HomeMy WebLinkAboutAgenda - 01-29-1985 • - •---- _ - .
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: lt ORANGE COUNTY
BOARD ,
• D OF COMMISSIONERS •. . .
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. SPECIAL MEETINGS
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JANUARY 22 & JANUARY 29, 1985 . .
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The Orange County Board of Commissioners will meet in special
, session on Tuesday, January 22 and January 29, 1985. The meetings • 0 .
will be held at 7:30 p.m. in the Commissioners Room in the Orange County 1
Courthouse, Hillsborough, North Carolina. -
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1. January 22, 1985 * for the purpose of reviewing the proposed
personnel ordinance that incorporates revisions to update and
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"p . .
clarify the text that was originally adopted.
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2. January 29, 1985 - for the purpose of hearing department progress • .
• • reports and reviewing budget format and procedures. •
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Don Millhoit, Chair
. . Orange County Board of Commissioners
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, .:- Id Draft T(• G..#0 ,c7I - .
,,,,.:!..f.k.,,,-..;.. •,-. ,
. -
egister of Deeds Office
."--'
1,—
Date: - January 17, 1985 ,Ii‘ .0.,
Departmental Report Outline _
CV a Ilk"
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A. Mission of Department: .
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To record, file, issue, preserve and maintain all types of publicr:' ,rds.
• •
B. Function Organitation to Accomplish- Mission:
1. Vital Statistics Section: files and issues birth.and death certificates;
marriage licenses, files military discharges, and qualifies notaries public.
. 2. Certification Section: inspects all documents prior to admitting them to
the public record. .
-3. Fee and Filing Section: computes and collects authorized fee and other
revenue, affixes date, time and filing information on all documents. •
4. Recording Section: prepares all documents for copying and microfilm
purposes.
5. Verification Section: inspects all documents.for copying and microfilming
purposes to insure that all datahas been correctly inserted and affixed,
and .inspects completed 9400 copies to insure that no portion of the document
O has been omitted.
•
6. Microfilming Section: films all documents and vital statistics for ,
security purposes and creates work copies for vital statistics section.
O 7• Indexing Section: provides back-up support to the Land Records Office,
maintains the PIN merge file; maintains the jury list for the purposes of
certification to the Clerk of Court and the Sheriff and revises the eligibility
O status of each juror, and maintains the vital statistics index files.
•
8. Proofreading Section for Indexing: proofing of all indexed items i.e. PIN index,
,
old deed index project, vital statistics index, and Uniform Commercial Code
,
filings, to insure the accuracy of the indexed data.
O 9. Finance/Purchasing/Personnel Section: daily balancing of revenue receipts,
maintaining personnel records, and preparing purchase orders and vouchers.
10. Historical Project Section: creating a groom and bride index for the periods
of 1752-1868,:inCludes inputting,- proofreading, and correction of data, creating
a cemetery record7of all identifiable graves for the various cemeteries in the
county, includes inputting, proofreading, and correction of data, recreating of
any record that needs to be repaired and/or recopied, research of records for
the purposes of issuing copies for the public.
C. Community conditions or changes (past or present) which bring about the need
for the services rendered by the department: .
• 1. The historical nature of the county formed in 1752.
2. The location of a major state university in the county.
3. The location of a major medical center in the county.
4. The'area is becoming a rapid growth area.
5. We have a transient population.
6. The enactment of Local Ordinances and amendments to the North Carolina
General Statutes.
1 .
• epartmental Report Outline Page: 2
Register of Deeds Office
Date: January 17, 1985
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2nd Draft
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D. What the department head forsees'as needing to be done as objectives or
significant elements for workoad in 1984-85 and what has been accomplished:
1. Task to be done: continue old deed indexing project.. This project was
reinstituted after the H&M index project was completed on October 16, 1984.
Task status: as of January 10, 1985, indexing data had been completed
back to deed book 174, January 14, 1960. This project includes inspection
of deed record, transcribing of description, inputting Of the data, proof-
reading, correctionand maintaining a line entry count.
2. Task to be done:. printing of the H&M indices for books and security back-up.
Task status: the Data Processing Manager assures me that this project will
be completed by the end of February, 1985.
3. Task to be done: converting the H&M index tapes to computer disk for
retrieval capabilities via CRT's.
Task status: the conversion should be completed by the end of February, 1985. '
4. Task to be done: place eighteen (18) years of birth/death certificates into
book form.
• Task status: there is neither sufficient funds for purchasing books, nor'
adequate floor space for shelving, therefore, this objective will not be
• accomplished in 1984-85.
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5. Task to be done: treating of a alphabetical bride and groom index for the
period of 1752-1868.
Task status: these records have been indexed, with the exception of'approxi-
mately 800 marriage bonds. There will be upon completion over 10,000 entries.
It is anticipated that the project will be completed before the end of this
budget year.
6. Task to be done: facility separation, of the Land Records Office from the
Register of Deeds Office.
Task status: there have been several work sessions between the Register of
Deeds and the Land Records Manager. We find that we begin this task with a
staff deficit.
E. Maintenance, Objectives, Initiatives for 1984-85:
1. Maintenance: to continue current level of services.
Objectives: administration of the N. C. General Statutes and local Ordinances.
2. Maintenance: all computer programs and systems.
Objectives: allow public access to data from various parts of the county.
Initiatives: provide adequate computer access to the private sector.
3. Maintenance: provide adequate staff to complete old deed index project for the
title period of sixty (60) .year title period' - 1925.
Objectives: to create a uniform index system for real property documents;
establish a date for the completion of the project - 2 years, and to relieve
the use stress on the old index books.
- _Departmental Report Outline
. Page: 3.'
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Register of Deeds Office
Date: January 17, 198.5 •
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2nd Draft
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Initiative: employ one aaditional part-time employee that would be
• assigned totally to the deed index project.
4. Maintenance: begin an active restoration of older records by replacing
worn covers, books, and sheets.
Objectives: to prevent having to completely, at this time, recreate the
first set of indices that cover the time frame of 1751-1969, and to preserve
the binders that hold the older deed records.
Initiatives: replace old canvas covers.and create a microfilm copying
cener/section to relieve the daily pressure on all records. The current
444
daily copying methods are causing use stress and record deterioration.
5. Maintenance: provide adequate shelving for current and old record books.
Objectives: provide accessibility for staff and public plus protection for
the records.
Initiatives: purchase new roller shelves for record retention.
6. Maintenance: is not possible because of inadequate work space.
: Objectives: to obtain adequate work space for public and staff and, to also
provide adequate record rententiow.areas.
Initiatives: the county needs to address the matter of inadequate work
, space.
7. Maintenance: original vital statistics records are now kept wherever we
t4
can file space for a filing cabinet or book shelf, we have some records
downstairs and some records upstairs.
ik Objectives: perserve and provide accessibility for the retrieval of the
original birth, death, or marriage certificate.
, Initiatives: secure space for a vital statistic file room.
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DEPARTMENTAL REFORT
F
ORANGE COUNTY BOARD OF ELECTIONS
PAGE 1 of 3
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The mission of the Orange County Board of Elections is to honorably serve the
citizens of Orange County in administering the election laws.
The office is staffed with three full-time employees - the Supervisor of Elec-
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tions and two Deputy Supervisors - who serve under the suPervision of the three
member'Board of Elections. In addition, one-hundred-eight election precinct
officials are appointed, trained and sworn and are responsible for conducting
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elections in the thrity-six precincts of Orange County. These election officials,
assisted by sixty-three volunteer Special Registration Commissioners, register
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voters at special registration events conducted prior to each election through-
out the county and by appointment in their homes. Registration is an on-going
process at the Board of Elections' office and at the Chanel Hill Ennicipal Build-
ing, the Carrboro Town Hall, the Chapel Hill Public Library and the Orange County
Public Library. These registration officials, paid and unpaid, have served Orange
County well. Five thousand new registrations were added to the voter registration
rolls before the May 198)4 primary j bringing our total registration at that point
to 43,573. Of those, 54% or 19,844 Orange County residents voted in the Hey
primary. Between April 9, 1984 and October 8, 1984 9,337 voters were added to
our voter registration mils and 1,864 voter registrations were transferred with-
in the county. Total registration for the November 6, 1984 general election was
52,15o. (During that interval 760 voters Caere removed for various reasons -
canceIl4tions, deaths and etc.) The 69+% vote record for the general election was
disappointing, but the number of persons voting was impressive - 36,747. Our main
objective was accomplished - we survived! A good indication of the number of
eligible persons registered to vote in Orange County can be seen in the comparison
of the number of ballots for President and Vice President issued to unregistered
citizens;
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Departmental Report
Orange County Board of Elections
Page 2
In 1976 three-hundred-twenty-five (325) "PR" ballots were issued; in 1980 one-
hundred-fifty (150) "PR" ballots were issued; in 1984 only thirty-three (33)
"PR" ballots were requested and issued. The registration process is alive and
well' in Orange County.
• Due to the increase in population and with new construction and recent and future
annexation patterns in Chapel Hill, Carrboro and Hillsborough, population in
several precincts has greatly increased and will continue to do so. Our concerns
are now about these areas where citizens experienced unprecedented long waits and
were so badly inconvenienced when therwent to vote in November - Forty-five minutes
to an hour wait. We would like to take action now to prevent such a situation from
recurring and believe drawing new precinct lines will effect the desired results.
Even with vote tabulators, the facilities and precinct workers can not accommodate
the increased population of several precincts. The last major changes in precinct
lines occurred viore than ten years ago. We are looking at four precincts speci-
fically now: West Hillsborough with 2,684 registered voters, North Carrboro with
2,619 registered voters, South Carrboro with 2„260 registered voters and. University
Ltcre,u4
Lake with 2,528 registered voters. Voter registration/from April 9, 1984 to
October 80 1984 increased in West Hillsborough by 259; in North Carrboro by 396;
in South Carrboro by 532; and in University Lake by 580. Other precincts are being
considered for precinct realignment - Eastside, Patterson and Weaver Dairy Precincts
are reaching the saturation point; new developements on Smith Level Road will
directly effect the Dogwood Acres Precinct. Changes will probably have to be made
sooner rather than later in these areas. These changes and expenditures resulting
from the changes can very easily be spread over a period of from two to three years.
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6 Departmental Report
'Orange County Board of Elections
Page 3
Current legislation and court decisions are making more and more demands of
election administrators - requiring that we do more for more people and do
it in less time than ever before. For example, Congress recently passed a law
requiring that every polling place in the nation be accessible to the handi-
capped-by 1986. Needless to say, few of the polling places in Orange County meet
this requirement. Forth Carolina does have a general statute which allows aged
and disabled voters to vote outside the voting enclosure and may have a bearing on
the implementation of this law. Approximately two-hundred Orange County voters
cast their ballot at "curb-side" in the November election. Legislation will be
considered to minimize the early media projections by simultaneously closing the
polls in presidential elections. They will consider national voter registration
and extending voting hours to a twenty-four hour period to increase voter turn-
out. AU of these changes will effect the e?ation process in Orange County, as
will the change in the context of the Board in July.
We are now in the process of purging the voter registration rolls of those per-
sons who have not voted in one of the two most recent successive presidential
elections, or in any other election conducted in the period between the two.
Municipal elections for the towns of Chapel Hill, Carrboro and Hillsborough will
be held in November; filing begins in August and special registration events in
September. In January of 1986 filing will begin for all county offices for the .
Nay 1986 primaries. -Here we go again!
The election process is alive and well in Orange County!
, 41
, .:- Id Draft T(• G..#0 ,c7I - .
,,,,.:!..f.k.,,,-..;.. •,-. ,
. -
egister of Deeds Office
."--'
1,—
Date: - January 17, 1985 ,Ii‘ .0.,
Departmental Report Outline _
CV a Ilk"
— 1— \.....
A. Mission of Department: .
• '
To record, file, issue, preserve and maintain all types of publicr:' ,rds.
• •
B. Function Organitation to Accomplish- Mission:
1. Vital Statistics Section: files and issues birth.and death certificates;
marriage licenses, files military discharges, and qualifies notaries public.
. 2. Certification Section: inspects all documents prior to admitting them to
the public record. .
-3. Fee and Filing Section: computes and collects authorized fee and other
revenue, affixes date, time and filing information on all documents. •
4. Recording Section: prepares all documents for copying and microfilm
purposes.
5. Verification Section: inspects all documents.for copying and microfilming
purposes to insure that all datahas been correctly inserted and affixed,
and .inspects completed 9400 copies to insure that no portion of the document
O has been omitted.
•
6. Microfilming Section: films all documents and vital statistics for ,
security purposes and creates work copies for vital statistics section.
O 7• Indexing Section: provides back-up support to the Land Records Office,
maintains the PIN merge file; maintains the jury list for the purposes of
certification to the Clerk of Court and the Sheriff and revises the eligibility
O status of each juror, and maintains the vital statistics index files.
•
8. Proofreading Section for Indexing: proofing of all indexed items i.e. PIN index,
,
old deed index project, vital statistics index, and Uniform Commercial Code
,
filings, to insure the accuracy of the indexed data.
O 9. Finance/Purchasing/Personnel Section: daily balancing of revenue receipts,
maintaining personnel records, and preparing purchase orders and vouchers.
10. Historical Project Section: creating a groom and bride index for the periods
of 1752-1868,:inCludes inputting,- proofreading, and correction of data, creating
a cemetery record7of all identifiable graves for the various cemeteries in the
county, includes inputting, proofreading, and correction of data, recreating of
any record that needs to be repaired and/or recopied, research of records for
the purposes of issuing copies for the public.
C. Community conditions or changes (past or present) which bring about the need
for the services rendered by the department: .
• 1. The historical nature of the county formed in 1752.
2. The location of a major state university in the county.
3. The location of a major medical center in the county.
4. The'area is becoming a rapid growth area.
5. We have a transient population.
6. The enactment of Local Ordinances and amendments to the North Carolina
General Statutes.
1 .
• epartmental Report Outline Page: 2
Register of Deeds Office
Date: January 17, 1985
•
2nd Draft
•
D. What the department head forsees'as needing to be done as objectives or
significant elements for workoad in 1984-85 and what has been accomplished:
1. Task to be done: continue old deed indexing project.. This project was
reinstituted after the H&M index project was completed on October 16, 1984.
Task status: as of January 10, 1985, indexing data had been completed
back to deed book 174, January 14, 1960. This project includes inspection
of deed record, transcribing of description, inputting Of the data, proof-
reading, correctionand maintaining a line entry count.
2. Task to be done:. printing of the H&M indices for books and security back-up.
Task status: the Data Processing Manager assures me that this project will
be completed by the end of February, 1985.
3. Task to be done: converting the H&M index tapes to computer disk for
retrieval capabilities via CRT's.
Task status: the conversion should be completed by the end of February, 1985. '
4. Task to be done: place eighteen (18) years of birth/death certificates into
book form.
• Task status: there is neither sufficient funds for purchasing books, nor'
adequate floor space for shelving, therefore, this objective will not be
• accomplished in 1984-85.
•
•
5. Task to be done: treating of a alphabetical bride and groom index for the
period of 1752-1868.
Task status: these records have been indexed, with the exception of'approxi-
mately 800 marriage bonds. There will be upon completion over 10,000 entries.
It is anticipated that the project will be completed before the end of this
budget year.
6. Task to be done: facility separation, of the Land Records Office from the
Register of Deeds Office.
Task status: there have been several work sessions between the Register of
Deeds and the Land Records Manager. We find that we begin this task with a
staff deficit.
E. Maintenance, Objectives, Initiatives for 1984-85:
1. Maintenance: to continue current level of services.
Objectives: administration of the N. C. General Statutes and local Ordinances.
2. Maintenance: all computer programs and systems.
Objectives: allow public access to data from various parts of the county.
Initiatives: provide adequate computer access to the private sector.
3. Maintenance: provide adequate staff to complete old deed index project for the
title period of sixty (60) .year title period' - 1925.
Objectives: to create a uniform index system for real property documents;
establish a date for the completion of the project - 2 years, and to relieve
the use stress on the old index books.
- _Departmental Report Outline
. Page: 3.'
•
Register of Deeds Office
Date: January 17, 198.5 •
.
2nd Draft
,
Initiative: employ one aaditional part-time employee that would be
• assigned totally to the deed index project.
4. Maintenance: begin an active restoration of older records by replacing
worn covers, books, and sheets.
Objectives: to prevent having to completely, at this time, recreate the
first set of indices that cover the time frame of 1751-1969, and to preserve
the binders that hold the older deed records.
Initiatives: replace old canvas covers.and create a microfilm copying
cener/section to relieve the daily pressure on all records. The current
444
daily copying methods are causing use stress and record deterioration.
5. Maintenance: provide adequate shelving for current and old record books.
Objectives: provide accessibility for staff and public plus protection for
the records.
Initiatives: purchase new roller shelves for record retention.
6. Maintenance: is not possible because of inadequate work space.
: Objectives: to obtain adequate work space for public and staff and, to also
provide adequate record rententiow.areas.
Initiatives: the county needs to address the matter of inadequate work
, space.
7. Maintenance: original vital statistics records are now kept wherever we
t4
can file space for a filing cabinet or book shelf, we have some records
downstairs and some records upstairs.
ik Objectives: perserve and provide accessibility for the retrieval of the
original birth, death, or marriage certificate.
, Initiatives: secure space for a vital statistic file room.
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DEP.ARTI4ENTPJ REPORT
ORA BE COUNTY BOARD OF ELECTIONS
JANUARY 1985.
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ORANGE COUNTY EMERGENCY SERVICES
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The mission of the Department of Emergency Services is to provide
citizens with a 911 facility for reporting emergencies, provide
dispatching for all emergency agencies, provide emergency medical
services for Orange County and provide coordination and planning
for the utilization of resources to handle emergencies and disasters.
This mission is accomplished by three (3) divisions under the
• Office of Emergency Services:
1. 911 Emergency Communications
. 2. Emergency Medical Services
. 3. Emergency Management .
, Prior to the implementation of 911, there were seventeen different
seven digit numbers utilized to report emergencies. The caller had
to select the appropriate number for the emergency situation and the
1.
location of the emergency. If more than one emergency agency were
. required, it would be necessary for the caller tp make a separate
• call to each agency. At present, the caller dials three digits, 911,
from any location within the County. These calls are answered at
• the Central Communications Center where the dispatcher can simultaaeously
r r dispatch all units needed to handle the emergency situation.
•.', For years, Emergency Medical Service was provided totally by
volunteers trained to the basic life support levei. Daytime calls.
necessitated volunteers leaving their place of employment for extended
w• periods of time. Often this resulted in delayed response times to
the calls. As the County grew and the calls increased, this became
an unacceptable means of providing daytime coverage.
The County now provides funding for personnel for daytime coverage
w
,r (Monday through Friday) , Loran Advanced Life Support Training Program,
and for the equipment necessary to provide this program. This Advanced
Life Support Program is coordinated through North Carolina Memorial
•Hospital and provided by Orange County Emergency Medical Services,
Orange County Rescue and South Orange Rescue Squad.
1
In the past, each Agency was responsible for management at the
scenes of emergencies and for obtaining their am 'resources as needed.
As multiagencies began to be dispatched to emergency scenes, it
became necessary to improve the management at the scenes and to
improve the utilization of resources.
•
The Office of Emergency Management has worked with the emergency N .
agencies to develop an incident management system. This system
• provides for control at emergency scenes, safety of emergency personnel
• at the scene and efficient utilization of resources. This system
also provides for an Emergency Operating Center to be activated in .
the Orange County Communications Center when necessary far planning
and coordination of emergency operations. .
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The Objectives of Orange County Emergency Services for 1984-85 are:
1. Construction of a building to provide protection for county
communications equipment located on Eno Mountain.
2. Continue to improve the quality of patient care in Orange County
through continued training programs.
3. Provide assistance to the White Cross Community in evaluating
the need for fire protection and assist in establishing a fire
district if necessary.
4. Continue to develop an Emergency Operating Center in Orange Central
Communications Center.
5. Continue to provide coordination, planning and resources identified
as needs by the Command Team.
5. Begin to implement a system for record keeping of calls dispatched,
location, type, times, etc. by use of County computer.
For fiscal year 1985-86, Orange County Emergency Services will
need to continue to provide the current level of service, but will
[ also need to address the following objectives:
1. Provide a means for Orange County residents served by the Mebane
Home Telephone Exchange to reach the Orange County Communications
Center directly rather than being transferred through the Alamance
County Communications Center.
I 2. Improve radio communications by increasing the overall height of
the transmit tower located on Eno Mountain.
3. Provide a non-emergency transport service for Orange County
residents who require ambulance transportation.
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4. Continue to develop an Emergency Operating Center in Orange Central
Communications Center.
5. Continue to provide coordination, planning and resources identified
as needs by the Command Team.
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ORANGE COUNTY FINANCE DEPARTMENT
The mission of the Finance Department is established by the General
Statutes of the State of North Carolina to ensure the effective financial
management of the County's resources. This includes:. keeping the accounts
in accordance with generally accepted accounting principles, disbursement
of all funds in strict compliance with the Local Government Budget and
Fiscal Control Act, receipt and deposit or supervision of the receipt
and deposit of all funds, maintenance of all records of bonded debt,
investment of idle funds, and financial reporting, In order to accomplish
this mission the Finance Department is organized into the following specific
areas: accounts payable, payroll, grants management, treasury, general
ledger, budget, accounts receivable and management analysis.
The significant elements of the workload in the Finance Department in
the current fiscal year 1984-85 are: external and internal reporting,
general ledger maintenance, processing approximately 11,000 accounts
payable checks, 10,000 vouchers, 10,000 payroll checks, maintaining in
excess of 800 vendor files, audit preparation, budget monitoring and
technical assistance and investments in excess of $22,000,000 throughout
the year. •
The Finance Department has been the recipient of the Government Finance
Officers Associations' Certificate of Conformance in Financial Reporting
for the past two years. This award is the highest form of recognition
in governmental accounting and financial reporting, and its attainment
represents a significant accomplishment by a government and its management.
Also, the Finance Department has made considerable strides in resolving •
I ( "Single Audit" issues with several state and federal agencies to the benefit
of the County.
•
•
We anticipate a maintenance of effort in the elements listed above,
but expect an increase in workload as we fullfil the following objectives:
computerization of audit report preparation, in-house preparation of our
indirect cost plan, single audit grant documentation and scheduling,
computerized preparation of the budget document, and spread sheet analysis
capabilities.
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lranya County Land Records SysL em Page 1
DEPARTMENTAL REPORT OUTLINE _._ 1
A
Central Land Records Office i 'f
f Mission of Department: 1 t
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Central Land Records processes the indexing data of ,
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__the Register of Deeds Office including the intake of all :i 1<..
recorded documents, creates the property records of the
Tax Supervisor 's Office, creates and maintains the 1 h
County 's property maps, assists the public and land title - z•
If Arecord searchers in obtaining -land information, and is -,
-.1i.
responsible for developing the computerized Land Records
a it
System. ii
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2 Functional Organization: - I
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Central Land Records has two sections, the indexing
_•_-._—secti.on _for the in;ake_and indexing of Register of Deeds _ .
records, and the mapping office for parcel identifier ' ' •
f :
number (PIN) creation or assignment and map maintenance. 1.
3 Service Foundations: ot
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Orange' County is one of the most rapidly developing
'�Qp
counties in the State which has increased significantly ,
the amount of land records being created or recorded in 5
county offices, and the demand for land information. .
system Through computerization and t . •
9 A ,s em centralizat_on,...._ .the . -. _-:. �,
b�; ROSCOE E RE..EV'E _._— ___�.�____16_5b_07 ii JAN _l 85 _ _
f '. F!
V Orange County Land Records System Page 2
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Central Land Records Department has allowed a rapid and
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__ ___ ffici,e_slt ....hand.ling of this record growth,. thus providing
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land offices in the County and ci 4 tizens easy access to ,
, needed land information wherever a County computer •
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:terminal is available.
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c7; The on-going need for the services rendered_by Land 1
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Records is found in the recording and Machinery Act
- . . sections of the NORTH CAROLINA GENERAL STATUTES. .
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4 Significant Workload Elements 1984-85: 4
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--) . Although only created in November of 1984, Central
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Land Records has worked rapidly on two large work i
elements, the organization .._of_th_e _ departmpntwith its
. _
workspace location, and the new County Remapping Project.
! .
The .!office organization effort , is requiring the
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i - relocation of staff on the 2nd floor of the Tax and .
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Records Building and new procedure coordination with the '
Regis_ter_of Deeds. . .. At this time we: pre awaiting some
4
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3-4, .-* • remodeling of the building 's north wing, . and working 'on :1
staff coverage problems. 4 4
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-. - ''''.--.----- ------ - _. 4C
,-4 I The new mapping project is already underway with the -i
i-7
1.:2; mailinA. pf _ request:7_4pr-proposa.ls_ . (RFP) to mapping
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0, '51:2i contractors, their return of their bids, and evaluation by
.-. -
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the County. Bid evaluation for Chapel Hill Township has
; 15s,
, been comp,leted and will. . bepresented to the Commissioners _ , .
,...."
by ROSCOE E REEVE 16: 56: 07 11 JAN 1985
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„ `,range County Land Records System gaga��
4�t N •
Iy
.� .. n 1 p�-amlr 7mja F1.±. ng-. ... It _ ._ ____-..-_'- -
a contract• is awarded for ` ;
these bi ,
-. __ ds
. _the africe will • coordinate the surveying a
_ __. ._w_i .-. and
aerial pt;atography of Chapel Hill Township in the earl i fir;
Spring. In the _.-_ - - - - y ,
. ": Spring the office also hopes to begin `
__ design work of the 3 •
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Information System .
for the planning- offices It will the
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offices with a - - -
permit and land research system,
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the completion of base mapping %'
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OFFICIAL COPY
1
MINUTES
ORANGE COUNTY BOARD OF COMMISSIONERS
SPECIAL MEETING
JANUARY 29, 1985
The Orange County Board of Commissioners met in special session on Tues-
day, January 29, 1985 at 7:30 E1.114 in the Commissioners' Room, Orange County
Courthouse, Hillaborough, North Carolina, for the purpose of hearing
department progress reports and reviewing budget format and procedures.
Commissioners Present: Chair Wilihoit, and Commissioners Shirley
Marshall, Moses Carey, and Ben Lloyd.
Commissioner Absent: Commissioner Norman Walker.
Attorney Absent: Geoffrey Gledhill.
Staff Present:
County Manager, Kenneth R. Thompson
Purchasing Director, Robert N. Addelson
EMS Director, Bobby L. Baker
Clerk and Admin. Assistant to the Board, Beverly A. Blythe
Data Processing Manager, R. Keith Brooks
Financial Analyst, Donna Clayton
Public Works Director, M. Ray Harden
Finance Director, Wallace H. Harding
Register of Deeds, Betty June Hayes
Director of Revenue, Johnny T. Horner
Coordinator Commission for Women, Verla C. Insko
Director of Community Development, Albert T. Kittrell
Assistant County Manager, William T. Laws
Tax Supervisor, Kermit M. Lloyd
I Extension Chairman, William E. Mainous
Sheriff A. Lindy Pendergrass
Economic Development Director, Sylvia Price
Land Records Manager, Roscoe E. Reeve
Child Support Director, Janet G. Sparks
Supervisor of Elections, Barbara T. Strickland
Soil and Water Conservation Service, Robert S. Tennant
Personnel Director, Beverly M. Whitehead
NOTE: THE FULL NARRATIVE AND THE QUESTIONS AND ANSWERS OF THE DISCUSSION
FOLLOWING Thte REPORTS ARE IN THE PERMANENT AGENDA FILE IN THE CLERK'S OFFICE.
The following department heads presented a summarization of their report
which included (1) department mission, (2) significant elements of current
workload and (3) any new objectives/initiatives/problems to be addressed in
the up-coming year which will require a change in budget level for their
department:
Barbara T. Strickland
Betty June Hayes
Robert S. Tennant and Charles Snipes, Chairman of the Board
Beverly Whitehead
Wallace Harding
Robert N. Addelson
Kermit M. Lloyd
Roscoe E. Reeve
Johnny T. Horner
Keith Brooks
A. Lindy Pendergrass
Bobby L. Baker
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By consensus, the review of the budget format and procedures will be
placed on the next agenda for discussion.
APOODENMEN1
Chairman Millhoit adjourned the meeting at 9:45 p.m. Next meeting:
February 4, 1985, 7:30 p.116 Commissioners' Room, Orange County Courthouse,
Hillsborough, North Carolina.
Don Willhoit, Chair
Beverly A. Blythe, Clerk
ORANGE COUNTY PERSONNEL DEPARTMENT
' 106 E. Margaret Lane .
Hillsborough, N.C. 27278
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BEVERLY M. WHITEHEAD
PERSONNEL DIRECTOR
ORANGE COUNTY PERSONNEL DEPARTMENT
A. The basic mission of the department is to recruit, select, develop an
effective and responsible workforce for Orange County.
B. The program activities established to accomplish our mission are: Recruitment
Selection, Administration; Records and Reporting Systems; Classification and
Pay; Employee Development; and Equal Employment Opportunity Program.
C. Three significant changes have occured that affect the workload of the
department. First, within the past twelve months the State has abolished
the Register System for all classes in the departments of Social Services and
Public Health. The net result of that action makes the County responsible
for the departments' recruitment and selection of employees. Procedures
have been and are -continuing to be developed to accomodate this shift of
- responsibility. Second, we are experiencing a significant increase in not
only the number of applications to be processed per position, but a more
technically trained and skills oriented applicant. While traditionally for
supervisory, mid and upper lever staff the education requirements have been
a college degree and in most instances graduate degrees. However, of in-
creasing importance and value are the training sessions, skills-oriented
workshops and continuing education classes now offered by various universities,
and institutions. For internal staff it is crucial to strengthen our in-
service training programs to assure the maintenance of a highly productive
workforce. Third, the significant increase in health cost has warranted a
thorough review of the County's health and Worker's Compensation programs.
The emphasis now is on prevention of health related problems. Likewise
with our Worker's Compensation program there is a need to develop and refine
safety measures to minimize, if not prevent, on the job injuries.
D. The major accomplishments this fiscal year have been 1) implementation of
' the revised Classification and Pay Plan, 2) development of Affirmative Action
goals by department, 3) refinement of recruitment and selection procedures to
incorporate the merit system departments, 4) negotiation and implementation of
the County's Personal Care Plan under Blue Cross Blue Shield, 5) development
of a revised Personnel Ordinance, 6) refinement of our record and reporting
systems, and 7) implementation of employee orientation sessions. The major
objectives for the remainder of this fiscal year are 1) review and recom-
mendation on classification and pay appeals, 2) development of employee re-
lated services - training, tuition refund program, and recognition program,
3) centralized reporting of overtime, and 4) consolidation of personnel records
as space permits.
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An Equal Opportunity/Affirmative Action Employer
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,•••. E. New initiatives for the 1985-86 fiscal year include implementation of
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, 1) employee related services - training, tuition refund program and a
recognition program, 2) wellness program for County employees, 3) research
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Department of Purchasing and Central Services
A. Mission of the Department .
The Department of Purchasing and Central Services is responsible
for purchasing goods and services for all county departments and
provides a variety of central services to support the operations of
these departments .
B. Functional Organiztion to Accomplish Mission
• The Department is divided into two divisions : purchasing and
central services .
Purchasing has the responsibility, for processing all departmental
requests for goods and services including the solicitation of competi-
tive prices . In addition, this division maintains control of fixed
assets , manages the County' s insurance program and has responsibility
for contract administration.
Central Services operates the telephone system, duplicating
system, courier service and central services .
C. Community Conditions Affeeting the Need for Services Rendered
Community conditions do not directly affect the operations of
the Department . However , as public demand for government services
increase, - the growth of county agencies to meet this demand in-
creases the need for central service support to these agencies .
D. Fiscal 1984-85 Objectives
The objectives that have been or are to be pursued this fiscal
year are:
1 . solicitation of annual contracts for the purchase of
petroleum products , and the maintenance of heating
and air-conditioning systems .
2. installation of additional telephone lines to improve
public access to county/ agencies .
3. conduct a county auction to dispose of surplus property
4. expand the availability of items in central store's .
E. Plan for Upcoming Fiscal Year
Maintenance of current service levels .
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BARRARAT. SIEICELAND, SUPERV19DR OF WIONS ,
Q. SM - are there other precincts that have special
demographic problems besides just plain numbers that are
not as obvious as Weaver Diary.
' A. Patterson precinct has that same problem with the aged and
disabled. They were bused in there from one of the Nursing
Homes - Orange Hillhaven on Mt. Sinai Road. That is one of
the other precincts that certainly has a large number of
elderly. Of course, the Patterson precinct does not meet
the federal requirements for those people coming there and
they were voting at curbside.
Q. MC - How many of our current precincts meet the federal
guidelines?
A. We have not done a survey on that - all of the schools do;
the public buildings probably if they don't they will; the
churches do not and the other buildings we rent poling
space from do not. I think the guidelines we find with the
federal government is that curbing is there so that they
may get their wheelchairs out; a lot of the lots are
gravel, but I am not sure. We have not had any directions
• ' from the State Board of Elections on how to implement this
• new federal law but I am sure we will.
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NO QUESTIONS.
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EDIBERT S. TENNANT.' SOIL AMVCATKR CONSERVANION SERVICE
Charts Snipes, Chairman of the Board
Q. MC - Do you know how many requests from landowners that
- you are not able to meet because of limitations?
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I , A. CS - The two million dollars for the nutrient sensitive
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has been used. We will probably get some more but we have
used what we have now.
RT - I am sure we could spend over $600,000 if we had the
t funds and the manpower.
Q. SM - do people go on awaiting list for funds that cone
available?
i A. Yes. First come, first serve basis. We have to do an
annual status review on every co-operator who has developed ,
a contract with us each year to go over and plan and revise
'., or do whatever is necessary to keep his plan current.
: There has been such a rush that the contractors who came
in and did the work in October have still not received
their money and the State has indicated it may be another
ti three weeks before these contractors will receive any
money. We were behind in getting started but now it has
' dropped right back on the State and they are behind. Next
'. year we hope to get our work in early and not rush them
like we have this year. Like any new program there are
some bugs that need to be ironed out. ,
Q. DW - How does the nutrient sensitive water program tie in
with the other one where you have 54 in long term
agreements? I understand the nutrient sensitive program
-- must be somewhere in the watershed but why do people apply
for that that haven't already applied for the other?
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t A. CS - the long term agreements were mostly for lagoons and
i after the nutrient sensitive farms saw they could get ,
waterways and have picked up where long term --we just
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have not gotten into long term agreements for field water
and a lot of waterways.
RT - there are some practices that are available under the
long term agreement that are not available under the
nutrient sensitive. Your nutrient sensitive is primarily
for your cooperative and waste management system where your
long term agreement is for other practices that would not
be eligible if they are not the critical elements in the
nutrient sensitive.
Q. DW - How much trouble would it be to get a map that would
show the location of the 51 that have signed up for the
nutrient sensitive? We could get a better idea of what
portion of watersheds were being addressed by that.
A. CS - A map has been developed for the Cane Creek and we
will take this and mark on this map those areas.
J; V 41 - _ I +2.41)11. •)::
Q. i - you mentioned the things you were doing in the area
of safety to reduce on-the-job injuries. Do you have any
data that indicates the distribution of workers
compensation claims for non-automobile and automobile type
injuries?
BW - Yes we do. I don't have that data with me. The
majority of our claims have been non-vehicle related
injuries and they are primarily in two or three departments
so Mr. Addelson has talked with and will be talking with,
over the next month or so, our representatives from James
Company which insures our workman's compensation program
and looking to develop and communicate to the employees
different ways of operation to prevent on-the-job injuries.
Q. SM - Could you tell us more about how you go about
consolidating all the records from Social Services and
Health. It seems to me there must be an awful lot.
A. BW - Right now, we do not have the space to house those
records. The State still maintains authority with Public
Health and Social Services to come in and annually audit
the personnel records. With the auditing here all
transactions will be assured that all records maintained
are in accordance with state law. You have a proposal
before you in the Personnel Ordinance to bring Social
Services and Public Health under the Counties personnel
system. Along with that our goal is to consolidate records
so the auditing point will be the centralized personnel
files. Right now what exists in the personnel file is
accurate for all employees except the Social Services and
Public Health. Documentation with regard to those
employees, other than actual personnel action forms, do not
appear within our files. We would like to go to one
centralized filing system.
Q. MC - What kind of training program have we had?
A. - Our current ordinance provides the County to permit
employees to have educational leave and that can be leave
with or without pay; it also provides for some
reimbursement of training courses that are directly job
_J related. I would like to refine what exists now to
provide the departments with some guidelines and encourage
more inservice training as well as training provided in the
various institutions to assure that we maintain a
productive work force. As changes occur, with WP the
capabilities are there. However, employees that we hired
tA0'
some time ago may not have that skill. We are looking
forward to finding out where our training needs are and
then either develop in-
service training models to accommodate those needs or contact various
institutions in the area to assist us in that matter. But our goal is to
keep our work force productive and the way we do that is through training.
Q. BL - How long a time for leave with pay.
A. BW - the current ordinance provides for educational leave
up to one year with pay. It is rarely used but is in the
ordinance.
Q. BL - Has it been used at all?
A. BR - not for a full year. I think the longest length of
time has been six months and the criteria is that it must
be directly related to the job you are currently performing
or a job that would provide you with promotional
opportunities.
0. BL - is there any provision that they must serve the
County for any length of time.
A. BW - that is not spelled out in our current ordinance.
However, practice has been that it is agreed that the
employee must serve in that capacity for one year upon
completion of that training.
WALLACE H. HARDING. FINANCE DIRKIOR
Q. MC - who is the counties banker?
A. WH - NCNB.
Q. SM - do we go out for proposals?
A. WH - we have not since I have been here. We have been
able through negotiations develop a pretty good investment
program at NCNB but it is a very good point. We used to be
with CCB.
Q. DR - Mats right. When we reviewed this several years
ago, CCB could not provide the services and I think NCNB is
the only one that could provide the range of services
required by the County. That is something we may want to
look at again. It may be desirable to check around
occasionally.
EMEETA_Rs-ADMILON/...EMELSairaPLES=
Q. SM The courier system does not extend to the Chapel Hill
offices. Is there any thought to doing that?
A. RA - No. Since I've been on there has been no discussion.
In the past there had been some discussion. The problem
that it creates is in terms of manpower. I have a
gentleman who runs the courier system for the County who is
a half-tine employee and the time that it would require
for him to go back and forth to Chapel Hill and the time to
serve the County offices here in Hillsborough would be too
great based on his current status.
Q. SM - I can understand that but it creates a problem for
the departments over there in Chapel Hill because they
have to send individual people back and forth so it is not
very functional and especiallly with DSS.
Q. MC - With these individuals going back and forth it may be
costing us more than extending the courier system.
- yes, very possible.
RA - a study has not been done of that as yet. The DSS
and Health Department employees travel here twice a week
and that is how mail has been moved back and forth.
Q. DW - is this mainly internal mail?
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A. RA - Yes, internal.
Q. DW - they don't have the electronic mailboxes?
A. RA - thats right. We also make use of the State courier
system for correspondence between the County and UfTC and
the state offices in Raleigh. It has proved to be very
effective and in particular the Health Department has sent
many of their samples for analysis to the State labs via
the State courier system.
SM I'm sure a lot of people go back and forth but I
think it should be looked at to see if it could be
organized in such a way that it would help because the
feeling I get is that when something has to go; we don't
have a courier system so we get in the car and go and it is
just not efficient.
MC - We should see what is the most efficient now and
economical.
Q. DW - Do you know how much we spend on long distance
telephone calls?
A. RA - our total phone budget is $260,000. Of that $38,000
is for lease/purchase of the Rolm system and $10,000 is for
a maintenance contract with Centel and the rest is divided
between the lease costs for the FX lines and the mileage
charges which they charge us assisting with those lines.
DW - . there are other long distance services besides AT&T
I , and that
RA - we currently are with the state watts line and they
made that service available last year and they bill us
accordingly.
DW - do you have any idea how much we spend on calls
through AT&T.
RA - No. I do not. I could not give you a figure right
now but I will get that for you.
Q. LW - I don't know how much I spend here on long distance
calls, for example, but you may be able to save 20%. The
state system is fine but those of us who don't have access
to County lines and cannot use the other system there might
be some savings.
RA - the departments located in Chapel Hill?
DW Yes.
BL - you mentioned gas - is that in yet or not.
A. RA - it is just being installed.
Q. BL - how do you propose to buy your gasoline - on an
annual basis?
A. RAL - yes - we will let bids.
Q. BL - do you know why many would be involved in that.
A. RA No, we just sent out requests for bids.
(EMIT M. LLOYD, TAX SPERVISOR
Q. DOW - How many parcels do we have?
A. EL - a little less than 35,000 parcels.
Q. DW - You said there was a seventeen million dollar
increase in the tax base on motor vehicles -is this due to
the tape?
A. EL - This is due to the tape and the extensive search we
did in trying to find every motor vehicle. I feel
comfortable that we have 99% or better of all the vehicles
that we can get. I know of about 4,000 vehicles that were
here January 1, 1984 that are not here now because of our
transit population. We are losing a lot of money to that
but of the ones that we have determinded are still here I
feel we have 99% level on those now. This did take a major
effort.
Q. LW - So the ones that are missing are about 4,000.
KL - Yes sir - slightly over 4,000 vehicles where the
people have moved by the time they should have listed.
Q. DW - What do you estimate the tax base on those.
A. KL - average car is about $1300.
Q. DW - I recall during the budget tine we paid about $5500
for that tape and we estimated about $50,000 in increased
revenue.
A. KL - My projection then was that it would produce an
additional ten million dollars in tax base and it has
actually produced about seventeen million dollars.
Q. DW - so that is about $90,000 in annual revenue. Was this
the first year we used that system?
A. DR - Yes.
Q. MC - do you have to purchase the tape every year to make
comparisons?
A. KL - Well, this is a I-Ape that is processed by a private
company in Charlotte that I can purchase the same tape
from the Department of Motor Vehicles but they do price
each car out by its vehicle identification number which
gives me a more accurate pricing of that car because it
does tell me exactly -the information we get on the 1
listing forms is not complete and sometimes inaccurate.
Q. DW - The increase of seventeen million dollars - is that
total discoveries?
A. KL - that was after bills went out from January 1 until
the last of July -we are processing all of the listings
that came in and that also includes late findings that come
in from February 1 up until July. What I mean is that we
picked up seventeen million after that time.
Q. DW - But that is not the increase for knowing by the
vehicle IDE. We really don't have an estimate of how much
we have increased our take on that.
A. KL - I really can't say how much it increased my listed
vehicles but our total vehicle value was up significantly
this tine.
Q. DW - the only vehicles that appear on that tape are those
that have a license?
A. KL Well all vehicles are on that tape; I only use the
ones that have a license.
Q. BL - was that $90,000 new money?
A. KL - New money.
Q. BL - do you need to purchase the tape every year.
A. KL - Yes sir. It needs to be purchased; it costs me 10.5
cents per vehicle. The price will increase each year.
_ 0 IL1 . 4Pi
Q. DW - The figures don't make sense because if we have
approximately 35,000 properties you said over half had
changed hands.
A. RR - No - over half the properties did something with
their property -recorded a document.
JOHNNY T. HORNEIL DIRECTOR QF REVENUE
In addition to his verbal report, Horner gave the following
figures:
1980 - 36,500 tax bills
1985 - 50,000+
Q. DW - is it all due to growth?
A. JH - I don't know where they are coming from if it is not
due to growth. The land is being split, new people moving
in and each time Kermit picks up a automobile I get a tax
bill for it.
Q. DW - How many did he pick up?
A. JH - He is putting them on faster than I can collect them.
._, A. KL - as of last count in something in excess of 2,000.
JH - it is running about 5,000 additional bills a year so
.', that in itself has put an additional workload into my
office. Also this year there are more taxpayers paying in
person. Normally we have one day where we have a line;
this year there were three days.
1;
16 '4 Illi MONS, DMA_PXXIESSING MANAGER
The biggest thing that would affect the upcoming budget would
... be the expansion of service to the private sector in our land record system.
There seems to be a lot of interest of private attorneys and realtors of
installing terminals and hooking into our system through their own personal
computers. This would be on a private basis. We would have to spend same
€.) money to upgrade our system to insure the security of our other systems. If
we do any expanding some of the older systems like finance and recreation
will need upgraded or a newer type machine.
1 i
g Q. SM - I would encourage you to computerize over in Social
Services. There is going to be a request coming from
Social Services for two or three additional people to take
care of forms and I don't think we should be adding new
personnel at this time and for this function. I think
that with the capabilities we have we should be looking at
what can be done. I think this is a big priority.
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A. KB - we have been talking with TOm and that is the biggest
department that we are doing very little for and we have
not been able to put our finger on a lot of things we can
do. You run into the privacy problems and we are working
on this. This will be one of our goals for the coming
4, year. We will do something in that area.
Q. DW - Is there anything being done at the state level? Is
, any county doing anything?
A. KB - the state is taking over most - the food stamp
program went on the state system and I think the AFDC is on
the state system. They have three or four terminals
installed . . .
, Q. SM - If you put a computer system in the county the state
. will work with you to integrate your system with theres and
Q. MC - They probably have same of the same but not as many
of the privacy problems as Social Services.
A. KB - for the Health Department the state offers the route
to either put in stand alone micros -IBM-PCs and we will
provide the software and then that eliminates you sending
us discs or floppies instead of having to send us forms.
That also had the option to say okay if you want to
diverge it - if you have an adequte system and you can
generate us a mag tape then you can send us this tape and
not the forms. This is the type of system could do for
— Social Services.
Q. DW - This is something that really needs to be addressed.
Do you have any ideas on how that might be . . .
A. KB - We have looked at several counties which are doing
what they call case management -we have not seen a good
lir
system in the state which seems to be relieving a lot of
the workload. That will be one of our major objectives.
A. LINDY NENDERGRASS, SHERIFF
Q. SM - on these child abuse cases - are these ones that come
into you or are these ones that Social Services calls you
in or how does this work?
A. LP - we have an agrementwith Social Services and the
district attorneys staff -it is a working relationship
where all three units meet and we have set goals and
priorities. When a call comes into Social Services, they
report it to the DA staff and that staff gets back to us
and all three agencies work the case. They get involved
because they involve juveniles. There have been 17 within
the last six months.
Q. SM - are these within the Sheriff's jurisdiction.
A. LP - Yes. I think within the upcoming year between the
Sheriff's Department and EMS, county government needs to
look and have work studies done toward disaster planning
which we have but we need to look and see what kind of
equipment we have; what if we have a major disaster?
After going to the meeting I attended the other night I
have a good resource manual. Here in Orange County what if
we have a major disaster? There are no generators at any
of the schools that I know of. What if we had to house a
lot of people; had to cook food; had to provide heat and
lights? There is nothing like that. We are not talking
about a tremendous amount of money to put proper generators
in these schools. The county has only one 4-wheel drive
vehicle and I believe that is in the planning department.
They have a 4-wheel drive pickup. I feel like with the
help of you people, the County Manager, we can pick up some
of the surplus government equipment and get it in here and
be far better prepared for these major disasters that
sooner or later are going to come. The other day Bobby and
Bill Laws were running all over everywhere and we were
trying to help them had power go out in a nursing home
and you had respirator generators about to go out and if we
had ice and this storm would have hit us last night we
would have been in trouble.
Q. SM - In this kind of weather when you may have to get out
to people is that 4-wheel drive made available to you?
A. LP - Oh yes - if I call Mr. Thompson - Yes but what I am
saying to you is that there is only one in the County.
Q. DW - don't you have one?
A. LP - no. ABC has,a pickup and we can get that.
DW - I thought I seen one jeepster type.
LP - We have a van we have steel studs on but you know we
transport nuses to the hospital to go to work of a night -
people around that they can't get to.
Q. MC - you have the ABC pickup, don't you?
A. LP - no sir; they kept that to haul their supplies back
and forth; we get it but thats the only two and Bobby was
at the meeting and it came up that dawn in Hanover County
when they bad that disaster they paid out a lot of money
for tires and transmissions. We don't even have insurance
to cover outside resources.
Q. DW - you mean if you borrow?
A. LP - Yes.
Q. LW - it was my understanding several years ago when we
really started our emergency planning following one of
those ice storms that the plan was that we have identified
where generators are and we can bring those in. Are you
saying that is not adequate?
A. •LP - he does but what if Mr. Smith has one but he is going
to use it to keep his milk cold or Mr. Lloyd is going to
keep his milk cold in the barn. We very well can't get that
one. What I am saying is that if we establish shelters
throughout the County with generators - what if the power
goes off in this building right here. We don't have
anything to keep it going through the day. Bobby has a
fantastic resource manual and he is doing a.good job on his
EMS. What I am saying is that the County should get some
military surplus stuff in here.
DW what we need to do is to identify the needs. This is
really the first time I have heard that we may not have adequate coverage on
our generators. Certainly we ought to make certain everyone feels
comfortable with our resources.
LP - it is going to hit one day with a severe ice storm and if
it was -this building here is designated as a shelter -what would you do
for heat? What would you do for lights?
MC - maybe we need to put this on a priority list for next year.
LP - I think some workshops need to be held.
BQMY. LaBaKERzEMSPLRECTDR
Q. SM - How many homes are in that Mebane area where the
calls go first to Alamance?
P. BB - about 3500 phones in Orange County on that Mebane
exchange in that area. We average two or three a day out
of that area. It is a situation that can be corrected. It
would be a one time cost. I have spoken with Alamance
County; I know that their concern is the same as ours/
they would just soon not take the responsibility of taking
the calls and passing it on to us and increasing the
chances of something going wrong; they would just as soon
the call come to us.
Q. MC - is there a cost?
A. BB - $15,000. I have spoken with Alamance County and they
have asked me for a letter to take to their County Manager
and Board and they would also attach one to it from their
emergency management division asking Alamance County if
they would consider half the cost of this.
Q. LW why would they want to pay half?
A. BB - we originally had all of Mebane's telephone exchange -
the tit4ienghatiahe911frigresst:
diajyllitleofaniytth
The only way the phone company can do that at the present
time was give it all to Alamance County Communications so
they picked up a small portion of phones which were ours
and I don't know if they would want to do that but working
with the emergency manager director he understands the
problem.
lags:n:11i
A. BB - no. The Board has issued a franchise to Piedmont
Ambulance Service which allows them to do non-emergency
transports in the County.
Q. BL - you don't know what they charge?
P. BB - I think the basic charge is $35.00 plus $1.00 a mile
over so many miles outside of the County.
Q. LW - The Sheriff mentioned you have 681 calls from alarms
of business and homes and mentioned the residential break-
ins becoming a high priority. I know that Radio Shack
sells those automatic dialers real cheap. Is there any
particular type of new equipment we may need or is the
contractors prividing adequate equipment to deal with that.
A. BB - The alarms that are being answered currently at the
county communications center are of two different types:
(1) the dial alarm simply utilizes a telephone number and
when the alarm is activated in the business it is just a
tape that dials 929-2211 or 929-2212 which was the old
Chapel Hill Police number that we kept for a while after
going to 911 should there be an emergency call on that
number and we have utilized that for tape dialers. The
dial activates a recording that says there has been an
intruder at Mr. Jones' residence on Whitecross Road; please
dispatch the Orange County Sherriff's Department. When the
alarm is put in we require the vendor putting the alarm in
and the home owner contacts us and we make up an emergency
card file of that alarm giving two numbers to call and a
little map on it. Before they tie into or system we ask
that they provide us with that information.
Q. LW - how many do we have tied in like that?
A. BB - 260 or 270.
Q. LW - and those generated 681 calls?
A. BB - very possible.
Q. LW - now that these devices are becoming so cheap and if
it becomes a priority to reduce residential breakins; a
little bit of money could go a long way but could also
swamp central capabilities to deal with it.
BB - to this point we have not seen that as a problem. A
lot of the other counties that we have talked with that it
eventually has become a problem with than -not so much the
number of alarms but malfunction in the tapes; we
have seen that proplem here and I feel that if someone puts an alarm in their
home and the alarm goes off we can get the tape on the telephone and dispatch
the Sheriff's department and have someone there sooner than we could wait on
a neighbor down the road who may hear the alarm; goes up to look and then
goes back and calls us to let us know the alarm is going off plus the fact
that we have a little bit of control over the location and who to contact
about the alarm.
Q. LW - I can see this number growing and just want to be
sure we are prepared to deal with that.
A. BB - at the present time they are growing at a fast rate.
The business and bank alarms are tied into a completely
different system and they are approximately 110 of those.
..■■■■■■■•
REVENUE DEPARTMENTAL REPORT
The mission of the Department of Revenue is to receive
and distribute Ad Valorem Tax and Miscelaneous Revenue.
The Revenue Department consist5 of two departments; Tax
Collections and Miscelaneous Revenue.
Due to the rapid growth in Orange County there has been
a substantial increase in the number of tax accounts to
be collected. Thisialong with Taxpayers waiting later
in the year to pay and more Taxpayers paying in person,
has created and additional work load for the Revenue
Department.
The Revenue Department intends to operate with its
present staff but will reallocate duties of some of
the office personnel in an attempt to eliminate the
above work load when necessary.
The Department head forsees a need for increasing the
current tax collections and reducing the amount of
delinquent taxes. The Revenue Department has accomplished
its objectives in part but will take approximately two
years to meet our current objectives .
We implemented In Rem Foreclosures in July of 1933 and
the number of delinquent real property accounts have
decreased by 90%. The remaining 10% are under Judgement,
Mortage'Foreclosure, Garnishment,. Bankruptcy, some type
of forceful action or the ownership is undetermined.
We expect to hold our first In Rem Foreclosure Sale in
• the early Spring.
In the coming year we will maintain our current Service
Level.
lt
January 15, 1985
• A. Mission of Data Processing Department
The mission of the Orange County Data Processing
Department is to provide support for all county departments
by operating, maintaining, and expanding electronic data
processing equipment and systems to best meet their needs.
B. Functional Organization to accomplish mission
We have three primary functions which are:
1. Operation of equipment (computers, printers, CRTs,
etc.).
2. Maintain existing application software.
3. Develop new application software.
• C. Need for services
The department was created in 1977-78 and its
priorities were to help gather, maintain, and disseminate
the information being generated by the rapid growth in local
government functions in Orange County.
• D. Objectives and accomplishments 1984-85
Our objectives for 1984-85 were to maintain the
' existing applications software and equipment; Extend
service to the Town of Chapel Hill and to the Clerk of
Courts; Modify our existing Health MIS to meet new state
requirements; Complete the Sheriffs system; Install new
equipment for the Tax Supervisor and Registor of Deeds; and
to install our first micro computers in selected
departments.
We have extended our services to Chapel Hill and
expanded our service for the towns of Hillsborough and
• Carrboro. One piece of equipment is holding up the
• completion of the Chapel Hill extension. They are 100
percent converted over to our system but we are unable to
hookup their garage. The software for the Clerk of Courts
is almost complete and we should have them on-line by March.
- •
The new MIS for Health is in operation with equipment
installed in the clinics in Hillsborough and Carr Mill Mall.
State required information is being sent by tape, rather
than forms, and the system operates in an on-line mode. The
Sheriffs system is in operation and on schedule.
The new equipment has been ordered and should be
installed by the end of January. This doubles our memory .
size and our disc storage space on our newer machine and
increases our possible- users from 88 to 104. The
•specifications for two micros, one for Social Services and
- one for Recreation, are out now and we should have those
installed within sixty to ninty days. -
E. Objectives 1985-86
• •
For 1985-86 we will maintain our current service levels
and possibly develop new systems for Central Dispatch, •
Social Services, Library, and Planning. There is some
interest in extending our land records access to the private
sector, primarily for attorneys and realtors. All of our
computer equipment is now paid for. The old system,
acquired in 1979, is at capacity and we need to start
planning for its replacement.
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V. TO: Ken Thompson •
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$ FROM: Lindy Pendergrass
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RE; • Departmental Report
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A. Mission of the Department V
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To provide a safe environment for all Orange County citizens .
B. Functional Organization to Accomplish Mission •
Our department is organized into divisions of delegated re-
- sponsibilities and duties . Structured in this manner it pro-
vides accountability and the ability to meet the goals and
objectives of each division and the department.
- Patrol Division: Responsible for providing 24 hour patrol
service to all areas of the county and citizens . V •
Investigative Division: Responsible for providing follow-up
case investigations requiring extensive investigation and
initiating investigations of criminal violations .
Jail Division: Responsible for the safety, welfare and care
of all prisoners housed in the Orange County jail, insuring
compliance with all federal and state regulations .
Crime Prevention: Responsible for presenting to the citizens
all crime prevention techniques available. To assist them in
additional methods and ways to help protect themselves and
property .
•
Court/Transportation. Division: Responsible for' all court-room
security, provide transportation of prisoners to and from
court . Provide transportation for all mental commitments .
Administration Division: Responsible for the continuous
auditing of all the departments activities, insuring all
policies , procedures , directives and goals are met .
C. Community Conditions or Changes (past/present) . Which Bring
About the Need for the Services. Rendered by the Department?
The growth and expansion of both population, the development
of more homes , businesses , apartments and mobile home courts
has greatly increased our services . We must constantly revise
schedules to provide manpower to meet the demands . The increase
of 9 percent in 1984 versus 1983 calls-for-service is one
indication of service growth for us . (1500 calls 1982)
(10, 168 calls 1983) (10, 888 calls 1984)
D. What the Department Head Forsees as Needing to be Done as
Objectives or Significant Elements of Workload in 1984/8-5 and
What Has Been Accomplished
Maintain our present level of reported crimes , specifically
burglaries of residences .
Page 2
Maintain our present response time for all calls , continue
to try to reduce it . , (Present response time 7. 5 minutes)
Maintain on schedule all in-service training.
Continue to train all personnel and improve our implemented
Emergency Command Procedures .
Continue to implement ways to maintain our present level of
services with allocated personnel .
- Accomplishments : Part 2 D
Patrol DiVision: The patrol division has succeeded in meeting
their goal to reduce business burglaries for the first six
months with only 10 reported. (Over 250 businesses are checked
nightly at least twice) Our residential burglaries have not
increased due to patrolling and the house checks done daily
of vacationers ' homes . The patrol division has driven •
485, 715. 5 miles the first six months of FY 84/85 to accomplish
their objectives . 5, 976 calls for service have been answered
by them for this period. An idea of some of the service calls
are as follows: 972 suspicious person/vehicle calls , 681 calls
to residential and business alarms , 347 calls assisting Orange
County Rescue .
I .
Investigation Division: The Investigation Division has exceeded
1 1 their goal to maintain a clearance rate of 70% of all major
crimes. The present clearance rate is 73%. The large number of•child abuse cases reported for investigation (17) has increased
their workload substantially . The clearance rate for burglaries
of residences is above the national average (national average
is 15% clearance rate per year, our yearly clearance rate is 18%) .
Jail Division: The Jail Division goal to make the jail self-
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sufficient is being met for the first six months FY 84/85 .
$42,098. 88 have been collected for county revenue . The jail grant
renovations are on schedule and will be completedby March. The
DWI weekend offenders have increased and if possible we may get
funds from the state to open up an 8-man cell. We have housed
1, 085 persons for the FY 84/85 . The average stay is 7 days .
Crime Prevention: The Crime Prevention Division has accomplished
their goal to have more citizen involvement. We now have 121
Citizen Watch Groups . They are now recognized by the state as
one of the most active units . Approximately 1200 children have
been fingerprinted in cooperation with Operation Identification
in our schools . Orange County Community Watch has formed Crime
Stoppers in Orange County and is operational as of 1/7/85 .
•
111 Page 3'
Administration Division: The Administrative Division has
continued to provide audits and daily support services to
all divisions to. accomplish their goals . We now have only
one report to complete and all records will be on computer.
Civil Division: The Civil Division has attained their goal
for quicker service and more time to be allocated to the
more serious processes such as executions , civil ejectments ,
and sales of property, etc . , for the FY 84/85 . The two
civil officers have served 1201 processes . (We are still
serving 47-50% of minor civil processes in the office by
. using our mail notice system. ) We are experiencing a large
increase of civil processes such as magistrates ' civil
summons - 'complaint for money owed (small amounts ) by
private individuals . The new approach now being taken by
the school system whereby school attorneys are executing
on DWI appearance bonds has increased steadily in the past
months and has caused more work for our civil officers .
Court-Transportation Division: Our goal to reduce mileage
for transporting prisoners and mental patients has been
accomplished. The average mileage now for the past six
months has been 975 miles per month. Although we have
reduced mileage the demand for courtroom security has
increased. We now have more sessions of court to, work.
(You are aware of the proposed addition of another court-
room) .
E . Whether in the Upcoming Year There Will be a Maintenance
of Current Service Levels or a Need to Launch New Objectives
or Initiatives
Areas of Concern: Reducing geographical zone areas . In order
for us to continue to meet the demands of some areas we must
look to reducing some and enlarging others if we are to
continue our current level of services and patrol. This
will mean increasing our fleet size by at least 2 vehicles .
In the upcoming year we will continue to seek out grants
to assist us in our goal to reduce residential burglaries .
In the upcoming year should the trend continue with the -
confinement of DWI offenders we will have to look for space
alternatives in the jail .
In the upcoming year should the proposal of the Hospital
Association pass in legislature , whereby agencies must and
will remain during the entire time a mental patient is in the
respective hospital for examination, we certainly will have to -
seek out manpower to accomplish this task.
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• Page 4
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In the upcoming year should reported child abuse cases
continue at the present .level we will be faced with finding
manpower to work only these cases due to the involvement and
time required.
Conclusion: In the upcoming year FY 85/86 we will continue
to maintain our present level of service . However, should
growth continue we will be faced with many hardships to
• accomplish the tasks with present manpower and equipment.
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— Anu--
a REV) JAM 1 0 1985
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., • Orange Soil and Water Conservation District
114 East King Street-Hillsborough,North Carolina 27278-Phone 732-9361,Ext,451
le
_ 'January 10. 1985
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Mr. Ken Thompson
Orange County Manager
- 106 E. Margaret Lane
•
- Hillsborough, N. C. 27278
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Dear Mr. Thompson: .
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Enclosed is our Departmental Report as requested.
(e Please contact me if you have any questions concerning this report.
1 , '
I i Sincerely, . .
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',. Robert S. Tennant
District Conservationist, SCS
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I Enclosure
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CONSERVATION - DEVELOPMENT - SELF-GOVERNMENT .
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` - REPORT TO COUNTY COMMISSIONERS ON OBJECTIVES '
~ AND ACCOMPLISHMENTS OF THE ORANGE SOIL AND
WATER CONSERVATION DISTRICT FROM JULY 1 , 1984
TO DECEMBER 91 , 1984,
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A. Mission of Department - The Orange Soil and Water Conservation District is
charged by state law to plan and direct a program for the conservation and
development of natural resources on the county level. .
B. Functional Organization to Accomplish Mission - Presently, there are-four '
employees in the Soil and Water Conservation department; . Robert S. Tennant,
District Conservationist with the Soil Conservation Service, USDA (federal),
Gail M. Hughes and Todd Roberts,' Soil Conservation Technicians (county), and
the District's secretary, Jeanette K. Wagoner (county) .� �
Soil erosion is still the major concern of this conservation district and its
Board of Supervisors. Because of this concern our efforts have been concen-
trated on getting more permanent conservation practices established on the .
farms in Orange tounty. This can only be done by contacting landowners and
operators to work with them in developing a conservation plan that includes
. the objectives of the landowner, recording his decisions on how he will solve
his land use problems after sound alternatives are presented to him, and in-
clude in his plan/a schedule or time frame for installing the necessary conser-
vation practices to accomplish his objectives.
•
C. Conditions or Changes Which Bring About the Need for the Services Rendered .
• By the Department - Excessive erosion is rapidly reducing the acres capable of
maintaining productivity on agricultural lands. An evaluation of the problems
indicates that about 86 percent of our cropland has an erosion rate in excess
of acceptable soil loss lim|ts. Sediment damage to streams, flood plains, '
| lakes and reservoirs is increasing which results in a degradation of water
|
quality.
D. What Department forsees as Needing to Be Done as objectives in 19 84-85 on d
What Has Been Accomplished.
Because of this excessive erosion occuring on agricultural lands, we have
I concentrated our efforts in establishing cropland and agricultural waste
management systems. Listed below are our performance objectives for fiscal
year 1584-85 and our accomplishments to date.
.
Practice Name and Objective Accomplishments As Of
1/1/85
1. Prepare conservation plans (5000 ac.) 2629 ac.
2. Service conservation plans (550 no.) 267 no.
3. Establish conservation practices:
a. Conservation cropping system - 400 ac. 181 ac. /
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b. Minimum Tillage - 1900 ac' 872 ac.
c. Contour Farming - 2680 ac. 1001 ac.
d. Crop Residue Mgt. - 2300 ac- 960 ac.
e. Field Borders - 72,000 ft. 39,762 ft.
f. Grassed Waterways - 26 ac. 24 ac.
g. Agr. Waste Mgt. Systems - 8 no. 3 no.
h. Pasture & Hayland Pltng. - 400 ac. 555 ac.
I . Pasture & Hayland Mgt. - 600 ac. 282 ac.
4. Provide technical services to government
agencies & departments - 15 no. 14 no.
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5. Provide consulting services � .
6. Inform and Educatethe Public on
Conservation of Natural Kesouraes.
1.
Many of our planned educational and informational activities
are just beginning to get started as a lot of the programs
are scheduled for spring. Since July 1, 1384, we have published
two newsletters in the N2as.uf Orange, written 10 news articles on
current events and other matters concerning soil conservation;
planned and held the annual Conservation Awards Banquet and honored
. the Conservation Farm Family of the Year - approximately 100 were
in attendance; participated in Career Day at Orange High School;
gave ten classroom presentations on soils, water, forests, and
other natural resource conservation subjects (avg. of 25 students
per class) at Stanford Jr, High, Cul6roth Jr. High, and Phillips
Jr. High schools; participated in no-til demonstration with Extension .
Service; gave one radio program (WPTF).
Things to be accomplished between now and June 301h; •
Publish two newsletters :
Write 6-8 news articles on current events ' '
i Sponsor annual conservation Poster (4th o 5th grades) , Essay (6th grade)
and Speech (7th & 8th grades) contests and hold reception for winners
and parents and teachers.
Participate in annual Earth Walk of A. L. Stanback School at Eno River
State Park
Make 10-15 classroom presentations
Environmental Awareness Week Observance (April)
Participate in Farm Fair 1985 in Chapel Hill (April)
Observe Soil Stewardship Week (May)
7' Administer a Conservation Program That Will Benefit the Public -
The N. C. Agricultural 'Cost Share Program for Nutrient Sensitive Waters '
was approved for operations the latter part of September, 1984. The
overiding goal is to develop a reasonable, efficient and effective .
�prog ram which addresses the agricultural nonpoint source pollution
problem. The purpose of this voluntary program is to reduce the delivery
of sediment, nutrients, animal wastes, and pesticides into the Falls
of Neuse and Jordan Lakes and the Chowan River. Due to tho.75% cost-
sharing being offered to farmers, we were swamped with requests for
assistance. As of December 31st, 51 contracts were developed with land-
owners and/or operators for establishing Best Management Practices -^
grassed waterways, field borders, waste holding ponds, diversions, sod-
,
based rotations, and land application of waste. These 51 contracts
totaled $137,883 and funds will be paid to participants as soon as the
conservation practices have been installed.
In addition to the nutrient-sensitive cost-sharing program, the Orange
District is responsible for the technical pnrt|pn of other cost-sharing
programs. We have 54 ASCS-SCS Long Term Agreement whereby federal funds
have been made available to landusers for conservation practices. Since
July, $39"893 has been paid to participants who have long term agree-
ments, Total funds to date: $142,321.
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in the Back Creek Critical Area Treatment Resource Conservation
and Development Project, eleven landowners have received a total
of $24,748 for work completed in this watershed since July 1. �
In all, h123,056 in federal monies have been paid to participants �^
in Back Creek to protect the proposed Quaker Creek Reservoir.
� .
E. coming Year - Continue Basic Program Objectives and Increase
_ � Rendered Services.
Since the Orange Conservation District opened its doors in 1939 to
serve all the citizens of Orange County, we have tried to offer a
balanced conservation program. This consisted of providing technical
services to landowners and 'operators on land use problems; providing
' services to control urban erosion; providing consultive services to
contractors and land developers and others; providing technical set--
vices to government agencies and departments; and educating the
youth as well as adults on the merits of practicing good conservation
of our natural resources. We do not know how we could expand our
programs to cover additional services. However, we can always Yn-
fi creasa our existing services, but that takes additional manpower
and space which are our greatest limitations.
This past year a new cost sharing program was started to encourage
• the installation of conservation practices to control non-point
'
sources of pollution and sedimentation of our land that drains into
our present and future water reservoirs. We expect this program to
greatly expand in the next few years so we need to gear up our man- � $
power and other resources to meet this demand for the services that
we provide in Orange County.
Ou r long
ong rang� program and objective then is to increase the number
of services to citizens in Orange to help them solve their land use
problems. Our challenge is to meet this ever increasing demand on
our natural resources.
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MED.
°II
TAX SUPERVISOR
A. Mission of Department
Identify, list and appraise all taxable property,
both real and personal, and to discover all
unlisted and underlisted property in Orange County
and generate a Tax bill for same.
B. Functional Organization to Accomplish Passion
1. Listing and billing
2. Current appraisal real property
3. Business personal property
4. Revaluation
. •
C. Community conditions or changes which bring about the
need for the services rendered by the department
I 'A The workload in the Tax Office is in direct
I proportion to the nuMber of taxpayers listing
personal property, the number of parcels of real
property, the amount of new construction and the
number of businesses in the County. The growth
that we are now experiencing is increasing the
workload at a record pace. For example, the
increase in the number of new parcels, the number
of new construction starts and the number of new
baypayers in the past eighteen months has been
over two and one-half times greater than ever
before in the history of Orange County. In the
past ten year the number of tax bills has more
than doubled. The number of parcels of real estate
has almost doubled, and the value of all taxable
property has more than tripled.
D. What the department head foresees as needing to be
• done as objectives or significant elements of workload
in 1984-85 and what has been accomplished
Our number one objective at this time is the
completion of the in-house revaluation within
the next two years. At this time most of the
planning has been completed and the new staff
are being put on board. With the completion of
the new wing, we are now ready to start the work.
411
Other objectives and their current status in the 84-85
year are:
1° Secure and process a listing for all property
, located in Orange County on January 1. Toward
this end, we have checked the rent rolls of the
apartments in the County, checked the Department
of Motor Vehicles' tape of registered vehicle
- owners, checked the mobile home, park owner list
of tenants, checked leased agreements in
possession but owned by others and checked all
information given on the listing form.
2. Send out tax bills by July 15. We missed the
objective by ten days due to the computer being
struck by lightning.
3. Develop a computer program to pre-price motor
• vehicles. This is complete and is in the testing
phase.
4. Identify and inventory all mobile homes in Orange
County and set up an inventory control program
on computer. This is in the planning stage at
this time. I feel that this task can best be
accomplished along with revaluation; therefore,
I am projecting a completion of this project in
1987.
5. Delineate all property into like classes for sales
ratio studies and revaluation stratification.
This is about 10% complete.
6. Develop base price maps for revaluation. All
1984 sales have been qualified and are now ready
to be analyzed and converted to base prices.
7. Do a complete Sales Ratio Study each quarter to
keep abreast of value trends. This has been done,
and this was a prime factor in the settlement of
the utility appeals.
8. Continue to improve the new computer assisted
appraisal program that was developed last year. -
This program now has been tested for two years
and is now completely operational. Other counties
have shown an interest in getting this program.
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9. Audit one—third of the Business accounts this
year. Due to time anal manpower shortages we
were not able to audit as many accounts as we
wanted but did audit about two hundred, of the
most suspect accounts which produced quite a
bit of base. •
E. In the upcoming year with the in--house revaluation
in progress, I foresee no time nor energy to launch
any new objectives or initiatives. We will maintain
our current level of services however.