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HomeMy WebLinkAboutAgenda - 12-03-1979 r r� A G E N D A ORANGE COUNTY BOARD OF COMMISSIONERS DECEMBER 3, 1979 _ COMMISSIONERS ROOM, ORANGE COUNTY COURTHOUSE HILLSBOROUGH, NORTH CAROLINA 10:00 A.M. 1. The Board should•eleci a Chairman to serve until December 1, 1980. 2. The Board should elect a Vice Chairman to serve until Decmber 1, 198O. 3. Does any Board member, desire to add additional items to this age 4. County officers listed below serve at the pleasure of the Beard: A. Attorney B. Clerk C. Manager D. Finance Director 5. Does any member of .the audience desire to comment upon: A. Matters on this agenda? B. Matters not on tt-lis agenda? 6. The lerk submits minutes of the Board's meeting of November 20th for consideration. 7. Ms. Gale Arneke will deliver the results of the Commission far Women's 'talent Bank search to the Board. 8. D15CG 510n Of a re or o conce-ning County fundingforhthreeavoluntarysservicera enciess: The Women's Health Counseling Service, Rape Crisis Centerand Coal T on for BatteFd Women. 9. The Manager recommends the Board approve an a reemen legal jservices attendant. to a iv- D Matter (Stewart vsfoSi,evart)n with the firms Hogue and Strickland. -2- 10. The Manager recommend renewal ofsa contract with Peat Marwick, M4tchell & Co. for outside The manager recommends tAudite�e�s �o,coQerr�na�itit�dip��edgency fund to the budget item _ expenses relating to the 1978-79 audit. 12. The Architect recommends the.. Boa extend the date of completion of the Human Services Center until April 13: Will the Board adopt the read tinge County Cable Television System Ordinance upon second 14. Will the Board propose a charge -to the Cable TV Citizens Advisory Committee? Supervisor the Board approve tax refunds itemized 15e The Tax Superviso below: - A. Nancy Oathout $39.12 (1979 B. Margaret Williams $151.24 (1977-2.978) C.' Robert H. & Barbara Frey $61.78 (1.977--1978) 16. - The 'Tax Supervisor recommends the Board approve release of tax bills itemized below: .. A. Robert H. & Barbara Frey $33.93 (1979) B. University Auto Supply $199.36 (1979) $6.6:3 (1979) C. Kenneth I. Cross - 0. Herb Holland Co. , Inc. $88.60 (1978) 17, The Tax supervisor recamneefrvrn $74,300 dtaa$53g80{l. of Berini Brother's Investment-Corporation The Tax Supervisor will comment. 18. The Tax Supervisor recommes�'ellowship request lncr ($9{14�75)f bed denied. tax bill of Campus Christian 19. The Board should fix a date to conduct a public hearing to consider naming certain public roads. 20. The Community Development Task Force $14,000 from the Cvmmunity to Community Development AdminisLthroughtOctoberl1of 1980Community Development Coordinator p i 21. Appiintments: A. I The terms of office of members of the Nursins Home Advis6ry Committee expire iecember 31st.. B. A vacancy exists on the Chapel Hill Planning Board. C. The Board should name members to the Cable TV Citizens Advisory Committee. 22. The Planning Board recommends: A. The preliminary plan of Scotswood Subdivision be approved. B. The preliminary plan .of Valley Wood Subdivision, with certain restrictive covenants, be approved. 23. The Board will hear the appeal of the City of Durham of tax ass ssments on certain lots near the Eno River.. State Park. 24. The Finance Director will review a memorandum concerning County fi nanc i.al.. res.ou rtes. 25. Will the Board consider amendments to the Capital Projects Ordinance on finally proposed at its meeting of November 20th? 26. The staff will advise the Board of Public Service Employment all cations for the remainder of 'the. federal fiscal year. AGENDA ORANGE COUNTY BOARD OF COMMISSIONERS DECEIVIBER. 3, 1979 MEETING ADJOURNED TO DECEMBER 10, 1979 COMMISSIONERS ROOM, ORANGE COUNTY COURTHOUSE HILLSBOROUGH, NORTH CAROLINA 7:30 P.M. 1. The Board should elect. a Chairman to serve until December 1, 1980. 2. The Board should elect a Vice Chairman to serve until December 1, 1980. - 3. Coun officers listed below serve at the pleasure of the Board: A. ttorney B_ Clerk C, Manager D. Finance Director • 4. The inance Director will review a memorandum concerning County Tina cial resources. 5. ,fill the Board _consider amendments to the ,Sapital Projects Ordinance originally proposed at its meeting of November 20th? ,/ 6. The oard will set its meeting schedule for December, 1979. AGENDA ITEM n 8 September 20, 1979 MEMORANDUM r To: Ms. Peggy Pollitzer, Chairperson orange County Human Services Advisory Commission FROM: Ad Hoc Committee on Three 'Voluntary Agencies, The Women's Health Counseling Service, Rape Crisis Center, and Battered Women's Coalition SUBJECT: Final Ad Hoc Committee Report The Ad Hoc Committee composed of the following members: Mr. William F. Baxter, Jr., Chairperson Mr. Gerry Cohen Ms. Jean Buckwalter Ms. Nancy Park Mr. Tom Ward Mr. Jerry Robinson held five meetings over the period of time from July 19 to September 17, 1979. In these meetings the Committee had wide ranging discussions covering the issues addressed in Mr. Richard Whitted's Letter to you of July 3, 1979 as well as a number of related issues. ` Moreover, the Committee has been able to reach a concensus on the first three issues raised in Mr. Whitted's letter. The Committee was unable to reach a consensus on issue number four but has provided several alternatives for consideration. The Committee's concensus views on the first three issues are as follows: 1. If these are needed services, how can they be provided effectively and most economically, without duplicating services already provided and without duplicating administrative effort? The Ad Hoc Committee recognized the limitations of the present state of the art in needs assessment efforts and did not attempt to go into great depth in this aspect. The Committee, in assessing need, considered both 2 objective and subjective information and concluded there appears to be a need for the services to be provided, We concluded that the service delivery system as presently constituted by the three volunteer agencies was effective, did not substantially duplicate services, and/or serve the same clients as the three public agencies and should continue. 2. Could these services be provided through established agencies, i.e. Departments of Health, 'Mental Health, and Social Services? The Committee felt that there were two important and intricately involved issues to be dealt with in this question. The first relates to cost effectiveness and the second to whether the thrust of volunteerism would be lost if the services were subsumed under the aegis of the public agencies. This Latter point is discussed in more detail in number three below. The three volunteer groups have significant affinity to two public agencies. However, neither agency would at present be able to assume the responsibilities being carried out by these groups. The three public agencies would not be able to provide the services being furnished by the three volunteer groups unless some presently delivered services were reduced or terminated or unless additional funds were appropriated to the agencies for said services. The Committee felt that services could be provided by the voluntary groups in a more cost effective manner primarily due to the utilization of volunteers. i 3. Examine the value of "volunteerism" and "privacy environment" which these groups emphasize and determine whether volunteerism and privacy environment should and/or could be preserved within the established structures. The Ad Hoc Committee felt the special nature of Orange County needs to be recognized and utilized in terms of the large number of persons interested in and committed to giving of themselves in voluntary pursuits. This sense of dedication and committment by volunteers was viewed very positively by the Ad Hoc Committee. We further felt that "privacy environment" did provide a non-bureaucratic service opportunity to persons who might not avail, themselves of services provided by the public agencies. 4. If small independent agencies are funded with tax monies, how can they be supervised and coordinated within the govern- mental structure? The Committee considered a number of possible solutions in trying to respond to this question, Moreover, the Committee recognizes the almost limitless variations possible in attempting to deal with the question. 3 -- However, we have listed those solutions which we feel most appropriate to the situation as we understand it. The passible options are as follows: 1. The County would allocate funds to the Women's Commission which in turn would contract with the three volunteer groups. i 2, �Ta unty would allocate funds to public agencies which i turn contrac with the three volu teer groups tr p.� -{p a. &A0 �cr ray .yr�n c�2aJ . 3. The County would allocate funds directly to the three groups. The necessary program and fiscal monitoring and evaluation could be provided as follows: 1. By the Joint Budget Review Committee of the Town of Chapel Hill, United Fund and Orange County or their designee. I i 2. By the contracting agencies/groups. i 3. By a special committee of public agency personnel� g Y P appointed by the County Manager. k. By a special committee of the Human Services Advisory Committee. 5, By any combination of the above. I The Committee felt that it was very important for the three I volunteer groups to maintain their own separate identities. Furthermore, the Committee urges the volunteer agencies to utilize the criteria established by the Association of Volunteer Bureaus in the publication ,Standards & Guidelines for the Field of 'Volunteerism in re--structuring their respective Boards. The Committee further urges continuation of present efforts already underway by the three volunteer groups in various cost effectiveness pursuits. Members of the Committee will be available to discuss the report further at the September 27, 1979 IISAC meeting. cc: Ad Hoc Committee on Women's Groups srl f19 AW AGENDA ITEM � 24 MEMO TO: Board of Commissioners, Orange County Y�fi FROM: Neal Evans, Finance Director and Assistant County Manager DATE: November 14, 1979 SUBJECT: Finances The purpose of this memo is to reveiw certain financial matters in light of last week's bond referendum while looking forward to decisions that will be made in the near future. Funding- of Current Capital Projects There are sufficient funds, if several assumptions are made, to complete Grady Brown and the Jail consistent with the Capital Improvements Program (CIP). The primary assumption is that the $500,000 (or 60100) base commitment to capital outlay will be maintained. A second assumption is that investment income will be available from idle cash currently held for the Grady. Brown project. The chart below shows the distribution of cost and resources modifying only slightly, the CIP. $10,734 have been added for Council on Aging equipment and $35,204 in revenue from the related grant. The contingency is reduced by $35,466 to cover change orders already made leaving a current contingency for Grady Brown of $174,534. Of course, $70,000 for parking is still available. Appropriated Additional Requirements Projected Costs Total To Date 1979-80 1980-81 Jail 851,680 42,500 402,ODO 407,180 Grady Brown 2,321,234 2,079,088 242,146 -0- TOTAL 3,172,914 2.121,588 644,146 407,180 Resources County Appropriations 3,086,206 2,069,500 500,000 516,706 Grants 35,204 35,204 -0- _0- Contingency 8,745 8,745 -0- -0- Interest 42,759 -0- 42,759 -0- Total 3,172,914 2,113,449 542,759 516,706 In addition to the above resources, there should be about $15,000 more available in interest funds sufficient to provide for the renovation of Social 2 Services, but not beyond that. This leaves us in the implementation of the "Massif Plan" with: 1) No renovation of Old Courthouse (5116,600) and consequently no new district courtroom or elevator. 2) No renovation of New Courthouse ($74,500). No elevator and no place for Data Processing since th6 district courtroom remains. 3) No minor renovations and painting to Health, Agriculture, and Library ($10,000). If any funds remain from other project contingencies items 2 & 3 above excluding elevator might be squeezed in. All of this depends on the jail bids coming in within budget. For that reason, there should be no decision on current allocations of any county funds until those bids are in and accepted. Only the chart above should be considered since Grady Brown is under way and the next priority is the jail. Other Capital Projects To fund the balance of the "Massif Plan" or any other capital projects including the schools` to any extent would impact on future budgets of the county and would, at best, be limited. I will review below several of these possibilities. Other Current Resources There are three existing sources of additional county funds during the current fiscal year: 1) unappropriated fund balance, 2) excess revenues over estimates, and 3) amounts available from under expenditures. I do not recommend going to these sources for several reasons. First, the total of these is what becomes next years1fund balance available for appropriation. If this total is not approximately $900,000 next June 30, one effect will be that additional funds must be raised to maintain the exssting level of resources. The chart below indicates the % of variation from budget over the last five years for Revenues and Expenditures. % of Revenues % of Expenditures Year In Excess of Budget Under Budget 1974.75 5.7 7.0 1975.76 14.5 6,8 1976-77 5.6 5.3 1977-78 4.6 4,4 1978-79 6.2 1.2 If we repeated our lowest percentages in 1979-80 we would not achieve that $900,000 mentioned above. If you do utilize any of these sources without other actions, then you should recognize that you are making decisions for next year's budget. A In mentioning other actions, I refer to freezes in hiring, equipment purchases, travel, etc., that offer one of the few avenues for controlling any of the fund balance factors. I feel these are drastic measures and are not appropriate on a county-wide basis. Ob%.iously, very careful administrative review of hiring and purchasing is appropriate, but only in extreme circum- stances is it beneficial to substantially alter annual operating plans of a department in mid-year. The appropriate time to cut back is in the approval of the annual butget, when these cuts can be carefully planned to have the least negative impact on services. An additional factor in utilizing the protential fund balance is the cash flow problem. For several years we have not had this problem with capital reserves and bond funds available but these will be gone, and there will be a slight cash flow problem even in funding the jail. Tax anticipation notes, are available if the cash flow is not adequate, but we'would not want to continue that over time as a fiscal policy. This means that TA's are only a temporary solution and eventually we would have 'ta bail out with additional revenues. Other Debt Options The sale of bonds up to 2/3's of our net debt reduction in the previous fiscal year is available to the County with no referendum required. $215,000 is available in the current year and after July 1, 1980 $170,000 would be available if we exercise the $215,000 option. $310,000 would be available after duly 1, 19BO, if we don't exercise the option. I would note that a petition of 10% of the registered voters could require that a referendum be called. Another debt option is the use of financing agreements similar to the one the County currently has for the computer. We will be preparing at least two of these for you this year. You have already entered into a contract for additional computer equipment, and I am now pursuing a financing agreement that will produce approximately $1oO,0O0 to be paid off at about $:30,000 for each of the next 91z years. We are also considering the purchase of a new telephone system and will be receiving proposals in the near future. This will cost approximately $200,000 to be financed at $45,000 per year for five years with at least 10% paid up front. (It appears that buying the telephone system will be cheaper than renting it as we now do.) The point of this is that, in the equipment area, we have the ability to "borrow" funds over time, and will actually be able to free some currently committed funds for other limited purposes in the computer funding. Of these debt options, I would recommend that you authorize a bond order in the near future for the $215,000 1979-80 net debt reduction authorization subject, of course, to your judgement of the political factors related to potential petitions. (The purpose could be for the jail, thus freeing the capital funds.) We could issue bond anticipation notes in 1979-80, then on or after July 1, 1980 a second net debt reduction bond order could be made for $170,000. 'Then in 1980-81, both amounts could be sold together (only one bond sale in the national market) and the bond anticipation notes of the previous year paid off. This would provide $385,000 in capital funds at a cost of about $32,000 per year of 20 or more years. I• 4 Contingencies The obvious current source of funds for items of an emergency or contingent. nature is the contingency line item. There have been no amendments to that line approved to date, so it remains at $100,000. Some funds will be required for bond education, but less than $3,500. There are several other contingencies on the horizon including a major item of about $20,000 additional required for revaluation activities. 'This would have been available from the Revaluation Fund but the contract came in over the $250,000 estimated. There are 7z months left in the year, and the contingency amount is very small. Consequently, it should be reserved to the greatest extent possible. Funds Available Summary In addition to the jail and the Grady Brown building, there are several funding sources available at a cast to us in future years estimated as follows: Amount Cost Available 1980-1981 Future Years Net Debt Reduction Bonds 385,000 32,000 32,000(20) Financing Agreements 80,000 25,000 25,000(4) i Fund Balance Pool 800,000 800,000 -0- Contingency 75,000 -0- -0- Total 1,340,000 857,000 57,000 If all.of this were used the County would be broke, have to raise taxes 10� in 1980-81 for a maintenance budget, sell tax anticipation notes, and have no other contingencies. The most realistic approach is the net debt reduction bonds and the financing agreement which cast us less than two-thirds of a cent in 1930-31 1 present the other information only to answer the question "What else do we have available?" Finally, on funding, you will note the lack of comment on returning the question to the voters through another referendum. I have done so because I feel this is purely a political matter at this time. M tal Improvements Pr_ UYam It is also my recommendation that we being the preparation of the 1980-85 capital improvements program (CIP) as soon as possible. It was anticipated in the initial year that this would be an annual activity. With fewer resources available, it becomes even more important to have a long range capital plan. Following the organizational meeting of the new Chapel Hill Board it would be appropriate to have an initial meeting among the school boards and the commissioners. This timing is important so that the CIP can get well under way if not completed before serious consideration of the operating budget begins. ORANGE COUNTY FUND BALANCE ANALYSIS - 1978-79 (1,000's) Unexpended Balance 171 Excess Revenues 729 900 Unappropriated Fund Balance 172 Fund Balance 6/30/79 1,072 Audited Fund Balance 1,032 (Adjusted for restricted receivables; this is amount available for appropriation) Unexpended Items Excess Revenues Tax Supervisor 9 Property Tax 173 Tax Collector 7 Sales Tax 126 Planning 16 Intangibles 100 Data Processing 16 ABC 100 Health 13 Investments 152 Recreation 26 Other 78 Support Enforcement 6 Total 729 Agriculture 6 Sheriff 13 Public Works 9 Street Surfacing 30 Other 20 Total 171* 5 The only major change in the CIP planning process that I recommend is that priorities be established for each project; this should be done at every level. The school boards, the County administration, and finally, the Board of Commissioners ought to indicate where they recommend that the next marginal dollar be spent. If this priority setting is done, then when we get to the budget process the level of dollar commitment becomes the primary consideration, not which projects we go with. �( .W1 �� � 79 � ,;2 AGENDA ITE14 r 25 ----� Memo TO: Orange County Board of Commissioners FROM: Meal Evans, Finance Director and Assistant Ca, Manager DATE: November 14, 1979 SUBJECT: Capital Project Ordinance Amendment The attached capital project ordinance amendment related to Grady Brown serves two purposes. First, it corrects the previous inclusion of professional services within the construction line item by establishing a separate line. Second, it adds funds from contingency to construction to cover several change orders that have been made in accordance with board authorization since the original ordinance. The contingency results from the grant from the Older American's Act. I would note that the funds for professional services also cover the jail contract, ORANGE COUNTY, NORTH CAROLINA COUNTY OFFICE BUILDINGS PROJECT ORDINANCE AMENDMENT BE IT RESOLVED by the Orange County Board of, Commissioners, that the County Office Buildings Project Ordinance adopted the 4tft day of June 1979, is amended as follows: (Decreased) Appropriations Increased To Total Professional Services 53,856 53,856 Construction (38,689) 1,948,016 Contingencies (15,725) 8,745 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 Baord within five days of its adoption. 7-7eOf le ;� o ., cC-DURHAM N3r i_DYjMENT&TRAINING ,ENTRAL OFFICE ORANGE ca.orr1Ct WJPHAFA CO.OFFICr. _ T,5 N.CHLIRTON 5�T. MUt-TI•PLIRPOSE CENTER 3GD C.1.1 A1N T»T., H 1LL%DOFIOVGH.N.G., 410 CAL.OWELL CXT r1t)J-HAM.,tt.C. 732-092-3 CHAPEL.Fl U-14 C. C62^1553 OR 99-7133.-T:a_'T.70'1 ALLOCATIONS FY'80 FY 79. 80f 79_ II-D Initial $119,837 Additional 134,833 7C�% 254,670 365,650 VI-S Initial $63,332 Additional 22,239 $85,571 29[3,078 30Z VI-P Initial $21,450 Additional 64,123 $85,573 42,538 201r TOTAL $425,814 698,266 617 an equal opportunity/full potential employer ORANGE-DURHAM EMpL0YDJ1r=NT&TRAINING C:EHTRAL OFFICE ORANGE CO.OFFICE t'MR11AM CC-.C FrMr 1Is N.CHURTON ST. MUL-rf•PU RPOSE CC14TCR 706 V.MAM£.T„ NILLSDVROVGN-N_C- 410 CALOWELF.CXT. [i{1R14A1r.1:.G- 792^0>23 CHAPEL HILL.34 C. C•6]1 F43 CAP} 942•4700 6RP.-7]91{VXT..797 y ©IWIGE COUNTY 12--D VI-S VI-P Total Allocation $154,067 $57,838 $57,879, Expenditures -1047101 -43,321 "J1,166_ Oct. 1 -- Dec. 31 Balance $54,966 $14,557 $_46,713 on Jan. 1 Participants (45). (14). (S)_ on Jan. 1 an equal opportunity/full potential employer 1 UF�ANGI -DURHAM EMPLOYMENT&TRAINING ORANGE CO.01'FICE DURHAM CO.OFFICE CCNTRAL OFFICE MULTi•PU RPOSF.CCilTCfl :IP6 E,IAAi It S.T. 1 l5 N.CHU RTON 5T. A EO CALOW FLL CXT: Min MIA I"C, HI LLSSnORO UGH,N C CHAAEL HILL, ii-C- G02.197]0 732.0725 942^3705 330-77]i ii:Y.Y..767 DURUkM COUNTY 11-D V1--P Total .Allocation $9.0,603 $27,693 Expenditures -22.,365, -19. 9, 78 �360 Oct. 1 -- Dec. 31 Balance $58,238 $1,715 $271334 on Jan. 1 e Participants C8) 0) an equal opportunity/full potential employer r OR.t1NCE COUNTY POSITIONS Title xI-D Orange County Government Life rnr.ichment Center General Services (1) Human Resource Aide (1) Assistant Truck'Driver (1) Repair Person Carolina Regional, Theater (3) Housekeepers (I) Administrative Assistant Social Services (1) Clerk--Receptionist 'town of Carrboro Finance (2) Secretary I. (1) Clerk (1) Fire Fighter Commission for Women Art School (Carrboro) (1) Clerk--Typist (1) secretary Orange County Su erior Court "-" � Chapel. Hi.l.l. Housing Authority (1) Clerk-Typist — (1) Maintenance Trainee Orange County Libray -- Chanel Hill I'ubli.r. Litarar)• (1) library Assistant (1) Library Aide Town of Hillsborough - Chanel Hill. Human Services (1) Utility Person (hater Plant) (2) Street Repair Workers (1) Community Aide ,faint Orangc-Chntham Community Action (,IOCCA) N.C. Heart Association (1) Social Service Handicap Assistant (1) Printer Trainee (1) Center Director (3) Clerk.-Typist's (1) Receptionist-Secretary (1) Cook Aide N.C. Memorial. Hosvital. Orange County Schools (1) Optician's Apprentice (1) Secretary Trainee S .C. 'Vocational. Rehabilitation (2) Administrative Trainees (1) Clerical Trainee (1) Receptionist II. (1) Cool: (1) Casework Assistant: (1) Vehicle Mechanic (1) Custodial Trainee Institute for Southern Studies (1) Maintenance 'Mechanic Trainee (1) Graphics Designer N.C. Assoc. fat Fmotionaliy rroubled (1) Typesetter -- - (1) Administrative Assistant (1) Lawn Person R.G. Hemophilia Foundation (1) Office Manager is 'IerminnLLng be[oLo 1/1/90 Title VT PSE (Oran e County. Title VI - Project Oran ,o Count Plannin Dept Chapel Hill. llousing Authority (1) Project Coordinator (3) ;Maintenance-Laborers (2) Carpenters Orange-Durham Employment & Training (1) Clerk-Typist (1) Secretary 0. C. Council on Aging (1) Van Driver (1) Volunteer Coordinator 0. C. Register of Deeds (1) Switchboard Operator JOCCA (1) Community Service 'technician Carrboro Art School (1) Director IINC Dept, Dramatic Art (1) Administrative Assistant Town of Carrboro (1) Crev Supervisor (4) Laborer North State Legal Services (1) Secretary Chapel Hill Ito a Crisis Center (1) Clerk-Typist *Terminating before 1/1/80 R DURHAM CUU\TY POSITIONS Title T.1--D Durham County Government General. Services (2) Laborers Social Services (I) Eligibility Specialist loyment Security Conunission (5) Clerical Trainees YWCA (1) Activities header Title VI-S Durham County Covernment Animal Control *:(1) Animal Control Officer Planning (1) Planning Technician LZmily_CuimseIing Center (1) Out rencli Worker Operation Sreakthrongh (2) Laborers Durham Technical Institute (1) Administrative Assistant Orange ])urham imployrnent and TrainLn,% (1) Clerk-Typist Terminating before 1/]/80