HomeMy WebLinkAboutAgenda - 09-20-2018 8-a - MinutesORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: September 20, 2018
SUBJECT: MINUTES
DEPARTMENT: Board of County
Commissioners
ATTACHMENT(S):
Draft Minutes
Action Agenda
Item No. 8 -a
INFORMATION CONTACT:
Donna Baker, Clerk to the Board
(919) 245 -2130
E
PURPOSE: To correct and /or approve the minutes as submitted by the Clerk to the Board as
listed below.
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.
June 7, 2018 Budget Work Session
FINANCIAL IMPACT: NONE
SOCIAL JUSTICE IMPACT: NONE
RECOMMENDATION(S): The Manager recommends the Board approve minutes as
presented or as amended.
1
I Attachment 1
2
3 DRAFT MINUTES
4 BOARD OF COMMISSIONERS
5 BUDGET WORK SESSION
6 June 7, 2018
7 7:00 p.m.
8
9 The Orange County Board of Commissioners met for a budget work session on Thursday, June
10 7, 2018 at 7:00 p.m. at the Southern Human Services Center Building in Chapel Hill, N.C.
11
12 COUNTY COMMISSIONERS PRESENT: Chair Dorosin and Commissioners Mia Burroughs,
13 Mark Dorosin, Barry Jacobs, Mark Marcoplos, Renee Price and Penny Rich
14 COUNTY COMMISSIONERS ABSENT: Commissioner McKee
15 COUNTY ATTORNEYS PRESENT: None
16 COUNTY STAFF PRESENT: County Manager Bonnie Hammersley, Deputy County Manager
17 Travis Myren and Clerk to the Board Donna Baker (All other staff members will be identified
18 appropriately below)
19
20 Chair Dorosin called the meeting to order at 7:03 p.m.
21 Chair Dorosin said Commissioner McKee would not be able to attend tonight's meeting.
22 Chair Dorosin said tonight's closed session will be postponed to June 12t"
23
24 1. Discussion with County Departments within the following Functional Leadership
25 Teams (including Operations and Fee Schedule Changes):
26
27 Travis Myren made the following PowerPoint presentation, and facilitated the
28 accompanying discussions:
29
30 Budget Work Session #3
31 Human Services
32 Community Services
33 Detention Center Discussion
34 June 7, 2018
35
36 Human Services
37
38 Department on Aging
39 Aging — page 42
40 o Total Expenditure Budget - $2,129,173
41 Increase of$36,300 Over FY2017-18 Budget
42 ❖ Cost of Existing Personnel
43 o Living Wage Increase for In-Home Aide Contracts - $3,530
44 o OC Cares Grant Expiration —August 31
45 ■ Three Year Grant - $897,325
46 ■ Services to Residents with Dementia and their Caregivers
47 ■ Group Respite at Senior Centers
48 ■ OC Dementia Friendly Business Certification
49
50 Chair Dorosin asked is it possible to replace this grant funding.
2
1 Janice Tyler, Department on Aging Director, said the department is trying to get
2 creative, and it would be very helpful if it can draw down the Home and Community Care Block
3 Grant funds that have been assigned to OCPT, and move it back to the Department on Aging.
4 She said doing so would greatly fund the occupational therapy position. She said the Dementia
5 Friendly Businesses will continue, and the department is working with the SHARP team, which
6 is a group of for profit and non-profit aging providers, who have been trained to be trainers to
7 the community.
8 Commissioner Rich said the Senior Center is such a pleasant and busy place. She
9 noted that there is a farmer that comes and sells fresh produce at the Center, since many
10 seniors cannot make it to the farmers' markets.
11 Travis Myren resumed the presentation:
12
13 Cardinal Innovations
14
15 • Cardinal Innovations—table
16
17 • Cardinal Innovations—table
18
19 • Cardinal Innovations—pie chart: Maintenance of Effort Allocations
20
21 • Cardinal Innovations—
22 o Total Maintenance of Effort (MOE) funding - $1,355,974
23 o New County Administered Programs and Services
24 ■ Supportive Housing - $80,000
25 ■ Replaces the Mental Health Services Study Due in December
26
27 Commissioner Burroughs asked if the MOE number is static.
28 Travis Myren said yes.
29 Commissioner Jacobs said he would like to know from staff if Cardinal Innovations (CI)
30 is being responsive to the community.
31 Travis Myren said the County forwards any feedback it receives to Cl, and he thinks
32 there has been more responsiveness.
33 Bonnie Hammersley said calls from dissatisfied residents to her office have declined in
34 the past few months, and Travis Myren is also meeting on a regular basis with the CI Director.
35 Commissioner Jacobs asked if the Commissioners were copied on responses to
36 residents.
37 Travis Myren said no, due to HIPPA regulations.
38 Commissioner Jacobs asked if CI lets the County know when it has responded to the
39 resident.
40 Travis Myren said yes, as long as it is not about actual services being provided.
41 Commissioner Price said meetings are continuing with the Alamance/Caswell group,
42 and there is still a vacancy for a stakeholder position.
43 Donna Baker said the position has been advertised, and the director mentioned that he
44 wanted us to put this on hold because some changes were forthcoming. She said she would
45 follow up further on this item.
46 Commissioner Price said there are new guidelines that permit using some of the MOE
47 money for capital needs, such as housing.
48 Travis Myren said the CI's current position on the MOE money, is that the County can
49 use it however the County sees fit, as long as it goes to the broad category of services.
3
1 Chair Dorosin referred to the money mentioned in this portion of the presentation, and
2 asked if this goes to Cl and then gets paid back.
3 Travis Myren said no, the County holds and uses the funds.
4 Chair Dorosin asked if there is a reason the funds are listed here.
5 Travis Myren said the County has to insure that it totals $1.355 million, because that is
6 the number in the statute.
7 Chair Dorosin asked if there is an Ombudsman to hear complaints should any arise
8 about Cl.
9 Nancy Coston, Department of Social Services (DSS) Director, said when complaints rise
10 to a level that the County cannot handle, there is a State office for oversight of these contracts.
11 She said she has referred several complaints to that office, as it is the purpose of that office to
12 handle such matters. She said this office has specialists within specific target groups within the
13 field of mental health.
14 Chair Dorosin asked if a record is kept of the number of referrals that are made to this
15 state office.
16 Nancy Coston said she does not, but she expects that the State does track this
17 information. She said general calls have decreased, and some people remain dissatisfied even
18 after speaking to the state office.
19 Chair Dorosin said it may be good to know if there is an annualized report.
20 Bonnie Hammersley said staff can keep track of calls that come in to the County.
21 Travis Myren resumed the presentation:
22
23 Child Support Services
24
25 Child Support Services — page 987:23:18 PM
26 o Total expenditure budget - $1,098,035
27 ■ Revenue of$1,550,437
28 ■ Net County Cost— ($452,402)
29 o No significant budget changes
30
31 Janet Sparks, Child Support Services Director, said her work remains difficult, but
32 rewarding. She said the rising economy seen in many parts of the County, does not affect
33 many of the people that her department serves. She said many people, who previously lost
34 jobs in manufacturing, are now gainfully employed at a lesser rate in the service industry.
35 Chair Dorosin asked if success can be measured.
36 Janet Sparks said total collections are down nationally, and were down last year locally,
37 but are on target to meet the goal this year, but it is a challenge. She said the County collects
38 about 70% of what is owed monthly. She said there are five performance measures, with which
39 the County will be taxed in HB 630, which causes some concern, but Orange County is one of
40 the top performing counties in the State.
41 Commissioner Jacobs asked staff to send the Board of County Commissioners (BOCC)
42 an email outlining the department's concerns regarding legislation.
43
44 Health Department
45
46 Health Department— page 329 - Quintana Stewart
47
48 o Total expenditure budget - $10,199,317
49 ■ $287,200 Increase Over FY2017-18 Budget
50 ■ $150,750 Revenue Increase
4
1 $136,468 Increase in Net County Costs
2 o Finance and Administrative Services Division
3 ■ Increase Credit Card Transaction Fees by $5,800
4 o Dental Health Division
5 ■ FTE Dental Hygienist to Address Patient Appointment Backlog -
6 $70,508
7 ■ Offset by Additional User Fee Revenue - $72,157
8 ■ Contracted Dental Services Increase of$26,683
9 o Health Promotion and Education Services Division
10 ■ Revenue Increase from Donations and State Funds $51,340
11 ■ Family Success Alliance
12 ❖ New Cohort of 45 Families Served by Navigators
13 ❖ 165 Total Families and 700 Total Family Members Served
14 ❖ Total FY2018-19 Expenditure Increase of$37,364
15 No Additional General Fund Contribution
16 ❖ Navigator Contracts with Non-Profits Decreased $33,000
17 Due to Health Insurance Plan Savings for Navigators
18 ❖ Total General Fund Contribution to FSA Program -
19 $581,355
20 67% of Total Expenses
21 o Environmental Health Division — Fee table page 535
22 ■ Revenue Increase of$61,400 due to Volume and Fee Changes
23 ■ Temporary Personnel to Reduce Inspection Wait Times - $18,375
24 o Personal Health Services Division
25 ■ Medicaid Revenue Decrease - $24,960
26 ■ Pharmacy Supplies Decrease Based on Actual Spending -
27 $30,200
28 ■ Duke Energy Endowment Grant to Support Formerly Incarcerated
29 Transition (FIT) Program - $37,500
30 ■ Refugee Health Fund and Family Planning Revenue Decrease -
31 $17,350
32 ❖ Current Service Levels Maintained through Reallocation
33 of County Funds
34
35 Commissioner Price asked if the number of male patients is increasing.
36 Meredith McMonigle said not in primary care, but male patients are still seen in the STD
37 and family planning services within the clinic.
38 Commissioner Price asked if males can come for a check up.
39 Meredith McMonigle said yes, and males are referred to Family Centered Healthcare.
40 She said care will be paid on a sliding scale for if men meet the same income guidelines that
41 exist within the clinic.
42 Commissioner Price asked if anything can be done about the fees for credit card costs.
43 Travis Myren said those are standard costs, and the County picks up these costs.
44 Meredith McMonigle said being able to offer the use of a credit card allows more
45 patients to be able to come into the clinic.
46 Chair Dorosin said the actual credit card fees have not increased, but rather more
47 people are paying via a credit card.
48 Bonnie Hammersley said to Commissioner Price that the male client issue was raised a
49 couple of years ago, and the need was investigated, and proven founded; as such the County
50 now contracts with Family Centered Healthcare to serve male clients.
5
1 Commissioner Jacobs referred to the dental services, and asked if staff tracks whether
2 residents have adjusted to just having a dental clinic in Hillsborough.
3 Meredith McMonigle said this data is being tracked, and residents are still coming for
4 services, despite there only being one location.
5 Commissioner Jacobs said the BOCC was committed to moving the clinic to
6 Hillsborough to make it accessible to as many people as possible. He said any follow up data
7 would be useful for the BOCC to have.
8 Bonnie Hammersley said staff will be having that discussion with the BOCC in the fall
9 regarding the schematic design of Southern Human Services Center.
10 Chair Dorosin asked the Health Director to give a brief overview of upcoming work being
11 done in the Health Department.
12 Quintana Stewart, Health Department Director, said she is still very glad to be working
13 with this Health Department. She said the Family Success Alliance (FSA) is always doing
14 positive things for the community; the clinic will be going to a new electronic records system;
15 and some staff changes. She said she is keen to hire an Environmental Health Director.
16 Commissioner Rich asked if the sliding scale at the Health Department seems to be
17 working.
18 Quintana Stewart she does not hear any complaints, and there is still a policy in place
19 for patients who simply cannot pay and need to request an exception. She said payment is not
20 a barrier.
21 Chair Dorosin asked if the funding for the FSA includes staff salaries, or only direct
22 costs of the program.
23 Travis Myren said these funds are only for the direct costs of the program. He resumed
24 the presentation:
25
26 Housing and Community Development
27
28 Housing and Community Development— page 339
29 o Total expenditure budget - $5,691,475
30 ■ Expenditure Decrease of$175,520
31 ■ Revenue Decrease of$424,630
32 ■ Net County Costs Increased by $249,110
33 o Administration Division
34 ■ Bond Administration Funds for Environmental Assessments -
35 $10,000
36 ■ Administrative Funds for Revolving Loan Fund — Mobile Home
37 Park Initiative - $20,000
38 ■ Risk Mitigation and Housing Displacement Fund Increase of
39 $7,222 to $75,000
40 ❖ Risk Mitigation for Landlords - $33,750
41 ❖ Displacement Activities - $22,500
42 ❖ Direct Assistance for Displacement - $18,750
43 New Locally Funded Rent Subsidy Program - $100,000
44 ❖ Supplement with HOME Funds to Increase to $190,000
45 ❖ Focus Funds on Hardest to House
46 ❖ 15 Households at Full Subsidy
47
48 Chair Dorosin asked if there is a method for how staff is choosing these residents.
49 Sherrill Hampton said staff can only invite residents on the current federal waiting list,
50 but there are priorities, and staff considers input from partners. She said staff will bring
6
1 guidelines back to the BOCC in the future. She said some people have been on the waiting list
2 for a long time, and there are 771 people currently on the waiting list. She said staff has to
3 review this carefully.
4 Travis Myren said operationally, these programs will run alongside each other, and one
5 may be on both lists at the same time. He said there may be some people who are ineligible to
6 be on the federal waiting list, but can be on the local one. He resumed the presentation:
7
8 o Housing Choice Voucher Program
9 ■ 590 Total Vouchers Utilized in FY2017-18
10 ■ Includes 16 Homeless Individuals through Homeless Preference
11 o Landlord Recruitment
12 Two briefings for Landlords to Increase the Supply of Rental Units
13 Available for Voucher Holders
14 o Resident Engagement
15 ■ Two Resident Engagements Workshops
16 ■ Two Summer Camps for Children of Voucher Holders
17
18 Sherrill Hampton said spring break camps were a success, but not sustainable in the
19 summer, and so the department is partnering with BBT to host three events this summer: HUD
20 Strong Families Initiatives Family Fun Day, an event with the justice department and other
21 partners focused on family reunification; an educational field trip; and a math and reading
22 refresher camp.
23
24 Community Development Division
25 o Federal HOME Grant
26 ■ $289,693 Grant Funds
27 ■ $13,306 Program Income
28 ■ $65,181 Local Match
29
30 o Urgent Repair Realignment
31 ■ $160,000 Balance
32 ■ Add $40,000 for FY18-19
33 ■ $200,000 Available
34 o Single Family Rehabilitation Program Realignment
35 $293,000 Balance
36
37 Commissioner Rich asked if the County restricts itself as to when to use these funds.
38 Sherrill Hampton said this is a multi-year account that rolls forward each year. She said
39 the number of inspectors has increased, and the single-family program will be beefed up to
40 include more. She said guidelines are forthcoming. She said the average rehab amount for a
41 single-family rehab has been increased up to $75,000, which is based on the need that staff
42 has found.
43 Commissioner Marcoplos asked if there are barriers to the County being able to ramp
44 up with these repairs.
45 Sherrill Hampton said the barriers are limited staff capacity; advertising to residents
46 what the department is doing; having contractors come into the program.
47 Commissioner Marcoplos asked if staff has considered partnering with Meals on Wheels
48 as a way to advertise and promote these programs.
7
1 Sherrill Hampton staff wants to work on the wait list first, as there are 30 urgent repairs
2 waiting, and over 60 on the general waiting list. She said roof repairs are some of the most
3 expensive.
4 Chair Dorosin said the Sheriff's Department also has a repair program for items such as
5 ramps, etc.
6 Sherrill Hampton said her department has been working with the Department on Aging,
7 and the housing preservation coalition is being fleshed out with Habitat for Humanity and other
8 pertinent partners. She said the Sheriff's Department is a part of this discussion. She said her
9 jobs require licensed contractors.
10 Commissioner Price referred to the top portion of page 339, and asked if there could be
11 clarification.
12 Bonnie Hammersley said personnel were reallocated from different divisions.
13 Sherrill Hampton said there was a department that moved out from under them.
14
15 Human Services
16 Capital Investment Plan Projects
17 • Affordable Housing Bond - $2.5 million (p. 29)
18 o 2016 Bond Referendum - $5 million for Affordable Housing
19 o First Half ($2.5 million) Awarded in 2017
20 ■ 53 Affordable Units Created
21 o Second Half ($2.5 million) Proposed in FY2018-19
22 o Request for Proposal Process and Revised Scoring Criteria
23
24 Human Rights and Relations — page 353
25 Human Rights and Relations
26 o Total Expenditure Budget - $277,469
27 ■ Increase of$20,903 Over FY2017-18 Budget
28 o Recommended Budget Completes Restructuring and Creation of the New
29 Department
30 Director and Administrative Assistant II Costs Shared with County
31 Attorney's Office
32
33 Chair Dorosin asked Annette Moore if she could highlight the exciting things coming up
34 in the next year in her department.
35 Annette Moore said taking the racial equity training to the next level. She said many
36 community groups are taking the training, and the next step is to look at how to bring these
37 groups together to talk about dismantling racism in the various institutions. She said this is a
38 big task, but it can be done via a deliberative process.
39 Annette Moore said this year the County served residents that speak 18 languages
40 outside of English and Spanish, and staff wants to work on a "One Orange Campaign: Common
41 Places, Diverse Faces," to promote one Orange County.
42
43 Library Services
44 Library Services — page 362
45 o Total expenditure budget - $2,359,059
46 Increase of$115,340 Over FY2018-19 Budget
47 $81,200 in Personnel Services
48 o Early Childhood Literacy in Child Care Facilities - $83,426
49 ■ State Library Grant - $32,760
50 ■ Smart Start Grant - $37,350
8
1 ■ County Match - $10,000
2 ■ Friends of the Library - $3,316 for materials
3 o Library Hotspot Program - $36,000
4 Reallocated from Information Technologies
5 • Annual Visits - chart
6
7 Lucinda Munger, Library Services Director, said the contracts for the Hotspots will run
8 on a fiscal year calendar.
9 Travis Myren resumed the presentation:
10
11 Human Services
12 Capital Investment Plan Projects
13 Orange County Southern Branch Library - $5.6 million (p. 39)
14 o Carrboro Partnership and Development Agreement
15 ■ 50 Dedicated Parking Spaces
16 ■ Design - 2018
17 ■ Bid and Construction - Summer 2019
18 ■ Opening — Spring/Summer 2021
19 o Space Allocation, Operating and Capital Costs to be Re-evaluated based
20 on Colocation
21 Net New Operating Costs Currently Estimated at Over$600,000
22
23 Lucinda Munger said in addition to visit numbers, there are also circulation numbers.
24 She said in FY2017 there were 483,000 in circulation, and currently it is over 550,000. She said
25 the when the Southern branch opens; it is expected to match the numbers of the main branch,
26 due to the density of the population that it serves. She said staff is very proud of these
27 numbers, and these excellent services.
28 Commissioner Rich asked if the fundraising efforts are mainly from the Friends of the
29 Library.
30 Lucinda Munger said yes, and there will soon be just one Friends of the Library Group,
31 instead of two, and these groups will think about long term fundraising.
32 Commissioner Rich said the fundraising has been up and down over the years, and she
33 wanted to make sure there was a plan in place.
34 Lucinda Munger said part of the money raised in years of higher donations, was for a
35 part time literacy outreach coordinator. She said moving forward the fundraising will focus more
36 on materials, and grants will be pursued for staffing and personnel costs.
37 Travis Myren resumed the presentation:
38
39 Department of Social Services
40 Social Services— page 436
41 o Total expenditure budget - $19,443,803
42 ■ Increase of$671,060 Over FY2017-18 Budget
43 ❖ Transfer of WIOA Grant to General Fund
44 ❖ Reclassifications - $200,000
45 ■ Revenue Decrease of$29,020
46 ■ Net County Cost Increase - $700,080
47 o Administration Division
48 ■ Continue Three (3) Time Limited Social Services Assistant
49 Positions for Child Welfare Program
50 ■ Information Technology Replacements - $20,000
9
1 ❖ 50% of Cost is Reimbursed by the State
2
3 o Child and Family Services — page 436
4 ■ Revenue Increases - $105,400
5 ■ Revenue Decreases - $84,000
6 ■ Extend Two (2) Time Limited Child Welfare Social Workers
7 ❖ Extended to June 30, 2019
8 ❖ Assist with Transitioning Child Welfare Programs to NC
9 FAST
10 ❖ 50% Funded by Social Services Block Grant
11 ■ Increase Legal Services for Adult and Child Protective Services
12 and Guardianship Cases - $65,000
13 ■ Increase Living Wage for In-Home Aide Contracts - $33,626
14 ■ Rural Operating Assistance Program Grant (ROAP) - $25,000
15 ❖ Budgeted in Orange County Public Transportation (OCPT)
16 ■ Second Family Program Expansion to Mentor and Transport
17 Youth to Employment and Fitness Activities —$39,821 increase to
18 $237,221
19 ❖ Add Drivers and Program Expenses
20 ❖ All costs are reimbursed by the Foundation
21
22 Child and Family Services — chart, page 25 of PowerPoint
23
24 Child and Family Services— chart, page 26 of PowerPoint
25
26 Chair Dorosin asked if there is total budget for legal services.
27 Travis Myren said $220,000.
28 Chair Dorosin asked if any research has been done about bringing these services in
29 house.
30 Bonnie Hammersley deferred to Nancy Coston, but there was some indication of the
31 long-term attorney with DSS.
32 Nancy Coston said this has been brought up before, and specialized attorneys would be
33 needed in order to get the very best for childcare services. She said it would take at least two
34 attorneys to do this work.
35 Chair Dorosin said the County is paying this amount of money for two attorneys, and
36 could probably hire two or more to work in house for that same amount. He said qualified
37 counsel is absolutely important, but this is a lot of money to be contracting out.
38 Commissioner Jacobs said this topic arose when the County hired John Roberts, and he
39 was appreciative of this current law firm's abilities, and the judges also supported this firm. He
40 asked if the same attorneys are still with this firm.
41 Nancy Coston said one attorney is retiring.
42 Commissioner Jacobs said this may be a good time to look at this topic again.
43 Bonnie Hammersley said staff will look into this topic.
44
45 o Economic Services
46 ■ Revenue Increases
47 ❖ Health Choice Administration - $93,502
48 ❖ FNS Employment & Training - $51,158
49 ■ Revenue Decreases
50 ❖ Medicaid Administration - $361,483
10
1 ❖ Food Stamps - $95,287
2 ❖ UNC Hospital - $11,504
3
4 o Continue FNS Subsidized Employment & Training
5 ■ Temporary Salaries for Subsidized Employment $143,000
6 ■ Participant Expenses $99,868
7 ■ Durham Technical Community College Navigator Directly State
8 Paid
9
10 o Subsidy for Child Care-
11 ■ Smart Start Subsidy for Child Day Care Directly to Vendors
12 ■ Department of Social Services Projecting $432,000 of$628,615
13 Budget
14 ❖ Expenditures Lag Budget by $196,615
15 ■ Recommendation to Reduce County Child Care Subsidy Based
16 on Demand by $100,000
17 ❖ Based on State Allocation Projected at $5.3 Million and
18 Current Demand
19
20 Non-Departmental — page 378
21 • See Outside Agency recommendations
22 • No additional significant budget changes
23
24 Nancy Coston said there is a great deal of scrutiny on DSS this year, and it may not be
25 the best year to take too many risks.
26 Chair Dorosin asked if there is a reason for the expenditures lagging behind the budget
27 on the subsidies.
28 Nancy Coston said when DSS first got these funds, the State had cut the department's
29 funds severely, and it is taking some time to readjust. She said DSS is becoming increasingly
30 aware that some families simply cannot pay the fee, and are discouraged. She said staff is
31 working on a plan to address this. She said families are facing many stressors and the
32 childcare fee can sometimes be too much. She also noted that the pre-K situation has
33 improved.
34 Travis Myren resumed the presentation:
35
36 Community Services
37 Animal Services
38 Animal Services — page 54
39 o Total expenditure budget - $2,153,479
40 ■ Increase of$58,187 Over FY2017-18 Budget
41 ■ Revenue Increase of$21,448
42 ■ Net County Cost Increase $36,739
43 o Administration Division
44 ■ Increase Credit Card Transaction Fees - $1,500 to $12,000
45 ■ Increase the Out of County Surrender Fee from $60 to $100
46
47 Chair Dorosin asked if there is a reason that so many people are surrendering their
48 animals in Orange County.
49 Bob Marotto said the likelihood of euthanasia is less in Orange County than other
50 places.
11
1 Commissioner Price asked if people are just dropping the animals off, or are people
2 being honest and completing paperwork, paying a fee, etc.
3 Bob Marotto said the fee is paid by who walks into the building and honestly discloses
4 where they are from, and that they wish to surrender an animal. He said most people follow
5 this proper procedure.
6
7 o Animal Control and Protection Division
8 Municipal service revenue changes
9 ❖ Carrboro — increase of$5,521 due to average staff costs
10 ❖ Chapel Hill — increase of$9,203 due to staff cost
11 ❖ Hillsborough — decrease of$7,776 due to call volume and
12 indirect costs
13 On-Call and Call Back Pay- $25,160
14
15 o Animal Shelter Division
16 ■ Revenue from Fee Changes to Increase Cost Recovery- $3,650
17 ❖ 28% of Division is Offset by Revenue
18 ■ Additional Microchipping - $3,500
19
20 Chair Dorosin asked if there are specifics that can be looked forward to in Animal
21 Services in the next year.
22 Bob Marotto said he anticipates the intake of cats to go down, due to a community
23 program to sterilize cats. He said spay and neuter efforts will continue, and more households
24 can be served due a grant received by the County.
25 Commissioner Marcoplos asked if the third most popular animal could be identified, after
26 dogs and cats.
27 Bob Marotto said small animals in general, such as rabbits, ferrets, guinea pigs, etc. He
28 said the number of reptiles is growing.
29 Commissioner Burroughs said she has seen Animal Services work great diplomacy
30 skills within the community in the midst of tense situations.
31 Commissioner Rich encouraged all to go to the shelter to adopt a kitten, or two.
32 Staff said 24 kittens were adopted at a recent open house.
33
34 Cooperative Extension
35 Cooperative Extension — page 104 —Tyrone Fisher
36 o Total expenditure budget - $398,955
37 ■ Increase of$14,175 Over FY2017-18 Budget
38 o Breeze Farm Lease Revenue/Expense Decrease— $3,230
39 ■ Large Lessee is Purchasing Farm
40 o Increase in State Retirement and Health Insurance Costs - $19,438
41
42 Tyrone Fisher said the department is excited about the new Ag Center, especially the
43 opportunities it offers for regional programming.
44
45 Department of Environment, Agriculture, Parks and Recreation (DEAPR)
46 • Department of Environment, Agriculture, Parks and Recreation — page 126
47 o Total expenditure budget - $4,043,556
48 ■ Decrease of$30,244 compared to FY17-18 Budget
49 ■ Motor Pool Changes Resulted in a $83,805 Expenditure Decrease
50 o Recreation Division
12
1 ■ Increase of 222 Temporary Employee Hours - $3,058
2 ■ Cost Offset by Revenue and Cost Reductions
3 ■ Cost Recovery Targets
4 ❖ 100% for Adult Programming
5 ❖ 75% for Youth Programming
6 o Parks Division
7 ■ Increase Blackwood Farm Park Seasonal Budget by $4,500
8 ❖ Adds One Day (Thursday) of Public Access
9 ■ Increase Little River Regional Park and Natural Area Revenue
10 and Expense for 963 Seasonal Hours
11 ❖ Total Cost - $32,000
12 ❖ Contingent on Durham County 50% Cost Share
13
14 Chair Dorosin asked if Durham County has this in its budget.
15 David Stancil, DEAPR Director, said it is being considered, and if they do not approve it,
16 then it will not occur.
17
18 Replacement Recurring Capital
19 ❖ Replacement Mower- $12,500
20 ❖ Blower Attachment for Mower- $3,900
21 ❖ Zero Turn Radius Mower- $14,800
22 ❖ Replacement Gator for Soccer.com - $9,000
23
24 Department of Environment, Agriculture, Parks and Recreation — page 122
25 o Soil & Water Conservation
26 ■ Reduction of$33,000 in State Revenue
27 ■ Increase County General Fund Contribution to Maintain 2.0 FTE
28 o Community Centers
29 ■ County Funds Increased by Two Percent (2%)— Equivalent to
30 County Employee Wage Increase
31 ❖ Results in $3,364 Increase in General Fund Support
32 ■ Total General Fund Contributions to Community Centers
33 ❖ Rogers Road Community Center Total $86,644
34 ❖ Cedar Grove Community Center Total $89,556
35 ❖ Efland Cheeks Community Center Total $87,599
36
37
38 Community Services
39 Capital Investment Plan Projects
40 Community Centers - $100,000 (p. 71)
41 o Efland-Cheeks Community Center
42 o Needs and Use Assessment & Facility and Site Options
43 ■ $1 million programmed for construction in FY2019-20
44 o Limitation on Existing Building Footprint due to Impervious Surface
45 Constraints and Topography
46 o Investigating Transfer of Impervious Surfaces from other County Owned
47 Property
48
13
1 David Stancil said DEAPR is in conversations with Durham County about Little River
2 Park, which has been open for 15 years, with a static budget, despite increasing usage. He
3 said he hoped Durham County will become more involved.
4 Commissioner Jacobs asked if the completion of the historic properties book is still on
5 track.
6 David Stancil said yes, and this is part of the non-departmental budget. He said the
7 Historic Preservation Commission is working on this. He said it is a heavy undertaking, but will
8 be a remarkable document when finished in about a year or so.
9 Commissioner Price referred to Fairview Park, and asked if there is a timeline for
10 improvements there and if there has been any discussion regarding community center.
11 David Stancil said he has not heard much about the need for a community center, other
12 than second hand anecdotal accounts. He said the Fairview park monitors will be in place
13 again this summer. He said the mitigation assessment of the former landfill is also being
14 completed, and met with the community recently to discuss some of the findings from that
15 study. He said future use of this land is scheduled about 4-5 years out in the Capital
16 Investment Plan (CIP).
17 Chair Dorosin referred to the contributions to the community centers, and asked if there
18 is a process by which this number is determined. He said the Rogers Road Community Center
19 has an intense amount of programming, but receives the least amount of funds.
20 David Stancil said the Rogers Road Community Center is more established, and has
21 been successful at finding other funding sources for programming.
22 Bonnie Hammersley said the community centers create and submit budgets to the
23 County, and the Rogers Road Community Center has access to so many volunteers and
24 resources due to its location.
25 Bonnie Hammersley said last year there was a request for a mower for Blackwood
26 Farm, and David Stancil will address this.
27 David Stancil said staff looked at a number of options and at the end of the day,
28 introducing livestock was cost prohibitive, so many fields were put back into hay and grass
29 production. He said staff recently solicited bids from farmers to work this land, and a contract is
30 in the works.
31
32 Economic Development
33 Economic Development— page 144- Steve Brantley, Economic Development Director,
34 and Laurie Paolicelli, Visitors' Bureau (VB) Director.
35
36 o Total expenditure budget - $513,461
37 o Transfers Administrative Assistant III Position to Planning and
38 Inspections - $69,135
39 ■ Serve as Development Services Concierge to Improve Central
40 Permitting Customer Service
41 ■ Schedule and Coordinate Development Services Team for New
42 and Existing Businesses
43 ❖ Economic Development
44 ❖ Planning, Building, Erosion Control Inspections
45 ❖ Environmental Health
46 ❖ Fire Marshal
47 ❖ Others as Needed
48
49 Chapel Hill Orange County Visitors Bureau
50 • Chapel Hill Orange County Visitors Bureau — page
14
1 o Total expenditure budget - $1,689,036 — offset by occupancy tax
2 o Budgeted Occupancy Tax Revenue Increase of 5% — ($64,633)
3 o Advertising and Marketing Increase - $200,780
4 o Occupancy Tax Revenue History (chart)
5
6 Commissioner Rich asked Laurie Paolicelli if the occupancy tax increase is for hotels
7 and/or Airbnbs.
8 Laurie Paolicelli said this is just the hotels, but Airbnb has an agreement with the
9 County, where it remits taxes. She said this line item is starting to grow.
10 Commissioner Rich said it may be good next year to separate these from each other.
11 Laurie Paolicelli said that is a good idea, and she expects this amount to grow as
12 Carrboro and Hillsborough have increasing numbers of whole house rentals on Airbnb.
13
14 Article 46 Sales Tax— page 62
15 o Total projected collections - $3,651,952
16 o 50% or$1,825,976 Allocated to Schools and Distributed by Average Daily
17 Membership (ADM)
18 ■ Chapel Hill-Carrboro City Schools - $1,108,367 for Technology
19 and Facility Improvements
20 ■ Orange County Schools - $717,609 for Technology
21 o 50% allocated to Economic Development - $1,825,976 - chart
22
23 Article 46 Economic Development Sales Tax Distribution FY 2018-19 Recommended (pie
24 chart
25
26 Commissioner Rich said there is a large balance in the small business loan line item,
27 and this should be spent down as people are questioning the amount in there.
28 Steve Brantley said this balance fluctuates with repayments, and some businesses have
29 recently repaid their full balances. He said the Town of Carrboro asked about a new business,
30 seeking financial assistance from the County. He said the Carrboro loan program is a bit
31 different from the County's program, and he does not think the programs can be combined; but
32 there can be supplemental loans.
33 Commissioner Rich said there is some chatter out there that more should be spent on
34 the smaller, local companies.
35 Steve Brantley said half of the small business loan grant funds go to Chapel Hill and
36 Carrboro small businesses, and none of the grants can go to companies with revenues over a
37 million dollars. He said about half of the funding goes to Hillsborough based companies, and
38 the LaUNCh incubator funding is in Chapel Hill.
39 Commissioner Price asked if the incentives recipients could be identified.
40 Steve Brantley said that is primarily for Morinaga.
41 Commissioner Price referred to page 63 - food farm products— and asked if there is a
42 reason for the budget change with this item.
43 Steve Brantley said the County received a grant from the NC Department of Agriculture
44 to fund the NC Crop loan, which is a micro loan for Piedmont Food and Agricultural Processing
45 Center (PFAP) tenants. He said the first loan from this was made to Seal the Seasons. He
46 said these funds had a matching requirement, which is fulfilled by Weaver Street Market.
47 Commissioner Jacobs said Asheville has regulations for Airbnb properties, and asked if
48 Orange County has something similar.
49 Laurie Paolicelli said no, and she said it is time to look into this item. She said
50 Commissioner Rich is bringing this to the VB board. She said there is an unlevel playing field
15
1 between hotels and Airbnbs, as the latter have no health and safety regulations. She said
2 Asheville is seeking several regulations that are good to keep an eye on.
3 Commissioner Jacobs said he sent an article to Laurie Paolicelli about Airbnbs in
4 Manhattan and Brooklyn, which drove up the cost of housing in their neighborhoods.
5 Laurie Paolicelli said it takes a lot of affordable housing off the market.
6 Commissioner Jacobs said yes, this works counter to the County's other purposes. He
7 said it may be wise to ask someone at UNC Business School to look into the effect on tax
8 values by having Airbnbs in a particular neighborhood.
9 Laurie Paolicelli said there are 385 active Airbnb dwellings in Orange County, with rates
10 and demands ever increasing. She said the problem is not as big as it is in larger cities, but it
11 does need to be closely monitored.
12 Steve Brantley said he misspoke regarding adjustments of article 46 funds for
13 agriculture. He said the County was successful in pursuing a golden leaf grant, which is
14 funding new machinery for PFAP. He said it is this program that has a co-pay requirement,
15 which the County has provided.
16 Commissioner Jacobs referred to the position of the development services concierge,
17 which was described as a person at the desk on the second floor. He said it is his
18 understanding that there is still insufficient representation for a businessperson who comes in
19 and meets with Planning and Inspections. He said it is a chronic problem, and asked if this
20 person will help to address this imbalance.
21 Steve Brantley said this person will help facilitate a group of people and departments to
22 get together an ombudsperson effort. He said this person will convene what already exists in
23 the predevelopment meeting, but will now also include Economic Development, the Health
24 Department, etc.
25 Commissioner Jacobs said Environmental Health is another enforcement entity, and he
26 said there are too many of these enforcement entities sitting down with people who do not know
27 how to navigate government. He said he would like to see a County employee sitting next to
28 these people to serve, if not as an advocate, at least as a translator.
29 Steve Brantley said this position is intended to help facilitate the process. Craig Benedict
30 said this person will be a liaison between departments, and a customer service advocate.
31 Bonnie Hammersley said the position being discussed this evening was created in
32 response to some of the issues that happened this past year when people do not know how to
33 navigate the system.
34
35 Commissioner Price asked Laurie Paolicelli if there is increased interest in coming to
36 Orange County in the aftermath of HB2/bad publicity.
37 Laurie Paolicelli said those issues do come up, and that is why the VB keeps a fund
38 balance to respond very quickly to such instances. She said a lot of business has been won
39 back, but it is hard to know the amount of business that has been lost. She said tourism levels
40 are returning to normal.
41 Chair Dorosin said he is interested about the Airbnb issue, and hearing more about its
42 impact, but he has no interest in the County getting involved in enforcing HOA regulations in
43 neighborhoods where Airbnb guests are disruptive to neighbors. He said those types of issues
44 are for HOAs to resolve, not the County.
45 Chair Dorosin referred to the notion that Carrboro and Hillsborough do not contribute to
46 the Visitor's Bureau, and said residents of those areas say the occupancy taxes go pursuant to
47 the statute. He asked if there is a funding issue that the County should be thinking about.
48 Laurie Paolicelli said it is a tough question to answer. She said the County collects a
49 3% tax on all hotels in Orange County, the majority of which comes from Chapel Hill ($1.1
50 million). She Chapel Hill also opted to give the VB $250,000 annually. She said Carrboro and
16
1 Hillsborough came to the occupancy tax party late, with Hillsborough collecting $75,000
2 annually, and Carrboro collects $150,000 annually. She said these towns have elected to save
3 this occupancy tax stream to fund special events, put up wayfinding banners, etc. She said this
4 is a sound use of these funds, and this is more of a policy question.
5 Chair Dorosin clarified that Orange County gets the occupancy tax throughout the
6 County, and thus the fees that are due to the County have been paid.
7 Laurie Paolicelli said yes, and the towns have independent prerogative to levy their own
8 3% tax.
9 Chair Dorosin said the towns have some part that they have the right to spend as they
10 will.
11 Laurie Paolicelli said that some people argue that because Chapel Hill is giving
12 additional funds to the County, that the other towns should do the same.
13 Chair Dorosin asked if Chapel Hill keeps its 3%.
14 Laurie Paolicelli said Chapel Hill gives $250,000 of its own 3% to the County, on top of
15 the 3% tax levied by the County.
16 Chair Dorosin asked if the VB has items it is looking forward to in 2018-19.
17 Laurie Paolicelli said she is very grateful for Arts Commission Director, Katie Murray,
18 and all the arts partnerships. She said there are wonderful opportunities within the arts. She
19 said the VB has noticed that vacations used to be taken to indulge, but now vacations are being
20 taken for good health: walking trails, healthy food, etc. She said VB marketing will be moving
21 towards working with local farmers and other health promoting issues.
22
23 Community Services
24 Capital Investment Plan Projects
25 • Economic Development Water & Sewer Infrastructure - $145,000 (p. 75)
26 o Design and Permitting; Construction FY2019-20 - $1.3 million
27
28 Orange Public Transportation
29 Orange Public Transportation — page 396
30 o Total expenditure budget - $1,748,132
31 ■ Expenditure Increase of$161,189 over FY2017-18 Budget
32 ■ Revenue Increase of$702,473 over FY2017-18 Budget
33
34 Chair Dorosin applauded the efforts to find so many creative sources of funding. He
35 asked if there is anything exciting coming up in the next year.
36 Theo Letman, Transportation Director, said the County is going through a long-range
37 transportation planning with GoTriangle and consultants. He said flex routes— micro-transit—
38 are being discussed, and they may engage in a pilot program this next year. He said the
39 concept is the people subscriber to the service, much like Uber or Lyft, but from a public transit
40 perspective. He said it is hoped that this will provide more ridership in the rural areas. He said
41 the simme-seat project is still on going, and there is hope for additional bus shelters.
42 Chair Dorosin asked if the micro-transit program would involve vans or cars.
43 Theo Letman said it could be both, and smaller vans are being looked into. He said
44 there are many ways to do this.
45
46 Planning and Inspections
47 Planning and Inspections — page 412-
48 o Total expenditure budget - $3,208,098
49 ■ Expenditure Increase of$73,237
17
1 Revenue Increase of$149,370 Due to Activity and Fee Increases
2 —Average of 10%
3 o Planning Division
4 ■ Reduction of$24,000 in Transportation Planning Funds (MPO)
5 ❖ OCPT Will Draw Down
6 ■ Contractual Services Expense Reduction of$34,280
7 ❖ Impact Fee Analysis
8 o Erosion Control Division
9 ■ Reduction of$15,000 in Temporary Personnel due to Creation of
10 Permanent Position during FY2017-18
11 ■ Erosion Control Revenue Increase $60,000
12 ■ Reduction of in General Fund Expenditures in the Efland Sewer
13 System Fund as the System is Transferred to the City of Mebane
14 during FY2018-19
15 ❖ Annualized Savings - $144,885
16
17 Commissioner Price referred to the revenue from the inspection fees, and said there is
18 discrepancy in the numbers.
19 Craig Benedict, Planning Director, said the difference is from additional activity in
20 Hillsborough and rural areas.
21 Commissioner Price said if the actual increase in the fee is to be on par with other
22 counties, or to recover more money.
23 Craig Benedict said to recoup indirect costs.
24 Commissioner Jacobs said the payment-in-lieu study has taken a great deal of time, and
25 asked if will be completed soon.
26 Craig Benedict said hopefully a preliminary report will be available in the next 2 months.
27 Commissioner Jacobs said Commissioner Marcoplos brought up a new bill in the
28 legislature requiring a two-day inspection turn over, or being free to go elsewhere. He asked if
29 staff plans to track this, and if it is an anticipated problem.
30 Craig Benedict said this should not be a problem, and before one can ask for an
31 inspector from the State, one must have asked for an inspector from the County. He said the
32 County does about 90-95% of inspections within one day, and 100% are completed within 48
33 hours, which is the required timeframe. He said he has met with the Home Builders Association,
34 which is happy with the services the County is providing.
35 Commissioner Marcoplos said this is just a goofy bill. He said when one requests an
36 inspection, and it does not occur within 48 hours, the odds favor the inspection occurring if one
37 simply waits just a few more hours, as opposed to going to the state pool.
38 Craig Benedict said his department takes inspections requests until 5:00 p.m., and still
39 manages to conduct the inspection the next day.
40 Craig Benedict said for the coming year, the Planning Department hopes to monitor new
41 legislation; push ahead with the Greene Tract project; work with the Housing Department on
42 affordable housing and zoning; and various transportation issues.
43
44 Solid Waste
45 • Solid Waste— page 449
46
47 o Total Expenditure Budget - $10,040,421
48 ■ Decrease of$3,090,221
49 ■ Created Replacement and Renewal Fund for Capital - $2.1 Million
50 Transfer
18
1 o Solid Waste Program Fee
2 ■ Increase of$4 to $132 per parcel — ($243,000 Increase to $7.96
3 Million)
4 ■ Second Year of 5 Year Planned Phase in to $148
5 o General Fund Subsidy Reduced by $1,396,247 to $500,000
6 ■ Goal of Achieving Enterprise Status
7 o Solid Waste Revenue by Source (pie chart)
8 o Operating Budget Changes
9 $19,000 Decrease in Advertising
10 ❖ Transition to Digital Media
11 o Indirect Cost Allocation Plan Increase of$154,269
12 ■ Driven by Risk Management Allocations
13 o Contracted Services Decreases
14 ■ $45,000 Smaller Construction Projects
15 ■ $25,800 — Internalize Seeding Operations
16 ■ $326,056 Decreased Urban Collection, Mattress Recycling
17
18 Chair Dorosin asked if there could be clarification regarding decreased urban collection
19 and mattress recycling.
20 Robert Williams, Solid Waste Director, said the urban collection will have a contract
21 service decrease; the number of units allocated to a particular contract. He said this is not a
22 decrease in services.
23
24 o Revenue Changes
25 ■ $10,000 Reduction in Mattress Revenue - No Longer Charging
26 the Fee
27 ■ $30,000 Recycling Material Revenue Decrease
28 ■ $45,000 State Grants for Compactors and Mercury Recovery
29
30 Commissioner Price referred to page 449, and asked if staff could explain the transfer to
31 the R and R fund and to the equipment reserves.
32 Travis Myren said that reflects the creation of the Replacement and Renewal (R and R)
33 fund, which was created after Robert Williams had submitted his budget.
34 Robert Williams said the capital costs are being separated out, leaving a $10 million in
35 operating costs, and everything below in R and R is for capital and equipment purchasing.
36 Robert Williams said the highlights for the upcoming year are: an interlocal agreement;
37 a long-term solid waste plan; first Fridays bringing all the various crews together.
38
39 o Expectations for 18-19
40 ■ Interlocal agreement
41 ■ SW long term plan
42 ■ First Fridays with staff and celebrate all of their crews
43
44 Sportsplex
45 Sportsplex— page 459
46 Total Expenditure Budget $3,846,761
47 Total Revenue Budget $3,884,741
48 Net County Costs ($37,710)
49 o Includes Debt Service - $687,289
50 o Includes Expected Revenue and Expenses for Fieldhouse - $227,700
19
1 o Net Savings of$37,710 Transferred to Replacement and Renewal Fund
2 o Fee Schedule Included in Fee Table
3 Current Fee Discounts Total $605,000
4
5 Chair Dorosin asked if there is a timeline for the fieldhouse.
6 John Stock, Sportsplex Director, said late summer due to the weather conditions.
7 John Stock said profits are currently running 40% ahead of last year ($170,000
8 increase), which is likely a record. He said this increase is coming from learn to play programs
9 (swimming, ice skating, etc.), which is building the clientele for the future. He said a large
10 number of the fitness members are seniors, which is so beneficial for overall health. He said
11 the Sportsplex is a gathering place.
12
13 Non-Departmental — page 398
14 o Total expenditure budget - $2,339,465
15 o No significant budget changes (the decrease in subsidy to Solid Waste)
16
17 Detention Center Review
18 • Current Detention Center- picture
19 • Current Detention Center
20 o Rated Capacity of 128 Inmates; Significant Repair Needs
21 o Pretrial, State Sentenced, Federal Housing
22 ■ Average Daily Population of Approximately 40 Federal Inmates
23 ■ Federal Reimbursement - $93 per day
24 ■ 2016 Daily Cost - $111 per day
25
26 Commissioner Marcoplos asked if there is any State reimbursement.
27 Travis Myren said no.
28 Chair Dorosin said asked if the County ever goes over the 128-person limit, or is the
29 129th inmate rejected and housed at another facility.
30 Jamie Sykes said the capacity does go over 128.
31 Chair Dorosin asked if there is a maximum number that the capacity is not allowed to
32 exceed.
33 Jamie Sykes said typically other jails in the state are not used, and are creative in
34 working with the court and other stakeholders to get the numbers down when necessary. He
35 said the facility is comfortable at 134 inmates, but reach out to get numbers down when
36 capacity approaches 155 or 160.
37
38 New Detention Center in Capital Investment Plan
39 o Capacity of 144 Inmates
40 o Infrastructure (Core) to Support up to 250 Bed Capacity
41 o Total Project Costs - $20 Million
42 o Marginal Cost of Construction (8 Unit) - $200,000
43 First Element of the Northern County Campus Project - site diagram
44 Jail Bed Projections — Prior Studies— slide 58 9:52:03 PM
45 o 2014 Solutions for Local Government Study
46 ■ Utilized Data Through 2013
47 ■ Pretrial and State Projection— 117 Inmates by 2033
48 ■ Jail Management Factor 17.6% - 138 Bed Capacity
49 o 2015 Ware Bonsall Architecture Peer Review
50 ■ Review of 2014 Analysis Verified Results
20
1 ■ Extended Projections to 2053
2 ■ Pretrial and State Projection— 138.42 Inmates by 2053
3 ■ Jail Management Factor 17.6% - 168 Bed Capacity
4 ■ Recognized Trends of Lower Arrests and Incarceration
5 ■ More Specialized Units; Less General Population
6 ■ Flexible Design and Construction
7
8 Jail Bed Projections — Recent Study
9 o 2018 Moseley Architect Analysis
10 ■ Utilized Updated Data through 2017
11 ■ Utilized Highest Overall Jail Admission Rate and Highest Average
12 Length of Stay Over the Past Five Years
13
14 ■ Pretrial and State Projection— 121.88 Inmates by 2040
15 ■ Inmate Classification Factor of 20% - 146.25 Bed Capacity
16 ■ Added Concept of Peaking to Bed Capacity
17 ❖ 2017 ADP 82.62
18 ❖ 2017 Peak 134.23
19
20 Chair Dorosin asked if the peak numbers include federal inmates, and if the high
21 numbers previously referred to be Jamie Sykes (155-160 capacity) also include the federal
22 inmates.
23 Jamie Sykes said the daily numbers include federal inmates, but the peak numbers list
24 above do not.
25
26 • Jail Bed Projections
27 o Orange County Staff Analysis
28 ■ Annual Admissions X Average Length of Stay = Jail Bed Days
29 ■ Jail Bed Days / 365 = Average Daily Population
30 ■ Assumptions embedded in projections
31 ❖ Population Growth
32 ❖ Admissions at Recent Rates (5 Years)
33 ❖ Average Length of Stay at Recent Rates (5 Years)
34 ❖ Classification and Management Factor— 20%
35
36 • Population Projections—through 2037- graph- slide 61
37 • Admissions History- total county arrests and jail admissions
38 • Average Length of Stay (ALOS) History
39 • Average Daily Population (ADP) History-about 82-83 inmates
40
41 Public Safety
42 Projected Jail Bed Needs— Five Models - charts
43 o Linear Model
44 o Ratio of ADP to Population
45 o High Admission Rate
46 o Average Admission Rate high ALOS
47 o Average Admission Rate Average ALOS
48
49 Detention Center Review
50 • Forecast Models- graph- Average Daily Capacity Five Forecast Models -121 to 142 beds
21
1
2 Public Safety
3 Status of Diversion Facility
4 o Meeting of Stakeholders on May 91h
5 ■ Sheriff's Office, Municipal Law Enforcement
6 ■ Courts, District Attorney, Public Defender
7 ■ UNC Hospital ER, Community Treatment Providers, Emergency
8 Medical Services
9 ■ Board of County Commissioners
10 o Need to Define Eligibility Criteria and Quantify Need
11 Criminal Justice Resource Department to Define Potential
12 Participants
13 o Freedom House Coordination
14 ■ Unused Capacity for Facility Based Crisis
15 ■ Process Improvement for Law Enforcement Admissions
16 o Postpone Consideration of Diversion Facility
17
18 Jamie Sykes said the Sheriff had to be out of town, and could not be here this evening,
19 but all staff in the Sheriff's department appreciates the work that had been put into this item.
20 Chair Dorosin clarified that the goal for this evening is to settle on a number of inmates
21 to determine to the size of the facility, allowing the design phase to proceed.
22 Chair Dorosin referred to last slide, and asked if, at this point, no matter what number is
23 decided upon, the 5 spaces for the diversion unit are not part of the consideration.
24 Travis Myren said for the initial build this topic would be off the table, but could be
25 considered in the future.
26 Bonnie Hammersley said the reason staff is not recommending this is because there is
27 capacity within the system right now, and the Sheriff's department agreed.
28 Chair Dorosin asked if it is the current plan for the Sheriff's offices, located in the
29 courthouse, will remain there.
30 Travis Myren said yes.
31 Chair Dorosin said the initial report was for 144 inmates and clarified that, if this number
32 is reduced, it must be done by factors of 8.
33 Travis Myren said yes, in order to get both a practical construction scope, as well as a
34 meaningful reduction in the budget.
35 Commissioner Burroughs said it is clear that 2037 is less than 20 years away, and the
36 current jail is over 100 hundred years old. She said this building will have to last a long time,
37 and there will be a need. She said she is comfortable staying at 144 inmates.
38 Commissioner Marcoplos referred to the flexible capacity, and asked if there is a known
39 capacity that can be absorbed, beyond the bed count, if need be.
40 Jamie Sykes said if capacity is 144, this could be stretched to 165 or 170 on worst-case
41 days.
42 Commissioner Marcoplos asked if Jamie Sykes had an opinion about a 136-bed facility.
43 Jamie Sykes said the data reflects that 136-bed may be an option, but there is currently
44 no ability for the classifications. He said a new facility would allow better adherence to
45 classification standards.
46 Commissioner Marcoplos said an additional 16 could be absorbed, and asked if it is
47 known how often this may happen.
48 Jamie Sykes said the current detention center was at 160 last week, including federal
49 inmates, which requires all involved to think creatively about how to bring the numbers down.
50 Commissioner Marcoplos asked if the inmate total has been 160 before.
22
1 Jamie Sykes said yes, and he has seen it as high as 192 about 12-15 years ago.
2 A Deputy said he remembers the number being as high as 210, but that was prior to
3 measures being put in place to bring numbers down.
4 Jamie Sykes said he also remembers the total being 18.
5 Commissioner Rich asked if clarification could be given about the classifications: how
6 many cells would be for men and women, etc.
7 Jamie Sykes said there are many classifications, which will be discussed more during
8 the design phase. He said there may be juvenile detainees, who must be kept separate; Prison
9 Rape Elimination Act (PREA), with which the County cannot currently comply; violent offenders;
10 pretrial detainees; higher risk inmates, etc. He said how this plays out in the design phase will
11 fall under certain state and federal guidelines.
12 Commissioner Rich asked if the classifications could interfere with how many inmates
13 can be housed, due to having too many inmates of one particular classification.
14 Jamie Sykes said if it is not fully considered during the design phase, or the flexibility of
15 the building itself prevents staff from being able to do accommodate classifications, then yes, it
16 could be a problem. He said there are many options from a design standpoint that should be
17 able to prevent this being a problem.
18 Commissioner Burroughs clarified that 136 inmates would save 8 beds and $200,000.
19 Chair Dorosin said he would be interested in an amount smaller than the 136-inmate
20 capacity, and these studies do not take into account other factors such as diversionary
21 programming, raising the minimum age, thus removing 16 and 17 year old from the adult
22 system, as well as other changes. He said he would like to go as low as 120 beds, and this is
23 an opportunity to reflect the policy efforts, that have been made, in the construction of this
24 facility.
25 Commissioner Rich said it will be more costly to build on later, and she is comfortable
26 with 136 and 144 beds.
27 Chair Dorosin said there are policy considerations, and this Board and this community
28 are interested in looking at other alternatives to incarceration. He said the fiscal side is one
29 thing, but the extra beds are a disincentive to all the work being done by stakeholders in the
30 field of restorative justice, and are an incentive to take on more federal prisoners. He said this
31 prison could reflect this community's commitment to alternative practices for the next 100 years.
32 Commissioner Marcoplos said it would be a big mistake to put money in a facility and
33 run out of space before the building is very old. He said in terms of reflecting the Board and
34 local values, how the County deals with people that run afoul of the law should be rooted in the
35 County's belief system and not the availability of cells. He said keeping people out of jail should
36 not be motivated by a lack of space, but rather because the County believes in a system that
37 rehabilitates and steers people back into productive life.
38 Chair Dorosin said keeping the jail is not a backhanded way to keep people out of jail,
39 but rather is a reflection of the local values.
40 Commissioner Marcoplos said extending the life of the building is the most financially
41 responsible thing to do, and continue to use the community's authentic philosophy to keep
42 people out of it. But at least the building would last. He said he is leaning toward the 144
43 capacities, erring on the side of more capacity now while it is cost effective to do so. He said he
44 does not see this number being at all incompatible with local values.
45 Commissioner Price said she is more in line with Chair Dorosin's thinking, and would
46 prefer to get treatment for people rather than lock them up. She said she prefers a capacity of
47 136 or 128.
48 Commissioner Jacobs said he is thinking about Southern Human Services Center,
49 which opened 20 years ago, and the Board at that time chose not to include a dental clinic in
50 order to save money. He said the current Board is now planning to add a dental clinic, which
23
1 will cost more now than it would have then. He said he understands Chair Dorosin's point, and
2 as such, he is not in favor of 144 beds, but more inclined towards 128 or 136. He said he does
3 not have really strong feelings, and would err on the side of frugality. He said he would like to
4 recognize the County's efforts towards permanently reducing the levels of incarceration, and
5 whatever size building is made the courts will adjudicate accordingly.
6 Commissioner Rich said she does not think that building the larger facility now is
7 ignoring the values of keeping people out of jail. She said the dental clinic is a perfect example,
8 and she is comfortable with 136 or 144 beds, but not any lower.
9 Commissioner Jacobs said the jail will be expandable by pods, and the Board can send
10 a message to the community about its values by erring on the side of building lower than the
11 projected jail construction numbers.
12 Chair Dorosin said he is not convinced that it is more fiscally responsible to buy more
13 than is needed. He gave an example of solid waste, noting that buying a landfill that is larger
14 than necessary sends a counter message towards recycling efforts, etc. He said it is not
15 unreasonable to connect the policy to the construction decisions.
16 Commissioner Price said the money being saved could be put towards treatment and
17 diversionary programming.
18 Chair Dorosin asked if staff is expecting the BOCC to make a decision tonight.
19 Bonnie Hammersley said the Board does not need to vote, but each Commissioner can
20 send her an amendment for the number they chose, and the Board will vote on June 12t". She
21 said the Board can vote this evening, if it so chooses.
22 The Commissioners reviewed the capacity with which they are comfortable:
23 Commissioner Burroughs: 136
24 Commissioner Marcoplos: 136 min
25 Commissioner Rich: 136 min
26 Commissioner Price: 128 max
27 Commissioner Jacobs: 128
28 Chair Dorosin: 128
29
30 Commissioner Marcoplos said if the Board voted for 84 beds, would it really affect the
31 County's approach to diversionary programming.
32 Chair Dorosin said it is possible, but 120 is likely the lowest possible number given the
33 projections that are before the Board currently. He said the County should have a goal of never
34 filling the detention center. He said the overall average daily population has been in the 80s for
35 several years.
36 Commissioner Marcoplos said the County can always have a goal, but no one really
37 knows what the general population will be in 2060.
38 Chair Dorosin said 144 and 136 beds is an overbuild based on the projections before
39 the Board tonight.
40 Bonnie Hammersley said the larger build does not take the diversionary policies into
41 account, but when considering jails a Sheriff is responsible for the custody of the inmates, but a
42 Sheriff is also on the back end of the system. She said what happens at the Board level affects
43 what happens at the Sheriff level. She said all stakeholders are working together, and what
44 happens in the court system is the main driver behind how full a jail will be.
45 Chair Dorosin said it needs to be big enough to avoid frequent situations of
46 overcrowding.
47 Commissioner Price said the criminal justice system is a criminal injustice system, and
48 people are incarcerated more frequently and with greater longevity than is necessary. She said
49 Orange County can be on the forefront of changing these trends.
24
1 Commissioner Jacobs said the difference between 128 and 136 is only one pod, and
2 asked if staff start planning with both of these numbers in mind.
3 Jeff Thompson said staff can treat the pod as an alternate in the schematic design. He
4 said there will be a level of fixed costs no matter what size is agreed upon.
5 Commissioner Jacobs said it may be wise to discuss this at the start of a work session,
6 rather than the end, and make sure all 7 Commissioners are present. He said he would like to
7 hear a recommendation from the Manager and the Sheriff.
8 Bonnie Hammersley said that is a reasonable approach, and staff will come back with
9 the concept design before it goes into schematic design.
10 Chair Dorosin asked if this approach would slow anything down.
11 Jeff Thompson said no.
12
13 "Closed Session: deferred until June 12th
14
15 "To consider the qualifications, competence, performance, character, fitness, conditions of
16 appointment, or conditions of initial employment of an individual public officer or employee or
17 prospective public officer or employee" NCGS § 143-318.11(a) (6).
18
19 ADJOURNMENT
20
21 The meeting adjourned at 10:45 p.m.
22
23 VOTE: UNANIMOUS
24
25 Mark Dorosin, Chair
26
27
28 Donna Baker
29 Clerk to the Board