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HomeMy WebLinkAboutMinutes - 20020513APPROVED 06!1812002 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS WORK SESSION MAY 13, 2002 6:00 p.m. The Orange County Board of Commissioners met for a work session on Monday, May 13, 2002 at 6:00 p.m. in the meeting room of the Government Services Center in Hillsborough, North Carolina. COUNTY COMMISSIONERS PRESENT: Chair Barry Jacobs and Commissioners Margaret W. Brawn, Moses Carey, Jr., Alice M. Gordon and Stephen Halkiotis COUNTY ATTORNEY PRESENT: Geoffrey Gledhill and S. Sean Borhanian 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. CHAPEL HILL TOWNSHIP PARK AND EDUCATIONAL CAMPUS -MASTER PLAN PROCESS The purpose of this item was to consider a draft proposal for the Master Plan process for the 193-acre Chapel Hill Township Park and Educational Campus. In May 2001, the County purchased 193 acres of land near the intersection of Old 86 and Eubanks Road for a future Chapel Hill Township park and Educational Campus, coordinating with the Chapel Hill-Carrboro City Schools for part of the acquisition. Funding in the amount of $1.2 million to develop phase I of the park was approved as part of the November 2001 bond. The draft process outlines a timetable and charge for the creation of a Master Plan. Environment and Resource Conservation Director David Stancil made reference to the information distributed on purple paper. David Stancil said that he has tried to break down the process for park projects into four tiers as listed below: Tier 1 -Park Projects Already Underway Tier 2 -New County Park Projects Tier 3 -Master-Planned Facilities in Conjunction with a Municipality andlor School System Tier 4 -Joint Town/County Facilities David Stancil showed the 193-acre site on a map. He pointed out the proposed park site and school site. The tentative schedule of activities would begin with the Master Plan Work Group beginning work in May or June, 2002 with an interim report to the Board of County Commissioners in November, 2002. The charge has been changed to reflect that the work group will divide into two subcommittees - a Park Subcommittee and an Educational Campus Subcommittee. The County Commissioners discussed the proposed membership of this Work Group. They noted that chairs or co-chairs of the work Group will be appointed by the County Commissioners. Commissioner Brown noted the issue of colocation has not been mentioned. She said that this is the first piece of property we have that we can consider this very serious idea. We have never made a list or strategized on long term needs that the County might have for property like this. It might be beneficial to take time before this Work Group convenes to put together a colocation concept proposal so that the work group will have this to guide them in their work. She does not think it would take long to put together this concept. She suggested that she, Commissioner Gordan and Pam Janes work on this language. Chair Jacobs asked Commissioner Brown to give some examples of what comes to mind about colacation. Commissioner Brown said she is not sure of everything that could be included. She asked that staff provide a list of possibilities. Commissioner Halkiotis asked if there is a list of functions that could be colocated together. He agrees that we have used this ward "colocated" but we have not had a discussion about the possibilities with colacation. Commissioner Gordon feels in general it is okay to look at colocation, but with this property we have led people to believe it would be used far a park or for schools. If it comes to be that someone wants to bring this up, we have a Memorandum of Understanding where anyone can bring up this issue. Commissioner Carey feels that Commissioner Brawn is right and we should take some concrete steps to make colocated activities happen. There is a danger of the Board of County Commissioners doing a list because the work group might consider it a mandate to locate things on the site for which it is not suited. The list may not be inclusive enough and it may have projects, which are already in our CIP, and people will be compelled to find a location to colocate on a site. Chair Jacobs said that he feels that we have talked about colacation but nothing is done. We have not identified compatible uses for property that the County owns. He also agrees that we purchased this property far very specific purposes. If there were something that could be colocated with schools and parks, he would consider amending the plan. If, for instance, it was a fire station or police station or EMS facility, probably there would be no objection to colocate these kinds of facilities. He feels we should move ahead with the work Group. Commissioner Halkiotis said that he agrees with staying close to what the public was told this land would be used for -- a park and aschool -- but we should not close the door to other possibilities for colocation of some other kind of facility. He feels we should look to the future on what is needed. Commissioner Carey agrees with Commissioner Halkiotis in developing a list which is separate from what this work group is charged to do. Chair Jacobs feels that ante the hypothetical list is created that the County Commissioners will think differently and look at property differently. He agreed with asking the staff to come up with a list of possibilities. Commissioner Brown suggested adding something to the guiding principles about co-location. John Link said that he will send out a list to the County Commissioners so they can indicate if there is any property or activity they don't want included in the list of possibilities. Commissioner Brown made reference to the composition of this Work Group and suggested that there be two at-large seats on this work group beyond the two area citizens. Chair Jacobs suggested having three citizens at large. He said that there will be a person from the Northern Transition area that lives in that area and the County Commissioners can make a special effort to appoint at least one other person who lives in the area. This will provide flexibility and only increase the work group by one person. Commissioner Brown asked about dividing the committee sa that part of the work group works on the educational aspect and the other part works on the park aspect. She said that she feels like at some point it may be better to branch off but probably not in the beginning. She feels that separating the groups is counter to what the County Commissioners are trying to do. David Stancil said that maybe there should be some overlap with one or two people working an both committees. It is important that there be good communication so that everyone knows what is happening. Commissioner Brown noted that if we are trying to colocate active athletic facilities that both schools and the public can use, why would we separate this at the planning level. Commissioner Gordon said that there is a preconcept plan and this is a very large group. The educational work group may need a longer time period to do their work. After a brief discussion, the Board decided to change the language so that the Work Group may instead of vvrll divide into two subcommittees. Commissioner Carey made reference to the timeline and said that the Board of Commissioners is supposed to review and approve the master plan in March. He feels it may take longer for review by the Board and suggested adding at least one or two months to allow time for the Board of County Commissioners to consider this plan. It was decided that this will be changed in the timeline. There was a consensus of the Board to request that staff provide a list of possibilities for coloration before the end of the budget year. 2. DRAFT COUNTY PARK FACILITY PLANNING fPFP) PROCESS David Stancil presented information on a draft process and status report for park projects in the Manager's recommended CIP. He said that staff has worked, through the CIP process, to identify the potential timetable for the parks and open space projects approved as part of the 2001 bond. The Park Facility Planning document in the agenda would serve to address park projects within the County's jurisdiction that are not joint Town/County projects. It was provided as a starting point for Board discussion on the status and phasing of County parks projects. The agenda also provided a summary sheet on the status of planning and design work for each project. The Basic Operating Principles ensures that each project will receive equal footing in terms of initial appropriation and planning and design potential. Regarding the summary sheet for each project, David Stancil said that information is provided about each park project, the resources needed to accomplish the task, the current status of the project, the other partners or "players" in the project, and a potential timeline of activities if each project was started an July 1, 2002. Commissioner Halkiotis said that he feels this is a wonderful way to track projects, who is involved and accountability. Chair Jacobs asked if this summary is meant to be an inclusive list of all the projects. David Stancil said that this list is for only tier 2 and tier 3 projects. Chair Jacobs asked about Blackwood Farm and Seven Mile Creek and said that he would like to see all the projects listed whether they have money for development or nat. David Stancil said that he has a spreadsheet which tracks all the projects which he will provide to the Board. Commissioner Gordon suggested adding tier 5 projects for which money is not identified. John Link asked if the County Manager should serve on the construction team and David Stancil said that he will include him in the composition. Commissioner Brown asked if there is any place where people working on these plans could use ideas about incorporating solar lighting, etc. Do we have a list of standards that we would require be included in the plans. David Stancil said that it would be a case-by-case basis where the County Commissioners can say if they feel that the project would be suitable for solar. Also, there could be guiding principles that would apply to all projects. Chair Jacobs asked if the Intergovernmental Parks Work Group could work an this list of guiding principles. He feels we should have standards for all the work groups to use in developing the concept plan. Commissioner Brown said that she would put it on the agenda for the Intergovernmental Parks Work Group. Commissioner Brawn asked about building fields and the best way to do playing fields. David Stancil said that we have not come up with an Orange County template for playing fields but maybe this is something we need to do before we go out for bid. He feels we can come up with guiding principles or a template. The Board summarized the corrections to the County Park Facility Planning process and these were so Hated by David Stancil who will incorporate them into the document. A motion was made by Commissioner Halkiotis, seconded by Commissioner Carey to approve the draft County park Facility Planning process as presented and as corrected. VOTE: UNANIMOUS It was decided that the basic operating principles for the construction of each facility will be further developed by the Intergovernmental Parks Work Group and brought back to the County Commissioners for approval. 3. BOARD OF COUNTY COMMISSIONERS RULES OF PROCEDURE Chair Jacobs made three corrections which were so noted by the Clerk to the Board. Regarding the conflict of interest issue, Chair Jacobs said that he would like to review what other jurisdictions are doing about this issue. This item will be placed on the Consent Agenda of the next regular meeting for approval. The Work Session continued at 7:3Q p.m. MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS WORK SESSION MAY 13, 2002 7:30 p.m. 4. BUDGET WORK SESSION a. 2002-12 Capital Investment Plan (CIP) John Link made reference to attachment A-2 which listed various requests far information from the County Commissioners and the disposition of each request. Also, the multicolored chart is a summary of the various County projects by fiscal year and source of funding. 1. Orange Enterprises -Budget Director Donna Dean listed what the County Commissioners provide to Orange Enterprises. She will provide a cost estimate of the total amount that Orange County contributes to them. 2. Future animal ShelterlAnimal Control Facility -John Link said that this is a future topic of discussion for County Commissioners and University officials. Chair Jacobs said that there is a possibility that the County could get along-term lease and expand the Animal Shelter on the property it presently uses. John Link feels that this is one place we can indicate that the Animal Shelter is on the property and we are Hat the ones initiating moving it in the future. 3. Proposed CHCCS 750 Student High School -Commissioner Halkiotis reported an the High School Planning task farce meeting that took place today at noon. 4. Hillsborough Elementary Renovations -A note from Superintendent Randy Bridges indicated that the plans for these renovations are not final at this time so it would be difficult for him to outline project details at this time. Commissioner Gordon said that she wants to discuss why a new administrative office is necessary. She questioned why the Orange County schools were adding more seats to Hillsborough Elementary when they already have 924 seats available for elementary students. 5. Pre-K -Chair Jacobs added daycare to this topic. The question is should the schools be dedicating elementary classroom space to Pre-K programs and daycare or are there more efficient options to accommodate Pre-K children and daycare services. 6. Durham Technical Community College D( TCC) - In answer to the question about DTCC allowing high school students who are 16-18 years old attend classes, they will take some students this age but their philosophy is that these kids should finish high school. The average age of the student body at DTCC is 31 years. 7. Sportsplex -The County Commissioners were told that the proposed CIP includes funding to continue Orange County's support beyond the originally agreed upon 10 years. This is a policy issue and the Board of County Commissioners should discuss whether it wishes to change previously approved policy which states that the County will pay $400,000 per year for a total of ten years. The issue that needs to be discussed is whether we want this to remain a public pool for the citizens of Orange County and how that could be accomplished. After a brief discussion, the County Commissioners decided that they would leave the $400,000 per year contribution for this facility in the budget but that they would ask the staff to do an analysis to determine if this is the best deal for providing this kind of facility for the citizens of central and northern Orange County. 8. Jointly Funded Town Park Project Pages -Donna Dean Hated that Chapel Hill has provided the figures for their contribution toward these projects. John Link said that he will provide additional information on the acreage of the property at a later time. 9. Priority Projects for Next Fiscal Year 10. Lands Leaacy 11. Potential Schedule for Issuing November 2001 Bond and Alternative Financing - John Link said that the budget cuts by the State may have an impact on these three items. Chair Jacobs noted that there is $1 million bond money for Lands Legacy and $500,000 for conservation easements. Donna Dean said that there is also $500,000 available from pay- as-you-go monies. Commissioner Gordon said that the Lands Legacy money in the bond was $7 million and that conservation easements were separate. She asked that conservation easements be separated out and done in another color on the chart. Commissioner Carey made reference to accelerating the sale of bonds for the Lands Legacy program causing other items to be put on hold and asked if this was something the County Commissioners need to discuss. He said that although he feels that accelerating bonds for Lands Legacy is so much more important than other items he is still not convinced that we should pursue the acceleration. Commissioner Gordon said that she would like to see these funds accelerated. The reason being that land is going fast and she feels the program needs to be progressing at a fast pace. The County has a wonderful program and the County Commissioners have indicated that this is something that is important to all of them. Ken Chavious said that one of the reasons far accelerating the sale of the bands is that if we find land we want to purchase, we would have the funds available to purchase it. There is some flexibility if we do run across an opportunity and the money is in the bank. However, the County could use other funds and then repay that money with bond money when bonds are sold. Chair Jacobs said that he would like to look at all the projects to see what we can begin a year later which will save debt service payments far the coming year. Regarding conservation easements, even though we have had people approach the County to provide conservation easements, there may be other monies like grant money to purchase conservation easements. John Link made reference to capital delays as listed on the yellow sheet distributed tonight. He said that the County will delay its projects equivalent to two thirds of the dollar amounts and the schools are expected to delay their projects equivalent to one third of the dollar amounts for the delayed projects. The County Commissioners agreed with this plan. Commissioner Halkiatis asked that this be communicated to the two school systems. The County Commissioners agreed that they did not finish their discussion on Lands Legacy and that they will come back to this item. Chair Jacobs asked that the County Commissioners give specific suggestions on what should be funded next fiscal year and what should be delayed. Jahn Link said that he will provide a list of all County projects that are scheduled to be funded next fiscal year and the source of funding for each project. Commissioner Brown made reference to the Southern Human Services Center and the pay- as-you-go funds and said that these funds will be used to renovate the middle section of the building and provide a generator. 12. Justice Facility 13. Government Services Center Addition John Link said that both of these items are future projects and have already been moved forward. Commissioner Halkiotis asked to have a discussion on the justice facilities project at a future meeting. He does not think we need to make the buildings so large for all the non-departments. He thinks that argument could be made for moving ahead with Phase I and to move slower with the other phases. He is not sure we need to bring in all these other agencies because he is not sure that is what is wanted or needed. It was decided that this topic would be placed on an upcoming work session agenda. Commissioner Brown made reference to the justice facility and asked how the timeframe for this facility was determined. She thought after the courtroom was finished, it was more a matter for consolidation of court services than for any other reason. John Link said that County staff has been working on justice facility planning since 1993. The consultants included all the court services and that is why we have such large structures. The judges said that they had to have a courtroom and F. Gordon Battle Courtroom was built. After that we engaged another justice facility project and realized that it would have to be done in stages, in terms of money and in terms of priorities. We are trying to respond to the judges and to the Clerk of Courts. Pam Jones said that part of the 1995 study included the replacement of the jail. The jail has never been considered as part of the court expansion. The courts have managed the building really well since the construction of the Battle courtroom. They are now reaching a point of saturation -not immediately but in the next 4-5 years. She explained that the functions have changed in the court system where they need meeting rooms for mediation services instead of full-scale courtrooms. Chair Jacobs suggested having a page far each project and the source of money for development and construction of the specific project. Commissioner Halkiotis would like to also have a list of functions that will be provided by each project. Jahn Link said that staff will provide for each project the history, articulate the decisions yet to be made, total amount of funding from bonds, pay-as-you-go, etc. and what the project will accomplish. b. NCACC Initiative Regarding Protection of Local Revenue Sources Commissioner Halkiotis asked if the County Manager has made any changes in the ways we can address the shortfall from the State. John Link said that there may be cuts in the Justice Partnership program. We also know that the funding for Smart Start may be cut. He will be recommending $100,000 as a safety net for human services in case of any shortfalls. Overall, we have not had any other huge cuts from the State. The increase in Medicaid will not be as severe as first thought -one million is down to $650,000. Commissioner Halkiotis made reference to the suggestion to delay the purchase of County vehicles for one year and asked what would be saved if the County delayed replacing computers for an additional year. Rod Visser said that it would save $120,000 to $130,000. Chair Jacobs said that the manager was asked to give us other scenarios far taking care of the shortfall from the State and reduce the tax burden on the citizenry. We will try to avoid laying people off. John Link said that he expects the County Commissioners to take additional time this year to review the line item details to see if additional cuts can be made. We also have the vacant positions listed an the orange sheet. They total 33 permanent positions and four non-general fund positions. He said that Personnel Director Elaine Holmes will talk about how the County Commissioners could freeze positions for a specified period of time -three or six months. Also, the projected amount far lapsed salary for this year is $615,213. John Link reminded the board that if positions are frozen that they will not be funded and will not be generating lapsed salary money. Regarding the legislation to protect local revenues, Rod Visser said that the NCACC is working with the League of Municipalities in asking each local government to adopt a resolution to preserve and protect earmarked revenues for local governments. Chair Jacobs said that he thought that the association position was typically weak. It is just reactive and if we are going to go forward we need to be more proactive and show leadership. He feels that there are better ways to approach the legislation. A motion was made by Commissioner Gordon, seconded by Commissioner Carey to approve the resolution as drafted and stated below. ORANGE COUNTY BOARD OF COMMISSIONERS RESOLUTION REQUESTING THAT LOCAL GOVERNMENT REVENUE SOURCES BE MADE SECURE WHEREAS, Orange County is required by North Carolina law to operate and maintain a balanced budget and comply with the provisions of the Local Government Budget and Fiscal Control Act; and WHEREAS, Orange County is required to maintain a sufficient fund balance to operate in a fiscally sound manner and to have adequate reserves in case of emergencies; and WHEREAS, the Orange County Board of Commissioners have a responsibility to provide far the health, safety and well being of the citizens of this community by providing necessary services; and WHEREAS, the ability of county governments to borrow for capital infrastructure needs is dependent on reliable revenue sources for repayment; and WHEREAS, adequate revenues are required to carry out the above mentioned responsibilities; NOW, THEREFORE BE IT RESOLVED THAT the Orange County Board of Commissioners respectfully requests that the General Assembly enact legislation that will secure the local government revenue sources and ensure that these revenues are distributed to local governments an a timely basis as set forth by the state's General Statutes; FURTHER, BE IT RESOLVED THAT the Orange County Board of Commissioners do hereby request that as the level of government most responsive to and cognizant of the needs of our constituents, that local governments in North Carolina and specifically Orange County be unshackled from undue reliance on a limited number of State authorized local government revenue sources, and be granted broad authority to enact various revenue options that have already been authorized for counties in other parts of the state, including land transfer taxes, impact taxes for school facilities and other infrastructure, prepared meals taxes and occupancy taxes. VOTE: UNANIMOUS c. Follow-up an Board of County Commissioners Budget Questions This information was presented for information only. There was no further discussion at this time on any of the follow-up items. 5. ADJOURNMENT A motion was made by Commissioner Carey, seconded by Commissioner Halkiotis to adjourn the meeting at 9:55. VOTE: UNANIMOUS The next meeting is a special meeting scheduled far 6:00 p.m. on May 14 at the Government Services Center in Hillsborough, North Carolina for the purpose of holding a closed session "to consider the qualifications, competence, character, fitness, conditions of appointment, ar conditions of initial employment of an individual public officer or employee or prospective public officer or employee" NCGS § 143- 318.11(a)(6). Barry Jacobs, Chair Beverly A. Blythe, CMC