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HomeMy WebLinkAboutAgenda - 04-21-1987 ORANGE COUNTY BOARD OF COMMISSIONERS AGENDA REGULAR MEETING TUESDAY, APRIL 21, 1987 7:30 P.M. OLD POST OFFICE CHAPEL HILL, N.C. A. BOARD COMMENTS B. AUDIENCE COMMENTS 1. Matters on the Printed Agenda (We would appreciate you signing the pad ahead of time so that you are not overlooked.) 2. Matters not on the Printed Agenda C. MINUTES - (NONE) PUBLIC CHARGE The Board of Commissioners pledges to the citizens of Orange County its respect. The Board asks its citizens to conduct themselves in a respectful, courteous manner, both with the Board and with fellow citizens. At any time should any member of the Board or any citizen fail to observe this public charge, the Chair will ask the offending member to leave the meeting until that individual regains personal control. Should decorum fail to be restored, the Chair will recess the meeting until such time that a genuine commitment to this public charge is observed. PAGE # PUBLIC HEARING AND DECISION 001 1. Community Development Block Grant Program Amendment D. RESOLUTIONS OR PROCLAMATIONS 003 1. Social Service Employees Appreciation Week 005 2. Older Americans Month and Senior Center Week E. REPORTS 008 1. Animal Control Task Force 009 2. Public Works Maintenance and Facility Study . 'I PAGE # F. ITEMS FOR DECISION--CONSENT AGENDA (Any item may be removed for separate consideration) 010 1. Memorandum of Understanding--Orange Soil and Water Conservation Service 017 2. Budget Amendment Authorization 018 3. Fireworks Display Request; N.C. Special Olympics. G. ITEMS FOR DECISION--REGULAR AGENGA 022 1. Jail Inspection 029 2. Proposed House Numbering Ordinance 038 3. Assignment of House and Building Numbers 049 4. Addition of Hepowil Trace and Gentry Lane 053 5. School Capital Funding 056 6. 1986-87 Annual Audit Contract 059 7. Contract Approval; Architectual Services for Homestead Building 072 8. Tax Base Information 073 9. Home Improvement Loan Program Application 080 10. Budget Amendments 084 11. Governor's Volunteer Awards 087 12. Information and Referral Guide H. APPOINTMENTS I. ADJOURNMENT 001 ORANGE COUNTY BOARD OP COMMISSIONERS Action A en a Item No. t ACTION AGENDA ITEM ABSTRACT Meeting Date: April 21, 1987 SUBJECT: Community Development Block Grant Program Amendment DEPARTMENT: Housing/unity Development PUBLIC HEARING: X Yes No ATTACHMENT(S) : INFORMATION CONTACT: Tara Fikes p Pram Ame�ment TELEPHONE NUMBER: Hillsborough - 732-8181 Chapel Hill - 968-4501 Mebane - 227-2031 Durham - 688-7331 PURPOSE: To authorize submission of a Community Development Block Grant Program Amendment for the Councilville Community to the Depart- ment of Natural Resources and Community Development and receive public comment regarding the amendment. BACKGROUND: The original budget for the Street Improvements activity in the Councilville Community was $156,500. However, the actual street improvements cost was $241,073 which is $84,573 over the budgeted amount. This cost difference is attributable to the lowest bid for the Street improvements contract exceeding the cost estimate given by the John R. McAdams Company. Since, all proposed activities in the Councilville area have been completed and excess funds main, the Housing and Community Development Staff propose the submission of a program amendment to the Department of Natural Resources and Community Development (NRCD) to transfer $84,573 to the Street Improvements budget. State regulations require that any budget changes which exceed 10% of the total grant amount receive NRCD prior approval. The amount of $84,573 exceeds 10% of the total grant award of $687,000. NRCD also requires a public hearing be conducted to receive citizen comments prior to submission of a program amendment. Citizen input should be reviewed to determine whether comments are in approval or objection to the program amendment. This amendment will place all remaining funds in appropriate line item accounts to facilitate expenditure of all Councilville CDBG funds and will supersede all prior program amendments to this program. Approval of the program amendment will enable close- out of the Councilville project. RECOMMENDATION(S) : Approve submission of a program amendment to NRCD to transfer $84,573 to the Street Improvements budget for the Councilville Community Development Program and authorize Chair to sign the Program Amendment. I 002 PROPOSED COMMUNITY DEVELOPMENT BUDGET AMENDMENT BEFORE • AFTER ACTIVITY AMENDS AMENDMENT AMENDMENT Acquisition $86,600 $49,265 $39,335 Street Improvements 156,500 84,573 241,073 Clearance 30,000 22,100 7,900 Relocation 42,000 7,030 34,790 Rehabilitation 273,000 6,178 266,822 Administration 96,900 0 96,900 • ORANGE COUNTY 1)0 3 BOARD OF COMMISSIONERS Action A nd ACTION AGENDA ITEM ABSTRACT item No. Meeting Date: April 21, 1987 SUBJECT: Social Services Employees Appreciation Week DEPARTMENT: Orange County Dept. of Social Services PUBLIC HEARING: ATTACHMENT(S) : Yes x No INFORMATION CONTACT: Contact Person: Martha Pryor-Cook Proclamation TELEPHONE HillsborooughE - 732-8181 Chapel Hill - 968-4501 Mebane - 227-2031 Durham - 688-7331 PURPOSE: To proclaim April 27 - May 1, 1987 as Social Service Employees Appreciation Week in Orange County to recognize the important contribution the employees of Orange County Department of Social Services make to the community. BACKGROUND: The State of North Carolina and the North Carolina Social Services Association have proclaimed the week of April 27 - May 1, 1987 as Social Service Employees Appreciation Carolina are being urged to recognize DSS Week. to unties across North ded- ication and commitment to strengthening individuals andrfamily life. RECOMMENDATION(S) : Designate April 27 - May 1, 1987 as Social Service Employees Appreciation Week in Orange County and authorize the Chair to sin the resolution on behalf of the board. g ORANGE COUNTY COMMISSIONERS 004 108 EAST MARGARET LANE HILLSBOROUGH, N. C. 27278 MOSES CAREY.JR. STEPHEN H.HA4KIOT1S JOHN HARTWELL SHIRLEY E MARSHALL DON WILLHOIT PROCLAMATION April 27 -- May 1 , 1987 SOCIAL SERVICE EMPLOYEES APPRECIATION WEEK Every man, woman, and child deserve a fair chance to become all they are meant to be. For many of our citizens, the opportunity to succeed is provided by dedicated, hard-working social service employees.. Our social service professionals are assisted in their important duties by the North Carolina Social Services Association. The Association fosters the highest standards of professionalism among its personnel by engaging in research, education, and evaluation programs conducive to improving standar.ds of performance; promoting broad personnel principles enhancing opportunities in- ,the social service field; assisting in the recruitment of highly qua,],ified personnel for social service ,,c are er.. :-s ;..�_ and cooperating, 11' n provision of programs f or, in. ser v jc e :and. faria] in i NOW, THEREFORE, F= T. •:° E..„_,Sz..:..O._L-.,_.V E D T H_ A T-:="t h e a ng a` County Board nd of Commissioners oc-1 � th -ough 1 1987 as S Service Employees, Appreajation,_Week" in Oran e::,Count 8 , y, and urge all our citizens to`'recognize';;and -commend'- our serv: ce professionals for their �,� for heir many. .outstanding1; contrib-utions to the :°people of Orange GIVEN UNDER MY HAND AND THE SEAL OF THE COUNTY OF ORANGE, ON THIS THE TWENTY FIRST DAY OF APRIL, IN THE YEAR OF OUR LORD, NINETEEN HUNDRED AND EIGHTY SEVEN. Shirley Marshall , Chair • Orange County Board of Commissioners 005 ORANGE COUNTY BOARD OF COMMISSIONERS Action A nd Item No. ACTION AGENDA ITEM ABSTRACT Meeting Date: April 21, 1987 SUBJECT: Older Americans Month and Senior Center Week Proclamation DEPARTMENT: PUBLIC HEARING: Yes x No Aging ATTACHMENT(S) : INFORMATION CONTACT: Proclamations TELEPHONE NUMBER: Hillsborough - 732-8181 Chapel Hill - 968-4501 Mebane - 227-2031 Durham - 688-7331 PURPOSE: To join Federal and State Governments in designating the month of May as a time to honor our older citizens for their contribution to society. To call attention to the County's Senior Centers in Chapel Hill and Hillsborough and to encourage older residents to use these facilities as a resource for information, service, personal growth and activities. • BACKGROUND: For a number of years Orange County Commissioners have issued an Older Americans Month and a Senior Center week proclamation. RECOMMENDATION(S) : Approve resolution and authorize Chair to sign. 006 .;. P R O C L A M A T I O N WHEREAS, Senior Centers affirm the dignity, self-worth and independence of older persons by facilitating their decisions and actions , tapping their experiences, skills and knowledge, and enabling their continued contribution to the Community; and, WHEREAS, Senior centers function as service delivery focal points , helping older persons to help themselves and each other, and offering services or access to community services , as needed; and, WHEREAS, Orange County has established a Hillsborough Senior Center and a Chapel Hill/Carrboro Senior Center and has supported Senior Nutrition Sites throughout the County to serve older adults; and, WHEREAS, Senior Centers in our County serve as a viable commitment to our older residents ; NOW, THEREFORE, We, the Orange County Board of Commissioners , HEREBY PROCLAIM the week of May 10 through 16 , 1987 SENIOR CENTER WEEK IN ORANGE COUNTY And, further, encourage all citizens to visit a senior center in their area. . Shirley Marshall , Chair Orange County Board of Commissioners v - � n07 P R O C L A M A T I O N WHEREAS, According to the latest population figures, there are over 9 ,000 persons over 60 years of age in Orange County; and, WHEREAS, Orange County is proud of the older adults who live here and wishes to show appreciation for what they have given and for what they have contributed to their County, State and Nation; and, WHEREAS, Because of them, the rest of the citizens enjoy the fruits of their visions and their labors, and their example is an inspiration to continue to make Orange County a good place in which to live; and, WHEREAS, Orange County wishes to set aside a special month for recog- nition of the older segment of its citizenry; and, NOW, THEREFORE, We, the Orange County Board of Commissioners , join the Governor of North Carolina and the President of the United States in PROCLAIMING May, 1987 OLDER AMERICANS MONTH AND, further, do encourage all citizens to join us in honoring our older Americans. Shirley Marshall, Chair Orange County Board of Commissioners ORANGE COUNTY 008 BOARD OF COMMISSIONERS Action Allis Item No. ACTION AGENDA ITEM ABSTRACT Meeting Date: APRIL 21, 1987 SUBJECT: ANIMAL CONTROL TASK FORCE DEPARTMENT: COMMISSIONERS OFFICE PUBLIC HEARING: Yes x No ATTACHMENT(S) : (UNDER SEPARATE COVER) A,4/INFORMATION CONTACT: COMMISSIONER First Revision to Proposed Animal Control /K MOSES CAREY, X505 Ordinance ,/VM,.,AELEPHONE NUMBER: Summary of Changes Made to Proposed, Revis dam" / Hillsborough — 732-8181 Ordinance " Chapel Hill - 968-4501 Subcommittee on Spay/Neuter and Financial "r4.4 4 Mebane - 227-2031 Concern Report ,4rcE Durham - 688-7331 Proposed Spaying and Altering Certificate />/e_ Recommendations trom the Subcommittee on nagement PURPOSE: To receive a status report from the Animal Control Task Forcce. BACKGROUND: On February 24, 1987, the Board created the Animal Control Task Force with the following charge: 1. Review-the current animal control program in Orange County. a. the animal control ordinance and its enforcement b. programs designed to control the animal popu- lation (e.g. , spay/neuter, public education) c. incentives for animal control d. financial support for animal control e. organizational roles and responsibilities for animal control 2 . Consider current and potential barriers to effective animal control in Orange County 3. Project trends in and assess the impacts of animal population growth in Orange County. 4. Review program models elsewhere and their potential application to Orange County. 5. Develop a comprehensive strategy for animal control in Orange County and propose whatever programmatic, financial, and organizational changes are needed to implement that strategy. The Animal Control Task Force and subcommittees of the task force have met numerous times since Februaty 24 to -fulfill its charge. Dr. Ann Gross will present the status report. Since this is not a final report, neither the Manager's Office nor the County Attorney have completed their review of the material. Recommendation is for information purposes only. ORANGE COUNTY 009 BOARD OF COMMISSIONERS Action Ag ACTION AGENDA ITEM ABSTRACT Item No. Meeting Date: APRIL 21, 1987 SUBJECT: PUBLIC WORKS MAINTENANCE AND FACILITY STUDY DEPARTMENT: PUBLIC HEARING: Yes x No Public Works Wilbert McAdoo ATTACHMENT(S) : INFORMATION CONTACT: Report under separate cover TELEPHONE NUMBER: Ext. 480 Hillsborough - 732-8181 Chapel Hill - 968-4501 Mebane - 227-2031 Durham - 688-7331 PURPOSE: Informational report to the Board on in-house maintenance versus contract maintenance. • BACKGROUND: A study was undertaken pursuant to the Board of Commissioners objective to review the question of in-house maintenance versus contract maintenance and identification of objectives should we continue to perform in-house maintenance. Consideration now will allow action to be taken through the 1987-1988 budget. RECOMMENDATION(S) : For information purposes and followup budget cpnsiderations. • ORANGE COUNTY 010 BOARD OF COMMISSIONERS Action A d Item No. ACTION AGENDA ITEM ABSTRACT Meeting Date: APRIL 21, 1987 SUBJECT: MEMORANDUM OF UNDERSTANDING---ORANGE SOIL AND WATER CONSERVATION SERVICE DEPARTMENT: COUNTY MANAGER PUBLIC HEARING: Yes x No ATTACHMENT(S) : INFORMATION CONTACT: MANAGER,S MEMORANDUM OF UNDERSTANDING TELEPHONE NUMBER: OFFICE, X501 Hillsborough - 732-8181 Chapel Hill -- 968-4501 Mebane - 227-2031 Durham - 688-7331 PURPOSE: The Soil Conservation Service requires that the Memorandum of Understanding be approved by the current Board of Orange County Commissioners. • BACKGROUND: Under terms set forth in the Soil Conservation Act of 1953 a Memorandum of Understanding needs to be on file. There is attached the Memorandum of Understanding. This Memorandum of Understanding is exactly the same as the one signed in 1981. There is no fixed term on this document and either party may modify or cancel upon sixty day written notice. RECOMMENDATION(S) : Approve and authorize Chair to sign. 0 1 1 MEMORANDUM OF UNDERSTANDING BETWEEN THE ORANGE SOIL AND WATER CONSERVATION DISTRICT and the SOIL CONSERVATION SERVICE, USDA and the COUNTY OF ORANGE, NORTH CAROLINA This Memorandum of Understanding is between the Orange Soil and Water Conservation District, hereinafter called the District, and the Soil Conservation Service, hereinafter called the Service, and the County of Orange, North Carolina, hereinafter called the County. The District, the Service, and the County have the common objective of helping to bring about the conservation, development, and wise use of land, water, and related resources. They, therefore,, enter into this Memorandum of Understanding as the foundation for an enduring cooperative working agreement. Under the terms of the Soil Conservation Act of 1935 and other Acts, the Soil Conservation Service is authorized to cooperate with and to furnish assistance to the District for conservation and resource development work. The General Statutes of North Carolina establishes the District as a governmental subdivision of the State of North Carolina for the purpose of exercising public powers in connection with the conservation and development of soil, water, and related natural resources. ' r r ♦ � 1 The General Statutes of North Carolina authorize the County to possess property, and exercise all of those powers conveyed by law 012 to the County in the interest of the health, safety, and general welfare of all the residents residing within the corporate limits and within the boundaries of the County. WHAT THE DISTRICT WILL DO: 1 . With the help of the County, Service, and others, will develop and keep current a long range program of natural resource conservation. 2. Make available to the County, and' coordinate,. such technical assistance as available, to assist the County in helping to bring about the conservation, development, and wise use of land,. water, and related resources. 3. Provide assistance to the County in accordance with the annual work plan prepared by the District in consultation with the County and the Service. 4. Provide assistance to the County in accordance with priorities set by the County for the kind and amounts of work to be performed, including help with an effective sedimentation and erosion control program. 5. Furnish`the County annually an estimate of the cost of providing the kinds and amounts of assistance requested by the County. • 6. Provide the County progress reports annually, or as requested, showing type and amount of work done. 7. Provide the County soil survey interpretations and review and make written comments on problems of water disposal, drainage, erosion and sedimentation control, beautification, pollution control and related matters as requested by the County. WHAT THE SERVICE WILL DO: 013 I. Make available through the District, such personnel as available to assist the County in helping to bring about the conservation, development, and wise use of land, water and related resources. 2. Provide assistance to the District and County in accordance with priorities set by the District for the kinds and amounts of work to be performed. 3. Assist the County in accordance with an annual plan of operation. prepared by the Service in consultation with the District and the County. 4. Be responsible for technical supervision of all assistance provided the District and the County. • 5. Assist the District and the County in establishing and maintaining standards and specifications for conservation use and treatment of land. 6. Assist the District and County in preparing and implementing resource conservation plans within the limits outlined above. WHAT THE COUNTY WILL DO: • 1. Develop procedures for the orderly and progressive handling of request for services to be provided by the District. It shall be the responsibility of the County to inform recipients of services provided by the District of these procedures. 2. Furnish the District annually, an estimate of the number of requests for services it will submit to the District in the coming year. The County will submit its estimate to the District 30 days before a budget estimate is needed by the County. • 3. Be responsible for such enforcement as required to insure the 014 conservation, development and wise use of land, water, and related resources within the County. Development will be done in accordance with approved conservation plans and adopted standards and specifications. IT IS FURTHER UNDERSTOOD:. 1 . Either party, as mutually agreed upon, will provide or arrange for such additional services, facilities, equipment, materials, and arrangements as may be required to achieve common objectives. 2. Personnel and facilities of the County, the Service, and the District shall be under the jurisdiction of their respective employers; each retaining the right to establish headquarters for its personnel at such places as it deems most appropriate. 3. Funds supplied the District by the County will be transferred to the to the treasurer of the District to be expended under direction of the District. 4. Personnel and facilities supplied with County funds shall be under the administrative jurisdiction of the County and technically • responsible to the District Conservationist of the Service. 5. Neither the County, the District, nor the Service be bound by any obligation in this Memorandum or any Supplement thereto, or other appropriate arrangements which will involve the expenditure of funds in excess of that authorized by law. 6. Any Supplemental Memorandum of Understanding or other appropriate arrangements now in effect between the District and the Service shall remain in full force and effect. 7. This Memorandum of Understanding will be effective when signed by the three parties involved. It may be modified or terminated at any time by mutual consent of the parties hereto or may be terminiated • by any one of the .parties alone b .P by giving 9 six tY (60) days notice in writing to the other. • • • • • • • • • • • • 1 _ _ J 45 - • • ? a /• ORANGE SOIL AND WATER CONSERVATION DISTRICT • 016 BY . Chairman DATE awl. . /?8/ 1 The signing .of this Memorandum of Understanding was authorized by a resolution of the District Governing Body adopted at a meeting held on 4 --r--4::--311--.4.-----461 Secretary, Orange Soi and Water Conservation District 9 ... 3U ,.. ej Date • ORANGE COUNTY BOARD .• ' ►rOF COMMISSIONERS - -c ' ' BY ,,...:. f Chairman • D A T E ) •• J/� /9 f/ r C c : • The signing of this Memorandum of Understanding was authorized by a resolutio of the Orange County Board of Commissioners at a meeting held on .?0/ /IN . Clerk to the Boa of mmnssioners D to USDA Si • 'ONSERVATI' ' ,S •VICE BY . 4(// 2Y S • - Conservationist ,DATE ;� r._:. . .. Ammum 017 ORANGE COUNTY Action Agenda BOARD OF COMMISSIONERS Item Bo. F.2.„ ACTION AGENDA ITEM ABSTRACT NEETTEG DATE 21 April 1987 Subject: BUDGET AMENDMENT AUTHORIZATION Department: BOARD OF COMMISSIONERS Public Rearing: Yes I no • Attachments: Information Contact: Beverly Blythe None Phone Numbers: 732-8181, 968-4501, 227-0231 • PURPOSE: To authorize a transfer of funds from Contingency to the Commissioner' s Office. BACKGROUND: Several boards/commissions and task forces have been authorized by the eoard_ along with staff support from the Clerk. There is not enough staff time available to attend and take minutes for all of these meetings. Additional funds are needed to hire temporary personnel to assist in taking and transcribing the. minutes until the first of July. At that time, the Clerk's office will provide this support with its present staff. • RECOMMENDATION: That the Board authorize a budget amendment for $1 ,600. Contingency has a balance of approximately $40,000. toMME ORANGE COUNTY 018 BOARD OF COMMISSIONERS ACTION AGE A ACTION AGENDA ITEM ABSTRACT ITEM NO. 3 MEETING DATE APRIL 21, 1987 SUBJECT: FIREWORKS DISPLAY REQUEST; N. C. SPECIAL OLYMPICS *********************************************************************** DEPARTMENT: PURCHASING & CENTRAL SERVICES PUBLIC HEARING YES NO ************************************************************************** ATTACHMENT(S) : INFORMATION CONTACT: MANAGER'S OFFICE CORRESPONDENCE; N.C. SPECIAL OLYMPICS EXT. 501 CERTIFICATE OF INSURANCE PHONE NUMBERS: HILLSBOROUGH 732-8181 HILLSBOROUGH 732-9361 CHAPEL HILL 967-9251 MEBANE 227-2031 ***************************************************U* �******************* PURPOSE: To authorize a public exhibit of fireworks to. take place on May 22; 1987 at Fetzer Field,-.UNC, ChaPej Hill. - r BACKGROUND: The North Carolina Special Olympics seeks a permit for a fireworks display in conjunction with its 1987 Special Olympics State Summer games. Attached documentation verifies that permit requirements have been met. RECOMMENDATION: Authorize permit allowing fireworks display on May 22, 1987, as request by N. C. Special Olympics. 019 000.4Ctosi NORTH CAROLINA 1ECO!1 mC/ P.O.BOX 30191, RALEIGH, NORTH CAROLINA 27622.919/787.6714 in North Carolina 1-$04843-NCSO OFFICE•3901 BARRETT DRIVE,RALEIGH,NORTH CAROLINA 27609 April 6, 1987 Pam Jones Orange County Government 300 W. Tryon Hillsborough, NC 27278 Dear Ms. Jones: North Carolina Special Olympics, Inc. seeks the approval of the Orange County Board of Commissioners for us to conduct a fireworks exhibit in conjunction with our 1987 Special Olympics State Summer Games. Per your request, the following information is provided: 1) North Carolina Special OLympics State Summer Games, May 22-24 Friday, May 22, 1987, Opening Ceremonies, Fetzer Field, UHC-Chapel Hill. 2) Fireworks display at approximately 9: 00 pm on the 22nd to be fired from Ridge Road in front of Boshamer Stadium on the UNC-CH campus. Fireworks are being furnished and fired by the employees of Southern International Fireworks, Rock Hill, SC. 3) A request has been submitted to the Town of Chapel Hill to close this segment of Ridge Road from 8:30 to 9: 30 pm. 4) This location is situated beyond minimal standards for safety for the crowd in Fetzer Field Stadium. sympocs Specks/ Created by The.Joseph P.Kennedy,Jr.Foundation. •�o.k.e o-e+co.e. a saec.m armors■a,•w,e nem..d AW ow n•e.d.n C..u... 020 5) UNC-CH campus police, Town of Chapel Hill police, Fire Department, Rescue Squad, and a Special Olympics medical team being supplied by Memorial Hospital , will be on hand for the event and will provide safety. 6) North Carolina Special Olympics, Inc. , has current insurance coverage with the Insurance Company of North America of $ 1 million General Liability Insurance, and an additional $ 5 million Blanket Bond Liabilty for protection. Please see the attached documents. The 2,000 plus Special Olympics athletes, volunteers, guests, and spectators expected to be present at the Opening Ceremonies of this event will appreciate the consideration of our request by the Orange County Board of Commissioners. Since I am personally a resident of Chapel Hill and Orange County, I would appreciate knowing when this item will be scheduled on the Commissioner's agenda in order that I may be present to answer any questions, and to extend a personal invitation to them to attend this special event. Please call me if you have any questions. Sincerely, ,---- -- i. ...-- --A alir L. Bolick:s- Executive Director AB/tl enc. ( 21 Certificate of Insurance THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER THIS CERTIFICATE DOES NOT AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES LISTED BELOW. NAME AND ADDRESS OF AGENCY COMPANIES AFFORDING COVERAGES CORP INSURANCE MGMT OO WISCONSIN AVE NW LOMPANY A LETTER t.� RELIANCE SPECIAL RISK WASHINGTON DC 20016 COMPANY LETTER RELIANCE SPECIAL RISK NAME AND ADDRESS OF INSURED COMPANY C LETTER CIGNA CORPORATION SPECIAL OLYMPICS INC 1350 NY AVE N�! ,�00 LOMPANY D LETTER WASHINGTON DC 20005 COMPANY LETTER CIGNA This is to certify that policies of insurance listed below have been issued to the insured named above and are in force at this time. t i con- dition of any contract or other document with respect to which this certificate may be issued or may pertain,the insurance afforded by the policies described herein is subject to all the terms,exclusions and Conditions of such policies. requirement,term or con- COMPANY TYPE OF INSURANCE LETTER POLICY NUMBER POLICY ,F Limits of Friability in Thousands(000) EXPIRATION DATE EACH A GENERAL LIABILITY OCCURRENCE AGGREGATE EL0693758 7/01/87 ©COMPREHENSIVE FORM Inception date 7/01/8f, BODILY INJI,,RY s s ©PREMISES-OPERATIONS -EXPLOSION AND COLLAPSE PROPERTY DAMAGE S f HAZARD -UNDERGROUND HAZARD lin PRODUCTS/COMPLETED OPERATIONS HAZARD WCONTRACTUAL INSURANCE BODILY INJURY AND ^ SI BROAD FORM PROPERTY PROPERTY DAMAGE S i >'O O O f �, 9 0 0 0 WDAMAGE COMBINED INDEPENDENT CONTRACTORS PERSONAL INJURY 1 PERSONAL INJURY $ 1 7 0 0 0 E; AUTOMOBILE LIABILITY EB0748091 -COMPREHENSIVE FORM 7/01/87 BODILY INJURY s date 7/01/8 IEACHPERSONI III OWNED BODILY INJURY s HIRED 'EACH OCCURRENCE, PROPERTY DAMAGE S NONpYYNED BODILY INJURY AND C PROPERTY DAMAGE f .J OO EXCESS LIABILITY COMBINED 605212674 7/01/87 WI UMBRELLA FORM Inception date 9/01/86 -OTHER THAN UMBRELLA BODILY INJURY AND = 4'000 t 4,000 FORM PROPERTY DAMAGE COMBINED WORKER'S COMPENSATION and 5TATU7pRV EMPLOYER'S LIABILITY E OTHER JO098615A $ IEACH ACCIOBNTI . Inception date 9/Q1/86 7/01/87 Liability $100 • " IPTION OF OPERAT■ONS/LOCATION4NENICLEB XEMPLOYEE DISHONESTY - STATE OFFICES $100000 STATE CHAPTERS $20000 PLEASE SEE THE ATTACHED Cancellation: Should any of the above described policies be cancelled before the expiration date thereof, the issuing com- pany will endeavor to mail 10 days written notice to the below named certificate holder, but failure to mail such notice shall impose no obligation or liability of any kind upon the company. NAME AND ADDRESS OF CERTIFICATE HOLDER NORTH CAROLINA SPECIAL OLYMP DATE ISSUED Sept 18 1986 SOX 30191 RALEIGH NC27622 1/44 _ . 4 AU IgRIZEp REPRESENTATIVE ,, 5-3 HARRY F CUSTIS 022 ORANGE COUNTY BOARD OF COMMISSIONERS Action A n a ACTION AGENDA ITEM ABSTRACT Item No. Meeting Date: APRIL 21, 1987 SUBJECT: JAIL INSPECTION DEPARTMENT: COUNTY MANAGER PUBLIC HEARING: Yes x No ATTACHMENT(S) : INFORMATION CONTACT: MANAGER'S OFFICE, X501 REPORT TELEPHONE NUMBER: Hillsborough - 732-8181 Chapel Hill - 968-4501 Mebane - 227-2031 Durham 688-7331 PURPOSE: To receive a report on the jail condition from the North Carolina Department of Human Resources Division of Facility Services. BACKGROUND: The jail was inspected March 24, 1987 and there were four items which required attention. They include: 1. Wall patching where brackets were removed. 2. Safety-type razors for shaving to be discarded after use. 3. Notice that overcorwding in cells may occur. 4. Lavatory valves to be checked for sticking. Action= isbeing taken on items one, two and four. Item three is to be the subject of an architectural appraisal April 30 and May 1. RECOMMENDATION(S) : Accept report. o r 023 ~ -. �_ North Carolina Department of Human Resources Division of Facility Services 701 Barbour Drive • Raleigh, N. C. 27603-2008 James G. Martin, Governor I. 0. Wilkerson,Jr., Director Dittplxig441i8uSmxmw Telephone (919) 733-4560 Paul T. Kayye, M.D. , Interim Secretary April 3, 1987 Mr. Lindy Pendergrass, Sheriff _ Orange County Sheriff's Department 125 Court Street Hillsborough, North Carolina 27278 Dear Sheriff Pendergrass: On March 24, 1987, I, Donnie D. Byrd, Jail Consultant from the North Carolina Department of Human Resources, inspected the Orange County Jail. Enclosed is a copy of the inspection report for your attention. Immediate action should be initiated as soon as possible to correct any deficiencies cited in the report. If I or any member of the Jail and Detention staff may be of assistance to you concerning this or any detention matter, please do not hesitate to contact us. PLEASE NOTE OUR NEW ADDRESS AT THE TOP OF THE LETTERHEAD, AND INFORM YOUR STAFF OF THIS CHANGE. Sincerely, //j �✓ Donnie D. Byrd Area Consultant DDB:vbw Enclosure cc: Mr. Thomas A. Ritter, Head, Jail and Detention Branch Ms. Shirley Marshall , Chairman, Orange County Board of Commissioners Kenneth Thompson, Orange County Manager i DFS-7023 (Rev. 6/81) LOCAL CONFINEMENT FACILITY SEMIANNUAL INSPECTION 024 NORTH CAROLINA DEPARTMENT OF HUMAN RESOURCES DIVISION OF-FACILITY SERVICES JAIL AND DETENTION BRANCH 701 Barbour Drive Raleigh, North Carolina 27603 • Inspection Date :larch 2a i Time 'L'; .5 Facility Ors:nge. Cu anty Jail County Orr Address ;.:4.1 :.ou:: w.:.. , i:ih.:w? :.��:u :; � .��: Sheriff/Chief of Police Chief Jailer Capacity 5 Date Buil ti s.:: r ,.::: No. of Confinement Levels :t Total Jail Staff :IC; Jailers: Male Female Staff on Duty: Male 1 Female Inmates Confined: Male Female Facility Staff Schedule: 8-hour shifts 12-hour shifts x Other tea : 3.'iift: 7:0D .am - 7;00 1.:444 1 wile, 1 £ e.1.d 2nd shift: %:vv sr� - 7:00 1 am 1 male, 1 �:ca�c:1E: C STRUCTURAL DEFICIENCIES OR INADEQUATE PROGRAM SERVICES IN THIS BLOCK o may jeopardize the safe custody, safety, health, or welfare of persons con- C o fined in the facility and thus result in an immediate order for corrective I 1 action or closure as provided in G.S. 153A-223. The governing body shall I n i cpieider the entire report at the first regular meeting after receipt of pp a the report and n i p shall promptly initiate any action necessary to bring the n c facility into conformity with the standards as provided by G. S. 153A-222. e c e A. SUPERVISION Continuous supervision is provided to the following types of inmates as required by G.S. 153A-224, Section .1500 of the North Carolina Minimum Standards for the Operation of Local Confinement Facilities: 1. Adult Males 2. Adult Females Imust be supervised only by female jailers 3. Juvenile Males (must be supervised only by male Jailers 4. Juvenile Females (must be supervised only by female Jailers B. MEDICAL CARE The unit has a written medical plan properly posted which functions effectively as required by G.S. 153A-225 and Section .1800 of the North Carolina Minimum Standards for the Operation of Local Confinement Facilities. C. SANITATION The sanitation of the unit is maintained in accordance with rules and regulations adopted under G.S. 153A-226 to effectively protect the health of inmates and public. D. FOOD SERVICE The diet is adequate as required by Section .1700 of the North Carolina Minimum Standards for the Operation of Local Confinement Facilities. .DFS-7023 (Rev. 6/81) Page 2 025 e STRUCTURAL DEFICIENCIES OR INADEQUATE PROGRAM SERVICES IN THIS BLOCK C O O may jeopardize the safe custody, safety, health, or welfare of persons con- O I p fined in the facility and thus result in an immediate order for corrective p _ n action or closure as provided in G. S. 153A-223. The governing body shall n T • consider the entire report at the first regular meeting after receipt of a the report and shall promptly initiate any action necessary a Po P P Y Y ary to bring the facility into conformity with the standards as provided by G. S. 153A-222. c e e E. FIRE SAFETY 1. There are at least two complete sets of facility and emergency exit keys as required by Section .1401, Paragraph a , of the Minimum Jail Standards. (There are 2 sets of keys in the facility.) 2. One complete set of facility and-emergency exit keys not- in°use is stored in a safe place but accessible to supervisory personnel for use in an emergency as required by Section .1401, Baragraph b, of the Minimum Jail Standards. 3. Approved, permanently identified mattresses in good condition are pro- vided as required by Section .1412 of the Minimum Jail Standards. 4. Sufficient fire extinguishers are available as required by Section .1413- .1415 of the Minimum Jail Standards. 5. Fire extinguishers bear a current inspection tag and are maintained in a fully charged and operable condition as required by Sections .1416 and .1417 of the Minimum Jail Standards. 6. Means of egress in sufficient number comply with N.C. Building Code and G.S. 69-12 for each level. 7. Emergency exit doors are approved type, keyed to both sides, are func- tional, and comply with N.C. Building Code. 8. The confinement facility is of fire-resistive construction materials and unattached to any structure of less than fire-resistive construction unless separated by an approved fire wall as specified by the N.C. Building Code. 9. There is a plan for the emergency evacuation of inmates as required by Section .1506, Paragraph a, of the Minimum Jail Standards. 10. The facility has a master fire plan posted as required by Section .1506, Paragraph a, of the Minimum Jail Standards. se 11. Jailers have been trained in the use of fire fighting equipment as re- quired by Section .1506, Paragraph b, of the Minimum Jail Standards. 12. Fire drills are conducted at 'least quarterly and recorded as required by Section .1506, Paragraph b, of the Minimum Jail Standards. 13. Sufficient number of smoke detectors with automatic audible alarm and test capability, in operating condition, to monitor all inmate occupied areas, as required by Section .1419 of the Minimum Jail Standards. 6FS-7023 (Rev. 6/81) Page 3 o�` 0 0 o ". 0 4-) C C.) fi i O. fi " wg 1. Construction Materials as Required by Minimum Standards A. Paint x B. Bunks C. Floors - :c D. Walls E. Ceilings ., ..._... .. ....... . .. . x F. Windows x G. Security Screens . H. Doors and Integral Locks I. Dayroom Equipment ' J. Steel Grating x K. Wirin$ and Electrical Fixtures L. Safety Vestibules M. Multiple Door Locking Mechanisms with Mechanical Override x N. Floor Drains Accessible to Inmates are Provided with Secure Fasteners X 2. Grouping of Prisoners A. Segregation of Females (G.S. 153A-228, G.S. 14-261, Minimum Standards) x B. Segregation of Juveniles (G.S. 153A-221.1, Minimum Standards) T 3. Safety and Security Features A. Local Fire Department Has Been Requested to Inspect Facility In Its Fire Prevention Inspection Program x B. Mirrors Comply With Standards C. Safety-Type Razors for Shaving are Provided ;. x D. Visiting Areas are in Compliance with Standard Requirements E. Conference Area is Provided for Attorneys and Clergymen ;; F. Medical Clinic Area is Provided G. Booking Area Provides Proper Security _.; `"H. All Locks are Kept in Good Working Order I. Heat, Lights, Windows, or Controls are Not Accessible to Prisoners x. J. Security Section Doors are Kept Locked K. Facility is Hazard Free 4. Space Utilization A. Approved Holding Area is Provided and Properly Equipped B. Plan is Provided to Handle Excess Population Should Overcrowded Conditions Exist in the Facility X C. Overcrowding Does Not Occur x x A DFF=123 CRgv. 6/81) Page 4 027 0 /1 , / i Q. 0 lye 3, O Al • 5. Structural Arrangements and Accommodations A. Single Cells Conform in Size to Minimum Standards .. B. Multiple Cells Conformatn Size to Minimum Standards C. Cell Areas Utilizing a Common Dayroom Do Not Exceed Multiples of twenty-four (24) Persons D. If Facility Has .Dormitory.-Type Confinement, Size. Conforms to Standards No More Than Sixteen (16) Persons are Held in Any Dormitory E. Facility Has Sufficient.: 1. Number of Commodes 2. Number of Lavatories 3. Sanitary Drinking Water 4. Number of Showers 5. Tempered Water 6. Dayroom Space F. Sufficient Storage Space is Provided • 6. Heat, Light and Ventilation A. Heat (Type: Gas ) is Adequate x B. Ventilation (Type:. A/c ) is Adequate C. Lighting (Artificial vLa Natural y:s ) is Adequate 7. Personal Hygiene and Comfort A. Clean and Ade uate Beddin is Provided X B. Necessary Towels an Soap for Bathing are Provided C. Juveniles are Provided Toothpaste, Toothbrush, Soap, Towels, Bedding and Combs D. Adequate Laundry Services are Provided 8. Medical Care A. Supervisors Understand Responsibility and Requirements in Submitting Death Reports B. The Mentally Ill are Properly Observed and Expeditiously Transferred to a Medical Facility ;t C. Inmates with Infectious or Contagious Diseases are Segregated 9. Food and Sanitation A. If Food is not Prepared at the Facility, Food Catering is Handled by Written Agreement as Prescribed B. Prisoners are provided Three (3) Adequate Meals Per Day C. biet and Meal Schedule are in Compliance with Minimum Standards x D. Kitchen Appears Clean and Sanitary ;� -41 6 {. • DPSi-7023 • (Bev, 6/81) Page 5 !1 8 a .1:1 � b a 0 W $U a Pr y c ti s; 0 44 a 4J 9. Continued 1.4 E. Kitchen Equipment is Adequate F. Clean-up Stations and Equipment are Provided G. _Jail Appears to be Clean and Sanitary }` H. Sanitation Inspection Recommended: Yes No I. ,Reports are Submitted. as Prescribed ,(G.S. 108-81) . - . ,; 10. Are there any plans for new construction or major renovation: If yes, describe: 11. Name(s) of Person(s) Contacted: Sheriff Linda Pendergrass, i;rt. Joe H. Dickey, jailer Robert Coneys, Female oiler` Lorrine Lopez, Female Jailer Mary Lou Dicks • 12. Comments: NO ENTRY INDICATES ITEM NOT APPLICABLE Sheriff Pendergrass stated that he is aware of his responsibilities under the Federal Civil Rights Act regarding segregation by race. Item 1,D: Some walls throughout the confinement area needed patch.: ng. item 3,C: Steps were recommended to Sheriff Pendergrass regarding the prevention of spread of aids by the use of inmates razors. Each inmates razor should b4 discarded after use. item 4,C: Periodic problems With overcrowds dneas may occur. At no lima should tferL: be housed (:;)..epc). more -inmates than there area- spproved hunks to aoCol mo:xate them. Item 5,E(2) : All lavatory valves should be checked for sticking, etc. - I Jail Consultant Distribution: Ms. Shirley Marshall, Chairman, Orange County Board of Comi:assioners :'e.,-. Kenneth Thompson, Orange County Manager ORANGE COUNTY 029 BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date April 21, 1987 Action genda Item SUBJECT: PROPOSED HOUSE NUMBERING ORDINANCE DEPARTMENT: PLANNING PUBLIC HEARING Yes X No ATTACHMENT(S) : INFORMATION CONTACT: Marvin Collins Proposed House Numbering Ordinance Citizens Petition/Letter TELEPHONE NUMBERS: Hillsborough - 732-8181 Durham - 688-7331 Mebane - 227-2031 Chapel Hill - 968-4501 PURPOSE: To approve a proposed ordinance for assigning and regulating house and building numbers in Orange County. This item was deferred from the Commissioners April 6, 1987 meeting. BACKGROUND: In 1981, Orange County established a system for naming roads and streets in the County. However, identification of the location of homes and businesses continued to be according to rural box numbers assigned by the postal service for purposes of mail delivery. This has been an inadequate method where growth is occurring rapidly since the numbers assigned must be changed frequently at great inconvenience to the public. Furthermore, it is inadequate to give emergency service agencies indication of precise location. On March 24, 1987, a public hearing was held on a proposed ordinance which would establish procedures for assigning and regulating house and building numbers in Orange County. RECOMMENDATION: Approval of the proposed ordinance. 030 . AN ORDINANCE USE ASSIGN AND NUMBER U LATE IN ORANGE COUNTY WHEREAS, a consistent and coherent house and building numbering system for ORANGE COUNTY is necessary for public safety purposes, to minimize confusion for citizens and visitors to the County, to facilitate orderly and comprehen- sive mail delivery, and to establish a constant and permanent address for ORANGE COUNTY citizens; NOW, THEREFORE, the Orange County Board of Commissioners do ordain: Section 1. As used in this ordinance, the term "administra- tor" refers to the person designated by the County Manager to perform the responsibilities pursuant to the accomplishment of the terms of this ordinance. Section 2. The owner of every house and every principal building shall display or cause to be displayed on the front thereof, or on the appropriate rural box in a position easily observed from the street, the number assigned by the administrator to that specific house or building. House numbers used on rural boxes must be inscribed in contrasting color in neat numerals and letters not less than 1 inch high, on the side of the box, or on the door, if boxes are grouped. The owner shall comply with this section within thirty (30) days after receiving a written notice from the administrator requesting such action, and specifying the house or building number assigned. Section 3. No person may display or cause to be displayed on any house, building or box any number otiler than the number assigned by the administrator. Section 4. No person may remove, obliterate or destroy any number displayed in accordance with Section 2 of this ordinance. • Section 5. The administrator shall 4ssign house and building numbers in accordance with a system that adheres as closely as possible to the principles sat forth in this section. However, ' matters of interpretation regarding the following guidelines shall be formulated through the sound discretion of the administrator. 031 a. The County shall be divided by two axes, the north-south axis shall be Highway 86 (New Highway 86 from the Caswell County line to 1-85, Old Highway 86 from 1-85 to Calvander) . The east-west axis shall be St. • Mary's Road (from the Durham County line to Highway 70) and a continuance of Highway 70 from that intersection westward to the Alamance County line. b. Numbers shall run in an ascending order from east to west on streets to the west of the north-south axis. Numbers, likewise, shall run in an ascending order from west to east on streets to the east of the north-south base line. Numbers shall run in an ascend- ing order from south to north on streets to the north of the east-west axis. Numbers, likewise, shall run in an ascending order from north to south on streets to the south of the east-west axis. c. All dead-end streets shall begin numbers at the open end, no matter which compass direction they follow. d. Streets with both ends opening from the same direction shall begin numbering on the end closest to the axis. e. Streets which do not run north-south or east-west shall begin numbering at the end closest to the axis. f. Streets which connect to both axes shall begin numbering on the end stemming from the north-south axis. g. Each block shall begin a nG:w series, for example, 101, 201, 301. h. Numbers shall remain unassigned in order to accommodate future development, and block numbers shall be assigned to undeveloped areas. Section 6. Violation • of this ordinance shall constitute a misdemeanor punishable as provided in G.S. 14-4. Whenever the governing body of the County has reasonable cause to believe that any person is violating or threatening to violate this ordi- nance, it may, either before or after the insti- tution of any other action or proceedingauthoriz- ,ewm zed by this ordinance, institute a civil action 032 in the name of the County for injunctive relief to restrain the violation or threatened violation or to require an act or acts necessary to comply with the ordinance. Section 7. If any provision of this ordinance is for any held to be invalid or unconstitutional by any court of competent jurisdictions, such provision shall be deemed a separate, independent ' provision and such holding shall not affect the validity of any other provision hereof, and to that end, the provisions of this ordinance are hereby declared to be severable. Section 8. This ordinance shall be effective on 1987. Adopted this - day of 1987. • • . • G'z4rr4e. — _ Fa X 2/ / /pi€/�, '/ �3 --,—At . 7o A iAmeg _• v.� .��/�•Co/Ei.9 r J'/crT,'/Bv77 ' O 033 r PETITION TO THE ORANGE COUNTY BOARD OF COMMISSIONERS : BY THE CITIZENS OF ORANGE COUNTY. WE THE BELOW SIGNED, BEING RESIDENTS OF ORANGE COUNTY DO HEREIN URGENTLY REQUEST OUR ELECTED COMMISSIONERS TO CAUSE THE COUNTY MANAGER/ AND , OR THE PLANNING BOARD TO CEASE TO PURSUE THE PROPOSED HOUSE NUMBERING ORDINANCE . WE STRONGLY OPPOSE ANY HOUSE NUMBERING WITHIN THE COUNTY. NAME ADDRESS d)./\‘1,\',1 Tj 1,-, ;` , , �,�.,i1 \ S5 c 1 ()'.`� Pt ( , p/e 1 100 (/ . tifidMi0L77-47/Zei/ P, iL ,465# Z/17wf l/C_Q--e _ iM . 14 -t, ( -- _I 1/y-p Au/ . ,� /9p1 l/ oey 7 G # // s-rkUit 6...1....1L1NS 12t' / f3vX 3.34 cHAPA.L. SILL (p-----y,:221, z , plcit/24l 1- I 1,0J-- / 0x 5,(5--,e3 01-1;:vv/ ith 1/. ci,A.efy‘. ",...L. 4,701c-.:( 1 -.L, (C) O X 0-6Q C-Ac.1? -(- 145( II i ! p ('\ ,J k ni,, 1 l I i-) e _ �-/(t J r L6 L-74� i `�nf :. G G I�C'/ �l �e� � , rig., .� i 4? C L. prl?cl, 7-K, 1��� ■ �. ,r).,..1,. e Ir ,' /� ) . roc — / f5o 3/ - ' . (4J'k 14-)ej-;),...---'--' ,_,;)'/Ci---e...) —;-- 1-4:--1---... ? r 7, Is-c*-: /.-. L.- te_- -/ i) /- Lei-,77-d/41!4(t..A.-_ e../c-777.(:),----- - i \e--,f)j ..._ tf-q i f) ' C(6------ e 0-OA\C .i.;/?f(e...c.' -, ll--,,:'/-:t.;.--— i Of/7-Ay ..6-,i .c- ii. , , _ -/->2,-,.;) ...---vA, 0_, 6 , 36 . . 3 'S' -/-. , :1-7 7 v!--C--- - 6-‘_ I .It/, C, /• /—;14,4. 1 e-- I/i,,t/ ' LiiL I 4./'J .d; '1 -'-`fie:c /. (x/ I? - gti'- 0 ,- , ,--�t Z C e � ice 0 'A c.= 034 PETITION TO THE ORANGE COUNTY BOARD OF COMMISSIONERS : BY THE CITIZENS OF ORANGE COUNTY. WE THE BELOW SIGNED , BEING RESIDENTS OF ORANGE COUNTY DO HEREIN URGENTLY REQUEST OUR ELECTED COMMISSIONERS TO CAUSE THE COUNTY MANAGER/ AND , OR THE PLANNING BOARD TO CEASE TO PURSUE THE PROPOSED HOUSE NUMBERING ORDINANCE . WE STRONGLY OPPOSE ANY HOUSE NUMBERING WITHIN THE COUNTY. NAME ADDRESS �� c. L. i_ Pre,4er Z0,34-11F1 L C Ax etf? r Y 'i i_,l'•-i.,..� .- .t.-' � ' �:5 :---, I ( /3 6,v �`�// d ,, /1/..,C ,. Ur zl,s �A., : 0-1., L r te- I �Z �1 �Ai (e._._, c.(1 (7 `0 `.— `,,,.)/L ! ? /)r L /97ehiA r/. j/d. - 19 pi- s /-s i.�j- 7 3c1 C ��/IF} ` , i l ( i yi (-1 I 7> p, ),,,,, ,,,,„,,,_,,,, _ 7)) c ')L_.•C. I . " i 4 i : . . . 035. PETITION TO THE ORANGE COUNTY BOARD OF COMMISSIONERS: BY THE CITIZENS OF ORANGE COUNTY. WE THE BELOW SIGNED, BEING RESIDENTS OF ORANGE COUNTY DO HEREIN URGENTLY ' REQUEST OUR ELECTED COMMISSIONERS TO CAUSE THE COUNTY MANAGER/ AND, OR THE PLANNING BOARD TO CEASE T0. PURSUE THE PROPOSED HOUSE NUMBERING ORDINANCE . WE STRONGLY OPPOSE ANY HOUSE NUMBERING WITHIN THE COUNTY. NAME ADDRESS ./i -L ,4o4, - (0 . 43 , , 6/4 lei'S ger 012 9 6. 1/ 074z.......)-1-d -rf• b, 46-. , It Al-- c- .fix �10E-1 0, ,y. IL/9- 4. 100.4i v`A l r I -S ox A30 E" ( C-0- Id f -.... a.e.i, J cr��c�c*�, LD•4J^.. 4 J .‘o 4'30 �`-.. - / -41.1 I 6E641/17 PlI-O"---Ai--T.,77 ell/ / -: .. k4/; L_ I . LP a _. -!. i I G.,u� , /c ,L3 66l N u_ ra RI- 5 Box .23o C • N. Va eR Ry ^-1 “ rn 6 , 143 , . 7 Rf 5 Bey J36 C.// I h . I ' I � t . 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I 4C' C-Lk -,_,k 71-t-i■t%----)._ i oy(--pv,. s_41-..._ _ _ .,. .. • ... . . . •. . .. 038 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date April 21, 1987 Action a da Item SUBJECT: ASSIGNMENT OF HOUSE AND BUILDING NUMBERS DEPARTMENT: PLANNING PUBLIC HEARING Yes X No ATTACHMENT(S) : INFORMATION CONTACT: Marvin Collins Location Map Staff Response to Citizen Concerns Citizens Petition/Letter TELEPHONE NUMBERS: Hillsborough - 732-8181 Durham - 688-7331 Mebane - 227-2031 Chapel Hill - 968-4501 PURPOSE: To approve proposed house and building numbers to be assigned in two rural routes in the County. . This item was deferred from the Commissioners April 6, 1987 meeting. BACKGROUND: Per an agreement reached in January 1987 between the County Manager and the Chapel Hill Postmaster, a joint project was undertaken between the County and Postal Service to begin the conversion of rural box numbers to a system of permanently assigned house numbers. Once the actual assignments are made, no further changes in numbering should be necessary. Two rural routes have thus far been been assigned numbers according to a proposed system developed by the County. They include Route 8 (area north of Chapel Hill consisting of Stoneridge and Sedgefield subdivisions, and homes bordering Old N.C. 86, Mill House Road and Whitfield Road) and Route 5 (area west of Carrboro off Jones ferry Road) . As required by G. S. 153A-240, a public hearing was held on March 24, 1987 on the proposed house and building numbers to be assigned. At the hearing, several citizens voiced concerns regarding the proposed house numbers. These concerns are being addressed by the Planning Department, and actions taken to date are summarized in the attached memorandum. RECOMMENDATION: Approval of the proposed house and building numbers for rural routes 5 and 8, followed by notification of the Chapel Hill 039 Postmaster, the N.C. 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"�` lutttttu N'S and E-W!! 'ice . A xes • L\ _ • dr4. Affected Rural • ∎ Routes 1 I 4 M y I, •,41 • ., ; 4f Co uN t7 w . .t tl O R A N G E C O U N T Y INTEROFFICE MEMORANDUM 041 TO: Ken Thompson, County Manager FROM: Marvin Collins, Planning Director SUBJECT: Assignment of House Numbers Rural Routes 5 and 8 DATE: April 1 , 1987 COPIES: Don Powell , Planner I At the March 24, 1987 public hearing regarding assignment of house numbers, seven people expressed concern about the proposals. Residences. Since the hearing, Don Powell has spoken on the phone or in person with several citizens. Letters have been sent to all indicating what action can or will be taken in regard to their concerns. Listed below is a summary of these actions. Note particularly that requests for public road name changes require a separate public hearing in accordance with G.S. 153A-240 . 1 . Mt, Roger Barr Complaint: Multiple changes have already been made in rural routes; Oak Hill Road ( place of residence) has a confusing loop configuration which makes traffic flow and mail delivery awkward ; has accepted past changes without due process; hopes this change will be final . Action : Letter sent to Mr. Barr apologizing for premature notification of address change; informed that Oak Hill Road was a public road and that name change would require public hearing (G.S . 153A-240 ) ; concerns regarding awkward placement of stop signs referred to NCDOT representative. 2. Mc, k Mosher Complaint: Agreed with house numbering system; disturbed by premature notice of address change; Oak Hill Road resident concerned with dangerous intersection at Oak Hill Road and Sunrise Road . Action : Provided same response as for Mr. Barr since their concerns were very similar. 3. Mr. Jack pendziwater Complaint: Concerned about premature notification; Sunrise Road resident with concerns about 911 communication system; service overlap by telephone, electric and postal agencies creates confusion and hardship. Action : Provided similar response as for Mr. Barr; referred questions regarding 911 communications problems to Mr. Bobby Baker, the Emergency Services Director . 4. Mc DAL DAiD1 DIDAL121 042 Complaint: Premature notice was frustrating; will suffer loss of business if change is effected; wants to keep rural route system. Action : Apologized for premature notification; stressed importance of house numbering; related Postmaster 's comments regarding one year or more grace period within which address could be effected, allowing stationery and business forms to be converted ; indicated that permanent address would benefit customers more in the future because of permanency of address. 5 . 1 'am2. 11111tt Complaint: Expressed concern about more than one NC Highway 86; as a resident of Old NC 86, he feels the road name should be changed to Old Hillsborough Road . Action : Apologized for premature notification; indicated that Old NC 86 was a public road and any name change would require a separate public hearing (G.S. 153A- 240 ) . 6. Ms. Shelby Hewett Complaint: Does not believe this will be final change; address assigned is Twin Elms, not Ferguson Road where mailbox is located; likes privacy and feels house numbering will give too much publicity; wants to keep rural box numbers - retain rural aspect of Iife style. Action : Apologized for premature notification; stressed permanency of house numbering system; conducted field check of Ferguson Road-Twin Oaks Road issue; indicated that since entrance was from Twin Oaks Road, house number assigned on that basis; stressed that other residents had same problem and all were treated uniformly; stressed that house numbers would not compromise rural life style. 7 . I . Lglc i nda Newn.am Complaint: Ms. Newnam' s complaint was received in person at the Planning Department prior to the hearing; a letter of protest signed by Ms. Newnam and other residents served by Manor Drive was placed in the record at the public hearing; the complaint focused on the road name, Manor Drive; other concerns about the subdivision, Manor Hill , were also mentioned to the Planning Staff, including the proper road classification, participation/enforcement of the road maintenance 043 agreement, and the alignment of rights-of-way. Action: A field survey has been conducted at Manor Hill Subdivision; problems have been found with right- of-way alignments; staff is to contact the ---" developer to resolve the alignment problem and propose renaming of the private street in accord with adjoining property owners desires; a public hearing is not required on the road name change since the street is privately maintained; if a name change occurs, address changes can be handled administratively with the Postal Service. RECOMMENDATION I recommend that the Board of Commissioners approve the proposed house numbers for rural routes 5 and 8. Further delays in the assignment of numbers will complicate the issue, since new rural route designations have been established as of March 28. Concerns regarding road name changes can be handled through a separate public hearing or staff action, depending upon the circumstances. Concerns regarding 911 communications and traffic hazards can be addressed by other agencies, and the Postal Service has indicated a willingness to work with the residents in providing time for stationery, checks and business forms to expire. Marvin Collins Planning Director G Z L 5-#1 e- - - fo X 2/ .19,,e,Z. // A 4 . . . 70 A-MtvAG'A 4' „ol tz.” re .4c-77E'rBO776 ) 1 044 PETITION TO THE ORANGE COUNTY BOARD OF COMMISSIONERS : BY THE CITIZENS OF ORANGE COUNTY. WE THE BELOW SIGNED , BEING RESIDENTS OF ORANGE COUNTY DO HEREIN URGENTLY REQUEST OUR ELECTED COMMISSIONERS TO CAUSE THE COUNTY MANAGER/ AND , OR THE PLANNING BOARD TO CEASE TO PURSUE THE PROPOSED HOUSE NUMBERING ORDINANCE . WE STRONGLY OPPOSE ANY HOUSE NUMBERING WITHIN THE COUNTY. NAME ADDRESS k\tV■ . e 1 tw, 1, 4 . 2 Li, ii4F , l . "- /9- G.��_ I ,' 0 g C t/ �/ S-r UA., Kc.L.K INS 12,t"4-/ Rvy 33y CNAPA.. Nau. (-01,ken'\ '(- ci I d, .1 .+1 (C) g O X (e:)_or cAarck 1.4-rt 11 l- (Le R+ (6 Eox d0;2_ ^ U II /4-.) 0.___ —76-7(--i :i'l(' 6:c 4 _:: / / c4/ L./..i. /- • L; 4 104YJCZ -1K 1" , 7 ( _ a —r ) .0 CL. _>, ) ! A. / ; , 3 / 14) <% t < )4(.1 (,/,,,,_....-___, .,,,,,,T ez l r—c r 7 ! /, y l - / i Ley--.7v4:.-. (AZ f�ciit.A in-71: 12 __ 1/6-,,-.--, r(- I,--L /);� - / r / . 3� 3 f�• _4-n l [/ � .•,. - i «c y7 S 75 � # J ( 1� + - ,-;::.,-.c,,) (2.-- 46-T V NI 4.-,/,---I — u ,1 ,i_ (.., . , "( C.-'7 Z. u �, %yam r A C k. 046 PETITION TO THE ORANGE COUNTY BOARD OF COMMISSIONERS : BY THE CITIZENS OF ORANGE COUNTY. WE THE BELOW SIGNED, BEING RESIDENTS OF ORANGE COUNTY DO HEREIN URGENTLY REQUEST OUR ELECTED COMMISSIONERS TO CAUSE THE COUNTY MANAGER/ AND , OR THE PLANNING BOARD TO CEASE TO PURSUE THE PROPOSED HOUSE NUMBERING ORDINANCE . WE STRONGLY OPPOSE ANY HOUSE NUMBERING WITHIN THE COUNTY. NAME ADDRESS i:e.....9 Pt\I ILL )1 L. 1 - Preget- Z0/31,1-11F1 Stialr 5- /lb 1( 02.11 r H , � �3, a 4- I j7S C'. hiT V - j i..4.'C-F`•--4, � t II,.•r.1 �l �-� 1 ( S"� 71 (c-!- 4 I r C' C L ' `/7 / � 1 (71 //� // /G! `•/iti)�^ Gt. r..l I 9 l 7+ fjl (e_orP-c41 (7`i l0 (_ - Gam..)c" i -7 Z,lll�/ /q, 2-- 7l % 7. '/sr. , 19 P r s r',;'( 3:i c C,/1/ A/. a a-i /It, pi.,_,,, , //,,,,!,,,,,,..„E_,<-_, -1 74,2-4-, , c '1. ,..( I i 046 PETITION TO THE ORANGE COUNTY BOARD OF COMMISSIONERS: BY THE CITIZENS OF ORANGE COUNTY. WE THE BELOW SIGNED, BEING RESIDENTS OF ORANGE COUNTY DO HEREIN URGENTLY REQUEST OUR ELECTED COMMISSIONERS TO CAUSE THE COUNTY MANAGER/ AND, OR THE PLANNING BOARD TO CEASE TO PURSUE THE PROPOSED HOUSE NUMBERING ORDINANCE. WE STRONGLY OPPOSE ANY HOUSE NUMBERING WITHIN THE COUNTY. NAME ADDRESS I —. ' S any e. , / I p 'Ed- 6- tfJ. , I( R�. S -fi)C 230€-/ (• A f�,),a-- //. AA)--I 1 S f cho "3o e- l Gtr- ld de,CJ • (0,4,c,. L A'/ 3 .fox cz30 E-� / c5 c2 ou. ns G , 7 t 5 a X .2_30 C • lq. V31eR Sy ft) u. ", 6 , 3 , • 7 2f S aoy a C.# • ii I � / 1 1 //r /WrEif,jz-5 / . i • 53 o.-4 bAlli,11-SCU.3 .64 ( _ . _ C.L.Lcced z7s/(1- 74r..Z.P tc/ F7 • NIA.42-64-7-4Z01. ) exe er_pe vvt—Ue-rt t-rris21 o di'0. _o '01 e-tetk- Of- li.ew.s,e. o; a.Cr.tri . . S c2--erki sein. V`Z evbety-aec(._. P-C-ti v.; . Co-yr%.. wt. Z-Ss 6-7-"-P--AS I: 1_ tr1-1-C cr.A.c.„ op ) +Cu . evoe.0-(LAS? +73 ei.m.mele_. roe_P_A_A-11 WA:1-8,-;_,-■ 10 CAfere-LrecV ) CIA-CA-v-Lee- ern._ rt.) C uu-v-u2.-y\d+_ _ev-oecra-e_a& VA° YKAyeit &t.)slew, -; 5 • a-I--; • Vak_ 7 :i " ^ r . ' ° K��N ' v 048 m�m� ( G ��' � -----------�----���-` --"�� ''- --- -- - - -' -- ------ A _^��^-k }� �_ _1_ ' 0 3 ' rv2+0 ^ � �� _ -__-- ~-_--~_ ~ ~ �� . ------'-- ----' `= ferkk-&L wz:(441,-07:k_ is__ 3_14. ____ 11-Lj'^j+17 ___. r 4-A-4.4?=-1.--1-_--Lece_ ____±-e_i_d- A-0\--e__ 1 Cert-1-1461 it-i-n_4-Le.-- --- .-+-CLA...-4L,___LvN-47-1.2e..-_________ _iYYN_Cak-A_ al 1-,(A-jf-j lL-1a-e- _u_s____af+,12___ ,, - - - j-t!-- : a.},..u-c.„, ii_e__ __ -F-C jillicc-sql VA..6 ,A-L j ' --80-mt... C-43-vi,...42, A.:2,)-u' . 4.-e,,e,g___ ,_ .-6,-(3-yv,.yy■_,..,4-- a.1"..Azi., __A___c-No.--?...---, _ ,_4_ 0-4.--„__' �� / - _� � i !'!� -�«�� _--�~��-_'�*-�-k2-.---�~�v°� t�,�k _ ceric - GU~i:ke\ _ `-_- _-- '- � ^ _ _ ___- _ ___-- -. —| -| - ' _-. . 1 " _ _-__ --�' - '-_ _'---'-- -_ CPci. �� _-� _' _- __ _�___' ______ __________ ____ _ _ __ ___ _ I cc.4 1A--i\ � .4e-h._ .___. ._ _ - - - --- - . . , _ -'__ __' _-_ _ -- ' _ .... - ~ ORANGE COUNTY BOARD OF COMMISSIONERS 049 ACTION AGENDA ITEM ABSTRACT Meeting Date April 21 , 1987 Act ion g da SUBJECT: Addition of Hepowil Trace and Gentry Lane in Item St . Marys Woods Subdivision to the State-Maintained Road System DEPARTMENT: PLANNING PUBLIC HEARING Yes N No Attachment (s) Information Contact: Eddie Kirk (a) Letter from J. M. Mills to Manager dated 4/9/87 (b) Secondary Road Addition Telephone Numbers Investigation Report & Map Hillsborough - 732-8181 Durham - 688-7331 Mebane - 227-2031 Chapel Hill - 968-4501 PURPOSE: Petition from NCDOT for approval of the addition of Hepowil Trace and Gentry Lane in St. Mary's Woods Subdivision to the State-maintained • - Secondary Road System. NEED: Addition of paved roads to State-maintained Secondary RoadSystem. • IMPACT: The Board's >decisionLwill be forwarded to the N.C. Board of Transportation fox their deliberation on acceptance of the road to the Stage-maintained SecondaryRoad -S.ystem. } RECOMMENDATION: Approval. 050 ,g- f_ STATE OF NORTH CAROLINA DEPARTMENT OF TRANSPORTATION Graham, NC 27253-0766 JAMES G. MARTIN April 9, 1987 DIVISION OF HIGHWAYS GOVERNOR JAMES E. HARRINGTON GEORGE E.WELLS,P.E. SECRETARY STATE HIGHWAY ADMINISTRATOR Orange County Mr. Kenneth. R. Thompson, County Manager Orange County 106 East Margaret Lane Hillsborough, NC 27278 Subject: Petition for Addition - Hepowil Trace and Gentry Lane in St-. Mary's Woods Subdivision Dear Mr. Thompson: - Attached is Form SR-4, Secondary Road Addition In- vestigation Report, for Hepowil Trace and Gentry Lane in St. Mary's Woods Subdivision. This is being forwarded to you for review by your Board of Commissioners. Yours very truly, . M. Mills DISTRICT ENGINEER /j bh Att-a. cc: Mr. J. W. Watkins • An Equal Opportunity/Affirmative Action Employer NORTH CAROLINA STATE DEPARTMENT OF TRANSPORTATION DIVISION OF HIGHWAYS • SECONDARY ROAD ADDITION INVESTIGATION REPORT 051 County Orange Co. File No. Date Township Eno Div. File No. Local Name Aepowil Trace and Gentry Lane Subdivision Name SC. Mary's Woods Hepowil Trace 0.23 Length gentry Lane 0.27 Width 40' D. to A. Type D.4 Condition Good tiIs this a subdivision street subject to the construction requirements for such streets? _ Yes Recorded 03-31-80 Book 31 Page 179 Is this a subdivision street subject to pa ici t' n avi ? NIA Number of homes having entrances into road gepo` e Other uses having entrances into road cui—d=er/ca G nt ia with one house Does right-of-way obtained meet present Division of Highways requirement? Yes If not, why? Is petition (SR-1 ) attached? Yes Is the County Commissioners ' Approval (SR-2) attached? If not, why? Does the road meet present minimum Division of Highways construction requirements? Yes If not, state what is needed to place the road in an acceptable maintenance condition under Remarks and Recommendations. Is a map attached indicating information for reference in locating road by the Planning Department? Yes Cost to place in acceptable maintenance condition: Total Cost 0.00 Grade, drain, stabilize $ , Drainage $ Other $ Remarks and Recommendation leem minimum requirements, recommend addition. Reviewed and approved Board of Transportation Member Reviewed and approved J. W. Watkins - 6;;19W. Mills DIVISION ENGINEER DISTRICT ENGINEER (Do not write in this space - For use of Secondary Roads Dept. ) Petition No. (Do not write in this space - For use of Planning Dept.) Form SR-4 (7-77) • • •� ; �•� � �!r'i ... •I n } ' � � .;r ;, 1. 5 ... ;�1° w:4,�c.- �•�.)h ;rl_ Y':.' .° f' f ' �.I r.s 7T1 yE � 1'r '- .y�t o b. , .,�'f-‘.�: � x L.i•. l�;?pr uy g �` {o( S 4: ?1q,y+,..,:ip.....1: •,�+i-.q.,4 iY:tN'YKk'tyr O ti,�A ` c„ 1...,...--11=1=L••■••.,-,To_„„),,e.4.4..! ,1111 . i y. Xstir _ 1 , -;'4 o� t - r : g • . ; - �Q O "s { '-s - �L : � i ! ' 72 1 :193 :-9 . C .:. . # k It u' r' e\ ' 1 n if.t ' •'ouf g�1 I 31; 1' r- { �l . , ', -y•1 ;-i„• F ,--.1-- .F'!r, a 0'10-3.. a '. 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A� , ' e iris. r�: e A f'... a.� ,,,,,r. 4 :-# :: a xu "`' '• ;i .yy, '' ��y� _'>'•sn+c,�*-+ -Sf Irii y;,,•y.' r-,--c 15• ,44%4,..'... 7 r °; A. r•:y'. - 'Y :. 'N�t. f” �S :i :':,:•:,.; ��R.,,. 'j:;01"., .�',oil;:j',-i �47!"".i 1111 r: +Ji1 ' .>..•,.. f `:.yt �a• 'qj!�.. t':'�gp :,.,:.. '+,,i+r•- '•,h+, . . i +i'�tlgri� .. . '7 .!s..:_..r' ..�.1,1, P•% :•.-J.^ 1/4i/•.•.•t,.kx.f1/hr. d.: •`. �_Yslp Sri°: d•.,.. +h. .;!..�',RI•�n .tf'•',!• 'i!: F "� 1' 053 ORANGE COUNTY BOARD OF COMMISSIONERS Action A ,i „a Item No.. ACTION AGENDA ITEM ABSTRACT Meeting Date: April 21,1987 SUBJECT: Funding of. additional Classroom Units for Chapel Hill.-Carrboro City Schools DEPARTMENT: PUBLIC HEARING: Yes x No Manager Manager's Office ext. 501 ATTACHMENT(S) : 1. Resolution INFORMATION CONTACT: 2. Letter from Superintendent TELEPHONE NUMBER: Hillsborough - 732-8181 Chapel Hill - 968 -4501 Mebane - 227-2031 Durham - 688-7331 PURPOSE: To consider adopting the attached Resolution assuring the school system that funds in an amount of $100,000 to construct two additional classroom units will be appropriated in the 1987-88 County budget. BACKGROUND: The Chapel Hill-Carrboro City Schools have expressed a need for two additional classroom units for the beginning of school next fall. The total cost of the units is estimated by the school system to be $100,000. Assurance from the County of an appropriation in the 1987-88 budget for these classroom units is needed at this time in order that construction can begin in time for occupancy by August, 1987. RECOMMENDATION(S) : Approve the resolution and authorize the Chair to sign. 054 RESOLUTION WHEREAS, the Chapel Hill-Carrboro City Schools are in need of two additional classroom units, and WHEREAS, construction of the classroom units needs to begin this Spring to allow the necessary lead time to complete the units for the beginning of school next fall, and WHEREAS, the Chapel Hill-Carrboro City Schools have requested that the Orange County Board of Commissioners appropriate $100,000 for the construction of the two classroom units in the 1987-88 County budget, and WHEREAS, The Chapel Hill-Carrboro City Schools need the assurance from the Orange County Board of Commissioners that the funds will be appropriated before proceeding with the construction. NOW, THEREFORE, BE IT RESOLVED that the Board of Commissioners assures the Chapel Hill-Carrboro City Schools that $100,000 will:be appropriated for the .construction of two additional classroom units in the 1987-88 County budget. Adopted this '2lst day of April, 1987. Shirley E. Marshall, Chair Orange County Board of Commissioners ATTEST: Beverly Blythe Clerk to the Orange County Board of Commissioners • 1987. CHAPEL HILL-CARRBORO CITY SCHOOLS 055 LINCOLN CENTER,MERRITT MILL ROAD CHAPEL HILL,NORTH CAROLINA 27514 Telephone: (919) 967-8211 GERRY HOUSE,Superintendent MICHAEL RADZ,Assistant Superintendent for Instructional Services SHEILA BREITWEISER,Assistant Superintendent March 25, 1987 for Support Services Mr. Ken Thompson Orange County Manager 106 East Margaret Lane Hillsborough, NC 27278 Dear Ken: Again, we in the Chapel ,Hill-Carrboro City School System will be faced with an increasing student population and insufficient space to accommodate the growth. Until some permanent construction can take place, we have no choice but to utilize alternate classroom space. The Board of Education is requesting again this year that the County Commissioners guarantee the Chapel Hill- Carrboro City School System at least $100,000 in the capital outlay budget for 1987-88 in order that we may proceed with the construction of two additional classroom units at Seawell School for use next year. The request is being made now in order to allow the necessary lead time for construction of the units to be completed for the beginning of school next fall . From our experience last year, we know this amount of time is needed in order to assure that the units will be ready for teachers when they report to work on August 18, 1987. It is the hope of the Board of Education that the County Commissioners will consider this request for $100,000 for building construction in excess of any allocation for current capital expenses. The school system' s ongoing main- tenance needs will continue to be seriously unaddressed as long as we are required to allot an amount as great as $100,000 from our capital outlay alloca- tion for construction costs to accommodate growth. The predictions indicate that this student population growth trend will continue. I appreciate your attention to this matter and eagerly await a response. Sinc ely, (Mrs. ) Gerry House Superintendent GH/alg ORANGE COUNTY 056 BOARD OF COMMISSIONERS Action A Item No. ACTION AGENDA ITEM ABSTRACT Meeting Date: April 21, 1987 SUBJECT: 1986-87 Audit Contract DEPARTMENT: Finance PUBLIC HEARING: Yes No ATTACHMENT(S) : INFORMATION CONTACT: Gordon Baker TELEPHONE NUMBER: Hillsborough - 732-8181 Chapel Hill - 968-4501 Mebane - 227-2031 Durham - 688-7331 PURPOSE: To consider awarding a contract to develop the audit for year ending June 30, 1986. • • BACKGROUND: Units of local government are required to have an annual audit of their record by an independent auditor. It is recommended by the Municipal Finance Officers Association that local governments reconsider their relationship with an auditing firm once every three to five years to decide whether to continue or make a change. The evaluation is normally done on the basis of a request-for-proposal which allows comparison of auditing firm qualifications such as (1) nearness of the auditing staff for year round service, (2) ability to perform the review in a quality and timely manner, (3) reputation for producing accurate and comprehensive reports, and (4) professional fee. While a relation can be too long with a particular firm, some degree of duration is encouraged due to the cost effectiveness of this policy. The costs incurred by auditors during their first audits of an organization are normally higher because of the considerable 05ni special initial reviews that must be performed as well as their general unfamiliarity with the organization being audited. Continuation over several years allows the firm to recover this start-up cost which may not be sufficiently reflected in the fee quotation. Orange County is nearing the time when such evaluation could be undertaken. Since 1983 the firm of Touche Ross has performed the audits. The record over the period has been an excellent one. Touche Ross has performed the audit in a professional and timely manner and has been readily accessible throughout the year. Also its fees have been competitive with other firms which perform audits of governments such as Orange County. It did not quote a low fee to get the contract and then escalate the amount in subsequent years. The fee changes have merely reflected normal cost escalation due to inflation. Finally, the quality of the work can be attested by the fact that for three years in a row the audits have received the highest awards possible. Given this record, only one proposal was solicited to do the report for Fiscal Year 1986-87. Touche Ross' proposed contract for the Comprehensive Annual Financial Report and certificate of tax levy is $25,000, an increase of $500 from 1985-86. The fee for the single audit of grant funds is $11,550, also an increase of $500 from 1985- 86. Preliminary audit work can begin during the month of May. RECOMMENDATION(S) : 1. Approve contract for FY 1986-87 and authorize the Chair to sign. 2. Decide whether to solicit multiple proposals for next year. 1 LCC-205 (Rev. 1/1987) CONTRACT TO AUDIT ACCOUNTS 058 of rirang Court y North Carn1 inn Gei�emmetrtal Unit) This agreement, made this 25th day of Pita rrh , 19 g 7 , by and between Tr+u-hp ng s & -Co., Auditor • 0._1 3 4:1 X__1 3 8 6 6,_R,nseere-h 'Triangle park, NC 777419-3866 hereinafter referred to as the Auditor, and Board of County Conml.issioner%f Orange County , hereinafter referred Governing Body Governmental Unit to as the Governmental Unit,as follows: 1. The Auditor shall examine all statements and disclosures required by generally accepted accounting principles and additionally required legal disclosures of all funds and/or divisions of the Governmental Unit for the period beginning July 1 , 1986 ,and ending J np 3A 19—A7_ . The combining,individual fund,and account group financial statements and schedules shall be subjected to the auditing procedures applied in the examination of the combined financial statements and an opinion will be rendered in relation to the combined financial statements taken as a whole. The Audit will have no scope limitations except: 2. The Auditor shall conduct his examination and render his report in accordance with generally accepted auditing standards.The examina- tion shall include such tests of the accounting records and such other auditing procedures as are considered by the Auditor to be necessary in the circumstances, except as follows: (See Item 4 of Instructions) 3. It is agreed that generally accepted auditing standards include a review of the Governmental Unit's system of internal control and account- . ing as same relates to accountability of funds and adherence to budget and law requirements applicable thereto;that the Auditor will make a written report,which may or may not be a part of the written report of audit,to the Governing Body setting forth his findings, together with his recommendations for improvement.The Auditor shall file a copy of said report with the Secretary of the Local Govern- ment Commission. 4. The Auditor shall,after completing his examination,submit to the Governing Body a written report of audit.This report shall include, at least,the financial statements and notes thereto prepared in accordance with generally accepted accounting principles,combining and supplementary information requested by the client or required for full disclosure under the law and the auditor's opinion on the material presented.The Auditor shall furnish 3A copies of the report of audit to the Governing Body as soon as practical after the close of the accounting period.The Auditor shall file a copy of said report of audit with the Secretary of the Local Government Commission. 5. It is agreed that time is of the essence in this contract. All audits are to be performed and the report of audit submitted by September 30 , 19 87 8. Should circumstances disclosed by the audit call for a more detailed investigation by the Auditor than necessary under ordinary circumstances, the Auditor shall inform the Governing Body in writing of the need for such additional investigation and the additional compensation required therefor. Upon approval by the Secretary of the Local Government Commission,this agreement may be varied or changed to include the increased time and compensation as may be agreed upon by the Governing Body and the Auditor. 7. The Auditor shall perform a compliance examination for all Federal financial assistance programs in accordance with the Single Audit Act of 1984 (Pub. L. No. 98-502). The Auditor will file three copies of all financial and compliance reports required under the Single Audit Act of 1984 with the Secretary of the Local Government Commission.(This includes the report required in paragraph 3.)(See Items 7 and 9 of Instructions) 8. The Auditor shall conduct a compliance examination on State funds in accordance with applicable laws,rules,regulations and generally accepted auditing standards.The Auditor's Internal Control report and Compliance Opinion in Paragraph 7 above will be expanded to include State funds. (See Item 9 of Instructions) 9. In consideration of the satisfactory performance of the provisions of this agreement,the Governmental Unit shall pay to the Auditor,upon approval by the Secretary of the Local Government Commission, a fee of: CAFQ$ and certification of tax levy $25,000 10. There are no other agreements between the parties hereto and no other agreements VJfa¢five�ieare�to that-sties �lfo kn less entered $11,500 into in accordance with the procedure set out herein and approved by the Secretary of the Local Government Commission. 11. There are no special provisions,except: 12. All of the above paragraphs are understood and shall apply to this agreement,except the following numbered paragraphs shall be deleted: (See Item 9 of Instructions) Touche Ross & Co. Orange County, North Carolina Auditor A Governing Body By (1ff'4d04j A/ By Approved by the Secretary of the Local Government Commis- This instrument has been preaudited in the manner required by sion as provided in Article 3,Chapter 159 of the General Statute; the Local Government Budget and Fiscal Control Act or by the or Article 31, Part 3, Chapter 115C of the General Statutes. School B get and Fiscal Control • For the Secretary /► , Finance Oil Mr Date Date_ a�t/�/ ,i9 t7 / File In Triplicate(Sec Instructions on reverse side) ORANGE COUNTY 059 BOARD OF COMMISSIONERS ACTION AG ACTION AGENDA ITEM ABSTRACT ITEM NO. � MEETING DATE APRIL 21, 1987 SUBJECT: CONTRACT APPROVAL; ARCHITECTURAL SERVICES FOR HOMESTEAD *********************************************************************** DEPARTMENT: PURCHASING & CENTRAL SERVICES PUBLIC HEARING YES X NO ************************************************************************** ATTACHMENT(S) : INFORMATION CONTACT: PAM JONES CONTRACT EXT 497 SCOPE OF WORK STATEMENTS; FROM ARCHITECTS PHONE NUMBERS: HILLSBOROUGH 732-8181 HILLSBOROUGH 732-9361 CHAPEL HILL 967-9251 MEBANE 227-2031 DURHAM 688-7331 ************************************************************************** PURPOSE: To consider entering into a contract for architectural services at the Homestead Building, Calvander. BACKGROUND: The County acquired the Homestead Building in 1985 with the intent that it should be renovated and used for recreational purposes. Since that time a number of options have been explored to bring the building to an acceptable standard for usage. The findings were that the facility will require more extensive renovation work than originally known. The building does not meet building code for public use in a number of ways (handicap accessibility, for example) . The renovation requirements go beyond the scope of staff expertise in such areas as roof design, plumbing rework, electrical and HVAC needs. It is therefore suggested that architectural services be acquired to ensure the job is completed correctly and without waste of funds. Two scope of work statements were received for this job. Mr. Kolodij 's proposal provides a broad scope of work for less money. Since the scope of work required is sure to exceed the $40,000 appropriation it is necessary to have an architect to prepare specification drawings for phase bidding, ie., the roof (most immediate problem) and heating system as phase one and other improvements awarded after July 1 contingent upon any additional appropriation in the 87-88 budget. RECOMMENDATION: Approve contract with Roman Kolodij for architectural services for the Homestead Community Building renovation; authorize Chair to sign. • /jLc1 )(elf ? CUR ASSOCIATES 060 , -71tecture March 6, 1987 ogineenng ::=nning '7 ter'or Design _.snd,cape Architecture Ms. Pam Jones rbsn Design Director of Purchasing County of Orange 106 E. Margaret Lane Hillsborough, North Carolina 27278 Re: Homestead Building Renovation Dear Ms. Jones: We are very pleased to be able to present this proposal to the Board of Commissioners for the renovation of the recently acquired building on Homestead Road. This proposal deals with reroofing, window replacement, the building exterior, HVAC and electrical work. SERVICES TO BE PROVIDED: • Code Review: The North Carolina Building Code will be reviewed in the context of the proposed renovation to assure that the work proposed is adequate to the intended purpose. • As—Built Review: The building will be measured and drawings prepared which will be required to document the proposed work and to obtain necessary permits. • Reroofing: A new roof design will be prepared with structure, trusses, materials, roofing details and specification notes. CHR Associates,P.A. • Exterior Waft. Tyatmep ;. Bolin Creek Center PD Drawer 2678 A study will be made and recommendations in the form of Chapel Hill,NC 27514 drawings and details for an exterior wall and window 919-942-5196 Telex:5106016133 replacements appropriate to the renovated building. Chr Ltd Uq • Site Tama Access drive, adequate parking to satisfy use requirements and local zoning ordinances, and recommended landscaping will shown. Arthur R.Cogswell,FAIA Werner Hauslei A/A Alan E.Rimer.PE 06i Ms. Pam Jones Homestead Building Renovation March 6, 1987 Page 2 • HVAC Ey . ion:. The heating and cooling system will be surveyed by our engineer and recommendations will be made for upgrading the system. This will entail a review of the existing electrical system to determine adequacy for the renovated building. • Cost Estimated The costs projected for the renovation will be outlined and recommendations made for prioritizing these expenditures. • ScJ edulgi The work outlined above can commence within one week of Notification to Proceed and completed within 30 days of that date. • LAIDenatiQD1 CHR will undertake the work outlined above and produce the required construction documents and cost estimate for the sum of $9,750.00. We very much appreciate the opportunity to do this work for the County. We were extremely pleased with the final result at the Carr Building and hope to have opportunity to produce a similar result for this facility. We look forward to hearing from you. Very sincerely, CHR Associates, . . .46/1arigOiliteirie Arthur R. 111111 ,°- , FAIA President ARC:mm 062 THE AMERICAN INSTITUTE OF ARCHITECTS AIA Document 8757 Abbreviated Form of Agreement Between Owner and Architect For Construction Projects of Limited Scope 1978 EDITION THIS DOCUMENT HAS IMPORTANT LEGAL CONSEQUENCES;CONSULTATION WITH AN ATTORNEY IS ENCOURAGED WITH RESPECT TO ITS COMPLETION OR MODIFICATION AGREEMENT made as of the Eighth day of April in the year of Nineteen Hundred and Eighty Seven BETWEEN the Owner: County of Orange North Carolina 106 East Margaret Lane Hillsborough NC 27278 and the Architect: Roman Kolodij AIA Architect 121 South Estes Orive Suite 103 Chapel Hill NC 27514 For the following Project: (Includes detailed description of Project location and scope) Renovations to Homestead Community Center Homestead Road Orange County, North Carolina The Owner and the Architect agree as set forth below. Copynght 1974. m 1975 by The Amerian Institute Of Architects,1735 New York Avenue. N.W., Washington. D.C. 20p]6. Reproduction of the nrteri■I herein or strbatanttal quotation of its provisions without permission Of the AIA violates the copyright laws of the United States and will be subject to legal proseputon. AIA DOCUMENT 5151 • ANREVIATED OWNER-ARCHITECT ACREEMENT • JUNE 1976 EDITION • AIAe fD 197E•THE AMERICAN INSTITUTE OF ARCHITECTS,1735 NEW YORK AVENUE, N.W., WASHINGTON, D.C. 2001 1151-1970 1 063 Terms and Conditions of Agreement Between Owner and Architect ARTICLE 1 1.4.4 The Architect shall visit the site at intervals appro- ARCHTTECT'S SERVICES priate to the stage of construction or as otherwise agreed AND RESPONSIBILITIES by the Architect in writing to become generally familiar with the progress and quality of the Work and to deter- mine Architect's Basic Services are as described un- mine in general if the Work is proceeding in accordance der the four Phases identified vi s below and in Article with the Contract Documents. However, the Architect 10, and unless otherwise provided in Article 10, shall not be required to make exhaustive or continuous on-site inspections to check the quality or quantity of the include normal structural, mechanical and electri- Work. On the basis of such on-site observations as an cal engineering services. architect, the Architect shall keep the Owner informed of 1.1 DESIGN PHASE the progress and quality of the Work, and shall endeavor to guard the Owner against defects and deficiencies in the 1.1.1 The Architect shall review with the Owner altema- Work of the Contractor. tive approaches to design and construction of the Project. 1.1.2 Based on the mutually accepted program and Proj- 1.4.5 The Architect shall not have control or charge of ect budget requirements, the Architect shall prepare, for and shall not be responsible for construction means, approval by the Owner, Design Documents consisting of methods, techniques, sequences or procedures, or for drawings and other documents appropriate for the Proj- safety precautions r the ct and programs of connection with Sub- ect, for the acts or omissions of the Contractor, Sub- ect,and shall submit to the Owner a Statement of Proba- contractors or any other persons performing any of the ble Construction Cost. Work, or for the failure of any of them to carry out the 13 CONSTRUCTION DOCUMENTS PHASE Work in accordance with the Contract Documents. 1.2.1 Based on the approved Design Documents,the Ar- 1.4.6 The Architect shall at all times have access to the chitect shall prepare, for approval by the Owner, Con- Work wherever it is in preparation and progress. struction Documents consisting of Drawings and Specifi- cations setting forth in detail the requirements for the 1.4.7 The Architect shall determine the amounts owing construction of the Project and shall advise the Owner to the Contractor based on observations at the site and of any adjustments to previous Statements of Probable on evaluations of the Contractor's Applications for Pay- Construction Cost. moot, and shall issue Certificates for Payment in such 1.2.2 The Architect shall assist the Owner in connection amounts. with the Owner's responsibility for filing documents re- 1.4.6 The issuance of a Certificate for Payment shall con- quired for the approval of governmental authorities hay- stitute a representation by the Architect to the Owner, ing jurisdiction over the Project. based on the Architect's observations at the site as pro- vided in Subparagraph 1.4.4 and on the data comprising 1.3 BIDDING OR NEGOTIATION PHASE the Contractor's Application for Payment,that,to the best 1.3.1 Unless provided in Article 10, the Architect, fol- of the Architect's knowledge, information and belief, the lowing the Owner's approval of the Construction Docu- Work has progressed to the point indicated; the quality of ments and of the most recent Statement of Probable Con- the Work is in accordance with the Contract Documents struction Cost,shall assist the Owner in obtaining bids or (subject to an evaluation of the Work for conformance negotiated proposals and in awarding contracts for con- with the Contract Documents upon Substantial Comple- struction. tion,to the results of any subsequent tests required by or 1.4 CONSTRUCTION TION OT THE performed under the Contract Documents, to minor CONSTRUCTION CONTRACT deviations from the Contract Documents correctable prior to completion,and to any specific qualifications stated in 1.4.1 The Construction Phase will commence with the the Certificate for Payment); and that the Contractor is award of the Contract for Construction and will terminate entitled to payment in the amount certified. However,the when final payment to the Contractor is due, or in the issuance of a Certificate for Payment shall not be a repre- absence of a final Certificate for Payment or of such due sentation that the Architect has made any examination to date, sixty days after the Date of Substantial Completion ascertain how and for what purpose the Contractor has of the Work,whichever occurs first. used the moneys paid on account of the Contract Sum. 1.4.2 Unless otherwise provided in this Agreement and 1.4.9 The Architect shall be the interpreter of the re- incorporated ip the Contract Documents, the Architect quirements of the Contract Documents and the judge of shall provide administration of the Contract for Construc- the performance thereunder by both the Owner and tion as set forth below and in the edition of AIA Docu- Contractor, and shall render written decisions on all merit A201, General Conditions of the Contract for Con- claims, disputes and other matters in question between struction, current as of the date of this Agreement. the Owner and the Contractor. In the capacity of inter- 1.4.3 The Architect shall be a representative of the preter and judge, the Architect shall endeavor to secure Owner during the Construction Phase. Instructions to the faithful performance by both the Owner and the Con- Contractor shall be forwarded through the Architect. tractor,shall not show partiality to either,and shall not be AIA DOCUMENT 1151 • AIEREVIATED OWNER-ARCHITECT AGREEMENT • JUNE 1518 EDITION • AIA 157E•THE NAUMAN INSTITUTE Of ARCHITECTS,1775 NEW TWA AVENUE, N.W., WASHINGTON. O.C. 1D7>i 6151-1978 2 6 6 4. liable for the result of any interpretation or decision ports as required by law or the Contract Documents. rendered in good faith in such capacity. 2.4 The Owner shall furnish all legal, accounting and 1.4.10 The Architect shall have authority to reject Work insurance counseling services as may be necessary at any which does not conform to the Contract Documents,and time for the Project, including such auditing services as will have authority to require special inspection or testing the Owner may require to verify the Contractor's Applica- of the Work whenever,in the Architect's reasonable opin- tions for Payment or to ascertain how or for what pur- ion, it is necessary or advisable for the implementation of poses the Contractor uses the moneys paid by the Owner. the intent of the Contract Documents. 25 The services, information, surveys and reports re- 1.4.11 The Architect shall review and approve or take quired by Paragraphs 2.2 through 2.4 inclusive shall be other appropriate action upon the Contractor's submittals furnished at the Owner's expense, and the Architect shall such as Shop Drawings, Product Data and Samples, but be entitled to rely upon the accuracy and completeness only for conformance with the design concept of the thereof. Work and with the information given in the Contract 24 If the Owner observes or otherwise becomes aware Documents. Such action shall be taken with reasonable of any fault or defect in the Project or nonconformance promptness so as to cause no delay. The Architect's ap- with the Contract Documents, prompt written notice proval of a specific item shall not indicate approval of an thereof shall be given by the Owner to the Architect. assembly of which the item is a component. 2.7 The Owner shall furnish required information and 1.4.12 The Architect shall prepare Change Orders for the shall render approvals and decisions as expeditiously as Owner's approval and execution,and shall have authority necessary for the orderly progress of the Architect's serv- to order minor changes in the Work not involving an ices and of the Work. adjustment in the Contract Sum or an extension of the Contract Time. ARTICLE 3 1.4.13 The Architect shall conduct inspections to deter- mine the Dates of Substantial Completion and final corn- CONSTRUCTION COST pletion, and shall issue a final Certificate for Payment. 3.1 DEFINITION 1.4.14 The extent of the duties, responsibilities and limita- 3,1,1 The Construction Cost shall be the total cost or tions of authority of the Architect as the Owner's repro- estimated cost to the Owner of all elements of the Project sentative during construction shall not be modified or ex- designed or specified by the Architect. tended without written consent of the Owner, the Con- 3.1.2 The Construction Cost shall include at current mar- tractor and the Architect. ket rates, including a reasonable allowance for overhead 1,g ADDITIONAL SERVICES and profit, the cost of labor and materials furnished by 13.1 Additional Services shall be provided if authorized the Owner and any equipment which has been designed, or confirmed in writing by the Owner or if included in specified, selected or specially provided for by the Archi- Article 10, and they shall be, paid for by the Owner as tect. provided in this Agreement. 3.1.3 Construction Cost does not include the compensa- 1.5.2 If the Owner and the Architect agree that more tion of the Architect and the Architect's consultants, the extensive representation at the site than is described in cost of the land, rights-of-way, or other costs which are Paragraph 1.4 shall be provided, such additional project the responsibility of the Owner as provided in Article 2. representation shall be provided and paid for as set forth 31 RESPONSIBILITY FOR CONSTRUCTION COST in Article 10. 3.2.1 It is recognized that neither the Architect nor the 1.6 TIME Owner has control over the cost of labor, materials or 1.6.1 The Architect shall perform services as expediti- equipment,over the Contractor's methods of determining ously as is consistent with professional skill and care and bid prices, or over competitive bidding, market or nego- the orderly progress of the Work.• tiating conditions. Accordingly, the Architect cannot and does not warrant or represent that bids or negotiated ARTICLE 2 prices will not vary from any Statement of Probable Con- struction OWNER'S RESrONSIRILITIES struction Cost or other cost estimate or evaluation pre- THE by the Architect. The following services and responsibilities, and 3.2.2 No fixed limit of Construction Cost shall be estab- any others so indicated in Article 10, shall be un- lisped as a condition of this Agreement by the furnishing, dertaken by the Owner. proposal or establishment of a Project budget, unless such 2.1 The Owner shall provide full information including fixed limit has been agreed upon in writing and signed by a program, ,which shall set forth the Owner's design the parties hereto. If such a fixed limit has been eston- objectives, constraints and criteria. lisped, the Architect shall be permitted to include con- objectives, for design, bidding and price escalation, to de- 2.2 The Owner shall furnish a legal description and a termine what materials, equipment, component systems certified land survey of the site and the services of soil and types of construction are to be included in the Con- engineers or other consultants when such services are tract Documents, to make reasonable adjustments in the deemed necessary by the Architect. scope of the Project and to include in the Contract Doc- 2.3 The Owner shall furnish structural, mechanical, unions Alternate Bids to adjust the Construction Cost to chemical and other laboratory tests, inspections and re- the fixed limit. Any such fixed limit shall be increased in AIA DOCUMENT 1151 • AEBEEVIATED OWNER-ARCHITECT AGREEMENT • IUNE 1975 EDITION • ALA• 3 1151-1978 O 159E•THE AMERICAN INSTITUTE OF ARCHITECTS,1735 NEW YORK AVENUE, N.W., WASHINGTON, D.C. 20006 rr11 066 the amount of any increase in the Contract Sum occurring .carried by the Architect and the Architect's con- after execution of the Contract for Construction. sultants. 3.2.3 Any Project budget or fixed limit of Construction 4.5 Payments on account of the Architect's Additional Cost shall be adjusted to reflect any change in the general Services and for Reimbursable Expenses as defined in level of prices in the construction industry between the Paragraph 4.4 shall be made monthly upon presentation date of submission of the Construction Documents to the of the Architect's statement of services rendered or ex- Owner and the date on which proposals are sought. penses incurred. 3.2.4 If a fixed limit of Construction Cost (adjusted as 4.6 No deductions shall be made from the Architect's provided in Subparagraph 3.2.3) is exceeded by the low- compensation on account of sums withheld from gay- est bona fide bid or negotiated proposal, the Owner shall merits to contractors. (1) give written approval of an increase in such fixed limit, 4.7 If the Project is suspended or abandoned in whole (2) authorize rebidding or renegotiating of the Project or in part for more than three months, the Architect shall within a reasonable time, (3) if the Project is abandoned, be compensated for all services performed prior to receipt terminate in accordance with Paragraph 7.2, or (4) coop- of written notice from the Owner of such suspension or crate in revising the Project scope and quality as required abandonment, together with Reimbursable Expenses then to reduce the Construction Cost. In the case of (4), pro- due and all Termination Expenses as defined in Paragraph vided a fixed limit of Construction Cost has been estab- 7.4. If the Project is resumed after being suspended for lished as a condition of this Agreement, the Architect, more than three months, the Architect's compensation without additional charge, shall modify the Drawings and shall be equitably adjusted. Specifications as necessary to comply with the fixed limit. The providing of such service shall be the limit of the ARTICLE 5 Architect's responsibility arising from the establishment of OWNERSHIP AND USE OF DOCUMENTS such fixed limit, and having done so, the Architect shall be entitled to compensation for all services performed, in Si Drawings and Specifications as instruments of serv- accordance with this Agreement,whether or not the Con- ice are and shall remain the property of the Architect struction Phase is commenced. whether the Project for which they are made is executed or not.The Owner shall be permitted to retain copies, in- cluding reproducible copies, of Drawings and Specifica- ARTICLE 4 tions for information and reference in connection with PAYMENTS TO THE ARCHITECT the Owner's use and occupancy of the Project. The Draw- ings and Specifications shall not be used by the Owner on 4.1 An initial payment as set forth in Paragraph 9.1 is other projects, for additions to this Project, or for corn- _ the minimum payment under this Agreement. pletion of this Project by others provided the Architect is 4.2 Subsequent payments for Basic Services shall be not in default under this Agreement,except by agreement made monthly and shall be in proportion to services per- in writing and with appropriate compensation to the formed within each Phase. Architect. 4.3 When compensation is based on a percentage of 5.2 Submission or distribution to meet official regula- Construction Cost, and any portions of the Project are tory requirements or for other purposes in connection deleted or otherwise not constructed, compensation for with the Project is not to be construed as publication in such portions of the Project shall be payable to the extent derogation of the Architect's rights. services are performed on such portions, in accordance with the schedule set forth in Subparagraph 9.2.2, based ARTICLE 6 on (1) the lowest bona fide bid or negotiated proposal,or ARBITRATION (2) if no such bid or proposal is received,the most recent Statement of Probable Construction Cost. 6.1 All claims, disputes and other matters in question 4.4 Reimbursable Expenses include actual expenditures between the parties to this Agreement, arising out of or made by the Architect in the interest of the Project for: relating to this Agreement or the breach thereof, shall be .1 expense of transportation and living expenses in decided by arbitration in accordance with the Construc- connection with out-of-town travel, authorized by tion Industry Arbitration Rules of the American Arbitra- the Owner, tion Association then obtaining unless the parties mutu- ally agree otherwise. No arbitration, arising out of or re- 3▪ fees paid for securing approval of authorities hav- )acing to this Agreement, shall include, by consolidation, ing jurisdiction over the Project, joinder aera r i o th this Agreement except by dwlrittenlconse t .4 reproductions, p Agreement containing a specific reference to this Agreement and 3 postage and handling of Drawings and Specifica- signed by the Architect,the Owner,and any other person tions, sought to be joined. Any consent to arbitration involving .6 renderings and models requested by the Owner, an additional person or persons shall not constitute con- .7 expense of overtime work requiring higher than sent to arbitration of any dispute not described therein. regular rates, if authorized by the Owner, This Agreement to arbitrate and any agreement to arbi- ,9 expense of any additional insurance coverage or trate with an additional person or persons duly consented limits, including professional liability insurance, to by the parties to this Agreement shall be specifically requested by the Owner in excess of that normally enforceable under the prevailing arbitration law. AIA DOCUMENT WIS1 • AIRREVIATED OWNER-ARCHITECT AGREEMENT • JUNE 1575 EDITION • AIA• O 157t•THE AMERICAN INSTITUTE Of ARCHITECTS.1735 NEW YORK AVENUE, N.W., WASHINGTON, D.C. 25006 8151-1978 4 6.2 In no event shall the demand for arbitration be .2 10 percent if termination occurs during the Con- made after the date when institution of legal or equitable struction Documents Phase,or proceedings based on such claim, dispute or other matter .3 5 percent if termination occurs during any subse- in question would be barred by the applicable statute of quent phase. limitations. 6.3 The award rendered by the arbitrators shall be ARTICLE 8 final,and judgment may be entered upon it in accordance MISCELLANEOUS PROVISIONS with applicable law in any court having jurisdiction thereof. 8.1 This Agreement shall be governed by the law of the principal place of business of the Architect. ARTICLE 7 8.2 As between the parties to this Agreement: as to all acts or failures to act by either party to this Agreement, TERMINATION OF AGREEMENT any applicable statute of limitations shall commence to run and any alleged cause of action shall be deemed to 7.1 This Agreement may be terminated by either party have accrued in any and all events not later than the upon seven days' written notice should the other parry relevant Date of Substantial Completion of the Work, and fail substantially to perform in accordance with its terms as to any acts or failures to act occurring after the relevant through no fault of the party initiating the termination. Date of Substantial Completion,not later than the date of 7.2 This Agreement may be terminated by the Owner issuance of the final Certificate for Payment. upon at least seven days' written notice to the Architect 8.3 The Owner and the Architect, respectively, bind in the event that the Project is permanently abandoned. themselves, their partners, successors, assigns and legal 7.3 In the event of termination not the fault of the representatives to the other party to this Agreement and Architect, the Architect shall be compensated for all to the partners, successors, assigns and legal representa- services performed to termination date, together with Re- tives of such party with respect to all covenants of this imbursable Expenses then due and all Termination Ex- Agreement. Neither the Owner nor the Architect shall penses as defined in Paragraph 7.4. assign, sublet or transfer any interest in this Agreement 7.4 Termination Expenses include expenses directly at- without the written consent of the other. tributable to termination for which the Architect is not 8.4 This Agreement represents the entire and inte- otherwise compensated, plus an amount computed as a grated agreement between the Owner and the Architect percentage of the total compensation earned to the time and supersedes all prior negotiations, representations or of termination, as follows: agreements,either written or oral.This Agreement may be .1 20 percent if termination occurs during the Design amended only by written instrument signed by both Phase, or Owner and Architect. MA DOCUMENT RIS1 • AUREVIATED OWNER-ARCHITECT AGREEMENT • JUNE WA EDITION • AIM S II151.197$ 0 157$• THE AMERICAN INSTITUTE Of ARCHITECTS,1775 NEW TORE AVENUE, N.W., WASHINGTON. D.C. 20006 • ARTICLE 9 BASIS OF COMPENSATION The Owner shall compensate the Architect for the Services provided, in accordance with Article 4, Payments to the Architect,and the other Terms and Conditions of this Agreement,as follows: 9.1 AN INITIAL PAYMENT OF six hundred dollars (5 600.00 ) shall be made upon execution of this Agreement and credited to the Owner's account as follows: Amount of initial payment shall be credited to the final invoice for Architectural Services. 9.2 BASIC COMPENSATION 91.1 FOR BASIC SERVICES, as described in Paragraphs 1.1 through 1.4 or identified as such in Article 10, Basic Com- pensation shall be computed as follows: (Here insert basis of compensation, including fixed amounts,multiples or percentages, and identify Phases to which particular methods of Corm pensation apply,If necessary.) Basic services shall be charged at 10% of construction costs, estimated as follows: Estimated Construction Budget: $ 63,637.00 Architect's Fees : 6,363.00 9.2.2 Where compensation is based on a Stipulated Sum or Percentage of Construction Cost, payments for Basic Ser- vices shall be made as provided in Subparagraph 4.2 so that Basic Compensation for each Phase shall equal the following percentages of the total Compensation payable: (include any additional phases as appropriate.) Design Phase: thirty-five percent( %) 35% •Construction Documents Phase: forty percent( %)40% Bidding or Negotiation Phase: five percent( %) 5% Construction Phase: twenty percent( %) 20% 9.3 FOR ADDITIONAL SERVICES provided under Paragraph 1.5 or identified as such in Article 10, compensation shall be computed as follows: 1.5 times hourly rates for employees ($18.00/hr) (Here insert basis of compensation. including rates and/or multiple! Of Direct Per,cnnel Expense for Principals,consultants and employees. Eden• by specific types of consultants in Article 10,ii reyuired.,pri nei pal at $50.00/hr 1.2 times invoice for consultants authorized by Owner 9.4 Payments due the Architect and unpa 1p Llfg4rtAA149411Yal +g§l 7rr ilaritsitCfRim the date payment is due at the rate entered below, or in the absence thereof, at the legal rate prevailing at the principal place of busi- ness of the Architect. (Here insert any rate of interest agreed upon_) (Usuary laws and requirements under the Federal Truth in Lending Act,similar state and local consumer Credit laws and other regulations at the Owner's and Architect's principal places or business. the location of the Project and elsewhere may affect the validity of this provision. Specific legal advice should be obtained with respect to deletion,modification, or other requirements such as written disclosures or waivers.) 93 The Owner and the Architect agree in accordance with the Terms and Conditions of this Agreement that: 95.1 IF THE SCOPE of the Project or of the Architect's Services is changed materially,the amounts of compensation shall be equitably adjusted. 9.5.2 IF THE SERVICES covered by this Agreement have not been completed within 45 days ( ) months of the date hereof, through no fault of the Architect, the amounts of compensation, rates and multiples set forth herein shall be equitably adjusted. AIA DOCUMENT 0151 • AUREVIATED OWNER-ARCHITECT AGREEMENT • JUNE 1971 EDITION • AIM tb 1978• THE AMERICAN INSTITUTE OF ARCHITECTS,1725 NEW YORK AVENUE, N.W., WASHINGTON, D.C. 20006 5151.1978 6 ARC OTHER CONDITIONS OR SERVICES (Describe any services not included above which are to be performed by the Architect or Owner. State whether ser- vices to be provided by the Architect are Basic Services or Additional Services.) Provisions of this contract to include all provisions in attached proposal from the Architect. Addendum to 1.6 Time: 1.6.2 Work not submitted within the 45 day completion period will be subject to a penalty of $75 per day until receipt of work by the County, extinuating circumstances will be reviewed by the County in the event of request for time extension by Architect. This Agreement entered into as of the day and year first written above. OWNER ARCHITECT County of Orange Roman n K 1 di . o o � 106 E. Margaret Lane 121 South Estes Drive Suite 103 Hillsborough NC 27278 Chapel Hill NC 27514 AI 7 1151-1978 1151-1978 A 0OCUMENT 151 • ABBREVIATED OWNER-ARCFRTECr AGREEMENT • JUNE 1171 EDITION • NA, •we•THE AMERICAN INSTITUTE Of ARCHITECTS.1796 NEW TORY AVENUE, N.W., WASHINGTON, D.C. 20•06 April 3, 1987 Ms. Pam Jones 069 Director of Purchasing 121 South Estes Drive Orange County Suite 103 106 East Margaret Lane Chapel Hill Hillsborough North Carolina 27278 NC 27514 919.942-0849 Subject: Proposal for Architectural Services Homestead Community Center Renovations Dear Ms. Jones: Thank you for considering our firm in connection with Roman KobdIJ Orange County's plans to renovate the Homestead Road Architect Community Center. We are very pleased, therefore, to submit a proposal for architectural services relating to the planning, design and preparation of constuction documents for the planned improvements. Outlined below is a description of the general scope of our services and a summary of the anticipated construction. SCOPE OF ARCHITECTURAL SERVICES: Existing Conditions Survey: Field measurements of the existing structure and preparation of drawings in proper detail required to document the proposed improvements and to obtain permits and construction bids. Examination of existing plumbing, heating and electrical sytems plus recommendations for needed upgrading shall be submitted and incorporated in the plans. Property Survey and building location on the property shall be furnished by the County. Code Review/ Facilities Planning: Examination of applicable Health and Safety Codes and coordination with County Agencies involved in administration of the facility in order to make the building suitable for pro- posed uses. Attention will be given to make the proposed facilities accessible and usable by disabled people. Cost Control: Cost estimates for major apsects of the proposed improvements shall be established at each stage of design and compared with overall budget, and presented for County's approval. 0 7 0 Ms. Pam Jones Homestead Center Proposal page 2 Construction Documents/ Receipt of Bids: After review amd approval of the proposed design and scope of the project by the County at the completion of the Design Phase, Construction Documents including plans and specifications shall be prepared and the project advertised for bids in accordance with applicable statute limitations. Architect shall assist County in receiving and evaluating bids Construction Administration: During construction of the Project, Architect shall perform standard administration of the the Contract to ensure compliance with terms and specified standards. PROJECT SCOPE: Site Improvements: Access drives, parking facilities shall be designed to meet use requirements and zoning standards. Demolition of abandoned pool pump and other obsolete structures and site repairs are suggested. Landscaping treatment shall be presented. Building Exterior: Roof: A new roof design will be prepared as necessary, with details for framing, materials and specifications. Exterior Walls: Exterior appearance of the building will be adjusted to make the facility more presentable and inviting. This will entail window revisions/replacement and new wall finishes and trim. • Interior Improvements: Interior repairs/ finishes upgrading shall be considered to the extent permitted by budget and as necessary to facilitate modifications to plumbing, heating, electrical systems, as well as revisions to windows and other details Plumbing/ Heating/ Electrical: Condition of existing plumbing fixtures, lines and wastes shall be investigated and upgraded as needed for proper operation and service. Ms. Pam Jones Homestead Center Proposal page 3 It is assumed that the existing well and waste �) disposal systems are in workable condition. ._ 71 A new heating system with ductwork in the attic shall be designed for the building, with ducts sized to accomodate future A/C. Electrical system shall be upgraded to meet code and use requirements, including heating system demands. Exterior security lighting shall also be considered. PROJECT BUDGET/ ARCHITECT'S FEES: We understand that the Total Amount budgeted for the Project is $ 70,000.00 Architect's fees for the work outlined above would be $ 6,363.00, leaving a Construction Budget of $ 63,637.00. Not included in the Architect's basic fees are costs of surveying, specialists' testing of water and waste disposal systems, or testing of electrical system. The costs of prints, copies and bid advertisements are considered reimbursable expenses and are not included in the basic fees as standard policy under AIA Contracts. SCHEDULING: We are prepared to begin the required design work right away and to complete the required construction documents to be ready for bidding within 45 days from the date of acceptance of this proposal. If this proposal is acceptable to you and the Board of Commissioners, please let us know and we shall prepare the appropriate agreement documents (AIA B 151 Form). We are very grateful for the opportunity to submit this proposal and we look forward to the possibility of working with you and Orange County on this special project. If you have questions about any of the items listed in this proposal or about the Agreement Form, please let P po 9 P us know. Very tr ly yours, =i /ter I r'.� Roman o • •ij AIA Architect encl. it 072 ORANGE COUNTY BOARD OF COMMISSIONERS Action AMit Item No. ACTION AGENDA ITEM ABSTRACT Meeting Date: APRIL 21, 1987 SUBJECT: TAX BASE INFORMATION DEPARTMENT: PUBLIC HEARING: Yes x No COMMISSIONERS OFFICE ATTACHMENT(S) : INFORMATION CONTACT: SHIRL MARSHALL, TELEPHONE NUMBER: X505 Hillsborough - 732-8181 Chapel Hill - 968-4501 Mebane - 227-2031 Durham - 688-7331 PURPOSE: To establish Board policy with regard to the annual dissemination of tax base information. • BACKGROUND: Other jurisdictions depend on the County Tax Assessor for tax base valuation estimates for budgeting purposes. This year there was not a transmittal of this information in written form, but instead was done on a verbal basis. The Tax Assessor preferred this more informal method of communication because of the lessened reliability of the estimates this year due to the revaluation still underway, removal of household personal property from taxation and the changed deferred use values for farmland. It is correct that estimation under such circumstances could lead to the risk of actual values varying markedly from the initial estimates. There can be, on the otherhand, a difficulty experienced by the jurisdiction using the information if it is not treated and communi- cated to them in a formal manner. RECOMMENDATION(S) : Establish the policy that tax base valuation will be annually transmitted in written form to the other jurisdictions within the County with stipulation that they are only estimates, subject to refinement until the date certified by the Tax Assessor as constituting the official levy. 07� ORANGE COUNTY BOARD OF COMMISSIONERS Action A a Item No ACTION AGENDA ITEM ABSTRACT Meeting Date: Aprual, 1987 SUBJECT: Home Improvement Loan Program DEPARTMENT: Housing/Community Development PUBLIC HEARING: Yes X No ATTACHMENT(S) : INFORMATION CONTACT: Tara Pikes Commitment Form TELEPHONE NUMBER: Program Guidelines Hillsborough - 732-8181 Chapel Hill - 968-4501 Mebane - 227-2031 Durham - 688-7331 PURPOSE: To authorize submission of an Executed Commitment Form to the N.C. Housing Finance Agency for participation in the Home Improvement Loan Program. BACKGROUND: On April 3, 1987, the North Carolina Housing Finance Agency announced a new streamlined Home Improvement Loan Program (HILP). The pur- pose of this program is to provide low interest loans to assist low and moderate income homeowners with the rehabilitation of their sub- standard homes. There is approximately 1 million dollars available statewide for this program. Counties are eligible to receive $50,000 for this program. The majority of the HILP funds will be available to the borrower at a rate of 7.7%. The NCHFA will also provide a limited amount of subsidized funds to make loans at 3% interest to those making below $20,000. Localities entering the program must contribute a commitment fee of 3% of the funds requested. The fee will be refunded if all of the allocated loan funds are originated. The commitment fee for Orange County would be $1,500. Funds will be allocated across the state based on a Priority Selection which gives priority to those localities who have participated in prior year programs and/or those who agree to commit non-restrictive local funds to subsidize HILP loans. Tentative program guidelines are attached. The Housing and Community Development Staff proposes participation in this program which will assist in meeting the housing needs of County residents not presently served by other housing program. Participation will also expand the County's role in the provision of housing services. Source of funds will be the CD budget. There will be a follow-up contract for Board approval at a later date if Orange County is selected .- I to participate. RECOMMENDATION(S) : Approve submission of an Executed Commitment Form to N.C. Housing Finance Agency for the Home Improvement Loan Program and authorize the Chair to sign. NCHFA HOME IMPROVEMENT LOAN PROGRAM COMMITMENT FORM - 079 FUNDING LEVELS Funding Level A Cities with population of 100.001 and above will be eligible for an allocation amount of $100,000 broken down as follows: Interest Number Avg. Amount of Rate of loans Rehab Cost = Funds Available 7.71 6 x 10,000 = $ 60,000 3..01 4 x 10,000 = 40,000 Total Funding Level $100,000 Funding Level B Cities with population of 25,001 to 100,000 will be eligible for an allocation amount of $70,000 broken down as follows: Interest Number Avg. Rehab Amount of Rate of loans x Cost = Funds Available 7.71 4 x 10,000 = $ 40,000 3.01 3 x 10,000 = $ 30.000 Total Funding Level $ 70,000 * Funding Level C Cities with population less than 25,000, counties and non profit organizations will be eligible for an allocation amount of $50,000 broken down as follows: Interest Number Avg. Rehab Amount of Rate of loans x Cost = Funds Available 7.71 3 x 10.000 = $ 30,000 3.01 2 x 10,000 = $ 20.000 Total Funding Level $ 50,000 * The County is only eligible for Funding Level C. COMMITMENT FEE .03 x Applicable Funding Level 07 c~. A, B, C Commitment Fee OPTIONAL LOCAL SUBSIDY FUNDS (see worksheet A) Amount Source These funds must be local funds and may not be Federal, State or other than local funds. SUPPLEMENTAL INFORMATION Proposed Use of HILP: How do you propose to use the HILP in your locality? ie: specific areas, specific groups. Marketing: Describe specifically how and to whom you plan to market the HILP. Existing Rehabilitation Program: Describe your current rehabilitation program. Include your eligibility criteria, procedures for securing bids and frequency of inspections. Other Resources: List other loans and grants available in your community and at what interest rates they are available to borrowers. -2- Staff Capacig: Describe your rehabilitation staff organization. Include the title and a brief job description for each staff member that will assume responsibilities in the HILP. Include the number of months they will be committed to the program. Local Lenders: What lender do you propose to use to originate your loans? Local Administrator: If an agency other than the local Community Development Department will be administering the HILP, identify the agency, the contact person and a phone number and address in addition to your organizational contact person. Local Contact Person Authorized Signature Organization Date Address Telephone 1448B -3- • TENTATIVE REC`EIvED APil :98 PROGRAM GUIDELINES I. Borrower Eligibility Criteria 7Ir A. Income Limits (see attachment) B. Asset Limits 1. The limit for any person or family is $40,000. 2. The limit for persons between ages of 62 and 64 is $50,000. 3. The limit for persons 65 years of age and older is $60,000. 4. The limit for a disabled or handicapped person requiring a constant attendant is $75,000. 5. Net assets are calculated by totaling all assets of the borrower and deducting from them outstanding debts. The value of the dwelling to be rehabilitated and its site are excluded from this calculation. II. Underwriting Criteria A. Underwriting Ratios 1. The total monthly housing expenses should not exceed twenty-eight percent (281) of the borrowers gross monthly income. 2. The total monthly debt should not exceed thirty-six percent (361) of the borrowers monthly gross income. 3. The combined loan to value ratio shall not exceed ninety percent (901) of the projected value of the property after improvements. B. Expense to Borrower 1. The following closing costs may be financed: Letter Appraisal (will be required on limited number of loans) Attorney fees Recording fees C. Loan Terms 1. The interest rates available are 7.71 and 31. 2. The HIL must be a first or second lien. 3. The combined loan to value ratio of a first and a proposed second mortgage cannot exceed ninety percent (901) of the improved value. 4. Maximum loan amount is $15,000. 5. Minimum loan amount is $3,000. 6. The loan terms may be for either 5, 10 or 15 years. III. Basic Roles and Responsibilities A. Local Government and/or Non Profits 1. Identify areas for the HILP 2. Market the HILP 3. Fill out preapplication 4. Prepare work write-up and estimate 111 5. . Secure bids 6. Complete Value Determination Report 7. Assess Borrower Information 8. Refer Borrower to lender 9. Hold Preconstruction Conference 10. Inspect Construction B. Lender 1. Take application 2. Review credit history 3. Verify income 4. Review underwriting ratios 5. Recommend approval or denial to NCHFA 6. Forward loan package to NCHFA for review 7. Give closing attorney instructions 8. 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C a a P I c a ., w o,C . 4 w.r L W W.W y W ■ tbmi.ftwirlogra. ao •12 MI la la • • • W O W 4 2..........b .CV7 W Y ll ii = �d Y r w Y F W` C f b•w pW W•q M i i 'a Z l i. ;M;C C t i a W..m�i 41 S W L.l a a a LJ 41 Li a ry.�O W W 3�O.D x Ti."�'r.�r S 2 x • • • . .. • 080 ORANGE COUNTY BOARD OF COMMISSIONERS Action Aaenda Item No.-_I I� ACTION AGENDA ITEM ABSTRACT Meeting Date: April 21, 1987 SUBJECT: Budget Amendment DEPARTMENT: Finance PUBLIC HEARING: Yes x No ATTACHMENT(S) : INFORMATION CONTACT: Donna Wagner Proposed Budget Amendments TELEPHONE NUMBER: Hillsborough - 732-8181 Chapel Hill - 968-4501 Mebane - 227-2031 Durham - 688-7331 PURPOSE: Consideration of proposed budget amendments. BACKGROUND: 1. The Department of Social Services has received additional Federal and State funds. These funds will be used to administer the mandated AFDC-Emergency Assistance Program. The additional funds to be budgeted are $20,000. The Department will receive $10,000 in Federal funds, $5,000 in State funds and the remaining $5,000 (currently budgeted County funds) will be transferred from General Assistance and Administration funds. 2. The Department of Social Services had received additional State funds for Permanency Planning Program. The additional funds to be budgeted are $3,514. The funds are 100% State funds, therefore, requiring no County match. 3. The Department of Social Services has received additional Federal Title XX funds. The additional funds are $26,142. These funds require a 25% County match; these funds are currently budgeted within the DSS budget. 4. This amendment will increase the Orange-Person-Chatham Mental Health appropriation to the level requested during the 1986-87 budget process. The additional appropriation of $23,927 will be transferred from the Central Services budget. (Account; Insurance-projected savings of $100,000. 5. Due to the Board of Commissioners' authorization of several additional boards/commissions and task forces, additional funds are necessary in order for the employment of temporary support personnel through the month of July. This appropriation will be transferred from the Contingency Account. 6. During the 1985-86 fiscal year, funds were appropriated from the School Capital Reserve for Orange County Schools roof engineering and Chapel -Hill-Carrboro Schools multipurpose space. However, these funds were not - spent nor encumbered on June 30, 1986; therefore, this amendment is necessary to allow these expenditures in the 1986-87 fiscal year. 7 081 7. On April 6, 1987, the Board of Commissioners reduced the scope of the project raising the water level at Lake Orange. Instead of 2 feet, the lake level will be raised only one foot; therefore, the budgetary requirements of this project were decreased. • RECOMMENDATIONS: Approve motion to amend the 1986-87 Budget Ordinance by the proposed Amendments. 082 ORANGE COUNTY PROPOSED 1986-87 BUDGET AMENDMENT The 1986-87 Budget Ordinance as adopted on July 23, 1986, and subsequently amended, is hereby amended as follows: Before After Amendment Amendment Amendment 1. General Fund Appropriation: Social Services $3,410,294 $15,000 $3,425,284 Source: Income Maint-AFDC-EA 45,000 15,000 60,000 To Accept Federal and State AFDC Emergency Assistance grant. 2. General Fund Appropriation: Social Services 3,425,294 3,514 3,428,808 Source: Permanency Planning 40,051 3,514 43,565 To Accept State Permanency Planning Additional Allocation. 3. General Fund Appropriation: Social Services 3,428,808 26,142 3,454,950 Source: Staff Reimbursement 303,235 26,142 356,377 To Accept Federal Title XX Additional Allocation. 4. General Fund Appropriation: OPC Mental Health 355,750 23,927 379,677 Source: Central Services 493,934 (23,927) 470,007 To Appropriate Additional Funds to OPC Mental Health pp �� 0 8 3 Before After Amendment Amendment Amendment 5. General Fund Appropriation: Board of Commissioners $ 153,364 $ 1,600 $ 154,964 Source: Contingency 41,050 (1,600) 39,450 To Allow for Employment of Temporary Personnel. 7. School Capital Reserve Fund Appropriation: Transfer to General Fund 1,027,548 75,764 1,1p3,312 Source: Fund Balance Appropriated 306,548 75,764 382,312 To Transfer Funds to the General Fund for Current Year Expenditures. 8. Lake Orange Capital Projects Fund Appropriation: Professional Services 90,000 (80,000) 10,000 Improvements 0 30,000 30,000 Source: Senate Bill 2 Funds 45,000 (25,000) 20,000 Town of Hillsborough 15,000 (8,334) 6,666 Orange/Alamance Water & Sewer 15,000 (8,333) 6,667 Transfer from County Capital Reserve 15,000 (8,333) 6,667 To Reflect the Decrease of Budgetary Requirements for the Lake Orange Project. Approved this 21 day of April, 1987. 084 ORANGE COUNTY Action Agenda BOARD OF COMMISSIONERS it No. G 11. ACTION AGENDA ITEM ABSTRACT MEETING DATE APRIL 21, 1987 Subject: Governor' s Volunteer Awards Department: BOARD OF COMMISSIONERS Public Hearing: Yes % no I Attachments: Information Contact: Shirley Marshall and/or Beverly Blythe Guidelines Phone Numbers: 732-8181, 968-4501, 227-0231 PURPOSE: Select those agencies from which nominations will be solicited, select the four categories of volunteers and direct the Clerk to proceed. BACKGROUND: Each year the Governor' s Office of Citizen Affairs requests each County to nominate outstanding volunteers who best represent individuals meeting community needs. Those volunteers selected (4) are then honored at a recognition ceremony in the fall . Heretofore, nominations were requested from the following community agencies: OPC Mental Health, both school systems, RSVP, Rape Crisis Center, Recreation and Parks Advisory Council , OCIM, Senior Citizens Board, Board of Social Services, Women' s Health Counseling and the Youth Services Needs Task Force. The categories for last year were: two community service volunteers, one school volunteer and one volunteer organization. RECOMMENDATION: The Board needs to select the categories from which nominations will be solicited, to approve the list of community agencies that will be contacted for nominations, and to direct the Clerk to proceed. 0,8t GUIDELINES FOR THE VOLUNTEER CEREMONY, NOMINATIONS In order for each local county contact to be able to choose the outstanding Volunteers who best represent individuals meeting community needs, the Governor's Office of Citizen Affairs has set very broad guidelines on the nomination process. The following information is enclosed to try and answer any questions you might have in handling nominations for the Governor's Volunteer Recognition Ceremonies for 1987. CA=EGORIES Because our office received so many favorable responses to last year's ceremonies, we have decided to retain the "four-category system. " We do want to clarify one matter, though. Although the categories G.O.C.A. has set will remain two Community Service Volunteers, one School Volunteer and one Volunteer Organization, you may choose any combination of these four in order to nominate from your county. A few suggestions that were related through evaluations indicated that a senior citizen category or a youth category might be a good idea instead of a school Volunteer category. It is. gntir@ly up to you and/or your committee as to what Q tegory. of citizen you would like to honor this year. You could choose, for example, three organizations and a youth Volunteer ac two senior citizens and two organizations at four school Volunteers. The choice is in your hands, because Governor Martin feels as though you know best who has been meeting the needs of your neighbors as Volunteers. DATES AND PLACES OF THREE REGIONAL CEREMONIES The regional ceremonies were very well-received last year, so we are planning once again to hold three ceremonies. We have not finalized where the receptions and ceremonies will be held, and although we will plan once again to have fall events, we do not have the tentative dates as of this writing. As soon as the Governor's schedule has been set, you will be the first to know. For now, plan for the fall! NOMINATION FORMS You will find enclosed in this mailing your official nomination form. As noted, please fill this out as completely and accurately as possible, because the names you print, as well as the addresses, will be the ones distributed:to the news media and printed on the certificates. The MAJOR ACCOMPLISHMENT section needs to contain a very, very brief description of the award winner's most impressive Volunteer accomplishment. (EXAMPLE Mary Jefferies» Red Cross Volunteer for 20 years or Meals on Wheels- feeding area's homebound for 3 years. ) (more) , 0S f Please make sure that a phone number is listed, so that our office has a means by which to contact the award winner. Please list the person who will be invited to receive the • award in the space (organization representative or contact) if you plan to nominate an organization. Double check the address of each award winner. The reception • and ceremony invitation will not reach them in time if the address is incorrect. • Gist any interesting accomplishments under the space (Volunteer Accomplishments) so that our office will be able to share these facts with any media that calls for them. If you plan to distribute this form while taking nominations locally, please delete Lisa McLemore 's name and address from • the back of the copies. Last year, a few people sent their nominations to that address, because it remained on the copies of the forms. Although we were happy to mail them back to our contacts, it slowed up the local nomination process. As noted on the form, these nominations need to be back to our office by the middle of May. This is not a strict • deadline, but the sooner the nominations are in from your county, the quicker we can plan for the receptions and ceremonies. When you mail it in, your work is through, and ours is just beginning! Finally, if this very long set of guidelines has you confused, please feel free to pick up the phone and call Liga. • KcLemore at (800) 662-7952. She will be coordinating the events again this year, and she would appreciate any comments and/or concerns that you have. Your work in submitting nominations from your county is truly appreciated, and we want to make the process as simple as possible. Volunteers are North Carolina's most precious resource, and the Governor's Volunteer Recognition Ceremonies are the State's way of saying "thank you" to these very special citizens. G.O.C.A. appreciates your help in making this happen. Vow, itios, • O8'/ ORANGE COUNTY Action Ag BOARD OF COMMISSIONERS Item No. ACTION AGENDA ITEM ABSTRACT MEETING DATE April 21 , 1987 Subject: Information and Referral Guide Department: BOARD OF COMJNIISSIONERS Public Hearing: Yes X no • Attachments: Information Contact: Albert Kittrell Under Separate Cover Beverly Blythe one Numbers: 732-8181, 968-4501, 227-0231 PURPOSE: To set a Board policy for the distribution and cost of the Information and Referral Guide. BACKGROUND: An Information and Referral Guide has been prepared by the Board of Commissioners' Office under the leadership of Albert Kittrell and Beverly Blythe. This guide was created in an easy to use format to enable citizens and agencies to locate available community resources. to help address both personal and group needs. The Guide is in a looseleaf notebook divided by tabs alphabetically and has both alpha- betical and topical indices, as well as a listing of acronyms and a map. The Guide is ready for distribution. Since this is a County publi- cation, policy must be set regarding the distribution and cost of this Guide. The actual cost of the Guide, excluding the many manhours that went into the project, is $9.37. This does not include postage. Postage is estimated to be $1 .48. (total cost of $10.85) MANAGER'S RECOMMENDATION: All County departments and agencies listed in the Guide receive the I & R Guide at no cost. All others receive the I & R Guide at the minimum cost of $10.00 per guide. r _ d - II 088 ORANGE COUNTY Action Ag BOARD OF COMMISSIONERS Item No. ACTION AGENDA ITEM ABSTRACT MEETING DATE April 21 , 1987 Subject: APPOINTMENTS Department: BOARD OF COMMISSIONERS Public Hearing: Yes X no 1 l Attachments: Information Contact: Beverly A. Blythe Under Separate Cover Phone Numbers: 732-8181, 968-4501, 227-0231 PURPOSE: To maintain membership at effective levels on Commissioners' appointed Boards. The following vacancies are announced together with the indication of the status of securing candidates for possible appointment consideration. A-13 - RECREATION AND PARKS ADVISORY.COUNCIL - 1 vacancy. No recommendation has been received. B-7 - HUMAN SERVICES ADVISORY COMMISSION - 4 vacancies. No resumes have been received. B-21 - ANIMAL CONTROL TASK FORCE - 1 vacancy. A recommendation has been received from the Town of Hillsborough. B-23 - LONG RANGE WATER MANAGEMENT STRATEGY COMMITTEE - A recommendation to appoint William Aderholt has been received. B-26 - AGRICULTURAL ADVISORY BOARD - 2 additional resumes have been received. C-5 - HILLSBOROUGH BOARD OF ADJUSTMENT - 2 vacancies. A recommendation has been received and resumes on file have been identified. C-6 - HILLSBOROUGH PLANNING BOARD - 1 vacancy. A recommendation has been received and resumes on file have been identified. RECOMMENDATION: As the Board decides. ORANGE COUNTY COMMISSIONERS 106 EAST MARGARET LANE HILLSBOROUGH, N. C. 27278 MOSES CAREY,JR. STEPHEN H.HALKIOT!S April 22, 1987 JOHN HARTWELL SHIRLEY E.MARSHALL DON WILLHOIT TO WHOM IT MAY CONCERN: In official session on Tuesday, April 21 , 1987, the Orange County Board of Commissioners held a public hearing on an amendment to the Community Development Block Grant Program. The purpose of this public hearing was to receive citizen comments on a proposed program amendment that would transfer $84,573 to the Street Improve- ments budget for the Councilville area. This amendment will place all remaining funds in appropriate line item accounts to facilitate expenditure of all Councilville CDBG funds and will supersede all prior program amendments to this program. I certify that no comments were made and the public hearing was closed. Upon motion made by Commissioner Willhoit and seconded by Commissioner Carey, the Board voted unanimously to approve the submission of a pr ogram amendment to N RC. D to transfer $84,573 to the Street Improvements budget for the Councilville Community Development Program and authorize Chair m a or i ze the Chai r :to -sign`the Program Amendment. . This the 22nd day of April , 1987. :everly A. /. lythe, Clerk Orange County Board of Commissioners SEAL , ORANGE COUNTY COMMISSIONERS 106 Baer MARGARET LANE HILLSBOROUGH, N. C. 27278 MOSES CAREY,JR. STEPHEN H.HALKIOTIS JOHN HARTWELL SHIRLEY E•MARSHALL DON WILLHOIT April 231 1987 i r., Edwin Caldwell Jr. Interim Executive DI IM 1 4 _ North Carolina Hour , , t ti °Y: TE , _ P.C. Box 28066 .4,,;.I y _. _'=:,...,,4, ".' .�•;, -_ ,. ," Raleigh, N.0 276 - ;`z :; , Dear -_. • - ''.3'. �.H",G�,`;;�=^��, =� - -,rc _�rr, `, - --_`l f" .,, ,, rite; r n',11 ;,,,-„ This letter 1: ^ ` __ :x .:4�%., . : , 4. _� y' q.4:- , '. .: _ ..,.,, fitted to in the Bane H.' 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's_ __ "'•+:-.�... P'- :. W w.' • J` a r^ 4 ti , COMMITMENT FEE .03 x $50,000 = $1,500 Applicable Funding Level Commitment Fee A, B, C OPTIONAL LOCAL SUBSIDY FUNDS (see worksheet A) S Amount Source These funds must be local funds and may not be Federal, State or other than local funds. SUPPLEMENTAL INFORMATION Proposed Use of HILP: How do you propose to use the HILP in your locality? ie: specific areas, specific groups. The County proposes utilizing the Home Improvement Loan Program in Orange County as a means of providing housing rehabilitation assistance to those persons who have not been served by the County's Community Development Program. Particular emphasis will be placed on those areas adjacent to previous year Community Development target areas as well as those target areas that have not been previously treated. The HILP will also be targeted to Northern Orange County areas which are not being adequately served presently by Housing/Community Development Programs. Marketing: Describe specifically how and to whom you plan to market the HILP. Marketing will be done by the existing Housing/C autinity Development staff through the use of the media, information sessions, distribution of program literature and referrals to the program by other non-profit social service organizations. Special efforts will be made to reach the female head - of - household population and Northern Orange County residents. Existing Rehabilitation Program: Describe your current rehabilitation program. Include your eligibility criteria, procedures for securing bids and frequency of inspections. SEE ATTACHMENT Other Resources: List other loans and grants available in your community and at what interest rates they are available to borrowers. -2- The only grants available in this community are those sponsored by the CDBG program in specified target areas. • • NCHFA HOME IMPROVEMENT LOAN PROGRAM COMMITMENT FORM FUNDING LEVELS Funding Level A Cities with population of 100.001 and above will be eligible for an allocation amount of $100,000 broken down as follows: Interest Number Avg. Amount of Rate of loans Rehab Cost = Funds Available 7.71, 6 x 10.000 = $ 60.000 3.0% 4 x 10,000 = 40.000 Total Funding Level $100,000 Funding Level B Cities with population of 25.001 to 100,000 will be eligible for an allocation amount of $70.000 broken down as follows: Interest Number Avg. Rehab Amount of Rate of loans x Cost = Funds Available 7.7% 4 x 10,000 = $ 40.000 3.0% 3 x 10,000 = $ 30,000 Total Funding Level $ 70,000 Funding Level C Cities with population less than 25.000, counties and non profit organizations will be eligible for an allocation amount of $50,000 broken down as follows: Interest Number Avg. Rehab Amount of Rate of loans x Cost = Funds Available 7.71. 3 x 10,000 = $ 30,000 3.0% 2 x 10,000 = $ 20.000 Total Funding Level $ 50.000 • ry • Staff Capacity: Describe your rehabilitation staff organization. Include the title and a brief job description for each staff member that will assume responsibilities in the Hill/. Include the number of months they will be committed to the program. The County presently has on staff a Rehabilitation Specialist who conducts initial inspections of potential rehab units, prepares work write-upe and monitors work in progress. He also serves as the liason between the homeowner and the contractor. The Housing Technician along with the Director will organize all marketing efforts and will determine the eligibility of potential participants. The Housing Technician will act as the liason between thedepartmentand the participating lending institution- Both staff persons are permanent positions within this department and will be committe to the HILP until all program activities have been completed. Local Lenders: What lender do you propose to use to originate your loans? The Hillsborough branch of Central Carolina Bank will be asked to participate in this program. • • Local Administrator: If an agency other than the local Community Development Department will be administering the HILP, identify the agency, the contact person and a phone number and address in addition to your organizational contact person. Tara L. Fikes Local Contact Person - -4Tized Signature Orange County Shirley Marshall, Chair Bousing/Conm ntity Development Orange County Board of Commissioners Organization 300 W. Tryon Street Hillsborough, N.C. 27278 • '/9/7 'fate Address (919) 732-8181 Ext. 425 Telephone 14488 -3- AIMIMMM Existing Rehab Program Presently, our Housing Rehabilitation Program is designed to rehabilitate substandard dwellings so that they will meet or exceed BUD's Model Property Rehabilitation Standards. Eligibility criteria is based an applicable HUD income guidelines. Those persons whose incomes exceed the income guidelines are given a percentage grant based an their income. Oncey the family is determined eligible, the Housing Rehabilitation Specialist performs a thorough inspection of the home to determine what repairs are necessary. A work write-up is then prepared which provides a detailed description of these needed repairs. Bids are solicited from qualified contractors (those who have applied to participate in this program and have been certified by this department) and bids are opened publicly and reviewed to determine the lowest responsible bidder. All bids are then awarded by the Orange County Board of Commissioners upon the recommendation of this department. Once a pre-construction conference has been conducted and work begun, the Rehab Specialist monitors the work daily. Once completed a final inspection is conducted by the Rehab Specialist and the County Inspection Depart to insure that the unit is in compliance with applicable housing codes. The Contractor is required to guarantee his work for a period of one year after the final inspection. A copy of the County's Housing Rehabilitation Policy Handbook can be forwarded at your • LCC-205 (Rev. 1/1987) CONTRACT TO AUDIT ACCOUNTS of Ch-anger crulnty- Nnrth 0-arn14na Governmental Unit) This agreement, made this 5th _ day of March , 19._,8_7, by and between 'Pni,cha goss & -CO. , Auditor P. 0' — , hereinafter referred to as the Auditor, and Board of County Commissionersf Orange County hereinafter referred Governing Body Governmental Unit to as the Governmental Unit, as follows: 1. The Auditor shall examine all statements and disclosures required by generally accepted accounting principles and additionally required legal disclosures of all funds and/or divisions of the Governmental Unit for the period beginning July 1 , 19 86 , and ending JUnP 10 19.R7 . The combining, individual fund,and account group financial statements and schedules shall be subjected to the auditing procedures applied in the examination of the combined financial statements and an opinion will be rendered in relation to the combined financial statements taken as a whole. The Audit will have no scope limitations except: 2. The Auditor shall conduct his examination and render his report in accordance with generally accepted auditing standards.The examina- tion shall include such tests of the accounting records and such other auditing procedures as are considered by the Auditor to be necessary in the circumstances, except as follows; (See item 4 of Instructions) 3. It is agreed that generally accepted auditing standards include a review of the Governmental Unit's system of internal control and account- ing as same relates to accountability of funds and adherence to budget and law requirements applicable thereto; that the Auditor will make a written report,which may or may not be a part of the written report of audit, to the Governing Body setting forth his findings, together with his recommendations for improvement.The Auditor shall file a copy of said report with the Secretary of the Local Govern- ment Commission. 4. The Auditor shall,after completing his examination,submit to the Governing Body a written report of audit. This report shall include, at least,the financial statements and notes thereto prepared in accordance with generally accepted accounting principles,combining and supplementary information requested by the client or required for full disclosure under the law and the auditor's opinion on the material presented. The Auditor shall furnish 10 copies of the report of audit to the Governing Body as soon as practical after the close of the accounting period. The Auditor shall file a copy of said report of audit with the Secretary of the Local Government Commission. 5. It is agreed that time is of the essence in this contract. All audits are to be performed and the report of audit submitted by September 30 . 19 87 . 6. Should circumstances disclosed by the audit call for a more detailed investigation by the Auditor than necessary under ordinary circumstances, the Auditor shall inform the Governing Body in writing of the need for such additional investigation and the additional compensation required therefor. Upon approval by the Secretary of the Local Government Commission, this agreement may be varied or changed to include the increased time and compensation as may be agreed upon by the Governing Body and the Auditor. 7. The Auditor shall perform a compliance examination for all Federal financial assistance programs in accordance with the Single Audit Act of 1984 (Pub. L. No. 98-502). The Auditor will file three copies of all financial and compliance reports required under the Single Audit Act of 1984 with the Secretary of the Local Government Commission.(This includes the report required in paragraph 3.)(See Items 7 and 9 of Instructions) 8. The Auditor shall conduct a compliance examination on State funds in accordance with applicable laws,rules,regulations and generally accepted auditing standards.The Auditor's Internal Control report and Compliance Opinion in Paragraph 7 above will be expanded to include State funds. (See Item 9 of Instructions) 9. In consideration of the satisfactory performance of the provisions of this agreement,the Governmental Unit shall pay to the Auditor,upon approval by the Secretary of the Local Government Commission, a fee of: C.AFB and certification of tax levy $25,000 10. There are no other agreements between the parties hereto and no other agreemen s elaEive Ft eeftdtashag ll iifokca1nless entered $11,500 into in accordance with the procedure set out herein and approved by the Secretary of the Local Government Commission. 11. There are no special provisions, except: 12. All of the above paragraphs are understood and shall apply to this agreement,except the following numbered paragraphs shall be deleted: (See Item 9 of Instructions) Touche Ross & Co. Orange County, North Carolina or Audit Cuing Body/ By �i6.R/4/ 404464.6%, By l7f Approved by the Secretary of the Local Government Commis- This instrument has been preaudited in the manner required by lion as provided in Article 3,Chapter 159 of the General Statutes the Local Government Budget and Fiscal Control Act or by the or Article 31, Part 3, Chapter 115C of the General Statutes. School B get and Fiscal Control t. Yt• ti Fort Secre ) Finance Officer Date APR 2 8 1987 Date C. - 5 e7 File in Triplicate (See Instructions on reverse side) 1 . ONIUNAL THE AMERICAN INSTITUTE OF ARCHITECTS 41M11111 MA Document 8157 Abbreviated Form of Agreement Between Owner and Architect • For Construction Projects of Limited Scope 1978 EDITION THIS DOCUMENT HAS IMPORTANT LEGAL CONSEQUENCES;CONSULTATION WITH AN A7TORNEY IS ENCOURAGED WITH RESPECT TO ITS COMPLETION OR MODIFICATION AGREEMENT made as of the Eighth day of April in the year of Nineteen Hundred and Eighty Seven BETWEEN the Owner: County of Orange North Carolina 106 East Margaret Lane Hillsborough NC 27278 and the Architect: Roman Kolodij AIA Architect • 121 South Estes Drive Suite 103 Chapel Hill NC 27514 For the following Project: (Includes detailed description of Project location and scope.) Renovations to Homestead Community Center Homestead Road Orange County, North Carolina . The Owner and the Architect agree as set forth below. Copyright 1974, O 1978 by The American Institute of Architects,1735 New York Avenue, N.W. Washington, D.C. 30006. Reproduction of the material herein or substantial quotation of its provisions without permission of the MA violates the copyright laws of the United States and will be subject to legal prosecution. MA DOCUMENT 1151 • ABBREVIATED OWNER-ARCHITECT AGREEMENT • JUNE 1978 EDITION • AIA• tD 197$• THE AMERICAN INSTITUTE OF ARCHITECTS,1735 NEW YORK AVENUE, N.W., WASHINGTON, D.C. 10006 B151-1978 1 • ORIGINAL Terms and Conditions of Agreement Between Owner and Architect ARTICLE 1 1.4.4 The Architect shall visit the site at intervals appro- ARCHITECT'S SERVICES priate to the stage of construction or as otherwise agreed AND RESPONSIBILITIES by the Architect in writing to become generally familiar with the progress and quality of the Work and to deter- mine Architect's Basic Services are as described un- mine in general if the Work is proceeding in accordance der the four Phases identified vi Services below described in Article with the Contract Documents. However, the Architect 10, and unless otherwise provided in inicle Article shall not be required to make exhaustive or continuous include normal structural, mechanical and clec10, on-site inspections to check the quality or quantity of the Work. On the basis of such on-site observations as an cal engineering services. architect, the Architect shall keep the Owner informed of 1.1 DESIGN PHASE the progress and quality of the Work, and shall endeavor to guard the Owner against defects and deficiencies in the 11.1 The Architect shall review with the Owner alterna- Work of the Contractor. tive approaches to design and construction of the Project. 1.1.2 Based on the mutually accepted program and Proj- 1.45 The Architect shall not have control or charge of pct budget requirements, the Architect shall prepare, for and shall not be responsible for construction means, approval by the Owner, Design Documents consisting of methods, techniques, sequences or procedures, or for drawings and other documents appropriate for the Proj- safety precautions and programs in connection with the ,and shall submit to the Owner a Statement of Proba- Work, for the acts or omissions of the Contractor, Sub- ect,Construction s Cost. contractors or any other persons performing any of the ble Work, or for the failure of any of them to carry out the 1.2 CONSTRUCTION DOCUMENTS PHASE Work in accordance with the Contract Documents. 1.2.1 Based on the approved Design Documents,the Ar- 1.4.6 The Architect shall at all times have access to the chitect shall prepare, for approval by the Owner, Con- Work wherever it is in preparation and progress. struction Documents consisting of Drawings and Specifi- cations setting forth in detail the requirements for the 1.4.7 The Architect shall determine the amounts owing construction of the Project and shall advise the Owner to the Contractor based on observations at the site and of any adjustments to previous Statements of Probable on evaluations of the Contractor's Applications for Pay- Construction Cost, ment, and shall issue Certificates for Payment in such 1.2.2 The Architect shall assist the Owner in connection amounts. with the Owner's responsibility for filing documents re- 1.4.8 The issuance of a Certificate for Payment shall con- quired for the approval of governmental authorities hav- stitute a representation by the Architect to the Owner, ing jurisdiction over the Project. based on the Architect's observations at the site as pro- vided in Subparagraph 1.4.4 and on the data comprising 1.3 BIDDING OR NEGOTIATION PHASE the Contractor's Application for Payment,that,to the best 1.3.1 Unless provided in Article 10, the Architect, fol- of the Architect's knowledge, information and belief, the lowing the Owners approval of the Construction Docu- Work has progressed to the point indicated;the quality of ments and of the most recent Statement of Probable Con- the Work is in accordance with the Contract Documents struction Cost, shall assist the Owner in obtaining bids or (subject to an evaluation of the Work for conformance negotiated proposals and in awarding contracts for con- with the Contract Documents upon Substantial Comple- struction. tion,to the results of any subsequent tests required by or performed under the Contract Documents, to minor 1.4 CONSTRUCTION PHASE—ADMINISTRATION OF THE deviations from the Contract Documents correctable prior CONSTRUCTION CONTRACT to completion,and to any specific qualifications stated in 1.4.1 The Construction Phase will commence with the the Certificate for Payment); and that the Contractor is award of the Contract for Construction and will terminate entitled to payment in the amount certified. However,the when final payment to the Contractor is due, or in the issuance of a Certificate for Payment shall not be a repre- absence of a final Certificate for Payment or of such due sentation that the Architect has made any examination to date, sixty days after the Date of Substantial Completion ascertain how and for what purpose the Contractor has of the Work,whichever occurs first. used the moneys paid on account of the Contract Sum. 1.4.2 Unless otherwise provided in this Agreement and 1.4.9 The Architect shall be the interpreter of the re- incorporated ip the Contract Documents, the Architect quirements of the Contract Documents and the judge of shall provide administration of the Contract for Construc- the performance thereunder by both the Owner and tion as set forth below and in the edition of AIA Docu- Contractor, and shall render written decisions on all ment A201, General Conditions of the Contract for Con- claims, disputes and other matters in question between struction, current as of the date of this Agreement. the Owner and the Contractor. In the capacity of inter- 1.4.3 The Architect shall be a representative of the preter and judge, the Architect shall endeavor to secure Owner during the Construction Phase. Instructions to the faithful performance by both the Owner and the Con- Contractor shall be forwarded through the Architect. tractor,shall not show partiality to either,and shall not be AIA DOCUMENT 6151 • ABBREVIATED OWNER-ARCHITECT AGREEMENT • JUNE 1978 EDITION • MAO m 1978• THE AMERICAN INSTITUTE OF ARCHITECTS,1735 NEW YORK AVENUE, N.W., WASHINGTON. D.C. 20006 B151-1978 2 ORIGINAL liable for the result of any interpretation or decision ports as required by law or the Contract Documents. rendered in good faith in such capacity. 2.4 The Owner shall furnish all legal, accounting and 1.4.10 The Architect shall have authority to reject Work insurance counseling services as may be necessary at any which does not conform to the Contract Documents,and time for the Project, including such auditing services as will have authority to require special inspection or testing the Owner may require to verify the Contractor's Applica- of the Work whenever,in the Architect's reasonable opin- tions for Payment or to ascertain how or for what pur- ion, it is necessary or advisable for the implementation of poses the Contractor uses the moneys paid by the Owner. the intent of the Contract Documents. 2.5 The services, information, surveys and reports re- 1.4.11 The Architect shall review and approve or take quired by Paragraphs 2.2 through 2.4 inclusive shall be other appropriate action upon the Contractor's submittals furnished at the Owner's expense,and the Architect shall such as Shop Drawings, Product Data and Samples, but be entitled to rely upon the accuracy and completeness only for conformance with the design concept of the thereof. Work and with the information given in the Contract 2.6 If the Owner observes or otherwise becomes aware Documents. Such action shall be taken with reasonable of any fault or defect in the Project or nonconformance promptness so as to cause no delay. The Architect's ap- with the Contract Documents, prompt written notice proval of a specific item shall not indicate approval of an thereof shall be given by the Owner to the Architect. assembly of which the item is a component. 2.7 The Owner shall furnish required information and 1.4.12 The Architect shall prepare Change Orders for the shall render approvals and decisions as expeditiously as Owner's approval and execution,and shall have authority necessary for the orderly progress of the Architect's serv- to order minor changes in the Work not involving an ices and of the Work. adjustment in the Contract Sum or an extension of the Contract Time. ARTICLE 3 1.4.13 The Architect shall conduct inspections to deter- mine the Dates of Substantial Completion and final corn- CONSTRUCTION COST pletion, and shall issue a final Certificate for Payment. 3.1 DEFINITION 1.4.14 The extent of the duties,responsibilities and limita- 3.1.1 The Construction Cost shall be the total cost or tions of authority of the Architect as the Owner's repre- estimated cost to the Owner of all elements of the Project sentative during construction shall not be modified or ex- designed or specified by the Architect. tended without written consent of the Owner, the Con- 3.1.2 The Construction Cost shall include at current mar- tractor and the Architect. ket rates, including a reasonable allowance for overhead 1.5 ADDITIONAL SERVICES and profit, the cost of labor and materials furnished by 1.5.1 Additional Services shall be provided if authorized the Owner and any equipment which has been designed, or confirmed in writing by the Owner or if included in specified, selected or specially provided for by the Archi- Article 10, and they shall be paid for by the Owner as test. provided in this Agreement. 3.1.3 Construction Cost does not include the compensa- 1.5.2 If the Owner and the Architect agree that more tion of the Architect and the Architect's consultants, the extensive representation at the site than is described in cost of the land, rights-of-way, or other costs which are Paragraph 1.4 shall be provided, such additional project the responsibility of the Owner as provided in Article 2. representation shall be provided and paid for as set forth 3.2 RESPONSIBILITY FOR CONSTRUCTION COST in Article 10. 3.2.1 It is recognized that neither the Architect nor the 1.6 TIME Owner has control over the cost of labor, materials or 1.6.1 The Architect shall perform services as expediti- equipment,over the Contractor's methods of determining ously as is consistent with professional skill and care and bid prices, or over competitive bidding, market or nego- the orderly progress of the Work. tiating conditions. Accordingly, the Architect cannot and does not warrant or represent that bids or negotiated ARTICLE 2 prices will not vary from any Statement of Probable Con- struction OWNER'S RESPONSIBILITIES struction Cost or other cost estimate or evaluation pre- THE by the Architect. The following services and responsibilities, and 3.2.2 No fixed limit of Construction Cost shall be estab- any others so indicated in Article 10, shall be un- lished as a condition of this Agreement by the furnishing, dertaken by the Owner. proposal or establishment of a Project budget, unless such 2.1 The Owner shall provide full information including fixed limit has been agreed upon in writing and signed by a program, ,which shall set forth the Owner's design the parties hereto. If such a fixed limit has been estab- objettives, constraints and criteria. lished, the Architect shall be permitted to include con- objectives, for design, bidding and price escalation, to de- 2.2 The Owner shall furnish a legal description and a termine what materials, equipment, component systems certified land survey of the site and the services of soil and types of construction are to be included in the Con- engineers or other consultants when such services are tract Documents, to make reasonable adjustments in the deemed necessary by the Architect, scope of the Project and to include in the Contract Doc- 2.3 The Owner shall furnish structural, mechanical, uments Alternate Bids to adjust the Construction Cost to chemical and other laboratory tests, inspections and re- the fixed limit. Any such fixed limit shall be increased in 3 B151-1978 AIA DOCUMENT P151 • ABBREVIATED OWNER-ARCHITECT AGREEMENT • B./NE 1976 EDITION • AIAe 0 1975•THE AMERICAN INSTITUTE OF ARCHITECTS,1735 NEW YORK AVENUE, N.W., WASHINGTON, D-C. 20006 . _ _ ORIGINAL . . the amount of any increase in the Contract Sum occurring carried by the Architect and the Architects con- after execution of the Contract for Construction. sultants. 3.23 Any Project budget or fixed limit of Construction 4.5 Payments on account of the Architect's Additional Cost shall be adjusted to reflect any change in the general Services and for Reimbursable Expenses as defined in level of prices in the construction industry between the Paragraph 4.4 shall be made monthly upon presentation date of submission of the Construction Documents to the of the Architects statement of services rendered or ex- Owner and the date on which proposals are sought. penses incurred. 32.4 If a fixed limit of Construction Cost (adjusted as 4.6 No deductions shall be made from the Architect's provided in Subparagraph 3.2.3) is exceeded by the low- compensation on account of sums withheld from gay- est bona fide bid or negotiated proposal,the Owner shall ments to contractors. (1) give written approval of an increase in such fixed limit, 4.7 If the Project is suspended or abandoned in whole (2) authorize rebidding or renegotiating of the Project or in part for more than three months, the Architect shall within a reasonable time, (3) if the Project is abandoned, be compensated for all services performed prior to receipt terminate in accordance with Paragraph 7.2, or (4) coop- of written notice from the Owner of such suspension or erate in revising the Project scope and quality as required abandonment, together with Reimbursable Expenses then to reduce the Construction Cost. In the case of (4), pro- due and all Termination Expenses as defined in Paragraph vided a fixed limit of Construction Cost has been estab- 7.4. If the Project is resumed after being suspended for lished as a condition of this Agreement, the Architect, more than three months, the Architect's compensation without additional charge,shall modify the Drawings and shall be equitably adjusted. Specifications as necessary to comply with the fixed limit. The providing of such service shall be the limit of the ARTICLE 5 Architect's responsibility arising from the establishment of OWNERSHIP AND USE OF DOCUMENTS such fixed limit, and having done so, the Architect shall be entitled to compensation for all services performed, in Si Drawings and Specifications as instruments of serv- accordance with this Agreement,whether or not the Con- ice are and shall remain the property of the Architect struction Phase is commenced. whether the Project for which they are made is executed or not.The Owner shall be permitted to retain copies, in- cluding reproducible copies, of Drawings and Specifica- ARTICLE 4 Lions for information and reference in connection with PAYMENTS TO THE ARCHITECT the Owner's use and occupancy of the Project.The Draw- ings and Specifications shall not be used by the Owner on 4.1 An initial payment as set forth in Paragraph 9.1 is other projects, for additions to this Project, or for com- the minimum payment under this Agreement. pletion of this Project by others provided the Architect is 4.2 Subsequent payments for Basic Services shall be not in default under this Agreement,except by agreement made monthly and shall be in proportion to services per- in writing and with appropriate compensation to the formed within each Phase. Architect. 4.3 When compensation is based on a percentage of 5.2 Submission or distribution to meet official regula- Construction Cost, and any portions of the Project are tory requirements or for other purposes in connection deleted or otherwise not constructed, compensation for with the Project is not to be construed as publication in such portions of the Project shall be payable to the extent derogation of the Architect's rights. services are performed on such portions, in accordance with the schedule set forth in Subparagraph 9.2.2, based ARTICLE 6 on (1) the lowest bona fide bid or negotiated proposal,or ARBITRATION (2) if no such bid or proposal is received, the most recent Statement of Probable Construction Cost. 6.1 All claims, disputes and other matters in question 4.4 Reimbursable Expenses include actual expenditures between the parties to this Agreement, arising out of or made by the Architect in the interest of the Project for: relating to this Agreement or the breach thereof, shall be .1 expense of transportation and living expenses in decided by arbitration in accordance with the Construc- connection with out-of-town travel, authorized by tion Industry Arbitration Rules of the American Arbitra- the Owner, tion Association then obtaining unless the parties mutu- ally agree otherwise. No arbitration, arising out of or re- 3▪ fees paid for securing approval of authorities hav- lating to this Agreement, shall include, by consolidation, ing jurisdiction over the Project, joinder or in any other manner, any additional person not a party to this Agreement except by written consent .4 reproductions, containing a specific reference to this Agreement and 5 postage and handling of Drawings and Specifica- signed by the Architect,the Owner,and any other person tions, sought to be joined. Any consent to arbitration involving .6 renderings and models requested by the Owner, an additional person or persons shall not constitute con- .7 expense of overtime work requiring higher than sent to arbitration of any dispute not described therein. regular rates, if authorized by the Owner, This Agreement to arbitrate and any agreement to arbi- .8 expense of any additional insurance coverage or trate with an additional person or persons duly consented limits, including professional liability insurance, to by the parties to this Agreement shall be specifically requested by the Owner in excess of that normally enforceable under the prevailing arbitration law. . AIA DOCUMENT /757 • ABBREVIATED OWNER-ARCHITECT AGREEMENT • JUNE 1978 EDITION • AIAs 0 1978• THE AMERICAN INSTITUTE OF ARCHITECTS,1735 NEW YORK AVENUE, N.W., WASHINGTON, D.C. 20006 8151-1978 4 ORIGINAL 6.2 In no event shall the demand for arbitration be .2 10 percent if termination occurs during the Con- made after the date when institution of legal or equitable struction Documents Phase,or proceedings based on such claim, dispute or other matter .3 5 percent if termination occurs during any subse- in question would be barred by the applicable statute of quent phase. limitations. 6.3 The award rendered by the arbitrators shall be ARTICLE 8 final,and judgment may be entered upon it in accordance MISCELLANEOUS PROVISIONS with applicable law in any court having jurisdiction thereof. 8.1 This Agreement shall be governed by the law of the principal place of business of the Architect. ARTICLE 7 8.2 Al between the parties to this Agreement: as to all acts or failures to act by either party to this Agreement, TERMINATION OF AGREEMENT any applicable statute of limitations shall commence to 7.1 This Agreement may be terminated by either party run and any alleged cause of action shall be deemed to party have accrued in any and all events not later than the upon seven days' written notice should the other par relevant Date of Substantial Completion of the Work,and fail substantially to perform in accordance with its terms as to any acts or failures to act occurring after the relevant through no fault of the party initiating the termination. Date of Substantial Completion,not later than the date of 7.2 This Agreement may be terminated by the Owner issuance of the final Certificate for Payment. upon at least seven days' written notice to the Architect 8.3 The Owner and the Architect, respectively, bind in the event that the Project is permanently abandoned. themselves, their partners, successors, assigns and legal 7.3 In the event of termination not the fault of the representatives to the other party to this Agreement and Architect, the Architect shall be compensated for all to the partners, successors, assigns and legal representa- services performed to termination date, together with Re- tives of such party with respect to all covenants of this imbursable Expenses then due and all Termination Ex- Agreement. Neither the Owner nor the Architect shall penses as defined in Paragraph 7.4. assign, sublet or transfer any interest in this Agreement 7.4 Termination Expenses include expenses directly at- without the written consent of the other. tributable to termination for which the Architect is not 8.4 This Agreement represents the entire and inte- otherwise compensated, plus an amount computed as a grated agreement between the Owner and the Architect percentage of the total compensation earned to the time and supersedes all prior negotiations, representations or of termination, as follows: agreements,either written or oral.This Agreement may be .1 20 percent if termination occurs during the Design amended only by written instrument signed by both Phase, or Owner and Architect. AM DOCUMENT X151 • ABBREVIATED OWNER-ARCHITECT AGREEMENT • IUNE 1978 EDITION • AIA• S 1151-1978 m 1978• THE AMERICAN INSTITUTE OF ARCHITECTS,1735 NEW YORK AVENUE, N.W., WASHINGTON, D.C. 20EO6 ORIGINAL ARTICLE 9 BASIS OF COMPENSATION The Owner shall compensate the Architect for the Services provided, in accordance with Article 4, Payments to the Architect,and the other Terms and Conditions of this Agreement,as follows: 9.1 AN INITIAL PAYMENT OF six hundred dollars (S 600.00 ) shall be made upon execution of this Agreement and credited to the Owner's account as follows: Amount of initial payment shall be credited to the final invoice for Architectural Services. 9.2 BASIC COMPENSATION 9.2.1 FOR BASIC SERVICES, as described in Paragraphs 1.1 through 1.4 or identified as such in Article 10,Basic Corn- pensation shall be computed as follows: (Here insert basis of compensation, including fixed amounts,multiples or percentages, and identify Phases to which particular methods of com- pensation apply,if necessary.) Basic services shall be charged at 10% of construction costs, estimated as follows: Estimated Construction Budget: $ 63,637.00 Architect's Fees: 6,363.00 9.2.2 Where compensation is based on a Stipulated Sum or Percentage of Construction Cost, payments for Basic Ser- vices shall be made as provided in Subparagraph 4.2 so that Basic Compensation for each Phase shall equal the following percentages of the total Compensation payable: (include any additional phases as appropriate.) Design Phase: thirty-five percent( %) 35% Construction Documents Phase: forty percent( %)40% Bidding or Negotiation Phase: five .percent( %) 5% Construction Phase: twenty percent( %) 20% 9.3 FOR ADDITIONAL SERVICES provided under Paragraph 1.5 or identified as such in Article 10, compensation shall be computed as follows: 1.5 times hourly rates for employees ($18.00/hr) (Here insen basis of compensation, including rates and/or multiples of Direct Personnel Expense for Principals,consultants and employees. Iden- tify specific types of consultants in Article 10,if required.Principal at $50.00/hr 1.2 times invoice for consult4.nts authorized by Owner 9.4 Payments due the Architect and unpa11�1�F117 rtfik'AgereMPArki FM b gr i'rgiaCfftrm the date payment is due at the rate entered below, or in the absence thereof, at the legal rate prevailing at the principal place of busi- ness of the Architect. (Here insert any rate of interest agreed upon.) (Usuary laws and requirements under the Federal Truth in Lending Act,similar state and local consumer credit laws and other regulations at the Owner's and Architect's principal places of business, the location of the Project and elsewhere may affect the validity of this provision. Specific legal advice should be obtained with respect to deletion, modification,or other requirements such as written disclosures or waivers.) 9.5 The Owner and the Architect agree in accordance with the Terms and Conditions of this Agreement that: 9.5.1 IF THE SCOPE of the Project or of the Architect's Services is changed materially,the amounts of compensation shall be equitably adjusted. 93.2 IF THE SERVICES covered by this Agreement have not been completed within 45 days ( ) months of the date hereof, through no fault of the Architect, the amounts of compensation, rates and multiples set forth herein shall be equitably adjusted. AIA DOCUMENT 1151 • ABBREVIATED OWNER-ARCHITECT AGREEMENT • JUNE 1978 EDITION • MA• IV 1978• THE AMERICAN INSTITUTE OF ARCHITECTS,1735 NEW YORK AVENUE, N.W., WASHINGTON. D.C. 20006 B151-1978 6 • � T ORIINAL ARTICLE 10 OTHER CONDITIONS OR SERVICES (Describe any services not included above which are to be performed by the Architect or Owner.State whether ser- vices to be provided by the Architect are Basic Services or Additional Services.) Provisions of this contract to include all provisions in attached proposal from the Architect. Addendum to 1.6 Time: 1.6.2 Work not submitted within the 45 day completion period will be subject to a penalty of $75 per day until receipt of work by the County, extinuating circumstances will be reviewed by the County in the event of request for time extension by Architect. !ten., ;nce.:v?:ce. !i? he a,.ar.,.r rqc::•e i by Inca! Coverrnv:at ant) risc22 :. .:.1 Act. Finance tie e-�, _• %)Y.L gc This Agreement entered into as of the day and year first written above. OWNER fAitc4z. ARCHITECT Count of Orange Roman Kolodij 106 E. Margaret Lane 121 South Estes Drive ` ite 103 Hillsborough NC 27278 Chapel Hill NC 27514 AIA DOCUMENT 11151 • ABBREVIATED OWNER-ARCHITECT AGREEMENT • JUNE 1978 EDITION • MAB 7 4151.1978 m 1978• THE AMERICAN INSTITUTE OF ARCHITECTS,1735 NEW YORK AVENUE, N.W., WASHINGTON, D.C. 20006 P R O C L A M A T I O N WHEREAS , According to the latest population figures , there are over 9 ,000 persons over 60 years of age in Orange County; and, WHEREAS, Orange County is proud of the older adults who live here and wishes to show appreciation for what they have given and for what they have contributed to their County, State and Nation; and, WHEREAS, Because of them, the rest of the citizens enjoy the fruits of their visions and their labors , and their example is an inspiration to continue to make Orange County a good place in which to live; and, WHEREAS , Orange County wishes to set aside a special month for recog- nition of the older segment of its citizenry; and, NOW, THEREFORE, We, the Orange County Board of Commissioners , join the Governor of North Carolina and the President of the United States in PROCLAIMING May, 1987 OLDER AMERICANS MONTH AND, further, do encourage all citizens to join us in honoring our older Americans. Shirley Ma hall, Chair Orange County Board of Commissioners P R O C L A M A T I O N WHEREAS, Senior Centers affirm the dignity, self-worth and independence of older persons by facilitating their decisions and actions , tapping their experiences , skills and knowledge, and enabling their continued contribution to the Community; and, WHEREAS, Senior centers function as service delivery focal points , helping older persons to help themselves and each other, and offering services or access to community services , as needed; and, WHEREAS, Orange County has established a Hillsborough Senior Center and a Chapel Hill/Carrboro Senior Center and has supported Senior Nutrition Sites throughout the County to serve older adults; and, WHEREAS, Senior Centers in our County serve as a viable commitment to our older residents ; , NOW, THEREFORE, We, the Orange County Board of Commissioners , HEREBY PROCLAIM the week of May 10 through 16 , 1987 SENIOR CENTER WEEK IN ORANGE COUNTY And, further, encourage all citizens to visit a senior center in their area. Shirley el(/,1-414W‹ rshall , Chair Orange County Board of Commissioner$ RESOLUTION WHEREAS, the Chapel Hill-Carrboro City Schools are in need of two additional classroom units, and WHEREAS, construction of the classroom units needs to begin this Spring to allow the necessary lead time to complete the units for the beginning of school next fall, and WHEREAS, the Chapel Hill-Carrboro City Schools have requested that the Orange County Board of Commissioners appropriate $100,000 for the construction of the two classroom units in the 1987-88 County budget, and WHEREAS, The Chapel Hill-Carrboro City Schools need the assurance from the Orange County Board of Commissioners that the funds will be appropriated before proceeding with the construction. NOW, THEREFORE, BE IT RESOLVED that the Board of Commissioners assures the Chapel Hill-Carrboro City Schools that $100,000 will l-be appropriated for the construction of two additional classroom units in the 1987-88 County budget. Adopted this '21st day of April, 1987. g:2" Shirley E. Mar all, Chair Orange County Board of Commissioners ATTEST: :everly Blyth Clerk to the Orange County Board of Commissioners MEMORANDUM OF UNDERSTANDING BETWEEN THE ORANGE SOIL AND WATER CONSERVATION DISTRICT and the SOIL CONSERVATION SERVICE, USDA and the COUNTY OF ORANGE, NORTH CAROLINA This Memorandum of Understanding is between the Orange Soil and Water Conservation District, hereinafter called the District, and the Soil Conservation Service, hereinafter called the Service, and the County of Orange, North Carolina, hereinafter called the County. The District, the Service, and the County have the common objective of helping to bring about the conservation, development, and wise use of land, water, and related resources. They, therefore, enter into this Memorandum of Understanding as the foundation for an enduring cooperative working agreement. Under the terms of the Soil Conservation Act of 1935 and other Acts, the Soil Conservation Service is authorized to cooperate with and to furnish assistance to the District for conservation and resource development work. The General Statutes of North Carolina establishes the District as a governmental subdivision of the State of North Carolina for the purpose of exercising public powers in connection with the conservation and development of soil , water, and related natural resources. The General Statutes of North Carolina authorize the County to possess property, and exercise all of those powers conveyed by law to the County in the interest of the health, safety, and general welfare of all the residents residing within the corporate limits and within the boundaries of the County. WHAT THE DISTRICT WILL DO: 1 . With the help of the County, Service, and others, will develop and keep current a long range program of natural resource conservation. 2. Make available to the County, and coordinate, such technical assistance as available, to assist the County in helping to bring about the conservation, development, and wise use of land, water, and related resources. 3. Provide assistance to the County in accordance with the annual work plan prepared by the District in consultation with the County and the Service. 4. Provide assistance to the County in accordance with priorities set by the County for the kind and amounts of work to be performed, including help with an effective sedimentation and erosion control program. 5.. Furnish-the County annually an estimate of the cost of providing the kinds and amounts of assistance requested by the County. 6. Provide the County progress reports annually, or as requested, showing type and amount of work done. 7. Provide the County soil survey interpretations and review and make written comments on problems of water disposal , drainage, erosion and sedimentation control , beautification, pollution control and related matters as requested by the County. WHAT THE SERVICE WILL DO: 1. Make available through the District, such personnel as available to assist the County in helping to bring about the conservation, development, and wise use of land, water and related resources. 2. Provide assistance to the District and County in accordance with priorities set by the District for the kinds and amounts of work to be performed. 3. Assist the County in accordance with an annual plan of operation prepared by the Service in consultation with the District and the County. 4. Be responsible for technical supervision of all assistance provided the District and the County, 5. Assist the District and the County in establishing and maintaining standards and specifications for conservation use and treatment of land. 6. Assist the District and County in preparing and implementing resource conservation plans within the limits outlined above. WHAT THE COUNTY WILL DO: 1 . Develop procedures for the orderly and progressive handling of request for services to be provided by the District. It shall be the responsibility of the County to inform recipients of services provided by the District of these procedures. 2. Furnish the District annually, an estimate of the number of requests for services it will submit to the District in the coming year. The County will submit its estimate to the District 30 days before a budget estimate is needed by the County. T • 3. Be responsible for such enforcement as required to insure the conservation, development and wise use of land, water, and related resources within the County. Development will be done in accordance with approved conservation plans and adopted standards and specifications. IT IS FURTHER UNDERSTOOD: 1 . Either party, as mutually agreed upon, will provide or arrange for such additional services, facilities, equipment, materials, and arrangements as may be required to achieve common objectives. 2. Personnel and facilities of the County, the Service, and the District shall be under the jurisdiction of their respective employers; each retaining the right to establish headquarters for its personnel at such places as it deems most appropriate. 3. Funds supplied the District by the County will be transferred to the to the treasurer of the District to be expended under direction of the District. 4. Personnel and facilities supplied with County funds shall be under the administrative jurisdiction of the County and technically responsible to the District Conservationist of the Service. 5. Neither the County, the District, nor the Service be bound by any obligation in this Memorandum or any Supplement thereto, or other appropriate arrangements which will involve the expenditure of funds in excess of that authorized by law. 6. Any Supplemental Memorandum of Understanding or other appropriate arrangements now in effect between the District and the Service shall remain in full force and effect. 7. This Memorandum of Understanding will be effective when signed by the three parties involved. It may be modified or terminated at any time by mutual consent of the parties hereto, or may be terminiated . -5- by any one of the parties alone by giving sixty (60) days notice in writing to the other. -6_ ORANGE SOIL AND WATER • CONSERVATION DISTRICT BY 11.1„ip--e_ Chairman DATE Lf 7�etn d_ `-, ,q7 The signing of this Memorandum of Understanding was authorized by a reso ion of the District Governing Body adopted at a meeting held on ,s1 X917 . ( F Secretary, Orange Soil and Wate Conservation District t4 /f ' Date ORANGE COUNTY BOARD OF CO ISSIONERS BY Chair: • DATE 41.11 /92/7 The signing of this Memorandum of Understanding was authorized by a resolution o the Orange Count Board of Commissioners at a meeting held on _, 01,/ /9f7 _1 Clerk o the/: •ard of omrni sioners Date • / a97� USDA, SOIL CONSERVATION SERVICE BY State Conservationist DATE ti I • @range Cinuntj Public or; arks HERE TO PROVIDE THE MOST EFFECTIVE, EFFICIENT SERVICE AT THE LEAST POSSIBLE of 0 COST. iip at p Orf4 PO REPORT TO THE ORANGE COUNTY BOARD OF COMMISSIONERS "IN—HOUSE MAINTENANCE VERSUS CONTRACT MAINTENANCE " Wilbert J: McAdoo, Director April 17/ 1987 A study was undertaken pursuant to the Board of Commissioners objective to review the question of in-house maintenance versus contract maintenance. This report will express the findings of the study pertaining to the following: * Cost comparison in-house repairs versus local vendor repairs; * Recommended ratio of vehicles to mechanics * What the records indicate as the best mileage level to dispose of vehicles; * projected fleet size in five years * Facilities * Areas for further study. In-house repairs vs. contract repair with local vendors JOB DESCRIPTION COUNTY DEALER C % OF DEALER F % OF COST *1 DIFF. *2 DIFF. Complete Brakes 109. 00 184. 00 68% 155. 00 42% A/C condensor assembly. 181.86 395. 00 117.2% 239.75 31. 8% Exhaust Resonator 22 . 00 specialized shop 64.25 192% (tail pipe) required Tires (Radial/installed) 47. 02 59. 00 25. 48% Belts (complete change- 28 .46 50. 00 75. 69% 40. 00 40. 53% out) Tune-up (includes plugs, 45. 00 65. 00 44 .44% 65. 00 44 . 44% air & fuel filter) Replace battery & check 65. 00 80. 0 23 . 1% 82. 95 27. 62% electrical system *1. Dealership's hourly labor cost is $32 . 00 60% higher than county rate. *2 . Dealerships hourly labor cost is $26. 00 30% higher than county rate. It should be noted that difficulty arises when attempting to compare equal jobs. The dealership costs are based on estimates of what they believe it will take, county costs are based on actual repair orders. We have, however, attempted to cost all components alike. ADVANTAGES/DISADVANTAGES There are certain advantages to a contract facility such as: 1. ) There would be less overhead required if the County would contract out the entire function. No further expansion or capital equipment would be required. Page 2 2. ) Reduced personnel cost. The County would have no in-house maintenance facilities thereby requiring no mechanics, helpers, etc. Unfortunately the disadvantages far outweigh the advantages. We thought we understood the potential problem areas in contracting out maintenance services but after talking to entities with contracted facilities it was clear, we had only touched the tip of the iceberg! The following are factors identified as problem in the contracting arrangement: 1. ) Increased down-time on vehicles due to "waiting your turn" at the contractors garage. Contractors will take cash-paying customers before they take charge customers, because of the cash turn around. We felt that service would be better if the garage had a contract with the entity. However, Federal personnel who have a contracted maintenance program, could not agree with us on that point. With or without contract, they felt the contractor did not give the vehicle the same priority that an in-house mechanic would have. 2. ) Loss of staff time transporting vehicle to and from the various garages. Unless the employee was to wait on the vehicle not one, but two employees would be tied up moving each vehicle around. 3 . ) The County would experience a loss of priority setting and work scheduling. Since you are entirely at the mercy of the contractor you may not be able to depend on your vehicle being• where it is needed at the right time. 4. ) A primary complaint of the contract facility was that a contractor will only do work which is specifically authorized , ie. , he may notice a belt that is frayed and in danger of breaking when he is making the authorized repairs, but because you have not specifically told him to check and replace belts that service goes untouched. This ultimately increases the overall repair costs. Standard procedure in our garage would be to replace a frayed belt regardless of the problems they were to repair. 5. ) There is less control over the quality of parts used. You can indeed specify a brand or grade of repair part but in actuality that part may or may not be the one used. The monitoring process to insure quality parts were being used would be quite expensive. Page 3 6. ) Quality of workmanship is also a key issue. If the quality is low, call-backs would become a real time waster. 7. ) A problem related specifically to Orange County is the availability of contractors in our area. For the purpose of this report we considered only Hillsborough or Chapel Hill vendors for passenger car/light truck repairs. (To send the vehicle further on a routine basis would be time consuming as well as adding unnecessary miles to our vehicles. ) This would be a major consideration for Orange County since the vendor pool is so limited. We could easily create a monopolistic situation. 8 . ) Since Orange County has work hours outside the normal 8 : 00 a.m. - 5: 00 p.m. we would be very vulnerable when it came to emergency repairs. Currently a mechanic is on call so when a Sanitation truck or a Sheriff' s vehicle, Emergency Medical Service, etc. break down at 3 : 00 a.m. the repair can be taken care of quickly. 9. ) Orange County would, in its own best interest, require performance standards for repair vendors. With the increased work load, increased paperwork for billing, increased need for quality control the contractor would probably require additional personnel. He would pass that cost along to the County. 10. ) Governmental entities are afforded hugh discounts on items that are bid based on anticipated large volume. For example, the County purchases tires at about a 60% discount. The laws would not allow a private vendor to receive that price, however, so we would lose that advantage. 11. ) As a final note, it was called to our attention that it is much easier to close down an operation than it is to gear up to full speed again. The vendor realizes that and may "cut a deal" the first year to make the savings look enticing. However, the cost does indeed ebb upwards as time goes on and your options are more limited since it would generally require a large capital expenditure to reopen in-house operations. During the course of researching this subject we spoke with entities that no longer felt that contracting was their best deal, but to restock and restaff maintenance facilities would be staggering to their budget. The past five years have seen a growth in fleet size from 79 in 1981 to 125 vehicles in 1987. Not only has the number of vehicles increased but likewise the complexity of repair work. For example, five years ago we maintained four C.A.T. busses, in 1987 we maintain a fleet of nine; in 1981 we maintained five ambulances, in 1987 there are seven on the Page 4 maintenance list; in 1981 had two sanitation trucks while we currently maintain four. In addition, each new vehicle model brings new technological challenges, such as electronic ignition, fuel injection, on-board computers regulating engine functions, or advanced hydraulics which operate a sanitation packer unit. A model presented by APWA, presents an equivalency formula, which is an attempt to place all vehicles on an equal basis as dictated by their usage. For example, a normal annual mileage per vehicle is 12 , 000 miles. Therefore, according to the formula, a vehicle which has an annual mileage of 24, 000 miles has an equivalency of two vehicles. Likewise, this formula attempts to recognize that while passenger car and a sanitation truck are each one vehicle, the sanitation truck will require more repair hours simply due to the complexity of the machinery involved. Based on this formula, Orange County has a 125 vehicle fleet but, has a vehicle equivalency of 174. Mechanic to vehicle ratio we reviewed several methods used by the American Public Works Association to ascertain a recommended ratio of vehicles per mechanic. The recommendations covered a wide range with the top of the range indicating for our current fleet level of 125 vehicles we should have one supervisor and eleven mechanics with a lead mechanic for every five to six working mechanics. Realizing the loftiness of this recommenda- tion we have opted to use another formula which utilizes actual Orange County repair data. The results from this method indicate that Orange County, based on actual fleet size of 125 vehicles, should have one supervisor and 2 .4 working mechanics. When the vehicle equivalency (174) is factored in however, there is a need for 3 .4 mechanics plus one supervisor. As a matter of explanation of the process which yielded these results, the net available hours per year are divided by a key volume indicator which yields the number of vehicles each mechanic . should be able to handle. The data used to arrive at the key volume indicator comes from actual repair orders at the County garage last year. PROFILE OF FLEET During the past year Orange County staff have begun a process to schedule vehicles for replacement before they become such a large maintenance liability. In the past there was no formal effort to keep the fleet at an optimum operating age. The following data was assembled as of April 13 , 1987 and tends to prove our theory that vehicles should be disposed of around 100, 000 miles. Circumstances may cause an upward or downward adjustment in that mileage, but overall 100, 000 miles appears to be the most advantageous point of disposal. Page 5 MILEAGE OVERALL % OF FLEET % OF TOTAL MAINTENANCE (life of vehicle) SIZE RECEIVED THIS YEAR <50,000 45 21 50, 000 - 75, 000 16 14 75, 000 - 100, 000 7 8 100, 000 - 125, 000 16 19 >125, 000 16 38 The proposed vehicle replacement schedule, to be incorporated as part of the five-year CIP, will use the 100, 000 mile figure as rule of thumb for replacement period. Orange County during the last five years has experienced an 11. 6% annual growth rate. The chart presented below assumes a 10% growth rate for the next five years, primarily in passenger cars and light trucks. YEAR PROJECTED # OF VEHICLES 1987 (current) 125 1988 138 1989 151 1990 166 1991 183 1992 201 Please note that these growth projections do not factor in the impact of special allocations of vehicles, such as law enforcement take home fleet or coordinated agency transportation vehicles. FACILITIES The current Motor Pool Facility was constructed in 1976 at a cost of approximately $53, 000 plus an additional $12, 000 for equipment. The ' facility contains 4,239 sq. ft. of space. The current facility is less than adequate and does not possess sufficient space to provide the desired level of service. After much analysis of alternatives among staff, it was agreed upon that there were three options to be considered: 1) Expansion Construct an addition that would be attached to the existing facility. After consultation with a local contractor, it was determined that the expansion of the existing facility would not be feasible because of current site layout. Expansion would cause a portion of the existing facility to become nonfunctional; secondly, the cost for expansion would be more than new construction because of the design problem of adding Page 6 on to the portion of the building that was not designed for expansion. 2) The second option considered was the construction of a detached satellite garage. The satellite garage would be 4800 sq. ft. at a cost of $105, 000. The satellite garage would provide the actual work space needed, however it would not address the need for additional storage needs in other divisions of Public Works. The 4800 sq. ft. storage building would cost $95, 000. Disadvantages of a satellite garage is the need for duplicate supervisory personnel, loss of some control over parts and inventory and duplication of some equipment as it is not feasible to transport it from one building to another. Duplication of staff functions would be another result of a satellite garage, i.e. , data processing, inventory, work orders and other support functions. 3) The third option considered was the construction of a new centralized Motor Pool Facility and retention of the existing facility for storage purposes. The cost for a 13 , 600 sq. ft. facility would be $400,000. 00 which, is much greater than the cost for the other two options; however, the facility will be designed to accomodate the county' s needs for thirty years, which if amortized would cost $13 , 333 per year. The centralized facility will provide much more efficiency and consolidation of staff functions, i. e. , data processing, inventory control, purchasing. By centralizing the Motor Pool Facility labor, parts and equipment can be better utilized and in some cases reduced. After careful analysis of the advantages and disadvantages of several courses of action, it seems clear that construction of a new centralized Motor Pool facility would provide an adequate and efficient facility with the least negative impacts. This is an investment that will not get any cheaper as building and equipment cost continues to rise. The number of vehicles and equipment will also continue to increase as Orange County grows by leaps and bounds. Consequently, this growth will require increased levels of service. With proper staffing and an efficient, effective facility the cost of maintenance will be reduced as desired attention is given to preventive maintenance, resulting in the reduction of breakdown maintenance. Public Works Administrative Office The current Public Works office is located in a leased mobile home that was reconditioned in 1981. The mobile home is in need of extensive repairs that the design of the unit and the cost would prohibit. The Public Works office is unique in that staff are constantly aware of the outside weather conditions as the inside conditions are generally the same. That is to say if it rains outside, we can expect rain in our offices. It seems ironic that the department responsible for Buildings and Grounds maintenance occupies the office with the most deficiencies. A new 3000 sq. ft. Public Works Administrative office facility complete with amenities, could be constructed for $195, 000. This facility would be taking into consideration future demands for expanded service and growth. Page 7 I guess one would think that after requesting a new Motor Pool Facility and a new Administrative Office Building that all the immediate capital needs for the Public Works Facility would be taken care of; however, that is not the case. There is a problem with ingress and egress at the current entrance to the facility from Highway 86. The driveway is located right below the crest of a hill causing very poor sight distance, and creating a hazard for anyone attempting to visit or leave the facility. There is also a need for a more suitable entrance to the Northern Fairview Park as the current entrance requires that the traffic go through a residential neighborhood. There is a vacant lot on the west side of the intersection of Highway 86 and Highway 57 which would provide a much safer driveway if a traffic light is installed. To install the drive it would require that we purchase a 5 acre vacant lot from a local resident. The entire 5 acres would have to be purchased as the driveway will consume the majority of the road frontage of the property. The estimated cost for the 5 acre lot is $50, 000. The purchase of the 5 acre lot will provide a driveway to Public Works, however an additional easement or purchase from the Town of Hillsborough will be required to access the park. The cost of an easement or purchase of this property is yet to be determined. I realize the magnitude and impact of the Public Works Capital Improvement requests in light of shrinking County revenue, however the Requests addresses pressing needs that will require immediate action to resolve. The requests do not in my judgment include any frills, but they do provide us with the facilities to provide the highest level of service at the least possible cost. I can now only ask that you give the Capital Improvement Requests due consideration. FOLLOW-UP STUDY Consultants from LTK Management Services on contract with The North Carolina Department of Commerce, Energy Division will conduct an assessment, energy audit, of the Motor Pool Operation. Areas of analysis shall include the following: * Fuel consumption monitoring practices; * Vehicle and driver mileage performance; * Vehicles routing and scheduling methods; * Fleet services area and trip characteristics; * Preventive maintenance programs; * Maintenance record keeping practices; * Vehicle replacement policies; and * Inventory of fuel efficiency equipment. The anticipated completion date for the assessment is June 1987. c Page 8 RECOMMENDATIONS: Based on our findings and based on the cost comparisons made in-house we would offer the following recommendations: l. ) Motor Pool repair service to remain a function of the County with contracting done on such jobs as major engine repair, upholstery and body repair, exhaust system repairs, drive shaft, hydraulic and two-way radio repair. Each of these jobs require more specialized equipment or personnel than what County resources provide. Major repairs of heavy equipment is likewise recommended for contracting. Physical size of the Motor Pool and capacity of some of our equipment limits the work that can be done on these vehicles. 2. ) Construction of a new 13 ,600 sq. ft. Motor Pool Facility and retention of the existing facility for storage purposes. 3 . ) Construction of a new Public Works Administrative office facility. 4. ) Acquisition of the required property and construction of a new driveway. • • • -- --/yelv,e,g- //Y. /1/477-E-1 /'-9: 5 X30 /2_,• •0 33o-A _ ii-ii,utscus 64, ) toi,Lp 19 g De De- 4-4„4...caz cooya.-Li _ 0 trv't SA_ryi k "03/2-e4-1-1Z-ci 7-Lv-.5,-4-e,_ Tkov-Decrp.ed S Vjy1 OA-4 1 ric-jN-rv't em--yut- (..); Id veil- yluyvt_ets_„, il0fA&Q' T t•Nir,tr-Lre f S • F4.01.4--1/%-464(. -e--e1-4-171--^r--A2- 4-1-1-)0 evbetrae 4 u ru24 ) %II. 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" GU_ _ / '1/4J (- -I. •/ f� ..,fir / /' ,�,� '/.1ii i- /`T fir ee/'T')/'1 '/, I �, r 1 is,:, _ �.�t. C_- k!'/r P ~ ert)1../-z; /4"41:46---,„ -:-.7;-,-. 772i c " 1t,. .... 1 .. „,... - i PETITION TO THE ORANGE COUNTY BOARD OF COMMISSIONERS: BY THE CITIZENS OF ORANGE COUNTY. WE THE BELOW SIGNED, BEING RESIDENTS OF ORANGE COUNTY DO HEREIN URGENTLY REQUEST OUR ELECTED COMMISSIONERS TO CAUSE THE COUNTY MANAGER/ AND, OR THE PLANNING BOARD TO CEASE TO PURSUE THE PROPOSED HOUSE NUMBERING ORDINANCE. WE STRONGLY OPPOSE ANY HOUSE NUMBERING WITHIN THE COUNTY. NAME ADDRESS Valt41,/i gef 012 C• l - S l /'et a-9 e '�-'' R�. S� 230E-/ �- ,y. -s flax zo E-- t GO- !d 2d/2 zox 'I 11 1 +5 0 8pt) G. ■ R 7" S Box .23o e • �. Vat Nu rrl Rt S Box a3 ,5 C_ L/ I � MEMORANDUM OF UNDERSTANDING BETWEEN THE ORANGE SOIL AND WATER CONSERVATION DISTRICT and the SOIL CONSERVATION SERVICE, USDA and the COUNTY OF ORANGE, NORTH CAROLINA This Memorandum of Understanding is between the Orange Soil and Water Conservation District, hereinafter called the District, and the Soil Conservation Service, hereinafter called the Service, and the County of Orange, North Carolina, hereinafter called the County. The District, the Service, and the County have the common objective of helping to bring about the conservation, development, and wise use of land, water, and related resources. They, therefore, enter into this Memorandum of Understanding as the foundation for an enduring cooperative working agreement. Under the terms of the Soil Conservation Act of 1935 and other Acts, the Soil Conservation Service is authorized to cooperate with and to furnish assistance to the District for conservation and resource development work. The General Statutes of North Carolina establishes the District as a governmental subdivision of the State of North Carolina for the purpose of exercising public powers in connection with the conservation and development of soil, water, and related natural resources. "L- _ - 1 The General Statutes of North Carolina authorize the County to possess property, and exercise all of those powers conveyed by law to the County in the interest of the health, safety, and general welfare of all the residents residing within the corporate limits and within the boundaries of the County. WHAT THE DISTRICT WILL DO: 1 . With the help of the County, Service, and others, will develop and keep current a long range program of natural resource conservation. 2. Make available to the County, and coordinate, such technical assistance as available, to assist the County in helping to bring about the conservation, development, and wise use of land, water, and related resources. 3. Provide assistance to the County in accordance with the annual work plan prepared by the District in consultation with the County and the Service. 4. Provide assistance to the County in accordance with priorities set by the County for the kind and amounts of work to be performed, including help with an effective sedimentation and erosion control program. 5.. Furnish-the County annually an estimate of the cost of providing the kinds and amounts of assistance requested by the County. 6. Provide the County progress reports annually, or as requested, showing type and amount of work done. 7. Provide the County soil survey interpretations and review and make written comments on problems of water disposal , drainage, erosion and sedimentation control , beautification, pollution control and related matters as requested by the County. r WHAT THE SERVICE WILL DO: 1. Make available through the District, such personnel as available to assist the County in helping to bring about the conservation, development, and wise use of land, water and related resources. 2. Provide assistance to the District and County in accordance with priorities set by the District for the kinds and amounts of work to be performed. 3. Assist the County in accordance with an annual plan of operation prepared by the Service in consultation with the District and the County. 4. Be responsible for technical supervision of all assistance provided the District and the County. 5. Assist the District and the County in establishing and maintaining standards and specifications for conservation use and treatment of land. 6. Assist the District and County in preparing and implementing resource conservation plans within the limits outlined above. WHAT THE COUNTY WILL DO: 1 . Develop procedures for the orderly and progressive handling of request for services to be provided by the District. it shall be the responsibility of the County to inform recipients of services provided by the District of these procedures. 2. Furnish the District annually, an estimate of the number of requests for services it will submit to the District in the coming year. The County will submit its estimate to the District 30 days before a budget estimate is needed by the County. 3. Be responsible for such enforcement as required to insure the conservation, development and wise use of land, water, and related resources within the County. Development will be done in accordance with approved conservation plans and adopted standards and specifications. IT IS FURTHER UNDERSTOOD:. 1 . Either party, as mutually agreed upon, will provide or arrange for such additional services, facilities, equipment, materials, and arrangements as may be required to achieve common objectives. 2. Personnel and facilities of the County, the Service, and the District shall be under the jurisdiction of their respective employers; each retaining the right to establish headquarters for its personnel at such places as it deems most appropriate. 3. Funds supplied the District by the County will be transferred to the to the treasurer of the District to be expended under direction of the District. 4. Personnel and facilities supplied with County funds shall be under the administrative jurisdiction of the County and technically responsible to the District Conservationist of the Service. 5. Neither the County, the District, nor the Service be bound by any obligation in this Memorandum or any Supplement thereto, or other appropriate arrangements which will involve the expenditure of funds in excess of that authorized by law. 6. Any Supplemental Memorandum of Understanding or other appropriate arrangements now in effect between the District and the Service shall remain in full force and effect. 7. This Memorandum of Understanding will be effective when signed by the three parties involved. It may be modified or terminated at any time by mutual consent of the parties hereto or may be terminiated -5- r by any one of the parties alone by giving sixty (60) days notice in writing to the other. • -_ . -6- ORANGE SOIL AND WATER CONSERVATION DISTRICT BY4,---, Chairman DATE m a c.- 71, / .g 7 The signing of this Memorandum of Understanding was authorized by a resol tion of the District Governing Body adopted at a meeting held on 5 1 S )g)697t,,,Ell 6 C ,, Secretary, Orange Soil and ater Conservation District Date /fo7 ORANGE COUNTY BOARD OF COMMISSIONERS BY .' l>4...46.-e.-4E ' Chair . DATE ‘/t;0.44.1.1 1.- /9/ The signing of this Memorandum of Understanding was authorized by a resolutionAS the range Count Board of Commissioners at a meeting held on �/ /9Jp f `� 11z �. J Cler to the�V and of Commis 'one s • ozr 164-4-1 Da e /76,7 USDA, SO ' CONSERVATION SERVICE ate onservationist i &te'n DAT �`. ,/„ Za d APPROVED AUGUST 3 , 1987 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS APRIL 21, 1987 REGULAR MEETING The Orange County Board of Commissioners met in regular session on April 21, 1987, 7:30 p.m. in the courtroom of the Old Post Office, Chapel Hill, North Carolina. BOARD MEMBERS PRESENT: Chair Shirley E. Marshall and Commissioners Moses Carey, Jr. , Stephen Halkiotis, John Hartwell and Don Willhoit. ATTORNEY PRESENT: Geoffrey Gledhill. STAFF PRESENT: County Manager Kenneth R. Thompson, Assistant County Managers William T. Laws and Albert Kittrell, Finance Director Gordon Baker, Recreation and Parks Director Mary Anne Black, Clerk to the Board Beverly A. Blythe, Director of Community Development Tara Fikes, Purchasing Director Pam Jones, Tax Supervisor Kermit Lloyd, Sheriff Lindy Pendergrass and Planner Don Powell. A. BOARD COMMENTS None B. AUDIENCE COMMENTS None PUBLIC CHARGE Chair Marshall read the public charge as stated on the agenda face sheet. C. MINUTES None PUBLIC HEARING ON THE COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM AMENDMENT Chair Marshall asked if the extra Section 8 monies will be taken out of this account so they may be used for affordable housing, etc. Tara Fikes explained that money would be taken out of this account and the surplus Section 8 monies would be available to use for affordable housing or other programs. Fikes announced that the purpose of the public hearing is to receive public comments on the submission of a Community Development Block Grant Program Amendment for the Councilville Community to the Department of Natural Resources and Community Development. The amendment will transfer $84,573 to the street improvements line item. THE PUBLIC HEARING WAS OPEN FOR PUBLIC COMMENTS. NO PUBLIC COMMENTS WERE MADE AND THE PUBLIC HEARING WAS CLOSED. Motion was made by Commissioner Willhoit, seconded by Commissioner Carey to approve the submission of a program amendment to NRCD to transfer $84,573 to the Street Improvements budget for the Councilville Community Development Program and authorize the Chair to sign the Program Amendment. VOTE: UNANIMOUS. 2 The Board stated their desire to have the $33, 125 or the unspent portion of the money used for housing purposes. D. RESOLUTIONS AND PROCLAMATION 1. SOCIAL SERVICE EMPLOYEES APPRECIATION WEEK Social Services Director Marti Cook presented the proclamation which proclaims April 27-May 1 as Social Service Employees Appreciation Week. PROCLAMATION APRIL 27 - MAY 1, 1987 SOCIAL SERVICE EMPLOYEES APPRECIATION WEEK Every man, woman, and child deserve a fair chance to become all they are meant to be. For many of our citizens, the opportunity to succeed is provided by dedicated, hard-working social service employees. Our social service professionals are assisted in their important duties by the North Carolina Social Services Association. The Association fosters the highest standards of professionalism among its personnel by engaging in research, education, and evaluation programs conducive to improving standards of performance; promoting broad personnel principles enhancing opportunities in the social service field; assisting in the recruitment of highly qualified personnel for social service careers; and cooperating in the provision of educational programs for in-service and formal training. NOW, THEREFORE, BE IT RESOLVED THAT the Orange County Board of Commissioners proclaim April 27 through May 1, 1987 as "Social Service Employees Appreciation Week" in Orange County, and urge all our citizens to recognize and commend our social service professionals for their many outstanding contributions to the people of Orange County. Motion was made by Commissioner Willhoit, seconded by Commissioner Halkiotis to approve the proclamation as presented by Marti Cook. VOTE: UNANIMOUS. 2 . OLDER AMERICANS MONTH AND SENIOR CENTER WEEK Motion was made by Commissioner Willhoit, seconded by Commissioner Carey to approve the two proclamations as printed below: SENIOR CENTER WEEK WHEREAS, Senior Centers affirm the dignity, self-worth and independence of older persons by facilitating their decisions and actions, tapping their experiences, skills and knowledge and enabling their continued con- tribution to the Community; and, WHEREAS, Senior Centers function as service delivery focal points, helping older persons to help themselves and each other, and offering services or access to community services, as needed; and, WHEREAS, Orange County has established a Hillsborough Senior Center and a Chapel Hill/Carrboro Senior Center and has supported Senior Nutrition Sites throughout the County to serve older adults; and, WHEREAS, Senior Centers in our County serve as a viable commitment to our older residents; , NOW, THEREFORE, We, the Orange County Board of Commissioners, HEREBY PROCLAIM the week of May 10 through 16, 1987 as SENIOR CENTER WEEK IN ORANGE COUNTY and further encourage all citizens to visit a senior center in their area. 3 OLDER AMERICANS MONTH WHEREAS, According to the latest population figures, there are over 9, 000 persons over 60 years of age in Orange County; and, WHEREAS, Orange County is proud of the older adults who live here and wishes to show appreciation for what they have given and for what they have contributed to their County, State and Nation; and, WHEREAS, Because of them, the rest of the citizens enjoy the fruits of their visions and their labors, and their example is an inspiration to continue to make Orange County a good place in which to live; and, WHEREAS, Orange County wishes to set aside a special month for recog- nition of the older segment of its citizenry; and, NOW, THEREFORE, We, the Orange County Board of Commissioners, join the Governor of North Carolina and the President of the United States in proclaiming May, 1987 as OLDER AMERICANS MONTH and further, do encourage all citizens to join us in honoring our older Americans. VOTE: UNANIMOUS. E. REPORTS 2. PUBLIC WORKS MAINTENANCE AND FACILITY STUDY (Distributed to the Board members under separate cover. ) Director of Public Works Wilbur McAdoo gave an overview of the study which reviewed the subject of inhouse maintenance versus contract maintenance. He stated the report gives a cost comparison as well as addresses the ratio of vehicles to mechanics, the recommended mileage level for the disposal of vehicles, projected fleet size in five years and the facilities required. With the use of charts, McAdoo showed a cost comparison using the hourly labor rate. He outlined the advantages and disadvantages of contract labor. The disadvantages outweighted the advantages. He compared the amount of maintenance with the miles on the vehicle and indicated that 100, 000 miles is the replacement period for most vehicles. Chair Marshall noted and Commissioner Hartwell agreed that the figures in the report indicate that using 125, 000 miles would be just as advantageous as 100, 000 miles and McAdoo indicated that when a vehicle reaches 125, 000 miles, there is no resale or trade-in value of that vehicle. McAdoo will review the figures and report back to the Board the recommended mileage level for disposal starting at 100, 000 and increments of 8% and the rationale for that recommendation. Discussion ensued on the Chevettes that were purchased in 1981 and the maintenance cost for these vehicles. Chair Marshall indicated a policy needs to be made whereby the maximum number of the same model vehicle to be purchased within a given period of time is set. McAdoo continued that Orange County has experienced within the last five years an 11. 6% annual growth rate in the number of vehicles. Orange County has at the present time 125 vehicles. It is projected that in 1992 that number will increase to 201. These numbers do not include any special allocation of vehicles for the law enforcement takehome fleet or Coordinated Agency Transportation. He described the present motorpool facility and explained three options for handling the increased growth and responsibility: (1) expansion which could only take place on the west or east side of the property, (2) construction of a detached satellite garage, or (3) construction of a centralized motorpool facility and retention of the existing facility for storage purposes. McAdoo stated that the administrative offices are presently housed in a leased mobile home. A new public works office facility could be constructed for $195, 000 which would take into consideration future demands and expected growth. 7' . 4 He explained that their is a problem with egress and ingress which could be addressed by purchasing five acres adjoining the property and moving the drive. McAdoo finalized his report with the following proposals: (1) maintain the motorpool service as a function of the County by constructing a new motorpool facility, (2) retain the existing facility for storage purposes, (3) construct a new public works administrative office building and (4) acquire the necessary property and construct a new driveway. In answer to a question from Commissioner Willhoit, McAdoo stated that the County currently contracts out a portion of its maintenance for heavy equipment and other special equipment. The expansion costs would be less than the contract service with fewer problems. Commissioner Halkiotis stated that something needs to be done with the facility -- either repair or replacement. Chair Marshall stated there are a lot of needs that will be identified in the CIP and this request will be considered at that time. 1. ANIMAL CONTROL REPORT Dr. Anne Gross, Chair of the Animal Control Task Force, made reference to the outline of the budgetary impacts that would be necessary to initiate the animal control program in accordance with the ordinance. The budgetary items include (1) differential licensing, (2) low cost spay/neuter program, (3) professionally trained director for animal control and (4) collection of fines. F. ITEMS FOR DECISION - CONSENT AGENDA The County Manager recommended the following action by the Board: 1. MEMORANDUM OF UNDERSTANDING - ORANGE SOIL AND WATER CONSERVATION SERVICE (A copy of the agreement is in the permanent agenda file in the Clerk's Office) . To approve the Memorandum of Understanding between the Orange Soil and Water Conservation District and the Soil Conservation Service, USDA and the County of Orange, North Carolina and to authorize the Chair to sign. The effective date will be the date signed and it may be modified or terminated at any time by mutual consent of the parties hereto or may be terminated by any one of the parties alone by giving sixty (60) days notice in writing to the other. 2. BUDGET AMENDMENT AUTHORIZATION To authorize a budget amendment to transfer $1,600 from Contingency to the Commissioner's budget to allow for the employment of temporary personnel. Motion was made by Commissioner Carey, seconded by Commissioner Halkiotis to approve the items listed under the consent agenda. VOTE: UNANIMOUS. 3 . FIREWORKS DISPLAY REQUEST; N.C. SPECIAL OLYMPICS Alan Bolick distributed a pamphlet and spoke about the Special Olympics and indicated that 500 volunteers are needed. The opening ceremonies will take place May 22 at Fetzer Field. Motion was made by Commissioner Carey, seconded by Commissioner Halkiotis to approve the permit allowing the fireworks display on May 22 as requested by the N.C. Special Olympics. VOTE: UNANIMOUS. G. ITEMS FOR DECISION - REGULAR AGENDA 1. JAIL INSPECTION 5 Sheriff Pendergrass spoke to the four items as identified in the report which required attention. Motion was made by Commissioner Halkiotis, seconded by Commissioner Carey to accept the jail inspection report dated March 24, 1987. VOTE: UNANIMOUS. 2. PROPOSED HOUSE NUMBERING ORDINANCE (A copy of the Ordinance is in the Ordinance Book located in the Clerk's Office and an attachment to these minutes) . Motion was made by Commissioner Willhoit, seconded by Commissioner Carey to approve the ordinance entitled "An Ordinance to Assign and Regulate House and Building Numbers in Orange County". VOTE: UNANIMOUS. 3 . ASSIGNMENT OF HOUSE AND BUILDING NUMBERS County Manager Ken Thompson explained that all items of concern as stated at the public hearing have been addressed. Motion was made by Commissioner Willhoit, seconded by Commissioner Carey to approve the proposed house and building numbers for rural route 5 and 8. VOTE: UNANIMOUS. 4. ADDITION OF HEPOWIL TRACE AND GENTRY LANE Motion was made by Commissioner Hartwell, seconded by Commissioner Willhoit to approve the petition from NCDOT and the addition of Hepowil Trace and Gentry Lane in St. Mary's Woods Subdivision to the state-maintained Secondary Road System. VOTE: UNANIMOUS. 5. SCHOOL CAPITAL FUNDING Commissioner Willhoit clarified the intent of this item is to assure that the capital appropriation for the Chapel Hill-Carrboro City School system will be at least $100, 000. Motion was made by Commissioner Willhoit, seconded by Commissioner Carey to approve the resolution as stated below assuring the school system that funds in an amount of $100, 000 will be appropriated in the 1987-88 County budget. RESOLUTION WHEREAS, the Chapel Hill-Carrboro City Schools are in need of two additional classroom units, and WHEREAS, construction of the classroom units needs to begin this spring to allow the necessary lead time to complete the units for the beginning of school next fall, and WHEREAS, the Chapel Hill-Carrboro City Schools have requested that the Orange County Board of Commissioners appropriate $100,000 for the con- struction of the two classroom units in the 1987-88 County budget, and WHEREAS, the Chapel Hill-Carrboro City Schools need the assurance from the Orange County Board of Commissioners that the funds will be appropriated before proceeding with the construction. NOW, THEREFORE, BE IT RESOLVED that the Board of Commissioners assures the Chapel Hill-Carrboro City Schools that $100, 000 will be appropriated for the construction of two additional classroom units in the 1987-88 County budget. VOTE: UNANIMOUS. 6. 1986-87 AUDIT CONTRACT Motion was made by Commissioner Willhoit, seconded by AMMM to approve 6 Commissioner Carey pprove the contract for FY 1986-87 and authorize the Chair to sign the contract and to table the decision to solicit multiple proposals for next year until the Board officially receives the 1986-87 audit report. VOTE: UNANIMOUS. 7. ARCHITECTURAL SERVICES FOR HOMESTEAD COMMUNITY BUILDING Two bids were received for architectural services at the Home- stead Building in Calvander: CHR Associates $ 9,750. 00 Roman Kolodij $ 6,363. 00 Motion was made by Commissioner Hartwell, seconded by Commissioner Halkiotis to approve the contract with Roman Kolodij for architectural services for the Homestead Community Building renovation and authorize the Chair to sign. VOTE: UNANIMOUS. 8. TAX BASE INFORMATION Ken Thompson explained the difficulty in providing accurate tax base information in a revaluation year. The tax base information may change from that originally reported to the schools. The revenue estimates in the Manager's Budget as well will be subject to revisions. The information can be given out with a notation that this is an estimate and subject to change. Chair Marshall emphasized the importance of providing these estimates in a timely manner and asked that everything possible be done to help the schools in their school budgeting process. Commissioner Willhoit stated objection to providing figures - written or verbal - without that information being provided to the Board of Commissioners. He understands the reason the schools requested this information was so they could determine the amount of tax increase proposed but what they should be proposing is a budget based on needs and not on a tax rate. POLICY Motion was made by Commissioner Carey seconded by Commissioner Halkiotis to establish the policy that initial tax base valuation will be transmitted annually in written form to the other jurisdictions within the County and to the Board of Commissioners with the stipulation that they are only estimates, subject to refinement until the date certified by the Tax Assessor as constituting the official levy. VOTE: UNANIMOUS. 9. HOME IMPROVEMENT LOAN PROGRAM APPLICATION Tara Fikes explained the purpose of the loan program is to provide low interest loans to assist low and moderate income homeowners with the rehabilitation of their substandard homes. There is approximately $1,000, 000 available statewide for this program. Motion was made by Commissioner Halkiotis, seconded by Commissioner Carey to approve the submission of an executed commitment form to N.C. Housing Finance Agency for the Home Improvement Loan Program, and authorize the Chair to sign the form contingent upon approval by the County Attorney. VOTE: UNANIMOUS. 10. BUDGET AMENDMENTS tAIMME Motion was made by Commissioner Willhoit, seconded 7 b Commissioner Hartwell to approve the following amendments to the 1986-87 Budget Ordinance: 1. To accept Federal and State AFDC Emergency Assistance grant. GENERAL FUND Appropriation - Social Services $ 15, 000 Source - Income Maint-AFDC-EA $ 15,000 2. To accept State Permanency Planning Additional Allocation. GENERAL FUND Appropriation - Social Services $ 3,514 Source - Permanency Planning $ 3,514 3 . To accept Federal Title XX Additional Allocation. GENERAL FUND Appropriation - Social Services $ 26, 142 Source - Staff Reimbursement $ 26,142 4. To correct the original appropriation to OPC Mental Health. GENERAL FUND Appropriation - OPC Mental Health $ 23,927 Source - Contingency $ 23,927 5. To allow for Employment of Temporary Personnel. GENERAL FUND Appropriation - Board of Commissioners $ 1, 600 Source - Contingency $ 1,600 6. To transfer funds to the General Fund for Current Year Expenditures for the schools. GENERAL FUND Appropriation - Orange-Roof/Engineering $ 7,610 Appropriation - Chapel Hill Multipurpose $ 68, 154 Source - Transfer from School Capital Reserve $ 75,764 SCHOOL CAPITAL RESERVE FUND Appropriation - Transfer to General Fund $ 75,764 Source - Fund Balance Appropriated $ 75,764 7. To reflect the decrease of budgetary requirements for the Lake Orange Project. Appropriation - Professional Services ($ 80, 000) Appropriation - Improvements $ 30, 000 Source - Senate Bill 2 Funds Source - Town of Hillsborough ($ 28,334) Source - Orange/Alamance Water and Sewer ($ 8, 333) ($ 8,333) source - Transfer from County Capital Reserve VOTE: UNANIMOUS. ($ 8, 333) 11. GOVERNOR'S VOLUNTEER AWARDS Chair Marshall suggested and Commissioner Carey concurred that the HSAC be given the responsibility of this program beginning next year. Commissioner Willhoit made reference to the volunteer appreciation dinner and indicated a desire to recognize the nominees at that dinner. Motion was made by Commissioner Willhoit, seconded by Commissioner Carey to continued the process used in previous years and to select two community service volunteers, one school volunteer and one volunteer organization. VOTE: UNANIMOUS. 8 12. INFORMATION AND REFERRAL GUIDE POLICY Motion was made by Commissioner Carey, seconded by Commissioner Halkiotis to distribute the I & R Guide to all County Departments, all agencies listed in the Guide and to all HSAC members at no cost and to charge $11. 00 per guide to all others. VOTE: UNANIMOUS. H. APPOINTMENTS The following appointments were made by the Board of Commissioners: ANIMAL CONTROL TASK FORCE Calvin Ashley LONG RANGE WATER MANAGEMENT TASK FORCE William Aderholt AGRICULTURAL ADVISORY BOARD Dean Deter Whit Morrow HILLSBOROUGH BOARD OF ADJUSTMENT Marianne Wolf - Regular Member Keith Coleman - Alternate HILLSBOROUGH PLANNING BOARD Ida Louise Evans I. ADJOURNMENT With no further business to come before the Board Chair Marshall adjourned the meeting. The next regular meeting will be held on May 4, 1987 in the Courtroom of the Old Courthouse, Hillsborough, North Carolina. Beverly A. Blythe, Clerk Shirley E. Marshall, Chair