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HomeMy WebLinkAboutMinutes - 19990116APPROVED 4120199 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS ANNUAL PLANNING AND GOAL SETTING RETREAT SOUTHERN HUMAN SERVICES CENTER JANUARY 16, 1999 8:30 a.m. - 3:30 p.m. The Orange County Board of Commissioners held their annual planning and goal setting retreat on Saturday, January 16, 1999 at the Southern Human Services Center in Chapel Hill beginning at 8:30 a.m. COUNTY COMMISSIONERS PRESENT: Chair Alice M. Gordon and Commissioners Margaret W. Brown, Moses Carey, Jr., Stephen H. Halkiotis and Barry Jacobs 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. AGENDA A. REVIEW AGENDA AND ANTICIPATED RETREAT OUTCOMES Chair Gordon reviewed the agenda and set guidelines for each area of the agenda. B. FISCAL REVIEW AND FISCAL OUTLOOK FOR 1998-1999 AND 1999-2000 Finance Director Ken Chavious and Assistant Manager Rod Visser provided an overview of the most important fiscal considerations and those issues that will need to be addressed. Ken Chavious made the following comments: • The County is in excellent financial shape per 6/30/98 audit • There is a steady growth in the fund balance each year - undesignated at $11.75 million • Six month revenues and expenditures are in line with historical patterns • The tax base is slightly stronger than anticipated in the budget • If trends continue for balance of fiscal year, financial condition will improve again over the previous year The significant fiscal issues that will need to be addressed include: • Continued student population growth • School start up costs - Scroggs Elementary/ECHHS Expansion • Timing/amount of sales of 1997 approved bonds • Possible issuance of 2/3 bonds for Whitted and Northern HSC renovations • Siting, acquisition, and/or development of new solid waste facilities • Assumption of overall solid waste management authority and adoption of 1999-2000 solid waste/landfill budget • Efforts to improve bond rating from AA+ to AAA Rod Visser noted that the revenue from the first quarter seems to indicate that the one cent sales tax is growing at a faster rate than the 112 cent sales tax. With reference to licenses, permits and fees, the staff feels they are looking at a possible three to four percent increase for next year. The staff expect revenues from earnings and investments to be at the same level for next year as what they received last year. John Link noted that one of the challenges during the budget process will be to determine how to fund the startup costs for new schools and to decide whether some of these costs will be paid by the district tax. He will look back and see how other startup costs historically have been paid. Rod Visser said that something the Board of County Commissioners may want to look at in the next couple of months would be the possible issuance of 213 bonds for Whitted and Northern HSC renovations. Commissioner Brown asked about finance alternatives and Rod Visser said that we could use pay-as- you-go with the project phased in over the next four or five years. We could also pursue private placement. Commissioner Jacobs asked if the renovations to the Whitted Center and the Northern Human Services Center were included in the bond that failed and if so, that he feels the County needs to be clear why we are moving forward on these projects since the citizens did not approve expending monies for these two projects. He also would be interested in looking at scenarios based on our financial status for a zero tax increase and would like to know the advantages, limitations and what kind of tradeoffs we might have to make. John Link said that this is something the County Commissioners will need to direct staff on in that they would need to create two scenarios for the budget. Commissioner Brown asked for a report of non-residential and residential property tax percentages compared to surrounding counties Rod Visser said there is approximately 85% residential compared to 15% non-residential. Approximately 9% of our property tax base comes from motor vehicle tax and it keeps growing. He will bring back some information from the North Carolina Association of County Commissioners to show how this tax base breaks out as well as information on other counties. Part of this increase has to do with capturing more vehicles than we previously did due to changes in the tax law which make it hard to escape paying the motor vehicle tax. Commissioner Carey asked about the percentage of collections for the 85°x6 residential and 15% non-residential and Rod Visser said that it is easier to collect on real property and that would be 98-99%. On motor vehicular tax collections, the percent is closer to 90-92% range. This is because the tax office has fewer months to collect motor vehicle taxes. C. GENERAL DISCUSSION OF BOARD GOALS This session was facilitated by Julia Mack and Jim Ullman, volunteers from the Dispute Settlement Center. Jim Ullman went over the ground rules for this session. He then read the categories he had posted and asked the County Commissioners to brainstorm ideas to place under each category. The categories are listed below: 0 Communication 0 Innovation and Efficiency 0 Impacts of Growth and Development 0 Open Space and Recreation and Parks 0 Rural Character Preservation 0 Education: Equitable and Effective School Funding 0 Public Safety 0 District (geographical residential) Elections 0 Other * Firearms * Human Resources * Human Services * Y2K * Regional solutions * Welfare Reform * Training * Pay and Compensation * Economic Development Chair Gordon explained that they will discuss each topic and decide on priorities. The staff will take these priorities and update/change the goals that have been provided in the retreat notebook. Commissioner Carey noted that he wants to talk about a county policy on child care and the number of employees who receive subsidy for this service. Commissioner Halkiotis would also like to include town governments and both school systems in this survey. Commissioner Jacobs said that he feels that child care for children of public employees is part of the broader issue of how to keep daycare affordable for everyone and do it in connection with our living wage ordinance. Commissioner Carey added to the list of goals a discussion on firearms. He made reference to several letters he has received in which concerns about firearms were expressed. COMMUNICATIONS Commissioner Brown outlined what the News Group did during the past year. They took an inventory of what publications are available in the various County departments. They hope to develop a standard design that will identify all documents as County publications. She feels that the tax inserts could also be inserted in auto tax bills. She emphasized that the information on the internet and intranet needs to be continued and expanded. They have worked on a customer survey card which she hopes will be implemented this year. She would like to see a citizens guide to public access. This would include the I&R guide. She feels that a countywide calendar would be very helpful as well as additional news releases to let citizens know what the County is doing. Commissioner Jacobs said that he feels we can do a better job of letting people know what we are doing. He would like to look at ways to improve communication and one way is to have a sharper focus - a specific phone number that citizens can call if they have a concern, complaint or problem where they are guaranteed an answer in a specific amount of time. Also, the Board of County Commissioners will know about these inquiries. He feels we should look at why our news releases are not being used. He would like for our website to be more interactive. He suggested asking the Orange County Youth Council to develop part of our web page to express youth concerns in the County. Also, after-hour voice mail would be useful. He would like to see bumper stickers on County vehicles with a telephone number that citizens can call with concerns. Chair Gordon said that she would like to increase emphasis on news releases. She feels it is important that we let the public know what we are doing and also receive feedback from the citizens. Commissioner Brown feels it is important to keep the communication efforts in the Board of County Commissioners office where hopefully they will be expanded. She feels that we need to be able to have access to internet and intranet web pages without going through Information Systems. John Link summarized the major issues as discussed above for the communications goal. He plans to have the Information Specialist from the Clerk's office attend agenda reviews so he can pick up on what would be newsworthy and be working on press releases; he will function as the County's internal news reporter. Commissioner Jacobs suggested developing a guide for citizens to guide them through the county process. Chair Gordon feels that it is important that everyone agree on a process for developing and distributing news releases. INNOVATION AND EFFICIENCY Chair Gordon made reference to "Sustainable County Government" and said that this refers to ways to make County government more efficient. She referred to her memorandum on the subject which is incorporated into these minutes by reference. This would take a review of our County organization as recommended in the ME report. Commissioner Jacobs suggested that we reconstitute the Innovation and Efficiency Committee and review their recommendations. He specifically would like to review how County government works and proceed on some of the recommendations from that report. Commissioner Carey feels it may be timely to reactivate this committee and review its charge. The employees doing the work know most about how to do things and it would be best to have them create ways to do things more efficiently. The County Commissioners may want to think about ways to motivate the staff to encourage them to give us ideas on how things can be done more efficiently. Commissioner Halkiotis would like to have the I&E committee reactivated. He feels we need to look at the charge to be sure it is what we intend. He suggested adding to the charge funding for schools, childcare services, etc. He feels it is very important to keep thinking of ways to collocate functions. Commissioner Carey said that this revolves around the most efficient use of the taxpayers' money. The biggest cost for childcare is facilities. Orange County daycare fees are among the highest in the state. Commissioner Jacobs agrees that the County Commissioners should set the parameters. He feels we have a very good County staff and efficient government but knows there is always room for improvement. He feels that the County staff can come up with ways to be more efficient. There needs to be a process of openness so ideas can be expressed in a way that is positive. He would like to see childcare offered at schools. Also, he supports value engineering for all of our building projects. Chair Gordon reiterated ideas expressed above including (1) encouraging County staff to look at efficiency and innovations in their jobs, (2) using value engineering and construction management for building projects, and (3) reconstituting the I & E Committee or another committee with a similar purpose. Commissioner Halkiotis said that it might be interesting to have a presentation from a construction manager from another county so the County Commissioners can be educated and informed. John Link asked that the County Commissioners add another item to take into consideration when approving new staff resources and that is the standard of service delivery which is acceptable from certain areas of services. What this means is an acceptable turnaround time to do inspections, etc. and what is reasonable. This is important because when requests for new staff are presented, these standards can be used to help make those decisions. Commissioner Brown wants to see the County go ahead and work on getting the meetings televised. She suggested having someone attend the meetings and videotape them so they can be shown on public TV the following day. IMPACTS OF GROWTH AND DEVELOPMENT Commissioner Brown said that adequate public facilities are being discussed by Chapel Hill, and Carrboro will discuss this issue at its goal setting retreat later this month. She feels we need to look at other places that have ordinances and develop a base of information. It will probably take an ordinance and maybe a joint ordinance with Chapel Hill, Carrboro and Hillsborough to put something like this into practice. Commissioners Halkiotis and Jacobs feels that the County needs to start a dialogue with Chapel Hill and see how all of this fits in with regional cooperation. Commissioner Jacobs would like to find ways to identify areas in which Orange County could seek local autonomy with DOT - maybe through suggestions from advisory boards. Chair Gordon feels this is a good time for the County to take the initiative and discuss with DOT such things as alternative modes of travel, bike lanes, sidewalks, mass transit and other items for which there is not enough money. Commissioner Halkiotis said that one negotiating point is that the interstates which run through Orange County cause our courts to be overcrowded with traffic violators. There were 400 to 500 traffic cases on Thursday and Friday this week. The Board agreed to discuss with DOT funding allocations with emphasis on changing these allocations to help fund some of the items mentioned above. Commissioner Brown asked that staff look at the erosion and sedimentation (storm water management) control ordinances that Chapel Hill and Carrboro have been discussing in the last few months. The focus of their ordinances is to encourage the developer to come up with stricter development measures to reach zero runoff. Commissioner Jacobs asked about requiring the developer to post an erosion or sedimentation bond to be sure the developer does what he is supposed to do. Commissioner Brown asked for a report on what the Triangle Transit Authority (TTA) is providing in Orange County. Chair Gordon said that the TTA provides transportation through the Department on Aging. One issue is that we are not in Phase I of the Authority's plans and she feels the County needs to be more interactive with the TTA to achieve more benefit from TTA. Commissioner Brown said that she is concerned about getting students to the Skills Development Center and also providing transportation for Work First participants. John Link agreed that we need to push TTA to come up with funding to help Orange County with transportation needs. He said that the TTA van pool sets up a structure that Work First participants and citizens attending classes cannot afford. He would like to see the TTA provide more of the money received from our citizens to the table. ECONOMIC DEVELOPMENT Commissioner Halkiotis asked for an update on the Economic Development District (EDD) in Efland because this was tied to the Efland sewer line. He understands that water is going under the interstate and if that is the case. he would like to know about it. Commissioner Brown said that she supports this request for an update, especially since we are getting a new EDD director within a couple of weeks. Commissioner Halkiotis suggested talking about the EDD with Hillsborough. Commissioner Jacobs said he would like to know about the $800 million in state bonds available for sewer systems. He would like to know if we can use the money we have committed for sewer improvements as leverage. He also requested that we look at the Orange-Alamance System and how that fits in with this since a lot of their water is going out of the County and the watershed. He would like to know why it still exists and if it should still exist since it is probably an impediment to our EDD. Chair Gordon clarified that the County Commissioners would like to discuss the EDD with the Town of Hillsborough. Commissioner Jacobs would like to make one of the objectives of the Economic Development Commission to promote agriculture. PLANNING Commissioner Brown would like to designate one of our work sessions to go over some of the planning issues. Chair Gordon mentioned that the Board of County Commissioners work sessions are getting full but that we will try to work with the Planning Director when he starts work on March 1 to set up such a meeting. Commissioner Jacobs agreed. OPEN SPACE AND RECREATION AND PARKS Commissioner Brown gave an update on the information she provided in the notebook about Recreation and Parks as it pertains to the master plan and to the bond funds. She mentioned that there will be a report within the next couple of months. She feels that someone needs to work on the payment-in-lieu that is in the Subdivision Ordinance because it is handled differently in each jurisdiction. One of the interesting things they did was to look at land for recreation and parks on the basis of intensity of uses and taking into account open space. Strategies and recommendations will come out of this task force sometime within the next two months. She feels that this committee could be the basis of a countywide recreation and parks plan. Chair Gordon made reference to the list of goals and said that a lot of them have to do with protecting our environment or land and some have to do with securing open space, protecting rural character, transfer of development rights, etc. Many of these goals indicate a continuation of what we are doing in protecting open space. What this list says is that we want these items to be high priority. Commissioner Carey said that he would like to see some specific time given to transfer of development rights within the County and not between jurisdictions so we can determine if TDRs are feasible or not. Commissioner Jacobs said that he feels we should look at our EDDs for transfer of development rights. Commissioner Halkiotis suggested visiting a locale where TDRs are working to find out how they are doing it. If we can help our citizens understand TDRs, then we would have a better chance of passing a bond to be used for TDRs in Orange County. In answer to a question from Commissioner Jacobs, Chair Gordon said that her understanding is that all the different open space goals will be a function of the new department. John Link said that it would help staff if the County Commissioners would tell them if they want direct connectivity between the functions in this new department and the functions of the Agricultural District Advisory Board. Also, he asked if the County Commissioners want recommendations to come forward from this advisory board. This was not resolved at this point but will be further discussed by the County Commissioners. Chair Gordon said that the Commissioners have made a commitment of $100,000 for conservation easements. The Board discussed the process for approving goals and the new form that will be created. EDUCATION: EQUITABLE AND EFFECTIVE SCHOOL FUNDING Commissioner Halkiotis feels that it is important to meet with our local delegation before they go back to Raleigh. He supports going forward with location legislation for an impact tax. Also, emphasis should be placed on effective school funding needs including collocating facilities. Commissioner Carey feels that "effective school funding" and defining what we mean by that may be more appropriate than "equity". It was decided that the County Commissioners would continue discussions at a later time on "effective school funding" and the construction manager concept. They agreed to ask the two school systems to put their expansion items in priority order for the budget this year. The Board took a break for lunch. D. BOARDS AND COMMISSIONS ON WHICH BOARD MEMBERS SERVE The Board discussed and decided which boards would require Commissioner membership, which should have a Commissioner as a liaison (with or without membership) and for which groups it would be sufficient to have a member appointed by the Board of County Commissioners The list as included in the agenda was reviewed and changes noted by the Clerk to the Board. These appointments will be presented at the February 2, 1999 meeting for approval. E. PRESENTATION FROM BOARDS AND COMMISSIONS The County Commissioners heard several reports as listed below: ADULT CARE HOME ADVISORY BOARD Chair Cherie Rosemond outlined their 1999 goals. She said that one of the issues is that frontline caregivers are paid the least and do the most work. Another issue is the need for meaningful activities. She asked that the County Commissioners watch the regulations coming out about family care and rest homes. She said that there is a need for an improved ratio of caregivers to residents. They also need more volunteers to help in the homes. Commissioner Carey suggested that these issues be brought to the attention of the NCACC. He asked that Cherie Rosemond make a list of what she feels needs to be done so that the County Commissioners can support the efforts through the Association and other state groups. Efland Volunteer Fire Department Peter D. Hallenbeck, Assistant Chief/Secretary of the Efland Volunteer Fire Department, summarized his memo. He said that the primary goal of the memo was to inform the County Commissioners about things coming down the road. He talked about their training. He said that Chapel Hill has a facility to test the pumpers. He asked the County Commissioners to investigate working with Orange County Emergency Management and Chapel Hill to be sure they have access to these facilities. The cost of fire fighting equipment has increased drastically. Efland will need to spend $550,000 in the next 10 years to provide an engine, tanker and brush truck that are newer than 20 years old. The fire department budgets will need to be increased to cover this cost. They continue their efforts to obtain a better ISO grade (insurance rating). This has proven to be a very long, detailed task for which there is little assistance from County resources. They are working with different County departments on this effort and these departments may need extra resources so that they can help in this effort. A problem nationwide is that fire departments are going more and more to paid staff. As less and less people work locally, it is hard to have volunteer firefighters. In Efland, adding two paid people would add 60% to their budget. Lastly, he said that he appreciates the volunteers because they are dedicated and have great pride in what they do. Commissioner Halkiotis noted that Efland has the lowest tax rate of any of the fire districts. He is sure that all fire districts are experiencing the same problems Efland is facing with funding and volunteers. He noted that the rural education plan has built in a testing pit which would help in testing their equipment. This entire issue needs to be looked into and he is grateful for the information from Mr. Hallenbeck. Historic Preservation Commission Tom Allison, Chair of the Historic Preservation Commission, asked for continued funding for their local landmark program. He made reference to the membership of this Commission and said that they have one vacancy and two other members go off the Commission in March. They need historians and architects as members. He asked for increased cooperation between the Historic Preservation Commission and the Agricultural Districts Board. Commissioner Jacobs would like to see us create a more formalized structure so that the advisory boards under the Environment and Resource Conservation Department can coordinate activities and work collaboratively on issues of mutual interest. Human Relations Commission Leo Allison, member of the HRC, said that they have looked at all phases of their operation. They have been without a director since the summer. They plan to focus on enforcement of the ordinance. They are handling 60+ active cases with most of them being employment and housing complaints. Their two top priorities are (1) to continue to focus on the enforcement of the Orange County Civil Rights Ordinance and to increase the responsiveness of the Department of Human Rights and Relations to the increasing number of complaints, and (2) to further develop the Human Relations Commission's education and advocacy roles with particular emphasis on Hispanic/Latino issues and raising community awareness about the Ordinance. They need adequate staffing which they do not have at the present time. Commissioner Carey said that it is crucial to focus on education and communication. Department on Aging Board Florence Soltys, Chair of the Department on Aging Board, said that by the year 2020, there will be an increase of 132% in the number of people over age 65, or an estimated 23,553 people. Orange County is projected to be 3rd in the state in the number of people over the age of 65. She feels it is important to look at programs for people who have aged and are in good health. They have many issues that need to be addressed. She listed their four goals which are printed below: 0 To update, for adoption by the Board of Commissioners, the County Senior Centers Development Plan of 1996 through the establishment of a broad based Senior Center Vision Committee of senior adults, professionals and organizational representative. 0 To prepare for adoption by the Board of Commissioners a County Aging Strategic Service Plan for 2000-2004. 0 To establish in cooperation with DSS and others an Adult Day Care Center in Central Orange. 0 To study the feasibility of developing a single portal of entry for accessing and administering County in-home care services for seniors. Commissioner Halkiotis feels that a senior day care center could be located on school sites. Commissioner Jacobs said that he feels the above goals are some of the most important issues in human services. Commissioner Carey feels that the idea of an Aging Strategic Plan is something we need to focus on. John Link suggested that two or three of these goals be more fully developed so that the Board may consider adding them to the County Commissioners' goals. SHEARON HARRIS - CP&L APPLICATION Chair Gordon summarized Carolina Power and Light's (CP&L) application to add two additional pools at the Shearon Harris facility for spent fuel rods. She said that the County Commissioners have been invited to take a tour of the facility next Tuesday. County Engineer Paul Thames said that the essential thing for Orange County right now is to decide if they want to go into a formal "intervention" process (formally ask for a public hearing). CP&L is only required to abide by the rules and regulations of the Nuclear Regulatory Commission (NRC). The comment period ends February 12. Commissioner Brown introduced Mary MacDowell, Jim Warren and County Engineer Paul Thames. Mary MacDowell from Chatham County said that it would be beneficial to move ahead with the process if only to gather information. The NRC staff has determined "no significant hazard". In talking with nuclear experts, she found out that the current setup is not safe. Jim Warren from NC WARN said that these pools were not going to be used long-term but it has turned out that the longer they keep this storage, the greater the risk of an accident. CP&L knows that several entities are considering legal intervention. We know that getting accurate and technical information would be helpful in a formal intervention process. He intends to have a public hearing whether CP&L does or not. CP&L is in a situation where their public image is very important because they are moving to a competitive market in a couple of years. They do have a plan B and plan C. However, the NRC does cater to this industry. NCWARN predicted two months ago that it would be rubber-stamped after two weeks. He would not suggest continuing with legal intervention if after a couple of months, nothing is done about opening the process. He would at that point abandon the idea. Commissioner Halkiotis said that he is proud of the action we took early on. He asked that County Engineer Paul Thames stay active and play a leadership role in all future endeavors. Mary MacDowell said that she did not realize that it would take a consultant fulltime for three weeks to gather information for an intervention. The Chatham County Board of Commissioners has indicated to her that they do not intend to spend money on this issue. She believes it is important to get the technical information from someone not associated with the industry. Chatham County Commissioners will hear a presentation from CP&L on Tuesday evening. This prevents Chatham County from intervention because there is not enough time. It would help if Orange County would start the process and then ask Chatham County to join them. moved Geoffrey Gledhill noted that when this storage is open, regardless of what is promised, it will never be Commissioner Carey said that he would like additional information on the amount of money we are talking about and how long it would take an expert to generate the information. Chair Gordon said that one possibility is to decide by January 19 if we want to fund a consultant and to decide on February 2 if we want to intervene. Commissioner Halkiotis supports putting this item on the agenda. Paul Thames distributed an agenda abstract entitled "Funding for process to obtain standing with the Nuclear Regulatory Commission in the permitting process for expanded storage of waste nuclear fuel rods at Shearon Harris nuclear power plant". Commissioner Jacobs said that we need to express to Chatham County our support and ask them to join us. Also, we need to ask the other counties and municipalities which have shown support for this process to help with the funding of this consultant. He feels that the more we publicize this the more responsive CP&L will be. Paul Thames will draft a letter to other jurisdictions informing them that we plan to move forward with hiring a consultant and asking for their support. Geoffrey Gledhill said that "standing" is a concept having to do with a court challenge. In order to have standing you must intervene in the regulatory process. He will find out the complete process. Regarding the tour of the CP&L facility at Shearon Harris, it was decided that Chair Gordon and Commissioner Jacobs will attend. Also, some citizens in the County and several members from the Commission for the Environment, and others who are interested have been invited. SUMMARY AND NEXT STEPS Chair Gordon said that staff will take all the information from today and craft recommendations. ADJOURNMENT With no further items to be considered, Chair Gordon adjourned the meeting. The next regular meeting of the County Commissioners will be held on Tuesday, January 19, 1999 at 7:30 p.m. at the Southern Human Services Center in Chapel Hill, North Carolina. Beverly A. Blythe, Clerk Alice M. Gordon, Chair Topics for Future Meetings/Work Sessions (Tentative dates are given for some topics) A. Legal Services B. Cable TV Coverage of Commissioner Meetings/Equipping Meeting Rooms C. Solid Waste Management (February 9) D. General Assembly Legislative Goals for 1999 (Report on January 19 and action at a subsequent meeting) E. Y2K Readiness F. Pay Equity G. Conservation Easements and Land Trust H. Child Care Support for County Employees 1. Impact Fee Equity