HomeMy WebLinkAboutMinutes 03-29-2016 1
APPROVED 4/19/2016
MINUTES
BOARD OF COMMISSIONERS
Work Session
March 29, 2016
7:00 p.m.
The Orange County Board of Commissioners met in a work session on Tuesday, March 29,
2016 at 7:00 p.m. at the Southern Human Services Center, in Chapel Hill, N.C.
COUNTY COMMISSIONERS PRESENT: Chair McKee and Commissioners Mia Burroughs,
Mark Dorosin, Barry Jacobs, Bernadette Pelissier, Renee Price and Penny Rich
COUNTY COMMISSIONERS ABSENT:
COUNTY ATTORNEYS PRESENT: John Roberts
COUNTY STAFF PRESENT: County Manager Bonnie Hammersley, Deputy Manager Travis
Myren and Clerk to the Board Donna Baker (All other staff members will be identified
appropriately below)
Chair McKee called the meeting to order at 7:03 p.m.
Chair McKee noted the following items at the Commissioners' places:
-white sheet—for item 1, additional information
- PowerPoint presentation for item 1
- yellow sheet— replacement for attachment B in Item 2: Current Monthly Premium Equivalent
Cost Share
- PowerPoint presentation for item 3
1. Presentation of Manager's Recommended FY 2016-21 Capital Investment Plan
(CIP)
BACKGROUND:
For over 20 years, the County has produced a Capital Investment Plan (CIP) that establishes a
budget-planning guide related to capital needs for the County as well as Schools. The current
CIP consists of a 5-year plan that is evaluated annually to include year-to-year changes in
priorities, needs, and available resources. Approval of the CIP commits the County to the first
year funding only of the capital projects; all other years are used as a planning tool and serves
as a financial plan.
Capital Investment Plan — Overview
The FY 2016-21 CIP includes County Projects, School Projects, and Proprietary Projects. The
School Projects include Chapel Hill Carrboro City Schools, Orange County Schools, and
Durham Technical Community College —Orange County Campus projects. The Proprietary
Projects include Water and Sewer, Solid Waste Enterprise Fund, and Sportsplex projects.
The CIP has been prepared anticipating continued slow economic growth of between 1-2%
annually over the next five years. Many of the projects in the CIP will rely on debt financing
to fund the projects.
FINANCIAL IMPACT: There is no immediate financial impact associated with the presentation
of the FY 2016-21 Capital Investment Plan. It is a long-range financial planning tool with a
financial impact in FY 2016-17, if the first year of the CIP is approved by the Board of County
Commissioners with the adoption of the Annual Budget. If the Board of County Commissioners
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approves the Recommended CIP as presented, the cumulative 5-year tax rate equivalent for the
estimated highest debt service payment is expected to range from 4.74 cents up to 5.86 cents
per$100 of assessed valuation.
RECOMMENDATION(S): The Manager recommends the Board receive the presentation of the
Manager's Recommended FY 2016-21 Capital Investment Plan and provide direction to staff in
preparation of the April 7, 2016 Budget work session.
Bonnie Hammersley said this presentation is being given in preparation for the April 7th
work session, in the hope that it will generate questions.
Bonnie Hammersley referred to hand out at the Commissioners' places, noting that the
text did not wrap, and it is missing the third line of the paragraph. She noted the remainder of
this paragraph is on page 143, and it states: the Board does hereby adopt, in principal, a policy
of allocating a target of 60 percent of capital expenditures for school project, and 40 percent of
capital expenditures for County projects over the decade, beginning in calendar year
2005.replacement page.
Bonnie Hammersley said last year's CIP presentation did not include this analysis of the
decade, and it has been included this evening, along with the County Manager's recommended
CIP for the current year.
Bonnie Hammersley presented the following PowerPoint:
County Manager's Recommended FY2016-21 Capital Investment Plan (CIP)
March 29, 2016 Presentation
Southern Human Services Center
Overview
• The Capital Investment Plan (CIP) is a budget plan that is evaluated annually to include
year-to-year priorities with associated resources.
• The CIP includes detailed information for the first 5 years of the plan, and an overview of
future plans for the remaining 6 through 10 years.
• The Board of Orange County Commissioners (BOCC) will amend and adopt the first
year (FY2016-17) of the CIP.
Document includes the following sections/tabs:
• Transmittal Letter
• CIP Summaries
• County Projects
• Proprietary Projects
• School Projects
• Appendices (Debt Service, Debt Capacity, and Policies)
FY 2016-21 Orange County CIP Projects County-Wide Summary—Appropriations graph
FY 2016-21 Orange County CIP Projects County-Wide Summary— Revenues-graph
Continuation Funding
FY2016-17
• Southern Branch Library - $6.38 million
• Detention Facility - $500,000
• Historic Rogers Road Sewer Project - $5.68 million
• Conservation Easements - $500,000
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Commissioner Jacobs asked if the size of this library has been defined.
Bonnie Hammersley said a net size of 10,000 to 12,000 square feet.
Chair McKee said $472,000 was allocated for the library this year, which was not spent,
and asked if this money will track forward.
Bonnie Hammersley said yes.
Commissioner Rich asked if there are any plans yet from Carrboro.
Bonnie Hammersley said the Town is doing a space study, and the County is waiting for
the study to be completed before moving forward.
Commissioner Rich said there was strong support for an urban library and suggested
keeping this in mind when pricing and sizing this library.
Commissioner Jacobs said there was a point, a few years back, where they had monies
set aside for this Carrboro library. He asked if the outcome of this funding is known.
Paul Laughton, Orange County Finance and Administrative Services, asked if
Commissioner Jacob was referring to prior year funding.
Commissioner Pelissier said the money was set aside from the sale of property.
Paul Laughton said the funds are reflected on page 31 of the CIP.
Bonnie Hammersley said more information will be brought to the April 7th work session.
Policy Priorities
• School Capital Improvements - $47.6 million
• Affordable Housing - $3.5 million
• Community Centers - $35,000
• Senior Centers - $990,000 Seymour Center
• Economic Development (Water and Sewer) - $145,000
• Accessibility and Security Improvements - $190,000
• EMS Substation Co-location - $500,000
Chair McKee asked if money is set aside for the proposed extension of water and sewer
under 1-40, in the Hillsborough Economic Development District (EDD).
Bonnie Hammersley said yes.
Commissioner Jacobs asked if there is an update on the Eno EDD.
Bonnie Hammersley said there is $120,000 for design and easement acquisitions, along
with construction.
Commissioner Jacobs asked if an agreement with Durham has been reached.
Craig Benedict, Planning and Inspections Director, said Durham is making some
improvements on its side, so that Orange County can flow into it. He said details of the
agreement are currently being refined.
Commissioner Jacobs asked if this plan is different to a previous one.
Craig Benedict said yes.
Commissioner Jacobs asked if the Board could see the updated plan at the April 7th
meeting.
Craig Benedict said yes.
Commissioner Rich asked if there is a large cost difference between these two plans.
Craig said yes, and the current plan is not as costly.
Commissioner Pelissier recalled discussion about changing the configuration of the Eno
EDD because not all of it could be serviced.
Craig Benedict said that is correct, and the original Eno EDD was over 600 acres. He
said about 150 acres will be served with this new plan.
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Commissioner Pelissier said it would be helpful to include these updated numbers in the
documentation.
Commissioner Jacobs suggested holding a community meeting at the Murphy School to
provide an update about the Eno EDD.
Craig Benedict said he would put together a meeting as the plans are narrowed down.
Chair McKee asked if Durham will do its sewer expansion with or without the
involvement of Orange County.
Craig Benedict said the improvements were necessary either way. He said Durham has
not yet asked for any contribution from Orange County, and after the flows are developed they
will be shared with Orange County.
Parks, Open Space, and Trail Development
• Blackwood Farm Park - $1.26 million
• Cedar Grove Park— Phase II - $60,000
• Mountains to Sea Trail - $521,000
• Hollow Rock Nature Park (New Hope Preserve) - $235,000
• River Park— Phase I I - $50,000
• Little River Park— Phase II - $100,000
• Fairview Park Access with Parking Improvements - $325,000
Information Technology and Communications
• Information Technology Infrastructure - $500,000
• Technology Improvements - $500,000
• Fiber Connections for County facilities - $60,000
• BOCC Technology Initiatives - $50,000
• Communication System Improvements - $166,000
Critical Infrastructure Improvements
• Hardened 911 Center - $980,000
• Southern Human Services Center —$300,000
Other Critical Infrastructure Improvements
• Facility Roofing Projects - $206,700
• Historic Courthouse Square - $40,000
• Generator Projects - $375,000
Commissioner Jacobs asked if there are specific reasons to have generators at
community centers.
Bonnie Hammersley said community centers may need to serve as shelters during
inclement weather.
Commissioner Jacobs said he thought designated shelters already existed.
Bonnie Hammersley said yes, but after speaking with staff involved in sheltering, there is
a feeling that it would be advantageous to use County facilities for sheltering.
Commissioner Jacobs said there had been discussion about a shelter with Mebane at
Gravelly Hill Middle School, and Mebane was interested in partnering on this issue. He said he
would like to see some priorities determined in reference to the purchase and usage of
generators.
Commissioner Price said she is in favor of generators at community centers as a back-
up sheltering facility.
Bonnie Hammersley reviewed the highlights for the items below.
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Bonnie Hammersley said the reason the Agricultural/Environmental Center is not in
2016-17 is because community involvement is desired, which will take some time; thus it is
pushed out to 2017-18.
Bonnie Hammersley said the Local Government Commission has pushed for the
Requests For Proposals (RFP) to be complete prior to going out to bid.
Future Capital Projects:
FY2017-18
• School Capital Improvements—$8.3 million
• Economic Development (Water/Sewer)—$895,000
• Solid Waste—$1.1 million
• Southern Orange Campus —$2 million
• Southern Human Services Center —$5.2 million
• Information Technology—$1.5 million
• Detention Facility—$20.6 million
• Environment &Agriculture Center—$3.15 million
• EMS Substations—$1.2 million
• Blackwood Farm Park— $1.8 million
• Efland-Cheeks Community Center—$391,000
• Facility Renovation and Repairs—$180,000
Future Capital Projects:
FY2018-19 (second draw of the bond)
• School Capital Improvements—$47.8 million
• Economic Development (Water and Sewer)— $375,000
• Solid Waste—$1.1 million
• Information Technology—$1.5 million
• Affordable Housing —$2.5 million
• EMS Substations—$1.5 million
• Blackwood Farm Park— $2.6 million
• Cedar Grove Park—$1.5 million
• Mountains to Sea Trail —$700,000
Commissioner Jacobs asked if there is a specific purpose for the $1.1 million for Solid
Waste.
Paul Laughton said there is a Solid Waste Convenience Center (SWCC) at High Rock,
and much of the funds are for equipment and replacements, which is on the replacement
schedule. He said there is also a future SWCC at Ferguson Road in 2019-20.
Commissioner Jacobs asked if there is a plan in place, should the need for a transfer
station be discussed in the next couple of years.
Bonnie Hammersley said such a discussion would change the CIP.
Commissioner Jacobs said alternatives should be discussed in order to show sincerity to
our partners on the solid waste issue. He said the County does not own High Rock SWCC, and
he would like to review the lease renewal when it comes up.
Future Capital Projects
FY2019-20
• School Capital Improvements—$7.8 million
• Economic Development (Water/Sewer) —$2.1 million
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• Solid Waste—$2.1 million
• Information Technology—$1.5 million
• EMS Substations—$600,000
• Soccer Center Phase II — $4.6 million
• Lands Legacy - $500,000
• Millhouse Road Park—$6.4 million
FY2020-21 (final draw of bond funds)
• School Capital Improvements—$47.9 million
• Economic Development (Water/Sewer)—$25,000
• Solid Waste—$800,000
• Southern Orange Campus —$2 million
• Information Technology—$1.5 million
• EMS Substations—$1.5 million
• Bingham District Park—$6.7 million
• Lands Legacy - $500,000
• Northeast District Park—$7.7 million
• Twin Creeks Park, Phase II — $3.8 million
Appendices
• Debt Service and Debt Capacity
• General Fund — maintains the 15% debt capacity
• Water and Sewer Projects (Article 46 Sales Tax proceeds)
• Capital Funding, Debt Management, and Fund Balance Management Policies
Document Availability
• Clerk to the Board of Commissioners
• County Finance and Administrative Services Office
• Orange County Libraries
• Orange County Website: www.orangecountync.gov
Commissioner Dorosin referred to page 143, and asked if clarification could be given, at
the April 7th meeting, regarding how school construction impact fees fit into the bond funds and
the CIP.
2. Employee Benefits and Pay Review
BACKGROUND:
The County provides employees with a comprehensive benefits plan, including health, dental
and life insurance, an employee assistance program, flexible compensation plan and paid leave
for permanent employees. Additionally, the County contributes to the Local Governmental
Employees' Retirement System and a supplemental retirement plan. The County has been self-
funded since January 1, 2014 for medical and pharmacy plans and continues to be self-insured
for the dental plan. The County transitioned from a twelve-month calendar plan year to a
twelve-month fiscal plan year in 2015 aligning with the County's fiscal year. In February 2015,
the Board of County Commissioners approved Gallagher Benefit Services (GBS) as Broker of
Record for the administration of benefit programs, which include health, dental, vision, and other
voluntary programs for employees and retirees.
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Health Insurance
Almost all full time and part time employees participate in the County's group health insurance
plan. As of January 16, 2016, the plan covered 871 employees and 160 County retirees under
the age of 65. Enrollment data is detailed in Attachment A.
Since the County's insurance plan is self-funded, the County uses a third party administrator
(TPA) to administer and manage claims. To take advantage of changing market dynamics and
services, the County periodically solicits proposals from companies offering TPA services. The
County conducted a competitive solicitation this year through its broker and is in the process of
negotiating a final contact with the most responsive and qualified provider for FY2016/2017. A
recommendation on the identity of the provider is scheduled for consideration by the Board of
Commissioners on April 5.
Based on the initial solicitation results, the County's broker has estimated that total health
insurance costs next fiscal year will remain flat or decrease slightly. As a result, no plan design
changes are recommended. All covered benefits, co-pays, co-insurance and deductibles are
expected to remain the same.
If the budget for health insurance is decreased, the premium equivalents charged to employees
will be adjusted accordingly. Employees currently pay a share of the premium for most of the
plan options. Attachment B shows the current monthly and bi-monthly cost share of premium
equivalents.
Dental and Vision Insurance
Delta Dental is the County's current dental provider and Community Eye Care provides the
County's vision plan. As part of three-year contract, the County will continue providing dental
coverage through Delta Dental. The current budget for dental insurance coverage is
approximately $320,000 annually. No increase in premium is recommended for FY 2016-2017.
In fact, the County will improve the dental plan design by removing diagnostic and preventative
services from the annual maximum covered services to promote preventative oral health care.
The bi-monthly employee cost share of dental and vision premiums are also provided in
Attachment B.
Other Employee Programs
The County will continue to partner with representatives of the UNC Wellness @ Work program
to offer health screenings to all employees. In the fall of 2016, the Health and Human
Resources Departments coordinated flu clinics for employees, and Human Resources held two
Breast Cancer Awareness Days (for mammograms) at UNC Radiology in Hillsborough. See
Attachment A for more detail on Employee Wellness Activities and Orange County Sportsplex
enrollment.
Compression Review
Compression has been a growing concern among directors and employees and was ranking
highly during the Department Director's prioritization of internal needs. Pay compression occurs
when the difference between two salary grades or between two employees within the same
salary grade is too small without an intentional, reasonable pay policy to explain that difference.
A classic example of pay compression occurs when new employees are hired at the same or
higher rates as employees who have been employed by the organization for several years. In
this case, market rates for certain positions may have advanced beyond the salaries paid to
current employees. The organization is compelled to pay market rates to attract well-qualified
new employees but does not feel the same pressure to increase the salaries of current
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employees. As a result, the pay of these employees is compressed with respect to their time
and experience within the organization.
To help quantify this issue for Orange County, Human Resources contracted with Gallagher
Benefit Services Inc.'s Fox Lawson Group (FLG) to conduct a Compensation Philosophy
Development and Pay Compression Study. The study found that the County experiencing pay
compression at most grades in the salary schedule. The compression has been caused by
several different issues but is primarily due to the absence of a mechanism to move existing
employees forward in the salary plan. Compression was also caused by structural issues within
the current classification plan and lack of a strong pay philosophy across hiring managers.
The County Manager's Recommended Operating Budget for FY 2016-17 is expected to include
a recommendation to begin addressing salary compression.
Meritorious Service Awards
The Code of County Ordinances Section 28-61 provides a program of Meritorious Service
Awards to financially reward employees whose work performance and accomplishments are
exceptional or superior. Section 28-61 (c) provides that the award amount is subject to the
Board of Commissioners' annual approval of funding. It also establishes award levels at$1,500
for exceptional performance and $750 for superior performance. The performance incentives
are paid as one-time payment, which does not become a part of an employee's annual base
salary.
The current Meritorious Service Award program is being administered using three award tiers.
The current program recognizes exceptional performance with a $1,000 payment and superior
and proficient performance with a $500 payment. As currently administered, the ordinance and
current practice are not aligned.
The County Manager's Recommended Operating Budget for FY 2016-17 is expected to address
these inconsistencies and make the award levels more granular.
Brenda Bartholomew, Orange County Human Resources Director, presented the
following Power Point:
Employee Benefits and Pay Review
Insurance Programs
Compression
Meritorious Service Awards
Brenda Bartholomew
March 29, 2016
Insurance Programs
• Self-funded since 2014
• Transitioned to a Fiscal Year renewal in 2015
• Contracted with Gallagher Benefit Services (GSB) as Broker of Record in 2015
• Third Party Administrator (TPA) Solicitation —County Manager Recommendation at the
BOCC April 5, 2016 Meeting
Budget Recommendations FY 2016/2017
• Total Health Insurance Costs will remain flat or decrease slightly
• If rate decrease, premium equivalent will be decreased
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• No change to covered benefits, co-pays, co-insurance or deductibles
❖ FY2015/2016 budget is approximately $11.6M
o Active employees and members = $9.8M
o Active retirees under age 65 and members = $1.8M
o As of 2/2016 budget spend is approximately $6M (51% of total budget)
❖ As of 1/16/16
o 871 employees (96%) and 160 retirees enrolled in a health plan
o 1480 members and 187 retiree members enrolled in a health plan
• Dental Insurance Costs will remain flat
• Current budget for dental insurance coverage is approximately $320,000
• No increase in premium is recommended for FY 2016-2017
• Improve the dental plan design by removing diagnostic and preventative services from
the annual maximum covered services to promote preventative oral health care
❖ Annual maximum coverage is $1,200 per year
Quick Points of Comparison
The NC Healthcare Benefits & Cost Survey is conducted annually by Capital Associated
Industries (CAI).
• On average, traditional premiums have increased by about 5% annually over the past 5
years.
• Employee (EE) vs. employer contributions to traditional plan premiums has remained
fairly constant, even as costs continue to increase. On average, employers cover 82%
and 53% of individual and family premiums, respectively.
Orange County
• Based on the general fund actual expenditures for health insurance, Orange County's
costs have increased over 3 years on average 5.63%
• Orange County pays 100% of individual and approximately 65% of family premiums.
• This changed from 52% over the past few years when the County elected to absorb total
rate increases.
2015/2016 North Carolina Healthcare Benefits & Cost Survey (chart)
Capital Associated Industries
Compression is caused when...
• there is not a mechanism to move existing employees forward in the salary plan (years
of service or in-range performance)
• new hired employees are brought in at equal or higher pay than employees with more
longevity at the same position
• salary adjustments over the last 6 years have typically been lower than market
adjustments
New Hires vs Employees (graph)
Compression Analysis (graph)
Overall Analysis
Meritorious Service Awards
• The Ordinance provides a program of Meritorious Service Awards to financially reward
employees whose work performance and accomplishments are exceptional or superior.
❖ $1,500 for exceptional performance
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❖ $750 for superior performance
• The current Meritorious Service Award program is being administered using three award
tiers.
❖ exceptional performance with a $1,000 payment
❖ superior and proficient performance with a $500 payment
Commissioner Rich asked if the percentage of employees that get some sort of bonus
could be given.
Brenda Bartholomew said she would bring back that information.
Commissioner Rich asked if there is a process for receiving these employee bonuses.
Bonnie Hammersley said bonuses are given as part of an employee's annual
performance evaluation, and it is very subjective. She said staff is working to bring forth a more
objective process with stated criteria.
Commissioner Rich said she is not fond of random merit awards.
Commissioner Jacobs said he is confident that Brenda Bartholomew and the Manager
will come up with a less arbitrary process to address this issue.
Commissioner Pelissier asked if other counties have as many pay grades as Orange
County.
Brenda Bartholomew said Orange County is not an unusual county, but may be on the
high end of a comparison.
Commissioner Pelissier said in order to change pay grades, one must have one's
position reclassified. She asked if grades could have different categories within them, so that
salary increases could occur without reclassification.
Brenda Bartholomew said her office may be looking at collapsing two pay grades into
one, as well as some other options, all of which is currently being studied in detail.
3. Review of Workforce Demographics and Utilization of Temporary Employees
BACKGROUND:
The Board of County Commissioners requested information regarding the current workforce
profile of Orange County and requested follow up information regarding the current employment
of temporary employees.
Orange County Government is committed to equal employment opportunity and affirmative
action to employ and advance in employment qualified women, minorities, protected veterans,
and individuals with disabilities. All applicants and employees are treated equally without regard
to their protected veteran status, race, religion, national origin, gender, age, marital status,
disability, pregnancy, sexual orientation, gender identity or expression, genetic information, or
any other basis protected by applicable law.
Attachment A of the power point shows in detail the Workforce Race and Gender data by
classification for Orange County as of June 30, 2015. This data is reported as part of the EEO-
4 Report filed with the Equal Opportunity Commission on September 30, 2015, as per Section
709 (c), Title VII, Civil Rights Act of 1964.
In comparing the Orange County government statistics to Orange County and the State of North
Carolina, Orange County Government needs to focus most on efforts to improve diversity in the
Hispanic or Latino and Asian populations.
In an effort to improve diversity in the areas of greatest need, the Human Resources
Department is continually working with Departments to recognize the need for employees to be
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bi-lingual and as such recruit accordingly. The Human Resources Department has also
implemented two Board of County of Commissioners initiatives within the past year. These
initiatives include an Internship Program and Access to Learning the Spanish Language.
The Internship Program is focused on providing a learning experience to a student in order for
them to blend classroom theory with real-life practice. Human Resources will recruit from many
universities and colleges in the area bringing in a diverse representation of students. The
internships are designed to give students an opportunity to complement their formal education
with career-related experience and to spark an interest in pursuing a career in local government.
The Board of County Commissioners also requested that all County employees have access to
Spanish language education in an effort to provide high quality services to residents. The
Human Resources Department is prepared to offer in-house training for Basic Introduction to
the Spanish Language and to provide the Rosetta Program in the Employee Development
Library.
Work Assignments of Temporary Employees
Temporary employees play a critical role within departments and contribute to the mission of
serving Orange County residents effectively and efficiently. It is also equally important to utilize
temporary employees in an appropriate manner and afford them access to health care as
required under the Affordable Care Act. Temporary employees are different from part time
employees. Temporary employees are time limited and do not receive access to County
benefits. Part-time employees work less than full time, but the duration of their employment is
not limited.
A Temporary Employee is defined as an employee appointed to serve in a position for a period
of six calendar months or less. A Department Head may extend the temporary appointment for
six additional months. A temporary appointment may not extend beyond one year except as
provided in Article II, Subsection 28-15(b) of the Orange County Code of Ordinances. Overall,
this section states that a new temporary appointment may be made for up to six months and
may be extended for six additional months, not to exceed a total of one year. The advance
approval of the Human Resources Director is for the purpose of assuring that temporary
appointments are used to meet temporary work needs. The County Manager may approve the
extension of a temporary appointment beyond one year.
Temporary employees may work a variety of reasons, and in differing capacities including:
• A regular work schedule to fill a temporary need subject to the limitations described
above. The duration of a grant-funding period.
• When considered seasonal, an employee is required to work a defined time period and
may return year after year. Most seasonal employees hired to work in this capacity are
at the Department of Environment, Agriculture, Parks and Recreation (DEAPR).
• On an as needed basis. Primarily this is the hire of Election Workers.
• When filling a position vacated because a permanent employee is on leave or during the
time period to process the filling of vacancies.
• As a participant in the Workforce Investment Act (WIA) (Department of Social Services
youth employment grant) or Work First Program, which services parents of children with
little or no income.
• As an Intern, for educational purposes.
The Orange County Code of Ordinances Section 28-36 provides permanent employees both
full-time and part-time (regularly scheduled at least 20 hours each workweek) with group health
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insurance. The County has been pro-active in appropriately identifying positions, which need to
be classified as permanent as per the Personnel Section of the Orange County Code of
Ordinances and the Affordable Care Act requirements.
Action Agenda Item 3, dated September 11, 2014 is provided as Attachment B, which analyzed
the use of temporary employees at the request of the Board of County Commissioners. It was
determined that there were some employees working in hours in excess of what the Affordable
Care Act allows as well as outside the desire of the Board. As part of the FY 2015/16 budget
adoption, positions were subsequently made permanent. These positions included three
Orange Public Transportation Drivers and a Weighmaster at the Department of Solid Waste.
Action Agenda Item 5, dated April 17, 2008 is provided as Attachment C, which shows the
transition of funding positions from a long term temporary services status to permanent
positions meeting County staff needs.
The Human Resources Department will continue to work to make sure that Orange County is
compliant with the requirements of the Affordable Care Act and the North Carolina Retirement
System as well as meeting the needs of each department and appropriately offering benefits to
employees when applicable. More specifically, the Human Resources Department will continue:
• Reviewing the work of temporary employees to make sure they are appropriately
classified as per the County Ordinance and make changes as necessary.
• Monitoring temporary employees working more than 12 months or 1,000 hours in a
calendar year as required by the Retirement System.
• Monitoring hours worked by temporary employees to ensure that all employees eligible
for health insurance benefits are appropriately notified and enrolled.
Also, the Affordable Care Act requires certain employers (applicable large employers), which
includes Orange County to offer health insurance coverage to full-time employees and their
dependents and requires those employers to send an annual statement to all employees eligible
for coverage describing the insurance coverage available to them (IRS Section 6055) as well as
the detail of an employee's actual insurance coverage (IRS Section 6056). The County has
filed accordingly and no issues have been identified as non-compliant.
Brenda Bartholomew presented the following PowerPoint:
Workforce Demographics and Utilization of Temporary Employees
Brenda Bartholomew
March 29, 2016
Minorities in the Workplace (table)
• The following table demonstrates the percentage of minorities in the workplace since
June 30, 2014 through March 2016.
Goals to Improve Diversity
Implemented two BOCC Initiatives within the past year
• Internship Program
❖ Provide a learning experience to students in order for them to blend classroom
theory with real-life practice.
❖ Recruit from many universities and colleges within the area bringing in a diverse
representation of minorities.
❖ Designed to give students an opportunity to complement their formal education
with career-related experience.
❖ Spark an interest in pursuing a career in local government.
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• Access to Learning the Spanish Language
❖ The Board of County Commissioners desires access for all County employees
the ability to learn Spanish.
❖ Provide in-house training for Basic Introduction to the Spanish Language
❖ Place the Rosetta Program in the Employee Development Library. Continue to
work with Departments to recognize the need for employees to be bi-lingual and
as such recruit accordingly.
• Identify and Designate More Bi-lingual Classifications
Commissioner Jacobs suggested moving funds for the tuition reimbursement program to
the Rosetta program, or another bilingual program.
Brenda Bartholomew said there could be a remarketing of the tuition reimbursement
program. She said there is a premium "bilingual pay" that is 3% of an employee's base pay, for
those who utilize bilingual skills during the workday.
Commissioner Dorosin suggested, going forward, to identify key departments, or
positions within a department, that have a lot of direct public engagement, and to insure there
are bilingual employees working there.
Work Assignments of Temporary Employees
Temporary employees may work a variety of reasons, and in differing capacities including:
• A regular part-time work schedule for periods longer than six months to a year to fill a
temporary need.
• The duration of a grant-funding period.
• Seasonal employment.
• On an as needed basis.
• When filling a position vacated because a permanent employee is on leave or during the
time period to process the filling of vacancies.
• As a participant in the Workforce Investment Act (WIA) (DSS youth employment grant)
or Work First Program, which services parents of children with little or no income.
• As an Intern, for educational purposes
County Actions
The County has been pro-active in appropriately identifying positions which need to be
classified as permanent as per the Personnel Section of the Orange County Code of
Ordinances and the Affordable Care Act requirements.
• Action Agenda Item 5, dated April 17, 2008
• Action Agenda Item 3, dated September 11, 2014
• It was determined that there were some employees working in hours in excess of what
the Affordable Care Act allows as well as outside the desire of the Board. As part of the
FY 2015/16 budget adoption, positions were subsequently made permanent.
Overview of Temporary Utilization
• Human Resources will continue to ...
• Review the work of temporary employees to make sure they are appropriately classified
as per the County Ordinance and make changes as necessary.
• Monitor temporary employees working more than 12 months or 1,000 hours in a
calendar year as required by the Retirement System.
• Monitor hours worked by temporary employees to ensure that all employees eligible for
health insurance benefits are appropriately notified and enrolled as per the Affordable
Care Act.
14
Commissioner Dorosin asked if the number and type of temporary employees could be
identified.
Commissioner Dorosin said of the 178 temps this year, how many were full time
temporary positions and how many were part time temporary positions.
Commissioner Dorosin said he is encouraged that the analysis was done and that many
temps were recognized as permanent employees.
Commissioner Rich asked if the temporary employees fit into the racial background of
employees.
Brenda Bartholomew said yes.
Commissioner Jacobs asked if there is a category for disabled employees.
Brenda Bartholomew said disabilities are self-reported, so if one chooses to disclose,
then the County is aware. She said there have been a handful of requests for reasonable
accommodation over the past few years, and she will look further on this issue.
A motion was made by Commissioner Price, seconded by Commissioner Dorosin to
adjourn the meeting at 9:10 p.m.
VOTE: UNANIMOUS
Donna Baker, Clerk to the Board
Earl McKee, Chair