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HomeMy WebLinkAboutMinutes - 20040505APPROVED 08/17/2004 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS WORK SESSION MAY 5, 2004 7:30 p.m. The Orange County Board of Commissioners met for a Work Session on Wednesday, May 5, 2004 at 7:30 p.m. at the Southern Human Services Center in Chapel Hill, North Carolina. COUNTY COMMISSIONERS PRESENT: Chair Barry Jacobs and Commissioners Moses Carey, Jr. and Alice M. Gordon COUNTY COMMISSIONERS ABSENT: Margaret Brown and Stephen Halkiotis COUNTY ATTORNEY PRESENT: Geoffrey Gledhill, Sean Borhanian COUNTY STAFF PRESENT: County Manager John M. Link, Jr., Assistant County Managers Rod Visser and Gwen Harvey and Deputy Clerk to the Board David Hunt {All other staff members will be identified appropriately below} Chair Jacobs welcomed everyone and asked for any additions to the agenda, and there were none. NOTE: ALL DOCUMENTS REFERRED TO IN THESE MINUTES ARE IN THE PERMANENT AGENDA FILE IN THE CLERK'S OFFICE 1. Proposed Waste Reduction. Reuse, and Recyclina Fee Rod Visser said that Solid Waste Director Gayle Wilson could walk through the responses to the various questions that were posed at the April 13th meeting. There were questions related to the unusual situations where there may not be a clear residential unit. The staff understands and agrees with the need for some kind of mechanism in the system for people who cannot pay to have an opportunity to request some assistance, similar to the Emergency Assistance program. Chair Jacobs asked staff to address some of the issues raised at the Assembly of Governments meeting, particularly the issue of whether Chapel Hill was paying mare for no increase in services. Rod Visser said that in the tiered structure, residents in the urban curbside delivery area would be paying a total of $75 per year, which includes $36 for the base fee and $39 for the additional service of weekly curbside collection of recyclables. The fee that is proposed is less than the cost just to provide the urban curbside contract. He said that it would be desirable to provide additional services, but most would bear some cost with them, and these are not figured into the ten-year solid waste plan at this time. Chair Jacobs made reference to the memo that Rod Visser emailed him about the response in 2001 from Commissioner Halkiotis as Chair to Chapel Hill regarding pay as you throw. He asked that the Commissioners receive copies of this. Rod Visser said that in early 2001, the Town of Chapel Hill wrote to the County saying that they were interested in pay-as-you-throw. The Town wanted to know the implications if it were to proceed with it. He described each of the documents. The major thrust of Commissioner Halkiotis' letter is that the County is absolutely interested in pay-as-you-throw, but it is important to do it in a sequentially sensible way and having the infrastructure in place to handle the additional materials that will have to be recycled. It is a matter of timing and doing it when the system is ready to handle it. They would also like for all jurisdictions to do it at the same time. Solid Waste Director Gayle Wilson said that they continually incrementally add services. He spoke about the new Meadowmont and Southern Village recycling centers. He said that it was not really true to say that Chapel Hill was not getting anything more. Commissioner Gordon said that she does not feel comfortable with not answering the questions from Chapel Hill. She asked haw the County was to proceed. She said that the County was the leading entity in the state with 45°~ waste reduction, but it is a paradox because there now has to be a charge for solid waste. She said that it seems that there is some tangible monetary value in delaying the major capital expense of having to close the landfill and open a transfer station. If this is figured in, the recycling is not costing as much as it is being portrayed. She said that she wants to answer Chapel Hill's questions. She asked the staff to tell the County Commissioners what their task is. John Link said that the County Commissioners need to make a decision within the next two meetings, which would be by June $~" at the very latest. Even this will put a strain on the County's ability to get everything done by the end of July. He said that the worst- case scenario would be that the Board would not implement a fee or raise taxes for the operation of Solid Waste. The County would try and maintain as many services as possible, but it would probably mean that the urban areas would ga to a twice a month recycling pickup, down from once per week. It would also mean that there would be no more fund balance. The middle ground could be where the County Commissioners adopt an across the board fee. He would recommend a fee in the range of $35, if the Board decides to do a flat fee. This would not provide $3 million. He said that in 1999, when the county agreed to take over solid waste operations, the County Commissioners came up with a list of principles that said that if the nine things were agreed to, that the County would do eight things. It was clear that the County would have an availability fee, and that another source of revenue was needed. He said that the fact is that the County needs a revenue source to be able to finance everything it is doing now, as well as being able to acquire the equipment and capital that is needed. He said that he is sure there is ample material in the files that showed that this was coming four years ago. He said that education is needed to remind everyone of what they said was coming four years ago. Commissioner Carey said that he heard on the radio today that the County Commissioners are punishing the residents of Orange County by trying to impose a fee. He said that a lot of people that are so adamant about not imposing the fee were not even elected officials four years ago. He knows that there is a lot of education to do. It is hard to explain to people that you have to "pay me now or pay me later." It will be difficult to explain to the public, especially when elected officials are saying that they are punishing the public because of the success. He would like to generate the request far the Towns for their formal comment. He does not think that the public who have been reducing waste and recycling would want the County to not do anything or start retrenching. Chair Jacobs agreed with Commissioner Carey. He said that because they may not be ready to make a decision until early June, it gives them a chance to get back to the municipalities and have more discussion and communicate the history, the principles, the financials, and the alternatives. He would at least like the staff to look at a base fee and fold it into the property tax, and then do some public outreach over the summer and even have a public comment period. He said that, as part of deferring the totality of the fees far the additional services, he would develop a schedule of haw to adjust the fee if it went into place three or six months from now. Rod Visser said that if they are not ready to do this by the end of July, they would have to do some separate bills, and there would be additional costs. He said that there are some statutory distinctions as to why this is a fee and not a tax. It is a recoverable materials fee and not an availability fee or a solid waste fee. Because it is a fee, the Tax Collector will not be able to enforce collection, and they are assuming that the collection rate will be lower than the normal collection rate. If the fees are not on the tax bills, the collection rate will be even lower. Chair Jacobs said that if a financial analysis is done with the municipalities, it is reasonable to share with them the consequences of delaying the fee. They need to understand that their decision will directly affect their constituents, even though the County is the one forced to levy the fee. He made reference to an article in the newspaper today that said that Raleigh has a $7 per month household solid waste fee, and they are proposing that it go up to $10 per month. He would be surprised if Raleigh's level of service surpasses Orange County's. He would like to share a lot of the information through the media to the public and via a public hearing sa that people feel that they have at least been heard by the County Commissioners and get some answers. Commissioner Gordan said that it is the procedure to notify the other jurisdictions that a fee will be levied. She pointed out page 11, Interlocal Agreement Obligations, and read, "The County must give parties at least 30 days' notice of the effective date of the fee. The County must request the SWAB consider the proposed fee. If the SWAB approves the fee, then the fee will be considered fully approved when the Commissioners subsequently approve it. If the SWAB disapproves, then the fee may take effect only if the County or at least one other party subsequently approves it. The fee will take effect at the end of the notice period, or if later, the date of the last governing body approval if necessary." She said that she feels strongly that the County should stick with the deal that was made. She said that this is an enterprise fund and she would hate to go on the slippery slope of putting it in the tax rate. She is willing to give the function back if Chapel Hill and Carrboro want to take it back. As long as the County is doing it, she thinks they should stick with the deal that was made with the interlocal agreement. She thinks it is very important to get the input of the other jurisdictions. Chair Jacobs suggested, when the staff does the history, to put in what an enterprise fund is and how it differs from the other functions of County government. He thought that if part of this was in the property tax, that the County could still assign it to the enterprise fund. Rod Visser said that another example is that the Town of Chapel Hill allocates a portion of its tax rate to their general fund and a portion towards its transportation fund. This same thing could be arranged with the solid waste fee. John Link suggested that if there needs to be an official letter to the jurisdictions, that it needs to go out immediately, saying that on the date of the SWAB meeting that they officially approved this fee and that the County Commissioners are considering this tier of fees effective July 1St Geof Gledhill said that this would comply with the interlocal agreement. John Link suggested also that the letter indicate that the County Commissioners and staff will provide additional information and education between now and the meeting of June 8t", and the County Commissioners intend to make a decision on June Stn Chair Jacobs asked to add to the letter that the Board requests an opportunity for County staff to be on one of their agendas between now and June 8t" to make a presentation or at least answer questions. Commissioner Carey is also concerned about putting it on the slippery slope of the tax rate. He asked haw much the basic fee would affect the tax rate if it were added, and Rod Visser said that it would add about two cents. The Board agreed to send the letter to the jurisdictions. Rod Visser asked if the Board had any thought about a public hearing in June Commissioner Carey said to tie it into one of the budget public hearings. The Board agreed. Commissioner Carey asked about the basic fees related to fraternities and sororities. Gayle Wilson said that seven seems to cover the average residency, and the houses seem to have about 28 residents. Commissioner Carey made reference to the bottom of page two and asked how many people have used the emergency assistance fund. Tax Collector Jo Roberson said that they have submitted to the Department of Social Services about 14 names. Of those, only eight of those chose to follow through with DSS. 2. Scope and Timetable for Issuance of General Obligation Bonds, Alternative Financing and Two-Thirds Net Debt Reduction Bonds Budget Director Donna Dean made the PowerPoint presentation, as follows: Changes from the September 3, 2002 BOCC Approved Debt Issuance Schedule • Reflects BOCC decision to reallocate $12.8 million in 2001 voter approved bond funds originally planned for CHCCS Elementary #10 to be used towards CHCCS High School #3 (scheduled opening Fall 2007) o Funding for Elementary #10 to come from alternative financing Based on September 3, 2002 cash flow needs identified by the County, Schools and Towns, the County planned to issue debt during the current fiscal year, 2003-04. o Mast recent construction timelines and cash flaw needs for all current projects indicate that monetary needs can be covered with debt issued in fiscal year 2002-03. Therefore band sales this spring are not necessary. o No additional funds will be needed before late this summer or early next fall since projects have not progressed enough to warrant bond sales (debt issuance) during the current fiscal year. o Timing provides opportunity to issue two-thirds net debt reduction bonds for County facilities repair. Two-Thirds Net Debt Reduction Bonds Opportunity • By not issuing debt this fiscal year (2003-04}, the County's "net outstanding debt" is reduced • Based on this reduction, the County has an unforeseen opportunity to issue debt in the amount of two-thirds of the current year's reduction in principal o Equates to approximately $4.2 million o Offers an opportunity to fund County facility needs that would not normally "fit" into the current pay-as-you-go CIP revenue stream • Combining this sale with the $19.8 million planned issuance of 2001 voter approved bonds provides additional opportunities for more favorable interest rates Debt Proposed for Issuance in Fiscal Year 2004-05 • Remaining 1997 Voter Approved Bonds o $1.2 million for Efland sewer construction • $19.8 million in 2001 Voter Approved Bonds o Schools - $7.6 million o Parks, Recreation & Open Space - $10.9 million o Affordable Housing - $1.3 million • $14.7 million in Alternative Financing o Schools - $9 million o Conservation Easements - $500,000 o Senior Centers - $2.2 million o Orange County campus of Durham Technical Community College - $3 million • $4.2 million far County Facilities Repairs o Proposed projects to be included in Manager's Recommended 2004-14 County Capital Investment Plan Timetable Overview for Debt Issuance in Fiscal Year 2004-05 • May 5, 2004 o BOCC makes preliminary determination of proposed amount and projects • Late May and Early June 2004 o Work with Local Government Commission regard to application and approval process • Before end of fiscal year 2003-04 a Conduct public hearings and adopt necessary resolutions and bond orders • Late Summer/Fall o Debt issuance Donna Dean explained the charts, which showed the Debt Issuance Schedule by Fiscal Year. Commissioner Gordon said that she noticed that the total debt had increased and it looked like the debt was being shifted to later years. She would like to see the list of projects proposed for the net debt reduction, the $4.2 million. She would also like to see haw the debt capacity stands and asked staff to produce a chart showing the details for each year. She said that there is a possibility of interest rates going up. She asked about the input received from the other jurisdictions and Donna Dean said that it reflects what the jurisdictions have told them. Donna Dean said that they have not included the Board of Education addition because of recent discussions about one central office or two offices. Commissioner Gordon asked about future County facilities and asked if other things would go into that line item besides Government Services Center, Planning and Ag Center renovations, and the Farmer's Market. Donna Dean said that when the Board approved the original schedule in September 2002, these were specific projects. Since that time, the Board has made the decision not to build an addition to the Government Services Center, but they recognize that they still need to do something about County space, so they put all the projects together and called it County facilities. John Link said that they are going to have to address the short and long term needs of EMS. The animal shelter is another one. Commissioner Carey said that he noticed the total amount went up in Section 2. Donna Dean said that it was because two years ago when they did this plan, they did not know they would have the opportunity to issue the 2I3 net debt, so it went up by that amount. Another reason for the increase is the third high school. Chair Jacobs asked about #10 and #11 under Schools, CHCCS Unfunded from Bond Request. Donna Dean said that these were renovations that CHCCS had identified during the 2001 Capital Need Advisory Task Force. The original total was $11.1 million, and the Commissioners agreed to fund it with alternative financing. CHCCS has since taken $2.5 million and put it toward the high school, reducing the amount for renovations. Chair Jacobs asked to get this in writing at some point in the future. Chair Jacobs asked that Twin Creeks be put in parentheses when the Chapel Hill District Park is mentioned. Chair Jacobs asked about the justice facility, and said that there is no money available until 2005-2006, but on the next agenda there is a proposal to hire the architect. Donna Dean said that there are some planning funds and pay-as-you-go funds. With the upcoming CIP, they are replacing the funds next year. The amount in the chart is for construction. Chair Jacobs asked about Orange Enterprises and Donna Dean said that Purchasing and Central Services Director Pam Jones was working with them to get in some bids for the project. Chair Jacobs asked for some information on the project. John Link said that the Board needs to indicate whether this is an acceptable plan so the staff can proceed in working with the Local Government Commission. A resolution will be brought back before the Board on May 18tH Commissioner Carey asked how this plan impacted the debt policy. Donna Dean said that generally, this plan allows the County to stay well within the debt parameters of the debt policy that the Board adopted. She will send specifics to the Commissioners. Commissioner Gordon said that it was ok with her to proceed with the caveat that the requested information would be forthcoming. Chair Jacobs said to list the information as Q&A far the two absent Commissioners. The Board endorsed the scope and timetable for issuance of general obligation bonds, alternative financing, and two-thirds net debt reduction bonds. 3. Advance Approval of 2004-05 Chapel Hill-Carrboro City Schools and Orange County Schools Capital Project Ordinances Donna Dean said that these are projects that need to be addressed between now and the beginning of the school year. The upcoming CIP for CHCCS will include pay-as-you- go money for mobile classrooms {10) and technology needs. OCS has asked for money for HVAC replacements and flooring replacements. The mobiles for CHCCS will be located at the two high schools and Scroggs. Chair Jacobs asked about the presentation of long-range capital investment plans on May 20tH and if this was part of the budget presentation or the work session. John Link said that he would present the budget first and then the next phase will be the presentation of the CIP. A motion was made by Commissioner Gordon, seconded by Commissioner Carey to approve the attached CHCCS and OCS capital project ordinances for fiscal year 2004- 05. VOTE: UNANIMOUS 4. Manager's Presentation of New Staff ResourceslChanges to Existing Positions for Fiscal Year 2004-05 Jahn Link said that this was the optimistic number of positions that he would recommend. This does not include the transition of the animal shelter to the County and the final transition of rescue squad members to the County. These, including the staff attorney, will be addressed during the budget process. Donna Dean made the following PowerPoint presentation. 2004-05 Position Report Summary Summary • 14 new full-time equivalent positions (Non-Solid Waste Enterprise Fund) - Fiscal Year 2004-05 Net Cost of $460,687 • 1.25 additional full-time equivalent position changes - Fiscal Year 2004-05 Net Cost of $34,611 • 6 new full-time equivalent positions funded by Solid Waste Enterprise Fund - Fiscal Year 2004-05 Net Cast of $131,987 Recommended New Positions (Non-Solid Waste Enterprlse Fund} • Cooperative Extension - Program Assistants (2 FTE} to assist low-income families and pregnant teens by providing basic nutrition education, food preparation, safety and selection, and infant feeding instruction. . Continues the Expanded Foods and Nutrition Education Program {EFNEP} in Orange County formerly funded and staffed by North Carolina State University - Community Health Aide to encourage and support pregnant women regarding the benefits of breastfeeding . Continues Breastfeeding Program in Orange County formerly funded and staffed by North Carolina State University • Emergency Management - Paramedic to address an increase in the acuity of patients needing emergency medical services and an increase in the clearance times experienced at medical facilities Recommended New Positions {Non-Solid Waste Enterprlse Fund) Health Department - Reimbursement Specialist to address current and anticipated increased billing and follow-upon uncollected billings - Dental Assistant {bi-lingual) to manage the increased number of Hispanic clients and provide clinical services to the dentist • Information Technology - Web Application Developer to implement and maintain an e-Government web site • Personnel - Human Resources Technician to address workload growth and provide quality service levels to employees and supervisors Recommended New Positions (Non-Solid Waste Enterprise Fund) • Public Works Custodian to provide custodial care and address additional square footage that has come online in recent years • Recreation and Parks - Park Conservation Technician to provide necessary maintenance and operational care at current facilities - Park Conservation Technician (Little River Park) to provide necessary maintenance and operational care at Little River Park Recommended New Positions (Non-Solid Waste Enterprise Fund) • Social Services - Income Maintenance Caseworker II to address increases in the number of individuals and families requesting Medicaid and Food Stamp services • Time-limited, effective 2 years from the hire date - Income Maintenance Caseworker III to address the number of families and individuals requesting assistance far medical care, food and funds far on-going shelter costs • Time-limited, effective 2 years from the hire date Social Worker to provide early intervention services to families with certain risk factors in order to prevent the need for more expensive and intrusive intervention later Recommended Changes to Existing Positions (Non-Solid Waste Enterprise Fund) ~ Aging -Eldercare Manager • No change in currently authorized FTE • To change the duties of an existing, vacant OPT driver position to a higher Department on Aging priority -Eldercare. • Would allow department to expand caregiver-counseling services available to families and initiate dementia care education project. • Finance -Accounting Technician • Increase from .75 FTE to 1 FTE • To provide for the continuation of timely and accurate payroll processing Recommended Changes to Existing Positions {Non-Solid Waste Enterprise Fund} • Health Department - Social Worker III • Increase from .5 FTE to 1 FTE To address the growing need for mental health services for maternal and childrenlteenage populations - Nurse Practitioner .Increase from .5 FTE to 1 FTE • To implement the Board of Health's preventive-primary care initiative that provides for women and children who are currently participating in the Family Planning, Child Health and Maternal Health programs a comprehensive medical care program. Recommended New Positions (Funded by Solid Waste Enterprise Fund) • Rural Curbside Recycling Program - Increase of 5 FTE . 3 Recycling Materials Handlers . 2 Solid Waste Collectors - To operate the rural curbside recycling program as an in-house function . Current program is contracted with outside vendor, Waste Industries . Potential cost savings of approximately $$OO,OOQ over the next ten years Waste Reduction, Reuse, Recycling Fee Coordinator - To determine and implement a billing and collection system for the county-side solid waste recycling program - Position would be "housed" in Tax Collector's Office and funded with Solid Waste Enterprise revenues Commissioner Carey asked for an explanation of "mandate" and who is mandating it. Donna Dean said that they could either be state or federal mandates that are not being met. Jahn Link said that he did not think that any of them would make the County lose money if they were not provided. As far as he knows, none of them are legal mandates. Chair Jacobs said that we should uphold the same standard we are trying to get the school systems to uphold. Commissioner Gordon suggested describing what the mandate is for each position. Jahn Link said that they are getting deluged in the past few months with applications for Medicaid and food stamps. The first position would start effective July 1St because the caseloads are immediate. The second position would start in October, to give a chance to see if the trend will continue. Chair Jacobs suggested making an appointment with the Manager, the Health Director, the Chair, and others with the new head of UNC Hospitals to talk about areas of collaboration. There are many opportunities for collaboration. Chair Jacobs asked about a ratio of EM personnel or paramedics to population. Rod Visser said that the County has a significantly different standard model for service delivery with the IRV Paramedic Program. He will look into it. Chair Jacobs said that a paramedic in another county told him that there was a ratio, and that they were way below the standard. He would like to know how Orange County is doing. Chair Jacobs said that he sat with Todd Janes at the employee luncheon today and mentioned that it would be good to bring the Board up to speed with regard to the Web Application Developer and what has been done and what the Board has already approved. Chair Jacobs made reference to the Public Works Custodian position and asked if the Orange Enterprise landscaping business did custodial work. Donna Dean said that she understands that they do operate a custodial service and Public Works Director Wilbert McAdoo has included some money to contract out some custodial services. Chair Jacobs would like to see more about this. Chair Jacobs made reference to page 15, Recreation and Parks Conservation Technician, and Design and Placement of Trail Signage, and said that the Master Gardeners would like to identify the plants along the trail. This seems like a worthwhile project and he would like to allow them to da this. Commissioner Carey asked what kind of benefits Orange Enterprises provides for their employees. He would have concerns with contracting with another organization that does not provide benefits. Rod Visser said that Public Works is interested in trying to increase quality of services. Commissioner Gordon would like to have mare information an the ERCD Water Resources Specialist and asked for a position description for full-time and half time. She recalls that this was the position that was going to follow up on the USGS survey and other things to try and move same of the groundwater and water conservation efforts along. She recalls that this could be done with ahalf-time position. Commissioner Gordon asked for more information about the position shift for OPT. With na further items to discuss, the meeting was adjourned at 9:42 p.m. Barry Jacobs, Chair Donna S. Baker Clerk to the Board