HomeMy WebLinkAboutAgenda - 03-06-2014 - 4a 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: March 6, 2014
Action Agenda
Item No. 4-a
SUBJECT: Address and Road Naming Ordinance Update
DEPARTMENT: Tax Administration PUBLIC HEARING: (Y/N) No
ATTACHMENT(S): INFORMATION CONTACT:
(1) March 7, 2013 Abstract with Dwane Brinson, Tax Administrator, (919)
Implementation Plan Memorandum 245-2726
(2) February 11, 2014 Memorandum — Tammy Hicks Walker, Land Records/GIS
Road-Naming and Addressing Manager, Address Administrator, (919)
Ordinance Update with Exhibits 245-2505
Exhibit A - Color Map of Orange
Grove Fire District Issues
Exhibit B - Issues Identified Outside
of Orange Grove by
Emergency Responders
Exhibit C - Orange Grove's Model of
Information Submitted
(3) Letter from Deputy Fire Chief, Orange
Grove Fire Department
PURPOSE: To provide an update on the Road Naming and Addressing Ordinance.
BACKGROUND: In December 2011 the Board of County Commissioners adopted a Road
Naming and Addressing Ordinance. Affected areas include only those outside municipal
jurisdictions. In November 2012 the GIS Department was put under the direction of the Tax
Administrator. Additionally, the tax office's Land Records/GIS Division Manager, Ms. Tammy
Walker, was appointed Address Administrator per the Ordinance. The Tax Administrator and
the Address Administrator provided a memorandum (Attachment 1) and a verbal report to the
Board at the March 7, 2013 meeting to communicate the plan of action to conform to the goals
behind the ordinance, and to provide an update on the status of the project.
The Ordinance took effect January 1, 2013, and the tax office has been working diligently and
courteously with residents to meet ordinance requirements. A report is provided at Attachment
2 (with Exhibits) to discuss, in part, a year in review for 2013.
FINANCIAL IMPACT: None.
RECOMMENDATION(S): The Manager recommends that the Board receive the presentation
as information.
ATTACHMENT 1 2
Copy ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date:
Action Agenda
Item No. 8-a
SUBJECT: Update on Status/Implementation of Addressing and Road-Naming Ordinance
DEPARTMENT: Tax Administration PUBLIC HEARING: (Y/N) No
ATTACHMENT(S): INFORMATION CONTACT:
Road Naming and Addressing Ordinance Dwane Brinson, Tax Administrator,
Memorandum and Addressing and (919) 245-2726
Road Naming Ordinance Status
PURPOSE: To receive an update report on the status/implementation of the Road Naming and
Addressing Ordinance.
BACKGROUND: In December 2011 the Board of County Commissioners adopted a Road
Naming and Addressing Ordinance. Affected areas include those outside municipal
jurisdictions. In November 2012 the County's Geographic Information Systems (GIS)
operations were delegated under the direction of the Tax Administrator. Additionally, the Land
Records/GIS Division Manager became the Address Administrator as outlined in the Ordinance.
The Ordinance took effect January 1, 2013, and the Tax Administrator, Address Administrator
and County Attorney's Office have been working diligently to create an implementation and
enforcement plan. A foremost goal of implementation is meeting with community partners and
educating and empowering the public with a soft implementation throughout 2013. This
informational presentation is provided as a means to garner BOCC feedback and suggestions
that may augment and improve the current implementation and enforcement plan.
FINANCIAL IMPACT: There is no financial impact associated with receiving the update report.
RECOMMENDATION(S): The Manager recommends that the BOCC receive the update report
as information and provide any comments and questions.
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ORANGE COUNTY TAX ADMINISTRATION
228 S CHURTON STREET,SUITE 200,PO BOX 8181
HILLSBOROUGH,NORTH CAROLINA 27278
Telephone(919)245-2725 Fax(919)644-3332
T.Dwane Brinson,Director
Memorandum
To: Orange County Board of Commissioners
Cc: Frank Clifton, County Manager
From: Dwane Brinson,Tax Administr
Date: February 22,2013
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Re: Road Naming and Addressing Ordinance
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At the March 7, 2013 meeting of the Board of County Commissioners(BOCC),the Orange
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County Tax Administrator and Orange County Land Records/GIS Manager/Address
Administrator will provide an update on the adopted Road Naming and Addressing Ordinance.
The verbal report will be provided in an effort to communicate our plan to the BOCC for
conformity to the goals behind adopting this ordinance. This memorandum is provided in an
effort to provide a written plan of action prior to the BOCC meeting for discussion.
BACKGROUND
In December, 2011 the BOCC formally adopted a Road Naming and Addressing Ordinance. The
Ordinance was crafted,vetted and adopted in an effort to resolve and preempt safety issues that
had manifest in the operations of our county public safety departments. Public safety responders
were unable to locate structures. A letter was mailed to all affected residents on August 29,
2012. This letter was generic in nature providing general information about the Ordinance and
where residents could find more information. It did not cite non-compliance of properties.
The Ordinance was to be enforced through county addressing,which was a responsibility of
Orange County Geographic Information Systems. When this Ordinance was adopted, GIS was
under the direction of Orange County Information Technologies. In November,2012,the entire
GIS department,was placed under the direction of the Orange County Tax Administrator and,
more specifically,the Land Records Division of the Tax Office.
ISSUES 4
Providing efficient and effective public safety services to residents was a top priority in adoption
of the Ordinance. Public safety responders were having a plethora of complications when
attempting to locate and respond to calls from residents in need. Many addressable structures
could not be located without considerable time and effort,neither of which can be spared in a
time of emergency.
The Tax Office and its Land Records/GIS Division have been working to enumerate broad
categories of issues to be resolved. Prior to the Ordinance, and continuing to present day,the
following issues have been identified:
• Most mobile home parks have no street names. Once an emergency responder arrives at
a mobile home park, she or he may not be able to locate a specific mobile home unless
there is a central office with available staff. The mobile home parks host mailboxes at
the main road with no identification on the structures themselves.
• Years ago Orange County addresses were route numbers. The route numbers were then
proposed to convert to house numbers and compliance with the new system at that time
was voluntary. Therefore, current manifestations of both systems are throughout the
county. This has resulted in addresses being out of sequence and difficult to locate.
• All new roads in the county should be recorded through the Register of Deeds. Some
road names identified as problematic will involve a full title search whereby all road
maintenance agreements, surveys and other public records are reviewed for compliance
with the Ordinance.
• Some areas of the county have roads with a main driveway where mailboxes are hosted at
the main road,then the main driveway branches into multiple different driveways with
several structures down each corollary. The structures have no identification nor do the
driveways, which makes emergency responses incredibly difficult.
CURRENT STATUS
Implementation of the Road Naming and Addressing Ordinance will be an enormous
undertaking. At this point,reports of non-compliance are a result of citizen actions or
emergency responder insight. Considering the reorganization of GIS and county addressing
from IT to the Tax Office,and the need for myself and the Land Records/GIS Manager/Address
Administrator to learn the Ordinance and develop implementation plan, the Tax Office has
conducted very few field visits. Staffing demands are being evaluated for the 2013-2014 budget.
We held multiple meetings with Ms.Annette Moore in the County Attorney's Office and Orange
County Planning, and will be meeting with the local fire chiefs in March to discuss our
implementation plan accepting constructive feedback. We would like to solicit feedback on our
plan of action to ensure we have a clear understanding of the impetus, goals and outcomes
needed of this Ordinance.
IMPLEMENTATION PLAN OVERVIEW 5
Considering the Ordinance was formally adopted by the BOCC in December, 2011,and the large
response received from residents pursuant to the August 29,2012 letter,we must move forward
with implementation. This project will take a significant amount of time for staff to work
through the county and isolate non-compliance issues, determine corrective action, and work
with residents toward correction.
Residents must be notified of non-compliance before any action can be taken. It should not be
assumed that Orange County will fine residents beginning January 1, 2013 if they have received
no notification of non-compliance. The Tax Office plans to use 2013 as an educational
opportunity. The goal of the Ordinance is to resolve and preempt safety issues, and the more we
are able to educate the public on requirements of the ordinance the more efficient and effective
the process will be. Our community partners and residents will be empowered to help us work
through this implementation plan.
Logistics
For consistency, accuracy and ease of awareness,we intend to work through properties within p
Orange County's jurisdiction by fire district. Such an approach will allow staff to focus on a
specific area one at a time, and this can be done in collaboration with the fire chief of the area.
We must work with the Orange County Public Information Officer, Carla Banks, local news
outlets, fire chiefs,EMS and Tax Office public relations channel to make the public aware of the
area under review. This should help relieve stress for those in fear of non-compliance.
Priorities/Implementation
The top priority of implementation is to resolve 911 issues as identified by EMS and fire chiefs.
Once we begin working through a fire district,correcting/assigning road names are the top
priority. A second priority is identification of structures once the correct road name is verified or
assigned. Residents should place identifying address numbers of three inches or greater with
contrasting background at the road and the structure. This would happen after the Tax Office
notifies affected residents of a new road name or an address out of sequence. Once residents
have the correct information,proper signage should be placed in accordance with the Ordinance.
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For those that have a permissible road name and do not have an address out of sequence,it is just
as important that we notify them of such as this will help relieve anxiety on their part. We plan
to communicate in some form with every single resident under the jurisdiction of this Ordinance,
whether it be to confirm their compliance to help them work through non-compliance issues.
Since we plan to use 2013 as an opportunity to educate and empower the residents and our
community partners,we will begin notifying residents of non-compliance in January, 2014. This
will permit time for us to work with emergency responders to pinpoint the most troubled fine
districts and begin reviewing the first fire district for non-compliance and safety issues. Only
after January, 2014 will residents be notified of a non-compliance issue.
After January,2014, and after we have determined that a property is not in compliance,the 6
foremost goal is to bring said property into compliance without having to levy a fine. I hope our
approach outlined below is found to be friendly and supportive of the BOCC's goals in adopting
the Ordinance:
1. Non-compliance discovered.
2. Tax Office will send a notification of corrective action affording the resident 60 days to
follow through with needed corrective action. Said letter will contain all necessary
information for the resident to bring property into compliance. The Tax Office,within
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these 60 days, will communicate further with the affected resident through field visits
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and phone calls. As long as the resident is continuing to work with the Tax Office on �.
needed corrective action,a letter of non-compliance will not be sent. Only in the event s
that a resident disregards our initial communication or is uncooperative will the Tax
Office send a letter of non-compliance, and this will occur only after the initial 60 days f
has elapsed from the initial communication.
3. Letter of non-compliance will be mailed after no response or no cooperation comes of the
friendly letter. A resident would have 60 days from date on letter of non-compliance to
provide noted corrective action. Should no response come from the resident within the
additional 60 days, a fine of$50 would be levied and collected by the Tax Office. It
should be noted that the Tax Office has a software application to track properties and
their notification dates,which means the system can be queried to pull records of those a
whose initial 60 days has elapsed,are in non-compliance, etc.
2013 SOFT IMPLEMENTATION PLAN
Throughout 2013 the Tax Office is preparing a strong public relations and education campaign,
preparing notification letters and setting up collection procedures. Leveraging resources
available to us through our community partners is essential,too. We hope to accurately
communicate the need for complying with the Ordinance to all those potentially affected. Tasks
to be completed this year include: E
• Present Ordinance overview to local Realtors
• Work with Orange County Homeowners Associations to help them determine if their
policies should be modified to comply with the new Ordinance
• Routinely meet with the Sheriff's Department,EMS and fire chiefs to pinpoint issues of
potential non-compliance
• Take advantage of any presentation already planned by the Tax Office,and include an
overview of the new Ordinance into those
• Capitalize on the power of Twitter, YouTube and other social media outlets for news,
information and announcements
• Work with the Orange County Public Information Office to prepare and disseminate
press releases to news outlets and residents
• Develop standard notification letters to be used in communications with residents
• Work out collection procedures for a case where a resident were levied a fine for non- 7
compliance with the Ordinance
• Consult with the Finance Department to determine if said fines should be handled
through a separate fund,and setup appropriate fund as needed
CLOSING
At this point,we would like to thank the residents and other county departments that have
discussed with us potential problems areas that may be in non-compliance. This will help move
the project forward as efficiently as possible. Constructive feedback received thus far and yet to
be received will help ensure the intended goals of the Ordinance are met.
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Throughout this project,and its continued maintenance,we will work closely with residents to
ensure expectations are clear. We will be here to assist and inform while ensuring affected s
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properties come into and stay in compliance. Rather than enforcers,we see fit to initially serve
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as educators and facilitators to help get willing residents into compliance with the Ordinance.
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Addressing and Road Naming Ordinance Status
Compiled by the Orange County Tax Office
Land Records/GIS Division
MAJOR TASKS COMPLETED:
• Notification of Address Ordinance mailed to all property owners with addressable
structures in Orange County's addressing jurisdiction (August, 2012)
• Informational website for updates regarding the Address Ordinance created and made
available to the public
• Completed hundreds of addressing tickets as requested by Planning, Environmental
Health,School Board, ES, Public Works, and Board of Elections (see table below):
• Development of Address Violations software application nearly completed (should be in
production by March, 2013)
• GIS and county addressing successfully reorganized to fall under the direction of the
Orange County Tax Office
Provided below is a table that illuminates addressing tickets and their time demands. These
usually are a result of other county departments requesting a correction of a current address or
assignment of a new address. This most frequently occurs when a resident applies for a permit
through a county department, and that county department finds an error in how the address is
reporting in GIS. '
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Table 1:Analysis of Address Corrections
CORRECTION
TOTAL
ADDRESSING
Dec Jan 2012 - Dec 2011 - Aug 2012 TICKETS
e
#OF TICKETS 157 149 306
APPROX 442
ADDRESSES (some tickets have multiple 149
address issues)
1
AVG TIME 248 MINS 34 MINS
PER TICKET
TOTALTIME 649 HRS 84HRS 733 HRS
AVG TIME 54.1 7 61.1 HRS
PER MONTH
1
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AVG TIME
PER 88 MINS 34 INS i
ADDRESS
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Pursuant to the August 29, 2012 letter mailed to residents in Orange County's jurisdiction, a
plethora of communications resulted. Through these correspondences, Orange County staff
was able to assist and elucidate general requirements of the Ordinance and to further clarify
information in the letter. Many of the issues resulting from this mailing are in abeyance until
January, 2014.
Table 2: Letter Response Statistics
RESPONSE LETTER 1
Phone Calls 1589
Emails 145
Walk-Ins 39
TOTAL RESPONSES 1773
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Table 3 below shows corrective actions taken by staff. These issues related specifically to the
phone calls and emails generated by the August 29, 2012 letter. Proper notification was
provided to these residents, and these changes have been made. Once GIS and county
addressing was officially placed under the direction of the Tax Office, implementation was
ceased in an effort to develop a more synchronized and efficient approach moving forward.
Table 3: Resolved Issues After August 29, 2012 Letter
• ' s ® A 0 ® e
NEW ROADS CREATED 11
ROAD NAMES RESERVED FOR FUTURE 17
ADDRESSES CHANGED TO NEW ROADS 69
ADDRESSES CHANGED DUE TO OTHER VIOLATIONS (retired, 17
wrong road, out of sequence, discovery, etc)
Through collaboration with other county departments and local fire chiefs, mobile home parks
have been the focus of implementing the Ordinance. As illustrated below in Table 4, helping to
bring Orange County mobile home parks into compliance will involve a lot of coordination of
different parties. Table 4 also shows issues related to readdressing single-family housing
through needed road name corrections or address sequence reviews.
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Table 4: Potential Issues for Implementation I
MOBILE • 'A
TOTAL#of MOBILE HOMES 3271
#of MH PARKS in ORANGE CO. ADDRESS JURISDICTION 101
#of PARKS with 50+MOBILE HOMES 12
#of PARKS with 10-49 MOBILE HOMES 47
#of PAKRS with 3 to 10 MOBILE HOMES 54
APPROXIMATE AFFECTED MOBILE HOMES 2130
APPROXIMATE SINGLES(UNAFFECTED) 1141
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SINGLE • to be
POTENTIALLY READDRESSED
POTENTIAL#of NEWLY NAMED PRIVATE DRIVES 94
#of ADDRESSES ON PRIVATE DRIVES to be READDRESSED 339 F
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ADDRESSES OUT OF SEQUENCE, OUT OF RANGE, or 302
ADDRESSED to the WRONG ROAD
TOTAL TO BE READDRESSED 641
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ATTACHMENT 2
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ORANGE COUNTY TAX ADMIMSTRATION
228 S CHURTON STREET,SUITE 200,PO BOX 8181
HILLSBOROUGH,NORTH CAROLINA 27278
Telephone(919)245-2725 Fax(919)644-3332
T.Dwane Brinson,Director
Memorandum
To: Orange County Board of Commissioners
Cc: Michael Talbert, Interim County Manager
From: Dwane Brinson, Tax Administrator
Date: February 11,2014
Re: Road Naming and Addressing Ordinance Update
At the December 10,2013 regular meeting of the Orange County Board of Commissioners
(hereinafter`BOCC"), a petition was made that the Orange County Tax Administrator provide
an update on the Road Naming and Addressing Ordinance (hereinafter"Ordinance"). The
update will be provided at the BOCC's March 6,2014 meeting. Pursuant to the petition and
forthcoming oral report,this memorandum is complementary and serves as a preliminary
overview of the current status and year in review of the Ordinance project.
BACKGROUND
In December, 2011 the BOCC formally adopted a Road Naming and Addressing Ordinance. The
Ordinance was crafted,vetted and adopted in an effort to resolve and preempt safety issues that
had manifest in the operations of our county public safety departments. Public safety responders
were unable to locate structures. A letter was mailed to all affected residents on August 29,
2012. This letter was generic in nature providing general information about the Ordinance and
where residents could find more information. It did not cite non-compliance of properties.
The Ordinance was to be enforced through county addressing, which is a responsibility of
Orange County Geographic Information Systems. When this Ordinance was adopted, GIS was
under the direction of Orange County Information Technologies. In November, 2012,the entire
GIS department,was placed under the direction of the Orange County Tax Administrator and, 13
more specifically,the Land Records Division of the Tax Office.
At the March 7, 2013 meeting of the Board of County Commissioners(BOCC),the Orange
County Tax Administrator and Orange County Land Records/GIS Manager/Address
Administrator provided an update on the adopted Road Naming and Addressing Ordinance. An
oral report was provided in an effort to communicate our plan to the BOCC for conformity to the
goals behind adopting this ordinance.
PRE-IMPLEMENTATION ISSUES
Providing efficient and effective public safety services to residents was a top priority in adoption
of the Ordinance. Public safety responders were having a plethora of complications when
attempting to locate and respond to calls from residents in need. Many addressable structures
could not be located without considerable time and effort,neither of which can be spared in a
time of emergency.
The Tax Office and its Land Records/GIS Division have been working to enumerate broad
categories of issues to be resolved.Prior to the Ordinance,and continuing to present day,the
following issues have been identified:
• Most mobile home parks have no street names. Once an emergency responder arrives at
a mobile home park, she or he may not be able to locate a specific mobile home unless
there is a central office with available staff. The mobile home parks host mailboxes at
the main road with no identification on the structures themselves.
• Years ago Orange County addresses were route numbers. The route numbers were then
proposed to convert to house numbers and compliance with the new system at that time
was voluntary. Therefore, current manifestations of both systems are throughout the
county. This has resulted in addresses being out of sequence and difficult to locate.
• All new roads in the county should be recorded through the Register of Deeds. Some
road names identified as problematic will involve a full title search whereby all road
maintenance agreements, surveys and other public records are reviewed for compliance
with the Ordinance.
• Some areas of the county have roads with a main driveway where mailboxes are hosted
at the main road,then the main driveway branches into multiple different driveways with
several structures down each corollary. The structures have no identification nor do the
driveways,which makes emergency responses incredibly difficult.
2013 YEAR IN REVIEW
The Ordinance took effect January 1,2013. Prior BOCC action provided for a soft
implementation during 2013, in part,because of the reorganization of GIS to the Tax Office.
During the March, 2013 update to the BOCC, it was stated that this soft implementation plan
would allow myself and the Land Records/GIS/Address Administrator ample time to digest the
Ordinance and prepare us for our advisory/enforcement role in non-compliance issues.
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A second reason for the soft implementation period during 2013 was to allow tax office staff to
work with local fire chiefs and amicably bring properties into compliance. This plan was based
on an estimate of the number of non-compliance issues that existed at the time the Ordinance
was first passed. We are finding that said estimate was understated, and the process of amicably
working through non-compliance issues is taking more time than planned.
Requests from residents and local fire chiefs have been numerous and have occupied the year.
Orange Grove volunteered to be the pilot district in this project, and we have been surprised at
the magnitude of work discovered. Throughout 2013,we responded to requests from
predominately the Orange Grove fire chief,which preempted the need for a proactive patrol of
the affected area by the tax office. Our plan remains to, after the pilot project with Orange
Grove,begin at the northern end of the county and work our way down to the southern areas by
fire district. Once we are ready to begin a new district, we will reach out to the respective fire
chief and work side-by-side with him or her.
Pervasive Issues Encountered in 2013
After adoption of the Ordinance, a letter was sent to Orange County residents in August, 2012
notifying them of the Ordinance requirements, and it provided information regarding signage and
posting of addresses. This caused residents to go out and purchase house number signs, often
from their local fire departments,prior to them being reviewed for compliance. Once reviewed,
the residents were notified of new house numbers to be in compliance with the Ordinance. As a
result, residents had to purchase a second sign with the correct house numbers, except in the
Orange Grove Fire Department. Orange Grove was able to locate a chemical that would allow
the removal of the numbers.
A second issue pertains to mobile home parks, a top priority identified in our implementation
plan. A mobile home park is defined by the tax office as at least three mobile homes on one
parcel, generally. It was quickly discovered that most mobile homes within mobile home parks
were addressed at the main road instead of the mobile home park road. Hypothetically, an
emergency responder would receive an emergency call for 102 Wide Branch Lane,unit 3, a
mobile home park. The only reference of said address was at the mobile home park entrance on
Wide Branch Lane. Once the emergency responder arrived at the mobile home park,no
identification could be located on any mobile home within the mobile home park.
The Ordinance does not permit such an addressing system as each mobile home within the park
must have identification on the lot itself, and the addresses must reference the road within the
mobile home park if the road is at least 75 feet in length rather than, for example only, Wide
Branch Lane. A collaborative approach was taken to remedy these issues once discovered. Tax
office staff,the Orange Grove fire chief and the mobile home park owner walked the entire park
on foot to identify issues. Subsequently,the parties involved developed an addressing system
that complied with the Ordinance. After a collaborative plan was agreed upon,the tax office
mailed formal notification letters to the owner(s)and the addressing system was established.
As a final example of large-scale issues encountered in 2013, it was discovered that, after GIS 15
was moved under the tax office, a great number of residents were essentially queued as a result
of the letter mailed in August, 2012. Residents had received a letter explaining the Ordinance
and its requirements,which prompted thousands of calls into county offices for further
clarification. The message to residents who reached out to the tax office was to wait as the GIS
Department had just been reorganized to the tax office. This period of abeyance would allow tax
office staff to become acclimated to the Ordinance and prepare a revised implementation plan for
review of the BOCC. Soon after the tax office's February,2013 presentation to the BOCC,we
began working with residents who had been queued.
To date, as part of the soft implementation plan for 2013,the tax office has not levied a fine for
non-compliance. Residents have been willing and often eager to work with us and finalize non-
compliance issues. While we do have a means to track progress of each non-compliance issue
and collect fines when necessary, our goal is to resolve issues amicably thereby eliminating the
need to levy a fine. The prevailing process we have used has been:
• Discover a non-compliance issue through the fire chief, emergency responder or resident.
• Tax office works to resolve issue.
o If it is a road naming issue,the tax office must work with the residents to secure at
least 75%approval of a selected road name. In some cases,the road name
selection process has taken a considerable amount of time and one still remains
unresolved at this point.
• Notification letter is mailed to resident identifying non-compliance issue with an
accompanying map as supplemental information.
• If resident has failed to respond within 30 days,the tax office reaches out to the resident
using a different communication medium, such as telephone or direct email. Note that
our implementation plan allows 60 days for compliance with the initial notification letter,
but at the halfway point we reach out to the resident as an extra measure.
Below is a description of work completed throughout the last year:
• Assigned 533 new addresses to date
• Worked with Orange Grove Fire Department on 64 identified non-compliance issues
• Conducted field inspections with Orange Grove Fire Chief
Other completed projects include:
1. Posted address numbers: 3
2. Named driveways: 39
3. Mobile home park addresses established: 83
a. The Ranch—24
b. Duke Forest—22
c. Green Valley—2
d. Woodcrest— 10
e. Crestwood(East)— 12
f. Crestwood(West)— 13
4. Apartment complex,new addresses:
a. Thompson's (D. Latta)—8
5. Addresses submitted by fire departments requiring further research but later found to be 16
in compliance: 13
6. Non-compliance letters sent: 4
Projects in progress:
1. New addresses: 116
2. Driveways to be named: 19
3. Mobile home park addresses to establish: 137
a. Woods Edge(Orange Rural Fire Department)— 123
b. Dairyland— 14
As supplemental information to this report,the BOCC has been provided with maps and reports
that show how progress has been made throughout the year. Exhibit A shows a high-level map
of the Orange Grove fire district and issues that have been resolved,those currently pending and
remaining work to be completed. A color copy of this map is provided for ease of reference with
the corresponding map legend. Exhibit B shows issues already identified by emergency
responders outside of the Orange Grove fire district and the status of each. Exhibit C shows the
model format of initial information submitted by Orange Grove. This shows initial issues to
research,which often morphed into larger projects as an end result.
PUBLIC INFORMATION
After our meeting with the fire chiefs in March,2013,this project took flight. Fortunately,the
chiefs were well aware of the Ordinance and had been expecting our communications. Given the
quantity of requests from fire chiefs and other emergency responders, we have scaled back our
far-reaching public information efforts. Rather, we have opted, at least for the short-term, for
direct communication with the affected resident or communication in small groups. Basically,
our approach is to communicate with residents when it matters most—when their property may
be affected in the near future by the Ordinance. While general education is a worthy cause in
almost all instances, drawbacks to such an approach with this project may include:
1. Disseminating information countywide would reach residents in the municipalities that
are not affected by the Ordinance thereby,perhaps, creating unnecessary confusion.
2. Given current staff resources, and considering what has been resolved along with what is
currently queued from emergency responder requests,the ability for tax office staff to
respond to additional Ordinance inquires and requests from the general public is
questionable. We hope our direct communication efforts and organized approach will
keep the project manageable and on track with our timeline.
To date,however,we have completed a number of public information efforts including:
• Spoke at a community watch meeting with the Sheriff's Department in November,2013
• Participated in three (3) fire chief meetings in 2013
• Prepared handouts and discussion materials for four tax office presentations
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PLAN FOR 2014
Once work is completed in the Orange Grove fire district,the plan is to move onto Cedar Grove.
Recently a request for information was sent from us to the Cedar Grove fire chief using the same
established model as that used in Orange Grove. This will mark the beginning of our organized
approach around the unincorporated portions of Orange County,working in collaboration with
local fire chiefs.
An abundance of requests,Exhibit B, from other emergency responders still exist. We will
continue to work on those requests as expeditiously as possible,too. However,we fully expect,
considering the number of issues encountered in Orange Grove,that Cedar Grove and other
districts to be reviewed will be time consuming as well. Our internal expectations for 2014
include(1)finalizing the Orange Grove fire district, (2) continuing to work on impromptu
requests as needed by emergency responders and(3)work toward completion of the Cedar
Grove, Caldwell and Efland fire district projects.
While the magnitude and quantity of issues to be resolved will vary greatly by district, the
tentative schedule is as follows:
2013 —Orange Grove
2014—Cedar Grove, Caldwell,Efland
2015—New Hope, Orange Rural, White Cross
2016—Greater Chapel Hill, Southern Triangle,Damascus
While this timeline could change in either direction, implementation of the Ordinance is an
enormous undertaking. We can only assume that properties in other fire districts are in a similar
situation as those in Orange Grove. The goal is top-notch, direct and accurate communications
with the affected resident(s).
We believe that a successful model has been developed by working through the pilot project with
Orange Grove. Hopefully all fire districts will follow this model and submit information in the
same format that worked so well with Orange Grove. Given the success of our work in the
Orange Grove fire district,the deputy fire chief asked us to please submit a letter to the BOCC
on behalf of the fire department,which is attached to the agenda abstract.
19
Exhibit B
Issues Identified by Emergency Responders Outside of Orange Grove:
Caldwell:
1. Unnamed driveway named Hall Farm Rd and 3 homes assigned new addresses. Notification has
been sent.
0809379605
0809467877
2. Two Barred Owl Way homes are addressed on Terry Rd. Notification has been sent.
0806472046
0806369821
0806369821
Cedar Grove:
1. Mill Creek Rd. resident is not using assigned address. Notification has been sent.9847041180
Eno:
1. Dumont Dr. resident is not using assigned address. Notification has been sent.9885736239
2. Stonegate Mobile Home Park:60 mobile homes are addressed on wrong road.9893214750.
Notification by phone.
3. Home using wrong address 9882133129 Notification has been sent.
Cedar Grove:
1. Families can't agree on name for driveway. Notification has been sent.Currently waiting to
meet with County Attorney.
9869206079
9869309757
9868295304
9868292301
9868282531
Chapel Hill:
1. Unnamed driveway off Hatch Rd. needs to be named and 3 homes assigned new addresses.
Notification has been sent.
9769309422
9769400287
9769308094
Damascus:
1. Unnamed driveway needs to be named and 4 homes assigned new addresses. Notification has
been sent.
9767333425
9767334297
9767335016
20
Efland:
1. Two duplicate addresses on 1400 Ben Johnston Rd. Notification has been sent.
9854847637
9854930649
Eno:
1. Two duplicate addresses 2914 Pleasant Green Rd. Notification has been sent.
0804351167
0804258022
New Hope:
1. J and J Mobile Home Park 14 mobile homes addressed on wrong road. Notification has been
sent. 9881139837
2. Unnamed driveway needs to be named for 3 homes. Notification has been sent. .
9872208200
9872206076
9871297773
Orange Rural:
1. Map with addresses for Flint Ridge,Coachwood and Gateway Village apartments made forfire
department. Map has been completed by Land Records.
(Not all PINS are listed)
9863798177
9863787848
9863784576
9863886264
2. Address number not displayed or inappropriately displayed. Notification by phone.
9896052794
9886958896
3. Timbers Mobile Home Park. 94 mobile home addresses need to be revised. Notification has
been sent. 9863397685
4. Woods Edge 9873402548 and Woods Mobile home park 987239858. 123 mobile home
addresses need to be revised. Notification has been sent. (See attached map)
5. W L Finley Dr.Three residents want to rename their road. Notification has been sent.
9857196289
9857191441
9857097272
6. Unnamed driveway needs to be named for six homes. Notification has been sent.
9875268470
9875265528
9875266174
7. Unnamed driveway needs to be named for 3 homes assigned new addresses. Notification has
been sent.
9863876045
9863867666
8. 2 duplicate addresses at 1612 Dimmocks Mill Rd. Notification has been sent.
9864004197
9853989811
21
9. Driveway needs to be named for 4 homes. Notification has been sent.
9875177836
9875377526
9875266907
987526194
10. Driveway needs to be named for 3 homes. Notification has been sent. 9896670730
South Orange:
1. Holman Ln. One home is addressed to the wrong road. Notification has been sent.
9767672977
2. Two homes were asked to display their address numbers. Notification has been sent.
9767674727
9767575560
2. Hugos Hill Rd. One home will be contacted about being addressed on wrong road/no road sign
displayed. Notification has been sent.
9767677530
9767770772
3. Four homes addressed on wrong road/driveway needs to be named. Notification has been sent.
9768811008
9768802319
9767997465
Exhibit C
Problem location in the Orange Grove Fire District
List of Possible Violations Received from Fire Department
Able Hill Rd Off of Rocky Ridge Road. Addresses are not Able Hill Road.They are Hickory Hill Ln., Rocky Ridge Rd. and Fair Vista Dr. Charlotte NC.
Alexander Cheek Lane Is off Mebane Oaks Rd 100 YARD south of Mary's Grove Church Road on the left. No Sign.
Mebane Oaks Road addresses.
Amazing Grace Lane
Aotearoa Lane
Apple Ridge
B & H Drive
Battle Lane
Benjamin Drive
Borland Road
Brent Hill Road
Brick Ln
Casey Cameron Rd.
Cates Hickory Hill
Castell Lane
Clear View Rd.
Duffy's Way
Durham Daulton Rd
Eastbrook Mobile Home Park
Ed Faucette Road
ELG Sub - division
ELG Road
Baer Hill Road
Pond Road
Gray Fox Trail (Road isn't on the OC GIS map.)
Shadow Wood Lane
Red Tail Run
Genesis Road
Griffin Lane
Gwendolyn Estates Court
Hoot Owl Hill
Holly Hill Rd
Huckleberry Lane
Hugh & Cookie Wilson Lane
Hylen Tr
JS Lane
James Minnis Lane
Katie Lane
Kirkland Wood Drive
Improper sign
First Left off Mt. Mitchell. No sign. Address is 400 Jones Ferry Rd Carrboro (OWASA)
Second road on right traveling south on Apple Mill Rd Addresses are Apple Mill Rd addresses.
Off Chestnut Ridge Church Road. All houses on B & H Drive have Chestnut Ridge Church Road addresses.
Battle Ln sign on Jo Mac Rd. GIS map show Battle Lane is in Chapel Hill.
Addresses are Snipes Farm Road addresses
(West) Address numbers not in order.
Off of Dairyland Road is Dairyland Road address
Addresses are Marions Fords Road
First Right off Mt. Mitchell. No sign Addresses are Jones Ferry Rd (OWASA) Le Clair St Chapel Hill & Lake View Dr Falls Lake VA.
On right side of Rocky Ridge Rd just before Arthur Minnis Rd. Address is Arthur Minnis Rd
Address is a Bradshaw Quarry Rd address.
Located .2 of a mile west of the intersection of Dairyland and Dodson Crossroads traveling west on Dairyland.
Addresses are Vista Woods Dr. Hillsborough
Off NC 54. The Events Center has a Charles Ln address and the house behind the Events Center has a Duffy's Way address.
Off Marrow Mill Rd between the two Gold Mine Loop Rd. Addresses are Morrow Mill Rd.
Off NC 54, GIS map shows road name is Eastbrook Mobile Home Park. All address are NC 54 addresses.
Off Borland Road, addresses are Borland Road addresses.
Entrance to the sub - division is marked with a 4 x 4 post about 4 feet high with ELG RD carved in for the road sign.
VERY hard to see at night.
All roads in ELG sub - Division are small wooden signs approximately 18 to 20 inches high. VERY hard to see at night
no sign.
Off of Dodson's Crossroads only one house and it has a Dodson's Crossroads address.
Gwendolyn Estates Court off Borland Road. Not sure about the addresses on this road or where the road is located.
Map book indicates off of Old NC 86.9 mile south of Arthur Minnis. Unable to locate.
Holly Hill Road between Mt. Willing Road and Oak Grove Church Rd is blocked by a fence. One of the property
owners will not allow thru traffic to go through. Creates a problem for Emergency Responders when responding to that area.
Off Oak Grove Church Rd. What is the address?
.3 miles on the right past Rocky Ridge Rd. off Dairyland Rd. Dairyland Rd addresses
Off of Bradshaw Quarry Rd across from Vernon Rd. Multiple addresses, none are Hylen Trail.
Off Dairyland Rd just east Dodsons XRDS. Calvin Mellott's trailer park?
On the right off Arthur Minnis Rd. .4 mi from Union Grove Church Rd. All addresses are Old NC 86 Chapel Hill addresses.
Off NC 54.2 mile on the left off Hwy 54 traveling E from Dodson's XRds has NC 54 addresses
Off Union Grove Ch Rd just north of Talbryn Way. No Sign. Address is Union Grove Church Rd
22
23
Lamberth Lane
Off Lucy Lane off Old NC 86, addresses are Lucy Ln.
Lina Mae Ln
Lina Mae Lane off Dairyland Road, Not sure what is going on with this road. Land Records will need to look at it with us.
This was given to us as a cross street on a call. NO sign if this road exist.
Livia Road
Off Borland Rd just west of Boulder Run Rd. Borland Road addresses.
Mauer Road
Off Hwy S4 east of Dodson's Cross Rd across from Elva Ln. No Sign, no road addresses on NC 54.
McAdams Road
Off Mt. Willing Road. Could it be shown to run all the way to Oak Grove Church Rd?
Meadow Crest Dr.
Meadow Crest Dr, map shows that it runs between Orange Grove Road and Teer Road. OWASA has this road blocked off
of Orange Grove Road and blocked just past the last house on Meadow Crest Drive off of Teer Road.
Morrow Lane
Off Mebane Oaks Road, this road show that it runs through a 9 acre tract of land just south of Mary's Grove Church Road. No Sign.
Shows address as 4808 Mebane Oaks Road.
Nellie Gray Court
First dirt road on the left traveling west on Jo Mac Rd. from Bethel Hickory Grove Church Road. This is an old mobile home park
where no one lives. Owners address id Cross Link Rd. Raleigh
Nightmare Lane
On Orange Grove Rd. 2 mi. S of fire station on the right. No Sign and address is Orange Grove Rd.
Oak Grove Ch. Rd
4116 Oak Grove Church Road need to look at GIS Map
Paul Penny Road
Off of Dodson's Crossroads near NC 54. Is this a real road of just something someone put the signs on the powers pole?
Pelican Lane
Traveling north from station on Orange Grove Rd. between EG Joyner Rd. and Davis Rd. on the right. Orange Grove Rd address.
Pickard Meadow Road
Improper sign.
Purefoy Lane
.3 mile on the left past Rocky Ridge Rd. off Dairyland Rd. traveling East. Dairyland Rd addresses.
Purple Drive
Off Union Grove Church Road. Not sure of the addresses. All addresses are to other place other than Purple Drive
or Union Grove Church Road.
Radnor Farm Road
Off Mebane Oaks Rd. Sign attached to a power pole.
Ranch Mobil Home Park
Off of Dodsons XRDS. Trailer numbers no visible.
Roy Road on Dairyland Road
Improper sign.
Steven Drive Off Martin Road shows Martin Road addresses.
Last house on Teer Road (west) has an Apple Mille Road address.
Terrapin Lane Off of Arthur Minnis Road. Not sure about addresses. P.O. Boxes
Thompson Road Has Orange Grove Road addresses.
6309 Old NC 86 appears to 4 different lots, one behind the other. No road name leading to the back 3 lots.
3720 Mebane Oaks Rd. Resident is located off Heather Lane off Hidden View Dr.
3301, 3307, 3313 & 4122 Buckhorn Rd. We would like to see the physical address to property where the resident has a P.O Box or the property is rental property
Refer to GIS map. and the property address is the address of the owner.
Attachment 3
24
Orange Grove Volunteer Fire Company
6800 Orange Grove Road
Hillsborough, NC 27278
919-967-5858
In the spring of 2013 Orange Grove Fire Department compiled a list of locations within the Orange Grove
Fire District that we had problems locating Fire and Emergency Medical calls. Here is a list of issues we
were encountering.
1. Long driveways with multiple homes and no address numbers on or at the location.
2. Houses on one road but addressed on another road.
3. Mobile Home Parks where none or very few of the Mobile Homes were marked with an address or lot
number.
4. Private roads with no signs.
5. Private roads with homemade signs made from wood that blend into the landscape and is hard to
see.
6. Roads with no name.
7. Houses where the residents have a Post Office Box but they do not have the street address posted at
their home.
8. Mobile Home Parks where there were 3 different addresses for each lot.
9. Road signs identifying roads that doesn't exist.
10. Roads that no longer exist.
11. Private roads that property owners has barricaded the road to prevent thru traffic from going
through, including Emergency Vehicles.
Since passing this information to the Tax Office Land Records/GIS Division, nearly all of these issues has
been corrected.The other issues are currently being investigated.As more and more of the residents
display their address numbers, it has helped Emergency Responders in quickly locating incidents.The
staff at Land Records/GIS has kept in contact with the Fire Department as to the status of each of the
items that we passed on to them which was more than 60 different issues in the Orange Grove Fire
District.The Land Records/GIS Staff is doing a great service to the citizens of Orange County and to the
Emergency Response System.
When Orange Grove Fire Department receives updates from Land Records/GIS we update our road
listings information that is carried on each apparatus.We also forward that information to the Orange
County Ambulance crews that are now base at Orange Grove Fire Station 1.
Paul Speight
Deputy Chief
Orange Grove Fire Department