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HomeMy WebLinkAboutMinutes 10-20-2015 APPROVE 11/17/2015 MINUTES BOARD OF COMMISSIONERS REGULAR MEETING October 20, 2015 7:00 p.m. The Orange County Board of Commissioners met in regular session on Tuesday, October 20, 2015 at 7:00 p.m. at the Southern Human Services Center, in Chapel Hill, N.C. COUNTY COMMISSIONERS PRESENT: Chair McKee and Commissioners Mark Dorosin, Barry Jacobs, Bernadette Pelissier, Renee Price and Penny Rich COUNTY COMMISSIONERS ABSENT: Commissioner Mia Burroughs COUNTY ATTORNEYS PRESENT: John Roberts COUNTY STAFF PRESENT: County Manager Bonnie Hammersley, Deputy County Manager Travis Myren and Clerk to the Board Donna Baker (All other staff members will be identified appropriately below) Chair McKee called meeting to order at 7:05 p.m. 1. Additions or Changes to the Agenda - PowerPoint slides for item 8a: North Carolina Department of Transportation (NCDOT) Assessment of Orange Public Transit (OPT) - PowerPoint slides for item 8b: Orange County Detention Center Project Update PUBLIC CHARGE Chair McKee dispensed with the reading of the public charge. 2. Public Comments a. Matters not on the Printed Agenda Terry Rekeweg read the following statement: First, I believe the Durham-Orange LRT project is headed for failure for a large number of reasons. Second, if tax money is left over to begin redesign efforts, the project could be redesigned to take more passengers to where they really want to go. It could be safer, more cost efficient and faster. 11 minutes faster from Chapel Hill to downtown Durham. The current light rail plan does not really connect Chapel Hill eastward to the rest of the Triangle Region. Who in this room would consistently ride a transit system from Chapel Hill to RTP or Raleigh going 13 miles out of your way? This extremely slow and winding track alignment would add 26 miles and 1 hour to your work commute. No way! Passengers would instead take a direct bus or drive. There are many smart citizens in Orange County who get the problem and have made comments on this rail project. I will pick one of these comments from many: "In its current form, I do not believe we should spend the money to build the D-O LRT for the reason that ridership patterns do not indicate the proposed routing will significantly reduce car trips into or out of Chapel Hill. The majority of car trips into or out of Chapel Hill do not start or end in north Durham, but rather in southwest Durham, RTP, RDU, Cary and downtown Raleigh...It should instead go where traffic already exists from Chapel Hill to the Park (RTP), airport, and points further east. Even with further expansions, this will not occur with such a long, winding circuitous route, which takes longer than driving." An independent transit consultant should be brought in to confirm the findings from many others and myself. b. Matters on the Printed Agenda (These matters will be considered when the Board addresses that item on the agenda below.) 3. Announcements and Petitions by Board Members Commissioner Rich said she had two petitions, with the first being the resolution at their places titled: Resolution Declaring "Indigenous Peoples Day" that was originally sent out by Carrboro Alderman Johnson who asked for the Towns and the County to pass a similar resolution. Commissioner Rich said she is petitioning for a resolution, and this is a placeholder for future discussion to refine it into the best resolution possible. She would like for the Board to pass it by the end of the year, and said she would work with any other Board members or community members on revising this resolution. Chair McKee said Commissioner Price was also involved with a group working on a similar resolution and hoped that these two groups could work together with those that had ancestors here prior to Europeans colonization, in order to insure accurate wording. Commissioner Rich petitioned the Board to have the Chair write a letter to the Board of Elections expressing support for Sunday voting hours for the Presidential primary. She said this could promote the "Souls to the Polls" effort, enlisting the help of local churches to provide transportation for those that may not otherwise be able to get to the polls. Chair McKee said he had already spoken to Board of Elections Director, and she is gathering some data to forward to the Board of County Commissioners (BOCC). Commissioner Rich asked if the Board is making a motion with many steps, such as the one at the October 6th meeting, to have it up on a screen or monitors for the public to view as the Board is voting. Chair McKee said this idea has been tried in the past, with varying degrees of success. He said this suggestion would be a policy decision for the Board to discuss. He said he would refer the item to Chair-Vice Chair. Commissioner Jacobs petitioned the Board to consider providing GoTriangle bus passes for Orange County employees. He said the City of Durham and Durham Tech are already doing so for their employees. Chair McKee said this item would be referred to the Manager. Commissioner Dorosin said residents expressed concerns to him about an Orange County School bus stop on Phoebe Road, and that the bus does not turn on to this road but rather the children have to cross highway 86 to get to the bus. He asked if the Manager could reach out to the school leadership about these concerns. He said he believed Phoebe Road is a private road, and the owner may be willing to allow the bus to turn onto the road to insure greater safety for the children. Bonnie Hammersley said she would follow up on these concerns and report back to the BOCC. Chair McKee said the property owner is a friend of his and would be willing to speak with them if necessary. Commissioner Pelissier asked if the Board could be provided with information about private road standards as they relate to development. Chair McKee said the Manager could follow up on this request. Commissioner Pelissier said she looked at the Master Aging Plan (MAP), and she asked if staff could gather a group of stakeholders in this area to determine the infrastructure needs for senior services in the future. Commissioner Jacobs asked if there is an update regarding the space study, and if Commissioner Pelissier's question is being covered in that report. Bonnie Hammersley said staff would be reporting to the BOCC on these issues on November 17tH Chair McKee said he is on that group and it would not offer a comprehensive overlay with the MAP. He added that the Senior Centers have been discussed. Commissioner Price said Durham Tech provides a Go Pass for students and employees. Commissioner Price asked if bus stop markers along the routes could be added. She gave the example of highway 70, saying that the public sees the buses go by, but report being unsure of where to wait in order to catch the bus. Chair McKee asked if the Manager would follow up. Chair McKee had no petitions. 4. Proclamations/ Resolutions/ Special Presentations a. Proclamation Recognizing November 2015 as Orange Congregations in Mission (OCIM) Month The Board considered approving a proclamation recognizing November 2015 as Orange Congregations in Mission (OCIM) Month in Orange County and authorizing the Chair to sign the proclamation. Reverend Sharon Freeland, OCIM Executive Director, read the proclamation: ORANGE COUNTY BOARD OF COMMISSIONERS Proclamation ORANGE CONGREGATIONS IN MISSIONS MONTH (OCIM) November 2015 Whereas, Orange Congregations in Mission (OCIM) is a private non-profit ministry composed of almost 50 congregations in northern Orange County; and Whereas, OCIM is committed to providing a helping hand to those in our community who are in need of assistance; and Whereas, OCIM strives to meet the emergency needs of those who find themselves in a crisis situation; and Whereas, the OCIM mission is fulfilled by ministering to the needs of people who have populated the small communities and rural areas of Orange County since 1981; and Whereas, OCIM is committed to feeding the hungry, providing clothing and other essentials through its Meals on Wheels and Food Pantry Ministries and Thrift Shop Ministry; and Whereas, other needs are met through its Samaritan Relief Ministry; and Whereas, OCIM volunteers, staff, town and county governments contribute greatly to the success of its programs; NOW, THEREFORE, we, the Orange County Board of Commissioners, do proclaim November 2015 to be OCIM Month and urge all community members to engage with those in need through cheerful giving. This the 20th day of October 2015. A motion was made by Commissioner Jacobs, seconded by Commissioner Rich to approve the proclamation recognizing November 2015 as Orange Congregations in Mission (OCIM) Month in Orange County and authorize the Chair to sign the proclamation. VOTE: UNANIMOUS 5. Public Hearings a. North Carolina Community Transportation Program Administrative and Capital Grant Applications FY 2017 The Board considered: 1. Conducting a public hearing to receive public comments on the proposed grant application; 2. Closing the public hearing; 3. Approving the Community Transportation Program Grant application for FY 2017 in the total amount of$483,547 with a local match total of$56,693 to be provided when necessary; 4. Approving and authorizing the Chair to sign the Community Transportation Program Resolution and the Local Share Certification for Funding form; and 5. Authorizing the Chair and the County Attorney to review. Peter Murphy, Orange County Transportation Administrator, said this is a request for a grant application for a Community Transportation Grant for both capital and administrative funding. He said these funds would cover salaries for administrative staff, as well as some items such as public utilities. He said the capital funds would go towards the purchase of new buses. He said the Board had the appropriate paperwork before it showing that all procedural steps were properly completed. He reviewed the recommendations before the Board. Commissioner Price referred to Attachment 3 where it says that written comments can be submitted up to November 2nd John Roberts said the public hearing will be closed, and he is not sure why the attachment says otherwise. Peter Murphy said there is no requirement to keep the hearing open. John Roberts said if the Board of County Commissioners wanted to keep the hearing open until November 5th, in order to accept any written comments, it could do so. Chair McKee asked the Board if it wished to close the hearing. A motion was made by Commissioner Jacobs, seconded by Commissioner Dorosin to th keep the Public Hearing open until November 5 VOTE: UNANIMOUS Commissioner Dorosin asked if there is any change in the administrative expenses under the grant. Peter Murphy said it is exactly the same amount as last year. Commissioner Dorosin asked if the County's administrative expenses are higher. Peter Murphy said yes. He said this is the funding that is available under the rural administrative grant program, and urban funding is being applied for as well. Commissioner Dorosin clarified that costs are going up but the grant is remaining the same. He asked if the gap is getting significantly wider. Peter Murphy said the cost of living is the most significant difference, and the County is able to make up for some of these deficits with other funding sources. A motion was made by Commissioner Rich, seconded by Commissioner Pelissier to approve the Community Transportation Program Grant application for FY 2017 in the total amount of$483,547 with a local match total of$56,693 to be provided when necessary; approve and authorize the Chair to sign the Community Transportation Program Resolution and the Local Share Certification for Funding form (Attachments 1 and 4); and authorized the Chair and the County Attorney to review and sign the annual Certifications and Assurances document in Attachment 2. Commissioner Dorosin asked if the application should be approved tonight, as the Board is holding the public hearing open until November 5th John Roberts said as the application has to be submitted by November 6th, the Board can adopt the resolution, publicize written comments to be accepted, and have the hearing automatically close at November 2nd at 5pm. He said at the BOCC meeting on the 5th the Board could close the public hearing. He said he is comfortable with adopting the resolution tonight, but the decision is up to the Board of County Commissioners. Peter Murphy said the application is filed electronically, and he is happy to leave the vote until November 5th Commissioner Rich and Commissioner Pelissier withdrew their motions. Bonnie Hammersley said staff would bring back information at the next meeting, regarding the administrative costs for last year and this year. VOTE: UNANIMOUS 6. Consent Agenda • Removal of Any Items from Consent Agenda NONE • Approval of Remaining Consent Agenda A motion was made by Commissioner Rich, seconded by Commissioner Pelissier to approve the remaining items on the consent agenda. VOTE: UNANIMOUS • Discussion and Approval of the Items Removed from the Consent Agenda a. Minutes The Board approved the minutes for the September 8, 2015 BOCC Quarterly Public Hearing; the September 10, 2015 BOCC Work Session; and the September 15, 2015 BOCC Regular Meeting as submitted by the Clerk to the Board. b. Approval of Amendment to Service Agreement for Senior Lunch Caterer Contract with Nantucket Grill, Inc. The Board approved an Amendment to Services Agreement for the food service caterer contract with Nantucket Grill, Inc. to provide noon meals for the Home and Community Care Block Grant-funded Senior Lunch Program at the Seymour and Central Orange Senior Centers for the period July 1, 2015 to June 30, 2016, and authorized the County Manager to sign the Amendment and to approve any amendments or renewals of the contract. c. Republication of the Unified Development Ordinance as the Code of Technical Ordinances of Orange County, North Carolina The Board adopted and authorized the Chair to sign the Resolution of Republication and create the Code of Technical Ordinances of Orange County, North Carolina to be housed and maintained in the Orange County Planning Department and made available on the Orange County website. d. Board of Commissioners Meeting Calendar for Year 2016 The Board approved the final schedule of regular meetings for the year 2016. 7. Regular Agenda a. Acceptance of an Administration For Community Living and Alzheimer's Disease Initiative Grant and Approval of Budget Amendment#2-C The Board considered accepting an Administration For Community Living and Alzheimer's Disease Initiative three year grant of$897,298 for the grant period of September 2015 through August 2018, authorizing the Manager to sign the documents associated with the grant award, and approving Budget Amendment#2-C which includes the receipt of the $897,298 in grant funds and the addition of 2.625 full-time equivalent (FTE) time limited grant positions. Janice Tyler, Orange County Department on Aging Director, said the Board is being asked to accept this grant in the amount of$897,298, and she provided background on the grant: BACKGROUND: This award given to the Orange County CARES (Community Awareness, Respite, Educations and Support) program was one of eleven awarded across the nation and the only one in North Carolina. The funds will enable the Department on Aging to expand services and supports for caregivers and persons with Alzheimer's Disease and Related Dementias (ADRD), including those with Intellectual and Developmental Disabilities (IDD), so they will enjoy improved health and quality of life while also reducing caregiver burden and social isolation. The grant will be used to enhance Orange County's ability to be a fully dementia capable community and will focus on the following objectives: • Expand both the type and amount of person-centered support services (in-home consultation/training, group--oriented support activities, and respite services) to caregivers caring for persons with moderate to severe dementia. • Provide training to increase the knowledge and skills of direct care workers serving persons with ADRD. • Provide training to Orange County government workers and persons employed in commercial businesses to increase their knowledge, skills and attitudes about dementia, thereby improving the caregivers' experience of community interactions. Mary Fraser, Aging Transitions Administrator, reviewed the specifics of how the grant funds would be used, saying the outcomes will hopefully increase the quality of life for both the patient and the caregiver. She said there is a multi-pronged approach to achieve these goals: individual level, program level, and community level. She said this approach would involve a variety of stakeholders working together. She said at the community level, a group of 10 businesses have signed to go through a pilot training that will better equip them to serve those suffering with dementia, as well as their caregivers. She said County offices that work with the public will also go through this training. Commissioner Price asked if it is known when the pilot program may be able to spread from Chapel Hill into other towns and throughout the County. Mary Fraser said probably early 2016. A motion was made by Commissioner Jacobs, seconded by Commissioner Price for the Board to accept the grant, authorized the Manager to sign the documents associated with the grant award, and approved Budget Amendment#2-C which includes the receipt of the $897,298 in grant funds and the addition of 2.625 full-time equivalent (FTE) time limited grant positions, and congratulationed the Department on Aging for their work. VOTE: UNANIMOUS 8. Reports a. North Carolina Department of Transportation (NCDOT) Assessment of Orange Public Transit (OPT) The Board considered receiving a report on the North Carolina Department of Transportation (NCDOT) Orange County Public Transportation Assessment Study and providing direction to staff as appropriate. Bonnie Hammersley said this study was funded with State funds. She said the purpose of the OPT assessment was to insure that services were safe and accessible; that cost and ridership are documented; and that they are in compliance with State and Federal to obtain funding to provide options for appropriate organizational structure, and to improve service to residents. Bonnie Hammersley said it is the intention of staff to review this report and to implement changes as needed. Fred Fravel, KFH Group, Inc., was the lead consultant on this study, and he made the following PowerPoint presentation: Orange County Public Transportation Assessment Study Draft Final Report Orange County Board of County Commissioners October 20, 2015 Study Purpose * Determine the appropriate organizational structure for Orange Public Transportation (OPT) * Identify and evaluate near-term service improvements Current Conditions * Advisory and Governance Structure * Vehicle Fleet * Facilities * Technology * Description of Current Services * Service Supplied, Ridership and Performance * Operating and Administrative Costs * Capital Costs * Funding and Revenues * Cost Allocation Current Services-Fixed Route * Hillsborough Circulator * Hillsborough to Chapel Hill Route 420 Mid-Day Route • Near-term expansion of nine daily service hours, more frequency and extension to Cedar Grove (in rural area) • Expansion requires use of two buses * GoTriangle: • Route 420 peak services • Orange-Durham Express (ODX ) Current Services—Demand Response * ADA paratransit services (for fixed-route areas and schedules) * Other demand-response • Elderly and Disabled Transportation Assistance • Rural General Public * Specialized/Dedicated • Department of Social Services/Medicaid • Department of Social Services/Employment Transportation Assistance • Department on Aging/Senior Center Transportation • Orange Enterprises/Residential Services, Inc. • Parks and Recreation/Sportsplex Vehicle Fleet * 19 Light Transit Vehicles (LTVs) and Vans * Current operations require 8-10 vehicles at peak, VU shows nine needed at peak * Five vehicles currently out of service, two of them in disposal process * 12 vehicles currently eligible for replacement in 2015, 4 more in 2016, and one in 2017 * Two new vehicles entering service, five more due later this summer, adds up to seven eligible vehicles currently in service being replaced Administrative Structure * Administration — Planning and Inspections Department, Transportation Division • Eight drivers (will increase with service expansion) • Transportation Administrator • Assistant Transportation Administrator • Administrative Assistant I (proposed reclassification to Transit Coordinator or Scheduler/Dispatcher) • Office Assistant * Planning — Comprehensive Planning Division 0 50% FTE Planner 11 (OPT planning and grants administration) 0 15% FTE Planner 11 (OPT-related OUTBoard support) 0 10% Comprehensive Planning Supervisor (oversight of Planner IIs) Service Supplied (FY 2014) * Ridership: 63,519 • Fixed-route: 16,690 • Demand-response: 46,829 • Human service: 28,222 • Non-contract: 18,607 * Trends difficult to ascertain because of data inconsistencies Performance * Comparison based on peer group selected by Institute for Transportation Research and Education (ITRE) * Subsidy per trip: slightly below Median * Cost per trip: Superior * Trips per hour: Superior * Non-contract trips per non-urban population: Superior Operating and Administrative Costs * Put FY 2014 MUNIS transit program revised budget for and actuals into FTA G-code chart of accounts * Includes Orange County indirect costs as line items where possible, allocates planning staff time on transit * Total operating cost: $1,088,112, or $66.00 per service hour * Incremental operating cost in FY 2014 $ is $44.28 per service hour Capital Costs * Replacement Vehicles: • FY 2016- $232,000 • FY 2017- $208,000 • FY 2018- $285,000 • FY 2019- $443,000 • FY 2020- $343,000 * Expansion Vehicles: • FY 2016-$417,000 • FY 2017-215,000 Cost Allocation * Developed approximation of costs per trip for each contract/service type * Used the ITRE Cost Allocation model, and operating data from OPT (by route/service, not passenger trip) * Cost per trip varies by service, but all services are subsidized by a combination of local and state operating funds Near-Term Service Plans-Funded * Orange-Chapel Hill (Cedar Grove) Connector * Rural Zonal Route-Deviation Services * Later Senior Center Service * Orange-Alamance Connector (US 70 Mid-day service) * Efland-Hillsborough Commuter Loop Unfunded Potential Expansion * OPT Staff Plan-$202,124 annual additional operating (based on incremental hourly costs): • Expand US 70 Mid-day to Durham • Add Reverse Loop to Hillsborough Circulator • Hillsborough Circulator Saturday service • Extend Route 420 Peak to Cedar Grove • Saturday US 70 service * Potential Additional-$368,928 annual additional operating (based on incremental hourly costs): • Daily service—rural route deviation zones • Additional demand-response-seniors * Total potential fleet size: 29 Service Plans * Planned services are appropriate service types given densities and trip patterns. * Performance measures to be used to monitor implementation * Consideration of unfunded potential expansion based on ridership Organizational Options * Add transit planner job function * Keep transit in Planning and Inspections, or * Move transit into Asset Management Services, or * Create a new separate transit department, or * Consolidate with another provider. Transit as Separate Department (flow chart) Summary Comments * Fleet, compliance, facilities significantly improved * Staffing role key-need for transit planning/grants management functions * Shift to broader role with more fixed-route, route-deviation general public services is well underway * With a larger operating program, organizational options need to be considered * Need to monitor performance of new services * Marketing and public information needed * Unmet needs—existing and expanded resulting from demographic changes, may require more services Contact: Fred Fravel KFH Group, Inc. 4920 Elm Street, Suite 350 Bethesda, MD 20814 301-951-8660 ffravel kfhgroup.com Commissioner Pelissier said Frank Fravel referenced the need for performance measures, noting such measures are also necessary for the implementation agreement for the '/2 cent sales tax. She asked if the CTS software is capable of providing these performance measures. Frank Fravel said he believed the software could provide the necessary data. Commissioner Jacobs said there was a study done years ago, that the Department of Transportation (DOT) aborted, looking at non-urban public transportation. He asked if Orange County is just back in a silo. Frank Fravel said the outcome of that last study was consolidation within the county silos, and he said other organizations such as Chapel Hill Transit have a lot on their plate already and did not see any benefit to a merger. Frank Fravel said he thought Orange County is on the right side of the cost curve. He said there was a study of merging the larger organizations, but it went south. He said this study did put forth Go Smart and suggested getting OPT in the mix regionally to advance coordinated information to the public. Commissioner Jacobs said Mebane has cast its lots with Orange County regarding transportation and asked if this study consulted Mebane. Frank Fravel said he did not talk with Mebane, and this is not a full community services transportation plan, but a more condensed study. Commissioner Jacobs said Frank Fravel did not make a recommendation for a structural step. Frank Fravel said the advisory committee discussed a variety of options which will be presented to the BOCC for a decision. Commissioner Price said her comments were similar to Commissioner Jacobs and asked if two headways were considered with the Hillsborough Circulator. Frank Fravel said a second bus is recommended as one of the expansion items. He said this bus would run in the opposite direction to the current Circulator. Commissioner Price noted the need to streamline a lot of this process. She asked if Frank Fravel is aware that there are numerous buses and plans. Frank Fravel said he was aware and said regional passes are one idea to facilitate ease of transportation. He said OPT is poised to be part of the region. He said there are a lot of objectives for the transit system in Orange County and the recently passed fare policies have a lot of complicating factors that must be considered. He said it is hard to mesh such a specific fare policy with something regional. Commissioner Price referred to page 28 of the report and asked if there could be clarification regarding the elderly and disabled transportation assistance plan. He said the grant is intended to cover 100% of the cost but the State allows a fare to be collected on these trips as well. He said he is unsure how the collected fares are allocated against the operating costs. Commissioner Price referred to page 18 where it stated that "transportation as a priority was number 20 out of 26 in the Board of County Commissioners' goals and priorities". She suggested that the Board review this going forward and possibly rank transportation more highly. Chair McKee referred to the organizational options and expressed confusion around the logic of moving transportation to Asset Management Services (AMS). Frank Fravel said in some counties it is included in a public works or public works and transportation department. He said AMS seems to be the closest fit to such a department. Commissioner Jacobs said the question of where transportation belongs has been floated around for years. He said Frank Fravel's comments about the lack of staff devoted to marketing and the low profile system were very interesting and he sees this as a key gap. He said it might be a good time to make a decision as to how transportation should be structured. He said he interpreted the study to say that this system has matured enough to be a stand- alone department. Commissioner Pelissier agreed with Commissioner Jacobs and she read the report to say that there is an adolescent transportation department that needs to grow up. She said since transportation has to interface with so many departments, it would be easier for it to be a stand-alone entity. Commissioner Dorosin asked if the Manager had any thoughts. Bonnie Hammersley said the discussions with Mebane are ongoing. She said in regards to silos, talks continue with Go Triangle regarding fare boxes; and she continues to talk with Chapel Hill as well. She said there are areas for collaboration as opposed to merger that are being worked on. She said staff is using the report before the Board as a baseline. Bonnie Hammersley agreed that transportation is a system that could potentially stand on its own. She said the Planning Department has done a wonderful job at overseeing transportation, but Planning is regulatory and OPT is customer service. Bonnie Hammersley said one of the Human Services team's functions is to look at the unmet transportation needs. Bonnie Hammersley said organizational changes could move forward during the budget of 2016-17. She said the vacant planning position might be addressed prior to the budget process. b. Orange County Detention Center Project Update The Board considered receiving an update on the progress of the Detention Center and providing feedback on the schematic design to staff and the designer. Jeff Thompson, Orange County Asset Management Services Director, introduced Dan Mace of Moseley Architects. Dan Mace made the following PowerPoint presentation: Orange County Detention Center Progress Update Presentation Board of Orange County Commissioners Regular Meeting Southern Human Services Center Chapel Hill, North Carolina October 20, 2015 Intended Outcome • Introduce Moseley Architects • Detention Center Progress Update • Review Stakeholder Input within Programming and Schematic Design Process • Solicit feedback from the Board of Orange County Commissioners Who is Moseley Architects? • Founded in 1969, Moseley has over 45 years of continuous practice exclusively in the South • We SPECIALIZE in County detention facilities, justice complexes, state and federal corrections, • law enforcement, and public sector planning and design — over 80 detention facility projects completed in the last 10 years alone ! • Over 190 architects, engineers, project management, operations specialists, and construction professionals • 85% of our current business is from repeat clients • Commitment to energy efficient design — 69 Leadership in Energy Efficient Design ("LEED") certified facilities — over 12 million square feet North Carolina Detention Projects • Beaufort County Detention Facility • Bladen County Detention Facility • Buncombe County Detention Center Expansion (consultant) • LEED Gold Camp Lejeune Regional Brig • Craven County Judicial Center • Cumberland County Detention Center Expansion • Guilford County "Old" Detention Center Renovations • Guilford County New Detention Center • Halifax County Sheriff's Office and Jail Expansion • Harnett County Law Enforcement and Detention Center • Hoke County Detention Center Addition • Iredell County Jail Expansion • Lincoln County Detention Center Mecklenburg County Jail Arrest Processing Renovation/Expansion • Mecklenburg County Security Systems Replacement • Montgomery County Detention Center • LEED Gold Rockingham County Judicial Center • Rowan County Satellite Jail • Sampson County Detention Center • Stanly County Detention Center Expansion • Stokes County Jail Expansion • LEED Silver Transylvania County Public Safety Facility • Wayne County Satellite Jail Facility Process to Date • Design "Charge" • Stakeholder Survey and Direct Interview Input • Jail Personnel • Courts, Justice • Law Enforcement • Jail Alternatives Professionals • Staff • Elected Officials • Final Jail Program, Schematic Design Options • Concepts needing Board feedback Charge & Stakeholder Input: Major design issues to address 1. Protect safety of officers, staff, inmates and the public 2. Design for staff efficiency— great sightlines into housing units 3. Provide for alternative programs to help reduce inmate recidivism 4. Design to "normalize"the interior where possible (non-institutional) 5. Cost— both initial capital outlay and life cycle costs need to be reconciled 6. Maintenance resilience — look at ease of maintenance — quality systems 7. Reduce utility/energy consumption — creative energy-efficient strategies 8. Allow for ease of future growth / expansion Key Elements of Jail Program • 146 bed Jail with a 250 bed "core" • Prefer "indirect podular" supervision with option to use "direct" supervision if desired • Magistrate and Hearing Room Space • Ample multi-purpose and classroom space for inmate programs • 1 maximum security male unit— 12 beds • 1 medium/maximum security flexible use unit (female, special population, mental health, etc.) —22 beds • 1 medium/maximum security juvenile/flexible unit— 8 beds • 1 segregation/flexible unit— 8 beds • 1 minimum security male/flexible dormitory—24 beds • 3 general population male units —24 beds each Option A-Spindle 1st Floor Option A-Spindle Mezzanine (2nd Floor) Option B Rear Chase Single Floor Schematic Design Concept Comparison "Spindle w/Mezzanine" • Centralized Control; Indirect Supervision (can be switched to direct) • Standard "Y" plumbing chases —maintenance personnel must enter secure spaces • "Mezzanine" 2 level — more intensive to build/manage • Single control room overlooks all housing units • Fewer multi-purpose rooms given housing layout • Less natural light in housing via window wall • Design minimizes inmate movement in the facility "Rear Chase Single Level" • De-Centralized Control; Indirect Supervision (can be switched to direct) • Rear plumbing service chases - safer for inmates, staff, and maintenance; ease of maintenance; less disruption of secure space • Single level — no stairs or mezzanines to build/manage • Multiple control rooms on ground level — one per 2 housing units • More multi-purpose rooms given housing layout • Increased natural light in housing via window wall • More inmate movement down single movement corridor • More building square feet than Spindle • Easier to expand future housing units Schematic Design Concept Comparison "Spindle w/Mezzanine" • Approx. 49,500 Gross Square Feet • Estimated Project*Cost: $15-$16 million "Rear Chase Single Level" • Approx. 52,220 Gross Square Feet • Estimated Project*Cost: $16-$17 million *Includes 15% design, construction and escalation contingency Jeff Thompson continued the PowerPoint presentation: Concepts Needing Board Feedback • Disposition of Vacated Jail Site Dan Mace resumed the PowerPoint presentation: • Co-location of Law Enforcement Center with new Detention Facility • Staff and Designer to continue analyzing opportunities and challenges Proposed Schedule • Schematic Design Phase Completion, Board Presentation — November/December 2015* • Design Development Phase Completion — January 2016 • Construction Document Phase — February - May 2016 • Agency Approvals — June 2016 • Construction Award Phase — June -August 2016* • Construction Phase — (construction must begin prior to September 9, 2016) completion estimated February, 2018 • Closeout, Training, and Transition Phase —April 2018 • Must have inmates in facility by September 9th, 2019 *Site and Building Phases; Upon BOCC Approval Commissioner Price asked if either of the two design options is better for separating juveniles and adults. Dan Mace said option B. Discussion ensued about the different housing options. Sheriff Blackwood said the large maps of the schematic designs are in his office. He said there are pluses and minuses with both options, though option B may be better. Commissioner Pelissier said she understands there are more multi-purpose rooms in option B, but asked if the location of such rooms could be pointed out. Dan Mace said State law requires a sally-ported entry into every different housing unit. He said that required space is used in option B to provide the multi-purpose areas. He pointed out a large classroom area as well, which could be used for clergy visits, GED, ESL classes, etc. Commissioner Pelissier asked if operational costs for the proposed options could be provided in order to compare and contrast them. Jeff Thompson said this information could be provided to the Board at a November meeting. Commissioner Jacobs said the Jail Alternatives group talked about other functions in the jail that could address the mental health and job training needs of the inmates. Sheriff Blackwood said this has been discussed. He said now that the newly hired Jail Alternatives Coordinator is on board, these programs can be fleshed out in greater detail. He said option B is favored as it supports addressing these very needs more effectively. Commissioner Jacobs asked if option B is similar to the jail toured in Chatham County. Sheriff Blackwood said the Chatham County jail is a blend of options A and B, and that particular design was far more expensive than what is being proposed in Orange County. Dan Mace said if rear chases can be double loaded and back-to-back, they are far more efficient. He said option B would allow for easier expansion of the jail in the future. Commissioner Jacobs said the chase design reminds him of an older urban street design with alleys behind the houses where everyone places their garbage rather than in front of the house. He said garbage trucks could go down the alley and are able to gather the garbage from two rows of house instead of just one. Dan Mace said this is exactly the benefit of rear chases. He said this design also allows for greater amounts of natural light which positively affects inmate behavior. Commissioner Jacobs said natural lighting is better. Dan Mace said a more normative environment conveys a rule of order and has a positive impact on the detainees. Commissioner Jacobs referred to the vacated jail site saying it is a 90-year old historic facility. He said he hoped a simple use for it could be found. Commissioner Dorosin asked if the two drawings are at the same scale as option B looked like a larger footprint. Dan Mace said option B is about 3,000 square feet more of a footprint. He said it will take up more surface area for the same bed count but also allows for more multi-purpose rooms. He said the decentralized smaller control rooms also add to the square footage. He reiterated that having a single level allows for easier future expansion. Commissioner Dorosin clarified that the drawings are accurate and option B is a larger footprint. He said option B is more expensive and asked if that is relatively comparable per square foot with option A. Dan Mace said option B is less per square foot to construct than option A; however, as option B is 3,000 square feet larger than option A, it is more expensive overall. Commissioner Dorosin said option B has more amenities and asked if there is a case to be made for option A. Dan Mace said the biggest plus of option A is for staff to have one large control room versus multiple decentralized control rooms. Commissioner Rich asked if Dan Mace could explain how much more space there is for future build out. Dan Mace said at least 100 beds could easily be added with either option and doing so appeared to be more cost effective with option B. Commissioner Rich asked if there are specific reasons that would force jail expansion. Sheriff Blackwood said a 50 to 60 year facility is being considered. He said it is his hope that this facility would not need to be expanded but rather alternatives programs will limit growth. He added that Orange County is growing; and therefore, expansion must be considered to some extent. Commissioner Pelissier asked if Moseley architects receive feedback regarding previous jail designs, and if plans are modified as a result of these "lessons learned". Dan Mace said absolutely. Commissioner Jacobs asked if the underlining data for projections on inmate population has been shared with the BOCC; and if not, the Commissioners should receive this information. Sheriff Blackwood said he agreed. Bonnie Hammersley said this information would be shared with the Board prior to the next presentation. Commissioner Price asked if there is a plan for a natural disaster given that the design does not include a basement. Dan Mace said this would probably be the safest building in the County, and staff is trained for these types of disasters. Chair McKee referred to the vacated jail site and said he sees this site being very well located for use by the justice community and in support of the courts. He said he would not want to see this building taken down. Chair McKee said he was glad to see the co-location of the law enforcement and detention facility included. He asked if the law enforcement center would be a separate building or attached to the jail. Dan Mace said the current plan would be for it to be an attached facility. He said the current law enforcement needs are estimated at 20,000 square feet. Chair McKee asked if this co-location would free up space in the bottom of the Justice Facility currently occupied by Sheriff's offices. Jeff Thompson said yes. Chair McKee asked if it could also accommodate a holding facility. Sheriff Blackwood said this issue would arise with either option of co-locating or non- co-locating. Judge Buckner said he is such a small part of this planning process and the heavily used magistrate space is his main concern. He said efficiency is always a goal. He said there are opportunities with co-location and a hearing room. He said the need for programming during incarceration is essential and is excited about the options afforded with the new designs. He said he is open minded to all possibilities and has a great deal of information and ideas from his peers in the justice community around the State. Chair McKee asked if Bonnie Hammersley could include the information from the courts with future updates to the Board of County Commissioners. Jeff Thompson said at the November meeting the process would be ready to move forward into the developmental design. He asked for clarification if the Board wants to pursue the option of co-locating the law enforcement at the jail site. Commissioner Jacobs said yes, as long as both capital and operational costs are brought back to the Board. Bonnie Hammersley said this would be done. 9. County Manager's Report Bonnie Hammersley said her office is working on doing a better job of providing information related to petitions. She referred to Commissioner Jacobs' petition regarding tax equity and financing in local government projects. She said a professor at the University of North Carolina's School of Government (UNCSOG) was consulted who agreed to conduct a study. She said an inter-jurisdiction team was created to participate in scope development and facilitate access to information in order to complete the study. She said unfortunately the professor had to take a leave for personal reasons and thus the study has been delayed until the spring. Bonnie Hammersley said it has been typical practice to not inform the BOCC until petitions were complete, but she said her office is now attempting to give updates throughout the process. 10. County Attorney's Report John Roberts reminded the Board that next week the UNCSOG is hosting a 2-day webinar on legislative updates. 11. Appointments a. Agricultural Preservation Board —Appointment The Board considered making an appointment to the Agriculture Preservation Board. A motion was made by Commissioner Price, seconded by Commissioner Pelissier to appoint the following to the Agriculture Preservation Board: Appointment of Jane Saiers to a first full term (position #4) "New Hope/Hillsborough Vol. Ag. Dist." expiring 06/30/2018. VOTE: UNANIMOUS A motion was made by Commissioner Jacobs, seconded by Commissioner Price to appoint the following to the Agriculture Preservation Board: Appointment of Ken Dawson to Position #5 — Schley/Eno Volunteer Ag District—first full term expiring on June 30, 2018. VOTE: UNANIMOUS b. Arts Commission —Appointment The Board considered making an appointment to the Arts Commission. A motion was made by Commissioner Price, seconded by Commissioner Pelissier to appoint the following to the Arts Commission: Appointment of Judy Morris to a first term (position #1) At-Large expiring 03/31/2018. VOTE: UNANIMOUS c. Economic Development Advisory Board —Appointments The Board considered making appointments to the Economic Development Advisory Board. A motion was made by Commissioner Price, seconded by Commissioner Jacobs to appoint the following to Economic Development Advisory Board: • Appointment of Nitin Khanna to a first full term (Position #2) Tourism expiring 06/30/2018. • Appointment of James Watts to a first full term (Position #5) Agriculture expiring 06/30/2018. • Appointment of Lori Eichel to a second full term (Position #8) Core Business Community expiring 06/30/2018. • Appointment of Mark N. O'Neal to a second full term (Position #10) Core Business Community expiring 06/30/2018. VOTE: UNANIMOUS d. Orange County Housing Authority—Appointment The Board considered making an appointment to the Orange County Housing Authority. A motion was made by Commissioner Pelissier, seconded by Commissioner Price to appoint the following to Orange County Housing Authority: Appointment of Ismay (Gina) James to a first full term (position #7) "Resident Member— Section 8" representative expiring 06/30/2019. VOTE: UNANIMOUS e. Orange Unified Transportation Board—Appointments The Board considered making appointments to the Orange Unified Transportation Board. A motion was made by Commissioner Jacobs, seconded by Commissioner Price to appoint the following to Orange Unified Transportation Board: • Appointment to a second full term (Position #1) "Bingham Township" representative for Alex Castro, Jr. expiring 09/30/2018. • Appointment to a second full term (Position #7) "Little River Township" representative for Theodore W. Triebel expiring 09/30/2018. • Appointment to a second full term (Position #10) Environmental Advocate representative for Gary Saunders expiring 09/30/2018. VOTE: UNANIMOUS A motion was made by Commissioner Jacobs, seconded by Commissioner Price to appoint the following to Orange Unified Transportation Board: Appointment of Erle Smith to a first full term to Position #4 — "Chapel Hill Township Position" expiring 9/30/2018. VOTE: UNANIMOUS A motion was made by Commissioner Price, seconded by Commissioner Jacobs to appoint the following to Orange Unified Transportation Board: Appointment of Jeff Charles to a first full term to Position # 12 — "Pedestrian Access Advocate Position" expiring on 9/30/2018. VOTE: UNANIMOUS 12. Board Comments Commissioner Price said she attended the National Association of Counties (NACo) Rural Action Caucus Symposium and learned a great deal regarding a variety of topics. She said it was excellent. Commissioner Pelissier said she and Chair McKee attended the Project Engage kick off series, and she said she was asked to attend one of the nursing home community advisory committee meeting. She said she attended the Chamber's Development briefing this morning. She said she would share the link to a slide show with the Board. Commissioner Dorosin said he had no comments. Commissioner Jacobs thanked Craig Benedict for attending the hearing on the Collins Ridge and Waterstone developments. Commissioner Jacobs congratulated the Economic Development department on their first newsletter and congratulated the UNC Hospital School on its 50th anniversary. Commissioner Jacobs said he attend the Burlington-Graham MPO meeting earlier this evening. He said there were two presentations: one by the Chief Financial Officer of the Department of Transportation (DOT), and one about Unmanned Vehicles that fly. He said North Carolina is seeking to be the leader in this field. He said the FAA recently announced that drone regulations would be issued. He said the topic will be very interesting as it progresses, and asked the County Attorney to keep an eye out for updates. John Roberts said the State did address drones in a limited manner and he expects more to come. Commissioner Rich thanked David Hunt and others for getting the individual agenda items listed so that the entire agenda does not have to be downloaded. Commissioner Rich said there would be park updates soon. She said a park locator feature is being updated on the website. Commissioner Rich said she met with Travis Myren and Jim Northup about legislative goals on technology. Chair McKee said he, Commissioner Pelissier and staff met with the DOT. He said he would get a summary of these conversations to the rest of the Board. Chair McKee said drones are the hot item this coming year. He said if one violates restricted air space around military installations, there would be extensive consequences. 13. Information Items • October 6, 2015 BOCC Meeting Follow-up Actions List • BOCC Chair Letter Regarding Petitions from October 6, 2015 Regular Meeting 14. Closed Session NONE 15. Adjournment A motion was made Commissioner Price, seconded by Commissioner Pelissier to adjourn the meeting at 9:42 p.m. VOTE: UNANIMOUS Donna Baker, Clerk to the Board Earl McKee, Chair