SUMMARY OF A BUDGET WORK SESSION HELD BY THE MAYOR AND COUNCIL OF THE TOWN OF CHAPEL HILL, NORTH CAROLINA,

WEDNESDAY, MAY 21, 1997

Mayor Waldorf called the work session to order at 6:03 p.m. Council Members in attendance were Joyce Brown, Joe Capowski, Mark Chilton, Richard Franck, Lee Pavao and Edith Wiggins. Council Members Julie Andresen and Pat Evans were absent excused. Also in attendance were Town Manager Cal Horton, Assistant Town Managers Sonna Loewenthal and Florentine Miller, Police Chief Ralph Pendergraph, Public Works Director Bruce Heflin, Solid Waste Director Gayle Wilson, Fire Chief Dan Jones, Personnel Director Pat Thomas and Finance Director James Baker.

COMMUNITY ORIENTED POLICING PROGRAM

Mr. Horton presented a brief overview of the Town’s Community Oriented Policing Program. He noted that the Council had to seek federal grant funds to cover a large portion of initial salary costs for up to six new Police Officer positions in the Police Department. Chief Pendergraph stated that Community Oriented Policing was more of a philosophy, rather than a way of doing business. Chief Pendergraph said it had taken a lot of hard work to establish a good level of trust and communication between area residents and Community Oriented Policing officers.

Chief Pendergraph also reviewed the possible duty assignments of officers relative to the available grant funds referenced by Mr. Horton in his earlier remarks. Chief Pendergraph stated that one possibility would be for Community Oriented Policing officers to serve as mentors for young people in schools and neighborhoods, such as the Pine Knolls and Tandler communities. Mayor Waldorf noted that Ms. Rebecca Clark had recently called the Mayor’s Office to express her praise for, and appreciation of, the Town’s Community Oriented Policing program.

Council Member Capowski inquired about the amount of time spent by Town Police Officers relative to the DARE (Drug Awareness Resistance Education) Program. Chief Pendergraph said that two officers devoted about thirty percent of their time to the program, with the balance of their time devoted to Community Oriented Policing efforts at area schools.

Council Member Capowski inquired whether or not discontinuation of the DARE program would remove social contact between young people and police officers at local schools. Noting that he was not sure what the School District would decide about the future of the program. Chief Pendergraph said his recommendation was that several contingencies be in place to handle various possible outcomes. Chief Pendergraph said it was his ultimate objective for all Town police officers to be community-oriented officers.

Council Member Brown inquired about the viability of seeking only four, rather than six officers, using the grant funds, by transferring the officers currently assigned to the DARE program to other assignments. Mr. Horton said this was one possibility. He noted that the grant program only provided full or partial funding of the positions for the first three years, with the Town having to pick up the full cost in the fourth year.

Council Member Wiggins inquired about the frequency of false burglar alarm calls. Chief Pendergraph stated that of over 1,800 burglar alarm calls, only seven had involved any sort of actual criminal activity. Noting that this represented a large number of calls, Council Member Wiggins inquired whether or not there was any way to mitigate this problem through mechanisms such as fines. Chief Pendergraph said that a check of other communities with similar problems found no good solution to the problem. Mr. Horton said he preferred that the Town answer alarm calls without merit rather than send the message that the Town would not respond to these types of calls for assistance. He added that implementation of fines for false alarm calls would necessitate putting in place appeals, billing and collection procedures for such a system. He added that local emergency services had to respond to a large number of false “911’ calls because many people misdialed the “919” area code.

Council Member Franck noted that at the end of the three year grant period, the Town would need to pay for up to six officers in their entirety. Mayor Waldorf noted that it was possible that new areas would be annexed into the Town within the next three years, necessitating additional officers and offsetting some of the costs for the new officers. Mr. Horton noted that the Police Department’s traffic squad had recently been fairly successful in efforts to reduce the speed of drivers and in making a number of felony arrests.

Council Member Brown requested a review of the Town’s situation relative to matching federal grant dollars for police officers. Chief Pendergraph stated that six officer positions had been put in place using federal grant funds as seed money and five other police officer positions were currently partially funded by federal grants. He noted that federal grant funds for police officers would run out in November.

Referencing a table provided by staff outlining the number of officers per capita for fifteen communities in North Carolina, Council Member Capowski said it would be very helpful to have a comparison of the major crime rate by community. Mr. Horton said a general study had found that there was almost no relationship at all between police officers per capita and the major crime rate.

Mayor Waldorf inquired about Chief Pendergraph’s perception of the situation at the two high schools relative to potential crime and behavior-related problems. Chief Pendergraph said although the vast majority of young people at the high schools were model citizens, there were a few individuals who posed a variety of problems.

Council Member Franck requested that staff draft a brief report regarding projected needs for police officers in the future, based on population growth estimates.

Noting that a greater focus was being placed on people paying for services received, Council Member Wiggins stated that many communities charged for responding to false alarms. Mr. Horton said that staff could look into this possibility.

Chief Pendergraph introduced members of the Police Department staff in attendance and briefly described their roles in the department, including Captains Gregg Jarvies and Tony Oakley, Sergeants Marsha Gale, Harold Horne and Everett Johnson, Officer Jeff Flock and Planner/Analyst Jane Cousins. Mayor Waldorf expressed the Council’s appreciation to these staff members and the entire Police Department for all of their efforts.

PLANNING DEPARTMENT MATTERS

Planning Director Roger Waldon said he was requesting that the Council authorize the addition of a Zoning Enforcement Officer position beginning with the Town’s 1997-1998 budget. He also noted that presently the Planning Department was furthest behind on work related to the planning of bicycle lanes, traffic calming and sidewalks.

Council Member Franck said he favored having a single listing of sidewalk and bikeway projects, in order to provide an equal footing for project funding considerations. He also said that it appeared to be a good time to pursue a meeting with representatives from the North Carolina Department of Transportation. Mr. Horton stated that staff could put together such a listing for feedback from the Transportation Board and the Council.

Council Member Brown inquired about the status of integrating sidewalks, traffic calming and bikeways into a single comprehensive plan. Noting that the Council had requested that the staff’s January, 1995 report be brought forward, Mr. Horton said that staff need additional guidance in this matter. Council Member Brown said it was important to look at the matter in terms of a comprehensive link.

Stating that the Council had been derelict in attending to bikeway and sidewalk needs, Council Member Capowski said he thought that Council Member Franck’s idea of having a joint listing of these projects was a good one.

Council Member Chilton suggested that a $16,000 sedan be purchased for the proposed Zoning Enforcement officer position, rather than a more expensive vehicle.

Mayor Waldorf inquired about the possibility of community oriented police officers handling some of the duties of the proposed Zoning Enforcement Officer. Mr. Horton said that this would necessitate individuals mastering the Town’s Development and Sign ordinances and other regulations. Mr. Horton said he was not sure that this was the same type of task as policing of communities. He stated that the closest subject between the two occupations might be the enforcement of front yard parking restrictions. Council Member Brown said she thought that Mayor Waldorf had made a good point about the possible use of community oriented police to enforce some zoning-related matters.

Council Member Wiggins inquired whether staff had evaluated the possibility of doing without another function within the department so that it would not be necessary to add a position to handle zoning enforcement matters. Mr. Horton said that the Planning Department was currently strained beyond a reasonable limit in terms of work load. He stated that the proposed new position was being suggested in response to a request by the Council regarding zoning enforcement.

Council Member Wiggins inquired whether or not there was any programs which could be reduced in the Planning Department. Mr. Horton said one possibility would be to do less transportation planning. He noted that the Council had the option of accepting the current level of service and not expanding programs or services in the Planning Department. Council Member Chilton inquired whether staff was assuming a mid-year start for the Zoning Enforcement Officer position. Mr. Horton said the position was budgeted for a full year, in order not to understate future costs.

Expressing concern that the Council was micromanaging the situation, Council Member Capowski said it was not reasonable for the Council to start manufacturing new positions. Council Member Wiggins inquired whether the Council was requesting creation of the position. Council Member Chilton said that there had been a trend to ask for better and better zoning enforcement. Council Member Capowski said that transportation planning help was needed in some form. Council Member Brown said she did not think that the Council was micromanaging the situation. Council Member Brown stated that the Council was responsible to Town citizens in assuring that Town funds were well managed.

Noting that the Town faced a potentially significant tax increase, Council Member Chilton suggested that the Council could tentatively decide to have mid-year implementation of the zoning enforcement officer position. Noting that two Council Members were absent this evening, Council Member Brown said she was still open about whether or not the proposed zoning enforcement position should be added to the Town’s staff.

Noting that the Planning Department staff faced a heavy workload, Mayor Waldorf said she was still undecided about whether or not the Zoning Enforcement Officer position should be funded. She inquired about the possibility of having a contract position for zoning enforcement matters. Stating that it might be possible to contract with someone to do this work, Mr. Horton said that the overall objective was to provide a higher level of service. He also noted that if the Council wished, it could instruct the staff to identify positions or services to eliminate in order to put the Zoning Enforcement Officer position in place.

Council Member Pavao asked whether staff would have requested a different position if the Council had not expressed its interest in the Zoning Enforcement Officer position. Mr. Waldon said the greatest difficulties were currently being encountered in the development review area. Council Member Franck expressed his support for the concept of a Zoning Enforcement Officer.

PUBLIC WORKS MATTERS

Noting that staff could audit existing refuse collection routes intensely to determine implications of reducing commercial service, Mr. Heflin said that staff could try to develop an array of private service options. Stating that cost savings were possible, especially if the Council chose to move to once per week residential refuse collection, Council Member Franck said he favored having an audit of existing refuse collection routes. Mayor Waldorf noted that projected annual savings were about $63,000 per year.

Council Member Capowski inquired who owned the dumpsters in the downtown business area. Mr. Heflin said that the dumpsters were leased to business owners by private companies. Council Member Capowski inquired whether it was correct that the Town did not send bills to the bulk of merchants for dumpster pick-up. Mr. Heflin said this was correct, noting that only fifty-nine merchants chose to receive a higher level of service (more than twice per week pick-up). Mr. Horton said that the Town staff could notify merchants about possible changes in service. He noted that the Council had the option of the Town getting out of the commercial refuse collection business altogether.

Noting that the standard residential refuse collection cart was ninety gallons, Mr. Heflin said that thirty-two and sixty-four gallon carts were also available. He stated that no problems were anticipated relative to the handling of carts. Council Member Brown inquired about the possibility of using sixteen gallon carts. Mr. Heflin said this possibility had not been investigated. Mr. Horton said that the staff had not done a definitive follow-up report on the matter. Mr. Heflin said staff could not find any scientific information about injury experience relative to refuse collection cart size.

Mayor Waldorf inquired about the reaction of citizens who had been asked to participate in the curbside refuse collection program. Mr. Heflin stated that most residents were willing to bring their refuse to the curb. Mr. Horton said it would be possible to make carts available on a limited basis to persons who wish to roll their refuse to the curb voluntarily. Stating that it was possible that the Council might elect to have once per week curbside collection Town-wide, Council Member Franck said it was premature to proceed on the matter at this time.

LANDFILL OWNERS GROUP BUDGET RECOMMENDATIONS

Mr. Horton presented an overview of additional items/programs being suggested by the Landfill Owners Group including $39,500 for a construction and demolition waste program, $32,500 for a construction waste reduction program and $95,000 for preliminary design work and assistance in preparing a contract for construction and operation of a materials recovery facility. Mr. Horton said it was almost imperative to move ahead on the materials recovery facility matter as soon as possible.

Council Member Chilton noted that the funding of the two construction and demolition programs was proposed through a surcharge on building permits. Council Member Chilton said it made sense to follow the staff’s suggestion of using $95,000 in reserve funds to pay for the expertise necessary to receive preliminary design for a materials recovery facility.

Council Member Capowski inquired what types of materials would be handled at the proposed materials recovery facility. Council Member Chilton said that the facility would be limited to materials which were put into one’s recycling blue bins for collection. Council Member Capowski inquired whether or not the earlier Weston study had offered any recommendations in this regard. Council Member Chilton said this earlier study had indicated that a materials recovery facility would be the most effective long-term strategy in terms of costs and other considerations.

Council Member Capowski inquired about what would happen if $95,000 were paid for a study which concluded that a materials recovery facility was not the best option. Council Member Franck responded that the $95,000 was not going toward a study, but for design of the facility, and the preparation of a contract with a private entity to construct and operate the facility. Council Member Chilton said he did not know what the Landfill Owners Group’s opinion would be about dipping into the Reserve Fund.

Council Member Brown said she hoped that everyone was clear about the integrated solid waste management plan, waste prevention measures and collection and processing.

Council Member Franck said if the proposed facility were found to be viable, Orange County could more or less immediately construct a materials recovery facility. Council Member Franck said he anticipated that the integrated solid waste management plan would be adopted by July 1^st.

Noting that the Landfill Owners Group had not discussed a site for the proposed new facility, Mr. Horton said that the facility would require eight to ten acres of land and would ideally be located

near the main center of waste generation.

Saying she hoped that the integrated solid waste management plan could be adopted in the near future, Mayor Waldorf inquired whether staff was comfortable in taking funds out of the Reserve Fund to pay for the preliminary design study. Solid Waste Director Gayle Wilson said he was comfortable with this arrangement.

Mayor Waldorf inquired whether or not the matter had been taken before other bodies of local elected officials. Council Member Franck said this would not be necessary if there was no increase in tipping fees. Noting that the Council seemed to feel that the Manager’s idea regarding the use of reserve funds was a good one, Council Member Chilton said the matter could be brought up at the next Landfill Owners Group meeting. Council Member Brown said the matter could subsequently be brought back to the Council for a final decision and vote.

OTHER MATTERS

Mr. Horton said there was nothing in uses of technology which would likely had an immediate impact. He also noted that there were no federal public housing grant programs to convert existing units into opportunities for homeownership of the units. Mr. Horton said staff had prepared a number of reports on personnel items in response to earlier questions by Council Members.

Referencing the staff’s memorandum regarding recommendations for staffing of the Town’s construction management program, Council Member Capowski inquired which of the three options staff would recommend to the Council. Ms. Loewenthal stated that staff was recommending that the Town hire a construction project manager, with the bulk of costs being backcharged to applicable construction projects. Council Member Capowski inquired how the Chapel Hill-Carrboro City Schools administered its construction management program. Mr. Horton said that the School District had a full-time staff person at a significant management level to handle the management of construction projects.

The meeting concluded at 8:29 p.m.