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Agenda - 10-18-2022; 8-a - Minutes
1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: October 18, 2022 Action Agenda Item No. 8-a SUBJECT: Minutes DEPARTMENT: Board of County Commissioners ATTACHMENT(S): INFORMATION CONTACT: Draft Minutes (Under Separate Cover) Laura Jensen, Clerk to the Board, 919- 245-2130 PURPOSE: To correct and/or approve the draft 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. Attachment 1: September 13, 2022 Work Session Attachment 2: September 20, 2022 Business Meeting FINANCIAL IMPACT: There is no financial impact associated with this item. SOCIAL JUSTICE IMPACT: There is no Orange County Social Justice Goal impact associated with this item. ENVIRONMENTAL IMPACT: There is no Orange County Environmental Responsibility Goal impact associated with this item. RECOMMENDATION(S): The Manager recommends the Board approve minutes as presented or as amended. Attachment 1 1 1 DRAFT MINUTES 2 ORANGE COUNTY 3 BOARD OF COMMISSIONERS 4 WORK SESSION 5 September 13, 2022 6 7:00 p.m. 7 8 The Orange County Board of Commissioners met for a Work Session on Tuesday, 9 September 13, 2022 at 7:00 p.m. at the Whitted Human Services Center in Hillsborough, NC. 10 11 COUNTY COMMISSIONERS PRESENT: Chair Renee Price, Vice Chair Jamezetta Bedford, 12 and Commissioners Amy Fowler, Sally Greene, Jean Hamilton, and Anna Richards 13 COUNTY COMMISSIONERS ABSENT: Commissioner Earl McKee 14 COUNTY ATTORNEYS PRESENT: John Roberts 15 COUNTY STAFF PRESENT: County Manager Bonnie Hammersley, Deputy County Manager 16 Travis Myren, and Clerk to the Board Laura Jensen. (All other staff members will be identified 17 appropriately below) 18 19 Chair Price called the meeting to order at 7:00 p.m. Chair Price, Commissioner Bedford, 20 Commissioner Fowler, and Commissioner Hamilton were present. Commissioner Richards and 21 Commissioner Greene were not yet present. 22 23 1. Property Tax Assessment Presentation from UNC School of Government 24 The Board received a presentation on Property Tax Assessment from staff with the UNC School 25 of Government, including basic information on the purposes of a revaluation. 26 27 BACKGROUND: The Tax Administration office conducts a County-wide revaluation every four 28 years. The most recent revaluation was effective January 1, 2021. Revaluation is a process 29 where all property within a taxing jurisdiction is revalued to its current market value as of an 30 established date. The purpose is to fairly reflect the value of all property and to help ensure that 31 property owners pay equitable tax based on the value of their property. 32 33 Due to unparalleled increases in the market prior to the January 1, 2021 revaluation date, 34 properties county-wide saw a substantial increase in their property tax values upon the 35 revaluation. In addition, community leaders shared information previously unknown to the Tax 36 Assessor concerning a neighborhood conservation district in Chapel Hill. Under the direction of 37 the Board of Equalization and Review, the Tax Assessor's office reviewed and made changes to 38 the values of many of the properties in the district. These unique situations have increased the 39 amount of contact between constituents and members of the Board of Commissioners 40 concerning property values. This presentation will provide additional information to Board 41 members about Property Tax Assessment and Revaluation to assist the Commissioners in 42 responding to the concerns of taxpayers. 43 44 The presenters are from the School of Government at the University of North Carolina. The 45 presenters are Christopher B. McLaughlin, Professor of Public Law and Government, and 46 Kirk F. Boone, Teaching Assistant Professor in Public Finance and Government. 47 48 Professor of Public Law and Government Christopher B. McLaughlin has worked with the 49 School of Government since 2008. Mr. McLaughlin works in the area of local government tax 50 and finance, along with ethics for government attorneys. Mr. McLaughlin has written books on 2 1 property tax collections, tax foreclosures, and occupancy taxes, and has published over 200 2 blog posts, including on subjects such as local taxes and legal ethics. 3 4 Teaching Assistant Professor in Public Finance and Government Kirk F. Boone has worked with 5 the School of Government since 2014 and began his governmental career in 1992 working with 6 the North Carolina Department of Revenue as a Property Valuation Specialist. Mr. Boone holds 7 designations from the North Carolina Association of Assessing Officers and the International 8 Association of Assessing Officers. Mr. Boone is a national instructor for the IAAO International 9 Association of Assessing Officers. 10 11 Nancy Freeman, Tax Administrator, introduced the speakers. 12 13 Commissioner Richards arrived of 7:04 p.m. 14 15 Kirk Boone made the following presentation: 16 17 Slide #1 Orange County Board of Commissioners McLaughlinChris Boone SchoolUNC of • September 13,2022 ��. 18 19 20 Slide #2 Presentation goals 1 . Appraisal 2., Reappraisal 3. Equity & Education 21 �:._..,.. 22 Kirk Boone said a goal of the process is to be objective. 23 Slide #3 3 Appraisal What is Appraisal? Generally-An opinion of value. Legal Definition-The true value of property or the process by which true value is ascertained. The county assessor- has general charge of the listing,appraisal,and assessment of all property in the county in accordance with the provisions of law. Assessment—The tax value 2 Kirk Boone showed the Board books with all of the North Carolina tax laws. He showed 3 a book that was specifically for property tax laws, which was a significant portion of the overall 4 tax laws for the state. 5 6 Commissioner Greene arrived at 7:08 p.m. 7 8 Slide #4 Appraisal What is true value? The price estimated in terms of money at which the property would change hands between a willing and financially able buyer and a willing seller, neither being under any compulsion to buy or to sell and both having reasonable knowledge of all the uses to which the property is adapted and for which it is capable of being used. —NCGS 105-283 9 � :_....... 10 11 Slide #5 Appraisal True Value estimated True Value= Market Value, as of a date Market value vs. Market price Cost approach Sales Comparison approach Income approach Real property"appraisers"? 12 uw_._._. 4 1 Kirk Boone said the true value is estimated as of January 1St by county appraisers. He 2 said that sales comparisons are the gold standard for estimating true value. He said that 3 income approach is an estimate based on the future value. He said that every county appraiser 4 must understand the three approaches, as well as mass appraisals. He said that real property 5 appraisers must be certified, and county appraisers must be certified by the NC Department of 6 Revenue. 7 8 Slide #6 Appraisal The connection Reappraisal Appraisal Reappraisal Market value as of a date Market value as of a date Usually one property All properties One appraiser Multiple contributors Appraiser must be Assessor and Appraisers certified must be certified The three approaches The three approaches USPAP Appraisal USPAP Appraisal Process Process Quality measured by Quality is measured by comparability of sales statistical testing 10 Kirk Boone said that the USPAP Appraisal Process is developed by the Appraisal 11 Foundation in Washington, D.C., which sets professional standards for appraisers. 12 Commissioner Richards asked if the four-year revaluation cycle is set by statute. 13 Kirk Boone said no. He said there are legal requirements and that prior to 1958, some 14 counties had not reappraised property in decades. He said the study committee found that not 15 reappraising caused inequities, and the General Assembly passed a law requiring revaluations 16 every 8 years. He said that in recent years, studies have found that 8 years is too long of a 17 period to wait for revaluation. He said that Orange County is on a 4-year cycle and Durham 18 County was previously on a 3-year cycle. He said that to go on an annual revaluation cycle 19 would be difficult due to the way North Carolina property tax laws are written. 20 21 Slide #7 Reappraisal Legal Requirements Equity Equity is the driver of reappraisal m Pdor to 1959 -- 1958 Property Tax Study Committee — 1981 Property Tax Study Committee Since 1959 Counties must reappraise all real property as of January 1 at least once every 8 years. 22 5 1 Slide #8 Reappraisal L: 3i Four Forges of Value,- Physical alue:Physical Economic Gowerrrmental ao11. social ruyrraro-.ic .. rr'� 3 Kirk Boone said that appraisers must consider anything that affects value. He showed a 4 map of market areas and neighborhoods in Iredell County. 5 6 Slide #9 Reappraisal i t f w 8 Kirk Boone showed a closer picture of an area of Iredell County which is more densely 9 populated and therefore has more neighborhoods defined for appraisals. 10 11 6 1 Slide #10 Reappraisal Why Foften Equity Ww Income Ovyntrs Perre7t of rriarket ralue Wedian Median Mlediar Medan Median tNexlrer� have ans`came Lnay1•-r•we Assess-d `sates sAi Aa Sosed V181 el - .. Volk* Rrir,� fi kl�i.U. 'Val%i� Valyl aa�••.• acre 3' 1 1HQ I.CaC45 kN, 190CatD9 1-4 f 1 1 0.939 190.E 196 - 3?_s{ IDVM 1 0 9 19Q,1� _�:a J:1§4,.00d IDWO CLSE1 t 98.,E + 4$.a]pp 13.913 SIX lwd)cc 1F.$,�C B 0.r�� 198,.888 314,.088 _a-;:J 1B cca 1190)Xc 0..54' 198;®8 220,088 10% '-7=e I 19pm 19z.C��A 0.5n5 19O.W4 mcm U% 20c 1004 1904A Gkwia 194,t�0G49 1r4 9 60fWaiial 2WL1 Mml1 3N Diu 7h=. 7i£af"ti9 F thoW-alh rngrq 0iipe-Wbig arC$r at}74 arrmW akpylq t*ngl W irrAQSt las propgInlin wr1h jr4pat9r ipni4gl;l;lM 3 Kirk Boone said he was at a conference recently where people from the Lincoln Institute 4 of Land Policy said that the most fair and equitable way to administer a property tax is through 5 sound assessment and appraisal principles, and frequent revaluation accompanied by adjusting 6 the tax rate. He said that values go up, which are captured in a reappraisal. He said that the 7 Board can adjust the tax rate to collect the same amount of property tax. He said that high 8 income areas tend to have property that appreciates more quickly. He said investors tend to 9 buy in areas where there would be the quickest appreciation. He said that assessed values 10 must stay the same until the next reappraisal. 11 Commissioner Richards said that property owned by investors versus properties that are 12 owner-occupied are not considered differently. 13 Kirk Boone said that is correct. 14 Commissioner Richards asked if that was factored into the assessment at all. 15 Kirk Boone said that is not factored into the value. He said it is certainly an issue for 16 local governments. 17 Commissioner Richards said it is an issue in Orange County because of investors 18 purchasing homes in the Northside neighborhood, and she felt it contributed to reappraisal 19 issues 20 Kirk Boone said that in North Carolina what they have seen is that investors are 21 purchasing single-family residences. He said in Mecklenburg County, 90% of single-family 22 homes under $400,000 in value are corporate owned. 23 Commissioner Richards asked how that is taken into account. 7 1 Kirk Boone said that assessors have an obligation to do one thing. He said they do not 2 create value. He said assessors and appraisers report what is really happening in the market. 3 He said they report what buyers and sellers are doing. He said that the solution to the issue 4 described by Commissioner Richards is more frequent reappraisal. He said that gentrification is 5 a big issue. He said the assessor's office reports what the properties are selling for. He said 6 the solution for gentrification might come from the Board, planners, the County Manager, and 7 the assessor, who can report on what is happening in the market. 8 Chair Price asked about the maps on slide #8 and #9. She asked how the 9 neighborhoods were decided. 10 Kirk Boone said it is a manual process by the tax assessor's office, but that the 11 assessor's office has access to software programs that can analyze where neighborhood 12 boundaries should be drawn. He said the manual side is starting with a property, then go 13 outward from that point where the four forces of value are no longer affecting property the same 14 way. He said at that point a boundary would be drawn. 15 Chair Price said that there are neighborhoods in Orange County where the forces of 16 gentrification are uneven. She said the map looks uneven and asked if it is arbitrary where lines 17 can be drawn. 18 Kirk Boone said no. 19 Chair Price said the map showed what looked like little islands for neighborhoods. 20 Kirk Boone said those areas could be subdivisions, or an area that has different zoning. 21 He said boundaries can be political boundaries, city or town limits, or physical limits like a river. 22 Chair Price said it looks like someone could cut out a specific street. 23 Kirk Boone said that is possible. He said it could be a street, a railroad line, a vacant lot, 24 or something the appraiser has seen when collecting data. 25 Chair Price said that she was referring to the map on slide #9. 26 Kirk Boone said that the map on slide #9 showed a closer view of one area of Iredell 27 County that was next to a lake. He said that many of those neighborhood boundaries were 28 likely subdivisions. 29 Chair Price said some neighborhoods looked landlocked. She used Hillsborough as an 30 example and asked if assessors would create a neighborhood boundary just around the Whitted 31 Building, or would the whole street be part of the neighborhood. 32 Kirk Boone said that assessors would not cut out just a block on a street. He said 33 neighborhood boundaries are related to the forces of value. He said that he was not aware of 34 how Iredell County drew their boundaries, but he understands the method of drawing 35 boundaries. 36 37 Slide #11 Reappraisal Reappraisal accuracy Maintain accurate property data between cycles.. —Physical and other pertinent info. —Geographic areas assigned to appraisers.. —Pick up new construction accurately. —Check existing parcels for accuracy. —Communicate with property owners. 38 a _._. 8 1 Kirk Boone said that between revaluations, appraisers must keep up with developments 2 and changes that might affect values. 3 4 Slide #12 Reappraisal own I 6 Kirk Boone described the images in slide #12 and said that appraisers consider similar 7 characteristics when comparing homes and creating appraisals. He said that they focus on 8 location, square footage, topography, and any updates to the properties to create a mass 9 appraisal. 10 11 Slide #13 Reappraisal Mass appraisal models Madel Specification— structure, approach, and characteristics important to value. Model Calibration— the amount each characteristic impacts value. — Calibrated with cost, sales, and income data Residential properties — arms-length sales and market cost data are used to appraise all comparable properties (sold and not sold). 12 13 14 15 9 1 Slide #14 Sales/Income/Cost File; Sales in Neighborhood 0901 and cost data from builders and developers indicate. MMMMMM Sq ft 2000 2500 3000 1500 $120 $240,000 $300,000 $380,000 $180,000 Bath 1F11-1 2F!1-1 2F21-1 1F1H 2FOH -$1,000 +S1,000 41,500 -51,000 base Flreplae Y+4;000 fJ Y+4,000 hl $4,000 Grade C D-20% 8 +20% C C Avg Value $243,000 $240,800 $438,000 $181,000 3 Kirk Boone said that data from properties would be used to create a mass appraisal. He 4 showed that some characteristics add or decrease value based on the neighborhood market. 5 Commissioner Hamilton asked if it is one equation for all of the property in a county and 6 then the different variables and coefficients have to capture the different variables for each 7 neighborhood. 8 Kirk Boone said no. 9 Commissioner Hamilton asked if it is an equation by neighborhood or for the whole 10 county. 11 Kirk Boone said that typically, several neighborhoods make up a larger market area. He 12 said that there could be one model for market area that takes the neighborhood into 13 consideration. He said that there is not one equation or coefficient for the whole county, but 14 there could be for a neighborhood. He said that all of the equations then come together with the 15 use of the software. He said they need to be able to explain the models instead of saying that a 16 computer did it. He said that many times the model structures and coefficients are done by 17 multi-linear regressions and other statistical processes that are not completed by hand. 18 Commissioner Hamilton asked how often someone examines the neighborhood and how 19 it might be changing to update the model. 20 Kirk Boone said all that work must be done before the next reappraisal. He said this is all 21 done years in advance. 22 Commissioner Fowler asked about the "grade" of a home, listed on slide #14. 23 Kirk Boone said that some of the characteristics consider types of standards that are set 24 in a data collection manual. He said that some of the characteristics considered are quality of 25 construction and the condition. He said that these are two subjective areas. 26 27 10 1 Slide #15 Reappraisal Examples of Data collected QuantitativelObjective QualitativelSubjective Number of Baths Topography Land Area Traffic Square Feet living area Condition Garage Style Outbuildings 'Views Porch size Other ranks Fireplace — Excellent,Fair,Poor Other measures and More difficult to verify counts 2 3 4 Slide #16 Reappraisal Statistics — Ratio Studies Equity Assessed values 1 Qualified sales price Central pendency- .90 to 1.10 -Median Spread- 5 to 15, sometimes 20 —Coefficient of Dispersion Vertical Equity(.98— 1.03) —Price Related Differential 6 7 Slide #17 Median —Accuracy Equity COD - Precision 000, w accuracy! ccw accuracy w PM14ioaMgh pwi*— Nigh?cc+rmcr Wgha vracg Law pltiSK 1 "hp—Ki- 8 �,LJPIC 11 1 Slide #18 F(I t.y Horizontal Equity — Median/COD Are all classes / locations! stratum of properties being appraised at the same appraisal level? — Commercial, Residential, Vacant Land — Neighborhoods and other areas — Strata (size, age, quality) 3 4 Slide #19 Equity Polygon example 02 0 Area Area kimC Area _QmdemiaJ —Commaroal —Vacant Land 6 7 8 12 1 Slide #20 Fr: Vertical Equity — PRD Equity between low and high value parcels — if high value parcels are under-appraised relative to low value — regressive PRD 1.03 — If low value parcels are under-appraised relative to high value — progressive PP.D<.98 — No bias - PRD acceptable range .98-1.03 2 2 kn�.,....... 3 He said that vertical equity is regressive, and they do not want to be. He said that if high 4 value parcels are under appraised compared to lower value appraisers that is not good. He said 5 that there is also progressive bias. He said the goal is to have no vertical equity bias. 6 7 Slide #21 r- Equity Pi-v lEd. Q$ : Pir 1�e1 �.ts115e1. No 6111 DA- or Or # 4 7u a¢ 3c:} 60 99 74 E9 MEt :" :r�,e L—d r�Pr ffzllm(1D• 1 f.rlreh. e r inn 1.11 I'rrcn H.31, !7# 9 �Wb-- 9 13 1 Kirk Boone said that the best way to visualize vertical equity is by using a scatter plot. 2 He said that this is an old example, but if the dots are even around the horizontal line then you 3 do not have a problem. He said the middle and bottom examples are depictions of problems. 4 5 Slide #22 Appraisal Final Thoughts Reappraisal Equity Staffing and Resources • Education * Reappraisal Podcast for elected officials —.https.Hpodcast.sog.unc.edu/2021103/25/pro e rty-revaluation/ FEI 6 7 Commissioner Richards asked for clarification on defining a neighborhood boundary. 8 Kirk Boone said it does not have to be a physical boundary. 9 Commissioner Richards asked if boundaries are set early in the process and if they can 10 be changed. 11 Kirk Boone said they are set early, and once they are set; they are set. 12 Chris McLaughlin made the following presentation: 13 14 Slide #1 Orange County Board of County Commissioners September 1 SchoolKirk Boone&Chris McLaughlin,UNC of ■ the 112, UNC GOVERNMENT 15 16 17 18 14 1 Slide #2 4 Limitations on Local Property Tax Authority 1. Uniformity clause of N.C. Constitution 2. "True value" appraisal standard 3. Limited refunds & releases 4. Appeal Process 2 3 4 Slide #3 1. Uniformity of Classification/Taxation 5 6 Chris McLaughlin said that only the General Assembly can set exemptions. 7 8 Slide #4 North Carolina Constitution., Art. V., Sect. 2 • Property Tax Classifications& Exemptions: • Power delegated only to the General Assembly • Uniform and statewide • No local exemptions • Property Tax Rates: • One rate per jurisdiction EXCEPT for "special service districts" •Applies to all property: real and personal and RIVIVs 9 15 1 Chris McLaughlin said that property tax rates must be uniform within a jurisdiction and 2 that there cannot be different rates for owner-occupied properties versus investor-owned 3 properties. He said they are not allowed to be creative with rates. He said that the only 4 exception is a special service district. He said those are identified and additional property taxes 5 are levied in that district for additional services. He said that within those districts there must be 6 uniformity on all properties. 7 8 Slide #5 Appraisal2. "True Value" 9 10 Chris McLaughlin said this is the goal of an appraisal. 11 12 Slide #6 "True Value"' § 7.05-283. Uniform appraisal standards. All property, real and personal, shall as far as practicable be appraised or valued at its true value in money. 13 14 15 Slide #7 3. Limitations on Tax Waivers/Refunds 16 16 1 Slide #8 Limited Authority for Tax Refunds & Waivers •§ 105-380. No taxes to be released, refunded, or compromised. •The governing body of a taxing unit is prohibited from releasing, refunding,or compromising all or any portion of the taxes levied against any property within its jurisdiction except as expressly provided in this Subchapter. •§ 105-381: Property Tax Release or Refunds only for: • clerical errors • illegal taxes BIM 2 3 Chris McLaughlin said that the Machinery Act, which has all of the laws for property 4 taxes, only allows refunds or waivers for clerical errors or illegal taxes. He said local boards 5 cannot just decide to forgive taxes. 6 7 Slide #9 Property - - Programs • Cannot create own exemptions • Cannot cap reappraisal value increases • Cannot waive property taxes unless illegal/clerical error • Must justify as housing or welfare programs • Income restrictions • Loans vs.grants? • Tied to length of home ownership? ri 8 9 Chris McLaughlin said the statutory limitations affect property tax relief programs. He 10 said local boards need to have a strong argument for why property tax relief programs are 11 allowed. 12 13 Slide #10 17 Appeal4. - ss si 1 2 3 Slide #11 PropertyAppeal • County appraisal presumed to be correct,•burden of proof on taxpayer •Same constitutional and statutory restrictions that apply to original appraisal process also apply to appeals 1. Informally to the assessor 2. County Board of Equalization & Review ("Bd of E&R") 3. State Property Tax Commission 4. State Courts i 4 5 Chris McLaughlin said that appeals are also driven by the goal of finding the "true market 6 value" of a property. He said there are approximately 60,000 properties in Orange County. He 7 said that staff cannot get to all properties, and there will be mistakes. He said that counties 8 cannot appeal a county board of equalization and review decision. 9 Nancy Freeman introduced the Tax Administration staff that were in attendance — 10 Deputy Assessor Chad Phillips, Real Property Appraiser Manager Roger Gunn, and Business 11 Officer Leslie Wilcox. 12 Chair Price thanked them for the work they have been doing. 13 Commissioner Bedford asked if land is assessed separate from the structures. 14 Roger Gunn said they are looking at combined values and that the state requires that 15 appraisers allocate a certain amount of value to land and to buildings. 16 Chair Price asked when neighborhood boundaries can be changed. 17 Kirk Boone said they can be changed prior to the next revaluation. 18 Chair Price asked if they can be changed now. 19 Kirk Boone said that the 2025 reappraisal is already likely planned. He said that a four- 20 year reappraisal schedule is a continuous process. 21 Chad Phillips said that neighborhoods are being reviewed now for the 2025 reappraisal. 18 1 Commissioner Bedford asked about the Northside neighborhood. She said that the 2 blocks are interspersed. She said that the true value is elevated from the sales approach. She 3 asked if it is appropriate to use an income approach for gentrified neighborhoods like that. 4 Roger Gunn said that the same approach has to be used for the same type of property. 5 He said that is because they all have the capacity to be rented or owner occupied. 6 Commissioner Bedford said that potential use is not the current use and that is hard to 7 swallow as being fair but that she understands the law. 8 Roger Gunn said there is no way of them having an idea of what an intended use of a 9 property might be. 10 Chris McLaughlin said that the goal is true market value. He said they seek the value 11 that buyers would pay for similar properties next door to each other, one rented, one not. He 12 said that sellers would likely sell them for similar prices. 13 Commissioner Richards asked for examples that show neighborhood comparisons with 14 assumptions that they are entering the new cycle with. She said they could show two identical 15 houses and how that might change going into the next revaluation. 16 Commissioner Bedford asked if there are different variables from neighborhood to 17 neighborhood. 18 Leslie Wilcox said if a new home is built, it is assessed through the permitting process. 19 She said a new construction home is not assessed in the same way as a home that had been 20 there for 20 years. 21 22 23 2. School Capital Needs Work Group Final Report 24 The Board received the Final Report from the School Capital Needs Work Group and provide 25 direction on next steps. 26 27 BACKGROUND: The Capital Needs Work Group (the work group) was established in Fall 28 2021 as a result of a petition by Commissioner Jean Hamilton of the Orange County Board of 29 County Commissioners (BOCC). The petition requested the work group address the capital 30 needs of the two public school systems in Orange County— Orange County Schools (OCS) and 31 Chapel Hill Carrboro City Schools (CHCCS) — especially the older schools, such that an 32 actionable plan (over 10 years) would be developed that would dedicate funds and a process to 33 address the needs. 34 35 The work group sees value in collaboration and coordinating capital efforts across the BOCC, 36 County staff and two school districts. The County is responsible for allocating capital funds 37 amongst the schools and County capital needs. The school districts are responsible for 38 managing their individual facilities to best meet local needs. In that context, the work group is 39 interested in continuing to explore ways to improve efficiencies and transparency, and to better 40 inform decision-making around the capital needs for all its schools. 41 42 The work group agreed to present the three recommendations listed below (and as detailed in 43 Appendix 1) to each of the three elected boards represented on the work group for 44 consideration and approval: 45 46 Hire a consultant to evaluate the County's approach to school capital planning, design, 47 contracting, and financing. 48 Research alternative funding sources for school capital improvements. 49 County and both school districts commit to continue working together on school capital 50 planning through the existing work group. 19 1 If both school boards and the County agree, and the County moves forward with the consulting 2 assessment, the work group should shift to an advisory role working with the consultant. School 3 districts and the County should appoint board and staff leaders to continue. 4 5 Chair Price said this report would be discussed with the schools at the upcoming joint 6 work session. 7 Gary Donaldson, Chief Financial Officer, said that a consultant is recommended for 8 creating a matrix. He said they looked at funding sources. He said staff worked with the school 9 systems for a need-based capital grant. 10 Commissioner Hamilton said it was a pleasure to work with the work group, which 11 included commissioners, school representatives, and staff. She said that over the years, a 12 backlog has developed of buildings that need to be renovated or replaced. She said because of 13 the cost, the county needs to be smart about it and prioritize. She said it is a complex issue and 14 a consultant would help. 15 Commissioner Fowler asked if Chapel Hill Carrboro City Schools already had a 16 consultant. 17 Commissioner Hamilton said they are doing a facilities review. 18 Commissioner Fowler asked how that would relate to this project. 19 Commissioner Hamilton said that a consultant would pull together all of the different 20 plans and help the county prioritize what schools would be done first and how it could be paid 21 for. 22 Chair Price said that Commissioner Hamilton had discussed how the funding could be 23 determined by the needs of the schools rather than a split in the total number of students. 24 Commissioner Greene clarified that the prioritization would cross school system lines to 25 determine which schools are in greatest need. 26 Commissioner Hamilton said yes. 27 Commissioner Greene asked what consultants would be qualified to make that 28 assessment about a county with multiple school districts. 29 Commissioner Hamilton said it does not matter if there is one district or two because this 30 examines school by school to determine the needs. 31 Commissioner Greene asked if there are consultants that can provide estimates on how 32 to remodel schools. 33 Commissioner Hamilton said yes, and that Greensboro schools recently used a 34 consultant to determine this. 35 Commissioner Richards asked for clarification on how the schools would be reviewed. 36 She asked who would prioritize the schools. 37 Commissioner Hamilton said the consultants would help determine the needs and then 38 priorities would come from that process. 39 Commissioner Richards said that a combined look at the facilities may be difficult 40 because of the culture of the two systems in place. 41 Commissioner Hamilton said she felt that the capital needs task force showed that the 42 school systems could work together. 43 Commissioner Richards asked if the districts could not figure it out, a third outside party 44 would be helpful. 45 Commissioner Hamilton said that existing maintenance staff are having difficulty 46 managing projects. 47 Commissioner Richards said a combined maintenance facility department across the 48 county could be more efficient. 49 Commissioner Hamilton said this is an opportunity to pull the districts together around 50 facilities and there would probably be a separate project manager to oversee this. She said that 51 they have to try something different, because what they are doing isn't getting where they need 20 1 to be. She said when you think about the complexity of different pieces, and the willingness to 2 talk, then the report reflects conversations from the work group. She said it could lead to other 3 efficiencies. 4 Commissioner Bedford said she read all of the report and appreciated all of the 5 information. She said she does not see taxpayers supporting a merger of facilities. She said 6 that she supports having a consultant. She said that consultants could help prioritize and show 7 different options for replacement and renovation. She said that she would also like the 8 consultant to review other ways to finance the needs. She said that for swing space as schools 9 are replaced, some schools are able to absorb more students if the school system has the 10 willingness to make the decision. She said that she is concerned about SAPFO, and the school 11 boards have different facility needs based on students. She said they can also talk about 12 construction standards. She said it will be helpful to know when a building is just obsolete and 13 there is no return on investment. She said the group should leave SAPFO alone because the 14 town's attorneys are ready to abandon it. She said they should also look at what land banking 15 looks like. 16 Commissioner Richards said the report came out in the previous week, and both school 17 districts lost students. She said that the county has the second and third highest resourced 18 districts in the state. She said that there are a lot of administrative staff in both districts, and she 19 did not understand why the staff could not figure out what the needs are. She said that she 20 would like to see a tight work plan and a cap on the amount that will be spent. 21 Commissioner Greene said looking at recommendations, she wonders about a 22 consultant that can navigate having two school systems. She said that it seems like a 23 challenge, but not an insurmountable challenge. She said that a consultant can be a neutral 24 third party. She said that the county should be able to produce a strategy. 25 Commissioner Hamilton said that the school systems have high operating resources, but 26 not for capital. She said this is an opportunity. She said that having fewer students might be 27 good timing so the county can focus on renovating. She response to Commissioner Greene's 28 comments, she said that the county has no policies on renovating buildings. She said they can 29 put in policies that say how much the county will spend on building a school. 30 Commissioner Fowler said some groundwork has already been done on this by Chapel 31 Hill Carrboro City Schools. She said the conditions have changed due to fewer students. She 32 said that a consultant can evaluate the existing plans and reprioritize. She said that providing 33 school facilities is an obligation of the county. She said that the need is high, and a priority list 34 would help the county. 35 Chair Price said that there are limits to what a consultant can do coming into a county 36 like Orange. She said that the school systems want to work together, but also remain 37 independent. She said that the consultant can help find efficiencies and economies of scale. 38 She said that they will need to look at a bond referendum in a few years, and the school districts 39 will have to come together on that. She said that she would like to see a scope of work on what 40 the consultant will do. She said that a third party will look at it differently than the Board. 41 Commissioner Bedford said that if there is enough funding then they could use joint 42 ordering for supplies and the architect was clear that you need to build for quality. 43 Commissioner Hamilton said the work group would help develop the scope of work for 44 the consultant, along with the information that comes out of the joint work session later in the 45 month. 46 Chair Price thanked Commissioner Hamilton for her leadership on the group and for 47 getting this along this far. She said this item is to be continued for discussion. 48 49 3. Animal Services Advisory Board —Appointment Discussion 50 The Board considered an appointment to the Animal Services Advisory Board. 51 21 1 BACKGROUND: The charge of the Animal Services Advisory Board is to advise the Board of 2 County Commissioners on matters of concern regarding animal issues and animals services in 3 Orange County and to work with the Animal Services Director on various policy concerns and 4 issues regarding County animal services. 5 6 The Board of County Commissioners appoints all thirteen (13) members with representation 7 from various related fields and municipalities. 8 9 The following individual is recommended for Board consideration: NAME POSITION TYPE OF EXPIRATION DESCRIPTION APPOINTMENT DATE TERM Judy Miller Animal Partial Term 06/30/2023 Welfare/Advocacy 10 11 If the individual listed above is appointed, the fo[lowing vacancies remain: POSITION EXPIRATION VACANCY INFORMATION DESIGNATION DATE Town of Carrboro 06/30/2024 Vacant since 06/30/2021 Town of Chapel 06/30/2024 Vacant since 06/30/2021 Hill At-Large 06/30/2025 Vacant since 06/30/2022 Owner/Manager 06/30/2023 Vacant since 01/05/2022 Retail Pet Services 12 13 Deputy Clerk to the Board Tara May introduced the item. 14 Commissioner Fowler said she was fine with Judy Miller as the recommended applicant. 15 She also suggested that Kimberly Rider fill Owner/Manager Retail Pet Services position. 16 Commissioner Bedford agreed with the suggestion. 17 Tara May said that Kimberly Rider would meet the qualifications. 18 Commissioner Bedford asked if Denise Doolan was eligible for the Chapel Hill position. 19 Tara May said yes. 20 Commissioner Bedford suggested Denise Doolan for the position. 21 Commissioner Richards supported Denise Doolan for the Chapel Hill position. 22 Tara May said that left the At-Large and the Town of Carrboro positions vacant. 23 Commissioner Bedford said she did not see anyone from Carrboro on the applicant list. 24 Tara May said that was correct, that there were no eligible applicants for the Carrboro 25 position. 26 Tara May said that Jennifer Stout was still interested in the At-Large position. 27 Commissioner Bedford said that Jennifer Stout was already on the Animal Services 28 Hearing Advisory Pool, and she supported Jennifer Stout for the At-Large position as well. 29 The Board agreed by consensus on the recommended applicant, Judy Miller, for the 30 Animal Welfare/Advocacy position, Kimberly Rider for the Owner/Manager Retail Pet Services 31 position, Denise Doolan for the Chapel Hill position, and Jennifer Stout for the At-Large 32 Position. 33 34 22 1 4. Arts Commission —Appointment Discussion 2 The Board considered an appointment to the Arts Commission. 3 4 BACKGROUND: The Arts Commission recommends strategies to promote the artistic and 5 cultural growth of Orange County, advises the Board of Commissioners on matters involving the 6 arts, and acts as the granting panel for funding programs available to individual artists and non- 7 profit groups sponsoring arts projects in Orange County. 8 9 The Board of County Commissioners appoints all fifteen (15) At-Large members. 10 11 The following individual is recommended for Board consideration: NAME POSITION TYPE OF EXPIRATION DESCRIPTION APPOINTMENT DATE TERM Josh Rosenstein At-Large First Full Term 09/30/2025 12 13 If the individual listed above is appointed, no vacancies remain. 14 15 Tara May introduced the item. 16 The Board agreed by consensus on the recommended applicant. 17 18 5. Board of Health —Appointment Discussion 19 The Board considered an appointment to the Board of Health. 20 21 BACKGROUND: The Board of Health makes policy and is charged with protecting and 22 promoting public health in Orange County. 23 24 The Board of County Commissioners appoints all eleven (11) members with representation from 25 specific health-related professions and the general public. 26 27 The following individual is recommended for Board consideration: NAME SPECIAL TYPE OF EXPIRATION REPRESENTATIVE APPOINTMENT DATE TERM Dr. Allessandra Dentist First Full Term 06/30/2025 Lower 28 29 If the individual listed above is appointed, the following vacancy remains: POSITION EXPIRATION VACANCY INFORMATION DESIGNATION DATE At-Large 06/30/2023 Vacant since 04/20/2022 30 31 Tara May introduced the item. She said that there are recent applications that could be 32 considered at a future meeting for the vacant position. 33 Commissioner Bedford said she was ok with the recommended applicant and waiting to 34 fill vacancies until the new applications could be reviewed. 35 Commissioner Fowler said she was happy to wait, but she thought Rachel Royce would 36 be a good fit for the vacant At-Large position. 37 Commissioner Greene said Christina Hilliard sounded interesting. 38 Chair Price said she could support Rachel Royce. 23 1 Commissioner Hamilton said the Board of Health had not discussed recommendations 2 for the vacant At-Large position. 3 Chair Price noted that the position had only been vacant for a few months. 4 Chair Price and Commissioner Richards asked if the Board of Health is looking for a 5 specific type of applicant. 6 Commissioner Hamilton said it was a timing issue. 7 The Board agreed by consensus on the recommended applicant. The commissioners 8 agreed to wait for the Board of Health to make a recommendation for the vacant position. 9 10 6. Commission for the Environment—Appointments Discussion 11 The Board considered appointments to the Commission for the Environment. 12 13 BACKGROUND: The Commission for the Environment advises the Board of Commissioners 14 on matters affecting the environment with particular emphasis on protection. It educates the 15 public and local officials on environmental issues and performs special studies and projects. It 16 also recommends environmental initiatives and study changes in environmental science and 17 local and federal regulations. 18 19 The Board of County Commissioners appoints all fifteen members, including 10 At-Large 20 members and five members with expertise in specific fields. 21 22 The following individuals are recommended for Board consideration: NAME POSITION TYPE OF EXPIRATION DESCRIPTION APPOINTMENT DATE TERM Geneva Gray Air Quality Partial Term 12/31/2022 Mark Randall Engineering First Full Term 12/31/2024 Regina Baratta At-Large First Full Term 12/31/2024 23 24 If the individuals listed above are appointed, the following vacancy remains: POSITION EXPIRATION VACANCY INFORMATION DESIGNATION DATE At-Large 12/31/2022 Vacant since 07/06/2022. 25 26 Tara May introduced the item. 27 Commissioner Fowler said she supported Geneva Gray and Regina Baratta, but it did 28 not appear Mark Randall was an engineer and there were several other applicants with an 29 engineering background. 30 Commissioner Bedford suggested moving Mark Randall to an At-Large position. 31 Commissioner Bedford suggested Victor Lancaster for the Engineering position. 32 Commissioner Fowler suggested David McNelis for the Engineering position. 33 Commissioner Bedford said there were several good candidates. 34 The Board agreed by consensus on the recommended applicants, Geneva Gray and 35 Regina Barrata, for Air Quality and At-Large positions, Mark Randall for an At-Large position, 36 and David McNelis for the Engineering position. 37 38 24 1 7. Durham Technical Community College —Appointment Discussion 2 The Board considered an appointment to the Durham Technical Community College Board of 3 Trustees. 4 5 BACKGROUND: Durham Technical Community College is governed by a Board of Trustees. 6 Four members of the Board are appointed by the governor, four are appointed by the Durham 7 County Board of Commissioners, four are appointed by the Durham Public Schools Board of 8 Education, and two are appointed by the Orange County Board of Commissioners. Trustees 9 serve four-year terms and set local policy for the College. 10 11 The following position is presented for Board consideration: NAME POSITION TYPE OF EXPIRATION DESCRIPTION APPOINTMENT DATE TERM BOCC At-Large Partial Term 06/30/2024 Appointment 12 13 If the position listed above is filled, no vacancies remain. 14 15 Tara May introduced the item. She referred to an email Durham Tech sent her the 16 previous day which was forwarded to the Board. She said that the Durham Tech Board of 17 Trustees recommended Janet Hadar for the At-Large position. 18 Chair Price said that this action would be to replace Lee Storrow who was stepping 19 down. She said that the Board of Trustees and President Buxton wanted Janet Hadar due to 20 her connection with UNC Health. 21 The Board agreed by consensus on Janet Hadar. 22 Commissioner Bedford said that it was interesting that the Governor appoints four 23 members, Durham County appoints four members, Durham Public Schools appoint four 24 members, but Orange County only has two representatives. She said the Orange County 25 campus likely doesn't have as many students. 26 Chair Price said that Durham County has invested a lot in Durham Academy. She said 27 that previous changes to the Board of Trustees make up had to go through the General 28 Assembly. 29 30 8. Human Relations Commission —Appointments Discussion 31 The Board considered appointments to the Human Relations Commission. 32 33 BACKGROUND: The Human Relations Commission advises the Board of County 34 Commissioners on solutions to problems in the field of human relationships. It also makes 35 recommendations designed to promote goodwill and harmony among groups in the County 36 irrespective of their race, color, creed, religion, ancestry, national origin, sex, affectional 37 preference, disability, age, marital status or status with regard to public assistance. 38 39 The Board of County Commissioners appoints all twelve (12) members. 40 41 The following persons are recommended for Board consideration: 42 25 1 NAME POSITION TYPE OF EXPIRATION DESCRIPTION APPOINTMENT DATE TERM Jenn Sykes At-Large Partial Term 06/30/2023 An'ail Taylor At-Large First Full Term 09/30/2025 2 3 If the individuals listed above are appointed, the following vacancies remain: POSITION EXPIRATION VACANCY INFORMATION DESIGNATION DATE At-Large 09/30/2025 Vacant since 10/13/2021 Town of Carrboro 06/30/2025 Vacant since 04/07/2022 At-Large 06/30/2025 Vacant since 02/22/2022 Town of Chapel 06/30/2025 Vacant since 01/07/2020 Hill At-Large 06/30/2023 Vacant since 07/11/2022 4 5 Tara May introduced the item. 6 Chair Price suggested Nathalie Volkheimer and Ruby Garcia for two of the vacant 7 positions. 8 Commissioner Bedford agreed with those suggestions 9 Commissioner Greene asked why Jenn Sykes would only be recommended for a partial 10 term. 11 Tara May said she chose the seats at random after receiving the recommendations, and 12 that Jenn Sykes could be appointed to another term. She said that Jenn Sykes would still be 13 eligible for two full terms after the partial term ends. 14 Commissioner Greene said the Human Relations Commission is down a lot of members 15 and that the commission is asking the Board to delay further appointments. She asked about 16 the rationale for keeping the positions vacant. 17 Tara May said she did not know the rationale. 18 Chair Price said there was practice for members to vet applicants and that advisory 19 boards and commissions might be looking for certain demographics. She said that she was 20 looking at the long-term vacancies on the list and she thought the Board should fill the 21 vacancies. 22 Commissioner Bedford said there were good applicants. 23 Commissioner Richards asked about the process for filling town positions. 24 Tara May said towns do not need to put forth recommendations for the seats. 25 Commissioner Richards said it is an important board with a lot of vacancies and that 26 they should be filled. 27 Commissioner Bedford suggested Deborah Baker for the other vacant At-Large position. 28 Commissioner Fowler agreed with the suggestion of Nathalie Volkheimer and Ruby 29 Garcia. 30 The Board agreed by consensus on the recommended applicants, Jenn Sykes and 31 Anjail Taylor, Nathalie Volkheimer for an At-Large position and Ruby Garcia for the Town of 32 Chapel Hill position. 33 Commissioner Bedford suggested Deborah Baker since she comes from the Bingham 34 Township and would be a representative from the county. 35 The Board did not come to a consensus on Deborah Baker for an At-Large position. 36 Commissioner Bedford asked if the Human Relations Commission could spend time with 37 Deborah Baker to see if she would be a good fit for the position. 26 1 2 9. Orange County Board of Adjustment—Appointment Discussion 3 The Board considered an appointment to the Orange County Board of Adjustment. 4 5 BACKGROUND: The Board of Adjustment hears and decides on variance applications, 6 appeals submitted related to official decisions/determinations made by the Planning Director, 7 reviews and takes action on Class B Special Use Permit applications, as well as matters 8 required to pass by the Unified Development Ordinance. 9 10 The Board of County Commissioners appoints all seven (7) members. The Board of Adjustment 11 does not make recommendations. 12 13 The following position is presented for Board consideration: NAME POSITION TYPE OF EXPIRATION DESCRIPTION APPOINTMENT DATE TERM BOCC At-Large Partial Term 06/30/2024 Appointee 14 15 If the position listed above is filled, no vacancies remain. 16 17 Tara May introduced the item. She said that Greg Neimiroski would be an eligible 18 applicant and that he had already received training. 19 The Board agreed by consensus on Greg Neimiroski for the At-Large position. 20 21 10. Orange County Parks and Recreation Council —Appointment Discussion 22 The Board considered an appointment to the Orange County Parks and Recreation Council. 23 24 BACKGROUND: The Orange County Parks and Recreation Council consults with and advises 25 the Department of Environment, Agriculture, Parks and Recreation, and the Board of County 26 Commissioners on matters affecting parks planning, development and operation; recreation 27 facilities, policies and programs; and public trails and open space. 28 29 The Board of County Commissioners appoints all twelve members with representatives from 30 each of the county's townships plus its municipalities. 31 32 The following individual is recommended for Board consideration: NAME POSITION DESCRIPTION TYPE OF EXPIRATION APPOINTMENT DATE TERM Roderick Hillsborough Town Limits First Full Term 09/30/2025 Jones (re-appointment) 33 34 If the individual listed above is appointed, the following vacancy remains: POSITION EXPIRATION VACANCY INFORMATION DESIGNATION DATE Chapel Hill 03/31/2023 Vacant since 10/13/2021. Township 35 Tara May introduced the item. 27 1 The Board agreed by consensus on the recommended applicant, Roderick Jones, for 2 the Hillsborough position. 3 Chair Price noted that the Chapel Hill position was vacant. 4 Tara May said that Andrea Zimmerman is eligible for the position. 5 The Board by consensus on Andrea Zimmerman for the vacant Chapel Hill position. 6 7 11. Orange Unified Transportation Board —Appointments Discussion 8 The Board considered appointments to the Orange Unified Transportation Board. 9 10 BACKGROUND: The Orange Unified Transportation Board (OUTBoard) advises the Orange 11 County Board of County Commissioners on the overall planning and programming of 12 transportation improvements in the County. 13 14 The Board of County Commissioners appoints all fourteen (14) members, with representation 15 from each of the County's townships. The OUTBoard does not make recommendations. 16 17 The following positions are presented for Board consideration: NAME POSITION TYPE OF EXPIRATION DESCRIPTION APPOINTMENT DATE TERM BOCC Cedar Grove Partial Term 09/30/2023 Appointment Township BOCC Little River Township Partial Term 09/30/2023 Appointment 18 19 If the positions listed above are filled, the following vacancies remain: 20 POSITION EXPIRATION VACANCY INFORMATION DESIGNATION DATE At-Large 09/30/2023 Vacant since 05/11/2022 At-Large 09/30/2022 Vacant since 07/21/2022 21 22 Tara May introduced the item. 23 The Board agreed by consensus on Art Menius for the Little River position and Patricia 24 Hull for the Cedar Grove position. 25 26 12. Workforce Development Board -Appointment Discussion 27 The Board considered an appointment to the Workforce Development Board. 28 29 BACKGROUND: The Workforce Development Board helps individuals and businesses within 30 this five-county region gain access to the programs and services that connect talent to jobs. 31 32 The following individual is recommended for Board consideration: NAME POSITION TYPE OF EXPIRATION DESCRIPTION APPOINTMENT DATE TERM Nancy Coston Department of Social Full Term 06/30/2025 Services Appointee 33 If the individual listed above is appointed, no vacancies remain. 34 28 1 Tara May introduced the item. 2 The Board agreed by consensus on the recommended applicant. 3 4 A motion was made by Commissioner Bedford and seconded by Commissioner 5 Hamilton to adjourn the meeting at 9:25 p.m. 6 7 VOTE: UNANIMOUS 8 9 10 Renee Price, Chair 11 12 13 Laura Jensen 14 Clerk to the Board 15 16 Submitted for approval by Laura Jensen, Clerk to the Board. Attachment 2 1 1 DRAFT MINUTES 2 ORANGE COUNTY 3 BOARD OF COMMISSIONERS 4 BUSINESS MEETING 5 September 20, 2022 6 7:00 p.m. 7 8 The Orange County Board of Commissioners met for a Business Meeting on Tuesday, 9 September 20, 2022 at 7:00 p.m. at the Whitted Human Services Center in Hillsborough, NC. 10 11 COUNTY COMMISSIONERS PRESENT: Chair Renee Price, Vice Chair Jamezetta Bedford, 12 and Commissioners Amy Fowler, Sally Greene, Jean Hamilton, and Anna Richards 13 COUNTY COMMISSIONERS ABSENT: Commissioner Earl McKee 14 COUNTY ATTORNEYS PRESENT: John Roberts 15 COUNTY STAFF PRESENT: County Manager Bonnie Hammersley, Deputy County Manager 16 Travis Myren, and Clerk to the Board Laura Jensen. (All other staff members will be identified 17 appropriately below) 18 19 Chair Price called the meeting to order at 7:00 p.m. All commissioners were present 20 except Commissioner McKee. 21 22 Chair Price expressed condolences to the families of Devin Clark and Lyric Woods, two 23 teenagers who were killed in Orange County over the weekend. She encouraged people who 24 are interested to rely on information posted by the Orange County Sheriff's Office in order to 25 avoid the spread of misinformation. 26 27 1. Additions or Changes to the Agenda 28 None. 29 30 Chair Price dispensed with reading the public charge. 31 32 2. Public Comments (Limited to One Hour) 33 a. Matters not on the Printed Agenda 34 Dale Hodson read the following statement: 35 "My name is Dale Hodson and I'm here about your anti-picketing ordinance. 36 A quote from the Sheriff regarding the Orange High football event: 37 a small group of protesters assembled ... Neither side ... engaged in ... criminal activity, nor 38 engaged in speech that went outside ... the free speech that is protected by the ... Constitution 39 ... No crimes were committed, no one was injured ...' So, what the Sheriff included, but Carrie 40 Doyle didn't in her statement to you, was that several of the protesters were displaying large 41 BLM and 'Pride' banners — this wasn't a one-sided protest. And yet this is the free speech you 42 want to ban. You have been misled. From the beginning, this ordinance has been driven by the 43 content of speech. The Orange County Schools Board revealed this with their racist screed from 44 October of last year. They list their motivations: `white nationalist displays,' `harm deepened by 45 White people,' `ties to white supremacy,' `adults motivated by racist self-interest.' You are being 46 duped by the OCS Board with their racist myths. Parents were protesting because of the OCS 47 COVID rules, not because they were white. You've used the Wake County picketing ordinance 48 as a model for Orange County. However, in Wake County, and in Chapel Hill as well, there are 49 no special restrictions around schools or playgrounds — why is Orange County going such a 50 different direction? Orange County - once home to freedom marches and protests in support of 51 civil liberties, is now attempting to abridge free speech. Commissioner Hamilton is advancing a 2 1 legal theory in which citizens holding signs, or simply talking, become criminals for the act of 2 `hurting kids' feelings.' For the simple act of speaking or holding a sign, she wants criminal 3 prosecution. You are trying to limit the `where and when' of protests, but protests often happen 4 spontaneously, and in locations where the right audience is present. In this case, places where 5 parents are frequently present, namely, near their neighborhood schools. Keeping parents from 6 gathering together is EXACTLY the motivation of the OCS Board. The OCS Board's pursuit of 7 this ordinance is not their claimed `safety of students,' it is to silence parents. Who among you 8 can say that speech from picketers is harmful? History shows that social change in America can 9 be HELPED by protests. Kids exposed to tough language can be strengthened by this 10 exposure, not necessarily harmed. Kids can become emotionally stronger and better adjusted to 11 life's varied experiences. And finally, consider this: Kids willingly expose themselves to the 12 harsh world of TikTok, Twitter, and Instagram, so they can surely deal with words and signs 13 from protesters. I urge you to reject the argument that tough language should be made criminal 14 —don't penalize every citizen of Orange County for unprovable and non-violent 'emotional harm.' 15 Please stop pursuing this misguided proposal." 16 17 b. Matters on the Printed Agenda 18 (These matters will be considered when the Board addresses that item on the agenda below.) 19 20 3. Announcements, Petitions and Comments by Board Members 21 Commissioner Richards said she was able to attend the Advisory Board on Aging 22 meeting this week. She said she is looking forward to hearing about the Master Aging Plan 23 tonight. She shared that she attended the Attorney General's presentation at Whitted on 24 Monday about the Opioid Settlement and how it is going to impact Orange County. She thanked 25 Commissioner Greene for her work on the settlement. She said that, unfortunately, the Suicide 26 Prevention Walk is the same night as their joint meeting with the school boards on September 27 29, 2022. 28 Commissioner Bedford said the DSS board met yesterday. She said they are hopeful 29 that federal emergency provisions allowing additional benefits will continue to be in place until 30 January. She said the Partnership to End Homelessness met last week and approved projects 31 for approximately $900,000, pending HUD's awards, as well as Emergency Solutions Grant 32 funds for around $100,000. She said staff did a good job with the process and she thanked 33 volunteers who served on the Project Review Committee. She also said the Durham-Chapel Hill 34 MPO met in person at the Durham City Hall, and the new executive director was there. She said 35 there are lots of plans for projects. 36 Commissioner Hamilton said the Capital Needs Workgroup will be meeting tomorrow 37 morning to continue work after providing their report. She said she is looking forward to the 38 presentation on September 29th for the joint meeting with the school boards to continue 39 discussions on how to address aging school facilities and meet the capital needs given the 40 constraints of the county's budget. 41 Commissioner Greene said she has been out of town for several days and regretfully 42 missed the MPO meeting and the Attorney General's talk. She said she chaired the Triangle J 43 Aging Coalition meeting today and was proud to learn that Janice Tyler, Department on Aging 44 Director, is part of the planning committee for the statewide aging plan. 45 Commissioner Fowler said since their last meeting, the Library Task Force met and 46 looked at how other counties funds municipal libraries and will continue to meeting into the fall 47 to look at how to continue funding Chapel Hill Library and also inter-operability. She said they 48 plan to make a presentation to the Board of Commissioners in February, and the Town Councils 49 after that. She said the ABC Board met today and reviewed their annual audit, which was clean, 50 and they are doing well financially. She said the new ABC store in Southern Village should open 51 in October 2022, and the new Mebane store will likely open in February 2023. 3 1 Chair Price asked staff to bring information to the Board about the proposed 2 Community Home Trust Elected Officials Advisory Committee. She said she attended the 3 roundtable with Josh Stein on Monday. She said she is very impressed with the Lantern Project 4 and the people who spoke, Michael Ashe and Crystal Graham, were very open. She said one 5 issue they mentioned is transportation. She said she wants to look at ways to provide better 6 transportation from rural areas, small towns, and into the cities. She said she met with the 7 school boards chairs to set the agenda for the joint meeting on September 29th. She said the 8 Board will receive an update from the schools since the school year has started, their funding, 9 school safety, and capital needs. She shared that the Visitors Bureau has new visitor's guide 10 and map. 11 12 4. Proclamations/ Resolutions/ Special Presentations 13 14 a. Resolution Authorizing the Installation of a Historical Marker on the Southeast Corner 15 of the Historic Courthouse Lawn 16 The Board considered the approval of a resolution authorizing the installation of a historical 17 marker on the southeast corner of the lawn at the Historic Courthouse. 18 19 BACKGROUND: The Orange County Community Remembrance Coalition has been working to 20 place at least two historical markers in the County — one on the grounds of the Orange County 21 Old Courthouse at Hillsborough, and one within the Town of Carrboro. The purpose of the 22 markers is to document the history of racial terror lynchings that claimed the lives of more than 23 120 Black people in North Carolina, and specifically the four that are known to have taken place 24 in Orange County. 25 26 The Orange County Community Remembrance Coalition has partnered with the Equal Justice 27 Initiative (EJI), a non-profit organization that provides historical markers for community 28 remembrance coalitions at no cost, other than for installation of the marker. The wording and 29 design of the marker is provided by the EJI. More information regarding the EJI Historical 30 Marker program can be found in Attachment 1. 31 32 The proposed location for the marker is the southwestern portion of the Historic Courthouse 33 lawn as shown on the map in Attachment 2. The dimensions and appearance of historical 34 marker were reviewed and approved by the Town of Hillsborough. The costs to install the 35 marker are minimal and estimated to be under $500. 36 37 Attachment 3 is a resolution authorizing the installation of the marker on the grounds of the 38 Historic Courthouse. Upon approval by the Board, the resolution along with a letter will be sent 39 to EJI, and EJI can begin the process of creating the marker, which may take several months 40 before it is ready for installation. 41 42 Chair Price reviewed the background information for the item. 43 Steve Arndt, Asset Management Services Director, gave the following PowerPoint 44 presentation: 45 46 4 1 Slide #1 Equal Justice Initiative Historical Marker Orange County September20,2022 2 3 Slide #2 Historical Marker Overview • The Equal Justice Initiative (EJI) is dedicated to supporting communities across our nation in confronting historical trauma and advancing truth- telling at the local level. Equal • Historical markers are a compelling Initiative tool that can help create a permanent record of racial terror violence and expose an entire community to our shared history of racial injustice. 4 5 Slide #3 Historical Marker Overview Through EJI's Community Remembrance Project, EA sponors historical marker projects, with each markervalued at about 3000 each # including fabrication and shipment. • EA works with local Community Remembrance Coalitions made up of a diverse members of their community to facilitate these projects. 6 7 Steve Arndt said including the cost of the marker and $5,000 in scholarship money for 8 an essay contest, EJI total contribution for the marker is $8,000. 9 5 1 Slide #4 Hove Big are the ES] Historical Markers? • EJI sponsored marker panels are rectangular in shape, about 42 inches wide by 38.5 inches high. The polls (or mounting posts) are non- break away 7-foot tall octagonal aluminum posts. The marker,including its 7 ft post, weighs about 100 lbs. 2 3 Slide #5 What area the Historical Marker Design Features? • EJI markers generally use a blue plate color;gold lettering; and the Community Remembrance Project emblem at the top of the marker, customized far each community's I-VAb state and county. AC 4 5 Slide #6 Proposed Location of Historical Marker �'N�KN wF+.ci 1lmawmrul .ice I f0�1 I I 6 6 1 Commissioner Richards read the following resolution: 2 3 ORANGE COUNTY BOARD OF COUNTY COMMISSIONERS 4 RESOLUTION AUTHORIZING HISTORICAL MARKER 5 6 WHEREAS, racial terror lynching was known widely to occur across the United States in the 7 aftermath of the Civil War, and from Reconstruction through the middle of the twentieth century, 8 a practice predominantly inflicted upon Black or African American men, women and children by 9 white individuals, vigilante mobs and law enforcement officers -- to instill fear and to thwart the 10 social, economic and political advancement of Black people; and 11 12 WHEREAS, between 1865 and 1950, documented racial terror lynchings claimed the lives of 13 more than 120 Black people in North Carolina, and four are known to have taken place in 14 Orange County; and 15 16 WHEREAS, the Orange County Community Remembrance Coalition has been working to place 17 at least two historical markers in the County, one on the grounds of the Orange County Old 18 Courthouse at Hillsborough, and one within the Town of Carrboro; and 19 20 WHEREAS, the dimensions and appearance of a historical marker comply with the provisions of 21 the Historic District Commission of the Town of Hillsborough, and the location on County 22 property has been approved by Orange County staff, and will be accommodated into the site 23 renovation plans; and 24 25 WHEREAS, the Equal Justice Initiative (EJI) provides such markers for community 26 remembrance coalitions, and approves the wording on the historical markers; and 27 28 WHEREAS, the delivery of the sign may take several months once EJI receives site 29 authorization documentation; and 30 31 WHEREAS, the Orange County Manager has approved that the labor to install the marker will 32 be provided by Orange County staff; 33 34 NOW THEREFORE BE IT RESOLVED that the Orange County Board of Commissioners does 35 hereby approve the placement of a historical marker on the grounds of the Old Courthouse 36 between East King Street and East Margaret Lane; 37 38 BE IT FURTHER RESOLVED that the Equal Justice Initiative shall provide the historical marker 39 at no charge to Orange County, shall have the marker delivered to Orange County, and should 40 the historical marker be vandalized or similarly damaged, the Equal Justice Initiative will replace 41 the sign, at no charge to Orange County; and 42 43 BE IT MOREOVER RESOLVED that Orange County will assume responsibility for installing the 44 historical marker and for maintaining the site after installation. 45 46 This the 2011 day of September, 2022. 47 48 49 Renee A. Price, Chair 50 Orange County Board of Commissioners 7 1 A motion was made by Commissioner Richards, seconded by Commissioner Hamilton, 2 to approve and authorize the Chair to sign the resolution. 3 4 VOTE: UNANIMOUS 5 6 Chair Price asked the Clerk to prepare a cover letter to send the historical marker 7 resolution. 8 9 b. Resolution Apologizing for Past Racial Terror Lynching 10 The Board considered approving a resolution acknowledging criminal acts of racial terror 11 lynching that occurred across the United States in the aftermath of the Civil War and from 12 Reconstruction through the middle of the twentieth century, and specifically acts that occurred in 13 Orange County; apologizing to all victims of racial terror lynching in Orange County perpetrated 14 or condoned by past Orange County elected officials; and expressing deepest sympathies to the 15 families and descendants for all women and men who were murdered by racial terror lynching, 16 and for the denial of their dignity and basic human rights. 17 18 BACKGROUND: Racial terror lynching was known widely to occur across the United States in 19 the aftermath of the Civil War and from Reconstruction through the middle of the twentieth 20 century. These criminal acts were committed against numerous named and unnamed 21 individuals and claimed the lives of more than 120 Black people in North Carolina. Four such 22 criminal acts specifically known to have taken place in Orange County occurred against Daniel 23 Morrow, Jefferson Morrow, Cyrus Guy, Wright Woods and Manly McCauley. 24 25 BOCC Chair Renee Price and Commissioner Anna Richards drafted the proposed Board 26 resolution. The resolution acknowledges the criminal acts of racial terror lynching that occurred 27 in Orange County; apologizes to all victims of racial terror lynching in Orange County 28 perpetrated or condoned by past Orange County elected officials; and expresses deepest 29 sympathies to the families and descendants for all women and men who were murdered by 30 racial terror lynching. 31 32 Chair Price read the following Resolution: 33 34 ORANGE COUNTY BOARD OF COUNTY COMMISSIONERS 35 RESOLUTION APOLOGIZING FOR PAST RACIAL TERROR LYNCHING 36 37 WHEREAS, racial terror lynching was known widely to occur across the United States in the 38 aftermath of the Civil War and from Reconstruction through the middle of the twentieth century; 39 and 40 41 WHEREAS, lynching became a practice predominantly inflicted upon Black or African American 42 men, women and children by white individuals, vigilante mobs and law enforcement officers —to 43 instill fear and to thwart the social, economic and political advancement of Black people; and 44 45 WHEREAS, on August 7, 1869, Daniel Morrow and Jefferson Morrow, African American 46 farmworkers near Hillsborough, were accused of barn burning and insulting women, and 47 lynched by a mob that left a note identifying themselves as the Ku Klux Klan; and 48 49 WHEREAS, on September 12, 1869, Wright Woods, alleged to have made certain remarks to a 50 white girl, was abducted by four white men, killed and found in Little River with a note attached 51 to his foot that read, "if the law will not protect virtue, the rope will"; and 8 1 2 WHEREAS, on December 2, 1869, Cyrus Guy, allegedly having made a snide remark to a white 3 woman, was taken by a mob and left hanging from a tree at the intersection of Faucette Mill 4 Road and Lebanon Road as a sign for other"mulattos" in the area to know their place; and 5 6 WHEREAS, on or about October 30,1898, Manly McCauley, an 18-year-old Black man, was 7 seized by a mob of white men, accused of eloping with a married white woman, and lynched 8 from a dogwood tree near current day Hatch Road and Old Greensboro Road, and the four men 9 tried for the lynching were acquitted; and 10 11 WHEREAS, in denial of their constitutional rights to a fair trial, and without the opportunity to 12 present their defense, the afore-mentioned men were brutally executed; and 13 14 WHEREAS no evidence exists to indicate that elected officials of Orange County — i.e., sheriff, 15 commissioners, or judges — did anything to prevent these lynchings, or to prosecute those who 16 performed, aided or abetted these actions, or were otherwise complicit in this racial terror; and 17 18 WHEREAS, in contravention of their responsibilities to protect and serve all the people of 19 Orange County, the aforementioned public servants violated their oaths of office; 20 21 NOW THEREFORE BE IT RESOLVED that the Orange County Board of Commissioners does 22 hereby acknowledge that criminal acts of racial terror lynching were committed against 23 numerous named and unnamed individuals, including Daniel Morrow, Jefferson Morrow, Cyrus 24 Guy, Wright Woods and Manly McCauley; and 25 26 BE IT FURTHER RESOLVED that the Orange County Board of Commissioners now apologizes 27 to all victims of racial terror lynching in Orange County perpetrated or condoned by past Orange 28 County elected officials; and 29 30 BE IT MOREOVER RESOLVED that the Orange County Board of County Commissioners 31 herewith expresses our deepest sympathies to the families and descendants for all women and 32 men who were murdered by racial terror lynching, and for the denial of their dignity and basic 33 human rights. 34 35 This the 20th day of September, 2022. 36 37 38 Renee A. Price, Chair 39 Orange County Board of 40 Commissioners 41 42 43 A motion was made by Commissioner Richards, seconded by Commissioner Hamilton, 44 to approve and authorize the chair to sign the resolution. 45 46 VOTE: UNANIMOUS 47 48 Commissioner Bedford said it is never too late to make apologies like this as a basic 49 step in the right direction. She thanked Chair Price and Commissioner Richards for bringing this 50 resolution forward. 9 1 Commissioner Richards said she and Chair Price feel they are not apologizing as a 2 Board, but are expressing compassion for those who were affected by this and their families, 3 and for the loss of dignity they experienced because those in control did nothing to stop it. She 4 said they have no idea how many total people were victims of racial terror lynchings in Orange 5 County. She said in her own family, her mother tells a story about how her family always left a 6 light on for an uncle who got in trouble for looking wrong and never came home. She said this 7 story is probably told countless times by countless families. She said she appreciates the 8 gesture of this resolution. 9 As a member of the Orange County Racial Justice Coalition and a member of the 10 Marker Committee, Commissioner Greene recognized that a lot of work has gone toward this 11 moment. She said there are a lot of people who are not in the room who should be thanked for 12 their help including James Williams, Prinny Anderson, Glenn Hinson and his class of students 13 who have been working hard to document part of this story, and others. 14 Chair Price said the Coalition was started by her and James Williams a number of years 15 ago to bring some of these stories to light. She said that EJI only looks at a certain period of 16 time (1875-1940), but there was racial terror before then and after as well. She said the 17 Coalition worked to get EJI to include 1969, the Reconstruction period. She said there are many 18 more stories in Orange County that they are aware of that people don't talk about or will only 19 discuss with certain people. She thanked the Board for agreeing to pass this proclamation. 20 21 c. Proclamation Designating September 2022 as Suicide Prevention Month 22 The Board considered approving a proclamation designating September 2022 as Suicide 23 Prevention Month in Orange County. 24 25 BACKGROUND: This month recognizes suicide as a serious public health problem that can 26 have long-lasting effects on individuals, families and communities. Everyone also recognizes 27 that suicide is preventable and that everyone can help by learning the warning signs, promoting 28 prevention and resilience and making necessary social changes. 29 30 Commissioner Fowler read the following Proclamation: 31 32 ORANGE COUNTY BOARD OF COMMISSIONERS 33 34 PROCLAMATION DESIGNATING SEPTEMBER 2022 35 AS SUICIDE PREVENTION MONTH 36 37 WHEREAS, September is known as National Suicide Prevention Month and is intended to help 38 raise awareness surrounding suicide prevention resources available in the community; and 39 40 WHEREAS, suicidal thoughts can affect anyone regardless of age, gender, race, orientation, 41 income level, religion or background; and 42 43 WHEREAS, according to the North Carolina Injury Violence and Prevention Branch, suicide is 44 the second leading cause of death for youth in North Carolina ages 10 to 18, and the third 45 leading cause of death for those ages 19 to 341; and 46 47 WHEREAS, from 2016 to 2020, Orange County lost 72 lives to suicide 2; and 48 WHEREAS, suicide and suicide attempts affect the health and well-being of friends, loved ones, 49 co-workers, and the community; and 50 10 1 WHEREAS, every member of our community should understand that throughout life's struggles 2 we all need the occasional reminder that we are all silently fighting our own battles; and 3 4 WHEREAS, Orange County chooses to publicly state and place its full support behind the 988 5 Suicide and Crisis Lifeline, local educators, mental health professionals, athletic coaches, pack 6 leaders, police officers, and parents as partners in supporting our community in simply being 7 available to one another; and 8 9 WHEREAS, all residents are encouraged to take the time to inquire as to the wellbeing of their 10 family, friends, and neighbors over the next few days and to genuinely convey their appreciation 11 for their existence by any gesture they deem appropriate; 12 13 NOW THEREFORE, we, the Orange County Board of Commissioners, do hereby proclaim 14 September 2022 as Suicide Prevention Month in Orange County, recognizing suicide as a 15 serious public health problem that can have long-lasting effects on individuals, families and 16 communities, that suicide is preventable, and that everyone can help by learning the warning 17 signs, promoting prevention and resilience, and making necessary social changes. 18 19 This the 20th Day of September 2022. 20 21 Renee Price, Chair 22 Orange County Board of 23 Commissioners 24 25 NC DHHS (2022). Suicide and Self-Inflicted Injury Data,Injury and Violence Prevention Branch. 26 Accessed from https://www.cdc.gov/suicide/facts/index.html 27 'NC DHHS (2022). Suicide Trends and Demographics; Suicide—Orange County, 5-year Rate; Accessed 28 from https://dashboards.ncdhbs.gov/t/DPH/views/NCVDRSDashboard/NC- 29 VDRSDashboard?%3AshowAppBannei=false&%3Adisplay count=n&%3AshowVizHome=n&%3Aorig 30 in=viz_share_link&%3AisGuestRedirectFromVizportal=y&%3Aembed=y 31 32 A motion was made by Commissioner Fowler, seconded by Commissioner Hamilton, to 33 approve this proclamation and authorize the Chair to sign. 34 35 VOTE: UNANIMOUS 36 37 Quintana Stewart, Public Health Director, said the health department is well aware of the 38 suicide and mental health crisis in Orange County. She thanked the Board for adopting this 39 proclamation. She said she is sad to hear the walk is scheduled the same day as their joint 40 meeting with schools. She said the walk will be done in conjunction with colleagues in Durham 41 County. She said there will be 206 pairs of shoes representing the 72 deaths in Orange County 42 and those in Durham County from 2016-2020. She said the display is truly impactful and leaves 43 an impression on you. She said Rashad Miller will be the guest speaker and will provide his 44 testimony as a suicide survivor. She said the walk will take place Thursday, September 29 from 45 6:30-8:00 pm at the Lee Farm Park in Durham. 46 47 Commissioner Richards said she forgot to mention during her remarks that today is 48 National Voter Registration Day. She encouraged people to be informed and register. 49 50 5. Public Hearings 51 None. 11 1 2 3 6. Regular Agenda 4 a. Authorization to Release a Request for Proposals for Strategic Planning Services and 5 Defining the Board's Role in the Selection Process 6 The Board considered reviewing and authorizing the release of a Request for Proposals (RFP) 7 for a consultant to facilitate a comprehensive, Countywide Strategic Plan, and to define the role 8 the Board will serve in the consultant selection process. 9 10 BACKGROUND: At the Board's retreat in June 2022, the Board asked staff to draft an RFP for 11 a consultant to facilitate the development of a comprehensive, Countywide Strategic Plan. The 12 retreat was facilitated by Lydian Altman who serves as an Assistant Professor at the University 13 of North Carolina — Chapel Hill's School of Government. Professor Altman specializes in 14 consulting with elected and appointed leaders to create strategic plans, teaching leadership 15 topics, and facilitating retreats for governmental and nonprofit organizations and cross-sector 16 community groups to help them plan and work together to solve public problems. Professor 17 Altman provided guidance to the Board on the critical elements of a Strategic Plan and 18 facilitated a discussion about the Board's goals for the planning process. 19 20 Scope of Services 21 The scope of services for the plan (attached as Section 5 of the RFP) was designed to be 22 responsive to the goals articulated by the Board during the retreat and to include the critical 23 elements described in Professor Altman's presentation. Some of those goals included: 24 25 • Collecting broad based community input 26 • Using a big picture approach that ties all County initiatives together and aligns them 27 • Developing central set of goals to guide the Board at the policy level 28 • Creating a living document that can be responsive to changing conditions 29 • Defining how the Board will strategize and prioritize to achieve each goal 30 • Applying racial equity principles to all elements of the plan 31 . Serving as a communication tool that helps educate and engage the community 32 • Defining a clear vision for the future of the County 33 • Using data and trend analysis to inform the plan, especially demographic changes and 34 trends both locally and regionally 35 • Defining performance measures that can be tracked over time to ensure priorities are 36 met 37 38 The scope was also derived from a review of plans from other jurisdictions in North Carolina 39 such as Cabarrus County, Catawba County, Iredell County, Gaston County, Buncombe County, 40 Brunswick County, Wake County, and Durham County, as well as Fairfax County, Virginia. Of 41 those plans, four best reflected the goals of the Board: 42 43 Buncombe County: 44 https://www.buncombecounty.org/governing/commissioners/strategic-plan/default.aspx 45 Durham County: 12 1 https://www.dcomanagingforresults.org/about-us/about-the-strategic-plan 2 Gaston County: 3 https://www.gastongov.com/970/FY21-23-Gaston-County-Strategic-Plan 4 Fairfax County, VA: 5 https://www.fairfaxcounty.gov/strategicplan/ 6 7 The Board's discussion on the scope of the plan will be used to refine the draft approach and 8 project elements. 9 10 Scoring Criteria 11 The RFP includes the criteria that will be used to score the written proposals. The proposed 12 scoring criteria is a customized version of the standard criteria used to score other proposals 13 submitted to the County for other services. 14 Criteria Maximum Point Value 1. Vendor experience as it relates to the scope of services of the RFP. 15 2. Technical approach to the project and proposed tasks and timeline to complete 25 work 3. Project organization as it relates to executing the scope of services 25 4. Vendor has the appropriate staffing and capacity to perform project 15 5. Total cost of proposed services (Section 4.2) 20 Total 100 15 16 The Board's discussion will be used to refine the criteria if needed and potentially revise the 17 point values. 18 19 Timeline for Review and Selection 20 If the Board authorizes the release of the RFP at the September 20 meeting, proposals would 21 be due in late October. The selection process would be conducted in mid-November through 22 early December. Contract negotiations would then take place during the month of December, 23 and a contract could be ready for Board approval in January. Once the project commences, the 24 planning process would occur over the next nine (9) to twelve (12) months. 25 26 Board Participation in the Selection Process 27 Unlike other vendor selection processes which are purely administrative in nature, the selection 28 of a consultant for the Strategic Plan could be different. The Board could choose to delegate 29 the selection process to staff or assign one to three Commissioners to participate in the 30 selection process. This process typically involves a two-week review of written submittals, a 31 meeting of the selection committee to discuss scoring, and interviews with a subset of vendors 32 most qualified to perform the work. 33 34 35 Travis Myren made the following PowerPoint presentation: 36 Slide #1 13 Agenda Item 6-a ORANGE COUNTY NORTH CAROLINA Countywide Strategic Plan Scope and Consultant Selection process Board of Orange County Commissioners September 20, 202 1 2 3 Slide #2 Background +Gaal 1: Ensure a comxwoI network of basic human sefvicesand infreshKlure MM mainwd,profeets,anis pfom s I:M wall-being of all county residEfRe. •Gaal 2 prowtean drtl +salve and a+gagwbg systs+o-aof govemencethst re®e€ts€ommunity E. +Gaal 3:Imp4ne lentp awxt e<anOgbcCMwlopM*aM pallcles which create a balanced,-lynww local s€onomy,and which pfomrptedinrersity,smtsinabfe growth,and enhancsal revenue while embracing cafflft% rty values. .Goal 4:Imestin gLuf3ry Gourrty facilities,a cbersewcd force,and t4chnofag+,W achleve a h gh perfom6nq Germy govemmefft •GOBI S:Cdaate.p+ssafue,and protecta natural emlronr.—nni i ncludes clean water,clean air,wlldbfe. importari-aural Winds,and sustainable anergy f©f pfesentand futwe geaerationa. +Gaal 6:Ensure a high oixWy of He and l hlong lemming thm champions diiomsk,educatirmaf all lEvaLs,libraries, pays,recreation,amd animal weltere, 4 5 Slide #3 14 Background • Goal 1: Faster a community culture that rejects oppression and inequity * Goal 2, Ensure economic self sufFlclawy Goal 3.,Create a safe community • Goal 4; Estalbliyh w5 nabba. and equitable tend use arYd envincinmental Wicies • Goal 5; Enabk full civic participatiDn 1 � 2 3 Slide #4 Background • Goal 1- Energy efflciency and waste reduction • Goal 2: Clean or avoided transportatlan Environmental Gaal 3; Ertwiwmentally preferable pun;hasirng • Gaal 4- Resultant Impact on natural resources and aircluatlty 4 5 6 15 1 Slide #5 2022 Retreat DIscussicri and Reflection Aspirations for Strategic Planning - Data informed - Community engagement - Racial equity principles - Big picture view - Alignment-other planning work and initiatives - Communication and public education - Measure progress - Change and adapt overtime- livingdocument ORANGE COUNTY N10F'T]f CILR YLINA 2 3 Travis Myren said there is a lot of opportunity here for organizing. He said that includes 4 ideas from what the Board expressed as aspirations during the retreat. He said that this can 5 align and serve the county with a broad list of priorities. He said that as conditions change, this 6 plan can be updated. 7 8 Slide #6 Draft Scope of Work Proposed Work Elements - Inclusive process - Data and trends; economic,social,environmental 5tatiaticaly valid Community &urvey - Leverage for Comptohanslua Flan Updata - Outreach and CommunityEngagement • Two phases plus presentation of firEal work product - Employee engagement Stakett+�lders Sau*cl matter experts ORANGE COUNTY NORT]i CkROLINA 9 16 1 Travis Myren said that funds for updating the comprehensive plan were budgeted this 2 year. He said that one of the lessons learned from Buncombe County that was that the public 3 engagement for comprehensive planning and strategic planning had crossover public 4 engagement. He said that they need a statistically valid community survey. He said that it needs 5 to be grounded in as much social science as possible. 6 7 Slide #7 ]raft Scope of Work • Proposed Work Elements - Board of CommissionersWork Sessions Facilitated discussloros - Framework for Alignment • Lang Term Recovery Plan Racial Equity P•tart Facilities Master Plan Transportation Plarm - Framework for setting priorities What factors to consider HA�w to mlte decisions ORANGE COUNTY T KUR-n r CkRO IN A 8 9 10 Slide #8 Draft Scope of Work Proposed Work Elements - Straleg icPlan 1+Work Product • vislw'M sslon. values • Guals aria objectives in supporl of the above • Implernentalon Ptan • Pedorelance asurement —tracking progress - Communications Plan for final work product - Review, update,and maintain ORANGE COUNTY Norma t CkROLLNA 11 F 12 17 1 Slide #9 Proposed Scoring Criteria huslmum Pa.w value 4M =0 — 1.vendor experience as It relates to the scope of services off the RFP. 15 2. Technical approach to the Project arFd proposed tasks and timeline to 25 complete wmrlr I Prefect organization as it relates to executing the scope of services 25 4.vender has the appropriate staffing and capaelt?r w perf-orm profit 35 5.Total cast of proposed services Mediun 41) 20 TOW ltllt ORANGE COUNTY n10FIrI r CILROLINA 2 3 4 Slide #10 Board's Role in Consultant Selection — Potential Options to Consider 4 Delegate selection to staff team Qe!5ignale Chair and Vice Chair aeslgnale up to three(3)memhara — Timeline Release RFP Seplemlter Sekaction process ml&Navemb*r Coretram mgollatlon december Bird approval January M3 Pttn completion by Jarwary 20024 ORANGE COUNTY NN101 J I CAROLINA 10 5 6 7 8 18 1 Slide #11 Manager's Recommendation ,. Authorize staff to release the Request for Proposals (AttaohrnentAas modified by the Board)for a consultant to facilitate a comprehensive, Countywide Strategic Flan,and 2_ Define the rale the Burd will serve in the consultant selection process_ ORANGE COUNTY N10F'T]f CILR YLINA 2 3 Commissioner Greene said she had not thought of the strategic plan and comprehensive 4 plan in the same space. She asked him to speak more about that and what it might look like. 5 Travis Myren said he was specifically talking about overlapping some of the community 6 outreach efforts only. 7 Commissioner Greene asked if there is an overlap in time between the two plans. 8 Travis Myren said there may be, but timelines for both plans are not set in stone yet. 9 Chair Price asked when Cy Stober plans the comprehensive plan update and how long it 10 might take. 11 Cy Stober said he asked staff to draft to have an internal RFP ready for review by 12 December. 13 Commissioner Fowler asked what years the new comprehensive plan will cover. 14 Cy Stober said they are usually on a 25-30 year time scale. 15 Commissioner Fowler asked if the strategic plan would guide the Board, while the 16 comprehensive plan will focus on land use. 17 Travis Myren said the main difference is the amount of time each plan looks at, with the 18 strategic plan being short-term and the comprehensive plan having long-term outlooks. 19 Chair Price said the comprehensive plan is for development and works as a guide. 20 Commissioner Richards said she is pleased to see the opportunity to have the strategic 21 plan inform the comprehensive plan. She asked how the strategic plan will connect to the 22 advisory boards. 23 Travis Myren said it would be reasonable for the Board to ask the advisory boards to 24 help advance the goals of the plan. 25 Commissioner Richards said advisory boards could be leveraged for community 26 engagement as well. 27 Travis Myren said it would be the expectation that each departmental plan and advisory 28 board plan would inform and support the strategic plan. 29 Commissioner Richards asked about the parks and open space plan. 30 Travis Myren said the goal is for all of the plans to support priorities of strategic plan. 19 1 Chair Price asked about the scoring criteria and said that vendor staff capacity seems 2 more important than total cost, but there are more points for total cost. She asked the reasoning 3 for this. 4 Travis Myren said that these are only suggested point totals and can be rearranged. 5 Chair Price said she knows the cost is important but that it is important to have a well- 6 qualified vendor that produces a product they can use. 7 Travis Myren said the scoring criteria will get them to a short list of two or three 8 consulting terms, they will then be interviewed, and then a decision made based on a 9 combination of the two factors. 10 Commissioner Bedford said on purpose and background, she suggested that the word 11 "firm" be changed to "organizations" in the RFP. She said on page 13, a line could be added to 12 say "with the full support of the planning director." She said on page 15, where it discusses the 13 "in person presentations to BOCC...," it should also state that they need to have engagement in 14 the beginning, and it should have a review period of the draft by public and staff. She said she 15 thinks he captured everything they discussed at the retreat well. She asked if there is a way for 16 those who respond to the RFP to show different options of community engagement. 17 Travis Myren suggested a scalable community engagement. 18 Commissioner Bedford said some departments have to do mandated services. She said 19 she agrees with Chair Price on the score card and to put less weight on cost. 20 Commissioner Hamilton said she agrees with what she heard from colleagues to change 21 the scoring rubric to better reflect their values. She said that the framework should strive for 22 alignment with the other plans. She said the schools capital needs plan should also be included 23 in this. 24 Travis Myren said he will add that in specifically. 25 The Board agreed with changing the weights on the scoring rubric to focus on the 26 respondents' ability and experience more than the cost. 27 28 A motion was made by Commissioner Bedford, seconded by Commissioner Fowler, to 29 authorize staff to release the Request for Proposals, as amended, for a consultant to facilitate a 30 comprehensive, Countywide Strategic Plan. 31 32 VOTE: UNANIMOUS 33 34 The Board decided to wait to identify who will serve on the committee until 35 Commissioner McKee is present. 36 Travis Myren said as long as they have commissioners identified by mid-November that 37 would be fine. 38 39 40 7. Reports 41 a. 2022-27 Orange County Master Aging Plan Presentation 42 The Board received a presentation on the 2022-27 Orange county Master Aging Plan (MAP) 43 BACKGROUND: The 2022-27 Master Aging Plan (MAP) marks the fifth cycle of strategic 44 planning for the Orange County Department on Aging (OCDOA). This is the second MAP based 45 on the WHO / AARP Framework for an Age-Friendly Community (AFC). The AFC framework 46 contains eight (8) domains of livability that influence the quality of life for older adults: outdoor 47 spaces and buildings, transportation, housing, social participation, respect and social inclusion, 48 civic participation and employment, community support and health services, communication and 49 information. 50 20 1 In addition to those domains, several cross cutting issues were addressed throughout the MAP 2 process. Those included racial equity and the diversity of the older adult population; urban/rural 3 differences; on-going concerns related to the global pandemic, including social isolation; and 4 desire of the older adults in the community to be included in all solutions. 5 6 The goals, objectives, strategies and indicators represent 940 community survey respondents, 7 and the work of over 150 persons, including Orange County residents, County and town 8 leadership, healthcare systems, faith-based and non-profit services groups and older adult 9 advocates. 10 11 All of these stakeholders were involved at different times during the MAP's development, 12 beginning in summer 2021 with a community needs assessment survey, followed by nine (9) 13 community engagement events and seven (7) work groups that met over a ten week period, and 14 ending in spring 2022 with a period of public comment. 15 16 This MAP comes at a particularly crucial point in the history of Orange County. In 2020, 21% of 17 the population was age 60+, and by 2040 it will be 26%. This represents a 47.8% change in just 18 20 years, whereas children aged 0-17 years were 17% of the population in 2020, and in 2040 19 will decline to 15% of the population, representing a 4.5% change. 20 21 From 2010-18 Orange County's population grew by 12,325 residents, while its 65+ age group 22 grew by 7,575 residents. This means that 61.5% of Orange County's growth was from the 23 population 65+. Among peer counties, Orange County is second only to Chatham County 24 (64.5%) in the share of county growth driven by its 65+ age group. The share of growth in this 25 age group is substantially higher than the state (53.7%). The continued rise in the 60+ 26 population reflects the crucial importance of why this MAP is needed to plan for programs and 27 services that will serve Orange County's diverse older adult population. 28 29 The success of the MAP depends on continued collaboration and community involvement over 30 the next five years. Through working together, the goal is to build capacity to support the aging 31 population and make Orange County a great place to age well. 32 33 In addition to guiding the County, this planning process has been shared with other 34 communities as a model for creating an aging plan for their communities. 35 36 Colin Austin, Vice-Chair of the Advisory Board on Aging, said he is proud of this work 37 and it is recognized as a national model. 38 39 21 1 Slide#1 ORANGE COUNTY NORTH CAROLINA 2022-2027 Orange County Master Aging Plan Board of County Commissioners Meeting I Sept. 20, 2022 ml n h ay,o ORANGE COUNTY 3 Janice Tyler identified those in the audience who have worked on this plan. 4 5 Slide #2 Aging In Orange County ORANGE COUNTY 7 8 Slide #3 Grange County Population Change AGES 1020 %CHANGE TOW 149,1713 13H,d29 19.9% 0-17 25,762 17% 35,932 15% 45% 16-91 03.710 4345 71,838 40% 128% 45.59 27,627 19% 37,481 19% 185% 604 31,714 21% 4078 26% 478% 054 27,434 15% 38,094 21% 379% @S 11948 196 7.137 4% NAZ% 0 Dz ym ORANGE COUNTY 9 74OFM I clukaixN„ 22 1 Janice Tyler said the aging population in Orange County is growing. She said that there 2 has been a 41% change in just twenty years. 3 4 Slide #4 Orange County Population Change som i .a �saeo 3aoap � 2492 25000 �— «0DW 1Sa00 10000 7157 Sana 0 2020 2101-0 —qp-AGE 50- AGE � AGEO-1'r 0ORANGE COUNT) D ,anr Iuadgu� NCSE#zl I cARO1.EN14 5 6 Janice Tyler said there is a diverse older adult population but there is a dire shortage of 7 direct care workers. She said many of those aging want to be able to stay in Orange County and 8 their homes to age in the community. 9 10 Slide #5 Master Aging Plan Process year community wide planning effort C uSrirrdari9yi,c ORANGE COUNTY r NOWn?CARDLENA 11 23 1 Janice Tyler said they are celebrating over 20 years of this work and this was a five-year 2 community wide planning effort. She said that staff report progress to her, to the Advisory Board 3 on Aging quarterly, and to members of the steering committee twice per year. 4 5 Slide #6 1fV HO/AIAI PAg -Friendly Community Framework -AARPr., .d e.iwriw. x:.I � CAIl.FHIltil�li 1' �'M1.il.,f, wAlobrsllsn The 8 DomainS Of LiVability— -Iscr Ares .lamr rd.cy r:r..lue�ar 4i',F,wh. _rrii Pb1N4tiliwi YIgrslavl Al rd Ia dw.ririu" uAot l WORE I.Siith 0.ai�i Ai. 9x Odrnr.lu.ion tl1BR.oq,aL,.r.WI• ek lYl'II!fu Sfl,�lfll_ ORANGE COUNTY f NOR- 7 f CAR03-I A 6 7 Janice Tyler said that an age-friendly community is inclusive, accessible, and supports 8 all residents. 9 10 Slide #7 Commitment to facial Equity • One Orange • GARE — GovernmentAlliance for Face and Equity • MAS' Ra ial Equity Tear ORANGE0 R=r.VR Y 11 24 1 Janice Tyler said that those who worked on the plan received REI training. 2 3 Slide #8 Needs Assessment . Surveys . Community Engagement Events Seymour Center (2); Passmore Center (2); Hargraves Center; Efland-Cheeks Community Center; Cedar Grove Community Center; Rogers Road Community Center; virtual event * Key informant interviews C 127U,-!:ro ORANGE COUNTY NOFM F CAROLINA 4 5 Janice Tyler said the survey was offered both as hard copies and electronically. She 6 said it was provided in three languages. She said that 1,040 people responded to the survey. 7 She said that the purpose of key informant interviews was to generate ideas for improvements 8 and to foster collaboration. 9 10 Slide #9 Work Groups • Outdoor Spaces & Buildings • Transportation • Housing * Social Participation and Respect & Social Inclusion Employment • Community Support & Health Services Communication and Information ` `,nl'I'1IH11 Efl.fall_ ORANGE COUNTY � NOFt77[CAROLINA 11 25 1 Janice Tyler said there were 153 work group members. 2 3 Slide #10 MAP Participant Structure 0 ORANGE n—)RT]I CAROLINA 4 5 6 Slide #11 Master Aying Plan Content 0sNCR [``� [GRANGE COUNTY �Igd�Sileiiian?aii � � NOFMI CAROLINA 7 8 9 10 26 1 Slide #12 Cross-cutting issues addressed by all work groups • Racial equity and diversity of the older adult population • Urban/rural differences • On-going concerns related to a global pandemic,including social isolation • Including older adults in solutions P�rUgpnMtnlan Apnp f :: 1,111r 3 4 Slide #13 [outdoor Spaces and Buildings Gaal: Optimize usability of outdoor spaces and buildings for alder adults. ORANGE COUNTY �tllAnenlaniUjfip 5 :4► NORT1 f CAROLINA 6 Janice Tyler said there is an effort to increase access to small outdoor space with an 7 emphasis on racially diverse communities. 8 9 Slide #14 Transportation Goal: Increase access to and awareness of affordable,safe, and equitable mobility options for older adults in all parts of Orange County.. ORANGE COUNTY Croninnan Ay3ip 10 � -~ NORY]I GRbLRVA 27 1 Janice Tyler said the goal is to increase awareness of travel options, door to door 2 transportation, and the capacity of volunteer driver program. 3 4 Slide #15 Housing Goal; Improve choice, quality, affordability and stability of housing for older adults. ORANGECOUNTY NORT7 f CAROLINA 5 6 Janice Tyler said they want to expand the development of a wide array of housing 7 models and to increase the number and types of affordable housing options for rent and 8 ownership. 9 10 Slide #16 Social Participation Goal: Promote diverse and accessible opportunities for participation and engagement of alder adults age 55+. 0Zx(.n ip ORANGE COUNTY NOR73[CAROLINA 11 12 13 28 1 Slide #17 Respect and Social Inclusion Goal. uphold all older adults ages 5+ as valuable members and provide equitable resources for the community- 0 t;7,.(nAM1q ORANGECOUNT� �r thA7FM 4 CAROLINA 2 3 Janice Tyler said the focus is on creating a community that is inclusive and welcoming to 4 all members of the community. 5 6 Slide #18 Employment Goal: Connect older adults with resources that help them achieve their diverse employment and ,career transition goals. ORANGE COUNTY L7-:uhnd.7n�gue h OWM CAROLINA 7 8 Janice Tyler said that this goal will help match job seekers with employers. She said they 9 can also work with community partners to create job skills training to increase the possibility of 10 future work. 11 12 29 1 Slide #19 Community Support and Health Services Goal; Ensure the community has accessible and affordable resources to support individual health and well-being goals throughout the aging process. C4vIRf{WMI ��`. 6 >7Snn� r y ORANGE COUNTY M-)RT3 I CAROLINA 2 3 Janice Tyler said that this goal will work to advocate for mental health services and 4 affordable health care. She said that there is also a need to address issues of food insecurity 5 and end of life planning. 6 7 Slide #20 Communication and Information Goal: Awareness of and access to available services and supports for older adults and their families will increase for everyone. C _u ;p. _.#„ . GRANGE COUNTY h DFM I CAROLINA 8 9 Janice Tyler said that this goal will expand outreach to racially diverse communities and 10 increase non-electronic communications. 11 30 1 Slide #21 Next Steps ORANGE COUNTY 2 r� fiGRMANA k7R77 f Rd1[NA 3 4 Slide #22 Sustainability and Accountability • Economic context requires creativity and collaboration • Built-in indicators of success • MAP workgroup quarterly meetings • ©n-going evaluation • Sharing progress with community • Living document wcW " ORANGE COUNTY� 4 6 Janice Tyler said they have either completed or made progress on nearly 90% of goals. 7 8 Slide #23 Thank you ! ca «i ay,y ORANGE COUNTY 9 .�„ MR'"I CAROLINA 31 1 Chair Price said the index in the plan is incredible. 2 Janice Tyler said that Melissa Blackburn with Community Relations did an awesome job 3 with the design and look of the plan. 4 Commissioner Bedford said this is a wonderful document and she is lucky to live in 5 Orange County where this has been planned for so long. She asked what a hoarding task force 6 is. 7 Janice Tyler said it is exactly what Commissioner Bedford thinks. She said it is even 8 more of an issue since the pandemic. She said other communities have done this as well. She 9 said county staff would work with town staff and other community partners on this. 10 Commissioner Fowler said this a beautifully laid out and organized plan. She said this is 11 the perfect example of community planning. She said she appreciates highlighting universal 12 design, as well as inclusion across ages, race, and ethnicity. She said she is glad to live in a 13 place that cares this deeply. 14 Commissioner Hamilton also thanked Janice Tyler for her work. She said this is 15 applicable to herself and in her work. She said she just went to a hoarding education recently 16 asked her to include mental health providers in hoarding task force. 17 Janice Tyler said that mental health workers will absolutely be included and that she has 18 already reached out to Alliance. 19 Commissioner Richards said the matrix in the plan is incredible and commended her for 20 evaluating each element of the past plan. She said to have over one hundred work group 21 members is very impressive. She said these are the people who need to be included. She 22 asked how they felt about the community engagement part. 23 Janice Tyler said she was disappointed there wasn't a good turnout but this was during 24 the pandemic, so it is not surprising. 25 Commissioner Greene commended Janice Tyler on her work. 26 Chair Price she is proud of the work and that she brags about this plan at national 27 committees. She said she was impressed that this effort is intergenerational. 28 Janice Tyler said the matrix will be attached to the Advisory Board on Aging meeting 29 notices quarterly in attempts to hold themselves accountable. 30 31 32 8. Consent Agenda 33 34 • Removal of Any Items from Consent Agenda 35 • Approval of Remaining Consent Agenda 36 • Discussion and Approval of the Items Removed from the Consent Agenda 37 38 A motion was made by Commissioner Fowler, seconded by Commissioner Bedford, to 39 approve the consent agenda. 40 41 VOTE: UNANIMOUS 42 43 a. Minutes 44 The Board approved the draft minutes for the June 23, 2022 Retreat and August 1, 2022 45 Special Meeting. 46 b. Acceptance of NC Agricultural Development and Farmland Preservation Trust Fund 47 Grant— Poteat Family Farm 48 The Board accepted a grant from the North Carolina Agricultural Development and 49 Farmland Preservation Trust Fund (NCADFP) toward the acquisition of a conservation 50 easement on the Poteat Family Farm. 32 1 c. Amendment to the Water and Sewer Facilities Agreement with the Town of 2 Hillsborough 3 The Board approved an amendment to the Water and Sewer Facilities Agreement with the 4 Town of Hillsborough to clarify terms and extend the agreement through December 31, 2022 5 to preserve the County's water and sewer capacity reservations while new agreements are 6 created to provide water and sewer service to the Hillsborough Economic Development 7 District (EDD). 8 d. Advisory Boards and Commissions -Appointments 9 The Board approved the Boards and Commissions appointments as reviewed and 10 discussed during the September 13, 2022 Work Session. 11 12 9. County Manager's Report 13 Bonnie Hammersley reviewed the agenda for the following Thursday's joint meeting with 14 the school boards. 15 16 10. County Attorney's Report 17 John Roberts said the legislature is continuing to meet in the short session and is 18 continuing to discuss Medicaid expansion, but there has not been much headway. 19 20 11. *Appointments 21 None. 22 23 12. Information Items 24 • September 6, 2022 BOCC Meeting Follow-up Actions List 25 • Memorandum - Electric Vehicle Charger Suitability Analysis — A Collaborative Planning 26 Project with Orange County, Town of Chapel Hill, Carrboro, Hillsborough and UNC 27 • Memorandum - Needs-Based Public School Capital Fund Grant Application 28 • Memorandum - Blackwood Farm Park Phase II - Construction Information Update 29 30 Commissioner Greene thanked the manager for including the Blackwood Farm Park 31 Phase II update in the Information Items. 32 Bonnie Hammersley said they will be planning the ribbon cutting soon. 33 34 13. Closed Session 35 None. 36 37 14. Adjournment 38 A motion was made by Commissioner Greene, seconded by Commissioner Bedford, to 39 adjourn the meeting at 8:54 p.m. 40 41 VOTE: UNANMIOUS 42 43 44 Renee Price, Chair 45 46 47 Recorded by Tara May, Deputy Clerk to the Board 48 49 Submitted for approval by Laura Jensen, Clerk to the Board.