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HomeMy WebLinkAboutMinutes 05-26-2016 1 APPROVED 6/21/2016 MINUTES BOARD OF COMMISSIONERS Budget Work Session May 26, 2016 7:00 p.m. The Orange County Board of Commissioners met in a budget work session on Thursday, May 26, 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 7:04 p.m. He noted the following items at the Commissioners' places: - white sheet: draft amendment list - PowerPoint for Budget Work Session #1 - purple sheet: memorandum regarding supplemental budget information - white sheet: historical tax rate - salmon sheet: impact fee activity sheet FY2005-06 to FY 2014-15 - white sheet: BOCC Contingency Appropriations FY 1998-99 to FY 2015-16 Chair McKee acknowledged the official opening of the Morinaga Candy Factory that morning. Chair McKee thanked Chapel Hill-Carrboro City Schools (CHCCS) Superintendent Tom Forcella for his years of service and wished him well in his retirement. Bonnie Hammersley said there is a draft budget amendment list at the Commissioners' places. She reviewed the structure of the meeting. Commissioner Rich asked the Manager if, in the future, she could cluster like organizations together on the amendment listing. Bonnie Hammersley said yes. Travis Myren and Paul Laughton, Deputy Director, Finance and Administrative Services, made the following PowerPoint presentation: Budget Work Session 1 Fire Districts Education Selected CIP Projects May 26, 2016 Budget Work Session Southern Human Services Center Fire Districts FY2016-17 Tax Rates 0 New Hope Fire District (page 335) 2 • 0.50 cent increase from 9.95 cents to 10.45 cents • Hire a full time Captain to cover days due to difficulty finding volunteers • Last increase in FY2014-15 from 9.45 cents to 9.95 cents New Hope Fire Department Board President Howard Pratt reiterated why this tax increase is needed. Chief Mike Tapp also gave background information/justifications on the proposed tax rate increase, noting the need for a new full-time Captain to supplement the existing paid employees. He said most of the volunteer firefighters work full-time elsewhere, during daytime hours. Commissioner Rich asked if there have been any meetings with residents regarding the proposed rate increase. Chief Mike Tapp said yes, and the reaction has been positive. Commissioner Dorosin asked if this would be adding an additional position or taking an existing volunteer and making them a captain. Chief Mike Tapp said this would be an additional permanent position, providing three people on duty from 8:00 a.m. to 5:00 p.m. O Orange Grove Fire District (page 335-336) • 1.0 cent increase from 6.0 cents to 7.0 cents • Debt service increase associated with vehicle acquisitions and facilities • Last increase in FY2013-14 from 5.0 cents to 6.0 cents Orange Grove Board President Bill Waddell said the number of stations has expanded and thus there are more fire trucks. He said many fire trucks are at the 20-year life expectancy and need to be replaced. He said $2.4 million is expected over the next 20 years for fire truck replacements. Chief Steve McCauley said there are 54 volunteers and the tax increase would help with needs such as outfitting, insurance, etc. Bill Waddell said three stations have an insurance service office (ISO) rating of six, with hopes of getting to a five. He said meetings have been held with community groups about this proposed tax increase and the response was positive, especially in regards to home insurance rates going down as a result of the improved ISO rating. Durham Technical Community College DTCC President, Bill Ingram and Vice President of Finance and Administrative Services, Matt Williams O Operating Costs (non-instructional) - p.145 -$969,929 Total Expenditure • Current Expense - $628,928 • Recurring Capital - $75,000 • Debt Service — $266,001 • Reduction of$77,790 from prior year primarily due to completion of Campus Signage and Master Plan Update O Orange Connect Scholarship Program - p.149 • $50,000 recommended appropriation for FY16-17 • $1,000 per year scholarship — 50 students in year one • High School graduates within one year of graduation • 24 Orange County students would have qualified in 2016 3 • 62.5% received need based financial aid • Funded by Article 46 Sales Tax (economic development funds) Commissioner Dorosin asked if the scholarships are need-based. Dr. Ingram said no, as sometimes it is difficult for a student to document need. He said scholarships are made available to any senior that graduates, and wants to go to Durham Tech. He said about 60% of the recipients do have financial need. Commissioner Dorosin asked if the process for handing out the 50 scholarships could be explained. Dr. Ingram said the hope is to have adequate funds to provide scholarships to any senior that applies, which may necessitate a budget amendment. He said this amount would cover tuition and fees for one semester for a full time, in-state student. Commissioner Jacobs said he found it interesting that Durham County has a similar program, using a sales tax to fund scholarships. Travis Myren noted that any Article 46 funds used would be from the economic development portion, and not the educational portion, of the funds. Travis Myren reviewed the following PowerPoint slides: School Funding O Projected Enrollment - p.147 • Influence on current expense and capital funding allocations • Chapel Hill-Carrboro City Schools projected decrease in budgeted enrollment by 246 • Orange County Schools (OCS) projected budgeted enrollment increased by 165 • Proportion changes by 0.98% accordingly O Manager's Recommended Budget— p. 147 & 148 • Health and Safety Contracts (Nurses/SROs) — $1.4 million o Full reimbursement program based on actual costs incurred o Not calculated in current expense • Fully fund Charter students (205) - $763,000 o Not calculated in current expense • Mandated Retirement and Health Ins. —Add 485,000 o Included in current expense School Funding O Total Appropriations - $99,848,327 • Current expense - $74,287,398 • Recurring Capital - $3,000,000 • Long Range Capital - $3,799,346 (pay-as-you-go in CIP) • Debt Service - $15,372,383 • Other School Related Programs - $3,389,200 O 49.4% of General Fund Revenues recommended O 48.1% current funding target 2015 County Appropriation Comparison - chart Spending by Funding Source - chart 4 County Per Pupil Appropriation History - chart Teacher Turnover District vs. Statewide - chart State Teacher Pay Scenarios - chart School Capital Budget - chart O FY16-17 Capital Budget Recommendations • Capital funds distributed by ADM between districts • FY2016-17 is first of three (3) installments for bond financing • Next two draws recommended in FY2018-19 and FY2020-21 Bond Debt Service Payments O Debt service schedule based on $125 million issued in three installments • FY 2016-17 $42,500,000 • FY 2018-19 $42,500,000 • FY 2020-21 $40,000,000 O Impact fees may be used to reduce debt burden for projects that increase capacity. (salmon colored hand out) Commissioner Rich asked if impact fees are used for anything other than schools. Paul Laughton said impact fees are only used for schools and must be used for construction purposes, expansions for capacity, etc. Commissioner Rich asked if impact fees are collected countywide and go into one pot. Paul Laughton said the fees go into a special revenue fund, and are separated out by school district based on from where the fees are gathered. Commissioner Jacobs said a master park plan was required in order to do a payment in lieu program. He said the fee then goes to the park located in the area served by the development that has made the payment in lieu. Commissioner Jacobs asked what will happen if one district has more than another to put towards paying off the bond. Paul Laughton said fees must be used for increased capacity expansion and this total will vary from year to year. Commissioner Jacobs asked if the capacity improvements being done via bond funds could be paid for with impact fees. Paul Laughton said yes as long as the improvements are for capacity. Commissioner Jacobs referred to the bond debt service chart and reviewed the tax increases in coming years. Travis Myren said as the tax base grows, so will the tax yield. Commissioner Jacobs said he would like to see a projection of the tax increases and impact fees for the next five years, as well as a projection from the schools regarding how much of the expansions costs could be covered by impact fees. End of school slides. Commissioner Dorosin referred to the teacher turnover rates, noted on page 9 of the PowerPoint. He said there needs to be a discussion about realistic comparables. He said the counties listed are comparable in population, but the schools districts in these listings vary 5 greatly in size. He said using Wake County as a comparable district may not be legitimate. He said it is close in proximity, but very different in size and scope. Chair McKee asked the Manager to develop another chart based on school population. Commissioner Pelissier said she would like to track recruitment issues, as well as determining the point in the year at which teachers are leaving: mid-year versus end-of-year. Commissioner Price said she would like to know why teachers are retiring: is it simply time for a larger number of people to retire, or are people retiring mid-career. Commissioner Jacobs said he would like to know if the districts track the substitutes that are being hired, and if they are qualified to be substitutes. He said he would also like to know the age level where substitutes are in greatest demand: elementary, middle and/or high school. Dr. Todd Wirt, OCS Superintendent said, since 2009, the number one reason teachers have left OCS is to teach elsewhere, and the second reason is retirement. Donna Coffey offered some observations of where the Manager's recommended budget has left OCS, and it does not reflect the same values or understanding held by OCS. She said the Board, teachers, and students have all expressed great concern to the Board of County Commissioners (BOCC). She said the proposed budget leaves OCS approximately $700,000 short of funding basic mandates. She said increasing the local supplement is the top priority for OCS after funding the basic mandates. Commissioner Jacobs asked if Donna Coffey could clarify the meaning of mandates. Donna Coffey said it refers to the salary increase and retirement and health insurance matches. Dr. Todd Wirt said it also refers to some additional programming for special education. Commissioner Jacobs asked if it also includes utilities. Donna Coffey said no. Commissioner Burroughs asked if data is kept regarding teachers having second jobs. Dr. Todd Wirt said there is loose data but nothing concrete. Commissioner Dorosin lamented that Donna Coffey felt the way she does, and that he thought the BOCC is being supportive of schools. Commissioner Dorosin asked if there are resource officers in elementary schools. Donna Coffey said yes. Commissioner Dorosin asked if elementary schools can receive out of school suspension or be expelled. Dr. Todd Wirt said yes. Donna Coffey said OCS is reviewing its policy manual, and trying to see places where substantive changes can be made that have no cost, but will still make changes in their student and teacher's lives. Commissioner Jacobs said work does need to be done on the budget process, and if more clarity is needed from the County, it can be provided. He said this has become a very stilted and contentious process, and he hopes that joint meetings could be used to discuss and change this process. Commissioner Jacobs suggested a social event to be held over the summer, for the BOCC and the school boards get to know each other better. Commissioner Jacobs said there have not been any in-range county employee salary increases in seven years, and there have been cost of living allowance increases totaling 7.5% over the last four years, and not the three previous years before that. Donna Coffey said she was referring more to the topic of pay for performance. Commissioner Jacobs said that is new to this year's proposed budget. Donna Coffey said she had seen it present in the budget for a few years. 6 Commissioner Rich said this budget process never feels good, and she hopes all can be more innovative about their relationships and communication going forward. She acknowledged that the State holds a lot of blame, but the County and the Schools can communicate more regularly rather than waiting until the last minute. Commissioner Burroughs said a simple solution is for the legislature to give taxing power to the school districts. She said the BOCC may want to publicly advocate such a change. She acknowledged that the budget season can be heightened, but she believes the schools can be funded and should be for the sake of the students and the teachers. She said she will be advocating for both school districts to receive their full budget requests. Commissioner Pelissier said she would like to change the narrative of the Manager's recommended budget and to leave out the mention of no tax increase. She said a tax increase is the purview of the Board. She said the schools are a big driving force for tax increases, and she would be willing to raise taxes. She said the BOCC is charged with governing the whole County, and she is not sure of the best way to amend the budget process. Donna Coffey said OCS would be more than willing to work with the Board on this or any future budget process. Commissioner Price said budget process can be worked on, and she has never had a problem talking to anyone on either school board. She has always found both school boards to be receptive and hopes dialogue can increase. Chair McKee noted that holding two jobs is not unique to the teaching profession, but he would be interested to see how many teachers are working second jobs, and then compare that to the general population. Tom Forcella, CHCCS Superintendent, and James Barrett, CHCCS School Board Chair, reviewed information about the district's budget requests, and questions and responses from the Board of County Commissioners. Tom Forcella said from 2006-2014 the main reasons for teacher turnover rate was re- location and retirement. He said more recently teachers have been leaving in order to teach in another North Carolina public school. Tom Forcella referred to the questions about substitute teachers and said these teachers do not have to be certified. Tom Forcella referred to Commissioner Dorosin's comments about discipline and said all principles, vice-principles, and guidance counselors have been trained in restorative discipline, and the district is moving away from traditional disciplines such as out of school suspension. Tom Forcella reviewed the highlights and goals of Project Advance, noting it will be a systemic change to promote new cultures. Chair Barrett said CHCCS also feel that this budget process does not work for anyone. He referred to teachers who work second jobs and said his concern is when a teacher is working a second job, that teacher will not be at their best in the classroom, and this is of concern. Commissioner Rich shared her concerns about Project Advance, noting that there are senior teachers who are very concerned about this program. Tom Forcella said experienced teachers may be able to test out of the lower levels of the program. Commissioner Rich asked if other counties in the State are implementing similar programs. Tom Forcella said no, CHCCS is the only district implementing this program. He said outstanding instruction in the classroom is the best way to close the achievement gap. He said 7 teachers must be able to demonstrate that they are successful in the classroom, rather than simply rising through the pay scale due to years of experience. Commissioner Rich said the feedback she is getting from veteran teachers is that they must jump through hoops, and she is not sure this is the best way to respect and retain teachers. Commissioner Burroughs asked if the number of teachers in the district is known. Tom Forcella said over 1,170, including new teachers, and approximately 1,000 teachers have opted into the program. Commissioner Burroughs said Project Advance has been unanimously supported by the CHCCS School Board. Commissioner Dorosin referred to the budget process and said there is always a crisis from the schools at this time of year. He said issues should be discussed during the year, rather than brought up at the last moment. Commissioner Dorosin asked when discussions are framed, if it is helpful to compare Orange County to counties like Wake County. He said Orange County is really competing with itself. Chair Barrett said the competition is real, with teachers unable to live in Orange County. He said Wake County always has openings, and if Orange County is not competitive, teachers will go elsewhere. Commissioner Jacobs highlighted the other benefits of working in CHCCS and OCS, and noted that these contribute to attracting good teachers as well as good pay. Chair Barrett said applicants will not even know about these other benefits, if the lower salaries are causing teachers to not apply in the first place. Discussion ensued regarding the recruitment practices. Chair McKee asked if the standard for employment is so high that possible qualified teachers have been winnowed out. Tom Forcella said only those that can perform the job are hired, and the best candidates available are pursued. Chair McKee said his concerns stem from the possibility of viable candidates, which could be trained and mentored, being weeded out before being given a real chance. Tom Forcella said potential is considered as well. Chair McKee said the only funding that the Board of County Commissioners can control is the county funding, and at that level, Orange County is leading the pack. The Board decided to take a five-minute break. Chair McKee said the meeting will continue until 10:00 p.m. Travis Myren continued the PowerPoint presentation. Jeff Thompson, Asset Management Services Director, was present to speak to countywide projects, and David Stancil, Department of Environment, Agriculture, Parks and Recreation Director, was present to speak to parks projects. Capital Investment Plan County Projects • Southern Branch Library - $6.38M: Page 31 o Construction cost estimates based on 10,000 to 12,000 square foot urban library to be determined through schematic design o $580,000 increase for new personnel and operating expenses over current budget o Interlocal Agreement to be negotiated on operations prior to executing contract with architect 8 o Schedule to be shared with stakeholders following budget adoption Proposed Library Site - aerial photograph Southern Branch Library Updated Project Schedule - chart Commissioner Burroughs said it was her understanding that this item would be pushed out to FY 2017-18. She asked if an amendment is necessary. Travis Myren said yes. Commissioner Burroughs said she would support such an amendment. Commissioner Rich asked if there was an update regarding parking and whether the building will be mixed-use. Bonnie Hammersley said the Carrboro Town Manager expects their parking study to be completed by the fall of this year. Bonnie Hammersley said she will communicate any updates to all stakeholders. Commissioner Jacobs asked if the site has been chosen. Bonnie Hammersley said once Carrboro has completed its studies, it can be determined if this is indeed a suitable site for all involved. Commissioner Price clarified that this item cannot move forward, per Carrboro's timing. Bonnie Hammersley said yes. Capital Investment Plan Continuation Funding: • Historic Rogers Road Sewer - $5.68M Page 43 o County CIP includes total project costs o Chapel Hill (43%) and Carrboro (14%) will participate in cost-sharing o County and Towns will develop an inter-local agreement for construction costs o Construction scheduled to begin in March/April 2017 o Operating cost will be part of an agreement with OWASA o OWASA availability fees and on site plumbing not included in above estimate. Rogers Road Proposed Sewer Alignment - chart Capital Investment Plan Policy Priorities: • Accessibility & Security Improvements - $190,000 Page 42 o Recommended through the Space Study Work Group and collaborative accessibility survey process Commissioner Jacobs said there is an area on Cameron Street near the Visitor's Center in Hillsborough which needs a sidewalk. He said this need fits under accessibility. Jeff Thompson said staff would work with the Town of Hillsborough on this item. Chair McKee asked Jeff Thompson to find out a rough cost estimate and to then contact the Town. Jeff Thompson said he would do so. Travis Myren asked if it would be acceptable to take the projects out of order, as Kirby Saunders from Emergency Services is present. Chair McKee said this would be acceptable. Kirby Saunders reviewed the overall sheltering plan. 9 Capital Investment Plan Other Critical Infrastructure Improvements: • Generator Projects - $375,000: Page 46 • Community Centers may be used as temporary warming, cooling, and recharging facilities during short-term power disruptions versus mass care shelters, which also co- locate for pets. The short-term option is typically easier for residents to reach, and require less intense use of resources. • Emergency Services to describe role in overall sheltering plan Capital Investment Plan Critical Infrastructure Improvements: • Southern Human Services Center — $300,000: Page 30 o Facility vision study is currently underway focused on Health and Social Services o Visioning study will be complete in early fall of 2016 o Construction funds recommended in FY2017-18 ($5,185,000) Southern Human Services Master Plan — aerial photograph Commissioner Jacobs asked if Jeff Thompson could add an X to the Southern Human Services Center master plan to mark the approved site for the Veteran's memorial. Capital Investment Plan Other Critical Infrastructure Improvements: • Facility Roofing Projects - $206,700: Page 34 o Project priorities determined by Roof Asset Management Program study Capital Investment Plan Other Critical Infrastructure Improvements: • Historic Courthouse Square - $40,000: Page 45 o Improve landscape features to create more public friendly square o Rehabilitate building exterior o Construction funds are recommended for FY 2017-18 ($245,000) Historic Courthouse Site — aerial photograph Commissioner Rich suggested that the remaining items be moved to the June 9th work session. A motion was made by Commissioner Price, seconded by Commissioner Burroughs to adjourn the meeting at 9:58 p.m. VOTE: UNANIMOUS Earl McKee, Chair Donna Baker Clerk to the Board