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HomeMy WebLinkAboutMinutes-02-24-2023-Retreat Meeting 1 APPROVED 4/4123 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS RETREAT February 24, 2023 9:00 a.m. The Orange County Board of Commissioners met for a Business Meeting on Tuesday, February 24, 2023 at 9:00 a.m. at the Solid Waste Management Facility in Chapel Hill, NC. COUNTY COMMISSIONERS PRESENT: Chair Jamezetta Bedford, Vice-Chair Earl McKee (left at 2:30 p.m.), and Commissioners Amy Fowler, Sally Greene, Jean Hamilton, Phyllis Portie- Ascott, and Anna Richards COUNTY COMMISSIONERS ABSENT: None. COUNTY ATTORNEYS PRESENT: John Roberts COUNTY STAFF PRESENT: County Manager Bonnie Hammersley, Deputy County Manager Travis Myren, and Clerk to the Board Laura Jensen. (All other staff members will be identified appropriately below) Chair Bedford called the meeting to order at 9:00 a.m. All commissioners were present. Bonnie Hammersley welcome the Board to the retreat. Travis Myren asked the group an ice breaker question to begin the day. Framing the Countywide Strategic Plan a. Purpose of Strategic Planning Charlene Kirongozi and Jonathan Grace from BerryDunn, the strategic plan consultants, made the following presentation: Slide #1 v f ' f * .ram• . Orange counter Strategic Plan Board Presentation February 24,2023 b Berry[ unn 2 Slide #2 Retreat Agenda Introductions County Board experiences with strategic planning County Board expectations for the strategic planning effort 4 •_ Overview of the project Preliminary visioning discussion b Slide #3 The Berr Dunn Team r Jonathan Geaos I;eI ,I'he KINI,J)G7.1 Shalkn01%FIQWBIS KharaDoddls lacr•I I".I_.rJI kgecl MWOMer MM FeKhlroe SubWtf? H l6eperl Feclllelor Rem,3:dh nnelyeL eve«cIImIImIIh �Onrall.aa�nednie:.p�oA '�•'P'¢I4{'p� apelW¢moll 1 FfLrnM RIb*rI4TIF '' A UInIIIIq}r.IFWAIMIwI III �¢rsece¢ns to-OBI rspalMec o^rlln nP the Cwnre mee YI � Y need 3 Slide #4 Board Discussion: Your Experience with Strategic Planning r RATEGIC PLANNING Charlene Kirongozi asked the Board to describe their experiences with strategic planning. Commissioners Fowler and Hamilton said they'd participated in a strategic planning process as former school board members. Commissioner Richards said in her work in the private sector she had a strategic planning group reporting to her, and had other experience outside of the private sector. Chair Bedford said she had experience with the school board and as a member of the public. Vice-Chair McKee said he had very little experience. Commissioner Greene said she had no experience. Commissioner Portie-Ascott said she had some experience through her work in the Democratic Party. Slide #5 Board Discussion: Your Expectations for the Strategic Planning Project What are your expectations for the strategic planning project? - - What oufcomes do you hope to achieve from the process? Whatdoes success look like when the strategic plan is completed? b Commissioner Portie-Ascott asked how long the strategic planning process would last. Charlene Kirongozi said it would last six months. Commissioner Richards said success would be a guiding document that would be used by the organization. Commissioner Fowler said it would include measurable goals. 4 Chair Bedford would like more in-depth communication with people who do not usually attend meetings. She said she'd like to see goals integrated into department work. She said she wanted something that looked like the county's master aging plan with actionable items and measureable goals. She said she'd like a 10-year horizon since government can move slowly. Commissioner Hamilton said she'd like the measures to be used to make data driven decisions. Commissioner Portie-Ascott asked if the measurable goals will be integrated into the budget. Charlene Kirongozi said yes, the best practice is to align the budget to the strategic plan. Commissioner Greene asked how unexpected challenges or opportunities are incorporated into the plan. Charlene Kirongozi said it is important to review, re-examine, and reframe. Jonathan Grace said that organizations must give themselves flexibility. Commissioner Fowler said some things are state mandated. She said it is important to acknowledge that fact when creating the plan. Chair Bedford said it is important for her to temper her own expectations. She said mandated vs. optional/desired means that the Board needs to be realistic with the community. Commissioner Portie-Ascott asked if the county is strategizing based on excess income or based on the services the county is able to provide. Charlene Kirongozi said it's both, and that the consultants would push the Board to be aspirational. She said they would also set expectations with the community engagement groups and encourage priority-setting. b. Community Engagement Scope Discussion Slide #6 Overview of the Process: What is a Strategic Plan? Defines WHAT,nO HOW fpa'5)Bo we car achieoe the ABiu.- .. 5 Slide #7 Overview of the Strategic Planning Process :,.. • Irnpeameninlion Perforrnanee Projed Initiation S134Ceholoar RIQWmmpndotk?ns Monitoongand and Punning Engorgement arFd Budget Continuing Errgagemcn! b 40A Commissioner Greene asked at what point in the process are existing plans incorporated into the strategic plan, such as the transit plan. She said it would be helpful for the community to know that these plans are in place as they are engaged in the strategic planning process. Jonathan Grace said existing plans will be reviewed to see where they can find alignment. Commissioner Richards asked stakeholder engagement is about what they want, vs. what the county has. She said it would be helpful to know if the community's needs are in alignment with existing plans. Commissioner Greene said the transit plan was developed over two years with community engagement. She said it was a robust process. Commissioner Hamilton said it is important to help the community understand what the limitations are in the county. Charlene Kirongozi said that the community engagement tool can include existing policy documents. Commissioner Fowler said it is helpful to give the community a definition on what county government is and can do. Chair Bedford said it is important for existing plans and policy documents should living documents and adjust as new information and priorities come up. Commissioner Greene said education for the community is important, including existing plans and policies. Chair Bedford asked what a typical stakeholder engagement process looks like. Charlene Kirongozi said it usually starts with interviews and focus groups. She said all of the data will be incorporated into an environmental scan which will be presented to the Board. Commissioner Portie-Ascott asked for more information about when the visioning process would be conducted with the stakeholder group. She wanted to make sure that people who are not normally involved in discussions are part of the process. Charlene Kirongozi said random sample of people will be used to try to ensure that many voices are heard. 6 Commissioner Fowler said Commissioner Portie-Ascott wanted to make sure that interviews are not biased by receiving the stakeholder engagement data first. Commissioner Richards said it would require extra effort to reach as many different groups as possible. She said stakeholder engagement would be approached in multiple ways, and then that information would be shared at community meetings. Jonathan Grace said these approaches would be developed and decided in Phase 1. Chair Bedford said that the Board would like to see these approaches first before stakeholder engagement begins. Commissioner Hamilton asked if it would be beneficial to look at recent county surveys to add another way to gauge the priorities of the community. Charlene Kirongozi said it will be important that surveys are not repetitive from previous efforts. Jonathan Grace said existing community events will be opportunities to gather input. Vice-Chair McKee said Orange County has a very engaged community. He said he worries that the loudest voices in the room drown out others. He wanted to hear about the consultants' plan to reach those who are not as engaged. Charlene Kirongozi said that community meetings in different areas will be very important. She said it is important to identify different groups that may have specific needs. Commissioner Portie-Ascott asked if the survey would be in multiple languages. Charlene Kirongozi said they would be. Chair Bedford said that the survey should be in Spanish, Mandarin, and Karen. Jonathan Grace said there would be some people who just don't participate, perhaps due to lack of access. He said it's important to identify and think about how to reach out to them. Commissioner Richards asked if stakeholders include county staff. Charlene Kirongozi said yes. Slide #8 Project Approach: Facilitation Methodology The Institute of Cultural Affahrs ToPe facllltat6on methodology emphasizes structured particIpaton that creates a clear intention, helping members of the group align with one another and reach consensus. srarMOTr9topw uaI up ity hasforActlae, and Tearnwcr$ and rat►orml Ownership collabalataonjYaMA PmOn-a rho groigl ro 07m Hr rburalm QdTon M rnn&J nfraGf W grwr nr. ixolwns:pmyrw And alfJ scorwrwar rosy wptraYat!bi 0�P �1tr54Mia +iT9rJdSFa VaWeS inCEugive Reflection Participation EnGoufaged by and Learning Jrrvl�and suerarfm Structured CwAfar M1lcUVxlvstr4V.l onmemend of a4 Participation rgrza4a ma7 tw wrfrua i 09 ??Wnywr$at Ooup NO*,orerJ*QAWt 6 IV ..resurd�o a�artile tUAk^_aiYe ar;ttYu2 7 Slide #9 Project Approach: Environmental Scan and Needs Analysis The foundation of a strategic plan is an environmental scan and needs analysis Identify Provide Help County potential everyone leaders opportunities, involved in successfully chaIlenges,and strategic navigate the trendsthatcan planning with a forceaand drive th-e shared abstarles that ounty's#ocus understanding can hinder the and of the County's achievement of effectiveness- current a shared vision- environment. b c. Identification of Key Stakeholders Slide #10 Project Approach: Stakeholder Engagement Board of County Cornmissianers f — Sports Faith Communities f County Leadership and Staff Horne-owners AssoclotlonslCultutol Canters Community Partners Residents Businesse s/Re staaronts Community Leaders - -. Boords and Commissions Interviews with dIverse stakeholders V SocW Pinpoint Community Engagement Platform Corrmunity Forums ✓ Other existing County plans Commissioner Portie-Ascott asked what industries will be targeted. Charlene Kirongozi said they would be identified by the county, and the consultants will reach out to them. 8 Jonathan Grace said stakeholders can vary community to community, so it is important that identification of stakeholders is a collaborative process. Charlene Kirongozi said they also ask interviewees if there is anyone they suggest should be contacted. Commissioner Hamilton said she would like to know how long people have lived in Orange County when they respond. Commissioner Greene said she didn't think that question is relevant. Commissioner Hamilton said she wanted to understand what perspective people are coming from. Commissioner Fowler said it would be helpful to know so that they can make sure they are reaching a variety of people with different experiences. Commissioner Greene said she thought it could push people away when they are completing the survey. Charlene Kirongozi said that it would be part of the questions to encourage a statically valid survey. Chair Bedford said the question would need to be framed carefully. Commissioner Fowler said it could be valuable to know if there are more people in one area who are new to the county. Commissioner Hamilton said she thought it was important to think about. Jonathan Grace said the survey questions would be sent to the Board in advance. Vice-Chair McKee said there are people who have lived in Orange County all of their lives and feel ignored or not valued by newcomers. He said it goes back to his concerns of small interest groups dominating the process. Commissioner Hamilton said it would be helpful to have a strategic plan to use when responding to special interest groups so commissioners can explain their reasoning for decision making. Slide #11 Project Approach: Virtual Engagement 41 City of Redlmds 1918 h z �y.lrwrflp wr r,Mnrrpf T+�RMII:*�• ipw—Ww-t'rMI P+IIyr I r F41l Visits 1 1 pnJ hw rr—s batl irrrlm3oiiw trlIrrrn lhh 9Yntrun i 42rl Fi14 Wi I[LN hrltprµ+!Ili k41i M1Tn FriF.M•�flldl+ki J16 1 V.Y �4,ru nr,Wtianran Irlw lu!Prr�+nl,uLL Tu ayr If: IFENM•HI+II�Ru ho rrnl l W:r,wrsu•plrLS llr uTfl,UMW J� M.,4..�onrdw'bn,�•t',4n.ti Lii nw+r4yirrmrwYfTwa1r ++ 4 W d w'IIo.Thl.u,Diu�,a Id 4in€gLkQ Users 39 {om me n B rt tom_ T Share yrur ideas Takeo bn0survey Envisjor+aurfutwu Survey Responses L6rrt,niD b1i wpxs.klong us Ww"nM you oslnk Lrmiplrsma h—ium Ikiu wq III nYwi�rlla LY{a�raL150'.l tkmem Nilha slrltll lnm roeL pea4a'dl snauYE ft[us pl-i+a noNr. hlm'r,IAUUt+n1* b L14d p s.Pld ap`n somm1 5,a V4a.&6 �� ..." - fr Srs IPA Cik ulFwirmi miuF I WrE n 4Y rw4 � � ham! �131111 9 Commissioner Fowler said it would be helpful to have printed materials for those who do not have good internet access. Chair Bedford said it would almost need to be similar to a marketing campaign with advertisement through multiple methods. Commissioner Richards said having the survey information available at the library would also be helpful. Vice-Chair McKee asked if the number of visits/comments/responses listed on slide #11 were typical of other communities. Charlene Kirongozi said the example shown is lower than normal. Jonathan Grace said these figures also do not show the total responses for the statistically valid survey, which will be undertaken by a separate firm. Slide #12 Project Approach: North Star Vision The North Star VIsian ArI arganizatian s Narlh Star i Vision serves ar;a unifying leral p6inl*terHq-teim achlevemQnl.It muse he clear enough for stakeholders la know wha[They are wurkirg lawards and how to get there. Stakeholders must soo[herr role in thm vlalnn and belaeve In Ih2 or�QM1lgalioris drearin,9s Ihey 6Yl11 playa Vitol Iola in exec Ang on¢ b Slide #13 Project Approach: Plan Development Board of County Commissioners Mission Vision 0 The Forth Star Vision • Strategic Priorities in serves as utlifyrng local • Strategic Goals Point For an organlZaHan's e9 long-lerm achievement li rxlusi be meat enough For .— stakeholders to know what they are working towards County Leadership C and haw is gel there L Stakeholders must see their • Current and Future State O role In this vision and ,4 Strategic Objectives z believe in the orgaruatlon's di dream,as they will play a • Performance Measures J__ vital role in executingon it. b 10 Slide #14 Project Approach: Strategic Plan Document IhY J,,,Fi•4i,lw i•i L14ylr•I,FUi4h+•1}•�k W,srvr�rs rn.�asalu s. f' rrri�n'o4dd-�rr rrYf rnwgl�m rrrrr.lri rd bcw Yxl-wrFrsw o..r ..w�rrrar trn15-iw. ,R-'w+r+r F"In r' LI ..rtrww.ml�rwa�/ aar.vra..rar rlsWi rl wl,IF -A—�yA=h zo '#'! ,++ilYw+iyr-• .,w--�.�„s.. oomcw.a.r x.rr,.:.d+oc�� � -r � �.L,irn]!•1N 4'a mow{ � � awagr+.Lr,Isrtn iirayirtr r _•a.wua..wx rr1+Q:spr.wcr. I Caro Y+nJx ° ate 51Yrrr�ym�a.Ya-rrq'.r FF rtn:r.r,.e i•ywww�•,w r�•1 rorew f+•x'+•*--u'r'rre 4+PrA+M�r u-0+:ry r-I�1.r` Y.Y wrr•,�rda�o RfI�MrvRNr rx.r,.rtau rs M.w 4isrIY:Y r htisrti,rRL. IIr+qr.r'e41 I W�J9.Lri brl rd..riv,�ram b 7u¢�rc Ys.wl.r.I r-,+h+r r—O.wrL ,r�71 a•r,.••r—vwri F�*i• FI..Iui rna P.I pl rf I r}' h ra/1.'I'-,Ioia'a.aT marl ro r• ,.Y+•W".,r�rr,rrrf WIa3a 9rm��Yiga.,�µ �Vrr Ln�tlrh rr - rNw,Y4Lf�tayX4Li.Yi,lINI rtn 4 FoI�r•.• ,rirr.r krn' rvrugr�rr-,.rs N(&NI.I 14fInry-4i&I 4-r#yihY-0d•4 u•,�h+h - M{iX II I'++4+r 41nM I-I Irr*.L.n tlrr�irsrs Slide #15 Project Approach: Strategic Plan Document I I wnYrar+1gT rwkgF4""I T:i'w'h�'y7e halllM#',RI Sa NkW O Igylrtrav,Igr h' 'ij. _..4-:".:'F7" 4II :L7d Im.i'IrtW ru:L�xl'rtilllrrua+4.SAI,r r�mr^p.�Ilrl�lrPfr dIY—'wr IL-2—WIFM YEMmMLII-V_�-I,I•I I..-. _,._, . W9l,F-1Ti SlFi•1,'AS,r{i0YVr11�dJildY�lY41ii�1�YrFrRI.f11 1}orpyl I*In .. 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I.IrwwsYlAn+4F.n•+Q+a M.F.:rf- YnFlTlIfI�Is/�ircnyw. pul-IavlaLr.ile.araorw:.�u.s.�Lti m.,Ia�.yr..Lrahrrtanr.a��ni��.nl.. �.r+aas.In.�n wri��arnrlrr.v ASYt�rIwiY4rY.Irrs Y�Fd•araalr.C,IYaDr VIti11LFYIYR.fiII itIOlMrlifY:YMYiiil�ltr'hi.I b.{hrNrP� alai!Y� arrirl,�yYYruyyl�Irr,.rrrYiirl rYdfYyfl.rlil�RNrlrri.i Y[Q[Fai>t raai•eri�VR rRIYiY Fi11Ir.Tr hvr�aalYabrilrafN�Y�YI WLLtlfjr�'wrrt to rrnyYY SA1SAlll■ir�SFAi+MIrfIMriT RYiIY�++IL#Y1Y4#T��ItiF !w ww.rL wi i'r aNq aE.�a� RI•YI!•ia r#rf^f�r���R 11 Slide #16 Project Approach: Performance Monitoring Implem"atfnm PPsn Temp9awr Grimil I a+r a„rn.,s.,r d �c>4+•yp.,n.nv.. km LEI da r I 'P-PN-LP �tnw�rnc d-r Lha.�r an c.y+t.aLsa ERy+LIFfA,Mw yr a4y l a,w� Awl N'%% "WI• iwo�owrt c. ;!mll r...,m. ixo-}x•r.�+ ,,..web er }aw:h fL+4;,a•r 1. Wr 11.WZ. alm urY.Y�Y�x Pw'M .t..a,?N} � � ��F,�F Amr(e_mbt'.' foowrm71x.TM•rrrr xcLSn nia— vryti-� I.L EVNrTt:5— Quarterly and Annual Rep on Template s1l.ile! I> L71N.LL:J�.rdi 9i ",'A!I hS4T4'ov�+lLAk Lh6]l C-0l4� 7 �u.tl p-"" ru rlhpYo- �Tr F�,r4 WYi%TSp�I� II_•ANFU l—� �rN m.T10 PN'd i�ry l.W W. r+aFA—Wry fvTW.Y1,VFM b[aww. ..d'�Y. iyoiY ya cm AarhwY + ratYh.. 4�ATal �a m BHY,Fyl4 hI1 '.w.kRmrn4. � aw'9mLY �wrawii}$jvl aML�W)"R+SM lRF+�aRF Amy 1.f'-TN4"t-o Qalr4 fh•i.Y¢LT IX Tow ,.h�•tLr4Ow T,IX•YI ypotlYr.atlYM,• xxnry.J -ivy w M•}.AGpY IWKC MK+ILtY a��'���f Mi•4y wpr.Ah .NSylY�gyu '] r a cq r+q,Y•'¢a+'f'lvL+'AYt EY4 G ..YI W�.N• W'•i,Y1 IYJK•,+. �m �c .w +`w' uow'w• oo.IT.e ..w�•�.r�iA 2dS£ a+r�+o+ r�rt� wl.n Conduct Implementation Workshop Slide #17 Environmental Scan - SWOT Analysis SWOT stands for strengths, weaknesses, opportunities, and threats. SWOT analysis assesses you current position before deciding on any strategies. 1OT analysis reduces the chances of failure by understanding and eliminating obstacles that get in the way of effective strategy. 12 Slide #18 Environmental Scan — SWOT Analysis Discussion . What are the strengths of the community? of County grovemment? . What are weaknesses that need to he tatter: into arco-unt? Community? County . What opportunities does Orange County have that it can capftaiize on? . What threats Is the corrm runny facing now and for its future? What threats does .� County govemme€rt face to etfoottvety . serving the community now and in the future? The Board wrote their responses to the above questions: STRENGTHS: Commissioner Portie-Ascott noted that Orange County is a diverse community. She said the community has a great reputation for being involved. Commissioner Greene said the county has strong management. She said the community is progressive and pushes the government to do good things and to help, such as social justice, broadband, and a climate action plan. Vice-Chair McKee said the community is engaged and informed. He said the county has the resources to provide services and a good reputation. Chair Bedford said the community values education and helping the planet. She said that the community has good healthcare resources and arts programming. She said county government has capable staff, transparent operations, service-focused departments, and department directors work together. Commissioner Richards said the county has professional management. She said the community is committed and has a strong business sector. Commissioner Fowler said the community is highly-educated and a large majority of residents are self-sufficient. She said there are lots of resources for advisory boards. She said the community is a mix of suburban and rural. She said the community is diverse and engaged. She said the county has a well-organized budget and departments have SMART goals. Commissioner Hamilton said many residents have monetary and time resources to be engaged. She said county government has dedicated staff and comprehensive services. WEAKNESSES: Commissioner Portie-Ascott said a weakness is a lack of affordable housing. She said the county has disparities in the education system. Commissioner Greene said there is a lack of money to do all of the things we want to do. She said she thinks that the county does not communicate well with residents. 13 Vice-Chair McKee said the loudest voices override others, leaving people feeling unheard. He also noted the lack of infrastructure for economic development. Chair Bedford said poverty, rural/urban divide, skyrocketing housing and childcare costs, lack of full transit, undiversified tax base, crumbling schools, and equity opportunity gaps. She said staff need more time to collaborate, they are dealing with systems that are inequitable, and they need more money. Commissioner Richards said a weakness is that there are two different counties and uneven resources. She said we have the highest per capita income, but not everyone participates in that. She said there is shrinking diversity, because people can't afford to live in the county. She said a weakness is the real estate tax base. She said decisions were made many years ago that can't be undone. She said communication to the public is a weakness. She said lack of a clear vision is a weakness. She said lack of a clear vision makes it difficult for staff. Commissioner Fowler said there is a large mental health issue, lack of affordable housing, and insufficient public transit. She said there are massive school capital needs. She said there is tension between economic growth and the ability to provide affordable housing and other needs for increasing numbers of residents. She said there are insufficient funds to meet all needs. She said the county has to fund schools, both capital and some operational, and she said that it creates difficulties because schools do not have to determine what their real needs are, the county has to make these decisions. She said funding for schools is tied to a percentage, versus what they need and what the county's needs are. Commissioner Hamilton said strong special interest groups affect decision-making, lack of diverse industries, the capital needs of schools, lack of affordable housing, and a limited ability to raise taxes. She said communication and coordinating with residents could be better. She said departments can be silo-ed. The Board took a 15 minute break. OPPORTUNITIES: Commissioner Hamilton said an opportunity is that the county has a stable tax base. She said when there are changes in the economy, they are buffered. She said they have engaged commissioners, residents, and staff. She said the strategic plan is an opportunity. Commissioner Fowler said there is an engaged populous, a university, and farmland/open space. Commissioner Richards said an opportunity is regional growth and an improved transportation system. She said they have an opportunity to improve inter-connectivity across the county. Chair Bedford said the strategic plan is an opportunity. She said the county has beautiful natural areas, which gives opportunities for eco- and agri-tourism. She said there are opportunities in changing policing and justice systems. She said the behavioral health center is tied to that. She said county government has an opportunity to work on equity across functions. She said they have an opportunity in integrating services, so residents have a one stop shop, such as the housing helpline. Vice-Chair McKee said the geographic location of the county and increased economic development interests are opportunities. Commissioner Greene said there is an opportunity to collaborate and think regionally for transit and housing. She said the southern branch of the library will increase opportunities to think collaboratively. She said farmland provides an opportunity to strengthen that resource. She said there will also be opportunities with the new behavioral health center. Commissioner Portie-Ascott said there is an opportunity engage with developers to make it easier to build affordable housing and increase economic development. 14 THREATS: Commissioner Portie-Ascott said a threat is a lack of money and work force to accomplish some of the things we want to do. Commissioner Greene said a threat is encroaching development around the county. She said the lack of affordable housing is a threat. She said the unemployment rate might be low, but many people working in the county are driving in from far away each day because they can't afford to live where they work. Vice-Chair McKee said a growing population is bringing gentrification to Orange County. He said other threats include high expectations and resistance to change. Chair Bedford said increasing costs are forcing people out. She said mental health issues are a threat, especially for youth. She said climate change is a major threat. She said the General Assembly cutting funding across service areas is a threat. She said the county's biggest threat is recruiting and retaining employees. Commissioner Richards agreed that the General Assembly is a threat. She said there are competing interests with limited resources. She said population growth is projected to slow. She said statewide, the projection is higher growth. She said she is not sure how that fits into planning. She said it may be perception versus reality. Commissioner Fowler said growth has led to tearing down affordable housing and replacing it with unaffordable housing. She said transit may not be meeting the needs of residents. She said school capital is a large need looming in the environment. Commissioner Hamilton said there are a lack of people for human service employment. She said that undermines the ability of schools to provide services. She said the demand from elsewhere is driving up the cost of housing. She said balancing those demands is difficult. Strategic Plan Community Engagement a. Initial Visioning with Board of Commissioners Charlene Kirongozi and Jonathan Grace continued the presentation: Slide #19 Preliminary Visioning Discussion • What is your ideal vision for how the ow?ty will Took and feet b years from row? ■ What, specifically wdl be different than now? What will be the same? ■ What will the people of the community be experiancing hvingr in Orange , county? ■ What accompflshmentfs)world make * you most proud to have achieved at the completion of your service on the Board of County Commissioners? 15 Slide #20 Preliminary Visioning Discussion Write ONE IDEA per card_ Record your ideas on the Post-It using ONE to FIVE WORDS. Write BIG � 4 �,t.tiArr The Board wrote their ideas down for a preliminary visioning discussion on sticky notes. The ideas were categorized into similar themes: MVrC ra c i ,ri cJ e�lti +y All �oPle ��( 2e sic�en+s we.{ernne 8r I /1 ciV� i 9`Jus-h�� 16 O i C,00-b �-Cross Cow ._. -75GveASa� Cohnf-c�- congmuk g �r� wig b-,ke��oQ Arai�- �JnCre AS e� res den�S 17 �a tl'lf� ��� ao/-p 4A7 NS ) Well .�uN.1i�.- g0VGrvv,tn -�- (� W o v kerS �Tf°rGaS /� Imfrove S�obi -- 8u i Ic2✓�3 Sc��:�:�W,�� `1re°`-}w a- ;ncc.�- 1,00sC�� 18 IOU \T Y- d Uv1v��HC I 19 k%A Ckddrer� yet early COA)f'^11e c,kJAVood 55 I�ECYu fe m�N(' C�i ve�Se, S�hoolS _ �ee+al� c�i�l�n�S Eu�.P1w1`n"evr� �� needs YY°u �r wl �-t,(11715 Q,Ses Iochgu�.s 5 t�deNfs i Sm�rOVed(}[cEco tes (ter all S�udeh�ES Lower- JQp elen+f TRx 'U�rd eN 0,0 r}eMc owNe✓s EcoTourism Destinq-/arj 20 vroo cl-in-�a�e �in all rea5 Cli ��� �'risis 21 b. Questions and Discussion Slide #21 Next Steps • Engage stakeholders (focus groups, one-on- one interviews, virtual engagement, etc.") • Develop Environmental Seam presentation * Conduct Community Visioning Forums • * . + . • OV IS ION Slide #22 Final Questions and Discussion What questions do you have as we move forward? What additional guidance do you have for the project team? The Board took an hour break for lunch. 22 Budget Planning Briefing a. Preview of Opportunities and Challenges for the FY2023-24 Operating Budget Slide #1 ORANGE U TY NORTH CAROLINA FY2023 -24 BUD ET PLANNING BRIEFING Board of Orange County Corn rn i loner ' Retreat February 24, 2023 Bonnie Hammersley said this presentation is purely informational and the gap the Board will see is not something they need to fix because it is her job to present a balanced budget on May 211. She said all county departments are submitting their budget requests today, so their requests are not part of the presentation. She said her goal with this budget is to retain current employees. She said the cost to continue for the school districts is included, and she will meet with them on March 1st to discuss what she is able to include in her recommended budget. She reiterated that the presentation is informational to show them how staff builds the budget and staff will figure out how to fix any issues with numbers. She said Travis Myren will lead them through the presentation. Travis Myren said the first part of the presentation would be operating budget planning, and the second part would be a discussion with bond counsel, Bob Jessup, about whether to pursue a bond. 23 Slide #2 ORANG E CO UNTY FY 0 - 4 BUDGET - Budget Tools Used in the Budget Process Cast ti3 Continue cost As,;,xatedw4k Comm rivatlonomwrrntSLaffing — Ted(10)Yeaf COPR&l MWStment Ilan(CIP) A,pprgwgAppWja0#na for Y�r a Crofi9s ATrM(10j Year Plan for Capital Expendilur-al Debt Seruloe M&del PrajD sdebtSarYleaRequlreawnsamArrmi}auilicyMeinuresbasedunClP Long Range rinandal Plan Tba(10)YearOparatigBud•get ArnJmODn Model batau on Praywm BpendilureTrends IFAsInaW DkhtUlvlce and OperLAdM and hlalntemA:MeCMN fr6m CIP ORANGE COUNTY .LaWn I i_iROLLNA Travis Myren said this budget is relatively predictable overall. Slide #3 ORANGE COUNTY FV 2023-24 BUDGET • tratogio Focus Areas for FY 02 - 4 — Existing CountyStaff and Programs — School Districts'Continuation Needs — Financial Stability ORANGE COUNTY .4OWn I C.i]U_XLLNA Travis Myren noted that the schools have faced the same staffing and recruitment issues as the county, which will be reflected in the schools' continuation budget. 24 Slide #4 ORANGE COUNTYFY2022-2 EXPENDITURE BUD ET Trjaami Ta 25ti r"•a bu ■F rsonrrel S rvlce ■�peraliw]s ■Recurring CapiW ■EdUcatim ■Cornkrlbs.to CtflerAgencias i Long Range Cap IN I Debt ■Tr mskr%To RA--Unl ng CdWWI ORANGE COUNTY wk1FCf]I C_%ROLINA Slide #5 GRAN E DUNTYFY 202 -24 EXPENDITURE BUDGET County Expenditures not Including Eft-cation ORANGE COUNTY NC]R-n I CAROLINA 25 Slide #6 ORANGE COUNTY FY 2023-24 BUDGET • Expenditure Projections — County Cost to Continue Current Staffing and Programs — School Continuation Budget Estimates — Debt Service Requirements ORANGE COUNTY wk1FCf]I C_iROLINA Slide #7 CO U NTY COST TO CONTI N U E EST I MATES • Known Personnel Cast Drivers Amuwlized Salary CG]aNes 34,6,W.O 4 Merlt Performance Awarfs $425.000 health Irrwrarrce (5%tncrease) $425,0W Retirement Contributiom 51.100.0m TOTAL KNOWN COSTS KM MO • Dthor Perso n n o l Considerations — Across the hoard wage Adjustrnent -Every 1%■$7OqrOpp — LivingWage - $16.64 ORANGE COUNTY Travis Myren said the county has done a lot of salary work, starting with implementing STEP plans in public safety, and now the focus is social services. He said every time the hourly wage in Durham County goes up, it influences how we have to look at entry level salaries, which then requires cascading adjustments to treat employees who have been in the organization longer 26 fairly. He noted that the retirement contributions are determined by the Local Government Employee Retirement System (LGERS). Slide #8 OUNTY COST TO CONTI lUE EST]MATE ■ Operating and Contractual Services Considerations — General Inflationary Pressures — FIeetSerrrices operating Costs(�uelandRapiirs) — Software as Service and Maintenance — American Rescue Plan Act Program CoWiTivaSon Emu�nc�FioaaingAsslslana • Smt ouC n,Nerni ReeiLmon,,o P4&.rsian LongilrYm Homeowner's kssblan-cL Program Child Cane NreatFM Medicaid Expansion _ ORANGE COUN I 1 10xn 1 t.srzoLtr:. Travis Myren noted that Orange County may be responsible for 25% of needed additional positions in Social Services if Medicaid Expansion is approved. Slide #9 SCHOOLCONTINUATION ESTIMATES Continuation Pstimrates -Chapel H it I Candara Cite siamis ConLnuehan Esh mare-4 weximately 59 mil Iiorr 4tat11� ugly$CIr001i C01?'1in11illi4n f911P7111!*�r�pproxlrrwt*ir 3}rri it lien indudesSimilarCusEDmers to Lhe County Coal to Comtlnue 0 MaWigl Growl*im r+wmbmr Or Funded$14Ldunts ArrUtilp lZed ORANGE COUNTY 27 Travis Myren noted that the number of students declined at the start of the pandemic and the numbers have not gone back up. Chair Bedford asked what changes occurred between budget cycles to increase CHCCS's continuation budget. Travis Myren said the school system assigned around $5 million to salary adjustments. He said around $3 million was used to address the state required increases and the rest was used for increases for classified staff. Chair Bedford said it would be nice to have a breakdown of the factors that led to the increase. Bonnie Hammersley said CHCCS's continuation budget also includes a 4% increase to address salary adjustments for next year, while the county's does not. Vice-Chair McKee asked what percentage of total schools funding goes to each school district. Kirk Vaughn, Budget Director, said the split is 40%-60%. Chair Bedford said she doesn't need the information she requested today, but it would help her moving into budget season. Vice-Chair McKee said this looks like a much larger percentage than 4%. Travis Myren said it is because of the salary adjustments they made to be competitive in the market and recruit and retain employees. Vice-Chair McKee asked how much the percentage increased from last year. Kirk Vaughn said the increase was 16.5%. He said they also have the district tax which goes up a smaller amount, so the general fund has to cover a larger percentage. Vice-Chair McKee asked if the $9 million increase to CHCCS's continuation budget would be covered fully by the county. Kirk Vaughn said yes. Commissioner Hamilton said the same way the county spends the majority of its continuation budget on personnel, the schools have to do the same. She noted that the state required salary increases that the schools had to meet and they are struggling to recruit and retain employees, so she thinks the increase makes sense. Chair Bedford and Vice-Chair McKee both said the increase is just larger than they would have expected. Chair Bedford said CHCCS also chose to include paternity leave, which was their choice vs. a mandate from the state. Commissioner Hamilton said decisions had to be made to retain personnel, and the Board has not yet heard what the Manager will recommend to retain Orange County personnel. Bonnie Hammersley said another difference between the districts is CHCCS is expecting a larger percentage of funding from the state. Kirk Vaughn said CHCCS is expecting 5% from the state, and OCS is expecting 3%. 28 Slide #10 SCHOOLCONTINUATION ESTIMATES Cost to the County Depends on Continuation Target a nd R esu Iti rig Per Pupil Amount rrmher of FirdeN Sltiderds -YM2.2-m 11 Lff*er of F-4nded 5u., om FY202Z-23 9- •d+w10nal Pie+P41DA _ Fr7 _ 9O.PV.Gd PO PUpl1 Fun died Stu 0157 is B 0 Fended Nuderat Nr F+upil 2 �R"lehNr.PNuAd�dFir� p6,a54 dordFurxh � I T{it lw Ni Flrmbeie.M1L 44tl �iL5,�17 11yuI NtN+Fialmthe t:F ORANGE C V11i L'UKn 1 CAW)-].INA Travis Myren said this table explains the difference needed in funding to meet the continuation budget of each school system and keep the per pupil funding equal between the two. Bonnie Hammersley said when she and budget staff anticipated the continuation budget requests to be more similar to previous years, they thought the best strategy would be to fund OCS's continuation budget fully because CHCCS has the benefit of the district tax. However, since the numbers came in so differently than expected, she said the county is in a bind, and so is CHCCS because they are in a structural deficit. Commissioner Hamilton said part of this issue is the special district tax. 29 Slide #11 SCHOOL CONTINUATION ESTIMATES Changes in PerPupilAmourltbyYear Change in Per Pupil Allocation rom m WM4M 57rp uo- MW ssro w Saaom um M sum. mM 1ii�rS�Sem }tm�o ri26.4b ;2ozm yo-n, 8iP.75 � woe 512AC 9C a /-gyp COUNTY � +RANGE OUNTY wk1FCf]I C_iROLINA Bonnie Hammersley said the $441 looks good, but it's high because the county lost 900 students. She said they plan to add the number of students here so people can see the context for the difference. She assured the Board she will present a balanced budget despite these challenges, but hopes this will demonstrate what staff faces as they consider her recommendations. Slide #12 DEBT SERVICE REQUIREMENTS Five YearNhtSe vi Pwj Planned Debt ervice Revenues and Expenditures s.a M I.12 Carc Tax ncroese rcatluptl ur FY 8�2T 5.74 W ro wpm Sod PoaWimdan Madod Aw If tlho iki aYlm gep flgtl by fA2�1 amthmj mug LID W S39 M 00m Somcb deciaaAi 6iaky in FY R 2rd FY 29 Whie puh%n SM gWkon 05N in FY 33 #34 M FY 2R23-24 FY 21323-25 FY 27M-25 FY 209-27 FY 2D 7-28 Funding Far Debi Service —a—uem Service vaxmeue BaardAlkcated$6 millkm In FY2021-2.2 E wam Fund Babb to nrw CapiLal Ftwa ws to Ofireet ArrWkwr ed One(1)Celrt Tax Incimes a ORANGE COUNTY .4OW !I CARLXANA 30 Slide #13 ORANGE COUNTY FY 0 - 4 BUDGET r Revenue Projection — Property Tax Estimates — SalesTax Estiniates — Charges for Services — Interest Income ORANGE COUNTY wk1FCf]I C_iROLINA Slide #14 ORANGE COUNTYFY 2022-23 REVENUE BUDGET Chu ewunnub {TrraWr In Charge ror irWea_ ¢,� ;,iY � --bRRr�P of Fnnd 6elenrr �rga�Rmnnlel ■Properly Tax Salts Tax Enmrgovemmental ■ChaNes far Service ■OLher Revtnuc ■Transfers In ■?,pprpp ofFynd SE�Iarlct ORANGE COUNTY NOWn I CAR_1LINA Chair Bedford asked if there will be an impact on sales tax with the discontinuation of additional Food and Nutrition benefits. Travis Myren said it should be immaterial. 31 Slide #15 R EVEN U E ESTI MATES • Property Tax — % Natural Grfi wth due to New Construction S3,600,000 — No Change rn Collection Rates(99. % Property; 99.4%Vehicles) — No Tax Rate€n e rease for Debt Service ORANGE COUNTY wk1FCf]I C_iROLINA Slide #16 REVENUE ESTIMATES • Sales Tax — 1 % Growth frim FY22 Budget due to Recent Performance • Potential Yield of Approximately$4 million • Actual FY2D21-22 Growth-16%from FY21Actuals * PFojected FY2022.23Growth•8-12%from FY22 ActuaIs — Assumes No Significant Recession,but Normalization to Pre- CIOVIp,Pre-Rerordinflation ORANGE COUNTY NX)Wn I CAROLINA 32 Slide #17 REVENUE ESTIMATES • Other Revenue Considerations — Emergency Services Charges Growth-Fligher usage of FMS Services,Impact of Metficaid Transfurmation still in question, Base Budget of$1,750roWlor SizingtnnteA — Interest Income Growth- Interestincome on county deposits,due to change in interest rate environment • Base Budget of$1a.o0Q rOr Sizing co-ntext ❑RANGECOJNTY .")i 1I l.JLiu)].r.NA Chair Bedford asked if the higher usage of EMS Services is due to the population aging. Travis Myren said fewer people wanted to go to the hospital during the pandemic. He said an aging population is a possibility as well. Commissioner Greene said Janice Tyler gave her some statistics earlier that morning, and from 2021-2041 the 0-17 population will decrease from 17% to 15%, while the 60+ population will increase from 23% to 27%. Commissioner Hamilton said there was also a change to the rate amount for services. Travis Myren said that is also true. He said the rates were higher and there were also more EMS runs. Commissioner Portie-Ascott asked about the collection rate for trips. Travis Myren said he and Kirk Vaughn will provide that information. Slide #18 TOTAL ESTI MATED R EVEN U ES AN D EXPENDITURES FOR BASE BUDGET • Total Estimated Expenditures $286,135,000 - $2Blnillian1ncreasefmmFY2022.23 • Total Estimated Revenues $270,618,000 $12.5 Milian innrease from Fl+2Q? -73 • difference $15,517,000 ORANGE COJNT7 .'-)L)Wn I CAROLLNA 33 Slide #19 TOOLS FOR BALANCING BUDGET • Refining Expenditure and Special District Tax Rate Revenue Forecasts Fee Increases • Cost Reductions Application of Remaining • Phasing American Rescue Flan Act • Fund Balance Appropriatlon Funds • Countywide Property Tax Date ORANGE COUNTY wk1FCf]I C_iROLINA Slide #20 LONG TER M FI N NDIAL MOD EL Lon gTerm Pianningfor Fina ndal5tabilixy Two largest expenditures categories. Personnel and Education, are programmed to grow faster than the largest revenue sou"-Property Tax- Capital praJects with operaiing budget impacts - Southern 31'anch Library, Crisis Diversion Facillly, new Emergency Services Substations that require new staff Current school.facility,and climate consultants will Identify additional expenditures. ORANGE COUNTY NC]F!"n I CAROLINA 34 Slide #21 ORANGE COUNTY FY 20 R24 BUDGET Department birector Guidelines Presentation January 5 Operating Budget Kickoff meetings January 12.13 FY202�3•24 Budget S ubm�seion Deadiine February 24 County Manager meeting w/Outside Agenciea ano hid to Late-March Relatecl Departmeint Directors County Manager Meeti rig wlDegartment Directors Mid•Mamh to- Early ApriI County Manager Meeting /Fife Districts Early April BOCC Joint Meeting w/Boards of EducaUDq Apr-it 27 County Manager presents FY2023-24 May 2 Recommen#ed Budget Slide #22 ORANGE COUNTY EY 202 -24 BUDGET Budget and Gapital Investment Plan (CIP) May 9 & June 1 Schools and Outside Agencies May 11 Fire District_ public Safety_ and Human Services May 1s Support Services, General Government, May 23 Gommurrity Services, and DLirhtam Tech Budget Anne ndrrterits aind ResoIutlon of InterEt to June 8 Adopt FY2023-24 Operating and ClP Budget Adoption June 20 I-t��=� ORANGE COUNTY .,X)Wn I CAROLINA 35 Slide #23 ORANGECOUNTY MISSION STATEMENT Orange County exists to provide governmental services requested byour Residents or mandated by the State of North Carolina. To provide these quality servloes efficiently, we must; • Soms the Resld ants of Grange Cou my -Our Residents Come Rrst; • Depend on the energy,skills, and dedication of all our employees and wo]unteers; • treat all our Residents and Employees withfaimass, respect,and understanding, lCtrag ORANGE COUNTY NX)I ]I C_iROLINA b. Discussion of Potential Bond Referendum Orange County's bond counsel, Bob Jessup, made the following presentation: Slide #1 �,Nc General Obligation Bonds for SANFORD HOLSHOUSFR Orange Counter LAWYERS AND ADVISORS $oblessup Sanford HolshousertLP wwwLSHLawGroup.com February 24,2023 36 Bob Jessup said the purpose of this presentation is to provide the Board with information they should consider when deciding whether or not to pursue a bond. Slide #2 Revenue bonds 3 primary ways North Carolina local Installment financing governments borrow money General obligation bonds Bob Jessup said revenue bonds occur when the funds borrowed for a major enterprise like a water and sewer system or an electric system, are paid back with revenue from the enterprise. He said Orange County doesn't have any big revenue-producing enterprise so this isn't really an option here. Bob Jessup said installment financing is when money is borrowed, the facility is built, and the lender is given a deed of trust on the facility. He said this is the largest and most common way North Carolina local governments borrow money. He said the county does spring financing every year which is for installment financing. He said it requires a public hearing and is a Commissioner- driven approach. Bob Jessup said general obligation bonds involve levying taxes as much as necessary to repay the bonds. He said this requires asking the voters in the county to approve the borrowing of this money. Slide #3 Don't worry about collateral 20-year financing Why use GO bonds? Slightly better interest rates And the #1 reason, public buy-in 37 Slide #4 Why not .what will you do if the voters Use GO say"No?" bonds? Bob Jessup said a backup plan is necessary in case the voters do not agree. Slide #5 The formal authorization process takes three separate Board actions plus a public hearing,and in orange County's case, The GO must be completed before summer break. bond process But the informal process of figuring out what you want to propose is just as important and needs to come first—at least the starting point. Bob Jessup said bond referendums are only allowed in even numbered years. He said if the Board wants to move forward with a bond, the next opportunity for the public to vote is November 2024. He said, compared to other counties he works with, Orange County has typically had a more community-involved informal process, but it is ultimately up to the Board. Slide #6 The Board -State the purpose in "brief and general terms"—"school bonds," and not "build approves a new xxxx school for the xxxx District." "Bond - Need a separate Bond Order for each rd e rs" general purpose—can't combine "unlike" purposes. 38 Slide #7 What we ask the voters -- ORANGE COUNTY SCHOOL BONDS Shall the order authorizing $ of bonds plus interest to pay capital costs of providing public schools and paying related costs, and providing that additional taxes may be levied in an amount sufficient to pay the principal of and interest on the bonds,as adopted by the Orange County Board of Commissioners on 2024,be approved? Yes_ No— Slide #8 What we tell the voters -- 1. The County believes that an increase in the County's property tax rate of approximately cents per$100 of valuation will be necessary to provide for principal and interest payments on the bonds. [This is new since your last bond referendum.] 2. fused on the assumptions stated on the attached schedule, I estimate that the total amount of interest that will be paid on the bonds for the proposed purpose, over the expected term of the bonds if issued,is$ Slide #9 • The significant timing issue in Issuing proceeding with a bond issue is the b progress of the projects that are going bonds after to be financed. Projects drive the schedule. a successful • You have seven years to issue bonds referendum once approved by the voters. The LGC can (and usually will) extend that to ten years. 39 Slide #10 INC Thanks! )ANFORD Ho l SHOUSFR LAWYERS AN❑ADVISORS Questions? Bob Jessup said by early April 2024, the Board needs to know what they'd like to bond to address and plan for a public hearing, with the bond referendum in November 2024. Commissioner Richards asked if counties typically have an idea of needed projects before moving forward. Bob Jessup said yes, that's the information that would inform them how much to ask for on the bond. He said it is also typical to have a project in the queue they can assign to the bond. Commissioner Hamilton asked if the schools capital needs consultant could provide some numbers that would be helpful in determining the need for a bond. Travis Myren said they could ask them to. He said by April of next year they should have a good idea. Commissioner Hamilton asked how long the informal process has taken in Orange County. Jessup said years because of the approach Orange County takes with receiving input from the community through task forces and other avenues. He said most counties he works with could have it done within a day. He reiterated that this is a commissioner-driven process. Bonnie Hammersley said the informal process for the 2016 bond was started about a year in advance. Vice-Chair McKee said there was no task force for the 2016 bond and the Board of Commissioners at the time wanted the bond to provide funding for schools, but community members advocated for different allocations of the funds. He said the need for affordable housing became predominant amongst conversations, and a reduction was made in the amount for schools to allocate $5 million for affordable housing, to keep the total amount for the bond $125 million. Chair Bedford said there was a Bond Education Committee that was tasked with informing the community of what the bond would do. Commissioner Hamilton added this committee was formed after the Board voted to move forward with the bond. Travis Myren said the county can afford a $130 million bond at this time, over 5 years. Vice-Chair McKee asked if the last bond will be paid off by November 2024. Bonnie Hammersley said no, it's paid back over 20 years. She added that the last bond before 2016 was in 2001. Commissioner Greene asked what the 2001 bond addressed. Vice-Chair McKee said it was for parks, senior centers, schools, and one other item he couldn't recall. He shared his reasoning for his vote on the 2016 bond. He said the total need at the time surpassed the county's debt capacity. He said if the Board had added additional areas for the money to be distributed, it would have reduced the amount to schools to $60 million and with the 60-40 split between the systems it wouldn't have been enough to even rebuild Chapel 40 Hill High School. Therefore, he said he determined the money for the bond would go the farthest if it only addressed schools and a smaller amount for affordable housing. Commissioner Richards said she would think that in less than a year the Board could have a good view of what they could do for the bond based on the Capital Needs Work Group, the consultant, etc. She said the most important factor for her is thinking about where the Board can make the biggest impact with the money. Commissioner Hamilton said she believes the $130 million needs to go to school capital needs because school facilities are currently inadequate. She said this is a key investment to her. Commissioner Richards said she isn't arguing one way or the other, she just feels the county has a lot of information already with consultants and said it seems the process can move forward quickly. Commissioner Hamilton agreed. Commissioner Fowler said CHCCS had a list of needed projects year ago that was $360 million, but now with price of construction the cost is way more. She said no matter where the other priorities are for the county, they are obligated to take care of school capital needs. Vice-Chair McKee said there was a building spree with schools in the late 80s and early 90s with 3-6 cent tax increases every year. He said this was followed by a fairly long lull with no school building, and the last money issued with the 2016 bond probably didn't move the needle on catching up. He said what he doesn't want to do is pit schools against other county needs like parks, senior centers, etc. because then everyone just gets a little and the impact of the money is lessened. Commissioner Greene said she wasn't on the Board during the last bond but she was in the community advocating for the $5 million to go toward affordable housing. She said her perspective has changed, and believes bonds for affordable housing should be issued by municipalities like Chapel Hill because that's where housing is needed and it's on the transit line. She said she agrees with Commissioner Fowler that it is the Board's job to keep school facilities safe. Vice-Chair McKee said it would take a lot of convincing for him to agree to pull money away from the schools for the next bond, otherwise he's afraid the capital needs for schools will never be caught up. Chair Bedford said she certainly supports schools, but is glad there is time to consider so the board can hear more about the county needs through the budget cycle. She said the Crisis Diversion Facility might also be a bond need, but may need to wait a couple of years so there's more bond capacity. She agreed with Commissioner Greene that building affordable housing is a great thing for Chapel Hill to do, especially since the county is doing the prevention work of keeping people in housing. She said she worries there will be a point within the next year that there will be a huge increase in the number of people who become homeless because housing is becoming increasingly out of reach. She said $1 million was put aside for a land bank in case of an emergency. Bonnie Hammersley said the $1 million is in financing, not money in hand, but is in the model. Bonnie Hammersley said the county gave the schools planning money to move forward immediately after the bond money was issued in 2016. She said she hopes schools will be able to work with the capital needs consultant to get some shovel-ready projects moving so they'll be prepared when the bond passes. Chair Bedford said she reminded the schools that the money the county has provided for maintenance should not be saved. Bonnie Hammersley said $44 million was given. Commissioner Hamilton said she heard from Capital Needs Work Group that there is a focus to use the money efficiently and make sure there is a plan. 41 Bonnie Hammersley said they will hear about that next month. She said OCS has $44 million that's already been appropriated and CHCCS has $19 million. She said she told them they can't wait to spend the money. She said the schools want to talk about this at the upcoming joint meeting, but the Board has already done their part by allocating the money to the schools. Commissioner Hamilton said she hopes the capital needs consultant will help get everyone on the same page and identify efficiencies. Chair Bedford said a lot of institutional knowledge at the schools is gone, so it's good they are all having these conversations. Vice-Chair McKee said the Board received an email today from the schools and there was mention about wanting to discuss buying land for future schools. Commissioner Richards asked why more land is needed when school populations are decreasing. Chair Bedford said it is increasing in the Mebane area. The Board took a 15 minute break. Vice-Chair McKee left the meeting at 2:30 pm. Office of Equity and Inclusion Work Plan a. Review of Work Plan and Key Goals for 2023 Dr. Shameka Fairbanks, Chief Equity and Human Rights Officer, made the following presentation: Slide #1 + MpWt Orange CountyOffice ofEquityItInclusion Dr.Shameka Y.Fairbanks A&M Dr. Fairbanks said the Office of Equity and Inclusion was previously known as the Department of Human Rights and Relations but was renamed recently to be more consistent with other communities. 42 Slide #2 Organization Chart tl�kr#i1MiSY�r4lhnaan Aghi�OAger lk 5hearrMe K f��arria 9ndu11erlRurager 11"U pamdtommtlnttx (emmanitybp?ementmg NPN!Fre&?6dw M 5potliltst utrea€b(oordlnaw VOW?Varooka (Mr"Y NfralrgWffl Inuke SpexlalM Vararf Dr. Fairbanks said the Inclusion Manager was renamed to the Inclusion Manager, but the duties of the position are still the same. She said the Intake Specialist is currently vacant, but acts as the first point of contact for the office. Commissioner Greene said her understanding is that staff handles the fair housing cases. She shared that she doesn't feel the title of Inclusion Manager captures that purpose. Dr. Fairbanks said they felt the Civil Rights Specialist title was outdated, but what Commissioner Greene mentioned is still part of this role. She said the Language and Community Specialist does a lot of outreach, translation services, and Spanish assessments. She said the Community Engagement and Outreach Coordinator will be focused on outreach and collaborating with other departments and jurisdictions in the county. 43 Slide #3 � aawu marru u:�,� VW Ija3E To atepollcie�,pranIces,ww Yaruhave"9thts.Y�mmbelong,We progranunirw3 the!creak,--hridgea. are EsteAng &&&csz diWari ms,and dismmrtle ba-x*rs throughouiOange - Ccunty, Mission Vision Slide #4 Strategy SessEon; What-should the'diverslty councdlequity group'look like in OC? What does the infrastructure of L�is group took like? Strategy What do wt netd in the county intefnaIIyand externaII - Disrusstopics afequity to keepatthe forefront. Session - Setter understand where we were, wahaTworked, build actin steps,and understand what didn't work In the past and hour we 2.2.23 need to mova forward. Action steps and goals Next 5tep51feas,fo-let4meframeto accomplishthem Slide #5 44 rralnirrg & I;acial Community Racial Evaluatron$e Slide #6 Capa�iky Equity Ouir�ach� Equity AccnrrrrtabiGty Assessment lir►gagenroerrt Index [et�dFat�gwtyin 4raargeCaunly audwhat CCQtp }�15�11p1'f15 rnrningorwar1aanh11klike,loiflthe0((roeol E�ully�Indus6ontodistusswh,atisyoing well,�- Ilk - Q . �0� wherewerangrow,andhaww�canaall�hoFir�; rp �y .,frr_�;li.l � H4petOsc4y4ulhere!LrghlFefreshrnens�and CO!fR4 WI�I r}'C Rr4YidQQ! - I,, TusdafIcembr ]r :3 -11; Is JI'!1 Solid 1�1+asteluianag�ment,l���Eubanks Rd.,Chapel Hill, h1C * www.orangetountync.gov/OCOEI 45 Slide #7 ■ RUARY2023 BLACK FROM THE GROUND UP: -MSTORY ROOTED IN PLACE, LAND,AND : IF h F4h+rrr� 3aaaar Dr. Fairbanks noted that the Human Relations Commission helped draft the Black History Month Proclamation that the Board ultimately passed in February. Slide #8 + -ar(w moue it w der - - • KTH 2023 4=IN PLOE LAND.AND BUY READ IT & REAP- dl YtdId1�IM1 .4 ■ET* M +ada,ns�l..e4ow.. - fiNE .�-;u ,�•,k vrMrarm9Kwrtl1'�r.9or0[O[I tJi9f7�4 �-+^^�y� 46 Slide #9 A . Movie night Wednesday, February 15,2023 6-Sprn 1�Y�irnOnTlwur.2551H9mnlnaN(kimil NILW MU UNK Egi11Sy'dorahg2[ouAiye[,gow •919.MS-2497 Slide #10 - Race Forward ErnpIoyee Survey completed November-December 2eZz y3 40/.1 re�panse rate or 4xg emp;oy: • RV�ult;forr,cam1ng•-spr-rrg2923 - Elected OfficialsTraining-One Orange NovemberMecember 20-12 Additional . 3 participated from orahve County - Strartegy Session(2.2.23) U.S. Housing and Urban Development education and outreach 04 # • partner-5hip A-.prviramrning must be completed by June 3o, Black Hlstoiy Month 2o23 events - Women's HiAGry Month-2o-23 events • De Lail sror eicomin9atthebeynningofMarch 47 Slide #11 •• {JILL Please ■ IF support! i ii } + I l . W 1 'k Whitted 8fildirnq,Roam 230,38G WTryon 5t,lillishorough,WE L JAMM& 1i�4� www_arangecoun#yne,goMf�lackH�st�y �•+ake�.., b. Questions and Discussion Commissioner Richards asked what each committee listed on Slide #5 will work on. Dr. Fairbanks said these are internal committees that will work to streamline equity efforts happening across county departments. Commissioner Hamilton asked for information on the number of discrimination complaints the county receives and how long the cases take to resolve. Dr. Fairbanks said she would send that information to the Board. Commissioner Portie-Ascott asked if the Inclusion Manager handles types of discrimination cases other than housing. Dr. Fairbanks said yes. Commissioner Fowler said she agrees with Commissioner Hamilton that it would be good to have some statistics about the types of complaints the department sees. Chair Bedford said she thinks with all of the turnover in the organization and the pandemic, the community may not be aware of the services offered, so she hopes that will improve with the more events they have and with the help of the Community Relations Department. Dr. Fairbanks said she agrees it is very important to engage the community, as well as addressing internal departmental needs. Chair Bedford asked if she would be part of the strategic planning group. Dr. Fairbanks said yes. Bonnie Hammersley said she would also like to provide some department history. She said the Human Rights and Relations department was independent when it was first created, then became part of the Housing Department, and she made the decision to make it independent again in 2018. She said a lot of people access the department and noted that the Human Relations Commission is really the external part of the department and have a lot of community events. She said during the pandemic, the department housed the Eviction Diversion Program under Annette Moore's leadership. She said that program has since been moved to Housing. She clarified that housing discrimination has always been investigated by this department. She said the department 48 reports the number of complaints, basis of complaints, and the age of cases, and other information to HUD annually. She said Dr. Fairbanks has really hit the ground running and has been doing some great work. Chair Bedford asked if there will be other One Orange training sessions. Dr. Fairbanks said there will be other opportunities forthcoming. Climate Action Plan Overview a. Review of the Climate Action Planning Process and Outcomes Amy Eckberg made the following presentation: Slide #1 ORANGE COUNTY NORTH CAROLINA Orange County Climate Action Plan (CAP) February 24, 2023 Travis Myren introduced Amy Eckberg, Sustainability Manager. Amy Eckberg said she sat in during their strategic planning exercise this morning and was pleased to hear the number of times climate action and sustainability came up. She said climate action planning started in November 2022 and they have made good progress so far. 49 Slide #2 Climate Action Plan Consultant Blue Strike Environmental Based in Monterey, CA Over 100 Climate Action Plans a Durham County-Renewable Energy Plan a RTI-Climate Action Plan a Town of Chapel Hill-Solar Feasibility study a City of Los Altos,SF0 Intl Airport, City&County of Santa Barbara,Sonoma State University Amy Eckberg said she thinks the consultant will bring some progressive, aggressive, and innovative climate action ideas to the plan. Slide #3 CAP Guidance • Commrsslon for the Environment • Climate Action Team (CAT)— ,-. r Amdt -u cir pet■ KA V*wghn JaatiWan Smdh UEAPR OaW4$W*dal 51wo Brantty Irby Sawde-s Gmy Daneldsan QukAene Stewml Careq moat +' Sa��ka F41rpa+sks Cy swbv PairickAtel* Tommy Blair Cheries 8lerkwcad RobBnWilliems Nrv,M Tmedi Amy Eckberg said the Commission for the Environment is currently looking at the plan and providing input. She said they are also helping with outreach efforts and identifying stakeholders. She said the Climate Action Team is for internal county departments to help have a say in the plan. She mentioned how each department is important to the plan. 50 Slide #4 CommunityEngagement: • Community Survey f t�Ors h vi dis#ri is 4ocus�roups 11T YOU VOICE Of HEARD 4 fac o Ag Summit Prm community} We need your input on Orange County u Business community Climate Action Plan? c BtudentVolces n Non-profitsfeornmunity Aim& g raups u Comm unitysymposium a County staff engagement C. - 10 a Outreach events-rarmer's _ �, wow.arangerounlpnegavr€limaleArt�ae Markets. Earth Day, etc, Slide #5 UlmateAction Plan Timeline o ,m+*Rraa-•,r•Yvlr.fa r4.,�cv� ,n*rW_ P&.P3­ �•wwc h,wlrYm ^� .74 TTi•R^T 4•T•IY..-_...-•nor a]P.S�JC N t'�Fi�' '• lL��� •■F i.��7whF 4 Q. MACYxr}IF1Y� C4�ms�c� trcica�<I4� c,+Pii mac■, cl•­Yr W.F •____—oayYc aicr,ioc�a P K Cmm GMr atr■nr w��ui�o MO W+rt rFa�ac•Fr, R4r�awptr■PY 1■w�nir■�cG.m,•.v,i ov�� rc■��c ■ for 1--U 21.i■c mrhaw 51 Amy Eckberg said the Greenhouse Gas Emissions Inventory will drive how aggressive the climate strategy should be. She said this will be presented to the Board in the spring. She said community engagement is in progress and will continue through the spring. She said the draft Climate Action Plan will come to the board in June. She said the Community Symposium will be done in late summer or early fall. She said the funding plan is an extra step she asked the consultants to do so the plan doesn't just sit on the shelf. She said there will also be a Climate Action Plan dashboard that will provide real time information on where the county stands on greenhouse gas and will be housed on the website. She said this will be an opportunity to show where the county has been and where it's going. Slide #6 ► P Consultant Updates 2023- Late Late Fall- GHG CAP Inventory Draft `P B()CC Update presentation as ■ b. Questions and Discussion Commissioner Richards asked if the Vision and Goals have been sent to the Board. Amy Eckberg said they are in draft form, which she can share with them all. Bonnie Hammersley said that can be included as an information item on the board's 3/7 agenda. Commissioner Greene said she was at the Ag Summit and wanted to offer constructive criticism. She said it didn't feel like a focus group, but like the consultant giving a presentation. She said some of the things the consultant said could be done with tax money can't be done. She said it felt like there was a disconnect and the members of the audience didn't know how to engage. Amy Eckberg said she appreciates the feedback and Commissioner Richards also shared similar concerns, she said there will be a debriefing with the consultant. She said there is room to do better, and some contextual information at the beginning of the focus group would be helpful. Commissioner Greene said it would be nice to have another opportunity to engage with agricultural community if possible. 52 Commissioner Hamilton said Board of County Commissioners of the past have set out goals. She said she would like to compare what was said in the past and what the plan is capturing in order to ensure the history is included. Amy Eckberg said she could provide a recap of previous resolutions relating to climate, etc. Commissioner Hamilton said yes. Commissioner Fowler said the Climate Action Plan will address how to get to the goals. Commissioner Richards said she is glad the Commission for the Environment is involved because it's a great way of utilizing a structure already in place. Commissioner Hamilton asked if the Board has to undo resolutions by past commissioners before passing something new. John Roberts said he will have to look at what was done previously before determining. Bonnie Hammersley said she thinks the resolutions were in support of national trends, but they will take a look. Amy Eckberg said the big one is that on September 12, 2017, the Board passed a resolution to transition to a 100% renewable energy economy. Commissioner Fowler asked how this impacts existing climate plans. She asked if it will work with Town plans. Amy Eckberg said the consultant is working on synthesizing the plans across the county to the greatest extent possible. She said a lot of recommendations will come out of working across jurisdictions and will also maximize dollars and impact. Chair Bedford said this is where the MOU between the county and towns comes in to meet throughout the year to discuss climate action. Amy Eckberg said Chapel Hill passed the MOU, and it is going to Hillsborough and Carrboro soon. She said TJCOG has been great getting all jurisdictions together. Chair Bedford asked if the consultant will look at making the Climate Action Plan equitable and helping people who otherwise couldn't afford to participate. Amy Eckberg said equity will underpin the plan. Commissioner Fowler asked if there can be incentives for businesses building green or using electric vehicles. Cy Stober, Planning and Inspections Director, said he's directed staff to build a Unified Development Ordinance task force for a variety of things, and they could work on building in incentives for sustainability. Travis Myren said Amy Eckberg has been part of the CIP meetings with departments so if there are opportunities for added sustainable features of capital projects she can address that. Evaluation and Next Steps Travis Myren asked the Board to provide feedback on the retreat. Chair Bedford asked for comments on highs and lows of the day. Commissioner Fowler said she thought the day was the perfect combination of education for the board as well as vision setting and strategic planning. Commissioner Hamilton said she liked that the presentations were clear, not too long, and gave enough time to comment. Commissioner Portie-Ascott said it served as a great orientation for her. Commissioner Richards said the Board intentionally scheduled the retreat for after her appointment and agreed it was a good time for her to have the retreat shortly after coming on the board. She said the retreat was great. She said the Retreat Planning Committee removed Planning from the agenda, so she hopes to have Cy Stober come to a work session. She said the Board doesn't get enough time to work through and get everyone's perspective on things during meetings and liked the opportunity for that today. 53 Chair Bedford said the day went well and echoed comments from other members. Adjournment A motion was made by Commissioner Fowler and seconded by Commissioner Richards to adjourn the meeting at 4:00 p.m. VOTE: UNANIMOUS Jamezetta Bedford, Chair Recorded by Laura Jensen, Clerk to the Board and Tara May, Deputy Clerk to the Board Submitted for approval by Laura Jensen, Clerk to the Board.