HomeMy WebLinkAboutMinutes 06-13-2013 APPROVED 10/15/2013
MINUTES
BOARD OF COMMISSIONERS
BUDGET WORK SESSION
June 13, 2013
6:00 p.m.
The Orange County Board of Commissioners met for a reconvened Budget Work
Session from the June 11, 2013 meeting at 6:00 p.m. at the Southern Human Services
Center in Chapel Hill, N.C. After this reconvened meeting, the June 13th 7:OOpm work
session convened.
COUNTY COMMISSIONERS PRESENT: Chair Jacobs and Commissioners Mark Dorosin,
Alice M. Gordon, Earl McKee, Bernadette Pelissier, Renee Price and Penny Rich
COUNTY COMMISSIONERS ABSENT:
COUNTY ATTORNEYS PRESENT:
COUNTY STAFF PRESENT: County Manager Frank Clifton, Assistant County Managers
Michael Talbert, Clarence Grier and Clerk to the Board Donna Baker (All other staff members
will be identified appropriately below)
NOTE: ALL DOCUMENTS REFERRED TO IN THESE MINUTES ARE IN THE
PERMANENT AGENDA FILE IN THE CLERK'S OFFICE.
Reconvening of June 11, 2013 Budget Work Session
Chair Jacobs reviewed the following items at the Commissioner's places:
• Lavender sheet - historical information on the Piedmont Food and Agricultural
Processing Center (PFAP)
• Salmon sheet— additional outside agency information
• Goldenrod — Internal Service Fund-Vehicle Replacement information
• Excel spreadsheet - Property Tax Calculation and Analysis Per Tax District
• Memo in reference to DSS's new grant project and position requests
4. Discussion of County Department's FY2013-14 Budget Requests
Housing, Human Rights and Community Development (Pg.161)
Budget Analyst Tonya Walton reviewed the following:
Budget Highlights
Revenue Decrease: Due to federal sequestration, the department budget for rental
subsidies has been reduced by 6% and the administration funding for the program has
decreased by 31.5%, from the prior year (revised budget). Program attrition will absorb
the funding loss for rental subsidies. Although the department has eliminated funds for
operations, a funding gap of$148,110 remains for program administration, which
affects permanent personnel. The department recommends funding the gap through
general fund.
The FY 2013-14 Manager's recommended budget includes funding for all positions,
pending further County action. The County will determine how to manage the loss of
administration funds, when County wide sequestration impacts are assessed. Note:
The County currently funds a portion of the Department Director's personnel costs,
which is included in the net County Cost figures, in Section 8 division's budget tables.
HOME Investment Partnership Program Budget Highlights:
Due to federal sequestration, the department budget for rental subsidies has been
reduced by 5 percent, from the prior year.
Urgent Repair Program Budget Highlights:
Funding for Urgent Repair costs will decrease by $15,000 to $60,000, in FY 2013-14.
Partnership to End Homelessness Program Budget Highlights:
The cost of the Homeless Management Information System (HMIS), known as CHIN
(Carolina Homeless Information Network), has been transferred from the State to the
twelve (12) communities that receive homeless funding. For Orange County that cost is
$21,000.
Revenue Increase: The revenue increase represents a 44% increase from each
jurisdiction's prior year contribution.
Tara Fikes said the sequestration cuts were deepest in operations and less so in
subsidy.
Human Relations Division Budget Highlights:
• No significant budget changes, in FY 2013-14.
Commissioner McKee asked Tara Fikes to speak on reductions to Habitat for
Humanity, home programs and sub-recipients
Tara Fikes said, due to less funding from HUD, allocations to all sub-recipients were
reduced. She said that Habitat's reduction resulted in subsidy for one fewer house.
Chair Jacobs asked about Habitat's Brush with Kindness program versus the
County's urgent repair program. He asked why half of the Urgent Home Repair Program
monies go to administration.
Tara Fikes said she thinks the programs' purposes are similar, however half of the
County programs funding is spent on a Rehab Specialist to oversee the repairs. She said
this position has been used to help in other areas and programs as well.
Chair Jacobs said to it would be helpful to indicate in the budget that the
administration position serves multiple purposes.
Tara Fikes said Habitat's program is focused more on outward appearance, and the
Urgent Repair Program is focused on interior, health and safety issues and code violations.
Chair Jacobs asked Tara Fikes to send the Board a memo on what the Urgent Repair
Program is about, especially for my own benefit.
Library, Pg. 176 (including Fee Schedule change requests, Pg. 332 and Non-
Departmental Items, Pg. 201)
Lucinda Munger reviewed the following:
Main Library Budget Highlights:
Increased Library Hours: The County Manager recommends a $32,000 increase in the
department's nonpermanent personnel and operating budget for the additional four
weekend hours, beginning July 1, 2013. The proposed increase to the Library's budget
would require a corresponding increase in the County's contribution to Chapel Hill
Library ($8,641). For more information, please refer to the Culture and Recreation Non-
Departmental section.
New Staff Requests: The FY 2013-14 budget includes two FTE requests. The
department requests a 0.20 FTE increase, from 32 to 40 hours, for a Library Assistant I
($9,215). This position will allow for consistent staffing levels at all times and will
coincide with the increase in weekend hours. Decrease in existing nonpermanent funds
will offset all position costs. The department also requests a 0.125 FTE increase, from
30 to 35 hours, for an Administrative Assistant II ($5,444). This position will offer
increased daily support concerning budgetary expenditures, non-permanent
scheduling, and establish volunteer program.
■ Operating Reductions: Software maintenance costs have been moved into the IT
Department's budget, with the dissolution of the Hyconeechee Library System.
■ Revenue Reductions: Library State Aid revenue will decrease by $17,000, in FY 2013-
14. The N.C. Department of Cultural Resources provided a reduced estimate, after
Hyconeechee Regional Library's dissolution, in July 2012. This reduction does not
include federal sequestration impacts.
Fee Schedule Requests: Please note that increases apply to materials at all Library
locations. Additional information about proposed changes is in the Fee Schedule,
located in Appendix B.
Effective July 1, 2013: Daily fines for overdue literacy bags ($1.00), CDs ($0.20), and
periodicals ($0.20). Currently, no fee exists for any of the violations.
Effective October 1, 2013: Cost recovery for Inter-Library loans. Cost recovery ($3.00).
The current patron cost is $1.00.
Carrboro Branch Library— McDougle Middle School: Budget Highlights
• No significant budget changes, for FY 2013-14.
Cybrary Branch Library Budget Highlights:
• No significant budget changes, for FY 2013-14.
Commissioner McKee asked if Chapel Hill anticipated the budget increase of$8,600.
Frank Clifton said this budget was communicated.
Commissioner Dorosin questioned the difference between the provisional
departmental request and the manager's recommendation.
Lucinda Munger said the difference is in the expanded hours. She said the original
budget was based on 64 hours. She said discussions then led to the increase of 4 additional
hours and the cost of this in operating funds.
Commissioner Price asked about the inter-library loan fees. She questioned whether
this pertains to Chapel Hill.
Lucinda Munger said this program is done through OCLC, which is a national
program. She said these are primarily requests for research related items that can be
requested from different libraries within the state. She said there is no official transfer
program with the Chapel Hill Library.
Chair Jacobs asked where things stand with the interoperability agreement with the
Town of Chapel Hill
Lucinda Munger said there have been talks with senior library staff regularly to work
toward that. She said discussions have centered on issues such as policy alignment, fee
structures, and cooperative programming. She said the fee structure in the proposed budget
mirrors the Chapel Hill fee structure, so there will be no difference. She said Chapel Hill
recently hired a new permanent library director, and there will be further discussions with the
new director after the budget process.
Chair Jacobs asked about the new software.
Lucinda Munger reviewed the new software system and vendor information. She
said these systems will eventually be able to communicate effectively with each other.
Chair Jacobs said that the agreement with Chapel Hill says that Orange County will
meet annually with Chapel Hill to discuss libraries. He said the issue of exchanging books
could be addressed at this meeting.
Lucinda Munger said this could also be part of the discussions with the new director,
once the budget is passed.
Chair Jacobs said there were good reasons to close the library at Northern Human
Services Center, however he still feels it is a priority to bring library services to this area of
the County.
Lucinda Munger said when the Northern Human Services Center is reconstructed
with wireless access, and a computer lab, that will greatly assist in providing services again.
She said that any other expenditures would be proposed in late September as part of the
new strategic plan.
Chair Jacobs said he does not want to put all of their eggs at Northern Human
Services Center.
Commissioner McKee apologized for stepping out, and he asked for an update on the
shared library card with Chapel Hill.
Lucinda Munger said that the shared vendor will make this more of a possibility.
Commissioner McKee asked for a specific timeframe for getting one library card for
both systems. He noted that this discussion has been ongoing for two years.
Lucinda Munger said the library director hiring was one thing that needed to happen,
so this will be part of the upcoming discussions in the fall. She said she cannot give a
definite timeline.
Commissioner Rich noted that any Orange County citizen can get a Chapel Hill
Library card for free.
Commissioner Pelissier said that the Chapel Hill Library foundation provides much of
the funding for book purchases and this group needs to be included in some of the
upcoming discussions.
Commissioner McKee said, considering the large amount of money put into the
libraries, the issues with Chapel Hill need to be worked through.
Commissioner Price said that Friends of the Library also need to be included in
discussions.
Chair Jacobs said current discussions are only for staff and elected officials.
Lucinda Munger said the Friends of the Library did contribute a substantial amount of
money toward materials for the new library. She said this group has its own board, as does
the Friends of the Chapel Hill Public Library.
■ Social Services, Pg. 244
Nancy Coston reviewed the following:
Administration Division Budget Highlights:
Budget Highlights
• Personnel Account Consolidation: Consolidated all division temporary personnel and
overtime line item accounts into the Central Administration division ($73,097), in FY
2012-13.
• Division Consolidation: Combined the Skills Development Center division, and related
expenses, into line items within the Central Administration division. Performance
measures related to activities at the facility can be found in Economic Services.
• NC FAST Implementation: Additional nonpermanent and overtime funds will address
the staffing issues related to NC FAST ($47,460). The department's capital request
will fund renovations ($10,000) at Southern Human Services Center (SHSC) and
Hillsborough Commons to create technology areas ($60,000), in the front lobbies,
where clients can complete basic documentation and learn more about services. The
renovations for each site include:
• SHSC: Carpet replacement and a front window installation, so staff can view the
lobby from the receptionist's area.
• Hillsborough Commons: Wall removal, floor resurfacing, and installation of additional
lights and electrical outlets.
• The Hillsborough Commons lease payment will increase $13,052, in FY 2013-14.
• Pending budget approval, the department will administer Pre-Trial Services' FY 2013-
14 Outside Agency Performance Contract. Recommended funding of$95,000 is
included in the division's contract services line item, for this purpose.
• Revenue Increases: Additional State funds for Low Income Energy Assistance
Program (LIEAP) Administration ($35,889). Funds totaling $31,328, from the Miles
Second Family Foundation, to examine former foster youths' outcomes and aid
transportation efforts, for current children in the program.
• Revenue Reductions: The department will experience an $110,615 loss in Social
Services Block Grant revenue, from the federal government. This loss does not
include pending sequestration reductions.
Child and Family Services Division Budget Highlights
• CPS After-Hours Availability: To address CPS coverage issues, the agency proposes
compensating social workers for after-hours coverage. To fund these costs, one child
protective services position will remain unfunded for next year. There will be a
reduction in salary and benefits under this plan. The position will remain in the
budget—unfunded—to allow the agency to conduct a trial of this plan.
• Revenue Increases: The department will receive an additional $15,000 for DSS
guardianship responsibilities, $52,829 for Daycare administration and $10,000 for
Drug Treatment Court.
• Revenues Reductions: Fewer child protection cases are eligible for federal
administrative funds, which will reduce Foster Care/Adoption (IV-E Administration)
revenue, by $80,000. In addition, due to State changes, the department will no longer
conduct assessments for personal care services in adult care homes (loss of
$51,228). However, adult services staff must be available to staff planning teams and
to provide services to the numerous individuals affected by the changes in Medicaid
and the mental health system.
Economic Services Division Budget Highlights:
• Division Realignment: In FY 2012-13, the Veterans Services and Criminal Justice
Partnership Program (CJPP) divisions were incorporated into the Economic Services
division ($109,831). The Veterans Services Officer will continue to be a full-time
position. The CJPP Coordinator position moved from a grant fund into the General
Fund, in FY 2012-13. When the State eliminated the grant portion of the position's
support, the department located another funding source, which would also allow the
position to aid the department during NC FAST transition. This change will incur no
additional County costs.
• In FY 2012-13, the BOCC approved three time-limited positions, through December
31, 2013, to assist with NC FAST implementation. This addition increased division
personnel costs by $152,163.
• Revenue Increases: Will receive additional Work First grant funding of$173,140, in
FY 2013-14.
Public Assistance Division Budget Highlights:
• The agency will continue working with the IT Department and the NC Department of
Health and Human Services to prepare for NC FAST implementation. This may
include purchasing additional computer hardware and software and increasing
bandwidth.
• These public assistance programs are projected to pay $19,805,094, in Food and
Nutrition Services, and $104,056,909, in Medicaid dollars, to local grocers and
medical providers in FY2013-14.
• Given the sustained impact of the economy on families, the agency continues to look
for ways to meet the ongoing demand in public assistance. Part of this initiative will
include business process redesign based on Work Support Strategies.
• The need for additional staff resources is addressed in the Economic Services
department. Even with the addition of some resources, the demands on staff
transitioning to NC FAST while meeting the increased caseload will be extremely
taxing. The NC FAST transition for these programs will not be completed until 2014.
Until then the agency anticipates continued difficulty in meeting all performance goals
in these programs.
Skills Development Center
• This division has merged with the Central Administration division, within the
department.
Subsidy Division Budget Highlights
• There is an increased need for child care subsidies to avoid disruption of services for
more than 200 children. There is currently a waiting list of more than 300 children in
need of care. There is a projected decrease of 8% of state and federal funding for
childcare subsidy for FY2013- 14.
Revenue Reductions: Decreases in Adoption Vendor Payments ($47,500), due to
policy changes, and the conclusion of the CPS Early Childhood Mental Health
Services grant project ($39,565)
• The agency is applying to continue administration of Smart Start subsidy, funded by
the Orange County Partnership for Young Children. This will continue to allow for
reduced administrative expenses and coordinated access for families.
Veterans'Services Division
This division has merged with the Economic Services division, within the
department.
Grant Project Fund: Criminal Justice Partnership Program Budget Highlights
• Revenue and Personnel Change: Changes in state administration of the adult
programs, as well as changes in the relationship with Chatham County, have
reduced administrative funds available to support the grant. In FY 2012-13, after the
department located another funding source to replace lost funds, the CJPP
Coordinator position moved from grant fund into the General Fund. The new funding
source fund will reimburse Economic Services' activities and permit the Coordinator
to administer the juvenile portion of the JCPC program. This change incurs no
additional County cost.
Grant Project Fund: Orange Community Response Program (Multi-Year Project)
Budget Highlights
• The Board of County Commissioners approved the grant on August 21, 2013. FY
2013-14 funds will cover costs, for the second year of the grant. The Orange County
Partnership for Children will reimburse position costs.
• No significant budget changes, in FY 2013-14.
Tonya Walton reviewed the information from the Grant Project and Position Requests
attachment. She said these funds would not be located in the general fund, so the bottom
line would not be affected. She said the attachment would replace pages 31 and 32 in the
recommended budget. She said the table includes the manager's recommended positions.
Commissioner Dorosin said, as the board representative on DSS board, he would like
to recognize that the work done to prepare for this transition with NCFAST has been
tremendous.
Chair Jacobs asked how many people the County serves with food stamps.
Nancy Coston said the average number of households is 6600. She said the number
of individuals is much larger. She said Medicaid is higher than food and nutrition. She said
that there are people who get Medicaid automatically through Social Security who are not
listed in the budget.
Frank Clifton noted the significant number of child abuse cases served and said this
is one of the tougher jobs that the Social Services staff does.
Commissioner Price asked if a tax on prescription drugs would affect the Social
Services budget.
Nancy Coston said she does not think this will affect people on Medicaid. She said
there is consideration of an increase in co-pays.
Frank Clifton noted that state changes in unemployment laws may cause an impact in
the county, but the number is unknown.
Nancy Coston said this could result in a lot of individuals approaching Social Services
at one time.
Chair Jacobs asked if there will be an effort to alert individuals of services available to
them.
Nancy Coston said many of these people have likely already gotten medical help for
their children and have had interaction with the department.
■ Board of County Commissioners, Pg. 63
Budget Analyst, Darryl Butts and Clerk to the Board, Donna Baker reviewed the
following:
Budget Highlights
• The FY 2013-14 Manager Recommended Budget includes an Assistant to the Clerk
position (1.0 FTE), effective July 1, 2013. This is a re-instatement of an Assistant to
the Clerk/Boards and Commissions' position that was eliminated during the FY 2010-
11 budget process. Existing temporary personnel funds will be reduced by $9,215 to
help offset the cost of the position in FY 2013-14.
• The overall decrease in Operations in FY 2013-14 is mostly due to not budgeting for
a Reserve for Rogers Road, which represented a one-time expense of$120,000 in
the FY2012-13 approved budget.
• The FY 2013-14 Manager Recommended Budget includes $17,800 in Personnel
Services for Public Safety coverage at all meetings. The budgeted amount consists
of 2 Sheriff Deputies and 1 Paramedic at each regular Board meeting, and 1 Sheriff
Deputy at all other meetings.
• The Capital Outlay of$75,261 in the FY 2012-13 12 Month Estimate reflects the
Board approved upgrades to audio/visual equipment at their November 20, 2012
regular meeting.
Donna Baker reviewed the proposed duties for the requested position of Assistant to
the Clerk/Boards and Commissions.
Donna Baker noted that the largest increase was in the travel budget, and this was
recommended by the finance department.
Commissioner Dorosin asked about the $120,000 allocation for Roger's Road.
Darryl Butts said this was an item that came up in last year's budget, and funds were
allocated to this, as a capital project. He said the money that was in reserve in the
Commissioner's office was shifted toward the capital project for the community center.
Commissioner McKee said he does not think that the Board needs to have a
paramedic at each of their regular meetings.
Chair Jacobs said he thought it was good to have an emergency services person
present at the meetings.
■ County Manager, Pg. 95
Tonya Walton and Greg Wilder reviewed the following:
Budget Highlights
• The creation of the Public Affairs Department, on July 1, 2013, will reduce the County
Manager's budget by approximately $108,000, in personnel and operating costs.
Commissioner Dorosin said, as a future process, he would like to see non-
departmental staff identified under the appropriate department so that board members do
not have to continually search back and forth in the budget book.
Commissioner Price asked about the increases in printing costs.
Greg Wilder said the board made a decision to move toward a paperless agenda but
there are still 17 sets being printed for each agenda. He noted that there is now access to a
color copier, which was not available before. He said that, .25 per page, doing these in-
house is a savings.
Commissioner Gordon asked about the reduction of$108,000 in the Manager's
budget. She asked if this was the budget for the Public Affairs Personnel Operating Cost.
Clarence Grier said $110,000 was for personnel.
Frank Clifton said this was only the amount for part of the fiscal year. He said many
of the activities were paid for by various departments. He said efforts are being made to
track these costs.
Commissioner Gordon asked what this total number for the Public Affairs Office
would have been on a full year basis.
Clarence Grier said this would total about $180,000, and about $100,000 would be
toward salary and benefits. He said $80,000 was for operating cost.
■ Finance and Administrative Services p. 135
Finance and Purchasing Division Budget Highlights:
• Transferred Asset Management Coordinator (1.0 FTE), from Asset Management
Services, to assist with County purchasing duties ($54,660).
Budget Division:
• The Budget and Management Analyst II position remained vacant for six months and
generated $31,000 in county savings.
Risk Management Division:
• The Risk Manager and Grant Accountant positions remained open for nine months
and generated $100,513 in savings.
Commissioner McKee expressed appreciation for the efficiency of the Finance
Director and his staff.
Frank Clifton noted that there is a Risk Management position that has remained
unfilled, and this continues to be a hurdle for the department.
Commissioner Rich asked if this $100,000 has remained in the budget.
Frank Clifton said this falls to the fund balance this year, but it will be budgeted next
year.
Commissioner Rich asked if that is true with every position.
Frank Clifton said every position is budgeted for full salary and benefits every year
and most of them remain filled.
Internal Service Fund —Vehicle Replacements (Handout provided at June 11, 2013
meeting)
Paul Laughton and Jeff Thompson reviewed information from the following memo:
Purpose of Fund:
In FY 2012-13, the Commissioner Approved Budget established a second Internal Service
Fund, for County vehicle purchases. Internal Service Funds are an accounting device used
to accumulate and allocate costs internally among the functions of the County. Historically,
the County has used an internal service fund to account for one activity— its employee
dental insurance program. With the creation of this Vehicle Replacement Fund, vehicles
purchased occur through this fund instead of the departments' operating budgets. The
change centralizes vehicle purchases, which increases the effectiveness of vehicle
performance and cost monitoring.
Recommendations are founded upon vehicle age, mileage, maintenance costs, fuel
efficiency, and departmental mission need. The average age and accumulated mileage of
the recommended replacement are 15 years and 148,000 miles respectively.
Recommended replacement vehicle platforms are the Toyota Prius for administrative,
highway and street use; the Chevrolet Captiva for moderate all-terrain use; the Chevrolet All
Wheel Drive Equinox for heavy all-terrain use; the Ford Transit Connect for highway utility,
service and light cargo use; the Ford F150 (both two and four wheel drive) for heavy utility
use with the 4x4 option for heavy all-terrain use for Environmental Health, Emergency
Services, and DEAPR ( Department of Environment, Agriculture, Parks and Recreation)
missions; and the Chevrolet Tahoe for non-jail law enforcement use. All platforms are
evaluated for department mission utility, durability, maintenance standardization, and fuel
efficiency.
The list below outlines recommended vehicle requests for FY 2013-14. Pricing is based
upon current State Contract rates. During the early fall, staff will provide a complete list of
recommended, debt financed , vehicle purchases, for the BOCC's consideration.
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)
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
Clarence Grier said financing will be approved for some vehicles on the 15th of the
month. He said the fees generated from different departments will be used to replace
vehicles at the end of their lifespan. This is the purpose of the fund.
Commissioner Gordon noted that some departments have hybrids as replacements
and some don't. She asked for an explanation.
Paul Laughton said there are 6 Priuses.
Jeff Thompson said the light vehicle class is for most of the administrative class
vehicles. He said the Prius will be used for this class. He said the older platforms have .27
cent per mile maintenance cost. He said the Prius is .09 -.15 per mile cost, so it is the
vehicle to move toward. He said a battery hybrid will be considered for the future.
Commissioner Gordon said that another value to balance in the decisions is the value
of buying American made vehicles.
Commissioner Price asked if electric cars will be considered in the future.
Jeff Thompson said yes, once this technology is stabilized and proven.
Commissioner Rich said the General Assembly wants to penalize those who have
hybrids, by charging an annual fee. She asked if this applies to county vehicles.
Jeff Thompson said this is not known yet.
Commissioner McKee said one of his concerns in past years was making sure
vehicles match the departmental needs. He appreciates that this was considered with this
proposal and he thanked the department for this.
Chair Jacobs asked if these vehicles can be bought from someone in Orange County,
at a price that will match the state contract price.
Jeff Thompson said he will check on that.
Chair Jacobs asked the Board if there were any questions in reference to the Line
Item Detail notebook.
Commissioner Dorosin referred to page 288, which shows the recommendation for
moving money from the fund balance. He asked what will be left in the fund balance after
this move.
Frank Clifton said that the $3.6 million is in excess of 17 percent.
Clarence Grier said the fund balance is $32,145,000, after this.
Frank Clifton said when staff does this budget, it is calculated based on available
information and sales tax receipts at that particular time. He said there was an excess, and
the Board of County Commissioners has $1,375,000 for discretionary funding.
Chair Jacobs said it would be good to state, in the budget, the designated fund
balance percent of 17 percent and then to note the amount that 1 percent equals.
Frank Clifton said that the fund balance is found by simply taking 17% of the total
budget.
Frank Clifton said, at the beginning of every budget process, the number presented is
17 percent of the estimated total budget. He said anything above that becomes available
revenue.
Clarence Grier said the original manager's recommended budget appropriation was
$650,000. The CIP discussions allocated $25,000 to the site study for Blackwood farm and
DEAPR. This left the number at $625,000. He said the year-end returns yielded an
additional $750,000, without going below 17% threshold for fund balance. This leaves a
total of$1,375,000.
He said 1 percent of the total fund balance equals $1.8 million.
Frank Clifton said there was additional money that was not appropriated last year,
and it was rolled into this year. He said that the official audit will be done in October or
November, and a specific excess number will be available at that time.
Commissioner Gordon said it would be helpful to know the number being used to
estimate the 17%.
Commissioner Gordon said there is $25,000 allocated for the site study, and she
does not consider this a wise use of funds. She would rather have a space needs analysis
completed.
Chair Jacobs said this could be brought up under the CIP discussion.
Paul Laughton said the space needs study is one component of the $25,000.
Clarence Grier said, when they had the public hearing, the original estimate was
$100,000. He said this was considered high, so it was reduced to get this into the operating
budget now.
Clarence Grier reviewed the Orange County Fund Balance Policy Calculation page
from the recommended budget. He stressed the additional flexibility provided by the extra
$750,000.
Commissioner Dorosin asked if the 17 percent is a policy of the Board or if it is an
external regulated cap on debt.
Frank Clifton said there are general guidelines, but this Board set this percentage
after looking at the average fund balance for a budget comparable to Orange County. The
17 percent is low by comparison, and this was done to be fiscally responsible.
He said the money is there for use in a crisis, but the definition of a crisis needs to be
examined carefully.
Commissioner Dorosin asked if there had been a policy discussion on why 17 percent
was chosen.
Clarence Grier said the Government Finance Officers Association evaluates the
County budget and financial statements, and their recommended threshold on fund balance
was 16.7 percent. He said that going below the threshold would cause some concern and
would have a detrimental effect on bond ratings.
Chair Jacobs asked about page 2 and the $450,000 allocated for overtime and non-
permanent personnel. He asked for an explanation of this jump.
Paul Laughton said much of this is for the Board of Elections, Social Services and
Emergency Services.
Chair Jacobs noted that four new telecommunicators are being hired, and he asked if
the schedule still necessitates this much overtime to make it livable.
Frank Clifton said the total cost would be even higher if an 8 hour shift function was
adopted. He said the staggered shifts are standard.
Frank Clifton referred to page 136 of the budget book and noted the past fund
balances shown for years 2010, 2011, and 2012.
5. CIP Follow-up
Paul Laughton said the goal of the provided packet is to outline all the projects and
changes that came out of the work sessions. He said the yellow highlights indicate changes
to the original CIP, presented on March 12. He said the revision dates are also listed beside
each item.
Commissioner Gordon said she thought the items were updated later.
Paul Laughton said changes were presented and discussed at the May 9 work
session, and the May 23 work session, and all of the changes that have been done are on
this sheet.
Commissioner Gordon noted that some of the changes are not highlighted.
Chair Jacob noted that the pages are out of order.
Paul Laughton said these are broken into sections and are placed in order of how
they were addressed in the work sessions.
Commissioner Gordon referred to a discussion on June 11th regarding the CIP and
Blackwood Farm Park. She read from the fifth paragraph of this section, regarding the
space needs analysis. She said she thought the intent was to do a full space needs
assessment. She said $25,000 seems high for just an analysis of a couple of buildings
versus a full analysis of departmental needs, office needs, and available buildings.
Paul Laughton agreed with Commissioner Gordon and said this $25,000 is for a full
space needs analysis, with this just being one component of that.
Commissioner Gordon said this needs to be re-worded to include this fact on page 37.
Chair Jacobs asked for clarification on what this money will do.
Jeff Thompson said the $25,000 funding would be used to do a space analysis study
for the whole county.
Commissioner McKee referred to page 28 on the buff sheet and said he understands
that Orange County Schools (OCS) is no longer interested in using the Whitted space. He
said the cost of$1.4 million had been moved to year one. He questioned how much of this
is current revenue and how much is borrowed.
Paul Laughton said this was to be debt financing in year three, and it was moved to
year one. He said it would be a matter of delaying the amount financed during year one, so
it would not affect cash funding.
Commissioner McKee asked about the $100,000.
Paul Laughton said the $100,000 is not financed, but is pay as you go funds.
Commissioner McKee said he would like to see the Whitted building pushed out to
year 2 or 3.
Commissioner Dorosin asked when a meeting room would be finished, if it remains
listed in year one as it is on page 28.
Jeff Thompson said it would be completed in early June, 2014.
Commissioner Dorosin said there are savings to be realized by not having to pay
extra for videotaping. He asked for the figure for this.
Donna Baker said the savings would equal $1,000 per meeting.
Commissioner Rich said staff works hard to set up these rooms for each meeting and
it is important to have a permanent meeting space.
Commissioner Price asked if OCS has definitely been lost as a partner.
Chair Jacobs said nothing has been heard officially from OCS or from Hillsborough.
Commissioner Pelissier said there are still opportunities to use Whitted, and the
Board needs to take advantage of this facility for a meeting room. She feels that staff and
community members will come up with good ideas for additional use of the building.
Commissioner Gordon said, given that the majority of the Board wanted the meeting
room there, she would defer to whatever the majority decided. She said she understands
that only one school board member from OCS voted in favor of using the Whitted meeting
facility.
Commissioner McKee said, considering the situation for needing additional funding
for schools, to move ahead with a Board of County Commissioners meeting room is not a
priority for him. He said the choice between teacher assistants and a meeting room is not a
hard choice.
Chair Jacobs said he believes there is money to do both of these things. He said
there are entities that would like to use this space for performance space and he thinks it will
attract partners once it is built.
Commissioner McKee said he is not advocating the Board not to have this meeting
space at some point. He is simply suggesting moving it out in the CIP to year 2 or 3.
Commissioner Rich said the Board of County Commissioners has been pushing for a
permanent meeting space for 15 years, and it continues to be pushed back. She said there
is now a good available space; and it is important, for both the Board and the public, to have
a solid meeting place and the ability to stream the meetings.
Commissioner Price said she is aware that there are other arts entities that would be
interested in this space, and she feels that sharing the space is a good idea.
Commissioner Gordon clarified that the CIP is the manager's recommended CIP as of
March 12, plus all of the changes made during the work sessions.
Paul Laughton said, yes, the changes are incorporated in the buff sheets, mainly the
highlighted area. He said this document becomes the current CIP.
Commissioner Price asked if the schedule for the Southern Orange Library, on page
19, coincides with Carrboro's schedule.
Chair Jacobs said Carrboro does not have a schedule. He said only the County has
a schedule, and Carrboro simply makes recommendations. He said money in the CIP this
year is premature.
Commissioner Price questioned how realistic this is, with money in year one and not
again until year 4.
Frank Clifton said the money in year one is intended for use if the Board of County
Commissioners is interested in purchasing a property and beginning the processes and
analysis that come with that purchase.
Commissioner Price clarified that the amount is $650,000 in year one. She asked if
the Board would be able to move forward in year two, in the event that a property was found.
Frank Clifton said if a site was found there would be 90 to 120 days of site review and
planning. He said that money would initially be spent only on technical feasibility, with capital
to follow after that.
Commissioner McKee asked how much of the $650,000 would be debt financed.
Paul Laughton referred to page 19 and said none of these funds are pay as you go.
He said $136,000 would be debt financed and $164,000 is in the project balance. He said
there are no savings gained by moving it out.
Commissioner Dorosin clarified that this money is a placeholder and does not get
spent unless the Board buys a property.
Chair Jacobs asked if there is a rule of thumb for how much it costs to borrow.
Frank Clifton said these projects are put together into a lump sum for financing to
save on the cost of the process.
Clarence Grier said $400,000 over twenty years would have $11,000 in interest,
based on current rates.
Paul Laughton reviewed the finance information from page 102 in the CIP book.
Chair Jacobs said $20,000 has been moved up for the HVAC at Efland Community
Center. He noted that the center has not been included in the CIP, other than for the HVAC.
He said this needs to be re-visited, since the Efland Community Center is one of the oldest
community centers.
A motion was made by Commissioner Pelissier seconded by Commissioner McKee to
adjourn the meeting at 8:08 pm.
VOTE: UNANIMOUS
BREAK
Commencement of June 13, 2013 Budget Work Session
Discussion of Process and Procedures for Meeting
Clarence Grier went through the process and agenda for this meeting.
1. FY2013-18 Capital Investment Plan
Accept the Five Year Capital Investment Plan and Approve the Intent to Adopt Capital
Funding for FY2013-14
Paul Laughton directed the Board to the buff colored pages and reviewed the outline
of the changes. He clarified that this is the discussion to adopt the 5 year plan, but the
Board will be budgeting and approving the budget for year 2013-14 only.
He reviewed pages 1 and 2, incorporating all of the changes.
He reviewed the County's capital projects on page 9 and 10, which are consistent
with the County projects in the CIP and total $6,036,242. He continued with a review of the
remaining funds and projects, including water and sewer, Sportsplex, and schools.
Frank Clifton noted that the Board is also approving the finance process for each
project.
Chair Jacobs said Board members had expressed concern regarding two of the
projects.
He said there was concern regarding the Southern Branch Library, and there was
some question as to whether to leave that $600,000 in the CIP or bump it back.
Commissioner Dorosin asked for an explanation of the substantive difference in the
budget if this project is bumped back.
Paul Laughton said this would have no impact on the operations budget for 2013-14,
as it is financed or available project balance. This would only move the debt.
Frank Clifton said there is $164,000 in a project fund for this library from past
budgets. He said the Board may want to empty this fund out and re-allocate it.
Commissioner Dorosin asked if this could be done at any time during the year.
Paul Laughton said yes.
Chair Jacobs said, symbolically, he would like to leave the money where it is, as it
makes little impact on the budget.
Commissioner Gordon agreed that she would like to leave the project as stated.
Chair Jacobs said the Board can discuss the process of how to get items on the CIP
in the fall.
A motion was made by Commissioner Gordon, seconded by Commissioner Dorosin
to accept the Five Year Capital Investment Plan and approve the Intent to Adopt Capital
Funding for FY2013-14.
VOTE: UNANIMOUS
Chair Jacobs asked for an explanation of how much money is being spent on county
buildings in 2013-14.
Paul Laughton said this would be the $6,036,242 figure. He said this includes all
county capital projects.
Chair Jacobs clarified that about a quarter of this is structures, and the rest is
support. He said he would like to see this actual number, and he believes it would clear up
some misconceptions about the money spent on County facilities.
2. FY2013-14 Annual Operation Budget Decision Items
• Mark Up/Mark Down Items for the County's FY2013-14 Annual Operating Budget
and Outside Agencies
Clarence Grier referred to the mark up/mark down page, as well as the manager's
recommended budget. He noted that there is an additional $1.4 million to use at the Board's
discretion.
Commissioner Rich clarified the process for adding funding to non-funded items.
Chair Jacobs and Clarence Grier suggested starting with the County Departments
before moving to outside agencies.
County Departments:
Commissioner Gordon referred to the Public Affairs allocation of$38,582 for a half
year, new position, on page 234. She said the Board should not fund that position this year
without a strategic communications plan. She noted that the budget last year was $180,000
and this should remain the same. This leaves an additional $93,470 in the budget to be put
in a communications reserve, subject to the Board of Commissioner's approval.
Commissioner Gordon said $11,000 for capital needs would be deleted. She said
she started with $312, 052, deleted $38,583, and then subtracted $180,000 (last year's
budget number). This left the $93,470 as a reserve.
Chair Jacobs asked her to look through the $11,000 to discuss later.
Commissioner Gordon said Public Affairs should not be a separate department, but
should stay in the manager's office for now
Chair Jacobs said this can be discussed as part of the strategic plan process.
Commissioner Dorosin asked for clarification on the purpose of a reserve fund versus
deleting this amount and rolling it back into the budget.
Commissioner Gordon said she feels this is a more conservative approach, but she is
open to the Board's opinion.
Commissioner Dorosin suggested this be rolled back into the general fund.
Commissioner McKee said he agrees with Commissioner Dorosin.
Commissioner Gordon also agreed to delete this amount.
Commissioner Dorosin asked if the Human Resources proposed budget includes the
recommendation regarding the additional retirement contribution.
Clarence Grier said yes, this is under the non-departmental section.
Chair Jacobs clarified that this is the additional $1,200 to match. He said the Board
never received the full breakdown of the range of benefits that was requested.
Clarence Grier apologized and said he thought this question had been fully
answered. He said the number is 3 percent and the average salary is $40,000.
Commissioner Pelissier suggested $150,000 should be budgeted for child care
subsidies.
Chair Jacobs said he does not object to the concept; but he feels it should be less
specific and should be more of a social safety net, given the proposed budget cuts in the
legislature.
Commissioner Pelissier said she really wants this to be designated specifically to
child support due to the relationship to jobs.
Commissioner Dorosin said he would support a broader category for the social safety
net, with more money included.
Commissioner Pelissier said she would go to a broader designation, but at a higher
amount.
Commissioner Rich suggested this number be increased to $200,000, with the
specificity removed to allow the money to be moved around.
Chair Jacobs said he would like to have money set aside as a statement of intent.
He said this would show that they Board cares about these issues.
Commissioner Pelissier suggested the amount be increased to $250,000 for a social
safety net.
Commissioner Dorosin suggested it be called a justice fund.
Commissioner Gordon said she looked at Animal Services addition of an
Administrative Assistant 1 and compared this to the Board of County Commissioners
Assistant Clerk position. She noted that the clerk's position is less, and she questioned why
the administrative position is so much higher. This is found on page 31-32.
Paul Laughton said his sheet lists the administrative assistant for Animal services at
$21,981 for half of the year.
Commissioner Gordon asked why this position is needed and why this number is so
high.
Paul Laughton said the expansion of the spay/neuter program, and the volunteer
program contributed to this need.
Commissioner Gordon noted that the Animal Control Ordinance was not approved.
Chair Jacobs said this is more related to organizing volunteer services.
Chair Jacobs said the position of the Board on a Communications Reserve was to
remove that money from the Public Affairs Office budget.
Frank Clifton suggested the Board leave $10,000 in the Public Affairs office budget.
Chair Jacobs said he would like to see one cent on the property tax for the school
districts, and he suggested this be taken out of OPEB. He would like to aim for $1.6 million
for the two school systems.
Outside Agencies:pages 210-211
Board members made the following suggestions for increased funding for outside
agencies:
Commissioner Rich Jackson Center $4500
Boys and Girls Club $5000
Commissioner McKee Voices Together $5000
- Habitat for Humanity $10,000
Brush with Kindness
-
El Futuro $5500
Commissioner Price Arts Center $3000
Commissioner Dorosin RENA $1000
Chair Jacobs Senior Care of Orange County $5000
- PFAP $10,400
There was discussion regarding PFAP funding. Frank Clifton said Orange County will
pay the total requested amount of$26,000, and will then be reimbursed by other counties for
all but 40%. He said this means the actual cost to the county will be $10,400.
Chair Jacobs said the PFAP switch from a government related entity to a non-profit
entity was more complicated than anticipated.
Paul Laughton said that this money will only be drawn upon as needed during the
transition.
Frank Clifton said that if the money is not drawn, it will fall back to the county.
Donna Baker noted that the requests totaled $49,400 for additional funding for
outside agencies.
Commissioner Price asked for clarification on the title for the Child Support funding.
Frank Clifton said he believes it should be called a Social Safety Net.
Paul Laughton said this situation existed several years ago and the funding was set
up in the Human Services non-departmental section as a reserve safety net to come back to
the Board for approval.
Chair Jacobs and Commissioner Dorosin concluded that this would be called a Social
Justice Fund.
Commissioner Gordon questioned what is happening to the $11,000 capital from the
Public Affairs department.
Frank Clifton suggested leaving $10,000 for operational expenses.
• County Fee Schedule Decisions
Chair Jacobs referenced a prior discussion regarding a cap on fees paid by families
to the Board of Health. He asked for clarification on the Board of Health position.
Commissioner Pelissier said the Board of Health has not formally responded to that
petition as of yet. She feels this may lead to some legal questions regarding waiving fees for
only specific groups and not others.
Chair Jacobs asked if this can be addressed later and Paul Laughton said yes, it can
be approved as is and changed later.
Commissioner Price asked about a fee on page 331 for the Efland Community
Center.
Dave Stancil said this is a use fee to utilize the gym when it is not in formal use. He
said groups qualify under the general use policy, but this fee would be for individuals to
come in and play ball or use it as a drop in facility.
Commissioner McKee said it does not seem right to charge someone a fee to come in
to play basketball.
Dave Stancil said this fee has been in place for many years at Central Recreation
and it is an access fee. He said it is intended to be a convenience to allow for an "access
pass", but it is optional.
Commissioner Price and Commissioner McKee expressed disagreement with the use
of a fee.
Commissioner Gordon clarified that the facility can still be used, when available,
without a pass.
A motion was made by Commissioner Price seconded by Commissioner McKee to
remove this access fee from the County Fee Schedule.
VOTE: UNANIMOUS
A motion was made by Commissioner Pelissier seconded by Commissioner Price to
Adopt the County Fee Schedule (minus the Efland Community Center access fee and the
animal services fees which will be discussed in future)
VOTE: UNANIMOUS
• Funding for Chapel Hill Carrboro City Schools and Orange County Schools
Chair Jacobs suggested the discussion of Chapel Hill Carrboro City Schools Special
District Tax be discussed prior to discussing the Funding for CHCCS and OCS.
• Chapel Hill Carrboro City Schools Special District Tax
Chair Jacobs said the only thing he has heard is a desire to raise the tax enough to
cover the opening of Northside Elementary. He questioned how much this amount would be.
Clarence Grier said $1.9 million is needed, and this equals roughly 2 cents on the tax
rate.
Commissioner Gordon said the number is $1.86 million.
Chair Jacobs suggested that the number be as exact as possible, so he feels the tax
should be 1.86 cents.
Commissioner Pelissier said she feels that the Board needs to figure out a target for
how much is to be given to the schools, and then figure out how to balance between ad
valorem and the district tax. She does not like a district tax, as it creates division in the
County, but she realizes options are limited. She said she feels the amount needs to be
looked at from the perspective of overall school needs and then funding devised by looking
at the two different taxes.
Chair Jacobs said his suggestion was for 1 cent, without raising the ad valorem. He
said the money can be found through shavings from the fund balance, and OPEB
allocations. He said there has been enough annually to cover this. He said that 62% of the
$1.6 million would go to CHCCS and 38 percent would go to OCS. He said this would bring
the total for CHCCS to around $2.7 million and OCS would receive $650,000. He said this
would go a long way toward the issue of teacher assistants.
Commissioner Dorosin suggested the full 2 cents be implemented on the district tax.
Frank Clifton said he believes that, by taking a little bit from several pots, funding can
be found without an ad valorem tax; however the school opening must be funded too, and
this cannot be covered with that.
Commissioner Rich said it is important to be able to open the schools that are built,
and this should be included in the school's budget.
Commissioner Rich said, when thinking about moving money around, the Board
needs to keep in mind that this may be the last year without a tax raise.
Frank Clifton said he feels it is fair to expect some type of tax increase in the
upcoming year, especially given the recycling needs in the future.
Commissioner Price said that it is important to remember that raising taxes puts the
County at risk of losing residents who cannot afford to live here.
Commissioner Pelissier said it is interesting to note that there is no issue with raising
taxes for fire districts, so the same should be true for something else vital, like education.
She noted that it is the high property and housing value that is driving people out, more than
the taxes.
Chair Jacobs said it is all about balance.
Frank Clifton noted that the lottery fund allocation has never been fully funded, but
has been siphoned off to pay for other things. He said this particular legislature seems more
focused on punishing the towns.
Chair Jacobs said there are two things on the table: 1) Increase in the District Tax,
and 2) How much additional money to appropriate for schools.
Frank Clifton said the County has $608,980 in the fund balance and needs to get to
$1.86 million.
Clarence Grier noted that the difference between the $1.86 million and $2 million is
approximately $143,000. He said that, at a 2 cent tax, the total would be $2,058, 270.
A motion was made by Commissioner Dorosin, seconded by Commissioner Rich to
raise the CHCCS Special District tax by 2 cents.
VOTE: 6-1 (Chair Jacobs)
Frank Clifton said the next item is to move the unassigned appropriation of$608,000
from the general fund reserve to make a total of$1.6 million in additional funds that are to be
split between the two school systems based on the ADM.
A motion was made by Commissioner McKee, seconded by Commissioner Gordon to
move the unassigned amount of$608,000 from the general fund reserve to make a total of
$1.6 million in additional funds to be split between the two school systems, based on the
ADM.
VOTE: UNANIMOUS
Commissioner McKee said he feels the comments made about the inevitability of a
tax rate increase are true. He said there will be no way to continue services, even on a
minimal basis, at the current rate. He said he hopes to avoid an ad valorem tax increase this
year. He gave several examples of local residents who are struggling to pay taxes on their
property each year.
Clarence Grier suggested, for simplicity sake, that the amount be raised to $686,587
to make an even $81 for the (ADM).
A motion was made by Commissioner McKee, seconded by Commissioner Pelissier
to raise the per pupil allocation (ADM) for each school district to $81.00
VOTE: UNANIMOUS
Clarence Grier said that, with the $81, the amount will be $1,612,548.
Chair Jacobs asked for the amount yielded for each school system and how this
compares to what was requested.
• Tax Rate Decisions
L Ad Valorem Tax
A motion was made by Commissioner McKee, seconded by Commissioner Price keep
the Ad Valorem tax at 85.8 cents.
VOTE: UNANIMOUS
Paul Laughton referred to the question regarding money spent on county buildings
and said the total CIP amount is $2.45 million for 4 buildings. He said Whitted accounts for
$1.5 million.
• Fire District Tax Rates
A motion was made by Commissioner Pelissier, seconded by Commissioner Rich to
adopt all the proposed fire district tax rates.
VOTE: UNANIMOUS
3. Break (to allow Finance and Administrative Services Staff to formulate Draft
Resolution of Intent to Adopt FY2013-14 Budget)
4. Resolution of Intent to Adopt FY2013-14 Annual Operating Budget
Approval of Resolution of Intent to Adopt FY2013-14 Annual Operating Budget at
the Board of County Commissioners Regular Meeting on June 18, 2013
The board reconvened at 10:46 pm. Clarence Grier reviewed the following:
DRAFT—Resolution of Intent to Adopt the 2013-14 Orange County Budget
The items outlined below summarize decisions that the Board acted upon June 13, 2013 in
approving the FY2013-14 Orange County Annual Operating Budget.
WHEREAS, the Orange County Board of Commissioners has considered the Orange County
2013-14 Manager's Recommended Budget; and
WHEREAS, the Commissioners have agreed on certain modifications to the Manager's
Recommended Budget as presented in the 2013-14 County Manager's Recommended
Budget on May 21, 2013;
NOW THEREFORE BE IT RESOLVED, that the Orange County Board of Commissioners
expresses its intent to adopt the 2013-14 Orange County Budget Ordinance on Tuesday,
June 18, 2013, based on the following stipulations:
1) Property Tax Rates
a) The ad valorem property tax rate shall be set at 85.8 cents per $100 of assessed
valuation.
b) The Chapel Hill-Carrboro City Schools District Tax shall be set at 20.84 cents per
$100 of assessed valuation.
c) The Fire District and Fire Service District tax rates shall be set at the following
rates (all rates are based on cents per $100 of assessed valuation):
• 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
2) County Employee Pay and Benefits Plan
Provide a County employee pay and benefits plan that includes:
a. Cost of Living Adjustment (COLA) of 2.0% for all permanent employees hired on or
before June 30, 2013, effective July 1, 2013.
b. Increase the salary range maximums by 2.5% to allow those employees at or
exceeding the range to receive the 2.0% COLA.
c. An Employee Performance Award in the amount of$500 (proficient performance) or
$1,000 (exceptional performance), effective with WPPR review dates from July 1,
2013 to June 30, 2014.
d. Continue the $27.50 per pay period County contribution to non-law enforcement
employees' supplemental retirement accounts and implement a County match of up
to $46.15 per pay period of each employee's salary; continue the mandated Law
Enforcement Officer contribution of 5.0% of salary; and increase the County's
contribution to the Local Governmental Employees' Retirement System (LGERS) for
all permanent employees.
e. Funding to address an employee health insurance increase up to 8.0% over current
premiums, effective January 1, 2014.
f. Maintaining the Living Wage at $10.97 per hour.
g. Extending the six-month hiring delay and the voluntary furlough program.
h. Addressing increased costs for Retiree Health Benefits.
3) Modifications to County Manager's FY 2013-14 Recommended Annual Operating
Budget
The following modifications to the County Manager's Recommended Budget have
been made:
Revenues Increase 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)
Revised Expenditure Budget $187,733,499
4) Changes in Funding to Improve Service Delivery (Increase in FTE Approved)
General Fund
One-Time Offsetting
Department Position Effective Date F Salary and Operating TE Change Start-Up Revenue or Net County
Benefits Costs 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 $9,789 $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
Health 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)
Library Services Administrative Assistant II July 1,2013 0.125 $5,444 $0 $0 $0 $5,444
(increase in Hours/FTE)
Total 19.625 $583,216 $13,581 $25,816 $101,653 $520,960
Solid Waste Enterprise Fund
One-Time Offsetting
Department Position Effective Date F Salary and Operating TE Change Startts Revenue or Net County
Benefits Costs 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
Convenience Center Operator
Solid Waste increase in Hours/FTE July 1,2013 0.250 $6,387 $0 $0 $0 $6,387
Convenience Center Operator
Solid Waste increase in Hours/FTE July 1,2013 0.125 $3,192 $0 $0 $0 $3,192
Convenience Center Operator
Solid Waste increase in Hours/FTE July 1,2013 0.250 $6,387 $0 $0 $0 $6,387
Convenience Center Operator
Solid Waste increase in Hours/FTE July 1,2013 0.125 $3,192 $0 $0 $0 $3,192
Total 2.000 $74,636 $0 $0 $0 $74,636
Grant Project Fund
One-Time Offsetting
Department Position Effective Date FTE Change Salary and Operating Startts Revenue or Net County
Benefits Costs Cost Cost Total
Costs Savin s
Health z Registered Dietician(Two Year July 1,2013 1.000 $62,647 $0 $0 $62,647 $0
Time-Limited)
Social Services s Social Worker II July 1,2013 1.000 $54,360 $0 $1,400 $55,760 $0
Social Services s Social Worker II July 1,2013 1.000 $54,360 $0 $1,400 $55,760 $0
Total 3.000 1 $171,367 $0 $2,800 1 $174,167 $0
2
Offsetting revenue includes grant funds and revenue from third party billing.
3 Offsetting revenue includes grant funds.
5) General Fund Appropriations for Local School Districts
The following FY 2013-14 General Fund Appropriations for Chapel Hill Carrboro City
Schools and Orange County Schools are approved:
a) Current Expense appropriation for local school districts totals $65,079,252 and
equates to a per pupil allocation of$3,269.
1) The Current Expense appropriation to the Chapel Hill Carrboro City Schools is
$40,019,098.
2) The Current Expense appropriation to the Orange County Schools is
$25,060,154.
b) Recurring Capital appropriation for local school districts totals $3,000,000
1) The Recurring Capital appropriation to the Chapel Hill Carrboro City Schools
totals $1,845,000.
2) The Recurring Capital appropriation to the Orange County Schools totals
$1,155,000.
c) Long Range (Pay-As-You-Go) Capital appropriation for local school districts totals
$3,724,849.
1) The Long-Range (Pay-As-You-Go) Capital appropriation to the Chapel Hill
Carrboro City Schools totals $2,290,782.
2) The Long-Range (Pay-As-You-Go) Capital appropriation to the Orange
County Schools totals $1,434,067.
d) School Related Debt Service for local school districts totals $16,632,550.
e) Fair Funding appropriation for local school districts totals $988,000. This
appropriation is to be split 50/50 between Chapel Hill Carrboro City Schools and
Orange County Schools.
f) Additional County funding for local school districts totals $1,921,503.
(1) School Health Nurses —Total appropriation of$683,706 with $451,651
allocated for Chapel Hill Carrboro City Schools and $232,055 allocated for
Orange County Schools.
(2) School Social Workers —Total appropriation of$692,283 allocated in the
Department of Social Services to provide School Social Workers to
Orange County Schools.
(3) School Resource Officers —Total appropriation of$545,514 allocated in
the Sheriff's Department to provide School Resource Officers to Orange
County Schools.
6) County Fee Schedule
To adopt the County Fee Schedule to include changes in the FY 2013-14 Manager's
Recommended Annual Operating Budget.
Chair Jacobs thanked all staff members for their hard work.
A motion was made by Commissioner Gordon seconded by Commissioner Rich to
adopt the Resolution of Intent to Adopt FY2013-14 Annual Operating Budget
Approval of Resolution of Intent to Adopt FY2013-14 Annual Operating Budget at the Board
of County Commissioners Regular Meeting on June 18, 2013
VOTE: UNANIMOUS
A motion was made by Commissioner Pelissier seconded by Commissioner Dorosin
to adjourn the meeting at 11:00 pm.
VOTE: UNANIMOUS
Barry Jacobs, Chair
Donna Baker
Clerk to the Board