HomeMy WebLinkAboutMinutes 04-06-2017 1
APPROVED 5/2/2017
MINUTES
BOARD OF COMMISSIONERS
BUDGET WORK SESSION
April 6, 2017
7:00 p.m.
The Orange County Board of Commissioners met for a work session on Thursday, April 6,
2017 at 7:00 p.m. at the Southern Human Services Center in Chapel Hill, N.C.
COUNTY COMMISSIONERS PRESENT: Chair Dorosin and Commissioners Mia Burroughs,
Mark Dorosin, Barry Jacobs, Earl McKee, Mark Marcoplos, Renee Price and Penny Rich
COUNTY COMMISSIONERS ABSENT:
COUNTY ATTORNEYS PRESENT: John Roberts
COUNTY STAFF PRESENT: County Manager Bonnie Hammersley, Deputy County Manager
Travis Myren and Clerk to the Board Donna Baker (All other staff members will be identified
appropriately below)
Chair Dorosin called the meeting to order at 7:03 p.m.
A motion was made by Commissioner Jacobs, seconded by Commissioner Rich to add
an item from Tuesday night meeting: Recommendations for Employee Health Insurance and
Other Benefits
VOTE: UNANIMOUS
a. Recommendations for Employee Health Insurance and Other Benefits-
The Board considered approving the Manager's recommendations regarding employee
health and dental insurance and other employee benefits effective July 1, 2017 through June
30, 2018, which are summarized as follows:
• No increase in premium equivalent for medical coverage or increase in dental or vision
premiums;
• Include in the current plan design trans-inclusive health care coverage effective July 1,
2017; and
• Carve out pharmacy coverage with a Pharmacy Benefits Manager for July 1, 2017
coverage.
BACKGROUND:
The County provides employees with a comprehensive benefits plan, including health, dental
and life insurance, an employee assistance program, flexible compensation plan and paid
leave for permanent employees. Additionally, the County contributes to the Local
Governmental Employee's Retirement System and a supplemental retirement plan.
The County has been self-funded since January 1, 2014 for medical and pharmacy plans and
continues to be self-insured for the dental plan. The County transitioned from a twelve-month
calendar plan year to a twelve-month fiscal plan year in 2015 aligning with the County's fiscal
year. In February 2015, the Board of County Commissioners approved Gallagher Benefit
Services (GBS) as Broker of Record for the administration of the benefit programs, which
include health, dental, vision, and other voluntary programs for employees and retirees.
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In FY2016/2017, the Board of County Commissions approved the recommendation of the
County Manager to continue with UnitedHealth Care (UHC) as the County's Third Party
Administrator for health insurance programs and granted authority to the County Manager to
renew the Third Party Administrator contract with UnitedHealth Care.
The UHC renewal was negotiated from $41.50 per employee per month to $29.50 per
employee per month with a guaranteed fee for 2 years and a 3 percent rate cap for July 1,
2018's renewal. UnitedHealth Care will also fund $25,000 for FY 2017/2018 for wellness
programs.
Health Insurance
The FY2016/2017 total adopted budget for health coverage for employees is $8,645,863 and
$2,189,174 for retirees. The net increase for FY2017/18 is $524,433 based on the current
enrollment of employees and participating pre-65 retirees. The net increase assumes that the
pharmacy services will be independent of the UnitedHealth Care contract as described below.
The increase represents 5.05 percent to the County's health insurance appropriation.
An addition to the current plan design is trans-inclusive health care coverage effective July 1,
2017. Trans-inclusive health coverage includes benefit coverage for the treatment of gender
dysphoria, a condition when a person's gender at birth is contrary to the one with which they
identify. The coverage for the treatment of gender dysphoria allows member access to medical
services based on gender identity and is not restrictive to services associated by a member's
gender at birth. More specifically, services will include cross-sex hormone therapy administered
by a medical provider, genital surgery, and pharmacy therapy, laboratory testing to monitor the
safety of continuous cross-sex hormone therapy, and mental health services including
psychotherapy and associated psychiatric diagnoses.
All other health benefits, co-pays, co-insurance and deductibles will remain the same. The
County Manager is recommending no increase in premium equivalent for employees or
participating pre-65 retirees for FY2017/2018.
The County participated in a Pharmacy Benefit Manager (PBM) Bid Comparison to "carve out"
pharmacy coverage with another PBM for July 1, 2017 coverage. The County evaluated the
PBM marketplace to accomplish two goals: 1) review the current contract with UHC-Optum Rx
and 2) review proposals from other PBM vendors for consideration of changing pharmacy
coverage effective July 1, 2017.
Eights bids were received and two vendors were interviewed, the current vendor UHC-Optum
Rx and Envision Rx. Staff provided the analysis for review and recommendation by the County
Manager. The County Manager is recommending contracting with Envision Rx for pharmacy
benefits. Envision Rx will offer the following:
• Expenditure reduction of$141,000 annually is projected compared to the current
contract with UHC-Optum Rx.
• The County will only be responsible for paying an administrative fee for each
prescription.
dispensed offering more transparency to actual cost because there is no undisclosed
revenue. This is defined as a 100% pass-through offer.
• If Envision Rx negotiates deeper rates with network pharmacies during the contract, the
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County is the beneficiary. It is likely that the network rates will exceed the minimums,
providing additional savings, which is very common with pass-through models.
• Envision Rx will communicate with employees directly during the transition. Employees
currently taking non-formulary maintenance medications will be grandfathered into their
program for 90 days. Employees not medically respondent to any drug change may be
granted continuance because of medical necessity.
• Envision Rx will grandfather all members on specialty medications for the life of the
contract.
Dental and Vision Insurance
Delta Dental is the County's Dental provider and Community Eye Care provides the County's
vision plan. The County will continue to provide coverage with Delta Dental and Community
Eye Care. In FY2017/2018 no increases in dental or vision premiums is recommended by the
Manager.
FINANCIAL IMPACT: An increase in the FY2017/2018 Health Insurance appropriation of
$524,433 and no increase to the FY2017/2018 Dental Insurance budget.
Brenda Bartholomew, Human Resources Director, made the following PowerPoint
presentation:
Recommendations Employee Health Insurance and Other Benefits
Action Agenda Abstract
Item 6c
April 4, 2017 (Moved to April 6, 2017)
BOCC Meeting
Manager's recommendations for the FY2017/2018 budget
(July 1, 2017 through June 30, 2018)
• No increase in premium equivalent for medical coverage or increase in dental or vision
premiums. Total county cost for medical coverage will increase by $524,433
• Include in the current plan design trans-inclusive health care coverage
• Carve out pharmacy coverage with a Pharmacy Benefits Manager
RE-CAP of Actions
FY2016/2017
➢ County conducted a Third Party Administrator (TPA) marketing analysis for the service
of administering and managing claims.
➢ BOCC Approved UnitedHealth Care (UHC) to continue as the Third Party Administrator
(TPA) for the County's Medical Plan. The TPA renewal was negotiated from $41.50 per
employee per month to $29.50 per employee per month. (Budget savings of$149,000)
➢ UHC funding $25,000 each year for FY2016/2017 through FY2018/2019 for wellness
programs.
➢ County participated in a stop-loss marketing comparison and moved the specific stop-
loss to a $150,000 deductible from $100,000 deductible and contracted with Symetra
(previously UHC). (Budget savings of$120,000)
➢ Dental plan benefits were enhanced by removing diagnostic and preventative services
from the annual maximum of$1,200 of covered services to promote preventative oral
health care.
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➢ No increase in premium equivalent for medical coverage or increase in dental or vision
premiums.
Overview of Recommended Actions FY2017/2018
• Carve Out Pharmacy Coverage — Savings of$141,000
O The County participated in a Pharmacy Benefit Manager (PBM) Bid Comparison
to "carve out" pharmacy coverage with another PBM for July 1, 2017 coverage.
Current coverage with UHC-Optum Rx.
O The Manager is recommending contracting with Envision Rx for pharmacy
benefits.
• Add Trans-Inclusive Coverage to Benefit Plan
O Trans-inclusive health coverage includes benefit coverage for the treatment of
gender dysphoria, a condition when a person's gender at birth is contrary to the
one with which they identify.
• No increase in premium equivalent for medical coverage or increase in dental or vision
premiums
Request of BOCC Approval
A motion was made by Commissioner Jacobs, seconded by Commissioner Marcoplos
to:
• Approve including in the current plan design trans-inclusive health care coverage
effective July 1, 2017
• Approve increasing the funding for the FY2017/2018 Health Insurance appropriation
$524,433 and maintaining current premium equivalent rates for health insurance,
dental and vision coverage for employees and pre-65 retirees.
• Approve contracting with Envision Rx as the County's Pharmacy Benefit Manager for
pharmacy services for employees and participating pre-65 retirees and approve the
County Manager to sign contract following the County Attorney's review.
Commissioner Jacobs asked if there were any limitations on which pharmacy
employees are able to use.
Brenda Bartholomew said no.
Commissioner Burroughs asked if these prices could be compared to former years.
Brenda Bartholomew said there has been little increase last year with health insurance,
and the year prior to that had a minimum increase. She said the increases are not being
passed onto employees.
Chair Dorosin asked if the coverage for gender dysphoria had not already been
approved.
Brenda Bartholomew said the actual surgery to change genders had not been
approved, and that is being added this year.
Commissioner Rich said she will vote against this, as in the past, because of her
opposition to UHC. She said it is a protest vote, and she is happy that cost increases are not
being passed on to the employees.
VOTE: Ayes, 5; Nays, 1 (Commissioner Rich)
1. Discussion of Manager's Recommended FY 2017-22 Capital Investment Plan (CIP)
Travis Myren made the following PowerPoint presentation:
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County Manager's Recommended
FY2017-22 Capital Investment Plan (CIP)
CAPITAL INVESTMENT PLAN
• Detention Facility - $622,114: Page 30
o Continuation project - design services budgeted for FY2017-18
o Construction budget delayed one year to FY2018-19
o Alternatives analysis to proceed if State ground lease not amended
o Total construction cost estimate of approximately $20 million including
construction administration, equipment and furnishings
o Cost estimate based on 144 bed facility with expansion capabilities to 250 beds
if necessary
o Consultant to conduct staffing analysis to recommend most efficient use of staff
resources and project operating cost.
Sheriff Blackwood said there was a plan, but it no longer exists, and the current facility
is not reflective of who and what Orange County is. He said he needs the help of the Board of
County Commissioners (BOCC).
Chair Dorosin said he and Senator Foushee are meeting with the State's Administration
Office about this in two weeks, to continue to negotiate a lease.
Chair Dorosin asked if the preliminary designs will be worthless if an alternate location
is needed.
Travis Myren said largely the process would be starting over with a conceptual design
from the beginning. He said there is statistical information that can be used again.
Jeff Thompson, Asset Management Services Director, said the site design elements
would change if the location changes. He said a lot of the conceptual, schematic design would
still be valid in large part.
Commissioner Jacobs asked if an alternate location would be a similar pod
construction.
Jeff Thompson said the type of design that has been worked on may be able to be
used on the current site.
Commissioner Rich asked if the current site is used, what would happen to the
residents of the jail.
Jeff Thompson said the resident population would be displaced for a time.
Commissioner Rich said that would be costly.
Jeff Thompson said that cost would be included in the new jail costs.
Commissioner Price asked if the negotiation of a new lease is hopeful.
Chair Dorosin said there is always hope. He said, as the bill did not go through, the old
lease still stands; and in the old lease, construction was suppose to have already started.
Sheriff Blackwood said there were inherent questions at the selected site, and he said
there was a quasi-plan in place about navigating residents across town, but there are many
unknowns. He said Option b proposes staying on the current site, and it would be preferable;
however, this is a significantly aging facility now.
Bonnie Hammersley echoed the Sheriff's comments, and said staff is looking at other
options at the current site. She said there are concerns about both potential options.
Travis Myren resumed the presentation:
Capital Investment Plan
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• Environment and Agriculture Center - $3,384,500: Page 31
o Continuation project
o Renovation of Revere Road facility— preferred option
o $235,000 added to project budget based on current cost estimates
o Investigate alternative sites along Cornelius Street corridor
o Staff to report on alternatives prior to consideration of construction contract
Commissioner Marcoplos asked if affordable housing options are still being considered.
Travis Myren said yes, this will be done when staff receives the Cornelius Street
analysis.
Commissioner Jacobs said he would like to see the narrative to include the
recommendations from the 2006 Ag Center Study.
Travis Myren said a public— private partnership was also considered for this site, and
he and Jeff Thompson are researching this possibility.
Commissioner Rich asked if the timeline could be reviewed, and when responses to
Commissioner questions would be provided.
Travis Myren said the project can move forward when the additional $235,000 is
approved. He said if this happens in June, then staff can bring back the Cornelius Street
analysis in the fall, and the BOCC can reach some decisions.
Commissioner Rich asked if the additional money potentially being added in June
would be placeholder funds.
Travis Myren said yes, and the Board of County Commissioners would have to approve
the price for the construction.
Commissioner Price referred to the financial summary of year one - $3.3 million, and
asked if it is expected that this amount will be spent in the next fiscal year.
Jeff Thompson said the prior year's funding represents the design fees, and the
construction is in year one. He said it would appropriate in year one, but the process would
not move forward until the guaranteed maximum price (GMP) was approved.
Bonnie Hammersley said this is a placeholder, in case there is no option with Cornelius
Street, there will be funds in place to move forward with renovation. She said this may be
amended in the fall if another opportunity is found, and the current number is the minimum
amount needed to do renovations at the current site.
Commissioner Price asked if more funding would be needed if a location were found on
Cornelius Street.
Jeff Thompson said this is being reviewed currently, and there would be a site
acquisition cost for land not owned by the County, and a site prep cost.
Commissioner Jacobs referred back the jail, and asked if the court street annex might
be removed.
Jeff Thompson said yes, any plans for that site include both the existing jail and the
court street annex.
Commissioner Jacobs said that would change some of the narrative for the
Government Services annex and maybe the Link Building.
Travis Myren resumed the presentation:
Capital Improvement Plan
• Accessibility & Security Improvements - $30,000: Page 32
o Policy priority: security improvements recommended through the Space Study
Work Group
o Access control and video surveillance systems
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• Visitors' Bureau
• Skills Development Center
• Animal Services
• Courthouse
• Social Services
Chair Dorosin asked if there is a reason that this item is part of the CIP, given that it is
such a small amount.
Travis Myren said this is a series that is packaged together, and in some years up to
$100,000 is added.
Paul Laughton, Finance and Administrative Services, said these are taken as a whole
scope over a five-year period. He said this project totals over $430,000 over the five years.
Commissioner Marcoplos asked if identifying the project as part of the CIP clears up the
sales tax issue, where capital improvements do not require sales tax, but repairs do.
Travis Myren said sales tax would be refunded for both CIP and operational budget
projects.
Commissioner Price asked if any of the projects slated for the out years, especially for
accessibility, should be completed now.
Jeff Thompson said the largest need is at Whitted, and staff is working on that now.
He said the out years are necessary, and are being worked on with building repair staff.
Commissioner Price referred to the $27,500 in year two, and asked if the purpose of
these funds could be identified.
Bonnie Hammersley reviewed some of the line items for Commissioner Price.
Angel Barnes said the $27,500 covers items from the accessibility self-assessment
findings, which are at multiple facilities that are not a high enough priority to fall into year one.
She said these would be improvements to the existing facilities.
Commissioner Price asked if the County is completely ADA accessible.
Jeff Thompson said yes. He said none of these items affect life safety.
Commissioner Price said this is more than life safety; this is an issue of equity.
Chair Dorosin asked if a list of remaining repairs would be helpful.
Commissioner Price said she is satisfied, and simply wanted to make sure nothing was
being delayed.
Commissioner Rich asked if there is a reason why the steps at the Whitted building
cannot be fixed.
Jeff Thompson said the Town of Hillsborough must give approval, as parts of the area
are in the Town's right of way and historic district restraints. He said these issues are similar
with the historic courthouse, as well as the new courthouse. He said these issues are being
worked on during the current fiscal year.
Travis Myren resumed the presentation:
Capital Investment Plan
• Government Services Annex (Board of Elections) - $350,000: Page 34
o Critical infrastructure improvement
o Facility vulnerable to flooding
o Replace heating, ventilation, and air condition system (20 years old; end of life)
o Relocate electrical distribution system from basement to the first floor
Commissioner Price asked if there are any mold problems in this building.
Jeff Thompson said no.
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Travis Myren resumed the presentation:
Capital Investment Plan
• Heating, Ventilation, and Air Conditioning (HVAC) - $122,000: Page 36
o Critical infrastructure improvement
o HVAC system replacements
• Visitors Bureau — Chapel Hill — 19 years old; end of life
• Dickson House — Hillsborough — 19 years old; end of life
• Seymour Center— 10 years old; 2 units failing prematurely
• Lower Link Center Remodel - $15,000: Page 37
o Critical infrastructure improvement
o Remodel of lower level of Link Government Services Center
o Expansion space for Criminal Justice Resource Office
o Replacement offices for Public Defender— disposition of 129 East King Street
facility for future Board consideration
o Remodeling costs - $160,000 including equipment and furnishings in FY2018-19
• Historic Courthouse Square - $85,000: Page 39
o Critical infrastructure improvement
o Create master plan for site, create awareness of historic significance
o Create plan for improving long term structural stability
o Construction funds are recommended for FY2018-19 through FY2020-21
totaling $650,000
Historic Courthouse Site - photo
Commissioner McKee arrived at 7:42 p.m.
Capital Investment Plan
• Facility Roofing Projects - $102,244: Page 42 &43
o Critical infrastructure improvement
o Project priorities determined by Roof Asset Management Program study
Commissioner McKee said copper gutters were installed previously, and this time
around he would suggest being more judicious in funding, as copper cost a lot of money.
Travis Myren resumed the presentation:
Capital Investment Plan
• Southern Campus Expansion — $4,000,000: Page 45
o Critical infrastructure improvement
o Combines Seymour Center and Southern Human Services projects
o Site improvements in FY2017-18
• Straighten entrance; improve safety and navigability
• Improve stormwater management
• Improve traffic flow around Southern Human Services
o Construction funds recommended in FY2019-20 - $5,185,000
• Add 13,000 square feet of medical and dental space to Southern Human
Services
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• Add 1,830 square feet of expanded and improved BOCC meeting facility
space
Southern Human Services Center Site Map
Commissioner Rich asked if access would be interrupted during the straightening of the
road, and also asked if an update could be provided on the Veteran's memorial. She thanked
staff for bringing dental services back to the Southern Human Services Center (SHSC)
campus.
Jeff Thompson said after design, the storm water retention on the site will be fixed, and
the existing road will be left in place until the new road is formed. He said a groundbreaking
on Memorial Day will commence the first phase of the Veteran's memorial. He said phase one
will involve a flag pole base, flag pole, and a pathway being built to the memorial.
Commissioner Price said she is concerned about the slope of the road.
Jeff Thompson said one of the critical factors is that the road must have an ADA slope
on the drive, to allow pedestrians to get to the walkway. He said the engineers are aware of
this requirement.
Commissioner Jacobs asked if, in the coming years, the BOCC will see details of how
the SHSC is going to change.
Jeff Thompson said yes, and when the design phase begins, the BOCC will have
significant input.
Commissioner Jacobs said the parking area looks much the same.
Jeff Thompson said the consultants have said the parking area is adequate.
Commissioner Jacobs referred to the dental clinic, and said the Board of County
Commissioners made a commitment to bring these services back, and when the commitment
has been fulfilled, it should be recognized.
Chair Dorosin asked if this space could be described, as it will look a year from now. He
said the bike path will be completed, along with the new driveway, and 55 parking spaces. He
asked if the lower parking area would be completed.
Jeff Thompson said yes to the initial items being completed, and said the lower parking
area would be completed in FY2019-20.
Travis Myren resumed the presentation:
Capital Investment Plan
• Rural Broadband Initiative - $500,000: Page 47
o Policy priority
o Public-Private partnership to expand broadband access
o Focus on area of need — Northern and Western Orange County
o Competitive process to identify a provider
o Specify minimum levels of service and coverage
o Research suggests approximately 730 households could get improved access
o Other households benefit from improved infrastructure
Commissioner McKee referred to page 18 of PowerPoint, and said there is a cluster in
Hillsborough that should have service. He asked if there is a reason why this area does not
have service.
Travis Myren said it could be that service is not affordable.
Chair Dorosin asked if there have been any preliminary discussions about these public-
private partnerships.
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Jim Northup said there are two telecommunication providers in the County, and this
proposal is to improve those DSL types of connections, with these two providers being the
most likely partners.
Chair Dorosin asked if there is a timeframe in which staff will know whether this
partnership is a go.
Jim Northup said yes, staff should know within six months.
Commissioner Jacobs said the BOCC has heard repeatedly that the Buckhorn
Economic Development District (EDD) would benefit from competitive wireless service.
Jim Northup said if vendors bid on the proposal, they could improve residential service
and provide some upgrades in this area.
Commissioner Jacobs said this area is reportedly not as competitive as other places in
the Triangle, due to the lack of high speed Internet.
Jim Northup said that comment leads into the next CIP item.
Commissioner Rich asked if there is a reason why Spectrum is forcing people to get
new landlines.
Jim Northup said he does not know, but can find out.
Commissioner Price asked if Orange County could be eligible for United States
Department of Agriculture (USDA) broadband grant.
Jim Northup said the County is eligible for some of the grants, and the next grant period
is in September. He said his staff is following up on this. He said part of the reason the
County is ineligible for some grants, is that counties in North Carolina are not allowed to
provide Internet service, and many of the grants are for just that purpose.
Travis Myren resumed the presentation:
Broadband Service Gaps — map
• Areas not served by cable
• Northern and Western Orange County
Broad band Survey Results
• 1,179 Households responded
• 94% have Internet Access
• 76% with access are dissatisfied with current service
• Red = no service reported
• Yellow = service available but not satisfied
• Green = adequate service
Capital Investment Plan
• Fiber Connections for County facilities - $1,160,000: Page 48
o Multi-year project to connect County facilities with fiber connections
• Improved security, bandwidth, throughput, network services
o Phase 1 — Partnership with Town of Hillsborough to create fiber backbone
• Whitted Facility
• Revere Road — EAC Building
• Emergency Services
• Hillsborough Commons
• AMS North — Motor Pool/Orange Public Transit
o Future North-South network— Cedar Grove to Carrboro
o Future East-West Network— Buckhorn/Mebane EDD to Eno EDD
o Total cost - $3,251,350
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Potential County Fiber Buildout
Capital Investment Plan
• Technology Improvements - $510,000: Page 49
o Information Technology Governance Council Recommended
• Crisis Damage Assessment Software — Emergency Services
• Jail Video Technology— Sheriff's Office
• Electronic Medical Records and Billing — Emergency Services
• Laserfiche License Upgrade — Social Services
• Automatic Vehicle Location (AVL) System —Animal Services
• Fleet Maintenance Software —Asset Management Services
Commissioner Burroughs asked if Animal Services had a large number of lost vehicles.
Travis Myren said the AVL would be for Animal Control staff that may go out into the
wild to get animals, and cannot be reached by radio.
Commissioner Burroughs said she would like to know more about this from Animal
Services Director Bob Marotto.
Travis Myren said staff can provide project justification for this item.
• Register of Deeds Automation - $80,000: Page 56 (need project replacement page
for this project)
o Project funding correction
o Funds available from prior years within the Automation Enhancement and
Preservation Fund will be used to purchase $400,000 software replacement
o Replaces 12 year old software system
o Software processes deed transactions, birth, death and marriage certificates
o Allows for both online and on premises transactions
• Information Technology Infrastructure - $750,000: Page 50
o Increase of$200,000 over FY2016-17 to replace 135 additional laptops based
on five year replacement cycle and 64 printers over ten years old or cannot be
repaired
o Technology Infrastructure Projects
• Server Upgrades
• Laptop and Desktop Replacement
• Data Storage
• Network Equipment
• Wireless Replacement and Expansion
o Includes $50,000 for Board of Commissioners Technology Initiatives not
included in department requests or new, unexpected opportunities during the
fiscal year
• Communication System Improvements - $920,000: Page 51
o Two year project to replace Sheriff's Office Radios — multi-band portables and in
car systems (800Mhz and VHF)
o Replace 166 radios in FY2017-18
o Replace remaining radios (109) in FY2018-19 for $805,000
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• Radio & Paging System Upgrade - $1,400,000: Page 52 (project page to be updated
in CIP)
o Project funding correction needed — reallocate from prior year tower funds for
FY2017-18 Engineering Services
o First responder radio system to replace VIPER as primary system
o Detailed engineering in FY2017-18 — determine specific number of tower sites,
locations, existing infrastructure
o Tower sites scheduled for years 2 through 5
o Share core system with Durham County
o Design and construction cost estimated at approximately $13.7 million for first
five years of CIP. Project to be evaluated for needs after year five.
o Cost share negotiations with partner agencies prior to construction contract
o Presentation to the Board of Commissioners scheduled for May
Commissioner McKee said he is happy to partner with Durham, but asked if any
thought had been given to whether the County will find itself in the same position with Durham
County as it is with the State VIPER system: being the junior member.
Dinah Jeffries, Emergency Management Services Director, said this does not have to
be a permanent partnership. She said this partnership is being initiated because the cost of
the core equipment is astronomical. She said Fayetteville is also on Durham's system, and
she has spoken with the staff there, who reports being very happy with the arrangement.
Commissioner McKee asked if this will give the County the capacity to handle not only
EMS, but the Sheriff and Fire Departments as well.
Sheriff Blackwood said if one considers the capacity needed to operate fire,
emergency, rescue, and police and quantifies this need as a 5; then this system is at a 50. He
said it is the most robust system he has seen.
Commissioner McKee said he is glad to hear this information, because there have been
ongoing issues with the VIPER system.
Sheriff Blackwood said the problems with the VIPER system are not unique to Orange
County.
Dinah Jeffries said the use of VIPER would not be eliminated, but would no longer be
the primary system.
Commissioner Rich asked if staff knows the number of towers that will be needed.
Travis Myren said there is a current estimate, but this will become more detailed in the
next phase.
Commissioner Rich asked if the towers can be used for anything else.
Travis Myren said yes.
Commissioner Rich asked Craig Benedict, Planning Director, if building towers will stir
up rural residents.
Craig Benedict said the Master Telecommunications Plan has some County owned
sites that are being evaluated or earmarked for these towers. He said there is also an annual
meeting with the private sector, and there may be rental opportunities available.
Commissioner Jacobs said the adopted plan seemed to minimize the impact to the
environment, but the BOCC should not belittle residents' concerns about cell towers.
Travis Myren resumed the presentation:
Capital Investment Plan
• EMS Substations - $845,000: Page 53
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o Partnership with Orange Rural Fire Department and Hillsborough Police
Department
o Town owned land in Waterstone development
o Replaces EMS station at New Hope Fire Station #2
o Interlocal agreement underway for potential construction and maintenance
o Sprinkler systems for Revere Road and Eno stations
o Future location study based on call volume and response
Dinah Jeffries said she has talked to the Efland Fire Chief, and he is open to talking
about co-locations in the Buckhorn/Efland area. She said there are also discussions with
Caldwell and Cedar Grove about merging three departments in the northern corridor.
Commissioner Marcoplos asked if the colored zones and white spots on the map could
be explained.
Kevin Medlin, 911 Telecommunications, said these are based on response times from a
specific station, and the fingers are where the 12-minute response time runs out.
Travis Myren resumed the presentation:
Proposed EMS Station Plan — map
Parks and Open Space Projects FY17-18 — map
Capital Investment Plan
• Blackwood Farm Park - $100,000: Page 58
o Purchase mowing equipment for former hay fields; add disc golf course pending
amendment to park master plan
o Primary entrance and parking design underway
o Major park construction scheduled for FY2018-19 ($1,795,000)
o Parks Operations Base scheduled for FY2019-20 ($2,572,000)
o New operating expenses for personnel and operations of approximately
$190,000 on full build out
Chair Dorosin asked if there is an approximate cost for disc golf and mowers.
David Stancil, Department of Environment, Agriculture, Parks and Recreation Director,
said it would be about $75,000 for mowing equipment, and $25,000 for disc golf.
Commissioner Jacobs said he would like an analysis completed to see whether cows or
combustion mowers are more environmentally sound.
Chair Dorosin asked if the new entrance to Blackwood Farm is in the next year of the
CIP.
David Stancil said the funding was approved in the current year, and it is hoped that the
request for qualifications (RFQ) will go out this summer after the design and engineering firm is
selected. He said construction will likely commence in 2018.
• Soccer.com Soccer Center— Phase II - $300,000: Page 63
o Additional land acquired in 2016 for expansion (37 acres)
o FY2017-18 professional design and engineering services
o Expansion to include four new soccer fields, additional parking, restrooms,
concessions, stormwater controls
o Expansion cost estimated at $4,589,000 in FY2019-20
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Commissioner Marcoplos asked if there is an update about the controversy over grass
versus artificial turf.
David Stancil said this has not been resolved. He said a new master plan will be
required for the newly expanded facility, and one of the big decision points for the BOCC will
be whether or not to pursue synthetic turf fields at this complex, which already has five
Bermuda fields; or to keep it as it is. He said Millhouse Road Park is related to this project,
which is a joint project with the Town of Chapel Hill, and there is great interest in synthetic turf
fields at that location.
Travis Myren resumed the presentation:
Capital Investment Plan
• Hollow Rock Nature Park - $10,000: Page 67
o Deconstruct dilapidated house on property
o 50% cost share with Durham County
o New operating expense of approximately $59,000 as property is improved
• Fairview Park Improvements - $50,000: Page 72
o Access entry and parking lot complete
o Landfill mitigation required for full use of property
o Site assessment in FY2017-18
o Mitigation and remediation scheduled for FY2019-20 - $1.5 million
o Site assessment and remediation reimbursed by State Division of Environmental
Quality
o New park construction scheduled for FY2021-22 - $1.5 million
Commissioner McKee asked if signage could be put up at the old parking lot to direct
residents to the new parking area.
Commissioner Price asked if there is a timeline for the remediation process.
David Stancil said he hoped some of these funds will allow for an analysis on this area,
to determine how much remediation would be needed.
Travis Myren resumed the presentation:
Capital Investment Plan
• Cedar Grove Community Center - $75,000: Page 73
o Community Center opened in 2016
o Shower installation for community members using exercise equipment and
gymnasium
o Schedule of future Community Center investments (see handout)
Commissioner Price asked if there is CIP expansion planned for the Rogers Road
Community Center.
Jeff Thompson said it is a challenging site, but staff will be looking at this.
Chair Dorosin said it was unfortunate that the new restroom had to take up storage
space. He said looking at storage space in the exterior building is a good idea.
Jeff Thompson said the storage space will be increased; however, meeting space will
not increase.
Travis Myren resumed the presentation:
Capital Investment Plan
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• Park Facility Renovations and Repairs: Page 76
o FY2017-18 Projects
• Safety and security improvements
• Replacement/renovation of amenities
• Stormwater/landscaping
• Energy, lighting, and signage
• Water and Sewer -$2,270,000: Page 78-82
• Efland Sewer to Mebane - $1,400,000: Page 80
o Debt service to be financed with Article 46 funds
o City of Mebane will own and operate the infrastructure with no ongoing
operating costs for the County.
o Improved design and additional cost
• Larger service area
• Lower cost long term capital upgrades
• Better development capacity
o Original cost estimates are four years old
Efland Sewer to Mebane Buckhorn EDD - map
Craig Benedict said four years ago it was determined that the Efland sewer flow would
be directed to the Gravelly Hill lift station, which goes out towards Buckhorn Road. He said
this would decrease the capacity of that lift station for adjacent economic development areas,
and so that plan has changed to bypass this station, and take the sewer by force main all the
way down to the new gravity sewer system, which was built to a larger capacity. He said the
original estimates were put together in the middle of the recession, and costs have increased
due to demand and costs of materials.
Travis Myren resumed the presentation:
Capital Investment Plan
• Hillsborough EDD - $380,000: Page 81
o County CIP includes total project costs.
o County and Hillsborough discussing utility interlocal agreement— BOCC
consideration this spring
o Town of Hillsborough will own and operate the infrastructure with no ongoing
operating costs for the County.
Hillsborough EDD - map
Commissioner McKee clarified that the agreement with Hillsborough is almost
completed.
Craig Benedict said yes, and this will likely come before the BOCC at the May 2nd
meeting. He said an engineer has also been chosen and will be presented to the BOCC for
review.
Commissioner McKee asked if there is a timeline for the pipe under the road to be
completed.
Craig Benedict said this project should be completed by May 2018. He said a specific
timeline will be provided when the contract is presented to the BOCC.
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Capital Investment Plan
• Eno EDD-$120,000 (FY 16-17): Page 82
o Interlocal agreement with City of Durham
o Durham will take over operations with no operating cost to the County
o Gravity sewer in 100 acres in Northeast corner of the EDD
o Potential to serve adjacent areas using private pump stations
Eno EDD Sewer - map
Commissioner Marcoplos referred to the Eno EDD, and asked if there is a timeline in
place for future development in the northeast corner of the EDD.
Craig Benedict said an analysis was completed a few years ago to determine what it
would take to serve the entire 600-acre area with a centralized lift station, and the estimates
were over $6 million. He said this plan is still valid, but too costly at this point. He said the
focus is on the 100-acre area, which can use a gravity system into existing system in Durham.
He said Durham has requested that the County wait to take action, until it has completed some
capacity improvements.
Commissioner Marcoplos clarified that it may be a few years before the 100-acre area
is ready to accept development.
Craig Benedict said it will be about 18 months.
Commissioner Jacobs asked if staff could please distinguish between Durham City and
Durham County when speaking about these entities.
Craig Benedict said he is referring to Durham City when discussing the Eno EDD.
Commissioner Jacobs said the Durham County Commissioners are eager to partner on
the Eno EDD, but it does not appear to be in their purview.
Chair Dorosin asked if once the 100-acre area has the gravity sewer system, then
development could begin.
Craig Benedict said yes.
Travis Myren resumed the presentation:
Capital Investment Plan
• Solid Waste - $990,268: Page 88, 91, 94
o Combination of Solid Waste Funds ($297,314) and debt financing ($692,954)
o Service truck replacement deferred from FY2016-17
o Eight stationary compactors for new Eubanks Road Waste and Recycling
Center
o Modernization of High Rock Waste & Recycling Center into a Neighborhood
Center focusing on smaller bulk items and additional recycling services
Chair Dorosin asked if the term "Neighborhood Center" could be clarified, as pertains to
this project.
Gayle Wilson said the BOCC approved a concept several years ago to change the five
centers to a mix of district and neighborhood centers. He said the first district center was
completed at Walnut Grove Church Road, and the Eubanks Road center is under construction.
He said these two centers are large, full service operations. He said the other three centers
are neighborhood centers with reduced services, and slightly reduced hours of operation. He
said the High Rock Center would be the first neighborhood center to be redeveloped.
Commissioner Jacobs asked if the length of the High Rock lease could be identified.
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Gayle Wilson said it is a 10-year lease until 2022, with an automatic 10-year renewal.
He said there is also an option for three consecutive five-year renewals, thereafter. He said
he spoke recently with the landowner, and asked if he would be interested in selling. He said
the owner does not want to sell, but would consider a change in the lease.
Commissioner Rich asked if staff has spoken with neighbors of the High Rock site
about the proposed changes.
Gayle Wilson said this has not happened, but staff will do so. He said there can be
neighborhood meetings about the reduction in services in some areas, and new services in
other areas.
• Sportsplex — $465,000: Page 99
Prior Year Funds-All Projects $4,889,000
Family Changing Room $100,000
IT/Communications Contingency $50,000
Kidsplex Equipment $50,000
Pool — Boiler and Pumps $75,000
Pool — Re-plaster and tile $150,000
Pool —water reclamation project $40,000
TOTAL $465,000
John Stock, Sportsplex General Manager, said there are two large units that heat, cool
and dehumidify the pool. He said these units produce run off water that has been tested to be
quite safe, and thus it will be used via a gravity tank to service the cooling tower, which cools
the refridgerant that services the ice rink. He said this will save a significant amount of money.
Commissioner Rich asked about memberships.
John Stock said the opening of Planet Fitness in Hillsborough initially resulted in a loss
of members, but numbers are back up to almost 5,800.
Commissioner Price asked if there is an update about the newly purchased properties.
Craig Benedict said a plan will be presented to the BOCC in early May.
Travis Myren said this was the end of the projects in the first year of the CIP.
FY2018-19
o Affordable Housing — $2.5M
o Detention Facility— $12.5M
o Community Centers — $100,000
o EMS Substations — $1.5M
o Information Technology— $1.1M
o Mobile Radios — $805,000
o Parks Projects — $5.2M
o PS Communication Upgrades — $3.8M
o Renovation and Maintenance — $1.0M
o School Capital Improvements — $48.4M
o Solid Waste — $1.3M
o Southern Branch Library— $5.6M
o SHSC Renovation — $5.2M
FY2019-20
o Community Centers — $1 M
o Detention Facility— $7.5M
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o EMS Substations — $700,000
o Information Technology— $1.1M
o Parks Projects — $17.0M
o PS Communication Upgrades — $3.8M
o Renovation and Maintenance — $1.1M
o School Capital Improvements — $8.8M
o Solid Waste — $2.1M
o SHSC Renovation — $5.2M
FY2020-21
o EMS Substations — $1.5M
o Information Technology— $1.1M
o Parks Projects — $13.6M
o PS Communication Upgrades — $2.4M
o Renovation and Maintenance — $1.2M
o School Capital Improvements — $58.5M
o Solid Waste — $1.3M
o Sportsplex— $1.5M
FY2021-22
o Economic Development/Water & Sewer— $2.2M
o EMS Substations — $600,000
o Information Technology— $1.1M
o Parks Projects — $2.5M
o PS Communication Upgrades — $2.4M
o Renovation and Maintenance — $2.5M
o Solid Waste — $2.2M
o School Capital Improvements — $19.5M
A motion was made by Commissioner Rich, seconded by Commissioner Burroughs to
adjourn the meeting at 9:10 p.m.
VOTE: UNANIMOUS
Mark Dorosin, Chair
Donna Baker
Clerk to the Board