HomeMy WebLinkAboutMinutes - 20030623APPROVED 10/2112003
ORANGE COUNTY BOARD OF COMMISISONERS
BUDGET WORK SESSION
June 23, 2003
7:30 p.m.
The Orange County Board of Commissioners met for a Budget Work Session on
Monday, June 23, 2003 p.m. at 7:30 p.m. at the Government Services Center in
Hillsborough, North Carolina.
COUNTY COMMISSIONERS PRESENT: Chair Margaret W. Brown, Moses
Carey, Jr., Alice M. Gordon, Stephen Halkiotis and Barry Jacobs
COMMISSIONERS ABSENT:
COUNTY ATTORNEY PRESENT: Geof Gledhill
COUNTY STAFF PRESENT: County Manager John M. Link, Jr., Assistant County
Managers Rod Visser and Gwen Harvey and Clerk to the Board Donna S. Baker (All
other staff members will be identified appropriately below)
NOTE: ALL DOCUMENTS REFERRED TO IN THESE MINUTES ARE IN THE
PERMANENT AGENDA FILE 1N THE CLERK'S OFFICE.
Chair Review of Schedule and Topics
Chair Brawn said that there is an inter-local agreement for the third high school at each
Commissioner's place. This agreement was finished late in the afternoon.
Commissioner Carey asked that County Attorney Geaf Gledhill walk them through this
agreement when they get to this item since the commissioners had just received it.
John Link clarified that the handouts on the pink sheets are items that the County
Commissioners have been given before.
Chair Brown asked about any other documents and Budget Director Donna Dean said
that there was a package that includes additional information, including the Resolution of
Intent with the changes made on June 19t"
2. Appointments
a) Adult Care Home Community Advisory Committee
A motion was made by Commissioner Carey, seconded by
Commissioner Jacobs to appoint Caleb Moore and Carla Julian
to at-large positions for initial one-year training terms to expire
June 30, 2004.
VOTE: UNANIMOUS
b) Board of Health
A motion was made by Commissioner Carey, seconded by
Commissioner Jacobs to appoint Dr. Matthew Vizithum to the
Optometrist position.
VOTE: UNANIMOUS
c) Chapel HilllOrange County Visitors Bureau
A motion was made by Commissioner Carey, seconded by
Commissioner Jacobs to appoint Mr. Lee Pavao for a term to expire
December 31, 2005 and Mr. Rick Strunk for a partial term to expire
December 31, 2004.
VOTE: UNANIMOUS
d) Personnel Hearing Baard
A motion was made by Commissioner Jacobs, seconded by
Commissioner Carey to appoint Ms. Susan L. Lyons for a full two-
yearterm to expire June 30, 2005.
VOTE: UNANIMOUS
3. Adoption of 2003-04 Orange County Budget Ordinance and Associated
Administrative Actions
Budget Adoption Items:
Donna Dean went through the list pf Motions for Budget Adoption which the
Commissioners could approve this evening:
Mation 1. Ta adopt the 2003-04 Orange County Budget Ordinance to include a
Countywide tax rate of 84.5 cents and a Chapel HiIIICarrboro City Schools District Tax of
20.0 cents.
Motion 2. Ta adopt the Classification and Pay Plan amendment to add the new
class titles for Emergency Medical Technician -Basic, IT Support Analyst and Wireless
Communications Coordinator (page 12).
Motion 3. To authorize Phase 2 Classification and Pay Study implementation
effective January 19, 2004 and to authorize Phase 2 salary administration as a 2.5
percent service based increase for permanent employees with four or more years of
Orange County service as a permanent employee as of April 14, 2003.
Motion 4. To adopt the Personnel Ordinance revisions necessary to support the
stepless salary schedule and to continue the suspension of the In-Range Salary
Increases and Meritorious Service Awards.
Motion v. To authorize the Personnel Director to take the personnel policy actions
as outlined to the Board to implement the transition of Rescue Squad staff to Orange
County employment effective June 30, 2003.
Motion 6. To adopt the County Fee Schedule.
Commissioner Halkiotis asked about the County fee schedule and said that the County
Commissioners had some questions about the fees. Donna Dean pointed out page 11
and item #10, where she itemized the fees and the C&D fees would remain the same,
the EMS transport fees were increased, and Recreation and Parks facility fees would
also remain at the current rate until after they are discussed in the fall.
Commissioner Gordon asked if anything that was missed could still be corrected on the
26tH and Donna Dean said yes. Rod Visser said that anything could change in the
budget ordinance except the tax rate. Anything else would be done with a budget
amendment.
Commissioner Halkiotis asked about the Recreation and Parks fees and what kind of
mechanism would be put in place for opportunities for the County Commissioners' input,
because he was very confused. John Link said that they would not change the policy
until the Board has a chance to discuss it. He suggested a work session in the fall to
review the fees.
Chair Brawn said that this could be done in conjunction with the discussion of the C&D
landfill fees.
Commissioner Jacobs said that he would like to get more per pupil money. He proposed
again to take $150,000 from recurring capital for schools and add it to the per pupil
allocation, which would yield $8.61 more per pupil - $57,730 for the OCS and $92,204
for the CHCCS. The district tax would then be reduced by .15 cents. He said that they
heard a lot from parents from both schools asking for full funding for the schools, but he
was particularly persuaded about the huge gap in the two school systems. There are
needs in the OCS for basic reading recovery issues.
Commissioner Carey said that he is interested in discussing this.
Commissioner Gordon said that the Board has already addressed the district tax last
time. She would be willing to move money around within the operational budget but not
from recurring capital. She would like to find same new money.
Commissioner Halkiotis said that he is opposed to taking money from recurring capital.
He would like to look elsewhere for the money. Recurring capital is the wrong place to
take money.
Chair Brawn said that she does not agree with this proposal either because it is taking
from a fund that is so needed.
Commissioner Jacobs said that he thinks his proposal is simply borrowing money and he
feels that programs are more important than buildings.
Commissioner Carey said that his proposal from June 19t" would hold bath school
systems harmless and would provide more money to OCS. This would not have
affected the recurring capital. He supports Commissioner Jacobs' proposal.
Commissioner Gordon asked if anyone was interested in raising the tax rate enough to
fund the $150,000 for recurring capital. Commissioner Halkiotis supports this increase.
Commissioner Carey did not support this
Motion 1:
A motion was made by Commissioner Halkiotis, seconded by Commissioner Jacobs to
adopt the 2003-04 Orange County Budget Ordinance to include a countywide tax rate of
84.5 cents and a Chapel Hill/Carrboro City Schools District Tax of 20.0 cents.
VOTE: UNANIMOUS
Motion 2:
A motion was made by Commissioner Halkiotis, seconded by Commissioner Jacobs to
adopt the Classification and Pay Plan amendment to add the new class titles for
Emergency Medical Technician -Basic, IT Support Analyst and Wireless
Communications Coordinator.
VOTE: UNANIMOUS
Motion 3:
A motion was made by Commissioner Carey, seconded by Commissioner Halkiotis to
authorize Phase 2 Classification and Pay Study implementation effective January 19,
2004 and to authorize Phase 2 salary administration as a 2.5 percent service based
increase for permanent employees with four or more years of Orange County service as
a permanent employee as of April 14, 2003.
VOTE: UNANIMOUS
Motion 4:
A motion was made by Commissioner Halkiotis, seconded by Commissioner Carey to
adopt the Personnel Ordinance revisions necessary to support the stepless salary
schedule and to continue the suspension of the In-Range Salary Increases and
Meritorious Service Awards.
VOTE: UNANIMOUS
Motion 5:
A motion was made by Commissioner Halkiotis, seconded by Commissioner Jacobs to
authorize the Personnel Director to take the personnel policy actions as outlined to the
Board to implement the transition of Rescue Squad staff to Orange County employment
effective June 30, 2003.
VOTE: UNANIMOUS
Motion 6:
A motion was made by Commissioner Halkiotis, seconded by Commissioner Carey to
adopt the County Fee Schedule (not including Recreation and Parks and C&D}.
VOTE: UNANIMOUS
4. Proposed CHCCS High School #3
Geof Gledhill said that the reason to have an inter-local agreement is because of the
uncertainty of the acquisition of the properly. This agreement tracks closely to the
previous version the Board reviewed with a few exceptions.. There are a couple of
changes due to actions taken by Board on June 16t" and the action taken by the school
board on June 19t". Particularly, the second "whereas" on page two. On page three,
there are four recitals that relate specifically to three resolutions adopted by the CHCCS
board. All of page five is new information. The first recital on page five makes clear that
the Board is not selecting this site, or the method for acquiring this site. The next
"whereas" identifies the amount of money that is available for this high school, by action
of the Board on June 16t". There is another "whereas" that states that there is an
additional $2.2 million that can be allocated in the event that the Board of Education
comes up with a design that satisfies the County Commissioners with respect to smart
growth {reduced parking, reduced land disturbance, etc.}.
Geof Gledhill said that the new items are number three, which is that the Board agrees
to appropriate $27.8 million for the third high school with funding from bonds, impact
fees, and alternative financing. If the costs exceed this amount (except for the $2.2.
million for smart growth}, the money will come from the Board of Education's pay as you
go CIP revenue, not requiring the Board of County Commissioners to incur this new
debt.
He pointed out number eight, which is that the Board is agreeing to approve, by capital
project ordinance, the additional $2.2 million, if it is satisfied by the Board of Education's
proposal of the design of the high school in promoting smart growth.
He made reference to the effective date and said that the date it is signed would be the
effective date.
Commissioner Jacobs made reference to number nine on page ten and asked that
"writing" be changed to "written agreement."
A motion was made by Commissioner Gordon, seconded by Commissioner Carey to
approve the agreement as amended by Commissioner Jacobs above, and to authorize
the execution date to be the date at which the CHCCS Board approves the agreement.
VOTE: UNANIMOUS
Commissioner Gordon asked the Clerk to enter into the minutes of this work session the
memorandum from her entitled "Funding of Chapel Hill/Carrboro Schools' High School
#3". She also asked that the staff verify the statements and bring a report back to the
Board on June 26t". The memorandum is as follows:
To: BOCC and Manager
From: Rlice Gordon
Re: Funding of CHGCS High School #3
Date: June ~ 7, 2003
Last night the BOCC approved athree-page proposal, presented by Commissioner
Jacobs, to fund the third high school for the Chapel Hill-Carrboro City Schools (CHCCS).
This will be the fifth high school in Orange County.
As 1 stated last night, there are cost statements an page 2 of this proposal that should be
revised, and the purpose of Phis memorandum is to state (hose revisions.
1. "The current CHCCS proposal exceeds adopted standards by more than six
million dollars, requiring $34, 527 per student seat.... " -Paragraph 6
Actually, the upper level of the adapted standards far a 1000 student high school
is $29, 920, 913 ($29, 920 per student seat). Therefore, the current CHCCS
proposal exceeds the adapted standards by more than faun million dollars.
2. "Even of $27.8 million, the spending per student seat for the new high school
($27, 800 would virtually equal that of Cedar Ridge High School in the
Orange County system ($27,900)."-Paragraph 7
Actually, according to the Orange County Schools (OCS) Capital Improvement
Plan for 2003-2093, adopted 4/07/2003, the budget for Cedar Ridge Nigh School
through 2002-2003 was $29, 678, 600. This is an amount close to the upper level
for the adopted high school construction standards. That amount was later
reduced so that the project total now equals $28, 835, 000 or $28, 835 per student
seat. The relevant page from the OCS Capital Improvement Plan is attached
Commissioner Halkiotis said that he did some research and he wants members of the
Board to receive copies of an email from Gloria Foley to Rod Visser and Mr. Visser's
response regarding the construction costs for Cedar Ridge High School. He would like
this to be entered into the record also. He said that he is starting to feel like we can only
build up one organization by tearing down another. The Board of County
Commissioners represents all the people in the County. The email correspondence is
stated below:
Gloria Foley: `"Rod, I have another question, please. Do you have the final budget
breakdown for Cedar Ridge?"
Rod Visser.- "Gloria: We've not gotten to the "final accounting" phase (as outlined in the
County's "Policy on Planning and Funding School Capital Projects') yet sa we probably
can't really say that we have the final budget breakdown for the Cedar Ridge project.
That said, we do have the most recent capital project ordinance adopted for Cedar
Ridge (from August 2002), which involved adding some funding for start-up costs. I've
attached an a-copy of that project ordinance, which reflects a budget of $28, 835, 000
including $1,375,000 in one-time startup costs. If actual project expenditures to date are
of interest, !imagine that Sandra Tinsley at OCS could provide that info to CHCCS staff.
(Veil made a similar inquiry to yours, so I'm copying him and Steve Scroggs on this
message as well. See you tomorrow afternoon."
Commissioner Carey said that if there was just one organization by way of a school
merger, it would be a lot better.
Commissioner Jacobs asked to enter into the minutes that the difference between the
cost of the school and the $27.8 million that the County Commissioners approved is $6
million.
Jahn Link said that the second item to approve is the Capital Project Ordinance. The
two items included, which were requested by the CHCCS Board, are the site acquisition
casts based on the present appraisal value and the beginning planning funding that was
cited in the resolution - $2,770,075. Also, the Board of County Commissioners should
appoint a Commissioner representative or a staff representative to partner with school
representatives as the project plan develops.
Chair Brawn said that she thought the Board decided that the Chair should work with the
school boards.
Commissioner Gordon said that in the policy, it is contemplated that perhaps the person
that worked on the site should work with the school board an designing the school, and
she is still interested in doing this.
A motion was made by Commissioner Jacobs, seconded by Commissioner Halkiotis to
approve the capital project ordinance resolution and to appoint Chair Brown as the
Commissioner representative.
VOTE: UNANIMOUS
5. Remaining CountylSchools CIP Decisions
Donna Dean made reference to the blue sheet and the funding alternatives for lands
legacy for next year. The memorandum proposes that the County appropriate $65,000
from the school-park reserve fund ($390,000 balance) and appropriate $35,000 from the
current year Commissioners' contingency that has about $37,000. This is something for
the Board to consider.
Commissioner Gordon read from her handout about the Lands Legacy. Her first
proposal is to replenish the Lands Legacy fund by an amount of $100,000 in the way the
staff proposes. Also, during the last nine years of the CIP, she proposes that the Board
direct staff to restore the funding to the Lands Legacy Fund (opportunities fund) at the
previous amount of $500,000 per year for the rest of the ten-year CIP.
A motion was made by Commissioner Gordon, to do proposal B and C as stated in her
memorandum.
Commissioner Halkiotis said that we should move this money to the per pupil allocation
rather than Lands Legacy because children are mare important than land.
Commissioner Carey agreed with him.
There was no second.
Commissioner Jacabs said that he agrees in principle with Commissioner Gordan, but
he would rather have a discussion with staff about restoring the $300,000 instead of
directing them to restore it.
A motion was made by Commissioner Gordon, seconded by Commissioner Jacobs to
approve the staff recommendation as stated below:
Appropriate $65,000 from funds already accumulated in the School/Park Reserve and
earmark that amount specifically for Lands Legacy and also to appropriate $35,000 in
unappropriated 2002-03 Commissioner contingency funds to this purpose.
Chair Brown asked why we were taking from the School/Park Reserve Fund for lands
legacy and Commissioner Gordon said that the lands legacy fund has a lot of
commitments this coming year and they did not have any money to commit this past
year.
Commissioner Jacobs suggests that we talk about the School/Park Reserve Fund in the
fall.
UOTE: Ayes, 4; No, 1 {Commissioner Halkiotis)
Chair Brown would like to add this to a work session in the fall.
Donna Dean made reference to the pink sheet which dealt with capital projects for FY
2003-2004, and went through what needs funding now and what can wait.
Commissioner Halkiotis asked about the jail's HUAC system. Assistant Director of
Public Works Wayne Fenton said that nothing is going on currently there, but the chiller
has been in there since 1982. Funds should be available in the event that it does fail
because of the age of it
Commissioner Halkiotis asked about the $812,000 for emergency generators and if it
was assuming some 50% split with the federal government for homeland security.
Donna Dean said that EMS Director Nick Waters has applied for a grant and it would be
a 75-25 match.
Nick Waters said that these numbers are without a match. They have applied far
$500,000+ in grants with a 25°~ match.
Rod Visser said that there is a document from an earlier meeting and there is an
estimate for all of the buildings for generators.
Commissioner Halkiotis is pleased to see these emergency generators. He asked about
the future for equipment and vehicle purchases by the year 2012. John Link said that
this is assuming that we continue to replace vehicles far the Sheriff and we are adding
the transport process for EMS. He hopes that the estimate is too high. He thinks we
should make sure that we are making the right decision by refurbishing vehicles and
making them extend beyond ten years. He wonders what is the best approach.
Nick Waters said that he hopes that they will replace the vehicles. The newest unit is
ten years old.
Commissioner Jacobs said that he is assuming that the Board will look at priority order
for the generators. He said that he has brought up before that we should make our
buildings energy efficient and look at solar enhancements to buildings. This might affect
some of the prioritization for different buildings.
Commissioner Jacobs said that he would like for staff to came back with creative
approaches to the Sportsplex instead of shelling out $400,000 a year.
Commissioner Halkiotis asked how many PC's Orange County owns. Todd Jones said
about 650 and Elaine Holmes said that there are about 700 employees.
Todd Jones said that same of these PC's are publicly available for public use -libraries,
etc. Commissioner Halkiotis said that when they phased in PC's, there was a very
conservative approach. He asked what happened and if things were going to be
replaced constantly.
Rod Visser said that the Information Technology plan is broken up into seven or eight
basic categories and mast of the funding goes to desktops, printers, laptops, etc. The IT
Committee recommended athree-year replacement cycle and they got caught upon
doing the replacements . A couple of years ago, the IT Committee recommended afour-
year replacement cycle. They are still on a four-year replacement cycle, but there are
other things in this line item including Legacy system replacement, improving the
website. etc.
Commissioner Halkiotis suggested that the tax bills add something that the convenience
of e-government has a price tag and taxes may increase because of IT items.
Commissioner Gordon made reference to the Sportsplex and said that she supports
what Commissioner Jacobs said about this. She said that the County's $4 million
obligation is finished by 2004-2005. However, the line item in the budget far the
Sportsplex shows a total of $7.3 million. She would be interested in coming back in the
fall to discuss this. She would like have a budget that does not Shaw this item
indefinitely into the future. She does not want it to appear that the County is willing to
spend $400,000 per year on the Sportsplex with no time limit.
Commissioner Jacobs asked haw much federal funding Orange County gets for libraries
Ken Chavious said that they get some small grants. Commissioner Jacobs asked for an
update in the fall on this.
A motion was made by Commissioner Carey, seconded by Commissioner Halkiotis to
approve the first two columns of the pink sheet related to proposed capital projects -
Continuation Project/No Additional Funds Proposed for FY 2003-04 and Funds Needed
Prior to September 30, 2003.
VOTE: UNANIMOUS
Orange County Schools
Donna Dean made reference to the grid for the OCS in the pink handout, identified as
continuation projects with no additional funding attached. The OCS would like to get
started on the Technology Application, and funds far this would be needed before
September 30, 2003.
John Link introduced Dr. Shirley Carraway, the new superintendent for the Orange
County Schools.
A motion was made by Commissioner Gordon, seconded by Commissioner Jacobs to
approve the Technology Application funds for Orange County Schools of $625,000.
VOTE: UNANIMOUS
Chair Brown made reference to the Partnership Projects and the Pre-K centers. She
said that the Board discussed coming back in the fall to look at considering adding this
Pre-K component.
Commissioner Gordan would like for staff to develop a policy for adding projects and a
policy for deleting projects and evaluating this whole process for capital projects.
Commissioner Jacobs asked for clarification on the Pre-K and if it is childcare or Pre-K.
Rod Visser said that they got a separate answer from the schools about childcare space
from CHCCS and the answer was no.
Commissioner Jacobs said that he would like to leave it as the broader term -childcare
instead of Pre-K. Chair Brown agreed.
Commissioner Halkiotis asked for a PowerPoint presentation in the fall on how this is
impacting school space. There is a lot of confusion in the State level about what is
needed for childcare and Pre-K. He hopes that this is incorporated. Commissioner
Jacobs agreed with Commissioner Halkiotis.
Chanel HiIIlCarrboro Citv Schools
Commissioner Jacobs asked to have the CHCCS information in the same format as the
others.
Commissioner Carey reiterated that we are acting on categories of funding needed prior
to September 1, 2003.
A motion was made by Commissioner Halkiotis, seconded by Commissioner Gordan to
approve those items that are needed for funding before September 1, 2003 -
Fire/Safety/Security for $325,000 and Technology for $438,306.
VOTE: UNANIMOUS
A motion was made by Commissioner Halkiotis, seconded by Commissioner Carey to
adjourn the meeting at 9:00 p.m.
VOTE: UNANIMOUS
Margaret Brown, Chair
Donna S. Baker
Clerk to the Board