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HomeMy WebLinkAboutMinutes - 20050315APPROVED 4/19/2005 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS REGULAR MEETING MARCH 15, 2005 7:30 p.m. The Orange County Board of Commissioners met in regular session on Tuesday, March 15, 2005 at 7:30 p.m. at the Southern Human Services Center in Chapel Hill, North Carolina. COUNTY COMMISSIONERS PRESENT: Chair Moses Carey, and Commissioners Valerie P. Foushee, Alice M. Gordon, Stephen Halkiotis and Barry Jacobs COUNTY COMMISSIONERS ABSENT: COUNTY ATTORNEYS PRESENT: Geoffrey Gledhill and S. 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. 1. Additions or Changes to the Agenda Chair Carey suggested that the Board remove the Orange County Planning Board appointments from the agenda and all agreed. Chair Carey made reference to the hot pink sheet, which is related to item 5-I. Commissioner Gordon pointed out the additional handout from Finance Director Ken Chavious, which is information on the Sportsplex contract. PUBLIC CHARGE The Chair dispensed with the reading of the public charge. 2. Public Comments a. Matters not on the Printed Agenda Ms. Beverly Foster, Chair of Healthy Carolinians of Orange County, said that in her role with the Board of Health she began getting involved in Healthy Carolinians. The overarching goal of Healthy Carolinians is to bring citizens and organizations of Orange County together to improve the health of the community. At that time, the strong leadership of the County Commissioners was instrumental. Since then, they have become recertified and have grown. Today, ten years later, Healthy Carolinians of Orange County represent more than 80 individuals and 50 County agencies and organizations that work together. They are most appreciative for the 50% support for this position from the County over the past few years. They have also written grants to support projects in the community, such as the Youth Tobacco Prevention Program. She left the newsletter, Healthy Happenings, with the County Commissioners, along with an invitation to attend the annual meeting on April 5th from 6-8 p.m. at Sunrise Church, on I-40 and New Hope Church Road. The focus will be on local mental health initiatives. b. Matters on the Printed Agenda (These matters were considered when the Board addressed that item on the agenda below.) 3. Board Comments Commissioner Gordon said that some members of the Board attended the NACO conference in Washington, D.C., and reported that one of the sessions she attended was related to the convergence of electronic devices like cell phones, pagers, personal digital assistance, and personal community computers going into one multi-functional device. She passed some of the slides around for information. Commissioner Gordon attended the Transportation Advisory Committee meeting (TAC) and she said that Karen Lincoln will give a report. They completed the discussion of the Unified Plan Work Program. The Air Quality Conformity Plan will come back in April 2005. There will be a joint meeting with CAMPO in the Raleigh area on March 30th. There was also an update from the 15-501 project, and the project will be delayed again from June to August. Commissioner Gordon reported that she went to the Durham-Chapel Hill-Orange County Work Group meeting, and the discussion was on the New Hope Corridor and the potential for a park there. Commissioner Gordon reported that she had attended a meeting held by the Sierra Club to discuss the development in Chatham County. There were told that 9000 units had recently been approved in Chatham County. This is more than Southern Village and Meadowmont. Commissioner Gordon asked that in the Manager's comments, that John Link reiterate when the remaining outreach sessions for the Comprehensive Plan will be held. She asked about the list of principles that is being used in the sessions, and noted that the Commissioners had approved a revised list. Commissioner Foushee - no comments. Commissioner Halkiotis said that he was listening to a radio station this morning and heard that former Alamance County Commissioner Junior Teague passed away in Alamance County. He told a story about a call that he received from Junior Teague years ago about meeting him in a parking lot because he had something for Moses Carey's induction ceremony. Mr. Teague had 100 pounds of freshly cooked barbeque for the ceremony. He said that Junior Teague was a country gentleman and had a sense of humanity. He asked that the Board send a letter of condolence to Junior Teague's family and to the Alamance County Commissioners. Chair Carey said that he was going to mention this too, because Junior Teague was a good friend, and tried to transcend party lines in working with people. Commissioner Halkiotis said that while he was in Washington, D. C., he was able to talk to Margaret Klutz, the State Director for Elizabeth Dole; Reginald Holley, Deputy State Director, who Chair Carey and Commissioner Jacobs met with in Hillsborough; and Scott Queensbury, Chief Council and Policy Director. He presented them with a proposal on behalf of the senior citizens of Orange County to help with some kitchen enhancements. He said that this was the first time that he spent some good quality time with three Republicans and he actually enjoyed it. He also reported that County Commissioners from Buncombe County spoke to them because they were excited that Environment and Resource Conservation Director Dave Stancil was coming to speak to them about Orange County's Lands Legacy program. Commissioner Halkiotis distributed a handout about ending the cycle of recidivism and best practices to divert mentally ill individuals from county jails. Commissioner Halkiotis thanked John Link and Paul Thames for following up on the power line issue to the middle school #3 and soccer complex site. He is still worried about the possible addition of a $150,000 charge for an underground bus system to carry the electrical lines. He wants to stay on top of this. Commissioner Halkiotis said that he is glad to hear that on April 5th the County Commissioners will get an update on the soccer complex access road and the possible DOT insistence that more trees need to be cut down. He thinks the County should hold ground on this. He wants to leave the old animals and old trees alone. Commissioner Halkiotis said that he read the minutes of the last Solid Waste Advisory Board (SWAB) meeting, and he has a problem because he does not understand why the SWAB has made the position that garbage is not being shifted elsewhere, so recyclable construction debris should not be shifted elsewhere. He said that the County Commissioners made a political decision that another landfill would not be sited in Orange County. He asked for some clarification on this position. Commissioner Halkiotis asked the Manager to ask Chief District Court Judge Joe Buckner and the Sheriff to give an update on courthouse security at the next regular meeting. The events in Atlanta recently with a shooting in the courthouse are particularly troubling. Commissioner Jacobs thanked and commended Dianne Reid and the Economic Development Commission for the State of the Economy Breakfast. He made reference to the five-year goal of creating 5,000 jobs and increasing the value of non-residential property by $125 million in Orange County and said that a major way to achieve this goal is to activate the economic development districts south of Hillsborough and between Efland and Mebane. He thinks the prospects for economic development in Orange County are better now than they have been anytime since he has lived here. He suggested that for next year that there be a chart with the amount of acreage developed per year versus the acreage that has been protected per year. Commissioner Jacobs asked about Bob Segal and where he is with his investigations on the efficiencies in operations of the two school systems and when there might be another report. John Link said that he does not have a specific response, but he will get some information to the Board and possibly have Mr. Segal come to a meeting and report. Chair Carey recommended that the Educational Excellence Task Force report be put on the County's website so that the public can have access to it. It was answered that it has already been posted on the website. Chair Carey made reference to a letter written to the Manager by Charlie Zimmerly praising the service he got at the County landfill by an employee. He commended the landfill staff for the outstanding service. 4. County Manager's Report John Link asked Craig Benedict to respond to Commissioner Cordon's request about Comprehensive Plan outreach dates. Planning Director Craig Benedict said that they have begun outreach meetings and the last two are on March 29th at the Schley Community Center at 7:00 p.m. and on March 31St at the F. Gordon Battle Courtroom. There have already been two other meetings -one at the Homestead Center and one in Cedar Grove. They have been addressing general principles such as anti-sprawl measures, air and water quality, options for lowering density, and minimum lot size. He made reference to Commissioner Jacobs' comment about open space and said that for every development that comes forward they are saving more and more open space. He said that they are also addressing transfer of development rights. Chair Carey said that the next Board of County Commissioners' listening session is scheduled for March 21St at Orange Grove Community Center. 5. Items for Decision--Consent Agenda A motion was made by Commissioner Halkiotis, seconded by Commissioner Foushee to approve those items on the consent agenda as stated below: a. Minutes The Board approved the minutes for the February 8, 2005 Joint Meeting with the Solid Waste Advisory Board and the Work Session on the same night, as submitted by the Clerk to the Board. b. Appointments (1) Carrboro Board of Adjustment -One Reappointment The Board reappointed Dr. James Dingfelder to a second full term expiring February 28, 2008 to the Carrboro Board of Adjustment. (2) Historic Preservation Commission -One Reappointment The Board reappointed Renee Price to the Historic Preservation Commission. (3) Human Services Advisory Commission -Three Reappointments The Board reappointed Lucia Casabo and Christina Harlan to first full terms and Pat Vandiviere to a second full term to the Human Services Advisory Commission. c. Motor Vehicle Property Tax Releases/Refunds The Board adopted a refund resolution, which is incorporated by reference, related to 60 requests for motor vehicle property tax releases or refunds in accordance with North Carolina General Statutes. d. Property Tax Refund The Board adopted a refund resolution, which is incorporated by reference, related to one (1) request for property tax refund in accordance with N.C. General Statute 105-381. e. Property Tax Releases The Board adopted a resolution, which is incorporated by reference, to release property values related to three (3) requests for property tax release in accordance with N.C. General Statute 105-381. f. Approval of Contract for Development of a Limited English Proficiency Assessment Tool The Board authorized staff to contract with the Chapel Hill Institute for Culture and Language Education, Inc. (CHICLE) in an amount not to exceed $9,500, with all costs to be paid by the U.S. Department of Housing and Urban Development (HUD), to develop a Limited English Proficiency (LEP) Assessment Tool in accordance with the attached proposal, and authorized the County Manager to execute the resulting agreement, contingent upon final review by staff and the County Attorney. g_ CJPP Continuation Grant Application The Board approved the submission of the FY 2005-2006 grant application for the continuation of Criminal Justice Partnership Program (CJPP) operations in the amount of $165,221, and authorized the Chair to sign. h. Bid Award: Mobile Trailer for Mass Medical Distribution/Site Area Command Post This item was removed and placed at the end of the consent agenda for separate consideration. i. Endorsement of Orange County's Hosting of Citizen Corps Council Conference The Board endorsed a request from the Governor's Office that Orange County host a statewide conference for Citizen Corps Councils (CCC) and related volunteer programs to be held in October 2005 and authorized staff to carry out the necessary administrative and logistical tasks associated with the conference. L Budget Amendment #9 The Board approved budget ordinance amendments for fiscal year 2004-05 for Department of Social Services, Department on Aging, Orange Public Transportation, Recreation and Parks Department, Governing and Management -Non-Departmental, Arts Commission, and Human Services -Non-Departmental. k. Orange County Transfer of Development Rights (TDR) Task Force Formation This item was removed and placed at the end of the consent agenda for separate consideration. I. Orange County Transportation Priority List for 2007-2013 TIP The Board adopted the resolutions (Attachments 2 and 3) endorsing priority transportation projects for inclusion in the 2007-2013 Transportation Improvement Program (TIP). m. Homestead Community Center Wastewater System Repair The Board endorsed the concept of connecting the Homestead Center to the OWASA sewer system; authorized the Manager and staff to work with OWASA to develop and execute the appropriate documents associated with the design and construction of the sewer system; and approved the attached capital project ordinance that would fund the sewer extension by means of net two-thirds debt reduction bonds. n. Approval of Grant Application Submission to Expand RSVP Disaster Preparedness Program for Seniors, Particularly for Vulnerable and Disabled Persons The Board authorized RSVP to apply for the Project of Nation Significance (PNS) grant application for $20,000 annually to expand its existing volunteer disaster preparedness program, which aims to empower seniors to better deal with natural disasters through information, training, and special projects, subject to any final review by staff and the County Attorney. VOTE ON CONSENT AGENDA: UNANIMOUS ITEMS REMOVED FROM CONSENT AGENDA: h. Bid Award: Mobile Trailer for Mass Medical Distribution/Site Area Command Post The Board considered awarding a bid to Kraftsman, Inc. for the purchase of a Mass Medication Distribution Site/Site Area Command Post trailer to be shared between the Orange County Emergency Management and the Orange County Health Department and authorize the Purchasing Director to execute the necessary paperwork. Commissioner Jacobs asked about the difference in cost between the two final bids. Jack Ball said that the vendor that is higher builds the trailers from scratch and the lower bidder uses existing box trailers and modifies them. The County has experienced success with the lower bidder. A motion was made by Commissioner Jacobs, seconded by Commissioner Halkiotis to award bid number 1422 to Kraftsman, Inc. of Ramseur, North Carolina for the Mass Medication Distribution Site/Site Area Command Post trailer and authorize the Purchasing Director to execute the necessary paperwork. VOTE: UNANIMOUS k. Orange County Transfer of Development Rights (TDR) Task Force Formation The Board considered approving the formation of the Orange County Transfer of Development Rights (TDR) Task Force and authorizes the Clerk's Office to advertise for volunteer Task Force members. Commissioner Gordon made reference to page seven and the real estate interests and real estate development industry representatives seem to be the same thing. She said that Chambers of Commerce could be and/or Economic Development Commission, natural areas/watershed advocates could be and/or Commission for the Environment. She suggested that there be one representative for the real estate interests and one for banking/financial institutional representatives and/or attorneys. Commissioner Jacobs suggested grouping the utility providers. The Board decided to defer this item. 6. Resolutions or Proclamations a. Child Abuse Prevention Month The Board considered a request to declare April as Child Abuse Prevention Month in Orange County, and authorize the Chair to sign. Rosetta Wash read the proclamation. Child Abuse Prevention Month April 2005 WHEREAS, child abuse is a community problem and finding solutions requires involvement among people throughout the community; and WHEREAS, 1,296 children in Orange County were referred to Social Services for suspected child abuse or neglect last year; and WHEREAS, the impact of abuse and neglect lasts throughout life; and WHEREAS, all residents should become more aware of the negative effects of child abuse/neglect and become involved in supporting parents to raise their children in a safe, nurturing environment; and WHEREAS, children who are loved and nurtured grow up to be healthy, creative and productive community members; and, WHEREAS, it is the goal of Orange County to improve the quality of life of all children who live here; and, WHEREAS, preventing child abuse and breaking the cycle of abuse is the responsibility of every resident; NOW, THEREFORE do we, the Board of County Commissioners of Orange County, North Carolina, hereby proclaim April 2005 as "Child Abuse Prevention Month" in Orange County and call upon all residents and organizations to join together to prevent child abuse. THIS THE 15th DAY OF MARCH 2005. A motion was made by Commissioner Jacobs, seconded by Commissioner Halkiotis to declare April as Child Abuse Prevention Month in Orange County, and authorize the Chair to sign. VOTE: UNANIMOUS Denise Schaffer from DSS said that there is a group of staff from various organizations that are working together to plan some activities. One of the activities is the Blue Ribbon Campaign. b. Fair Housing Month The Board considered a proclamation to recognize and celebrate April as Fair Housing Month and authorize the Chair to sign. Human Rights and Relations Director Milan Pham said that the Department of Human Rights and Relations in collaboration with the Department of Housing and Community Development is organizing an Orange County Fair and Affordable Housing Fair to highlight the services offered in Orange County. The fair is scheduled to take place at University Mall from 10:00 a.m. - 3:00 p.m. Saturday, April 23~d. In conjunction with the fair, HRR is going to begin a campaign to educate landlords and management companies on their operations under the Fair Housing Act. Commissioner Foushee read the proclamation. A PROCLAMATION FAIR HOUSING MONTH WHEREAS, April, 2005 marks the thirty-seventh anniversary of the Federal Fair Housing Act of 1964 and the 22"d anniversary of the North Carolina Fair Housing Act prohibiting discrimination in housing on the basis of race, color, sex, religion, national origin, handicap and familial status; and WHEREAS, the Orange County Board of Commissioners enacted the Orange County Civil Rights Ordinance on June 6, 1994, which affords to the residents of Orange County the protections guaranteed by Title Vlll and additionally encompasses the protected classes of veteran status and age; and WHEREAS, Orange County and the United States Department of Housing and Urban Development, concerned residents and the housing industry are working to make fair housing opportunities possible for everyone by encouraging others to abide by the letter and the spirit of fair housing laws; and WHEREAS, despite of the protections afforded by the Orange County Civil Rights Ordinance and Title Vlll as amended, illegal housing discrimination still occurs in our nation and in our county; WHEREAS, by supporting and promoting fair housing and equal opportunity, we are contributing to the health of our County, State and Nation; NOW, THEREFORE, do we, the Commissioners of Orange County, proclaim April 2005 as FAIR HOUSING MONTH and commend this observance to all Orange County citizens. This the 15th day of March, 2005. A motion was made by Commissioner Jacobs, seconded by Commissioner Gordon to recognize and celebrate April as Fair Housing Month and authorize the Chair to sign. VOTE: UNANIMOUS Commissioner Jacobs said that Senator Kinnaird asked that the Board endorse the amendment of our civil rights ordinance to include protections and access to housing without regard to the origin of one's lawful income. Some people are being discriminated against because they use section 8 vouchers. Senator Kinnaird would like to introduce a bill that amends the ordinance. He said that he is not sure what the law says. Geof Gledhill said that he does not think that the General Assembly would be amending the ordinance. He recommends that the Board approve the concept in principle and allow he and Milan Pham to work with Senator Kinnaird on the best legislative solution. A motion was made by Commissioner Jacobs, seconded by Commissioner Gordon to approve the concept of amending the civil rights ordinance in principle as stated above, and allow the County Attorney and the Director of Human Rights and Relations to work with Senator Kinnaird on the best legislative solution. VOTE: UNANIMOUS c. Public Safety Telecommunicators' Week The Board considered a proclamation to recognize the week of April 10 through 16, 2005 as Public Safety Telecommunicators' Week in Orange County and authorize the Chair to sign. Dinah Jeffries read the proclamation. PUBLIC SAFETY TELECOMMUNICATORS' WEEK 2005 A PROCLAMATION WHEREAS, Thousands of dedicated Telecommunicators daily serve the citizens of the United States and Canada by answering their telephone calls for law enforcement, fire, and emergency medical services by dispatching the appropriate assistance as quickly as possible; and WHEREAS, The critical functions performed by professional Telecommunicators also include those related to forestry and conservation operations, highway safety and maintenance activities, and many other operations performed by federal, state and local government agencies; and WHEREAS, Professional Telecommunicators work to improve the emergency response capabilities of these communication systems through their leadership and participation in training programs and other activities provided by the Association of Public Safety Communications Officials and the National Emergency Number Association; and WHEREAS, These associations are organizations of more than 100,000 people engaged in the design, installation and operation of emergency response communications, has set aside the week beginning April 10, 2005, to recognize Telecommunicators and their crucial role in the protection of life and property; and NOW, THEREFORE, we, the Orange County Board of Commissioners, hereby proclaim the week of April 10-16, 2005, as "National Public Safety Telecommunicators Week" in Orange County, North Carolina, in honor and recognition of our County's Telecommunicators and the vital contributions they make to the safety and well being of Orange County residents. Adopted this 15th day of March 2005. A motion was made by Commissioner Jacobs, seconded by Commissioner Halkiotis to recognize the week of April 10 through 16, 2005 as Public Safety Telecommunicators' Week in Orange County and authorize the Chair to sign. VOTE: UNANIMOUS EMS Director Jack Ball recognized the telecommunicators. He said that since his employment, he has been awakened to the wealth of education and training that this department does in the County and the entire State. d. Severe Weather Awareness Week The Board considered designating the week of March 13th through 19th, 2005 as Severe Weather Awareness Week in Orange County, and encouraging residents to learn more about severe weather safety and authorizing the Chair to sign the proclamation. Emergency Management Specialist Eric Griffin said that most recently Orange County experienced a tornado in January. He read the proclamation. A PROCLAMATION Severe Weather Awareness Week March 13t" through 19t", 2005 WHEREAS, The National Weather Service and the Governor of North Carolina have proclaimed the week of March 13t" through 19t" as Severe Weather Awareness Week; and WHEREAS, Orange County is vulnerable to severe weather, including the devastating impacts of tornadoes; and WHEREAS, Tornadoes and severe weather occur each year in North Carolina; and WHEREAS, Orange County was most recently struck by a tornado on January 14, 2005; and WHEREAS, The need for residents to learn more about severe weather and how to protect themselves should be emphasized; NOW THEREFORE, we, the Orange County Board of Commissioners, hereby proclaim the week of March 13t" through 19t", 2005, as Severe Weather Awareness Week, and encourage all residents to learn more about severe weather and be aware of its dangers, especially during the spring and summer months. Adopted this 15th day of March 2005. A motion was made by Commissioner Jacobs, seconded by Commissioner Halkiotis to designate the week of March 13t" through 19t", 2005 as Severe Weather Awareness Week in Orange County, and encourage residents to learn more about severe weather safety and authorize the Chair to sign the proclamation. VOTE: UNANIMOUS Chair Carey asked about any activities and Jack Ball said that they are participating in a statewide drill, they will be doing tornado drills, and they have information in the office for the public. Commissioner Gordon asked about the severity of predictions and Jack Ball said that they use meteorologists from the power companies, and they have a good track record and keep EMS posted. Commissioner Gordon asked about the recommendation for the public about a list of items to keep on hand and Jack Ball said that there is a list on the EMS website. e. County Government Week The Board considered proclaiming the week of April 10-16, 2005 as Orange County Government Week and endorsing the "Official for a Day" activities and authorizing the Chair to sign. Assistant County Manager Gwen Harvey read the proclamation. She was standing in for Sharron Hinton, Director of Community Programs. PROCLAMATION Orange County Government Week April 10 - 16, 2005 WHEREAS, County employees serve America; and WHEREAS, County employees protect our neighborhoods; keep families healthy; help troubled youths and young adults; train displaced workers; provide veteran services; and perform countless other jobs with dedication and pride; and WHEREAS, Counties maintain important historical records; support opportunities for new businesses to prosper; regulate land use, deliver services to the elderly and healthcare to the disabled and needy; and WHEREAS, When natural or man-made disaster strikes, County emergency responders act swiftly to help keep children and their families safe and informed until order can be restored; and WHEREAS, Since colonial times counties have been a key part of providing critical and valued services to the public; WHEREAS, Most County services are available to all residents, whether they live inside or outside of a city or town, and WHEREAS, County governments listen to the voice of their residents, building solutions that bring people together. Now, therefore, be it resolved that the Orange County Board of Commissioners, does hereby proclaim April 10 - 16, 2005 as National County Government in Orange County, North Carolina. This, the 15th day of March 2005. A motion was made by Commissioner Jacobs, seconded by Commissioner Halkiotis to proclaim the week of April 10-16, 2005 as Orange County Government Week and endorse the "Official for a Day" activities and authorize the chair to sign. VOTE: UNANIMOUS f. Orange County Senior Games The Board considered a proclamation to recognize the weeks of April 3 through 28, 2005 as Athletic Events Days and June 6 through July 28, 2005 as SilverArts Days, a part of Orange County Senior Games and to encourage citizens age 55 and over to participate, and authorizing the Chair to sign. Senior Games Ambassador Doris Murrell read the proclamation. She had copies of senior games registration forms. PROCLAMATION Orange County Senior Games Whereas, According to recent population figures, there are more than 18,734 persons over 55 years of age in Orange County; and, Whereas, Orange County is concerned about the health, fitness, and social well-being of its mature adult population; and, Whereas, Orange County Senior Games provides a special opportunity for mature adults to grow positively in the areas of health, fitness and social well-being; and, Whereas, Orange County would like to encourage local businesses and resident support and participation from county residents age 55 and older; NOW, BE IT THEREFORE PROCLAIMED, that the Orange County Board of Commissioners declare April 3 through 28, 2005 as Athletic Events Days and June 6 through July 28, 2005 as SilverArts Days, a part of ORANGE COUNTY SENIOR GAMES AND ENCOURAGES CITIZENS AGE 55 AND OVER TO PARTICIPATE. This, the 15th day of March, 2005. A motion was made by Commissioner Halkiotis, seconded by Commissioner Gordon to recognize the weeks of April 3 through 28, 2005 as Athletic Events Days and June 6 through July 28, 2005 as SilverArts Days, a part of Orange County Senior Games and to encourage citizens age 55 and over to participate, and authorize the Chair to sign. VOTE UNANIMOUS 7. Special Presentations a. Accept Report from Social Services Board Regarding Day Care Funds and to Consider A Request to Release the Remaining $50,000 Appropriated for Day Care in the Social Safety Net Fund The Board accepted a report from the Social Services Board regarding day care funds and considered a request to release the remaining $50,000 appropriated for day care in the Social Safety Net Fund. Social Services Board Chair Rosetta Wash introduced Dee Gamble, Chair of the Day Care Task Force. She said that they are requesting that the Board of County Commissioners release $50,000 from the Social Safety Net to be used to provide day care subsidies for eligible low-income families in Orange County. In June 2004, the Board of County Commissioners set aside $100,000 for the Social Safety Net that could be used for childcare subsidies. The Social Services Board developed a plan and recommendations for the use of those funds. A task force was created to study the need for additional day care subsidy in Orange County. The task force met between July-December 2004. The task force presented preliminary recommendations to the Social Services Board, who approved them. In January 2005, the Board of County Commissioners released $50,000 of the subsidy, with the remaining $50,000 to be considered for release after receiving the final report. On February 4th, the Social Services Board approved the final recommendations from the task force. The recommendations are as follows: Social Services will manage all requests for childcare subsidy under the policies established by the Social Services Board. Social Services will maintain a waiting list of all families eligible for subsidy through Social Services and will serve families based on the date they were placed on the waiting list. When Social Services funds are not available to serve these families, the County childcare trust funds may be used to pay the portion of care that DSS subsidy would normally pay to the provider for as many children on the waiting list as the funds allow until other subsidy becomes available. Up to 10% of the Trust Fund may be set-aside as scholarships for eligible families to be matched by a sponsor. To receive these scholarships, these families must meet the same eligibility criteria as established by the Social Services Board and be on the Social Services waiting list. The County Trust Fund will pay 50% of the rate that would have been paid through the DSS subsidy to the provider to assist with the costs. This payment would continue until the family becomes eligible for other subsidies. These families may be served regardless of their relative placement on the waiting list as long as scholarship funds are available. Therefore, a person with a sponsor could be served before other persons on the waiting list. The Trust Fund should become a recurring appropriation for future childcare subsidies. There are also letters of support from Childcare Services Association, Orange County childcare directors, and the Partnership for Young Children in the agenda packet. Rosetta Wash said that of the $50,000 released by the County Commissioners, $10,000 is being held to match sponsors, 15 children are being served from the waiting list now and the initial $40,000 released by the Social Services Board will be needed to serve these children through the end of the fiscal year. Commissioner Gordon said that she used to work as a research psychologist for Frank Porter Graham Child Development Center, where she was involved in a study about the importance of day care in education. She supports providing subsidies for parents so that children can get into quality day care. Commissioner Jacobs said that he is very supportive of this, but he has a concern. He said that a few years ago the County Commissioners were lobbied for funding for affordable housing, and a Housing Trust Fund was created. Then the State took away a lot of the County's money. It is anticipated that there will be a difficult budget year again. He asked if there was a proposal of how to stretch the funds in case there is not enough money for next year. Dee Gamble said that the primary purpose of this fund is to diminish the amount of waiting time for childcare. With the 10% that is set aside, they hope to generate some interest in sponsors. Commissioner Jacobs asked about the matching funds and Dee Gamble said that the funds would be matched until they have federal funds to pick it up. Commissioner Jacobs requested that when an employer does match, to let the Board of County Commissioners know so that they can honor them for doing this. This might be another way of encouraging employers to participate. Commissioner Foushee offered support for the recommendation. She asked about the average cost of childcare in Orange County. Dee Gamble said that it could cost up to $1,000 or more a month. Chair Carey asked about the response received from sponsors. Rosetta Wash said that a couple of companies have expressed interest. Commissioner Halkiotis pointed out that it costs a parent less money to send a child to UNC than it does for childcare in Orange County. A motion was made by Commissioner Halkiotis, seconded by Commissioner Gordon to accept the Task Force Report along with the Social Services Board recommendation to release the funds to Social Services with the funds to be used to assist families on the Social Services waiting list under policies developed by the Social Services Board. VOTE: UNANIMOUS 8. Public Hearings-NONE 9. Items for Decision--Regular Agenda a. Possible Acquisition of the Triangle SportsPlex The Board considered whether or not Orange County should pursue acquisition of the Triangle Sportsplex. John Link said that for the last ten years, Orange County has provided $400,000 in subsidies for use of the Triangle Sportsplex to support the availability and affordability of the swimming pools and other recreational opportunities for citizens in Orange County. This arrangement is due to end at the end of this month, March 2005. The Board directed the staff to conduct a thorough analysis of the potential for the County to acquire the Triangle Sportsplex for current recreational opportunities and for the Central Orange Senior Center to be included as part of the complex. Assistant County Manager Rod Visser, Purchasing and Central Services Director Pam Jones, and Finance Director Ken Chavious have worked closely with outside consultants -Blackman and Sloop and Corley Redfoot and Zack. The reports address financial feasibility and facility concerns. All of the reports included in the agenda packet or distributed at this meeting are incorporated into the minutes by reference. These reports or other materials include a draft resolution; the Blackman and Sloop Report; and the Corley Redfoot and Zack Report. Rod Visser introduced those in attendance that have been working on this: Jeff Thompson from LEDAHF, Inc. (Linked Economic Development and Affordable Housing Foundation); Ken Redfoot and Ken Smith from Corley Redfoot Zack; Robin McDuffy from Blackman and Sloop; Bob Jessup; John Stock from Ice Ventures; and Vic Morrow, an employee of Eaton Vance. Rod Visser acknowledged the Board's questions in February. Most of the information will be in the presentation, except for the issue of audits. The Orange County Community Activity Corporation agreed 10 years ago to conduct annual audits and provide copies to the County. They did the audit the first couple of years, but when they ran into financial trouble, they determined that the expense was not reasonable. No audits have been performed since that time. Jeff Thompson began the presentation. Triangle Sportsplex Recommendation for Orange County March 15th, 2005 Jeff Thompson, LEDAHF, Inc Sportsplex Courses of Action: • Do Nothing (April 1st Expiration of Subsidy) • Potential Continuation of Subsidy • Purchase & Operate Facility "Bottom Line" Question: • If Orange County Could: - Spend Considerably Less in Overall Subsidy - Create A Model Senior Center - Control the Management and Direction of the Sportsplex & Senior Center - Eventually "Own" The Sportsplex & Senior Center - Facilitate Development of Modern Senior Housing Units • Would The County Be Interested? Existing Operating Condition for Sportsplex: • General Overhead Too Expensive (Benchmark Diligence) • Absentee Management (based in Boston, MA) • Space Plan Not Efficient (Excess Space) • Excess Real Estate Around Building Underutilized • Eaton Vance: Ice and Fitness Subsidizing Aquatics Along with Operating Subsidy? Orange County Obligation to the Central Orange Senior Center: • Minimum 15, 000 Square Foot Facility per Master Aging Plan • "One-Stop Resource" Servicing: - Information and Assistance - Fitness and Wellness Programs - Eldercare and Special Needs - Large Group Event Programming Needs Summary Recommendation: • Direct Staff to: - Purchase Existing Sportsplex Less Amounts for: . Initial Repair . Adequate Future Replacement Cost Credit . Eaton Vance Offer to Sell: $6 Million - Add Additional Under Roof Space for Dedicated Senior Center, Improve Overall Facility - Operate Joint Facility More Efficiently and at Lower Cost than Current Situation or Two Independent Facilities Highlights of Recommendation: - Compelling, Innovative and Compliant Land Use Plan - County Ownership and Control - Guaranteed Availability of Pool Facilities - Lower County Subsidy Than Separate Facilities - Efficient Services - Meeting Public Needs - Faster, Economical Delivery of Senior Center Staff Tasks in Due Diligence: • To Understand Current Facility Parameters - Reported Financial Performance - Facility Conditions - Utilize Benchmark Comparisons • To Understand Stand Alone Senior Center Facility Parameters - Acquisition and Construction Costs - Start Up Costs - Ongoing Operations - Senior Needs • Understand Combined Facility - Acquisition and Development Costs - Start Up Costs - Ongoing Operations, Costs - Regulatory Impact, Considerations Triangle Sportsplex Analysis and Findings: • Facilities - Corley, Redfoot, Zack, Inc. - Pace International Ice Systems Analysis - Twinstar Construction Services, LLC • Financial Benchmarking and Performance - Blackman & Sloop, Certified Public Accountants - Ice Ventures, Inc. - Robert Morris Associates - International Health, Racquet & Sportsclub Assoc. Triangle Sportsplex- Facilities Investigation and Evaluation Report Current Sportsplex Facility: Financial Performance Highlights • Benchmark Underperformance • Heavy Payroll (Headcount) • Pool Operations Comparatives • Current Operation w/$6 Million debt service and future replacement cost: $972, 000 subsidy Stand Alone Senior Center Plans: Financial Highlights • At Least $2.5 Million Budget for Construction (same per S. F. cost Chapel Hill)--Does Not Include Land Acquisition • $267, 000 in Start Up Costs • Initial Year Cash Flow Subsidy: $663, 000 • Ongoing Annual Cash Flow Subsidy: $395, 000 Combined Facility Analysis: Acquisition & Development • Background: - Eaton Vance Asking Price: $6 Million - Replacement Valuation: . Cost Approach: $10 Million . Tax Value: $6.8 Million (Replacement Cost less 42% adjustment, including land value at $1.36 Million ) Combined Facility Analysis: Conceptual Development Budget Combined Facility Analysis: Senior Center Addition • Conceptual A&D Budget Estimate: - $7.96 Million • Annual Subsidy Comparison w/$8Million debt, future replacement cost: - Separate Facilities: $1.634 Million ($972 Thousand+$662 Thousand) - Combined Facilities: $1.4 Million - Professional Management Combined: $1.09 Million • Savings is Approximately $500,000 with Combined, Professionally Managed Facility! Interim Recap: • Existing Operation Benchmark Performance • Separate vs. Combined Facility Performance • Subsidy Comparatives • Buy, Build and Operate Combined Facility Public Purpose Highlights • Senior Center Programming Needs Met • Potential Adjacent Senior Housing Development - Available Land - Proximity to Amenities (Sportsplex, Senior Center) Regulatory Issues • Neuse River Watershed • Zoning Issues • Parking • Intended Use • Hillsborough Development Ordinance Financing and Ownership • Direct Ownership by County Recommended - Lower Cost of Capital - Direct Control by BOCC - LGC Approval Required Professional Facility Management: • Reports to BOCC or BOCC Designate • Supports Programming • Responsible fora - Facility Staffing - Budget - Maintenance - Servicing Programmers Process: • Property Acquisition Contract Negotiation • Project Management Contract Negotiation • Due Diligence Completion • Acquisition • Engineering & Construction Documents • Contracting for Facility Management • Contracting for Recreation Programming • Coordination with Dept on Aging Critical Assumptions: • Efficient Overhead Allocation Savings • Cost of Senior Center Modification and Upfit • LGC Approval • Reasonable Repairs or Allowances Provided by Eaton Vance In Transaction • City & County Technical Review of Plans (Setbacks, Impervious Surface, Parking) Final Recap: • Less Costly Operation • Professional Management • Faster Process to Deliver Facility • More "Bang for the Buck" • More Value for Seniors - Dedicated Space - Access to Additional Shared Space - Special Facility Experience Ken Redfoot spoke about the Facilities Investigation and Evaluation Report. This report was originally done in 2002. The updated report includes a documentation of all of the different systems in the building. They analyzed the architectural systems, mechanical systems, electrical systems, pool systems, and ice rink systems. The aspects highlighted in yellow need immediate attention and total $120,000 for architectural; $522,000 for mechanical; $59,000 for electrical; $223,000 for pools; and $47,500 for ice rink. This total is for abnormal maintenance services and is $971,480. John Link made reference to tab 4 and the total cost of $581,000 and asked if this was included in the $1.3 million. It was answered that it is included in the total cost. Commissioner Gordon verified that a totally new pool would cost $441,000. She asked what it would have cost ten years ago and Ken Smith said probably between $325-350,000. Continuation of presentation. Commissioner Gordon asked to see a page without the $6 million debt and see how the Sportsplex is doing now. Commissioner Gordon asked how much Eaton Vance paid for the facility. Rod Visser said that Eaton Vance originally issued $10.625 million in bonds for this. From Eaton Vance's overall financial perspective, they feel they have invested $10.625 million up front, and that in the ten years since the facility has been open, they have lost $6 million in interest that would have been earned had there been sufficient revenue generated to pay the interest on the bonds that were used to pay for it. Commissioner Gordon stated that from the County's perspective, the Sportsplex was aten-year old building and that the facility was operating at a loss. She noted that the ice rink was also losing money so it was not subsidizing the swimming pools. Continuation of presentation (benchmark comparisons in booklet) and then the PowerPoint above. PUBLIC COMMENT: Betty Eidenier spoke on behalf of the Friends of the Central Orange Senior Center. She said that they endorse the idea of putting the senior center at the Sportsplex. Ken Redfoot went over the general outline of the building. The senior center is about 15,600 square feet. Some of it is part of the existing building and would require some renovation. The addition would total 10,675 square feet. In the large lobby area, there are some inefficiencies that can be capitalized on. An aerobics room can be introduced as well as some modifications to the existing area to allow for better use of this space. The additional space in the Sportsplex besides the dedicated senior center space would be shared facility space. Commissioner Halkiotis made reference to schedule two in the Blackman and Sloop report and asked how big of a pool surface area he was talking about compared to what is there right now. It was answered a 50-yard pool. He said that the County has always known that it would cost about $400,000 for a pool, and it does not pay for itself. Commissioner Gordon asked about the benchmark figures and said that it does not mention debt service. Finance Director Ken Chavious said that none of the numbers for the pools include debt service, because they are lumped in with other things. John Link made reference to slide 23 -Combined Facility Analysis Senior Center Addition. He asked if the $1.09 million included the operation of the senior center in terms of programming and Jeff Thompson said no. This figure includes everything but costs related to senior center programming. John Link said that "recreation programming" could include part of the operation of the pool and the ice rink. Rod Visser said that they were trying to emphasize the point that programming related to the senior center would be provided by the Orange County Department on Aging. Contracting for recreation programming is an additional follow-up step that the County would have to take. John Link said that their recommendation is that the Board proceed with steps to acquire the Sportsplex. A motion was made by Commissioner Jacobs, seconded by Commissioner Foushee to pursue acquisition of the Triangle Sportsplex, and adopt the accompanying resolution that will provide specific direction to the Manager, staff, and Attorney on how to proceed. Commissioner Gordon thinks the Sportsplex and Senior Center combination would be a great amenity for county citizens, and she thinks the County just needs to negotiate this successfully. Her major concern is that they get a good deal from Eaton Vance. She wants to make sure that at some point the Board will go into closed session to discuss the material terms of the contract. John Link said that would be the process. Chair Carey said that staff would bring each of the agreements back to the Board at the appropriate time. Commissioner Gordon would like to discuss the terms of the deal and come up with a "not to exceed" figure. She suggested adding it to the closed session already scheduled at the end of this meeting. Chair Carey said that staff understands that the Board wants to get the best deal possible. There is a lot on the closed session already. He asked that the staff bring back any agreements that the Board has to approve as soon as they are ready. Commissioner Gordon asked that the Board at least discuss the "not to exceed figure" in the closed session. Commissioner Halkiotis supported Chair Carey. It was decided that there would be no discussion about the Sportsplex on the closed session tonight. Commissioner Gordon said that she thinks that at some point, they should obtain an audit of Sportsplex operations paid for by Eaton Vance. She made this in the form of an amendment to the motion. Commissioner Jacobs asked if there would be any benefit to the County if an audit were done. John Link said that he has a reason to believe there would be substantially more information from an audit, but he would defer to Blackman and Sloop about this. A representative from Blackman and Sloop said that the information they used in the report came from the Sportsplex books and records. She did not look at documentation to substantiate anything. There could be changes in allocations of costs. Commissioner Gordon thinks the results of an audit would provide information that the County needs in order to make the best decision. Commissioner Jacobs asked about the cost of an audit and it was answered $20,000. Chair Carey said that since they have not done an audit in ten years, that it would have to be reconstructed. Commissioner Jacobs suggested asking Eaton Vance to take the cost of an audit off the price of the purchase. There was no second to the amendment to the motion. VOTE: UNANIMOUS b. Conceptual Approval for Submission of Homeland Security Grant Funding Application -Communications Interoperability The Board considered approving the County's participation in the submission of a regional grant application for 2005 Homeland Security grant funds. Rod Visser said that this item is asking for conceptual approval for the County to participate in a regional application for additional Homeland Security Grant funding. This is similar to the process from last year. John Link said that the following item after this one has to be approved tonight. Commissioner Halkiotis said that he wants to act on this item tonight. EMS Director Jack Ball said that this request comes from Triangle J. Deputy Emergency Management Director Kent McKenzie made the slide presentation. Orange County Status and Funding Update Interoperable Communications • Responders ability to talk to each other - Across Disciplines and Jurisdictions, - By two-way voice radio, - When necessary and authorized. Regional Grant Opportunity • Secretary Beatty directs the use of Federal Homeland Security $ in NC. • Guidelines encourage regional efforts and focus on interoperable communication. • Like last year, OC is working with TJCOG partners to apply for SHSGP money to improve interoperable communication. Regional Effort • Improve Infrastructure • Provide mutual-aid links to existing conventional radio systems • Ensure that 9-1-1 centers can communicate with each other • Establish plans for mutual aid communications during responses OC Communications History • Multiple disparate radio systems • Limited interagency capability • Aging infrastructure & equipment • Communications Study 2001-03 Recommendation to pursue an integrated county-wide trunked 800 MHz system Radio System Components • Infrastructure • Towers, Microwave, Antennae, Controllers, Computer System, Generators, Repeaters • Radios • Portable (walkie-talkies) and Mobile (cars) • 9-1-1 Equipment • Radio consoles System Comparison Total County System • Owned Infrastructure • Owned Radios • Complete Control • High Initial Cost • Higher ongoing cost Partnership System • Shared Infrastructure • Owned Radios • Shared Control • Lowest Initial Cost • Lower Ongoing Cost Implementation Plan • Apply for and leverage grant funding • Plan for talk group configuration with local partners • 9-1-1 Consoles are key to implementing new system (grant decision unknown until late May) • Purchase radios with existing grant funds • Bring local partners onto system as funding allows Radio Systems Conventional • Frequency /channel • "Grocery store" • Unusable capacity in other channels Trunked • Shared Frequencies • Multiple talk groups • "Bank tellers" • Capacity spread among users Communications • Existing infrastructure is wearing out • Existing equipment is obsolete • Lack of interoperability is a hazard • Public expects that we can all talk • Partnership is a lower cost solution Commissioner Halkiotis said that when he was in Washington, D. C. he heard that you better get what you are going to ask for as quickly as possible and no one should look for much money after 2006. He said that interoperability is an issue all over the country. He is supportive of this. A motion was made by Commissioner Halkiotis, seconded by Commissioner Jacobs to approve the County's participation in the submission of a regional grant application for 2005 Homeland Security grant funds. VOTE: UNANIMOUS Commissioner Gordon suggested deferring the appointments due to time constraints and all agreed. c. Approval of Equipment and Vehicle Purchases for Fiscal Year 2004-05 The Board considered approval of equipment and vehicle purchases for County departments, excluding Information Systems and Solid Waste, for fiscal year 2004-05 (attachment 1); approval of the Equipment and Vehicle Capital Project Ordinance (Attachment 2); and authorizing the Finance Director and County Attorney to execute the documents necessary to complete funding not to exceed $1,100,700 for the thirty-six month financing arrangement and not to exceed $419, 640 for the fifty-nine month financing arrangement through RBC. John Link said that the Board asked the staff to pursue how to increase the number of alternative-fueled vehicles. They tried to identify where they could start using compressed natural gas vehicles. The staff has identified one in Environment and Resource Conservation, one in Health Administration, and three in Public Works. He has also volunteered to drive a CNG vehicle as soon as the CNG facility is established. The intent is to retrofit some existing vehicles designated for public safety in the future once the County has some experience in CNG vehicles. Budget Director Donna Dean said that they are asking the Board to approve the equipment and vehicle replacements and the financing package. The recommendation totals a little over $1.5 million and will be financed from three to five years. The interest rates are between 3.42 and 3.6%. The projected annual debt service payment for this package is $487,000. Commissioner Halkiotis said that the retrofit figure of $9-15,000 sounds funny to him. He is alarmed that the State does not offer alternative fueled vehicles. He thinks the Board of County Commissioners needs to hook up with Chapel Hill and write a letter to the Governor that the people need to rethink what they have done in State contracts. It does not do any good to promote environmental issues when there are no options on State contracts. A motion was made by Commissioner Halkiotis, seconded by Commissioner Foushee to approve equipment and vehicle purchases for County departments, excluding Information Systems and Solid Waste, for fiscal year 2004-05 (attachment 1); approve the Equipment and Vehicle Capital Project Ordinance (Attachment 2); and authorize the Finance Director and County Attorney to execute the documents necessary to complete funding not to exceed $1,100,700 for the thirty-six month financing arrangement and not to exceed $419,640 for the fifty-nine month financing arrangement through RBC. VOTE: UNANIMOUS d. Appointments a. Alcoholic Beverage Control Board (ABC Board) -One New Appointment The Board was to consider making one new appointment to the Alcoholic Beverage Control Board. DEFERRED b. Animal Services Advisory Board -Initial Appointments The Board was to consider making initial appointments to the Animal Services Advisory Board. DEFERRED c. Equalization and Review Board -New Appointments The Board was to consider making appointments to the Equalization and Review Board. DEFERRED d. Chapel Hill Board of Adjustment -Two New Appointments The Board was to consider making new appointments to the Chapel Hill Board of Adjustment. DEFERRED e. Chapel Hill Planning Board -Two New Appointments The Board was to consider making tow appointments to the Chapel Hill Planning Board. DEFERRED f. Human Relations Commission -Five New Appointments The Board was to consider making new appointments to the Human Relations Commission. DEFERRED g_ Arts Commission -Five New Appointments The Board was to consider making new appointments to the Arts Commission. DEFERRED h. Adult Care Home Community Advisory Committee -Two New Appointments The Board was to consider making new appointments to the Adult Care Home Community Advisory Committee. DEFERRED i. Hillsborough Planning Board -One New Appointment The Board was to consider one new appointment to the Hillsborough Planning Board. DEFERRED 10. Reports a. Southern Park (Town of Chapel Hill) Special Use Permit The Board reviewed a Special Use Permit (SUP) under consideration by the Town of Chapel Hill for Southern Community Park, a Chapel Hill town park that would be constructed with County 1997 and 2001 parks bond funds. Bill Webster from the Chapel Hill Recreation and Parks Department said that they are asking for comments as they go through their regulatory process. He said that they have had little or no public comments on this project. One important point is that the phasing plan has not been settled. They are about $900,000 short to build the entire project. Commissioner Gordon asked about the phasing plan and if it would delay the opening of the park. Bill Webster said that, if everything goes well, they hope to begin construction as early as the latter part of the calendar year. It would probably take about a year to build the park. There should be no delay. Commissioner Gordon asked about the three soccer fields and if they would still be constructed. Bill Webster said that the plan shows three full-size soccer fields. They could be phased in. Commissioner Jacobs said that he thinks that they need to consider the fact that by building a monumental development right down the road that Chatham County is going to be sending a lot of users to this park. He thinks they should start looking at how to identify Orange County users and non-Orange County users. He would be glad to talk to Chatham County elected officials about whether they want to contribute to the development of this park. He would strongly suggest that the Town Council talk about how to identify Orange County residents versus non-Orange County residents. Otherwise, he does not think that Orange County residents would be able to get adequate use from their tax dollars. Commissioner Gordon agreed with Commissioner Jacobs. She said that at the Sierra Club meeting, which she had attended, they were talking about the fact that the closest park will be Southern Community Park and the closest library will be the Chapel Hill Library to this new development in Chatham County. Chair Carey asked that the Board be notified of when the recommendations for phasing would be coming out. Bill Webster said that Commissioners Gordon and Jacobs would be receiving copies soon, as they are representatives. 11. Closed Session Chair Carey announced that when they come out of closed session they will be adjourning this meeting to March 24, 2005 and will cancel the March 22, 2005 meeting. A motion was made by Commissioner Jacobs, seconded by Commissioner Halkiotis to adjourn into closed session at 10:30 p.m. for the purpose of: a. "To discuss the County's position and to instruct the County Manager and County Attorney on the negotiating position regarding the terms of a contract to purchase real property," NCGS § 143-318.11(a)(5). b. "To discuss matters related to the location or expansion of industries or other businesses in the area served by the public body, including agreement on a tentative list of economic development incentives that may be offered by the public body in negotiations," NCGS § 143-318.11(a)(4). VOTE: UNANIMOUS A motion was made by Commissioner Gordon, seconded by Commissioner Jacobs to re-adjourn into Regular Session at 11:35 p.m. VOTE: UNANIMOUS 12. Adjournment A motion was made by Commissioner Jacobs, seconded by Commissioner Gordon to adjourn the meeting at 11:35 p.m. to March 24, 2005 at 7:30 p.m. at the Southern Human Services Center. VOTE: UNANIMOUS Moses Carey, Jr., Chair Donna S. Baker Clerk to the Board APPROVED 411 912 0 0 5 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS WORK SESSION March 15, 2005 5:30 p.m. The Orange County Board of Commissioners met for a Work Session an Tuesday, March 15, 2005 at 5:30 p.m. at the Southern Human Services Center in Chapel Hill, North Carolina. COUNTY COMMISSIONERS PRESENT: Chair Moses Carey and Commissioners Valerie P. Foushee, Alice M. Gordon, Stephen H. Halkiotis and Barry Jacobs COUNTY COMMISSIONERS ABSENT: COUNTY ATTORNEYS PRESENT: S. Sean Borhanian COUNTY STAFF PRESENT: County Manager John M. Link, Jr., Assistant County Manager Rod Visser and Clerk to the Board Donna Baker (All other staff members will be identified appropriately below} UNIVERSITY OF NORTH CAROLINA AT CHAPEL HILL STAFF: Dr. Madeleine Grumet and Amy Anderson NOTE: ALL DOCUMENTS REFERRED TO IN THESE MINUTES ARE IN THE PERMANENT AGENDA FILE IN THE CLERK'S OFFICE. ALL RECORDINGS OF THE MEETING WILL BE KEPT FOR 5 YEARS. The meeting began at 6:14 p.m. after dinner. 1. Educational Excellence Work Group Report Dr. Grumet said that the County Commissioners have received two versions of the report, a draft and a final version. She said that there is no such thing as an average student, but learning and teaching is a transaction between individual persons. The question is how to make this data visible. She said that even with fabulous funding it would be possible to find a bureaucratic, distant, ar discriminatory environment. Money is not everything. Nevertheless, money buys people and resources. She said that they interviewed principals first to understand the issue of resources from their perspective. They were very impressed with the principals. After the interviewing process, they looked at achievement data and they pulled a lot of information off the Internet so that they would not have to bother the staff of the school systems so much. There were three questions that they tried to pull together at each stage of the study -what do the principals see as important issues in terms of providing resources; what does the data tell us about achievement; and what does the resource data tell us about what is available to each district to accomplish that? She asked the County Commissioners if there were issues beyond the Executive Summary or the materials in the report that should be discussed. Commissioner Gordon said that it seemed to her that the variable that was isolated that made the most difference had to do with the number of adults that were available in the classroom. She asked Dr. Grumet to interpret the data in terms of class size. She made reference to table 41, which addresses average class size. She said that the Orange County School system has been working hard an reducing class size. She said that the important variable might be individual attention or effective class size. Dr. Grumet said that the class size in the STAR project was brought down as low as 15:1. She said that the importance of class size is going to be influenced by the kinds of attention that system to leave that disproportionate population and not try to reapportion it. Dr. Grumet said that Wake County struggles with this daily. It is an interesting and difficult problem. Commissioner Foushee thanked Dr. Grumet for taking the necessary amount of time to da this report right. She referred to the table on page 54, regarding resources and the ratio of adults to students. She asked if this is a function of the overcrowding situation in that district, and if it is not, when the new school comes on line, if it would serve the students better to lessen the studentlteacher ratio, or if it would be mare useful to add other support adults to this mix. She was speaking about OCS specifically. Dr. Grumet said that her impression from speaking with principals of the high schools was that support for students who were having difficulty or not achieving at very high levels was not readily available. There was definitely concern about the kinds of resources that the administrators have to give to students who are having trouble. There is also concern about the dropout rate, which is taa high. She said that neither system appears to her to have adequate counselors. She said that there is great danger in the high schools of depersonalization. The kind of guidance and support that they need could come from smaller classes and added programs, but also from the kind of attention from counselors. Chair Carey made reference to the Executive Summary and the ratio of counselors to students and that administrative tasks take up time that might be spent with students. He asked if this was true for bath systems. Dr. Grumet said that it may be true far both systems, but the interviews were expressed for OCS only. Chair Carey made reference to the difference in the higher proportion of exceptional students in the OCS. He asked what this meant. Dr. Grumet said that there is a process that the State has established for how to identify a child with special needs. It involves an evaluation made by a student assistance team. The process requires at some stage, identifying the student as needing these resources. It is a very subtle process and involves judgment. It has been their sense that if students get the support that they need, particularly in the early grades, so that the student's achievement does not require them to be so categorized, it is in the student's best interest. Both school systems have been focusing on inclusion, which is bringing children with special needs into heterogeneous classrooms instead of singling them out. Dr. Grumet said that one of the questions is whether students are being classified as having special needs, who might, if there were sufficient support in preschool and in early grades, be able to sustain adequate academic achievement. The second part is whether there are children who are classified in this way, but who with adequate support, might join the heterogeneous populations as well as overcome those disabilities sufficiently. She said that there is a correspondence between economic disadvantage and special needs. In that case, there may be more children with special needs in OCS because there are more children with economic disadvantages. Dr. Grumet made reference to inclusion and heterogeneous classrooms and said that both school systems are trying not to isolate these children, but it does put a strain on the teacher, who now has a greater diversity of students than usual. There is a process called differentiation, although complicated, where the teacher would have six or seven ways to go through a lesson to teach all in a class. CHCCS has 42 Inclusion Specialists, who can go into classrooms and be there for the special needs children. Chair Carey thanked Dr. Grumet for her work and the work of her staff, because it provides an unbiased foundation. He said that he did vote against this study, but he is glad that his wiser colleagues supported it. He said that this study does support his bias, which is that equitable opportunities are not provided for the children in OCS to reach their full educational potential because of the resource issue. He said that it becomes incumbent upon the Board to do something about it. APPROVED 411 912 0 0 5 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS REGULAR MEETING MARCH 15, 2005 7:30 p.m. The Orange County Board of Commissioners met in regular session on Tuesday, March 15, 2005 at 7:30 p.m. at the Southern Human Services Center in Chapel Hill, North Carolina. COUNTY COMMISSIONERS PRESENT: Chair Moses Carey, and Commissioners Valerie P. Foushee, Alice M. Gordon, Stephen Halkiotis and Barry Jacobs COUNTY COMMISSIONERS ABSENT: COUNTY ATTORNEYS PRESENT: Geoffrey Gledhill and S. 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: 1. Additions or Changes to the Agenda Chair Carey suggested that the Board remove the Orange County Planning Board appointments from the agenda and all agreed. Chair Carey made reference to the hot pink sheet, which is related to item 5-I. Commissioner Gordon pointed out the additional handout from Finance Director Ken Chavious, which is information on the Sportsplex contract. PUBLIC CHARGE The Chair dispensed with the reading of the public charge. 2. Public Comments a. Matters not on the Printed Agenda Ms. Beverly Foster, Chair of Healthy Carolinians of Orange County, said that in her role with the Board of Health she began getting involved in Healthy Carolinians. The overarching goal of Healthy Carolinians is to bring citizens and organizations of Orange County together to improve the health of the community. At that time, the strong leadership of the County Commissioners was instrumental. Since then, they have become recertified and have grown. Today, ten years later, Healthy Carolinians of Orange County represent more than 80 individuals and 50 County agencies and organizations that work together. They are most appreciative for the 50°~ support far this position from the County over the past few years. They have also written grants to support projects in the community, such as the Youth Tobacco Prevention Program. She left the newsletter, Healthy Happenings, with the County Commissioners, along with an invitation to attend the annual meeting on April 5t" from 6-8 p.m. at Sunrise Church, on I-40 and New Hope Church Road. The focus will be on local mental health initiatives. Commissioner Halkiotis said that he is glad to hear that on April 5t" the County Commissioners will get an update on the soccer complex access road and the possible DOT insistence that more trees need to be cut down. He thinks the County should hold ground on this. He wants to leave the old animals and old trees alone. Commissioner Halkiotis said that he read the minutes of the last Solid Waste Advisory Board (SWAB) meeting, and he has a problem because he does not understand why the SWAB has made the position that garbage is not being shifted elsewhere, so recyclable construction debris should not be shifted elsewhere. He said that the County Commissioners made a political decision that another landfill would not be sited in Orange County. He asked for some clarification on this position. Commissioner Halkiotis asked the Manager to ask Chief District Court Judge Joe Buckner and the Sheriff to give an update on courthouse security at the next regular meeting. The events in Atlanta recently with a shooting in the courthouse are particularly troubling. Commissioner Jacobs thanked and commended Dianne Reid and the Economic Development Commission for the State of the Economy Breakfast. He made reference to the five-year goal of creating 5,000 jobs and increasing the value of non-residential property by $125 million in Orange County and said that a major way to achieve this goal is to activate the economic development districts south of Hillsborough and between Efland and Mebane. He thinks the prospects for economic development in Orange County are better now than they have been anytime since he has lived here. He suggested that for next year that there be a chart with the amount of acreage developed per year versus the acreage that has been protected per year. Commissioner Jacobs asked about Bab Segal and where he is with his investigations on the efficiencies in operations of the two school systems and when there might be another report. John Link said that he does not have a specific response, but he will get some information to the Board and possibly have Mr. Segal come to a meeting and report. Chair Carey recommended that the Educational Excellence Task Force report be put an the County's website so that the public can have access to it. It was answered that it has already been posted on the website. Chair Carey made reference to a letter written to the Manager by Charlie Zimmerly praising the service he gat at the County landfill by an employee. He commended the landfill staff for the outstanding service. 4. County Manager's Report John Link asked Craig Benedict to respond to Commissioner Cordon's request about Comprehensive Plan outreach dates. Planning Director Craig Benedict said that they have begun outreach meetings and the last two are on March 29t" at the Schley Community Center at 7:00 p.m. and on March 31St at the F. Gordon Battle Courtroom. There have already been two other meetings -one at the Homestead Center and one in Cedar Grove. They have been addressing general principles such as anti-sprawl measures, air and water quality, options for lowering density, and minimum lot size. He made reference to Commissioner Jacobs' comment about open space and said that for every development that comes forward they are saving more and more open space. He said that they are also addressing transfer of development rights. Chair Carey said that the next Board of County Commissioners' listening session is scheduled for March 21St at Orange Grove Community Center. 5. Items far Decision--Consent Agenda A motion was made by Commissioner Halkiotis, seconded by Commissioner Foushee to approve those items on the consent agenda as stated below: a. Minutes and Parks Department, Governing and Management -Non-Departmental, Arts Commission, and Human Services -Non-Departmental. k. Orange County Transfer of Development Rights (TDR) Task Force Formation This item was removed and placed at the end of the consent agenda far separate consideration. I. Orange County Transportation Priority List for 2007-2013 TIP The Board adapted the resolutions (Attachments 2 and 3} endorsing priority transportation projects for inclusion in the 2007-2013 Transportation Improvement Program (TIP}. m. Homestead Community Center Wastewater System Repair The Board endorsed the concept of connecting the Homestead Center to the OWASA sewer system; authorized the Manager and staff to work with OWASA to develop and execute the appropriate documents associated with the design and construction of the sewer system; and approved the attached capital project ordinance that would fund the sewer extension by means of net two-thirds debt reduction bonds. n. Approval of Grant Application Submission to Expand RSVP Disaster Preparedness Program for Seniors, Particularly for Vulnerable and Disabled Persons The Board authorized RSUP to apply for the Project of Nation Significance (PNS) grant application far $20,000 annually to expand its existing volunteer disaster preparedness program, which aims to empower seniors to better deal with natural disasters through information, training, and special projects, subject to any final review by staff and the County Attorney. VOTE ON CONSENT AGENDA: UNANIMOUS ITEMS REMOVED FROM CONSENT AGENDA: h. Bid Award: Mobile Trailer for Mass Medical DistributionfSite Area Command Past The Board considered awarding a bid to Kraftsman, Inc. for the purchase of a Mass Medication Distribution SitelSite Area Command Post trailer to be shared between the Orange County Emergency Management and the Orange County Health Department and authorize the Purchasing Director to execute the necessary paperwork. Commissioner Jacobs asked about the difference in cost between the two final bids. Jack Ball said that the vendor that is higher builds the trailers from scratch and the lower bidder uses existing box trailers and modifies them. The County has experienced success with the lower bidder. A motion was made by Commissioner Jacobs, seconded by Commissioner Halkiotis to award bid number 1422 to Kraftsman, Inc. of Ramseur, North Carolina for the Mass Medication Distribution SitelSite Area Command Post trailer and authorize the Purchasing Director to execute the necessary paperwork. VOTE: UNANIMOUS k. Orange County Transfer of Development Rights tTDR) Task Force Formation The Board considered approving the formation of the Orange County Transfer of Development Rights (TDR) Task Farce and authorizes the Clerk's Office to advertise far volunteer Task Force members. Commissioner Gordan made reference to page seven and the real estate interests and real estate development industry representatives seem to be the same thing. She said that Chambers of Commerce could be andlor Economic Development Commission, natural Denise Schaffer from DSS said that there is a group of staff from various organizations that are working together to plan some activities. One of the activities is the Blue Ribbon Campaign. b. Fair Housing Month The Board considered a proclamation to recognize and celebrate April as Fair Housing Month and authorize the Chair to sign. Human Rights and Relations Director Milan Pham said that the Department of Human Rights and Relations in collaboration with the Department of Housing and Community Development is organizing an Orange County Fair and Affordable Housing Fair to highlight the services offered in Orange County. The fair is scheduled to take place at University Mall from 10:00 a.m. - 3:00 p.m. Saturday, April 23`d. In conjunction with the fair, HRR is going to begin a campaign to educate landlords and management companies on their operations under the Fair Housing Act. Commissioner Foushee read the proclamation. A PROCLAMATION FAIR HOUSING MONTH WHEREAS, April, 2005 marks the thirty-seventh anniversary of the Federal Fair Housing Act of 1964 and the 22"~ anniversary of the North Carotins Fair Housing Act prohibiting discrimination in housing on the basis of race, color, sex, religion, national origin, handicap and familial status; and WHEREAS, the Orange County Board of Commissioners enacted the Orange County Civil Rights Ordinance on June 6, 1994, which affords to the residents of Orange County the protections guaranteed by Title VIII and additionally encompasses the protected classes of veteran status and age; and WHEREAS, Orange County and the United States Department of Housing and Urban Development, concerned residents and the housing industry are working to make fair housing opportunities possible for everyone by encouraging others to abide by the letter and the spirit of fair housing Laws; and WHEREAS, despite of the protections afforded by the Orange County Civil Rights Ordinance and Title VIII as amended, illegal housing discrimination still occurs in our nation and in our county; WHEREAS, by supporting and promoting fair housing and equal opportunity, we are contributing to the health of our County, State and Nation; NOW, THEREFORE, do we, the Commissioners of Orange County, proclaim Apri12005 as FAIR HOUSING MONTH and commend this observance to all Orange County citizens. This the 15t" day of March, 2005. NOW, THEREFORE, we, the Orange County Board of Commissioners, hereby proclaim the week of April 10-16, 2005, as "National Public Safety Telecommunicators Week" in Orange County, North Carolina, in honor and recognition of our County's Telecommunicators and the vital contributions they make to the safety and well being of Orange County residents. Adopted this 15th day of March 2005. A motion was made by Commissioner Jacobs, seconded by Commissioner Halkiotis to recognize the week of April 10 through 16, 2005 as Public Safety Telecommunicators' Week in Orange County and authorize the Chair to sign. VOTE: UNANIMOUS EMS Director Jack Ball recognized the telecommunicators. He said that since his employment, he has been awakened to the wealth of education and training that this department does in the County and the entire State. d. Severe Weather Awareness Week The Board considered designating the week of March 13`" through 19`", 2005 as Severe Weather Awareness Week in Orange County, and encouraging residents to learn more about severe weather safety and authorizing the Chair to sign the proclamation. Emergency Management Specialist Eric Griffin said that most recently Orange County experienced a tornado in January. He read the proclamation. A PROCLAMATION Severe Weather Awareness Week March 13`" through 19`", 2005 WHEREAS, The National Weather Service and the Governor of North Carolina have proclaimed the week of March 13t" through 19`" as Severe Weather Awareness Week; and WHEREAS, Orange County is vulnerable to severe weather, including the devastating impacts of tornadoes; and WHEREAS, Tornadoes and severe weather occur each year in North Carolina; and WHEREAS, Orange County was most recently struck by a tornado on January 14, 2005; and WHEREAS, The need for residents to learn more about severe weather and how to protect themselves should be emphasized; NOW THEREFORE, we, the Orange County Board of Commissioners, hereby proclaim the week of March 13`" through 19`", 2005, as Severe Weather Awareness Week, and encourage all residents to learn more about severe weather and be aware of its dangers, especially during the spring and summer months. Adopted this 15th day of March 2005. Now, therefore, be it resolved that the Orange County Board of Commissioners, does hereby proclaim April 10 - 16, 2005 as National County Government in Orange County, North Carolina. This, the 15t" day of March 2005. A motion was made by Commissioner Jacobs, seconded by Commissioner Halkiatis to proclaim the week of April 10-16, 2005 as Orange County Government Week and endorse the "Official for a Day" activities and authorize the chair to sign. VOTE: UNANIMOUS f. Orange County Senior Games The Board considered a proclamation to recognize the weeks of April 3 through 28, 2005 as Athletic Events Days and June 6 through July 28, 2005 as SilverArts Days, a part of Orange County Senior Games and to encourage citizens age 55 and over to participate, and authorizing the Chair to sign. Senior Games Ambassador Doris Murrell read the proclamation. She had copies of senior games registration forms. PROCLAMATION Orange County Senior Games Whereas, According to recent population figures, there are more than 18,734 persons over 55 years of age in Orange County; and, Whereas, Orange County is concerned about the health, fitness, and social well-being of its mature adult population; and, Whereas, Orange County Senior Games provides a special opportunity far mature adults to grow positively in the areas of health, fitness and social well-being; and, Whereas, Orange County would like to encourage local businesses and resident support and participation from county residents age 55 and older; NOW, BE IT THEREFORE PROCLAIMED, that the Orange County Board of Commissioners declare April 3 through 28, 2005 as Athletic Events Days and June 6 through July 28, 2005 as SilverArts Days, a part of ORANGE COUNTY SENIOR GAMES AND ENCOURAGES CITIZENS AGE 55 AND OVER TO PARTICIPATE. This, the 1St" day of March, 2005. A motion was made by Commissioner Halkiotis, seconded by Commissioner Gordan to recognize the weeks of April 3 through 28, 2005 as Athletic Events Days and June 6 through July 28, 2005 as SilverArts Days, a part of Orange County Senior Games and to encourage citizens age 55 and over to participate, and authorize the Chair to sign. VOTE UNANIMOUS importance of day care in education. She supports providing subsidies for parents so that children can get into quality day care. Commissioner Jacobs said that he is very supportive of this, but he has a concern. He said that a few years ago the County Commissioners were lobbied for funding for affordable housing, and a Housing Trust Fund was created. Then the State took away a lot of the County's money. It is anticipated that there will be a difficult budget year again. He asked if there was a proposal of how to stretch the funds in case there is not enough money for next year. Dee Gamble said that the primary purpose of this fund is to diminish the amount of waiting time for childcare. With the 10°lo that is set aside, they hope to generate some interest in sponsors. Commissioner Jacobs asked about the matching funds and Dee Gamble said that the funds would be matched until they have federal funds to pick it up. Commissioner Jacobs requested that when an employer does match, to let the Board of County Commissioners know so that they can honor them for doing this. This might be another way of encouraging employers to participate. Commissioner Foushee offered support for the recommendation. She asked about the average cost of childcare in Orange County. Dee Gamble said that it could cost up to $1,000 or mare a month. Chair Carey asked about the response received from sponsors. Rosetta Wash said that a couple of companies have expressed interest. Commissioner Halkiotis pointed out that it costs a parent less money to send a child to UNC than it does for childcare in Orange County. A motion was made by Commissioner Halkiotis, seconded by Commissioner Gordon to accept the Task Force Report along with the Social Services Board recommendation to release the funds to Social Services with the funds to be used to assist families on the Social Services waiting list under policies developed by the Social Services Board. VOTE: UNANIMOUS 8. Public Hearings-NONE 9. Items for Decision--Regular Agenda a. Possible Acquisition of the Triangle SportsPlex The Board considered whether or not Orange County should pursue acquisition of the Triangle Sportsplex. John Link said that for the last ten years, Orange County has provided $400,000 in subsidies for use of the Triangle Sportsplex to support the availability and affordability of the swimming pools and other recreational opportunities for citizens in Orange County. This arrangement is due to end at the end of this month, March 2005. The Board directed the staff to conduct a thorough analysis of the potential for the County to acquire the Triangle Sportsplex far current recreational opportunities and for the Central Orange Senior Center to be included as part of the complex. Assistant County Manager Rod Visser, Purchasing and Central Services Director Pam Jones, and Finance Director Ken Chavious have worked closely with outside consultants -Blackman and Sloop and Corley Redfoot and Zack. The reports address financial feasibility and facility concerns. All of the reports included in the agenda packet or distributed at this meeting are incorporated into the minutes by reference. These reports or other materials include a draft resolution; the Blackman and Sloop Report; and the Corley Redfoot and Zack Report. Rod Visser introduced those in attendance that have been working on this: Jeff Thompson from LEDAHF, Inc. {Linked Economic Development and Affordable Housing Triangle Sportsplex Recommendation for Orange County March 95th, 2005 Jeff Thompson, LEDAHF, Inc Sportsplex Courses of Action: • Do Nothing (Agri! 9st Expiration of Subsidy) • Potential Continuation of Subsidy • Purchase & Operate Facility "Bottom Line" Question: • tf Orange County Coutd- - Spend Considerably Less in Overall Subsidy - Create A Model Senior Center - Control the Management and Direction of the Sportsplex & Senior Center - Eventually "Own" The Sportsplex & Senior Center - Facilitate Development of Modern Senior Housing Units • Would The County Be Interested? Existing Operating Condition for Sportsplex: • General Overhead Too Expensive (Benchmark Diligence) • Absentee Management (based in Boston, MA) • Space Plan Not Efficient (Excess Space) • Excess Real Estate Around Building Underutilized • Eaton Vance: Ice and Fitness Subsidizing Aquatics Along with Operating Subsidy? Orange County Obligation to the Central Orange Senior Center: • Minimum 75, 000 Square Foot Facility per Master Aging Plan • "One-Stop Resource" Servicing. - Information and Assistance - Fitness and Wellness Programs - Eldercare and Special Needs - Large Group Event Programming Needs Summary Recommendation: • Direct Staff to: - Purchase Existing Spartsplex Less Amounts for: • Initial Repair • Adequate Future Replacement Cost Credit • Eaton Vance Offer to Sell: $6 Million - Add Additional Under Roof Space for Dedicated Senior Center, Improve Overall Facility - Operate Joint Facility More Efficiently and at Lower Cost than Current Situation or Two Independent Facilities Highlights of Recommendation: - Compelling, Innovative and Compliant Land Use Plan - County Ownership and Control - Guaranteed Availability of Poal Facilities - Lower County Subsidy Than Separate Facilities - Efficient Services - Meeting Public Needs - Faster, Economical Delivery of Senior Center - International Health, Racquet & Sportsclub Assoc. Triangle Sportsplex- Facilities Investigation and Evaluation Report Current Sportsplex Facility: Financial Performance Highlights • Benchmark Underperformance • Heavv Payroll (Headcount) • Pool Operations Comparatives • Current Operation w/$6 Million debt service and future replacement costa $972, 000 subsidy Stand Alone Senior Center Plans: Financial Highlights • At Least $2.5 Million Budget for Construction (same per S. F. cost Chapel H1Il)--Does Nof Include Land Acquisition • $267, 000 in Start Up Costs • Initial Year Cash Flow Subsidy: $663,000 • Ongoing Annual Cash Flow Subsidy: $395, 000 Combined Facility Analysis: Acquisition & Development • Background.' - Eaton Vance Asking Price: $6 Million - Replacement Valuation: • Cost Approach: $70 Million • Tax Value: $6.8 Million (Replacement Cast less 421 adjustment, including land value at $1.36 Million ) Combined Facility Analysis: Conceptual Development Budget Combined Facility Analysis: Senior Center Addition • Conceptual A&D Budget Estimate: - $7.96 Million • Annual Subsidy Comparison w/$8Million debt, future replacement cost: - Direct Control by BOCC - LGC Approval Required Professional Facility Management: • Reports to BOCC orBOCC Designate • Supports Programming • Responsible fora - Facility Staffing - Budget - Maintenance - Servicing Programmers Process: • Property Acquisition Contract Negotiation • Project Management Contract Negotiation • Due Diligence Completion • Acquisition • Engineering & Construction Documents • Contracting for Facility Management • Contracting for Recreation Programming • Coordination with Dept on Aging Critical Assumptions: • Efficient Overhead Allocation Savings • Cast of Senior Center Modification and Upfit • LGC Approval • Reasonable Repairs or Allowances Provided by Eaton Vance In Transaction Betty Eidenier spoke on behalf of the Friends of the Central Orange Senior Center. She said that they endorse the idea of putting the senior center at the Sportsplex. Ken Redfoot went over the general outline of the building. The senior center is about 15,600 square feet. Some of it is part of the existing building and would require some renovation. The addition would total 10,675 square feet. In the large lobby area, there are some inefficiencies that can be capitalized on. An aerobics room can be introduced as well as some modifications to the existing area to allow for better use of this space. The additional space in the Sportsplex besides the dedicated senior center space would be shared facility space. Commissioner Halkiotis made reference to schedule two in the Blackman and Sloop report and asked how big of a pool surface area he was talking about compared to what is there right now. It was answered a 50-yard pool. He said that the County has always known that it would cost about $400,000 for a pool, and it does not pay for itself. Commissioner Gordon asked about the benchmark figures and said that it does not mention debt service. Finance Director Ken Chavious said that none of the numbers for the pools include debt service, because they are lumped in with other things. John Link made reference to slide 23 -Combined Facility Analysis Senior Center Addition. He asked if the $1.09 million included the operation of the senior center in terms of programming and Jeff Thompson said no. This figure includes everything but costs related to senior center programming. John Link said that "recreation programming" could include part of the operation of the pool and the ice rink. Rod Visser said that they were trying to emphasize the point that programming related to the senior center would be provided by the Orange County Department on Aging. Contracting for recreation programming is an additional follow-up step that the County would have to take. John Link said that their recommendation is that the Board proceed with steps to acquire the Sportsplex. A motion was made by Commissioner Jacobs, seconded by Commissioner Foushee to pursue acquisition of the Triangle Sportsplex, and adapt the accompanying resolution that will provide specific direction to the Manager, staff, and Attorney on how to proceed. Commissioner Gordon thinks the Sportsplex and Senior Center combination would be a great amenity for county citizens, and she thinks the County just needs to negotiate this successfully. Her major concern is that they get a goad deal from Eaton Vance. She wants to make sure that at some paint the Board will go into closed session to discuss the material terms of the contract. John Link said that would be the process. Chair Carey said that staff would bring each of the agreements back to the Board at the appropriate time. Commissioner Gordon would like to discuss the terms of the deal and come up with a "not to exceed" figure. She suggested adding it to the closed session already scheduled at the end of this meeting. Chair Carey said that staff understands that the Board wants to get the best deal possible. There is a lot on the closed session already. He asked that the staff bring back any agreements that the Board has to approve as soon as they are ready. Commissioner Gordon asked that the Board at least discuss the "not to exceed figure" in the closed session. Commissioner Halkiotis supported Chair Carey. It was decided that there would be no discussion about the Sportsplex on the closed session tonight. Commissioner Gordon said that she thinks that at some point, they should obtain an audit of Sportsplex operations paid for by Eaton Vance. She made this in the farm of an amendment to the motion. Orange County Status and Funding Update Interaperable Communications Responders ability to talk to each other -Across Disciplines and Jurisdictions, - By two-way voice radio, -When necessary and authorized. Regional Grant Opportunity • Secretary Beatty directs the use of Federal Homeland Security $ in NC. • Guidelines encourage regional efforts and focus on interoperable communication. • Like last year, OC is working with TJCOG partners to apply for SHSGP money to improve interoperable communication. Regional Effort • Improve Infrastructure • Provide mutual-aid links to existing canvenfional radio systems • Ensure that 9- ~- ~ centers can communicate with each other • Establish plans for mutual aid communications during responses OC Communications History • Multiple disparate radio systems • Limited interagency capability • Aging infrastructure & equipment • Communications Study 2001-03 • Apply for and leverage grant funding • Plan for talk group configuration with local partners • 9- ~-1 Consoles are key to implementing new system (grant decision unknown until late May) • Purchase radios with existing grant funds • Bring local partners onto system as funding allows Radio Systems Conventional • Frequency/channel • "Grocery stare" • Unusable capacity in other channels Trunked • Shared Frequencies • Multiple talk groups • "Bank tellers" • Capacity spread among users Communications • Existing infrastructure is wearing out • Existing equipment is obsolete • Lack of interoperability is a hazard • Public expects that we can all talk d. Appointments a. Alcoholic Beverage Control Board (ABC Baardl-One New Appointment The Board was to consider making one new appointment to the Alcoholic Beverage Control Board. DEFERRED b. Animal Services Advisorv Board -Initial Appointments The Board was to consider making initial appointments to the Animal Services Advisory Board. DEFERRED c. Equalization and Review Board -New Appointments The Board was to consider making appointments to the Equalization and Review Board. DEFERRED d. Chapel Hill Board of Adiustment-Two New Appointments The Board was to consider making new appointments to the Chapel Hill Board of Adjustment. DEFERRED e. Chapel Hill Plannina Board -Two New Appointments The Board was to consider making taw appointments to the Chapel Hill Planning Board. DEFERRED f. Human Relations Commission -Five New Appointments The Board was to consider making new appointments to the Human Relations Commission. DEFERRED g_ Arts Commission -Five New Appointments The Board was to consider making new appointments to the Arts Commission. DEFERRED h. Adult Care Home Community Advisorv Committee - Twa New Appointments The Board was to consider making new appointments to the Adult Care Home Community Advisory Committee. DEFERRED i. Hillsborough Planning Board - one New Appointment The Board was to consider one new appointment to the Hillsborough Planning Board. DEFERRED 10. Reports a. Southern Park (Town of Chapel Hill) Special Use Permit The Board reviewed a Special Use Permit {SUP) under consideration by the Tawn of Chapel Hill for Southern Community Park, a Chapel Hill town park that would be constructed with County 1997 and 20Q1 parks bond funds. Bill Webster from the Chapel Hill Recreation and Parks Department said that they are asking for comments as they go through their regulatory process. He said that they have had VOTE: UNANIMOUS Moses Carey, Jr., Chair Donna S. Baker Clerk to the Board the learners in the class need in relationship to the curriculum and the specialists that are involved. Commissioner Gordan made reference to the recommendations for OCS and said that decreasing class size was not included. She asked that if additional funding could be provided to the OCS to achieve the objectives an pages $Q-$2, would they be doing what the OCS needed. Dr. Grumet said that it would certainly improve the school system. The OCS is working with a greater number of economically disadvantaged children. She said that there is substantial national data to suggest that children that come from mare affluent families come in with stronger literacy skills and more familiarity with abstraction. The more affluent children are getting more resources. She said that if at least the same degree of resources were expended on the children with a larger learning challenge, the playing field might be mare level. Commissioner Gordon said that it makes it all the more notable that the OCS has such an exemplary record in the elementary school level because it meant that they were doing everything they could with the resources that they had, including smaller class sizes. Dr. Grumet said that they wanted to make a paint of how well the OCS was doing. She said that OCS was doing a great jab of pulling children from level 2 to level 4 in grades 3-5. There is also the distinction between proficiency and the level of proficiency. This becomes more significant as children move to middle and high school. She said that as curriculum becomes more complex and as schools become less personal, being able to become a high achiever requires well-developed, independent cognitive, social, and expressive skills. If there are a different proportion of children at level 3 and 4 in the two school systems, as the work gets harder, the gap is going to increase. Then there is the interesting question of what kind of resources will be provided for the middle school learner. She thinks this is an issue for both school systems. Commissioner Halkiotis said that he and Commissioner Brawn volunteered to work with Dr. Grumet and her team. After Commissioner Brown left, he stayed on and assisted. He said that it took Dr. Grumet a significant amount of discussion time to make sure that they were comparing apples to apples and oranges to oranges with respect to positions. He made reference to Dr. Grumet's comment that "money isn't everything, but money buys people and money buys resources." He agreed with this. He said that the bottom line for him becomes money, and in order to level the playing field, the County will have to wrestle with the money issue. He said that Dr. Grumet has discovered things that he knew about 30 years ago. He said that when you have a political commitment from the local Board of Education to an educational process, and when you have as your goal excellence, then you will end up somewhere close to excellence. But when people go an the record saying, "We don't want excellent schools, we'll just take good ones or average ones," this hurts the people working in the system. These comments have been made over the years. He thinks this has to be seen within the overall context of this report. He thinks that things are pretty much on a level field from K-~, and then OCS starts losing. Dr. Grumet said that it is not a level playing field in terms of resources and advanced achievement. Commissioner Halkiotis agreed. Commissioner Halkiotis said that he thinks that the bottom line is that it is going to be a political decision with respect to how to close the gap of equity. Commissioner Jacobs said that he will be interested in how the two school systems respond and if there are any changes in priorities. Dr. Grumet said that both school systems worked with them very closely and were very cooperative. Commissioner Jacobs said that he does not feel that it is his place as a County Commissioner to make decisions about the educational process. He made reference to table 7 on page 17. He has been struck by the heavy population of economically disadvantaged children that are concentrated in some OCS schools. He wonders if it is unusual for a school Chair Carey asked Dr. Grumet to make this presentation to both school boards. The Board of County Commissioners needs to know what the school boards think about the report. He hopes that the school boards find a way to get this information to parents. Commissioner Gordon thanked Dr. Grumet for gathering the data. She said that the recommendations confirm and differentiate what might need to be done. She has thought for a long time that the OCS needed more resources. Dr. Grumet made reference to the resources to the central office and said that having people in the central office to work with both systems can help with communication and curriculum alignment. She said that Orange County is struggling without having people in specialty areas to provide this kind of leadership that CHCCS is able to do. Dr. Grumet thanked the County Commissioners for recognizing the effort that went into this project. She thanked Amy Anderson and Professor Rita O'Sullivan. John Link said that he appreciates this report, but he is troubled on pages 53-54 where it says, "Differences in staffing, numbers of support personnel specialists may be significant at addressing achievement differences." Also, on page 54, where it says, "While not any one of the differences appears to be critical in and of itself, the aggregate of the personnel disparities may diminish the individualized attention OCS students receive...." He said that it would be much more helpful if the word was "will" and not "may". This is important when they go to the taxpayers and say that more funding needs to be pursued because they "will" make a difference. This would help in moving forward. Commissioner Foushee agreed with John Link and said that it seems to her that it is clear that the additional support is necessary in order to make a difference in achievement levels of students in the OCS at the middle and high school level. It is clear that this support is absolutely necessary. Dr. Grumet said that they were a little cautious because they know that there are elements involved in successful schooling that are not synonymous with resources. She said that there is a strong sense in education that it is terribly important that teachers in the communities feel that all children can learn. She said that this report was not able to provide a cultural description of what it is like to be a student in these schools. They would have had to speak with students and families. She said that achievement data only tells so much of the story. Commissioner Jacobs said that they did not need a report to know that more resources and more personnel would be advantageous. Both school systems feel like they need more resources. He would hope that the school systems would think about some kind of phased and prioritized proposals about what they need in order to address the weaknesses and improve the strengths that are identified in this report. He thinks this would be the greatest value. With na further items to address, the meeting was adjourned at 7:18 p.m. in preparation for the regular meeting at 7:30 p.m. Moses Carey, Jr., Chair Donna S. Baker Clerk to the Board b. Matters on the Printed Agenda (These matters were considered when the Board addressed that item on the agenda below.} 3. Board Comments Commissioner Gordon said that same members of the Board attended the NACO conference in Washington, D.C., and reported that one of the sessions she attended was related to the convergence of electronic devices like cell phones, pagers, personal digital assistance, and personal community computers going into one multi-functional device. She passed some of the slides around for information. Commissioner Gordon attended the Transportation Advisory Committee meeting {TAC} and she said that Karen Lincoln will give a report. They completed the discussion of the Unified Plan Work Program. The Air Quality Conformity Plan will come back in April 2005. There will be a joint meeting with CAMPO in the Raleigh area an March 30th. There was also an update from the 15-501 project, and the project will be delayed again from June to August. Commissioner Gordon reported that she went to the Durham-Chapel Hill-Orange County Work Group meeting, and the discussion was on the New Hope Corridor and the potential for a park there. Commissioner Gordon reported that she had attended a meeting held by the Sierra Club to discuss the development in Chatham County. There were told that 9000 units had recently been approved in Chatham County. This is more than Southern Village and Meadowmont. Commissioner Gordon asked that in the Manager's comments, that John Link reiterate when the remaining outreach sessions for the Comprehensive Plan will be held. She asked about the list of principles that is being used in the sessions, and noted that the Commissioners had approved a revised list. Commissioner Foushee - no comments. Commissioner Halkiotis said that he was listening to a radio station this morning and heard that former Alamance County Commissioner Junior Teague passed away in Alamance County. He told a story about a call that he received from Junior Teague years ago about meeting him in a parking lot because he had something for Moses Corey's induction ceremony. Mr. Teague had 100 pounds of freshly cooked barbeque for the ceremony. He said that Junior Teague was a country gentleman and had a sense of humanity. He asked that the Board send a letter of condolence to Junior Teague's family and to the Alamance County Commissioners. Chair Carey said that he was going to mention this too, because Junior Teague was a good friend, and tried to transcend party lines in working with people. Commissioner Halkiotis said that while he was in Washington, D. C., he was able to talk to Margaret Klutz, the State Director for Elizabeth Dole; Reginald Holley, Deputy State Director, who Chair Carey and Commissioner Jacobs met with in Hillsborough; and Scott Queensbury, Chief Council and Policy Director. He presented them with a proposal on behalf of the senior citizens of Orange County to help with some kitchen enhancements. He said that this was the first time that he spent some good quality time with three Republicans and he actually enjoyed it. He also reported that County Commissioners from Buncombe County spoke to them because they were excited that Environment and Resource Conservation Director Dave Stancil was coming to speak to them about Orange County's Lands Legacy program. Commissioner Halkiotis distributed a handout about ending the cycle of recidivism and best practices to divert mentally ill individuals from county jails. Commissioner Halkiotis thanked John Link and Paul Thames far following up on the power line issue to the middle school #3 and soccer complex site. He is still worried about the possible addition of a $150,000 charge for an underground bus system to carry the electrical lines. He wants to stay on top of this. The Board approved the minutes for the February 8, 2005 Joint Meeting with the Solid Waste Advisory Board and the Work Session on the same night, as submitted by the Clerk to the Board. b. Appointments (1) Carrboro Board of Adjustment -One Reappointment The Board reappointed Dr. James Dingfelder to a second full term expiring February 28, 2008 to the Carrbaro Board of Adjustment. (2j Historic Preservation Commission -One Reappointment The Board reappointed Renee Price to the Historic Preservation Commission. (3} Human Services Advisory Commission -Three Reappointments The Board reappointed Lucia Casabo and Christina Harlan to first full terms and Pat Vandiviere to a second full term to the Human Services Advisory Commission. c. Motor Vehicle Property Tax Releases/Refunds The Board adopted a refund resolution, which is incorporated by reference, related to 60 requests for motor vehicle property tax releases or refunds in accordance with North Carolina General Statutes. d. Property Tax Refund The Board adopted a refund resolution, which is incorporated by reference, related to one (1}request for property tax refund in accordance with N.C. General Statute 105-381. e. Property Tax Releases The Board adopted a resolution, which is incorporated by reference, to release property values related to three (3) requests for property tax release in accordance with N.C. General Statute 105-381. f. Approval of Contract for Development of a Limited English Proficiency Assessment Tool The Board authorized staff to contract with the Chapel Hill Institute for Culture and Language Education, Inc. (CHICLE) in an amount not to exceed $9,500, with all casts to be paid by the U.S. Department of Housing and Urban Development (HUD), to develop a Limited English Proficiency (LEP) Assessment Toal in accordance with the attached proposal, and authorized the County Manager to execute the resulting agreement, contingent upon final review by staff and the County Attorney. ,g: CJPP Continuation Grant Application The Board approved the submission of the FY 2005-2006 grant application for the continuation of Criminal Justice Partnership Program (CJPP} operations in the amount of $165,221, and authorized the Chair to sign. h. Bid Award: Mobile Trailer for Mass Medical DistributionlSite Area Command Post This item was removed and placed at the end of the consent agenda for separate consideration. i. Endorsement of Orange County's Hosting of Citizen Corps Council Conference The Board endorsed a request from the Governor's Office that Orange County host a statewide conference for Citizen Corps Councils (CCC) and related volunteer programs to be held in October 2005 and authorized staff to carry out the necessary administrative and logistical tasks associated with the conference. L Budget Amendment #9 The Board approved budget ordinance amendments for fiscal year 2004-05 for Department of Social Services, Department on Aging, Orange Public Transportation, Recreation areaslwatershed advocates could be and/ar Commission for the Environment. She suggested that there be one representative for the real estate interests and one for banking/financial institutional representatives andtor attorneys. Commissioner Jacobs suggested grouping the utility providers. The Board decided to defer this item. 6. Resolutions or Proclamations a. Child Abuse Prevention Month The Board considered a request to declare April as Child Abuse Prevention Month in Orange County, and authorize the Chair to sign. Rosetta Wash read the proclamation. Child Abuse Prevention Month April 2005 WHEREAS, child abuse is a community problem and finding solutions requires involvement among people throughout the community; and WHEREAS, 1,296 children in Orange County were referred to Social Services for suspected child abuse or neglect last year; and WHEREAS, the impact of abuse and neglect lasts throughout life; and WHEREAS, all residents should become more aware of the negative effects of child abuselneglect and become involved in supporting parents to raise their children in a safe, nurturing environment; and WHEREAS, children who are loved and nurtured grave up to be healthy, creative and productive community members; and, WHEREAS, it is the goal of Orange County to improve the quality of life of all children who live here; and, WHEREAS, preventing child abuse and breaking the cycle of abuse is the responsibility of every resident; NOW, THEREFORE do we, the Board of County Commissioners of Orange County, North Carolina, hereby proclaim April 2005 as "Child Abuse Prevention Month" in Orange County and call upon all residents and organizations to join together to prevent child abuse. THIS THE 15th DAY OF MARCH 2005. A motion was made by Commissioner Jacobs, seconded by Commissioner Halkiotis to declare April as Child Abuse Prevention Month in Orange County, and authorize the Chair to sign. VOTE: UNANIMOUS A motion was made by Commissioner Jacobs, seconded by Commissioner Gordon to recognize and celebrate April as Fair Housing Month and authorize the Chair to sign. VOTE: UNANIMOUS Commissioner Jacobs said that Senator Kinnaird asked that the Board endorse the amendment of our civil rights ordinance to include protections and access to housing without regard to the origin of one's lawful income. Some people are being discriminated against because they use section 8 vouchers. Senator Kinnaird would like to introduce a bill that amends the ordinance. He said that he is not sure what the law says. Geaf Gledhill said that he does not think that the General Assembly would be amending the ordinance. He recommends that the Board approve the concept in principle and allow he and Milan Pham to work with Senator Kinnaird on the best legislative solution. A motion was made by Commissioner Jacobs, seconded by Commissioner Gordon to approve the concept of amending the civil rights ordinance in principle as stated above, and allow the County Attorney and the Director of Human Rights and Relations to work with Senator Kinnaird on the best legislative solution. VOTE: UNANIMOUS c. Public Safety Telecommunicators' Week The Board considered a proclamation to recognize the week of April 10 through 16, 2005 as Public Safety Telecommunicators' Week in Orange County and authorize the Chair to sign. Dinah Jeffries read the proclamation. PUBLIC SAFETY TELECOMMUNICATORS' WEEK 2005 A PROCLAMATION WHEREAS, Thousands of dedicated Telecommunicatars daily serve the citizens of the United States and Canada by answering their telephone calls for law enforcement, fire, and emergency medical services by dispatching the appropriate assistance as quickly as passible; and WHEREAS, The critical functions performed by professional Telecommunicators also include those related to forestry and conservation operations, highway safety and maintenance activities, and many other operations performed by federal, state and local government agencies; and WHEREAS, Professional Telecommunicators work to improve the emergency response capabilities of these communication systems through their leadership and participation in training programs and other activities provided by the Association of Public Safety Communications Officials and the National Emergency Number Association; and WHEREAS, These associations are organizations of more than 100,000 people engaged in the design, installation and operation of emergency response communications, has set aside the week beginning April 10, 2005, to recognize Telecommunicatars and their crucial role in the protection of life and property; and A motion was made by Commissioner Jacobs, seconded by Commissioner Halkiotis to designate the week of March 13t" through 19t", 2005 as Severe Weather Awareness Week in Orange County, and encourage residents to learn more about severe weather safety and authorize the Chair to sign the proclamation. VOTE: UNANIMOUS Chair Carey asked about any activities and Jack Ball said that they are participating in a statewide drill, they will be doing tornado drills, and they have information in the office for the public. Commissioner Gordon asked about the severity of predictions and Jack Ball said that they use meteorologists from the power companies, and they have a good track record and keep EMS posted. Commissioner Gordan asked about the recommendation for the public about a list of items to keep on hand and Jack Ball said that there is a list on the EMS website. e. County Government Week The Board considered proclaiming the week of April 10-16, 2005 as Orange County Government Week and endorsing the "Official for a Day" activities and authorizing the Chair to sign. Assistant County Manager Gwen Harvey read the proclamation. She was standing in for Sharron Hinton, Director of Community Programs. PROCLAMATION Orange County Government Week April 10 - 16, 2005 WHEREAS, County employees serve America; and WHEREAS, County employees protect our neighborhoods; keep families healthy; help troubled youths and young adults; train displaced workers; provide veteran services; and perform countless other jobs with dedication and pride; and WHEREAS, Counties maintain important historical records; support opportunities for new businesses to prosper; regulate land use, deliver services to the elderly and healthcare to the disabled and needy; and WHEREAS, When natural or man-made disaster strikes, County emergency responders act swiftly to help keep children and their families safe and informed until order can be restored; and WHEREAS, Since colonial times counties have been a key part of providing critical and valued services to the public; WHEREAS, Most County services are available to all residents, whether they live inside or outside of a city or town, and WHEREAS, County governments listen to the voice of their residents, building solutions that bring people together. ?. Special Presentations a. Accept Report from Social Services Board Regarding Dav Care Funds and to Consider A Request to Release the Remaining $50,000 Appropriated for Dav Care in the Social Safety Net Fund The Board accepted a report from the Social Services Board regarding day care funds and considered a request to release the remaining $50,000 appropriated for day care in the Social Safety Net Fund. Social Services Board Chair Rosetta Wash introduced Dee Gamble, Chair of the Day Care Task Force. She said that they are requesting that the Board of County Commissioners release $50,000 from the Social Safety Net to be used to provide day care subsidies for eligible low-income families in Orange County. In June 2004, the Board of County Commissioners set aside $100,000 for the Social Safety Net that could be used for childcare subsidies. The Social Services Board developed a plan and recommendations for the use of those funds. A task force was created to study the need for additional day care subsidy in Orange County. The task force met between July-December 2004. The task farce presented preliminary recommendations to the Social Services Board, who approved them. In January 2005, the Board of County Commissioners released $50,000 of the subsidy, with the remaining $50,000 to be considered for release after receiving the final report. On February 4t", the Social Services Board approved the final recommendations from the task force. The recommendations are as follows: - Social Services will manage all requests for childcare subsidy under the policies established by the Social Services Board. - Social Services will maintain a waiting list of all families eligible for subsidy through Social Services and will serve families based on the date they were placed on the waiting list. When Social Services funds are not available to serve these families, the County childcare trust funds may be used to pay the portion of care that DSS subsidy would normally pay to the provider for as many children on the waiting list as the funds allow until other subsidy becomes available. Up to 10°~ of the Trust Fund may be set-aside as scholarships for eligible families to be matched by a sponsor. To receive these scholarships, these families must meet the same eligibility criteria as established by the Social Services Board and be an the Social Services waiting list. The County Trust Fund will pay 50°lo of the rate that would have been paid through the DSS subsidy to the provider to assist with the costs. This payment would continue until the family becomes eligible for other subsidies. These families may be served regardless of their relative placement on the waiting list as long as scholarship funds are available. Therefore, a person with a sponsor could be served before other persons on the waiting list. The Trust Fund should become a recurring appropriation for future childcare subsidies. There are also letters of support from Childcare Services Association, Orange County childcare directors, and the Partnership for Young Children in the agenda packet. Rosetta Wash said that of the $50,000 released by the County Commissioners, $10,000 is being held to match sponsors, 15 children are being served from the waiting list now and the initial $40,000 released by the Social Services Board will be needed to serve these children through the end of the fiscal year. Commissioner Gordan said that she used to work as a research psychologist far Frank Porter Graham Child Development Center, where she was involved in a study about the Foundation); Ken Redfoot and Ken Smith from Corley Redfoat Zack; Robin McDuffy from Blackman and Sloop; Bob Jessup; Jahn Stock from Ice Ventures; and Vic Morrow, an employee of Eaton Vance. Rod Visser acknowledged the Board's questions in February. Most of the information will be in the presentation, except far the issue of audits. The Orange Caunty Community Activity Corporation agreed 10 years ago to conduct annual audits and provide copies to the County. They did the audit the first couple of years, but when they ran into financial trouble, they determined that the expense was not reasonable. No audits have been performed since that time. Jeff Thompson began the presentation. Staff Tasks in Due Diligence: • To Understand Current Facility Parameters - Reported Financial Performance - Facility Conditions - Utilize Benchmark Comparisons • To Understand Stand Alone Senior Center Facility Parameters - Acquisition and Construction Costs - Start Up Costs - Ongoing Operations - Senior Needs • Understand Combined Facility - Acquisition and Development Casts - Start Up C05t5 - Ongoing Operations, Costs - Regulatory Impact, Considerations Triangle Sportsplex Analysis and Findings: • Facilities - Corley, Redfoot, Zack, Inc. - Pace International Ice Systems Analysis - Twinstar Construction Services, LLC • Financial Benchmarking and Performance - Blackman & Sloop, Certified Public Accountants - Ice Ventures. Inc. - Robert Morris Associates - Separate Facilities: $1.634 Million ($972 Thousand+$662 Thousand) - Combined Facilities: $1.4 Million - Professional Management Combined: $1.09 Million • Savings is Approximately $500,000 with Combined, Professionally Managed Facility! Interim Recap: • Existing Operation Benchmark Performance • Separate vs, Combined Facility Performance • Subsidy Comparatives • Buy, Build and Operate Combined Facility Public Purpose Highlights • Senior Center Programming Needs Met • Potential Adjacent Senior Housing Development - Available Land - Proximity to Amenities (Sportsplex, Senior Center) Regulatory Issues • Neuse River Watershed • Zoning Issues • Parking • Intended Use • Hillsborough Development Ordinance Financing and Ownership • Direct Ownership by County Recommended - Lower Cast of Capital • City & County Technical Review of Plans (Setbacks, impervious Surface, Parking) Final Recap: • Less Costly operation • Professional Management • Faster Process to Deliver Facility • More "Bang for the Buck" • More Value for Seniors - Dedicated Space - Access to Additional Shared Space - Special Facility Experience Ken Redfoot spoke about the Facilities Investigation and Evaluation Report. This report was originally done in 2002. The updated report includes a documentation of all of the different systems in the building. They analyzed the architectural systems, mechanical systems, electrical systems, pool systems, and ice rink systems. The aspects highlighted in yellow need immediate attention and total $120,000 for architectural; $522,000 far mechanical; $59,000 for electrical; $223,000 for pools; and $47,500 far ice rink. This total is for abnormal maintenance services and is $971,480. John Link made reference to tab 4 and the total cost of $581,000 and asked if this was included in the $1.3 million. It was answered that it is included in the total cost. Commissioner Gordon verified that a totally new pool would cost $441,000. She asked what it would have cast ten years ago and Ken Smith said probably between $325-350,000. Continuation of presentation. Commissioner Gordon asked to see a page without the $6 million debt and see how the Sportsplex is doing now. Commissioner Gordon asked haw much Eaton Vance paid for the facility. Rod Visser said that Eaton Vance originally issued $10.625 million in bonds for this. From Eaton Vance's overall financial perspective, they feel they have invested $10.625 million upfront, and that in the ten years since the facility has been open, they have lost $6 million in interest that would have been earned had there been sufficient revenue generated to pay the interest on the bonds that were used to pay far it. Commissioner Gordon stated that from the County's perspective, the Sportsplex was aten-year old building and that the facility was operating at a loss. She Hated that the ice rink was also losing money so it was Hat subsidizing the swimming pools. Continuation of presentation (benchmark comparisons in booklet) and then the PowerPoint above. PUBLIC COMMENT: Commissioner Jacobs asked if there would be any benefit to the County if an audit were done. John Link said that he has a reason to believe there would be substantially more information from an audit, but he would defer to Blackman and Sloop about this. A representative from Blackman and Sloop said that the information they used in the report came from the Sportsplex books and records. She did not look at documentation to substantiate anything. There could be changes in allocations of costs. Commissioner Gordan thinks the results of an audit would provide information that the County needs in order to make the best decision. Commissioner Jacobs asked about the cost of an audit and it was answered $20,000. Chair Carey said that since they have not done an audit in ten years, that it would have to be reconstructed. Commissioner Jacobs suggested asking Eaton Vance to take the cost of an audit off the price of the purchase. There was no second to the amendment to the motion. VOTE: UNANIMOUS b. Conceptual Approval for Submission of Homeland Security Grant Funding Application -Communications Interoperability The Board considered approving the County's participation in the submission of a regional grant application for 2005 Homeland Security grant funds. Rod Visser said that this item is asking for conceptual approval for the County to participate in a regional application for additional Homeland Security Grant funding. This is similar to the process from last year. John Link said that the following item after this one has to be approved tonight. Commissioner Halkiotis said that he wants to act on this item tonight. EMS Director Jack Ball said that this request comes from Triangle J. Deputy Emergency Management Director Kent McKenzie made the slide presentation. Recommendation to pursue an integrated county-wide franked 800 MHz system Radio System Components • Infrastructure • Towers, Microwave, Antennae, Controllers, Computer System, Generators, Repeaters • Radios • Portable (walkie-talkies) and Mobile (cars) • 9- ~-1 Equipment • Radio consoles System Comparison Total County System • Owned Infrastructure • Owned Radios • Complete Control • High Initial Cost • Higher ongoing cost Partnership System • Shared Infrastructure • Owned Radios • Shared Control • Lowest Initial Cost • Lower Ongoing Cost Implementation Plan • Partnership is a lower cast solution Commissioner Halkiotis said that when he was in Washington, D. C. he heard that you better get what you are going to ask for as quickly as possible and no one should look for much money after 2006. He said that interoperability is an issue all over the country. He is supportive of this. A motion was made by Commissioner Halkiotis, seconded by Commissioner Jacobs to approve the County's participation in the submission of a regional grant application for 2005 Homeland Security grant funds. VOTE: UNANIMOUS Commissioner Gordan suggested deferring the appointments due to time constraints and all agreed. c. Approval of Eauipment and Vehicle Purchases for Fiscal Year 20Q4-05 The Board considered approval of equipment and vehicle purchases for County departments, excluding Information Systems and Solid Waste, for fiscal year 2004-05 (attachment 1); approval of the Equipment and Vehicle Capital Project Ordinance {Attachment 2); and authorizing the Finance Director and County Attorney to execute the documents necessary to complete funding not to exceed $1,100,700 for the thirty-six month financing arrangement and not to exceed $419, 640 for the fifty-nine month financing arrangement through RBC. John Link said that the Board asked the staff to pursue how to increase the number of alternative-fueled vehicles. They tried to identify where they could start using compressed natural gas vehicles. The staff has identified one in Environment and Resource Conservation, one in Health Administration, and three in Public Works. He has also volunteered to drive a CNG vehicle as soon as the CNG facility is established. The intent is to retrofit some existing vehicles designated for public safety in the future once the County has some experience in CNG vehicles. Budget Director Donna Dean said that they are asking the Board to approve the equipment and vehicle replacements and the financing package. The recommendation totals a little aver $1.5 million and will be financed from three to five years. The interest rates are between 3.42 and 3.6°~. The projected annual debt service payment for this package is $487,000. Commissioner Halkiotis said that the retrofit figure of $9-15,000 sounds funny to him. He is alarmed that the State does not offer alternative fueled vehicles. He thinks the Board of County Commissioners needs to hook up with Chapel Hill and write a letter to the Governor that the people need to rethink what they have done in State contracts. It does not do any good to promote environmental issues when there are no options on State contracts. A motion was made by Commissioner Halkiotis, seconded by Commissioner Foushee to approve equipment and vehicle purchases for County departments, excluding Information Systems and Solid Waste, for fiscal year 2004-05 (attachment 1); approve the Equipment and Vehicle Capital Project Ordinance {Attachment 2); and authorize the Finance Director and County Attorney to execute the documents necessary to complete funding not to exceed $1,100,700 for the thirty-six month financing arrangement and not to exceed $419,640 far the fifty-nine month financing arrangement through RBC. VOTE: UNANIMOUS little or no public comments an this project. One important point is that the phasing plan has not been settled. They are about $900,000 short to build the entire project. Commissioner Gordon asked about the phasing plan and if it would delay the opening of the park. Bill Webster said that, if everything goes well, they hope to begin construction as early as the latter part of the calendar year. It would probably take about a year to build the park. There should be no delay. Commissioner Gordan asked about the three soccer fields and if they would still be constructed. Bill Webster said that the plan shows three full-size soccer fields. They could be phased in. Commissioner Jacobs said that he thinks that they need to consider the fact that by building a monumental development right down the road that Chatham County is going to be sending a lot of users to this park. He thinks they should start looking at haw to identify Orange County users and non-Orange County users. He would be glad to talk to Chatham County elected officials about whether they want to contribute to the development of this park. He would strongly suggest that the Town Council talk about haw to identify Orange County residents versus non-Orange County residents. Otherwise, he does not think that Orange County residents would be able to get adequate use from their tax dollars. Commissioner Gordon agreed with Commissioner Jacobs. She said that at the Sierra Club meeting, which she had attended, they were talking about the fact that the closest park will be Southern Community Park and the closest library will be the Chapel Hill Library to this new development in Chatham County. Chair Carey asked that the Board be notified of when the recommendations for phasing would be coming out. Bill Webster said that Commissioners Gordon and Jacobs would be receiving copies soon, as they are representatives. 11. Closed Session Chair Carey announced that when they come out of closed session they will be adjourning this meeting to March 24, 2005 and will cancel the March 22, 2005 meeting. A motion was made by Commissioner Jacobs, seconded by Commissioner Halkiotis to adjourn into closed session at 10:30 p.m. for the purpose of: "To discuss the County's position and to instruct the County Manager and County Attorney on the negotiating position regarding the terms of a contract to purchase real property," NCGS § 143-318.11(a)(5}. "To discuss matters related to the location or expansion of industries or other businesses in the area served by the public body, including agreement on a tentative list of economic development incentives that may be offered by the public body in negotiations," NCGS ; 143-318.11(a)(4). VOTE: UNANIMOUS A motion was made by Commissioner Gordon, seconded by Commissioner Jacobs to re-adjourn into Regular Session at 11:35 p.m. VOTE: UNANIMOUS 12. Adiaurnment A motion was made by Commissioner Jacobs, seconded by Commissioner Gordon to adjourn the meeting at 11:35 p.m. to March 24, 2005 at 7:30 p.m. at the Southern Human Services Center.