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HomeMy WebLinkAboutMinutes - 20060615APPROVED 9I12l2006 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS BUDGET WORK SESSION June 15, 2006 7:30 p.m. The Orange County Board of Commissioners met for a Budget Wark Session on Thursday, June 15, 2006 at 7:30 p.m. at the Southern Human Services Center in Chapel Hill, N.C. COUNTY COMMISSIONERS PRESENT: Chair Barry Jacobs and Commissioners Moses Carey, Jr., Valerie P. Foushee, Alice Gordon, and Stephen Halkiotis COUNTY ATTORNEYS PRESENT: COUNTY STAFF PRESENT: County Manager John M. Link, Jr., Assistant 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. AGENDA Chair Jacobs went through the agenda items at the County Commissioners' places. Commissioner Gordan asked why the New Hope Park at Blackwood Farm and Justice Facilities would be addressed tonight. She had not realized that would be the case and she left her notes at home. Chair Jacobs explained that they decided to put these on at the last minute. Discussion ensued about how to proceed. Chair Jacobs said that Commissioner Foushee had a death in the family and will be late tonight. The Board agreed to proceed with the agenda as planned. 1. Carry Forward Items from June 13 BOCC Regular Meeting a. New Hope Park at Blackwood Farm -Preliminary Concept Plan Approval The Board reviewed and considered approval of a Preliminary Concept Plan for the upcoming New Hope Park at Blackwood Farm master planning process. Environment and Resource Conservation Director Dave Stancil said that this item is a preliminary concept plan for the New Hape Park at Blackwood Farm Master Plan Committee, which will have its first meeting on Tuesday night at the Government Services Center. The draft preliminary concept plan is on page seven of the abstract. The site is 152 acres and it is at New Hope Church Road and NC 86. The committee will use this as a framework for further refining and deciding the uses to be recommended at the site. The idea is to provide this plan as well as the process to the Master Plan Committee at its meeting next week. The recommendation to the Board is to approve this plan with any needed changes. If there is a substantive change recommended by the committee, it will come back to the Board. Commissioner Gordon asked about the potential future of a proposed County facility and Dave Stancil said that this portion is not visible from any portion of the site. It is in a field that is surrounded by a wooded fringe. Over the years, there have been discussions in the past of whether to use this facility as an agricultural center, nature center, or recreation center. They would like to allot this area for some type of future facility without infringing on the historic or scenic features. Commissioner Gordon suggested having the committee discuss the active recreation and the placement of it. She suggested listing the large green area as possible Forest Education/Low Impact Recreation/Possible Active Recreation on the map. She thinks it would be better to let the group discuss it then to decide the division of the functions now. Commissioner Halkiotis asked Dave Stancil who participated in this preliminary concept plan and Dave Stancil said himself, Lori Taft, Craig Benedict, Fletcher Barber, Mary Beth Carr, Rich Shaw, and Tina Moon. Commissioner Halkiotis asked about the acreage of the potential County facility site and Dave Stancil said that he would find out. Commissioner Halkiotis asked if this was constructed rather than a natural pond and Dave Stancil said yes. It is four acres and it has good fishing. Commissioner Halkiotis said that they may want to use this for a fishing rodeo. Chair Jacobs suggested indicating all three green parcels on the map as possible recreation with "low impactlactive" in parentheses. The three areas can have the same designation. A motion was made by Commissioner Gordon, seconded by Commissioner Carey to approve the preliminary concept plan with the change in the delineation of the green parcels as stated above by Chair Jacobs, along with information about the number of acres on all portions. VOTE: UNANIMOUS b. Update on Justice Facility Expansion The Board received information regarding the status of the committee-generated plans for the status of the Justice Facilities Expansion Project and considered options for the park-and-ride/shuttle service to the downtown Hillsborough County campus. Chair Jacobs said that they wanted to do this item before the Hillsborough Historic Commission met on June 21St Commissioner Halkiotis volunteered to attend this meeting as a County Commissioner representative. Ken Redfoot from Corley Redfoot Zack made a pictorial presentation of the exterior of the facility. He said that they would retain the existing entrance as the single secure entrance into the entire new facility. The total addition is 38,000 square feet. Commissioner Foushee arrived at 8:04 p.m. Ken Redfoot made reference to the public market house and said that it is a glue laminated structure and will allow for easy access for farmers to use the 24 bays and will also allow for easy access for patrons. Commissioner Halkiotis said that Recreation and Parks Director Lori Taft has shown him some problems with this type of structure at Efland-Cheeks and he asked about the roof for it. Ken Redfoot said that they are showing aheavy-duty asphalt roof and Commissioner Halkiotis said that they have had to retrofit the one at Efland-Cheeks. He suggested putting a standard seam metal roof. He would like to get an alternate bid for this type of roof. For the Justice Facility, Ken Redfoot said that they are working towards a construction start date of January 1, 2007 and, with an anticipated 14-month construction schedule and the required renovations to the existing building, the possible completion of construction is scheduled for August 1, 2008. The public market building should be finished by April 30, 2007. Commissioner Halkiotis said that this facility might be the most exciting thing that he has seen Ken Redfoot produce. Commissioner Halkiotis asked about the curving glass and Ken Redfoot said that they are going to get a cost estimate for this glass after next week. Commissioner Halkiotis said that there might be an opportunity to showcase something with this glass and to incorporate some artistic work or futuristic agricultural activities. Commissioner Carey said that he likes the curved glass area and he asked about the floor and Ken Redfoot said that at the lowest level is the Sheriff's Department and the next level is a two-story lobby area. Commissioner Gordon asked far an explanation of why the Historic Distirct Commission is concerned and why this building does not comply. Ken Redfoot said that they do not knave what the commission is worried about and they will find out on June 21st. Commissioner Gordon asked about the secured parking area and Ken Redfoot said that there are 17 spaces in this secured area and a secure perimeter. This provides a secure perimeter around the entire court complex that does not exist at this time. He said that this lot allows for 17 individual spats for judges and other court personnel if needed. Chair Jacobs said that this is just a presentation at this time. 2. 2006-07 Manager's Recommended Budget a. OPC Mental Health Issues Update Chair Jacobs said that this is an update on issues related to OPC Mental Health. John Link said that there is promising news tonight with the accomplishments of divestiture and what next year looks like. Assistant County Manager Gwen Harvey said that Judy Truitt is sick and could not be in attendance. OPC Finance Director David Jenny made reference to the divestiture and the second page of the handout. They have divested of all of their services except the Early Intervention and Family Service Center in Chatham County, which is scheduled to be divested as of June 30th. The only things remaining are the judicial services and the new service codes. Deaf services are also yet to be determined for divestiture. He said that they are down to 40 LME administrators. He said that OPC has had some cash flow issues and they have worked with the Department of Mental Health and the Department of Human Services, and they increased allocations this year by $1.762 million for cost recovery. The caveat from the State was to use this to pay Medicaid services first and then apply monies to the State funded services. He said that on April 28th a letter came from the division about the 2003 cost finding, which means that services rendered by population and age groups, they had received more money than services for some particular services. The settlement will only be settled on a disability level. All mental health, developmental disabilities, and substance abuse cases will be settled regardless of whether it is an adult or child and they will not have to give money back to the State. They were encouraged by this. Jahn Link said that this is great news. He asked David Jenny about additional recovery payments to local providers and he said that they have been working closely with OE Enterprises, ARC of Orange, Freedom House, and others. They have been funneling money to local providers to keep everyone in business. He said that next week they should be getting Non-UCR dollars, which is a reimbursement from the State on an expenditure basis rather than on a cumulative services basis. This will be another $1 million. Regarding next year, he made reference to the back page, which is the OPC LME Budget Forecast - FY 2007. He said that this was very conservative. The County monies remained the same from the past few years. Some of the numbers are directly from the State. He read off some of the expenditures. The large numbers are the funds that go back out far services. John Link said that they are trying to get OPC out of the Europa Center and move the staff to the Northside Center. There has been discussion about the desire of OPC to have as little rent as possible. The Board will ultimately decide and they will need to negotiate the present lease at Europa Center. Commissioner Halkiotis asked about the current rent and David Jenny said $340,000. Commissioner Foushee asked what is left on the current lease and it was answered four years. Gwen Harvey said that they want to bring back to the Board a proposal on June 27tH to move staff back to Northside Center. Commissioner Halkiotis asked about the ABC charge of five cents a bottle and verified with John Link that it has been five cents for many years. David Jenny made reference to the last page, which was preliminary allocation of the counties' funds for next year broken down by county. One of the biggest supporters in Orange County is UNC Hospitals and the crisis services that they provide. They are proposing, that of the $2.2 million total, that they have $600,000 in advance to work off for past services or create new services if needed. John Link asked about the status of the House budget for Medicaid funding and David Jenny said that these are listed under Item 3. John Link asked about the impact on Club Nova and Gwen Harvey said that this is not yet known. She said that both the Senate and House Bills contain over $100 million in refunds for mental health. The most interesting piece is that the trust fund is being reinvested to the tune of $16 million under the Senate version and about $24 million in the House version. Commissioner Carey said that the mental health picture has improved substantially from a month ago when there was so much uncertainty about what the State was going to do. He commended the staff and the current OPC Board members. John Link commended David Jenny and Judy Truitt for their leadership. He said that he is hoping that they have secured most of the positions that were in question and David Jenny said yes. b. Continuation of New County Staff Resources This information was included in Appendix E. The Board was up to Aging - Facility Operators and Office Assistants on page 6 of 7. John Link said that these are positions that are needed as the two new senior centers are opened. Aaina Commissioner Halkiotis said that they need to take a serious look at staffing requirements for both senior centers. He said that the seniors have been volunteering to do the reception desk and this has worked out well. Department on Aging Director Jerry Passmore said that seniors can do same things but they cannot handle money since they are not staff. The proposed staff assistant would be using the computerized management system. They still want to use volunteers to greet people, give tours, and provide information. Commissioner Halkiotis said that the seniors have paid their dues and they need the right position infrastructure in place at both senior centers. He said that there are now more senior citizens in Orange County than there are school-aged children. He said that the senior citizens are just as important, if not more important than the very young. ERCD and Health John Link said that he would be willing to work with the Board, the Commission for the Environment, the Board of Health, Health Director Rosemary Summers, and Environment and Resource Conservation Director Dave Stancil on some process of coming together on these positions. He does not think that they need three positions. Commissioner Gordon distributed a statement of the mission of the Health Department which she got from their website. She also made reference to Appendix E-4 (Outcomes Related to the Hydro-geologist position} and Appendix E-5 {ERCD Departmental Mission}, which were included in the budget materials. She said that the Water Specialist position proposed by the Health Department was related to the department's core function of preventing and intervening in epidemics and the spread of disease and protecting against environmental hazards (website handout). She said that it is very clear that both departments could do something legitimate within their core functions that would be helpful to the County. She noted that when the Commissioners established the Environmental and Resource Conservation Department {ERCD}, the BOCC assigned the ERCD the core functions outlined in the ERCD Department mission (Appendix E-5). She said that last year the County Commissioners approved the Water Resources Initiative, proposed by the Commission for the Environment, which was related to the core functions of the ERCD and the Commission for the Environment. She said that the people speaking in favor of the Water Specialist position in the Health Department were talking about having one place to go for public health questions, but that is a different mission from the one proposed in the Water Resources Initiative. She thinks that the Hydro-geologist position would allow the county to build on the data gathered by the USGS scientific studies {which were conducted over a period of several years), thus allowing the county to implement the Water Resources Initiative approved by the County Commissioners last year. The Hydro-geologist would also work on the Water Resources component of the Comprehensive Plan. The core functions of the Health Department relate to their regulating the public health aspects of water, while the core functions of the ERCD are non-regulatory in nature. She said that each one has a place in county government. The Water Resources initiative could be implemented by the ERCD Hydro-geologist, while the public health issues related to water could be addressed by the Water Quality Specialist in the Health Department. She said that these are different but complementary positions. If the Board wants only one position, she recommends the Hydro-geologist for the ERCD. Commissioner Halkiotis said that he has a different take on this and that he saw people showing up at the budget public hearings to lobby for two particular departments and he found this disheartening and frustrating. He plans to support only one position and he will vote against mare than one position. He likes the idea of leaving the $75,000 reserve fund. He thinks it will take time to figure out where to go with this initiative. He still thinks that there should be a smaller group with staff and a couple of County Commissioners to work it out. He thinks that there is an opportunity for some interdisciplinary interrelations. All he has heard is people lobbying for one department or the other and he finds it disgusting. Commissioner Foushee said that they are not at the point where they can determine which position they need to fund and they need to discuss this. Commissioner Carey agreed with Commissioner Foushee. Chair Jacobs suggested that the Chair, Vice-Chair, and the Manager came back with a process for bringing together interested parties to discuss this issue. He suggested that OWASA be part of the discussion as well as Health, ERCD, Planning, Erosion Control, Sail and Water, and others, and that they bring something back to the Board in writing with the understanding that the County may be able to afford only one position. The Board agreed that this would be brought back na sooner than August, and the Board would consider the proposed process at that time. Staff Attorney Chair Jacobs said that retirement is imminent for Geof Gledhill and he would like to see money allocated for this position. He suggested using the existing Manager's Office staff and build up same institutional memory. He wants to move forward as soon as possible. Commissioner Halkiotis said to put money in as a reserve fund and start now because once Geof Gledhill leaves, it will be hard. John Link said that one of the things they will be recommending are areas far the Board to review in order to hire an attorney beginning October 15t Commissioner Carey said that he raised this issue in 2001 and they need to plan for the transition. The Attorney's retirement date is rapidly approaching and two years of overlap should be sufficient to provide some transition. He does not know what Geof Gledhill has in mind and the Chair and Vice-Chair should have a discussion with him. Chair Jacobs suggested reserving $50,000 for hiring an attorney. Commissioner Gordon supported what Commissioner Carey said about the tvuo- year overlap. She agreed with the $50,000 reserve. 3. 2006-16 Manager's County Capital Investment Plan (CIP] a. Animal Shelter Chair Jacobs made reference to the yellow sheet, Appendix A-7. John Link said that in talking to Associate Chancellor Bruce Runberg about the University's timetable far repairing the area around the airport, their consultant has not yet indicated whether or not the circumference of the impingement is going to be 360 feet or 500 feet. If it is 360 feet, then the animal shelter is outside of that circumference and that would be good. If it were 500 feet, then the animal shelter would have to be prepared to vacate in the fall of 2007. According to the timeline, the County would not even be halfway there by fall of 2007. Most of the time period is required for the anticipated process of the Town of Chapel Hill's approval. The actual construction time is 12 months. They will be discussing with the University about how to expand the window of time. He said that they need to move quickly. Chair Jacobs said that they need an outline of an advisory board to design the shelter by June 27t". This could be the Animal Services Advisory Board. Commissioner Halkiotis said that this is a wonderful opportunity to speed things up and move forward. b. Dental Clinic Commissioner Halkiotis said that they should have put this in the Southern Human Services Center when it was built. John Link said that the idea is to put the dental clinic behind the Southern Human Services Center. Purchasing and Central Services Director Pam Jones said that they would be saving $108,000 a year on rent at Carr Mill Mall. This could ga towards the debt service of the clinic itself as it is being built. Commissioner Halkiotis spoke in support of this Commissioner Carey asked about incorporating this into the debt service and Budget Director Donna Dean-Coffey said that they would come back in August with reconfigured debt service figures. Commissioner Gordon said that before then they need the debt issuance schedules distributed by the Budget Director since the one the BOCC adopted in 2004. Rod Uisser said that they could take the most recent multi-colored charts and update them with the actions the Board has taken up to this point. Commissioner Gordon said that they need to bring back 10-25-04 and 1-20-06 debt issuance schedule. John Link said that there are additional items since then, so they need to speak to those. Finance Director Ken Chaviaus said that they plan to meet with the LGC in July to lay out these plans and get comments before moving forward. This eases the process of applications for debt. Chair Jacobs said that they want to see the dental clinic in the CIP. It would also be useful for Rosemary Summers to work on a ballpark estimate of the dental clinic. c, Eno Fire Station Community Room John Link said that as the Eno Fire District is building its new station on the corner of St. Mary's Road and Pleasant Green Road, the staff has talked to them and they are open to the County participating in the community room there. The County's participating would allow this room to have community use such as a polling place. This is an area of growth in the County. The building cost would be $800,000 to $1 million for total cost of the station and the community building. Based an square footage, the County could set aside between $75,000-100,000 as the County's share of the community room. Commissioner Halkiotis suggested getting everything in writing because of the dealings with the school systems and community use. He had two phone calls from citizens last week who could not use the auditorium at Cedar Ridge High School. They thought it was going to be a community use auditorium which was going to allow the development of a community theater. John Link agreed and said that they are looking for consensus for funding. Commissioner Gordon said to make sure that the County could afford this. Commissioner Carey said that this is worth considering and he agreed with Commissioner Halkiotis about getting this in writing. John Link said that they could tell the Eno Fire Station that the Board of Commissioners is reflecting positively on their request and is considering if the County can finance this and the County would need a written understanding of community use availability. The Board agreed. d. Fairview Community Center Rod Visser said that in 2000, the County entered into an agreement with the Town of Hillsborough with sharing the cost of the facility and the County pays $12- 14,000/year as its share of debt service. He said that they have not found along-term consistent use for the facility. The Town has approached the County and said that they would like to use the entire building. The presumption is that the County would also not have to pay its share of the cost. Commissioner Carey asked about recouping the County's costs and Chair Jacobs said that they may recoup some of the casts and there is a letter from the Mayor. Commissioner Halkiotis suggesting putting an alternative school in this facility. Commissioner Gordon asked haw they would approach this idea of the alternative school and Chair Jacobs said that this is another issue and they will address it later. Commissioner Gordon would like to pursue this with Hillsborough and the OCS. Commissioner Halkiotis said that he would call the Hillsborough Manager tomorrow. e. Orange County Satellite Campus of Durham Technical Community College Green Building Standards John Link said that they do not have in the budget at this paint money far green building standards. Donna Dean-Coffey said that the $250,000 may come in at more or less, and they need confirmation from the Board to pursue this funding. Chair Jacobs said to pursue it and Commissioner Gordon said that it is subject to affordability. Chair Jacobs said that this is a ten-year CIP. f. Twin Creeks Infrastructure John Link said that this is also not budgeted as yet and Donna Dean-Coffey said that the most recent estimate is $2.5 million. Chair Jacobs said that he met with elected officials and Carrboro is willing to work with them in deferring to build the connector road. He said that these estimates were based on the old OWASA hookup fees. It may be less. Commissioner Gordon asked for the breakdown of the road and the water and sewer costs and Rod Visser said that they would get this information. Commissioner Gordon made reference to Elementary School #10 and said that they need to figure out how to fund this school in a timely manner because if it is not built according to the SAPFO schedule then the CHCCS school district might stop issuance of CAPS. Jahn Link said that they have talked with the Superintendent about timeframe for Elementary School #10 to be open by the 2009 school year, which is at least one year later than the SAPFO schedule. Commissioner Gordon said that she is raising a cautionary flag because this will be the first school that they have not built after it was triggered by the SAPFO {Schools Adequate Public Facility Ordinance). c,~. Aa Center Chair Jacobs said that they had a recommendation from the Ag Center Work Group and staff gave them an estimate for this center. There needs to be a reasonable figure. h. Other County Protects Chair Jacobs said that the Efland-Mebane Work Group recommended expanding the Efland Community Center, and there has been a suggestion to co-locate a library at Gravelly Hill. He suggested having the Library Director and other staff work on the possibility of the library at Gravelly Hill ar the community center. Commissioner Halkiotis would like to see the library at the community center. i. Resolve Issues About Debt Issuance Plan and Capital Funding Policy (Reference Documents: Budget Appendices A-2, A-3 and A-4} DEFERRED With no further items to discuss, a motion was made by Commissioner Halkiotis, seconded by Commissioner Carey to adjourn the meeting at 10:00 p.m. Barry Jacobs, Chair Donna S. Baker, CMC Clerk to the Board