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HomeMy WebLinkAboutMinutes 10-08-2013 APPROVED 12/10/2013 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS JOINT MEETING WITH BOARD OF HEALTH October 8, 2013 5:30 p.m. The Orange County Board of Commissioners met for a joint meeting with the Board of Health on Tuesday, October 8, 2013 at 5:30 p.m. at the Link Government Services Center, in Hillsborough, N.C. 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: John Roberts COUNTY STAFF PRESENT: Interim County Manager Michael Talbert, Assistant County Managers Clarence Grier, Cheryl Young and Deputy Clerk to the Board David Hunt (All other staff members will be identified appropriately below) Chair Jacobs called the meeting to order. 1. Welcome from the Chairs Chair Jacobs welcomed everyone. Board of Health Chair, Matthew Kelm expressed appreciation for the Commissioners' time. Introductions were made. 2. Health Department's Major Accomplishments Colleen Bridger presented the following PowerPoint slides: Board of County Commissioners & Board of Health 2013 Joint Meeting • Our Vision - Innovation - High Quality - Efficient - Customer Centered • Expansion of Services Breast and Cancer Services • 275 people will be able to receive services - Clinical Breast Exams - Mammograms - Pap Test - Diagnostic testing if results are abnormal Outbreak Management (Chart) Data Driven (Chart) Electronic Medical Records Efficiency -Accuracy- Integrated between clinic locations - Saves $ - Improves access to data - Environmentally friendly (Chart) Outreach & Education (photos) Outreach & Education (Website photos) Colleen Bridger said the Health Department staff recently went through a visioning retreat after finishing several major projects. She noted the tremendous influx of new staff and the need to think about where the department wanted to go. She discussed some of the recent accomplishments of the department. She said two grants have been received for expansion of breast and cervical cancer services. She noted that Orange County falls below the state average in breast cancer diagnoses. She said Orange County had the highest number of measles outbreaks in the state, and she outlined the difference between isolation and quarantine - isolation cases are already ill; and quarantine cases are not ill, but have been exposed to the illness. BOH member Corey Davis arrived at 5:50. Commissioner Rich asked how the board knows that quarantined people stay in their homes. Colleen Bridger said staff checks on them daily. She said most are children who were exposed in school. Commissioner Rich asked if there had been any issue with low income needing support. Colleen Bridger said that had not been the case with this outbreak. Commissioner Price asked where people go during isolation. Colleen Bridger said the people under isolation actually had the illness, and had symptoms, so they were usually already in bed. She said the quarantined people had been exposed to measles and were not vaccinated. Commissioner Dorosin asked if this was a result of the anti-vaccine movement. Colleen Bridger said many of these parents decided not to vaccinate their children as a result of the anti-vaccine movement. She noted that this movement was initiated by poor research and has developed a life of its own, despite reputable medical research to dispute the myth that vaccines cause autism. Colleen Bridger said people claim religious exemption, and this is a legal challenge. BOH Member Paul Chelminski said vaccine intervention actually saves money for society. Colleen Bridger said the Health Department is here to respond to cases like this and to prevent exposure. She said this was done successfully in this case. Commissioner Rich clarified that one of these cases went to a doctor and then the doctor reported it to the health department. Colleen Bridger said the board contacted parents and provided guidance before the children became symptomatic, which helped limit exposure. Commissioner Rich asked about the specific location of the cases Colleen Bridger said she did not know. Commissioner Pelissier said she recalled that most cases were at one particular school. Colleen Bridger said most cases were probably at the Emerson Waldorf School, which has a high percentage of unvaccinated children. She said many people were vaccinated after this outbreak. Paul Chelminski said these children are not out of the woods yet, as there is a potential fatal reactivation of measles that can occur decades later. Commissioner Price asked if the health department approaches the school to make contact with parents when there is knowledge of a child with an illness. Colleen Bridger said each situation is different. She said contact is made with the school to get the immunization records of each child that came in contact with the affected person. She said contact is made with the parents of any unimmunized child. She said a letter is also sent to each classroom, as well as bus riders, afterschool programs and church groups. She said it is quite a complicated process. Commissioner Price asked which staff members do that work. Colleen Bridger said this is primarily done by nurses, sometimes paired with staff persons. Commissioner Gordon arrived at 5:58. Colleen Bridger noted that the Orange County Health Department was given an award for the best outbreak response. Colleen Bridger said decisions of the Health Department are data driven and multi- faceted. She said dashboards have been created for each of the board's three priorities — access to care, substance abuse and mental health, and childhood obesity. She said this will allow tracking of progress in each of these areas. She said the Health Department is also developing management dashboards internally for different departments, such as billing and appointments. She said the Patagonia rollout is moving forward. She said the current focus is on the electronic medical record piece. She said this is helping the department take better care of patients and make better decisions about the allocation of resources. She said Public Health has an annual THield" trip centered on Outreach and Education, and students from the school of Public Health are brought to Hillsborough. She said this year's group had 45 students, and staff worked hard to help them understand real world Public Health. Colleen Bridger said videos have been created to tell the story of the Health Department. She showed a video created by staff. She showed a second video created by high school students in response to a peer education program supported by Health Department grant funds. She said the purpose of this was to improve HPV vaccinations among students. She said, as a result of this campaign, there were 24 students who received the first of a series of three vaccinations. She said half of these were male. She passed out fliers regarding drug drop off boxes. 3. Board of Health's Strategic Plan Progress Matthew Kelm reviewed the following slides: Board of Health Strategic Plan 2012-2014 Priority Areas (Graphic) Community Health Assessment + Evidence Base -Access to Care - Substance Abuse & Mental Health - Childhood & Family Obesity Evidence Based Decisions (flowchart) Access to Care Specifically: • Lack of awareness of existing resources • Low Health Literacy • Sporadic availability transportation to health care - Catalyze partnerships in Orange County -Advocate for and communicate about effective interventions - Encourage innovation at the OCHD Access to Care • Exploring the link between health and access to transportation • Pursuing OCHD representation on a transit board • Access to Care Innovations Grant • 2013 Grant cycle near complete • 2013 Grants - EHR Integrated Medical Equipment - OCHD Media Resources - Childhood Lead Poisoning Prevention - Tobacco Cessation for County Employees Wide Angle Lens • Advocacy training for framing children's mental health issues - Part I — Fall 2012 - Part 2 — January 2013 Access to Care • - Creating Health Literacy Policy for OCHD, with national expert at UNC-CH • - Health Literacy Policy as eventual model for OC organizations • Looking Forward (timeline) Matthew Kelm said evidence based strategies ensure that the department is using finances and community resources as efficiently as possible. He used the example of childhood obesity interventions, which began as 24 strategies that were then narrowed down to the 5 that were the best fit for the County. He said 1 out of 4 County residents in the community health assessment were uncomfortable speaking with their physician. He said physical access to healthcare is a subject of sporadic availability due to transportation. He said access to care is a wide category with 5 parts, or 5 A's. These are: availability, affordability, accessibility, acceptability, and accommodation. He said that one focus of increasing access to care is examining transportation in the County. He reviewed a map developed by staff that depicts the location of medical facilities, transportation routes and household access to personal vehicles. He said staff is seeking representation on the transit board. He reviewed the slide information on innovation grants Commissioner Dorosin asked if these are grants given internally to employees of the Health Department. Matthew Kelm said yes He said the second innovative thing done by the Health department was wide angle lens training, which teaches effective framing for public health issues. He defined health literacy as a person's ability to understand health related information, instructions and decisions. He said the goal is to pass a health literacy policy in October and to present data on transportation and health to the Board in March of 2014. He reviewed the timeline slide and invited questions from the Board. Commissioner Gordon asked about complete streets and also transportation and land use planning. Matthew Kelm said data is being looked at to determine existing opportunities. He said someone visited from the planning department to give a primer on complete streets. Susan Elmore reviewed the following slides on childhood and family obesity: Childhood & Family Obesity • Obesity continues to be top health concern in Orange County • Primary prevention by working with children and their families is most effective - Catalyze partnerships in Orange County - Identify strategies proven to work -Advocate to make the healthy choice the easy choice Childhood & Family Obesity Orange County Sportsplex - Work will serve as model for improving food policies at child centered facilities • Partnership led to: - Nutritional assessment of all foods sold, with plan for improvements - Removed fried food from camp lunches - Provided over 700 healthy lunches to summer camps • Biggest Nutritional issue was fried food - Exploring replacement of fryer with convection oven. Looking Forward (timeline) Susan Elmore said less than 50% of the adults in Orange County get the recommended amount of daily exercise, and less than 50% of the adults in Orange County are considered to be of healthy weight. Susan Elmore discussed the slide on the successful partnership with the Orange County Sportsplex. She said the hope is that this partnership will serve as a model for improving food policies at other child centered facilities. She reviewed the following priorities in the "looking forward" timeline: Advocate for an afterschool physical activity policy this fall; Identify lactation rooms at the Orange County Health Department clinics in early 2014; Promote child care obesity prevention curriculum in spring of 2014; Evaluate Progress made at the Sportsplex in summer 2014. Commissioner Price said she is glad to see the partnership with the Sportsplex. She asked about the number of children reached here. Susan Elmore said this was just one example of a partnership, but there are others. Colleen Bridger said the purpose was to show that this could be done before spreading the message broadly. She said implementation concerns have now been worked through. Commissioner Price asked about the relationship with the schools. Colleen Bridger said the school lunches are relatively healthy, as this is overseen by the federal and state agencies. She said the primary focus in schools is physical activity. She said there is more and more research to show that children do better in school when they are physically active. Tony Whitaker reviewed the following slides regarding substance abuse and mental health: Substance Abuse & Mental Health • Health concerns range from second hand smoke to the increasing rates of overdose in North Carolina • Complex issues with far-reaching health and economic impacts • Current state and national focus on parity and integration of mental health and substance abuse services - Review smoking policies for expansion - Advocate for mental health and substance abuse treatment - Explore integration of mental health and primary care SFPP Community Engagement (Photos) Stakeholders' voices heard during passage of rule, and to inform messaging and strategy to date. • Smoke-Free Public Places Communication • 9,711,652 Impressions • 550 Signs posted Cessation • 74 OC Quit line participants • 25 Cessation class participants Nicotine Replacement Therapy • 209 boxes of NRT distributed thanks to funding from the OC BOCC Substance Abuse & Mental Health Spotlight Series October 23rd "New Opportunities in Substance Abuse Treatment & the Legal System" Nov 20th "Diverse Perspectives on the Need and Success of Integrative Healthcare" Substance Abuse & Mental Health • - Promotion of recent legislative changes and system to track prescriptions • - Expand distribution of Naloxone, a medication that safely and quickly reverses opioid overdose • - Healthy Carolinians of Orange County promoting "on the ground" community efforts Project Lazarus (graphic) Looking Forward (timeline) Tony Whitaker said a committee has been formed to look at the topic of substance abuse and mental health. He said these topics have been combined because they are so closely related. He said there has been a lot of discussion of innovation tonight, but not all innovation is high visibility. He said the Board of Health reorganized the standard committees to represent the board's points of focus. He said the Smoke Free Public Places (SFPP) initiative was one of the most successful accomplishments of this past year. He said public input was valuable in tailoring the rule that was eventually adopted. He noted that the 550 signs posted for this initiative were covered by the funding received. Commissioner Rich asked about the cessation class. Colleen Bridger said the "Fresh Start" model is used, and this involves a four session class. Each class is facilitated by a trained educator. She said the class teaches people how to quit smoking, set goals and create coping mechanisms. Commissioner Rich asked if this has been successful. Colleen Bridger said this is being evaluated. She said typically less than half of those who try to quit smoking are successful. She said the rates are a little higher than that on the initial evaluations. She is not comfortable publishing this information until 6-12 months after the classes. Tony Whitaker said nicotine replacement therapy kits have also been distributed, and he thanked the Board for funding this. He said the focus has now been shifted to a substance abuse and mental health evaluation. He reviewed upcoming sessions happening on October 23, and November 20tH and he invited Board members to attend. He noted that Project Lazarus is an intervention model that has been used successfully in Wilkes County. He said there are a number of different strategies that are community based, education based and policy based. He said Healthy Carolinians has already begun community and educational strategies, including installation of prescription drug boxes at three police departments in the County. He said Healthy Carolinians has received grant money to continue this work, and the Board of Health is working with them to look at how to do more at a policy level. Tony Whitaker said there are several coalition building efforts in the works for the future. 4. Affordable Care Act Marketplace Status Colleen Bridger noted the flyer included in the abstract, which reviews information on the Affordable Care Act. She said her focus tonight is on how to work together as a community to get as many people as possible enrolled in the marketplace. She said the first part of this process is letting people know about it. She said there is a national organization called Enroll America that has deployed workers to states with the highest number of uninsured residents. She said North Carolina is one of those states. She said there are volunteers being mobilized to go door to door to answer general questions about the marketplace. She said Orange County is working closely with this organization. She said people reach a point of needing assistance enrolling in the marketplace. She said many of these people haven't had health insurance in several years, and there is a lack of knowledge of the terminology, as well as a lack of access to computers. She said people connected to the Health Department, Social Services, the Department on Aging, Planned Parenthood, Piedmont Health Services, or the hospital can go to one of those agencies to receive assistance from a certified counselor. Colleen Bridger said residents not already affiliated with any of these agencies can be served by another coalition of folks from Piedmont Health Services, or by the coalition led by CCNC. She said there is a toll free number for people to call to speak with a trained specialist. She said there are people out there putting this information out there. She asked the Board to help spread the word that people do not have to enroll in October. Commissioner Gordon asked what efforts are being made to enroll 18-24 year olds. Colleen Bridger said there were discussions in the beginning about targeting specific population groups, but efforts have now turned more to a blanketing approach for everyone. She said this can be adjusted if there appear to be gaps. Commissioner Gordon said, after the blanket approach, there are different communication methods that can be used to target different groups. She feels that there needs to be a communication strategy. Colleen Bridger said the communications piece is a Federal program. She said Enroll America is providing a booster to that message and Orange County is providing assistance with actually filling out the forms. She said people in that age group are much more likely to be able to fill out those forms, but there is help available for choosing a plan. She said the County is taking its lead from the federal government on getting the message out. Commissioner Gordon asked who is getting the flyer. Colleen Bridger said this is being given out at the health department. Commissioner Gordon said that there should be a more comprehensive communications strategy. Colleen Bridger said the County needs to target the information, but the lead is taken from the federal government. Commissioner McKee said he has been to several events where this has been discussed, and he warned that the program may have a bumpy start. He said he has directed people to the Health Department for help with computer access and use. He feels that a lot of the people who do not have health insurance are clients of county organizations. He hopes the County can put out some press releases to get the word out directing residents to the right organizations. Colleen Bridger said there are letters and flyers being mailed and other agencies are doing the same thing. Chair Jacobs noted that the website is misspelled. Commissioner Pelissier said that this dashboard technology falls in line with the discussions on the strategic plan. Commissioner Price asked if schools are tied into the electronic health records. Colleen Bridger said there is only access to the immunization registry. Commissioner Price asked if at risk students can be indentified in the case of an outbreak. Colleen Bridger said this would only be possible if physicians enter the information into the immunization registry. Commissioner Price asked why breast cancer is so high in this County. Colleen Bridger said the incidence rate is higher than the state, but mortality is also higher than the state average and this is age adjusted data. She said this means it cannot be attributed to overpopulation. She said there is no good explanation, but the solution is better screening. Commissioner Rich asked if there is any ethnic data. Colleen said the incidence is more prevalent in African Americans. She said screening activities are targeted to African American churches. Commissioner Dorosin said he would like to see more attention focused on child poverty in the County. He asked for feedback on what else ought to be done. He asked if there was anything that the Health Department would like to request from the Board. Colleen Bridger said more funding would be helpful. She said one of the dashboards being worked on is "Social Determinants of Health". She said poverty is a big indicator for all of the priority issues. She said there needs to be a better understanding of the pockets of poverty in the County. She said this will allow greater focus for the interventions. She said the other initiative is to continue to invest in education, which is the solution to pulling people out of poverty. Commissioner Dorosin said he is thinking about the needs of children even before they reach public school. He feels there needs to be more early intervention. Colleen Bridger said the first five years are critical. She said it might be interesting to delve into the brain development in the first five years, to further understand the importance of investing in that age. She said that her answer to Commissioner Dorosin's question is that the Board of Health would like to better integrate health into things like planning and transportation. She said help is needed from the Board in order to move forward with becoming more involved in this conversation. She said more money would also be great. Commissioner Dorosin asked if there were more money, would you be doing more of the same thing to a larger number of people, or if it would mean expanding priorities. Colleen Bridger said the department would expand their priorities. Corey Davis said there is a huge list. Commissioner Dorosin said he is interested in seeing that list. Matthew Kelm said one of the intervention ideas came from working with environmental health. He said this led to a realization that there could be more done to educate families about lead in the water. Colleen Bridger said the department was very appreciative of the additional funding for this year. Commissioner Pelissier referred to the comment on transportation and health. She said the Master Aging Plan committee is always talking about transportation for the aging population. She said it would be good to collaborate with other departments, such as the Department on Aging. Colleen Bridger said she would make sure this is on the radar screen. With no further business, the meeting was adjourned at 6:57 pm. Barry Jacobs, Chair David Hunt Deputy Clerk to the Board APPROVED 1/23/2014 MINUTES BOARD OF COMMISSIONERS BUDGET WORK SESSION October 8, 2013 7:00 p.m. The Orange County Board of Commissioners met for a Work Session on Tuesday, October 8, 2013 at 7:00 p.m. at the Link Government Services Center in Hillsborough, N.C. 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: John Roberts COUNTY STAFF PRESENT: Interim County Manager Michael Talbert, Assistant County Managers Cheryl Young and Clarence Grier and Deputy Clerk to the Board David Hunt (All other staff members will be identified appropriately below) Chair Jacobs called the meeting to order at 7:05 pm. A motion was made by Commissioner Price, seconded by Commissioner Rich to add a closed session at the end of the meeting for the purpose of: Per NCGS § 143-318.11. (3) To consult with an attorney employed or retained by the public body in order to preserve the attorney-client privilege between the attorney and the public body, which privilege is hereby acknowledged. VOTE: UNANIMOUS 1. Discussion on Potential Establishment of a Women's Commission Cheryl Young reviewed the background on this issue. She noted that at the June 18, 2013 BOCC Meeting, Commissioner Renee Price petitioned the Board regarding the establishment of a Women's Commission. She noted that the former Commission for Women, established in 1978, was eliminated as an advisory board in 2010. She said Commissioner Price provided a draft resolution (Attachment 1 in their packets), and stated that there is a disparity that persists between women and men in payment rates and salaries. She noted that women historically have received and continue to receive less pay and lower incomes than their male counterparts, while fulfilling the same duties and responsibilities. She said Commissioner Price had suggested that the overarching charge of a Women's Commission should be to examine and expose the inequities experienced by women in the business sector, the workplace, entrepreneurship, education and professional advancement and leadership in Orange County, and to advocate for women. She noted that Commissioner Price suggested this be placed under the Economic Development Department. Commissioner Price said she has spoken with several women who were a part of the original commission, as well as some younger women in the community. She said the feeling is that this more of an economic development issue than a women's rights advocacy group. She said it would be good to see where Orange County stands with this issue, as well as the private sector. Chair Jacobs noted the blue sheets provided from a meeting in 2010 when the commission for women was disbanded. He noted that this was done over the objections of members of the Commission for Women, as well as some of the Commissioners. He said it is good that this issue has come back. Commissioner Pelissier said she would like to hear from the Economic Development Director to see how this would fit in. Chair Jacobs said this was discussed and the decision was not to put the economic development director on the spot. He said the interim manager would speak to this. Commissioner Rich asked how often this committee would meet and if there would be enough work to facilitate creation of a separate committee. Michael Talbert said he talked to Steve Brantley about this. He said Steve Brantley said economic development's primary goal is the recruitment and retention of industry. He gave the example of Hi-chew. He said this partnership has tremendous potential for this community, and he would not like to take away from that effort. Michael Talbert noted that much of the existing industry in Orange County is government, University and non-profit. He said the County does not yet have the private sector presence that it hopes to have in the future. He said the initial resolution seems more like a policy statement than a work plan. He does not believe that this proposed commission belongs in the Economic Development Department. He feels the best fit at this time is in the housing and human relations area. He said if the board wants to go forward with this and provide funding, it should be considered for next year's budget process. He said the Board would need to determine who will be on the commission and what the charge will be. He said once these things are determined, staff can figure out how to make it work and how to proceed. Commissioner Rich said that she does not know how effective this board will be, but she has not thought it through yet. Michael Talbert said he does not know yet either. He said the Board needs to define the expected outcomes. Commissioner Dorosin said he thinks the proposed charge is too narrow. He said a commission on women ought to deal with all critical issues of gender discrimination. He said this seems like a time limited charge, and it needs to be broader. Commissioner Price said she was trying to be more realistic because she realizes the limited time that staff has to give. She said this could go beyond income and could look at what happens in the workplace. She felt that it would be more realistic to start narrower and then get broader. She asked Commissioner Rich for clarification on her concern with the charge. Commissioner Rich said she didn't understand where it goes, as it looks more like a study. Commissioner Price said this would start out more like a study. She noted that when the Board went on a tour of one of the schools, there were no girls in the technology class. She noted the implications of this in the future workplace. Commissioner Gordon said there is a need for a women's commission and one reason to start with the business side is because women are not represented well, and there is not equal pay for equal work. She said other things would be important, but equal pay is the key. She suggested that the Board could endorse this concept, but then she would like to see the concept fleshed out. Commissioner Gordon said that staff needs to work on the charge, the budget, and which department this best fits. Commissioner Gordon suggested that this proposed commission could possibly come under the direction of Assistant County Manager Cheryl Young. Chair Jacobs said he is not opposed to a women's commission, but he would like to bring others to the table, such as the Women's center, the Human Rights and Relations Board, and the Health Department. He suggested a possible study to develop a framework. He said there is not enough information available to move forward with this. He noted that the Board took all the volunteers that had worked so hard on all of these issues in the past and then did not listen to them. He said he would argue against making a decision without bringing in the people who have worked on these issues. Commissioner McKee said he is supportive of bringing this back for discussion. He said he is not inclined to put this under the auspices of the Economic Development Department. He noted that this department has limited staff and several large projects in the pipeline. Commissioner McKee supported the suggestion that this be brought back during the budget process. He said he would also be supportive of bringing in other interested parties. Commissioner Pelissier said when the then Board made the decision in 2010 not to have a freestanding women's commission, the intent was to include the Commission for Women as part of the Human Relations Commission. She said this sub-committee did not take off and continue the work. She does not feel that this means that a free standing Commission for Women is needed. She said this is a human rights and human relations issue, and some things do work well under one umbrella. Commissioner Pelissier said the lack of equal pay for equal work is a national problem, and it is a difficult issue. She does not think this is a problem that can be solved by the County. She said that the County does need to encourage women in entrepreneurships, and there are collaborations with existing organizations, like the Chamber of Commerce that could help with this. Commissioner Price said one of the reasons she proposed this commission was because the original commission had been disbanded. She said there seemed to be a lack of focus and interest. She said the plight of women is such that there needs to be a stand-alone advocacy. She said the issues are there, and the issues are broad. She said she chose a narrow focus because she had seen it disbanding when fighting the basic issue of women's rights. She said she has no problem with working with the rest of the Board. She said it just needs to be viable. Commissioner Price said she spoke with many people, including Lucy Lewis, the original staff person. She said the thought is that the focus needs to be on women and the economy. She said this is about higher paying jobs across the board for women, not just higher level jobs. Commissioner Price said she understands that the Economic Development Department is a small department. She was trying to stay away from being just another women's rights committee looking at the same issues. Commissioner Rich said she hears the Board asking for more information. She asked if there is a way that the Board can have a review of why the women's group is no longer in existence. She said she would like to understand the lessons learned from the previous group. She said this is human relations, and it could be re-birthed under the same committee, as a separate subdivision. Chair Jacobs said time is limited tonight. He said the Board is not at a decision point, and there have been several visions expressed. He suggested some groups be identified to give input. He suggested that Staff Attorney Annette Moore and Housing, Human Rights and Community Development Director Tara Fikes might answer the whys of the abolition of the Women's Commission in 2010. He said that the conversation could be continued once these questions are answered, and the Board can decide on the direction. Commissioner Gordon clarified that this needs to be resolved before the budget process, as the budget process has to do with funding. She suggested that Cheryl Young be one of the staff members working to put this together. She suggested the retreat in late January as a good time to discuss this. Commissioner Dorosin said that he is one of the three different visions that were mentioned. He said he would defer to the women on the Board regarding this issue. 2. Review the Process of Creating a Solid Waste Collection and Disposal System Service District Michael Talbert said the Board last held a work session in April, looking at four options for solid waste and recycling in Orange County. He said this evolved to a public hearing on April 23, reviewing the following top three options: 1) Create a solid waste management authority, 2) Create a solid waste service district; or 3) Eliminate curbside recycling. He said, at the direction of the board, staff moved forward with determining willingness to participate, and ascertaining the needs and concerns of the towns with regard to the possible creation of a service district. He said the Chair met with the three mayors, and adopted an interim funding plan for 2013-14, as directed. He said staff had also committed further investigation into a service district or authority. He said the creation of an authority is actually creating a separate form of government. He said this would likely take more time than the County has to solve the recycling issues for the coming fiscal year. He said the creation of a service district is similar to the creation of a fire district, and this could be accomplished by the end of the year. He said this is outlined on page 3 of the abstract. He said a public hearing must be held in order to establish a service district. He said if the County is considering partnering with the three towns and the existing service district, this would mean 40-50 thousand property owners would have to be notified of a public hearing. He said this means up to 60 thousand parcels and multiple public hearings. Michael Talbert said John Roberts has outlined a plan to make this work. He said towns can make an authorization. He said Chapel Hill put a section in their budget ordinance stating that the town "authorizes Orange County to provide recycling collection services within those areas of the town situated in Durham County and to impose and administer a fee for such services." He said a similar statement could be used by all of the towns. John Roberts said he has met several times in the past year with the town attorneys on this issue. He suggested that the municipal statutes in chapter 168 give specific authorization that towns can do recycling services within their jurisdictions and charge a fee for this service. John Roberts said the towns initially did not agree with this, but he thinks Chapel Hill has had a change of opinion. He said if each of the towns is willing to do something similar to grant this authority to the County, the size of the solid waste district can be limited to the unincorporated areas. He said the municipal areas can continue under the authority delegated from the town. Michael Talbert said the Town of Chapel Hill has done a comprehensive study of the solid waste and collections disposal options. He said the town has been unwilling to share that information, but it is being discussed at the town meeting in November. He said the Town of Carrboro and the Town of Hillsborough have indicated a willingness to participate and a desire to keep the recycling services going. He said that, with encouragement from John Roberts, the attorneys may be willing to amend their budget ordinances. Michael Talbert said that just leaves a taxing district for the unincorporated areas. He asked how the Board would like to proceed. He said this will be a lengthy and complicated process. Commissioner Dorosin asked if the towns set a limit for the fee. John Roberts said the towns would be asked to delegate the fee setting authority to the County. Michael Talbert said this is what was done in the budget ordinance. Commissioner Rich noted that this is an election season, and the recycling program is an issue that comes up. She said she is under the impression that most people currently in office and running for office do like the recycling program. She said the County is between a rock and a hard place, because no one knows where the town is headed. She said the recycling program is the best in the state, and it would be a shame to lose it. Michael Talbert suggested that staff draft a letter to all three towns, letting them know the County would like to proceed with the district and continue recycling services as provided in the past. He suggested the towns be provided with a copy of the ordinance passed by Chapel Hill, as an example of a reasonable way to do this. He said as soon as the County gets a commitment from all three towns, roll carts and trucks can be purchased. He said that this letter will put the intentions of the County out in the open. Commissioner McKee said he is concerned about not knowing what the towns are going to do. He said the thought the study had been released to the public this week. He said he has reservations about moving forward without knowing what the town wants, and he would suggest not doing anything until the proposal comes back from Chapel Hill. He said there are no collection routes in the unincorporated areas of Orange County. He said this means some people will be taxed for a service they cannot attain. He said this is not the same as being taxed for a service that you choose not to use, as there is not equal access. He would like details on how this issue will be addressed. Michael Talbert said the town has made the proposal documents available for viewing at a cost of 10 cents per page, and the proposal is very lengthy. Commissioner Pelissier said she echoes the concerns about the municipalities. In reference to the letter, she said she is not sure the elected officials in the municipalities are aware of the timeline that would be involved. She said the letter would need to be very specific about this timeline. She said she does not know if this program is affordable without the towns' involvement. She clarified that the tax district would only cover the area that currently has recycling. Commissioner Price asked if the program would be financially feasible if it only involved the County and the Town of Hillsborough. Michael Talbert said this is not known yet. Commissioner Gordon said Chapel Hill is looking at both solid waste and recycling. She clarified that the County discussion about a solid waste tax district is only about recycling. Michael Talbert agreed. He said the state law requires that it be called "solid waste." Commissioner Gordon said she shares the concerns about what Chapel Hill may or may not do. She is unsure of what to do about the timeline, as the goal of the town is to decide in January. Commissioner Gordon said if the County does not get a signal by November 21 st, this may have to wait until January. Commissioner Dorosin asked if January is too late for a decision. Michael Talbert said it is not too late, but it creates a very tight timeline for holding public hearings. He said there would be a 4 week wait and a series of decisions to be made after the decision to do the district; then a mailing of all the information and maps would have to be sent out 4 weeks prior to the public hearing. Commissioner Dorosin asked if this means that a start date in January still makes it feasible to be done by July 1. Michael Talbert said if the County got direction by December, the district could be identified and plans could be made to move forward. He said this information could then be sent out over the break, and a public hearing could be scheduled for late January or early February. John Roberts said if the towns are still on the fence, the County can move forward with Hillsborough and a smaller district. He said the towns can wait until the April budget process, which would eliminate the need for a public hearing. Chair Jacobs said he does not hear a consensus, other than hesitation to move forward without knowing the towns' decisions. He assumes that no one wants to go back to the way things started, with Chapel Hill in charge of all solid waste. He said one alternative is to let Chapel Hill take over all recycling. He is supportive of sending an affirmative letter to the three towns to state the County's willingness to continue the award winning recycling program with adjustments to make it effective for the partnership. He said the timeline needs to be made clear, along with the fact that this is a discussion of recycling only. Commissioner Rich said it should also be stated that the County is willing to purchase the carts. Chair Jacobs said this is a large financial commitment, especially without the partners. Chair Jacobs said there are still issues with rural recycling and whether people are being taxed for a service that cannot be used. He said there may need to be a plan to make sure everyone being taxed can receive the service, at least within a certain period of time. Michael Talbert said the County is also taxing vacant land. He said every property and everyone that owns a vehicle would be taxed, whether or not service is received. Commissioner Dorosin asked if the alternative of not having a special district tax is still in the mix of consideration. He asked if the County could consider providing rural service out of the general fund if the three towns go their own way. Michael Talbert said this is a legal option, but this funding is not currently provided, so it would be a hit on the general fund. Commissioner McKee said he feels this needs to be done with the partners, rather than moving forward in another direction. He asked what would happen if the July 1 target was not met. Michael Talbert said solid waste reserves have been used to cover the service this past year. He said the 3R fees generated $1.7 million in revenues that would have to come out of the general fund to continue the program as it currently exists. Commissioner McKee said this is not a good option, but it is an option that needs to be on the table if an agreement cannot be made with the towns. Commissioner Gordon said there needs to be an emphasis on a partnership with the towns. She does not want to send a unilateral message. She feels it is important to sit down face to face with the towns at the AOG meeting in November. Chair Jacobs asked if this is the majority opinion. Commissioner Rich said she likes the idea of a letter, as it means the County is reaching out. Commissioner Pelissier said she feels the letter should be sent, and then it can be discussed at the AOG meeting. Commissioner Dorosin said other letters have been sent, but he sees no reason not to send another one. Chair Jacobs said issues have been raised that warrant further investigation, including the fiscal ramifications of using the General Fund. He said there are also still equity issues with regard to rural curbside collection. 3. Affordable Housing Follow-Up Discussion Members of the AHAB (Affordable Housing Advisory Board)joined Tara Fikes at the table. Tara Fikes said information was provided in the packet regarding follow up on the March 12th joint meeting of the advisory board and the Commissioners. She reviewed some of the background information. She said the board spent a lot of time talking with Community Trust Director Robert Dowling about the organization needs, and specifically the HVAC needs at Greenbridge. She said the request for $75,000 to service these HVAC needs was approved by the Board of Commissioners, but none of this money has been spent yet. She said there were also conversations regarding the Live/Work and First Time Homebuyer programs. She said that this bond money and non-profit funding is provided only for first time home buyers and people who have lived and worked in Orange County for one year. She said the Community Home Trust asked for a waiver of these restrictions after 90 days, and the Board approved this. Tara Fikes said that just one house had been sold to a person from outside of Orange County since this waiver was approved. She said the board also brought a proposal for an affordable housing clearing house, which would be a referral porthole for County residents interested in information on housing opportunities. She said work is being done to formalize this proposal, and she asked James Stroud to give an update on this. James Stroud said a lot of individuals are seeking affordable housing, but don't know where to go. He said this clearing house would provide information on available affordable housing. He said the Land Trust and Habitat are often called but these entities do not always know what resources are available. He said this type of clearing house would have served residents well during the flood at Eastgate Shopping Center during the summer. He said the goal is to create a hub for all affordable housing partners to provide management of getting information out to the public. Commissioner Rich asked if this would be under the committee. James Stroud he is the executive director for the Center for Home Ownership in Hillsborough. He said he is HUD approved, and he has been doing housing for 18 years. He is willing to spearhead the project to bring this to Orange County. He said he has realized that no one outside of the industry knows what is offered in Hillsborough and Chapel Hill. Commissioner Rich clarified that this will be on the Orange County website. Tara Fikes said there will be personnel to do phone duty, and there will be several different access points. She said there would be partnerships with the towns and non-profits. She said there is a proposal for this in Attachment B. Tara Fikes said the AHAB will focus on furthering the development of this clearing house in the coming months, to prepare for implementation on July 1, 2014. She said the board also wants to continue conversations with Community Home Trust regarding marketing and inventory. She said the board continues to monitor the bond program in preparation for a future affordable housing bond referendum. She said all of the 2001 bond money has been committed, and most of it has been spent. Commissioner Pelissier said she liked the clearinghouse idea. She asked if there are already volunteers in place to work on this. James Stroud said Vista Corp volunteers are willing to come in and work on this. He said more volunteers will be recruited. Chair Jacobs asked if the work plan includes implementation of a media campaign to stimulate conversation about the need for affordable housing in the community. A Housing Board Member said there were tables at the Hog Day festival, as well as a room at the Senior Center. He said the site has been updated, there is a presence on Facebook. Patsy Barbee said activities and planning are managed on Facebook. Commissioner Rich asked if there is a way to reach people who don't have computers. Chair Jacobs asked if brochures have been placed at social services. Chair Jacobs suggested the board meet with the Public Affairs Officer, Carla Banks, regarding community outreach. Chair Jacobs noted, on the top of page 5 in the minutes, the section on high end condo units and set-asides. He said he toured the units at Greenbridge, and the units do not have universal design. He asked if any of the issues identified on this page have been explored further. Tara Fikes said the board has not talked about that. She said the set-aside is part of Chapel Hill's re-zoning requirement, and the County does not have jurisdiction. Chair Jacobs said there will be an AOG meeting in November, and the County ought to be able to articulate and advocate for standards that should be followed. Tara Fikes said there have been conversations on a staff level with Home Trust, regarding inventory and the desirability of some of the units. Chair Jacobs said he would like to have some information before the Assembly of Governments (AOG) meeting on November 21St, to articulate concerns like universal design. Commissioner Dorosin said maybe the AOG is a good time to discuss this. He said the idea of extracting units from any development doesn't ultimately serve the needs of the community. He said the Home Trust has small one bedroom condos, and there is a small market for these; however there is a wait list for families of 4 or 5. He said there is a disconnect here. He said there have been places in the past where a family unit was the model, and now there is a trend toward luxury condos, and this is creating a growing disconnect. He said there needs to be a discussion about this and the possible solution of giving the Home Trust more discretion in determining where the needs are. Commissioner Dorosin said the other issue to be discussed in the coming year is affordable rental housing. He said doing this through subsidy is not economically feasible. He said Chapel Hill is now debating the idea of a low income housing tax project. He said the only way affordable rental housing is going to work is if it is owned, co-owned or co-developed by one of the local governments. Commissioner Dorosin said manufactured housing has not been considered a reasonable choice in the past. He said there have been a lot of improvements in this, and it remains the most affordable privately owned housing opportunity for most people. He said this should be looked at and possibly incentivized, particularly in the unincorporated areas. Commissioner Dorosin said the County has done a good job with affordable housing but there needs to be a broader perspective given the diverse community. Chair Jacobs asked about the Eno Haven Apartments. Tara Fikes said Eno Haven is a tax credit project in Hillsborough with 72 units for the elderly and disabled. She said this project was provided a $1 million loan from the housing program. She said this is the first elderly tax credit project in Hillsborough. Commissioner Pelissier said she comes at the affordable rental housing issue from the perspective of the Partnership to End Homelessness. She said affordable rentals are a much more important need than home ownership for this group. She said all these different groups are looking at this, and it would be a great topic for the AOG meeting. She noted that the Board does not have jurisdiction in all the municipalities, but partnerships can be made to open doors. Tara Fikes said there has been a mayor's committee on rental housing in Chapel Hill. Commissioner Price said it is time for action instead of more talking. She said this topic is old, and it should be recognized that mobile home parks are often considered as prime areas for development. She said these people are often driven out because their homes are not valued. She said people would be better off if home ownership were a focus. Commissioner Gordon said a variety of possibilities are being discussed. She said she does not think manufactured and mobile homes should the first thing pursued. She noted that these structures are not safe in extreme weather and rapid climate change. She said affordable housing is often put in areas where the prior housing was not safe. She said that mobile homes also depreciate in value as compared to stick built homes. She said it would be better to talk about affordable rentals, as this is a bigger need. Commissioner McKee said he would really like to see the AHAB focus on discussions with Chapel Hill regarding adjustments to their unit requirements. He agreed with Commissioner Dorosin regarding the disconnect between needs and available units. He said the AHAB needs to develop strategies with the community to explain the needs. He said he lived in a mobile home for the first 14 years that he lived on his own. He said no home is safe in a tornado or a flood, but a mobile home is more affordable than a stick built home. He said his experience was that cost and maintenance were comparable to his current brick house. He said mobile homes provide options for people just getting started or people limited by income or family size, and this must be considered. He said the stigma needs to be addressed. Chair Jacobs said when Orange County did the bond in 2001, the discussion was about providing housing from single room occupancy to family housing. He said he is opposed to saying no to smaller units; however these should not be located in high end developments. He said the notion of a range of housing options is still important. He said the AHAB once did a study of mobile homes in the County. He said several of the Commissioners have discussed the need for land banking and a strategy for keeping manufactured housing communities. Chair Jacobs said he had asked for a map of the manufactured housing in the county and this still has not been received. He said at least four of the Board members have expressed clear interest in manufactured housing as a key component of affordable housing. He said that this might not be right for joint projects, but it could be a start. Tara Fikes said the AHAB did identify the existing mobile home communities. She said this can be brought back to the Board. Chair Jacobs said the Commissioners appreciate what staff and the AHAB are doing. He said the Board is very interested in this issue. 4. Potential Bond Issuance Clarence Grier said there have been recent discussions with the school boards regarding bonds. He said the top two bond issues are the schools and the jail, and the number comes in at around $100 million. He said this includes $30 million for the jail and $43 million for Chapel Hill/Carrboro middle school #5. He said these two projects would take up 73 percent of the bond. He said there have not been any projects received for Orange County Schools that would be included in a bond referendum. He said Orange County Schools has mentioned Elementary School #8 at a cost of$22 million. He said if this was included it would leave about $5 million. Clarence Grier said $100 million could be afforded with the current structure of the bond. He said the maximum amount would be $125 million, and this would put the County right up against the 15 percent debt capacity policy. He said if this was issued at $100 million, it would be $6.7 million dollars over 20 years at current rates. He said this means 4.18 cents on the tax rate increase to fund that debt. He said the bond rating agencies look to see that the County stays with its policies. He said that if the capital plan is moved forward as-is things should be good. He said the budget would have to increase, as stipulated, by 1.5 -2 percent each year to provide cover. Commissioner Gordon asked about the rationale for having a bond referendum. She asked if this is to get permission from the taxpayers to raise the tax rate. Clarence Grier said this could be part of it. He said if there is a project that the public may have issue with, this is put on a bond referendum for approval. He said if there is a project that the Board is going to go ahead with, it would not be put on the bond referendum to risk defeat. He said there has been some flexibility provided over the past fiscal year. He said limited obligation bonds, installment debt, and financing for elementary #11 were all issued. He said the jail is already listed in the CIP, and that would probably be the only controversial project. He said jails, schools and courthouses are automatically approved for financing, without approval from the general assembly. Commissioner Gordon asked, if the jail and school are already on the CIP, why this needs to be put on a bond referendum. She said the Orange County schools don't need any new schools, and Elementary School #8 is not scheduled until 2022. She said there are needs in the older Orange County facilities that might be voted on. She said she does not think the jail and the middle school should be put up for a vote. Clarence Grier said the Orange County School Board has mentioned the need for Elementary #8, and this is the only reason it is included. He said there have been recent discussions of the older school facilities and those needs. He said priorities may change as the discussion continues. He said Chapel Hill has said that if some of the older schools' needs are met, it may push back the need for Middle School #5. He said these things can be evaluated and re-prioritized by the capital needs task force in the future. Clarence Grier wants the Board to understand that there is flexibility up to $125 million; however, he would recommend only doing $100 million, as there is no way to know how stable the economy will be. Chair Jacobs said the public voted down the skills development center in 1997. He said the Commissioners did it anyway, and this was very irritating. He said the Chapel Hill School system already assured the Board that improvements would delay Middle School #5 by 2 years. Clarence Grier clarified that there is now a possible increase to 4 years of delay. Michael Talbert said, in answer Commissioner Gordon's question, the reason for doing a bond is to get voter buy in on projects that the County wants to finance. He said the County already has legal authority to do these projects. Commissioner Price asked about the average time frame for voting on a bond and then using the funding. Clarence Grier said if the debt isn't issued in seven years, there is an option to apply for a three year extension. He said there is a lot of red tape with this extension. Michael Talbert said projects are typically staggered. Commissioner Price asked if the money can be used early if needed. Clarence Grier said it just has to be issued before it expires. Chair Jacobs suggested the addition of emergency services to the input group this time. He said groups should get together with financial staff to articulate a wish list that can then be worked down to an affordable level. He said there was a past discussion where the school board argued against having big schools. He said the Board decided to have a core that can be expanded. He asked if decisions can be made to add capacity to existing schools to delay the need for building other schools. He said this question has to be answered by the school board. Commissioner McKee said some of the figures he has heard from the wish list greatly surpass $125 million. He feels this could make for a difficult discussion to determine priorities. Commissioner Dorosin said if money is going to be put into the renovation of older schools it should push out the construction on the next school. He said there are two school districts in this County, which means there will always be questions of equity. He said the annual expenditures are easy, but the big ticket items are trickier. He said overly stringent adherence to SAPFO may not serve the interests of equity. He said some things have to be done to keep peace in the district. Commissioner Rich asked if it is necessary to adhere to the proposed time table. She said there are a lot of factors to contend with. Bond Attorney Bob Jessup said the procedure set out by law for a bond referendum backs things up. He said the Board has to start taking formal action for the bond before the summer break, in order to make it on the November ballot. He said the universe has to be set in place by June. Commissioner Price said she agrees that some of the schools should be expanded, but it is not feasible in every case. She said the footprint of some of the schools just won't allow it. Commissioner Dorosin said the schools can build up to a second level. Commissioner Price said elementary schools often prefer one level. Commissioner Pelissier pointed out the Northside has a 2nd level. Commissioner Gordon said the issue of equity is tricky. She said one way to define equity is by meeting needs, and SAPFO was devised as a way to define the needs. She said building a school before it is needed equates to using another method of equity— spending equal amounts of money per pupil independent of need. She said that if a school is built before it is needed, there is empty space being heated and cooled unnecessarily. She said there are so many needs for the older schools. She noted that there were 20 years when there were no schools built in Orange County. She said there are inequities when there are older and newer buildings, and she feels the money needs to be spent to fix up the older schools. She said some of these are health and safety issues that must be addressed. Commissioner Gordon said there needs to be a meeting with the schools to determine the primary needs. She suggested that the amount of money for the two school systems could be balanced out in a bond referendum if the older schools were fixed up. She does not feel that SAPFO should be abandoned. Chair Jacobs referred to Commissioner Dorosin's comments and said the school systems could be informed of the Board's preference. He suggested that the school board could be made aware that the Board would like to place the highest priority on capacity. He said he did not hear Commissioner Dorosin say SAPFO should be abandoned. He referred to the past decision with Gravelly Hill. He said his experience is that the school systems do a good job of anticipating which facilities are needed next. Commissioner Pelissier said she is interested in equity; however she thinks the most difficult issue is the wish list and the amount of money. She thinks there will already be an inherent motivation in both school systems to renovate older schools to increase capacity. Commissioner McKee said he feels it is more important to get this right than to hit a specific target date. He said there will be interest from many groups, and this decision needs to be well vetted. Chair Jacobs said the Board should find out how the committee was put together in 2001 and how long it took them to get a recommendation to the Commissioners. Clarence Grier said this took about 18 months. Chair Jacobs said this makes Commissioner McKee's point. Clarence Grier said there will be a meeting on Thursday with LGC to discuss the future bond referendum and the impact on the LGC buyoff. Chair Jacobs said the October 15 agenda has an item about the preliminary debt issuance of$10 million, which is what Clarence Grier is referring to. Commissioner Rich asked if this committee is starting to meet. Clarence Grier said the Board would have to go first, and then people would be chosen. Chair Jacob said this is why the 18 month timeline is important. He said the schools have finished an analysis of needs, and this just leaves Affordable Housing and Emergency Services. He said the Board could choose to expedite things. He noted the upcoming discussion about changing the Quarterly Public Hearings (QPH) to a non-differentiated meeting date. He said there are QPH's scheduled in February and May. He said these could be used to move the process forward so that a dollar amount is established by June. Commissioner Price asked if the Chair and Vice Chair have locked in a November 14th date. Chair Jacobs said no. 5. Orange County Strategic Information Technology Plan Update IT Director Jim Northrup gave an update on the strategic plan and reviewed the following PowerPoint slides: Update — Orange County Strategic Information Technology Plan Abstract • Website Redevelopment • Central Permitting • IT Staffing Levels • Mobile Applications • Social Media • Paperless Records Management • IT Project Prioritization and the Information Technologies Governance Council Website Improvement and Content Management • Requirements document • Council of Webmasters • PAO Inclusion • Framework to achieve organizational goals Survey tools Social media tools Central Permitting • Requirements Document Champion Identification Agency and departmental buy-in • Vendor Identification Purchasing process • Financing IT Staffing Levels • We are almost at full staff • Working with HR on new hires Key dates • January 1 • April • May 1 Information Technologies (flowchart) Mobile Applications Social Media Current Mobile Apps • IT developed mobile web page for Animal Services so that the public can search for found/adoptable pets. http://orangecountVnc.gov/mobile/animalservices.htm March 2013. • Mobile WebTrac provides the public the ability to register for the Department of Environment, Agriculture, Parks and Recreation (DEAPR) and Aging activities from mobile devices. July 2013 • Address Related Information-Electronic Search (Aries) was developed by GIS for Android and iPhone. March 2013 • Integrated Library System (ILS) is compatible with mobile devices. April 2013. Pending Mobile Apps • The website redesign/content management system (CMS) will provide mobile functionality for all county web pages. A public reporting tool will also be provided so that the public can report various issues or problems throughout the county. Planning for May 2014 implementation. Potential Mobile Apps • Mobile RecTrac will provide DEAPR and Aging staff the ability to use some RecTrac features from mobile devices. Cost is approximately $4300. Mobile Applications Social Media Online Services from July 2012-Sept. 2013 • Chat in Tax • Library paver order form (fundraiser for Friends of the Library) • Coyote incident reporting form • Smoking violation reporting form • DEAPR volunteer form (with digital signatures) Pending Online Services • Tax Relief Program form — October 2013 • Housing Discrimination Complaint form — October 2013 • Well permits online inquiry— October 2013 Potential Online Services • Interface restaurant health inspections with Yelp restaurant listing • Online permit submission for Planning/Inspections and Env. Health (with digital signatures) • IT Project Prioritization and the Information Technologies Governance Council T:\ITGC IT Governance Council\Project Ranking Forms April 2013\Project Prioritization Template.xltx T:\ITGC IT Governance Council\2014 Projects\!Master Project List Categorized 2013s.xlsx Records Management Looking Ahead • SOG Involvement QI versus CQI • Quality Improvement • Constant Quality Improvement • Communications Plan Jim Northrup said the requirements document took into account past input given by the Board. He said IT will eventually turn over the website to Public Affairs. He said the budget for the website was $80,000 and it looks like this will only cost $35,000 to $40,000. He said Central Permitting was the second biggest priority of the Board. He said the Requirements Document has been a big effort for several departments. He said this is really an Enterprise project and a health department and planning department project. He said the process of vendor identification has begun and the preferred vendor is the same vendor who provides the permits plus software. He said the purchasing department thought this would be able to be done as an upgrade, rather than an RFP. Jim Northrup said the goal is to put this in the framework of a 5-year project. Jim Northrup said IT is almost up to being at full staff again. He said a new operations manager has been hired. He said he hopes to have full staff by November. He provided a visual example of an online web application. He said the addition of more business analysts will allow IT to provide more help to the departments. Commissioner Gordon suggested the use of"tax assistance" rather than "tax relief." Jim Northrup said work is being done with the CDC to bring environmental health and sanitation reviews into the Yelp restaurant listings. He said the Information Technology prioritization and Technologies Governance Council has been a priority. He said a system is being developed that ties into Board goals and the budgeting process. He said this is an organizational prioritization system. He said a records management project is about to begin, and this is mainly for existing records that need to be cleared out and put into electronic format. Jim Northrup said efforts are being made to improve IT communications. INFORMATION ITEM — Notices for Upcoming Public Hearings Michael Talbert reviewed the following notices of upcoming public hearings: PUBLIC HEARING Tuesday, October 15, 2013 SOUTHERN HUMAN SERVICES CENTER 2501 Homestead Road Chapel Hill, NC 27516 Notice of Public Hearing Pursuant to North Carolina General Statute 158-7.1 (d) on the issuance of economic development incentives to a private company—The Orange County Board of Commissioners will hold a public hearing on the County's proposed conveyance of a "performance-based" economic development incentive to a private company, as required by the Local Government Act, North Carolina General Statute 158-7.1 (d). The County Board of Commissioners intends, subject to public comment at the public hearing for which notice is hereby given, to approve conveyance of the incentive agreement, with claw back provisions, for the recruitment of Morinaga America Foods, Inc. to Orange County, N.C. The Inducement Grant is for a period of 5 years, and shall not exceed $1,545,000 which is the inducement amount based on a $48,000,000 investment by the Company. Funding for the incentive will come from fund balances on hand, and projected ad valorum taxes paid by the Company. The Company proposes to invest at least $34 million in a new production facility, and create at least 90 new jobs. The hearing will begin at 7:00 PM on Tuesday, October 15, 2013, and will be held at Southern Human Services Center, 2501 Homestead Road, Chapel Hill. Further information can be obtained by contacting Donna Baker at (919) 245-2130. In compliance with the Americans with Disabilities Act, individuals needing special accommodations (including auxiliary communicative aids and services) during the hearing should notify Donna Baker at (919) 245-2130 at least three days prior to the hearing that will be attended. PUBLIC HEARING Tuesday, October 15, 2013 SOUTHERN HUMAN SERVICES CENTER 2501 Homestead Road, Chapel Hill, NC 27516 Community Development Block Grant (CDBG) Public Hearing Notice — Orange County will hold a public hearing to consider potential projects for which funding may be applied under the CDBG Housing, Planning, Infrastructure and Economic Development programs. Suggestions for potential projects will be solicited, both verbally and in writing, from all interested parties. The expected amount of CDBG funds will be discussed along with the range of projects eligible under these programs and a review of previously funded projects. The hearing will begin at 7:00 p.m. on October 15, 2013, and will be held at Southern Human Services Center, 2501 Homestead Road, Chapel Hill, NC 27514. Further information can be obtained by contacting Donna Baker at 919-245-2130. In compliance with the Americans with Disabilities Act, individuals needing special accommodations (including auxiliary communicative aids and services) during the hearing should notify Donna Baker at 919-245-2130 at least three days prior to the hearing that will be attended. Michael Talbert said the Board will need to act to keep this moving forward. Closed Session A motion was made by Commissioner McKee, seconded by Commissioner Pelissier to go into closed session at 9:40pm for the purpose of: Per NCGS § 143-318.11. (3) To consult with an attorney employed or retained by the public body in order to preserve the attorney-client privilege between the attorney and the public body, which privilege is hereby acknowledged. VOTE: UNANIMOUS RECONVENE INTO REGULAR SESSION A motion was made by Commissioner McKee, seconded by Commissioner Price to reconvene into regular session at 9:58 pm. VOTE: UNANIMOUS ADJOURNMENT A motion was made by Commissioner McKee, seconded by Commissioner Price to adjourn the meeting at 9:59. VOTE: UNANIMOUS Barry Jacobs, Chair David Hunt Deputy Clerk to the Board