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HomeMy WebLinkAboutMinutes 10-08-2024 - Business Meeting 1 APPROVED 1117/24 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS JOINT MEETING WITH CHIEFS ASSOCIATION AND WORK SESSION October 8, 2024 7:00 p.m. The Orange County Board of Commissioners met for a Joint Meeting with the Orange County Chiefs Association and Work Session on Tuesday, October 8, 2024, at 7:00 p.m. at the Whitted Human Services Center in Hillsborough, NC. COUNTY COMMISSIONERS PRESENT: Chair Jamezetta Bedford, Vice-Chair Sally Greene and Commissioners Amy Fowler, Jean Hamilton, Earl McKee, Phyllis Portie-Ascott, and Anna Richards COUNTY COMMISSIONERS ABSENT: None. COUNTY ATTORNEYS PRESENT: John Roberts COUNTY STAFF PRESENT: County Manager Travis Myren, Interim Deputy County Manager Caitlin Fenhagen, Emergency Services Director Kirby Saunders and Clerk to the Board Laura Jensen. (All other staff members will be identified appropriately below) ORANGE COUNTY CHIEFS' ASSOCIATION MEMBERS PRESENT: Chief Phillip Nasseri, Chief Matthew Mauzy, Chief Brad Allison, Chief Ricky Baker, Chief William Blankenship, Chief Jeff Borland, Chief Jeff Cabe, and Stacey Graves of the Chapel Hill Fire Department Chair Bedford called the meeting to order at 7:00 p.m. All commissioners were present. Chair Bedford asked for a motion to add a closed session to the meeting to consult with the County Attorney. Commissioner McKee made a motion, seconded by Commissioner Hamilton, to add a closed session to the end of the meeting. VOTE: UNANIMOUS Commissioners, fire chiefs, and county staff introduced themselves. 1. Discussion Topics from Orange County Chiefs Association The Board had a discussion with members of the Orange County Chiefs Association. Ricky Baker, President of the Chiefs Association, made the following presentation: 2 Slide#1 Orange County Chiefs Association 2024 Orange County Board of Commissioners Joint Meeting October 08, 2024 Slide #2 Length of Service Awards Program Kirby Saunders continued the presentation and distributed award certificates to those in attendance. Slide #3 Retirement Recognitions Mebane Tim Bradley 50 Orange Grove Richard Sykes 30(full-time) s 3 Slide #4 Length of Service Recognitions Chapel Hill Dennis Puckett 20 Efland Scott Hackler 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 4 Slide #5 Length of Service Recognitions r... , 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 Slide #6 Service Highlights and Departmental Updates 4 Ricky Baker continued the presentation. 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 Q3-2023 • Order in-progress for next box-style ambulance, delivery 01-2028 • Signed agreement with North Chatham Fire Department as a Type II Swiftwater Team Chair Bedford asked if naloxone use training was an extra service provided by the department. Matthew Mauzy said that it was an extra service, but other departments are considering providing the training as well. Slide #8 Fire District: Efland • Chief Kevin Brooks • Renovated Station 1 for future growth • Took delivery of a new engine FST.1972 • Ordered a replacement engine F Y • Slight increase in call volume 8 Ricky Baker said there has been an increase in call volume across all departments. 5 Chair Bedford said she had heard that part of the increase was related to the widening project on 1-40, but that based on Ricky Baker's statement it seems like it is a general across the board increase. Jeff Cabe said that the calls for 1-40 accidents were for New Hope and Hillsborough districts. He said that 1-40 contributes to the increase, but there are other issues as well. Chair Bedford noted that Commissioners Richards and Portie-Ascott both attended the ribbon cutting for the Efland station. Ricky Baker said that the districts all work together to address accidents on the interstates. He said that Efland and Hillsborough districts work together on accidents on 1-85, and that Hillsborough also works with Eno fire district. Slide #9 Fire District: Orange Rural • Chief Jeff Cabe G E • Placed order for a new engine • Completed our ISO inspection • Slight increase in call volume • Replaced hydraulic rescue tools • Filled all vacant positions 9 Commissioner Portie-Ascott asked what types of incidents are contributing to the increase in call volume. Jeff Cabe said in the Orange Rural Fire District, it is mostly fire alarms and medical responses. Phillip Nasseri said that there has been 4% growth in EMS calls in White Cross and there is more traffic flowing through the southern part of the county. Jeff Cabe said the northern part of the county is getting more traffic from people heading to Danville, Virginia. 6 Slide #10 Fire District: Eno • Chief Keith Hayes N • Improved ISO rating to Class 4 • Placed a new engine in service • Slight increase in call volume F • Began process to hire three firefighters RESCUE is Slide #11 Fire District: New Hope • Chief William Blankenship Ir • Replaced concrete at both stations • Replaced insulation at Station 2 • Painted Station 2• Replaced generator at Station 2• Replaced roof at Station 1 • Purchased new rescue truck • Updated rope rescue equipment • Approved a full-time driver position • Updated wiring at Station 1 for emergency generator 11 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 12 Ricky Baker said that the timeline for getting a new truck is 24-36 months. He said that in the last two years, pumpers and engine trucks have increased to $800,000 - $1 million each. Commissioner McKee asked if the stations are maintaining a rotation in equipment and trucks. Ricky Baker said all stations are attempting to maintain a rotation. 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 13 Slide #14 Fire District: Caldwell • Chief Brad Allison : 7 • Added 12 additional volunteers FMK"_ • 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 8 Slide#15 Fire District: White Cross • Chief Phillip Nasseri �� • Increase in volunteer members --WHITE CROSS; T 5 • 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 Phillip Nasseri said many of their accomplishments are due in part to their relationship with Orange County Emergency Services. 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 16 Commissioner Portie-Ascott asked what kinds of animals would be rescued with the equipment. Phillip Nasseri said it ranges from pigs to chickens. He said that it helps corral any large animal you can imagine. 9 Slide#17 Fire District: Chapel Hill �y�pP1El N1!! • Chief Jay Mebane • Replaced two engines • Added 3 firefighters flREREscUE • 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%) ,7 Stacey Graves of the Chapel Hill Fire Department said they are appreciative of the partnership with EMS and Station 3 will have an EMS base. Chair Bedford asked if these plans included the joint training facility. Kirby Saunders said no that it is still a work in progress. Phillip Nasseri said there is a joint county-wide effort and they wrote a grant for it in 2017. He said that has been longer than anticipated but they are looking for a permanent home for EMS and Fire training. Slide #18 Fire District: Mebane • Chief John Wellons o Promoted new Fire Chief ; • Promoted new Assistant Chief(Brandon Dunn) sBE~ 'StHdE • Hired two new firefighters 1922 • Promoted four new Lieutenants • Placed two new engines in service • Slight increase in call volume s Chair Bedford asked how many stations Mebane has within Orange County. Jeff Cabe said none in Orange County. He said they may be putting one in near Buckhorn Road. 10 Ricky Baker said that they are looking to provide better service in areas the City of Mebane has annexed. 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 3l9E. 19 Commissioner Portie-Ascott asked how new volunteers are trained. Ricky Baker said a volunteer can get initial basic training from the department. He said to get further certifications, training must be done through the community colleges. Phillip Nasseri said it is 240 hours of training that is required. He said that Orange Rural and Chapel Hill can train themselves but everything else is through the community college system. He said they do basic skills checkoffs but to become a NC firefighter, they must go through community college. He said that standards change annually, and it creates a challenge to keep up. He said the more certified folks they can in, the more competitive they are with grants. He said that the State of North Carolina started a program to train high schoolers and they are only one class away from fire fighter certification when they graduate. He said this helps prepare career ready firefighters. He said that there was previously legislation that allowed 17-year-olds that have taken the courses to become certified and be employee-ready at the time of graduation, but that legislation has changed, and it would be helpful to get back in place. Chair Bedford asked Phillip Nasseri to send that information to Commissioner Portie- Ascott who is our representative to the NCACC. Kim Woodward and Jeff Cabe said they have also benefited from this program. Chair Bedford asked for clarification on the community college challenges. Phillip Nasseri said it is mostly a time issue. He said that they constantly lobby to get what they need because of how North Carolina fire legislation works. He said that there is a certification board that makes recommendations to the fire board. He said the certification board is made of elected officials and usually changes every five years or so. He said with that change comes changes in directives. He said there is a need to continuously educate legislators on fire department needs. Chair Bedford said that the county recently funded an expansion of Durham Tech so there should be more flex space for everyone to use. 11 Slide #20 Challenges • OSHA changes and associated impacts — 29 GFR 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 OSHA 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 Phillip Nasseri said it would not apply to a fully volunteer fire department, of which there is only one in Orange County. He said this would potentially be detrimental to volunteers and will be a significant financial burden to the department. Kirby Saunders said his department provided comments to OSHA on these changes. He said the original standards were written for industrial fire brigades. He said the economic impact will be $8-10 million on Orange County departments. He said this is still in draft form. He said while they do not necessarily disagree with all the changes, they could be more evenly implemented. 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 Jeff Cabe said the NFPA started developing standards in the 1970s to make consensus standards nationwide. He said that in the past, standards were written by firefighters. He said now they are written by NFPA and that has basically become a machine. He said it is difficult to 12 get industry representation on the committee because you must pay your way up and back to Boston. He said that if they had to meet NFPA standards, then a lot of services they provide will have to go away. He said they would have to drop all the rescue pieces and solely focus on fire to stay compliant. Kirby Saunders said it would also have an impact on Emergency Medical Services He said they will need to work collectively to find a way to address these changes. He said it brings an opportunity to do something collectively. He said they are all concerned about firefighter cancer so they could be doing monitoring together and ways can be found for the county to assist. Chair Bedford said since this is national, the county can provide a copy of the comments to Congresswoman Foushee and make sure that Durham is interacting with her as well. Commissioner Hamilton said it is important to have something written to bring to legislators to break down the effects of these changes on rural fire departments. Kirby Saunders said they could provide a joint memo from all of the departments. 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 Jeff Cabe said that they have had two goal setting retreats in previous years. He said they are planning to hold another goal setting retreat soon. Slide #23 Closing Discussions 13 Commissioner Portie-Ascott asked if new trucks are designed to carry water. Jeff Cabe said yes. He said every engine carries 1,000 gallons of water and they also have tanker trucks. He said due to a previous emergency, the departments developed a tanker plan to make sure that enough water is available for emergencies. He said out of that coordination, the departments got matching trucks and tankers to meet that demand. He said Orange County has a good plan for hauling water. Phillip Nasseri said they utilized the tanker taskforce at a large residential fire in Hillsborough and brought in 104,000 gallons of water in four hours. He said they are very collaborative, and it works well. Jeff Cabe said this is also a back up system for the municipal departments. The Board expressed appreciation to the departments for their work and service, as well as their recent coordinating local emergency responses to the disaster in western North Carolina. Kirby Saunders gave an overview of the county response to the disaster and how staff and local agencies are providing support. He said what is needed now is financial assistance to large non-profit organizations that are actively responding to the disaster. He also said that blood donations are very important. He said that the disinformation campaign against FEMA is dangerous. He described the ways that the federal government helps local communities prepare and respond to emergencies. The Board took a five-minute break while the fire chiefs departed the room and staff transitioned to a work session. 2. School Capital Funding Policy Discussion The Board reviewed and provided feedback on a draft School Capital Funding Policy prepared by staff. BACKGROUND: Over the past year, County staff and elected officials have reviewed significant portions of County's school capital policies and practice in advance of the upcoming November 5, 2024 Bond Referendum. At the May 7, 2024 Business meeting, the Board received a presentation from staff on the statutes and policies that drive school capital funding and County oversight. At the June 4, 2024 Business meeting, the Board adopted a financial framework for the upcoming bond referendum (Attachment B). The attached draft policy (Attachment A) attempts to codify both discussions and provide direction to County and school staff. Current and prior school funding policies (Attachments C and D) are also provided to provide context to this new proposed policy. The first section of the policy details the funding framework, explicitly detailing the sources of funding and the new categories of usage as approved on June 4th and how these funds shall be allocated to each district. The second section details the methods that the County will use to direct and oversee the spending of capital funds. These include project-based allocation, allocation in stages, amendment to budgets and emergencies. These financial controls can be used independently or in coordination with other joint agreements between the County and the two school districts. These include school construction standards policy and a joint project management resource managed by the County. Staff requests that the Board provide feedback on the proposed policy. Next steps are to await the vote on the referendum on November 5th, and then request feedback from both districts. The finalized draft policy will be presented again to the Board before the presentation of the Manager's Recommended Capital Investment Plan in April 2025. Kirk Vaughn, Budget Director, introduced the item and made the following presentation: 14 Slide #1 ldiiQ� ORANGE COUNTY NORTH CAROLINA School Capital Funding Policy October 8,2024 BOCC Worksession 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 NORTH CAROLINA Slide #3 CAPITAL SPENDING CATEGORIES • Based on June 4tn 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 NORI"H CAROUNA Chair Bedford asked how cleaning contracts were funded. 15 Kirk Vaughn said that would fall under operational expenses. Slide #4 SOURCES OF FUNDS • Based on June 4"'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 Commissioner Fowler asked what happens if it does not fund six projects. She asked if the language should be changed to reflect that. She said that when Orange County schools showed their goals, it seemed they were doing a lot of high priority improvements but few large projects. Chair Bedford said it might be better to not say it will be six major projects because that cannot be guaranteed. Commissioner McKee said he would be interested in hearing from the schools as to their current needs. Vice-Chair Greene said the county would have more control than in previous bonds because they are attempting to have more oversight. Commissioner Fowler said within Woolpert, they included high priority needs and asked if major projects need to be prioritized first. Chair Bedford said the annual review needs to be added to the policy. Commissioner Hamilton said this process has provided a definition of a high priority need which was not available before. She said that the school districts will need to show how their project fits that definition. She said they may find other funding streams over time. Commissioner Richards said it is her understanding that both districts have changed their plans from the last time that the commissioners reviewed them. Chair Bedford said that Chapel Hill-Carrboro City Schools is planning to replace Franklin Porter Graham, and rebuild Carrboro and Estes Elementary Schools. She said Orange County Schools has a new assistant superintendent, so they are in the process of revising their plan. She said they are working on that and reviewing. She said at the school facilities and collaboration meetings they were told to take their time and develop a plan to bring to the Board of Commissioners. Commissioner Richards said page 5 in the agenda abstract background material was very specific in how the approval process will work. She said they would not want to get locked into six major projects. Commissioner McKee said that they should not be locked into a number, or into Woolpert's report. He said they have a responsibility to make sure the funds are used appropriately, but that the schools have intimate knowledge of what needs to happen. Chair Bedford said the key is to follow the principles, and those in attendance at the school collaboration meeting agreed. 16 Commissioner McKee said that he would not want to follow the report simply because of how much it cost. Commissioner Richards said the definitions are clear. She said if they end up using the money for regular maintenance or smaller projects, that is not in line with the principles or definitions. She said the sequencing could change but they must agree that the definition of a high priority project is necessary. Commissioner Fowler said Woolpert were the experts, and they were engaged with school staff and went to every site. She said it is not about sunk costs, but the schools should have been engaged in the process. Chair Bedford asked for information on how lottery proceeds are distributed to the school districts. Kirk Vaughn said there are three funding streams from lottery proceeds and each have their own rules. He said that 2 of 3, the state allocates to the school districts by average daily membership (ADM). He said there is a third that is needs based, and each project is applied for to the state. He said they do not usually score well on the state need application, but they do try to pull as much lottery funds as they can. Commissioner Hamilton said she likes seeing the high level of detail on funding sources and asked that they be included. Kirk Vaughn said those referred to sales tax articles and are used to pay down debt. Commissioner Hamilton said it would be helpful to include that detail, so it is clear where the revenue goes. Travis Myren said it would not currently show that some portion of Article 42 is dedicated to school debt service although far more is dedicated than required by law. Kirk Vaughn said that Orange County easily exceeds the amount required by the state. He said that in Durham County, they used a fund strategy. Travis Myren said they can look into that but if the budget book is opened today, it would not show sales tax dollars to education. Commissioner Hamilton said that the policy states that article 42 and the half cent sales tax is a source of funds for county and school debt service. Commissioner Richards said it would have to be parsed out and shown as part of the source of funds. Slide #5 ALLOCATION BETWEEN DISTRICTS • Based on June 41h Adopted Funding Framework. • Major Projects & 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. OMNGE COUNTY NORTH CAROLIN'A 17 Kirk Vaughn said that over a 10-year period it will vary. Chair Bedford asked that that language be specifically included in the policy that it will vary. She said she thought the bond is fixed at the rates so when she saw the other numbers, she drew the picture to show where the funds are coming from. Kirk Vaughn asked if they wanted him to show the bond percentages for each district. He said that it is collective of the bond, the pay-go, debt financing, and the lottery proceeds. Commissioner Fowler asked the totals. Kirk Vaughn said $300 bond, $100 pay-go, plus annual debt financing, and lottery that fund the two categories of spending. Commissioner Fowler asked if they go to the 59.86% and the 40.14%. Chair Bedford said yes. Commissioner Fowler said that she thought the picture that Chair Bedford had drawn to illustrate the funds had something different. Chair Bedford said that the left-hand corner of her flow chart is just the bond. Travis Myren said they set the not-to-exceed amounts based on the projects that were recommended in the Woolpert Plan. Chair Bedford said they need to be faithful to that since it is on the bond education. Commissioner Hamilton said the breakdown should be included. Commissioner Richards said what makes it tricky is that Chair Bedford's flow chart covers all capital projects, not just those related to the bond. Chair Bedford she thinks that the verbiage as document A is too strict and that one of the reasons for pay-go amount is to have flexibility. She said that a plan should be flexible and not in the policy especially with the enrollment changes that are being experienced by both districts. She said that she wants to make sure that it is more flexible. She said that supplemental pay-go for design services is not dependent upon enrollment. She said they might need more for the design and professional costs, and she wants it to be flexible. She said capital is not dependent on it. She said it needs to be project based. She said that it should not be in a policy, because it would bind a future Board. Commissioner McKee said that regardless of the policy, they cannot bind a future Board. He said future Boards can change policy at any time. He said that he was a bit confused with a goal versus a policy. He said that a policy is what he thought they were discussing. He said that too much flexibility creates a policy that is not very much a policy at all. He said that his goal in doing this is to get schools built and to maintain the same split that has been used in the past, the 60/40. He said that he thought that they were going to adhere as closely as possible to the overall spending as the same formula. Chair Bedford said that it does maintain the 60/40 and she agrees with that. She said that Commissioner McKee likes the consistency, but she is trying to keep strict spending that is based upon current enrollment in policy. She said that the numbers will keep changing and giving a district more funds when the enrollments may be closer to even, does not seem fair. Commissioner McKee said that regardless of the policy, a future board could make changes to that as they see fit. He said when reading the policy, he thought they were trying to adhere to the overall split of around 60%/40%. Chair Bedford said that she does not want to lock it in. Commissioner Richards asked if they could say for the 10-year planning period,the county will allocate per current ADM. Chair Bedford said the paragraph that Commissioner Richards was reading from pertains only to the Article 46 proceeds and is completely different. Commissioner Richards questioned if they could use similar wording for the bond since it was based on ADM as well. Chair Bedford said that it was based on today's ADM and not future ADM with no changes over 10 years. 18 Commissioner Hamilton said the major projects and high priority needs are not attached to enrollments. She said that the percentage split should be pretty robust unless there is a huge drop-off in attendance. She said that those projects will need to be done regardless of enrollment. She said rewriting it for what they expect, given what they have laid out. Kirk Vaughn noted that in the June 4th abstract there is similar language that reads, "...the goal is to provide approximately..." Vice-Chair Greene said that while a future board can change the policy, it is helpful to have it because it is an irritation against changing. She said that they took a vote of how it will be spent and did not think they should change it to ADM. Chair Bedford agreed. Commissioner Hamilton asked if it is necessary to include that some of the funds may increase 2% annually. She asked what that is based on and said they need more flexibility. Kirk Vaughn said those two numbers represent current county practice and is already what is happening. He said that if they do not want that to continue, they can change that in this policy. Chair Bedford said she would not want to tie a County Manager's hands like that, and it should be flexible. Travis Myren said one way to approach that is to explain how it is currently programmed in the CIP. Commissioner McKee said the word "currently" gives an out. Commissioner Hamilton said maybe they need to look at the needs are and if they are meeting them. She said if not, they should look into what they should do differently. Commissioner Portie-Ascott asked how soon Orange County Schools will know what projects they will use bond funds for. Travis Myren said the proposed projects are flexible and it is a replacement elementary school to be determined, a significant renovation project, and replacement of Orange Middle School. He said it allows them to identify the details. Commissioner Portie-Ascott asked Commissioner McKee if these are the same as what he is understanding from the community. Commissioner McKee said the replacement of Orange Middle School is up for discussion. Travis Myren said that had not come up before in the bond education committee discussions. Commissioner Portie-Ascott said she had also heard something similar. Chair Bedford said they have to remind people that there is a minimal annual review, and the projects can change but it has to go to the commissioners and that will provide public input. Commissioner Portie-Ascott said that a project manager was discussed at one point. Chair Bedford said no decision had been made on project management. Commissioner Fowler said the percentages of 59.86% and 40.14% covered what is needed. 19 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. Chair Bedford asked if the first two were a specific ordinance and if the others were more general. Kirk Vaughn said they are all capital project ordinance. He said that a project-based allocation will be stricter but projects for technical or smaller capital improvements will be more flexible and meet a broad purpose or function category. He said it will change how the CIP looks. Commissioner McKee asked what was meant by the statement: "Board can withhold construction funds if required." Kirk Vaughn said that is the Board's purview so they can decide if the allocation is withheld during a budget project. Commissioner McKee said he thought a different word should be used instead of "required." Chair Bedford said somewhere it talked about monthly meetings. Slide #7 OVERSIGHT AND AMENDMENTS • Per Statute, School Districts have some ability to exceed project budgets without BoCC 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 on all Major Projects, based on Wake County model. County staff would be able to report any issues to Board. ORANGE COUNTY NORTH CAROLINA 20 Travis Myren said even if they do not have a project manager, at a minimum, this group would be getting together monthly to review project status. Chair Bedford provided an example of a surprise purchase request from school districts and said this was to prevent those kinds of surprises. Commissioner Portie-Ascott asked who the staff was. Chair Bedford said finance and facilities from the schools and the county. Commissioner Hamilton said that Wake County had a part-time project manager who could provide oversite to the school projects. Chair Bedford said some of that hinges on what is decided for project management. She asked if Commissioner McKee still thought the language should be changed. Commissioner McKee said it is not a critical issue. He said he thinks it will get asked at some point in time. Chair Bedford said it does matter, and she can see the potential for questioning. Kirk Vaughn said this is about the powers of the Board, and one of the powers is to not appropriate funds. Chair Bedford said it can just be scratched. Commissioner McKee said it could say the Board could withhold construction funds at their discretion. Commissioner Richards said it is important to have something in there. Commissioner Fowler said the point is to avoid overruns but if they are halfway through building, they will not stop building but they may value-engineer. Commissioner Hamilton said another example is an emergency. She said they want the power to respond to disasters or emergencies. Chair Bedford suggested removing the words "if required" and ending the sentence at "withhold construction funds." Kirk Vaughn said they fund the construction up front. He said this would be a single dollar of construction spent. He said it is possible that this is not the best tool but if the school district does not have a project management agreement, the Commissioners do not have to fund it. 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 NORTH CAROLINA 21 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. ORANGE COUNTY NORTH CAROLINA Slide #10 CAPITAL FUNDING POLICY • Questions, feedback? ORANGE COUNTY NORTH CAROUNA Chair Bedford referred to attachment D in the agenda packet. She said she thought it was still valuable because of some of the standards and processes that were included. Chair Bedford said there are parts of attachment D that she thinks should be used for regulations. She said it talks about environmental factors, having the project approval, and how they should look to the towns for a larger gym. Commissioner Hamilton said that attachment D is a policy on planning and funding. She said that currently the Board is discussing funding. She said that having a policy on planning could lay out some of the procedural issues. She said she noted some things on it that they should keep and maintain. Chair Bedford said staff could determine how to bring that back to the Board. Kirk Vaughn said if there is anything in this document that they would find to be valuable for the funding policy, they can add that. Commissioner Richards asked if they would have an update when it is brought back. 22 Commissioner Fowler asked if the verbiage, "this policy supersedes any previous policy" removed all prior that was unrelated or if you can you still use the part that was discussed. Chair Bedford said she would like to have a standalone policy for planning. Commissioner Fowler asked if the previous one could be used. John Roberts said they would need a new document, as a new policy would supersede any old policy. Vice-Chair Greene said if she is looking at the same thing, the policy on planning and funding from 2008 is from a completely different process and she is unsure how that translates to this project at all. Commissioner Richards said she thought the definitions were helpful. Vice-Chair Greene said there were definitions from Woolpert and from previous discussions. Chair Bedford said that the project approval part could be filled in and aligned. She said that if projects are not closed, then they are behind those costs. She said that some of this may need to be reviewed to see if they can be brought into the funding policy. Vice-Chair Greene said that staff should review the 2008 policy document and figure out what is still relevant and whether it needs to go into current documents. Chair Bedford said that was perfect. Commissioner Hamilton said policy is so everyone can reference it. She said that pulling it out may make it easier to reference because it will be clear that one is funding, and one is planning. She said that part of what happened in the past is that school staff were unaware of policies. She said if policies are made simpler, it is easier to stay on the same page. 3. Orange County Planning Board —Appointment Discussion The Board discussed an appointment to the Orange County Planning Board. BACKGROUND: The Planning Board studies Orange County and surrounding areas to determine objectives in the development of the County. It prepares and recommends plans to achieve that development, including the suggesting of policies, ordinances, and procedures. It reviews development applications and makes recommendations to the Board of Commissioners. Due to the nature of its work, the Planning Board does not make recommendations for appointments. The Board of County Commissioners appoints all twelve (12) members. The following position is presented for Board consideration: NAME POSITION TYPE OF EXPIRATION DESCRIPTION APPOINTMENT DATE TERM BOCC Little River Township First Full Term 03/31/2027 Appointee If the position listed above is filled, no vacancies remain. Tara May introduced the item. The Board agreed by consensus to appoint Meg Millard to the vacant position. 23 4. Advisory Board on Aging —Appointment Discussion The Board discussed an appointment to the Advisory Board on Aging. BACKGROUND: The Advisory Board on Aging suggests policy and makes recommendations to the Board of Commissioners and the Department on Aging while acting as the liaison between older adults of the County and County government. It is charged with promoting needed services, programs, and funding that impacts older residents. The Board of County Commissioners appoints all twelve (12) members. The following individual is recommended for Board consideration: NAME POSITION TYPE OF EXPIRATION DESCRIPTION APPOINTMENT DATE TERM Daniel Leonard At-Large First Full Term 06/30/2027 If the individual listed above is appointed, no vacancies remain. Tara May introduced the item. The Board agreed by consensus on the recommended applicant. Tara May said there is another vacancy which will be brought back to the Board in November. 5. Agricultural Preservation Board —Appointment Discussion The Board discussed an appointment to the Agricultural Preservation Board. BACKGROUND: The Agricultural Preservation Board is charged with promoting the economic and cultural importance of agriculture in the County, and to encourage voluntary preservation and protection of farmland for future production. The Board of County Commissioners appoints all 15 members, including eight (8) At-Large members, and one (1) member from each of the seven (7) Agricultural Districts in the County. The following individual is recommended for Board consideration: NAME POSITION TYPE OF EXPIRATION DESCRIPTION APPOINTMENT DATE TERM Sandra Weitzel At-Large First Full Term 06/30/2027 If the individual listed above is appointed, no vacancies remain. Tara May introduced the item. The Board agreed by consensus on the recommended applicant. 24 6. Animal Services Advisory Board —Appointment Discussion The Board discussed appointments to the Animal Services Advisory Board. BACKGROUND: The charge of the Animal Services Advisory Board is to advise the Board of County Commissioners on matters of concern regarding animal issues and animal services in Orange County, and to work with the Animal Services Director on various policy concerns and issues regarding County animal services. The Board of County Commissioners appoints all thirteen (13) members with representation from various related fields and municipalities. The following individuals are recommended for Board consideration: 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 If the individuals listed above are appointed, the following vacancy remains: POSITION EXPIRATION VACANCY INFORMATION DESIGNATION DATE Town of 06/30/2027 Vacant since 03/21/2024 Hillsborough Tara May introduced the item. The Board agreed by consensus on the recommended applicants. Commissioner Hamilton asked if Tara May invites applicants to apply for other boards if they are not chosen for the board they originally applied for. Tara May said applications are kept on file for 2 years, so if a vacancy does come up, she asks the applicant if they are still interested. She said she does not reach out to see if the applicant is interested in another board. Vice-Chair Greene noted that applicants state which boards or commissions they are interested in on the application, and they do not have to apply for just one at a time. Commissioner Hamilton said it might be a way to keep people who have an interest in volunteering engaged in the process. Tara May said she would look into that option. Commissioner Richards noted that Roni Peterson stated she was interested in the arts. She asked if Roni Peterson also said she was interested in animals. Tara May said yes. She said that the Animal Services Advisory Board invites applicants to attend meetings to see if they would be a good fit for the board. She said that the Animal Services Advisory Board made a recommendation for Roni Peterson to be appointed. Commissioner Portie-Ascott asked Tara May if she tells applicants that they were not chosen for a vacancy. Tara May said no because she keeps their applications for two years and they could be considered again for future vacancies. She explained the process for reviewing and keeping 25 applications over that two-year period. She said that applicants are given an overview of the process when they initially apply. Chair Bedford thought most applicants are unaware if they are being considered during BOCC work sessions. Commissioner Portie-Ascott said that applicants have told her that they have not heard anything. Chair Bedford asked if applicants are told that the applications are received. Tara May said yes. Commissioner Portie-Ascott said it would be good to provide updates to applicants. Chair Bedford suggested reaching out to applicants at a one-year mark to update them. 7. Board of Equalization and Review—Appointment Discussion The Board discussed an appointment to the Board of Equalization and Review. BACKGROUND: The Board of Equalization and Review is a quasi-judicial body that hears appeals from residents concerning various property tax issues, including valuation and exemption appeals. The Board of Equalization and Review is charged with ensuring that all taxable property is appraised and assessed according to the standards required by the North Carolina General Statutes. Due to the nature of its work, the Board of Equalization and Review does not make recommendations for appointments. The Board of County Commissioners appoints three (3) members, seven (7) alternates, and designates the Chair. Appointees serve two-year terms, but there is no limit to the number of terms one may serve. The following position is presented for Board consideration: NAME POSITION TYPE OF EXPIRATION DESCRIPTION APPOINTMENT DATE TERM BOCC Alternate Partial Term 03/31/2025 Appointee If the position listed above is filled, no vacancies remain. Tara May introduced the item. The Board agreed by consensus to seek more applicants as there is currently only one applicant. 8. Chapel Hill Orange County Visitors Bureau Advisory Board—Appointments Discussion The Board will discuss appointments to the Chapel Hill Orange County Visitors Bureau Advisory Board. BACKGROUND: The Chapel Hill Orange County Visitors Bureau Advisory Board is charged with developing and coordinating visitor services in Orange County. It also implements marketing programs that will enhance economic activity and quality of life in the community. The Board of County Commissioners appoints all seventeen (17) members, with representation from specific entities and fields. 26 The following individuals are recommended for Board consideration: 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 If the individuals listed above are appointed, the following vacancy remains: POSITION EXPIRATION VACANCY INFORMATION DESIGNATION DATE Economic 12/31/2026 Vacant since 06/30/2024 Development Advisory Board Tara May introduced the item. The Board agreed by consensus on the recommended applicants. 9. Commission for the Environment—Appointments Discussion The Board will discuss appointments to the Commission for the Environment. BACKGROUND: The Commission for the Environment advises the Board of Commissioners on matters affecting the environment with particular emphasis on protection. It educates public and local officials on environmental issues and performs special studies and projects. It also recommends environmental initiatives and study changes in environmental science and local and federal regulations. The Board of County Commissioners appoints all fifteen (15) At-Large members. The following individuals are recommended for Board consideration: 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 27 If the individuals listed above are appointed, the following vacancy remains: POSITION EXPIRATION VACANCY INFORMATION DESIGNATION DATE At-Large 12/31/2024 Vacant since 09/09/2024 Tara May introduced the item. The Board agreed by consensus on the recommended applicants. 10. Historic Preservation Commission —Appointment Discussion The Board will consider an appointment to the Historic Preservation Commission. BACKGROUND: The Historic Preservation Commission (HPC) is charged with undertaking an inventory of properties of historical, prehistorical, architectural, and/or cultural significance. It recommends areas to be designated or removed as "historic districts" and reviews and acts upon proposals for alterations, demolition, new construction, etc. In considering new applicants, the HPC is required to follow the guidelines from the State Historic Preservation Office (SHPO) in order for the County to remain eligible to participate in the state's Certified Local Government (CLG) program. Those guidelines include the following language governing the qualifications of prospective HPC applicants: "All members shall have demonstrated experience or knowledge in history, architecture or related disciplines that is supported by resume information sufficient to allow the SHPO to confirm the qualifications of members, pursuant to 36 CFR Part 61. The Board of County Commissioners appoints all seven (7) At-Large members. The following individual is recommended for Board consideration: NAME POSITION TYPE OF EXPIRATION DESCRIPTION APPOINTMENT DATE TERM Carol Ann At-Large Partial Term 03/31/2026 Lewald If the individual listed above is appointed, no vacancies remain. Tara May introduced the item. The Board agreed by consensus on the recommended applicant. Closed Session A motion was made by Chair Bedford, seconded by Commissioner McKee, at 9:25 p.m. to enter into closed session pursuant to G.S. § 143-318.11.(a)(3) to consult with an attorney employed or retained by the public body in order to preserve the attorney client privilege between the attorney and the public body related to the national opioid litigation, Orange County vs. Kroger. VOTE: UNANIMOUS 28 RECONVENE INTO REGULAR SESSION A motion was made by Chair Bedford, seconded by Commissioner McKee, to reconvene into regular session at 9:32 p.m. VOTE: UNANIMOUS Adjournment A motion was made by Chair Bedford, seconded by Commissioner McKee, to adjourn the meeting at 9:32 p.m. VOTE: UNANIMOUS Jamezetta Bedford, Chair Laura Jensen Clerk to the Board Submitted for approval by Laura Jensen, Clerk to the Board.