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HomeMy WebLinkAboutMinutes 01-30-2015 APPROVED 3/3/2015 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS ANNUAL PLANNING RETREAT WHITTED BUILDING January 30. 2015 9:00 a.m. The Orange County Board of Commissioners met for their annual Board retreat on Friday, January 30, 2015 at 9:00 a.m. at the Whitted Building in Hillsborough, N.C. COUNTY COMMISSIONERS PRESENT: Chair McKee and Commissioners Mia Burroughs, Mark Dorosin, Barry Jacobs, Renee Price and Penny Rich COUNTY COMMISSIONERS ABSENT: Commissioner Bernadette Pelissier COUNTY ATTORNEY PRESENT: John Roberts COUNTY STAFF PRESENT: County Manager Bonnie Hammersley, Assistant County Manager Cheryl Young and Clerk to the Board Donna S. Baker. FACILITATOR: Cynthia Brown, The Sojourner Group Department Heads: Jim Groves, Gayle Wilson, Dwane Brinson, Carla Banks, Nancy Coston, Janet Sparks, Lucinda Munger, Janice Tyler, Tracy Reams, Bob Marotto, Dave Stancil, Steve Brantley, Craig Benedict, Jim Northrup, Jeff Thompson, Greg Wilder, Mark Chilton, David Stancil, Jim Northup, Colleen Bridger, Paul Laughton , Audrey Spencer-Horsley OBJ ECTIVES • To review progress on Orange County's goals and priorities. • Relationship Building between Commissioners and Staff • Discuss how Orange County should fund school and county capital projects. • Initiate a discussion about BOCC Actions related to petitions, boards and commissions. AGENDA 8:30—9:00 Welcome/Continental Breakfast 9:00 - 9:15 Facilitator— Introductions/Ground Rules/Agenda Review 9:15— 11:00 2015 Update to 2009 Goals and Priorities 11:00— 11:15 BREAK 11:15— 12:00 Team Building Exercises (DSI Comedy Club) 12:00— 1:00 LUNCH 1:00—2:15 How Should Orange County Fund School and County Capital Projects? Bond Referendum vs. Fund with Existing Tax Rate 2:15—2:30 BREAK 2:30—3:00 Funding Orange County School and County Capital Projects Discussion, continued 3:00—3:45 Process for BOCC Actions 3:45—4:00 Open Discussion/Wrap Up MEETING SUMMARY Facilitator— Introductions/Ground Rules/Aqenda Review The facilitator asked retreat guests to introduce themselves, she reviewed the following group agreements and then reviewed the agenda for the day. 1. Be fully Present - Limit Electronic Device Use to items related to today's agenda 2. Speak Your Truth 3. Accept other's truth — 4. Lean into Discomfort and Lean into Each Other- 5. Expect and Be Willing to Accept Non closure - 6. Speak one at a time/Listen for Understanding 7. Leave your Ego at the Door—Ego That part of us that continues to worry, live in doubt, is afraid, judges people, is afraid to trust, needs proof, believes only when it is convenient, fails to follow-up, refuses to practice what it preaches, needs to be rescued, wants to be a victim, beats up on "self", needs to be right all the time and continues to hold on to what does not work. Taken from the Introduction of"One Day My Soul Just Opened Up: 40 Days & 40 Nights Towards Spiritual Strength & Personal Growth" by lyanla 2015 Update to 2009 Goals and Priorities Bonnie Hammersley distributed a document from the Orange County Schools indicating that effective January 1, 2015 any Orange County Schools' Employee who earns below the Living Wage of$12.76 per hour for any assignment will receive a pay increase to adjust their wages to at least$12.76 per hour for that assignment. Before the update began, these issues emerged: • The BOCC should be discussing goals during the budget process. The County Manager said she will develop a proposed process of creating goals annually so the goals guide the work of the BOCC. • Along with the financial impact Orange County should have a social impact to its goals indicating that social impact is just as important as money. After some of the Department Directors made their initial reports related to Goal One: Ensure a community network of basic human services and infrastructure that maintains, protects and promotes the well-being of all County residents, it was apparent that it would be difficult to receive a full report from each Department Director in the allotted time for this agenda item, if the original report format was followed. As a result of Commissioner's suggestions, the BOCC agreed that they wanted the Department Directors to focus primarily on their Department challenges, what they need in terms of guidance from BOCCs, and to say whether the goals and priorities related to their Department are still relevant. Consequently, what is reported here is that condensed format by department. A more detailed account of other information related to ongoing efforts and accomplishments related to each goal can be found in the BOCC Retreat Package, Donna Baker's notes or the Retreat recordings. Animal Services-Bob Marotto • It should be one of the Animal Services goals to keep down the cost of pet ownership so even people with limited incomes can enjoy their pet. • There should be an amnesty period for folks whose animals haven't been vaccinated. • Challenges: o Effective coordination with people in the county working with the low income population. Currently, working with Social Services and other Departments o Free Roaming Cats —we are working on a new policy proposal because what we are doing now is not working. Animal Services was asked to inform Commissioners when there are state versus local laws that impact how they operate. Board of Elections-Tracy Reams The BOCC says they want to make available adequate resources to ensure the election process is open and democratic. Because the BOCC supports voting access, they want to make sure barriers to that access are eliminated. • Challenge: o Implementation of new voting equipment (electronic poll books). We need to find precincts who have competent people who are willing to work with this new equipment. o Will be requesting funds for new voting sites as directed by the current BOE. This request may be impacted by the new board coming in August. Tax Administration-Dwane Brinson • The Address Ordinance is not being implemented as quickly as desired. The Department feels they are at the stage where they may need to implement a fee for folks who haven't changed their address. • It was suggested before a fee is assessed, that a community education strategy using various forms of inedia be implemented to inform the public why they need to comply with the Address Ordinance. Because letters previously sent to residents resulted in them getting signage with their new address at their own expense only to find later that they had the wrong address and they needed to purchase another sign. Other issues impacting compliance include time related to having to get address changes for licenses, creditors, etc. • 2017 Tax re-evaluation • We need to do a better job of educating the public about our Tax Assistance Programs and tax exemption options • EMS Billing and Collections —Customer Service and revenues have decreased. Have had a number of issues with the contractor EMSMC not providing the level of service that we think meets Orange County's standard of service. Information Technology-Jim Northrup • There needs to be a Communication Goal within the IT Department because we can't communicate without IT. The County Manager acknowledged that IT is central to communication and that Jim as head of IT will be a part of the group focused on implementation of the Communications Strategic Plan and the Emergency Communications Plan. • IT accomplishments are integrated throughout the document. • Information Technology is the support system that makes all of the County's online services possible. • Challenge: o Balancing individual Commissioners needs/requests with the overall Board needs balanced with Management's goals. While the desire in a "can do" organizations is to say yes one-on- one to Commissioners that has to be balanced against other goals and priorities. Human Resources-Brenda Bartholomew • Would like for HR to become a strategic player in the game —that we are at the table when decisions are being made that are related to personnel and human resources' decisions. • Measure HR impact on your Department, consider the rules and the exception to the rules when problems arise. • Learn all we can about Orange County strategies and core values to inform recruitment, retention and succession planning. Look to our employees as best candidates for promotions. • Prioritize looking at salary plans, compensation, and performance reviews. • We want to build trust among employees • When asked how the county is doing on diversity in the workplace the response was that Departments are different but we need to enhance our competitive process and eliminate barriers to diversity. North Carolina State Cooperative Extension-Carl Maytac • They are working on updating their long range plan and developing an agenda for an Agriculture Summit. • They still have vacancies that need to be filled —the Director wants to fill the current Extension Agent position then wants an additional position. • When asked if they have any focus on getting quality/nutritious food to those in need, the response was they are working on a food distribution network. Community gardens are being developed short term and they are educating people on how to do food access and nutrition work. Library-Lucinda Munger We review our strategic plan, goals, and objectives monthly. • Challenges: o Biggest challenge is outreach into the community and within county government to understand how to do research on topics. There's a need to break the stereotype and change the image of the library, clarifying for people what a library is and is not. The library is an information center with skilled researchers who can find information that is needed. o Would like more of an open dialogue with County colleagues including the Commissioners so they can make better use of the library resources. Department of Environmental, Agricultural, Parks and Recreation (DEAPR)-Dave Stancil • Challenges: o Coordinating with the schools to use their facilities like their gymnasium or school fields for the public when those facilities aren't in use by the school. o Community Centers -What are they?What level of service can we anticipate from them? o In the area of Agriculture and local foods— Can we create local markets and get food stuffs to institutions and other local consumers in a way that makes sense. o How do we work with nonprofit providers and sports complex on recreation o Joint parks and capital funding for parks with neighboring communities. o Climate Change and Environmental Issues Child Support-Janet Sparks • Challenges o The economy; displaced workers with new jobs not earning a living wage. o Personnel Turnover (There are 3 vacant positions) - difficulty of filling positions because we can't compete with benefits packages offered by other employers; problem of salary compression and challenges of pay for new staff that would be higher than longer term employees. This is an issue across County departments. There is a plan being developed to address this issue that should come to the BOCC's by July 2015. Asset Management Services-Jeff Thompson • Challenges o Maintaining our great facilities in a way that is efficient and entrepreneurial so we can lower cost or spread the cost across greater productivity amongst our employees. o Maintaining an approach to County Government that is progressive, entrepreneurial and uses innovative thinking so we can continue to meet our challenges. o Sustainability is not just an issue of energy or environment it's organization, it is a way of life, it is our quality of life. It is how we deal with each other, it is social justice, how we deal with one another, it is everything. Aging Services-Janice Tyler The County is aging. In the period of time covered by our Master Aging Plan 2012—2017 Orange County's over 60 population will have increased by 31%. At present, 17% of our population is over 60. • Challenges: o We've outgrown our facilities for the aging population. o Need staffing for evening positions. We've lost evening hour positions that are being filled by temporary employees. o We need more affordable housing, more respite services' facilities, better long-term care facilities and transportation. o Loss of state and federal funds • When asked how Orange County's aging population compares with neighboring counties, staff responded that Orange County's aging population is not as large as Wake County but is greater than Chatham County's. • Orange County is not collecting demographic data about the users of many of the services they offer. (i.e. where people are coming from to use our services, income, gender, race/ethnicity, etc.) Solid Waste Management-Gayle Wilson • Challenges: o Improving and restoring inter-local cooperative agreements with partners. o Funding for these programs o Maximizing organizational efficiencies and reducing environmental impacts. o Long-term final destination for waste that is collected — citing of a transfer station. BOCC's Clerk's Office-Donna Baker o Challenges o Increasing diversity on Boards and Commissions o Upgrade the Southern Human Services Center meeting facility. Economic Development There are multiple challenges to attracting businesses to locate in Orange County. o Challenges: o Tax rate— a business that chooses to locate in Alamance County can save 2.7 million dollars if they locate in Alamance versus Orange. o Other regulations limiting access to certain land spaces o Limits on buildings o Need more products added to our offerings to potential job/businesses o Separation of commercial and residential zoning intended to avoid over development impacts business recruitment. Rural Buffer limitations— It is a tension that we don't put more in the rural buffer. Public Health—Colleen Bridger • Challenge: o We need more nurses! We are staffed as if we will never have turnover, maternity leave or epidemics and we are dealing with all of these issues. We will attempt to address this in this year's budget, but it is not a problem that can be addressed all at one time within a single year. Social Services-Nancy Coston • Automation implementation over the past several years has been a challenge and we have another year before we get to a level playing field on our public assistance. • Then we can move resources back to focus on services that address our goal of family stability. Housing-Audrey Spencer-Horsley • We need to determine how the affordable housing programs are coordinated to support a BOCC broader strategy to deal with those who are economically challenged and better serve the community. • Recently, when staff went to work with the Sheriff's department to better serve our populations that don't have English as their primary language it seems this service is under-utilized within the County. • There are strong groups working on affordable housing, homelessness and other related issues. How do we do a seamless affordable housing strategy so we can maximize our resources? Public Affairs-Carla Banks Public Affairs didn't exist when the goals and priorities document was created. There were lots of accomplishments that were highlighted. Our primary objective is to bring more visibility and public awareness to Orange County operations, services and programs. • Challenges: o Understaffing - Trying to balance all the Public Affairs responsibilities with one staff person. o Budget too low— need full time professional staff. Planning-Craig Benedict • Challenge o Not sure if the population growth and county staff projections are realistic. We need more realistic projections to make sure we are able to provide quality services for residents and businesses. County Manager— Bonnie Hammersley In the interest of time the County Manager will bring her presentation to a future BOCC work session. Team Buildinq Exercises (DSI Comedy Club) Zach Ward from the DSI Comedy Club facilitated a relationship building process with Commissioners and Department Directors. Everyone in the audience was invited to observe this session but they had the option to leave until lunch is over and return when the BOCC's Retreat resumed. Fundinq Oranqe County School and County Capital Proiects? This session opened with a detailed presentation by staff about the two options for funding school and capital projects: Bond Referendum or Using the Existing Tax Rate. Paul Laughton used the following table to make his presentation. How Should Orange County Fund School and County Capital Projects? Bond Referendum Fund within Existing Tax Rate What are the challenges facing this option? What are the challenges facing this option? ■ Bond referenda are allowed online in even ■ Affordability and Capacity impact election years for counties (i.e. 2016, 2018, ■ Fiscally sustainable etc.) ■ Impact on current operations ■ General Assembly potential actions ■ Advantages and Disadvantages ■ Affordability and Capacity impact ■ Voter fatigue in wake of possible Chapel Hill bond package ■ Interest rate fluctuations ■ Impact on current operations ■ Advantages and Disadvantages When should the bond referendum happen? ■ May 2016 or November 2016 o Staff presents schedule impacts What process will be followed? What process will be followed? ■ Overview of the last referendum process as ■ Included in the traditional Capital well as voting results presented by staff Investment Plan (CIP) process o Determine process parameters for o Determine process parameters for funding eligibility funding eligibility o Cost in ad dollars and time to promote o Community Input during the Budget previously Public Hearings Will there be a Bond Referendum Advisory Committee? If yes: ■ Composition ■ Appointment process for Advisory Committee members ■ Process for interest groups to request funds ■ Community Input ■ Public outreach responsibility Board of Orange County Commissioners Board of Orange County Commissioners (BOCC) capital projects? (BOCC) capital projects? ■ List priorities ■ List priorities (same or different with bond) After the presentation the Commissioners had a detailed discussion of the options key points of their discussion included the following: With the Bond Referendum option, there will be: 1. Voter buy-in for those who vote—there are a significant number of voters who don't vote so the Board doesn't know those voter's position. 2. An explicit commitment to targeted bond priorities— even though the existing Commissioners can't obligate future Commissioners to honor those priorities. 3. A tax increase 4. A better interest rate—though it is projected to be negligible With the Existing Tax Rate option, there will be: 1. Competition of CIP/School needs with current county services and programs 2. A tax increase Decisions and Considerations: 1. A motion was made by Commissioner porosin, seconded by Commissioner Price to continue discussion under the assumption they will have a Bond. A proposal to have a Bond will be placed on a future BOCC meeting agenda to get public input and have a formal BOCC vote. If there is an affirmative vote, it was suggested that the bond issues be placed on the ballot by separate general categories since many of the potential bond topics i.e. schools, affordable housing, are likely to be a part of a broad mix of priorities. 2. There needs to be ongoing discussion and coordination with Chapel Hill to clarify overlap on Bond issues. 3. There needs to be better coordination and communication with the Orange County School Board. The schools need the most money and there was a suggestion that there needs to be a maintenance plan to address the needs of old schools in addition to funding to build new schools. Bringing old schools up to the level of newer schools should be prioritized. 4. The BOCC received information about the timeline for formal and informal actions that will have to be performed based on whether the Bond Referendum is on the May or November 2016 ballot. 5. They agreed to use the 2001 Bond Process and Structure if there is an affirmative vote on doing a Bond Referendum at the BOCC meeting where this issue is discussed. 6. The issue of a May versus a November date for the bond was discussed. November was viewed as a priority date because it would involve more voters since it would be a Presidential election year. The primary concern for waiting until November would be the delay in getting schools funding for the projected $750,000 needed in the first year. 7. When questioned whether the CIP Projects in years 6-10 would tie up the county's capital capacity, the Commissioners were reminded that the CIP Project Schedule is a planning tool. CIP Projects are re-evaluated annually so they can change priority based on several variables. The Bond issue will be brought back to the BOCC's as an agenda item as soon as possible. Process for BOCC Actions The two items to be discussed during this time frame were issues related to Petitions by the BOCC, Petitions by the Public and several topics related to Board and Commissions. Although time was limited, we began the discussion related to Petitions by the BOCC. The remaining topics were deferred to the February 10th BOCC Work Session. After a discussion about the existing BOCC Petition process, it was suggested that they could continue the current process if the following key points are addressed: (These issues are relevant to Petitions by the BOCC and the Public) 1. Communication with the petitioner needs to be improved, so there is more transparency with the petitioner regarding the status of their petition and the process for vetting the petition. 2. The timing of when a petition item is processed needs to be addressed so there is not a protracted delay in addressing the item. 3. Everything doesn't need to be a petition. Some items simply require that a Commissioner go to the County Manager/staff to get the information that is needed. However, it is important that when there is a response that all Commissioners receive the information. 4. In a future session, the Board needs to clarify what type of items require a petition versus those that don't need a petition. Open Discussion/Wrap Up In this final session the County Manager made closing comments that summarized thoughts about the meeting and follow up steps to be undertaken by the staff: 1. The Manager thought it was a good that the process was changed for presenting the update on goals and priorities, then she thanked the Department Directors for their presentations given that change in the approach. 2. Staff will provide the Commissioners with an inventory of the services that have fee waivers and she will ask for opportunities where fee waivers may be included. They will share the local, state, or federal policy source. 3. At an upcoming work session, Bonnie will propose a goal setting process. 4. Following the suggestion that came out of the DSI Team Building Session, we will always repeat what a person says to you to reflect back to them what you understand them to be saying, to stay in the moment. 5. On the Bond Referendum she summarized: a. There is consensus on having a Bond Referendum. b. The County Manager will develop an abstract on a bond so the Board of County Commissioners can have a public discussion about the bond. c. Paul and Bonnie are working with the Financial Advisor who can help with the entire process. d. The Manager said it was helpful that the Commissioners want to follow the 2001 process. 6. The Manager will work with the Board to improve the petitions process. Cynthia Brown, the Retreat facilitator, thanked the BOCC for entrusting facilitation to her for the meeting and said she would type up her meeting notes and share them with the County Manager before they are distributed to the BOCCs. Finally, in closing comments the Board and the staff participants expressed appreciation for the inclusion of staff in the BOCC Retreat. Earl McKee, Chair