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Agenda - 11-07-2024; 8-a - Minutes
ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: November 7, 2024 Action Agenda Item No. 8-a SUBJECT: Minutes DEPARTMENT: Board of County Commissioners ATTACHMENT(S): INFORMATION CONTACT: Draft Minutes (under separate cover) Laura Jensen, Clerk to the Board, 919- 245-2130 PURPOSE: To correct and/or approve the draft minutes as submitted by the Clerk to the Board as listed below. BACKGROUND: In accordance with 153A-42 of the General Statutes, the Governing Board has the legal duty to approve all minutes that are entered into the official journal of the Board's proceedings. Attachment 1: September 26, 2024 Joint Meeting with Schools Attachment 2: October 1, 2024 Business Meeting Attachment 3: October 8, 2024 Joint Meeting with Chiefs Association and Work Session FINANCIAL IMPACT: There is no financial impact associated with this item. ALIGNMENT WITH STRATEGIC PLAN: There are no Orange County Strategic Plan Goals applicable to this item. RECOMMENDATION(S): The Manager recommends that the Board approve minutes as presented or as amended. Attachment 1 1 1 DRAFT MINUTES 2 ORANGE COUNTY 3 BOARD OF COMMISSIONERS 4 JOINT MEETING WITH 5 ORANGE COUNTY BOARD OF EDUCATION AND 6 CHAPEL HILL-CARRBORO BOARD OF EDUCATION 7 September 26, 2024 8 7:00 p.m. 9 10 The Orange County Board of Commissioners met for a joint meeting with the Orange County 1 1 Board of Education and Chapel Hill-Carrboro Board of Education on Thursday, September 26, 12 2024 at 7:00 p.m. at the Whitted Human Services Center in Hillsborough, NC. 13 14 COUNTY COMMISSIONERS PRESENT: Chair Jamezetta Bedford, Vice-Chair Sally Greene, 15 and Commissioners Amy Fowler (arrived at 7:03 p.m.), Jean Hamilton, Earl McKee, Phyllis 16 Portie-Ascott, and Anna Richards 17 COUNTY COMMISSIONERS ABSENT: None. 18 COUNTY ATTORNEYS PRESENT: John Roberts 19 COUNTY STAFF PRESENT: County Manager Travis Myren, Interim Deputy County Manager 20 Caitlin Fenhagen, and Clerk to the Board Laura Jensen (All other staff members will be 21 identified appropriately below) 22 CHAPEL HILL-CARRBORO BOARD OF EDUCATION PRESENT: Chair George Griffin, Vice- 23 Chair Riza Jenkins, and Board Members Meredith Ballew, Vickie Feaster Fornville, Barbara 24 Fedders, Michael Sharp 25 CHAPEL HILL-CARRBORO BOARD OF EDUCATION ABSENT: Rani Dasi 26 CHAPEL HILL-CARRBORO SCHOOLS (CHCCS) STAFF PRESENT: Superintendent Nyah 27 Hamlett and Chief Financial Officer Jonathan Scott 28 ORANGE COUNTY BOARD OF EDUCATION PRESENT: Chair Anne Purcell, Vice-Chair Andre 29 Richmond, and Board Members Will Atherton, Carrie Doyle, Bonnie Hauser, Wendy Padilla, and 30 Sarah Smylie 31 ORANGE COUNTY BOARD OF EDUCATION ABSENT: None 32 ORANGE COUNTY SCHOOLS (OCS) STAFF PRESENT: Superintendent Danielle Jones and 33 Chief Finance Officer Rhonda Rath 34 35 Chair Bedford called the meeting to order at 7:00 p.m. All commissioners were present, 36 except for Commissioner Fowler. 37 38 WELCOME AND INTRODUCTIONS 39 Chair Bedford welcomed the elected officials and staff from Chapel Hill-Carrboro City 40 Schools and Orange County Schools. 41 42 Commissioner Fowler arrived at 7:03 p.m. 43 44 All the elected officials and staff introduced themselves. 45 46 1. Financial Updates 47 a. Orange County Schools 48 49 Rhonda Rath, OCS Chief Operating Officer, made the following presentation: 50 51 2 1 Slide #1 i�• Orange County Financial Schools Updates 2 3 4 Slide #2 ■ Planning for the ESSER Funding"Cliff" From an initial budget of$3 we have steadily walked to S 720 thousand for to 4+million in ESSER this level down,with key positions in FY25, spending per year... Board support, which we have funded through reducing existing budgets to avoid the "cliff" m 2020 2021 2022 2023 2024 September 30,2024 ENGAGE.CHALLENGE.INSPIRE- 5 6 Rhonda Rath said that they have been able to continue the support of ESSER funded 7 programs and have lowered their reliance on Federal ESSER funds down through support from 8 the Board. 9 10 3 1 Slide #3 LP5 Year Actual Enrollment by Ethnicity Total Olstrict Membership INC LEA Membership .SM ,uGpon - •,9�n 3,4[tl ;� SL1)ACO �.� �pC9 3tS.1e9 •a4 173,263 lAao iJrd� ..U.000 300,12I 1,'r9 IOOAGo uf1 96n LOOP ?8,360 7e,622 r TOQOO7 50.Sdi 57.519 sm in yi.n ii... xixa wmn .ti1�le,.nx.al A— HifQuh[ 19.k Ad a ,A •. , •f�1e •1f7)1•](Vs ■7070■2o2l f74172 •2021 ■A131 American Hawaiian %told- Amerion Haeaiian kUh. Indian Asian His nic Black Pacitic White Racal Total Inchn ALm HiWk W4 Pau6c White Radal Tow 204 14 98 1842 loll[ 11 M21 462 73W 2020 162M 50,Sf4 273,262 343,1 L969 653,S48 78,360 L41%142 2021 11 106 1927 M 3613 481 70M 2021 4 SL 270,627 M614 1,8% W464 610 L36KM =2 10 112 1886 985 1 3543 530 7067 2822 1►, 5 284766 39595 LM 511812 70, L37W zm 10 in 1939 %$ 0 3421 532 7065 2023 11,712 56,& MU16 335037 1972 BK933. 70. LN&M 2024 17 128 1949 988 0 335U 518 6900 •5.0% 2024 14, 57,544 307,u1 333,639 L957 587,31S, 78,du L373,266 •3.2% Opu SOU NCDA SU1 BUCA1 Pm11r ORANGE COUNTY SCHOOLS 200E KM9S1--- +'••'-111-27278919.732a1Y6 WWW ORANGE CO UNT Y F IRST-COM 2 3 Rhonda Rath said there is a downward trend for all schools in the state. She said that 4 Orange County is reporting at 5% total decline. She said the number of white students has 5 declined by 14% since 2020 and enrollment for Hispanic students has increased 6%. She said 6 that there is a 10% decline in white enrollment and a 10% increase in Hispanic enrollment 7 projected across the state in the next five years. 8 9 Slide #4 ■ FY 2025 Budget Request FY 24 Baseline/Continuation Budget $42.8 million Projected Continuation Increases $ 1 .9 million State mandated Salary 8 Senerrt Increases S1.1 million • NOF Personnel related increases[Utilities,Fuel,etc.] SO.8 million Total Continuation Budget Jh-- Ah $44.7 million Expansion Requests $ 3.1 million • Classified Salary increase $0.5 million • Certified Supplement Increase $2.0 mi€Sion • INC Ed Carps Partnership $0.3 million STEM SO-1 million Field Trips $0.2 million Grand Total Budget Request $47.8 million ENGAGE CHALLENGE. :'.. . 10 11 4 1 Slide #5 Balancing FY 2025 Budget Total Local Operating Budget $44.9 million Continuation Budget $44.7 million . Legislated Salary&Benefit increases • Projected non-personnel increases Committed Recruitment Bonuses HMH Literacy/Solution Tree/Branching Minds&Panorama • 3%Athletic Supplement Increase • Transportation Incentives NC Ed Corp Tutoring-Title I STEM resources and training-Title IV • District s ponsored field t ri ps-Bldg structure for OCS experience Unanticipated Expenditure Reserve $ 0.2 million BALANCED BUDGE401" hoes not incorporate fund balance appropriations >-N(,Ar;F CHALLEHG E. INSPIRE. 2 3 Rhonda Rath discussed the expenditure reductions based on the Board of Commissioners 4 approved budget of$44.9 million. 5 6 Slide #6 Balancing Needs and Priorities Recruit & Retain a Allocate resources to high quality Student tciency best meet the needs workforce &growowth of students&staff Reduced existing budgets$550.8 Reduced existing budgets S166.5 (thousand to fund: Shift budget to support: thousand to fund: ► HMH literacy curriculum • INC Ed Corps tutoring in • Committed Recruitment • Solution Tree designated Title I Elementary bonuses • Branching Minds Schools Is 3%Athletic Supplement . Panorama ■ STEM resource replenishment increases Academic coaches &curriculum integration Continued funding for: /interventionists training • Transportation incentives Continued funding for: ■ Building structures to create an • one daily sub per school "OCS experience" Am ENGAGE. CHALLENGE. lNSPIR 7 8 Rhonda Rath said that departmental budgets were reduced by about $7,000 each. She 9 said that these reductions were required due to lack of funding to do all priority programs. 10 11 5 1 Slide #7 Fund Balance Trend 6,620.000 6 130.000 4.940.000 4,120.000 3,420.000 *Fund fiatance is determ-ed at the close of the f scal year which is June 30.Until the elRemal audit is completed and the disincl's fin amhal statements are finalized any reference tv FY 2024 fund balance is an'estimatelbeyt guess'. a 2020 2021 2022 2023 2024 FNrACF CHALLENGE. jNSPIRE. 2 3 4 Slide #8 Questions? 5 6 Commissioner McKee said he appreciates the work they have done with the budget 7 available. He asked what caused the fund balance to go down and if it was related to COVID. 8 Rhonda Rath said that during COVID, the district was able to put more into fund balance, 9 but since then there has been more of a drain. 10 Commissioner Richards asked what caused the 5% decline in enrollment. 6 1 Rhonda Rath said she did not have a definitive answer as to the reason. She said it 2 seems that the school age population in the county has declined, and it is seen across the state. 3 Commissioner McKee asked if charter school enrollment has leveled out. 4 Rhonda Rath said that it is a flat trendline now. 5 Commissioner Portie-Ascott asked about the CTE program and why it was not included in 6 the list of programs. 7 Rhonda Rath said that based upon the information that she has, their CTE programs are 8 funded at the level to meet the courses they are offering in the schools. She said that the state 9 has provided sufficient funding for those positions. She said that CTE teacher vacancies are hard 10 to fill in schools and she does not know the number of vacancies in the classes and that she would 11 get information on this to Commissioner Portie-Ascott. 12 Commissioner Fowler expressed appreciation for their efforts in balancing the budget with 13 student needs first. 14 Commissioner Hamilton asked how much of their fund balance is undesignated and what 15 percent of budget expenditures are in the undesignated fund. 16 Rhonda Rath said that she would send that information to the Board of Commissioners 17 when the previous fiscal year audit is completed. 18 19 b. Chapel Hill Carrboro City Schools 20 21 Nyah Hamlett made the following presentation: 22 23 Slide #1 THINK (AND ACT) VWMWI FERENTLY 2022-2027 24 25 26 27 fur Vision: w Equipping students to 0 �����R navigate the world �, x-'' �'� and make a positive .F� impact throughout Y � their life's journey. STRAT£G1 Slide #2 Slide #3 our �Illission. GHCCS believes every indi�idual's unique background and culture enhance our schools. By providing students with a safe and joyful learning environment, we collaborate with families to create a community where all students, families and staff members feel affirmed and respected to develop their fullest potential. THINK(AN❑ACT} DIFFEREM13TLY crbaes HsC�boro[ay sc+ods cnccsuep Slide • Engagement • �vllecti�e Efficacy Social Justice Action Wellness . Jay THIHIC{AN©ACT1 QiFFERENTLY cnapet H.-Catt6no car SC„toh CnCts.ap 8 1 Slide #5 a` TOGETHER Nvw f e 2 3 4 Slide #6 Student Demographics Asian: 13.5% -� 4. ::�a Black: 12.0% Latinx: 19.6% f` Multiracial: 7.6% Native American: 0.1% White: 47.2% 0.m THINK(AND ACT) °JI.� �:l 5 6 7 Slide #7 Student Demographics Students with Disabilities (Current): 1,368 (12.0%) Multilingual Learners (Current): 1,561 (13.77.) Economicaliy Disadvantaged Students (EOY 2023-24): 3,633 (31.2%) ry� THINK(AND ACT) '® 8 9 1 Riza Jenkins continued the presentation: 2 3 Slide #8 THINK(AND ACT) DIFFERENTLY Financial Updates 5 Riza Jenkins made a statement on the current financial conditions of the Chapel Hill- 6 Carrboro City Schools. She said that their goal is to become a financially sustainable district and 7 that will require change. She said that it is necessary based on the realities of public education 8 funding, while carrying out their legal obligation to provide a sound basic education for students. 9 She said that there has been misinformation regarding the misuse of funds but wanted to clarify 10 that it is not true. She said the work they have been doing with the support of their staff is to 11 become a financial sustainable district. She said that they know this will take changes. 12 Jonathan Scott continued the presentation: 13 14 Slide #9 Historical Trend in Average Daily Membership (ADM) - Last 15 Years Average Daily Membership 1z.soo 12a94 72,738 12,11:1 1.2a76 12,000 11,905 1 ,764 11,62 1l_pp0 1,412 i 1.359 l S,24O 17,066 11,000 2D12 2014 2016 2018 2020 202- 2024 Chapel Hiu-coffb«oGry scnom I chcm.oM THINK (AND ACT)I:if■f3117Y`7■ 15 16 10 1 Slide #10 Historical Trend in Average Daily Membership (ADM) - Last 15 Years • 201 1 : 1 1 ,629 • 2019: 12,296 • 2012: 11 ,905 ■ 2020: 12,270 * 2013: 12,094 ■ 2021 : 11 ,764 * 2014: 12, 138 ■ 2022: 11 ,412 * 2015: 12,076 9 2023: 11 ,369 . 2016: 11 ,965 • 2024: 11 ,240 * 2017: 12, 113 ■ 2025: 11 ,068 * 2018: 12,239 Chopel-01-Ca Coro Cory schools I chccs.org THINK (AND ACT) 2 3 4 Slide #11 Year-Over-Year Deficit Spending Trends and Current Local Fund Balance Estimates Fund Balance Beginning of Fiscal Year 2021: $15,876,527 Year-Over-Year Trend Data for Local Operating Budget Deficits: FYE $(120,233) 6/30/21 FYE $(3,524,347) + . 6/30/22 FYE $(6,514,890) 6/30/23 FYE $(5,599,844) $ (81,568) 6/30/24 Chapel Hill-Carrooro City SChOols I Chccs.org THINK (AND ACT) 5 6 7 8 11 1 Slide #12 Local Fund Balance: A 12-Year Historical Perspective Chopel Hill-Corrboeo City Schools cbm.oig THINK (AND ACT) ' 2 3 4 Slide #13 Estimated FTE Breakdown by Source of Funds FYE 6/30/24 FTECate{ory Fund I(State I Fund I I Lmill Fund 3 1 Federal�FundAlKjpilall Nod S[Child N uttilion) Fvqc!71U�umilysihoels) Fund 8(Met Crams)Gnndlosdi 7ember 66LO 210.7 25-3 15.5 913.5 ,48 7 Tra6er Asstslanl I3Z4 i413 18.5 292.6 1543 Irntnrctlanal Support Pemmriel(Certified) 87.0 13&4 7-5 50.8 259-7 13.7% 7echni cal and Admm istrativt Support 6o 109.9 I-0 10 40 4.5 UM 68% District Admi nis tratm 2-6 51.6 5-0 2.0 ze 63.0 33% Instrmrtlanal Support Pemmriel(Hon-Ce nifi 01 9A 43-7 20 3-0 Sfl1 3.015 School Ad mmistramr a3 265 4&B 2.I>X Bus Driver 40A 4-t 44-6 2A% Custodian 38.5 38.5 2.0% Skl lied Trades 1-0 M v-o- 1.4% Coninium4schocis 19..6 18-6 1.0% CHI d Htln Lion Worker I D 6.3 03% Grand7dtal 1002.6 MU 40.8 ZD 13 23.6 R9 1897.1 k00% Permntol Toll 52.8% 34A% 2.2% 0.1% 0.4% 1.2% 3.8% 100.0% Chopel Hill-Canboro City school:I Chccs-org THINK (AND ACT)FOOMMUM 5 6 7 8 12 1 Slide #14 Financial Position Prior to Budget Adoption ImpactBudgetary Item Budgetary Revenues: 2.4%Increase to Special District Tax(Inflationary) $676,000 517.Increase from BOCC Manager's Proposed Budget $2,966,368 Total Revenue Increase $3,642,368 Continuation Costs: 317.State mandated Salary Increases $ 1,626,950 Matching Benefit Increases $934,300 Jon-salary Operating Cost Adjustment $740,000 Total Estimated Continuation Costs $3,301,250 Resulting Total Estimated Budgetary Surplus(FY2024.25 Continuation Only) $341,118 Estimated Budget Deficit from FY 2023-24 $(5,599,844) Het Budget Shortfall in FY 2024-25 Prior to Budget Adoption 2 3 Jonathan Scott said the school board intends to adopt a continuing budget resolution on 4 October 15. He said that the proposed special tax district increase of 0.4% results in roughly$3.6 5 million. 6 7 Slide #15 Impact of Adopted Spending Reduction Plan Budgetary . . (Beyond FY 2024-25) Net Budget Shortfall in FY 2024-25 Prior to Budget Adoption $ (5.258,756) $ (5,258,755) Tier I: Corrective Action Plan from 2,395,000 2,395,000 FY 2023-24 Tier II: Central Office and Ancillary 2,034,747 2,364,457 Support/Central Services Tier III: Instructional Support and 835,305 5,126.500 Non-Core Teaching Roles _ F g CHCC:S 9 Jonathan Scott discussed the three-tiered approach that will resize the district to put them 10 back on a financially sustainable course. He said that plans implemented last year and continued 11 through this year will net them around $2.5 million each in tiers 1 and 2 and tier three near $5 13 1 million. He said that tier three is a long-term approach and is a hybrid between tiers 1 and 2 to 2 downsize the district based on funding available. He said that the tiers were designed as a bridge 3 and to give everyone as much notice as possible that they must bring the organization in line with 4 funding realities. 5 Nyah Hamlett continued the presentation: 6 7 Slide #16 2024-25 Staffing Update Impact of Reduction in Force Tier 1 : • 34.5 of 37 positions eliminated (via attrition) • 2.5 FTEs Pending - •• THINK[AND ACT] '® 8 9 10 Slide #17 2024-25 Staffing Update Tier 2: • 11 Central Office positions eliminated (via re-assignment) • 13 Central Office positions eliminated (via closing vacancies) • 0 FTEs Pending THINK(AND ACT) '® 11 12 13 Slide #18 2024-25 Staffing Update Tier 3: ■ 4 of 43 positions eliminated (via attrition and re-assignment) • 39 FTEs pending • Note: 26 positions will be reduced (June 2025) - --' ---• '-• '- _ THINK(AND ACT) 14 14 1 Slide #19 2024-25 Staffing Update School-Based Positions 1,614 of 1,662 Positions Filled (97.1%) • 1,138 of 1,165 Certified Positions Filled (97.7%) • 204 of 214 EC (Exceptional Children) Positions Currently Filled (95.3%) • 40 of 40 MLL Teacher Positions Filled (100%) • 52 of 59 Pre-K Positions Filled (88.1%) THINK(AND ACT) 2 3 4 Slide #20 2024-25 Staffing Update Central Services* • 338 of 361 Central Services Positions Filled (93.6%) • 57 of 59 Bus Driver Positions Filled (96.67.) 'Central Services includes classified and certified positions that are 4, based in schools or itinerant staff who serve multiple schools. THINK[AND ACTI 5 6 7 Ashauna Harris, Human Resources Director for Chapel Hill Carrboro City Schools, 8 continued the presentation: 9 10 Slide #21 2024-25 Staffing Update All Employees All Employees (23-24) (24-25) %Change Sept.2023 Sept.2024 Asian 3.4% 3.6% +0.2% Black 26.0% 26.7% +0.77. Hispanic/Latinx 7.8% 9,0170 +1.2%, White 60.0% 58.2% -1.870 Native American/Alaskan Native 0.4% 0.3% -0.1% Hawaiian/Other Pack Islander 0.5% 0.4% -0.1% Two or More Races 1,9% 1,8% -0.1% 11 CHCCS 12 15 1 Slide #22 2024-25 Staffing Update Licensed Licensed Employees Employees %,Change Sept.2023 5epf.2024 Asian 2.1% 2.5% +0.47. Black 18.8% 18.9% +0.117. Hispanic/Latinx 7.2% 8.3% +0.9%, White 68.6% 68.0% -1.7%n Native American/Alaskan Native 0.4% 0.2% +0.217. Hawallan/Other Pacific Islander 0.3% 0.4% +0.27. Two or More Races 2.6% 1.6% -0.3% 2 CHCCS 3 4 Slide #23 Retention & Teacher Pipelines Overall Teacher Attrition: 3.417. (28 of 816 Classroom Teachers) • 1st Year Teachers (CHCCS): 2.3% Attrition (1 of 43) ■ 1 st Year Teachers (State): 15% Attrition • 1st Year Teachers (Nationally): 20% Attrition THINK(AND ACT)HMO 1170M 5 6 7 Slide #24 Retention & Teacher Pipelines Teacher Pipelines • TA 2 Teach: 23 Participants (4 of 23 EC Teachers; all of Cohort 5) • Student Teachers & Interns: 82 (from 12 colleges/universities) • H-1 B Visa Sponsorship: 7 teachers cwoN.w.cbeaa on icnace Inc=.av THINK(AND ACT) '® 8 9 16 1 Commissioner McKee said he does not know where to start but would start by asking 2 about the reduction in fund balance that dropped off but then came back. He asked if he was 3 reading this correctly, he wondered what their cash position is. He said there is a reduction of 4 several million over the last four years and it would place them in a tenuous financial position. He 5 said that he does not know if they have discussed a fix and that while he sees reductions, he does 6 not see those making a substantial enough impact to change their financial position. He said he 7 would like to know about the cash position of CHCCS and where they are regarding being able 8 to pay their bills. 9 Jonathan Scott said that they are in the same place that they were last year, and the 10 county continues to forward the district tax funds until they collect the district tax, so that the district 11 can continue to pay bills. He said that without that support, they would be in a very dire financial 12 position at the beginning of the school year. 13 Commissioner McKee said that he has always advocated for the county to act as a 14 backstop for the district, but he saw this as for emergencies such as schools being destroyed or 15 property being destroyed, something along that nature. 16 Commissioner Portie-Ascott asked how the district had such a large fund balance in FY21. 17 Jonathan Scott said that federal funds during COVID allowed the district to accumulate a 18 higher fund balance, but that they have always carried higher than the requirement. He said that 19 2019/2020 they ran around revenue neutral. 20 Commissioner Hamilton said she was glad to see that the district had a plan to build fund 21 balance back up. She asked if any positions that they are eliminating affect students and how. 22 She also asked what fund balance changes were spent on. She said that usually those are for 23 onetime expenditures rather than to support a re-occurring cost. 24 Nyah Hamlett said one of their priorities was to preserve student facing positions to the 25 maximum extent possible. She said that is why they started with central office positions. She said 26 that those positions do affect students indirectly. She said that some were professional learning 27 to staff and two mental health positions. She said they have made shifts and adjustments. She 28 said they have tried to move existing positions around to cover eliminated positions. 29 Jonathan Scott said that CHCCS appropriated $5 million and that was used in fund 30 balance in FY22 for recruitment and retention. He said that they did not generate much in lapsed 31 salary due to the high fill rate of positions. He said they experienced a 98% fill rates due to these 32 efforts and with the combination of higher salaries and fewer lapse salaries, it took more out of 33 the fund balance than they were expecting. 34 Vice-Chair Greene asked if the district has a plan to get back to using fund balance for 35 one-time expenses rather than continuing costs. 36 Jonathan Scott said yes and that goes back to the three-tiered approach, and they 37 anticipate it being breakeven this year and then next year the fund balance will start to rebuild. 38 Commissioner Portie-Ascott asked about the notification process for employees in Tier 2 39 that were eliminated. She also asked if employees in Tier 3 are aware that their positions may 40 be eliminated. 41 Nyah Hamlett said the tier 3 staff employee groups have been notified but individuals have 42 not been notified yet because they are trying to work through that with attrition. She said as 43 positions turn over throughout the year, the vacant positions will be frozen. She said they will 44 know specific positions in the spring. She said that they tried their best with timing of notifications, 45 but they had to wait for school board approval. 46 Commissioner Portie-Ascott asked if the office staff all come in to work or work remotely. 47 Nyah Hamlett said all central office employees work in-person. 48 Commissioner Richards said there are 18,197 positions on the FTE estimate. 49 Jonathan Scott said that number is the starting point prior to the reductions. 50 Commissioner Richards asked what that number was in 2022. 51 Jonathan Scott said that they should be similar. 17 1 Commissioner Richards said the cliff started around 2022 and she is trying to understand 2 when the recognition of the problem occurred. She said if the staffing number stayed the same 3 from 2022-24, when did the plan for Tier 2 come together. 4 Riza Jenkins said that initially the school board wanted to find savings that did not involve 5 personnel and protect student facing positions. She said that they did not realize the amount of 6 savings that they had hoped for with those changes. She said that at that point they decided to 7 adjust their allotments for schools. She explained how the state allots funding and referred to 8 slide #13. She said they are still having conversations about the instruction and programs that 9 they offer, and the work is not done to stabilize the district. 10 Commissioner Richards said that enrollment was down, and staffing was flat. She asked 11 why expenditures were not adjusted at that time. 12 Riza Jenkins said there will be more adjustments that have to be made. 13 Vickie Feaster Fornville said they will have to work even harder to determine what 14 positions will be eliminated in the future. 15 Commissioner Fowler said the state is failing in its job to fund education. She asked where 16 the eliminations were in central office positions. 17 Nyah Hamlett said school staff and district wide positions. 18 Commissioner Fowler asked if the district had a fund balance policy that stated that fund 19 balance should only be spent on one-time expenditures. 20 Chair Bedford said it is a county-policy that was adopted decades ago. 21 Commissioner Fowler said she wants the school board to be aware of that when making 22 decisions. 23 Chair Bedford asked if the state had distributed the initial allotments for the year. 24 Jonathan Scott said yes. 25 Chair Bedford asked both school districts for the previous year's allotment charts. 26 Riza Jenkins said they review the financial statements monthly. She said that they also 27 must educate the public on allotments. 28 Chair Bedford asked how far in advance they knew of the loss of$2.5 million. 29 Jonathan Scott said that they realized the amount of the deficit at the end of quarter 2. He 30 said that the fill rates were much higher than they have historically budgeted. He said there were 31 also unexpected increases for utilities. 32 Chair Bedford referred to a handout prepared by county staff explaining the history of 33 county funding for the schools. 34 Commissioner McKee said that the blame cannot be laid at the state. He asked if the 35 county needs to be prepared for a mid-year budget request. 36 George Griffin said they do not anticipate making a budget request. He said that the 37 question is why they did not act sooner. He said that between the pandemic and now they have 38 lost 8% of their student body but they were staffed as if they had not had a reduction. He said that 39 each year in the last three years they could have done staff reductions, but it is hard to do that 40 when there is a fund balance of $12 million dollars in fund balance. He said that if you see the 41 projections, you see that in 2024 is where you cross the line into where the revenues no longer 42 meet expenses. He said that it made sense to not carry funds while you are not hiring staff. He 43 said that they cannot continue to spend more than they take in. 44 Nyah Hamlett said that they do not anticipate adding another tier to the proposed cuts. 45 She said that "more to come" means adjustments in allotment formulas and working with staff 46 overtime. 47 Commissioner McKee said that seems to be exactly what has them into this situation. 48 Chair Bedford said the plan will rebuild fund balance in this coming year. 49 Commissioner McKee said that he is not trying to be argumentative and that he 50 remembers the conversation where the county discussed concern with the district on carrying too 51 high of a fund balance. He said he has been concerned about this. He said that this is not an 18 1 emergency per se, not a natural emergency. He said that he does not want to see a reduction in 2 force, but this is something that has been seen for three years. He said that there is a reduction 3 of student numbers, that COVID funds are going away,that the county is constrained in how much 4 they can allocate for schools, and this has created the perfect storm that is going to cause some 5 very hard conversations. He said that he is not sure how amenable he would be to a to a mid- 6 year budget request. 7 8 2. Bond and Facilities Update 9 Travis Myren presented the bond education website which recently launched. 10 Chair Bedford said that the bond was endorsed by the Orange County Democratic Party. 11 She asked if the county has speakers who can speak to community groups on the bond. 12 Travis Myren said Kristin Prelipp, Interim Community Relations Director, can provide those 13 resources. He reminded that neither staff nor the bond education committee can advocate for the 14 bond using public funds, but they will present the facts. 15 Commissioner Portie-Ascott said that the Northern Orange NAACP also endorsed the 16 bond. 17 Fredrick Davis, Chief Operating Officer of Orange County Schools, said that the Board 18 had a meeting discussing the educational impacts of the bond last week and they continue to 19 educate and raise awareness on the impacts. 20 George Griffin thanked the Board of Commissioners for the bond in support of the schools. 21 He said that North Carolina ranks 49th out of 50 states in per pupil expenditures. 22 Al Ciarochi said that there was information in the packet on CHCCS bond plans. He said 23 that they met with the community and have three outstanding plans. 24 25 3. School Academic Update (including Enrollment and Vacancies) 26 a. Chapel Hill Carrboro City Schools 27 Nyah Hamlett introduced the item. 28 Rodney Trice, Chief Equity & Engagement Officer, made the following presentation: 29 30 Slide #1 School Academic Updates THINK(AND ACT) 31 32 33 34 19 1 Slide #2 Academic Updates On-time graduation rate: 93.9%, outpacing state rate of 86.9%. • 967 graduates: New record high count for CHCCS! cu+uce.enccirrwmxiaeaw THINK WND ACT].!.;:-.-:_:;:-; • 2 3 4 Slide #3 Academic Updates • 69.8% passing rate on all state exams. Highest in all of North f Carolina . trcps+ TH INK(AN❑ACT) '® 5 6 7 Slide #4 Academic Updates • 73.7% of CHCCS schools earned an "A" or "B" grade, up from 6 6.7% in 2022-23. Statewide, 27.8% earned an ;A„ or "B„ THINK(AND ACT) 8 20 1 Slide #5 Academia Updates • 14 CHCCS schools Exceeded or Met Growth expectations. i ana� THINK(AND ACT) 2 3 4 Slide #6 Academic Updates ■ Proportion of Black students who earned grade-level proficiency on High School End-of-Course tests rose by 3 percentage points to a level higher than the pre-Covid value. THINK(AND ACT) 5 6 7 Slide #7 Academic Updates • Students with disabilities and economically disadvantaged students exceeded growth expectations at rates that surpassed their statewide peers. THINK(AND ACT) g 21 1 Slide #8 Academic Updates ■ CHCCS has seen a year-over- year increase in satisfactory attendance (95%+) by 717o at the elementary level and 317o at the middle school level. r THINK(AND ACT) 2 3 4 Slide #9 THINK (AND ■ DIFFERENTLY W�j 5 6 Commissioner McKee asked the percentage of black students was achieving proficiency 7 before this current year. He said he would like to see this information for all student groups. 8 Rodney Trice said he will get that information to the Board of Commissioners. 9 Commissioner Portie-Ascott asked how the district compares to surrounding counties and 10 the state when comparing the demographic groups. She also asked what the attendance rate is 11 for students at the Phoenix Academy. 12 Rodney Trice said he would send that information to the Board of Commissioners. 13 Commissioner Fowler asked if the schools would be open to hosting community 14 conversations about phone use among students and within schools. 15 Nyah Hamlett said that they would be happy to participate. She said that they have 16 updated their phone use policies in the current school year. She said that they are lucky they do 17 not have a lot of elementary age students using them. 18 Commissioner Fowler encouraged further discussion of this topic. 19 Danielle Jones of Orange County Schools said they are exploring options in their policies 20 as well. 22 1 Commissioner Fowler said that studies show that schools that have stricter cell phone 2 polices show that students have less mental health issues. 3 4 b. Orange County Schools 5 Sheldon Lanier, Chief Equity and Student Achievement Officer, made the following 6 presentation: 7 8 Slide #1 Orange County Schools I� ■ ■ EnrollmentResults and Vacancies 9 9 10 11 Slide #2 School Performance Grades (SPG) Achievement Measures performance at a point in time during the school year.Students are :i proficient if they score a level 3 or higher. Growth School Grawth Measures the amount of academic progress students make between two points in time,usually ,C the academic school year. ENGAGE CHALLENGE.INSPIRE. 12 10 13 14 23 1 Slide #3 School Performance Grades (SPG) Model ELEMENTARYIIHOOLESCHOOL HIGH SCHOOLS NC MATH 1 EOC SCORES BIOLOGY EOC SCORES MATH EUG SCORES MATH I OR MATH III EOC SCONE 80% MATH COURSE RIGOR[MATH III EOC] ACTIWORRNEYS COHORT GRADUATION RATE(CGR) ENGLISH LEARNERS PROGRESS MB%Urld 14MuO WHOA aNess of grades 3$and 10 Olay fm SPG,Ncludes Isl year stuc MB 2 1`r 0% ` EVAAS GROWTH LELA:Readnq Wt.Si.Ence SCHOOL ! GRADE ENGAGE.CHALLENGE.INSPIRE. 2 11 3 4 Slide #4 District Accountability Results 5 72 6 7 8 24 1 Slide #5 School Performance Grades Achievement+Growth 2017-2018 2018-2019 2021-2022 � a Ifts 4 l ! r a c * o OF INor,o.GNFII[%QF.IN..If 2 3 Sheldon Lanier said that for the past two years, Orange County has had zero "F" schools. 4 5 Slide #6 School Performance Grades Achievement+Growth 2022-2023 2023-2024 3 3 AOS 5 7 * B C ■ D OF 6 u 7 8 Slide #7 EVAAS Growth Status c 2017-2018 2018-2019 2021-2022 8 4 a Not Met Met Exceeded . rNo.oE.cN.i.Ewo. iw.r.E 9 10 Sheldon Lanier said that years 2017-2019 only shows 12 schools due to Partnership 11 Academy. He said they have reduced the number of schools that did not meet and increased 12 schools that meet or exceed growth. 25 1 Slide #8 EVAAS Growth Status ■ 2022-2023 2023-2024 3 4 6 8 • Not Met Met • Exceeded ENGA4F.CHALLENGE.INSPIRE- 2 t8 3 4 Slide #9 OCS State Rankings: Peer Districts 2023-24 Percent of Schools Meeting+Exceeding Growth 712% 26 8 1a 10 Chapel HillkCarftro 77-8% 14 8 6 4 Chatham 57-4% 11 5 6 8 Dullham 82-4% 42 17 25 9 Johnston 87.2% 41 26 15 6 Person 72.7% 8 4 4 3 Surry 80.0% 16 3 13 4 Wake 85.3% 163 76 87 28 [2...: NGACE CHALLENGE-INSPIRE 5 17 6 Sheldon Lanier said that Orange County growth rates are the highest when compared to 7 other districts in the region. 8 9 26 1 Slide #10 Overall Grade Level Proficiency (GLP) ■ Domain GLP namia I _ Overall 55� Math III Math I English 11 Math(Grades 3-8) Reading(Grades 3-8) 34� r�wnn• b3� rw.�tn.eesp as xo� wa en A AIT-fa �AIdA19 ■:03Qi1 �A23Z A AT!-: ENGAGE.CHALLENGE.INSPIRE. 2 78 3 4 Slide #11 r � Overall Grade Level Proficiency (GLP) r Subgroup Comparison Subgroups' Tesled Proficient GLP Percentage Change from 22-23 to 23-24 ALL 9,6[S2 54.9 u Asian Black Hispanic White Academically 177 71.8 Aaln 1,415 36-7 Iwu 2,829 37,8 695 54.7 W 4,47I] 70.8 wNn •• 2,3U9 94.8 uo EconomicallyDisadvantaged 4,886 37.7 ms Limited English Proficient 1,423 17.5 ns Student with Disabilities 1,405 18.B swo American Indian GLP:total YGY change was 1 student from 22123(17 total lested)to 23/24(15 total tested) ENGAGE. CHALLENGE. INSPIRE. 5 10 6 7 8 27 1 Slide #12 English Learner (EL) Progress ■ • The Every Student Succeeds Act(ESSA)requires each state to provide an annual assessment of English language proficiency to all students identified as English Learners(EL). • In North Carolina,the annual assessment is the World-class Instructional Design and Assessment(WIDA)ACCESS for ELLS 2.0(ACCESS). ■ Under ESSA,EL progress must be measured and reported for all ELs in grades K-12. Orange County Schools NIA 16.1% 227% 24% North Carolina NIA 21.1% 24A% 27.3% ENGAGE,CHALLENGE.INSPIRE- 2 20 3 4 Slide #13 High School College and Career Ready (CCR) Indicator Comparison 4-year Cohort Graduation Rate 85.8 89 84.2 90.8 87.8 79.7 Math Course Rigor 92.2 92.3 Not Reported >95 >95 >95 ACT* 60.6 62.2 62.1 52.1 43 44 ACT WorkKeys 70.1 66 73.8 71.9 69.3 66.1 ACT/ACT WorkKeys* 72.2 69.3 Not Reported 60 64.2 59.6 ENGAGE-CHALLENGE- INSPIRE- 5 2, 6 7 28 1 Slide #14 Celebrations 2 3 4 Slide#15 Schools Mooring Out of Low-Performing Status 2024-2025 111 Grady Brown Elementary School School Grade C Gravelly Hill Middle School School Grade C New Hope Elementary School School Grade C i All[AO[.Cn AIA[FO[.IM1�IA[. 5 6 7 Slide #16 Highest EVAAS Growth Index Lo 2024-2025 Cedar Ridge High School +9.09 New Hope Elementary School +7.15 Orange High School +2.93 8 9 10 11 29 1 Slide #17 Schools Moving from Not Meeting to Meeting Growth 2024-2025 Central Elementary School Orange High School Pathways Elementary School 2 3 4 Slide #18 Celebrations -Academic Growth Lo 2024-2025 CCedar Ridge High School-Ranked 35th in the state! New Hope Elementary School-Ranked 78th in the state! Both schools ranked in the top 3 percent out of 2,593 schools! 5 6 Jeffrey Koweek, Chief Human Resources Officer for Orange County Schools, continued 7 the presentation: 8 9 Slide #19 Vacancies 10 11 12 30 1 Slide #20 Hiring at a Glance Vacancy Data ClassroomDay Day Day Core 2 2 0 7.5 7.5 fi.5 3 3 1 _rs oo 5 5 5 0 1 2 Teach1rr 1 1 1 MMMSchool Based Support Staff0 2 3 2 2 1 Exceptional Children5 b 5 1 1 1 0 0 0 0 ' ' ' 2 3 3 6 6 2 0 0 i � - 0 0 1 F r 0 0 0 4 4 2 17.5 20.5 19.5 21 23 13 j ENGAGE. CHALLENGE.INSPIRE. 2 3 Jeffrey Koweek said that the certified vacancy rate is better than in the previous year. 4 5 Slide #21 2024-2025 Certified Staff Recruitment ■ Years of Experience 6-13 years Welcomed 106 new certified staff ..9% members: 15.996 • —50%from 0-5 years experience 20+years }$•$�' 5fi 5� 0-5 years ■ 28 Beginning Teachers • —53%working under Alternative 14-19 years or Provisional Licensure ORANGE CO'dk�V ;CHOO'. ill ._,jh_N*nh1:,MinA27Wa g19.7326126 WWW.OHANCECOVNTVFIR• 7 6 29 7 Sheldon Lanier said that employees coming in under Alternative or Provisional Licensure 8 need extra support. 9 10 31 1 Slide #22 ■ All Certified Employee Experience 04 rears 0-4 years=21.4% 20+Years Addff 111 2, 29 77y 21 Al 5-10 years=20.23% 11.19 years=28.59% 20 5•10 Years 20+years=2937% 2% 11.19 years v...vr evu N.r.RRvvrE ,wrA.os*.rl•rn�vRa.«v�ea•vr,.emr av ruEn. www.vrAN vrRv uN*rrlREr.evr 2 " 3 4 Slide #23 CCS Strategic Plan _0 Priority#3 Exemplary Staff: Recruit,hire,support,and retain culturally proficient and high-quality staff committed to providing all students with an excellent education in a welcoming environment. Equity Emphasis (See Equity Goal#4): Hire and retain staff that reflects the diversity of the district, mirrors the demographics of the❑CS student population,and who are committed to becoming culturally proficient. •�' ENGAGE.CHALLENGE.INSPIRE. 5 a+ 6 7 Slide #24 OCS Strategic Plan Update ■ Current Demographic Information Staff Students American Indian 0.15% 0,24% Asian 0.59% 1.83% Black 14.81% 14.13°I° Hispanic 6.30% 27.88% White 7610% 48.50% Multi-Racial 2.05% 7 .I,CAGE CHALLENGE INSPIRE 8 _ '� 32 1 Slide #25 OCS Action Items - ! ■ Creation of retention focus groups • Increasing NBCT support for candidates (from 2 to 1 S) ■ FaII Certified Interns (from 5 to 29) EIInaOlCNLLEIF6F IMSlI RC 2 R 3 4 Slide #26 rM Questions? 5 MMd 6 Commissioner Richards asked what the plan is for employees working under provisional 7 licensure. 8 Jeffrey Koweek said they must monitor those employees and provide more support to 9 make sure that everyone is successful. 10 Danielle Jones said that when teachers are on a provisional license, there are 11 requirements from the state on what they must do. 12 Commissioner Richards asked what the time frame is. 13 Jeffrey Koweek said that the provisional license timeframe is three years, and the 14 alternative license is one year but they both have different steps they are required to meet. 15 Commissioner Richards asked if there is a salary differentiation. 16 Jeffrey Koweek said they are considered licensed teachers. 17 Commissioner Richards asked Sheldon Lanier for more information about slide#11. She 18 asked if Black students are one of the lowest in proficiency. 19 Sheldon Lanier said that there has been an increase of 2.2% from the previous school 20 year to 23-24 for Black students. 21 Commissioner Richards said she is trying to understand the trend. She asked if there was 22 a dip in COVID. 23 Sheldon Lanier said that he does not have that information but would be able to provide it 24 to the Board. 33 1 Chair Bedford asked how many years they have been doing dual language at New Hope 2 and if they think that it is one of the reasons for the accelerated growth. 3 Sheldon Lanier said he did not know how many years they have had dual language but 4 that he believes one of the reasons for accelerated growth is due to the brilliance of the building 5 leader, Dr. Meredith Meyer. 6 Sarah Smylie said she thinks the dual language program has been going on for about six 7 years. 8 Danielle Jones said the first cohort is in 6th grade this year. 9 Bonnie Hauser said that the leadership is doing amazing work in the school. 10 Vice-Chair Greene asked if 53%of alternative or provisional licenses is a high percentage. 11 Jeffrey Koweek said that he did not know but in Durham, it was higher, but he does not 12 have the data from other districts. 13 Vice-Chair Greene asked what characterizes teachers who come to education mid-career. 14 Jeffrey Koweek said it is not just one characterization it is many things. He said that there 15 is a TA to Teach program, people change careers, a lot are younger, and some are just moving 16 into education. 17 Commissioner Portie-Ascott asked them to talk a little bit about what they are doing to 18 improve the numbers of the Black students that is different than has been done before. 19 Sheldon Lanier said that their plan is to collect and monitor data. He said all principals 20 have gone through a goal setting process and are keenly aware of the benchmarks that they need 21 to meet. He said that based on those goals, teachers have their own goals. He said that principals 22 are having conversations with students so that they know where they are at. He said that it is 23 new and there needs to be a mind shift to help coach and provide feedback to principals doing 24 this work. He said that these may not have been in place in prior years. 25 Commissioner Portie-Ascott asked if the mind shift was for students or staff. 26 Sheldon Lanier said that it was for both. 27 Anne Purcell thanked the Board of Commissioners for the opportunity to talk and praised 28 Danielle Jones and her staff for the work they are doing. 29 Carrie Doyle gave a shoutout for the equal opportunity schools and the relationships they 30 have, and this really highlighted the work of Black students, especially in high school and the work 31 they have been doing. 32 33 Adjournment 34 35 A motion was made by Commissioner Fowler, seconded by Commissioner Hamilton, to 36 adjourn the meeting at 9:07 p.m. 37 38 VOTE: UNANIMOUS 39 40 41 Jamezetta Bedford, Chair 42 43 44 Recorded by Laura Jensen, Clerk to the Board 45 46 Submitted for approval by Laura Jensen, Clerk to the Board Attachment 2 1 1 DRAFT MINUTES 2 ORANGE COUNTY 3 BOARD OF COMMISSIONERS 4 BUSINESS MEETING 5 October 1, 2024 6 7:00 p.m. 7 8 The Orange County Board of Commissioners met for a Business Meeting on Tuesday, October 9 1, 2024, at 7:00 p.m. at the Whitted Human Services Center in Hillsborough, NC. 10 11 COUNTY COMMISSIONERS PRESENT. Chair Jamezetta Bedford, Vice-Chair Sally Greene and 12 Commissioners Amy Fowler, Jean Hamilton, Earl McKee, Phyllis Portie-Ascott, and Anna 13 Richards (arrived at 7:06 pm) 14 COUNTY COMMISSIONERS ABSENT: NONE 15 COUNTY ATTORNEYS PRESENT. John Roberts 16 COUNTY STAFF PRESENT: County Manager Travis Myren, Interim Deputy County Manager 17 Caitlin Fenhagen, and Clerk to the Board Laura Jensen. (All other staff members will be identified 18 appropriately below) 19 20 Chair Bedford called the meeting to order at 7:00 p.m.All commissioners were present. 21 22 1. Additions or Changes to the Agenda 23 Chair Bedford pulled item 8-1 from the consent agenda for consideration as item 4-e. 24 25 2. Public Comments (Limited to One Hour) 26 a. Matters not on the Printed Agenda 27 There was no one signed up to speak. 28 29 b. Matters on the Printed Agenda 30 (These matters will be considered when the Board addresses that item on the agenda below.) 31 32 3. Announcements, Petitions and Comments by Board Members 33 Commissioner McKee said he had the opportunity to be part of the Inter-City Visit with the 34 Chapel Hill Chamber of Commerce in Ann Arbor, Michigan around a week ago. He said they saw 35 some very innovative approaches to problems they were having that are similar to challenges 36 faced here. 37 Commissioner Fowler said she attended the Board of Health meeting last Wednesday. 38 She said the board will continue to dive into the issue of teen mental health and social media use. 39 She extended thanks to Orange County Emergency Management personnel for assisting those 40 affected by Hurricane Helene in Western NC. 41 Vice-Chair Greene also thanked Orange County first responders who have assisted 42 victims of Hurricane Helene. She also said the GoTriangle Board of Trustees accepted the 43 resignation of Charles Latuga as head of GoTriangle last week, as he decided the position is not 44 a good fit for him at this time. She said he was hired to help build a commuter rail line and that 45 plan is now on hold. She said the GoTriangle Attorney, Byron Smith, is currently acting CEO. 46 Chair Bedford said a press release she saw today said that 38 personnel from 7 different 47 agencies have been sent from Orange County on 9 different state missions to help victims of 48 Hurricane Helene. She echoed thanks given by Commissioner Fowler and Vice-Chair Greene to 49 those individuals. She recognized Nancy Coston, DSS Director, and thanked her for her many 50 years of service and congratulated her on her upcoming retirement. She notified residents of the 51 second community CLUP 2050 meeting on Thursday night at 6:00 pm at the American Legion 2 1 Post on Highway 54 West. She said this plan gives the vision for how land use will be in the 2 unincorporated parts of Orange County. She announced that Plant Fest will be held this Saturday 3 from 10 am-2 pm at the Bonnie B. Davis Environment and Agricultural Center. She said the 4 Sustainability Department is holding a Drive Electric Event at the Board of Elections on Saturday 5 from 9-11 am. She said this will give people an opportunity to see electric vehicles in case anyone 6 is interested in purchasing one. Chair Bedford also announced the Seymour Center is holding a 7 Hispanic Heritage month celebration on October 8, 2024. She encouraged anyone interested in 8 attending to register. Finally, she encouraged people to be aware of scams when donating to 9 those affected by Hurricane Helene. 10 11 Commissioner Richards arrived at 7:06 pm. 12 13 Commissioner Hamilton echoed thanks to the Emergency Managers and first responders 14 who have been sent to help victims in the western part of the state. She said she appreciates 15 everyone who has come together across the state to support each other. She said she has been 16 to various meetings recently but wants to mention she is the chair of the Aging Advisory Group 17 that's part of the Area Agency on Aging. She said she is looking to see how the group can work 18 together to address some of the aging issues in this region. She said one need is to increase the 19 number of ombudsmen for long-term care. She said there are people who are hired through 20 Central Pines Regional Council to go out and help support people in long-term care facilities and 21 know their rights. She said she wants to work on increasing the number of ombudsmen this year. 22 Commissioner Richards announced that there are accommodations for folks with 23 disabilities when voting. Since the last meeting, she said she sat in on the re-entry simulation and 24 encouraged anyone who has not attended before to consider attending in the future. She said 25 everyone she talked to who attended said they learned a lot from the experience. She said the 26 Orange County Partnership for Young Children looking for people to serve on their board and 27 encouraged residents to apply. 28 Commissioner Portie-Ascott also thanked staff and first responders assisting in the 29 Western part of the state. She said she attended the Greene Tract Master Plan Update and Land 30 Use Plan 2050 community engagement session last week at Gravelly Hill last week. She said 31 residents were outspoken which is always a good thing. She said she attended the Efland 32 Volunteer Fire Department Expansion Ribbon Cutting and took a tour and heard about all of their 33 successes and challenges. She said she attended the Justice and Public Safety Steering 34 Committee with the NCACC. She said each steering committee was voting on legislative goals to 35 determine which ones make it to the legislative conference in November. She said her committee 36 had 2 goals on the list. The first was legislation to support authorizing counties to regulate the 37 carrying of concealed weapons on county-owned playgrounds and county-owned park lands and 38 allowing courts to prevent access to firearms for individuals who show signs of being a danger to 39 themselves or others. She said this item moved forward while the second item did not, which was 40 about some recommendations to the North Carolina Task Force on Racial Equity. 41 Commissioner Richards said she also wants to mention she attended the Orange County 42 Employee Appreciation Event on Friday and congratulated Orange County staff that celebrated 43 their work anniversaries. 44 45 4. Proclamations/ Resolutions/Special Presentations 46 a. Disability Employment Awareness Month Proclamation 47 The Board approved a proclamation declaring October 2024 as Disability Employment Awareness 48 Month in Orange County. 49 50 BACKGROUND: October is National Disability Employment Awareness Month to commemorate 51 the many contributions people with disabilities make in America's workplaces and economy. 3 1 Workplaces welcoming of the talents of all people, including people with disabilities, are a critical 2 part of Orange County efforts to build an inclusive community and strong economy. 3 4 Brenda Bartholomew, Human Resources Director, reviewed the background information 5 for the item. She also introduced Darice Johnson from the Disability Awareness Council. She also 6 recognized a guest, Matthew, and noted that Dr. Timothy Miles was in the audience. 7 8 Commissioner Fowler read the following proclamation: 9 10 ORANGE COUNTY BOARD OF COMMISSIONERS 11 PROCLAMATION 12 DISABILITY EMPLOYMENT AWARENESS MONTH 13 OCTOBER 2024 14 15 WHEREAS, October is National Disability Employment Awareness Month; and 16 17 WHEREAS, this October marks the 79th anniversary of National Disability Employment 18 Awareness Month, with a history tracing back to 1945, focusing only on people with physical 19 disabilities and has evolved today to acknowledge the importance of recognizing the inclusion of 20 people with all nature of disabilities; and 21 22 WHEREAS, the purpose of National Disability Employment Awareness Month is to educate about 23 disability employment issues and celebrate the many and varied contributions of America's 24 workers with disabilities; and 25 26 WHEREAS, during National Disability Employment Awareness Month, Orange County 27 recognizes the immense contributions of disabled Americans, and recommits to delivering 28 America's full promise of equal dignity, respect, and opportunity for every American and Orange 29 County welcomes the talents of all people, including people with disabilities; and 30 31 WHEREAS, Orange County remains committed to continuing our efforts in building an inclusive 32 community, increasing access to good jobs for all workers, including disabled workers and 33 reinforcing the value and talent people with disabilities add to our workplaces and communities; 34 and 35 36 NOW, THEREFORE, BE IT RESOLVED that Orange County recognizes and commemorates the 37 79th anniversary of National Disability Employment Awareness Month and declares October 2024 38 as Disability Employment Awareness Month in Orange County; and 39 40 BE IT FURTHER RESOLVED that the U.S. Department of Labor's Office of Disability Employment 41 Policy and Orange County call upon employers, schools, and other community organizations in 42 Orange County to ensure that disabled workers have access to good jobs every month of every 43 year; and 44 45 BE IT FURTHER RESOLVED that the Orange County Board of Commissioners pledges to 46 continue to take steps throughout the year to recruit, hire, retain, and advance individuals with 47 disabilities and work to pursue the goals of opportunity,full participation, economic self-sufficiency, 48 and independent living for people with disabilities. 49 This, the 1 st day of October, 2024. 50 51 4 1 Jamezetta Bedford, Chair 2 Orange County Board of Commissioners 3 4 A motion was made by Commissioner Fowler, seconded by Commissioner McKee, to 5 approve and authorize the Chair to sign the proclamation. 6 7 VOTE: UNANIMOUS 8 9 b. Domestic Violence Awareness Month Proclamation 10 The Board approved a proclamation recognizing October 2024 as Domestic Violence Awareness 11 Month in Orange County. 12 13 BACKGROUND: Domestic Violence is a pattern of behaviors used by someone to maintain 14 power and control in an intimate or family relationship. 15 16 In 1989, the U.S. Congress first passed Public Law 101-112 designating October of that year as 17 National Domestic Violence Awareness Month, and has adopted similar legislation each year 18 thereafter. The goal has been to educate and make the public aware of domestic violence issues, 19 support the victims of domestic violence, and to connect advocates across the nation who are 20 working to end domestic violence. 21 22 The Board of Commissioners is asked to proclaim October 2024 as "Domestic Violence 23 Awareness Month" in Orange County to support victims of domestic violence, to educate 24 residents, and support those working to end domestic violence. 25 26 Commissioner Hamilton read the following proclamation: 27 M ORANGE COUNTY BOARD OF COMMISSIONERS 30 PROCLAMATION 31 DOMESTIC VIOLENCE AWARENESS MONTH 2O24 32 WHEREAS, domestic violence is a pattern of behaviors used by someone to maintain power and 33 control in an intimate or family relationship; and 34 35 WHEREAS, domestic violence encompasses not only physical abuse, but also emotional, verbal, 36 financial, sexual, or digital abuse, isolation, and/or stalking; and 37 38 WHEREAS, domestic violence disproportionately impacts racial and ethnic minorities, 39 undocumented people, women, trans and gender non-conforming people, and disabled people; 40 and 41 42 WHEREAS, racism, sexism, xenophobia, transphobia, ableism, and other forms of oppression 43 and discrimination perpetuate domestic violence and make seeking safety and stability more 44 difficult for marginalized survivors; and 45 46 WHEREAS, according to the National Coalition Against Domestic Violence, on average nearly 20 47 people per minute are abused by an intimate partner in the United States. During one year, this 48 equates to more than 10 million people; and 49 5 1 WHEREAS, in North Carolina, according to the North Carolina Coalition Against Domestic 2 Violence, at least 73 individuals were murdered by a current or former intimate partner in 2023 3 and at least 63 have been murdered so far in 2024; and 4 5 WHEREAS, at least two Orange County residents have been murdered so far this year by a 6 current or former intimate partner or family member; and 7 8 WHEREAS, Compass Center, the state-designated domestic violence service provider for 9 Orange County, serves more than 1,300 survivors of domestic violence each year through its 24- 10 hour domestic violence crisis line, support groups, court and community advocacy, Latinx 11 programs, career and financial counseling, and other services and engages thousands more in 12 prevention education and outreach; and 13 14 WHEREAS, Compass Center has collaborated with numerous local agencies over the last two 15 years to bring the Lethality Assessment Protocol (LAP) Program to Orange County, which trains 16 first responders to screen for lethality risk factors and directly connect highest-risk victims to the 17 Compass Center, and is now receiving on-scene referrals from LAP-trained officers with the 18 Orange County Sheriff's Office, and the Chapel Hill, Carrboro, and Hillsborough police 19 departments; and 20 21 WHEREAS, preventing domestic violence requires the collective awareness, care, and action of 22 individuals, institutions, and systems to transform our communities through social norms, policies, 23 and laws that reject violence and abuse and promote healthy relationships based on respect, 24 trust, and equity; 25 26 NOW, THEREFORE, we, the Orange County Board of County Commissioners, do hereby �g proclaim October 2024 to be: 29 30 "Domestic Violence Awareness Month" 31 32 and encourage the residents of Orange County to observe this time in ways appropriate to its 33 importance and significance. 34 Proclaimed this the 1 st day of October, 2024. 35 36 37 Jamezetta Bedford, Chair 38 Orange County Board of Commissioners 39 40 A motion was made by Commissioner Hamilton, seconded by Vice-Chair Greene, to 41 approve and authorize the Chair to sign the proclamation. 42 43 VOTE: UNANIMOUS 44 45 Rachel Mandell and Cay Stratton, Compass Center Board members, thanked the Board 46 for adopting this proclamation. Rachel Mandell said as prevalent as domestic violence is, there is 47 still a silence around it. She said being able to talk about it in this open forum is important and 48 they appreciate the Board's time and commitment to this. She said the Compass Center has seen 49 an over 40% increase in the number of people calling the hotline, 200% increase in the number 50 of people calling about housing crises, and almost 100% increase in the number of people 51 responding to the Spanish speaking services. She said she hopes the Board will also recognize 6 1 the increase in pressure on the services the Compass Center provides and the funding and will 2 keep that in mind going forward. 3 4 c. Hispanic Heritage Month Proclamation 5 The Board approved a proclamation designating September 15 through October 15, 2024 as 6 Hispanic Heritage Month in Orange County. 7 8 BACKGROUND: Hispanic Heritage Month, observed from September 15 to October 15, began 9 as a week-long celebration in 1968 under President Lyndon B. Johnson. The initial focus was to 10 honor the contributions of Hispanic Americans to the United States, marking the anniversaries of 11 independence for several Latin American countries. In 1988, President Ronald Reagan expanded 12 the celebration to a full month, recognizing the growing significance and impact of Hispanic and 13 Latinx communities in shaping American culture and society. 14 15 This observance highlights the rich history, diverse cultures, and achievements of Hispanic 16 Americans, reflecting their integral role in the nation's development. It encompasses the 17 anniversaries of independence for Costa Rica, El Salvador, Guatemala, Honduras, and Nicaragua 18 on September 15, Mexico's Independence Day on September 16, and Chile's Independence Day 19 on September 18. 20 21 In the 1988 White House Hispanic Heritage Week proclamation by President Reagan (the final 22 week-long celebration before the month long celebration began in 1989), he stated that "All 23 America is becoming ever more aware of the contributions that Hispanics have made to American 24 life, American culture, and America's destiny. The strength of your heritage gives you hope for 25 your children. For, as someone once said, "If only we are faithful to our past, we shall not have to 26 fear our future." This proclamation along with the education and celebration that go along with it 27 will draw us nearer to Reagan's goal of us being faithful to our past. 28 29 The theme for Hispanic Heritage Month 2024 is "Pioneers of Change: Shaping the Future 30 Together." This theme encourages the community to celebrate and honor Hispanic and Latinx 31 individuals who have been instrumental in shaping the history of the United States, while also 32 inspiring collaborative efforts towards positive change and future growth. 33 34 Travis Myren introduced Paul Slack, Chief Equity and Inclusion Officer, and described his 35 professional background to the Board. 36 Paul Slack introduced Marlyn Valeiko, Language and Community Specialist. Marlyn 37 Valeiko and Chair Bedford read the following proclamation in Spanish and English, respectively: 38 39 ORANGE COUNTY BOARD OF COMMISSIONERS 40 HISPANIC HERITAGE MONTH PROCLAMATION 41 42 WHEREAS, Hispanic Heritage Month began as Hispanic Heritage Week to honor the culture, 43 history, achievements, and contributions of Hispanic people, recognizing Latinos, Latinx, 44 Hispanics, and Latin American people in the United States, was established by legislation 45 sponsored by Representative Edward Roybal of Los Angeles and was signed into law by 46 President Lyndon B. Johnson in 1968; and 47 48 WHEREAS, in 1988, the commemorative week was expanded to a month — September 15 to 49 October 15 — by legislation sponsored by Representative Estaban Torres, amended by Senator 5o Paul Simon, and signed into law by President Ronald Reagan; and 51 7 1 WHEREAS, September 15 was chosen as the starting point for the commemoration because it 2 is the anniversary of the Cry of Dolores, early morning of 16 September 1810, which marked the 3 start of the Mexican War of Independence and thus resulted in independence for the New Spain 4 Colony, now Mexico, Guatemala, Belize, el Salvador, Costa Rica, Honduras and Nicaragua in 5 1821; and 6 7 WHEREAS, throughout the year and especially during Hispanic Heritage Month, Americans 8 embrace, honor and celebrate the Hispanic community and its traditions and contributions; and 9 10 WHEREAS, Orange County has a diverse population, and Hispanic and Latino residents 11 constitute a large and diverse ethnic group in Orange County; and 12 13 WHEREAS, the Hispanic residents in Orange County are a diverse group with roots stretching 14 throughout North, Central, and South America, and many trace their heritage to the original 15 indigenous peoples of Latin America and Africa; and 16 17 WHEREAS, the national theme of this year's Hispanic Heritage Month, "Pioneers of Change: 18 Shaping the Future Together", is intended to capture the spirit of leadership, perseverance, 19 ingenuity and collaboration by Hispanic and Latino people in the United States and abroad; and 20 21 WHEREAS, throughout the history of the United States, members of the Hispanic and Latino 22 community have helped shape the social, political, and economic landscape of this Country and 23 our community; 24 25 NOW, THEREFORE, we, the Orange County Board of Commissioners, do hereby proclaim 26 September 15 through October 15, 2024, as Hispanic Heritage Month in Orange County, affirming 27 the 2024 theme of"Pioneers of Change: Shaping the Future Together" and call upon all residents 28 of Orange County to celebrate this month through activities and programs that enlighten and 29 inspire our understanding of the amazing heritage of our Hispanic families, neighbors and friends. 30 31 This the 1st day of October, 2024. 32 33 34 Jamezetta Bedford, Chair 35 Orange County Board of Commissioners 36 37 A motion was made by Chair Bedford, seconded by Commissioner Hamilton, to approve 38 and authorize the Chair to sign the proclamation. 39 40 VOTE: UNANIMOUS 41 42 d. Resolution Calling on Governor Roy Cooper to Commute All North Carolina Death 43 Sentences to Prison Terms 44 The Board approved a Resolution Calling on Governor Roy Cooper to Commute All North 45 Carolina Death Sentences to Prison Terms. 46 47 BACKGROUND: Orange County Board of Commissioners Vice-Chair Sally Greene and 48 Commissioner Anna Richards have provided the attached proposed resolution for Board 49 consideration. The draft resolution calls on North Carolina Governor Roy Cooper to use his broad 50 clemency power to commute North Carolina's 136 death sentences to prison terms. 8 1 Vice-Chair Greene invited Sally Freeman, Nick Courmon, Dewey Williams, and Noel 2 Nickle forward. She said there is a Walk for Commutation going on right now that started on 3 September 26th created by the NC Commission for Alternatives to the Death Penalty (NCCADP). 4 She said they are walking 136 miles to raise awareness for the 136 lives at risk of execution in 5 North Carolina and calling on Governor Cooper to eliminate that risk by commuting the death 6 sentences. She said the walk began in Winston-Salem and will end in Raleigh on October 10th 7 which is World Day Against the Death Penalty. She said the walk will begin and end in the two 8 counties, Forsyth and Wake, where more people are sentenced to death than anywhere else in 9 the state. In the evenings after the walk each day, there will be gatherings for meals and activities 10 and in the day, they are pausing at historic and contemporary sites where the racism of the 11 criminal justice system continues to thrive. 12 Vice-Chair Greene and Commissioner Richards read the following resolution in turn: 13 ORANGE COUNTY BOARD OF COMMISSIONERS 14 RESOLUTION CALLING ON GOVERNOR ROY COOPER TO COMMUTE ALL NORTH 15 CAROLINA DEATH SENTENCES TO PRISON TERMS 16 17 WHEREAS, our community upholds the values of fairness and due process for all people; and 18 19 WHEREAS, the criminal justice system, including the death penalty, starts at the local level, with 20 local tax dollars and local employees used to enforce the law; and 21 22 WHEREAS, the administration of the death penalty affects all of our community's residents as 23 victims and victims' family members, as offenders and offenders' family members, and the 24 community at large; and 25 26 WHEREAS, a fair criminal justice system benefits the entire community; and 27 28 WHEREAS, 200 innocent people in the United States since 1973 have been exonerated and 29 released from death row; and 30 31 WHEREAS, North Carolina's death penalty has led to at least twelve innocent people being 32 condemned to die in the modern era, one of whom spent 30 years on death row before DNA 33 testing proved another man was the culprit; and 34 35 WHEREAS, intentional and systematic racial bias has been shown to have a "persistent, 36 persuasive and distorting role" in North Carolina's death penalty (North Carolina v. Robinson, 37 2012; Michigan State University, 2010; UNC, 2000); and 38 39 WHEREAS, a 2024 Racial Justice Act hearing revealed stark new evidence of racial inequities in 40 the death penalty, including the intentional exclusion of Black individuals from capital juries; and 41 42 WHEREAS, the death penalty is closely linked to North Carolina's history of slavery, lynching, 43 and Jim Crow and continues to be disproportionately imposed on Black men for crimes against 44 white people; and 45 46 WHEREAS, North Carolina houses the nation's fifth largest death row, made up largely of people 47 sentenced more than 25 years ago before important reforms to the capital punishment system 48 and a dramatic drop-off in death sentencing; and 49 9 1 WHEREAS, the death penalty has no proven public safety value and public support for executions 2 has reached historic lows (https://news.galIup.com/pol1/513806/new-low-say-death-penalty-fairly- 3 applied.aspx); and 4 5 WHEREAS, millions of North Carolina taxpayers'dollars spent on the death penalty every decade 6 could be used for crime prevention and programs to offer assistance to murder victims' families; 7 8 NOW THEREFORE, BE IT RESOLVED that the Orange County Board of Commissioners calls 9 on the Governor of North Carolina to use his broad clemency power to commute North Carolina's 10 136 death sentences to prison terms, therefore insuring that these outdated and unfair sentences 11 are never carried out. 12 13 BE IT FURTHER RESOLVED that copies of this resolution shall be forwarded by Clerk to the 14 Board of Commissioners to the Governor of the State of North Carolina. 15 16 This the 1st day of October, 2024. 17 18 19 Jamezetta Bedford, Chair 20 Orange County Board of Commissioners 21 22 A motion was made by Vice-Chair Greene, seconded by Commissioner Richards, to 23 approve the attached Resolution Calling on Governor Roy Cooper to Commute All North Carolina 24 Death Sentences to Prison Terms; and if approved, authorize the Chair to sign the resolution and 25 direct the Clerk to the Board of Commissioners to forward the signed resolution to the Governor 26 of the State of North Carolina. 27 28 VOTE: UNANIMOUS 29 30 Sally Freeman thanked Vice-Chair Greene and Commissioner Richards for bringing this 31 resolution forward and the Board for approving it. She said this Friday, walkers participating in the 32 136 mile walk across the state will be in Hillsborough at Mt. Bright Baptist Church. She said there 33 will be a community potluck and program and the Orange County Remembrance Coalition will be 34 sharing information about historic racial terror lynchings that have happened in Orange County. 35 She said they will be viewing the film Racist Roots which draws the connection between racial 36 terror lynching and the death penalty in North Carolina. She introduced NCCADP Executive 37 Director Noelle Nickle, and Nick Courmon. 38 Nick Courmon said he currently serves at the NCCADP Community Engagement 39 Coordinator and also does some spoken word and education as well. He thanked the Board for 40 adopting this resolution. He said from a moral, equity, and historical perspective, this is the right 41 decision to make. He said the modern death penalty is rooted in the past of racism and white 42 supremacy. He said Orange County no stranger to racial terror and named several victims of 43 racial terror here. He said many state leaders have been silent or lukewarm about the harm that 44 death penalties have, and it is imperative for all citizens to be trailblazers for truth and set 45 examples for others to follow. He said it is his hope and prayer that other governing bodies will 46 follow this resolution adopted by the Board tonight. 47 Noelle Nickle said she is the Executive Director for NCCADP. She said this 21-partner 48 coalition is committed to ending the death penalty and creating a new vision of justice rooted in 49 restorative justice, racial justice, and centering the voices of people most impacted. She said right 50 this moment, someone is being executed in Texas. She said he is the 611 person to be executed 51 in the last 10 days. She said this is why they are calling on Governor Cooper to take action so 10 1 that executions do not resume in North Carolina. She thanked the Board for this proclamation. 2 She said to her knowledge, this is the first governing body to adopt a resolution like this. 3 Dewey Williams said he went to death row earlier in the day and had a Bible study with 15 4 men there. He said they all deserve life and retribution is not the avenue for our sins. He thanked 5 the Board for adopting this resolution tonight. 6 Commissioner Portie-Ascott asked what time the events start on Friday. 7 Sally Freeman said the walk starts at 10:00 am two miles north of Efland and the Potluck 8 starts that evening at 6:00 pm followed by the program at 6:30 pm. 9 Noelle Nickle said there is also a shuttle for those who may not be able to walk the whole 10 way. 11 12 e. Fire Prevention Week Proclamation 13 The Board approved a proclamation designating the week of October 6 through 12, 2024 as Fire 14 Prevention Week in Orange County. 15 BACKGROUND: Fire Prevention Week is celebrating its 102nd year, the longest running health 16 campaign, to honor the brave firefighters and first responders who risk their lives to protect us 17 every day and reaffirm the importance of fire safety and preparedness. 18 19 Fire Prevention Week was started by the National Fire Protection Association (NFPA) in 1922 to 20 commemorate the Great Chicago Fire of 1871. Fire Prevention Week teaches children and adults 21 how to stay safe in the event of a fire. In 1925, President Calvin Coolidge proclaimed the first 22 National Fire Prevention Week to occur from October 4 through October 10, 1925. President 23 Coolidge stated that, "This waste results from the conditions which justify a sense of shame and 24 horror; for the greater part of it could and ought to be prevented... It is highly desirable that every 25 effort be made to reform the conditions which have made possible so vast a destruction of the 26 national wealth." 27 28 The Great Chicago Fire burned from October 8 to October 10, 1871, with most of the damage 29 occurring on October 9th. The fire caused roughly $200 million in damages, killing approximately 30 300 people, and destroying over 17,000 buildings and structures. The consequences were more 31 than just fire damage itself, as martial law had to be declared after an outbreak of looting and 32 lawlessness. 33 34 Fire impacts a community financially, including lost tax revenue, reduced tourism and business 35 investment, downgraded bonds, and reduced real estate values. This week, all people in Orange 36 County should educate themselves about fire prevention and safety and recommit to taking the 37 necessary steps to prevent fires. The year's theme, "Smoke alarms: Make them work for you.", 38 serves to remind us of the importance of having working smoke alarms in the home. 39 40 11 1 Commissioner McKee read the following proclamation: 2 3 ORANGE COUNTY BOARD OF COMMISSIONERS 4 PROCLAMATION 5 FIRE PREVENTION WEEK 6 OCTOBER 6-12, 2024 7 8 WHEREAS, Orange County is committed to ensuring the safety and security of all those living in 9 and visiting our County; and 10 11 WHEREAS, fire is a serious public safety concern both locally and nationally, and homes are the 12 locations where people are at greatest risk from fire, understanding that: 13 14 • Home fires killed more than 2,700 people in the United States in 2022, according to the 15 National Fire Protection Association® (NFPA®), and fire departments in the United 16 States responded to 360,000 home fires. 17 • Smoke alarms sense smoke well before you can, alerting you to danger in the event of 18 fire in which you may have as little as two minutes to escape safely. 19 • Working smoke alarms cut the risk of dying in reported home fires in half. 20 • Orange County residents should be sure everyone in the home understands the sounds 21 of the smoke alarms and knows how to respond. 22 • Orange County residents who have planned and practiced a home fire escape plan are 23 more prepared and will therefore be more likely to survive a fire. 24 • Orange County residents need to make sure their smoke and carbon monoxide (CO) 25 alarms meet the needs of all their family members, including those with sensory or 26 physical disabilities. 27 . Orange County first responders are dedicated to reducing the occurrence of home fires 28 and home fire injuries through prevention and protection education. 29 • Orange County residents that are responsive to public education measures are better 30 able to take personal steps to increase their safety from fire, especially in their homes; 31 and 32 33 WHEREAS, the 2024 Fire Prevention Week theme, "Smoke alarms: Make them work for you.," 34 serves to remind us of the importance of having working smoke alarms in the home; 35 36 NOW THEREFORE, we, the Orange County Board of Commissioners, do hereby proclaim 37 October 6-12, 2024, as Fire Prevention Week throughout this community, and urge all the people 38 of Orange County to prepare and practice a home fire escape plan for Fire Prevention Week 2024 39 and to support the many public safety activities and efforts of Orange County's fire and emergency 40 services. 41 42 This the 1st day of October, 2024. 43 44 45 Jamezetta Bedford, Chair 46 Orange County Board of Commissioners 47 48 12 1 A motion was made by Commissioner McKee, seconded by Commissioner Fowler, to 2 approve and authorize the Chair to sign the proclamation. 3 4 VOTE: UNANIMOUS 5 6 Chris Pendergrass, Interim Division Chief of Fire and Life Safety thanked the Board for 7 approving this proclamation. On this week's theme, he shared a success story about a smoke 8 alarm in Orange County. He said the Fire Marshal recently installed a smoke alarm in a residence 9 and just weeks after that the fire department responded to a fire there. He said without that smoke 10 alarm alerting to an emergency, that situation could have been devastating. 11 Commissioner McKee announced that the Fire Departments in Orange County are doing 12 donation drives for victims of Hurricane Helene. 13 14 5. Public Hearings 15 a. Unified Development Ordinance Text Amendment— Landscaping Standards 16 The Board held a public hearing, received the Planning Board and staff recommendations and 17 public comments, closed the public hearing, and considered action on County-initiated text 18 amendments to the Unified Development Ordinance (UDO) pertaining to Landscaping standards 19 to allow for better achievement of established UDO and 2030 Comprehensive Plan goals, clarify 20 language for improved administration and enforcement, and reflect contemporary best 21 professional standards. 22 23 BACKGROUND: The Orange County Planning Department initiated an amendment to the UDO 24 Landscaping standards, as found in Section 6.8 "Landscaping, Buffers & Tree Protection". The 25 proposed amendments are intended to be comprehensive in addressing overly-complex text, 26 improve interpretation and application for both staff and applicants, and to resolve an existing 27 ambiguity determined by staff and upheld by the courts regarding Table 6.8.6(D). Minor 28 amendments in Articles 3 and 5 are also necessary to update references and reflect amendments 29 in Section 6.8. 30 31 Joint Planning Area (JPA) Review: In compliance with the Orange County-Chapel Hill-Carrboro 32 Joint Planning Land Use Plan and Agreement, the proposed amendments were sent to both towns 33 for comment on March 22, 2024. To date, no comments have been received. 34 35 Planning Board Recommendation: At its September 4, 2024 meeting, the Planning Board voted 36 unanimously to recommend approval of the Statement of Consistency and the UDO text 37 amendments, with some changes to the proposed text amendments. The changes recommended 38 by the Planning Board have been incorporated into the proposed Ordinance contained in 39 Attachment 2. The Planning Board's signed Statement of Consistency and excerpt of draft 40 September 4, 2024 meeting minutes are included in Attachment 3. Prior to making its 41 recommendation, the Planning Board had reviewed the materials in an "Ordinance Review 42 Committee" meeting on April 3, 2024. 43 44 Planning Director's Recommendation: The Planning Director recommends approval of the: 45 46 1. Statement of Approval and Consistency indicating the text amendments are 47 reasonable and in the public interest, as contained in Attachment 1; and 48 2. Unified Development Ordinance (UDO)text amendments, as contained in Attachment 49 2. 50 51 13 1 Cy Stober, Planning and Inspections Director, made the following presentation: 2 3 Slide #1 ORANGE COUNTY NORTH CAROLINA Item 5a UDO Text Amendment Landscaping Standards 4 5 Cy Stober said most of the amendments before them are administrative and overdue for 6 an update. 7 8 Slide #2 Purpose of Amendments • Clarify language —Some current language can be difficultto interpret/enforce • Incorporate current best practices &standards • Resolve interpretation concerns • Better achievement of County goals ORANGE COUNTY NORTH CAROLINA 9 10 11 12 14 1 Slide #3 Purpose of Amendments • Clarify language Site landscaping should not confliet ith utili „ placement. • Landscaping shall not be located on any portion of a public or private drainage or utility easement. ORANGE COUNTY NORTH C: OLINA 2 3 4 Slide #4 Purpose of Amendments • Incorporate current best practices&standards If a landscape area around the foundation is not possible,as in the case of existing buildings and parking,landscape planters should be incorporated into the store frontage to functionally screen the foundation from public view from adjoiningproperties and the dedicated right of way. ORANGE COUNTY NOTUI 1-1 C:AROLINA 5 6 7 Slide #5 Purpose of Amendments • Better Achievement of County Goals — Require alignment and continuity of landscaping among adjacent properties ORANGE COUNT' 8 15 1 Slide #6 Proposed Amendments • Articles 3 and 5 -Section reference updates and a buffer type update • Section 6.8. Landscaping, Buffers &Tree Protection —Several proposed amendments have footnotes to explain rationale. ORANGE COUNTY NORTH CAROLINA 2 3 4 Slide #7 Proposed Amendments • 6.8.2 Applicability —Clarify that Exempt or Expedited subdivisions are not subject to the standards • 6.8.4 Protection of Existing Vegetation —Language refined for improved enforcement through the plat/plan review —Add tree protection fencing(during construction) standards ORANGE COUNTY NORTH CAROLINA 5 6 Cy Stober said Chair Bedford reached out to him about the language being ambiguous 7 around the Director's discretion. He said he sent them new language that states that the Director's 8 discretion is tied to whether fencing should be applied to the critical root zone or tree dripline, 9 rather than the more ambiguous reference to "existing site conditions". 10 11 16 1 Slide #8 Proposed Amendments • 6.8.5 Landscaping Standards —Updates to clarify standards,incorporate best practices, modernize language,and relocation of standards from a different section ORANGE COUNTY NORM(: QUNA 2 3 4 Slide #9 Proposed Amendments • 6.8.6 Landscape Use Buffers —Refinementto better distinguish the purpose and placement of these buffers between differing land uses —Amend Table 6.8.6.1)to exclusively focus on buffering between different zoning districts —Amend Table 6.8.6.F to eliminate the"Type C"buffer, which is currently required in only 4 instances. ORANGE COUNTY NORTH CAROUNA 5 6 7 Slide #10 Proposed Amendments —Creation of Table 6.8.6(G)"Street Tree Planting Requirements"to require buffering along public AND private streets ORANGE COUNTY NORTH CAROUNA 8 17 1 Commissioner Fowler asked if going forward there would be a Type A, B, and renamed 2 Type D to C or if the plan was to skip Type C. 3 Cy Stober said Type D could be renamed to C but that would require other text 4 amendments elsewhere in the document. 5 Commissioner Fowler said the change is not necessary. 6 Commissioner Hamilton said there are some differences between the current Type C and 7 Type D. She asked what the impacts of this proposed change will be. 8 Cy Stober said it is not that significant and D will provide better buffering between land 9 uses than what C currently does. He said C was never applied when D would not be more 10 protective. 11 Commissioner Hamilton said one of the differences is related to evergreen trees. She 12 asked if the higher number of trees should be brought over from C to D. 13 Cy Stober said he understands that the purpose is that evergreen trees grow faster. He 14 said through review and discussions with DEAPR, imposing the standards in D would require 15 more landscaping that the situations where C is being applied today. He said they could require 16 an evergreen in D. He said the general takeaway is that C is a smaller buffer than D and staff 17 believes will be a greater buffer with D than currently with C. 18 19 Slide #11 Proposed Amendments • 6.8.9-8 Screening —Clarify purpose and application of screening standards is to obscure foundations and equipment of multifamily or non-residential structures from public view ORANGE COUNTY NORTH CAROLINA 20 21 22 Slide #12 Proposed Amendments • 6.8.10 9 Landscape and Tree Preservation Plan —Clarify when this plan is needed and its format ORANGE COUNTY NORTH CAROUNA 23 18 1 Slide #13 Proposed Amendments • 6.8.E 11 Additional Standards for Economic Development Districts —Elimination of standards that refer to"scenic views", which is an undefined term in the UDO and effectively unenforceable ORANGE COUNTY NORTH CAROLINA 2 3 4 Slide #14 Planning Director's Recommendation The Planning Director recommends approval of the: 1. Statement of Approval and Consistency indicatingthe text amendments are reasonable and in the public interest,as contained in Attachment 1. 2. Unified Development Ordinance(UDO)text amendments,as contained in Attachment 2. ORANGE COUNTY NORTH CAROLINA 5 6 7 Slide #15 Planning Board's Recommendation Planning Board Ordinance Review Committee considered draft language at its April3,2024 meeting Planning Board unanimously(12-0)recommended approval with modifications(included herein)at the September 4,2024,meeting ORANGE COUNTY NORTH CAROLINA 8 19 1 Slide #18 Recommendation for Tonight The Planning Director recommends the Board: 1. Consider the Planning Director's and Planning Board's recommendations, 2. Conduct the Public Hearing and accept public comment, 3. Deliberate on the proposal,and 4. Make a recommendation to the BOCC on the Statement of Consistency (Attachment 1)and the proposed ordinance(Attachment2)• ORANGE COUNTY NOR[]I(AR01 IN'.A 2 3 Commissioner Portie-Ascott asked if there is an estimate on time-saved with these 4 amendments. 5 Cy Stober said time saved is mostly on staff's side. He said it should be clearer and easier 6 to enforce and approve. He said with the landscaping buffers currently required, there are several 7 instances where further interpretation is needed from the Director or Deputy Director. He said he 8 feels this is much clearer language so should also be easier for an applicant to draw up. He said 9 separately from this, Planning has a planting guide that promotes native plants and they have 10 received feedback that it provides a lot of clarity. 11 12 A motion was made by Commissioner Fowler, seconded by Commissioner Hamilton, to 13 open the public hearing. 14 15 VOTE: UNANIMOUS 16 17 PUBLIC COMMENTS: 18 There was no one signed up to speak. 19 20 A motion was made by Commissioner Fowler, seconded by Commissioner Hamilton, to 21 close the public hearing. 22 23 VOTE: UNANIMOUS 24 25 A motion was made by Vice-Chair Greene, seconded by Commissioner Richards, to 26 approve the Statement of Consistency (Attachment 1) and the ordinance (Attachment 2)with the 27 following changes: 28 • 6.8.5(A)(3), deletion of the letter"e" in the word "ore" 29 • 6.8.9(A)(1), "When considering Section 6.8.5(A)(6)and (7) and Section 6.8.9(C)(6) during 30 review of the landscape and tree preservation plan, the Planning Director may add 31 additional tree protection areas when determining the exact location of any tree protection 32 fencing." 33 34 VOTE: UNANIMOUS 35 20 1 b. Public Hearinq on the 2025 Reappraisal Proposed Schedules of Rules, Standards, and 2 Values 3 The Board conducted a scheduled public hearing on the 2025 Reappraisal Proposed Schedules 4 of Rules, Standards and Values. 5 6 BACKGROUND: As required by North Carolina General Statutes (NCGS) 105-317, the proposed 7 Schedules of Values (SOV) to be used in conducting the 2025 reappraisal were submitted to the 8 Board of County Commissioners at the September 5, 2024 Business meeting. At that time, a 9 public hearing was set for October 1, 2024. Notice was subsequently advertised in the News and 10 Observer on September 6, 2024, and the News of Orange on September 11, 2024. The proposed 11 Schedules have been available for public inspection in the Orange County Tax Office, Orange 12 County Clerk to the Board's Office, the Orange County Public Library in Hillsborough, and on the 13 Orange County Tax Office website (available at 14 https://www.orangecountVnc.gov/878/Revaluation) since September 5, 2024. 15 16 This public hearing is the second step in a three-step process to adopt the Schedules that will be 17 used in conducting the 2025 reappraisal. The Board will be asked to adopt the Schedules at its 18 October 15, 2024 Business meeting. Following adoption, the Schedules will be appealable to the 19 State Property Tax Commission for thirty (30) days. 20 21 The timeline for the 2025 Reappraisal Schedule of Values adoption process is as follows: 22 a. September 5, 2024: Submission to Orange County Board of Commissioners 23 b. September 6, 2024: Advertise in local newspapers 24 c. October 1, 2024: Public Hearing on SOV 25 d. October 15, 2024: Adoption of SOV 26 e. October 16, 2024: Publish 1st notice of adoption 27 f. October 23, 2024: Publish 2nd notice of adoption 28 g. October 30, 2024: Publish 3rd notice of adoption 29 h. November 6, 2024: Publish 4th notice of adoption 30 i. November 15, 2024: Last day for taxpayer to appeal the SOV 31 32 A reappraisal, or revaluation, is the process of updating real property tax values to reflect fair 33 market value, the most probable price a property would bring at sale in an open and competitive 34 market. It includes all residential and commercial land and structures. The effective date of the 35 upcoming reappraisal is January 1, 2025. The primary goal is to equalize the tax base, so that 36 the property tax burden is spread equitably across all taxpayers. 37 38 Revaluations are conducted by applying mass appraisal techniques. Mass appraisal is the 39 process of appraising a large number of properties as of a given effective date, using data 40 standardized methods, and statistical analysis to arrive at uniform and equitable values. 41 42 The 2025 revaluation work is 75-80% complete. A substantial consideration for the upcoming 43 revaluation is the fact that the residential market has increased at record levels since 2021 44 throughout North Carolina. The current estimate of overall real property value increase is 43%, 45 with jurisdictions ranging from 40 to 52%. In comparison, the average real property value increase 46 countywide for the 2021 revaluation was just over 20%. 47 48 It is worth noting that the commercial market has grown substantially in Orange County as well. 49 There are roughly 2,160 commercial properties, and the valuations are approximately 80% 50 complete. The commercial consultant retained by the Country anticipates a roughly $1 billion 21 1 increase overall in commercial values. This represents an average increase of approximately 2 23%. 3 4 The Tax Office will provide a final revaluation presentation to the Board of Commissioners in 5 January 2025. Revaluation Notices will be mailed out mid-March 2025, and the planned deadline 6 for informal appeals is April 20, 2025. The Board of Equalization and Review(BOER)will convene 7 on May 5, 2025 to receive and hear formal appeals, with June 30, 2025 as the planned deadline S for filing a formal appeal. The BOER will continue to meet through the fall of 2025 to consider all 9 timely filed formal appeals. 10 11 Nancy Freeman, Tax Administrator, made the following presentation: 12 13 Slide #1 2025 Reappraisal Schedule of Rules Standards & Values October i,202 Nancy Freeman,Tax Administrator 14 15 16 Slide #2 An app ra i 5a I"tool box'.Shows appraisal syste rn contents, What is the Schedules 17 North Carolina Statutes include provisions for review,public hearing and approval of SOV_ TaxAssessor must submit SOV to the Board of County Commissioners (BOCC)at least zz days before being adopted by BOCC Schedules A public hearing must be scheduled at least 7 days before adoption. of Values 22 Slide#3 f 1 SOVmustbeadoptedbytheBOCCbeforeJanuaryzoftheyearapplied fIJ 11r (Januaryzozs).Upon adoption,the notice of adoption must be advertised for y weeks. ` The SOV can be appealed to the North Carolina Property Tax Commission for 3o days. i Slide .i September •24:Submissionof • of Values to Board of County Commissioners September 6,2024:Advertising notice published in News of Orange and News &Observer 2025 Octoberl, • • Schedule of * OctoberIS,2024�Adoption of Schedules Values * October 16.20 dvertising notice November. advertising notice 0 November15,2024:Last day to appeal the SOV to the NC PropertyTaxCOMMi55ion 23 1 Slide #5 Residential Revaluation Example f • Subject property: • Located in The Meadows in Mebane.The Meadows is a Market Area or Neighborhood forthe 2o25 Revaluation. • Sold for$296,000 in June 2020 • 2021 was assessed at$304,000 • Its sales ratio at 2021 Revaluation equaled 103%($304,000/$296,000) +M • Sold for$395,000 in March of 2024 ►,, • The current sales ratio is approximately 77% 2 3 4 Roger Gunn, Real Property Appraisal Manager, continued the presentation. 5 6 Slide #6 Residential Revaluation Example (continued) • 2025 Land Sales analysis • Transfers of vacant lots average sale price of$85,000 A lot value of$85,000 was established for this neighborhood • 2025 Quality Grade analysis • Homes in The Meadows show inconsistences in grade from B-15 to B+10 using the 2021 Schedule of Values • For 2025 grade B-o5 was selected as the quality grade to be applied to all homes,with application of design factors as necessary to account for homes with significantly more or less features 7 8 9 24 1 Slide #7 � i Residential Revaluation Example (continued) • Value of the Subject property • Land value was set to s85,000 • Building grade was changed from B+io to B-05 • No other changes were made to the residence • A storage building was added to the record • The resulting new value is$394,400 • The new sales ratio is 99.8%based on its 2024 sale 2 3 Commissioner Hamilton said it is helpful to have this example to really understand the 4 process. She asked how staff will know the design features of the home. 5 Roger Gunn said a lot of this information is available from online property listings or by 6 comparing sales prices of otherwise similar homes (from the exterior). 7 Commissioner Hamilton asked what determines building grade vs. B+10, etc. 8 Roger Gun said the building grade takes into account the construction quality as well as 9 the location. He gave the example of two similar homes in different neighborhoods selling at 10 $450,000 vs. $400,000. He said in that case you cannot put all the difference in value in the land, 11 so they pick a higher grade to capture the locational differences. 12 Commissioner Hamilton asked about the average applied to the neighborhood. 13 Roger Gunn said a best fit test is done. He said some homes will be around 100% of 14 market value, some may be less, or some may be more, but as long as the ratio of the 15 neighborhood as a whole falls within a certain range, it is acceptable according to the necessary 16 standards. 17 Nancy Freeman said it is important to keep in mind that this is a mass appraisal process. 18 19 25 1 Slide #8 wu Purposeisto bring orange Inzoo3 state It-updated County manufactured homes to betterdefine into complia ncewith the manufactured home current legal requirements. classification as real or Manufactured personal property.NCG5 Horne �05-273(13)� Classification Project Current data indicatesthat84 Theproperty classification will move from Persanalto affectsthe appraisal process., Real and zogwilImovefrom listing requirements,and Real to Personal. collection remedies. 2 3 4 Nancy Freeman continued the presentation. 5 6 Slide #9 Manufactured Home Classification Figure 1. Classification of manufactured homes asreal or personal property(GS.105-273113)1 Residential YES Hitch, YES ?ermanent YES On land YES wheels,and axle awned by owner of structure? removed? foundation? mobile home? NO NO NO NO 20+ NO year lease with Personal Property disposition terms? YES Real Property 7 26 1 Slide#10 Northside Neighborhood I TAX OFFICE STAFF DATA SHARING WORK WI I H STAFF HAS HAS METWITH BETWEEN JACKSON CENTER WORKEDTO JACKSON CENTER NORTH TO PROVIDE REFINE a TIMES SINCE CAROLINA COMMUNITY NORTHSIDE BEGINNING HOUSING OUTREACH: PROPERTY DATA WORKONTHE COALITION& TAX REVALUATION, THROUGH REVALUATION. OFFICE. TAX ASSISTANCE, DELINEATION. PAYMENT OPTIONS- 2 3 4 Slide #11 Customer Service & Community Outreach • Interactive websites to assist in March 2023:44,000 Data Validation reviewing property values: Forms mailed • Property Record Card Revaluation Insert in 2024 Bills • Orange Public Comper Community engagement with Community Relations& community • General Contact Email: leaders: taXid of dilC tCOUHLYiIC.gDy Revaluation Property Tax Relief • Dedicated Revaluation Email: Payment options revaI(a)orangecountync.gov • Payment Coupon Insert in 2024 Tax Bills • Assistance by phone:919-245- Nextdoor&Facebook to share 21oo,Option 2 information Revaluation Website& Google&Bing online business Revaluation video: profiles updated,can be used by https://www.orangecountync.go people whose native language is not v/878/Revaluation English. 5 6 Commissioner Richards commended staff and said the outreach efforts to educate the 7 public seem great. 27 1 A motion was made by Chair Bedford, seconded by Commissioner Hamilton, to open the 2 public hearing. 3 4 VOTE: UNANIMOUS 5 6 PUBLIC COMMENTS: 7 There was no one signed up to speak. 8 9 A motion was made by Chair Bedford, seconded by Commissioner Fowler, to close the 10 public hearing. 11 12 VOTE: UNANIMOUS 13 14 6. Regular Agenda 15 a. Greene Tract— Community Engagement, Master Plan, and Next Steps 16 The Board received reports from the consultant teams and staff on the Greene Tract community 17 engagement effort, resultant Master Plan, and next steps towards development of the Greene 18 Tract, and approved a Resolution. 19 BACKGROUND: In late 2023, Orange County contracted with Gensler to provide community 20 engagement services for a Greene Tract Master Plan. In early 2024, the County contracted with 21 Thomas & Hutton to provide design services for a Greene Tract Master Plan. These contracts 22 were entered into with the support of the joint property owners, the Towns of Chapel Hill and 23 Carrboro, which have paid 43% and 14%, respectively, of the contract costs. The two consultant 24 teams and staffs of the three local governments have been working together with the community 25 throughout 2024 to create a Master Plan for development of the Greene Tract. 26 A website is maintained that contains additional history and information on the Greene Tract: 27 https://www.orangecountync.gov/3070/Greene-Tract. The 2024 Master Plan effort included the 28 following activities, which are available for viewing at the link immediately above: 29 • Three (3) well attended community workshops 30 o April 14, June 9, and September 22, 2024 31 • Monthly Engagement Team meetings. (The Engagement Team includes residents of the 32 Rogers-Eubanks community.) 33 • Monthly Newsletters 34 • Stakeholder Interviews 35 • Community Engagement Insights Report 36 37 The Master Plan contained in Attachment 1 is the result of the 2024 community engagement 38 efforts to produce a Master Plan created and supported by the community, with the goal of 39 eventually developing affordable housing and other appropriate uses on the property. The Master 40 Plan contains the following features: 41 Housing 42 o Detached Residential (Single-family and 2-family): 100 - 150 units, 750 — 2,000 43 square feet per unit 44 o Attached Residential (Townhomes): 95 - 160 units, 750 — 2,000 square feet per 45 unit 46 o Multi-family Residential (Apartments/Condominiums) and Parking Areas: 270 - 47 360 units, 500 — 2,000 square feet per unit in 3 - 4 story buildings 48 Non-Residential / Civic/ Commercial 49 o 10,000 — 25,000 square feet per building, 1 - 2 story buildings 28 1 . Street Network and Connections to Existing Roadways 2 . Pedestrian (Sidewalk/Trail / Greenway) Network and Connections to Surrounding Area 3 o Parking Area for Trailhead 4 • Parks and Open Space, including Orchard Areas and Community Garden Areas 5 • Stormwater Facilities 6 7 The Gensler and Thomas & Hutton consultant teams will present summaries of their work at three 8 meetings of the local governments: 9 • October 1, 2024 — Orange County BOCC 10 • October 9, 2024 — Chapel Hill Town Council 11 • October 15, 2024 — Carrboro Town Council 12 13 Next Steps 14 15 With a community-supported Master Plan near completion, the need to conduct a financial 16 feasibility analysis of the Master Plan was identified. To this end, Orange County, with the support 17 of the Towns of Chapel Hill and Carrboro, entered into a contract with the Development Finance 18 Initiative (DFI) at the UNC School of Government in September 2024. DFI will conduct several 19 iterations of the financial feasibility analysis, at varying levels of affordability, so that informed 20 decisions can be made by the property owners (the three local governments) regarding 21 development of the property. The contract with Thomas & Hutton was also amended and 22 extended to provide any necessary modifications to the Master Plan that result from the financial 23 feasibility analysis. DFI will also eventually market the project to private sector developers (both 24 non-profit and for-profit) who would construct the Master Plan. 25 26 Additionally, the "entitlement process" (zoning approval) with the Town of Chapel Hill will begin 27 shortly. The zoning approval process will be achieved via a "Development Agreement." 28 Annexation of the property into the Chapel Hill town limits will also occur. The timeline in 29 Attachment 2 includes 2024 and upcoming work. 30 31 Resolution 32 33 The Resolution supporting the Master Plan (Attachment 1) is to be adopted by the three local 34 governments at the respective meeting dates listed above. 35 36 Attachment 3 is the Town of Carrboro's "Pocket Questions,"which are part of the Town's agenda 37 items, and is provided to ensure all three governing boards receive the same information. 38 39 29 1 Cy Stober and Perdita Holtz, Deputy Director, Long-Range Planning & Administration, 2 made the following presentation: 3 4 Slide #1 ORANGE COUNTY NORTH CAROLINA Greene Tract — Community Engagement, Master Plan, and Next Steps Board of County Commissioners October 1, 2024 5 6 7 Cy Stober continued the presentation. 8 9 Slide #2 Tonight's Presentation • Jointly owned 107-acre parcel • Completing consultant portion of community engagement process • Sharing community created master plan • Engaging with Development Finance Initiative • Beginning zoning approval process ORANGE COUNTY NORTH CAROLINA 10 11 Cy Stober said this portion completes the consultant's community engagement process. 12 He said that this is not the end of discussing the Greene Tract but rather the end of the beginning. 13 He said that more data will be forthcoming from DTI and planning staff in the future. 14 15 30 1 Slide #3 Schedule for Property Owner (Local Governments) Consideration • October 1 , 2024 - Orange County BOCC • October 9, 2024 - Chapel Hill Town Council • October 15, 2024 - Carrboro Town Council ORANGE COUNTY NORTH CAROLINA 2 3 4 Slide #4 BOARD COMMUNITY ENGAGEMENT Gensler + GREENE TRACT 6 7 Jessica Pearson, Project Manager at Gensler continued the presentation. 8 9 31 1 Slide #5 TRUST • Truth • Respect • Unity • Safety • TanOomaMon Community Engagement Consultant Team a � "' r z W r O c.+ W a v Jessica Pearson Nicole Bennett a Dionne Hines Jordan Powell w Project Manager& Engagement/Equity W Equitable Co- Transportation Planning Main Point of Contact Advisor Production Strategist & Facilitation a Elaine AsaI Mikayla Regan Buchanan Engagement Lead Hernandez Community Planning& Community Facilitator Engagement ® Gensler -bhb cr••..Taa corom��ay en6•&�m•nt s Z 3 4 Slide #6 TRUST Trout Re,ped Unity 5aftty • Tansformadon Master Planning Project Overview Orange County,the Town of Chapel Hill, and the Approved Conceptual Land Use, ' Town of Carrboro launched a ten-month process Plan,November2021 to create a shared vision and master plan for the Greene Tract, an approxlmately 167-acre area that will be host to a mix of uses, including: Develop- • Development,which may consist of - ment +r affordable and market rate housing,low ; r Deyeropment intensity commercial,service uses, and 'lF I r maker/incubator space qrr f s � • Environmental preservation • Public school and recreational site '?R:i: ® ...... :. Gensler crM„e rraa Cnmmuntry engn5xmem s 5 6 7 32 1 Slide #7 f RirST ii ir fi • [hfgxYl • N[y • SafrLy • Y•a.s}or ml[inr Greene Tract Engagement Team The Engagement Team has worked alongside the project ENGAGEMENT TEAM consultants to plan engagement and outreach with the community, including workshops, newsletters, and more. • Cy Stoker,Orange county Perdita Holtz,Orange County Consistent with the 2421 lnterlocal Agreement among Orange • Judy Johnson,Town of Chapel Hill County,the Town of Chapel Hill,and the Town of Carrboro, • Jacob Hunt, Town of Chapel Hill the Engagement Team is led by staff from: • Britany Waddell,Town of Chapel Hill Sarah Vinas,Town of Chapel Hill • Trish McGuire,Town ofCorrboro - The three(3)jurisdictions, in partnership with • Marty Roupe,town of Carrboro Rogers Eubanks Neighborhood Association(RENA) • Duncan Dodson,Town of Carrboro • Al Ciarochi,CHCCS • Affordable housing partners • Jackie Jenks,❑CAHC&IFC • A representative from Chapel Hill-Carrboro City Schools . George Barrett,ocAxc • Brother Campbell,RENA David Caldwell,RENA • Karen Reid,RENA Gensler -yhy 17 2 3 4 Slide #8 TRUST Truth • Re pW • Unity • Safety • T—V Mr #M Community Engagement Overview Our Community Engagement effort has followed the duration of the planning and design process. We have: • Collected and documented the collective vision for the Greene Tract Master Plan • Coordinated with the design team to .M ensure the community's vision is reflected in the Conceptual Master Plan + !' II • Hosted workshops to share back progress on the design and development --- of the Conceptual Master Plan Gensler -b6b Gr—,it C—m••hy Enppm— I a 5 6 7 33 1 Slide #9 TRUST . *„nh . rocs t . UWIV • Sair y • 10 furor(— Community Engagement Strategy Engagement Goals 5trategiesto Achieve Them D Build upon previous efforts to develop an engagement process that Created a timeline and collaborated with the Engagement acknowledges the history of the parcel,recogn ires and repairs previ ou5 Team to identi ly key co mmunity and planning eve nt5 harm to the community,and advances the intent to provide certain land Included the Approved Conceptual land Use Plan in all uses on the Greene Tract. presentations and communications about the Master Plan Etevate the voices of the historic Rogers Road and Eubanks Road Members of the Engagement Team were identified based on D community to ensure their priaritlas shape every part of the master their relationships with the historic RENA community planning proce5s- data gathering techniques were implemented in workshops to elevate she voice of the historic RENA community A variety of communication meth ads,i ncl u ding virtua l and in 3 Make the master planning process accessible and engaging through clear person events,were used to share project updates communication,collaboration,and transparency. Promotional materials were translated into multl pie languages Insights Report was written using accessible,clear language Engage across a variety of stakeholder groups to gain widespread A variety of communication methods were used to reach abroad group of stakeholders 4 awareness and and t of the ideas generated through the planning Email addresses were collected at all workshops to build a process,as well as whaha the development the development of the property will look like. distribution list far project newsletters and updates O data gathering techniques were implemented in workshops to 5 Ensure that the population reached equitably represents directly impacted elevate the voice of the historic RENA community residents nearby. A postcard campaign was implemented to reach residents Yard signs were placed throughout the community .` Gensler'may cr..n.Tnr comm,.�ar e�sm.�r e Z 3 4 Slide #10 trust . T, 1h • RIWIJ U.ury • 54rMy • Yrirolurmabw Community Engagement Activities 11 150+ 7 10 Stakeholders Workshop Phoenix Place Monthly Engagement Interviewed Attendees Focus Group Newsletters Team Meetings Nearby property Identifying the Engaging with Sharing project Finalizing owners,affordable community's vision residents to updates, workshop details, housing and documenting determine their a dve rti si ng fo r reviewing public- represe Tit atives,St feedback to bring it priorities,concerns, community facing materials, Paul AME,RENA, to life in the and opportunities workshops,and and co-creating a and greenspace Greene Tract for the Greene highlighting the successful advocates Master Plan Tract Master Plan Guiding Principles engagement for the Master Plan process 7/ -�- _ o Gensler �vhb cr..n.T—r roe..—t,kne"—N ro 5 6 7 8 34 1 Slide #11 TRkIST . Binh . Reyy t • NWIV • Sare y • 10 form liw- Stakeholder Interviews Several semi-structured individual and small group interviews were hosted to understand the history,stories, challenges,and opportunities related to the development and Master Plan project. Stakeholders Interviewed Nearby property Interview Process&outcomes Top Themes owners,affordable housing 1. Pre-Interview Questionnaire RENA Partnerships&History representatives,St. 2- In Person Interview Affordable Housing Paul AME,RENA, 3, Narrative Analysis to Identify Themes Traffic&Transportation and greenspace 4. Workshop 1 Planning Greenspace&Biodiversity advocates Common Group Stakeholder interviews played a large role Building Community in defining the main topics that were discussed at Workshop 1. - Gensler -y},y c�•�r•n cwnm•rr�iy cr�.�mr"ri u 2 3 4 Slide #12 r RlrST •ILIJh . RsWIJ • LJILIC, • S-IrM, • 10 fur�VW Community Workshops Three community workshops were hosted,during which attendees had 0+ the opportunity to share their perspectives and feedback on Master Plan progress.This feedback was critical for developing Guiding Principles. Workshop Attendees Identifying the Workshop 1 workshop 2 Workshop 3 community's vision and documenting Designing our Shored Creating o Shored Vision Understonding the Shared feedback to bring it Vision for Development for Our Community Vision for Our Community to life in the Greene Tract Discussions about Review of draft • Conceptual Master Master Plan Housing,Community Master Plan concepts Plan review Development,and Connectivity&Open Evaluating how the • Gathering feedback for Space concepts addressed future engagement the Guiding Principles • Uncovering the community's vision .— Gensler—ft c, �r,o ctmm•n�1y r•s•y�M•i I ix 5 6 7 35 1 Slide #13 H-ST rush . R&7g t . NWy . Sarry . loa furor rii Phoenix Place Focus Group A focus group was held with Phoenix Place residents to discuss Greene Tract stories,community development, connectivity&open space,and housing.This session increased Phoenix Place attendance at Workshop 2• Phoenix Place Focus Group Engaging with Priorities Concerns Opportunities l residents to determine their Maintaining buffer Impact of traffic on Additional access priorities,concerns, between existing& residential streets points into the new new development development to and opportunities Ability for existing for the Greene Mirroring the rural residents to access alleviate traffic on Tract Master Plan characterof the resources within the Purefoy Drive existing community new development Virtual engagement • Addressing the needs Affordability of to gather feedback of families residents in housing from other Phoenix the existing Place residents • Loss of trees community - Gensler—4k G. T-1 ;ry r•saxr�M•t 1�: 2 3 4 Slide #14 MUM . Trrrih . R.wmi . uaay . 5-army • loa furor bw Promotional Materials The following materials were Isa��tr developed to advertise for the �;�• three community workshops: TWORKSHOPS REENE TRACT TALLER • Banners Q�iMULAITY . CFM NF TRlA DF GREENE TRACTto • Yard signs ;:::: COMMNIINTNACT WORKSHOP * Multi-lingual flyers � ~ {included in RENA food -- drives, posted online, and distributed through local GREENETRACT COMMUNITY community organizations) WORKSHOP JOIN us: _ era+a * Postcard campaign ma's plan fd the l ka� & • _T — cornrnuniy.loydhihe. • Monthly newsletters Gensler Cm Tract Cbmmunflr FAVAI em 4 1+4 5 6 7 36 1 Slide#15 TRUST - Tmth - Respect - Unity - Safety - Transformation CREATING APPLYING THE GUIDING PRINCIPLES 2 3 4 Jordan Powell continued the presentation. 5 6 Slide #16 rRUST IFILIh • Reyy l • Nia[Y • Sariny • Yra^S}oml[ipi Our Engagement Process & Outcomes Using the information we gathered from our engagement activities and background research,we developed a set of overarching Insights,which informed the Guiding Principles used by Thomas&Hutton to create the Conceptual Master Plan. Inputs Overarching (What We Heard) Insight A Guiding Principle Inputs Overarching (What We Heard) Insight B �:� Gc`»51cr . . c,�Brae[ctmmn�[y es•y Mi[is 8 9 37 1 Slide #17 TRUST . T.cgh . Reyy t . UWIV • Sarr y . 10 furor VN- Guiding Principles for the Master Plan 01 02 03 04 Activate strategic Use built elements in Provide services and Establish building locations throughout the public realm to resources within scaling and housing the development for honor and respect the walking distance that density that build on common uses that Historic Rogers-Eubanks support youth,families, the strengths of the bring multi- community's rich, and the ability for surrounding generational residents cultural history. seniors to age in place. neighborhood. 05 06 07 08 Prioritize rented and Provide a network of Minimize the impact of Use natural and owned affordable safe,connected streets roads and development paved surfaces to housing and support and public transit to an the natural provide outdoor space for small enable mobility for ecosystem within the recreation businesses_ residents of all ages preserve area opportunities and and abilities. connect to nearby —- Gensler`Zhh G—r 1 n 2 3 4 Slide #18 rRLWI . r Wh . ftnpM tlrcrr • 5-4rM■ • r.a�farmarm. Applying the Guiding Principles The Guiding principles served as a north star for all engagement activities following Workshop 1. 2 AR ---- "1 ---------------- ---------------- � --------------- f� ---- Initial Insights Workshop 2 Analysis&Synthesis Workshop 3 The Guiding Principles Printed diagrams showed Feedback from Workshop The Guiding Principles were shared with how the Guiding Principles 2 was categorized into the were again used to Thomas&Hutton to were created;then,the eight Guiding Principles; evaluate the updated use as a framework for concept plan options were this feedback was then Conceptual Master Plan, developing two concept evaluated through the lens used as a basis for with open house plan options for the of how they did or did not Conceptual Master Plan discussions centered on Master Plan. address the Guiding updates. the ways they were Principles. addressed. C•;.`;:: .` Gensler`,h6 G—T—rro..—t,En,"—N i.a 5 6 7 38 1 Slide #19 TRUST • Toth a Resp— a Unity a Safety a Tra O—ahnn Community Engagement Insights Report The Insights Report is a comprehensive summary of the community engagement process and feedback on the Greene Tract Conceptual Master Plan. It is available for public viewing on the Greene Tract web page. GI,.' V.leiclpks toroMmis�tr Pe PWn i�C p C hop Werrl w Gfeene Twat Mash•,Plan Community Engagement Insights Report Genslery GrmncTra CommunityFngagcmen[ 9 2 3 4 Slide #20 Greene Tract Master Plan Team Dan Jewell Jeremy Anderson Wendi Ramsden Gradey Grumman Regional Landscape Landscape Designer Director Architect Architect T THOMAS 5 Greene Tract Master Plan H HUTTON® 6 7 Dan Jewell, Regional Director at Thomas & Hutton, continued the presentation. 8 9 39 1 Slide #21 _ LA ------------ S ' �. Context Map THOMAS. 2 GrePnp- Trar_t MastAr P{- Hu TIT-ON 3 Dan Jewell said that the Master Plan Area in the middle is to a scale similar to other 4 neighborhoods in the area but is very compact in the number and type of housing. 5 6 Slide #22 �4 IBC . n `n i ta= Master Plan T THOMAS Greene TraIIIIJIMPWn H1TTOj 8 Dan Jewell said the blue areas represent stormwater management. He said the yellow 9 areas represent lower density, 1-2 family homes, beige represents higher density townhomes, 10 and bright orange represents apartments. He said that the plan creates a wooded buffer area for 11 neighbors on Purefoy Road. 12 40 1 Slide#23 D N. ET PAR 0 z Open Space Elements T THOMAS z 'e Act Master P� H MUTTON■ 3 Dan Jewell said that there will be a center courtyard, community playground, active 4 recreation areas, pocket parks, orchards, and stormwater ponds. 5 6 Slide #24 � a .00010* _ Vehicular Connections T THOMAS Greene Tract Master Plan H MUTTON■ 8 Dan Jewell said there will be low volume, low density roads. 9 10 41 1 Slide #25 2-way street '. One lane each way No street parking l Sidewalks one or both sides 2-way street One lane each way Street parking - parallel Sidewalks both sides 1-way street One travel lane Street parking - diagonal Sidewalks both sides Sample Road Sections T THOMAS z Greene Tract Master Plan H HUTTON■ 3 4 Slide #26 0 O t Pedestrian Network T THOMAS 5 Greene Tract Master Plan H HUTTON 6 7 _ wr.uw�rt.J a;�n�?.awv... �r.•i mi.�rtww J'mrojyi,.�aa u,a�o��*a<harw uicww�.nwr nvu� f'\ POD Ct ��� r��.rpa Y�,i.Om�r war ru[r�JiM,i�r.Y!smer rnas [ - -.♦ �--�__ PO pearnp aD -�,r, � mJ JJnacrxo uw,r.wn-. ar � ....:ciu°re rev... ru:Hcruwr�iw.is..a. ,�____� IrfL a�aCgn Hvpxn.i HrGlrt 10 'I So„H',ovJ�.r IVI OOOD;��I>+m0lrwaf i-�4 wrm l�w4+urt��nuwn NNNNNN vlox 1 400 cx ,\ �� �M1[++c�icimwucJ •acnssorr oxnrwcwwH .1 �tCo�dxn nmlJd ,• wn J wov r raJ{wrr �nw rpxrw 42 Slide #27 Land ■ 14 -1-1 •• TractMAS 2 Greene Master • section.3 Dan Jewell said that there is the potential for commercial buildings in the middle brown • Slide #28 •3r e; � i_ i Conceptual Tie-In with Rogers Road Neighborhood THOMAS 7 Greene O ■ HUTTON 43 1 Slide #29 Greene Tract Master Plan Phase and Upcoming Phases Master Plan Phase Future Phases Connectivity Framework Refinement to street&pedestrian network General Use Types Use Types and ranges General Location of Uses Zoning Approval! Quantity Ranges Transit stops Conceptual 5tormwater location Greenways, sidewalks,and trail locations Conceptual Utility locations Traffic Impact Analysis • Environmental and cultural standards Fire standards Scale of development • Recreation &buffers ORANGE COUNTY NORTI[CAROLINA 2 3 Perdita Holtz continued the presentation. She said there is information in the abstract 4 about types of residential units that would be in each pod. She said that total residential units are 5 between 465 and 670. She said she wants to call it a community-supported master plan because 6 the community has worked hard on these recommendations and been great partners. She said 7 that this is a continuing process and there is a potential master plan that the owners will adopt. 8 She said that there will be more specific information brought forward in the future. She said that 9 there is a required zoning approval through the Town of Chapel Hill, and this will require zoning 10 approval. She said it will require that the owners submit a development agreement. She said the 11 zoning approval will be very specific about locations for greenways and trail locations. She said 12 that the master plan has the outline, but the zoning approval will have the specifics. She said 13 there may be a traffic impact analysis necessary at some point. She said that DFI will help staff 14 continue the community engagement conducted thus far to keep community updated. 15 professional staff of property experts are meeting with technical experts like for fire standards and 16 parks and rec standards. 17 18 44 1 Slide #30 Greene Tract Anticipated Timeline—Next Steps 2024 * 2025 1An — Mr A, Mry N, iwy Aug Sep j p I Nw E 1An F.h Mer Apr Mry lun luly Aug Sp 0. Nov OK Community Engagement&Communication -- ------------------- Conceptual Master Plan Con su[mnt support as needed Financial Analysis Chapel Hill Zoning Approval ORANGE COUNTY NORTH CAROLINA 2 3 4 Slide #31 Recommendation for Tonight 1 . Receive the reports from the consultant teams and staff; and 2. Approve the resolution in Attachment 1 . ORANGE COUNTY NORTF-I CAROI.INA 5 6 Commissioner Richards asked for the anticipated date of completing the development 7 agreement. 8 Perdita Holtz says the goal is ambitious and they hope by September 2025. 9 Commissioner Fowler asked if there will be an exit on the east side of the development. 45 1 Chair Bedford said they are aware of the concerns and wonder how they may address 2 those issues. 3 Dan Jewell said there is a connection to Purefoy Road to the west, two on the east, and 4 parallel to the railroad tracks that connect Merrin Road to Homestead Road. He said they have 5 also shown a future connection across the railroad right of way and this would require approval in 6 the future. He said there is also a connection to Lizzie Lane and another that goes to the north 7 and west that connects to county property. He said there are six eventual entrance and exit roads 8 coming in with two readily available now and the others would be addressed with right of way 9 acquisition. 10 Commissioner Fowler said they should be there now rather than waiting. 11 Perdita Holtz said that part of this will depend on what the approval from Chapel Hill. She 12 said the intention is to have multiple exits as construction begins. She said they will find out more 13 about costs as part of the DFI analysis. 14 Chair Bedford said that she thought that you cannot build a building unless there are two 15 exits. 16 Perdita Holtz said that is true because of a fire standard. 17 Commissioner Fowler said she sees trails and asked if they exist or envisioned. 18 Dan Jewell said these are envisioned. 19 Perdita Holtz said that DEAPR is working on a preservation plan and trails may be part of 20 that. 21 22 PUBLIC COMMENTS: 23 Jenny Qusenberry said she lives in Phoenix Place and is on the HOA board. She said that 24 her house is on the corner of Phoenix and Lizzie. She said she attended all three community 25 engagement meetings. She said she supports more affordable housing and wants to do due 26 diligence to steer the project in a way that benefits her neighborhood. She said that the 27 neighborhood wants a large buffer of untouched trees between Phoenix Place and the 28 development. She said that they do not want to see new houses through the trees. She asked 29 the BOCC to only approve plans that have a thick buffer of trees along Phoenix Place. 30 Abel Hastings said there are two issues he has with the plans. He said it addresses 31 affordable housing but makes a mockery of preserves by having two through roads. He said it 32 feels like bait and switch to the public. He said running a road through the Nevelle property, owned 33 by Orange County, would have been a better solution. He said the current plan will funnel 100s 34 of cars through Rogers Road. He said that the Carolina North Forest is a preserved land, but is a 35 voluntary preservation and that it is on the short list for the next home of the Dean Dome now. 36 Elizabeth Young said she has attended all meetings and workshops and feels there was 37 a lot of community involvement and input and feels staff and consultants did a good job of hearing 38 priorities and concerns from the community. 39 40 Chair Bedford said there will be other rounds of public engagement. She asked about 41 planned buffers. 42 Dan Jewell said earlier plans had lower density residential closer to the houses on Phoenix 43 and this plan puts a buffer of trees around existing neighborhoods. 44 Chair Bedford said she was at the Durham-Chapel Hill Metropolitan Planning Organization 45 meeting, and they are working on animal corridors. She said she appreciates all of the input from 46 the community and said she likes the concept of this plan. She asked if staff will be the ones 47 involved with Chapel Hill zoning process. 48 Perdita Holtz said yes. She said at some point an application will have to be signed off on 49 by the property owners. She said that they will need substantively the same resolution between 50 owners. 51 Vice-Chair Greene thanked everyone involved with this plan. 46 1 Commissioner Hamilton said she attended all three community workshops and said she 2 appreciated the way they were conducted. She said this is a compromise with getting enough 3 affordable housing and transportation and they have done a good job. 4 5 A motion was made by Vice-Chair Greene, seconded by Commissioner Hamilton, to 6 approve the resolution in Attachment 1. 7 8 Commissioner Richards asked if they feel they have achieved the goals on slide 6. 9 Cy Stober said this conceptual land use plan was approved by all three owners and was 10 guiding assumptions through engagement and master plan. 11 Commissioner Fowler asked if there is a percentage for affordable or if they are waiting to 12 see what is affordable for jurisdictions. 13 Chair Bedford said when the MMC met with the Planning Staff, they accelerated that there 14 should be a fiscal analysis. She said that one might be they do not move forward with anything. 15 Commissioner Fowler said that she wants to make sure that if affordable housing is not 16 achievable that they do not feel they have to continue due to costs already spent. 17 Vice-Chair Greene said it is important to have a realistic goal. 18 Chair Bedford said county has $5 million set aside to help assist with this goal. 19 20 VOTE: UNANIMOUS 21 22 Commissioner Portie-Ascott said in speaking about different populations she hopes 23 affordable housing is not being limited to those groups. 24 25 b. Child Care Subsidy Assistance Update 26 The Board received an update on the current fund availability for childcare subsidy and to 27 considered options for service delivery for the remainder of the fiscal year. 28 BACKGROUND: Orange County's Department of Social Services (DSS) provides child care 29 subsidy and social casework services for families, including information and referral services to 30 help parents determine appropriate child care placements. The objectives of this program are to: 31 Provide subsidies for high quality child care for low-income working families, children 32 involved in child welfare cases, and other at-risk children in Orange County. 33 Assure that eligible employed parents wait less than six months to receive child care 34 subsidy. 35 Utilize all available federal and state funds to support child care needs of local children. 36 37 In FY 2024-2025, Social Services will receive $6,700,396 in Federal and State funds, including 38 $600,000 in Smart Start funds and $1,275,559 in County funds, for a total of$7,975,955 budgeted 39 for child care subsidies. Through these funding sources, Orange County is currently serving 40 approximately 637 children each month, including paying the parent portion of the fee for 41 attendance. 42 43 The average monthly cost per child for subsidy has increased significantly over time. In 2019, the 44 DSS share averaged around $700 per month, and the current average is $1,100 per month. 45 Several factors have impacted these costs, including a market rate increase in 2022 and changes 46 in eligibility and parent fees for afterschool care. The previous averages had more afterschool 47 children (who have lower costs) and now a larger portion of the children are 0-5 year olds with full 48 time care. The rates vary based on age of the child and the star rating of the child care program. 49 For example, the current market rate for 3-5-year-old children in a four-star program is $1,308 50 per month. 47 1 2 During the pandemic, there was a decrease in demand for child care while there was an increase 3 in funds available. Some of these funds were allowed to cover parent fees, helping low-income 4 families return to employment. Orange County has continued paying parent fees to support low- 5 income working families at a cost of approximately $67,000 per month after Covid relief for fees 6 ended. This combination has resulted in insufficient funding to continue the current level of child 7 care subsidy service in Orange County. 8 9 Orange County has a long history of supporting low-income families through childcare subsidies. 10 The Board appointed a task force to study the issues in 2005 and has continued to recognize the 11 importance of child care for employment, child safety, school readiness and child development. 12 At times, the wait list for child care has grown to over 300 children with working families waiting 13 for years to receive support. In Fiscal Year 2015-16, the BOCC increased County support for 14 subsidy, and the waiting list was eliminated. Additional funds were added in subsequent years to 15 address the increased demand. There has not been a wait list since 2017. 16 17 The Social Services Board discussed the child care issue at its September 16, 2024 meeting, and 18 voted to ask the Board of Commissioners to consider Option 2 in the Manager's 19 Recommendations. 20 21 Nancy Coston, DSS Director, reviewed the background information for the item. She 22 shared that the following options are presented for the Board's consideration: 23 24 Option 1 — End parent fees effective November 30, 2024, and begin a waiting list for any 25 families working or seeking employment or training. There would be no 26 additional costs. 27 Option 2 — End parent fees effective November 30, 2024, and add up to twelve (12) 28 children per month to try to avoid a waiting list. The cost of this would be an 29 additional $726,000. 30 Option 3 — Continue parent fees and add up to twelve (12) children per month to try to 31 avoid a waiting list. The cost of this would be an additional $1,188,841. 32 33 Nancy Coston said 80% of children are in 5-star programs. 34 Commissioner Fowler asked how much parent fees are. 35 Tina Clark, Human Services Supervisor, said the parent fee is 10% of gross monthly 36 income for youngest child in household. 37 Nancy Coston said it costs the department about $67,000 a month to pay parent fees. 38 She said they are at a point if they keep paying the parent fees they will have to make a waiting 39 list. She said that currently they are the only county that is still paying the parent fee. 40 Commissioner Portie-Ascott asked how many children will stop coming if parent fees are 41 not paid. 42 Nancy Coston said they do not know. She said that parent fees are only covered for 43 working parents. She said they have thought about other programs that could help them, but do 44 not have a way to estimate how many families would not be able to afford it. 45 Tina Clark said that the average fee per month is between $200-250. She said that$200- 46 $250 a month can be a lot for a family struggling financially. 47 Commissioner Hamilton said it would be helpful to see a profile of the families currently 48 getting the subsidy. 48 1 Tina Clark said the income limit for families was given, with a family size age 4 the annual 2 income is $63,000 she said that is the max. 3 Commissioner Hamilton said that she would like to see the families just in Orange County. 4 Nancy Coston said they looked into the employers to see who else was benefiting from 5 the subsidy. She said that for the 10% rule, you could extrapolate that most are $20-$30,000 due 6 to the fees. 7 Commissioner Fowler asked if half of the parent fee could be paid. 8 Nancy Coston said it could be done but providers will not want to pay to two different 9 entities. She said they are paid directly to the providers and there has to be a lot of paperwork 10 and it will cost as much to figure that out. She said the payments go directly from the portal to the 11 providers. She said all the funds except county funds go through a portal directly from the state 12 to the provider. 13 Vice-Chair Greene said she is the BOCC representative on the DSS Board and they 14 supported option 2 after a long, hard conversation. She said that it would avoid a waiting list. 15 Chair Bedford asked if some flexibility can be added to option 2 to monitor people pulling 16 children out of child care. 17 Nancy Coston said staff can track all of this for them and report. 18 Commissioner Fowler asked if there have been stories from other counties as to how that 19 impacted families. 20 Tina Clark said she was not sure any information was tracked. 21 Commissioner Fowler said she would support option 2. 22 Commissioner Hamilton said this situation is difficult and she understands child care costs 23 are important. She said it makes her think about what else they are not going to be able to do. 24 Chair Bedford asked Travis Myren if there are any updates on the financial audits. 25 Travis Myren said it can be covered by operating surplus for this year, but would be a 26 budget consideration going forward. 27 Commissioner Portie-Ascott said it does not bother her that Orange County would 28 continue to pay these fees when other counties have stopped. She said that she thinks these 29 services will help children not be behind when they go to school and hopes they will be innovative 30 enough to support this. 31 Nancy Coston said she thought more federal funds were coming for child care but those 32 have been tied up for months. She said that the General Assembly said they would do something, 33 but have not. 34 Commissioner McKee said he supports Option 2. 35 36 A motion was made by Commissioner McKee, seconded by Chair Bedford, to approve 37 Option 2. 38 39 Commissioner Portie-Ascott said she supports option 3. 40 Commissioner Richards asked if the situation can be monitored. 41 Travis Myren said staff will monitor and add funds as needed and keep the Board updated 42 on families that may not be able to keep up with program. 43 Commissioner Portie-Ascott asked if the parent fee is paid weekly or monthly. 44 Nancy Coston said that it varies, and some providers request them weekly and some 45 monthly. 46 Commissioner Portie-Ascott asked if children could be kicked out of childcare without 47 parent fees paid. 48 Commissioner Hamilton said through monitoring that can be prevented and the Board can 49 decide to do more at a later time. 49 1 Commissioner Richards said that the state seats are not full and a lack of providers and 2 transportation to the centers remains an issue. 3 Commissioner McKee asked what the highest number has been on the waitlist. 4 Nancy Coston said that it was close to 700. 5 Commissioner McKee said that he does not want to get back to that. 6 Chair Bedford said that they need to monitor this closely and if a budget amendment is 7 needed, they need to see that as soon as possible. 8 Nancy Coston said it was also parents that could not find work and they ended up in a 9 crisis. 10 Travis Myren said surplus will be between $1.5-$2 million projected. 11 VOTE: Ayes, 4 (Commissioner McKee, Commissioner Fowler, Vice-Chair Greene, 12 Commissioner Hamilton); Nays, 3 (Commissioner Portie-Ascott, Commissioner Richards, 13 Chair Bedford) 14 15 MOTION PASSES 16 17 c. New Piedmont Food Processing Center Management Agreement 18 The Board approved a new five-year management agreement with Piedmont Food Processing 19 Center, Inc. 20 BACKGROUND: The County is the owner of a food processing facility located at 500 Valley 21 Forge Road, Hillsborough, NC 27278, that serves as an economic development incubator for food 22 businesses. 23 24 Piedmont Food Processing Center (PFPC) is a North Carolina Corporation providing 25 management services to shared kitchens across the state. 26 27 The proposed contract indicates the County's desire to engage PFPC, and PFPC desires to 28 accept such engagement, to provide management services for the Facility on the terms and 29 conditions set forth within the contract. 30 31 The County and PFPC intend to work in mutual accord in order to ensure provision of high-quality 32 management services, thereby enhancing the use and enjoyment of the Facility. 33 34 The County entered into the first management services agreement with Piedmont Food 35 Processing Center in 2021. The management services agreement approved in 2023 did not 36 modify any of the provisions of the prior agreement. In response to concerns raised by the Board 37 of Commissioners, Orange County Cooperative Extension has met regularly with PFPC 38 leadership since November 2023 to address ongoing concerns and to identify steps that could be 39 taken to improve operations and accountability between the nonprofit corporation PFPC and 40 Orange County Government. A report was presented to the Board of County Commissioners at 41 its April 30, 2024 work session and feedback from the Board was received. The new contract 42 integrates that feedback and solutions proposed by Cooperative Extension and PFPC staff. 43 44 Major Changes from Original Contract Last Extended on October 3, 2023 are: 45 • Designates Director of Orange County Cooperative Extension as the Contract 46 Administrator. 47 • Proposes a five-year term to allow PFPC sufficient time for strategic business planning 48 and growth. 50 1 Expands Section 2.3 "Specific Services and Responsibilities" to incorporate more direct 2 and measurable impacts on Orange County residents and businesses. This includes 3 points such as: 4 o Discounted usage fees for Orange County residents who use the services of 5 PFPC. 6 o Annual PFPC Open House and Report for the public with invitation to Orange 7 County elected leaders. 8 o A minimum of two workshops annually for farmers to help them better understand 9 how to access and use PFPC as a resource for value-added products. 10 o Increased outreach efforts to appropriate programs that can benefit from 11 interaction with PFPC resources and staff. 12 Ensures PFPC complies with the Orange County Living Wage Policy, Smoke Free Public 13 Places Rule, and the Orange County Non-Discrimination Policy. 14 Clarifies what capital equipment is owned by the County and what is owned by PFPC to 15 provide clarity on who is responsible for maintaining certain equipment. 16 Updates and clarifies indemnification and insurance sections. 17 • Adds section on hazardous substances and what is not allowed in the facility. 18 • Adds section on States of Emergency to indicate that the agreement may be suspended 19 if necessary during such situations to address the cause or effects of the emergency. 20 21 Jonathon Smith, Cooperative Extension Director, reviewed the background information for 22 the item. 23 Chair Bedford thanked him for the work on this agreement. 24 Commissioner Fowler asked about the discount for usage fees. 25 Eric Hallman, PFPC Executive Director, said there are a couple of different ways to 26 administer the discounts. He said that it can be across the board for all Orange County residents 27 or there could be a discount for those Orange County residents just starting their business. 28 Commissioner Fowler asked how fees compare to other processing facilities in the state. 29 She asked if fees could be increased for non-Orange County residents. 30 Eric Hallman said fees are right at the median. 31 Commissioner Hamilton said she can see the work put into this agreement and it makes 32 things clearer. She asked about 7.1.c and for information on who the indemnitee and indemnitors 33 referred to. 34 John Roberts said either party can be the indemnitee or the indemnitor, but this covers if 35 a third party comes into play. 36 Commissioner Fowler said she feels there should be a discrepancy between what people 37 in Orange County pay versus out of county users. She asked if those out of county users could 38 have fees raised. 39 Eric Hallman said he wanted to present the two scenarios to see where they need to go. 40 He said that if they want to give across the board discounts to all Orange County residents, the 41 impacts would be less. He said that if you keep subsidizing a business, they do not get a full idea 42 of what the cost of doing business is. 43 Commissioner Fowler said she gets that and maybe if they are doing well, they could be 44 moved out. She asked if out of county folks get charged more. 45 Eric Hallman said they do not think that would be necessary. 46 Commissioner Fowler asked if they do that with the SportsPlex. 47 Travis Myren said that covers only school district employees or county employees. 48 Vice-Chair Greene said she likes the idea that the people just starting out need the extra 49 incentive. 51 1 Chair Bedford said the PFPC Board needs time to model different options. She said they 2 can try to frontload the discounts for Orange County startups, and they can see that modeled. 3 She said that it fluctuates a lot more than one might think as compared to other businesses. She 4 said that some of the suggestions need to be tried and Jonathan Smith can monitor that. She said 5 that they can go back to the drawing board if that does not work. 6 John Roberts asked the Board to authorize him to make non-substantive clarifying 7 amendments to this post-adoption. 8 9 A motion was made by Vice-Chair Greene, seconded by Commissioner Richards, to 10 approve and authorize the Chair to sign the attached new five-year Management Agreement 11 between Orange County and Piedmont Food Processing Center, Inc. and authorizing the County 12 Attorney to make any non-substantive clarifying changes prior to signature. 13 14 VOTE: UNANIMOUS 15 16 Chair Bedford thanked everyone for their work on the agreement and appreciated 17 everyone's cooperation. 18 19 7. Reports 20 None. 21 22 8. Consent Agenda 23 24 • Removal of Any Items from Consent Agenda 25 • Approval of Remaining Consent Agenda 26 • Discussion and Approval of the Items Removed from the Consent Agenda 27 28 The Board removed item 8-1 at the beginning of the meeting and considered it as part of 29 section 4 of the agenda. 30 31 A motion was made by Commissioner Hamilton, seconded by Commissioner Fowler, to 32 approve the consent agenda except for item 8-1 which was considered earlier in the meeting at 33 item 4-e. 34 35 VOTE: UNANIMOUS 36 37 a. Minutes 38 None. 39 b. Motor Vehicle Property Tax Releases/Refunds 40 The Board adopted a resolution to release motor vehicle property tax values for five (5)taxpayers 41 with a total of five (5) bills that will result in a reduction of revenue. 42 c. Property Tax Releases/Refunds 43 The Board adopted a resolution to release property tax values for sixteen (16) taxpayers with a 44 total of eighteen (18) bills that will result in a reduction of revenue. 45 d. Late Applications for Property Tax Exemption/Exclusion 46 The Board approved eighteen (18)untimely applications for exemption/exclusion from ad valorem 47 taxation for twenty-three (23) bills for the 2024 tax year. 48 e. Fiscal Year 2024-25 Purchase of Six (6) LIFEPAK® 15 Monitor/Defibrillators 49 The Board approved and authorized the Manager to sign all documents necessary for the 50 procurement of six (6) LIFEPAK® 15 Monitor/Defibrillators. 51 52 1 f. Fiscal Year 2024-25 Ambulance Purchase 2 The Board approved and authorized the Manager to sign all documents necessary for the 3 procurement of three (3)Advanced Life Support (ALS) ambulances and the advanced purchase 4 of one (1) Basic Life Support (BLS) ambulance. 5 g. North Carolina Forest Service Lease of a Portion of the Bonnie B. Davis Environmental 6 and Agricultural Center 7 The Board: 8 1) Reviewed the lease for a portion of the Bonnie B. Davis Environmental and Agricultural 9 Center to the North Carolina Forest Service; and 10 2) Adopted the resolution that approves the lease; and 11 3) Authorized the County Manager to sign the lease upon final review by the County 12 Attorney. 13 h. Renewal of County's Lease of 115 East King Street, Hillsborough for the Orange County 14 Public Defender's Office 15 The Board reviewed a renewal agreement for the County to continue leasing space for the Orange 16 County Public Defender's Office at 115 East King Street, Hillsborough, and approved and 17 authorized the Manager to sign the lease renewal upon final review by the County Attorney. 18 L Construction Bid Award for the Motor Pool, Maintenance Shop, and Public 19 Transportation Automatic Transfer Switches and Generator Power 20 The Board: 21 1) Approved a construction contract with Hamlett Associates for the automatic transfer 22 switch installation at the Motor Pool facility, the installation of an automatic transfer switch 23 and generator at the Public Transportation Administrative Building, and the installation of 24 an automatic transfer switch and existing generator at the Maintenance Shop; and 25 2) Authorized the County Manager to execute the Agreement, subject to final review by the 26 County Attorney, and any subsequent amendments for contingent and unforeseen 27 requirements up to the approved budget amount on behalf of the Board. 28 j. Approval of a Revised Professional Engineering Services Contract with Schnabel 29 Engineering South, P.C. for the Lake Orange Intake Tower Rehabilitation-Replacement 30 Project 31 The Board approved a revised professional engineering services contract in the amount of 32 $288,000 with Schnabel Engineering South, P.C. for the Lake Orange Perimeter Survey project. 33 k. Soccer.com Center— Naming Rights Agreement Renewal 34 The Board approved the renewal of a naming rights license agreement, for a period of five years, 35 between Orange County and Sports Endeavors, Incorporated, for naming rights to the Orange 36 County soccer center on West Ten Road, known as the Soccer.com Center. 37 I. Fire Prevention Week Proclamation 38 The Board approved the proclamation as part of item 4-e earlier in the meeting. 39 m. Approval of Board of Commissioners Meeting Calendar for Year 2025 40 The Board approved the meeting schedule for the Board of Commissioners for calendar year 41 2025. 42 43 9. County Manager's Report 44 Travis Myren reminded the board about the Joint Meeting with Chief's Association, and 45 Regular Work Session Items on October 8th. He said all Emergency Services personnel have 46 returned with the exception of Kirby Saunder, Emergency Services Director, who will return 47 October 61h 48 49 10. County Attorney's Report 50 John Roberts had no report for the Board. 51 53 1 11. Appointments 2 None. 3 12. Information Items 4 • September 17, 2024 BOCC Meeting Follow-up Actions List 5 • Tax Collector's Report— Numerical Analysis 6 • Tax Collector's Report— Measure of Enforced Collections 7 • Tax Assessor's Report— Releases/Refunds under $100 8 9 13. Closed Session 10 None. 11 12 Adjournment 13 14 A motion was made by Commissioner Fowler, seconded by Commissioner Hamilton, to 15 adjourn the meeting at 10:22 p.m. 16 17 VOTE: UNANIMOUS 18 19 Jamezetta Bedford, Chair 20 21 22 Recorded by Tara May, Deputy Clerk to the Board 23 24 Submitted for approval by Laura Jensen, Clerk to the Board Attachment 3 1 1 DRAFT MINUTES 2 ORANGE COUNTY 3 BOARD OF COMMISSIONERS 4 JOINT MEETING WITH CHIEFS ASSOCIATION AND WORK SESSION 5 October 8, 2024 6 7:00 p.m. 7 8 The Orange County Board of Commissioners met for a Joint Meeting with the Orange County 9 Chiefs Association and Work Session on Tuesday, October 8, 2024, at 7:00 p.m. at the Whitted 10 Human Services Center in Hillsborough, NC. 11 12 COUNTY COMMISSIONERS PRESENT: Chair Jamezetta Bedford, Vice-Chair Sally Greene 13 and Commissioners Amy Fowler, Jean Hamilton, Earl McKee, Phyllis Portie-Ascott, and Anna 14 Richards 15 COUNTY COMMISSIONERS ABSENT: None. 16 COUNTY ATTORNEYS PRESENT: John Roberts 17 COUNTY STAFF PRESENT: County Manager Travis Myren, Interim Deputy County Manager 18 Caitlin Fenhagen, Emergency Services Director Kirby Saunders and Clerk to the Board Laura 19 Jensen. (All other staff members will be identified appropriately below) 20 ORANGE COUNTY CHIEFS' ASSOCIATION MEMBERS PRESENT: Chief Phillip Nasseri, 21 Chief Matthew Mauzy, Chief Brad Allison, Chief Ricky Baker, Chief William Blankenship, Chief 22 Jeff Borland, Chief Jeff Cabe, and Stacey Graves of the Chapel Hill Fire Department 23 24 Chair Bedford called the meeting to order at 7:00 p.m. All commissioners were present. 25 Chair Bedford asked for a motion to add a closed session to the meeting to consult with 26 the County Attorney. 27 28 Commissioner McKee made a motion, seconded by Commissioner Hamilton, to add a 29 closed session to the end of the meeting. 30 31 VOTE: UNANIMOUS 32 33 Commissioners, fire chiefs, and county staff introduced themselves. 34 35 1. Discussion Topics from Orange County Chiefs Association 36 The Board had a discussion with members of the Orange County Chiefs Association. 37 38 Ricky Baker, President of the Chiefs Association, made the following presentation: 39 40 2 1 Slide#1 Orange County Chiefs Association 2024 Orange County Board of Commissioners Joint Meeting ❑ctober 08,2024 2 3 4 Slide #2 Length of Service Awards Program 5 6 7 Kirby Saunders continued the presentation and distributed award certificates to those in 8 attendance. 9 10 Slide #3 Retirement Recognitions Mebane Tim Bradley 50 Orange Grove Richard Sykes 30(full-time) s 11 3 1 Slide #4 Length of Service Recognitions Chapel Hill Dennis Puckett 20 Efland Scott Heckler 20 Efland Will Brooks 20 Efland Brian Griffith 25 Efland Jimmy Summey 25 Efland Jack Adams 40 Eno James Boffey 30 Eno Ralph MacDonnell 40 New Hope Robert Hunt 20 New Hope Eddie Walker 30 a 2 3 4 Slide #5 Length of Service Recognitions New Hope Cliff Carroll 40 New Hope Howard Pratt 40 South Orange Rescue Syd Alexander 20 South Orange Rescue Bill Blankenship 20 South Orange Rescue Allison Eaton 20 South Orange Rescue Fred Stipe 25 South Orange Rescue Bill Waddell 30 South Orange Rescue Jane Waddell 30 s 5 6 7 Slide #6 Service Highlights and Departmental Updates 8 4 1 Ricky Baker continued the presentation. 2 3 Slide #7 South Orange Rescue • Chief Mathew Mauzy • Activities in support of Strategic Goal 5 • Trained 26 new EMTs and released to practice independently • Over 2,500 EMS continuing education training hours • Trained more than 1200 community members in CPR • Expanding 4 C's opportunities with manikins from DTCC • Taught an AHA BLS instructor class with another in Spring • Activities in support of Strategic Goal 6 • Provided EMS standby coverage for 166 Special Events throughout Orange County • Dispatched to 1,460 patients • New Narcan trainers to teach naloxone use at our CPR classes(from Naloxone Saves) • New Technical Rescue Truck Placed in Service • Placed order for next Sprinter type ambulance, delivery 03-2023 • Order in-progress for next box-style ambulance, delivery 01-2028 • Signed agreement with North Chatham Fire Department as a Type 11 Swiftwater Team 7 4 5 Chair Bedford asked if naloxone use training was an extra service provided by the 6 department. 7 Matthew Mauzy said that it was an extra service, but other departments are considering 8 providing the training as well. 9 10 Slide #8 Fire District: Efland • Chief Kevin Brooks 1 • Renovated Station 1 for future growth ' • Took delivery of a new engine FST..912 • Ordered a replacement engine { • Slight increase in call volume 8 1 1 12 Ricky Baker said there has been an increase in call volume across all departments. 13 5 1 Chair Bedford said she had heard that part of the increase was related to the widening 2 project on 1-40, but that based on Ricky Baker's statement it seems like it is a general across the 3 board increase. 4 Jeff Cabe said that the calls for I-40 accidents were for New Hope and Hillsborough 5 districts. He said that 1-40 contributes to the increase, but there are other issues as well. 6 Chair Bedford noted that Commissioners Richards and Portie-Ascott both attended the 7 ribbon cutting for the Efland station. 8 Ricky Baker said that the districts all work together to address accidents on the interstates. 9 He said that Efland and Hillsborough districts work together on accidents on 1-85, and that 10 Hillsborough also works with Eno fire district. 11 12 Slide #9 Fire District: Orange Rural • Chief Jeff Cabe GE RU • Placed order for a new engine • Completed our ISO inspection • Slight increase in call volume • Replaced hydraulic rescue tools • Filled all vacant positions 9 13 14 Commissioner Portie-Ascott asked what types of incidents are contributing to the increase 15 in call volume. 16 Jeff Cabe said in the Orange Rural Fire District, it is mostly fire alarms and medical 17 responses. 18 Phillip Nasseri said that there has been 4% growth in EMS calls in White Cross and there 19 is more traffic flowing through the southern part of the county. 20 Jeff Cabe said the northern part of the county is getting more traffic from people heading 21 to Danville, Virginia. 22 23 6 1 Slide #10 Fire District: Eno • Chief Keith Hayes NQ� • Improved ISO rating to Class 4 • Placed a new engine in service • Slight increase in call volume F • Began process to hire three firefighters RESCrtJE 2 3 4 Slide #11 Fire District: New Hope • Chief William Blankenship NEW HOPE • Replaced concrete at both stations • Replaced insulation at Station 2 " • Painted Station 2 4 • Replaced generator at Station 2 • Replaced roof at Station 1 F,REDEPT- • Purchased new rescue truck • Updated rope rescue equipment • Approved a full-time driver position • Updated wiring at Station 1 for emergency generator 5 6 7 Slide #12 Fire District: Orange Grove • Chief Ricky Baker ' • Added one full time firefighter • Began station redesign • Slight increase in call volume • Upgraded station lighting for energy conservation • Designed and ordered a multifunctional response unit ,2 g 7 1 Ricky Baker said that the timeline for getting a new truck is 24-36 months. He said that in 2 the last two years, pumpers and engine trucks have increased to $800,000 - $1 million each. 3 Commissioner McKee asked if the stations are maintaining a rotation in equipment and 4 trucks. 5 Ricky Baker said all stations are attempting to maintain a rotation. 6 7 Slide #13 Fire District: Cedar Grove • Chief Jeff Borland • Improved ISO rating to Class 5 • Slight increase in call volume • Replaced a 1986 model brush truck • Ordered a new fire engine ,3 8 9 10 Slide #14 Fire District: Caldwell • Chief Brad Allison : 7 : • Added 12 additional volunteers ovr� • Six members became EMT's • Four members completed firefighter certification • Received a grant to replace the SCBA Fill System • Completed 3,543 volunteer training hours 14 11 12 13 14 8 1 Slide #15 Fire District: White Cross • Chief Phillip Nasseri "Jae4� • Increase in volunteer members -WHITE CROSS; T 6 • Slight increase in call volume • Ordered a new fire engine • Sponsored two volunteers for local academies • Sponsored one Junior Firefighter in high school fire academy *All three were hired into local departments as full-time firefighters! • Ordered equipment and a trailer for Large Animal Rescue 15 2 3 Phillip Nasseri said many of their accomplishments are due in part to their relationship 4 with Orange County Emergency Services. 5 6 Slide #16 Fire District: Carrboro • Chief Will Potter • Reclassified two positions • Slight increase in call volume • Increased staffing • Added two Lucas Devices • Added new cardiac monitor • Began process to replace ladder truck 1e 7 8 Commissioner Portie-Ascott asked what kinds of animals would be rescued with the 9 equipment. 10 Phillip Nasseri said it ranges from pigs to chickens. He said that it helps corral any large 11 animal you can imagine. 12 13 14 9 1 Slide #17 Fire District: Chapel Hill �, El 4,q • Chief Jay Mebane • Replaced two engines • Added 3 firefighters Lr..E'j • Certified 20 people in Swiftwater Rescue • Certified 41 in Confined Space Rescue • Certified 13 in Firefighter/EMT • Began design of new Station 4 replacement • Renewed USAR contract with Raleigh and Durham • Supported Camp Ignite for young females • Slight increase in call volume (4%) 17 2 3 Stacey Graves of the Chapel Hill Fire Department said they are appreciative of the 4 partnership with EMS and Station 3 will have an EMS base. 5 Chair Bedford asked if these plans included the joint training facility. 6 Kirby Saunders said no that it is still a work in progress. 7 Phillip Nasseri said there is a joint county-wide effort and they wrote a grant for it in 2017. 8 He said that has been longer than anticipated but they are looking for a permanent home for EMS 9 and Fire training. 10 11 Slide #18 Fire District: Mebane • Chief John Wellons Promoted new Fire Chief is Promoted new Assistant Chief(Brandon Dunn)Hired two new firefighters • Promoted four new Lieutenants • Placed two new engines in service • Slight increase in call volume rs 12 13 Chair Bedford asked how many stations Mebane has within Orange County. 14 Jeff Cabe said none in Orange County. He said they may be putting one in near Buckhorn 15 Road. 10 1 Ricky Baker said that they are looking to provide better service in areas the City of Mebane 2 has annexed. 3 4 Slide #19 Fire District: North Chatham • Chief John Strowd • Hired 12 new career firefighters • Promoted 8 new lieutenants • Hired a Deputy Fire Chief-Matt Ingold • 1 Interim Asst.Fire Chief 3 new apparatus on order,2 engines and 101 ft.aerial platform • Lowered ISO rating from a Class 419E to 3I9E. 19 5 6 Commissioner Portie-Ascott asked how new volunteers are trained. 7 Ricky Baker said a volunteer can get initial basic training from the department. He said to 8 get further certifications, training must be done through the community colleges. 9 Phillip Nasseri said it is 240 hours of training that is required. He said that Orange Rural 10 and Chapel Hill can train themselves but everything else is through the community college 11 system. He said they do basic skills checkoffs but to become a NC firefighter, they must go 12 through community college. He said that standards change annually, and it creates a challenge 13 to keep up. He said the more certified folks they can in, the more competitive they are with grants. 14 He said that the State of North Carolina started a program to train high schoolers and they are 15 only one class away from fire fighter certification when they graduate. He said this helps prepare 16 career ready firefighters. He said that there was previously legislation that allowed 17-year-olds 17 that have taken the courses to become certified and be employee-ready at the time of graduation, 18 but that legislation has changed, and it would be helpful to get back in place. 19 Chair Bedford asked Phillip Nasseri to send that information to Commissioner Portie- 20 Ascott who is our representative to the NCACC. 21 Kim Woodward and Jeff Cabe said they have also benefited from this program. 22 Chair Bedford asked for clarification on the community college challenges. 23 Phillip Nasseri said it is mostly a time issue. He said that they constantly lobby to get what 24 they need because of how North Carolina fire legislation works. He said that there is a certification 25 board that makes recommendations to the fire board. He said the certification board is made of 26 elected officials and usually changes every five years or so. He said with that change comes 27 changes in directives. He said there is a need to continuously educate legislators on fire 28 department needs. 29 Chair Bedford said that the county recently funded an expansion of Durham Tech so there 30 should be more flex space for everyone to use. 31 32 33 34 11 I Slide #20 Challenges • OSHA changes and associated impacts — 29 CIF 1910.156 is the fire brigade standard — originally adopted in 1980 and never fully updated Increased requirement for medical monitoring will significantly increase the demand on already limited budgets — Heavy dependency on NFPA standards Currently are considered best practice but not mandated to comply,as part of 03HA becomes mandatory to comply • Approximately 35 NFPA standards referenced or adopted Fully Compliance obligation starts on the effective date of the rule — Applies to all departments with one or more employees • Volunteers that receive a per call reimbursement may be included — Still in draft stages but will be expensive to comply if adopted 20 2 3 Phillip Nasseri said it would not apply to a fully volunteer fire department, of which there 4 is only one in Orange County. He said this would potentially be detrimental to volunteers and will 5 be a significant financial burden to the department. 6 Kirby Saunders said his department provided comments to OSHA on these changes. He 7 said the original standards were written for industrial fire brigades. He said the economic impact 8 will be $8-10 million on Orange County departments. He said this is still in draft form. He said 9 while they do not necessarily disagree with all the changes, they could be more evenly 10 implemented. 11 12 Slide #21 Challenges • Becoming harder to fill open positions • Salary competition outpaces local funding • Growth in nearby towns and counties increase the demand for qualified personnel taking away local talent • Equipment costs increasing beyond local funding capabilities • Higher demands for regulatory compliance making equipment and truck replacement occur more frequently. 21 13 14 Jeff Cabe said the NFPA started developing standards in the 1970s to make consensus 15 standards nationwide. He said that in the past, standards were written by firefighters. He said 16 now they are written by NFPA and that has basically become a machine. He said it is difficult to 12 1 get industry representation on the committee because you must pay your way up and back to 2 Boston. He said that if they had to meet NFPA standards, then a lot of services they provide will 3 have to go away. He said they would have to drop all the rescue pieces and solely focus on fire 4 to stay compliant. 5 Kirby Saunders said it would also have an impact on Emergency Medical Services He 6 said they will need to work collectively to find a way to address these changes. He said it brings 7 an opportunity to do something collectively. He said they are all concerned about firefighter cancer 8 so they could be doing monitoring together and ways can be found for the county to assist. 9 Chair Bedford said since this is national, the county can provide a copy of the comments 10 to Congresswoman Foushee and make sure that Durham is interacting with her as well. 11 Commissioner Hamilton said it is important to have something written to bring to legislators 12 to break down the effects of these changes on rural fire departments. 13 Kirby Saunders said they could provide a joint memo from all of the departments. 14 15 Slide #22 Better Together • Unified in establishing benchmarks and standards for fire and rescue provision throughout the county and towns. • Goal setting retreat in the early stages of planning. • Association will establish goals that support those of the BOCC and towns we serve. • Continue collaboration on the provision of services to the citizens and visitors of the towns and the county. • Continue seeking ways to better serve the citizens of our communities. • Plan for future industry and community changes. • Work together to make Orange County a better place to live,work and play. 22 16 17 Jeff Cabe said that they have had two goal setting retreats in previous years. He said they 18 are planning to hold another goal setting retreat soon. 19 20 Slide #23 Closing Discussions 21 13 1 Commissioner Portie-Ascott asked if new trucks are designed to carry water. 2 Jeff Cabe said yes. He said every engine carries 1,000 gallons of water and they also 3 have tanker trucks. He said due to a previous emergency, the departments developed a tanker 4 plan to make sure that enough water is available for emergencies. He said out of that 5 coordination, the departments got matching trucks and tankers to meet that demand. He said 6 Orange County has a good plan for hauling water. 7 Phillip Nasseri said they utilized the tanker taskforce at a large residential fire in 8 Hillsborough and brought in 104,000 gallons of water in four hours. He said they are very 9 collaborative, and it works well. 10 Jeff Cabe said this is also a back up system for the municipal departments. 11 The Board expressed appreciation to the departments for their work and service, as well 12 as their recent coordinating local emergency responses to the disaster in western North Carolina. 13 Kirby Saunders gave an overview of the county response to the disaster and how staff 14 and local agencies are providing support. He said what is needed now is financial assistance to 15 large non-profit organizations that are actively responding to the disaster. He also said that blood 16 donations are very important. He said that the disinformation campaign against FEMA is 17 dangerous. He described the ways that the federal government helps local communities prepare 18 and respond to emergencies. 19 20 The Board took a five-minute break while the fire chiefs departed the room and staff 21 transitioned to a work session. 22 23 2. School Capital Funding Policy Discussion 24 The Board reviewed and provided feedback on a draft School Capital Funding Policy prepared 25 by staff. 26 27 BACKGROUND: Over the past year, County staff and elected officials have reviewed significant 28 portions of County's school capital policies and practice in advance of the upcoming November 29 5, 2024 Bond Referendum. At the May 7, 2024 Business meeting, the Board received a 30 presentation from staff on the statutes and policies that drive school capital funding and County 31 oversight. At the June 4, 2024 Business meeting, the Board adopted a financial framework for the 32 upcoming bond referendum (Attachment B). The attached draft policy (Attachment A) attempts to 33 codify both discussions and provide direction to County and school staff. Current and prior school 34 funding policies (Attachments C and D) are also provided to provide context to this new proposed 35 policy. 36 37 The first section of the policy details the funding framework, explicitly detailing the sources of 38 funding and the new categories of usage as approved on June 4th and how these funds shall be 39 allocated to each district. The second section details the methods that the County will use to 40 direct and oversee the spending of capital funds. These include project-based allocation, 41 allocation in stages, amendment to budgets and emergencies. These financial controls can be 42 used independently or in coordination with other joint agreements between the County and the 43 two school districts. These include school construction standards policy and a joint project 44 management resource managed by the County. 45 46 Staff requests that the Board provide feedback on the proposed policy. Next steps are to await 47 the vote on the referendum on November 5th, and then request feedback from both districts. The 48 finalized draft policy will be presented again to the Board before the presentation of the Manager's 49 Recommended Capital Investment Plan in April 2025. 50 51 Kirk Vaughn, Budget Director, introduced the item and made the following presentation: 14 1 Slide #1 ORANGE COUNTY NORTH CAROLINA School Capital Funding Policy October 8, 2024 BOCC Worksession 2 3 4 Slide #2 INTENT OF DISCUSSION • Board to ask questions on and provide any feedback to proposed new School Capital Funding policy. • Policy is specific to financial requirements and can be used in conjunction to other policies around construction standards and project management. • Policy is contingent on Referendum passing.Would seek new direction from Board if bond fails. • Staff will incorporate any feedback from Board and seek input from School staff. Present final policy for board to approve prior to FY 25-35 Recommended CIP. _1- ORANGE COUNTY 5 NORTH CA ROLTNA 6 7 Slide #3 CAPITAL SPENDING CATEGORIES • Based on June 4t'Adopted Funding Framework. • Major Projects—6 Major Projects identified by districts that improve educational adequacy. • High Priority Needs—Regular replacement projects, prioritized by Woolpert Definitions. — Critical, Essential, Necessary or lifecycle replacements • Other Capital Uses—All other capital spending identified by district, more flexible. ORANGE COUNTY NORTH C,%ROUNA 8 9 Chair Bedford asked how cleaning contracts were funded. 15 1 Kirk Vaughn said that would fall under operational expenses. 2 3 Slide #4 SOURCES OF FUNDS • Based on June 4th Adopted Funding Framework. • Bond and Sup. Pay-Go—New funding provided to primarily fund all Major Projects, remainder to fund High Priority Needs. • Annual County Debt Financing—Current county funding, intended for High Priority Needs. • Lottery Proceeds—Capital funding allocated to school districts by State. Primarily Intended for High Priority Needs. • Article 46 Proceeds—50%of sales tax, usually used for Technology, but can be used flexibly for Other Capital Uses. • Recurring Capital—Regular county stream for all Other Capital Uses. ORANGE COUNTY NORTH CAROLINA 4 5 Commissioner Fowler asked what happens if it does not fund six projects. She asked if 6 the language should be changed to reflect that. She said that when Orange County schools 7 showed their goals, it seemed they were doing a lot of high priority improvements but few large 8 projects. 9 Chair Bedford said it might be better to not say it will be six major projects because that 10 cannot be guaranteed. 11 Commissioner McKee said he would be interested in hearing from the schools as to their 12 current needs. 13 Vice-Chair Greene said the county would have more control than in previous bonds 14 because they are attempting to have more oversight. 15 Commissioner Fowler said within Woolpert, they included high priority needs and asked if 16 major projects need to be prioritized first. 17 Chair Bedford said the annual review needs to be added to the policy. 18 Commissioner Hamilton said this process has provided a definition of a high priority need 19 which was not available before. She said that the school districts will need to show how their 20 project fits that definition. She said they may find other funding streams over time. 21 Commissioner Richards said it is her understanding that both districts have changed their 22 plans from the last time that the commissioners reviewed them. 23 Chair Bedford said that Chapel Hill-Carrboro City Schools is planning to replace Franklin 24 Porter Graham, and rebuild Carrboro and Estes Elementary Schools. She said Orange County 25 Schools has a new assistant superintendent, so they are in the process of revising their plan. She 26 said they are working on that and reviewing. She said at the school facilities and collaboration 27 meetings they were told to take their time and develop a plan to bring to the Board of 28 Commissioners. 29 Commissioner Richards said page 5 in the agenda abstract background material was very 30 specific in how the approval process will work. She said they would not want to get locked into 31 six major projects. 32 Commissioner McKee said that they should not be locked into a number, or into Woolpert's 33 report. He said they have a responsibility to make sure the funds are used appropriately, but that 34 the schools have intimate knowledge of what needs to happen. 35 Chair Bedford said the key is to follow the principles, and those in attendance at the school 36 collaboration meeting agreed. 16 1 Commissioner McKee said that he would not want to follow the report simply because of 2 how much it cost. 3 Commissioner Richards said the definitions are clear. She said if they end up using the 4 money for regular maintenance or smaller projects, that is not in line with the principles or 5 definitions. She said the sequencing could change but they must agree that the definition of a 6 high priority project is necessary. 7 Commissioner Fowler said Woolpert were the experts, and they were engaged with school 8 staff and went to every site. She said it is not about sunk costs, but the schools should have been 9 engaged in the process. 10 Chair Bedford asked for information on how lottery proceeds are distributed to the school 11 districts. 12 Kirk Vaughn said there are three funding streams from lottery proceeds and each have 13 their own rules. He said that 2 of 3, the state allocates to the school districts by average daily 14 membership (ADM). He said there is a third that is needs based, and each project is applied for 15 to the state. He said they do not usually score well on the state need application, but they do try 16 to pull as much lottery funds as they can. 17 Commissioner Hamilton said she likes seeing the high level of detail on funding sources 18 and asked that they be included. 19 Kirk Vaughn said those referred to sales tax articles and are used to pay down debt. 20 Commissioner Hamilton said it would be helpful to include that detail, so it is clear where 21 the revenue goes. 22 Travis Myren said it would not currently show that some portion of Article 42 is dedicated 23 to school debt service although far more is dedicated than required by law. 24 Kirk Vaughn said that Orange County easily exceeds the amount required by the state. 25 He said that in Durham County, they used a fund strategy. 26 Travis Myren said they can look into that but if the budget book is opened today, it would 27 not show sales tax dollars to education. 28 Commissioner Hamilton said that the policy states that article 42 and the half cent sales 29 tax is a source of funds for county and school debt service. 30 Commissioner Richards said it would have to be parsed out and shown as part of the 31 source of funds. 32 33 Slide #5 ALLOCATION BETWEEN DISTRICTS • Based on June 4th Adopted Funding Framework. Major Projects R High Priority Needs-Collectively funded at 59.86% to CHCCS and 40.14% to OCS over 10-year period. Funding in individual years could vary based on project needs. — Future Boards could decide to continue this allocation percentage, commission an updated needs assessment to update percentage,or revert to ADM. • Other Capital Uses- Both funded on variations of budgeted ADM each year,Article 46 excluding Charter Students, Recurring Capital including them. OPANGE COUNTY NOWF H(AROLINA 34 17 1 Kirk Vaughn said that over a 10-year period it will vary. 2 Chair Bedford asked that that language be specifically included in the policy that it will 3 vary. She said she thought the bond is fixed at the rates so when she saw the other numbers, she 4 drew the picture to show where the funds are coming from. 5 Kirk Vaughn asked if they wanted him to show the bond percentages for each district. He 6 said that it is collective of the bond, the pay-go, debt financing, and the lottery proceeds. 7 Commissioner Fowler asked the totals. 8 Kirk Vaughn said $300 bond, $100 pay-go, plus annual debt financing, and lottery that 9 fund the two categories of spending. 10 Commissioner Fowler asked if they go to the 59.86% and the 40.14%. 11 Chair Bedford said yes. 12 Commissioner Fowler said that she thought the picture that Chair Bedford had drawn to 13 illustrate the funds had something different. 14 Chair Bedford said that the left-hand corner of her flow chart is just the bond. 15 Travis Myren said they set the not-to-exceed amounts based on the projects that were 16 recommended in the Woolpert Plan. 17 Chair Bedford said they need to be faithful to that since it is on the bond education. 18 Commissioner Hamilton said the breakdown should be included. 19 Commissioner Richards said what makes it tricky is that Chair Bedford's flow chart covers 20 all capital projects, not just those related to the bond. 21 Chair Bedford she thinks that the verbiage as document A is too strict and that one of the 22 reasons for pay-go amount is to have flexibility. She said that a plan should be flexible and not 23 in the policy especially with the enrollment changes that are being experienced by both districts. 24 She said that she wants to make sure that it is more flexible. She said that supplemental pay-go 25 for design services is not dependent upon enrollment. She said they might need more for the 26 design and professional costs, and she wants it to be flexible. She said capital is not dependent 27 on it. She said it needs to be project based. She said that it should not be in a policy, because it 28 would bind a future Board. 29 Commissioner McKee said that regardless of the policy, they cannot bind a future Board. 30 He said future Boards can change policy at any time. He said that he was a bit confused with a 31 goal versus a policy. He said that a policy is what he thought they were discussing. He said that 32 too much flexibility creates a policy that is not very much a policy at all. He said that his goal in 33 doing this is to get schools built and to maintain the same split that has been used in the past, the 34 60/40. He said that he thought that they were going to adhere as closely as possible to the overall 35 spending as the same formula. 36 Chair Bedford said that it does maintain the 60/40 and she agrees with that. She said that 37 Commissioner McKee likes the consistency, but she is trying to keep strict spending that is based 38 upon current enrollment in policy. She said that the numbers will keep changing and giving a 39 district more funds when the enrollments may be closer to even, does not seem fair. 40 Commissioner McKee said that regardless of the policy, a future board could make 41 changes to that as they see fit. He said when reading the policy, he thought they were trying to 42 adhere to the overall split of around 60%/40%. 43 Chair Bedford said that she does not want to lock it in. 44 Commissioner Richards asked if they could say for the 10-year planning period, the county 45 will allocate per current ADM. 46 Chair Bedford said the paragraph that Commissioner Richards was reading from pertains 47 only to the Article 46 proceeds and is completely different. 48 Commissioner Richards questioned if they could use similar wording for the bond since it 49 was based on ADM as well. 50 Chair Bedford said that it was based on today's ADM and not future ADM with no changes 51 over 10 years. 18 1 Commissioner Hamilton said the major projects and high priority needs are not 2 attached to enrollments. She said that the percentage split should be pretty robust unless there 3 is a huge drop-off in attendance. She said that those projects will need to be done regardless of 4 enrollment. She said rewriting it for what they expect, given what they have laid out. 5 Kirk Vaughn noted that in the June 4t" abstract there is similar language that reads, "...the 6 goal is to provide approximately..." 7 Vice-Chair Greene said that while a future board can change the policy, it is helpful to 8 have it because it is an irritation against changing. She said that they took a vote of how it will be 9 spent and did not think they should change it to ADM. 10 Chair Bedford agreed. 11 Commissioner Hamilton asked if it is necessary to include that some of the funds may 12 increase 2% annually. She asked what that is based on and said they need more flexibility. 13 Kirk Vaughn said those two numbers represent current county practice and is already what 14 is happening. He said that if they do not want that to continue, they can change that in this policy. 15 Chair Bedford said she would not want to tie a County Manager's hands like that, and it 16 should be flexible. 17 Travis Myren said one way to approach that is to explain how it is currently programmed 18 in the CIP. 19 Commissioner McKee said the word "currently" gives an out. 20 Commissioner Hamilton said maybe they need to look at the needs are and if they are 21 meeting them. She said if not, they should look into what they should do differently. 22 Commissioner Portie-Ascott asked how soon Orange County Schools will know what 23 projects they will use bond funds for. 24 Travis Myren said the proposed projects are flexible and it is a replacement elementary 25 school to be determined, a significant renovation project, and replacement of Orange Middle 26 School. He said it allows them to identify the details. 27 Commissioner Portie-Ascott asked Commissioner McKee if these are the same as what 28 he is understanding from the community. 29 Commissioner McKee said the replacement of Orange Middle School is up for discussion. 30 Travis Myren said that had not come up before in the bond education committee 31 discussions. 32 Commissioner Portie-Ascott said she had also heard something similar. 33 Chair Bedford said they have to remind people that there is a minimal annual review, and 34 the projects can change but it has to go to the commissioners and that will provide public input. 35 Commissioner Portie-Ascott said that a project manager was discussed at one point. 36 Chair Bedford said no decision had been made on project management. 37 Commissioner Fowler said the percentages of 59.86% and 40.14% covered what is 38 needed. 39 40 19 1 Slide #6 PROJECT ORDINANCES • Based on June 411'Adopted Funding Framework. • Major Projects—Authorized on a project basis for specific project identified by school districts.Authorized in two segments, Planning &Construction. Board can withhold Construction funds if required. • High Priority Needs—Authorized on a project basis for specific projects identified each year through CIP. County staff will ensure projects meet funding and Woolpert definitions. • Other Capital Uses—More broadly allocated by function or purpose.Allocated each year through CIP. �r ORANGE COUNTY NORTH CAROLINA 2 3 Chair Bedford asked if the first two were a specific ordinance and if the others were more 4 general. 5 Kirk Vaughn said they are all capital project ordinance. He said that a project-based 6 allocation will be stricter but projects for technical or smaller capital improvements will be more 7 flexible and meet a broad purpose or function category. He said it will change how the CIP looks. 8 Commissioner McKee asked what was meant by the statement: "Board can withhold 9 construction funds if required." 10 Kirk Vaughn said that is the Board's purview so they can decide if the allocation is withheld 11 during a budget project. 12 Commissioner McKee said he thought a different word should be used instead of 13 "required." 14 Chair Bedford said somewhere it talked about monthly meetings. 15 16 Slide #7 OVERSIGHT AND AMENDMENTS • Per Statute, School Districts have some ability to exceed project budgets without BaCC approval, between 10-25% as set by BoCC. • This policy recommends 15%, based on review of peer county ordinances. • School districts won't be able to use this provision to exceed all budgets in total and are expected to use budget amendments to reallocate funds. • Policy recommends staff meet regularly to track progress ❑n all Major Projects, based on Wake County model. County staff would be able to report any issues to Board. ORANGE COUNTY NORTH CAROLINA 17 20 1 Travis Myren said even if they do not have a project manager, at a minimum, this group 2 would be getting together monthly to review project status. 3 Chair Bedford provided an example of a surprise purchase request from school districts 4 and said this was to prevent those kinds of surprises. 5 Commissioner Portie-Ascott asked who the staff was. 6 Chair Bedford said finance and facilities from the schools and the county. 7 Commissioner Hamilton said that Wake County had a part-time project manager who 8 could provide oversite to the school projects. 9 Chair Bedford said some of that hinges on what is decided for project management. She 10 asked if Commissioner McKee still thought the language should be changed. 11 Commissioner McKee said it is not a critical issue. He said he thinks it will get asked at 12 some point in time. 13 Chair Bedford said it does matter, and she can see the potential for questioning. 14 Kirk Vaughn said this is about the powers of the Board, and one of the powers is to not 15 appropriate funds. 16 Chair Bedford said it can just be scratched. 17 Commissioner McKee said it could say the Board could withhold construction funds at 18 their discretion. 19 Commissioner Richards said it is important to have something in there. 20 Commissioner Fowler said the point is to avoid overruns but if they are halfway through 21 building, they will not stop building but they may value-engineer. 22 Commissioner Hamilton said another example is an emergency. She said they want the 23 power to respond to disasters or emergencies. 24 Chair Bedford suggested removing the words "if required" and ending the sentence at 25 "withhold construction funds." 26 Kirk Vaughn said they fund the construction up front. He said this would be a single dollar 27 of construction spent. He said it is possible that this is not the best tool but if the school district 28 does not have a project management agreement, the Commissioners do not have to fund it. 29 30 Slide #8 EMERGENCIES • By moving to project-based funding, districts are less able to reallocate funds to respond to emergencies or sudden failures. • To compensate for this restriction, the policy creates a process where school staff provide written request for immediate transfer to Manager and Budget. • Funds will be retroactively reallocated at next budget amendment. ORANGE COUNTY NVAI-H C:AROLINA 31 32 21 1 Slide #9 ENROLLMENT AND CAPACITY • County is still committed ensuring both districts have adequate capacity at all levels. • May not have debt capacity to fund additional major project on top of the current Bond, so districts should propose options that redirect funding first. • Ultimate decision on redirecting funding or approving additional funding lies with future Boards. • Currently enrollment is declining for both districts, so unlikely to be necessary. — Most likely capacity need would be at the High School level at CHCCS,requiring a wing addition at Carrboro HS. ORANGECOUNTY NORTH CAROLINA 2 3 4 Slide #10 CAPITAL FUNDING POLICY • Questions, feedback? ORANGE COUNTY NORTH CAROLINA 5 6 Chair Bedford referred to attachment D in the agenda packet. She said she thought it was 7 still valuable because of some of the standards and processes that were included. 8 Chair Bedford said there are parts of attachment D that she thinks should be used for 9 regulations. She said it talks about environmental factors, having the project approval, and how 10 they should look to the towns for a larger gym. 11 Commissioner Hamilton said that attachment D is a policy on planning and funding. She 12 said that currently the Board is discussing funding. She said that having a policy on planning 13 could lay out some of the procedural issues. She said she noted some things on it that they should 14 keep and maintain. 15 Chair Bedford said staff could determine how to bring that back to the Board. 16 Kirk Vaughn said if there is anything in this document that they would find to be valuable 17 for the funding policy, they can add that. 18 Commissioner Richards asked if they would have an update when it is brought back. 22 1 Commissioner Fowler asked if the verbiage, "this policy supersedes any previous policy" 2 removed all prior that was unrelated or if you can you still use the part that was discussed. 3 Chair Bedford said she would like to have a standalone policy for planning. 4 Commissioner Fowler asked if the previous one could be used. 5 John Roberts said they would need a new document, as a new policy would supersede 6 any old policy. 7 Vice-Chair Greene said if she is looking at the same thing, the policy on planning and 8 funding from 2008 is from a completely different process and she is unsure how that translates to 9 this project at all. 10 Commissioner Richards said she thought the definitions were helpful. 11 Vice-Chair Greene said there were definitions from Woolpert and from previous 12 discussions. 13 Chair Bedford said that the project approval part could be filled in and aligned. She said 14 that if projects are not closed, then they are behind those costs. She said that some of this may 15 need to be reviewed to see if they can be brought into the funding policy. 16 Vice-Chair Greene said that staff should review the 2008 policy document and figure out 17 what is still relevant and whether it needs to go into current documents. 18 Chair Bedford said that was perfect. 19 Commissioner Hamilton said policy is so everyone can reference it. She said that pulling 20 it out may make it easier to reference because it will be clear that one is funding, and one is 21 planning. She said that part of what happened in the past is that school staff were unaware of 22 policies. She said if policies are made simpler, it is easier to stay on the same page. 23 24 3. Orange County Planning Board —Appointment Discussion 25 The Board discussed an appointment to the Orange County Planning Board. 26 27 BACKGROUND: The Planning Board studies Orange County and surrounding areas to 28 determine objectives in the development of the County. It prepares and recommends plans to 29 achieve that development, including the suggesting of policies, ordinances, and procedures. It 30 reviews development applications and makes recommendations to the Board of Commissioners. 31 Due to the nature of its work, the Planning Board does not make recommendations for 32 appointments. 33 34 The Board of County Commissioners appoints all twelve (12) members. 35 36 The following position is presented for Board consideration: 37 NAME POSITION TYPE OF EXPIRATION DESCRIPTION APPOINTMENT DATE TERM BOCC Little River Township First Full Term 03/31/2027 Appointee 38 39 If the position listed above is filled, no vacancies remain. 40 41 Tara May introduced the item. 42 The Board agreed by consensus to appoint Meg Millard to the vacant position. 43 44 23 1 4. Advisory Board on Aging —Appointment Discussion 2 The Board discussed an appointment to the Advisory Board on Aging. 3 4 BACKGROUND: The Advisory Board on Aging suggests policy and makes recommendations to 5 the Board of Commissioners and the Department on Aging while acting as the liaison between 6 older adults of the County and County government. It is charged with promoting needed services, 7 programs, and funding that impacts older residents. 8 9 The Board of County Commissioners appoints all twelve (12) members. 10 11 The following individual is recommended for Board consideration: 12 NAME POSITION TYPE OF EXPIRATION DESCRIPTION APPOINTMENT DATE TERM Daniel Leonard At-Large First Full Term 06/30/2027 13 14 If the individual listed above is appointed, no vacancies remain. 15 16 Tara May introduced the item. 17 The Board agreed by consensus on the recommended applicant. 18 Tara May said there is another vacancy which will be brought back to the Board in 19 November. 20 21 5. Agricultural Preservation Board —Appointment Discussion 22 The Board discussed an appointment to the Agricultural Preservation Board. 23 24 BACKGROUND: The Agricultural Preservation Board is charged with promoting the economic 25 and cultural importance of agriculture in the County, and to encourage voluntary preservation and 26 protection of farmland for future production. 27 28 The Board of County Commissioners appoints all 15 members, including eight (8) At-Large 29 members, and one (1) member from each of the seven (7)Agricultural Districts in the County. 30 31 The following individual is recommended for Board consideration: 32 NAME POSITION TYPE OF EXPIRATION DESCRIPTION APPOINTMENT DATE TERM Sandra Weitzel At-Large First Full Term 06/30/2027 33 34 If the individual listed above is appointed, no vacancies remain. 35 36 Tara May introduced the item. 37 The Board agreed by consensus on the recommended applicant. 38 39 24 1 6. Animal Services Advisory Board —Appointment Discussion 2 The Board discussed appointments to the Animal Services Advisory Board. 3 4 BACKGROUND: The charge of the Animal Services Advisory Board is to advise the Board of 5 County Commissioners on matters of concern regarding animal issues and animal services in 6 Orange County, and to work with the Animal Services Director on various policy concerns and 7 issues regarding County animal services. 8 9 The Board of County Commissioners appoints all thirteen (13) members with representation from 10 various related fields and municipalities. 11 12 The following individuals are recommended for Board consideration: 13 NAME POSITION TYPE OF EXPIRATION DESCRIPTION APPOINTMENT DATE TERM Roni Peterson At-Large Partial Term 06/30/2025 Michael Animal First Full Term 06/30/2027 Dempsey Welfare/Animal Advocacy 14 15 If the individuals listed above are appointed, the following vacancy remains: 16 POSITION EXPIRATION VACANCY INFORMATION DESIGNATION DATE Town of 06/30/2027 Vacant since 03/21/2024 Hillsborough 17 18 Tara May introduced the item. 19 The Board agreed by consensus on the recommended applicants. 20 Commissioner Hamilton asked if Tara May invites applicants to apply for other boards if 21 they are not chosen for the board they originally applied for. 22 Tara May said applications are kept on file for 2 years, so if a vacancy does come up, she 23 asks the applicant if they are still interested. She said she does not reach out to see if the 24 applicant is interested in another board. 25 Vice-Chair Greene noted that applicants state which boards or commissions they are 26 interested in on the application, and they do not have to apply for just one at a time. 27 Commissioner Hamilton said it might be a way to keep people who have an interest in 28 volunteering engaged in the process. 29 Tara May said she would look into that option. 30 Commissioner Richards noted that Roni Peterson stated she was interested in the arts. 31 She asked if Roni Peterson also said she was interested in animals. 32 Tara May said yes. She said that the Animal Services Advisory Board invites applicants 33 to attend meetings to see if they would be a good fit for the board. She said that the Animal 34 Services Advisory Board made a recommendation for Roni Peterson to be appointed. 35 Commissioner Portie-Ascott asked Tara May if she tells applicants that they were not 36 chosen for a vacancy. 37 Tara May said no because she keeps their applications for two years and they could be 38 considered again for future vacancies. She explained the process for reviewing and keeping 25 1 applications over that two-year period. She said that applicants are given an overview of the 2 process when they initially apply. 3 Chair Bedford thought most applicants are unaware if they are being considered during 4 BOCC work sessions. 5 Commissioner Portie-Ascott said that applicants have told her that they have not heard 6 anything. 7 Chair Bedford asked if applicants are told that the applications are received. 8 Tara May said yes. 9 Commissioner Portie-Ascott said it would be good to provide updates to applicants. 10 Chair Bedford suggested reaching out to applicants at a one-year mark to update them. 11 12 7. Board of Equalization and Review—Appointment Discussion 13 The Board discussed an appointment to the Board of Equalization and Review. 14 15 BACKGROUND: The Board of Equalization and Review is a quasi-judicial body that hears 16 appeals from residents concerning various property tax issues, including valuation and exemption 17 appeals. The Board of Equalization and Review is charged with ensuring that all taxable property 18 is appraised and assessed according to the standards required by the North Carolina General 19 Statutes. Due to the nature of its work, the Board of Equalization and Review does not make 20 recommendations for appointments. 21 22 The Board of County Commissioners appoints three (3) members, seven (7) alternates, and 23 designates the Chair. Appointees serve two-year terms, but there is no limit to the number of 24 terms one may serve. 25 26 The following position is presented for Board consideration: 27 NAME POSITION TYPE OF EXPIRATION DESCRIPTION APPOINTMENT DATE TERM BOCC Alternate Partial Term 03/31/2025 Appointee 28 29 If the position listed above is filled, no vacancies remain. 30 31 Tara May introduced the item. 32 The Board agreed by consensus to seek more applicants as there is currently only one 33 applicant. 34 35 8. Chapel Hill Orange County Visitors Bureau Advisory Board—Appointments Discussion 36 The Board will discuss appointments to the Chapel Hill Orange County Visitors Bureau Advisory 37 Board. 38 39 BACKGROUND: The Chapel Hill Orange County Visitors Bureau Advisory Board is charged with 40 developing and coordinating visitor services in Orange County. It also implements marketing 41 programs that will enhance economic activity and quality of life in the community. 42 43 The Board of County Commissioners appoints all seventeen (17) members, with representation 44 from specific entities and fields. 45 46 26 1 The following individuals are recommended for Board consideration: 2 NAME POSITION TYPE OF EXPIRATION DESCRIPTION APPOINTMENT DATE TERM David Putnam Town of Chapel Hill- Partial Term 12/31/2025 Economic Development Staff Sam Vadgama Orange County First Full Term 12/31/2027 Lodging reappointment Heidi Werner- Orange County Second Full Term 12/31/2027 Dawson Lodging Meredith Saybe At-Large First Full Term 12/31/2027 reappointment Paris Miller- Chapel Hill Town First Full Term 12/31/2027 Foushee Council (reappointment) 3 4 If the individuals listed above are appointed, the following vacancy remains: 5 POSITION EXPIRATION VACANCY INFORMATION DESIGNATION DATE Economic 12/31/2026 Vacant since 06/30/2024 Development Advisory Board 6 7 Tara May introduced the item. 8 The Board agreed by consensus on the recommended applicants. 9 10 9. Commission for the Environment—Appointments Discussion 11 The Board will discuss appointments to the Commission for the Environment. 12 13 BACKGROUND: The Commission for the Environment advises the Board of Commissioners on 14 matters affecting the environment with particular emphasis on protection. It educates public and 15 local officials on environmental issues and performs special studies and projects. It also 16 recommends environmental initiatives and study changes in environmental science and local and 17 federal regulations. 18 19 The Board of County Commissioners appoints all fifteen (15)At-Large members. 20 21 The following individuals are recommended for Board consideration: 22 NAME POSITION TYPE OF EXPIRATION DESCRIPTION APPOINTMENT DATE TERM Wendy Calvin At-Large Partial Term 12/31/2025 Thomas Engelhardt At-Large Partial Term 12/31/2025 23 24 27 1 If the individuals listed above are appointed, the following vacancy remains: 2 POSITION EXPIRATION VACANCY INFORMATION DESIGNATION DATE At-Large 12/31/2024 Vacant since 09/09/2024 3 4 Tara May introduced the item. 5 The Board agreed by consensus on the recommended applicants. 6 7 10. Historic Preservation Commission —Appointment Discussion 8 The Board will consider an appointment to the Historic Preservation Commission. 9 10 BACKGROUND: The Historic Preservation Commission (HPC) is charged with undertaking an 11 inventory of properties of historical, prehistorical, architectural, and/or cultural significance. It 12 recommends areas to be designated or removed as "historic districts" and reviews and acts upon 13 proposals for alterations, demolition, new construction, etc. 14 15 In considering new applicants, the HPC is required to follow the guidelines from the State Historic 16 Preservation Office (SHPO) in order for the County to remain eligible to participate in the state's 17 Certified Local Government (CLG) program. Those guidelines include the following language 18 governing the qualifications of prospective HPC applicants: "All members shall have 19 demonstrated experience or knowledge in history, architecture or related disciplines that is 20 supported by resume information sufficient to allow the SHPO to confirm the qualifications of 21 members, pursuant to 36 CFR Part 61. 22 23 The Board of County Commissioners appoints all seven (7)At-Large members. 24 25 The following individual is recommended for Board consideration: 26 NAME POSITION TYPE OF EXPIRATION DESCRIPTION APPOINTMENT DATE TERM Carol Ann At-Large Partial Term 03/31/2026 Lewald 27 28 If the individual listed above is appointed, no vacancies remain. 29 30 Tara May introduced the item. 31 The Board agreed by consensus on the recommended applicant. 32 33 Closed Session 34 35 A motion was made by Chair Bedford, seconded by Commissioner McKee, at 9:25 p.m. 36 to enter into closed session pursuant to G.S. § 143-318.11.(a)(3) to consult with an attorney 37 employed or retained by the public body in order to preserve the attorney client privilege between 38 the attorney and the public body related to the national opioid litigation, Orange County vs. Kroger. 39 40 VOTE: UNANIMOUS 41 42 28 1 RECONVENE INTO REGULAR SESSION 2 3 A motion was made by Chair Bedford, seconded by Commissioner McKee, to reconvene 4 into regular session at 9:32 p.m. 5 6 VOTE: UNANIMOUS 7 8 Adjournment 9 10 A motion was made by Chair Bedford, seconded by Commissioner McKee, to adjourn the 11 meeting at 9:32 p.m. 12 13 VOTE: UNANIMOUS 14 15 16 17 Jamezetta Bedford, Chair 18 19 20 Laura Jensen 21 Clerk to the Board 22 23 Submitted for approval by Laura Jensen, Clerk to the Board.