HomeMy WebLinkAboutMinutes 12-10-2019 Business Meeting1
APPROVED 1/21/2020 MINUTES
ORANGE COUNTY
BOARD OF COMMISSIONERS
BUSINESS MEETING
December 10, 2019
7:00 p.m.
The Orange County Board of Commissioners met in a business meeting on Tuesday,
December 10, 2019 at 7:00 p.m. at the Southern Human Services Center in Chapel Hill, N.C.
COUNTY COMMISSIONERS PRESENT: Chair Penny Rich and Commissioners Jamezetta
Bedford, Mark Dorosin, Sally Greene, Earl McKee, Mark Marcoplos, and Renee Price
COUNTY COMMISSIONERS ABSENT:
COUNTY ATTORNEYS PRESENT: John Roberts
COUNTY STAFF PRESENT: County Manager Bonnie Hammersley, Deputy County Manager
Travis Myren, and Clerk to the Board Donna Baker. (All other staff members will be identified
appropriately below.)
Chair Rich called the meeting to order at 7:00 p.m.
1. Additions or Changes to the Agenda
PUBLIC CHARGE
Chair Rich acknowledged the public charge.
Arts Moment:
Katie Murray, Arts Commission Director, introduced Andrea Selch:
Andrea Selch joined the board of Carolina Wren Press 2001, after the publication of her
poetry chapbook, Succory, which was #2 in the Carolina Wren Press poetry chapbook series.
She has an MFA from UNC-Greensboro, and a PhD from Duke University, where she taught
creative writing from 1999 until 2003. Her poems have been published in Calyx, Equinox, The
Greensboro Review, Oyster Boy Review, Luna, Swink, The MacGuffin, Prairie Schooner, The
Southern Review and featured on the Best American Poetry blog. Her full-length collection of
poetry, Startling, was published by Turning Point Press in October, 2004, and reissued by
Cockeyed Press in 2009. In 2007, Choreo Collective danced her “Holy Shell Waiting for the
Return of the Soul,” and “Early Weaning” at the biennial symposium of Duke University’s Sallie
Bingham Center for the Study of Women’s History and Culture. She won a 2008 “Hippo” Award
from The Monti for her spoken story, “Replacement Child.” Her small collection of Ekphrastic
poems, Boy Returning Water to the Sea: Koans for Kelly Fearing, was published by Cockeyed
Press in 2009, and in 2011 a selection of her work appeared in The Book of Ystwyth: Six Poets
on the Art of Clive Hicks-Jenkins. After a dozen years as President of Carolina Wren Press, she
now devotes her time to coaching the Triangle Equestrian Vaulters, while continuing to work on
a second full-length manuscript entitled “Oh My Darling”.
Andrea Selch read two poems, one for fall and one for spring: “Kathexis” and “Early
Berry Picking”.
2. Public Comments
a. Matters not on the Printed Agenda
Riley Ruske said he came here tonight after watching the basketball game at Cedar
Ridge High School, where he noticed that before the game, everyone stood during the national
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anthem. He said he has petitioned the Board of County Commissioners (BOCC) multiple times
this fall to include pledge of allegiance at the beginning of each meeting. He said he petitioned
this before, and the Board has failed to discuss and vote on the matter. He said he will keep
bringing this up until the Board responds appropriately.
b. Matters on the Printed Agenda
(These matters will be considered when the Board addresses that item on the agenda
below.)
3. Announcements, Petitions and Comments by Board Members
Commissioner Greene said she attended the Justice Advisory Council meeting last week
She said the County currently has a pre-arrest diversion program, which diverts only first
offenders (in eight specific categories), which does not include underage alcohol possession.
She said the Criminal Justice Resource Department staff is proposing to include the underage
alcohol charge in the current model of the program, to allow for early intervention with treatment
instead of criminal justice involvement. She said this would not include any new resources to
implement. She said additionally, the department wants to create a second track of harm
reduction law enforcement diversion that deflects our “familiar faces” (i.e., repeat low-level
offenders with behavioral health issues and often experiencing homelessness). This will involve
more intensive case management and will require additional positions working from Chapel Hill,
where most of the “familiar faces” reside. She said the District Attorney has agreed to these
changes, and she hopes the County will approve the necessary budget increases.
Commissioner Bedford said she and others attended the Environmental Summit last
week and heard about the 2019 State of the Environment Report, as well as regional updates.
She said it was an informative meeting.
Commissioner Bedford said all Board members have been to several swearing in
ceremonies, and she thanked those who have served, and expressed excitement to serve with
those newly appointed to boards.
Commissioner Marcoplos reiterated Commissioner Bedford’s comments about the
Environmental Summit and said the Commission for the Environment (CfE) is an excellent
group, doing excellent work. He said the report can be easily found online.
Commissioner Marcoplos said he attended the Family Success Alliance’s (FSA)
resource subcommittee group, where the topic was “what criteria should be used for dispersing
$5,000 for innovation grants to the schools”. He said the plan is to disperse two $2500 grants,
and eligible schools are those in two FSA zones (zones 4 and 6). He said he was struck by the
need to give away more grants, and he petitioned the manager to add an additional $10,000 to
the grants.
Commissioner Price said she also attended the Environmental Summit, and she liked
the regional approach. She said she used to serve on the CfE, and it is wonderful to see the
good work continuing.
Commissioner Price said the new ABC store opened in Hillsborough today, and there
was a large turnout.
Commissioner Dorosin said he also attended the Environmental Summit, and noted that
there was no discussion of environmental justice, the inclusion of which the BOCC tasked the
CfE. He said it was a noticeable gap in this discussion. He said it was a very homogenous
group, both attending and presenting. He said, when hoping to have greater diversity, one must
be cognizant of location, time of event and having diverse presenters.
Commissioner McKee arrived at 7:15 p.m.
Commissioner Dorosin referred to the HB2 law, and said the bill was repealed and
replaced with something else that said local governments would continue to be preemptive until
December 1, 2020. He petitioned the Board to develop an anti-discrimination ordinance that
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includes all range of provisions and protected classes, and adopted it as soon as possible with
a date effective of December 1 or 2, 2020.
Chair Rich said she attended the JCPC meeting, where it was reported that staff are
seeing 55% of African Americans, 17% Latino, 17% white, 10% multiracial, and 1% Asian
getting suspended for repetitive fighting. She said this group is also is concerned about the
Medicaid reformation and it is unsure how the “raise the age” will impact funds for services. She
said there is a lot of confusion among families, and the Department of Social Services (DSS) is
helping to make sense of things.
Chair Rich said she went to the Big Bold Ideas meeting, organized by the Chamber of
Commerce. She said 450 ideas were whittled down to three: affordable housing, youth master
plan to close the opportunity gap, and innovation hub and workforce.
Chair Rich said Economic Development Director Steve Brantley asked her to tell the
Board that Medline did not build its building yet, but won an award for the building’s concept
plan, as it is a LEED platinum building facility, with over 50% of its energy coming from solar
panels. She said this building won the “impact of the year” category.
Chair Rich said she and Commissioner Greene attended the ABB groundbreaking,
which is another great partnership with Mebane.
Chair Rich said members of the BOCC were talking to Paul Jones about the County’s
website navigation. She said Paul Jones recommended contacting Laurie Hight at the School
of Government, and ask that her class do a user experience of the County’s website. She said
this is a petition, and ideally this would be done this before the semester starts.
Chair Rich said the Pauli Murray awards are on February 23, 2020. She asked if this
information could be put on the front page of the County’s website.
Commissioner McKee said the ABB facility is the only place he has watched metal
printing. He said there is a lot of cutting edge work being done at this business.
Commissioner McKee wished everyone a Happy Holiday.
Commissioner Greene said there is a forum on Saturday Dec. 14: “Where Do We Go
From Here? A Community Forum on Criminal Justice Reform in Orange County.” Hours are 1-5
p.m. at Chapel Hill Public Library.
Commissioner Price said the National Association for the Advancement of Colored
People (NAACP) will be present as well.
4. Proclamations/ Resolutions/ Special Presentations
a. Proclamation Recognizing the Chapel Hill High School Women's Volleyball Team
for Winning the 2019 State 3A Championship
The Board considered voting to approve a Proclamation recognizing the Chapel Hill High
School Women’s Volleyball Team for winning the 2019 State 3A Championship and authorize
the Chair to sign.
BACKGROUND: The Chapel Hill High School Women’s Volleyball Team won the State 3A title
with its victory in the state finals on November 9, 2019.
ORANGE COUNTY BOARD OF COMMISSIONERS
PROCLAMATION OF RECOGNITION ON
CHAPEL HILL HIGH SCHOOL WOMEN’S VOLLEYBALL TEAM
WINNING THE 2019 STATE CHAMPIONSHIP
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WHEREAS, on November 9, 2019, the Chapel Hill High School Women’s Volleyball Team
captured the North Carolina High School Athletic Association’s (NCHSSA) 3A
State Championship; and
WHEREAS, under the guidance of Coach Ross Fields, the Chapel Hill High School Women’s
Volleyball Team earned its third NCHSAA title; and
WHEREAS, the Tigers completed the season with a 28-1 record; and
WHEREAS, through hard work, dedication, teamwork, and commitment, the Tigers brought
honor upon themselves, Chapel Hill High School, the Chapel Hill-Carrboro City
Schools District and Orange County;
NOW, THEREFORE, be it proclaimed that the Orange County Board of Commissioners
expresses its sincere appreciation and respect to the Chapel Hill High School Women’s
Volleyball Team and Coach Ross Fields for the team’s outstanding achievement, and their
inspiration to youth across North Carolina through their dedication, teamwork, and athletic
prowess.
This the 10th day of December 2019.
A motion was made by Commissioner Greene, seconded by Commissioner Bedford for
the Board to approve and authorize the Chair to sign the attached proclamation recognizing the
Chapel Hill High School Women’s Volleyball Team for winning the 2019 State 3A Championship
and honoring the players and Coach Ross Fields for representing the community with the
highest ideals of sportsmanship and integrity.
VOTE: UNANIMOUS
b. Proclamation Recognizing the Carrboro High School Women’s Cross Country
Team for Winning the 2019 State 2A Championship
The Board considered voting to approve a Proclamation recognizing the Carrboro High
School Women’s Cross Country Team for winning the 2019 State 2A Championship and
authorize the Chair to sign.
Todd McGee introduced Coach Mimi O’Grady, who in turn introduced some members of
her team.
BACKGROUND: The Carrboro High School Women’s Cross Country Team won the State 2A
title with its victory at the state championship meet on November 9, 2019.
Commissioner Greene read the proclamation:
ORANGE COUNTY BOARD OF COMMISSIONERS
PROCLAMATION OF RECOGNITION ON
CARRBORO HIGH SCHOOL WOMEN’S CROSS COUNTRY TEAM
WINNING THE 2019 STATE CHAMPIONSHIP
WHEREAS, on November 9, 2019, the Carrboro High School Women’s Cross Country Team
won the North Carolina High School Athletic Association’s 2A State
Championship; and
WHEREAS, under the guidance of Coach Mimi O’Grady, the team won its seventh state
championship and second in a row; and
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WHEREAS, through hard work, dedication, teamwork, and commitment, the team brought
honor upon themselves, Carrboro High School, the Chapel Hill-Carrboro City
Schools District and Orange County;
NOW, THEREFORE, be it proclaimed that the Orange County Board of Commissioners
expresses its sincere appreciation and respect for the Carrboro High School Women’s Cross
Country Team and Coach Mimi O’Grady for the team’s outstanding achievement, and their
inspiration to youth across North Carolina through their dedication, teamwork, and athletic
prowess.
This the 10th day of December 2019.
A motion was made by Commissioner Greene, seconded by Commissioner Bedford to
approve and authorize the Chair to sign the attached proclamation recognizing the Carrboro
High School Women’s Cross Country Team for winning the 2019 State 2A Championship and
honoring the players and for representing the community with the highest ideals of
sportsmanship and integrity.
VOTE: UNANIMOUS
c. Proclamation Recognizing the Chapel Hill High School Men’s Cross Country Team
for Winning the 2019 State 3A Championship
The Board considered voting to approve a Proclamation recognizing the Chapel Hill High
School Men’s Cross Country Team for winning the 2019 State 3A Championship and authorize
the Chair to sign.
BACKGROUND: The Chapel Hill High School Men’s Cross Country team won the State 3A title
with its victory at the state championship meet on November 9, 2019.
Senior co-captains Zeno Scotti and Owen Rodgers received the proclamation. They
said they are grateful to be here and they worked very hard this year, under the guidance of
their coach, who could not be here tonight.
Commissioner Dorosin read the proclamation:
ORANGE COUNTY BOARD OF COMMISSIONERS
PROCLAMATION OF RECOGNITION ON
CHAPEL HILL HIGH SCHOOL MEN’S CROSS COUNTRY TEAM
WINNING THE 2019 STATE CHAMPIONSHIP
WHEREAS, on November 9, 2019, the Chapel Hill High School Men’s Cross Country Team
captured the North Carolina High School Athletic Association’s (NCHSAA) 3A
State Championship; and
WHEREAS, under the guidance of Coach Joan Nesbit Mabe, the Chapel Hill High School Men’s
Cross Country Team earned its 11th NCHSAA title; and
WHEREAS, through hard work, dedication, teamwork, and commitment, the Tigers brought
honor upon themselves, Chapel Hill High School, the Chapel Hill-Carrboro City
Schools District and Orange County;
NOW, THEREFORE, be it proclaimed that the Orange County Board of Commissioners
expresses its sincere appreciation and respect to the Chapel Hill High School Men’s Cross
Country Team and Coach Joan Nesbit Mabe for the team’s outstanding achievement, and their
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inspiration to youth across North Carolina through their dedication, teamwork, and athletic
prowess.
This the 10th day of December 2019.
A motion was made by Commissioner Dorosin seconded by Commissioner Price for the
Board to approve and authorize the Chair to sign the attached proclamation recognizing the
Chapel Hill High School Men’s Cross Country Team for winning the 2019 State 3A
Championship and honoring the players and Coach Joan Nesbit Mabe for representing the
community with the highest ideals of sportsmanship and integrity.
VOTE: UNANIMOUS
d. Proclamation Recognizing Robin Jacobs
The Board considered voting to approve a proclamation recognizing Robin Jacobs for
her years of service with the Association for the Preservation of the Eno River Valley (Eno River
Association) and authorize the Chair to sign.
BACKGROUND: Earlier this fall, Robin Jacobs retired as Executive Director and legal counsel
of the Eno River Association after 15 years of service. Ms. Jacobs previously served on the
Board of Directors for the Eno River Association for five years.
During Ms. Jacobs’ tenure as Executive Director, the Eno River Association protected 1,664
acres of important natural resource lands, many of which were in Orange County and
transferred to the State for inclusion in Eno River State Park. The Association was and
continues to be an important conservation partner of Orange County, with many joint
conservation efforts to protect watersheds and prime and threatened farmland through
conservation easements.
David Stancil, Department of Environment, Agriculture, Parks and Recreation (DEAPR)
Director, said ERA has been such a great partner, and is thankful for Robin Jacob’s leadership.
Commissioner Marcoplos read the proclamation:
ORANGE COUNTY BOARD OF COMMISSIONERS
PROCLAMATION RECOGNIZING
ROBIN JACOBS
WHEREAS, Robin Jacobs retired at the end of October, 2019 as the Executive Director and
legal counsel for the Association for the Preservation of the Eno River Valley, better known as
the Eno River Association; and
WHEREAS, Ms. Jacobs previously served the Association for five years as a member of its
Board of Directors; and
WHEREAS, Ms. Jacobs served as the executive Director and legal counsel for the Association
for 15 years, leading the organization through many significant milestones and built the
Association into a professionally-staffed organization increasing its capacity to meet the
Association's mission to conserve and protect the natural, cultural and historical resources of
the Eno River basin; and
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WHEREAS, in her time at the Association, 1,664 acres of land were conserved, with the
majority being transferred to public ownership (Eno River State Park, etc.); and
WHEREAS, during this time, Ms. Jacobs and the Association collaborated with Orange County
on many land conservation projects, including the purchase of four properties for future parks
and/or natural areas with amenities for public enjoyment, three conservation easements that
protect significant natural areas, and five conservation easements that protect prime farmland;
and
WHEREAS, Ms. Jacobs was a tireless advocate for local and regional open space conservation
and the protection of natural resources across local government boundaries, and will be greatly
missed by Orange County in this capacity;
NOW, THEREFORE, BE IT PROCLAIMED that the Orange County Board of Commissioners
expresses its deep appreciation, gratitude and respect for the guidance, actions and assistance
provided by Robin Jacobs and her leadership of the Eno River Association, and that the Board
wishes her well in her retirement.
This the 10th day of December, 2019.
A motion was made by Commissioner Marcoplos, seconded by Commissioner Price for
the Board to approve and authorize the Chair to sign the attached proclamation recognizing and
expressing appreciation to Robin Jacobs for her work with the Eno River Association.
VOTE: UNANIMOUS
Robin Jacobs said thank you for this incredible honor. She thanked the Board for its
partnership with the ERA, and said she is going to stay on the ERA land stewardship
committee. She said she has been coming since 2004 to bring ERA calendars to the BOCC.
Commissioner Price thanked her for all of her hard work.
e. Recognition of Emergency Services Planner Sarah Pickhardt by the Veterans of
Foreign Wars - Post 9100
The Board will host and join with the Veterans of Foreign Wars - Post 9100 in honoring
Emergency Management Planner Sarah Pickhardt with a certificate of recognition for her
dedication and service to Orange County and the residents of North Carolina.
Dinah Jeffries, Emergency Services Director, introduced Captain Buck Simmons, and
reviewed the information below:
BACKGROUND: The mission statement of the Veterans of Foreign Wars (VFW) is “To foster
camaraderie among United States veterans of overseas conflicts. To serve our veterans, the
military and our communities. To advocate on behalf of all veterans.”
VFW Post 9100 has ventured out to embrace community providers, law enforcement, fire, EMS,
teachers, etc., and recognize selected individuals who have served with dedication and
selflessness to those in need of help. The Orange County Emergency Services Department
nominated Sarah Pickhardt, Emergency Management Planner, for her dedication, untiring
service and willingness to go wherever she is called, regardless of the mission or location.
Captain Buck Simmons, former United States Marine Corps pilot, will be present at the meeting
on behalf of Post 9100. Captain Simmons flew 920 combat missions in Viet Nam and received
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multiple medals and awards during his service. His proudest accomplishment was in the
“number of Marines” he was able to keep alive.
On behalf of the VFW, Post 9100 will recognize Sarah Pickhardt for her exemplary service to
the residents and visitors of Orange County, and throughout the State of North Carolina with a
framed citation in honor of Ms. Pickhardt’s contributions and with a one hundred dollar ($100)
donation to the organization of her choice.
Captain Simmons said the VFW likes to be involved in its communities, and to recognize
those who give back to the community. He shared a story of a military service experience that
he said opened his eyes to all that those in emergency services do for others. He presented a
plaque to Sarah Pickhardt in thanks for all that she does.
Kirby Saunders read a citation acknowledging the excellent efforts made by Sarah
Pickhardt in her line of work. He presented her with the citation, as well as some coins.
The Board hosted and expressed their appreciation to the Veterans of Foreign Wars
Post 9100 for extending their outreach to recognize individuals who have a positive impact on
the community, and join with Post 9100 in recognizing and congratulating Sarah Pickhardt for
receiving this honor.
f. Presentation of Comprehensive Annual Financial Report for FYE 6/30/2019
The Board received the Comprehensive Annual Financial Report (CAFR) for the fiscal
year ended June 30, 2019.
BACKGROUND: The CAFR reports on all financial activity of the County for the fiscal year July
1, 2018 through June 30, 2019. Mauldin and Jenkins, a firm of Certified Public Accountants,
audited the financial statements. The financial statements and audit are required by Chapter
159-34 of the North Carolina General Statutes. The County prepares a Comprehensive Annual
Financial Report (CAFR) that meets the standards set by the Government Finance Officers
Association (GFOA). The CAFR is submitted to the GFOA in order to be awarded the Certificate
of Achievement for Excellence in Financial Reporting. The financial report for the Orange
County SportsPlex, as required under the management contract, is included in the County’s
CAFR.
The County received an unmodified (clean) audit opinion on the financial statements received
from the audit. The financial audit results indicate compliance with County financial policies. The
Chief Financial Officer and representatives of Mauldin and Jenkins will cover highlights of the
report and answer any questions.
Gary Donaldson, Chief Financial Officer, made the following PowerPoint presentation:
Fiscal Year 2018-19 Review
December 10, 2019
BOCC Regular Meeting
Operating and Capital Funds Highlights
Met Board County Policies including Unassigned Fund Balance levels
Favorable Budget versus Actuals Performance and Fund Reserve Levels as forecasted
in Quarterly reports and Long-Term Forecast Model;
Continued reduction in General Fund subsidy to Solid Waste Fund from $1.5 million to
$126,510;
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Strong Investment Earnings results; earnings increased by $358,107 to $1.1 million
through proactive Finance Investment strategy;
New Debt Series 2019A Limited Obligations Bonds: $14.1 million included IT
Infrastructure investments, Building Remediation (Meadowlands, Government Annex,
District Attorney and Battle Courtroom) and Public Safety and Solid Waste Vehicle
Replacements.
Affirmation of ‘AAA’ Bond Rating by all Three Major Credit Rating Agencies
General Fund Budget versus Actual (table)
Audited Fund Balances and Net Positions (table)
Finance Investment Strategy and Results (table)
James Bence, Maudlin and Jenkins, made the following PowerPoint presentation:
Mauldin and Jenkins
Presentation of 2019 Audit Results
Orange County, North Carolina
December 10, 2019
Agenda
Engagement Team
Results of the 2019 Audit
Financial Ratios
Comments, Recommendations, and Other Issues
Questions & Comments
Engagement Team: Maudlin & Jenkins, LLC
Results of 2019 Audit
Our Responsibility Under Auditing Standards Generally Accepted in the United States of
America (GAAS) and Government Auditing Standards (GAS)
o We considered the internal control structure for the purpose of expressing our
opinion on the County’s basic financial statements and not providing assurance
on the internal control structure.
o Our audit was performed in accordance with GAAS and GAS.
o Our objective is to provide reasonable—not absolute—assurance that the basic
financial statements are free of material misstatement.
o We did not audit the financial statements of the Orange County ABC Board. We
reviewed and relied on the report of other auditors for amounts included in the
County’s statements related to the ABC Board.
o The basic financial statements are the responsibility of the County’s
management.
Report on 2019 Basic Financial Statements
o Unmodified (“clean”) opinion on basic financial statements.
o Presented fairly in accordance with accounting principles generally accepted in
the United States of America.
o Our responsibility does not extend beyond financial information contained in our
report.
Significant Accounting Policies
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o The significant accounting policies used by the County are described in Note 1 to
the basic financial statements.
o The policies used by the County are in accordance with generally accepted
accounting principles and similar government organizations.
o In considering the qualitative aspects of its policies, the County is not involved in
any controversial or emerging issues for which guidance is not available.
Management Judgment/Accounting Estimates
o The County uses various estimates as part of its financial reporting process –
including valuation of accounts receivable, depreciation of capital assets, self-
insurance claim liabilities, and pension and OPEB assumptions.
o Management’s estimates used in preparation of financial statements were
deemed reasonable in relation to the financial statements taken as a whole. We
considered this information and the qualitative aspects of management’s
calculations in evaluating the County’s significant accounting estimates.
Financial Statement Disclosures
o The footnote disclosures to the financial statements are also an integral part of
the financial statements and the process used by management to accumulate the
information included in the disclosures was the same process used in
accumulating the statements. The overall neutrality, consistency, and clarity of
the disclosures were considered as part our audit.
Relationship with Management
o We received full cooperation from the County’s management and staff.
There were no disagreements with management on accounting issues or
financial reporting matters.
Audit Adjustments
o There were several posted adjustments, which were necessary during the audit
process. Those entries have been provided to management and have all been
recorded on the County’s general ledger by management and they have agreed
with all adjustments.
Management Representation
o We requested, and received, written representations from management relating
to the accuracy of information included in the financial statements and the
completeness and accuracy of various information requested by us.
Consultation with Other Accountants
o To the best of our knowledge, management has not consulted with, or obtained
opinions from, other independent accountants during the year, nor did we face
any issues requiring outside consultation.
Significant Issues Discussed with Management
o There were no significant issues discussed with management related to business
conditions, plans, or strategies that may have affected the risk of material
misstatement of the financial statements.
Information in Documents Containing Audited Financial Statements
o Our responsibility for other information in documents containing the County’s
comprehensive annual financial report and our report thereon does not extend
beyond the information identified in our report. If the County intends to publish or
otherwise reproduce the financial statements and make reference to our firm, we
must be provided with printers’ proof for our review and approval before printing.
The County must also provide us with a copy of the final reproduced material for
our approval before it is distributed.
Auditor Independence
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o In accordance with AICPA professional standards, M&J is independent with
regard to the County and its financial reporting process.
There were no fees paid to M&J for management advisory services during fiscal
year 2019 that might affect our independence as auditors.
General Fund Balance Ratio to Expenditures (graph) (add verbiage from PPT)-87 days of
fund balance
Trend Analysis of Property and Sales
Tax Revenue per capita (graph)
General Fund Budget to Actual Results
Fiscal Year 2019 (graph)
General Fund revenues were 1.5% more than the amended budgeted amount. The
actual revenue was over budget due to increased actual property tax collections.
Expenditures for many functional areas were less than budget by $7.9 million (3.5%)
from the operating budget. Several departments came in under budget due to personnel
vacancies and efforts to spend conservatively.
Budgeted use of fund balance was not needed to the extent anticipated, as actual
revenues and other financing sources exceeded expenditures.
General Fund significant transfers were $1,493,643 to School Capital Improvement
Fund; $1.7 million from School Capital Improvements; $220,000 to County Capital
Improvement Fund; $126,510 to Solid Waste Landfill Fund; $2,626,520 to Internal
Service Funds and $687,783 to non-major governmental funds.
Enterprise Results
• Solid Waste Fund still relies on transfers in from the General Fund.
• The Solid Waste and Sportsplex Fund reported an increase in net position for the fiscal
year ended June 30, 2019.
Single Audit Engagements
Federal Expenditures of $16.8 million
Type A program threshold in 2019: $750,000
State Expenditures of $4.3 million
Testing for 3 Federal and 2 state programs in 2019 – DEFSA
o Child Support Enforcement (93.563)
o Medicaid (93.778) (State)
o Section 8 Housing Vouchers (14.871)
o Juvenile Crime Prevention Council (State)
o Lottery Proceeds (State)
Material Weaknesses on Financial Reporting
Equity Reconciliation
During our testing, audit adjustments were required to adjust the opening net
position of the four funds. The entries included adjusting balances incorrectly coded to equity
during the current year, as well as to record audit entries from the prior year which were not
posted to the County’s general ledger. Audit adjustments totaling approximately $2,794,000
were needed to correct the County’s opening fund balance and net position as of June 30,
2019.
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Comments, Recommendations, and Other Issues
Industry recommendation
The Information Technology environment is characterized by rapid change and there has
been no shortage of headlines about cybersecurity attacks. While breaches of large
organizations have been very high profile and have received a lot of press coverage,
organizations of all sizes face the same types of threats and are experiencing similar
breaches. Many organizations are still struggling to effectively address cybersecurity
issues; however, they are no longer ignoring them. During the performance of our audit of
the financial statements of the County, we noted that the organization is taking measures
to prevent such an attack on the County, but is lacking some elements of a Cybersecurity
Framework or Cybersecurity Risk Management Program (CRMP). A functioning CRMP
will assist the County with comprehensively identifying cybersecurity weaknesses,
potential threats and risks, and controls used to safeguard information and systems. We
recommend that the entity investigate and consider implementation of a Cybersecurity
Risk Management Program including covering the monitoring and testing of controls in
place.
New GASB Pronouncements - Implemented This Year
Statement No. 88, Certain Disclosures Related to Debt, Including Direct
Borrowings and Direct Placements, under Statement 88, debt for disclosure
purposes is defined as a liability that arises from a contractual obligation to pay
cash (or other assets) in one or more payments to settle an amount that is fixed
at the date the contractual obligation is established.
New GASB Pronouncements for Future Years
GASB Statement No. 87, Leases was issued in June 2017 and is effective for the
first reporting period beginning after December 15, 2019. This statement
increases the usefulness of governments’ financial statements by requiring
recognition of certain lease assets and liabilities for leases that previously were
classified as operating leases and recognized as inflows of resources or outflows
of resources based on the payment provisions of the contract. It establishes a
single model for lease accounting based on the foundational principle that leases
are financings of the right to use an underlying asset. Under this statement, a
lessee is required to recognize a lease liability and an intangible right-to-use
lease asset, and a lessor is required to recognize a lease receivable and a
deferred inflow of resources, thereby enhancing the relevance and consistency of
information about governments’ leasing activities. Applicable for June 30, 2021.
Statement 89, Accounting for Interest Cost Incurred Before the End of a
Construction Period, this standard eliminates the requirement/ability to capitalize
construction period interest costs as part of the cost of a capital asset in
enterprise funds. This standard should be applied prospectively with no
restatement. This standard can be early implemented as part of fiscal year 2019,
but is applicable for June 30, 2021.
New GASB Pronouncements for Future Years
Statement No. 90, Equity Interests an amendment of GASB Statements No. 14
and No. 61, is intended to improve the consistency and comparability of reporting
a government's majority equity interest in a legally separate organization and to
improve the relevance of financial statement information for certain component
units. It defines a majority equity interest and specifies that a majority equity
interest in a legally separate organization should be reported as an investment if
a government's holding of the equity interest meets the definition of an
investment. A majority equity interest that meets the definition of an investment
should be measured using the equity method, unless it is held by a special-
13
purpose government engaged only in fiduciary activities, a fiduciary fund, or an
endowment (including permanent and term endowments) or permanent fund.
Those governments and funds should measure the majority equity interest at fair
value. Applicable for June 30, 2020.
Other Matters Currently Being Considered by GASB
Re-Examination of the Financial Reporting Model. GASB has added this
project to its technical agenda to make improvements to the existing financial
reporting model (established via GASB 34). Improvements are meant to
enhance the effectiveness of the model in providing information for decision-
making and assessing a government’s accountability.
Conceptual Framework is a constant matter being looked at by GASB.
Current measurement focus statements (for governmental funds) to change to
near-term financial resources measurement. May dictate a period (such as 60
days) for revenue and expenditure recognition. May expense things such as
supplies and prepaid assets at acquisition.
Revenue and Expense Recognition is another long-term project where the
GASB is working to develop a comprehensive application model for recognition
of revenues and expenses from non-exchange, exchange, and exchange-like
transactions.
Conduit Debt. The GASB is looking at improving the definition of conduit debt
and determining whether a liability should be reported for these transactions.
Other Changes
There continues to be changes to auditing standards relative to the conduct and
reporting of Single Audits. This year’s financial and compliance audit recognized
the implementation of the new Uniform Grant Guidance (UG) which included
significant changes to cost principles and other requirements for auditees
receiving Federal funds. These changes are driven based on the grant award
date as awarded by the Federal agency. As such, auditors and auditees will
follow requirements from both the “old” and “new” guidance for a few years to
come.
Free Quarterly Continuing Education for Governmental Clients
Since March of 2009:
o Mauldin & Jenkins provides free quarterly continuing education for all of our
governmental clients. Topics are tailored to be of interest to governmental
entities. In an effort to accommodate our entire governmental client base, we
offer the sessions several times per quarter at a variety of client provided
locations resulting in greater networking and knowledge sharing among our
governmental clients. We normally see approximately 100 people per quarter.
o Examples of subjects addressed in the past few quarters include:
Revenue Accounting Requirements
GASB Updates
Internal Controls – Revenues & Receipts
Internal Controls – Expenses, Disbursements & Payroll
Collateralization of Deposits
SPLOST Accounting, Reporting & Compliance
Capital Asset Accounting
Grant Accounting, Processes and Controls
Policies & Procedures Manuals
Segregation of Duties
GASB No. 51 – Intangible Assets
14
Single Audits for Auditees
GASB No. 54 – Governmental Fund Balance
Best Budgeting Practices, Policies and Processes
Internal Revenue Compliance (Payroll)
CAFR Preparation
GASB No. 60 – Service Concession Arrangements
GASB No. 61, the Financial Reporting Entity
GASB No. 63 & 65 – Deferred Inflows and Outflows
GASB No 67 & 68, Accounting/Reporting Pension Plans
Commissioner Bedford referred to the general fund versus actual, and asked if these
changes were built into the budget for 2020, and how much more money can the County spend
than it was planning on.
James Bence said a lot of these variances are not related to audit adjustments, but
rather to how the County’s general fund performs. He said staff may be able to better answer
this question.
Commissioner Bedford said this was probably already done by the Finance Department
as budget amendments, prior to the auditors coming in.
James Bence said the $11 million is actuals over the appropriated budgets. He said
the County already used, and was reporting, $7.8 million of fund balance in the original adoption
of the FY 202 budget.
Commissioner Greene referred to the reduction in subsidy to the solid waste fund, and
said this is a dramatic number. She asked if staff expected the number to be this great.
Bonnie Hammersley said yes, and for 2019-20, the budgeted amount of 0. She said
half a million was budgeted for 18-19, and staff was hoping to do that fairly quickly, which it was
able to do.
Bonnie Hammersley said the first year she was in the County there were revenues that
came in about 8% over while the County was spending 95%. She said this resulted in 13%
discrepancy between what the budget was. She said right now it is 1.5% and 3% over, which is
much closer. She gave kudos to the budget and finance staff, which only has one finding this
year in the audit.
Commissioner Dorosin referred to the slide about General Fund revenues, and asked
the presenter to walk through this slide again.
James Bence said the BOCC was planning to reduce the general fund’s fund balance
to cover operations.
Commissioner Dorosin said the Board then decided to add almost $2 million to this
reduction.
James Bence said the County actually added $2 million to the reserves.
Commissioner Dorosin said the County took nothing from reserves.
James Bence said $2.7 million was added to the fund balance, and the County has
already appropriated $7.8. He said when the $2.7 million was added, the County reached its
goal of 16.5% unassigned fund balance. He said the more this balance is used, the more the
County will eat into its ideal percentage.
Commissioner Dorosin referred to the letter at the Commissioners’ places, and item #6
talks about cybersecurity. He asked if this takes into account the new staff that has been
created for cybersecurity.
Bonnie Hammersley said the new position will begin as of January 2020, which will help
address point #6.
James Bence said all of this is as of June 30, 2019.
Chair Rich asked if the BOCC should send additional questions to Gary Donaldson and
Bonnie Hammersley, once it receives the PowerPoint.
15
5. Public Hearings
NONE
6. Regular Agenda
a. County Commissioners: Boards and Commissions Assignments
The Board considered selecting the Boards and Commissions on which Board members
would like to serve during 2020.
BACKGROUND: BOCC members serve on various County and County-related boards and
commissions. On an annual basis, BOCC members indicate their desire to continue serving on
specific boards or commissions or their desire to make changes.
Chair Rich said she would like to answer a few questions that have been submitted
regarding this process, first of which is why pick National Association of Counties (NACo) and
North Carolina Association of County Commissioners (NCACC) at an organizational meeting
versus this meeting. She said these are associations and not committees, but these 2 can be
added to the chart.
Commissioner Marcoplos said the Board needs to re-visit a few aspects of this process
at another time.
Chair Rich said the next question asks what happens if one joins a board part way
through the year, or a board is newly formed, does one stay on that board. She said Donna
Baker said, traditionally, Commissioners get to stay on a board, but this is open for discussion.
Commissioner Price said Commissioners can ask to stay on it.
Chair Rich reviewed the various situations where this is currently an issue.
Commissioner Bedford said she is in a similar situation with the Behavioral Task Force,
and said she assumed staying on this would have to be her one save.
Commissioner Price asked if this implies an automatic continuance on a board.
Chair Rich said the Commissioners would just ask.
Commissioner Price asked if this would be a save or a pick.
Commissioner Rich said no.
Commissioner Price said this brings the board back to where it was earlier, with
Commissioners being able to stay on boards.
Commissioner Dorosin said he is surprised at how much time the Board takes talking
about these processes, but he appreciates Commissioner Price’s attentiveness.
Chair Rich said OWASA is not a board or a committee, but rather she and
Commissioner Marcoplos chose to meet with OWASA.
Commissioner Bedford said she was the BOCC appointee to the Cardinal Innovations
(CI) Central Regional last year, and CI is reorganizing and will now have an Orange County
Community Advisory Community. She said CI will vet members through the process, and the
BOCC will appoint to this new group also. She said this group will meet during the weekday,
and the chair of this group will move to the newly created, regional 5 County Health Committee.
Commissioner Dorosin clarified that CI will pick who goes on this board.
Commissioner Bedford said CI will pick who goes on the regional health board, and
there was an application process for the local Orange County community board, and names will
be forwarded to the BOCC for appointment. She said there is not a set amount of members, but
there are various categories of members.
Commissioner Marcoplos clarified that the regional health board is advisory, not
governing.
16
Commissioner Bedford said it is advisory up to the health committee, and the health
committee will meet 3 times a year with the CI Board. She said there will be a CI board member
on the health committee as well.
Commissioner Dorosin asked if the item on the list tonight “CI county commissioner
advisory board” no longer exists.
Commissioner Bedford said that is entirely different, and is a separate board on which
Commissioner Price has served. She said this board helps to vet and appoint members to the
CI Board.
Commissioner Bedford said this was created after the state takeover.
Chair Rich asked if Commissioner Bedford would like to remain on the board.
Commissioner Dorosin said CI will send a list of people for the Orange County
Committee.
Commissioner Bedford said yes, CI will send them the full list and help categorize them
Commissioner Dorosin said the BOCC has carte blanche to choose who they want.
Commissioner Bedford said CI will forward all the names.
Commissioner Greene said Commissioner McKee is the current representative for the
Community Home Trust (CHT), and she serves on it as a community member, which looks like
the BOCC has double representation. She said she is happy to resolve this concern tonight by
being the BOCC representative, and Commissioner McKee is in agreement.
Chair Rich asked if Commissioner Marcoplos and Commissioner Bedford would like to
stay on their mid term appointment committees.
Commissioner Marcoplos said he would like to stay on the climate committee.
Commissioner Bedford said she would to stay on Orange County Behavioral Health task
force.
Round Robin starts:
Process Governing the Selection Process of BOCC Boards/Commissions Assignments
1. One “Save” in order of seniority (choosing one board that they currently serve on and service
as an officer is not an automatic exemption):
• If a “Save” is skipped by a BOCC member – The save process continues
through the remaining BOCC members
– Then, by seniority, the members who skipped are allowed one pick so that each BOCC
member has one position. • Appointments to regional boards are limited to four -1 year
terms
• Appointments to intra-county boards are limited to two -1 year terms
The round robin process will continue as in the past below:
2. The junior member will then pick one board first in the first round and then least senior
members of the Board will choose one board on which to serve 3. In the second round, the
senior member will pick first, and then the other senior members to the least senior member will
pick
4. And then it is back to the junior member…..
BOARD NAME MEETING DATE
BOCC MEMBER BOCC member
Serving 2019
BOCC Member
Serving 2020
STATUTORY
ABC Board Monthly, Third
Tues 8:30 AM-
ABC offices in
Commissioner Not
Required (non-voting
member)
Commissioner
Price
Commissioner
Dorosin
(2020-2022)
17
Hillsborough Intra-county
Board of Health Monthly,
Typically Fourth
Wed
7:00 PM-at
Health Dept in
Hillsborough
1 Commissioner
Required
Intra-county
Commissioner
McKee
Commissioner
McKee
(2019-2021)
Board of Social
Services
Monthly, Third
Monday- 4:00
PM at DSS
offices in
Hillsborough
2 appointees ( one
citizen)
Commissioner not
required but usually a
Commissioner serves
-Intra-county
Commissioner
Bedford
Commissioner
Bedford
(2019-2021)
Cardinal Innovations
County Commissioner
Advisory Board
TBD Regional Commissioner
Price
Commissioner
Price
(2019-2023)
INTERGOVERNMENT
AL and OTHER
GROUPS WITH BOCC
MEMBERS
Burlington/Graham
MPO Transportation
Advisory Committee
6x/year-(or more
as needed)
Tuesdays at
5pm in
Burlington
Requires
1 Commissioner
member
1 Alternate
Commissioner
Regional
Commissioner
Bedford- Member
Commissioner
McKee - Alternate
Commissioner
Bedford – Member
(2019-2023)
Commissioner
Marcoplos -
Alternate
(2020-2024)
Chatham Orange Joint
Planning Task Force
3x/year-
alternates
between Orange
County and
Chatham County
2 Commissioners
Regional
Commissioner
Price –Member
Commissioner
Rich- Alternate
Commissioner
Dorosin Member
(2020-2024)
Commissioner
McKee – Alternate
(2020-2024)
Chapel Hill/Carrboro
Chamber of Commerce
Monthly
Third Thursdays
at 8:30am at
Chamber
1 BOCC member
Intra-county
Commissioner
McKee
Commissioner
McKee
(2019-2021)
Climate Committee TBD 1 BOCC member
Intra-county
Commissioner
Marcoplos
(Mid-year
Commissioner
Marcoplos
(2019-2021)
18
appointment)
Community Home
Trust BOD
Monthly-2nd
Thursdays at
6pm at CHT
office
1 Commissioner
Required
Intra-county
Commissioner
McKee
Commissioner
Greene
(2020-2022)
Durham- Chapel Hill –
Carrboro Metropolitan
Planning Organization
(MPO)- Transportation
Advisory Committee
(DCHC-MPO)
Monthly- 2nd
Monday at 9am
in Durham
1 Commissioner
1 Commissioner
Alternate
Regional
Commissioner
Price- Member
Commissioner
Rich- Alternate
Commissioner
Price – member
(2019-2023)
Chair Rich –
Alternate
(2019-2023)
Durham- Orange-
Chapel Hill Work
Group
Quarterly- at
noon - rotates
locations-
Durham/
Chapel
Hill/Orange
County
2 BOCC Members
Regional
Commissioner
Bedford
Commissioner
Marcoplos
Commissioner
Marcoplos
(2019-2023)
Commissioner
Greene
(2020-2024)
Durham Tech Board of
Trustees
6x/per year-
usually 4th
Tuesday of
month at 4-6pm
(locations move
about)
Plus there are
committee
meetings
2 Appointees– one
Commissioner
Regional
One resident- already
appointed
Commissioner
Marcoplos -
Member
Commissioner
Dorosin
(2020-2024)
Family Success
Alliance
Meets 6x per
year-1-3pm
Alternates –
northern and
southern Orange
County
2 Commissioners
Intra-county-
Commissioner
Price
Commissioner
Marcoplos
Commissioner
Greene
(2020-2022)
Commissioner
Bedford
(2020-2022)
Fire Chief’s Association
of Orange County
Bi-monthly – first
Weds.-7pm
Commissioner not
required as member –
but can attend as
guest(s)
Intra-county
Commissioner
Dorosin
Chair Rich
(2020-2022)
Food Council Meets 1/x per
Month ( usually
the 1st Monday
at 4:00)
Alternates
between Chapel
Hill and
1 Commissioner
Intra-county
Commissioner
Greene
Commissioner
McKee
(2020-2022)
19
Hillsborough
Go Triangle Board of
Trustees
Monthly
3rd Wed-12pm
in Durham
1 Commissioner
Regional
Commissioner
Marcoplos
Commissioner
Marcoplos
(2019-2023)
Go Triangle Special
Tax Board
Meets every
January (more
often if needed)
in Durham at
GoT office
2 Commissioners
required
Regional
Commissioner Rich
Commissioner
Price
Commissioner
McKee
(2020-2024)
Commissioner
Price
(2019-2023)
Go Triangle
Community Advisory
Committee-
6x per year (
assuming they
will meet at Go T
offices)
1 Board of County
Commissioners
Liaison
Regional
Commissioner
Price
Commissioner
Bedford
(2020-2024)
Healthy Carolinians Meets quarterly
(3rd Thursdays at
8:30am)
Commissioner not
required –often same
BOCC Member as on
the Board of Health
Intra- county
Chair Dorosin Commissioner
Price
(2020-2022)
Orange County Local
Government Affordable
Housing Collaborative
(the Collaborative)
Quarterly 1 Commissioner
Required
Intra-county
Commissioner
Dorosin
Commissioner
Dorosin
2019-2021
Intergovernmental
Parks Work Group
Meets 2-3 times
per year at
5:30pm-on Wed.
at SHSC
1 Commissioner
Member
1 Alternate
Commissioner
Intra-county
Commissioner
McKee –Member
Commissioner
Bedford - Alternate
Commissioner
McKee – member
(2019-2021)
Commissioner
Dorosin – alternate
(2020-2022)
Joint Public Safety
Training Facility Work
Group
Meets as
needed at ES
2 Commissioners
Intra-county
Chair Dorosin
Commissioner
Price
Commissioner
Marcoplos
(2020-2022)
Commissioner
Price
(2019-2021)
Jordan Lake One
Water Association-
Elected Officials
Meets the third
Wednesday of
every other
month from 9:00
AM to 11:00 AM
at TJCOG
1 Commissioner
Regional
Commissioner
Marcoplos
Commissioner
Marcoplos
(2019-2023)
Justice Advisory
Council
Quarterly
(Friday
afternoons-
3:30pm) in
Hillsborough
2 Commissioners
Intra-county
Commissioner
Greene
Commissioner
Dorosin
Commissioner
Greene
(2019-2021)
Commissioner
Price
(2020-2022)
20
JCPC (Orange County
Juvenile Crime
Prevention Council)
Meets 6-7x per
year (every other
month)
Fridays at noon
1 Commissioner
Intra-county
Chair Rich Commissioner
Bedford
(2020-2022)
LIWG ( Legislative
Issues Work Group)
Meets as
needed
2 Commissioners
Term - one year
Commissioner
Dorosin
Commissioner
Price
Chair Rich
(2020)
Commissioner
Dorosin
(2020)
NACo Voting Delegate 1 Commissioner
Required
Commissioner
Price
Chair Rich
(2020)
NCACC Voting
Delegate
1 Commissioner
Required
May have alternate
Commissioner
Dorosin
Commissioner
Bedford
(2020)
N/S BRT (North/South
Bus Rapid Transit)
policy committee
As needed 1 Commissioner
Intra-county
Commissioner
Dorosin
Commissioner
Price
(2020-2022)
Orange Co Behavioral
Health Task Force
Every other
month
3:30-5pm
Hillsborough
Hospital
1 Commissioner
(IntraCounty)
Commissioner
Bedford
(2019-2021)
Mid year
appointment
Commissioner
Bedford
(2019-2021)
Orange County
Partnership for Young
Children
Bi-monthly- Last
Wednesday-at
8:30am-
alternates –
Chapel Hill/
Hillsborough
1 Commissioner
Intra-county
Commissioner
Bedford
Commissioner
Bedford
(2019-2021)
Partnership to End
Homelessness
Monthly-3rd
Mondays
1 Commissioner
Commissioner
Greene
Commissioner
Greene
(2019-2021)
Piedmont Food And
Agricultural Processing
(PFAP) Center
5-6 times per
year
1 Commissioner
Regional
Commissioner
Bedford
Commissioner
Marcoplos
(2020-2024)
Small Business Loan
Program
Meets as
needed to vet
applications
received
(7:30am on
Fridays)
1 Commissioner
Intra-county
Commissioner
Bedford
Chair Rich
(2020-2022)
21
Solid Waste Advisory
Group (SWAG)
Meets as
needed
2 Commissioners
Intra-county
Chair Rich
Commissioner
Marcoplos
Commissioner
Marcoplos
(2019-2021)
Chair Rich
(2019-2021)
Strategic
Communications Work
Group
Meets as
needed
2 Commissioners
Commissioners
(internal)
Commissioner
McKee
Commissioner
Price
Commissioner
Dorosin
(2020-2022)
Chair Rich
(2020-2022)
Transit Planning
Committee
Meets as
needed
2 Commissioners
Intra-local
Commissioner
Marcoplos
Commissioner
Greene (11/7/2019)
Commissioner
Marcoplos
(2020-2024)
Commissioner
Greene
(2020-2024)
Triangle Area Rural
Planning Organization
(TARPO)
Transportation
Advisory Committee
Bi-monthly-
meetings at
12pm, alternates
counties –Lee
and Chatham
1 Commissioner
Member
1 Alternate
Commissioner
Regional
Member-
Commissioner
Greene
Alternate-
Commissioner
Marcoplos
Commissioner
Greene
(2019-2023)
Commissioner
Marcoplos
(2019-2023)
TJCOG Meet 1x per
month- Last
Wednesday
6pm-
1 Commissioner
1 Alternate
Regional
Member-
Commissioner
Greene
Alternate – Chair
Rich
Commissioner
Greene – member
(2019-2023)
Chair Rich –
alternate
(2019-2023)
Upper Neuse River
Basin Association
Bi- monthly at
9:30am-12:00pm
(meets in
Butner)
One Director Position
Two Alternate
Positions
Regional
Member-
Commissioner
Greene
Alternate – Chair
Rich
Commissioner
Greene – member
(2019-2023)
Commissioner
Bedford – alternate
(2020-2024)
Workforce
Development Board –
Regional Partnership
Meets monthly in
various counties-
Does not require a
Commissioner-usually
has been 1 Non-
Voting
Liaison
Nancy Coston Nancy Coston
Visitor’s Bureau 8:00 am third
Wed., monthly,
no meeting in
1 Commissioner
Required
Intra-county
Commissioner Rich Commissioner
Bedford
(2020-2022)
22
July/December
EX-OFFICIO
Hillsborough/Orange County Chamber of Commerce- does not
require a Commissioner
Chair Serves
NC DOT Quarterly Meetings Chair/Vice Chair
School Collaboration Meetings Chair/Vice Chair
RECOMMENDATION(S): The Manager recommends that the Board discuss and select the
Boards and Commissions on which Board members would like to serve, and formally approve
the Board assignments if appropriate, or direct the Clerk to finalize the list and schedule the
assignments for final approval at the Board’s January 21, 2020 business meeting.
A motion was made by Commissioner Dorosin, seconded by Commissioner Price to
approve the BOCC selections to the various boards and commissions they serve on.
VOTE: UNANIMOUS
Commissioner Greene asked if the Strategic Communications workgroup could be
explained.
Chair Rich said it reviews how the County is communicating with the public about
various items. She said it meets as needed.
Commissioner Dorosin said he would like to add the issue communication outreach to
this committee’s agenda, especially as pertains to diversity and equity.
Commissioner Marcoplos said another issue for this committee to consider is the
proactive dissemination of information when the BOCC has controversial issues to consider.
7. Reports
a. Orange County Complete Count Committee for the 2020 Census
The Board received a report on the 2020 Census and the Orange County Complete
Count Committee.
BACKGROUND: At its May 21, 2019 meeting, the Board of Commissioners approved the
creation of an Orange County Complete Count Committee (CCC) to develop and implement a
2020 Census awareness campaign to encourage residents to respond. Board Vice-Chair
Renee Price was appointed to lead the Committee, with Community Relations Director Todd
McGee as staff liaison.
The Committee is a group of community volunteers, local government elected officials and staff
dedicated to increasing awareness and motivating residents to respond to the 2020 Census.
The Committee held its first meeting in July and has been meeting regularly since. The
committee is comprised of 56 members representing 28 community organizations and local
governments. With increased awareness of the Census, more members are added to the CCC.
The CCC will work with community partners to focus on hard-to-count communities, including
people of color, non-English speaking communities, low-income families, people who live in
non-traditional housing and the refugee populations within the County. An accurate count of
these populations will ensure that all available federal resources will be provided to support
these communities.
23
Committee members represent a broad spectrum of government and community leaders from
business, non-profits, faith-based groups, and other community organizations. The Committee
has created a page on the Orange County website (www.orangecountync.gov/2020census) to
house information and materials, including links to resources for the public to use to help
promote awareness.
The Committee has created several subcommittees to focus on specific areas:
Be Counted Sites: libraries, community centers, senior centers
Publicity and Marketing: Public Information Officers for the County and Towns
Hard to Count Non-English speaking: Chinese School, El Centro
Hard To Count Non-governmental Organizations (NGOs) with Clients: Department
of Social Services, Department of Health
Housing: County, Town, Habitat for Humanity, EmPOWERment,
Community Outreach: National Association for the Advancement of Colored People
(NAACP), churches, faith assemblies
Business Community: Chambers of Commerce
Schools: Orange County Schools, Chapel Hill-Carrboro City Schools
Colleges/Universities: Durham Technical Community College, UNC-Chapel Hill
offcampus
Planning/GIS/Information Technology Support: Planning and Technology
Department Staffs
Elected Officials: Serving as Ambassadors
Among the Strategies that the Committee plans to use are:
• Videos, Facebook, other social media outlets
• News online and in print
• Public Service Announcements on the radio, in buses
• Posters in local government facilities, medical clinics and businesses
• Get out the Count events
• Tabling at events
• Website with links
• Identify trusted partners within the hard-to-reach communities to deliver our message.
• Recruit community Census communicators who will spread the messages to
neighborhoods through listservs, e-mail newsletters, social media, Next Door and other
means.
• Kickoff events on Census Day (April 1, 2020) at all Be Counted Sites
Tentative schedule
January-February – The Census Bureau begins national awareness campaign. The
Orange County CCC will develop local messages to amplify the Census Bureau’s
outreach efforts with a focus on the importance of participating in the Census. In addition,
the Committee will develop talking points that address specifically how the Census data
is used to benefit the local community. The CCC will recruit community volunteers who
will agree to share information with their friends and neighbors through community
emails, newsletters, etc.
March – The Census Bureau mails postcards to households with unique identifying
numbers. Households will be able to complete the census online, by phone or by
requesting a paper form. The CCC message will shift to alerting residents to expect the
postcard and encouraging them to complete the questionnaire.
24
April – Be Counted sites will open on Census Day (April 1) to provide online access to
residents who do not have Internet service. These sites will be located at libraries,
community centers and other facilities throughout Orange County (see attached map).
The Be Counted Subcommittee will look to add additional sites in areas that have
experienced low response rates in prior censuses.
May-July – The Committee will continue to promote responding to the census.
Next steps
The subcommittees and Committee will meet through winter and spring to identify strategies to
accomplish their objectives.
Todd McGee made the following PowerPoint presentation:
The 2020 Census:
What it means to Orange County
What’s at stake?
Political representation
Federal funding
Community Planning and Economic Development
Projected Change in Congressional seats in 2020 (map)
Federal Funding
Each person counted in North Carolina is about $1,600.00 in federal funding for the state.
Data
Businesses use data to determine locations or expansions
Local governments use the data for planning purposes
Federal government uses the data to distribute $675 billion a year for schools, roads,
transportation, social services, etc.
Local Governments Local Governments
• Preparation
• Boundary Annexation Survey (BAS)
• Census Redistricting Program
• Local Update of Census Addresses (LUCA)
• Participant Statistical Areas Program (PSAP)
• New Construction
A lot of the early geospatial preparations for the Census rely on contact with Local
Governments. BAS, LUCA, New Construction, and PSAP work directly with local governments
or their designated liaisons.
But all the preparation is wasted if there is poor participation in the Census.
Census Bureau reached out to Local Governments to form CCCs.
• Challenges:
Digital Divide
• Hard To Count Communities
• Inadequate and late funding
• The Postcard vs. Paper Form
• Marketing
25
In the 2020 Census, about 95 percent of housing units will receive their census invitations in the
mail. The U.S. Census Bureau will send up to five mailings to encourage you to respond online,
by mail, or by phone. In Orange County, almost everyone will first receive a letter asking you to
go online to complete the census questionnaire. One census tract in Chapel Hill has been
identified as an area less likely to respond online, so they will receive a paper questionnaire
along with their first invitation.
Chair Rich asked if it the person will be is easily identifiable as a census taker.
Todd McGee said 5 mailings will be sent before a person will show up. He said the goal
is to keep census takers out of Orange County.
This will include information about how to respond online or by phone.
Complete Count Committees in N.C. (map)
Complete County Committees-CCCs
• Led by Vice Chair Renee Price
• More than 50 members and growing
• Stacey Carless, Executive Director, NC Counts Coalition
• Bob Coats, Governor’s Census Liaison
• Eric Edelheit, Census Bureau Liaison
• Subcommittees
o Be Counted Sites
o Publicity and Marketing
o Hard to Count Non-English Speaking
o Hard to Count NGOs with clients
o Community Outreach
o Business Community
o Schools
The Census staff has already begun sowing CCC seeds. The NC CCC should not reinvent the
wheel, but we can support existing CCC and encourage CCC growth.
LOCAL ownership of the Census is key:
o GIS/IT support
o Elected Officials
Commissioner Dorosin said there is a lot of hiring for the census, and it may be good to
add a link – to work for the census – on the web.
Todd McGee said staff has been pushing that out on social media, but it can also be
added to the website.
Commissioner Price said recruiting events are already taking place.
Todd McGee said the “be counted” sites can now serve as a source for a job application.
Commissioner Dorosin said he would like all of this information to be strongly promoted.
Commissioner Marcoplos asked if the personal home visits are a last resort, and if those
people are all paid employees.
Todd McGee said those people that visit homes are the paid census takers, employed
by the Census Bureau. He said those who are out publicizing the census are more likely
volunteers.
Commissioner Marcoplos asked if there is any expectation that every dwelling will be
contacted, or exhaustively checked.
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Todd McGee said Orange County has always been very responsive, so the Census
Bureau is not concerned about Orange County, which leads to it being an unlikely candidate to
receive grant funds. He said he is worried about the digital divide, and the political atmosphere.
Commissioner Marcoplos asked if the participation percentage for Orange County is
known.
Todd McGee said the Census Bureau considers a 75% initial response rate to be good,
and Orange County was close to 90% in 2010. He said his goal is to be 10-15% higher than the
average response rate, and responses are accepted through July and August.
Commissioner Marcoplos asked if there is any benefit to marshal more volunteers.
Todd McGee said he is concerned about that because it may confuse people, since it is
unknown who has responded and who has not. He said it is possible that there will be an online
live response by census tract, which could possibly allow staff to engage in some targeted
outreach.
Commissioner Marcoplos said the federal government will have the specific information,
but sharing it would be a privacy issue.
Todd McGee said that is correct. He said the government cannot share identifying
census data with anyone.
Commissioner Bedford asked if there is a particular practice to county the homeless.
Todd McGee said the homeless are counted separately. He said the students that live
in dorms are also a unique group, which is counted by the University. He said a group that the
staff is concerned about is students that live in off-campus housing, since so many live in the
same dwelling. He said another hard group is those under age 5 years.
Chair Rich referred to the sites, and the upper right and lower left groups on the map,
and asked if there is a way to better reach this part of the population.
Todd McGee said the “be counted” site committee will look at this. He said a possible
location is the grange in the northwest part of the County. He would like to set up some
computers during one of their meetings. He said a volunteer fire station is another possible
location.
Chair Rich asked if information could be posted at the Animal Shelter.
Todd McGee said the committee will be creating flyers and posters to be distributed at
all government buildings as well as businesses, etc. He said the recreation centers and the
Sportsplex are also good location to publicize.
Commissioner Dorosin said it would also be good to partner with churches.
Commissioner Price said yes.
Todd McGee said the month of March has 5 Sundays, and pastors generally prepare 4
sermons per month, and a 5th Sunday presents an opportunity to coordinate a 5th Sunday,
“souls to the polls” type movement.
Commissioner Dorosin said Todd McGee has identified the challenges, such as the
digital divide, etc., and seems to have good plans in place. He said is it also possible to partner
with the schools, which can stuff backpacks and email parents. He said when he served in this
area in 2000, there were more resources available (swag, fliers, etc.), and this may be helpful.
Commissioner Marcoplos said he can be a White Cross Volunteer. He said there is a
new Hispanic restaurant and market that opened, and the owners are leaders in the Hispanic
community and would happy to help spread the word.
Chair Rich said there are so many people who are untrusting of official things, and asked
if there is a way to better reach these people.
Todd McGee said with the low response and hard to reach communities, the best
practice is to identify the trusted community members and ask them to deliver the message to
the community at large. He said staff is working with the FSA, the Refugee Partnership, and
other organizations.
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Commissioner Price said they want to recruit people of different nationalities, languages,
etc. to serve as the trusted messengers.
Commissioner Dorosin suggested that Commissioner Bedford bring it up to the
Partnership for Young Children.
Commissioner Marcoplos said building material suppliers may be a good contact too.
Commissioner Price said they are trying to work with the chambers of commerce.
Commissioner Marcoplos said he meant places like Lowes, Home Depot, Fitch Lumber,
etc.
Chair Rich said this will come to the Assemblies of Governments meeting in January.
Todd McGee said staff will have the most current information at that time.
Commissioner Dorosin suggested putting something on the homepage of the County
website.
Commissioner Bedford suggested putting information on the buses, etc.
Commissioner Dorosin said it is frustrating that local partners will not be more helpful.
Chair Rich said she can talk with the Board’s OWASA appointees.
Commissioner Price said one concern is do people actually read their mail, and if they
are looking at the inserts in their bills.
8. Consent Agenda
Removal of Any Items from Consent Agenda
Commissioner Dorosin asked if the Schools Adequate Public Facilities Ordinance
(SAPFO) attachment could come in a different format in the future. He said attachment 2 gives
total capacity of 100% by elementary, middle and high; while attachment 1 has individual school
numbers, but it does not give the sense of the percentage. He said he would like to get the
same data by school, and the percentage by capacity.
Commissioner Bedford said she wonders why this information would be helpful, because
SAPFO applies at the district level, and the school board should redistrict if there is over 100%
capacity.
Commissioner Dorosin said he wants to know if this should be happening, and if so, is it
happening.
Commissioner McKee said that information has been provided before.
Commissioner Dorosin said it would be helpful to have in this report as well.
Approval of Remaining Consent Agenda
A motion was made Commissioner Price, by seconded by Commissioner Marcoplos to
approve the consent agenda.
VOTE: UNANIMOUS
Discussion and Approval of the Items Removed from the Consent Agenda
a. Minutes
The Board approved the minutes from November 19, 2019 as submitted by the Clerk to the
Board.
b. Fiscal Year 2019-20 Budget Amendment #4
The Board approved budget, grant and capital project ordinance amendments for fiscal year
2019-20 for the Health Department; and Housing and Community Development.
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c. Schools Adequate Public Facilities Ordinance (SAPFO) – Approval of Membership
and Capacity Numbers
The Board approved the November 15, 2019 membership and capacity numbers for both school
districts (Orange County and Chapel Hill-Carrboro City Schools) which will be used in
developing 10-year student membership projections and the 2020 SAPFO Technical Advisory
Committee (SAPFOTAC) Report.
9. County Manager’s Report
Bonnie Hammersley said there is an information item about possible childcare at Board
of County Commissioners meetings. She summarized the report and Nancy Coston and her
team reviewed this item closely, and said this is a high-risk endeavor due to medical issues,
appropriate caretakers, etc. She said one of the things that all agreed upon is looking at what
barriers exist for people being able to attend meetings.
10. County Attorney’s Report
NONE
11. *Appointments
NONE
12. Information Items
December 2, 2019 BOCC Meeting Follow-up Actions List
Memorandum – Child Care at Board of Commissioners Meetings
13. Closed Session
NONE
14. Adjournment
A motion was made by Commissioner Dorosin, seconded by Commissioner McKee to
adjourn the meeting at 9:41 p.m.
VOTE: UNANIMOUS
Penny Rich, Chair
Donna Baker
Clerk to the Board