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HomeMy WebLinkAboutMinutes 10-25-2011 APPROVED 12/13/2011 MINUTES ORANGE COUNTY BOARD OF CONFMtSSIDNERS, BUDGET WORK SESSION October 25,209 9 7:�QAm The Orange County Board of Commissioners for a Work Session on Thursday, October 25, 2011 at 7:00 p.m. at the Link Government Services Center in Hillsborough, N.C. COUNTY COMMISSIONERS PRESENT: Chair Bernadette Pelissier and ` Commissioners Valerie Foushee, Alice M. Gordon, Pam Hemminger, Barry Jacobs, Earl McKee and Steve Yuhasz COUNTY COMMISSIONERS ABSENT: COUNTY ATTORNEY PRESENT: John Roberts COUNTY STAFF PRESENT: Assistant County Manager Gwen Harvey and Clerk to the Board Donna S. Baker(All other staff members will be identified appropriately below) 1. Outside Drive-bv Book Droq at Main Librarv Library Services Director Lucinda Munger said that the purpose of this report is to give the Board of County Commissioners an opportunity to discuss a library patron's request to provide a drive-by book drop at the Main Library in Orange County. The County Manager, the Library, and Asset Management Services staff has provided the Board with three options. The analysis of the options is given in the attached report. There was also a letter from Mr. Phil Barton, who was the hired library project consultant for the development of the site. In the letter Mr. Barton outlines the reasoning for not including a drive-by book drop in the original plans and his opinion as to the possible impact on current library operations. The $15,600 in the report is for the cost of purchasing the necessary equipment only. There will be additional costs associated with retrofitting either site in option 1 and option 2. Option 1 is the jut-out at the garage entrance off of Margaret Lane. Option 2 is retrofitting the exterior of the Main Library itself in the children's area. Either one of the options would have to be reviewed and approved by the Town of Hillsborough Planning Department and the Historic District Commission. Option 3 is to replace the current sign that says, "Book Drop Only, 5 minute parking" with something that just says, "book drop only" in really big letters. Sfaff will monitor the space for the next finro months, especially between the hours of 10:00 a.m. and 4:00 p.m. Assistant County Manager Gwen Harvey recognized Jean Brooks, the resident that brought this issue to the Board of Commissioners and has been working with the staff on this request Chair Pelissier asked which options the Board would like the Manager to pursue. Commissioner Gordon said that she would like option 3, the parking space option. Commissioner Yuhasz said that when the Library was being developed, he had talked about the possibility of putting a book drop on the left-hand side of the library but was told this was not possible. He then talked to library staff about this remote book drop and the operational difficulties and then decided this was not an option. He wants to maintain the children's section of the library. He said that, with option three, he looked at the parking spaces and there are finro handicapped spaces that are the closest. He asked if it was required that these handicapped spaces be the closest or if the book drop could be the first space: < Jeff Thompson said that the code has recently changed and as long as the handicapped space is on a level surface it is ok. Commissioner Yuhasz said that in order to make the book drop only parking space work it needs to be really close and well-monitored. Lucinda Munger said that if someone that was handicapped needed help to return books that the library staff would be more than happy to come out and assist the person and bring their books in the library. Commissioner Yuhasz said that he concurred with Commissioner Gordon about Option 3. Commissioner McKee said that Option 3 does not seem any better than parking down the street. He said that this is not a book drop. Lucinda Munger explained how the books would be transported from the book drop to the library. Commissioner McKee said that his preference is Option 1. Commissioner Hemminger asked about the parking space and asked how long it would take someone to return a book and it was answered about 30 seconds. Kindles have to be returned to a staff person. Commissioner Hemminger said that she is leaning towards Option 3 because funding is tight and she would like to see how this would work because there have not been a lot of complaints about this. Commissioner Jacobs said that when this first came up, he thought it was logical to have a drive-up book drop but in this case, there is not a good solution and the least bad option is Option 3. He said that this is the least cost-intensive and the most straightforward solution. He suggested maybe marking the pavement in addition to the sign. It will have to be self- policing and not staff-policing. Jean Brooks asked if there would be public comment on this. Chair Pelissier said that anything that is discussed has to come back to the County Commissioners' meeting and the public is welcome to make comments at a County Commissioners' meeting. Commissioner Foushee asked that Option 3 be done as a pilot project for a period of time so that it can be evaluated. A motion was made by Commissioner Hemminger, seconded by Commissioner Gordon to try Option 3 for a six-month pilot period. VOTE: Ayes, 6; No, 1 (Commissioner McKee) Chair Pelissier asked when this�would come back at a regular County Commissioners' meeting for an official decision and Assistant County Manager Gwen Harvey said that this could be on the December 5th agenda. 2. Overview/Presentation bv and Potential Contract with UNC School of Government for IT Strateqic Plan Consultinq ` Chief Information Officer Todd Jones introduced Dr. Shannon Tufts, Director of the Center of Public Technology at the UNC School of Government. Todd Jones said that over the past several years they have been trying to bring forth the strategic technology plan and it has been through several refinements. He said that this has been a valuable resource for operational business, but there is a need to take a different approach with engaging the Board of County Commissioners. This item is for discussion of how the Board of County Commissioners wants to be involved. Shannon Tufts made a PowerPoint presentation. Transformation Through Technology: Strategic Technology Planning for Orange County Shannon Howle Tufts, PhD UNC School of Government Technology is.... The vehicle from which accurate, reliable, and timely information is produced for: Strategizing, identifying objectives, improving productivity, and facilitating service delivery The challenge... How can we use information technology? ■ to create public value ■ through a better division of labor ■ where innovation is essential ■ implementation is often difficult due to competing demands; and, ■ and how do we measure IT success? IT Value Progression —chart IT Value Demonstra#ion — Internal Efficiency & Effectiveness (metrics), Change Agent and Driver of Innovation (metrics), Utility Services (metrics), Business Leader and Trusted Advisory (metrics) - Goals of Process • Develop strategic technology imperatives based on Board of Commissioners' direction • Align operational imperatives developed by CIO/IT Staff to the Board imperatives • Produce Roadmap and Strategic IT Plan that allows for flexibility and attentiveness to Commissioners' and Citizens' needs and wants, while balancing operational support requiremen#s necessary to conduct County business in efficient and effective manner Methodology • 3-4 Working Sessions with Board of Commissioners — Session 1-2: Develop High-Level Value Statements and Strategic lmperatives (related to technology investments) (2 hr meeting) — Session 2-3: Identify opportunifies for goal alignment between Board Imperatives and IT Operational Plan; Create dialogue about necessary requirements to meet imperatives (financial, technological) (2-3 hr meeting) — Session 3-4: Demonstration of goal aligned Strategic IT Roadmap and Plan, with participation and revision from Board (2 hr meeting) _ _ At the End of the Process What does IT do on a daily basis to improve the efficiency& effectiveness of Orange County government, our community, and our state in accomplishing its goals and objectives? Commissioner Foushee said that the problems with the past strategic plans is that she is not sure this Board has indicated what the technology priorities and needs are and what gaps exist and how to fill them. She said that with th� advances of technology, by the time the funding is in place, it may be obsolete. Commissioner Gordon asked how the strategic Information Technology Plan fits into an overall communications plan. The Information Technology portion is an important part of the comrnunications plan. Shannon Tufts said that you cannot be strategic in an IT Plan because `strategic' means you are thinking seven years out. The idea is to have an IT Operational Plan that only goes out three years. She hopes to start with goals and objectives and then apply the technology to it. Commissioner Gordon made reference to page 2-3 and said that there should be a place to put in some initial thoughts about how the IT Plan could coordinate with the eventual communications plan. Shannon Tufts said that she could coordinate with Todd Jones and put it in. Commissioner Jacobs said that a fundamental difficulty in the past has been just a laundry list of things next to a lot of money. He said that he is interested in Information Technology Value Progression. He said that everything has been internally driven regarding IT. He said that there are huge frontiers that are not within the internal function of Orange County government that are within the interests of the Orange County Commissioners. Chair Pelissier asked if there has been public input about what is missing in terms of communication. Shannon Tufts agreed with engaging with the public. She suggested town hall meetings. She does not recommend a citizen advisory committee on IT. There can also be input electronically like via the website. Commissioner Yuhasz said that this is talking about two different things—an IT _ Strategic Plan for the County and an IT Strategic Plan for County government. He wants to address both of these. He said that the department heads are a vital part of the IT Plan for County government. Shannon Tufts said that Todd Jones has already done Information Technology assessments with all of the departments, and she would be glad to follow up with this with department heads. Commissioner Foushee made reference to working with department heads and said that the needs of those departments probably have changed since Todd Jones met with these departments. She suggested that someone do a follow-up. Commissioner McKee said that it is critical to do planning, but the implementation costs concern him. He asked about the costs for other communities. Shannon Tufts said that it would depend on how far behind the County is. She does not think that the County has to spend a huge amount of money, but she will benchmark and compare Orange County to other counties. She is thinking about the biggest bang for the buck. She said that she would provide estimates so that the County Commissioners could pick and choose. Commissioner Yuhasz asked about the timeframe for completion of this plan and Shannon Tufts said that she has had plans done within six months. She said that it is feasible to expect having a finalized plan by the end of February or mid-March. Chair Pelissier said that these types of issues will need to take place at work sessions and this may be a topic for the February retreat. i 2. Countv Commissioners: Policv/Process Governina the Selection Process of BOCC Boards/Commissions Assianments Chair Pelissier said that two Commissioners were unable to attend the June 16'n meeting where this was last discussed. There was no directive given because of the absence ` of the two County Commissioners. Page 5 lists the suggested options. Commissioner Foushee thanked the Board for waiting on those that did not atter�d. She said that she is not opposed to an option that would be accommodating to allow members to try new boards that they have an interest in. She thinks that the County Commissioners should be able to work on boards for which there is an interest. Commissioner Yuhasz agreed with Commissioner Foushee and said that, while he can see the value in having continuity, at some point the continuity eliminates the possibility that anyone else on the Board would be able to be involved in the board. He suggested limiting the amount of consecutive terms or years that any one Commissioner can serve. Commissioner McKee said that one of the options he suggested at the June meeting was that each Board member would retain one committee without limits. He continues to think that this should be a viable option. He thinks that seniority should have some privileges. Commissioner Gordon said that limits should not be retroactive and she suggested having one board without limits and one with a four-year limit starting now. Chair Pelissier said that she did not want to keep the present system because people should have options. She does not want Commissioners to have the ability to retain two boards in perpetuity. Commissioner Hemminger said that most of them are willing to put their boards out there. She suggested keeping one board in perpetuity. Commissioner Jacobs agreed with letting the leadership positions stay and letting Commissioners keep one board. The others should be in play. Commissioner Gordon said that it seems to her that the discussion is to figure out what the veterans would choose and then go down the list. Chair Pelissier asked for a show of hands for who is in favor of having veteran Board members choose one board that they currently serve on and keep it in perpetuity. Six were in favor and one was not (Commissioner Gordon). Commissioner Yuhasz suggested that each veteran may choose to retain one board each year and all the rest will get thrown back in the pot. Then the junior member will pick first in the first round and in the second round, the senior member will pick first. This would prevent the senior members from being able to keep two. Commissioner Foushee said that the County Commissioners should be more�amenable to let boards go. She thinks that the junior members should be given a chance to pick boards. Commissioner Foushee suggested that for the first round the least senior member chooses first, and the second round the most senior member chooses first, and so on. Commissioner Foushee suggested that the Board of Health, which is a three-year slot, should be taken out after three years and opened up. Leadership positions will be taken off the list. A motion was made by Commissioner Jacobs, seconded by Commissioner Hemminger to adjourn the meeting at 8:43:57 PM. VOTE: UNANIMOUS Bernadette Pelissier, Chair Donna S. Baker, CMC Clerk to the Board