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HomeMy WebLinkAboutMinutes - 20040831APPROVED 10/05/2004 MINUTES BOARD OF COUNTY COMMISSIONERS WORK SESSION AUGUST 31, 2004 7:30 p.m. The Orange County Board of Commissioners met for a work session on Tuesday, August 31, 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., Alice M. Gordon, and Stephen Halkiotis COUNTY COMMISSIONERS ABSENT: Margaret Brown 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 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 IN THE CLERK'S OFFICE. Chair Jacobs called the meeting to order. 1. Budaet Follow-up -Proposed New Personnel Position Personnel Director Elaine Holmes said that this was in follow-up to the June budget work session discussion. The Board had reserved funding for this position in the approved budget of 2004-2005. The position was requested to address the increased workload. Permanent employee workforce has increased by 41 % since staff was last added to the Personnel Department ten years ago. The issues that employees have take many hours to work through. The most notable projects are the transfer of Solid Waste Management to Orange County, the transfer of the emergency transportation function to the County from the Orange County Rescue Squad, and the transfer of the animal shelter to the County. This position will enable the Personnel Department to meet the service needs. Commissioner Carey verified that temporary employees have covered this workload. Elaine Holmes said that they have also used professional contract services. She has proposed reducing these funds to offset the cost of this new position. She has put $26,000 toward the position from Temporary Wages and Contract Personnel Services, which nets out to $19,000. The net additional cost of the proposed position is $14,741, which is in reserve. Commissioner Halkiotis said that the County Commissioners have had along-standing interest in doing more of an outreach to under-represented populations that serve as employees of Orange County government. Specifically, he made reference to Hispanic people and people with disabilities. He asked how this position could afford an opportunity to do more with these specific groups. Elaine Holmes said that this position would afford them to do more outreach. Specifically, they are doing quite a bit of Hispanic/Latino recruitment. There has also been success with the bilingual recruitment. She would like to work more one-on-one with people with disabilities. They have done quite a bit of outreach with community groups. Commissioner Halkiotis said that he would like to help the people at the sheltered workshop Elaine Holmes said that they have been working with Orange Enterprises about planning far custodial needs and how to work collaboratively on this. Commissioner Gordon asked about the financial impact for 2005-06, since there are some offsetting reductions for this year. Elaine Holmes said that the total amount of new funding annualized is $19,000. Commissioner Gordon made reference to the NCACC conference and that she attended a seminar that focused on performance outcomes. She said that it looks like this position is focusing on the quantity of work. She asked if the staff could start coming up with outcomes and what this position will allow them to do. Jahn Link said that David Ammons gave this presentation at the NCACC conference, and it is a great idea in the Institute of Government. It refers to outcomes versus output. However, it takes a lot of energy to do this. It is much easier to identify outcomes in some parts of County government than it is in others. Chair Jacobs said that, since this position is aimed to start in October, the Board can move the thinking this way and ask staff to start incorporating outcomes into abstracts in the future. He said that the Board could ask Elaine Holmes to come back with clearer explanations of goals in relation to recruitment. He said that he would like some information from the Personnel staff on the immigration issues that they are helping employees deal with. A motion was made by Commissioner Carey, seconded by Commissioner Halkiotis to approve the proposed Human Resources Technician position effective October 1, 2004. VOTE: UNANIMOUS Commissioner Carey said that output versus outcomes in human services is very difficult to analyze and they need more expertise in dealing with this and the costs associated with it. Chair Jacobs said that it could be placed on a future agenda to discuss. 2. Budget Follow Up -Proposed Realignment of OPT Driver Position as Eldercare Manager within the Department of Aging Department on Aging Director Jerry Passmore introduced Kate Barrett, Head of Eldercare Services Division. He spoke about the different divisions -OPT Transportation Division, Eldercare Services Division, Volunteer Services Division (RSVP}, and community-based senior center operations. There have been some changes within each division in terms of funding and demands and needs. This position is a result of trying to balance out where resources have been last and received. This is only a realignment of a permanent position in transportation, where there has been a loss of resources with the Head Start Program. At the same time, there has been an increase in the Eldercare Services Division as well as grant funding. They would like to realign the permanent driver position to a permanent part-time position (35 hours a week} to assist the Eldercare Services Division. Kate Barrett said that the National Family Caregivers Support Program has provided grant money. She has been working with the Dementia Initiative. The Eldercare Manager has been taking over some of the things that she used to do, such as managing the Home and Community Block Grant program that provides in-home services, among other things. She explained the need to continue in the current services, while at the same time working with caregivers. Commissioner Gordon said again that she would like to see outcomes expected from this position. She made reference to the OPT driver position and said that they have talked about the need for additional drivers for other initiatives. She said that there is no guarantee that TTA is going to provide drivers, and by the time the Durham Tech satellite campus is opened, there will be a need also. She does not view the OPT position as being vacant and going to waste. She thinks that the County will need this driver eventually and there will be budget impacts later. She would like to see the specifics of a vision for the elderly and how this position could help with this. Commissioner Carey made reference to page two and read, "maintaining independence of impaired older persons and their ability to live at their home as long as possible." He said that this is what this position is about. Jerry Passmare said that outputs are easier to calculate than outcomes. He said that they would have to do a lot of analysis and it would be difficult to measure. Kate Barrett said that the real purpose is that when elders are home alone and a family is not involved, they are more likely to have to go to a nursing home quickly. The majority is funded through Medicaid. So, if the non-Medicaid population can stay at home with education and support for the families, it will save the government a large amount of money. There are also ethical reasons for providing this education. Commissioner Halkiotis said that he would like to discuss outcomes down the road. He said that he has worked for nine superintendents, and one came in with an outcome based educational plan, which only lasted a year and a half. This will be an interesting discussion. He thinks that it is significant that this position was exposed and that it is being realigned. He commended the staff for trying to help people. He thinks it is important to maintain the independence of the elderly population and allow them to stay at home as tang as possible. He is supportive of this and thinks that more realignment should be made in positions throughout the County. Commissioner Carey agreed with Commissioner Halkiotis about realignments. Commissioner Carey made reference to the driver position and agreed that it may be needed in the future, but it is not needed right now. Commissioner Carey asked about the grant funding and Jerry Passmore said that most of the position would be funded with grant funds and it would be an a continual basis. Commissioner Gordon explained further about what she meant by showing the outcomes. She said that the County ought to try and show the outcomes because it shows the wonderful way that Orange County cares for its people. It also shows what is happening to the taxpayers' money. Chair Jacobs verified that the National Family Caregivers Support Program was a federal program and the funding was approximately $57,000. This position will receive $26,000 of that total. He asked if this was a new grant and Kate Barrett said that it was projected to go for five years and there are bills to expand the amount of money and the length. Chair Jacobs said that this initiative was probably subject to being cut and this is why there is money in the social safety net. He does not have a problem with shifting the money, but he thinks the motion should include something about revisiting the OPT driver position. A motion was made by Commissioner Carey, seconded by Commissioner Halkiotis to approve the realignment of the OPT Driver position to serve as Eldercare Manager; approve changing the position from permanent full-time to permanent part-time (35 hours per week}; and authorize the release of funds from the budgeted reserve to fund the position for 2004-05; and that the Board will re-visit the OPT driver position in the next budget cycle. VOTE: UNANIMOUS 3. Capital Budget Planning John Link said that during the budget process last spring the Board raised questions about the budgeting process and the County's operational budget. During the summer, the staff tried to summarize the areas that needed to be addressed. He had asked Budget Director Donna Dean to organize the material, which is in the attached memo from her to John Link. He said that the staff needs to know which items the Board wants back and in what timeframe. John Link went through the different issues. In regards to Capital Budget Planning, there was some discussion among the Board members about reexamining the County's capital funding policy that has been in place since 1996 or 1997. The policy is to appropriate money first to pay debt and then disperse money for pay-as-you-go, and then on a per capita basis appropriate the money to the two school systems and then to the County. There has also been discussion about a passible bond referendum for schools. Other issues include the Sportsplex, Parks and Recreation Strategic Plan, and sustainability issues. Chair Jacobs said that he would like to see the chart that shows how close the County is to 15°I° of the total budget for the debt service policy. Chair Jacobs said that he would like to get into the decision-making position regarding the 60140 policy that he mentioned before for funding. Now that the SAPFO is in place, the County should be able to project what it needs to build for schools. There are also many County needs that are being deferred because of school needs. Donna Dean asked for more clarification on the 60140 split. Chair Jacobs said that he wanted more information on how it might be implemented. Commissioner Gordon said that she is not sure she wants to revisit the County's capital funding policy, but she would like to look at the debt policy. She would also like to look at payment-in- lieu policies. Also, school funding equity and the efficiency study should be addressed. She has not thought the county would pursue a bond referencdum in the near future. Commissioner Gordon said that she would like to do what was done in the past, which is try to have the public hearing an the capital policy early in the spring and figure out what to put in the CIP before June. This prevents having so much jammed in at the end. Commissioner Halkiotis asked haw the determination is made at the Manager and department level with respect to overtime. He said that it seems to grow silently by itself. He would like to get a handle on overtime. Regarding e-government, he is not sure the County can afford the vision he has heard. He wants to know the perception of e-government and the cast associated with it. Commissioner Halkiotis made reference to custodial services and said that it would be helpful to know the pros and cons of working with Orange Enterprises. Mental Health reform is a big issue also, as well as facility fees. Chair Jacobs said that he agrees with Commissioner Halkiotis on overtime and e-government. He would like to talk about the County's priorities. He made reference to a book that talks about this. He suggested discussing the unfunded mandates at the Assembly of Governments meeting. Donna Dean said that this is doable. Commissioner Carey agreed on prioritizing. He made reference to the revenue and fund balance updates and asked if it included the schools. John Link said that it can and they can give the Board a history of school fund balances. He said that it is important to understand how the schools use their fund balances. It is his understanding that Orange County Schools have used same of their fund balance to hire Spanish teachers. Chair Jacobs would like to look at the County's fund balance also and see what other comparable counties are doing. Commissioner Halkiotis would like to have a discussion about why there is a fund balance and why there is money left over. He would like to know why the money has not been spent. The Board discussed which items to address in upcoming work sessions. Commissioner Gordon suggested discussing the debt policy and the revenue and fund balance update rather than revisiting the County's capital funding policy. Commissioner Carey would like to have a discussion about the capital funding policy because the Board needs a refresher an what the money is used for. Also, there are decisions to be made about the governance and structure of Animal Services. Chair Jacobs said that this is on the next work session. John Link said that they have a timeframe with moving forward to reconvene the task force and to bring forth the staff's recommendation on the governance structure. He thought this was to be brought up at a regular meeting in October. Rod Visser said that the Orange County Schools had a question about paying for half of Cedar Ridge High School out of pay-as-you-go monies. This is a specific element of the capital funding policy. If the Board wants to consider this, the staff can provide direction. John Link said that if the Board indicates that they want to proceed with examining the capital funding policy, the first thing would be to inform the County Commissioners as to how they arrived at the decision in 1996 and how they began in the late 1980's with some dedication of revenues that are still ongoing. Some parts of the capital policy have been around for a long time. Commissioner Gordon said it seems to her that they should be talking about the whole issue of school operating and capital funding. Chair Jacobs said that he is ready to talk about the capital part because he thinks it gives the County the opportunity to differentiate how much more they can devote to the operational part John Link suggested a process for the October 25t" work session that the staff tell their perspective of the revenue and fund balance issues, then talk about the debt policy, and then the capital fund policy. Chair Jacobs asked about overtime and John Link said that they are planning to come forward with a report on the question of overtime and temporary wages. He said that EMS has the most need far this because they have to have coverage for 24 hours and all of the positions have not been made permanent yet. Commissioner Carey asked about the Parks and Recreation Strategic plan and John Link said that they could bring back the plan as a report in a regular meeting. Chair Jacobs also wants to know where they are with the Sportsplex/Central Orange Senior Center. 4. Lands Leaacv Action Plan for FY 2004-06 Environment and Resource Conservation Director Dave Stanch said that every two years they have the Draft Lands Legacy Action Plan for the next two fiscal years, beginning in July 2004. He introduced Mary Beth Carr, the new Landscape Architect and Open Space Design Specialist. She has worked in this area for over 20 years. Dave Stanch said that they normally provide this update in April ar May, but there were so many discussions about bond funding and the CIP that they delayed the discussion. He gave a brief overview. He said that in April 2005 the Lands Legacy Program will have been in place for five years. They have been able to leverage $2.7 million in grant funds to date for a number of different land acquisitions. He said that in August 2003, they went to the advisory boards -Recreation and Parks Advisory Council, Commission for the Environment, Historic Preservation Commission, and Agricultural Preservation Board -and asked each of them for recommendations on priorities. These recommendations were molded into the action plan. Some of the higher priorities include acquiring different park sites, natural and prime forest areas, and farmland preservation. Rich Shaw reviewed each project in the table, which is in the agenda abstract. There are 11 projects. PRESENTATION OF THE PROPOSED PLAN Jordan Lake Macrosite - Expand current efforts to project more of the Masan Farm to Jordan Lake connector and associated natural areas Protect remaining portions of an important natural corridor that links UNC lands {including Mason Farm Biological Reserve) with the New Hope game lands (Jordan Lake). Partner with UNC and the Botanical Garden Foundation. Estimated cost of $300,000 from Lands Legacy Opportunities (LLO) Fund and/or alternative financing. Potential cast-share with Botanical Garden Foundation and Ecosystem Enhancement Program (EEP). Timetable is to resume discussions with landowners carried over from previous year. Identify other willing sellers/donors by December 2004. Negotiate for potential closings by May 2006. Commissioner Halkiotis said that he would like to know if Chatham County is doing anything with this area also. Upper Ena Riparian Buffers - Acquire conservation easements to protect riparian buffer land in the critical area of the Upper Eno protected watershed. - Protect riparian buffers in a water supply watershed critical area. Protect prime forest and wildlife habitat along upper stretches of the Ena River and Seven Mile Creek. Partner with Eno River Association. - Estimated cost of $500,000 from LLO Fund and for alternative financing far conservation easement purchases. Apply by January 2005 for grant from Clean Water Management Trust Fund or Ecosystem Enhancement Program {EEP). - Timetable is to identify priority tracts and willing sellersldonors by July 2004. Secure options by December 2004, if passible. Negotiate acquisitions for closings by June 2005. Farmland Easements - Acquire farmland conservation easements in priority water supply watersheds (Cane Creek, Back Creek, University Lake, and Upper Eno}. - Maintain a critical mass of active farmland and protect water quality by preserving riparian buffers on farms. Partner with Soil and Water District/NRCS and OWASA. - Estimated cost of $750,000 from alternative financing and LLD to be matched with $600,000 grant requested in June 2004 from U. S. Department of Agriculture (Farm and Ranch Land Protection Program). - Timetable is to identify priority farms for June 2004 grant submittal (FRPP}. Collaborate with Agricultural Preservation Board and Soil and Water District/NRCS. Negotiate easements for closing by June 2005. Bolin Creek Corridor - Protect the Bolin Creek corridor between Estes Road Extension and Homestead Road. - Preserve one of few remaining wooded stream corridors in Chapel Hill-Carrboro area and natural area, to create nature preserve with recreation trails and outdoor education. Partner with Carrboro, UNC, and Friends of Bolin Creek. - Estimated cost unknown -funds could came from 2001 Parks and Open Space Bond, LLO Fund, or subdivision payments-in-lieu. - Timetable is to identify key properties with partners for purchase, dedication, and easements by November 2004. Contact owners and negotiate acquisitions for closing by June 2006. Northern Chapel Hill Township Rustic Trails - Acquire easements and small parcels for public pedestrian trail to link existing trail segments along the New Hope Creek corridor, consistent with the New Hope Corridor Master Plan. - Connect portions of existing open space network along/near New Hope Creek. Connect trails in Duke Forest to current and proposed trails in nearby Durham consistent with the New Hope Creek Master Plan. Protect riparian buffers. - Estimated cost $300,000 for connecting strips of easements or land and $10,000 for transactional costs. Pursue state funds from Clean Water Management Trust Fund and Ecosystem Enhancement Program. County funds from 2001 Park Bond and payments- in-lieu. Timetable is to collaborate with partners {Town of Chapel Hill, Duke, TLC, and Durham) in pursuing lands that are economically practical. Halls Mill Historic Area - Acquire conservation easements to protect the combination of historic and natural resources at Halls Mill on the Eno River. Partner with Eno River Association. - Protect priority historic structures and potential archaeological sites, and in doing so also protect prime forest and wildlife habitat associated with a relatively undeveloped segment of the Eno River. - Estimated cost $25,000 to $50,000 from LLO Fund depending on the acres protected and whether easements are donated. Potential state cost-share with Clean Water Management Trust Fund or Ecosystem Enhancement. - Timetable is to identify key properties by October 2004. Initiate contacts by December 2004 and negotiate acquisitions with willing parties for closings by March 2006. Occoneechee Mountain - Acquire remaining unprotected section of Occoneechee Mountain far addition to State Natural Area. Preserve last unprotected section of two highly significant natural areas fur future management by State of N. C. Partner with the State and the Eno River Association. Potential donation or bargain sale by landowner; estimated $25,000 in County funds {LLO Fund) for cost-share with State. Timetable is to contact landowner in August 2004. Arrange meeting with owners, State Park, and others by fall 2004. Pursue acquisition by State Park by June 2005. Seven Mile Creek Preserve - Continue to acquire and protect priority lands for the Seven Mile Creek Nature Preserve. Focus on Sugar Maple Bottoms site. Partner with the Eno River Association. - Preserve one of the County's largest intact natural areas with a goal of creating nature preserve with walking trails, outdoor education areas, and possibly campsites. - Estimated cost of $1.5 to $2.5 million total over multiple years, depending on amount of land acquired and method of acquisition. Pursue grants from N. C. Ecosystem Enhancement Program (EEP) and partnerships when feasible. County funds from 2001 Parks and Open Space Band and other sources. - Timetable is to collaborate with partners in pursuing lands, as they are economically practical. This continues amulti-year initiative {2001-2006). North-Central Park Site - Pursue acquisition of community park site in north-central Orange County consistent with current and future park master plans. - Purchase new community park site (25-74 acres) for a combination of active and low- impact recreation consistent with park master plan and further guidance from BOCC. - Estimated cost $300,000 from 2001 Parks and Open Space Bond far acquisition costs (includes purchase price, appraisals, survey, and site evaluations}. - Timetable to identify potential locations by October 31, 2004. Identify willing landowners by February 2005 and negotiate acquisition of park site for closing by October 2005. University Natural Areas - Work with Duke University and University of North Carolina on formalizing protection of natural areas on university property. - Achieve the permanent protection of important natural heritage sites through the use of conservation easements, state nature preserve dedication, and other means. - Estimated cost $10,000 for transaction costs {LLO}, if necessary, for County held conservation easements. - Discuss sites and protection alternatives with university representatives by December 2004. Protect highest-priority sites by June 2006. Twin Creeks ~Moniese Nomp} - Pursue acquisition of additional land to complete proposed master plan. - Purchase small parcels located adjacent to proposed school-park complex to facilitate transportation corridor and future site operations and management. - Estimated cost $200,000 from 2001 Parks and Open Space Bond for acquisition costs (includes purchase price, appraisals, survey, and site evaluations). - Timetable is to complete appraisals by October 2004. Negotiate acquisition for potential closing by June 2005. Dave Stancil made reference to the funding memo {blue handout), which provides an update on different funding sources for Lands Legacy. In some cases, the available funds have been exhausted {ex. conservation easements}. He explained the tables beginning on page three of the blue handout. BOARD DISCUSSION OF THE PROPOSED PLAN Commissioner Carey made reference to the bond funds under item 1 that were approved in 2001 and asked haw long the County had to use these funds. Dave Stancil said that they are allocated through 2006-07. John Link said that there could be an extension. Commissioner Carey asked about the last three park sites and if they have been identified yet Dave Stancil said that the North Central Park site has been identified in this action plan. There have been some discussions with OWASA about the Southwest Orange site. The Eno Township Park site is one where they have diverged from the existing parks plan. This was not actually identified in the parks plan, but because so much activity has happened, they are anticipating that there might be a need. Commissioner Halkiotis asked if they arrived at this in conjunction with the Recreation and Parks Department with regard to the Eno Township Park site. Dave Stancil said that they have talked about this for about a year and they saw that this was a need based on the population growth in the northeast area of Hillsborough. Chair Jacobs said that the issues with Fairview Park and not being able to put in a lot of active recreation because of the previous landfill led to discussions of looking at another site to serve Hillsborough Township. It seems a park in Hillsborough Township should be moved up higher in priority because it might serve two or three townships. John Link said that the staff recommends for the Board to discuss this as long as it would like, and then a revised plan could be brought back on a consent agenda, perhaps on September Stn Chair Jacobs noted that some of the projects in the proposed plan are new projects that the Board has not discussed. He suggested differentiating what is an ongoing project and what is proposed as a new project. He asked the staff to also think about prioritizing, since there might be limited funds. Commissioner Gordon would like to do the projects that are ongoing first instead of the new projects. The new projects are Bolin Creek Corridor, Halls Mill Historic Area, and Occoneechee Mountain. The ongoing projects, which are the projects already approved by the Board, should receive priority. Otherwise the financial and staff resources could be stretched too thin. Chair Jacobs asked about Halls Mill and if this was the only historic site and Dave Stancil said that there is Faucette Mill. Rich Shaw said that it should be recognized that Faucette Mill is still in progress. Dave Stancil said that if there was something in a previous action plan and there have been steps towards it, it is not reflected in this action plan. Chair Jacobs would like to see the whole plan and differentiate what is new (update of the action plan} and what has not been adopted. Chair Jacobs pointed out that on October 14th, Duke Forest would dedicate more than 1,000 acres of land to the State's Natural Heritage Program. He said that Orange County has had some impact on discussions with Duke Forest. He suggested having the Clerk set up a meeting with the new President of Duke. He would also like to meet with people from UNC-Chapel Hill, especially regarding lands that they own that the County assumes that they are going to protect. Commissioner Gordon said that she would be interested in attending a meeting with UNC. Chair Jacobs said that with UNC, they would meet as a Board. John Link said that his understanding is that the staff will come back with a framework that is inclusive of existing projects, with reference to ongoing projects and others that are new. Chair Jacobs said that the intent is not to discredit the Bolin Creek effort, but the Board has not had a chance to discuss it. Commissioner Gordon said that the Friends of Bolin Creek are going to other jurisdictions. They need to talk about partners in this situation. Dave Stancil said that the Bolin Creek Corridor also came out of the Commission for the Environment suggestions. Chair Jacobs said that the County received a letter from the Historic Preservation Commission, expressing some concerns. He asked if anything in the letter related to the action plan, because he did not bring the letter. Dave Stancil said that that the HPC is interested in the disposition of structures on acquired properties through Lands Legacy (i.e., old farmhouses and historic sites). Chair Jacobs said that Commissioner Halkiotis has brought up the issue of caretakers and that the County has some legal guidance. He would like to revisit this. Commissioner Halkiotis said that there is a serious disconnect between what the Board of County Commissioners perceive and what staff perceives as caretakers. This needs to be resolved. Geof Gledhill said that the model he has heard mentioned is far County employees to live there and be caretakers. This raises Fair Labor Standards Act problems. The remedy that he sees is to not have County employees living there. Dave Stancil said that there are other issues regarding leases, etc. Chair Jacobs would like to push through this. Commissioner Gordon said that the Lands Legacy program is far lands, so the funds should be used to buy lands. If there are structures involved, then funds have to be appropriated accordingly. Commissioner Carey asked about the Lands Legacy Conservation Easement Fund and that the $2 million that has been appropriated until now would be consumed. He verified that the $1.2 million does not include grant sources. There are 24 "requests" for conservation easements. Dave Stancil said that over the next few years, there would be priorities that they will have to choose from. The competition will be tougher. More information will be brought back as soon as possible. A motion was made by Commissioner Halkiotis the meeting at 9:55 p.m. VOTE: UNANIMOUS seconded by Commissioner Gordon to adjourn Barry Jacobs, Chair Donna S. Baker Clerk to the Board