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HomeMy WebLinkAboutMinutes 11-19-2024 - Business Meeting 1 APPROVED 1/21/25 MINUTES ORANGE COUNTY BOARD OF COMMISSIONERS BUSINESS MEETING November 19, 2024 7:00 p.m. The Orange County Board of Commissioners met for a Business Meeting on Tuesday, November 19, 2024, at 7:00 p.m. at the Southern 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, and Clerk to the Board Laura Jensen. (All other staff members will be identified appropriately below) Chair Bedford called the meeting to order at 7:01 p.m. All commissioners were present. 1. Additions or Changes to the Agenda There were no changes to the agenda. 2. Public Comments (Limited to One Hour) a. Matters not on the Printed Agenda There was no one signed up to speak. b. Matters on the Printed Agenda (These matters will be considered when the Board addresses that item on the agenda below.) 3. Announcements, Petitions and Comments by Board Members Commissioner Portie-Ascott said she recently attended the NCACC Legislative Conference. She described the process for setting goals and how they align with Orange County's priorities. She suggested organizing the county's goals within the framework used by the NCACC. Commissioner Fowler thanked Commissioner Richards for her service on the Board. She said she attended a DCHC-MPO meeting where they discussed their workplan and wildlife corridors. She said that the Transportation Director presented the county's Short Range Transportation Plan, the Safe Routes to School Plan, and the Transportation Multi-Modal Plan. She said that she also attended a Justice United meeting where they were advocating for increased funds for home repairs, as well as looking to increase the number of reentry and permanent supportive housing. Vice-Chair Greene thanked Commissioner Richards for her service on the Board. She said she attended a Habitat for Humanity event earlier in the day celebrating their 40th anniversary. She said she attended the GoTriangle special meeting to work on the strategic plan. Commissioner Richards said that the Orange County Partnership for Young Children is updating their strategic plan, and they do this every five years. She said they have graduate students working with them. She said she attended the Jordan Lake One Water meeting on November 14th and said that on December 12th they are having their annual stakeholder meeting. She said it is a once-a-year meeting, and all municipalities are represented from the region. She 2 said that she hopes the county continues to participate. She said the project across from Southern Village on 15-501 has 120 acres and that the developer is working with the Triangle Land Conservancy to make 80 acres an environmental park. She said they are looking for funding to preserve the land. She said it could be a model for working with developers on how to conserve land. She said she attended the ABC Board meeting, and they were thankful for the Board of Commissioners approving the changes they requested to salaries and stipends. Commissioner Hamilton said she attended an event honoring Dr. Harold Russell through the Chapel Hill Historical Society. She highlighted his accomplishments and service to the community. She said on November 11t" she attended the Orange County Veterans Day program. She said on November 14t" she also attended the Justice United meeting. She said that she attended an Advisory Board on Aging meeting. She said they reviewed the legislative priorities of seniors, and she will be bringing those back to the commissioners for their consideration. Commissioner McKee said he attended a Boy Scout troop meeting the previous day. He said they asked good questions about being a commissioner and they had a good conversation about being engaged in the community. He said he received a call from the Orange County Board of Education, and they said they were unaware that the Orange County Board of Commissioners previously had a discussion of how the bond funding could be spent. He said the superintendent only received the draft yesterday and that communication needs to be improved because they need to be in close collaboration. Chair Bedford said that it also sounds like recent school collaboration notes needed to be shared as well. 4. Proclamations/ Resolutions/ Special Presentations a. Resolution of Commendation for Commissioner Anna Richards The Board approved a resolution commending Commissioner Anna Richards for her service to Orange County. BACKGROUND: After 3 years of service as a member of the Orange County Board of Commissioners, Commissioner Anna Richards will step down from her position on December 2, 2024. The Orange County Board of Commissioners would like to thank Commissioner Richards for her hard work, dedication, and exemplary service to the residents of Orange County, and wish her and her family the very best in their future endeavors. Chair Bedford introduced the item. The commissioners read the following proclamation in turn: ORANGE COUNTY BOARD OF COMMISSIONERS RESOLUTION OF COMMENDATION FOR COMMISSIONER ANNA RICHARDS WHEREAS, Anna Richards was appointed to the Board of County Commissioners in September 2021, and the residents of Orange County elected her 2022; and WHEREAS, Commissioner Richards has served the residents of Orange County regardless of geographic location faithfully and with honor, integrity, and distinction for the past three years; and WHEREAS, Commissioner Richards was integral in the creation of the Climate Action Plan, the Strategic Plan, and the drafting of the 2050 land use plan, documents that will 3 provide a guide for future County leaders as they address affordable housing, economic development, education, and environmental concerns; and WHEREAS, Commissioner Richards took special interest in the needs of youth and in social and racial justice, and advocated for the people of Orange County as a representative to NACo (National Association of County Commissioners); and WHEREAS, Commissioner Richards shared her talent for leadership and public service through her work on numerous boards and commissions, including the Alcoholic Beverage Control Board, Burlington Graham Metropolitan Planning Organization Transportation Advisory Committee, Jordan Lake One Water Coalition, County Behavioral Health Task Force, Orange County Partnership for Young Children Board of Directors, Visitors Bureau Advisory Board, Family Success Alliance Advisory Council, Justice Advisory Council, Chamber for a Greater Chapel Hill- Carrboro Board of Directors, Triangle Area Rural Planning Organization (TARPO) Transportation Advisory Committee, Intergovernmental Parks Work Group, Legislative Issues Work Group, and the Strategic Communications Work Group, among others; and WHEREAS, Commissioner Richards was recognized by The Chamber for a Greater Chapel Hill-Carrboro with its 2023 Public-Private Partnership Award; NOW, THEREFORE, BE IT RESOLVED that the Orange County Board of Commissioners officially commends Anna Richards for her hard work, dedication, and exemplary service to the people of Orange County, and wishes her and her family the very best in their future endeavors. BE IT FURTHER RESOLVED that this resolution be presented to Anna Richards and that the Resolution be spread upon the minutes of this meeting. This the 19th day of November, 2024. A motion was made by Commissioner Portie-Ascott, seconded by Commissioner Hamilton, to approve the resolution commending Commissioner Anna Richards for her service to the residents of Orange County. VOTE: UNANIMOUS Chair Bedford shared a memory of meeting with Commissioner Richards in 2018 and encouraging her to run for the Board of County Commissioners. She said she had run and lost in 2016 and was thinking about running again. She said that Commissioner Richards was the president of the NAACP at that time. She said that she suggested that Commissioner Richards run for commissioner and at that time, she was a strong no but said that as everyone can see, she changed her mind and did an incredible job for the people of Orange County. Commissioner McKee said that when they appointed her to the Board in 2021, they knew they had made a good decision, but they actually hit a home run. He said he had enjoyed working with her. Commissioner Hamilton said Commissioner Richards brings intelligence and awareness to issues that allows her to ask the right questions. She said when they made the appointment, they were looking for someone who would work with everyone. She said that Commissioner Richards has been wonderful and will be missed. 4 Commissioner Portie-Ascott thanked Commissioner Richards for her advice and the example she set in starting out as a new commissioner. Commissioner Fowler said that she shares everyone's sentiments. She said that Commissioner Richards has contributed deeply to the conversations. She said the community might not know how engaged Commissioner Richards has been and how important she has been in making this a better county. Vice-Chair Greene said she has been working hard since day one, and she really appreciated working with her. Chair Bedford said she remembers telling Commissioner Richards was doing so much she jokingly told her that she was making the rest of the Board look bad. Commissioner Richards said it was her honor to serve on the Board. She said she never thought she would run for elected office, and that she always thought of herself as an activist and an advocate. She said she had a number of people encourage her to put her name in the hat and it has been a very rich experience. She said that she appreciates the commissioners and said that she is proud of the Board. She said that the collegiality of the commissioners to not hold grudges and to disagree considerately is exemplary of why so many things got done. She thanked the staff for their assistance. She said they put up with her inquisitiveness and lots of questions. She said that her husband was there to support her, and he always does and that is what allows her to do all she does. She expressed the hope that they are making a difference. She said that she knew there were more great things to come from the Board. 5. Public Hearings a. Public Hearing on 2023 Consolidated Annual Performance Report (CAPER) for the HOME Investment Partnerships (HOME) Program The Board held a public hearing on the draft Consolidated Annual Performance Report (CAPER) for the HOME Investment Partnerships (HOME) Program. BACKGROUND: Each year, Orange County reports on activities undertaken with funds from the U.S. Department of Housing and Urban Development through the HOME Program. This annual report, called the Consolidated Annual Performance Report (CAPER), documents the progress towards implementing the priorities and activities identified in the Annual Action Plan. During the 2023 CAPER period (July 1, 2023 through June 30, 2024), the County had available approximately $442,802.32 in HOME funds, plus $96,636.28 in matching funds contributed by the Towns of Chapel Hill, Carrboro, and Hillsborough, as well as the County, equaling a total of $539,438.60 for eligible housing activities. The County spent$137,096.90 of these available funds on the provision of tenant-based rental assistance. Orange County must hold a public hearing to obtain residents' comments and feedback on the Consolidated Annual Performance Report (CAPER). Members of the public may also submit comments during the public comment period (November 9—November 23, 2024)to Aaron Cohen, Community Development Manager, by email (acohen orangecountync.gov), by mail (PO Box 8181, Hillsborough, NC 27278) or by telephone (919-886-3574). Blake Rosser made the following presentation: 5 Slide #1 nORANGE COUNTY 0 HOUSING DEPARTMENT Public Hearing—2023 CAPER for HOME Program November 19, 2024 Slide #2 Consolidated Performancep/ n ORANGE COUNTY 0 HOUSING DEPARTMENT Slide #3 Orange County HOME Consortium had over $539,000 from July 2023 —June 2024 PY 2023 Entitlement Grant- $429,496.00 Program Incom $13,306.32 HOME Match $96,636.28 Total Funds Available $539,438.60 n ORANGECOUNTY 0 HOUSING DEPARTMENT 6 A motion was made by Chair Bedford, seconded by Vice-Chair Greene, to open the public hearing. VOTE: UNANIMOUS PUBLIC COMMENTS: There was no one signed up to speak. A motion was made by Chair Bedford, seconded by Commissioner Fowler, to close the public hearing. VOTE: UNANIMOUS Commissioner Fowler said in a previous year they had approved rental construction for CASA and PeeWee. She asked if that would occur in future years due to the need for planning. Blake Rosser said yes. Commissioner Fowler said it seemed that primarily what occurred this year was rental assistance. Blake Rosser said yes. 6. Regular Agenda a. Transportation Multimodal Plan The Board approved the Orange County Transportation Multimodal Plan (TMP). BACKGROUND: WSP as the consultant and Orange County have completed the County's TMP. The Plan focuses on the unincorporated portions of Orange County and consolidates all approved transportation related plans, projects, and programs into a single plan. WSP conducted a public involvement summary (Attachment 1) in accordance with the approved scope of work. Public Involvement: • Website launch (April 3, 2024) • Promotional outreach (April 9, 2024) • Public survey (April 9— May 3, 2024): https://www.surveVhero.com/c/OrangeCtVTMP • Public Meetings (April 23 and 25, 2024) WSP also created a unique County specific prioritization methodology (Attachment 2) to help organize all the projects and determine — analytically — in what order the projects should be pursued. This unique Orange County Prioritization honors the goals and objectives documented in the approved plans like the two (2) Metropolitan Transportation Plans and three (3) Comprehensive Transportation Plans in Orange County. It also takes into account those documented in locally adopted plans like the County's Strategic Plan, and Access Management Plans. Methodology: • Bike/Ped Prioritization — Residential/Employment Density, Access to Schools, Points of Interest, Recreational Spaces, Bus Stops, Connect Disjointed Parts • Transit Prioritization — Increase local service, increase reginal service, Improve access to jobs/schools,Areas of high density, Points of interest,Access to hospitals • Highway Modernization/Mobility — Improve access and connectivity, manage congestion, Improve Fright movement • Other Criteria influencing Prioritization—Environmental Justice, Safety, Cost, Multimobility OCTS staff worked with local town staff to ensure the TMP is focused on the unincorporated portions of the County. The OCTS Director presented the Plan on July 10, 2024 and August 19, 2024 to the Orange Unified Transportation (OUTBoard) and collected feedback.All feedback has been incorporated into the Plan. Transportation Advisory Services (TAS) and the OUTBoard recommend the County's TMP be approved by the Board of County Commissioners. TAS Action: October 17, 2024 — Unanimous approval recommendation OUTBoard Action: October 21, 2024 — Unanimous approval recommendation Nishith Trivedi, Transportation Director, made the following presentation: Slide #1 ORANGE COUNTY NORTH CAROLINA Orange County Transportation Multimodal Plan 8 Slide #2 Outline 1. Background 1. Transportation Multimodal Plan 2. Planning Process 1. Analysis 2. Public Engagement 3. Plan 1. Recommendations 4. Action 2 Slide#3 Background - Initial Consolidation ArcG(S Transpor atiorl Projects open in Map viewer []Details $$Basemap Spare 4Rim M-..e 1...I:,,,a- Legend /l _T W r, County Boundary Gwa+,m 5-Hp ro Adopted FY2019-2027 - -Submitted FY 2020-2029 � �� �' '3,``i •,� ,p�+^d" Considered FY2020-2029 .•a.a.. — �' :j�,'�1 CTP DCFIC MPO Nodes ■ Bikelped Grade Separation, _ ..� Ezistmg Y BikeJ%d Grade Separation, - Rec—nded Orange County Transportation Projects Map (link) Single source for all transportation related: • Plans, Policies, Programs • Development Review Process • Local and regional multimodal planning • Piedmont and Triangle • Region C and Division 7 3 9 Slide #4 Background — Scope and Purpose -- -----.._- Scope:The unincorporated - portions of Orange County, _ including: - All locally(Town &County),regionally I (MPO&RPO),and State(NCDOT) transportation related plans,policies and programs. J Purpose:Consolidate into a single + Comprehensive Transportation Plan N I - - ciguret.Pro)ectlextsnt Alexa Kennedy Shivang Shelat �• �' —„ ��, "' °"'"�""' e��ur. -r.ai � C,.wyr.u••w Nishith Trivedi said the two consultants from WSP,Alexa Kennedy and Shivang Shelat, were present. Slide #5 Background — Schedule and Process 2023 L 2024 November December January February March April May June lUl August September October Kickoff and Project Setup _ Data Collection tbnsoUdation of Projects Opportunities Analysis Public Engagement Prioritiratlan Methodology _ Priori6rabon Table Final Report previousConstitute the Core Identify • •the TIVIPPrepare data to - Technical Team(CTT) for i Develop prioritizationcalculate prioritzation Consolidate and methodology scores .. a . . yPrepare final report 5 10 Slide #6 Planning Process - Analysis 140 Total Bike/Ped Projects 31 Total Transit Projects : N s'rw..r•n..a'r wal.w ___ ___ �. aro�eexeu vral�e_ __ ---- -------------------------- IP If 15 ® Q ak. Nnw�ro wa Y � �p a e � .' ©. 57 EM MIM yna ptr� t 4 _. � gh® Y 1 I 57�® Mebant 1�y (70,� f EM reebane, _ 7p 7Lp. � �.... ® ill u ' Hill. ® ® ,� ,© / \ - E.M 1 E i *' Durham Durham r 86 Hill 15 e 53_ Chapel Hill` � P � ChayeI NIII OkI Cr�ROao� m� lam'"' ._�. WG.misddV RO ®�II� 504 F® w ' r o ra 2( 3MLa y ']5. v ' o iseF ________, 12 Slide #7 Planning Process - Analysis 52 Total Highway Projects r _ Q�r� •wawa.xrw —�vmm�r. �s> Mebane. -!te1�a1 _ _J7&6 70'IM _75' CM tM 0 v�A[rb0 15 i 54 �' 6Chapd HIP 11 \ Slide • : Planning Process Engagement Give Us Your Inputs � Help Us If you had$100 dollars to spend,how much would you spend on the three types of transportation improvements included in the TMP? Use ten sticker dots(one dot=$1 D1 and place them B&M L LIDM AGOCIATIMA4(UMN r.L, UE in the boxes below to show how you would prioritize the funding. Y ORANGE 6ran7e{ounry wi�l lust in person �� wurkshups on liw9range(nun1Y Prioritize Projects! lnmpnrlatm Mullunueal Plan. Shzn purthouq�ls and beasabour thn Y rYlure of puhlir IramporLlliOR it the unrmupurx+aerear ofrhocou.ly lK 7p1 0 0 • o .z.moo i stickle note and place them below. Have any additional comments?Write them one r ,r e I Slide . • Prioritization • Bike Ped Scare Ue nSe is Access to Bus Connell residential and Sthools o(1rifPrpKt al Stops Disjointed parts emplayment Spaces LM Schools within POIs+ Parks within Y; Bus stops within fravPl L)istancA mile COmEN mile Y mile Ratin NB/B LM POI within f4 mile Citrickxations nrilr.NBlCt within X mile dititdnc c ratio Transit Score 26% 12% 2196 2196 ilY SY Increase fttA Aaess to Points Access to �ortai5crvlce to jo tiols hi' city of Interest Hospitals LM� outside County Higher Ed density County other medkal facilities Emp Den wilhrn Ed.InSLtutions Pop Den within Pol within K itosp.,otfier K mile within K mile K mile mile medical facilities within X mile Slide12 #10 Prioritization Process � ifa cna„xE-kn volume/ciiang��n L �% CaAacltY Volume-Tar al_f low Q ConnectNkiy {Between FYB and FYNB) Ca1�eCity-ECAP_E to 7- Rekativ4 change In VG ratl4s Maafrrium of all AB and � 50% Mar•age Congest ion BA AM and PM VOLE 3 {Between FYB end FYNB) values 1"0 4 � ove r raid movement Change In Truck Vol Truck Vol= r {Between FIrB and F1'NB) GV+M UTtSUT For New Hoedways.the l3wld Volumes and VC Ha[ios w¢re separately normalized and red3siribuied within[he rest of the lis[_ Mardmum poasibta roadway Boor=will 6a llp0 Modernization/Intersection Score lm �- Manage imprvVe FrrTpht and cannecttYlty Gorlgestlon movement Average volume at Average V/C ratio /overage Truck AADT at the location{TRM at[he location the location 2020 BYNBJ (TRM 2020 EiYNB) {TRM 2020 9YN6J Average metric for Intersection=metric for all legs J number of legs Average metric for segment=F{length of subsegment x metric of sufisegment)/Fotal length of segment Maximum possible roadway score will be!00 Slide Prioritization Process Additional Calculation Category Survey ePMv Bike-Ped 7w Transit Rw Roadway TDI score Adjustee'rDl wore Weight r! Mile frequency factor I We *Severity multiplier:M1lo Injury or Unknown=1,Possible injury=Z,Suspected Minor injury=4, Applied to projects specific to Orange County's Unincorporated areas Not applied to projects in Town Limits Suspected Serious Injury=7,Killed=10 **Multimodal Multiplier:Road=0,bike or ped=1,bike and ped=2 #Average Tdl scores were adjusted considering the minimum score in the list as 0. For projects longer than 1 mile,the metrics will 6e'per mile'. 13 Slide#12 Results 1 New Grady Brown BP-411 Bait Ped Orange Grove PC School Rd Etlrn Blvd 34% 829L 1r79i ©2 Morgan PC to OM NC Orange Grove PC to k D 86 BP-406 Bike Ped Oakdar Turner End Or 38% 6991. "M 3 Sot"eusinew SP'423 Oft Ped Holman Dr/School PC NC 86 Garage PC 40% 44% on 4 HP-345 Bike Ped US 70A SChur:on St Moreianda Dr 59_r- 23k 83% ®1 TP-WO Trans' Warerstone Dr (Did NC 86 NC 86 69% 77% 147% 2 TP-615 Transit Hampton Pointe Walmart Parlung Lot NC 86 641, 81%: 1451. 3 Downtown TR422 TranSrt I-40 14i115gdrpLign UNC 7691. 59% 136'S H Ni-,Hwy- N Location/ Lake Hogan Farm:PC Lake Hogan rarm PC North of Legends 071 Widening Et Way 85" 6036 145% 2 h401NC r86 i IM•2D1 Inner-.ec[ion Irrtercfierge 77% 60% T3796 5 Orwoe Middle School Orange High School BP-429 Hike Ped Sidewalk entrance Rd 401, 337E 74� Top 10 out of 220 Orange County specific projects Includes Safe Routes to School and Short-Range Transit Plan 12 Slide #13 Action Manager recommends the BOCC approve the TMP 13 Commissioner Richards asked how long it takes for a project to come to fruition if it is a top priority. 14 Nishith Trivedi said he could not give a clear answer to that question. He said that projects are worked on by component and by phase. Chair Bedford said that at the MPO meeting she attended, it was discussed that our district has funds for projects, but the amount keeps dropping. She said that the transportation needs in western North Carolina will take priority. Commissioner McKee said that the damage in the western part of the state is extensive and that he believes almost all funds would be directed to repairing roads and bridges in that part of the state. He said that shortly after joining the Board, he sat on the TARPO board. He said that they did some trading of points to get paved shoulders. He said there was a 3-year delay between the assignment of points and work starting. He said there were other widening projects that spanned 5 years. Chair Bedford said they adopted the points for SPOT 7, but they probably won't get any projects. Nishith Trivedi said the draft STIP comes out in January and that we start SPOT 8 after that. Chair Bedford said only 2 people came to one public engagement, and around 100 people did the survey. She referred to page 85 of the agenda item which showed the methodology for determining points. She said that the range was consistent between scoring groups. She asked if the three were weighted and averaged to get the combined score. Shivang Shelat said that was correct. Chair Bedford said it seemed balanced. She said sometimes it seems like people who want bike and pedestrian projects turn out more. Nishith Trivedi said public engagement is the most challenging part of the work. He said that they have worked with their partners and gone out into the community to reach people. Commissioner Hamilton complimented Nishith Trivedi on their public engagement efforts. She said that public engagement is a challenge across government. Nishith Trivedi said that WSP assisted with the public engagement outreach. Chair Bedford said the process and results seem logical. She said it is helpful to be able to prioritize. Commissioner Fowler said it is overwhelming to see how many wants and needs the county has, but she complimented Nishith Trivedi on staff's effort to put it all together and prioritize. She said hopefully they will be able to get all the projects. A motion was made by Commissioner McKee, seconded by Commissioner Fowler, to approve the Orange County Transportation Multimodal Plan. VOTE: UNANIMOUS 7. Reports a. Report on Detention Center Operational and Staffing Assessment The Board received the findings and recommendations from the Detention Center Operational and Staffing Assessment. BACKGROUND: In response to a petition from Commissioner Anna Richards, the County retained Matrix Consulting Group to conduct an independent, objective, and comprehensive staffing and efficiency analysis of the Orange County Detention Center. The scope of the assessment included: • an analysis of current detention operations, including workload and service level objectives, • a review of the intake and release processes, 15 • a comparison of current service levels to emergent best practices, • a review of the fixed post staffing plan, and • an analysis of current staffing needs based on the current Detention Center population. The study noted six (6) key findings following the analysis: • The Sheriff's Office should continue the transition to an operational model that conforms to a podular remote designed facility rather than the linear indirect supervision module used in the prior facility. • Robust policies and procedures are in place, but staff lack staff awareness and understanding of those policies and procedures. • No detainee programs/services or in-person visitation is currently provided. • Detainees are able to use tablets to increase video visitation opportunities. • The facility lacks formalized minimum staffing levels. • Staff have a limited understanding of booking and release functions and processes. The report contains 38 recommendations to help address the key findings and other potential issues identified by the consultant. In total, the staffing analysis recommends that one (1) additional position be added to the Detention Center. The study recommends adding an administrative position or Business Officer to perform administrative functions such as purchasing, accounting, and budgeting, which would allow command staff to focus on Detention Center operations rather than administrative duties. This addition would increase the total authorized full time equivalent employees in the Detention Center from 58 to 59. This additional position can be accommodated using vacant position authority in other areas of the Sheriff's Office. Recommended Staffing Summary Current Classification Budgeted Recommended Change Major 1 1 0 Captain 1 1 0 Lieutenant 1 1 0 Sergeant 4 4 0 Corporal 4 5 1 Detention Officer 36 34 -2 Transport Officer 4 5 1 Maintenance Tech (Laundry) 1 1 0 Administrative Assistant 1 1 0 Jail Cook Supervisor 1 1 0 Jail Cook 4 4 0 Business Officer 0 1 1 Total 58 59 1 16 The report also recommends: • Creating a distinct budget for the Detention Center. Detention Center operational costs are currently grouped with the rest of the Sheriff's Office operations. The Budget Office is working with the Sheriff's Office to create a discrete Detention Center division for the FY 2025-26 Budget. • Implementing in-person visitation. The Sheriff's Office indicates that in-person visition will begin in December on Sundays from 1:00 PM to 4:00 PM. • Implementing detainee programming in partnership with the Criminal Justice Resource Department. • Creating a station for two (2) housing officer posts in the housing area to supervise the housing units, conduct well being checks, and facilitate detainee movement from housing. This will require the installation of detention appropriate furniture and fixtures. A budget for these improvements is under development. • Authorizing a total of 39 Detention Officer positions for Detention Center and Transport Team. The current budget includes sufficient position authority to accommodate this recommendation. Travis Myren, County Manager, introduced the item and reviewed information from the abstract. Aaron Baggarly from Matrix Consulting made the following presentation: Slide #1 Detention Center Assessment matrix ORANGE COUNTY, NORTH CAROLINA consulting group 17 Slide#2 ORANGE COUNTY,NORTH CAROLINA 1. Goals of the Study 2. Approach AGENDA Detention Center Staffing 3. Key Findings and Operational Analysis 4. Key Recommendations 5. Discussion matrix& consulting group Slide #3 Study Goals 1 Assessment of detention center 4 Revise the fixed post staffing plan operations. and incorporate net annual work hours- 2 Review intake,transfer,and release 5 Draft and final reports that included processes. analysis,findings,and recommendations. 3 Identified staffing needs to increase programming and inmate services. matrix consulting group Aaron Baggarly discussed the goals that they have completed in the slide above. He said they met with several departments throughout the process. 18 Slide#4 Evaluation Approach 1 Interviewed staff from Sheriffs Office, g Identified chokepoints and issues Criminal Justice Resource Department, with current operations,processes, and the County. and approaches. 2 Observed operations in the detention 4 Iterative and interactive process with center. interim deliverables prior to the draft and final report. matrix 4 consulting group Aaron Baggarly said they interviewed staff in the detention center. Slide #5 Key Findings Opening of a new detention center has necessitated new operational philosophy. Robust policy/procedures in place in the S.O. but limited training and implementation. • Limited detainee program/services and no in-person visitation. • Successful implementation of detainee tablet program. Booking and release functions are the primary role of the Sergeant. Overtime utilization is limited. matrix o consulting group Aaron Baggarly said that the change to a modern facility is a good time to reset and see what is needed from a staffing perspective. He said that the sergeant being over booking and release creates some backup and there could be some changes there for efficiency. 19 Slide#6 Recommendations — Operational (1) • Implement policy/procedure training program. • Refine roles of Captain and Lieutenant classifications. • Develop desk manuals for all positions/posts. • Refine approaches to overtime budgeting,tracking, and management. matrix consulting group Aaron Baggarly said the Sheriff's office is in the process of updating their policies and procedures. Slide #7 Recommendations — Operational (2) • Create the position of Administrative Assistant II I or Business Officer I. • Revise and refine Detention Center Sergeant and Corporal classification roles, responsibilities, and create job description. • Maintain 12-hour shift schedule and modify to reduce frequency of switching between nights and days. • Establish a minimum staffing level. matrix consulting group Aaron Baggarly said they suggested the Detention Center invest in a body scanner for more efficient scanning of detained individuals that are coming into the facility. He said that contraband is becoming more of an issue across the country. 20 Slide#8 Recommendations — Programs/Services • Implement in-person visitation program (scheduled for 12/1). • Provide detainee programs,with an initial goal of 10-hours of weekly programming. • Expand outdoor recreation programming. matrix consulting group Aaron Baggarly said that in-person visitation provides a lot of positive benefits. Slide #9 Recommendations — Fixed Post Staffing Plan • Implement the following fixed posts (ideal staffing). ■jltiWi� � ' Control Tower J ✓ Housing Officer(2) J ✓ Booking J ✓ Release J ✓ Programs Rover J Relief Rover J ✓ Corporal/Sergeant J ✓ matrix& consulting group 21 Slide #10 Recommendations -Staffing • Minimum staffing is 7 on days and 5 on nights and includes either a Sergeant or Corporal. Increase Transport Team to 5 staff to include relief. • Incorporate overhire policy to account for staff turnover. Total of 39 officers needed for Jail and Transport operations. • Maintain current allocation of 4 Corporals and 4 Sergeants. matrix 47 consulting group Aaron Baggarly said this is the ideal and minimal staffing levels that are recommended and what the total staffing needs are based on. Slide #11 Discussion matrix consulting group Chair Bedford asked for clarification on the number of corporals. Aaron Baggarly said there are four for the detention center and one for transportation. Commissioner Fowler asked the average length of stay. Aaron Baggarly said that they did not look into that. Tim Jones, Investigator with the Sheriff's Office, said it was normally 2 weeks to a month. He said the average stay for a homicide is 2.5 to 3 years. Commissioner Hamilton asked if there were any level of detainees that would change the minimum staffing levels. Aaron Baggarly said they did not specifically look at that, but he said that if the number dropped down to 20 or 30, there could be an opportunity to decrease staffing. He said if the 22 detention center reached capacity, they would have to consider adding another post in the housing units and that would influence the budget. Commissioner McKee said that was his question as well. He asked how the workload would change for detention officers if the jail population increased. Aaron Baggarly said the primary workload that influences the staffing need is the intake release/transfer component. He said that when it comes to buildings, there would be more traffic in the intake/release area. He said that all housing units are operating but they are not full. He said there would be more inmate movement and traffic so that would increase the workload. He said that for in-person visitation there is limited capacity. He said the way they structure the staffing plan includes flexibility for changes in the workload. He said that there are days in the week where there may be more people coming through the court system. Commissioner McKee said he wants to make sure that they do not understaff the facility. Aaron Baggarly said that bareboned is not ideal, but the staffing plan has some elasticity to account for an increase in inmates. Commissioner Richards asked for confirmation that there is one women's housing unit. Aaron Baggarly said that is correct. Commissioner Richards asked if it is full and if there might be a need for a second housing unit. Sheriff Charles Blackwood said that is a difficult question to answer with certainty. He said that they have not historically reached that point. He said the number of female detainees has gone up and said that the number of female detainees has increased across the state. He said that he was in a meeting where they talked about how they are different in Orange County. He said that some rural counties have 500 people in their jails. He said that Orange County courts have first appearances every day, he said they work to release the ones that need to be out. He said that they are fortunate that their numbers are low. He said he appreciates the opportunity to work with the consultant. Commissioner Richards asked if there are operational differences for female inmates for safety reasons. Sheriff Blackwood said that there have been more female detention officers working across the facility and the inmates respond favorably. Aaron Baggarly said that they have a policy that there is always a female detention officer on duty. Commissioner Portie-Ascott asked how detention programming is offered with inmates staying at the facility for 2 weeks to years. Sheriff Blackwood said the problem they have in programming is moving the individuals from the cells to the program areas and outside instructors coming into the secured areas require oversight and staffing. He said almost all classrooms are behind secure doors,with one not behind closed doors. He said if they have a small group in that unsecured room, they will need oversight. He said that peer support and mental wellness are very important. He said they have a goal to release a better person than they might have been when first detained. He said that they would be happy to answer any questions. Commissioner Fowler said she appreciated the workflow and strategic recommendations. She said that the programming and the introduction of services seem to be the most critical when they are focusing on rehabilitation. She said that if they want them to be part of society then they need to be humanizing and she said that she agrees with the evidence-based success of teaching soft skills, employability skills, and other skills that will help them be on the right track for release. She said that exercise is critical to mental health. She said she hopes they can find ways to give them more in-person visitation. Chair Bedford asked who makes up the jail population. Tim Jones said about 90% are pre-trial and their cases have not been disposed of. He said they do house state misdemeanor confinement detainees, and they have been to court and 23 found guilty or pled guilty for a misdemeanor. He said that the NC Sheriff's Association agreed to house those folks for the NC Department of Corrections. He said they can be there for up to two years. He said that these are usually the habitual DWI folks. He said they house pre-trial federal inmates, but that population is currently zero. Chair Bedford asked if the detainees had been denied bail. Tim Jones said that they either have been charged with something that the judge did not set a bond for, or they are given a bond they cannot make. He said that the higher bonds are usually for several failure to appears, which causes the bond to increase. Commissioner Portie-Ascott said she was pleased to see that in-person visitation was starting up again. Vice-Chair Greene agreed with Commissioner Portie-Ascott. She said that the suggested changes for the shift work seem like they will be very good for the employees. Commissioner Richards thanked the Sheriff and Matrix Consulting for their work and being open to change. She said that when the county built a new facility, it meant that it would operate differently. She said that separating the detention center budget from the Sheriff's Office budget would be helpful. She said that having desk manuals for each role will be helpful and will create efficiencies. She said having a road map for staffing will help during budget planning. Commissioner Hamilton said that having the consultant's outside help is beneficial. She asked if there are detention center programming models from other counties or states and encouraged them to look into that. Commissioner McKee said he is pleased that the facility is not at capacity. He said that it speaks well to the programs and policies that Orange County and Orange County Sheriff's Office have put in place. He said that it is important that when detainees are released that the county has done everything possible to make them successful. Chair Bedford said that the Sheriff's Office is an elected and difficult job. She said that she knows it is hard to work in a detention center and law enforcement. She discussed the importance of continual training for employees. She petitioned for the County Manager to research the cost of a body scanner and see if there is available funding to purchase it in the current fiscal year. She said that she supports separating the detention center budget from the Sheriff's Office budget. She supported freeing up the business officer so they can do more administrative work. She said she thought the outdoor space was small and that not that many people could use it at any one time. She said that getting more than just a staffing study from the consultant is helpful. She said having more programming is better for the detainees and their families. PUBLIC COMMENTS: Ashley Nissler said she represents the Orange County Justice Project NC. She thanked Commissioner Richards for starting this conversation and that having the in-person visitation is great and she hopes it will be successful. She said they also support having more programming. She said whatever result comes for the detainee, the services provided in the detention facility will set them on a positive path. 8. Consent Agenda • Removal of Any Items from Consent Agenda • Approval of Remaining Consent Agenda • Discussion and Approval of the Items Removed from the Consent Agenda A motion was made by Commissioner Hamilton, seconded by Commissioner McKee, to approve the consent agenda. VOTE: UNANIMOUS 24 a. Minutes The Board approved the draft minutes for the October 15, 2024 BOCC Meeting as submitted by the Clerk to the Board. b. Native American Heritage Month Proclamation The Board approved a proclamation recognizing November 2024 as Native American Heritage Month. c. Interlocal Agreement Renewal — Hollow Rock Nature Park The Board approved the renewal of the Hollow Rock Nature Park Interlocal Agreement with Durham County and the Town of Chapel Hill. d. Fiscal Year 2024-25 Budget Amendment #3 The Board approved budget, grant, and capital project ordinance amendments for Fiscal Year 2024-25. e. Approval of Motorola Solutions, Inc. Contract for Bi-directional Antenna Systems in K- 12 Schools — Phase 2 The Board approved a contract with Motorola Solutions, Inc. for the second phase of installations of bi-directional antenna systems within K-12 public schools. f. Procurement of Replacement Radio Infrastructure for Fire and EMS Paging and Approval of Budget Amendment#3-A The Board approved the purchase of replacement radio system infrastructure for Fire and Emergency Medical Services (EMS) paging and to approve Budget Amendment#3-A. g. Sportsplex Ice Rink Cooling Tower and Chiller Replacement Contract Award and Approval of Budget Amendment#3-B The Board: 1) Approved the county entering into a construction contract with Brady Services, Inc. for the construction of the Sportsplex Ice Rink Chiller and Cooling Tower Replacement; and 2) Authorized the County Manager to execute the Agreement, subject to final review by the County Attorney, and any subsequent amendments for contingent and unforeseen requirements up to the approved budget amount on behalf of the Board. 3) Approved Budget Amendment#3-B. h. Boards and Commissions —Appointments The Board approved the Boards and Commissions appointments as reviewed and discussed during the November 12, 2024 Work Session. Commissioner McKee petitioned staff to investigate the cost of adding monitors in the Southern Human Services Meeting Room to improve presentation visibility. Laura Jensen said that staff investigated this in 2023, and it was not within the budget, but that staff would update the figures and see if it is feasible. Commissioner McKee said it is difficult to view and listen to the presentation as they must turn away from the speaker to take a closer look at the information. 9. County Manager's Report Travis Myren said it was his pleasure to work with Commissioner Richards. He said there is a potential recount of the supreme court race, and he will submit a budget amendment to the Board. 10. County Attorney's Report John Roberts congratulated Commissioner Richards for her service on the Board. He said there was a protest filed with the Board of Elections, but it was filed after the deadline, and it will go to the NC Board of Elections for review. He said the General Assembly overturned one of the Governor's vetoes and he anticipates they will revisit more on the following day. He said he will keep the Board updated. 25 11. Appointments None. 12. Information Items • November 7, 2024 BOCC Meeting Follow-up Actions List • Memorandum - Update on UNC Cogeneration Facility/Air Quality Permit Modification • Memorandum -American Rescue Plan Act Update and Financial Report- First Quarter FY 2024-25 13. Closed Session A motion was made by Chair Bedford and seconded by Commissioner Hamilton to enter in to closed session at 8:39 p.m. for the purposes listed below: "To discuss the County's position and to instruct the County Manager and County Attorney on the negotiating position regarding the terms of a contract to purchase real property," NCGS § 143- 318.11(a)(5); and for the approval of closed session minutes. VOTE: UNANIMOUS RECONVENE INTO REGULAR SESSION A motion was made by Commissioner McKee seconded by Commissioner Fowler, to reconvene into regular session at 9:11 p.m. VOTE: UNANIMOUS Adjournment A motion was made by Commissioner McKee, seconded by Commissioner Hamilton, to adjourn the meeting at 9:11 p.m. Jamezetta Bedford, Chair Submitted for approval by Laura Jensen, Clerk to the Board