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HomeMy WebLinkAboutMinutes 02-01-2013 APPROVED 2/19/2013 ORANGE COUNTY BOARD OF COMMISSIONERS PLANNING RETREAT SOUTHERN HUMAN SERVICES CENTER February 1, 2013 9:00 a.m. The Orange County Board of Commissioners met for a Board retreat on Friday, February 1, 2013 at 9:00 a.m. at the Solid Waste Administrative Offices in Chapel Hill, North Carolina. COUNTY COMMISSIONERS PRESENT: Chair Barry Jacobs and Commissioners Mark Dorosin, Alice Gordon, Earl McKee, Bernadette Pelissier, Renee Price and Penny Rich COUNTY ATTORNEY PREENT: John Roberts COUNTY STAFF PRESENT: County Manager Frank Clifton, Assistant County Managers Clarence Grier and Michael Talbert and Clerk to the Board Donna S. Baker. Jim Groves, Gayle Wilson, Dwane Brinson, Carla Banks, Nicole Clark, Nancy Coston, Janet Sparks, Tara Fikes, Lucinda Munger, Janice Tyler, Tracy Reams, Bob Marotto, Rich Shaw, Brantley, Craig Benedict, Jim Northup, Jeff Thompson, Wayne Fenton, Rich Shaw, Greg Wilder Facilitator: Cynthia Brown AG IE II4 IB A 9:15—9:30 Welcome and Agenda Review 9:30— 10:00 Financial/Budget Overview 10:00— 11:15 Review BOCC Goal #1 and Priorities 11:15— 11:25 Break 11:25— 11:55 Review BOCC Goal #5 and Priorities 11:55— 12:30 Review BOCC Goal #4 and Priorities 12:30— 1:00 Lunch 1:00—2:15 Review BOCC Goal #3 and Priorities 2:15—2:25 Break 2:25—3:10 Review BOCC Goal #2 and Priorities 3:10—3:40 Review BOCC Goal #6 and Priorities 3:40—4:00 Reflection and Next Steps IEIE""rilING II'gO""DIES Welcome and Agenda Review Commission Chair Barry Jacobs opened the meeting, introduced the staff and then introduced the retreat facilitator Cynthia Brown. She in turn reviewed the Retreat Goals as follows: 1. To provide all Commissioners with an Orange County Financial Overview 2. To review for some and introduce to others the Orange County Board of Commissioners FY 2009-2010 Goals and Priorities (adopted in 2009) 3. To explore potential new County priorities and determine Commissioner's willingness to devote staff time to those priorities. After providing an overview of the agenda, Cynthia Brown asked and received agreement from everyone to adhere to the following Group Agreements (Ground Rules) during the day: • Speak Your Truth– Speak from the "I" position, rather than detaching from your perspective ("you") or universalizing your perspective ("we"). • Lean into Discomfort and Lean into Each Other- By design, authentic dialogue challenges participants. Discomfort signals that you are being challenged and perhaps even growing from the experience. Support each other to participate fully. Step up and practice asserting if you tend to be reserved or quiet. Step back and practice listening if you tend to be talkative. • Expect and Be Willing to Accept Non closure - Embrace the process as the task. While this process might be designed to resolve an immediate question, it will raise far more questions than answers about the larger issues uncovered through the dialogue. Engaging in the dialogue and process of working together will reap far greater rewards than simply making a decision about what "to do." • Have Fun , Take Risks • Think out of the Box/Be Creative (Don't feel compelled to do things the way they've always been done) • Speak one at a time • Accept other's truth –Which doesn't require your agreement but acknowledges the fact that for people their perception is 100% of reality. • Listen for Understanding • Leave your Ego at the Door–Ego That part of us that continues to worry, live in doubt, is afraid, judges people, is afraid to trust, needs proof, believes only when it is convenient, fails to follow-up, refuses to practice what it preaches, needs to be rescued, wants to be a victim, beats up on "self', needs to be right all the time and continues to hold on to what does not work. Taken from the Introduction of"One Day My Soul Just Opened Up: 40 Days & 40 Nights Towards Spiritual Strength & Personal Growth" by lyanla Financial/Budget Overview Clarence Grier, Assistant County Manager/Financial Services Director, gave an overview of the Fiscal Year 2013-2014 budget. He said the economy is still weak but expected maybe 2% growth. Budget Dliiscussliion Nighlllliiglhts: • There's potential that the county will no longer administer the funding for the childcare program – it was anticipated that the state would take over the childcare program in June 2012 but did not. Even if the county doesn't receive that funding, the childcare program will continue to operate under state control. • He said preliminary revenues: $180,002,776 • Expected adjustments to Expenditures: $8, 692,572 • TOTAL preliminary expenditures—$188, 695, 348 • Potential Property Tax rate impact to balance FY 2013/14 budget 1.11 cents which would be about$1.5 million. • Fund Balance is at 22% now up from $16.8% last year. • School funding target of 48.9%– not a hard rule –policy only • Relative flow of funds–state reimbursement policy after expenses incurred impacts budgeting practices. IRequests for Staff • Track and provide data about the county's debt capacity • Track how the county is doing in terms of educational spending from 2000 to present. Other education funding comments: • In the area of school funding-we don't want to set up unrealistic expectations for this funding. • Send message that County Commissioners are committed to education and we are not going to reduce school funding. • It was suggested that the education funding discussion could continue with the school boards at joint meeting or at school collaboration and not at joint meetings-this group decides the agenda for the joint meetings- and they could bring it up. • It is wrong to compartmentalize any county service to make it sacrosanct–our budget allocations should be based on need at any given time. Need to do a better job of looking at county needs and priorities holistically. • In the future the County may need to fund charter school construction. Review BOCC Goal #1 and Priorities Goal1l#1: IC rornotiing &11]1 IBeliing of Allllll Il esliidents (Network of human services and infrastructure) IBirliief Oveirvliiew/IBiiistory: In 2009 with a sinking economy that would affect the county's safety net, the Board of County Commissioners wanted to affirm their unwavering commitment to basic services–for health, safety, etc. that promoted this goal. This goal permeates all of their services throughout the county Staff Update/Status Much of this discussion focused on homelessness, poverty, and the need for affordable housing in Orange County. 1. Affordable Housing Update from Tara Fikes: a. Section 8 stagnant, just able to maintain current caseload of 620 families with housing assistance. Closed waiting list in 2010 like many others in the state because there was no funding to assist more families. Due to the economy, don't foresee families in the program coming off anytime soon. b. Home Investment Partnership Program has had a 48% reduction last year but hope not to get additional cuts because this program funds local groups like Habitat, CASA, Empowerment and Community Home Trust c. Housing Bond Program -Update d. Urgent Home Repair–This resource is just for home owners who can receive up to $5,000 for urgent home repairs. Orange County ICoveirty Overvliiew (Gene Nichol, UNC Center on Poverty, Work, and Opportunity) Highlights of his comments: • Federal poverty level is $23,000 for a family of 4—but this fails to take into consideration food costs, other costs of living in designated geographic areas, age, etc. • We have much larger gaps between rich and poor; if you are born poor the likelihood is that you will stay that way and vice versa. • Mr. Nichol said in N.C. –25% of our kids live in poverty and 40% are kids of color. • N.C. 12 th highest poverty level in the nation; poverty in a land of plenty. • Median Income has fallen below where it was 30 years ago; top 1%'s income has more than tripled. • Orange County has remarkable levels of poverty compared to the rest of the world. Poverty in Orange County and N.C. is invisible and political parties are oblivious to the poverty. • In Orange County–federal census data-23% of residents live in poverty; 21% of kids- are in poverty– out of this 42% are children of color; and 41% are Latino. • 12,000 of us receive food assistance; and our median income is $56,000 – higher than the norm; poverty rate though is higher in Orange County. Figures distorted due to UNC students who show up as low income but not impoverished. • Racial disparity in Orange County's poverty numbers; 13% of white, and 42% black live in poverty. Racial wealth disparity is worse than income disparity and Orange County is one of the worst. • Higher percentage living in poverty since the recession and since 2008. Even though Orange County is better than most of the state, the worst income disparity in N.C. is in Orange County. • Economic inequality–two studies–found out of 818 counties –Orange County has greater income equality than 98% of the rest of these counties; Orange County–5th highest income inequality–even if these numbers are off the numbers are still revealing and stark. • For Board of County Commissioners– high wealth, high poverty, high income disparity = need for affordable housing. • Mr. Nichol made the following recommendations to the BOCC for a Legislative agenda • They should vocalize opposition to existing and proposed state policies that would make our counties and our state's low income residents poorer. (i.e. don't cut unemployment benefits) • Assess any proposed state policy by asking what will be its impact on the bottom third of Orange County's residents Cornrnliissliioneir Diiscussliion Nighlllliiglhts Orange County Challenges to Affordable Housing Development a. The cost of affordable housing development is prohibitive because of rules related to land use (where we can or cannot build; restrictions on allowed lot size in urban and rural areas etc.) b. Because there are limitations on where utilities can be located that impacts where housing can be built. c. Orange County is legally prohibited from having rent controlled apartments. d. There's a problem with defining affordable housing because it is generally focused solely on affordability and doesn't take into consideration the need for better housing conditions for some. People Need Increased Wages - If you have decent wages it would significantly diminish our county's need for affordable housing. Making Progress Addressing Poverty and Engaging Those Most Affected-Although the Commissioners are committed to services, not only are they not making much progress decreasing poverty those who are most affected don't come to Commission meetings. It was suggested that Commissioners need to: a. Think outside of the box. b. Go out into communities and talk with people because residents don't know the commissioners. c. Make an honest assessment of what has been done to address the needs of those living in poverty and their impacts. Affordable housing serves a target audience– but fails to reach the more deeply poverty stricken families. We need to look at gaps in services and examine the different approaches needed to address rural versus urban poverty. d. Be honest about the extent of the problems of poverty and raise the profile of the issue. e. Recruit businesses to the county that pay living wages, and f. Take county business to those who pay living wages. Affordable Housing Ideas to Consider 1. Land bank for Affordable Housing development 2. Develop a coherent strategy to promote manufactured housing in rural areas and continue this housing in urban areas. 3. Because of vacant Home Trust Units, allow home rental rather than requiring home purchase. The program is in conflict with reality - they have artificial standards for those trying to move into Home Trust Homes. 4. Need to look at lot size regulations in rural areas and consider revising that policy. 5. Explore models of environmentally responsible water/septic systems to enable housing development in areas currently prohibited due to environmental impact concerns. Think creatively about using this technology to develop rural villages. 6. Consider changing land use regulations that restrict manufactured homes. Some people can only afford a mobile home in particular those who are aging and/or on limited incomes. Housing for Homelessness and Domestic Violence Victims 1. Commissioners need to determine how they will address homelessness because the current Homeless Shelter is shifting to transitional housing within the next couple of years. There are 17 temporary beds until IFC changes to its new purpose. 2. There has been no response to appeals to the BOCC for a shelter for domestic violence victims. 3. The negative of locating a homeless shelter at Southern Human Services Center due to closeness to women's shelter and senior center. 4. It was suggested that the board wait to determine how they will address the issue of homelessness after the Partnership to End Homelessness completes its work. This body includes service providers and Orange County BOCC members. Local and State and Federal Strategies will be required to address the issue of poverty in Orange County. Review BOCC Goal #5 and Priorities Goal1l#5: Cireate, Preserve & Protect IMatuiralll IEnvliiironment lBirliief Overvliiew/Mistory: This goal is the foundation for life; everyone has access to environment- public parks, public recreation, and public land. Foundational principle for Orange County is to first to have a land use plan; watershed protection; rural buffers; fits into other efforts they have. Protect and enhanced agriculture in Orange County. For a high quality of life we maintain stewardship of the natural environment— it is our duty to protect the air and water for human health. Staff Update/Status Lands Legacy Program Update provided by Dave Stancil: a. Commissioners were provided an inventory of the land purchased in the Lands Legacy Program using a combination of resources from bonds, partnerships with towns, other counties and nonprofits. b. Blackwood Farm—has a plan with no money to fund- designated for some active recreation; he reviewed some areas with active parks. c. Property purchased by Lands Legacy put them there through bonds. Future lands are different. d. Some properties are donated, so Orange County is not putting in more money. e. Conservation money is spent, but there is some money left from 2001 Parks and Open Space Bond. Diiscussliion Nighlllliiglhts 1. Majority of land in the Lands Legacy program are for conservation, what about active recreation? McGowan Trail and Twin Creeks Park could be active but don't know time frame for development yet. 2. Costs for increased staff and expenses associated with installing infrastructure delays implementation of planned recreation facilities. In response to that observation, a Commissioner suggested prioritizing passive recreation that wouldn't require the higher level of investment. 3. Orange County owns 1000 acres of parkland they can't afford to develop and because some of that land is located within proximity to water and sewer, this property could contain an incubator site for economic development or affordable housing. 4. It is a concern that the land purchased with money specifically designated for parks, recreation or conservation be used for that purpose instead of some other purpose. Requests for Staff 1. Provide Commissioners with maps of where Orange County owned lands are located. 2. Organize a field trip for Commissioners to see the land owned by Orange County. Review BOCC Goal #4 and Priorities Goal1l#4„ High Peirfoirmliing County Government (Investment in County facilities, diverse workforce & technology) lBirliief Overviiiew/Ristory„ This goal demonstrated the Commission's commitment to high-performance that would be accomplished using technology for public and staff to access information. There was an ongoing concern that the workforce didn't reflect the County's diversity. For example there are minimum handicapped and Latino employees. Staff Update/Status A strategic Information Technology Plan was developed and adopted last year. The County recruits its workforce through community colleges, targeting students who are just entering or who are graduating and through social services work training programs. Outreach/recruitment material is published in multiple languages. Although we readily recruit and train diverse candidates, especially in leadership, we lose quality staff to other entities. There have been no layoffs, workforce reduction achieved through attrition. There is no fixed meeting space in northern Orange County. IDiiscussliion Nighlllliiglhts Investment in County Facilities 1. There's a discrepancy of spending on schools versus county services and facilities like the Waste Convenience Centers. 2. Need to consolidate services to fewer locations on a transportation route. 3. Southern Human Services Center— looking into future facilities (updating of Master Plan and transportation, location, etc.) Workforce Diversity 1. Ongoing concern that our workforce doesn't reflect our County's diversity. 2. There needs to be enhanced focus on recruitment and training to retain the best employees. Technology Access/Closing the Digital Divide 1. The County needs a better way for residents to navigate the website and get information. It was suggested that if the website was more accessible, it could reduce the number of calls that Commissioners receive. 2. It would help to get a person when you call the County, if it is possible, the County should budget for a receptionist position again so when people call they get a live voice to make government feel more accessible. 3. There's a digital divide in the northern part of the county- no cable service— dial up only. To address the inability to reach 1/3 d of the county due to technology challenges, the County could post county information on bulletin boards at convenience or grocery stores. There are bulletin boards in county facilities. We could co-locate internet cables on existing Emergency Service Communications cables in areas without internet access. 4. There is no protocol for how Commissioners should respond to citizen's requests, so it is left to Commissioner's discretion. Although the staff has the answers to resident's questions, they sometimes contact Commissioners because they want to relate to their representative in county government or they just want the human contact rather than go through technology. 5. IT Director Jim Northup said the strategic plan addresses the website to update it and address some of the concerns mentioned today. He said despite the challenges raised, they get 4000 hits per day on the Orange County website. (Requests for Staff 1. When Orange County resident's concerns and information requests are referred to County staff, Commissioners need a feedback loop so they know how resident issues are resolved. 2. Provide the Commission with Orange county workforce demographic data. 3. Modify the current system that requires residents to download the entire Orange County BOCC meeting agenda when all they want is one item. 4. Utilize non-electronic means to recruit County workforce for those without access to technology. Review BOCC Goal #3 and Priorities Goal1l#3„ li alllanced, IDynarnliic, Sustaliinalbllle IEconornliic IDevelllolpment IBriiief Overviiiew/Ristory„ The new board in 2008 recognized they needed a diverse economic development strategy because they recognized that economic vitality is important to all they do in Orange County and that, land use planning, zoning, and transportation are important to economic development Commissioners recognized that in some Orange County areas there was limited water and sewer. They wanted to develop infrastructure to pull density to where it can best be served. They implemented a '/4 cent sales tax, worked hard with entities like Hillsborough, Durham County and Mebane- partnerships to make water and sewer available to more areas. Orange County has suffered from the perception that they were averse to economic development. Staff Update/Status 1. Economic Development Update provided by Steve Brantley: a. Annually, 15,000 communities compete for approximately 1500 economic development projects and you are lucky if you get a share. Orange County with its many attributes, should appeal to potential businesses. Orange County development promotes tourism, arts and agriculture. He said they are now getting multiple projects visiting Orange County. Companies are looking at us and eliminating other sites because we now have zoning and water and sewer. What we lack is the availability of empty facilities to promote to potential investors. b. The County has partnered with Chapel Hill with an incubator; and with Carrboro on a water line. c. In our Small Business Loan Program there are eight (8) outstanding loans and we have never had any defaults. 2. Staff pursuing economic incentives, of minimal exposure to taxpayers because they are tied to future revenues for these companies so there is no risk to Orange County. Dliiscussliion Nighlllliiglhts In addition to the current economic development strategies, the Commissioners discussed potential placed based economic development approaches that build on the local assets. Their ideas included: Agricultural Strategies 1. Food is a large economic engine in Orange County, so we should explore development of an Agriculture Support Enterprises Plan to determine what can be done in rural Orange County that preserves the rural character. (i.e. agri-tourism, value added agriculture production, etc.) 2. It was noted that restrictions on value added agriculture is a barrier to development in this area and that the vast amount of agriculture in Orange County is commercial. The County could focus on recruitment of businesses that support commercial agriculture. 3. Sponsor small agricultural shows to give visibility to youth farmers and promote agriculture. 4. It will be important to identify compatible uses adjacent to Ag Development because of the impact of noise, light, and traffic. County Fair 1. Sponsoring a County Fair would provide an opportunity to highlight local art and agriculture; bring together rural and urban residents in Orange County and the surrounding area; highlight Lands Legacy Program work and can serve as an economic development tool. There was a question about whether a Fair would stimulate economic development. 2. Staff with input from Commissioners will assess feasibility of a County Fair. (see more details below, under Requests of Staff) 3. If the idea is feasible, a larger group will be established that will involve Staff, Commissioners and Community Representatives. Economic Development Infrastructure Enhancements 1. Explore potential of creating Economic Development Districts 2. Digital infrastructure is as important as water and sewer for economic development Arts We need to identify what economic opportunities are related to local Arts like promoting studio tours. UNC-Chapel Hill Partnership- Explore potential economic opportunities that could be derived from partnering with UNC- Chapel Hill. Requests for Staff 1. Assess the potential for establishing Economic Development Zones in rural areas where commercial business would be feasible by assessing environmental impact, land cost, etc. 2. Staff should assess the fiscal and technical realities regarding feasibility of a County Fair (i.e. cost, staff capacity, scale of an event, where they have succeeded and failed and why, impact of similar competing events in Orange County towns, etc.) 3. Staff should identify 3-4 different kinds of County Fair events that could be a model that would be modified to suit the needs of Orange County, and then arrange Commissioner Site visits to each type of event so they better understand what is required to sponsor each type. Review BOCC Goal #2 and Priorities Goal1l#2: Promote Illnteiractliive & Franslparent Governance System IBirliief Oveirvliiew/IBiiistory: This goal is based on the Commissioners' belief that government should be accessible to all residents. Staff Update/Status Public Affairs/Communications Update provided by Carla Banks, Director of Public Affairs: Carla Banks has been hired as the Orange County Director of Public Affairs to bring a comprehensive approach to communications. She wants to get the community more familiar with Orange County through press releases, future implementation of a county newsletter and speaker's bureau. Because many people don't know what the Board of County Commissioners actually does, she hopes to initiate a citizen's academy. "Down/County/Unliiveirsliity Il ellla-flons Piresenta-flon (Carl Stenberg, Institute of Government) Highlights of his comments: 1. Three recent trends, "the New Normal" a. 1 sc Trend is fend for yourself localism- more budget cuts on the horizon. b. 2 d Shifting of responsibilities to local governments from state and federal governments c. 3 d More unfunded mandates 2. These trends are negative because revenues aren't growing; personnel cuts will be implemented again resulting in reduced scope of services that can be offered. 3. The positive is that these trends will motivate more collaboration between entities because we are not alone in this recession —we're working across boundaries because collaboration is now imperative. Many local governments are service sharing instead of duplication; tax base sharing. While this is good on paper, it is not good in reality; payment in lieu of taxes. 4. Transparent governance — use technology to get information out to the public and to receive information from the public. 5. Two challenges: a. What do citizens want and expect from county government? b. Building successful diverse collaborations with neighbors: UNC-CH; schools, towns, non-profits and for profit organizations. 6. To improve Orange County's relationship with UNC-Chapel Hill, Carl Stenberg suggested that trust and communications are important. Mscussliion IBliighlllliiglhts 1. Commissioners need more two way dialogue with the community. 2. In addition to increasing the public's access about the way County government works and what they do, we should be publicizing the positive things Orange County is doing. 3. There is no web streaming — no interactive sign up for emails. 4. Linda Convissor from UNC-Chapel Hill commented about the very different cultures between UNC (totally decentralized structure) and Orange County (hierarchical & top down). She concurred about the importance of trust building between the two entities in addition she suggested that both the University and County should create opportunities and commit the time to interact to achieve mutual understanding and have ongoing communication. Requests for Staff 1. Continue to pursue goals of public affairs office and incorporate strategies to publicize the positive Orange County activities. 2. Work with the County Commissioners to identify ways to improve relations between Orange County and UNC-Ch. 3. Develop a Strategic Communications Plan, Web access to meetings and a identify a permanent meeting space in Hillsborough. Review BOCC Goal #6 and Priorities Goal1l#6„ (Ensure II,,,.liife II,,,.ong II,,,.earniiin (Champion Diversity, Education, Libraries, Parks, Recreation and Animal Welfare) IBirliief Oveirvliiew/IBiiistory„ This became a "catch all" goal for all the remaining Commission priorities that assists with promoting a high quality of life and address inequities between old and new schools. It was understood that even though diversity is a part of this goal that the goal of diversity should permeate throughout each goal in the plan. Staff Update/Status Dave Stancil distributed a hand out to update the Commissioners on the status of the parks plan. In the process of his report, he gave updates on various park activities. Dliiscussliion IBliighlllliiglhts 1. Need to address improvement of older schools. 2. Commissioners should address the need for Libraries in southern and northern Orange County. 3. To promote the goal of diversity within the County: a. All goals and services should be accessible to everyone in the county. b. Promote and maintain diversity within the community so it does not become homogeneous. c. Various advisory boards and commissions should have racial, ethnic, income, and geographic diversity. (bequests for Staff 1. Staff needs to schedule future conversation about whether to create a separate goal related to diversity in the BOCC Goals and Priorities. Reflection and Next Steps The facilitator summarized discussion highlights and the major requests of staff(see above) then asked if there were any corrections or additions. There was one related to the need for old schools needing improvement. She informed the Commissioners that the meeting notes would be available within 2 weeks and thanked them for allowing her to serve as their facilitator for the day. Board Chair Jacobs thanked Cynthia Brown for facilitation and the meeting was adjourned promptly at 4:00 p.m.