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HomeMy WebLinkAboutMinutes 10-25-2012 APPROVED 1/24/2013 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS WORK SESSION October 25, 2012 7:OOpm The Orange County Board of Commissioners met for a Work Session on Thursday, October 25, 2012 at 7:00 p.m. at the Southern Human Services Center, in Chapel Hill, N.C. COUNTY COMMISSIONERS PRESENT: Chair Bernadette Pelissier and Commissioners Valerie Foushee, Alice M. Gordon, Barry Jacobs, Earl McKee, and Steve Yuhasz COUNTY COMMISSIONERS ABSENT: Pam Hemminger COUNTY ATTORNEY PRESENT: John Roberts COUNTY STAFF PRESENT: County Manager Frank Clifton, Assistant County Manager Clarence Grier and Clerk to the Board Donna S. Baker (All other staff inembers will be identified appropriately below) 1. Northern Human Services Center Proiect Update Department of Environment, Agriculture, Parks and Recreation Dave Stancil said that staff wanted to share with the Board the results of a year-long process about the future of the Northern Human Services Center. The goal has been to engage the community in the process. He made reference to the memo in the packet. He said that in the previous CIPs there was $250,000 funding for deconstruction, etc. of the existing facility with the expectation that there would be something built in its place. The new CIP has $2 million for 2014-15 for the construction of a new facility or renovation of the existing facility. On March 19th, there was a discussion about this. Some of the thoughts are to have a community room that could be used for things like family reunions, meetings, classes, a stage, etc. There was a subsequent community meeting in September and staff inet to review these findings. Staff came up with two options for uses at the Northern Human Services Center. Jeff Thompson made a PowerPoint presentation. Northern Human Services Center �i Project Update �i October 25, 2012 Background CIP Allocations Public Process to Date i� Option 1 10,000 square foot community center �i New construction, after de-constructing existing facility �i Pre-engineered, metal building with masonry accents �i Standard Upfit �i Option 1-Example i� Option 1 Estimated Cost: �i $182 - $210 per square foot Advantages: �i More building for the money �i Maximum Design Flexibility �i Maximum Programming/Use Flexibility �i New Construction �i Fewer Unknowns i� Option 1 Estimated Cost: �i $182 - $210 per square foot Disadvantages: �i No presence of existing facility �i Loss of Historically and Culturally Significant Facility i� Option 2 10,000 square foot community center �i Adaptive re-use of existing central portion of facility �i De-construct classroom wings ii, New Roof �i New Building Systems (Plumbing, Electrical, Mechanical) �i Standard Upfit Estimated Cost: �i $185 - $217 per square foot Advantages: �i Preservation of Cultural and Historical Significance �i Embodied Energy in Existing Facility re-use �i Reasonable Cost �i Elements of Existing Building to Remain i� Option 2 Estimated Cost: �i $185 - $217 per square foot Disadvantages: �i Significant Unknowns �i Restricted Design Flexibility �i Restricted Use and Programming Flexibility ii, Next Steps Discussion Preferences Timeline Design Professional Engagement (RFQ) Informal Resident Advisory Group Commissioner Yuhasz asked about the septic system that would be required for this structure and if the funding reflects the septic system required. Frank Clifton said that the septic field determined what size facility they could build. It was a limitation. Commissioner Yuhasz asked if the same people showed up at both meetings. Dave Stancil said that about 75% were repeat attenders and also staff brought visual presentations to the second meeting, which was important to the community. Commissioner Jacobs asked if this was going to be a green building. There was a discussion in the past about using solar panels. He asked if the figures included some kinds of green aspects or alternative construction. Jeff Thompson said that this would definitely be a part of the construction. Frank Clifton said that there are no plans to use geothermal wells. Commissioner Jacobs asked about the process after tonight and Dave Stancil said that it would come back to the Board of County Commissioners as early as November gtn Commissioner Jacobs suggested inviting all community residents to these meetings where this is being discussed. He said that some of the money the County got from Congressman David Price years ago was supposed to be used for the septic site at Northern Human Services Center, and money was borrowed from this fund to fund other things in the past. Chair Pelissier said that the community was amenable to have an EMS station there. She asked how this would affect the septic system. Jeff Thompson said that an EMS use would not affect the overall system. Commissioner Gordon said that she likes the option of adapting the current building. She feels uncomfortable doing this outside of the budget process. Frank Clifton said that the design work still has to be done, which will take 9-12 months. After that, the County Commissioners can then decide whether or not to build the facility itself. Dave Stancil said that one of the biggest concerns at the meeting was that the community feared the deconstruction would take place and then nothing would happen after that. Commissioner Foushee said that she prefers the adaptive reuse option. She said that the community also prefers this option. Commissioner McKee said that he does not want to make promises and not follow through like with the Rogers Road area. Commissioner Yuhasz suggested moving forward at least with the design for option 2 at a minimum. Commissioner Jacobs agreed that option 2 is the preferred option, but he would like the public to have an opportunity to voice their opinion before the Board acts. Commissioner Jacobs asked about the process about naming this building. Dave Stancil said that this question will be addressed as this is moved forward. Commissioner Jacobs suggested that if there is an advisory board then it needs to be given a copy of the naming policy to refer to. Chair Pelissier said that she preferred option 2. She wants to honor the County's commitment to the community. As for naming the facility, she would like to ask the advisory group for suggestions for names. Commissioner Gordon said that this is part of the naming policy. 2. Potential License Aqreement— Hillsborouqh Youth Athletic Association Chair Pelissier made reference to the correspondence from HYAA (yellow sheet). Dave Stancil said that the Board asked staff during the budget work sessions to reengage HYAA. There have been conversations in the past about the use of ball fields, etc. since 2010. One of the stumbling blocks was the usage fees for the fields and to look at the cost and benefits. Staff did reengage with HYAA and created a draft agreement, which is based on the farmer's market agreement. The basics of the agreement include a lease of three fields at Northern Human Services Center, limited use of the one field at Fairview Park, and usage time and dates. He said that there is some opt out verbiage. The discussion did not include field lighting, which would be billed per usage. There is a memo from HYAA about this. Regarding concessions, it would cost the County more to operate concessions than the revenue made, so a third party vendor is being considered. The proposed agreement is for $3,000 a year. The HYAA proposal was for $1,000. The agreement is for one year to start and the renewal process could begin in the summer. Dave Stancil continued to review provisions within the agreement. Dave Stancil said that there is a staff inemo in the packet after the agreement to review the pros and cons of an agreement with HYAA. The fields need to be used and this provides a public good. He said that this would not compete with any existing County programs. Dave Stancil said that they would like to develop an evaluation template for this agreement and for future agreements. Commissioner McKee said that this organization serves many kids (around 900) and that provides a service that the County no longer provides. He thanked Dave Stancil for working toward an agreement with HYAA. Commissioner Jacobs suggested giving the HYAA representatives a chance to address the points. Chair Pelissier said that she would allow it. Jessica Adams, President of HYAA, said that from their perspective they have had an organization since the 1970's and every year they are turning kids away. They do not pay anything for the town's fields or the exchange club or Schley fields. They now need more fields because of the number of kids that want to play ball and they do not want to turn anyone away for being unable to pay. HYAA gives over $3,000 in scholarships a year. No child is ever told that they cannot play ball. She said that this would be a great collaboration. Jessica Adams reiterated that HYAA is a non-profit organization. Frank Clifton said that there is a scholarship fund through DSS for kids that may not be able to pay. Jessica Adams said that it is their understanding that the process is too lengthy for these funds and thus it is easier for the kids to come to HYAA for a scholarship. Frank Clifton said that he would follow up on this. Commissioner Jacobs asked Frank Clifton or Dave Stancil to arrange a meeting with DSS and HYAA officials to address the scholarship issue. Commissioner Gordon asked why the fields are not being used now. Dave Stancil said that the County stopped running little league two years ago because of the low numbers to support the programs. He said that when the County in 2005 jumped in and started doing baseball, that was competition with HYAA. Commissioner Gordon asked if people could use the fields for pickup games and Dave Stancil said yes. Commissioner Gordon asked about the equity issue with other non-profits that want to use the County's facilities. She said that this is basically subsidizing HYAA for $10,000. Commissioner McKee said that they should remember that these fields were built with taxpayer funds and the fields should be available for anyone regardless. He supports the fee schedule, but one reason the fields in Cedar Grove Park are not used that much is because of the County's fee schedule. Commissioner Yuhasz said that these are baseball fields that only are used for baseball, so it puts them in a different situation than some of the other facilities that the County has. It may not be precedent setting in this respect. Commissioner Jacobs said that staff has said that it would review any inequities, and the agreement is only for one year. Everyone is on notice to see if this works. He said that there is not a competitor to use these fields. He said that this is kind of like the Triangle Sportplex, and he is ok with this. Chair Pelissier said that the County Commissioners should look at this as giving to a non-profit and not as eliminating a fee charge. Commissioner McKee encouraged HYAA and staff to continue to work out the details of this agreement and to work with a third party for concessions or let HYAA run it. Chair Pelissier said that it is very important to have concessions in some form. 3. Specific Policies for Board of County Commissioner Advisory Boards Chair Pelissier made reference to the handouts — a memo from the Human Relations Commission and a copy of the general advisory board policy. Advisory Board on Aging: Commissioner Gordon made reference to page 2 and said that the word "elderly" should be changed to "older adults". The representative from the board agreed to change the wording to "older adults." Commissioner Gordon asked about the 12 voting members and that seven were to be over "60". Staff currently has these positions as At-Large positions and always has. She asked that this be noted on the template for "special representation." Clerk to the Board Donna Baker said that it has always been an at-large designation. Commissioner Gordon made reference to Section V, Orientation, and said that there needs to be a committees section. Chair Pelissier made reference to the membership and said that there are positions for people from all three towns but not from the rural areas. She asked to add this to the policy. Commissioner Yuhasz suggested designating two people from the unincorporated parts of the County. John Roberts asked to move the Human Relations Commission and the Affordable Housing Advisory Board to the end because Tara Fikes was running late. Arts Commission: Chair Pelissier made reference to Goals and Objectives to suggested indicating something about the relationship to economic development. Commissioner Gordon made reference to page 6 and accepting gifts or donations. She asked if this was any way related to the community foundation. Martha Shannon said that this is a combination of the recent resolution and the by- laws. She said that she took the parts of these two and fitted them in this new template and it is the same wording it has been in the past. Commissioner Gordon suggested leaving it and flagging it for future discussion. If the County ever decides to come up with the foundation, it could be considered. County Attorney John Roberts said that this is fine. Commissioner Gordon made reference to page 7, section 3, membership, and where the files shall be lodged. Martha Shannon said that this came from the original resolution. Commissioner Yuhasz said to end the sentence after "County Manager." Historic Preservation Commission: Chair Pelissier said to submit any typos or grammatical errors to John Roberts. Human Relations Commission: Chair Pelissier said that the memo at their places says that the HRC did comply with the BOCC request to reduce the number of positions on this board, and the HRC did this by eliminating six positions. The membership has been reduced to 18 from 24 and to also add a member from the immigrant population. Commissioner Gordon said that membership does not mention any kind of diversity. She said that there should be some diversity since it is the Human Relations Commission. John Roberts said that the general advisory board policy addresses this. Chair Pelissier said that she would like to make sure the immigrant population is represented because of the nature of the work of this board. Commissioner Gordon questioned this. Commissioner Yuhasz said that usually groups are identified as geographical areas and not ethnicity. He said that the Board of County Commissioners will always keep this in mind. The Board agreed to leave the membership as is, except for the 18 members. Commissioner Jacobs said that they could try and recruit immigrant volunteers. Commissioner Jacobs said that it is difficult to get two representatives from the municipalities and suggested having only one position from each municipality and the rest at- large. The Board agreed to have one representative from each of the Towns and the rest of the positions at-large. Affordable Housing Advisory Board: No comments. Nursing Home Community Advisory Committee: Commissioner Hemminger asked to change "elderly" to "older adults" throughout this policy. Chair Pelissier made reference to reimbursement for expenses on page 17 and asked what this was. It was answered that it is probably only mileage, though it is not currently in use. John Roberts said that the Adult Care Home Community Advisory Committee was not included in the packets. It is similar to this committee. He asked if this could be submitted at the same time as the others tonight, since it is so similar. The Board agreed. Parks and Recreation Council: Commissioner Gordon made reference to page 21, item b, which deals with the Authority to establish the Council, and suggested combining #2 and #4 in the same bullet. Personnel Hearing Board: This board meets as needed. Commissioner Gordon made reference to page 25, item b, #2. She suggested deleting "members shall include." Commissioner McKee said that this may not need to be a standing committee since it has only met once in 20 years. Chair Pelissier said that there was a discussion in the past and the Board of Commissioners wanted to keep it. Commissioner Yuhasz suggested appointing as needed. John Roberts said that in other counties there are three senior personnel that come in that do not report to the Manager and there is not a standing advisory board. He said that this is a possibility and the County Commissioners can think about this and let him know. Commissioner Jacobs said for John Roberts to come back with an alternative structure. He would stipulate that the individuals not report to the Manager. John Roberts said that since this board has no members and is not needed now, he could bring back an amendment to the ordinance and take this off the advisory board listing. A motion was made by Commissioner Jacobs, seconded by Commissioner McKee to adjourn the meeting at 9:12 PM. VOTE: UNANIMOUS Bernadette Pelissier, Chair Donna S. Baker, CMC Clerk to the Board