HomeMy WebLinkAboutAgenda - 06-03-2014 - 6aSUBJECT: MINUTES
DEPARTMENT:
ATTACHMENT(S):
Draft Minutes
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: June 3, 2014
Action Agenda
Item No. 6 -a
PUBLIC HEARING: (Y /N) No
INFORMATION CONTACT:
Donna Baker, 245 -2130
I
PURPOSE: To correct and /or approve the minutes as submitted by the Clerk to the Board as
listed below:
April 15, 2014
March 11, 2014
BOCC Regular Meeting
BOCC Work Session
BACKGROUND: In accordance with 153A -42 of the General Statutes, the Governing Board
has the legal duty to approve all minutes that are entered into the official journal of the Board's
proceedings.
FINANCIAL IMPACT: NONE
RECOMMENDATION(S): The Manager recommends the Board approve minutes as presented
or as amended.
Attachment 1
2
3 DRAFT MINUTES
4 BOARD OF COMMISSIONERS
5 REGULAR MEETING
6 April 15, 2014
7 7:00 p.m.
8
9 The Orange County Board of Commissioners met in regular session on Tuesday, April
10 15, 2014 at 7:00 p.m. at the Southern Human Services Center, in Chapel Hill, N.C.
11
12 COUNTY COMMISSIONERS PRESENT: Chair Jacobs and Commissioners Mark Dorosin,
13 Alice M. Gordon, Earl McKee, Bernadette Pelissier, Renee Price and Penny Rich
14 COUNTY COMMISSIONERS ABSENT:
15 COUNTY ATTORNEYS PRESENT: John Roberts
16 COUNTY STAFF PRESENT: Interim County Manager Michael Talbert, Assistant County
17 Managers Clarence Grier, Cheryl Young and Clerk to the Board Donna Baker (All other staff
18 members will be identified appropriately below)
19
20 NOTE: ALL DOCUMENTS REFERRED TO IN THESE MINUTES ARE IN THE PERMANENT
21 AGENDA FILE IN THE CLERK'S OFFICE.
22
23 Chair Jacobs called the meeting to order at 7:01 p.m.
24
25 1. Additions or Changes to the Agenda
26 Chair Jacobs reviewed the following items at the Commissioner's places:
27 - White sheet — Memo from Attorney Mike Brough for Item 5 -b - Unified Development
28 Ordinance Text Amendment Related to Setbacks for Class 11 Kennels Developed in the
29 EDE -2 General Use Zoning District
30 - White sheets - Power Point for Item - 5 -c- Safe Routes to School (SRTS) Strategic
31 Action Plan
32 - Color Map - Item 5 -d - Orange County Community Development Block Grant (CDBG)
33 Program — FY 2014 Infrastructure Program - $3,000,000
34 - White sheet - Proposed resolution from Commissioner Rich for Item 5 -e - Orange
35 County's Proposed 2014 Legislative Agenda
36 - Yellow sheet - Potential Item for Statewide Resolution - Item 5 -e- - Orange County's
37 Proposed 2014 Legislative Agenda
38 - White sheets — PowerPoint for Item 7 -c- DC Fast Charger Electric Vehicle Station
39 Licensing Agreement with Brightfield Transportation Solutions
40 - White sheet - Revised Abstract for Item 8a - Report on Orange County's "Small
41 Business Loan Program"
42
43 PUBLIC CHARGE
44 The Chair dispensed with the reading of the public charge.
45
46 2. Public Comments
47 a. Matters not on the Printed Agenda
48 Tom Schopler lives in southwest Orange County; however, the majority of his property is
49 in Alamance County. He said there is still a problem that exists as a result of the County line
50 issue that occurred a few years ago. He said 92 percent of the issues were resolved with the
I Alamance County Commissioners, but this left 8 percent unresolved. He said this is a small
2 number, but the affected citizens are unhappy about the outcome. He encouraged the Board of
3 Commissioners not to let this issue die. He said he suspected that Alamance County would not
4 want to discuss this final 8 percent once the 92 percent was resolved, and that is what has
5 happened. He said property in Orange County is worth more than property in Alamance
6 County. He said he had to have his property appraised this past year, and its worth had
7 dropped by $120,000 after 32 of his 36 acres were put in Alamance County. He said he has
8 paid taxes faithfully in Orange County for 40 years, and now this has happened because of a
9 choice made by the Board of County Commissioners. He asked the Board not to leave this
10 unfinished.
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12 Chair Jacobs said the Board has not forgotten the other 8 percent, and the
13 Commissioners have their legislative breakfast on April 28th and will bring it up to the legislators
14 then.
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16 b. Matters on the Printed Agenda
17 (These matters will be considered when the Board addresses that item on the agenda
18 below.)
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20 3. Petitions by Board Members
21 Commissioner Dorosin petitioned the Board to consider holding an Orange County gun
22 buy -back program. He said Winston Salem has held two in the last two months. He said this
23 resulted in the collection of 364 weapons in the first month and over 100 in the most recent
24 collection. He said this is an important opportunity for the County.
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26 Commissioner Price said the Research Triangle Regional Partnership (RTRP) was
27 moving in a different direction now, and this includes changes to the funding structure as well
28 as other changes. She petitioned staff to make a presentation on the various options.
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30 Chair Jacobs petitioned staff to work on developing an orientation or protocol for people
31 representing the County on external boards, such as planning.
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33 4. Proclamations/ Resolutions/ Special Presentations
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35 a. Proclamation of Recognition on Chapel Hill High School Women's Basketball
36 Team and Coach Sherry Norris Winning the 2014 State Championship
37 The Board considered a proclamation recognizing the Chapel Hill High School Women's
38 Basketball Team and Coach Sherry Norris for winning the 2014 State Championship and
39 authorizing the Chair to sign.
40 Coach Norris said the team does not have all of its members tonight due to sport
41 conflicts.
42 Chair Jacobs read the following proclamation:
43
44 ORANGE COUNTY BOARD OF COMMISSIONERS
45
46 PROCLAMATION OF RECOGNITION ON
47 CHAPEL HILL HIGH SCHOOL WOMEN'S BASKETBALL TEAM AND COACH SHERRY
48 NORRIS
49 WINNING THE 2014 STATE CHAMPIONSHIP
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2 WHEREAS, on March 15, 2014, Chapel Hill High School Women's Basketball Team captured
3 the North Carolina High School Athletic Association's ( NCHSAA) 3A State
4 Women's Basketball Championship; and,
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6 WHEREAS, under the guidance of Coach Sherry Norris, the Chapel Hill High School Women's
7 Basketball Team earned its second NCHSAA state title, completing the season
8 with an undefeated 32 -0 record; and,
9
10 WHEREAS, Coach Sherry Norris was named the 2013 -14 North Carolina Women's Coach of
11 the Year by the Associated Press, and, in her 37th year as a classroom teacher,
12 has announced her retirement; and,
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14 WHEREAS, Coach Sherry Norris is the winningest high school volleyball and basketball coach
15 with more than 1,200 victories across the two sports, and recorded her 540th
16 basketball win with the State Championship victory by the Lady Tigers; and,
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18 WHEREAS, through hard work, dedication, teamwork, and commitment, the Lady Tigers
19 brought honor upon themselves, Chapel Hill High School, the Chapel
20 Hill /Carrboro City Schools District and Orange County;
21
22 NOW, THEREFORE, be it proclaimed that the Orange County Board of Commissioners
23 expresses its sincere appreciation and respect for the Chapel Hill High School
24 Women's Basketball Team and Coach Sherry Norris for the Tigers' outstanding
25 achievement, and their inspiration to youth across North Carolina through their
26 dedication, teamwork, and athletic prowess.
27
28 This, the 15th day of April, 2014.
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31 A motion was made by Commissioner McKee, seconded by Commissioner Rich
32 approving a proclamation recognizing the Chapel Hill High School Women's Basketball Team
33 and Coach Sherry Norris for winning the 2014 State Championship and authorizing the Chair to
34 sign the proclamation on behalf of the Board.
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36 VOTE: UNANIMOUS
37
38 b. Proclamation Recognizing "PowerTalk 21 Day" in Orange County
39 The Board considered proclaiming April 21, 2014 as "PowerTalk 21 Day" in Orange
40 County and authorizing the Chair to sign.
41 Gayane Chambliss thanked the Board of County Commissioners and introduced the
42 president of the coalition.
43 Beth Creaghan read the following statement:
44
45 Hello, my name is Beth Creaghan, and on behalf of the Orange Partnership for Alcohol & Drug
46 Free Youth, I would like to thank the Orange County Board of County Commissioners for
47 proclaiming April 21St to be Power Talk 21 Day.
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49 As the parent of two young adults, now 19 and 22, 1 have appreciated becoming more informed
50 about the issues pertaining to underage drinking. My current knowledge has helped to keep
il
1 an open dialogue with my kids and has helped them to form their opinions on the subject. I feel
2 fairly confident that this helps with their decision making when out with friends, which may also
3 help to influence their friends' choices. It is never too early to start talking with our children, nor
4 as I have learned, too late. Our children get message from all other sources, some accurate
5 some not. It is important that parents stay informed and engaged — so your message is the one
6 your children remember.
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8 Commissioner McKee read the proclamation:
9
10 ORANGE COUNTY BOARD OF COMMISSIONERS
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PROCLAMATION
"PowerTalk 21 Day" in Orange County
WHEREAS, Orange County values the health and safety of all its residents; and
WHEREAS, substance abuse is particularly damaging to one of our most valuable resources,
our children; and
WHEREAS, youth who begin drinking before age 15 are five times more likely to develop
alcohol dependency later in life; and
WHEREAS, teen alcohol use kills 4,700 people each year, more than all other illegal drugs
combined; and
WHEREAS, high school students who use alcohol or other substances are five times more
likely to drop out of school; and
WHEREAS, the majority of youth say their parents are their primary influence when it comes to
decisions about drinking alcohol; and
WHEREAS, Orange County recognizes the role of parents, and the importance of talking with
their teens about alcohol; and
WHEREAS, PowerTalk 21® day is established on April 21, 2014 to encourage parents and
caregivers to embrace their important role in influencing America's youth and their decisions
about drinking alcohol; and
WHEREAS, in 2014 Mothers Against Drunk Driving® (MADD) kicked off "21 Days in Support of
21," beginning on April 1 st and culminating in PowerTalk 21 on April 21 st, in order to create a
sustained and prolonged national conversation about underage drinking; and
WHEREAS, to equip parents to talk with their teens about alcohol, the Orange Partnership for
Alcohol and Drug Free Youth, in collaboration with MADD of North Carolina, will host a free
community town hall event to give parents, caregivers and community members the opportunity
to explore the issue of underage drinking and how to effectively talk with teens about alcohol;
and
WHEREAS, local town halls and parent workshops, replicated across the country, will offer
parents research -based tools to help them talk with their teens about alcohol and encourage
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adults to consider creating a safer community by becoming involved in reducing underage
drinking; and
WHEREAS, all people are urged to join in the local and national efforts to raise awareness of
the importance of parents and teens talking together about alcohol in order to reduce the risks
and dangers posed to teens and communities;
NOW, THEREFORE, we, the Orange County Board of Commissioners, do hereby proclaim
Monday, April 21, 2014 to be:
PowerTalk 21® Day
in Orange County, North Carolina.
This, the 15th day of April, 2014.
A motion was made by Commissioner Price, seconded by Commissioner Pelissier to
approve the proclamation and authorize the Chair to sign the proclamation.
VOTE: UNANIMOUS
5. Public Hearings
a. Zoning Atlas Amendment — Easterlin Rezoning of 5908 US 70 East in Eno
Township — Public Hearing Closure and Action (No Additional Comments
Accepted)
The Board received the Planning Board recommendation, closed the public hearing, and
considered a decision on an owner - initiated general rezoning petition in accordance with the
provisions of the Unified Development Ordinance (UDO).
Michael Harvey said this is regarding the rezoning of property, owned by the Easterlin
family, from its current designation of Eno Economic Development Low Intensity (EDD1) to Eno
Economic Development Higher Intensity (EDD2). He said this property is split zoned, and the
Easterlins would like for this property to all be zoned EDD2.
Michael Harvey reminded the Board that the Easterlins currently have a kennel on the
property, as well as a telecommunications facility operating under an existing class B special
use permit. He said kennels are not a permitted land use within the EDD1 category, but a
kennel is allowed in the EDD2 category. He said this will allow the owners to keep their
business going. He said the planning board has voted unanimously to recommend approval.
A motion was made by Commissioner Rich, seconded by Commissioner Pelissier to
close the public hearing.
VOTE: UNANIMOUS
A motion was made Commissioner Gordon, seconded by Commissioner Price to
approve:
a. Attachment 3 - Ordinance Amending the Zoning Atlas
b. Attachment 4 - Statement of Consistency authorizing the zoning atlas amendments as
detailed herein.
VOTE: UNANIMOUS
2 b. Unified Development Ordinance Text Amendment Related to Setbacks for Class II
3 Kennels Developed in the EDE -2 General Use Zoning District — Public Hearing
4 Closure and Action (No Additional Comments Accepted)
5 The Board received the Planning Board recommendation, closed the public hearing, and
6 considered making a decision on an application proposing a text amendment to the Unified
7 Development Ordinance (UDO) related to the required setbacks for Class II Kennels developed
8 within the Economic Development Eno High Intensity (EDE -2) general use zoning district.
9 Michael Harvey said this item is to amend the existing setbacks for class 2 kennels in
10 the EDD2, from 100 feet to 25 feet. He said there is no additional comment at this time, only
11 the planning board recommendation.
12 Michael Harvey noted that the Easterlins have made expansions to their kennel that
13 conflict with required setbacks, and work has been done with staff to correct inconsistencies.
14 He said the Easterlins have chosen this course of action, as there was no other option. He said
15 planning staff is not in support of the proposal to amend the UDO. He said the planning board
16 voted 6 -2 to deny the text amendment, and the two individuals that dissented felt there should
17 be compromise available to the client.
18 He noted that the applicant's original text amendment proposal has been placed in a
19 vernacular consistent with the unified development ordinance (UDO). He said there is a memo
20 from Attorney Mike Brough with respect to this application.
21
22 A motion was made by Commissioner Dorosin, seconded by Commissioner McKee to
23 close the public hearing.
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25 VOTE: UNANIMOUS
26
27 A motion was made by Commissioner Dorosin, seconded by Commissioner McKee to
28 approve the text amendment as contained in Attachment 5.
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30 Commissioner Rich asked what this means for future requests for variances in
31 setbacks. She asked if this is the only kennel in the EDD2.
32 John Roberts said that if a kennel was to be built in this area in the future, it would have
33 the same setbacks; however these standards cannot be used in another zoning area, unless a
34 zoning text amendment was made.
35 Commissioner Rich asked if this would be used as a reference in future requests for a
36 change.
37 John Roberts said that would be a reasonable argument.
38 Chair Jacobs said this motion does not represent a perfect solution to a dilemma, but is
39 an opportunity for the County to live by what they say regarding the desire to support existing
40 businesses in the County. He feels that this is a good solution.
41 Commissioner Pelissier said it is a good solution. She said she highly respects the
42 planning board, but in this case she differed with their recommendation. She said a 150 ft
43 buffer in this district does put a lot of restraints on its use as a kennel. She said if there were
44 another kennel in this district, which is unlikely, she would feel comfortable with these same
45 setbacks.
46 Commissioner Dorosin said it is beneficial for the Board to take a zoomed -out view of
47 this decision and see this as making the ordinance more consistent with the broad policy that
48 has already been developed.
49 Commissioner Gordon said she feels that this property is a wonderful operation; but she
50 agrees with the planning board's recommendation.
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1 Commissioner McKee said he has no concerns about the setback. He said this is about
2 accommodating small businesses and allowing them to continue operating. He said this is
3 about incentivizing a small business.
4
5 VOTE: Ayes, 6 — Nays, 1 (Commissioner Gordon)
6
7 c. Safe Routes to School (SRTS) Strategic Action Plan (No Additional Comments
8 Accepted)
9 The Board received the Orange Unified Transportation Board (OUTBoard)
10 recommendation, received comments and actions from Orange County Schools and the Town
11 of Hillsborough, and made a decision by considering a resolution approving the draft Safe
12 Routes to School (SRTS) Strategic Action Plan required for implementing a Safe Routes to
13 School program in Orange County.
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15 Craig Benedict reviewed the following PowerPoint slides:
16
17 Orange County Board of County Commissioners Meeting
18 Agenda Item 5.c.
19 Safe Routes to School (SRTS)
20 Strategic Action Plan
21 (No Additional Comments Accepted)
22
23 Purpose of Tonight's Meeting:
24 To receive:
25 1) The OUTBoard recommendation;
26 2) Comments and actions from Orange County Schools;
27 3) Comments and actions from the Town of Hillsborough;
28 and
29 4) Consider adopting resolution approving SRTS Strategic
30 Action Plan required for implementing a SRTS program
31 in Orange County.
32
33 Background
34 Attachment 1: Amendment Outline Form
35 Attachment 2: Link to online copy of SRTS Plan
36 The BOCC held a public hearing on the SRTS Plan at its November 19, 2013 meeting.
37 No members of the public spoke in favor of, or against the Plan.
38 The BOCC requested:
39 1) additional details about project costs and funding (meeting held with NCDOT, Attachment
40 3);
41 and
42 2) that staff prepare charts depicting the number of students within walking distance
43 (Attachment 4);
44
45 Background
46 The SRTS Plan was reviewed and approved by:
47 The OUTBoard on December 18, 2013 (Attachment 5)
48 o Nancy Baker, Pascale Mittendorf, and Holly Reid provided
49 history on the need and benefits of the SRTS program and
50 plan and spoke in favor
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• No one spoke in opposition
• There were questions and comments about specific projects
• There were discussions regarding maintenance of projects
• The Board unanimously recommended that the BOCC
approve the SRTS Strategic Action Plan
Background
The SRTS Plan was reviewed and approved by:
➢ The Orange County Board of Education on February 24, 2014
and March 10, 2014 (Attachment 6)
• No one spoke in favor of, or opposition to the Plan
• There was brief positive Board discussion
• The Plan was unanimously approved
➢ The Town of Hillsborough on March 10, 2014 (Attachment 7)
• No one spoke in favor of, or opposition to the Plan
• There was brief positive Board discussion
• The Plan was unanimously approved
Background
February 27, 2014 meeting held with the Town of Hillsborough to discuss sidewalk
maintenance.
Precedent of a December 2004 sidewalk maintenance agreement for a portion of Homestead
Road with Carrboro and Chapel Hill, and included an encroachment agreement with NCDOT.
Implementation - Next Steps
❑ A SRTS Action Plan Advisory Committee (APAC) will be established that would be
responsible for advocating plan implementation and assist with programming and grant
writing, evaluating plan progress, and assessing plan priorities.
❑ Multiple subsequent implementation action steps are outlined and prioritized in the Plan,
that will be subject to the recommendations of the APAC and approval of the BOCC.
❑ Orange County to serve as the lead planning agency in advancing implementation of the
Plan.
SRTS Proiect Funding
❑ Established under previous federal legislation (SAFETEA -LU), now MAP -21
➢ Reimbursement program
➢ No local match required
❑ Remaining SAFETEA -LU funds are available
❑ Orange County can compete for remaining funds with an adopted SRTS Plan (no local
match)
❑ Other potential miscellaneous sources of funding
Commissioner Price referred to the graphs in their abstract regarding the study done in
2010 and asked if this was a select group.
Craig Benedict said there were specific interest groups that came forward from the
different Orange County schools to discuss this overall program. He said one of the focused
areas was Orange Grove Road, because the survey showed that a lot of residents crossed the
bridge on this road to get to the elementary and high schools. He said residents are not
encouraged to walk here, as the bridge is not a safe area.
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1 Commissioner Gordon asked for clarification on what pertains to the Chapel Hill
2 Carrboro City Schools (CHCCS).
3 Craig Benedict said the concept for this program could be replicated in CHCCS if they
4 so choose.
5 Commissioner Gordon asked if there is an executive summary.
6 Abigaile Pittman said attachment 2 from the November 19, 2013 meeting is in their
7 packet.
8 Craig Benedict said there are summary pages within the documents, and this can be
9 collapsed into something that provides a good executive summary.
10 Commissioner Gordon said that would be helpful.
11 Chair Jacobs asked if the public can speak.
12 Craig Benedict said the public could speak.
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14 NO PUBLIC COMMENT
15
16 Commissioner Rich asked if staff has discussed this issue with the CHCCS and
17 identified any schools that could take advantage of it.
18 Craig Benedict said Department of Transportation (DOT) representative Chuck Edwards
19 has been in touch with the school system, and the schools are familiar with what Orange
20 County is doing. He said this can be replicated.
21 Commissioner Rich said it would be great to see kids walking to school on Sewell
22 School Road if there were a sidewalk.
23 Chair Jacobs asked if staff worked with CHCCS on the provision of sidewalks on
24 Homestead Road.
25 Craig Benedict said yes.
26 Commissioner Gordon said staff could send this item to the attention of CHCCS. She
27 suggested noting that this has just been approved by the Board of County Commissioners, and
28 it could possibly be done in CHCCS.
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30 A motion was made by Commissioner Rich, seconded by Commissioner Price to close
31 the public hearing.
32
33 VOTE: UNANIMOUS
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35 Commissioner Dorosin said the graphs in their packet are not helpful, because there is
36 no context or explanation. He said this just raises more questions, and he suggested being
37 more conscientious about this.
38 Craig Benedict agreed, and said an introductory abstract could be added.
39
40 A motion was made by Commissioner Rich, seconded by Commissioner Pelissier to:
41
42 1. Receive the OUTBoard's recommendation of approval;
43 2. Receive comments and actions from Orange County Schools and the Town of
44 Hillsborough;
45 3. Receive any written comments;
46 4. Approved and authorize the Chair to sign the Resolution (Attachment 8) adopting the Safe
47 Routes to School (SRTS) Strategic Action Plan
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49 VOTE: UNANIMOUS
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d. Orange County Community Development Block Grant (CDBG) Program — FY
2014 Infrastructure Program - $3,000,000
The Board received public comments regarding a proposed FY 2014 Community
Development Block Grant (CDBG) Infrastructure Program Application, considered approving a
resolution authorizing the submission of the formal application document due by May 1, 2014
and authorizing the Chair to sign the application and corresponding attachments on behalf of
the Board.
James Davis said it was determined that the plumbing for the extension of sewer
services to the Rogers Road area would need to come from the County's and Town's general
revenue sources rather than solid waste reserves. He said the estimated cost is $5.8 million.
He said the Department of Environment and Natural Resources has $26 million in CDBG funds
for infrastructure activities, and eligible municipalities may apply for up to $3 million to make
improvements to public water or sewer.
He referred to a different map than the one included in the abstract. He said as of
January 2014, there was a church by the Weaver area that extended sewer service and
reduced the number of parcels down to 85.
Chair Jacobs said this matter came up with a short turnaround time, and staff
endeavored to put this together in a timely manner, hoping for a positive outcome.
NO PUBLIC COMMENT
A motion was made by Commissioner McKee, seconded by Commissioner Price to
close the public hearing.
VOTE: UNANIMOUS
Commissioner Dorosin referred to the map and asked about the brown striped areas,
which referenced potential contamination.
James Davis said that is referencing areas of potential soil contamination. He said
these were identified and presented to OWASA, who took into account these areas when
proposing sewer lines. He said the red lines showed where sewer lines will go.
Commissioner Dorosin asked who has identified this possible contamination.
Michael Talbert said it is a combination of people. He said a church was looking to build
in this area and completed a phase 1 environmental study that found surface level
contamination, and no further investigation was done. He said the second site also noted
surface level contamination. He said these were outlined as areas that OWASA may want to
avoid in putting down sewer lines.
A motion was made by Commissioner Price, seconded by Commissioner McKee:
1) Approve and authorize the Chair to sign the resolution authorizing the submission of the
formal application document by May 1, 2014; and
2) Authorize the Chair to sign the application and corresponding documents on behalf of the
Board.
Commissioner Dorosin gave thanks to staff for working with this tight timeline.
VOTE: UNANIMOUS
11
1 e. Orange County's Proposed 2014 Legislative Agenda
2 The Board conducted a public hearing on Orange County's potential legislative items for
3 the 2014 North Carolina General Assembly Session; closed the public hearing and reviewed
4 and discussed the Legislative Issues Work Group's (LIWG) proposed 2014 legislative package
5 and any other potential items for inclusion in Orange County's legislative agenda package for
6 the 2014 North Carolina General Assembly Session; considered approval of one proposed
7 legislative matters resolution on Statewide Issues; and considered identifying three to five
8 specific items from the entire package to highlight for priority discussion at the April 28, 2014
9 meeting with Orange County's legislative delegation.
10
11 Greg Wilder said the purpose of tonight is to conduct a public hearing and to consider
12 items developed by the work group and highlight 3 to 5 items from the Board of County
13 Commissioners' resolution or the NCACC resolution.
14 He noted that Commissioner McKee and Commissioner Price served on the Legislative
15 Issues Work Group.
16 Commissioner McKee said this is not meant to be all inclusive, and this is a short
17 session this year. He noted that there are other issues, but the focus is on issues that have
18 repeatedly been on past agendas. He said some of these were winnowed down and removed
19 from the list to create a manageable number.
20 Commissioner Price said effort was made to stay with the NCACC agenda, since they
21 will be strongly working on those issues.
22 Chair Jacobs said there are two items at the Commissioner's places. He asked
23 Commissioner Rich to review the first item.
24 Commissioner Rich referred the proposed resolution on coal ash at their places -
25 "RESOLUTION REQUESTING LEGISLATIVE ACTION ON COAL ASH IN N.C." She said the
26 County is not threatened directly, but this is a resolution of solidarity with those counties that are
27 affected by coal ash. She requested that this be added to the legislative agenda.
28
29 Chair Jacobs said the other item, noted on the yellow sheet, is proposed legislation
30 authorizing counties to require residents to participate in solid waste collection programs
31 conducted by counties and impose a fee for the solid waste collection services in a manner
32 similar to the authority granted to cities. He said the fee may not exceed the costs of
33 collection.
34 He said this was introduced last year, and there is some concern as to whether or not this can
35 be introduced as local legislation, but it was a priority.
36 Commissioner McKee requested the Board pull item 1, "Revenue Options for Local
37 Government," from the legislative agenda so it could be considered separately.
38
39 NO PUBLIC COMMENT
40
41 A motion was made by Commissioner McKee, seconded by Commissioner Gordon to
42 add the following items to their legislative agenda: RESOLUTION REQUESTING
43 LEGISLATIVE ACTION ON COAL ASH IN N.C.
44
45 VOTE: UNANIMOUS
46
47 A motion was made by Commissioner McKee, seconded by Commissioner Gordon to
48 add the following item to the legislative agenda: proposed legislation authorizing counties to
49 require county residents to participate in solid waste collection programs conducted by
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Commissioner Pelissier said NCACC staff is considering whether or not this has to be a
public bill. She said the County's original intent was to make it a local bill.
John Roberts said he was told this had to be submitted as a statewide bill. He cannot
say this is 100 percent accurate, but it would have a better chance of getting passed as a local
bill.
Commissioner Pelissier suggested that the Board could find out the answer to this
question. She said it would be best if this was a local bill rather than state bill.
Chair Jacobs said this can be discussed at the upcoming meeting with the legislative
delegation.
Commissioner Dorosin said he is not going to vote to include this because he believes
the County has this authority under the existing legislation. He asked that this one item be
voted on separately.
Commissioner McKee said he would consider this as friendly amendment.
Commissioner Gordon questioned how this would work if the Commissioners vote to
pass it as part of packet, versus separately. She asked if the packet as a whole will be given to
the legislative delegation.
Chair Jacobs said these are the County's priorities, and the NCACC priorities are only
attached for reference.
Commissioner Gordon asked if everything but attachment 3 would be included.
Chair Jacob said page 17 is noted to be only for reference purposes.
Commissioner Gordon confirmed that the packet ends at page 16.
Greg Wilder noted that Commissioner McKee has voted against option 1 in past years,
and in the adopting resolution approved by the Board, separate votes on separate items have
been noted. He said this will be part of the package.
Commissioner Dorosin withdrew his friendly amendment.
Commissioner Price said this is titled as solid waste, and she asked if this is actually
about recycling.
Chair Jacobs read the language and said this is just part of the nomenclature. He said
the Board can give this a different title that specifies "participation in solid waste programs as it
relates to recycling."
VOTE: Ayes, 5 (Chair Jacobs, Commissioner McKee, Commissioner Rich,
Commissioner Gordon, and Commissioner Pelissier); Nays, 2 (Commissioner Dorosin and
Commissioner Price)
Chair Jacobs invited discussion regarding Item #1 - Revenue Options for Local
Government. He said this states that any revenue source available to one or more local
governments should be available to all local governments.
A motion was made by Commissioner Pelissier, seconded by to Commissioner Price to
approve keeping this as part of their legislative agenda.
Commissioner McKee said this would authorize the Board of County Commissioners to
impose a transfer tax, which failed several years ago with the voters. He feels that any taxing
authority of that magnitude should go back to the voters.
VOTE: Ayes, 6; Nays, 1 (Commissioner McKee)
13
1 A motion was made by Commissioner Pelissier, seconded by Commissioner Rich to
2 approve the legislative agenda packet with the two additional items.
3
4 VOTE: Ayes, 6; Nays, 1 (Commissioner Dorosin)
5
6 Chair Jacobs said the Board now needs to decide on 3 to 5 priorities to move forward
7 for discussion with their legislative delegation.
8 Commissioner Pelissier suggested #5 -Smart Start and More at Four.
9 Commissioner Dorosin argued for highlighting the most progressive elements of the list
10 as follows:
11 • #5 Smart Start and More at Four
12 • #3 Broadband
13 • # 8 Authority to Amend the Orange County Civil Rights Ordinance
14 • # 13 Homestead Exemption
15 • #16 Concealed Weapons in Parks
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17 Commissioner Gordon suggested #11 - Land, Water and Agricultural Preservation
18 Funding /Conservation.
19 Commissioner McKee suggested #2 — Oppose any shift of State Transportation
20 responsibilities to counties.
21 Commissioner Price agreed with Commissioner Dorosin. She said the NCACC will
22 already be doggedly after item #2.
23 Commissioner McKee said item #2 has an unmatched financial impact. He said this
24 item would affect every aspect of Orange County, as the additional responsibilities will pull
25 money from other projects.
26 Commissioner Gordon said some of the most progressive items don't have a chance to
27 pass, and she feels there needs to be a balance between making a statement and putting
28 forward items that have a chance of passing.
29 Commissioner Price asked if the Board is presenting the whole package to the
30 delegation and then discussing 5 in detail. She would like to let the delegation know which of
31 these are important.
32 Chair Jacobs said there is no magic number. He is comfortable with the all of the 7 that
33 have been identified. He said the Board will discuss those 7 items and any others as time
34 allows. He said this will allow everyone to have some stake in the discussion.
35
36 A motion was made by Commissioner Gordon seconded by Commissioner Price to:
37 1) Conduct a public hearing on Orange County's potential legislative items for the 2014 North
38 Carolina General Assembly Session;
39 2) Close the public hearing and review and discuss the Legislative Issues Work
40 Group's (LIWG) proposed 2014 legislative package and any other potential items for inclusion
41 in Orange County's legislative agenda package for the2014 North Carolina General Assembly
42 Session (two additional items)
43 3) Approve the proposed legislative matters resolution on Statewide Issues; and
44 4) Consider identifying three to five specific items from the entire package to highlight for
45 priority discussion at the April 28, 2014 meeting with Orange County's legislative delegation:
46 • #5 - Smart Start and More at Four
47
48 • #3 Broadband,
49
50 • # 8 Authority to Amend the Orange County Civil Rights Ordinance
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• # 13 – Homestead Exemption
• #16— Concealed Weapons in Parks
• 11: Land, Water and Agricultural Preservation Funding /Conservation
• #2 – Oppose any shift of State Transportation responsibilities to counties
VOTE: UNANIMOUS
6. Consent Agenda
• Removal of Any Items from Consent Agenda
NONE
• Approval of Remaining Consent Agenda
A motion was made by Commissioner Price seconded by Commissioner Pelissier to
approve the remaining items on the agenda.
VOTE: UNANIMOUS
• Discussion and Approval of the Items Removed from the Consent Agenda
a. Minutes
The Board approved the minutes from February 24 and March 6, 2014 as submitted by the
Clerk to the Board.
b. Fiscal Year 2013 -14 Budget Amendment #7
The Board will approved budget and grant project ordinance amendments for fiscal year 2013-
14 for: Department of Social Services; Animal Services Department; Department on Aging;
Sheriff Department; Emergency Services, and Library.
c. Use Agreement between Orange County and the New Hope Fire Department
The Board approved the recommendation from the Emergency Services Director to enter into
an agreement with the New Hope Fire Department (NHFD) in order to place one (1) EMS
ambulance at Station #2 located at 4700 NC Highway 86, Chapel Hill, North Carolina and
authorized the manager to sign.
d. Use Agreement between Orange County and Orange Rural Fire Department
The Board approved the recommendation from the Emergency Services Director to revise the
agreement with the Orange Rural Fire Department (ORFD) that provides for the location of one
(1) emergency medical services (EMS) ambulance at the 835 Phelps Road station since March
2013 and authorized the Manager to sign.
45 e. Use Agreement between Orange County and Carrboro Fire & Rescue
46 The Board approved the recommendation from the Emergency Services Director to enter into
47 an agreement with the Town of Carrboro Fire & Rescue Department (CFRD) in order to locate
48 one (1) emergency medical services (EMS) ambulance at Station #1 located at 301 W. Main
49 Street, and one at Station #2 located at 1411 Homestead Road and authorize the Manager to
50 sign.
15
1 f. Terra Dotta, LLC Lease — 501 W. Franklin Street, Suites 105, 106 & 200
2 The Board will approved a Lease with Terra Dotta, LLC for Suites 105,106, and 200 at 501
3 West Franklin Street for a two year term through April 30, 2016; and authorized the Chair to
4 sign all necessary documents upon final review of the County Attorney.
5 g. Mount Willing Road Bridge Drainage Easement and Right of Entry Agreement to
6 North Carolina Department of Transportation
7 The Board approved a dedication of drainage easement and right of entry to the North Carolina
8 Department of Transportation ( "NCDOT ") for bridge improvements along Mount Willing Road,
9 upon final review of the County Attorney, and to authorize the Chair to sign on behalf of the
10 Board.
11 h. CDBG Program — Language Access Plan
12 The Board approved of a Language Access Plan for the County Community Development Block
13 Grant (CDBG) Program and authorized the Chair to sign.
14 L Agreement with the State for Federal Assistance
15 The Board approved an agreement with the State of North Carolina for assistance related to the
16 recovery from the March 6 -7, 2014 Severe Winter Weather incident and authorized the Chair to
17 sign.
18 j. Designation of Orange County Agent for FEMA Public Assistance
19 The Board designated Shari Porterfield (primary agent) and Clarence Grier (secondary agent)
20 for Orange County's application for FEMA's Public Assistance for the recovery related to the
21 March 6 -7, 2014 Winter Storm, and directed the Clerk to the Board of County Commissioners to
22 sign as the Certifying Official.
23
24
25 7. Regular Agenda
26
27 a. Bid Award — Orange County MSW Landfill Closure
28 The Board considered awarding the general construction bid to and approving a
29 construction agreement with T &K Construction, LLC of Vinemont, AL in the amount of
30 $3,432,142 for the construction associated with the closure of the Orange County Municipal
31 Solid Waste (MSW) Landfill; authorizing the Chair to sign the general construction agreement
32 on behalf of the Board of County Commissioners, subject to the final review by the County
33 Attorney; and authorizing the Manager to execute individual change orders within the limits of
34 the Manager's authority ($250,000) up to the extent of the project budget.
35 Gayle Wilson said two years ago the Board of County Commissioners directed staff to
36 close the MSW landfill as of June 30, 2013. He said state regulations require a highly
37 engineered cap must be constructed on top of the landfill. He said the components of this
38 cover include: 1 foot minimum of soil; 40 mill synthetic liner; geocomposite drainage layer; 18
39 inches of soil; and 6 inches of top soil with vegetative cover. He said the reason for this cap is
40 to prevent infiltration of water into the waste and to maintain positive drainage of storm water.
41 He said the landfill will require a minimum of 30 years of monitoring and maintenance.
42 He said the lowest responsive bidder was T &K Construction, LLC of Vinemont, AL in the
43 amount of $3,432,142 for the construction associated with the closure of the Orange County
44 MSW Landfill.
45 Commissioner Dorosin asked for more information on the contract and its duration.
46 Gayle Wilson said this is only for the construction of the cap, which takes about 6
47 months. He said the long term maintenance will be the responsibility of the County staff.
48 Chair Jacobs noted that money is appropriated from landfill reserves. He asked for the
49 current total amount of landfill reserves.
50 Clarence Grier said the total land fill reserves are $18.1 million
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Chair Jacobs said the Board has heard of recreational facilities on top of landfills. He
asked if this is feasible here.
Gayle Wilson said this has been discussed, and in theory it is possible, but the cap
system's integrity must be maintained for at least 30 years. He said passive recreation
activities can be considered in future years but not in the short term, due to methane gas
production. He said this could constrain any recreational activity for up to 20 years.
Chair Jacobs said he would like more information on landfills being used for possible
recreational opportunities.
Commissioner Price said landfills can sink, and it is risky to consider any short term
plans.
Commissioner Rich said she thought the Board had discussed this before.
Commissioner Rich referred to attachment 1 and asked why is there is a $3 million
difference in the bids.
Gayle Wilson said typically some firms do more research, while others may not have
looked at project in its entirety.
Commissioner Pelissier asked if there is any risk that the contractor may do something
that is faulty. She asked if there is insurance for that.
Gayle Wilson said that is a possibility, but the regulations account for that with a multi -
layered quality assurance /quality control program. He said this program closely monitors and
tests the different steps in the process. He said there will be oversight from staff engineers, the
engineering company and an additional quality control firm, as well as other testing
requirements.
John Roberts said Gayle Wilson answered it very succinctly. He said he does not have
concerns about risks.
PUBLIC COMMENT:
Mark Marcoplos said he has heard of a photovoltaic cover that produces electricity for
alternative energy uses. He asked if this can be added to the proposal.
Gayle Wilson said there are some facilities that are demonstrating that, and the
technology is advancing. He said the problem with landfills is that they subside over time and
rigid covers must then be re- oriented. He said there are now self - leveling covers, and there is a
test site in North Carolina. He said this is a possibility.
Chair Jacobs said a solar company approached the County at one point regarding solar
panels, but the decision deadline was too tight.
Gayle Wilson said the company was also competing with the methane gas recovery
system.
A motion was made by Commissioner McKee, seconded by Commissioner Rich to:
1) Award the general construction bid to and approve the construction agreement with T &K
Construction, LLC of Vinemont, AL in the amount of $3,432,142 for the construction
associated with the closure of the Orange County MSW Landfill;
2) Authorize the Chair to sign the general construction agreement on behalf of the Board of
County Commissioners, subject to final review by the County Attorney; and
3) Authorize the Manager to execute individual change orders within the limits of the Manager's
authority ($250,000) up to the extent of the project budget.
*4) Request staff to investigate recreational and alternative energy options.
17
1 Chair Jacobs asked if this motion can include a request to have staff investigate
2 recreation and alternative energy options.
3 Commissioner McKee said yes
4 Commissioner Dorosin noted that there are additional costs outside of the bid that are
5 part of project.
6
7 VOTE: UNANIMOUS
8
9 b. Solid Waste Service Tax District for Recycling
10 The Board discussed issues surrounding the establishment of a Solid Waste Service
11 Tax District to fund the rural curbside /roadside recycling collection service, including information
12 received during two Public Hearings, and to decide the method of funding for this County
13 provided program.
14 Gayle Wilson reviewed the background information from the abstract and said the Board
15 of Commissioners has investigated various options to replace the previously eliminated rural 3-
16 R fee over the past year and a half. He said the Board expressed interest in a solid waste
17 district, and two public hearings have been held to discuss this. He said there is currently no
18 funding provided for continuation of the curbside recycling program for 2014/2015. He said an
19 alternate opt in program has also been discussed.
20 Michael Talbert said the County has already held two public hearings. He said the
21 financial impact of moving forward with a tax district would be 1.5 cents on the tax rate for about
22 20,000 parcels. He said this would raise the revenue to provide service for everyone in the
23 district.
24 Michael Talbert said the Board has already looked at a franchise tax and subscription
25 service but voted on the intent to move forward with a service tax district. He said time is
26 running out, and if the Board does not do this tonight, the option would need to be abandoned
27 for at least another year.
28
29 PUBLIC COMMENT
30 Bonnie Hauser thanked the Board for listening to the public comment and opposition to
31 this service district tax. She said the problem is not the tax, but the service model. She said
32 the County needs to find a fair and effective way to provide a choice of curbside or convenience
33 center services to the community. She said part of the solution could lie with the towns,
34 especially for suburban communities in the ETJ, and that is why the towns need to be part of
35 the discussion. She said the curbside tax discussion did not address the growing concern over
36 the County's convenience center and recycling fees, which have tripled over the last few years.
37 She said, even with the increase, the fees do not cover the cost of County services, which rely
38 on sizeable subsidies from the general fund. She asked the Board to consider finding a simple
39 way to fund rural curbside recycling for the short term. She asked the Board to start a work
40 group of professionals and citizens to explore services, costs and fees for trash and recycling
41 services. She would like to see the program enhanced with composting and other services.
42 She said fees should be simplified to be made transparent. She asked for exploration of ways
43 to fund services without subsidies from the general fund. She asked for a halt on capital
44 spending for convenience centers and roll carts until a plan for the future is made.
45 Chair Jacobs said the Board appreciated the level of public comment through emails
46 and public hearings. He said the Board has worked hard to create avenues for exchange of
47 information through the hiring of a public affairs officer, email, website improvements, and the
48 future move to a cable ready meeting room in Hillsborough.
IN
I Chair Jacobs said the Board did listen, and it did make a difference in how the
2 Commissioners looked at the proposal. He said the Board saw an unwavering commitment to
3 recycling in the County.
4 Chair Jacobs said neither option before the Board is viable at this point, and there are
5 better next steps to take.
6 Commissioner Dorosin said it is clear to him that a one size fits all solution is not going
7 to work, due to the different levels of density and rural components of the County. He said
8 some neighborhoods are densely populated, and curbside recycling makes a lot of sense;
9 however a lot of folks live in the rural areas with long driveways and no curbs. He said it does
10 not make sense to try and squeeze either of these square pegs into round holes. He said the
11 context has changed since the Board originally looked at this issue, and there is now better
12 collaboration with the towns. He said this change creates an opportunity to re -visit all of the
13 options for the broader picture of solid waste. He said there is an opportunity to step back for a
14 moment and come up with a comprehensive plan that addresses the differing demands of the
15 different communities in the County.
16 Chair Jacobs noted that the Board has a work session on May 13th where they will
17 discuss a draft solid waste inter -local agreement, and this conversation can be continued then.
18 Commissioner Rich agreed with the previous comments, and she feels that it is
19 important to include their partners in this conversation. She said the idea of going into the
20 general fund means the people in the towns are paying twice for recycling. She would like to
21 continue this conversation at a work session.
22 Commissioner Pelissier said there may be more to discuss, but the fact that the towns
23 decided to continue the fees next year indicates that there is already a partnership, and there
24 was an expectation that the County would not draw from the general fund. She said the County
25 has not done a good job of painting the big picture of countywide recycling. She said many
26 individuals felt it was unfair to base this tax on property tax; however the County is already
27 paying for a large percentage of recycling at the convenience centers through the general fund,
28 which is property tax. She said there is already an inequitable system, and it will be aggravated
29 if the Board does not make a decision. She said the Board needs to look at all aspects of
30 recycling, not only curbside recycling. She said she is disappointed at where the Board is right
31 now.
32 Commissioner McKee said the Board held two public hearings with the intent of creating
33 a solid waste service district, and the response was loud and clear on both sides. He said
34 neither of the two options — the tax district or the subscription service - will pass tonight. He
35 said he still thinks the subscription service is a viable option, and he will continue to advocate
36 for it.
37 Commissioner McKee called for this discussion to be put into a work group similar to the
38 Emergency Services work group. He said this work group should include representatives from
39 the towns, solid waste and the community, and these representatives should spend the next
40 year discussing this issue.
41 He said this should be put into a separate entity and looked at in a holistic manner in
42 order to bring back a solution. He said the County is now in a place of paying to haul its trash
43 into another community. He said all suggestions need to be considered, and the issue needs to
44 not be continually kicked down the road. He said this process happened with the siting of a
45 transfer station. He said the Board needs to come to a point and accept the political
46 consequences and make a decision.
47 Chair Jacobs disagreed that this is like the transfer station issue, with the exception of
48 listening to the public. He said the Board decided respectfully not to accept what was
49 suggested by staff, but he does not feel that this is kicking the can down the road. He said
19
1 The Board started the process discussing options for rural recycling at a time when the County
2 was going it alone with all aspects of solid waste. He said on the 13th the Board will be
3 discussing an inter -local agreement which brings them back into discussion with their partners.
4 He said staff has been trying to meet with vendors and advocates to get fresh ideas on various
5 aspects of waste reduction. He said the frequently asked questions list is up to 70 questions,
6 and the Board has not even discussed these. He said the Board has not decided that the only
7 option is to fund with the general fund. He said he feels more confident that the Board can
8 come up with a good plan through working with its partners. He said this is a proactive way to
9 look at the issue; marshal resources; create partnerships; ask the right questions; and articulate
10 goals before moving forward.
11 Commissioner Dorosin said one thing that came out of the hearings that was
12 disheartening to him was the opposition to using property tax instead of a fee. He said property
13 tax is a progressive tax, and it is the fairest way to distribute those costs. He said flat fees hurt
14 lower wealth residents. He said, when thinking about social justice and equity, property tax is
15 the best way of addressing the fairness in taxation.
16 Commissioner Pelissier said everyone has trash and recyclables. She said one of the
17 problems is that residents look at solid waste as an individual service, while the County looks at
18 it as a program for solid waste reduction and reducing the carbon footprint. She said it is easy
19 to get caught up in the perception of this as an individual service and it is a hard thing to
20 communicate the difference. She said that it was clear that the public is overwhelmingly
21 against the solid waste district tax. She said many who opposed the service district spoke out
22 in the public hearings, but what the public and media did not see were the many emails that the
23 Board received in support of this tax district. She said she would like to have a way to put this
24 information on the internet to allow people to see this support. She feels there were many more
25 emails in favor of this, than against it.
26 Commissioner Rich thanked Commissioner Pelissier for pointing this out and said she
27 feels it is important for all of the voices to be heard. She said most of the emails she received
28 were in favor of the tax. She said these emails should be public.
29 Commissioner McKee said most of the emails he received were against the tax.
30 Commissioner Gordon said she is going to remain optimistic. She had hoped the Board
31 would be in a position to make a decision tonight, but this is not going to happen. She said her
32 optimism is that the Board might be able to come up with some steps for moving forward at the
33 May 13th work session.
34 Commissioner Price said she received a lot of emails from people wanting the tax, but
35 most of these people lived close to urban areas. She agreed with Commissioner McKee that
36 there were a lot of emails and written notes from those in the district who were opposed to the
37 tax. She said the rural residents already have to take trash to the convenience centers, and
38 many rural residents also own vacant property that would be a tax burden.
39 Chair Jacobs asked Information Technology staff to pull out every email that related to
40 solid waste tax district and post it on the County website. He said there were very cogent and
41 impassioned emails from both sides, and the public should be able to see this.
42 Chair Jacobs said the Board needs to pull back into the same orbit with all of the
43 partners involved before making any further decisions. He said there needs to be a plan for
44 some sort of work group or entity.
45 Commissioner Rich suggested the addition of some parameters to avoid the upcoming
46 work session being an open ended event.
47 Commissioner Pelissier said the Board needs to clearly articulate the Board's desire to
48 continue rural recycling. She suggested giving staff direction to add on the additional homes for
49 recycling, and she would like clarification that this could be done for the same cost of the
50 current services. She said there needs to be a plan for what will be done next fiscal year
20
1 Chair Jacobs suggested the addition of an item to the May 8th agenda to allow the Board
2 an opportunity to identify issues for further discussion. He said it would be good to have a
3 guided conversation to look at the FAQ and talk about the bigger picture for recycling and solid
4 waste in relation to their partners.
5 Michael Talbert said staff can do that, but there are only 5 days between May 8th and
6 13th, so there will be very little time to react. He said any guidance that can be given tonight
7 would be helpful if there is information needed.
8 Commissioner McKee referred to Commissioner Pelissier's earlier comments. He asked
9 if she was speaking of expanding the coverage area per a tax district.
10 Commissioner Pelissier said she is asking who is going to be served in the next fiscal
11 year, and she is suggesting the Board may want to expand the district if it can be done for the
12 same cost.
13 Commissioner McKee said he feels it is premature to discuss this until it is decided if
14 there will be a tax district.
15 Commissioner Pelissier said she is not saying a tax district will be used; she is just
16 questioning who will be served.
17 Chair Jacobs said he has been interested in a cost benefit ratio that includes the
18 percentage of recycling and tells if it is more cost effective to serve denser neighborhoods first.
19 He said this information would help further the conversation.
20 Michael Talbert said staff had talked about serving the existing the 13,700 customers.
21 He said if the system moves to single stream, this would allow for the addition of 1,650 new
22 customers with no new additional costs due to efficiencies. He said this also anticipates the
23 continued service to the current residents and the transition to a roll cart environment. He said
24 neither of these decisions has been made, and they must be made before moving forward.
25 Chair Jacobs suggested the Board spend the next 5 minutes giving feedback to the
26 manager in preparation for a conversation at the work session. He said there are a number of
27 issues, including options for collection and charging and how this relates to the larger waste
28 collection program.
29 Commissioner Dorosin said it would be helpful for the manager to come back with a list
30 of what the Board needs to decide. He suggested the possibility of borrowing $630,000 from
31 the landfill reserve fund to cover recycling for next year. He said this will avoid dipping into the
32 general fund and alienating their partners. He said the projected economic rebound should
33 allow this money to be paid back over the next 30 years. He would like to hear the feasibility of
34 this, in order to allow more time to discuss this program and make a decision. He suggested
35 the allowance of one year, with a deadline of July 1, 2015 for a decision on solid waste. He
36 said if it is true that the number served can be increased for the same cost, he does not see
37 why this would not be done. He said one other issue was the possibility of increasing times or
38 access to the convenience centers. He said many of the suburban areas are in the ETJ, and
39 he wonders about the legal possibility of the towns extending fees and service to these areas.
40 Chair Jacobs said one area of exploration is to look at the possible legal options.
41 Commissioner Pelissier said she would like to make a commitment to provide recycling
42 to the households in the proposed tax districts and to give roll carts to those that want it.
43 Commissioner Gordon said she would like to know all of the options for how the County
44 is going to pay for recycling for the 13,700 people who are getting curbside now.
45 Commissioner McKee agreed with Commissioner Dorosin's idea of funding next year's
46 recycling out of the solid waste reserve fund; otherwise the town people are getting charged
47 double.
48 Commissioner McKee said the idea of a motion on the floor to expand service without
49 voting on the proposed tax district rubs him the wrong way. He said the Board needs to wait
50 and discuss everything instead of putting some things on the table and taking some things off.
21
1 Commissioner Rich said this has been an unfortunate conversation from the beginning,
2 and she has never felt more cornered as an elected official. She said the willingness to listen to
3 people and then go back and discuss it in a work session was helpful; however, she does not
4 feel that she is having the conversation she wanted.
5 Commissioner Rich said she would like to know about finances, and she feels it is
6 important to protect the relationship with their partners. She said all of the partners agreed on
7 roll carts, and she does not want to delay this, as the people in the towns want them. She said
8 the amount in the landfill reserve does allow for creative use of those funds. She wants to know
9 all of the legal options that are available.
10 Commissioner Price said she agrees with Commissioner Dorosin, and she would like to
11 see more information on the legal options. She thinks there should be more people at the table
12 as this decision is made, including elected officials from the towns and home owners who will
13 be affected.
14 Chair Jacobs directed Michael Talbert to page 2 of the abstract, which outlines the key
15 elements as outlined by the Board. He read these items and said these are still the basic
16 parameters. He said the Board still has questions about funding, fairness and equity, and the
17 operational efficiency of the program.
18
19 A motion was made by Commissioner Pelissier to commit to provide recycling to the
20 households in the proposed tax districts and to give roll carts to those that want it.
21
22 No second.
23 Motion fails.
24
25 Chair Jacobs said he hopes the County will keep moving forward to develop a program
26 that will bring closure to this by the 2014/2015 fiscal year.
27
28
29 b. DC Fast Charger Electric Vehicle Station Licensing Agreement with
30 Brightfield
31 Transportation Solutions
32 The Board considered approving a Licensing Agreement and associated Easements
33 granted to Brightfield Transportation Solutions for electric vehicle "DC Fast Charger" fueling
34 station construction and operations at The Justice Facility parking lot in Hillsborough, NC and
35 the Skills Development Center parking lot in Chapel Hill, NC; authorizing the Chair to sign all
36 necessary documents upon final review of the County Attorney.
37
38 Jeff Thompson said the County received an $85,000 grant from the Department of
39 Energy in 2011 through the Carolina Blue Skies Initiative. He reviewed the following
40 PowerPoint slides:
41
42 Brightfield charging station slide:
43 DC Fast Charger Electric Vehicle Licensing Agreement with Brightfield Transportation
44 Solutions
45
46 Purpose
47 Consider awarding a Licensing Agreement and associated Easements to Brightfield
48 Transportation Solutions for
49 Electric vehicle "DC Fast Charger" fueling stations
50 ■ The Justice Facility parking lot in Hillsborough NC
22
1 ■ Skills Development Center parking lot in Chapel Hill NC
2 Authorize the Chair to sign all necessary documents upon final review of the County
3 Attorney
4
5 BACKGROUND
6 16 "LEVEL 2" Electrical vehicle charging stations installed in 2011 using US
7 Department of Energy grant funds
8 County adoption of the technology prompted Carolina Blue Skies Initiative to
9 recommend Orange County for DC Fast Charger Technology with Brightfield
10 Transportation
11
12 DC FAST CHARGER
13 "LEVEL 3" Electrical vehicle charging station
14 30 minute charge time
15 Solar photovoltaic technology
16 Significant capital costs borne by Brightfield
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18 Location #1: Parking Lot behind District Attorney's Building
19 Benefits:
20 1. Near Farmers Market and vibrant downtown
21 2. Large green space and river park
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23 Location #2: Skills Development Center
24 One of the 2 sites (shown with green blocks) will be chosen.
25 1. Nightlife and lifestyle parking
26 2. Level 2 electric vehicle charging stations on currently on premises
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28 Agreement Terms
29 Licensing Agreement includes:
30 9 year licensing term; option to continue license or purchase after 9 years
31 County provides station real estate - no cost to County
32 Infrastructure installed and maintained by Brightfield
33 Orange County and partners discount on electricity (Municipalities, School
34 Systems, Utility Systems, Court System)
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36 BrightField Introduction
37 Matthew Johnson - Co- Founder of Brightfield Transportation Solutions
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39 Brightfield Electric Vehicle Charging Stations
40 Station includes:
41 — (1) Level three DC Fast Charge ( Charge a vehicle in 30 minutes)
42 — (2) Level two charges (charge a vehicle in 6 to 8 hours)
43 — Solar Panels sell electricity directly back to utility
44 Charge customers a small fee
45 — $1.50 /Hour for Level 2 charger
46 — $8 /charge for Level three charge
47 Parking for spaces is still available to all County residents
48 Two possible locations identified in Orange County
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50 Recommendation
23
1 To award a Licensing Agreement and associated Easements to Brightfield
2 Transportation Solutions for
3 — Electric vehicle "DC Fast Charger" fueling stations
4 ■ The Justice Facility parking lot in Hillsborough NC
5 ■ Skills Development Center parking lot in Chapel Hill NC
6 Authorize the Chair to sign all necessary documents upon final review of the County
7 Attorney
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9 Jeff Thompson introduced Matthew Jackson from Brightfields Transportation.
10 Matthew Jackson said his company is working with 9 other municipalities across the
11 state of North Carolina to play a role in providing an alternative to coal, fire and electricity. He
12 said his company's goal is to move to renewable energy.
13 He said his company is partnering with Nissan North America as part of the cocktail of
14 funding to make this happen. He said the DC Brightfield is a North Carolina made product. He
15 said the higher powered level 2 chargers will co- locate with some of the current similar chargers
16 and this will work out to the $1.50 per hour charge, which equates to about $1.25 for gas. He
17 said the level 3 charge will be a single charge event regardless of whether the car's charge is
18 half full or empty. He said the goal is to help Orange County create access to technology and
19 show that this is a sustainable business model.
20 Commissioner Rich clarified that there is currently no charge, as the County does not
21 have capability to charge. She said her concern is how to prevent people who do not have
22 electric vehicles from parking there.
23 Jeff Thompson said the County currently cannot discriminate, as the parking need
24 trumps the station. He said these spots have been there since 2011, and there has not been
25 competition for the spaces except for occasional times in Chapel Hill.
26 Commissioner Rich said there are about 100 electric cars in County.
27 Matthew Jackson said there are 104, and this is up from 78 just six months ago.
28 Commissioner Rich said she agrees that there are going to be more and more cars.
29 She is a little concerned about access to charger.
30 Jeff Thompson said staff will use next few months to work out some of these issues. He
31 said there has been a large amount of growth in the number of vehicles, and there will be an
32 increase in demand.
33 Chair Jacobs said the signs do encourage people to leave the spaces open if other
34 spaces are available. He said the anticipated problem will be a good problem to have.
35 Commissioner Dorosin asked if a longer cord could be attached to allow charging even
36 if someone else was parked in the space.
37 Matthew Jackson said would likely not pass the inspections department due to the
38 tripping hazard. He said right now staff is willing to take a gamble on this without a sign.
39 Commissioner McKee referred to page 7 of the agreement where it refers to a transition
40 to electric -only spaces once there are 50 or more vehicles in the County. He noted that there
41 are 104 vehicles currently.
42 Matthew Jackson said these are guidelines, but there is a note at the bottom of the page
43 stating that these are not enforceable.
44 Jeff Thompson said the enforceability language trumps the cap. He said it gives the
45 County the ability to formulate a policy.
46 Commissioner Price asked if these will only be funded at County facilities
47 Jeff Thompson said yes.
48 Commissioner Price asked if these chargers will be available for individuals or
49 commercial establishments.
24
1 Matthew Jackson said the business model is that these will be funded on public land,
2 but they will be for sale on private land. He said as the penetration of electric vehicles
3 increases, there will have to be thousands of these chargers.
4 Commissioner Price asked how much a charger costs.
5 Matthew said the units at the parking deck sell for about $3500- $5000 with installation.
6 He said the units he sells are between $5,000 and $10,000, and the DC fast charge is a
7 $50,000 install.
8 Commissioner Rich referred to page 6, #2 under maintenance regarding maintenance of
9 the facilities to industry safety standards. She asked if those safety standards are in existence
10 now.
11 Matthew Jackson said he would look to the state for those regulatory standards. He
12 said his company is responsible for making sure the inspectors are happy.
13 Jeff Thompson said his staff treats these as electric appliance and efforts are being
14 made to modify the code to understand the future of these things.
15 Chair Jacobs suggested educating staff and the public about the parking in these
16 spaces.
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18 A motion was made by Commissioner Gordon, seconded by Commissioner Pelissier to:
19 1) approve a Licensing Agreement and grant the associated Easements to Brightfields
20 Transportation Services, LLC for electric vehicle "DC Fast Charger" fueling station
21 construction and operations at The Justice Facility parking lot in Hillsborough, NC and
22 the Skills Development Center parking lot in Chapel Hill, NC;
23 2) authorize the Chair to sign all necessary documents upon final review of the County
24 Attorney.
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26 VOTE: UNANIMOUS
27
28 d. Morinaga America Foods Temporary Office Lease — Link Government
29 Services Center, Lower Level
30 The Board considered approving a 12 month lease with Morinaga America Foods for
31 temporary office space in the Link Government Services Center at 200 South Cameron Street,
32 Hillsborough; authorizing the Chair to sign all necessary documents upon final review of the
33 County Attorney.
34 Jeff Thompson said this is a short term lease in under -used space in Link Government
35 Services Center. He said the Morinaga team will occupy the space for a possible 12 months as
36 the manufacturing facility is finished out. He said the target date is May 1, but this may be
37 pushed to June 1. He reviewed slides with images of the facility and he noted that the terms of
38 the lease are included in the packet. He said the 12 month lease cost is about $8,076, and this
39 includes utilities and controlled access.
40 Commissioner Dorosin asked if this will prevent the Board from using this space for
41 meetings.
42 Jeff Thompson said no. He said secure space will still be available for meetings.
43 Commissioner Gordon said it is her understanding that this does not set a precedent for
44 future uses of the space.
45 John Roberts said it does not create a precedent. He said economic development is
46 one area where the County still has broad authority. He said this includes leasing a building for
47 commercial purposes.
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49 A motion was made by Commissioner Pelissier seconded by Commissioner McKee to:
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1) approve a 12 month lease with Morinaga America Foods for temporary office space
in the Link Government Services Center at 200 South Cameron Street, Hillsborough; and
2) authorize the Chair to sign all necessary documents upon final review of the County
Attorney.
VOTE: UNANIMOUS
8. Reports
a. Report on Orange County's "Small Business Loan Program"
The Board received a report on the "Small Business Loan Program ", including details on
current balances and activity, and received information on the Economic Development Office's
new marketing efforts to increase awareness and demand for the program by potential small
business borrowers in Orange County.
Steve Brantley said the Small Business Loan Program was created to provide an
alternative funding option to small, local companies that have difficulty obtaining traditional bank
funding, but which meet the requirements of the Program's loan fund. He said the typical loan
ranges from $5,000 up to $50,000 and the rate varies from prime plus 2 percent on the low end
to prime 3 percent on the largest loans. He said the terms range from 5 -7 years and the
origination fee is $100 minimum.
He said the guidelines for making a lending decision include: applicant's credit
worthiness; cash flow coverage; debt to equity ratio; and other collateral. He said there are a
few restrictions, and only for - profit companies are eligible. He said an applicant cannot have
revenues exceeding $3 million, and there cannot be any criminal history.
Steve Brantley said there are challenges to expanding the program, including a general
lack of knowledge about the program. He said staff is working on ad placements and new
documents. He said the improving economy have also presented a challenge, as this program
is competing with other lenders and has a slightly higher cost of borrowing. He said some of
the applicants need external counseling to generate documentation. Steve Brantley said
another challenge has been staff turnover. He said it took several months to hire someone for
the position that handles much of this program.
Steve Brantley said the non - profit was created in 1999, but few loans were actually
issued in the first few years. He said the Orange County Board of County Commissioners
(BOCC) unanimously approved, on March 13, 2007, the transfer of $75,000 to the loan
program, and the first loan was made in March of 2009. He said the Board also approved an
additional $75,000 transfer to the program, though it was not made at the time.
He said the second loan was made in September of 2009, and in mid 2010, $200,000
was transferred by the manager to the loan program from the Chapel Hill Orange County
Visitor's Bureau fund balance. He said this is the seed money that led to many of the new
loans since that time. He said there are currently 7 outstanding loans, to 7 businesses, totaling
$333,000, and none are past due. He said there are also a total of 3 new loan requests in
process.
Steve Brantley reviewed the following information from the abstract:
Current Status:
Balance in SunTrust Checking Account $160,457.69
Article 46 Quarter Cent Sales Tax Allocation $200,000.00
Total Fund Available $ 360,457.69
Companies that have utilized the Loan Program:
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Accidental Baker (bakery in Hillsborough)
Orange County Gymnastics (gymnastics gym in Hillsborough)
Isis Information Technology (I.T. service)
Mystery Brewing Company (brewery in Hillsborough)
The Depot (general store and music in Hillsborough)
Phd Productions, LLC (maker of the Pocket Disc toy)
Santosha /ServiceMaster (commercial janitorial service)
Skram Furniture Company (custom furniture; loan was repaid)
New Marketing Ads & Brochures:
New marketing collateral pieces have been developed in -house at Orange County Economic
Development and will soon be placed with local media (WCHL1360, Chapel Hill News, News of
Orange, etc.) to promote greater awareness and demand for the loan program.
Steve Brantley reviewed attachments 3 and 4 and said these flyers have been
distributed at expos and in the Chamber of Commerce office.
He reviewed the list of board members as follows:
Board of Director & Loan Approvers:
Jim Evans, President Bank Director (Harrington Bank in Chapel Hill)
Brad Curelop, Vice President Bank Director (BB &T Bank in Chapel Hill)
Sherry Gray, Asst. Sec /Treasurer Small Business (Yesterday & Today Frame Shop)
Tom Proctor Small Business (The Vacuum Cleaner Hospital)
Earl McKee BOCC Representative
Clarence Grier Orange County Representative
Steve Brantley Orange County Representative
Tom Underwood Economic Development Advisory Board Rep.
Steve Brantley reviewed the manager's recommendation.
Commissioner Pelissier asked why the interest rate is higher, given that this is for
people that cannot get conventional loans. She asked if this is because the applicants are
higher risk.
Steve Brantley said he believes that when the policies were written, there was a desire
not to compete directly with banks, and this was also riskier credit. He said there are guidelines
that must be adhered to within the by -laws.
Chair Jacobs said the explanation the Board received subsequent to the period of little
loan activity, was that the loan program was too conservative. He said it sounds like this has
now come full circle.
Commissioner Dorosin said he would like to see a spreadsheet of the initial amount of
each loan and how far along the borrower is in paying it.
Steve Brantley said this information is available, but he deferred to John Roberts for
comment on this. He said there was a past public record request for this information and staff
did not reveal the debt for a specific borrower.
John Roberts confirmed that there have been past requests for this. He said he can
review the background for this, and why some of that information was not provided.
Commissioner Dorosin asked if the Commissioners can get this information even if it is
not public record.
John Roberts said yes, but he will look this up to see if it was public record.
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Commissioner Dorosin referenced the balance of $360,500 and asked if money is
coming in monthly as people make payments on the loans.
Steve Brantley said yes.
Commissioner Dorosin asked if the $360,500 is just a snapshot that will increase in two
months.
Steve Brantley said yes.
Commissioner Dorosin noted that there were two applicants in process for minority
owned business. He asked for information on whether any of the existing borrowers are
minority owned businesses.
Steve Brantley said none of them are currently minority owned.
Commissioner Dorosin suggested a Durham organization to help with outreach for this.
Commissioner Dorosin said he would urge the board to eliminate the restriction that
prohibits applicants who are on probation or parole. He said this is the kind of program needed
by people who are re- entering society.
Chair Jacobs said Steve Brantley can come back with alternative options.
Steve Brantley said this policy would have dated back to 15 years ago.
Commissioner McKee said he has sat through many of these loan applications, and
there is quite a bit of effort to accommodate businesses to make this process work. He said
this is a good way for the County to support very small businesses.
Commissioner Dorosin said many of the residents re- entering society have difficulty
getting jobs, and so they turn to entrepreneurial opportunities. He said this is a niche where this
type of program can be useful.
Commissioner Dorosin asked if there has been any talk of identifying businesses where
there is a need in the County, such as child care business. He said if sectors of need are
identified, this could then be part of the outreach.
Steve Brantley said a letter was created today that will go out monthly to newly formed
companies in the County
Commissioner Price suggested outreach to Durham Tech, as well as review of past
rejected applications.
Steve Brantley said he had not thought of Durham Tech.
Commissioner Price said she was referring to outreach for business classes or
hairdressing classes, for example, to let students know about potential funds available after
graduation.
Chair Jacobs asked how Steve Brantley is proposing to come back with a response.
Steve Brantley said this will be discussed at their next meeting. He is not sure how to
change the by -laws, but will ask for advice on this issue.
Chair Jacobs said it would be useful to come back through the Board of County
Commissioners at some point. He agreed with the need to reconsider the policy with regard to
pending criminal charges, and he would support re- visiting that.
Chair Jacobs asked what happens when one of these borrowers goes out of business.
Steve Brantley said the borrower is still paying the loan. He said there have been a few
borrowers with payment delays and the loan committee extended the payments or reduced
payments. He said only one loan has been rejected in the past 2 years.
Commissioner McKee noted that the businesses that were pulled were not pulled by the
committee, but by the applicants themselves.
Chair Jacobs said feedback has been given and the Board will expect further
information in the future and perhaps some modifications to the by -laws.
9. County Manager's Report
Michael Talbert complimented Carla Banks and staff on the County Government Expo.
2 10. County Attorney's Report
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4 NONE
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6 11. Appointments NONE
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8 12. Board Comments (Three Minute Limit Per Commissioner)
9 Commissioner Price said she attended the Fair Housing Work Shop. She said this
10 could have been better attended, but the County is doing good things.. She said the Board
11 needs to help that department with more outreach. She said there are more cases of
12 discrimination that just don't get the attention.
13 Commissioner McKee said he attended first meeting of Cardinal Innovations, and it is a
14 very big organization. He said the projection is that they will continue to consolidate and get
15 larger, and there may be 3 or 4 organizations. He said the community oversight board is going
16 to be concerned with what happens in Orange, Person, and Chatham, but this is dealing with a
17 much larger organization.
18 Commissioner Gordon —none
19 Commissioner Pelissier she attended the mental health legislative breakfast last
20 weekend, and this was the first time that the panel was bi- partisan. She said the issue of
21 integration of mental and physical health was discussed, as well as the issue of funding.
22 She said there was a jail alternatives meeting today, and the group looked at a draft
23 report of the objective summary. She said there is no final report yet, so there will be a request
24 for an extension. She said this does not impact the actual plans for construction of the jail.
25 Commissioner Dorosin said ABC Commission had a visit from the Planning Director
26 from Hillsborough to discuss the possibility of leasing space at the old ABC building on 70 for
27 the commuter route. He said this bus route planning is moving forward.
28 Chair Jacobs noted the candidate forum meeting for the sheriff candidates. He said the
29 jail alternatives work group executive summary does make it increasingly clear that it is not
30 necessary to build a 250 bed jail right off the bat. He said this is a decade away, and there will
31 be more flexibility on what will be recommended. He said there is a lot of good discussion
32 regarding continuum of care for mental health service and drug treatment in the jail, as well as
33 the provision of housing in the community. He said there is good attendance and community at
34 these meetings.
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36 13. Information Items
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38 e April 1, 2014 BOCC Meeting Follow -up Actions List
39 e BOCC Chair Letter Regarding Petitions from April 1, 2014 Regular Board Meeting
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41 14. Closed Session
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43 A motion was made by Commissioner Dorosin, seconded by Commissioner Rich to go
44 into closed session at 10:35 for the purpose below:
45 "To consider the qualifications, competence, performance, character, fitness, conditions of
46 appointment, or conditions of initial employment of an individual public officer or employee or
47 prospective public officer or employee;" NCGS § 143- 318.11(a)(6).
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49 VOTE: UNANIMOUS
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RECONVENE INTO REGULAR SESSION
A motion was made by Commissioner Price, seconded by Commissioner McKee to
reconvene into regular session at 11:35 p.m.
VOTE: UNANIMOUS
15. Adjournment
A motion was made by Commissioner Gordon, seconded by Commissioner Rich to
adjourn the meeting at 11:35p.m.
VOTE: UNANIMOUS
Donna Baker
Clerk to the Board
Barry Jacobs, Chair
I Attachment 2
2
3 DRAFT MINUTES
4 BOARD OF COMMISSIONERS
5 WORK SESSION
6 March 11, 2014
7 7:00 p.m.
8
9 The Orange County Board of Commissioners met for a Work Session on Tuesday,
10 March 11, 2014 at 7:00 p.m. at the Link Government Services Center, in Hillsborough, N.C.
11
12 COUNTY COMMISSIONERS PRESENT: Chair Jacobs and Commissioners Mark Dorosin,
13 Alice M. Gordon, Earl McKee, Bernadette Pelissier, Renee Price and Penny Rich
14 COUNTY COMMISSIONERS ABSENT:
15 COUNTY ATTORNEYS PRESENT: John Roberts
16 COUNTY STAFF PRESENT: Assistant County Manager Clarence Grier, and Clerk to the
17 Board Donna Baker (All other staff members will be identified appropriately below)
18
19 Chair Jacobs called the meeting to order.
20 1. Cedar Grove Community Center Project Update
21 Jeff Thompson introduced this item and reviewed the following PowerPoint slide:
22
23 CEDAR GROVE COMMUNITY CENTER
24 Project Update — March 11, 2014
25 Intended Outcome
26 Receive an update regarding requested information from the Board of County
27 Commissioners during its November 12, 2013 work session;
28 Confirm the project plan as approved in the FY2013 -14 Capital Investment Plan;
29 or
30 Provide new direction to staff.
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32 John Thomas with MBAJ Architecture reviewed the following PowerPoint slides:
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34 Existing Conditions (5 graphic /map slides)
35 Proposed Site Plan (map - assuming wings remain)
36 Proposed Floor Plan (blueprint)
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38 Occupancy
39 Septic Capacity
40 - 1,400 gals /day
41 Full Day Use (8 hours)
42 - 140 persons
43 Half Day Use (4 hours)
44 - 220 persons
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46 John Thomas reviewed the maps and blueprint slides of the existing conditions. He said
47 there are 3 component parts, including the main center and 2 distinct classroom wings. He said
48 the building currently acts as the entrance to Cedar Grove Park, which is scheduled for
49 continued development and expansion over the next 5 to 10 years.
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He said the center section of the existing building was the focus of the advisory group
work. He said there are a total of 16 classrooms the 2 educational wings. He said one of the
classrooms in the south wing has been folded into the design of the community center as a
result of its location with regard to the fire partition and as part of an effort to create more space
for programming needs.
John Thomas said the proposal includes plans for paving the gravel lot to the south,
shifting the entrance to improve site lines, and improving the landscaping. He said a new entry
plaza in the rear will become the main entrance, and a memorial will be created in the front to
commemorate the older school. He said a system of sidewalks will be created to connect the
paved parking areas to the entrances and walking trail.
He reviewed each of the rooms shown on the blueprint. He said the community center
will include the following: a multi - purpose room; permanent space for parks and recreation; a
dual use conference room; an internet cafe; a multi -media room; an office for onsite staff; and
flexible dividable space located in the former cafeteria. He said the kitchen will be re-
developed into a limited use warming kitchen, due to septic issues.
John Thomas said his firm is proposing the inclusion of a multi -media room for tutoring
and internet access, and this would take the place of a lot of the functions that the library once
filled. He said this would allow a potential remote location for the library to send requested
books.
Commissioner Gordon asked if this is the area that is currently funded in the CIP.
John Thomas said yes.
John Thomas noted the location of the current septic. He said this existing system has
a capacity of 2,400 gallons per day, and 1,000 gallons of this are allocated to the park. He said
this only leaves 1,400 for the facility, which is the reason for the occupancy limitations noted on
the slide — 140 persons for full day use.
Commissioner McKee asked how often the park is used, if that much septic capacity is
dedicated to it. He said the effective absorption rate is actually higher due to the limited use of
the park.
John Thomas said he does not have an answer to this; however Hillsborough Youth
Athletic Association (HYAA) creates heavy use of the 3 ball fields located there.
Chair Jacobs noted that this septic allocation is also meant to accommodate the future
expansion of the park.
Commissioner Pelissier said she thought that the 1,000 gallons was based on the
planned full park use.
John Thomas said this number is fixed.
Chair Jacobs said Commissioner Dorosin had brought up putting money in the CIP to
move the septic system across the street. He said the CIP has not been discussed, but this
may be another way to address this in the future.
Commissioner Dorosin said the Board could also consider making seasonal adjustments
to the septic allocations for times when the park is not in heavy use.
Commissioner Rich asked how the capacity and use of the system will be monitored.
John Thomas said formulas for usage are developed based on proposed activities. He
said it would take a stout use to utilize 1,000 gallons per day. He said there are a lot of safety
measures built into this number. He said no one would be counting heads, but there would be
need to be awareness of the programming and participation.
Jeff Thompson said to actively manage this facility will be intensive from the staff
standpoint. He said if this moves forward, a discussion could be opened with environmental
health about how to modify the existing septic permit limits.
Commissioner Gordon asked what the number of people would be if every room was
filled in the community center simultaneously.
I Dave Stancil said this facility would be scheduled through their department's scheduling
2 system, and the capacity could be monitored.
3 John Thomas said the numbers are done by a formula that packs people in to the
4 space. He said this is the calculation that is required by code, and using those numbers the
5 figure is 718.
6 Commissioner Gordon said this is more than three times the capacity and this is only an
7 hour or two per day that the building can be fully occupied.
8 John Thomas said the realistic occupancy is substantially less, and there will never be
9 718 people.
10 Commissioner Gordon said the capacity in the building could be bumped up against
11 much more easily than the capacity in the park.
12 Chair Jacobs said environmental health would have the final say in this.
13
14 Jeff Thompson reviewed the following slides:
15 Park & Ride; "Kiss & Ride"
16 Route and shelter facility
17 - First priority for 5 year bus service program
18 BOCC to be presented with program in April, 2014
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20 Additional classroom space
21 732 square feet as multi - functional, programmable space
22 Estimated additional cost: $29,000
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24 Additional Septic Capacity
25 Studied in 2000's
26 - Space fully occupied at the time
27 - Continued use needed capacity expansion
28 - Land acquired for expansion
29 - Design completed in 2009
30 - 7,000 gallons of daily flow capacity
31 Expansion project not pursued:
32 - Estimated cost: $800,000
33 - Dramatic drop in programmed space
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35 Mothballing Wings vs. Use as Storage
36 Objective
37 - Preservation of Existing Space
38 Minimum Scope
39 - Window Replacement
40 - Roof Replacement
41 - HVAC
42 - Fire Alarm
43 - Smoke Detection
44 - Storage use would require additional estimated $15,000 in fire alarm costs
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46 Jeff Thompson referred to the park & ride slide and said Orange County Planning
47 confirmed that bus service to the Cedar Grove site is the first service planned to be launched as
48 part of the 5 year bus service program. He said the design and installation of the planned
49 transit shelter and amenities (signage, schedules, etc.) can be coordinated with the Community
E
1 Center design, should the BOCC choose to move forward with the project. The Board should
2 see the final bus service plan for approval in April 2014.
3 Jeff Thompson said this will use the southern parking component to allow people to loop
4 around for drop offs. He said there is parking in the designated "new paved parking ".
5 Commissioner Rich asked how many spots this would have.
6 Jeff Thompson said he does not see this being stressed for use, as a result of the
7 parking North of the facility.
8 Commissioner Rich asked if the parking will require a permit.
9 Jeff Thompson said no permit will be required.
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11 Referring to the slide on additional classroom space," Commissioner Gordon asked
12 about the location on the blueprint.
13 Jeff Thompson said this is the area just south of the ladies room, next to the multi -media
14 room.
15 Jeff Thompson reviewed the slide regarding additional septic capacity. He said the
16 estimated cost of $800,000 still stands as a reasonable estimate for that expansion. He said
17 the plans have been reviewed, and there are no issues with design.
18 Commissioner Rich asked why the 2009 Board of County Commissioners decided not to
19 pursue this expansion.
20 Jeff Thompson said in 2009 the only business that remained in use was a daycare
21 center. He said it was cost prohibitive to keep the facility running.
22 Chair Jacobs said the County tried to recruit others to use the space, but there were no
23 takers. He said the cost effectiveness issues and the difficulty finding tenants during the
24 recession led to the decision to close the facility.
25 Jeff Thompson reviewed the slide titled "Mothballing Wings vs. Use as Storage." He
26 said the mothballing state means protecting and preserving the wings for future use, while
27 leaving the interiors as is. He said the question from the Board was what it would cost to
28 convert this to code worthy, useable storage space. He said this would require additional fire
29 alarm infrastructure at a cost of $15,000.
30 Chair Jacobs said he brought up the space needs issue at a past meeting, and he felt
31 this may justify the expenditure of creating storage space in the wings. He said in the
32 meantime, he attended a Piedmont Food and Agricultural Processing (PFAP) board meeting.
33 He said business has been so successful that PFAP's storage space is overwhelmed. He
34 invited the PFAP Director Matthew Roybal to look at the wings for possible storage and
35 suggested the businesses that use it could pay a rental fee. He said this rental fee would pay
36 back for any needed improvements.
37 Commissioner Dorosin asked if anything could be stored without the proposed
38 improvements.
39 John Thomas said no. He said the fire alarm system must be updated, and transoms
40 must be changed.
41 Commissioner Dorosin clarified that the space would be completely empty in the
42 mothball model.
43 John Thomas said that is correct.
44 Jeff Thompson noted that the cost to mothball is $600,000, and the cost to convert to
45 storage is $615,000.
46 Chair Jacobs introduced Matthew Roybal, Manager of PFAP.
47 Matthew Roybal said his clients at PFAP have a great deal of need for storage, and their
48 current space is being reclaimed. He said the lack of dry storage will drive these clients out of
49 the area. He said his initial assessment of the space was that it would be limited to dry storage
I use; however this is the greatest need at this point. He said the area would need to be free of
2 pests, and there would need to be HVAC and access to restrooms.
3 Matthew Roybal referred to the following email, previously sent to Chair Jacobs:
4
5 Subject: PFAPC off -site storage
6 Date: Feb 7, 2014 11:45 AM
7
8 "On Wednesday afternoon, Jeff T., Rob, and I toured the community center site to evaluate the
9 potential use of the auxiliary wings. The following is my initial assessment.
10
11 Site Improvements
12 Beyond the general "mothballing" improvements (windows, seals, etc.) the following would be
13 required:
14 • Docks would need to be added to either wing to accommodate food storage. Both wings
15 are well suited for this improvement.
16 • Doors would also need to be converted to double -doors with a minimum of 52 inches.
17 • The floors would require a minimum resurfacing upgrade to weight- bearing tile or paint
18 system.
19 • Access to restrooms and hand -sinks would be required (the community center
20 bathrooms would be sufficient for almost all potential uses).
21 The following would be recommended improvements:
22 • Parking and dock separation barrier half -wall or fence for foot traffic safety (a half -wall
23 could be done in the planter -box style and landscaped if desired).
24 • Long -term flooring system installed (concrete treatment or epoxy).
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Possible Use and Benefits
Based on the above, the site could support food storage, ag- business production, distribution,
and education (ag, food business, and job training) operations.
• PFAPC and /or its Clients could immediately fill 33% of one wing, and 80% of both wings
within two (2) years.
• It is possible to locate some ag- business functions at the site beyond storage, resulting
in additional site jobs. The community center could be an ideal labor source and training
environment.
• With two ag- business's on -site and 80% occupancy of both wings, my conservative
estimate is that the site would support 8 to 12 full -time jobs, 6 to 8 part -time jobs, and 6
to 8 seasonal jobs. Please note a majority of these jobs would be transferred to the
facility from other locations, and may not result in immediate hiring demands.
• Regardless of PFAPC overseeing operations at the site or renting space at the site,
PFAPC could possibly relocate select food operations to the site (ag and distribution
related) freeing up valuable space at PFAPC.
• The site is suitable for the location of a sub -zero freezer, which is in VERY high demand
by local farmers and food businesses. Currently, PFAPC would be able to slot 12 to 20
pallets there today, and that demand is expected to triple within the next two (2) years.
However, the expense of such an addition would be out of PFAPC's budget and would
require other sources of funding, either county or grant funding. Costs would range from
$30k to $90k dollars depending on specifications. Please note that certain ag- business
functions that would be allowed at the site would require freezer capacity.
Moving Forward
I If the county chooses to consider these potential uses, the following steps would be
2 recommended:
3 . Assessment / study / report of use and demand.
4 . NCDA site evaluation for use.
5 . Operational modeling / budgeting.
6
7 Thank you for your ongoing support of Orange County agriculture and small businesses. This
8 site has good potential; especially considering the area of the county it is located. Jeff has
9 asked me (and I have agreed) to attend next week's meeting to answer any questions if
10 necessary."
11
12 Matthew Roybal
13 PFAP Director
14 matthewp_pfapnc.org
15 919- 241 -4212
16
17 Chair Jacobs noted that this storage option could generate jobs.
18 Matthew Roybal said many businesses are looking for co- location and seasonal work
19 such as creating gift baskets, and that is a large growth area. He said restrooms would be
20 required for any employees.
21 Chair Jacobs said he thought this was worth bringing to the Board.
22 Commissioner Gordon asked for clarification concerning the correlation between
23 storage and employees needing restrooms.
24 Matthew Roybal said if someone is using this for storage /distribution, individuals will
25 come in to stock and relocate product. He said the state requirement is that restroom access
26 be available for any approved space.
27 Commissioner McKee said this facility operates as a business incubator, and several
28 companies are about to graduate out of the facility. He said the discussion of using the wings
29 for storage for PFAP ties back into the Board's desire to keep local businesses in this area. He
30 said this is a reasonable use for these wings, and he would be more amenable to spending
31 money for this use.
32 Commissioner Rich asked for a description of dry goods.
33 Matthew said this would include retail products or the supplies to create retail products,
34 including pallets of boxes or boxes with non - perishable foods. He said the thickness of the
35 floor also makes the site suitable for expanded use for potential refrigeration,
36 Commissioner Rich asked how much space PFAP would use now and in the future.
37 Matthew Roybal said PFAP themselves could potentially use 3000 square feet of dry
38 storage capacity.
39 Jeff Thompson said this equates to about 1/3 of a wing, or 3 classrooms.
40 Matthew Roybal said that current demand would be exceeded, because his clients are
41 so in need of storage. He said it would likely only take about 2 months to fill 33 percent of the
42 facility.
43 Commissioner Price thanked him for this proposal and said it is encouraging. She said
44 this ties in well with the area and its agricultural heritage.
45 Commissioner Gordon said the Board needs more information on the need for storage
46 space. She questioned who needs the space; how much it will cost; how much income will be
47 generated from clients; who will be the potential users; and what the impact will be on septic
48 capacity. She would like staff outline the storage needs of Orange County's departments, and
49 all of the other potential uses, as well the figures on use, revenue, and total cost.
7
1 Commissioner Pelissier said there is a figure in their abstract that states the cost at just
2 over $600,000. She said some additional funding will be necessary to make the additional
3 improvements. She said the question is what the revenue will be in exchange for the
4 investment. She questioned whether this location is a good long term storage space for PFAP,
5 or if there is a potential that other options would draw clients away after the County invests in
6 these improvements. She asked if this is really a good location or a stop gap location during a
7 time of need.
8 Matthew Roybal said it is not an ideal location, but the ideal location is not available for
9 this use. He said food storage is usually in very inconvenient locations. He said there will be
10 fluctuations in demand, and his dream is that a private developer would come in and see the
11 value in developing space for this need. He said no developers have been interested so far.
12 He said at this point, PFAP wants storage as close as possible to their current location in
13 Orange County.
14 Chair Jacobs said he envisioned that the Board would refer this back to staff to flesh
15 out. He said in the past the Commissioners did not want to moth ball the wings. He is
16 encouraged that the Board is now interested in this space for possible storage for either the
17 County or for PFAP, and this meets a lot of other goals in the short and medium term. He said
18 these businesses would pay for this storage space, which would allow the County to recoup
19 these expenses. He said this is something to be fleshed out by staff.
20 Commissioner Rich asked what this does to the timeframe for getting the community
21 center built.
22 Jeff Thompson said the architects are ready to go ahead with the community center with
23 or without the moth ball option. He said there will be a 4 -5 month design time, followed by the
24 bid process and build process. He said this puts the opening in the summer of 2015. He said
25 this is assuming the Board of County Commissioners releases them to go forward with the
26 design in the next 6 -8 weeks.
27 Commissioner Rich asked what happens with storage space and if it comes on sooner.
28 Jeff Thompson said the storage space is marginal add, as the mothballing scope will
29 have to be done anyway. He said it will not add much timing to do the fire alarm system and
30 the other modification. He said this would not really affect the endpoint timeline.
31 Commissioner Rich said the Board doesn't want PFAP to find another storage space in
32 the meantime.
33 Jeff Thompson said staff could prepare the analysis during the architect's design time
34 and bring it back to the Board of County Commissioners with the final design.
35 Commissioner Price asked if the windows are state of the art premium priced items.
36 John Thomas said these will meet the code requirement for community conservation
37 and make this a weather tight space. He said these are standard commercial grade windows
38 and roofing.
39
40 Jeff Thompson reviewed the following slides and materials from the abstract:
41 Option Comparison
42 • Base Project (Approved in CIP)
43 - Community Center
44 - Removal of Wings
45 • Option "A"
46 - Community Center
47 - Preservation of Wings
48 - Storage Use
49 - Fire Alarm
50 - Smoke Detection
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• Option B"
- Community Center
- Preservation of Wings
- Programmed Use
- Septic Upgrade
"Base" Project: Community Center, Remove Wings
Preliminary Cost Estimate
General Conditions
Selective Abatement & Deconstruction
Building Renovation
$172,712
$294,881
$1,029,247
Site Work $253,255
Construction Subtotal
Contingency
Professional Fees
Cultural & Archaeology Study
Construction Testing & Inspections
Permits & Fees
Audio Visual Equipment
Signage
$1,577,383
8% $105,930
$173,500
$5,000
$15,774
$2,000
$20,000
$3,500
Furniture, Fixtures &Equipment $94,643
Project Total
$1,997,730
Option B — Fully Programmed Space.
The cost to convert the wings to fully programmed space involves major investments in the
septic system upgrade to allow for the additional required wastewater flow as well as the interior
space upfit (to include an expansion of the proposed Community Center HVAC system) that
would provide comfortable office, meeting and services areas necessary for programmable
space.
Septic Upgrade: MBAJ Architects and their engineering sub - consultants reviewed the
construction documents and state that the system as designed is adequate for up to 7,000
gallons of daily flow. Full capacity design is estimated not to exceed $800,000, which includes
adequate contingency for unforeseen conditions.
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I
This system was originally conceived and designed for the Board's consideration for installation
from the early 2000s through 2009. The Board chose not to pursue the additional 7,000 gallons
of daily flow to support the rapidly declining occupancy and programming of the facility.
Upfit. A full occupancy upfit is estimated at $100 per square foot. The estimated full cost for
this upfit, which includes the expanded Community Center HVAC system, is $2,100,000.
FINANCIAL IMPACT: The Board approved the FY2012 -17 Capital Investment Plan ( "CIP ") that
included $250,000 in FY 2012 -13 for deconstruction of sections of the facility in preparation for
the future use on the site. The Board also approved $2.0 million in FY2014 -15 for the design
and construction of the new facility that, when combined with the $250,000 authorized in FY
2012 -13, brings the total project capital budget to $2,250,000. The following illustration outlines
the costs associated with the alternatives discussed:
Option A — Storaae Use. additional classroom space (No septic uDarade)
Totals: $2,662,700 $2,250,000 $2,250,000 ($412,700)
Option B — Program Use (Septic Upgrade)
Estimated Current Surplus/
Cost Revenues Appropriations Deficit
Cedar Grove $2,000,000 $2,250,000 $2,250,000 $250,000
Project
Estimated
Current
Surplus/
Cost
Revenues
Appropriations
Deficit
Cedar Grove
$2,000,000
$2,250,000
$2,250,000
$250,000
Project
Classroom
$28,800
$0
$0
($28,800)
Wing "Mothball"
Design Fee
Classroom
$579,900
$0
$0
($579,900)
Wing "Mothball"
Estimated
Construction
Cost*
Classroom
$15,000
$0
$0
($15,000)
Wing Storage
Upgrade
Estimated Cost
Palletized
$10,000
$0
$0
($10,000)
Storage
Opening
Additional
$29,000
$0
$0
($29,000)
Classroom
Space Upfit
Estimated Cost
Totals: $2,662,700 $2,250,000 $2,250,000 ($412,700)
Option B — Program Use (Septic Upgrade)
Estimated Current Surplus/
Cost Revenues Appropriations Deficit
Cedar Grove $2,000,000 $2,250,000 $2,250,000 $250,000
Project
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Classroom
$28,800
$0
$0
($28,800)
Wing "Mothball"
Design Fee
Classroom
$579,900
$0
$0
($579,900)
Wing "Mothball"
Estimated
Construction
Cost
Classroom
$2,100,000
$0
$0
($2,100,000)
Wing Upfit Cost
(est. $100 per
square foot
Septic System
$800,000
$0
$0
($800,000)
Upgrade
Estimated Cost
Additional
$29,000
$0
$0
($29,000)
Classroom
Space Upfit
Estimated Cost
Totals: $5,537,700 $2,250,000 $2,250,000 ($3,287,700)
Chair Jacobs said Dr. Sue Florence is here as spokesperson for the workgroup and
would like to speak on this item.
Dr. Sue Florence thanked everyone for allowing her to speak. She said she is a product
of Orange County. She recognized members of her work group and thanked the recreation
department and architects, who worked well with the group. She said everyone was able to
agree on a plan to present to the Board of Commissioners. She said at the last meeting the
group talked about bringing other programming services to the community center. She said
economic standards caused all of the programming to be removed from this facility, and this is
a lifeline for the community. She said the workgroup is interested in Option b because it would
allow space for programs to return to the center. She said the group wants a combination of
activities for their community to educate, flourish and grow. She said they also want the wings
to be maintained. She said she would like to see the rescue squad back at this facility. She
said the community will work together to help make this project happen.
Chair Jacobs said this item will be coming back to the Board in April, and there is
funding allocated in the budget.
Commissioner Dorosin asked if it is possible to find a third way that would renovate one
wing fully and use the other wing for storage.
Commissioner Gordon said if the Board is talking about services, the County has a dual
service model. She said the idea of expanding that model would be a different conversation.
Chair Jacobs said that is not what is being discussed now, but is a possible discussion
for the future.
2. Space Study Follow -Up to November 12, 2013 BOCC Work Session
Wayne Fenton reviewed the following PowerPoint slides:
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Stressed, Unused and Underutilized Assets and Storage Assessment
BOCC Work Session
March 11, 2014
Board Update
November 12, 2013 space use and facility report presented to Board
Identified stressed, unused and under - utilized facilities and spaces
Identified inefficient use of storage space in some locations
Board requested additional information
Board Update
This report presents:
Options, costs and considerations for:
use or disposition of financially stressed assets
use of available unused /underutilized space
Information regarding departmental storage practices, identified needs and
policy recommendations
Board feedback and guidance intended to guide development of CIP
Industry Standard Space Definitions
Report primarily considers assignable square footage
Industry Standard Space Definitions
- Service Area Square Footage
- Circulation Areas
- Mechanical Area Square Footage
- Structural Area Square Footage
"Stressed Assets"
Financially stressed assets
Assets that are fully depreciated and where cost of needed improvements exceeds
market value of asset
Environment and Agriculture Center (EAC)
Unused /Underutilized Space
Includes:
Unoccupied spaces
Space not used at highest purpose
Space occupied below recommended "density"
EAC
Government Services Annex (GSA)
Whitted Center `A' Building First Floor "Flex Space" (unassigned)
Link Center First Floor
Cedar Grove Center - wings
Stressed Asset
Environment & Agriculture Center
Stressed Asset - EAC
Original construction 1960s
12
1 County acquisition and renovation - 1980s
2 Fully depreciated
3 Requires - $1,433,000 investment for roof, HVAC and /or parking area improvements/
4 replacements
5 Would require additional - $80 /square foot if existing spaces are upfit for other uses (�
6 10,960 assignable square feet available) - approximate cost of $876,800
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8 EAC Options
9 Current occupancy - assignable square feet
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11 EAC Options
12 "Status Quo" - existing use and /or occupants
13 1 Requires HVAC, roof, parking investments
14 Convert remainder of facility to conditioned storage
15 1 Requires HVAC, roof investments
16 Relocate occupants and storage and divest property and structures (may include ES
17 sub - station and former car wash building)
18 Relocate occupants and storage, deconstruct /demolish structures and divest property
19
20 Jeff Thompson said a lot of this information is not in the CIP, but this conversation and
21 the Board direction will allow staff to feed that CIP discussion.
22 Wayne Fenton referred to slide 3 and said the gross square footage is the exterior
23 measurement of the building, so it is not all useable space. He said this report focuses on what
24 can be assigned to departments for their use.
25 Commissioner Dorosin asked how a building can be stressed and underutilized.
26 Wayne Fenton said stressed means the building is fully depreciated and has improvements
27 that exceed its value. He said the underutilized status means the number of people for the
28 square footage is lower than it would ideally be if the renovations were done.
29 Commissioner McKee said the current occupants of the Environment and Agriculture
30 Center (EAC) are happy with their location and would like to remain there. He said if the
31 building is underutilized, then more people need to be put in the space, rather than writing it off.
32 Wayne Fenton said the HVAC improvements are required, and the entire system has
33 aged out.
34 Commissioner Gordon asked what space in the EAC building would be converted to
35 storage if occupants stay there.
36 Wayne Fenton said the goldenrod colored area on the blueprint is the current
37 conditioned storage. He said if the status quo option is followed, this would be left as is.
38 Commissioner Dorosin said the suggestion was about turning the whole space into
39 conditioned storage.
40 Commissioner Gordon said if the EAC is underutilized, it can either be used for more
41 storage or more people.
42 Wayne Fenton said there are currently offices being informally used for storage in
43 addition to the conditioned storage. He said more people could be put in that space.
44 Commissioner Gordon said this means that some of the designated department spaces
45 on the design are not occupied.
46 Wayne Fenton said there are some spaces that are not occupied, and there are some
47 that are larger than needed.
48 Commissioner Gordon asked if staff would recommend converting unoccupied offices to
49 conditioned storage.
50 Wayne Fenton said there are a number of options that could be pursued.
13
1 Jeff Thompson said one of the perspectives of underutilization is matching the building
2 to its highest and best use. He said this building would be suitable for a lower rent rate as a
3 storage unit.
4 Commissioner McKee said he is not arguing against making an investment to make this
5 a more useable space. He said there are many agricultural offices that need to be co- located
6 for their similarity of purposes in the EAC. He said the records need to be accessible to each
7 other. He said the idea was floated of moving these offices to other locations, and his main
8 point is that this facility works best for what it is being used for. He said it is meant to be an
9 agricultural facility and these departments need to stay together.
10 Commissioner Price asked what the difference would be between upfitting this space or
11 building a new facility with the same services. She agrees with Commissioner McKee that the
12 departments should stay together.
13 Jeff Thompson said the existing CIP has the Blackwood Farm, which would be the
14 consolidated facility for these uses. He said this is now in the CIP at $6 million. He said if that
15 was not there and the County had to replicate this facility, it would be about a $3 million project.
16 He said this compares to $1.4 million to keep the current facility in an operational state as a co-
17 located facility.
18 Commissioner Pelissier referred to the chart and said it appears that one option was to
19 put all of these departments into the Government Services Annex.
20 Wayne Fenton said this was discussed in November as an option that could work but
21 was not ideal.
22 Commissioner Pelissier said she understands the need to keep these departments
23 together. She said her idea was to move them to the Government Services Annex and then
24 use the old building for storage for PFAP, since it is more centrally located. She asked if this
25 move would require the departments to share counters.
26 Jeff Thompson said yes. He said using industry standards, the space could be
27 consolidated; however this does not account for individual needs of the departments, which add
28 space. He said these are really four independent departments working individually under one
29 roof.
30 Commissioner McKee said there are not only 4 separate agencies, but there are 3
31 separate governments in this building.
32 Wayne Fenton said this presentation is just about presenting the options.
33 Chair Jacobs asked about the next steps for this particular facility and when this will
34 come back to the Board.
35 Jeff Thompson said this has been an outline of the options, and there is a $1.4 million
36 need to keep this building going as it stands. He said this can be done, but if there is a choice
37 to move forward with Blackwood Farm, then this old building could be filled with storage.
38 Chair Jacobs said he is just asking where this is being left in the decision making
39 process for the Board. He asked if this will be brought back to a subsequent meeting with
40 options.
41 Wayne Fenton said if a decision is made on Blackwood Farms then staff can keep this
42 building operational, because there is a goal line. He said the recommendation for the use of
43 the facility is more in keeping with being a former grocery store. He said if there are factors that
44 make the Board want to keep it then staff will work with that guidance.
45 Chair Jacobs asked if this will then be part of the CIP discussion. He said the Board can
46 talk about this at work sessions, keeping this information in mind as a decision is made about
47 any CIP modifications in relation to this building or Blackwood Farm.
48 Clarence Grier said if the building is kept, one suggestion likely to be put forward if is to
49 invest the additional $1.6 million to make it structurally sound.
14
1 Commissioner Gordon said no one has asked about the specific needs for more office
2 space, co- location and who needs it. She said this information has not been presented in a
3 way that will help them make any decisions.
4 Jeff Thompson said staff reported in November that there was no demand for more
5 office space in the near future. He said the only exception was the Department on Aging. He
6 said there is more office space overall than demand, which results in underutilized space. He
7 said the only facility that is stressed is the EAC.
8 Commissioner Gordon said the principles say that the use of office space for storage
9 space is bad. She asked what the solution is for this, and she asked if this information can be
10 brought back.
11 Commissioner Price asked if staff would recommend moving walls or reconstructing the
12 inside if the EAC building were kept.
13 Jeff Thompson said the storage space was created when planning and environmental
14 health moved out. He said anything is possible for an interior upfit.
15 Commissioner McKee said he is hearing that it would make more sense to renovate the
16 whole structure to standards rather than to spend less and leave other improvements hanging
17 out there.
18 Clarence Grier said the debt service cost gained would bring the building up to code and
19 give staff the desired building and space.
20 Commissioner McKee said this makes sense. He said past conversations have been a
21 stalking horse to move to the Blackwood Farm facility. He said the conversation continually
22 comes back to this being an underutilized facility, and then this leads to conversations about
23 Blackwood Farm, which is a disconnect for him.
24 Jeff Thompson said Blackwood Farms predated this plan, and his point is if the Board of
25 County Commissioners is going to do this, then funding should not be spent in two places.
26 Commissioner McKee said his point is that the funding for Blackwood Farms was
27 jumped forward last year and then back again. He said there is no definitive plan for why the
28 funding was moved forward.
29 Dave Stancil said when staff went through the CIP discussions last year, the idea that
30 this older building was not worth saving was what drove the idea of the Blackwood Farm facility.
31 Commissioner Dorosin said the Board needs to make a policy decision of whether to
32 keep the EAC with the collocated spaces on this site. He said if this decision is yes, then the
33 question of renovating the building is an easier one to answer; if the answer is no, then the
34 Board can look at other options. He said perhaps underutilized facilities should put back on the
35 tax rolls, or for affordable housing or some other use. He said this policy question needs to be
36 answered soon.
37 Chair Jacobs said the funding jumped because the manager at that time saw the
38 proposed costs to renovate and decided to propose moving to Blackwood Farms. He said the
39 Board did not make that decision and they were working on consolidating facilities. He said he
40 feels this should be part of the CIP discussion. He said there is now a different take on this
41 building, and there are two options.
42 Commissioner Gordon said the EAC site is better suited to stay in Hillsborough in some
43 form or fashion. She said Blackwood Farms was designed by the committee to have a parks
44 operation base. She said the location is decentralized, and she feels the Environmental and
45 Agricultural Center functions should not be put there.
46 Commissioner McKee asked for consensus on moving forward with looking at how to
47 best utilize the existing space at EAC to maintain or rebuild the facility for usage by current
48 occupants.
49 Chair Jacobs said he has not heard anyone object to this, and he feels the Board can
50 take Blackwood Farm off the table; however he feels other sites could be kept on the table.
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He said it is premature to say definitively that there is no other option until the Board hears the
presentation.
Commissioner Gordon said she would just like to see this facility somewhere in
Hillsborough.
Chair Jacobs said he hears the consensus that Blackwood Farms is not where the EAC
should be located.
Wayne Fenton resumed his review of the following PowerPoint Slides:
Underutilized Asset
Cedar Grove Center
Underutilized Asset - Cedar Grove Center (blueprint)
Cedar Grove Center "wing" options
"Moth ball" for potential future use (several upgrades required to meet current code);
Make minor modifications to allow use as minimally conditioned storage space;
Renovate for use as fully- conditioned storage space;
Renovate for use as office space for one or more of the departments currently housed
at
EAC
Has adequate space to house all EAC occupants
Would require - $2,100,000 for upfit
Additional $800,000 for septic system if office and associated use selected
Underutilized space
Whitted Center
Unassigned "flex" space (blueprint)
Unassigned space 2,565 square feet
Underutilized space -
Whitted Center
Whitted `A' building -
Approximately 2,565 SF of assignable space
Opportunities include:
Move DEAPR staff from EAC
Move DEAPR staff from Central Rec
iii free up Central Rec space for programming
Other
$205,000 to upfit for office and associated use
Underutilized Asset
Government Services Annex
Underutilized Asset - GSA
Significant use of class `B' office space for storage
Items can be stored more efficiently
Off -site storage more economical and would free up valuable office space
Opportunity to house County department(s), business incubator space, and third -party
leased space, etc.
Underutilized Asset - GSA (blueprint)
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Current occupancy - assignable square feet
(First Floor)
Board of Elections 4,880 square feet
Underutilized Asset - GSA
Potential occupancy - assignable square feet
Board of Elections (2,880 square feet)
Other Use (2,000 square feet)
Underutilized Asset - GSA
Required for any continued use:
$350,000 required for HVAC system replacement
$400,000 to address floodplain issues
Required if interior space to be modified for other uses:
$390,000 for extensive upfit of all assignable square footage (4,875 @
$80 /square foot)
Underutilized Asset -
Link Government Services Center
Underutilized Asset - Link GSC
Unassigned space - - 4,680 unassigned square feet
Underutilized Asset - Link GSC
Available to house additional County department(s);
Available for future growth of current occupying departments;
$819,000 to upfit all available unassigned square footage (restroom upgrades, air
distribution modifications, sprinkler activation, etc.)
Underutilized Asset
Former AMS North Administration Building
Former AMS North Administration Building
Minor upfits completed early 2014 for use by Orange Public Transportation
Relocated from modular unit leased at $600 per month
Underutilized Asset
Public Defender /129 King St
Public Defender /129 King St.
Former Purchasing and Central Services Building
Public Defender relocated from leased space in Fall 2011
Building includes - 1,360 square feet of unconditioned low -bay warehouse space
Accessibility issues
Storage Assessment
Storage Needs
Records
Tools & Equipment
Office - Printers, copiers, etc.
Service delivery - AMS, Animal Services, Emergency Services
Supplies
Service delivery - medical, food, books, etc.
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Office
Surplus property
Storage Space — "Off- Site"
EAC — Revere Road
Storage Space — "Off- Site"
EAC — Revere Road
Dedicated records storage
Twenty -nine individual "lockers"
Standardized storage for file boxes only
Equipped with shelving units
Secure, managed space
Conditioned space
Storage Space — "Off- Site" — cont'd
Former car wash — Revere Road
Storage Space — "Off- Site" — cont'd
Former car wash — Revere Road
Unconditioned space
Four individual "bays"
To be equipped with shelving units to maximize capacity
Secure space
Storage Space — "Off- Site" — cont'd
510 Meadowlands — Emergency Services
Storage Space — "Off- Site" — cont'd
510 Meadowlands —Emergency Services
Heated warehouse
High bay storage racks — count/linear feet
Managed by Emergency Services staff
Loading dock access
Storage Space — Off -Site — cont'd
Former Motor Pool — Highway 86 N
Storage Space — Off -Site — cont'd
Former Motor Pool — Highway 86 N
AMS tools, equipment and supplies
Rack storage to maximize use
Second level could be added to increase storage capacity
Heated warehouse
Departmental Storage Survey Findings
Fifteen departments make use of the "off- site" conditioned storage lockers located at the
EAC on Revere Road for records storage;
Three departments store items in the unconditioned space at 510 Meadowlands Road;
Twenty departments indicated that there are regulatory requirements for records
retention for records for their departments;
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IN
Departmental Storage Survey
Fifteen departments indicated that they routinely retain records beyond the required
retention period for their department/agency;
Eighteen departments indicated that electronic storage of at least some of the records
they are required to retain is acceptable (would have additional unbudgeted cost
implications for IT scanning project);
Departmental Storage Survey
Seventeen agencies indicated that off -site storage of required records is acceptable;
Several departments currently use office space for storage of records, equipment, etc.
Storage Use Recommendations
Written policy for storage of records and other items requiring storage that will ensure:
Frequently accessed records and other items housed " locally" stored within
departments; infrequently accessed records and items efficiently stored in off -
site storage locations;
Regulatory requirements for records retention are met;
County needs /wishes for retention of records with historical significance are
maintained
Storage Use Recommendations — cont'd
Written policy for storage of records and other items requiring storage that will ensure:
Records not maintained for historical reference routinely destroyed and /or
recycled at end of retention period;
Non- record items stored as efficiently as possible based on frequency of access,
type of storage required (conditioned versus unconditioned), etc.
Designated office space not used for records or equipment storage;
Discussion
"The County Manager recommends the Board receive and discuss the space
study follow up information and provide guidance to the County Manager and
staff in anticipation of the FY2014 -15 Capital Investment Planning process."
Wayne Fenton said some of the building and equipment at the Link Government
Services Center is in the flood plain area and needs to be moved.
Jeff Thompson said there is no regulatory mandate to do this, but it is a risk. He said
there has been water in the basement.
Chair Jacobs noted that if the building was taken down, nothing new could be put back
up as it is in the flood plain.
Jeff Thompson said this is correct.
Commissioner Gordon asked about the differences in the upfit costs.
Wayne Fenton said the heating and air systems in this part of the building were not
designed for individual offices, so the distribution would have to be re -done, and bathrooms
would have to be added.
Discussion ensued about the past history and use of the building.
Referring to the storage space needs slides, Wayne Fenton said staff sent out a survey
to the departments requesting information on storage needs and practices.
Referring to the slides on EAC storage space, Wayne Fenton said the storage area is
upfit with chain link fences and shelving, and the only thing being stored there are records in
banker boxes, properly stored on shelving.
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1 Jeff Thompson said each cage stores about 108 record boxes, and some departments
2 have more than one cage.
3 Wayne Thompson said staff will come back with a draft policy for how long records need
4 to be kept. He said staff will work to help departments comply.
5 Jeff Thompson said the incorporation of the digitization technology will hopefully result in
6 more shared goals with the departments. He said some departments want all records at arm's
7 length, and this takes up valuable space.
8 Chair Jacobs asked what recommendation is being made with regard to existing unused
9 space and space currently being used for storage.
10 Jeff Thompson said the Government Services Annex could be offered up for third party
11 use and still has ample storage.
12 Chair Jacobs said the conclusion is that guidelines are needed for storage. He said he
13 does not have clarity on where things are stored now and where they would be stored in the
14 future.
15 Jeff Thompson said there is a need for centralized storage, and there are office and
16 common area spaces being used inappropriately for storage. He said departments will request
17 more space because space is being used for storage that could be done offsite. He said staff
18 has interviewed the departments and now understands these situations. He said departments
19 feel fragmented in their record retention needs, and there is little awareness of the digitization
20 process. He said the recommendation is to formalize a policy for this and free up the best use
21 office and common space by getting those items into storage spaces.
22 He said this will lend itself to the space study as it relates to available space that can be
23 used for incubation, developmental, or other economic development space.
24 Chair Jacobs said the Board is trying to come to more clarity regarding the wings at
25 Cedar Grove or the EAC building. He thought there would be better answers after this
26 discussion, but it seems that staff needs more time.
27 Jeff Thompson said that is correct.
28 Commissioner Gordon said this is a start, but it does not go far enough. She said the
29 information needs to be organized more efficiently. She said there needs to be some kind of
30 statement about what kind of space each department needs and how much space it needs.
31 Jeff Thompson said this question has been asked, but most departments don't know
32 that answer. He said more probing and education is needed on this issue.
33 Commissioner Gordon said the Board received a lot of information before, and this is a
34 subset of that. She feels there needs to be another work session on the space needs study to
35 bring this to some manageable recommendations.
36 She said if the discussion is about consolidation, staff should try to figure out some way
37 that is convenient in order to eliminate the need for people to drive their cars to get to different
38 departments.
39 Jeff Thompson said this has been done, and EAC has been consolidated and co-
40 located, though the facility is depreciated. He said he is not asking to move people out.
41 Commissioner Gordon said her point is that consolidation should be done to as few
42 locations in Hillsborough as possible.
43 Jeff Thompson said that point is intact.
44 Commissioner Gordon said it would be good have another space needs work session.
45 She said the idea of having the recreation folks come over to Whitted is a good one, as the
46 recreation building is not a great space. She also thinks recreation needs expansion.
47 Commissioner Price would like to see more consideration of the fact that we are in a
48 digital age. She said this needs to be considered when looking at what the modern space
49 needs really are for the people in each department. She said a huge desk is no longer a
50 requirement.
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1 Jeff Thompson said this has been discussed, and modernization of offices does require
2 less square footage, however technology does not address meeting spaces and customer
3 service spaces, and size is needed in these spaces. He said there is adequate space for
4 growth, and there will be more once the storage policy is tightened up.
5 Commissioner Pelissier said she has struggled because there are CIP decisions to be
6 made, and the Board does not have all of the information. She said this is really more about
7 best use of facilities. She would like to see how much actual space is being used for storage.
8 She said there is no way to know how much less space is needed until the policy is developed
9 and implemented.
10 Jeff Thompson said the big CIP discussion is what to do about EAC. He said this is
11 really the only facility in need of direction, outside of optimal use, which is not a CIP issue.
12 Commissioner Pelissier asked how long it will take to find out how much less space is
13 needed.
14 Jeff Thompson said that is a challenge, because there are so many regulatory groups to
15 deal with. He said 6 months is probably a fair timeline.
16 Commissioner Rich asked what happens to the CIP if departments start digitizing items.
17 Jeff Thompson said there is a line item for that.
18 Chair Jacobs said there seems to be a lot more work to do on analyzing storage space.
19 He said it would be good to have a matrix showing the overlapping needs of departments, and
20 an analysis of office space. He said the Board also needs to come back to the issue of the
21 EAC and how it fits into the CIP. He said there is agreement not to put EAC functions at
22 Blackwood Farms, and it seems there is no other space that would allow the co- location. He
23 said the Board would like to have three alternatives in the CIP for EAC: 1) keep it as is; 2)
24 renovate; or 3) build a new building on the same site.
25 Jeff Thompson said a major renovation, adaptive reuse or a deconstruction could be
26 done. He said these options could be presented, as well as what is currently in the CIP.
27 Commissioner McKee asked for a consensus again on the current uses at EAC to be
28 maintained at the site on Revere Road and not moved to Blackwood Farms.
29 Commissioner Price said she really wants to stay on top of the technology issue as it
30 relates to the space study and the effect on office space.
31 Jeff Thompson said staff can specifically report on this.
32 Commissioner Price said she was also voting in favor of the straw poll.
33 Commissioner Dorosin asked for clarification on the purpose of the straw poll. He
34 reviewed the three options for the site.
35 Chair Jacobs said another option is to leave the building as it is.
36 Commissioner McKee said the consensus he asked for is simply that the best use is to
37 maintain the current agencies at the current building, as this is what is best for the agricultural
38 community.
39 Commissioner Dorosin asked if Commissioner McKee wants the idea of moving all three
40 agencies somewhere else to be taken off the table.
41 Commissioner McKee said yes, because the agencies and the community are happy
42 with the current location. He said there are various government agencies involved and if a
43 move were made to the annex, some of these agencies would go to Durham.
44 Commissioner Gordon said she feels this should be brought back again.
45 Chair Jacobs asked if the majority of Board of County Commissioners is comfortable
46 with leaving the current functions co- located at that site, with recommendations for
47 permutations to come from staff for consideration in the future. He said this at least gives some
48 direction.
49 Chair Jacobs asked if there are plans for expansion for those offices that have extra
50 unused space, or if the Board should be considering further shifts of departmental space. He
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1 questioned whether some of these buildings should go into the public pool or be dedicated to
2 some quasi - private function like an incubator.
3 Jeff Thompson said if staff can get the storage situation right, there will be space for
4 reasonable and prudent County function expansion. He said if there is still surplus space, this
5 can go into the pool for economic development.
6 Chair Jacobs noted that the Board will not have adequate information about storage
7 when the Cedar Grove item comes back on April 15th. He said this means a decision will be
8 made without knowledge of the County storage needs that might be met by those wings. He
9 said there can be discussion of other possibilities, but there will be only one actual proposal in
10 front of the Board at that time
11
12 3. Presentation of Manager's Recommended FY 2014 -19 Capital Investment Plan
13 (CIS
14 Clarence Grier said the CIP commits the County only to the first year of funding for
15 capital projects and the other years are just used as a planning tool. He said the next fiscal year
16 includes $22.8 million in projects.
17 Paul Laughton reviewed the background information for this item. He referenced the
18 letter from Orange County schools that is included in the packet. He said this addresses funding
19 requests for year 1 and the facility assessments and needs. He said both school districts total
20 $330 million in facility assessment needs.
21 He said the department heads were not asked to speak tonight, as time is limited, and
22 he noted April 10th and May 15th as dates for future CIP work sessions. He said these will provide
23 opportunities to outline specific projects.
24 Paul Laughton reviewed the following PowerPoint presentation:
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26 County Manager's Recommended FY 2014 -19 Capital Investment Plan
27 Presentation
28 Link Government Services Center, Hillsborough
29 Orange County, NC
30 March 11, 2014
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32 Overview
33 5 -Year Capital Investment Plan (CIP) with detailed information in Years 1 -5, and
34 an overall picture in Years 6 -10
35 The CIP is a budget planning tool that is evaluated annually to include year -to-
36 year changes in priorities, needs, and available resources.
37 Funding decisions are approved only for Year 1 (FY 2014 -15.
38 CIP Format
39 Divided into the following sections /tabs:
40 CIP Summaries
41 County Projects
42 Special Revenue Projects (Article 46 Sales Tax)
43 Proprietary Projects (Water & Sewer, Solid Waste, and Sportsplex)
44 School Projects
45 Appendices (Debt Service, County Project balances, and Policies)
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47 FY 2014 -19 Orange County CIP Projects (pie chart)
48 County -Wide Summary — Appropriations
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FY 2014 -19 Orange County CIP Projects (pie chart)
County -Wide Summary - Revenues
Current CIP Projects Removed from Recommended FY 2014 -19 CIP
County Projects:
• Robert and Pearl Seymour Center (no funding since FY 12 -13)
• Upfit of Link Government Services Center (no funding since FY 12 -13)
• Affordable Housing — Impact Fee Reimbursement (will be budgeted in the
Housing Fund in FY 2014 -15)
• Energy Bank (will be handled through the Asset Management Services
operations budget in FY 2014 -15)
Parks Projects:
• Joint Artificial Turf Soccer Fields w/ Town of CH (project completed in FY 13 -14)
Current CIP Projects Removed from Recommended FY 2014 -19 CIP
Water and Sewer Projects:
• Lake Orange Capital Maintenance (no funding since FY 12 -13; will be handled
as an operations and maintenance item in Annual Operations Budget starting in
FY 2014 -15).
• Richmond Hills Pump Station Rehabilitation (the anticipated connection timeline
between the Efland Sewer and the City of Mebane negates the need for this
project in the CIP).
Major Changes to Current FY 2013 -18 CIP
County Projects:
• Southern Branch Library — moves up 1 year
• HVAC Projects — Whitted HSC Chiller Replacement included in Year 1
• EMS Substations — co -build concept with Towns of CH and Hillsborough
• Six (6) New Projects
Major Changes to Current FY 2013 -18 CIP (cont.)
Park Projects:
• Blackwood Farm Park — includes $147,000 in Year 1 for limited
opening /amenities (trail construction, dock, restrooms, parking, signage); Park
construction in Year 4
• Cedar Grove Park (Phase II) — includes $200,000 in Year 4 for lighting
replacement on field #1 and renovations to basketball courts.
• Lands Legacy — the $2.4 million total in prior bond authorization funds is included
in Years 1 and 2
• Millhouse Road Park — park construction pushed back 2 years (to Year 4) as per
Town of CH funding timetable
• 1 New Project (Facility Renovations and Repairs)
Major Changes to Current FY 2013 -18 CIP (cont.)
Water and Sewer Projects:
• Buckhorn- Mebane EDD Phase 3 & 4 — pushed back 1 year to allow completion
of Phase 2
• Efland Sewer Flow to Mebane — construction costs have increased by
approximately $900,000
Hillsborough EDD — moved up 3 years due to projected economic activity
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1 Eno EDD — pushed back 4 years due to recent feasibility studies in providing
2 sewer service to the area
3 2 New Projects
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5 Major Changes to Current FY 2013 -18 CIP (cont.)
6 Solid Waste Projects:
7 Sanitation — increased costs of Eubanks Road Convenience Center
8 improvements by approximately $1.1 million.
9 High Rock and Ferguson Road Convenience Centers improvements have been
10 pushed back 1 year. Bradshaw Quarry Center Improvements pushed back to
11 Years 6 -10.
12 Recycling — includes purchase of Urban carts in FY 2013 -14 and Rural carts in
13 Years 1 and 2.
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15 Major Changes to Current FY 2013 -18 CIP (cont.)
16 Sportsplex:
17 Includes consolidating Phases 2 (Indoor Field) and 3 (Indoor Court) into one
18 Major Expansion Project in Year 2 after Phase 1 is complete.
19 Schools: (Based on most recent SAPFO #'s)
20 CHCCS — Middle School #5 moves back 3 years to open FY 2020 -21;
21 Elementary #12 moves up 1 year to open FY 2020 -21; Carrboro HS additions
22 moves back 3 years to open FY 2023 -24
23 OCS — Cedar Ridge HS Classroom Addition moves back from FY 2015 -16 to FY
24 2022 -23
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26 New Projects in CIP
27 County Projects:
28 Cedar Grove Community Center Library Kiosk (Year 2)
29 Main Branch Library Remodel (Years 6 -10)
30 Parking Lot Improvements (Years 2 and 4, Years 6 -10)
31 Life Safety — ADA (Years 1, 2, and 5, Years 6 -10)
32 Court Street Annex (Years 6 -10)
33 Historic Rogers Road Neighborhood Community Center /Infrastructure (Year 2)
34 Park Project:
35 Facility Renovations and Repairs (Years 1 -5)
36 Water & Sewer Projects:
37 Economic Development Infrastructure (Year 1)
38 Economic Development Utility Extension Projects(Years 1 and 2)
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40 New Projects in CIP (cont.)
41 Solid Waste Projects:
42 Recycling Operations - purchase of Urban carts (Current FY 2013 -14) and Rural
43 Carts (Years 1 and 2)
44 Sportsplex Projects:
45 Combines Phases 2 (Indoor Turf) and 3 (Indoor Court) into one consolidated
46 project (Year 2)
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48 Major County Projects - Year 1
49 Cedar Grove Community Center $2,000,000
50 Southern Orange Campus (Future Planning) - $400,000
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• Information Technology $500,000
•
VIPER Radio System $500,000 (2nd year of tower cost)
• Conservation Easements $250,000
• Lands Legacy $400,000
• P & R Facility Renovations and Repairs $256,500
Special Revenue Projects — Year 1
(Article 46 Sales Tax)
• 50% of proceeds to Economic Development initiatives, and 50% to Schools
• Economic Development — $1, 386,490 (distributed among 8 initiatives with
approximately 60% reserved for debt service)
• Schools — CHCCS $852,690 (1/2 towards Technology, and 1/2 towards facility
improvements at older schools); OCS $533,800 (Technology 1:1 laptop initiative)
Proprietary Projects — Year 1
• Water and Sewer Projects:
• Efland Sewer Flow to Mebane $4,530,000
• Hillsborough EDD $150,000
• Economic Development Infrastructure $100,000
• Economic Development Utility Extension Projects $250,000
• Solid Waste Projects:
• Eubanks Road SWCC Improvements $2,428,283
• Purchase 7,000 Rural Recycling Carts $378,000
• Sportsplex Projects:
• Phase 1 Expansion (Pool Mezzanine) $950,000
School Projects - Year 1
• No new Debt financing of School Projects in FY 2014 -15
• Pay -As- You -Go funds ($3,724,849) — same amount as in FY 2013 -14
• Lottery Proceeds ($1,336,280) — decrease of approximately $17,000 from FY 2013 -14
(based on State projections)
Appendices
• Debt Service and Debt Capacity:
• General Fund — remains under the 15% debt capacity throughout the 5 -year CIP;
reaches 15.44% in Year 6 (FY 19 -20) with a high of 19.15% in Year 8 (FY 21 -22)
• Water and Sewer Projects (Article 46 Sales Tax proceeds) — current projected
revenue earmarked for debt service is adequate to cover debt service payments
over the 5 -Year CIP
• County Capital Project balances
• Capital Funding, Debt Management, and Fund Balance Management Policies
Document Availability
• Clerk to the Board of Commissioners
• County Finance and Administrative Services Office
• Orange County Website
• www.orangecountync.gov
Paul Laughton referred to the pie charts regarding appropriation and revenues. He said
the appropriations can really change year to year. He said a large part of this year's increase is
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driven by the jail project. He said the SAPFO numbers for the schools drive the needs and
capacity decisions. He said the CIP shows many of these in years 6 through 10. He reminded
the Board of the capitol funding policy included in the appendices section, which gives a
principle target of providing capital funding of 60 percent to schools, and 40 percent to the
County over a decade, starting in 2005. He said the County is right at this goal if you look at
the 10 year period, with 59.6 percent schools and 40.4 percent County.
Paul Laughton said the HVAC chiller is having a lot of problems and there is $150,000 in
HVAC to pay for this. He said the total cost is $200,000, but there is $100,000 in available
contingency from the Whitted project that can be used.
Chair Jacobs said the current chiller has been a problem from the start, and there is an
issue in the community with the sound. He suggested that the replacement be vetted for
sound.
Paul Laughton said the co -build concept for EMS substations with the towns of Chapel
Hill and Hillsborough includes a plan to do two buildings in year 2, with a cost of $600,000 per
substation. He said this would be one for the town of Chapel Hill and one with the town of
Hillsborough. He said this would be done again the next year, followed by two stand alone
stations. He said this would include one in year 5 and one in the out years. He said this
provides 4 co -built locations and 2 stand - alones, which is a major change.
He said the Lands Legacy allocations are $400,000 in year 1 and $2 million in year 2.
Commissioner Dorosin asked if the Lands Legacy plan is to spend $2.4 million by 2015-
16 buying more land.
Paul Laughton said that money would be available.
Commissioner Dorosin asked if the money could be given to something else if it is not
spent.
Paul Laughton said that would be a decision for the Board, but the people approved this
bond for use with Lands Legacy. He said this lapsed in 2010, and it will require refinancing and
re- funding if it is the desire of the Board.
Commissioner Dorosin asked if there is a legal obligation to continue allocating this
bond money to this project.
Commissioner Gordon said the Board has an ethical obligation, since the voters voted
for this bond. She said there were some rough patches with financing, and therefore some
Lands Legacy funding was deferred; but she feels there is still an ethical obligation to come
through with this funding.
Commissioner Dorosin said there is not a legal obligation.
Commissioner Gordon said there is not a legal obligation with any bond, but there is an
ethical obligation.
Paul Laughton said the increase to the Eubanks Road Convenience Center
improvements will bring the total cost to $2.4 million. He said much of this is dealing with the
moving of the scale house operations and the associated site improvements. He said this
includes extension of water and sewer, additional storm water structures, 2 additional
compactors and a larger household hazardous waste building.
Paul Laughton referred to the Sportsplex improvements. He said there are details in the
abstract that present some compelling revenue numbers. He said phase 1 would be done in
2014/15, moving right into phases 2 and 3 in year 2. He said the cost is the same, with
$950,000 for the first phase and $2.8 million for the next two phases.
He referred to the changes to schools. He said the move back for the middle school is
related to the addition of the Culbreth science wing. He said the Cedar Ridge High School
addition was put in the plan for discussion, but the SAPFO numbers say this is not needed until
2022 -23.
26
1 Paul Laughton reviewed the new projects slide. He said the Main Library remodel
2 focuses on upfits to four main areas. He said one immediate need is that some of the shelving
3 units have height and safety issues. He said this may be seen in the recurring capital library
4 budget for next year. He said this is an $11,000 project.
5 Commissioner Gordon asked why this new library would need remodeling.
6 Paul Laughton said this was based on a study that identified four areas for re- design.
7 He said this is outlined on page 26 of the CIP. He read some of this language.
8 Paul Laughton said the Historic Rogers Road Community Center infrastructure is
9 $3,025,000 allocated in year 2.
10 Commissioner Dorosin asked about the ADA improvements and whether these
11 improvements are scattered sites.
12 Jeff Thompson said there are five or six different buildings funded in the CIP for this.
13 Commissioner Price asked if there is a way of collapsing the timeframe to be ADA
14 compliant
15 Jeff Thompson said a lot of the ADA issues are not code requirements, but they are
16 convenience requirements
17 Commissioner Price asked if this can be moved up in the CIP.
18 Paul Laughton said a lot of these items are small funding amounts. He said the total for
19 a ten year project is only $175,000.
20 Chair Jacobs agreed with a shorter time frame. He said he brings this up every year.
21 Paul Laughton noted an increase to the Efland Sewer project, based on design
22 changes. He said the economic development utility extension project has $250,000 allocated in
23 year 1 and year 2 as a placeholder for projects being considered but not finalized. He said if no
24 project develops, this money would be rolled into future years to be used as needed.
25 He referred to the appendices section of the document and said the first section on
26 page 108 separates out the general funds and debt capacity. He said this plan remains under
27 the 15 percent debt capacity throughout the 5 year CIP period and then reaches 15.44 percent
28 in year 6. He said this gets to a high of 19.15 percent in year 8. He said this is driven by the 3
29 new schools that will open between 2020 and 2024.
30 Paul Laughton said water and sewer projects also show a debt service on page 110 of
31 the appendices. He said the debt financing is funded through article 46 sales tax. He said
32 there is adequate funding for debt service over the 5 year period. He said in year 4, the debt
33 will not be covered on an annual basis, but there will be reserves set aside for this.
34 Commissioner Gordon asked how much is set aside.
35 Paul Laughton said right now, to get through fiscal year 2018/19, there will still be $1.8
36 million set aside for debt service. He said the debt service in 2018/19 is about $982,000.
37 Commissioner Gordon said she looked at last year's CIP compared to this year. She
38 noted that there is $9 million more in year 3, and $4 million more in year 4. She asked what
39 drove this.
40 Paul Laughton said one item that moved up a year was the $7.7 million for the Southern
41 Branch Library.
42 Commissioner Gordon asked how this is financed with these large changes.
43 Paul Laughton said staff looks at their debt capacity and makes sure to stay under that
44 15 percent. He said the manager can then recommend moving projects forward based on
45 needs, as long as the debt capacity can handle it. He said the issue will be when the schools
46 start opening, based on SAPFO, in years 6 through 10.
47 Jeff Thompson said there will be more discussion with the department heads at the next
48 two meetings. He said he welcomes the opportunity to answer questions prior to the meeting
49 on April 10t .
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Chair Jacobs said storm response was discussed in agenda review, and there is a
report coming to the Board. He said the strategic communications group needs to talk about
how the County can be a better conduit for information.
Commissioner Price said she was also concerned that the shelter was closed when
people were still out of power.
Chair Jacobs said Piedmont Electric was not aware that the shelter had opened or
closed, and he feels there needs to be a better communication plan that gives one place for all
the information.
A motion was made by Commissioner McKee, seconded by Commissioner Rich to
adjourn the meeting at 10:23 pm.
VOTE: UNANIMOUS
Donna S. Baker
Clerk to the Board
Barry Jacobs, Chair