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HomeMy WebLinkAboutAgenda - 04-17-1990r 0 ORANGE COUNTY BOARD OF COMMISSIONERS AGENDA REGULAR MEETING NOTE: BACKGROUND MATERIAL TUESDAY, APRIL 17, 1990 ON ALL ABSTRACTS 7:30 P.M. AVAILABLE IN THE OLD POST OFFICE CLERK'S OFFICE. CHAPEL HILL, NC NOTICE TO PEOPLE WITH IMPAIRED SEARING: Audio amplification equipment is available on request. If you need this assistance, please call the County Clerk's Office at 732 -8181 or 968- -4501. I. BOARD COMMENTS II. COUNTY MANAGERIS REPORT III. ADDITIONS OR CHANGES TO THE AGENDA IV. AUDIENCE COMMENTS A. Matters on the Printed Agenda (We would appreciate you signing the pad ahead of time so that you are not overlooked.) B. Matters not on the Printed Agenda PUBLIC CHARGE N The Board of Commissioners pledges to the citizens of Orange County its respect. The Board asks its citizens to conduct themselves in a respectful, courteous manner, both with the Board and with fellow citizens. At any time should any member of the Board or any citizen fail to observe this public charge, the Chair will ask the offending person to leave the meeting until that individual regains personal control. Should decorum fail to be restored, the Chair will recess the meeting until such time that a genuine commitment to this public charge is observed. V. ITEMS FOR DECISION -- CONSENT AGENDA (Any item may be removed for separate consideration) A. Arts Commission Grassroots Awards B. Authorizing Submission of COG Application for Aging Services C. 1990 -91 Contract Between the Orange County Health Department and the NC Divisions of Health Services VI. RESOLUTIONS /PROCLAMATIONS A. Proclamation of April 23 -April 27, 1990 as Social Services Employees Appreciation week in Orange County VII. SPECIAL PRESENTATIONS VIII. PUBLIC HEARINGS IX. REPORTS A. Orange County Human Relations Commission Report B. Long Term Care Forums Evaluation and Recommendation Report C. Rural Character Study Update D. Public Relations /Public information -- Planning and Inspections Department E. Local Government Video Tape X. ITEMS FOR-DECISION--REGULAR AGENDA A. Work Plan for Establishing the Need for Additional Senior Center Space in Chapel Hill B. NCDOT Transportation Improvement Program C. Bid Award -- Optical Imaging System D. Disposal of Certain Surplus Items E. Proposed Text Amendments -- Subdivision Regulations - Schedule of Required Land Use Buffers and Waiver of Land Use Buffer Requirements F. Subdivision Regulations Text Amendment -- Planning Department Review Procedures G. Hoyle King Zoning Case H. Board of Equalization and Review XI. APPOINTMENTS XII. MINUTES XIII. EXECUTIVE SESSION XIV. ADJOURNMENT ( *') Indicates items that need immediate attention. .F -, PAGE 1 APPROVED 5/15/90 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS REGULAR MEETING APRIL 17, 1990 The Orange County Board of Commissioners met in regular session on April 17, 1990 at 7:30 p.m. in the courtroom of the old Post Office, Chapel Hill, North Carolina. BOARD MEMBERS PRESENT: Chairman Moses Carey, Jr., Vice - Chairman Stephen Halkiotis, Commissioners John Hartwell, Shirley E. Marshall and Don Willhoit. ATTORNEY PRESENT: Marilyn E. Tomei STAFF PRESENT: County Manager John M. Link, Jr., Assistant County Manager Albert Kittrell, Deputy Clerk to the Board Kathy Baker, Planner Gene Bell, Clerk to the Board Beverly Blythe, Finance Director Ken Chavious, Planning Director Marvin Collins, Planner Jim Hinkley, Purchasing and Central Services Director Pam Jones, Tax Assessor Kermit Lloyd, Planning Technician Beth McIver, Department on Aging Director Jerry Passmore, Planner Mary Scearbo and County Engineer Paul Thames. NOTE: COPIES OF ALL DOCUMENTS REFERRED TO IN THESE MINUTES ARE IN THE PERMANENT AGENDA FILE IN THE CLERK'S OFFICE I. BOARD COMMENTS Commissioner Hartwell informed the Board of a bill that has passed the legislative study committee on surface water quality that will be introduced in the short session. This bill may have a direct bearing on the ability to transfer water from OWASA to Hillsborough. The bill calls for a one year moratorium on interbasin transfers statewide from any named river or its tributary to any other named river. He stated that the bill is shortsighted and would have ramifications on many counties. Commissioner Marshall suggested encouraging the state to work out the interbasin transfer dilemma. Commissioner Hartwell indicated his testimony encouraged a long range look at the state's water policy. It was decided that a letter would be written to all the legislators requesting that they take a comprehensive look at the State's water law. Commissioner Halkiotis referred to an article in the newspaper about equity and what the people in northern Orange want from education. He asked if this option had ever been considered for a vote from the people. John Link indicated that topic had not been considered in the last eighteen months. Commissioner Halkiotis asked that this be done. Chairman Carey referred to a request from the Hazardous Waste Commission that the County appoint an advisory committee to advise the Board of Commissioners on the possible selection of Orange County as a site to locate a hazardous waste site. The Board designated the Environmental Affairs Board to serve in this capacity if Orange County is chosen as a site. The charge for this Board will be reviewed and the Board reactivated. Paul Thames will serve as staff support. He will prepare a response to the State indicating why the sites in Orange County are not suitable for hazardous waste. II. COUNTY MANAGER'S REPORT County Manager John Link referred to the objectives for 1990 which include the computerization of Human Services and the creation of a master index file that can be used and made accessible to all the human service agencies without having to duplicate data. Funding sources are available for this project and the County will seek this funding which could amount of $20,000. 0 PAGE 2 III. ADDITIONS OR CHANGES TO THE AGENDA ADDED UNDER X - CHARGE FOR EAS YES COMMITTEE - 10 -I ADDED UNDER APPOINTMENTS ONE ADDITIONAL PERSON TO BE CONSIDERED FOR THE EAS YES COMMITTEE AND ONE PERSON TO BE CONSIDERED FOR THE ECONOMIC DEVELOPMENT COMMISSION IV. AUDIENCE COMMENTS A. MATTERS ON THE PRINTED AGENDA Chairman Carey announced that those who desire to speak to a specific item will be recognized at the appropriate time. B. MATTERS NOT ON THE PRINTED AGENDA None PUBLIC CHARGE Chairman Moses Carey, Jr. read the public charge. V. ITEMS FOR DECISION - CONSENT AGENDA Motion was made by Commissioner Hartwell, seconded by Commissioner Halkiotis to approve those items on the Consent Agenda as listed below: A. ARTS COMMISSION GRASSROOTS AWARDS To approve the Arts Commission recommendation for distribution of Grassroots Arts Awards totalling $16,954. The list is included in the permanent agenda file. B. AUTHORIZING SUBMISSION OF COG APPLICATION FOR AGING SERVICES To authorize the submission of an application for Aging service funds to Triangle J Council of Governments, effective July 1, 1990 through June 30, 1991. Federal and state funds requested will be $141,614 and will be from Title III -B /D Older Americans Act and state fund sources. County match funds will be $23,204. C. 1990 -91 CONTRACT BETWEEN THE ORANGE COUNTY HEALTH DEPARTMENT AND THE NC DIVISION OF HEALTH SERVICES .�. To approve the 1990 -91 contract between the Orange County Health Department and the NC Divisions of Health Services in the amount of $332,525 for ten different health programs and authorize the Chair to sign the contracts, assurances, and budget pages. This approval is subject to the endorsement of the County Attorney and County Purchasing Director. VOTE: UNANIMOUS VI. RESOLUTIONS /PROCLAMATIONS A PROCLAMATION FOR SOCIAL SERVICES EMPLOYEES APPRECIATION WEEK - JOHN HARTWELL Motion was made by Commissioner Hartwell, seconded by Commissioner Halkiotis to proclaim April 23 - 27 as Social Services Employees Appreciation Week in Orange County and to authorize the Chair to sign. PACE 3 P R O C L A M A T I O N SOCIAL SERVICES EMPLOYEES APPRECIATION WEEK WHEREAS, Social Services employees administer a wide range of service programs designed to provide Orange County citizens basic resources and social work services to maximize their well -being and self determination; and, WHEREAS, Social Services Employees act on behalf of all citizens to prevent abuse, neglect, and exploitation of children and disabled adults, and when necessary, intervene to protect them; and, WHEREAS, Social Services Employees are caring professionals who are committed to serving Orange County citizens in a compassionate, confidential manner; and, WHEREAS, Orange County wishes to set aside a special week to recognize the vital contributions of Social Services Employees in Orange County; and, NOW THEREFORE, We, the Orange County Board of Commissioners proclaim April 23, 1990 through April 27, 1990 as "Social Services Employees Appreciation Week" in Orange County, and urge all citizens to join us in honoring our Social Services Employees. VOTE: UNANIMOUS IX. REPORTS ORANGE COUNTY HUMAN RELATIONS COMMISSION REPORT Z JEAN BOLDUC Jean Bolduc, Chair of the Human Relation Commission, gave this report. She briefly described each of the five subject areas on which public hearings were held. She emphasized some of the key areas in which the Commission feels there is discrimination. She outlined the goals of the commission and recommended a phased -in approach toward achieving those goals. A copy of Ms. Bolduc's complete presentation is in the permanent agenda file in the Clerk's Office. It was the consensus of the Board to refer the recommendations in the Human Relations Commission report to the Manager requesting him to bring back to the Board a list of recommendations that may be pursued this year. County Manager John Link stated that there is a committee working on an AIDS policy for Orange County employees. B. LONG TERM CARE FORUMS EVALUATION AND RECOMMENDATIONS - ROSA MACK, CHAIR OF THIS COMMITTEE This report was given by Rosa Mack, Chair of the Long Term Care Committee. Two Long Term Care Forums were held on October 21 and 28, 1989. The Orange County Long Term Care Advisory Committee, Health, Aging and Social Services and their Boards sponsored the forum. The theme carried forth in the forum was Long Term Care Choices for the 1990's -not just a nursing home. The report in its entirety is in the permanent agenda file in the Clerk's Office. Motion was made by Commissioner Marshall, seconded by Commissioner Halkiotis to accept the report and refer to the Manager for a recommendation. VOTE: UNANIMOUS C. RURAL CHARACTER STUDY UPDATE PAGE 4 Planner David Stancil gave an update of their activities. Responding to a directive from the Board of Commissioners about the feasibility of a public hearing for some or all of the rural character strategies, the Committee determined that two public hearings will be necessary because the Rural Buffer strategies will require a Joint Public Hearing with the Towns. He suggested that this public hearing be held for the specific purpose of considering amendments to the Joint Planning Agreement and Joint Planning Area Land Use Plan that would be mandated by the RCSC's Conceptual Guidelines for the Rural Boundary. There could also be a separate Orange County Public Hearing on strategies for other areas. The study committee recommends that the RB strategies and accompanying Land Use amendment to the Land Use Plan be taken to public hearing in mid June and that the remainder of the County strategies be addressed in the fall. Clint Burklin, Chair of the Rural Character Committee, asked that the Commissioners restate their support for addressing the entire county and providing the additional time required to meet with citizen groups to gain their support. Commissioner Marshall stated her support for considering the Rural Buffer strategies first and considering the remainder of the strategies for the entire County at a later time. The Commissioners spoke in support of the process followed in recent months by this Committee and expressed the importance of proceeding with this process. Mr. Chockley spoke as a representative of the Cedar Grove area. He asked that an extension of time be given the Rural Character committee to resolve identified problems in the rural areas of the County. Mr. Victor Tripp expressed concern about the availability of affordable housing. He asked that no further restrictions be placed on the land so the rising cost in housing will come to a slowdown. D. PUBLIC RELATIONS /PUBLIC INFORMATION - PLANNING AND INSPECTIONS DEPT, Planning Director Marvin Collins presented an update on initiatives taken by the Planning & Inspections Department to enhance public relations and improve the quality of service provided to citizens. They have worked hard at improving communications and the physical working environment. A copy of this report is in the permanent agenda file in the Clerk's office. Collins commended his staff for these new initiatives and stressed his commitment to continue to improve public relations on all levels. E. LOCAL GOVERNMENT VIDEO TAPE = TABLED X. ITEMS FOR DECISION = REGULAR AGENDA A. WORK PLAN FOR ESTABLISHING THE NEED FOR ADDITIONAL SENIOR CENTER SPACE IN CHAPEL HILL Betty Landsberger, Chair of the Advisory Board on Aging, briefly described the work plan for establishing the need for an additional Senior Center in Chapel Hill. At the County Commissioners' 1990 -91 Goals /Objectives Retreat in January, they adopted the goal to determine the need for additional space in Chapel Hill for a senior citizens center. In response to this goal, the Department on Aging and the Aging Board worked together to formulate a work plan. She noted that it has been recognized that growth in the number of older citizens in Chapel Hill and throughout the entire County increases on a daily basis. Another point she made was that the older population is becoming more diverse all the time. There are a lot of people who are high energy and capable people who are working through the RSVP Program. The work plan proposes a joint Town of Chapel Hill and County Task Force and a plan of action with both a short term and long term objective. Commissioner Marshall suggested that since the goal is to meet the needs of the urban population, the Carrboro Town Board and the Carrboro Parks and Recreation PAGE 5 Department be involved. Ms. Landsberger indicated that since Carrboro does have a senior center in the ArtsCenter, the current goal is to locate a center in Chapel Hill. It was decided that the task force should include Carrboro and Hillsborough in the long range planning for senior centers. Commissioner Marshall pointed out that the County Commissioners have the responsibility to meet the priority needs for senior citizens throughout the County. There are many people in the rural areas of the County that need these basic services more than a lot of the people in the urban areas. The reason municipalities are set up and the reason municipal taxes are paid over and above the County taxes is that people who live in close densities in municipal areas need a higher level of service and are willing to pay for it. If we are talking about serving a group of urban citizens within a specific municipality at a higher level of service than the County can serve everybody, then that higher level of service should be paid for by the people in the municipality. Commissioner Marshall emphasized that it is unfair to choose a certain segment of citizens and serve them at a higher level than others. It was decided that Commissioners Willhoit and Carey will serve on this task force. Motion was made by Commissioner Hartwell, seconded by Commissioner Halkiotis to approve the work plan for establishing the need for additional senior citizens facility space in Chapel Hill. VOTE: UNANIMOUS B. NCDOT TRANSPORTATION IMPROVEMENT PROGRAM - GENE BELL Planner Gene Bell explained that annually the N.C. Board of Transportation adopts a multi -year Transportation Improvement Program outlining needed transportation improvements and the method and schedule for funding such projects. A public hearing will be held May 8 for officials and citizens in this district to present their requests for highway improvements. Chairman Carey will attend this meeting and present and speak in support of each municipality's request as well as other needs which the Commissioners have identified. Commissioner Willhoit referred to the Chapel Hill recommendation to widen and improve US 15 -501 from the US 15 -501 Bypass to the Chatham County Line stating that this is inconsistent with the County's Land Use Plan. He suggested adding a proviso to this section stating that this widening should not occur prior to establishing a link from 15- 501 Chatham County over to I -40. Motion was made by Commissioner Marshall, seconded by Commissioner Halkiotis to authorize the Chair to attend the public hearing and speak in support of improvement needs as identified by municipalities and the County as amended by Commissioner Willhoit and to submit the resolution dated March 5, 1990 in support of best management practices to control runoff from Interstate 85 into Seven Mile Creek. VOTE: UNANIMOUS NOTE: Planner Gene Bell distributed information on the Bicycle Improvement Program and gave an update on the program. C. BID AWARD - OPTICAL IMAGING SYSTEM Motion was made by Commissioner Halkiotis, seconded by Commissioner Marshall to award the low proposal for an Optical Imaging System to Genesys for a first year cost of $88,881. VOTE: UNANIMOUS D. DISPOSAL OF CERTAIN SURPLUS ITEMS Motion was made by Commissioner Willhoit, seconded by Commissioner Halkiotis PAGE 6 to declare specific items as surplus, authorize the Purchasing and Central Services Director to solicit sealed bids for the telephone system equipment, to negotiate private sale under GS 160A -267 for the model 2500 telephones and the typewriter, and to transfer the 1974 Chevrolet truck to the Sheriff's Department. VOTE: UNANIMOUS E., PROPOSED TEXT AMENDMENTS z SUBDIVISION REGULATIONS _ LAND USE BUFFER REQUIREMENTS Motion was made by Commissioner Marshall, seconded by Commissioner Halkiotis to approve the proposed amendments to Section IV -B -8 of the Subdivision Regulations as stated below: IV -B -8 -g WAIVER OF LANDSCAPING AND BUFFER REQUIREMENTS In some cases, the strict adherence to this section of the ordinance would serve no useful purpose, such as when: (1) the topography of a site and /or the size of a proposed lot is sufficient to serve the purpose of a buffer; (2) existing structures, utilities, gardens or active farmland are located in the buffer or setback areas; or (3) an existing residence or structure with established lawn areas and /or plant beds is contained within a proposed subdivision lot. When a proposed lot includes one or more of the conditions listed above, the Planning Director is empowered to waive the requirements for screening or additional landscaping provided that the request is submitted in writing stating the reason for such request, and the spirit and intent of this ordinance is adhered to. Although the buffer planting requirements may be waived in certain cases, the dimensional aspect of the Land Use Buffer remains in effect. The width and location of a required Land Use Buffer shall be indicated on the approved final plat and cannot be reduced or altered without approval from the Planning Director in the case of minor subdivisions, or the Board of County Commissioners in the case of major subdivisions. In all such cases the applicant for waiver must submit a written application to the Planning Director setting forth the facts relied upon to support the application. The Planning Director, or his designee, shall file in his office and deliver to the applicant a written decision on the application which decision shall contain a statement of the facts relied upon by the Planning Director to either deny or approve the application for waiver. VOTE: UNANIMOUS F. SUBDIVISION REGULATIONS TEXT AMENDMENT - PLANNING DEPT. REVIEW PROCEDURES This proposal would provide adequate time for staff review of major subdivision Concept Plans. The Planning Staff proposes that the amendment be modified to require that the Planning Department complete its review of the Concept Plan within 21 days after it is accepted. The recommendation to the Planning Board would be presented at the first regularly- scheduled Planning Board meeting after the 21 days. After extended discussion about the time it takes to go through the process, it was decided to table this item for further staff review to be brought back to the Board. PAGE 7 G. HOYLE KING ZONING CASE - JIM HINKLEY Planner Jim Hinkley explained that Mr. Hoyle King, Route 5, Mebane has violated the provisions of the zoning ordinance Section 4.3 pertaining to the operation of automobile, truck, farm implement, boat, domestic and commercial, junk yards, and repair and storage facilities in Rural Residential Districts. Motion was made by Commissioner Willhoit, seconded by Commissioner Halkiotis to approve that action be taken by Orange County in accordance with Article 23 of the Zoning Ordinance and that civil penalties be assessed beginning on Tuesday, March 27, 1990 in the amount of $100 for each day the violation continues. If these penalties are not paid within thirty (30) days the County Attorney is authorized to sue Mr. King. VOTE: UNANIMOUS H. BOARD OF EQUALIZATION AND REVIEW Motion was made by Commissioner Hartwell, seconded by Commissioner Halkiotis that the Board of Commissioners would serve as the Board of E & R with Moses Carey, Jr. serving as Chair. VOTE: UNANIMOUS The oath of office was administered to the members of the Board of E & R by Clerk Beverly Blythe. The first meeting was set for May 29 at 4:00 in the Board of Commissioners' Library /Conference Room, Hillsborough, North Carolina. ADDED ITEM T CHARGE FOR THE EAS YES COMMITTEE z MOSES CAREY Motion was made by Commissioner Willhoit, seconded by Commissioner Halkiotis to approve the mission of the Orange County EAS YES Committee as stated below: 1. Develop and carry out an extensive public awareness program for the citizens of Orange County on the value, benefits, necessity and desirability of this EAS proposal. 2. Achieve a large majority of active and vocal public support and coordinate getting that support to hearings which may be set by the Utilities Commission. Develop ways to get a large positive vote should the Utilities Commissioner poll subscribers directly. 3. Work with and encourage other groups and committees in this and other counties. 4. Report progress monthly to the County Commissioners. Recommend persons for appointment to the committee by the Commissioners. VOTE: UNANIMOUS XI. APPOINTMENTS The following appointments were approved by the Board: DOMICILIARY HOME COMMUNITY ADVISORY COMMITTEE :„ Donna Maria Tate EXTENDED AREA SERVICE TASK FORCE - WATTS HILLS, JR, VIC KNIGHT. CHARLES NOTTINGHAM. DAVID NAQUIN, THOMAS TIEMANNN NORMAN�VOGEL, PATRICIA WATTS, GLORIA WILLIAMS AND ERIC KURTZ PAGE 8 ECONOMIC DEVELOPMENT COMMISSION - STEVE YUHAS2 XII. MINUTES Motion was made by Commissioner Hartwell, seconded by Commissioner Marshall to approve the minutes of February 26, 1990 as circulated. VOTE: UNANIMOUS Motion was made by Commissioner Marshall, seconded by Commissioner Hartwell to approve the minutes for the regular meeting of March S, 1990 as circulated. VOTE: UNANIMOUS Motion was made by Commissioner Marshall, seconded by Commissioner Hartwell to approve the minutes for the regular meeting of March 21, 1990 as circulated. VOTE: UNANIMOUS Motion was made by Commissioner Hartwell, seconded by Commissioner Marshall to approve the minutes for the Joint Meeting with the Town of Hillsborough on March 26, 1990, as amended. VOTE: UNANIMOUS XIV. ADJOURNMENT With no further items to consider, Chairman Carey adjourned the meeting. The next meeting will be held on May 1, 1990 at 7:30 p.m. in the courtroom of the Old Courthouse, Hillsborough, North Carolina. Moses Carey, Jr. Beverly A. Blythe, Clerk ORANGE COUNTY BOARD OF COMMISSIONERS Action Agenda Item No. V-1 ACTION AGENDA ITEM ABSTRACT Meeting Date: Aprill7, 1990 SUBJECT: Arts Commission Grassroots Awards DEPARTMENT: PUBLIC HEARING: Yes Xx No Recreation & Parks ATTACHMENT(S): INFORMATION CONTACT: Listing of Recommendations for 1990 -91 Orange County Grassroots Arts Grants. PURPOSE: Wilma K. Tinney Recreation & Parks Ext. 2669 TELEPHONE NUMBER: Hillsborough - 732 -8181 Chapel Hill - 968 -4501 Mebane - 227 -2031 Durham - 688 -7331 Seek BOCC approval of Orange County Arts Commission recommendations for distribution of Grassroots Arts Awards. BACKGROUND: The Orange County Arts Commission was created by a resolution from the Board of County Commissioners on February 4, 1985. The Arts Commission is the official county -wide advisory body on the arts. It's primary goals are: (1) to serve as the Local Distributing Agency for state Grassroots grant funds for Orange County; (2) serve as a "clearing- house for information on the arts; (3) facilitate the development of self - sustaining arts programs; and (4) advise the Board of County Commissioners on matters involving the arts. RECOMMENDATION(S): Approve as presented. Center /sallery Children's Tap Co. ComposerWor'ks New plays Rising School Shorn CH-C PTA Cultural Enrichment ComR CH-C Cat•. Chorus CH Preservation Soc Children's Ballet of Hillsborough. Couunity Youth Theatre Dansyrtc Efland-Cheeks Elem, School Hillsborough Arts Council Orange County 4-H Orange County Public Library Orange County Schools Stanford Muddle School TM04 Mime' Theatre !SC-CH Opera Theater Worltshop TOTAL: Not ApproYW; Apple Chill Cloggers ArtSchool Salaries Chapel Hill Ballet Co. NC Writers Network Piedmont Youth Orchestra Orange Co. Grassroots Grant Applications -19"I Amount Approved project s1, 550.8e Public Art Son sl, 589.89 Choreography i costumes sm.is Public Concerts: artists expenses $75@.80 Set materials and stipends for rm product $1,880.80 Schoolday performances at ArtsCenter for p and private schools $2,754-09 Selection of Nulti -Cultural Performances $14SSS:ee Public Concert Support $589.50 Young People's Concert Series sm so Production expenses $11950.80 Production expenses for suer program $1,950.80 CH-C s Orange School performances $325.90 African-American Dance Ensemble s1,850.8e "Hillsborough Celebration of the Arts' $1985!.89 Breit Expectations Young People's Theatre $Sm.8e Library's free family programs 2 $45e.5e "Globrworks" NC Shakespeare Co. Production $325.89 African- Awrican Dance Ensemble $1,880,5$ NEW production support $559,80 peryforsrance support at CH-C s Orange s16,954.08 XnNT MILABLE: si6,954.90 is P 11 ORANGE COUNTY BOARD OF COMMISSIONERS Action Agenda Item No. V -B ACTION AGENDA ITEM ABSTRACT Meeting Date: April 17, 1990 SUBJECT: Authorizing Submission of COG Application for Aging Services DEPARTMENT: Aging PUBLIC HEARING YES: NO: x ATTACHMENT(S): INFORMATION CONTACT: Jerry Passmore TELEPHONE NUMBER- Hillsborough - 732 -8181 Chapel Hill - 968 -4501 Mebane - 227 -2031 Durham - 688 -7331 PURPOSE: To consider authorizing submission of an application for Aging service funds to Triangle J Council of Governments, effective July 1, 1990 through June 30, 1991. Federal and state funds requested will be $141,614 and will be from Title III-B/D-Older Amercans Act and state fund sources. Countv match funds (S23,204) would not increase.over previous years. BACKGROUND: This is a yearly continuation application covering the following services which are a part of the Department on Aging current budget- Transportation - $40,000; Case Management - $15,396; Senior Center - 552,597; Legal - $1,539; Outreach - $3,739; Minor Home Repair - $2,301; Respite Care - $17,757 and Chore - $8,285. The Dept on Aging would continue to emphasis ACCESS SERVICES in order to facilitate service delivery by a multitude of community organizations. Respite care, chore and legal assistance would be subcontracted to other local providers. These DOA services were ranked as high priority according to COG and local needs assessments. RECOMMENDATION(S): Authorize submission of Application ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: April 17, 1990 SUBJECT: 1990 -91 Contract Between the Orange County Health Department and the NC Divisions of Health Services DEPARTMENT: HEALTH PUBLIC HEARING: ATTACHMENT(S): Same as above 1 Action Agenda Item No. V -�.. Yes X No INFORMATION CONTACT: HEALTH DIRECTOR'S OFFICE X 311 TELEPHONE NUMBER: Hillsborough - 732 -8181 Chapel Hill -- 968 -4501 Mebane - 227 -2031 Durham - 688 -7331 PURPOSE: The attached contract stipulates the state grant support in the amount of $j32,825 for the following programs FY 90 -91: General - Transfer of Escrow Maternal Health Tuberculosis Family Planning Adult Health Nutrition Health Promotion C.S.H.S. - Orthopedic Child Health Environmental The above mentioned programs have been included in the proposed budget and will be incorporated into the budget ordinance. In addition the following programs will be funded through a grants project ordinance: Aids Testing:$30,000 HCFA Influenza:$12,000 BACKGROUND: Each year the state contracts with the Health Department to render specified, mandated services. The attached contract outlines the terms and the dollar amounts of grant support for each program activity. Minor changes in the contract terms reflect the transfer of the Divisions of Health Services from the North Carolina Department of Human Resources to the new Department of Environment, Health and Natural Resources. The new department is attempting to streamline the approval process by starting it earlier and eliminating several steps to enable a commitment of the funds prior to June 30, 1990. Therefore this request for approval of the contract is coming to the Board of Commissioners earlier than previous years. RECOMMENDATION(S): Approve the contract, subject to the endorsement of the County Attorney and County Purchasing Director, and authorize the Chair to sign the contracts, assurances, and budget pages. Page - 2 1990 - 1991 CONSOLIDATED '1' BETWEEN THE STATE OF NORTH CAROLIM AS BY THE DEPARTMENT OF ENVIECRYOU, HEALTH, AMID NATURAL RESOLES (Hereinafter called the "State ") 01 The Orange Co my Health .nt (Name of Local Health Department) (Hereinafter called the "Department ") MAINTAINING AND STIMULATING THE ADVANCEMENT OF HEALTH IN NORTH CAROLINA This Contract Shall Cover a Period Fran July 01, 1990 to June 30, 1991 NOW, THEREFCRE, the State and the Department agree that the provisions and clauses herein set forth shall be incorporated in and constitute the terms and conditions applicable for the following activities involving State funding. (State funding or funds means state, federal, and /or special funding or funds throughout this contract.) PfC��� General Aid--to- Counties Health Promotion MM 2946 (Revised 02/90) Division of General Services (Review 02/91) Maternal Health Aids Control - Testin 0 Page : 3 ? FTVMI�g �M4 Z4.8�Z'512 ] 1. The Department shall perform activities in compliance with applicable program rules contained in the North Carolina Administrative Code as well as all applicable Federal and State laws and regulations. 2. The Department shall submit for approval the required Program Contract Addenda for State funded budgets. 3. The Department shall submit completed reports as required by budgeted funding criteria and as specified in Listing of Required Fiscal and Statistical Reports (Addenda 1). 4. The Department shall administer and enforce all rules which have been adopted by the Omission for Health Services or approved by the State and adopted by the Local Board of Health. 5. The Department shall provide to the State copies of rules adopted by the Local Board of Health pursuant to G.S. 130A -39 and Public Health Ordinances adopted by the County Commissioners. Copies of existing rules and ordinances shall be submitted to the State Health Director within 45 days. Thereafter, copies of rules adopted shall be submitted within 30 days of adoption. 1. Funding for this contract is subject to the availability of State, Federal, and special funds for the purpose set forth in this Contract. 2. During the period of this Contract, the Department shall not use State funds received under this Contract to reduce locally appropriated funds as reflected in the Local Health Department Budgets. 3. The Department shall not use personal health program funds to support environmental health personnel nor use en:v== mtal health program funds to support personal health programs. 4. The Departrment shall comply with Standards for Mandated Public Health Services, 10 NCAnC 12, Section . 0200; and Administrative Procedures Manual for Federal Block Grant Funds, 1 NCAC 33, Sections .0100 - .1502. 5. The Department shall maintain employee time records for the contract period documenting the porticn of time that each employee attributes to each activity when State funds are budgeted for the support of employee salaries and fringe benefits. The percentage of time each employee spends in each activity shall be converted to dollars based upon the employees' salary and benefits. These records will serve to document salary and benefit expenditures reported on DOOM Form 29491 DEHNR Form 2950, and compliance with Chapter 479, Section 99 of the 1985 Session Laws. page . 4 6. The Department shall be responsible for determination of eligibility as delegated by the Secretary, Department of Hunan Resources, when providing Social Services Block Grant funded services. 7. The Department participating in Medicaid Reimb=w=ent shall: a. Comply with the terms of the Memorandum of Understanding between the Division of Medical Assistance and the Division of Health Services and the Local Participation Agreement dated July 1, 1984. b. Make every reasonable effort to collect its cost in providing services, for which Medicaid reimbursement is sought, through public or private third party payors except where prohibited by Federal regulations or State law. No one shall be refused services solely because of an inability to pay. All payments fran persons, public or private third party payors, shall be utilized for the activity that earned it and shall not reduce or replace locally appropriated funds during the period of this Contract. Use of program incase generated by the expenditure of Federal categorical funds will be governed by applicable Federal regulations, including but not limited to, 45 CER 74. 8. Funds budgeted for Adolescent Health Activities shall not be expended for dues or out -of -state travel unless prior approval is received from the program.. 9. Subject to the approval of the appropriate Division, a local health department may seek reimbursement for services covered by a program operating under 10 NCAC 4C rules when those services are not supported by other state or federal funds. All payment program rules and procedures as specified in the Purchase of Care manual must be followed. 10. Subject to the availability of funds and approval of the Office of Public Health Nursing, a local health department may request reimbursement for: a. Nursing service personnel participating in the introduction to Public Health and public Health Nursing course and the Supervisors Training Course. Reimbursement is limited to no more than $200.00 per.week per participant upon successful om pletion of the course. b. Nursing service personnel attending Continuing Education offerings which are identified by letter fram the Office of Public Health Nursing as being eligible under the nurse training funds. Reimbursement is limited to $25.00 per participant per event. 11. The Department shall have an annual audit performed in accordance with The Single Audit Act of 1984 as implemented by OMB circilar 128. Audit findings and resolution of said findings shall be handled by the Division of Fiscal Management, Special Accounting Section. Page ; 5 12. Equipment is a type of fixed asset consisting of specific items of property that: (1) are tangible in nature; (2) have a life longer than one year; and (3) have a significant value. a. For Budgeting and Reporting Purposes 1. Equipment purchases meeting the above definition and having a dollar value of $500 or more must be budgeted and reported in Line Item 5000. 2. Women, Infants and Children Program All medical equipment regardless of cost and all other equipment with an acquisition cost of $500.00 or more must be budgeted and reported in Line Item 5000. b. For Inventory Purposes 1. Equipment must be accounted for in accordance with Local Government Accounting System Procedure No. 15. 2. Warren, Infants and Children Program All medical equipment regardless of cost and all other equipment with an acquisition cost of $500.00 or more must be ixxventoried with the Division of Maternal and Child Health. Cameras and accessories, calculators, projectors, tape recorders, dictating equipment, video equipment and accessories, caipiters and accessories and computer software with a cost of $100.00 or more, and all books and films regardless of cost must be recorded on the Fixed Asset System. c. For Prior Approval Purposes 1. Equipment purchased or equipment leased where there is an option to purchase with State /Federal funds mast receive Rrior written approval from the appropriate Division, Section, or Branch when the acquisition cast exceeds $500.00. 2. Warren, Infants and Children Program All medical equipment regardless of cost and all other equipment with an acquisition cost of $500.00 or more must receive prior approval from the program office. 3. Equipment purchased with program inc a generated by the expenditure of Title X Family Planning Funds with an acquisition cost of $ 500.00 or more must receive prior written approval from the program. Page ! 6 ? C. FISCAL CONTROL 1. The Department shall comply with the Local Government Budget and Fiscal Control Act, North Carolina General Statute Chapter 159, Article 3. a. The Department shall maintain a purchasing and procurement system in accordance with generally accepted accounting practices and procedures set forth by the Local Government Camussicn. b. The Department shall execute written agreements with all parties who invoice the Department for payment for the provision of services to patients. c. The Department shall receive prior approval from the State when subcontracting for services in the Women, Infants and Children Program- d. When subcontracting, the following conditions must be met: 1. The Department is not relieved of any of the duties and responsibilities provided in this contract. 2. The subcontractor agrees to abide by the standards contained herein or to provide such information as to allow the Department to comply with these standards. 3. The Departnent will make available to the State upon request a copy of subcontracts supported with State /Federal funds.. e. The Department shall retain all budgets, budget revisions, contracts, contract addenda, and financial records in accordance with the current Records Disposition Schedule for County and District Health Departments issued by the Division of Archives and History, Department of Cultural Resources. 2. The Department shall prepare and maintain a budget for each activity covered by this contract in a manner consistent with instructions provided with DOW Form 3370 (Rev. 2/90) and DEHNR Form 2948 (Rev. 2/90). a. The Department shall prepare budget revisions for prior approval of the State whet' those revisions are in the School Health Program (Line Item 6200) or Delivery Services Program (Line Item 6869). b. The Department shall prepare budget revisions for prior approval of the State when State funds will be increased or decreased. c. The Department shall prepare an informational copy for the State of all other budget revisions when proposed expenditures exceed the line amount budgeted. Page ( 7 d. The Department shall submit all revisions prior to the end of the term specified in this Contract. Budget revisions received by the State after the end of the contract period will be returned without action. 3. The Department shall observe the following conditions when budgeting and reporting earned income revenues (escrow): a. All earned income must be budgeted in the program where earned, except that income earned by a program which has no activity budget can be budgeted in a program approved by the State. b. .Line Item 9000 in the program budget shall be used to budget TXIX fees. c. Line Item 102 in the program budget shall be used to report TXIX fees received which are used to support TXIX expenditures shown in Line Item 9000. d. Line 'Item 6864 in Activity 3109, Transfer of Escrow Funds, only shall be used to show anticipated TXIX earnings. e. A local account shall be maintained for unbudgeted /unreported TXIX fees transferred to the Department. Accounts shall be maintained in sufficient detail to identify the program source generating the fees. f. No more than one year's transfer of escrow funds (or $10,000.00) whichever is greater) for any activity can be carried forward from one year to the following year. 4. The Department shall submit a quarterly report of actual receipts and expenditures of the Department according to instructions provided with Expenditure Reports, DOM Form 2949 (Rev. 9/89) and DEHNR Form 2950 (Rev. 9/89). a. The Department shall submit quarterly expenditure reports to the State within 45 days from the end of the reporting quarter. b. The Department shall submit the final Expenditure Report to the State within 45 days after the end of the contract period. c. The Department shall refund to the State all State funds not supported by expenditures within 10 days after notification of overpayment. d. The Department shall follow women, Infants and Children Program and other Federal program reporting when they differ from those stated above. e. The Department shall submit WIC expenditure reports to the State no later than the 8th of the month. Page 8 f. Reimbursement of WIC approved expenditures for July, August, and September cannot exceed. one- fourth of the total budget for the contract period. g. The Department shall. submit .expenditure reports for Mosquito Control activity in accordance with 15 A NCAC 18 B, Sections .0104 and .0107. h. The Depar&ent shall submit request for payment for services provided under 10 NCAC 4 C rules to the Claims Processing Unit, DEEM Division of Fiscal Management. i. The Department shall submit request for reimbursement for nurse training to the Office of Public Health Nursing. 5. The Department shall submit on an annual basis Staff Time Activity Report, Dma Form 3389. The report skull accompany the final expenditure report and must be received by the State within 45 days after the end of the contract period. 6. For Adolescent Health Activity, the Department agrees to (1) have responsibility for the immediate direction and supervision of the activities supported through the contract, which will be conducted in accordance with the amended plan /update submitted by the Department; (2) submit any media material in writing to the Maternal and Child Health Division for approval prior to release to the public; (3) submit a mid -year report on progress in meeting project objectives by January 31, 1991; (4) submit an evaluation report demonstrating achievement of stated goals no later than August 15, 1991. The Department shall adhere to and fully comply with State personnel policies as found in North Carolina General Statute, Chapter 126, and 1 NCAC 8. Such policies include, but are not limited to, the following: 1. Equal employment opportunity; 2. Affirmative action; 3. Policies for local government employment subject to the State Personnel Act; 4. "Local Classification and Salary Range "; 5. "C�pensaticn Policy for Local Competitive Services Employees"; and 6. "Recruitment and Selection Policy and Procedures "f 7. Envi=rnental Health Specialists employed by the Department shall be delegated authority by the State to administer and enforce State environmental health rules and laws as directed by the State pursuant to G.S. 130A -4(b). This delegation shall be done according to 10 NCAC 10A .2300. N Page 2 9 a. Local health departments are responsible for sending their newly-enployed environmental health specialists (interns) to 20 days of initial field training /orientation at one of the designated training centers within 90 days from date of employment. b. The employing health department shall reimburse the training center(s) $25 per day for providing initial field training /orientation for the newly-employed environmental health specialists. c. Initial field training /orientation centers shall be paid within 90 days by the employing health department for services rendered. d. Arrangements for initial field training /orientation including designation of the training center for newly - employed environmental health specialists will be handled by the Environmental Health Services Section, Division of Environmental Health. E. CONFIDIIRI'IALITY All information as to personal facts and circumstances obtained by Department personnel in connection with the provision of services or other activity under this Contract shall be privileged communication, shall be held confidential, and shall not be divulged without the responsible person's written consent except as may be otherwise required by applicable law or regulations. Such information may be disclosed in summary, statistical, or other form which does not directly or ux1i-rect y identify particular individuals. F. CIVIL RIGHTS The Department shall assure that no person, an the grounds of race, color, age, religion, sex, marital status, or national origin (unless otherwise medically indicated) or otherwise qualified handicapped individual solely by reason of his /her handicap be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity covered by this Contract. The Department shall oomplete HEW Form 441, Assurance of Compliance with the Department of Health and welfare regulations, under Title VI of the Civil Rights Act of 1964; for the WcmPns, Infants and Children Program, FNS -64, Ass sane of Compliance with the Department of Agriculture Food and Nutrition Service, under Title VI of the civil Rights Act of 1964; and HEW Form 641, Assurance of Compliance with Section 504 of the Rehabilitation Act of 1973. 1. The State shall provide to the Department upon request technical assistance in the preparation of the Consolidated Contract /Activity Budgets and Contract Addenda. Page ! 10 2. The State shall specify those administrative forms /reports and their respective revision dates that are required by particular activities pertaining to the Department's budget with the State in Listing of Required. Fiscal and Statistical Re s (Addendum 1) for the contract period. New forms reports not listed in Reguired Fiscal and Statistical hgports shall be implemented during a contract period only with the approval of the State Health Director. 3. The State shall provide to the Department within thirty (30) days after receiving an activity budget from the Department an approved signed copy of the budget. 4. The State shall provide funds to the Department upon approval of the Contract Addenda, activity budgets, and signing of this contract. 5. The State shall assist the Department to omiply with all applicable laws, regulations, and standards relating to the activities covered in this contract. 6. The State reserves the right to conduct reviews to determine compliance with the terms of this contract. 7. The State shall be assured that the Department maintains expenditure of locally appropriated funds for maternal health, child health, and family planning activities equal to or greater than that reported on the Staff Time Activity Report for the period beginning July 1, 1984, and ending June 30, 1985. This maintenance of effort shall be measured by salary equivalencies which are to be maintained in accordance with Section B. 5. of this contract. H. DISBURSEMENT OF FUNDS The State shall disburse funds to the Department as follows: 1. For departments selecting monthly payments through the GMTS option -- Provided the Consolidated Contract is properly executed and all quarterly expenditure reports are filed within the establisher) time frames, payments equal to 1/12 of the total program approved budget shall be made on the 15th of each month as follows: July October February August November April September January may Based on expenditures reported for the first, second, and third quarters, payments shall be adjusted either upward or daAward, in payments made on the 15th of the following months: December March June Page u 2. For Departments selecting monthly payments through the check option -- Provided the Consolidated Contract is properly executed and all quarterly expenditure reports are filed within the established time frames, Payments equal to 1/12 of the total program approved budget shall be made by the 25th of each month as follows: July October March August December April September January June Based on expenditures reported for the first, second, and third quarters, payments shall be adjusted either upward or downward, in payments made on the 25th of the following months: November February May 3. For departments selecting quarterly reimbursement option, payments shall be made by the 25th of the month in which the quarterly expenditure report is- received. 4. For departments receiving Rural Obstetrical Care Incentive funds, payment of such funds shall be made in one lump sum the month following receipt and approval of the activity budget. 5. Quarterly payment for reported expenditures in Line Item 1000 shall be limited to one- fourth of the budgeted amount in that line item. 6. Increased or decreased payments necessitated by changes in the total budgeted amount will be reflected in the monthly payments subsequent to approval of the budget revision. 7. Payments shall be suspended when expenditure reports are not received by the time specified. Payments will resume on the specified.dates in the months scent to receipt of the expenditure reports. 8. Payment is limited to the total amount of the budget by line item. 9. Final payments will be made based on the 4th quarter expenditure report. Final payments will be equal to the difference between approved reported expenditures and the sum of previous payments. Final payments should be made not later than September 15th. 10. Transfer of TXIX Fees a. Upon receipt of Title XIK fees, transfer of such funds will be made to departments participating in QMtS on the 15th of the month and to departments not participating in GM TS on the 25th of the month. Page 12 M b. When fees received exceed the amount shown by program in Activity 3109 an internal adjustment will be made to increase the amount shown. I. ANEmumNT QF CONTRACT Amendments, modifications, or waivers of this contract may be made at any time by mutual agreement of all parties. Amendments shall be in writing and signed by appropriate authorities. J. PROVISION OF TMMINATION This contract may be terminated for reasons other than non - compliance upon sixty (60) days written notice by either party. if termination should occur, the Department shall receive payment only for allowable expenditures. The State may withhold payment to the DeWtment until the State can determine whether the Department is entitled to further payment or whether the State is entitled to a refund. K. 024PLIMCE 1. The State shall assure compliance with all terms of this contract. a. Upon determination of non - compliance, the State shall give the Department sixty' (60) days written notice to come into compliance. If the deficiency is corrected, the Department shall submit a written report to the State which sets forth the corrective action taken. b. if the above deficiencies should not be corrected to the satisfaction of the State after the sixty (60) day period, disbursement of funds for the particular activity may be temporarily suspended pending negotiation of a plan of corrective action. c. If the deficiency is still not corrected within the next funds thirty (30) days following temporary suspension of funding, program permanently suspend ed until the Department can provide evidence that the deficiencies have been corrected. d. In the event of the Departm nt's non- compliance with clauses of this contract, the State may mil, terminate, or suspend this contract in whole or in part and the Department may be declared ineligible for further State contracts or agreements. Such term?-nations for non - compliance shall not occur until: (1) the provisions of Section K -1 (a -c) have been followed, documented, and have failed to provide a resolution, (2) all other reasonable administrative remedies have been exhausted. Page 13 2. If the Department or the State should be determined out of oampliance with the provisions of the contract, either party may file a formal appeal with the Department of Environment, Health, and Natural Resources. The appeal shall be heard by the Department of Environment, Health, and Natural Resources within twenty (20) days of the written request. After hearing all the facts relative to the appeal, the Department of Environment, Health, and Natural Resources shall decide within ten (10) days of the date of the hearing what sanctions, if any, shall be imposed on the party found out of aompliance. IACAL SIGNATURES Health Director Date Finance Officer Date Chairman of County Date C omissioners If William W. Cobey, Jr., Secretary By Department Head's Signature or Authorized Agent ASSURANCE OF COMPLIANCE WITH THE DEPARTMENT OF HEALTH AND HUMAN SERVICES REGULATION UNDER TITLE VI OF THE CIVIL RIGHTS ACT OF 1964 Orange County Health Department (hereinafter called the "Applicant ") Name of Applitxat (type or print) HEREBY AGREES THAT it will comply with Title VI of the Civil Rights Act of 1964 (P.L. 88.352) and all requirements imposed by or pursuant to the Regulation of the Department of Health and Human Services (45 C.F.R. Part 80) issued pursuant to that title, to the end that, in accordance with Title VI of that Act and the Regulation, no person in the United States shall, on the ground of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity for which the Applicant receives Federal financial assistance from the Depart- ment; and HEREBY GIVES ASSURANCE THAT it will immediately take any measures necessary to effectuate this agreement. If any real property or structure thereon. is provided or improved with the aid of Federal financial assistance extended to the Applicant by the Department, this Assurance shall obligate the Applicant, or in the case of any transfer of such property, any transferee, for the period during which the real property or structure is used for a purpose for which the Federal financial assistance is extended or for another purpose involving the provision of similar services or benefits. If any personal property is so provided, this Assurance shall obligate the Applicant for the period during which it retains ownership or possession of the property. In all other cases, this Assurance shall obligate the Applicant for the period during which the Federal financial assistance is extended to it by the Department. THIS ASSURANCE is given in consideration of and for the purpose of obtaining any and all Federal grants, loans, contracts, property, discounts or other Federal financial assistance extended after the date hereof to the Applicant by the Department, including installment payments after such date on account of applications for Federal financial assistance which were approved before such date. The Applicant recognizes and agrees that such Federal finan- cial assistance will be extended in reliance on the representations and agreements made in this Assurance, and that the United States shall have the right to seek judicial enforcement of this Assurance. This Assurance is binding on the Applicant, its successors, transferees, and assignees, and the person or persons whose signatures appear below are authorized to sign this Assurance on behalf of the Applicant. Date P.O. Box 8181 Hillsborough, N.C. 27278 Applicsam's maiH" address H1HS4A1 (Rev. 121P The Orange County Health Department Applicant (type or print) By Signature and Tick of Authorized official Moses Carey,Jr., Chairman Board of Commissioners 14 ATTACHMENT C aS DEPARTMENT OF HEALTH, EDUCATION, AND WELFARE ASSURANCE OF COMPLIANCE WITH SECTION SO4 OF THE REHABILITATION ACT OF 1973. AS AMENDED The undersigned (hereinafter called the "recipient ") HEREBY AGREES THAT it will comply with section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794), ad requirements imposed by the applicable HEW regulation (45 C.F.R. Part 84). and ill guidelines and interpretations issued pursuant thereto. Pursuant to § R4.50) of the regulation 145 C.F.R. 84.5(a)l, the recipient gives this Assurance in consideration of and for the purpose of obtaining any and all federal grants, loans, contracts (except procurement contracts and contracts of insurance or guaranty). property, discounts, or other federal financial assistance extended by the Department of Health, Education, and Welfare after the date of this Assurance, including payments or other assistance -made after such date on applications for federal financial assistance that were approved before such date. The recipient recognizes and agrees that such federal financial assistance will be extended in reliance on the representations and agreements made in this Assurance and that the United States will have the right to enforce this Assurance through. lawful means. This Assurance is binding on the recipient, its successors, transferees, and assignees, and the person or persons whose signatures appear below are authorized to sign this Assurance on behalf of the recipient. This Assurance obligates the recipient for the period during which federal financial assistance is extended to it by the Department of Health. Education, and Welfare or, where the assistance is in the form of real or personal property, for the period provided for in § 84.5(b) of the regulation (45 C.F.R. 84.5(b)l. The recipient: (Check (a) or (b)) a. ( ) employs fewer than fifteen persons; A73 ( x ) employs fifteen or more persons and, pursuant to § 84.7(a) of the regulation 145 C.F.R. 84.7(a)), has A74 designated the following person(s) to coordinate its efforts to comply with the HEW regulation: Daniel B. Reimer Name of Designee(s) — Type or Print C12 C42 Orange County Health Department Name of Recipient — Type or Print Al2 36- 6000 -327 A41 (IRS) Employer Identification Nurn6er Al All BI B11 C1 rain% �7n_o101 C11 Area Code — Telephone Number F.O. Box 8181 Street Address or P. O. Box A42 A71 Hillsborough— City B12 B41 Slate Zip 542 B71 I certify that the above information is complete and correct to the best of Qty knowledge. Date Signature and Title of Authorized Official 572 877 B78 Moses Carey, Jr. Chairman Board of Commissioners If there has been a change in name or ownership within the last year, pleaae PRINT the former name below: NOTE: The 'A', 'B', and 'C' followed by numbers are for computer use. Please disregard. Nttw -sat fs/rr) U.S. DEPARTMENT OF AGRICULTURE PON ....flovto e,.• 40.0 0.e.e romwFW"• Food and Nutrition Service CUM ASSURANCE OF COMPLIANCE WITH THE DEPARTMENT OF AGRICULTURE, FOOD AND NUTRITION SERVICE, UNDER TITLE VI OF THE CIVIL RIGHTS ACT OF 1964 Name of Applicant) (Hereinafter called the "Applicant. ") HEREBY AGREES THAT it will cocply with Title VI of the Civil Rights Act of 1964 (P.L. 88 -352) and all requirements imposed by the Regulations of the Department of Agriculture (7 CFR Part 15), Department of Justice (28 CFR Parts 42 b 50), and FNS directives or regulations issued pursuant to that Act and the Regulations, to the effect that, no person in the United States shall, on the ground of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be otherwise subject to discrimi- nation under any program or activity for which the Applicant received Federal financial assistance from the Department; and HEREBY GIVES ASSURANCE THAT it will immediately take any measures necessary to effectuate this agreement. THIS ASSURANCE is given in consideration of and for the purpose of obtaining any and all Federal financial assistance, grants and loans of Federal funds, reimbursable expenditures, grant or donation of Federal property and interest in property, the detail of Federal personnel, the sale and lease of, and the permission to use, Federal property or interest in such property or the furnishing of services without consideration or at a nominal consideration, or at a consider- ation which is reduced for the purpose of assist- ing the recipient, or in recognition of the public interest to be served by such sale, lease, or furnishing of services to the recipient, or Dated P.O. Box 8181 78 (Address o Applicant) 16 any improvements made with Federal financial assistance extended to the Applicant by the Department. This includes any Federal agreement, arrangement, or ocher contract which has as one of its purposes the provision of assistance such as food, food stamps, cash assistance for the purchase of food, and cash assistance for purchase or rental of food service equipment or any other financial assistance extended in reliance on the representations and agreements made in this assurance. BY ACCEPTING THIS ASSURANCE, the applicant agrees to compile data, maintain records and submit reports as required, to permit effective enforce- ment of Title VI and permit authorized USDA personnel during normal working hours to review such records, books and accounts as needed to ascertain compliance with Title VI. If there are any violations of this assurance, the Department of Agriculture, Food and Nutrition Service, shall have the right to seek judicial enforcement of this assurance. This assurance is binding on the applicant, its' Successors, transferees, and assignees as long as it receives assistance or retains possession of any assistance from the Department. The person or persons whose signatures appear below are authorized to sign this assurance on the behalf of the applicant. 0 ar (Applicant) By (Title of authorized official) Moses Carey, Jr., Chair Board of Commissioners No further monies or other benefits may be paid out under Food and Nutrition Service Federal assistance nless this Assurance is completed and filed as required by existing regulations (7 CFR 15). programs u N ORANGE COUNTY BOARD OF COMUSSIONERS Action Agenda A ACTION AGENDA ITEM ABSTRACT Item No . .V� Meeting Date: April 17, 1990 SUBJECT: Proclamation of April 23 - April 27, 1990 as Social Services Employees Appreciation Week in orange County ---------------------------------- DEPARTMENT: Social Services PUBLIC HEARING YES: -NO: X ---------------------------------- ATTACHMENT(S): INFORMATION CONTACT: Proclamation Marti Pryor -Cook, ext. 229 TELEPHONE NUMBER - Hillsborough - 732 -8181 Chapel Hill - 968 -4501 Mebane - 227 -2031 Durham - 688 -7331 -------------------------------------- PURPOSE: To proclaim April 23 - April 27, 1990 as Social Services Employees Appreciation Week in Orange County. BACKGROUND: The Social Services Board requests that this week be proclaimed Social Services Employees Appreciation Week. RECOMMENDATION (S) : Proclaim April 23 - April 27 Social Services Employees Appreciation Week and authorize the Chair to sign the Proclamation. ORANGE COUNTY COMMISSIONERS 106 EAST ALARGAFM LANE HILLSBOROUGH, N. C. 27278 MOSES CAREY, JR. STEPHEN H. HALKICJTIS JOHN HARTWELL SHIRLEY E- MARSHALL DON WILLHOIT P R O C L A M A T I O N SOCIAL SERVICES EMPLOYEES APPRECIATION WEEK WHEREAS, Social Services Employees administer a wide range of service programs designed to provide Orange County citizens basic resources and social work services to maximize their well -being and self determination; and, WHEREAS, Social Services Employees act on behalf of all citizens to prevent abuse, neglect, and exploitation of children and disabled adults, and when necessary, intervene to protect them; and, WHEREAS, Social Services Employees are caring professionals who are committed to serving Orange County citizens in a compassionate, confidential manner; and, WHEREAS, Orange County wishes to set aside a special week to recognize the vital contributions of Social Services Employees in Orange County; and, NOW THEREFORE, We, the Orange County Board of Commissioners proclaim April 23, 1990 through April 27, 1990 as "Social Services Employees Appreciation Week" in Orange County, and urge all citizens to join us in honoring our Social Services Employees. GIVEN UNDER MY HAND AND THE SEAL OF THE COUNTY OF ORANGE ON THIS THE TWENTY - THIRD DAY OF APRIL IN THE YEAR OF OUR LORD, NINETEEN HUNDRED AND NINETY. Moses Carey, Jr. Orange County Board of Commissioners 2 r 4. O R A N G E C O U N T Y BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: APRIL 17, 1990 Action Agenda Item # X- A SUBJECT: ORANGE COUNTY HUMAN RELATIONS COMMISSION ANNUAL REPORT DEPARTMENT: COUNTY MANAGER ATTACHMENT(S): HUMAN RELATIONS COMMISSION REPORT PURPOSE: BACKGROUND: RECOMMENDATION: PUBLIC HEARING: Yes —X —No INFORMATION CONTACT: MANAGER'S OFFICE, EXTENSION 501 TELEPHONE NUMBERS: Hillsborough - 732 -8181 Durham - 688 -7331 Mebane - 227 -2031 Chapel Hill - 967 - 9251/968 -4501 To receive the annual report of the Orange County Human Relations Commission. 1 M E M O R A N D U M TO: The Orange County.Board of Commissioners Human Relations Commission FROM: Jean Bolduc, Chair - DATE: February 19, 1990 SUBJECT: Annual Report N Attached are detailed reports on five subject areas of public hearings. These hearings, held over a period of one year, were most revealing to our commission and the evidence brought forward was most compelling. Based on the evidence presented, the Orange County Human Relations Commission recommends a "phased -in" approach toward achieving the goals set forward in our mandate. PHASE I - March, 1990 1) Add sexual preference as a category of anti - discriminatory protection for Orange County Government personnel. 2) Develop personnel policy for county employees to address the issue of AIDS in the workplace. Many private organizations in the community already have such policies and programs of this nature. (See enclosures for further detail) 3) Create a Human Rights Office as an official branch of the Orange County Government. As defined in our enclosed proposal, this is very much needed as a mechanism for monitoring complaints and incidents as well as providing educational services. 4) Charge the Human Relations Commission with the task of further investigation into the legal records and history of the family court judges in Orange county to determine whether or not a pattern of discrimination can be documented statistically. Personal testimony points to this, but more analytical insight is needed. 5) Provide monies for the Human Relations Commission to pursue the following: a). Secure specialized legal assistance to draft a Hu Rights Ordinance (estimated cost - under $1,000.00). W + e CA 3 b) Proclaim the second Wednesday of November as "Human Rights Day" in Orange County and sponsor a county -wide celebration (estimated cost - $500.00). c) Provide the Human Relations Commission with an expense fund to allow two members to travel to other counties, meet with other commissions and learn from their experiences. (estimated cost $500.00). PHASE II - Fall, 1990 1) Receive a progress report from the Human Relations Commission's Ordinance committee on the development of a human rights ordnance. 2) Receive preliminary findings from Human Relations Commission's task force to investigate family courts. 3) Send a representative of the county commissioners to meet with the HRC, and representatives of the state house and senate to discuss strategy for presenting the human rights ordinance to the state legislature for enabling legislation. PHASE III - Spring, 1991 1) Receive annual report from Orange County Human Relations Commission, containing the final draft of proposed Human Rights Ordinance. 2) Request enabling legislation from the state to enact the proposed ordinance. 3) Receive statistical reporting and recommendations from the HRC task force investigating the family courts. 4) Receive initial report from HRC and executive director of the new Human Rights Office to evaluate needs of the office for fiscal 1991 -1992. f i 01 ORANGE COUNTY BOARD OF COMMISSIONERS Action Agenda io Item No. =x 0 ACTION AGENDA ITEM ABSTRACT Meeting Date: April 17, 1990 SUBJECT: Long Term Care Forums' Evaluation and Recommendation Report DEPARTMENT: Long Term Care Adv. Com. PUBLIC HEARING YES: NO: x ATTACHMENT(S): Report INFORMATION CONTACT: Rosa Mark, Chair Jerry Passmore, Secretary TELEPHONE NUMBER- - Hillsborough - 732 -8181 Chapel Hill - 968 -4501 Mebane - 227 -2031 Durham - 688 -7331 PURPOSE: To inform and update the County Board of Commissioners as to the results of the Long Term Care Forums held on October 21, and 28, 1989 and to share recommendations on improving the Long Term Care service system in Orange County. BACKGROUND: The Orange County Long Term Care Advisory Committee, a cooperative effort of the county's departments if Health, Aging anvi Social Services and their Boards, sponsored the forums. The forums served a three fold purpose: 1) to increase understanding about long term care issues and local resources 2) to give citizens an opportunity to share their concerns and thoughts 3) to assist in developing long term care recommendations that would he encorporated in to a County Long Term Care Work Plan. All three County Boards: Social Services, Health, and Aging have received and approved the report for distribution. RECOMMENDATION(S): Accept the Report Ad hhhh, LONG TERM CARE, C1101cff FOR THE 1990'S I '4" life') AN EVALUATION AND RECOMMENDATION REPORT M Maya (ammunity J'arums ~ Grtnhrr ?.I in (94apsl dill Ortnhrr 2g in fillusbar=34 STJB UMD BY Tim ORIINGR COUNTY LONG TEl?U CARE ADVISORY CONNITTE8 JANUARY 1990 r 3 Lang Term Care Community Forums October 21 & 28, 1969 A FORLMI EVALUATION AND RECATION REPORT submitted by The Orange County Long Term Care Advisory Committee THE ISSUE To many people "Long Terro Care" means only one thing - -a ri l_trs i ng home. In reality, however, many community options do exist to serve those who may need help over a prolonged period of time. Simply stated by Horace B. Deets, Executive Director of the American Association of Retired Persons, "Long Term Care refers to a comprehensive range of medical, personal, and social services developed and coordinated to meet the physical, social and emotional needs of chronically ill and disabled persons." Long term care services are delivered in three settings: in a person's home, in a community facility, and in an institutional facility. Most care needed is non medical such as assistance with eating, bathing, dressing, or Just getting around. The need for long term care in America and in Orange County is becoming more and more a family crisis. While long term care is needed by the young as well as the old, it is predominately an aging issue because of chronic health problems to which the elderly are susceptible. As much as 90% of the care that allows .frail and fragile elderly to remain in their homes is provided by family members. Almost three - fourths (72 %) of the caregivers are women, and 57 years is the average caregiver's age. Approximately one- folArth of all Americans 65 years or older have a chronic health problem requiring help from others. In Orange County, where the 65+ population is 9,308 as of 1990, this statistic translates into 2,077 needing long term care. Sooner or later, practically every family or, individual (if they live lung enough) will have to come to grips with this critical issue. THE COMMUNITY FORUMS In order to assist the community in better understanding the many long term care issues and their impact on Orange County, two community forums were held: one on October 01 in Chapel Hill at Binkley Church and another on October 28th in Hillsborough at Orange High School. The theme for the forums was Lona Term Care Choices for the 1990's...Not Just a Nursing Home. (Brochure attached) The Saturday morning forums designed to serve consumers, caregivers, and concerned citizens, focused on four key questions: What does long term care mean? What options are available for planning long term care in Orange County? Where do you go to get help? and What about costs for long term care? El Rage 2 of-7 The Orange County Long Term Care Advisory Committee (composed of the county "s Departments of Health, Aging and Social Services and their boards) was the prime sponsor of the forums with the cooperation of other community agencies and several Univers=ty of North Carolina at Chapel Hill departments (see ,attached brochure for complete list). A brief slide /tape program on the basics of long -term care, prepared by AARP, led off each forum. This was followed by a major^ session which included three panelists and a moderator discussing the available community resources. During a refreshment break, forum participants had an opportunity to browse through the resource exhibits of more than 24 different organizations as well as to talk with agency representatives. The concluding session featured a rioted speaker on major issues and trends currently affecting long term care decisions. Local resource people offered a response to the presentation, and audience participation was encouraged throughout the forums. This was facilitated by by having the moderator and presider use a cordless microphone to go out into the audience for questions. A resource packet was also prepared for each registered participant. There was no charge for the public forums, but donations were welcomed. Almost s200 was given by 293 registered participants. The Orange County Department on Aging handled all information, registration, and coordination of the forums on behalf of the sponsoring committee. COMMUNITY FORUMS: PARTICIPANT EVALUATION At the close of each forum participants were requested to complete a two page evaluation form (see attachment). The purpose was four -fold: (1) to find out how participants learned about the forums and who the participants were, (S) to evaluate the design and content of the forums, (3) to determine interest in future special focus LTC workshops or meetings, and (4) to help the Orange County Long Term Care Advisory Committee identify local issues and needs in preparing a Long Term Care Service Flan. Following is a tabulation of 152 forum attendees (52 of participants) who completed the forum evaluation. Responses were not received for all questions, therefore, totals and percentages will vary. S Wage 3 of 7 HOW PARTICIPANTS HEARD ABOUT THE FORUMS The mass media (newspapers, radio, and television) accounted for 39% (55 out of 140) of people's knowledge about the forums. The remaining 61% (85) of the respondents indicted they received information from direct mail brochures or from others at various group meetings. WHO THE PARTICIPANTS WERE From the personal information given, respondents were predominately female (82% or 124 out of 156). Their Ym p l oYment status indicated t hat (68% or 96 out of 140) were retired or not employed and (32% or 44 out of 140) were employed full on park:- -time. In the upper age categories were 137 respondents: 42% ( 8) were age 79 or over, 29% (40) were between age 60 and 69, 14% (19) were between age 50 and 59 and 15% (20) were ander ,age 50. These percentages would likely hold true for overall attendance. There were 26 respondents who were presently caring for a dependent person. WHY THEY PARTICIPATED To have some idea as to why people came to the forums, we asked for wham participants sought the LTC information. Sixty --two, percent (99 out of 159) of the respondents indicated that it was for themselves, 23% (38) stated it was !or a spouse, parent, friend or other relativel and 14/ (22) sought information for their professional development. DESIGN AND CONTENT OF THE FORUMS Three questions were asked to determine respondents' views about the design and content of the forums: What did you like most about the forum? What did you like least about the forum? and Maw could the program have been improved? Overall, all respondents were extremely positive. There were only 19 suggestions on improving the program such as: distribute resource list (5), include political action plans (2), give more time (E), provide larger name tags (E), cover more medicaid & financial issues (3), improve location, space & sound (3) , send questions ahead (1) , and have consumers ors panel (1). In fact, 11 respondents stated there was no way to improve the program. 5 L Page 4 of 7 of the 109 responses as to what they liked most about the forum, 37% (40) enjoyed the presentations and speakers, 32% (35) mentioned the information given, networking opportunities and resources available, 14/ (16) liked the program plan itself (13) or location and arrangements (3) , and 17/ (16) preferred the discussion, question, and answer time. There were 21 responses to the question on what they liked least about the forum. Facility arrangements (day, space, seating, noise, bugs) were most mentioned (8) , followed by vague answers /confusing information (4) . Some respondents stated that a few speakers were tors long (3), Ov- some important topics were not covered (3). It is important to note that 18 additional respondents wrote under the question there was "nothing" they liked least about the forum. FUTURE SPECIAL FOCUS LTC WORKSHOP'S OR SESSIONS From the response there is considerable interest in in fallow -up special Long Term Care sessions. Topics and interest levels are listed below in priority order. Breakdown is also given as to the forum location of the respondent, either- Chapel Hill (CH) or Hillsborough (HI). 1. What Long Terre Care services are available in. the home ?" 11 Total responses- '7E (56 CH, 20 HD ) C. "Selecting Lang Term Care Private Insurance'' Total responses-- 62 (49 CH, 13 HI) 3. "Medicaid and Long Term Care: Who gets it and how ?" Total responses- 52 (37 CH, 15 HI) 4. "Considerations in choosing a Nursing or Retirement Home'' Total responses- 49 AS CH, 13 HI) There were twelve other topics suggested (with number of interested persons) which might be explored in follow -up meetings. They were finanical matters (6), political action (4), pre - retirement planning (3), Non - elderly Lang Terre Care (3), living arrangements (3), respite care (S), legal issues (2), insurance issues (2), adult day care (S), weekend, services (1), hospice (1), and dealing 7 Page J of 7 with loneliness (1). Of the 87 responses to the question about assisting the Orange County Long Term Care Advisory Committee, 47% (41) were unsure, 33% (29) stated no, and 20% (17) said they would be willing to help. RECOMMENDATIONS From written responses, participant comments, and the large attendance, Long Terns Care is indeed a critical issue in your community. The first step toward effective) dealirL with it is to recoani_ze and support the Orange C,,_�unty Long Term Care_ Advisory Committee as the joint planning mechanism JHeaJh,-Aqingj,and Social Services Boards) to recommend an Orange County Lang Term Care Plan and to develop pollcv recommendations. Specific recommendations to begin improving the Lang Terri Care service system in Orange County are as follows: 1. To establish an Orange County Long Term Care Service Plan by: A. preparing and reviewing a three year plan by the .joint Orange County LTC Advisory Committee. B. submitting the Flan, to the Boards of Health, Aging and Social Services for joint approval. (Arty disagreements would be resubmitted for resolution by the LTC Advisory Committee which functions as a conference committee. C. submitting the ,joint Board approved LTC Service Plan to the Orange County Board of Commissioners for approval and adoption. 0. To increase community awareness of Long Term Care .issues and available services by: A. identifying and encouraging appropriate organizations to jointly offer special focus LTC workshops. B. preparing and distributing a LTC Information Guide for consumers. (DOA staff has already begun work on a guide on behalf of the LTC Advisory Committee) 3. To support the development or expansion of Lang Term Care services in the following areas: A. Adult Day Care (including Day Health Care). While specific efforts are underway such as Charles House (opening in April, 1990) and Kron Adult Day Care 7 i Page 6 of 7 (March, 1990), there is no day care serving central or' northern Orange County. B. Respite Care service to temporarily relieve the family caregivers. There is only $12,000 available this year to provide assistance for a growing need. C. Chore Service which provides assistance in the home. With the recent contracting of chore to outside agencies by the Department of Social Services, the amount of service has decreased due to increased contract costs. D. Horde Delivery Services for such items as medications and groceries for the frail, homebound, or sick. elderly. E. Care Management to coordinate and monitor an array of LTC services on behalf of the client. F. Guardianship service to handle various financial, (tax, insurance) and legal matters on behalf of the clients who need it. G. Minor Home Repair and Maintenance Service such as providing or arranging minor home repairs in the event of health and safety related problems. H. An Information Sank. for help in locating private home maintenance providers. 4. To encourage the development of political action efforts On Long Term Care that would sensitize the community by: A. Holding candidate forums (local and national ,_office) to learn positions on long term care issues. D. Writing letters to the editor or submitting guest articles. C. Urging civic or religious groups to discuss LTC issues. D. Calling or participating on radio or TV talk shows. E. preparing position papers. S. To promote the establishment and design of affordable housing (both public and private) that would provide assisted living (help with yard work, household tasks, or personal care). There is a need for housing with design features that take into account vision, dexte -ity, and mobility limitations over time. 6. To explore and develop ways to enhance the role and status of paid caregivers to make the jobs more attractive, despite a declining pool of service personnel. Page 7 of 7 Only through the joint and cooperative efforts of various sectors of the community can the Long Terri Care issues be addressed. Ire this way, we can design and have the type of community in order to live out our lives with independence and dignity. P'repar'ed by: Jerry M. Passmore, Secretary Orange County Long Term Care Adv. Committee c/• � Department on Aging P. Q. Box 8181 Hillsborough, N. C. 27278 9197 732 -8181. ext. 280 Date: January, 1990 With the Assistance of: Louise Baker, Information /Referral Specialist, Dept. on Aging Robert Seymour, Chair, LTC Education Campaign Committee FN:LTCevaRR.DQC G9 O R A N G E C O U N T Y BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date A ril 17 1990 SUBJECT: RURAL CHARACTER STUDY UPDATE DEPARTMENT: PLANNING ATTACHMENT(S): * - Memorandum from Rural Character Study Committee Chair 1 Action Agenda Item # IV PUBLIC HEARING Yes _x —No INFORMATION CONTACT: David Stancil, Ext 2590 TELEPHONE NUMBERS: (To be provided at meeting due Hillsborough - 732 -8181 to RCSC meeting being 4/12/90 Durham - 688 -7331 and 4/13/90 being holiday.) Mebane - 227 -2031 Chapel Hill - 967 -9251 PURPOSE: To provide the Board with an report from the Rural Character Study Committee. This report serves as a follow -up to the Committee's March 21 update. BACKGROUND: At the March 21 Commissioners meeting, a delegation from the Rural Character Study Committee (RCSC) presented the Board with an update of their activities in the last six months. This committee of 20 Orange County citizens was appointed in 1988 to study methods of protecting the County's rural character - specifically to address the preservation of natural and visual resources, the protection of agriculture, and the provision of a growth management tool. At the March 21 meeting, the RCSC chairman mentioned to the Board the possibility of delaying public hearing on the proposals by two months, from May 29 to August 27. The reason for this proposed delay was to allow the RCSC to complete and present the Board with a package of County -wide strategies. Currently, the Committee has prepared a set of strategies for the Rural Buffer (minus University Lake watershed) only. A few Commissioners indicated that they understood this concern, but would like to see the May public hearing occur as scheduled, if at all possible. As a result, the Rural Character Study Committee and County Commissioners agreed that the RCSC would take one month to consider the feasibility of the scheduled may public hearing. The RCSC agreed to report back to the Commissioners on April 17 with their findings as to the public hearing. Since that meeting, study of the Joint Planning Agreement with Chapel Hill and Carrboro has confirmed that any public hearing involving strategies for the Rural Suffer portion of the County must go to Joint Public Hearin with the Towns. The next month for a potential Joint Public Hearing is June. An attempt is underway to ascertain the feasibility of such a hearing for June 21, 1990. This hearing could be held for the specific purpose of considering amendments to the Joint Planning Agreement and Joint Planning Area Land Use Plan that would be mandated by the RCSC's Conceptual Guidelines for the Rural Boundary. It could also include a separate Orange County Public Hearing on strategies for other areas, if this is feasible. RECOMENDATION: Receive as information. O R A N G E C O U N T Y BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date April 17, 1990 Action Agenda Item # :L,/ - - SUBJECT: Public Relations /Public Information - Planning & Inspections Department DEPARTMENT: PLANNING ATTACHMENT(S): Status Report Separate Enclosures (3) Building Permit Packet Brochures Subdivision Regulations (Sample Format) PUBLIC HEARING Yes _x —No INFORMATION CONTACT: Marvin Collins, Planning Director Extension 359 TELEPHONE NUMBERS: Hillsborough - 732 -8181 Durham - 688 -7331 Mebane - 227 -2031 Chapel Hill - 967 -9251 PURPOSE: To present an update on initiatives taken by the Planning & Inspections Department to enhance public relations and improve the quality of service provided to citizens. BACKGROUND: In September, 1989, the Planning & Inspections Department outlined steps to be taken in order to improve public relations and the dissemination of public information to Orange County citizens. The primary goal is to streamline the day -to -day operation of the department to provide: 1) better service 2) time devoted to major issues and long -term planning. The staff began with six major objectives which included: 1) Improved Communications 2) Central Reception Area 3) Simplification of Correspondence 4) Planning Ambassador 5) Public Relations Training 6) Simplification of regulations. Based on these objectives, staff has been meeting frequently and working collectively to identify ways of achieving the objectives. RECOMMENDATION: To receive report and offer comments and suggestions. 1 .P A PREFACE The following is a breakdown of actions taken by the Planning and Inspections Department since the initiation, in September of 1989, of a program to improve public relations and the dissemination of information. Specific actions are divided into three major categories which include Procedure, Policy, and Physical. Procedural changes include those that encourage more internal efficiency and improve the flow of project applications through the approval process. Policy changes are those identified by staff as unnecessary or needing improvement, etc. Physical changes are changes in or enhancements to the building/offices which will result in a more inviting atmosphere and will encourage productivity. Each category includes a description of specific actions to be taken, a statement of purpose, the status, and the number and description of the attachment if applicable. TABLE OF CONTENTS PROCEDURAL CHANGES Planning Ambassador Weekly Meetings With County Attorney 24 Hour Permit System Troubleshooting Brochures Zoning Atlas Revise Format of Subdivision Regs./ Zoning Ord. Inactive Building Permit Files IDAC Seminars POLICY CHANGES Landscaping Ordinance Amendments Optional Concept Plan For Minor Subdivisions Major/Minor Breakpoint For Subdivisions Temporary Power Ordinance PHYSICAL CHANGES Directional Sign Removal of Window to Current Planning Banners Storage Room Planning Department Renovation ATTACHMENTS 1 -4 5 -6 7 -8 3 h PROCEDURAL ACTION PLANNING AMBASSADOR BRIEF DESCRIPTION /PURPOSE The Planning Ambassador program was established to accomplish the following: 1) To have a Current Planner available to anyone who walks into the of fice or calls with general questions, and, 2) To allow other Current Planners time to work on specific projects without being interrupted. All Current Planners have days assigned each month to act as the Ambassador. STATESS, The Planning Ambassador program has been ongoing since January of 1990. ATTACHMENT Attachment # 1 - Program description and schedule for January, 1990. ACTION 2 WEEKLY MEETINGS WITH COUNTY ATTORNEY BRIEF DESCRIPTION /PURPOSE On Tuesdays from 2 :30 p.m. until 5:00 p.m., Current Planners meet with the County Attorney to discuss legal documents submitted for review and other items that need discussion or clarification. Planners felt that a specific meeting time was needed because it was often difficult for Planners and County Attorney to touch base. STATUS The first meeting between Planners and County Attorney was Tuesday, December. 12, 1989. The program has been ongoing since that time. ATTACHMENT Attachment # 2 - December 12 Meeting Agenda Attachment # 3 - Request for County Attorney Review (form) ACTION 3 24 HOUR PERMIT SYSTEM BRIEF DESCRIPTION /PURPOSE The 24 - Hour Permit System is designed to pre -empt any anticipated problems that applicants may have with their building projects. This is accomplished by having the applicant fill out an, application form for the project and submitting that form to all applicable staff (Inspections, Erosion Control, Information Services, Current Planning, Health Department) before a building permit is issued. This alleviates applicants' running into problems with State and Local codes after their projects have been started. 1 5 STATUS To be implemented in May or June of 1990. ATTACHMENT Each Commissioner to receive packet as a separate attachment. AC-TI-ON-3 TROUBLESHOOTING BRIEF DESCRIPTION Meetings are scheduled every other Wednesday at 3:00 p.m. and include the County Manager, Planning Director, County Attorney and /or the Current Planning Division Head. The purpose of these meetings is to improve public service by resolving difficult issues before they become a problem. STATUS First meeting was held on Wednesday, March 14. Meetings have been ongoing. ATTACHMENT Attachment # 4 - Description of meetings and schedule (memo). ACTION 4 .,BROCHURES BRIEF DESCRLPTION /PURPOSE Brochures explaining services provided by the Planning and Inspections Department are available to all citizens. Brochures include House Numbers, Building Permits, Mobile Homes, Home Occupation Permits, Septic Systems, Erosion Control Permits, Comprehensive Plan Amendments, Major Subdivisions, Minor Subdivisions, Variance Requests, and Zoning Ordinance Amendments. STATUS Brochures are now being distributed to the public. ATTACHMENT Set of Brochures distributed to each Commissioner as a separate attachment. 2 A TAI 5_ ZONING ATLAS BRIEF DESGRLPTION /PURPOSE Because the current tax maps do not allow the citizen to "see the whole picture," five new zoning maps have been created. There is one zoning map for each zoned township. Using the current tax maps to view zoning is inefficient when one needs to view outlying areas. The new township zoning atlases will allow for a much greater overall perspective of zoning in the County. Not only will this be a benefit to the Planning Department, but it will aid Land Records and the Economic Development Commission. It will allow all zoning to be incorporated into the Land records system. STATUS Maps have been completed and final revisions are being made. ATTACHMENTS Copy of a map included as a separate attachment. ACTION 6 REVISE FORMAT OF SUBDIVISION REGULATIONS/ ZONING ORDINANCE BRIEF DESCRIPTION /PURPOSE The Subdivision Regulations and Zoning Ordinance in use are cumbersome and do not lend themselves to easy readability by citizens or staff. The Planning Department staff has taken these documents and put them into a new format with the following changes: 1) Added an index to facilitate ease in finding specific topics. 2) Put text in a new format to allow room for illustrations and highlight pertinent information. 3) Make readability easier by varying the type sizes for different sections of the document. 4) Added subheadings to identify contents of paragraphs. 5) _ Broken up many long paragraphs into lists. 6) Improved charts to make them more readable. 7) Highlighted important information and condensed approval procedures. STATUS First draft of re- formatting of Subdivision Regulations completed. The Zoning Ordinance will also be re- formatted after which the texts of both documents will be re- written in language that is clearer and easier to understand. ATTACHMENT Sample of re- formatted Subdivision Regulations included as a separate attachment. 3 7 ACTION-7 INACTIVE BUILDING PERMIT FILES BR_iEF_.DESCRIPTION /PURPOSE An inactive building permit file is one which has not received a final inspection or the permit has expired. There are approximately 500 inactive files, some dating back to 1983. The Inspections Division proposes a program of courtesy inspections to determine the status of such permits. Where new permits are needed, citizens will be so informed. If none are required, a Certificate of Occupancy will be issued. The goal of this program is to insure the safety of Orange County citizens as related to building construction. STATUS Inspections have separated out all "inactive" files and a letter has been drafted to send out to those who appear to be out of compliance. Letters will be sent out upon BOCC approval. ATTACHME Attachment # 5 - Letter to citizens regarding inactive building permit file. ACTION g IDAC SEMINARS BRIEF DESCRIPTION/ PURPOSE The Inspections Division Advisory Committee (IDAC) is sponsoring several seminars for all construction trades (Building, Electrical, Plumbing, Mechanical). Agendas for meetings include discussions regarding code changes and office policies and procedures. Contractors also meet the staff and are encouraged to participate in a question /answer session. STATUS The first seminar (Electrical Contractors) was held April 11, 1990 ATTACHMENT Attachment # 6 - Electrical Contractors Agenda 4 POLICY ACTION 1 LANDSCAPING ORDINANCE AMENDMENTS BRIEF DESCRIPTION/PUR -POST✓ An amendment is proposed for Section IV -B -S of the Subdivision Regulations to: 1) clarify the interpretation of the Schedule of Land Use Buffers as it relates to unzoned land; and-2) extend the waiver provisions to apply to all landscape requirements. STATUS Present at the February 26 public hearing and March 19 Planning Board meeting. Will be on the agenda for BOCC approval April 17, 1990. ATTA HME T None ACTION S OPTIONAL CONCEPT PLAN FOR MINOR SUBDIVISIONS BRIEF DESCRIPTION /PURPOSE An amendment is proposed for Section III -C -I of the Subdivision Regulations to make submittal of a Concept Plan optional instead of mandatory. The proposal is being recommended for public hearing on May 29, 1990. The advertisement for public hearing items will be presented for approval by the Board of Commissioners on May 1, 1990. ATTACHMENT Attachment # 7 - Proposed amendment. ACTION 3 MAJOR /MINOR BREAKPOINT FOR SUBDIVISIONS BRIEF DESCRIPTION PURPOSE An amendment is proposed to the Subdivision Regulations to allow subdivisions containing less than 10 lots to be approved by Planning staff through the Minor Subdivision process. Currently, only those subdivisions with less than 6 lots are approved by staf f. This would allow a larger number of subdivisions to be approved through simplified procedures. 5 STATUS 0 The proposal was presented to the Ordinance Review Committee on April 4, 1990. The committee supported the amendment based on analysis of subdivision decisions between 1986 and 1989. The analysis is included in the attached issue paper. Specific text to implement the proposal will be developed for inclusion in the advertisement for the May 29 public hearing. ATTACHMENT Attachment # 8 - Issue Paper ACTION 4 TEMPORARY POWER ORDINANCE I F DESCRIPTION 1PURPOSE There are currently no General Statutes that address the issuance of Temporary Electrical Power. Because of the frequency of requests for Temporary Electrical Power, the Inspections Division felt it important that the County establish a policy stating the conditions under which Temporary Electrical Power would be approved. In November of 1989, the Inspections Division drafted a Temporary Power Ordinance for Orange County, and submitted that draft to the County Attorney for review. STATUS The State Building Code Council is currently considering the adoption of an amendment to the National Electrical Code which will allow the issuance of Temporary Electrical Power under certain circumstances. The study committee (for the State) presented the amendment to the Council in March and the Council requested further information. The County Attorney's Of fice, however, has reviewed the proposed changes to the NC Building Code and feel that they are insufficient for determining when temporary power is appropriate. They recommend, therefore, that the County regulate temporary power by ordinance. They have drafted an ordinance for further discussion and possible adoption at the next public hearing. ATTACHMENTS Attachment # 9 - Letter from County Attorney's Office. Attachment # 10 - Draft copy of County's Temporary Power Ordinance per County Attorney's Office Ri PHYSICAL ACTION 1 DIRECTIONAL SIGN OUTSIDE PLANNING DOOR BRIEF DESCRIPTION/ PURPOSE To direct citizens to Planning and Inspections Department. Style of sign is consistent with building directional sign on opposite wall. A sign was needed because citizens had difficulty in locating the Department. STATUS Sign in place. ATTACHMENT None ACTION 2 REMOVAL OF WINDOW TO CURRENT PLANNING BRIEF DESCRIPTION/ PURPOSE Window to the Current Planning reception area made communication with citizens difficult. Removal of this window has alleviated this problem . STATUS Window removed. ATTACHMENT None ACTION 3 BANNERS RIEF DESCRIPTION/ PURPOSE All staff members indicated that the Planning and Inspections offices and open space needed some warmth. There are no windows and the walls are gray and blue. With so much "sameness," it is difficult for citizens to find the different divisions (Erosion Control, Information Services, etc.). It was decided that the addition of colorful plexiglass banners would accomplish the following: 1), Guide citizens to the appropriate division; and, 2) brighten up and add life to offices and make the Planning Department more inviting to citizens and employees. STATUS Banners in place April 12, 1990. ATTACHMENT None 11 ACTION 4 CLEAN UP OF PLANNING AND INSPECTIONS STORAGE ROOM BRIEF DESCRIPTION /PURPOSE The Planning and Inspections Department has a storage room behind the Animal Control Building. This area holds old boxed -up files from each division. The building gets damp and there was concern expressed by staff that some of the files were being damaged. It was suggested that metal shelves be built and files be placed on shelves to keep them from getting damaged. Such shelving would not only provide better protection for files, but make them more accessible when citizen inquiries were received for information. STATUS Shelves have been built by Inspections staff and storage room cleaned up. ATTACHMENT None AA TTION S PLANNING DEPARTMENT RENOVATION BRIEF DESCRIPTION PURPOSE Staff discussed inefficiency as a result of the location and arrangement of equipment and materials which support Planning and Inspections staff operations. Based on input from division heads, a proposal was drawn up and included in the 1990 -91 budget requests. The proposal included changes which would make the files and equipment more accessible, provide private conference space for staff and citizens and provide a large service counter where many citizens could be assisted at one time. STATUS Request included in 1990 -91 budget to carry out proposed renovations and rearrangement of office space within the Planning Department. ATTACHMENT Attachment #11 - Existing layout of Planning Department Offices. Attachment #12 - Proposed layout of Planning Department Offices. E:3 Attachment k 1 `--:� ORANGE COUNTY PLANNING DEPARTMENT � 306F REVERE ROAD HILLSBOROUGH, NORTH CAROLINA .7378 ..1 f M E M O R A N D U M TO: Current Planning Division FROM: Mary Scearbo, Planner III DATE: December 18, 1989 SUBJECT: Planning Ambassador Policy & Procedures COPIES: Marvin Collins, Planning Director John Link, County Manager _ SCHEDULE Attached is a draft Planning Ambassador schedule for January, 1990. Please review the schedule carefully for conflicts with meetings, doctor appointments, workshops, vacations, etc. Once finalized, we need to minimize changes to the extent Dossible. The schedule will be distributed to others outside of the department such as Health, Manager's Office and Clerk's Office. A schedule similar to this one will be prepared every month and distributed two to three weeks in advance so that we may plan our time accordingly. Please let me know no later than 5:00 Tuesdav ;f there are any chances that need to be made to the January schedule. A schedule for February will be prepared in early January. Be sure and let me know if there are days that you will not be available. DEVIATION FROM SCHEDULE Each of us will have an "ambassador buddy" as backup in case of illness, emergencies, etc. and during lunch. Eddie and Mary will be "buddies" as will Emily and Jim. Try to keep meetings and other commitments to a minimum on the days that your "buddy" is the Planning Ambassador, in case you are needed. Other arrangements can be made between the backup and another planner as long as there is absolute assurance r that a Planning Ambassador is- readily available at all times. 12 Attacr. 1- 13 2 If the Planning Ambassador is out, and there is no one available, let me know immediately so that work priorities can be shifted. Sick leave and emergencies are acceptable reasons for a Planning Ambassador to be out of the office. vacation or compensatory time requested on your Planning Ambassador day will not be approved. AVAILABILITY The first priority of the Planning Ambassador will be to assist the public. The Planning Ambassador must be immediately available to assist anyone who walks in the office, or calls with general questions. Other job responsibilities are secondary. xt will be the responsibility of the Planning Ambassador to assure that the position is covered and that the backup is available. If the backup planner has a conflict, check with other planners to make sure that someone is available for all parts of -the day. DO NOT assume that your supervisor or backup will see to it that a Planning Ambassador is available. This is your responsibility. If you are unable to do this for any reason, then let me know. PLANNING AMBASSADOR WORK STATION As much as possible, please work at the table in Deborah's area in between "customers ". You can use that time to prepare agenda abstracts or other items. It is important that you work on things from which you can be interrupted. Avoid waiting until the last minute to meet deadlines. We will eventually have a separate work station, stocked with materials that we need. For now, a copy of the Subdivision Regulations, Zoning Ordinance and Land Use Element of the Comprehensive Plan will be available at the table in Deb's office. Feel free to add materials which would be helpful to have there. ` WORK RESPONSIBILITIES - Arrive at work rrorrntly at 8:00. - Weer your name tag - Sign exempt plats - Approve lots for wealth Department Attach. 1 3 - Review site plans /building permits when 24 -tour system !-` is implemented If you see anyone in the department who is not already with a staff member, ask if they are being helped. Take in applications for subdivision. Whenever possible, review application for completeness on the spot, and complete acceptance form to give to applicant (copy to file, MS) Provide zoning information and pre - application subdivision review. - Direct person to appropriate individual division, department, agency, if their questions are not directly related to Planning. Follow through on this to the extent possible, to make sure that the "customer" connects with the right person. Thi''s may include escorting them to the appropriate person in the department (or building) or phoning persons in other departments. Do Dot send someone to another department or person unless you are certain that they can be assisted there. - Always be friendly, courteous, and patient. if someone .: is very upset or angry, wants to talk to a supervisor or the Planning Director, let me know and I will intervene. Minimize time spent working on specific projects. Extended phone conversations, research, etc. relating to one of your projects are discouraged. Avoid corriniMments to take care of something right away. Review of individual projects for which you are the planner is not part-of the Planning Ambassador role, and should be done only as time permits. Finally, please remember the importance of the Planning Ambassador concept. This is one of the most critical components of our Public Relations program, and one by which the success of our efforts will be judged. The Planning "Ambassadorship" is as much an attitude as a work task. The purpose of our existence as County Planners on that day is service and helpfulness. We can focus all of our attention on the "customer ", without worrying about all of the other things we normally do. An attitude of genuine interest and excitement in providing good .service will come across to the public, and is as important as accurate information. If you have any questions, or ideas on how the Planning Ambassador system can be improved, please let me know. 15 January 1990 Attach PLRNNING f;f16RSSRDOR SCHEDULE SUN MON TUE WED THU FRI SRT February 199U S 1 2 3 4 5 6 T HOLIDAY SCEARBO CRUDUP KIRK HINKLEY 3 ' s 9 10 11 12 13 9 SCEARBO CRUDUP KIRK HINKLEY SCEARBO 16 17 1B JULIE - WORKSHOP 21 22 EMILY - VACATION 24 25 26 27 28 29 30 MARY - WORKSHOP 144 15 15 17 18 19 20 HOLIDAY CRUDUP KIRK HINKLEY SCEARBO 1 22 23 24 25 25 2? CRUDUP KIRK HINKLEY SCEAR80 CRUDUP MARY - WORKSHOP ?g 29 30 31 KIRK- HINKLEY SCEAR50 February 199U S Uecember 1989 W S M T W' T F S 1 2 3 1 2 3 4 3 6 7 8 9 10 11 12-13 14 15 16 17 1B 19 20 21 22 23 24 25 26 27 28 29 30 31 February 199U S M T W T F S 1 2 3 4 5 6 7 .8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 12/18/1989 i Attachment #2 ORANGE COUNTY ATTORNEY /PLANNING DEPARTMENT MEETING AGENDA DECEMBER 12, 1989 I. Legal Documents Being Reviewed Road Maintenance Agreements: Breeze Clark Pope Staley Upchurch Escrow Agreement: Nicholls Ridge Declaration of Development Restrictions: Hickory Grove Class B Special Use Permit: Emerson Waldorf School Chandler Concrete Carolina Metronet (2) II. Project - Related Questions III. Other Items Needing Discussion or Clarification A. 12/18/89 meeting about ordinance amendment to keep public hearing open has been cancelled, and tentatively rescheduled for 1/9/90 at the Co. Manager's office.. B. Comments from Co. Attorney regarding this. agenda format, and attached sample transmittal letter for documents to be reviewed. C. Declaration of Development Restrictions - discuss format, procedures for preparation. Does Co. Attorney need to approve a Declaratio for each manor and major subdivision? May need to schedule special session for this topic. D. Instructional Brochure (for public) on Road Maintenance Agreements including the steps they need to go through to get an agreement prepared. Would be helpful to schedule a staff training session on this subject. Attachment # 3 "ORANGE COUNTY DEPARTMENT OF PLANNING AND INSPECTIONS REQUEST FOR COUNTY ATTORNEY REVIEW Geoffrey Gledhill Orange County Attorney 129 E. Tryon Street Hillsborough, NC 27278 Date _ Planner ext. Enclosed is a legal document for your review and approval. The Orange County Planning Department has received or prepared this document as part of the application for Type of Document Transmitted Road Maintenance Agreement Easement Agreement Escrow Agreement Letter of Credit Security Bond Notice of Restricted Development Potential Septic Easement Dedication of Recreation Space Homeowner's Association Documents Restrictive Covenants Resolution of Approval Declaration of Development Restrictions Other: Staff Comments Please respond by Attachments: - 3 Document(s) Subdivision Plat Other Cc: file ms 17 Attachment 4 4 ORANGE COUNTY PLANNING DEPARTMENT 306F REVERE ROAD HILLSBOROUGH. NORTH CAROLINA 27278 e '• a .....• M E M O R A N D U M TO: 'John Link, County Manager FROM: Mary Scearbo, Planner III DATE: March 1, 1990 SUBJECT: Trouble - shooting Team Schedule Several weeks ago we discussed the development of a "trouble- shooting" team. The Team, consisting of the County Manager, Planning Director, County'Attorney, Current Planning Division Head, and any other involved staff members, would be available to meet on a regular basis to discuss and resolve citizen problems encountered by the Planning Staff. This will give us the opportunity improve public service by resolving difficult issues before they become a problem. ^+M .tached. is a draft schedule of meeting times for 1990. Wednesday afternoons at 3-:00 seems to be the time slot that fits in best with our existing schedules. The meetings are for the most part scheduled every other Wednesday, avoiding the weeks of Agenda Review :meetings. if there are no items on the agenda for a particular meeting, I will notify the Team members on the Monday prior to the meeting. I do not expect that we will need to me on all of the scheduled dates. if an urgent issue comes up that needs to be addressed before the next r scheduled meeting, we can arrange to meet in the same maner as we do now. If a citizen is to be involved in the meeting, I will prepare a summary -memo beforehand for your preview. The Planning Staff will use its judgement in determining what- issues may warrant discussion by the Team. Our jobs constantly involve problem- solving, and most issues are quickly resolved within the individual divisions. Most of the time, we can identify those ~--sues which may ultimately involve your assistance. Whez in %do::bt, I will go ahead and schedule a questionable item on our agenda, at least initially. Over time, the staff will have a better feel for which items warrant the time spent by you, Marvin and Geaf. 'lease let me know if the draft schedule and procedures ;meet wrt: ^. bur approval, I d Attach. 4 1990 SCHEDULE TROUBLE - SHOOTING TEAM County Manager County Attorney Planning Department Stasf ime: 3:00 pm ,ates: The following Wednesdays March 14 March 28 April 11 April 25 May 9 May 16 May 30 June 20 July 11 August 1 August 15 August 29 September 12 September 26 October 10 October 17 November 14 November 26 December 12 19 Attachment # 5 Name of Citizen Date Address of Citizen City, State, Zip Code Dear The Orange County Planning and Inspections Department is undertaking many initiatives to improve efficiency within the Department in order that we may provide better service to Orange County citizens. One component of this effort is the updating of our building permit files. This process involves separating "active' files from "inactive" files. Files labeled "inactive" are those which: 1) have not received final inspections. 2) have gone beyond the six month period of time in which the applicant must show proof that work has begun on project. 3) have gone beyond the twelve month period of time in which the applicant must show proof of continued work on the project. ~ Your permit file .number was labeled inactive because of the following- Expired g due to apparent lack of activity. Did not receive all required inspections. Building Plumbine Electrical Mechanical Other The Planning and Inspections Department is attempting to close out all inactive files with as little inconvenience to the applicant as possible. We are therefore creating a program which will allow an inspector to review your site free of any inspection charge. You will only be charged what is necessary to complete the work. PSI Attach 5 Please con[act me by ;o make arrangements for your free site Visit. It is best to call anv week day between the hours of 5:00 and 9:00 a.rr or, 4:00 and 5:00 p.m. Please use one of the following numbers most convenient to %ou, and ask the switchboard operator for extension Orange County Office ~umbers Hillsborough 732 -8181 Durham 688 -7331 Mebane 227 -2031 Chapel Hill /Carrboro 968 -4501 Chapel Hill /Carrboro 967 -9251 Thank you for your assistance in our efforts to provide better service to our citizens. Sincerely, Code Enforcement Officer �l Attachment # 6 ORANGE COUNTY PLANNING DEPARTMENT M 4F REVERE ROAD HILLSRORO[iGH. !FORTH CAROLI \'.A TO: All Electrical Contractors, Electricians, Apprentices, Electrical Inspectors FROM: Joe Weathers Code Enforcement Officer Orange County, N.C. SUBJECT: Orange County Electrical Code & Office Policy Seminar DATE: Nfarch 22, 1990 The Oraace County Inspections Division in conjunction with the Inspections Divisior, Advisory Carmittee (IDAC) would like to invite you to attend an Electrical Code Change and Office Policy Seminar to be held April 11, 1990, from 9:00 a.m. until 3.30 p.m. The'scminar will be held at the Planning and Agriculture Center, 306 -F Revere Road in Conference Room #- 1. The focus of the meeting will center around two major topics which include: 1) The 1990 Electrical Code Change and their interpretation for Orange County, and 2) Orange County office policies and procedures as they pertain to you. If you plan to attend,, please respond to our office on or before April 6, 1990, in order that we may provide proper space and facilities. We are looking forward to a very enlightening and productive seminar and hope that you will make plans to join us. AGENDA 9:00 930 _ Introduction of staff E: speakers - Joe Weathers 9.30 - 10:00 Orange County Policies - Joe Weathers & Tox Kossler 10:00 - 10:10 Break 10:10 - 12 :00 Code Changes - James Carpenter 12:00 - 1:00 Lunch 1:00 -3-.00 Code Changes - James Czrpcntcr 3:00 - 3:10 Break 3:10 - 3:30 Ouestion /Answer 23 Attachment # 7 EXISTING AND PROPOSED ORDINANCE PROVISIONS: III -C. Avnroval Procedures for Minor Subdivision III -C -1. Concept Plan Annroval Prior to the submission of the Final Plat, the subdivider may -+-� submit to the Planning Department two (2) copies of the Concept Plan of the proposed minor subdivision. If submitted the Concept Plan shall be prepared in accordance with the specifications for Concept Plan drawings as set forth in Section V -B of this Ordinance. The Concept Plan shall be submitted to the Planning Department which shall review the Concept Plan for general compliance with the requirements of this Ordinance and the Zoning Ordinance, if applicable, and shall advise the subdivider or his /her authorized agent of the regulations pertaining to the proposed subdivision, of any changes required in order to comply with the provisions of this Ordinance, and the procedures to be followed --.n the preparation and submission of the Final Plat. The Planning Department shall complete its review of the Concept Plan within fourteen (14) days of submission by the applicant. One (1) copy of the Concept Plan shall be retained by the Planning Department, and one (1) copy shall be returned to the subdivider or his /her authorized agent. Submittal of a Concept Plan is not mandatory, yet is advisable in most cases particularly where access easements are needed. The Concept Plan review can reveal any aspects of the Rrolect which are inconsistent with standards of the Subdivision Re lations. Complete information on what will be required for Final Plat aDDroval can be provided zhrouch the Conce t Plan review, allowing reconsideration or redesign of the ro'ect prior to significant investment. ORDINANCE REVIEW SUBCOMMITTEE: The Ordinance Review Committee recommends approval of the proposed amendment. PLANNING BOARD REVIEW: BOCC REVIEW: Attachment # 8 ISSUE PAPER what: To determine the.appropriate number of lots to use as breakpoint between Major and Minor Subdivisions. Why: To identify and revise administrative procedures where the costs to the County and the public exceed the substantive benefits of the process. Existing Conditions: Under present regulations, up to S lots may be created out of a tract during a two -year period through the minor subdivision process. The creation of more than 5 lots always involves the Major Subdivision process. Minor Subdivisions are approved by the Planning Department, and may take as little as 2 weeks to process. Major Subdivisions must receive Concept Plan approval from the Planning Board, and Preliminary Plat approval from the Board of Commissioners. It takes a minimum of about 4 months to receive preliminary plat approval. ` The time and costs to the applicant /developer; and the County, are not proportional to the number of lots being created. A six -lot subdivision will require approximately the same amount of time and work as a 25 -lot subdivision. It is' likely however that the larger subdivision will involve more substantive issues or concerns. Analysis: Between November,. 1986 and October 1989, 90 preliminary plats were approved by the Board of County Commissioners, ranging in size from 1 lot to 56 lots. Figure 1 shows the distribution of these 90 subdivision by number of lots. The average number of lots per subdivision is 11. The median number of lots per subdivision is 7. Differences between the Planning Department recommendations to the Planning Board, and the final decisions by the Board of, Commissioners were analyzed. Results of the analysis are as follows: J 25 Attach 8 The Board of County Commissioners (BOCC) approved 69% of the subdivisions without any changes to the Planning Department recommendation. The final approval of the remaining 31% of the subdivisions involved some modification of the staff - recommended conditions. Those changes were categorized into three groups; Technical, Substantive, or Addressed through Policy /Procedure /Ordinance provisions (See Table 1). Technical Changes: Changes which involve standardized requirements or plat format, and would have been addressed prior to Final Plat approval (See Table 2). Policy /Procedural /Ordinance changes: Changes which nvolved issues which have since been clarified. Policy or Ordinance cuidance now exists, and is incorporated into project review. Future changes involving these issues are unlikely (See Table 3). Substantive Changes: Changes which have some effect on the subdivision design or function. These changes may not have been included in the final approval in absence of direction from the BOCC. Some of the changes are much 'more sicnificant than others, but all are substantive in some way. Changes for which it was questionable as to whether the "Substantive" or "Policy /Procedure" category was most appropriate were considered "Substantive" (See Table 4). M Table S shows the distribution, by size, of the subdivisions which were changed by the BOCC. Of the 14 subdivisions in which Substantive changes were made, 10 contained 11 or more lots. Only 4 Substantive changes occurred in subdivisions with less than 11 lots. This represents only 6.4% of the subdivisions in that size range. By comparison, 36% of the subdivisions with more than 14 lots involved Substantial changes. Technical and Policy /Procedure chances, on the other hand, are more predominate where a small r_umber of lots is involved. Figure 1 shows the distribution of the three categories according to subdivision size. Zonclusion: An extraordinarily high percentage (93.4 %) of subdivisions approved by the BOCC containing less than 11 lots involve no substantial change from the Planning Attach 8 Department recommendation. The costs of processing these subdivisions through the major subdivision process is high, both to the applicant and to the County. Applicant costs include increased fees, more costs for plat preparation, and time (at least 4 months). Costs to the County include staff time for agenda preparation and meeting attendance, Planning Board /BOCC meeting time, and administrative costs for review, copying, and preparation of minutes. Recommended Changes: Allow the creation of up to 10 lots through the minor subdivision process. Planning Department review procedures can be adjusted as needed. J� FIGURE 1 MINOR SUBDIVISION BREAKPOII\TT ANALYSIS NUMBER OF SUBDIVISIONS 3� a$ 25 20 15 10 5 i 4 -7 B -10 11--15 16 -25 25 -40 40+ LOTS PER SUBDIVISION PROCEDURAL c T SUBSTAhTI« TECHNTCAl — TOTAL 27 Attach 8 Attach 8 PRELIMINARY PLAT APPROVALS: 1986 -1989 PER STAFF REC # LOTS NAME N 2 Lake Woods, L. 9 N 2 Lynwood Acres, recomb. N 2 Dal -Rae Forest (second) N 2 Lake Woods, Ph. 2 N 2 James Nark Vine N 3 Manor Hill, Phase 2 N 3 Larry W. Melton N 4 Theodore Parrish N 5 Hilary Corner N 5 Waxstaff Park N 6 Mel -Oak Estates, Ph. 4 N 8 Albert Reaves Estate N 9 Meadows of Eno, S. 1 N 9 Rocky Run .N 10 Oak Hollow N 10 Setter Run. S. 2 N 11 Homestead Hills, Phase 2 N 12 Boulder Bluff N 14. Quailview N 20 Delvin Woods N 22 Sable Run N 27 Eno River Estates (2) N 27 Eno, River Estates (1) r.... N 35 San -Reba Woods N 36. St. Thomas Woods N 38, Oak Crest N 56 La Mesa N 59 Piney Mountain Count: 28 Y 1 Archie Graham Y 1 Anthony Richards Y 1 Richie's Woods Y 1 Mel -Oaks, Ph2, L23 Y 1 Kathy Kennedy Y 1 Sally Feather Y 2 Grampian Hills - S. 3 Y 2 H. Edward Wright Y 2 Thomasina Hall Y 2 Torian Estates Y 2 Creek Side Y 2 Thomas Jefferson Y 2 Acres of New Hope - Y .2 J.D. Terry Y 2 Pine Forest II Y 2 Trails End Y 3 October Woods Y 3 Fox Run Annex -, Y 3 Hunters Woods i Y 3 Lea's Landing Page 1 28 ` PRELIMINARY PLAT APPROVALS: 1986 -1989 PER STAFF REC # LOTS hAMEE Y ------ 3 ------------------------ Jack Gates Y 4 Yost - L. 101 Y 5 Turtledove Y 5 Ram's Woods (Revised) Y 6 Homewood (Cluster) Y 6 Sycamore Hill Y 6 Durell Dobbins Y 6 McAdams Estates, S. 2 Y 6 Lake Hogan Lane Y 7 Ram's Woods Y 7 Dal -Rae Forest Y 7 Chestnut Woods Y 7 Five Forks Y 7 Eagles Chase Y 7 Hickory Grove Y 8 Red Hill Estate Y 8 Sunnyfield Y 8 Stratford Green Y 8 Falling Cedars Y 9 Blueberry Hill Y 9 Winton Place Y 9 Saddle Creek _.Y 9 Moreland Y 9 The Country, Plan B Y 9 Lloyd Y 9 Deerfield Crossing Y 12 Woodbrooke Y 13 Blackwood Forest Y 13 Charter Meadows, S. 3 Y 14 Sunset Ridge Y 14 Eagles Chase, Ph. 2 Y 14 Oak Rise, Ph. 2 & Ph. 1 Y 16 Four Birches Y 16 Sturbridge Village II Y 17 Nichols Place, S.2 Y 18 Fairfield Estates Y 20 Laws Estate Y 23. Wilson Place Y 31 Chestnut Oaks Y 37 Gatemoore Y 56 Grand Oak Estates Y 59 Piney Mountain (Bevis) Count: 62 Count: 90 Page 2 Attach P 29 Table # 1 CHANGES MADE BY BOCC Attach 8 TYPE OF CHANGE # LOTS N;LME - P (Procedural) -- 2 Lynwood Acres, recomb. P 2 Dal -Rae Forest (second) P 2 Lake Woods, L. 9 P 2 James Mark Vine P 3 Larry W. Melton P 5 Hilary Corner P 8 Albert Reaves Estate P 9 Rocky Run P 10 Setter Run. S. 2 P 11 Homestead Hills, Phase 2 Count: 10 S (Substantive) 4 Theodore Parrish S 6 Mel -Oak Estates, Ph. 4 S 9 Meadows of Eno, S. 1 S 10 Oak Hollow S 12 Boulder Bluff S 14 Quailview S 20 Delvin Woods S 22 Sable Run S 27 Eno River Estates (1) S 27 Eno River Estates (2) S 35 San -Reba Woods S 38 Oak Crest S 56 La Mesa S 59 Piney Mountain Count: 14 T (Technical) 2 Lake Woods, Ph. 2 T 3 Manor Hill, Phase 2 T 5 Waxstaff Park T 36 St. Thomas Woods Count: N Count: 28 i Page 1 30' Table # 2 Attach 8 TECHNICAL CY.ANGES BY BOCC LOTS S NAME 2 Lake Woods, Ph. 2 3 Manor Hill, Phase 2 5 Waxstaff Park 36 St. Thomas Woods DESCRIPTION OF CF..F.NGE Deed needed lot number ommitted Sight Triangle condition can't be met as worded State that stormwater detention area is unsuitable for development Page l 31 ', LOTS 2 2 2 2 3 5 8 9 10 11 i Table # 3 Attach 8 CHANGES ADDRESSED THROUGH NEW POLICIES /PROCEDURE'S NAI2 DESCRIPTION OF CHANGE Dal -Rae Forest (second) Limit access to pr. road ,lames Mark Vine Show nitrification field on mlat Lake Woods, L. 9 Dediate public rec /os' Lynwood Acres, recomb. location of septic field and designation on plat Larry W. Melton Show landhooks, limit access to private road Hilary Corner No further subdivision (pr.road justification) Albert Reaves Estate Show nitrification field on _plat Rocky Run Show stream buffer width, joint driveway Setter Run. S. 2 No further subdivision (pr. road justification) Homestead Bills, Phase 2 Option to dedicate rec /os, or make payment -in -lieu 0 Page 1 32 33 Table # 4 Attach 8 SUBSTANTIVE CHANGES BY BOCC :)TS -- NAME - ---- --- --- - - ---- DESCRIPTION OF CHANGE 4 Theodore Parrish include c -- provision far access 6 Mel -Oak Estates, Ph. 4 A Policyaquestionse rely ated 9 Meadows of Eno, S. 1 to projects with more than one prelim. Dedicate land 10 Oak Hollow in floodplain 12 Boulder Bluff Public Road Change from Class A to Class B 14 Quailview with pullovers Change configuration of 20 Delvin Woods recreation area provide stubout 22 Sable Run No further extension of road. Formation of HOA for maintenence of 27 Eno River Estates 2 ( ) stormwater devices Apply HOA dues to bridge. 27 Eno Raver Estates (1) Donate recreation area to county. Denied the application. 35 San -Reba Woods Address bridge issue before approval. Name roads, include pedestrian easement, add r/w dedication, phase 38 Oak Crest bonding with final plats 56 La Mesa Stubout 59 Piney Mountain Frontage, Upgrade road, signs Post No Swimming Pace 1 OF LOTS TOTAL 0 OF SUBDIVISIONS 1 -3 4 -7 8 - 10 11 - 15 16 -25 25 - 40 40+ J 28 1s 16 9 8 7 4 90 •'s Attach 8 TABLE Af DISTRIBUTION BY SIZE OF SUBDIVISIONS CHANGED BY sOCC PERCENTAGE OF TOTAL # # WITH SUBSTANTIVE PERCENT WITH TOTAL SUBDIVISIONS CHANGED CHANGES SUBSTANTIVE CHANGES 31% 7 0 0 20X 4 2 12% 18% 5 2 13% 1 CM 3 2 22% 9% 2 2 25% 8% 5 4 57X 4% 2 2 50% 100X- 28 14 COLEMAN, BERNHOLZ, Attachment # 9 BERNHOLZ, GLEDHILL $ HARGRAVE ATTORNEYS AT LAW P.O. DRAWER 1529 129 E. TRYON ST. HILLSBOROUGH, NC 27278 919 - 732 -21% 919- 942 -8000 March 28, 19 9 0 FAX 919 -732 -7997 CHAPEL HILL OFFICE SUITE 300, THE CENTER 1506 E. FRANKLIN STREET CHAPEL HILL, NC 27511 919 - 929 -7151 MS. Beth McIver FAX 919. 929 -3892 Planner ALONZO B. COLEMAN, JR. Orange County Planning Department STEVEN A. BERNHOLZ ROGER 306F Revere Road GEOFFREY E, GLE E, E GLE DH ILL Hillsborough, North Carolina 27278 DOUGLAS HARGRAVE G, NICHOLAS KIM K STEFF NERt.1AN Re: Temporary Electric Power Ordinance NATHANIEL E. CLEMENT MARILYN E. TOMEI JOE L. WEBSTER Dear Beth: TERRY G. HARN JANET B. DUTTON Of Counsel Enclosed you will find a draft Temporary Electric Power Ordinance, redrafted BONNER D. SAWYER (1902 -1972, from the version drafted by Planning g Staff and you and delivered to us b y you on January 30, 1990. We have incorporated some of the provisions of the proposed changes to the North Carolina Building Code, as outlined in the letter to Mr. Sam T. Snowdon from Mr. Lee-Hauser, P.E. dated February 8, 1990. In general, however, the proposed changes to the Code relating to temporary power do not Provide sufficient standards for determining when temporary power is appropriate. Therefore, we recommend that, even if the Code is amended to include Provisions for temporary power, the County.still regulate temporary power by ordinance. If the Code is so amended, please send us a copy of the adopted amendments. We have changed a few provisions in the Staff's draft and wish to call these changes to your attention. We have made the maximum life of a temporary power Permit 15 days because we can think of no reason why an applicant.would need temporary power for any longer period. Temporary power for a longer period would not be truly "temporary" within the meaning of the Ordinance. Also, we'have deleted the appeal provision in the Staff's draft and made an Inspector's or the Director's decision on an application final. We have crafted the Ordinance to provide for temporary electric power only in specified circumstances. Basically, temporary power will be appropriate only where the circumstances present in Section 5(a) of the Ordinance are present and only then if saw service is unavailable. (In that regard, we 35 Attach 9 Ms. Beth McIver Page 2 March 280 1990 need your and Gary's assistance in drafting a definition of saw service.) A code - qualified person would make the code - related determinations set out in Section 5(a), then the Director would make the decision to issue the permit or not, as set out in Section 5(b). The Ordinance needs further study, so we suggest we place this matter on a weekly Planning meeting agenda after you have had an opportunity to review the draft. We strongly recommend no further permits issue until,the Ordinance is adopted. The County's authority to regulate temporary power by ordinance is found in N.C.G.S. 5153A -122, the general ordinance- making enabling statute for counties and in 5153A- 352. An ordinance adopted pursuant to 5153A -352 must follow a public hearing. Therefore, a public hearing is necessary prior to the adoption of the Ordinance. very truly yours, 7'L Marilyn E. Tomei MET /lsg Enclosure xc: Marvin Collins 36 Attachment # 10 AN ORDINANCE ESTABLISHING PROCEDURES FOR GRANTING PERMITS ALLowiNG THE USE OF TEMPORARY ELECTRIC POWER CONNECTION WHEREAS, the Board of Commissioners is concerned for the safety and welfare of the citizens of Orange County and for the safety of buildings within the County's jurisdiction, and desires to enact an ordinance regulating temporary electric power in orange County, pursuant to N.C.G.S. 55153A -122 and -352; NOW, THEREFORE, BE IT ORDAINED BY THE BOARD OF COMMISSIONERS OF ORANGE COUNTY as follows: ARTICLE I - Definitions and Intent Sec. 1. Definitions. Unless otherwise specifically provided or clearly required by the context, the following words and phrases shall have the indicated meaning when used in this ordinance: (a) building: any structure or improvement to real estate intended for dwelling, storage or occupancy of any sort; or any structure or improvement to real estate, the construction of which requires a building permit pursuant to N.C.G.S. 51S3A..:357 (b) County: Orange County (c) Department: the Orange County Planning and Inspections Department (d) Director: the Director of the Orange County Planning and Inspections Department. 04 37 Attach 10 (e) Inspector: a person certified by the North Carolina Code Officials Qualification Board to engage in enforcement of the North Carolina State Building Code and related building rules approved by the North Carolina Building Code Council. (f) saw service (g) temporary electric ower: electric service other than saw service provided to a building prior to the issuance of a certificate of occupancy for that building. Sec. 2. Intent. The intent of this ordinance is to protect and promote the health, safety, and general welfare of the County and its'residents by regulating the issuance of permits for temporary electric power for buildings in the County prior to completion of such buildings. The purpose of the regulations set out in this ordinance shall be to establish safe use of temporary electric power within the County, to provide adequate protection, to secure safety from fire and electric hazards, and to protect surrounding properties from same. The ordinance is further intended to provide a convenience to the County's residents in safe construction of buildings without violating applicable statutes or building codes. A Attach 10 39 ARTICLE II - Application-and Permittin Procedures Sec. 4. Application. Any person desiring a permit for temporary electric power shall apply for same in writing on the form provided by the Department. The application shall be signed by the general and the electric contractors, the mechanical contractor, if any, and the owner of the property in question. The applicant shall indicate which systems are to be energized and shall present written evidence of the suitability of such systems to be operated. Sec.. 5. Standards for Permit Issuance. (a) The application for temporary electric power shall be reviewed by an Inspector, who shall determine that each of the following requirements is met: (1) No permit for temporary electric power shall be issued until the building has passed a final electrical inspection. (2 ) When the building in question is a mobile home, temporary electric power may be used only for construction of steps, porches or decks, and only then if saw service is unavailable. No temporary electric power shall be provided to mobile homes in mobile home parks. (3) If the application for temporary electric power indicates such power is to be used for heating, ventilation and air conditioning systems, a permit may hp ffra„tAA t„ environmental conditions necessary to facilitate the installation of environmentally sensitive materials, or finishes in accordance with the manufacturer's instructions. 3 Attach 10 40 (4). A permit may be issued where the distance between the construction site electrical service and any interior point at floor level is in excess of 200 feet following the most direct route than an extension cord could reasonably be routed. (b) (1) If an Inspector determines that an applicant for temporary electric power has not met the requirements of Section 5(a) above, the Inspector shall deny the permit and return a copy of the application to the applicant, indicating the reasons for the denial. (2) If an Inspector determines that an applicant for temporary electric power has met the requirements outlined in Section.5(a) above, the Inspector shall indicate such on the application, sign the application and transmit the application to the Director. The Director shall grant a permit if he finds that the applicant intends to use temporary electric power for testing and verification of systems in the building or for a purpose authorized in 5(a) above. The Director shall deny*the permit application if he decides that the applicant seeks temporary power for any other reason. (c) The Director's or Inspector's decision to approve or deny an application,_for temporary electric power is final. Sec. 6. Other Conditions on Permits. The following conditions are in effect on all temporary electric power permits issued by the Director: H 41 .Attach 10 (a) The permit shall be effective for a time therein period specified which time period shall be no longer than reasonably necessary to accomplish completion of work necessary for a n no case certificate of occupancy to issue, and i days, to exceed 15 (b) In no case shall any building be occ ie issuance of a y for th certificate of occupanc u P d Prior to e building. (c) The applicant for a temporary be responsible for an d ry electric ower permit shall Y amages or loss resulting from provision of temporary electric power. (d) The applicant for temporary electric responsible power shall be for complying P ying with any conditions on receiving temporary electric power imposed by the provider of service, the electric (e) The building to be provided with tempo shall be maintained i racy electric power n a secure manner such that unauthorized Persons are excluded from the building. All persons wo vicinity of the energized electric - st rking in the system shall be alerted to the Presence of the electricity. All 125 -volt single-phase branch circuits shall have ground -fault interrupter rot branch circuits Protection, except used exclusively for lighting and metallic raceways or otherwise prote routed in cted_ Sec. 7. Permit Revocat- zon. The Director or his designee may revoke a valid temporary electric power permit at any time if he finds that the provisions of this ordinance or any condition placed k" Attach 10 2- on the permit is not being complied with. The Director or his designee shall notify the permit holder in writing within 24 hours of his decision to revoke a permit. The permit holder shall be notified that power is to be disconnected within twenty four (24) hours if final approval on building is not received within designated time period. Notice required by this Section shall be by telephone communication or any other means reasonably calculated to give notice to the permit holder. ARTICLE III - Violations and Enforcement Sec. 8. Violation and Penalties. Any person, firm or corporation performing work on a building or connecting or causing to be connected electric power thereto not in compliance with this ordinance shall be in violation of this ordinance. The-County shall have, as remedies for violation of this ordinance, all remedies authorized by N.C.G.S. 5153A -123. Occupying or allowing the occupation of a building prior to issuance of certificate of occupancy shall constitute a misdemeanor as provided for by N.C.G.S -. 5153A -363'. 6 O D ro m 7 n ro O O 3 -�p 0 o m ro ro �• N ro n a rr - O 1 0 Attachment # 11 > N ::)- N 3 N• 7• rt -. w N � r+ rt � n, rt C• ro (Amn 0 M n Om Cl) C 7 0 -, 0 0 - 7 0 -o -h a -n -n a -, -h Q- room -•0 -•oro ro ro v n m n m n -•ro ,ro ,ro N 3 — - o ro rt 70 _gym (D- (D D \ (l) , , rt ro n- M D rt ro N Q) , ro O 7• ro O/ 7 0 rt o' N ro o n c7 c � v � CD M rt 3 (D CD ro --a In c "0 c-) �o — v 3 7 Ol 3 D ro Cu 3 m CD ro ro v 'i rt ro 7 N , — ro _gym ro (D D (D =1 , , rt Cr Q) , C5* m � Cu X- N N d m n -+ ' O -n -h a. 0 O ro ro n , ro N 3 M rt C-) 'v O M O CL -• -• rr 7 n 0) rt O ;n — ro M , -r C O -• -I Q 3 ro a N rt O 7 cn — ro 7 , -h C O n 3 m J N — n m o N :3 O -0 rr N 0 o O O M' O , N M O 'O rY N ro � - n O O r+ O c O -1 _0 O O CD rt N , , -- < a O N• O , Storage 43 m x N Ma �MM N C7 O 3 N v CD IN 3 CD rr -1 0 O �o — v 3 y O 7 , Cu 3 m CD ro ro — — ro N N d m n -+ ' O -n -h a. 0 O ro ro n , ro N 3 M rt C-) 'v O M O CL -• -• rr 7 n 0) rt O ;n — ro M , -r C O -• -I Q 3 ro a N rt O 7 cn — ro 7 , -h C O n 3 m J N — n m o N :3 O -0 rr N 0 o O O M' O , N M O 'O rY N ro � - n O O r+ O c O -1 _0 O O CD rt N , , -- < a O N• O , Storage 43 m x N Ma �MM N C7 O 3 N v CD IN 3 CD rr -1 0 O r n O T ro ro n ro A 0 O 3 o O 0 (D -e Attachment # 12 N rn n C M O 'a -,"a M o m C_ n to O 1 rn ormn dme-r or) o T70 „moo -"T 4 TTd -nT a •o ro •o ro -•O ro " Cu m 3 M i CD a 7 �~ Reception Area Reception- ist —.�.� Permits Coordi- ." nator C — � n — C i ro n 0 .. 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C 0 O W � N O 1 Storage W, 0 n a r•. 0 0 4C 23 r•M 0• rF 0 cp to n 0 N CD LV P4 a CD O •-w U1 44 fi O R A N G E C O V N T Y BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: APRIL 17, 1990 Action Agenda Item # =)(- SUBJECT; VIDEO PRESENTATION - -NORTH CAROLINA LOCAL GOVERNMENT DEPARTMENT: COUNTY MANAGER PUBLIC HEARING: Yes _X —No ATTACHMENT(S): INFORMATION CONTACT: MANAGER'S OFFICE -- EXTENSION 501 TELEPHONE NUMBERS: Hillsborough - 732 -8181 Durham - 688 -7331 Mebane - 227 -2031 Chapel Hill - 967- 9251/968 -4501 PURPOSE: To review a video presentation developed by the North Carolina City- County Management Association for use by ninth grade classes in all North Carolina High Schools. BACKGROUND: The purposes of the video are: 1. To make students more aware of the role of local government in their lives; 2. To promote the idea of public service as a valuable career choice and a worthy occupation; 3. To give students an idea of how local government can help meet their needs and how they in turn can participate in the process. RECOMMENDATION: 1 1 ORANGE COUNTY BOARD OF COMMISSIONERS Action Agenda Item No. �LA ACTION AGENDA ITEM ABSTRACT Meeting Date: April17, 1990 SUBJECT: Work Plan for establishing the need for additional Senior Center Space in Chapel Hill DEPARTMENT: Aging /Adv. Board on AgingPUBLIC HEARING YES: -NO: X ATTACHMENT(S): Work Plan INFORMATION CONTACT: Jerry - Passmore Robert Seymour, Vice Chair TELEPHONE NUMBER - Hillsborough - 732 -8181 Chapel Hill - 968 -4501 Mebane - 227 -2031 Durham - 688 -7331 PURPOSE: To approve the work plan for establishing the need for additional senior citizens facility space in Chapel Hill. BACKGROUND: At the County Commissioners'1990 -91 Goals /Objectives Retreat in January, they adopted the goal to determine the need for an additional senior citizens center space in Chapel Hill, specifically raised by the Orange County Advisory Board on Aging. The County Commissioners directed the Department on Aging staff and Advisory Board on Aging to prepare and submit a work plan for its approval to deal with this issue. The work plan proposes a joint Town of Chapel Hill and County Task Force and a work plan with both a short term and longterm objectives. RECOMMENDATION(S): Approve and appoint one or two representatives to Task Force. 2 WORK PLAN FOR ESTABLISHING THE NEED FOR ADDITIONAL SENIOR CENTER SPACE IN CHAPEL HILL GOAL - Determine feasibility of establishing an additional Chapel Hill Senior Center Objective - To create a Town /County Task Force to identify scope of services and location. BACKGROUND Issue - Orange County /Chapel Hill needs to increase its capacity (policy /service design) to respond to the service needs of the increasing older (60 +) population composed of varied groups with vastly different needs. Significant External and Internal Factors A. Demographics of Aging.are changing: (1) increasing overall number (especially the old -old) in Chapel Hill, (2) increasing concentration of older persons toward north and east side, (3) increasing diversity of elderly from low- income to high income, widowed, minority, newcomers, active "Frisky" to severely impaired "Fragile" elderly. B. Service System continues to be affected by several factors: (1) lack of highly visible, identifiable facility (s) to meet the multiple needs of a diverse elderly population, (2) creation of additional services /resources by community agencies, (3) lack of programming space for seniors by the Chapel Hill Parks & Recreation Department and the Department on Aging, and (4) increased interest in joint planning for the elderly by public and private agencies. C. Older person's perception of county /city services has changed: seen more as a right to be guaranteed to all. CREATION OF A TOWN /COUNTY TASK FORCE Proposed Composition - The Orange County Commissioners, Chapel Hill Town Council, Chapel Hill Parks and Recreation Commission, Orange County Advisory Board an Aging will each select one or two representatives. At -large representatives would be Robert Seymour and Betty Landsberger, totaling ten Task Force members. support staff to the Task Force will be Jerry Passmore, Dept. on Aging and Mike Loveman, Chapel Hill Recreation. E PLAN OF ACTION Short Term 3 A. Prepare a Feasibility Proposal involving the leasing of senior center space for a three year period (a new Southern Orange Government Center including senior space will not be constructed before then), as well as necessary center personnel, proposed services (both group and individual activities and services) and cost sharing arrangements. Completed by May 1, 1990 B. Hold Public Meeting on Proposal Review findings and if positive pursue rental of space, renovations, and staffing. Long Term C. Study Long Term plans of the County and Town for meeting the range of services needed by Chapel Hill elderly. D. In light of County /Town plans, develop and submit a Long Range Plan for serving Chapel Hill area elderly citizens to the Chapel Hill Town Council and the Orange County Commissioners. FN:E- chCtr.doc O R A N G E C 0 U N T Y BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date April 17, 1990 Action A ends Item #B SUBJECT: NCDOT TRANSPORTATION IMPROVEMENT PROGRAM (TIP) DEPARTMENT: PLANNING PUBLIC HEARING Yes _x —No ATTACHMENT(S): INFORMATION CONTACT: Gene Bell Chapel Hill Request Carrboro Request Hillsborough Request TELEPHONE NUMBERS: BOCC Resolution of 3 -5 -90 Hillsborough - 732 -8181 Durham - 688 -7331 Mebane - 227 --2031 Chapel Hill - 967 -9251 PURPOSE: To consider endorsement of proposed transportation system improvement requests by the Towns of Chapel Hill, Carrboro, and Hillsborough and to authorize the Chair of the Board to support the requests before the North Carolina Board of Transportation. BACKGROUND: The N.C. Board of Transportation adopts annually a a multi -year Transportation Improvement Program (TIP) outlining needed transportation improvements and the method and schedule for funding such projects. Prior to adopting the Program, the Board of Transportation conducts a series of meetings around the state to obtain advice from local officials and citizens on needed improvements. A public hearing will be held May 8 for officials and citizens in District 7, the district in which Orange County is located. The hearing is scheduled from 12:00 - 5:00 pm at Alamance Community College in Haw River. The campus is located on the south side of I -85 at Exit 150. Representatives from each of the municipalities will be presenting their requests for highway improvements to the Board of Transportation. Each year, the Chair of the Board of Commissioners, or his designee, has attended the hearing and spoken in support of each municipality's request as well as other needs which Commissioners have identified. t.� A coordinated effort to support projects within Orange County increases the likelihood of specific projects being included in the TIP, particularly when improvement needs are great and funding sources limited. RECOMONDATION: Authorize Commission Chair or designee to attend Transportation Improvements Program hearing and speak in support of improvement needs identified by municipalities as well as those identified by the County. The Administration also recommends that the attached resolution approved by the commissioners on March 5, 1990 be submitted as part of the public hearing record. DK10:TIP90.DOC TOWN OF CHAPEL HILL - ------------------------------------------- HIGHWAY IMPROVEMENT REQUESTS t-------------------------------------- - - - - -- . Priority listing of needs by eligible Federal funding source: FY 90 -91 FEDERAL AID FUNDS Priority Primary Secondary Urban Transportation System Management 1 Construct park and Construct Sage Rd ride facility along Extension DS 15 =501 from existing Weaver at I -40 Dairy Road to Erwin Road 2 Construct park and Build Laurel Hill Widen and improve Parkway from US US 15 -501 from Smith Level Road to Franklin Street to MC 54 along a new the I.40 interchange alignment 3 Widen and improve US 15 -501 from Franklin Street to the I -40 interchange Improve and extend 4 'Widen and improve US 15 -501 from the US 15 -501 Bypass to the Chatham county line Extend Weaver Dairy Road from Homestead Rd to MC 86 Widen and improve Mt. Carmel Church Rd, from US 15 -501 to Chatham County line "Widen and improve MC 86 from Homestead Road to the I -40 interchange Widen existing Sage Road, 2 -lane segment north of 15 -501 Widen and improve Weaver Dairy Road from Sage Road Extension to MC 86. Widen and improve Old Durbam- Chapel Hill Road from U.S.15 -501 to 1 -40 ' This project is included in State TIP for Project Planning Improve Franklin /Estes intersection Improve left turn storage a Raleigh /Country club intersection and complete radius improvement at Franklin /Raleigh Improve left turn storage at Franklin/ Boundary intersection and resignalize Complete radius improvement at various intersections including Franklin /Elliot, Estes /Curtis and Rosemary/ Columbia " This project is included in the State TIP for Planning and Right of Way protection. The 15 -501 Bypass, South Columbia Street and computerized traffic signal system have already been included for funding in the State's TIP and will continue to be Town improvement priorities. 3 TUNN OF CHAPEL HILL +------ - - - --- -- _-- ---- ---------- .-- - - - --+ BIIEWAYS IMPROVEMENT REQUESTS +------------------ •------------------- - - -- -+ Fy 90 -91 PRIMARY PROJECTS 1 Estes Drive: Widen shoulders from Airport Rd to Caswell 2 Franklin Street: Widen off -road hikepath, Hillsborough to Plant Road 3 Complete the Bolin Creek Bikeway from Elizabeth Street to Franklin St. 4 Old Durham Road: Widen shoulders from Scarlette Road to Pope Road 5 Erwin Road: Widen shoulders from OS 15-501 to Weaver Dairy Road 6 Culbreth Road: Widen shoulders from Smith Level to 15 -501 South 1 Erwin Road: Widen shoulders from Weaver Dairy Road to County line 8 Booker Creek Bikeway 9 Construct bicycle bridge over Morgan Creek, between Arboretum Drive and Ashe Place INCIDENTAL PROJECTS 1 South Columbia: Include bikeway in widening project, Bypass to Manning Drive 2 Airport Road: Include bikeway in widening project, Homestead Road to I -40 3 OS 15 -501 South: Include bikeway in widening, Morgan Creek to County Line. 4 I CHAPEL HILL TRANSPORTATION IMPROVEMENT PROGRAM PUBLIC TRANSPORTATION ANNUAL ELEMENT FY 90 -91 The following annual element of the Transportation Improvement Program shows items included in the Chapel Hill Transportation and Planning budgets as recommended for FY 90 -91. Elements of the Town's Capital Improvements Program also are included. Local budget figures shown in this document are now under consideration and are subject to approval by the Chapel Hill Town Council. I. Transit Projects Transit projects fall into three categories: planning, capital and operations. These categories are described below and their costs are listed in Tables A and B. A. Planning. The Town proposes using UMTA Section 9 and Section 8 funds for routine transit planning activities as described in the urban area's Unified Planning work Program. Planning activities are included in Table A -1. B. Capital Purchase of Two Support Vehicles The Town proposes to purchase two sedans for Operations relief and supervisory functions. The two cars will replace two 1985 Ford LTD Sedans which have been in service for 5 years. Replacement of these vehicles at this time meets UMTA's minimum useful service life requirements as set forth in UMTA Circular 9030.1A. The cars are budgeted at $11,500 each with ten percent contingency added. Purchase of Two Handica ed Accessible Vans The Town proposes to purchase two handicapped accessible vans to replace two 1986 Dodge Ram 350 vans which currently (2/90) have odometer readings of 92,731 and 102,084 miles. Both vehicles will have been in service for over four years and will have over 100,000 miles by the time new vans arrive in the spring of 1991. Chapel Hill Transit E -Z Rider Service (dial -a -ride elderly and handicapped service) uses four vehicles on a daily basis. Currently, there are four vans in use with one spare van being added in the Spring of 1990. The vans are budgeted at $27,000 each with ten percent contingency added. 1.1 Associated Capital Maintenance Items Chapel Hill Transit operates advanced design coaches. All items to be purchased meet the " 1/2 of 1 percent" minimum threshold value for associated capital maintenance items as indicated in UMTA Circular 9030.1A. The following items will be purchased. Unit Extended Quantity Item cost Cost 8 Engine /rebuilds $11,000 $ 88,000 8 Air conditioning compressor rebuilds 1,200 9,600 10 Front suspension rebuilds 2,000 20,000 15 Coach floor replacement 1,500 22,500 N/A Tires and Tubes N/A 60,462 10 Transmission rebuilds 3,500 35,000 TOTAL $235,562 Land Accru isition for 15 -501 South Park Ride The 15 -501 South Park /Ride Lot will be constructed on a portion of a larger tract of land purchased by the Town's Recreation Department for development as a Town park, Fire station and the Park /Ride site. Chapel Hill Transit is operated through the Transportation Department of the Town. Funds used for transit operations are segregated and accounted for as a separate enterprise fund from the general operating fund of the Town. A separate tax authority provides local funds for transit. As part of the Park /Ride Lot project costs, the transit system must pay for their portion of the land. The total tract of eighty acres was purchased with bond funds authorized for purchase of park and open spaces for an average cost of $22,500 per acre. The Park /Ride site will use four acres; the land acquisition cost will be $90,000. The required independent appraisal will be done to verify the land value. It is anticipated that the appraisal value on the four acre park /ride lot will be higher than the purchase price since it is located on a prime section of the larger tract with road frontage along two boundaries. The Town has agreed to accept as reimbursement, the original purchase price on a per acre basis, for the Park /Ride site. Construction of Park Ride Lot Also included in the capital program is the construction of a park and ride facility in conjunction with the development of the Town's Southern Park. This park and ride lot is anticipated to accommodate approximately 400 vehicles. The proposed location of this facility along the U.S. 15 -501 South corridor is consistent with the Town's Comprehensive Plan and Short Range Transit Plan which call for developing a series of park and ride lots along congested corridors. A survey of employees working at the University of North Carolina and North Carolina Memorial Hospital indicated that approximately 1,100 lived in areas to the south of Chapel Hill and used U.S. 15 -501 South as their route to work. Continued expansion of employment in this University area and related increases in Hospital patient traffic and Town Center employment will result in increased use of this corridor. Current projections indicate that U.S. 15 -501 will carry over 30,000 cars per day by 2010. Existing traffic along the U.S. 15 -501 South corridor has resulted in significant congestion, particularly during peak hours in the Town Center /University area. The development of a park and ride facility at the Town's- southern Park will allow Chapel Hill Transit to provide more convenient transit service to the University/ Hospital /Town Center area. Working in cooperation with the University and Hospital administration, use of the park and ride facility by daily commuters will be encouraged. It is anticipated that continuing shortages of parking in the University /hospital /Town Center area will result in strong demand for park and ride, similar to demand experienced along other corridors within the Town. Electronic Fareboxes Chapel Hill Transit has started a program to upgrade the revenue collection system. The fourteen new buses which will be received in August, 1990 will be equipped with electronic fareboxes. The decision was made to put electronic fareboxes in the new buses because the manufacturer of the Duncan Model 10000 farebox, currently in use by CHT, advised that it is obsolete and parts will not be readily available for repairs. They also stated that the cost of the non - registering fareboxes would be more than electronic fareboxes. CHT proposes to unify the revenue collection equipment by replacing the Duncan Model 10000s on the rest of the bus fleet. Forty -three fareboxes were purchased in 1980 and are becoming unreliable and prone to mechanical failures; five additional fareboxes were purchased in 1986. The electronic farebox system will improve revenue and data collection. The additional data provided by the electronic farebox system will provide enhanced security and accountability. Numerous reports can be generated from the electronic farebox system that will assist in operations such as transaction summaries by run and route; daily, monthly ridership reports, and driver history reports. Thirty -eight electronic fareboxes will be needed to standardize the fare collection system. A new vault must also be purchased to accommodate the cash boxes in the electronic system. The existing vault was purchased in 1980 and is requiring constant maintenance to operate efficiently. The estimated cost to complete the conversion to electronic farebox system is $225,000. The Duncan 10000s will be disposed of in accordance with UMTA disposition regulations. Table A -2 lists anticipated capital and planning budgets for FY 1991 -92 and 1992 -93. These programs are subject to future revision. C. Operations. Chapel Hill Transit currently operates 15 transit routes, providing annual fixed route service to nearly 2 million riders. In addition, the regular fixed route service is supplemented with demand responsive services. Through the first six months of the 1989 -90 service period, fixed route transit ridership has increased 14.6% over the same period last year, while total ridership has increased 13.5 %. Some minor adjustments to routes and schedules due to changes in passenger demand are anticipated for the 1990 -91 service period. Some additional service is anticipated along existing Town routes, including service to the NC 54 park and ride lot. No increase is being recommended, at this time, for regular fare or pass prices in the coming year. However, evaluation of the projected budget and Federal funding levels is continuing. Current fare and pass prices are shown below: Bus Fares Adult (Peak /Off Peak) Youth & Senior (Peak /Off Peak) Bus Pass Prices 12 month 9 month 6 month 3 month 40 ride pass Current Rates $.50 $.25 $135.00 $109.75 $78.75 $42.25 $17.00 8 h II. Youth, Senior (including any holder of a Medicare card) and handicapped passes are 50% of the above rates. E -Z Rider fares equal the respective adult fares. (E -Z Rider provides demand- responsive service to persons who are unable to use the fixed route service.) Private Sector Participation Chapel Hill Transit currently contracts with the private sector for the provision of shared ride taxi service throughout the Chapel Hill Transit Service area. This arrangement is expected to continue in the coming service year. Chapel Hill Transit provided an opportunity for the private sector to submit proposals to operate portions of service expansions and additions included in the 1989 -90 service schedule. After review of the proposals submitted, it was determined that the new and expanded service would be most efficiently provided by Chapel Hill Transit. The review of these proposals included evaluation of the cost of the proposed service, assessment of the contractors ability to meet specific criteria regarding equipment and maintenance and ability of the contractor to provide a quality of service comparable with existing service. With the completion of the evaluation process a private service provider protested the decision not to contract with the private sector. This complaint raised a number of questions concerning compliance with UMTA regulations. After reviewing the federal regulations and the Town's evaluation process we have concluded that we are in compliance with all Private Sector requirements. As Chapel Hill Transit considers any modifications of existing routes or additional transit service for the 1990 -91 service period, the ability of the private sector to provide all or a portion of the proposed service will be evaluated. III. Einancial Capacity Chapel Hill Transit is operated through a department within the Town of Chapel Hill. Funds used by the transit system are segregated and accounted for as a separate fund from the general operating fund of the Town. The Town's FY 1989 financial audit shows that the Transportation fund is in good financial condition. The balance sheet, (Attachment 1) shows a strong cash position, high working capital ratios and low long term debt. Current assets of $1,321,790 exceed current liabilities of $204,228 by $1,117,562. Overall, the Town of Chapel Hill has a strong financial position and has experienced significant growth in its tax base over the past ten years. 37 10 Chapel Hill Transit relies on a combination of operating and non - operating revenue to fund transit operations. Operating revenue from farebox and pass sales has increased approximately 60% during the five year period from 1984 -85 to 1988 -89, from $661,984 to $1,078,344. Non - operating revenue include ad- valorem taxes dedicated to transit service in Chapel Hill and Carrboro, funds from the University of North Carolina and federal transit operating assistance. Attachment 2 compares the transit system's expenditures and revenues over the past several years and provides the revenue cost ratio between total expenditures and operating revenue. In FY 1988 -89 the Town recovered 31% of expenditures from operating revenues. This represented a slight decrease from the 34% recovery level of the previous year. There was a significant increase in new service during FY 1988 -89. The overall productivity of transit service will continue to be evaluated and route changes or modifications will be proposed to maximize efficiency. There is strong local support for the Chapel Hill Transit system. The Town's local share comes from a special ad- valorem property tax, approved by referendum in 1974, which allows up to $.10 /$100 valuation of property for support of transit operations. The current levy is 3.0 cents, although this assessment could be raised to the full 10 cents if conditions warranted. There is no expiration on this taxing authority. The Transportation Fund had a fund balance amounting to $501,159 for the year ending June 30, 1988. A significant amount of this balance, $298,000, was appropriated to match the current year's (FY 1989 -90) transit capital program. After appropriating funds for this capital match, the fund balance for the year ending June 30, 1989 was reduced to $440,000. This will provide a cash -flow reserve for routine operating costs and could be used as local match for future capital grants. The University of North Carolina and Town of Carrboro also provide local funds for the operation of the transit system. The amount paid by each is determined annually by a formula which allocates system -wide net costs by jurisdiction of boardings and the type of fare paid. Contracts are negotiated annually with each jurisdiction and reflect any changes in service requested by that jurisdiction. "Memorandums of Understanding" were signed by the University in 1985 and Carrboro in 1987 with the Town of Chapel Hill, expressing their commitment to continued support of the transit system and indicating their willingness to provide funding for future transit services. These memorandums cover a five -year period. The University sells passes to faculty, staff and students under their contract. Revenues from the sale of passes to these individuals is reported as system operating revenue. Payments for the allocated net cost for transit service come from internal University funds. Carrboro began purchasing transit service in FY 1977/78 with federal revenue sharing funds. In 1980, Carrboro voters approved a $.10 /$100 valuation ad- valorem property tax dedicated to funding transit services. The current levy in Carrboro is 3.4 cents. The projected FY 1990/91 Chapel Hill Transit operating budget, with total expenses of $4,287,419, is anticipated to be funded through $1,166,933 in operating revenue, $1,560,243 in Urban Mass Transportation Administration Section 9 funds (if available from the N.C. Governor's Allocation Fund), and $1,560,243 in local revenue (Table B -1) . Local contributions from the Town of Chapel Hill for capital and planning projects will come from the Transportation capital reserve fund balance. Tables B -2 and B -3 project anticipated Chapel Hill revenues and expenditures for FY 1991-1992 and FY 1992--93. The amount of Section 9 funds which will be available in the future to the cities in North Carolina in the Governor's- Allocation is uncertain. It appears that funding will be limited and will be distributed by the State based on FY 1988 operating deficits. Given the probability that there will not be sufficient federal funds to cover fifty percent of the operating deficit, the Transportation staff is looking at alternatives which will reduce the need for federal funding. The alternatives being considered include: increasing user fees to generate more operating revenue, decreasing costs of operating the system, eliminating unproductive service, and increasing local taxes and other revenues available to the transit system. A combination of measures will most likely be used to cover a shortfall in federal operating funds. Local support for transit within the Towns of Chapel Hill, Carrboro and the University continues to be strong with local financial resources available to draw. on to fund the operating deficit. As the availability of federal funds and the State's plans for allocating funds are clarified, the Town will develop more definitive plans for long range funding needs. Long -range forecasting of operating, capital and planning funding needs is done through several documents within the Town. Five year projections of funding needs are prepared annually for submission to the N.C.' Department of Transportation, Public Transportation Division. The Town also prepares an annual element to its Capital Improvement Program which includes all transit capital projects and forecasts additional capital needs for a five year period. This document is reviewed and approved by the Town Council. Based on the probability of limitations on federal funding, the five -year capital program was closely evaluated for areas that could save money. Several projects were moved out, including the 11 12 replacement of 16 buses scheduled on a 12 year service life for replacement in 1992. A revised vehicle life cycle of 14 years was adopted. The 1987 -1993 Chapel Hill Transit Short -Range Transit Plan was approved in 1988 by the Town's Transportation Board. This Plan provides an assessment of current service and anticipated funding, capital and service needs for a five year period. Also currently under review by the Town is the Transportation Report to the Town's Comprehensive Plan. This report discusses possible service and capital improvements for a 15 to 20 year period. The recommendations included in the SRTP have been incorporated into the Town's Capital Improvement Program and Comprehensive Plan. The 1987 -1993 SRTP was updated in 1988 to reflect programmatic changes. Annual updates to the approved SRTP will be prepared and will reflect changes in those capital and operating projections previously anticipated, including availability of federal and State financial assistance. TABLE A -1 TRANSIT CAPITAL AND PLANNING ACTIVITIES FY 90 -91 Project Description 1 Transit Planning 2 Replacement of 2 Support Vehicles 3 Replacement of 2 Handicapped Vans 4 Associated Capital Maintenance Items 5 15 -501 South Park and Ride Land Acquisition 4 15 -501 South Park and Ride Construction 5 Transit Equipment: Revenue Collection TOTAL UMTA Local State Federal Funding Total 8,783 8,783 58,264 Sec9 12,000 Seca Total 87,830 2,530 2,530 20,400 Sec9/ 25,300 3 5,940 5,940 47,520 Sec9/ 59,400 3 23,557 23,556 188,449 Sec9/ 235,562 3 9,000 9,000 72,000 Sec9/ 90,000 3 51,000 51,000 408,000 Sec9/ 510,000 3 22,250 22,250 180,000 Sec9/ 225,000 3 123,310 123,309 986,473 1,233,092 Section 9 974,473 Section 8 12,000 13 TABLE A--2 TRANSIT CAPITAL AND PLANNING ACTIVITIES PROJECTED Project Description 1 Transit Planning 2 Associated Capital Maintenance Items 3 Architect /Engineering Design: NC 86 Park and Ride 4 construction of NC 86 Park and Ride Facility 5 Architect /Engineering Design: 15501 Park and Ride 5 Purchase 10 New Buses 6 Replacement of 3 Support Vehicles 7 Purchase of 2 New Support Vehicles 8 Construction of Maintenance Expansion. 9 Town Center Transfer Facility Feasibility Study TOTAL 1991 -92 1992 -93 90,000 90,000 200,000 200,000 62,500 605,000 62,500 1,777,000 36,000 12,000 940,000 40,000 $1,380,500 $2,734,500 14 • I TABLE B -1 TRANSIT OPERATIONS FY 90 -91 Total Operating Expenses * $4,287,419 operating Revenues UNC Passes 550,000 Farebox, Town Passes, Misc. 616,933 Total Operating Revenues 1,166,933 Operating Deficit Local 1,560,243 State 0 Federal (UMTA Sec. 9) 1,560,243 Total Deficit 3,120,486 Total Revenues $4,287,419 *Eligible for federal assistance This projection assumes a continuation of existing service levels. It does not include any changes in service levels or additional service that may be requested by the public, UNC or Carrboro. 15 16 TABLE B -2 TRANSIT OPERATIONS PROJECTED FY 91 -92 Total Operating Expenses * $4,458,915 Operating Revenues UNC Passes 572,000 Farebox, Town Passes, Misc. 642,610 Total Operating Revenues 1,213,610 Operating Deficit Local 1,622,653 State 0 Federal (UNTA Sec. 9) 1,622,652 Total Deficit 3,245,305 Total Revenues $4,458,915 *Eligible for federal assistance This projection is based on the projected 1990 -91 operating budget with a 4% increase. TABLE B -3 TRANSIT OPERATIONS PROJECTED FY 92-93 Total Operating Expenses Operating Revenues UNC Passes 594,880 Farebox, Town Passes, Misc. 668,314 Total Operating Revenues 1,263,194 Operating Deficit Local 1,687,039 State 0 Federal (UMTA Sec. 9) 1,687,038 Total Deficit 3,374,077 Total Revenues *Eligible for federal assistance $4,637,271 $4,637,271 This projection is based on the projected 1991 -92 operating budget with a 4% increase. 17 18 A RESOLUTION AUTHORIZING SUBMISSION OF THE TOWN OF CHAPEL HILL'S ANNUAL TRANSIT ELEMENT TO THE DURHAM- CHAPEL HILL - CARRBORO TRANSPORTATION ADVISORY COMMITTEE FOR INCLUSION IN THE TRANSPORTATION IMPROVEMENT PROGRAM (90- 3- 26/R -2) WHEREAS, the Town of Chapel Hill is required to submit an annual transit' element to the Durham - Chapel Hill - Carrboro Transportation Advisory Committee; and WHEREAS, the Town of Chapel Hill's annual element will be included in the regional Transportation Improvement Program; NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel, Hill that the Council hereby requests that the Transportation Advisory Committee includes the attached Chapel Hill annual transit element to the Transportation Improvement Program for the Durham- Chapel Hill- Carrboro Urban Area. This the 26th day of March, 1990. I A RESOLUTION AUTHORIZING SUBMISSION OF RECOMMENDATIONS FROM CHAPEL HILL TO THE NORTH CAROLINA BOARD OF TRANSPORTATION FOR THE NORTH CAROLINA TRANSPORTATION IMPROVEMENT PROGRAM (90-3 - 26/R-3) WHEREAS, it is the policy of the Town of Chapel Hill to develop a system of major thoroughfares which will provide access to and between major neighborhood centers and which will be integrated with inter -city movements; and WHEREAS, it is the policy of the Town of Chapel Hill to discourage through traffic on residential streets; NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill that the Council hereby requests the North Carolina Board of Transportation to include the following road improvements in the State's Transportation Program; A. Federal -Air Primary Funding 1. Construct Park and Ride facility along U.S. 15 -501 at I -40; 2. Widen and improve U.S. 15 -501 from Franklin Street to the I -40 interchange; 3. Improve and extend frontage frontage roads along U.S. 15 -501 from Franklin Street to the I -40 interchange; 4. Widen and improve U.S. 15 -501 from the U.S. 15 -501 Bypass to the Chatham County line. B. Federal -Aid Secondary Funding 1. Construct Sage Road Extension from existing Weaver Dairy Road (S.R. 1733) to Erwin Road (S.R. 1734); 2. Build Laurel Hill Parkway from Smith Level Road to N.C. 54 along a new alignment; 3. Extend Weaver Dairy Road from Homestead Road to N.C. 86; 4. Widen and improve Mt. Carmel Church Road (S.R. 1008) from U.S. 15 -501 to the Chatham County line. C. Federal -Aid Urban Funding 1. Widen and improve N.C. 86 from Homestead Road to the I -40; 2. Widen existing Sage Road, 2 -lane segment north of 19 20 U.S. 15501; 3. Widen and improve Weaver Dairy Road from Sage Road Extension to N.C. 86; 4. Widen and improve Old Durham - Chapel Hill Road from U.S. 15 -501 to I -40. D. Transportation system-Management 1. Improve Franklin /Estes Intersection; 2. Improve left turn storage at Franklin /Boundary intersection and resignalize; 3. Improve left turn storage at Raleigh /Country Club intersection and complete radius improvement at Franklin /Raleigh; 4. Complete radius improvements at various intersections including Franklin /Elliott, Estes /Curtis and Rosemary /Columbia. E. Bikeways PRIMARY PROJECTS 1. Estes Drive: Widen shoulders from Airport Road to Caswell. 2. Franklin Street: Widen off -road bikepath, Hillsborough to Plant Road. 3. Complete the Bolin Creek Bikeway from Elizabeth Street to Franklin Street. 4. Old Durham Road: Widen shoulders from Scarlette Road to Pope Road. 5. Erwin Road: Widen shoulders from U.S. 15 -501 to Weaver Dairy Road. 6. Culbreth Road: Widen shoulders from Smith Level Road to U.S. 15 -501 South. 7. Erwin Road: Widen shoulders from Weaver Dairy Road to County Line. 8. Booker Creek Bikeway. 9. Construct bicycle bridge over Morgan Creek, between Arboretum Drive and Ashe Place. INCIDENTAL PROJECTS 1. South Columbia: Include bikeway in widening project, Bypass to Manning Drive. 2. Airport Road: Include bikeway in widening project, Homestead Road to I -40. 3. U.S. 15 -501 South: Include bikeway in widening project, Morgan Creek to County Line. BE IT FURTHER RESOLVED that the Council continues to endorse and support those projects currently programed in the North Carolina Transportation Improvement Program, and asks that funding be accelerated. Those projects include: 1. Widening the U.S. 15- 501 /N.C. 54 Bypass; 2. Widening S. Columbia Street from Mt. Carmel Church Road /Culbreth Road to Manning Drive; 3. Constructing bicycle improvements along Weaver Dairy Road between Airport Road (N.C. 86) and Erwin Road and along the Bolin Creek greenway; 4. Purchase and installation of computerized signal system; -and 5. Installing train gates on Cameron Avenue. This the 26th day of March, 1990. 21 22 The Town of Carrboro Board of Aldermen duly adopted the 1990 -1991 Transportation Improvements Program on March 13, 1990. TOWN OF CARRBORO 1990-1991 TRANSPORTATION IMPROVEMENTS PROGRAM 1. Widen NC 54 to a four lane boulevard facility from 15 -501 to the intersection of NC 54 and Old Fayetteville Road. This project is currently included in the State TIP as project U- 2003. The Town continues its support of this project. URBAN 1. Widen the following streets with curb & gutter and bike lanes: Hillsborough Road from West Main Street to Lorraine Street West Main Street from Hillsborough Road to NC 54 North Greensboro Street from Estes Drive to Hillsborough Road This project is currently included in the State TIP as project U -2002. The Town continues its support of this project. 2. Widen Smith Level Road to five lanes from NC 54 to Rock Haven Road with bikelanes and grade for sidewalks. 3. Widen Estes Drive to three lanes from the Carrboro Town Limits to North Greensboro Street, and include bike lanes, and a right turn lane. 4. Widen Jones Ferry Road to five lanes from Old Fayetteville Road to NC 54 and include bikelanes and grade for sidewalks. 5. Improvement of downtown circulation patterns. 6. Construct a bridge over Morgan Creek on the Old Fayetteville Road Extension as part of the Laurel Hill Parkway and include sidewalks and provisions for bicycle travel. STATE SECONDARY 1. Widen the bridge on Smith Level Road over Morgan Creek to five lanes and include sidewalks and provisions for bicycle travel. This project is currently included in the State TIP as project B -2159. The Town continues its support of this project. 2. Redesign and improve the intersection of Old NC 86 (SR 1009) and Old Fayetteville Road (SR 1937). I Town of Carrboro 1990 -91 TIP (con't) Page 2 3. Redesign and improve the intersection of Homestead Road (SR 1777), Dairyland Road (SR 1112), and Old NC 86 (SR 1009). TRANSPORTATION SYSTEM MANAGEMENT 1. Update and implement the recommendations of the Chapel Hill - Carrboro Signalization Study to purchase and install improved signal equipment in the two towns and add left turn signals and actuated signals where necessary. 2. Installation of an actuated signal at the intersection of Old Fayetteville Road (SR 1937) and Jones Ferry Road (SR 1005). 3. Installation of an actuated signal at the intersection of Old Fayetteville Road (SR 1937) and NC 54. 4. Left turn signal at westbound Main Street onto South Greensboro Street. 5. Installation of an actuated signal at the intersection of NC- 54 and West Poplar Avenue. 6. Installation of an actuated signal at the intersection of Main Street and Jones Ferry Road with a signal head added for the PTA Thrift Shop. A pedestrian signal with a beeper should be added as well. 7. Installation of an actuated signal at BPW Club Road and Smith Level Road. 8. Installation of an activated signal and pedestrian crossing from Woodbridge to Willow Creek Shopping Center 9. Add a pedestrian crossing on North Greensboro Street at Carr Mill Mall and Poplar Avenue. i :s4A- i URBAN - 1. Construct a bike path from Jones Ferry Road to Carr Street next to the PTA Thrift Shop. 2. Construct a bike path from North Greensboro Street to Main Street going along the Southern Railway property east of Carr Mill Mall. 3. Include bikelanes on Estes Drive from the Carrboro Town Limits to North Greensboro Street, as an incidental project, and coordinate this project with project listed in State TIP for Estes Drive from Airport Road to Town Limits in Chapel Hill. 23 Town of Carrboro 1990 -91 TIP (con't) Page 3 4. Widen shoulders of old Hillsborough Road from Lorraine Street to City Limits to provide 4 -foot bikelanes. 5. Widen shoulders along Smith Level Road to provide 4 -foot bikelanes from Highway 54 to the Countyline. SECONDARY 1. Widen shoulders along Old 86 to the Town of Hillsborough to provide 4 -foot bikelanes. 2. Widen shoulders of Homestead Road to provide 4 -foot bikelanes. 3. Widen shoulders of Jones Ferry Road'to provide 4 -foot bikelanes from Town Limits west to the Countyline. 24 0 01 own of Ifiillshnxuugh, HILLSBOROUGH, NORTH CAROLINA Presentation of Hillsborough's Request for Road Improvements at the N.C. Department of Transportation, Division 7, Hearing on May 8, 1990 25 101 E. Orange Street P.O. Box 429 (919) 732 -2104 Thank you for this opportunity to present this request for Department of Transportation assistance in meeting Hillsborough's traffic needs. The following requests are Hillsborough's most immediate and necessary road improvement needs: 1. BUILDING A NEW BRIDGE AT ENO MOUNTAIN ROAD (SR1148): We thank you for last year's straightening of Eno Mountain Rd. This new route has greatly benefitted residential traffic and was well received by the community. The existing bridge, however cannot accomodate truck traffic and there are many trucks that travel to this western industrial area. A new bridge at this site will alleviate truck traffic in downtown Hillsborough. 2. AN EASTERN BYPASS: Hillsborough requests the Department of Transportation's assistance in studyin and constructing an Eastern Bypass. An alternate route for traffic, especially truck traffic, will alleviate congestion on C.hurton St and will preserve the historic character of our colonial town. 3. TRAFFIC SIGNAL AT FAUCETTE MILL ROAD (SR1328) AND U.S. HWY 0: This has been a dangerous intersection for many years because of the unusual angle of Hwy 70A and U.S. Hwy 70. There is very heavy traffic in the mornings and afternoons. There has been three deaths at this intersection. 4. COMPLETE THE PAVING OF LATIMER STREET (SR1162): A short approx. ..10 mile section of Latimer Street is not paved. This serves residential development. 5. SOLVE THE DEADEND PROBLEM AT RENCHER STREET (SR1557): Currently, Rencher St. deadends and there is no way for a vehicle to exit Rencher St. The preferred solution would be to join it with School Bus Garage Road (SR 1558) thus making a loop road. A second solution would be to construct a cul -de -sac at the end of the road. This is a residential, community development project area. 6. PAVE LOCUST ROAD (SR 1396) AND TULIPTREE DRIVE (SR1397): The condition of these streets has become unsafe and unsanitary because of the number and severity of potholes. This is a residential area that greatly needs attention. In summary, Hillsborough need.s NCDOT's help in solving our traffic congestion and safety problems. We appreciate the help you have given us in the'past. . Thank you for your cooperation, and that of the NCUOT staff who cover Hillsborough, in meeting our current and future road needs. MO 0 1 Fsi 96 57 1 1 'h gURKE R3 1 Not F1 M 1 �..� � nti w+e r � � •w ���n j Kh D. fta IN 'Cl 4, 4 R 1 rYE a @ ftm LA it 1 1 c "e rr "e , u s 70 M Un CM It G � N 'E"5 1� ;m r%^ U33 04 E DR r� , �r Arm% 1 26 27 R E S O L U T I O N WHEREAS, the North Carolina Department of Transportation has responded to existing and projected traffic volumes on Interstate Highway 85 west of Hillsborough by proposing planned improvements; and WHEREAS, planned improvements involve the construction of four additional traffic lanes and removal of the overpass over West Ten Road; and WHEREAS, planned improvements will create additional impervious surface in the Seven Mile Creek protected watershed area and limit pedestrian and non - motorized access from Ben Johnston Road to points south of Interstate 85; and WHEREAS, the Orange County Board of Commissioners desires a program of cooperative, coordinated, and continuing transportation planning with the State of North Carolina; and WHEREAS, the Orange-County Board of Commissioners is committed to the protection of existing and future drinking water supplies and to mobility opportunities for its citizens; NOW THEREFORE, the Oran -e County Board of Commissioners requests that: * The North Carolina Department of Transportation implement appropriate best management practices to control runoff from Interstate 85 into Seven Mile Creek; and * That pedestrian and non- motorized access under Interstate 85 from Ben Johnston Road to West Ten Road be maintained through the use of a culvert or tunnel or similar structure. BE IT RESOLVED, this 5th day of March, 1990. Moses Carey, Chairm " Orange County Board Commissioners I ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ACTION AGENDA ITEM ABSTRACT ITEM NO.�° MEETING DATE APRIL 17, 1990 SUBJECT: BID AWARD; OPTICAL IMAGING SYSTEM DEPARTMENT: PURCHASING AND CENTRAL SERVICES PUBLIC HEARING YES -X-NO ATTACHMENT(S): INFORMATION CONTACT: PAM JONES EXT: 498 BID TABULATION PHONE NUMBERS: HILLSBOROUGH 732 -8181 HILLSBOROUGH 732 -9361 CHAPEL HILL 967 -9251 MEBANE 227 -2031 DURHAM 688 -7331 PURPOSE: To consider awarding a bid for an Optical Imaging System BACKGROUND:Fund balance was reserved in the County Capital Reserve Fund for the purchase of an Optical Imaging System for the Register of Deeds. The System will be used for file management, file storage and recreation of Land Record Books. The System will be comprised of two (2) stand alone workstations consisting of; a CPU, monitor, scanner, optical disk drive and a laser printer. Proposals were solicited for the System. Proposals were received from five vendors. A tabulation of the proposals is attached.. Due to the nature of the equipment and recurring costs proposals were evaluated over a five year period. GENESYS DATA TECHNOLOGIES, INC. submitted the lowest responsible proposal that met specifications at a first year cost of $88,881.00 and a five year cost of $120,881.00. Board action will be necessary at the next meeting to appropriate funds from.the County Capital Reserve Fund to the Information Networking Project to cover first year costs. RECOMMENDATION: Award the low proposal of GENESYS for a first year cost of $88,881.00. 0 a w O x a a w as w z V] W E1 H O a C-) Z 0w q U W H m z H w H� % 00 UU O 0 0 0 0 0 N N Q d1 n 0 ON cm V N 01 v 01 N H 0 0 aD co co 0 O 0 LO b' co co 0 0 N n N N rn i* O a to c► M �o P4 O Ei N y V� O EE-E H ch Na W O 0 0 0 0 0 t/} a Q N m LO N a� 0 0 0 RW N en O 0 v 0 0 - a M z 0 E1 z M N ca W W z 0 0 0 0 O w i!} O 0 0 O H N ❑ a U z H a 0 0 a 0 z o. N N LU X f4 z� 0 a d' M n M H 0 a 4 co co 0 N H vi- O 0 n n N M qv r-1 0 a N n d� N r-I 0 0 Sri n H ON N H A& N O U rl O >4 H LO 9 W EO ND L A 1 ORANGE COUNTY BOARD OF COMMISSIONERS Action Agenda Item No. X -D ACTION AGENDA ITEM ABSTRACT Meeting Date: April 17, 1990 SUBJECT: DISPOSAL OF CERTAIN SURPLUS ITEMS DEPARTMENT: PURCHASING 8 CENTRAL SRVS. PUBLIC HEARING YES: NO:XX ATTACHMENT(S): INFORMATION CONTACT: PAM JONES EXT 497 Resolution Telephone Number - Memo Hillsborough - 732 -8181 Chapel Hill - 967 -9251 Mebane -227 -2031 Durham - 688 -7331 PURPOSE: To declare as surplus the following items: Rolm Phone System Model 2500 Telephones 1A2 Key System with phones IBM Selectric typewriter 1974 Chevrolet truck being used by the Orange County Hazardous Materials Team BACKGROUND: The County has recently installed a new telephone system and taken delivery of a. new Hazardous Material vehicle which makes the maintenance of the equipment listed above unnecessary. We request that the Board declare the items surplus and authorize the disposal in the manner outlined on the attached report. RECOMMENDATION: Declare items listed above as surplus; authorize the Purchasing and Central Services Director to solicit sealed bids for the telephone system equipment; and to negotiate private sale under GS 160A -267 for the model 2500 telephones and the typewriter; and to sell the '1974 Chevrolet truck to the Town of Chapel Hill Police Department for $1.00. Fa RESOLUTION WHEREAS, Orange County desires to dispose of surplus property in a manner prescribed by North Carolina State Law, WHEREAS, Orange County has determined that private sale would be the most equitable method to dispose of the 1974 Chevrolet truck and the typewriter; and sealed bid would be the most equitable way to dispose of the surplus telephone equipment, NOW THEREFORE, BE IT RESOLVED THAT: The Orange County Board of Commissioners do authorize the Director of Purchasing and Central Services to negotiate and sell at the stated prices, the 1974 Chevrolet truck currently being used by the Hazardous Materials Team; and the typewriter, serial ## 3394491; and to receive sealed bids on surplus telephone equipment. FURTHERMORE, BE IT RESOLVED THAT: The Orange County Board of Commissioners do hereby authorize the Director of Purchasing and Central Services to sign over the title of the 1974 Chevrolet Truck to the Town of Chapel Hill and do hereby authorize the Director of Purchasing and Central Services to make the necessary adjustments in inventory items listed. 4 I MEMORANDUM REGARDING SURPLUS ITEMS AND THEIR DISPOSAL The County has recently purchased a new telephone system. We are requesting that the Rolm system that had previously been used by the County and the 1A2 key system previously in use at the Sheriff's Department be declared surplus; and that the Purchasing Director be authorized to solicit sealed bids for the equipment. In addition, the new system utilizes new telephones. This gives us approximately 300 surplus model 2500 telephones. Since we have had several inquiries from County employees regarding the purchase of their phone, we are requesting that the Commissioners declare these units surplus and authorize the Purchasing Director to dispose of the property by private sale. It is requested that the price be set at $10 per telephone. All phones not sold to County employees will be included in the next County surplus auction. In accordance with GS 160A -267 which allows this method of disposal, the Purchasing Director will advertise in the appropriate manner before the sales are consummated. We are also requesting that an IBM Selectric typewriter, serial number 3394491 be declared as surplus and the Purchasing Director authorized to negotiate for private sale. The machine was to be sold at last year's auction, but the operator requested that it remain on her desk for one more year; she planned to retire within that year. The employee is scheduled for retirement April 30, 1990 and the Register of Deeds has approached us to buy the machine as her employee's retirement gift from her fellow workers. When machines of this type are sold at the County auction the proceeds to the County may run from $10 to $50. This particular typewriter is approximately 20 years old. We are recommending that the price for the unit be set at $25. Following Board approval, the Purchasing Director will advertise in the appropriate manner before the sale is consummated. This transaction is governed by GS 160A -267. The Hazardous Materials Team has recently taken delivery of their new Haz Mat vehicle. They are requesting that the 1973 Chevrolet that they currently use be sold to the Town of Chapel Hill Police Department for use as an emergency response truck for their Special Emergency Response Team (SERT). The vehicle was transferred from South Orange Rescue Squad when the Haz Mat Team was formed. The Police Department will make the vehicle available to the Haz Mat Team on an emergency basis in the event the new truck is out of service for any reason. It is recommended that the vehicle be sold to the Town for $1.00. GS 160A -274 governs this transaction. 3 r O R A N G E C O U N T Y BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: April 17 1990 Action Agenda Item # X— E SUBJECT: PROPOSED TEXT AMENDMENTS - SUBDIVISION REGULATIONS (SECTION IV- B -8 -e -3 SCHEDULE OF REQUIRED LAND USE BUFFERS SECTION IV -B -8 -g WAIVER OF LAND USE BUFFER REQUIREMENTS) DEPARTMENT: PLANNING ATTACHMENT(S): PUBLIC HEARING: Yes X No INFORMATION CONTACT: Emily Crudup Extension 574 1 Proposed Amendment 1/26/90 Letter from Town of Chapel Hill TELEPHONE NUMBERS: 2/26/90 Draft Public Hearing Hillsborough - 732 -8181 Minutes Durham - 688 -7331 3/19/90 Draft Planning Board Minutes Mebane - 227 -2031 Chapel Hill - 967- 9251/968 -4501 PURPOSE: To consider proposed amendments to Section IV -B -8 of the Subdivision Regulations, Landscaping and Buffer Requirements. BACKGROUND: Two amendments are proposed for Section IV -B -8 of the Subdivision Regulations. The first involves interpre- tation of the Schedule of Required Land Use Buffers as it applies to subdivisions in the unzoned townships. The second amendment to Section IV -B -8 will clarify the purpose of the buffer waiver provisions and extend the scope of IV -B -8 -g to include waivers for other landscape requirements contained in the Subdivision Regulations. The amendments to Section IV -B -8 were presented at public hearing on February 26, 1990. No citizen comments were received at that time. The Planning Board considered the proposed amendments on March 19, 1990, and recommended approval. RECOMMENDATION: The Administration recommends approval of the proposed amendments to Section IV -B -8 of the Subdivision Regulations. 2 PROPOSED ORDINANCE AMENDMENT ORDINANCE: Subdivision Regulations REFERENCE: Section IV- B- -8 -e -3 Schedule of Required Land Use Buffers Section IV -B -8 -g Waiver of Land Use Buffer Requirements ORIGIN OF AMENDMENT: X Staff Planning Board BOCC Public Other: County Attorney STAFF PRIORITY RECOMMENDATION: Expected Public Hearing Date: -High �X Middle Low Comment: Minor Amendments February 25, 1990 PURPOSE OF AMENDMENT: To amend Section IV -B -B of the Subdivision Regulations to (1) Clarify the interpretation of the Schedule of Land Use Buffers as it relates to unzoned land, and (2) to extend the waiver provisions to apply to all landscape requirements. IMPACTS /ISSUES: Section IV- B -8 -e -3 contains the Schedule of Required Land Use Buffers together with instructions on how to interpret the table. Buffers between subdivisions and adjacent land are determined by the principal use within the subdivision and the adjacent zoning or land use. In the unzoned town- ships, however, undeveloped land is current- ly assumed to be residential for the purpose of determining if a buffer is required. Since the Subdivision Regulations require a 40,000 square foot minimum lot size for lots served by on -site sewage disposal and water systems, it is appropriate to consider unzoned land AR or R -1 for the purpose of determining buffers in proposed subdivi- sions. The second amendment to Section !V-B-8 will clarify the purpose of the buffer waiver provisions and extend the scope of IV -B -8 -g to include waivers for other landscape requirements contained in the Subdivision Regulations. W 40.�= k3 EXISTING AND PROPOSED ORDINANCE PROVISIONS: IV- B -8 -e -3 SCHEDULE OF REQUIRED LAND USE BUFFERS The type of Land Use Buffer required between a proposed subdivision and adjacent streets, land uses and /or zoning designations shall be specified in the following table. The type of buffer required is determined by the existing and /or proposed principal use(s) in the subdivision for which approval is requested. To determine which type of buffer is required adjacent to an existing and /or proposed land use, identify the existing and /or proposed principal use(s) in the subdivision, then identify the adjacent existing zoning district(s) and /or land uses. In the unzoned townships, undeveloped land shall be considered -resident s AR. At the intersection of the two columns is a letter which indicates the type of Land Use Buffer required. EXISTING ORDINANCE PROVISIONS: IV -B -8 -9 WAIVER OF LAND USE BUFFER REQUIREMENTS There may be cases where the topography of a site, or the size of a parcel, or the presence of existing structures, gardens or active farmland in the buffer area would make the strict adherence to this ordinance serve no useful purpose. In those cases, the Planning Director is empowered to waive the requirements for screening provided that the request is submitted in writing stating the reason for such request, and the spirit and intent of this ordinance is adhered to. In all such cases the applicant for waiver must submit a written application to the Planning Director setting forth the facts relied upon to support the application. The Planning Director, or his designee, shall file in his office and deliver to the applicant a written decision on the application which decision shall contain_ a statement of the facts relied upon by the Planning Director to either deny or approve the application for waiver. PROPOSED AMENDMENT:(Substantive changes only are underlined.) IV -B -8 -g WAIVER OF LANDSCAPING AND BUFFER REQUIREMENTS In some cases, the strict adherence to this section of the ordinance would serve no useful purpose, such as when: 4 1) the topography of a site and /or the size of a proposed lot is sufficient to serve the purpose of a buffer; 2) existing structures, utilities, gardens or active farmland are located in the buffer or setback areas; or 3 an existing residence or structure with established lawn areas and /or plant beds is contained within a ro osed subdivision lot. When _a _proposed lot includes one or more of the conditions listed above, the Planning Director is empowered to waive the requirements for screening or additional landscaping provided that the request is submitted in writing stating the reason for such request, and the spirit and intent of this ordinance is adhered to. Althou h the buffer _planting requirements may be waived in certain cases the dimensional aspect of the Land Use Buffer remains in effect. The width and location of a required Lard Use Buffer shall be indicated on the a proved final flat and cannot be reduced oz altered without anoroval from the Plannin Director in the case of minor subdivi- sions or the Board of County Commissioners in the case of major subdivisions. In all such cases the applicant for waiver must submit a written application to the Planning Director setting forth the facts relied upon to support the application. The Planning Director, or his designee, shall file in his office and deliver to the applicant a written decision on the application- which decision shall contain a statement of the facts relied -pon by the Pla nn Q Director to either deny or approve the application for waiver. NANCE REVIEW COMMITTEE: 12 -20 -89 omments: The committee recommended that in the text of he amendment, "P.R" should be specified instead of "FR or -1." The proposed amendment was revised to reflect the ommittee's suggestion. :KING BOARD: 5 1) the topography of a site and /or the size of a proposed lot is sufficient to serve the 'purpose of a buffer; 2) existing structures, utilities, gardens or active farmland are located in the buffer or setback areas; or 3 an existing residence or structure with established lawn areas and/or plant beds is contained within a vronosed subdivision lot. When a ro osed lot includes one or mare of the conditions listed above_- the Planning Director is empowered to waive the requirements for screening or additional landscaping provided that the request is submitted in writing stating the reason for such request, and the spirit and intent of this ordinance is adhered to. Although, the buffer nlantina requirements may be waived in certain cases the dimensional aspect of the Land Use Buffer remains in effect. The width and location of —a required Land Use Buffer shall be indicated on the an roved final plat and cannot be reduced or altered without a nroval from the Planning Director in the case of minor subdivi- sions or the Board of County Commissioners in the case of ma'or subdivisions. In all such cases the applicant for waiver must submit a written application to the Planning Director setting forth the facts relied upon to support the application. The Planning Director, or his designee, shall file in his office and deliver to the applicant a written decision on the application which decision shall contain a statement of the facts relied upon by the Planning Director to either deny or approve the application for waiver. ORDINANCE REVIEW COMMITTEE: 12 -20 -89 Comments: The committee recommended that in the text of the amendment, "AR" should be specified instead of "AR or R -1." The proposed amendment was revised to reflect the Committee's suggestion. PLANNING BOARD: 3 -19 -90 Action: Recommended approval. BOCC: M TOWN OF CHAPEL HILL ;fb NORTH COLUMBIA STREET CHAPEL HILL, NORTH CAROLINA 27516 Teiephow (919) 96&-' .700 -, , i - 50 January 26, 1990 cJ -5a- --� Ms. Emily Crudup , ASLA Orange County Planning Dept. 306F Revere Road Hillsborough, NC 27278 Re: Courtesy Review of Proposed Amendments to the Orange County Subdivision Regulations Dear Ms. Crudup: Thank you for providing an opportunity for the Chapel Hill Planning Department to review and comment on the two (2) proposed amendments to the Orange County Subdivision Regulations. I understand these items are scheduled to be presented at the public hearing on February 26, 1990. Because these proposed amendments do not appear to have an ir.:pact on the ?oint Planning Agreement, we have no comments to offer at this time. Thank you again. Sincerely, Dan P. Moseley Planner I n i 7 -1 cannot be left entirely to the builder to market these homes for sale to low- income 2 households. The county also needs to address that issue. 3 4 In response to a question from Reid, Scearbo indicated that improvements could be made 5 to the home, however, if the home were sold during the 15 year period it would need to 6 be sold to a qualifying household regardless of improvements /additions which might have 7 been made to the home by the owner. 8 9 Waddell asked for clarification cf the definition of income. The consensus was that 10 HUD guidelines would be used to determine eligibility. This point will be clarified in 11 the amendment. 12 13 A motion was made by Commissioner Hartwell, seconded by Commissioner Halkiotis, to 14 refer these items to the Planning Board for recommendations to be returned to the Board 15 of Commissioners no sooner than April 2nd. 16 VOTE: UNANIMOUS 17 18 3. Subdivision Regulations Text Amendments 19 20 a. Section III -D-1 -b Planning Department Review Procedures 21 This presentation was made by Mary Scearbo. In summary this item was 22 presented to receive citizen comment on a proposal to provide adequate time for staff 23 review of major subdivision Concept Plans. Current Subdivision Regulation time limits 24 do not always allow sufficient time for staff review of major subdivision concept plans. 25 The proposed amendment would assure a minimum time period of 30 days between project 26 submittal and its presentation to the Planning Board. 27 28 QUESTIONS AND COMMENTS FROM THE BOARD Or COMMISSIONERS AND PLANNING BOARD. 29 30 7- Commissioner Marshall indicated that when time is added onto the process at one point, 31 consideration needs to be given to taking an equal amount of time off at a later point 32 - in the process. 3 34 TH= PUBLIC HEARING WAS OPEN FOR CITIZEN COMMENT 36- =;s Larry Blalock, a resident of Cedar-Grove ,- indicated that he opposed adding time to this F. 37— process.­ He pointed out that- adding time also-adds to the cost- of. housing. 38 Cathy Carroll also requested that time not be added. to this process . =_• 41 A motion was made by- Commissioner Marshall, seconded by Commissioner Halkiotis, to -�42.- refer this to the Planning Board for a recommendation to be returned to the Board of 43-- Commissioners no sooner than April 2nd. = 44 - - 4$___.. - -._ b.T Section IV -8 -8 -e Schedule of Required Land Use Buffers— .46 - This presentation was made by Emily Crudup. In summary this.item was 47 presented to receive citizen comment on proposed amendments tv Section IV -c -$ of the -48 Subdivision Regulations, Landscaping and Buffer Requirements. Two amendments are proposed 49 iFor Section IV -E -8 of the Subdivision Regulations. The first involves interpretation of 50 the Schedule of Required Land Use Buffers as it applies to subdivisions in the unzoned- -~ 51 - townships. The second amendment to Section IV -S -8 will clarify the purpose of the buff er_ - 52 waiver provisions and extend the scope of IV -E -8 -9 to include waivers for other landscape 1 requirements contained in the Subdivision Regulations. 2 3 THERE WERE NO QUESTIONS OR COMMENTS FROM THE BOARD OF COMMISSIONERS, PLANNING BOARD 01 4 CITIZENS. 5 6 A motion was made by Commissioner Hartwell, seconded by. Commissioner Halkiotis, t 7 refer this item to the Planning Board for a recommendation to be returned to the Boar B of Commissioners no sooner than April 2nd. 9 VOTE: UNANIMOUS 1 E. ADJOURN,"ENT 12 13 With no further items for Board consideration, Chairman Carey adjourned th 14 meeting. The next regular meeting will be held on March 5, 1990 at 7:30 p.m., in 01 15 Courthouse, Hillsborough, North Carolina. 16 17 - Moses Carey, Jr., Chai rn4 1B -- 19 Beverly A. Blythe, Clerk 20 21 I 7. 77 7 1. Access to lots 2 and 4 shall be restricted to the new subdivision road. 2. Obtain approval and record the plat of the minor subdivision submitted for the Wayne Jordan property east of lot 6, or include that parcel in the preliminary plan for the major subdivision. 3. Dedication of recreation /open space to Orange County including a 30 -foot pedestrian access easement from the cul -de -sac to the dedication. 4. Record the plat for recombination and division of the adjacent 10 -acre tract which was approved on 1/24/90. r)tf Nn I AGENDA ITEM #10: MATTERS HEARD AT PUBLIC HEARING (2/26/90) a. Zoning Ordinance Text Amendments (1) Article 2.3.3.2 - Board of Adjustment Administration No presentation was required. (A copy of the abstract information an attachment to these minutes on page .) (2) Article 7.14.4 - Density Bonus for Affordable Housing (To be considered at 4/10/90 Long -Range Mtg) b. Subdivision Regulations Text Amendments (1) Section IV- B -8 -e /g - Schedule of Required Land Use Buffers/ Waiver of Buffer Requirements No presentation was required. (A copy of the abstract information an attachment to these minutes on page .) ( 2 ) Section I I I- -D -1 -b - Planning Department Review Procedures (Major Concept Plans) 10 Presentation by Emily Crudup. D This proposal staff review would provide adequate time for of major subdivision Concept Plans. The Subdivision Regulations require that Concept Plans for Major Subdivisions be presented to the Planning Board within 45 days of acceptance of the application. This time limit does not always allow sufficient time for staff review and preparation of a report to the Planning Board. The proposal presented at public hearing on February 26 included a minimum time period of 30 days between project submittal and its presentation to the Planning Board. The Board of Commissioners as well as several citizens.were opposed to amendments which would increase time involved in processing major subdivisions. To address these concerns, the Planning Staff proposes that the amendment be modified to require that the Planning Department complete its review of the Concept Plan within 21 days after it is accepted. The recommendation to the Planning Board would be presented at the first regularly scheduled Planning Board meeting after the 21 days. The effect of the proposal would be to moe the application deadline back by Y v The Planning Staff recommends approval of the proposed amendment. Crudup continued that most applicants meet with the Planning Staff prior to submitting concept plans. This contact usually provides the applicant with any additional information needed for a concept plan to be accepted. Best expressed concern that the proposal presented at public hearing was thirty days rather than twenty -one which would require another public hearing. Collins responded that since this proposal was less restrictive than the one presented at public hearing another hearing would not be required. Best continued expressing concern that the it Planning Staff would have less time to review and consider the concept plans. Crudup responded that previously Planning Board DD D action was included in the time frame so this n� could actually give the Planning Staff more W review time than before. Collins noted that with abstracts being revised until final agenda preparation, he felt the time frame proposed by the Planning Staff to be sufficient. Best noted that the Board of Commissioners was concerned that plans be expedited and not be held up unnecessarily. He continued that he was concerned that sufficient time be allotted so that plans would be complete and important items not be missing when the concept plans are submitted to the Planning Board. He felt this would not be a help to the applicant /developer. MOTION: Best moved approval of Agenda Items 10 a(1), Zoning Ordinance Article 2.3.3.2 - Board of Adjustment Administration, 10 b(1), Subdivision Regulations Section IV- B -8 -e /g - Schedule of Required Land Use Buffers /Waiver of Buffer Requirements, and 10 b(2), Subdivision Regulations Section III -D -1 -b Planning Department Review Procedures (Major Concept Plans) as recommended by the Planning Staff. Seconded by Reid. VOTE: Unanimous. AGENDA ITEM #11: MATTERS HEARD AT,PUBLIC HEARING (2/28/90) a. Special Meeting - March 28, 1990 O R A N G E C O U N T Y BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: April 17 1990 Action A ends Item #_ SUBJECT: SUBDIVISION REGULATIONS TEXT AMENDMENT SECTION III -D -1 -b PLANNING DEPARTMENT REVIEW PROCEDURES DEPARTMENT: PLANNING PUBLIC HEARING Yes X No ATTACHMENT(S): INFORMATION CONTACT: Mary Scearbo Proposed Amendment 2/28/90 Public Hearing Minutes 3/19/90 Planning Board Minutes TELEPHONE NUMBERS: (Draft) Hillsborough - 732 -8181 Durham - 688 -7331 Mebane - 227 -2031 Chapel Hill - 967 -9251 PURPOSE: To consider a proposal to provide adequate time for staff review of major subdivision Concept Plans. BACKGROUND: The Subdivision Regulations require that Concept Plans for Major Subdivisions be presented to the Planning Board within 45 days of acceptance of the application. This time limit does not always allow sufficient time for staff review and preparation of a report to the Planning Board. The proposal presented at public hearing on February 26 included a minimum time period of 30 days between project submittal and its presentation to the Planning Board. The Board of Commissioners as well as several citizens were opposed to amendments which would increase time involved in processing major subdivisions. To address these concerns, the Planning Staff proposes that the amendment be modified to require that the Planning Department complete its review of the Concept Plan within 21 days after it is accepted. The recommendation to the Planning Board would be presented at the first regularly - scheduled Planning Board meeting after the 21 days. The effect of the proposal would be to move the application deadline date back by four days. On March 19, the Planning Board recommended approval of the amendment, as revised by planning staff to address the concerns raised at the public hearing. "0' RECOMMNDATTON: The Administration recommends approval of the amendment per the Planning Board recommendation. i PROPOSED ORDINANCE AMENDMENT ORDINANCE: SUBDIVISION REGULATIONS REFERENCE: SECTION III -D -1 -b PLANNING DEPARTMENT REVIEW PROCEDURES (MAJOR SUBDIVISION CONCEPT PLAN) ORIGIN OF AMENDMENT: x Staff Planning Board BOCC Public Other: STAFF PRIORITY RECOMMENDATION: xTHigh Middle Low Comment: PUBLIC HEARING DATE: February 26, 1990 PURPOSE OF AMENDMENT: To provide adequate time for staff review of major subdivision Concept Plans. IMPACTS /ISSUES: The Subdivision Regulations require that Concept Plans for major subdivisions be presented to the Planning Board within 45 days of acceptance of the application. In order to meet this deadline, applications accepted 17 calendar days prior to a Planning Board meeting must be presented at that meeting. The deadline date falls on the last Friday of the month. Abstracts are due within 7 days (5 working days). The remaining 10 days (7 working days) prior to the Meeting are needed to finalize, photocopy, and distribute the Planning Board agenda. In many cases, five days is not an adequate amount of time to review the request, obtain agency comments, visit the site if necessary, and prepare the abstract. Also, a special meeting of the Development Review Committee must be called so that the abstract may be prepared within the scheduled time - frame. The time available for review is particularly critical when several projects are submitted on the deadline date, and /or a concept plan for a large subdivision or one with sensitive features is submitted. In those cases, there may not be time for staff to prepare a report that provides adequate information on which an informed decision can be based. If information presented at Concept Plan stage is inadequately presented, then the applicant will not receive as much of a benefit from the Concept Plan process. The final decision is more likely to deviate from the terms of the Concept Plan approval. Other issues may be uncovered at a 3 4 later date, which could have been addressed at the Concept Plan stage if staff had had enough time to do a more thorough review. The proposal presented for public hearing on February 26 included a 30 --day period for staff review of a Concept Plan, and presentation of the Concept Plan to the Planning Board at its first meeting after that period. This would have allowed a minimum of twenty days (14 working days) for review of the project, and ten days (7 working days) for finalizing and distributing the agenda abstract. Comments made at the public hearing by the Board of Commissioners, as well as several citizens, indicated concern with the proposal. Applicants who submitted projects immediately after the deadline date for a particular meeting would have to wait until the following Planning Board meeting for action on the Concept Plan. The longest time period between acceptance of the application and its presentation to the Planning Board would have been 58 days, an increase of 13 days from the current regulatons. To balance the needs of staff with the concerns expressed at the public hearing, it is proposed that a minimum of 21 days be allowed for staff review, and prparation /distribution of agenda materials. This would allow at least 11 (9 working days) for staff review, in addition to the 10 days needed to finalize and distribute the agenda. This time frame is consistent with the requirements for Minor Subdivision Concept Plans, which must be approved or denied by the Planning Staff within 14 days of acceptance. Most of that time is used for the review of the project, since there are no agenda abstracts to prepare, and no meeting schedules to maintain. With approval of the revised proposal, the deadline for acceptance of a Concept Plan would be moved back 4 days. Planning Staff usually has contact with the applicant prior to submittal of the Concept Plan, and advises the applicant of the application deadline date for a particular Planning Board meeting. EXISTING AND PROPOSED ORDINANCE PROVISIONS: III- D -1 -b. Planning Department Review Procedures Upon receipt of the Concept Plan, the Planning Department shall review the proposal for general compliance with the requirements of this Ordinance and the Zoning Ordinance, if applicable. The 5 Planning Department shall also consider the general suitability of the land for development to avoid unnecessary expense in the redesign of acceptable subdivision proposals. The Planning Department shall review the proposal for compatibility with the Orange County Comprehensive Plan and, in particular, determine if proposed sites for schools and other public /private facilities are to be reserved and /or provided. W.L- ,n fn= 4Ws- 44.54 The Plannina De artment shall com lete its review of the Concept Plan within twenty -one (21� days of the date of acceptance of the Concept Plan or within such further time consented to in writing by the applicant. The Planning Department shall submit to the Planning Board a written analysis of the Concept Plan and its recommendation at the first regularly scheduled meeting of the Planning Board followina the expiration of the 21-day period. If the Planning Department fails to prepare a report to the Planning Board within the specified time period, or extension thereof, the Concept Plan is recommended without conditions. ORDINANCE REVIEW SUBCOMMITTEE: 12/20/89 The Ordinance Review Committee acknowledged the problem with the existing time limits and recommended approval of the amendment. PLANNING BOARD REVIEW: 3/19/90 The Planning Board recommended approval of the amendment as revised to allow 21 days for review of the project and for preparation for the Planning Board meeting. r 6 ~ 4 1 cannot be left entirely to the builder to market these homes for sale to low-income 2 households. The county also needs to address that issue. 3 4 In resoonse to a question from Reid, Scearbo indicated that imorovdments could be ma be 5 to the home, however, if the home were sold during the 15 year period it would need to 6 be sold to a qualifying household regardless of improvements /additions which might ha ,,e 7 been made to the home by the owner. 8 9 Waddell asked for clarification of the definition of income. The consensus was that 10 HUD guidelines would be used to determine eligibility. This point will be clarified in 11 the amendment. ;2 a. Section III -D-1 -b Planning Department Review Procedures 13 A motion was made by Commissioner Hartwell, seconded by 14 refer these items to the Planning Board for reco=endations 15 of Commissioners no sooner than April 2nd. 16 VOTE: UNANIMOUS is 17 do not always allow sufficient time for staff review of major subdivision concept plarls. 18 3. Subdivision Regulations Text Amendments 19 26 Commissioner Halkiotis, to to be returned to the Board` 20 105W00 a. Section III -D-1 -b Planning Department Review Procedures 21 This presentation was made by Mary Scearbo. In summary this item as 22 presented to receive citizen comment on a proposal to provide adequate time for staff 23 review of major subdivision Concept Plans. Current Subdivision Regulation time lim is 24 do not always allow sufficient time for staff review of major subdivision concept plarls. 25 The proposed amendment would assure a minimum time period of 30 days between project 26 submittal and its presentation to the Planning Board. 27 28 OUSSTIONS AND COMMENTS FROM TH "c,SDARD OF COMMISSIONERS AND PLANNING BOARD. 29 30 Commissioner Marshall indicated that when time is added onto the process at one oci t, 31 consideration needs to be given to taking an equal amount of time off at a later point 32 in the process. 33 34 THE PUBLIC HEARING WAS OPEN FOR CITIZEN COMMENT 35 36 Larry Blalock, a resident of Cedar Grove, indicated that he opposed adding time to this 37 process. He pointed out that adding time also adds to the cost of housing. 38 39 Cathy Carroll also requested that time not be added to this process. 40 41 A motion was made by Commissioner Marshall, seconded by Commissioner Halkiotis, to 42 refer this to the Planning Board for a recommendation to be returned to the Boarc of 43 Co=issioners.no sooner than April 2nd. 44 45 b. Section IV -B -E -e Schedule of Required Land Use Buffers 46 This presentation was made by Emily Crudup. In summary this item was 47 presented to receive citizen comment on proposed amendments to Section IV -E -8 of the 48 Subdivision Regulations, Landscaping and Buffer Requirements. Iwo amendments are prop sed 49 for Section IV -6 -8 of the Subdivision Regulations. The first involves interpretatio of. 50 the Schedule of Required Land Use Buffers as it applies to subdivisions in the unz ned 51 townships. The second amendment to Section IV -B -8 will clarify the purpose of the buffer 52 waiver provisions and extend the scope Of Iv -B -8 -9 to include waivers for other landscaae r Vl 1. Access to lots 2 and 4 shall be restricted to the new subdivision road. 2. Obtain approval and record the plat of the minor subdivision submitted for the Wayne Jordan property east of lot 6, or include that parcel in the preliminary plan for the major subdivision. 3. Dedication of recreation /open space to Orange County including a 30 -foot pedestrian access easement from the cul-de-sac to the dedication. 4. Record the plat for recombination and division of the adjacent 10 -acre tract which was approved on 1/24/90. DG3Gl�p AGENDA ITEM #10: MATTERS HEARD AT PUBLIC HEARING (2/26/90) a. Zoning Ordinance Text Amendments (1) Article 2.3.3.2 - Board of Adjustment Administration No presentation was required. (A copy of the abstract information an attachment to these minutes on page .) (2) Article 7.14.4 -- Density Bonus for Affordable Housing (To be considered at 4/10/90 Long -Range Mtg) b. Subdivision Regulations Text Amendments (1) Section IV- B- 8-e /g - Schedule of Required Land Use Buffers/ Waiver of Buffer Requirements No presentation was required. (A copy of the abstract information an attachment to these minutes on page .) (2) Section III -D -1 -b - Planning Department Review Procedures (Major Concept Plans) D M p ff V C. Presentation by Emily Crudup. This proposal would provide adequate time for staff review of major subdivision Concept Plans. The Subdivision Regulations require that Concept Plans for Major Subdivisions be presented to the Planning Board within 45 days of acceptance of the application. This time limit does not always allow sufficient time for staff review and preparation of a report to the Planning Board. The'proposal presented at public hearing on February 26 included a minimum time period of 30 days between project submittal and its presentation to the Planning Board. The Board of Commissioners as well as several citizens were opposed to amendments which would increase time involved in processing major subdivisions. To address these concerns, the Planning Staff proposes that the amendment be modified to require that the Planning Department complete its review of the Concept Plan within 21 days after it is accepted. The recommendation to the Planning Board would be presented at the first regularly scheduled Planning Board meeting after the 21 days. The effect of the proposal would be to move the application deadline back by four days. The Planning Staff recommends approval of the proposed amendment. Crudup continued that most applicants meet with the Planning Staff prior to submitting concept plans. This contact usually provides the applicant with any additional information needed for a concept plan to be accepted. Best expressed concern that the proposal presented at public hearing was thirty days rather than twenty -one which would require another public hearing. Collins responded that since this proposal was less restrictive than the one presented at public hearing another hearing would not be required. Best continued expressing concern that the o Planning Staff would have less time to review Cand consider the concept plans. Crudup responded that previously Planning Board action was included in the time frame so this could actually give the Planning Staff more review time than before. Collins noted that with abstracts being revised until final agenda preparation, he felt the time frame proposed by the Planning Staff to be sufficient. Best noted that the Board of Commissioners was concerned that plans be expedited and not be held up unnecessarily. He continued that he was concerned that sufficient time be allotted so that plans would be complete and important items not be missing when the concept plans are submitted to the Planning Board. He felt this would not be a help to the applicant /developer. MOTION: Best moved approval of Agenda Items 10 a(1), Zoning Ordinance Article 2.3.3.2 - Board of Adjustment Administration, 10 b(1), Subdivision Regulations Section IV- B -8 -e /g - Schedule of Required Land Use Buffers /waiver of Buffer Requirements, and 10 b(2), Subdivision Regulations Section III -D -1 -b Planning Department Review Procedures (Major Concept Plans) as recommended by the Planning Staff. Seconded by Reid. VOTE: Unanimous. AGENDA ITEM #11: MATTERS HEARD AT PUBLIC HEARING (2/28/90) a. Special Meeting - March 28, 1990 ti O R A N G E C O U N T Y BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: April 17, 1990 SUBJECT: HOYLE KING ZONING CASE DEPARTMENT: PLANNING ATTACHMENT(S): Notice of Stop Work Order Explanation of Civil Penalties Action Agenda Item # X G PUBLIC HEARING Yes _x —No INFORMATION CONTACT: James Hinkley TELEPHONE NUMBERS: Hillsborough - 732 -8181 Durham - 688 -7331 Mebane - 227 -2031 Chapel Hill - 967 -9251 PURPOSE: To request the Board of Commissioners to take.action in accordance with Article 23 Violations, Penalties, and Remedies of the Orange County Zoning Ordinance, namely: 1. to subject Mr. Hoyle King to a civil penalty of $100 per day for the continuing violation of the ordinance; and 2. to make written demand for payment upon Mr. King for the violations. BACKGROUND: It has been documented, through regular field inspection and photography, that Mr. Hoyle King has violated the provisions of the zoning ordinance pertaining to the operation of automobile, truck, farm implement, boat, domestic and commercial, junk yards; and repair and storage facilities in Rural Residential Districts. This documentation began on November 20, 1989, as per the instruction of the County Attorney and continues today. On March 15, 1989, upon further recommendation of the County Attorney, a Stop Work Order with an Explanation of Civil Penalties was sent to Mr. King, and his property was posted. He was instructed to have corrected the violation on or before Monday, March 26, 1990. Although major clearing efforts were carried out on his property (lots 6A and 8) which is zoned Rural Residential (R -1), Mr. King has not totally brought the use of his property into compliance. On March 27, there remained on lot 6A, much debris, and on lot 8, two vehicles and debris. The number of vehicles on the lots continue to vary from day -to -day and again increase in number. Vehicles are moved around from lot to lot and even to other people's property across U.S. 70. RECOMMENDATION: Manager recommends that Article 23. Violations, Penalties, and Remedies now be applied subjecting the offender to a civil penalty of $100 for each day's continuing violation. Each day the violation continues is considered to be a separate violation. Mr. King's property has not been in compliance since the deadline of Monday, March 26, 1990. Manager recommends that civil penalties be assessed beginning on Tuesday, March 27, 1990. This entails Board of County Commissioners' making written demand for payment upon the person responsible for the violations. .1 ORANGE COUNTY PLANNING DEPARTMENT 3 IMF' REVERE ROAD HILLSBOROUGH. NORTH CAROLI%'A 27278 N 0 T I C E O F S T 0 P W O R K O R D E R DATE: March 15, 1990 Certified Mail Article No. P 022 935 126 TIME: 1200 Return Receipt Requested Restricted Delivery TO: Mr. Hoyle King Sent with Civil Penalties Route 5, Box 466 Letter Mebane, NC 27301 LOCATION: On the northside of US 70, just west of Buckhorn Road TOWNSHIP: Cheeks MAP REFERENCE: 3.29..6A,8 ZONING DISTRICT: R1 Pursuant to Section 23.2(d) of the Orange County Zoning Ordinance, you are hereby notified that a Stop Work Order has been posted on the above referenced property on the time and date above. You are hereby directed to discontinue the following activity(ies) on the property referenced above: Operation of an automobile, truck, farm implement, boat, domestic and commercial appliance junk yard, repair and storage facility This Stop Work Order is being issued because the above mentioned activity(ies) does(do) not comply with the Orange County Zoning Ordinance. Specifically, the following provisions are apparently being violated: Section 4.3 PERMITTED USE TABLE The following uses are not permitted in the Rural Residential (RI) District: Section 4.3 - S10-Farm Equipment and Sales S24 Motor Vehicle' Ma±=eriance- ;end epazr- {Bodzr_$r•cp _ S25 Motor Vehicle Sales Rental {New and Used) - - S50 Storage of Goods, Outdoor Mr. Hoyle Ring March 14, 1990 Page Two 41 Section 6.16.7 'Storage of Junked or Wrecked Motor vehicles The storage of junked or wrecked motor vehicles is specifically prohibited in all residential districts. This section does not apply to any motor vehicle in an enclosed building which building conforms to applicable building code and zoning regulations or which building lawfully exists as a non - conforming use under applicable building code and zoning regulations. DEFINITION: Junked or wrecked-Motor Vehicles - Motor vehicles which do not display a current license plate or a current regis- tration sticker and which do not display a current inspection sticker issued by or in the same state as the license plate or registration sticker and which either: (a) are partially dismantled or wrecked, or (b) cannot be self- propelled or moved in a manner in which originally intended to move. Conditions under which activity may be resumed: Section 23.2(d) ...all work on the site of the violation shall cease, except those activities necessary to bring the site into compliance with the Orange County zoning Ordinance. Stop Work Order placards are being placed on your property. Failure to stop work as required is a violation of the above mentioned ordinance, and constitutes a misdemeanor. All violations will be referred to the County Attorney. This Stop Work Order may be appealed to the Orange County Board of Adjustment if the request for'said appeal is received within 30 days of the date of this notice. Marvin E. Collins _Officer r ORANGE COUNTY PLANNING DEPARTMENT 306F REVERE ROAD HILLSBOROUGH. NORTH CAROLINA 27278 E X P L A N A T I 0 h' O C I V I L P E N A L T I M F $ DATE: March 15, 1990 Certified Letter TO: Mr Hoyle Kin Article No. P 022 935 126 y.. g Return Receipt Recuested Route 5, Box 466 Restricted Delivery Mebane, NC 27301 Enclosed with Stop Work Order RE: Zoning Violations of March 15, 1990 LOCATION: On the northside of US 70, west of Buckhorn Road TOWNSHIP: Cheeks MAP REFERENCE: 3.2- 9..6a,8 ZONING DISTRICT: R1 You are hereby notified that you are using the abovementioned property in violation of the provisions of the Orange County Zoning Ordinance listed below. This letter is to inform you of the Civil Penalties you face for violating the provisions. VIOLATION: Operation of an automobile, truck, farm implement, boat, domestic and commercial appliance junk yard, repair and storage facility in a Rural Residential District. - Section PEP.MIT ED U29 A3LE s :. The following uses are not permitted in the Rural Residential (R1) District: Section 4.3 - S10 Farm Equipment and Sales: S24 Motor Vehicle Maintenance and- Repair (Body Shop) _- _�_._�. -• -525 Motor Vehicle Sales Rental (New and Used), S50 Storage of Goods, Outdoor_ - Section 6.16.7, _.StQraCFe a " Junked or wrecked Moto veticles - The" storage of junked or wrecked -- -motor - vehicles. is - speci"fical?"y ." Prohibited in all residential districtsr<< -This= sec.ti�n= does - -note _� - ~� -- - an ly to any motor- vehi -cle' in=-sn=- er�cl-osed- building -which- bui -1 ding- conforms"o applicable building code and zoning regulations or _ which building lawfully exists as anon- conforrc.zng use under applicable building code and zoning regulations. - W:1 Mr. Hoyle King March 15, 1990 Page Two DEFINITION: Junked o7l Er—ec_kked MotQr Veh'cles - Motor vehicles which do. not display a current license plate or a current registration sticker and which do not display a current inspection sticker issued by or in the same state as the license plate or registration sticker and which either: (a) are partially dismantled or wrecked, or (b) cannot be self - propelled or moved in a manner in which originally intended to move. Conditions under which activity may be resumed: Section 23.2(d) ...all work on the site of the violation shall cease, except those activities necessary to bring the site into compliance with the Orange County Zoning Ordinance. Time period within which the violation must be corrected: Pursuant to the provisions of Section 23.2(b) of the Orange County Zoning Ordinance, all abovementioned violations shall be corrected on or before Monday, March 26, 1990. In the event that the violations are not corrected on or before the above date, the Orange County Board of Commissioners will make written demand for payment from you. Any act constituting a violation of any requirement of this ordinance shall subject the offender to a civil penalty of $100. After civil penalties of $100 per day, if payment is not received within 30 days after demand for payment is made, the matter shall be referred to the county attorney for institution of a civil action in the name of the County in the appropriate division of the General Court of Justice for recovery of the penalty. = -= Section 23.2(d) St ap Work Orders: • - - - - -� - - You may appeal the enclosed Stop Work Order to the Board.w, of Adjustment pursuant to Article 2.3 of the Orange County Zoning Ordinance.`.,­-­ (e) Each days `continuing- violative of any., provision- a thy: - -.__ Orange County County Zoning -- Ordinance -is -a separate -and - - - -- - -_ distinct offense.- The penalty is $100 per day for each - day the violation continues: - i Mr. Hoyle King March 15, 1990 Page Three M Any combination of the foregoing penalties and remedies may be used to enforce the Orange County Zoning Ordinance. Marvin E. Collins Planning Director ORANGE CO= BOARD OF CO 7SS1OX=- RSS A=ION AGENDA IT M ABSTRACT Meeting Date: April 17, 1990 SUBTSCT: Board of Equalization & Review DEPARTM -77NT : Assessor's Office ATTACHMENT(S): 1/ 1 Action Aaenda ten No . X_ PUBLIC FiiArZING : yes % No INFORMATION CONTACT: TEL'SPHoX NUMBER: Hillsborough - 732 -8181 Chanel Hill - 968 -4501 Mebane - 227 -2031 Durham - 688 -7331 PURPOSE: -The Board of Equalization and Review needs to go into session, take the oaths, and establish schedule for hearing appeals to be advertised in local newspapers. BACKGROUND: Reference GeneralStatute 105- 322(e) Each year the Board of Equalization and'Review shall hold its first - meeting not earlier than the first Monday in April and not later than the first Monday in May. The-Board shall complete its duties on or-'before the.third Monday following _ its first meeting unless, in its opinion, a longer period of time is necessary or expedient to a proper execution of its -responsibilities. A notice of the date, hours, place, and purpose of the first meeting of the Board of Equalization and Review shall _be published at least three times in some newspaper having general circulation in the county, the first publication to be at least 10 days prior to the first meeting. RECOMMENDATIONS: 1) . The Board convene the f irst Tuesday �� in May' ( May 1 , 1990), a few minutes just before the County Commissrioners meeting, for.the purpose of taking the oaths and establishing a schedule -to hear appeals.- 2) It is estimated that approximately two (2) hours will be needed to hear requested appeals. Possibly, it would be _convenient to meet two hours just prior to a scheduled commissioners meeting either the 3rd Tuesday in May (May 15th) or the 1st Monday in June (Jun 4th). ORANGE COUNTY BOARD OF COMMISSIONERS Action A ends Item No. ACTION AGENDA ITEM ABSTRACT Meeting Date: April 17, 1990 SUBJECT: APPOINTMENTS DEPARTMENT: BOARD OF COMMISSIONERS PUBLIC HEARING YES: NO: X ------------------------- - - - - -- ---------------------------------- ATTACHMENT(S): UNDER SEPARATE COVER INFORMATION CONTACT: BEVERLY BLYTHE EXt. 505 Hillsborough - 732 -8181 Chapel Hill - 968 -4501 Mebane - 227 -2031 Durham - 688 -7331 PURPOSE: To maintain membership at effective levels on Commissioner's appointed boards and commissioners. BACKGROUND: The following recommendations are presented for the Board's consideration: DOMICILIARY HOME COMMUNITY ADVISORY COMMITTEE: Appoint Donna Maria Tate to serve the required one -year provisional training term. EXTENDED AREA SERVICE TASK FORCE: Approve the appointment of Watts Hill, Jr., Vic Knight, Charles Nottingham, David Naquin, Thomas Tiermann, Norman Vogel, Patricia Watts and Gloria Williams to this ad hod group. They will join four citizens appointed at the March 21, 1990 meeting which authorized the formation of this committee. HILLSBOROUGH PLANNING BOARD: Accept the recommendation of the Hills- borough Board of Commissioners to appoint Edward Latta to serve as the out -of -town alternate member on the Hillsborough Planning Board. His term of office is scheduled to end in February, 1992. RECOMMENDATION(S): As the Board decides. ORANGE COUNTY BOARD OF COMMISSIONERS Action Agenda ACTION AGENDA ITEM ABSTRACT Item No. Meeting Date: April 17, 1990 SUBJECT: MINUTES DEPARTMENT: BOARD OF COMMISSIONERS PUBLIC HEARING YES: NO: X ------------------------- - - - - -- ---------------------------------- ATTACHMENT(S): UNDER SEPARATE COVER INFORMATION CONTACT: BEVERLY BLYTHE TELEPHONE NUMBER - Hillsborough - 732 -8181 Chapel Hill - 968 -4501 Mebane - 227 -2031 Durham - 688 -7331 - ~ PURPOSE: To correct and /or approve the minutes as submitted for consideration: February 26, 1990 - Continued Meeting March 5, 1990 - Regular Meeting March 21, 1990 - Regular Meeting March 26, 1990 - Joint Meeting with Hillsborough BACKGROUND: In accordance with 153A -42 of the General Statutes, the governing Board has the legal duty to approve all minutes that are entered into the official journal of the Board's proceedings. RECOMMENDATION(S): As the Board decides. MOSES CAREY. JR. STEPHEN H. HALKIOTIS JOHN HARTWELL SHIRLEY E. MARSHALL DON WILLHOTT r ORANGE COUNTY COMMISSIONERS 106 EAST MARCAnEr LANE HILLSBOROUGH. N. C. 27278 STATEMENT TO THE N.C. BOARD OF TRANSPORTATION MAY 8, 1990 There are numerous transportation improvement needs in Orange County. The County is one of the fastest growing counties and the impacts of this growth are resulting in severe deficiencies in our transportation network. To address these deficiencies, orange County requests that specific projects be included in the Transportation Improvement Program. The projects include those listed in each of the attached requests from the County's local governments. The Orange County Board of Commissioners endorses those requests and respectfully asks--that each of the projects be included in thes1990 Transportation Improvement Program. m= = - -- v p widening o To complement the requested wa:d f US,15 -501 south of Chapel Hill.- to the ;, Chatham ._ line,,,, the County Commissioners support the: proposed connector from,US 15 -501 in Chatham County to I -40 in_ Durham County... Recognizing that this request crosses county and DOT district lines, the Commissioners encourage continued., and greater, coordination of transportation planning at the_county,.municipal, district, and Metropolitan Planning Organization level. Submitted this 8th day of May, 1990 ORANGE COUNTY BOARD OF COMMISSIONERS Moses Carey, Jr. Chairman This letter which makes reference to the transportation improvement needs in Orange County was approved at a regular meeting of the Board of Commissioners held April 17, 1990. B 4er A41 ythe, t rk ORANGE COUNTY COMMISSIONERS 106 EAST MARGAPM LANE HILLSSOROUGH, N. C. 27278 MOSES CARRY, JR, STEPHEN H. HALK10TIS JOHN HARTWELL SHIRLEY E. MARSHALL DON WILLHOIT D E M A N D F O R P A Y M E N T O F C I V I L P E N A L T I E S DATE: April 19, 1990 Certified Letter Article No. P 022 936 095 TO: Mr Hoyle Ring Return Receipt Requested Route 5, Box 466 Restricted Delivery Mebane, NC 27301 RE: Zoning Violations LOCATION: On the northside of US 70, east of Buckhorn Road TOWNSHIP: Cheeks MAP REFERENCE: 3.29..6a,8 ZONING DISTRICT: R1 On March 15, 1990, you were notified by certified letter (U.S. Postal Article Number P 022;935 126) which you acknowledged receiving from Marvin E. Collinsr-= Orange County - :Zoning Officer, that your proper- ty7referenced above, was in- vio -Tation of the Orange County Zoning Ordinancein the`follawing respects:.;:" VIOLATION: Operation•`.of: an_- automobile =- true....,,`._ r'- kr` fai-m: °implement, boat, domesticY and"coiiui erciaZv applianc junk^ yard, repair and sto a e=facilit -_. sident a. a�Rural �'14e _ 1;= 'District. Section 4.3 PERMITTED � T_SE= TABLES"""TM i -::c - -- The following s_ anew oYp_ercttednph- &ura1'Residential (R1) District • q-- Section 4.3 �P 524 MotorEVehicletMaintenance and Repair p r (Body Shop) _. _ - _ - o or ec e a es Renta ? N-- ew - an Used) -: - _ S50 ..Storageof.Goods,Outdoor Section 6.16.7- :_.Storage of Ju ked or Wrecked Motor Vehicles The- storage ofjunked or wrecked motor vehicles is speci fica- lly : = -- prohibited -in 211 = residential districts. This .section does not_ 9 g.-. y-to any motor vehicle in :an enclosed buzldin which buildin =_- .conforms to applicable building code and zoning- regulations or A Mr. Hoyle King Route 5, Sox 466 Mebane, NC 27301 March 15, 1990 Page Two which building lawfully exists as a non - conforming use under applicable building code and zoning regulations. DEFINITION: Junked or Wrecked Motor Vehicles - Motor vehicles which do not display a current license plate or a current registration sticker and which do not display a current inspection sticker issued by or in the same state as the license plate or registration sticker and which either: (a) are partially dismantled or wrecked, or (b) cannot be self- propelled or moved in a manner in which originally intended to move. Conditions under which activity may be resumed: Section 23.2(d) ...all work on the site of the violation shall cease, except those activities necessary to bring the site into compliance with the Orange county Zoning.Ordinance. Time.period.within which the violation must be corrected: Pursuant to the provisions of Section 23.2(b) of the Orange County Zoning Ordinance, all abovementioned violations were to have been corrected on or before Monday, March 26, 1990. In the March 15, 1990 letter, you were advised-that if you did not_ bring your property into compliance with the provisions of the -Orange County Zoning Ordinance on or by March 26., 1990, civil penalties would be assessed against you pursuant to Article -23 of — _ -- the Orange County Zoning Ordinance. - - - A field: -ins ection b the staff = of.. the= Oran a - -Count P y ----- -._,._ g Y and - Inspections - Department on -March 27; 1990_1--revealed -that your property was not in compliance with the Orange County Zoning Ordinance--on= March- 27= - 1990.-_= Fields- inspections_ conducted= since = - =- - -- : -_ Marc 271990,:- and.eyewitness accounts b residents, neighborhood,_ have shown that =the property __.has not beenin = _compliance since then. Civil penalties of -$100 per day have been accruing since March 27; 1990. . -_- _ - -:... -... On-- e alf. -of:. the Orange_ County Board -of _Commissioners, I - �_ :- make demand upon . you. for - payment- of the accrued - civil_::. penal ti es - -in.- := - - - -the amount of 2 200.00 or 100.00 for. each day-from-March-27-- -- :- r Mr. Hoyle Ring Route 5, Box 466 Mebane, NC 27301 March 15, 1990 Page Three 1990 through April 17, 1990. If the $2,200.00 in civil penalties are not paid within 30 days from the date of this letter, this matter will be referred for collection by court action. If your property continues to be out of compliance with the Orange County Zoning Ordinance, civil penalties will continue to accrue. If you have any questions about how to bring your property into compliance with the Orange County Zoning Ordinance, please call Mr. Jim Hinkley, Zoning Enforcement Planner with the Orange County Planning and Inspections Department, at Extension 2584 at any of the following local telephone numbers: 732 -8181 Hillsborough 688 -7331 Durham 227 -2031 Burlington /Graham 967 -9251 Chapel Hill /Carrboro Please give this matter your immediate attention. Sincerely, - =- Moses Carey, Jr. Chair - — Orange County Commisioners Presentation April 17, 1990 GOOD EVENING MR. CHAIRMAN, AND MEMBERS OF THE BOARD OF COMMISSIONERS. MY NAME IS JEAN BOLDUC, AND I AM THE 1990 CHAIR OF THE ORANGE COUNTY HUMAN RELATIONS COMMISSION. I AM PLEASED AT THIS TIME TO PRESENT YOU WITH OUR REPORT ON OUR WORK FOR 1989. YOU HAVE BEFORE YOU OUR RECOMMENDATIONS. I WOULD LIKE TO, AT THIS TIME, MAKE AN AMENDMENT TO MY ANNUAL REPORT. IN REFERENCE TO ITEM #4 OF THE ANNUAL REPORT, AND SUBSEQUENT REFERENCES TO THE COMMISSIONERS ORDERING AN INVESTIGATION OF THE FAMILY COURTS, THE HUMAN RELATIONS COMMISSION WILL FIND IT NECESSARY TO TAKE ANOTHER APPROACH. WE RECOGNIZE THAT THE COUNTY COMMISSIONERS DO NOT HAVE JURISDICTION OVER THE FAMILY COURT SYSTEM, AND WE DO NOT WISH TO IMPLY IN OUR REQUEST THAT YOU DO. IT WOULD BE MORE TO THE POINT ON THIS ISSUE TO SAY THAT OUR COMMISSION HAS RECEIVED SUBSTANTIAL NUMBERS OF INDIVIDUAL COMPLAINTS ABOUT ABUSE AND DISCRIMINATION IN THE FAMILY COURTS OF OUR COUNTY. WE HAVE BEEN NOTIFIED THAT WE WILL BE RECEIVING THE RESULTS OF A STUDY OF COURT RECORDS BY AN INDEPENDENT WOMEN'S GROUP. WE EXPECT THAT ONCE WE RECEIVE THIS STUDY, ITS RESULTS WILL BE MADE PUBLIC. WE WILL PROBABLY COMMENT PUBLICLY AS TO HOW WE VIEW THE IMPACT OF THE STUDY. WE SEE OUR ROLE AS NO FURTHER REACHING THAN THIS EDUCATIONAL ONE. THEREFORE, WE WOULD LIKE TO WITHDRAW ITEM #4 FROM THE ANNUAL REPORT, AND SUBSEQUENT REFERENCES. AS YOU KNOW, OVER THE COURSE OF 1989, WE'VE HELD A SERIES OF PUBLIC HEARINGS ON 5 SUBJECT AREAS. ATTENDING ALL OF THESE HEARINGS, AND CHAIRING ONE OF THEM, HAS BEEN ONE OF THE MOST EYE - OPENING, DEEPLY DISTURBING EXPERIENCES I'VE EVER HAD. Orange County Commisioners Presentation April 17, 1990 TESTIMONY BEGAN IN SPRING, 1989. ON A PEACEFUL APRIL NIGHT, WE GATHERED AT BINKLEY BAPTIST CHURCH TO HEAR OF OBSCENE PHONE CALLS, NASTY NOTES LEFT ON DORMITORY DOORS, THREATS OF VIOLENCE, ACTS OF VIOLENCE, AND, MOST POIGNANT WAS THE TESTIMONY THAT CAME LAST. THIS WAS THE NIGHT WE DISCUSSED HOMOPHOBIA, AND THE LAST SPEAKER WAS SUZI PERRY, AIDS COORDINATOR AT UNC MEMORIAL HOSPITAL. THE NIGHTMARE SHE DESCRIBED WAS THAT OF BEING AN AIDS PATIENT AND BEING HOMELESS. MANY AIDS PATIENTS ARE COMPLETELY REJECTED BY THERE FAMILIES WHEN THEIR DISEASE IS DIAGNOSED, FOR THIS TOO IS OFTEN THE TIME THEY "COME OUT" TO THEIR PARENTS ABOUT THEIR HOMOSEXUALITY. I CANNOT IMAGINE NEEDING YOUR FAMILY MORE THAN AT THIS TERRIBLE MOMENT AND BEING PUSHED AWAY. AS IF THIS ISN'T BAD ENOUGH, IT IS COMPLETELY LEGAL TO REFUSE A PERSON HOUSING BASED ON HIS OR HER HAVING AIDS, OR JUST BEING HOMOSEXUAL. OUR NEXT SUBJECT WAS NO EASIER.... RACISM. AT THE ORANGE COUNTY LIBRARY, WE HEARD STORIES WE'VE BECOME ALTOGETHER TOO FAMILIAR WITH. STORIES OF APARTMENTS THAT WERE AVAILABLE ON THE PHONE, THAT WERE SUDDENLY RENTED JUST AS THE PERSON OF COLOR APPROACHED. STORIES OF KIDS NOT RECOMMENDED FOR ACADEMICALLY GIFTED PROGRAMS BECAUSE THEY ARE BLACK. AND A PARTICULARLY FRIGHTENING ACCOUNT FROM COMMISSIONER HALKIOTIS, PRINCIPAL OF ORANGE COUNTY HIGH SCHOOL. HE TOLD US OF A STUDENT HE HAD A YEAR OR TWO AGO. THIS YOUNG MAN HAD LEFT TOWN SUDDENLY AND LEFT HIS WHITE SUPREMACY NOTEBOOK BEHIND IN HIS LOCKER. IT DESCRIBED BULLET TRAJECTORIES. IT CONTAINED UNCOUNTABLE, AND UNPRINTABLE, RACIST SLURS. IT CONTAINED HATRED. IT WAS EERIE TO TOUCH IT. IT WAS IMPOSSIBLE Orange County Commisioners Presentation April 17, 1990 TO IGNORE IT. WE HEARD FROM A TEACHER WHO URGED US TO GET INTO THE LIBRARY AND LOOK AT BOOKS YOUNG CHILDREN READ. HOW MANY BLACK CHARACTERS ARE IN THEM? HOW MANY HEROES IN STORIES (FIREFIGHTERS, POLICE OFFICERS, DOCTORS) ARE BLACK? BLACK CHILDREN NEED TO SEE THEMSELVES IN THEIR HEROES, SHE TOLD US. IN JUNE CAME TESTIMONY ON EMPLOYMENT DISCRIMINATION. WE RECEIVED A LOVELY SPEECH FROM THE ECOMONIC DEVELOPMENT DIRECTOR. SHE DESCRIBED HOW HARD SHE AND HER STAFF WERE WORKING TO BRING IN GOOD JOBS, NOT JUST MORE JOBS. SHE TALKED ABOUT INFRASTUCTURE PROBLEMS IN DEVELOPING THE MORE RURAL AREAS OF THE COUNTY. THEN SHE TOLD US THAT YOUNG BLACK WOMEN WORKING IN FAST FOOD RESTAURANTS DIDN'T WANT PROMOTIONS INTO MANAGEMENT BECAUSE THEIR BOYFRIENDS OR HUSBANDS DIDN'T LIKE FOR THEM TO "MAKE TOO MUCH MONEY ". IT WAS THIS "ATTITUDE" PROBLEM, NOT DISCRIMINATION THAT KEPT WOMEN FROM ADVANCING TO MANAGEMENT, WE WERE TOLD. "THEY JUST DON'T WANT THE RESPONSIBILITY..." SHE TOLD US. SHE WAS CHALLENGED REPEATEDLY ON THIS STATEMENT BY JAKI SHELTON- GREEN, THE HEARING'S CHAIR. SHE REITERATED IT. ANNE FISHBURNE, DIRECTOR OF THE WOMEN'S LEGAL PROJECT OF N.C. EQUITY, INC., REPORTED THAT WITHOUT A LOCAL ORDINANCE, MOST WOMEN WORKING FOR SMALL EMPLOYERS WOULD NOT BE ABLE TO TAKE ACTION IN CASES OF HARASSMENT AND DISCRIMINATORY PRACTICES. THE ORDINANCE WOULD GIVE THEM A MORE SOUND LEGAL BASIS FOR LEGAL ACTION. THEN CAME OCTOBER. OVER THE COURSE OF FOUR SEPARATE, DRAINING EVENINGS, WE LISTENED. WE LISTENED TO TED MOORE DESCRIBE THE SYSTEMATIC DEHUMANIZING AND EVENTUAL BRUTAL MURDER OF DAWN JOLLY, n Orange County Commisioners Presentation April 17, 1990 HIS EMPLOYEE AND FRIEND. HE WAS FRUSTRATED AND DEFEATED IN HIS EFFORT TO HELP DAWN FIND SAFETY FOR HERSELF AND HER DAUGHTER. HE WAS PLAINLY SHAKEN BY WATCHING HELPLESSLY OVER A PERIOD OF NINETY DAYS WHILE A YOUNG MOTHER WAS HUNTED DOWN IN PLAIN SIGHT. WE LISTENED WHILE CARL FOX, DISTRICT ATTORNEY FOR THE COUNTY, ECHOED THE NEED FOR A PRO - ARREST POLICY, CHANGES IN INEQUITABLE FELONY LAWS THAT DISCRIMINATE AGAINST WOMEN, AND HIS OWN FRUSTRATION AT NOT BEING ABLE TO REACH BEYOND THE FRAMEWORK OF HIS OFFICE TO DO MORE. AND THERE WAS MORE. THERE WAS SO MUCH MORE. STORIES OF RAPE, INCEST, AND MURDER. STORIES OF JUDGES LETTING MEN OFF WITH MEANINGLESS SENTENCES FOR HORRIBLE CRIMES. MEN WHO HAD BEATEN THEIR WIVES OR CHILDREN OR BOTH, BEING GIVEN CUSTODY OF THE CHILDREN THEY'D ABUSED. STORIES OF YOUNG GIRLS FORCED INTO LIFE OF PORNOGRAPHY AND PROSTITUTION, AT 12 AND 13 YEARS OF AGE. GIRLS RAPED WITH KNIVES AND BROKEN BOTTLES AND DOCTORS WHO REPAIRED THE DAMAGE WITHOUT QUESTIONING THE CAUSE. ON THE HEELS OF THIS WE HEARD OF LESBIAN MOTHERS LOSING CUSTODY OF THEIR CHILDREN, BECAUSE THE PEOPLE THEY LOVE ARE WOMEN. MEN, WE WERE TOLD, CAN BEAT AND RAPE THEIR CHILDREN, BUT IF THEY BRING HOME A PAYCHECK, THE COURT SYSTEM SAYS THEY'RE GOOD FATHERS. THEY'RE "DOING THE BEST THEY CAN ". WOMEN LOVING OTHER WOMEN, HOWEVER IS SOMEHOW DISGUSTING AND IMMORAL AND SETS THE WRONG EXAMPLE FOR IMPRESSIONABLE CHILDREN. FINALLY IN JANUARY WE HEARD OF HOUSING SHORTAGES. WE HEARD OF THE INSULT OF WORKING IN A COMMUNITY YOU CANNOT AFFORD TO LIVE IN, AND A COMMUNITY THAT APPARENTLY WANTS TO KEEP IT THAT WAY. A $75,000.00 HOME IS BUILT AND DESCRIBED AS "AFFORDABLE HOUSING ". Orange County Commisioners Presentation April 17, 1990 WE HEARD OF APARTMENTS IN SUB - STANDARD CONDITION AND OF PEOPLE IN MOBILE HOMES WHO ARE IN A POWERLESS POSITION WITH THE LANDOWNER OF THE PARK. IF THEY COMPLAIN ABOUT SANITARY CONDITIONS, THEY ARE THROWN OUT. WITHOUT THE PROTECTION OF A LEASE OR SOME OTHER FORMAL CONTRACT, THEY ARE AT THE MERCY OF THE PARK OWNER. I COME TO YOU THIS EVENING WITH A MANDATE FROM THE PEOPLE OF THIS COUNTY... TOGETHER, WE MUST STOP THE HARASSMENT, STOP THE BEATINGS, STOP THE KILLINGS. WE MUST SHED LIGHT ON THESE DARK AND FRIGHTENING CORNERS OF OUR RESPECTED COMMUNITY. WE ARE STRONG ENOUGH TO FACE THESE PROBLEMS HEAD ON, AND THE HUMAN RELATIONS COMMISSION IS PREPARED TO SUPPORT YOUR LEADERSHIP IN DOING SO. THANK YOU FROM NEED TO BICYCLE IMPROVEMENT THE TRANSPORTATION IMPROVEMENT PROGRAM I. RECOGNIZING A NEED FOR A BICYCLE IMPROVEMENT PROJECT... Somewhere in a local area there may be unsafe or difficult riding conditions for bicyclists which highlight a need for bicycle transportation improvements - be it an on -road improvement project such as wide paved shoulders, bicycle parking, an off - road bikepath, or printed materials such as maps and safety brochures. II. THE NEED IS PRESENTED TO THE N.C. DEPARTMENT OF TRANSPORTATION.._ If it is a citizen or a private group, such as a local bicycle club, which has recognized a need for a bicycle improvement there are several ways to present the need to transportation officials. First, a citizen or local club may write a letter presenting the need to the town or county manager's office; later a follow up telephone call should be made in order to learn the officials' view of the proposed bicycle project. Town or county officials may, or may not, choose to include the bicycle improvement request in their transportation improvement plan to be presented to the State at the yearly Transportation Improvement Program meeting. while bicycle transportation improvement requests have the greatest chance of success when they are actively supported by officials from local government, another possible way to present the need is to attend the Transportation Improvement Program meeting which is held in each of the 14 North Carolina highway divisions. A schedule, including the date, time, and location of the TIP meeting to be held in each division, may be obtained by contacting the local NCDOT division office or by contacting the NCDOT Bicycle Program in Raleigh. If an individual or official of an agency desires to make a bicycle request at a division TIP meeting but is not able to attend on the date of that meeting, there is a 30 day period following the meeting during which the request may be submitted in a letter addressed to the Secretary of the North Carolina Department of Transportation. All requests will receive the same degree of consideration. III. ALL BICYCLE PROJECT REQUESTS ARE DOCUMENTED... Following the public TIP meetings, requests for bicycle transportation improvement projects will be organized and documented by the NCDOT Bicycle Program. A questionnaire will be sent to each individual or agency which has made a request. Information obtained from this questionnaire will be used to determine the feasibility of the requested project as well as to assign a level of priority to it. H Iv. The SOME BICYCLE IMPROVEMENT PROJECTS ARE ADOPTED... bicycre rrogram tirst eva requests; then a summary of the the NCDOT Bicycle Committee fo review, the committee forwards and scheduling of some of the Carolina Board of Transportatio on inclusion of the recommendat the TIP plan does not guarantee implemented; rather, it means further study and may be impleme luates and prioritizes all the project requests is presented to r its review. Following their recommendations on the adoption requested projects to the North n which makes the final decision ions the TIP. To be included in that a requested project will be that the project will receive rated if feasible. V. PROJECTS WHICH ARE INCLUDED IN THE TIP FALL INTO TWO CATEGORIES... Bicycle projects which can be scheduled highway improvement projects. The bicycle element planning and design phases of bicycle projects are built w federal funds in the same construction. incorporated into a planned and are categorized as incidental will be considered during the the total project. Incidental ith a combination of state and manner as most other highway Bicycle projects which are not incorporated into a planned and scheduled highway improvement, but are planned, funded, and built separately, are categorized as independent 2rojects. These projects are constructed using 100 per cent federal funding. As a matter of policy, the North Carolina Board of Transportation currently allocates a $500,000 annual program budget for independent bicycle projects. VI. FINALLY, SOME TIP PROJECTS ARE IMPLEMENTED... In the case of a scheduled incidental bicycle improvement, inclusion in the TIP means that the bicycle facility will be considered in conjunction with the planning and environmental studies for the given highway project. If the bicycle component of the project is deemed feasible, it will be scheduled for construction. In the case of a scheduled independent bicycle project, inclusion in the TIP means that the project will receive further study. The feasibility of the request is studied during the planning and design phases. A project report for each request is reviewed inhouse by the Bicycle Task Force, which will either approve the content of the planning report or return it to Bike Program staff for further work. When approved and scheduled, the Bicycle Program monitors the implementation phase of the independent project. VII. TIP BICYCLE PROJECTS MAY TAKE MANY FORMS... There are a number of bicycle improvement projects which involve N -- construction of on -road and off -road facilities; some of these include: wide paved shoulders (4 feet minimum width), specially striped lanes for bicycles, wide outside lanes (13 -14 feet minimum width) which permit a safer bicycle /automobile mix, railroad crossing improvements for bicycle safety, and the addition of bicyle -safe bridge railing. However, there are bicycle improvements that do not require a construction project; examples of these include: signing bicycle routes, producing maps and safety brochures for cyclists in local areas, replacing dangerous drainage grates with bicycle -safe grates, spot improvements such as paving potholes or hazard marking of dangerous roadway features, and providing bicycle safety education materials to local areas. In many cases it may be difficult to determine -which kind of facility improvement is most needed. - Therefore, it is entirely appropriate to request that bicycle improvements be made without specifying a particular type of treatment. °r MARY PAUL MELET1ou ASSISTANT BICYCLE COORDINATOR 3 BICYCLE PROGRAM NORTH CAROLINA DEPARTMENT OF TRANSPORTATION P. O, BOX 23201 RALEIGH. N. C. 27611 OFFICE! (919) 733 -2804 MOSES CAREY, JR. STEPHEN H. HALKIOTIS JOHN HARTWELL SHIRLEY E. MARSHALL DON WILLHOIT ORANGE COUNTY COMMISSIONERS 106 FAST MaRGAPMT LANE HILLSBOROUGH, N. C. 27278 P R O C L A M A T I O N SOCIAL SERVICES EMPLOYEES APPRECIATION WEEK WHEREAS, Social Services Employees administer a wide range of service programs designed to provide orange County citizens basic resources and social work services to maximize their well -being and self determination; and, WHEREAS, Social Services Employees act on behalf of all citizens to prevent abuse, neglect, and exploitation of children and disabled adults, and when necessary, intervene to protect them; and, WHEREAS, Social Services Employees are caring professionals who are committed to serving Orange County citizens in a compassionate, confidential manner; and, WHEREAS, Orange County wishes to:.set aside a special week to recognize the vital contributions- of-Social Services Employees in Orange County; and, NOW THEREFORE Plog uny: �, of missioners = ocaimApri1231990throg h April 27, 1990 as "Social'Services Employees.Appreciation Week" in.Orange,.County, and urge all citizens to join us�in_honoring our Social, Services GIVEN UNDER MY HAND AND THE SEAL OF THE COUNTY OF ORANGE ON THIS THE TWENTY - THIRD DAY OF APRIL IN THE YEAR OF OUR LORD, NINETEEN HUNDRED AND NINETY. ---- -------- -------- - - --- Moses Carey, Jr. -- Orange County Board of Co i sioners w i A Page 1 of 12 1990 - 1991 /, 7 CONSOLIDATED CONTRACT BETMaN 441 1 W19 WV Y q/. 71:0114 a1WHO C THE DEPARTMENT OF MVBUMqT, HEALTH, AMID NATURkL RESOD (Hereinafter called the "State ".) • n _The Orange Cgunty_Health Department (Name of Local Health Departrrmt) (Hereinafter called the "Department ") MAINTAINING AND STIMUTIATJNG THE ADVANCEMENT OF HEALTH IN NORTH CAROLINA This Contract Shall Cover a Period From July 01, 1990 to June 30, 1991 NOW, THERMFtE, the State and the Department agree that -the pnwisicns and clauses herein set forth shall be incorporated in and oostitute the terms and conditions applicable for the following activities involving State funding. (State funding or funds means state, federal, and /or special funding or funds throughout this contract.) General Aid -to- Counties Health Promotion Maternal Health Aids Control - Testing Nutrition, Title - X T4rFA TnflnonZn DEHM 2946 (Revised 02/90) Transfer of Escrow Division of General Services (Review 02/91) r fe Page 2 of 12 1. The Department shall perform activities in compliance with applicable program rules contained in the North Carolina Administrative Code as well as all applicable Federal and State laws and regulations. 2. The Department shall submit for approval the required Program Contract Addenda for State funded budgets. 3. The Department shall submit completed reports as required by-budgeted funding criteria and as specified in Lis of Required Fiscal and Statistical,Renorts (Addenda 1). 4. The Department shall administer and enforce all rules which have been adopted by the Camassion for Health Services or approved by the State and adopted by the Local Board of Health. 5. The Department shall provide to the State copies of rules adopted by the Local Board of Health pursuant to G.S. 130A -39 and Public Health Ordinances adopted by the County C massioners. Copies of existing rules and ordinanoes shall be submitted to the State Health Director within 45 days. Thereafter, copies of rules adopted shall be submitted within 30 days of adoption. B. FUNDING STIPULATIONS 1. Fuming for this contract is subject to the availability of State, Federal, and special funds for the purpose set forth in this Contract. 2. During the period of this Contract, the Depaztment shall not use State funds received under this contract to reduce locally appropriated funds as-reflected in the Local Health Department Budgets. 3. The Department shall not use personal health program funds to support environmental health personnel nor use tal health program funds to support personal health programs. 4. The Department shall comply with Standards for Mm- jdated Public Health Services, 10 NCAC 12, Section . 0200; and Administrative Procedures Manual for Federal Block Grant Funds, 1 NCAC 33, Sections .0100 - .1502. 5. The Department shall maintain employee time records for this contract period do=renting the portion of time that each employee attributes to each activity when State funds are budgeted for the support of employee salaries and fringe benefits. The percentage of time each employee spends in each activity shall be oaanverted to dollars based upon the employees' salary and benefits. These records will serve to document salary and benefit expenditures reported on EEM Form 2949, DEM Farm 2950, and compliance with Chapter 479, Section 99 of the 1985 Session Laws. Page 3 of 12 6. The Department shall be responsible for dete urination of eligibility as delegated by the Secretary, Department of Human Resources, when providing Social Services Block Grant funded services. 7. The Department participating in Medicaid Reimbursement shall: a. Comply with the terms of the Mem=andum of Understanding between the Division of Medical Assistance and the Division of Health Services and the Local Participation Agreement dated July 1, 1984. b. Make every reasonable effort to collect its cost in providing services, for which Medicaid reimbursement is sought, through public or private third party payors except where prohibited by Federal regulations or State law. No one shall be refused services solely because of an inability to pay. All payments from persons, public or private third party payors, shall be utilized for the activity that earned it and shall not redure or replace locally appropriated funds during the period of this Contract. Use of program income generated by the expenditure of Federal categorical funds will be governed by applicable Federal regulations, including but not limited to, 45 CFR 74. 8. Funds budgeted for Adolescent Health Activities shall not be expended for dues or out -of -state travel - unless prior approval is received frun the Pam- - 9. Subject to the approval of the appropriate Division, a local health department may seek reimbursement for services covered by a program operating under 10 NCAC 4C rules when those services are not supported by other state or federal funds. All payment program rules and procedures as specified in the Purchase of Care manual must be followed. 10. Subject to the availability of funds and approval of the Office of Public Health Nursing, a -local health department may request reimbursement for: a. Nursing service personnel participating in the Introduction to Public Health and Public Health Nursing course and the Supervisors Training Course. Rent is limited to no more than $200.00 per week per participant upon successful completion of the course. b. Nursing service personnel attending Continuing Education offerings which are identified by letter fram the Office of Public Health Nursing as being eligible under the nurse training funds. Reimbursement is limited to $25.00 per participant per event. 11. The Department shall have an annual audit performed in accordance with The Single Audit Act of 1984 as implemented by OMB Circular 128. Audit findings and resolution of said findings shall be handled by the Division of Fiscal Management, Special Accounting Section. Page 4 of 12 12. Equipment is a type of fixed asset consisting of specific items of property that: (1) are tangible in nature; (2) have a life longer than one year; and (3) have a significant value. a. For Budgeting and Reporting purposes 1. Equipment Purchases meeting the above definition and having a dollar value of $500 or more must be budgeted and reported in Lane Item 5000. 2. Warren, infants and Children program All medical equipment regardless of cost and all other equipment with an acquisition cost of $500.00 or more must be budgeted and reported in Line Item 5000. b. For Inventory Purposes 1. Equipment must be accounted for in accordance with Local Government Accounting System Procedure No. 15. 2. Women, Infants and Children Program All medical equipment regardless of cost and all other equipment with an acquisition cost of $500.00 or more must be inventoried with the Division of Maternal and Child Health. Cameras and accessories, calculators, Projectors, tape recorders, dictating equipment, video equipment and accessories, o=puters and accessories and eamputer software with a cost of $100.00 or more, and all books and films regardless of cost must be recorded on the Fixed Asset System. C. For Prior Approval Purposes 1. Equipment purchased or equipment leased where there is an option to Purchase with State /Federal funds must receive RLIor written aPProval from the appropriate Division, Section, or Branch when the acquisition cost exceeds $500.00. 2. Warren, Infants and Children Program All medical equi -pment regardless of oast and all other equipment with an acquisition cost of $500.00 or more must receive prior approval from the program office. 3. Equipment Purchased with program income generated by the expenditure of Title K Family Planning Funds with an acquisition cost of $ 500.00 or more must receive prior written approval from the program. Page 5 of 12 C. FISCAL CONTROL 1. The Department shall comply with the Focal Government Budget and Fiscal Control Act, North Carolina General Statute Chapter 159, Article 3. a. The Department shall maintain a purchasing and procurement system in accordance with generally accepted accounting practices and procedures set forth by the Local Government Commission. b. The Department shall execute written agreements with all parties who invoice the Department for payment for the provision of services to patients. c. The Dent shall receive prior ' approval from the State when subcontracting for services in the Warren, Infants and Children Program- d. When subcontracting, the following conditions must be met: 1. The Department is not relieved of any of the duties and responsibilities provided in this contract. 2. The subcontractor agrees to abide by the standards contained herein or to provide such information as to allow the Department to comply with these standards. 3. The Department will make available to the State upon request a copy of subcontracts supported with State /Federal funds. e. The Department shall retain all budgets, budget revisions, contracts, contract addenda, and financial records in accordance with the current Records Disposition Schedule for County and District Health Departments issued by the Division of Archives and History, Department of Cultural Resources. 2. The Department shall prepare and maintain a budget for each activity covered by this contract in a manner consistent with instructions Provided with DEHNR Form 3370 (Rev. 2/90) and DUM Form 2948 (Rev. 2/90). a. The Department shall prepare budget revisions for prior approval of the State when those revisions are in the School Health Program (Line Item 6200) or Delivery Services Program (Line Item 6869). b. The Department shall prepare budget revisions for prior approval of the State when State funds will be increased or decreased. c. The Department shall prepare an informational copy for the- State of all other budget revisions when proposed expenditures exceed the line amount meted. Page 6 of 12 d. The Department shall submit all revisions prior to the end of the term specified in this Contract. Budget revisions received by the State after the end of the contract period will be returned without action. 3. The Department shall observe the following conditions when budgeting and reporting earned income revenues (escrow): a. All earned income must be budgeted in the program where earned, except that income earned by a program which has no activity budget can be budgeted in a program approved by the State. b. Line Item 9000 in the program budget shall be used to budget TXIX fees. c. Line Item 102 in the program budget shall be used to report TXIX fees received which are used to support TXIX expenditures sham in Line Item 9000. d. Line -Item 6864 in Activity 3109, Transfer of Escrow Funds, only shall be used to show anticipated TXIX earnings. e. A local account shall be maintained for unb dgeted /unreported TXIX fees transferred to the Department. Accounts shall be maintained in sufficient detail to identify the program source generating the fees. f. No more than one year's transfer of escrow funds (or $10,000.00) whichever is greater) for any activity can be carried forward from one year to the following year. 4. The Department shall submit a quarterly report of actual receipts and expenditures of the Department according to instructions provided with Expenditure Reports, DMR Form 2949 (Rev. 9/89) and DEEM Form 2950 (Rev. 9/89). a. The Department shall submit quarterly expenditure reports to the State within 45 days from the end of the reporting quarter. b. The Department shall submit the final Expenditure Report to the State within 45 days after the end of the contract period. c. The Department shall refund to the State all State funds not supported by expenditures within 10 days after notification of overpayment. d. The Department shall follow women, Infants and Children Program and other Federal program reporting requirements when they differ from those stated above. e. The Department shall submit WIC expenditure reports to the State no . later than the 8th of the month. N Page 7 of 12 f. Reimbursement of WIC approved expenditures for July, August, and September cannot exceed one -fourth of the total budget for the contract period. g. The Department shall submit expenditure reports for Mosquito Control activity in accordance with 15 A NCAC 18 B, Sections .0104 and .0107. h. The Department shall submit request for payment for services provided under 10 NCAC 4 C rules to the Claims Processing Unit, DE NR Division of Fiscal Management. i. The Department shall submit request for reimbursement for nurse training to the Office of Public Health Nursing. 5. The Department shall submit on an annual basis Staff Time Activity Report, DERM Form 3389. The report shall accompany the final expenditure report and must be received by the State within 45 days after the end of the contract period. 6. For Adolescent Health Activity, the Department agrees to (1) have responsibility for the immediate direction and supervision of the activities supported through the contract, which will be conducted in accordance with the amended plan /update submitted by the Department; (2) submit any media material in writing to the Maternal and Child Health Division for approval prior to release to the public; (3) submit a mid -year report on progress in meeting project objectives by January 31, 1991; (4) submit an evaluation report demonstrating achievement of stated goals no later than August 15, 1991. The Department shall adhere to and fully comply with State personnel policies as found in North Carolina General Statute, Chapter 126, and 1 NCAC 8. Such policies include, but are not limited to, the following; 1. Equal employment opportunity; 2. Affirmative action; 3. Policies for local government employment subject to the State Personnel Act; 4. "Local Classification and Salary Range "; 5. "Compensation Policy for Local competitive Services Employees". and 6. "Recruitment and Selection Policy and Procedures"; 7. Environmental Health Specialists employed by the Department shall be delegated authority by the State to administer and enforce State environmental health rules and laws as directed by the State pursuant to G.S. 130A-4(b). This delegation shall be done according to 10 NCAC 10A .2300. Page 8 of 12 a. Local health departments are responsible for sending their newly - TiPloyed environmental health specialists (interns) to 20 days of initial field training /orientation at one of the designated training centers within 90 days from date of employment. b. The employing health department shall reimburse the training center(s) $25 per day for providing initial field training /orientation for the newly-employed environmental health specialists. c. Initial field training /orientation centers shall be paid within 90 days by the employing health department for services rendered. d. Arrangements for initial field training /orientation including designation of the training venter for newly - employed environmental health specialists will be handled by the Environmental Health Services Section, Division of Environmental Health. All information as to personal facts and circumstances obtained by Department personnel in connection with the provision of services or other activity under this Contract shall be privileged communication, shall be held confidential, and shall not be divulged without the responsible person's written consent except as may be otherwise required by applicable law or regulation. Such information may be disclosed in summary, statistical, or other form which does not directly or indirectly identify particular individuals. F. CIVIL RIGHTS The Deceit shall assure that no person, on the grounds of race, color, age, religion, sex, marital status, or national origin (unless otherwise medically indicated) or otherwise qualified handicapped individual solely by reason of his /her handicap be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity covered by this Contract. The Department shall complete HEW Form 441, Assurance of Compliance with the Department of Health and Welfare regulations, under Title VI of the Civil Rights Act of 1964; for the Warrens, Infants and Children Program, FNS -64, Assurance of Cmmpliance with the Department of Agriculture Food and Nutrition Service, under Title VI of the civil Rights Act of 1964; and HEW Form 641, Assurance of Compliance with Section 504 of the Rehabilitation Act of 1973. G. RESP'ONSIBMITIES CF THE STATE 1. The State shall provide to the Deft upon request technical assistance in the preparation of the Consolidated Contract /Activity Budgets and Contract Addenda. Page 9 of 12 2. The State shall specify those administrative forms /reports and their respective revision dates that are required by particular activities Pertaining to the Department's budget with the State an Lis tin of Required Fiscal and Statistical Re (Addendum 1) for the contract period. New forms reports not listed in Rwguired Fiscal and Statistical Re its shall be implemented during a contract period only with the approval of the State Health Director. 3. The State shall provide to the Department within thirty (30) days after receiving an activity budget fran the Department an approved signed copy, of the budget. 4. The State shall provide funds to the Department upon approval of the Contract Addenda, activity budgets, and signing of this contract. 5. The State shall assist the Department to comply with all applicable laws, regulations, and standards relating to the activities covered in this contract. 6. The State reserves the right to conduct reviews to determine om pliance with the terms of this contract. 7. The State shall be assured that the Department maintains expenditure of locally appropriated funds for maternal health, child health, and fa,-u ly planning activities equal to or greater than that reported on the Staff Time Activity Report for the period beginning July 1, 1984, and ending June 30, 1985. This maintenance of effort shall be measured by salary equivalencies which are to be maintained in accordance with Section B. 5. of this contract. The State shall disburse funds to the Department as follows: 1. For departments selecting monthly payments through the G4M option -- Provided the Consolidated Contract is properly executed and all quarterly expenditure reports are filed within the established time frames, payments equal to 1/12 of the total program approved budget shall be made on the 15th of each month as follows: July October February August November April September January May Based on expenditures reported for the first, seoorid, and third quarters,, payments shall be adjusted either uprard or daA ward, in payments made on the 15th of the following months: December March June Page 10 of 12 2. For Departments selecting monthly payments through the check option -- Provided the Consolidated Contract is properly executed and all quarterly expenditure reports are filed within the established time frames, payments equal to 1/12 of the total program approved budget shall be made by the 25th of each month as follows: July October March August December April September January June Based on expenditures reported for the first, second, and third quarters, payments shall be adjusted either upward or damyward, in payments made on the 25th of the following months: November February May 3. For departments selecting quarterly reimbursement option, payments shall be made by the 25th of the month in which the quarterly expenditure report is received. 4. For departments receiving Rural Obstetrical Care Incentive funds, payment of such funds shall be made in one lump sum the month following receipt and approval of the activity budget. 5. Quarterly payment for reported expenditures in Line Item 1000 shall be limited to one- fourth of the budgeted amount in that line item. 6. Incised or decreased payments necessitated by changes in the total budgeted amount will be reflected in the monthly payments subsequent to approval of the budget revision. 7. Payments shall be suspended when expenditure reports are not received by the time specified. Payments will resume on the specified dates in the months subsequent to receipt of the expenditure reports. 8. Payment is limited to the total amount of the budget by lisle item. 9. Final payments will be made based on the 4th quarter expenditure report. Final payments will be equal to the difference between approved reported expenditures and the sum of previous payments. Final payments should be made not later than September 15th. 10. Transfer of TXxX Fees a. Upon receipt of Title XIX fees, transfer of such funds will be made to departments participating in CMT5 on the 15th of the month and to departments not participating in G4rS on the 25th of the month. Page 11 of 12 b. When fees received exceed the amount shown by program in Activity 3109 an internal adjustment will be made to increase the amount shown. I. AMENUVEIr OF OON RACT Amendments, modifications, or waivers of this contract may be made at any time by mutual agreement of all parties. Amendments shall be in writing and signed by appropriate authorities. J. PROVISION OF This contract may be terminated for reasons-other than non- oonpliance upon sixty (60) days written notice by either party. If termination should occur, the Department shall receive payment only for allowable expenditures. The State may withhold payment to the Department until the State can determine whether the Department is entitled to further payment or whether the State is entitled to a refund. K. CCMPLIANCE 1. The State shall assure compliance with all terms of this contract. a. Upon determination of non-compliance, the State shall give the Department sixty (60) days written notice to come into compliance. If the deficiency is corrected, the Department shall submit a written report to the State which sets forth the corrective action taken. b. If the above deficiencies should not be corrected to the satisfaction of the State after the sixty (60) day period, disbursement of funds for the particular activity may be temporarily suspended pending negotiation of a plan of corrective action. c. If the deficiency is still not corrected within the next thirty (30) days following temporary suspension of fuaxding, program funds may be Permanently suspended until the Department can provide evidence that the deficiencies have been corrected. d. In the event of the Department's non- oompliance with clauses of this contract, the State may cancel, terminate, or suspend this contract in whole or in part and the Department may be declared ineligible for further State contracts or agreements. Such terminations for non- ompliance shall not occur until: (1) the provisions of Section K -1 (a-c) have been followed, documented, and have failed to provide a resolution, (2) all other reasonable administrative remedies have been exhausted. Page 12 of 12 2. If the Department or the State should be determined out of am pliance with the provisions of the contract, either party may file a formal appeal with the Department of Environment, Health, and Natural Resources. The appeal shall be heard by the Department of Environment, Health, and Natural Resources within twenty (20) days of the written request. After hearing all the facts relative to the appeal, the Department of Environment, Health, and Natural Resources shall decide within ten (10) days of the date of the hearing what sanctions, if any, shall be imposed on the party found out of oarplianoe. LOCAL SIGNATURES Z 7 lliam W. C�obey, Jr., Secretary Health Director Da e OF0 Finance Officer Date 1-1 //? hairman of County Camtiissioners Director By ct•_,�� �_ . �� ar ; . Civ, of Gene -! Smices Department Bead s Signature 1la or Authorized Agent ASSURANCE OF COMPLIANCE WITH THE DEPARTMENT OF HEALTH AND HUMAN SERVICES REGULATION UNDER TITLE VI OF THE CIVIL RIGHTS ACT OF 1%4 Thg Ogange County Health Department (hereinafter called the "Applicant") Name of Applicant (type or print) HEREBY AGREES THAT it will comply with Title VI of the Civil Rights Act of 1964 (P.L. 88 -352) and all requirements imposed by or pursuant to the Regulation of the Department of Health and Human Services (45 C.F.R. Part 80) issued pursuant to that title, to the end that, in accordance with Title V1 of that Act and the Regulation, no person in the United States shall, on the ground of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity for which the Applicant receives Federal financial assistance from the Depart- ment; and HEREBY GIVES ASSURANCE THAT it will immediately take any measures necessary to effectuate this agreement. If any real property or structure thereon is provided or improved with the aid of Federal financial assistance extended to the Applicant by the Department, this Assurance shall obligate the Applicant, or in the case of any transfer of such property, any transferee, for the period during which the real property or structure is used for a purpose for which the Federal financial assistance is extended or for another purpose involving the provision of similar services or benefits. If any personal property is so provided, this Assurance shall obligate the Applicant for the period during which it retains ownership or possession of the property. In all other cases, this Assurance shall obligate the Applicant for the period during which the Federal financial assistance is extended to it by the Department. THIS ASSURANCE is given in consideration of and for the purpose of obtaining any and all Federal grants, loans, contracts, property, discounts or other Federal financial assistance extended after the date hereof to the Applicant by the Department, including installment payments after such date on account of applications for Federal financial assistance which were approved before such date. The Applicant recognizes and agrees that such Federal finan- cial assistance will be extended in reliance on the representations and agreements made in this Assurance, and that the United States shall have the right to seek judicial enforcement of this Assurance. This Assurance is binding on the Applicant, its successors, transferees, and assignees, and the person or persons whose signatures appear below are authorized to sign this Assurance on behalf of the Applicant. Date 7 q0 P.O. Box 8181 Hillsborough, N.C. 27278 Appliiem's mailitt= address HHS441 (Re.. 12/{2) The Orange County Health Department A / I AppUant (tyq or print) By ' siptature and Title of Aui Moses Carey,Jr., Chair Board of Commissioners AT TACHMENT C DEPARTMENT OF HEALTH, EDUCATION, AND WELFARE ASSURANCE OF COMPLIANCE WITH SECTION SO4 OF THE REHABILITATION ACT OF 1973, AS AMENDED The undersigned (hereinafter called the "recipient ") HEREBY AGREES THAT it will comply with section 504 of the Rehabditation Act of 1973. as amended (29 U.S.C. 794), ag requirements imposed by the applicable HEW regulation (45 C.F.R. Part 84), and all guidelines and interpretations issued pursuant thereto. Pursuant to § R4.5(a) of the regulation 145 C.F.R. 84.5(a)], the recipient gives this Assurance in consideration of and.for the purpose of obtaining any and all federal grants, loans, contracts (except procurement contracts and contracts of , insurance or guaranty), property, discounts, or other federal financial assistance extended by the Department of Health, Education. and Welfare after the date of this Assurance, including payments or other assistance.made after such date on applications for federal financial assistance that were approved before such date. The recipient recognizes and agrees that such federal financial assistance will be extended in reliance on the representations and agreements made in this Assurance and that the United States will have the right to enforce this Assurance through lawful means. This Assurance is binding on the recipient, its successors, transferees, and assignees, and the person or persons whose signatures appear below are authorized to sign this Assurance on behalf of the recipient. This Assurance obligates the recipient for the period during which federal financial assistance is extended to it.by the Department of Health, Education, and Welfare or, where the assistance is in the form of real or personal property, for the period provided for in § 84.5(b) of the regulation 145 C.F.R. 84.5(b)). The recipient: (Check (a) or (b)] a. ( ) employs fewer than fifteen persons; A73 b. ( x ) employs fifteen or more persons and, pursuant to § 84.7(a) of the regulation [45 C.F.R. 84.7(a)], has A74 designated the following persons) to coordinate its efforts to comply with the HEW regulation: Daniel B. Reimer Name of Designee(s) — Type or Print C12 C42 Orange County Health Department Name of Recipient — Type or Print Al2 A41 56- 6000 -327 (IRS) Employer ldenti ication Number Al All BI 811 Cl (919) 71 7—A181 C11 Area Code — Telephone Number P.O. Box 8181 Street Address or P. 0. Box A42 A71 Hillsborou h City B12 841 State Zip B42 B71 I certify that the above information is complete and correct o the best of Zny knowledge. qjj-7 j qv Dace Signatu a and Title of Authorimd Officir 872 877 B78 Moses Carey, Jr. Chairman Board of Commissioners 4 If there has been a change in name or ownership within the last year, pkase PRINT the former name below: NOTE: The 'A', V. and 'C' followed by numbers are for computer use. Please disregard. HEW -441 (3/77) Fo+Y pHs-44 U.S. DEPARTMENT OF AGRICULTURE Fo +...�.�e.•co o••..e.•e.�.o•e 13-711 Food and Nutrition Service ASSURANCE OF COMPLIANCE WITH THE DEPARTMENT OF AGRICULTURE. FOOD AND NUTRITION SERVICE, UNDER TITLE VI OF THE CIVIL RIGHTS ACT OF 1964 Orange County Health Depaartmmt Name of Applicant) (Hereinafter called the "Applicant. ") HEREBY AGREES THAT it will comply with Title VI of the Civil Rights Act of 1964 (P.L. 88 -352) and all requirements imposed by the Regulations of the Department of Agriculture (7 CFR Part 15), Department of Justice (28 CFR Parts 42 b 50), and ENS directives or regulations issued pursuant to that Act and the Regulations, to the effect that, no person in the United States shall, on the ground of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be otherwise subject to discrimi- nation under any program or activity for which the Applicant received Federal financial assistance from the Department; and HERB? GIVES ASSURANCE THAT it will immediately take any measures necessary to effectuate this agreement. THIS ASSURANCE is given in consideration of and for the purpose of obtaining any and all Federal financial assistance, grants and loans of Federal funds, reimbursable expenditures, grant or donation of Federal property and interest in property, the detail of Federal personnel, the sale and lease of, and the permission to use, Federal property or interest in such property or the furnishing of services without consideration or at a nominal consideration, or at a consider- ation which is reduced for the purpose of assist- ing the recipient, or in recognition of the public interest to be served by such sale, lease, or furnishing of services to the recipient, or Dated n ' o P.O. Box 8181 . (Address o Applicant) 22278 any improvements made with Federal financial assistance extended to the Applicant by the Department.._ This includes any Federal agreement, arrangement, or other contract which has as one of its purposes the provision of assistance such as food, food stamps, cash assistance for the purchase of food, and cash assistance for purchase or rental of food service equipment or any other financial assistance extended in reliance on the representations and agreements made in this assurance. BY ACCEPTING THIS ASSURANCE, the applicant agrees to compile data, maintain records and submit reports as required, to permit effective enforce- ment of Title VI and permit authorized USDA personnel during normal working hours to review such records, books and accounts as needed to ascertain compliance with Title VI. If there are any violations of this assurance, the Department of Agriculture, Food and Nutrition Service, shall have the right to seek judicial enforcement of this assurance. This assurance is binding on the applicant, its successors, transferees, and assignees as long as it receives assistance or retains possession of any assistance from the Department. The person or persons whose signatures appear below are authorized to sign this assurance on the behalf of the applicant. _ vrallge _t... ry, .neaixa uepartment plicant) sy (Title of authorized official Moses Carey, Jr., Ch r Board of Commissioners No further monies or ocher benefits may be paid out under Food and Nutrition Service Federal assistance programs unless this Assurance is completed and filed as required by existing regulations (7 CFR 15). 6PO $to 413 N.C. Dewtm -xt Of Envircomaat. Health, and Natural Resoarces Divmwa of General Servxm CONTRACT ADDENDLTM AIDS Control Offia, 5eceioa, or Branch Orange Countl Health De t. Coaaw= Page 1 of 4 FY 1990 -1991 91 =5222 -068 Contract Number AIDS Control A�aoivity Local Health Department AIDS Control Objectives 1. By June 30, 1991, loq% of the staff hired by September 30, 1990 with FY 90 -91 aid -to- county funds for HIV antibody counseling and testing will have received training in counseling and testing provided by the AIDS Control Branch. 2. June 30, 1991, 1o0$ of persons receiving confidential HIV antibody testing will have signed an informed consent form. 3. June 30, 1991, 95 % of the HIV serology forms designated by the Division of Epidemiology (currently DHS 3652) will have all items answered completely and accurately. (Statewide objective = 2-U) 4. By June 30, 1991, 90 % of those persons receiving anonymous HIV antibody testing will return for post -test counseling. (Statewide objective = $U) 5. By June 30, 1391, 100$ of all patients testing positive on the HIV antibody test will be referred to the AIDS Control Branch HIV counselor. 6. By June 30, 1991, 85-% of patients seen in Family Planning, Maternity, and TB clinics will receive basic information about HIV. (Statewide objective = OW 7. By June 30, 1991, confidential HIV counseling and testing will be recommended to 90 % of all patients diagnosed with - syphilis, herpes, genital warts, chlemydia and gonorrhea in STD clinic. (Statewide objective = 95 %) a. By June 300 19910 U_% of the staff irrtolved in AIDS education activities will have received specific training on AIDS information and education issues. (Statewide objective - 2P A) 9. By June 30, 1991, 80 % of the health departments' AIDS education efforts will target communities /individuals at risk or potentially at risk for HIV disease (e.g., minorities, gay /bisexual men, drug users, women of childbearing age and adolescents). This can include direct educational services to the targeted population and /or consultation /collaboration with other agencies serving these populations. (Statewide objective = AM Reviewed by DEHNEL 3300 (Revised 2190) _ -- iii Dace C mml Services Division (Review► 1195) N.C. Department of Environment, Health, and Natural Resources Division of General Services CONTRACT ADDENDUM _Tuberculosis Office, Section, or Branch Orange County Health Dept. Contractor Page 1 of 1 lY 90 - 91 91 -5230 -068 Contract Number Tuberculosis Activity Local Health Department Tuberculosis Control Objectives 1., By June 30, 1991,85 % of newly positive TB cases on treatment reported between July and December, 1990 will convert their sputum to negative within three months. (Statewide objective 85 %) 2. By June 30, 1991,95 % of newly reported sputum positive TB cases on treatment reported between July and December, 1990 will convert their sputum to negative within six months. (Statewide objective 95 %) 3. By June 30, 1991,95 % of cases started on drugs between July and December, 1990 will complete the prescribed course of drug therapy. (Statewide objective 95 %) 4. By June 30, 1991,90 % of close contacts to cases reported between July and December, 1990 will be examined within 14 days after health department was notified. (Statewide objective 98 %) 5. By June 30, 1991,9 of PPD negative, close contacts to cases reported between July and December, 1990 will receive two or more PPD's at least three months apart. (Statewide objective 90 %) 6. By June 30, 1991,%L_%_ of persons started on preventive therapy between July and December, 1990 will complete the prescribed course of treatment. (Statewide objective 80 %) 7. By June 30, 1991,2 of cases started on drugs between July and December, 1990 will be placed on directly observed therapy., (Published studies estimate that therapeutic noncompliance occurs in approximately 25 to 50% of TB outpatients) Reviewed by DEHNR 3300 (Revised 2/90) General Services Division (Review 1/95) Initials Date N.C. Department of Environment, Health, and Natural Resources Division of General Services CONTRACT ADDENDUM Environmental Office, Section, or Branch Orange County Health Department Contractor Page 1—of FY 90 - 91 915301068 Contract Number Environmental Health Activity The contractor agrees to perform the following activities: 1. Expand the number of operation permit reinspections from 250 to 500. 2. Increase existing system inspections for migrant labor camps. 3. Increase number of mandated swimming pool inspections. DEHNR 3300 (Revised 2/90) General Services Division (Review 1/95) MI 1; U /"/,/ a Initials a N.C. Department of Environment, Health, and Natural Resources Page 1 of Z Division of General Services FY 191 CONTRACT ADDENDUM Immunization Division of Epidemiology 91 -5226 -068 Office, Section, or Branch Contract Number Orange County Health Dept. H Contractor Activity The contractor agrees to perform the following activities: 1. Establish a county wide Active and Passive influenza Surveillance System. The Active Influenza Surveillance System will include contacting at least 5 private physicians, 1 hospital, 1 school, 1 large employer, and each skilled care nursing home operating within the county at least once each week from November 13, 1990 through March 26, 1991 to determine the number of influenza like illnesses seen during the previous week at each facility. Results of this active surveillance will be telephoned to the Regional HCFA Influenza Consultant. 2. Recruit health care providers including physicians, hospitals and skilled care nursing homes to submit nasopharyngeal cultures and acute and convalescent serologies from patients presenting with an influenza like disease. A minimum of 10 nasopharyngeal cultures per week from December 15, 1990 through February 28, 1991 will be submitted. 3. Cultures and serologic specimens will be collected from participating providers, appropriately packaged and shipped via state courier by county health department personnel at least once each week. 4. Report to the State HCFA Influenza Vaccine Demonstration Coordinator all suspected influenza outbreaks in institutional settings such as hospitals or nursing homes and assist in the Epidemiologic Investigation of observed influenza outbreaks. 5. Recruit physicians, hospitals, nursing homes, home health agencies, and other appropriate health care providers to administer influenza vaccine for this Project. Register, assign provider identification numbers, provide billing information, distribute influenza vaccine and obtain vaccine usage reports from physicians and other health care providers participating in this demonstration. Reviewed by DEHNR 3300 (Revised 2/90) Dare General Services Division (Review 1/95) N.C. Department of Environment, Health, and Natural Resources Division of General Services CONTRACT ADDENDUM Immunization Division of Epidemiology Office, Section, or Branch Orange County Health Dew Contractor Page Z of ? FY '91 91-5226 -068 Contract Number HCFA Dem. Project Activity 6. Order, store and distribute to providers Medicare influenza vaccine from the HCFA Influenza Demonstration Project. 7. Bill HCFA, as directed, for each dose of influenza vaccine administered by the health department. 8. Assist the HCFA Influenza Demonstration Project and other state, local and voluntary organizations in publicizing the availability of free influenza vaccine to Medicare Part B beneficiaries. DEHNR 3300 (Revised 2/90) General Services Division (Review 1/95) Reviewed by Ltitials Date N.C. Department of Environment, Health, and Natural Resources Page I of I Division of General Services FY 1991 CONTRACT ADDENDUM WIC Section Title XX Nutrition Program 91-5400-068 Office, Section, or Branch Contract Number Orange Count Health Dept. Contractor W VV X V11l4i 0Z W Vkal V:u _Title XX Nutrition Activity -44-2- 6 -y`y 1. - 6- _ 04�' hours of Title XX nutrition services will be provided to the target population. The following local* nutritionists who are registered dietitians (or registry eligible) provide nutrition services: Laurel Bond , M.S., R.D. Orange Orange County Health Dept. *Local person is defined as an individual who resides or works in the county and who is not a DEHNR Regional or Central Office employee. DEHNR 3300 (Revised 2/90) General Services Division ( Review 1/95) Reviewed by 6 -Y -70 Initials Date N.C. Department of Environment. Health, and Natural Resources Page 1 of 4 Division of General Services FY 1990 CONTRACT ADDENDUM Children and Youth 91 -5421 -068 Office, Section, or Branch _ Corcmacr Number Orange County Health Dept. Child Health Conrractor Acnviry I. An estimated 60 0(number) child health screenings (i.e. well -child assessments) will be provided by Health Department staff to children less then 5 years of age. HSIS Report: CHILD HEALTH ACTIVITY sumKARY (Item IV -A.). 2. An estimated 2 50(number) child health screenings (i.e. well -child assessments) will be provided by Health Department staff to children 5 years of age or older. HSIS Report: CHILD HEALTH ACTIVITY SUMMARY (Item IV.A.) 3. An estimated 90 2 of those infants less than 12 months of age that are served in child health clinic will receive WIC Program services. 4. An estimated 7 5 % of those children one to five years of age that are served in child health clinic will receive WIC Program services. DEHNR 3300 (Revised 2/90) General Sa ricea Division (Review 1/9S) Reviewed by Initials Date N.C. Department of Environment, Health, and Natural Resources Division of General Services CONTRACT ADDENDUM Children and Youth Office, Secrion, or Branch w Oran a County Health Dept. Contractor Page 2 of ---L — FY 1990-17, 91- 5421 -068 Concract Number Child Health Acnviry 5. Persons enrolled in the Health Department's Child Health Program will be provided the following services each time they receive a screening assessment as documented in the medical records: (a) An estimated 9 5 % will receive a health history (initial or interim) which consists of at least 4 of the following 6 components: medical; family; developmental /social; interim including review of systems; Immunizations, and present illness detail. (b) An estimated 9 5 % will receive a physical examination which consists of at least 14 of the following 16 components: blood pressure (4 years of age); eyes (Red.,Reflex /Pupils); acuity; eye muscle balance; ears (canals /drums); hearing; mouth; teeth /gums; heart; lungs; abdomen; genitalia; extremities /hips; back /spine; skin, and lymph nodes. (c) An estimated_9 8 % will receive an age appropriate developmental evaluation recommended in the attached SCHEDULE OF HEALTH SERVICES FOR CHILDREN. (d) An estimated 95 % of children will have weight for age, length /height for age and weight for length /height plotted on an age and sex specific growth chart. (Note: It is only appropriate to plot weight for length /height for children less than 11 years of age.) (e) An estimated 97 x will have a dietary recall or food frequency. (f) An estimated19 5)X will receive age - appropriate laboratory services as recommended in the attached SCHEDULE OF HEALTH SERVICES FOR CHILDREN. (g) An estimated 90 x of those children that are high risk as defined on page D-42 of the Child Health Manual will be screened for lead toxicity. (h) An estimated 100 % of those children with suspected /identified problems will be referred or receive consultation from an appropriate source. (i) An estimated 100 x will receive appropriate counseling /anticipatory guidance which consists of at least 3 of the following 7 components: nutrition; dental; safety; emergency care; hygiene; signs and symptoms of illness and behavior /developmental. Reviewed by DEHNR 3300 (Revised 2/90) s General Service Dlvidm (Review 1/95) Initials Date N.C. Department of Environment. Health, and Natural Resources Page 3 of 4 Division of General Services CONTRACT ADDENDUM FY 1990 -9/ Children and Youth 91- 5421 -068 Office, Section, or Branch - Contract Number Orange County Health Dept. T Child Health Contractor Activity School Health Program The Health Department will have a written agreement* with the local school districts) it serves, which reflects joint planning and includes the following: 1) program goals and objectives 2) roles and responsibilities defined for each agency including the provision for nursing sup¢rvision 3) a description of the process for developing written policies /procedures 4) provision for annual review /revision of the agreement *A copy of the current agreement, signed annually by both agencies, shall be submitted to the MCC regional nursing consultant by October 1, each year. A written agreement is called for even if health department activities are limited to communicable disease control activities and administration of the School Health Fund. DEHNR 3300 (Revised 2/90) C m%l Service Division (Review 1/95) Reviewed by .J initials Date N.C. Department of Environment. Health, and Natural Resources Division of General Services CONTRACT ADDENDUM Children and Youth Office, Section, or Branch Orange County Health Dept. Contractor High Priority Infant* Page 4 of 4 F. 1990 -41 91 -5421 -068 Contract Number Child Health Acnvlry - 1. An estimated 70 (number) infants will be identified as high risk for developmental delays by the High Priority Infant Program. HSIS Report: HIGH PRIORITY INFANT IDENTIFICATION AND TRACKING ACTI(/ITY SUMMARY (Item I.E.) 2. Local program activities will be conducted in accordance with the protocols detailed in the July, 1988 HIGH PRIORITY INFANT PROGRAM MANUAL issued by the Division of Health Services /Maternal and Child Care Section. DE.I NR 3300 (Revised 2/90) General Services Divisim (Review 1/95) Reviewed by SJ //- initials Date u m 7 m D O Y C6 • d e 0 V O W r • Y w • e e A t •d M w y • • O o oc I I K I v K Y �c s N•1 S V pKp �r ev v 0 m N O 47 ti Fe+ m Y i Y Y • Y • • M r•1 i i Y w.l O r a V O ii m Ir m r t C Y Y b V O v A 1 I•. K y r • v r • I 4 1 • C K w !V >r+ Y 11 � a e � • I 1 K 1 r1 i6 ro Y • 1 A I • F r Oa g K e e•► r K K 1 ti F V • 1 1 N W V V K r f, ao O Q K 1 V r L V r � Y u N • V v v K 1 Y � Q 0 � ■+ C •. O H Aqq V AI 4 - d011a(l GI eo w O • V A Y • V w Y r► M y � • Y v A 1r C M V 16 V Y • • Y m Y v • ww • O v dd ro W • 0 Y Y Y .0 .wr Fro+ W . 0 0 p0 e a W e � v V r 0 V m D O l•1 V • W 1Go ■ i4F/! • e Y1 1► s L r•1 le Y S m U O � W D\ • O � V [� C O 6 ed M u 0 aYC a V M O N S O �D N N N.C. Department of Environment, Health, and Natural Resources Division of General Services CONTRACT ADDENDUM Maternal Health Branch Office, Section, or Branch Page 1 of 4 F, 1991 91 -5422 -068 Contract Number Orange County Health Dept. Maternal Health Contractor Activity 1. An estimated 210 (r=ber) new patients will be witted to the Health Department Maternity Program. HSIS Report: L EMI ACTIVITY S (Item I.A.) 2. An estimated 1400 (umber) patient visits (i.e. complete service) will be made to the Health Department maternity clinics. HSIS Report: MAMML Hll?1&M AGTIVMY SE149M (Item V.A -1. - "'DOTAL" column) 3. An estimated 50 $ of thrice persons served by the Health Department Maternity Program will initiate prenatal care in the first trimester (0-14 weeks) of pregnancy. HSIS Report: MMERNAL EMML H MXFM 1NDICATURS (Item I.A. — "ALL PERSC+1S SERVED" column) 4. An estimated 45 % of those pexsons under 20 years of ague served by the Health Department Maternity Program will initiate prenatal care in the first trimester (0-14 weeks) of pregnancy. HSIS Report: HAMERNRL HEN= FFOGMK IImcw l IS ( Item VII . B.1. - "ALL PERSM SERVED" column) 5. An estimated _15__% % of tixm persons served by the Health Dement Materntiy Program will initiate prenatal care in the second trimester (15 -27 %wks) of pregnancy. HSIS wort: MMML HI?1RM FRDL AM TIDiCAM 19 5; (Item I.B. — "ALL PONS SERVED" column) 6. An estimated 40 % of those persons urdQr 20 years of age served by the Health Departmarit Maternity Program will initiate prenatal care in the second trimester (15-27 weeks) of pregnancy. HSIS Report: OMML HFAL7H MICWM DMCMM (Item VII.B.2. - "AIL PERSM SEWED" column) 7. An estimated 5 % of those persons served by the Health Dent Maternity Program will received WIC Program services. ISIS Report: XWERKNI, HM CLOSM S1U*2W (Item X.A. "TOML" column) or HSIS - WIC MATCH FM WC KW. Reviewed by DEHNR 3300 (Revised 2/90) C. �-' s "11" Y" General Services Division (Review 1!95) Initials Date N -C. Deparrmenc of Environment, Health, and Natural Resources Page 2 4 Division of General Services 1991 CONTRACT ADDENDUM FY Maternal Health 91- 5422 -068 Office, Section, or Branch Contract `umber Orange County Health Dept. Maternal Health Contractor ACLIVILV 8. Persons enrolled in the Health Deparbwe Maternity Program will be provided the following services as daaa rated in their medical records: (a) An estimated 100 % will receive an initial maternal health history which consists of at least 7 of the following 9 components: medical; family; surgical; imnmization (TD, Rubella) ; drugs /medication; mil; eontraoeptive; obstetrical; and psydxwocial . (b) An estimated 100 % will receive an initial physical examination which consists of at least 6 of the following 8 eampoanents: thyroid; lungs; breast; heart; abdomen; amities; pelvic (uterine size or fundal height) and blood pressure. (c) An estimated 100 % will receive routine laboratory services which consist of at least 13 of the following cmponents: (1) Blood Group,--initial visit (2) RH Determination- initial visit (3) Antibody screen - (initial visit and repeat as indicated) (4) Antibody Titer -(if positive antibody screen and repeat as indicated) (5) Rubella Tnmaie Status (6) C"= rrhea culture-initial visit (7) Gmxwrhea culture - repeat L2\4 (8) Pap Smear - initial visit* (9) Wet No nnt- initial visit (10) Urine Dipstick - (glucose and protein each routine visit) (11) Ketones - if indicated (12) Screening for asymptomatic ba�tAruria (13) Quantitative Urine cultum -if indicated (14) Blood Glucose -(50g. glucose load/ OGTr if indicated) (15) Hgb/Hct-each trimester (16) Hgb Electrophoresis -(if indicated and with informed consent) (17) chlamydia screen- initial visit (18) Ch amydi.a repeat- L:L if previously positive (19) AF? Screening (d) STS an the initial visit and a repeat STS in the M. (e) Screening for Hepatitis B an the initial visit. (f) An estimated 100 % will receive at least 4 of the following 6 components an all si.fte*tent routine scheduled visits that take place often 14 weeks gestation: Interim, hi9t0ry /r0&inS screening questions; weight; blood pyre: fundal heicjht; fetal heart tares, and presentation. *Unless last Pap Smear bane within last six months Reviewed by DEHNR 3300 (Revised 2/90) - General Services Division (Review 1/95) Initials Dice N.C. Department of Environment, Health, and Natural Resources Division of General Services CONTRACT ADDENDUM Maternal Health Branch Office, Section, or Branch Orange County Health Dept. Contractor ' Page 3 of 4 F1' 1991 91- 5422 -068 Contract Number `taternal Health Activity (g) An estimated 9 5 $ will receive a dietary recall or food frequency on the initial visit and once each remainirg trimester. (h) An estimated _95 % will have their weights plotted an a weight gain grid for all routine visits. (i) An estimated 100 % of those with any of the following high risk eonditioa-s will receive eourmling from a nutritionist that addresses the specific condition or oanditioais: (1) Maternal age c 15 years (2) Ozonic hypertension (3) Diabetes mellitus (4) Sickle cell disease (5) Alcohol abuse (6) History of previous LIN infant (7) Maniple fetuses (8) Underweight.? 15$ for standard body weight (9) Weight loss 2 2 lb./month in M and (10) Weight gain t 8 lbs. by 26 weeks (11) Intrauterine growth retardation (12) Hgb 5 9 or Hot. 5 30% . (j) An estimated 100A will be provided with a prenatal supplement contadiLing folic acid and iron. (k) An estimated 9 0 % of those patients with abnormal clinical findings will be appropriately followed. (1) An . estimated 9 0 % of those with a high risk condition will receive cmmultation fi°am or be referred to an obstetrician or high risk maternity clinic. (m) An estimated _1Q_% % will have completed a risk mment for preterm labor if admitted prior to 37 weeks of pregnancy. (n) An estimated 90 % will receive individual and/or grow prenatal education which consists of at least ten of the following 19 components: (1) clinic routines (10) Labour and delivery (2) MediaatiorVdrugs (11) RelaxatiorVbreathirg techniques (3) Anatcpy /physiology (12) Cervical dilation and pushing (4) Dranger signs of pregnancy (13) Cesarean Delivery (5) NutritiorVweight gain (14) Roaming in at hospital (6) Prenatal /postnatal (15) Breast or bottle feeding exercises (16) Postpartum period (7) Sexuality d'inl preq=r_y (17) Early parent Wbaby care (8) Signs of labour (18) Car seat instruction (9) Preterm labor (19) Contraception Reviewed by DEHNR 3300 (Revised 2/90) General Services Division (Review 1/95) Initials Date N.C. Department of Environment, Health, and Natural Resources page 4 of 4 Division of General Services CONTRACT ADDENDUM FY 199L—_ Maternal Health Branch 91- 5422 -068 Office, Section, or Branch Contract Number Orange _County Health Dept. Contractor Activity Sudden Infant Death Syndrome The following local person(s) has attended the Division of Maternal and Child Health sponsored three-day SIDS Training Program and will PMWide SIDS grief counseling and information to bereaved families in the county: Shelbia Whitted, RN Orange Orange County Health Dept. * "Local person" is defined as an individual who resides or works in the county, and who is not a OUM Regional or Central Office employee. Counties that averaged less that ore SIDS death per year for the last four y may designate a grief counselor from a neighboring county or the EEHM Regional office grief counselor if a letter of agreement is obtained. It is that all counties have a backup grief counselor for their primary counselor. DEHNR 3300 (Revised 2/90) General Services Division (Review 1/95) Reviewed by LLI Initials Date N. C. Dept. of Environment. Health, and Natural Resources Division of General Services CONTRACT ADDENDUM WH /Women's Prev. Health Office, Section, or Branch ,Orange County Health Dept. Contractor FY90 -91 OBJECTIVES 1. NEED TO BE MET A. 16 Z OF THE SEXUALLY - ACTIVE TEENS (AGED 15 TO 19) WILL BE SERVED. B. 1-2—Z OF THE LOW -INCOME WOMEN AT OR BELOW 1502 OF FEDERAL POV- ERTY GUIDELINES (AGED 20 TO 44) IN NEED OF SUBSIDIZED FAMILY PLANNING SERVICES WILL BE SERVED. C. 8 0 Z OF THE CASELOAD WILL BE A PART OF THE TARGET POPULATION. 2. NEW PERSONA T9 19 SERVED. A. 40 0 NEW FAMILY PLANNING PERSONS WILL BE SERVED. B. 175 NEW FAMILY PLANNING TEENS WILL BE SERVED. Page 1 of 2 FY 1990 -91 91 -5430 -068 Contract Number Famill Planning_ Activity FY90 -91 ASSESSMENTS* RTH AA Z OF THE SEXUALLY- ACTIVE TEENS (AGED 15 TO 19) WERE SERVED. Z OF THE LOW. -INCOME WORN AT OR BELOW 1502 OF FEDERAL POVERTY GUIDE- LINES (AGED 20 -44) WERE SERVED. SOURCE: FY91 EVALUATION REPORT HBS 084, ITEMS I.A. AND I.B. I OF THE CASELOAD WAS A PART OF THE TARGET POPULATION. SOURCE: FY91 CHARACTERISTICS REPORT HBS 085, SUM OF TEENS (<20) AND LOW - INCOME PATIENTS 20 -44, AS A PERCENT OF TOTAL CASELOAD (TOTAL,ITEM M). NEW PERSONS 99RVED NEW FAMILY PLANNING PERSONS WERE SERVED. SOURCE: FY91 ACTIVITY SUMMARY HBS 081, NEW PATIENT COUNT. NEW FAMILY PLANNING TEENS WERE SERVED. SOURCE: FY91 EVALUATION REPORT HBS 084, ITEM IV. A. Reviewed by DEHNR 3300 (Revised 2190), L /�� ` 6��,: General Services Division (Review 1/95) �.�)� Initial Date N.C. Department of Environment, Health, and Natural Resources Division of General Services CONTRACT ADDENDUM Children and Youth Section Office, Section, or Branch Orange County Health Dept. Contractor ADMINISTRATIVE SECTION Page 1 of 3 91 --5454 -068 Contract Number Children's Special Health Acriviry Services 1. An estimated 45 (number) new clients will be admitted to this clinic.* 2. An estimated 50 (number) client visits will be made to this clinic. (This is a one -time only clinic) 3. An estimated 50 (number) of CSHS- eligible clients will receive assessments (see HSIS manual for definition). 4. An estimated N/A (number) of CSHS - eligible clients will receive treatment (see HSIS manual for definition). (All patients referred for treatment) 5. An estimated _NJ A (number) of CSHS - eligible clients will receive therapy. (All patients referred for therapy) 6. What counties are served by this clinic? I. Orange 3. 5. 2. 4. 6. 70 List laboratory and diagnostic services funded by this contract. 1. X -rays 3. 5. 2. 4. 6. 8. List other services funded by this clinic, e.g., casting, therapy, etc. 1. N 3. 5. 2. 4. 6. 9. Please attach current eligibility criteria and fee schedule used in this clinic. CSHS criteria 10. Describe on a separate sheet methods for billing for third -party payers, e.g., insurance, Medicaid, etc. Medicaid billing is processed by the HSIS system 11. Who is the clinic coordinator or contact person? Name: __Judy Butler RA. . Phone: Z32 -8181, ext. 305 12. List on a separate sheet subcontractors for services by name, address, and discipline. Dr. Stephen Grubb, 101 Conner Drive, Suite 200, Chapel Hill, NC 27514 *Refer to HSIS Output Reports: Children's Special Health Services for service objectives #1 -4. DEHNR 3340 (Revised 2/90) General Services Division (Review 1/95) Reviewed by �Zl�iy Initials Date N.C. Department of Environment, Health, and Natural Resources Page 2 of 3 Division of General Services FY 1990 -1991 CONTRACT ADDENDUM Children and Ya th Section 91 -5454 -068 Office, Section, or Branch Contract Number Orange County Health Dept._ Children's Special Health. Contractor Activity Services CLINICAL SECT ION Persons enrolled in a CSAS Clinic will be provided the following services as documented in their medical records: 1. An estimated * % will receive a health history which includes the following components: present problem, past medical history, developmental history, caregiving history /status, nutrition history and family history. 2. An estimated * % will receive at each visit a review of systems which includes the following components: head, skin, eyes, ears, mouth, throat /neck, respiratory, cardiovascular, gastrointestinal, skeletal and neuromuscular. 3. An estimated * % will receive 3 out of 5 of the following other health - related assessments: behaviors, medications, immunizations, nutrition /growth and equipment. 4. An estimated 100 % will receive at each visit a physical examination which includes: pertinent examination and blood pressure. One -time scoliosis clinic, 100% of patients will receive a pertinent examination but no blood pressures taken 5. An estimated 100 % will have a written diagnosis and plan of care. 6. An estimated N/_A % of eligible clients will receive diagnostic tests as indicated in the plan of care. All patients referred for diagnostic tests. 7. An estimated N/A % of eligible clients will receive treatment services as indicated in the plan of care. All patients referred for treatment. 8. An estimated 100 % will receive follow -up which includes the following components: follow -up of missed appointments, sending summary clinic notes, monitoring treatment and referral recommendations, completing and(submitting eligibility and /or authorization forms.) All eligibility forms will be completed by 'physician who renders treatment. Our one -time clinic will not complete forms. 9. An estimated 1002 will have documentation of communications to and from referral sources and other providers. 10. An estimated _V/A% will have a signed release of information. *N /A, one -time only scoliosis clinic Review by DEHNR 3300 (Revised 2/90) "li General Services Division (Review 1/95) Initials Date N.C. Department of Environment, Health, and Natural Resources Division of General Services CONTRACT ADDENDUM Adult Health Office, Section,- or Branch Orange County Health Dept. Conrractor HEALTH PROMOTION PROGRAM ORANGE COUNTY HEALTH DEPARTMENT I. NEED Page 1 of 5 FY 1990 -1991 91- 5505 -068 Contract Number Health Promotion Activity The State of North Carolina Health Promotion Program has as its guiding goal: "Reduce disability and premature mortality in North Carolina adults from: 1) cardiovascular disease; 2) cancer; 3) injury; and 4) other leading causes of premature mortality and disease. "* Cardiovascular Disease By the year 2000, the outcome objective of the State program is: To reduce the North Carolina age- adjusted rate for cardiovascular disease from 235.5 to less than 155.9 per 100,000.* The leading cause of death in the adult population in Orange County is cardiovascular disease. When the total population is considered for heart disease, cerebrovascular disease, and atherosclerosis, Orange County statistics suggest that more work needs to be done to reach the State goal of 155.9 per 100,000. 1984 -1988 age- adjusted, race -sex specific rate per 100,000. ** 172.8 Primary data collected through the Health Promotion Program's cholesterol /blood pressure screenings indicate that the precursors of death due to heart and cerebrovascular disease are at significant levels in Orange County. Data collected 1988 -1989: Orange Countv Emvlovees Screening Clinic 37% elevated blood cholesterol 22% 200 -239 mg /dl - Moderate risk level 15% X240 mg /dl -High risk level 14% elevated blood pressure day of screening 71% weight and dietary problems 46% below average in cardiovascular fitness Community /Worksite Screenings 43% elevated blood cholesterol 12% elevated blood pressure day of screening Reviewed by DEHNR 3300 (Revised 2/90) General Services Division (Review 1/95) Initials Date N.C. Department of Environment, Health, and Natural Resources Division of General Services CONTRACT ADDENDUM Adult Health Office, Section, or Branch Orange County Health Dept. Contractor Page 2 of 5 FY 1990 -1991 91- 5505 -068 Contract Number Health Promotion Activity Cancer By the year 2000, the outcome objective of the State is: To reduce the North Carolina age- adjusted mortality rate for cancer from 130.9 to less than 97.6 per 100,000.* Cancer is the second leading cause of death (behind cardiovascular disease) in Orange County. The age - adjusted rates for cancer (all causes) in Orange County exceeds the State Health Promotion objective of 97.6 per 100,000. 1984 -1988 age - adjusted, race -sex specific rate per 100,000. ** 126.5 Injury By the year 2000, the outcome objective of the State program is: To reduce the North Carolina age - adjusted mortality rate for injuries from 63.4 to less than 50 per 100,000 population.* Combining the age - adjusted death rates for motor vehicle accidents with the age- adjusted death rates of all other accidents and adverse effects, Orange County has met the State goal. 1984 -1988 age- adjusted, race -sex specific rate per 100,000. ** 30.5 *Excerpted from 1987 "Administrative Guidance for the Statewide Health Promotion Program" *'*Data Source: Orange County Health Data Book NC -DEHNR 1989 II. TARGET POPULATION During the 1990 -1991 fiscal year, the Orange County Health Department - Health Promotion Program will continue to develop and maintain the Orange County employee wellness program and serve the target population described in the 1988 -1989 Contract Addendum. Because the data suggest that males are more at risk for cardiovascular disease, cancer and injuries, special effort will be made to reach out to this population. Additionally, the Health Promotion program will expand to facilitate health promotion initiatives at local businesses, agencies, and community organizations. The population served will be at worksites, churches, and community events. Special emphasis will be given to hard to reach, at risk, male populations. Reviewed by DEHNR 3300 (Revised 2/90) General Services Division (Review 1/95) Initials Date N.C. Department of Environment, Health, and Natural Resources Division of General Services CONTRACT ADDENDUM Adult Health Office, Section, or Branch Orange County Health Dept. Contractor III. GOAL Page 3 of 5 FY 1990 -1991 91- 5505 -068 Contract Number Health Promotion Activity To reduce disability and premature death due to cardiovascular disease, cancer, and injury through early detection, risk factor identification, and risk reduction through planned interventions and monitoring. To foster the development of self - sustaining health behaviors by the employees of Orange County and the residents of Orange County, by identifying risks of disease and ultimately reducing these risks through a variety of health promotion services. Program Objectives /Planned Interventions: 1) By June 30, 1991, identify cardiovascular risk factors of at least 50% of the Orange County employees through comprehensive screening clinics and special "Know Your Numbers" screenings, and other efforts. Interventions will include: a) Provide a comprehensive screening program (16 clinic days) that includes: Health Risk Appraisal, cholesterol, height, weight, blood pressure, diet analysis, and body composition. This screening will be delivered by an interdisciplinary team (health educator, nutritionist, nurse). b) Provide 5 cholesterol /blood pressure worksite screenings with nutrition counseling. c) Provide 5 cardiovascular fitness screenings through walking clinics and fitness clinics. d) Educate and raise awareness of cardiovascular risk factors through quarterly health newsletter, 4 lunch bag seminars, and special events. 2) By June 30, 1991, enroll 40% of the target Orange County employee population in special programs designed to change their cardiovascular risk behaviors. Interventions will include: a) 100% of employees participating in the comprehensive screening clinic will return for individualized consultations that assist in planning for health behavior changes. b) Two (10 session) weight management /nutrition classes, and 4 lunch bag seminars held at various county buildings. c) Twice -- weekly fitness classes designed to increase cardiovascular fitness, muscle strength, flexibility. Reviewed by DEHNR 3300 (Revised 2/90) General Services Division ( Review 1/95) Initials Date N.C. Department of Environment, Health, and Natural Resources Division of General Services CONTRACT ADDENDUM Adult Health Office, Section, or Branch Page 4 of 5 FY 1990 -1991 91 -5505 -068 Contract Number Orange County Health Dept. Health Promotion Contractor Activity d) Five session smoking cessation classes quarterly. e) 'Three special programs targeted at employees with elevated cholesterol levels. 3. By June 30, 1991 provide 2 early cancer detection and awareness programs for the county employees. Interventions will include: a) Breast health workshop for female Orange County employees. b) Skin care /skin cancer program targeted to employees who work outdoors. 4. By June 30, 1991, provide twice - weekly (40 weeks) injury prevention program through muscle strengthening and flexibility program (in combination with noontime aerobic class). 5. By June 30, 1991, expand the community cardiovascular health promotion initiatives, to include: a) In conjunction with the OCHD School Health Program and Adult Health Program, continue worksite wellness screenings at the two school districts in Orange County. b) In conjunction with Orange County Ag. Ext., American Heart Assn., and Adult Health Program (OCHD), expand community cardiovascular screenings to 10 church sites /organizations. c) In conjunction with the Adult Health Program (OCHD), expand cardiovascular screenings to 10 business worksites. d) Provide consultation to businesses developing worksite wellness programs (consultation includes assistance in developing policy, organizing wellness committees, communication systems, marketing and evaluation). 6) By June 30, 1991, in conjunction with American Heart Association, Orange County EMS, and Orange County Red Cross, initiate a community based CPR training program. This will be predicated on winning grant money from NC- DEHNR. 7) By June 30, 1991, compile primary data collected from various screenings for health report of Orange County cardiovascular prevention needs. 8) By June 30, 1991, Health Promotion staff will attend at least one Division of Adult health endorsed training on health promotion focin; on CVD, Cancer, injuries, and other relevant tonics. Reviewed by DEHNR 3300 (Revised 2/90) General Services Division (Review 1/95) Initials Date N.C. Department of Environment, Health, and Natural Resources Division of General Services CONTRACT ADDENDUM %dult Health )Ffice, Section, or Branch range County Health Dept. ontractor IV QUALITY ASSURANCE Page 5 of 5 FY 1990 -1991 91- 5505 -068 Contract Number Health Promotion Activity 1. The Health Promotion Program Coordinator, Mary Bobbitt- Cooke, organizes and coordinates the program. She holds a masters degree in Public Health Behavior - Health Education. The program is managed using the "interdisciplinary team" approach which involves other health professionals in the Health Department, community, and School of Public Health. The coordinator also reviews all client records. The coordinator is supervised by the Personal Health Services Director, Eileen C. Kugler, M.S.N., M.P.H., R.N. 2. The service providers of the HEALTH YOURSELF program meet regularly to review. the program and procedures (process review), and modify the program according to perceived problems and needs. These people are: Mary Bobbitt - Cooke, MPH, Health Promotion Coordinator, Laurel Bond, M.S., R.D., Nutritionist, Nutrition Program Coordinator, and Jerry,Gregory, R.N., BSN, Adult Health Program Coordinator. 3. HEALTH YOURSELF program activities and interventions are reviewed by the service providers. Information collected, reviewed, and evaluated by the providers includes: - Time spent by staff in project activities - Project activities /services carried out by Health Department - Project activities /services carried out by other departments and agencies - Barriers encountered in carrying out project activities. Number of target population reached by specific interventions Number of persons in target population who were successful in meeting the objectives of intervention activities. 4. Health Promotion Program protocols are on file in the Health Department. 5. The development of an overall quality assurance plan for the Personal Health Services Division as a whole is nearing completion. This plan provides for record review at least annually by a committee and a mechanism for assuring corrective action regarding any deficiencies found. iHNR 3300 (Revised 2/90) neral Services Division (Review 1/95) Reviewed by Initials Date z - LOCAL HEALTH DEPARTMENT BUDGET N.C.'Deparment of Environment, Revision Number Q �. Health, and Natural Resources Division of General Services Q� Division of General Services SFY�J% `' ' P. O. Number 9 1 -3- _L _D_ _�L -0-b.__L_ Contract Number / 06 /_91 Effective Date Termination Date f•7.1�r Nip � Y �.�•; ;�Irl7�j Project Director: Daniel B- E X P E N D I T U R E S ITEM DESCRIPTION STATE EXPENDITURES: Salaries & Fringe Benefits Opemdng Expetism Purchase of Equipment General Contracted or Purchased Services School Health Clinician Delivery Services Laboratory - Pharmacy Services Transfer TXIX Subtotal State Exoend, Activity: General Total Budget: $ 8W Q0 m. CLASSIFICATION ITEM ral O:vq AMOUNT GENERAL 6100 SCH HLTH . ..:6200 Appropriation APPROP 101 DEL SERV:::::;:;::;::;:::;.::6869 E LAB;. . OTHR REC 103 Rai SERV .:....:.:;:;.<:;;;:G865�.;:;> Other Receipts C LOCAL EXPENDITURES: _ LOCAL EXP 9000 _ _ _ -0r - TOTAL EXPENDITURES -- equal to Total Receipts $800.00 m Authorized i gnaru're Finance Officer Signature Date DEHNR 2948 (Revised 2/90) General Services Division (Review 2/91) .- Division /Section Si re Date 1-U-1 Fiscal Management Signature Date LOCAL FUNDS: R Appropriation APPROP 101 TXIX /SSBG 102 E TX[K /SSBG Fees OTHR REC 103 Other Receipts C Subtotal Local Funds $ E STATE/FEDERAL/SPECIAL FUNDS: I - P T - 800.00 m S . Subtotal State/Federal/Special $ TOTAL RECEIPTS — equal to Total Expenditures $ Authorized i gnaru're Finance Officer Signature Date DEHNR 2948 (Revised 2/90) General Services Division (Review 2/91) .- Division /Section Si re Date 1-U-1 Fiscal Management Signature Date PHAC1'INQ CONSOLIDATED CONI RAC.1 SYSI E.M PAGE. i PF- 9=ME::N0 ACTIVITY STATUS CURRENT ACTIVITY STATUS FY: 91 CNO : 3104068 ORANGE: 'Y: 91 GNO : 3104068 01 REVDI ORANGE- E : 03/27/91 GE:NE'RA1... E.F F D1 E : 0 790 1 R-MDl E : 0691 EXF'A(:1D : 12/31/90 ON . 90110 REV: Itl_!UC;E:TE:I) Cl.1F {.F?.E::�!i' GITR TO —.DA1 E. Ij�IE-XPENDE D 1, Em NO. DESCRIP1ION AMOUNT EXPENSE'S EXPENSES T{UDCaE1 000 5A /F'Ft 40,411-00 x0 , 10 B 121'S 40 , 41 1.00 5,095.9'1 '000 (:?F' E:XF' 1 ,310..00 9,232..50 12 ,310.00 ,00 1000 EQUIP 3 e5 , .2.2.00 155,273.64 ::' 20 , 44E' . 36 STATE /FEDERAL /SPE:.CIAL FUNDS ,i 00 GENERAL DA I E : 03/27/91 OBJ RCC PGM AM1 . BUDGETED D PAID -1 0 —VA I E. .?00 SCH HL.I H DHS FUNDS 52,72i.00 52,721.00 100 ;!6:3 CLN -)569 DE'L SE:RV L.AP ' E3f1`.i R SE:.RV 864 1RAMS /XIX /SSMC c c 521,721.00 39,340.75 5 '. ,'P ":'1 .0�} . t_,r:l (1CAL. EXF'ENI }ITURE.S : 375,722,.00 52 , 46-3 , i 4 155,273,6A 220 , Q 4` . 3c 2.20 448.36 i A l E L LOCAL T C1 I A Lc : 428,443,00 v i , 9():5 . E � 23 7 , 99x. 6i lA -1E 1'O -DATE EXPENDITI.IRE.S EQUAL S /F /S 10 -DATE RE:C:F::IFlS BY: 0(' { ?J 1C;Al.. 1'C!- DATE:. E:XF'E:NI)]:1L!RES E QUAL L 0GAL. 1O —PA -1 E:. RE f-L IP'Ts E: {Y ul"F'RE SS F'Ai FOR R.E:.CE:IF'1 AND F'AYME:NT STATUS OR PFi FOR A NEW INQUIRY SCREEN PHACTINQ CONSOLIDATE::D CONTRACT SYSTEM PAGE:: 2 F'F9 =ME::NL! CURRENT ACTIVITY STATUS FY: 91 CNO : 3104068 ORANGE: GE::NER.AL.. I'l -1DGE1 E D TO -DA1 E L..00AL.. RECEIPTS', : AMOUNT RECEIPTS BALANCE i0i A PPP OF 3i0,122.001 126,172.37 163,949,63 102 XIX /SSBG 51000.00 5,095.9'1 98,94- 1 03 OTHER R,E:.0 60,600.00- 24,002,33 36 , 59 7.67 TU I AL.S : 3 e5 , .2.2.00 155,273.64 ::' 20 , 44E' . 36 STATE /FEDERAL /SPE:.CIAL FUNDS REVISION NO. 01 EFFECTIVE DA I E : 03/27/91 OBJ RCC PGM AM1 . BUDGETED D PAID -1 0 —VA I E. BALANCE: 6100 3131 0000 DHS FUNDS 52,72i.00 52,721.00 100 TOTALS : 52,721 .00 52,721 .00 .00 DEPRESS PFi KEY FOR NEW INQUIRY SCREEN LOCAL HEALTH DEPARTMENT BUDGET N.C. Department of Environment, Health, and Natural Resources Revision Number --Q-Z- Division of General Services hL 5FY % ivision of Enviroumetnmal Health P. O. Number Effective Date Termination Date . e:_,!! •1. I,I WA: I a 1. a 7,01•:d1,15,1 Project Director: Contract Number Activity: Environmental Health Total Budget: $ 100-00 m ff EM DESCLt1P'T1ON CLASSIFICATION ITEM AMOUNT E X P E N D j T U STATE EXPENDITURES: Salaries & Fringe Benefits Operating Expenses Purchase of Equipment General Contracted or Purchased Services School Health Clinician Delivery Services Laboratory Pharmacy Services Transfer TXIX SA/FR ' 1000 OP EXP 2000 - y_• •�'� —.' . EQUIP 5000 /00. o o - - GENERAL -6100 l SCH : HJ-TH .::: <.;::' � 6200 :' . � , . :.::.: : :...:..::<:;:.,; :,► ; i - - `: I�EL . SERV ;' 6869:. ......... LAB 6862 RX`:SERV ..::;.:::::;.;. 6865> ' -:: �::. >�.; -; < .:::..:; :.::::::;:: -.. �,.;:.:;._:::.:::::.,. ; R Subtotal State Exnend. it E LOCAL EXPENDITURES: LOCAL EXP S TOTAL EXPENDITURES — equal to Total Receipts $100.00 m . utho ' ffi ' Signature Date. Finance Officer Signature Date DEHNR 2948 (Revised 2/90) GeneraT Service Division (Review 2/91) 3-1 "°d - Division /Section.- Signatur Date X44— Fiscal Manageinent Signature Date LOCAL FUNDS: R Appropriation APPROP : 101 E TXDVSSBG Fees Other Receipts TXIX /SSBG 102 OTHR REC 103 C E Subtotal Local Funds - $ STATE/FEDERAL/SPECIAL FUNDS: P T 100.00 m S Subtotal State/Federal/Special $ 160,0Q M TOTAL RECEIPTS -- equal to Total Expenditures $ 1 utho ' ffi ' Signature Date. Finance Officer Signature Date DEHNR 2948 (Revised 2/90) GeneraT Service Division (Review 2/91) 3-1 "°d - Division /Section.- Signatur Date X44— Fiscal Manageinent Signature Date ' ~` CONSOLIDATED BHACTlNQ CONTRACT �YSTEM PACE \ PF9~MEpy PF9-MENU CURRENl AC?lVITY G7A?US ACT1VlTY STATUE FY 91 CwU� 53@iW68 OR�H�E FY' 9i CNO ENVIRONMENTAL HEALTH PO '` � � 90835 REV� 02 REVDTE: 03/27/91 EFFDTE� 0'790 TRMDTE: 0691 EXPAOD i2/31�9O ITEM BUDGETED BUDGETED --�rCUN7 CURREMl QIR IQ-DAiL UMEAPEMDLu NO DESCRlPTlON RECE1P7S E��Ew��S EXPENSLS wUDLE\ ^ 1000 SA/FR-00 73.730'21 'OO ' 00 . 00 2000 5000 OP EXP EQU%P 5.900.0O '�� .�0 �.90�'� O 000 GENERAL 29.i81'00 29 .191 9�- 6200 SCH MLlH 182'911.31 STATE/FEDERAL/SPECIAL FUNDS REVISION 6863 CLN , AM7, 6869 DEL SERV BAiAPCE 6100 5302 0091 DHS FUNDS 6m62 LAB 1 .900'00 6865 RX SERV �864 lRANS/xIK/SSB C. 0", LOCAL SlA|L lu[ALS. EXPENDITURES 5.900-0.) -0O 102,911 .3 1 206.6?8.la .900 .6 ?2'}?- /TATE & LOCAL (ulALS� 5.900 '00 102.9ii'0 206 .699'33 0 .79P'3�- 7AlE 70-DATE EXPENDITURES UNDER Sill--/S TO-DATE RECEIPTS' 2Y 4,000,00- .00AL 10-Do7E EXPENDITURES OVER LOCAL 10-PAIL REcE1P|5 yY 103.19F'O2 DEPRESS PAi FOR REUElP7 AMU PAYMENT SlATUS OR PFi FOR A NEW INQUIRY SCRFE� BHACTlNQ CONSOLIDATED COt!TRACT SYSTEM PAi�E 2 PF9-MENU CURRENT ACT1VlTY STATUE FY' 9i CNO 5301068 ORANUE ENV1KOMMEwTAL HEALTH BUDGETED TO-DA?G LOCAL RECEIPTS: AMOUNT RECE1P7S BALANCE 16i APPROP ^O0 73.730'21 73.730.3y 102 XIX/SSB6 iO3 OTHER RE 29.i81'00 29 .191 9�- TOTALS .00 182'911.31 STATE/FEDERAL/SPECIAL FUNDS REVISION Nu' 02 E. pFEC(lVE. DA\E OBJ RCC PGM AM7, BUDGETED PAID 1O-DA7E BAiAPCE 6100 5302 0091 DHS FUNDS 5.900.89 .900.00 1 .900'00 - ' TOTALS .090'00 1 .9@0.8c- DEPRESS PFi KEY FOR NEW INQUIRY SCREEN LOCAL HEALTH DEPARTMENT BUDGET N.C. Department of Environment. Health, and Natural Resources Revision Number A Division of General Semces Division of Maternal and Child Health Z— SFY P. O. Number 07 / 90 06/ 91 -9 1 5 4 2 1 0 6, 8 Effective Date Termination Date Contract Number Contracton, MM 9M HU01 DEPARTMEM Activity: Child Health Project Director: Daniel B. Re-Lm= Total Budget: $.3. eno Qg m . ITEM DESCRIPTION CLASSIFICATION MM AMOUNT .x P E, N D. T U STATE EXPENDITURES: Salaries I& Fringe Benefits Operating Expenses Purchase of Equipment General Contracted or Purchased Services School Health Clinician Delivery Services Laboratory Pharmacy Services Transfer TXIX SA/FR 1000 OP EXP 2000 EQUIP 5000 GENERAL 6100 SCH HLTH 6200 CLN 6863 SERV LAB 6862 RX SERV 6865 .7f4 I R Subtotal State fNnnd. F- LOCAL EXPENDIT`URES: LOCAL Eyp M $ I I TOTAL EXPENDITURES —equal to Total Receipts $ 1,909.00 J <V'_2 —'C zn/ — DEI-WR 2948 (Revised 2/90) General Services Division (Review 2/91) LOCAL FUNDS: R Appropriation APPROP 101 TXIX/SSBG 102 E TXIX/SSBG Fees OTHR REC 103 Other Receipts C .7f4 I Subtotal Local Funds $ E A---t LNCW FL-cal Maizxent Signature Date STATE/FEDERAL/SPECIAL FUNDS: P T 1,909.00 M S Subtotal State/Federal/SLxcial $ 1,909.00 M TOTAL RECEIPTS — equal to Total Expenditures $ 1,909.00 M DEI-WR 2948 (Revised 2/90) General Services Division (Review 2/91) thori LocVffized icial Si r Off6aure Date Division/Section Sig;" ti Date .7f4 I Finance Officer Signature Date A---t LNCW FL-cal Maizxent Signature Date DEI-WR 2948 (Revised 2/90) General Services Division (Review 2/91) 9HAC1 I N Q CONSOL..IDATED CONTRACT SYSTEM PAGE: i F'F9 =ME Nll CURRENT CURRENT ACTIVITY STATUS FY: 91 FY: 91 C:NO: 5421068 ORANGE:: CHILD HEALTH F'ON : 91 535 REV : 03 RE VDT E : 03/2 - -RDTE : 0695 EXPAOD : 12/31/90 T'T E.M f�l.1DC:E :: (E.0 C(JRF ?- F. :.N1 G"I R 1'Cl- DATE:: LINE.XPE:NDE.1) NO, DE:SC:RIF"T ION AMOLINI EXPENSES EXPENSES BLIDGE1 i 000 SA /F'R 44,549.00 24 , 027 .25 32,031-00 12, 51 S. 0r:? 2000 OF' EXP 9,866.00 2,415.50 4,833.00 51033.00 5000 6`100 EQUIP GENERAL 11,530.00 1 , 7'7 7.99 4 , 660.49 6 , F 5 i 6` 00 SCH HL.T'H 8,894.00 64 -7 .. 64 647.64 246. 8 , 24 6. .3F, 6863 CL..N AMT. BUDGE: VE:D PAT l) TO-DATE BAL-ANCE 6869 DEL SER.V DIMS FUNDS 74,839.00 58,7Y7.00 '16,042.00 6862 LAB 6865 RX SER-V 6864 TRANS /XT.X /SSBG -1 S1 ATE. 1 01 AL..S : 74,839.00 28,865.38 42, 172 i 3 32, A-66, F.; I...00AL. EXPE.NDI TURE:S : 328,504.00 56,383.97 '136,224.87 1 ?2 2 ?9,. 13 l A T E_ & L.0L ;AL.. 1 1:11 AL.S : 403,343.(`)O 85,245'.35 1 78,301 - 00 2 4 , 94 6.00 TA1 E 1 0• -DA I E E.XPENDI1 URES UNDER S /F /S 'T O--DAI E RECEIPTS By! 16 , 6714. L9 7- 0(. ;AL.. TO-DATE. E:XPE.ND11 URE:S UNDL.R LOCAL, 10-DATE RECEIPTS I'S By : 99.00 -. DEPRESS PAi FOR RE:(.:EIF'T AND PAYMENT STATUS OR PF'i FOR A NEW INQUIRY BHAC.'1INQ CONSOL.IDAIED CONTRACT SYSTEM PAGE 2 PF9=ME :N1_I CURRENT ACTIVITY STATUS FY: 91 CNO : 5421 068 ORANGE:: CF•IIL..D HF_.AL. T H BUDGE I ED TO -DATE L_0 AL. RE:CF. lF'TS: AMC1I_JNT R-EC'.E :1:P I AI...ANCE' i0i APPROP 312,904,00 132,283.04 i80,620.96 102 XIX /SSBG 15,600.00 4,040.83 11,559.17 103 OTHER R.E:C TOI AL.S : 328,504.00 136,323.97 1 92 , i C- Q . i 3 STALE/FEDERAL/SPECIAL FUNDS REVISION NCI. 03 EFFEC;IIVE DATE: 03/27/01 OIL i RUG F'GM AMT. BUDGE: VE:D PAT l) TO-DATE BAL-ANCE 6101 5422 0000 DIMS FUNDS 74,839.00 58,7Y7.00 '16,042.00 TOTAL..S= 74,839.00 58,797.00 16,042•.00 DEPRESS PFi KEY FOR NEW INQUIRY SCREEN LOCAL HEALTH DEPARTMENT BUDGET N.C. Department of Environment, Health, and Natural Resources �n1 Revision Number --Q J — f Division of General Services SFY Division of Maternal and Chad Health P. O. Number m/ 40 06/91 _ 9 1 5 4 3 0 0 6 8 Effective Date Terminanon Date Contract Number Contractor: Project Director: DMJA]. S_ Rpimar _ Activity: Family Planning Total Budget: $ 3,416.99 LOCAL FUNDS: R Appropriation E TX1X /SSBG Fees C Other Recei is Subtotal Local Funds E-- STATE/FEDERAL/SPECIAL FUNDS: I - P T S Subtotal TOTAL , Y Finance Officer Signature DEHNR 2448 (RcvL;ed 2 /9o) General Services Division (Review 2/91) APPROP 101 TXIX /SSBG 102 OTHR REC 103 — equal to Total Expenditures 3,416.00 m 3,416.00 m Date - br�h Hca .- :.Division /Section Signature - . Date Dare Fiscal Management Signature Date R PHA(TINQ CONSOLIDA1 L C'.QN l KAf:;;T SYS1 L M h'AL,E:. i P y t"IE: NU ACTIVITY STATUS CURRENT ACTIVITY STATUS 5430068 ORANGE:. Y : 91 CNO : 5430068 ORANGE: WORSEN - F'REVE NT IVE HL..TH ='DN= 92010 REV: Oi PEVDTE: 03/2 7/91 EF'FD1E: 0790 TRMDlE: 0691 EXPAOD: 12/31/9(1 II EFi RECEIPTS BUDGE :TE D CURRENT QTR TO-DATE UNEXPENDED Nil. DESCRIPTION AMOUNT EXPENSES EXPENSES BUDLE•T i000 SA /FR 71,478.00 52,754.50 71,478.00 .00 2000 OF' EXF' 6,155-00 4 , 61 6 .. 25 6,155.00 Dc `_ 000 E:QUlP DATE: 03 /27/91 OBJ RCC PGM AMT. BUDGE l ED >i 00 GENERAL 21 1 , 54`_? . 00 4,303.2i 8 , 650.42 1 2 , 894.5E? 6200 SCH HLTH 6863 CL..N 6869 DEL SEPV ,I362 LAE, ,5865 RX SERV 6864 TRANS /X1X /SS13G E51 ATE:: TOTAI...S : 99 , i 78 .00 61..673.96 96 .283 , 42 1 2 , 89'4 :. s8 LOCAL EXPENDITURES: 304,513.00 21,346.75 1 1 0,'27() , 6; 194 , 24 ' . 31 I ATE: & LOCAL. TOTALS: 403,691.00 83 , 02,0.71 1 9F: , 54 . 1 1 207,136.89 TATE TO -DALE EXPEND] :TURE=S OVER S /F /S 10 -PATE PECE.IPIS BY: .42 OCAL. TO-DATE E:XFE.NDI -T URLS UNDE:.F? LOCAL Tf:? -I)A T E RE:CE:.:T.PTS BY: 693,84-- Dl,--If:'RE:SS F'Ai FOR RECEIPT AND PAYMENT STATUS OR. F'Fi F-1T:1P. A NEW INQUIRY BHAC:T I.NQ CON'SOL IDAI E:D CONTRAC I SYSI EM PAGE. 2 PF 9- ME:N1-1 CURRENT ACTIVITY STATUS FY. 91 CN0 : 5430068 ORANGE:. WOMEN -• PREVENTIVE FIL.T F•1 BUDGETED 1 -0 -DATE LOCAL.- RECE: TF'T S : AMOUN T RECEIPTS BALANCE i 01 APPR.UF' 289 , 51 3.00 105 , ' ,07 .52 184 , 1 5'5.44 i02 X1Y,lGi:ikC; 5,000-00 1 ,3`:x.).31 3,6 ^9.69 103 OTHER RE:C i 0 , 000.00 4,296,70 5 , •7()3 , 30 TOIAL-S: 304,513.00 110,96 -4..53 193,548.47 STATE /FEDERAL /SPECIAL FUNDS REVISION NO. 01 E.E1=EC:TI:VE DATE: 03 /27/91 OBJ RCC PGM AMT. BUDGE l ED PAID TO -DATE: BALANCE 6100 5432 0000 DHS FUNDS 99 , 178.00 86,283-00 1 2 , 8 ?5.0() TOTALS: 99,178.00 86,283.00 12.8Y5.00 DEPRESS PFi KEY FOR NEW INQUIRY SCREEN N.C. Department of Environment. Health, and Natural Resources Revision Number Division of General Services V/h�viaioti of Environmental Health SFY P. O. Number 07 90 Q6 9 1 c; n 1 8 Effective Date Termination Date Contract Number Contractor: —93ANZ 0M HE6= LEB== Activity: Environmental Health Project Director: DRM.B- -ROM Total Budget: $ 'n —ci-730-21 —1)64,1 ITEM DESCRIPTION CLASSIFICATION ITEM AMOUNT APPROP 101 STATE EXPENDITURES: T=/SSBG Fees Other Receipts TXLX/SSBG 102 OTHR REC 103 C Salaries & Fringe Benefits SA./FR 1000 6,000.QQ m X Operating Expenses OP EXP 2000 P Purchase of Equipment EQUiP 5000 6,000.00 General Contracted or hased Services Subtotal State/Federal/Special GENERAL 6100 School Hea lth .......... Clinician Delivery Services --- MEL: SEKV-':::::::: Laboratory LAB 6862 T Pharmacy Services 'RX SEFLV 6865:.,. U Transfer T)CIX W; R Subtotal State Expend. E- LOCAL EXPENDITURES: LOCAL E(P 9000 S- f TOTAL EXPENDITURES — equal to Total Receipts —ci-730-21 —1)64,1 WAAIWIII;-��111-162 J�20 a nuEno %. rnc2w abgnarure/ Finance Officer Signature bERM 290 (RA--.d 2J90) Gcnc l &Tvkm Division (Review 2/91) Date bwah Had Division/Section Sign " Date Date Isa Management - Signature Date LOCAL FUNDS: R Appropriation APPROP 101 E T=/SSBG Fees Other Receipts TXLX/SSBG 102 OTHR REC 103 C Subtotal Local Funds STATE./IFEDERAL/SPECLA,L FUNDS: Subtotal State/Federal/Special TOT RECEIPTS — equal to Total Expenditures WAAIWIII;-��111-162 J�20 a nuEno %. rnc2w abgnarure/ Finance Officer Signature bERM 290 (RA--.d 2J90) Gcnc l &Tvkm Division (Review 2/91) Date bwah Had Division/Section Sign " Date Date Isa Management - Signature Date IWAET&NO 0 1,,m/�L' `un/rH �,/ �/`/=,. ,""I . HQ?_MEMU ~ CURREN7 CURKEN7 ACTIVITY SlATU� FY 91 CNO 5301068 ORANGE ~ Z_ Y. 9i CNO 5301 06E ORANGE ENVIRONMENTAL EMYIROMMEN\AL HEALTH PON` 90835 REV: 02 REVD7E: 83/27/Pi EFFDTE' 79MDlE' 069i EXPAOD 12/Zi'�� ITEM BUDGETED CURRENT QTR TO-DATE QEyPEwDE0 NO' DESCRIPTION AMOUN7 EXPENSES EXPENSES BUDLEl i8Oo SA/FR 103 OTHER REC '00 2000 UP EXP TO7ALS� '9O 102.9ii-7i 5000 EQUIP 5.990'00 03!27/c?1 '00 AMT. 6i00 GENERAL BALA@CE 6100 5302 0091 DHS FUNDS 5.90O.00 6200 SCH HLTH 6862 CLN 6869 DEL SERV ' 6862 LAB 6865 RX SEFV 6864 TRANSyX%X/SSBL STATE TOTALS �0 LOCAL EXPENDlTURES. i02.9ii.31 206.692.33 201.69B.NY- 7ATE & LOCAL TOlALS` 5.909'00 102.9i).3l 2M6) 98'.3� TA7E TO-DATE EXPENDITURES UNDER G/F/S TO-DA?E RECElFlS LY OCAL lU-Do7E EXPENDITURES OVER LUCAL [u-DATE RECEIPT'S BY \03.797'@2 DEPRESS PA1 FOR RECEIPT AND PAYMENT STATUS OR PFi FOR A NEW INQUIRY SCRLFp BHACllNW CONSOLIDATED CONTRAC( SYSTEM p*1,E 2 HQ?_MEMU CURREN7 ACTIVITY S7ATUE FY 91 CNO 5301068 ORANGE ENVIRONMENTAL HEAL[M BUDGETED lD-DATE LOCAL RECEIPrS� AMOUNT RECElPTS BALANCE i01 APPROP .0O 73'730^ai 73.738�^- 102 XIX/SS B G 103 OTHER REC '00 29.181 '00 29 .191'00 - TO7ALS� '9O 102.9ii-7i 102.51i'�`- S7ATE/FEDERAL/SPECIAL FUNDS REVISION NU' 02 EFFECllVE DATE- 03!27/c?1 OBJ RCC PGM AMT. BUDGETED PAID l0-DA7E BALA@CE 6100 5302 0091 DHS FUNDS 5.90O.00 4.000'@M \.90 �','�V TOTALS,- 5'980.00 41000.00 1,900.86 DEPRESS PFi KEY FOR NEW INQUIRY SCREEN h" AMENDMENT NUMBER 03 to CONSOLIDATED CONTRACT between THE STATE and THE ORANGE COUNTY /DISTRICT HEALTH DEPARTMENT This Contract covering the period from may 1 to (Month) (Day) (Year) (month) (Day) (Year) is hereby amended to add the following activities: ACTIVITIES Food and Lodging All provisions and clauses set forth in the Contract are hereby incorporated in this Amendment and constitute the terms and conditions applicable for the above activities involving State funding. CONTRACTOR SIGNATURES Health Director Date Finance Officer Date ComrnissionersnI // Date NORTH CAROLINA DEPARTMENT OF ENVIRONMENT, HEALTH, AND NATURAL RESOURCES William W. Cobey, Jr., Secretary D•,; ectcr piv. of Genera' Serf' .5pDepartment Head's Signature bl.or Authorized Agent DEHNR 2946A (Revised 10/89) General Services Division (Review 10/90) LOCAL BEALTIi DEPARTMENT BUDGET N.C. Department of Environment, Revision Number Health, and Natural Resources lj 2-4L2— Division of General Services Division of Environmental Health L �, P. O. N 5 3 0 3Ci _ 5 -/1/ 1997 / n —�_..,.� Effective Date Termination Date Contract Number 6 /I Food and Lodging RANGE Activity' Project Director: Total Budget: $ ITEM DFSCRIMON E STATE EXPI_NDi71TRES: Salaries & Fringe Benefits Ope tang E-penses P Purchase of Equipment E General Contracted or N Purchased Services School Health D Clinician I T Laboratory Pharmacy Services U Transfer TXIX R Subtotal State gEn d CLASSIFICATION ITEM SA/FR 1000 Of 5 2000 E UiP 5000 E LOCAL EXPENDITURES: I LOCAL 1D0? S TOTAL EXPENDITURES — equal m Total Receipts R E C E I P T S LOCAL FUNDS: Appropriation TXIX /SSBG Fees Other Receipts _ _ Subtotal Local Funds STATE/FEDERAL/SPECIAL FZJNDS: Food and Lodging Permit Fees I• •... AMOUNT APPROP 101 T7TC /SSBG 102 OTHR REC 103 $ Subtotal State/Federal/Special TOTAL RECEIPTS — equal to Total Expenditures Date arazalb H=d Date ^�— homa DEHNR 2948 (Revised 2/90) Cw rral Services Division (Review 2/93) 750.00 $ 750.00 n./Section Signs Dat+r DM ITEMS FOR FOLLOWUP BOARD MEETING DATE: % r ITEM # TITLE TYPE OF FOLLOWUP FOLLOWUP COMPLETED NOTES le # ,!� .✓(_ 1r' it 5a D 15,4