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HomeMy WebLinkAboutAgenda - 01-17-1978 AGENDA ORANGE COUNTY BOARD OF COMMISSIONERS COMMISSIONERS ROOM, COUNTY COURTHOUSE HILLSBOROUGH, NORTH CAROLINA TUESDAY, JANUARY 17, 1978 7:30 P. M. 1. Persons n t on this agenda having business to transact with the Board of County Commissioners should make their presence known in order that an appropriate time for them to be heard might be arranged. 2. Minutes of the Board meetings held January 3 and January 10, 1978 are submitted for consideration. 3. Honorable David Rooks will reviw a proposal to resolve the tax assessment appeal of D. St. Pierre DuBose presently before the Property 'Fax Commission. 4. A report y Ms. Josephine Holeman, Chairperson, Orange County Commissioi for Women, on activities and concerns of that group. ( genda Attachment I) 5. Appoi ntme its: A. Terms of office on the Orange County Planning Board for persons shown below expire February 2, 1978: 1. Hilliard Caldwell 2. Lindsay Efland 3. P ul Gates 4. M ri lyn Riddle 6. The Manag r and Acting Planning Director will review a new staffing proposal ar the Planning Department. 8. The Manag r recommends Board approval of a contract with Intergrated Energy Sy�tems, Inc., for certain energy conservation work. Joe Bradshaw will review terms of this proposal . 9. The Finan a Director will review a proposal for a combined city- county taK billing-collection system. (Agenda Attachment II) 1. EXECUTIVE SESSION 2 . January 17, 1978 3. 4. The purpose of the executive session was to discuss the possible 5. acquisition of the Belk-Leggett-Horton building in Chapel. Hill. 6 . Commissior er Willhoit stated that he felt the County needed to take 7. some positive ction and demonstrate d definite interest in acquiring the 8. buildin . He recited g the need for additional office space in the Chapel 9 . Hill area. 10. Chairman Whitted expressed his concern of how to finance the purchas 11, 0f the property. He stated that the County should tie down the capital 12. improvement program. in which At i�; presently involved. He further sugges. 13, that the County rind out Chapel Hill 's commitment. 14 . Commissioner Gustaveson spoke of the need to talk seriously with 15 . Chapel Hill Aldermen and the Mayor of the Town. 16 . The Board asked that the County Manager talk with the Chapel Hill 1.7 . Town Manager abut options for purchasing the building. g 18 . 19 . 20 . 21. 22. 23 . 24 . 25. 26 . 27. 28. 29 . 3o . AGENDA ATTACHMENT 1 ORANGE COUNTY HILI,,9SOROUGH NoFrrn CA110LINA Commission for Women 131 Court Street TO: Sam Gattis, County Manager FROM: Nancy Park, Coordinator, Women's Commission RE: Agenda, Tuesday, January 17, 1978 DATE: January 11, 1978 Please place the Orange County Commission for Women on the agenda for the January 17 Commissioner's meeting. Ms. Josephine Holman, Chairperson of the Women's Commission will present the Report on the Status of Women in Orange County, 1977M1978 to the Commissioners. She will also present the Commissioners with a list of the. accomplishments of the Women's Commission during 1977, an outline of the structure of the office the Commission has established, and a request to the Commissioners for a list of the issues of concern to women about which the commissioners seek information reports. Ms. Holman will also request that the Commission make a statement of intent to continue the Commission for Women and the Commission office in the forthcoming fiscal year. �Aml y THE ORANGE COUNTY CO14NISSION FOR WOMEN Accom lishments 1977 Organization: Adopted bylaws, August 1977 Hired coordinator, August 1977 Opened office, November, 1977 Approved office structure, January, 1978 Research: Developed and distributed survey of women in Orange County, flay, 1977 Sponsored Speak-out on issues of concern to women, w.. flay, 1977 Set--up task forces to study issues of concern to women, June-December, 1977 Supervised N.C. Student Intern in research on the Status of V!omen in Orange County, Oct-Nov, 1977 Utilization of resources: Referred some 15 women from all over Orange County to available services. Women were seeking help in areas of job information, education, battery. September - December, 1977. Development of resources: The Commission is_,working-ih the interests of women on several boards. State Task Force on Battered Women Orange High School home Economics Advisory Board North Orange Parenting Education Task Force Orange County Task force for Title XX Family Planning Advisory Council The Commission is working to develop its own membership and staff through attendence at conferences and conventions. Annual Convention of the State Council on the Status of Women, September, 1977 N.C. State International Women's Year Convention International Women's Year Convention, Houston development of ^esources continued page 2 Semi-monthly regional conferences of the State Council Conference on 1jomen and Alcoholism sponsored by State Council Orange County Conference on Human Resources Orange County Conference on Economic Growth and Development Program: The Commission is developing three program proposals A forum series on women's reproductive health issues A forum series on women's economic issues A family resources guide to family planning 1 and child care resources in Orange County AN OFFICE FOR WOMEN IN ORANGE COUNTY With this report, the Orange County Commission for Women recommends to the Orange County Board of Commissioners that the Commission for Women be responsible for establishing an Office for Women in Orange County that will carry out the following functions: A. Research The principal function of the Orange County Commission for Women is to�serve as an advisory board to the Orange County Commissioners. To _UE�i ss1 on s wor , -c��i`c�Tor amen W-111 maint in a library an can�cuc research on the status of women in Orange County. The office should be familiar with programs for women1that already exist or that may be adaptable to the needs of Orange County Woven. The Office for Women will serve as a resource center for all people in the county who wish to have up-to-date infoation about women's issues. B. Utililation and development of resources The Orange County Commission for Women has a bona fine concern in the q ality, availability, and appropriateness of services for women in Orange County. To express these concerns the Office for Women will a responsible for the following: 1. To refer women seeking services tolappro'priate resources; 2. To assist women with multiple problems with the coordination of needed services; 3. To make known in Orange County, the stag, and the nation, the recommendations and statements of support of the Orange County Commission for Women on issues the Commission determines are of importance to the women of Orange County; 4. To coordinate the efforts of the Commission for Women with those of agencies and organizations'which share similar goals, most particularly with the Forth Carolina Council on the Status of amen and with other county councils. C. Progr m The c arge to the Commission for Women includes the responsibility to provi ;e educational and information programs for women in Orange County. Once the Commission determines the kinds of programs needed, it will be the function of the Office for Women to develop program proposals, to obtain funding following the procedures required by county government, and to implemetlt and evaluate these programs. PERSONNEL CHART PLANNING & BUILDING AND GROUNDS DEPT. .PLANNING DEPT EBUILDINGS & GROUNDS DIRECTOR SECRETARY DIRECTOR PS,ANi�IING DIVISI0 EROSION CONTROL DIVISION INSPECTIONS DIVISION ? EROSION CONTROL OFFICER BUILDING INSP. PLANNER PLANNER *PLANNER DRAFTSMAN I. ASST. EROSION INSPECTOR ELECTRICAL INSP. PLUMBING INSP PLANKING TECH. . 1 *MOBILE HOME INSP. NE14 POSITIONS onol-J5 V r% ' INSPECTIONS 1977._ 428 S.F.D. pe�is -- 3 inspections by each inspector 200 (Appr.) - lather - additions, restaurants, etc. - 3 inspections by each inspect 440 mobile home permits l inspection by each inspector 25% of permit - re-inspections because additional time is needed 2% of inspec ions -- re-inspect because of failure to comply. �otal inspections 628 x 3 = 1,884 e--inspections 628 x .25 = 157 obile Homes 440 2,481 Total inspections/yr. 10.3 insp/day. average (excluding re-inspections because of failu to comply) Inspectors in office from 8--9 Ali everyday for public. Building Inspector OSHA - County Safety Officer Energy Officer - Effect of:�rergy conservation requirements - ) more time on each (framing, final) inspection, maf require extra inspection 25-309 of time. 2) inspection of aretro•-fittings 3) additional forms i.e. thermal package, license processing. Electrical Inspector New Permits - 2,481 Lnspections/yr. Carrboro 1,060 fnspections/yr. 3,541 otal 14.75 Tnsp/day service changes 1 insp/day 15.75 nsp. . per day Plumbing Inspector New Permits 2,481 spectii6ris/yr. 10.3 inspections per day Average Inspector's Workload Durham $ldg. Elec. P7 ,s 10 ay. 8 ay. 10 ay. Chapel. Hill 6 ay. bldg. 6 ay. 6 ay. 5 ay. housing Alamance 6or7 6or7 6or7 Position requested: A qualified electrical inspector to function as mobile home inspector and back-up for principal, electrical inspector. Fuhding available; An additional 403 of one position budgeted for 1977--78 to provide back-up assistance to the electrical. inspector. If the requested position is approved these funds and a new appropriate for 60% of the position would salary the position. EROSION CONTROL Projects: Area Type No. County Only existing bare areas 12 active sites 29 proposed 12 53 Chapel Hill -- Ca rboro existing 15 active 22 proposed 7 44 Total in Jurisdi ti.onal Area 97^ * Figures are approximate. Actual numbers are Likely to be 16-15% higher. Actions Takeo. to D te: visited and i.ns d ected Satevisited E p Informal meeting with responsible parties (sites) 26 Foxmial notificat"on of corrective measures (sites) 31 No action (sites) 40 97 Plans reviewed since July 25, 3.977 15 Plan exemption firms issued 19 Current time allocation: 605 Office 409 Field 33% Flan review 50% inspections 33% Correspondence, filing 30% Drivien; 33% Public, miscellaneous 20% Meetings Other Necessary Action: 1. Complete action on 40 sites on which action has not been taken because of inadequate manpower. 2. Increase side inspections in other target areas a g, University Take Watershed, specific priblem sites throughout county. 3. Increase co rdinati.o-a with other agencies e.g. 208 program, S.C.S., OWASA 4. Develop workshops on Erosion Control for contractors. Personnel Requestid: One position for Assistant Erosion Control Inspector whose principal, duties would be plan review and site inspections. Qualifications for the position include training and/or education in erosion control, soil conservation, construction site design and preparation. Funding Sources: Supplemental, appropriation. i Planning Department w L. Principal Programs I. Development of Township Advisory Councils. 2. Formulati n of County--snide Land Classification Plan and Comprehensive Development Plan. 3. Administration of Zoning and Subdivision Regulations. 4. Research and Development of technical. information. 5. Formulation of Land Use management ordinances. &. Inter--go=nmental communication. 2. Allocation of Staff Time: Advisory Councils - Preparation meetings 40% Administratioor of Ordinances 40% Development oIministration technical. information lO% Departmental � 5% Inter-governmental communication, Plan Formulation 5% 3. Current Staff espon.sibilities: Fl. annir. g Director - Departmental administration, intergovernmental communication, program development and design., ordinance formulation. Planner - Advisory Council Development and staffing, technical information research, long range plan development, assistance in ordinance formulation. Planner - Administration of Zoning Ordinance and Subdivision Regulations, inter- agency coordinator as related to ordinance enforcement. Planning Technician - Drafting, secretary to Planning Board, Board of Adjustment, logistical support to Advisory Councils. Planning Assistant -- Advisory Council coordination, meeting notification, secretary to Advisory Councils. 4. Position requested: An additional trained planner to share responsibilities for the development of the Advisory Councils and broaden the department's expertise in i formation analysis and development, particularly in transportation, housing, and economic analysis. This additional staff expertise would also improve input o land use ordinances, administration and formuatl.i.on. S. Funding available: Additional. appropriation. # of new lots since July Chapel Hill Little River Bin gain cedar Grove Hillsborough Eno Cheeks Total. Y 25 ( ) 12 (t) (f 95 1 3 1 (f) (z) U 141 (14) 1 (f 37 is t 19 (4) (1 t�J z t�) 5 f3, J _e€�,i�er 24 fns 1 (, .. 32 (z) 0) 2 lam} 3 0) 0 -70 �9, 0 0 0 10 (fj 3 f1 0 14 (3) tuber 2 (z; 3. j';i 0 5 (1 ji 9 2 !x) 3 (f) 24 C�/J ,mbar 9 ( ) 0 3 (z) 0 3 !Z 0 5 / 20 (9) Totals 80 L//q) 17 (4) 48 (foJ 108 27 (12) 17 (c 9 (3} 1 306 Sub. Div. Lots Total 52 306 M]. Hill & Eno Twps. 28 97 21 Hill & Eno as % of total 45% 32% - Sub, Divs, Total. 50 83 - as % of total 80% 27% . !1 'Hill & Eno-Minor Sub.Div. 26 39 total Minor Sub.Div, 52% 47% _4 Build.i.,tg Pets Orange County 1975 C.H/ Bing. Eno Hills. L.R. C.G. Cheeks 'Dotal Single Pam Sin 94 37 28 29 18 18 15 239 Mobile Homes 3.56 64 127 54 17 33 44 495 t..1976 Single Vam.i1y, 1012 46 38 36 .. 20 15 11 269 Mobile Homes 87 57 1201 58 25 19 67 433 X977 Single Fazni y 200 5Z 67 24 23 36 26 428 Mobile Homes 119 63 109 71 23 17 38 440 ^y 9 January 9, 1977 To: The Grange County Commissioners From: Joe Brads aw, Administrative Assistant to the County Manager Subject : The status of the Energy Conservation Program An extensive list of program activities and objectives has been developed. This list of over twe ty (20) objectives has served as a framework for soliciting the services of a compe tent Energy Conservation Agent who can successfully perform those activities mandated by both Town and County officials. After the interview process was completed, both staffs recognized that the extensive list of objectives is a conglomeration of both the Town's and the County's needs; therefore, this list is a highly opti istic assessment of what a government--initiated, countywide energy conservation program should involve. In order to successfully undertake such a comprehensive program, the County Manager has chosen to implement the energy manage- ment plan by dividing the workload between a consulting firm and a program coordinatc Therefore, the m ost appropriate course of action appears to be that of having an in-- house person to coordinate the various program activities for governmental personnel and an experien d group of energy consultants to design a comprehensive, county sponsored ener conservation program which may serve as a model for other units. This dual approach would include three major components: 1) energy conservation in existing government buildings and operations; 2) establishment of accounting systems, goals, guidelines, and emergency procedures for governmental use; and, 3) establishment of an energy management plan (including education of personnel and review of local ordinances) that will lead to a more efficient use of energy resource in Orange County. By dividing the workload between a firm and an energy coordinator, the coordinator will be allowed ore time for involvement in public outreach programs to be sponsored by the Orange County Agricultural Extension Service, the Orange County Recreation Department, and the Orange County Planning Department. The importance of such public outreach programs cannot be underestimated, for it is only through the commitment _ of all citizens to enemy conservation that substantial savings will be realized. The advantages of this dual approach are numerous. As indicated in our original grant proposal, re stressed our commitment to long-term projects. The combined experience of thI consultants will serve to create a program foundation that encompasses a my iad of on--going tasks that a single person would be hard pressed to develop, much�erform less to implement, in a single year. Because of its varied resourc the firm should its work more quickly, thorougly, and economically than a -- single in-house person. Yet, if our program were conducted solely by consultants (as some other ;governmental bodies have chosen to do) our commitment to on-going, long-term projjec s would certainly be neglected. Hiring an in--hou e coordinator to work with experienced consultants should result in the coordinator having invaluable information at his or her.di,sposal. Moreover, the coordinator will also have the opportunity to observe the experienced 'consul,tamt as they perform their tasks, many of which will require technical skill. Employing a capable, skilled in-house coordinator (or perhaps, "liason") should certainly allow the County to expand its program activities and to increase the program's impact on the entire community. -2- The staff h reached the conclusion that the program would be significantly weakened byTot having a full-time staff person. Now, however, the County is faced wit solving two problems: those of timing and of funding. Timing will e a critical factor since the County staff person needs to be on board short 1. after the consultants' preliminary work is done in order to under- stand how ana why the various processes and programs were developed. If the staf position is Eunded while the firm is under contract, the County will be able to negotiate with the firm for the training of the County coordinator at no addition. cost. Surer the benefits of such a situation cannot be underestimated. All of the a orementioned activities will be documented in written form and presented to the County Commissioners for review during the 1978-79 budget work. session- f Page _l:a AGREEMENT 7 / An Agreement between the County of Orange and Integrated Energy Systems, Inc. (IES) for Energy Conservation Consulting. Pronram �Te projects outlined below, which are described in detail in IES pro- prosals dated ilovember 1 and 25, 1977, will be undertaken during the term of this agreement. I. Energy Conservation in Department Operations A. Sheriff and Police B. Public Uorks C. Building Inspection - operations and function II. Energy Hanagement A. Employee awareness, education B. Energy accounting system C. On-going program 1. procedure manuals 2. description and program outline for in-house energy agent 3. FY 78-79 program preparation D. Training of new energy advisor III. Building Energy Conservation Programs A. Orange County Buildings - courthouse, health, welfare, old courthouse, jail B. Chapel Hill Buildings - library, old town hall, fire stations (3), Roberson Street Community Center Scheduling priority and changes in the above can be made with mutual consent. Terns --'ihe terms for the work will be the following: 1. Hourly char a which includes standard overhead (e g. telephone, secretarialq A. Principals $15/hr B. Staff 14/hr C. Not to exceed $8500 for itens I and II above and not to exceed $6000 for item III .above. 2. expenses such distance copying, 3. A retainer equal to 25A of the total fee will be paid within'15 days of the execution of this agreement. An hourly invoice for work and expenses will be sent monthly, due upon receipt. 4. Work will begin upon execution of this agreement. This agreement terminates June 30, 1978. . Agreed date r , Chairman President rid Orange County Commissioners Integrated Energy Systems, Inc. This instrcm�nt has been preaudited in the manner required by the Local Government Budget and Fiscal Control Act. finance Officer CONSOLIDATED 'TAX COLLECTIONS The Count of Orange is collecting taxes for almost all of the taxpayers for whom the three municipalities of Carrboro, Chapel Hill and Hillsborough are providing the same "service". It appears that this dual - activity need be performed only once at a considerably reduced cost and resulting savings to the taxpayers, as well as less of the inconvenience from dealings with two governments and two bills. As this r port is reviewed, it should be understood that the collections activity of th County will remain much as it would be if it were collecting only its own taxes. The tax amount on some of its bills will be larger, but the volume wild be the same. The increased activity will come in distribution of taxes and r porting to several units. Unfortunately, at least at first, there will be onsiderable problems arising just from the confusion 'of a new • system. TAX BILLING The Count is currently preparing separate bills for each unit using the same computerized .data base that it uses for its own bill . A single bill can be prepare(E from this base combining City and County taxes, just as the County now joi s with Special Districts. This activity alone will save approximately 11 .00 per municipal taxpayer including the cost of the extra bill , envelopes stuffing and postage. It is part icularly important that bills be prepared as soon as possible after the sett ng of the tax rates. A single scroll will be prepared with subtotals for each unit and each unit will be provided with a copy of that scroll and a copy of any additional billings such s "corporate excess" (the State determined utility taxes). The entir amount of the levy will be "charged" to the County Tax Collector annually by the Orange County Board. She will then have complete legal authorit for collection of the levy. COLLECTIONS For mailing purposes, the tax bill will identify the County offices. . The large majority of the taxes will be received by this method. There will , of course, be some mail receipts at the municipal buildings. Generally these would be forwarded by mail to the Courthouse. Taxpayers should be encouraged to mail in their payments and considerable initial publici�y should be directed toward this goal in order to limit the walk-in activity. "Walk-in customers", however, will be received in Chapel Hill and Carrbo' o municipal buildings and in the Courthouse for the payment of the taxes of any of the four units. Page # 2 . s Consolidated Tax Collections In the Towns of Chapel Will and Carrboro, a taxpayer will be able to determine the amount of his taxes by inquiry to Town Staff assisted by the County computer terminals. He can then make a payment to the Town Staff, who can provide the taxpayer , with a temporary cash receipt. Deposits will be made that day of all Town collected receipts and entries made by the l'own Staff to the records on the computer reflecting that payment. A permanent tax receipt will be stamped paid and forwarded to the taxpayer from the Tax Collector in Hillsborough when she has verified the completed transaction. Each month a listing of unpaid taxes will be prepared and made available to each unit so that in those hopefully infrequent times when the computer is "down"; the information will be at least within 30 days of being current. At the Courthouse both "mail-in" and "walk- in" payments will be processed through the computer and deposited, to the greatest extent possible, on a daily basis. The deposits will be made to a bank7.accovnt in either North' Carelina National Bank or Central Carolina Bank, the same account to which the munic- ipalities will be making their deposits. The two banks are recommended since they are the only two that have offices in each of the three towns involved. DISTRIBUTION Before 10 A.M. of the work day following the collection deposit date the County Finance Office will cause each unit's share of that deposit to be transferred to a bank account of the respective unit. That share will be ,determined by a computer distribution of all full payments as billed and of partial payments on a basis proportionate to that billed. It may be appropriai to specify that some particular amount due to a unit be reached within the account before a transfer is made. For example, in the Spring only a few hundred dollars might be collected each week for a unit. A transfer would be made when $1 ,000 or $5,000 is reached. This could vary among units and could be arranged by mutual consent of the County and the unit. Hillsborough's Finance Office will be notified by telephone, by 10 A.M. , on �the date of the transfer followed by written confirmation. The information will be available to Carrboro and Chapel Hill on the terminal . At the end of each month the units will each be provided with detailed payment and distribut information. DELINQUENT TAXES The collection of delinquent taxes will be performed by the County for al taxes becoming delinquent after July 1 , 1978. The County intends to employ al legal remedies including late notices, lien sales, garnishments, attachments, and foreclosure, and other methods that may be available. Page T 3 Consolidated.T x Collections For delinquencies prior to July 1 , 1978, the County will assume respon- sibility for collections of taxes secured by realty except where legal action has been initiated by'a municipal attorney. Uncollected and unsecured 77 and prior taxes on personalty will also be assumed by: the County with the munic- ipalities making extensive efforts in cooperation with the County to improve on these records before July 1 , 1978. LIEN SALES, ADVERTISING, REPORTS, & SETTLEMENTS The annual tax lien sale will take place at the Orange County Courthouse on a date 'to be determined by the Board of Commissioners.' The amount of the lien will be combined for all units and advertised as such. At various times during the year, as required by law; the Tax Collector will make a report to the County Board concerning the tax collections. This report will be made available to the units. Chapel Hill and Carrboro will ,.o so have access to the County computer records -far more current reports. The annual settlement of the Tax Collector's accounts will be made by the County and audited by the County audit firm. The report of the settlement will be made available to each unit and the various auditors of the respective units may perform whatever tests are necessary to determine the adequacy of the County procedures for purposes of the municipal financial audits. The County will in truct its auditors to cooperate fully with municipal auditors to minimize this activity from the perspective of both municipal costs as well as County inconvenience. t PERSONNEL The Count Tax Collector will continue to be appointed by and serve at the pleasure of t% Board of Commissioners with existing relationships maintained with the County Manager, Finance Officer and Attorney. The office of the Tax Collector will be maintained in Hillsborough and employees in that location will come under County personnel policies. The Towns of Chapel Hill and Carrboro will maintain collection points served by Town personnel . These personnel will be bonded Town employees. They will not je Tax Collectors or deputies of the County Tax Collector, but rather theV will be conveying funds on behalf of citizens to the County Tax Collector, as a convenience to those citizens. It is assumed that this activity will 3e limited throughout most of the year and will be easily handled by a wn employee with other duties. late December will , however, require greater effort. The Town employee will have a unique identifying title such as Town Collector, or Associate County Collector, a title that will not be confusing with statutory or customary County titles. EQUI The Coun y well have installed by July 1, 1978, a computer system adequate to support this consolidated tax collection proposal . Chapel Hill 1 . Page # 4 Consolidated Tax Collections and Carrboro will have access by video screen terminals to the collection re- cords. Dedicated telephone lines will connect the cities to the County. No other new equipment will be required, excluding, of course the peripheral equipment currently scheduled for the County Tax:Office as part of the County's total system acquisition. It is assumed that, as the municipalities use of the County's computer facilities increases in non-tax areas, the cost of terminal and telephone lines rents will be decreased for the tax office. Other computer applications will be maintained on the same equipment and further distribute the casts. MISCELLANEOUS 1 ) The County Attorney will represent the Tax Office and provide all legal advice. Municipal Attorneys will refer inquiries to him. 2) The County will prepare a special city bill for Durham County residents of Chapel Hill and forward assessment data to Mebane which will prepare its own Town bills. COSTS The Towns will be charged for these services on a per bill collected basis to be determined at year end according to the actual cost of tax collections. Cost per bill will be further apportioned to the Towns on the same ratio of," Town to total taxes on its bills. An estimate, for quarterly payment purposes, will be determined by the County Finance Officer, with a year end reconciliation for additional payments or refunds. An example of the method of determining charges is attached based on current tax rates and current number of bills. It is also proposed that a 15% surcharge be placed on Chapel Hill and Carrboro for the first year only producing an additional $3,500 for the County as partial recovery of start-up costs prior to duly 1, 1973 relating to com- puter hardware and programming. This will not be charged to Hillsborough since the Town is not requiring any additional hardware and receives little advantage from multiple collection prints in the Southern part of the County and in fact a $550 credit is proposed for Hillsborough to adjust for the costs of the additional charges for Chapel hill and Carrboro offices. Included in the Tax Collector's costs will be a rental charge to the Data Processing Department for central processing and staff support, rent (or depreciation) for capital equipment purchased originally by the County (including DP equipment), and payments to the Towns for services rendered to the Tax Collector, i . e., conveyance of collections from citizens to the Tax Collector. Assume that 10% of the total County Tax Sills were "walk-ins" in each municipality and each bill averaged 10 minutes of staff time, then approximately 3 man months would be required from each unit (33,500 X 10% X 10 min 3 man months). This appears to be high from current estimated traffic although one can assume that the elimination of duplication in walk- ins will not affect the southern municipalities to the extent that it will the County. $3,500 per unit should cover that 3 man months. $7,000 or $1 per bill is estimated for Chapel Hill and Carrboro walk-ins. .l' r Page n a Consolidated Tax Collections An estimated first.--year expenditure budget is attached totaling $120,000. Taking each government's present casts for tax collections , this would result in an estimated overall savings or $36,000. Distributing this among four units, according to current bills and costs, shows the following savings per un"t: Current P=ed Saving Carrboro 17,000 6,000 11 ,000 Chapel Hi' l 33,000 17,400 15,600 Hillsborough 3,000 2,100 900 Orange Co my 103,000 94,500 - 8,500 Total 156,000 120,000 36,000 ..__._ Arid"a€-course the municipal taxpayer is saving in both his governments. There are some problems with this comparison since the bases are different from unit to unit. For example only the County is showing indirect costs and overhead, but generally his chart appears to be a good guideline. r i=XPENDITURES PERSONNEL. Tax Collector Deputy Tax Collector Delinquent Collector Clerks (2) Total Salaries 56,500 Fringe Benefits (15%) 8,500 Total Personnel - 65,000 SERVICES 4,000 Attorney 3,000 Audit 7,000 _====Municipal Collections ..'Management & Finance 4,000 Total Services 18,000 OPERATING.COSTS Training 500 Postage 9'000 Telephone 2,000 Travel 1,500 Maintenance to Equipment 300 Space Bents (30 X 50 X $3) 4,500 Advertising 3,000 Supplies (Tax Bill, .:included) 4,000 Data Processing Telephone 3,000 Central Hardware & Software 5,004 Equipment Rents* 3,50 Bonds 300 0 400 Equipment Replacement Total Operations 37,001 Grand Total 120,00, * 3 Terminals 3,500 ea, l printer 5,900 amortized over 5 years w_ RESOURCES 1St Yr. Total 1st Annual (1) Adjustment (2) 0_ niy Carrboro 5,900 900 6,800 Chapel Hill 17,400 2,600 20,000 Hillsborough 2,100 0 2,100 Orange County 94,600 3,500) 91 ,100 Total Resources 120,000 0 120,000 Notes: r . 1 . From table (3) below except Hillsborough is reduced by crediting $550 for Chapel Hill and Carrboro collections points. Cost ($11 ,000) multiplied by per = ment (12.6) of total municipal Fulls and per cent (40.9) of Hillsborough -tax'-on Muni ipal bill. 2. 15% is added to Carrboro and Chapel Hill as an arbitrary reimbursement for start up co is related to computer hardware and software and unsecured delin- quent tax activities necessary and unique to Chapel Hill and Carrboro partic- ipation. 3. Illustrative costs based on 1977-78 figures. (a) (b) (c) (d) (e) % Tax is of Cost Total Total t' Tax/$100 Consolidated Bill Per Hills Charge Bill To Unit Carrboro $ 1 .10 51.5% 1.85 3,200 5,920 Chapel Hill 1.12 52.0% 1 .87 9,300 17,391 Hillsboroug .54 40.9% 1.47 1 ,800 2,646 (a) Curren Tax Rate. (b) Consolidated bill 'includes current County Collections of $1 .035 in Chapel Hill and Carrboro (includes School District) and .78 in Hillsb rough. (c) $120,000 total budget divided by 33,400 total bills multiplied by Per cent of municipal tax on bill (column 2). (d) Estimat d by Towns. (e) Columns (c) X (d) . QFF[CE OF THE COUNTY MANAGER 124 WEST ELM STREET GRAHAM,NORTH CAROLINA 27253 DON C.FLowEns.JR. TEl aaa-3312 COUNTY MANAGER AREA CPbE 915 January, 6, 1978 Mr. Sam M. Gatti County Manager Orange County 101 East Margaret Vane Hillsborough, North Carolina. 27278 Dear Sam: This letter is ti confirm our recent telephone conversation concerning the Orange-Alamance County boundary. As you know, we have many residents in the Mebane area whic� have sent their children to the Alamance County schools. Accordingly, we have had the problem here of charging extra tuition fees because of the extra costs incurred by these students. As per the agreement between our respective tax supervisors, some Mebane residents are noun paying Alamance County taxes. This alleviates the tuition charge for these residents and helps defray the educational cost since it puts them on our tax looks. However, these residents have an extremely serious complaint. Thei complaint has been that -while they pay taxes to the County of Al.aznance, they are not allowed to vote in this county. According to the Attorney General's office, it is not important where they pay their taxes, but they can only vote within an established boundary. . This; of course, led to our discussior concerning moving the county line. T agree with you that probably the best way would be to have the Commissioaers of Alamance and the Commissioners of Orange agree to an "arbitrary„ boundary which would not necessitate the expense of surveyors and/or consultants. The Alamance County Commissioners are aware of this situation and this letter is to see if we could set up a.tgntative meeting date (probably the first two weeks in February) to bring this is ue to a close. In the meantime, the Alamance County Commissioners will probably want to have some public hearings involving the Board of Education, Council people of the Town of Mebane, and the citizens of Mebane to determine just hoar adamant these feelings are in moving the county line. If there is not that much sentiment toward moving the county line, it may be that a joint meeting betT4een the Oran .e County Commissioners and the Alamance County Commissioners will not be nece saty. It is important that we do set a tentative date in order to get the other eetingsheld so that any potential taxpayer will, have time to vote in the prim Zy. (Continued) h Mr. Sam M. Gattis Page 2 January 6, 1978 Please advise as soon as possible: the feelings of the members of your Board and I will immediately relay that to the Board of Commissioners here. Best regards. Yours very truly, ADAMANCB COUNTY by ! Don. C. Flowers, Jr. County Manager DCFjr gc--_ cc: Mr. Harvey R. Newlin Mr. N. N. Fleming, III Mr. Jack O'Kelley Dr. J. Earl Danieley Mr. Jack Paris Mr. Paul F. Nance Mrs. Lib Culp Dr. Robert A. Nelson County Board of Education WINSTON, COTXbLt Lr1" AND B-ZRN xOLZ A-T-ronNnys AT LAw BASRT I WINTZON CuUnTos STREET AmNzo B GoiE AN.7R HILLSBORD- 0n.Naas CABOUN6 27-78 ag COUNS L STEVEN A.BEnsulolz 919 732-2164 - BoN*7ER B,SINyxu RoGEB B BEw4aoL2 (1902^fB72) DoNAxD R DIc{EnsoN January 8 , 1978 — CUAwVL HIT-L OFPXC1r T WILIZA.{ BFm.)rl SU1T>«y-n� rr O,FRANXL BVIT IN GEOF?I$1:Y E GLEDFULL 137 EAST FR&K-A UN STREM DoUGLes HAuan Av& CF Arr-L H1z.z,Noirrn Cwnoum& Winxt,m F.LARixzR 916 929-7161 Dxvm M..Rooms.T[! Mr'. S. M. Gatti s orange County Manager Orange County Courthouse Hillsborough, North Carolina 27278 Re: orange County - Alamance County Boundary Dear San: Pursuant to our conversation of January 6 , 1978, `----_ T have checked the statutory requirements f6r settling uncertain boundaries between counties. The governing statute is G. S. §153-A-18. it pre.sckibes in subsection A, a procedure to be followed to establish the boundary. That procedure involved a survey and a marked and mapped plat all to be done iinder the supervision of appointed commissioners. The special commissioner aspect of this procedure is optional. Presumably if the two boards can agree on where the lane is located, only a survey and plat would be required. The completed survey will then be ratified by the boards of each county and a snap showing the surveyed boundary would then be recorded in the office of ' the Register of Deeds of each county. The map would 'contain a reference to the date of the resolution of ' each board ratifying it and a reference to the page in the minutes of each board where the resolution may be found. After recordation, the map is conclusive as to the location of the boundary. I can find nothing which would indicate that public hearings are required. The decision to conduct public hearings would be one of a political nature. Very truly yours , WTNSTON, COLEMAN and BERNHOLZ Geof i y: . Gledhill (W64) J GEG/Meh Memorandum Orange County Board `of Commissioners From: Sam Gattis, County Manager Date: January 9, 1978 Subject: Boundary Orange-Alamance Counties Some ti ago I mentioned to you the Alamance County Manager had informally dontacted me expressing some concerns his Board of Commissioners had over th inexactness of the Orange-Alamance boundary in the Mebane area. I am enclosing a letter I received from him today. As you may know, for many years Ninth Street in Mebane has been considered the County line although neither the tax maps of Orange nor Alamance County support this, interpretation. Further, the tax maps of Orange and Alamance do not coinide as far as the County line is concerned. These inconsistencies did not trouble anyone until recently when the Alamance County Board of Education imposed a tuition on all non resident students. The Alamance Board of Education used as its residency guide an Alamance CAnty tax listing.) When this happened people living along Ninth Street in Mebane began working to obtain Alamance County residency to avoid tuition pays nts. As our tax maps did indicate some vroperties we were taxing not to be i Orange County the Tax Supervisor agreed to release these units on January , 1978. These few people were accepted into the Alamance County School Syst m without charge I am'told. Alamance County's problem seems to arise internally. When the persons spoken about in the preceeding paragraph attempted to register for voting in Alamancelcounty they were denied this privilege by the Alamance County Board of E1 ctions. That Board seems to be saying they are looking for a more formalized boundary. In any event, if you are willing to meet with Alamance County officials, we should a range some tentative dates, if not I can advise them.