HomeMy WebLinkAboutAgenda - 06-26-1996 - VIII-H 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: June 26, 1996
Action Agenda
Item
SUBJECT: JOINT FUNDING AGREEMENT FOR"SHAPING ORANGE COUNTY'S FUTURE"
ACTION BY:
DEPARTMENT: PLANNING PUBLIC HEARING: Yes_X—No
BUDGET AMENDMENT REQUIRED: Yes _X—No
ATTACHMENT(S): INFORMATION CONTACT: Dave Stancil
• Draft Joint Funding Agreement Ext 2590
• Budget/Funding Memorandum
TELEPHONE NUMBERS:
Hillsborough - 732-8181
Durham - 688-7331
Mebane -227-2031
Chapel Hill -967-9251
PURPOSE: To adopt a joint funding agreement that specifies the details of the Shaping
Orange County's Future project funding.
BACKGROUND: On February 9,the Steering Committee of six elected officials from Orange
County, Chapel Hill and Carrboro considered funding mechanisms for the
Shaping Orange County's Future (SOCF)project,which was agreed to at the
Assembly of Governments meeting in June 1994. The Steering Committee agreed
to split funding differentials between a population-based formula and sales tax-
based formula. As a result, Orange County would fund 57%of the project, Chapel
Hill 32.5%and Carrboro 10.5%. The Town of Hillsborough is not participating
financially in the project.
The projected total cost is$172,244, split over four fiscal years. Orange County's
share of the project cost would be $98,179. The adopted 1995-96 Orange County
budget currently contains $42,888 for this project,but only $5,394 of that is
projected to be incurred in FY 95-96 under the new project schedule. The Town
of Chapel Hill likewise has existing funds from its 1995-96 budget.
2
E.♦
A draft joint funding agreement specifying the conditions of the funding
arrangement and the expected project costs has been prepared by the County
Attorney. The draft agreement has been reviewed and forwarded by the SOCF
Steering Committee,and is now being forwarded to the three elected boards
respective attorneys for review and action.
RECOMMENDATION: The Administration recommends that the draft agreement be referred to the
County Attorney for further review,to be presented to the Board for adoption on
August 5, 1996.
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MEMORANDUM:
ORANGE COUNTY PLANNING DEPARTMENT
TO: John Link, County Manager
t FROM: Marvin Collins, Planning Director
DATE: February 23, 1996
SUBJECT: Shaping Orange County's Future
COPIES: Gene Bell, Planner III/Comprehensive
David Stancil, Planner II/Comprehensive
This memorandum summarizes the attached updated cost estimates for the"Shaping Orange
County's Future" initiative. Major differences from the original estimates include the following:
• Overall project costs have been reduced from$179,612 to $172,244, a reduction of$7,638.
• The distribution of costs reflects that agreed to by the Steering Committee; e.g., Orange
County - 57%; Chapel Hill - 32.6%; and Carrboro - 10.5%. Orange County's cost includes
that of the Town of Hillsborough.
• The number of new,time-limited staff positions has been reduced from 1 to 2,but the hourly
rate has been increased from$15.54/hour to $20.64/hour to reflect the need for an
experienced person as well as inflation during the life of the project.
• More emphasis has been placed on the use of a facilitator,particularly at the front end.
Another way of understanding the spreadsheet data is through the use of a "line item"approach.
Broken down by category,project expenditures would be as follows:
Catego, Subtotal Total* Percent of Total
Personnel (1 Time-Limited Position) $106,895 $117,585 68.3%
Consultant Services
• Facilitator $ 17,290 $ 19,019 11.0%
• Phone Survey $ 2,500 $ 2,750 1.6%
Agenda Preparation/Distribution $ 19,600 $ 21,560 12.5%
Supplies $ 1,500 $ 1,650 1.0%
Publication Costs
• Newspaper Insert $ 3,000 $ 3,300 2.0%
• Final Report $ 1,750 $ 1,925 1.1%
• Advertising $ 3,600 $ 3,960 2.3%
Assembly of Gov't Meeting_ $ 450 $ 495 0.2%
Total $156,585 $172,244 100.0%
* Includes 10% Contingency
4
Built into the cost estimates is the assumption that David Stancil, Planner II,would be the lead
staff person assigned to this project. Assisting him from a GIS perspective would be Beth
McFarland, GIS Project Coordinator. I believe that with these two staff members, supplemented
by a time-limited position,the work can be accomplished. Chapel Hill and Carrboro are also
assigning their own staff people to assist.
Should you have questions, let me know.
5
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9
• LAW OFFICES
COLEMAN, GLEDHILL & HARGRAVE
A PROFESSIONAL CORPORATION
129 E.TRYON STREET
P.O.DRAWER 1529
HILLSBOROUGH,NORTH CAROLINA 27278
919.732-2196 FROM THE DESK OF
FAX 919.732-7997 GEOFFREY E.GLEDHILL
June 19, 1996
Mr. Dave Stancil
Orange County Planning Department
Post Office Box 8181
Hillsborough, North Carolina 27278
Dear Dave:
Enclosed is a draft funding agreement for the Shaping Orange
County's Future project. I have forwarded a copy to John Link
for inclusion with the June 26 Board of Commissioners agenda
materials. I have not sent a copy to the towns for their
consideration. Let me know if you want me to do something about
that.
Very truly yours,
COLEMAN GLEDHILL & HARGRAVE, P.C.
f ey Gledhill
GEG/lsg
Enclosure
xc: John M. Link, Jr.
lsg-5
stancil.ltr
10
NORTH CAROLINA
SHAPING ORANGE _
COUNTY'S FUTURE
ORANGE COUNTY JOINT FUNDING AGREEMENT
THIS AGREEMENT, made and entered into by and among the
County of Orange (hereinafter "County" ) , the Town of Carrboro
(hereinafter "Carrboro" ) and the Town of Chapel Hill (hereinafter
"Chapel Hill") , each being a unit of local government of the
State of North Carolina, pursuant to Part 1 of Article 20 of
Chapter 160A of the North Carolina General Statutes, N.C. Gen.
Stat. g 160A-460 et seq.
WHEREAS, County, Carrboro and Chapel Hill agree that it is
in the interest of their citizens to develop a comprehensive
quality growth strategy and community building plan for Orange
County, which strategy is now called and will hereafter in this
Agreement be referred to as the "Shaping Orange County's Future
Project" or "the Project, " and to jointly fund the cost of the
Project;
NOW, THEREFORE, County, Carrboro and Chapel Hill agree as
follows:
1. The purpose of this Agreement is to provide for the
funding of the staff and other expense needs of the Shaping
Orange County's Future Project. The scope of the Project is
generally as detailed in the document entitled "THE DEVELOPMENT
OF A COMPREHENSIVE- QUALITY GROWTH STRATEGY AND COMMUNITY BUILDING
PLAN FOR ORANGE COUNTY, " a copy of which is Exhibit A to this
Agreement.
1
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2 . It is anticipated that the Project will take as long as
3 1/2 years to complete, spanning 4 fiscal years of the County,
Carrboro and Chapel Hill. A tentative calendar containing cost
estimates for completion of the Project is detailed on a document
titled "SHAPING ORANGE COUNTY'S FUTURE - PROJECT CALENDAR/COST
ESTIMATES, " a copy of which is Exhibit B to this Agreement. The
total cost over the life of the Project is estimated to be
$172,244. County, Carrboro and Chapel Hill agree to jointly pay
that cost, County paying 57%, Carrboro paying 10.5% and Chapel
Hill paying 32 .5%.
3. To the extent that the Project cost is more than the
$172,244 estimated, the parties agree to split the additional
cost on the same percentages as specified in the preceding
paragraph, provided, the cost does not exceed the projection by
ten percent (10%) . Any excess over projections that exceeds 10%
for any fiscal year shall be presented to the parties for review
and approval.
4. County will provide Carrboro and Chapel Hill annually,
beginning July 1, 1996, with a statement, based on Exhibit B,
estimating the Project cost for the period ending June 30
thereafter and an "invoice" for the share of each to be paid to
County. Each statement and invoice after the first will also
contain a reconciliation of Project estimated cost and actual
cost for the prior fiscal year and any adjustment based on the
difference in estimated cost and actual cost. Carrboro and
2
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Chapel Hill will pay County the amount of the invoice within
sixty days of the day it is received.
5. The Project shall be directed by the Steering Committee
of elected officials previously appointed by County, Carrboro and
Chapel Hill, which Steering Committee shall oversee the work of a
task force known as the "Task Force on Shaping Orange County's
Future. "
6. County Planning and Inspections Department shall be
principally responsible for staffing the Task Force work.
Carrboro and Chapel Hill employees may be incidentally
responsible for staffing the Task Force work. All personnel
performing the staff work for the Task Force are and will remain
throughout the Project employees of their respective units of
government subject at all times solely to personnel rules and
regulations of the unit of government for which they are
employed.
7. All contract services called for in Exhibits A and B
shall be pursuant to and in conformance with contracts between
County and the contractor. All such contracts shall be made
available to and be subject to the advice and consent of the Town
Manager of Carrboro and the Town Manager of Chapel Hill prior to
their approval by County.
8. Out-of-pocket expenses incurred by the parties will be
paid by County pursuant to purchasing rules and requirements of
County. Out-of-pocket expenses initially incurred by Carrboro or
Chapel Hill shall be reimbursable to Carrboro and Chapel Hill
3
13
upon request and in the form required by the purchasing rules and
requirements of County.
9. It is anticipated that the Task Force will prepare a
final report, first for public comment and then for consideration
by the parties to this Agreement and the Town of Hillsborough.
That report and the maps, records or other documents resulting
from the Project shall be made available to the parties and to
the public as promptly as possible after they are produced. It
is anticipated that County will publish the final report of the
Task Force. However, County does not claim nor will it have any
proprietary interest in the final report and it may be published
by any of the parties to this Agreement. Any such publication by
the parties to this Agreement other than County shall be done at
the expense of the publishing unit of government and not as a
Project cost. The participation of all of the parties to this
Agreement shall be acknowledged in any report coming from the
work of the Task Force.
10. Project changes resulting from decisions of the parties
which impact the cost of the Project shall be presented to the
parties in the form of an Agreement amendment. No such Project
change shall be approved by the parties without a corresponding
fiscal note and approval of a corresponding amendment to this
Agreement.
11. It is not anticipated that the Project will extend
beyond the 1997-98 fiscal year of the parties.
4
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12. This Agreement will terminate upon the completion of
the final report of the Task Force and the final reconciliation
of and payment of invoices covering the project cost, both now
expected to occur in October 1998.
13. The parties agree that this Agreement and the Project
may be terminated by them before the completion of its term and
the Project. Any such premature termination shall include a
reconciliation of, allocation of and payment of invoices covering
the project cost through the date of termination.
County, Carrboro and Chapel Hill have signed this agreement,
it having been first approved by resolutions of the governing
boards of each.
This the day of , 1996.
COUNTY OF ORANGE
By:
John M. Link, Jr. ,
County Manager
ATTEST:
[SEAL OF ORANGE
COUNTY]
Beverly A. Blythe, Clerk to
the Board of Commissioners
This instrument has been preaudited- in the manner required by the
Local Government Budget and Fiscal Control Act.
Finance Director
5
15
TOWN OF CARRBORO
By:
Robert W. Morgan,
Town Manager
ATTEST:
[SEAL OF TOWN
OF CARRBORO]
Sarah C. Williamson,
Town Clerk
This instrument has been preaudited in the manner required by the
Local Government Budget and Fiscal Control Act.
Finance Director
TOWN OF CHAPEL HILL
By:
W. Calvin Horton,
Town Manager
ATTEST:
[SEAL OF TOWN
OF CHAPEL HILL]
Peter M. J. Richardson,
Town Clerk
This instrument has been preaudited in the manner required by the
Local Government Budget and Fiscal Control Act.
Finance Director
lsg-5.
shaporg.doc
6
Exhibit A '
A CONSENSUS BUILDING PROCESS FOR FORMULATING A COMPREHENSIVE 16
QUALITY GROWTH STRATEGY AND A COMMUNITY BUILDING PLAN
STEP 1 FORMATION OF A TASK FORCE BY APPROVAL OF THE THREE
GOVERNING BODIES TO BE CALLED TASK FORCE ON SHAPING
ORANGE COUNTY'S FUTURE
A group of Orange County residents will be selected to gather information and
make recommendations concerning quality growth and community building in
Orange County.
The Steering Committee of elected officials will make recommendations for the
Task Force (identified by the categories listed below) to the governing boards. The
Steering Committee will contact those identified for interest in serving on the Task
Force. The final list of 18 names will be submitted to the governing bodies for final
approval, with each governing body selecting two additional members to serve on
the Task Force. Although not formally participating in the project, the Town of
Hillsborough will also be allotted two appointments to the Task Force, to be made
by the Hillsborough Board of Commissioners.
Membership will reflect a balance of the interests of all those concerned about the
County's future, and will be a microcosm of the whole Orange County community.
Such interests may be defined as:
1. citizens from each jurisdiction and township;
2. citizens from the public at large;
3. large landowners,including farmers;
4. business/development/real estate;
5. environmentalists;
6. neighborhoods;
7. University/school systems;
8. civic;
9. religious;
10. human services;and
11. cultural arts.
STEP 2 FACILITATED MEETING OF TASK FORCE FOR TEAM BUILDING
SKILLS .
In order for the Task Force to best work together as a team, members of the Task
Force will participate in a facilitated meeting or meetings prior to discussing
substantive issues in order to build rapport, develop a consensus process and team
building skills,and foster a sense of community among themselves.
17
STEP 3 THE TASK FORCE WILL SET SCHEDULE AND PROCESS TO
BEGIN INFORMATION GATHERING
The Task Force will set a schedule and process to begin information gathering
related to the goals and issues identified in this document. A time frame of a year
from the first meeting is suggested(with reasonable revisions).
The Task Force will use methods for gathering information about Orange County
that include, but are not limited to, telephone and mail surveys, written documents,
public meetings, informal meetings at identified gathering places such as churches,
barber shops, restaurants, focus groups, and written documents. The Task Force
will also identify specific organizations or entities, as well as individuals who
represent particular interests concerned with quality growth in the County and the
municipalities, from whom the Task Force wishes to receive information.
The Task Force will identify any potential barriers which prevent citizen
participation in its information gathering process, such as loss of time from work;
lack of transportation or day care; intimidation by group processes; and perhaps a
sense that the public meetings, in particular, are designed for professional
participation,rather than citizens at large.
The Task Force will make all public meetings as accessible as possible. To address
the large group intimidation factor, citizens will be encouraged to use any vehicle of
communication to provide input - written, by telephone or otherwise. Fliers to
neighborhoods ,and business community, as well as personal, one-on-one
invitations,will be considered.
Notices informing the public of the formation of such a group will be widely
publicized throughout the County, following procedures used by each jurisdiction,
so interested persons can participate in the information gathering.
The principle' of the process will be based in broad outreach designed to be
democratic and to build community.
STEP 4 THE TASK FORCE WILL FORM COMMITTEES TO CONTINUE
WITH THE INFORMATION GATHERING PROCESS TO DEFINE A
VISION AND MAKE RECOMMENDATIONS
Goals and issues related to quality growth will be defined within four general areas:
environmental, economic, social, and community building. The Task Force will
form committees of interested citizens as it determines necessary. The Task Force
and committees will gather information on citizens' visions and values;the technical
data related to the goals and issues will be gathered by the staffs of the four
governing bodies in consultation with the Task Force.
t
-Below is a list of topics for which the Task Force should create goals and explore 18
the issues that may arise from-attempting to achieve these goals:
TOPICS FOR GOALS AND ISSUES DISCUSSION
Task Force,Committees Staff
&Citizens: Technical Data
ENVIRONMENT Values&Vision
1. Water Quality,waterways and watersheds
2. Water and sewer infrastructure
3. Air quality
4. Solid Waste
5. Hazardous waste
6. Natural hazards
7. Environmentally sensitive areas and present resource
protection within various jurisdictions
8. Land use-urban,rural,agricultural-present zoning and future
possibilities
9. County's beauty
10. Historic,built and natural environment
11. Community building with regard to the above entitled issues
12. Other suggestions by committee
ECONOMY
1. Employment
2. Employers
3. The County's economy
4. Non-residential development
5. Planned and efficient delivery of public services
6. The financing of local government services
7. Agriculture
8. Transportation
9. Community building with regard to the above entitled issued
10. Other suggestions by committee
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SOCIAL
1. Housing-density,affordability,and livability
2. Human services-community services
3. Education
4. Crime and security
5. Poverty
6. Recreation
7. Cultural Arts
8. Intergovernmental cooperation and communication
9. Our borders-how do we deal with Durham,Alamance,
Chatham and Caswell Counties
10. Preservation of Diversity of People
11. Community building with regard to the above entitled issues
10. Other suggestions by committee
COMMUNITY BUILDING
The goals and issues of community building will develop a structure and process for the maintenance of
community in Orange County. The development of such a structure and process will begin with the Task
Force seeking support and/or commitments from individuals, groups, and institutions to reach consensus on
the mission of the Task Force. It will carry through to the final recommendations of the Task Force, which
will provide a structure that,among other efforts:
1. fosters tradition,history,common heritage and memory, County character;
2. fosters a sense of identity and belonging;
3. fosters a fi-amework of shared values;
4. nurtures networks of caring individuals and a climate of caring,trust,teamwork and mutual responsibility;
5. creates institutional arrangements that diminish polarization,teach diverse groups to know one another and
encourage coalition-building,dispute resolution,negotiation and mediation;
6. fosters wholeness within diversity while allowing healthy conflict and an open atmosphere for dissent;
7. establishes collaborative ties among leaders of different jurisdictions,communities,non-profit
organizations,for-profit organizations,and government;
8. strengthens each community or jurisdiction while requiring it to recognize and accept responsibility for the
entire County's well-being;.
9. asks a high proportion of the population to have some role in this community maintenance system and to
share leadership tasks at all levels;and
10. encourages the maintenance of the existing infrastructure of neighborhood associations,churches,citizens
groups,youth-serving organizations and professional groups.
20
STEP 5 THE TASK FORCE AND COMMITTEES WILL ANALYZE
INFORMATION AND FURTHER DEFINE THE NATURE OF THE
ISSUES
After the necessary information has been gathered, the Task Force shall then
analyze the information gathered in light of the approved mandate to better define as
specifically as possible,the nature of the issues needing solutions.
Based on the information gathered, the Task Force will develop a consensus on
issue definition, describing the following:
1. alternative scenarios as to the future course of Orange County;
2. elements of those scenarios which the Task Force considers favorable and
elements the Task Force considers to be unfavorable;
3. a set of values or principles defining a desirable future for Orange County;
4. identification of the forces (policies, practices, attitudes, behaviors, values,
traditions, beliefs, physical factors, etc.) currently affecting Orange County's
progression toward the desirable future; these will be forces currently blocking
achievement of the desired future, and those currently contributing to that
future; and
5. what needs to be protected and preserved.
STEP 6 THE TASK FORCE AND COMMITTEES WILL GENERATE IDEAS
ON SOLVING THE ISSUES DEFINED
The Task Force will next generate ideas with facilitator as deemed necessary on how to solve the issues on its
agenda in order to achieve the principles, evaluate those ideas according to criteria developed by the Task Force,
and assemble its preferred ideas into a coherent set of recommendations.
STEP 7 THE TASK FORCE WILL REPORT PROGRESS AND AGENDA TO
ELECTED OFFICIALS FOR REVIEW AND COMMENTS
STEP 8 THE TASK FORCE AND COMMITTEES WILL REFINE
SUGGESTIONS AS TO HOW TO SOLVE THE ISSUES
STEP 9 THE TASK FORCE WILL PUT RECOMMENDATIONS INTO A
WRITTEN REPORT FOR PRESENTATION TO EACH OF THE FOUR
GOVERNING BODIES
It is intended that each committee will examine its goals and issues to determine how they interrelate with, and can
promote, the community building goals listed under"Community Building."
STEP 10 THE FOUR GOVERNING BODIES WILL DISCUSS THE
RECOMMENDATIONS AND MAKE COMMENTS TO THE TASK
FORCE ON THE RECOMMENDATIONS
21
STEP 11 THE TASK FORCE WILL CONSIDER THE GOVERNING BODIES'
COMMENTS AND FURTHER ANALYZE ITS REPORT
STEP 12 THE TASK FORCE WILL HOLD A PRESENTATION FOR ALL
EXISTING COMMITTEES AND COMMISSIONS IN THE COUNTY
AND THE PUBLIC ON THE RECOMMENDATIONS OF THE TASK
FORCE AND THEN REFER THE REPORT TO THE FOUR
GOVERNING BODIES
STEP 13 THE FOUR GOVERNING BODIES WILL REFER THE
RECOMMENDATIONS TO THEIR RESPECTIVE STAFF TO
DETERMINE HOW TO INCORPORATE THE RECOMMENDATIONS
INTO BOTH SHORT-AND LONG-RANGE WORKING PLANS FOR
INCORPORATION INTO THEIR COMPREHENSIVE PLANNING
STRATEGY
STEP 14 PUBLIC HEARINGS WILL BE HELD BY EACH JURISDICTION
AFTER WHICH A FACILITATED MEETING OF THE ASSEMBLY OF
GOVERNMENTS WILL BE HELD TO DISCUSS THE
RECOMMENDATIONS
As part of its recommendations to the community, the Task Force will design a community feedback mechanism
through which responsible parties will monitor, evaluate and make mid-course corrections as the consensus is
carried out. The feedback mechanism will also include ways in which successful completion of significant steps
on the way toward achievement of the desired future can be recognized by the community.
STEP 15 A FINAL REPORT FROM THE TASK FORCE WILL BE PREPARED
AND SUBMITTED TO EACH JURISDICTION,FOR USE AS A
POLICY BASE IN REVISING LOCAL COMPREHENSIVE PLANS
22
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