HomeMy WebLinkAboutAgenda - 10-15-2013 - 5a ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: October 15, 2013
Action Agenda
Item No. 5-a
SUBJECT: MINUTES
DEPARTMENT: PUBLIC HEARING: (Y/N) No
ATTACHMENT(S): INFORMATION CONTACT:
Donna Baker, 245-2130
Draft Minutes
PURPOSE: To correct and/or approve the minutes as submitted by the Clerk to the Board as
listed below:
June 13, 2013 BOCC Reconvened Budget Work Session/Work
Session
September 5, 2013 BOCC Regular Meeting
September 12, 2013 BOCC Work Session
BACKGROUND: In accordance with 153A-42 of the General Statutes, the Governing Board
has the legal duty to approve all minutes that are entered into the official journal of the Board's
proceedings.
FINANCIAL IMPACT: NONE
RECOMMENDATION(S): The Manager recommends the Board approve minutes as
presented or as amended.
1
1 Attachment 1
2
3 DRAFT MINUTES
4 BOARD OF COMMISSIONERS
5 BUDGET WORK SESSION
6 June 13, 2013
7 6:00 p.m.
8
9 The Orange County Board of Commissioners met for a reconvened Budget Work
10 Session from the June 11, 2013 meeting at 6:00 p.m. at the Southern Human Services
11 Center in Chapel Hill, N.C. After this reconvened meeting, the June 13th 7:00pm work session
12 convened.
13
14 COUNTY COMMISSIONERS PRESENT: Chair Jacobs and Commissioners Mark Dorosin,
15 Alice M. Gordon, Earl McKee, Bernadette Pelissier, Renee Price and Penny Rich
16 COUNTY COMMISSIONERS ABSENT:
17 COUNTY ATTORNEYS PRESENT:
18 COUNTY STAFF PRESENT: County Manager Frank Clifton, Assistant County Managers
19 Michael Talbert, Clarence Grier and Clerk to the Board Donna Baker (All other staff members
20 will be identified appropriately below)
21
22 NOTE: ALL DOCUMENTS REFERRED TO IN THESE MINUTES ARE IN THE
23 PERMANENT AGENDA FILE IN THE CLERK'S OFFICE.
24
25 Reconvening of June 11, 2013 Budget Work Session
26
27 Chair Jacobs reviewed the following items at the Commissioner's places:
28
29 • Lavender sheet - historical information on the Piedmont Food and Agricultural
30 Processing Center (PFAP)
31 • Salmon sheet — additional outside agency information
32 • Goldenrod — Internal Service Fund- Vehicle Replacement information
33 • Excel spreadsheet - Property Tax Calculation and Analysis Per Tax District
34 • Memo in reference to DSS's new grant project and position requests
35
36 4. Discussion of County Department's FY2013-14 Budget Requests
37
38 Housing, Human Rights and Community Development (Pg.161)
39
40 Budget Analyst Tonya Walton reviewed the following:
41
42 Budget Highlights
43 Revenue Decrease: Due to federal sequestration, the department budget for rental
44 subsidies has been reduced by 6% and the administration funding for the program has
45 decreased by 31.5%, from the prior year (revised budget). Program attrition will absorb
46 the funding loss for rental subsidies. Although the department has eliminated funds for
47 operations, a funding gap of $148,110 remains for program administration, which affects
48 permanent personnel. The department recommends funding the gap through general
49 fund.
50
51 The FY 2013-14 Manager's recommended budget includes funding for all positions,
52 pending further County action. The County will determine how to manage the loss of
53 administration funds, when County wide sequestration impacts are assessed. Note: The
2
1 County currently funds a portion of the Department Director's personnel costs, which is
2 included in the net County Cost figures, in Section 8 division's budget tables.
3
4 HOME Investment Partnership Program Budget Highlights:
5 Due to federal sequestration, the department budget for rental subsidies has been
6 reduced by 5 percent, from the prior year.
7
8 Urgent Repair Program Budget Highlights:
9 Funding for Urgent Repair costs will decrease by $15,000 to $60,000, in FY 2013-14.
10
11 Partnership to End Homelessness Program Budget Highlights:
12 The cost of the Homeless Management Information System (HMIS), known as CHIN
13 (Carolina Homeless Information Network), has been transferred from the State to the
14 twelve (12) communities that receive homeless funding. For Orange County that cost is
15 $21,000.
16 Revenue Increase: The revenue increase represents a 44% increase from each
17 jurisdiction's prior year contribution.
18
19 Tara Fikes said the sequestration cuts were deepest in operations and less so in
20 subsidy.
21
22 Human Relations Division Budget Highlights:
23 • No significant budget changes, in FY 2013-14.
24
25 Commissioner McKee asked Tara Fikes to speak on reductions to Habitat for
26 Humanity, home programs and sub-recipients
27 Tara Fikes said, due to less funding from HUD, allocations to all sub-recipients were
28 reduced. She said that Habitat's reduction resulted in subsidy for one fewer house.
29 Chair Jacobs asked about Habitat's Brush with Kindness program versus the County's
30 urgent repair program. He asked why half of the Urgent Home Repair Program monies go to
31 administration.
32 Tara Fikes said she thinks the programs' purposes are similar, however half of the
33 County programs funding is spent on a Rehab Specialist to oversee the repairs. She said this
34 position has been used to help in other areas and programs as well.
35 Chair Jacobs said to it would be helpful to indicate in the budget that the
36 administration position serves multiple purposes.
37 Tara Fikes said Habitat's program is focused more on outward appearance, and the
38 Urgent Repair Program is focused on interior, health and safety issues and code violations.
39 Chair Jacobs asked Tara Fikes to send the Board a memo on what the Urgent Repair
40 Program is about, especially for the benefit of the new members.
41
42 Library, Pg. 176 (including Fee Schedule change requests, Pg. 332 and Non-
43 Departmental Items, Pg. 201)
44
45 Lucinda Munger reviewed the following:
46 Main Library Budget Highlights:
47 Increased Library Hours: The County Manager recommends a $32,000 increase in the
48 department's nonpermanent personnel and operating budget for the additional four
49 weekend hours, beginning July 1, 2013. The proposed increase to the Library's budget
50 would require a corresponding increase in the County's contribution to Chapel Hill
51 Library ($8,641). For more information, please refer to the Culture and Recreation Non-
52 Departmental section.
53 New Staff Requests: The FY 2013-14 budget includes two FTE requests. The
54 department requests a 0.20 FTE increase, from 32 to 40 hours, for a Library Assistant
55 ($9,215). This position will allow for consistent staffing levels at all times and will
3
1 coincide with the increase in weekend hours. Decrease in existing nonpermanent funds
2 will offset all position costs. The department also requests a 0.125 FTE increase, from
3 30 to 35 hours, for an Administrative Assistant II ($5,444). This position will offer
4 increased daily support concerning budgetary expenditures, non-permanent scheduling,
5 and establish volunteer program.
6 • Operating Reductions: Software maintenance costs have been moved into the IT
7 Department's budget, with the dissolution of the Hyconeechee Library System.
8 • Revenue Reductions: Library State Aid revenue will decrease by $17,000, in FY 2013-
9 14. The N.C. Department of Cultural Resources provided a reduced estimate, after
10 Hyconeechee Regional Library's dissolution, in July 2012. This reduction does not
11 include federal sequestration impacts.
12 Fee Schedule Requests: Please note that increases apply to materials at all Library
13 locations. Additional information about proposed changes is in the Fee Schedule,
14 located in Appendix B.
15 Effective July 1, 2013: Daily fines for overdue literacy bags ($1.00), CDs ($0.20), and
16 periodicals ($0.20). Currently, no fee exists for any of the violations.
17 Effective October 1, 2013: Cost recovery for Inter-Library loans. Cost recovery ($3.00).
18 The current patron cost is $1.00.
19
20 Carrboro Branch Library— McDougle Middle School: Budget Highlights
21 • No significant budget changes, for FY 2013-14.
22
23 Cybrary Branch Library Budget Highlights:
24 • No significant budget changes, for FY 2013-14.
25 Commissioner McKee asked if Chapel Hill anticipated the budget increase of $8,600.
26 Frank Clifton said this budget was communicated.
27 Commissioner Dorosin questioned the difference between the provisional
28 departmental request and the manager's recommendation.
29 Lucinda Munger said the difference is in the expanded hours. She said the original
30 budget was based on 64 hours. She said discussions then led to the increase of 4 additional
31 hours and the cost of this in operating funds.
32 Commissioner Price asked about the inter-library loan fees. She questioned whether
33 this pertains to Chapel Hill.
34 Lucinda Munger said this program is done through OCLC, which is a national
35 program. She said these are primarily requests for research related items that can be
36 requested from different libraries within the state. She said there is no official transfer
37 program with the Chapel Hill Library.
38 Chair Jacobs asked where things stand with the interoperability agreement with the
39 Town of Chapel Hill
40 Lucinda Munger said there have been talks with senior library staff regularly to work
41 toward that. She said discussions have centered on issues such as policy alignment, fee
42 structures, and cooperative programming. She said the fee structure in the proposed budget
43 mirrors the Chapel Hill fee structure, so there will be no difference. She said Chapel Hill
44 recently hired a new permanent library director, and there will be further discussions with the
45 new director after the budget process.
46 Chair Jacobs asked about the new software.
47 Lucinda Munger reviewed the new software system and vendor information. She said
48 these systems will eventually be able to communicate effectively with each other.
49 Chair Jacobs said that the agreement with Chapel Hill says that Orange County will
50 meet annually with Chapel Hill to discuss libraries. He said the issue of exchanging books
51 could be addressed at this meeting.
52 Lucinda Munger said this could also be part of the discussions with the new director,
53 once the budget is passed.
4
1 Chair Jacobs said there were good reasons to close the library at Northern Human
2 Services Center, however he still feels it is a priority to bring library services to this area of the
3 County.
4 Lucinda Munger said when the Northern Human Services Center is reconstructed with
5 wireless access, and a computer lab, that will greatly assist in providing services again. She
6 said that any other expenditures would be proposed in late September as part of the new
7 strategic plan.
8 Chair Jacobs said he does not want to put all of their eggs at Northern Human
9 Services Center.
10 Commissioner McKee apologized for stepping out, and he asked for an update on the
11 shared library card with Chapel Hill.
12 Lucinda Munger said that the shared vendor will make this more of a possibility.
13 Commissioner McKee asked for a specific timeframe for getting one library card for
14 both systems. He noted that this discussion has been ongoing for two years.
15 Lucinda Munger said the library director hiring was one thing that needed to happen,
16 so this will be part of the upcoming discussions in the fall. She said she cannot give a definite
17 timeline.
18 Commissioner Rich noted that any Orange County citizen can get a Chapel Hill Library
19 card for free.
20 Commissioner Pelissier said that the Chapel Hill Library foundation provides much of
21 the funding for book purchases and this group needs to be included in some of the upcoming
22 discussions.
23 Commissioner McKee said, considering the large amount of money put into the
24 libraries, the issues with Chapel Hill need to be worked through.
25 Commissioner Price said that Friends of the Library also need to be included in
26 discussions.
27 Chair Jacobs said current discussions are only for staff and elected officials.
28 Lucinda Munger said the Friends of the Library did contribute a substantial amount of
29 money toward materials for the new library. She said this group has its own board, as does
30 the Friends of the Chapel Hill Public Library.
31
32 • Social Services, Pg. 244
33
34 Nancy Coston reviewed the following:
35 Administration Division Budget Highlights:
36 Budget Highlights
37 • Personnel Account Consolidation: Consolidated all division temporary personnel and
38 overtime line item accounts into the Central Administration division ($73,097), in FY
39 2012-13.
40 • Division Consolidation: Combined the Skills Development Center division, and related
41 expenses, into line items within the Central Administration division. Performance
42 measures related to activities at the facility can be found in Economic Services.
43 • NC FAST Implementation: Additional nonpermanent and overtime funds will address
44 the staffing issues related to NC FAST ($47,460). The department's capital request
45 will fund renovations ($10,000) at Southern Human Services Center (SHSC) and
46 Hillsborough Commons to create technology areas ($60,000), in the front lobbies,
47 where clients can complete basic documentation and learn more about services. The
48 renovations for each site include:
49 • SHSC: Carpet replacement and a front window installation, so staff can view the lobby
50 from the receptionist's area.
51 • Hillsborough Commons: Wall removal, floor resurfacing, and installation of additional
52 lights and electrical outlets.
53 • The Hillsborough Commons lease payment will increase $13,052, in FY 2013-14.
5
1 • Pending budget approval, the department will administer Pre-Trial Services' FY 2013-
2 14 Outside Agency Performance Contract. Recommended funding of $95,000 is
3 included in the division's contract services line item, for this purpose.
4 • Revenue Increases: Additional State funds for Low Income Energy Assistance
5 Program (LIEAP)Administration ($35,889). Funds totaling $31,328, from the Miles
6 Second Family Foundation, to examine former foster youths' outcomes and aid
7 transportation efforts, for current children in the program.
8 • Revenue Reductions: The department will experience an $110,615 loss in Social
9 Services Block Grant revenue, from the federal government. This loss does not
10 include pending sequestration reductions.
11
12 Child and Family Services Division Budget Highlights
13 • CPS After-Hours Availability: To address CPS coverage issues, the agency proposes
14 compensating social workers for after-hours coverage. To fund these costs, one child
15 protective services position will remain unfunded for next year. There will be a
16 reduction in salary and benefits under this plan. The position will remain in the
17 budget—unfunded—to allow the agency to conduct a trial of this plan.
18 • Revenue Increases: The department will receive an additional $15,000 for DSS
19 guardianship responsibilities, $52,829 for Daycare administration and $10,000 for
20 Drug Treatment Court.
21 • Revenues Reductions: Fewer child protection cases are eligible for federal
22 administrative funds, which will reduce Foster Care/Adoption (IV-E Administration)
23 revenue, by $80,000. In addition, due to State changes, the department will no longer
24 conduct assessments for personal care services in adult care homes (loss of
25 $51,228). However, adult services staff must be available to staff planning teams and
26 to provide services to the numerous individuals affected by the changes in Medicaid
27 and the mental health system.
28
29 Economic Services Division Budget Highlights:
30 • Division Realignment: In FY 2012-13, the Veterans Services and Criminal Justice
31 Partnership Program (CJPP) divisions were incorporated into the Economic Services
32 division ($109,831). The Veterans Services Officer will continue to be a full-time
33 position. The CJPP Coordinator position moved from a grant fund into the General
34 Fund, in FY 2012-13. When the State eliminated the grant portion of the position's
35 support, the department located another funding source, which would also allow the
36 position to aid the department during NC FAST transition. This change will incur no
37 additional County costs.
38 • In FY 2012-13, the BOCC approved three time-limited positions, through December
39 31, 2013, to assist with NC FAST implementation. This addition increased division
40 personnel costs by $152,163.
41 • Revenue Increases: Will receive additional Work First grant funding of$173,140, in
42 FY 2013-14.
43
44 Public Assistance Division Budget Highlights:
45 • The agency will continue working with the IT Department and the NC Department of
46 Health and Human Services to prepare for NC FAST implementation. This may
47 include purchasing additional computer hardware and software and increasing
48 bandwidth.
49 • These public assistance programs are projected to pay $19,805,094, in Food and
50 Nutrition Services, and $104,056,909, in Medicaid dollars, to local grocers and medical
51 providers in FY2013-14.
52 • Given the sustained impact of the economy on families, the agency continues to look
53 for ways to meet the ongoing demand in public assistance. Part of this initiative will
54 include business process redesign based on Work Support Strategies.
6
1 • The need for additional staff resources is addressed in the Economic Services
2 department. Even with the addition of some resources, the demands on staff
3 transitioning to NC FAST while meeting the increased caseload will be extremely
4 taxing. The NC FAST transition for these programs will not be completed until 2014.
5 Until then the agency anticipates continued difficulty in meeting all performance goals
6 in these programs.
7
8 Skills Development Center
9 • This division has merged with the Central Administration division, within the
10 department.
11
12 Subsidy Division Budget Highlights
13 • There is an increased need for child care subsidies to avoid disruption of services for
14 more than 200 children. There is currently a waiting list of more than 300 children in
15 need of care. There is a projected decrease of 8% of state and federal funding for
16 childcare subsidy for FY2013- 14.
17 Revenue Reductions: Decreases in Adoption Vendor Payments ($47,500), due to
18 policy changes, and the conclusion of the CPS Early Childhood Mental Health
19 Services grant project ($39,565)
20 • The agency is applying to continue administration of Smart Start subsidy, funded by
21 the Orange County Partnership for Young Children. This will continue to allow for
22 reduced administrative expenses and coordinated access for families.
23
24 Veterans'Services Division
25 This division has merged with the Economic Services division, within the
26 department.
27 Grant Project Fund: Criminal Justice Partnership Program Budget Highlights
28 • Revenue and Personnel Change: Changes in state administration of the adult
29 programs, as well as changes in the relationship with Chatham County, have reduced
30 administrative funds available to support the grant. In FY 2012-13, after the
31 department located another funding source to replace lost funds, the CJPP
32 Coordinator position moved from grant fund into the General Fund. The new funding
33 source fund will reimburse Economic Services' activities and permit the Coordinator to
34 administer the juvenile portion of the JCPC program. This change incurs no additional
35 County cost.
36 Grant Project Fund: Orange Community Response Program (Multi-Year Project)
37 Budget Highlights
38 • The Board of County Commissioners approved the grant on August 21, 2013. FY
39 2013-14 funds will cover costs, for the second year of the grant. The Orange County
40 Partnership for Children will reimburse position costs.
41 • No significant budget changes, in FY 2013-14.
42
43 Tonya Walton reviewed the information from the Grant Project and Position Requests
44 attachment. She said these funds would not be located in the general fund, so the bottom
45 line would not be affected. She said the attachment would replace pages 31 and 32 in the
46 recommended budget. She said the table includes the manager's recommended positions.
47 Commissioner Dorosin said, as the board representative on DSS board, he would like
48 to recognize that the work done to prepare for this transition with NCFAST has been
49 tremendous.
50 Chair Jacobs asked how many people the County serves with food stamps.
51 Nancy Coston said the average number of households is 6600. She said the number
52 of individuals is much larger. She said Medicaid is higher than food and nutrition. She said
53 that there are people who get Medicaid automatically through Social Security who are not
54 listed in the budget.
7
1 Frank Clifton noted the significant number of child abuse cases served and said this is
2 one of the tougher jobs that the Social Services staff does.
3 Commissioner Price asked if a tax on prescription drugs would affect the Social
4 Services budget.
5 Nancy Coston said she does not think this will affect people on Medicaid. She said
6 there is consideration of an increase in co-pays.
7 Frank Clifton noted that state changes in unemployment laws may cause an impact in
8 the county, but the number is unknown.
9 Nancy Coston said this could result in a lot of individuals approaching Social Services
10 at one time.
11 Chair Jacobs asked if there will be an effort to alert individuals of services available to
12 them.
13 Nancy Coston said many of these people have likely already gotten medical help for
14 their children and have had interaction with the department.
15
16
17 • Board of County Commissioners, Pg. 63
18
19 Budget Analyst, Darryl Butts and Clerk to the Board, Donna Baker reviewed the
20 following:
21
22 Budget Highlights
23 • The FY 2013-14 Manager Recommended Budget includes an Assistant to the Clerk
24 position (1.0 FTE), effective July 1, 2013. This is a re-instatement of an Assistant to
25 the Clerk/Boards and Commissions' position that was eliminated during the FY 2010-
26 11 budget process. Existing temporary personnel funds will be reduced by $9,215 to
27 help offset the cost of the position in FY 2013-14.
28 • The overall decrease in Operations in FY 2013-14 is mostly due to not budgeting for a
29 Reserve for Rogers Road, which represented a one-time expense of$120,000 in the
30 FY2012-13 approved budget.
31 • The FY 2013-14 Manager Recommended Budget includes $17,800 in Personnel
32 Services for Public Safety coverage at all meetings. The budgeted amount consists of
33 2 Sheriff Deputies and 1 Paramedic at each regular Board meeting, and 1 Sheriff
34 Deputy at all other meetings.
35 • The Capital Outlay of $75,261 in the FY 2012-13 12 Month Estimate reflects the Board
36 approved upgrades to audio/visual equipment at their November 20, 2012 regular
37 meeting.
38
39 Donna Baker reviewed the proposed duties for the requested position of Assistant to
40 the Clerk/Boards and Commissions.
41 Donna Baker noted that the largest increase was in the travel budget, and this was
42 recommended by the finance department.
43 Commissioner Dorosin asked about the $120,000 allocation for Roger's Road.
44 Darryl Butts said this was an item that came up in last year's budget, and funds were
45 allocated to this, as a capital project. He said the money that was in reserve in the
46 Commissioner's office was shifted toward the capital project for the community center.
47 Commissioner McKee said he does not think that the Board needs to have a
48 paramedic at each of their regular meetings.
49 Chair Jacobs said he thought it was good to have an emergency services person
50 present at the meetings.
51
52
53 • County Manager, Pg. 95
54
55 Tonya Walton and Greg Wilder reviewed the following:
8
1
2 Budget Highlights
3 • The creation of the Public Affairs Department, on July 1, 2013, will reduce the County
4 Manager's budget by approximately $108,000, in personnel and operating costs.
5
6 Commissioner Dorosin said, as a future process, he would like to see non-
7 departmental staff identified under the appropriate department so that board members do not
8 have to continually search back and forth in the budget book.
9 Commissioner Price asked about the increases in printing costs.
10 Greg Wilder said the board made a decision to move toward a paperless agenda but
11 there are still 17 sets being printed for each agenda. He noted that there is now access to a
12 color copier, which was not available before. He said that, .25 per page, doing these in-house
13 is a savings.
14 Commissioner Gordon asked about the reduction of$108,000 in the Manager's
15 budget. She asked if this was the budget for the Public Affairs Personnel Operating Cost.
16 Clarence Grier said $110,000 was for personnel.
17 Frank Clifton said this was only the amount for part of the fiscal year. He said many of
18 the activities were paid for by various departments. He said efforts are being made to track
19 these costs.
20 Commissioner Gordon asked what this total number for the Public Affairs Office would
21 have been on a full year basis.
22 Clarence Grier said this would total about $180,000, and about $100,000 would be
23 toward salary and benefits. He said $80,000 was for operating cost.
24
25 • Finance and Administrative Services p. 135
26
27 Finance and Purchasing Division Budget Highlights:
28 • Transferred Asset Management Coordinator (1.0 FTE), from Asset Management
29 Services, to assist with County purchasing duties ($54,660).
30
31 Budget Division:
32 • The Budget and Management Analyst II position remained vacant for six months and
33 generated $31,000 in county savings.
34
35 Risk Management Division:
36 • The Risk Manager and Grant Accountant positions remained open for nine months
37 and generated $100,513 in savings.
38
39 Commissioner McKee expressed appreciation for the efficiency of the Finance
40 Director and his staff.
41 Frank Clifton noted that there is a Risk Management position that has remained
42 unfilled, and this continues to be a hurdle for the department.
43 Commissioner Rich asked if this $100,000 has remained in the budget.
44 Frank Clifton said this falls to the fund balance this year, but it will be budgeted next
45 year.
46 Commissioner Rich asked if that is true with every position.
47 Frank Clifton said every position is budgeted for full salary and benefits every year and
48 most of them remain filled.
49
50 Internal Service Fund —Vehicle Replacements (Handout provided at June 11, 2013
51 meeting)
52
53 Paul Laughton and Jeff Thompson reviewed information from the following memo:
54
9
1 Purpose of Fund:
2 In FY 2012-13, the Commissioner Approved Budget established a second Internal Service
3 Fund, for County vehicle purchases. Internal Service Funds are an accounting device used to
4 accumulate and allocate costs internally among the functions of the County. Historically, the
5 County has used an internal service fund to account for one activity— its employee dental
6 insurance program. With the creation of this Vehicle Replacement Fund, vehicles purchased
7 occur through this fund instead of the departments' operating budgets. The change
8 centralizes vehicle purchases, which increases the effectiveness of vehicle performance and
9 cost monitoring.
10
11 Recommendations are founded upon vehicle age, mileage, maintenance costs, fuel
12 efficiency, and departmental mission need. The average age and accumulated mileage of
13 the recommended replacement are 15 years and 148,000 miles respectively.
14
15 Recommended replacement vehicle platforms are the Toyota Prius for administrative,
16 highway and street use; the Chevrolet Captiva for moderate all-terrain use; the Chevrolet All
17 Wheel Drive Equinox for heavy all-terrain use; the Ford Transit Connect for highway utility,
18 service and light cargo use; the Ford F150 (both two and four wheel drive) for heavy utility use
19 with the 4x4 option for heavy all-terrain use for Environmental Health, Emergency Services,
20 and DEAPR ( Department of Environment, Agriculture, Parks and Recreation) missions; and
21 the Chevrolet Tahoe for non-jail law enforcement use. All platforms are evaluated for
22 department mission utility, durability, maintenance standardization, and fuel efficiency.
23
24 The list below outlines recommended vehicle requests for FY 2013-14. Pricing is based upon
25 current State Contract rates. During the early fall, staff will provide a complete list of
26 recommended, debt financed , vehicle purchases, for the BOCC's consideration.
27
28 FY 2013-14 Recommended Vehicles
Department Item Description Cost
Asset Management Ford Transit Connect- replaces#532 2001 Dodge pick-up $24,547
Services
Department of Ford F150 4x4 Crew Cab truck- replaces#533 1996 GM truck $24,635
Environment, Agriculture, F350 15 passenger van- replaces#424 1999 Dodge $24,181
Parks and Recreation Passenger van
F550 Light dump truck- replaces#471 1995 Ford F250 $35,724
Dump truck
Emergency Services 2 Ford F150 4x4 Crew Cab Trucks- Replaces#663 2006 $95,206
Ford Expedition (destroyed by fire) and #698 2006 Ford
Expedition (existing EMS Supervisor); included aftermarket
Upfit costs
Freightliner/Excellence Ambulance to replace aging Wheeled $236,136
Coach ambulance unit (Emergency Medical Services);
includes aftermarket upfit costs
Health 3 Ford F150 4x4 trucks- replaces Environmental health Ford $58,216
Rangers#388 (1997), #414 (1998), and#421 (1999)
Toyota Prius- replaces#455 2000 Dodge Stratus $24,045
Housing, Human Rights, Toyota Prius- replaces#498 2000 Dodge Intrepid $24,045
And Community
Development
Planning and Inspections 2 Chevrolet Captiva Front Wheel Drive vehicles- replaces $38,045
Ford Ranges#450 (2000) and #464 (2000)
Sheriff 6 Chevrolet Tahoes- replacements for Ford Crown Victoria $140,785
Interceptors (Non-Jail Operations)
10
Social Services 4 Toyota Prius- replacements of Chevrolet Cavaliers#381 $96,180
(1997) and #382 (1997); Chevrolet Malibu's#441 (1999) and
#442 (1999)
Tax Administration 3 Chevrolet Equinox All Wheel Drive vehicles- replaces Ford $77,672
Crown Victorias#366 (1997) and #3477 (1997); Chevrolet
Malibu #444 (1999)
FY 2013-14 Recommended Total: $899, 416
FY 2013-14 Source of Funds: Short-term Installment Financing/Internal Reserves $(899,416)
Net County Cost: $0
1
2
3 Clarence Grier said financing will be approved for some vehicles on the 15th of the
4 month. He said the fees generated from different departments will be used to replace
5 vehicles at the end of their lifespan. This is the purpose of the fund.
6 Commissioner Gordon noted that some departments have hybrids as replacements
7 and some don't. She asked for an explanation.
8 Paul Laughton said there are 6 Priuses
9 Jeff Thompson said the light vehicle class is for most of the administrative class
10 vehicles. He said the Prius will be used for this class. He said the older platforms have .27
11 cent per mile maintenance cost. He said the Prius is .09 -.15 per mile cost, so it is the vehicle
12 to move toward. He said a battery hybrid will be considered for the future.
13 Commissioner Gordon said that another value to balance in the decisions is the value
14 of buying American made vehicles.
15 Commissioner Price asked if electric cars will be considered in the future.
16 Jeff Thompson said yes, once this technology is stabilized and proven.
17 Commissioner Rich said the General Assembly wants to penalize those who have
18 hybrids, by charging an annual fee. She asked if this applies to county vehicles.
19 Jeff Thompson said this is not known yet.
20 Commissioner McKee said one of his concerns in past years was making sure
21 vehicles match the departmental needs. He appreciates that this was considered with this
22 proposal ,and he thanked the department for this.
23 Chair Jacobs asked if these vehicles can be bought from someone in Orange County,
24 at a price that will match the state contract price.
25 Jeff Thompson said he will check on that.
26 Chair Jacobs asked the Board if there were any questions in reference to the Line
27 Item Detail notebook.
28 Commissioner Dorosin referred to page 288, which shows the recommendation for
29 moving money from the fund balance. He asked what will be left in the fund balance after this
30 move.
31 Frank Clifton said that the $3.6 million is in excess of 17 percent.
32 Clarence Grier said the fund balance is $32,145,000, after this.
33 Frank Clifton said when staff does this budget, it is calculated based on available
34 information and sales tax receipts at that particular time. He said there was an excess, and
35 the Board of County Commissioners has $1,375,000 for discretionary funding.
36 Chair Jacobs said it would be good to state, in the budget, the designated fund
37 balance percent of 17 percent and then to note the amount that 1 percent equals.
38 Frank Clifton said that the fund balance is found by simply taking 17% of the total
39 budget.
40 Frank Clifton said, at the beginning of every budget process, the number presented is
41 17 percent of the estimated total budget. He said anything above that becomes available
42 revenue.
43 Clarence Grier said the original manager's recommended budget appropriation was
44 $650,000. The CIP discussions allocated $25,000 to the site study for Blackwood farm and
45 DEAPR. This left the number at $625,000. He said the year-end returns yielded an
11
1 additional $750,000, without going below 17% threshold for fund balance. This leaves a total
2 of$1,375,000.
3 He said 1 percent of the total fund balance equals $1.8 million.
4 Frank Clifton said there was additional money that was not appropriated last year, and
5 it was rolled into this year. He said that the official audit will be done in October or November,
6 and a specific excess number will be available at that time.
7 Commissioner Gordon said it would be helpful to know the number being used to
8 estimate the 17%.
9 Commissioner Gordon said there is $25,000 allocated for the site study, and she does
10 not consider this a wise use of funds. She would rather have a space needs analysis
11 completed.
12 Chair Jacobs said this could be brought up under the CIP discussion.
13 Paul Laughton said the space needs study is one component of the $25,000.
14 Clarence Grier said, when they had the public hearing, the original estimate was
15 $100,000. He said this was considered high, so it was reduced to get this into the operating
16 budget now.
17 Clarence Grier reviewed the Orange County Fund Balance Policy Calculation page
18 from the recommended budget. He stressed the additional flexibility provided by the extra
19 $750,000.
20 Commissioner Dorosin asked if the 17 percent is a policy of the Board or if it is an
21 external regulated cap on debt.
22 Frank Clifton said there are general guidelines, but this Board set this percentage after
23 looking at the average fund balance for a budget comparable to Orange County. The 17
24 percent is low by comparison, and this was done to be fiscally responsible.
25 He said the money is there for use in a crisis, but the definition of a crisis needs to be
26 examined carefully.
27 Commissioner Dorosin asked if there had been a policy discussion on why 17 percent
28 was chosen.
29 Clarence Grier said the Government Finance Officers Association evaluates the
30 County budget and financial statements, and their recommended threshold on fund balance
31 was 16.7 percent. He said that going below the threshold would cause some concern and
32 would have a detrimental effect on bond ratings.
33 Chair Jacobs asked about page 2 and the $450,000 allocated for overtime and non-
34 permanent personnel. He asked for an explanation of this jump.
35 Paul Laughton said much of this is for the Board of Elections, Social Services and
36 Emergency Services.
37 Chair Jacobs noted that four new telecommunicators are being hired, and he asked if
38 the schedule still necessitates this much overtime to make it livable.
39 Frank Clifton said the total cost would be even higher if an 8 hour shift function was
40 adopted. He said the staggered shifts are standard.
41 Frank Clifton referred to page 136 of the budget book and noted the past fund
42 balances shown for years 2010, 2011, and 2012.
43
44 5. CIP Follow-up
45
46 Paul Laughton said the goal of the provided packet is to outline all the projects and
47 changes that came out of the work sessions. He said the yellow highlights indicate changes
48 to the original CIP, presented on March 12. He said the revision dates are also listed beside
49 each item.
50 Commissioner Gordon said she thought the items were updated later.
51 Paul Laughton said changes were presented and discussed at the May 9 work
52 session, and the May 23 work session, and all of the changes that have been done are on
53 this sheet.
54 Commissioner Gordon noted that some of the changes are not highlighted.
55 Chair Jacob noted that the pages are out of order.
12
1 Paul Laughton said these are broken into sections and are placed in order of how they
2 were addressed in the work sessions.
3 Commissioner Gordon referred to a discussion on June 11th regarding the CIP and
4 Blackwood Farm Park. She read from the fifth paragraph of this section, regarding the space
5 needs analysis. She said she thought the intent was to do a full space needs assessment.
6 She said $25,000 seems high for just an analysis of a couple of buildings versus a full
7 analysis of departmental needs, office needs, and available buildings.
8 Paul Laughton agreed with Commissioner Gordon and said this $25,000 is for a full
9 space needs analysis, with this just being one component of that.
10 Commissioner Gordon said this needs to be re-worded to include this fact on page 37.
11 Chair Jacobs asked for clarification on what this money will do.
12 Jeff Thompson said the $25,000 funding would be used to do a space analysis study
13 for the whole county.
14 Commissioner McKee referred to page 28 on the buff sheet and said he understands
15 that Orange County Schools (OCS) is no longer interested in using the Whitted space. He
16 said the cost of$1.4 million had been moved to year one. He questioned how much of this is
17 current revenue and how much is borrowed.
18 Paul Laughton said this was to be debt financing in year three, and it was moved to
19 year one. He said it would be a matter of delaying the amount financed during year one, so it
20 would not affect cash funding.
21 Commissioner McKee asked about the $100,000.
22 Paul Laughton said the $100,000 is not financed, but is pay as you go funds.
23 Commissioner McKee said he would like to see the Whitted building pushed out to
24 year 2 or 3.
25 Commissioner Dorosin asked when a meeting room would be finished, if it remains
26 listed in year one as it is on page 28.
27 Jeff Thompson said it would be completed in early June, 2014.
28 Commissioner Dorosin said there are savings to be realized by not having to pay extra
29 for videotaping. He asked for the figure for this.
30 Donna Baker said the savings would equal $1,000 per meeting.
31 Commissioner Rich said staff works hard to set up these rooms for each meeting and
32 it is important to have a permanent meeting space.
33 Commissioner Price asked if OCS has definitely been lost as a partner.
34 Chair Jacobs said nothing has been heard officially from OCS or from Hillsborough.
35 Commissioner Pelissier said there are still opportunities to use Whitted, and the Board
36 needs to take advantage of this facility for a meeting room. She feels that staff and
37 community members will come up with good ideas for additional use of the building.
38 Commissioner Gordon said, given that the majority of the Board wanted the meeting
39 room there, she would defer to whatever the majority decided. She said she understands that
40 only one school board member from OCS voted in favor of using the Whitted meeting facility.
41 Commissioner McKee said, considering the situation for needing additional funding for
42 schools, to move ahead with a Board of County Commissioners meeting room is not a priority
43 for him. He said the choice between teacher assistants and a meeting room is not a hard
44 choice.
45 Chair Jacobs said he believes there is money to do both of these things. He said
46 there are entities that would like to use this space for performance space and he thinks it will
47 attract partners once it is built.
48 Commissioner McKee said he is not advocating the Board not to have this meeting
49 space at some point. He is simply suggesting moving it out in the CIP to year 2 or 3.
50 Commissioner Rich said the Board of County Commissioners has been pushing for a
51 permanent meeting space for 15 years, and it continues to be pushed back. She said there is
52 now a good available space; and it is important, for both the Board and the public, to have a
53 solid meeting place and the ability to stream the meetings.
54 Commissioner Price said she is aware that there are other arts entities that would be
55 interested in this space, and she feels that sharing the space is a good idea.
13
1 Commissioner Gordon clarified that the CIP is the manager's recommended CIP as of
2 March 12, plus all of the changes made during the work sessions.
3 Paul Laughton said, yes, the changes are incorporated in the buff sheets, mainly the
4 highlighted area. He said this document becomes the current CIP.
5 Commissioner Price asked if the schedule for the Southern Orange Library, on page
6 19, coincides with Carrboro's schedule.
7 Chair Jacobs said Carrboro does not have a schedule. He said only the County has a
8 schedule, and Carrboro simply makes recommendations. He said money in the CIP this year
9 is premature.
10 Commissioner Price questioned how realistic this is, with money in year one and not
11 again until year 4.
12 Frank Clifton said the money in year one is intended for use if the Board of County
13 Commissioners is interested in purchasing a property and beginning the processes and
14 analysis that come with that purchase.
15 Commissioner Price clarified that the amount is $650,000 in year one. She asked if
16 the Board would be able to move forward in year two, in the event that a property was found.
17 Frank Clifton said if a site was found there would be 90 to 120 days of site review and
18 planning. He said that money would initially be spent only on technical feasibility, with capital
19 to follow after that.
20 Commissioner McKee asked how much of the $650,000 would be debt financed.
21 Paul Laughton referred to page 19 and said none of these funds are pay as you go.
22 He said $136,000 would be debt financed and $164,000 is in the project balance. He said
23 there are no savings gained by moving it out.
24 Commissioner Dorosin clarified that this money is a placeholder and does not get
25 spent unless the Board buys a property.
26 Chair Jacobs asked if there is a rule of thumb for how much it costs to borrow.
27 Frank Clifton said these projects are put together into a lump sum for financing to save
28 on the cost of the process.
29 Clarence Grier said $400,000 over twenty years would have $11,000 in interest, based
30 on current rates.
31 Paul Laughton reviewed the finance information from page 102 in the CIP book.
32 Chair Jacobs said $20,000 has been moved up for the HVAC at Efland Community
33 Center. He noted that the center has not been included in the CIP, other than for the HVAC.
34 He said this needs to be re-visited, since the Efland Community Center is one of the oldest
35 community centers.
36
37 A motion was made by Commissioner Pelissier seconded by Commissioner McKee to
38 adjourn the meeting at 8:08 pm.
39
40 VOTE: UNANIMOUS
41
42 BREAK
43
44
45
46 Commencement of June 13, 2013 Budciet Work Session
47
48 Discussion of Process and Procedures for Meeting
49 Clarence Grier went through the process and agenda for this meeting.
50
51 1. FY2013-18 Capital Investment Plan
52 Accept the Five Year Capital Investment Plan and Approve the Intent to Adopt Capital
53 Funding for FY2013-14
54
14
1 Paul Laughton directed the Board to the buff colored pages and reviewed the outline
2 of the changes. He clarified that this is the discussion to adopt the 5 year plan, but the Board
3 will be budgeting and approving the budget for year 2013-14 only.
4 He reviewed pages 1 and 2, incorporating all of the changes.
5 He reviewed the County's capital projects on page 9 and 10, which are consistent with
6 the County projects in the CIP and total $6,036,242. He continued with a review of the
7 remaining funds and projects, including water and sewer, Sportsplex, and schools.
8 Frank Clifton noted that the Board is also approving the finance process for each
9 project.
10 Chair Jacobs said Board members had expressed concern regarding two of the
11 projects.
12 He said there was concern regarding the Southern Branch Library, and there was
13 some question as to whether to leave that $600,000 in the CIP or bump it back.
14 Commissioner Dorosin asked for an explanation of the substantive difference in the
15 budget if this project is bumped back.
16 Paul Laughton said this would have no impact on the operations budget for 2013-14,
17 as it is financed or available project balance. This would only move the debt.
18 Frank Clifton said there is $164,000 in a project fund for this library from past budgets.
19 He said the Board may want to empty this fund out and re-allocate it.
20 Commissioner Dorosin asked if this could be done at any time during the year.
21 Paul Laughton said yes.
22 Chair Jacobs said, symbolically, he would like to leave the money where it is, as it
23 makes little impact on the budget.
24 Commissioner Gordon agreed that she would like to leave the project as stated.
25 Chair Jacobs said the Board can discuss the process of how to get items on the CIP in
26 the fall.
27 A motion was made by Commissioner Gordon, seconded by Commissioner Dorosin to
28 accept the Five Year Capital Investment Plan and approve the Intent to Adopt Capital Funding
29 for FY2013-14.
30
31 VOTE: UNANIMOUS
32
33 Chair Jacobs asked for an explanation of how much money is being spent on county
34 buildings in 2013-14.
35 Paul Laughton said this would be the $6,036,242 figure. He said this includes all
36 county capital projects.
37 Chair Jacobs clarified that about a quarter of this is structures, and the rest is support.
38 He said he would like to see this actual number, and he believes it would clear up some
39 misconceptions about the money spent on County facilities.
40
41 2. FY2013-14 Annual Operation Budciet Decision Items
42 • Mark Up/Mark Down Items for the County's FY2013-14 Annual Operating Budget
43 and Outside Agencies
44 Clarence Grier referred to the mark up/mark down page, as well as the manager's
45 recommended budget. He noted that there is an additional $1.4 million to use at the Board's
46 discretion.
47 Commissioner Rich clarified the process for adding funding to non-funded items.
48 Chair Jacobs and Clarence Grier suggested starting with the County Departments
49 before moving to outside agencies.
50
51 County Departments:
52 Commissioner Gordon referred to the Public Affairs allocation of $38,582 for a half
53 year, new position, on page 234. She said the Board should not fund that position this year
54 without a strategic communications plan. She noted that the budget last year was $180,000
15
1 and this should remain the same. This leaves an additional $93,470 in the budget to be put in
2 a communications reserve, subject to the Board of Commissioner's approval.
3 Commissioner Gordon said $11,000 for capital needs would be deleted. She said she
4 started with $312, 052, deleted $38,583, and then subtracted $180,000 (last year's budget
5 number). This left the $93,470 as a reserve.
6 Chair Jacobs asked her to look through the $11,000 to discuss later.
7 Commissioner Gordon said Public Affairs should not be a separate department, but
8 should stay in the manager's office for now
9 Chair Jacobs said this can be discussed as part of the strategic plan process.
10 Commissioner Dorosin asked for clarification on the purpose of a reserve fund versus
11 deleting this amount and rolling it back into the budget.
12 Commissioner Gordon said she feels this is a more conservative approach, but she is
13 open to the Board's opinion.
14 Commissioner Dorosin suggested this be rolled back into the general fund.
15 Commissioner McKee said he agrees with Commissioner Dorosin.
16 Commissioner Gordon also agreed to delete this amount.
17 Commissioner Dorosin asked if the Human Resources proposed budget includes the
18 recommendation regarding the additional retirement contribution.
19 Clarence Grier said yes, this is under the non-departmental section.
20 Chair Jacobs clarified that this is the additional $1,200 to match. He said the Board
21 never received the full breakdown of the range of benefits that was requested.
22 Clarence Grier apologized and said he thought this question had been fully answered.
23 He said the number is 3 percent and the average salary is $40,000.
24 Commissioner Pelissier suggested $150,000 should be budgeted for child care
25 subsidies.
26 Chair Jacobs said he does not object to the concept; but he feels it should be less
27 specific and should be more of a social safety net, given the proposed budget cuts in the
28 legislature.
29 Commissioner Pelissier said she really wants this to be designated specifically to child
30 support due to the relationship to jobs.
31 Commissioner Dorosin said he would support a broader category for the social safety
32 net, with more money included.
33 Commissioner Pelissier said she would go to a broader designation, but at a higher
34 amount.
35 Commissioner Rich suggested this number be increased to $200,000, with the
36 specificity removed to allow the money to be moved around.
37 Chair Jacobs said he would like to have money set aside as a statement of intent. He
38 said this would show that they Board cares about these issues.
39 Commissioner Pelissier suggested the amount be increased to $250,000 for a social
40 safety net.
41 Commissioner Dorosin suggested it be called a justice fund.
42 Commissioner Gordon said she looked at Animal Services addition of an
43 Administrative Assistant 1 and compared this to the Board of County Commissioners
44 Assistant Clerk position. She noted that the clerk's position is less, and she questioned why
45 the administrative position is so much higher. This is found on page 31-32.
46 Paul Laughton said his sheet lists the administrative assistant for Animal services at
47 $21,981 for half of the year.
48 Commissioner Gordon asked why this position is needed and why this number is so
49 high.
50 Paul Laughton said the expansion of the spay/neuter program, and the volunteer
51 program contributed to this need.
52 Commissioner Gordon noted that the Animal Control Ordinance was not approved.
53 Chair Jacobs said this is more related to organizing volunteer services.
54 Chair Jacobs said the position of the Board on a Communications Reserve was to
55 remove that money from the Public Affairs Office budget.
16
1 Frank Clifton suggested the Board leave $10,000 in the Public Affairs office budget.
2 Chair Jacobs said he would like to see one cent on the property tax for the school
3 districts, and he suggested this be taken out of OPEB. He would like to aim for$1.6 million for
4 the two school systems.
5
6 Outside Agencies: pages 210-211
7
8 Board members made the following suggestions for increased funding for outside
9 agencies:
10
11 Commissioner Rich Jackson Center $4500
12 Boys and Girls Club $5000
13
14 Commissioner McKee Voices Together $5000
15
16 - Habitat for Humanity $10,000
17 Brush with Kindness
18
19 - El Futuro $5500
20
21 Commissioner Price Arts Center $3000
22
23 Commissioner Dorosin RENA $1000
24
25 Chair Jacobs Senior Care of Orange County $5000
26
27 - PFAP $10,400
28
29
30 There was discussion regarding PFAP funding. Frank Clifton said Orange County will
31 pay the total requested amount of$26,000, and will then be reimbursed by other counties for
32 all but 40%. He said this means the actual cost to the county will be $10,400.
33 Chair Jacobs said the PFAP switch from a government related entity to a non-profit
34 entity was more complicated than anticipated.
35 Paul Laughton said that this money will only be drawn upon as needed during the
36 transition.
37 Frank Clifton said that if the money is not drawn, it will fall back to the county.
38 Donna Baker noted that the requests totaled $49,400 for additional funding for outside
39 agencies.
40 Commissioner Price asked for clarification on the title for the Child Support funding.
41 Frank Clifton said he believes it should be called a Social Safety Net.
42 Paul Laughton said this situation existed several years ago and the funding was set up
43 in the Human Services non-departmental section as a reserve safety net to come back to the
44 Board for approval.
45 Chair Jacobs and Commissioner Dorosin concluded that this would be called a Social
46 Justice Fund.
47 Commissioner Gordon questioned what is happening to the $11,000 capital from the
48 Public Affairs department.
49 Frank Clifton suggested leaving $10,000 for operational expenses.
50
51 • County Fee Schedule Decisions
52
53 Chair Jacobs referenced a prior discussion regarding a cap on fees paid by families to
54 the Board of Health. He asked for clarification on the Board of Health position.
17
1 Commissioner Pelissier said the Board of Health has not formally responded to that
2 petition as of yet. She feels this may lead to some legal questions regarding waiving fees for
3 only specific groups and not others.
4 Chair Jacobs asked if this can be addressed later and Paul Laughton said yes, it can
5 be approved as is and changed later.
6 Commissioner Price asked about a fee on page 331 for the Efland Community Center.
7 Dave Stancil said this is a use fee to utilize the gym when it is not in formal use. He
8 said groups qualify under the general use policy, but this fee would be for individuals to come
9 in and play ball or use it as a drop in facility.
10 Commissioner McKee said it does not seem right to charge someone a fee to come in
11 to play basketball.
12 Dave Stancil said this fee has been in place for many years at Central Recreation and
13 it is an access fee. He said it is intended to be a convenience to allow for an "access pass",
14 but it is optional.
15 Commissioner Price and Commissioner McKee expressed disagreement with the use
16 of a fee.
17 Commissioner Gordon clarified that the facility can still be used, when available,
18 without a pass.
19 A motion was made by Commissioner Price seconded by Commissioner McKee to
20 remove this access fee from the County Fee Schedule.
21
22 VOTE: UNANIMOUS
23
24 A motion was made by Commissioner Pelissier seconded by Commissioner Price to
25 Adopt the County Fee Schedule (minus the Efland Community Center access fee and the
26 animal services fees which will be discussed in future)
27
28 VOTE: UNANIMOUS
29
30 • Funding for Chapel Hill Carrboro City Schools and Orange County Schools
31
32 Chair Jacobs suggested the discussion of Chapel Hill Carrboro City Schools Special
33 District Tax be discussed prior to discussing the Funding for CHCCS and OCS.
34
35 • Chapel Hill Carrboro City Schools Special District Tax
36
37 Chair Jacobs said the only thing he has heard is a desire to raise the tax enough to
38 cover the opening of Northside Elementary. He questioned how much this amount would be.
39 Clarence Grier said $1.9 million is needed, and this equals roughly 2 cents on the tax
40 rate.
41 Commissioner Gordon said the number is $1.86 million.
42 Chair Jacobs suggested that the number be as exact as possible, so he feels the tax
43 should be 1.86 cents.
44 Commissioner Pelissier said she feels that the Board needs to figure out a target for
45 how much is to be given to the schools, and then figure out how to balance between ad
46 valorem and the district tax. She does not like a district tax, as it creates division in the
47 County, but she realizes options are limited. She said she feels the amount needs to be
48 looked at from the perspective of overall school needs and then funding devised by looking at
49 the two different taxes.
50 Chair Jacobs said his suggestion was for 1 cent, without raising the ad valorem. He
51 said the money can be found through shavings from the fund balance, and OPEB allocations.
52 He said there has been enough annually to cover this. He said that 62% of the $1.6 million
53 would go to CHCCS and 38 percent would go to OCS. He said this would bring the total for
54 CHCCS to around $2.7 million and OCS would receive $650,000. He said this would go a
55 long way toward the issue of teacher assistants.
18
1 Commissioner Dorosin suggested the full 2 cents be implemented on the district tax.
2 Frank Clifton said he believes that, by taking a little bit from several pots, funding can
3 be found without an ad valorem tax; however the school opening must be funded too, and this
4 cannot be covered with that.
5 Commissioner Rich said it is important to be able to open the schools that are built,
6 and this should be included in the school's budget.
7 Commissioner Rich said, when thinking about moving money around, the Board needs
8 to keep in mind that this may be the last year without a tax raise.
9 Frank Clifton said he feels it is fair to expect some type of tax increase in the
10 upcoming year, especially given the recycling needs in the future.
11 Commissioner Price said that it is important to remember that raising taxes puts the
12 County at risk of losing residents who cannot afford to live here.
13 Commissioner Pelissier said it is interesting to note that there is no issue with raising
14 taxes for fire districts, so the same should be true for something else vital, like education.
15 She noted that it is the high property and housing value that is driving people out, more than
16 the taxes.
17 Chair Jacobs said it is all about balance.
18 Frank Clifton noted that the lottery fund allocation has never been fully funded, but has
19 been siphoned off to pay for other things. He said this particular legislature seems more
20 focused on punishing the towns.
21 Chair Jacobs said there are two things on the table: 1) Increase in the District Tax,
22 and 2) How much additional money to appropriate for schools.
23 Frank Clifton said the County has $608,980 in the fund balance and needs to get to
24 $1.86 million.
25 Clarence Grier noted that the difference between the $1.86 million and $2 million is
26 approximately $143,000. He said that, at a 2 cent tax, the total would be $2,058, 270.
27
28 A motion was made by Commissioner Dorosin, seconded by Commissioner Rich to
29 raise the CHCCS Special District tax by 2 cents.
30
31 VOTE: 6-1 (Chair Jacobs)
32
33 Frank Clifton said the next item is to move the unassigned appropriation of $608,000
34 from the general fund reserve to make a total of $1.6 million in additional funds that are to be
35 split between the two school systems based on the ADM.
36
37 A motion was made by Commissioner McKee, seconded by Commissioner Gordon to
38 move the unassigned amount of $608,000 from the general fund reserve to make a total of
39 $1.6 million in additional funds to be split between the two school systems, based on the
40 ADM.
41
42
43 VOTE: UNANIMOUS
44
45 Commissioner McKee said he feels the comments made about the inevitability of a tax
46 rate increase are true. He said there will be no way to continue services, even on a minimal
47 basis, at the current rate. He said he hopes to avoid an ad valorem tax increase this year.
48 He gave several examples of local residents who are struggling to pay taxes on their property
49 each year.
50 Clarence Grier suggested, for simplicity sake, that the amount be raised to $686,587
51 to make an even $81 for the (ADM).
52
53 A motion was made by Commissioner McKee, seconded by Commissioner Pelissier to
54 raise the per pupil allocation (ADM) for each school district to $81.00
55
19
1 VOTE: UNANIMOUS
2
3 Clarence Grier said that, with the $81, the amount will be $1,612,548.
4 Chair Jacobs asked for the amount yielded for each school system and how this
5 compares to what was requested.
6
7 • Tax Rate Decisions
8 i. Ad Valorem Tax
9
10 A motion was made by Commissioner McKee, seconded by Commissioner Price keep
11 the Ad Valorem tax at 85.8 cents.
12
13 VOTE: UNANIMOUS
14
15 Paul Laughton referred to the question regarding money spent on county buildings
16 and said the total CIP amount is $2.45 million for 4 buildings. He said Whitted accounts for
17 $1.5 million.
18
19 • Fire District Tax Rates
20
21 A motion was made by Commissioner Pelissier, seconded by Commissioner Rich to
22 adopt all the proposed fire district tax rates.
23
24 VOTE: UNANIMOUS
25
26 3. Break (to allow Finance and Administrative Services Staff to formulate Draft
27 Resolution of Intent to Adopt FY2013-14 Budciet)
28
29
30 4. Resolution of Intent to Adopt FY2013-14 Annual Operatingi Budciet
31 Approval of Resolution of Intent to Adopt FY2013-14 Annual Operatingi Budciet at
32 the Board of County Commissioners Reciular Meetinci on June 18, 2013
33
34 The board reconvened at 10:46 pm. Clarence Grier reviewed the following:
35
36 DRAFT—Resolution of Intent to Adopt the 2013-14 Orange County Budget
37
38 The items outlined below summarize decisions that the Board acted upon June 13, 2013 in
39 approving the FY2013-14 Orange County Annual Operating Budget.
40
41 WHEREAS, the Orange County Board of Commissioners has considered the Orange County
42 2013-14 Manager's Recommended Budget; and
43
44 WHEREAS, the Commissioners have agreed on certain modifications to the Manager's
45 Recommended Budget as presented in the 2013-14 County Manager's Recommended
46 Budget on May 21, 2013;
47
48 NOW THEREFORE BE IT RESOLVED, that the Orange County Board of Commissioners
49 expresses its intent to adopt the 2013-14 Orange County Budget Ordinance on Tuesday,
50 June 18, 2013, based on the following stipulations:
51
52 11 Property Tax Rates
53
20
1 a) The ad valorem property tax rate shall be set at 85.8 cents per $100 of assessed
2 valuation.
3
4 b) The Chapel Hill-Carrboro City Schools District Tax shall be set at 20.84 cents per
5 $100 of assessed valuation.
6
7 c) The Fire District and Fire Service District tax rates shall be set at the following
8 rates (all rates are based on cents per$100 of assessed valuation):
9
10
11
• Cedar Grove 7.36
• Greater Chapel Hill Fire Service District 15.00
• Damascus 8.80
• Efland 7.00
• Eno 7.99
• Little River 4.06
• New Hope 9.45
• Orange Grove 6.00
• Orange Rural 7.36
• South Orange Fire Service District 10.00
• Southern Triangle Fire Service District 8.80
• White Cross 8.80
12
13
14 al County Employee Pay and Benefits Plan
15 Provide a County employee pay and benefits plan that includes:
16 a. Cost of Living Adjustment (COLA) of 2.0% for all permanent employees hired on or
17 before June 30, 2013, effective July 1, 2013.
18 b. Increase the salary range maximums by 2.5% to allow those employees at or
19 exceeding the range to receive the 2.0% COLA.
20 c. An Employee Performance Award in the amount of$500 (proficient performance) or
21 $1,000 (exceptional performance), effective with WPPR review dates from July 1,
22 2013 to June 30, 2014.
23 d. Continue the $27.50 per pay period County contribution to non-law enforcement
24 employees' supplemental retirement accounts and implement a County match of up to
25 $46.15 per pay period of each employee's salary; continue the mandated Law
26 Enforcement Officer contribution of 5.0% of salary; and increase the County's
27 contribution to the Local Governmental Employees' Retirement System (LGERS) for
28 all permanent employees.
29 e. Funding to address an employee health insurance increase up to 8.0% over current
30 premiums, effective January 1, 2014.
31 f. Maintaining the Living Wage at $10.97 per hour.
32 g. Extending the six-month hiring delay and the voluntary furlough program.
33 h. Addressing increased costs for Retiree Health Benefits.
34
35 Modifications to County Manacier's FY 2013-14 Recommended Annual Operatinci
36 Budget
37
21
1 The following modifications to the County Manager's Recommended Budget have
2 been made:
3
Revenues Increase I Decrease
Manager's Recommended Revenue Budget $185,921,190
BOCC Appropriation $1,823,809
Eliminate Animals Service's Proposed Fee Change for Microchips Program ($11,500)
Total Revenue Changes $1,823,809 ($11,500)
Revised Revenue Budget 187,733,499
Expenditures Increase I Decrease
Manager's Recommended Expenditure Budget $185,921,190
Space Needs Analysis $25,000
Eliminate Operational Funds Animal Service's Proposed Fee Change ($2,587)
Eliminate Proposed Public Affairs Position and Related Expenses ($122,052)
Social Justice Fund $250,000
Outside Agencies:Additional Funding for Habitat for Humanity's A Brush $10,000
with Kindness Program
Outside Agencies:Additional Funding for Marion Cheek Jackson Center $4,500
Outside Agencies:Additional Funding for ArtsCenter $3,000
Outside Agencies:Additional Funding for Voices Together $5,000
Outside Agencies:Additional Funding for Boys &Girls Club $5,000
Outside Agencies:Additional Funding for Piedmont Agricultural Food Ctr $10,400
Outside Agencies:Additional Funding for El Futuro $5,500
Outside Agencies: Partially Fund Roger Eubanks Rd Neighborhd Assoc. $1,000
Outside Agencies:Additional Funding for Senior Care of Orange County $5,000
Schools: Increase Per Pupil Allocation by$81 $1,612,548
Total Expenditure Changes $1,936,948 ($124,639)
4 Revised Expenditure Budget $187,733,499
5
22
1 Ai Changes in Funding to Improve Service Delivery (Increase in FTE Approved)
General Fund
One-Time Offsetting
Salary and Operating Revenue or Net County
Department Position Effective Date FTE Change Benefits Costs Start-Up Cost Cost Total
Costs Savings
,
Animal Services Administrative Assistant I January 1,2014 1.000 $21,981 $0 $1,400 $6,300 $17,081
Animal Services Animal Control Officer July 1,2013 1.000 $45,756 $9,7891
$2,677 $58,222, $0
,
Board of County Commissioners Assistant to the Clerk July 1,2013 1.000 $45,755 $0 $0 $9,215 $36,540
Emergency Services Quality Assurance/Training January 1,2014 1.000 $26,937 $660 $1,339 $0 $28,936
Officer
Emergency Services Telecommunicators January 1,2014 4.000 $95,276 $1,160 $0 $0 $96,436
Emergency Services EMS Assistant Supervisors Janaury 1,2014 4.000 $107,876 $1,972 $0 $0 $109,848
1
Health 1 Dental Hygienist July 1,2013 0.300 $18,701 $0 $0 $18,701 $0
Health Senior Public Health Educator July 1,2013 1.000 $58,360 $0 $0 $0 $58,360
Information Technologies Network Engineer January 1,2014 1.000 $41,399 $0 $3,400 $0 $44,799
Information Technologies Applications Division Head January 1,2014 1.000 $43,328 $0 $3,400 $0 $46,728
Information Technologies Applications Systems Analyst April 1,2014 1.000 $18,955 $0 $3,400 $0 $22,355
Information Technologies Applications Systems Analyst April 1,2014 1.000 $18,955 $0 $3,400 $0 $22,355
Information Technologies Applications Systems Analyst May 1,2014 1.000 $12,639 $0 $3,400 $0 $16,039
Information Technologies Applications Systems Analyst May 1,2014 1.000 $12,639 $0 $3,400 $0 $16,039
Library Services Library Assistant I July 1,2013 0.200, $9,215 $0 $0 $9,215 $0
(increase in Hours/FTE)
1
Administrative Assistant II
Library Services (increase in Hours/FTE) July 1,2013 0.125 $5,444 $0 $0 $0 $5,444
2 Total I I 19.625 I $583,216 I $13,581 I $25,816 I $101,653 I $520,960
3
Solid Waste Enterprise Fund
One-Time Offsetting
Salary and Operating Revenue or Net County
Department Position Effective Date FTE Change Benefits Costs Start-Up Cost Cost Total
Costs Savings
Solid Waste Convenience Center Operator July 1,2013 0.625 $27,739 $0 $0 $0 $27,739
Solid Waste Convenience Center Operator July 1,2013 0.625 $27,739 $0 $0 $0 $27,739
I
Convenience Center Operator
Solid Waste (increase in Hours/FTE) July 1,2013 0.250 $6,387 $0 $0 $0 $6,387
I
Convenience Center Operator
Solid Waste (increase in Hours/FTE) July 1,2013 0.125 $3,192 $0 $0 $0 $3,192
I
Convenience Center Operator
Solid Waste (increase in Hours/FTE) July 1,2013 0.250 $6,387 $0 $0 $0 $6,387
I
Convenience Center Operator
Solid Waste (increase in Hours/FTE) July 1,2013 0.125 $3,192 $0 $0 $0 $3,192
4 Total I I 2.000 I $74,636 I $0 I $0 I $0 I $74,636
5
6
23
Grant Project Fund
One-Time Offsetting
Salary and Operating Revenue or Net County
Department Position Effective Date FTE Change Benefits Costs Start-Up Cost Cost Total
Costs Savings
2 Registered Dietician(Two Year
Health Tme-Limited) July 1,2013 1.000 $62,647 $0 $0 $62,647 $0
Social Services 3 Social Worker II July 1,2013 1.000 $54,360 $0 $1,400 $55,760 $0
Social Services 3 Social Worker II July 1,2013 1.000 $54,360 $0 $1,400 $55,760 $0
Total I I 3.000 I $171,367 I $0 I $2,800 I $174,167 I $0
2 Offsetting revenue includes grant funds and revenue from third party billing.
1 3 Offsetting revenue includes grant funds.
2
3
4 51 General Fund Appropriations for Local School Districts
5
6 The following FY 2013-14 General Fund Appropriations for Chapel Hill Carrboro City
7 Schools and Orange County Schools are approved:
8
9 a) Current Expense appropriation for local school districts totals $65,079,252 and
10 equates to a per pupil allocation of$3,269.
11
12 1) The Current Expense appropriation to the Chapel Hill Carrboro City Schools is
13 $40,019,098.
14
15 2) The Current Expense appropriation to the Orange County Schools is
16 $25,060,154.
17
18 b) Recurring Capital appropriation for local school districts totals $3,000,000
19
20 1) The Recurring Capital appropriation to the Chapel Hill Carrboro City Schools
21 totals $1,845,000.
22
23 2) The Recurring Capital appropriation to the Orange County Schools totals
24 $1,155,000.
25
26 c) Long Range (Pay-As-You-Go) Capital appropriation for local school districts totals
27 $3,724,849.
28
29 1) The Long-Range (Pay-As-You-Go) Capital appropriation to the Chapel Hill
30 Carrboro City Schools totals $2,290,782.
31
32 2) The Long-Range (Pay-As-You-Go) Capital appropriation to the Orange County
33 Schools totals $1,434,067.
34
35 d) School Related Debt Service for local school districts totals $16,632,550.
36
37 e) Fair Funding appropriation for local school districts totals $988,000. This
38 appropriation is to be split 50/50 between Chapel Hill Carrboro City Schools and
39 Orange County Schools.
40
41
24
1 f) Additional County funding for local school districts totals $1,921,503.
2
3 (1) School Health Nurses — Total appropriation of $683,706 with $451,651
4 allocated for Chapel Hill Carrboro City Schools and $232,055 allocated for
5 Orange County Schools.
6
7 (2) School Social Workers — Total appropriation of$692,283 allocated in the
8 Department of Social Services to provide School Social Workers to
9 Orange County Schools.
10
11 (3) School Resource Officers — Total appropriation of$545,514 allocated in
12 the Sheriff's Department to provide School Resource Officers to Orange
13 County Schools.
14
15 6) County Fee Schedule
16
17 To adopt the County Fee Schedule to include changes in the FY 2013-14 Manager's
18 Recommended Annual Operating Budget.
19
20 Chair Jacobs thanked all staff members for their hard work.
21
22 A motion was made by Commissioner Gordon seconded by Commissioner Rich to
23 adopt the Resolution of Intent to Adopt FY2013-14 Annual Operating Budget
24 Approval of Resolution of Intent to Adopt FY2013-14 Annual Operating Budget at the Board
25 of County Commissioners Regular Meeting on June 18, 2013
26
27 VOTE: UNANIMOUS
28
29 A motion was made by Commissioner Pelissier seconded by Commissioner Dorosin to
30 adjourn the meeting at 11:00 pm.
31
32 VOTE: UNANIMOUS
33
34
35 Barry Jacobs, Chair
36
37
38 Donna Baker
39 Clerk to the Board
40
41
42
1
1 Attachment 2
2
3 DRAFT MINUTES
4 BOARD OF COMMISSIONERS
5 REGULAR MEETING
6 September 5, 2013
7 7:00 p.m.
8
9 The Orange County Board of Commissioners met in regular session on Thursday, September 5,
10 2013 at 7:00 p.m. at the DSS offices, in Hillsborough, N.C.
11
12 COUNTY COMMISSIONERS PRESENT: Chair Jacobs and Commissioners Mark Dorosin, Alice M.
13 Gordon, Barry Jacobs, Earl McKee, Bernadette Pelissier, Renee Price
14 COUNTY COMMISSIONERS ABSENT: Penny Rich
15 COUNTY ATTORNEYS PRESENT: John Roberts
16 COUNTY STAFF PRESENT: County Manager Frank Clifton, Assistant County Managers Michael Talbert,
17 Clarence Grier, Cheryl Young and Clerk to the Board Donna Baker (All other staff members will be
18 identified appropriately below)
19
20 NOTE: ALL DOCUMENTS REFERRED TO IN THESE MINUTES ARE IN THE PERMANENT AGENDA
21 FILE IN THE CLERK'S OFFICE.
22
23 1. Additions or Chancres to the Acienda
24 The Chair reviewed the items at the County Commissioners' places:
25 - Pink sheet— Item 4b— Resolution Commending the Northern Orange Education Task Force, Its
26 Founders and the Sankofa Award Recipients —revisions
27
28 - Addition to the agenda — Item 4c— Economic Development Project Morinaga
29 A motion was made by Commissioner McKee, seconded by Commissioner Pelissier to add this item
30 to the agenda.
31 VOTE: UNANIMOUS
32
33 - Addition to the agenda — Item 5u — BOCC Meeting Calendar changes
34 A motion was made by Commissioner Dorosin, seconded by Commissioner McKee to add this item to the
35 agenda.
36 VOTE: UNANIMOUS
37
38 - White sheets — Item 6b— Cell towers
39 - Yellow sheet— Item 7b— MPO voting changes
40 - Handout from OUTBoard Rural Road Safety Guidelines
41
42 2. Public Comments
43
44 a. Matters not on the Printed Acienda
45
46 Don O'Leary said while the Commissioners have been on break the Obama regime has been busy
47 with Syria and the gas situation. He said the pictures on the news were photo ops, and the kids were fine.
48 He said there were samples of hair taken that showed this was only from drinking chloride. He said it is
49 time to re-consider the County's association with ICLEI and agenda 21. He said ICLEI wants want to re-
50 farm America and give it back to the Indians. He asked the Board to please reconsider their association
51 with ICLEI.
52 Madison McCann represents the American Cancer Society and came to promote Relay for Life.
53 She gave some history on the event, which started in 2001 and has raised over 1.5 million dollars. She
54 asked the Board for suggestions for possible sites and volunteers. She noted that $5.9 million was given to
2
1 UNC through grants from the American Cancer Society. She mentioned research studies being funded by
2 Relay for Life and expressed her desire to keep this event going.
3 b. Matters on the Printed Agenda
4
5 3. Petitions by Board Members
6 Commissioner Pelissier asked staff to review the policy regarding the type of vehicles allowed at
7 Solid Waste Convenience Centers (SWCC). She said a citizen contacted her with questions about a
8 prohibited vehicle that weighs more than a ton, yet has dimensions similar to an SUV or van. She noted
9 that many of the restrictions and rules were put in place before such heavy vehicles were commonly used.
10 Commissioner McKee concurred with the need to evaluate these policies.
11 Chair Jacobs said Michael Talbert confirmed today that staff is going to do a report about this, as
12 well as other SWCC's issues.
13 Chair Jacobs asked about the Efland downtown plan. He thought the plan was to be brought back
14 in 6 months with an update from staff, and he questioned when the Board would see this again.
15
16 4. Proclamations/ Resolutions/ Special Presentations
17
18 a. Proclamation Recognizing UNC Women's Lacrosse 2013 NCAA Championship
19 The Board considered a proclamation recognizing the UNC Women's Lacrosse Team for winning
20 the 2013 NCAA Division I Women's Lacrosse National Championship and authorized the Chair to sign.
21 Coach Levy gave brief history about lacrosse and the UNC Team.
22 Commissioner Dorosin read the proclamation:
23
24 ORANGE COUNTY BOARD OF COMMISSIONERS
25 PROCLAMATION OF RECOGNITION ON
26 UNC WOMEN'S LACROSSE TEAM WINNING THE
27 2013 NCAA LACROSSE NATIONAL CHAMPIONSHIP
28
29 WHEREAS, on May 26, 2013, the University of North Carolina women's lacrosse team captured the NCAA
30 Division I Women's Lacrosse National Championship; and,
31
32 WHEREAS, under the guidance of Head Coach Jenny Levy, the UNC women's lacrosse team earned its
33 first NCAA National Championship title; and,
34
35 WHEREAS, the Tar Heels completed the season in the longest NCAA women's lacrosse championship
36 game in the history of the tournament, going into triple overtime; and,
37
38 WHEREAS, the UNC women's lacrosse team finished the year with a 18-3 record; and,
39
40 WHEREAS, Coach Levy continues to emphasize the importance of education for her college athletes when
41 the team, in the spring of 2012, posted the best academic semester in its recorded history with
42 a team GPA of 3.227; and,
43
44 WHEREAS, through hard work, dedication, teamwork, and commitment, the Tar Heels have brought honor
45 upon themselves, the University of North Carolina, Orange County and the State of North
46 Carolina;
47
48 NOW, THEREFORE, be it proclaimed that the Orange County Board of Commissioners expresses its
49 sincere appreciation and respect for the University of North Carolina women's lacrosse team,
50 for the Tar Heels' outstanding achievement, and for their inspiration to youth across the nation
51 through their dedication, teamwork, and athletic prowess.
52
53
3
1 This, the fifth day of September 2013.
2
3 A motion was made by Commissioner Price, seconded by Commissioner McKee to approve a
4 proclamation recognizing the UNC Women's Lacrosse Team for winning the 2013 NCAA Division
5 Women's Lacrosse National Championship and authorize the Chair to sign.
6
7 VOTE: UNANIMOUS
8
9 b. Resolution Commendinci the Northern Orange Education Task Force, Its Founders and the
10 Sankofa Award Recipients
11 The Board considered a resolution commending the Northern Orange Education Task Force, its
12 founders and the Sankofa Award recipients and authorized the Chair to sign.
13 Mr. Keith Cook and representatives from the Northern Orange Education Task Force were present,
14 and gave information on the history and significance of the name. A Sankofa is an African bird that bends
15 his head backwards while flying. This posture is necessary to help fetch and bring someone along.
16 Task force members, Kenneth Woods, Lawrence Saunders, Anna Kenyon, and Denita Thompson
17 were introduced.
18 Mr. Cook thanked Commissioner Price for coming to the ceremony and he noted that this is a labor
19 of love. He said he has attended many graduation ceremonies over the years and saw a minimal number
20 of minorities represented, which led to the creation of this group. He said it created its own criteria of a
21 minimum 3.0 grade point average requirement to be recognized. He said 125-200 students are recognized
22 every year. He thanked the Board for their support.
23 Commissioner Price read the resolution:
24
25 ORANGE COUNTY BOARD OF COMMISSIONERS
26
27 RESOLUTION COMMENDING THE NORTHERN ORANGE EDUCATION TASK FORCE, ITS FOUNDERS
28 AND THE SANKOFA AWARD RECIPIENTS
29
30 Whereas, in 2007, concerned members of the Orange County community convened and established the
31 Northern Orange Education Task Force, inclusive of the Sankofa Award Committee, under the guidance of
32 Mr. Keith Cook and in partnership with Orange County Schools; and
33
34 Whereas, the mission of the Northern Orange Education Task Force is "to collaborate with Orange County
35 Schools, parents, families and the Northern Orange community in promoting a sound basic education for all
36 Orange County Schools students in a healthy, safe and supportive environment while addressing the needs
37 of minority students"; and
38
39 Whereas, the vision of the Northern Orange Education Task Force is "to serve as an advocate for Northern
40 Orange parents and actively involve the community as a catalyst for change in building understanding and
41 support for all students," and "to ensure accountability and equity in a healthy, safe and supportive
42 environment"; and
43
44 Whereas, since 2008, a total of 1,356 students have satisfied the requirement to receive the Sankofa
45 Award, having achieved and maintained a 3.0 or higher grade average throughout the school year; and
46
47 Whereas, the 6th Annual Minority Student Academic Achievement Awards Program was held in June 2013,
48 whereupon 253 high school students were honored with Sankofa Awards;
49
50 NOW, THEREFORE, BE IT RESOLVED that the Orange County Board of County Commissioners, on
51 behalf of the Orange County community, commends the members of the Northern Orange Education Task
52 Force, Mr. Keith Cook and Orange County Schools for their commitment to closing the academic
53 achievement gap among minority students, and to promoting self confidence within minority students; and
54
4
1 THEREFORE BE IT FURTHER RESOLVED, that the Orange County Board of County Commissioners, on
2 behalf of the Orange County community, congratulates these young women and men who worked diligently
3 and received the Sankofa Award over the past six years, and looks forward to continued excellence in
4 achievement among all Orange County students.
5
6 This, the 5th day of September 2013.
7
8 A motion was made by Commissioner McKee, seconded by Commissioner Pelissier to approve a
9 resolution commending the Northern Orange Education Task Force, its founders and the Sankofa Award
10 recipients and authorize the Chair to sign.
11
12 VOTE: UNANIMOUS
13
14 *ADDITION TO THE AGENDA:
15 c. Economic Development Project— Morinaga —Japanese Confectionary Company
16 Frank Clifton said this is a significant achievement for Orange County. He provided a green print out
17 of the top ten taxpayers in Orange County in 2011. He noted that the top two are privately owned, and he
18 said this new company will be number three.
19 He noted that there is a planned second phase for the company. He said this is only 20 acres out of
20 700 acres that have been re-zoned for commercial development in the Buckhorn EDD. He said the
21 company has the potential to produce $100 million in asset valuation in Orange County.
22 Steve Brantley introduced Ellen Tai from his department and noted that she came from Department
23 of Commerce and speaks fluent Mandarin Chinese. He recognized Yvonne Scarlett from his office, as well
24 as staff from the planning department.
25 He presented the following PowerPoint slides and information:
26 .
-
27 MORINAGA & CO., LTD. MORINAGA
28
29
30 Summary of Project Rainbow's 2012 -2013 Recruitment to Orange County
31
32 Presentation to the Orange County Board of County Commissioners
33
34 September 5, 2013
35
36
37 Purpose:
38 • Summarize Orange County's successful recruitment of the world-class Japanese confectionary &
39 candy maker, Morinaga & Co., Ltd., and its' USA subsidiary Morinaga America, Inc., which has
40 selected a light manufacturing site in the Buckhorn Economic Development District for the firm's first
41 American manufacturing operation.
42
43 • Review the company's plans to produce their "Hi-Chew" candy product, invest $48 million in a new,
44 construct a state-of-the-art 120,000 sq. ft. clean USDA-spec manufacturing facility, and create 90 -
45 120 new career opportunities with competitive salaries, health and retirement benefits for our
46 residents.
47
48 • Describe the extensive efforts made by Orange County, the City of Mebane, the State of North
49 Carolina, and other key players, following 11 separate visits by the company and its consultant to
5
1 Orange County over the previous 19 months, and how we eventually won "Project Rainbow"
2 throughout a highly competitive, multi-state site selection process.
3
4 • Outline the specific site location, the required infrastructure to the property, the financial obligations
5 and funding resources to fully develop the site, and local and state incentives.
6
7 • Note the transformative effect our Morinaga success story now offers to illustrate Orange County's
8 efforts to diversify our local economy and tax base, to create more and better jobs for our residents.
9 Show how the Board of County Commissioners' commitment to preparing our Economic
10 Development Zones with utilities, zoning, incentives, and thoughtful use of the quarter cent sales tax
11 for economic development, has proven to be a winning formula for the long term. And, highlight the
12 public's commitment to economic development via its favorable vote on the quarter cent sales tax.
13
14
15 Company Description:
16 • Morinaga & Co., which was founded 114 years ago in 1899 in Tokyo, Japan, is a major
17 international confectionary & candy maker. With $1.75 billion in global sales revenue comprised of
18 53% in chocolates, caramel & biscuits, 19% in ice cream & frozen foodstuffs, 16% in health
19 products, and 12% in cocoa/cake mix foodstuffs, the firm is Asia's equivalent to a Hershey's, Mars
20 or Nestle.
21
22 • In Japan, which is the world's #2 overall largest candy and confectionary market (behind the USA),
23 the Company has over 40 different product lines, where it holds the #1 Japanese domestic market-
24 share for candy. Morinaga ranks similar to Kellogg Company in terms of retail sales.
25
26 • Among Japan's top 3 competing confectionary makers, Morinaga ranks #1 for candy & caramel
27 products, #2 for biscuits, and #3 for chocolate products. The chewy fruit flavored snack that holds
28 the#1 spot within Japan, and which the company will produce here in Orange County, is called "HI-
29 CHEW".
30
31 • Morinaga is aggressively marketing HI-CHEW across the United States and has successful store
32 displays at Target, COSTCO, 7 Eleven, and Kroger, and is found locally at the Streets at South Point
33 Mall ("It's Sugar", "World Market").
34
35 • Additional product lines include frozen desserts (19%), foodstuffs (10%), and the internationally-
36 renowned Weider-brand health care products such as energy drinks, nutritional vitamin/mineral
37 supplements & protein bars, & collagen-based beauty products (16% of sales).
38
39 • Morinaga America, Inc., led by Mr. Masao Hoshino, was established in Los Angeles in 2008 for the
40 purpose of introducing the company's various product lines, starting with HI-CHEW.
41
42 • Overseas partners include serving as the trademark distributor, licensee or supplier for world-class
43 confectionary companies such as Disney Japan, SUNKIST Growers, PEZ, Perfetti van Melle (Italy),
44 Storck (Germany), Dare Foods (Canada) and Barry Callebaut AG (Switzerland).
45
46 • Management's corporate philanthropy strives to be a "company that improves the lives of children
47 worldwide". The firm partners with international NGOs in developing nations, and places a special
48 emphasis promoting healthy nutrition, and funding for school facilities and educational supplies,
49 especially among West African countries.
50
51 • First Japanese corporation to be affiliated with the World Cocoa Foundation (WCF), which was
52 established with the objective to foster a sustainable cocoa industry, and prevent the use of child
53 labor in developing nations. This is achieved through the environmental protection of regions where
54 major global chocolate corporations cultivate cocoa, and through economic and social development.
6
1 Technical guidance and training support is provided to cocoa farmers through various programs that
2 protect the natural and social environment.
3 Chronology of Events:
4 Project Rainbow made a total of 11 site selection visits to Orange County, over the previous 19 months, as
5 follows:
6
7 • February 1, 2012 N.C. Department of Commerce first contacted Orange County regarding an
8 unidentified site search for "Project Rainbow".
9 • April 5 — 6, 2012 First visit to see sites in NC & Orange County by Morinaga America & the
10 firm's Portland, OR-based site selection consultant, InSpec Group.
11 • May 18, 2012 Morinaga America & consultant returned to see NC and Orange County sites.
12 • July 11 — 16, 2012 Morinaga America & consultant returned to Orange County.
13 • August 22, 2012 Consultant returned to Orange County. No other NC sites were visited.
14 • August 27, 2012 BOCC first met in closed session to discuss a potential incentive.
15
16 • January 11, 2013 Morinaga & Co.'s senior staff from Japan, Managing Director Toru Arai &
17 Senior Managing Director Osamu Noda, travelled from Tokyo to see the
18 Orange County (and Atlanta) sites, and met with Governor McCrory & N. C.
19 Dept. of Commerce Secretary Decker.
20 • January 24, 2013 BOCC received a second closed session briefing on the project.
21 January 31, 2013 Orange County was notified it had emerged as one of 2 finalist locations,
22 along with a competing site near Atlanta.
23 • March 19 — 21, 2013 Morinaga America's President from Los Angeles, Masao Hoshino, visited &
24 met with BOCC in closed session; Orange County's proposed incentive was
25 discussed and tentatively approved.
26 • April 14 — 15, 2013 Consultant returned.
27 • June 11, 2013 Consultant returned.
28 • July 1, 2013 Mr. Toru Arai, who first visited Orange County in January 2013, was promoted
29 to President of Morinaga & Co., Ltd. in Japan.
30 • July 10 — 12, 2013 Chairman Gota Morinaga visited to review our site and meet with the
31 Governor.
32 • July 20, 2013 Morinaga & consultant returned to view additional acreage.
33 • August 30, 2013 Morinaga & consultant returned to observe the site survey.
34 • September 3, 2013 Official public announcement of Morinaga's decision to select Orange County.
35 • September 17, 2013 Next scheduled consultant visit to discuss site infrastructure development.
36
37
38 Competition & Initial Site Search:
39 In early 2012, Morinaga and site selection consultant InSpec Group began a multi-state site search to
40 identify a "Hi-Chew" manufacturing location. Competition for this project included the following
41 communities:
42 • Portland, OR
43 • Ontario, Canada
44 • Philadelphia, PA
45 • Richmond, VA
46 • Atlanta, GA
47 • North Carolina (18 total sites in 12 counties)
48
49
50 Morinaga's Planned Investment in Orange County:
51 On September 3, 2013 the company announced its' decision to invest in Orange County, as follows:
52 • Capital Investment: $48 million
53 • Employment: 90 - 120 jobs
54 • Average Salary: $37,969
7
1 • Annual Payroll, w/ benefits: $3.4 million
2 • Facility Size & Type: 120,000 sq. ft.
3 • Type of Operation: Production of fruit flavored candy snack "Hi-Chew"
4 • Site Size: 21.00 acres (Buckhorn Economic Development District)
5
6 Although the Company has not committed to making any additional investment at this time, we anticipate a
7 plant expansion of equal size may eventually occur, since the property is large enough to accommodate an
8 idential "Phase Two" expansion. Company comments also support this long-term growth plan.
9
10
11
12 Site Location in the Buckhorn Economic Development District:
13 • The 21.00 acre tract is part of the "W. H. Wilson Family Investment Group LLC" property, PIN #
14 9824459890. Located adjacent to Ben Wilson Road, south of and facing Interstate 1-40/1-85, and
15 near the Orange/Alamance county line in the City of Mebane. Site is part of a cleared 57-acre field
16 facing the highway, and opposite the Armacell facility and Tanger Mall.
17
18 • Site is located within the County's "Buckhorn Economic Development District" and was rezoned by
19 the BOCC in 2012 to O/1 (Office/Institutional) to promote business recruitment. Site is currently
20 undeveloped without infrastructure. The owner is in the process of applying to the City of Mebane
21 to have this property annexed and rezoned.
22
23 • The utility infrastructure and road access improvements required to the make Orange County's site
24 competitive to attract Project Rainbow will also make adjacent properties in the Buckhorn Economic
25 Development District more developable, attractive and competitive to appeal to future business
26 prospects.
27
28 • In comparison, Project Rainbow's other finalist location, near Atlanta, offered the company a lower-
29 priced and established business park with all required infrastructure and tenants already in place,
30 thereby giving the company a greater comfort level as it evaluated advantages (incentives, business
31 costs, logistics, etc.) between that location and Orange County's largely undeveloped site.
32
33 Site Location in the Buckhorn Economic Development District:
34 • The N. C. Department of Commerce has pre-qualified Project Rainbow and Orange County as
35 eligible co-applicants to receive a grant up to $750,000 from the State of North Carolina's
36 "Community Development Block Grant" (CDBG) industrial program. This State grant will
37 reimburse the County for 75% of the required water & sewer extension costs, and the
38 preliminary engineering for the access road to the site, with Orange County providing a
39 required 25% local match for the remaining cost. The estimated total cost to extend water
40 and sewer to the site, and design the road improvement may be approximately$700,000, but
41 the County's portion will be only 25% of that amount with the CDBG's reimbursement
42 assistance.
43
44 • One of the criteria specific to the CDBG program is that among the total number of jobs Morinaga
45 commits to create in the first 3 years, at least 60% of those 90 — 120 total jobs must directly relate to
46 persons who are qualified as coming from low or moderate incomes, prior to coming to work for the
47 company. This population is typically a County resident who is either unemployed or
48 underemployed, and who has an income level at, or below 80% of the County's median income.
49 This is the same criteria as used by the County's affordable housing department to qualify low and
50 moderate income residents for Section 8 housing vouchers. Morinaga's projected average salary of
51 $37,969 will meet this requirement.
52
53 • The cost to extend a 12" water line a distance of 3,700 linear feet to the site is estimated at
54 $375,000 and the cost to extend a 10" sewer line a distance of 1,500 linear feet to the site is
8
1 estimated at $200,000. Estimated design and construction time is 12 months. Also, the cost to
2 design the 2,500 foot access road, (which NCDOT has agreed to build), may cost at least
3 $100,000. In addition to the State's CDBG funding to reimburse Orange County for 75% of total
4 utility and road improvements to the site, the County's "Article 46" 1/4 cent sales tax proceeds are
5 also available, if needed.
6
7 • PSNC Energy will need to extend a natural gas line from the existing 4' line along Ben Wilson Road
8 to the site. The cost for this line extension will be paid entirely by PSNC Energy, and at no cost to
9 Orange County or the company.
10
11 • Duke Energy will deliver all electrical power to the property, to include installing transformers and
12 underground power lines at the site, and at no cost to Orange County or the company.
13
14 • N. C. Department of Transportation has committed to extend the existing Ben Wilson service road
15 adjacent along the highway and up to Morinaga's site. The $500,000 cost to build the 2,500 foot
16 access road will be fully paid by the State of North Carolina and NCDOT. There is no cost to
17 Orange County or the company. NCDOT has verbally committed to funding the access road from
18 a combination of several State resources. Estimated design and construction time is 12 months.
19
20 • In future years, NCDOT anticipates a further extension of this new service road eastward toward
21 Mattress Factory Road, which could favorably influence the State's "Transportation Improvement
22 Plan" (TIP) prioritization to eventually make Mattress Factory Road a full interchange. This needed
23 interchange would serve to improve traffic flow for existing and future truck and employee vehicles
24 throughout the Buckhorn Economic Development District.
25
26 Local & State Financial Incentives:
27 • The Orange County Board of County Commissioners first met in closed session on August 27, 2012
28 and discussed the recommended "performance-based" grant to encourage the company's eventual
29 selection of Orange County.
30
31 • The BOCC met a second time in closed session on January 24, 2013 to discuss the project, and
32 met a third time on March 19, 2013 (during the visit and presentation by Morinaga America's
33 President Masao Hoshino) and voted to tentatively approve the proposed County incentive offer.
34
35 • The Orange County performance-based incentive is calculated as follows: up to 75% of the
36 taxable value of the project's $48.0 million capital investment, for as long as 5 years. This
37 recommended grant will make possible a competitive Orange County incentive of
38 approximately $308,000 annually for 5 years, or, approximately$1.5 million total. The
39 County's performance grant would include a "claw-back" provision in the contract with the company
40 to ensure that the firm's annual target for capital investment and jobs creation is first verified before
41 any County incentive would be provided over the initial 5-year term. The Company will also be
42 required to provide health insurance for its employees during the incentive period, just as required
43 by the State's incentive grant. This information was outlined in the County's commitment letter,
44 dated March 19, 2013 from Orange County Manager Frank Clifton. Orange County will eventually
45 hold a public hearing for the proposed incentive to Morinaga.
46
47 • The City of Mebane, which will annex and rezone the proposed site at the landowner's request, has
48 tentatively approved a supplemental local incentive package to the company (specific $ amount to
49 be determined) of the project's $48 million capital investment. The City of Mebane will hold a public
50 hearing for the proposed incentive to Morinaga.
51
52
53
9
1 • The State of North Carolina has offered the company a $264,000 grant from the "One N. C.
2 Fund" discretionary grant program. Refer to the attached commitment letter, dated January 4,
3 2013 from the North Carolina Department of Commerce's Deputy Secretary Dale Carroll. Also,
4 NCDOT has committed to provide approximately $500,000 to build a 2,500 foot road access
5 improvement by extending the current Ben Wilson service road parallel to the interstate up to the
6 Company's 21-acre site. Technical training for new employees, valued at $150,000 or higher, will
7 be provided by the Hillsborough campus of the N. C. Community College System's Durham
8 Technical Community College.
9
10 • And finally, pre-screening of job applicants will be provided by the State's Employment
11 Security Commission office in Chapel Hill office, to help identify Orange County residents who
12 wish to gain employment with this company.
13
14
15 Summary of State & Local Financial Incentives:
16 State of North Carolina
17 • "One NC Fund" Grant $264,000
18 • Durham Technical Comm. College training $150,000
19 • NCDOT Extension of Ben Wilson Road $500,000
20 $914,000
21
22 • Community Development Block Grant $ to be determined
23 (75% reimbursement of Orange County's total initial cost to extend water and sewer to site)
24
25 Orange County
26 • Performance Grant $1,500,000
27 ($308,000 annually X 5 years)
28
29 • Community Development Block Grant $ to be determined
30 (25% co-pay of Orange County's total initial cost to extend water and sewer to site, & road design)
31
32 City of Mebane
33 • Performance Grant $ to be determined
34
35
36 Recommendation to the BOCC:
37 The Board of County Commissioners will schedule the public hearing, at a later date, for consideration of
38 the County-sponsored incentive for Morinaga. All incentives from the County will come from the County
39 property tax revenues that Morinaga generates after it is in operation, supplemented by proceeds from the
40 1/4 cent sales tax.
41
42 Partners in the Successful Recruitment Process:
43 Key Participants
44 • State of North Carolina
45 (Governor McCrory & Secretary of Commerce Sharon Decker)
46 • North Carolina Department of Commerce
47 (Business/Industry Development Division & Commerce Finance Division)
48 • Orange County
49 (Board of County Commissioners, Manager's Office, Economic Development,
50 Planning & Inspections, Visitor's Bureau, Public Affairs)
51 • City of Mebane
52 (Mayor & City Manager's office)
53. Durham Technical Community College
54 (Hillsborough campus)
10
1 • North Carolina Community Colleges System
2 • North Carolina Department of Transportation
3. InSpec Group
4 (Site selection consultant from Portland, OR)
5 Other Participants
6 • University of North Carolina at Chapel Hill
7 (Chancellor's Office; Office for Innovation & Entrepreneurship)
8 • Progress Duke Energy
9 • PSNC Energy
10 • Research Triangle Regional Partnership
11 • Land owner
12
13 Chronoloqy of Morinaga & Co., Ltd.:
14 1899: Taichiro Morinaga returns from San Francisco and establishes a candy and confectionery company
15 with partner Hanzaburo Matsuzaki, becoming the first to introduce Western-style snacks to Japan.
16 1914: After years of research, Morinaga launches a caramel candy, Hi-Chew, designed to appeal to the
17 Japanese market.
18 1917: Morinaga establishes a dairy operation in Japan.
19 1918: Morinaga becomes the first company to market chocolate bars in Japan.
20 1920: The Company begins production of powdered baby formula.
21 1925: The Company installs machinery and begins mass production of candies and confectionery.
22 1949: The dairy operation is spun off as a separate company, Morinaga Dairy Industries.
23 1956: Morinaga begins production of ice cream.
24 1964: The Company has a new hit product with the launch of Hi-Crown Chocolate.
25 1983: The Company launches a nutritional foods division and begins a product development and
26 marketing agreement with Weider, of the United States.
27 1995: The highly popular Weider in Jelly product line is launched.
28 2000: The Company launches a new corporate "power brand" strategy focusing on core brands and
29 product lines.
30 2004: A new manufacturing facility is completed in Shanghai in order to supply the market in China.
31
32
33 Company History:
34 Established in 1899 by Taichiro Morinaga, who had a pioneer spirit and the dream of"offering nutritious and
35 good-tasting confectionery to Japanese children,"Morinaga & Co. Ltd. was the first Western-style
36 confectionery manufacturer in Japan. During the past 114 years, Morinaga has carried out its corporate
37 operations guided by the vision, "We Offer Good Health with Delight & Taste."
38
39 One of Japan's leading candy and confectionery manufacturers, Morinaga & Co. Ltd. is also credited with
40 introducing Western-style treats to Japan at the dawn of the 20th century. After more than 114 years,
41 Morinaga has remained at the top of the Japanese candy industry, producing a strong line of candies,
42 chocolates, frozen desserts and snacks, and nutritional products. Entering the new century, Morinaga has
43 developed a new "power brand" strategy emphasizing its core product lines, which include Milk Cocoa,
44 Hotcake Mix, Amazake drinks, frozen desserts, and Weider in Jelly, a line of drinkable, gelatin-like drinks
45 marketed under license from the United States' Weider Nutrition International Inc.
46
47 The company also produces a number of other licensed candy products, including Pez and Werther's
48 Original. Morinaga operates five manufacturing facilities in the Tokyo region; the company also has a
49 manufacturing subsidiary in Taiwan and built a new plant in Shanghai, China. The company also operates
50 sales subsidiaries in Europe and North America, and sells its products in more than 26 countries. Listed on
51 the Tokyo Stock Exchange, Morinaga is led by Gota Morinaga, grandson of the company's founder.
52
53 Born in Kyushu, in the north of Japan, in 1863, founder Taichiro Morinaga went to work for his uncle, a
54 potter, in exchange for room and board after his father's death when Morinaga was just seven. Morinaga,
55 who had no formal education, became the bookkeeper of the pottery business, and then, at the age of 18,
11
1 was sent to Tokyo as the company's sales representative. Morinaga later went to work for a wholesale
2 company, rising to become manager of a branch office in Yokohama. Yet, after extending too much credit
3 to customers, the office went into debt. In order to repay his employer, Morinaga decided to try his luck in
4 California.
5
6 Taichiro Morinaga moved to San Francisco in 1887 and opened a hardware store, trading in high-quality,
7 high-priced goods--in a working class neighborhood. The business, which suffered equally from the
8 pervasive anti-Oriental sentiment of the era, soon failed and forced Morinaga to look elsewhere for a
9 livelihood.
10
11 Yet Morinaga's stay in the United States led him to an important discovery: candy. Japan had remained
12 closed to outside influences for more than 250 years, finally opening its borders to foreigners only in the
13 late 19th century. If the country's elite class had access to sweets--typically based on boiled beans--the
14 majority of the population had limited access to confectionery products, and sugar consumption in general
15 remained low. Milk and milk products were also absent from the Japanese diet. The opening of the
16 country's borders stimulated interest in all things foreign, and the country's growing foreign population
17 encouraged the import of Western-style confectionery and candy.
18
19 Taichiro Morinaga recognized that the growing foreign influence in Japan, and the country's readiness to
20 adopt attributes of Western culture, would inevitably extend to the country's eating habits. Morinaga
21 became determined to learn the art of candy making, in order to introduce new confectionery products to
22 the Japanese market. Despite the anti-Asian prejudice, Morinaga found a job as a janitor at a candy
23 factory, and there learned how to make candy.
24
25 By the end of the century, Morinaga was ready to return to Japan and start his own candy company. Before
26 leaving, Morinaga performed his own bit of market research, questioning members of San Francisco's
27 Japanese community and other Japanese visitors to the city on their candy preferences. Morinaga
28 discovered that the sweet most preferred by the people he questioned was marshmallows, at the time also
29 known as "angel food." The fluffy, egg white-and-sugar-based candy also resembled existing Japanese
30 confections, making it a natural first product.
31
32 Morinaga founded his business with partner Hanzaburo Matsuzaki in 1899, opening a small shop in the
33 Akasaka neighborhood of Tokyo. The business, called Morinaga Western Candy Confectionery, developed
34 quickly as the country eagerly greeted the new candy type. Morinaga himself acted as salesman, pushing a
35 cart from which he sold marshmallows, and other Western-styled cakes and candies. Among these were
36 caramels. This product represented even more of a novelty in Japan in that it contained butter--at a time
37 when dairy products still had not penetrated the Japanese diet. Morinaga's caramel sales were at first
38 limited to his foreign customers, as the Japanese shied away from the strange product. In addition, the
39 country's climate made it difficult to produce--and to eat--caramel, which tended to melt and become too
40 sticky to hold in the heat and humidity.
41
42 Morinaga set out to develop a new caramel recipe for the Japanese market, and by 1914 had perfected a
43 recipe that both appealed to the Japanese palate and also offered a longer shelf life. The new product
44 debuted in 1914, and was packaged in a pocket-sized yellow box. Known as Hi-Chew, the product became
45 a company flagship and one of its core products into the next century. In the meantime, the company's
46 strong marshmallow sales inspired the adoption of a logo, an angel, in 1905--the angel logo also fit in with
47 Morinaga's work as a missionary. The company adopted the name Morinaga Confectionery Inc. in 1912.
48
49 The success of Hi-Chew led Morinaga to seek its own source of dairy products, and in 1917 the company
50 set up a dairy operation, which became Morinaga Dairy Industries. A year later, the company launched a
51 new candy line, becoming the first to introduce the chocolate bar to Japan. Meanwhile, the company began
52 extending its dairy product line, launching its first powdered baby formula in 1920. That launch marked the
53 start of the company's involvement in the nutritional products category as well.
54
12
1 By the 1920s, Morinaga's sales had been growing steadily. To meet the rising demand, the company
2 installed its first production machinery--previously, production had been by hand--and launched mass
3 production in 1925. Over the next decades, the company continued to add to its production capacity,
4 opening four more plants, and adopting increasingly sophisticated, modernized production techniques. By
5 the 1980s, the company manufacturing operations had become fully automated.
6
7 In the meantime, the company continued developing new product lines. Among these were baby biscuits,
8 called Morinaga Manna, which the company began producing in 1930. In 1935, Hanzaburo Matsuzaki
9 became company president. The company took a leaf from its Western counterparts in the 1930s,
10 promoting holidays--such as Mother's Day starting in 1937--as a means of stimulating candy and
11 confectionery sales.
12
13 During World War II, Morinaga turned part of its resources toward the production of penicillin, saving a
14 good number of lives. Following the war, the company, now led by Taihei Morinaga, decided to split up its
15 operations, separating its dairy business into a separate company, which became known as Morinaga Dairy
16 Industries in 1949. That company then developed into one of Japan's major dairy groups. The two
17 companies nonetheless remained closely linked, sharing the angel logo and developing common products
18 and marketing campaigns.
19
20 The 1950s saw new expansion for the company. In 1954, its production capacity expanded with a new
21 band oven--the first to be brought into Japan. Two years later, Morinaga extended its dessert offerings with
22 the production of ice cream, which quickly developed into one of the company's key product lines. Another
23 strong seller for the company came in 1957, when it introduced its popular Hotcake Mix. That line also
24 became one of Morinaga's flagship brands.
25
26 Attempts to introduce Valentine's Day celebrations--and linking that holiday with chocolate--had been made
27 since the 1930s by various Japanese companies. At the beginning of the 1960s, however, Morinaga at last
28 succeeded, launching a "Chocolate for St. Valentine's Day" marketing campaign. The company had other
29 hit products during the decade, such as Hi-Crown Chocolate, launched in 1964, and a new soft, milk-based
30 caramel, Hi Soft, launched in 1969. At the beginning of the 1970s, the company added a new line of Twiggy
31 chocolates as well.
32
33 Morinaga's sales continued to rise during the 1980's, nearing the equivalent of $1 billion by the end of the
34 decade. The company by then had opened its fifth manufacturing facility and had continued to extend its
35 product range, launching, for example, its brand of Ottoto crackers. The company also had expanded
36 beyond candies and confectionery to some extent, adding production of alcoholic beverages. That
37 business, operated under the name of Fukutokucho, produced primarily sake and shochu.
38
39 Closer to the group's core was its drive into the health and nutritional foods market. The company's entry
40 into the sector began in the early 1980s, and a 1983 licensing agreement with the United States' Weider
41 Nutrition International to develop and market Weider-branded products for the Japanese market. The
42 company also entered the soft drinks market, launching a rice-based health drink, Amazake, which became
43 one of its key brands. Tofu represented another fast-growing nutritional product for the company, and
44 formed a strong part of the group's international growth. By the end of the 1980s, the company had entered
45 some 32 countries, backed by sales and marketing subsidiaries in the United States and The Netherlands.
46
47 Morinaga's product development continued through the 1990s. Among the most successful company
48 products launched during the decade were its Sold Dazen chocolates, introduced in 1993. The following
49 year marked the debut of a new product line, developed under Morinaga's partnership with Weider. The
50 new snack, called Weider in Jelly, was the first in a range of drinkable, jelly-like snacks touted by the
51 company as nutritional foods. The Weider line, fully launched in 1995, was credited with creating an entirely
52 new product category. The first variations included Weider Energy In, which claimed to provide a sustained,
53 quick energy boost; and Weider Vitamin In, which claimed to provide a full spectrum of vitamins provided
54 by a balanced meal. Targeting a young male market, the Weider line grew steadily into the next decade,
55 and by 2002 represented nearly 20 percent of the company's total sales.
13
1
2 The sustained Japanese recession into the 2000s slowed the confectionery market as well. In response,
3 Morinaga, now led by Gota Morinaga, developed a new"Power Brand" strategy for the new century, with a
4 focus on a limited range of key brands. As part of that effort, the company sold off its liquor operation in
5 2000. The company then began stepping up development of new products, to be launched under its array
6 of "power" brands--including Milk Cocoa, Weider in Jelly, Hotcake Mix, and Amazake. Meanwhile, the
7 company continued to manufacture and market a number of products under license, such as the popular
8 Pez candies and, since 2002, European favorite Werther's Original.
9
10 The 100-year-old company also had begun to look beyond the Japanese market, which remained its chief
11 source of revenues. At the beginning of the 21st century, Morinaga established a manufacturing subsidiary
12 in Taiwan, in an attempt to conquer a share of the island's market. Morinaga also targeted Hong Kong for
13 sales. Yet its main interest lay in the huge potential of the Chinese mainland, with its consumer market of
14 more than 1.3 billion people. The company launched construction of a manufacturing facility in Shanghai,
15 which became operational by the end of 2004.
16
17 Updated:
18 9/5/2013
19 Steve Brantley
20 Director, Orange County Economic Development
21
22 Frank Clifton said the property owner Ben Wilson has been involved since the beginning and has
23 been instrumental in this process. He noted that Ben Wilson is already looking at re-investing the profits
24 from the sale of this property in other properties to further the County's development efforts.
25 Chair Jacobs said the Board is honored and pleased that the Morinaga Company has decided to
26 site their company here. The Board of County Commissioners made a decision to move toward working
27 with corporations to create projects like this, including offering incentives. He recognized the various
28 partners and neighbors, including the partnerships with Mebane and Durham Tech, in this process.
29 He said Frank Clifton's expertise in economic development has been invaluable; and Steve
30 Brantley's knowledge of the Japanese corporate culture was also instrumental in this process. He said that
31 the company wants to come to Orange County because of the area's diversity.
32 Commissioner McKee congratulated all of the partners that worked on this process. He noted that
33 this was a very confidential process. He said much work is still left to be done to make this project a
34 success. He said this should not be viewed as a one-time success, but merely another step.
35 Commissioner Price echoed what the other Commissioners had said. She said this is something
36 new for Orange County, and it expands the diversity of the County.
37 Commissioner Pelissier said she had received comments from the public as to why the Board would
38 offer incentives to a company from Japan. She said this was done because this company will offer good
39 salaries and benefits to residents, and it furthers the County's economic development. She said companies
40 are looking for the type of quality of life that is offered in Orange County.
41 Commissioner Gordon congratulated everyone involved.
42 Commissioner Price asked when the public hearing will be held.
43 Frank Clifton said this will happen once all of the agreements are in final form, which will likely be in
44 late October.
45 Chair Jacobs said he has been asked about the timeframe for the groundbreaking. He asked if
46 there was a date for this.
47 Steve Brantley said this will happen after the public hearings in Orange County and Mebane, which
48 likely means late March of 2014. He said the building will likely take until May or June of 2015, due to the
49 complicated makeup of the facility. He expects the open house to be after July of 2015.
50 Frank Clifton said this company will most likely become a community partner.
51
52 5. Consent Agenda
53
54 • Removal of Any Items from Consent Agenda
55 Commissioner Gordon asked for removal of items 5q and 5s
14
1 Commissioner Price agreed with these two items.
2
3 • Approval of Remaining Consent Agenda
4
5 A motion was made by Commissioner McKee, seconded by Commissioner Pelissier to approve the
6 remaining items on the consent agenda.
7 VOTE: UNANIMOUS
8
9 • Discussion and Approval of the Items Removed from the Consent Agenda
10
11 g, FY 2013-14 Budget Amendment #1-D — Approval of Two (2.0 FTE) New Appraiser I Positions
12 within the Revaluation Fund
13 The Board considered approval of Budget Amendment#1-D by approving two (2.0 FTE) additional
14 Appraiser I positions within the Revaluation Fund as part of the cyclical North Carolina revaluation process,
15 and an appropriation from the Revaluation Fund's Unassigned Fund Balance to cover the FY 2013-14
16 costs.
17 Commissioner Gordon said her concerns have to do with the process. She feels the Board has
18 been very careful about adding positions outside of the budget process. She is concerned about adding
19 permanent full time positions outside of the budget process. She would prefer that these be time limited
20 positions for two years, which would give the board time to consider these positions in the context of the
21 budget process.
22 Dwane Brinson said this was part of his presentation back in May, in reference to the revaluation in
23 2017. He said this process simply swapping contract services for in-house full time employee positions.
24 He said this allows for greater quality control and accurate record keeping. He said the County is going
25 back to a 4 year revaluation cycle after 2017.
26 Commissioner Dorosin clarified that the Board voted to push back revaluation two years. He asked
27 if these two positions would have been needed if the Board had not pushed this back.
28 Dwane Brinson said no. He said the 2015 revaluation would have been a different revaluation and
29 the 2017 one will be better.
30 Commissioner Dorosin asked if the 2017 would be more comprehensive, and Dwane Brinson said
31 yes.
32 Commissioner Dorosin asked if these new staff members will begin working on this revaluation right
33 away.
34 Dwane Brinson said there have already been planning sessions to move forward. He said once
35 these positions are on board, assignments will be given, and revaluations will move forward. He said that
36 once these two new appraisers are on staff, every area and neighborhood in the County will have an
37 assigned appraiser.
38 Commissioner Gordon asked why this wasn't approved during the budget process.
39 Frank Clifton said staff developed the budget in January, and the final recommended budget came
40 in May. He said staff were doing survey work in the spring and found some significant errors. This was
41 late in the budget process and the situation was still unclear. He said staff needed to have on-site
42 verification of property structures and their sizes on an on-going basis moving forward. He noted that tax
43 refunds cannot be given for past years, but data can be corrected moving forward. He feels that taxpayers
44 deserve accurate analysis to ensure a proper baseline prior to the upcoming revaluation. He said it was
45 eventually determined that this process would require 2 more appraisers.
46 Commissioner Gordon said she is already convinced that the positions are needed; however she is
47 not convinced that the positions are needed beyond a limited time period of two years.
48 Frank Clifton said that if the positions are time limited, staff would probably come back and ask for
49 more time. He said this is because these positions will be needed going forward, as the appeal process
50 extends well beyond the evaluation. He said that these appraisers will be assigned to neighborhoods, and
51 maintaining this will prevent inaccurate or conflicting valuations within the same area.
52 Chair Jacobs verified that Dwane Brinson, as a senior staff member, was making an affirmative
53 statement that these positions are needed on a permanent, full time basis, even after the revaluations.
54 Dwane Brinson said yes.
15
1 A motion was made by Commissioner Dorosin, seconded by Commissioner McKee to approve the
2 Budget Amendment#1-D by approving two (2.0 FTE) additional Appraiser I positions within the Revaluation
3 Fund as part of the cyclical North Carolina revaluation process, and an appropriation from the Revaluation
4 Fund's Unassigned Fund Balance to cover the FY 2013-14 costs.
5 VOTE: UNANIMOUS
6
7 s. Consent to Chapel Hill to Proceed with Chapel Hill Extraterritorial Jurisdiction (ETJ)
8 Expansion Process
9 The Board considered consent of the request from the Town of Chapel Hill for the Town to begin the
10 process to expand its extraterritorial jurisdiction (ETJ).
11 Commissioner Gordon said she does not object to the expansion process per se, but she does feel
12 that this has a bearing on the historic Joint Planning Agreement (JPA). She feels that the Joint Planning
13 Agreement should be acknowledged, and there should be a process in which this expansion is related to
14 joint planning. She suggested that the letter be assembled with some language added to the third
15 paragraph to acknowledge the Joint Planning Agreement.
16 She feels these processes should operate in concert.
17 Commissioner Price said her concern is that some of these items on the consent agenda should
18 have more information and highlights to explain fully what the Board is being asked to consider and vote
19 on. She said this item is not really saying that Chapel Hill and the County are going to go forward, but the
20 Board is consenting to beginning the process.
21 Commissioner Dorosin said this comes out of the Rogers Road Task Force and the idea of the
22 County, Chapel Hill, and Carrboro jointly funding installation of water and sewer in this community. He said
23 Chapel Hill could not expend funds in an area that is not in the town limits or the town's ETJ. He said that
24 by allowing Chapel Hill to extend their ETJ, the town will be able to participate in funding the water and
25 sewer. He said this is moving forward with Chapel Hill. He noted that this consent is not necessary but just
26 a process by Chapel Hill to make sure all partners are on the same page. He said if the town votes to
27 expand the ETJ this will come back to the Board for an official vote on whether the County wishes to go
28 along with it. He said questions regarding the joint planning agreement will be answered during the
29 process. He believes the people who live in the neighborhood will not see changes on the ground.
30 John Roberts said the extension of the ETJ is a statutory process. He encouraged the Board to
31 send any questions regarding the Joint Planning Agreement after the actual extension of the ETJ. He said
32 amendments to the Joint Planning Agreement are complicated, and it will lengthen the process significantly.
33 Frank Clifton said this is an unusual request. He noted that this letter does not bind the
34 Commissioners to action. He noted that the letter is drafted to encourage a spirit of cooperation and to
35 depict that the Board accepts that the town is moving forward.
36 Commissioner Gordon said she is just asking what will happen to the JPA now. She just wants the
37 knowledge. She read the following proposed sentence: "The BOCC expressed no objection to Chapel Hill's
38 ETJ expansion process but requested an explanation of the amendments to the existing Joint Planning
39 Agreement (JPA) that could be made to recognize this ETJ expansion, along with a process and timeline
40 for amending the JPA."
41 She said this will not hold anyone up, assuming that staff can do this analysis.
42 Commissioner Dorosin suggested this question be posed to County staff, rather than putting that
43 language in the letter and asking Chapel Hill staff to get that information. He said staff could get this
44 information between now and when the ETJ is approved and comes back to the board, assuming it is
45 approved. He noted that there is a minimum of 30 days notice for a public hearing, so there is plenty of
46 time.
47 Commissioner Gordon said the amendment to the letter could suggest that Orange County staff
48 provide the explanation.
49 Commissioner Dorosin questioned why this needs to be in the letter.
50 Commissioner Gordon said she is expressing an objection unless the JPA issue is addressed.
51 Chair Jacobs suggested a middle ground where the Board expresses to Chapel Hill that this is a
52 concern and then re-visits this as the process moves forward. He suggested the Board ask County staff to
53 bring forward information on the impact that this will have on the JPA. He noted that approval of this does
54 not commit Orange County to anything, but it does further a Board priority of advancing the partnership to
16
1 address the concerns of the Rogers Road Community. He said he understands Commissioner Gordon's
2 point, and the concerns can be voiced in the letter without any requests that may slow down the process.
3 Chair Jacobs offered the following new verbiage: "The BOCC expresses no objection to Chapel
4 Hill's ETJ expansion process, although it may request additional discussion of the effects on the Joint
5 Planning Agreement as the process moves forward."
6 Commissioner Pelissier seconded this suggestion.
7 Commissioner Dorosin said this is about the Rogers Road community. He said the task force has
8 done a great job in bringing the parties together and creating momentum. He encouraged the Board to be
9 conscious about the signals being sent forth about the County's commitment to the process. He noted that
10 there have been signals sent in past sessions that give question to the County's commitment. He said he
11 feels the Board is committed, but being a drag on the process hurts the Commissioner's credibility.
12 Chair Jacobs said he does not believe anyone disagrees with Commissioner Dorosin. He noted that
13 there was a lot of effort in the past to put the JPA together; however he does not want the Board to be an
14 impediment to this process either. He feels like there should be a passive assertion regarding changes that
15 affect the agreement.
16 Commissioner Gordon said that, even to serve a good purpose, the Board should not overlook
17 implications for the Joint Planning Agreement.
18
19 A motion was made by Chair Jacobs, seconded by Commissioner Pelissier to approve consent of
20 the request from the Town of Chapel Hill for the Town to begin the process to expand its extraterritorial
21 jurisdiction (ETJ), with the following addition of verbiage: "The BOCC expresses no objection to Chapel
22 Hill's ETJ expansion process, although it may request additional discussion of the effects on the Joint
23 Planning Agreement as the process moves forward."
24 VOTE: UNANIMOUS
25
26 a. Minutes
27 The Board approved the minutes from April 25, May 9, 21, 23, June 4 and 18, as submitted by the Clerk to
28 the Board.
29 b. Motor Vehicle Property Tax Releases/Refunds
30 The Board adopted a resolution, which is incorporated by reference, to release motor vehicle property tax
31 values for one hundred and thirty-two (132) taxpayers with a total of one hundred and forty (140) bills that
32 will result in a reduction of revenue in accordance with NCGS.
33 c. Property Tax Releases/Refunds
34 The Board adopted a resolution, which is incorporated by reference, to release property tax values for
35 seven (7) taxpayers with a total of eleven (11) bills that will result in a reduction of revenue in accordance
36 with North Carolina General Statute 105-381.
37 d. Applications for Property Tax Exemption/Exclusion
38 The Board approved eight (8) untimely applications for exemption/exclusion from ad valorem taxation for
39 seven (7) bills for the 2013 tax year and one (1) for the 2012 tax year.
40 e. Tax Collector's Annual Settlement for Fiscal Year 2012-13
41 The Board received the tax collector's annual settlement on current and delinquent taxes, approved by
42 resolution the accounting thereof, and authorized the Chair to sign and upon acceptance of the reports,
43 issue the Order to Collect for Fiscal Year 2013-2014.
44 f. Amendment to the Orange County Code of Ordinances, Chapter 28 Personnel, Article IV, §
45 28-45 Tuition Refund Program and Educational Leave
46 The Board approved an amendment to the Orange County Code of Ordinances Chapter 28 Personnel,
47 Article VII, § 28-45 as provided in Attachment 1, which would remove the operational aspects of the Tuition
48 Refund Process from the County Ordinance to the Administrative Rules and Regulations promulgated by
49 the County Manager and increased the maximum refund amount for eligible employees from $600 to the
50 average in state semester tuition cost per fiscal year.
51 g. Fiscal Year 2013-14 Budget Amendment#1
52 The Board approved the budget and capital project ordinance amendments for fiscal year 2013-14.
53 h. Application for North Carolina Education Lottery Proceeds for Chapel Hill — Carrboro City
54 Schools (CHCCS) and Continqent Approval of Budqet Amendment # 1-A Related to CHCCS
55 Capital Project Ordinances
17
1 The Board approved an application to the North Carolina Department of Public Instruction (NCDPI) to
2 release funds from the NC Education Lottery account related to FY 2013-14 debt service payments for
3 Chapel Hill — Carrboro City Schools, authorized the Chair to sign, and to approve Budget Amendment #1-A
4 (amended School Capital Project Ordinances), contingent on the State's approval of the application.
5 i. Request to Extend Three Time-Limited Human Service Specialist Positions at Department of
6 Social Services (DSS)
7 The Board approved a request for the Department of Social Services (DSS) to extend three existing time-
8 limited positions through June 30, 2014 for continued use during the transition of the legacy automation
9 systems to the new NCFAST program.
10 j. Comprehensive Plan and Unified Development Ordinance (UDO) Amendment Outlines and
11 Schedules for Four Upcoming Items
12 The Board approved the process components and schedule for four upcoming government-initiated Unified
13 Development Ordinance (UDO)/Comprehensive Plan text amendments.
14 k. McGowan Creek Interceptor Project— Easement Negotiation
15 The Board approved authorizing County staff to accept and acquire the private easements required to
16 construct and maintain the McGowan Creek Interceptor Project by negotiation, purchase or condemnation,
17 if necessary, and authorized the Chair to sign.
18 I. Performance Agreement with Town of Chapel Hill and Visitors Bureau
19 The Board approved the 2013-2014 performance agreement between the Town of Chapel Hill and the
20 Visitors Bureau and authorized the Manager to sign.
21 m. Amendment to the Household Hazardous Waste Services Agreement
22 The Board approved an amendment to the existing Household Hazardous Waste (HHW) services
23 agreement to include the provision of services at the Walnut Grove Church Road Solid Waste Convenience
24 Center when it starts being open on Thursdays beginning on September 12, 2013 and authorized the Chair
25 to sign.
26 n. Authorization to Declare Solid Waste Management Items Surplus
27 The Board approved declaring various vehicles and equipment surplus.
28 o. FY 2013-14 Budget Amendment #1-B — Acceptance of Grant Funds for a Caregiver Support
29 Program and Creation of a Time-Limited, Part-Time (0.80 FTE) Social Worker I Position within
30 the General Fund
31 The Board accepted NC Division of Aging and Adult Services (NCDAAS) grant funds; to utilize those funds
32 and Master Aging Plan funds to establish a time-limited, part-time bi-lingual Social Worker I position to work
33 with Mandarin-speaking older adults; and approved Budget Amendment#1-B.
34 p. FY 2013-14 Budget Amendment #1-C — Acceptance of NC Department of Transportation
35 Grant Funds and Creation of a Time-Limited, One FTE (1.0) Human Services Coordinator
36 Position within the General Fund
37 The Board accepted grant funds from the NC Department of Transportation (NCDOT) Public
38 Transportation Division to identify and collaborate with transportation providers to expand services for
39 seniors in Orange County; approved and authorized the Manager to sign the contract; approve Budget
40 Amendment#1-C; and establish a time-limited Human Services Coordinator position.
41 r. Emergency Management and Approve Budget Amendment #1-E by Accepting State Aid
42 Funds Related to Orange County Flooding
43 The Board approved Budget Amendment#1-E for Social Services (DSS) to accept state aid funds and
44 ratify the Memorandum of Understanding (MOU)with the North Carolina Department of Emergency
45 Management signed by the County Manager in response to flooding in Orange County on June 30, 2013.
46 s. Rogers Road Community Center Bid Award Authorization
47 The Board extended the Manager's authorization to award the construction bid and execute the
48 construction contract up to the Board authorized capital project amount of$650,000 for the Rogers Road
49 Community Center.
50
51 6. Public Hearings
52
53 a. Baldwin Zoning Atlas Amendment— Public Hearing Closure and Action
18
1 The Board received the Planning Board recommendation, closed the public hearing, and made a
2 decision on an owner-initiated Zoning Atlas Amendment to rezone a 3.36 acre parcel of property from EDE-
3 1 (Economic Development Eno Lower Intensity) to EDE-2 (Economic Development Eno Higher Intensity) in
4 accordance with the provisions of the Unified Development Ordinance (UDO).
5 Michael Harvey reviewed the maps of the parcel and said the Baldwins have indicated the EDE-2
6 zoning would be more acceptable, and staff has concurred. He referred to the abstract and concerns of
7 impact on properties to the south. He said there will be no impact to this area. He said the planning board
8 has voted unanimously that this is consistent with the comprehensive plan and should be approved.
9
10 A motion was made by Commissioner McKee seconded by Commissioner Pelissier to close the
11 public hearing.
12
13 VOTE: UNANIMOUS
14
15 A motion was made by Commissioner McKee, seconded by Commissioner Pelissier to adopt
16 a. Attachment 3 — Ordinance Amending the Zoning Atlas
17 b. Attachment 5— Statement of Consistency authorizing the zoning atlas amendments as detailed herein.
18
19 VOTE: UNANIMOUS
20
21 b. Approval of Ground Lease Between Orange County and American Towers, LLC
22 The Board considered conducting a public hearing on a potential Ground Lease Agreement with
23 American Towers, LLC, for the purpose of constructing and maintaining a communications tower in
24 northern Orange County; considered approving a Ground Lease Agreement with American Towers, LLC,
25 for the purpose of constructing and maintaining a communications tower in northern Orange County; and
26 contingent on Board approval, authorized the Chair to execute all necessary documents to effectuate the
27 Lease upon final review of the County Attorney.
28 Jeff Thompson reviewed the purpose of the hearing. He reviewed the site locator in the packets.
29 He said this tower with cable is capable of carrying commercial equipment, as well as emergency services
30 assets simultaneously. He referenced materials regarding ATT coverage, as well as balloon test
31 information. He said the lease contemplates a non exclusive easement which will not interfere with the
32 Walnut Grove Solid Waste Convenience Center (SWCC) operations. He said American Towers has
33 completed its site survey and is ready to continue the permit process, subject to this lease approval.
34 Michael Harvey said he is here to give some background on this project. He said the Orange
35 County Unified Development Ordinance (UDO) creates a hierarchy for desired cell tower locations. He said
36 the first in the hierarchy is County owned property. He referenced that telecommunications master plan
37 map and said this map serves as a marketing tool to allow County staff to solicit from private and county
38 owned properties that are in essential locations.
39 He said he is aware of some concerns about this process. He referred to a timeline and said any
40 tower location on County property is subject to administrative approval. He said balloon tests must be
41 conducted, as well as neighborhood information meetings. He said a balloon test was conducted for this
42 site on August 18th, and he was personally present. He said certified letters were sent to neighbors, along
43 with a newspaper article and signs, informing nearby residents of the balloon test; however there were no
44 residents present, other than those who stopped when they saw the balloon.
45 Michael Harvey said once this lease is finalized the applicant will be submitting the final site plan,
46 and Orange County planning staff will complete the remaining environmental review. He said, because of
47 the process of expanding the SWCC, there have already been several environmental studies on this
48 property, and there are not anticipated problems. He noted that ATT had previously looked at a property
49 south of this location, and there were some neighborhood concerns. The County property was then
50 offered, and it was determined that this property would be appropriate.
51 John Roberts gave a review of the lease. He said the property is 1000 square feet, and the lease is
52 for an initial 9 year term and will automatically renew for 6, 5 year terms. He said either party is able to
53 terminate the lease prior to the conclusion of the initial term. He said the monthly fee will be a base fee of
54 $1800 per month, with 3% annual increases. He said ATT will be the anchor tenant on the tower, and there
19
1 will be additional tenants in the future who will also pay a rental fee in the future. He said all of these funds
2 will go toward the Landfill Enterprise Fund, to assist in post closure costs and needs.
3 He said there is a proposed easement, but this is not final. He said the 60 foot easement shown
4 could be difficult and it may not be possible to have a full 60 feet.
5 Michael Harvey said, in this proposed lease, the applicant is responsible for obtaining all permits for
6 the due diligence phase.
7 Karen Kemerait is an attorney in Raleigh, representing American Tower and ATT. She said ATT
8 had initially planned to construct on another site that did have some issues, but it came to their attention
9 that there was Orange County property available. She said this was a win-win situation for ATT and for the
10 County. She noted that the propagation maps show currently available coverage. She reviewed the areas
11 of low coverage, as well as connectivity of the proposed site with other sites.
12 Commissioner Price asked if the lease is 9 or 5 years.
13 John Roberts said there is a typo on this, but the lease is 9 years.
14 Commissioner Price said when she was on the planning board there were discussion about the
15 balloon tests being in the winter versus the summer because of the trees. She asked if this might be the
16 policy for future testing.
17 Michael Harvey said it is not practical and not part of UDO to do these once a year. He noted that
18 these must be done just prior to the public hearings.
19 Commissioner Dorosin referred to the photographs and the labels for view and simulated view. He
20 asked for an explanation of this.
21 Michael Harvey said the view shows the actual blimp itself, and the simulated picture shows a
22 rendering of the actual tower.
23 Commissioner Dorosin asked if these could be marked better in the future.
24 Michael Harvey said this will be done in future submittals.
25 Commissioner Dorosin clarified that the revenue will go to the Solid Waste Enterprise fund. He
26 noted that this is a restricted fund, as far as how the money can be used, and he asked why this money
27 can't be put in general fund.
28 John Roberts said this is because the Solid Waste Enterprise funds purchased the property. He
29 said if the County chose to reimburse Solid Waste Enterprise for the cost of the property, then the income
30 for the lease could go to general fund use.
31 Frank Clifton said the Solid Waste Enterprise funds appear to be insufficient long term for
32 maintaining a landfill, so the reserves offset the demand on the general fund. He said staff felt this was the
33 best choice at this time.
34 Commissioner Dorosin asked if the easement will be paved.
35 Frank Clifton said part of it is already paved, but the additional part will be gravel.
36 Frank Clifton said, in the past, tower applications were only accepted once a year. He said that in
37 an attempt to gain wireless service countywide, companies are now being encouraged to submit
38 applications when it is convenient for them.
39 Commissioner Price referred to the paragraph on abandonment and asked if it is typical for a
40 company to wait 12 months for maintenance on a site.
41 Michael Harvey said this is typical, but the UDO requires the posting of regular bonds in the event
42 that the County has to initiate repair due to issues.
43 John Roberts said the abandonment provision is only in the event that American Towers goes
44 bankrupt. He said the County has to give a timeframe for knowing that the property has been abandoned.
45
46 NO PUBLIC COMMENT
47
48 Chair Jacobs asked for clarification on the photo titles that mention "Phelps".
49 Michael Harvey said this was just the original name for the project.
50 Chair Jacobs said this process requires approval of the lease first and then the other boxes are filled
51 out and staff is responsible to make sure this happens.
52 Michael Harvey said the lease gives ATT the authority to submit the application, and even with the
53 granting of the lease ATT is still required to go through the appropriate permitting process. If the permit
54 cannot be issued, the lease is null and void.
20
1 John Roberts said there would normally be land use implications, but this will come later after the
2 lease is approved.
3 Chair Jacobs referred to page 9, 5-c and asked if this is standard language.
4 Michael Harvey said yes, this is mandated by the ordinance.
5
6
7 A motion was made by Commissioner Pelissier seconded by Commissioner Price to close the public
8 hearing and:
9
10
11 1. Consider approving a Ground Lease Agreement with American Towers, LLC, for the purpose of
12 constructing and maintaining a communications tower in northern Orange County; and
13
14 2. Contingent on Board approval, authorize the Chair to execute all necessary documents to effectuate the
15 Lease upon final review of the County Attorney.
16
17 VOTE: UNANIMOUS
18
19 7. Reciular Acienda
20
21 a. Employee Benefits Updates and Preliminary Recommendations Reciardinci Calendar Year
22 Benefits for 2014
23 The Board received information and provided feedback to staff on employee pay and benefits for
24 calendar year 2014.
25 Nicole Clark reviewed the following PowerPoint slides:
26
27 Health insurance update
28 2013 Plan Highlights/Bid Update/2014 Plan Year Recommendations
29 September 5, 2013
30
31 2013 Summary
32 • Second year with UnitedHealthcare
33 • 2013 Plan design changes addressed concerns from 2012 Employee Survey
34 • No significant complaints
35 • Increased employee educational opportunities
36 • Request for Proposals for fully insured and self-funded for 2014
37
38 Health Insurance Enrollment Comparison
39 2012 2013
40 Traditional Plan 610 605
41 High Deductible Plan 187 197
42 Total Participation 797 802
43 Employee Health Savings Account 81 89
44 Waived Health Insurance 22 21
45
46 Optional Benefits
47 New Enrollment Comparison
48 2012 2013
49 Medical Flexible Spending Account 165 132
50 Dependent Flexible Spending Account 11 16
51 Community Eye Care 369 42
52 Accident Insurance 114 36
53 Critical Illness 79 23
54 Disability 97 18
21
1 Whole Life 55 18
2
3 Benefits Activities and Programs
4 • Flu Clinics
5 • Biometrics Screenings, Health Assessment, Coaching
6 • SportsPlex Membership
7 • Employee Appreciation and Wellness Lunch
8 • Smoking Cessation Opportunities
9 • Mini Grants
10 • Monthly Programs:
11 UHC Website Demonstration (January)
12 Know Your Numbers (February)
13 Health Care Cost Estimator (March)
14 National Nutrition Month (March)
15 Employee Appreciation and Wellness Lunch (May)
16 In Tune Stress Management Challenge (June)
17 Sun Safety Awareness (June)
18 Cubicle Crunch "Flash Mob" (June)
19 National Dance Day (July)
20
21 Proposed Timeline th for Renewal and Open Enrollment Activities
22 • September 5 :h Initial presentation of the health insurance renewal to the Commissioners
23 • September 17th: Commissioners' decision regarding renewal of health insurance
th
24 • September 18 : Discuss September 17 meeting outcome with the Employee Relations Consortium
rd
25 • September 23 : Mandatory mailing to all employees regarding health exchanges and open
26 enrollment
th th
27 • October 14 — 25 : Open enrollment
th
28 • December 6 : 2014 benefits payroll deductions begin
29
30
31 Mark Browder presented the following slides:
32
33 Medical Plan Update
34 Bid Update and Recommendation
35
36 Experience
37 • With over 130 public sector customers and 30 years of experience, Mark III implements and
38 manages the programs for the long haul.
39 • We design the right solutions for your organization and your employees, which are best in class.
40 Mark Ill Customers (table)
41 30 Counties
42 6 Cities/Towns
43 * Transitioned from fully-insured to self-funded
44
45 Medical Plan RFP Responses
46 Below is the list of payors that received the RFP:
47 • Aetna
48 • BCBSNC
49 • CIGNA
50 • First Carolina Care— Declined to Quote
51 • MedCost— Declined to Quote
52 • Municipal Insurance Trust— Self-funded Only
22
1 • United Healthcare
2 • WellPath — No Quote
3 • Of the quotes that we received, only UHC is firm
4 • The earliest that we will have firm quotes from the respondents is September 2013
5
6 2014 Fully Insured Quotes (table)
7 The increase represents a 6.35% increase or $641,000.
8
9 2014 Self-funded Renewal Estimate (table)
10 If the County transitions to a self-funded arrangement, no increase in funding is required.
11
12 2014 Self-funded Quotes (table)
13
14 Self Funding
15 Components of a Self-funded Contract
16 • Hire an administrator to pay claims
17 • Purchase insurance for large claims (Stop-loss Insurance)
18 • Hire a network ( doctors/medical specialists/hospitals)
19 Plus
20 • Claims
21 • Reserves
22 SELF FUNDING FORMULA:
23 Rates = Administrator + Claims + Stop Loss + Reserves
24
25 Pros of a Self-funded Contract
26 • Greater Plan Flexibility
27 • Pricing/premium structure established by the organization
28 • Overall lower costs over time
29 - Tax avoidance — State and Federal
30 • Ability to establish a reserve for the plan
31 • Easier framework to structure wellness strategies
32
33 Cons of a Self-funded Contract
34 • If claims come in higher than expected, the organization is responsible for funding the high claims
35 (Reserve is established for this purpose)
36 • Plan subgroups (ABC Board and Community Home Trust) are responsible for paying their own
37 claims
38
39 Pros of a Fully Insured Contract
40 Total cost is fixed
41 Cons of a Fully Insured Contract
42 • Plan Flexibility is reduced because of carrier filings with the State Department of Insurance
43 • Pricing is set by the Carrier
44 • Higher Cost over time
45 Tax— State and Federal
46 • Wellness strategies are harder to implement, because cost is in addition to premium paid
47
48 Recommendation:
49 • Transition to a self-funded contract with United Healthcare
50 - Includes increasing the County's Health Savings Account contribution from $103.10 to $118 per
51 pay period
52 • The County will purchase stop-loss insurance to protect against catastrophic claims
53 • A self-funded plan will provide greater flexibility for wellness strategies
54 • Lower long term cost by avoiding Health Care Reform and State Premium taxes ($440,000)
23
1
2 Mark Browder, referring to the slide on Fully Insured Quotes, said the quote from United Healthcare
3 ended up costing 6.35%, or $641,000 more for the same benefits.
4 He said, based on analysis, he believes this is the right year to transition to a self-funded
5 arrangement. He reviewed the numbers provided on the 2014 Self Funded Quotes slide (#13).
6 He said that in the process of transitioning other clients from being fully insured to self funded, one
7 of the goals is to make sure that money is there to pay the bills and insure that future renewal is stable.
8 He said the analysis recommends the County keep the current funding level, as there will be claims
9 that have to be paid out in the future.
10 Mark Browder said, referring to slide 15 on Self Funding, the tax savings of self funding would be
11 about 4.5 percent.
12 Commissioner Gordon asked for the total cost figure for the stop loss insurance.
13 Mark Browder said this is on an individual basis and would equal around $800,000.
14 Commissioner Gordon asked how the health exchanges work.
15 Mark Browder said these will not have a direct effect on the county. He said this is for people who
16 do not have coverage; so County employees cannot join the exchange, but dependents will. He said
17 enrollment will start October 1, but there are no plan designs or costs established yet. He said the insurers
18 involved are BCBS, Wellpath, and First Carolina Care.
19 Commissioner Pelissier noted the statement regarding County risk if claims come in higher than
20 expected. She asked if this risk is only for regular claims and not for catastrophic claims. She asked if any
21 of these other counties who are self insured had to pay out more than was expected.
22 Mark Browder said the counties that he manages have had no risk thus far. Regarding the other
23 question, he said there is total plan cost and the maximum cost to the county for this is 5% of where things
24 are today. He said, for individual stop loss insurance, which is for individual claims, the limit is $100,000.
25 He said anything above that is the insurance company's responsibility.
26 Commissioner McKee said there are two sub groups that currently tag onto the insurance (ABC and
27 Community Home Trust). He asked if this will make those groups separately self-insured if the county goes
28 self -insured.
29 Frank Clifton said those groups would be responsible for their own costs now. He said if these
30 groups have a negative effect on the County plan, the cost will be the responsibility of those groups alone.
31 Commissioner McKee said his concern with Community Home Trust is that the County is effectively
32 cutting them loose.
33 Frank Clifton said the County agreement with Community Home Trust leaves them open to find a
34 better plan if possible, and this has always been the case.
35 Diane Shepherd said she talked with Community Home Trust and ABC Board, and both are aware
36 that they would be responsible for their claims as of January 1St
37 Frank Clifton said the County could explore options for these two entities.
38 Commissioner Dorosin asked, if the County were to go self-funded, what changes would be seen
39 from an employee perspective.
40
41 Mark Browder said this is completely invisible to the employees as this is just a funding change.
42 Commissioner Dorosin asked if the recommendation to have United Healthcare as the administrator
43 is based on the established relationship with this group.
44 Mark Browder said United Healthcare was the only firm quote, and staying with this group means
45 that there will be minimum changes because of the existing relationship.
46 Mark Browder said the benefits will be the same, but everyone will get new ID cards.
47 Chair Jacobs asked where there is more flexibility with the self-funding model.
48 Mark Browder said all insurers have to file plan designs and stay within those brackets. He said that
49 over the past several years, plan designs have been implemented that carriers weren't filed for, but could
50 administer. He said that plan designs will be able to be maneuvered around based on needs and costs.
51 Frank Clifton noted that the self funded model allows employees to set up their own dependent plan.
52 Commissioner Gordon referred to attachment 2, and asked about option 1 on page 19.
53 Diane Shepherd said this discussion has been about option 2 this evening. She said option 1 is a
54 self insured plan, but it maintains the health savings account contribution at the 2012-13 level. She said the
55 only difference is an increase in the County contribution to the Health Savings Account.
24
1 Commissioner Gordon asked about the reasoning for this.
2 Diane Shepherd said when the high deductable plan was implemented in 2012 the rate was the
3 same for individuals, regardless of their plan. In 2013, the cost of the high deductible plan was significantly
4 lower than the traditional plans. She said this year the savings can be passed on to the employees for the
5 high deductable plan.
6 Chair Jacobs noted that this item will be brought back on the 17th for a vote.
7
8 b. Durham-Chapel Hill-Carrboro Metropolitan Planning Organization Member Agencies
9 Memorandum of Understanding Revisions
10 The Board considered and provided input on draft revisions to the Memorandum of Understanding
11 (MOU) between the member agencies of the Durham-Chapel Hill-Carrboro Metropolitan Planning
12 Organization (DCHC MPO).
13 Tom Altieri introduced the Metropolitan Planning Organization (MPO) staff.
14 He said the purpose of this presentation is for the Board of County Commissioners to provide input.
15 He noted that there is a transmittal letter in the packet for the Board of County Commissioners to
16 review, and the revised MOU is also in their packet with staff's comments. He said the most significant
17 revisions are: the addition of Triangle Transit to the MPO member governments and inclusion as a voting
18 member; the addition of a weighted vote for Orange County; and the addition of a 3rd voting seat on the
19 MPO staff committee. He also noted that Orange County is paying its share of the cost sharing structure
20 and is included in the MOU.
21 Tom Altieri said any comments will be forward to the MPO.
22 Commissioner Gordon said this is a good change for the MPO, and some of it is required. She
23 said, in terms of the weighted voting, Orange County was the government with the largest population which
24 only had one vote, and now it is more equitable. She said she had recommended the change which added
25 an Orange County staff member.
26 She noted that the wording on page 14, at the beginning of the fourth paragraph, "Failure to pay the
27 approved share of costs..." does not indicate by whom the costs should be paid, and this wording needs to
28 be clarified.
29 She referenced page 12, number 10, and noted that the last few words of the first paragraph, "of the
30 transportation study," will need further description or clarification.
31 Commissioner Pelissier echoed Commissioner Gordon's comments.
32 Commissioner Pelissier said she is glad that other entities are being invited to participate. She said
33 Triangle Transit has always been there and will now be able to vote.
34 Commissioner McKee said he does not like the addition of an agency, as a voting member, that has
35 a vested interest in a specific outcome. He said this is a possible conflict of interest when Triangle Transit's
36 sole purpose is to provide public transportation. He said that is why he can't vote for this.
37 Commissioner Price agreed with Commissioner McKee. Her concern is that Triangle Transit
38 members are not elected officials.
39 Commissioner Pelissier said Commissioner McKee's comments are related to the light rail project,
40 and he was opposed to that process. She said Triangle Transit is more than light rail and it provides
41 regional bus transportation. She said much of the money that comes through the MPO involves Triangle
42 Transit.
43 Commissioner McKee said it is true that he is opposed to light rail, but it is also true that he has
44 advocated for increased bus service. He said he has advocated for the east west route down 70. He
45 understands the need for public transportation, and he has no problem with TTA or anyone else serving as
46 advisors to this group. He objects to parties with a vested interest serving as a voting member. He feels
47 the Board needs to be very clear that its interest is in protecting the interests of the citizens of Orange
48 County.
49 Commissioner Price said she is not opposed to light rail or buses, but she is concerned that an
50 agency has the same power as elected officials.
51 Commissioner Gordon said she appreciates MPO staff coming, and she asked Mark Ahrendsen to
52 speak to the policy on this matter. She read this policy and asked him to clarify.
53 Mark Ahrendsen said one of the main reasons for including Triangle Transit as a voting member is
54 because it is a federal requirement to provide a seat for the local transit authority on the MPO.
25
1 Commissioner McKee said the Board was asked to provide feedback, and he is providing feedback
2 that he is opposed to this, even if it is a requirement.
3 Commissioner Pelissier noted that the majority of the TTA board members are elected officials.
4 She said the only members that are not elected officials are from Wake County. She said all of the Durham
5 and Orange County members are elected officials.
6
7 c. Work Group and Charcie for an Assessment of Jail Alternative Programs
8 The Board considered the creation of a work group and charge for the assessment of Jail
9 Alternative Programs.
10 Michael Talbert reviewed the following information:
11
12 Background:
13 In October, 2012, the NC Council of State authorized issuance of a 50 year land lease to Orange County
14 for approximately 6.8 acres for construction of a jail facility. The proposed new Jail is included in the
15 County's FY 2013-18 Capital Investment Plan (CIP)with an estimated total project cost of $30,250,000. A
16 consultant has been retained to evaluate the site and determine the best configuration of the potential site,
17 along with any constraints (environmental/regulatory for example) that might impact the development. Site
18 related planning costs have been included in the CIP at $250,000 for FY 2013-14. Construction cost
19 estimates from firms in the business of building detention facilities range from $80,000 to $120,000 per
20 bed. The new jail is intended to house a minimum of 250 prisoners and provide support spaces needed for
21 such a facility. Site design costs are planned for FY 2015-16, and Architectural/Engineering costs are
22 included in FY 2016-17, with construction costs in FY 2017-18.
23
24 The proposed new Jail project involves the review of jail alternative programs, individual program's
25 effectiveness and impact on the inmate population of the Orange County Jail. At the August 30, 2012 Board
26 work session, District Court Judge Joseph M. Buckner presented an overview of Court Programs to the
27 Board. Attachment 1 is the Power Point presented by Judge Buckner that outlines Court Programs.
28
29 On May 14, 2013 the Board reviewed a proposal from Solutions for Local Government, Inc., to assess Jail
30 Alternative Programs in Orange County. Before planning for a new jail begins, a comprehensive
31 assessment of jail alternative programs needs to be completed. The Board indicated that the creation of a
32 work group to address alternatives to incarceration programs operating in Orange County and the impact
33 each program may have on inmate population could be a feasible solution. A work group could review
34 alternatives to incarceration programs operating in Orange County and provide recommendations to the
35 Board.
36
37 Possible composition of a Jail Alternatives Work Group:
38 County Commissioners 2
39 Senior Resident Superior Court Judge or Designee 1
40 Chief District Court Judge or Designee 1
41 District Attorney or Designee 1
42 Public Defender or Designee 1
43 Clerk of Court or Designee 1
44 Sheriff or Designee 1
45 Jail Administrator or Designee 1
46 Department of Social Services representative 1
47 Mental Health representative 1
48 Faith Community representative 1
49 Project to End Homelessness representative 1
50 Staff/Legal Support 1
51 Client- one or two
52 Add- municipal police chief
53 Add-parole/probation
54
55 Suggested Charge of the Jail Alternatives Work Group
26
1 The Charge for the Jail Alternatives Work Group is to investigate and make recommendations to the Board
2 of County Commissioners concerning alternatives to incarceration programs operating in Orange County
3 and review the impact each program may have on the inmate population of the Orange County Jail.
4 Including but not limited to the following programs:
5 Pretrial Release
6 Pretrial Diversion
7 Drug Court
8 Family Court
9 Adult Probation
10
11 1. Analysis of program history organization purpose and objectives
12 2. Collection and analysis of program data, statistics, participation, and outcomes.
13 3. Analysis of program impact on inmate population.
14 The Work Group is directed to submit a Report back to the Board of County Commissioners by March 31,
15 2014.
16
17 Commissioner Dorosin asked if the recommendation is that this workgroup have 15 people, or if this
18 is just a suggested list of people.
19 Michael Talbert said this basically represents those in the alternatives community that could play a
20 role or have input in the process.
21 Chair Jacobs said he suggested adding the client.
22 Commissioner Dorosin said he just wondered if Michael Talbert had an opinion on optimal size for a
23 group like this.
24 Michael Talbert said he does not feel there is an optimal size.
25 Commissioner McKee said this is not too many. He said he was involved in the Emergency
26 Services work group, and not everyone shows up at all meetings. He said it is important to have all
27 affected parties involved.
28 Commissioner Price agreed with the listing.
29 Commissioner Pelissier she wanted to suggest more stakeholders, to include a municipal police
30 chief or their representative, as well as someone from the drug treatment area. She noted that the Orange
31 County program is incomplete and she referred to attachment 2, page 5. She noted new program -
32 Outreach Court.
33 Commissioner Pelissier, referring to the charge, said she does not want to limit this to just Orange
34 County programs. She said the County should look across the state and see what other communities are
35 doing to reduce the jail population.
36 Chair Jacobs said he was going to suggest that. He was concerned with some of the references on
37 the bottom of page 6. He feels the program should not be limited.
38 Commissioner Price asked about next steps.
39 Frank Clifton said that if the Board agrees with the concept staff will move forward to draw up a
40 contract with the consultant, and agencies will be notified regarding involvement. He said the organization
41 process can then begin.
42 Commissioner Dorosin asked about the relationship of the consultant and this work group. He
43 asked if the consultant is going to work for the work group.
44 Michael Talbert said one option is for the work group to meet first to identify and confirm the charge.
45 He said this could then be brought back and a consultant can be recommended.
46 Frank Clifton said a consultant provides some uniformity.
47 Commissioner Dorosin said originally the consultant came to the Board with a contract. He said the
48 Board of County Commissioners did not approve that, but is creating this work group instead, along with
49 the consultant. He just wants to understand the vision for what this workgroup will be doing.
50 Frank Clifton said the hope is that this will work out like the Emergency Services Workgroup.
51 Commissioner McKee said he would hope would happen is the same thing that happened with the
52 Emergency Services work group. He hopes this will be a process of delving into the options that are the
53 best fit for Orange County.
54 Commissioner Dorosin asked if a consultant was already selected by the Board before the
55 Emergency Services Workgroup got to work with them.
27
1 Commissioner McKee said the Board of Commissioners did not select the consultant.
2 Commissioner Price said she thought this group would be more like the Rogers Road Task Force
3 where the group invited others to participate. She said that invitations can be sent out based on the
4 charge.
5 Commissioner Pelissier agreed with Commissioner McKee. She said the consultant can provide the
6 information to a work group. She thinks the Board should go ahead with a consultant, and then set up a
7 work group. She noted that it would be impossible for the Board to sort through all of the suggestions.
8 Chair Jacobs envisioned similarly that the consultant would be staff to the work group. He said this
9 consultant would then come back to the Board periodically. He said the workgroup would review and revise
10 the charge and would then come back to the Board of County Commissioners; after this, the consultant
11 would be brought in to work for the work group. He said this would also provide a facilitator and adjudicator
12 who has no stake in the outcome.
13 Commissioner McKee said he knows the Board is not choosing a board member tonight, but he
14 would recommend Commissioner Pelissier to be one of the Commissioners to this committee.
15 Chair Jacobs said he would be interested on being on this group as well.
16 He asked if there were any other suggestions for changes to the list.
17 He reviewed previous suggestions to add Outreach Court on page 5, and perhaps something in the
18 charge regarding investigation of programs operating outside of Orange County.
19 Commissioner Gordon asked if Chair Jacobs wants the work group to tweak the membership or
20 charge.
21 Chair Jacobs said he does not feel the group should tweak the membership, but the group should
22 review the charge. He said the charge cannot be changed without Board approval.
23 Commissioner Gordon said she liked the way Emergency Services work group functioned. She
24 asked if the Emergency Services workgroup met before the contract was given to the consultant. .
25 Michael Talbert said the workgroup met once or twice before coming to the Board to ask to spend
26 that money. He said the Board reviewed the charge at that point. He said the charge was tweaked as
27 things went along.
28 Commissioner Gordon suggested the group meet once and look at the charge. She said this might
29 allow them to have some input before the contract is approved.
30 She said the steps would be to approve the group membership, then the charge. She said the next
31 step is to appoint the members and have the group convene, and then review the proposed consultant's
32 contract and revised charge, which will come back to the Board for approval.
33 Commissioner Pelissier said she would suggest someone from probation be added to the list of
34 representatives.
35 Commissioner Pelissier said she would like to be on this workgroup.
36 Commissioner Price suggested having two people that have been clients.
37 Don O'Leary suggested the Board check with Aries Cox probation department as a resource.
38 Chair Jacobs said the group may need to talk about who the post incarcerated member or client
39 should be.
40 Commissioner Price asked why three attorneys are needed in the group.
41 Commissioner McKee said there have been some active service representatives and some not so
42 active representatives on the Emergency Services work group.
43 Chair Jacobs reviewed the slight adjustment to charge, and the addition of probation, municipal
44 police chief, drug treatment representative and possibly one or two clients.
45 He noted that this is 18 so far with possible stipulation that the work group will consider who to
46 recommend for a client, as well as whether more than one is needed.
47 Frank Clifton suggested the Board should appoint one Board member to be a chair and one to be
48 vice chair when making appointments.
49 Commissioner Gordon clarified that there is no consultant at this point.
50 Commissioner Price asked about diversity.
51 Chair Jacobs said the Board has very little control over many of these and this will not be known
52 until the suggestions come back.
53 Commissioner Gordon said, once the names come back, citizen representatives can also be
54 appointed to balance things if needed.
28
1 Michael Talbert summarized that 18 participants will move forward with each organization asking for
2 a representative or designee. These will be brought back, along with the adjusted charge and the work
3 group will then be created and the first meeting scheduled.
4 Chair Jacobs suggested that the desire for diversity be communicated in this process.
5
6 8. Reports-NONE
7
8 9. County Manager's Report
9 Frank Clifton introduced Cheryl Young as a new Assistant County Manager.
10
11 10. County Attorney's Report NONE
12
13 11. Appointments
14
15 a. Research Triangle Regional Partnership Board —Appointment(s)
16 The Board considered making appointment(s) to the Research Triangle Regional Partnership Board
17 (RTRP).
18 A motion was made by Commissioner Price, seconded by Commissioner McKee to appoint
19 Margaret Cannel) to this position:
20
21 (1) Position to complete the 1 remaining year of a 2-year term (6/30/2012-6/30/2014 —currently
22 vacant)- Hillsborough Chamber Executive Director Margaret Cannel)
23
24 VOTE: UNANIMOUS
25
26 (2) Position to begin a new 2-year term -6/30/13 to 6/30/2015—already appointed - Commissioner
27 Price
28
29 b. Community Home Trust Board of Directors —Appointment
30 The Board considered making a BOCC appointment to the Community Home Trust Board Directors.
31
32 A motion was made by Commissioner McKee seconded by Commissioner Pelissier to appoint
33 Commissioner Rich to the Community Home Trust Board Directors.
34 VOTE: Ayes, 4; Nays, 2 (Commissioner Dorosin and Commissioner Price)
35
36 Commissioner Dorosin said since he had been the representative to this group, he suggested that
37 this Board needed more diversity and he nominated Commissioner Price; Commissioner Price seconded.
38 VOTE: Ayes, 2; Nays, 4 (Chair Jacobs, Commissioner Gordon, Commissioner Pelissier, Commissioner
39 McKee)
40
41 12. Board Comments
42 Commissioner Price attended the North Carolina Association of County Commissioners (NCACC)
43 annual conference, and as part of this there was a youth conference. She said this was primarily high
44 school students from Future Farmers of America and 4H. She said their representative did very well. She
45 noted that the students participate in a budget game used in the School of Government. She said this was
46 a good event and something the Board should support.
47 Commissioner Gordon — none
48 Commissioner Dorosin — none
49 Commissioner McKee said he attended the Burlington Graham MPO meeting and Orange County's
50 membership in this MPO was finally approved after many months. He said there was an issue over voting,
51 and one member had held up the approval. He said this will likely come before the Board next for approval.
52 Commissioner Pelissier asked the Board to consider volunteering for, or donating to Project
53 Connect on October 10th. She said this is sponsored by the Partnership to End Homelessness and is
54 supported 100 percent by donations.
29
1 Commissioner Pelissier said she and Chair Jacobs toured the new jail facilities in Guilford County
2 during the NCACC conference. She said it was good to see a new jail and she hopes the County will
3 confer with people who have recently built a jail, to see what can be learned.
4 Commissioner Pelissier said the Triangle Transit board unanimously voted to invest the $5 million to
5 complete the application for the light rail project. She said Triangle Transit hosted an interagency meeting
6 last week to give an update on the light rail. She said at their last Triangle Transit meeting people
7 expressed concerns from the New Hope Creek advisory committee, and this resulted in TTA looking at new
8 rail lines. She said that public feedback is working, and there will be more community sessions in
9 November. She said that people are concerned with federal and state monies, but a lot of communities are
10 looking at other ways to fund the project.
11 Chair Jacobs said the Eno Users Group met today and the Lake Orange Homeowners Association
12 was present. He said this seemed to be an amicable and productive meeting. He congratulated Ellie
13 Kinnaird and Lindy Pendergrass upon their retirement. He said that a resolution of appreciation will be
14 presented to Senator Kinnaird at a future meeting.
15 Chair Jacobs noted that there is a meeting at 6:30 next Tuesday at the Maple View Education
16 Center regarding the White Cross Fire Substation. He said that Mebane will hold a meeting at 6:00 that
17 same night regarding their master recreation plan. He noted that the official dedication of Northside will be
18 held at 10 am on the 21st of September. He said there was an open house regarding the Eno Access
19 Management Plan preparatory to the public hearing next week.
20 Chair Jacobs said, as the Triangle JCOG representative, he participated in an exercise from the
21 group's last meeting on how to better serve and engage your colleagues. He asked the Board to share
22 their thoughts on how to be better served.
23
24 13. Information Items
25 • June 18, 2013 BOCC Meeting Follow-up Actions List
26 • Tax Collector's Report— Numerical Analysis
27 • BOCC Chair Letter Regarding Petitions from June 18, 2013 Regular Meeting
28
29 14. Closed Session -NONE
30
31 15. Adjournment
32 A motion was made by Commissioner Dorosin, seconded by Commissioner Price to adjourn the
33 meeting at 10:59.
34 VOTE: UNANIMOUS
35
36
37 Barry Jacobs, Chair
38
39 Donna S. Baker, CMC
40 Clerk to the Board
41
1
1 Attachment 3
2
3 DRAFT MINUTES
4 BOARD OF COMMISSIONERS
5 BUDGET WORK SESSION
6 September 12, 2013
7 7:00 p.m.
8
9 The Orange County Board of Commissioners met for a Work Session on
10 Thursday, September 12, 2013 at 7:00 p.m. at the Southern Human Services Center in
11 Chapel Hill, N.C.
12
13 COUNTY COMMISSIONERS PRESENT: Chair Jacobs and Commissioners Alice M.
14 Gordon, Earl McKee, Bernadette Pelissier, Renee Price and Penny Rich
15 COUNTY COMMISSIONERS ABSENT: Mark Dorosin
16 COUNTY ATTORNEYS PRESENT: John Roberts
17 COUNTY STAFF PRESENT : County Manager Frank Clifton, Assistant County
18 Managers Clarence Grier, Michael Talbert, Cheryl Young and Clerk to the Board Donna
19 Baker (All other staff members will be identified appropriately below)
20
21 NOTE: ALL DOCUMENTS REFERRED TO IN THESE MINUTES ARE IN THE
22 PERMANENT AGENDA FILE IN THE CLERK'S OFFICE.
23
24 Chair Jacobs went through items at the Commissioners' places:
25
26 - Yellow Sheet— Item 1- Library Strategic Plan
27 - White PowerPoint - Item 1 - Library Strategic Plan
28 - Southern Library Evaluation Update- Item 2 —Southern Branch Library Siting
29 Criteria
30 - PowerPoint— Item 3 —Whitted Meeting Room Schematic Design Review
31 - Blue and pink sheets — Item 4 — Strategic Communications Plan/County Logo,
32 The blue sheets contain the Strategic Communications Plan (current plan)
33 developed in 1999 and the pink sheets contain the May 21, 2013 minutes.
34
35 Addition of closed session:
36 A motion was made by Commissioner McKee, seconded by Commissioner
37 Pelissier to add a closed session for the purpose of:
38 To consider the qualifications, competence, performance, character, fitness,
39 conditions of appointment, or conditions of initial employment of an individual public
40 officer or employee or prospective public officer or employee; or to hear or investigate a
41 complaint, charge, or grievance by or against an individual public officer or employee.
42 NCGS § 143-318.11(a)(6); and.
43
44 VOTE: UNANIMOUS
45
46 1. DRAFT 2013-2016 Library Strategic Plan
47 Lucinda Munger said this is a follow up to the May 14th meeting where the Board
48 saw the first draft of the library strategic plan. She said this plan has a different format
49 that is based on Board comments, feedback and request for more detail.
50 She reviewed the following PowerPoint slides:
51
2
1 Library DRAFT Strategic Plan
2 2013-2016
3 Presented September 12, 2013
4 For Board discussion and feedback, in preparation of proposed adoption at next
5 available Board meeting
6
7 Plan Overview
8 • Purpose:
9 - To set the direction of and inform future library planning in a
10 higher-level framework
11 • Time Frame:
12 - Fall 2013 through July 2016
13 • Evaluation:
14 - Peer library comparisons using state and national data
15 - Surveys and feedback from staff and community
16 - Full evaluation to be completed for commencement of future
17 planning in 2016
18
19 Building on Our Strengths
20 Community Needs Assessment results commended the library in four areas:
21 Staff Funding Facilities Programming
22 FY 2012-13 OCPL Statistics
23 • Operational Budget: $1,790,445 (an increase of 14% since 2010)
24 • Circulation: 444,261 items borrowed (an increase of 64% since 2010)
25 • Registered Customers: 29,573 (an increase of 9% since 2010)
26 • Annual Programming Attendance: 8,746 residents (an increase of 13% since
27 2010)
28 • Annual Number of Library Visitors: 198,240 (an increase of 12% since 2010)
29 - Aligning the Plan with Community Priorities
30
31 Aligning the Plan with Community Priorities
32 OCPL Strategic Priorities
33 1. Collections and Materials
34 2. Community Connections
35 3. Services and Community Space
36 4. Technology Tools and Training Library
37
38 Guiding Principles
39 Vision
40 • We empower people by providing a place and a face to explore, enjoy, and
41 engage.
42 Mission
43 • The Orange County Public Library aims to be the heart of the community by:
44 - being a welcoming gathering place for all
45 - having a clear focus on the future and responding with creativity and
46 innovation
47 - offering relevant services, programs, collections and technologies
48 - serving the entire community through collaborative efforts with
49 organizations, educational institutions, and town and County
50 governments
51 - providing free and equal access to the resources and materials
52 community members need to be informed and engaged
53
3
1 Strategic Priorities
2 Strategic Priority#1 — Library Collections and Materials
3 • Focus Area #1 — Consider customer preferences and demand within material
4 selection
5 • Focus Area #2 — Collections should be easy to find by customers
6 • Focus Area #3 — Promote the collection of materials available from OCPL
7
8 Strategic Priorities
9 Strategic Priority#2 — Community Connections
10 • Focus Area #1 — Community engagement
11 • Focus Area #2 — Outreach in the community ("beyond the walls")
12 • Focus Area #3 — Raise awareness of library services
13 • Focus Area #4 — Collaborate with local organizations
14
15 Strategic Priorities
16 Strategic Priority#3 — Services and Community Space
17 • Focus Area #1 — Deliver high quality customer service ("find a way to yes")
18 • Focus Area #2 — Offer programs that educate, engage, and entertain
19 • Focus Area #3 — Provide inviting, functional library facilities
20
21 Strategic Priorities
22 Strategic Priority#4 — Technology Tools and Training
23 • Focus Area #1 — Community-focused technology center
24 • Focus Area #2 — Prioritize training opportunities
25 • Focus Area #3 — Use technology as an evaluation tool
26
27 How the Plan Supports the Site Criteria
28 The Strategic Plan is aligned with the guiding principles of the site selection
29 criteria to support the development of future library services
30 Site Selection Criteria:
31 Preliminary Phase ("dirt')
32 Primary Phase: Strategic Plan focuses on future library services
33 Once the Board selects a final site for library development, a dialogue can begin
34 with the community regarding services.
35
36 Measuring our Success
37 Community Input
38 • Conversations with the Director
39 • Online Surveys
40 • OCPL Customer Advisors
41 • Community Review Group
42 Data Review
43 • Real —time data provided by library automation system
44 • State and National Library Peer reviews and comparisons
45 • Project Timeline updates on library website
46 • Performance measurements from the FY13-14 Budget
47 •
48 Future Funding
49 Possible Budgetary Implications:
50 Many items in this plan can be implemented at low or no cost.
51 Capital Investment Plan:
52 FY2016-17 Southern Branch Library
4
1 Future Possible re-design of Main Library interior for
2 increased flexibility/adaptability to support current and
3 future customer needs, services and technology
4 Operations:
5 FY2014-15 Full-time Library Communications Specialist
6 Future Ongoing technology investment
7 Future Ongoing investment in all formats of library collections
8
9 Conclusion:
10 Feedback and Q&A
11
12 Lucinda Munger, referring to slide 7, Strategic Priority focus area #3, said there
13 will be budgetary implications with the possible hiring of a full time communications
14 specialist. She said this is currently a part time position, but the vision is to create a full
15 time position within the next 3 years. This person would be responsible for marketing
16 and communicating library services to the community.
17 Lucinda Munger said once the Board selects a site, there will be a study of
18 demographics regarding the population surrounding that site. This will help determine
19 the services that will be offered and the square footage required for those services. She
20 said the current formula for square footage is .7 square foot per capita. She said library
21 space is becoming smaller but more adaptable.
22 Lucinda Munger, discussing slide 1- Measuring our Success, said she would like
23 to recruit an intern from the Library Sciences and Masters of Public Administration
24 Program to analyze feedback and create a formal report for the Board and county
25 manager, by June of 2014.
26 She referred to the Yellow sheet as an example of the library website timeline
27 updates.
28 She noted that there is an update to the CIP amount, which is now$8,125,000.
29 Commissioner Pelissier asked who would be reviewing the performance
30 measurements. She suggested that these might evolve and should also be reviewed
31 with the Board of County Commissioners.
32 Lucinda Munger said part of the charge for the community group would be to
33 provide feedback to both staff and the Board on a regular basis.
34 Commissioner Pelissier asked where staff is seeing the increase in involvement
35 and activities.
36 Lucinda Munger said the increase has primarily been in children's programs.
37 She also noted that there have been no adult or teen programs until the past two years,
38 and there has been some increase there as well.
39 Commissioner Price asked if the priorities are in rank order.
40 Lucinda Munger said staff feels all of the priorities are equally important. She
41 said the most energy and time will be spent in community connection.
42 Commissioner Price said she read that some libraries are having problems with
43 getting e-books.
44 Lucinda Munger said this is an issue for all libraries. She said their national
45 association is working diligently with the publishing companies to work out a better
46 arrangement than the current situation. She noted that e-books are much more
47 expensive than paper books and these e-books are borrowed but not owned by the
48 library. She said there is a large collection budget, and e-books have been added,
49 though this is harder for smaller libraries.
50 Commissioner McKee referred to page 15, priority 2, focus area 2, regarding
51 provisional services at Northern Human Services Center. He said, considering the fact
52 that the previous library service was suspended, he would like staff to elaborate on
53 these plans and the thought behind them.
5
1 Lucinda Munger said she knows the Board has been working with the Cedar
2 Grove Community Center, and this group has coalesced around the idea of a casual
3 sort of an internet café with access to library databases. She also suggested some
4 children's programming, computer classes, and other informational classes.
5 Commissioner McKee said this is a community need. He referred to page 16,
6 focus area 4, item 5, regarding the Chapel Hill library. He noted that this section does
7 not list interoperability or a common library card to be used in both libraries. He said this
8 is and has been a point of contention.
9 Chair Jacobs said he asked about the timeframe for completion of the Cedar
10 Grove Community Center, and it is 6 months prior to Lucinda Munger's projection. He
11 suggested she amend this timeline.
12 Lucinda Munger said these timelines can be adjusted as construction
13 commences.
14 Commissioner Gordon said she was surprised to see this because she thought
15 staff was tasked to develop services in rural Orange County. She said it seems staff
16 has a plan for the Cedar Grove Community Center, but nowhere else in Orange County.
17 She thought the task was for all of Orange County
18 Lucinda Munger said the report was focused on the Northern Human Services
19 Center because it is a county owned facility, and there aren't any other governmental
20 centers staff could plan for at this time. She said that the smaller community centers
21 often cannot offer internet service. She feels this is a good start to offering services in
22 rural Orange County.
23 Commissioner Gordon said she wanted to see the overall plan for Orange
24 County for library services. She said this piecemeal approach is not what she expected.
25 Commissioner Pelissier said she is impressed with this plan, as it addresses the
26 concerns of the Board of County Commissioners and it is comprehensive but flexible.
27 She said the collaboration with elected officials is an excellent idea. She said this
28 reflects staff's forward thinking on library services.
29 Commissioner Gordon said this report is much improved from the last one the
30 Board saw in the spring. She said, when it gets to data collection, the Board does need
31 to see those performance measures in the budget as well as in the plan. She said there
32 need to be more detailed explanations of methods and more concrete examples of
33 metrics.
34 Commissioner Gordon said there is one place where the part-time specialist is
35 discussed and then another section where the full-time communications specialist is
36 discussed. She noted that hiring should be part of the budget process, not part of the
37 plan. She said that her expectation is that the strategic plan should be an overall plan
38 for the County, and then the Public Affairs Office would be in charge of communications,
39 rather than just one position for the library only. She would question hiring a
40 communications specialist for just the library.
41 Commissioner McKee said he agreed with expanding library services throughout
42 Orange County, but he feels there are two issues that raise the Northern Human
43 Services Center high up on the list. He said the first is the proposed tower location at
44 the Walnut Grove solid waste center, which will increase broadband availability. He said
45 the second factor is the location of that center, which is in the center of the northern
46 third of Orange County. He said this is an area that is currently underserved.
47 Commissioner Price agreed with Commissioner McKee. She said the
48 community continues to ask for services to return to that location. She commended
49 what is in the report about the siting of library services in rural northern Orange County,
50 and she commended the entire plan. She said it is obvious that communication is
51 happening, and someone is doing a really good job with that.
6
1 Lucinda Munger said this is due to the person in the communications position
2 now, Ms. Shepherd. She said this person is responsible for their community public
3 relations, and she does a great job.
4 Commissioner Rich said this is a better format than what the Board saw
5 previously. She asked for clarification on the interviews section on page 10, regarding
6 the reference to Friends' Board. She asked if the reference to a main chair is in
7 reference to the main library in Chapel Hill
8 Lucinda Munger said this refers to the main library in Hillsborough. She said
9 staff did not talk to the Friends' boards in Chapel Hill.
10 Commissioner Rich said she would suggest keeping clear communication
11 between Chapel Hill and the Orange County libraries. She said a marketing person
12 could fall under different realms. She said it is important that information get out
13 through all different avenues, including social media, and the website.
14 Lucinda Munger said staff is working to make continuous improvements to the
15 library website and the library does have a twitter and Facebook account.
16 Commissioner Rich said when she looks at strategic plans, she likes them to be
17 fluid and to be reviewed and updated regularly in order to stay live.
18 Lucinda Munger said this is part of the role of the community review group. She
19 said there will be reviews at least annually, and adjustments will be made as needed to
20 keep the plan alive.
21 Chair Jacobs said, as far as the Cedar Grove Community Center, he is
22 supportive of staff mentioning it in the plan. He said there does need to be a focus on
23 other facilities as well. He suggested she work with planning, especially as it relates to
24 the siting of telecommunication towers and the availability of public and quasi-public
25 places.
26 Chair Jacobs said he agrees with Commissioner Gordon that there needs to be
27 an overarching philosophy. He said he feels the communications position is related to
28 the Public Affairs Office. He does not feel this needs to be so specifically designated in
29 the strategic plan.
30 Chair Jacobs said the County should continue to accent interoperability with
31 Chapel Hill as a key component to making a more seamless system for the residents of
32 Orange County.
33 Chair Jacobs said it is good to be aggressive about updates, but it is best not to
34 over-commit on how often this can be done.
35 Commissioner Gordon referenced her previous comment regarding the
36 Communications Position and gave recommendations on the appropriate placement of
37 this information.
38
39 2. Southern Branch Library Sitinci Criteria, Process Update
40
41 Jeff Thompson reviewed the following PowerPoint slides.
42
43 Southern Library Site Evaluation Update
44 9/12/13
45
46 Area Locator: (Map)
47
48 Intended Outcome:
49 • Background/Feedback from 3/19/13 Regular Meeting
50 • Additional Carrboro Suggested Site Evaluation
51 • BOCC Feedback, Next Steps
52
53 Background/Feedback:
7
1 • Summary of Carrboro Suggested Site Evaluation — 3/19/13
2 • Eliminate Town Hall
3 • Technical Phase I Due Diligence:
4 • 1128 Hillsborough
5 • 401 Fidelity
6 • Preliminary "Phase 1"Review:
7 • Literature Review
8 • Site Visits
9 • No Technical Analysis
10 • (Survey, Soils, Environmental, Appraisal, Title, etc.)
11
12 401 Fidelity: (map)
13
14 1128 Hillsborough: (map)
15
16 Background/Feedback:
17 • BOCC Feedback and Guidance
18 • No decision on recommendations
19 • Review more sites
20 • Emphasis on:
21 • honoring Carrboro partnership
22 • multi-use facility
23 • adequate parking
24 • projected uses of rural and urban populations
25 • proximity to lower/middle income neighborhoods
26
27 Background:
28 • Additional Site Review
29 • May 7, 2013 letter
30 - 203 Greensboro-parking lot
31 - 201 Greensboro- CVS site
32 - 300 E. Main
33 - 120 Brewer
34
35 Michael Harvey reviewed the following PowerPoint slides:
36
37 203 South Greensboro: (map)
38 203 South Greensboro: (map)
39 300 East Main; 120 Brewer Lane: (map)
40 300 East Main; 120 Brewer Lane: (map)
41
42 Staff Opinion for Continued Technical Site Review &Assessment:
43 Eliminate 203 Greensboro (Carrboro owned parking lot)
44 • Difficult site with many constraints
45 • Potential expense
46 • Need for structured parking
47
48 Staff Opinion for Continued Technical Site Review &Assessment:
49
50 Eliminate 201 Greensboro ("CVS Site')
51 • Site constraints
52 • Potential need for more property acquisition
8
1 • Expensive
2
3 Staff Opinion for Continued Technical Site Review &Assessment:
4 Eliminate 300 E. Main
5 • Expensive
6 • Commercial retail highest and best use, not library
7
8 Staff Opinion for Continued Technical Site Review &Assessment:
9 Continue Study of 120 Brewer
10 Pros:
11 • More reasonably priced
12 • Likely adequate parking
13 • Proximate to low/mid income housing
14 • Potential multi-use, destination ("sense of place')
15 • Attractive to Carrboro Aldermen
16 Cons:
17 • Lack of direct visibility
18 • Wayfinding challenges
19 • Potential parking issues, unless exclusive parking deck assignments are
20 arranged
21
22 Q&A:
23
24 Michael Harvey reminded the Board that a listing of the criteria for site
25 evaluations is included on page 7 of the abstract. He said that public comment has not
26 been sought yet, and this will be done in phase two. He said there are detailed
27 comments regarding the additional 4 sites on page 14 of the abstract.
28 He reviewed the maps of the 4 sites in slides 9-12.
29 He said staff believes the fourth site, 120 Brewer, has significant potential. He
30 said it is his recommendation that the Board allow staff to do a comprehensive review of
31 Fidelity Street, 1128 Hillsborough, and Brewer Street.
32 Commissioner Gordon asked how much it will cost to do the next phase of due
33 diligence for each site.
34 Michael Harvey said this will cost $10,000-15,000 per site, and these funds are
35 available in the budget.
36 Commissioner Rich asked why this would go to phase two before getting public
37 input.
38 Michael Harvey said phase two specifically involves public comment.
39 Commissioner Rich noted that the sites that need public comment are being
40 eliminated.
41 Michael Harvey said staff is recommending the elimination of these sites, but it is
42 the Board of County Commissioners' choice.
43 Commissioner Rich said it seems, looking at the sites that have been chosen,
44 that staff is still trying to build a suburban library in an urban area. She said she does
45 not agree with spending $15,000 on each of these properties. She feels this is a waste
46 of money.
47 Commissioner Rich asked about the price on 300 Main Street. She asked if the
48 price of$25 per square foot came from the developer.
49 Jeff Thompson said the ground floor prime space is upfront on this site and the
50 price did come from the developer
51 Jeff Thompson said the Brewer property is less per sq ft because there is no
52 visibility from the street, and it is more conducive to non-retail use
9
1 Commissioner Pelissier said the Brewer Lane and 300 Main would involve
2 amendments to the previously approved master plan by the town of Carrboro. She
3 asked what this would involve.
4 Jeff Thompson said, in talking with the developer, it seems that this would be
5 little more than an administrative process.
6 Realtor Ms. Van Zandt said the Brewer property was acquired late last year and
7 by incorporating it into the 300 East Main Development, it allows for expansion of the
8 parking deck on to this property. She said that the reconfiguration of the buildings
9 requires a modified permit from the town of Carrboro; however it is a minor modification
10 that does not require public hearings.
11 Commissioner Gordon asked about the boxy buildings designated as
12 placeholders.
13 Ms. Van Zandt said this refers to the boxy buildings in the second tier with no
14 windows.
15 Commissioner Gordon asked if there is any particular place at the Brewer Lane
16 site that is being considered for a library, and she asked for details on the parking
17 arrangement.
18 Ms. Van Zandt said property will consist of one building and the ground floor will
19 be non-residential. She said the top floor would be condos, and the library would be on
20 the bottom floor. She said there are currently 500 spaces in the deck that will be open
21 to the public, and there is room for a third bay that would add another 250 spaces. She
22 said this gives 750 spaces in the deck and she plans to work together with the town to
23 devise the best plan for use.
24 Commissioner Gordon asked if there would be a lease arrangement with parking
25 and the library.
26 Ms. Van Zandt said this is flexible and could be done either way, lease or
27 purchase. She said with the library there may be a preference for leasing versus
28 ownership early on.
29 Commissioner Gordon asked how this would work with the parking. She asked if
30 the county would be able to have particular spaces at particular costs.
31 Ms. Van Zandt said staff will work with Orange County on this issue. She said
32 the Arts Center and the Cat's Cradle are also there, but the Cat's Cradle does not really
33 operate until after the library is closed, so sharing of spaces does make some sense.
34 Commissioner Gordon asked about a review of the Shetley property on
35 Hillsborough Road, and she asked about the utility easement on that site.
36 She said she is not interested in seeing a library on the Shetley property. She
37 said there had been discussions about swapping properties with Carrboro, so that the
38 library would be on the Carrboro owned property. She questioned whether the
39 Aldermen are interested in a swap, and if not, she feels this site is not suitable for a
40 library because of site limitations, including the utility easement.
41 Frank Clifton said nobody on County staff would recommend the library be put
42 on the Shetley property. He said there were some discussions at one point with town
43 staff regarding a joint project that would involve a County library site on the street
44 frontage of the park property.
45 He said that, it is best to do more study to make sure a library can be built on
46 these sites before proposing them to the public.
47 Commissioner Gordon said her point is that the Board needs to find out if the
48 Aldermen are even interested in a swap.
49 Commissioner Rich asked why the Board should invest in sites with no
50 guarantee that the town or the public want them. She would like to see more public
51 comment first. She asked if staff is considering that Brewer Lane has close proximity to
52 a lower-middle class neighborhood.
53 Jeff Thompson said yes. He said this is true for Brewer Lane as well as Fidelity.
10
1 Commissioner Rich said the Brewer site fits into a lot of criteria. She said she
2 wants to keep this an urban library, and she keeps hearing this from others as well. Her
3 current preference is for the Brewer Lane property.
4 Commissioner Pelissier said she prefers the Brewer Lane site too; however there
5 need to be multiple sites for the public to compare and discuss. She still has concerns
6 about the Hillsborough Road site because this would require conditional use re-zoning.
7 She noted that if Carrboro were building a library it would not need re-zoning, and she
8 asked why Orange County has to have it.
9 Jeff Thompson said when staff says yes to a site this is just part of the technical
10 phase. He said the technical site overview is not just about engineering, but it also
11 includes planning and zoning, and it takes about 60 days.
12 Commissioner McKee said he has no particular objections to any of these sites.
13 He does have a concern about the Brewer site's lack of visibility and accessibility. He
14 also has a concern about the shift in the discussion from building a County library for
15 Orange County residents in the southern part of the County, to a focus on building a
16 Carrboro town library.
17 Commissioner Price said her concerns are similar to Commissioner McKee's.
18 She thought this was for the southwest region of the County. She said, when it is time
19 for public input, all of the sites need to be presented, along with the applicable pros and
20 cons.
21 Commissioner Rich said she does not think the Brewer site is a problem. She
22 said her intention is to build a County branch library in an urban setting in Carrboro. She
23 feels this is a unique setting, and it is a step in the progression of what a branch library
24 should look like. She feels this should be brought back to the public before spending
25 $15,000 on a site that may not be used.
26 Chair Jacobs said the Fidelity Street site is owned by Carrboro. He asked if
27 Carrboro intends to give it to the county.
28 Frank Clifton said the town board has not officially said that, but it is on the table
29 for consideration.
30 Chair Jacobs said the county has three sites and then one that needs Carrboro's
31 collaboration. He this means there are multiple options to take to the public. He said
32 there are some urban and some suburban. He said that it may turn out that one site is
33 superior, but this cannot be pre-determined. He said, bringing people to Brewer Lane
34 will enhance the economic development in Carrboro, which will benefit Orange County.
35 Chair Jacobs said, if there are too many sites, this will confuse people. He said
36 the County has set expectation levels too high in the past with regard to what kind of
37 facility this will be. He said the Board wants to be clear that the County is not going to
38 duplicate the Chapel Hill library. He said the goal is to establish a library that serves the
39 southwest portion of the county and does not duplicate either central library. He said
40 these criteria should be established before this goes to the public so that there are
41 realistic expectations.
42 Chair Jacobs reviewed the Boards' thoughts thus far. He said there are 3 sites
43 that need to be investigated. He said the library is to be a branch library and public
44 expectations need to be tamped down to a realistic level. He said it needs to be
45 stressed that this library is to serve a specific segment of Orange County.
46 Frank Clifton clarified that all of these sites were recommended by the Town of
47 Carrboro.
48 Commissioner Gordon said it seems that the Board discussion is converging on
49 three sites. She said she is encouraged by the fact that Carrboro seems most favorably
50 disposed to Brewer Lane. She said it would be $30-$40,000 to investigate these
51 properties.
52 Frank Clifton said staff needs to sit down with the developer before the technical
53 reviews are done on each site and before the site is put before the public.
11
1 Commissioner Rich said she is not fond of the 201 site. She questioned why the
2 203 West Greensboro site would be ruled out if the Brewer Lane does not pan out. She
3 said she is pushing for an urban style library and the 203 Greensboro is right in the
4 middle of town with plenty of parking around.
5 Commissioner Price asked which three sites Chair Jacobs listed earlier.
6 Chair Jacobs said the three sites being discussed were 401 Fidelity Street, 1128
7 Hillsborough Road and 120 Brewer Lane. He said these sites need to go through due
8 diligence before being taken to the public.
9 Commissioner Price said she would recommend the site at 201 Greensboro
10 Street. She would like to see less emphasis on parking. She said, with several of the
11 sites, especially the Brewer Lane site, there are neighborhoods close by, and residents
12 can walk to the library. She said bus service is also widely available.
13 Michael Harvey said governmental sites are required to have allocated parking
14 sites by the Unified Development Ordinance. He said this may be a problem with the
15 203 Greensboro site.
16 Commissioner Pelissier suggested a poll.
17 Frank Clifton noted that this library will not only attract neighborhood residents,
18 but it will also attract residents from Southern Village and other areas that require
19 transportation that creates a need for parking.
20 Chair Jacobs polled the board regarding the sites that should move forward.
21 The Board decided on the following three sites:
22 1128 Hillsborough Road
23 Brewer Lane
24 401 Fidelity Street
25 Chair Jacobs said if any of these 3 sites do not work out, then the site at 201
26 Greensboro Street can be added back to the mix.
27 Commissioner McKee said the Board needs to definitively explain what
28 will replace the model of a full service library. He feels that most residents will still
29 expect to see a full service library.
30 Chair Jacobs said the term "full service" is a confusing term and should not be
31 used.
32 Lucinda Munger said one of the benefits of doing a demographic study around
33 the sites is that it will allow staff to know what services are needed and expected by the
34 residents.
35 Chair Jacobs suggested that if a Commissioner has not been to Brewer Lane, it
36 would be a good idea to take a look at the site.
37
38 3. Whitted Meetinci Room Schematic Desicin Review
39 Jeff Thompson presented a series of schematic design photos in a PowerPoint
40 presentation regarding the interior of the proposed Whitted Building meeting room.
41 He said the timeline is on track for construction to begin in the spring, and the
42 facility would open in June.
43 Architect, Ken Redfoot reviewed the different interior designs and the boardroom
44 layout. He said there will be asphalt parking areas with adequate access to the building
45 and handicap parking space.
46 He reviewed three different meeting room layouts beginning with the regular
47 meeting layout. He said there will be a kitchenette area and a proposed bathroom, both
48 of which are major refinements to the plan.
49 Ken Redfoot said the sound block area had also been refined, which eliminates
50 some of the rooms that had been designated as television production rooms. He then
51 reviewed the joint meeting room and showed the table arrangement for discussion.
52 He reviewed the theater layout with a permanent dais, a center aisle and two side aisles.
53 He said the restrooms had also been adjusted to accommodate this setup.
12
1 He reviewed the alternate plan which is a fourth meeting layout that shows a
2 smaller permanent board room and then several flex rooms for additional office and
3 meeting space.
4 Ken Redfoot reviewed slides of the interior views.
5 Commissioner Rich asked if there would be a television monitor in front of the
6 podium for the Commissioners view.
7 Ken Redfoot said yes. He said the dais would sit 7 inches higher than the floor
8 in front and could accommodate up to 11 people.
9 He said there would be floor boxes to accommodate electrical and data to the
10 requirements, eliminating or diminishing visual wiring.
11 Commissioner Gordon asked about the large tables.
12 Ken Redfoot said the furniture has not actually been chosen yet. He said if the
13 plan is embraced tonight there will be details on moveable furniture in the future. He
14 said there will be flex spaces on either side for storage of furniture to accommodate
15 changing the room as needed.
16 Commissioner Price asked about the stage.
17 Ken Redfoot said the stage would be elevated, but the plan is simply showing a
18 space for a stage.
19 Ken Redfoot said they could drape dais with materials if a stage was needed for
20 a theatrical production. The meeting room takes top priority.
21 Commissioner McKee asked if the project is still within budget.
22 Ken Redfoot said yes. He said this is on the agenda for the 17`h
23 Chair Jacobs asked if there could be a curtain between the stage and dais if
24 needed.
25 Ken Redfoot said the production company would need to provide their own
26 curtains. He said the Board will not provide the actual stage, but will provide the
27 electrical infrastructure and what the floor can support.
28 Chair Jacobs said this space will not be for traveling road shows but more for
29 events from local churches and other organizations with limited resources. He said he
30 is open to discussion on a movable stage and curtain to accommodate small community
31 groups.
32 Chair Jacobs asked about the distance of the seating in relation to the stage.
33 Frank Clifton said the stage would be only about 12- 18 inches high.
34 Chair Jacobs said he is concerned that the seating rows are too long.
35 Ken Redfoot said this can be loosened to accommodate what Chair Jacobs requested
36 with more aisle space. He said this design is just showing the maximum.
37 Commissioner Gordon asked for details on the flex space. She asked what
38 would be happening in the rooms and what will be on the floors.
39 Ken Redfoot said these will be newly carpeted and painted with technology
40 consistent with the meeting room. He said the flex space is open to uses that would be
41 associated with the Board of County Commissioners meeting room, community events,
42 or future offices.
43 Commissioner Gordon said her understanding is that the Board of County
44 Commissioners will be the primary user. She said that the cultural center is not going to
45 use the space; so she is not sure why accommodations are being made for a theater.
46 Ken Redfoot said the stage is a Board of County Commissioners decision.
47 Commissioner Gordon said the Board of Education has decided not to use the
48 space, and the Town Board has not committed to using it. She said this is a venue for
49 the Board of County Commissioners, and there is no need to provide a temporary stage.
50 She said for the Parks and Recreation programs there is a need for an activity room,
51 and she asked if the flex space could be used for this.
52 She asked if there is any difference between a conference room and a flex
53 space.
13
1 Ken Redfoot said no. He said the driver of these flex spaces is the big space
2 and its size.
3 Commissioner Gordon asked about the size of the flex spaces.
4 Ken Redfoot said the flex spaces to the far left and right are approximately 800
5 square feet. He said the two down below are 1000 square feet on one side and 1200
6 square feet on the other.
7 Commissioner McKee said this room and design accommodates their meeting
8 room needs and can be adapted as needed. He said once the other potential users
9 see the space their decision about use may change.
10 Commissioner Pelissier said the cultural center did disband, but she knows
11 people that are still interested in renting the facility for community use. She said she
12 likes the plan, and she wants to keep the flex space. She would like to keep a
13 placeholder for this.
14 Jeff Thompson said there was a plan shown in February that had office space as
15 part of a space study update. He said that there was a discussion in May about adding
16 these spaces at a later date. He said it was also requested that staff reach out to the
17 arts community, and the purpose of the flex space proposal is to leave that option open.
18 Commissioner Price said the cultural center has been disbanded, but there are
19 some members hanging on to the name and some of the funding. She said there are
20 neighborhood groups who may want to use this space. She asked if the building would
21 be open during the day.
22 Chair Jacobs said it would be open if there are offices on the floor, it would be
23 open.
24 Commissioner Rich asked about the green space. She asked if this could be
25 used for closed sessions.
26 Frank Clifton answered yes, and he said this is a secure room.
27 Commissioner Rich said she likes the adaptability of the space. She would like
28 to leave space for a portable stage. She said this will all come in stages though.
29 Chair Jacobs said Commissioner McKee's point is good. He feels that this
30 space will likely get more use once it is built. He said the Board of Education had no
31 information earlier in the process and thought there would be a charge to use the space,
32 which led to the vote against it. He feels that this decision may change sometime down
33 the line.
34 Commissioner Gordon said she has reservations about this plan.
35
36 4. Strateciic Communications Plan/County Locio
37 Carla Banks reviewed the proposed outline for the strategic communications
38 plan. She said the outline is tied to the goals of the Board of County Commissioners as
39 discussed in the February planning retreat, specifically goals 2, 3, and 4. She said she
40 would like to determine which elements the Commissioners would like to keep, change,
41 delete or add.
42 She began with point 1 in media relations on page 3 of the outline and asked for
43 Board feedback.
44 Commissioner Gordon asked if Carla Banks could go through her presentation
45 starting at the beginning of the outline. She said she has general questions and she
46 thought this would start with an overview, before getting into the details.
47 Carla Banks said she is proposing the outline so she has a basis to create a
48 working document based on Board input. She noted that the Board had requested the
49 opportunity to be part of that process. She said the outline's purpose was to list the
50 elements that should be in the plan and give an opportunity for things to be added.
51 Commissioner Gordon said she would prefer starting at the beginning of the
52 document.
53 Carla Banks read the purpose as outlined on page 2 of the abstract.
14
1 Commissioner Gordon said she wanted to start on the first page and discuss the
2 overall issues. She referenced the original Strategic Communications Plan from 1999
3 which was on the blue sheets. She said that if you compare the wording of the abstract
4 outline with the wording of the plan that is on the blue sheets, you will see a difference
5 with respect to the role of the Board. She quoted two sections on the first page of the
6 original plan to give examples of this difference. First, she read that the purpose was "to
7 promote more effective communication between and among the County Commissioners
8 and the citizens." Second, she read "staff will develop for Board approval a single,
9 unified style for all County communications efforts to establish the County's "identity" in
10 communication vehicles." She said a major difference is whether the Board of County
11 Commissioners is even referenced in the outline as compared with the references
12 concerning the Board's role stated in the 1999 plan. She feels that the Board of County
13 Commissioner's oversight has been eliminated in the outline proposed by Carla Banks.
14 Commissioner Gordon said the Board of County Commissioners would have
15 approval for the overall communications vision in the original plan; and in this new plan
16 the Board of County Commissioners is almost invisible. She referred to the pink sheets
17 with the minutes from the May 21st meeting, and said that the Commissioners requested
18 a say in the branding, the logo and other areas. She feels this is a strategic piece that is
19 different from the staff proposal and it is important to clarify the role of the Board.
20 Carla Banks said she thought she was proposing a County- wide plan, rather
21 than a plan that was focused specifically on the Board of County Commissioners.
22 Commissioner Gordon said this is County-wide plan, but she does not see a role
23 for the Board of County Commissioners in this proposed outline.
24 Commissioner McKee said his view of the role of the Board of County
25 Commissioners, both as a whole and individual, is to provide policy and direction, not to
26 be intimately involved in the design of a logo or choice of a media outlet. He does not
27 feel comfortable discussing Board oversight of any department. He said it is easy to
28 then move into micro-management. He said he is not being critical of Commissioner
29 Gordon, but he is just trying to understand her position of their role. He sees his role as
30 policy and oversight.
31 Commissioner Gordon said she is talking about how the County communicates
32 its brand and image in efforts to reach out to citizens. She said the details are technical
33 and she is not talking about managing a department. She is talking about the Board of
34 County Commissioners having some type of role, and in this new plan the Board does
35 not seem to have a role. She said that the Board is responsible for how their image is
36 projected.
37 Commissioner Pelissier said she does not understand what Commissioner
38 Gordon wants. She said her impression is that the Board has had a role, because the
39 Board decided to hire a Public Affairs Officer that was not a Commissioner directed
40 position. She said the Board is having involvement by being allowed to review the plan.
41 She said this is similar to the Board of Health. She trusts the experts in all of the
42 departments. She said that having an overall goal of increased transparency,
43 knowledge of services, and making services readily accessible are the goals of the
44 Board. She said staff takes care of it beyond that.
45 Commissioner Rich said she is in between the two viewpoints. She said she
46 does think you hire someone to do a job, and you don't tell them what to do on a daily
47 basis; however she feels that when you start creating websites and re-branding, the
48 elected officials should be part of those decisions about how image is projected. She
49 said maybe the Board does want to be involved in media interviews. She said there are
50 places where the Board of County Commissioners needs to be involved and some
51 where they do not. She feels the Board should have a say in branding.
52 Commissioner Price said the Board of County Commissioners needs to have
53 some review and approval of branding and logo. She said the press releases are
15
1 already sent for approval before going out, and that is enough vetting in that situation.
2 She said everyday issues should be left to the Public Affairs Office (PAO).
3 Chair Jacobs said he does not disagree with anyone, but he does not think the
4 PAO hears the Board or connects with them. He said he feels Carla Banks has taken
5 her lead from the Manager, and somehow there is a disconnect. He said Carla Banks is
6 their most direct public outlet, and there is no connection.
7 Chair Jacobs said Commissioner Rich was concerned about the tweets during
8 the flood, since it seemed that others were more proactive than Orange County.
9 Carla Banks said she was in the EOC and as she produced press releases, she
10 posted these to Twitter, Facebook and the website. She said she was flying solo during
11 that event and doing the best she could do under the circumstances.
12 Commissioner Rich said the twitter feeds from other entities were not connected
13 to a link to a web site to a press release. She said the other entities had a feed telling
14 residents where to go and not to go and what to do. Her concern during the flood was
15 that Orange County was not communicating quickly enough to tell people what to do.
16 She said she quick tweets rather than a link to a press release. She said she does not
17 want or need to be involved in doing this, she is just giving a criticism of what happened
18 that day.
19 Chair Jacobs said there is no mechanism or way for the Board of County
20 Commissioners to change anything or to tell the PAO what their vision is.
21 Carla Banks said that flood day she was working that effort solo and press
22 releases were going out every ten minutes in addition to updating the website, twitter,
23 and social media. She suggested the need for a secondary person to solely handle
24 Facebook or twitter.
25 Frank Clifton said he can be blamed for the logo and it is time to move on from
26 that. Secondly, he said there was no plan of any kind before Carla Banks' position was
27 created. He said no one is debating the criticisms that have been levied. He said the
28 issue is that you don't go from a-z overnight. He said some Board of County
29 Commissioners respond to requests for information and want to be involved and some
30 who don't. He said he advocated for this position under the clerk originally. However,
31 he said this is a County wide position, and not a political position. He said the Board
32 has 7 different points for opinion and the public relations person cannot call all 7 for
33 each press release. He is not opposed to constructive criticism. He said twitter is fairly
34 new to Orange County and it is a constant issue. He said the role of Orange County
35 was to be in support of Chapel Hill during the flood, as this was inside the town limits.
36 He said County staff was in the backup role, and was not there to run the show. He said
37 if the majority of the Board wants to move this function to the clerk's office, that's fine; if
38 the Board wants to take a more deeply invested role, that's fine. He said that it would
39 be hard to be spontaneous and quick to respond when seven different opinions are
40 involved.
41 Frank Clifton said the County needs some consistency. He said the constructive
42 way to address this is to have a group of Commissioners volunteer to work with the PAO
43 on any of these issues. He said Carla Banks has a lot of knowledge and will be
44 excellent to work with. He questioned what role as a political leader the Board wants to
45 have in the daily involvement of every department of County government.
46 Commissioner Pelissier said their share is not responsible for the town and it is
47 about coordination. She said there are different opinions and the Board needs to decide
48 what the majority wants. She said this position should stay in the manager's office. She
49 does not want this position to become a competition amongst and between
50 Commissioners. She said this is about County services.
51 Commissioner Rich said the conversation was not about who should have taken
52 the lead. She said, at the point of an emergency, the press releases did not work. She
53 said that the Board needs to get together and decide what the Commissioners want
16
1 Carla Banks' role to be. She said she does not want to micro-manage the PAO. She
2 said there is a feeling that the Board does not have a connection to Carla Banks, and
3 she is the voice of the Board of County Commissioners. She said there needs to be
4 some dialogue.
5 Commissioner Price said that emergencies fall under Emergency Services or the
6 Sheriff, and what Carla Banks did was supportive and should be commended.
7 She said her concerns with regard to image, were just that she wanted input into
8 the final design.
9 Chair Jacobs said there is just not good communication between the Board of
10 County Commissioners and the PAO. He said he used the tweets as an example.
11 He said when the Board passes a resolution about the logo, and then it does not get put
12 into the logo presentation, he gets the message that there is a dis-connect.
13 Chair Jacobs said that Commissioner Price had volunteered to work with PAO
14 on the logo. He said this is a new department, and there needs to be a pathway. He
15 said there is no mechanism for the Chair to sit down with PAO. He asked Carla Banks
16 to look at the purpose to determine how she would feed the Board of County
17 Commissioners into the process.
18 Chair Jacobs said this issue is structural and not personal.
19 Commissioner Gordon said it is important to do the strategic communications
20 plan and it is clear this will not be done tonight. She said the current plan from 1999 has
21 a paragraph under press releases that should be in the new plan. She read it as
22 follows. "The staff should develop and implement methods for addressing fast breaking
23 and/or potentially controversial public relations issues in a timely manner so that the
24 County can be in a position to anticipate these situations and respond with an
25 appropriate message quickly and effectively when dealing with matters that are
26 controversial or fast breaking."
27 She said there is also some good language in the current plan regarding
28 coordination related to emergency services, and she thought it should be included in the
29 new plan. She reviewed this language which said that there should be an "action plan
30 for communications between and among the county departments, other governmental
31 agencies, the media, and the public in times of crisis, such as natural disasters,
32 evacuations, and other emergency situations.
33 Commissioner Gordon said that stating the intent to hire a public relations
34 specialist should not be part of the plan. Instead, that is a method to implement the plan
35 and should be part of the budget process. She said there needs to be a high priority on
36 developing a strategic communications plan that takes into account the Board of County
37 Commissioners' role. She said there is a difference between micro-management and
38 having a high priority on the Board's role in setting policy. She said she believes the
39 Board does not want to micro-manage but there is a desire to have a high level of
40 control with regard to County's image.
41 Commissioner Gordon said she has a concern with the logo because it is difficult
42 to tell what the central figure in the logo is supposed to mean, and she feels it needs to
43 be re-done.
44 Chair Jacobs suggested Carla Banks discuss with the Chair and Vice Chair how
45 to re-shape this and to bring this back at the next agenda review.
46
47 Closed Session:
48
49 A motion was made by Commissioner Gordon, seconded by Commissioner
50 McKee to go into closed session at 10:10pm for the purpose of:
51 To consider the qualifications, competence, performance, character, fitness,
52 conditions of appointment, or conditions of initial employment of an individual public
53 officer or employee or prospective public officer or employee; or to hear or investigate a
17
1 complaint, charge, or grievance by or against an individual public officer or employee.
2 NCGS § 143-318.11(a)(6); and.
3 VOTE: UNANIMOUS
4
5 RECONVENE INTO OPEN SESSION:
6
7 A motion was made by Commissioner Gordon seconded by Commissioner Rich to
8 reconvene into open session at 10:36pm.
9
10 VOTE: UNANIMOUS
11
12 Adjournment
13
14 A motion was made by Commissioner Gordon, seconded by Commissioner Rich to
15 adjourn the meeting at 10:36pm.
16
17 VOTE: UNANIMOUS
18
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20 Barry Jacobs, Chair
21
22 Donna S. Baker, CMC
23 Clerk to the Board
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