HomeMy WebLinkAboutAgenda - 05-14-1996 - VIII-F 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: May 14, 1996
Agenda Abstract
Item# V=—
SUBJECT: Shaping Orange County's Future -
Proposed Time Limited Planner Position
DEPARTMENT: Planning PUBLIC HEARING: Yes X_No
BUDGET AMENDMENT REQUIRED: X_Yes No
ATTACHMENTS: INFORMATION CONTACT:
15-Step Implementation Process Planning Director X2592
2/23196 Planning Director Memorandum
PHONE NUMBERS:
Hillsborough 732-8181
Mebane 227-2031
Durham 688-7331
Chapel Hill 967-9251
PURPOSE: To consider creating a permanent full time, time limited Planner II
position in the Planning Department for the purpose of assisting
existing staff with implementation of the Shaping Orange County's
Future initiative.
BACKGROUND: At its May 1, 1995 meeting, the Board of Commissioners
considered the Shaping Orange County's Future initiative and:
• Approved the proposed work program, including time schedule
and budget;
• Approved a "population" basis for sharing of the project costs;
and
• Appointed its two members to the project's Steering
Committee, Commissioner Bill Crowther and Commissioner
Alice Gordon.
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In January, 1996, the Steering Committee began meeting for the
purpose of refining the implementation schedule and budget
(including the distribution of costs), and developing a process for
recruiting and recommending appointments to the Shaping Orange
County's Future Task Force. The attached 2/23/96 memorandum
summarizes the 15-step implementation process, outlines the
distribution of costs as agreed to by the Steering Committee, and
recommends the creation of one new time-limited staff position for
the Planning Department to assist existing staff.
The Steering Committee's recommendations for appointments to
the Task Force as well as an interlocal funding agreement will be
presented to the Board of Commissioners at its June 3, 1996
meeting.
RECOMMENDATION: The Manager recommends the Board approve establishing a new
permanent full time, time limited position of Planner II with an
approved duration through December 31, 1998, contingent on
continuation of funding through that date.
3
s'
Proposed Process for Creating a Consolidated County-wide Plan:
Summary of Consensus Proposal
At a June meeting of the Orange County Assembly of Governments, elected officials from
Orange County's four local governments discussed mechanisms for achieving coordinated, long
range planning. Two proposals were presented:
► A proposal from a group called 'Shaping Orange County's Future Steering Committee-
called for creation of a citizens' task force to undertake a series of tasks. The tasks
would involve gathering information, identifying common values and objectives, and
formulating strategies. Wide participation would be sought both in the composition of
the task force and in the meetings that would be scheduled. Upon completion of the
tasks, recommendations would be presented to local governing boards.
► A second proposal, from Chapel Hill Mayor Ken Broun, called for creation of an 8-
member steering committee, made up of two elected officials from each of the elected
boards of Carrboro, Chapel Hill, Hillsborough, and Orange County. A Work Group
would also be assembled, made up mostly of Planning Board members from the four
jurisdictions, to be charged with coordinating the comprehensive planning work that
would be ongoing in each jurisdiction.
At the meeting, a consensus proposal evolved, blending the two ideas that had been presented:
1) Create an 8-member Steering Committee, made up of two elected offcials'from each of
the four governing boards in Orange County, to oversee the process that was proposed
in the "Comprehensive Quality Growth Strategy and Community Building Plan for
Orange County" (also known as the "Shaping Orange County's Future Report.') This
8-member, elected official Steering Committee would take the place of the Shaping
Orange County's Future Steering Committee, as described in Step I of the 'Shaping
Orange County's Future Report," and would oversee the whole process.
2) With the change, the process as outlined in the 'Shaping Orange County's Future
Report" would otherwise remain as proposed. To perform the work program outlined,
this process includes the appointment of a large citizen's Taste Force which would have
represeatatives from a wide variety of Orange County perspectives. Names would be
compiled by the 8-member Steering Committee, and referred to each of the four elected
boards for appointment to the Task Force.
3) Corrections during the process would be made as deemed necessary by either the Task
Force or the Steering Committee, depending on how the work is progressing toward
completion of the 15 steps proposed in the "Shaping Oraiage County's Future Report"
Otherwise the appropriate points for reports back to the four elected boards would be as
outlined int the 'Shaping Orange County's Future Report."
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4) At the completion of the work program, a final report with specific recommendations
would be prepared by the Task Force, with advice of the Steering Committee, for
presentation to each of the four elected boards. The boards would be asked to adopt the
final report and its recommendations, and to use the report as the foundation for
subsequent rr sion/creation of local comprehensive plans as well as the basis for any
other measures deemed appropriate.
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Proposed Process for Creating a Consolidated County-wide Plan:
Implementation Considerations
At a June meeting of the Orange County Assembly of Governments, elected officials from
Orange County's four local governments discussed mechanisms for achieving coordinated, long
range planning. A consensus proposal was developed at the meeting, described elsewhere.
There are no specifics yet as to how this process would be implemented. Following are some
preliminary suggestions about how the project might be managed.
Time Frame
The first step would be to take this proposed process to each of the four elected boards for
ratification. Possible targets: Each of the four Managers would present the proposal to his
Board during October/November, 1994, with approval and appointment of representatives by
the end of December. A Citizens' Task Force could be assembled in early 1995. Once work
has begun (estimate Spring, 1995), it would be expected to take a full year to complete to the
point of preparing a final report. A possible target would be to have a final report presented to
each of the four governing boards in early Spring, 1996.
Staff Support
This will be a very staff-intensive process. One of the four governments should take the lead
staff role, and assign a full-time planner for the duration of the project Help should be
provided from each of the other three Planning Departments. Management of the project should
take on a team approach, under the guidance of the full-time project manager.
Budget
A realistic budget needs to be prepared by the Planning Department of the Iead government.
In addition to staff costs, the budget should reflect ample funding for logistics (meetings,
advertisements, mailings. etc.), data gathering (with heavy use of GIS), and a generous printing
allowance. Funding for video production would be highly desirable. Funds for professional
facilitators at key points in the process may prove to be valuable.
Next
► Decide on a lead entity.
► Decide on staffing plan.
► Construct a project budget
► Arrange for appointment of an 8-member Steering Committee (all elected officials) and
subsequent appointment of a.Citizen's Task Force.
6•
A CONSENSUS BUILDING PROCESS FOR FORMULATING A COMPREHENSIVE
QUALITY GROWTH STRATEGY AND A COMMUNITY BUILDING PLAN
STEP 1 FORMATION OF A TASK FORCE BY APPROVAL OF THE FOUR
GOVERNING BODIES TO BE CALLED TASK FORCE ON
SHAPING ORANGE COUNTY'S FUTURE
A group of Orange County residents will be selected to gather information and
make recommendations concerning.quality growth and community building in
Orange County.
The Steering Committee recommends that each of the four governing bodies
makes recommendations for the Task Force (identified by the categories listed
below) to the Steering Committee. The Steering Committee will contact those
identified for interest in serving on the Task Force. The final Iist of 18'names
will be submitted to the four governing bodies for final approval with each
governing body selecting two additional members to serve on the Task Force.
Membership will reflect a balance of the interests of all those concerned about the
.County's future, and will be a microcosm of the whole Orange County
community. Such interests may be defined as:
1. citizens from each jurisdiction and township;
2. citizens from the public at large;
3. large landowners, including farmers;
4. business/development/real estate;
5. environmentalists;
6. elected officials;
7. neighborhoods;
8. University/school systems;
9. civic;
10. religious;
11. human services; and
12. cultural arts.
STEP 2 FACILITATED MEETING OF TASK FORCE FOR TEAM
WELDING SKILLS
In ordu_for the Task Force to best work together as a team, members of the Task
Force will participate in a facilitated meeting or meetings prior to discussing
substantive issues in order to build rapport, develop a consensus process and team
building skills, and foster a sense of community among themselves.
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STEP 3 THE TASK FORCE WILL SET SCHEDULE AND PROCESS TO
BEGIN INFORMATION GATHERING.
The Task Force will set a schedule and process to begin information gathering
related to the goals and issues identified in this document. A time frame of a
year from the first me-tin; is suggested (with reasonable revisions).
The Task Force will use methods for gathering information about Orange County
that include, but are not limited to, telephone and mail surveys, written
documents, public meetings, 'informal meetings at identified gathering places such
as churches, barber shops, restaurants, focus groups, and written documents. The
Task Force will also identify specific organizations or entities, as well as
individuals who represent particular interests concerned with quality growth in
the County and the municipalities, from whom the Task Force wishes to receive
information.
The Task Force will identify any potential barriers which prevent citizen
participation in its information gathering process, such as loss of time from work;
lack of transportation or day care; intimidation by group processes; and perhaps
a sense that the public meetings, in particular, are designed for professional
participation, rather than citizens at large.
The Task Force will make all public meetings as.accessible as possible. To
address the large group intimidation factor, citizens will be encouraged to use any
vehicle of communication to provide input - written, by telephone or otherwise.
Fliers to neighborhoods and business community, as well as personal, one-on-one
invitations, will be considered.
Notices informing the public of the formation of such a group will be widely
publicized throughout the County, following procedures used by each jurisdiction,
so interested persons can participate in the information gathering.
The principle of the process will be based in broad outreach designed to be
democratic and to build community.
STEP 4 THE TASK FORCE WILL FORM COMMPITEES TO CONTINUE
WITH THE INFORMATION GATHERING PROCESS TO DEFINE A
VISION AND MAKE RECOMMENDATIONS
Goals and issues related to quality growth will be defined within four general
areas: environmental, economic, social, and community building. The Task
Force will form committees of interested citizens as it determines necessary. The
Task Force and committees will gather information on citizens, visions and
values; the technical data related to the goals and issues will be gathered by the
staffs of the four governing bodies in consultation with the Task Force.
Below is a list of topics for which the Task Force should create goals and explore
the issues that may arise from attempting to achieve those goals:
TOPICS FOR GOALS AND ISSUES DISCUSSION
INFORMATION GATHERED BY:
Task Force,
eommiuues do Scan:
c;tiuns; Technical Data
values&Vision
I. Water Quality, waterways and watersheds
2. Water and sewer infrastructure
3. Air quality ,
a. Solid Waste
S. FLazardous waste
6. Natural hazards
7. Environmentally sensitive arras and present
resource protection within various jurisdictions
8. Land use-urban, rural, agricultural -
present zoning and future possibilities
9. County's beauty .,
10. Hiswric, built and natural environment
11. Community building with regard to the above
entitled issues
12. Other suggestions by committee
ECONOMY
I. Employment
2. Employers
3. The County's econamy
4. Non-residential development
5. Planned and efficient delivery of public services
6. The financing of local government services
7. Agriculture
8. Transportation
9. Community building with regard to the above
entitled issues
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10. Other suggestions by cotntnittee
SOCLA.L
1. Housing -density, affordability, and.livability
Z. Human services -community services
3. Education
4. Crime and security
S. Poverty
6. Recreation
7. Cultural Arts
S. Intergovernmental cooperation and
communication
9. Our borders -how do we deal with Durham,
Alamaace, Chatham and Caswell Counties
10. Preservation of Diversity of People
11. Community building with regard to the above
entitled issues
12. Other suggestions by committee
CON 4UNrrY BUII,DING
The goals and issues of community building will develop a.structure and process for the
maintenance of community in Orange County. The development of such a structure and
process will begin with the Task Force seeking support and/or commitments from
individuals, groups and institutions to reach consensus on the mission of the Task Force.
It will carry through to the final recommendations of the Task Force, which will provide
a structure that, arrlong other efforts:
I. fosters tradition, history, common heritage and memory, County character;
2. fosters a sense of identity and belonging;
3. fosters a framework of shared values;
4. nurtures networks of caring individuals and a climate of caring, trust, teamwork and
mutual responsibility;
S. creates institutional arrangements that diminish polarization, teach diverse groups to
know one another,and encourage coalition-building, dispute resolution, negotiation and
mediation;
6. fosters wholeness within diversity while allowing healthy conflict and an open atmosphere
for dissent;
7. establishes collaborative ties among leaders of different jurisdictions, communities, non-
profit organizations, for-profit organizations, and government;
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8. strengthens each community or jurisdiction while requiring it to recognize and accept
responsibility for the entire County's well-being;
9. asks a high proportion of. the population to have some role in this community
maintenance system and to share leadership tasks at all Ievels; and
10. encourages the maintenance of the existing infrastructure of neighborhood associations,
churches, citizens groups, youth-serving organizations and professional groups.
STEP 5 TSE TASK FORCE AND COMNIITI'E.FS WILL ANALYZE
INFORNL fATION AND FURTHER DEFINE THE NATURE OF THE
ISSUES
After the necessary information has been gathered, the Task Force shall then
analyze the information gathered in light of the approved mandate to better define
as specifically as possible, the nature of the issues ng--ding solutions.
Based on the information gathered, the Task Force will develop a consensus on
issue definition, describing the following:
1. alternative scenarios as to the future course of Orange County;
2. elements of those scenarios which the Task Force considers favorable and
elements the Task Force considers to be unfavorable;
3. a set of values or principles defining a desirable future for Orange
County;
4. identification of the forces (policies, practices, attitudes, behaviors,
values, traditions, beliefs, physical factors, etc.) currently affecting
Orange County's progression toward the desirable future; these will be
forces currently blocking achievement of the desired future, and those
currently contributing to that future; and
5. what needs to be protected and preserved.
STEP 6 T1~iE TASK FORCE AND COi�2NIIZ'I'EES WII.L GENERATE IDEAS
ON SOLVING THE ISSUES DEFINED
The Task Force will next generate ideas with facilitator as deemed necessary on how to solve
the issues on its agenda in order to achieve the principles, evaluate those ideas according to
criteria developed by the Task Force, and assemble its preferred ideas into a coherent set of
recommendations.
STEP 7 THE TASK FORCE WILL REPORT PROGRESS AND AGENDA TO
ELECTED OFFICIALS FOR REVIEW AND COMMENTS
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STEP. 8 THE TASK FORCE AND COMM[r1 TEES WILL REFINE
SUGGESTIONS AS TO HOW TO SOLVE THE ISSUES
STEP 9 THE TASK FORCE WILL PUT RECOMMENDATIONS INTO A
WRITTEN REPORT FOR PRESENTATION TO EACH OF THE
FOUR GOVERNING BODIES
It is intended that each committee will examine its goals and issues to determine how they
interrelate with, and can promote, the community building goals listed under "Community
Building."
STEP 10 THE FOUR GOVERNING BODIES WILL DISCUSS THE
RECOMMENDATIONS AND MAKE COMMENTS TO THE TASK
FORCE ON THE RECONVAENDATIONS
STEP 11 THE TASK FORCE WILL CONSIDER THE GOVERNING BODIES'
COMMENTS AND FURTHER ANALYZE ITS REPORT
STEP 12 THE TASK FORCE WILL HOLD A PRESENTATION FOR ALL
EXISTING COMMITTEES AND COMMISSIONS IN THE COUNTY
AND THE PUBLIC ON THE RECOMMENDATIONS OF.THE TASK
FORCE AND THEN REFER THE REPORT TO THE FOUR
GOVERNING BODIES
STEP 13 THE FOUR. GOVERNING BODIES WILL REFER THE
RECOMMENDATIONS TO THEIR RESPECTIVE STAFF TO
DETERMINE HOW TO INCORPORATE THE
RECOMMENDATIONS INTO BOTH SHORT- AND LONG-RANGE
WORKING PLANS FOR INCORPORATION INTO THEIR
COMPREHENSIVE PLANNING STRATEGY
STEP 14 PUBLIC HEARINGS WILL BE HELD BY EACH JURISDICTION
AFTER WHICH A FACILITATED MEETING OF THE ASSEMBLY
OF GOVERNMENTS WILL BE HELD TO DISCUSS THE
RECOMMENDATIONS
As part of its recommendations to the community, the Task Force will design a community fwd
back mechanism through which responsible parties will monitor, evaluate and make mid-course
corrections as the consensus is carried out. The feed back mechanism will also include ways
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in which successful completion of significant steps on the way toward achievement of the desired
future can be recognized by the community.
STEP IS A FINAL REPORT FROM THE TASK FORCE WILL BE
PREPARED AND SUBMIITI'ED TO EACH JURISDICTION, FOR
USE AS A POLICY BASE IN REVISING LOCAL
COMPREHENSIVE PLANS.
J
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MEMORANDUM:
ORANGE COUNTY PLANNING DEPARTMENT
;x TO: John Link, County Manager
FROM: Marvin Collins, Planning Director
DATE: February 23, 1996
SUBJECT: Shaping Orange County's Future
COPIES: Gene Bell, Planner III/Comprehensive
David Stancil, Planner II/Comprehensive
This memorandum summarizes the attached updated cost estimates for the"Shaping Orange
County's Future" initiative. Major differences from the original estimates include the following:
• Overall project costs have been reduced from$179,612 to $172,244, a reduction of$7,638.
• The distribution of costs reflects that agreed to by the Steering Committee; e.g., Orange
County- 57%; Chapel Hill - 32.6%; and Carrboro - 10.5%. Orange County's cost includes
that of the Town of Hillsborough.
• The number of new, time-limited staff positions has been reduced from 2 to 1, but the hourly
rate has been increased from $15.54/hour to $20.64/hour to reflect the need for an
experienced person as well as inflation during the life of the project.
• More emphasis has been placed on the use of a facilitator, particularly at the front end.
Another way of understanding the spreadsheet data is through the use of a "line item" approach.
Broken down by category, project expenditures would be as follows:
Category Subtotal Total's Percent of Total
Personnel(1 Time-Limited Position) $106,895 $117,585 68.3%
Consultant Services
• Facilitator $ 17,290 $ 19,019 11.0%
• Phone Survey $ 2,500 $ 2,750 1.6%
Agenda Preparation/Distribution $ 19,600 $ 21,560 12.5%
Supplies $ 1,500 $ 1,650 1.0%
Publication Costs
• Newspaper Insert $ 3,000 $ 3,300 2.0%
• Final Report $ 1,750 $ 1,925 1.1%
• Advertising $ 3,600 $ 3,960 2.3%
Assembly of Gov't Meeting $ 450 $ 495 0.2%
Total $156,585 $172,244 100.0%
* Includes 10% Contingency
i
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" r
Built into the cost estimates is the assumption that David Stancil, Planner II, would be the lead
staff person assigned to this project. Assisting him from a GIS perspective would be Beth
McFarland, GIS Project Coordinator. I believe that with these two staff members, supplemented
by a time-limited position, the work can be accomplished. Chapel Hill and Carrboro are also
assigning their own staff people to assist.
Should you have questions, let me know.
15
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