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HomeMy WebLinkAboutAgenda - 12-01-1980 • AGENDA ' ORANGE COUNTY. BOARD OF COMMISSIONERS DECEMBER 1 , 1980 - COMMISSIONERS ROOM., ORANGE COUNTY COURTHOUSE HILLSBOROUGH, NORTH CAROLINA 10:00 A:M. e...Cler.k:of:Court will administer •the Oath:.:of:7Office_ to. Commissioners: Richard •Whitted-and Don: Willhoit. - - .2. The:Board -should elect a Chairman to serve until December 7, 1981 . - 3.. The Board'should elect :a:Vine-.Chai rman to ::serve until December 7°, 1581 . 4.- The-'County Attorney, the :.County_ Manager and-the. Clerk_to :the Boa_ rd:.•serve. =at the pleasure of the Board : = - _5. The Clerk submits minutes of meetings held November .3 and 18 for .Board consideration. 6: The:=Man.ager.recommends Ms: Kathy Battern be named _Acting :Finance 'Director and that a two step salary .increment be added to her .current salary while •"she: serves .-in: that capacity. . - . - 7.. Does any Board Member desire to modify,this agenda? . 8... -..Does any member.of the audience desire to comment about: _ • '.. A: Matters- on this :agenda? B. .:.Matters not. On, this agenda? 9.. Res.i:dents':of--the Heritage Hills,subdi vision ;will present a petit on requesting :them^ area:.be. added:.to'.the.:South _Orange Fire:District:. - 10;=: The :County:Council for Women. will- present to the Board the Orange.County :Guide to Family Resources 1980-1981'. -11.; ; The Manager -recommends :changing :a :.part-time'.clerica.1 -position" (05240)_ in:..•the Social. Services':-Department: to" full- time. The Social. 3 - : - - - _ . . .. - • . .. - _ - _.. ervices Director::wil:l :explain :the:Low Income: Energy:Assistance • :13." : The Chapel:Hill Carr.-boro Salvation Army ..h - - y s Joffe t . ,.-:, .. . .. .. ncrea - - ro-- . . _ . a. . red to i„� se.• pri ation.,to' local: Human Service_ Agencies'.for fuel for the-needy by.,:$500,:= - the Orange.:County Board .of.::Commissioners: wi 1 1. provide $500,-in .addi tion. to: any sum ,i t;has :al ready made available for this. purpose; - William S• :--.Mayes, D.D:S: ; submits his resignation from the Orange_.:County. • Board of Health . �AGEMDA ATTACHMENT 1 i Mrange(gonntg Reparbuent o'_vrial 2�eruirejx 800 W.,TRYON STREET HILL S80ROUGH.NORTH CAROLINA 27278 BOA 0; TEt,FNONES MAF M.LENOOH HILLS,OROUON OFMICF 90Ld6Dt,WF7.C7 l�ILLII6DA000N 001.V 741•.R"7,Mai V.M It Ka.jJN rt1.,,� CNAP,L MIA.01'MR o7i•O. )AN10E ECHO.Lrq, chairperson ANN,54RUES ►' OIR lCTO/1: THOMAS M.WAgO November 21, 1980 From: Thomas M. Ward, Director To: Sam Gattis, Orange County Manager RE: Request for re-allocation of,ezdsting pest-time Clerk-'.typist 11 position (County position number 06101) from half-time (20 hours per week) to fall-time (40 hours per week). Attached you -will find a copy of a memorandum from Richard Poole, Orange County Dept. of Social- Services Administrative Officer, to the Orange County Board. of Social Services, requesting re-allocation of an e74ating part-time Clerk-Typist II position to fall-time. Justification for this re-allocation is lasted in thin attached memorandum. The Orange County Board of Social Services voted unanimously to support this request for re-.allocation at their November 20, 11980 meeting. Please note tha'4 no bu4got amendments are necessary, since our approved budget contains enough funds from a vacancy (County position number 06210) for another Clerk-Typist II part-time position. This vacancy has been in the Carr Mill office since July 01st, 1980. This means no additional money will be required to re-allocate this position from part-time to full,-time, effective January 01st, 1981. Estimted salary end fringe figures are included in Rick's memo to our Board. We are requesting your consideration of this re-allocation, to become effective January Met, 1999. Please notify us of your decision as soon as possible in order for us to submit the necessary paperwork to the Regional and State Personnel offices in time for their approval by January 01, 1981. Thank you for your assistance. co: Beverly M. Whitehead, Bireetor Orange Cormty Personnel Department $ fQa�mtg Peytrd=rd of saew Agrbkes Zoe SOUTH CAMMON STRSE:T ea�no: HILLSBOROUGH,NORTH CAROLINA 27278 MAE I.I.LENOON.CHAWF6RION TELEPNONEI C L[M JOHNSON NILl9BOROUCN OFFICE 060-4101 CHAPEL WI. J.NICE SCHp►L!!k NILLSROROUON OFFICE 772.93{1 POLLE6OM0, ANN I!RAkN EE CHAPEL HILL OFFICE W"4 M"CMAPAL HILL O,w,LAM06MT DIRECTORY - TNOMM M.,1'fARO MEMORANDUM From: Richard Poole, Administrative Officer To: orange County Board of Social Services Date: November 20, 1980 Re: Request for reallocation of existing part-time clerk-typist Il position from half-time (20 hours per week) Co full-time (40 hours per week). As Clerical Supervisor, I would like; to address the Orange County Board of Social Services with regard to adding 20 hours per week of clerical time to the existing clerical staff. I feel that this addition is essential to the operation of the Orange County Department of Social. Services, particularly since our move to the new 'Hum m Services Complex. Since this move, we have experienced changes in our work loads which result from several variables. These are briefly outlined by the following items: 1. Phone system at Human Services Complex At our old location, Orange County D.S.S. had its own switchboard. This enabled us to assign one of the receptionist at our front desk to handle all incoming phone calls. This person could tell from the switchboard whi workers were on their phones, and which lines were open. Under the new phone system, all incoming calls work on a rotating basis. This means that both positions on the front desk must answer calls, and transfer such calls to the workers. This system has already proven to be much less efficient than our old system, and has resulted in numerous complaints from the public,regarding not answering our calls, when actually both lines were busy. Other related problems include walk-in clients having to wait until the receptionists get off the telephone and/or constant interruptions while trying to assist these walk--ins. 2. Need for Clerical Assistance with Direct Mail Food Stamps Due to the withdrawal of Central Carolina Bank from participation in food Stamp Issuance, Orange County D.S.S. has increased Direct Mail participation to a current level of approximately 35% of certified households, or about 525 families. This increase will continue in an effort to reduce the load placed on North Carolina National Bank, the remaining bank issuance parti- ci.pant. Direct Mail issuance is currently done with the Data Management j clerks, who handle all ATP issuance as weld., doing the posting for direct } mail, and myself doing the actual inventotyI4 and mailing. Approximately 352 of my time 3s spent doing such mailings. There is no back-up in the event of my absence, so my leave time-must be scheduled axaund the major mailings. 1 I 7 2 MEMORANDUM 3. New Pr2gramsjiinuiring Additional Clerical Time orange County D.S.S. has implemented several new programs which require additional clerical time. In our foster Care for Children Unit, we have organized a Permanency Planning Committee, which is meeting twice a month. We are assigning a clerk to take notes for minutes of these meetings, and also asking her to do the typing which follows from this Committee's recom- mendations and actions. e Orange County D.S.S. has also been given the Energy Assistance Program pre- viously administered by J.o.C.C.A. While the final regulations for admin- istration of this program have not been received, it is anticipated that clerical, time will be required for this new program. Orange County D.S.S. is also the wort; station for three social, wort: students from the U.N.C. School of Social Work. These students are assisting our Social Work staff with their cases as part of their field training in social work. These students are dictating, and this additional dictation is being typed by our clerical staff. Christmas donations are also being handled by clerical staff for the coming Christmas season. It is anticipated that additional phone problems will occur as a result of the increase of incoming calls for this program. 4. Miscellaneous Items Increases in Food Stamp outreach Activities continue in efforts to increase participation in the food stamp program. We have experienced some increase in participation, already. Increased participation means more clerical time scheduling food stamp appointments and in pre-screening activities done at the front desk. It also means more filing of records and increased file room time in pulling records. More reception time assisting walk-ins also re'sul.ts.. Increases in the Aid to Families with Dependent Children and Medicaid Programs have similar effects resulting in the need for additional clerical time. I am not saying that an additional 20 hours per week will be sufficient to absorb all of the above mentioned needs. However, I realize the lack of funds during this budget year must be taken into consideration, and have given careful con- sideration to this problem before making my request. In examining this year's budget, a vacancy in Carr Mall for a part-time clerk-typist II has existed since the year began. This vacancy for these five months (and an additional month or longer) results in enough funds to cover the cost ($3,583 in salary plus $660 in fringe. benefits - $4,542 total) for the rest of this fiscal year. This means no budget amendments would be necessary for adding this time. We have recently had a resignation of a part-time clerk-typist II, so we may easily request reallocation of this position from part-time to full-time, with January 1, 1981 as our proposed date. RP jddm . i AGENDA ATTACHMEU 12 DSS-8117 (12/80) Assistance Payments NORTH CAROLINA'S LOW INCOME ENERGY ASSISTANCE PROGRAM 14HAT IS IT? This program provides a one—time cash payment to help eligible households in paying their heating bills. However, it is not the purpose of the program to pay all of a household's heating bills, WHO IS ELIGIBLE? i Households in which at least one person receives Aid to Families with Dependent Children (AFDC), Food Stamps, or Supplemental Security income (SSI) in December 1950 and/or January 1981; if 1. The household's total income is at or below the nonfarm poverty level; and NUMBER OF HOUSEHOLD MONTHLY MEMBERS INCD11E 1 $ 316 2 418 3 519 4 621 S 723 6 824 7 or more Add $102 for each additional person over 6 2. The household has heating bills. For those in a private living arrangement, the heating cost may be included in the rent. If the household members live in public or subsidized housing, they are eligible only if they are required to pay all or part of the heating bill separate from the rent. Other households are also eligible if: 1. Their income is at or below the non—farm poverty level; and 2, Their assets with the exception of cars, personal property, and home, have a value of less than $1,000 for 1 person or $1100 for 2 people (Add $50 for each additional person. The maximum allowed is $2,000.); and 3. The household has heating bills. For those in a private living arrangement, the beating cost may be included in the rent. If the household members live in public or subsidized housing, they are eligible only if they are required to pay all or part of the heating bill separate from the rent, i pp 14HERE AND WHEN DO HOUSEHOLDS APPLY? County departments of social services will contact all households in which at least one person receives AFDC, SSI, or Food Stamps. These households do not need to contact the county department to apply. — Other households that believe they meet the eligibility requirements may apply at the county departmentsyof social services in the county in which they live, Those not able to go themselves, may send a representative, Counties will take applications from December I through January 15. Applicants should take or send with their representatives information about their household's income, savings or checking account, insurance, property, stocks or bonds. The county has 45 days to complete an application. PAYMENTS Eligible households will receive a single payment through the mail in either January, February, or March, depending on when household eligibility is determined Payments will depend on household income, type of heating fuel used, and how cold it is in the part of North Carolina where the household lives. HEARINGS Households will receive a notice telling them whether they are approved or denied energy assistance. If they are dissatisfied with the action taken, they will have 60 days to request a hearing. To get a hearing the household must ask the county department of social services, either orally or in writing, CIVIL RIGHTS Households applying for or participating in the program are protected against discrimination on the ground of race, color, or national origin in determining eligibility or receipt of benefits. PENALTY FOR FRAUD Fraud is knowingly giving incorrect or misleading information to make the household eligible for energy assistance. If found guilty, you may be fined and imprisoned or required to pay back the money received, MORE INFORMATION To get more information, call CARELINE, toll free, at 1-800-662-7030. AGENDA ATTACHMENT 13 _. . . Nov. 20, 1980 The County Commissioners Hillsborough, PT.C. 27278 Dear_ Cormd.ssi,onerst Thjs -dnter promises to work severe hardships on Orange County citizens with low incomes. Fuel costs have gone sky-high. Therefore, our Chapel Hill-Carrboro Salvation Arm7 Unit has appropriated a thousand dollars ($1,000.00) to be expended by the local agencies for Human Services on fuel for needy families. This sum is ceftai.nly not gogng to be enough. Our Board proposed, therefore, to increase our fuel feud by $5500.00 if the County Corauissioners would agree to match this sum (in addition to any funds a3,readY av rop riated). The Board authorized me to ask you if you Will accept this proposal; if so, we win appreciate it if you would let us know officially of your action. YOU risY be sure Orange County citizens vi.11 be grateful. Sincerel-,youra,� Stella Lyons, Chairperson Chapel Hill-Carrboro Advisory Council AGENDA ATTACHMENT 15 - 19 300 W Tryon Streel Hillsborough.N.C.2727a 732.9381,ext 305 Chapel Chapel Hill line 9684501 ® �ARTMENT Durham line 227•'1032 HEALTH �a Iji {Durham sine 88II-7333 Carr Mill Mall,Suite 225 100 N Greensboro Streel Carrboro.N..C.27510 - 942768 Jerry Robinson W A-P.A M E K 0 Dlredw T0: o, i C 'sioners Sam:Goths' FR y -Jerry Robinson, Secretary orange-County'Board of Health DATE: November 21; 19$Q RE: Needed. Cocrrtiissioner Actions Resulting From The November 20, u Board of Health Meeting ` 1. With a deep serise of regret the Board 'of Health.accepted the resignation of William S.:Makes, Jr.j D:D.S.. from the Board Dr. Mayes dilligentiy served. on.the Board for 3g years and as Chairman sa.nce July of 1977. His service to the community and dedication were far,in.excess.of that normally expected. Dr, Mayes -res5gned since has business and personal eptrnitt»ents have now made it a.mpossi.ble'for him to- devote as much time as he felt he'shauld td discharge of this public trust f By this act of the Board:,the-seat is dEeb)ared vacant The Com-. i missionerS are requested' t' appoint'a;r6gacenent. Tbis. vacant seat musti'by State law ire filled 'by.a:dentist :for the 'remaining portion of.Dr. Mayes term:which expires June 30, 1983, 2, The Board bf' Health motioned to recomend-tba certain procedure fees in the Dental Program be`increased. . This action resulted Pr om an analysis of the time%ost to the depart Went bf prov3 sign of these services. . . . _. The proposed charges are: l Service Present. Present Proposed Prapased Charge,at i 'Pt.. charge Charge at Et: charge at 15 level 100 1ede1 et 15� 1eve1'�'` - Bite��tn dy j00_ % level _* 1. . 75J5* 6 !� 1 } z 8 : 1-2.5 $ 1.25 ,s 3 .q 1. 0 10 1.50 I 4 10 1.50 :12 2.00 i I 7 M 0 .. To: Commissioners &-§6M Gatos continued Page 2 es,.nt Present d • , Pr S*en,• nt. -. : Proposed �raposed• Charge at- Pt. Charge Charge at Pt: .Charge Service -100% level at 15% level."" 100% level at 15% level*, Bxtr'action Primary & Secondary) 13 2.00 EAraction Primary . 15 2:25 Extraction .5soondarp 25 ".3.75 Pin i)aild:-Up . 2 .50 5 :7 5 Amalgam •.T surface" 13. - x;00 ;15- 2.25:. 2 s[irfaee ZO 3:00 25 3:75 -:3 surface �:.. 4.25 :. 30 ;4.50 4 surface . 36. 5;.50 40 -: 6,oo 5 surface ?45 5.75 50 7:50 Gross Scaling - _ Dental Oral '[iy3ene r. 1(Ol 1.5Q Palliative Treatment 10 1.50 F1 Premedication ;:.- ,. - 10 1.50 Charges rounded,up ta_ the nearest 25 i�s This cost s'given'since 80% of,.our'patients dre at this pay level. - 3• _ The Board,reconxnends .tkiat.the.Commissioners accept additional fiscal, 80--$l grant Tbndd for:the Family Planning`Prog^am`in the a€naunt;of $10*767 r The He4' th-.Director'aria County Finance,Officer need' to sign and fc rv;p cl D.H,S: -fora 29480 to secizr�_- these Hinds; ''.the increased,' fund soiarees tgtaliiil; $p10,767 are ,Title X - $6,367; Title xix - $x€00, and Title..X}� �:$?€�(30� ;:The D;FI.S 1*pe item .differ-�fram�Orange Countie's in' that the D:H.S. lines'items art for n 29480 are anor'e:general If the County appropriation is''changed as follows the _tjro syatems vsi11 reconeile't - Accourkt Irierease 1064402Fersonnel.: 5.634 : 10644p5 Sac. Sec 360 ,`1o&400 Med .fns 133 . 1664407 Aetiremirit `:332 1664404.._Prof serv` , 3 ,000. -064414 gavel 27.006 °':1064433 .Off` 5upp 1 X000 '664446 Mad: Supp 308 x']^0;767 The Personnel i tem would add'a badly needed cleric to. our operations: The other, ite s 's oatid partially cover some projected departmental :` line item funding level proble n.3 .: So MrF-» To: Commissio6ers & Sam Gattis continued Page 3 4. Line it&n lo-'641-45 in our B-idget is used to help selected maternity patients with a por.tion,of their mater'raity costs. There vw.a7 failure to encumber'$2,920 in 179--'80 bills into fiscal 180-181. Tne'bills were paid on July 18, 1.980 out of. this year's flunds. These State funds of last year were put into the county general,flrnd... I am-requesting the Czmmissioners to replace the $2,920,in this year's - budget'to properly pay those-last year's bills and enable "us to help patients with'this }rear's allocation. .5. 'Tfe Board motioned to reeorniterid t o the Cpmmissionees that the Department charge 3rd party•'payors" for•those services provided. by the Department which:are medicaid reimbdrseabie. The Board is�nvt recorm6n3ing a generalized fee-for service"system, riot recommending dha6ging service..offer iings to accomodate-^tha med - C = caidi; sys em; -riot recommending &kGablis'bent of local negot.!aced tne3icaid..reimbursenent rates (�rith the necessary cost accounEing). This action~i3 :S imply tci^aeeept`jthe statewide. D:H.S rieotiated aade;reirirbursement: rate for-each ,eligible service we happen 'to pr6vide. Irl order to faill:medicaid'we s4c.woiild a patients if they have private insurance cir medicaid -If "they have private insurance we would have to bill the',insurance'f rm. so'as' to legally be able'to bill.medicaid for- those not covered :by private insurance and eligible-for.inedieaid. If.we do'no have'lst-party charges for,a-service and the �pat.j:e doffs not:.have 3rd party pay, the service will'.be.provided free -moose familiar with.medical billing systems will suspect"Chas"procedure d s illy gal: Attachment Number !:to-this mem6..is a letter tirS1a cki clearl}r ` states that;tYris "procedure is le- The reasons for this action are (A) that medicaid is 72 fedeYal, 26% state and 2% local money,arid it seems prudent to shift as much burden „as possible from'the local prdper�y., tax; and (B).the,&.aard needs the„revenue to balance: this years Midget: [1e aspire to:cal lent about $15,,POP with this..action this .year. Belo,i are medicaid reimburseatile servic;s and"standard billing rates: vice 3rd -Patrty Ballan& Mate :. 1d Health,:Treatment -21 Chi .9 Blood Pressure Monitoring �:9D Cancer .Detection :.17.75 -Diabetes 'Detection... .. 8,71; Eye-Care 11 46 r Fiyperte,ris�oneatzan 11 64 Maternal Health 21.13 Tuberculosis Control _ 20.13 Venereal'Disease 14.36 E.P:S.D.T.:" 25.00 6; The Commissioners should authorize a Courity Officer to sign- (as I have been by the Health Board) a ?alenorandum of €]nderstanding iiith D.H.S. and the Division of V-dical Assistance so we can collect Medicaid,' i” i ATTACEME r Sl ATE C7r :N©R7H CAROLINA HU1, JAMrc n. munr.JR. DEPARTMENT OF HUMAN RESG3Ur-{C�S H H-T1L£O# pin StioR .�Division of Health Serulces SARAH T.HtlRRQW M-L1..,,M.P,H. Raleigh 276O2 November 6, 198€1 MUVRA3N DUM TO•' :-Local. health Directors _ FR[11t1 Hugh. FC Til sc7n, M.D.; Director { ' � Division of.'Health Services 5L1H.7ECT: . Rei xect�Pa t Guidance. Clarification on bent 1?ay As a.result of a confusa.ng interpretatio.rL of :federal billin; requixeasents for..}ledicaid 'seztiices providetl by-jocal health departments, Cory lfenees xequested"cl.arification`from the Region IV hedicaid, Director The question :as-&d was_iihethe) a health,depaxtment willing.for Medicaid`services must als: -I.an inake•a xeasarable collection effort for the same sexvics pravided to non-Medica3ci..'eligilalesR The following a.s the response of Ftzcliard.l;. klorvis, Regional Medicaid 1)i•rectox. 'fA`basic pol.zcy:;that the Medicaid program may no pay fox?services ` which are prcivided free to ttie general .pub.2ic has' existcrI for gang eats I3aweI, r Then an 'agency or arganizatiaxz bills,alI thixd ' party' payars °(such 'as Medicaid,: Xfedzc re or prfvate.i surors) the services: are no corisidesed tree,W the general.pezt�Iic - Thzs is true even when theseivices,are liroirlded Free to paxties who do tint `have any third party, coverage Basic�Ily Courx�y Health Deparnts• (and odes providers cif €ree. ' services}, should ask the p tient.1,f third party Lzabi l2ty,coverage Of. : 1xe services ta. be pravtded exists: XE the answer is:iri the negatzve no:Eurthez etfast :is:xequixe3 and the Merlicaid. progxate can'be T�.�.�led.far the Pledicaa.d eligxb.Ie�R Xt is only in .those iii-` stances wherein third party Isabs7�ty exists that a reasonable effoxC X0.col?ectxan. must be made-" } ti4ith the exceptxan Qf Fa ily Planni,rig, the decision oTi whether to bill none the eligibles is local,one. Such Billing as nbt required by federal or state xegulati,ons 'i r €•€emo ianduf io'e' er 6, 1980 Pa g6 Z ' I certainly hope this i -row clarified for ypu and that our local health departmen ts wi1.1 continue to "bill for €edicaid" services as appropriate: - - . , CM:bjs cc: Ronald H. Levine, M-D- hlartraret lVpodcock Etra Wood Raphael J., I?iNapoli, Jr:,•M.D. Charles Cook*, M., , Jimmie L. Rhyne, h1.D: -Regional. Directors Administrative Procedures Consultants ' 1 r _ i i AGENDA ATTACHMENT 20A SUBCONTRACT FOR LEGAL SERVICES 'TO THE ELDERLY UNDER TITLE III OF THE OLDER AMERICANS ACT This agreement entered into this the — day of ,1980, by and between North State Legal Services, Inc. , (hereinafter called NSLS ' and Orange County on behalf of the Department on Aging (hereinafter call % Orange County). W I T N E S S E T H» That whereas Orange County desires to engage NSLS for certain professional services hereinafter described in connection with an under- taking which is expected to be funded for the fiscal year from October 1 , 1980 to September 30, 1981 by Title III of the Older Americans Act, through Triangle J Council of Governments; That whereas NSLS is a recipient of Legal Services Corporation funds, is responsible for provis,jon of legal services to low-income residents of a five-county area including Orange County, and is an ap- propriate provider of legal services to person 60 years old or older under Title III; NOW, THEREFORE, the parties agree as follows: 1 . NSLS, in addition to general legal services provided to older residents of Orange County pursuant to Legal Services Corporation funding and in consideration for the Older American Act funds which will be received from Orange County as described below agrees to do the follow- ing a. To utilize two third year UNC law students to deliver basic legal services to older persons under attorney supervision, conduct community education events, and assist NSLS staff on litigation and special projects of particular interest to older persons. l b. Provide competent and appropriate attorney supervision to the law students and provide travel reimbursement and compensation as appropriate to the students. c. The two students will work an average of between 10 and 15 hours per week each for the first 14 weeks of the Fall and Spring semester, of the 1980--1981 school year. They will either receive course credit from the law school or be paid compensation by NSLS and/or the University's work--study program_ d. The students will conduct one regular intake period per week in each county for older persons. The schedule for when and where intake will be conducted will be worked out with advic; and consultation from Orange County Department on Aging. Th: students will additionally each have a major project for the �\ year which could significantly effect the conditions under ��� which olde arsons live. .. i e. NSLS, using students as outlined above, will provide direct services to 100 individuals. f. NSLS will provide monthly activity reports to Orange County Department on Aging regarding performance of this agreement. g. Quarterly review meetings will be held with Department on Agin,( staff and NSLS students over the course of the contract. 2. Orange County, in consideration for the services to be pro- vided as described above, will provide to NSLS the sum of $1 ,500 from Orange County which will be paid in two equal payments; one on or about November 30, 1980 and one on April 30, 1981 . 3. It is agreed that this contract will be performed in accor- dance with the final regulations of the Older Americans Act and that therel will not be a "means test" imposed to determine eligibility for services performed hereunder. ' 4. Nothing in this agreement shall be construed so as to re- quire NSLS its ' attorneys or agents to violate the attorney/client relation- ship and privilege specifically; or generally the provisions of the Code of Professional Responsibility adopted by the North Carolina State Bar. In witness whereof, NSLS and Orange County have executed this written agreement as of the date first written above. Orange County North State Legal Services, Inc. By: By: Title:Chairman, Board of County Comm. Title. Date: Date 4 ••4 V T l AGREEMENT�- This agreement, entered into this day of l880 by between Joint Orange Chatham Community A��[�n h " , , hereinafter referred to as JDCCA" and Orange County on behalf of the-Department on Aging, hereinaftc referred to as the County. The purpose of this agreement is to outline the conditions under whi,; JOCCA and the County will cooperatively provide transportation to Orange County Senior Citizens and hereby formally agree with each of the fnl7nw— ' SPECIFIC RESPONSIBILITIES OF JOCCA l ' To lease th ree mini-buses (12-15 passenger vans) to the County for dail ) Senior Citizen transportation for Cedar Grove, Eflaod and other rural areas limiting use to a maximum of 60 miles per day per van. 2. To provide gas, insurance, vehicle maintenance for the JOCCA leased Van -, 3- To schedule a part time driver for the van to be used in the EfIand area 4. To provide an emergency back up van if one of JDCCA'u Yemnmd vans are not available. 5' To provide a large bus for npec'i�' trips or outings for senior cftfzeny_ � 6 To submit an invoice t the �n ' , n «o o e uvty, no later thah the twentieth of each month indicating total miles driven the previous month. SPECIFIC RESPONSIBILITIES OF THE COUNTY r ' ^ 1. To provide four part time van drivers plus buck up driver in case of emergency. 2. To reimburse JOCCA up to $9,376 for lease of three vans at u rate of 25t per mile and at u rate of 4 � per mile for large school bus after sub- mission of mileage and passenger' reports. - 3. To submit a check to JOCCA on the first of the following month for reimbursement of submitted mileage reports. The term of this contract shall be one year from October I l98O through September 30, 1981 , unless sooner terminated by either party giving 30 days prior written notice to the other party of intention to terminate. IN WITNESS WHERE OF, JOCCA and Orange County have executed the Agreement o f the date ate first above written. ORANGE COUNTY ° JOINT By: By- Chairman, Board of County Comm. Position Dote' �-------' _ Date: 'AGENM ATi'ACHMEN7 21 ; ;• ,. ra NORTH CAROLINA .� ORANGE COUNTY LEASE AGREEMENT This agreement and lease made this the first day of October, 1980 between Tarleton and Bonnie Davis of Highway 57, Hillsborough hereinafter called lessor and Orange County, North Carolina hereinafter called tenant. W I T N E S S E T H: I. That lessor hereby leases to tenant that certain tract or parcel of land yin Hillsborough Township Orange County, north Carolina, and more particularly described as follows. BEGINNING at an iron stake in the southwest right of way line of Edwards Street, the Northernmost corner of the ,lames Harding Fuller lot described in Deed recorded in Deed Book 197, Page 66, Orange County Registry; thence along the line of said Fuller lot South 42 degrees 28 feet nest 21.2.1 feet to an iron stake in the center of Old Cornwallis Road, the Westernmost corner of said Fuller lot; thence along the center of said road North 47 degrees 30 feet West to an iron stake, the Southeast corner of the Eddie F, Grady lot i described in Deed recorded in Deed Book 184, Page 602, Orange County Registry; thence along the line of said Grady lot North 18 degrees 30 feet East 183.5 feet to an iron stake in the South right of way line of said Edwards Street, the Northeast corner of said Grady lot; thence along the said right of way line of said Edwards Street in an East-Southeasterly direction to the place or point of beginning. see Deed Book 191, Page 330, Orange County Registry. see also Plat Book 4, Page 126, Orange County Registry. 2. The term of this lease shall be three (3) years beginning October 1, 1980 and ending September 30, 1983. The first year's rent i shall be $250.00 per month, the second year's rent shall be $275.00 per month and the third year's rent shall be $302.50 per month. i Y 1 E t i i r�a ` 3. The tenant will, during the term pay for all utilities including heat, electric and water and shall be responsible for maintenance of the grounds including but not limited to cutting the grass and shrubbery, snow removal and disposing of litter. 4. The tenant will during the term keep and at the expiration thereof, deliver up the said premises in as good order and condition as when said tenant took possession, reasonable wear and tear and damage by accidental fire alone excepted. S. Tenant shall give Lessor prompt notice of any accidents to, or defects in, the structure itself, water pipes, electric wires, or heating apparatus,`to be remedied by lessor the due diligence. G. it is understood between the tenant and the lessor, that the lessor shall be responsi&e for any minor repairs that may be necessary from time to tizi el . 7. In the event the building located on the leased premises is destroyed by fire, unavoidable accident or casualty, this lease shall thereupon terminate. In the event the building located on the leased premises is damaged by fire, unavoidable accident or casualty to such an extent that, in tenants opinion, it cannot be repaired within thirty days to its approximate condition existing immediately proceeding such fire, unavoidable accident or casualty, this lease shall thereupon terminate. In the event the building located on the leased premises is damaged by fire, unavoidable accident or casualty and the same can be repaired within thirty days from the date of such fire, unavoidable accident or casualty, the parties hereto agree that said leased premises shall he repaired and restored by lessor to the approximate condition of said leased premises existing before said fire, unavoidable accident or casualty, and this lease shall remain in f _ } r y' w4 'Y f f -s-- ~' full force and effect; provided however, the; rent during the period of repair shall be reduced to an amount which, in tenant's opinion, bears the same ratio to the rent provided for herein as the portion of the building then available for use bears to the entire building. Upon completion of such repairs the rent shall thereafter be paid as provided above. Provided, however, that there shall be no termination or cessation of rent if the damage shall have been the r result of a negligent or wilfull act of tenant. S. The lessor agrees that the tenant shall enjoy said premises during said term free from adverse claims of any person, and that the lessor will pay all taxes and assessments that shall be levied upon t the same. If the said tenant shall neglect to make any payment of rent with fifteen days after the same is due, or shall neglect to )seep or perform any condition herein on his part, to he kept or performed, or shall violate any provision of this lease, then the lessor without any previous notice or demand may terminate this lease and require the tenant to vacate the said property hereby leased, or the lessor may enter the premises and expel the tenant therefrom without prejudice to other remedies; notice to quit possession and every other formality is hereby expressly waived in case of any such default or breach of this lease.. 9_ Tenant shall have the option to renew again this lease for a one year term or less upon giving notice to lessor of its intent to exercise said option no .later than sixty (60) days prior to the expiration of this lease. 10. All rights and liabilities herein given to or imposed upon either of the parties hereto shall extend to the heirs, executors, administrators, successors, and so far as same is assignable by the r terms hereof, to the assigns of such party. c =4- 11. in testi-nony whereof, said parties have hereunto set their hands and seals to this agreement and lease, in duplicate, the day and year first above written. (SE1tL) fiarleton Davis C/ r%Qls��i`Gi M(SEAT..) Bonnie E. Davis (SEAL) O AIRMAN, ORANGE COUNTY BOARD OF COMMISSIONERS f CLERK TO HOARD t L s .Y AGENDA ATTACHMENT 22 ADDITION OF HOT NIGHT MEAL AT JAIL At present, one cook is employed at the County Jail„ This person comes to work at 6:30 R.M., prepares breakfast, lunch and sandwiches for supper. She leaves. work at 1 :15 P.M. Salary and benefits for this position come to $5.12 an hour. It has been suggested a third hot meal be served at the jail. The cost of this service is estimated as follows: Salary and Benefits for cook @ $5.12/hour for 2 hours a day 312 days a year $3,135. BALANCE FOR THIS YEAR $1 ,600 Cost of food at $1,80 per meal with an average population of 22 for 312 days a year $12,355. BALANCE FOR THIS YEAR 5,177 i_ TOTAL $7,777 The actual food cost to the County would not reach the sum shown here, as some saving will be achieved by not having to prepare the sandwiches currently being served for the evening meal. The County's current budget provides $15,000 for board and provisions at the jail. At the end of October, 47% of this budget had been expended. The additional hours for a cook could be funded with unused salary in the Sheriff's Department, There will not be sufficient funds in the board and provisions account to get through the remainder of this fiscal year however; so additional money for provisions will have to be provided.at some point. I G i� i i i; �j s a !I �1 e Q r: iE L f• n AGENDA ATTACHMENT 24 SUPPLEMENTARY FUNDING FOR THE SOIL CONSERVATION SERVICE Representatives of Soil Conservation have appeared before you concerning a supplemental budget request of $3,400 they would use to hire an additional technician during the last half of the current fiscal year. I am providing a copy of Mr. Cox's letter to me outlining their need for this service. Essentially the local agency had anticipated this need for funds, however, they felt the need could be met with funds they were to receive from their parent federal agency. Unfortunately, these funds did not materialize so the local office feels it has no alternative but to ask the Board of Commissioners to replace their shortfall. If this does not happen they feel some $256,000 in promised funding to local land owners for conservation practices is placed in serious jeopardy, The County currently provides approximately $29,000 annually to this agency, mostly for personnel. it is too early in our budget year to easily identify unexpended funds that might be used to meet this need, so the most realistic source at this moment is to utilize the contingency fund, if you elect to make this appropriation. In the long run this agency request seems based upon increased work load that is of a permanent nature. Therefore the request before you might reasonably be looked at as a continuing one rather than one caused by a temporary condition, I personally have reluctance to fill a vacuum caused by withdrawal of federal funds. If you feel however the loss of $256,000 for conservation practices is too great a price to pay, then I recommend we provide these funds on a temporary basis with the clear understanding these new funds will be reviewed against the background of the county's total budget next spring AGENDA ITEM ? 23 - BUDGET AMENDMENTS A..) A change in the way encumbrances are carried forward from the prior year has begun this year and was discussed by Peat, Marwick, Mitchell and Company in the Board Meeting of November 24, 1980. In prior years, encumbrances (i.e. funds obligated by a purchase order or contract) were charged to that budget year. The amount of the encumbrance was brought forward into the new fiscal year as a credit, reducing expense. This year, all encumbrances at 6/30/80 were placed into Fund Balance Reserved for Encumbrance. We then apply them back into the current year by taking them out of Fund Balance and placing them back into the budget category where the encumbrance had been recorded. This amendment does not result in increased funding, but rather, is a different way of applying last year's obligated funds. B») The Northern Fairview Community Development Program was authorized by the Board of Commissioners in a three year contract. The first year of the proposal has been approved by HUD'for $679,000, This Project Ordinance is to authorize the first4ear budget as submitted to and approved by HUD. C.) The CETA contracts for 10/1/80 to 9/30/81 include the CETA Administrative Cost Pool, IIB, IID and YETP for a total of $327,711. The contracts were authorized by the Board of Commissioners and this Project Ordinance is to authorize the budgets as submitted to and authorized by the Department of Community Employment. D.) As presented in the Board Meeting of November 25, 1980, the Social Services Department has accepted $8,559 for Pernnancy Planning. In addition, they are presenting several budget changes as presented in their budget amendment requests that are attached for your review. The overall affect of this amendment is an increase in program revenue from Federal and State allocations of $44029; and a decrease of $1,242 in Local allocation. The Health Department is requesting a transfer to pay for repair to the two-way radios that had not been anticipated in this fiscal year. AGENDA ATTACHML 23A ORANGE COUNTY Proposed 1980-81 Budget Ordinance Amendment The 1980-81 Budget Ordinance of Orange County as adopted on June 23, 1980, and subsequently amended, is hereby amended as follows: 1) Change the Appropriation for the following line items in the funds indicated: INCREASE FUND - ITEM (DECREASE TO TOTAL General Fund Register.-Operations 4,926 43,354 County Manager-Operations 187 14,017 Personnel-Operations 158 9,351 Purchasing-Operations 206 30,198 Tax Supervisor-List-Operations 496 60,506 Revenues-Operations 75 46,390 Data Processing-Operations 15,457 7,429 Planning-Operations 954 28,312 Planning-S & E-Operations 59 7,019 Central Services-Operations 16,135 124,135 Social Services-Adm.-Operations 1,004 58,854 Health--Adm.-Operations 354 6,269 Health-Comm. Dis.-Operations 50 3,022 Health-Sch. Dental-Operations 3,317 3,317 Health-Maternal-Operations 491 4,587 Health-Chronic Dis.-Operations 745 4,240 Health-Fam. Plann.-Operations 10,354 24,945 Health-Environ.-Operations 283 16,965 Health-School-Operations 3,388 7,329 Health-Tuberculosis-Operations 320 320 Health-Vital Records 110 849 Health-Health Ed.-Operations 164 1,687 Agri. Ext.-Gen.-Operations 425 10,550 Recreation-Admn.-Operations 616 19,033 Recreation-Cul. Arts.-Operations 682 39,712 Recreation-Athletics-Operations ;,185 32,013 Recreation-Gen.Prog.-Operations 3,650 18,834 Recreation-Spec. Pop.-Operations 1,140 6,772 n INCREASE FUND - ITEM DECREASE TO TOTAL C. S. W. - Operations 2,000 5,020 Sheriff Operations 1,128 151,22B Jail -- Operations 662 15,962 Central Dispatch - Operations 750 61,071 Animal Control - Operations 169 52,319 Buildings & Grounds - Operations 51,497 209,623 Motor Pool - Operations 592 (40,623) Sanitation - Operations 1,944 74,544 Buildings & Equipment - Operations 22,180 237,627 Misc. Water Project - Operations 15,000 15,000 Revaluation - Operations 590 201,340 Change the fund balances estimated to be available to meet the foregoing appropriations in the fund indicated: INCREASE i FUND - RESOURCES DECREASE TO TOTAL General Fund Fund Balance - Reserved for Encumbrance (162,849) -0- Revaluation Fund Fund Balance-Reserved for Encumbrance (590) 185,503 Adopted this the day of , 1980. AGENOA ATTACHME T 236 ORANGE COUNTY COMMUNITY DEVELOPMENT PROJECT ORDINANCE 1980-81 WHEREAS sufficient funds are available to Orange County from the U.S. Department of Housing and Urban Development to provide a balanced budget wherein services available for the project are equal to the appropriations. I, NOW THEREFORE, The Board of Commissioners of Orange County, North Carolina, in regular session assembled, do ordain, that the following sums be appropriated: Personnel Operations Ca�pital Total Section 1: Fund Community Development II Administration 66,942. 24,036. 4,100. 95,078. Rehabilitation 32,667, 192,000. 224,667. Street Improvements 270,000. 270,000. Landfill & Park 6,700. 6,700 Easement Property Acquisition 82,555. 82,555. Section II: Fund Resources Amount Community Development II 679,0007 679,000. This ordinance shall be entered into the minutes of the Board of Commissioners of Orange County, and copies of the ordinance will be'filed with the Finance Officer, the Budget Officer, and the Clerk to the Board within five days of its adoption. AGENDA ATTACHMENT 23C ORANGE COUNTY, N.C, COMPREHENSIVE EMPLOYMENT AND TRAINING ACT PROJECT ORDINANCE 1980-81 WHEREAS sufficient funds are available to Orange County from the State of North Carolina to provide a balanced budget wherein services available for the project are equal to the appropriations. NOW THEREFORE, The Board of Commissioners of Orange County, North Carolina, in regular session assembled, do ordain,-."that the following sums be appropriated: Personnel operations Section I: Fund: C.E.T.A. Administrative Cost Pool 42,728. 7,263. IIB - Services 42,177. 3,773. IIB - On the Job Training 21,286. IIB - YWE 43,780. IIB - AWE 17,471. IID - Services 13,927. 1,445. IID - Training 2,202, 3,563, IID - Participants 53,611. YETP - Services 10,600. 1,797. YETP - Training 490. YETP - Participants 61,498. Section II: Fund: C.E.T,A. 327,711. This ordinance shall be entered into the minutes of the Board of Commissioners of Orange Orange,and copies of the ordinance will be filed with the Finance Officer, the Budget Officer, and the Clerk to the Board within five days of its adoption. AGENDA ATTACHMENT 230 ORANGE COUNTY PROPOSED 1979-80 BUDGET ORDINANCE AMENDMENT The 1979-80 Budget Ordinance of Orange County as adopted on June 30, 1979, and subsequently amended, is hereby amended as follows: Change the Appropriation for the following line items in the funds indicated; INCREASE FUND - ITEM DECREASE TO TOTAL General: Social Services-Daycare-100% Fed. 53,153 53,153 Social Services-WIN--Personnel (14,107) 38,167 Social Services-Daycare-WIN (13,773) 6,227 Social Services-Adm-Temp. Pers. 61000 6,000 Social Services-Adm-Soc. Sec. 380 61020 Social Services•-Adm-Equip. 11550 2,550 Social Services-Food Stamps-Equip. (382) 618 Social Services-AFDC-Equip (1,168) 832 Social Services-Gen. Asst.-Donation Exp. 2,575 2,575 Social Services-Perm.Plann.-Personnel 5,828 5,828 Social Services-Perm.Plann.•-Soc. Sec, 357 357 Social Services-Perm.Plann••-Retirement 343 343 Social Services-Perm.Plann.-Med. Ins. 90 90 Social Services-Perm.Plann.-Work. 25 25 Social Services-Perm.Plann.-Travel 800 800 Social Services-Perm.Plann.-Equip. 11116 1,116 Social Services-Foster Care-Special 4,580 8,180 Social Services-Child. Serv.-Travel (3,000) 15,546 Social Services-Daycare-Travel (580) 2,511 Social Services-Supp.Serv.-Travel (1 ,000) 3,945 Health-Environmental-Prof. Serv. (540) 460 Health--Environmental-Repairs 540 840 Change the revenues and fund balances estimated to be available to meet the foregoing appropriations in the funds indicated: INCREASE FUND - RESOURCES DECREASE TO TOTAL General: Social Services--Administration (5,162) 864,155 Social Services-Daycare WIN (13,773) 6,227 Social Services-Daycare 100% 53,153 53,153 Social Services-Perm. Plann, 8,559 8,559 Adopted this the day of