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HomeMy WebLinkAboutMinutes - 20011129APPROVED 2/512002 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS November 29, 2001 7:30 p.m. The Orange County Board of Commissioners met for the purpose of holding a closed session on Thursday, November 29, 2001 at 7:30 p.m. in 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. 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. 1. OPENING COMMENTS FROM THE CHAIR Chair Halkiotis welcomed everyone to the meeting. 2. CLOSED SESSION A motion was made by Commissioner Carey, seconded by Commissioner Jacobs to go Into Closed Session "to consider the qualifications, competence, character, fitness, conditions of appointment, or conditions of initial employment of an individual public officer or employee or prospective public officer or employee" NCGS ~ 143-318.11 {a)(6). NOTE: the Board of County Commissioners and the Clerk attended this Closed Session. VOTE: UNANIMOUS RECONVENED SESSION Procedure for Filling the Clerk to the Board Position The Board discussed the recruiting process for the Clerk to the Board position. Beverly Blythe announced that she will retire from Orange County Government effective May 1, 2002. The County Commissioners decided that they would advertise this position internally and externally at the same time setting the last date to receive applications as February 1, 2002. They reviewed the position description and the ad that will be placed in the newspapers. They will let Beverly Blythe know of any changes they want to make to the two ads. The Personnel Department will be requested to place the ads with applications sent to the County Commissioners office. The five County Commissioners will be involved in the screening and interviewing process. The dates and times for the interviews will be set for the month of February with second interviews in March. They decided not to involve others in the process at this time. They determined that the beginning salary will be placed at class grade 73, step 2A through step 10A depending on qualifications and experience of the person hired. It was decided that interview questions will be developed after the first of the year in preparation far the interviews. ADJOURNMENT A motion was made by Commissioner Gordon, seconded by Commissioner Carey to adjourn this meeting. The next regular meeting will be held on December 3, 2001 at 7:30 p.m. at the F. Gordon Battle Courtroom in Hillsborough, North Carolina. Stephen H. Halkiotis, Chair Beverly A. Blythe, CMC APPROVED 2/5/2002 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS Board Work Session November 29, 2001 6:00 p.m. The Orange County Board of Commissioners met for a work session on Thursday, November 29, 2001 at 6:00 p.m. in 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. 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. 1. OPENING COMMENTS FROM THE CHAIR Chair Halkiotis welcomed everyone to the meeting. 2. REPORT ON PARKS FROM ENVIRONMENT AND RESOURCE CONSERVATION DEPARTMENT AND RECREATION AND PARKS DEPARTMENT Environment and Resource Conservation Director David Stancil made a powerpoint presentation. He said that in the spring, the County Commissioners asked that the Manager and staff prepare a report which looks at the continuum of park planning and development, the relationship between ERCD and Recreation and Parks, and design, maintenance and stewardship issues related to the new era of parks acquisition and development that is now upon us. The County has only one open park which is the Efland-Cheeks park which opened May 2000 an land leased from Orange County Schools. The total acreage of `Parklands" owned is 281 acres. The changing conditions include: • New parklands awaiting planning and facilities • Continued acquisition via Lands Legacy and 2001 Bond -whittling parks deficit • Two departments with primary responsibilities, ERCD and R&P • County's lack of parks to date presents challenge & opportunity •:• Chance to develop a program "outside the box" of traditional parks • Need for process to provide framework for future parks planning and development The Players in the continuum could include the Board of Caunty Commissioners and Caunty Manager, staff parks design team, advisory boards, county engineer and others as needed. Commissioner Jacobs made reference to page 10 and asked if we envision that the person we are going to hire will be able to do construction drawings. David Stancil said that possibly we could do some portion of the construction drawings but we may also contract out some of this work. David Stancil made reference to resource needs and said that in order to do park design we will need the Open Space Design Specialist position that was approved last year. This needs to be someone who is environmentally sensitive and has landscape architecture experience and is capable of doing park designs for active and low-impact. David Stancil then talked about aperatian and maintenance. The number of facilities is expected to increase from 2 now to 8 by 2006. The main question is will the maintenance be done by the County's Public Works Department or by the Recreation and Parks Department or will all or a portion of the maintenance be contracted out? He listed the anticipated facilities as listed below: 7 soccer ormulti-purpose fields 2 youth baseball/softball fields 8-10 trails 2 basketball court complexes 3-4 playgrounds {2 existing) 5 picnic areas David Stancil said that in addition to staff, the County will need to purchase equipment in order to maintain the fields and trails. Chair Halkiatis said that he feels that the $51,000 projected cost far equipment is very modest and David Stancil will take another look at this. Included in the proposed resource needs would be three new positions - Park Services Supervisor, Park Services Technician and Park Services Assistant. David Stancil explained these positions. Chair Halkiotis said that he would like for the County to explore contracting with the school systems because they have the staff and also the equipment to maintain fields. Commissioner Brown spoke in support of coordinating activities between the schools and the County. She asked if the County could came up with a proposal that would include the schools in coordinating operation and maintenance. Commissioner Jacobs said that he feels that the County should take the lead in coordinating operation and maintenance activities with the towns and the schools. Commissioner Gordon feels it might be easier to proceed with the schools first because of the budget structure. She supports proceeding with the towns but feels that it would be a longer process. John Link suggested doing a survey to determine what resources are available to help or assist with operation and maintenance. Commissioner Brown made reference to the soccer fields and said that the conflicts between the use of the fields could be fixed with coordination. The County may be able to take leadership. Commissioner Gordon feels it would be beneficial to have a memorandum of agreement with the towns and that now would be the time to bring this forth. We have been awaiting the preparation of this agreement for many months. Commissioner Jacobs said that he and Commissioner Carey met with officials and staff from Chapel Hill on a capital policy for parks. The County has not received any feedback from Chapel Hill or Carrboro. Commissioner Carey said that he feels that this draft report will help move things along. It is timely to move the process on this policy forward. John Link said that within the next few days, the Board of County Commissioners will receive a schedule which will show when the Board can reasonably expect to receive bond money over the next five years. The Board of County Commissioners will be requested to adopt a schedule as it relates to how the County will finance all the projects. David Stancil said that the programming level is the most difficult because each jurisdiction has its own programs to operate. There are programs through the County's Recreation and Parks Department, through town departments, through recreation associations and enhanced opportunities for partnerships. Commissioner Gordon feels we should try to have some coordination and that some would be better than none. Commissioner Brown made reference to the capital policy on parks that was sent to the towns far their input and asked when that would come back to the County Commissioners for consideration. Commissioner Jacobs asked if this policy could be put on the December 11th agenda so that the County Commissioners can decide if this policy needs to go to other groups like the school boards for further discussion or additional input before considering it for adoption. John Link said that the capital policy will be on the agenda far December 11tH Discussion ensued on coordinating and maintenance of recreation and parks. In conclusion David Stancil made the following statements: • County is on the cusp of a new era in parks • County will go from zero parks on 1/1/2Q00 to several by the end of the decade • Lack of traditional practices opens the door to new approaches • This report not a definitive statement -only one approach for the Board's consideration Commissioner Brown asked if David Stancil could come up with a safety plan for the recreational activities like trails. etc. and he said he would. Chair Halkiotis said that with a vacated house, if it is not used or lived in, it would be damaged or burned, etc. The longer a house stays empty, the more it will be damaged. John Link said that he wants to be sure that the house is safe in terms of electrical, heating and cooling. He will provide the County Commissioners with a recommendation on how vacated homes may be used. Commissioner Jacobs wants to be careful not to duplicate the operation and maintenance within Orange County government and David Stancil said that they need personnel who know how to do things correctly. They may be able to share equipment but there would be no duplication of personnel. Recreation and Parks Director Bob Jones said that most of the maintenance for the trails and playing fields is contracted out. The Recreation and Parks department does not have personnel to take care of these maintenance issues. Chair Halkiotis said that Orange County schools have people who do field preparation. It is important to have someone who knows how to pull the lines for each sport. It may be beneficial far the County to work with the school system who already has the equipment and personnel. Commissioner Gordon said that one thing not included in this report is the role of the towns. John Link said that at the December 11 meeting, the County Commissioners will look at the schedule for all the projects that were included as part of the $75 million bond issue. Not all of these projects will be finished within the next two years. However, working together -jurisdictions and school boards -will allow the projects to progress faster. An inventory of what each jurisdiction can bring to the table, especially in the area of maintenance and operation, will be important. What we bring is a clean slate and resources. Commissioner Carey emphasized that what the County Commissioners bring to the table is a strong desire to not duplicate. A motion was made by Commissioner Gordon, seconded by Commissioner Jacobs to adjourn the work session. The next meeting will be held at 7:30 p.m. this same evening. Stephen H. Halkiotis, Chair Beverly A. Blythe, CMC