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HomeMy WebLinkAboutMinutes - 05-14-2001APPROVED 11!712001 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS WORK SESSION MAY 14, 2001 The Orange County Board of Commissioners met for a budget work session on Monday, May 14, 2001 at 7:30 p.m. at the Government Services Center in Hillsborough, North Carolina. COUNTY COMMISSIONERS PRESENT: Chair Stephen H. Halkiotis and Commissioners Margaret W. Brown, Moses Carey, Jr., Alice M. Gordan and Barry Jacobs COUNTY ATTORNEY PRESENT: Geoffrey Gledhill COUNTY STAFF PRESENT: County Manager John M. Link, Jr., Assistant County Manager Rod Visser 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. 1. DISCUSSION OF RECOMMENDED NEW STAFF RESOURCES John Link made reference to the summary of recommended new positions for 2001-2002. The organizational charts far each department are also included in the material. Tonight, he is asking for the County Commissioners' initial response an the recommendations, which will be considered in doing the final budget deliberations. EMERGENCY MANAGEMENT SERVICES 1. Emergency Management Specialist John Link summarized the information in the notebook, "2001-01 Position Report". This position wil supplement the Countywide efforts at addressing hazards, disasters, and emergencies. EMS Director Nick Waters said that this position would, in part, be funded by a grant. He said that this person would help coordinate the County's emergency management plan. This person will also work with the Department Heads and coordinate efforts with other agencies in times of an emergency. Commissioner Gordon asked what kind of planning would take place if there were nuclear site accidents. Nick Waters said that the plan would take into account any kind of radiation accident. Commissioner Gordon asked what would happen if there was a problem at the Shearon Harris Plant. Nick Waters said that if we want to develop an Orange County plan separate from the state, we could do that and follow the plan. He said that the County Commissioners would help determine the priority list for the types of emergencies. Commissioner Brown asked what kind of authority this position would have over the municipalities and the University. Nick Waters said that it would not be a matter of authority but coordinating the required response to an emergency. Commissioner Jacobs made reference to Shearon Harris and said that maybe we can solicit some funding from CP&L to do this plan. He confirmed that to continue this position it would cost the County $30,000 annually unless the one-time grant could be replaced by another grant. Chair Halkiotis asked what authority the County would have in an emergency to designate one way roads out of the area. Nick Waters is not sure about the police power that EMS would have in an emergency situation. Commissioner Brown asked how the salary was determined. Nick Waters said that the salary is below the supervisor but higher than a telecammunicatar. HEALTH 1. Environmental Health Specialist- Food and Lodging Health Director Rosemary Summers said that the County's compliance with meeting the inspection time frame is down to 85°~. The State prohibits the County from charging for this service. The State does have a proposal to raise the fees they charge each restaurant with a portion to be returned to the County. Commissioner Gordan made reference to the body piercing inspection and asked if the massage parlors are inspected. Rosemary Summers said that they do not inspect massage parlors. Commissioner Gordon would like for us to consider inspecting these establishments, too. Commissioner Brown asked about the purchase of the vehicle and Rosemary Summers said that this would be a field person with a vehicle, which must be included in the start-up costs far this position. Commissioner Jacobs asked if any counties use any portion of the meals tax they collect to pay for a position like this. John Link will investigate and report back on this possibility. 2. Environmental Health Specialist -Well and Wastewater Commissioner Gordon asked about the offsetting revenue and was told that the fees would pay for this position. 3. Medical Interpreter in the Health Department John Link said that this position would address the growing need of having someone speak Spanish to guide the health clients through the system and other human service agencies. Rosemary Summers said that they do show savings of $6,000, which is what they pay for interpreter services. They will probably pay out between $20,000 - $30,000 in the Health Department this year, because the Health Department is required to provide interpreter services. They need an interpreter with specialized training in medical terms. This person would also coordinate other interpreter needs that they have, especially in Chapel Hill where there are people with different dialects. This person would also coordinate the volunteers in case of a breakout of disease. Commissioner Jacobs asked about the funding still needed for interpreter services. This will be reported back to the County Commissioners. Commissioner Carey said that he feels it will be difficult to project the savings ar what will still be needed because once you have the interpreters, more people show up to be served. Commissioner Gordon pointed out that the Asian population is growing almost as fast as the Hispanic population. She asked how the Asian population is handled. Rosemary Summers said that one thing they need to do is figure out the different languages and the range of the citizens they are serving. This position would make linkages with language departments or other people who can speak the particular language. Usually, people will bring someone with them to do the interpreting. The department has an immediate need in the Hispanic population. The Health Department needs to figure out a way to have a central point for anyone who does not speak English. Commissioner Gordon suggested working with the University to encourage them to serve the students who attend the college. Commissioner Brown asked about the translation of important documents. Rosemary Summers said that all of the registration forms and consent farms need to be translated and this person would also do this. In answer to a question from Commissioner Brawn, Rosemary Summers said that she has four bilingual employees that are grant funded. 4. Nutritionist John Link said that this position is going to focus on counseling individuals who have chronic diseases. The revenue from this position would come from Medicaid. Rosemary Summers said that clinical nutrition therapy is a reimbursable service. The Health Department would be able to serve patients by referral from other physicians. C3nly the Health Department can bill Medicaid for dietician services. Commissioner Gordon asked how the offsetting revenue was figured this year and Rosemary Summers said that it was based on a patient visit rate and may be increased over time. John Link said that it is a process of service and then receiving reimbursements from the State. HOUSING AND COMMUNITY DEVELOPMENT 1. Rehabilitation Specialist tUrgent Repair Program) in the Housing and Community Development Department John Link said that this position is the County's alternative for administering the Urgent Repair Program. Housing and Community Development Director Tara Fikes said that the primary purpose of this position would help the County establish the Urgent Repair Program and help to provide additional staff support for the comprehensive rehabilitation program. There is not a revenue stream for this at this time. Commissioner Carey asked about the current Rehabilitation Specialist and how the salary is covered and Tara Fikes said that the position is funded partly by Section 8 monies. PERSONNEL 1. Senior Personnel Analyst in the Personnel Department - John Link said that this position is being recommended to handle the growing workload in the Personnel Department. The workforce has grown by 25°~ since 1994 when the last position was added. Personnel Director Elaine Holmes said that this position would allow the Personnel Department to address the increased workload in the Personnel Department. It would also allow her time to work on countywide initiatives. Commissioner Jacobs asked how many vacant positions there are and Elaine Holmes said that they average about 50 positions vacant at any one time. The County has about 750 employees. Turnover has certainly impacted the Personnel Department's workload and advertising costs. Chair Halkiatis asked why people in Child Protection Services and telecammunicators are leaving. Elaine Holmes said that there are a variety of reasons for leaving. Cammissianer Gordon made reference to the list of job functions and goals and the minority representation. This is on the bottom of page 18 and the top of page 19 and in the matrix in the notebook. She feels it is important as we get new groups Gaming in that we make an effort to reach out to all groups. PLANNING AND INSPECTIONS Code Enforcement Officer III Planning Director Craig Benedict said that this person would handle mechanical, structural, and electrical inspections. Over the last two years, there have been four new inspectors and two other persons who are new in their supervisory roles. The Planning and Inspections Department is improving its customer service. By adding this new position, this department hopes to da a better job of reviewing projects at the beginning. Seventy-five percent of the department's activity is devoted to the residential area - 60°~ to new homes and 15°~ to additions. The other 25°~ is devoted to other activities including commercial, schools, etc. The amount of activity has increased dramatically over the last three years. Each inspector is responsible for 100 square miles. The number of building permits per inspector is 125 single-family permits. Even with adding one new inspector we would bring it dawn to 80 square miles, which is closer to what our neighboring counties are doing and also closer to the standards as set by the State. This position would decrease the 17 inspections a day to about 14 ar 15. This position would also increase the efficiency of the department. In answer to a question from Chair Halkiotis, Craig Benedict said that the inspectors use cell phones for greater efficiency. There has been a major increase in the workload because of larger houses in the area. The inspectors are taking more time to do inspections and the code is being followed more closely. Cammissianer Gordon asked about the single-housing permits and Craig Benedict said that the number of inspections requested is 12 to 14 per house. They conducted about 12,700 inspections last year and this year that number will increase to 15,000. Previously the failure rate was not very high. However, the failed inspection rate is up to about 15%, which is a goad sign that what has been done could be done better. Craig Benedict clarified that 75°~ of their revenue is from residential development and 75°l0 of the inspections are residential related. Commissioner Gordon made reference to page 22 and asked far the time period for that chart as shown. Craig Benedict said that this is annual population growth as it relates to how many single-family dwellings have been built. He will do additional analysis on this chart. Commissioner Gordon said that this is a large annual growth rate. Commissioner Jacobs said that the inspectors are probably under a lot of stress because last week some inspectors reduced a citizen to tears. He requested that the inspections personnel be trained in customer service. Chair Halkiotis asked Craig Benedict to list the efficiencies he has mentioned tonight for the Innovation and Efficiency Committee. 2. Environmental Compliance Officer John Link said that this position addresses the new storm water regulations and is an unfunded mandate that the County has decided to fulfill. Craig Benedict said that this position would monitor all the inspections that will be required because of the new regulations for storm water management. This person will develop an educational campaign and work with the contractors. This person will also handle some of the erosion control duties. There are nitrogen control rules for developers and this person will enforce these regulations. This is still phase one of the storm water regulations. Commissioner Jacobs suggested investigating the Clean Water funds to see if we can get some funds or assistance to cast this as a pilot project. This would address a state mandate and if it was done as a pilot program, which could be replicated by other jurisdictions, it may be eligible for funding. Chair Halkiotis made reference to page 24 and asked if this person would generate any revenue. Craig Benedict said that there is revenue, which comes into the Erosion Control Division that pays for 89% of the costs of personnel. Commissioner Brown made reference to Chapel Hill and the fact that fees cover all the costs of their Planning Department. Craig Benedict will look at what Chapel Hill is doing. Overall, the entire department receives revenues to cover approximately 50°~ of the costs of the department. He said that there is a lot of time spent in reviewing subdivision plats. He will provide the time it takes to review minor and major subdivisions. 3. Planner II (Comprehensive Plan) John Link said that this position is being requested in order to move the comprehensive plan forward. Craig Benedict said that this person would be directly involved in all of the activity involved in the comprehensive plan -working on the Land Use Plan, population projections, etc. They have 2-1/2 people in comprehensive planning. His goal is to push forward a very aggressive program of presenting this information to the County Commissioners at the November quarterly public hearing. Commissioner Gordan made reference to pages 27 and 28 and comments about the impacts of not adding this position. She asked about the percentages. Craig Benedict said that it would be 100% complete during the 2001-2002 budget year. Craig Benedict said that he has tried some other mechanisms to get the work done and the comprehensive plan is a major project that needs the focus of one individual. PUBLIC WORKS 1. Buildings Maintenance Mechanic (Groundsl John Link said that over the last several years they have looked at various ways to cover the expanded needs far County grounds. Temporary personnel have addressed this need over the last two years. Public Works Director Wilbert McAdaa cited the specific needs. The current demands exceed the available resources. Each time a position ar a building is added, there is an additional demand for services. This additional pasition would not provide the desired level of service needed but it would help. In their analysis they are 2-1/2 positions short. Wilbert McAdoo said that they have budgeted the funds far contracting out the services and that would be the revenue for this position. Commissioner Jacobs said that funding a fulltime pasition is more cost effective than continuing to contract out the service. Wilbert McAdoo said that this position addresses existing needs and not future needs. Commissioner Brawn asked what kind of qualifications this person would need. Wilbert McAdoo said that he would like for this person to have some landscaping experience and also the ability to do some less technical things. SOLID WASTE 1. Recycling Materials Handler Solid Waste Manager Gayle Wilson said that the handler would work on an electronics recycling program and a consolidation of the government recycling plan. Abattery-recycling program would be expanded into a real program. The electronics would not account for a significant reduction in tonnage but there would be a toxicity reduction and less contamination to the environment. This person would devote two days a week to building recycling, two days a week to electronic recycling, and one day a week to battery recycling. In answer to a question from Chair Halkiotis about batteries, Gayle Wilson said that the secret was to make it easy far people to da the right thing. Commissioner Jacobs made reference to outcomes and the statement that this position will reduce the annual expenses for the government building recycling program. There will be a discontinuation of a $16,000 contract. We applied for a grant for $15,000 for office paper recycling. There are some savings but they are not certain at this time how much. Chair Halkiotis said that both school systems need to be approached and that maybe the science clubs could collect the batteries and the maintenance staff could take these to one location. Commissioner Brown asked about the recycling position that was approved last year and why this person had not stayed in the position and Gayle Wilson said that the person did not pass the probationary period. Commissioner Brown asked about the recycling of electronics and batteries and if these items would be banned from the landfill and Gayle Wilson said that they were accepting these items at the present time but they could be banned at a later date. Chair Halkiotis said that it would be worthwhile to work up a resolution regarding recycling of computers. Commissioner Gordon made reference to page 33 and second bullet on page 34 and asked for additional explanation an these two items. 2. RecVclinq Specialist John Link said that this position relates to carrying out the education and enforcement functions for the C&D ordinance. Commissioner Brown asked about coordination with the Planning Department and fees associated with permitting and charging some kind of fee associated with this so citizens would pay for it at the same time they get a planning permit. Gayle Wilson said that is what they were thinking about. 2. PRESENTATIONIDISCUSSION OF INTERIM CAPITAL INVESTMENT PLAN liC~ This discussion was postponed to a future meeting. 3. ADJOURNMENT A motion was made by Commissioner Carey, seconded by Commissioner Jacobs to adjourn the meeting at 10:30 p.m. VOTE: UNANIMOUS The next meeting is scheduled for May 15, 2001 at 7:30 p.m. in the F. Gordon Battle Courtroom in Hillsborough, North Carolina. Stephen H. Halkiatis, Chair Beverly A. Blythe, CMC