Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
Agenda - 02-16-1982
• C ORANGE COUNTY, NORTH CAROLINA BOARD OF COMMISSIONERS Regular Meeting 7 : 30 P.M. , Tuesday, February 16 , 1982 Commissioners ' Room, Orange County Courthouse Hillsborough, North Carolina A. COMMENTS FROM THE BOARD B. COMMENTS FROM THE AUDIENCE 1. Matters on the agenda 2 . Matters not on the agenda C. MINUTES Meetings , October 29 , November 2 and 23, 1981 D. REPORTS--JOCCA--Ms. Gloria Williams, Director E. ITEMS FOR DECISION BY BOARD 1 . Audit Contract 2. 1982-83 Budget: Preparation, Calendar, Guidelines & Polic 3. Northside Space Allocation 4 . RC & D Eno River State Park 5. Status Report--Planning Department objectives 6 . Reschedule Joint Public Hearing with Planning Board 7 . Board of Equalization and Review 8 . Proclamation--School Bus Safety Week 9 . Executive session--Legal matters f A INDEX FEBRUARY 16, TOPIC ACTION . PAGE Minutes Oct. 29 '81 referred to Tax Supervisor :1 Nov. 2-1, 23, '81 Approved Gloria Williams JOCCA Report--Chair to write letter 1-2 Audit Contracts Additional proposals solicited 2 1982-83 Budget Preparation, Guidelines, etc. 2 adopted w/ 2 changes Northside space allocations Back to agenda on 3/1/82 Public hearing set for 3/16/82 3 Eno State Park Meas. Plan Adopted 3-4 Planning Department Status Report None 4 Joint Public Hearing w/Planning Board scheduled for 3/8/82 4 E & R Board Resolution adopted 4 School Bus Safety Proclamation issued 4 Volunteers for Youth Resolution; Chair to write letter 4-5 YETP Grant # 2-3494-3820 # 2-3498--3820 Approved 5 Energy Comm.Appt. M. Tickle CH-Carr. Schools' rep. 5 Executive session-legal convened 5 00499 1. 2. 3. 4. MINUTES S. FEBRUARY 16, 1982 6. 7. The Orange County Board of Commissioners met in regular session on Itesday, 8. February 16, 1982, at 7:30 P.M. in the Commissioners' Room, Orange County Court- ' 9. house, Hillsborough, North Carolina. 10. Commissioners present: Chairman Richard E. Whitted, and Commissioners 11. Norm Gustaveson, Shirley E. Marshall, Norman Walker and Don Willhoit. 12. Agenda Item Pa Board Comments 13. Commissioner Willhoit added a Resolution an Volunteers for Youth; Chairman Whitted added a contract for the YETP program and consideration of an Energy 15. Commission appointment. 1 6. B. Arirlience Cbmnents 17. Mr. Barbour, Ms. Williamson, and Messrs. Cox and Jones were present and wished 18. to speak to agenda item E-4 regarding the Eno State Park. Ms. Patti Paddock wished 19. to address the Board regarding E-3, Northside space allociation. 0. Mr. Fred Smith, who is monitoring the Board of Commissioners meetings for ,l. the Inter-Faith Council,told the Board that there was an editorial in the 22. News and Observer of this date which talked about President Reagan breaking his 23. promise not to ignore the aged of the country. 24. - - C. Minutes 25. Commissioner Willhoit wished to delay approval of the Minutes of October 29, 26. 1981, until the Tax Supervisor verified the figures. 27. Gorrmissioner Gustaveson moved, seconded by Commissioner Willhoit, to approve 28. the Minutes of November 2, 1981, as submitted. Vote: Ayes, 5; noes, 0. 29. Conmissioner Gustaveson moved, seconded by Commissioner Willhoit, to approve 30. the Minutes of November 23, 1981, as submitted. Vote: Ayes, 5; noes, 0. 31. D. Reports-Ms. Gloria Williams, Director of JOCCA 2. Ms. Williams presented a report on the funding status of JOCCA. Ms. Williams 3. said that the cuts to JOCCA were 25% rather than the expected 45%. 34. The Board expressed concern that Orange County funds be spent 35. in Orange County; this money is going to Chatham as well as any Federal match Orange 36. County draws down. The Board said it wished MCCA to fund directors at its centers 37. in Orange County, Cedar Grove and Efland. Ms. Williams told the Board that Orange 380 39. 1. 00500 2. 3. 14. County money was spent in Orange County; however, the match was spent in Chatham Ir. County. 6. The Board also raised the question of the weatherization program, feeling • that it should be a higher priority than JOCCA had made it. Commissioner ., Gustaveson suggested that this Board should send JCCCA a letter stating its '. desires with regard to funding for Orange County Center DirectOrs and the priority • ranking of the weatherization program. • Ms. Williams was thanked for her report to the Board of Commissioners. _ • E. Items for Board Decision: - • 1. Audit contract: Commissioner Gustaveson moved, seoundedbyCommissianer • Marshall to approve the Manager's recararrendaf-inn to award the audit contract for the County to Thomas, Knight, Trent, King and Company. Commissioner Whitted said he preferred to get other proposals, saying for • bond rating, the Big 8 firms are better. Commissioner Gustaveson said he had felt that the County had not received per- sonal attention for the last few years from the audit firm. Commissioner Willhoit moved, seconded by Commissioner Whitted, to table the notion on the floor. Vote: Ayes, 3 (Corrudssioners Marshall, Whitted and Willhoiw; noes, 2 (Commissioners Gustaveson and Walker). The motion to table passed. Commissioner Willhoit moved, seconded by Commissioner Marshall, to ask the Manager to get more proposals for a County audit. Vote: Ayes, 5; noes, 0. Chairman Whitted asked that Big 8 firms be included and that Peat, Marwick, and Mitchell be invited to submit a proposal also. 2. 1982-83 Budget: Commissioner Willhoit moved, seconded by Commissioner Gustaveson, to accept the budget Preparation, Calendar, Guidelines and Policy as submitted by the Manager with two changes; the public hearing is to be on June 8, 1982 (not June 7) and the meeting on June 22, 1982 to adopt the budget is to be a Board meeting, not a public hearing. Vote: Ayes, 5; noes, 0. 3. morthside Space Allocation: Assistant County Manager Bill Laws presentE agency space allocation as detailed y the Manager's office. Some Board members felt that space for the driver's license examiner was inappropriate use of that building. Other members noted the strong ccuuunity feeling for the Sheriff's Office located in the building and against the driver's license examiner's location there. Other Board members felt that both uses were inappropriate for a residential - ' 00501 C8a area. Opposition to locating Day Care in the Cafeteria building was also voiced; reasons were that the Mental Health Center has ilkiley for locating a day hospital there as well as this building (the cafeteria) being a possible site for the Willie M. program. Ms. Pattie Paddock, Director of the COmmunity School for People Under Six (hereafter referred to as Day Care), told the Board that locating the day care 1 facility in the Cafetria was attractive to them. But they had no money for the renovation or the move. she added a concern was also a lack of permanency for Day Care space. Commissioner Wilihoit said that on March 1st the Board would formulate what would go to public heAring. Instructions to the Manager were to delete the driver's license office. The Board set March 16, 1982, at 7:30 P.M. in the Nutrition Roam at the Northside Multipurpose for a public hearing on the space allocation of the site. 4. Eno River State Park Measure Plan: Mr. Don Cox, Chairman of the Board of Supervisors for the Orange Soil and Water Conservation District, presented this Plan to the Board. He stated the history of the Eno River Park and said this was for the development of the Cates Ford area only in accordance with the BC & D program. He said there was no land acquisition involved, no local funding requested and Orange County was being asked to sign the contract as one of the Sponsors of -the Park. Mr. Stuart Barbour, representing the Eno River Group, asked the Board of Commissioners to withhold approval of this Plan and to delay any action for sixty days to permit the Eno River Group time to study the Plan and prepare a list of questions for submission. Mr. Barbour said this is a waste Of taxpayer's money 4 and asked the Board to say no to the spending of tax money. Ms. Sandy Williamson) representing the Eno River Association, said Mr. Barbour's concerns have no relation to the document the Board was being asked to approve. She said there is no land acquisition involved and this pertains only to the develop- meat of one section. She added the community had been consulted as well as a study of the archaeology of the site completed. The goal is to preserve and protect the Park with access for the public. Mt. Cox said the environmental impact assessment had been widely circulated for this site and at that time he had answered a long list of questions submitted by Mr. Barbour. There will be no negative environmental impact. 1-.V,L=S.r.n.,V417,1; 00502 Mr. Jones, representing the neighbors of the Eno State Park, said he lived at the Cates Ford area of the Park and the Eno River State Park is a godd neighbor. The park is an asset to the area and all would benefit from the implementation of the proposals contained within this Plan. Commissioner Willhoit moved, seconded by Oomnissioner Gustaveson, to approve the Eno River State Park Public Water-Based Recreation Development, RC & D Measure Plan # 37-6001-135-029, and to authorize the Chair to sign it. 1 Commissioner Walker suggested delaying action until the Eno River Group had- ihad sufficient time to study it and to allow others to speak. Other Board members said there had been a long process of public input and aiscussion. Vote: Ayes, 4 (Commissioners Gustaveson, Marshall, Whitted and Willhoit) : noes, 1 (Commissioner Walker). 5. Status Report on Planning Department Objectives: Mr. Polatty, Planning Director, presented a summary of the written report the Board had received out- lining accomplishments and objectives for the Planning Department. G. Joint Public Hearing with Planning Board: The Board of Commissioners rescheduled the joint public hearing (which should have been held on February 22nd) for March 8, 1982. 7. Board of Equalization and Review: Commissioner Willhoit moved, seconded by Commissioner Gustaveson, to adopt the Resolution establishing the Board. of Equalization and Review for Orange County (a copy of that Resolution is on pages of this book). Vote: Ayes, 5; noes, 0. Commissioner Wilihoit said in his motion it was his intent that the!:Ferdiem be $40.00. 8. Proclamation--School Bus Safety: Canmissioner Gustaveson moved, seconded by Oamnissioner Walker, to adopt the joint proclamation (see page of this book) issued by Orange County and the Towns of Chapel Hill and Carrboro proclaiming the week of February 21-27 School Bus Safety Week in Orange County. Vote: Ayes, 5; noes, 0. 9. Volunteers for Youth: Commissioner Gustaveson moved, seconded by Com- missioner Whitted, to adopt the Resolution for Volunteers for Youth, Inc. Vote: Ayes, 4 (Commissioner Gustaveson was out of the room at the time of the vote); noes,: 0. Commissioner Willhoit asked the Chair to write a letter and to enclose a copy of this Resolution to Mr. Charles Petty with a copy to Ms. Virginia Wier noting the Board's enthusiastic endorsement for the Volunteers for Youth, Inc. 1 95O3 program. 8b. YETP Grant: Commissioner Marshall Roved, seconded by Commissioner Willhoit, to approve YETP grant # 2-3494-3820 and # 2-3498-3820 and to authorize the Chair to sign it. Vote: Ayes, 4 (Conmissioner Gustaveson was out of the room at the time of this vote); noes, 0. Energy Commission; Chairman Whitted moved, seconded by Commissioner Willhoit, to appoint Mr. Monroe Tickle to the Energy Commission as the repre- sentative of the Chapel HAl-Carrboro Schools and as recommended by that entity. , Vote: Ayes, 4 (Commassioner Gustaveson was out of the room at the tire of this vote); noes, 0. 9. Executive session for legal matters: Gurmissioner Willhoit moved, seconded by Chairman Whitted, to convene in executive session to consider legal matters. Vote: Ayes, 4 (CommiSSioner Gustaveson was not in the room for this vote); noes, 0. The Board of Cryninissioners convened in executive session for the purpose stated above. .40( // r■-:' Richard E. Whitted, • Anr 1 ; Paulette Pridgen-Pond, Clerk 1 JQCCA PROGRAM OPERATION SUMMARY PROGRAM TOTAL PARTICIPANTS SERVED __— ORANGE TOTAL BLACK WHITE OTHER % Neighborhood Service Center 905 568 277 60 Transportation 91 66 25 0 Community Food & Nutrition 537 319 218 0 Emergency Crisis Intervention 38 26 12 0 Housing Rehab./Weatherization 67 62 5 0 ---- , , Head Start 64 57 6 111111 , Title III-C Nutrition 477 281 196 0 TOTAL 2179 1379 739 61 45% PROGRAM TOTAL PARTICIPANTS SERVED CHATHAM TOTAL BLACK WHITE OTHER % ________ __ _ Neighborhood Service Center 2659 1733 926 0 - -_—_—.____. Transportation 144 116 28 0 Community Food & Nutrition 476 252 224 0 _ __ _____ _ Emergency Crisis Intervention 130 83 45 2 Housing Rehab./Weatherization 50 33 17 0 Head Start 93 85 8 0 _________ Title III-C Nutrition I 376 199 177 0 TOTAL 3928 2501 1425 2 55% JOCCA PROGRAM OPERATION SUMMARY JOCCA BUDGET FUND DIST9$�BU8TION (Adman/Program) Administration 16% Program 84% Administration - 140,925 Program - 860,400 fiyfr" 30CCA 1981/82 BUDGET FUND DISTRIBUTION (Admin./program) NUTRITION PROGRAM TITLE Ill-C Budget: $166,309 Pro ram Activities 1. Con re ate Meals - Hot, nutritious meals are provided to th©sealpersons sixty (60) years and over on a daily basis Monday thru Friday. So ial and h cultural activities are intergal parts of the congregate meals games, t a rips wide and of activities. This alth, consumers issuesaandylegal matters. trips and lectures on energy, 2. Home Delivered Meals Offered to those persons 60 years and over who are unable to come to the nutrition sites. This service is carried out main- ly with volunteers. STAFF POSITIONS: Coordinator 9 (1/2 time) Site Managers Driver 1/2 Bookkeeper Resource Staff (RSEP) 5 ( time) Orange County only TOTAL POSITIONS: 10' TOTAL PARTICIPANTS SERVED PARTICIPANT TOTAL MALE BLACK WHITE OTHER PERCENTAGE �- 2$1 196 0 56% Orange 477 158 319 199 0 44% Chatham 376 125 251 TOTALS 853 283 570 480 373 0 HEAD START Budget: $273,508 Program Activities 1. Comprehensive child development 2. Dental and Mental Health 3. Nutritional education 4. Parent Involvement 5. Special Services to the handicapped The JOCCA Head Start program provides the above referred services to pre- school children between the ages of 3-5 years old. 90% of the eligible children attending must be within poverty income guidelines and 10% of eligible children must have handicapping conditions. STAFF POSITIONS: Director, Education Coordinator, Health Handicapp/ Nutrition Coordinator, Parent Involvement & Social Services Coordinator, 7 Classroom Teachers, 7 Teacher Assistants/Drivers, 1 cook, 1 cook assistant, 2 half- time custodians and 1/2 time food service driver. TOTAL STAFF POSITIONS: 211/2 TOTAL CHILDREN SERVED ------ PARTICIPANT TOTAL MALE FEMALE BLACK WHITE PERCENTAGE 64 38 26 57 6 41% Orange 11111111 85 0 59% Chatham 93 46 ------ 84 71 142 l 100% TOTALS L157 r� HOUSING/WEATHERIZATION (2/1/81 - (1/31/82) Budget: $96,516 1. Rural Home Repair Program Activities, 2. FmHA 504 Loan or Grant Packaging 3. Supportive Services 4. Weatherization HOUSING JOCCA does rural home rehabilitation, weatherization, Farmers Home Administration (FmHA) loan and grant packaging. Rehabilitation - The Rural Home Repair Program assist families who have applied for a FmHA loan and was rejected due to inadequate income or poor credit. The RHRP program enables these families to obtain the essentials ' needed to improve safety, and health standards. FmHA loans or grants are often coupled with Department of Energy Weatherization Funds in order to alleviate sub-standard living conditions. Priority is given to the elderly, handicapped and to those incomes which are below 50% of the Community Services Administration Income Poverty Guidelines. WEATHERIZATION - JOCCA's DOE Weatherization Program can provide eligible clients with weatherization work not exceeding $1,000.00. The weatherization materials consists of insulation, underpinning, storm windows and in some cases roof repair. STAFF POSITIONS: Housing Administrator, Bi-County Coordinator, Bi-County Energy Coordinator, 4 - Weatherization Carpenters. TOTAL POSITIONS: 7 T TOTAL PARTICIPANTS SERVER ——PARTICIPANT TOTAL MALE FEMALE BLACK WHITE OTHER PERCENTAGE Orange 4 1 3 2 2 0 31% Rehab. 47 60 3 0 61% Weatherization 63 16 Chatham 9 4 5 9 0 0 69% Rehab. 0 39% Weatherization 41 16 25 24 17 EMERGENCY ISI CRISIS ROGRAM Budget: $26,014 ProR Acttiyi ties 1. Access (outreach, neighborhood centers, nutrition sites, satellite centers) DOA, other Human Service Agencies, Mobilization (Churches, civic DSS, rou s media, etc. Negotiate 2. Community churches, civic g p � woodcutting with fuel vendors, utility companies, project) emergency assistance, provision of electric heaters, 3. Direct Services (blankets, emergency bodging on one time basis) Public Policy 4. Community Planning and Education (Analysis Program,with ram, Intergrated energy Analysis Prog systems, Duke Power in providing low income consumer workshops, and energy audits) provides emergency assistance to low income families ECIP - This program in Orange and Chatham Counties in order to alleviate the p of inadequate heating due to cut off or reduction of primary heating to . relieve emergencies to compliment danger to health. Program (LIE?). the DSS Low Income Energy STAFF POSITION: 1 ECIP Coordinator TOTAL PARTICIPANT SERVED PARTICIPAN TOTAL MALE FEMALE BLACK WHITE OTHER PERCENTAGE 17 26 12 p 23% Orange 38 130 39 91 83 45 2 77% Chatham __ ___ ._. ___—_ ------ 69 57 2 100y TOTALS 168 56 112 COMMUNITY FOOD & N13TRITION Budget: $27,402 Pro ram Activities (food stamp advocacy & referral, recruitment of senior citizens for congregate 1, Access ate meals program) (gardens, farmers market, food preservation, food co-ops) 2. Self Help g senior citizen congregate feeding sites) 3. Nutrition Education (. 4. Crisis Relief (provision of emergency food boxes) Food and Nutrition - This program provides outreach and advo- cacy ram. Community food cacy for food stamps and outreach for the s ° cofiFarmeruerMarkets, arts establishment and expansion Human Service's Markets, d's co-ops,program supports colleges, andopt, rod work with local community Garden groups to provide special nutrition/consumer education classes at and other g P Non_senior citizens are invited to participate. plowing and tilling inges. are a never end- ing and tilling axe also offered. Outreach and thevneedyfor more food ing need. This program is geared at demonstrating certification, office outposts in Orange and Chatham Counties, as well as utilization levels in both counties. This pr working aimed ed at low food meapersons, with special emphasis on low income program is aimed at low income p senior citizens. Workers 1/2 time STAF�pOSITIONS: Coordinator 2 (vacant) Outreach W 1/2 time Bookkeeper TOTAL POSITIONS: 21 TOTAL PARTICIPANTS SERVED PARTICIPANT TOTAL MALE FEMALE WHITE OTHER PERCENTAGE ^' Z1B 0 53X __- 167 341 Orange 537 319 IN 0 47� Chatham 476 176 300 _..----- 1013 243 641 571 442 0 100 TOTALS ..�_ TRANSPORTATION Budget: $27,174 Pro ra m Activities 1. Transportation - Transportation is provided ctonclients onsenior a imitedzens and emergency basis. It is usually limited to picking up to go to the JOCCA Nutrition Sites daily in Orange and Chatham Counties. 2. Title III B Transportation - Under Title III-B of the Older Americans Act the Council on Aging in Orange and Chatham Counties are designated as trans- portation providers for JOCCA`s Title III-C congregate meals program. The Orange County Department on Aging is operating a viable program that has failed to pro of d the participants. The Chatham County Council County transportation San failed tensrattendingqtheenutritionrsites. Therefore, Chatham Senior Cis p operating on a restricted and limited basis. service is presently p STAFF POSITIONS: 0 TOTAL PARTICIPANTS SERVED PARTICIPANT TOTAL MALE FEMALE BLACK WHITE OTHER PERCENTAGE 66 25 0 39% Orange 91 24 67 --- 116 28 0 61% Chatham 144 32 112 235 56 179 182 53 0 100% TOTALS NEIGHBORHOOD SERVICES Budget: $157,551 Program Activities Information and Referral - The Joint Orange-Chatham Community Action, lnc. , rhood services are provided to the target i3eighborhoodtServicegCentersNlocated in Service Center. There are five (5) services and Chatham are cannot services on the local agencies. provide necessary service, clients are referred to Outreach - This service is inclusive of programs operated by JOCCA, Inc. Clinets outreached are those who usually cannot come into JOCCA's Neighbor- hood Service Centers for assistance i.e. , the elderly, handicapped on those who do not have transportation. STAFF POSITIONS:TIONS: Area Directors 4 Driver Custodian 1 Driver/Community 11 Service Technician TOTAL, POSITIONS: 61 TOTAL PARTICIPANTS SERVED PARTICIPANT E FEMALE BLACK WHITE OTHER PERCENTAGE TOTAL. MALE 550 568 2?7 60 ? �5.% Orange 905 295 ----"'% MOW * Chatham 868 1791 1733 926 0 75% S S 10 ----' TOTALS 3564 1163 2341 2301 1203 60 100 * Chatham Co. MPC house the WIC Program, Orange Co. Centers do not. Page 2 GENERAL ADMINISTRATION (Cont'd) 6. Personnel Related Act ---ti" Encourages agency's staff to further their education and training by taking courses at Community College's a adc th career educationat institutions, in order to enhance up ward mobility, 7. Pra ert _Control Maintains proper control of all agency's property. 8. AffAffir� at'Ac._-tion age, handi- capped that no person because of race, creed, religion, sex, g dministered by JOCCA, or in any ed condition, or natorT'activityn shall be discriminated nvf any way by a program or be denied the way be excluded from participation in, program or activity under the jurisdiction of this agency. STAFPOSITIONS Executive Director Director of Finance Services Director of Support Administrative Secretary Receptionist Clerk Custodian/Part-time TOTAL POSITIONS: 51/2 GENERAL ADMINISTRATION Budget: $140,925 Program Activities 1. Administration Provides for proper administration and leadership of JOCCA's programs and policies. Responsible for staff direction and supervision. To bring into practice programs and/or program elements which are approp- riately inter-related, complimentary and consistent with the CAA's strategies and goals. 2, Public Relations/Coordination These activities are designed to inform the community of JOCCA's miss- ion, purpose and program activities through use of the news media, churches, CBOls and through casual meetings with Community Groups and business owners. JOCCA, Inc. subscribes to the belief that coordination is an effective method of maximizing the benefits of its programs, and other programs to minimize duplication, overlap in activities and potential conflicts. 3. Resource Mobilization This activity solicits and organize all available resources to ensure that the mission of JOCCA is effectively carried out. Resources that may be mobilized can take many forms, such as money, transportation, volunteer services, facilities, food and free professional advice. 4. P1_,.ar_lnifLn Ensures that the agency complies with timely reporting and planning re- quirements. _ 5. PiLtesp_Orksibil_j_/.t _ Implement and maintain, sound fiscal control of agency funds under the provisions of the Community Services Block Grant Act of 1981 and the Department of Health & Human Services. Provides monthly reports to the Finance Committee of the Board of Directors. Maintians clearly defined accounting principles. Conducts annual agency audits. PROGRAM ACTIVITIES/PARTICIPANT DATA Page 3 joCCA BUDGET INFORMATION (211/82 ) - (1131183) NON-GOVERNMENTAL PROGRAMS FEDERAL STATE LOCAL GOVERNMENT PRIVATE TOTAL FUNDS � IN-KIND (if applicable) (if applicable) (if applicable) OLDER AMERICANS ACT FUNDED {Continued) i OOA -- Other (Specify) 3 04 $ $ 3 44.1 $ 6 457 $__9 458 Chatham County $—~—~'--- "� Town of Carrboro $__�_-.-•- - ----- �" $ 4,444 $ _- - Town of Chapel Hill. -- $ Town of Hillsborough $�.--- $ $ 40 $ $ 4,000 United Fund $---�°--- $�"-� $ 1 544 $ $ 7 500 United Way -------' i $ 115.644 _ $ 6,800___ f $ 30 2'95 $ 14,978 TOTAL OAA FUNDED USBA� FUNDED 20 000 School Food Services (HS) $ 2,w 0.000 USDA - Other (Specify) ZII-C TOTAL USDA FUNDED $ 61 &9 $-----�"" _ I ! $ 58 295 $ #24 978 $ 846 ? 1 $ 71 1 745,354 $ 16 8,�.. ._---- .._ s TOTAL AGENCY FUNDING $� �, �— -f- Project Income Page 2 ,IOCCA BUDGET_ INFOK t 2/1/$2 = - ( 1/31183) j NON--GOVERN'�IENTAL TOTAL FUNDS IN--KIND LOCAL GOVERNMENT PRIVATE FEDERAL STATE if applicable) PROGRAMS (if applicable) (if applicable) C PP DOE FUNDED - continued $ $_ �------ $ Town of Chap el Hill � $ � iQ � ----_--.--.-._`" $ 1t3,000 TOTAL DOE FUNDED $-,------ 23 Br,W $ $ $ --------- W--- $ 2 294 $--- Headstart -- Full Year —. :- l $ $ I�$.2L4 $_ -- ------ 214 Headstart - Handicapped $—18,21-- 18, Headstart - Other :Specify) TF [ HEW - other (Sp orange County $--—-� $ $----------- $ ---- I --- j $ 64,377 Chatham County ---- ! $ 2S___ 7,5t18 TOTAL HEW FUNDED $ 25__7�8- t} $-- ---- OLDER AMERICANS ACT FUNDED (Speci fy & Give Title) 6 800 $ l II $ _ 115'6(}Q $-____.._s_-...�,_ $-----=E� j 1 Feeding (Title III--C) $ S Transportation $ z Orange County -�"-' 30CCA BUDGET INFOR2' TION (1131/831 NON-GOV ERN'MENTAL TOTAL FUNDS IN-KIND FEDERAL STATE I LOCAL GOVERNMENT PRIVATE PROGRAMS FEDERAL appli cable) (if applicable) (if applicable) CSA� FUNDED F $ General Administration (01) S S ',—Total) Community Services Block Grant Neighborhood Centers � 9 500 X$ 10 000 S $ Transportation (Chatham) other -(Specify) $ S $ 18 500 prance Count Government S___ �-- -------- — S Summer Youth Recreation Community Food & Nutrition $** 37 Energy-Crisis Intervention t 4 i Energy - other (Specify) Advoc Grant S ^,_--•--- S S 27 844 $ $ * 27 0 $-- ------ $ Rural Housing $ $�. —•— $ TOTAL CSA & CSBG FUNDED $__31! 548 i DOE FUNDED $ � $ 10000 � $ .$_*gip QDO S $Low Income Weatherization S_ _ ^---- $` 5 S $ other (Specify) T&TA $------- $ DOE Labor Support $— ---- 5--- $ ., x Division on aging n * Funds from 2/1/82"9/30/$2 **Projectio until final allocation made AGENCY BUDGET 1982/83 Page - ' 3C}�CCA Bt3I)GET I1JF4 ItNL4TI{3N {2J01/81) (1131182) NON-GflVERNM NTAL TOTAL Ft723llS IN--KIND STATE LOCAL GOVERNMENT 1 pRIVATE YRO� FEDERAL if applicable)(if applicable)applicable) (if applicable) 1 OLDER AMERICANS ACT FUNDED j (continued) OOA - Other (Specify) $ 11 570 --3 -~- 2 928 $ 6&2 ---- Chatham County Town of Carrboxo Town Of Chapel Hill �-------°--_"'— ---�--"'�'�'� $ ------�-""" $ ---- � Town of Hillsborough $---------- $ SiL ._ - --�- "J-- -- ��,,�.,� _ -------_"_ 1 325 $� •-------_" United Fund $ 1,325 ___s----- United Lay "- -T'� $ 23 820 $ 20 767 $ 166 30_4 $_ 7--- -- TOTAL OAA FUNDED S I 1 15.--- 6__- 50s-- 2 USDA t7NT}ES3 $ � $ $ 21 .885-- 21 885 �---------' School Food Services (HS) - USDA - other (Specify) 1. $ 8 2 III--C -0- 60„3176 ' TOTA1, USDA FUNDED $ 6-�-176�" $ 73 038 $__3 0 767 $ 1 001 3 $ 1z._.�_? s1r� TOTAL AGENCY FUNDING $_845,013 $ 52 5_ 0,7---- Page TOCCA BEET INFORMATION (211181 % - ( 1131182) NON-GOVERNMEIITAL TOTAL. FUNDS TN-KIND STATE LOCAL GOVERNMENT PRIVATE ' PROGRAMS FEDERAL (if applicable) Cif applicable) Cif applicable) DOE FUNDED - continued ___�.__ $ 13,245 $ I�_.=...-'245 ��------- Town of Chapel Rill �------•-- 59.245 �._.._..----•--°- $000 13,245 $__-__. TOTAL DOE FUNDED �-----'---- HEW FUNDED 111 - 12131181 $ 24J_ 9_294 ---- '"� Headstart - Full Year $_249.294 -----°-- 22,214 _- Headstart - Handicapped --�--- 22 x,214 214 _ � �_ ____��.----- $_- Headstart - other (Specify) T& 2,000 HEw - other (Specify) $_��__ s 5— Orange County --------"' � r� � Chatham County -----°- 2"n 508 _ $__68...377 TOTAL HEtd FUNDED $ 27 •• __- ----- OLDER AFRICANS ACT FUNDED (Specify & Give Title) $ 121x722 --- $------ — 6,507 Feeding (Title III-C) I 15,215 ---5-=2 -- � � ----- -- $ Transportation -------_"_ 956 -656 Orang e 9511 County ----- ���- is ' * Project Income JOCCA BUDGET INFt3Tt� `ATION (02(0181 (91131182) NON-GOV ERA.IENTAL � � TOTAL FUi3i?S IN-KIND PROGR4145 FEDERAL STATE LOCAL GOVEtRWENT 'PRIVATE (if applicable) (if applicable) (if applicable) � i 1 CSA FUNDED f 3 $ 1 .S $ ` $ 140.925— $ General Administration (01) $__-14 0,92 5 j 1 € $___L38,752 j $..,v—,�. �` $ $__L38,752 _ $ General Services (05) � Neighborhood Centers $ $ $ y $ 3.384 Chatham County � $�_�___ ___ _ � orange County $ ._ $ 9 945 *$ 10 000 $ _ 19 945 $ Transportation (Chatham) $� � Transportation (Orange)* $ — - $ $ $ $ 18 799 Or<nn+e Gaunt Goi=ernment $ �-._...-- { $ SOS S Summer Youth Recreation $ 505 $ 1 { Com:nunit7 Food & Nutrition t II $ 260 $ Enemy-Crisis Intervention it $ 26,01L- $ ( $ $ 1 Energy - Ot"er (Specify) $- . - $ $�27,OpO Zx000 $ (E-ergv Advoa S 35,516 $ t $ e Rural Housing $ 3_ �.5 516' _ $—. ----- t $___35 973 $ 10,000 $___442,087 s___67,250 TOTAL CSA FUNDED { $ 39.,__6._,x,14 t , DOE-_� FUNDED.. � $ � $ 31, 000 $ $ Low Income t.eatherization $ $__31— 000 $ TbTA $_- -- Other (Specify) $ -0- $ - $— -- 0=-- $ $ 1000 1 $ S $___15,00U $ DOE Labor Support _..�------ * Division on Aging ** State Association Funds AGENCY BUDGET 1981/82 TABLE OF CONTENTS I. Agency Budget 1981/82 II. Agency Budget 1982/83 III. Program Activities/Participant Data IV. JOCCA 1981/82 Budget Fund Distribution (Admin./Program) V. JOCCA Program Operation Summary JOINT ORANGE-CHATHAM COMMUNITY ACTION, INC. P. O. BOX 27 PITTSBORO, NORTH CAROLINA 27312 SPECIAL REPORT TO THE ORANGE COUNTY BOARD OF COMMISSIONERS FEBRUARY 16, 1982 Ma. Gloria M. Williams Executive Director . ` ` '', �� • ` --`, ,, . ` 00504 -- - - - coOary ' - -� .'�` BOARD Action. Agenda . ~ � �_ ^" E-1 Item No. - A�iox aocon�` zor�1 ABSTRACT l -__-_- Subject: Audit Contract for Year Ending June 30, 1982 �p � rlogt yes_ X . r ] c�� oe�� nt: C? o «'^^.' � • ^nfor~^ '-� Contact: ' Thompson At ��e��i� Y�; - - 501 . PURPOSE: To consider selecting an accounting firm to do the FY 1981-82 audit. NEED: General Statute 150-34 requires each local government to have its accounts audited by an independent auditor after the close of each fiscal year. This way a unit's financial procedures and internal controls can be tested as to accuracy and reliability and whether they are in conformity with generally accepted accounting principles, The audit concludes with a report that contains financial statements showing the unit's financial position together with the auditor's opinion and comments thereon. There is normally also a management letter which makes suggestions for improving procedures and controls. .-` _-- The same statute establishes certain requirements which among others induue: l. The auditors must be selected by and report to the Board. Z. The Board may select any certified public accountant or accountant certified by the Local Government Commission. 3. The audit contract must be in writing, setting out the terms and conditions including the scupe of the audit. The audit contract must be submitted to and aoproved by the secretary of the Local Government Commission. Likewise, the auditor's bills must be submitted for the secretary's approval before they may be paid. To aid in the Board's decision, information has been gathered from two auditing firms for doing the Orange County audit, They include the Greensboro office of Peat, Marwick, Mitchell & Company (which has done the County's audits for the past 6 years) and Thomas, Knight, Trent, King & Company of 0u,ham. While comparison of the two firms is attached the Board may desire further information or even to issue a request for proposal by which still other firms may be contacted. A representative of each firm will be present to answer questions at the Board meeting. IMPACT: While selection of professional service should not be on the basis of "low bid", Thomas, Knight, Trent, King & Company does propose to develop all of the expected products at a more cost effective fee. Peat, Marwick, Mitchell & Company estimates $29,500 with a qualification that the amount t if actual assistance is other than 'normal' is "subject to adjustment ac ua n . l'' . Trent, King & Company, on the other (Exhibit A, Page 2), Thomas, Knight, ren ` ng d« ^ .� effort hand, specifies a not to exceed amount of $22,500 and states very e r would be made to keep our time consistent with the requirements of the ~ This is to say the amount billed per hour could total less engagement." than the limit. RECOMMENDATION ALTERNATIVES: 1. Award contract to the firm of Thomas, Knight, Trent, King & Co' , and authorize the Chairman to execute the contract; or 2. Authorize invitation of further proposals. �N� -- - � � MEMORANDUM TO: Board Members FROM: County Manager DATE: February 10, 1982 RE: Comparison of Auditors While material that each auditing firm submitted is attached, what follows are criteria which can be used to choose an auditor with whom to negotiate an audit contract and my assessment of how the two firms might be rated. ��� 1. The skill , experience and training of the specified persons who will �N� be performing the services requested. PMM TKTK - Experienced firm - Experienced firm - Rated a big eight accounting firm - Staff assigned to Orange County - Would assign a lead for Orange. last year was inexperienced and of Stephen Hancock who has been Tess size by one person than had lead auditor for the Durham been assigned in former years. audits. - Mr. Steve Etter who was lead auditor had only served one sum- mer as a junior auditor in getting acqua1ntod'with our syxtwm. The familiarity was only as regards the tax portion. The customary practice is for a junior to serve 2 or 3 years before taking the lead responsibility for analyzing a system. He was assisted by 2 new juniors whereas 3 juniors had formerly been assigned. 2. auditor's demonstrated understandin^ of the "rublems of the County. �N� �m� TKTK - See exhibit A of its proposal - See it's letter dated February 4 which defines assistance to under the 4th paragraph. Here it auditors. I requested that PMM is outlined that it would: outline a division of responsi- 1. Finalize the format for working bility so as to avoid future m1s- papers (in April) to be prepared understanding and to avoid the our staff earlier requested fee increased of 2. Assist in the closing of books 14%^ What it came back with were 3. Do the final statements tasks that our staff had not done � � � �~~ ' . __ _' Board of Coninissioflers -2- Comparison of Auditors before (e.g. do closing entries If we were interested in going for whereas in the past our staff a Certificate of Conformance in has only done the working papers; Financial Reporting from MFOA it t prepare the financial statements would guide our staff in developing p 1ng with the assistance of PMM whereas the additional statistical and his- our staff has not done this bofw,e)' toric information for inclusion. 3. Prior ex^erience of the auditor in auditing governmental units milar to our own. PMM TKTK - It audits Guilford and Orange - It audits Durham and Person Counties Counties and I believe the Town of and the City of Roxboro. The Durham Chapel Hill It's audit for Guilford audit received a certificate of nnn- �N� has received a certificate of con- formance formance last year and is expected ~ cost to to be awarded again this year. The ��v this year. The cos n ' Guilford was $36,000' cost to Durham was $19`675' 4. Timelines for completing the audit. PMM TKTK - PMM did not address this matter but - TKTK, without my coaching, outlined I'm sure would abide by the Board's their practice of starting in April - instruction to avoid the November and completing within 6 months of ^` deliveries of former years. To be beginning final procedures. This more useful it needs to be received could take longer in the first year earlier. It typically has started where the contract is new, were TKTK later than I was used to seeing in to be awarded the Orange contract. Burke or DeKalh Counties. 5. Accessibility of the auditor for year round service. PMM TKTK - Located in Greensboro there cannot - Located in Durham and with a leased be convenient interaction to get line between our office and Durham answers to routine quest1nos' there could be regular interaction on questions that arise in the audit or budget process for that matter. mm� 6. Price PMM K�� 6OO - $29,600 - $22,500 Kenneth R. Thompson KHJ:nm - - — Certified Public Accountants U00 WachaviaBuildins P,Marwick,Mitchell&Ca Greensboro,North Carolina 27401 December 31, 1981 PRIVATE Mr. Kenneth Thompson County Manager Orange County 106 East Margaret Lane Hillsborough, North Carolina 27278 • Dear Ken: Enclosed are three copies of the proposed Contract to Audit Accounts of Guilford County for the fiscal year ending June 30, 1982. Please note that the proposed contract encompasses the required compliance audit of Guilford County's revenue sharing entitlement for the fiscal year ending June 30, 1982 as prescribed by the Office of Revenue Shar- ing. Also, I have included those items we discussed the other day relative to fees in section 6 of the contract. If the Board of Commissioners approves the enclosed contract, the sig- nature of Commissioner Whitted, Chairman of the Board, should be affixed, as well as that of the Finance Director, after which all three copies should be returned to us. We will then forward them to the Secretary of the Local Government Commission in Raleigh for ap- proval and, upon return to us, we will send one copy to you, I have also enclosed as an attachment to this letter a publication re- cently issued by the Office of Management and Budget entitled ,Questions and Answers on the Single Audit Provisions of OMB Circular A-102 "Uni- form Requirements for Grants to State and Local Governments". As in- dicated in the answer to question 1. in this document, the provisions of Circular A-102 are binding when the pertinent regulations are incor- porated into Federal grant agreements. Therefore, you should arrange for someone to review all Federal grant agreements for these conditions. • If, as a result of such review, it is determined that a"single audit" is necessary, we will, of course, have to submit an addendum to this contract. If you have any questions, please give me a call. Sincerely, PWW:EP Phillip W. Wilson Enc. • • . . LCC„inf lgev,11-at) CONTRACT TO AUDIT ACCOUNTS of_Orange County, North Carolina tGovenuaytW Una1 30th December 1981 ,by,t,dbetweenpeat,Marwi uk`Mitchell & Co This agreement,made thls —...day or. (PIL'{&Co.) 1100 Wachovia Building, Greensboro, N.C. 27401 _ hereinafter referred to as Andres the Auditor,and Board Of Count Comunission•r of Oranga County. North Car Q1 i na ,,hereinafter referred Governmental Unit (prernma Body to as the Governmental Unit,as follows: I.The Auditor shall examlae the balance sheets,statements of revenr e.expenditures and fund balances of all funds and/or divisions of the 3uly 1 June 30 ,l9 82 Governmental Unit for the period beginning_______ July ,and ending_ except: NO EXCEPTIONS 2,The Auditor shall conduct his examination and render his report in accordance with generally accepted auditing standards,The examination shall Include such tests of the accounting records and such other auditing Procedures as art considered by the Auditor to be necessary in the eircuntstanem,ex- cept U follows:(See Item•of Insuuctloa) NO EXCEPTIONS 3. It is agreed that generally accepted auditing standards Include•rem*of the Governmental Unit's system of internal control and accounting as same relates to accountablllty of funds and adherence to budget and law requlrecnee't*setting applicable thereto;that ,together Auditor to his will recommendations make writen report.rt. . which may or MAY nm be a part of the written report of audit,to the Governing Body Im- provement,The Auditor shall file a copy of said report with the Secretary of the Local Government Commissionn, 4 The Auditor shall,after completing his examination,submit to the Governiog dyya written ig principles, audit, udl�tart'report shallia include,e,at financial statements and aotd thereto prepared in accordance with gmrraly'emoted tee by the diem or required for full dlaclrnme under the law and the auditor's opinion on the material presented.The Auditor shall furnish 2 ,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•copy of said report of audit lit with the Secretary of the Local Goverttcncot Commission. 5. It Is agreed thin time is of the essence In this contract, II all audio are not performed and the report of audit submitted by October 31 ,19 82 ,then this contract shall be void and of no effect,but if said condition Is complied with,this contract shall be in full force and effect, b,Should dreumstances disclosed by the audit call for a more detailed Investigation by the Auditor than necessary under ordinary circurnstanem,the Auditor shall Inform the Governing Body in writing of the need for such additional investlgulon and the additional compensation required therefor-Upon approval by the Secretary of the Local Government Commission,this averment may be varied or chanard to Include the increased time and compensation it may be agreed upon by the Governing Body and the Auditor. See Exhibit "A” attached 7. There are no special provisions,except: See Exhibit "8" attached 8. la consideration of the satisfactory performance of the provisions of this agreement.the Governmental Unit shall pay to the Auditor.upon ap- proval by the Secretary of the Local Government Commission,a fee of: See Exhibit "C" attached 9. There are no other agreements between the partedib her Secretary d no of the Local averments relative rel Live hereto shall labe enforceable unless entered into In accor- dance with the procedure set out herein and approved Y PEAT, MARWICK, MITCHELL & CO. ORANGE COUNTY, NORTH CAROLINA __ Ge :mina Body - Andtta tS ) alt • ,� l is By �� By Approved by the Secretary of the Local Government Commis- This Instrument has been preaudited In the manner required by the Local Government Budget and Fiscal Control Act or by the or as provided Pin 3,Article C pt Chapter I15Cr 1 the eneraneral utes School Budget and Fiscal Control Act or Article 31,Pan 3,Chapter I ISC of the General Statute, , Flans Mery For the Soc Burr Due , � Date , .---- File In Triplicate(Sex Instruaians on reverse side) Exhibit "A" CONTRACT TO AUDIT ACCOUNTS of Orange County, North Carolina Period from July 1, 1981 to June 30, 1982 Item 6. (Assistance to Auditors) The parties to this contract agree that, in order to comply with the report deadline specified in item 5 and to ensure the most efficient use of audit resources, certain conditions, specified below, must be adhered to 1. Orange County financial personnel shall, to the best of their ability, close the accounting records of the County in a timely manner subse- quent to June 30, 1982, according to a schedule to be agreed upon by the Audit Committee of the Board of County Commissioners, the County Finance Director and PMM&Co, Such process shall include making all necessary closing entries to properly state fund equity of the vari- ous funds and account groups of the County at June 30, 1982, with . special emphasis on the following areas where problems have been noted in prior years: o Property taxes (of Orange County, as well as the towns of Carrboro, Chapel Hill and Hillsborough) o Cash and investments o General fixed assets (including capitalized leases) o Accounts payable and encumbrances o Intergovernmental revenues - 2. Personnel of the Orange County Finance Department shall, as has been past practice, prepare such working papers as are necessary for the most effi- cient conduct of the audit. The working papers to be prepared as well as their form and content and the timing of their preparation shall be agreed upon by the County Finance Director and PMM&Co. 3. The Board of County Commissioners and the management of Orange County are ultimately responsible for the content of the financial statements to be issued upon completion of the audit. Accordingly, Orange County financial personnel shall, to the maximum extent practicable, prepare 411 ...mss, ci„ancial statements, with assistance from PMM&Co. Exhibit "A" (cont. 2 The conditions outlined above constitute what is generally considered "normal" assistance to be rendered to the auditor in the conduct of the examination, PMM&Co. fees for this examination, as detailed in Exhibit "C", are upon receiving "normal" assistance, and it is understood that the fees are sub- ject to adjustment if actual assistance is other than "normal", as defined predicated herein, More particularly, if actual assistance is less than anticipated (i.e., "normal") PMM&Co, will promptly notify the County Finance Director, County Manager and, if necessary the Audit Committee of the Board of County Commis-. sioners so that appropriate action may be taken. Exhibit "B" k CONTRACT TO AUDIT ACCOUNTS of Orange County, North Carolina Period from July 1, 1981 to June 30, 1982 Item 7. (Special Provisions) 1. The Auditor shall conduct an examination of the consolidated property tax levy and collection system, as it relates to the towns of Carrboro, Chapel Hill and Hillsborough, in accordance with generally accepted auditing stan- dards and shall, upon completion of such examination, render to the exter- nal auditors of the subject units separate reports in accordance with the • provisions of Statement on Auditing Standards No. 14 "Special Reports". Such reports shall contain an expression of opinion regarding the fair pre- sentation of information with respect to both current and prior years' prop- erty tax collections and receivables for the towns of Carrboro, Chapel Hill and Hillsborough, as contained in the annual audited financial statements of the respective units for the fiscal year ending June 30, 1982. 2. The Auditor shall perform a compliance audit of the revenue sharing entitle- ment for the fiscal year ending June 30, 1982, The compliance audit shall be conducted in accordance with the "Audit Guide and Standards for Revenue Sharing and Antirecession Fiscal Assistance Recipients," issued by the Office of Revenue Sharing, U.S. Department of the Treasury. The Auditor shall, after completing the compliance audit, submit to Orange County a written report which shall contain an expression of opinion regarding findings with respect to compliance with the Revenue Sharing Act and regulations for the' fiscal year ending June 30, 1982. In this regard, the Auditor shall per- form the financial audit required by the Revenue Sharing Act, as amended, and Subpart F of the regulations. • Exhibit "C" CONTRACT TO AUDIT ACCOUNTS of Orange County, North Carolina Period from July 1, 1981 to June 30, 1982 Item 8. (Fee) The fee will be based on our standard rates for the level of accountants assigned, plus out-of-pocket expenses, Subject to the provisions in item 6, the liability of Orange County, under this contract, is not to exceed the sum of $29,500 as detailed below. We will submit progress billings as the work progresses, • Regular examination $ 24,000 Revenue Sharing Compliance Audit 2,000 Consolidated property tax levy and collection system - towns of Carrboro, Chapel Hill and Hillsborough 3,500 $ 2 ? • Thomas, Knight,Trent, King and Company BRANCH OFFICE CERTIFIED PUBLIC ACCOUNTANTS Roxboro Building 201 Roney St PO Box 1889,Durham,N C 27702 919/688.4391 Roxboro.N C.27573 9197599.3158 Chapel Hill,N.C. Call Direct 91375284144 February 4, 1982 Mr. Kenneth Thompson, County Manager Orange County, North Carolina Hillsborough, North Carolina Dear Mr. Thompson: We appreciate the opportunity you have afforded us to submit our proposal for the examination of the financial statements of Orange County, North Carolina as of June 30, 1982. Our basic objective would be to examine the County's combined financial statements and supplementary data as of June 30, 1982 and for the year then ended. We would also examine the consolidated property tax levy and collection system, as it relates to the municipalities of Carrboro, Chapel Rill and Hillsborough, and perform a compliance audit of the Revenue Sharing entitlement for the year ending June 30, 1982. Our examination of the combined financial statements and the consolidated property tax levy would be made in accordance with generally accepted auditing standards and, accordingly, would include such tests of the accounting records and such other auditing procedures as we considered to be necessary in the circumstances in order to express an opinion on the financial statements. These tests and procedures would include, but are not limited to, confirmation of balances with third parties; statistical samples to determine compliance with established procedures; and analytical reviews. We would issue a separate report on the consolidated tax levy in accordance with the provisions of Statement of Auditing Standards No. 14 "Special Reports". Our examination of the Revenue Sharing entitlement would be conducted in accordance with the "Audit Guide and Standards for Revenue Sharing and Antireceesion Fiscal Assistance Recipients" as issued by the Office of Revenue Sharing, U.S. • Department of the Treasury. We anticipate that interim audit work would begin during April at which time we would finalize the format of working papers to be prepared by Orange County personnel for use in our audit. During the last week of June or the first week of July, if necessary, we would assist in closing the books for the year ending June 30, 1982. As soon as the general books have been adjusted and closed and the working papers completed, we would commence our final audit procedures. We expect that our audit report and the related financial statements could be finalized within six weeks of beginning final procedures if Orange County has complied with the provisions relating to assistance to be provided to us and if we receive the anticipated cooperation of the prior auditors should prior year information be required from their files. Based on our discussions, the final field work would probably begin around August 15, 1982. Orange County personnel also would be expected to prepare, with our assistance, the County's financial statements and supplementary data. • Consideration would be given to the compilation of supplemental operating data, tables and statistics which would provide the Commissioners, management, and operating personnel with more useful financial information. Thomas, Knight, Trent, King and Company would work closely with the County Manager to determine the financial information to he included and the data base available for its compilation. Although our primary objective would be to perform the audit and attest functions, we would also consider it to be our responsibility to emphasize more timely and meaningful financial reporting, including a more expeditious preparation of the County's annual financial statements. Additionally, we would provide guidance in developing information so that the County, if it desires, can prepare its financial statements in a manner to submit for consideration for the award of Certificate of Conformance in Financial Reporting by the Municipal Finance Officers Association of the United States and Canada. Fees for our services are based on the standard rates of professional personnel assigned to the engagement. We estimate that our total fee for the examination of the combined financial statements, supplementary data and consolidated tax levy and the compliance examination of the Revenue Sharing entitlement for the year ending June 30, 1982 would not exceed $22,500.00. Every effort would be made to keep our time to a minimum consistent with the • requirements of the engagement. Should our maximum fee estimate exceed the actual fee, we would bill the lesser amount. Our current standard hourly rates are as follows: Principals $40.00 Managers 32.50 Senior staff 27.50 Semi-senior staff 25.00 Junior staff 22.50 Clerical 15.00 Our firm has many years experience in auditing governmental units which have been awarded the Certificate of Conformance in Financial Reporting. Individuals who would be in charge of the Orange County engagement would have governmental accounting and auditing experience and would seek to work with, County personnel in resolving any problems arising in the financial planning, recordkeeping, and reporting process. Thomas, Knight, Trent, King and Company recognizes that its most important product is prompt and effective service of the highest quality. All the firm's efforts would be directed toward achieving that goal. This proposal as it relates to assistance and cooperation to be provided to Thomas, Knight, Trent, King and Company as well as the provisions relating to our examinations of the consolidated property tax levy and Revenue Sharing entitlement would be made a part of the Contract to Audit Accounts to he submitted at your request. We assure you that if Thomas, Knight, Ttent, King and Company should be selected as the independent auditors for Orange County, you would receive our close personal attention. We would value highly our association with you. Very truly yours, THOMAS, KNIGHT, Tc .N , KING AND COMPANY A. B. King, . p, ABK/dc • AN INTRODUCTION TO THOMAS, KNIGHT, TRENT, KING AND COMPANY 0 AN INTRODUCTION TO THOMAS, KNIGHT, TRENT, KING AND COMPANY The enclosed material is presented as an introduction to, and information about, our firm. THOMAS, KNIGHT, TRENT, KING AND COMPANY is a progressive, growing firm of Certified Public Accountants (CPA's) offering quality in the way of traditional CPA services - accounting, auditing, tax, and management advisory services. We also offer a number of specialized services to fulfill special requirements. But whether the services are traditional or special, they are designed to utilize the unique talents of the CPA to respond to the unique needs of each client. If one concept epitomizes the attitude of the firm, it is that each client is special, and his needs and his concerns - so important to him - are also important to us. • Although THOMAS, KNIGHT, TRENT, KING AND COMPANY was constituted as a Professional Association in 1972, its roots can be traced through several practices in the Durham community since 1917. Presently, the firm is composed of fifteen Certified Public accountants, nine paraprofessionals, and six support personnel. All CPA's are members of the American Institute of Certified Public Accountants and the North Carolina Association of Certified Public Accountants. Additionally, our firm is a member of the Division of Firms of the AICPA, a voluntary organization of CPA firms formed in 1977 to provide a new level of self-regulatory controls. Membership in the section is a commitment to extensive training programs in various CPA specialties and to full participation in a Peer Review program. The firms Durham offices are centrally and conveniently located at. 201 Roney Street with the Roxboro offices being situated in the Roxboro Building. In order that the personnel who service our clients' needs may have available to them the most up-to-date and current information and guidance, we maintain complete and extensive tax, accounting, auditing and management services libraries. These facilities are also always available to our clients for their use should they desire. Electronic data processing is provided "in-house" by a Burroughs B-80064-511 Computer with 9.2 million byte cartridge disk drive and 180 character per second matrix printer. We also utilize on-line facilities with Business Information Systems, Inc. which provides us with a diversity of programs to service our clients' needs. We are a firm of "business people", in that an entrepreneurial attitude prevails in understanding the problems of conducting a business in todays environment. We recognize that our most important product is timely and effective professional service of the highest quality, geared to the individual clients' particular needs. Our efforts are constantly directed toward achieving this objective, We appreciate this opportunity to tell you something about us. We will be pleased to furnish any additional information that you may request, • Januazy 1, 1982 THOMAS, KNIGHT, TRENT, KING AND COMPANY PROFILE OF PROFESSIONAL AND PARAPROFESSIONAL PERSONNEL Years Of Experience Norwood A. Thomas, Sr., CPA 37 James W. Trent, CPA 35 Aubrey B. King, CPA 33 Elbert C. Yarborough, CPA 19 Philip D. Robbins, Jr., CPA 19 Dan E. Minor, CPA 10 • Nancy A. Schiebel, CPA 18 Linwood C. Jones, Jr., CPA 8 Hubert 0. Tear, Jr., CPA 14 Stephen E. Hancock, CPA 8 Camilla J. Peete, CPA 6 Marjorie Burton, CPA 6 Richard Stallings,. CPA 4 George B. Hancock, CPA 3 Marcia Parry, CPA 3 Leamon H. Veazey 31 P. C. Perry, Jr. 16 Barbara Hawley 31 Linda Workman 14 Barbara Jones 13 Betty Wheeler 19 Joanie M. Wrenn 9 Cheryl Dalton 5 • Irma Allen 31 . _ ��x �� - ' _ �� ~���_ _ — __- ----^-_------______ _____-_a°-..6.4... .i -/4,e�e.___ ________ It it 9 r 1,,,. ..),...,,__,, , ( IN, , _-_,J,,,, s.r.:.1 Z-4.'a cl, A/TaTo a 1:1. _j/!7 71:F 7#' (r-r,-,,t. 7..r't 5 ii,it 71•' th' ai ■ i r_ ill 17 I i 70.' (..Lf . _air a,dli 1/1 .c'.7. e ':i 7174 rz-rd!: . I:7! , JJ 1141.2.1-6-ro a(2: . r-r.,,,',..:!i,r,A20 27;i'. 4 Rni_.-1 _MI _11 r ,;; ic-i'; '/: do!! -17.i.311 7.V . Lzorr 42L 171,1, -'.:4127 oi.:*-- 1/, j ' ii- -- 32,I. dr, . iii , 1, ., I, p d 2: a c;ii Fr',52...10' 1!-- 7 ' fl-- -t V i46:11 11' .. , W.. I i; i 2 _id;, g,,,1 __,_,[7:9;-7-p 7 7;,' li 1-1- ,r- 14:1____/1 la_ 0,71 IZ.a. zt t/:?1i/t/4 •,34 IS.' .. • : ii 7/, r NI v.1441,JOmI.col,1.04,1 I, G7107 GULCH 7707 CUFF � __ ' . __ ' -- . ____-' '______'__-___- ___—_ ______-_--____--_ / Ii! 4, 3,L. rio :..,001 ,, , __ 411 , : _jril ISI/11 no 7 4 6 I! ' .1 . ) HIE g ; •,. e 0' 1:-aIOI a d II 1111/0':ald ad' :,dIO II ,p7:rra• o li 6 9 —gt L.—Er. 1 ino ii 1_ _ ... ! ipet a_04_,I ,!4.,.,,,,0 00, 1 -3_914._od.,..., ,31i 4,1.0 ,,E-1 f I . leicenii -0:01:, 00ii 'j •.licid adL Tip/_,_,,,,aar. i,_ dd,,,1!„ ,5 11, r:Fign 1 i 4 4 ..f.:- 0,1! 1 i rd,4 i ! ,se_r-aii i s :s) o al' i z ,a'l 4-d"is 17.. 6z. . i. 1 I 1,-, .,c,j, r ,ri,„a a, I 4-1,11-1-?..1 241 , I 4: .,•9 a-clj- f,!,9. a 01,41 19., X WJA,. _:_tr,.:11 Ir. 1 1,,, .. ,,,,i_lim 9, a a! ! leiciti 1? '-?'//crII /Voa'!!is 11 II im..110.g.,..r... , 3 j,,„ .dal a 0 i '" ''di:' , .001)..i IN ,.:,6,61 , IN I illi - t: Him r, minim in :i u.. 1 91 1 :i 22 57,13.1_1 7_ri^:iit;■AINI-11 I _nisrm_+ifirimilin 1: II u ii I i'26 a Fr_;_iitiliMi Ilk . 1 &J,tal--111 . 'Ell 1 a!.1 ‘.. • •• cal U .zijd 0":"112273 1,a 7,is,Fiz-3G 410" ' / � ��� —' ------ ---- — —' -----'-------- --- --� __' _-___--........__ _ - .... ...._ .... -... ______—__'`____ , / __-____ - r' 1--..r1---''' T i ----1-7- -s.1,--c-i:,---,-ii- T t 7— :, g Pa NIFIN . 1 ],711c., 1,,i'ii ,fff) ,d o:.,1_ 7:..?)a a'.:- '- • 1 t 1- o itil 01! 2:6J,,)eq 4L.?'• ,,,,,,! I, 7 1 . il 04 0 ,I ,. !.,:::/—gi:tits)ri e ; IG..!'-;oa.od ac I:;. 1' .4 ad'' I 121'21''?a'''....:1'1!'l 22:FENII i leilUr Nil '! M I 2 I II 11 I: ILI I , I i'' U I r .1 1 A I! 1. , , 1 -1 -, 1 ill 29i, II J N i 1. _1 la - 11110111 II -1-1 --.-t-iii II . ; uni2 ,29,, 11,311,1 toll ! ! -_11. riumaqui i _ ,, 1 i iii 1 1 1 13 . ! 1 i „ ii:, ; ,..,. IT ill 1 7 1st, . , , ! 4 MI I . 0, N ! , ---,— , ___, 371_ LI il I --t— `r� ! _ cmumoconMz _oOARD Actipaagsncla Item No. E-2 g.CTIOv .TGEsTD:A. 17E61 NISzRAC+ ' mozTzoa Subject: Guideline fo r Compili ng the 1082-83 Service Program and Budget Public y=~ ", no , ^^'"' * InfOrMatian COntaCt: Ken Thompson Attachment(s): NO Patricia Stutts Phone Number: 732-8181 ext 501 or 495 • PURPOSE: To consider the calendar, guidelines and forms for the budget process and direct the Manager in any policy positions the Board may wish to be reflected in the recommended budget. NEED: The Service Program and Budget Instruction Manual has been prepared to assist county departments and agencies in the preparation of their FY 1982-83 requests. As in the past, they will be projecting expenditures and revenuos In addition, they are being asked to provide program perfor- mance data, `hioh will be helpful in evaluating the cost effectiveness of department" '' l programs. Departments will be asked to justify all changes from current level budgeting. The Board may desire to add to or alter the information requested to make — it more responsive to the information needed for final budget review and decision. Moreover it may desire to give instruCtion on such policy areas as the tax rate and any cost of living changes. - ' calendar and forms,IMPACT: Board approval of the ca e ", together with Board j of the lg82 B3 guidelines will insure a prompt start of the preparation o ' budget, and thereby a timely completion of the budget process, • RECOMMENDED: As the Board desires. a)r, 14 -( = t INSTRUCTIONS FOR PREPARING 1982-83 SERVICE PROGRAM AND BUDGET I } Orange County, North Carolina TABLE OF CONTENTS • Letter Calendar Instructions Budget Forms #B-1 Function and Programs #B-2 Performance Objectives for 1982-83 by Program #B-3 Program Performance Data #8-4 Departmental Organization Chart #B-5 Revenue Projection by Program and Source of Funds #B-6 Expenditure Summary and Personnel Schedule #8-7 Line Item Account Summary #8-8 Professional Affiliations - Dues and Subscriptions Request • #B-9 Travel, Training & Professional Development Request #B-1O Capital Outlay Request #B-11 Capital Improvements Request #B-12 Program Improvement Request ' ------ MEMORANDUM TO: Department and Agency Heads FROM: County Manager DATE; February 9, 1982 RE: 1982-83 Service Program and Budget Transmitted herewith are instructions for compiling the 1982-83 Orange County Service Program and Budget. You will as before be pro- ��� jecting revenues and expenditures into the coming year. In addition ���/ this budget is aimed at providing the Board and the citizens a descrip- tion of the plan of work that expense of the funds will produce. This goes beyond listing inputs (size of staff, number of vaiclem, cost of building operation and so forth) and focuses on service outputs. Each of you know what your department produces in the way of services. To state this in terms of the type and quantities involved will aid the taxpayer to understand what he or she is getting for the tax dollar and aid ourselves in planning the workload. The Program Performance Data Form (Budget #3) is the chief document for stating service outputs. By dividing cost allocation by the service quantity. A unit cost can be shown and compared over time. The Program Objectives Form (Budget #2) is another way for expressing workload and the changes, if any, that will be undertaken. Once approved by the Board through budget adoption we will schedule and report the prn- ��� '~ ���| gress made on a quarterly basis. Other forms have to do with revenue and cast projection. The Revenue Projection Form (Budget #5) calls for an indication of revenue by programs and source of funds. With shifting federal and state percentage contributions on intergovernmental programs such detail will help to account for changes. For other programs it will help identify where tax funding is offset by fees. The Account Form (Budget #7) is the place for expenditure nequest. It is the same as last year except for the distinction drawn between "current" and "program improvement or reduction." Current level is the cost you project for doing the same level of service in the coming year as being done now--utilizing the same staff and operation expense adjusted for minor price escalation, if that has occurrpd. The column headed program improvement or reduction should be used if you are request- ing a major change in service level . Upward change would be in the form ��� �� --------- Department and Agency Heads -2- 1982-83 Service Program 2/9/82 and Budget of an improvement such as by adding staff to reduce backlog of cases or provide more building inspections, or perform preventive maintenance of vehicles, etc. If the program is altogether new, cost figures would be shown in the program improvement column and justified on Budget Form #12' If the program improvement is an enlargement of an existing program the current level column would be completed and all additional costs shown in the program improvement or reduction column. Service reduction would be shown the same way. If request is to discontinue part of an existing service that is not productive the current level column would be filled out for the total cost and minus figures shown in the reduction column for the part that is to be diamontinued. If a total program is to be dropped all costs would be shown in the reduction column as minuses and justified on Budget Form #12. �� � �/ I recognize that additional time will be required to do the service aspects of the budget. Finance will be giving asyistance. Also there will be examples to help guide preparation. What is done this year can be a base for refining the information in follow-up years. Good luck as you participate in this new initiative of service and budget projection. Kenneth R. Thompson KRT;nm `� 1982-83 BUDGET CALENDAR COMPLETION PERSON TASK DATE RESPONSIBLE 1, Distribute Budget Manual to Board 2/11/82 County Manager 2. Receive Board of Commissioners policy 2/16/82 Board of Commissioners for F/Y 1982-83 3. Issue Budget guidelines; Distribute Budget 2/19/82 County Manager Manuals and 1/31/82 Revenue and Expense reports to Department Heads 4. Submit new positions and reclassifications to 2/22/82 Department Heads Personnel Director for review 5. Report to Manager on last year's objectives 3/1/82 Department Heads • 6. Receive operating and capital budget requests, 3/17/82 Department Heads and revenue estimates in Budget Office Agency Heads 7, Hold Public Hearing for County Budget including 3/23/82 County Manager First Public Hearing on Revenue Sharing 8. Submit to Manager Revenue Estimates using data 4/15/82 Finance Officer through 2/28/82; Receive School Budget County Manager 9. Review Budget request with Department Heads 4/16/82 County Manager (Begin 4/1/82) 10. Advertise dates of Board hearings with Agencies 4/19/82 County Manager 11. Notify Department Heads of Manager's Budget 4/23/82 County Manager recommendations; Compile preliminary budget 12. Submit Manager's Budget to Board 4/27/82 County Manager 13. Hold final budget meetings with Department 5/14/82 County Manager/Board Heads and Agencies (Begin 5/4/82) of Commissioners 14. Hold Board Hearings with Schools Hillsborough 5/18/82 Board of Commissioner Chapel Hill 5/19/82 15. Complete final mark-up of budget; 5/26/82 County Manager Advertise Public Hearing on Budget 16. Hold First Public Hearing on Budget and Second 6/7/82 Board of Commissioner. Public Hearing on Revenue Sharing 17, Hold Public Hearing to adopt Budget, Tax Levy 6/22/82 Board of Commissioner: and Resolution. • • ORANGE COUNTY INSTRUCTIONS FOR REQUESTING CURRENT LEVEL BUDGET 1. Budget requests are due in the Budget Office on Wednesday, March 17, 1982. 2, Read the definitions of the line-item accounts carefully to determine what to include in each account. Please use Object of Expenditure code "34"- Other Supplies - for supplies peculiar to your department and name the account for a particular group of supplies; example - Educational Supplies. Please keep the use of Object of Expenditure code "57" - Other Expenses - to a minimum. If used, identify expenditure in your request. If further information is needed, please contact the Budget Office at Ext. 495. 3. Fringe benefits for permanent full-time employees include county share of social security, retirement, and medical insurance. Only calculate social security on temporary, part-time employees. 4. Cost histories for telephone, postage, and duplicating will be provided by Central Services, Budget requests will be the responsibility of departments based on this data. Data Processing Department will provide base for data processing line-item. 5. In the past, employees have been split between programs within departments to reflect programatic costs. The policy for the 1982-83 Budget will be: Personnel will be budgeted within the program of employee's prime function. The only exception will be if funding requirements mandate budgeted cost of the program. Please explain any departure from above policy in a memo to the Personnel. Department. Notify the Personnel Department by memo where employees currently split between programs within a department will be totally budgeted for 1982-83. 6. Use these guidelines for completing Budget Work Sheets. B-1 Narrative Describe, in one paragraph, the primary function or mission of the department. Indicate by program those services which are mandated, the appropriate statute, and the level of service required by such legislation. B-2 Performance Objectives For each departmental program, list specific, and, where possible, measurable objectives proposed for the coming year. Limit statement of objective to one sentence. For example, "Reduce by 5% the amount of private owner vechicle payments by increasing Motor Pool use during 1982-83", or "List 26,000 households and 2,000 commercial properties by May 31, 1982." B-3 Program Performance Data SERVICE PROGRAM Define the programwithinyour department, such as: Health-Environmental Planning-Inspections Define the program further into service program, such as: Health-Environmental Inspect Wells Planning-Inspections Conduct electrical inspections in new constructions The Service program should clearly identify the service being provided. Use an action word to list your service programs. SERVICE The actual number of times the service was provided or the end product was achieved in the prior year should be entered in 1980-81. Project 1981-82 based on actual figure for 1981-82. Enter your best estimate of service quantity for 1982-83. COST ALLOCATION The cost allocation should be based on actual cost for 1980-81, projected 1981-82 and proposed 1982-83 expenditures. This should be the best estimate of what the service program actually cost. STAFF ALLOCATION The number of employees assigned to the service program should be entered for actual 1980-81, projected 1981-82 and proposed 1982-83. • UNIT COST Unit cost should be calculated by dividing cost allocation by Service Quantity. It may or may not be applicable to each service program. If a unit cost is purposely left out, enter N/A. B-4 Departmental Organizational Chart Use this form to provide an organizational chart of your department. Use job titles instead of personal names. 8-5 Revenue Projection Identify, by source of funds, anticipated revenues for each depart- mental program. For example, Federal State General Fund Total Foster Care 75,000 12,500 12,500 100,000 • Total projected Revenue should equal total proposed expenditure. Assume General Fund revenue where no other funding source is anticipated. B-6 Expenditure Summary by Program DEPT/FROG: Using form B-7, supply total departmental cost by designated year. Where programs exist, indicate cost per program. CATEGORY: Indicate total expenditure of department by category of cost, PERSONNEL SCHEDULE: List each position, by title, for the entire department for each applicable year. B-7 Line-Item Work Sheet These computerized work sheets will, be provided for you. Please check and correct if necessary your use of object of expenditure codes. These sheets will list for each account in your department the following: Budget for 1980-81; Current Budget; and Actual Expenses through January 31, 1982. Heads of Departments should complete the balance of the form. Re- quests for Agencies or Departments seeking new funding should be listed on Form B-7. B-8 Professional Affiliations List separately all requests for dues and subscriptions. Please rank according to importance to your department, B-9 Travel & Training - Motor Pool Use List separately all, requests for travel and rank requests according to importance to your department. Separate mileage cost according to personal car use or motor pool use. Show cost of transportation by county-owned vehicle under motor pool section. B-10 Capital Outlay Requests List separately all equipment requests that have a per item value of $100 or more and a useful life of one year or more. The exceptions to this rule are calculators or equipment on which your department needs control for your inventory. Please rank according to importance to your department. 8-11 Capital Improvement Request • 1. "Project Description" Describe the nature of the project. 2. "Project Objective" State objectives of project including number of clients to be served, area to be served, etc. 3. "Costing Method" Describe method used in arriving at a total cost figure, eg. '$30.00/square foot x total area.' 4. "Justification for Annual Funding Schedule" Describe the rationale for the schedule of expendi- tures; eg. "July through December, architectural plan." 5. "Relationships to other projects & departments" If this request is related to any other exist- ing or further project, briefly describe relationship, 6. "Operating budget impact" Estimate the impact of this project • on the operating budget if project is approved and briefly explain method used in arriving at estimates. 7. "Type of Project" 8. "Other agency interaction" Briefly describe the requested pro- ject's relationship to any other agency. 9. "Project Priority" If more than one project is submitted, rank in order of priority. B-12 Explanation of Departmental Budget Requests Justify on this form by account, all requests for change of current level funding. The Object of Expenditure account numbers and definitions are as follows: 01 Board - Salaries for your Board, it any. 02 Personnel - Regular salaries. Final figures will be provided by Personnel Department based on your department's current position listing. 03 Temporary Personnel - Services which cannot be proved by permanent staff. 04 Professional Services - Services performed by outside concern. 05 Fringe Benefits - Final figures will be provided by the Budget Office based 07 on final salaries figures. The following will be used on figuring fringes. Social Security - 6.7% Retirement - 6.21% Medical Insurance-$327.12 per year per employee 08 Surety Bond - 09 Other Fringe Benefits - Request for Workman's Compensation. This benefit is provided by Central Services for most departments. 10 Travel & Training - Expenses of governmental employees while away from their place of employment on public business, or in training. Private ear rate - $.22 per mile. 11 Telephone 12 Postage 14 Motor Pool - Use of county-owned vehicles while on public business. The following rate should be used in calculating motor pool requests; • 4 Cylinder car $. per mile 6 Cylinder car - per mile 8 Cylinder car - per mile Trucks, Vans, and Buses - per mile 15 Maintenance and. Re.airs, Buildins - (Buildings & Grounds use only) Cleaning, painting, repairs to county buildings; repairs to heating and air conditioning equipment; maintenance to grounds surrounding county buildings. 16 Maintenance and Repairs, Equipment - Service and repairs to equipment and office machines. Include maintenance contracts. 17 Maintenance and Repairs, Auto - (Motor Pool use only) 18 Data Processing - 19 Public Assistance - Payments to benefi;caries under social services programs. 21 Rent - Cost of renting buildings, office space and equipment. 22 Gas - Cost of gas used for heating purposes. 23 Electricity 24 !Duplicating - Cost of use of county duplicating equipment 25 Printing - Cost of printing done by outside concerns. 26 Advertising - 30 Gas and Oil - (Motor Pool and EMS use only) 31 Tires - (Motor Pool use only) 32 Departmental Supplies - Supplies normally and routinely used in operation of department 33 Office Supplies 34 Other Supplies - Cost of supplies for which separate accounting is required. • 36 Uniforms - Cost of any uniforms for employees required by county to be worn on job 45 Contract Services 46 Medical Supplies - (EMS and Health Dept use only) 47 Board and Provisions - (jail use only) 48 Purchase for Resale -- 5.3 Dues and Subscriptions - Membership in profession'l societies for governemental officials, and subscriptions to technical publications. 54 Insurance, 4111 55 Purchase for Inventory - (Purchasing Dept use only) 56 :Issuesforo - (Purchasing Dept use only) 57 Other Expense - Cost for small, non-reoccurring expenses. 62 Charges by Other Funds - (EMS use only) 63 Charges by Other Funds - (EMS use only) 71 Capital Outlay, Vehicles 72 Capital Outlay, Buildings 73 Capital Outlay, Improvements 74 Ca.ital Outla Eoui.ment DEPARTMENT NAME OVERALL FUNCTION OR MISSION OF THE DEPARTMENT (One Paragraph) PROGRAM ACTIVITIES LIST • Is the Service IF YES Mandated? Cite Cite service Yes No Statute level required I. H. 3. 4. fb 5• • 6. 7. 8. Farm gB-1 (7/R7) PERFORMANCE OBJECTIVES FOR 1982-83 by PROGRAM PROGRAM 1. 2. 3. 4. • PROGRAM 1. 2. 3. 4. • PROGRAM 1. 2. 3. 4. Form #B-2 (2/82) PR03EC. - -- OL-.:,CTIVE NQ. SUBMISSION DATE: OBJECTIVE MILESTONES J F M A M J J A S Q N D 1 -?b M �estone Sympols: Milestones to be c©mpletec at a specifec future data. A Milestone completed, .� L' Milestone completed ahead of schedule: L Mil.estone`delayed to new c©m let: date- I ORANCii COUNTY ma,"THEFT- PROGRAM PROGRAM PERFORtiANCE DATA _ SERVICE QUANTITY COST ALLOCATION STAFF ALLOCATION , UNIT COST 4IOR& PROGRAM ACTUAL PROJECTED PLANNED ACUAL' PROJECTED PLANNED ACTUAL, PROJECTED,PLANNED ACTUAL, PROJECTED PLANNED w I'vruc 05-3 (2/82) ORANGE COUNTY DEPARTMENTAL ORGANIZATIONAL CHART DEPARTMENT • Form #B-4 (2/82) REVENUE PROJECTIONS ANALYSIS OF PROGRAMS RELATIVE TO SOURCE OF FUNDS FOR 1952-63 BUDGET DEPARTMENT SOURCE OF nMDS FEDERAL STATE COUNTY TOTAL PROC:RAMI ALLOCATION GRANT OTnER FEES GENERAL FUND DONA'PLONS OTHER OtMCET PROGRAM PROGRAM 'ROGRAM JFPX'M IB-S ( /28) , L DEPARTMENT NAME EXPENDITURE SUl4NARY EY PROGRAM RF.(lrlES'rEf PRIOR YEAR CURRENT REQUESTED PROG.IMPROV. RECOMMENDED ADOPTED DEPT/PROG ACTUAL YEAR EST. CURRENT LEVEL OR REDUCTION • TOTAL — ------------ ---. EXPENDITURE BY CATEGORY - TOTAL DEPT. REQUESTED PRIOR YEAR CURRENT REQUESTED PROG. IMFR. ACTUAL YEAR EST. CURRENT LEVEL OR REDUCTION RECOMMENDED ADOPTED PERSONAL SERVICES OPERATIONS CAPITAL OUTLAY TOTAL PERSONNEL SCHEDULE • STAFF YEARS ACTUAL REQUESTED REQUESTED PROG. CLASS TITLE 1981-82 1982-83 IMP. OR REDUCTION RECOMMENDED ADOPTED TOTAL ` Form 48-5 ;2182) f ______ ORANGE COUNTY - ACCOUNT SMARY 1982-83 .Department: _ 1982-83 Requested 198o-81 1981--82 1981-82 Budget Request Prog. Impr. 1982-83 A/C Actual Budget Estimated Current Level or Reduction Recommended 01 Board 02 Personnel 03 Tem orary Personnel 04 Professional Services 05 Social ,Security 06 Medical Insurance 07 Retirement 09 Other Fringe Benefits 10 Travel & Training 11 Telephone 12 Postage 14 Motor Pool 15 Maint & Repairs, Bld s 16 Maint & Repairs, Equip I? Maint & Repairs, Auto 18 Data Processing 19 Public Assistance 21 Rent 22 Gas 23 Electricity 24 Duplicating 25 Printing 26 Advertising 3D_ Gas and QJ1 1 Tires Irm s� - ORANGE .COUNTY - ACCOUNT S'UMARY 1982-83. 1982-83 Requested I Department: 1980-81 1981-82 1981-82 Budget Request �oS, Ia�pr. 1982-$3 A/C Actual Budget Estimated Current Level or Reduction Recommended 32 `De artmental Supplies 33 Office Su lies 34 Other Supplies 36 Uniforms 45 Contract Services 146 Medical Supplies 47 Board and Provisions 48 Purchase for Resale 53 Dues and Subscriptions 54 Insurance 55 Purchase for inventory 56 Issues for inventor 57 Other Ex erase 62 Char es by Other Funds 63 Charges by Other Funds 71 Capital Outlay, Vehicles 72 Capital Outlay, Bld s ?31 Capital Outlay, Improve 74 Ca ital Outlay, Equip Total. orm #B-7—C27-82) PROFESSIONAL AFFILIATIONS - DUES & SUBSCRIPTIONS REQUEST DEPARTMENT: ______— PRIORITY POSITION TITLE ORGANIZATION OR PUBLICATION REQUEST PROFESSIONAL AFFILIATIONS: • -____--_-_____ _______ TOTAL DUES SUBSCRIP IONS: —r 411 TOTAL SUBSCRIPTIONS 70TAL AMOUNT REQUESTED FOR DUES AND SUBSCRIPTIONS Form #B-8 (2/82) TRAVEL, TRAINING, & PROMSIONAL DEVELOPkWT REQU,$T Department: Program: Trans ortation Tide of Person Dates & County Pers Regis_ Total. riorit or Program Location Miles Auto Auto Other tration Meals Room Other Re uest REQUEST FOR TRAVEL & TRAINING (excluding motor pool use) REQUEST FOR MOTOR POOL Milej 1equest Trips listed above using county-ot-med vehicle Normal Departmental use of motor pool Total request for motor pool use Form #B--9 (2/82) CAPITAL OUTLAY REQUEST (Items costing more that $100 per item and having a useful life of more than 11 Department: _ Program: _ one year) 1'riority Item Justification Request Form #B-10 (2/82) CAPITAL IMPROVEMENTS REQUEST DEPARTMENT WORKSHEET DATE 1. Project Description 2. Project Objectives 3, Costing Method 4. Justification for Annual Funding Schedule 5. Relationships to Other Projects or Departments 4111 6. Operating Budget Impact EXPLAIN 7. Type of Project PERSONNEL REPLACEMENT MAINTENANCE UTILITIES _EXPANSION OTHER RENOVATION 8. Other Agency Interaction (Regulatory, Approvals, Funding Sources, Etc.) 9. Project Priority NO. __ OF Submitted by PROGRAM IMPROVEMENT OR REDUCTION EXPLANATION OF DEPARTMENT REQUEST Department: Program: Amount Account No. of Improvement or Reduction Requested II ... 11111 . _ 4 -.4.......4.■ 4---.44.........- .4 cmi -17777:2) ORANGE COUNTY FIRE DISTRICTS UNIT ANNUAL REVENUES ESTIMATE 1982-83 ACCOUNT PRIOR YEAR CURRENT YEAR COLLECTION ESTIMATED FOR 1982-83 .ACTUAL COLLECTION BUDGETED ACTUAL THRU ESTIMATED 1-31--82 TOTAL YEAR 1. Tax Rate applied to levy x 97% collections equals 2. Delinquent collections 3. Interest on Investments 4. Fund balance available for appropriation TOTAL 6 FIRE DISTRICTS UNIT ANNUAL BUDGET EXTIMATE-EXPENDITURES 1982-83 EXPENDITURE FACTUAL IOR CURRENT YEAR ESTIMATEi� BY LINE ITEM BUDGET ACTUAL THRU TOTAL YEAR REQUESTED RECOMMENDED APPROVED 1/31/82 I . �����` �.� i ��� � •00506 ' ' ' . 944 ' ORANGE COUNTY ' - � `����|� �� .'����� BOARD OF COYAISSIMO1S Action Agenda Item No. E-3 ACTION AGENDA ITC-InasznmCT NIEETzNs DATE 2/16/82 Subject: Space Allocation: Renovated Nor t__ideMultipurposeCenter -7 County Manager . oe�az�zeu�, Information. arltaCt: Bill Laws or Ken xu_t.aa±umeot(s); Yes' Thompson • Phone Number': Ext. 501 • suReo3E: To consider alternatives by which to decide the allocation of space pending renovation- NEED: The building located on McMaster Streets in Chapel Hill, consists of 10,000 square feet. Built in the 1020's it was scheduled for renovation in order to better accommodate the community and governmental agencies which need to operate in the immediate community and the Chapel Hill-Carrboro area. It is an asset to the community and to the County, particularly as rental costs have escalated. Space is not readily available either in Carrboro or Chapel Hill . There �x also the realization that (1) some agencies need to be co-located because they are used by the same citizenry and (2) the building will be more suitable for office use once-it is renovated. Four alternatives are outlined in attachment: ~_ Alternative l , Maintain exiting agencies and add the Senior Citizen ''� � Volunteer Program (RSVP) and allocate unassigned space to the Senior Citizen Program of the Department on Aqinr No Cost Saving Alternative 2: Maintain existing agencies and allocate some unassigned space and part of the space used by Day Care for occupancy and '— uy RSVP, the Driver's li cen se Examiner and Sheriff's Office. $18,400 Annual Cost Savings Maintain existing agencies except Day Care; add RSVP, Alternative 3: Drjner.s Ljcense Examiner, Sheriff's Office and Social Services Office from Carr Mill. . $34,409 Annual Cost Savings 4,000 One-Time Repair & Renovation Cost To House Day Care In The Cafeteria Building Alternative 4: Maintain and add agencies,as in Alternative 3 except Sheriff's Office. $30,400 Annual Cost Savings 4,000 One-Time Repair & Renovation Cost To House Day Care In The Cafeteria Building 4,000 Annual Cost of Renting Sheriff Space Elsewhe IMPACT: Advantages and disadvantages would vary depending on the alternative decided upon. RECOMMENDATION: 1. Approve Alternative 3 providing public hearing in the community shows community as well as Board acceptance. This is believed to combine the most related agencies and is the most cost effective. • MEMORANDUM TO: County Manager FROM Assistant County Manager DATE: February 9, 1982 RE; Background and Recommendations for Agencies to Occupy the Renovated Northside Multipurpose Center The building, located on McMasters Street in Chapel Hill, consists �N� of lU 0OO square feet. Built in the 1020'x it was scheduled for renovation ��� " ^ (upgrade heating, air conditioning, ceilings, window repair, painting and floor tile) in order to better accommodate the community and governmental agencies which need to operate in the southern part of the county' It is an asset to the community and to the County, particularly as rental costs have escalated. Space is not readily available either in Carrboro or Chapel Hill. This fact coupled with the fact that the building will be more suitable for office use once it is renovated makes for more competitive demands. This report presents the alternatives available for decision on the number and type of occupants, The occupants at present include: Amount of Square Feet JOCCA and Senior Citizen Nutrition Program 2139 Legal Aid 252 CETA 713 Day Care 2657 Unassigned 1176 • See existing floor allocation, sheet 1 of the architect's rendering, Proposed usage falls under four alternatives. Alternative Maintain existing agencies and add the Senior Citizen ----------- Volunteer Program (RSVP) and allocate unassigned space to the Senior Citizen Program of the Department on Aging. — County Manager 2/9/82 Advantages: -2- Background and Recommendati-on-s for Agencies to Occupy the Renovated Northside Multipurpose Center 1. Moves the Department on Aging from rented space and thereby saves some rent cost. 2. It would concentrate all of the senior citizen programs in one place. 3. The least amount of moving would be required. 1. The poorest utilization of space would result as some of the agencies (Dept. on Aging and CETA) would have more space than they could effectively utilize. 2. It would mean a use during the day with no activities at night to help in security. 3. Cost savings in terms of avoided rental would be the least of the alternatives. Alternative 2: Maintain existing agencies and allocate some unassigned space and part of the space used by Day Care for occupancy by RSVP, the Driver's License Examiner and Sheriff's Office: Advantages: T. This would further the multipurpose approach. Example of the RSVP is that it serves in conjunction with the Department on Aging. The Driver's License activity would facilitate greater citizen exposure to building and its use as a governmental facility for meeting a diverse number of citizen needs. 2' For Sheriff personnel to be present would aid building security as someone would be present around the clock. 3. There would be greater cost saving for Driver's License. The savings would be $14,400 a year in avoided rental. Value of Sheriff space would be $4,000 a year based on normal rental of office space ($8 a square foot). Combined savings per year $18,400 4. Construction cost would be reduced because Day Care would be confined into one side and thereby eliminate the need for fire- proofing both sides of the building. Cost savings $ There will be a cost saving in construction County Manager -3- Background and Recommendation 2/9/83 for Agencies to Occupy the Renovated Northside Multipurpose Center Disadvantages: 1. Day Care would have to operate with 709 less square feet than at present. The State standard is 25 square feet per child. With an enrollment that fluctuates between 45 and 50 children it would, even with the reduction, provide the necessary space (1250 square feet). The federal standard is 35 square feet. For it to be applied 15 fewer youth could be accommodated in the space available (2,000 square feet). 2. This combination would require additional parking spaces. Alternative 3: Maintain existing agencies except Day Care; add RSVP, Driver's License Examiner, Sheriff's Office and Social Service Office from Carr Mill. Advantages; 1. Convenience to public would be enhanced the most. Many of the recipients of senior citizen services are also recipients of social services. The latter being another form of human services would be in keeping with a major intent from past use. 2. One and two of Alternative 2 would likewise be advantageous here' 3. Handicap access to the Social Services Offices would exist at Northside. It does not exist now. 4. The greateSt annual cost saving would result in this assignment. $15,000 In Rent for Social Service 14,000 In Rent for Driver's License Examiner 4,000 In Rent for Sheriff's Office $34,400 Total Rent 5, Day Care would not be adversely affected because for a small amount of repair money (estimated $4,000) the activity could be relocated into the adjoining, former cafeteria building. 6. Co-location of all agencies, with the exception of the Health Department, would be an asset since they would be in one location. ��n 7. With transportation cost being a prime factor the combining of these agencies makes combining trips more practical. Many times forms or paper work could be transported by Sheriff Department to Hillsborough on any agency located there. O. Total cost of a telephone system could be spread to more agencies and a better service could be provided. 9. With funding cuts some departments will be cut back or may not be funded at all in the coming months therefore filling the building to capacity is advantageous now. • County Manager -4' Background and Recommendation for cies to Occupy the Renovated Northside Multipurpose Center 10. Building would be used at night as well as during the day. 11. Sheriff's Office would provide security for complex 24 hours per day. 12. Cost of construction would be reduced by not having to build in fire protection for Day Care. Disadvantages: 1. More parking space would be needed in order to accommodate increased vehicles. 2. Day Care, now occupying 2,000 square feet, would have to relocate into the cafeteria building. 3. More traffic flow into center would occur. However with Caldwell Street being widened and completed by the time the moves -old come should ease that problem. 4. With Day Care moving into this building there would not be any guarantee of the length of time it could remain since the Mental Health plan is to turn them into a day hospital if and when money becomes available through a grant. There would be some considerable time for them to find other quarters in a church or other agency after the grant was announced. ' = . 6. In the event there was an expansion of departments there is not a lot of space left over in this plan to accommodate thiu' If this were to occur the Sheriff's Office and Driver's License Office would be the first to move to make more room. Alternative 4: Maintain and add agencies as in Alternative 3 er���lye except Sheriff's Office. Advantages: 1. This change from Alternative 3 would provide some 500 square feet for expansion of future needs from within agencies needing more ��� room or a small department now located outside this complex could �N� be moved into this space. 2. This would decrease traffic and parking spaces by about 10 spaces for Sheriff vehicles and to some degree the number of people in building. 3. Would not have to cut additional door to outside which cuts con- struction cost somewhat. Disadvantages: 1. The complex looses 24 hour security which would have been provided at no cost with the presence of the Sheriff's Office. 2' By holding this space vacant the total utility of the building is incomplete and drives up cost per square foot of housing the agencies there. • . • .0.50 ORANE COUNTY BOARD OF CallISSIONERS Action Agenda. Item No, E_4 ACTION AGE\1DA ITEM ABSTRACT hEETEN:G DATE FEBRUARY 16, 1982 Subject RC & D ENO RIVER STATE PARK MEASURE PLAN Public lIa,A ring yes , Xno Department: So 1 : oo r o. • Attachatent(s): Information Contact: Bob Tennant _ - - - Yes--Letter from Phone Ntrrber: 732-8181 ext.451 -Mr. Tennant. PURPOSE': Board approval of the RC&D Eno River State Park Public Water- Based Recreation Development, Measure Plan No. 37-6001-135-029. NEED: This Plan applies only to the Cates Ford section of the Eno River Park. There is no financial obligation required on the part of the County. The Board of Commissioners, as the governing body of the County where the Park is located, is asked to endorse this plan'. Funding, when available will be 50% State Park arid 50% RC & D--NO district or local funds. The North Central RC&D prepared this plan which was endorsed by-the Orange Water and Soil Conservation District Board of Supervisors on 1/27/82. IMPACT: Addition of recreational developments at the Eno State Park would add water-based recreation acreage of about 15.5 acres per 1000/population. This plan aids implemenation of a stated objective of the North Central RC & C which"calls for development of parks, recreational facilities, and wildlife sanctuaries." If the Board approves the Plan, it should authorize the Chairman to sign it. RECOMMENDATION As the Board decides. United States Soil 110 East Ki Street k��) of Conservation Hillsborough- NC 27278 v�� *mncvxon, Service . January 28, 1982 Orange County Commissioners 106 East Margaret Lane Hillsborough, MC 27278 Dear Commissioners: I' Attached please find four copies of the Eno River State Park Public Water-Based Recreation Development, RC&D Measure Plan No. 37-6001-135-029 for your signature. It is the responsibility of all Sponsors of the Measure Plan to understand the need to comply with the applicable laws and regulations in installing and using the work of improvement contained in this measure. If there are any questions in reference to these laws and regulations and/or any part of the measure plan, please feel free to contact Robert E. Powell, Area Conservationist; Calvin T. Evans, Jr', RC&D Coordinator; or myself, Robert S. Tennant District Conservationist for information. Sincerely, Robert S. Tennant District Conservationist USDA-Soil Conservation Service ct Attachment — ��& cc: Robert E. Powell, Area Conservationist �N� Ca1vin T. Evans, RC&D Coordinator 4 ' - ---- 00.508 011..k\ E COUNTY /4.; BOARD O Ca-NISSIONEILS Px.I.ancie. • Item ro.. E-5 '..- 1\crioN Ii-at ArISTRAC.T DxrE,FE t t 4 t • subject: Status Report--Plannin4 Department Objectives Pub1ic Ye3 XX • . /M:trac/Tmant(s):Memo to County Manager; Informatica Centract..CJiM Pplatty Wdrk Objective Status Report of 19 pages PbOne igtmicer: • • : . PURPOSE: Pz provide information concerning progress the Planning Department has made in completing the work objectives adopted in the 1981-1982 Budget. ED: The Planning Department!s work is determined through the work objectives adopted with the budget; under the direction of the County Manager. A progress report was requested to determine the status of all work objectives. • .1 . . , . . . • IMPACT: The Planning staff is continuing to make outstanding progress in accomplishing the work abjectives adopted in the budget. Changes and additions to these adopted work objectives are as follows. Comprehensive Planning has added ene . major work objective (*19-Participatory Paving) , will reduce the scope of one (4:L5-Area Plans) , and will add one ( 21-Economic Development Policy) . Current Planning has added one objective that has been completed (416- Supervise Road Sign Crew) and will add one (417-Inspect new private roads) which had been dolie by the 555 Division. With the reduction of the S&E staff from two to one, work cia-, several objArtive "will be delayed or postponed until next year (08,9,11,12,5 13) RECOMMENDATION: Staff recommend the work program, as attached. 005 . • • ORANGE COUNTY PLANNING DEPARTMENT HILLSBOROUGH NORTH CAROLINA 27278 6.04 rn 1 440, 14W0 (je" MEMO TO: Ken Thomspson, County Manager FROM: Jim Polatty, Planning Director "lc DATE: February 9, 1982 SUBJECP: Work program report and revisions for the Planning Department for balance of this fiscal year. The attached analysis reports our work progress on all the work objective adopted by the Commissioners with the current budget. Our report is divided as follows: (1) 6 month report: Progress for first 6 months of this fiscal year. (2) Projections for next 6 months: This is our estimate of the time we hope to spend on each objective and when we hope to finish it. LONG RANGE PROGRESS In January 1979, the Board of County Commissioners adopted six specific planning objectives that have guided our work these last three years and through this fiscal year. The six adopted specific work objectives are as follows: 1. Complete land use plans for Bingham, Hillsborough and Cheeks townships including subzoning for watersheds, strip commercial and certain residential areas. 2. Extend Zoning Ordinance to Bingham, Hillsborough and Cheeks townships, in phases, in priority order, including subzoning for watersheds, strip comneTuial and certain residential areas. 3. Revise existing Zoning Ordinance and Chapel Hill and Eno Zoning Maps as necessary. , - - • - - OTEggrIti, ' . . _ _ . _ • _ 4. Develop intergovernmental long-range planning council. 5. Complete a county-wide land use plan, 6. Formulate water resource development policy, plan and protection. The following analysis is offered to provide you with background concerning some of our progress over the last three years. 1979 WORK OBJECTIVES 1, Complete (Land Use Plan and the Zoning Ordinance adopted September 1981). 2. The ordinance is extended into Hillsborough and Bingham Townships, but not Cheeks Township. The extension of zoning accounted for strip comm- ercial and certain residential areas. Watersheds will be included in the draft of the Watershed Protection District overlay zones and water- shed protection measures but have been recommended by the Planning Board to the Board of Commissioners. All staff work has been completed in order to include watersheds and extend zoning to Cheeks Township. 3. Complete (Revised Zoning Ordinance adopted September 1981). 4. All staff work with the Joint Planning Committee is complete. Agreement is drafted to,.set up the process, 5. Complete (Land Use Plan adopted September 1981). 6. The Planning Board has reviewed the Task Force Report and that recommendation is before the Board of County Commissioners. JP/nsw . _ , - • COMPREHENSIVE PLANNING WORK OBJECTIVES MANDATED BY STATE OR LOCAL LAWS (Objectives 1-4) WORK OBJECTIVE 1-4: STAFF PLANNING BOARD, BOARD OF COMMISSIONERS, BOARD OF ADJUSTMENT AND JOINT PUBLIC HEARINGS. 6 MONTH REPORT: Smith and Luce have staffed a number of Planning Board meetings in the first half of the year. These meetings concerned the Water Task Force Report, Land Use Plan, and the Airport Study. PROJECTIONS FOR NEXT 6 mums • These reports will require further meetings with County boards. A number of our work objectives for the next six months will require reporting on these studies to the various boards. WORK OBJECTIVES MANDATED BY BOARD OF COMMISSIONERS DIRECTIVE jObjectives 5-11) WORK OBJECTIVE 5: IMPLEMENT WATER TASK FORCE REPORT 6.VON`H REPORT: Staff net with the Planning Board at several of their meetings to report on the Water Task Force study and to answer questions. Staff met with all the Advisory Councils and the Cedar Grove Ruritan Club to discuss the report. Staff has written the zoning language which will implement several of the report recommendations. PROJECTIONS FOR NEXT 6 MONTHS Completion of this work objective is governed by the speed of review and action of the boards. This work objective will need to be extended into'comprehensive's program for the next 6 months. • Implementation could require working with surrounding jurisdictions as well as further research and reports to the Boards depending on Board of Commissioner's action. The stormwater management section of the land use code and several other work objectives are tied to completion of this objective. WORK OBJECTIVE 6: IMPLEMENT AGRICULTURE TASK FORCE REPORT 6 [+K)NIH REPORT: No work done on this objective. • 2 PROJECTIONS FOR NEXT 6 r)JNTis: The Board of Commissioners have now established the Agriculture Task Force Report Implementation Committee. Staffs role will be to staff meetings and produce drafts of new legislation or changes in legislation to implement the report. Suggested schedule for completion of this work is as follows: 1. February 15 - March 1 First draft of documents 2. First committee meeting 3. Revise draft as necessary 4. March B-12 Second committee meeting to review revised draft 5. Meeting between Institute of Government representatives and committee to review revised draft, • 6. March 29 - April 2 Final committee meeting, WORK OBJECTIVE 7: DEVELOP JOINT PLANNING PROCESS 6 MONTH REPORT: This objective is mostly completed. Minor revisions to the combined Joint Planning Agreement are required before the next and final meeting of the Joint Planning Committee, PROJECTIONS FOR NEXT 6 MONTHS: The deliberations of the individual boards as well as the joint meeting of all boards will require some staff time. A permanent Joint Planning Board for Chapel Hill and Carrboro if created, may require staff but I would not expect this group to be in-existance until after July 1, 1982. Staff' would like to revise the Joint Planning Agreements drafted for Chapel Hill/Carrboro to make it suitable for Hillsborough and submit it to the Hillsborough Town Board for their consideration. This would take several days of staff time. . WORK 0: 8: STAFF TOWNSHIP ADVISORY COUNCTIS 6 MONTH REPORT: Staff attended a number of Township Advisory Council meetings over the past six months in connection with the Water Task Force report. The completed Airport Study and Area Plan for Harmon-Young Activity Node proposed to be accomplished in the second half of the year may mean a fairly heavy schedule of Advisory Council meetings for us in the next several months. PROJECTIONS FOR NEXT 6 MONTHS: Township Advisory Council review of reports produced (Airport Study, Area Plan the Harmon-Young Activity Node) as well as some proposed amendments to the Land Use Plan Map will require • 3 an estimated 10 meetings by staff with Advisory Councils. WORK OBJECTIVE 9: STAFF HSAC MEETINGS 6 mum REPORT: No work done on this objective. PROJECTIONS FOR NEXT 6 MONTHS: Planning Staff will take minutes, mail agenda packets, and attend 6 HSAC meetings. WORK OBJECTIVE 10: PROVIDE INFORMATION TO CITIZENS 6 MONTH REPORT: This objective requires some time. Work includes explaining • the Land Use Plan to people and occasionally interpreting the Flood Ordinance and flood maps. Smith has a lot of information questions about the Participatory Paving Program and Census data. PROJECTIONS FOR NEXT 6 MONTHS: Continual work as requested by citizens. WORK OBJECTIVE 11: IMPROVE AND CONTINUE COMMUNICATION WITH CURER AGENCIES 6 MONTH REPORT: This objective has been accomplished over the past six months as a by-product of some of our other projects. Joint Planning especially has given us a chance to work with the other planning departments as well as some of their board people. The Water Task TIorce Report and Airport Study have and will involve work iRg with other professionals and agencies. PROJECTIONS FOR NEXT 6 MONTHS: C,ontinui work is estimated as a by-product of other work ob- jectives. • OTHER WORK OBJECTIVES: ADOPTED IN THE BUDGET (OBJECTIVES 12-19) WORK OBJECTIVE 12: DEVELOP 3 CHAPTERS IN THE LAND USE CODE WORK OBJECTIVE:12A: STORWATER MANAGEMENT SECTION OF LAND USE CODE 6 MONTH REPORT: This is one of the recommendations in the Water Task Force Report. The Board of Commissioners have not acted on this as yet. This objective could involve a Task Force and a considerable effort. • WORK OBJECTIVE 12B: UTILITIES SECTION OF LAND USE CODE 6 MONTH REPORT: No work thus far. PROJECTIONS FOR NEXT 6 MONTHS: This needs to be completed in the next (6) months. WORK OBJECTIVE 12C: WRITE STREETS SECTION OF LAND USE CODE 6 MONTH REPORT: This objective is mostly complete. PROJECTIONS FOR NEXT 6.MONTHS: • It will require one or two staff meetings for comment on it and, assuming no major changes or additions, several days for rewrite to produce final draft. When ZOTAC is resur- rected, the meetings will need to be staffed on this as well as staff the Planning Board if they begin their review this work year. WORK OBJECTIVE 13: DEVELOP THROUGHFARE STUDY -6 MONTH REPORT: This objective is complete except for a final rewrite based on staff comment requiring several days work at most. WORK OBJECTIVE 3.4: IMPACT CHECKLIST 6 MONTH REPORT: Staff has produced several drafts of the impact checklist. These have not been used yet. PROJECTIONS FOR NEXT 6 MONTHS: The existing checklist will be combined with the impact 410 checklist, but this work has been pushed aside by more pressing work. It will need to be included in our work program for the next (6) months. WORK OBJECTIVE 15: AREA PLANS FOR COUNTY ACTIVITY NODE AND TRANSITION AREAS 6 MONTH REPORT: No work has been done in this objective. PROJECTIONS FOR NEXT 6 MONTHS: Work is scheduled to begin on this work objective in January in conjunction with the Economic Development Policy. • Only one area plan will be completed this year, probably the area plan for the Harmon-Young Activity Node. This is an area that might be very suitable for industrial development and the plan might tie in nicely with our work on economic development. Other area plans should be put off until next year. WORK OBJECTIVE 16: 8 SPECIAL PRESENTATIONS 6 MONTH REPORT: TWo special presentations were given to the Ruritan Club and Chapel Hill Chamber of Commerce. PROJECTIONS FOR NEXT 6 MONTHS: 4 special presentations will be given. WORK OBJECTIVE 17: AIRPORT STUDY 6 MONTH REPORT: This objective is mostly completed, PROJECTIONS FOR NEXT 6 MONTHS: After reporting an it to the subccumittee, further revisions may be required. It must be discussed by the Planning Board and possibly the Board of Comnissioners. WORK OBJECTIVE 18: CENSUS REPORT FOR ORANGE COUNTY 6 MONTH REPORT: No work on this objective. PROJECTIONS FOR NEXT 6 MONTHS: Work on this objective is currently scheduled for April. We need to check on availability of necessary data before putting it into a revised work program. Right now, the Census Bureau says the information will not be available until. March. ADDED WORK OBJECTIVES: (Done in the past six months by this division not covered by the Budget Work Objectives). ADDED WORK OBJECTIVE 19: PARTICIPATORY PAVING This program is an addition to our work program. Smith has spent much time with this program in the past several months completing programs that were begun before Planning received it. Much of the work is routine in nature and as soon as we are fully familiar with the process we would likt to turn most of it over to a secretary or technician. 5 6 ADDED WORK OBJECTIVE 20: HOSPITAL STUDY This proposed issue paper is an addition to our work program. BOA might be submitting an application to the State Hospital Board in January. We will need to check on this and posSibly include this in our work schedule for courtesy review by Board of County Commissioners. SUGGESTED ADDITION TO COMPREHESNIVE WORK PROGRAM The following addition could be made to our work program some- time in the future. SUGGESTED WORK OBJECTIVE 21: ECONOMIC DEVELOPMENT: DEVELOPMENT OF A SEWER AND WATER EXTENSION POLICY This would be a major piece of work involving research in an area neither Smith nor Luce are very familiar with. We also • expect that this might expand beyond the confines of the above title. SUGGESTED WORK OBJECTIVE 22: REVIEW OF DOT SECONDARY ROAD IMPROVEMENTS PROGRAM The review would be of the process DOT uses to determine the need for roads to be paved. Since their process is mostly judgemental, we would probably need to develop pne based on traffic counts, etc. This will be put off until after July 1 since their program does not come out until October. SUGGESTED WORK OBJECTIVE 23: HAZARDOUS WASTE ORDINANCE If Orange County goes with a modification of Chatham Counties proposed model ordinance, most of this work will involve becoming familiar with background material on hazardous waste so that questions asked by the Planning Board, Commissioners, and citizens can be answered. SUGGESTED WORK OBJECTIVE 24: BICYCLE TRAILS IDENTIFICATION 410 • 7 CURRENT PLANNING WORK OBJECTIVES MANDATED BY STATE OR LOCAL LAWS (OJBECTIVES 1-11) WORK OBJECTIVE 1: EDUCATE AND PROVIDE INFORMATION TO DEVELOPERS, REALTORS, ATTORNEYS, SURVEYORS AND THE GENERAL PUBLIC BY HANDOUTS AND CONFERENCES 6 MONTH REPORT: We continually provide information to County citizens concerning all of the Land Development Codes (Subdivision, Zoning, Flood Plain, Land Use, and Building Inspections). There are at least 20 telephone calls, or walk-in visitors each day, In the past 6 months we had conversations with about 2,000 people about Subdivisions and Special Use Permits, Flood Ordinance. • PROJECTIONS FOR THE NEXT 6 MONTHS: We will produce within the next six months a brief handout that summerizes the new zoning ordinance. This along with existing forms and applications should simplify our educational tasks. We will probably have about 2,100 conversations about subdivision, rezoning, and special uses in any given six month period, WORK OBJECTIVE 2: REVIEW AND MAKE RECOMMENDATIONS ABOUT ALL SUBDIVISION PROPOSALS AND REZONING REQUESTS AT MONTHLY PLANNING BOARD MEETINGS AND AT THE FOUR QUARTERLY PUBLIC HEARINGS 6 MONTH REPORT: The land development codes require that the Planning Staff make recommendations on subdivision and rezoning requests. There were 6 Commissioners meetings. There were 3 Public Hearings and 12 Planning Board meetings in the last 6 months. We reviewed a total of 10 major subdivisions through the preliminary process, with a total of 44 lots. There were 5 rezoning proposals and 3 special use permits. We also reviewed 43 minor subdivisions with a total of 56 lots. • PROJECTIONS FOR NEXT 6 MONTHS: There should be 9 Planning Board meetings and 6 Commissioners meetings in the next 6 months. There should also be 3 Public Hearings. We anticipate 11 major subdivisions and about 50 minor subdivisions, with 8 rezonings and 4 special use permit requests. WORK OBJECTIVE 3: PROVIDE STAFF FOR THE BOARD OF ADJUSTMENT, 6 MONTH REPORT: The Board of Adjustment usually meets 1 time per month. For the past year they have not had to meet every month. However, staff feels that with the new zoning Ordinance there may be • 8 a need for more meetings,In the past 6 months the Board has met 3 times and had 4 cases. PROJECTIONS FOR NEXT 6 MONTHS; We expect to have 5 cases within the next 6 months. These requests include a staff review of the proposal; recommendation to the Board of Adjustment, findings of fact in the case, minutes of the meeting. WORK OBJECTIVE 4: MAINTAIN CONSTANT REVIEW AND RECORDS OF ALL LAND DEVELOPMENT ACTIVITY, SUCH AS MINOR AND MAJOR SUBDIVISIONS AND REZONINGS: THROUGH ON-SITE INSPECTIONS OF EACH NEW SUBDIVISIONS AND REZONING PROPOSAL 6 MONTH PEPORT: The review of land development activity is on a as required basis, The amount of activity has been reasonably slow for the first 6 months of this year. Because of increasing time requirements in other areas and the slow activity there have been only about 60 on-site inspections in the last 6 months, The number of people who call or come in average 1,460 per year or about 5 people per day. The type review staff does for these projects is changing, with regular subdivisions we look only at the particular property and surrounding areas. Planned Developments require more in depth review of the proposal and how it fits into an entire area. We are changing our filing system to better deal with the increased numbers of developments we an- ticipate in the near future. PROJECTIONS FOR NEXT 6 MONTHS: 60 on-site inspections and 730 people visiting the department. WORK OBJECTIVES 5 AND 6: ISSUE BUILDING PERMITS AND HANDLE QUESTIONS AND COMMUNICATIONS FOR BUILDING INSPECTIONS DEPARTMENT, AS NECESSARY. ENFORCE THE FLOOD DAMAGE PREVENTION ORDINANCE THROUGH THE IS- SUANCE OF PERMITS: CONTACT WITH THE PUBLIC; FIELD SURVEYS • 6 MONTH rEPORT: Current Planning now issues all building permits in order to have stricter adhereance to the Land Development Codes. There were 455 building permits issued in the last 6 months. With each building permit a Flood Permit is issued to insure that the building is not in a floodway. We have taken on this added responsibility because there are more zoned townships which require zoning compliance and also the Flood Damage Prevention Ordinance required that Current Staff review all applications anyway. There are an average of 4 people/day that require our assistance. • 9 PROJECTIONS FOR NEXT 6 MONTHS: Staff expects the work load in permits to become higher as interest rates on loans begin to fall this spring. Therefore, 500 building and flood permits will be issued and an average of 4 people/day will need our assistance. WORK OBJECTIVE 7: INFORM COUNTY BOARDS OF DEVELOPMENT ACTIVITIES THROUGHOUT THE COUNTY BY SENDING MONTHLY REPORTS OF MINOR SUBDIVISION ACTIVITY, AND AN ANNUAL REPORT OF ALL REZONINGS AND NEW SUBDIVISION 6 MONTH REPORT::: Two reports to the County Commissioners and Planning Board told how much activity is going on that neither of these Boards review. Minor subdivision activity has remained high even with the bad business climate. There were 43 minor subdivisions • approved within the last 6 months. PROJECTIONS FOR NEXT. 6 MONTHS: There will be about 45 minors to be submitted in the next 6 months through 6 monthly reports. The reports are used by other individuals, such as the Power Companies, Telephone, Cable T.V., etc. for their work. WORK OBJECTIVES 8: PROVIDE SPECIAL PRESENTATIONS TO OTHER PUBLIC GROUPS, SUCH AS THE TOWNSHIP ADVISORY COUNCILS 6 MONTHS REPORT: In the past 6 months the Current Planning staff gave 3 presentations to Public Groups especially the Township Advisory Councils. These meetings were to give citizens the opportunity for input on development proposals prior to public hearings. The meetings are also for input on the changes to the land use code or zoning ordinance, PROJECTIONS FOR NEXT 6 MONTHS: In the next 6 months the planning staff will give 6 special • presentations. WORK OBJECTIVE 9: CONTINUALLY RE-EVALUATE LAND USE DEVELOPMENT REGULATIONS AND PROPOSE REVISIONS, TO INSURE THE MOST EFFICIENT REGULATIONS POSSIBLE 6 MONTH REPORT: Current Planning continually strives to expedite the review process for development proposals. We started regular staff meetings for review of proposals and now the review time is 11 of what it used to be. If the work load increases as we expect it to there will be a need for the most efficient system possible. In the last 6 months a new zoning ordinance has been adopted for 4 townships and in the next 6 months, work will begin on 0 revising the Subdivision Regulations, PROJECTIONS FOR NEXT 6 MONTHS: SEE OBJECTIVES 11, 13, 14 and 15. WORK OBJECTIVE 10: PROVIDE SPECIAL MEMORANDUMS OR LETTERS 6 MONTH REPOT : PRIMARILY TO DEVELOPERS CONCERNING VARIOUS ASPECTS OF LAND DEVELOPMENT Each time the staff reviews a development proposal, the developer 10 must be sent a detailed letter outlining any changes that are necessary to make the project conform to the applicable regulations. Many times there will be 2 or 3 letters on the same project. In the last 6 months we estimate that over 110 memorandums or letters have been written concerning projects, There are also letters that must be written to individuals who ask for information but never proceed with the proposal. PROJECTION FOR NEXT 6 MONTHS: Current Planning staff will write an average of 4 letters/week. WORK OBJECTIVE 11: IMPLEMENT NEW ZONING ORDINANCE BY DEVELOPING APPLICATIONS, CHECKLISTS, AND OTHER LEGAL FORMS AS NECESSARY 6 MONTH REPORT: Within the past 6 months we will have started developing the new application forms for rezoningsi special use permits and planned developments. These forms will be more comprehensive than existing forms and will require more work on the part of the applicant, such as list of adjacent property owners and preaddressed, stamped envelopes. We have a new special use permit form that will be recorded when the special use permit is approved. PROTECTIONS FOR NEXT 6 MONTHS: All forms, checklists, and applications will be completed. WORK OBJECTIVES MANDATED BY BOARD OF COUNTY COMMISSIONER DIRECTIVE (WORK OBJECTIVE 12) WORK OBJECTIVE 12: ASSIST ROAD NAMING ADVISORY COMMITTEE TO REPORT: NAME 200 NON-STATE MAINTAINED PUBLIC ROADS 6 MONTH The planning staff hopes that the RONAC program will be completed by the end of this fiscal year. RONAC has named 27 state main- tained roads and 80 public non-state maintained roads. PROJECTIONS FOR NEXT 6 MONTHS: There are about 120 public non-state maintained roads to be 11 named. It is staff's recommendation that these roads be named but not have signs erected at the intersections, by the County. This will require about 3 additional meetings of RONAC with agenda's and minutes to the meetings. OTHER WORK OBJECTIVES ADOPTED IN BUDGET (OBJECTTVES 13-15) WORK OBJTCTIVE 13: DEVELOP 6 DRAFTS OF 3 CHAPTERS FOR THE LAND USE CODE THROUGH 6 MEETINGS OF THE TECHNICAL ADVISORY COMMITTEE 6 MONTH REPORT: No work on this objective. None of this objective has been completed as of this time. They will be done (or substantially completed) by the end of this fiscal year, Included in this is a revision of the subdivision regulations on which staff • has a high priority. A chapter on recreation and screening are to be done also. WORK OBJECTIVE 14: DEVELOP WORKBOOKS, PAMPHLETS, ETC. TO EXPLAIN THE SPECIFICS AND DETAILS OF 'HOW TO' METHODS CONCERNING THE.USE OF THE DEVELOPMENT ORDINANCES 6 MONTH REPORT: No work on this objective. PROJECTIONS FOR NEXT 6 MONTHS: This is also an important work objective that will be completed and will facilitate citizens understanding of the land develop- ment regulations. A citizens handbook has been drafted, it needs further refinement; we also expect to write a brief summary of the zoning ordinance, and subdivision regulations. WORK OBJECTIVE 15: BEGIN TO SET UP A LAND INFORMATION FILE TO PROVIDE DATA FOR ORDINANCE ADMINISTRATION INCLUDING A GEOGRAPHIC CROSS REFERENCE FILE FOR ALL SUBDIVISION, ZONING, AND BUILDING PERMITS FILES O6 MONTH REPORT: No work on this objective. PROJECTIONS FOR NEXT 6 MONTHS: Current Planning will be working with the Inspections Division on the implementation of a computerized land records system. Once in place the system will facilitate our record keeping and allow us to keep track of proposals more easily. The amount of work required by this objective could be considerable. ADDED WORK OBJECTIVES (DONE IN THE PAST 6 MONTHS BY THIS DIVISION AND NOT COVERED BY THE BUDGET WORK OBJECTIVES) • 12 ADDED WORK OBJECTIVE 16: SUPERVISE THE ROAD SIGN CREW 6 MONTH REPORT: This project took considerable time (primarily Cannity's) for the months of July and August and less time for the months September through November. The road crew erected about 1,200 signs at 600 intersections throughout the County. During the sunnier there was a supervisor and 3 laborers in the fall the crew consisted of a supervisor and 2 laborers. ADDED WOK OBJECTIVE 17: INSPECT ALL NEWLY CONSTRUCTED PRIVATE ROADS TO ENSURE ORANGE COUNTY PRIVATE ROAD STANDARDS 6 MONTH REPORT: No work done by Current Planning. This had been done by the S & E division prior to February 1, 1982. 411 PROJECTIONS FOR NEXT 6 MONTH: The Current Planning division will inspect 16 private roads which will requite 32 inspection trips. This will have to be done by Current Planning because the S & E division has been downgraded and reduced in size. SUGGESTED WORK OBJECTIVE 18: MOBILE HOME PARK ORDINANCE The State of North Carolina has adopted minimum standards for the operation of a Mobile Home Park, this covers various aspects such as access, trash remove', tie downs, etc. Orange County should adopt at a minimum the state code, with modifications to the particular situation here in the County, SUGGESTED WORK OBJECTIVE 19: INTEGRATE ENERGY CONSERVATION CONCERNS INTO THE LAND DEVELOPMENT CODE Energy conservation measures will be integrated into the Land Development Code. The Energy Office will handle most of the drafting of this, Current Planning will coordinate the review of proposals. SUGGESTED WORK OBJECTIVE 20: MANUFACTURED HOUSING LAW COORDINATION Insure that Orange County Development Regulations are not in conflict with this new law. Revise or draft any necessary changes. • 13 INSPECTIONS DIVISION WORK OBJEUTiVES MANDATED BY STATE AND LOCAL LAWS (OBJECTIVES 1-3) WORK OJBECTIVE 1: WORK WITH THE PLANNING DERAPTITENT IN ENFORCING ZONING AND SUBDIVISION REGULATIONS 6 MONTH REPORT: Inspectors have become much more aware of the requirements ad standards of the Zoning Ordinance and Subdivision Reg- ulations. They can now expalin the minimum requirements to citizens and can alert citizens to possible problems. PROJECTION FOR NEXT 6 MONTHS: • This objective is a continual one, WORK OBJECTIVE 2: ISSUE PERMITS AND PERFORM INSPECTIONS This objective is for all work to ensure conformity with state and local codes under county jurisdiction by en- forcing the building, plumbing, electrical, insulations, and mobile home inspections in all areas outside all mu- nicipalities. 6 MONTH REPORT: Construction was off some what over all for the months July-December. There were 455 Building Permits, 531 Electrical Permits, 202 Plumbing Permits, 54 Mechanical (beginning 9-1-81) Permits issued. Each of these permits requires at least 1 inspection; most require R inspections and many (single family homes) require at least 3. PROJECTION FOR NEXT 6 MONTHS: Electrical Permits 550, Plumbing 225, Mechanical Permits 120, and Building Permits 470 will be issued January to June 1982. Mechanical permits should rise dramatically • as contractors are made aware of the new regulations requir- Jag permits and inspections. WORK OJBECTIVE 3: ISSUE PERMITS AND PERFORM INSPECTIONS UNDER COUNTY'S JURISDICTION INSIDE THE TOWN OF HILLSBOROUGH AND ITS EXTRA- TERRITORIAL PLANNING JURISDICTION ' 6 MONTH REPORT: (Included in #2 above). PROJECTION FOR NEXT 6 MONTHS: (Included in #2 above), 4'' • 14 OMR WORK OBJECTIVES (OBJECTIVE 4) WORK OBJECTIVE 4: DEVELOP A LAND INFORMATION FTTE 6 MONTH REPORT: Data Processing has produced a draft program to provide data for ordinance administration, including a geographic crop reference file for all subdivisions, zoning, and building permits. This is the beginning of the program to computerize the records of the INspections Division along with the Land Information File for the Current Planning Division. PRWECTLONS FOR NEXT 6 MONTHS: Completion within 6 months. • SUGZSTED WORK OBJECTIVES THAT COULD BE ADDED TO 'ME WORK PROGRAM SUGGESTED WORK OBJECTIVE 5: INTEGRATION OF ALTERNATIVE ENERGY DESIGNS (SOLAR DESIGN) INID-THE BUILDING CODE The increased cost of fuel has encouraEed people to turn to alternative sources of heat. The Inspections division is now assulted with an array of different devices intended to provide heat or cooling for buildings. The building codes need to be adopted to outline what type installations are allowed and which are not. This objective may require additional training for inspectcrs. SUGGESTED WORK OBJECTIVE 6: ADOPTION OF A BUILDING CODE ORDINANCE Orange County should adopt a loci ordinar:ce or the enforce- ment of the State Building Code waking specific reference to construction, electrical service, plumbing and mechanical. Other jurisdictions electrical service, plumbing and mechanical. Other jurisdictions have similar orlinances and this should not require extensive work. • • 15 SEDIMENTATION AND EROSION CONTROL WORK OBJECTIVES MANDATED DY STATE OR LOCAL LAWS (O(3JECTIVES 1-6) WORK OBJECTIVE 1: INSPECT CONSTRUCTION SITES AND ALL DEVELOPMENT PROJECTS TO IDENTIFY CURRENT OR POTENTIAL CONTROL PROBLEMS FOR ENFORCEMENT OF THE EROSION CONTROL ORDINANCE, 6 MONTH REPORT: Division continually inspects sites permitted through this office on a day-to-day (on-going) basis. There were 105 total project sites visited and inspected during the first half of the fiscal year (J4ly 1, 1982 - December 1, 1981). There were 606 total inspectirts made of these sites. This is an average of 4.8 sites inspected per each working day. • PROJECTION FOR OR NEXT 64MONTES: There will still be about 105 total porject sites. However, with reduced and dcwngraded staff there will be an average of only 2 inspectiper site for a total of 21U inspections. WORK OBJECTIVE 2: PRIDE TECHNICAL ASSISTANCE TO DEVELOPERS ANT;QIITZENS ABOUT THE OBJECTIVES OF AN oEFFILCTIVE EROSION CONTROL PROGRAM THROUGH . WORKSHOPS, ON-SITE CONFERENCES AND MEMOS - .- 6 MONTH' REPORT:. This office sends - approximately 50 seeding letters during illt the fescue growing easons twice a year, Cn September 1-3, the Orange County S & vision helped sponsor a 3-day hydraulics and hydrology des . workshop for engineers in order to help than prepare bette erosion control land drainage plans. Facer the field notes, r riled for each inspection, there were 455 sites inspected wi technical information supplied. *-F PROJECTIONS FOR NEXT 6 MONTHS: 111, There will be 200 tea inspected with technical assistance provided. WORK OBJECTIVE 3: REJ EROSION CONTROL PLANS 6 MONTH REPORT: This is an on-going objective. Usually a plan is reviewed at least twice during the review process prior to the issuance of a grading permit. When initally submitted, a plan is reviewed and is usually approved with some type of modification and/or changu. Men the modified plan is submitted and reviewed. All plan reviews require at least 1 field investigation to the site. This objective also includes the review of plan exemption form projects (sites between 20,000-40,000 square feet of land disturbed). . . . . 16 All these sites require a field visit. There were 16 plans reviewed for a grading permit (over 40,000 square feet disturbed) and 13 plans reviewed for a plan exemption form (between 20,000 and 110,000 square feet disturbed) during the 6 month period for a total of 29 plans reviewed during July 1, 1961- December 31, 1981. PROJECTIONS FOR NEXT 6 MONTHS: There will be 16 plans reviewed for grading permits and 13 plans reviewed for a plan exemption form during the next 6 months. This will total 29 plans for the next 6 months. WORK OBJECTIVE 4: INSPECT ALL NEW MINOR AND MAJOR SUBDIVISIONS IN UNINCORPORATED ORANGE COUNTY FOR DRAINAGE AND FLOODING PROBLEMS 1110 6 MONTH REPORT: There were 49 minor subdivisions and 10 major subdivisions inspected an average of 2.26 sites per week during the 6 month period. PROJECTION FOR NEXT 6 MONTHS: There should be 50 minor subdivisions, 10 major subdivisions with an average of 2 inspections per site. • WORK OBJECTIVE #5: INSPECT ALL NEWLY CONSTRUCTED PRIVATE ROADS 6 MONTH REPORT: All private roads require at least 2 site inspections; an initial inspection and a final inspection, However, most private roads are inspected more than twice. Al]. of the design and technical engineering required to construct the roads (layout, pipe sizing, etc.) are provided to the developer through this office. PROJECTION FOR NEXT 6 MONTHS: • Due to the downgrading and reduction of S & E staff the work objectiVe has been transfered to Current Planning. WORK OBJECTIVE 6: ATTEND COUNTY STAFF SUBDIVISION REVIEW MEETINGq 6 MONTH REPORT: Staff attended a weekly county planning department staff meetings to give input in the development process. Work load for the past 6 months is approximately 10 meetings with field inspections for each subdivision reviewed. • 17 PROJECTIONS FOR NEXT 6 MONTHS: There will be 24 weekly staff meetings. WORK OBJECTTVE MANDATED BY BOARD OF COUNTY COMMaSSIONERS DIRECTIVE OBJECTIVE 7 WORK OBJECTIVE 7: MONITOR STATE REGULATED CONSTRUCTION PROJECTS 6 MONTH REPORT: There are 20 state regulated sites in Orange County. This staff has conducted 40 inspection trips and reported violations to tho state office. PROJECTIONS FOR NEXT 6 MONTHS: There will continue to be 20 state regulated sites that will require 40 inspection trips. However, the objective should be reduced due to reduction and downgrading of S & E staff to about 20 inspections. OTHER WORK OBJECTIVES ADOPTED IN THE BUDGET (OBJECTIVES 8-13) WORK OBJECTIVE 8: PROVIDE TECHNICAL ASSISTANCE TO DEVELOPERS AND CITIZENS ON EVERY ASPECT OF TECHNICAL SITE ENGINEERING, DESIGN AND TECHNICAL INFORMATION OTHER THAN SOIL AND EROSION RELATED INFORMATION 6 MONTH REPORT; Technical information on the above subjects is given on a day- to-day basis. Site design and engineering assistance is usually given with every erosion control field inspection. Field in- vestigations are made for individual county residents requesting this type of technical assistance. PROJECTION FOR NEXT 6 MONTHS: This objective should be removed due to reduction and downgrading of S E staff until full staffing is resumed. WORK OBJECTIVE 9: PLAN REVIEW AND TECHNICAL ENGINEERING AND DESIGN 4110 INFORMATION DURING THE PLAN REVIEW PROCESS OTHER THAN SOIL AND EROSION 6 MONTH REPORT: On every plan submitted for approval this staff gives technical design and engineering information into the plan review process. This type of information includes, site design and layout re- commendations, watershed information, pipe sizing, catch basin and curb inlet locations, channel design, grading plans, retention pond design, soils information, landscape design and horticultural recommendations, site construction details, etc, There were 23 plans reviewed, which includes both regular plans and plans to receive a plan exemption form, • PROJECTIONS FOR NEXT 6 MONTHS: This objective should be removed due to reduction and downgrading of S & E staff until full staff is resumed. WORK OBJECTIVE 10: GIVE INPUT INTO OTHER GOVERNMENTAL AGENCIES LAND USE PLANS, RESOURCE CONSERVATION PROJECTS, ENGINEERING GUIDELINES, ENVIRONMENTAL IMPACT, SITE DESIGN/PLANNING, STORM WATER MANAGEMENT, WATER QUALITY, SOILS INFORMATION AND GENERAL SURVEY PROBL 6 MONTH REPORT: EMS The erosion control officer currently serves on the design and development review staff for the town of Chapel Hill. This committee meets periodically. A field inspection and written comments are required for every preliminary construction pro- ject that is reviewed. The S & E staff currently serves as a technical consultant to the towns of Carrboro and Hillsborough. Proposed construction projects are reviewed in the field and on the plan for both municipalities. The above listed technical assistance is provided on a regular basis, PROJECTIONS FOR NEXT 6 MONTHS: Chapel Hill's Development review committee should require at least 6 meetings. Carrboro Planning should also require at least 6 meetings. WORK OBJECTIVE 11: DEVELOP A POLICY AND PROCEDURES.MANUAL 6 MONTH REPORT: Development of the above manual is currently underway. The erosion control officer is now preparing handwritten chapters of the manual andlis presently doing all research necessary. The next major step is to decide on a format for thebook, type a rough draft and encorporate the graphics (of which there will be a considerable amount). The erosion control officer is the sole participant in the preparation of this • manual. PROJECTION FOR NEXT 6 MONTHS: This objective will be delayed until next fiscal year due to tha downgrading and reduction of staff. WORK OBJECTIVE 12: ASSIST IN THE DEVELOPMENT OF 1 CHAPTER FOR 6 MOUTH REPORT: No work on this objective. ecItAiNIUSE CODE ON FLOODING, DRAINAGE, EROSION AND STORMWATER MANAGEMENT • 19 PROJECTION FOR NEXT 6 MONTHS: Work will begin on this objective sometime in February 1982. The S & E division will work with comprehensive planning on this objective in hopes of establishing a "standard set of definitions for all environmental terms". This objective will be underway once the water'task force report is approved and incorporated into the land use plan. Completion of this ob- jective will have to be delayed until next fiscal year due to the downgrading and reduction of S & E staff. WORK OBJECTIVE 13: DEVELOP NEW PRIVATE ROAD STANDARDS FOR THE LAND USE CODE 6 MONTH REPORT: S & E staff has circulated a preliminary memo outlining certain changes (and additions) to the standards for preliminary planning staff input, PROJECTIONS FOR NEXT 6 MONTHS: Once this is completed, the new road standards will be finished. However, due to the downgrading and reduction of S & E staff, work on this objective will be delayed until the next fiscal year. ADDED WORK OBJECTIVES ADDED DURING FIRST 6 MONTHS (OBJECTIVES 14 & 15) WORK OBJECTIVE 14: GREEN BOX DESIGN FOR PROTOTYPE SITE A preliminary report of a prototype design using Old NC 86' at the prison as an example is ready for the Manager's review. ADDED WORK WECTIVE 15: S & E VIOLATION POLICY A rough draft of a violation policy is presently under staff review. • 3 COUNTY MANAGER'S OFFICE I' PLANNING DIRECTOR jim Polatity ffTATIO DIVISION ION BUILDING INSPECTION pN SUPPORT STAFF' CURRENT PLANNING COMPREHENSIVE DIVISION LANNIttG S a E OFFICER BUILDING INSPECTORS PLANNER Ilf V�carf INSPECTOR CLERK PLANNER 1I1 Norma Sue Walker Rick Cannity Roland t7aaner J ELECTRICAL Fred Luce 5aE INSPECTOR INSPECTOR I PLANNER I vac nt: PLUMBING Ebaene Roberts � CLERK IV PLANNER II INSPECTOR 1 Sue tlalker Eddie Kirk j € Susan Smith 11 Euaene.Do thress ELECTRICAI.{pRP € �---�- INSPECTOR TIME) CLERK III ! PLANNING PLANNING Irint Creene n ,, ;; TECHNICIAN TECHNICIAN _. 1� Jane Atwater DRAFTSMAN Keith Rosemond € i es ORATE COUNTY 9 BOARD OF COMMISSIONERS Action. Agenda Item No. E-6 ACTION AGEDA EMI ABSTRACT MEETOG DATEFebruary 16, 1987 Subject:Regular public hearing for Rezoning Requests and Special Use Permits • [Public Hearing: Xxx yes , no- Dnpar-U-rent: Planning 1- AtteacklaMMt(s,N : InfOrraatkinCORtaCt: Jim Polatty .No. • - Phone Number: 732-8181 ext. 510 - • PURPO :To set an alternative date for the quarterly joint public hearing withtthe Planning Board which was to be held February 22, 1982. TEED: The following is a list of itmes submitted for the regular public hearing: 1. Consideration of a rezoning request for Cleora Sterling Corp. off Highway 54. 2. Consideration of a change in the Land Use Plan for the area near Murphy School. 3. Rezoning request by Gary W. Dean in the Murphy School area. 4. Rezoning request by Bass Welding Service in the Murphy School area. - -57. Rezoning request by Auto Catering Service in the Murphy School area. 6. Rezoning request by G-M Electric in the Murphy School area. 7. Rezoning request of Phillips General Repair in the Murphy School area. IMPACT: The Zoning Ordinance sets up dates for hearings to be held in February, May, August, and November. The Planning Department accepts requests for rezonings and special use permits based on these meeting dates. By setting a public hearing between February 22 and March 12, 1982, these requests can be dealt with in the same meeting sequence as if the hearing were held on February 22, 1982. RECOMMENDATION: Staff recommends setting a public hearing for as soon as possible. • •..: „ .- ..... ._ ., .. .., ...___ . - ..,);412 , . . - • - •. - - - - • 71)0 ORANE COUNT' BOARD O' ca.Nissiosmts Action Agenda . i Item r.o- E-7 ACTION AGENDA ITTI ABSTRACT . MEETEV.; Subject: Board of Equalization and Review - ” Public Bearing: Yes ' X r DepartTent:___Tax Supervisor . . . . . . . . . ...-.,, . . . . . Attc. imment(s): Information Contact: Kermit Lloyd . 1 • , • : " ' Copy of ,105-322 Phone =Elbe= ext412 732-8181- - . ., .. . • . . . . ., . . PP ps : If the County Commissioner elect to appoint a special Board of EqualizatiOn and Review, a resolution must be adopted on or before the first Monday in March, to establish such a Board. • .- . " . _ • . _ • Need: The Tax Office anticipates about 20Q property valuation appeals this year The Tax Supervisor thinks this number of appeals will entail about twelve meetings. : The period when the E & R Board would sit coincides with the budget process for the County. - . The Board of Commissioners did establish a special E & R Board for 1981. . ! lirpact: To name a separate E & R Board would allow the Board of Commissioners to focus its attention on the budget process this spring. Rco..y.7.D2ndatio1(s) : As the Board decides. If the Board chooses to name an E & R Board it should direct the Clerk to: 1) advertise for that Board's appointments; and 2) direct that a Resolution establishing the rE & R Board be drawn and such Resolution be placed on the March 1, 1982, agenda. . 0 ,_ v § 105-322 REVIEW AND APPEALS OF LISTINGS,ETC. § 105-322 .i (or City or Town)of • • • • • , ° • ' ' ' ' I'' Tot h e Tax Collector of the County(or City or Town)of . . , . . . • • • , You are hereby authorized,empowered,and commanded to collect the taxes , set forth in the tax records filed in the office of...,..•.,.and in the tax receipts i �, t{ herewith delivered to you, in the amounts and from the taxpayers likewise g ,{ i5-:" therein set forth.Such taxes are hereby declared to be a first lien upon all real ' property of the respective taxpayers in the County(or City or Town)of,.:.. 1tr. and this order shall be a full and sufficient authority to direct,require, t. i`u., and enable you to levy on and sell any real or personal property of such i F;l'.! taxpayers, for and on account thereof,in accordance with law. •, - 4;5-.. Witness my hand and official seal,this., .. - . •.day of.,.., 19... i } • (Seal) Chairman,Board of Commissioners of ...L' -. County (Mayor,City(or Town)of . . . . . . . . .) 1 • Attest: mmissioners of , . ., . . . . . , . , . . . . 4 Clerk of Board of Co :County (Clerk of the City(or Town)of . . .. . . • • • • • • • (c) The original tax receipts,together with any duplicate copies that may have been prepared,shall be delivered to the tax collector by the governing body on or before the first day of September each year if the tax collector has made ',/ settlement as required by G.S. 105-352.The tax collector shall give his receipt for the tax receipts and duplicates delivered to him for collection.. (d) No tax receipt shall be delivered to the tax collector for any assessment appealed to the Property Tax Commission until such appeal has been finally adjudicated.(1939,c.310,s.1103;1971,c.806,s.1;1973,c.476,s. 193;c.615) t ARTICLE 21. Review and Appeals of Listings and Valuations. /1 \1 , § 105.322. County hoard of equalization and review. (a) Personnel, — Except as otherwise provided herein, the board of equalization and review of each county shall be composed of the members of the board of county commissioners. Upon the adoption of a resolution so providing,the board of commissioners is authorized to appoint a special board of equalization and review to carry out the duties imposed under this section. The resolution shall provide for the i membership,qualifications,terms of office and the filling of vacancies on the hoard. The board of commissioners shall also designate the chairman of the special board.The resolution shall be adopted not later than the first Monday in March of the year for which it is to be effective and shall continue in effect t . until revised or rescinded.It shall be entered in the minutes of the meeting of the board of commissioners and a copy thereof shall be forwarded to the 0 Department of Revenue within 16 days after its adoption. ! t, Nothing in this subsection(a)shall be construed as repealing any law creating •‘ I a special board of equalization and review or creating any board charged with the duties of a board of equalization and review in any county. comp ensa ion and allowances to be paid members of the board of equali�equalization ,",J;;'1 '' and review for their services and expenses )<�e"t (c) Oath -- Before entering upon his duties,each member of the board of equalization and review shall take and subscribe the following oath and file it __ with the clerk of the board of county commissioners: 75 , e ` . ,. , „Y', § 105.322 MACHINERY ACT § 105.322: g 105-3 2 do solemnly swear(or affirm)that I will support and maintain they Constitution and laws of the United States,and the Constitution and laws of North Carolina not inconsistent therewith,and that I will faithfully on d discharge af e the duties of my office as a member of the Board of Equalization : .�.; of,,,,,..•..County,North Carolina,and that I will not allow my actions as ,i a member of the Board of Equalization and Review to be influenced by personal `. or political friendships or obligations,so help me God. 11'1�' (Signature) i (d) Clerk and Minutes.—The tax supervisor rvene at serve etas clerk k to the board lz) y j of equalization and review, shall be present as hefmay have orfcan obtain shall tetoothe listngsand valuation of taxable property inyythe county. (e) Time t meMeeting.g ot earlier than the first Monday equalization inApril and not later than hold e d first day following its board shall unless,i in its opinion,a longer.period the• third d proper no event shall the board sit later to tha July 1 except tit hear andidetermine requests made under the provisiopns of subdivision (g)(2), below, when such its first meeting untimade ts adjournment,i the board shall meet atYsouch the as it deems and reasonably necessary to perform its statutory duties and to receive requests low•• hear the appeals of taxpayers under the provisions of subdivision(g)(2), (f) Notice of Meetings and Adjournment—A notice of the date hours,place, and at least three times of some newspaper pape hav nog general circulation in the county,the first publication to be at least 10 days prior to the first meeting. The notice shall ic the board will meet f llowing its first meet meeting the d the date on which it expects to adjourn;it shall also o that effecttwill be publshed the in the same earlier newspaper Should aenotice notice be required on account of earlier adjournment,it shall be published at least once in the newspaper in which the first notice was published,such publication to be at least five days prior to the date fixed for adjournment. oul least notice once be required on account of later adjournment,it shal be the newspaper in which the first notice was published,such publication to be (3• prior to the date first announced for adjournment (g) Powers and Duties.— ualization and review to examine (1) It shall be the duty of the board of eq and review the tax lists of hall be listed on the abstracts year nd tax records that the taxable a prop t i of the county and appraised according to the standard required by G. •.to confer and the board this Subchapter. Inn carrying out its conform to the p the board, on its own responsibilities under this subdivision (g)(1),person,shall: i :fir` S motion or on sufficient cause shown by y p i '■` a, Dist,appraise,and assess any taxable real or personal property that 1' has been omitted from the tax lists. b Correct all errors in the names of persons and in the description of properties subject to taxation c. Increase or reduce the appraised value of any property that,in the i; board's opinion, shall have been listed and appraised at.a figure that is below or above the appraisal required by G S. ";. 105.283' however,the board shall not change the appraised value of any real • _� • property from that at which it was appraised for the preceding year 76 ' k....r�1 ,.��,yse'�•x,..rc�*' r �,jki �4`'' ii ! -.> I. }r y��H Z r�'{^'�':"v i 1.74, Fr et't" lev"1'�t iu ;i'A;t.� '� ; �G ..?tz § 105-322 REVIEW AND APPEALS OF LISTINGS.ETC § 105-322 except in accordance with the terms of G.S. 105286 and 105-287.. d. Cause to be done whatever else shall be necessary to make the lists and tax records comply with the provisions of this Subchapter. e. Embody actions taken under the provisions of subdivisions(g)(1)a through(g)(1)d,above,in appropriate orders and have the orders -- entered in the minutes of the board. f. Give written notice to the taxpayer at his last-known address in the (i: event the board shall,by appropriate order,increase the appraisal = of any property or list for taxation any property omitted from the . ?, tax lists under the provisions of this subdivision(g)(1)., (2) On request,the board of equalization and review shall hear any taxpayer who owns or controls property taxable in the county with respect to the 1 �:L. listing or appraisal of his property or the property of others. , ' ; i.t' a. A request for a hearing under this subdivision(g)(2)shall be made in writing to or by personal appearance before the board prior to . ,- . its adjournment. However, if the taxpayer requests review of a decision made by the board under the provisions of subdivision • (g)(1),above,notice of which was mailed fewer than 15 days prior to the boards adjournment,the request for a hearing thereon may be made within 15 days after the notice of the board's decision was mailed. b. Taxpayers may file separate or joint requests for hearings under the provisions of this subdivision(g)(2)at their election. c. At a hearing under provisions of this subdivision(g)(2),the board,in addition to the powers it may exercise under the provisions of subdivision (g)(3),below, shall hear any evidence offered by the appellant, the tax supervisor, and other county officials that is pertinent to the decision of the appeal,. Upon the request of an appellant, the board shall subpoena witnesses or documents if there is a reasonable basis for believing that the witnesses have or the documents contain information pertinent to the decision of the appeal d, On the basis of its decision after any hearing conducted under this subdivision (g)(2), the board shall adopt and have entered in its minutes an order reducing,increasing,or confirming the appraisal appealed or listing or removing from the tax lists the property whose omission or listing has been appealed.The board shall notify the appellant by mail as to the action taken on his appeal not later than 30 days after the board's adjournment. (3) In the performance of its duties under subdivisions (g)(1) and (g)(2), above,the board of equalization and review may exercise the following powers: a. It may appoint committees composed of its own members or other persons to assist it in making investigations necessary to its work, , It may also employ expert appraisers in its discretion.The expense of the employment of committees or appraisers shall be borne by the county.The board may,in its discretion,require the taxpayer t• .-l —- to reimburse the county for the cost of any appraisal by experts . demanded by him if the appraisal does not result in material reduction of the valuation of the property appraised and if the l i. • appraisal is not subsequently reduced materially by the board or _ ,, by the Department of Revenue. b. The board, in its discretion, may examine any witnesses and I documents.It may place any witnesses under oath administered by f'�" any member of the board.It may subpoena witnesses or documents ; on its own motion,and it must do so when a request is made under the provisions of subdivision(g)(2)c,above.. 77 1- .*\-:-.,- S,T�� ` = x1 , L;t +V ' ,04.1,ylx 41i14 .;,:i' am-,� 1 r4 I 7 rX' 1"• 4C,�. i!r g i J � ,1411{2 C :∎ r.. . p L . 'i: 00513 70 I NORTH CAROLINA RESOLUTION ORANGE COUNTY WHEREAS pursuant to N.C. Gen. Stat. 105-322 the Board of Equalization and Review of Orange County is presently composed of the members of the Board of County Commissioners of Orange County; and WHEREAS the Board of Commissioners of Orange County is authorized to appoint a special Board of Equalization and Review to carry out the duties imposed by N.C. Gen. Stat. 105- 322; and WHEREAS the Board of Commissioners of Orange County deem it advisable to appoint a special Board of Equalization and Review and by this resolution provide for the membership qualifications, terms of office and the manner of filling of vacancies on the special Board of Equalization and Review; IT IS THEREFORE RESOLVED: 1. The special Board of Equalization and Review of • —Orange County is hereby created. 2. The Orange County special Board of Equalization and Review shall consist of 7 members, each to serve for a term beginning on the date of appointment and ending on June 30, 1982 3. Vacancies occurring and existing on the Orange County special Board of Equalization and Review shall be filled by the Orange County Board of Commissioners at their next regular meeting after the occurrence of the vacancies. 4. Each member of the special Orange County Board of Equalization and Review shall be a resident of Orange County and have the statutory qualifications necessary to hold the public office of County Commissioner in Orange County. In addition the Board of Commissioners of Orange County, in selecting members of the special Board of Equalization and Review, may consider: a. The length of time a candidate has resided in Orange County, 90514 71)4 b. Whether and to what extent a candidate owns real property located within Orange County, c. Whether and to what extent a candidate is familiar with the value of real property located within Orange County, d. Whether and to what extent a candidate • has had formal education in real estate appraising, e. The geographical composition of the special Board of Equalization and Review within Orange County, f. Any other matters that the Board deems appropriate. The Orange County Board of Commissioners shall appoint members to the special Board of Equalization and Review of Orange County in the same manner as it uses for other appointments. After the members of the special Board of Equalization and Review of Orange County have been appointed, the Orange County Board of Commissioners shall designate a chairman of the -special Board and shall fix such compensation and allowances for the members as it deems appropriate. Upon motion duly made and seconded, the foregoing resolution was passed upon the following vote: Ayes: Commissioners Whitted, Wilihoit, Marshall, Gustaveson, & Walker Noes: Commissioners None I, Paulette Pridgen-Pond, Clerk to the Board of County Commissioners, DO HEREBY CERTIFY that the foregoing is a true copy of so much of the recorded proceedings of a meeting of the Orange County Board of Commissioners held on February 16, 1982 , as it relates to the resolution hereinabove set forth. WITNESS my hand and official seal of the said Board this the 3rd day of March , 1982. Or AC-- )- .04:? Paulette Pridge /Pond Clerk to the Orange County Board of Commissioners • ORA"NE COUNTY 10t•S':: BOARD OF COMMISSIONERS Action Agenda • Itertl No. E-8 ACTION AGENDA rrai ABSTRACT MEETMG DATE FEBRUARY 16 1• :2 • Subject: School Bus Safety Proclamation Publicilearing: yes .X no n. Co Attachment(s): Paulette Pridgen-Pond . - Informatio ntact: • . _ No Phone amber: 732-8181 ext. 510 - , PURPOSE: To Proclaim the week of February 21st School Bus Safety Week in Orange County, DEED: The Town of Chapel Hill Mayor's Assistant, Ms. Rosemary Waldorf, contacted this office this week to ascertain Board interest in a joint proclamation with the Towns of Carrboro, Chapel Hill and Orange County, in favor of School Bus Safety this week in Orange County. The Chairman indicated that the Board of Commissioners would certainly join in such a Proclamation. Commissioner Board Vice-chairman Gustaveson will make the proclamation on Tuesday Morning at the Frank Porter Graham School on behalf of Orange County and in conjunction with the two mayors. "We the Mayors of Chapel Hill and Carrboro and the Vice-Chairman of the Orange County Commissioners do hereby proclaim the week of February 21-27, 1982, to be School Bus Safety Week. We all wish to express the importance of providing training for both riders and drivers and to impress upon them the need for being courteous and helpful to each other while riding or operating our school buses. And we wish to call attention to the importance of cooperation by parents, teachers and students and to urge all those con- cerned to work together diligently to insure that necessary safety precautions are taken throughout the school year. This 16th day of February, 1982. Norm Gustaveson • - - Mayor Drakeford Mayor Nassif RECOMMENDATION: Endorse the proclamation issued by Commissioner Gustaveson on behalf of the Board. 00516 ' . H. '-- :.,,' :: ,., . - :' . -:, - -, ;:, , .• ::'.: ,,--•;:,,,,--.,,,.,,,,,„.73,,,.,:-.1y,;,;,4t ,kw.-_ 70.. , • ift ,J!..-..- 11 '1•Zi° 4'4"-st 4X17 l' _ 1/4 ..... ..._ _ *04-'44e. ,,----,, ,.. .:,-,-- -. ."' "''''''. 1 La, --- '.., • .,....y,,14.., 4..„....„---,----- .iir.:,-.... .,,,,....,--....:__-__,... ..Thei:,,,,v,,,,,,„1, 6_,..,i.. .. '11 C.60) PArj4jt--;.• 's,r,..t.:. E., . -g... , . tkr.„,r-tu.-.4.:,..1-„,..„,...„. - - :. ----- " RAN GE COLIN TY4 ..._ and Towns of Carrboro and Chapel Hill, North Carolina PROCLAMATION We, the Mayors of Chapel Hill and Carrboro, and the Chairman of the Orange County Commissioners, do hereby proclaim the week of February 21 - 27, 1982 to be SCHOOL BUS SAFETY WEEK We all wish to stress the importance of providing training for both . . riders and drivers and to Impress upon them the need for being courteous and helpful to each other while riding or operating our school buses; and We wish to call attention to the importance of cooperation by parents, teachers and students, and to urge all those concerned to work to- gether diligently to ensure that necessary safety precautions are taken throughout the school year. This the 16th day of February, 1982. The County of Orange Norman Gustaveson, Vice Chairman Town of Carrboro o of Chapel -• I \‘. Iiiturs, .- ---,-- .- Robert Drakef6rd, Mayor -175 L. Massif, .yo) _ - . - '0 VOLUNTEEW" FOR YOUTH, INC. WHEREAS some of the youth of'Orylge County need a responsible adult friend in the community to increase their self-esteem and their ability to function in society in a constructive way, WHEREAS Volunteers for Youth, Inc. is a non-profit corporation recently created by community representatives to provide one-to-one relationships of adult volunteers with Orange County youth at risk and to mobilize needed professional services for these youth, WHEREAS, the Orange County Board of Commissioners recognizes the need for this vital community service and wishes to cooperate as fully as possible with Volunteers for Youth, THEREFORE BE IT RESOLVED that the Board of Commissioners supports Volunteers for Youth, Inc. and encourages the citizens of Change County to give generously of their time and money so that this much needed service for youth can become a functioning service program in Orange County for positive youth development. _ .