acres proposed to be subdivided. Phase 3 includes 31.33 acres with 5.49 acres in open space. Eleven (11) lots are proposed which average 2.62 acres. Phase 4 includes 18.56 acres with 5.01 acres in open space. Nine (9) lots are proposed which average 1.38 acres. All lots will have individual wells and septic tanks and all roads are proposed to be public. A motion was made by Commissioner Crowther, seconded by Commissioner Carey to approve the preliminary plan for Charles' Woods Phases 3 and 4 subject to the conditions contained in the Resolution of Approval. VOTE: UNANIMOUS V. MTK Development preliminary plan The Board considered approval of a preliminary plan for the MTK Development in Eno Township. The property is located in Eno Township on both sides of Yates Road east of Palmers Grove Church Road. The current zoning is Agricultural-Residential and Lower Eno Protected Watershed. The total acreage of the tract is 38.34 acres. The preliminary plan features 25 new residential lots that average 1.36 acres in size excluding right-of-way and 18.72 acres or 50% open space. Planner Emily Cameron said that this is their first preliminary plan that follows the conservation option of flexible development as described in the Subdivision Regulations with 50% open space. There is a combination of private and public roads. A motion was made by Commissioner Carey, seconded by Commissioner Halkiotis to approve the preliminary plan for MTK Development with public and private roads according to the conservation option of flexible development and the conditions contained in the Resolution of Approval. VOTE: UNANIMOUS cc. Orange County Kartway Inc. contract renewal The Board considered renewing a contract with Orange County Kartway for the County to provide EMS services for events. A motion was made by Commissioner Gordon, seconded by Commissioner Halkiotis to approve and authorize the Chair to sign the contract renewal. VOTE: UNANIMOUS ff. Agreement between Orange County and Northen, Blue, Rooks, Thibaut, Anderson and Woods L.L.P. for legal services The Board considered renewing an agreement with Northen, Blue, Rooks, Thibaut, Anderson and Woods L.L.P. for legal services to the Department of Social Services at an hourly rate of $85. In answer to a question from Chair Margaret Brown, DSS Director Marti Pryor-Cook said that there was not any bidding process for this service. They have had an agreement with this firm for the last eighteen years and they have a certain knowledge base that is valued. She said that she would have a problem with bidding this out. The amount for this particular contract has remained the same for the past five years at $48,000. Commissioner Crowther reported that it was a unanimous decision of the DSS Board to ask the County Commissioners to approve this agreement. A motion was made by Commissioner Crowther, seconded by Commissioner Halkiotis to approve and authorize the Chair to sign the agreement for fiscal year 1998-99. VOTE: UNANIMOUS 20 9. ITEMS FOR DECISION - REGULAR AGENDA 21 a. Adoption of 1998-99 budget, capital and grant protect ordinances 22 The Board considered approval of the 1998-99 budget ordinance, capital project ordinances, grant project 23 ordinances, salary schedule, classification and pay plan amendments, personnel ordinance revision and fee schedule. 24 Budget Director Donna Dean distributed a packet of information which is incorporated into these minutes by 25 reference. 26 27 A motion was made by Commissioner Halkiotis, seconded by Commissioner Gordon to adopt the 1998-99 28 Orange County Budget Ordinance with a County tax rate of 90.2 and a Chapel Hill-Carrboro City Schools district tax 29 rate of 19.2. 30 VOTE: AYES, 3; NOS, 2 (Commissioner Carey and Commissioner Crowther) 31 32 A motion was made by Commissioner Halkiotis, seconded by Commissioner Gordon to adopt the County 33 Capital and School Capital Project Ordinances with changes to the Northern Human Services Center (minus $165,000) 34 and Whitted Human Services Center (minus $50,000). 35 VOTE: AYES, 4; NOS, 1 (Commissioner Carey) 36 37 A motion was made by Commissioner Halkiotis, seconded by Commissioner Gordon to adopt the 1998-99 38 Grant Project Ordinances. 39 VOTE: UNANIMOUS 40 41 A motion was made by Commissioner Crowther, seconded by Commissioner Halkiotis to adopt the 1998- 42 99 Salary Schedule to be effective July 1, 1998 including a 2.5% cost-of-living increase. 43 VOTE: UNANIMOUS 44 45 A motion was made by Commissioner Gordon, seconded by Commissioner Halkiotis to adopt revisions to 46 the Orange County Classification Plan effective July 1, 1998. 47 VOTE: AYES, 4; NOS, 1 (Commissioner Crowther) 48 49 A motion was made by Commissioner Halkiotis, seconded by Commissioner Gordon to Adopt the revisions 50 to the Personnel Ordinance as presented by Commissioner Gordon. 51 VOTE: AYES, 3; NOS, 2 (Commissioner Carey and Commissioner Crowther) 52 53 A motion was made by Commissioner Gordon, seconded by Commissioner Halkiotis to continue the 54 outstanding rating of the current pay plan. 55 VOTE: AYES, 3, NOS, 2 (Commissioner Crowther and Commissioner Carey) 56 57 A motion was made by Commissioner Crowther, seconded by Commissioner Halkiotis to adopt the County 58 fee schedule. 59 VOTE: UNANIMOUS 60 A motion was made by Chair Brown, seconded by Commissioner Halkiotis to investigate ways to continue the function of the temporary public health educator and bring back a recommendation. VOTE: UNANIMOUS 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 b. Professional services contract between Orange County Tax Department and Stadermann Consulting Services d/b/a SCS Direct Mail Marketing The Board considered an agreement with Stadermann Consulting Services for production and mailing of tax bills and/or notices. Tax Collector Ginger Rolfe said that changes have been made to the agreement to assure confidentiality of the data base as requested by the County Commissioners. Commissioner Gordon made reference to pages 10 and 11 and Geoffrey Gledhill confirmed that Stadermann will only use Orange County's information for Orange County purposes and not for any other purpose. He emphasized that they agreed not to use it for any other purposes. If we find out they are going to use it for some other purpose and we have to go to court, the agreement says that they pay for litigation if this goes to court because of misuse of confidential information. A motion was made by Commissioner Halkiotis, seconded by Commissioner Carey to approve and authorize the Chair to sign this agreement. VOTE UNANIMOUS The Board discussed the information they want to include in the same envelope as the tax bill. These included septic tank information, EMS services and list of achievements accomplished by County departments. C. HOME program development agreement - Scarlett Drive The Board considered approval of a development agreement with Orange County Community Housing Corporation for $50,000 in HOME funding to assist with new residential construction on Scarlett Drive, Chapel Hill. Housing and Community Development Director Tara Fikes reported that fourteen town homes would be build, each approximately 1,000 sq. feet. They think it will take nine months to get through the planning process and begin construction in June, 1999. A motion was made by Commissioner Halkiotis, seconded by Commissioner Carey to approve and authorize the Chair to sign the Development Agreement with Orange Community Housing Corporation contingent upon the County Attorney's review and approval. VOTE: UNANIMOUS d. Proposal to form a new Environment and Resource Conservation Department The Board considered establishing a new Environment and Resource Conservation Department. Commissioner Gordon said that what we are talking about now is having this as a separate department instead of a separate division of the Planning Department. For several years there has been a Commissioners' goal concerning the establishment of resource conservation as a separate function in County government and June 1998 was the date we had scheduled to make a decision on this function. She recommends that this department be established and she read the steps for implementation as included in the agenda. Commissioner Crowther said that he does not want this to be a separate department. He supports bringing resource conservation to a higher level. However, he believes we already have the Soil and Water Conservation Department. and that some of the things we would like to do are being done at the state and federal level. He also wants to see what functions our Economic Development Department will be doing. Commissioner Carey said that he has some similar concerns. He would like to see a comprehensive report before they take any further action on creating a new department. He feels that the cost of County Government will increase if we add another department. He would like to see it in an existing department until we see how it progresses. He feels that the Soil and Water Conservation Department does a great job. Commissioner Halkiotis supports the proposal. He would like to see this move ahead. He would hope that the County Manager could find existing resources to put into resource conservation. He feels this concern goes far beyond what the state is supporting and he does not see this as a part of the Planning Department. Commissioner Gordon feels that people in Orange County are interested in environment and resource protection and that hardly any County money is directed toward these two areas. She feels the department is sorely needed. A motion was made by Commissioner Gordon, seconded by Chair Brown to establish a new Environment and Resource Conservation Department to include the four steps as outlined in the agenda abstract and incorporated here by reference. VOTE: Ayes, 3, Nos, 2 (Commissioners Carey and Crowther) 10 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 e. Election of Orange County Commissioners in district elections The Board considered approval of a proposal to elect County Commissioners from residential districts. Commissioner Carey made reference to the agenda abstract and said that this is the third time the Board has reviewed this information. He proposes that the number of County Commissioners be increased to seven (7) with five (5) elected from districts and two (2) at-large with all seven elected by all voters in the County. He said that he feels this is a good time to act on this because we do not have an election going on at this time. He asked the Board to adopt this plan. Commissioner Crowther said that he supports this effort. He noted that this change would need local legislation or a referendum. Commissioner Carey feels that part of the implementation would include asking the manager to bring back information on how this could be accomplished. Commissioner Halkiotis said that he does not recall what the County Commissioners did in 1996. He asked for additional information on what happened the last time this was discussed. Commissioner Carey continued to explain how residential district elections would work. He note that the terms would be staggered with four (4) one year and three (3) the next term. Commissioner Gordon said that she supports keeping it at five members and not increasing to seven. She has not found that we can come up with a way that would be perceived as fair by rural residents. She made reference to the report showing past information on County Commissioners and the township in which they reside. The report shows the number of Commissioners elected from each township over the years and is incorporated herein by reference. A motion was made by Commissioner Carey, seconded by Commissioner Crowther to adopt a Residential District Election plan for the election of Commissioners and instruct the County Attorney and County Manager to develop a plan for implementation of this plan as soon as possible. The implementation plan must be consistent with all state and federal laws governing the electoral process and include a public hearing in Northern and Southern Orange County at the draft stage of the plan. VOTE: AYES, Commissioners Carey and Crowther; NOS, (3) Chair Brown and Commissioners Gordon and Halkiotis. f. Disposition of Chapel Hill-Carrboro schools property This item was deleted from the agenda. 10. REPORTS a. Upd,, The Board received an updated repo commissioners have resided since 1954. on the townships in which 39 11. 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 The Board considered appointments to the Orange County Planning Board and the Landfill Owner's Group Subcommittee on Extending Water Lines to the Landfill Community. PLANNING BOARD NOMINATIONS Keith Cook, Barry Katz, Jeffrey Schmitt and Runyon Woods were nominated Barry Katz received 3 votes and Runyon Woods received four votes and were appointed to a three year term on the Orange County Planning Board. LOG A motion was made by Chair Brown, seconded by Commissioner Crowther to appoint Chair Brown and Commissioner Halkiotis to the Landfill Owners Group subcommittee on Extending Water Lines to the Landfill Community. VOTE: UNANIMOUS CHAPEL HILL TRANSPORTATION BOARD This appointment was delayed until August. 12. MINUTES -NONE 13. CLOSED SESSION A motion was made by Commissioner Halkiotis, seconded by Commissioner Crowther to adjourn into II Closed Session "To establish the County's position and to instruct the County Manager and the County Attorney on the negotiating position regarding the terms of a contract to purchase real property." NCGS § 143-318.11(a)(5). VOTE: UNANIMOUS 14. ADJOURNMENT With no further items for the Board to consider, Chair Brown adjourned the meeting. The next regular meeting will be held on August 18, 1998 at 7:39 p.m. at the Southern Human Services Center, Chapel Hill, North Carolina. Margaret W. Brown, Chair Beverly A. Blythe, Clerk