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HomeMy WebLinkAboutMinutes - 20060124APPROVED 411 012 0 0 6 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS REGULAR MEETING January 24, 2006 7:30 p.m. The Orange County Board of Commissioners met in regular session on Tuesday, January 24, 2006 at 7:30 p.m. in the F. Gordon Battle Courtroom in Hillsborough, North Carolina. COUNTY COMMISSIONERS PRESENT: Chair Barry Jacobs and Commissioners Moses Carey, Jr., Valerie P. Foushee, Alice M. Gordon, and Stephen Halkiotis, COUNTY ATTORNEYS PRESENT: Geoffrey Gledhill COUNTY STAFF PRESENT: County Manager John M. Link, Jr., Assistant County Managers Rod Visser and Gwen Harvey, and Clerk to the Board Donna S. Baker (All other staff members will be identified appropriately below} NOTE: ALL DOCUMENTS REFERRED TO IN THESE MINUTES ARE IN THE PERMANENT AGENDA FILE IN THE CLERK'S OFFICE. ALL RECORDINGS OF THE MEETING WILL BE KEPT FOR 5 YEARS. 7:34:58 PM 1. Additions or Changes to the Agenda Chair Jacobs reviewed the items at their places: • letter from Shirley Carraway about her board's position on an action from December - to recover sales tax revenues • teal sheet is an update from the County Engineer about water supply levels • lavender sheet is a replacement page for item 5-h • peach sheet is an item he would like the Board to consider as an addition to the consent agenda as item 5-q -change in meeting schedule • white sheet is item 9a -acquisition of voting machines The Board agreed to add item 5-q to the consent agenda. PUBLIC CHARGE The Chair dispensed with the reading of the public charge. 2. Public Comments a. Matters nat on the Printed Agenda NONE b. Matters an the Printed Agenda (These matters were considered when the Board addressed that item on the agenda below.) 3. Board Comments Commissioner Foushee - na comments. Commissioner Gordon said that she came from a Recreation and Parks Advisory Council meeting and they would like an update on community use and park use of school facilities for the two school systems. Commissioner Gordan said that the TTA kicked off its route from Hillsborough to Chapel Hill/Carrbara and UNC. There was a good turnout. Commissioner Gordon made reference to the newsletter from the Durham-Chapel Hill- Carrboro Metropolitan Planning Organization. Commissioner Halkiotis said that he attended a meeting of the Friends of Central Orange Senior Center Board of Directors. He said that many seniors are very active in trying to raise money. He said that several months ago he brought up the challenges of the Department on Aging an printing and mailing the Senior Times since the change in ownership of the Durham Herald Sun. He said that the seniors have pledged to give $2,400 to help print and mail a county publication. He is outraged that senior citizens have to raise this kind of money to mail out a government publication. He thinks this is the government's responsibility. He requested an update on this from Department an Aging Director Jerry Passmore at the next meeting. He said that Assistant County Manager Gwen Harvey was going to convene a meeting of other departments to see if there were opportunities to combine resources for this effort of publication and printing. He asked for a report from the Manager at the next meeting on this issue. Commissioner Halkiotis said that for two years they have been dealing with DOT about road signs pointing how to get to the Senior Center. There is now a couple of signs, but not in downtown Hillsborough. The seniors want to put up more of their own signs to direct people to their center. The signs will cost $800 and he would like the County to pay for these. Commissioner Halkiotis respectfully asked that at the next meeting for the Manager to report on who voted to take away sales tax reimbursements from the school systems. He wants to see it in writing. If the State legislature did this, he would like to put it in writing to the school systems. Commissioner Halkiotis said that he went to visit an ailing friend on US 70 and he saw that Hoyle King has moved a section of his fencing and exposed more of his junk. There are concerned citizens on both sides of him that have put up signs that the County cannot control it. He knows that the County has done a great jab with trying to fix this problem. Commissioner Halkiotis said that he asked the Board awhile back to start recognizing employees who serve the citizens of Orange County and who are saving money, etc. He is speaking specifically about Sheriff Pendergrass. He made reference to a three-page report from the Sheriff on January 10th, which highlights some of his activities. He said that the Sheriff is bringing over $2 million a year with U. S. Marshal reimbursements and other reimbursements. He said that the Sheriff has also reduced mileage on average of 10-15,000 miles a month, saving gasoline. He wants to prepare a resolution of appreciation thanking the Sheriff for what he has done far the County. Commissioner Carey said that he would like to see a written statement on haw the school tax mechanism will work and the turnaround time. Chair Jacobs said that at the TJCOG Chairs meeting there was an update an TTA and it was reported that the Federal Transit Authority is changing the rules again next week for the regional rail system, and they were encouraged by the FTA administrators. They started talking through some of the assumptions about the rail system versus a bus system. The bus alternative includes the assumption that HOV lanes will be installed on I-40 by 2030 and all of the TIP projects proposed for the region will have been put in place by 2030. Bath of these are fairly unlikely at this paint. He said that the air quality impact has not been taken into account. Chair Jacobs made reference to County publications and the issue of branding County materials. This was discussed briefly at the retreat, and he wants to make sure that the Board wants to pursue this. He said that there should be alternatives to the Herald Sun printing the Senior Times. The Board agreed to pursue this. Commissioner Halkiotis said that one of the members of the Friends of the Central Orange Senior Center brought up the fact that Durham Tech has a printing department, and so does Cedar Ridge High School. He wants to explore every opportunity. John Link said that the new director of the Visitor's Bureau has branding expertise. Commissioner Gordon said that at the TTA meeting tomorrow they would talk about alternatives. In December TTA got unsupportive letters from Senator Dole's and Senator Burr's office concerning FTA's evaluation of the TTA regional rail project. Since then TTA has been told by FTA that they will work with TTA on further evaluation of the project. A final decision has not been made yet. Chair Jacobs thanked the staff for the entrance upgrades to the Whiffed Building. Chair Jacobs said that he was going to suggest that staff give an update on the courthouse expansion project, including some preliminary thinking about how to accommodate the public and employees during the construction. Chair Jacobs said that he received a call from a senior yesterday who was concerned that the lease on the Galleria expires at the end of June. John Link said that he sent correspondence to the owner to address their desire to extend the lease for the amount of time needed to stay there. He anticipates a positive response. Chair Jacobs suggested keeping the seniors informed about the process so that rumors will not flourish. Chair Jacobs said that he met with the property owners in the Durham Economic Development District on December 29t" along with Commissioner Foushee and a number of staff. He said that they had a good two-hour meeting and people expressed concerns. They promised the property owners that they would try and meet with the City of Durham representatives before the end of February and this meeting is scheduled for February 27t" Chair Jacobs said that the Chair, Vice-Chair, Manager, and several other staff members met on January 3rd with OWASA Chair, Vice-Chair, Executive Director, and Orange County representatives. There will be a report on this meeting shortly. Chair Jacobs said that he attended a Land for Tomorrow group meeting and they are trying to put out a statewide initiative for $1 billion over four years for land acquisition and historic preservation. There are 117 sponsors, and Orange County is still the only county that has signed on as a sponsor. Chair Jacobs made reference to the expansion of the Shearon Harris Nuclear Power Plant, and he suggested putting together a group that does not involve the Commissioners and this could include partners in other jurisdictions. It is supposed to be a public process. He wants to articulate their concerns as soon as possible. One issue that he would like to see brought up is an evacuation plan beyond the ten-mile range around the power plant. He knows that NC WARN has identified safety issues there. He wants to give the public a forum that they may not get anyplace else except through the County. Chair Jacobs reported that the Agricultural Summit is on February 14t" from 9:00 a.m. - 1:30 p.m. at the Schley Grange Hall. There will be experts on several topics including setting up agricultural centers, bio-diesel, and different options for marketing local produce to specialty markets. There will also be some outreach from the Agricultural Center Work Group. 4. County Manager's Report NONE 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 from August 22, August 29, October 3, November 2, November 15, and December 5, all of 2005 as submitted by the Clerk to the Board. b. Appointments -None c. Motor Vehicle Property Tax ReleaselRefunds The Board adopted a refund resolution, which is incorporated by reference, related to 91 requests for motor vehicle property tax releases or refunds in accordance with North Carolina General Statutes. d. Property Tax Refunds The Board adapted a refund resolution, which is incorporated by reference, related to two (2) requests 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 requests in accordance with N.C. General Statute 105-381. f. Property Value Changes The Board adopted a resolution, which is incorporated by reference, approving value changes made in property values after the 2005 Board of Equalization and Review has adjourned. ,~ Resolution Creating a Special Board of Equalization and Review The Board adopted the resolution, which is incorporated by reference, to appoint a special board of equalization and review, and established the recommended level of compensation for members of the E&R Board. Further, the Board directed staff to recruit applicants for the E&R Board, with appointments to be made at a future Commissioners' meeting. h. Housing Rehabilitation Contract Awards The Board awarded one contract for the County CDBG Scattered Site Housing Rehabilitation Program to 105 Roberts St., Chapel Hill for $25,925 to Triple J Construction Company and for $13,375 to Eastern Environmental, Inc. i. Renewal Agreement Between Chapel Hill Training and Outreach, Inc. and Health Department for Social Worker II The Board approved an agreement renewal between Chapel Hill Training Outreach Inc. and the Health Department for the support of a Social Worker II position for the Early Head Start Program and authorized the Chair to sign subject to final review by staff and the County Attorney. L LeaselLicense Renewal Agreement -Alternate Daily Landfill Cover The Board approved the 2-year renewal of a license/lease agreement with Landfill Service Corporation to provide material that, in accordance with State regulations, is sprayed on the working face of the landfill after each day of operation and authorized the Chair to sign subject to final review by staff and the County Attorney. k. Classification Plan Amendment- Add Class of Heavy Equipment Mechanic Supervisor This item was removed and placed at the end of the consent agenda for separate consideration. I. Preventive Home Visit Research Project for the Elderly with UNC Occupational Science Division The Board approved the DOA's Eldercare Services to participate in a preventive home visit research project to be submitted for NIH funding by UNC Occupational Science Division and authorized the Manager to sign a subcontract commitment letter of participation. m. Continuation Grant Acceptance for Primary Care Services at Health Department The Board accepted the continuation grant funds for primary care services at the Health Department for the period January through May 30, 2006 and authorized the implementation of the grant. n. Disposal of Surplus County Real Property This item was removed and placed at the end of the consent agenda for separate consideration. o. Budget Amendment #8 The Board approved budget ordinance and capital project ordinance amendments for fiscal year 2005-06 for Department of Social Services, Health Department, Human Services Non-Departmental, Solid Waste Enterprise Fund, Equipment and Vehicles Capital Project Ordinance, and Governing and Management Non-Departmental {401 {k} Enhancement, Health Insurance Increase, and In-Range Salary Adjustment). ~ Contract for Roof Asset Management Program Update The Board authorized the Purchasing Director to develop a contract, subject to final review by staff and the County Attorney, in the amount of $13,900 and based on the accompanying proposal from MACTEC Engineering and Consulting, Inc. for performing updated roof asset condition assessments and updating the County's roof asset management system; and authorized the Chair to sign the contract. ~ Chanae in BOCC Reaular Meeting Schedule The Board amended its regular meeting on Thursday, February 16, 2006 by adding a work session on district elections and school equity from 4:00 to 6:30 p.m., adding a dinner from 6:30-7:30 p.m., and having the regularly scheduled work session from 7:30-10:00 p.m. VOTE ON CONSENT AGENDA: UNANIMOUS ITEMS REMOVED FROM CONSENT AGENDA: k. Classification Plan Amendment-Add Class of Heavy Eauiament Mechanic SupervisorThe Board considered amending the Orange County Classification and Pay Plan by adding a new class of Heavy Equipment Mechanic Supervisor at Salary Grade 17. Salary Grade 17 has a hiring range of $37,039 - $59,211. Commissioner Gordon asked if this was essential and Personnel Director Elaine Holmes said that this is in line with the way they have handled classification and pay issues. A motion was made by Commissioner Carey, seconded by Commissioner Halkiotis to amend the Classification and Pay Plan to add the new class of Heavy Equipment Mechanic Supervisor at Salary Grade 17 effective February 1, 2006. VOTE: UNANIMOUS n. Disposal of Surplus County Real Property The Board considered declaring as surplus property that is owned by the County on Graham Street, Chapel Hill; and considered accepting an offer of $38,018 from To ben Properties, LLC, to purchase that property, subject to upset bid; directing the Clerk to the Board to advertise as indicated in the resolution; and authorizing the Attorney, Manager and his designees to execute documents to affect the sale at such time the upset bid requirements may be met. Commissioner Gordon asked how the prices and tax values were determined. Purchasing and Central Services Director Pam Jones said that the valuation is the tax value that is on the books now. The tax value is reflective of the market value. Commissioner Carey asked how they got to this point with the offer. Pam Jones said that Toben Properties came to the County. Others expressed interest in this property last year and did not get this far. Toben then came with an offer and this is the process where they can accept the offer and sell the property. She said that they did go through the process to see if the property would be usable to the County in any manner and they determined that it was nat. Commissioner Halkiotis asked if the County had additional properties like this. He would like a list of these properties. Commissioner Carey asked if the lots were buildable and Pam Jones said that they determined that they were not buildable, particularly for affordable housing. According to Housing and Community Development Director Tara Fikes, they are like strips of land. Commissioner Gordon asked about the process and Pam Jones said that the Clerk would put an ad in the newspaper for anyone else to bid on the property. A motion was made by Commissioner Carey, seconded by Commissioner Faushee to declare the subject property as surplus; and approve the resolution, which recommends sale of the subject property on Graham Street, Chapel Hill, NC subject to upset bid, to Toben Properties, LLC, Chapel Hill for the sum of $38,018; and direct the Clerk to the Board to advertise as indicated in the resolution; and authorize the Attorney, Manager, and his designees to execute documents to affect the sale at such time the upset bid requirements may be met. VOTE: UNANIMOUS 6. Resolutions or Proclamations a. Proclamation Recognizing February as "Human Relations Month" The Board considered proclaiming the month of February as "Human Relations Month" in Orange County and authorizing the Chair to sign. Human Rights and Relations Director Milan Pham said that every February is Human Rights and Relations month and they will have a panel on "Shades of Brown and Social Justice." This will focus on the issues of communities of color and their collective and individual movements. They will also be having a play about Latino youth and they will be having native dance festivities. Chair Jacobs asked why they are not doing the Pauli Murray awards this year and Milan Pham said that the Human Relations Commission is taking this year to spend more time gathering information about social justice. They will resume taking nominations for the Pauli Murray award next year. Milan Pham read the proclamation. A motion was made by Commissioner Gordan, seconded by Commissioner Halkiotis to proclaim the month of February as "Human Relations Month" in Orange County as stated below and authorize the Chair to sign. HUMAN RELATIONS MONTH PROCLAMATION WHEREAS, the Orange County Board of Commissioners believes that in order to achieve justice and equal opportunity for all Orange County residents, we must all strive to create an atmosphere where people are valued and accepted rather than merely tolerated, and therefore continue to promote the ideology of social justice for all; and WHEREAS, the Orange County Human Relations Commission and Department of Human Rights and Relations have diligently served the County of Orange since 1995 are committed to promoting equal treatment, opportunity and understanding throughout the community; and WHEREAS, the County's Civil Rights Ordinance specifically prohibits discrimination based on an individual's race, color, creed, religion, national origin, sex, disability, age, veteran status and familial status; and WHEREAS, the County recognizes the dignity and worth of each individual and desires to promote and maintain a climate of good will among individuals, races, ethnic groups and persons of varying social, religious and economic status, ancestry, sexual orientation, marital status or status with regard to public assistance; and WHEREAS, the Orange County Board of Commissioners encourages Orange County residents, as individuals, to take a stand against social injustice and continue to work together to make freedom, justice, and equal opportunity available for all. NOW, THEREFORE, We, The Board of County Commissioners of Orange County, North Carolina, do hereby proclaim February 2006 as "HUMAN RELATIONS MONTH" in Orange County and challenge our citizens to promote the ideology of social justice for all and to celebrate multiculturalism in our county by encouraging citizens to embrace our diversity. THIS THE 24th DAY ©F JANUARY, 2006 VOTE: UNANIMOUS 7. Special Presentations a. Affordable Housing Performance Report The Board received the Annual Affordable Housing Performance Report from the Orange County Affordable Housing Advisory Board. Chair of the Affordable Housing Advisory Board, Allan Rosen, made this presentation. He presented the 2006 calendar and the fiscal year 2004-05 performance report. He painted out the information on the calendar concerning affordable housing and specific projects and programs completed during the most recent fiscal year. A total of 33 new housing units were created, and 60 units were assisted through Housing Rehabilitation, Urgent Repair, and Second Mortgage Assistance programs. Additionally, 17 parcels of property were purchased for affordable housing development in the future. Some future projects include the Northside Initiative in Chapel Hill and the work of the County's Partnership to End Homelessness. He thanked Orange County and the Towns of Chapel Hill, Carrboro, and Hillsborough, and the eight non-profit organizations listed in the calendar. Chair Jacobs said that this is a very creative and thorough way to report information and he would like to see this calendar submitted to the N. C. Association of County Commissioners. Commissioner Carey asked who printed this and Tara Fikes said that it was Theo Davis Printing in Zebulon. Commissioner Halkiotis said that this item is where a picture is worth a thousand words and this is fantastic. Citizens can get the calendars at the Housing and Community Development office, the Government Services Center, and the Library in Hillsborough. Chair Jacobs said to put them in the Cybrary in Carrboro and the library in Cedar Grove. 8. Public Hearings a. Public Hearing on Financing the Acquisition of a Facility Located at 51 U Meadowlands Drive, Hillsborough, and Adoption of Related Resolution The Board conducted a public hearing an matters related to financing the acquisition of the facility located at 510 Meadowlands Drive, Hillsborough, and considered adopting the resolution that authorizes the financing. John Link said that this building has been referred to as the Tweeter Building, which will give the County some much needed space far certain departments. Finance Director Ken Chavious said that at the meeting on December 13, 2005, the County Commissioners authorized the purchase of this facility. The total cost is $1,735,000, which includes non-inventory equipment valued at $35,000. The Board was informed that the owner wishes to finance the purchase of the facility and the terms of the proposed financing include an up-front payment of $50,000 by the County, with the remaining being financed over a ten-year period at an interest rate of 5%. The Board has authorized him to proceed with the Local Government Commission for approval of the financing. The Board will be required to adopt a resolution and the draft financing agreement. Chair Jacobs asked about the cost per square foot and it was answered $771square foot and Pam Jones said that a new building would be $150-$200/square foot. There was no ptablic comment A motion was made by Commissioner Halkiotis, seconded by Commissioner Carey to close the public hearing. VOTE: UNANIMOUS A motion was made by Commissioner Foushee, seconded by Commissioner Halkiotis to approve the Manager's recommendation to adapt the resolution, which is incorporated by reference, authorizing the financing of the facility located at 510 Meadowlands Drive, Hillsborough in the amount of $1,735,000. VOTE: UNANIMOUS 9. Items for Decision--Regular Agenda a. Acquisition of Voting Machines The Board considered approving the acquisition of new voting equipment necessary to ensure the County's compliance with State and federal election law. John Link said that the state Board of Election has decertified the existing voting equipment in most counties in North Carolina, but there is federal money to replace these machines. A lot of changes have occurred. Rod Visser said that one of the things that has complicated this is the time constraints. Far example, there is no contract that the State or County would enter into with the one certified vendor. This is supposed to happen this week. He said that the federal grant money will not come to the County but will go to the State to order the machines and the County will submit the grant application form, which also has not been created. The recommendation is for the County Commissioners to approve the purchase of 100 optical scan machines and AutoMark machines. He said that the County Board of Election staff has looked at equipment requirements, and they may need to spend as much as $650,000, but the federal grant money available is only $626,025. This is based on how many additional machines might need to be put atone-stop voting facilities. The Board does not need to pursue this tonight. Chair Jacobs said that he and Commissioner Gordan were at a demonstration of these machines a couple of weeks ago. He said that last year at this time there was a State Legislative Commission on voting, and this was because of a failure of some electronic machines to record the results in a way that was saved. It was demonstrated that it was possible to manipulate the results of electronic machines and to erase the fact that they had been manipulated. Therefore, there was a push to have paper records of voting results. The result was legislation that had strict parameters, including the ability of the State to have codes in the machines to make them accessible to the owners of the machines and a limited basis to the Boards of Elections. Commissioner Gordon said that there is a reason that they want three optical scan machines for each of the County's three one-stop voting sites, which is that you need three machines to tabulate the precincts separately because there is a limit of 18 precincts. She asked if the Board of Elections wanted these machines in order to separate the precincts. Rod Visser said that the County BOE did not address this specific point and they will take this question back. Pat Sanes said that if you want the statistics, you have to have the three machines on election night. But they do have a 60-day timeframe after that to get the stats. Rod Visser said that he would like to discuss this with Carolyn Cates and the BOE and see if there are different ways to configure it. He would like to work it out with the grant money available. Commissioner Gordon said that she would like to authorize staff to go up to the amount of $649,744 if it is necessary to have the three optical scan machines for each of the one-stop voting sites. She would like to be able to transport the machines after the one-stop voting is done. A motion was made by Commissioner Gordon, seconded by Commissioner Halkiotis to accept the Board of Election's recommendation to acquire optical scan and AutoMark voting equipment (with the inclusion of the three optical scan machines for each of the three one-stop voting sites that may cost up to $649,744}; approve the acceptance of the grant award; and authorize the Manager or his designee, and/or whomever the State Board of Elections may subsequently specify as the appropriate signatory, to execute all documents necessary to the acquisition, installation, and implementation of the new voting equipment. VOTE: UNANIMOUS b. Fire and Rescue Service Study Proposal Award The Board considered awarding a contract for a Fire and Rescue Assessment and Plan from Sage Consulting Group from Raleigh, N.C. at a cost of $25,000, and authorizing the Purchasing Director to execute the necessary paperwork. Rod Visser said that last May, the County Commissioners held a work session and they talked about the desirability to find out how Orange County provides fire and rescue services, particularly volunteer. The Board authorized a study and scope of work, which became a Request for Proposal. He said that the proposal from Sage Consulting Group could be accomplished within the budgeted funds that the County Commissioners appropriated in the 2005-2006 budget. EMS Director Jack Ball said that they identified the three vendors and did phone interviews and background checks. Based an the interviews and background checks, each of the committee members submitted the ranking and it was unanimous for Sage. He said that there were also glowing reports from other jurisdictions that had used Sage for similar work. Commissioner Carey made reference to page 12 where it is estimated to take approximately 200 billable hours. He asked if the consulting group would stop billing after 200 billable hours. Jack Ball said that $25,000 is the cast for the actual expense and Sage said that they could do this in 200 hours. Commissioner Gordon said that she thought they were going to include emergency evacuation procedures. Jack Ball said that they would discuss with Sage to include this. He said that FEMA has came out with additional funding for looking at mass evacuations and Homeland Security has come out with a study that they are requesting to add to this study. He said that, in reference to the evacuation plans, they have had four meetings with their partners in identifying evacuation routes, how to plan far fuel, etc. The Emergency Management Specialist has also met with several of the transportation industries. They have also contacted the railroad to consider this as a possibility far evacuation. They are actively developing these plans. Commissioner Gordon said that she specifically asked for this to be in the study. She asked what Jack Ball could propose to make sure this happens with the evacuation plan. She wants a specific response. John Link said that this study is focused on the internal ability of Orange County Fire/Rescue/EMS services to respond to our citizens with the scope of services, how to identify gaps, and how to work together in the future. He said that the issue that Commissioner Gordon raised is valid but a much broader issue and one that all Towns and the County will have to address together. He said that with the concerns of Shearon Harris, this is valid to address but not with this study. They will ask the consultant for direction. Commissioner Halkiotis said that he supported what Commissioner Gordon said but he also understands the limitations of the study. He said that they have been talking about this since the big forum at the Friday Center in 2002. They have seen gridlock in the Triangle area with one inch of snow. He suggested putting together a citizen group like Chair Jacobs said about the Shearon Harris Nuclear Power Plant, and this should be part of the discussion. Commissioner Carey agreed with Commissioners Halkiotis and Gordon and that the issue of evacuation is much bigger than this study. Commissioner Foushee suggested that the Board get an update on the evacuation items discussed before a task force is created. John Link said that this is a huge issue and a valid one. Chair Jacobs suggested that on the follow-up items that the staff put a date on this for the Manager to come back with. Chair Jacobs asked if the Sage Consulting Group was invited to come tonight and it was answered that staff did not invite them. Chair Jacobs said that he is disappointed that they were not invited because he has a lot of questions for them. Since there is a short timeframe, he will vote for it, but otherwise he would vote against it. He would like to see Sage offer to interview each County Commissioner if they care to speak with the consultants at the Commissioners' convenience. He also suggested having a team of Rod Visser, Jack Ball, Commissioner Halkiotis, Fire Chief Council President, and someone from one of the two rescue squads so that there is a broader group to discuss ideas. He made reference to page 7 (top) and the methodology of delivering the report on Fridays and emailing to the client on the following Monday. He suggested that they send the email to the Clerk and she can distribute it to the County Commissioners. Chair Jacobs asked if the consultant would be looking at the issue of extending County benefits to some of the personnel (fulltime professional firefighters, etc.). He asked if they were also going to consider the resources in Chapel Hill and Carrboro. He also made reference to page 13 (top} and that the data gathering would be done in three weeks. He is not sure that accessing the information remotely will be successful. Jack Ball said that the consultant had planned to visit all facilities and staff. Commissioner Halkiotis said to be careful in saying "men" when referring to volunteers because there are also female volunteer firefighters. Commissioner Foushee said that if the County Commissioners would be speaking with Sage, she would like a revised scope of work in case there are situations that change. Jack Ball will provide this. Commissioner Gordon said that she understands moving forward with this, and she supports the suggestion to get an update on evacuations on a date certain. John Link said that they would strive to have the update by February 21St A motion was made by Commissioner Carey, seconded by Commissioner Halkiotis to approve awarding a contract with amendments for a Fire and Rescue Assessment and Plan from Sage Consulting Group from Raleigh, N.C. at a cost of $25,000, and authorize the Purchasing Director to execute the necessary paperwork. VOTE: UNANIMOUS c. Schools Adequate Public Facilities Ordinance (Schools APFO} -Approval of Membership and Capacity Numbers The Board considered approval of November 15, 2005 membership and capacity numbers for both school districts {Orange County Schools and Chapel Hill-Carrboro City Schools), which will be used in developing 10-year student membership projections and the 2006 SAPFO Technical Advisory Committee {SAPFOTAC} Report and authorizing the Chair to sign the appropriate farms. Rod Uisser said that this step is a precursor to having the SAPFO Technical Advisory Committee, which is comprised of the Planning Directors, attorneys, school representatives, and municipality representatives. The committee comes together and produces an annual report. He said that this annual report should be ready in the next 4-6 weeks. A motion was made by Commissioner Carey, seconded by Commissioner Halkiotis to approve the November 15, 2005 membership and capacity numbers for both school districts {Orange County Schools and Chapel Hill-Carrboro City Schools), which will be used in developing 10-year student membership projections and the 2006 SAPFO Technical Advisory Committee {SAPFOTAC) Report and authorize the Chair to sign the appropriate forms. Commissioner Gordon said that neither of the Superintendents signed the elementary school forms. Rod Visser said that they have signed it, but they did not have the signed forms in their possession at the time of this agenda item. Commissioner Gordon asked if this follows the ordinance since OCS Middle School #3 and CHCCS High School #3 were exempted. Rod Visser said yes. He said that they have been wrestling with the State mandate to reduce class size in K-3. The school collaboration work group discussed this issue on November 10t" and the Chairs and Vice-Chairs of all three governing boards, the Manager, and the Superintendents reached consensus that, given the situation, the best approach to dealing with this in the short term was to acknowledge that they would move to the lower studentlteacher ratios in K-3 and it would be indicated as a footnote on the forms. They want to do this when the next elementary school comes online, which looks to be CHCCS Elementary School #10 in academic year 2008-2009. VOTE: UNANIMOUS d. Acquisition of Replacement Electronic Mail System Software The Board considered approving the purchase of Microsoft Outlook/Exchange email and Active Directory networking software, and consulting services, to address replacement of the County email and networking system and authorizing the Purchasing Director to execute the necessary paperwork. Rod Visser said that the Information Technology Committee has been looking at options for the email system. Staff is recommending moving from Novell to Microsoft Exchange Outlook and this will increase the reliability of the email system. This can be accomplished within funding under the Information Technology Plan for 2005-06. Chief Information Officer Todd Janes said that they have had a lot of reliability issues with the email system. The outages have caused disruptions to productivity and Novell has not responded competently. They have conferred with peers in other local governments who have seen this same issue. He said that there would be an overall positive financial impact because the licensing costs for Novell software has been $44,000 a year each year, and the Microsoft licensing costs will be $37,000, but will not recur in subsequent years. However, they will not have free upgrade rights. This means that in 3-4 years, if they need to upgrade to a new version, they will have to repurchase licensing, but it will still be at significantly less cost. The schedule for completion would be late March. Commissioner Halkiotis commended Todd Jones far doing this and for saving the County money. Commissioner Foushee asked Todd Jones to speak to what users can expect during the conversion. Todd Janes said that they will put this on the Intranet in order to give employees updates, FAQ, and on-line training, but it will be similar to Novell. The key to minimizing the disruption will be communicating with the users. Chair Jacobs asked if all County machines automatically get McAfee virus updates and Todd Jones said that every machine has McAfee virus scans. One of the vulnerabilities of this software is that the Microsoft product makes it a much more inviting target for intruders. They are going to look at an appliance that will filter out viruses before they reach the email system. There will also be some Spam filtering. A motion was made by Commissioner Carey, seconded by Commissioner Halkiotis to approve the purchase of Microsoft Outlook/Exchange email and Active Directory networking software, and consulting services, to address replacement of the County email and networking system and authorize the Purchasing Director to execute the necessary paperwork. VOTE: UNANIMOUS e. Appointments (1} Commission for the Environment-New Appointments The Board considered making new appointments to the Commission for the Environment. Commissioner Gordon nominated Dawn Santoianni to the Air Quality position and Bernadette Pelissier for one of the At-Large positions. Chair Jacobs nominated Bryn Smith for the other At-Large position. Commissioner Halkiotis suggested continuing to advertise for future positions because there is only one minority. The Board agreed to advertise far another month for this position. A motion was made by Commissioner Gordon, seconded by Commissioner Halkiotis to appoint Dawn Santoianna for the Air Quality position #2, Bernadette Pelissier for the At-Large position #9, and Bryn Smith for the At-Large position #10, all with terms expiring December 31, 2008. VOTE: UNANIMOUS (2j Hillsborough Strateclic Growth Steering Committee -Appointments The Board considered making appointments of the Orange County representatives as members of the Hillsborough Strategic Growth Steering Committee. A motion was made by Commissioner Gordon, seconded by Commissioner Halkiotis to appoint Chair Jacobs as the County Commissioner representative. VOTE: UNANIMOUS (3) Historic Preservation Commission The Beard considered making one appointment to the Historic Preservation Board. A motion was made by Commissioner Foushee, seconded by Commissioner Gordon to appoint Steve Rankin to a first full term expiring March 31, 2008. VOTE: UNANIMOUS 10. Reports-NONE 11. Closed Session A motion was made by Commissioner Foushee, seconded by Commissioner Halkiotis to adjourn into closed session at 9:27 p.m. far 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). VOTE: UNANIMOUS RECONVENE INTO REGULAR SESSION: A motion was made by seconded by to reconvene into regular session at 10:10 p.m. VOTE: UNANIMOUS 12. Adjournment A motion was made by seconded by to adjourn the meeting at 10:10 p.m. VOTE: UNANIMOUS Barry Jacobs, Chair Donna S. Baker Clerk to the Board