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HomeMy WebLinkAboutMinutes - 08-30-2001APPROVED 111612002 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS WORK SESSION AUGUST S0, 2001 The Orange County Board of Commissioners met for a Work Session on Thursday, August 30, 2001 at 7:30 p.m. at the Southern Human Services Center in Chapel Hill, North Carolina. COUNTY COMMISSIONERS PRESENT: Chair Stephen H. Halkiotis and Commissioners Margaret W. Brown, Moses Carey, Jr., Alice M. Gordon, 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. Chair Halkiotis announced a moment of silence because Commissioner Cordon's mother passed away exactly one year ago today. He expressed to Commissioner Gordon his condolences of this one-year anniversary. 1. Determination of Specific Final Elements of Band Questions County Manager John Link said that next Tuesday the County Commissioners must be able to define the final bond questions and also define projects under each of the bond issues -school projects, recreation and parks, affordable housing, senior centers, and acquiring public property. On September 5t" the Bond Education Committee will meet and start the education process of the bond referendum. He said that the County Commissioners must determine the total amount of the bond and identify the items within the school band and the recreation and parks bond. Budget Director Donna Dean distributed a document showing the projected debt capacity. She explained the debt capacity and the estimated amount that would be needed each year far the bond referendum and the additional capacity available for alternative financing of projects that are not on the bond. The total debt capacity over the next five years would be approximately $105 million. With a $75 million bond package, there would be $30 million in debt capacity over the next four years to da some alternative financing, either certificates of participation or private placement. Chair Halkiotis said that some of the projects listed for Orange County government have just been presented in a report and no official action has been taken on these projects. These include the Government Services Center addition, Planning and Ag Center renovations, and a farmer's market. Commissioner Carey asked about the additional debt capacity and noted that it begins to increase in the years 2003-2004. Donna Dean said that over the next two years the County will reach a peak debt amount and then it will begin to decrease and there will be some additional capacity. Commissioner Gordon asked what would be included in alternative financing and in particular if impact fees were included in her calculations for total debt capacity. Donna Dean said that impact fees are considered pay-as-you-go revenue and not included in her calculations. John Link made reference to page three of the agenda abstract and said that the three items for the County Commissioners to consider tonight are land acquisition, schools and parkland, and open space. The County Commissioners have approved a middle school for the Orange County schools and two Elementary Schools for the Chapel Hill-Carrboro City Schools. The amounts far the schools have not been determined. There have been no decisions on parkland and open space. He suggested that the County Commissioners address land acquisition first. LAND ACQUISITIONS Commissioner Jacobs recalled the County Commissioners asking Bond Attorney Bob Jessup to contact some other entities to see if there were any other interpretations that might be used. Bob Jessup said that he had several conversations with different people. He had a long conversation with someone from the Trust for Public Land. The conversations were not helpful in finding another way around this problem. Commissioner Jacobs made a proposal and distributed a document entitled, "Summary and Justification -Resolution of Intent to Provide Funding for Non-Public Access Conservation Lands." He said that this states that the County Commissioners' intention was to take action to assure that there will be funds available to preserve land through conservation easements. This was a motion to approve the resolution, which is incorporated herein by reference. The motion was seconded by Commissioner Brown. Commissioner Gordon said that this resolution was a good idea, but she would like to find out if the bond referendum passes first before she commits to this. She would also like to see the other projects that are competing. She would like to see a priority list of projects. Commissioner Carey asked what the impact of this resolution would be in the list of items that are already earmarked for alternative financing. Finance Director Ken Chavious explained that money for open space could not stand alone. The money can be included with other projects. This is the spirit of the resolution. Commissioner Jacobs painted out that the $3,00O,OOQ would be less than 10°~ of the additional capacity the County has for alternative financing. Commissioner Jacobs said that we could add verbiage to state that if the bond package does not pass in November that all items earmarked far alternative financing would be reviewed. Chair Halkiotis said that the resolution makes a commitment about open space and how important it is to the County Commissioners and that it is not binding. He cautioned the Commissioners about painting a negative picture of the passing of the bond referendum. Commissioner Gordon said that she did not want to take far granted that the bond referendum was going to pass. She suggested in item #2 in the resolution, "This resolution states the Board of County Commissioners' intent to make the funding commitment for..." Commissioner Jacobs accepted this amendment. Commissioner Brown also accepted this amendment. VOTE: UNANIMOUS AFFORDABLE HOUSING Commissioner Gordon asked for more detail on the affordable housing projects that will be funded by the band referendum. She feels the County Commissioners should provide some guidance for the bond education committee on what affordable housing projects should be included. Chair Halkiotis said that the same process would be followed with the affordable housing bonds as was followed in the 1997 bond referendum. He does not see how the County Commissioners can determine the projects before the funding is provided. Ken Chaviaus said that we did not have specific projects far affordable housing. The County Commissioners set guidelines and projects were submitted far the 1997 bond monies. Commissioner Gordon asked that information be brought forward on what projects may be included. Commissioner Carey suggested some broad categories and not specific projects, sa that we can capitalize an the opportunities that are available from other resources. Commissioner Jacobs and Commissioner Brown said that the report on housing included recommendations for the projects in affordable housing. SCHOOLS Donna Dean made reference to a handout (bright pink) and said that the first three pages show the actual costs of some of the recent schools that have been built. She said that elementary school #10 was a higher cast than #9 because the school system is projecting approximately $900,000 in utility work at that site, specifically water and sewer. Commissioner Jacobs said that there should be a follow-up analysis of all the potential tap- ons to the water and sewer lines and who would benefit from them. Several clarifying questions were answered satisfactorily by Donna Dean. Commissioner Gordon distributed a document entitled, "Follow-up to Information Items Distributed on August 27, 2001." She explained this document. Chair Halkiotis asked haw the cost of land is figured if the land has already been purchased. Donna Dean said that the land was not included because at the paint that the numbers were actually compiled, the County had not purchased the land. Chair Halkiotis would like to look at the cast of land and include that in the final cost of the facility. He said that this gives a skewed picture of the cost of the school. Commissioner Brawn made reference to all the fees and the increase in costs above the school construction standards. She questioned the necessity of these amounts going over what is allowed in the school construction standards. Commissioner Brown said that she feels that the costs for elementary school #9 should be in line with the cost of Pathways Elementary. She would prefer keeping the prices down. The middle school for Orange County could use the plans for Smith Middle School and the plans for Pathways could be used again. This would show our citizens that we are using our funds wisely. Chair Halkiotis asked Superintendent Neil Pedersen if what they intend to save is $200,000 for architectural design fees if using a prototypical model for elementary #10 versus elementary #9. Neil Pedersen said that the two elementary schools are not on the same schedule. There are a lot of unknowns about the savings that can be accomplished by using the same plans for both of these schools. John Link suggested using the schaal standards and the figures proposed for what it casts to build schools. Commissioner Brown said that she is comfortable in using the school standards. Commissioner Carey agrees. Also, a process has been developed that will involve the County Commissioners at the appropriate point along the way in the development of the schools. Chair Halkiotis agrees with going with the standards. He said that if an emergency comes up, it can be addressed. Cammissianer Gordon noticed that for elementary school #1Q, there is some money requested for site development, which she feels will be needed because of the sewer that will have to be put in. She feels that elementary school #1 Q will bear a lot of the utility costs. She would like to investigate the costs and help bear the cost. C05t. Chair Halkiotis said that anyone using the water and sewer line should help bear some of the Commissioner Brown asked for information on cost overruns of the schools from the standards. She cannot understand a cost overrun of $1 million. Commissioner Gordon asked if anyone has a list of how one takes into account the difference in land costs between northern Orange County and southern Orange County and the difference in fees from the municipalities. A motion was made by Commissioner Carey, seconded by Commissioner Brown to approve the school construction standards recommended amounts for the two elementary schools for the Chapel Hill-Carrboro City Schools and the one middle school for Orange County Schools. These amounts are $12,8QQ,QQQ for each elementary school and $18,5QQ,000 for the middle school. Commissioner Gordon said that she does not mind approving the school standards, but she would like to have a discussion about what schools to include and how much a school should cost. VOTE: Ayes, 4; No, 1(Cammissianer Gordan} There is now $2,9QQ,QQQ left within the school bond. The total is now $44.1 million. Commissioner Gordon suggested using the $2.9 million far land, planning, and other preconstruction costs for the new high school for the Chapel Hill-Carrboro City School system. She said that the projections indicate that the Chapel Hill-Carrboro City School system is growing much faster than the Orange County schools. She distributed a statement that she put together that articulates how she feels about this issue. She said that both school systems are anxious about this and the Board should make a firm commitment that a new high school will be built. She thinks that the $2.9 million should be set aside for the land, planning, and other preconstruction costs for the new high school. Cammissianer Jacobs said that he heard the same comments from the public and the schaal boards. He distributed a sheet with a different way of looking at it. His suggestion is to leave the money far renovations in the bond as recommended but to react in a positive and affirmative way to the concerns that were raised. The Board has continued to state that it will provide facilities in a timely fashion. Commissioner Brawn said that she thinks we can address this issue through a resolution stating the Board's commitment. She feels that people forget everything that has been accomplished during the last four years. She feels comfortable with planning far a high schaol to make sure that the citizens know that we are in that process. Commissioner Jacobs offered a Resolution of Intent to Provide Funding for Facility Planning for Projected High School Capacity in response to Commissioner Cordon's comment. Commissioner Gordon said that she is still concerned about what the creation of so many extra spaces in Orange County's system means. She is also still concerned about where the money for the high school is going to come from. She is also concerned that if this money is not put on the bond referendum, then it is not quite sending the same message then if it was put an the bond. A motion was made by Commissioner Gordon to put the $2.9 million in the bond for land, planning, and other preconstruction costs for the third high school. If the land is not needed, then the money will be used for planning and the start up fund for the construction. MOTION DIED FOR LACK OF A SECOND A motion was made by Commissioner Gordon that $2 million be placed on the bond instead of $2.9 million. MOTION DIED FOR LACK OF A SECOND A motion was made by Commissioner Jacobs, seconded by Commissioner Gordon to provide $2 million for renovations for the Chapel Hill-Carrboro City Schools system and $900,Q00 for the Orange County schaol system to begin addressing same of the health and safety needs that have been identified. VOTE: UNANIMOUS A motion was made by Commissioner Jacobs, seconded by Commissioner Brown to approve the Resolution of Intent to Provide Funding for Facility Planning for Projected High School Capacity. Chair Halkiotis recommended Commissioner Brown to be the Commissioner for the liaison for the high schaol planning project. Commissioner Gordon objected to the fifth "whereas" and the seventh "whereas". Chair Halkiotis disagreed and said that it was important that the County does indeed have property available. He is opposed to changing the resolution in any way. Commissioner Carey feels that the "whereas" about the projections is true and should stay in the resolution. He asked about the last whereas because the County Commissioners do have policies in place and he is concerned that someone thinks they are not in place. Commissioner Brown would like an understanding of why the school construction standards are not regarded as what should be done. Commissioner Carey said that the school committee needs to meet and address other issues at specific times. Commissioner Brown would like to see the renovation priorities of the school systems. She is very concerned about the health and safety of the children and faculty. Chair Halkiotis asked the Commissioners to get any items for the agenda on September 24tH to John Link for the joint meeting with the two school systems. Commissioner Gordon feels that the biggest difference in the facilities is within the school systems and not between the school systems. Both systems have older facilities and newer facilities, and the big difference is between older schools and newer schools, regardless of district. She would like to do something substantial for the renovations of the older schools. She said that she is really disappointed that the $2 million is not going on the bond for land andlor planning for the third CHCCS high school. RESOLUTION OF INTENT TO PROVIDE FUNDING FOR FACILITY PLANNING FOR PROJECTED HIGH SCHOOL CAPACITY WHEREAS, the Orange County Board of Commissioners has shown an historic and ongoing commitment to meeting the school needs of all the children of Orange County, including opening three new schools within the past three years, with a fourth set to open in 2002; and WHEREAS, the Orange County Board of Commissioners appreciates the recognition by citizens and school boards of that ongoing commitment; and WHEREAS, the Orange County Board of Commissioners is mindful of the concerns expressed by members of the public and by members of both the Chapel Hill-Carrboro City School Board and the Orange County School Board regarding the timely provision of facilities; and WHEREAS, the 2001 Orange County Capital Needs Task Force, while recommending more projects than the Board of County Commissioners deemed prudent to include in the November 2001 bond package, did recommend inclusion of funds to initiate planning for a third high school in the Chapel Hill-Carrboro City Schools system; and WHEREAS, projections vary as to the immediacy of the need for such a high school; and WHEREAS, discussions have yet to be undertaken, let along consummated, regarding the size and location of appropriate site for such a school; and WHEREAS, the County already has purchased property for a co-located park and multi-school complex, and has begun collaborative planning with the Chapel Hill-Carrboro City Schools staff regarding that site; and WHEREAS, the scope and program orientation of a new high school have Hat adequately been determined, nor have alternative approaches to addressing short-term high school needs been adequately explored; and WHEREAS, it is imperative that, prior to funding any new capital facilities, there is clear acceptance by both school systems of the "Orange County Policy on Planning and Funding School Capital Projects"; NOW, THEREFORE, BE IT RESOLVED by the Board of Commissioners of Orange County, North Carolina that: 1. The Board hereby makes a determination to include planning to meet high school capacity needs as a project for alternative financing. 2. The funding commitment for high school capacity will encompass borrowing $2,000,000 from alternative sources over the four years in which the November 2001 bond monies, if approved, will be spent, and beginning in the current fiscal year (2001-2002), to develop facilities plans that would provide far excess projected high school capacity. 3. The need for financing of high school capacity will be considered along with each alternative financing proposal or project as presented to the Board of County Commissioners. This, the 30`" day of August 2001. VOTE: UNANIMOUS Chair Halkiatis said that we are going beyond with saving renovation money and adding planning facilities money and he thinks this is significant. PARKLAND AND OPEN SPACE Environment and Resource Conservation Director David Stancil made reference to the potential for joint Town and County open space. There is a possibility of providing a green corridor from Jordan Lake through the Town of Chapel Hill's open space network and the Town of Carrboro's potential future open space network, through County open spaces to Duke Forest and perhaps tying into the Eno River State Park. He used a map to show how the different greenways could work toward this end. Commissioner Brown introduced a policy statement for parks and open space and said that the proposed policy statement on the green sheet was key for the County in regards to all of the expenditures under the open space and parkland piece of the band. She said that this statement holds the County Commissioners accountable for the public funds. Commissioner Gordon would like to defer action on this until she has time to read it Chair Halkiatis noted that the process far the Intergovernmental Parks Wark Group would be like the Information Technology Committee where projects are received and a committee would review them and the ultimate decision making would be with the Board of County Commissioners. Commissioner Carey asked if this policy incorporates all the policies that the County Commissioners have approved over the past years and Cammissianer Brawn said yes. Commissioner Jacobs said that he has no problem with approving this. He would like to avoid misunderstandings upfront. John Link said that the County has a leadership role in the future when it camel to developing parks and major facilities. He does not think that this has been internalized by other jurisdictions yet. Commissioner Jacobs feels that we need to maintain as much flexibility as possible with the recreation and parks bond allocation. He thinks there is an obligation to the voters to let them know what the County Commissioners are doing, but he also thinks that if you promise people something, it is a commitment. This is different from saying that there is a purpose without specifying. Commissioner Jacobs proposed setting aside $2 million as a soccer super fund. He said that the soccer task force came up with cost estimates of an unimproved field. This fund would give the County the opportunity to build soccer fields as opposed to competing with other projects. Commissioner Gordon said that she understands that soccer fields were included in the park plans. Cammissianer Jacobs said that this could be a multiple field soccer facility. Commissioner Jacobs went through his proposals as follows: $2 million for soccer super fund (different from recommendation of the Capital Needs Advisory Task Force {CNATF) $1.5 million for park on Eubanks Road and Old 86 (approved at $1.2 million) $1.2 million for Cedar Grove $850,000 for Fairview $250,000 for Efland Cheeks {different from CNATF recommendation) $3.5 million Aquatic Center $250,000 Smith Middle School Soccer Field Completion $7 million for Lands Legacy (different from recommendation) $1.7 million for Southern Park (approved at $2 million} $1.75 for two greenways in Chapel Hill and Carrboro Commissioner Gordon recommended putting $2 million in Southern Community Park and $1.2 million for Eubanks Road and Old 86 park. She thinks that it would send a better message if Southern Park were funded at $2 million. Commissioner Carey agreed. Commissioner Gordon clarified the purpose of the $7 million for the Lands Legacy Program. Commissioner Gordon said that another thing to make clear through the education of the band referendum is to let people know about all the soccer fields being created. Commissioner Brawn said that on Monday night the Chapel Hill Town Council was asked by the school board to make a commitment about the aquatic center to the exclusive use of the Chapel Hill-Carrboro City School system five days a week after school until 6:00, an the weekends, etc. She feels very strongly that this facility is for the public use of Orange County's citizens and should not be monopolized by any one group. She feels we need to hold the Aquatic Center until we get clarification from the Chapel Hill Town Council. Chair Halkiotis said that he feels it was presumptuous of someone to make commitments on a facility that has not yet been put forward for a band referendum. He is slightly offended by this. Chair Halkiotis asked that Commissioner Brown find out what the Chapel Hill Town Council is going to do. Commissioner Gordon made reference to the proposed community gym at Meadowmont School. She said that the question is who is going to pay for the gym. Commissioner Jacobs asked Bond Attorney Bob Jessup if he was recommending that this be a $20 million undifferentiated lump sum designated for parks and open space acquisition. Bob Jessup said that he would recommend that the bond orders be the same as those that were introduced in mid August. He said that the purpose of going through each project was to help determine that the amounts are correct and to educate the voters. The statutes do not allow the voters to approve bonds for a project. Commissioner Carey said that there should be some type of formal communication to the Chapel Hill Tawn Council from the Chair concerning the aquatic center. A motion was made by Commissioner Gordon, seconded by Commissioner Jacobs to approve the recommendations as set forth by Commissioner Jacobs above and as amended by Commissioner Gordon VOTE: UNANIMOUS 2. Bond Education Committee _ Agenda for September 5 Meeting This item was delayed. 3. Discussion of School and Capital Needs Not Included in November 2001 Band Proposal This item was delayed. 4. Greene Tract Work GrOUp Update This item was delayed. 5. Adjournment With no further items for the County Commissioners to consider, a motion was made by Commissioner Jacobs, seconded by Commissioner Carey to adjourn the meeting at 10:30 p.m. VOTE: UNANIMOUS The next regular meeting will be held on Tuesday, September 4, 2001 at 7:30 p.m. at the Southern Human Services Center in Chapel Hill, North Carolina. Stephen H. Halkiotis, Chair Beverly A. Blythe, CMC