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HomeMy WebLinkAboutMinutes-10-03-2023-Business Meeting 1 APPROVED 11/14/23 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS BUSINESS MEETING October 3, 2023 7:00 p.m. The Orange County Board of Commissioners met for a Business Meeting on Tuesday, October 3, 2023, at 7:00 p.m. at the Whitted Human Services Center in Hillsborough, NC. COUNTY COMMISSIONERS PRESENT: Chair Jamezetta Bedford, Vice-Chair McKee and Commissioners Amy Fowler, Sally Greene, Jean Hamilton, Phyllis Portie-Ascott, and Commissioner 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 7:00 p.m. All commissioners were present. Chair Bedford invited Tara May, Deputy Clerk to the Board, to recognize boards and commissions volunteers in attendance. Tara May thanked volunteers for their contributions to Orange County and invited them forward to take a photo with the Board. Board members expressed their appreciation to volunteers for their service on boards and commissions. 1. Additions or Changes to the Agenda Chair Bedford dispensed with reading the public charge. 2. Public Comments (Limited to One Hour) a. Matters not on the Printed Agenda Mary Bratsch-Hines spoke on the proposed Orange Grove Rd. waste and recycling facility. She again extended an offer to Commissioners to tour the proposed site with her and/or other neighbors to the property. She said through a public records request, she learned that the Solid Waste Management Department and OWASA have been in discussions for 18 months on the proposed site. She said she and other neighboring residents only learned about the plan 2 months ago. She said she understands this process may be lengthy but doesn't understand why the public wasn't included in the decision-making process earlier. She said the neighborhood information meetings hosted by Solid Waste Management brought out 85 and 110 people who are all opposed to the site. She said little to no data was provided on the existing sites related to why they need to close, and no public documentation was provided on the process for choosing the site. She said she subsequently learned that Solid Waste Management had already identified 3 sites, all owned by OWASA and all located on the same stretch of Highway 54, without community input by the time they contracted with an outside consultant in March 2022. She said since August, she said over 100 neighbors within 2000 ft. of the proposed site have signed a letter to OWASA, and over 750 people have signed an online or paper petition against the proposed site. She said the issues the community has raised are irreconcilable and a new site must be selected. She said instead of understanding these issues 18 months ago, county staff have engaged in hours of paid work and the contract for the outside consultant was $18,000 and this was not a good use of 2 taxpayer funds. She said residents deserve to see the same information as decision-makers and to be part of the process. Instead, she said residents are on the defensive and fighting for their homes and families' health and safety. She said she and other residents would prefer to be on the offensive and on the side of Solid Waste Management in understanding the need for a new consolidated site and to have been part of the governmental process. Mary Lawrence said her property is adjacent to the proposed site for solid waste convenience center. She said the center would be located on 7.7 acres carved from the northeast corner of a 56-acre plot owned by OWASA. She said about 30 acres is currently wooded, and the rest is open and used for land application of biosolids. She said the proposed site already bears the environmental burden of biosolids from OWASA and the surrounding community has already absorbed the numerous risks associated with this practice and a solid waste convenience center would add additional burden. She said to build the center would require removing hardwood trees that stand between the site and neighboring properties, which neighbors need to absorb the water runoff from the biosolids site and filters wells. She said a representative from the engineering firm involved in the project said he could give no guarantees that contaminants from the site would not infiltrate the neighbors' wells, which means the center could double the risk of well contamination. She said the proposal is lose-lose for 70 homes and asked the Board to withdraw support for the project. Joshua Setzer said an NC-54 corridor study was presented at the last meeting, and there were findings shared that are relevant to the solid waste facility issue. He said Highway 54 is well beyond its carrying capacity resulting in congestion and accidents. He said solutions will take years and, in the meantime, the population will continue to grow, and it will get worse on Highway 54 before it gets better. He said despite this, Solid Waste Management has proposed consolidating two convenience center sites into one at the corner of Orange Grove Rd. and Highway 54, which would make even more people have to use Highway 54. He referenced the census block data presented by Nishith Trivedi at the last meeting which showed that there is a community of concern along Orange Grove Rd.that meets three environmental justice thresholds. He said this section of Southwestern Orange County at the junction of Orange Grove Rd. and Highway 54 is already overburdened by traffic and underserved by roads and is burned by waste byproduct from the biosolid treatment program which is now known to contain PFAS and is under EPA study. He said the proposed waste and recycling center would bring more traffic and potential contamination. He urged the Board to ask Solid Waste to look for other sites. b. Matters on the Printed Agenda (These matters will be considered when the Board addresses that item on the agenda below.) 3. Announcements, Petitions and Comments by Board Members Commissioner Portie-Ascott said she attended the ribbon cutting for Innovate Carolina Junction on September 27'. She said she appreciated that there was a moment to acknowledge the women who worked at that location and made their living selling flowers and a carnation was provided to all who entered. She said the Junction is a hub for innovation and entrepreneurship at UNC Chapel Hill. She said she also attended the Local Government Housing Collaborative meeting. She said the group has put a pause on the RFP because the previously identified funds can't be used for county-wide housing plan, only for a plan focused on the four priority populations. Commissioner Richards did not have any announcements. Vice-Chair McKee said there is a lot of activity along the roads in northern Orange County. He explained that this is a result of the broadband initiative the Board started two years ago, and multiple crews are hard at work laying conduit. He said the plan is for this work to be done by the end of 2024. Chair Bedford thanked Vice-Chair McKee and Commissioner Greene for serving on the Broadband Task Force, which led to the work Vice-Chair McKee mentioned. She said she and 3 Commissioner Hamilton attended a presentation by Chapel Hill Planning staff on September 28th regarding potentially changing the WASMPBA boundary. She said that issue will be with the Chapel Hill Town Council. Commissioner Hamilton said a report from the consultant working on the capital needs of schools was given at the Capital Needs Work Group on September 20th, and the Board's joint meeting with the School Boards on September 26th. She said the report included the condition of all the schools in Orange County as well as how to prioritize the different needs both for the condition of the facilities as well as educational adequacy. She said it was a lot of information and she's happy we've reached this step as a county. She said she wants people to notice and pay attention and review the report because there will be a lot of decisions that have to be made. She said she attended the Chamber of Commerce meeting this morning and there was a forum for candidates in Orange County. She said she will also attend the Alliance Health board meeting on Thursday. Commissioner Fowler said she also attended the candidate forum breakfast today and enjoyed hearing ideas from candidates. She said she has not yet been to the Innovation Junction, but B3 has a pop-up coffee shop there, which is a company that employs people with and without disabilities. Commissioner Greene said she attended the GoTriangle meeting on Wednesday and the board adopted some fourth quarter amendments to the Orange Transit Plan and elected new officers. She said the new Chair is Brenda Howerton, Chair of the Durham County Board of Commissioners, Vice-Chair is Mary-Ann Baldwin, Mayor of the City of Raleigh, Vivian Jones, Mayor of Wake Forest, is Treasurer, and she announced that she will serve as the board's Secretary. 4. Proclamations/ Resolutions/Special Presentations a. National 4-H Week Proclamation The Board approved a proclamation recognizing October 1-7, 2023, as National 4-H Week in Orange County. BACKGROUND: National 4-H Week is October 1-7, 2023, and is promoted by both the National 4-H Council and North Carolina 4-H and celebrated in states and counties from coast to coast. The overall goals of National 4-H Week are to promote the ways in which 4-H serves families and youth in grades kindergarten through twelfth, and to promote the 4-H "learn by doing" experiential learning model that sparks youth interest in future careers, leadership, and community service. Orange County boasts eight community-based clubs from Cedar Grove to Carrboro and continues to grow to meet the needs of Orange County residents. Orange County Cooperative Extension, a partnership between Orange County Government, North Carolina State University, and North Carolina Agricultural & Technical State University, continues to promote 4-H Youth Development as the premier vehicle for inspiring youth interest in the fields of science, technology, engineering, agriculture, arts, mathematics, and more. Orange County 4-H offers a wide variety of programming across the County, employing the following modes of delivery: day and residential camps, school enrichment, afterschool programming, and community-based clubs. Considerable research has been published to highlight the role 4-H plays in helping youth thrive as participants and throughout life. Samples of that research include: • Arnold, M. E. & Gagnon, R. J. (2019). Illuminating the process of youth development: The mediating effect of thriving on youth development program outcomes. Journal of Human Sciences and Extension, 7(3), 24-51. 4 • Noble, R., Hall, K., Hensley, S., & Arnold, M.E. (2021). Aligning 4-H youth development frameworks with the 4-H Thriving Model. Available at: https://helping-youth- thrive.extension.org/. • National 4-H Council. (2023, January 1). What is 4-H?. 4-H. https:H4-h.org/about/. • Search Institute (2014b). The developmental relationships framework. Minneapolis, MN: Author. The Strategic Vision for 4-H, as outlined in the National 4-H Council Strategic Plan 4-H Youth Development A 2025 Vision is by 2025, states "4-H will reflect the population demographics, vulnerable populations, diverse needs and social conditions of the country. This vision has the elements of inclusion, caring adults, serving at minimum 1 in 5 youth, and the volunteers and staff reflect the diversity of the population." Jonathon Smith, County Extension Director, said there are 270 4-H members across the county and 43 active volunteers that help support the program and members. He said that five of the six total county council officers are present tonight, and all but one of them are students from the Chapel Hill area. He said he is excited to see 4-H expanding to urban communities in this way, while remaining well-known in rural areas as well. Jonathon Smith introduced Gabi Taylor, Lilly Kohout, Anastasia Smith, Navya Sharma and Natiya Sharma. Anastasia Smith said she is the president of the county 4-H council and shared all of the reasons 4-H is important to her. Lilly Kohout said she is a senior at Chapel Hill High School and is the vice-president of the county's 4-H council. She talked about the many opportunities 4-H has offered her. Nitya Sharma said has been in 4-H for two years. She shared what she has experienced in 4-H and how it has impacted her. Commissioner Fowler read the following proclamation: NATIONAL 4-H WEEK PROCLAMATION WHEREAS, 4-H youth across the nation are leading efforts to solve problems in their communities and make a difference for their futures; and WHEREAS, 4-H is the largest youth development organization in North Carolina and the largest in the nation with nearly six million participants; and WHEREAS, in 2022, 4-H in North Carolina provided 20,787 educational activities impacting 188,425 youth; and WHEREAS, Orange County's 4-H program numbers more than 260 members and more than 40 volunteers engaged in camps, school enrichment, afterschool programs, and eight community clubs; and WHEREAS, 4-H, as part of the North Carolina Cooperative Extension Service of NC State University and NC A&T State University, is a program where youth are engaged in experiential learning opportunities in 4-H's mission mandates of science, engineering, technology, healthy living, and citizenship; and WHEREAS, 4-H has connected youth and their communities with the innovative research and resources from our nation's 112 land-grant universities and colleges for more than 120 years; 5 NOW, THEREFORE, we, the Orange County Board of Commissioners, do hereby proclaim October 1-7, 2023, as National 4-H Week in Orange County, and urge the people of this County to take advantage of the opportunity to become more aware of this research-based program that enhances our young people's interests in their futures as part of Orange County 4-H Youth Development and to join us in recognizing this unique partnership between our County and the University of North Carolina System. Adopted this 3Id day of October, 2023. Jamezetta Bedford, Chair Orange County Board of Commissioners A motion was made by Commissioner Fowler, seconded by Commissioner Hamilton to approve this proclamation. VOTE: UNANIMOUS Vice-Chair McKee said he remembers his experience as a 4-H member and shared the impact it had on his life. He said he would not be surprised to see all the members present tonight in his seat or in other seats of influence in the future. b. National Register Recommendation for Ridge Road School The Board endorsed the Historic Preservation Commission's recommendation to ask the State Historic Preservation Office to list Ridge Road School in the National Register of Historic Places. BACKGROUND: The historic Ridge Road School is being nominated to the National Register for its significance as one of the best-preserved historic two-room Black schoolhouses in Orange County, built in the 1930s and used until the 1950s. The federal process for listing a property in the National Register of Historic Places includes a provision giving the BOCC the opportunity to offer a recommendation for or against the listing of historic properties within its jurisdiction. The HPC fully supports the nomination of the Ridge Road School to the National Register.As required, the HPC held a public hearing and received public comment regarding this proposed National Register listing at its regular meeting on September 27, 2023. The HPC subsequently recommended the proposed designation for approval (Attachment 3). DEAPR contracted with a consultant to prepare this National Register Report to promote this official recognition for properties of special historical, architectural or cultural significance to Orange County. This is an ongoing HPC program to protect and preserve historic resources. Funding was provided through the County's Lands Legacy Program, which includes as one of its priorities the protection of"lands of historic, cultural, or archaeological significance." The National Register is an honorary designation that carries no local regulatory burden, but does provide a federal and state process for protection in the case of projects receiving federal or state funding, or projects that require some form of federal or state permit or license. The attached National Register report provides a detailed architectural description, followed by a statement of the school's significance and historical context about Black schools in Orange County, along with a detailed history of the school (Attachment 1). 6 Peter Sandbeck, Cultural Resources Coordinator, reviewed the background information for the item and made the following presentation: Slide #1 �• • f > National Register Approval for the Ridge Road Schoo Peter Sandbeck said this is the side of the schoolhouse that faces the road. Slide #2 { S Y �� V Peter Sandbeck said slide #2 shows a picture of the side of the schoolhouse with the entrance. He said it was built in 1932 to replace an outdated school building and community members donated lumber milled and sewn by a local contractor to build it. He said this was a respected institution until it closed in the 1950s. He said it stands on land owned by farmer Walter and Maggie Torian. He said many of their descendants are in the area today and are dedicated to the Jones Grove Baptist Church, which acquired the school after it closed. Slide #3 f f y Peter Sandbeck said Alethia Burt (pictured in slide #3) and Ruth Torian taught grades 1- 7 during the time the school was open and were an integral part of the community. He shared a bit of background information on both teachers and highlighted the impact they had on students during this difficult period of time in the county's educational history. 8 Slide #4 . b:Pal i A • c6: ' Peter Sandbeck said this picture was published in the News of Orange in 1951 extolling the wonderful things happening in the small two-room Black schools at the time. Slide #5 .,� ,. , r:�►,�� .� _ rt =�, . ._ate A Project at the Htllshu•oUgh Arts Ourxll Ai[s R_. Y-AL S0,h00Ls -for C pDI Dred h d reKl- ath to Freeolom Peter Sandbeck recognized the congregation members of Jones Grove Baptist Church in attendance and invited them to make comments. 9 Tremaine Royster, pastor of Jones Grove Missionary Baptist Church, thanked the Board for taking the time to remember this school. He shared how important the Ridge Road School is as a representation of the community's legacy. Peter Sandbeck discussed the work of Representative Renee Price through Free Spirit Freedom. Vice-Chair McKee asked if there are any plans to further restore the building. Peter Sandbeck said yes, and designation on the National Register of Historic Places will allow the opportunity to seek funding sources. He said he will keep the Board updated on the progress. Vice-Chair McKee said he will likely bring forward a petition to provide county funding toward this effort. PUBLIC COMMENTS: Louis Watkins said he was born and raised in Hillsborough on the same road as the school. He said he went to Ridge Road School starting in 1942 with 4 of his 9 siblings and really enjoyed going there. He said he went as far as the fourth grade. He shared memories of his time at school and walking 2.5 miles there each day. Representative Renee Price said she first learned of the school over 10 years ago and she and Jackie Liggins went throughout the county to document the schools that were built for African American children during the era of segregation. She said there are 29 of these schools in Orange County. She explained the steps and conversations leading to her learning the name of Ridge Road School. She said she had a conversation with Melvin Beasley and he has similar stories to Mr. Watkins about bringing wood to burn for warmth, carrying water from the well, and using text books passed down from the white schools. She said Mr. Beasley was very humble and was the first African American to serve on the Orange County Board of Elections. She said this school stands as a testament to the determination of the students, parents, and the community to ensure a good education for everyone and recognizing that knowledge and education is a pathway to freedom. She said most other school buildings like this have fallen into disrepair or were converted to a residence or storage, but Ridge Road is the one in the best shape. She said saving this building will serve as an example and will continue to tell the full story of Orange County. She asked the Board to support the recommendation. Commissioner Greene thanked everyone for their work on this. She said she drove by the school today and the pictures are great, but walking around the school is even better. She said it is sad this is the best-preserved building because it is frankly not in great shape and is glad to hear that the designation will help with fundraising for restoration. She said this recommendation is very comprehensive and appreciates the detailing of the deep history of school systems in Orange County. She said she very much supports this application. Commissioner Hamilton said there are many difficult decisions to make as a county commissioner, but this one is easy. She thanked everyone involved for their efforts in bringing this forward. She said her grandparents were teachers and ministers in rural Georgia and imagines her grandmother may have taught in a school like this. She said it is important history. Vice-Chair McKee said he remembers a similar school in Caldwell when he was growing up and is now, sadly, only the stones of the foundation. Commissioner Richards said she finds this especially important today as so many people are trying not to acknowledge our history. She said it is important to save places that are tangible and to have memory of our history. She said it is urgent to save it while it's still able to be saved, and hopefully will be able to use the school as a teaching tool about the county's true history. She said her mother attended a one-room schoolhouse in rural Mississippi in the 1920s and expressed again the importance of preserving Ridge Road School. 10 Commissioner Portie-Ascott thanked the Jones Grove Church congregation for being committed to elevating history through this project. Commissioner Fowler echoed other comments and said she appreciated reading about the school's history and the effort that went into this. Chair Bedford said she agrees with comments from other commissioners and appreciates the level of detail in the recommendation. She agreed this is an easy decision. A motion was made by Commissioner Greene, seconded by Commissioner Hamilton, to endorse the National Register Nomination of the Ridge Road School and authorize the Chair to sign the Elected Official Comment Letter to indicate the Board's recommendation for listing in the National Register. VOTE: UNANIMOUS 5. Public Hearings None. 6. Regular Agenda a. Renewal of Management Services Agreement for the Piedmont Food Processing Center The Board renewed a two-year Management Services Agreement for Piedmont Food Processing Center. BACKGROUND: In 2011, Orange County was one of four county government partners that helped to establish the Piedmont Food and Agriculture Processing Center (PFPC). The Center has changed names, staff and leadership, and scope of services in the past 12 years. The County owns and maintains the facility in which Piedmont Food Processing Center (PFPC) operates shared kitchen spaces and provides food business incubator services. The County entered into the first management services agreement with PFPC in 2021. At that time, Board members requested additional information regarding who is using the facility and the stage of development for those clients. This information is provided as part of the attached "Frequently Asked Questions" document. The proposed management services agreement does not modify any of the provisions of the current agreement. It continues to define responsibilities for building usage and maintenance, financial reporting, and all other relevant needs related to operating PFPC services in a County owned facility. The renewal would extend the term of the agreement for two (2) years. Travis Myren made the following presentation: 11 Slide #1 Agenda Item 6-a ORANGE COUNTY NORTH CAROLINA Piedmont Food Processing Center Management Services Agreement Board of Commissioners Business Meeting October 3, 2023 Slide #2 Purpose • Consider renewal of a management services agreement with the Piedmont Food Processing Center to continue operations at the County owned property at 500 Valley Forge Road in Hillsborough ORANGE COUNTY 2 NC)FtrH[1ARl31JNA 12 Slide #3 Background • PFPC operates as an incubator, accelerator,and shared kitchen/co-working space • County owns the land,the facility,and fixed equipment — Land and building is valued at$965,100 • Original lease was approved in 2012 — Rent was scaled to reach$26,0b0 by September 2016 • Rent was waived by the Board of Commissioners starting in July of 2016 • Lease was converted into a Management Services Agreement in 2021 for a term of two years ORANGE COUNTY .y FYC7ItrH CiAPf3L-jIVA Slide #4 Background • Frequently Asked Questions FAQ}prepared by PFPC and included in Board packet addresses — Clients and tenure — Services provided — Capacity Work with local farmers — Funding Economicimpact * Board packet also includes profit and loss statement and balance sheet prepared by PFPC ORANGE COUNTY 4 FYC]Itrul CJ PICMAIVA 13 Slide #5 Proposed Renewal • Proposed renewal for two additional years to October 2025 • PFPC obligations are maintained PFPCis granted access to the facility and equipmentto enable local food and agricultural entrepreneurship — PFPC manages the facility and relationships with users — PFPCsets userfees PFPC obligated to work with Economic Development,Chamber of Commerce to market the faciI ity — PFPC obligated to submit annual balance sheet,profit and loss statement,and cash flow statement to demonstrate financial stability and performance PFPC maintains and repairs some eq u ipment related to kitchen operations • County obligations also maintained — General facility maintenance — Capital improvements ORANGE COUNTY NaRrH C.ARc3LJNA Slide #6 County Capital Improvements Debt service for capital improvements paid using Article 46 sales tax revenue • Ten-year capital improvement history—total $1.8 million authorized • Recent investments included in the $1.8 million total — $185,000 to install pre-cast interceptorfor grease,add a drive over drain for food trucks and other improvements to comply with town and environmental health regulations,and an emergency generator to provide consistentccclingcapability during a power interruption. — 5115,000 to install exterior sign age,paint the interior and exterior, update the existing epoxy fi❑oring,and improve the exterior lighting. $140,000 to install roofing system over the exterior freezers — 5242,000 to design and replace the existing heating,ventilation and air conditioning units $19,019 to replace the exterior windows ORANGE COUNTY 110L3RTH C:ARi3L1NA 14 Slide #7 Tax Value and Market Comparisons Land and facility valued at$965,100 • Value of property tax exemption — Orange County-$8,061.48 — Orange Rural Fire-$1,012.39 • PFPC pays business personal property tax on equipment valued at$67,470 — Orange County-$563.58 — Orange Rural Fire-$70.78 • County sales tax on PFPC client products earned based on point of delivery • Local commercial realtor estimated market rent between $12 and $18 per square foot Total market rent between$124,800 and $187,200 annually rip A r�r � ORAR C,"H n UNA } Travis Myren said there was another question from the Board that staff is working to gather information on. He said the range is large because of the uniqueness of the facility. Slide #8 Recommendation Approve and authorize the Chair to sign a renewal of the management services agreement with the Piedmont Food Processing Center to continue operations at the County owned property at 500 Valley Forge Road in Hillsborough for two years. ORANGE COUNTY B NC7RtrH C:AR€DLiNA Commissioner Portie-Ascott asked if there was money set aside for emergency repairs. Travis Myren said no and that would require a budget amendment. 15 Commissioner Portie-Ascott asked if a budget amendment has ever been required over the years. Travis Myren said this has not happened before. Commissioner Fowler said it would be helpful to have a work session on this. She said that she has a lot of the same questions that she had two years ago. She asked the percentage of viable businesses that exit the facility and then locate in Orange County. She asked why Durham has representation on the board when the county is no longer contributing. She said she is curious about the structure. She said one of the reasons it is not a non-profit is because this is not a depressed area, but the website lists it as a non-profit. She said she is curious about why Orange County is subsidizing this and has heard that other areas are doing this, but she would like to know what percentage are subsidized by counties. She said she would like to know if there are more subsidies in more rural areas. She said that she would like to know if they can require that a percentage of orange Couty businesses are the ones being helped. She said she is still trying to figure out why they are subsidizing for people all over the state. She said she is not saying she is against this but looking to increase the benefits to Orange County. She said she wants to know if there is a waitlist for people to use the facility. Commissioner Greene said they are not a 501 c(3)non-profit but they are technically called a non-profit in NC, they are not exempt from taxes in North Carolina. Sue Ellsworth said they have to balance each kitchen and the capacity of each kitchen. She said the full catering kitchen and production equipment get a lot of use. She said that there is a waiting list for some kitchens, but others have none. She said the dry fill product kitchens have less of a wait. Commissioner Fowler asked if priority is given to Orange County residents for the waitlist. Sue Ellsworth said they always give priority to Orange County residents. She said even when they felt they were at capacity they always made an effort to fit in Orange County residents. Eric Hallman said they get about 12 inquiries a week, and some are ready to start immediately. He said they balance what is available with when they can start. Commissioner Richards asked if a user forms their business there, are they an Orange County business. Eric Hallman said they have to register their production address as the facility and that would mean their production address is Orange County. Commissioner Richards said that is what she thought. She said they would be considered Orange County businesses while they are there, but not once they graduate from the facility. Chair Bedford said they have their corporate registration address and their production address. Commissioner Richards asked if they would have two registered addresses. She said she is trying to understand the relationship between where people live that use the facility. She said it would be an Orange County manufacturing business but once they are out, they would be based on their own addresses. Eric Hallman said they would use their corporate address and that would usually be their home. He said Orange County does not have a lot of ability to keep companies local, and companies usually go out of state. He said they have completed a study of how to keep the studies local with the Kenan Institute. Sue Ellsworth said they talk a lot about the numbers but she wanted to take a moment and make sure the people are discussed too. She said there are people behind the brands of each one of the products created by the businesses. She reviewed some of the products gifted to the Board members and spoke on the hard work of each of the business owners. She said she works closely with the people that make the products and work on their businesses. Vice-Chair McKee asked if PFPC is still serving as a center for food trucks. Sue Ellsworth said yes, and she thinks there are about 15 now. She encouraged a visit to the facility. 16 Commissioner Greene applauded Sue Ellsworth for creating the non-profit called We Power Food. She said that it is a great place for women to start and continue their businesses. Sue Ellsworth said it is a nonprofit that works on developing and providing resources to women food entrepreneurs. She said it helps them get the correct information from the start. She said this helped bridge the gap in communication between business owners and regulatory agencies. Commissioner Hamilton asked how many board members there are and who is on the board. Eric Hallman said two commissioners, one from Durham Couty and one from Orange County, and there are five board members. He said there is a need to expand the board. Commissioner Hamilton asked if there is a thought of how many to expand to. Eric Hallman said that they need to figure out what the BOCC wants the organization to be and from there they can get the right skill set. Commissioner Hamilton said she would like to see a breakout for profit and loss. Eric Hallman said he can provide that. Commissioner Hamilton said she would like to know the fixed equipment and value of it. Eric Hallman said there are two steam kettles, a skillet, two double decker ovens, a bread proofer, a liquid nitrogen blast freezer and a hydraulic juice press, and a dishwasher. He said that most of the equipment has fully depreciated and the replacement value is significant. He said the equipment lasts a long time and most of the equipment was purchased with grants. Commissioner Hamilton asked if they continue to get grants. Eric Hallman said they continue to apply but they have not applied for new equipment because they do not have the resources to deploy that. He said they would love to expand their services, particularly for dry fill services, and that would require new equipment. Commissioner Hamilton asked how charges are determined. Eric Hallman said the hourly rates are market rate from mission driven kitchens. He said they are in a network of incubator kitchens. He said there are 38 kitchens across the state that meet and share ideas. He said that $28 an hour is the going rate and that is what they charge. Sue Ellsworth said they also charge for storage so that's additional revenue. Chair Bedford said her concern is on accountability and board governance and asked how many board meetings were held and how many met quorum. Eric Hallman said there were two last year with quorum, and one this year with quorum. Chair Bedford said this is a concern for her because it doesn't follow their bylaws. She said that is not good board governance. She said that they should provide high level of management oversight and review the financial statements. She said that her experience at the time was that management changed the fee structure and then informed the board afterwards. She asked if the board conducts an evaluation for them. She asked if there was a job description. She asked if they get retirement or health insurance. She asked if they get paid vacation. Sue Ellsworth said she gets long-term and short-term disability, paid vacation, and they investigated bringing insurance in, but it is not affordable for a company their size. She said she uses the marketplace to get insurance. Chair Bedford said one of her issues is that they do not have similar benefits to county employees, and it is not fair. She said they work very long hours, and they are dedicated and great employees. She said that her criticism of the Board is not about the employees. She said it was a surprise to her when the board minutes were refused. She said she thinks the BOCC should extend the contract for a year. Eric Hallman said this started as a four-county collaborative in 2010. He said this was Durham, Alamance, Chatham, and Orange. He said that in 2011 their doors were opened. He said that it was funded at $1.3 million from various state, federal, and private funds. He said that Congressman Price was instrumental in this, and it paid for the building renovation and the equipment. He said in 2012, former County Manager Frank Clifton said they did not want anything 17 further to do with it and it became a non-profit. He said that in 2015 there was a shutdown looming. He said that he walked into Barry Jacobs' office, and he started as the interim director with a deferred salary. He said he started with their financials and because they were behind, the non- profit was dissolved. He said that when Orange County filed,they filed with the wrong box checked and there was no way they could get reinstated for non-profit. He said that they started a new entity in January 2018 and started the process to become their own non-profit. He said that with research, they determined that the IRS was not providing that status for businesses like this. He said that they operate as a non-profit, with no owners, but that is what they were told is ok. He said they are a NC non-profit but file federal taxes as a C-Corporation. He said they are still unsure about their relationship with Orange County, and they need to figure that out. Commissioner Fowler asked if it would be possible to coordinate with Durham Tech on culinary classes. Sue Ellsworth said it would be hard with the way the kitchens are set up and because of the regulations. Commissioner Greene said she is trying to understand the non-profit issue. She said they board operates like a non-profit, but they are not filing as a 501 c(3). She asked if they are not a non-profit because they recognize that the groups they are helping do not fall into the category for non-profit. Eric Hallman said yes. Commissioner Portie-Ascott said that 80-85 businesses have used the facility this year and asked how the number has changed over the last 3-5 years. Eric Hallman said they have 60 current clients at a time and that demand has not decreased. Commissioner Richards said if any board members haven't gone, they should go. She said she applauds the creativity, the work, and the encouragement for small businesses. She said she is very supportive. She said that if there are things the Board is uncomfortable with, they should be direct about addressing those things, but she believes this is an asset for Orange County and wants to figure out how best to support it. Commissioner Hamilton said she has not been to the facility yet. She said that reading through the information and understanding the history, the amount of subsidy that Orange County is giving, she has to ask herself what other uses could benefit from the use of the money. She said it is not clear to her what the alternatives are or the direct benefits to the residents of Orange County. She said she feels this is something where she would like more time to see the benefit of having this facility. She said she is in favor of a shorter agreement while doing the work to reach an agreement for a longer term. Chair Bedford said BOCC provides capital support for only two outside agencies. She said the other is a program that serves disabled adults. She said this kitchen serves for-profit businesses. She said that she is concerned about duplication of services. She said that there is a need for additional financial analysis. She said she is not in favor of selling this. She said there should be support and the employees should be paid properly. She said that this feels like deja vu from two years ago. She said that this contract saves this program from a runaway board. She said it is really important that they need to consider restructuring. She said that 7 or 8 farmers are using the facility. She said that she has requested the full financials, and they can understand the operations themselves. She said they should require the sharing of minutes. She said that she questions why Orange County taxpayers should subsidize for-profit businesses in general, but especially those that are from outside of Orange County. She said she wants to extend the contract for one year and task the Manager to create a list of the items. She read a list that will be provided to the manager of things she would like to know. She said a consultant may need to be brought in. She said she needs a full financial analysis with market rents, maintenance costs, and long-term future. She said this needs to bring in the overall economic benefits and costs to the county and the region. She said she would like to know what the farmers need and would like a 18 recommendation on how to support them. She said she would like to know how other jurisdictions are managing these facilities. She said that she would like to see an analysis of different ownership structures. She asked if they could partner with Durham Tech to offer classes in a more efficient manner. She said she wants to make sure they prevent the runaway board issue and see the best way to organize the structure. She said that meeting only twice in the last year is not working. She said a legal review is needed for taxpayers supporting for-profit businesses. She said they are also in need of a succession plan. Commissioner Portie-Ascott asked if they have approved independent audits or if it is new in the agreement. Chair Bedford said she is unsure if they are part of the audit. John Roberts said an audit is optional and would be at the cost of the county. Commissioner Fowler said she wants to revisit why a Durham County commissioner is on the board. She said she would like to give Orange County residents some form of priority. She said she is unsure if it still makes sense to fully subsidize this. Vice-Chair McKee said this is an incubator just like others they support. He said that he understands concern over subsidizing a private company, but they also subsidized a private company for broadband. He said they could make a distinction, but he is unsure there is one. He said they are helping individuals trying to launch a business. He said this is a specialized industry. He said the Board prides itself on being leaders in NC and nationally, and the interest shown in the facility outside of Orange County is national. He said he would be opposed to the county taking over management. He said this is an organization that needs specialized management. He said he could support a 1-year extension. Commissioner Greene said she agrees with Vice-Chair McKee. She said there are other incubators they support and that fund economic development opportunities for private companies. She said that this is not just about Orange County. She said that one of her son's friends started a company and they sell all over the place now. She said that she would support two years but certainly a 1-year extension. She said they need to have a work session to determine how to keep this and make it more successful. A motion was made by Commissioner Hamilton, seconded by Vice-Chair McKee, to approve and authorize the Chair to sign the Management Services Agreement renewal for the Piedmont Food Processing Center for a period of one year. Vice-Chair McKee added a friendly amendment that this subject will be brought back at a work session at the discretion of staff and Board leadership. Commissioner Portie-Ascott asked how the county has been harmed because they have only met twice. Chair Bedford said they don't know. VOTE: UNANIMOUS James Watts, PFPC Board of Directors Chair, agrees with the Board's concerns and said these questions have always existed. 7. Reports a. 2025 Countywide Property Tax Revaluation Update The Board received an overview and update from staff on the 2025 revaluation process. BACKGROUND: Counties in North Carolina are required to conduct a revaluation of all real property at least once every eight years. Orange County, like many other counties, has adopted 19 a resolution to advance the cycle to once every four years. The last revaluation of real property in Orange County took effect January 1, 2021, and the next is scheduled for January 1, 2025. Nancy Freeman, Tax Administrator, made the following presentation: Slide #1 2025 Property Tax Revaluation Update Nancy T.Freeman Orange County Tax Administrator Slide#2 What is Revaluation or Reappraisal} Revaluation purpose stated by In Re Allred,351 NC f (f 494): "...purpose of a revaluation for tax purposes is to attain equalization of vafues,and thmughout the Act there are procedures and controls for the timing and calculation of property valuations which help to ensure that equalization.Exampies ...l 05-284(establishing uniform assessment standards), f 05- 2 86(establishing scheduled octenniai valuations and horizontal vaivations based on uniform geographic or category adjustments), 105-287(firniting valuation adjustments between general valuations)and f 05-317(requiring uniforms schedules of values,standards and rules be applied coantywide)_The rules outlined in these sections are designed to promote horizontal equity between owners of similar properties,limit discretionary valuation and ensure reliability to the ad valorem tax process which aiiaws taxpayers and counties to pion and budget accordingly. 20 Slide#3 What is Revaluation or Reappraisal (continued)? • Revaluation re-established the fairness of the tax burden between properties,which typically change in value at different rates by location and property type_ • Required by North Carolina General Statute 105-286 at least once every 8 years. Orange County conducts a revaluation every four years, based on resolution signed on May 7.2013. The last countywide reappraisal has an effective date of January 1,2021. The next reappraisal will update real property values to reflect fair market value as of]anuary 1,2025. Slide#4 Importance of Reappraisal Cycle Required by North Carolina General Statute 10S-28b at least once every 8 years. • However, Orange County chooses to conduct a revaluation or reappraisal every four years. Keeps real estate value levels more equitable with current market conditions. Keeps personal property,public utility companies and real estate assessment levels more equitable since personal property and public utility values are updated yearly. i, ►FBI-f,�.,, �4 _ 21 Slide #5 NCDOR Reappraisal Standards North Carolina Department Of Revenue (NCDOR) adopted the International Association of Assessing Off cers' (IAAO) Standard on Mass Appraisal of Real Property in 2017 and determined reappraisal standards for all counties. The main requirements of the Reappraisal Standards are: • Frequency of Reappraisal,or Revaluation Requirement statewide is every elght years,recommended Is as least every four years • Median Sales Ratio of Real f}roperty determined byNCDOR indicates ifa county must conduct a reappraisal sooner than planned Slide #6 NCDOR Reappraisal Standards (continued) • Type of Reappraisal Based on Revtew of Random Sample using I%of Improved Properties For Count ts on a fouwytar cycle,a Data Review conducted by NCDOR is requirtd three years prior to tier planned Revaluation • Orange County!.Random Sample Review was completed in Septem6tr 20a Results • Squarc Foouga Daw:NC pQR Sxandard-95�6,Qrarvge Counry-95.4 f�6 Objeubve Data:NC DOR Standard—93%,Orange County—98.7 E% Subjecove Data:NCDOR Standard—"%.Orange County—93A9% • Recommendation made by N C DOR;Minimum Desktop Reappraisal • Required Reappraisal Plan • Orange County submitted plan to NCDQR in January 2023 Plar,od des, Budget 5taffingleveis.QutsourcingNeeds,andFFmeline 1 0 Vice-Chair McKee asked that field reviews focus on areas identified during the last revaluation as areas of concern. Nancy Freeman said absolutely and that she knows the Northside was an area of concern. She said they found ten conservation districts in the county, and they will be closely reviewed to make sure they are being valued correctly. Commissioner Hamilton asked what 1% of improved properties means. 22 Nancy Freeman said it means there is a building or home on the property, not just land. Commissioner Hamilton asked what the 95% square footage data of is compared to. Chad Phillips said they look at the initial list and then the appraisers go back out a second time to compare it. He said it is a system versus appraisers on the field. Nancy Freeman said it is a self-check and reviewed by the NC Department of Revenue. Slide #7 oilCurrent status • 2023 Informal appeals resolved • Formal appeals for the 2023 tax year are near completion:final Past-Adjournment Board of Equalization and Review meeting scheduled for November 29,2023 • Work is in progress for she January I,2025 Revaluation - Analytical Consultants has been contracted to a-ws-tf❑r Commercial Reappraisal - Sales continue to be reviewed and qualified to build our sales bank - Temporary appraisal staff assisting in completing revaluation projects - Neighborhood delineation is being reviewed.land valuation is in process Slide #8 2025 Revaluation Timeline January 2022-June 2024: Neighborhood Delineation and Field Visits January 2023-December 2024: Sales Analys 1 s February 2023-December 2023: Land Valuation March 2023-Data Validation Forms Milled to all Residential Improved Property Owners September 2023-November 2024 Commercial Valuation May 2024-August 2024: Building of Schedules of Values September 2024-December 2024: Public Hearing and Adoption of Schedules ofvalue February-March 2025: Notices of Value mailed January 2025-June 2025: Appeals Commissioner Portie-Ascott asked if the data valuation forms were sent to the sample. 23 Nancy Freeman said this form was sent to all property owners and asked them to tell them if it was not correct. She said they have done this during the last three valuations. Commissioner Portie-Ascott asked if a resident might have complained because the information was incorrect. Nancy Freeman said they may have noticed that it was incorrect and then the changes are made, but from that point forward. She said they cannot make it retroactive. She said they are not required to send the form back, but they received about 2,200 back for the 2021 revaluation. She said that it was very helpful, and it was sent out a year earlier this year. Commissioner Hamilton asked if you could look up your property online to see if you filled out the form. Nancy Freeman said there is a way to review characteristics of property online and to send messages directly to tax office. She said they are anticipating a similar number of appeals. Slide #9 Revaluation Process • Properties are appraised at 100%market value at the time of the revaluation, Data is reviewed From the most recent qualified sales leading up to the revaluation date. • The Schedule ofYafuies is a manual to describe and document the methodology and procedures for appraising real estate at market value at the time of the county's most recent revaluation. • In order to reappraise all parcels at the same time as of the same date,mass appraisal is used. It Is the process of grouping uniform or similar properties together to ensure fair and equitable property values, and Is used by all North Carolina counties to conduct a reappraisal. • Real property values remain the same until the next reappraisal.unless physical changes are made to the property during non-reappraisal years. • New buildings and other improvements are appraised according to the percentage of completion on January I of each year and are valued according to the Schedule ofValues to reflect the value as of the most recent revaluation date. 24 Slide#10 ar et Sales Statistics — N C D 0 R Annual Report • Sales ratio expresses the relationship between current assessed values and current market values. Caunves with populations of 75,000 or more that have a Sales Ratio of under$5 or over 1159�muss conduct a revaluation of their real property within three years If a reappraisal is not already scheduled within that time period. See North Carolina General Statute 105-286(a)(2). • 2021 Sales Ratio,Median =98.66% - 2022 Sales Ratio Median (provided bar NC Department of Revenue) = 81-97% • Ar.this point,the average Sales Ratio for 2021 Reappraisal Courmies was 89.E 4% • 2023 Sales Ratio Median (provided by NC Department of Revenue) = 69,49% • First Quarter 2023 Sales Ratio Median = 6530% • Second Quarter 2023 Sales Ratio Median = 64,8% Slide#11 Market Sales Statistics — NCDOR Annual Report (continued) What does this mean? { To quote Chris McLaughlin,University of North Carolina School of Government Professor: '*P 20.22,Ow mrray n a mp4 of years mto Jts reaavvy from the"COWD R@cc=Jan"and reaJ ftni a art BOOM VC,Home fps in North CamAno Jncmame 455;from March 2020 to Munch 2022 and corrtJnue to pkk up mmm." (from Blot Sales Amessment Ratlns Plummet,511712022 httoa:#QricrILWF.ug.edu120221OSlsalea•assessmeno-racia€ylummesr J • As Is evident by the significant change in Sales Ratio from 2021 at 98."%to our currentestlmated 64,8M=1e prices consinue to climb In Orange County.If the trend continues,properties could experlence a substantial increase in values county-wide in the 2025 Reraluation,skim ilar to what was experienced in the 2021 Revaluation_ • Since Orange chooses to reappraise every four years,we are not required to advance the 2025 reappraisal, However,we could not choose to postpone the revaluation because the 2022 sales ratio is below 8S%. 25 Slide #12 Lessors Learned: Northside Neighborhood Conservation District and others Current plan=recognize all neighborhood conservation districts as their own separate neighborhoods, Field reviews will be concentrated in areas with prevlously high levels of appeals. Values continue to increase in Northside Conservation district, mirroring what is happening throughv Lit the entire Ccunty.There have been 44 Qualified Sales within the three neighborhood codes that Indude the Harthside District since the 2021 Revaluation_Since 2021 the Average Sale Price is$482,444, Median Sale Price is$420,0M One example of law values are c.han,ln,within the Nortl ,ide Cnnservatlon District: P1"W99204198 has a current assessed value of$772,200.The property has sold twice since January 1,2021: June 14, 2021 for$875,000 September 6,2022 for$970,000 The current assessed value Is 79M%of most recent sales price Nancy Freeman said that in their review, ten conservation districts were identified. Slide #13 2025 Revaluation Community Initiatives Continued Online Offerings Comper for Citizens -simple,convenlent way to find and compare sales;available to anyone,anywhere Online Property Record Card (PRC) and Change Request- easy-to-understand format to review property characteristics and a way for an owner to electronically submit a change request to appraisal staff • Appraisalest— online option for property owners to submit appeals:first used successfully in 2021 Revaluation, now majority of appeals are submitted online Vice-Chair McKee asked John Roberts if there is no ability to value these homes in these areas in a different way. John Roberts said no. Nancy Freeman said "Appraisalest" on slide #13 should read Appeals. 26 Slide#14 Revaluation Projects • The Tax Office planned several projects as part of the 2025 Revaluation. Below is a partial list of those proiects.The projects are worked by appraisers,temporary appraisal assistants,and other assessment staff. Apartment0nanup-In Progress Conservation Dmvires-In Progress Flood 7ones Review Land Size Inaccuracy-Completed Mobile Homes-In Progress Valuation of Exempt Properties-Completed Commissioner Portie-Ascott asked what apartment cleanup is. Chad Phillips said a lot of the projects were cleaning up data. He said it is not changing values but if there are multiple buildings on the same property, there should be one on each card. He said that apartments should be sketched for more accuracy. Commissioner Greene said Northside and Pine Knolls are two historically Black and affordable neighborhoods. She said the other two in Chapel Hill are pretty expensive neighborhoods. She asked the rationale for including those. Nancy Freeman said they do not know yet but want to focus to make sure they are accurately valued. She said it may be that nothing is needed. Commissioner Greene said she thinks those will blend in with the rest of Chapel Hill homes. Nancy Freeman said they are looking into the classification of mobile homes as real property or personal property. She said those will be corrected if they are not. 27 Slide #15 2025 Revaluation Community Initiatives (continued) Orange County Revaluation Web page: iii: ,:'%ti:tuk:. r i��cco.i�iy :. r,:;'n,S;lir: ,l,�ii•nr • New video now available on Tax Administration website:What is Revaluation? - Additional videos in the works: a. HOw to Appeal ❑. What is Market Value? r. Information on Tax Office Websites - Community meetings and workshops - Preparing Community for Revaluation Appealing Your Value - Social Media Promotion Slide#16 Questions? 1 Commissioner Greene asked if the PowerPoint was provided to the Board. Chair Bedford said it was in the agenda packet. Nancy Freeman said she would send an updated PowerPoint. 28 8. Consent Agenda • Removal of Any Items from Consent Agenda • Approval of Remaining Consent Agenda • Discussion and Approval of the Items Removed from the Consent Agenda A motion was made by Vice-Chair McKee, seconded by Commissioner Fowler, to approve the consent agenda. VOTE: UNANIMOUS a. Minutes The Board approved the minutes of the September 5, 2023 Business Meeting, as presented. b. Motor Vehicle Property Tax Releases/Refunds The Board accepted the report reflecting the motor vehicle property tax releases/refunds requested in accordance with the NCGS and approved the attached release/refund resolution. c. Property Tax Releases/Refunds The Board approved a resolution approving property tax release/refund requests in accordance with North Carolina General Statute 105-381. d. Late Applications for Property Tax Exemption/Exclusion The Board adopted a resolution approving sixteen (16) untimely applications for exemption/exclusion from ad valorem taxation for sixteen (16) bills for the 2023 tax year. e. Proclamation for Fire Prevention Week— October 8-14, 2023 The Board approved and authorized the Chair to sign the proclamation designating October 8- 14, 2023 as Fire Prevention Week in Orange County. f. Approval of Board of Commissioners Meeting Calendar for Year 2024 The Board approves the proposed meeting schedule for calendar year 2024. g. Five-Year Lease Extension for Hillsborough Commons The Board approved the five-year lease extension for Hillsborough Commons and authorized the Chair to sign upon final review by the County Attorney. h. Amendments to the Code of Ordinances Section 18-154. — Parks and Facilities The Board approved and authorized the Chair to sign a resolution adopting the proposed amendments to the Code of Ordinances Section 18-154. — Parks and Facilities, to include the updated name of the Soccer.Com Center, as well as including new county park facilities. i. Approval of Resolution Amending the Orange County FY 2022-2023 HOME Program Design The Board approved and authorized the Chair to sign a resolution amending the resolution adopted on June 7, 2022 that authorized the Orange County FY 2022-2023 HOME Program Design. j. Resolution Supporting Medicaid Availability Prior to Re-Entry for Incarcerated Individuals The Board approved and authorized the Chair to sign a resolution supporting federal legislation and policy reform currently under consideration that would allow individuals who are incarcerated to access Medicaid prior to release from prison or jail. The Board further authorized the Clerk to send a copy of the resolution to US Representative Valerie P. Foushee, US Senators Thom Tillis and Ted Budd, members of Orange County's legislative delegation, North Carolina Department of Health and Human Services Secretary Kody H. Kinsley, and The Towns of Hillsborough, Carrboro, and Chapel Hill. k. Approval of Proposed Letter to the National Association of Counties (NACo) Supporting Relocation of the 2024 Annual Conference 29 The Board approved and authorized the Chair to sign and send a letter requesting the relocation of the 2024 NACo conference from Hillsborough County, Florida. 9. County Manager's Report Bonnie Hammersley reviewed the agenda for the Joint Meeting with the Chiefs' Association and Work Session scheduled for October 10, 2023. 10. County Attorney's Report John Roberts had no report for the Board. 11. *Appointments None. 12. Information Items • September 19, 2023 BOCC Meeting Follow-up Actions List • Tax Collector's Report— Numerical Analysis • Tax Collector's Report— Measure of Enforced Collections • Tax Assessor's Report— Releases/Refunds under $100 13. Closed Session None. Adjournment A motion was made by Commissioner Fowler, seconded by Commissioner Hamilton, to adjourn the meeting at 10:00 p.m. VOTE: UNANIMOUS Jamezetta Bedford, Chair Recorded by Tara May, Deputy Clerk to the Board Submitted for approval by Laura Jensen, Clerk to the Board