HomeMy WebLinkAboutMinutes 05-02-2017 1
APPROVED 6/6/2017
MINUTES
BOARD OF COMMISSIONERS
REGULAR MEETING
May 2, 2017
7:00 p.m.
The Orange County Board of Commissioners met in regular session on Tuesday, May 2, 2017
at 7:00 p.m. at the Whitted Building, in Hillsborough, N.C.
COUNTY COMMISSIONERS PRESENT: Chair Dorosin and Commissioners Mia Burroughs,
Mark Dorosin, Barry Jacobs, Earl McKee, Mark Marcoplos and Penny Rich
COUNTY COMMISSIONERS ABSENT: Commissioner Price
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 7:00 p.m.
1. Additions or Changes to the Agenda
A motion was made by Commissioner Marcoplos, seconded by Commissioner Rich to
defer Item 11-b Economic Development Advisory Board —Appointments to May 16th meeting.
VOTE: UNANIMOUS
Chair Dorosin said that Commissioner Price will not be attending this evening. He said
there will be a Closed Session at the end of tonight's meeting, which contains just one item: to
review and approve closed session minutes.
Chair Dorosin noted the following items at the Commissioners' places:
• PowerPoint for item 4-b: Presentation of Manager's Recommended Fiscal Year 2017-
18 Annual Operating Budget and FY 2017-22 Capital Investment Plan
• Historical information on per pupil appropriations for item 4-b
• Revised abstract for item 6-a: Interlocal Agreement with Town of Hillsborough Related
to the Construction and Operation of Water and Sewer Facilities in the Hillsborough
Area Economic Development Zone
• PowerPoint for item 6-c: Amendments to the Water and Sewer Management,
Planning, and Boundary Agreement and revised agreement.
• Gray Sheet, Revised resolution for item 6-c: Amendments to the Water and Sewer
Management, Planning, and Boundary Agreement and revised agreement.
• PowerPoint for item 6-d: Award of Design-Build Agreement— Sportsplex Field House
Project
• PowerPoint for item 7-c: Bicycle Safety Task Force (BSTF) Report and Next Steps
PUBLIC CHARGE
Chair Dorosin dispensed with the reading of the public charge.
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2. Public Comments
a. Matters not on the Printed Agenda
NONE
b. Matters on the Printed Agenda
(These matters will be considered when the Board addresses that item on the agenda
below.)
3. Announcements, Petitions and Comments by Board Members
Commissioner Jacobs said the Board of County Commissioners (BOCC) used to have
annual dinner meetings with the Board of Health (BOH), the Department of Social Services
(DSS), the Affordable Housing Advisory Board (AHAB), and the Planning Board. He said he
would like to have a discussion as to why these meetings were removed.
Commissioner Jacobs suggested instituting a County boycott of Georgia Pacific
products of Coke Industries, such as paper towels, etc., because this company has a history of
attacking democratic institutions.
Commissioner Rich petitioned John Roberts to talk with the Chapel Hill Attorney about
chamber dues. She said both towns (Chapel Hill and Carrboro) do not pay these dues, as
they are considered a conflict of interest. She said she would like to know the Chapel Hill
Attorney's view on this.
Commissioner Rich petitioned to create an Economic Development work group
between the County and Chapel Hill, initially comprised of staff, but with Board members to
follow. She said it is not too early to discuss economic development in relationship connected
to the light rail (LRT) project.
Commissioner Rich asked Travis Myren if he could create a fact sheet for the BOCC
about transit. She said it is important to have accurate information circling through the
community.
Commissioner Rich said she went on a recycling field trip to the MRF in Raleigh. She
said there are machines and humans involved in this process. She stressed the importance of
keeping plastic grocery store bags out of recycling, as they clog the machinery. She said
these bags can be recycled at local grocery stores.
Commissioner Marcoplos had no comments.
Commissioner Burroughs had no comments.
Commissioner McKee had no comments.
Chair Dorosin followed up Commissioner Rich's request about economic development,
and said starting such a group was part of the transit agreement. He said affordable housing
around the Legion Park area should also be researched.
Chair Dorosin said he would like to review the BOCC meeting calendar, noting there
are over 50 meetings a year.
The Clerk said the BOCC has nine public meetings between now and June 20th, and
two closed sessions.
Chair Dorosin encouraged the Board to be conscientious of the time it takes to hold a
meeting, including the amount of prep work necessary by staff. He asked if this topic could be
referred to agenda review.
4. Proclamations/ Resolutions/ Special Presentations
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a. Distinguished Budget Presentation Award
The Board recognized the budget staff of the Orange County Finance and
Administrative Services Department for earning the Government Finance Officers' Association
(GFOA) Distinguished Budget Presentation Award for the 2016-17 fiscal year budget
document.
BACKGROUND:
GFOA is an internationally recognized organization that offers guidance and support to local
and state government budget and finance professionals throughout the United States and
Canada. The GFOA's Distinguished Budget Presentation Award is the highest form of
recognition in governmental budgeting and represents a significant achievement by the
organization. Its attainment represents a major achievement by a governmental entity and its
budget team. In order to receive this award, the County's budget and capital planning
documents must meet stringent program criteria such as policy documents, operations guides,
financial plans, and communications devices.
This year marks the twenty-fifth year that Orange County has received the GFOA
Distinguished Budget Presentation Award. Eligibility standards and expectations for the award
become more stringent and rigorous each year. The County commends the budget staff for
their ability to consistently achieve the high standards required to receive this esteemed award.
Gary Donaldson, Chief Financial Officer, recognized his budget and finance staff, and
asked them to come forward and receive this award.
The Board recognized the budget staff of the Finance and Administrative Services
Department for the receipt of the GFOA Distinguished Budget Award and presented the GFOA
plaque to them.
b. Presentation of Manager's Recommended Fiscal Year 2017-18 Annual Operating
Budget and FY 2017-22 Capital Investment Plan
The Board received the Manager's Recommended FY 2017-18 Annual Operating
Budget and 2017-22 Capital Investment Plan.
Bonnie Hammersley made the following PowerPoint presentation:
ORANGE COUNTY FY2017-18 COUNTY MANAGER RECOMMENDED BUDGET
FY2017-18 orange county budget
County Manager Recommendation
• Expenditures — Revenues -Tax Rate
• Assumptions
• Initiatives
• School Funding
• Outside Agencies
• Fire Districts
FY2017-18 recommended budget
2017 TAX YEAR REVALUATION
■ The revaluation resulted in a 6.5% increase in real property value, increasing the
property tax base by over$1 billion to $16.8 billion.
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■ Since the County's overall tax base increased, the County's revenue neutral rate
decreases from 87.80 cents per$100 of value to 83.77 cents per$100 of value.
FY2017-18 recommended budget
Budgeted Expenditures & Revenues - graph
FY2017-18 recommended budget
BUDGET ASSUMPTIONS
■ Revenue Neutral Rate = .8377
■ Tax Growth* = 1.2%
■ Sales Tax Growth = 4%
■ General Fund Reserve = 17%
FY2017-18 recommended budget
Budget Request Compilation
FY2017-18 recommended budget
Initiatives
■ Increase funding Orange Connect Scholarship Program
■ Increase per pupil funding for CHCCS and OCS
■ Compensation package for County employees
■ Increase funding for Orange Public Transit
■ Implement collaborative initiative for Housing Rehab
■ Planning funds for Economic Summit and a Local Festival
■ Advance the Criminal Justice Resource Office to County Department status
FY2017-18 recommended budget
FY2017-18 recommended budget
Functional Leadership teams
❑ Community Services
■ Property Development Specialist - 2.0 FTE (Inspection Fees)
■ Transit Drivers — 6.0 FTE (GF/Article 43)
■ Transit Dispatcher— 1.0 FTE (GF/Article 43)
■ Transit Demand Coordinator— 1.0 FTE (Grant Funded)
■ Recreation Program Assistant— 1.0 FTE (Program Revenue)
■ Community Centers funded through contract
■ Increase Solid Waste Program Fee $128 per year
■ Implement a Mattress Collection Program
FY2017-18 recommended budget
Functional Leadership teams
❑ General Government
■ Board of Elections will conduct three (3) elections
❑ Human Services
■ Community Social Services Tech — 3.0 FTE (2nd Family Foundation)
■ Child Welfare Workers —2.0 FTE (GF/State Funding, Time-limited)
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■ Housing Rehab Specialist— 1.0 FTE (GF)
■ Housing Resource Specialist— 1.0 FTE (GF, Time-limited)
■ Behavioral Health Assessment Study
■ Continue funding Family Success Alliance (FSA)
FY2017-18 recommended budget
Functional Leadership teams
❑ Support Services
■ Website Redesign will improve operation and redesign
❑ Public Safety
■ Misdemeanor Diversion Coordinator— 1.0 FTE (ABC Funding)
■ Administrative Assistant— 0.5 FTE (ABC Funding)
■ Mental Health Liaison Court-involved Youth 1.0 FTE (MOE Funding)
FY2017-18 recommended budget EDUCATION
FY2017-18 recommended budget EDUCATION — graph
FY2017-18 recommended budget EDUCATION — graph
FY2017-18 recommended budget- graph — Durham Tech
FY2017-18 recommended budget— graph — Outside Agencies
FY2016-17 recommended budget— graph — Outside Agencies
FY2017-18 recommended budget— graph — Fire Districts
FY2017-18 recommended budget— graph — Budget Timeline
Budget Document Availability
■ Clerk to Board of Commissioners
■ County Finance & Administrative Services Office
■ Orange County Library
■ Chapel Hill Public Library
■ Carrboro/McDougle Branch Library
■ Orange County Website - http://orangecountync.gov
FY2017-18 recommended budget
Orange County Mission Statement
Orange County exists to provide governmental services requested by our Residents or
mandated by the State of North Carolina.
To provide these quality services efficiently, we must;
■ Serve the Residents of Orange County— Our Residents Come First;
■ Depend on the energy, skills, and dedication of all our employees and volunteers;
■ Treat all our Residents and Employees with fairness, respect, and understanding.
Orange County Residents Come First
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Chair Dorosin clarified that a revenue neutral tax rate is based on all of the properties in
Orange County.
Chair Dorosin applauded the Board and staff that the County is bearing the increase in
health insurance, as well as the increase of eight hours of annual leave for each employee, in
addition to what they accrue annually.
Chair Dorosin referred to the idea of the Criminal Justice Resource officer becoming a
department, and asked if the positions described on page 11 of PPT will be part of this
proposed department.
Bonnie Hammersley said yes, this will be a 7-member department. She said this
department would give the Board of County Commissioners a connection to the criminal justice
system. She said the Department Director would be part of the department head community.
Chair Dorosin said this suggestion is an example of how this budget reflects the values
of this community, and its commitment to diversion from incarceration and focus on youth.
Chair Dorosin said the Orange Connect Scholarship Program, which Orange County
offers through Durham Tech, is listed as $200,000. He asked if this is an increase from last
year.
Bonnie Hammersley said yes, this item was budgeted at $100,000 last year.
Chair Dorosin said this is another example of the BOCC making real commitments
based on the communities' interests.
Commissioner McKee said he appreciated the dedication of the ABC funds to a specific
program, as it provides a way to track these funds.
Commissioner McKee referred to the outside agency funding and scoring. He said
over the years there were some concerns about the scoring process, and he is appreciative of
the current scoring mechanism.
5. Public Hearings
a. Public Hearing on the Financing of Various Capital Investment Plan Projects
The Board considered conducting a public hearing on the issuance of approximately
$13,600,000 to finance capital investment projects and equipment for the 2016-17 fiscal year,
and to approve a related resolution supporting the County's application to the Local
Government Commission (LGC) for approval of the financing plan.
BACKGROUND:
County staff estimates that the total amount to be financed for capital investment projects and
equipment will be approximately $13,600,000 including cost of issuance.
North Carolina General Statutes require that the County advertise and conduct a public
hearing on the proposed financing. A copy of the notice of this hearing as published in The
Herald Sun is provided as Attachment 1.
After conducting the public hearing and receiving public input, the Board will consider the
adoption of the resolution (Attachment 2). This resolution formally requests the required
approval from the North Carolina Local Government Commission (LGC) for the County's
financing, and makes certain finding of fact as required under the LGC's guidelines. County
staff has been in contact with the LGC staff, and staff expects no issues to receiving LGC
approval.
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If the Board adopts the resolution indicating its intent to continue with the financing plan, the
Board will be asked to consider a resolution giving final approval to the financing plans at the
June 6, 2017 BOCC meeting.
FINANCIAL IMPACT: There is no financial impact related to this action. However, there will be
a financial impact in proceeding with the financing. A preliminary estimate of maximum debt
service applicable to the capital investment projects and equipment financing would require the
highest debt service payment of$1.6 million in FY2017-18. The tax rate equivalent for the
estimated highest debt service payment is approximately .94 cents. Based on current financial
resources, no adjustment to the tax rate is associated with this financing.
A motion was made by Commissioner McKee, seconded by Commissioner Burroughs
to open the public hearing.
VOTE: UNANIMOUS
Gary Donaldson reviewed the background information and the list of projects.
PUBLIC COMMENT:
NONE
A motion was made by Commissioner Jacobs, seconded by Commissioner Burroughs
to close the public hearing.
VOTE: UNANIMOUS
A motion was made by Commissioner Rich, seconded by Commissioner McKee to
adopt the resolution in Attachment 2 supporting the application to the Local Government
Commission for approval of the financing.
Bob Jessup, Bond Counsel said this wording is sufficient.
VOTE: UNANIMOUS
Commissioner Rich asked if it is known when funds will be available from the towns for
the Rogers Road Sewer Improvements Project.
Gary Donaldson said December 1St
6. Regular Agenda
a. Interlocal Agreement with Town of Hillsborough Related to the Construction and
Operation of Water and Sewer Facilities in the Hillsborough Area Economic
Development Zone
The Board considered reviewing and approving an interlocal agreement with the Town
of Hillsborough that sets forth conditions of utility installation and operation with associated
land use consistency with prior cooperative planning efforts and authorize the Chair to sign.
BACKGROUND:
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Orange County and the Town of Hillsborough have been coordinating planning efforts around
the common interest land fringes of the Town of Hillsborough since 2002. These efforts led to
more formalized 2007 acceptance of an area `Strategic Growth Plan' and the pursuit of an
interlocal agreement that proposed additional implementation steps by both local governments.
This included joint land use plans and water and sewer boundary analysis and amendment.
The majority of the implementation actions have been completed and the September 12, 2016
Quarterly Public Hearing noted some further refinement of the earlier principals of the growth
plan — specifically, to reinforce the preservation of the economic development of areas near
the intersection of 1-40 and Old NC 86 for primarily non-residential land use activities.
Interchange areas are limited and valuable for office, light industrial and retail development.
Accordingly Orange County had designated this area, primarily outside the Town of
Hillsborough ETJ areas but noted on the County land use plan since the 1980's, as economic
development. (Waterstone was once one of these areas).
Being so noted, Orange County sought to bolster the area's potential by facilitating utility
extension and accordingly adding this to the Article 46 Capital Investment Plan (CIP) projects
list. A prerequisite to utility extension is a utility agreement (such as prior agreements with the
City of Mebane (2002) and City of Durham (2010) to set forth conditions where Orange County
constructs such utilities and other utility entities provide reservation of capacity and treatment,
accept ownership, and maintain facilities thereafter.
The agreement covers a variety of subjects including but not limited to design standards,
infrastructure responsibility and fees and charges. In this case, as we have with other local
governments, we are including a land use plan (modified on September 12, 2016), so the
County infrastructure investment relate to the economic development plan. Uses therein were
further reviewed and approved for modification on November 1, 2016 to promote industrial,
office, and retail uses and restrict the area from lower density residential. The infrastructure
reimbursement program, if any, for this project area will be based on targeted land uses and
any other adopted `development' agreements on a case-by-case basis.
On April 24 at a Town of Hillsborough work session, the Town of Hillsborough elected officials
and staff in concept agreed to
1. Focus the interlocal agreement on the southwest quadrant only which is earmarked
for non-residential `employment land use', therein excluding multifamily land use;
and
2. Setting a capacity reservation of 108,000 gallons per day for 5 years with
renewable provisions.
This enables the pursuit of engineering design to serve this quadrant.
Craig Benedict, Planning and Inspections Director, said this item has been revised, and
is the gray sheet at the Commissioners' places.
Craig Benedict said the purpose of this agreement is to have an agreement with the
Town of Hillsborough, so that if the County installs public utilities with the use of Article 46
economic development monies, that the Town of Hillsborough will maintain the lines in the
future, and provide water in the lines, and treat the sewage. He said this type of agreement is
not unique, and the County has a similar agreement with the City of Mebane and City of
Durham in the County's Economic Development Districts (EDDs).
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Craig Benedict said the area designated for this activity is at the intersection of Old
highway 86 and 1-40. He said the intended focus is the southwest quadrant of this
intersection, which is where the joint land-use plan has non-residential uses planned; light
industrial, office, etc. He reviewed a map of the area for the Board.
Craig Benedict said there are two clauses in the agreement that are inactive. He said
the County is able to establish acreage fees to reimburse the cost of economic development
efforts, but this provision has been left silent, as the land uses are consistent with the
expenditure of Article 46 monies. He said the provision could be activated at any time by
changes to the Unified Development Ordinance (UDO).
Craig Benedict said there are other development activities that may occur in this area,
but such development is not related to this agreement.
Craig Benedict reviewed the minor revisions in the agreement, found highlighted in
yellow on the gray sheet. He said all changes must be palatable to both parties.
Craig Benedict referred to page 4 of the agreement, and said Hillsborough is
contributing to a water main loop that is outside of the EDD. He said this loop would improve
the water pressure within the EDD, as well as a major enhancement for a sub-regional system
in Hillsborough, and probably increase pressure in the school zones on Grady Brown Road.
He said the Town would be responsible for the cost of this loop.
Craig Benedict said the agreement has an initial term of five years, with a possible five-
year extension thereafter. He said there are termination clauses included in the agreement.
He said the duration of the agreement is consistent with the time of the agreement. He said
the County is the asking party, and would be the first signer of the agreement. He said
Hillsborough will have this on a meeting agenda later this month.
Commissioner Marcoplos asked if there is a timeline on this project, and when it will be
possible for businesses to be developed.
Craig Benedict said the next item on the agenda will address these questions. He said
the corner of this intersection is of interest to developers, but all are waiting for utilities to be
present. He said this agreement is a great first step in the process.
Commissioner Jacobs thanked staff for presenting this agreement that protects the
County's Article 46 funds.
Commissioner Jacobs asked if it is expected that Hillsborough will annex this area.
Craig Benedict said yes. He said as part of the County's economic planning with
Hillsborough, there has been an urban service boundary established which includes areas
under Orange County jurisdiction, at this point. He said the agreement does not cause any
development that occurs in this area to be annexed outright, prior to a development
application; but any development application that comes forward to the County would have to
be accompanied by a voluntary annexation agreement, which could be acted upon by
Hillsborough in the future. He said Hillsborough may not annex for x years, to offer an
incentive to developers of not paying a Hillsborough tax.
Commissioner Jacobs asked if Hillsborough is going to charge exorbitant water rates
and would that be another reason to go for annexation.
Craig Benedict said out of Town water rates are 195% of the in-town rates, but
potential businesses in this area are not expected to be large water users. He said, however,
it will be important to consider water usage when looking at potential development.
Commissioner Jacobs said since the County is providing most of the infrastructure and
capital investment, that Hillsborough does need to charge 195% increase of water rates, and
could negotiate a lower water rate in order to lure in development. He asked if part of the
reasoning behind the high rate is to recover their cost of the capital infrastructure.
Craig Benedict said yes and no. He said Hillsborough's water and sewer treatment
plants are part of the infrastructure that is city wide and out of town rate wise. He said the
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additional cost is for those areas that are not gaining city taxes, yet still need utility crews to
maintain the lines.
Craig Benedict said he will discuss this with Hillsborough for this area and other areas,
such as Churton Grove, who is still paying 195% rate in water and they have been there for 10
years.
Commissioner Jacobs said a lower rate would be an incentive for economic
development.
Commissioner Jacobs asked if Hillsborough's extending of utilities and likely
annexation, have any impact of Hillsborough's extraterritorial jurisdiction (ETJ). He asked if
there is any automatic ETJ extension around the perimeter of a municipality.
Craig Benedict said there is no ETJ extension.
John Roberts said Hillsborough would be limited in how it can impose a different fee in
different locations. He said there are legal limitations, and if all the customers are the same,
despite their location, the rates must be equal. He said the Town could structure its rate based
on the type of user, and impose a tiered approach, but not based on location. He said the
County and the Town could have an incentive program for economic development that may
offset those rates.
Commissioner Jacobs asked if Orange County is providing most of the infrastructure,
could the County not negotiate a lower water rate.
John Roberts said there are legal limitations on how the Town can impose differing
water rates. He said the rates must be the same regardless of location.
John Roberts said he can talk with the Town's Attorney, but there are State statute
limitations.
Commissioner Jacobs asked if the County will try and recover some of its investment,
other than via economic development.
Craig Benedict said there is a placeholder for acreage fees, but it has been left silent
for now due to legislation and sensitivity to utility rate structure. He said the Town is not
adverse to the use of acreage fees.
Commissioner Jacobs asked if rural buffer boundaries could be included on future
maps of this area.
Craig Benedict said yes.
A motion was made by Commissioner McKee, seconded by Commissioner Jacobs to
authorize the Chair to sign the revised interlocal agreement with County Manager approval for
outlined aspects of the agreement, pending County Attorney review.
VOTE: UNANIMOUS
*The agreement is contingent upon the Town of Hillsborough's approval which occurs after the
County since the County is the `requesting'party.
b. Phase 1 Infrastructure Design, Permitting, Bidding, and Miscellaneous Related
Services Contract for the Hillsborough Area Economic Development District
The Board considered approving a contract with The John R. McAdams Company, Inc.
(McAdams) for the engineering design, permitting, bidding, and miscellaneous related services
for phase 1 water and sewer infrastructure extensions to serve the Hillsborough Area
Economic Development District (EDD) south and west of the intersection of 1-40 and Old NC
86, as previously approved during the FY 2015-16 Budget/Capital Investment Plan process at
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a cost of$189,770, after review by the County Attorney and authorize the Chair to sign
(Construction phase services will be contracted at a later date as a potential amendment.).
Craig Benedict reviewed the background information below, as well as a map of the
area:
BACKGROUND:
In FY 2015-16, the Planning & Inspections Department requested, through the Capital
Investment Plan (CIP), funding for proposed development in the Hillsborough Area Economic
Development District (EDD). Additional funding was then requested for FY 2017-18, based on
a revised scope and cost estimate for water and sewer infrastructure development.
Estimated construction costs (excluding engineering): $1.5 million to $1.8 million, subject to the
engineering analysis and design. The proposed project schedule is included as Attachment 3.
The Hillsborough Area EDD site is situated just south of Interstate 40 and along old NC 86
(Attachment 1).
In order to provide basic infrastructure support for the Hillsborough Area EDD, there are certain
backbone improvements which are needed including both water and sewer infrastructure. The
Town of Hillsborough will provide water and sewer treatment and maintenance, as well as
proportionately participate financially toward those improvements outside of the EDD, as is
necessary for water system redundancy, adequate pressure, flow and water quality.
This work is the extension of other master planned water, sewer and roadway infrastructure
plans in the area, some of which support the Waterstone Development and the UNC Hospital.
This work is consistent with the planning efforts for the Hillsborough Area EDD, Article 46 sales
tax Economic Development infrastructure initiative, and the area transportation access
management plan, and past and current Orange County Capital Improvement Programs
(CIPs).
A request for qualifications (RFQ) was advertised on February 22, 2017 (see Attachment 4).
The County received three (3) statements of qualifications (SOQ's) from the following
consulting engineering firms:
The John R McAdams Company, Inc.
Pennoni
McGill Associates, PA
Criteria in evaluating the SOQs included 1) project timeline and understanding of the scope, 2)
previous experience with projects of similar scope and timeline, 3) ability to complete the work
on time considering total workload, 4) approach for successful project completion without any
major technical, legal or budget problems, 5) previous experience with governmental entities
(particularly Orange County and the Town of Hillsborough) and public outreach, and 6)
approach to disadvantaged business enterprises (DBE) and minority and women-owned
business participation.
The interview panel was comprised of three representatives from Orange County (Craig
Benedict, AICP, Howard W. Fleming, Jr., PE, and Allison Reinert, PE) and the Town of
Hillsborough Engineering/Public Works Director, Kenny Keel, PE. Based on the interviews and
evaluation criteria, the interview panel unanimously selected McAdams.
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County staff proposes to contract with McAdams to perform the required engineering,
surveying, design, easement plats, permitting and bid administration for this project. The
proposed contract is Attachment 2.
Commissioner Rich asked if McAdams pays a living wage.
Craig Benedict said he would ask.
A motion was made by Commissioner McKee, seconded by Commissioner Rich for the Board
to:
1. Approve and authorize the Chair to sign the contract on behalf of the Board, after
review by the County Attorney; and
2. Authorize the Manager to approve minor amendments for additional services or
addenda, should they become necessary, up to the project budget, after review by
the County Attorney.
Commissioner Jacobs said he will vote for this motion, though he does not want to work
with this company because years ago they were transgender insensitive. He said he is sorry
to do business with them.
VOTE: UNANIMOUS
c. Amendments to the Water and Sewer Management, Planning, and Boundary
Agreement
The Board considered adopting amendments to the Water and Sewer Management,
Planning, and Boundary Agreement (WASMPBA) map.
BACKGROUND:
The Water and Sewer Management, Planning, and Boundary Agreement is was signed in
2001 between Orange County, the Orange Water and Sewer Authority (OWASA), and the
Towns of Chapel Hill, Carrboro, and Hillsborough. The agreement (included for reference
purposes as Attachment 4) provides a comprehensive county-wide system of utility service
areas upon which signatory entities could rely when making decisions related to issues such
as planning, land use, annexation, zoning, and growth management.
Potential amendments to the WASMPBA map were presented to the Board of County
Commissioners at the February 13, 2017 work session. The amendments currently proposed
for adoption include only areas south of the Hillsborough Economic Development District
(EDD) and areas in the vicinity of Smith Level Road in the Town of Carrboro's Extraterritorial
Jurisdiction. The February presentation included areas north of Chapel Hill, but Town of
Chapel Hill staff is currently studying those potential amendments and not ready to move
forward. However, Orange County and the Town of Carrboro are interested in moving forward
at this time with the two areas under consideration in this agenda item.
Orange County/Hillsborough EDD Area
The proposed amendments in the Hillsborough EDD Area include:
• Designating 87.5 acres "Primary Service Area". This area is currently "Hillsborough
Long-Term Interest Area". Designating the area "Primary Service Area" would allow
extension of public water and sewer systems into the area.
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In the interest of disclosure, Orange County has received a Master Plan Development
conditional zoning application that includes a large portion of the area proposed to become
"Primary Service Area" (the area east of Old Highway 86). These WASMPBA amendments are
prerequisites to considering amendments to land use and zoning designations that would allow
for greater development potential in this general area, an area in which Orange County is
planning to invest approximately $1.6 million in sewer infrastructure. The area proposed for
addition to the Primary Service Area is serviceable by gravity sewer.
Town of Carrboro ETJ/Smith Level Road Area
Town of Carrboro and OWASA staff began researching the status of this area when contacted
by a person interested in possibly developing in the southern portion of the area proposed for
"Primary Service Area" designation. As the map in Attachment 3 shows, many parcels in this
area are already served by OWASA water and sewer systems, and have been since long
before the WASMPBA was adopted (some services go back to the 1960s). The Town of
Carrboro's long-time zoning designation for the area is R-10 (Residential, 10,000 square feet
per dwelling unit), which is too small a lot size on which to locate well and septic systems.
Staffs are at a loss to explain why this area was not designated "Primary Service Area" when
the WASMPBA was adopted in 2001, particularly since the area is not listed in the text of the
Agreement (Section IV of Agreement in Attachment 4) as an exception area. Nevertheless, the
adopted WASMPBA map currently designates the area in question as "OWASA Long-Term
Interest Area" so new water or sewer connections cannot be permitted.
The proposed amendments in the Smith Level Road Area include:
• Designating 20.6 acres "Primary Service Area".
Attachment 1 is a Resolution to approve the amendments with maps depicting the geographic
extent of the amendment areas. The map in Attachment 2 shows the overall WASMPBA map
with the proposed amendments overlaid on the map.
All signatory parties to the Agreement must approve the amendments before they are
effective.
Proposed dates for adoption consideration are:
Orange County May 2, 2017
Town of Carrboro May 16
Town of Hillsborough June 12
Town of Chapel Hill June 12
OWASA May 25 or June 8
Perdita Holtz, Planning, made the following PowerPoint presentation:
Proposed Amendments —
Water and Sewer Management, Planning, and Boundary Agreement
May 2, 2017 BOCC Meeting
Presented by:
Perdita Holtz, Orange County
Trish McGuire, Town of Carrboro
Background
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• 2001 Agreement
o Orange County
o OWASA
o Towns of Chapel Hill, Carrboro, and Hillsborough
• Defines Water & Sewer Utility Service Areas
• Amended only once: October 5, 2010
Hillsborough EDD Area Amendments - maps
Hillsborough EDD Area Amendments - map
• 85.07 acres Hillsborough Long Term Interest Area to Hillsborough Primary Service Area
• Based on analysis of sub-watershed catchment areas:
o 2.37 acres OWASA Long Term Interest Area to Hillsborough Long Term Interest
Area
o 6.29 acres OWASA Long Term Interest Area to Hillsborough Primary Service
Area
o 3.7 acres Hillsborough Long Term Interest Area to OWASA Long Term Interest
Area
o 0.13 acres Hillsborough Primary Service Area to OWASA Long Term Interest
Area
Hillsborough EDD Area Amendments — Designations, if Adopted (map)
Subsequent Considerations — Hillsborough EDD Area
• If WASMPBA amendments are approved the following would likely be proposed for
amendment later this year (quarterly public hearing required; possibly September
QPH):
o Joint Land Use Plan with Hillsborough
o County Future Land Use Map
o County zoning amendments (possibly)
• These are in addition to the MPD-CZ application currently scheduled for the September
QPH (which does not include the entire area included in the WASMPBA amendments).
Commissioner Jacobs asked if Davis Road is changing to a primary service area for
Hillsborough, and if Davis Road is the border of the rural buffer.
Perdita Holtz said that is one of the land use plan amendments that might need to be
made later this year. She said it is the rural buffer, but the rural buffer should follow the
watershed line, and this does not as the watershed line is a bit further south. She said in 2001
the best available data was used to determine that line, and now there are more refinements
that can be used with GIS, and so the line is not really the line.
Commissioner Jacobs said this makes perfect sense in the abstract, but in the real
world this does not work because a lot of people live or own land in this area. He said if these
people miss the public hearing, they will not know that this area will be re-zoned due to more
accurate data.
Perdita Holtz said that is essentially what is proposed, and staff will notify all
landowners of the re-zoning and the public hearing.
Craig Benedict said the amount of acreage is not taking an entire property, within one
designation, and switching it to another. He reviewed a map to show examples. He said
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moving the boundary to its originally intended location will stabilize this line. He said staff will
be happy to meet with any residents.
Commissioner Jacobs asked if staff would do a community meeting prior to the public
hearing.
Craig Benedict said yes, staff has already spoken to some residents, and will continue
with community outreach.
Commissioner McKee asked if the number of residents that may be affected by this is
known.
Craig Benedict said there are no houses in the smaller, marginal area, but there are
three houses in the overall expansion area. He said staff will still put out notices to this area.
Commissioner McKee asked if making this change will require the landowners to do
anything unless they want to.
Craig Benedict said no, no one is required to make any changes to the use of a
property. He said if the County proceeds with the variety of approvals after this, meaning other
partners with the water and sewer boundary agreement, there may be the potential for public
water and sewer.
Commissioner Marcoplos referred to the property owner to the south of the "red hatch,"
and said he/she may one day discover some development occurring closer to their land than
they ever anticipated.
Craig Benedict said water and sewer could extend to the ridgeline, and to the south is
part of the rural buffer and would not have development. He said if the County pursued
economic development in this area, there is a 150-foot wide buffer on the fringe of economic
development zones. He said throughout the County and Chapel Hill and Carrboro, there is a
sharp drop off from urban areas to the rural buffer. He said development is focused, and in
this case, there is a drop off at the ridgeline.
Trish McGuire, Carrboro Planning Director, continued the PowerPoint presentation:
Amendments in Carrboro's Planning Jurisdiction (map)
Existing OWASA Service in Smith Level Road Area (map)
Carrboro Zoning in Vicinity- change to a primary service area (map)
Adoption Consideration Dates
• Orange County May 2
• Carrboro May 16
• Hillsborough June 12
• Chapel Hill June 12
• OWASA May 25 or June 8
Proposed WASMPBA Amendments
• Recommendation:
o Adopt the Resolution amending the Water and Sewer Management, Planning,
and Boundary Agreement
• (Amended Resolution Package)
Commissioner Jacobs said he asked the Clerk to contact previous County
Commissioner Alice Gordon, as she was part of the creation of the WASMPBA. He said that
Commissioner Gordon could not remember why this area fell through the cracks years ago.
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Perdita Holtz reviewed the recommendations.
Commissioner Jacobs asked if the BOCC is agreeing to set a public hearing, or to
change the designation.
Perdita Holtz said there is no public hearing for the WASMPBA, only for land use and
zoning.
Commissioner Jacobs said the previous discussion about notifying the public about the
change does not actually exist in the real world, because the Board is being asked to make the
change this evening.
Perdita Holtz said if the Board makes the changes, there will be changes made to the
joint land use plan and the County future land use map later this year. She said a public
hearing would come into effect.
Commissioner Jacobs said those residents who have difficulties will already be fighting
against the fact that the government has changed it, and will be arguing to change it back,
versus a proposal and a discussion.
Perdita Holtz said all that would be changed this evening is making the land's primary
service area, but the zoning and land use regulations that are currently in effect would stay in
effect.
Commissioner Jacobs said the difference between long term service area, which is a
benign concept, versus primary service area, which means it is inviting water and sewer, is a
big difference.
Perdita Holtz said the current zoning will still apply, and any up zoning or changes to
the future land use map would need to go through a public hearing process.
Chair Dorosin asked if the Board votes in favor of this tonight, nothing can change
unless the other changes go through.
Perdita Holtz said yes, and this is one of the complexities of all of these agreements,
and zoning, and joint land use plan. She said it is confusing which comes first, but staff has
determined that the WASAMBA amendments need to come first because the future land use
and the zoning cannot be changed if it is not a primary service area.
A motion was made by Commissioner McKee, seconded by Commissioner Burroughs
for the Board to adopt the revised resolution-Attachment 1- amending the Water and Sewer
Management, Planning, and Boundary Agreement.
VOTE: Ayes, 5; Nays, 1 (Commissioner Jacobs)
d. Award of Design-Build Agreement— Sportsplex Field House Project
The Board considered 1) awarding a Design-Build Agreement to TA Loving Company
of Goldsboro, NC for the Sportsplex Field House project with a Guaranteed Maximum Price
("GMP") not-to-exceed $3,714,000 to include this project within the spring 2017 project
financing offering scheduled to close in June 2017; 2) approving and authorizing the Chair to
execute the necessary paperwork upon review of the County Attorney; and 3) authorizing the
County Manager to execute any amendments to the GMP up to the project budget.
BACKGROUND:
In 2013 the Board authorized the purchase of 2.88 acres of property adjacent to adjacent to
the Orange County Sportsplex to construct a proposed field house complex and related site
parking to support its growth in the areas of turf field, sport court, and indoor fitness activities.
These areas of space need are also to support growth in afterschool, preschool and camp
programming.
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The Board appropriated funds for the construction and operation of this project within its
FY2015-20 Capital Investment Plan (CIP). The Board also authorized the Sportsplex
mezzanine project, appropriated in FY2014-19 CIP, to be combined within the field house for
efficiencies in operation and cost.
On September 15, 2015 the Board approved a set of criteria supporting the Design-Build
method of capital project delivery (authorized by the North Carolina General Assembly in
2013), as well as its application with the Sportsplex Field House project.
On February 11, 2016 Orange County received eight responses to its Request for
Qualifications ("RFQ") issued on January 14, 2016 for Design-Build services for the Sportsplex
Field House in accordance with North Carolina Procurement Law regarding procurement of
Design-Build services. A staff panel consisting of members from the Manager's Office, the
Department of Environment, Agriculture, Parks & Recreation ("DEAPR"), the Sportsplex
Management Staff, Finance & Administrative Services, and Asset Management Services
evaluated presentations of selected firms and agreed to recommend the TA Loving Company
to serve as the Design- Builder for this project.
The site has two small residential units on site that will be de-constructed as part of the project.
One unit is not salvageable; however Asset Management and Housing, Human Relations and
Community Development staff continue to analyze options with County affordable housing
partners to potentially relocate and rehabilitate the second residential unit in order to keep it in
the affordable housing inventory. Disposition of this housing unit would be confirmed prior to
the start of construction.
The projected timeline for this project is as follows:
Activity Estimated Date Range
BOCC Authorization for Design-Build Agreement and GMP; approval for project to move
forward within Spring Financing package: May 2, 2017
Construction Period: July 2017 - March 2018
Occupation: April 2018
Jeff Thompson, Asset Management Services Director, made the following PowerPoint
presentation:
Sportsplex Fieldhouse
Orange County, North Carolina
5.2.2017
Purpose
• Approve Design-Build agreement and Guaranteed Maximum Price:
o TA Loving Company— Goldsboro, NC
o GMP — not to exceed $3,714,000
• Authorize Chair to sign agreement upon County Attorney review
• Authorize County Manager to execute amendments to the GMP up to the Project
Budget
Overview
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• Background
• Sportsplex Fieldhouse Vision
• Program Overview
• Construction Schedule
• Feedback and Questions
Background
• 1994 —Triangle Sportsplex constructed
• 2005 — County acquisition, engaged professional management
• 2009 — Passmore Center addition, major Sportsplex renovations
• 2012 — Fieldhouse, 2nd mezzanine envisioned
• 2014 — Land acquisition for fieldhouse
• 2015 —2nd mezzanine vision study/schematic plan
• 2016 — Fieldhouse Design- Build engagement with TA Loving
John Stock presented this portion of the PowerPoint:
Orange County Sportsplex: Situational Analysis
• Classes overcrowded during prime times.
• Shortage of Courts and Turf for programs.
• Insufficient Family and Single User Change Facilities.
• Pre-school, After-school and Camp demand exceeds space Critical to needs of
families in Central/Northern Orange County
Field House Vision
• Field House addresses Orange County wide need for Courts; Turf; Children's Care
• Completes vision of a state of the art, multi-venue, community gathering place
promoting healthy lifestyles for all ages from toddlers to seniors.
o Combat childhood obesity; Type II Diabetes; physical wellness challenges of
aging adults.
o National class model of what is possible for multi-generational, diverse wellness
programming through an effective public/private partnership.
Field House
The Sportsplex is all about family, fun and fitness for all ages and abilities!
• Expanded Fitness Center addresses diverse needs of broad member base.
• Two Regulation sized Courts.
• Turf Field.
• Children's Center for Preschool, Afterschool, Camps.
• Quality programs, academies, leagues for all ages.
• Seniors programs like Pickleball
Orange County Sportsplex:
2017 Status
• Sportsplex acquired in 2005: 800 members; annual losses of $1,000,000.
• Today: 6,000 members. Annual customer visits of 700,000!
• FY17-18 consolidated Sportsplex Revenues projected at $3,400,000 (double 2005
levels ...a 10% annual growth rate).
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• Operating Costs contained, resulting in operating surplus of$550,000 ($1.7million net
annual operating surplus improvement from 2005).
RFP will produce similar growth and incremental financial results from the Field House
investment by the County.
New Court and Turf Programs
• Programs transferred to the Sportsplex from other RFP facilities:
o Lil Kickers
o Lil Dunkers
o Lil Cheer
o Lil Sluggers
o Futsol
o Soccer, Lacrosse, Basketball and Volleyball Leagues
o Sports Schools/Academies
o Gymnastics
o Opportunities for turf and court programs similar to current partnership with UNC
on swim clinics.
Fitness Expansion
• Cardio/Aerobics for Adults
• Senior Programs
• Specialty Weight area
• Separates Workout styles
• Family/Single User Change Rooms
Field House Financial Summary
• Board approved Field House appropriation is $3,750,000.
• Sportsplex membership will grow from 6,000 to 8,000 (33%). Combined with new
programming, Field House operations to generate $7,200,000 incremental revenues
over the first six years.
• By leveraging RFP staff/management resources, combined six year operating surplus
of$3,754,000 will reimburse the appropriated costs.
• Synergies with existing operations will facilitate the combined annual operating
surpluses of$1.4 million, which can be re-invested in countywide wellness and
recreation.
John Stock, Sportsplex General Manager, introduced the company that will be building
the Fieldhouse: TA Loving.
Ken Redfoot, Architect, presented this portion of the PowerPoint, and reviewed the
plans for the Field House.
Commissioner Rich asked if there will be spaces for bicycle parking.
Ken Redfoot said the Hillsborough approval process has just begun, and more details
will be incorporated going forward. He said bicycle parking can be accommodated.
Commissioner Rich asked if there is bicycle parking at the current facility.
John Stock said no, and staff is investigating costs for bicycle parking.
Commissioner Rich asked to find out if this is part of the Hillsborough guidelines, so
that bicycle parking can be included.
Commissioner Jacobs asked if the size of the basketball courts in the gymnasium could
be given.
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Ken Redfoot said the courts are 50 x 84 feet, which is regulation high school court size.
Commissioner Jacobs asked if any thought has been given to using solar or
geothermal technology for this new facility, or retrofitting the existing facility.
Jeff Thompson said staff is analyzing retrofitting the building with the high performance
building standards analysis, and the size of the facility makes it challenging from a cost
standpoint.
Commissioner McKee referred to the 54-space parking lot, and asked if, given heavy
use of the current parking lot and the expansion numbers, parking will be expanded or a
parking deck considered.
John Stock said a parking study was completed a year ago, and maximum capacity
was only reached when large meets or events are occurring. He said staff has changed the
nature of these meets to allow for easier flow. He said the study was repeated again recently
and there was only a 10% increase in numbers with the maximum still not being reached. He
said if growth continues at its current rate, then parking will be an issue.
Commissioner McKee said increased public transportation may help. He said any
improvements only drives more people to want to use this facility, and the mode of
transportation will be automobiles. He said he is glad that staff has done parking studies.
Commissioner Jacobs thanked John Stock for the good work that he is doing and his
willingness to work with the County.
Commissioner Jacobs said when he got on the Board he got a lecture from senior
Commissioners that minority children had no place to go swimming. He asked John Stock if
he knows the percentage of pool users that are minorities, and, if not, could he do some
estimation and explore ways to attract these communities to use the facility.
John Stock said he could only offer a guess, but he said schools with large numbers of
African American students are using the facility. He said the summer program is a tool to bring
in more minority students. He said there is room for improvement, and he would try and get a
more precise number to the Board.
Jeff Thompson reviewed the project schedule.
Commissioner Rich asked if TA Loving pays a living wage, and Jeff Thompson said
yes.
A motion was made by Commissioner Jacobs, seconded by Commissioner Burroughs
for the Board to:
1) Award a Design-Build Agreement to TA Loving Company of Goldsboro, NC for the
Sportsplex Field House project with a Guaranteed Maximum Price ("GMP") not-to-
exceed $3,714,000 to include this project within the spring 2017 project financing
offering scheduled to close in June 2017;
2) Approve and authorize the Chair to execute the necessary paperwork upon review of
the County Attorney; and
3) Authorize the County Manager to execute any amendments to the GMP up to the
project budget.
VOTE: UNANIMOUS
7. Reports
a. Orange County Partnership to End Homelessness 2016 Report
The Board received a report on the 2016 activities of the Orange County Partnership to
End Homelessness (OCPEH), and also reviewed the homeless service system map.
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Allison De Marco, OCPEH Leadership Team Chair, reviewed the background
information below:
BACKGROUND: The Orange County Partnership to End Homelessness was created in 2008
to coordinate funding and activities to end homelessness in Orange County. OCPEH is jointly
funded by Orange County (39%) and the Towns of Carrboro (15%), Chapel Hill (41%), and
Hillsborough (5%).
Corey Root, Homeless Programs Coordinator, said she submitted the business report,
Point-In-Time (PIT) count, and the Plan to End Homelessness to the BOCC. She referred to
the last page of the information, the Homeless Systems Map (Attachment 4), and said she
would like to focus on this page tonight.
Corey Root said this map contains a great deal of information. She said there are
different paths through the system, depending on a person's need; such as being at risk of
homelessness, newly homeless, and long-term homelessness. She said the goal for everyone
is to secure permanent housing as quickly as possible.
Corey Root highlighted the three areas of the map: Green - at risk of homelessness;
Yellow - currently homeless; and Purple - stable housing. She said this map also conveys all
of the different players in Orange County that are working to end homelessness.
Corey Root said OC Connect is the coordinated entry system and is an initiative that
seeks to systemize the way people enter, are assessed, and referred for homeless services.
She said this system minimizes the confusion for those in need of services, and this system is
in line with federal mandates to address homelessness.
Corey Root said the gaps in the system are seen on the map in pink, and these areas
are: diversion funding, accessible and housing focused shelter, street outreach, multi-service
center - 24 hour bathrooms, landlord partnership initiative, and income based rental units.
Corey Root reviewed the options for stable permanent housing.
Commissioner Jacobs referred to the therapeutic court, and said this already exists.
Corey Root said this is known as outreach court.
Commissioner Rich asked if there are resources available to house the homeless when
they first come in need of shelter.
Corey Root said there are out-of-county shelters. She said there are some hotel/motel
vouchers programs, but these are short term and often uncoordinated. She said some people
elect to stay outside, but do not want to do this for the rest of their lives; they still seek
permanent housing.
Commissioner Rich asked if there are agreements with the Inter-Faith Council (IFC) to
let people stay on white flag nights.
Corey Root said yes. She said IFC has 17 beds for single men on white flag nights,
and 2-3 beds for single women. She said white flag nights are when the temperature is
forecast to be below 40 degrees, in the months between October and April.
Commissioner Rich asked if it is difficult to get people in shelters during this time.
Corey Root said this is the second year that white flag nights have existed at the
current Community House. She said there are a lot of barriers with the current neighbor plan,
and increased communication is being worked on. She said street outreach would help greatly
with communication.
Commissioner Burroughs asked if there is any information for 2017.
Corey Root said the overall number is 127, and she will have a full breakdown of
statistics at a later date.
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Commissioner Marcoplos said he has been to three OCPEH meetings so far and is
learning a lot. He said he is impressed with the work and is glad to be a part of it.
b. Countywide Radio Communications Needs Assessment and Alternatives Report
The Board received a presentation on the Countywide Radio Communications needs
assessment and alternatives analysis as well as potential cost share models for sharing the
cost of the system with public safety agencies in the County, and provide feedback on the
project and the funding recommendations currently contained in the Manager's Recommended
Capital Investment Plan.
Dinah Jeffries, Emergency Services Director, reviewed the following background
information:
BACKGROUND:
The existing Orange County public safety radio communications systems have served first
responder agencies adequately for many years. However, multiple system components are at
or near end of life, spare parts are hard to find, and vendor support will be ending in the next
few years. Existing radio systems do not have the built-in redundancy that prevents system
outages in the event of component failure or other disasters. As Orange County continues to
grow, first responder agencies have recognized that current public safety radio systems do not
meet today's radio coverage, capacity, and resiliency requirements.
Recognizing these factors, the County engaged Federal Engineering, Inc. (FE) in a multiphase
approach to conduct a system evaluation, planning and alternatives development study. This
presentation to the Board of Commissioners will summarize the work completed during the
initial evaluation and planning phase. The second step in the evaluation and planning phase
involves a detailed evaluation of the selected alternative radio system approaches, developing
migration plans, and finalizing budgetary cost estimates. Based on the funding approach
approved in the Capital Investment Plan, subsequent phases of this radio project could include
the development of a competitive request for proposals, assistance during the procurement
process, technical evaluations of vendor proposals, and vendor negotiations assistance
resulting in an executed vendor contract.
Dinah Jeffries introduced Cliff Brown from Federal Engineering, who made the
following PowerPoint presentation:
Orange County Replacement Radio Project
Board Of County Commissioners Meeting - May 2, 2017
Agenda
• Replacement Radio Project Purpose
• Replacement Radio System Architecture
• Replacement Radio Project Overview/ Needs
• Alternatives Considered / Estimated Costs
• Recommended Solution / Estimated Costs
• Agency Cost Allocations
• Next Steps
Project Purpose
23
Determine the most economical, efficient, reliable, and state-of-the-art method for designing
and provisioning a countywide radio communications system to meet long term voice, paging,
and voice interoperability needs
Radio System Architecture — graphic
Project Overview— Scope
• Needs and Requirements
• Alternatives Analysis and Cost Estimates
• Recommended System Solution -- We are here
• Technical Specifications/RFP Development
• Procurement Support
Project Overview- graphic
Project Overview— Needs
Users — Emergency
• Law Enforcement
• Fire
• EMS
• Emergency Management
Users — Non-emergency
• Public Works
• Transit
• Schools
• Animal Control
• OWASA
• Solid Waste
Project Overview— Needs
• Radio coverage improvements
o Portable radios — outdoor
o Portable radios — indoor
o Leverage new sites for multiple purposes
• Radio system capacity improvements
o Increase number of channels to reduce congestion
o Leverage new microwave system - multiple purposes
• Local system administration
o Add users
o Change aliases
o Modify talk groups
• Interoperability (ability to communicate with others and mutual aid)
o Intra-County
o Inter-County
• System availability improvements
o Direct County control of system elements
o Direct County control of system maintenance
o Redundancy
24
• Estimated costs
• Migration plans
Existing Radio Systems
• VIPER (Voice Interoperability Plan for Emergency Responders) — 700/800 MHz P25 —
all public safety users
o No local system administration
o Single points of failure / lack of redundancy
o Expansion possible — current model: purchase equipment and give to State
• UHF — backup system for Chapel Hill
• VHF —fire paging, schools, animal services, backup for multiple public safety agencies
Alternatives Considered
• VIPER 700/800 MHz P25 channel expansion
• Standalone 700/800 MHz P25
• Shared 700/800 MHz P25 system (Durham County)
• Standalone VHF Analog
Standalone alternatives consist of building blocks that can be combined between alternatives
VIPER Channel Expansion
• Add channels to existing VIPER sites
• Improves capacity—fewer busies/blocked calls
• Lowest cost of alternatives
• Does not address
o Required radio coverage improvements
o Required system availability/redundancy improvements/single points of failure
o Required local system administration improvements
o System use by public services (schools, public works, transit, animal services,
OWASA, solid waste)
Standalone 700/800 MHz P25
• Dedicated 700/800 MHz P25 system for County, serving all users (now and in future)
• New system control equipment (redundant)
• New radio site equipment (sites, towers, shelters, radio channel equipment, microwave)
• New consoles (or use existing), control stations (to access "other" systems)
• Retention of most existing portable/mobile radios
• Provides improved:
o Outdoor and indoor radio coverage
o Capacity for all users, expandable
o Local system administration
o System availability/reliability (redundancy— no single point of failure)
• Sites built for 700/800 MHz P25 leveraged for use by VHF system, County broadband
• Dedicated microwave for radio systems, leveraged for use for County data, County
broadband
Shared System — 700/800 MHz P25
• Same as standalone 700/800 MHz P25 system EXCEPT
25
o System control equipment provided Durham (significant initial capital cost
savings)
o Cost sharing model used between Durham and Orange County for ongoing
shared equipment, system upgrades, and maintenance
o Interlocal agreement to be executed (governance, cost sharing)
700/800 MHz P25 Radio Coverage - map
700/800 MHz P25 Radio Coverage - map
700/800 MHz P25 Radio Coverage - map
700/800 MHz P25 Radio Coverage - chart
Standalone VHF Radio Coverage - map
Standalone VHF Radio Coverage - map
Standalone VHF Radio Coverage - map
Standalone VHF Radio Coverage - chart
Standalone VHF Radio Coverage - chart
Alternatives — Estimated Costs - chart
Recommended Replacement Radio Solution
• Excellent County stakeholder participation throughout project
• County Radio Team reviewed needs and requirements —foundation for alternatives
• County Radio Team reviewed alternatives
• Consensus and agreement by entire County Radio team on the recommended
replacement radio solution
• VIPER— no additional channels to be added
• Combination of two alternatives — Shared System (Durham) and VHF
• Implement systems in stages (steps)
• Long term 700/800 MHz P25 solution
o 700/800 MHz trunked P25 for all users — countywide radio coverage
o 17 site buildout
• VHF solution
o Lower cost radio units (than P25) for public service
o 4-site buildout
Recommended Replacement Radio Solution
• Step 1
o Share Durham system control equipment (core)
o Procure and build 4 700/800 MHz P25 sites in Chapel Hill and Carrboro area,
connect to Durham core, and dispatch center consoles
• Step 2
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o Procure and build 4 VHF sites in County (use sites that will also be used for
700/800 MHz P25)
• Step 3 (could be divided into multiple steps)
o Procure and build the balance of the 17 700/800 MHz P25 sites
Recommended Replacement Radio Solution - map
Recommended Replacement Radio Solution - map
Recommended Replacement Radio Solution - map
Estimated Costs - chart
Agency Cost Allocations
Potential Cost Allocations
• County provides new radio system infrastructure for emergency and non-emergency
users
• Each agency purchases portables, mobiles, and control stations, and programming for
radio units
• Each agency pays a usage fee to the County for use of the new system
System Usage Fee
• County will need to define formula and basis for fees
• Examples from other similar systems
o Fee based on number of talk groups (channels), and unique features
(encryption, GPS/location, individual call) — monthly recurring per unit (example
— South Carolina)
o Fee based on number of radio units — one-time fee as radio unit is added
(example: $250/unit— one time, $32/radio/month)
Next Steps
• County approval of recommended replacement radio solution
• Confirm project stages/steps and schedules
• Identify and secure funding
• Define procurement approach (competitive RFP, negotiation with vendor)
• Develop technical specifications/RFP for long-term system solutions, and require
buildout in stages
o Vendor guaranteed radio coverage (outdoor, indoor)
o Vendor guaranteed grade of service (capacity)
o Vendor guaranteed system availability/reliability
• Procurement process
• Negotiation and contract award
• Implementation
FE Orange County Project Team
Cliff Brown: Orange County Program Manager
cbrown @fedeng.com
704-451-5090
27
Travis LePage
Orange County Project Director
tlepage @fedeng.com
585-507-9731
Questions
Commissioner McKee clarified that the differential between using Durham County's
CORE system and Orange County's CORE system is $3 million.
Cliff Brown said it is about $2.8 million.
Commissioner McKee said the cost is $3 million more than the $29 million shown there,
and the end result, if Orange County were to build its own independent system; or would it be
more than the $3 million.
Cliff Brown referred to alternative 2 on page 25, and said that is a stand-alone system
that includes Orange County's own core. He said that is not sharing anything, and a shared
system is $26 million.
Commissioner McKee said 17 towers will be needed, if 200 foot towers are used. He
asked if the number of towers needed could be identified, if the towers were 300 feet.
Cliff Brown said he does not yet have this information. He said 200 feet is a magic
number, both within the County's UDO and with the Federal Aviation Administration (FAA). He
said towers over 200 feet must be marked with a light, and most residents have concerns
about this.
Commissioner McKee asked if it would be possible to explore going to a higher tower
and reducing the number of towers, so that money could be saved and used for the CORE
System. He said in a shared system, Orange County will not be the primary partner; and while
there can be good faith negotiations, there will always be unanticipated events that occur. He
said potential problems will need to be heavily analyzed if a shared system is to be considered.
Commissioner McKee asked if the reduction of towers, due to increased heights, could
be researched.
Cliff Brown said yes. He said, on average, a brand new site for a tower is about $1.4
million, including equipment, prepping the land, etc. He said higher towers cost more money,
but there would be less land costs.
Commissioner Marcoplos said he lives 11 miles outside of Carrboro, and suggested
putting the tall towers in Chapel Hill and Carrboro, as the blinking lights would blend in with the
urban landscape; and put the unblinking lights in the rural areas. He said to use a hybrid
system of towers.
Cliff Brown said guidance from the County is welcomed. He said existing structures are
being considered as well, such as the University of North Carolina (UNC) and a building just
over the Durham County line. He said the 700-800 system, which is the long term solution for
the County, are also VHF sites, which would eliminate duplication.
Commissioner Jacobs said as far as siting taller towers, the County looked at bird
flyways in considering the location of higher towers, which kill birds. He said lower towers were
preferred for this reason, and Craig Benedict may have that information. He said the Audubon
Society may also be helpful.
Chair Dorosin asked if the County will have to pay fees to Durham if it uses a shared
system.
Cliff Brown said yes, and this cost is not factored into the cost estimates reviewed this
evening. He said the costs identified this evening are only capital costs. He said the fees
depend on how many users are in the system, but the initial quotes range from $50,000-
$100,000 annually.
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Chair Dorosin asked if VIPER will let them use their towers.
Cliff Brown said it depends on who owns the tower, and some will allow use, and some
will not.
Chair Dorosin asked if the recommendation is to abandon VIPER.
Cliff Brown said yes, and the main reasons are: coverage, capacity, and reliability.
Chair Dorosin said asked if there is an option between the $2 million and the $30
million; and it seems like that is the $26 million option.
Cliff Brown said this is recommended answer. He said the VHF solution would provide
County coverage, and consists of 10 sites and costs $10 million. He said this would be
conventional analogue, and VHF involves a lot of interference and skip. He said new
frequencies would be needed, which may be difficult due to how long VHF has been in use.
He said there are grants available, and usually require systems to be P25 and have
interoperability. He said these requirements promote counties coming together to create
regional systems.
Chair Dorosin asked if there is a lot of grant funding available.
Cliff Brown said there are multiple grants per year, and the amounts vary greatly.
Chair Dorosin asked if other areas are leaving VIPER.
Cliff Brown said some are leaving, and some are joining the system. He said there are
a large variety of radio systems across the State.
Bonnie Hammersley said staff wanted the BOCC to have this report before discussing
capital prioritization next week. She said no action is required this evening.
Chair Dorosin said the proposed plan notes that the first four towers should be in the
southern end of the County. He said there seems to be good coverage in this part of the
County already, and asked if these towers should be put in more rural areas where coverage is
lacking.
Cliff Brown said that plan would move the higher quantity of users into a new system,
where they are not competing for fewer channels on the VIPER system. He said this would
offer the quickest relief to the problems with VIPER, to the largest number of users. He said
P25 is the industry standard and is connected to all funding streams, but VIPER is P25 and so
this would be retained as a backup system. He said all surrounding counties are P25, which
allows for interoperability and mutual aid.
c. Bicycle Safety Task Force (BSTF) Report and Next Steps
The Board received a presentation on the Bicycle Safety Task Force Report, and
provided direction on next steps.
Abigaile Pittman, Transportation/Land Use Planner II, reviewed the following
background information
BACKGROUND:
The process that led to the development of the BSTF Report began in November 2014 with a
Board petition to review policies related to bicycle safety and working with stakeholder groups
to develop a culture of sharing the road. The Manager asked Planning staff to work with the
OUTBoard to set up a subgroup to discuss and develop a plan. Planning staff proposed a plan
to address the petition regarding OUTBoard/Bicycle Safety, which was provided as an
information item to the Board of County Commissioners (BOCC) on February 3, 2015. The
materials and minutes for this meeting can be found at the following link:
http://server3.co.orange.nc.us:8088/WebLink8/0/doc/36289/Pagel.aspx.
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The staff plan addressed representation from the BOCC, resident participation, public
outreach, task objectives, and ultimately a report back to the BOCC with recommendations.
These initial tasks were addressed through the work of an OUTBoard subcommittee group,
and approved by the full OUTBoard in May 2015. The subcommittee's report was forwarded to
the BOCC in June 2015 where its recommendations were accepted and the staff was directed
to return in the fall with information relevant to next steps. A description of this process is
provided in the first attachment of the BSTF Report (Attachment 1). The subcommittee's report
is provided in the second attachment of the Report.
Through discussions with the BOCC and the County Manager from November 2015 to January
2016 it was decided that the best way to implement recommendations of the OUTBoard's
bicycle safety recommendations would be through a task force with a defined charge and set
term. It was also agreed that the general focus of the task force should be on education and
communication.
At its February 2016 meeting the OUTBoard made recommendations regarding the BSTF
membership, charge and term and forwarded it to the BOCC for review at March, May, and
June 2016 meetings. The BSTF Resolution and members were appointed on June 21, 2016.
Commissioner Renee Price was appointed as a liaison to the Task Force. The Resolution,
which includes the criteria for the BSTF members, the Charge, and the direction to report back
to the BOCC, is provided in the third attachment of the Report. The list of appointed BSTF
members is provided in the fourth attachment of the Report.
Bicycle Safety in Orange County, NC Report
The BSTF met numerous times over a six-month period, with much research and deliberation
resulting in the attached Report with attachments and appendix. The BSTF developed a set of
goals, which is provided in the appendix of the Report; evaluated a bicycle crash report for the
County (the fifth attachment of the Report); reviewed existing and new bicycle laws (the sixth
attachment of the Report); and developed possible actions and time and cost estimates (the
seventh attachment of the Report).
Through the process, the BSTF endorsed a public education and awareness campaign
directed at all rural road users. The campaign, "Drive Safely, Ride Safely" is designed to foster
mutual respect and shared interest in road safety, and focuses on the premise that most
motorists and cyclists want to share the road safely. The Report recommends a series of
actions centered on a public education and awareness campaign, improved data collection
and measurements, and traffic safety improvements. This process and the campaign are
described in the first several pages of the Report.
The Report also includes suggestions for implementation and potential actions with estimates
regarding responsible parties, range of expected expense and timeline. The BSTF
recommends the creation of an implementation task force as well as a future task force to
study infrastructure improvements in areas of the County where cycling is especially popular.
The implementation portion of the Report is found on pages 6-10 of the Report.
The BSTF has recommended and requested a budget of$15,000 for FY 2017-18 and
appropriate County staff support to launch the campaign. Cycling advocacy groups and local
civic groups would also be approached, along with other possible partners, to provide
volunteer resources and possible additional funding to assist in implementing the campaign.
Additionally, participation from the County Sheriff and other law enforcement agencies, Orange
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County Schools, EMS and others is anticipated to help encourage safe ways to share the
road. The recommended funding request is found on page 10 of the Report.
Abigaile Pittman made the following PowerPoint presentation:
Bicycle Safety Task Force
May 2, 2017
BOCC Meeting
Final Report
Purpose
• To receive a presentation on the Bicycle Safety Task Force Report and provide
direction on next steps.
Full Bicycle Safety Task Force Report provided as Attachment 1.
Background
• BOCC created BSTF June, 2016
• BSTF Goal: recommendations to improve road safety for cyclists and motorists in the
unincorporated areas of County
• 18 members with broad stakeholder representation (see Attachment 4 of Report)
• Full timeline (see Attachment 1 of report)
BSTF Charge
• Attachments 2 and 3 of Report (proposed actions for Report and adopted Resolution);
• Develop a campaign for bicycle safety education and research;
• Develop an implementation timetable with estimated funding request information; and
• Develop a recommendation for funding.
PRIMARY REPORT COMPONENTS
• Set of Goals in Appendix of the Report;
• Campaign, "Drive Safely, Ride Safely" is designed to foster mutual respect and shared
interest in road safety; and
• A series of actions centered on a public education and awareness campaign, improved
data collection and measurements, and traffic safety improvements.
1-YEAR FUNDING REQUEST
• $15,000 for FY 17-18
o Posters and flyers
o Signage design and placement at entry points in county (5+)
o Bumper stickers/magnets
o Yard signs
o Website development and social media
o Launch campaign kickoff (signs, contests, ads, etc.)
OTHER REPORT RECOMMENDATIONS
• BSTF Implementation Committee;
• County staff support to help launch the campaign; and
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• Appointing a future committee to study infrastructure improvements in areas of the
county where cycling is especially popular.
OTHER RESOURCE GROUPS
• Cycling advocacy groups
• Local civic groups
• Orange County Schools
• NCDOT
• Law enforcements agencies
• EMS
Chair Dorosin asked if the budget request is based on supporting this drive safely/ride
safely program.
Abigaile Pittman said it would support the education and education campaign, and to
bring some awareness of safe bicycling.
Commissioner Rich asked if the website will live on the Orange County website, and if it
will be linked to the Towns.
Abigaile Pittman said yes, but there is limited flexibility on the design of the website,
and it would have to be a sub set of the Planning Department on the transportation site.
Commissioner Rich said she is concerned that people will not be able to find this
information.
Abigaile Pittman said she has voiced this same concern. She said it can be closer to
the front of the Planning Department's page.
Commissioner Rich said the Intergovernmental Parks work group is working on a lot of
maps that have different aspects, such as hiking, mountain biking, etc. She said some of
these maps may be able to be incorporated.
Commissioner Rich referred to the comment that change comes about through
education, not laws. She asked if examples could be provided of the type of education that
can be offered.
Heidi Perry, Chair of the Bicycle Safety Task Force and Outboard Chair, said this can
be done in a few ways, and they have heard from a member of the Highway Safety Research
Center, who had great influence on this philosophical approach. She said part of the kick off
campaign could include rewarding good behaviors, instead of focusing on the negatives. She
said the posters would be educational, as the laws on this topic are often misunderstood.
Commissioner Marcoplos said large groups of bike riders are the peskiest of all. He
asked if there are legal solutions to this issue, such as maximum group size, spacing on the
road, etc.
Heidi Perry said there are no laws, but there are best practices, which can be found on
the bikewalknc website. She said it is hard for a large group to break into smaller groups
safely.
Commissioner Jacobs asked if the use of helmets was discussed.
Heidi Perry said it is a state law that anyone under the age of 16 has to wear a helmet,
and organized groups/rides require helmets to be worn.
Chair Dorosin said he is open to talking about this budget request.
Bonnie Hammersley said it is not a part of her recommended budget, but she has
asked Todd McGee to work with this group.
Commissioner Jacobs asked Abigaile Pittman if she checked with the NC Department
of Transportation (DOT) to see if they provide any of these materials as part of their bicycle
program.
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Abigaile Pittman said there is a desire for the campaign to have a more branded and
cohesive look. She said the budget request took the in-house graphic designer in to account.
Commissioner Jacobs suggested asking the Visitor's Bureau (VB) to help with the
promotion of events and information. He said the budget may shrink if the partnerships
increase.
Heidi Perry said the Visitor's Bureau is very supportive, but the committee desires the
County to have some buy in into this report and project.
Chair Dorosin said to bring this item back during the BOCC budget discussions.
Abigaile Pittman said one of the most expensive items is signage on the roadways.
8. Consent Agenda
• Removal of any items from Consent Agenda
Commissioner Jacobs —Item i
• Approval of Remaining Consent Agenda
A motion was made by Commissioner Burroughs, seconded by Commissioner Rich to
approve the remaining items on the consent agenda.
VOTE: UNANIMOUS
• Discussion and Approval of the Items Removed from the Consent Agenda
i. Carrboro Extraterritorial Jurisdiction (ETJ) Expansion Request— Highway 54 West
The Board considered sending the Town of Carrboro a letter in support of the Town's request
to move forward to a public hearing regarding extension of its ETJ over 2.9 acres of land along
Highway 54 West.
Commissioner Jacobs said he would like to request engaging the Town of Carrboro in
discussion on areas of joint land use concerns. He suggested for the Planning Directors to
meet about mutual interest and possible future change, and an elected official could be
included if so desired.
Commissioner Jacobs also asked Bonnie Hammersley if she would meet with the
Carrboro Manager about this topic.
A motion was made by Commissioner Jacobs, seconded by Commissioner Burroughs
to approve sending the Town of Carrboro a letter in support of the Town's request to move
forward to a public hearing regarding extension of its ETJ over 2.9 acres of land along
Highway 54 West.
VOTE: UNANIMOUS
a. Minutes
The Board approved the minutes from April 6 and 18, 2017 as submitted by the Clerk to the
Board.
b. Motor Vehicle Property Tax Releases/Refunds
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The Board adopted a resolution, which is incorporated by reference, to release motor vehicle
property tax values for three taxpayers with a total of three bills that will result in a reduction of
revenue, in accordance with NCGS.
c. Contract with New River Tire Recycling - Load, Transport, and Recycle or Dispose
of Scrap Tires
The Board approved a contract with New River Tire Recycling, LLC of Pilot Mountain, North
Carolina for the Loading, Transporting, and Recycling or Disposal of Scrap Tires and
authorized the Manager to execute the contract.
d. Contract Extension for Household Hazardous Waste Collection - Clean Harbors
Environmental Services
The Board approved an extension of the contract with Clean Harbors Environmental Services,
a Massachusetts corporation, for the collection, processing and disposal of Household
Hazardous Wastes and authorized the Manager to execute the contract.
e. Adoption of the NC Fire Code Inspection Schedule
The Board approved a revision to the County's fire code inspection schedule in order to
comply with Section 106 — Inspections.
f. Change in BOCC Regular Meeting Schedule for 2017
The Board changed to the County Commissioners' regular meeting calendar for 2017 to add a
closed session on Monday, May 22, 2017 for staff evaluations.
g. Two-Thirds General Obligation Bonds
The Board adopted a preliminary resolution, which is incorporated by reference, for the
issuance of$5.9 million in two-thirds General Obligation Bonds to support both school systems
capital requirements for renovation and improvement of school facilities, with the two-thirds
bond proceeds replacing the General Fund pay-as-you go funding for both school districts'
renovations and facility improvements in FY 2017-18.
h. Agreement with Flinchum Sales Tax Consulting for Sales Tax Refunds
The Board entered into an agreement with Flinchum Sales Tax Consulting to determine if the
County is due additional sales tax refunds from the North Carolina Department of Revenue
(NCDOR) and authorized the Manager to sign.
j. Unified Development Ordinance Amendment Outline and Schedule — Clarification
of Recently Approved Subdivision Regulations
The Board approved process components and schedules for a staff initiated Unified
Development Ordinance (UDO) text amendment.
k. Resolution to Endorse Orange County's Draft Transportation Project Lists for the
Burlington-Graham and Durham-Chapel Hill-Carrboro Metropolitan Planning
Organizations and the Triangle Area Rural Planning Organization (2020-2029)
The Board approved a resolution (Attachment 1), which is incorporated by reference,
endorsing transportation projects within the Burlington-Graham Metropolitan Planning
Organization (BGMPO), Durham-Chapel Hill- Carrboro (DCHC) MPO and the Triangle Area
Rural Planning Organization (TARPO) planning areas for State scoring and ultimate
consideration of inclusion in the 2020-2029 Statewide Transportation Improvement Program
(STIP).
I. National Small Business Week Proclamation
The Board approved a proclamation whereby Orange County joins the Small Business
Administration to designate the week of April 30 through May 6, 2017 as National Small
Business Week, and honor small businesses for their contributions to the economy of the
nation, state and county and authorized the Chair to sign.
m. Historic Preservation Month Proclamation
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The Board approved a proclamation designating the month of May 2017 as Historic
Preservation Month in Orange County and authorized the Chair to sign.
9. County Manager's Report
Projected May 9, 2017 Regular Work Session Items
Financial Policies Discussion (General Fund and Debt Capacity)
2017-2022 Capital Investment Plan — Project Prioritization Discussion
10. County Attorney's Report
John Roberts said on May 16th the Board will see an item addressing impact fees and
a possible method for lower fees for student housing projects.
Chair Dorosin asked that they forego the closed session tonight and move it to the May
9th meeting and the Board agreed by consensus.
11. *Appointments
a. Adult Care Home Community Advisory Committee —Appointments
The Board considered making appointments to the Adult Care Home Community
Advisory Committee.
A motion was made by Commissioner Rich, seconded by Commissioner Jacobs to
appoint the following to the Adult Care Home Community Advisory Committee:
• Appointment to a first full term (Position #1) "At-Large" position for Cresha (Christine)
Cianciolo expiring 03/31/2019.
• Appointment to a third full term (Position #4) "At-Large" position for Max Mason expiring
06/30/2019.
• Appointment to a partial* term (Position #8) "At-Large" position for Gloria Brown
expiring
06/30/2018.
• Appointment to a partial** term (Position #9) "At-Large" position for William Lang
expiring 03/31/2019.
VOTE: UNANIMOUS
b. Economic Development Advisory Board —Appointments
The Board considered making appointments to the Economic Development Advisory
Board.
DEFERRED to May 16th meeting
c. Nursing Home Community Advisory Committee —Appointments
The Board considered making appointments to the Nursing Home Community Advisory
Committee.
A motion was made by Commissioner Jacobs, seconded by Commissioner Rich to
appoint the following to the Nursing Home Community Advisory Committee:
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• Appointment to a second full term (Position #4) "At-Large" representative for Jerry
Schreiber expiring 06/30/2020.
• Appointment to a one year training term (Position #6) "At-Large One Year Training "
position for Karen Macklin expiring 05/02/2018.
VOTE: UNANIMOUS
12. Information Items
• Tax Collector's Report— Numerical Analysis
• Tax Collector's Report— Measure of Enforced Collections
• Tax Assessor's Report— Releases/Refunds under $100
• Memo Regarding Road Maintenance in Perry Hills Subdivision
13. Closed Session
Deferred
"To discuss the County's position and to instruct the County Manager and County Attorney on
the negotiating position regarding the terms of a contract to purchase real property," NCGS §
143-318.11(a)(5).
Closed Session Minutes
VOTE: UNANIMOUS
14. Adjournment
A motion was made by Commissioner Jacobs, seconded by Commissioner Rich to
adjourn the meeting at 10:40 p.m.
VOTE: UNANIMOUS
Mark Dorosin, Chair
Donna Baker
Clerk to the Board