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HomeMy WebLinkAboutMinutes - 06-05-2001APPROVED 12!312001 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS REGULAR MEETING June 5, 2001 The Orange County Board of County Commissioners met in regular session on Tuesday, June 5, 2001 at 7:30 p.m. in the F. Gordon Battle Courtroom 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. ADDITIONS OR CHANGES TO THE AGENDA Chair Halkiotis added to the agenda as item 8-z, "A Change in the Board of County Commissioners' Regular Meeting Calendar." The meeting on June 19t" will start at 6:00 p.m. instead of 7:30 p.m. Chair Halkiotis also added to item 8-a, two reappointments to the Nursing Home Advisory Committee. A motion was made by Commissioner Brown, seconded by Commissioner Carey to continue the quarterly public hearing items to June 19, 2001. These items were continued to this meeting but will not be addressed. VOTE: UNANIMOUS Commissioner Gordon asked to add to the agenda, "Student Population Projections," under Reports. PUBLIC CHARGE Chair Halkiotis read the public charge. 2. CITIZEN & AUDIENCE COMMENTS a. Matters not on the Printed Agenda Dee Gamble, Chair of the Social Services Board, introduced the new DSS Director, Nancy Costa. She thanked the County Commissioners for their support during this time of interviewing and selecting the best person far the job. Nancy Costa said that she was glad to be in Orange County. She hopes to fulfill the County's expectations. Chair Halkiotis welcomed Ms. Costa. Commissioner Brown noted that the five-member Social Services Board unanimously chose Nancy Costa and is very happy that she accepted the position. Commissioner Carey and Commissioner Gordon also welcomed Ms. Costa. Don DeBlanc presented a petition against the special use permit under consideration by the Board of Adjustment from Residential Services, Inc. for a group home on Mt. Herman Church Road. He said that currently, 90°~ of the landowners have signed the petition. He invited those that were opposed to the special use permit to stand. Jim Dooley, Chairman of Hog Day far the past five years, spoke about Hog Day events, which will take place on June 15t" and 16t". He thanked the Commissioners for their support and efforts. He presented each County Commissioner with a "fuzzy" and a mug. Each Commissioner will also get a T- shirt, when they are completed. Chair Halkiatis asked about recycling bins and Mr. Dooley assured him that they would be available on the grounds during the event. b. Matters on the Printed Agenda (These matters were considered as the Board addressed the items on the agenda below.) 3. BOARD COMMENTS Commissioner Gordon thanked the Chair and County staff for putting contracts and agreements on this agenda instead of waiting until the last meeting before summer break. Commissioner Gordon made reference to the Triangle Transit Authority's Phase I Regional Rail System schedule of meetings. Phase I is not in Orange County, but she wanted the Board to be aware of meetings scheduled for June 25t", June 27t", and June 28t" Commissioner Gordon made reference to a chart, which has gone out to the public that shows haw the funds were allocated from the 1997 bond issue. The chart shows that overall, 79.6% went to Chapel Hill Township, 16.2% to other townships, and 4.2% unallocated. She said that this gives the impression that somehow Orange County has not been fair. She said that the County has always tried to be fair. She said that she did an analysis and that, overall, the bond was 51.4% for Chapel Hill Township, 44.9% for the other townships, and 3.7°~ unallocated. She thinks that this testifies to the fact that all of the funds have not been given to Chapel Hill Township. She also looked at all funds spent on parks and recreation facilities and open space and parkland acquisition since 1995. On acres preserved, Chapel Hill Township was 30.3% and other townships were 69.7°f°. Regarding facilities, Chapel Hill Township had 30%, other townships had 68.5°l0, and unallocated was 1.5%. Overall, Chapel Hill Township had 51 °~, other townships had 47.1 % and unallocated was 1.9°l0. In the 2000 census, Chapel Hill Townships had 67.1 °I° of the population and other townships had 32.9°I°. She does not want the impression to linger that the County Commissioners were unfair in distributing money to Chapel Hill Township. She said that the County has tried to give funds to where the population is, balanced with giving funds to the land distribution. She does not want this issue to divide the County. She thinks we should focus on how we are serving citizens all over the County. Commissioner Carey said that his impression from talking with people is not that we are spending too much for Chapel Hill but that we are not spending enough in Chapel Hill. He said that people do not care about townships, but that they care about having services near where they live. He has been committed for years to allocating resources so that citizens get resources they need near where they live. He said that people want services near their homes -same people want to pay for them and some do not. Commissioner Jacobs made reference to the soccer field an the Nutter's property and asked for an update at the next meeting. Commissioner Jacobs thanked the legislative delegation far thwarting what was attempted in the legislature by the people in Cumberland County who attempted to usurp the authority of the Town of Chapel Hill in order to facilitate what the University wants to do. He said that this was yet another example of the disrespect with which some members of the legislature regard local governments. Commissioner Jacobs said that he also feels confident that the Commissioners see to it that equity is served throughout the County. Commissioner Brawn would like for the Commissioners to take a mare active part with our legislators and stay aware of all the issues. She would like to write a note of support that we are watching very carefully and that it means a great deal to the County Commissioners that the legislature and our delegation support our zoning authority. She said that the master plan for UNC in Chapel Hill would impact the County and the University greatly. Commissioner Jacobs said that the attempt by the University and its allies in the Senate also included the Horace Williams Tract, which was not even under discussion. It was the consensus that Chair Halkiotis and Commissioner Brown will write the letter of support to the legislators. Chair Halkiotis said that he was in a traffic jam trying to get into the County's solid waste collection center on NC57 on Sunday. He would like to see some data on how much is being recycled and how many citizens are visiting each of the solid waste collection centers. 2 Chair Halkiotis also talked with another citizen who is concerned about the number of cats and dogs that are being picked up by animal control. He said that there might be some people out there who are not responsible pet owners and not following good spaying and neutering procedures. Chair Halkiotis reminded everyone about the Pow-wow that will be held this weekend. Chair Halkiotis said that Commissioner Brown and he met with Congressman Price to solicit his support in getting involved in a meaningful way in dealing with the issues with Carolina Power and Light. CP&L plans to create the largest depository of spent nuclear waste rods in the United States in the greater Triangle area. He said that the fact that there is a possibility that an accident could happen leaves one to conclude that health, safety, and welfare issues should be taken seriously by all elected officials. The meeting with Congressman Price was not successful, so the Commissioners are now soliciting the offices of United States Senator John Edwards. Chair Halkiotis and Commissioner Brown wrote a letter asking Senator Edwards to step in and help in their effort. Senator Edwards has the prerogative to call a public hearing in his own district, and the letter asked him to do that. Chair Halkiotis said that he thinks it is ludicrous that we cannot get a public hearing on a safety matter that could potentially impact the lives of over a million people. He said that there is also going to be a news release stating that Orange County is going to the U. S. Court of Appeals and that we have solicited Senator Edwards' help. Chair Halkiotis said that he and Commissioner Brown met with the planning group for the Northern Human Services Center in Cedar Grove and there will be a package brought back to the Board soon. Chair Halkiotis would like an update on the Fairview ball field. Chair Halkiotis said that we have heard that 20% of the children in the County live below the poverty level. He said that we sited the Skills Development Center an West Franklin Street because it was the area that the last census clearly shaved had significant issues with respect to people who needed help. He said that what we do is based on specific needs as they are identified. He thinks that we have been more than fair to all citizens in this County and this should be our driving farce. Commissioner Gordon made reference to the list of meetings in June and said that she thinks the Board should spend some time on capital funding issues, specifically the CIP and the bond projects. She said that the impact fees should be set in the context of the bond referendum. She would be willing to set another meeting ar come to a meeting earlier. John Link said that the discussions of the CIP are projected for the work session of June 18t". It could be addressed at an earlier meeting, if needed. Chair Halkiotis would rather elongate a meeting and not set another meeting. The Board will be palled about elongating the meetings on June 14t" and 18'" 4. COUNTY MANAGER'S REPORT John Link recognized Dianne Reid as one of 37 Economic Development Directors in North Carolina who has achieved certification as an Economic Developer. 5. RESOLUTIONS/PROCLAMATIONS a. Resolution of Approval of Grant -Victor and Lucille Walters Conservation Easement The Board considered entering into a farmland preservation conservation easement agreement with Victor and Lucille Walters and accepting a grant from the N.C. Farmland Preservation Trust. Environment and Resource Conservation Director David Stanch summarized the information in the agenda. He said that this resolution would accept the grant and approve the conservation easement, which is the first conservation easement for Orange County. Commissioner Jacobs said that Orange County was considered one of the leaders in North Carolina in farmland conservation, voluntary agriculture districts, lands legacy program, etc. He also pointed out that the monies received from this project constitute almost half of what the legislature is proposing to put into the farmland preservation trust fund this year. He thinks this is very regrettable. He suggested that the County Commissioners write a letter to our delegation asking far full funding of the four trust funds offered by the State of North Carolina at least at the levels of last year. The three trust funds that Orange County has worked with are the Recreation and Parks Trust Fund, the Clean Water Management Trust Fund, and the Farmland Preservation Fund. 3 A motion was made by Commissioner Jacobs, seconded by Commissioner Carey to approve the resolution as stated below. This motion also includes the letter to the legislative delegation as described by Commissioner Jacobs. RESOLUTION Approval of Farmland Conservation Easement between the County of Orange and Victor and Lucille Walters WHEREAS, The County of Orange has an adopted goal promoting the preservation of farmland in the County; and WHEREAS, agriculture in the County is an important facet of the economy and way of life in the County; and WHEREAS, one component of the Lands Legacy program is the acquisition of conservation easements on prime or threatened farmland within water supply watersheds; and WHEREAS, the Walters farm has a strong conservation track record in the Back Creek Watershed, with Victor Walters named as Conservation Farmer of the Year in 1953; and WHEREAS, a grant in the amount of $107,000 has been awarded to the County from the N.C. Farmland Preservation Trust Fund for this project; and WHEREAS, a conservation easement on this farm provides awin-win scenario -ensuring the preservation of this farmland far future generations and providing return on the property for the Walters family: NOW, THEREFORE, BE IT RESOLVED that the Board of Commissioners for the County of Orange do hereby approve the execution of this conservation easement with Victor and Lucille Walters for 70.83 acres in Cedar Grove Township, in accord with the terms of the attached easement agreement, and authorizes the Chair to sign the easement agreement on behalf of the Board, with a closing to occur on or before July 31, 2001. BE IT FURTHER RESOLVED that the Board accepts the grant award of $107,000 from the Farmland Preservation Trust Fund, and authorizes the Chair to sign the grant agreement. This, the 5th day of June 2001. VOTE: UNANIMOUS b. Resolution of Support - Stillhouse Creek Stream Restoration Project The Board considered a resolution supporting a stream restoration project with the Orange Soil and Water District and the N.C. Division of Water Quality for Stillhouse Creek on County-owned lands near the Government Services Center. David Stancil said that as discussion took place last year on the River Park, it led to a discussion about Stillhouse Creek and the erasion near the Government Services Center. The State Division of Water Quality was approached about the possibility of funding some of the bioengineering needed to protect the stream from further erosion. This would include planting of new vegetation along the corridor of the stream and the placement of rock or log weir in the stream channel to redirect the flow away from the stream banks. The State has agreed in principle to pursue the project. The State will pay for the planning and engineering for the project in exchange for a conservation easement. The easement is about 30-50 feet along the stream. He made reference to page five of the agenda packet and said that he did explore the impact on the County's space needs study. Prior to an easement being developed in August, any future stream crosses should be identified and shown on the conservation easement. The area will also be planted with native vegetation. The recommendation is to approve the resolution so the State can move forward with the process. He will bring back a draft conservation easement and a project plan in August or September. Commissioner Gordan asked haw much the State would spend an this project and Gail Hughes from the Sail and Water Conservation Department said that the estimate was $60,000 to $80,000. Commissioner Gordon asked whether we should be negotiating far a 30-foot easement instead of a 50-foot easement and also asked several clarifying questions which were answered by David Stancil. Commissioner Jacobs asked what would be required of a developer as an easement for a stream this size. Craig Benedict said that it would depend on several factors. He said that the amount of easement typically starts at 60 feet. Commissioner Jacobs would like to make sure that the County abides by whatever is required of developers for easements. Commissioner Jacobs also asked that the water in the cisterns does not sit and suggested using it to water some of the vegetation. A motion was made by Commissioner Jacobs, seconded by Commissioner Gordon to approve the resolution as stated below: RESOLUTION Support of Stillhouse Creek Stream Restoration Project WHEREAS, Stillhouse Creek flows from downtown Hillsborough through County-owned lands to the Eno River; and WHEREAS, erasion along segments of the creek has occurred in recent years necessitating restorative action: and WHEREAS, preliminary plans are underway far a joint County/Town of Hillsborough RiverPark project that contains a segment of Stillhouse Creek; and WHEREAS, the recreated Occaneechi Village and RiverPark will benefit the citizens of the County; and WHEREAS, the Orange Soil and Water District/USDA Natural Resource Conservation Service, Environment and Resource Conservation Department and Recreation and Parks Department have worked together to identify a collaborative stream restoration project funded by the N.C. Division of Water Quality (NCDWQ}; and WHEREAS, in order to secure funding from the NCDWQ, general terms of a conservation easement along the stream corridor must be developed: NOW, THEREFORE, BE IT RESOLVED that the County of Orange Board of Commissioners hereby expresses support for the concept of the stream restoration project on Stillhouse Creek, exempting the portions of the existing Government Services Center, as proposed. BE IT FURTHER RESOLVED that the Board of Commissioners authorizes County staff to move forward with development of a draft conservation easement and project plan with NCDWQ and the Soil and Water District/USDA NRCS. This, the 5th day of June 2001. VOTE: UNANIMOUS 6. SPECIAL PRESENTATIONS -NONE 7. PUBLIC HEARINGS -NONE 8. ITEMS FOR DECISION -CONSENT AGENDA A motion was made by Commissioner Carey, seconded by Commissioner Brawn to approve those items on the Consent Agenda as stated below: a. Appointments This item was removed and considered after the Consent Agenda. b. Minutes The Board approved the minutes from the following meetings: Dec. 9, 2000 retreat, Feb. 20, 2001 meeting with the Nursing Home Advisory Committee, Feb. 20, 2001 regular meeting and Feb. 26, 2001 quarterly public hearing. c. Pyrotechnics Permit -Orange County Speedway This item was removed and considered after the Consent Agenda. d. RFP Award: Marketina. Advertisina and Desian Services for the Chanel Hill/Oranae County Visitors Bureau This item was removed and considered after the Consent Agenda. e. Motor Vehicle Tax Refunds The Board approved four requests for motor vehicle property tax refunds, in accordance with the resolution, which is incorporated herein by reference. f. Property Tax Refunds The Board approved three requests far property tax refunds, in accordance with the resolution, which is incorporated herein by reference. g_ Delegation to the Board of Equalization and Review of Power to Compromise The Board approved a resolution as stated below, delegating authority to the Board of Equalization and Review to compromise, settle, or adjust tax bills an discovered property. RESOLUTION DELEGATING COMPROMISE AUTHORITY TO BOARD OF EQUALIZATION AND REVIEW WHEREAS, North Carolina General Statues 105-312 (k) authorizes the Board of County Commissioners to delegate compromise powers to the Board of Equalization and Reivew; NOW, THEREFORE, IT IS RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF ORANGE COUNTY THAT the Board of Equalization and Review is authorized to consider compromises, settlements, and adjustments to discoveries as allowed under G. S. 105-312 and G. S. 105-312(k). This, the 5th day of June 2001. h. Fixed Asset Capitalization Policy Amendment The Board adopted an amendment to the policy on the valuation of fixed assets for accounting and financial reporting purposes to bring the County into compliance with GASB Statement 34. i. Bid Award: County Building Fiber Optic Cable Installation This item was removed and considered after the Consent Agenda. L Home and Community Care Block Grant The Board approved the Home and Community Care Block Grant funding plan. k. Sign Translation Project -Countv Commissioners' Goal This item was removed and considered after the Consent Agenda. I. Employee Assistance Program Contract Renewal The Board approved and authorized the Chair to sign the contract with Magellan Behavioral Health for the EAP renewal under the small business plan model for 2001-2002, subject to contract review and approval by staff and the County Attorney; and authorized the Manager to continue the agreement far Town of Hillsborough inclusion in the County EAP program. m. Contract Renewal between Oranae County and the Center far Employment Trainina The Board renewed and authorized the Chair to sign a contract between the Department of Social Services and the Center for Employment Training in the amount of $60,000 for fiscal year 2001- 2002, for training and job placement for 10 Work First participants. n. Legal Services Contract for Child and Adult Protective Services The Board approved and authorized the Chair to sign a legal services contract with Northen Blue, LLP, in the amount of $100 per hour, for legal services associated with child and adult protective services far fiscal year 2001-2002. o. Child Support Attorney Contract Renewal The Board approved and authorized the Chair to sign a contract with Coleman, Gledhill and Hargrave far legal services to Child Support Enforcement, in the amount of $90 per hour, for fiscal year 2001-2002. ~ Emergency Medical Services (EMS] Medical Director Contract Renewal The Board approved and authorized the Chair to sign a contract with UNC Hospitals for an emergency medical services medical director, in the amount of $30,000, for fiscal year 2001-2002. g_ TANF Housing Program -Professional Services Contract Renewal This item was removed and considered after the Consent Agenda. r. Hvconeechee Regional Librarv Contract Agreement Renewal The Board approved and authorized the Chair to sign a contract renewal between the Hycaneechee Regional Library and the counties of Caswell, Orange, and Person. s. Agreement Renewal with UNC Family Medicine and Health Department The Board renewed and authorized the Chair to sign an agreement with UNC Family Medicine and the Health Department for physician services, in the amount of $115,500, for fiscal year 20o1-2oa2. t. Agreement Renewal between Orange County and UNC Hospitals for three (31 Medicaid Caseworkers The Board renewed and authorized the Chair to sign an agreement with UNC Hospitals for three hospital based Medicaid intake caseworkers for fiscal year 2001-2002. u. No-fee License Agreement for Carrboro Plaza Recycling Center The Board approved and authorized the Chair to sign an agreement with Carrboro Belman, SC, LP, fora 10-year, no fee lease for a recycling drop-off center at Carrboro Plaza. y. Renewal of Interlocal Agreement for Household Hazardous Waste Acceptance The Board renewed and authorized the Chair to sign an interlocal agreement with Chatham, Durham, and Wake counties, and the City of Durham, for the cooperative collection of household hazardous wastes. w. Declaration of Restrictions an Landfill Property The Board approved and authorized the Chair to sign a declaration to satisfy a requirement of State Administrative Code to indicate that there has been a transfer of landfill ownership from the three governments comprising the landfill owners group to Orange County. x. Contract Renewal for Property Management Services: 501 W. Franklin St The Board renewed and authorized the Chair to sign a contract with ESM Associates, Chapel Hill, for property management services at 501 W. Franklin St., in the amount of 6 percent of gross rent, far the 2001-2002 fiscal year. ~ Lease Renewal: Brokerage Resources, 501 W. Franklin St., Suite 105 The Board renewed and authorized the Chair to sign a lease with Brokerage Resources, Inc. at 501 W. Franklin St., in the amount of $13,680 and taxes in-lieu of $1,200, for fiscal year 2001-2002. z. Change to the Regular Meeting Calendar The Board amended its regular meeting calendar by beginning their regular meeting scheduled for June 19t" at 6:00 p.m. VOTE ON CONSENT AGENDA: UNANIMOUS ITEMS REMOVED FROM THE CONSENT AGENDA a. Appointments The Board considered appointments to the Arts Commission, the Board of Social Services, and the Nursing Home Community Advisory Committee. A motion was made by Commissioner Jacobs, seconded by Commissioner Brown to approve the following appointments: Arts Commission Dennis Wipper reappointed far a term ending 3/3112004 Lauri Miller-Michel reappointed for a term ending 3/31/2004 Board of Social Services Margaret Brown reappointed for a term ending 6/30/2004 Nursing Home Community Advisory Committee Yvonne Eaves for an initial term ending 6/30/2002 Bettie L. Flash for an initial term ending 6130/2002 VOTE: UNANIMOUS A motion was made by Commissioner Jacobs, seconded by Commissioner Carey to make the following appointments to the Nursing Home Community Advisory Committee. Vicki Tilley for an initial term ending 6/30/2002 for vacant position #7, At-Large. Sheila White reappointed for a term ending 6/30/2003 Alice Woodbury reappointed for a term ending 6130/2003 VOTE: UNANIMOUS c. Pyrotechnics Permit -Orange County Speedway The Board considered approving a pyrotechnics permit far Orange County Speedway on June 20, 2001. Commissioner Brown asked if we have a report on the safety of the grandstands at the Orange County Speedway. EMS Director Nick Waters said that when the Fire Inspector does his annual inspection, he includes the grandstands. A motion was made by Commissioner Jacobs, seconded by Commissioner Brawn to approve a pyrotechnics permit for Orange County Speedway for June 20, 2001. VOTE: UNANIMOUS d. RFP Award: Marketing. Advertising and Design Services for the Chapel HilllOranae County Visitors Bureau The Board considered awarding a contract to Sheer Associates of Chapel Hill in the amount of $180,000 for fiscal year 2001-2002 and $189,000 for fiscal year 2002-2003 for marketing, advertising, and design services for the Chapel Hill/grange County Visitors Bureau. Commissioner Jacobs said that he was a little worried that we were awarding $370,000 in contracts to one bidder. Purchasing Director Pam Jones said that there was a limited number of people who are willing to do this kind of work. She said that there was a history with Sheer Associates. This service was offered to a number of vendors who chose not to bid. A motion was made by Commissioner Jacobs, seconded by Commissioner Brawn to award and authorize the Chair to sign a contract for Sheer Associates of Chapel Hill in the amount of $180,000 far fiscal year 2001-2002 and $189,000 far fiscal year 2002-2003 far marketing, advertising, and design services far the Chapel HilUOrange County Visitors Bureau. VOTE: UNANIMOUS i. Bid Award: Countv Building Fiber Optic Cable Installation The Board considered awarding a bid to Integrated Communication Services of Raleigh in the amount of $36,746, for the installation of fiber optic cable between various County buildings in downtown Hillsborough. Commissioner Carey spoke about the big difference in the amount of the bids. Assistant County Manager Rod Visser said that this question came up in the Information Technology Committee. He spoke about the original bid that was $32,040, but the company moved and was unable to handle the project. Pam Janes said that Integrated Communication Services had a proven track record with Sprint. A motion was made by Commissioner Carey, seconded by Commissioner Jacobs to award a bid to Integrated Communication Services of Raleigh in the amount of $36,746 for the installation of fiber optic cable between various County buildings in downtown Hillsborough and authorize the Purchasing Director to execute the contract. VOTE: UNANIMOUS k. Sign Translation Project -Countv Commissioners' Goal The Board received information an the status of the approved goal to "Translate signs into Spanish, especially at key government buildings," and received a recommendation. Commissioner Brown said that the sign project was originated because there was a need for more signs on County office buildings. Then it was decided to use this as an opportunity to communicate in other languages. She supports using international symbols. She made reference to her trip to Mexico and some people that she spoke with that said signage was not an issue and that it was not worthwhile to spend money on something like this. She said that the money could be used far translation purposes and more direct services. She also has a question about using Braille because she has heard that it is not being used much anymore. She also does not understand how someone that uses Braille could find the sign. She would like to consider this project only for international signage and to be more precise as to where it is absolutely needed. Chair Halkiotis noted that the Register of Deeds office has made its own paper signs in Spanish. He thinks we need to start somewhere with respect to the signage. Commissioner Jacobs clarified how this project began. He thinks that there are many places in County government where people need more information than international symbols. Commissioner Gordon made reference to a Communication Committee meeting and said that she thought this was going to come back to that committee before being presented to the County Commissioners. She thinks there needs to be more work on which languages would be used an the signs. Commissioner Brown said that she loves the idea of being welcoming and friendly and having signs where they are appropriate. Otherwise, she thinks international signage should be used so that it covers everyone. Commissioner Gordon said that she lived in Europe for two years and that from her experience what is needed is help once a person gets in the building. Chair Halkiotis is of the opinion that we should take one specific department like the Register of Deeds office and see what can be done to replace the signs, develop the international symbols, and move on from there. The Board agreed with Chair Halkiotis' suggestion. Chair Halkiotis will check with the Register of Deeds office to see what the need is for signage. Commissioner Jacobs said that we had asked the Manager to pursue automated telephone options that when a Spanish speaking person calls they can be referred to someone who speaks Spanish. He would like a report on this. q: TANF Housing Program -Professional Services Contract Renewal 9 The Board considered a contract with Gee Associates in an amount not to exceed $134,874, for overall management supervision and case management services of the TANF housing program for fiscal year 2001-2002. Commissioner Jacobs questioned spending 40°~ of the grant on administration. Housing and Community Development Director Tara Fikes made reference to page 10 and said that the Division of Social Services defines administration and direct services separately. She said that the actual percentage of administrative is only 10°~ of the total grant. A motion was made by Commissioner Jacobs, seconded by Commissioner Carey to approve the contract with Gee Associates in an amount not to exceed $134,874 far overall management supervision and case management services of the TANF housing program for fiscal year 2001-2002. VOTE: UNANIMOUS 9. ITEMS FOR DECISION -REGULAR AGENDA a. Appointments The Board considered appointments to the Chapel Hill Board of Adjustment, Communities-in- Schaols Board and the Hillsborough Planning Board. Chapel Hill Board of Adjustment A motion was made by Commissioner Gordon, seconded by Commissioner Brawn to appoint Michelle A. Lewis for a term ending 0613012004. VOTE: UNANIMOUS Communities-In-Schools A motion was made by Commissioner Carey, seconded by Commissioner Brawn to appoint Steve Halkiotis as the County Commissioners' liaison. VOTE: UNANIMOUS Hillsborough Planning Board A motion was made by Commissioner Jacobs, seconded by Commissioner Brown to appoint Joel Brinkley for a term ending 03/31/2004. VOTE: UNANIMOUS b. Contracts with Cherry, Bekaert & Holland for Financial Auditing Services The Board considered approving contracts with Cherry, Bekaert & Holland, LLP, for audit services and for assessment and initial implementation services associated with Governmental Accounting Standards Board (GASB} Statement 34. Finance Director Ken Chavious summarized the information in the agenda. This contract will be for one year, with the intent to renew annually for three to five years. The first year of audit costs will be $57,000, which is $9,000 less than what was paid to Deloitte and Touche last year. Several clarifying questions were answered by Ken Chavious. A motion was made by Commissioner Brown, seconded by Commissioner Jacobs to approve the Manager's recommendation, which is to: 1. Approve a contract for audit services for fiscal year ending June 30, 2001 at a cost not to exceed $57,500 and authorize the Chair to sign it on behalf of the Board; and 2. Authorize the use of Cherry, Bekaert, & Holland to conduct certain assessments related to GASB 34 implementation at a cost not to exceed $25,000, and authorize the Chair to sign the engagement letter on behalf of the Board. VOTE: UNANIMOUS c. Outline of Efland Sewer System Issues Related to Extensions to Undeveloped Properties The Board considered a course of action regarding requests for extension to undeveloped properties served by the Efland sewer system. 10 Planning Director Craig Benedict differentiated between two important points. Connection to existing lots is where a sewer system is already present and there is a single owner that wants to tie into the gravity system. This policy is clear within our Efland Sewer rules. The issue tonight is how extensions will be made to undeveloped properties served by the Efland sewer system. There is a set of rules for the Efland sewer system that was developed in the mid-1980's. He made reference to page two and summarized the outline of issues regarding the Efland area sewer system. He said that Orange- Alamance's primary purpose was to provide potable water to customers within the Efland area and in some sections of Alamance. The concerns for Orange County and land use planning goes beyond just potable water, but also fire suppression issues. He said that the issue before the Board tonight was to either stay within the existing Efland sewer rules, or do a temporary cessation of extensions to any new development in the area while the issues are sorted out. Commissioner Gordon said that the assumption behind the list of issues is that the County is going to work in partnership with Orange-Alamance on water and sewer issues. She remembers from previous discussions that Orange-Alamance has a one million-gallon per day capacity, of which 200,000 was used in Orange County and 800,000 goes out of the County. She also understands that Orange- Alamance is near capacity. She asked how the partnership would work. Craig Benedict said that the sewer capacity did not have many limitations at this time. He said that Orange-Alamance could give up some customers in Alamance County and retrench into Orange County. They could also get additional allocations from the Upper Eno. There are also other mechanisms by which Orange-Alamance could obtain additional allocations. Commissioner Jacobs made reference to the meeting between County officials and members of the Orange-Alamance Board of Trustees and said that Orange-Alamance would be bringing some answers to questions subsequent to their May 31St meeting. Some of the questions are related to Orange-Alamance's capabilities and plans. He would like the staff to came back to the Board with some type of timeframe if there was a cessation of extensions. Commissioner Carey said that he saw this more as a request for a moratorium so that a plan could be developed. He did not see this as authorizing any negotiations with anyone. He supports the idea of coming back with a recommendation on how long the cessation of extensions would last. Commissioner Brown clarified that tonight the Board will not vote on a suspension. Craig Benedict said that if a time period is set, there should be clear questions so that there can be clear answers. Chair Halkiotis said that looking back at all of the efforts to get aface-to-face meeting with Orange-Alamance, he thinks it was a significant step to actually meet with the officials at Orange- Alamance. He feels the County needs to continue to work on this relationship. He said that it was important for Orange-Alamance to receive a clear message that Orange County wants them at the table as a partner to discuss these issues. He said that the relationship has to be respectful. Commissioner Gordon feels we need to get everything together before we negotiate respectfully with Orange-Alamance. She would like a more detailed report of the meeting with Orange- Alamance. County Attorney Geoffrey Gledhill said that one of the significant things that was discussed with Orange-Alamance was the idea of sharing Orange Alamance's property with Orange County's property in the McGowan Creek Preserve. Orange-Alamance was very receptive to this idea. The Board agreed to direct the County Attorney, County Manager, and Planning Director to work with Commissioners Brown and Jacobs on the timeframe of the cessation of sewer extensions until the issues with the Efland area sewer system are resolved. d. RFP Award: Needs Assessment for Consolidated Communications Svstem and Network Design Services The Board was to consider awarding an RFP to CTA of Lynchburg, Va., far a needs assessment for a consolidated communications system and network design services for EMS, in the amount of $57,326 for phase 1. This item was postponed to the June 14t" work session. 11 e. Whitted and Northern Center HVAC Options Report and Authorization to Solicit RFP for Design Services The Board heard a report on the HVAC systems at the two facilities and considered releasing RFP documents for HVAC system design work. Tim O'Connor, President of Robson &Woese, gave this report. He noted what was included in the HVAC study report. The staff and Robson &Woese asked for direction from the County Commissioners on a preferred HVAC system in each building. They are also asking for authorization for an RFP far design work for HUAC systems. The purpose of the study was to conduct alife-cycle cost analysis far HUAC systems in each building; to select an HVAC system that is bath energy efficient, has a good economic life cycle, and meets good indoor air quality standards; and to look at the existing conditions in each of the two buildings. He described the existing conditions in each building. The goals are to improve the indoor air quality; to improve the comfort level for all occupants; and to provide systems that are cost efficient; have good energy performance; and have goad maintenance casts. Some other goals are that the system is quiet and can be operated by remote access. At Whiffed, they are recommending a variable air volume system with an air-cooled chiller and natural gas boilers. Anticipated construction costs are $1,309,200, estimated annual operating costs are $49,500, uniform annual costs are $98,200, and median useful life is 20 years. At Northern, they are recommending a variable air volume system with an air-cooled chiller and afuel-oiled bailer. Anticipated construction casts are $603,900, estimated energy consumption is $23,100, uniform annual costs are $35, 600, and median useful life is 20 years. Commissioner Gordon asked for the recommendation of the County Engineer. Chair Halkiotis made reference to the discussion today about the option of solar panels. He said that this was a golden opportunity to do something different. Tim O'Connor said that solar energy was something to look at for domestic water, but was a long stretch far building HUAC systems. Chair Halkiotis suggested having a meeting with the County Engineer, the Public Works Director, and Tim O'Cannar and to bring back to the County Commissioners a recommendation. f. Authorization to Pursue RFP for Acauisition of Business Svstem Software and Extend Technical Services Contract with Summit Business Solutions, Inc. The Board was to consider authorizing staff to solicit RFPs for acquisition of business system software, and consider authorizing the extension of an existing contract with Summit Business Systems to assist in the solicitation and selection process. This item was postponed to the June 18t" work session. g_ Policy Statement Regarding the Equitable Allocating of Funds for County Protects The Board was to reconsider a previous action. It was decided that this item would be discussed with the bond discussion. h. Student Population Protections This item was postponed to the June 12t" work session with the school boards. 1 Q. REPORTS 11. APPOINTMENTS -NONE 12. MINUTES -NONE 13. CLOSED SESSION "To discuss the County's position and to instruct the County Manager and County Attorney on the negotiating position regarding the terms of a contract to purchase real property," NCGS ~ 143- 318.11(a)(5). THERE WAS NO CLOSED SESSION 12 14. ADJOURNMENT With no further items for the Board to consider, a matian was made by Commissioner Brawn, seconded by Commissioner Jacobs to adjourn the VOTE: UNANIMOUS The next regular meeting will be held on June Courtroom in Hillsborough, North Carolina. Beverly A. Blythe, CMC meeting at 10:30 p.m. 7, 2001 at 7:30 p.m. in the F. Gordon Battle Stephen H. Halkiotis, Chair 13