SUMMARY OF A WORK SESSION HELD BY THE MAYOR AND COUNCIL OF THE TOWN OF CHAPEL HILL, NORTH CAROLINA, TUESDAY, FEBRUARY 12,1991

Mayor Howes called the proceedings to order. Council Members in attendance were Joyce Brown, Joe Herzenberg, Nancy Preston, Alan Rimer, Arthur Werner and Roosevelt Wilkerson, Jr.

Also in attendance were Assistant to the Mayor Lisa Price, Town Manager Cal Horton, Assistant Town Managers Sonna Loewenthal and Florentine Miller, Public Works Director Bruce Heflin, Finance Director James Baker, Personnel Director Pat Crotts, Fire Chief Dan Jones, Police Chief Arnold Gold and Library Director Kathleen Thompson.

Mayor Howes noted that thirty minutes had been allocated for each departmental presentation. Town Manager Horton expressed the staff's appreciation for the opportunity to address the Council concerning key issues.

Public Works Director Bruce Heflin summarized key issues in public works operations including: solid waste disposal, landfill siting, recycling, refuse collection methods, preservation of infrastructure and maintenance of landscaping, streets and sidewalks. He noted that most work in the department is labor intensive and capital equipment is quite costly.

Council Member Rimer suggested comparing increased street mileage in contrast to overall personnel and related costs. He also inquired about hypothethical program additions and deletions. Mr. Heflin said cuts would be ideally limited to appearance related amenity services and additions would be to provide better basic services.

Noting Council Member Wilkerson's earlier suggestion, Council Member Rimer inquired about the viability of bringing the recycling program in-house. Mr. Heflin noted that this would be explored as the contract term expiration date drew closer. Council Member Brown requested clarification of the Town's recycling participation percentages and apparent reverse economies of scale. Mr. Heflin said that participation rates were calculated on a variety of bases. He also noted that new recycling programs would require additional customization, resulting in higher costs.

Council Member Wilkerson requested clarification of projected additional staffing needs for the closed loop traffic signal system. Mr. Heflin said that staffing was tied to the level of maintenance provided for signalization. Mr. Horton said that the staff could provide additional information on this matter. Council Member Wilkerson stressed the need to be fully informed on budgetary implications. Council Member Herzenberg requested that the staff provide a follow-up report on benefits of the closed loop system.

Council Member Werner inquired about the estimated cost of the Town's future recycling programs, needed to meet the State mandate of twenty five percent by 1993. Mr. Heflin said it was difficult to provide specific figures. Mr. Horton said that the League of Municipalities was formulating the types of questions raised by the Council today, as a means of developing future State recycling and waste reduction policies. Council Member Preston noted that the Town was better off than many other communities in terms of its recycling program.

Council Member Preston requested information concerning the Town's street improvement program. Mr. Heflin responded that a paving management system is used to determine which streets will be repaved each year. Council Member Preston inquired about the viability of reprogramming some street repaving funds for sidewalk construction. Town Manager Horton noted that Public Works construction programming involves difficult choices. Mayor Howes suggested that the Council could possibly examine the Town's policy for scheduling paving of roadways. Council Member Rimer inquired about the criteria used for paving maintenance. Mr. Heflin said criteria included visual inspection, supplemented by the types of cracking, previous repairs and other factors.

Mayor Howes noted that the Town was fortunate to have competent staff would did a consistently good job of delivering services on a daily basis.

Library Director Kathy Thompson said the library's main objective was to provide consistently excellent service to the community.

Ms. Thompson stated that library circulation was increasing at about three percent per year. Ms. Thompson also provided a brief overview of the proposed library building program.

Council Member Preston inquired about the anticipated opening date of the library facility. Ms. Thompson said the opening was projected for fiscal year 1993-1994. Council Member Preston inquired about estimated collection development and overall library building costs. Ms. Thompson responded that about $235,000 would be needed for collection development in FY 1993-1994. She added that the total estimated project cost was $5.55 million. Council Member Wilkerson asked whether collection development costs would need to be adjusted to $235,000 per year once the facility was opened. Mr. Horton responded that this type of expenditure would not be needed each year. Council Member Rimer inquired about proposed public automation facilities within the new library. Ms. Thompson provided a brief overview of automation plans.

Mayor Howes inquired about the possibility of receiving additional fiscal support from Orange County for library operations. Mr. Horton said that this was a valid point, but political trends appeared to hold back this outcome. Mayor Howes asked how much Town library funding was provided by Orange County. Mr. Horton said about $140,000 per year. He added that if such funding was accepted, fees could not be charged to individual County residents.

Council Member Rimer requested a summary of library users by residence. Ms. Thompson provided summary information, adding that the library's current annual budget was approximately $890,000. Council Member Rimer stated that by population extrapolation, the County's level of support would be $250,000, rather than $140,000, per year. Mayor Howes noted that it was not too late for Orange County or the Town of Carrboro to participate in capital financing of the library facility. Council Member Herzenberg inquired about anticipated additional library operating costs. Ms. Thompson responded that additional costs would be approximately $300,000 to $350,000 per year.

Council Member Werner suggested that each Council Member consider appointing two individuals as his or her surrogate, in order to form an ad hoc budget review group. He stated that this group could make budget recommendations to the entire Council.

Mayor Howes suggested that this concept be discussed in further detail at Thursday's budget work session.

Fire Chief Dan Jones thanked the Mayor and Council for the opportunity to provide an overview of the Fire Department's proposed five year operational plan. Chief Jones said the department's major emphasis would be on applying new technology and methodologies, including incorporation of multiple function fire apparatus into the Town's fleet. He also suggested the Council's reconsideration of the need and timeframe for the proposed southern fire station. Chief Jones also asked that the Council to consider fire protection and safety as integral to the Town's quality of life.

Mayor Howes stated that Chief Jones idea concerning the proposed southern fire station was interesting. He suggested that bond monies could possibly be reprogrammed. Chief Jones noted that it would be necessary to spend the funds on fire protection capital improvements. Council Member Preston asked whether this included fire trucks. Chief Jones said yes. Mr. Horton noted that it would be difficult to construct a very basic fire station for $450,000. He noted that the 1986 bond approval had been for $800,000, with a portion of these funds used for the burn building at Station #4.

Council Member Rimer inquired about fire flow tests in new developments. Chief Jones stated that fire flow requirements were determined by a variety of factors including National Fire Code standards. He noted that the Town's hydrant and water supply system was very good. Council Member Wilkerson inquired about the adequacy of current and future staffing levels. Chief Jones stated that additional personnel would be needed to establish attack teams. He estimated that a total of six additional staff would be needed in the near future. Mayor Howes asked whether there was any increased risk due to the unavailability of an aerial truck. Chief Jones stated that these risks were offset by mutual aid agreements with neighboring fire departments. Council Member Rimer extended compliments to the Fire Department for their community follow-up following a fire on Kenmore Road.

Police Chief Arnold Gold briefly reviewed key issues in the Police Department including the continued maintenance of service levels, continued changes in crime patterns, increased demand for services and diminishing State and Federal supplemental programs. Chief Gold also emphasized the need to ensure continued adequate staffing levels. He noted that approximately eight public safety officers would be needed for the next fiscal year. Chief Gold also emphasized the need to identify alternative sources for technical assistance and expand the usage of local community resources for broad-based problem solving.

Council Member Wilkerson said he was surprised by the wide disparity between the number of public safety applicants and the number hired. He also expressed concern about decreased State funding for law enforcement and the amount of pressure on Police department personnel. Council Member Wilkerson inquired whether sixteen public safety officers was a more realistic projection of short-term staffing needs. Chief Gold stated that recruiting for public safety officers was a unique process, since applicants need to be well-qualified in both police and fire operations. He noted that the hiring of eight public safety officers would bring the utilization rate below forty percent. Council Member Wilkerson inquired about turnover rates in the Police Department. Chief Gold noted that the turnover rate was decreasing. Personnel Director Pat Crotts and Town Manager Horton concurred with this observation. Town Manager Horton added that the department was no longer a training ground for other departments, due to Council action on providing adequate compensation for public safety officers.

Council Member Wilkerson said he remained unconvinced that the public safety system best served the needs of the Town. He inquired how more officers could be put on the street without increasing the amount of overtime. Town Manager Horton said he was unable to provide an immediate answer. He added that the department was trying to get as many officers on the street as possible.

Council Member Werner inquired whether it was appropriate to reevaluate the Town's public safety system in the near future. Town Manager Horton said yes, noting that a report on the public safety system would be presented to the Council in the Fall. Council Member Rimer inquired whether the size of the detective staff had been increased in proportion to the number of reported crimes. Chief Gold stated that the number of detectives had been stable for a number of years.

Council Member Brown said she appreciated the quality of Police staff and its programs, but wondered how additional positions could be included in a no tax increase budget. Town Manager Horton said that the work sessions were a vehicle for presenting an overview of department operations and priorities. He noted that he would present a zero tax increase budget to the Council in the future.

Council Member Wilkerson emphasized the importance of providing the best possible equipment and support of the Council to ensure the continued safety of the Town's public safety officers.

Council Member Preston asked whether the eight proposed public safety positions were in addition to the Fire Department staffing request. Mr. Horton said yes. Council Member Preston inquired about the estimated total costs of the public safety positions. Mr. Horton stated that total estimated costs were approximately $320,000. He said that the work sessions presented an unusual opportunity for himself and the Town's department heads to provide an overview of Town operations. Mr. Horton said he looked forward to the other budget work sessions. Council Member Preston said that the Council's deliberations on the budget had made a good start.

The session adjourned at 2:28 p.m.